SAP FI- Journal entry upload - document split using clearing account.

[ramiwal_dsilva]

Hi experts,

Being a novice in Accounting , I need your help.

I am designing an interface  to upload and park journal entries into SAP.

However , there is a constraint here.

If the the number of line items in the journal exceeds 950, we need to create several SAP documents using a clearing account.

The clearing account must contain the total amount of the items (upto 950 again ) with the opposite sign, in-order to balance to zero the SAP document.

Subsequent SAP docs must follow the same procedure until the document in excel has been completely posted. In the end , the balance in the clearing account must be zero.

Can anyone explain what this means and how this works with a simple example?

Any help would be highly appreciated.

[Former Member]

Well, it works exactly as you have explained. If you search the ABAP space in SCN, you will find plenty of threads related to this.

Rob

[Former Member]

Try this code:

w_count = 1.

* Check if the number of line items in the file are less than 950.

  DESCRIBE TABLE t_excel_data LINES l_lines.

  IF l_lines LT 952.( Including Header ).

    l_flag = 'X'.

  ELSE.

    CLEAR l_flag.

  ENDIF.

  LOOP AT t_excel_data.

    IF sy-tabix EQ 1.

* Fill header structure.

      PERFORM fill_header.

* If the record is Line Item record.

    ELSEIF sy-tabix GT 1.

      IF w_count EQ 951.

        PERFORM create_gl_offset.

* Check the data if test run is chose.

        IF NOT po_test IS INITIAL.

          PERFORM check_data.

        ELSE.

* Post the data if its not a test run.

          PERFORM post_data.

        ENDIF.

        w_count = 1.

      ENDIF.

* Split the file if the line item number doesnt exceed 950.

      PERFORM fill_glaccount_item.

      PERFORM fill_currency_item.

      w_count = w_count + 1.

    ENDIF.

IF w_count LT c_951.

* Create offset record if total number of line items in excel are more than 800.

    IF l_flag IS INITIAL.

      PERFORM create_gl_offset.

    ENDIF.

* Check the data if test run is chose.

    IF NOT po_test IS INITIAL.

      PERFORM check_data.

    ELSE.

* Post the data if its not a test run.

      PERFORM post_data.

    ENDIF.

  ENDIF.

ENDLOOP.

*&---------------------------------------------------------------------*

*&      Form  FILL_HEADER

*&---------------------------------------------------------------------*

*       Writes the Header Line

*----------------------------------------------------------------------*

FORM fill_header .

  DATA: l_date(8) TYPE c.

* If the data is a header record.

  SPLIT t_excel_data AT ',' INTO

      l_date

      wa_header-doc_type

      wa_header-comp_code

      wa_header-pstng_date

      wa_header-fis_period

      w_currency

      wa_header-header_txt.

  IF wa_header-header_txt CA c_tab.

    REPLACE ALL OCCURENCES OF c_tab IN wa_header-header_txt WITH space.

  ENDIF.

* Get logical system details.

  CALL FUNCTION 'OWN_LOGICAL_SYSTEM_GET'

    IMPORTING

      own_logical_system = wa_header-obj_sys.

  wa_header-obj_type   = 'FOTP'.

  wa_header-bus_act    = c_rfbu.

  wa_header-username   = sy-uname.                                         

  wa_header-doc_date = l_date.                                             

  CLEAR l_date.

  IF wa_header-pstng_date IS INITIAL.          

    wa_header-pstng_date = sy-datum.

  ELSE.

    w_date = wa_header-pstng_date.

  ENDIF.

  IF wa_header-fis_period EQ space.            " Fiscal Period

    wa_header-fis_period = w_date+4(2).     

  ENDIF

  IF wa_header-doc_type EQ space.              " Document Type

    wa_header-doc_type = 'SA'.

  ENDIF.

ENDFORM.                    " FILL_HEADER

*&---------------------------------------------------------------------*

*&      Form  CREATE_GL_OFFSET

*&---------------------------------------------------------------------*

*       Creating GL Account Offset Item

*----------------------------------------------------------------------*

FORM create_gl_offset .

  PERFORM fill_gloffset_item.

  PERFORM fill_currency_offset.

ENDFORM.                    " CREATE_GL_OFFSET

*&---------------------------------------------------------------------*

*&      Form  FILL_GLOFFSET_ITEM

*&---------------------------------------------------------------------*

*      Filling the Offset GL Account Details into t_gl_acc_item table

*----------------------------------------------------------------------*

FORM fill_gloffset_item .

  CLEAR t_gl_acc_item.

  t_gl_acc_item-gl_account = " Offsetting GL account

  t_gl_acc_item-profit_ctr = " Offsetting profit center.

*  t_gl_acc_item-costcenter = "Offsetting cost center. 

  CLEAR t_gl_acc_item-costcenter.                                             

  t_gl_acc_item-item_text = 'Offsetting record'.    " Item text

  t_gl_acc_item-itemno_acc = w_count.              

  IF w_amount1 GT 0.                                " Posting key

    t_gl_acc_item-de_cre_ind = c_c.

  ELSE.

    t_gl_acc_item-de_cre_ind = c_d.

  ENDIF.

  t_gl_acc_item-comp_code  = wa_header-comp_code.   " Company Code

  t_gl_acc_item-fis_period = wa_header-fis_period.  " fiscal Period

  t_gl_acc_item-pstng_date = wa_header-pstng_date.  " Posting date

  t_gl_acc_item-doc_type   = wa_header-doc_type.    " Document Type

  APPEND t_gl_acc_item.

  CLEAR t_gl_acc_item.

ENDFORM.                    " FILL_GLOFFSET_ITEM

*&---------------------------------------------------------------------*

*&      Form  FILL_CURRENCY_OFFSET

*&---------------------------------------------------------------------*

*      Filling the offset currency details into t_curr_item table

*----------------------------------------------------------------------*

FORM fill_currency_offset .

* Populate currency structure.

  SHIFT w_amount LEFT DELETING LEADING space.

  t_curr_item-itemno_acc = w_count.

  t_curr_item-currency   = w_currency.

  IF NOT w_amount1 IS INITIAL.

    t_curr_item-amt_doccur = w_amount1.

  ENDIF.

  t_curr_item-amt_doccur = t_curr_item-amt_doccur * ( -1 ).

  CLEAR: w_amount1,

         w_amount.

  APPEND t_curr_item.

  CLEAR t_curr_item.

ENDFORM.                    " FILL_CURRENCY_OFFSET

*&---------------------------------------------------------------------*

*&      Form  CHECK_DATA

*&---------------------------------------------------------------------*

*      Checking the data using BAPI and display error messages

*----------------------------------------------------------------------*

FORM check_data .

  CLEAR t_return.

  REFRESH t_return.

* Obtain the Document Number

  PERFORM get_doc_number USING w_date.

  CALL FUNCTION 'BAPI_ACC_DOCUMENT_CHECK'

    EXPORTING

      documentheader = wa_header

    TABLES

      accountgl      = t_gl_acc_item

      currencyamount = t_curr_item

      return         = t_return.

* Clearing and refreshing the internal tables.

  CLEAR : t_gl_acc_item,

          t_curr_item,

          w_obj_key.

  REFRESH:t_gl_acc_item,

          t_curr_item.

* Displays error messages as output to the program

  WRITE: / 'Result of post:'.

  PERFORM show_messages.

ENDFORM.                    " CHECK_DATA

*&---------------------------------------------------------------------*

*&      Form  POST_DATA

*&---------------------------------------------------------------------*

*       Posting the data into SAP tables using BAPI.

*----------------------------------------------------------------------*

FORM post_data .

  AUTHORITY-CHECK OBJECT  'F_BKPF_BUK'

                  ID      'BUKRS' FIELD wa_header-comp_code

                  ID      'ACTVT' FIELD '01'.

  IF sy-subrc = 4.

    MESSAGE e999(zfi_ap_gl) WITH text-t99 wa_header-comp_code.

  ELSEIF sy-subrc <> 0.

    MESSAGE e999(zfi_ap_gl) WITH text-t98 'F_BKPF_BUK; return code=' sy-subrc.

  ENDIF.

  CALL FUNCTION 'BAPI_ACC_DOCUMENT_POST'

    EXPORTING

      documentheader = wa_header

    IMPORTING

      obj_key        = w_obj_key

    TABLES

      accountgl      = t_gl_acc_item

      currencyamount = t_curr_item

      return         = t_return.

  CLEAR : t_gl_acc_item,

          t_curr_item,

          w_obj_key.

  REFRESH:t_gl_acc_item,

          t_curr_item.

    LOOP AT t_return.

      IF t_return-type EQ c_s AND

         t_return-number EQ c_605.

* If not test run commit data.

        IF po_test IS INITIAL.

          CALL FUNCTION 'BAPI_TRANSACTION_COMMIT'.

        ENDIF.

    ENDIF.

  ENDLOOP.

ENDFORM.

*&---------------------------------------------------------------------*

*&      Form  FILL_GLACCOUNT_ITEM

*&---------------------------------------------------------------------*

*       Filling the t_gl_acc_item internal table with GL Account Details

*----------------------------------------------------------------------*

FORM fill_glaccount_item .

  CLEAR: w_posting_key,

         w_amount.

  DATA: l_orderid(10) TYPE c.

* Split the data in the file and populate into GL account.

  SPLIT t_excel_data AT c_tab INTO

   w_posting_key

   t_gl_acc_item-gl_account

   w_amount

   t_gl_acc_item-costcenter

   t_gl_acc_item-profit_ctr

   t_gl_acc_item-orderid

   t_gl_acc_item-func_area

   t_gl_acc_item-trade_id

   t_gl_acc_item-item_text.

  IF t_gl_acc_item-item_text CA c_tab.

    REPLACE ALL OCCURENCES OF c_tab IN t_gl_acc_item-item_text WITH space.

  ENDIF.

  IF t_gl_acc_item-profit_ctr CA c_tab.

    REPLACE ALL OCCURENCES OF c_tab IN t_gl_acc_item-profit_ctr WITH space.

  ENDIF.

  IF t_gl_acc_item-costcenter CA c_tab.

    REPLACE ALL OCCURENCES OF c_tab IN t_gl_acc_item-costcenter WITH space.

  ENDIF.

  IF t_gl_acc_item-gl_account CA c_tab.

    REPLACE ALL OCCURENCES OF c_tab IN t_gl_acc_item-gl_account WITH space.

  ENDIF.

  IF w_amount CA c_tab.

    REPLACE ALL OCCURENCES OF c_tab IN w_amount WITH space.

  ENDIF.

  IF w_posting_key CA c_tab.

    REPLACE ALL OCCURENCES OF c_tab IN w_posting_key WITH space.

  ENDIF.

* item no of the gl account.

  t_gl_acc_item-itemno_acc = w_count.

* Posting Key

  IF w_posting_key EQ c_01 OR

     w_posting_key EQ c_21 OR

     w_posting_key EQ c_40 OR

     w_posting_key EQ c_25 OR

     w_posting_key EQ c_70.

    t_gl_acc_item-de_cre_ind = c_d.

    w_amount1 = w_amount1 + w_amount.

    CLEAR w_flag.

  ELSEIF w_posting_key EQ c_50 OR

         w_posting_key EQ c_31 OR

         w_posting_key EQ c_11 OR

         w_posting_key EQ c_75.

    t_gl_acc_item-de_cre_ind = c_c.

    w_flag = 'X'.

    w_amount1 = w_amount1 - w_amount.

  ENDIF.

  t_gl_acc_item-comp_code  = wa_header-comp_code.   " Company Code

  t_gl_acc_item-fis_period  = wa_header-fis_period.  " fiscal Period

  t_gl_acc_item-pstng_date = wa_header-pstng_date.  " Posting date

  t_gl_acc_item-doc_type   = wa_header-doc_type.    " Document Type

  APPEND t_gl_acc_item.

  CLEAR t_gl_acc_item.

ENDFORM.                    " FILL_GLACCOUNT_ITEM

*&---------------------------------------------------------------------*

*&      Form  FILL_CURRENCY_ITEM

*&---------------------------------------------------------------------*

*      Filling the t_curr_item internal table with Currency details.

*----------------------------------------------------------------------*

FORM fill_currency_item .

* Populate currency structure.

  SHIFT w_amount LEFT DELETING LEADING space.

  t_curr_item-itemno_acc = w_count.

  t_curr_item-currency   = w_currency.

* Add negtive sign to the credit amount.

  IF NOT w_amount IS INITIAL.

    IF w_flag EQ 'X'.

      IF NOT w_amount CS '-'.

        SHIFT w_amount LEFT DELETING LEADING space.

        CONCATENATE '-' w_amount INTO w_amount.

      ENDIF.

    ENDIF.

    t_curr_item-amt_doccur = w_amount.

  ENDIF.

  CLEAR w_amount.

*  w_amount1 = w_amount1 + t_curr_item-amt_doccur.

  APPEND t_curr_item.

  CLEAR t_curr_item.

ENDFORM.                    " FILL_CURRENCY_ITEM