Renumbering G/L Account Process in a 3-System Land...

Shakeel_Ahmed · ‎2023 Aug 05

Introduction

S/4HANA Cloud, Public Edition Delivers a Charts of Accounts which is a generic template and may not meet all industry/country-specific requirements. And many organizations may want to continue with their existing account codes which could be of SAP or non-SAP Account codes.

The process of renumbering G/L accounts facilitates the adaptation of the standard chart of accounts to meet specific Chart of Account (COA) requirements.

Summary of Renumbering Process

Renumbering and renaming process is done in the Development System and transported to Quality and Production system.

You can execute the process multiple times for a G/L Account but ensure that there are no postings in the Test (Quality) and Production systems.

In productive mode, when adding new scope items or introducing new country versions, adapt G/L accounts by renumbering and renaming them in the Development System before entering postings for these new accounts in the Production System.

If your G/L account IDs exceed the default length i.e., 8 characters. Then you should change the length of G/L Account in the "Edit Chart of Accounts List" config step.

G/L Which you do not want to map or use, marked them as Not Used.
- It will set the G/L with Not Used
- It will block the G/Ls in Development system.
- It will also remove them from transport request which means, these G/Ls will not be seen in Quality and Production system.

In future you can use them by removing and not used and Block indicators. With or without mapping.

To prevent the usage of certain accounts in the P system but retain them for testing purposes in the D system, you should mark them as "Not used." Afterward, remove the posting block, ensuring they won't be transported to the P system and remain available for test postings in the D system.

Take particular care when renumbering G/L accounts that play a role in automatic account determination. Renumbering process also change the G/Ls in configuration and Financial Statement Version.

Ensure that you always renumber G/L accounts with the same purpose to avoid potential issues. Otherwise, incorrect properties may be assigned to the G/L account, leading to transaction errors. For instance, if you renumber an Accounts Payable reconciliation G/L as an Accounts Payable Provision G/L, the new G/L may retain the nature of a reconciliation G/L, making it unsuitable for direct postings of provisions, which are not allowed on reconciliation G/Ls.

If you don’t keep or map G/Ls that are assigned in the configuration or allocation cycles, it will require extensive manual configurations.

Ensure that when utilizing the group chart of accounts YGR1 and marking G/L accounts as "Not Used," you assign a group account number to the specific accounts that you wish to modify.

Renumbering can be done for Operating Chart of Account (YCOA), Group Chart of Account (YGR1), and Alternative/Local Chart of Accounts.

This Renumbering process is not available/ allowed in Starter System. In fact, it is not required also.

Please follow further instruction at Renumbering G/L Accounts: Overview | SAP Help Portal

Chart of Account Configuration - Overview.pptx (SAP Customer) this PPT will give you step wise instruction. It is available on roadmapviewer (https://go.support.sap.com/roadmapviewer/#) for customers.

Authorization Required for Renumbering Process

You need an approve while you release the mapping. List of the approvers would appear who have the authorization of catalog “SAP_FIN_BC_GL_MD_COA_PC”. It could be the one who is doing the mapping.

Role	Catalog	Use
SAP_BR_BPC_EXPERT	SAP_CA_BC_IC_LND_GL_MAP_PC	Renumber G/L Accounts
SAP_BR_ADMINISTRATOR	SAP_FIN_BC_GL_MD_COA_PC	Convert Renumbered G/L Accounts

Execution of Renumbering Process

You can renumber and change the description.

You can renumber one G/L at a time.

You can renumber multiple G/L at time.

You can renumber with download and upload feature.

Step 1: Renumber G/L Accounts App

Click + button or Click All G/Ls in Auto-populate button.

Releasing Mapping

Select your Administrator.

Click ‘OK’

Step2: Release in My Inbox App

Approve the mapping.

Step3: Convert Renumber G/L Accounts App

Excel Upload method

Line items 1,2,3,4 and 6 is being mapped.

Line item 5 is not mapped, and business do not want to keep in their chart of accounts in production.

G/L Code Renumber Section

Description changes Section

Disclaimer: This article is intended solely for educational purposes. When engaging in customer projects or working with SAP S/4HANA Cloud, Public Edition, it is essential to follow and seek guidance from the official SAP documentation available on https://help.sap.com/docs/ for S/4HANA Cloud, Public Edition.

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Relevant Blogs:

TR Movement in S/4HANA CLOUD

3-System Landscape Provisioning and Initial Activities in CBC for S/4HANA Cloud