How to use G/L a/c tolerance group in SAP public cloud

[khanhlynx99]

Hi experts, 

I am testing the operations of G/L account tolerance group in SAP public cloud, but the differences within the tolerance limit were not automatically written off as expected. I suppose there was something wrong with how I ran the operations. Please kindly tell me out. 

The following is how I ran the test and the detailed problem. 

Step 1: Define Tolerance Groups for G/L Accounts

In CBC app: "Define Tolerance Groups for G/L Accounts" (SSCUI: 102323), I defined a G/L a/c tolerance group 10JP for a company code. 

Step 2: Assign the tolerance group to a G/L a/c 

In app "Manage G/L Account Master Data", copy the existing account 1256200 (Deferred Income) into a new a/c : 12562002 with the tolerance group (defined in step 1) and OIM. 

Step 3: Post journal entries

I chose the following conceptual transactions to test

・Post an outstanding expenses transaction then make payment on it with a difference within tolerance limit

Step	Document type	Debit		Credit
3.1	SA/KR	Salary	10000	Deferred expenses	10000
3.2	SA/KZ	Deferred expenses	10000	Cash/bank account	9900

Why don't I simply create an invoice and make payment on payables account?

The answer is that you cannot assign a G/L a/c tolerance group to a vendor reconciliation account. In SAP public cloud, each account group has pre-defined and non-editable field status, accordingly the account group of AR/AP reconciliation accounts has the field "tolerance group" suppressed. Check them in CBC app "Define Account Group" (SSCUI 103508).

3.1 Post an outstanding expenses transaction

In app "Manage Journal Entries" post the following journal entry 

3.2 Make a payment and clear open items 

Use app "Clear G/L Accounts", choose the open item created in step 3.1 and post payment to clear.

In tab "Post to G/L account", enter the account and amount for credit, using 10010000 (petty cash) and leaving 100 JPY difference.

When pressing "Simulate", the following error happens whereas the difference is within tolerance limit.

[HenrikeGrtecke]

Hello, thank you for your question. It has been forwarded to the experts. Kind regards, Henrike

[Anatolijs_Saksaganskis30]

Hello @khanhlynx99 , 

According to the settings you've defined in Define Tolerance Groups for G/L Accounts, the system calculates 10% of 400JPY, which is 40JPY, while difference in your example is 100JPY. 

If you need a % tolerance only, you set the max amount 999999 and then the %, so the system applies it for any amount.
If you need an amount only, you set the amount and 99.9% (max).

So, in your case, you can do one of:
1. 400JPY + 99.9% or
2. 4000JPY + 10%

Hope that helps.

[khanhlynx99]

Hi @Anatolijs_Saksaganskis30,

Thank you for your answer. I don't think it is how the setting works. As far as I know, the system will pick the smaller amount between the absolute value limit and the percentage limit, which is calculated based on the debit/credit amount, not the absolute value limit, as stated in your answer. 
However, just in case the operation is changed in SAP public cloud, I tested with the difference of 20 JPY (which is within the tolerance limit according to your explanation). The result did not change.

If you have any ideas about the problem, I highly appreciate your sharing. Thank you!
Best regards,

Khanh Linh Nguyen