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3046658 - Default Account Assignment for General Ledger Accounts is not Considered for Business Transaction Posting

In the Default Account Assignment for General Ledger Accounts you define a specific setting for a G/L Account, a cost center assignment or a Free Cost Object assignment for example.

But when viewing the journal entry of a business transaction (such as a Supplier or Customer Invoice), posting to the selected G/L Account, the defined setting is not derived.

Environment

 SAP Business ByDesign

Reproducing the Issue

  • In the General Ledger work center go to the Companies view.
  • Select Company XYZ and press Actions - Set Defaults for G/L Accounts (XYZ represents the Company ID). 
  • In the activity,make a default assignment for G/L Account ABC, for example Free Cost Object ID DEF (ABC represents the G/L Account ID, DEF represents the Free Cost Object ID). 
  • Create a business transaction, such as a supplier or customer invoice.
  • Access the journal entry of this business transaction (for example from the document view). 
  • You notice a line item for G/L Account ABC but for the posting Free Cost Object DEF was not derived.  

The Default Account Assignments for General Ledger Accounts activity is not relevant for general business transactions. For business transaction postings G/L Accounts are derived based on the relevant sub-ledger account determination groups.

In SAP Business ByDesign the only option to directly select a G/L account in a posting is by creating a Manual Journal Entry Voucher. The activity is only relevant for such manual correction postings in the General Ledger where you might want to ensure that a specific assignment is in place (to a cost center, free cost object or project task) when making a direct, manual posting to the respective G/L account.

For business transactions that are to debit or credit G/L accounts used for other income or general expense Account Determination groups you can define mandatory account assignment types in the Mandatory Account Assignments  fine tune activity.

default account assignments for general ledger account, free cost object missing , KBA , SRD-FIN-GL , General Ledger , Problem

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Setting Account Assignment Defaults

Prerequisites.

You can use this feature to enter default settings that the system uses to help determine appropriate cost center assignments for objects.

Cost centers are determined according to a combination of different pieces of information, including business areas, company codes, and so on. So by setting defaults for these items, you narrow down the cost centers that can be assigned to an object.

You can set defaults for:

Business areas

Personnel areas

Personnel subareas

Company codes

When you do so, you are creating an Account Assignment (1008) infotype record.

The inheritance principle applies to default settings. Subordinate objects inherit the settings of superior objects.

On the Change Account Assignment screen, choose the object for which you want to enter a default.

The Create Account Assignment Features dialog box appears.

Enter data as required.

Save your entries.

The system saves the default settings. Based on your entries, the system determines the appropriate controlling area, and inserts it.

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Create Default Account Assignment

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You can create a default account assignment for any cost element using Transaction code OKB9. Later, you can also post a document to check if that account assignment works.

Transaction code - OKB9

OKB9

Step 1 − To create a new Account Assignment, click New Entries

New Account Assignment

Step 2 − In the next window, you have to enter the following fields −

  • The values of CoCd box
  • The value in Cost Elem. box
  • The value in the Cost Ctr box

Fields

Step 3 − To save the entry, click the Save button at the top

Step 4 − To post a test document to check that the account assignment works, use Transaction code fb50 . In the next window, click Tree On.

fb50

Step 5 − Select the Screen Variant in the next window and click Tree Off button.

Screen Variant

Step 6 − In the next window, enter the following details −

  • The value in Doc Header Box
  • Select entry Debit by clicking it
  • Amount in doc. Curr. Box
  • Select entry H credit by clicking it
  • Amount in doc.curr. box

Details

Step 7 − To make the document assignment, click the Save button at the top.

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What is Account assignment in SAP FICO ?

Updated Apr 01, 2023

Account assignment is a critical aspect of financial accounting and management in any organization. It refers to the process of allocating financial transactions to specific cost or profit centers, projects, or business processes. By properly assigning financial transactions to the appropriate account, organizations can accurately track their expenses, revenues, and profitability. This information can then be used to make informed decisions about resource allocation, cost control, and overall financial management. 

In SAP FICO, account assignment is a core module that offers various types of account assignment options, including cost center accounting, profit-center accounting, internal order accounting, and WBS element accounting. These options provide organizations with greater visibility into their financial performance, enabling them to optimize their operations and drive greater value for their stakeholders.

Types of  Account Assignment 

There are several types of account assignments in SAP FICO, including:

  • Cost center accounting 
  • Profit center accounting
  • Internal order accounting
  • WBS element accounting

i) Cost center accounting 

Cost center accounting is the process of tracking and analyzing costs associated with each department, function, or unit of an organization. SAP FICO provides a module that allows organizations to create and manage cost centers, allocate expenses, and generate reports to track performance.

By tracking expenses at a granular level, organizations can make informed decisions about resource allocation, identify areas of inefficiency, and make changes to improve overall performance, reducing costs and increasing efficiency.

ii) Profit center accounting

Profit center accounting is a process that allows organizations to track revenues and expenses at a granular level, providing insights into the profitability of individual business units, product lines, or geographic regions. By allocating revenues and expenses to specific profit centers, organizations can generate reports that help identify areas of high profitability or inefficiency.

SAP FICO provides a comprehensive profit center accounting module that enables organizations to create and manage profit centers, allocate revenues and expenses, and generate reports to analyze profitability. This information can be used to make informed decisions about product lines, investments, and resource allocation, enabling organizations to optimize their profitability and drive growth.

iii) Internal order accounting 

Internal order accounting is a process that allows organizations to track and control expenses associated with a specific project, event, or business process. By assigning costs to a specific internal order, organizations can monitor actual expenses versus budgeted expenses, and ensure that resources are allocated efficiently.

iv) WBS element accounting

WBS (Work Breakdown Structure) element accounting is a process that allows organizations to track and control expenses associated with a specific project or work breakdown structure. It involves breaking down large projects into smaller, manageable tasks or work packages, each of which is assigned a WBS element.

Expenses are then allocated to each WBS element to track actual versus planned expenses and ensure that resources are allocated efficiently.

Advantages of  Account Assignment 

The advantages of account assignment in SAP FICO include:

Better visibility: Account assignment allows organizations to track expenses and revenues at a granular level, providing better visibility into financial performance.

Resource allocation: By tracking expenses and revenues, organizations can make informed decisions about resource allocation, ensuring that resources are allocated efficiently.

Cost control: By identifying areas of inefficiency or waste, organizations can make changes to control costs and improve profitability.

Accurate reporting: Account assignment provides accurate reporting and analytics, enabling organizations to make informed decisions about their financial performance.

Compliance: Account assignment helps organizations comply with regulatory requirements and accounting standards.

How to Define Account Assignment?

Please follow the steps below to define the account assignment:

Execute t-code OKB9 in the SAP command field as shown in the image below.

OKb9

On Change View "Default account assignment": Overview you will see the list of default account assignments.

List

Next, click the  New Entries button to create a new account assignment.

New Enteries

In the next window, enter the following fields:

  • Cost Ctr 

Details

Now click on the Save button to save the new account assignment.

save

Now in order to post a test document to check that the account assignment works, execute t-code FB50 in the SAP command field.

Test

On the next popup enter Company Code as shown below.

Ccode

Now on the next window, click Tree On button.

Test

Next, select the Screen Variant in the next window and click Tree Off button.

Tree off

In the next window, enter the following fields according to your requirements:

Details

To make the document assignment, click the Post button.

Post

The account assignment is now defined and can be used for tracking expenses and revenues at a granular level in SAP FICO.

  • 04 Dec 2013 7:51 am rekha Account assignment is used in Sap Fico if you frequently use the same broad account assignments, such as a distribution of amounts to several company codes, accounts, or cost centers, you can use the account assignment model method to save input time and avoid input errors. The use of account assignment models is limited to G/L account items. T-code OK17 is used in the account assignment. If you have CO-FI real-time integration active you need this account assignment.
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Author's profile photo Garvit G

What is Account Assignment Category in SAP MM, How to configure?

This Blog Post will give the overview on what is Account Assignment Category in SAP MM and How to configure it within SAP system. I will explain configuration step by step in SAP configuration.

This article will guide you through step by step procedure and will give you the complete idea on usage of Account Assignment Category and Item Category.

Account Assignment Category:

It indicates what type of purchase the company is doing in Purchasing Documents, whether it is for consumption or anything relation to orders, projects etc. The nature of this also indicates which accounts it needs to be charged for when the incoming invoice and Goods Receipt are posted.

Depending on the requirements you can create customized ones as well. Select one line item and click on the icon (with the magnifying class). Or if you want to create one Hit the “New Entries” icon.

default account assignment overview tcode in sap

Certain configuration needs to be maintained for a particular account assignment category and the screen selection. Below image shows the configuration and screen selection..

default account assignment overview tcode in sap

The above screen will pop-up to maintain the configs. For now, lets consider K- Cost Center

So, for “K” only GL Account, Cost Center needs to be mandatory i.e. user need to specify the respective value for this and for rest can be maintained as optional/hidden/display.

In the detailed Information tab, we can see certain options

  • assg.changeable (Account Assignment Changeable) – It indicates whether the specified Account Assignment category can be changed in Goods Receipt/Invoice Receipt or not.
  • Consumption Posting – It specifies whether the goods that are procured are used for which purpose like for personal usage or for a project. Some options include Consumption, Asset, Unknown, Accounting via Project/ Sales Order
  • For example , let say you need to buy 300 chairs for IT dept but HR dept also needs 200 chairs. So, you will create a purchase order for 500 chairs with Account Assignment Category ‘K’. If distribution is configured than you can split the qty in 300 – 200 and assign them to their respective GL Account/ Cost Center in Purchase Order. Since each department would be having it’s own Cost Center.
  • Account Modification – IT indicates what GL account it will be posted through the Account Determination
  • acct.assgt (Derive Account Assignment) – If this is configured for an account assignment category, then the GL account and Cost Center will be pulled automatically by the system. (Pre-requisite: In Acct Modification whatever value is maintained for that a corresponding GL account should be defined in Tcode OBYC) This can be used for both materials having MMR or without MMR.
  • ID: AcctAssgt Scrn (Account Assignment Screen) – Defines whether it is a single or multiple account assignment.

After this we have certain checkboxes like Goods Receipt/ Invoice Receipt – Defines whether Goods Receipt will be relevant or not for the items created with this account assignment category.

After completing all the steps you can create the Purchase Orders using an Account Assignment Category.

So here we complete the configuration about the Account Assignment Categories.

Let’s move to what combination of Account Assignment and Item Category is allowed in Purchasing document.

default account assignment overview tcode in sap

It is a mapping between the Item Categories and Account Assignment that indicates what are the relevant and correct combination that can be used in purchasing document.

Okay, now you might be wondering what are item category?

Item categories are defined to provide additional control functions for the documents to meet the demands resulting from different business transactions.

Basically it has the same functions as of Account Assignment but with a different set of usage.

There are different Item categories configured in system. You can define/create them here

default account assignment overview tcode in sap

The above are some standard Item category defined by SAP, but always open to create a custom one as per the requirements.

Here I complete the detailed explanation of Account Assignment,  Item Category & it’s configuration in SAP MM.

Please do provide your valuable feedback on this post in comments section, this will help me in improving my content and share more knowledge with this community, also you can follow me for more content related to SAP!

Till then Happy learning!

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Nice thanks for sharing

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Author's profile photo guruprasad pandurangi

Hi Garvit, i guess new Item categories can't be created and only those provided by standard system to be used.

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    In the Default Account Assignment for General Ledger Accounts you define a specific setting for a G/L Account, a cost center assignment or a Free Cost Object assignment for example. But when viewing the journal entry of a business transaction (such as a Supplier or Cu

  7. Setting Account Assignment Defaults

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