SAP Gl Posting with Clearing T Code - F-04

GL Posting with clearing in SAP

Trigger:

This process is not triggered by an event - only by utilizing the proper transaction code or menu path.

Business Process Description Overview :-

Using the posting with clearing function, you enter document line items and then select the open items that are to be cleared. Once the total amount of selected open items equals the amount of entered line items, the system clears the open items by creating one or more offsetting entries.

There are three functions you can choose from for posting with clearing. The one basic function can be used for any type of business transaction in which items need to be posted and cleared simultaneously. The two other functions are specially designed for incoming and outgoing payments.

Options in Clearing Open Items:

You can :-

• Clear several accounts and account types 
• Clear items in any currency 
• Post differences that result from assigning items to each other 
• Enter any number of line items (for example, bank charges) 

G/L accounts are assigned only a debit and credit posting key: 40 (debit posting) and 50 (credit posting). No further distinction is made for the posting keys for G/L accounts. 

T Code:- F-04

Input - Required Fields	Field Value/Comments
Document date	Date of document – this is the date of document creation.
Document type	2-digit code assigned to the original document - * Defaults to ‘SA’ – G/L Account Document
Company code	2-digit company code
Currency	Enter Currency
Account	G/L account to be debited.
Account	G/L account to be credited.

Output - Results	Comments
Clear debits and credits from across multiple accounts.

Tips and Tricks :-

• For today’s date, use the keystrokes F4 followed by F2 instead of using the drop-down calendar feature. 
• For setting user-specific editing defaults, set your Editing Options and User Parameters to default in the desired company code, currency and line layouts

Procedural Steps:-

1.1. Access transaction by: 

Via Menus	Accounting -> Financial Accounting   ->  General Ledger  ->   Document Entry  ->  Post with Clearing
Via Transaction Code	F-04

1.2. On screen “Post with Clearing: Header data”, enter the following information:

Field Name	Description	R/O/C	User Action and Values	Comments
Document date	Enter in the document date.	R	Enter in the date manually, use pull-down calendar, or use the F4-F2 shortcut.
Posting date	The date of posting.	R	Defaults in as today’s date.
Document type	2 char identifier for the type of document being created.	R	Defaults in as ‘SA’ – G/L account document.
Period	2 char identifier used indicate the period in which the posting will be placed.	R	This defaults in as the period in which the posting date falls.  If you wish to have the posting land in a “special period” at the end of the year, then specify the period in this field.
Company code	Up to 4 char identifier for the company in which the posting will occur.	R	This field can have a value that defaults in from the User Parameters settings.	1000
Currency/rate	Currency in which the document is posted.	R	This field can have a value that defaults in from the User Parameter settings.
Document number	The system uses this number to access the document.	O	They system will generate this number when the document is saved.
Translation date	The date for determining which exchange rate is to be used.	C	Only enter if the translation date is not the same as the document date.
Reference	Field allocated to any extra numeric or name identifiers.	O	Can be used to contain external document reference numbers.  This is helpful as an additional document search criterion, and can be used in correspondence printing.
Doc. Header text	Text used to describe the entire document for future search and reference.	O	Type in a text identifier, if necessary.
Clearing text	Text added to any clearing documents created through this transaction.	O	Enter in the reason for this posting.  For example, payments transfer or item transfer.
Transaction to be processed	The transaction type which you intend to perform.	R*	* You must select one of the four possible transaction types.  The default for the F-04 transaction is  “Incoming payment”.  This is the desired transaction selection for this procedure.
Posting key	Two-digit numeric key that determines the way line items are posted.	R	For the F-04 transaction, use posting key 40 – debit posting.
Account	G/L Account	R	Enter the G/L account to be debited.

1.3. Press the <CHOOSE OPEN ITEMS> pushbutton to continue.

On screen “Post with Clearing: Add GL account item”, enter the amount of the Outgoing payment, then press the <CHOOSE OPEN ITEMS> pushbutton to continue.

On screen “Post with Clearing: Select open items”, enter the information as specified in the table below:

Field Name	Description	R/O/C	User Action and Values	Comments
Company code	Up to 4 char identifier for the company in which the posting will occur.	R	This field value defaults in from the initial entry screen.
Account	Enter the G/L account.	R	Enter in the G/L account number from which you will clear an item.
Account type	One-digit identifier for the type of account that you are working with.	R	The system will default in the value ‘S’ for G/L accounts.
Special G/L ind	Special G/L item indicator, which determines what special G/L items will be included in the clearing procedure.	O	If no Special G/L items are involved, leave this field blank.
Normal OI	Indicates that only standard open items are to be taken into consideration during clearing.	R	If no special G/L items are considered, you should click on this normal OI box.
Payment advice number	Key of a payment advice for which accompanying open items are to be processed.	O	Enter a payment advice number here if you wish to process only one specific advice document.  An entry here causes the system to ignore any other additional selections made.
Additional selections	A series of other document selection criteria.	C	The default selection is ‘None’. Click on any single selection option.
Other accounts	Allows processing across multiple accounts.	R/O	Click on “Other accounts” to add additional accounts to be processed.	The purpose of performing this Post with Clearing process is to be able to work with items across multiple accounts.
Distribute by age	Selects items to be cleared automatically based on days past due.	C	Click in box to perform age-based clearing.
Automatic search	Indicates that the system should try to find open items to clear based on clearing amount.	C	This pulls together possible open items for transfer based on the proposed clearing amount.

(Note: On Above table in column “R/O/C”, “R” = Required, “O” = Optional, “C” = Conditional)

1.4. Click the <PROCESS OPEN ITEMS> pushbutton to continue.

Note: If you checked the “Other accounts” box on the screen “Post with Clearing: Select opens items”, a pop-up box will appear, in which you must enter the following information:

                          1.4.1. Additional Accounts: Displays screen for addition of more accounts to be viewed in processing. You must enter in the account number, the account type, the company code, and click the select open items button. Clicking the Other accounts button at the bottom of this screen will give you space to enter more accounts, if necessary.

                                                           

Press the <CONTINUE> button in any of these screens to proceed to the main open item processing screen. 

 
1.5. On the screen “Post with Clearing: Process open items”: This screen contains items from all of the accounts that you selected. Double-click on the dollar amount field of the items to be matched and cleared.
             

               1.5.1. As you select each item from the list of open items (double-click), the total amount will appear in the “Allocated” field.

               1.5.2. Note: To make selection easier from the open items list if you are processing items from multiple accounts (Other accounts button), follow the menu path:

               Settings -> Line Layout to select the variant “Account Number/Company code”.
               1.5.3. If you have a perfect match between the debit and credit item amounts selected from across the accounts, the net amount in the “Allocated” field will be zero. Click on the <POST> (diskette) icon to clear the items.

Then simulate

1.6. SAVE/Select the <POST> (diskette) icon—Control + S.

• The documents are cleared from the various accounts.

1.7. Return to Main Menu--Select the Yellow Arrow, or press Shift + F3.