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Account assignment in SAP Purchasing (MM) – FAQ

This note provides answers to frequently asked questions regarding account assignment in purchasing documents. This post is based on Snote 496082.

Table of Contents

FAQ: Account Assignement in SAP Purchasing

Account assignement : g/l account for a sales order.

Question: Why is the G/L account for a sales order with nonvaluated individual sales order stock different from the account with valuated indivi dual sales order stock?

Answer: See Note 458270.

Multiple Account Assignment in Purchasing

Question: Can you create several assets at the same time in the new purchasing transactions?

Answer: You can create several assets at the same time. However, you must first ensure that at least as many account assignment lines have bee n created as the number of assets that you want to create. You can do this very easily using the copy function.

G/L Account is not saved if switch to a material group

Question: You create a purchase order with account assignment using transaction ME22. You enter a material group, from which a G/L account is de termined using the valuation class. If you then switch to a material group that does not determine a G/L account via the valuation class, the system deletes the previous G/L account and prompts you to enter a G/L account. If you cancel the account assignment screen and change the material group back on the item detail screen, the previously determined G/L account is not determined again. Why is this ?

Answer: Unfortunately, this system behavior cannot be changed. First, enter any G/L account, so that the item is valid. If you then switch to the old material group again, the system also determines the correct G/L account again.

Entering the same account assignments for different items

Question: Is there an easy way of entering the same account assignments for different items in the new EnjoySAP transactions?

Answer: Ensure that Note 315676 has been implemented in your system and follow the procedure described there

Repeat account assignment function not work in the new EnjoySAP

Question: Why does the repeat acc. assignment function not work in the new EnjoySAP transactions when you create new account assignments in multiple acc. assign. ?

Solution: Use the copy function in multiple acc. assignment to create identical account assignment lines. You can use the repeat account assi gnment function to create similar account assignments for different items with the same account assignment category. To do this, proce ed as described in the answer to question 4.

Issue message KI 161 “Cost center &/& does n ot exist on &

Question: When you change the account assignment of an existing purchase order, why does the system issue message KI 161 “Cost center &/& does n ot exist on &” ? The same phenomenon occurs for other account assignment objects (for example, profit center).

Solution: Refer to Note 193371.

Can you create assets from the single account assignment screen?

Solution: Assets can only be created from the multiple account assignment screen (“Account assignment” tab). You can switch between single account assignment and multiple account assignment on the “Account assignment” tab page by clicking the icon above on the left.

Why does the system not display an account assignment tab page even though you have entered an account assignment category?

Solution: After you have implemented Note 520149, the account assignment tab is not displayed until all the required information is available, for example, the company code.

Why are account assignment objects derived in some situations, even though the relevant field on the account assignment tab page is hidden?

Solution: Refer to Note 619203.

ME 453 “Changing consump. or spec. stock indicator not allowed

You create a purchase order with reference to a subcontracting purchase requisition. This purchase requisition was created with an unknown account assignment, that is, account assignment category “U”. When you change the account assignment category in the purchase order, the system issues error message ME 453 “Changing consump. or spec. stock indicator not allowed (subcontracting)”.

Solution: See Note 205597

Select a valuated goods receipt together with multiple account assignment

Why can you not select a valuated goods receipt together with multiple account assignment in a purchase order or purchase requisition?

Solution: See Note 204252.

EBAN-FISTL, -GEBER, -KBLNR, -GRANT and -FKBER (as in table EKPO) empty

Funds Management is active. Why are the fields EBAN-FISTL, -GEBER, -KBLNR, -GRANT and -FKBER (as in table EKPO) empty? Solution: These fields are only filled if the account assignment category is set to “blank”. If you maintain an account assignment category in t he purchasing document, the system adds the information from these fields to the EBKN table (as in EKKN).

AA 334 “You cannot post to this asset (Asset & & blocked for acquisitions)

You try to change a purchase order item with acc. assignment category “A”, which contains a locked asset. The system issues error message AA 334 “You cannot post to this asset (Asset & & blocked for acquisitions)”. Solution: This is the standard system design. To make changes to this purchase order item, you have the following two options:

a) If you no longer require the purchase order item with the blocked asset, delete the purchase order item. b) Otherwise, you must activate the asset, make the required changes to the purchase order item, and then block the asset again.

The indicator for the account assignment screen

Question: What is the meaning of the indicator for the account assign. screen that you can set in Customizing for single account assignment/m ultiple account assignment? Solution: The indicator determines which account assignment screen is used by default for maintaining the account assign. for a purchase orde r item. For the EnjoySAP transactions, this value is simply a proposal that you can change in the purchasing document. For the old transactions, this value is the only one that you can use.

Question: Is there an unknown account assign. for standard purchase orders?

Solution: This is generally not allowed, and the system issues message ME 069 “Unknown account assignment not defined for use here”. There is an exception in the case of service items that are created with item category D (service) or B (limit).

Acc. Assignment check is not performed when Purchase Order is updated

Question: You change data in a purchase order item (for example, purchase order value, delivery date, and so on). Why does the system not perform another acc. assignment check?

Solution: This is the standard system design. When you created the purchase order item, if the system already checked the acc. assignment and there were no errors, another acc.?assignment check only takes place if you change a field that is relevant to account assign.?(for example, quantity, material number, and so on). If this system response does not meet your requirements, implement the account assignment check in the BAdI ME_PROCESS_PO_CUST. The BA dI is called each time the purchase order is changed.

“In case of account assignment, please enter acc. assignment data for item”

Question: If you delete all the account assign?lines that were entered in the account assignment screen, the system exits the account assign. tab page and goes to the material data. In addition, the system issues the error message “In case of account assignment, please enter acc. assignment data for item”.

Answer: In the current system design, if you delete all the account assignment lines, the system assumes that you do not want to maintain any account assignment data. This conflicts with the account assignment category and the system issues error message 06 436. You can then remove the account assignment indicator. Procedure: If you want to delete all the account assignment data that was entered, see the answer to question 24.

Third-party order processing (CS) and individual purchase order processing (CB)

Question: Which account assignment categories should you enter in schedule line categories for third-party order processing (CS) and individual purchase order processing (CB)? Solution: See Note 210997.

G/L Account is not transfered from Valuation class

Question: In a blanket purchase order or blanket purchase requisition with account assignment, you subsequently change the material group. Even though the new material group is assigned to another G/L account via the valuation class, the system does not redetermine the account assignment for the relevant item. The old G/L account remains.

Solution: See Note 449216.

Customizing Account assignment fields as required entry, optional entry, or display fields

Question: In Customizing, you can set the, or as completely hidden fields, depending on the account assignment category. These settings also determine whether the system deletes or retains the values for the account assignment fields when you change the account assignment category in a purchase order item.

Answer: In Customizing for materials management (MM), when you maintain account assignment categories (IMG: Materials Management-> Purchasing -> Account Assignment-> Maintain Account Assignment Categories), you can control the different account assignment fields as follows: Required entry: You must make an entry in the field, otherwise the system issues error message ME 083.

• Optional entry: Entry in this field is optional.
• Display: The field is displayed, but it is not ready for input.
• Hidden: The field is hidden. Example:

The acc. assignment category is K, the cost center is an optional entry field and it is filled with the value 1000. You change the acc. assignment category to P. Subject to the field settings for the cost center for the acc. assignment category P, the system response is as follows: The cost center is a required entry or an optional entry field: The system transfers the value 1000 for the cos t center.The cost center is a display field: First, the value 1000 for the cost center is deleted. If the system can determine a value again after you enter the changed acc. assignment category, this value is transferred. The cost center is a hidden field: The system deletes the value 1000 for the cost center.

System ignores the acc. assignment data of the purchase requisition for the second schedule line.

Question: You create a purchase order item assigned to an account with reference to a purchase requisition. For this purchase order item, you create a second schedule line with reference to another purchase requisition. The system ignores the acc. assignment data of the purchase requisition for the second schedule line. Solution: This is the standard system design. The system does not generate multiple acc. assignment in the purchase order item, even if the t wo referenced purchase requisitions are assigned to different CO objects. Refer to Note 47150 for the old transactions and to Notes 422609 and 771045 for the EnjoySAP transactions.

Undelete an item in a purchase requisition if assignment data is no longer valid

Question: Why can you undelete an item in a purchase requisition if the corresponding acc. assignment data is no longer valid? Solution: When you undelete an item in a purchase requisition, the system does not perform a new acc. assignment check. Therefore, the accoun t assignment data is not checked again. Nevertheless, errors occur if you try to create a purchase order with reference to this purchase requisition. When you undelete an item in a purchase order, however, the system does perform another acc. assignment check.

Transfer of Acc. Assign. with Reference Document

Question: You create a purchasing document with reference to a reference document. What account assig. data is transferred? Solution: The acc. assignment data is derived from the reference document. If you delete the acc.?assignment category and enter it again, a new automatic general ledger account determination takes place.

Question What is the correct procedure for changing acc. assignment data?

– If, for example, you want to change the acc. assignment category: Note that you MUST first delete all existing acc. assignment data for the relevant item. You can do this by initializing (deleting) the acc. assignment category and confirming by choosing ENTER. Following this, you can enter the new acc. assignment category and the relevant acc. assignment data.

– If you want to change acc. assignment data for the relevant item: For example, you want to change the main acc. assignment objects such as cost center, G/L account, sales order, network, or WBS ele ment, and so on. Here also, we recommend deleting all existing acc. assignment data by initializing (deleting) the account assignme nt category and confirming by choosing ENTER.If you are working with contracts, you must delete the acc. assignment line on the acc. assignment screen and enter a new line t o ensure that the data is derived correctly again. You MUST NOT change the current settings. For example, in some circumstances, the requirements type (OVZH) or the valuation of the requirements class (OVZG) is changed after th e purchasing document is created. This can cause errors in a valuation of goods movements (goods receipt, for example) and MUST BE AVOIDED.

Read more on? Account Assignment

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Settling Freight Charges and Distributing Freight Costs

After completing this lesson, you will be able to:

• Settle freight charges
• Distribute costs and bill customers

Freight Cost Settlement

Monitor accrual postings.

Using the Monitor Accrual Postings - Freight Documents app, you can monitor your freight orders and freight bookings to post accruals. You can confirm a freight order / booking for accruals posting. The confirmation confirms that the charges for a freight document are a correct reflection of the planned costs to be paid to the carrier. In a second step you post the transportation costs to Financial Accounting.

The system sets the posting status to Posted when the posting is successful or to Posting Failed if it encounters errors during posting. In the Errors view, you can show the list of freight documents that have a posting status of Posting Failed . In the Posted view, you can see the list of freight documents that have a posting status of Posted .

The Monitor Accrual Postings - Freight Documents app allows you to perform the following tasks:

Confirm transportation costs for posting to financial accounting for accruals

View freight documents that are successfully posted to financial accounting

Cancel postings for freight documents that are successfully posted to financial accounting

Monitor freight documents that have errors when you post them to financial accounting

Display the errors that the system encountered when it posted your freight documents

Post or cancel posting for freight documents for which the system encountered errors during posting

In a freight order or freight booking, charge calculation results are stored in a hierarchical table on the Charges tab. The charge items and charge lines in the hierarchical table correspond to the level at which the system determines the freight agreement and calculation sheets. The system specifies various attributes corresponding to the charge lines and thereby allows you to analyze which and how charges have been calculated.

In the posting process the system creates a service purchase order (PO) and service entry sheet (SES) in MM for carrier settlement and at the same time the system also posts the freight cost to material valuation for an inbound process or expense for an outbound process.

If you receive invoices with unplanned costs associated with freight orders, you can capture the same in the invoice document for the business user to be able to review the invoice and be able to do the further processing associated with the invoice (i.e. review the unplanned costs in the invoice, approve or reject the invoice or perform invoice reduction and post the invoice to financial). However, you cannot change or delete an existing invoiced charge.

You can add an independent freight charge for a freight document and carrier or service provider combination, even after you have verified the existing charges in an invoice. You can subsequently confirm the newly-added freight charge for posting accruals. However, you cannot change or delete an existing invoiced charge. Also, you cannot include a dependent charge for a charge that is already invoice verified.

Watch the simulation Settle Freight Order to learn more about the system-related activities.

Carrier Settlement

For the carrier settlement, the invoice received from the carrier is finally verified against the costs calculated in the freight document, or for the carriers, that agreed to the automated invoice settlement - you can use the Evaluated Receipt Settlement (ERS) scenario. A credit memo can be issued for the carrier in this scenario:

As soon as the carrier invoice is received, the accounts payable accountant can post it with reference to the freight order. The expected transportation costs calculated in the freight order are compared with the amounts of the carrier invoice. Blocked invoices (due to discrepancies) can be released by the purchase manager using a workflow.

In the invoice verification process, the verification is done against the following references:

• Reference document category: Freight Order
• Freight order: <Freight Order Number>

Another option to locate the freight order is to use the search help and enter the carrier.

When the carrier invoice is created, the posting status in the freight order changes from Posted to Invoice Verified .

For carriers that have agreed to the automated invoice settlement, the ERS scenario is used where a credit memo is issued.

The Accounts Payable Accountant (Freight Cost) can post an invoice for a freight document and carrier or logistics service provider combination at the level of a charge element. They can review the amounts and quantities associated with a freight charge element during invoice processing. When they post an invoice for any charge, the system changes the posting status of the freight charge to Invoice Verified . For a price variance, the system automatically distributes the price difference at the level of logistics document and delivery item in the freight document. The system creates a freight cost allocation document for a price variance in a freight invoice. It then automatically posts the price difference to an expense or material account depending on the business scenario. You will automatically get a price variance when you enter an unplanned freight cost for an invoice. This price variance is managed similar to price variances of planned costs. Note, that the system doesn’t update the freight document with the unplanned freight charge.

Configuration for Freight Settlement

In the area of freight settlement there are two configuration activities:

In this configuration step, you assign a valuation class, an account assignment category, and a condition type to a charge type. The system uses this assignment when it creates a service product from a charge type. The valuation class helps in the account determination process when you post freight cost accruals.

In this configuration step, you specify a default plant for a company code. When you post a transportation cost, the system creates a service purchase order and a service entry sheet to pass the cost to Financials. When you have a freight order that combines deliveries out of multiple plants belonging to the same company code, the system requires the default plant information to create the service purchase order item.

Cost Distribution and Customer Billing

Cost distribution / freight cost allocation.

Transportation Management (TM) in SAP S/4HANA Cloud Public Edition supports transportation planning, execution and its financial settlement. Typically, freight to several customers is consolidated in a freight order. This leads to the question of how to allocate the freight costs invoiced by the carrier for the freight order to the delivery items that have been transported with the freight order.

In an outbound process thereafter, only the relevant part of the freight cost needs to be billed to the customer for each of his or her delivery items. For this purpose, you need to break down the aggregated freight cost of the freight order to the level of a delivery item. The system posts the costs to a material valuation in an inbound process, and to an expense account (general ledger) in an outbound process.

Costs can be distributed in a freight order when the following criteria are met:

Freight units in a freight order originate from an order or a delivery

Charges are calculated with no calculation errors

After confirmation of the freight order or freight booking for accruals posting, a service purchase order and a service entry sheet is created automatically in a background process. These documents are the basis for the invoice verification. Additionally, freight cost allocation documents are created as follows depending on whether the underlying base process is an inbound or outbound process:

in all the legal ledgers for outbound transportation scenario (sell from stock, freight costs in the delivering company for ICO stock transport order and ICO intercompany sales process)

in all legal ledgers for inbound transportation scenario (procurement of material, inbound transport costs related to the ICO Stock transport order by the receiving company)

To see the details of the freight cost allocation document, you can use the Monitor Freight Cost Allocation documents app. Depending on the selected freight cost allocation document, the freight cost allocation (expense) or the freight cost allocation (ML-Account) screen appears. Among others, following details are displayed:

• Posting Status
• Posting Date
• Company code
• Settlement Document Type

In the Items table of the freight cost allocation document, you can identify which products were shipped in the freight document and the allocated freight costs per product. The same information is also displayed in the Monitor Accrual Posting , Manage Freight Orders , or Manage Air/Ocean Freight Bookings apps on the Cost Distribution tab of the respective freight document. In case of errors in the release of the freight cost allocation documents to Accounting, you find these freight cost allocation documents in the Not Released Documents , which must be released after detailed evaluation of the errors. To evaluate the specific error in the freight cost allocation document, you select Freight Cost Allocation Document in Error .

Distribution Logic

The following example illustrates the cost distribution logic.