Automatic Clearing of Open Items in the General Ledger. T code: F.13

Purpose

Automatic Clearing of Open Items in the General Ledger. It also provides clarity on the difference between SAPF124 and SAPF124E programs.

Overview

SAPF124 was first released in release 4.0 and made available in 3.1H and 3.1I as well (note 76536). It is the substitute for the programs SAPF123 and SAPF123W. These programs, too, cleared open items, but they did the posting on their own. For the final clearing of the open items, SAPF124 makes a CALL TRANSACTION ‘FB1S’ (G/L Account) or ‘FB1D’ (Customer) or ‘FB1K’ (Vendor), this avoiding double coding for the clearing itself. The differences between SAPF124 and SAPF123 are explained in note 76536.

Description

This program might clear open items from customer, vendor and G/L accounts (in particular, GR/IR clearing accounts) automatically.
This program clears open items from customer, vendor and G/L accounts (in particular, GR/IR clearing accounts) automatically.
It selects all accounts specified in the value sets that have debit and credit postings according with customizing for SAP table TF123 via SAP transaction OB74.
The defaulted Clearing Criteria or Rule for Additional Rules For Automatic Clearing are:
a.Criterion 1 = Technical Field ZUONR for Assignment Number.
b.Criterion 2 = Technical Field GSBER for Business Area.
c.Criterion 3 = Technical Field VBUND for Trading Partner.

The following items are not cleared:

• Noted items

• Statistical postings and special G/L transactions of the type bill of exchange

• Items with withholding tax postings

• Down payments can only be cleared if down payment clearing for the same amount has been posted

The remaining open items are grouped according to fixed system criteria:

• Company code

• Account type

• Account number

• Reconciliation account number

• Currency key

• • BSID-WAERS for customers

• • BSIK-WAERS for vendors

• • BSIS-PSWSL for G/L accounts

• Special G/L indicator

Clearing takes place when, for the group of line items selected according to the above criteria, the balance in document currency (for customers and vendors) or in update currency (for G/L accounts) is zero. The date for clearing is the clearing date according to your selection specifications. In an update run, if the clearing transaction is successful, the clearing document number is specified.
During the program run, all accounts in which clearing can be performed are blocked. They are then unblocked again after the clearing transaction. Accounts that are blocked by other transactions intended for the automatic payment run are not considered in automatic clearing.

Output

If, in the output control, you have selected that documents that can be cleared or documents that cannot be cleared are to be output, you receive a detailed list. If you have not set either of the indicators, the program outputs a short list.
The detail list is a list of the line items and gives information about the open or cleared (or clearable) line items selected. Group of items that comply with the system criteria and the user criteria are summarized optically. If the clearing conditions have been fulfilled, the clearing date and, in an update run, also the clearing document number are displayed if the clearing transaction was successful. If an error occurred during clearing, the message No clearing appears.

The short list of the open and cleared items provides a summary of the results of the program run. The number of open items selected per account are displayed, the number of those that can be cleared, and the items actually cleared are displayed.

From the error log, you can see which errors occurred during clearing of a group (of documents that can be cleared according to the system criteria and user criteria). Depending on the error message, you should then try to clear the group concerned manually.

If necessary, the system also issues an additional log that states that no customer, vendor, or G/L account documents could be read from the database as a result of the selection criteria. A log entry also occurs in the following cases:

• Items with withholding tax postings

• If accounts are blocked

• If company codes are blocked by the payment program

Customizing

The clearing will be done according to the rules defined in transaction OB74. All items that have the same criteria and the balances zero, will be cleared by the program.
OB74: Additional Rules for Automatic Clearing.
If the documents are in different groups, these documents cannot be cleared together in accordance with your Customizing settings. Change your Customizing settings
(transaction OB74), if you want these documents to be automatically cleared together.

SAPF124E - Automatic Clearing (Clearing with a different currency)

If you want to clear a document with automatic clearing in a different currency, you can use transaction F13E (SAPF124E).
You can define the currency in the automatic clearing screen in the "Clearing currency" field:

The GR/IR Account

GR/IR is an interim account. In the legacy system of a client if the goods are received and the invoice is not received the provision is made for the same.
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Concerning 'Special GR/IR process' indicator in F.13 please refer to note 546410:
"The 'GR/IR account special process' indicator does not mean that this flag always has to be set for the clearing GR/IR accounts.
Generally, you can and should avoid setting the 'GR/IR account special process' indicator (correct Customizing required in Transaction OB74)."
If you set the GR/IR accounts special processing indicator, the program then automatically uses the EBELN and EBELP fields as well a as the XREF3 reference field as grouping criteria. The settings in OB74 are ignored for GR/IR accounts, because the purchase document and the material document number are to be used instead.
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If you select the field GR/IR Account Special Processing, then documents are assigned to GR/IR accounts using the material document in addition to the purchase order number and the purchase order item, assuming that a goods-receipt based invoice verification is defined in the purchase order item.
It only makes sense to use this indicator if the assignment of invoice receipts to the corresponding goods receipts using the purchase order number and the purchase order item is not sufficient (such as with scheduling agreements).