User Manual Ver 2

8/4/2019 User Manual Ver 2

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Clear ing of Un-Cleared Doc um ent s

Clearing of Un-Cleared DocumentsProcess

PIFRASAP Competency CenterAG Punjab

This document is a tool to guide end-user in the operation of the SAP

System for Clearing the Un-Cleared Documents
http://www.docu-track.com/buy/http://www.docu-track.com/buy/


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Document History

Date of First Publication 7 September, 2011Author Wsaeem Anwar Module Specialist (FI)

Revision History

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Table of Contents

Introduction (Why Issue Arises During) Batch Input Processing of Reconciliation 04

Consequences 04

How to Proceed 05

Recommendation for Correction 05

Process to Clear the Documents 06

Conclusion 12


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Introduction:

Why Issues Arises to User during Batch Input Processing of Reconciliation

If Any AG/DAO doesnt process the reconciliation, it accumulates the un-cleareddocuments in system.

Consequences:

When user process the batch input session System Give Message Difference is tooLarge for Clearing User then have to select his documents one by one from the screendepends on how many cheques processed in that batch. Then it doesnt process theactual number of accounting entries in system and thus leads to time consuming processof batch reconciliation correction


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How to Proceed?

Since the AG/DAO started worked on SAP. The workflow un-cleared document needs to

be cleared during clearing process.

In Case of AG Balochistan (Quetta)

As you all might know there was no reconciliation was processed from 2005-2008 sincePIFRA started work in AG Balochistan from 2005. First time Reconciliation started inFY2009 and then there was discontinuation in bank reconciliation in FY2010. Its resultsthousands of un-cleared documents in system causing issues for the users at time ofprocessing bank reconciliation. We have consulted with SAPCC Islamabad and tested inQAS server this issue. Proposed solution is attached in screen shorts. Please read thefollowing details.

Recommendation for Correction

For Any District Account Office when you want to start reconciliation you need to clear itsall Un-cleared documents till end of latest Financial Year or Year by Year as agreed by thelocal office management.

For Example

There are un-cleared documents since FY2005 and currently there is FY end of 2010. Youcan cleared DAO wise documents in cut off date suppose 30.06.2011. System will makeclearing of all the un-cleared documents in date of 30.06.2011

The accounting entry will be the following:

Dr. G01132 (SBP A/C In case of Work Flow Un-cleared Docs)Dr. G01147 (NBP in Case of work Flow Un-cleared Docs)

Cr. F01101 Total Amount of All Un-cleared Documents


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Before Clearing

After Clearing

Note:

It will decrease the SBD (F01101) with the total Amount of Un-cleared Documents in (ABDocument Type) if Accounts are finalized in System whenever you need to execute theprevious report of finalized account you may exclude this Total Amount in Particular Datefrom the Accounting Report

If you have already manually placed the figure of SBD from month by month fromFY2005-2010 like

Dr. G10137/G10139 Pre-Audit Civil ChequesCr. F01101 Non Food Account

It will remain the same in every month. Due to this Clearing process your F01101 figurewill be inflated in accounts in a single particular date you may exclude it whenever youwant to re-execute your accounting report.


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Process to Clear the Documents

T.code

F-03

One of the Two G/L Heads Used in any DAO

In Case of State Bank G01132In Case of National Bank G01147

Clearing Date Suppose 30.06.2011


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Click on Overview


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Enter Posting Key 50Enter G/L Account F01101Click on DocumentsClick on Simulate


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Clear ing of Un-Cleared Doc um ent sGive Profit Center

Press Save Button


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Process of Clearing Completed All the documents have been cleared

Conclusion:

Now System Will not give message difference is too large for clearing during batch inputsession processing of reconciliation