SAP AG

January 1999 17–1

Chapter 17: Cleanup

ContentsPurpose................................................................................................................17–2Process Flow........................................................................................................17–2Result ...................................................................................................................17–2

Cleanup in Financial Accounting ...........................................................................17–2Purpose................................................................................................................17–2Prerequisites ........................................................................................................17–2Process Flow........................................................................................................17–2Result ...................................................................................................................17–2

Tables for Cleanup in Financial Accounting .........................................................17–2

Cleanup in Asset Accounting .................................................................................17–5Process Flow........................................................................................................17–5

Cleanup in Special Purpose Ledgers (FI-SL).........................................................17–7Process Flow........................................................................................................17–7

Cleanup in Funds Management..............................................................................17–7Use.......................................................................................................................17–7Features ...............................................................................................................17–8

Cleanup in Cash Budget Management (TR-CB) ....................................................17–8Use.......................................................................................................................17–8Features ...............................................................................................................17–8

Cleanup in Overhead Cost Controlling (CO-OM)...................................................17–8Use.......................................................................................................................17–8Process Flow........................................................................................................17–8

Cleanup in Project System (PS) .............................................................................17–9Prerequisites ........................................................................................................17–9Process ................................................................................................................17–9

Cleanup in Product Cost Controlling.....................................................................17–9Product Cost Planning ..........................................................................................17–9Cost Object Controlling.......................................................................................17–11Actual Costing/Material Ledger ...........................................................................17–12Reporting............................................................................................................17–12

Cleanup in Profitability Analysis ..........................................................................17–13

Cleanup in Profit Center Accounting ...................................................................17–13Purpose..............................................................................................................17–13Prerequisites ......................................................................................................17–13Process Flow......................................................................................................17–13Result .................................................................................................................17–13

Cleanup in the Executive Information System ....................................................17–13Currency Translation Types and Transfer Rules .................................................17–13Information System ............................................................................................17–14

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17–2 January 1999

After the local currency changeover has taken place, the user departments have to carry outreconciliation work manually in which they maintain the tables which were not included inthe central changeover.

Prerequisites• The system administrators have completed the central changeover.• The changeover package is in the READY phase.

Process Flow

The activities are described in the Implementation Guide (IMG).

Result

The whole process of local currency changeover is complete once you have carried out allthe cleanups.

Cleanup in Financial Accounting

Purpose

After the local currency changeover has been carried out, the system administrators mustmanually clean up several tables in Financial Accounting because they cannot be processedcompletely by the system.

Prerequisites

The system administrators have successfully executed the central changeover.

Process Flow• The activities for maintaining these tables are described in the Implementation Guide

(IMG).• You will find a list of the individual tables under Tables for Cleanup in Financial

Accounting (Page 17–2)

Result

The local currency changeover is complete for Financial Accounting when you havefinished the whole clean up.

Tables for Cleanup in Financial AccountingYou must clean up the following tables:

Table name Technical name

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January 1999 17–3

Dunning T056Z, T047C, T047H

User control totals (online) UKSD

Company code-dependent release data VBWF01

Formulas for calculating withholding tax T059F

Regional tax minimum amounts for 1099reporting

T059L (Rel. 3.x)T059FB, T059FBH, T059MINMAX (Rel.4.0)

Withholding tax T059Q

Account determination for open itemexchange rate differences

T030H, T030D, T030E (Rel. 3.x)T030HB, T030D (Rel. 4.0)

Bank selection for payment program T042A

Permitted currency keys for payment method T042W

Rounding-off rules for currencies T001R

Available amounts T042D

Account determination for payment program T042I

Accounts for bank charges T042K

Foreign currency valuation: Items withspecial cover

T044E

Available amounts for bill of exchangepresentation

T045D

Presentation to bank T045E

Bank selection for bill of exchangepresentation

T045F

Bank charges table for bill of exchangepresentation

T045G

Charges table for bill of exchangepresentation (country-specific)

T045L

Dunning charges T047C

Marginal amounts T047H

Account balances for statutory reporting T051A

Time-dependent conditions T056A

Interest reference definition T056R

Interest scale interest terms T056S

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17–4 January 1999

Control table for calculation of interest onarrears

T056U

Interest rates T056Z

Currency key TFE01

Account determination for bank to bankpayments

T042Y, TBKFK

You must clean up the following tables because the changeover produces rounding-off differences whichcannot be caught by the system:

Table name Technical name

Details on the company codes that must pay T042B

Company code-specific specifications forpayment methods

T042E

Charges/expenses for automatic paymenttransactions

T042S

Value date for automatic payments T042V

Tolerances for groups of customers/vendors T043G

Tolerances for employees T043T

Bill discount note T031

Report programs exist for maintaining the following tables:

The report programs have very long runtimes. For this reason, you should check whetheryou really require the accumulated values.

Table name Technical name Report name

Control area data KNKK RFDKLI20

Credit management (Rel. 4.0) KNKKF1, KNKKF2 RFCMCRCV

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January 1999 17–5

Cleanup in Asset Accounting

Process Flow

The following describes the cleanup activities that might be necessary after the euroconversion in Asset Accounting (found in Euro Customizing under Cleanup in AssetAccounting - except for scrap value and cutoff value, see below):

Amount Specifications

You can make amount specifications for certain functions in FI-AA Customizing, in thecompany-code-specific definitions of depreciation areas in Customizing, and in thedefinitions of investment support keys. The system translates all of the amountspecifications that you made in FI-AA Customizing to euros. However, you should checkthese amounts following the changeover, and change them to meet any new legislativerequirements. The amount specifications concerned are:• Scrap value/cutoff value

The system allows for scrap values and cutoff values to fall below their specified valueafter the changeover, but only by a maximum of one euro. If the they fall below bymore than one euro, the changeover package issues an error message.

• Maximum amount for low value assetsYou can specify the maximum allowed amount for low value asset acquisitions. (Formore information, see the R/3 library FI-AA: Basic Functions of OrganizationalElements and Structures → Low Value Assets (LVA)).Following the changeover, the system checks if the acquisitions that were alreadyposted in the changeover year cause the maximum low value asset (LVA) amount to beexceeded. If the maximum LVA amount is exceeded, the changeover package issues anerror message. The system does not check if acquisitions in prior fiscal years exceedthe new maximum LVA amount.

• Depreciation changeover amountYou can enter changeover amounts that are used to determine when to change to a newmethod of depreciation calculation when you use certain depreciation methods. Youenter the changeover amount in the local currency of the depreciation area. When thenet book value of the asset goes below the changeover amount, the systemautomatically changes the depreciation calculation method to the one specified in thechangeover key. You enter the changeover key in the definition of the internalcalculation key. (For more information, see the R/3 library FI-AA: Depreciation →Changeover Key).The system translates the changeover amounts, which you specified in Customizing,into euros. The logic controlling the changeover of depreciation calculation is notaffected, since the net book value of the asset is also translated to euros. However, youmay have to manually change the changeover amounts in Customizing to reflectpossible changes in legislation.

• Memo value

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The system directly translates the currency for any existing memo values for assets andany memo values specified in Customizing. The system does not post any write-ups toachieve the value of one euro. SAP recommends that you remove all memo valuesbefore the changeover.

• Rounding specificationsYou can specify in Customizing whether the system should round depreciationamounts and net book values to whole numbers. You specify this in the company-code-specific definitions of the depreciation areas. You also choose the type of rounding:either always rounding upward to next whole number, always rounding downward tonext whole number, or rounding to the nearest whole number based on 0.5.The system does not change these settings during the euro changeover. However, afterthe changeover, you may want to use a different type of rounding (for example, inorder to maintain a memo value that is less than one euro). You have to make anychanges to rounding specifications manually.

• Investment support (maximum amount and percentage rate)You can specify the investment support percentage rate and the maximum allowedinvestment support amount in the definition of the investment support key. For moreinformation, see the R/3 library FI-AA: Special Valuation.The system does not carry out any checks on existing values for these investmentsupport amounts. The translated amounts take effect only after the changeover, for anynew investment support claims.

Scrap Values and Cutoff Values

The system allows for scrap values and cutoff values to fall below their specified valueafter the changeover, but only by a maximum of one euro. If the they fall below by morethan one euro, the changeover package issues an error message.

There are two ways of changing the scrap value or cutoff value. Keep these in mind if youwant to change these values after the euro changeover:• You can enter an absolute scrap value directly in the depreciation area specifications in

the asset master record.If you want to change an absolute scrap value, you should use the mass changefunction for master data (refer to the R/3 library FI-AA: Master Data). Otherwise youhave to change all of the asset master records manually using the master datatransaction.

• You can assign a cutoff value key to the depreciation key used in the givendepreciation area.You define cutoff value keys in FI-AA Customizing in the section Valuation →Depreciation/Valuation Keys → Define the scrap value key. You assign the cutoffvalue to a depreciation key in the same section under Define depreciation keys.

Unlocking Transaction Types

After the euro changeover, you have to unlock the transaction types you locked as part ofthe preparation activities.

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January 1999 17–7

Assets with Errors

Assets with incorrect values can result from the recalculation of depreciation in thepreprocessing phase and from to the actual currency translation during the eurochangeover. The system lists these assets for you to manually process later.

Reconciliation of Depreciation Expense Accounts

In certain cases, you may need to manually reconcile the depreciation expense accountswith their associated accumulated depreciation accounts after the changeover. For moreinformation, see Reconciliation with the General Ledger (Page Error! Not a valid link.).

Cleanup in Special Purpose Ledgers (FI-SL)

Process Flow

You have to perform the following cleanup operations for ledgers relevant to reconciliationafter the changeover to the euro but before the next period-end closing:1. Run program RGEURBAL for your balance ledgers and the current fiscal year. The

program adds up all the summary records for each ledger within a period interval andlists the differences to a zero balance. The system only includes the second and thirdcurrencies in the ledger; the various document currencies are not. If differences appear,you can post them to an adjustment account. If you run the program again in test modeafter the update run, no more differences should appear.

2. Run program RGUCOMP4 for the current fiscal year. This program compares thesummary records of two ledgers and outputs the differences. You can also use thisprogram to clear the differences between an FI-SL ledger and the G/L accounttransaction figures in the general ledger. For performance reasons, always execute theupdate run of this program in the background.You run the program in the “European Monetary Union: Euro” implementation guide(IMG): Choose Local Currency Changeover → Cleanup → Cleanup in FinancialAccounting → Cleanup in Special Purpose Ledgers → Reconcile ledger withgeneral ledger. For more information, see the program documentation.For more information, see Reconciliation (FI-SL) (Page Error! Not a valid link.) .

Cleanup in Funds Management

Use

The changeover process in Funds Management converts both line items and totals recordsinto euros. This may lead to rounding differences between the total of the line items and thevalue in the totals record. After the changeover, run reconciliation program RFFMS012.

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Features

For information on the program, refer to the program documentation. Alternatively, go tothe European Monetary Union - Euro IMG and choose Local Currency Changeover →Cleanup → Cleanup in Financial Accounting.

Cleanup in Cash Budget Management (TR-CB)

Use

The changeover process in Cash Budget Management converts both line items and totalsrecords into euros. This may lead to rounding differences between the total of the line itemsand the value in the totals record. After the changeover, run reconciliation programRFFMS002.

Features

For information on the program, refer to the program documentation. Alternatively, go tothe European Monetary Union - Euro IMG and choose Local Currency Changeover →Cleanup → Cleanup in Treasury.

Cleanup in Overhead Cost Controlling (CO-OM)

Use

After the euro changeover, you need to carry out certain settings in Customizing manually,since the R/3 System could not change over the tables.

Process Flow

Cost Center Accounting (CO-OM-CCA):- If you use a fixed transaction currency in your planning layouts, carry out the activity

“Create planning layouts for cost element planning”.

Internal Orders (CO-OM-OPA):• If you use a fixed transaction currency in your planning layouts, carry out the activity

“Create planning layouts for cost element planning”.• If you use use quanitity-based overheads in the plan, or the actual, carry out the

following activities:– “Define plan overhead surcharges”– “Define quantity-based overhead”

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Activity-Based Costing (CO-OM-ABC)

• If you use a fixed transaction currency in your planning layout, carry out the activity“Create planning layouts for cost element planning”.

Cleanup in Project System (PS)

Prerequisites

You must have carried out all cleanup activities in Controlling (CO).

Process

In the profiles listed below, you do not changeover the default currency. This means thatyou do not have to carry out any cleanup activities for these currencies in theImplementation Guide (IMG).• Standard network profile• Network profile• Profile for the project planning board• Project profile• Standard project profile

Cleanup in Product Cost ControllingAfter the global changeover to the euro, you will have to observe the following points inProduct Cost Controlling. Only those steps that you must perform are mentioned here. Fora detailed description of the special reconciliation programs, see Description ofReconciliation Programs. You will find each individual report documented in detail.

In the points described below, note that some of the problems associated with thechangeover affect the entire Controlling component. Therefore, it is sufficient to run thereconciliation programs once for all of Controlling.

Product Cost Planning

Material Cost Estimates

Because of rounding-off differences, the changeover to the euro can cause inconsistenciesbetween the sum of the individual line items and totals record when dealing with materialcost estimates. This is due to the fact that these values are converted individually. This alsoapplies to costed multilevel BOMs, as well as to comparisons of itemizations and costelement itemizations or cost component splits. In addition, differences can occur betweenprices with S price control and the standard prices produced by the relevant standard costestimates.

After the changeover, create new standard cost estimates and costing runs to clear up anyrounding differences.

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Unit Costing

Because of rounding-off differences, the changeover to the euro can cause inconsistenciesbetween the sum of the individual line items and totals record when dealing with unitcosting. This is due to the fact that these values are converted individual.

These rounding differences can occur for all item categories. Then, when you execute thefunction Revaluate, the items with the converted activity prices or prices are revaluated.

For items in category V, the total value is calculated with the new price (see example1). The smaller the prices, the larger the rounding difference (see example 2).

When the prices are very small, it is possible that the value of the price in euro will berounded to zero, causing the total value to be set to zero upon revaluation (see example3).

You can prevent this problem by increasing the price unit for the euro before thechangeover (see example 3A).

When dealing with currency translation for unit costing the system proceeds as follows:

V

MengePos. GesamtwertPreis

10 10 DM 100 DMVor der Umsetzung

Nach der Umsetzung

Nach der Neubewertung

V 10 5,13 Euro 51,32 Euro

V 10 5,13 Euro 51,30 Euro

Preiseinh.

1

1

1

V 1000 0,15 DM 150 DM

V 1000 0,07 Euro 75 Euro

V 1000 0,07 Euro 70 Euro

Beispiel 2:

1

1

1

MengePos. GesamtwertPreisPreiseinh.

Beispiel 1:

V 1000 0,01 DM 10 DM

V 1000 0 Euro 5,13 Euro

V 1000 0 Euro 0 Euro

1

1

1

MengePos. GesamtwertPreisPreiseinh.Beispiel 3:

Vor der Umsetzung

Nach der Umsetzung

Nach der Neubewertung

Vor der Umsetzung

Nach der Umsetzung

Nach der Neubewertung

V 1 0 0 0 1 0 D M / 1 0 0 0 S t 1 0 D M

V 1 0 0 0 5 , 1 3 E u r o / 1 0 0 0 S t 5 , 1 3 E u r o

V 1 0 0 0 5 , 1 3 E u r o / 1 0 0 0 S t 5 , 1 3 E u r o

1 0 0 0

1 0 0 0

1 0 0 0

M e n g eP o s . G e s a m t w e r tP r e isP r e i s e i n h .B e i s p i e l 3 A :

V o r d e r U m s e t z u n g

N a c h d e r U m s e t z u n g

N a c h d e r N e u b e w e r t u n g

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• If both currencies are converted, the exchange rate is automatically set to 1.Example: 1 DEM = 0.4 x 2.5 FFR → 0.5 euro = 1 x 0.55 euro

• If only one of the two currencies is converted, the exchange rate is automaticallyadjusted.Example: 1 DEM = 0.4 x 2.5 GBP → 0.5 euro = 0.162 x 2.5 GBP

Cost Object Controlling

Execute report RKAABRO2 to correct the settlement control tables so that an object can alwaysbe reconciled completely. Note that the reconciliation program only reconciles periods in thecurrent fiscal year, for which no period lock has been set for the Actual settlement transaction(KOAO). Therefore, you should not lock the Actual settlement transaction for periods in whichyou may still want to reverse settlements or which must be repeated.

Execute report SAPKKEA0 (Release 3.1) or SAPKKA14 (Release 4.0A and after). If thechangeover has caused rounding differences between the results analysis data posted incost object accounting and the corresponding postings in Financial Accounting, thedifferences will be displayed. You can correct differences using manual postings.

Check the definition of your quantity-based overhead. This will not be translated by thechangeover to the euro. It is interpreted with the transaction currency upon overheadcalculation and translated into the controlling area currency. If you want to calculatequantity-based overhead using the euro, you must make the appropriate settings inCustomizing after the changeover.

Perform a new WIP calculation or a new results analysis for periods that are still openafter the changeover to get rid of rounding differences within the results analysis data.When doing this, take note of the following:

Were your controlling area currency and your company code currency different before thechangeover and now are they the same after the changeover? If so, a WIP calculation/results analysis takes place only in the controlling area currency. The results analysis datais copied into the fields for the company code currency. This means that rounding errorsthat were generated in the company code currency due to changeover, are not removed by anew WIP calculation/results analysis.

Before the Changeover to the Euro

Controlling area currency = DEM

Company code currency = French franc

Two separate runs occur for the WIP calculation and results analysis. Results analysisdata is calculated in the controlling area currency and the company code currencyindependent of one another.

After the Changeover to the Euro

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Controlling area currency = euroCompany code currency = euro

Only one more WIP calculation/results analysis takes place in which the resultsanalysis data is calculated in the controlling area currency and copied into the fields forthe company code currency.

This way, rounding errors that were generated in the company code currency due tochangeover to the euro, are not removed by the new WIP calculation/results analysis.

Solution

For Releases 3.1I, 4.0B and subsequent releases, there is an indicator (Calculate co.codecurrency indep. after currency translation) in collective processing for WIPcalculation/results analysis. Setting this indicator means that the results analysis data iscalculated separately in the company code currency even when the controlling are currencyand the company code currency are the same. This way rounding errors in the companycode currency are corrected by a new WIP calculation/results analysis, as well.

Actual Costing/Material Ledger

If you have used the Material Ledger in Release 3.0 or 3.1, run report EWUMMBST, todo the following:• Find possible rounding differences between the material stock accounts in Materials

Management and Financial Accounting.• Work with the differences in a work list (make a transfer posting to an account for

euro differences, for example).• Check account maintenance based on system messages.

Reporting

Most of the reports in the standard system for Product Cost Controlling are Report Writerreports. These reports display the values after the changeover in the new controlling areacurrency EURO. No special steps for the changeover to the euro are necessary after thispoint.

In summarized analysis, both the dataset of product drilldown reports and the summarizedvalues of order hierarchy are automatically converted. Rounding differences can occur hereas well. To get rid of these, you can execute new data retrieval runs after the changeover,as long as the objects in question (production orders, etc.) were not yet archived.

From Release 4.0A and 4.0B, it is possible to execute new data retrieval runs for productdrilldown reports, because the summary levels can not be converted; they must beconstructed anew.

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The number displays and the definition of exception rules are not adjusted by thechangeover. Therefore, you will have to check your reports after the changeover andchange them, if necessary.

Cleanup in Profitability AnalysisReport data for reports in account-based CO-PA are not converted. This data is set to thestatus “inactive” and needs to be rebuilt from the line items before it can be used again inreports. If you call up one of these reports without first creating the report data, the systemtells you that no such data was found (if it was defined to do so in Customizing).

All the reports are regenerated automatically.

Cleanup in Profit Center Accounting

Purpose

To compare and, if desired, reconcile your actual data in Profit Center Accounting with thedata in Financial Accounting (FI) following the changeover, execute program RCOPCA44.

Prerequisites

To ensure that this program only reconciles rounding differences that arose due to thecurrency changeover, you should also execute this program to reconcile differences beforethe changeover. For more information, see Customizing.

Process Flow

If you want to reconcile the account balances automatically once you have determined thedifferences, schedule a job for background processing.

If you only want to display the differences first, you can do so and then post thereconciliation postings online afterward.

Result

The differences between account balances are reconciled for the selected accounts. Formore information, see Customizing.

Cleanup in the Executive Information System

Currency Translation Types and Transfer Rules

The system cannot convert the currency keys stored in currency translation types andtransfer rules, because it cannot recognize the currency type. For example, it does not

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know if a currency key is a local currency or a transaction currency which should not beconverted.

For transfer rules, the system cannot automatically decide whether the source currency (ofthe file being imported) should stay in marks (DEM) or whether it should be converted aseuros. Many currency translations are no longer necessary following the conversion to theeuro. Consequently, you should maintain the currency translations in all your transfer rulesfollowing the conversion.

Information System

Cleanup is also necessary in the information system. For example, you may need to changedisplay formats and exceptions in your reports. If you decide to leave an exception in theold currency, the system automatically converts it to euros in the report. This can have anegative impact on response times. If you want to avoid these currency translations forexceptions, you must adapt your exceptions manually.

With the changeover to the Euro, currency translations in the report such as FRFs toDEMs can be superfluous. Therefore, after the local currency conversion has taken place,you must clean up the currency translation manually in the transfer rules.

Check your transfer rules and your reports and change them accordingly.