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SAP R/3 4.7

November 2004

English

SAP Best PracticesChart of AccountsImplementation Tool(Unicode-Compatible Version)

SAP AGNeurottstr. 1669190 WalldorfGermany

Business Process Procedure



SAP Best Practices Chart of Accounts Implementation Tool : BPP

© SAP AG of 18

Copyright

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Content

Business Process Procedure................................ ................................ ................................ .......5 1 Use................................ ................................ ................................ ................................ ...5 2 Prerequisites ................................ ................................ ................................ .................... 5

2.1 Business Preparations................................ ................................ ................................ 5 2.2 Mapping Table ................................ ................................ ................................ ........... 5

2.2.1 File Structure for Account Numbers ................................ ................................ ....5 2.2.2 File Structure for Account Descriptions ................................ ............................... 7 2.2.3 File Content ................................ ................................ ................................ .......8 2.2.4 Special Features ................................ ................................ ................................ 9

3 Conversion Procedure ................................ ................................ ................................ .... 10 3.1 Display Procedure Monitor ................................ ................................ ....................... 11 3.2 Package Settings ................................ ................................ ................................ ..... 11 3.3 Mapping Tables................................ ................................ ................................ ........ 13 3.4 Preprocessing Programs BEFORE System Lock ................................ ...................... 16 3.5 Generation ................................ ................................ ................................ ............... 16 3.6 Preprocessing Programs DURING System Lock ................................ ....................... 16 3.7 Conversion................................ ................................ ................................ ............... 17 3.8

Postprocessing Programs DURING System Lock ................................ ..................... 17

4 Follow-Up Activities ................................ ................................ ................................ ........ 17

4.1 Manual Activities ................................ ................................ ................................ ...... 17 4.2 Transport Request for the New CoA (Optional) ................................ ......................... 18




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Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

Typographic Conventions

Type Style Description

Example text Words or characters that appear on the screen. These include fieldnames, screen titles, pushbuttons as well as menu names, paths andoptions.

Cross-references to other documentation.

Example text Emphasized words or phrases in body text, titles of graphics and tables.

EXAMPLE TEXT Names of elements in the system. These include report names,program names, transaction codes, table names, and individual keywords of a programming language, when surrounded by body text, forexample, SELECT and INCLUDE.

Example text Screen output. This includes file and directory names and their paths,messages, source code, names of variables and parameters as well asnames of installation, upgrade and database tools.

EXAMPLE TEXT Keys on the keyboard, for example, function keys (such as F2) or the

ENTER key.

Example text Exact user entry. These are words or characters that you enter in thesystem exactly as they appear in the documentation.

<Example text> Variable user entry. Pointed brackets indicate that you replace thesewords and characters with appropriate entries.




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Business Process Procedure

1 UseThis guide will help you to convert the chart of accounts and the relevant account determinations.

2 Prerequisites

2.1 Business Preparations

The persons responsible for the conversion of the chart of accounts define the targets of theconversion in detail and finalize the mapping table.In addition, they define test procedures, which are to be carried out after the test conversion. Inparticular, they specify the central business processes within your company that are affected bythe conversion. The persons responsible in the related departments perform these processesafter the test conversion using representative test data.The decisions on how many and what kinds of tests are required depend to a large extent on thespecific features of your SAP system. Consequently, SAP can provide only general informationon testing, and your project team is solely responsible for the detailed definition of the testprocedures as well as the execution of the tests.A detailed guide through the steps of the conversion (IMG) is provided as part of the ConversionPackage.

The business process procedures (test cases) of the SAP Best Practicessolutions/scenarios are based on pre-defined chart of accounts. To use these fortests after the conversion, you must replace the chart of accounts.

2.2 Mapping Table

To perform the conversion, mapping tables (reference between “old” and “new” account numbers)must be created (file format .TXT) and uploaded into the tool.

To create the mapping table, refer to the tables SKA1, SKAT, SKB1, CSKA, CSKB,CSKU, and check if the numbers and values of the objects are the same in themapping table and in the master data tables in the system. Use the files provided asa template.

2.2.1 File Structure for Account Numbers

In the mapping table (such as GENERAL.txt), you define the relationships (mapping) between theold and the new values for the accounts and cost elements. The final version of the table will thenbe uploaded to the respective SAP system before the conversion so that the relevant fields canbe converted in accordance with the information defined in the mapping table.




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Create a separate mapping table for each old chart of accounts that is relevant for theconversion. If you want to convert secondary cost elements as well, create one mapping table for

accounts/primary cost elements and a separate mapping table for secondary cost elements.

The table can be uploaded only if the number and sequence of the columns isexactly the same as in the template.

Enter the values in the following order:

o Column A (Old Account): Enter here the previous ID (number) of the account or costelement that you want to change.

o Column B (New Account): Enter here the ID (number) of the account or cost element thatwill be valid after the conversion.

o Column C (Prio): Set an ‘X’ in this column only if you want to merge accounts or costelements.

The table can be uploaded only if its structure is exactly as described here. If you do notplan to merge any accounts or cost elements and consequently do not need the priorityindicator, leave column C empty and do not use it for entering any other information.

If you want to merge accounts or cost elements, you need to specify the source accountor cost element whose settings will be valid for the new account or cost element. For thispurpose, enter an 'X' (priority indicator) in this column for the account (cost element)whose settings shall be valid for the new account.

Examples:

1. You would like to rename account 1234 in chart of accounts INT into 4711:

Column A: Column B: Column C:1234 4711 [remains blank]

2. You would like to merge accounts 1234 and 1235 in chart of accounts IKR into a newaccount 4711. New account 4711 must have the same settings as old account 1235:

Column A: Column B: Column C:1234 4711 [remains blank]1235 4711 X

3. You would like to change the interval limit in chart of accounts GKR from 1 to 100. 1exists exclusively as an interval limit, that is, there is no active account called 1:

Column A: Column B: Column C:1 100 [remains blank]




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2.2.2 File Structure for Account Descriptions

This documentation shows you how to fill in the mapping table LANGU.txt ("Languages"), bymeans of which you can change existing descriptions for charts of accounts as well as short textsand long texts for accounts and cost elements, or create new ones in any available language.

The final version of the table will then be uploaded to the respective SAP system before theconversion so that the relevant fields can be converted in accordance with the information definedin the mapping table.

The table can be uploaded only if the number and sequence of the columns areexactly the same as in the template.

Enter the values in the following order:

o Column A (New CoA): Enter here the ID (number) of the chart of accounts that will bevalid after the conversion.

o Column B (New Account): Enter here the ID (number) of the account or cost element thatwill be valid after the conversion. If you want to change the description for a chart ofaccounts, leave this field empty.

o Column C (Type): Here you specify the type of the object that you want to change. Enter'P' for a chart of accounts (stands for German "KontenPlan"), 'S' for a G/L account(stands for German "Sachkonto"), or 'K' for a cost element (stands for German"Kostenart").

If a given account is used as a G/L account and as a primary cost element, and if youwant to change the texts for the G/L account as well as for the cost element, you need tomake two entries for the same account number - one with 'S' for the G/L account and onewith 'K' for the cost element.

o Column D (Language): Enter here the language ID (two-character, in uppercase) of therequired language.

o Column E (Short Text New): Enter here the short text in the specified language which willbe valid after the conversion. If you want to change the description for a chart ofaccounts, leave this field empty.

o Column F (Long Text New): Enter here the long text in the specified language which willbe valid after the conversion.

Example:

You would like to rename chart of accounts X into Y and merge accounts a and b into 4711.Account 4711 is also used as a cost element. To define the texts for the new account 4711 inEnglish, make the following entries in the mapping table:

Column A: Column B: Column C: Column D: Column E: Column F:

Y 4711 S EN [short text EN] [long text EN]




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To change the cost element texts for the new cost element 4711 as well, make the followingadditional entry:

Y 4711 K EN [short text EN] [long text EN]

To change the description for new chart of accounts y, make the following additional entry(leaving the fields 'account' and 'short text' empty):

Y P EN [long text EN]

2.2.3 File Content

The mapping table includes all the account numbers and secondary cost elements for one CoA.For another CoA, another mapping table must be created.

Within the conversion, the operation does not only convert the account numbers thatare in the mapping table. It also copies all the other account numbers from thesource chart of accounts. Since you only want to convert the account numbers thatare in the mapping table, this copy operation may cause conflicts of account number.

For example, account 400100 (which is in the mapping table) is converted intoaccount 200200 in accordance with the mapping. If there is already an account withthe number 200200 in the target chart of accounts (not conversion-relevant), therewill be a conflict.

To avoid this number conflict:

o Map all these accounts that are not to be converted to one dummy account.These source accounts are then merged into this dummy account within theconversion. The dummy account can then be deleted.

Example Mapping Table

A mapping table between the CoAs INT (source) and IKR (target) is delivered with this tool as anexample (text file and worksheet file). The texts are in English only.

The example does not make merges between the account numbers (only 1:1 assignments).

You can use these files as a template to create your own mapping required for your solution.

Merge

Set the priority flag “X” for the account number whose settings are to be prioritized.

Before the conversion, a program checks whether the accounts and cost elements that you wantto merge can actually be merged.




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If the following criteria of the accounts to be merged are not met, the program issues warningmessages. This means that a merge is theoretically possible, but you should check the entries

again.Table Field

SKA1 G/L account group

SKB1 Tax category in account master record

SKB1 Indicator: Tax code is not a required field

SKB1 Indicator: Line item display of account possible?

SKB1 Key for sorting by allocation number

SKB1 Authorization group

SKB1 Field status group

SKB1 Cash receipt account / cash disbursement account

SKB1 Indicator: account only to be posted to automatically?

If any of the following criteria of the accounts to be merged are not met, the program issues errormessages. This means a merge of these accounts is not possible.

Table Field

SKA1 Indicator: Account is a balance sheet account?

SKA1 P+L statement account type

SKB1 Account currency

SKB1 Account is a reconciliation account

SKB1 Indicator: Open item management?

SKB1 Indicator: Only manage balances in local currency?

CSKB Cost element category

2.2.4 Special Features

• If you use cross-company code cost accounting, the chart of accounts m ust be convertedin all the company codes that use a common controlling area, since the entire controllingarea is allocated to one chart of accounts.




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Customer-defined tables are converted as long as they refer to the standard SAP domains forthe chart of accounts SAKNR, KSTAR, KKG_KSTAR, KONTO, or KKGCHR10.Otherwise, these tables must be maintained manually. Before proceeding with theconversion, check whether this applies to your system.

If manual maintenance is too complex, refer to SAP SLO Services.

3 Conversion Procedure

Use

This step starts the conversion procedure. Use transaction CNV_IMG.You access a new menu where each step must run successfully in the order listed.

R/3 Conversion Service

1 Display procedure monitor

2 Package settings (phase P)

3 Mapping tables (phase R)

4 Preprocessing programs BEFORE system lock (phase Y)

5 Generation (phase G)

6 Preprocessing programs DURING system lock (phase B)

7 Conversion (phase C)

8 Postprocessing programs DURING system lock (phase A)

For information on how to use these steps and what they do, double-click on the relevant steptexts.

The help provided is the standard information from the Conversion Services tooldelivered by SAP SLO Services.

Specific help for this “light” version is also provided in the current document.

The conversion phases “S” (System settings before conversion), “F” (Manual postprocessing), “O” (System settings after conversion), and “N” (Postprocessingprograms after system lock) are not used in this light version of the standardconversion tool delivered by the Conversion Services (SLO).




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3.1 Display Procedure Monitor

This step enables you to check the status of each procedure. This activity can/must runparallel to the others in an additional window. For more information on how to use this monitor,refer to the online help available via the Info button (navigation in procedure monitor) or via“Shift+F1”.

3.2 Package Settings

Find additional tables and fields

The program finds the fields for conversion and their tables which are not yet included in thecontrol tables. This can involve customer-specific and user-defined tables.

1. More help is available in the standard information on the Conversion Services tooldelivered by SAP SLO Services. Double-click on the text line.

2. After this step, display the procedure monitor.

Maintain customer-defined and generated tables

All user-defined and customer-specific tables are entered here.


2. Maintain the table as follows:

CNV: Maintenance of user-defined table informationTable name Totl Copy … …

<…table 1…> A X (blank) (blank)<...table 2...> A X (blank) (blank)

<…table n…> A X (blank) (blank)

3. Save your settings.


Maintain customer-defined and generated fields

This contains all user-defined tables and fields and their conversion routines.



Save changed tables and fields






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Check package and flag empty tables1. More help is available in the standard information on the Conversion Services tool

delivered by SAP SLO Services. Double-click on the text line.


Warning/Error messages handling:Check whether there is any data for conversion in the listed tables in the system(transaction code SE16).

3. Restart this activity and check that the traffic light is green in the procedure monitor.

Determine derivation paths for organizational units

The system suggests a derivation path for organizational unit for every table.

Tables for which no organizational unit could be found are marked with a red symbol. For thesetables, you decide manually whether they are to participate in the conversion , and if so how theorganizational unit can be found.


2. Change the organizational units for the derivation paths if required.

3. Select the tables that are relevant for the conversion by setting the flags. Save yoursettings.(If any of the tables relevant for the conversion ”table contained data” has a red traffic light, refer to SLO Services to help you to find a solution to determine the

derivation paths of the organizational units. If the conversion is not too time-consuming,an alternative is to convert manually after running this tool.)


Check organizational unit-dependent conversion

This step checks that the settings for the organizational unit-dependent conversion for all tables inthe package are complete.



Carry out initializationFor reasons of consistency, several tables are emptied and various backup copies are made inthis step so as to ensure that legacy data from previous chart of account conversions with thesame package number is deleted.






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3.3 Mapping Tables

Enter accounts and chart of accounts for conversionHere you specify which G/L accounts / primary and secondary cost elements and which charts ofaccounts you want to convert or copy. In addition, you specify the company codes to which thesechanges apply.


2. Activities:

• Central CoA conversion

Old CoA New CoA

<CoA name> <CoA name>

A mapping table with old CoA INT and new CoA IKR is delivered with this tool.

• New CoA customizing

New CoA Length Maintenance Language

<CoA name> <Length of CoA> <Language>

• Company code for CoASelect the CoA line then choose the folder Company Code for CoA.

CoCd Company code name<Comp. code> CoA name

The company code delivered with SAP Best Practices is BP01.

• Assignment of old/new accounts/primary cost element

Old CoA New CoA Pri

1. Data from the mapping table (text file) will fill this table in the uploadprocedure.

2. Before the upload, compare the accounts in the mapping table with theaccounts in tables SKA1, SKB1, and SKAT.

3. Start the upload (from file) procedure.

• Assignment of old/new secondary cost element

Same procedure as with “Assignment of old/new accounts/primary cost element”.

Before the upload, compare the accounts in the mapping table with the accounts intables CSKA, CSKB, and CSKU.




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• Assignment of other accounts

Do not use.

3. Save the settings

Check participating company codes

You can do the chart of accounts conversion for all company codes that use the respective chartof accounts, or for only some of them.

In this step, a check is made as to whether all company codes that use the chart of accountswere entered in the mapping maintenance view. For each company code that was not entered, awarning is written to the log.



Determine scenario

Chart of accounts conversions must always be done for ALL company codes belonging to acontrolling area because it is mandatory that all company codes belonging to a controlling areause the same chart of accounts.

Consequently, if you want to change the chart of accounts for one company code belonging to agiven controlling area, you must include ALL company codes that belong to this controlling areain the mapping table.



Find undefined B segment and implicit merges

In this step, the implicit merges as well as undefined merges at B level are identified.



Maintain B segment merges

This step includes a check for undefined (critical) merges at B level. In this step, you can change

the entries that have a yellow traffic-light symbol.

In the separate mapping table, you can now define for each critical merge a G/L account / costelement whose settings the target account / cost element will inherit during the merge.






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Check B segment merges

In this step, several checks regarding the entries in the B priority tables are made.



Check accounts for conversion

Execute the function. The check program runs in the background. If the program outputsinformation messages, warnings, or error messages, make the necessary changes in themapping table.



Specify descriptions for conversion

In this mapping table, you can maintain the names of target charts of accounts, target accounts,and target cost elements in any language



Check descriptions for conversion



Specify P&L statement structures for conversion

Here you specify the financial statement structures that you want to change during theconversion.



Check P&L statement structures



Confirm settings

In this step, you check and finally confirm the settings and mapping which you have made in theprevious steps.




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Make scenario-related optimization



Check package settings



3.4 Preprocessing Programs BEFORE System Lock

Enter fields for selection



3.5 GenerationConversion programs are generated and the jobs for conversion are created here. All relatedsteps are also executed.

Generate conversion programs



Define jobs



3.6 Preprocessing Programs DURING System Lock

Load object table

1. More help is available in the standard information on the Conversion Services tooldelivered by SAP SLO Services. Double-click on the text line. Important: Only run this activity when no other activities are running in the system.




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3. Restart this activity and check that the traffic light is green in the procedure monitor.

3.7 Conversion

Start conversion


Note: Press “YES” when Popup appears to start with optimization.

2. After this step, display the procedure monitor and check if all relevant tables wereconverted. If not, the relevant tables must be converted manually (customizing) whennecessary.

3.8 Postprocessing Programs DURING System Lock

Reset table buffers



Adapt validity date for cost element groups

Execute this step, look at the log, and adapt the validity intervals for the changed cost elements ifrequired.

1. More help is available in the standard information on the Conversion Servicestool delivered by SAP SLO Services. Double-click on the text line.


Create/change descriptions

1. More help is available in the standard information on the Conversion Servicestool delivered by SAP SLO Services. Double-click on the text line.


4 Follow-Up Activities

4.1 Manual Activities

Use

Certain activities must be performed manually, because some objects cannot be maintained bythe conversion tool. Manual activities may also be necessary if the conversion does not makesense from a business point of view.




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For some tables, the maintenance of the chart of accounts assignments must beperformed manually.

(This is not a full list.)

• Financial balance sheet structure

• Asset management – Financial statement version for asset report

• Validations/substitutions

• Sample accounts

• Worklists

• Controlling sets

• Settings saved into groups, such as CO primary and secondary cost element groups(hierarchy), G/L account groups, …

• Default value customizing, such as automatic cost element generation – table TKSKA, …

• Account assignment for electronic bank statement, account symbol such as in tableT033G, …

• …

• Fields that do not refer to SAP standard domains, such as Y*, Z*, …

• …

The details on all of these topics vary depending on the building blocks activated, and canbe found in the configuration guide of the relevant building block.

After the conversion, test scenarios must always be started to find out if all therelevant objects were converted.

4.2 Transport Request for the New CoA (Optional)As mentioned above, the conversion makes changes directly in the database.You can save CoA data in a transport request though.

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