1.Posting Date of the Trip Accounting Document

2.Authorization to approve trips

3.Monitoring the PRRW Job logs

4.Change of Account Assignment in the Trip

1. Posting Date of the Trip Accounting Document - PRFI transaction code - Issue was the open items in employee vendor account FBL1N not visible as the posting date is in future and consequently not paid in F110.

The posting date of the accounting document is determined on the following settings.

2. Authorization to approve trips :-

Issue: - Trips submitted by Staff and to be approved by Manager.

Manager unable to see the trips submitted by Staff in his inbox. The following authorization needs to be given to Manager. (Personnel Number Check: It can be O or E or * .

( O = own personnel numbers only , E = all personnel numbers except own , * = All personnel numbers )

3. Monitoring the PRRW Jobs :-

Brief Background:-

Employees will claim travel expense using Portal. The Expense will be approved and settled. Once the Expense is in status settled, then using PRFI and PRRW the invoice document line items are created in Financial Accounting. Once the documents are created as open items, the same will be paid to employee vendors by F110 Automatic Payment Program.

Issue:-

Employees are not paid travel expense, when the employee notices that, it is being referred to IT Help Desk for resolving the issue.

Analysis:-

During our analysis it was found that certain entries are not posted to financial accounting (open items for employee vendors are not created) and the status in PR05 shows that it is “transferred to accounting “. It is the standard behavior.

We had further observed that there are many posting runs with partially posted Status, meaning there are errors and for certain trips the data is not transferred to FI Successfully.

Solution:-

Please follow the below instructions and assign the monitoring job to concerned person and take necessary actions for the documents with errors.

Authorization is required for SM37 to check the jobs, PR05, PRFI and PRRW to the person who is monitoring this activity.

Step – 1:

Daily check the PRRW posting runs and their status. Today is 6th Sept, give the created date as 5th Sept.

Step-2:-

Check for Status Partially Posted if any. If the Status is partially posted, there is a issue and some documents are not posted. We have to take action.

Step-3:-

Click on Run Number 1141 (example here is 1141 posting run) and a detailed list is displayed as below and filter on the Status Field using Funnel symbol.

When the status is filtered, red color items as shown below will appear and these are not posted. Make a note of the following line items, trip numbers, personnel number etc. (Reference field and Assignment field will have the Trip Numbers). The status of trip will be transferred to Accounting, but it is not transferred to Accounting.

The error message can be seen in the Job as below:- SM37, Job Name : EM - TRANSFER TIME

Errors may be because of following reasons:-

1. Cost Centre is given as account assignment instead of WBS element2. Tax Code is selected wrongly and error3. WBS Element is given as account assignment, but different level.4. WBS Element status is locked for FI Entries posting.

Step-4:-

Now there is a option to reject the posting run in PRRW. It will change the status of the trip in PR05 accordingly. ( meaning all errors or unsuccessful documents will be removed from this posting run and status “ transferred to financial accounting “ is removed.)

Reject Posting Run Icon : select the respective posting run and click on this symbol and confirm.

Step –5:-

Once Step – 4 is done, then check the status of the trip in PR05.

Edit the Trip with PR05 as per error message above in step 4. (Rectify the errors)

Approve, Settle the Trips using PR05.

Run PRFI and PRRW if the trip is to be sent to FI immediately. (if not required to be sent immediately , then leave these 2 transaction codes and Automatic jobs will pull if everything is fine ).

Check in FBL1N , whether the open item is created or not.

If the open item is created, then issue is resolved. Automatically F110 will pull those open items and make payment.

4. Change of Account Assignment in the Trip after making payment to Employee Vendor:-

a) Background: Employee has booked his expenses in portal, and the same was approved and paid. At a later stage it was observed that the WBS or VAT code used for the vendor was wrong and changes were done to the original line items.

b) Issue: Closing of the project/WBS is not possible since there were changes to the line items which change the status of the line item.

C) Analysis: Correction needed to claimed expenses which should be updated to WBS which should be closed

Step1: Check the Employee Vendor Account that the payment is made using transaction code FBL1N

Step2: Check the status of Employee Trip using transaction code PR05:

There will be change log (column correction indicator), status will be request approved and the settlement status will be “To be Settled” even though the above line item was paid.

Check the details of the correction by clicking “display” icon

a) Change the Status of the Trip to “Trip Approved” by selecting the “Change” icon and click on trip status icon

b) Change the status to “Trip Approved” and Settlement status to “To Be Settled”

Step3:

Check the Project/ WBS Status using transaction CJ02/CJ20N to make sure that the Project/ WBS is not blocked. If it is blocked unblock it.

Step4:

Run PRFI in simulation mode: This step is required only if the immediate correction is required, else system will pick this line item along with normal scheduled run

Check the simulation run log in transaction code PRRW and make sure that system is not posting to Vendor again. (System will generate only clearing entry)

Note: If any of the status of the run is showing as half processed /incomplete you need to reject the posting run which will reset the status of the trip.

Step5:

Run PRFI and PRRW in production mode.

Step6:

Check the Vendor Balance after run using transaction code FBL1N. There should not be any additional postings to Vendor Account

Step7:

Check the status of Trip using transaction code PR05:

The settlement status should be updated with “Transferred to FI”