Challenge:

When implementing the Greenfield system, importing retroactive invoices may have an impact on how the debtor’s ageing is determined.

Proposed Repair:

The practitioners can be assisted in effectively resolving this issue by applying the Substitution Rule in the way described in this article.

What’s in the article:

  1. Introduction
  2. A Substitution Rule is what?
  3. Recognizing the Problem with Conflicting Dates.
  4. Use points called up for substitution.
  5. Procedure for Substitution
  6. Two substitute scenarios and suggested fixes
  7. Option for replacement
  8. A Field is Added to the Substitution Rule.
  9. Conclusion.
  • Introduction:

To assess the customers’ outstanding invoices and credit notes by date ranges, customer ageing is crucial.
When the receivables are raised by SD billing utilising VF01 or straight from FI, it is crucial to keep the document date as per the original billing date in order to manage customer ageing.

In our suggested solution, a minor replacement rule that can be useful for uploading orders and for billing generation can be used to maintain ageing properly.

  • A Substitution Rule is what?

The system maintains a set of preconditions (which could take the form of logical expressions) in order to get the desired result. Every time a request is processed, the system checks the established precondition before replacing the desired field(s) with the replaced numbers or values.

  • Recognizing the Problem of Conflicting Dates:

The system generates an accounting document with the same date as the billing date when a bill is created. Which means, the Billing Date becomes the Posting Date and also the Document Date.

Because the system determines the ageing based on the due date, which is determined by the document date, The problem here is that our new systems’ ageing computation would be inaccurate and understated if we did not establish the document date in accordance with the proper and original invoice date (as it was in the old system).

  • To use call up points for substitution:

We should be aware that there are only some situations in which we can substitute.
Only when you have activated it for the call up points does the substitution take effect.

Document Header, Line Item, or even Complete Document could be the call up point.

We shall use substitution at the document header level in our suggested method.

  • Procedure for Substitution:

In the SAP command area, enter the transaction code OBBH.

Instead, we can take the following actions.

  1. Prerequisite statement, in which the system verifies whether the requirements necessary for the substitution to proceed are met.
    The Prerequisite statement’s truth and falsity are checked by the system.
    The system does not replace the field(s) with the substitute values if the statement is false; nevertheless, if the statement is true, the system does so.
  2. Substitution Values might be numeric value or string of letters.
  3. There is substitution.
  • Two scenarios of replacement

For the readers’ advantage, we have here described two distinct scenarios.

Situation A

In this case, a company’s fiscal year runs from July to June, and we want to submit client invoices from earlier periods through sales orders on the switchover date, which is October 31, 2020. However, the due date is July 15, 2020.

Note: Although an order can be created at a later date, an invoice must be sent on the day that the initial bill was received.

 

Here are the difficulties:
Because earlier months are closed in FI, if the billing date is 15.07.2020, the system will produce an error in the release to accounting in VF01. As a result, because the posting deadline for balancing the trial balance is October 31, 2020, no document will be generated in Finance.

Additionally, the system will display incorrect customer ageing if we utilise the cutover date of 31.10.2020 for the billing date because the document date (BLADT) and posting date (BUDAT) will remain the same (FKDAT). As a result, the ageing would be incorrectly impacted because, according to the old system, it should have begun on the initial billing date (15.07).

Therefore, the invoices should be posted so that:

  Billing Date  15.07.2020
  Document date  15.07.2020
  Posting date  31.10.2020
  Cutover Date  31.10.2020 (For Information Only)
  Aging Should calculate from  15.07.2020.

 

The system’s suggested remedy is:

A substitution rule on the document header can be used with some pertinent data to calculate the ageing with the real billing date. This rule only affects the accounting document and does not modify the date on the billing document.

The steps that make up this activity;

We use the ABAP System field as the prerequisite in the first step.

Field for the ABAP system would be added;

  • Transaction Code: It should be limited to the specified T code and Document Type because there are numerous different T codes and Document Types from which an accounting entry might be generated.
    For instance, the document types “RV,” “Billing VF01,” and “Billing Change VF02.”

  • Substitutes include:

Several fields that this rule can employ are;

  1. Posting Date (BUDAT)                       Constant = 31.10.2020
  2. The posting period (MONAT)           Constant is equal to four.
  3. Fiscal Year (GJAHR)                          Constant =2021

Situation B:

If billing records relate to prior fiscal years, we can develop step 2, which follows step 1, in that instance.

For instance:

  Billing Date   15.01.2017
  Document date  15.01.2017
  Posting date  31.10.2020
  Cutover Date  31.10.2020 (For Information Only)
  Aging Should calculate from  15.01.2017

 

In order to complete the process of customer ageing, we create a substitution rule for prior fiscal years from the header table BKPF in this stage.

Substitution would be made like;

Fields to Add in Substitution:

These fields can be added from table VWTYGB01, and an ABAP programme called RGUGBR00 would run after adding them to the substitution.

Precaution:

Up till all the documents are posted, all applicable (prior) Fiscal years and/or Periods would remain open.

Conclusion:

In our recommended solutions, Billings from Previous Fiscal years and Previous Periods can be posted on current date without any expansion in the system and preserving the right customers ageing computation.