1 Reply Latest reply on Nov 14, 2018 5:16 PM by Dave Gutman

    Sales by Customer that ties out to Total Annual Sales on the Profit and Loss Statement

      We need this to close out our year.  There does not seem to be a ready way to do this.

        • 1. Re: Sales by Customer that ties out to Total Annual Sales on the Profit and Loss Statement
          Dave Gutman

          Hi Larry,

           

          Before I get into your question, do you a copy of SAP's document titled 'How to Perform a Year-End Closing in Release 9.1.pdf'?  If not, it is suggested reading on the year end process in general.  It does have a lot of details that apply to other localizations, so you'd need to skip things that don't seem to make sense.  It raises several points that may be helpful.  That said it doesn't talk about your specific question. 

           

           

          So here goes:

          Reconciling the Sales subledger to the sales accounts in the GL requires some up-front work. 

          First question: Are you using Advanced GL Account Determination? 

          • If not, then note the Revenue Account on the Sales tab and the Cost of Goods Sold Account on the Inventory tab.  Reconciliation is a usually a bit easier in this case.
          • If so, then first look at your Determination Criteria to see which Criteria are Active.  Next launch the Advanced G/L Account Determination Rules - Inventory screen (from the Advanced button) and copy that table to Excel.  This will show you how postings to the revenue and COGS accounts are determined. 

           

          Second question: How is your fiscal calendar defined?  This is setup in the Posting Periods screen.

          • If the answer is that the fiscal calendar matches the standard calendar (fiscal period 1 starts on January 1 and ends on January 31, etc.) then reconciliation is a bit easier.
          • If the answer is no, then you'll need to note / record the starting and ending dates for each fiscal period

           

          Are all sales posted in the same currency?

           

          Do any postings made to the account being reconciled originate from GL Journals or from other sources in the system other than Invoices and Credit Memos?  These need to be backed out before comparing the GL balance with the Sales subledger.

           

           

          Launch the Sales Analysis Report.  Here's where the questions above come in, hold on...

          • If you are not using Advanced GL Account Determination, then select the Customer tab and then select 'Individual Display'
          • If you are using Advanced GL Account Determination AND your Advanced Rules indicates that GL accounts are determined by BP Code or by Business Partner Group, then select the Customer tab If you are using Advanced GL Account Determination AND your Advanced Rules indicates that GL accounts are determined by Item or by Item Group, then select the Items tab
          • No matter which tab is selected:
            • Select Invoices
            • If your Advanced Rules indicate that GL Accounts are determined by either Item Group or by Business Partner Group, then select 'Group Display', otherwise select 'Individual Display'.
            • If you checked 'Group Display' then select the specific group from the drop down that corresponds to the row in your Advanced Rules that you are reconciling.
            • If you checked 'Individual Display' AND GL Determination Criteria is BP Code or Item, then enter the specific item or BP in the From / To range that corresponds to the row in your Advanced Rules that you are reconciling.
            • Check the Posting Date row and clear the checkbox for the other date rows.  Enter the From and To date values that correspond to the definition of the posting period that you are reconciling.
            • Make sure that all other filters (i.e. Properties) are cleared

          You may need to run the report several times if you have multiple Advanced Rules.  Each time record the report total and accumulate it if different rules use the same GL Sales Account.

           

          Bottom line - you need to get the output of the Sales Analysis Report to match the way sales are posted to the GL.  It gets complex with Advanced Rules. I didn't touch on all the details here, but this gives an outline.  Without Advanced Rules it's usually pretty straightforward. 

           

          Next you need to get the Accounts postings from GL and compare them to the numbers obtained from the Sales Analysis Report.  There're a few ways to do this but the General Ledger report is a good way to start.  Launch this report and clear the Business Partner checkbox.  Then check the specific revenue account being reconciled.  Check the Posting date row and enter the same range of dates that you entered on the Sales Analysis Report.  Finally clear the 'Opening Balance for Period' and 'Hide Zero Balanced Acct' settings.  Be sure that none of the filters in the Expanded button are set.  Run the report.

           

          Again, there's more here than I covered in this outline, but it gives the idea.  Alternately you could use the Account Balance screen from the Chart of Accounts drill down, but then be sure to get the Posting Date range correct and clear the 'Display' checkbox.

           

          There's a lot here and I skipped some things.  It might be best to reach out to your partner for assistance.

           

          Dave