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Displaying Prior Year Balances after a New GL Migration

by Paul Ovigele

March 15, 2013

By now, everyone knows about the New GL, which is now called the “SAP General Ledger”. By the way, who else finds the term “SAP General Ledger” confusing, since this term could also refer to the “General Ledger” module? I understand why SAP called it New GL as the name needed to symbolize the radical changes that were made from the original GL. However, when they realized that the “New” prefix will no longer seem appropriate as the years went by, why didn’t they take a page from Apple’s book and call it “General Ledger 2.0” or something? This will not only distinguish it from classic GL but will open up the possibility for future General Ledger updates. Anyway, I am digressing from the purpose of this blog so let me get back to the point…

When you go through a migration process, the key dates are the Migration Date (the end of a fiscal year) and the activation date (the date that you activate New GL). The migration populates the New GL tables (e.g. FAGLFLEXT) with data from the classic GL tables (e.g. GLT0) which relate to the prior years (that is, the years up to the migration date) and the current year (the periods between the beginning of the current year and the activation date).

What is not common knowledge (except to people who have been through a New GL migration) is that, after the migration process you are no longer able to view the balances of non-open item managed general ledger accounts from the years prior to the migration date. The prior year balances of these non-open item managed accounts form part of the current balance sheet value through the balance carryforward program; however you will not be able to see the individual balances of these accounts in the prior years. For example if you went to the G/L balance display transaction FS10N (which is changed to FAGLB03 after the migration) to view the balance of one of these accounts in a prior year, you will get a message saying “no data exists in fiscal year XXXX”. Also if you use one of the “list of G/L account balances” reports (such as S_ALR_87012277 or S_ALR_87012301) you will find that the historical information is incomplete because it only shows the balances of accounts that are managed on an open-item basis.

The ways to deal with these issues are as follows:

(1)    Displaying prior year balances using transaction FS10N: In order to display the prior year balances for non-open item managed accounts (which includes all Profit and Loss accounts) you need to go to your user settings by going to the top-menu “System -> User Profile -> Own Data” or transaction SU3. Then click on the “Parameters” tab and enter “CLASSIC_BAL_FS10N” in the “Parameter ID” column, and enter “X” in the “Parameter Value” column.

(2)    Displaying prior year balances using transactions S_ALR_87012277 or S_ALR_87012301: In the user profile settings (transaction SU3) click on the “Parameters” tab and enter “CLASSIC_BAL_FIRE P” in the “Parameter ID” column, and enter “X” in the “Parameter Value” column.

If you want to view the prior year balances of these accounts when running the financial statement comparative reports, you will need to use the “rollup” method. For more information on this, go to SAPNote 893206.

I will be presenting the following sessions at the Financials 2013 conference. Hope to see you there:

Optimizing FI: Proven tips and techniques to better manage core financial accounting processes; Practical tips to maximize your existing CO solution and achieve more efficient managerial accounting; Streamline parallel valuation and actual costing with expert guidelines to exploit key material ledger functionality and; A step-by-step guide to reconciling CO-PA to the SAP General Ledger; What controllers and finance managers need to know to get better information from their SAP systems.

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