Answer / geevidhyadhar

HI

Validation is a little trick ( rather a technique ) which
acts like a watchdog and ensures that incorrect data does
not get posted while posting a transaction. A validation is
a procedure which is on the look out for incorrect data; if
incorrect data is entered by the end-user during document
posting, the validation spews out an error message and
cautions the end-user. The severity of the message can be
mild which only warns but lets the end-user post the
document. On the other hand, a validation can be configured
to throw a serious error message and prevent incorrect posting.

A Validation is given a name and is assigned to a company
code. A validation may checks data
at document header level only (called as callup point 1) or
at line item level ( called as callup point 2) or
at the full document level ( call up point 3).

A given validation uses one of the above call up points.

A validation , at the minimum, contains three steps:

Step 1: a pre-requisite ( validation will happen if the
pre-requisite is met). If the pre-requisite is not met by
the document under posting, the system ignores the
validation technique and posts the document.

Step 2: If the pre-requisite is met a check is made for
compliance of an extra condition (over and above the
pre-requisite). If the condition is also complied with by
the document, then posting happens.

Step 3: On the other hand, if the check activity is not
complied with, then the system smells a rat and throws an
appropriate error/warning message ( depending on the
severity of error as configured by you ).

Let me give you an example of validation from daily life:

Pre Requisite: If You want to Go outside

Check : It is raining outside and you do not carry an umbrella

Your Mom delivers a Message:"Take an umbrella while going as
it is raining outside"

Let us test this procedure:

1. If you do not want to go outside, then the check as well
as the message are not required. Therefore validation does
not happen

2. If you want to go outside but it is not raining outside,
You do not need a warning message. Validation does not happen

3. If you want to go outside and it is raining outside and
you have an umbrella, then you do not need any warning
message. Therefore validation does not happen

4. If you want to go outside and it is raining outside and
you DO NOT HAVE AN UMBRELLA, then you are warned to take an
umbrella. Your Mom delivers a message "Take an Umbrella
while going outside since it is raining "

This is validation.

Substitution is also similar. There is no message. Instead
of your mom delivering a message, she thrusts an umbrella
into your hand. That is substitution.

This is what happens during document posting:

Your validation contains a pre-requisite, Check and Message.
Your substitution contains a check and substitution.

Got it now?

Answer / mahesh.vegenati

Validation and Substitution in SAP FICO



I. Introduction

The validation and substitution tools can be used to
validate and substitute data immediately upon entry.

For example:

1. During document entry only a valid combination of GL
account and business area needs to be entered. This can be
set as a validation in the system.

2. Providing the profit center contents using a certain
combinations of expense accounts, company code and business
partner. This can be set as a substitution in the system.

II. Definition and Execution of Validation and Substitution.

1. Validation- The validation function checks the
entered values and value intervals. When data are entered in
the system, the rule manager validates the data according to
the validation rules. Since data are validated before they
are actually posted, only validated data is accepted.

2. Substitution- In Substitution, the values entered
into the SAP system are validated according to a
prerequisite defined by the user. If the prerequisite is met
the system replaces the value entered with other values.

Validation and Substitution in the system is carried in the
following manner:

Application (Where?)  Callup point (When?)  Definition
(What?)  Allocation (Organizational Unit?)  Activation
(Active?)

Each of the above steps will be explained as below:



A). Decide upon the area of application - Application area
is where the validation or substitution rule is used.

The following application areas use validations and
substitutions:

FI financial accounting,

CO cost accounting,

AM asset accounting,

GL special purpose ledger,

CS consolidation,

PS project system,

RE real estate,

PC profit center accounting,

GA allocations.

Each application defines the structures available and
releases its fields for substitution.

B). Select the call up points u2013 These are specific
places in an application that specify the exact location
where a validation or substitution occurs.

Three call up points have been provided for FI

1. Document header - Validation and substitution at
document header level

2. Document line item - Validation and substitution at
document line item level

3. Complete document - Validation and substitution of the
whole document

C). Defining validation/substitution u2013 Using operands,
logical operators and comparison operators, the rules for
the prerequisites and checks can be defined.

D). Assignment and Activation u2013 You must assign your
validation and substitution to an appropriate organization
unit (e.g. company code for FI).A validation/substitution
can be valid for several company codes at the same time.

Furthermore the validation/substitution for the correct call
up point must be activated.

The following degrees of activation exist for the
organizational unit (e.g. company code) + call up point +
substitution (or validation) combination:



0 Inactive

1 Active for dialog and batch

2 Active except for batch input



III. Understanding validation and substitution in FICO using
illustrations

A). Validation in accounting documents

IMG Path- SAP Reference IMG* Financial Accounting * General
Ledger Accounting * Business Transaction * GL account
posting * Carry out and check document setting* Validation
in accounting document

Transaction: OB28

Case:

Management has decided that car rent paid shall not exceed
10000 USD per document.

Hence the company has decided that maximum line item amount
for Car Rent GL a/c will be less than USD 1000.

Validation rule for this will be set at the line item level
as follows:

1. Using transaction OB28, go to u201CChange view
validation of accounting documentsu201D



Select the company code in which validation rule is to be
set or if new company code is to be added then select the
u201CNew Entryu201D tab.

2. Double click on the selected company code



3. Select the Call Up Point at which the validation is
to be set.

4. Since the rent expense amount should not exceed USD
1000, we will set the validation rule at the document line
item level.

5. Select the arrow for line item and select the
validation step relevant to your company code



6. Select the u201CInsert stepu201D tab for creation of
new validation rule. A new step 008 will get added up. Now
click on Prerequisite





7. As shown above there are three table structure given.

8. We have to select that table which contains the field
for which validation rule needs to be set.

We need GL account and amount field which are present in the
table structure BSEG.

9. Double click on BSEG and select the field.

Double click on the BSEG-HKONT field and then u201C=u201D
sign followed by clicking the constant and then enter the GL
A/c number therein.





10. Click on the u201CChecku201D tab and select the
WRBTR field with respect to line item amount in table BSEG
and then specify the condition u201CAmount<=10000



11. Now select the u201CMessageu201D and enter the
message which should be displayed in case the document
amount exceeds USD 1000.







Save the above created validation rule and post a document
with amount greater than amount USD1000.

An error message specified will be displayed because of the
validation defined.

In a similar way validation can be defined at Document
Header Level and at the overall document level.

B). Substitution in accounting documents

IMG Path: IMG* Financial Accounting * General Ledger
Accounting * Business Transactions * GL Account Posting *
Carry out and check document settings * Substitution in
Accounting Documents

Transaction: OBBH

Case: Accounting department wants that for a combination of
GL a/c 260671000 and transaction code FB60 (Vendor
Invoices), profit center should be 1241 only.

Hence using substitution profit center can be substituted
for the specified combination.















1. Using transaction OBBH, go to u201CSubstitution in
Accounting Documentsu201D





2. Select the company code in which validation rule is
to be set or if new company code is to be added then select
the u201CNew Entryu201D tab.

3. In general substitution rule is present at document
header, line item and at complete document level.

4. Since in this case the GL account and transaction
code combination is needed, hence we will select the line
item level and then select the down arrow for it.

5. User can create his own substitution or can add a
step in the already existing substitution.

6. Create a new substitution step by clicking on the
u201CInsert Tabu201D button.

7. Select the field to be substituted as shown below:





8. Give the description and select the table structure
from which the field needs to be specified in prerequisite.

9. Currently we need to specify GL account (BSEG-HKONT)
and transaction code (SYST-TCODE) and select the AND
operator since both the conditions are needed to be fulfilled.







10. Specify the profit center in the substitutions tab



11. Remember to activate by selecting u201C1u201D as
activation level.

12. Save the substitution rule and post an entry using
transaction FB60 and GL a/c 260671000, and the profit center
1241 will get automatically substituted.



IV. Conclusion

In this manner, validation and substitution rules can be set
up with respect to business transactional requirements.

Validation and substitution are useful in every aspect
whether it is GL accounting or cost accounting.

Business rules can be set up at line item level, header
level or at the whole of FI document level making it one of
the most useful tools with SAP consultants.







For more details send ur mail address



Regards,
Mahesh

Answer / chandu

validation means, system can identify any wrong transations
will post to the system and it will dispy the error which
we hav post wrongly.

substitution means, some time system automaticaly identify
wrng enrty and rectify wrong entry system it self.
ex: if we enterd posting date 01.04.2008 but posting period
we entered as 3rd month, then system automatically change
tht period in to 1 it self.

plz ignore wen i m wrng, send
right.....dearchandhu@gmail.com

Answer / aravind

We use Valuations and Substitutions in all FICO area:

Validation: Copmpany code 1000 only be allowed to post
to "abc" business area.
Subsitution: If you post a transaction to a Cost
Centre "111000" system will automatically populate the same
value in the relevent functional area based on the mapping
given between cost centres and functional areas.

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