waht is the use of validation and substitutions, what is the
difference between validation and substitutions? where did u
use validation and substitutions in real time(any person
tell answer only real time not book thiry)how to configure?
- 4 Answers
- 20651 Views
- HCL, I also Faced
- E-Mail Answers
Answer Posted / 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
| Is This Answer Correct ? | 8 Yes | 0 No |
Post New Answer View All Answers
How many dunning levels can be defined? : fi- accounts receivable
Is there any additional configuration required for account-based profitability analysis as compared to costing based profitability analysis?
What are the important global settings for a company code?
Hi Can any one Tell me in Detail from Starting Like i have finished the FI Part,now Soon after this How am i going to start the CO Part from where to where & how to link(Just give T.Codes i will understand) and when to Finish. Thanks in Advance.
Explain what is recurring entries and why are they used?
What is open line item management?
Hi friends, As we all know (Net Present Value)The Currency value decrease every year.How to assign the net present value in asset accounting. If we use that concept say for ex. the asset value is for 10 years.if we use NPV method the asset the asset life willbe less than that na.How to use that? Ram.
What are the options in sap for fiscal years?
Explain managerial closing. : fi- general ledger accounting
What precautions should you take while defining a shortened fiscal year?
How Business Process are in sap
Define cost center accounting (co-om-cca)? : co- cost center accounting
What do you mean by the depreciation?
Hi, Can anybody will assist me on describing the benefit of CO-PA. Is this can be used for budgetory control? What are the best tool for controlling online Budget in SAP? kesdec21@gmail.com
What are the other modules to which 'financial accounting' is integrated?
