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Master Data Validation

The following checks are carried out on the uploaded request data prior to submission of the request.
Note that these checks are designed to get a first-level view of errors. The full detailed check of all data is performed during the simulation.

Since 6.45.0.0

“File-check-at-post” can be activated so that the file is checked again at the time of final posting. This should recheck the master data in case anything has changed between the initial submission and final approval (which could be a number of days).

Basic checks

All date fields are checked for validity (header and lineitem)

All number and currency amount fields are checked for validity (header and lineitem)

Master data checks

1) Header fields

  • Transaction code is checked for support of the Promenta solution
  • Company code [BUKRS] is checked for existence
  • Document type [BLART] is checked for existence
  • Header document currency [WAERS] is checked for existence
  • Reversal date (transaction FBD1) is checked to be later than posting date
  • Reversal reason (STGRD) is checked for existence if transaction FBD1 used

2) Lineitem checks

  • Company code for cross-company postings is checked for existence
  • Posting key [BSCHL] is checked for existence
  • Tax code [MWSKZ] is checked for existence. Country derived from Company code.
  • GL account [HKONT] is checked for existence
  • Assets [ANLN1, ANLN2] are checked for existence
  • Vendors [LIFNR] are checked for existence
  • Customers [KUNNR] are checked for existence
  • Cost Centre [KOSTL] is checked for existence in Controlling area. Controlling area derived from company code.
  • Cost Centre ][KOSTL] checked for block (Actual primary costs) [Since SP22-1]
  • Profit Centre [PRCTR] is checked for existence in Controlling area. Controlling area derived from company code.
  • Profit Centre [PRCTR] is checked for block [Since SP22-1]
  • WBS element [PROJK] is checked for existence
  • Special GL indicator is checked for existence
  • SAP coding block (COBL) check –> see section below
  • SAP Validation checks (GGB0) –> see section below
  • SAP field status checks –> see section below
  • SAP IO Budget checks –> see section below

3) Overall checks

  • Balance check to ensure that each document is in balance 
  • Multiple-document checks (see section below)

Additional SAP data checks

SAP Coding block (COBL)

Available since version 6.44.3.0

The SAP Coding block screen (the screen that holds fields such as cost centre, profit centre etc) at the line item level as additional checks. This check is optional and must be switched on in configuration.

SAP Validation (GGB0)

Available since version 6.44.3.0

Promenta can call the SAP Validation rules (transaction GGB0) that are configured. These are the line item checks configured in “Finance Accounting –> Line item”

Note that Promenta may be running under a service user rather than the “real” user. Hence if you have set up Sets consisting of user names then these sets may need to be updated to avoid validation errors.

SAP Budget (IO) check

Available since version 6.45.0.0

Promenta can check the whole document being submitted and check against the available budget for Internal Orders. This check will process all documents in the case of multiple documents in a single request and check against the available budget. If the budgets are exceeded an error will be shown and the submission prevented.

The check will consider either overall or annual budgets depending on the configuration of the IO budget type.

The check will consider the Tolerance percentages configured against the budget profile. 

The check will consider only Controlling Area currency for currency conversion.

If the file-check-at-post check is activated the budgets will also be checked again at final approval and posting times. This avoids the issue of the budget not being exceeded at submission time but then being consumed by other postings so that by the time final approval is about to happen the budget is then exceeded.

SAP Field Status checks

Available since version 6.46.0.0

This check will be performed against the SAP field status configuration  (Transaction OBC4 ) and will raise errors or warnings if a field is required and not supplied. 

Note that your own detailed configuration, user exits and other enhancements can mean that this configuration is overridden. To avoid a “false positive” the check will return warnings rather than errors that can be ignored. However the subsequent posting will still raise errors as required.

Custom checks

Promenta Use Only

Custom checks are also possible via plugin framework (Header method UEXIT_FM_CHECK_HDR , Lineitems UEXIT_FM_CHECK_LINE )

Multiple Documents – Additional checks

Since SP27-2 uploaded journals can contain more than one journal entry (ie multiple documents) – however they all follow a single workflow approval path.

When the system detects there are multiple documents then additional checks are carried out :

  • All documents must have the same transaction code [Mandatory]
  • All documents must have the same currency [Optional – can be deactivated]
  • All documents must have the same document type [Optional – can be deactivated]
  • All documents must have the same header company code [Optional – can be deactivated]

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