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SAP FI: Clear G/L Account

Clear G/L Account (F-03): 

"The following are differences between clearing accounts function and posting with a clearing transaction or posting with a payment:
• A document header don’t need to be entered
• You can only clear open items from one account
Clearing accounts function can be used to clear debits and credits that balance to zero (for example, invoices and payments that have already been entered).

Since internal transfer postings may have to be generated, a document type must be defined for clearing in customizing by selecting the activity Define Posting Keys for Clearing in the Implementation Guide for Accounts Receivable and Accounts Payable.

The Maintain Accounting Configuration: Clearing Procedures – List screen appears. Select the Transfer Posting with Clearing transaction. A detailed screen appears. For each account type, you can specify a default document type to be used for posting a clearing document (if this is required for the clearing transaction).

To clear a G/L account, proceed as following steps:
1. From the Accounts Receivable, Accounts Payable, or General Ledger menu, choose Account → Clear. Then the screen for entering header data is displayed.

2. Enter the account number in the Account field and if necessary, also enter a currency key for the clearing document in the Currency field. If you do not enter a currency key, the company code local currency is used. The company code and clearing date is proposed by the SAP system.

3. You have the option of searching for specific items for clearing. To do this, select a field (for example, Amount) and choose Enter. The next screen prompts you to specify which open items to select.

4. To display the open items for processing, choose Goto → Open items.

5. Process the open items as described in Open Item Processing.

6. Once the debits equal the credits, choose Account → Clear.
SAP system will assign the clearing date and clearing document number to each open item cleared. To check whether an open item has been cleared in the line item display (FBL3N transaction) or document display (FB03 transaction).

In the line item display, the last three digits of the clearing document number are displayed if you choose the standard line layout variant."

Source: http://www.sap-exp.com/clear-gl-account-f03.html (off-line)


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