BAPIs for Data Transfer to Accounting
IDoc Interfaces for Data Transfer to the RW Interface
IDoc Interface: Inventory Management to Accounting
IDoc Interface: Billing to Accounting
IDoc Interface: Invoice Receipt to Accounting
Displaying IDoc Type and Segment Documentation
See also:
Use
The RW interface (RWIN) is the central interface for transferring postings from other application components in the SAP R/3 System to Accounting. The RW interface controls updates of actual data in Accounting and carries out checks from the Accounting standpoint.
Actual data relevant to Accounting from other SAP R/3 application components first transfers to the RW interface. The interface then sends the data to the appropriate Accounting application component (such as Asset Management, Financial Accounting, Cost Center Accounting, Profit Center Accounting, Profitability Analysis, and so on).
Billing data from the Sales and Distribution (SD) application component transfers to the RW interface. The interface then creates the relevant Accounting documents (CO document, FI document, and so on).
Beginning with Release 4.0A, you can use Business Application Programming Interfaces (BAPIs) to transfer postings from other application components to Accounting. A BAPI is a standard interface that facilitates the integration of the SAP R/3 System with the processes and data of other business application systems.
For more information about BAPIs, see the R/3 Library BAPI Introduction and Overview documentation (under Cross Application ® BAPI Introduction).
Features
The BAPIs transfer actual data to Accounting via the RW interface. You can use the following methods (BAPIs) to transfer data from specific business transactions to Accounting:
AccountingGoodsMovement.Post
Goods movements result from transactions in the Production (PP) and Sales and Distribution (SD) application components, or from inventory postings. In Logistics, they lead to adjustments in warehouse stock in the Inventory Management (MM-IM) application component. This also results in a posting to Accounting. Therefore, Accounting receives the corresponding data from Logistics.
Consumption of raw materials results in an inventory change posted to Inventory Management. The posting also transfers to Accounting.
The above check method checks whether the accounting-relevant data of the goods movement can be posted in Accounting.
The above post method posts the accounting-relevant data of the goods movement in Accounting.
AccountingBilling.Post
Billing transactions in the Sales and Distribution (SD) application component result in billing data being sent to Accounting.
Goods sold on credit result in revenues, which are posted to billing and then transferred to Accounting.
The above check method checks whether the accounting-relevant data of the billing can be posted in Accounting.
The above post method posts the accounting-relevant data of the billing in Accounting.
Posted revenues and sales deductions update to the Profitability Analysis (CO-PA) application component.
AccountingInvoiceReceipt.Post
The SAP R/3 Accounting components can accept data from invoice receipts posted in logistic systems.
Raw materials are sold on credit and the invoice receipt is posted in a logistic system. The RW interface transfers the relevant data to the Accounting application components.
The above check method checks whether the accounting-relevant data of the invoice receipt can be posted in Accounting.
The above post method posts the accounting-relevant data of the invoice receipt in Accounting.
AccountingPurchaseRequisition.Post
A purchase requisition created in Logistics represents a formal request to Purchasing to supply a specific quantity of material or perform a specific service at a specific date.
The expected costs from the purchase requisition have to be transferred to Accounting as purchase requisition commitments.
The purchase requisition commitments can update to the following components in Accounting:
The above check method checks whether the accounting-relevant data of the purchase requisition can be posted in Accounting.
The above post method posts the accounting-relevant data of the purchase requisition in Accounting.
AccountingPurchaseOrder.Post
A purchase order created in Logistics represents a formal request from a purchasing organization to a vendor to supply a specific quantity of material or perform a specific service at a specific date.
When a purchase order is made for a material that is consumed immediately (that is, the material is not taken into stock), the expected costs have to be transferred to Accounting as purchase order commitments.
The purchase order commitments can update to the following components in Accounting:
The above check method checks whether the accounting-relevant data of the purchase order can be posted in Accounting.
The above post method posts the accounting-relevant data of the purchase order in Accounting.
AccountingEmployeeExpenses.Post
G/L account postings made in payroll and trip costs accounting update to Accounting. Examples of such G/L account postings include:
In this scenario, Accounting does not use accounts receivable or accounts payable accounting.
The above check method checks whether the G/L account postings made in payroll and trip costs accounting can be posted in Accounting.
The above post method posts the G/L account postings made in payroll and trip costs accounting in Accounting.
AccountingEmployeeReceivables.Post
Accounts receivable postings made in payroll accounting update to Accounting. Examples of such postings include:
The above check method checks whether the accounts receivable postings made in payroll accounting can be posted in Accounting.
The above post method posts the accounts receivable postings made in payroll accounting in Accounting. The general ledger is also updated.
AccountingEmployeePayables.Post
Accounts payable postings made in payroll and trip costs accounting update to Accounting. Examples of such postings include:
The above check method checks whether the accounts payable postings made in payroll and trip costs accounting can be posted in Accounting.
The above post method posts the accounts payable postings made in payroll and trip costs accounting in Accounting. The general ledger is also updated
RW Interface in the SAP R/3 System
The RW interface (RWIN) is the central interface for transferring postings from other application components in the SAP R/3 System to Accounting. The RW interface controls updates of actual data in Accounting and carries out checks from the Accounting standpoint.
Actual data relevant to Accounting from other SAP R/3 application components first transfers to the RW interface. The interface then sends the data to the appropriate Accounting application component (such as Asset Management, Financial Accounting, Cost Center Accounting, Profit Center Accounting, Profitability Analysis, and so on).
Billing data from the Sales and Distribution (SD) application component transfers to the RW interface. The interface creates the relevant Accounting documents (CO document, FI document, and so on).
IDoc Interfaces to Other SAP R/3 Systems
If you use distributed systems (Application Link Enabling = ALE), the RW interface takes all actual data relevant to Accounting from other SAP R/3 Systems, but not data from the Accounting application components of the other SAP R/3 Systems.
Billing data from the Sales and Distribution (SD) application component in another SAP R/3 System transfers to the RW interface.
IDoc Interfaces to External Systems
The RW interface uses an intermediate document (IDoc) interface, which supports transfers of business transaction-based data from external systems to Accounting application components in the SAP R/3 System.
The IDoc interface for the RW interface can transfer data from the following business transactions:
Billing data can update to the Profitability Analysis (CO-PA) application component.
The IDoc interface fulfills the Open Application Group (OAG) communication structure for the following Business Object Documents (BODs):
Communication between logistics and accounting systems
Transfer of a billing document from an external system. Along with billing information, the IDoc includes segments with characteristics and value fields for Profitability Analysis.
Transfer of an invoice receipt from an external system or transfer of an invoice receipt to an external system
Confirmation of the successful processing of a received Business Object Document or sending of error messages
The IDocs for the business transactions can be provided with data through the BODs.
The data, once prepared for the RW interface, generally results in general ledger (G/L) postings and postings in the subsidiary ledgers for customers and vendors in the Financial Accounting (FI) application component. The integration of the SAP R/3 System ensures that other Accounting components have access to this data.
The IDoc serves as the source document for all other documents created in the SAP R/3 System. The connection between the IDoc and the follow-on documents is the document number in the external system or in the other, distributed, SAP R/3 System. You can also display the IDoc from the line item display.
Data Transfer to the RW Interface
The following graphic illustrates the data transfer to the RW interface in the SAP R/3 System.
Outbound System
The outbound system (either an external system or another SAP R/3 System) writes documents on the basis of business transactions made. The data transfers to the IDoc interface of the outbound system, whereupon the outbound IDoc moves to the BOD structure.
Inbound System
The inbound system (an SAP R/3 System) also possesses an IDoc interface. Inbound IDocs are provided with data through the BODs.
The following table shows the IDocs and message types that exist in the SAP R/3 System.
Business transaction | IDoc | Message type |
Goods movement | ACPJOU01 | ACPJMM |
Billing | ACLREC01 | ACLREC |
Invoice receipt | ACLPAY01 | ACLPAY |
The individual business transactions have the following check modules, which verify the corresponding coding block. These check modules belong to function group ACC3.
Business transaction | Check module |
Goods movement | ACC_CODINGBLOCK_CHECK_PJMM |
Billing | ACC_CODINGBLOCK_CHECK_LREC |
Invoice receipt | ACC_CODINGBLOCK_CHECK_LPAY |
An IDoc contains the mandatory and optional fields for the BODs along with SAP-specific fields, which are all optional fields. If, during data transfer via the IDoc interface, only mandatory fields are filled, the SAP R/3 System functions cannot be used to their maximum capacity.
The data is transferred to one of the following function modules (FM) according to the business transaction:
The function modules prepare the data for the RW interface and create the appropriate RW document. When preparing the IDocs, the function modules also check whether all mandatory fields are filled and convert ISO-normed units of measure, currencies, and currency units, as well as other fields, into SAP standard fields.
The RW interface function modules include customer functions for modifying a line before it is included in the RW document (for example, to insert additional data).
If no errors occur when the function modules process the data, it is transferred to the RW interface for further processing.
Errors during data processing in the function module result in status messages documented by the IDocs and their inclusion in an error log. The outbound system can receive a response IDoc (a confirm) informing of error messages or of the successful completion of the IDoc processing. The response IDoc transfers via the IDoc interface of the SAP R/3 System to the outbound system and can be converted into a BOD.
The following errors can occur during IDoc processing:
Preconditions and Requirements
Synchronisation of the outbound and inbound systems is mandatory; the same account assignment objects must exist in both systems during the data transfer.
In the inbound system, ensure before data transfer that the required account assignment objects exist. During the transfer, the RW interface checks whether the account assignment objects used in the IDoc actually exist.
Limitations in Comparison with an Integrated System
You cannot make real reverse postings, which only use the document number to be reversed. The document number, however, can be given to the inbound system as part of a reverse posting. The number updates to the individual SAP R/3 application components together with the document. The document to be deleted is thereby flagged.
IDoc Structure
For more information about the structure of IDocs and their documentation, proceed as described in Displaying IDoc Type and Segment Documentation.
Goods movements result from transactions in the Production (PP) and Sales and Distribution (SD) application components, or from inventory postings. In Logistics, they lead to adjustments in warehouse stock in the Inventory Management (MM-IM) application component. This also results in a posting to Accounting. Therefore, Accounting receives the corresponding data from Logistics. Consumption of raw materials results in an inventory change posted to Inventory Management. The posting transfers to Accounting. 400000 Raw Material Consumption to 300000 Raw Materials $ 40000 The posting updates to Controlling (CO).
Data Transfer from Inventory Management in an External System
The SAP R/3 Accounting components can accept data from goods movements posted in external logistic systems. The inbound IDoc ACPJOU01 from the RW interface is used for this purpose (refer to IDoc Interfaces for Data Transfer to the RW Interface).
Communication with ALE
If you use distributed systems (Application Link Enabling = ALE), the inbound IDoc for goods movements in Accounting communicates with the outbound IDoc for Inventory Management in the SAP R/3 System.
Data Transfer to Accounting in an External System
To transfer goods movement data from the SAP R/3 System to the Accounting components in an external system, you use outbound IDoc ACPJOU01 for Inventory Management (MM-IM).
Data Transfer to Accounting
Each goods movement in the Logistics components of the SAP R/3 System transfers data to outbound IDoc ACPJOU01, depending on the Customizing settings.
First, function module IDOC-OUTPUT_CHECK conducts general data consistency checks. Then, function module IDOC_OUTPUT_ACPJOU_PROJECT projects the RW document onto an IDoc-specific internal structure and converts quantities and currencies to the ISO standard. Finally, processing branches to function module IDOC_OUTPUT_ACPJOU_POST, where the initial field values of NUMC reset to SPACE and those fields change for which defined conversions exist in the user interface.
A customer function is provided for the IDoc header and items. An IDoc extension fills several segments with additional lines. However, you cannot change the existing data in the IDoc, that is, you cannot modify existing lines.
If errors appear in Accounting during processing, corresponding messages appear and are registered in Logistics. Confirmation of IDoc processing from Accounting is supported by IDoc ACCONF01.
BODs
IDoc ACPJOU01 fulfills the Open Application Group (OAG) communication structure for the Business Object Documents (BODs) Post Journal (goods movement) and Confirm for the communication between the logistics and accounting systems.
Preconditions and Requirements
Synchronisation of the outbound and inbound systems is mandatory; the same account assignment objects must exist in both systems during the data transfer.
The outbound system does not check whether the account assignment objects exist in the inbound system. Before data transfer, you should ensure that the required account assignment objects exist.
Structure of Idoc ACPJOU01
For more information about the structure of ACPJOU01 and its documentation, proceed as described Displaying IDoc Type and Segment Documentation.
Billing transactions in the Sales and Distribution (SD) application component result in billing data being sent to Accounting. Goods sold on credit result in revenues, which are posted to billing and transferred to Accounting. 140000 Customer Receivables to 800000 Revenue $100,000 140000 Customer Receivables to 175000 Output Tax $15,000 889000 Sales Deduction to 140000 Customer Receivables $6000 175000 Output Tax to 140000 Customer Receivables $900 Posted revenues and sales deductions update to the Profitability Analysis (CO-PA) application component.
Data Transfer from Billing in an External System
The SAP R/3 Accounting components can accept data from billing transactions made in external sales and distribution systems. The inbound IDoc ACLREC01 from the RW interface is used for this purpose (refer to IDoc Interfaces for Data Transfer to the RW Interface).
You can update billing data to the Profitability Analysis (CO-PA) application component. For more information, see the IDoc Interface Between an External Billing System and Accounting with Update in Profitability Analysis documentation in the R/3 Library (under Controlling ® Profitablility Analysis ® Actual Postings).
BODs
IDoc ACLREC01 fulfills the Open Application Group (OAG) communication structure for the Business Object Documents (BODs) Load Receivable (billing) and Confirm for the transfer of a billing document from an external system. The inbound IDoc in Accounting can be provided with data through the BODs.
Preconditions and Requirements
Synchronisation of the outbound and inbound systems is mandatory; the same account assignment objects must exist in both systems during the data transfer.
Structure of IDoc ACLREC01
For more information about the structure of ACLREC01 and its documentation, proceed as described in Displaying IDoc Type and Segment Documentation.
Data Transfer from Logistics in an External System
The SAP R/3 Accounting components can accept data from invoice receipts posted in external logistic systems. The inbound IDoc ACLPAY01 from the RW interface is used for this purpose (refer to IDoc Interfaces for Data Transfer to the RW Interface).
Raw materials are sold on credit and the invoice receipt is posted in an external logistic system. The RW interface transfers the accounting-relevant data to the Accounting application components.
400100 Raw Material Purchase to 160000 Vendor Payables $100,000
154000 Input Tax to 160000 Vendor Payables $15,000
Data Transfer to Accounting in an External System
To transfer invoice receipt data from an SAP R/3 Logistics system to an external Accounting system, you use outbound IDoc ACLPAY01.
BODs
IDoc ACLPAY01 fulfills the Open Application Group (OAG) communication structure for the Business Object Documents (BODs) Load Payable (invoice receipt) and Confirm for the transfer of an invoice receipt to an accounting system.
Preconditions and Requirements
Synchronisation of the outbound and inbound systems is mandatory; the same account assignment objects must exist in both systems during the data transfer.
Structure of IDoc ACLPAY01
For more information about the structure of ACLPAY01 and its documentation, proceed as described in Displaying IDoc Type and Segment Documentation.
The description of the IDoc interfaces in this documentation does not include the IDoc segments or the fields making up the segments. This information is found in the SAP R/3 System in the tools for the IDoc documentation.
Procedure
The IDoc Type and EDI Basis screen appears.
The illustration includes:
You can reduce the display to the application view or the technical view using the corresponding functions:
You can print or save any screen display.
For more information about IDoc type documentation, see the R/3 Library under Cross Application ® The IDoc Interface for EDI ® Reference Manual ® Structure, Documentation and Development of IDoc Types.
