An overview of the month-end closing procedure of Accounting as a Service with the provision of all relevent general ledger information.
The accounting module follows a monthly rhythm when dealing with bookings periods. Therefore, at the end of each month, the related period will be closed, and the general ledger balance will be shared with you in order to be imported on your end.
The data is aggregated on company code, country and tax code. Optionally, it can be enriched with customer specific “alternative account numbers” (which will allow the Accounting as a Service chart of accounts to be mapped to the merchant's chart of accounts) and transferred from Accounting as a Service to the general ledger of the client on a monthly basis. The file contains general ledger balances of the reporting period of the accounting plan.
The data will be provided in XML, CSV, XLS or iDOC format. If you are using a SAP GL for your internal (GL) accounting purposes, iDOC might be the easiest way to automatically import files into your system.
In order to handle the data transfer of the general ledger information, the accounting module offers the following format and data transfer handling options:
The general ledger information that will be provided to you contains the data of the previous booking period (month). The selection of which method to be used for the monthly data provision as well as the selection of the format is part of the technical application.
When using this transfer option, you will provide be provided with dedicated sFTP credentials to the sFTP server of Accounting as a Service as part of the onboarding process.
Once the booking period of the previous month has been closed and the month end report has been generated, the file will be saved by the accounting module on the sFTP server, where it can be downloaded by you at any time. When picking up the file, you can delete the file afterwards. Otherwise, it will be deleted automatically after 30 days.
Based on your configuration, the file format will be one of the following formats:
Format | Sample | Designed for |
---|---|---|
iDOC | idoc-sample.htm | automated import in SAP G/L |
XML | xml-sample.xml | automated import in other G/L systems |
CSV | csv-sample.csv | automated import in other G/L systems |
XLS | xls-sample.xlsx | manual import in any system |
When working with the files, be aware of the following field names and their explanation.
An overview of the field names of the header.
Field name | Description |
---|---|
BUKRS | Company code for which the report is created |
BELNR | Accounting document number |
GJAHR | Fiscal year |
BLART | Document type |
BLDAT | Document date in document |
BUDAT | Posting date in the document |
MONAT | Fiscal period |
WWERT | Translation date |
USNAM | Username (creator of document) |
TCODE | Transaction code |
XBLNR | Reference document number |
BKTXT | Document header text |
WAERS | Currency key |
GLVOR | Business transaction |
AWTYP | Reference procedure |
AWSYS | Reference document number |
BUKRS_SND | Company code |
NUMPG | Number of pages |
STJAH | Fiscal year of reversal document |
RESERVE | - |
XBLNR_LONG | Reference document number (for dependencies, see long text |
VATDATE | Tax reporting date |
An overview of the field names for normal entries.
Field name | Description |
---|---|
BUZEI | Number of line item within accounting document |
AUGDT | Clearing date |
AUGCP | Clearing entry date |
BSCHL | Posting key |
KOART | Account type |
SHKZG | Debit/credit indicator |
DMBTR | Amount in local currency |
DMBE2 | Amount in second local currency or group currency |
DMBE3 | Amount in third local currency or first freely-def. currency |
WRBTR | Amount in document currency |
KZBTR | Original reduction amount in local currency |
PSWBT | Amount for updating in general ledger |
HWBAS | Tax base amount in local currency |
FWBAS | Tax base amount in document currency |
VALUT | Value date |
ZUONR | Assignment number |
SGTXT | Account name in general ledger |
VORGN | Transaction type for general ledger |
FDTAG | Planning date |
TXGRP | Group indicator for tax line items |
KOSTL | Cost center |
POSN2 | Sales document item |
BZDAT | Asset value date |
PERNR | Personnel number |
HKONT | General ledger account number |
ABPER | Settlement period |
MENGE | Quantity |
ERFMG | Quantity in unit of entry |
BPMNG | Quantity in unit of entry |
EBELP | Item number of purchasing document |
ZEKKN | Sequential number of account assignment |
BUALT | Amount posted in alternative price control |
DABRZ | Reference date for settlement |
AUFPL | Task list number for operations in order |
APLZL | General counter for order |
PROJK | Work breakdown structure element (WBS element) |
PAOBJNR | Profitability segment number (CO-PA) |
KBLPOS | Earmarked funds: document item |
OBZEI | Number of line item in original document |
TXDAT | Date for defining tax rates |
GBETR | Hedged amount in foreign currency |
TAXPS | Tax document item number |
MWSKZ | Tax on sales/purchases code |
KBLPOS | Earmarked funds: document item |
When working with the files, be aware of the following field names and their explanation.
Field name | Description |
---|---|
Company Code | Company code for which the report is created |
G/L Account | Accounting as a Service internal account number of the G/L account |
Alternative Account No. | If you provide your own chart of accounts, we will map the internal to your account numbers |
G/L Acct Long Text | Name of the G/L account in Accounting as a Service |
Currency | Currency of report |
Tax Code | Tax information of the values provided (for example for Germany) A1 = normal tax (output tax) A2 = reduced tax (output tax) A0 = tax free (output tax) V1 = normal tax (input tax) V2 = reduced tax (input tax) V0 = tax free (input tax) EMPTY = not relevant for taxes |
Balance Carryforward | Balance taken over from previous fiscal year |
Balance of Prior Period | Balance taken over from previous period |
Debit Balance of Reporting Period | Sum of all bookings in debit of reporting period |
Credit Balance Reporting Period | Sum of all bookings in credit of reporting period |
Balance of Reporting Period | Difference between debit and credit bookings of reporting period |
Accumulated Balance | New balance at the end of the period |