SAP Knowledge Base Article - Public

2117833 - Costs of Sales Not Realized According to Expense Posting Date

Symptom

  • You create a Customer Sales Project XYZ from Sales Order ABC (XYZ represents the project ID and ABC the Sales Order from which the project is created). 
  • You create an expense, such as an internal/external service confirmation, an expense report or a Supplier Invoice for customer sales project XYZ.
  • In Project Management you ensure that all expenses of project XYZ are assigned to Sales Order  item ABC-AA (ABC-AA represents an item of  Sales Order ABC).
  • You expect that the incurred expenses are realized in accounting period AAA.YYYY (AAA.YYYY represents an accounting period).
  • However, the Costs of Goods sold are not realized in period AAA.YYYY but in period BBB.YYYY (BBB.YYYY represents an accounting period after period AAA.YYYY). And the Revenue Recognition run reports the warning "Costs without assignment to a sales order exists for project ABC."

Environment

SAP Business ByDesign

Reproducing the Issue

  1. In the Cost and Revenue workcenter navigate to the Reports - List view.
  2. Open the Sales Documents - Line Items report and select the Sales Documents - Line Items view.
  3. Filter for project ABC and press Go.
  4. To easily view the business transactions belonging to the respective expenses move the two characteristics Associated Source Document Type and Associated Source Document ID to the top row.
  5. Now you can see that the expenses are posted in period AAA.YYYY whereas the Expense Assignments to Sales Documents, the so called Customer Project Expense Lists (CPELs) are posted in period BBB.YYYY.

Cause

The Posting Date of  Sales Order Item ABC-AA is maintained in period BBB.YYYY.

For the creation of the Customer Project Expense List (CPEL), meaning the Expense Assignment to Sales Document, the system uses the latest posting date of all involved transactions:

  • If the posting date of a sales order item is later (in period BBB.YYYY) than the posting date of a Sales Project Expense (in AAA.YYYY) then the posting date of the sales order item is derived as posting date of the Expense Assignment: As a result,  the expense stays deferred in period AAA.YYYY and only gets realized in period BBB.YYYY. * Note: The proposed posting date of the CPEL source document will, however, be the earlier posting date of the expense in period AAA.YYYY.
  • And vice versa: If the posting date of the expense is after the posting date of the sales order item then the posting date of the expense is used (as this posting date is the latest posting date of all involved transactions). 

Resolution

Only if you have created Sales Order ABC before Project XYZ and only if the CPEL was not reposted before and its Proposed Posting Date is still in period AAA.YYYY, it is possible to repost the expense assignment in period AAA.YYYY:

First you need to identify the CPELs that are to be reposted:

  1. In the Cost and Revenue workcenter navigate to the Reports - List view.
  2. Open the Sales Documents - Line Items report and select the Sales Documents - Line Items view.
  3. Filter for project ABC and press Go.
  4. Add the following characteristics to the Rows: Proposed Posting Date, Source Document Type, Source Document ID.
  5. Filter for Proposed Posting Date in period AAA.YYYY.
  6. In the Posting Date field filter for period BBB.YYYY.
  7. Filter for Customer Project Expense List in the Source Document Type field.
  8. Now you see the CPELs that have been posted in period BBB.YYYY which should have been posted in period AAA.YYYY.

Once you have identified all the CPELs that need to be reposted

  1. Navigate to the General Ledger workcenter and here to Closing Cockpit - Source Documents view.
  2. In the Show field select All Source Documents.
  3. Open the Advanced Search.
  4. In the Processing Status field select Finished.
  5. In the Related Source Document Type field select 555- Customer Expense List.
  6. To simplify the search even more you could filter for the Proposed Posting Date or period AAA.YYYY via the More Options function in the Proposed Posting Date field.
  7. Press Go.
  8. Select the first CPEL.
  9. Press Actions - View Business Transaction.
  10. In the new screen press Reverse and Repost to Another Period.
  11. In the little pop-up window the Alternate Posting Date field automatically displays the proposed posting date in period AAA.YYYY.
  12. Press OK.
  13. This will create a cancelation posting of the CPEL in period BBB.YYYY and a new posting in period AAA.YYYY.
  14. Now the expense as well as the expense assignment, the CPEL are posted in the same period AAA.YYYY.

*As mentioned, this approach, however, is not possible, if you have created the Sales order item after the expense was created or if the Proposed Posting Date of the CPEL already appears in period BBB.YYYY.

If the Proposed Posting date is set in period BBB.YYYY you either need to

  1. Correct the posting date of the respective Sales order item.
  2. Cancel the expense.
  3. Recreate the expence.
  4. Only then a new CPEL is being generated with the correct posting date in period AAA.YYYY.

Or, if you are not able to re-create the expense, then the only way to correct the postings, is by creating two journal entry vouchers of type 00088 - Manual Entry for Sales Documents with screen variant 633 - Man. Adjusting Entry for Sales Documents to manually

  1. remove the costs in period BBB.YYYY and
  2. to realize them in period AAA.YYYY.

Keywords

CPEL, Customer Project with Sales Integration, Revenue Recognition, Posting Date, Proposed Posting Sate, Sales Order Item, Supplier Invoice, Costs without assignment to a sales order exists , KBA , supplier invoice cpel posting , costs without assignment to sales order , project expense posting , SRD-FIN-COR , Cost & Revenue , How To

Product

SAP Business ByDesign all versions