SAP Knowledge Base Article - Public

3037103 - Errors: Balance sheet account is not permitted with projects; Settlement results cannot be calculated. Assign a valid cost assignment.

Symptom

Errors in the expense report: Balance sheet account is not permitted with projects. Settlement results cannot be calculated. Assign a valid cost assignment.

In the Expense report ABC, the Cost Assignment is 100% to Project DEF, the Expense Type is GHI. (ABC is the Expense Report ID,DEF is the Project ID, GHI is the Expense Type)

Environment

SAP Business ByDesign

Reproducing the Issue

  1. Go to Travel and Expense work center.
  2. Go to Expense Reports view.
  3. Search Expense Report ABC .
  4. Click Edit.
  5. Go to tab Review.

You will see two errors: Balance sheet account is not permitted with projects. Settlement results cannot be calculated. Assign a valid cost assignment.

Cause

Expense report ABC on a project is assigned to expense type GHI. This expense report is a pre-payment to an employee assigned to the respective project. The expense type GHI is assigned to expense account XXXXXXXX. This account determination group is not an account determination group for procurement expense processes but for Other current assets. Therefore the selected account XXXXXXXX is not an expense account but an balance sheet account. As it is not allowed to make procurement to balance sheet accounts an error message appears when simulating the expense report release.

Resolution

You can check the Expense Account XXXXXXXX as below:

  1. Go to Business Configuration work center.
  2. Go to Overview View.
  3. Search and View Activity Expense Reporting - ZZZ(ZZZ stands for the Country).
  4. Click Edit Expense Type.
  5. Find Expense Type GHI.
  6. Go to tab Account Determination. You will see the Expense Account is XXXXXXXX.

You can check the Group of XXXXXXXX as below:

  1. Go to Business Configuration work center.
  2. Go to Overview View.
  3. Search and View Activity Charts of Accounts, Financial Reporting Structures, Account Determination.
  4. Click Edit Account Determination Groups.
  5. Expand General Ledger in the Ledgers.
  6. Select Groups for Other Current Assets, on the right side, you will see the Group ID is XXXXXXXX.

To solve this issue, you need to:

  1. Go to Business Configuration work center.
  2. Go to Overview View.
  3. Search and View Activity Charts of Accounts, Financial Reporting Structures, Account Determination.
  4. Click Edit Account Determination Groups.
  5. Expand Costs in the Ledgers.
  6. Select Groups for General Expenses for instance, on the right side, assign a COSEXP account YYYYYYYY.

Next,

  1. Go to Business Configuration work center.
  2. Go to Overview View.
  3. Search and View Activity Expense Reporting - ZZZ.
  4. Click Edit Expense Type.
  5. Create a new row for Expense Type GHI.
  6. Go to tab Account Determination.
  7. Assign COSEXP account YYYYYYYY in the Expense Account.

Now, you are able to post the expense report without errors.

Keywords

Balance sheet account is not permitted with projects. Settlement results cannot be calculated. Assign a valid cost assignment. 项目不允许资产负债表科目. 无法计算结算结果. 请分配有效的成本分配. 费用报销单. , KBA , SRD-FIN-ERM , Travel and Expense Management , Problem

Product

SAP Business ByDesign 1911