SAP Knowledge Base Article - Public

2117833 - Costs of Expense on a Customer Project Task Not Realised According to its Posting Date

Symptom

You have created a customer sales project XYZ from sales order ABC with sales order item ABC-DD.

For the sales order item there is no accrual method maintained. All incurred costs and revenues are therefore to be realised according to their incurrence date.

You assigned services and employees to project task XYZ-XX.

The employees confirm time on project task XYZ-XX for period AAA.YYYY. You expect that the confirmed times are also realised in period AAA.YYYY.

When you check the Sales Documents - Line Items report you notice instead, that the incurred costs have been realised in a later period BBB.YYYY.

 

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 one employee time calendar move the two characteristics Associated Source Document Type and Associated Source Document ID to the top row.
  5. Now you can see that the Internal Service Confirmation was posted in period AAA.YYYY whereas the Expense Assignement to Sales Documents was posted in period BBB.YYYY.

Cause

In this case the Sales Order Item posting date has been set to a date in period BBB.YYYY before the sales order was released. 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 the sales order item is later than the posting date of the service confirmation then the posting date of the sales order item is used. Therefore the expense stays deferred in period AAA.YYYY and only gets realized in period BBB.YYYY. The proposed posting date of the CPEL will, however, be the earlier posting date of the service confirmation in period AAA.YYYY.

And vice versa: If the posting date of the service confirmation is after the posting date of the sales order item then the posting date of the service confirmation is used.

Resolution

In order to post the CPELs according to the posting date of the service confirmations in period AAA.YYYY you can reverse and repost the documents as the CPELs' proposed posting date is the posting date of the expense 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.

*This approach, however, is not possible, if you have created the Sales order item after the expense was created. The posting date of the sales order item in period BBB.YYYY will then be the proposed posting date of the CPEL. In this case you need to:

  1. Correct the posting date of the respective Sales order item.
  2. Cancel the expense, here, the time recording (or external service confirmation or supplier invoice).
  3. Recreate the expence.
  4. Only then a new CPEL is being generated with the correct posting date in period AAA.YYYY.

If you are not able to repost the expense then the only way to correct the issue is be 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 remove the costs in period BBB.YYYY and to create them in period AAA.YYYY.

Keywords

CPEL, Customer Project, Revenue Recogniton, Posting Date, Sales Order, Sales Order Item , KBA , SRD-CC , Cross Components , How To

Product

SAP Business ByDesign 1711 ; SAP Business ByDesign 1802