Using Order reason in the SO to determine different GL account

[ngdms_ngdms]

Dear Experts,

I kindly request your help here.

There are 2 Sales Document types. AB and CD.

For these 2 document types, there are 3 different Order reasons (Z1, Z2 and Z3 for eg) that can be selected.

For each order reason selected, a different GL account should be determined for that particular order.

For eg:

Z1 order reason = GL determined is 10211

If each of this order reason is selected, for eg Z1,  for the above mentioned Document types (AB or CD), particular GL account should be determined ((Z1 - 10211 GL account).

How to achieve this?

[VeselinaPeykova · Accepted solution]

This seems to be possible by creating additional tables for access for revenue account determination and assigning them to the access sequence that you use.

However, order reasons are intended to be used mainly for reporting purposes. With such setup you would allow the users who are responsible for order creation to manipulate directly the accounting postings, which may not be acceptable.

Please double-check with the FI department and with internal audit the outcome of such approach.

It is technically possible to restrict the access to certain order reasons for manual usage and set them based on certain preconditions with an additional development. This could minimize the risks of misusage, but still has to be approved by the responsible persons.

[ngdms_ngdms · Accepted solution]

Thank you Veslina. That is so true. To control it technically would require permissions from the people responsible and also add it to the task of the users creating the order.

We are trying to automate the determination of GL at the selection of the order reason in the sales order. So process wise it would remain the same but the postings would happen on the basis of the order reason selected.

[VeselinaPeykova · Accepted solution]

Please explain the business process.

Is there no other criteria that you could use for account determination - something that could not be so easily changed after order creation?

Considering the risks and additional costs with this solution, probably it would be good to explore also other alternatives.

Such approach (influencing accounting postings based on order reason) would shift some of the responsibility for correct postings from the billing clerks to order entry, which is a serious change. Usually order entry clerks/or sales representatives are not expected to have deep knowledge in finance and billing clerks are not authorized to modify sales orders because of seggregation of duties, so in case of mistakes (and there will be such mistakes when the users select these order reasons manually) the problem resolution would be difficult for the business.

Regarding the customizing involved - it is almost identical to how you add fields and maintain condition tables+access sequences for pricing. There are even some step-by-step guides with screenshots in the web which could help you.

[phanikumar_v3 · Accepted solution]

We are trying to automate the determination of GL at the selection of the order reason in the sales order. So process wise it would remain the same but the postings would happen on the basis of the order reason selected. 

Sales Order level-Hitting the GL..Can you please confirm this & Process followed??

Phanikumar

[Former Member]

Hi,

Did you try the "Assign cost center" option in Basic Functions under Account Assignment/Costing.

We had a similar requirement and we used the above configuration to map cost center to sales area and order reason combination.

Regards

Madhu

[phanikumar_v3]

Please be cautious with this development..

In standard system-Order reason will not be in display mode even proceeding documents exists--so once after delivery/bill creations still the user can change order reason(try with two line items in a single sales order-where the first line item completed up to billing)

You need to Use another field modification exit at sales order for this to make it disable when following document with category J/M exists-(you need to incorporate this logic into this exit)

Note: If proceeding documents created-later cancelled-this also need to be taken into your logic here.

Phanikumar

[Lakshmipathi]

In VKOA assignment, add the Order Reason as one of the combinations field and assign the required G/L Account.

G. Lakshmipathi

[ngdms_ngdms]

Hi Lakshmipathi. Could you elaborate more on this please?