Project creation

We can create project in SAP and assign activities to be completed in the project. We can specify
plan data of completion for each activity.

Only we can completed the activity the actual data update automatically.

At any point of time we can see what activities are pending

Path: spro-from the menu bar –select go to project management-select create project botten-

Project name (deba)-enter-title (deba FI project)

Under plan data start date and end date define.

Actual data start date & save.

Select scope tab –select specify project scope by making manual selection in reference IMG radio
button-select specify scope button-select in live we select require item.

We select here enterprise structure-financial accounting(new) folder-enter.

Select generate project IMG button –ignore themassage press-enter-select specify project scope by
choosing application component and countries radio button-select include all countries in project
scope radio button-select generate project IMG button-IGNORE THE MASSAGE –enter-save.

Select back buton 2 times-select add to work list button-select project (deba) check box –enter

Dubble click on project (debe)-selct enterprise structure folder-seect definition folder-selct financial
accounting folder –keep the crosser on define company.

Under plan data –start date1.4.2014-end date 1.45.2014.-save

Use /n in command field –enter.

Path: spro-doubbled click on project(deba)-select enterpros structure folder-select definition folder-

select financial accounting folder –define company-select IMG activity button-ignore the massege
enter.

Select new entries button-company (16)-company name(g) & give the address 7 save.-create the
request & save in the request.

Short description (customization for 16)-enter-save in the request.

Select back arrow 2 times –select memo tab (FI consultant on leave on 26.8.2017.-save.

Select general tab-under actual data start date-27.8.2017-status select 03(finished)-save.

The end date is appearing coming automatically.

To view project analysis.

Path: spro-from the menu bar select go to project analysis-project (deba)-select execute button.
Validation.

Validation means checking at the time of entry. It can check header level /line item level after
completing the document.

Company code: deba

Segment: HYD & BGL

Profit center: in hyd steel & cement , in bgl steel & cement.

Document type: steel-sa, steel 1-sc, cement-sb, cement 1-sd

No range: 01,03,02,04.

Issue.

if profit center steel accounted by mistake post with document type SB.

If profit center cement accounted by mistake post with document type SA.

If cement profit center accounted by mistake post with SA given error message stating that
document type SA to be used only by steel profit center.

If steel profit center accounted by mistake post withSB given error message stating that document
type SB to be used only by cement profit center.

Example.

As per income tax act, cash payment in excess of 10000 wil be create a validation rule cash above
10000 the five warning or error message.

Maintain validation. T.code-GGB0

Path : spro-financial accounting (new)-special purpose ledger-tools-maintain validation/substitution

rules-maintain validation.

Select financial accounting folder-select line item folder-select/create validation button –validation
name (deba)-description (profit center checking)-save.

Keep the crosor on (deba)-select step in menu bar –validation step description(steel profit center
checking)-save.

Keep the crosser on prerequisite-doublle click on accounting header-double click on document type-
select = button-select constant button-document type SA –enter .

Keep the crosser on check-double click on profit center-select = select constant-profit center (steel)-
enter.

Keep the crosser on message-select maintain message button-select next free number button-select
individual maintain button-give the description(document type SA to be used by steel profit center
only-save.
Select back button 2 times –message type-select E error-message no(035)(document type SA to be
used by steel profit center only)

If not there message no then go back & select change maintain & then change organisation & create
again.

After under message variables for (1) select (bkpf)-document type for (2) (bseg)-profit center-save.

Keep the crosser on (deba)-select step button-validation stpes description (cement profit center
checking)-save.

Keep the crosser(prerequisite)-double click on accounting document header-double click on

document type-select = select constraint button-document type SB-enter.

Keep the crosser on check-double click on (accounting document segment)-double click on( profit
center)-select = select constraint button-profit center (cement)-enter.

Keep the crosser on message-select maintain message button-select next free number –select
individual maintaining button-give the description(document type SA to be used by cement profit
center)-save.

Sele t back bitton 2 times-message type select E error-message no select 036.

Under message variable for 1 (bkpf) for 2 (bseg)-save.

Define validation for posting : T.code- OB28

Path : spro-financial accounting-financial accounting global setting-document-line item-define

validation for posting.

Select new entries button-company code(deba)-call up point select (0002)line item-validation select
(deba)-activation level select (1) active-save-save in (deba customization request).

Substitution :

Replace the field with some text/value. Also use for data takes over.

Maintain substitution: T .code GGB1

Path: spro-financial accounting(new)-special purpose ledger-tools-maintain validation-/substitution

rules-maintain substitution.

Select financial accounting folder-keep the crosser on line items-select substitution button-
substitution(deba)-description(text substitution)-save.

Keep crosser on (deba)-select step button-select table (bseg)-field(sgtxt)-text check box-enter-select

constraint value-enter-description(text substitution)-save.

Keep the crosser on prerequisite-double click an account document header-double click on company
code =select constraint button-company code(deba)-enter.

Keep the crosser on substitution –select constraint value(balance take over)-save.

 Define substitution in accounting document:T.code-OBBH

Path : spro-financial accounting-financial accounting global setting-document-line item-define

substitution in accounting document.

Select new entries button-company code(deba)-call up point select (2)line item-substitution(deba)-

activation level select (1) active-save-save in (deba customization request)-press enter to save.

Maintain fast entry screen for G/L account items:T.code-07E6

Keep the crosser on variant (sap01)-select copy button-to variant(deba)-enter-keep the crosser on
tax code ,business area ,cost center ,order ,company code, all delete for field button-select page
down button-double click on profit center-enter-save-create a request-press enter & save in work
bench request –keep the crosser on (deba)-select activate button.

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1. ERP Financials
2. …
3.  Special Purpose Ledger

Validation and Substitution

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 Created by Emily Ji, last modified by Former Member on Nov 13, 2017
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Difference between Validation and Substitution

Validation
-          validation will check values or value intervals entered by the user

-          built-in help: check function is available to ensure the validation is logically correct

-          output will be either a warning message (this message can be ignored) or an error message

Substitution
-          values or value intervals are validated according to certain conditions (prerequisits) defined

-          in case the conditition is met during the program run a replacement will happen

-          output will be a replacement of values or intervals

Steps of creating a validation / substitution:

1)      APPLICATION                                        where ?

2)      CALLUP-POINT                                      when ?

3)      DEFINITION                                            what and how ?

4)      RELATION                                              organizational unit

5)      ACTIVATION                                          active ?

First step is to define which application should use validation / substitution (where?) The following applications use the VSR-Tool and this makes
this tool a cross-application-tool:

-          AM    Asset Management          

-          CO    Controlling               

-          CS    EC-CS Consolidation       

-          FI      Financial accounting      

-          SL    Special Purpose Ledger    

-          LC    Consolidation             

-          PS    Project system            

-          RE    Real Estate

Second step is to define when exactly a validation / substitution is happening. In tr. GB31 you can check the combinations of Callup-Points and
Applications. Each combination builds a so-called Boolean-Class. In table GB31, you will also find the information, if substitutions or validations
are possible for a certain Boolean-Class. Some examples:

Appl. Callup Bool Val. Sub Descr.

.
 FI 1 8 x x Document Header

FI 2 9 x x Document Line

FI 3 15 x x Complete Document

Third step is the most complex: define the validation / substitution itself. (what to do and how to do)

Forth step to assign the validation /substition to an appropriate org unit e.g. company code.

Last step is to activate the program.

Validation
Many values that you enter into the SAP R/3 System e.g. in tr. fb60  are automatically checked against standard validation rules.

eg. document date, posting period opened, existing company code

These validations are R/3 checks not Customer defined. These are standardized, however, Customer specific validations cannot be standarized.
FI-SL*provides a wide range of solution approches to create customer validations. FI-SL validations allow you to create your own Boolean
statements without making any changes to the standard system.

Validation Structure
 
Each validation step consists of these 3 main points:
Callup points
Validation/substitution callup points are specific places in an application, which specify the exact location where a validation/substitution occurs.

At each callup point, the system can use information you have already entered (such as a user name, header information, and information
entered in previous callup points) to validate/substitute the values you enter at a callup point.

At callup point (1) only those fields above and the system fields can be used for validation.

Exception: Document number, Cross-CC no. are blank when they are created automatically by the system at the end of the process.

Boolean class
Boolean class is a technical term, which determines the fields that can be used in a validation/substitution/rule definition, as well as the message
class for validation messages  (see table GB31 and GB01).

GGB0: Define Validation

GGB4: Activate Validation

GCT9: Transport Validation

When defining a validation in tr. GGB0 the R/3 system generates coding according to validation definition.

Pools for generated Coding:

GBTccaa0                   Mainprogram             

GBTccaaD                   Validation                  

GBTccaaE                    Prerequisites             

GBTccaaF                    Checks          

cc =  encoded client (SE37: G_CLIENT_ENCODE, G_CLIENT_DECODE)

aa =  Application Area

Example:

As stated above the validation step consists of 3 points:

The validation ensures that postings only with Document type (Belegart) 'SA' can be performed in Company Code VATO. In case the Document
type is different an error message appears and no posting can be carried out.
 

In transaction FB01 the two different outcome of the validation can be realized
In case you would like to analyse it coding side:
You can use „=SHCE“ and „=SHCF“ in the command field while you are on the validation step:

The command will bring you to coding part of „Prerequisite“

The other command will bring you to coding part of „Check“

Breakpoints can be activatedhere and the debugging procedure can be started. However, R/3 system offers a trace function. You can use the
Extras => Switch on total trace function from the Menu. A tracing function allows to test a validation/substitution/rule definition during the posting
process. While posting a document, the system will call the validation/substitution/rule and display the rule contents, as well as how the data is
used for validation or substitution. This function allows you to diagnose possible errors in the validation/substitution/rule definition. Further
information can be found in KBA 1589540.

Substitution
A substitution is the checking process of entered values against a user-defined Boolean statement. If the statement is true, the system substitutes
specified values into the system. Important to mention that the system performs substitutions before validations so that substituted values can
also be validated.
Process of a Subtitution definition

Fields released for substitution

Tables GB01 and GB01C determine which fields can be used for a specific Boolean class. Table GB01 is a client-independent, control table
delivered with the SAP R/3 System and cannot be changed; table GB01C is client-dependent and is provided specifically for customer
configuration. Only fields having blank in field BEXCLUDE are substitutable. Nevertheless some critical fields may be overwritten by other
components after the substitution (for example: profit center field). Customer can modify, however, removing the BEXCLUDE-Flag in GB01 is
formally modification! note 42615

Create / Change Substitution

Pools for generated Coding

GBTccaa0 Mainprogram               (Enter „=SHC0“ in command field)

GBTccaaB Substitution               (Enter „=SHCD“ in command field)

GBTccaaC Prerequisites               (Enter „=SHCE“ in command field)

cc =  encoded client (SE37: G_CLIENT_ENCODE, G_CLIENT_DECODE

aa =  Application Area

 Example
A subsitution was created with the below settings: 

 In transaction FB01 the document header is empty:

After the posting process in the header, posting date is visible:

In transaction SE37 with the entering of Function Module G_VSR_SUBSTITUTION_CALL / G_VSR_MULTI_SUBSTITUTION_CALL, all of the
substitutions can be checked on coding level. (It's worth to put the breakpoint at the beginning of the function module)

As in case of Validations the trace function is also available here. Further information can be found in KBA 1589540.
User Exit
User exits are user-defined FORM routines, which are used to calculate and/or replace values within a validation, substitution, or rule.

User exits have the following format: Uxyz, for example: U100

User Exits are stored in Formpools. The name of the Formpool is customized in table T80d (transaction GCX2)

In transaction SE38  a copy of template of RGGBR000 (Length: 8 Characters Client dependent) can be performed into e.g. ZGGBR000

User exit definitions:

Customer Includes (zgbbgd00) may cause problems, here any modification is strictly prohibited.

Validation and Substitution in S4 Hana

In case you would like to have information about how this functionality works in S4 Hana environment, please see note 2462725.

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