PBS Fiscal Year Reporter
Contents
1. Your productive system and your test system are installed in the same system and only differ in the client In this case no transport is necessary as all changes are immediately active and are also available in your productive system System environment 2 Your productive system and your test system are installed in different systems In this case you have to export before the actual transport of the PBS archive add on FYR all customer specific modifications and other repairs which have already been realized and which concern the PBS archive add on FYR via the transport system Normally a repair order was created for this purpose which is to be re leased via the Workbench Organizer The PBS archive can be transported into the R 3 productive system via the following steps Determine the number of the transport request via which the PBS archive add on CFI was transported into your system To facilitate the search for you can select the requested number via Tools gt ABAP Workbench gt Utilities gt Maintenance gt Corrections gt Transport request gt Find releases up to 3 1z or by Tools gt ABAP Workbench gt Utilities gt Maintenance Workbench Organizer gt Requesv task re gt Find requests releases from 4 x PBS a software 14 Fiscal Year Reporter 15 Please enter the PBS source system in the field Name Korr TA Diagram 3 x Requests free selettion B H selection options FA Standard sele2. Year Reporter Increased Functionality Within the GDPDU German Tax Reduction Law 27 7 1 General Document Evaluations Within the Access Types Z1 and Z2 3i 7 2 Data Export 32 Administration 42 Authorization Concept 44 Interfaces 45 10 1 Logical Database 45 10 2 Direct Accesses 47 Hints amp Tricks 48 PBSc software Fiscal Year Reporter 1 Preface At the end of a fiscal year numerous final tasks have to be carried out in the area of financial accounting Besides reconciliation tasks the documentation of the posting material also has to be realized Generally this has to be done in due course since follow up projects such as document archiving are just around the corner With the new PBS utility Fiscal Year Reporter FYR these tasks can be carried out independently of the everyday business of the SAP system with relation to time and data As soon as the fiscal year is completed all documents and transaction figures relevant for this fiscal period including the corresponding master data in formation are saved outside the operative SAP tables The document information is saved in ADK format under a user defined archiving object while the master re cord information is stored in compressed form in a SAP cluster table Of course during the generation process of the fiscal year stock Fiscal Year Recorder the transaction figures are reconciled with the transactions of the period on company code level With the predefin
3. add ons Data access to archive and DB PBS Fiscal Year Reporter Dialog transactions Fl standard reporting Customer specific reporting PBS long term archiving con cept Z3 PBS Extended DART DART extracts from archive and DB ADK files without DB reloading process Data export via variable ABAP PBS archive add on CFI extract PBS Fiscal Year Reporter Fiscal Year Reporter 7 1 General Document Evaluations Within the Access Types Z1 and Z2 The delimitation possibilities in the document reporting were extended So far you could delimit the report data to be selected via the document database PBS YBF only via the fields of the document header and the select options in the report From now on you can delimit the selection for each field from the document header table BKPF the document item table BSEG and the tax line table BSET In case of a tax check the documents to be checked can be selected and evalu ated easily Helk 5718 eae 8 Advance Return for Tax on Saies Purchas 9 amp 8H Company code Dynamic selections Shin Fa Document number Fiscal year 1 Archive Database 2 Db 3 Arch 1 Archive access via PBS index sequential Read all archive files Choose 002404 001FI_DOCUMNT General selections Posting date Reference number Fiscal month Further selections Posting parameters Output contri Taxes on sales purchases group Fiscal period CPU date Document da
4. are permissible e Default value file path You can define a default value in the user master for the file path via the pa rameter ID PBS FYR_LIS_ PATH e Termination data export with the message Layout was not found The layout in which the fields to be extracted were defined does not exist or it was not stored when the layout was created e Termination PC analysis program during import of the SAP stock with the message SAP AIS file is invalid During the transfer of the export files from the Unix Windows NT environment into the PC environment the transfer was executed in the BINARY mode in stead of the ASCII mode by error e Release 4 0 4 5 List output contains hieroglyphs such as It seems that the export structures do not fit to the data table structures Re generate the export structures with the program PBS FYR_LIS_GENERATE PBSc software Fiscal Year Reporter 8 Administration You can use the menu transaction YEAM for more administrative tasks These ac tivities have far reaching consequences and therefore should be carried out only by a certain group of people e Save transaction data see chapter 4 e Delete transaction data You can use this function to delete related to the fiscal year the ADK files and all corresponding administration entries If for a fiscal year several stocks exist for example because of a splitting according to company codes each single stock can be dele
5. fulfilled directly from the PBS archive add on CFI Concept As basis serves a reporting pool that selects the data via logical databases from the SAP system and the PBS archive and exports it directly into a sequential file in the Unix Windows NT environment You can define the fields to be exported via the ABAP list viewer SAP ALV The created file can be processed by a PC analysis program after the transfer in the PC environment The usual SAP standard format AIS Audit Information System was selected as data format E 2 PBS Archive data R 3 Mataba gg Free field selection via ALV sequential data file Transfer to PC in text format CDre mT T e PC analysis tool ex Winldea Diagram 12 Concept for exporting data PBS a software Fiscal Year Reporter 33 Data format The SAP AIS format has the following structure Line type No Characteristic value Header 1 field name 2 description 3 field description 4 data type C N P I D T F C text N numeric text on the left filled with zero P packed number digits field length 2 1 This is the SAP internal type The format digits digits is used in the data records Example Type P length 7 decimal places 2 leads to the output 12345678901 23 integer D date with format DD MM YYYY T time with format HH MM SS F floating point number field length number decimal places Currency code or quantity
6. if the posting periods of the fiscal year con cerned are marked via the SAP Customizing as posting periods to which no post ings cannot be made any longer Year stocks for a fiscal year can be created several times This is useful for exam ple to split stocks already on company code level in order to handle still effective fiscal years in the Fiscal Year Reporter Each extract stock should be given a clear name to facilitate the user the selection during the later reporting In general the Fiscal Year Recorder should run in the background for the transac tion data For testing purposes however the start is only possible in a foreground process At the end of each extract run the delimitations and the reconciliation result are printed in detail PBS a software 19 Fiscal Year Reporter 20 Spooi Request 0000011405 74 600 DAE ahaa MA 0M Spool Request 0000011405 B se Hex Number of list lines Backup transaction data in reconcilation per company code Company code IEQ1000 Use database x Use archive gt x Sel SAP Archive 000368 001FI_DOCUMNT 000368 002FI_DOCUMNT 000376 001FI_DOCUMNT 000412 001FI_DOCUMNT 000494 001FI_DOCUMNT 000496 001FI_DOCUMNT 000643 001FI_DOCUMNT 000705 001FI_DOCUMNT Fiscal year 1995 Only reconc Doc Master rec Reconciliation and backup pi 35 870 Documents read 3 283 docs selected 3 283 docs written 14 262 document items selected
7. indicator F W M E A currency unit field always comes after a currency field A unit of measure field always comes after a quantity field F currency W currency unit M quantity E unit of meas ure 8 Special field types R C P M R rank statistics C counter statistics P percentage statistics M mean value statistics Data line 9 ff Data records NIOO In general The field delimiter is a TAB hex code x 09 The interface format is agreed between SAP AG and the following suppliers of re vision software for external and internal auditors e A C L Services Ltd Vancouver BC Canada http www acl com en default asp e AUDICON GmbH 70565 Stuttgart http www audicon net D E A http www caseware com home asp Safety After the export the data leaves the SAP environment The SAP authorization con cept no longer works PBS d software Fiscal Year Reporter 34 in the file system of the target computer c in the file system of the application server d usr sap Protect the data against unauthorized access Export programs In the following table those programs are listed which support the export of data from the SAP system using the PBS FYR Asset accounting data is not selected via the PBS archive but via the SAP standard ITEM item li
8. 01 Company code table At the end of the back up process a detailed selection statistic is displayed Backup masterdata P ee Backup masterdata 1 Selection statistic from 24 11 1999 Amount vendor records general 95 Amount records vendor EU tax ref no 8 Amount records vendor bank data 76 Amount vendor records Company code 95 Amount records vendor Dunning data 4 Amount vendor records transaction fig 94 Amount records spec gen led vendor 3 Amount customer records general 113 Amount records customer credit limit 24 Amount records vendor EU tax ref no 8 Amount records customer bank data 33 Amount customer records Company Code 113 Amount records customer payment struc 171 Amount records customer Dunning data 81 Amount records customer credit data 54 Amount customer records transact fig 113 Amout records spec gen led customer 6 Amount records g l acc general 717 Amount records g 1 acc texts 718 Amount records g l acc Company Code 718 Aomunt reocords g 1 acc transact fig 718 Selected company codes cc from FY to FY 1000 1995 Diagram 9 Selection result for saved master data PBS d software Fiscal Year Reporter 6 Fiscal Year Reporting In order to be able to access the data stock described in the chapters 4 and 5 dur ing the business operation on the one hand the logical database SAPDBYBF is supplied only processing the documents and the master data
9. 14 262 document items written YY_YR_1995 1995 000889 001YY_YR_1995 R100F11124199911241423340 A Ccode Curry Year Begin balance item debit total items credit total items T Begin bal mast rec debit total mc oe credit total mc D 1000 DEM 1995 4 711 250 19 11 735 103 21 15 436 117 88 4 711 250 19 11 735 103 21 15 436 117 88 Difference 6 00 6 00 6 60 K 1000 DEM 1995 251 643 29 5 173 971 10 5 076 078 79 251 643 29 5 173 971 10 5 076 078 79 Difference 0 00 0 00 0 00 S 1000 DEM 1995 608 874 600 71 608 874 600 7 608 874 600 71 608 874 600 71 Difference 0 00 0 00 Backup transaction data in reconcilation per company code L No differences during the reconciliation JPL ic D 1D4 100 La sun45 INS Diagram 7 Reconciliation result for saved transaction data Differences during the reconciliation are to be discussed with the user department and if necessary to be corrected Via YEAM gt Transaction data gt Delete can wrong extract stock can be deleted any time Important If the transaction data is deleted after the conversion of the local currency to the Euro it is not possible anymore to reconstruct the stocks saved before The data is lost forever PBS a software Fiscal Year Reporter 5 Extract Master Data at the Fiscal Year Closing The extract of the corresponding master data is added to the extracted transaction data Among
10. 40000 Lampen Markt Gmb 1 026 751 96 14000001582000 1400000137 995 08 25 S 0000113108 DteBk checks rec 6 33 19950625 1400000137 995 06 25 D 0000140000 Buy amp Fly Superma 6 33 14000001371995 1400000138 995 06 28 S 0000113108 DteBk checks rec i 57 60 19950626 1400000138 995 06 28 D 0000140000 Buy amp Fly Superma i 57 50 14000001381995 1400000139 995 07 01 S 0000113108 DteBk checks rec 63 25 19950701 1400000139 995 07 01 D 0000140000 i 63 25 14000001391995 1400000140 995 07 06 S 0000113108 i 63 25 19950706 1400000140 995 07 08 D 0000140000 i 63 25 14000001401995 400000141 995 07 13 S 0000113108 1 422 55 19950713 1400000141 995 07 13 D 0000140000 Buy amp Fly Superma 1 422 55 14000001411995 1400000142 995 07 22 S 0000113108 DteBk checks rec 1 303 53 19950722 1400000142 995 07 22 D 0000140000 Buy amp Fly Superma i 34 50 14000001421995 1400000142 995 07 22 D 0000140000 Buy amp Fly Superma i 1 289 03 14000001421995 1400000143 995 07 27 S 0000113108 DteBk checks rec 1 670 50 19950727 1400000143 1995 07 27 D 0000140000 Buy amp Fly Superma _ 414 00 14000001431995 Fiscal Year Reporter 39 Diagram 16 Item transfer in IDEA Scope of the data to be extracted The reports supplied by PBS can help to meet the legal requirements concerning the data to be extracted The scope of selection provided by PBS is only to be con sidered as a suggestion and can be extended if required The o
11. PBS a software Fiscal Year Reporter PBS FYR PBS Utility for the Efficient Management of Fiscal Years in the Area of Financial Ac counting Compatible with SAP R 3 3 x SAP R 3 4 x SAP ERP 5 0 SAP ERP 6 0 SAP Certified Powered by SAP NetWeaver January 01 2009 Fiscal Year Reporter 1999 2009 PBS Software GmbH Schwanheimer Strasse 144a 64625 Bensheim Germany SOFTWARE Phone 49 6251 1740 Fax 49 6251 174 174 Email info pbs software com Internet www pbs software com PART WER PBS archive add ons is a registered trademark of PBS Software GmbH Bensheim SAP R 3 SAP ERP SAP NetWeaver ABAP and others are registered trademarks of SAP AG Walldorf Baden Acrobat Reader is a registered trademark of Adobe Systems Incorporated PBS a software Fiscal Year Reporter Table of Contents Nn O Ao A O 10 11 Preface 4 Installation Guide 2 1 Initial Installation 7 2 2 Update of Objects in the in the PBS Naming Area from SAP Release 4 0 9 2 3 Temporary Sort Area for the Final Year Closing Documentation up to Release 4 6 11 2 4 Definition of the Logical File Name 12 2 5 Installation of Updates 13 2 6 Transport into the Productive System R 3 14 2 7 Migration to Unicode systems 16 Navigation in the Fiscal Year Reporter 17 Extract Transaction Data at the Fiscal Year Closing 18 Extract Master Data at the Fiscal Year Closing 21 Fiscal Year Reporting 25 PBS Fiscal
12. Variable tabis statement foe table Single table TBSLT Tablepoo FI 1003 p Tablepool AA Tany D Tablepool MM 1030 gt Output oon DisplanePrint Expor to fhe SAP Audiy Epon opton Directory Diagram 17 Generate table extract Variable table statement for table TBSLT Table select options Language E to Posting key Special G L ind to g ale lalol List layout Item list Variant PBS XTAB Number of entries 1 000 Output option DisplayiPrint 6 Export to file SAP Audit Export option Dataset Directory ipbsicfi_z3 Diagram 18 Generated table export program PBS a software Fiscal Year Reporter Recommendations for the data export e Definition of ALV layouts Different database tables are partly used in one export structure in the export programs It might occur that fields are displayed several times when defining the list layout as they are included in each database structure To distinguish those fields the technical field names are implemented by a field extension indicator see table overview export programs Use the right mouse button and the selection of the function key Technical field names to switch to the in ternal name between field name and technical field name e Single line lists for export on PC List of several lines can be created in the layout definition If one list variant should be used for the data export only single line lists
13. a file R9zzzzz yyy into directory usr sap trans data Z2Zzzz current account number yyy name of PBS system PBS g software Fiscal Year Reporter Important Unfortunately during the transport the used letters are changed from capital letters to small letters It is important to reset this automatic change to be able to start the import via tp without problems Please check your system before the import for possible naming collisions with the supplied programs no longer necessary from release 4 x Now you have to carry out the following steps for the import into your system 1 Switch over to directory usr sap trans bin 2 tp addtobuffer yyyK9zzzzz lt target system gt client xxx 3 tp import yyyK9zzzzz lt target system gt client xxx XXX client yyy name of PBS system ZZZzzz current document number Attention Before the installation an object comparison between the PBS objects and your system should be made in order to avoid naming collisions programs no longer necessary from release 4 x Within the delivery you receive a list of the supplied objects in the file LOG TXT in the directory FYR R3 PBS a software Fiscal Year Reporter 2 2 Update of Objects in the in the PBS Naming Area from SAP Re lease 4 0 Being implementation partner of the SAP AG PBS Software GmbH was provided with a namespace for developments from release 4 x All objects of the PBS Fiscal Year Reporters and tools belo
14. ax authorities the fol lowing three ways of accessing digital documents have to be provided in the case of external auditing Access 1 Z1 indirect data access The tax authority has the right to access directly the data processing system using a read only access to read the stored data and therefore uses the hardware and software of the taxpayer or a third party to examine the stored data for the audit pe riod including the master data and links data When doing this the authority is only allowed to access the data stored electronically for the audit period concerned using this hardware and software This excludes any remote queries online ac cess of the taxpayer s data processing system by the tax authority The read only access covers reading filtering and sorting the data if necessary using the evaluation possibilities in the data processing system PBS d software 27 Fiscal Year Reporter Access 2 Z2 direct data access The tax authority can ask the taxpayer or a third party who is able to execute a read only access indirect access to evaluate the data according to its needs The tax authority can only ask for an evaluation that is supported by the evaluation possibilities within the data processing system of the taxpayer or the third party Access 3 Z3 Data access by transferring the data on data carriers Furthermore the tax authority can ask for a data extract on which the business re cords are s
15. ct is created a check is made if this object already exists If you want to created this object yourself e g because you want to access the logical file name individually you can use program YYCFOBUC from 4 0 PBS YYCFOBJC PBS a software 49
16. ctions Requestitask Owner Date Request type Bw C 3 STEFFEN to Workbench requests and tasks Request status Modifiable Open faulty status Released Unconfirmed only repairs Diagram 3 Transport order PBS source system 022 if you use SAP release 2 2x 033 if you use SAP release smaller 3 0F Z80 if you use SAP release from 3 0F E31 if you use SAP release from 3 1x HE4 if you use SAP release from 4 0x E45 if you use SAP release from 4 5x 146 if you use SAP release from 4 6b E46 if you use SAP release from 4 6c E47 if you use SAP release from SAP Enterprise E50 if you use SAP release from SAP ERP Write down from the list display the transport request you need Create now an own transport order via SE01 and transfer the transport order sup plied by PBS gt Transport order gt Integrate pattern Release the transport order via Tools gt ABAP 4 Workbench gt Auxiliaries gt Main tenance gt Corrections gt Order gt Search gt Transport order gt Change transport order up to release 3 1z or via the push button Release from release 4 x Now you can start with the import into the target system PBSc software Fiscal Year Reporter 2 7 Migration to Unicode systems The SAP system can be operated as a Unicode system from release 4 7 Fiscal Year Reporter is Unicode enabled and can be run without limitati
17. d of the fiscal year can be created alaa eae Sh Anis he Ow Backup transaction data in reconcilation per company code e aH Company code D to Document number to Technical settings V Use database v Use archive Selections See Fiscal year 1998 Validation Only recone Doc Master rec O Reconciliation and backup a Description of Backup Fiscal year 1998 24 11 1999 STEFFEN Diagram 6 Selection screen Save transaction data from 4 6 the selection screen above can be slightly different PBSc software Fiscal Year Reporter In this connection as data source the documents of the SAP R 3 database and of the already created ADK archive stocks of the archiving object FI_DOCUMNT are used During each run an extract for exactly one fiscal year can be created Before the actual fiscal year extract the stock can be checked regarding its consistency For this purpose the function Only reconciliation documents master is to be acti vated If this is the case no extract stock is created in the ADK format but only the fiscal year is checked for its correctness In contrast to this besides the reconcilia tion on company code level the delimitation Reconciliation and data backup also creates the extract Via the function key Validation you can check before the se lection the validity of the selected company codes fiscal years Important A fiscal year stock can only be created
18. e creation of the extract stock is completed the files from the Unix Windows NT server into the PC environment can be transferred in the ASCII mode ftp gt bin PBSc software Fiscal Year Reporter 38 Further processing in the PC analysis programs The extract stocks can be further processed by indicating a file format in the usual analysis programs available cfi_z3 document_items Be Diagram 15 Definition of the file format in this example in the PC program Idea With the PC analysis program you have many possibilities to check the extracted data whether they are factually consistent 1400000152 f 0000113109 DteBk customer p 63 384 79 400000152 0000140000 Amadeus 63 384 79 14000001522000 400000153 0000113109 DteBk customer p 23 515 52 0000002351552 1400000153 0000140000 COMPU Tech AG 23 515 52 14000001532000 1400000154 _ 0000113109 DteBk customer p 353 682 84 0000035368284 1400000154 HTG Komponente 353 682 84 14000001542000 400000155 0000113109 DteBk customer p 85 322 84 0000008532264 1400000155 0000140000 SudaTech GmbH 85 322 64 14000001552000 1400000156 0000113109 DteBk customer p 53 116 40 0000005311640 1400000156 0000140000 CBD Computer Ba 53 116 40 14000001562000 400000157 0000113109 DteBk customer p 562 120 92 0000056212092 1400000157 f 0000140000 Christal Clear 562 120 92 14000001572000 1400000158 0000113109 DteBk customer p 1 026 751 96 0000102675196 1400000158 00001
19. ed year end closing programs of the Fiscal Year Reporter you can now carry out fiscal year related evaluations independent of the operative everyday business Archive data R 3 Database FI_LDOCUMNT Document master record Incl reconciliation Year Document Master record Oo ED iO E Diagram 1 Procedure of the Fiscal Year Reporter PBSc software Fiscal Year Reporter PBS a software Fiscal Year Reporter Implementation of the Fiscal Year Reporter therefore results in the following advan tages for the SAP financial accounting business processes e Freezing of the actual status of movement and master data at the end of the fiscal year e Evaluation potential of all fiscal year data also after conversion of the lo cal currency e Complete independence from the development of the operative SAP tables e Balance audit trail programs without quantity problems with sort volumes e Easy integration of customer SAP programs with the Fiscal Year Reporter e Cost effectiveness compared to other long time archiving concepts Should you have questions regarding the installation of the PBS archive add ons or if you have problems when installing the software please call directly the Service Hotline of PBS Software GmbH Phone 49 6251 174110 Fax 49 6251 174174 Email hotline pbs software com Release Compatibility The PBS Fiscal Year Reporter discussed in this manual runs
20. ether the existing file can be overwritten or whether another file name should be chosen software 36 Fiscal Year Reporter PBSc Fiscal Year Reporter 37 At the end of each export transaction an export statistic is exported Variable account statement customers FI Export log file 14 05 2002 16 13 58 Output path pbs cfi_z3 Output file ar_items Amount selected customer items Amount written customer items 4 936 515 24 6 719 681 99 Diagram 14 Export protocol Size of the export file The size of an export file depends on the number of items to be selected and the width of the selection list You will get this information when you display or change a layout In principle the disk space can be determined as follows number items X line width of the layout 2000 bytes header record SAP AIS Authorization concept In general the user must have the authorization to execute reports If entry is made via the PBS menu additional authorizations for the transactions beginning with PBS YR are necessary Additional authorizations for accounts company code business areas etc are not to be defined as in this case the standard authoriza tions from the corresponding database are checked Furthermore the authorization for the SAP standard transaction SE16 Display table contents is necessary for the below described general table export Transfer of files into the PC environment If th
21. files can be evaluated by corresponding external audit programs It is recommended to only use the current DART version from SAP for extracting data from the SAP database If in addition you select data that has already been archived performance problems may occur as this archive data has to be re loaded temporarily into the SAP database To improve the DART access to already archived data PBS is working in coopera tion with SAP to develop an extended DART component which makes it possible to select archive data without reloading it into the SAP database When doing this DART selects the data directly from the SAP archive files and the SAP database This solution will be available at the beginning of the third quarter PBSc software 29 Fiscal Year Reporter 30 In the case of the PBS archive add on CFI the functionality regarding the data transfer on external data carriers Z3 access was integrated in a way that the ex port of financial accounting data can be executed on demand from archive and da tabase data at any time Please see the detailed description in the following chap ter Data export PBS solution portfolio within the GDPdU PBS a software Zi PBS archive add ons Data access to archive and DB CCO CCU CFI CHR CMM Dialog transactions CMT CPCA CPM CPP Fl standard reporting CPR CSD CSL CWM Customer specific reporting PBS long term archiving con cept Z2 PBS archive
22. gical database from BRF to YBF and add in your own program the following statement after START OF SELECTION GJ_ONLY space This deactivates the check on the posting period in the logical database The additive reading of master data is analogue to the SAP standard Please see the corresponding SAP documentation for techniques to activate and deactivate additional master data selections SAPDBYDF Database customer This database does N O T correspond to the SAP standard database DDF as only the customer master data of the Fiscal Year Reporter are processed and however no documents are selected The reason is the fact that there is no secondary index link between the customer and the ADK file YY_YR_yyyy We recommend using this database you want to process only master data PBS Fiscal Year Reporter This database does N O T correspond to the SAP standard database KDF as only the vendor master data of the Fiscal Year Reporter are processed and however no documents are selected The reason is the fact that there is no secondary index link between the vendor and the ADK file YY_YR_yyyy We recommend using this database you want to process only master data PBSc software 45 Fiscal Year Reporter SAPDBYSF Database G L accounts This database does N O T correspond to the SAP standard database SDF as only the G L account master data of the Fiscal Year Reporter are processed and how ever no documents are selected The reason i
23. ic conditions for electronic signatures and for modification of other rules this law was passed on 16 May 2001 published in the German Federal Law Gazette BGBI I no 22 page 876 on 21 May 2001 legally valid since 22 May 2001 Consequences for SAP users SAP users are confronted with the challenge when and how they have to provide the data in an SAP system The SAP R 2 users especially are asking themselves how they should make available the data created in R 2 after migration to an R 3 system It should be noted that the new storage requirements are already valid for the fiscal year 2001 if it ends on 31 December 2001 as the closing entries will be made in 2002 The final documentation of the posting data on a microfiche or opti cal data carrier in the form of lists such as document journal advance return for PBS g software 28 Fiscal Year Reporter tax on sales purchases general ledger and open item account balance audit trail is no longer sufficient This also applies for previous fiscal years where the docu mentation has not been created by 31 December 2001 Solution If you consider the requirements only from the R 3 user s point of view the condi tions of the Z1 and Z2 access can be met However many SAP users are unable to make available the data in their database for 10 years In this case the PBS ar chive add ons are helpful Mass data which can have a negative effect on the per formance of an SAP system ca
24. list variants are possible per export program in order to meet different requirements One list definition each is supplied with the PBS standard Please see the standard documentation for more information about the SAP ALV functions To create a list for an export program execute first the report in the dialog with the option Display Print see below When doing this the data volume to be selected should be kept small Then you can define the scope of the list via the function keys Options gt Layout gt change The list variant can be stored via Options gt Layout gt store f the list is defined in a test system and should then be transferred into the production system transfer the layout into a transport request via Options gt Layout gt Layout administration gt Layout gt Transport Part 3 Output option Output option Display Print o Export to file SAP Audit Export option o Dataset ar_iterns Directory ipbsicfi_z3 In general you can decide in the selection screen whether the selected dataset should be displayed as ALV list or transferred into the indicated export directory If there is a large selection volume the process should be made in the background During the data export before the execution is made it is checked whether a the indicated directory exists b it can be written into the indicated directory c the indicated file name already exists If this is the case the final user can de cide wh
25. n be archived using CFI CMM CSD and CCO If the SAP system only for external accounting is in use it make sense to use the FYR to fulfill these requirements With the PBS transactions and reports the data is available for evaluation pur poses either online or as a batch operation in spite of archiving Using the PBS long term concept accesses to the archive data of previous years can be managed efficiently The standard user accesses for example the last three years and if au thorized an auditor can be provided access to data from years that are even fur ther back You can enable batch evaluations over the last ten years If you archive without using either the PBS archive add ons or SAP AS the archive information system of SAP AG the online access for archived data is no longer possible The archived data can then only be evaluated sequentially To support Z3 access data extraction SAP AG has decided to use the DART Data Retention Tool This tool was developed on the basis of similar requirements in the USA some time ago Currently a version is being developed to meet German requirements With the help of the DART you can store the data records that could be requested by law on an external data carrier For this purpose tax relevant data of a period is copied from the SAP database and stored in sequential files In a second step you can generate the files that are required by the tax authorities from these DART extracts These
26. naming all changed objects to non standard names before importing the new software After the installation the modifications kept in the renamed objects have to be inserted into the new objects The term Modification means customer specific changes of PBS pro grams or PBS structures which are not integrated into the standard version for all customers For the installation please carry out all steps of chapter O with the ex ception of the command tp import In update deliveries this com mand has the following parameterization tp addtobuffer yyyK9zzzzz lt Zielsystem gt U26 tp import yyyK9zzzzz lt Zielsystem gt client xxx In case of parameter U2 we deal with the unconditional Mode 2 This means that in case of an import already existing objects originals are overtyped If you in the meantime have entered preliminary correc tions into the FYR version used up to now these repairs must also be overtyped Then the command tp import must be parameterized with U26 If you finally want to import a transport request again because the previous import was incomplete or wrong e g An import attempt with U6 was cancelled because an original object was not to be over typed because of a missing U2 you have to enter also a 1 U126 PBS a software Fiscal Year Reporter 2 6 Transport into the Productive System R 3 Basically in this case we differentiate between two system environments System environment 1
27. ng to this naming area and begin with PBS This naming area must be introduced to the SAP system once so that the customer can carry out changes himself SE03 Use the transaction SE03 Workbench Organizer Tools gt Administration gt Display change naming areas to create a new naming area like in Diagram 2 Please enter the following repair license 3759209535321 5894074 Display View Repository Namespaces Details Diagram 2 Creation of the PBS naming area PBSc software Fiscal Year Reporter Then qualify the system change option Workbench Organizer Tools gt Administration gt Qualify system change option PBS a software for this naming area 10 11 Fiscal Year Reporter 2 3 Temporary Sort Area for the Final Sort Area PBS a Year Closing Documentation up to Release 4 6 To solve the problems caused by the balance audit trail in the SAP standard in case of mass data a technically restricted sort area leads to program termination with the message SYSTEM NO MORE PAGING PBS provides an improved version of the SAP programs RFHABUOO general ledger from document file and RFKKBUOO open item account balance audit trail from document file The PBS versions use external sort areas disk files which are used while the programs run To be able to use this technique a file path has to be defined in the system environment where the data can be
28. o the EURO and if the monthly debits and credits are deleted for this fiscal year from the back up file these figures are lost forever In general the Fiscal Year Recorder should run in the background for the transac tion data For testing purposes however the start is only possible in a foreground process PBSc software Fiscal Year Reporter PBS a software 22 Fiscal Year Reporter 23 A back up of the following tables is made Customers Table name Description KNA1 Customer master general KNAS EC taxes KNKA Credit limit KNBK Customer master bank data KNB1 Customer master company code KNB4 Behavior in payment KNB5 Dunning data KNKK Credit control area KNC1 Customers monthly debits and credits KNC3 Customers special general ledger monthly debits and credits Vendors Table name Description LFA1 Vendor master general LFAS EC taxes LFB1 Vendor master company code LFBK Vendor master bank data LFB5 Dunning data LFC1 Vendor monthly debits and credits LFC3 Vendor special general ledger monthly debits and cred its G L accounts Table name Description SKA1 G L account master general SKB1 G L account master company code SKAT G L account master name GLTO G L accounts monthly debits and credits PBSc software Fiscal Year Reporter Other tables Table name Description T0
29. ocument data i IPBS YR30 Document line items i IPBS YR36 Asset documents line items SQ Master data O IPBSIYR31 Customer O IPBS YR32 Vendor O PBSIYR33 G L account O IPBS YR37 Assets 9 General table data IPBS YR34 Generate export of general table data O IPBS YR35 Export general table data Diagram 13 FYR menu data export Important Customers with SAP releases 4 0 and 4 5 have to generate the export structures For this purpose you have to execute the program PBS FYR_LIS_GENERATE The generation should be executed only once If one of the above mentioned data base tables has changed generate again The same is if the structures defer from each other in the test and production system Description of selection interface In general the selection screen of the export programs consists of three parts Part 1 Delimitations to influence the scope of selection In this part the delimitation possibilities are provided from the logical databases which are assigned to each report Part 2 Selection of list layouts List layout Item list Variant PBS XARI R FT PBS XARI PBS basic list customer line items PBS XPAY Customer Payment data PBSc software A list layout contains all fields that are to be displayed from the selected data vol ume The list can be defined via SAP ALV ABAP List Viewer within an export program and can be stored under an own name Several
30. of the Fiscal Year Recorder On the other hand there are direct accesses and logical databases vendors YKF customers YDF G L accounts YSF for the access to saved master data Important fiscal year closing programs are predefined by PBS and can be called via the transaction YEAR gt Reporting aO 6 GHR AAAA hel of PBS Fiscal year reporting amp Select Reports with document database YBF PBS YYAUSZ00 Statements for Customers Vendors G L Accounts PBS YYBELJOO Compact Document Journal PBS YYHABUO1 General Ledger from the Document File PBS YYKKBUO1 Open Item Account Balance Audit Trail from the Document File PBS YYUMSVOO Advance Return for Tax on Sales Purchases Reports with customer database YDF I PBS YYDSLDOO Customer Balances in Local Currency Reports with vendor database YKF PBS YYKSLDG0 vendor Balances in Local Currency Re Reports with g l account database YSF PBS YYBILAGO Balance Sheet P L PBS YYSSLDOO G L Account Balances Logical database PBS SAPDBYBF Document database PBS Fiscal Year Reporter PBS SAPDBYDF Customer database PBS Fiscal Year Reporter PBS SAPDBYKF vendor database PBS Fiscal Year Reporter PBS SAPDBYSF g l account database PBS Fiscal Year Reporter Diagram 10 Selection screen Fiscal Year Reporting PBS g software 25 26 Fiscal Year Reporter We should like to draw your special attention to the balance audit trail pr
31. ograms YYHABUO1 and YYKKBU01 up to release 4 6 which have been in contrast to the SAP standard considerably improved by a comfortable sort technique see chap ter 2 3 Important As the program YYKKBU01 and YYHABUO1 normally use the same temporary sort path you must make sure that the programs do not run at the same time in the background PBS a software Fiscal Year Reporter 7 PBS Fiscal Year Re porter Increased Func tionality Within the GDPDU German Tax Reduction Law The Law In Germany the tax system AO was modified by the tax reduction law StSenkG with effect from 1 January 2002 StSenkG Article 7 in the Version of 14 July 2000 published in the German Federal Law Gazette BGBI 1 page 1433 on 26 Octo ber 2000 The legal requirements for accounting recording and storing business records 146 and 147 are laid down in this new law All German taxpaying companies using an electronic accounting system and in particular all SAP us ers are affected by this new regulation The interpretation of the law The new regulations are defined in a draft letter of the German Federal Ministry of Finance BMF letter of 6 October 2000 the current version is from 16 July 2001 The letter s title is Overview of the new regulation concerning the principles of data access and examination of digital documents GDPdU The letter stipulates among other things that according to 147 6 tax law of the t
32. ons If fiscal year backups were already made in non Unicode systems this must be made known to Fiscal Year Reporter For this the program PBS YYCFVKZ10 must be run once in the production system after the migration to Unicode The date of Unicode migra tion should be entered on the selection screen and saved by running the program PBS a software 16 Fiscal Year Reporter 17 3 Navigation in the Fiscal Year Reporter In order to guarantee an efficient use of the Fiscal Year Reporter two user menus are provided Information related to the user department can be received by calling the menu transaction YEAR from PBS YEAR Administrative tasks can be real ized via the transaction YEAM from 4 x PBS YEAM The menu YEAM contains functions with far reaching consequences and therefore should be made available to certain users alone val aH eee SHR S055 be oe PBS Fiscaiyearreporter Diagram 4 Start menu YEAR YEAM From release 4 6 you can carry out the above program call only if you have swit ched off before the SAP Easy Access Menu The other alternative is to create for the final user and for the administrator an activity group via the menu Create PBS recommends to name the activity group according to the menu The delivery of the Fiscal Year Reporter contains the range menu PBS YEAM respectively PBS YEAR which can be integrated into the corresponding activity group For more details on the creation of an activit
33. s the fact that there is no secondary index link between the G L and the ADK file YY_YR_yyyy We recommend using this database you want to process only master data PBS a software 46 Fiscal Year Reporter 10 2 Direct Accesses If you wish access directly the master data of the Fiscal Year Reporter you can do this via external perform calls to the program YYCFVKZ3 from 4 x PBS YYCFVKZ3 You can see from the tool YYCFVKZ4 from 4 x PBS YYCFVKZ4 which can be started via the transaction YEAR YEAM gt Tools gt Tutorial gt Read master data the access can be achieved PBS a software 47 Fiscal Year Reporter 11 Hints amp Tricks e Change of the description of an extract stock at a later date You can use the transaction SARA to display the created back up stock after entering the archiving object YY_YR_yyyy yyyy fiscal year By double click on the management line you can change via the function key F5 the line comment i e the description of the extract stock e Data selection related to the fiscal year clearing period If you use the logical database YBF not only to select documents posted in the current year but also those cleared from previous periods please qualify in the ABAP 4 program at START OF SELECTION the option GJ_ONLY with SPACE e Prove reconciliation differences at a later date For each extract run of the Fiscal Year Reporter the essential information on documents from the run protocol is
34. st PBS YBF BKPF _K_ document header BSEG _G _ document item BSET _T_ tax line BSED _D _ bill of exchange line BSEC _C_ CPD line ITEM_ASSET asset item list ADA ANEK _K_ document header ANEPV document item VENDOR vendor list PBS YKF LFA1 _A_ vendor master in general master data LFAS _T EU taxes LFB1 _B_ vendor master company code LFB5 _M reminder data LFC1 _1 transaction figures LFC3 _3 special general ledger transactions CUSTOMER customer list PBS YDF KNA1 _A_ customer master in general master data KNAS _T EU taxes KNKA _L credit limit KNB1 _B_ customer master company code KNB4 _Z payment history KNB5 _M reminder data KNC1 1 transaction figures KNC3 3 special general ledger transactions GLACC G L PBS YSF SKA1 _A G L account account list master in general mast SKB1 B G L account er data master company code SKAT T G L account text SKC1A 1 transaction figures local currency SKC1C _3 transaction figures foreign currency ASSET as ADA ANLAV _A asset in general set list mast ANLV _V insurance data er data ANLZ Z value dated asset assignments ANLB B depreciation parameter ANLCV C assets value fields REFERENCE general table contents F field extension indicator PBS g software Fiscal Year Reporter 35 The reports can be executed via the PBS menu via FYR Menu Reporting gt Data Export export lt amp Reporting O PBSIYRO2 Periodic processing 2 amp Data export 2 amp J D
35. stored in a management table This proto col can be displayed via YEAR YEAM gt Transaction data gt Manage By moving the cursor to a management line and pressing the function key F5 the protocol is displayed In the last line an entry is made showing if there were differences in the reconciliation or not e Clear archive file name For each fiscal year archiving object yy_yr_xxxx xxxx fiscal year a logical file name exists You can determine this logical file name via transaction SARA respectively AOBJ You can see how the logical file name is composed by using transaction File gt Definition logical file name independent of client Should in you system the problem occur that existing archive stocks of the Fiscal Year Reporter are overtyped for example if for one fiscal year a split is carried out according to company codes the reason normally is that the logi cal file name is not clear You achieve clear names by entering the variable lt TIME gt into the file name For example please use the definition of the logi cal file name ARCHIVE_DATA_FILE1 Important If logical fiscal file names are changed please take care that the stocks which have already been created are adapted to the new options PBSc software Fiscal Year Reporter Manual creation of the archiving object Normally when the transaction data is stored for one fiscal year the neces sary archiving object is created automatically Before this obje
36. stored tem porarily This defined path is indicated in the supplied programs under the delimitation Directory of sort files AT the end of the processing the contents of the sort directory are automatically deleted How much disk space is required Of course this always depends on the number of documents to be processed The sort tool developed and used by PBS stores a maxi mum of 100 sort tables with each 20 Megabytes 2 Gigabytes in the disk area provided for this purpose To get a feeling for space which is really needed you should reserve for the first tries about 250 MB of free disk space for the temporary sort directory software Fiscal Year Reporter 2 4 Log File Name Definition of the Logical File Name The transactions of a fiscal year are stored as ADK file in the Fiscal Year Reporter For this purpose we supply the initial archiving object YY_YR_0000 serving as a pattern for the generating of the respective annual archiving object Via transaction SARA you can adjust for the archiving object YY_YR_0000 the logical file name to the customer s requirements To use the defined path as a default value please save it in your user profile Use parameter id YPN from 4 0 PBS YPN PBS a software 12 Fiscal Year Reporter 2 5 Installation of Updates Subseq Transports In case we send you a subsequent transport and should you have made modifications in the PBS utility already installed we recommend re
37. te Tax on sales purchases code Business place M Select output tax M Select input tax Only for repeat run Date of tax return Diagram 11 Dynamic selections g l Company code Document number E Fiscal year v amp BSEG E Line itern ID E Clearing date E Clearing date E Clearing document E Posting key E Account type Nal Special G L ind E Sp GiLtrans type E Trat special G L ind E _Debitcredit ind v amp BSET E Tax code E GiL account E Group indicator E Debitfcredit ind E LC tax base amount E Tax base amount E Lc tax amount B Amount E Transaction E Condition record no VAT registration no Country of destinat E Supplying country P Adopt selected items Delete selections PBSc software a X al fa is Ej sl si 4 a x l a a Jes al gt 146 1 100 sun46 OVR 31 Fiscal Year Reporter 32 7 2 Data Export Tax requirements make it necessary that SAP data is made available for tax au thorities on external data carriers This is not only the case in Germany extension of the German GDPdU but also in North America If the extract is made from the SAP system the data is analyzed and evaluated by PC analysis programs e g IDEA from Audicon or ACL from ACL Services Besides the possibility of using the PBS archive add on CDART these requirements concerning the financial account ing data can be
38. ted e Save master data see chapter 5 e Delete master data You can use this function to delete related to the fiscal year and the company code the compressed master data from the table YVKZ from 4 x PBS YVKZ e Activate reporting You can use this function to copy in a comfortable way those SAP programs using the logical database BRF to the database YBF of the Fiscal Year Reporter e Balance audit trail gt Delete sort file If one of the balance audit trail tools YYHABUO1 or YYKKBU01 is cancelled during the processing for system technical reasons the sort files created until this point remain in the temporary sort directory You must use this function to initialize again the path for the temporary sort files e Administration of master data For each fiscal year a list is displayed showing for which company codes a data back up has been carried out via the Fiscal Year Reporter PBSc software 42 Fiscal Year Reporter e Administration of transaction data For each fiscal year a list is displayed showing which back up runs have already been carried out The list is sorted according to fiscal year If a fiscal year is listed several times the reason can be the back up was carried our for each company code You get more detailed information by pressing the button Protocol Here all delimitations are displayed which have been used for the run in question PBS a software 43 Fiscal Year Reporter 9 A
39. the master data are customers vendors and G L accounts Via YEAM gt Master data gt Save you can create the master data stock at the end of the year a8 eee BAR S555 nA ee Backup masterdata EHE Backup master data per year end closing Crey switch Company code I BD to m Fiscal year 1995 validation Diagram 8 Selection screen Save master data The extract stock of the master data is in contrast to the transaction data not saved in the ADK format but is stored in highly compressed form in the cluster file YVKZ from 4 x PBS YVKZ The first data back up can be made for several fiscal years then the data back up should be carried out each time after the closing of the fiscal year If the back up is carried out periodically every year the result is a comfortable long term archive Like in case of the document extract only such fiscal years are offered for the back up whose posting periods cannot be posted to anymore Via the function key Validation you can check before the selection if the selected company codes fiscal years are valid Fiscal years can only be saved once If it is necessary to repeat the back up you have to delete before the existing fiscal year from the back up file YVKZ from 4 x PBS YVKZ For this purpose please use the management transaction YEAM However do not forget the consequences In case a back up was made and then the local currency for example was converted t
40. tored for evaluation purposes The data extract that is provided for evaluation purposes must be returned to the taxpayer or deleted after a valid tax assessment has been performed on the basis of the external auditing The right to access data is only limited to the data that is relevant for taxation This means that data from financial accounting asset accounting and payroll accounting must be made available for electronic access If there is relevant data for the tax authority in other areas of the data processing system this data is to be qualified by the taxpayer with regards to the recording and storage requirements and has to be made available in an appropriate way for data accessing Within the SAP system this at least applies to sales purchase or der material and invoice verification documents It is left to the tax authority s discretion whether it decides to use one two or all three possibilities for accessing data The objective extent of external auditing 194 of the tax system is not extended by this tax modification meaning that only those business records that must be retained according to 147 1 of the tax sys tem AO continue to be the subject of external auditing These regulations for data access are a necessary precondition for the recognition of electronic invoicing by the tax reduction law StSenkG according to 14 4 of the sales tax law UstG StSenkG Article 9 by digital signatures law regarding the bas
41. uthorization Concept As already mentioned several times before all functions of the Fiscal Year Re porter can be carried out via the transactions YEAR from 4 0 PBS YEAR and YEAM from 4 0 PBS YEAM The following transactions YEAR must be added to the user profile for the user department and the administrator The transaction YEAM should be made available to administrators only as the ex Release Administrator User department 3 x Y YEAR YR02 YR06 YRO07 YR11 4 x PBS Y PBS YEAR PBS YRO2 PBS YRO6 PBS YRO7 PBS YR11 tended functionality see chapter 8 allows a modification of the data material In order to delete the master data respectively the transaction data S_ARCHIVE authorization for object Fl DOCUMNT is necessary The user must be allowed to execute the activity 01 create PBS a software 44 Fiscal Year Reporter 10 Interfaces 10 1 Logical Database The delivery contains logical database which can access the data stock of the Fis cal Year Reporter The only thing you have to do is to change in the attributes the logical database in question SAPDBYBF document database This database reads additively saved documents and master data of the Fiscal Year Reporter lf you use an own program of yours and do not only want to select the transactions of a fiscal year according to the posting period but also all items cleared in this fiscal year please change the lo
42. verview of the ex port programs lists the database tables from which the data can be extracted In general following the recommendation of the German SAP user group e V DSAG PBS recommends to export the following additional tables Financial accounting e T003 Document type e TOOST Document type name e T007A Tax key e T007S Tax code name e T001 Company code e TGSBT Business area name e TBSL Posting key e TBSLT Posting key name Asset accounting e TABW Transaction types of the asset accounting e TABWA Transaction types Depreciation areas e TABWG Transaction types groups e TABWH Name asset transaction type groups e TABWK AM transaction types for posting of proportional values and de preciation e TABWR Name of asset history sheet group e TABWT Transaction type texts of asset accounting e TABWU special treatment of retirement PBS g software Fiscal Year Reporter 40 e TAPRFT Text table for investment profile e TAPRF Investment measure profile for asset under construction and depreciation simulation These recommended tables and all further tables which the tax authority may re quest can be provided from the PBS menu via the function gt General table data First generate the export program via gt Export of general table data by indicating the table name Then a layout list can be created as described before and the data can be exported 2 78 COO BNE 5545 OH Variable table statement o amp
43. with the basis pro grams of SAP AG 69190 Walldorf Baden SAP system releases 3 x 4 x Enter prise ERP 2004 2005 PBSc software Fiscal Year Reporter 2 Installation Guide Release The minimum requirement for the installation of the Fiscal Year Re porter is development level 3 0 of the R 3 programs by SAP AG Wall dorf Baden 2 1 Initial Installation You are provided with a download containing the PBS Utility Fiscal Year Reporter in the directory FYR Besides the directory FYR you may find further directories which contain more PBS products They will be explained in the manuals of the corresponding product The directory FYR contains the sub directories FYR Docu FYR R3 FYR Docu contains in the sub directories English and German the user manual in PDF format The sub directory FYR R3 finally contains a transport order with the complete PBS utility FYR for the import into your SAP R 3 system For example this directory could be as follows R901439 E31 12 829 675 10 03 99 9 25 K901439 E31 153 10 03 99 9 27 File K901439 E31 is the R3Trans command file file R901439 E31 the corre sponding data file Both files are to be transferred via FTP into the UNIX or Windows NT environment Important The transfer of the file must be done with the Unix user lt target system gt adm in the binary mode The command file K9zzzzz yyy has to be imported into directory usr sap trans cofiles and the dat
44. y group please see the SAP standard documentation Then the corresponding activity group can be entered in the user master record g a 18 Cae cenk anaa nA os Maintain User 28 Measurement data References EEEE Reference user for additional rights pe Valid from alid to Name tsi B ns 05 200251 12 999985 Fiscal Year Reporier Diagram 5 Activity group user master record PBS a software Fiscal Year Reporter 18 4 Extract Transaction Data at the Fiscal Year Clos ing All transactions belonging to a fiscal year are copied independent of their status open cleared to a SAP ADK file For this purpose the PBS archiving object YY_YR_yyyy yyyy fiscal year is used Should the archiving object not exist al ready it is generated during the run time All documents whose posting periods are within the fiscal year period belong to a fiscal year Moreover all documents which have been cleared during this fiscal year are allocated to the fiscal year in question This is necessary to display the posting material completely at any time e g via a balance audit trail Important The creation of an ADK archive stock via the object YY_YR_yyyy has nothing to do with the usual archiving process for the archiving object FILDOCUMNT With YY_YR_yyyy no documents of the database are archived or deleted Via YEAM gt Transaction data gt Save the transaction data stock at the en
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