Customizing the Rules for changing SAP Posted Documents- Document Header and Line Item Fields

 
Perhaps we should start by mentioning that making changes to posted accounting documents are discouraged. Indeed, SAP already made sure that certain fields could not be changed after document posting. Such fields are central to understanding the story being told by the document, and the whole story will be distorted once they are tempered with. Example of such fields are the amount and currency of the transaction, the GL account posted to, the Company Code and so on.
 
In addition, update objects, including the account assignment objects, for which transaction figures or line items are updated cannot be changed.
These fields cannot (and should not) be changed independent of the document change rule. Any mistakes made on these fields during document posting can only be corrected by reversing the whole document.
 
However, other fields in the posted document may be changed. These are fields that normally provide additional information (about a posted document) and are used in reporting, in reconciliation exercises, and they are also used as criteria in open item clearing and so on. For example, if your organization uses field (BSEG-ZUONR) for reporting purpose or as a key field in the reconciliation exercise or as one of the clearing criteria in open item clearing transaction, they may request that they be allowed to change this field, in case of wrong data input; instead of reversing the whole posted document just to correct this.
 
In this post, we discussed the configuration steps involved in setting the “rules for changing documents”. We will discuss this in two.
 
1) Document Change Rules- Document Header
 
A document in SAP has two main sections, the document header information and line item information.
 
The document header holds information that is true or valid for the whole document (example the document number, the document date, posting date and so on).
 
Follow the menu path below to maintain rules for changing document header information.
 
IMG — Financial Accounting Global Settings (New) – Document — Rules for Changing Documents — Document Change Rules, Document Header
 

 
Click on new entries or copy and exiting rule.
 

 
Enter the document header field you would like to change in a posted document in the Field Name.
 
Rules is valid for: Under this, you select which account type, transaction type and company codes this document change rule will apply to. If you leave the fields blank, the setting will apply to all “account types”, “transaction types”, and “Company Codes”.
 
Possibility of changing the field: Flag the indicator “field can be changed”, to be able to change this field in a posted document.
 
Stipulations for posting: here, you decide whether the rule is posting period dependent. Leave “posting period not closed” unchecked, if you want changes to this field to be possible irrespective of whether posting period is closed or opened.
 
Save your selections.
 
2) Document Change Rules- Line Items
 
The line item holds information that is true or valid only for a particular line item of a posted document (example the line item amount, the posting keys, the GL account number, the assignment field and so on).
 
Follow the menu path below to maintain rules for changing document line item information.
 
IMG — Financial Accounting Global Settings (New) – Document — Rules for Changing Documents — Document Change Rules, Line Item
 

 
Click on new entries or copy and exiting rule.
 
Follow the exact steps as discussed in 1) above, for the line item document change rule.
 

 
The above settings should be done for each field that you would like to be able to change in a posted accounting document. The configuration path to take depends on whether the field in question is a document header or line item field.
 
 
 
Please do share your thoughts on this topic. We would love to hear your comments and suggestions.
 
 
 
 
 
 
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