Managing Parked Documents in SAP

Parked document can be use to enter and store (park) incomplete documents in the ERP System without carrying out extensive data entry checks (CO object, fund, etc.) Parked documents can be completed, checked and then posted at a later date – if necessary by a different data entry clerk.

Parked Document workflow

The system will distinguish between workflow related parking and non-work flow relating parking activities via a status indicator on the parked document called ‘Save as Complete’. When a document is parked and ready for review/approval, the document is parked with the ‘Save as Complete’ button. This gives an indicator on the document that acts as a trigger for workflow. The parked document is then routed to the approver based on workflow configuration per business area. The approver reviews the parked document, makes changes as needed and posts the parked document to the system. Or the reviewer can reject the parked document. In this case, the sender is notified of the rejection reason and is some cases; follow on instructions (such as delete parked document). Once a document has been approved by the approver and posted, the parked document has a status of ‘Released.”

Parked Document Changes

A parked document may also be changed. A parked document, like any other accounting document, has two parts: header and line item. Information in the document header is data that applies to the whole document (regardless of line item data entry) such as document date, posting date, document number, etc. Line item data is information that pertains to a particular line item (general ledger line item) such as revenue or customer line items. Examples of line item information are amounts, payment terms, dunning area, etc.

Download the article on Managing Parked documents.

View and Display Parked Documents

There are two possible transactions to use here. They are FB03 and FBV3. The first shows all posted document types. This is the best choice if you think the document has been posted to you actual balance. The later shows only parked documents that have not yet posted to your expenditure balance. These documents are still encumbrances. It is the best choice if you are trying to find which documents are still awaiting  completion or approval.

This transaction is very similar to the FBV2 transaction used with P-Card reconciliation and marking parked documents complete.