SAP FI FAQs – Docuement/Account Maintenance
1.Â Â Â Under what circumstances can a document be changed?
Most fields in a document can be changed up until it is posted.Â After that, only fields that do not have a financial impact can be changed (e.g., text fields).Â In the document header, only the reference document and text can be changed.
2.Â Â Â For what are document update rules used?
With document update rules, you determine which document fields are allowed to be changed and under what circumstances.Â They are stored in the â€œdocument change rulesâ€ table.Â Note that some fields may not be changed regardless of the specifications in this table.
3.Â Â Â What specific document fields cannot be changed?
Fields mandated by GAAP (Generally Accepted Accounting Principles) cannot be changed (e.g., account number, amount, posting key).
4.Â Â Â Explain how document reversing works.
Document reversal automatically reverses entries and creates a new document with reference to the original posting. Therefore, document reversal offers a better audit trail than manually adjusting entries to correct errors.
You can reverse a document only if:
*Â Â Â The document has no cleared line items
*Â Â Â The document contains only D, K or S items (customer, vendor or G/L account line items)
*Â Â Â The document was posted with the FI system (not SD or MM)
*Â Â Â All specific values (such as cost center) are still valid
5.Â Â Â Explain the difference between a Traditional Reversal and a True Reversal.
A Traditional Reversal results in a debit entry being offset by a credit entry.Â When viewing the account balance, you will see entries in both the debit and credit columns.Â A True Reversal posts a negative amount to the entry in question.Â When viewing the account balance, the entry appears to be removed from the system.Â Both reversals offer a complete audit trail, and the reversal documents are identical except for an indicator noting the type of reversal.