TOLERANCE GROUPS:
a)Define tolerance groups for G/L AccountsThis is two types
1.GL Accounts
2.Employee
a) Receipts / Payment transactions
b) Mandatory area
Retained area called open item management.
This is used for vendors, customers and balance sheet accounts where clearing is required.
Outstanding expenses A/c
Salaries 500000
Bank 15000 Rent 15000
Wages 100000
If we see the account in the month end or year end-we will have no of credits and no. of debits. We don’t know which item is pending and how much is pending.
As per SAP open item management –At the time of making payment –System will as against which provision we are making the payment. When we specify the payment is being made against rent provision. It clears the transaction.
The advantage is we can see the account in 3 ways.
1) If we select open items payable Eg.Salaries and Wages.
2) If we select cleared items :paid Eg.Rent and bank
3) If we select all items: Payable + paid
The same way we use for vendors and customers and also.
Vendors X A/c
Bank – For 1 100 1 1000
Bank –For 2 200 2 2000
Bank-For3 300 3 3000
Bank for 4 400 4 4000
Bank for 5 500 5 5000
Bill wise out standings we can see for vendor.
We can have tolerances (payment differences). It can be amount tolerance or percentage tolerance or both it can be debit amount or credit amount.
Outstanding expenses A/c
Salaries 500000
Rent 15000
Bank 15000 Wages 100000
Bank 100000 Commission 100005
There is difference of Rs.5 in the account for commission which need not be paid.
We can difference tolerances.
Tolerance
Group Amount percentage
A 100
B 5%
A) We have to assign tolerance group in account –in outstanding expenses A/c we have assigned tolerance group A
B) At the time of making payment system checks
Provision 100005
Payment 100000
Difference 5
If the difference of Rs.5 is within tolerance group amount. i.e.100 system will clear the provision and transfer to sundry balances written off account at time of making payment.
Disadvantages:
1. Tolerance group is given at account level and not at the transaction level.
Outstanding expenses A/c.
Diff to give
Salaries 500000 200
Bank 15000 Rent 15000 15
Wages 100000 500
Bank 100000 Commission 100005 100
2. There is not flexibility amount percentage tolerance group.
A 100
B 5%
C 0
Outstanding Expenses A/c.
Salaries 500000
Bank 15000 Rent 15000
Wages 100000
Bank 100000 Commission 100005
If we give tolerance group A in outstanding expenses account if the difference is less than tolerance group amount and transferring sundry balances written of account automatically.
When we give tolerance group C instead of A in outstanding expenses account.
Outstanding expenses A/c.
Bank 100000 Salaries 500000
Bank 15000 Rent 15000
Bank 100000 Commission 100005
Provision 100005
Payment 100000
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Difference 5
=======
Not payable payable
Transfer 5 Now Rs.100000 as part payment
To sundry balances off a/c and clear the transaction.
This is mandatory area.
Tolerance Group Amount Percentage
A 100
B 5%
Bank C 0
Instead of crating group C - keep the filed blank and give amount zero.
While creating 1000 GL accounts, Vendor accounts and customer accounts.
Keep tolerance group field blank, system expects we have created blank
Tolerance group and already assigned.
For our company code: we are creating bank tolerance group wit amount zero so that no need to assign.
Tolerance group while creating the accounts.
Path :SPRO – Financial accounting – General Leger Accounting –Business transactions-open item clearing –clearing difference- Define tolerance groups for G/L Accounts
Company code : AML
Tolerance group :Blank
Description :Tolerance group for AML
Debit posting :0
Credit posting :0
Debit percentage :0
Credit percentage :0
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b)Tolerance group for employees.
User wise upper limits for posting
Tolerance Group A B C
100000 100000 10000000 Amount per document
100000 100000 10000000 Amount per open item
Account Item
0 5 10 Cash Discount
0 0 0 Payment Differenced
We have 1000 users distance – we have to create 1000 scenarios (short cut method)
Accounts Dept:
1. City office cashier
2. Factory cashier
3. Branch cashier
4. Account 1 A
5. Account 2
6. Deputy Manager Accounts B
7. Manager Accounts
8. DGM Accounts C
In live environment / training institutes
SAP User AML A Blank
SAP User XYZ Use only A
SP user ABC Use only A
Path: SPRO-Financial Accounting –General Ledger Accounting –Business transactions – Open Item clearing - Clearing differences – Define tolerance groups for employees.
Select new entries button
Group : Blank
Company code : AML
Upper limits for posting
Amount per document (Maximum Amount 9999999999)
Amount per open item account item 9999999999 cash discount per line item 10
Permitted payment difference : Blank
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