Balance Sheet Certification

The balance sheet certification module allows you to streamline balance sheet reviewing, amending, as well as other processes until its final approval.

Prerequisites

Both the Approving person and Supervisor person require the necessary authorizations in the SAP to perform the actions in Redwood Finance Automation.
- FPA_User_Who_Runs_Task can be set to override.
Only users with the scheduler-business-users role can review Balance Sheet Certification items.
Any SAP system you wish to connect to should be located in the same partition as Redwood Finance Automation, the queue as generated by the SAP system must reside in that partition.

Workflow

You duplicate FCA_FPA_TD_GL_Account_Certification_Template, rename it with a CUS_ prefix, such as CUS_FPA_TD_GL_Account_Certification, add it to the CUS_FCA application; this process definition contains the main workflow for the balance sheet certification.
You duplicate FCA_BalanceSheet_Certification_Rule_Template, rename it with a CUS_ prefix, such as CUS_FCA_BalanceSheet_Certification_Rule, add it to the CUS_FCA application, adapt it to your liking. This process definition contains calls to the rules for the certification. The following built-in rules are available:
FCA_BalanceSheet_Certification_Rule_LineItem_AmountLessThan - checks whether a property of a line item is less than some defined maximum value.
FCA_BalanceSheet_Certification_Rule_LineItem_DateInRange - checks whether a date property is within a range of dates.
FCA_BalanceSheet_Certification_Rule_LineItem_DateLaterThan - checks whether a date property is later than a specific date.
FCA_BalanceSheet_Certification_Rule_LineItem_HasPropertyValueFromList - checks whether a property has a valid value as specified in the list.
FCA_BalanceSheet_Certification_Rule_LineItem_HasAttachment - checks whether a line item has an attachment.
FCA_BalanceSheet_Certification_Rule_LineItem_HasPropertyValue - checks whether a specific property of a line item has a value (supports exact match and GLOB patterns).
FCA_BalanceSheet_Certification_Rule_LineItem_IsPropertySet - checks whether a line item has a property set.
You create a process list using the Orchestrator to call your balance sheet certification process definitions as well as your rules process definition.
You submit FCA_TaskList_Create to schedule your balance sheet certification process list, specifying the name of your process list template.
The reviewer receives a notification as soon as the balance sheet is ready for review; any line items that did not fulfill a rule are marked as such, in this case, the rule will insert an Auto reason allowing you to determine which rule was violated.

Configuration

Configuration Table

The configuration settings are set in the FCA_ApplicationCustomizing table; if they do not exist in the table, import fca_content.car and see BSC Installation.

Parameter	Description
`FPA_SAP_System`	Default source SAP System for synchronization of the FPA tables.
`FPA_SAP_Client`	Default source SAP Client for synchronization of the FPA tables.
`FCA_FPA_TaskList_Initialize`	Task list initialization chain, defaults to `FCA_FPA_TaskList_Initialize`.
`FPA_TaskList_Init_Target_Customer`	Custom Task List initialization chain - Target, defaults to `FCA_FPA_TaskList_Target_Synchronization`.
`FPA_User_Who_Runs_Task`	User that should run Task in SAP, accepts: `Supervisor`-(default) the supervisor of the workflow. `Approver` - the approver of the workflow. `Owner` - user that submitted the process. `RfcUser` - user of the SAP client. `<name>` - a hardcoded user. This parameter has to be set for cloud environments as the username is an email address and that will not be found in the SAP system.

Configure Dashboard and Line Items

You duplicate table FCA_BSC_Configuration_ColumnDefinition, add prefix CUS_ (remove the automatically added _1 suffix from the name) and set Application to CUS_FCA.

Field	Description
`<Key>`	Must be unique, if it starts with `Dashboard`, it will be displayed in the Dashboard, otherwise it will be with the line items, its value will be taken from parameter under `<Name>`.
`<Name>`	Parameter for the field.
`<Type>`	Type should match parameter data type.
`<ExternalName>`	Name of the column in the RTX file.
`<DisplayOptions>`	A JSON and allows you to set Sortable `true` or `false`, `Filterable` `true` or `false`, `FilterType` type of filter, supports `TextFilter`. `Title` is the title of the column.
`<EditOptions`	Should be an empty JSON expression (`{}`) - for future use.

important

BSC (balancesheet-certification.car) needs to be installed twice to get table CUS_FCA_BSC_Configuration_ColumnDefinition updated.

Orchestrator Configuration

Group	Field	Description
Generic	Description	(required) Description of the chain definition.
Generic	Name	(required) Name of the chain definition.
Timing	Start time	Start time of the chain.
Timing	Start Day Offset	Day offset of the chain.
Timing	Deadline time	Deadline time.
Timing	Deadline Day Offset	Day offset of the deadline.
Timing	Calendar	Calendar time window.
Timing	Time zone	Time zone for the time window.
Timing	Skip	Skip this iteration.
SAP	SAP system	(required) SAP instance to retrieve the data from.
SAP	SAP client	(required) SAP client.
SAP	SAP user	SAP user to retrieve and send the data.
Organization	Controlling area	Controling area of the companies.
Organization	Company code	Company codes.
Organization	Close type	Close type: `M` - Month-end close `Q` - Quarter-end close `Y` - Year-end close
Organization	Due date	Due date for the close.
Organization	Currency type	Currency type.
Organization	Currency type 2	Currency type 2 defaults to `30` - Group currency.
Organization	Risk Level	Risk level, defaults to medium.
Organization	Approver	(required) Approver for the balance sheet.
Organization	Reviewer	(required) Reviewer for the balance sheet.
Organization	Milestone	Milestone for the balance sheet.
Account	G/L account(s)	(required) Account numbers (comma-separated).
Account	Chart of accounts	The chart of the accounts to use.
Account	Group	Group for this balance sheet.
Account	Category	Category for this balance sheet.
Account	Sub category	Sub category for this balance sheet.
Rules	Rules	(required) Rules chain to use to set line items to Correct.
LineItemVariant	Status (Radio Button)	Status of the line item: `X_AISEL` - All items `X_CLSEL` - Cleared items `X_OPSEL` - (default) Open items
LineItemVariant	Maximum number of items (Par)	Maximum number of line items.

Chain Parameter Configuration

The parameter configuration can be performed on your copy of the process definition based on template.

Name	Description	Documentation	Direction	Default Expression	Values
TASK_NO	Task definition identification	Identifier for the Task that is automated	In	`1000`
SAP_SYSTEMS	SAP system	Retrieve the required SAP System from the OrgStructure used or from overwrite	InOut
CLIENT	SAP client	Retrieve the SAP Client from the OrgStructure used or from overwrite	InOut
SAP_USER_NAME	SAP user	Determine the user from task be used for executing reports / transactions	In
LANGUAGE	Language		In
SID	SAP System id	Defaults are taken from OrgStructure parameters if this parameter is empty	In
SID_CLIENT	SAP client	Defaults are taken from OrgStructure parameters if this parameter is empty	In
SID_USER	SAP user	Overwrites user to be used for SAP	In
KOKRS	Controlling area		In
BUKRS	Company code		In
TASK_CLOSE_TYPE	Close type		In		`M` - Month `Q` - Quarter `Y` - Year
DUE_DATE	Due date		In
CURRENCY_TYPE	Currency type		In
CURRENCY_TYPE_2	Currency type 2		In	`30`
RISK_LEVEL	Risk Level		In	`medium`	`low` `medium` `high` `very high`
CATALOG_NAME	Application name		In	`<default_catalog>`
CATALOG_PATH	Accounts Structure		In	`<KTOPL>/<BUKRS>`
CATALOG_PATH_CURRENT_PERIOD	Current posting period		In	`<TASKLIST_YEAR/TASKLIST_PERIOD`
CATALOG_PATH_PREVIOUS_PERIOD	Previous posting period		In
SAKNR	G/L account(s)		In	`>!<`
KTOPL	Chart of accounts		In	`INT`
BS_ACCOUNT_GROUP	Group		In
BS_CATEGORY	Category		In
BS_SUB_CATEGORY	Sub category		In
LI_LAYOUT	SAP layout name for the line items report		In	`1/JCS/BSC`
BS_LAYOUT	SAP layout name of the balances report		In	`2/JCS/BSC`
TASKLIST_PERIOD	Fiscal period		In
TASKLIST_START_DATE	Close start date		In
TASKLIST_END_DATE	Close end date		In
TASKLIST_YEAR	Fiscal year		In
TASK_ITEM	Task item node		In
TASK_APPROVER	Approver	User who approves the balance sheet certification	In
TASK_SUPERVISOR	Reviewer	User who reviews the balance sheet certification	In
TASK_CALENDAR	Factory calendar	SAP factory calendar	In
TASKLIST_ID	TaskList name	Internal (TEMPLATE/INSTANCE)	In
TASKLIST_DESCR	TaskList description	Internal	In
TASK_DESCR	Description		In
TASK_MILESTONE	Milestone		In
TASK_TITLE	Task description	If defined, updates the task description	In
TASK_OUTPUTS	List of important outputs	Use Attachment syntax	InOut
RULE	Action Rule(s) to apply		In
RULE_RESULT	Action Rule: Resulting value		Out
TASK_PUBLISH_OUTPUTS	Publish output		In		`X` - Publish `<empty>` - No publish action
BS_ALLOW_RESTART	Allow restart		In	`X`
RESET_CORRECTED_WITHOUT_DEADLINE	Reset status of corrected line items without deadline at the end of the period		In
BS_ALLOW_CLEARING	Allow clearing		In	`X`
JV_REQUEST_CHAIN	JV request definition name		In	FCA_FPA_JournalVoucher_Request
CLEARING_REQUEST_CHAIN	Clearing request chain name		In	FCA_BalanceSheet_Certification_Clearing
ACTION_ITEM_CHAIN	Action Item chain name		In	FCA_BalanceSheet_Certification_ActionItem
RECON_RULES	Rules		In
BS_CB_DEFINITION	BreakUp table Definition		In	[{ "Title": "Doc Type", "Value": "local_amount", "XColumn": { "Value": "aging", "Date": "posting_date", "Ranges": [ 30, 60, 90, 120 ], "ShowTotal": true }, "YColumn": { "Value": "document_type" } }, { "Title": "Profit Center", "Value": "local_amount", "XColumn": { "Value": "aging", "Date": "posting_date", "Ranges": [ 30, 60, 90, 120 ], "ShowTotal": true }, "YColumn": { "Value": "profit_center", "ShowTotal": true } }, { "Title": "Aging by Review Status", "Value": "local_amount", "XColumn": { "Value": "aging", "Date": "posting_date", "Ranges": [ 30, 60, 90, 120 ], "ShowTotal": true, "ShowCount": true }, "YColumn": { "Value": "reviewed_status", "ShowTotal": true, "ShowCount": true, "ShowOnlyUsed": true } }]
SKIP_REVIEW	Skip Review Process		In		`X`
LI_RADIO	Status (Radio Button)		In	`X_OPSEL`
LI_O-I_KEYDATE	Open Items: Open at key date (Par)	Source PA_STIDA	In
LI_A-I_BUDAT	All Items: Posting date (Sel)	Source SO_BUDAT	In
LI_MAX_LINES	Maximum number of items (Par)	Source PA_NMAX	In	`0`
DISABLE_DASHBOARD_RELOAD	Disable Dashboard Reload	Possible values, comma separated: `never all restart restartGroup requestReview requestReviewGroup completeReview completeReviewGroup acceptReview acceptReviewGroup rejectReviewGroup rejectReview resetStatus createActionItem`	In	`never`

Group - BS_ACCOUNT_GROUP

The group accounts mode is configured using this parameter, if the parameter is not empty, accounts can be grouped.

BreakUp Definition - BS_CB_DEFINITION

The breakup table is defined by this parameter, it accepts an array of X and Y columns, of which values can be displayed.

note

The breakup table configuration is only available as long as the corresponding user message process is available in the system.

Once the process is gone, breakup table configuration will fall back to the default settings.

information

Up to 9.2.8.10 and between 9.2.9.0 and 9.2.9.1, the breakup table was stored in a table, however, the size of certain JSON configurations exceeded the limit of the cell.

You can add the following configuration items to the breakup table:

ShowGrandTotal - displays grand totals; accepts values true or false (default).
ShowCount - displays line item counts; accepts values true or false (default).

Example

[{
  "Title": "Doc Type",
  "Value": "amount",
  "ShowGrandTotal": true,
  "XColumn": {
  "Value": "aging",
  "Ranges": [30, 60, 90, 120],
  "ShowTotal": true,
  "ShowCount": true
  },
  "YColumn": {
  "Value": "document_type",
  "ShowTotal": true,
  "ShowCount": true
  }
},
{
  "Title": "Profit Center",
  "Value": "amount",
  "XColumn": {
    "Value": "aging",
    "Ranges": [ 30, 60, 90, 120 ],
    "ShowTotal": true
  },
  "YColumn": {
    "Value": "profit_center",
    "ShowTotal": true
  }
},
{
  "Title": "Aging by Review Status",
  "Value": "local_amount",
  "XColumn": {
    "Value": "aging",
    "Date": "posting_date",
    "Ranges": [ 30, 60, 90, 120 ],
      "ShowTotal": true,
      "ShowCount": true
  },
  "YColumn": {
    "Value": "reviewed_status",
    "ShowTotal": true,
    "ShowCount": true,
    "ShowOnlyUsed": true
  }
}]

Reset Status of Line Items

When RESET_CORRECTED_WITHOUT_DEADLINE is not empty, corrected line items without any deadline from the previous period will not be carried over to the subsequent period.

Mandatory Deadlines

You add parameter MANDATORY_DEADLINE to the chain definition and fill it to enforce deadlines for reviewed line items. You will no longer be able to set line items to reviewed without a deadline.

Rules

The process will automatically test the rules you have specified and mark any line items for review that fail the rule. See BSC Rules for more information on creating your own rules.

Review

A notification is sent to the reviewer for further inspection. Following the link in the notification, the reviewer accesses the Balance Sheet Certification overview.

The overview contains the following fields:

Group	Field	Description
Entity	SAP System	Name of the SAP System.
Entity	Company Code	The company code of the balance sheet; as specified in SAPGui and the Orchestrator.
Entity	Fiscal period	the fiscal period as specified in SAPGui and the Studio.
Entity	Fiscal year	the fiscal year as specified in SAPGui and the Studio.
Entity	Reviewer	The user that is tasked to review the balance sheet as specified in the Studio; only the reviewer and supervisor can access the balance sheet certification screen.
Account	Account	Account numbers
Account	Account texts	Account texts as displayed in SAPGui.
Account	Due date	The due date for the balance sheet.
Account	Risk level	The risk level for this specific balance sheet.
Account	Balance carryforward
Account	Period balance	The period balance as spec.
Account	Preparer
Balances	Balance carryforward
Balances	Balance YTD
Balances	Accumulated balance
Balances	Debit balance
Balances	Credit balance
Analyst Comments & Attachements	Comments	Comments on the current balance sheet certification. Comments are free text; any printable Unicode character-combination is accepted.
Analyst Comments & Attachements	Supporting Documentation	Attachments on the current balance sheet certification. Attachments can be both inspected and new elements uploaded in the balance sheet certification.
Breakup tables	Aging	Age in days of the line items.
Breakup tables	Correct	Line items that have been found to be correct.
Breakup tables	Corrected	Line items that have been corrected.
Breakup tables	Clearing	Line items for which a clearance has been requested.
Breakup tables	Total	Total amounts for the various ages/statuses.
Breakup tables	Count	Number of line items in the various ages/statuses.
Line items	*	Details of the different line items with a number of actions to perform.
Actions	Download Items	Download the supporting documentation for selected line item(s).
Actions	Clearing	Request clearance for the selected line item(s). Note that the sum of the selected line items must be 0.
Actions	Reject Items	Reject the selected item(s).
Actions	Mark as Reviewed	Mark the selected line item(s) as reviewed.
Actions	Create Action Items	Create an action item for the selected line item(s).

The checkbox column on the line items overview allows you to select and deselect line items; the paperclip (📎) allows you to inspect/upload attachments.

Actions

Any actions you take in the balance sheet certification overview, such as adding attachments, requesting clearance, will be performed in the background; the results are visible in SAPGui as well as Redwood Finance Automation. Depending on the action, processes are submitted to perform the requested action, if an process fails, the action will be marked as such in the overview. Note that some actions take a few minutes to complete; there might be a delay between the moment you request an action and the moment the result is displayed in the overview or SAPGui.

When you interact with line items, the following definitions are submitted in the background:

FCA_SAP_BSC_Create_Attachments - Process that creates attachments in SAP.
FCA_SAP_BSC_Get_Attachments - Process that retrieves attachments from SAP.
FCA_BalanceSheet_Certification_ActionItem - Process that creates action items.
FCA_BalanceSheet_Certification_Clearing - Process that performs the clearance.

Product Documentation

Prerequisites

Workflow

Configuration

Configuration Table

Configure Dashboard and Line Items

important

Orchestrator Configuration

Chain Parameter Configuration

Group - BS_ACCOUNT_GROUP

BreakUp Definition - BS_CB_DEFINITION

note

information

Example

Reset Status of Line Items

Mandatory Deadlines

Rules

Review

Actions

See Also