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CCCooo nnn ttteee nnn tttsss 1. Topics Covered ........................... ........................... ........................... ........................... .... 3
2. Business Scenario........................... ........................... ........................... .......................... 3
3. Basics of Validations and Substitutions......................... .......................... ...................... 3
4. Definition and execution of Validation in Financial Accounting...... .......................... .... 3 4.1.1. Definition ........................... .......................... ........................... ........................... .... 3 4.1.2. Business use/Purpose ........................ ........................... ........................... ............. 4 4.1.3. Customization Considerations................................................. .......................... ..... 4 4.1.4. Demonstration ....................... ........................... ........................... .......................... 6
4.1.5.
Self Assessment Test ......................... ........................... ........................... ............. 9
4.1.6. Tasks .................................................................................................................... 9 4.1.7. Solutions .......................... ........................... ........................... .......................... ....10
5. Definition and execution of Substitution in Financial Accounting ........................ .......12 5.1.1. Definition ........................... .......................... ........................... ........................... ...12 5.1.2. Business Purpose/Use..........................................................................................12 5.1.3. Configuration considerations.................................................................................12 5.1.4. Demonstration ....................... ........................... ........................... .........................13 5.1.5. Self Assessment Test. ........................ ........................... ........................... ............15 5.1.6. Tasks ........................... .......................... ........................... ........................... ........15 5.1.7. Solutions .......................... ........................... ........................... .......................... ....15
6. Usage of Rules and Sets.................................................................................................19 6.1.1. Definition ........................... .......................... ........................... ........................... ...19 6.1.2. Business Purpose / Use........................................................................................19 6.1.3. Configuration considerations.................................................................................20 6.1.4. Demonstration ....................... ........................... ........................... .........................20 6.1.5. Self Assessment Test ......................... ........................... ........................... ............27 6.1.6. Tasks ........................... .......................... ........................... ........................... ........27 6.1.7. Solutions .......................... ........................... ........................... .......................... ....27
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CCCooo uuu rrrsss eee OOOvvveee rrrvvv iiieee www This training document covers the Validations and Substitutions, its definition, use andmanagement. It also explains the configurations and demonstrations on Validations andSubstitutions.
1. Topics Covered
After study of this document participants would be able to explain:
1. Execution of validation and substitution2. Basics of creating a validation and a substitution3. Validation and substitution maintenance
2. Business Scenario
The head accountant of ABC International is concerned about the number of data entry mistakesthat take place in accounting the transactions. It is required to ensure that certain basic validationhas to been done before the document is posted in the system.
Following paragraphs of this course material takes us through the various process of usingvalidations and substitutions for concerns raised by the Head accountant of ABC ShippingCorporation.
3. Basics of Validations and Substitutions
Comparison between Validation and Substitutions : Validation is basically to validate the databefore posting the same into the books of accounts, whereas Substitution is to replace certainvalues if the pre-requisites specified are met.
4. Definition and execution of Validation in FinancialAccounting
4.1.1. Definition
Balance confirmation Validation allows you to define your own individual checks for specific fieldswhen a business transaction is being processed.
For every company code, you can define validations for three levels. The specified levels are:
1. Document header2. Document item3. Complete / Entire document
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4.1.2. Business use/Purpose
The validation function helps you to check the entered values and value intervals. When data areentered in the system, the system validates the data according to the validation rules. Since dataare validated before they are actually posted, there is no scope for errors.
When you define a validation rule, the system checks the validation rule to ensure that it issyntactically correct. You can also define the result of non-compliance with the validation rule. Forinstance, you can specify that a message is issued but the user can continue processing. Youcan also force the user to correct the error before processing can continue.
4.1.3. Customization Considerations
Execution of Validations in Financial Accounting.
A validation consists of three parts:
Prerequisite The conditions which should be satisfied for the system to trigger thevalidation Check Once the validation is triggered, what is the validation that the system has to
perform Message In case the Check has failed, what is the Message the system has to give to
the user?
Basic Steps in Configuring Validations
You must complete the following steps to create a validation:
Enter the application area in which the validation is called up e.g. In Financial Accountingor in Controlling etc.
Select the correct Call up point for the validation e.g. at the header level or the line itemlevel or the Complete document level. Define the validation. Assign your validation to an organizational unit (for example, company code for FI,
company code or global company for FI, controlling area for CO) and Activate the Validation.
The fields that can be used in your validation or substitution are determined from the applicationarea and the Callup point. When you define your rules for the prerequisite and Check statements,you can choose the fields that you want to use.
Formula Builder
The Formula Builder provides an easy-to-use interface for inputting arithmetical and logicalexpressions.
Depending on the context for the formulation required, you are given buttons to press whichprovide Operands and Operators for logical expressions which have to be inserted in the formula.
The entry is checked step by step for correct syntax including parentheses.
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Depending on the entries the system will only allow to dispose of the correct logical formulation toguarantee a fully correct statement. Errors in entering the rules are therefore scored out.
The use of technical names, as was the case in the past (tables and field names) is stillsupported, but here the options that can used are delivered using press buttons and texts. Thisenhances the comfort of handling a logic which is intrinsically technical.
Validation Maintenance
Each validation can contain up to 999 steps that each consist of a Prerequisite Check Message
You can use a message that has already been defined or you can create a new message for thevalidation. The messages to be output can have different levels of severity:
I = Information W = Warning E =Error (the user must correct the entry) C = Cancel
Operands and Operators
Operands and Operators are used in building the formula. The following are some examples ofoperators:
Operands /Operators
Description
AND Used to check more than one condition and the result must be true for
both for the system to proceedOR Used to check more than one condition and the result must be true for any
one of the condition for the system to proceed
( Parenthesis for starting a inclusive statement
) Parenthesis for ending a inclusive statement
= Equal to
Not equal to
= Greater than or equal to
> Greater than
< Less than
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IN Used to check if the fields are in a set
SUM Total of a document
AVG Average sum of a document
MAX Maximum value of all line items
MIN Minimum value of all line items
GROUP BY Compare a group of totals with another group of totals
4.1.4. Demonstration
Demo 1: Example Business Scenario for Validations
To have a validation to ensure that the particular user, (Current User ID) should not pass any
journal vouchers using the document type SA. In case the user trys to post, then the systemshould throw an error message.
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Validation in accountingdocument.
Transaction Code GGB0
Click on the Documents Header of the Financial Accounting, and Click the Validation
button , the following screen is displayed.
Field Value
Validation Name YVAL
Validation Text Validation for company code AB00
Save the entry.
Create a Step by Clicking on the Step button on the Tool Bar
Field Value
Step No 001
Step Name Document type not equal to SA
Tab Prerequisite
Sub Tab Table fields
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Demo 2: Assignment of Validation step to Company code.
Menu Path SPRO Financial Accounting Financial Accounting GlobalSettings Document Line Items Define Validations forPostings
Transaction Code OB28
Click the New Entries button , and enter the data
Field Value
Company code AB00
Call up point 001
Validation YVAL
Activation level 01
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Save and the validation is in place.
Demo 3: Validation of the transaction triggering the validation step
Menu Path Accounting Financial Accounting General Ledger Posting General Posting.
Transaction Code F-02
Field Value
Company code AB00
Document date Todays date
Posting Date Todays date
Document type SA
Posting key 40
GL account 476900
Clicks enter to see the validation error message configured in Demo 2.
4.1.5. Self Assessment Test1. ______________ validates the data according to the validation rules.
Prerequisite Rule Manager Steps Message
2. Validations are system defined checks for specific fields when a business transaction is beingprocessed.
True False
4.1.6. Tasks
1. To have a validation to ensure that the particular user, (Current user ID) should not pass any journal vouchers using the document type SA. In case the user tries to post, then the systemshould throw an error message.
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4.1.7. SolutionsTask 1:
Step 1: Creation of a validation
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Validation in accountingdocument.
Transaction Code GGB0
Click on the Documents Header of the Financial Accounting, and Click the Validation
button , the following screen is displayed.
Field Value
Validation Name VAXX
Validation Text Validation for company code ABXX
Save the entry.
Create a Step by Clicking on the Step button on the Tool Bar
Field Value
Step No 001
Step Name Document type not equal to SA
Tab Prerequisite
Sub Tab Table fields
Table Structure SYST
Field SYST-UNAME
Operator =
Constant Current User ID
Operator AND
Field BKPF-BUKRS
Operator =
Constant ABXX
Tab Check
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Sub Tab Table Fields
Table Structure BKPF
Field BKPF BLART
Operator
Constant SA
Tab Message
Message Type E
Message Class Z1
Message Number 1XX
Message Text Document Type & not allowed with standardizationentries
Message Variables BKPF
Click the save button or CTRL +S.
Step 2: Assignment of Validation step to Company code.
Menu Path SPRO Financial Accounting Financial Accounting GlobalSettings Document Line Items Define Validations forPostings
Transaction Code OB28
Click the New Entries button , and enter the data
Field Value
Company code ABXX
Call up point 001
Validation VAXX
Activation level 01
Save and the validation is in place.
Step 3 : Validation of the transaction triggering the validation step
Menu Path Accounting Financial Accounting General Ledger Posting General Posting.
Transaction Code F-02
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Field Value
Company code ABXX
Document date Todays date
Posting Date Todays date
Document type SA
Posting key 40
GL account 476900
Click enter to see the validation error message configured in Demo 2.
5. Definition and execution of Substitution in FinancialAccounting
5.1.1. Definition
Unlike validations that create on-screen messages to the user, substitutions actually replace andfill in field values behind the scenes without the user's knowledge. Similar to validations,substitutions can be setup for a number of different application areas and Callup points.Substitutions are activated on the company code level.
5.1.2. Business Purpose/Use The Substitutions can be used to substitute data immediately upon entry of data. It validates thedata according to a prerequisite defined by the user. If the prerequisite is met the system willreplace or substitute the values entered with other values.
5.1.3. Configuration considerations
Basic Steps in Configuring Validations
You must complete the following steps to create a substitution:
Enter the application area in which the substitution is called up e.g. Financial accountingor Controlling etc
Select the correct Callup point for the substitution e.g. Header or line item Define the substitution. Assign your substitution to an organizational unit (for example, company code for FI,
company code or global company for FI, controlling area for CO).
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Demo 2: Assignment of the Substitution to the company code
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Substitution in accountingdocument.
Transaction Code
Field Value
Company code AB00
Call up point 001
Substitution SUB00
Activation level 01
Demo 3: Using the substitution rule in the accounting document.
Menu Path Accounting Financial Accounting General Ledger Posting General Posting.
Transaction Code F-02
Field Value
Document Date Todays date
Type SA
Company Code AB00
Currency INR
Doc Header Text No Document Text
Posting key 40
GL Account 476900
Amount 6500
Text Testing the Substitution
Posting key 50
GL Account 113100
Amount 6500
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Value Date Todays date
Text Testing the Substitution
Save to post the accounting document. The document header text which was entered at the time of posting the document should havechanged as per the substitution rule.
5.1.5. Self Assessment Test.
1. If a Pre-requisite is False, then the Substitution is activated.
True False
2. ______________ establishes which conditions must be fulfilled before the substitution canbe performed.
Prerequisite Statement Substitution Values Substitution Exists
3. Call Up Point 002 is used to activate at ______________ level. Header Level Line Item Level Complete document
5.1.6. Tasks
1. Create a substitution step to ensure that whenever the company code is ABXX, and theGeneral ledger account is 416300, then the profit center should be ABXX.2. When the Company code is ABXX and the GL Account is 470001 or 416300 and the entrypertain to a vendor invoice created in finance department, the profit center should be ABXX
5.1.7. Solutions
1. To create a substitution rule to ensure that whenever the company code is ABXX, and theGeneral ledger account is 416300, then the profit center should be ABXX, please go to thefollowing node:Step 1: Create a new substitution rule as per the following details
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Substitution in accountingdocument.
Transaction Code
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Field Value
Click on Environment Substitution
Call point 002
Substitution SUBXX
Description Substitution for Company code ABXX
Click on Step
Field to beSubstituted
BSEG PRCTR
Substitution method Constant Value
Tab Prerequisite
Formula BKPF-BUKRS = ABXX AND BESG-HKONT = 416300
Field BSEG-PRCTR
Constant ABXX
Click on save to enable the substitution rule.
Step 2: Assignment of the Substitution to the company code
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting
Make and check document settings
Substitution in accountingdocument.Transaction Code
Field Value
Company code ABXX
Call up point 002
Substitution SUBXX
Activation level 01 The substitution rule is now active
Step 3: Using the substitution rule in the accounting document.
Menu Path Accounting Financial Accounting General Ledger Posting General Posting.
Transaction Code F-02
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Field Value
Document Date Todays date
Type SA
Company Code ABXX
Currency INR
Doc Header Text Test Substitution
Posting key 40
GL Account 416300
Amount 6500
Profit Center Any Profit center except ABXX
Posting key 50
GL Account 113100
Amount 6500
Value Date Todays date
Text Testing the Substitution
Save to post the accounting document.
Based on the substitution step, the profit center is automatically taken as ABXX.
2. To create a substitution rule to ensure that when the Company code is ABXX and the GLAccount is 470001 or 416300 and the entry pertains to a vendor invoice created in financedepartment, the profit center should be ABXX, please go to the following node:
Step 1: Create a new substitution rule as per the following details
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting
Make and check document settings
Substitution in accountingdocument.Transaction Code
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Field Value
Click on Environment Substitution
Call point 002
Substitution SUBXX
Description Substitution for Company code ABXX
Click on Step
Field to beSubstituted
BSEG PRCTR
Substitution method Constant Value
Tab Prerequisite
Formula BKPF-BUKRS = ABXX AND ( BESG-HKONT = 416300 OR BSEG-HKONT =470001) AND BKPF-BLART =KR|
Field BSEG-PRCTR
Constant ABXX
Click on save to enable the substitution rule.
Step 2: Using the substitution rule in the accounting document.
Menu Path Accounting Financial Accounting Account payable
Document entry
Invoice PostingTransaction Code F-43
Field Value
Document Date Todays date
Type KR
Company Code ABXX
Currency INR
Doc Header Text Vendor Invoice
Posting key 31
GL Account 1000
Amount 5000
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Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Validation in accountingdocument.
Transaction Code GGB0
Select the Rule and click the Create Rule Button in the Menu Bar.
Field Value
Rule Name RULE2
Rule Description Rule for company code AB00
Click the save button or CTRL + S, Double click on the Structure BKPF - Accounting DocumentHeader and give the CONSTANT VALUE in the following fields.
Field Operator Value Operator
BKPF-BUKRS = AB00 AND
BKPF-BLART = SA AND
BSEG-HKONT = 220000
After we complete the Rule, with the company code and Document type and GL Account the RuleScreen should look like below.
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Demo 2: Using the Rule in the Validation step
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Validation in accounting
document.Transaction Code GGB0
Assign the RULE 2 in the Validation.
The prerequisite for validation, if the company code AB00 and the Document type SA and GLAccount 220000.
Check for the Validation: Amount should not be more than Rs.1000/-
Select the validation YVAL created in Demo 1 and create a new Step.
Click Create Step button. In the Perquisite select Rules TAB Page and double click on YRULE1.
Select Check in the step and give the following information by selecting < button and constantvalue Rs.1000/-
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Field Operator Value
BSEG-WRBTR < 1000
Select the Message option in Step and
Field Value
Message Type E
Message Number 025
Message Text Amount should be less thanRs.1000 for Document
Click on save to activate the step
Menu Path Accounting Financial Accounting General Ledger Posting General Posting.
Transaction Code F-02
Field Value
Company code AB00
Document date Todays datePosting Date Todays date
Document type SA
Posting key 40
GL account 220000
Amount 2000
Value Date Todays Date
Text Testing for the validations
Press enterAn error message is displayed which is created in the Demo Step 2.
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Demo 3: Example Business Scenario for Sets.
If the Prerequisite for validation step is as follows:
Where the Company code is AB00 and the Document type is SA and the GL account is200000 to GL account 220999
Check: The system should not allow posting for the user xxxxxx (Current user id).
The formula for the above would be built as follows:BKPF-BUKRS = AB00 AND BKPF-BLART = SA and BSEG-HKONT in YSET1 (Sets forDemo)
Now create the range of the GL account as a Set.
This set could be used in more than one validation. Instead of typing the formula for eachvalidation step.
YSET1 =BSEG-HKONT =200000 to 220999.
Menu Path SPRO Financial accounting (New) General ledgeraccounting Tools Sets Define Sets
Transaction Code GS01
Field Value
Set Name YSET1
Tab Basic Data
Table BSEG
Filed Name HKONT
From Value 200000
To Value 220999
Short Text GL account from 200000 to 220999
Basic Set Text Sets for Demo.
Demo 6: Using Sets in the Validation step
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Validation in accountingdocument.
Transaction Code GGB0
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Select the validation YVAL created in Demo 1 and create a new Step.
Click Create Step button
Field Value
Validation Step 001
Validation Description Validation for set of GL accounts
Tab Prerequisite
Sub Tab Table Fields
Structure Structure BKPF Accounting Document Header
Field BKPF-BUKRS
Operator =
Constant AB00
Field BKPF-BLART
Operator =
Constant SA
Sub Tab Table Fields
Structure Structure BSEG Accounting Document Line item
Field BSEG-HKONT
Operator IN
Set Directory YSET1
Tab Check
Sub Tab Table Fields
Structure Structure SYST ABAP system fields
Field SYST-UNAME
Operator
Constant Your User ID
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Select the Message option in Step and
Field Value
Message Type E
Message Number 031
Message Text User & cannot post to the range ofGL account
MessageVariables
SYST-UNAME
Click on save to activate the step.
Demo 4: Set of the validation triggering the validation step
Menu Path Accounting Financial Accounting General Ledger Posting General Posting.
Transaction Code F-02
Field Value
Company code AB00
Document date Todays date
Posting Date Todays date
Document type SA
Posting key 40
GL account 220000
Amount 2000
Value Date Todays Date
Text Testing for the validations
Press enterAn error message is displayed which is created in the Demo Step 3.
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Save the entry.
Select Rule Definition, select Structure BKPF and enter the following
Field Value
Rule Definition
TAB Table Fields
Structure BKPF Accounting Document Header
Field BKPF-BUKRS
Operator =
Constant ABXXOperator AND
Field BKPF-BLART
Operator =
Constant DA
TAB Table fields
Structure SYST ABAP System Fields
Field SYST-UNAME
Operator =
Constant Your User ID
Save the Rule.
Select the validation rule already created VAXX and
Click the Create Step Button ,
Field Value
Step No XXX
Step Name Document Date Less than 25.12.2009
Tab Prerequisite
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Sub Tab Rules
Rule RULEXX
Tab Check
Sub Tab Table Fields
Table Structure BKPF
Field BKPF BLDAT
Operator >
Constant 25.12.2009
Tab Message
Message Type E
Message Class Z1
Message Number 2XX
Message Text The user id & can post the document DA type only after25.12.2009
Message Variables SYST-UNAME
Click the save button or CTRL +S.
Step 3 : Checking the validation step in a transaction
Menu Path Accounting Financial Accounting General Ledger Posting General Posting.
Transaction Code F-02
Field Value
Company code ABXX
Document date Todays date
Posting Date Todays date
Document type DA
Posting key 40
GL account 476900
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Click enter to see the validation error message configured in the above task.
Task 3:Step 1: Creation of a Set
Menu Path SPRO Financial accounting (New) General ledger
accounting Tools Sets Define Sets Transaction Code GS01
Field Value
Set Name YSETXX
Tab Basic Data
Table BKPF Click enter
Filed Name BUKRS
From Value AB00
To Value AB99
Short Text Company Code AB00 to AB99
Basic Set Text Sets for Demo.
Step 2: Using Sets in the Validation step
Menu Path SPRO Financial accounting (New) General ledgeraccounting Business Transactions GL account posting Make and check document settings Validation in accountingdocument.
Transaction Code GGB0
Select the validation rule VAXX and Click Create Step button
Field Value
Validation Step XXX
Validation Description Validations for Sets for company code
Tab Prerequisite
Sub Tab Table Fields
Structure Structure BKPF Accounting Document Header
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Field BKPF-BUKRS
Operator IN
Set Directory YSETXX
Operator AND
Structure Structure SYST - ABAP System Fields
Field SYST-UNAME
Operator =
Constant Current user ID
Tab Check
Sub Tab Table Fields
Structure Structure BKPF Accounting Document Header
Field BKPF-BLART
Operator
Field KA
Select the Message option in Step and
Field Value
Message Type E
Message Number 3XX
Message Text User & is not Authorized to post inthis company code, document typeKA
MessageVariables
SYST-UNAME
Step 2: Testing the validation in the transaction
Menu Path Accounting Financial Accounting General Ledger Posting General Posting.
Transaction Code F-02
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Field Value
Company code ABXX
Document date Todays date
Posting Date Todays date
Document type KA
Posting key 40
GL account 220000
Amount 2000
Value Date Todays Date
Text Testing for the validations
Press enterAn error message is displayed which is created in the above step.