SAP-FICO: Choose GL Accounts for PCA – T-code: 3KEH

SAPProfit Center Accounting (EC-PCA) is generally intended to track the profitability of busines units, and therefore, does not automatically include balance sheet accounts. There are, however, many reasons that companies may want to record certain balance sheet items at the profit center level. Our company does this to be able to calculate net investment (AR, AP, inventory, fixed assets, etc) at the profit center level. Asset management has had a huge impact on our profitability, and being to track investment by profit center is part of that.

SAP provides a means for specifying balance sheet accounts to be tracked in PCA. This is done through customizing t-code: 3KEH – EC-PCA: Additional Balance Sheet and Profit + Loss Accounts.

Example of 3KEH entry table:

SAP: t-code 3KEH Additional GL Accounts for PCA

3KEH allows you to set ranges of accounts to be tracked in PCA. This is generally set up during the implmentation of your SAP system, but you may find reasons to make modifications post go-live. If so, you’ll need to do this in your development system and transport it into production.

Possible Reasons for Modifying 3KEH

  • Adding new accounts outside of the ranges established in 3KEH
  • Deciding post go-live to track an account in PCA
  • *** Changing the Default Profit Center on an Account (Default Cost Center can be changed on cost elements in t-code: KA02)
  • Discovering an account that was missed during implementation. Use t-code: KE5T to compare FI balances with PCA balances.

Example of KE5T comparison:

SAP: t-code KE5T

Options for Adjusting Prior Balances

One of the big gotchas when bringing an existing account into PCA after it already has FI postings is that those postings do not automatically come over. Say you’ve discovered you’re out of balance between FI and PCA by using KE5T or some other reporting. You determine that it is a 3KEH problem, get your IT people to fix it in Dev and transport it forward. The errant account now shows up in PCA, but it’s still out in KE5T (PCA still shows a $0 balance). That’s because nothing happens with the old FI documents. Adding an account to PCA doesn’t automatically generate PCA documents for the missing FI docs, but that would be a neat trick!

So, what are your options?

  • 9KE0 is always an option. The trick here is that the you may have missing FI docs where half of the entry was captured by PCA, while the piece you’re trying to fix wasn’t. So, now you need to make a one-sided entry to get everything square. To make one-sided entries in 9KE0, you need a document type that allows this. Configuration for this can be accomplished using t-code: GCBX. Just create a new Doc. Type and set the Bal. Check = 2 (no balance check). Thanks to Marco Jordy’s excellent article at FICOExpert for this tip.
  • Use 1KE8 to transfer FI documents to PCA. Again, Marco’s article has an excellent write-up on using 1KE8. He suggests that you use FBL3N to determine which documents have been posted to FI for the account you are fixing. Copy those document numbers into the multiple selection for document numbers in 1KE8, using the magical Import from text file button and Copy from clipboard. The big things to watch out for is that you’ll want to uncheck the “Check for existing records” option and check the “Reversal” option. This will prevent SAP from skipping FI documents that already have corresponding PCA documents. It doesn’t care that only half of the FI doc is in the PCA doc. It would skip it. Checking the “Reversal” option causes SAP to reverse the existing PCA documents (most likely having only one side of the original FI docs posted) and repost the FI doc, except this time with both sides of the entry.

Final Words

This whole issue hopefully will be a rare occurance for you, but it can be a pain when it does. Particularly since you may have to wait for a fix in Dev and a transport. It’s good to have a spreadsheet with your 3KEH table entries handy when you’re creating GL accounts. Just get your IT FICO team to send it over to help you hit those number ranges right.

Read more: Creating a GL Account in SAP using FS00 (or FSS0 or FSP0)

18 Responses to SAP-FICO: Choose GL Accounts for PCA – T-code: 3KEH

  1. JohnnyPhoenix August 21, 2007 at 6:02 pm #

    Byron:

    I am trying to “define account determination for Internal Goods movements”. I’m getting an error message, “entry ML01 “number range” does not exist in SKA1.” Where do I go to fix this?

    Thanks
    Johnny

  2. byron August 22, 2007 at 10:24 am #

    Johnny,
    If you check out Table SKA1 in SE16 (enter your chart of accounts in the selection screen), you’ll see that it’s basically the chart of accounts. This should be controllable through FSP0 or FS00. My guess is that you don’t see the account # you’re adding in SE16 – SKA1.
    Byron

  3. JohnnyPhoenix August 24, 2007 at 7:05 pm #

    Byron:

    Thanks for the info. But now I’m getting this message “You can only use accounts here which can be posted to automatically”. Where do I fix this?

    Thanks
    Johnny

  4. byron August 25, 2007 at 7:55 pm #

    Johnny,

    What t-code are you using where you get that error?

    There is a “post automatic only” setting in the GL Account master data, but I betting that’s not the problem you’re hitting up against.

    Let me know where you’re encountering this and I’ll take a look when I get system access next week.

    Byron

  5. JohnnyPhoenix August 26, 2007 at 3:08 pm #

    Byron:

    I don’t know what is the TC for it but here is the IMG to get there.

    Controlling – profit center accounting – transfer prices – settings for internal goods movements – define account determination for internal goods movements.

    I’ve already try the “post automatic only” and nothing yet.

    Thanks.
    Johnny

  6. JohnnyPhoenix September 6, 2007 at 6:52 pm #

    Byron:

    What does it mean “Planning level in G/L account #### not maintain”?

    Johnny

  7. byron September 10, 2007 at 8:05 am #

    Johnny,
    I hope you’ve already solved your problem…I’ve been away from the blog for a while…but I came back to your question on the error message: “You can only use accounts here which can be posted to automatically.

    The best I can tell is that this is referring to the Post Automatic Only setting in FS00. You may want to check that all the accounts in your config have this set.

    The only thing I could find on this was in the help doc that accompanies the config transaction in the SAP IMG. Here’s an excerpt:

    Requirements

    You must already have created FI profit and loss accounts with the indicator "Only automatic posting".

    Internal revenues
    Change in stock
    Delivery from profit center
    Cost elements are not permitted

  8. byron September 10, 2007 at 8:13 am #

    Johnny,
    On the planning level…I found that this is used when dealing with customer transactions. If you run t-code FB75, you will find it under the Details tab. It’s the field Plg Level. We didn’t enable this field in our configuration…or at least it is hidden. I’m not having any luck in determining where that is coming from.

    Byron

  9. byron September 10, 2007 at 8:15 am #

    Johnny,

    Oh, wait…I found where you maintain planning level on GL accounts. It’s in FS00 in the Create/bank/interest tab under Bank/Financial details in Company Code.

    Hope that helps.
    Byron

  10. JohnnyPhoenix September 13, 2007 at 4:45 pm #

    Byron:

    Yes it does helps. Another question. You know anything about Sales and Distribution? I am doing an sales intergration, trying to intergrate to G/L. I want to assign to G/L accounts. The posting key AAG in my gui only shows 2 choices but I need the key that state Sales 3rd parties. How or where will I go to add that key? I cannot find that question anywhere. The TC is VKOA.

    Thanks
    Johnny

  11. byron September 17, 2007 at 8:53 am #

    Johnny,
    I checked out our config of this and saw that we’ve got 2 columns called AAG. One represents Account assignment group for customers. The other is Account assignment group for materials.

    You may also have an Account Key called AAG, but we do not. We only have a couple choices in AAG as well.

    If you’re looking in a column called AAG, click in there and hit F1 key to read the description of that column. I had 2 options for our Materials AAG and 3 options for the Customer AAG.

    Byron

  12. JohnnyPhoenix September 18, 2007 at 8:29 am #

    Byron:

    Thank for the info. I guess it comes with the software.

    Johnny

  13. U V krishna December 4, 2007 at 4:24 pm #

    Wrongly a recon account has been assigned in 3keh table,
    in PCA. Some of the postings happened and the values flow into PCA because of this settings. Later on realising the mistake the account assignment in PCA has been removed. Now please suggest how to rectify the problem of already posted values into this account.

  14. byron December 4, 2007 at 10:55 pm #

    Hi Krishna,
    One of the beauties of SAP is that it remembers everything. If you have postings to the account in PCA, I’m not aware of a way to delete them (without breaking some major rules that should never be broken, like direct SQL updates to the table). There are occasions where you can replace values in PCA; this often happens with calculating certain recon items like AR and AP.

    I think your best options are: 1) check out your PCA balance against your recon account balance (KE5T or FS10N). If it balances, you may be ok and wouldn’t need to do anything else. 2) If your recon account doesn’t balance with PCA (assuming you want the account balance in PCA), you may need to add the account back to 3KEH so you can do a one-sided posting in 9KE0, as described in the post above in the last section titled “Options for Adjusting Prior Balances”.

    Hope that helps.

    Byron

  15. Laina March 28, 2008 at 8:23 pm #

    I keep getting an error message

    No POMEGL statement account type is defined in chart of accounts. I am trying to create general ledger accounts. I did everything right on the chart of accounts list, but everything is greyed out once I enter the information.
    HELP

  16. byron April 1, 2008 at 7:58 am #

    Hi Laina,
    I am not sure from your description what might be going on. If you could list the t-codes and steps you are taking, what the error is you’re getting and at what point you’re getting it, I or one of the community here might be able to help. Another great place to ask questions is ITToolbox.com. Here is a link to the FI group where you can ask questions.

    Regards,
    Byron

  17. Radha March 10, 2009 at 8:04 am #

    Hello,

    Byron, Based on your response to Krishna — what are the criteria’s to add balance sheet recon account in3KEH? If recon accounts added in 3keh, I think Base ledger and comp ledger in KE5T should match and if not added comp ledger in KE5T should be zero.

    In our company after each month end I am seeing huge differences between Base ledger and Comp ledger KE5T

    I greatly appreciate if you help me understand this

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