Profit 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:
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:
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.
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)