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Edoc - Automatic Clearing in SAP

F.13 is used to automatically clear open items in SAP without manually selecting items. The document describes using F.13 to automatically clear two open items in a GR/IR clearing account that were generated from a goods receipt and invoice receipt for a purchase order. It provides steps to set up a purchase order, display the open items, run F.13 in test mode to validate items for clearing, then run it in production to post the clearing document and clear the items.

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158 views

Edoc - Automatic Clearing in SAP

F.13 is used to automatically clear open items in SAP without manually selecting items. The document describes using F.13 to automatically clear two open items in a GR/IR clearing account that were generated from a goods receipt and invoice receipt for a purchase order. It provides steps to set up a purchase order, display the open items, run F.13 in test mode to validate items for clearing, then run it in production to post the clearing document and clear the items.

Uploaded by

rsr.1985.rsr9280
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd
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Automatic Clearing in SAP (Clear

Open Items Automatically)

Automatic Clearing in SAP (Clear Open Items Automatically)

I will show you how you can use t-code F.13 (Tile Clear Open Items Automatically) to
post automatic clearing in SAP.
Similarly, you can use the tcode F-03 (tile Clear G/L Accounts - Manual Clearing) to
manually clear GL accounts. Now you must be wondering what is the purpose of F-03
in SAP. There are times when you will have on-account payments in an open-item
managed GL account or sometimes business users post manual reversal adjustments
journal entries. All these entries are posted as an open item to a GL account. So, to
clear these open items manually, you need to run F-03.

There is also a concept of automatic clearing in SAP. By automatic, I mean you don’t
have to select the open items manually. Rather, the system will automatically
determine the open items for clearing. This process comes in handy for open-item
managed GL accounts that are posted automatically in the system. For example, Goods
Receipt/Invoice Receipt (GR/IR) GL account. Without any further ado, let’s begin!
Table of Contents

● F.13 in SAP: Automatic Clearing in SAP


○ Step 1: Example of a Purchase Order
○ Step 2: Display GL Open Items via FBL3N
○ Step 3: Execute F.13 for Automatic Clearing in SAP
○ Step 4: View the Cleared Items in FBL3N Report
● F.13 in SAP: FAQs

Clear Open Items Automatically (F.13) in SAP: Automatic Clearing in SAP


Since I’m taking an example of a GR/IR account, I have to link it with a purchase
order. As you may already be aware that the GR/IR account is a clearing account used
in the ‘Procure-to-Pay‘ cycle. In other words, whenever you purchase something from
a vendor using a purchase order process, SAP uses this GL account for clearing
postings.
Step 1: Example of a Purchase Order
I have created a sample purchase order where I'm buying 10 units of some inventory or
goods.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

For any purchase order, the first step is to execute the Goods Receipt, i.e., to take in
the goods in the system. In other words, whenever we receive the goods from the
vendor, we perform the Goods Receipt process and the system will post the following
accounting entry. Since you are receiving the goods, the inventory GL account will be
debited and the offsetting entry will be posted to the GR/IR clearing GL account.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

After executing the Goods Receipt, the next step is to execute the Invoice Receipt.
Once you receive the original vendor invoice from the vendor, you are liable to pay the
amount for the goods bought. Hence, you will post a vendor invoice in the system with
the following accounting entry. The vendor account will be credited and the GR/IR GL
account will be debited this time.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

Step 2: Display GL Open Items via Display G/L Account Line Items – FBL3N
In this example, the GL code for the GR/IR account is 408120. To view the existing

open items of any open-item managed GL account, you can execute the tile Display

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

G/L Account Line Items / tcode FBL3N. In the selection screen, enter the GL account
and the company code. Also, select the ‘Open Items’ radio button and enter the date on
which you want to see the open items. Then, execute the report.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

In the screenshot given below, you can see that for the GR/IR account, there are 2 open
items. One is for Goods Receipt and the other one is for Vendor Invoice. Since this GL
account is posted automatically in the system, you cannot use tile Clear G/L Accounts
/ t-code F-03 to manually clear it. Rather, you have to use the tile Clear Open Items
Automatically / tcode F.13 to run the automatic clearing in SAP.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

Step 3: Execute Clear Open Items Automatically / F.13 for Automatic Clearing in SAP
Execute the tile Clear Open Items Automatically / tcode F.13 and enter the company
code and Fiscal Year. If you want to clear specific documents, then you can also enter
the document numbers in the ‘Document Number‘ field. You also have an option to
clear the documents via Posting Date. On the initial screen, you have an option to
select the type of clearing that you want to process. For example, you can choose
‘Select Customers‘ to automatically clear only the customer accounts.

Similarly, you have a separate option for vendor clearing and GL clearing. Since I’m
clearing GR/IR account, I have selected the ‘Select G/L Accounts‘ checkbox and
entered the GL code for clearing.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

You can also enter the clearing date on which you want to post the clearing in the
system. A ‘Test Run‘ option is enabled by default so that you can check the documents
that will be cleared before the actual posting takes place. In the Output Control section,
you can enable all the checkboxes and it will show you the error messages (if any) and
also the document numbers that can be cleared or not cleared.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

Now, execute the report in Test Run and it will show the document numbers that can
be automatically cleared. The clearing Date column will turn into a green color if the
document can be cleared.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

Go back to the initial screen and remove the ‘Test Run‘ checkbox and re-execute the
report. This time the system will post a clearing document and it will clear both the
documents automatically. Please note that you can also create a variant on the initial
screen and schedule a background job for this process. This way you don’t even have
to execute Clear G/L Accounts / F-03 manually.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

Production Run

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

Step 4: View the Cleared Items in Display Line Item entry tile / FBL3N Report

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

After posting the clearing document, you can check the status of the open items in the
Display Line Item entry / FBL3N. Firstly, execute the report and enter the GL Account
and company code. Secondly, instead of selecting the Open Items options, select the
Cleared Items option, and enter the clearing date that you provided while executing
F.13 for automatic clearing in SAP. Execute the report and the system will show you
that both the document has been cleared successfully along with the clearing
document.

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR
Automatic Clearing in SAP (Clear
Open Items Automatically)

1. What is automatic clearing in SAP?


An automatic clearing in SAP is a process to automatically clear the open items
based on input criteria like Posting Date, Assignment Number, etc.

2. What is the difference between F-03 and F.13?


F-03 is used for posting manual clearing documents. On the other hand, F.13 is
used for automatic clearing in SAP.

3. What type of accounts can be cleared using F.13?


A customer, vendor, and an open-item managed GL account can be
automatically cleared using F.13

MICKAEL QUESNOT 🎯🇪🇺


Directeur BU SAP SCM & CONCUR

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