FAQ

For Clearing the Pending Documents in 1311204 HR

Third Party Clearing Account (PY Type)
It has been frequently observed that the G/L Account of- HR Third Party , Employee payable etc are
not getting nullified when ever the payroll posting is made through HCM module. The reason cited is
that the one company code has posted a document in some other company code. The reason of this is
the inter company code Transfer / Joining of an employee with back dated affect or the change of pay
roll area in IT0001 with a back date affect or mid month inter Co Code transfers.

For example an employee with Per Nr- 98765432 , whose salary for Jan 2015 and Feb 2015 has been
drawn in MH circle ( Co Code -1024) is transferred out in Mar 2015 month to corporate office (Co
Code-1010) with a back date say 01.01.2015 and corporate office joins the official in Jan 2015. Now in
Mar 2015 when corporate office will post the payroll of Mar 2015 month a document with Co Code
1024 will get generated in which the pay of the employee of Jan 2015 and of Feb 2015 will get
reversed in MH circle and booked in Corporate office. This will result in the Non-tallying of PY
documents (PY documents are created as a result of the posting of the payroll in short they are HCM
module created documents) of Mar 2015 of Corporate and MH circle as well.
Other reason can be that the pay was drawn in MH circle Office but at a later period the Co code was
changed in IT0001 (Organizational assignment) and the new Co Code assigned is of Corporate office.

Procedure to be adopted for rectifying such issues in Books of acco unts

I will begin by tallying/nullifying the G/L (1311204) of HR Third party of Corporate Office for Mar
2015.

Step1- Open T Code FBL3Nput G/L Account 1311204CoCode 1010click All items

Insert date 01.03.2015 to 31.03.2015. (See snap shot)

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Step2- Execute

Report as below gets generated

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Step3- Now one can observe that there are several self nullifying entries in this report. For example
the entry in line one is getting nullified with line three. Since auto clearing is not enabled for PY
documents this has to be manual done at circle office using T code F-03.

Step4- Now after the manual clearing following documents are left non tallied. The total of them
matches with the total of the report above i.e 666,649.00

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Step5- Now we have to nullify the above remaining entries. We take the document no 1000025532
from above list which shows three amounts Rs. 40235, Rs. 40235 and Rs. 41453 pending for
clearing. Go to T-code FB03 and enter the document no 1000025532Co Code 1010 and fiscal year
2014 and press enter. The below pasted report will display.

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Step6- Now Go to Environment > Document Environment > Original Document. This will
lead to the originally created document in HCM module (i. PY Document). Snap shot pasted below
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We are at this juncture concerned with the summary at the start of the report. I have pasted that
below.

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Note the Run ID (21864). It is the Run number generated at time of posting of payroll in HCM.

Step7- Go to T-code PCP0. It will take time to open. Once it opens the screen will be as below.
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Here Go to > Edit > Filter > Delete Filter. After the screen gets refreshed scroll down and
search for Run number 21864 in Run Number column. Look on next page

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The Run number 21864 is in the first row of the Snap shot. The run information of the run number is
as- PArea 15/12/2014. This means that the PArea is 15(i.e. MH Circle with CoCode 1024) and the
period is 12/2014 (i.e. march 2015)
Now you can understand that the difference in the HR third Party G/L in CoCode 1010 (i.e. Corporate
office) is due to a PY (HCM Module ) Document posted by MH Circle. Now we will further investigate
matter.

Step8- Now double click on Run number 21864. The below shown report will get displayed.

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One can observe that under the Run Number 21864 of MH circle contains 4 documents -38221,
38222, 38243 and 38244. Also out of these 4 documents document no 38221 is created in Co Code
1010 i.e. Corporate Office.

The difference in G/L 1311204- HR Third Party - of Corporate Office for March 2015 month
for the document no 1000025532 is attributed to this PY Document-38221 which was
created and posted by MH Circle.

Step 9- Now double click on the Document 38221. The below pasted document will open. This
document is in form of a Journal Voucher (J/V) with G/L accounts and debit credit amounts.

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The above J/V downloaded in excel format. A snapshot of the same is below.

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Step 10- The final step for Clearing the G/L 1311204- Hr Third Party- of Corporate
office has to reverse this J/V ( using the T code F-04) in its Co Code as this
had been posted by Other Co Code in its Books.

Simultaneously corporate office may intimate this to MH Circle.

The MH Circle has to post this JV as it is in its Books i.e in its Co Code.

These two activities by respective circles will settle the issue of non clearance of
document no 1000025532 in G/L account 1311204 in respect of PY Documents.

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One more example of conducting this process is being elaborated below.

Here I am choosing a document which has resulted in the posting creation in Vendor accounts by
different Co Code. The document selected from snap shot

03 is 1000025512.

Goto FB03-Enter Doc no 1000025512- Co Code 1010 Year 2014 Enter. The report as below will
generate.

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Goto Environment Document Environment Original Document. The report as below will generate.

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Note the Run Number21909

Goto PCP0 EDIT Filter Delete Filter

Now scroll down and search the Run number 21909.

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Our run number 21909 has been posted by PArea 19

Double Click to open it. Such a screen will appear.

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Here Two Documents -38341 and 38342 have been posted by PArea 19 (i.e Co Code 1063 Punjab
Circle ). Document/JV- 38341( snap shot)

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Document/JV- 38342( snap shot)

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Now the Corporate Office will Reverse the JV/Doc 38341 and 38342. This will result in the
nullifying of not only the G/L 1311204 but Also the Vendor -1000000001 & 100000981 in the Co Code
1010 of Corporate Office.

Simultaneously Punjab Circle has to post these two JV/ Doc as it is in its CoCode.
On further scrutiny of the non cleared documents ( refer
03 in the similar fashion in G/L

1311204 of Corporate office following are the findings.

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I
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VERY IMPORTANT INSTRUCTIONS

1. These activities are to be done on monthly basis.

2. After clearing PY documents in your Co Code intimation to the corresponding Co Code is
mandatorily required.
3. This activity will clear the pending Documents (PY Type) for not only HR Third Party but for
other Affected G/Ls also.
4. One can also know as to due to which Per Nr such a position is arising. In the JV document

(for example 38221 in this draft case refer( 10 ) click on select all( ) button than click

display revision button( ). Report as below will display wherein the concerned Per Nrs can be
Noted.
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