2780639 - G/L Account Open Item Clearings Missing In G/L Accounts Line Items Report

• You clear numerous open items of G/L account ABC (ABC represents the G/L Account ID).
• After, you open the G/L Accounts - Line Items report to check the Clearing Postings.
• You notice that not all Clearings are listed in the report.
• You then check the Journal Entries of Journal Entry Type 00089 - Clearing of Open Items on G/L Account. All postings are listed here. For some, however, the following message appears: 'There are no general ledger-relevant line items in this Journal Entry because it is used to clear open items'.

SAP Business ByDesign

To clear the Open Items:

1. In the General Ledger work center go to the General Ledger Accounts view.
2. Find and select G/L Account ABC, for which Open Item Management is marked as Yes.
3. Press Edit - Open Items on Selected Account.
4. By default all Open Items appear in the next screen.
5. Select the relevant items, balancing out to zero and press Clear; Choose to clear with a new Open Item Reference or with an Existing Open Item Reference.
6. In the new Pop-Up window enter the Open Item Reference (if applicable) and the Posting Date. Then press OK.
7. Take note of the Open Item Reference.

To check the Journal Entries of the Clearings:

1.  In the General Ledger work center go to the Journal Entries view.
2. Open the Advanced search and search for Journal Entry Type Clearing of Open Items on G/L Account.
3. Select one of the Clearings: A message appears under the table, in the Details section, stating 'There are no general ledger relevant line items in this Journal Entry because it is used to clear open items'.
4. Press View to open the Journal Entry. You notice that no Line Items are displayed.
5. Only when you press View All they become visible.

In this case, the Open Item Clearing is not general ledger relevant. It will not appear in the G/L Accounts Line Items report.

If no such message appears for the Clearing and if all Line Items are immediately displayed in the Journal Entry then this posting is general ledger relevant and will therefore appear in the G/L Accounts -  Line Items report:

1. In the General Ledger work center go to the Reports-List view.
2. Find and open the G/L Accounts - Line Items report.
3. Maintain all company and set of books relevant data.
4. Filter for G/L account ABC.
5. Filter for the Journal Entry Type Clearing of Open Items on G/L Account.
6. Only the general-ledger relvant Journal Entries appear in the report.

Only when there is a difference in the account assignments between the credit and debit side of the Open Item Clearing the posting will be general ledger relevant. If the debit line, for instance, is accounted to Profit Center or Segment XYZ and the credit line is accounted to Profit Center or Segment DEF then the posting is accounting relevant and therefore will be reported/ listed in the G/L Accounts - Line Items report.

If there is no difference of the accounting assignments between the debit and credit entries then the posting does not need to be reported and is therefore not general ledger relevant.

This is expected system behaviour.

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