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EZ Configuration: Automatic Account Assignment

Contents
Overview................................................................................................ .........................1
Checking the Valuation Area........................................................................................... ..3
Maintaining the Value and Quantity Update Fields in the Material Type..............................4
Maintaining Valuation Control..........................................................................................5
Maintaining the Grouping for the Valuation Areas.............................................................5
Maintaining Valuation Classes..........................................................................................6
............................................................................................................... .......................7
Creating an Account Category Reference..........................................................................8
............................................................................................................... .......................8
Defining Valuation Classes for each Account Category Reference.......................................9
Linking the Material Type to the Account Category Reference............................................9
Maintaining G/L Accounts for Internal Process Keys ........................................................10
Maintaining G/L Accounts for Account Modifiers..............................................................13
Simulating and Testing your Account Assignment................................................ ...........................13
Internal Processing Keys and Posting Transactions................................................. .........................15
Purchase Account Management.................................................................................... ...................15
Account Posting via Goods Movements........................................................................................ ....16
Review.................................................................................................................... ......25

Overview
In Materials Management (MM), Automatic Account Assignment assigns posting to particular G/L
accounts, dependent on the transaction and several other factors. The system can be set up so that users
never need to type in an account number during a transaction, or, so that they can enter accounts during
certain specific transactions.
This guide explains how MM Automatic Account Assignment documents are configured in the SAP
System. Purchase Orders (PO’s), for example, have no direct account postings. However, account postings
from goods receipts and invoices made against PO’s are affected by accounts designated in the PO’s.
Goods movements, on the other hand, create a material document. For every goods movement affecting a
G/L account, an accounting document is created. The movement type is a crucial entry in MM. Which
G/L account is updated when a goods movement takes place is determined by a combination of several
variables.

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These variables include:

Variable Example
Movement Type Goods Receipt, Goods Issue
Plant 0001
Material Type Raw Materials, Semi-finished
Goods
Transaction MB01
Account Assignment category (on (Cost center, asset, production
PO) order, etc.)

There are nine steps to properly configure an Automatic Account Assignment:

1. Verify at which level you are valuating material. This step should have been completed when your
organization level was set up.
2. Check, and, if necessary, update each material type’s Quantity/Value Update fields from the
standard delivered system.
3. Maintain the Valuation Control
4. Maintain the Grouping for the Valuation Areas
5. Maintain the Account Category Reference
6. Maintain the Valuation Classes
7. Link the Material Type to the Account Category Reference
8. Maintain the G/L accounts for the Internal Processing keys
9. Maintain the G/L accounts for the Account Modifiers.
The system is pre-configured with all the relevant valuation data, assuming standard material types and
movement types are used. If you create new material types and/or movement types, the following tables,
corresponding to the steps above, are automatically created and will need to be configured for the
Automatic Account determination to function properly.
• Table 156S, in Table Maintenance (configuration information based on movement type)
• Table 156M, in Table Maintenance (Quantity strings)
• Table 156W, in Table Maintenance (Value Strings)
• Table 156 in table maintenance
• Activate Valuation Group Code
• Assign Valuation Grouping Code
• Account Category Reference
• Valuation Class
• Material Type/Account Category Reference
• Automatic Postings

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Checking the Valuation Area
The valuation area is defined by specifying the level at which material stocks are valuated. You can
valuate material stock at the following levels:
• company code
• plant
If you valuate at the plant level, the plant corresponds to the valuation area. If you valuate at the
company code level, the company code corresponds to the valuation area. The following example is set at
the plant level.

IMG Path
Enterprise Structure → Definition →
Logistics General → Define Valuation
Area.
1. Choose the appropriate radio
button.

If you want to use the application component PP (production planning), or product costing and job-order
costing, you must set valuation at plant level. Your choice of valuation level affects:

Maintenance of Material Master records:

• Maintain accounting data in the material master record for each plant or for each company code
• Define a valuation price for the material in each plant or in each company code

G/L accounts in which material stocks are managed, and G/L accounts to which transactions are
posted:
• If material stocks are valuated at company code level, all plant stocks of a material are managed in a
joint stock account for each company code.
• If material stocks are valuated at plant level, the material stocks for each plant can be managed in
different accounts. For each plant, you can define separate account determination.

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• If several plants are to use account determination, you can group them together in Customizing via
Materials Management for Valuation and Account Assignment.

Maintaining the Value and Quantity Update Fields in the

Material Type
Ensure your Value/Quantity Update fields are set for each material type by maintaining those fields.
Your Material Master record can be updated (Value and/or Quantity) for a specific plant(s), in case of
goods movement for that material type.

IMG Path
Logistics General → Logistics Master
Data → Material Master → Material →
Control Data → Define attributes of
material type. Choose Change.

1. Enter one of the material types you

plan to use and click on the Enter
icon. Or, double-click on a material
type in the list.

2. Select Quantity/Value. (not shown)

3. In the Quantity/Value Updating
field, choose one of the following
for each:
• In all val. areas
• In no val. area
• Diff. valuation area

If you select Diff. valuation area, you

must indicate which valuation
areas will use quantity updating
and which areas will use value
updating.

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Repeat this process for all the material types you will be using. If you create a new material type, use the
same menu path as above, and click the Create button. You will need to reference a current material type
in the Material type field.

Maintaining Valuation Control

A valuation group code allows you to group different valuation areas (plants, in this example) together, if
they post identically. We recommend that you use the default setting of Valuation grouping code active.

IMG Path
Materials Management →Valuation and
Account Assignment → Account
Determination → Define valuation
control.
1. Choose the appropriate radio
button.

Maintaining the Grouping for the Valuation Areas.

The Valuation Grouping Code is used to group different valuation areas and/or different company codes
together within a chart of accounts so that they have similar postings. For example, if you want to post
identically in plants 1 and 2, but differently in plant 3, you can group plants 1 and 2 together in the same
valuation group code.
The valuation grouping code then makes it easier to set the automatic account determination. Within the
chart of accounts, you assign the same valuation grouping code to all the areas you want to assign to the
same account.
Valuation grouping codes either reflect a fine distinction within a chart of accounts, or correspond directly
to a chart of accounts.
Within a chart of accounts, you can use the valuation grouping code to define:
• individual account determination for certain valuation areas (company codes or plants)
• common account determination for several valuation areas (company codes or plants)

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Checklist
• You must have activated the valuation grouping code under the menu option Valuation control.
• You must have defined the valuation level in Corporate structure: Customizing.
• You must have assigned each plant to a company code in Corporate structure: Customizing. The
valuation areas are defined automatically when you assign your plants.

IMG Path
Materials Management →Valuation and
Account Assignment → Account
Determination → Group together
valuation areas.

1. Enter the appropriate Valuation

grouping code for the Valuation
areas you are grouping together,
and save your changes. Your
Valuation Group Code can be up to
4 alpha/numeric digits.
In this example, the Valuation Area
= Plant Code, because we valuated
at the plant level.
When you create a plant, you will
automatically see your entry in this
table, if your valuation level is at
the plant level.

Maintaining Valuation Classes

Under the menu option Define Valuation classes, you can define the valuation classes that are allowed for a
material type. When you create a material, you must enter the material's valuation class in the accounting
data. The R/3 System uses your default settings to check whether or not the valuation class is allowed for
that material type. A valuation class is a group of materials having the same account determination. If a
transaction will post to an account depending on the valuation class, create an account determination for
each valuation class under the menu option Create Automatic postings. The valuation classes allowed
depend on the material type. Several valuation classes are usually permissable for a single material type.
Likewise, one valuation class may be associated with more than one material type. The link between the
valuation classes and the material types is set up via the Account Category Reference, which is a
combination of valuation classes. Only one Account Category Reference is assigned to each material type.

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Checklist
• You must have defined your material types.
• You must have defined the chart of accounts.
• You must have agreed with Financial Accounting on which materials are assigned to which
accounts.

You can create the account groups from your chart of accounts, using FI General Ledger
Accounting as an Account Category Reference.

Example
Account Category Reference GKR:
• 3000 for raw materials
• 3030 for accessory materials
• 7900 for finished products

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Creating an Account Category Reference

Create a valuation class within a specific Account Category Reference for each group of materials that
will be used to link a specific set of G/L accounts to each material.

IMG Path
Materials Management →Valuation
and Account Assignment → Account
Determination → Define valuation
classes. Choose Account Category
Reference.
1. Select either New Entries or Copy
As. (Select one of the Account
Category References before clicking
Copy As)
2. Select a four-digit code and
associated description.
3. Save your changes.

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Defining Valuation Classes for each Account Category

Reference

IMG Path
Materials Management → Valuation
and account assignment → Account
determination → Define valuation
classes Choose Valuation Class.
1. Select either New Entries, or, select
one of the current entries by
checking the empty box to the left.
Select Copy As to enter additional
Valuation Classes.

Linking the Material Type to the Account Category

Reference
We reccommend that you use the default material type -Account Category Reference relationships already
in the system. If you create a new material type, however, you will need to link it to an Account Category
Reference number. In this step, you will be linking the valuation classes with the material type. This link is
done via a third table: the Account Category Reference Code. The Account Category Reference Code is a
grouping of common material types, and the valuation class is a grouping of common account postings.
You are effectively linking material types and valuation classes in a one-to-many relationship. For
simplification, the default configuration is a one-to-one relationship.
The Account Category Reference is a G/L account subdivision for the material type. It can refer to one
valuation class or a combination of valuation classes linked to the material types and defines which
valuation classes are valid for each material type.

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IMG Path
Materials Management →Valuation and
account assignment → Account
determination → Define valuation classes.
Click the Account Category Reference/
Material Type button.
1. Enter the Account Category
Reference number next to the
appropriate Material type
description.

The system comes with pre-defined Account Category Reference codes. You may
want to create a new account category reference if you create a new material type. It
is recommended, however, that you categorize a new material type into one of the
existing account categories, so you need not add a new Account Category Reference.

Maintaining G/L Accounts for Internal Process Keys

Internal Process keys are used by the system to determine which accounts are posted to when an MM
transaction is run. Each transaction is associated with two or more Internal Process keys, and each
process key is used to find the appropriate acccount to which that process should post.
There are four rules used to determine how the account assignment will be affected. These are:
• debit/credit indicator, which allows for separate accounts to be affected for debit and credit
postings (not shown above)
• general modification (account modifier)
• valuation modification (not shown above)
• valuation class
Only two rules are used with BSX: valuation modification and valuation class. The general modification
rule and debit/credit indicator rules do not apply.

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You must coordinate this part of the configuration with your Financial team, as they will know which
accounts need to be assigned. Although the following example only walks you through one process key,
the steps for other keys are the same.

Checklist
• The G/L account numbers must already exist.

IMG path
Materials Management → Valuation and
Account Assignment → Account
Determination → Create automatic
postings. Choose Account Assignment.

1. Select an appropriate process, one

that your organization will use.
For normal inventory materials,
double-click on the Process key
GBB.

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2. A pop-up menu will appear,

requiring a chart of accounts (not
shown). Enter your company’s
chart of accounts.
3. Set up the rules for the process key
in that chart of accounts.
4. Once you have defined the rules
for the process key, click Accounts
to enter the Account Assignment
information.

5. Enter the Valuation group code,

6. the Valuation class and
7. the G/L account.
We did not select the debit/credit
rule for this Process key (which
allows you to post debits and
credits to separate accounts), so we
have only one account column.
8. Repeat for each Process key your
organization requires.

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Maintaining G/L Accounts for Account Modifiers
The account modifiers (also referred to as groupings) are a finer subdivision of the transaction/event key
for account determination. Important account modifiers are related to inventory posting (GBB). During a
goods movement, the off-setting entry for GBB can be made to different accounts, dependent on the
movement type. This key is often associated with goods issues, but may be used whenever off-sets are
required for inventory.

1. Click on Back (Green arrow icon),

and double-click on GBB.
2. If you click on the Rules button,
you will notice the fourth rule,
General Modification (not shown).
This button allows you to further
breakdown your transaction/event
keys.

Account modifiers/groupings apply to Process keys GBB, PRD and KON. A list of possible account
modifiers/groupings can be found in the extended help documentation via Valuation and Account
Assignment→Automatic posting→Additional information.

Simulating and Testing your Account Assignment

You should test your work via two methods. Using the transaction code OMWB, (or following the
Maintaining G/L Accounts for Internal Process Keys menu path on 1-11), click on the
Simulation button in the Account posting menu to see which accounts are affected by certain movement
types. Or, from the Create automatic postings screen click on the Simulation button. Here, input the plant,
material and movement type. Once you click Enter, you will be prompted to choose a movement. From
the list of movement type texts, double-click on the text you would like to simulate, e.g., goods receipt for
an asset. The selected text will appear next to your movement type. Now, click on the Account assignments
button. This checks your Account Assignments by simulating the account postings. This first test should
be done in conjunction with the second method of testing: Select three different material types you can

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track from the system. Set up a spreadsheet and track the different account postings that occur as you
perform different movements.

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Internal Processing Keys and Posting Transactions

Please reference the Valuation and Account Assignment help file for information on all the Internal
Process keys, and examples of how to use them.

Purchase Account Management

In some countries, purchase accounts must be managed to document the value at which externally
procured materials are posted. The purchase account (EIN) is posted at the time goods receipts and
incoming invoices are posted, with the same amount as the stock account. The off-setting entry is posted
to a purchase off-setting account. There is also a freight purchase account (FRE), used to document
delivery costs posted for externally procured materials.
Purchase account management is currently used in the following countries:
• Belgium
• France
• Italy
• Spain
If you require purchase account management, you will first have to specify in which company codes
purchase account management is active. You will also have to maintain Automatic Account determination
for Process keys EIN, EKG, and FRE.

IMG Path
Materials Management →Valuation and
Account Assignment → Account
Determination → Activate Purchasing
Account Management.
1. Click the Purch. acct box for the
appropriate company code (CC).

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Account Posting via Goods Movements

With each goods movement, there may be an associated account posting. Where are these account
postings maintained? A good place to look first is Table 156S, accessed through Table Maintenance.

IMG Path
System → services → table maintenance,
or enter SM31. Then, enter T156S. Click
Display.
This table displays configuration
information based on all the
movement types in SAP.

From the fields shown, a quantity string and a value string are determined. Note: It is the combination of
all the appropriate fields which makes this determination. Through a sequence of instructions, the
quantity string determines which quantity fields are updated, while the value string determines which
account posting keys will be signaled.
In order to determine which quantity string is being referenced and which value string is being referenced
for each goods movement, we will look at the field definitions of Table 156S, from left to right (for now,
we will not concern ourselves with the entries to the right of column NoVS):

• MvT: Every goods movement has a three-digit code (Movement Type) which must be specified.
• VUp: The Value Update indicator signifies whether or not the account posting can affect the material
account. Every material type is annotated as to whether or not the material value is updated during
goods movements.
• QUp: The Quantity Update indicator signifies whether or not material quantities are updated during
goods movements. Note that the material type’s Quantity Update indicator and Value Update
indicator must match a line entry in order to use the associated quantity and value strings.
• S: The Special stock indicator tells who owns the material and who receives the material. For
example, the indicator for the stock taken by the user in the plant might be blank. Or, the indicator
might be K (for consignment), because the vendor owns the material, but the stock is taken into the
user’s plant.

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• Mvt: The Movement indicator shows the type of order the goods movement might be against. For
example, the movement could reference a purchase order, a delivery note, or nothing at all.
• Rec: The Receipt indicator is not currently used. In the future, the specification will determine if the
movement is for a stock transport order, or an outside PO.
• Cns: The Consumption posting indicator is used in the case of goods receipts for purchase orders,
and defined from the account assignment category in the PO. Thus, in our previous example, the
account assignment of K (for cost center) in the PO ensured that the receipt debited the cost center’s
account, and not the stock account.
Using the data from these entries, we can determine quantity and value strings, which comprise the next
two columns. The quantity string and the value string are handled very similarly. Quantity strings are
maintained in Table 156M, accessed via SM31, T156M, then Maintain. In the previous screen shot, the
quantity string for the top entry is ME02. In Table 156M (which will not be analyzed here), the quantity
string indicates if orders are to be updated and other relevant quantity information. Value strings are
handled in Table 156W. The value string for the top entry in the previous screen shot was WE06.
Refer to Table 156W as shown below:

Enter SM31. Then, T156W. Choose

Display.
1. The value string WE06 has two
entries. These entries have different
transaction/event keys (also called
account keys). The
transaction/event (t/e) keys
specify the type of account to
which items are posted. These
keys are found in Table 030.
2. WE06 specifies that t/e key KBS
will be referenced first, followed by
key WRX.

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Look at Group: RMK in the

Maintain Acctng Configuration:
Automatic Postings - Transactions
screen, accessed through SM31,
Customizing T030 or, the IMG
Path:
Materials Management →
Valuation and account assignment
→ Account determination →
Create automatic postings Click
the Account Assignment button.
1. Paging down this table, we see that
KBS signifies an account specified
in a purchase order, and WRX
signifies a GR/IR clearing account.
Double-click on KBS. (Table is in
alphabetical order, so that KBS and
WRX are not visible here.)
2. In the Posting keys box are two
potential keys, 81 for a debit, and
91 for a credit. How do we know
which Posting key KBS will access
for this posting? (Or, is this posting
a debit or a credit?) To find out, we
look at Table 156 (T156) in SM31.

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3. For movement type 101, we see

that the first entry under D/C is S.
Thus, the first entry will be a debit.
The first t/e key (KBS, in this case)
is therefore a debit.

4. Thus, we look to Posting key 81

(the KBS debit key-see step 2) and
in Table TBSL, where Posting keys
are configured for transaction
OB41. You can access Table TBSL
through SM31, or via the IMG
Path:
Financial Accounting → Financial
Accounting Global Settings →
Document → Line Item → Control →
Define Posting Keys
5. By double-clicking Posting key 81,
you can see it shows a debit to a
G/L account.

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6. We see that this key causes a debit

to the specified G/L account. Thus,
the account was specified in the PO
(since 101 was a GR for a PO). By
finding the value string in Table
156S, the appropriate
transaction/event keys in table
156W, and then accessing the t/e
keys in Maintain Acctng
Configuration: Automatic Postings -
Transactions screen, we were able to
determine the appropriate account
postings.

7. What about WRX? Find the RMK

group from the Maintain Acctng
Configuration: Automatic Postings -
Transactions screen, accessed by
SM31, Display T030, or via the IMG
Path:
Materials Management →
Valuation and account assignment
→ Account determination →
Create automatic postings.
8. Select Account assignment. (not
shown)
9. Now, take a look at the valuation
grouping code. You can find it
using transaction OMWD, or via the
IMG Path:
Materials Management →
Valuation and account assignment
→ Account determination →
Group together valuation areas

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10. From this screen, we see that the

valuation grouping code is used to
group different valuation areas
and/or different company codes
together within a chart of accounts
so that they have similar postings.
Now, what about the valuation
class? The class is attained from the
accounting view of the Material
Master (for that specific valuation
area).

11. For this material, the valuation

class of 3000 is chosen. Looking up
(F4) this field, we see the system
knew that for this raw material,
only certain valuation classes were
allowed. The system knew because
when the material was created, a
material type was chosen.

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12. Now, on to material type

configuration. This can be accessed
via transaction code OMS2 or the
IMG Path:
Logistics General → Logistics Master
Data → Material Master → Material
→ Control data → Define attributes of
material type
13. Click on Display, select ROH (for
raw materials), and then click on
the Account assignment button. (not
shown) This displays the possible
valuation classes assigned to the
material types.
14. The valuation class chosen for this
raw material was 3000. We can
determine the GR/IR clearing
account entry by looking in Table
030, under the t/e key WRX , using
the valuation grouping code in
Table 001K and the valuation class
for the material (found in the
Material Master).

15. While we’re in the Material Type

screen, let’s look at one more thing:
Quantity/Value Updating. This is
where we determine if there is
quantity or value updating for each
material type. From the previous
screen (not shown), click the button
labeled Quantity/Value.
16. To restrict quantity or value
updating of this material type, click
the button In no valuation area
under the headings of
Quantity/Value Updating.

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With the information covered in this section, we are now ready to track how our goods receipt posted in
the last section. Let’s consider what we know about the goods movement :
• It is a goods receipt for a PO, movement type 101.
• The PO has an account assignment category of K, for a cost center, and is therefore an item set for
consumption.
• The raw material used has a valuation class of 3000.
• For raw materials, there is both quantity and value updating.
• It is a standard stock item (no special stock type).

Look at Table 156S.

1. The third entry from the top meets
all the above criteria. Therefore,
we will look at value string WE06
to see how our goods receipt
posted.

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2. WE06 is found in Table 156W.

WE06 uses Internal Process keys to
locate and identify postings to KBS
and WRX, noted in the Tr.
(Transactions) column. (WE06 has
only those two t/e keys.)

To recapitulate the account determination, step-by-step:

KBS:
1. We located KBS in Table 030.
2. Under KBS, there are two posting keys, one for a debit, and one for a credit.
3. In Table 156, we found that the first entry is a debit, so, we selected Posting key 81.
4. Then, we looked at Table TBSL (in transaction code OB41), and chose Posting key 81.
5. There, we saw that Posting key 81 causes a debit to a specified G/L account, in this case, the cost
center account specified on the purchase order.

WRX:
1. We located WRX in Table 030.
2. Under WRX, we specifed a Valuation grouping code and a Valuation class, in order to determine the
proper GR/IR clearing account.
3. In Table 001K, we saw that for our Valuation area (US01) and our company code (US01), we have the
valuation grouping code US01.
4. From the accounting view of our Material Master, we saw our material has a Valuation class of 3000
for the plant in which we are operating (US01).

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Therefore, the GR/IR clearing account

is 191100 in Table 030, with a Valuation
grouping code of US01 and a
Valuation class of 3000. This is shown
in the accounting document created for
the goods receipt.
There are several ways to reach this
screen, including:
• Upon completion of the Goods
Receipt, follow the menu path:
Goods Receipt → Display →
Accounting Docs.
• Or, from any screen, clicking on
the Accounting Docs button.
Items On-Screen
1. Document number: accounting
document number, different from
GR document number.
2. Posting keys, determine whether
entries are debits or credits
3. Accounts to which entries are
posted
4. Debit/credit postings against
accounts.

Review
Determining account postings from goods movement documents:
1. Check Table T156S for the appropriate movement type.
2. Find the appropriate movement type and value string in Table T156S based on :
• whether or not the material type is quantity and/or value updated
• if the item has a special stock type
• what type of movement is occurring
• what type of account assignment the item might have (consumption, sales order, stock account,
etc.)
3. Based on the value string, check Table T156W for the sequence of t/e keys accessed.
4. Check Table T156 to determine if the sequence from T156W begins with a debit or a credit.
5. Check Table 030 to see the possible postings for each of the t/e keys.

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AcceleratedSAP - June t, jjjj

• For the t/e keys which have simple entries of posting keys (as with KBS), check Table TBSL and
see which account this posting key affects.
• For the t/e keys which have a valuation grouping code, account modifier, and a valuation class
specification, find the account by the following :
• Check Table 001K to find the valuation grouping code based on the appropriate valuation
area and company code.
• Check Table T156X, if an account modifier must be checked.
• Check the accounting view in the Material Master to find the appropriate valuation class.

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AcceleratedSAP – June t, jjjj
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Copyright © 2000 SAP AG. All rights reserved 20179040.doc