2021

Inter Company Reconciliation

(Process Customer/Vendor Open
Items -003)
AUTHOR: MOHAMED FARID
MOHAMED FARID
WWW.LINKEDIN.COM/IN/MOHAMED-FARID-58083032/

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Contents
Introduction ..................................................................................................................................... 3
Trading partner................................................................................................................................ 4
Intercompany Transactions: ............................................................................................................ 7
Inter Company AP/AR Data Selection ........................................................................................... 11
Inter Company AP/AR Data Assignment ....................................................................................... 14
Inter Company AP/AR Data Reconciliation ................................................................................... 17
Communication ............................................................................................................................. 21
Adjustment Postings and ICR Manual Assignment ....................................................................... 27
ICR Reports .................................................................................................................................... 31
List of Documents ...................................................................................................................... 31
List of Total Records .................................................................................................................. 32
ICR Configuration........................................................................................................................... 33
Define Reconciliation Process Attributes .................................................................................. 33
Define Reconciliation Process Detail Attributes........................................................................ 35
Companies to be Reconciled ..................................................................................................... 36
Maintain Number Range for Group Reference Numbers ......................................................... 37
Define Rules for Document Assignments .................................................................................. 38
Set Up Reconciliation Display .................................................................................................... 39
Define Possible Status for Documents ...................................................................................... 47

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Introduction

Intercompany Reconciliation (ICR) is a tool within SAP that allows to match documents between
Companies based on the trading partner. It can also integrate Non-SAP data.

The objective is to help Group accountant to reconcile the receivable and payable transactions
between the intercompany trading partners. This allows smoother Period End Closing process.

Supported processes, the following processes are supported by the delivered programs:

 Process 001 GL Open Items

 Process 002 Accounts
 Process 003 Customer/Vendor Open Items

In this document we will focus on Process 003 Customer/Vendor Open Items, in Company codes
1000 and 2000

The below flow chart represent the steps to be executed for ICR Process 003, which will be
explained in this document.

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Trading partner
This is the term used to refer to the business partners which we do business with or any other
group of companies with whom we generate any sort of payable/receivable transactions.

In our example we will do the below steps:

1- Create Company Code 2000 as a Vendor and Customer Business partners/ BP Role in
Company code 1000 and vice versa
2- Assign the appropriate Trading partner for each Business partner

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Intercompany Transactions:

In the below example Company code 1000 will post two AR invoice for Company Code 2000, and
Company code will post only one AP invoice from Company code 1000

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Inter Company AP/AR Data Selection

SAP menu SAP Menu  Accounting  Financial Accounting  Accounts

Receivable  Periodic Processing  Closing  Check/Count
Cross-system Intercompany Reconciliation  FBICS3 -
Select Documents

Transaction code FBICS3

Data Selection is the first step in the ICR Process, where the Data Selection program selects the
relevant data records for the specified companies (Trading Partners). The fiscal year and period
will be used to determine the key date for the selection of open items.

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Enter the below Data:

1. Company: the key criteria in the ICR is the Company (Trading Partner), not the company
code. From the specified entries, the program will determine the corresponding
company codes and retrieve from it all the AP/AR items filled with trading partners.

2. Enter the Fiscal Year and Posting Period for AP/AR items selection. (All unassigned
documents from previous periods will be selected as well).

3. Deselect the check-box “Test Run” to update data in ICR system.

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You will notice that the program selects 2 data records for the combination Company 1000/
Partner 2000 and 1 data record Company 2000/ Partner 1000, that’s because we posted 2 AR
invoices in Company code 1000 for partner 2000 and one AP invoice in company code 2000 for
partner 1000

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Inter Company AP/AR Data Assignment

SAP menu SAP Menu Accounting  Financial Accounting  Accounts

Receivable  Periodic Processing  Closing  Check/Count
 Cross-System Intercompany Reconciliation  FBICA3 -
Assign Documents Automatically

Transaction code FBICA3

Data assignment is the second step in the ICR process.

In this step, the Data Assignment Program tries to find documents belonging to the same
business transaction using customizable rules. Matching documents are assigned automatically
to each other.

Only one rule used other during automatic assignment, the rule used in this document is
"Correct Currency and Amount"

Enter the below data:

1. Enter Company/Trading Partner numbers (or the range) for the intercompany data
automatic assignment.

2. Enter the Fiscal Year and Posting Period for automatic assignment

3. Deselect the check-box “Test Run” to update data in ICR system.

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  Data analyzed = 3, which are the 3 documents posted previously and selected in the
Data Selection step
 Assigned Data Records = 2 , are the 4000 EGP AR invoice and 4000 EGP AP invoice
posted in Company Codes 1000 and 2000
 Unassigned Data Records = 1 , is the 8000 EGP AR posted in company code 1000 and the
system couldn’t assign it , because there no matching AP invoice in Company code 2000

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Inter Company AP/AR Data Reconciliation

SAP menu SAP Menu  Accounting  Financial Accounting  Accounts

Receivable  Periodic Processing  Closing  Check/Count
 Cross-System Intercompany Reconciliation  FBICR3 -
Reconcile Documents Manually

Transaction code FBICR3

Data reconciliation is the third step in the intercompany reconciliation process. This step
provides you with a single overview screen of all intercompany transactions, allowing you to
analyze and resolve discrepancies remaining after the automatic assignment.

You could send messages to accountants in the partner company directly from FBICR3.

Enter the below data:

1. Enter Company (not the Company Code) for selecting the intercompany data.

2. Enter the Trading partner for selecting the open item transactions (optional)

3. Enter the Fiscal Year and Posting Period to reconcile

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Data Reconciliation from Company 1000 perspective

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 The left part of the screen shows a structure tree:

The company on the first level, the partner on the second level and the third level contains a link
to the documents to be reconciled (grouped to Receivables and Payables). The second column
shows the difference on the business relationship level

The Document to be reconciled is under Account Receivable group and Company 1000

The upper-right part of the screen shows all

unassigned items for the pair of companies
and group selected in the navigation tree
(see previous slide)
The screen is split into 2 parts: Documents
from the company at the left side and
document of its partner at the right
The columns can be freely adjusted to show
the most relevant document details

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Communication

Group Accountant can select unreconciled Item(s) and send emails to the chosen recipients in
the contact database using a predefined template or without predefined template.

In our example, Group Accountant will send an email with the 8000EGP worth of unreconciled
item to the AP accountant in company code 2000 to create an AP invoice in company code 2000

Choose Mail Icon

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Select the user(s) who will receive the Mail.

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Communication Status is updated automatically

Reconciliation Item Status:

Group Accountant can manually assign the Reconciliation Item two types of statues:

 Processing Status
 Communication Status

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Note: Mail sent can be updated automatically if we use Mail function as shown above

Select Processing Status

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Data Reconciliation from Company 2000 perspective

You will notice that the Document to be reconciled is under Account Payable group and Partner
1000 and have the same processing and communication statuses updated above

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Adjustment Postings and ICR Manual Assignment

AP Accountant will enter the vendor invoice in Company code 2000 for Partner V1000 with a 20
EGP difference

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Repeat select and Assignment functions and then go to Manual Reconciliation transaction again

The new documents weren’t reconciled automatically because there is a 20 EGP amount
difference

The Group Accountant decided that the difference is small and he will accept the difference and
assign the documents manually, as shown below,

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Document Group Number is created for the assigned documents

If you press "Display documents" two documents will pop up automatically, Company Code
1000 FI document and Company Code 2000 FI document

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ICR Reports
List of Documents

SAP menu

Transaction code FBIC025

Check the difference in the "Assign User" between the 1st two documents and 2nd two
documents

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List of Total Records

SAP menu

Transaction code FBIC026

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ICR Configuration

Define Reconciliation Process Attributes

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System General
SettingsCommunication Support  Define Reconciliation
Process Attributes

Transaction code FBRC007

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Enter the below Data:

Field Value
Description Intercompany Reconciliation: Cust./Ven. Open Items
Structure for Unassigned Items FBICRC_S_DISPLAY_003
Structure for Assigned Items FBICRC_S_DISPLAY_003_ASSIGNED
Determine Group Reference Automatically X
Application ID FBRC
Message Template Group 003
Contact Person Database 003
Do Not Display Totals Overview Screen X

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Define Reconciliation Process Detail Attributes

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System Data Selection
and Storage  Define Reconciliation Process Detail Attributes

Transaction code FBIC010

Enter the below Data:

Field Value
RC Process 003
Fiscal Year Variant used to derive the key date for open item selection in
processes
Selection Strategy Minimize number of RFC Calls
Sender Ledger
Receiving Ledger

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Companies to be Reconciled

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System Data Selection
and Storage  Companies to be Reconciled

Transaction code FBIC032

Enter the below Data

Field Value
Company
Local Com X
Data Source AR/AP open Items
Sender Ledger
Separate X
Transfer Type
Sender Field XBLNR
Alternative
Alternative

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Maintain Number Range for Group Reference Numbers

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System Data Assignment
 Define Reconciliation Process Detail Attributes

Transaction code FBICRC_SNRO

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Define Rules for Document Assignments

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System Data
Assignment Define Rules for Document Assignments

Transaction code FBRC005

Select Reconciliation Process 003

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Select the rule you want to use during Assignment Program Run, as mentioned above, in our
example with "Correct Currency and Amount" rule

Set Up Reconciliation Display

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System Data
Reconciliation Set Up Reconciliation Display

Transaction code FBRC003

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Select Reconciliation Process 003

Select first option

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Define Sets

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System Data
Reconciliation Define Sets

Transaction code FBRC004

Set ID Description Data Element Text Table Text Field

1000 Account KUNNR KNA1 NAME1
Receivable
2000 Account LINFR LFA1 NAME1
Payable

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Select Set ID "1000" and Press "Sets: Single Entries "

SeqNr Low High

10 0 zzzzzzzzzzz

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Set Up Object Groups and Subgroups

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System Data
Reconciliation Set Up Object Groups and Subgroups

Transaction code FBRC009

In this step you set up the categories are supposed to be used for interactive reconciliation for
each process. The "Display Categories" is the third level of the navigation hierarchy, this step
design what you can see in FBICR3 - Reconcile Documents Manually Transaction.

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Select Reconciliation Process 003

Create two Object Sub groups for Account Receivable and Account Payable

Then Define Object Sub group for each Object Group

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Enter the below data:

Subcategory SeqNr Company Company Partner Field Partner Set

Field Set
100 10 RCUST 1000 Account RVEND 2000 Account
Receivable Payable(Defin
(Defined in ed in the
the Pervious Pervious
Configuration Configuration
screen) screen)

Subcategory SeqNr Company Company Partner Field Partner Set

Field Set
100 10 RVEND 2000 Account RCUST 1000 Account
Payable(Defin Receivable(D
ed in the efined in the
Pervious Pervious
Configuration Configuration
screen) screen)

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Define Possible Status for Documents

SAP menu SPRO  Financial Accounting (New)  Accounts Receivable

and Accounts Payable Business Transactions  Closing 
Count Cross-System Intercompany Reconciliation
Preparations in The Reconciliation System Data
Reconciliation Define Possible Status for Documents

Transaction code FBRC006

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