Clear Open Items (FB1S)
Purpose
Use this procedure to clear debits and credits in an open-item managed general ledger account.
Trigger
Perform this procedure when you need to clear open items. This is typically part of the fiscal period closing process.
Prerequisites
• The general ledger account must be managed on an open item basis.
Navigation Path
Use the following navigation path to begin this transaction:
• Select to go to the Clear G/L Account: Header Data screen.
Helpful Hints
• This transaction is used to clear open item managed general ledger accounts. A similar transaction exists for customer and vendor account clearing.
• If you have numerous items to clear, and prefer to deselect those that should not be included in the clearing document, click
and deselect
Selected items initially inactive checkbox. The transaction will then start with all items active (i.e. selected for clearing).
• You can clear multiple items in one posting. The only requirement is that the sum of debits and credits equals zero, meaning the clearing document is balanced.
Field Description Tables
The R/O/C column of each Field Description table indicates whether the field usage is:
R - Required in SAP.
O - Optional in SAP.
C - Conditional in SAP.
Procedure
1. Start the transaction using the navigation path:
2. Double-click on Clear Open Items to go to the Clear G/L Account: Header Data screen.
3. Complete/review the following fields:
4. Perform one of the following:
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If
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Go To
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You wish to specify a selection value range by selecting the options in the Additonal selections panel. For example, you may only wish to review items which have posted in the previous month.
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You wish to view all open items on the account
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5. Select the radio button
for the option for the open item filter you wish to enter, in our example
Posting date.
6. As required, complete the following fields:
7. Click
to go to the
Clear G/L Account: Process open items screen.
8. Double click on the amount of the first open item in the
GBP Gross column that you wish to clear.
The system will activate the line you have chosen, and the amount in the
Assigned field in the
Editing status panel will reflect all activated items. If the system shows a balance in the
Not assigned field, then your clearing document is not in balance.
9. Select an offsetting item by clicking on the amount in the appropriate line.
Both items will now display as active, and the
Not assigned field will show zero, indicating your clearing document is in balance and can be posted.
10. Click
to post your document.
The system displays the message, "Document xxxx was posted in company code xxxx".
11. Click
to return to the SAP Easy Access Main Menu screen.
12. You have completed this transaction.
Result
You have selected matching debit and credit entries in an open item managed account and cleared them.
