How to map SAP GL accounts with legacy COA

When you are involved in a template roll-out project, you will often encounter a situation where you have SAP Chart of Accounts (COA) of the template and there is a legacy chart of accounts. The challenge for the consultant here is not to design the chart of accounts but to map them with the legacy chart of the accounts so that the data can be migrated.

Some SAP FICO consultants make a fundamental mistake by emailing the SAP chart of accounts and asking their business user to do the mapping. This generally ends up exchange of emails and confusion during the implementation causing lot of unnecessary delay. If there are several companies with different legacy chart of accounts, then it adds confusion where the business user tries to do mapping without having a clue on how SAP works.

The mapping process can be speeded up if you follow few simple steps and work with the business user.

  • Automatic Account Determination GL accounts: GL accounts that relates to SD/FI (transaction VKOA), MM/FI (transaction OBYC), Fixed Assets, foreign currency revaluation accounts, tax, reconciliation accounts for customers and vendors are driven by the configuration. They are post automatically accounts, so manual posting cannot be made. The business has to comply with the SAP design for future reporting. The mapping process is already completed before you start the work. You will require one manual posting GL account in each group of accounts. e.g. if you are sales revenue accounts are 310000, then you can have 3100009 for manual posting accounts. Then you can block this account for future posting. This would take care of more than 60 – 70% of mapping process.
  • Bank GL accounts : There will be a range of GL accounts in the SAP COA for the bank accounts. The GL allocated will be unique to a given bank account. This will be 5 to 10% of the mapping.
  • Balance Sheet accounts: You have to analyse rest of the balance sheet accounts and determine whether they have to be created or mapped to the existing GL.
  • P&L Accounts: You business user will always ask you to create a lot of P&L GL accounts to fulfil their reporting needs. Here you have determine whether you can use Controlling object like Internal Order to fulfil the reporting needs. The option would be having lot of GL accounts on COA or lot of internal orders.

I have written on this topic focussing more on process on how you should help your business user in this process assuming that you have organisation design in place. The mapping process will come down to few days and you can focus your time on other implementation activities.

Please share your experience on this topic and tips that will help other SAP FICO consultants like yourself.