Clearing of manual entries in GR/IR not happening

Question

Hi All,
I've made two manual entries in the GR/IR account. The second entry being the reverse of the first, so basically they cancel out each other. But as these arent linked to a PO, the line items arent being cleared by F.13
I tried manual clearing FB1s and F-04 but it picks up only one line item (the reverse line item i.e. credit item). And so I cant even manually clear these line items.
Can you please provide a solution?
Regards,
Tejas

Answer 1

Hi Tejas,
Please have a look at Note : 178487, maybe it helps... it talks about several points like:
1. In the master data of the G/L accounts, flag "Line item display" or "Open item management" was set for accounts which do not require line items.
2. Update of FI data from the upstream modules is too detailed.
3. Problems during clearing
4. Data is kept too long in the system.
But I am not very sure whether it answers your exact scenario.
Coming to the point of clearing open line items 'easy way', as Janani mentioned, there seems to be no easy ways for clearing the open line items. As I understand, the primary reason for this could be because we are dealing with business sensitive data and the open line items are infact open because of some valid reason, and should not be closed using short cuts. What I mean is... a line item could be (or should be) open if there is some business transaction yet to be completed or it is closed if the transaction is completed and its the job of the user who is responsible for the transaction to make sure that the line item is cleared when the transaction is complete.
In my experience, as you and Janani have experienced, it is normal that we see a lot of documents not archivable because of open items. In my previous experiences, we have handled it this way:
1. Run the Archive run in test mode (prefarably with 'only incorrect docs in log')
2. Give the log to the financial users/module owners to analyze the log (you can use FB99 also to see whether individual documents are archivable or not)
3. Come up with a strategy to close the open items. Distribute the log to respective users (maybe according to doc type) and come out with a time schedule to close these items. It will definately take some time.. say weeks, to analyze each item and close it.
4. Come up with a strategy so that so many documents are not kept open (unnecessarily) in the furture
5. FI owners should have a relook whether the accounts managed under open item management are really required in OIM.
In summary, no short cuts :(.
Hope this helps,
Naveen