Open items in SAP FI Module is cleared either manually or automatic. Followings are the list of transaction codes and path used for clearing;
General Ledger Manual Account Clearing – F-03
If you have any posting in a general ledger account which is not cleared then through this manual account clearing you can clear such G/L account. Through this transaction you can only clear open items related to one account.
You can use transaction code F-03 for general ledger manual account clearing or following path can be used in SAP;
SAP Use Access Menu > Accounting > Financial Accounting > General Ledger > Account > F-03 Clear
By using the above path or transaction code you will reach at the execution screen of the transaction. Through this transaction you can clear open items related only to one account and one company code. Fill up all the required details and click on process open items to process it.
Double click on each of the items that you want to clear i.e. the debit and credit transaction to make the balance zero. If the ‘Not assigned’ amount is equal to zero then you can clear open items. If it is not zero then the difference amount must be treated as partial or residual items.
Before posting such transaction you can click on simulate tab to see if there are any error message.
Click on save button to post the transaction. A clearing document is generated with a clearing document number.
General Ledger Account Clearing (Manual Clearing with partial clearing function) – F-04
If you want posting with clearing function then in the first step you enter a line item and then select the open items to be cleared.
You can clear open item with posting with clearing function through transaction code F-04 or by following path;
SAP User Menu > Accounting > Financial Accounting > General Ledger > Document entry > F-04 post with clearing
With this transaction code you first enter the document and then in the next screen by selecting process open item button you select the open item that need to be cleared with the document line items entered in the initial step. After highlighting the line you need to click partial payments or residual payment based on the type of payment you want to make. Save the document to post it.
Partial Payment: partial payment is posted to a general ledger account without any open items being cleared. When you post a partial payment transaction, SAP mark both the original transaction and partial payment as open and related both the entries to each other.
Residual Items: If you select this option then SAP will post the balance amount left out after payment as a new open item and the original open item will be cleared.
General Ledger Automatic Clearing – F.13
Automatic clearing function will allow you to clear those general ledger accounts which are open item managed. Through this transaction you can clear many general ledger accounts in one run.
At the end of the period you need to match the debits and credits of the general ledger account to clear it automatically.
You can run automatic clearing transaction through transaction code F.13 or through following path;
SAP User Menu > Accounting > Financial Accounting > General ledger Periodic Processing > Automatic Clearing > F.13 – Without specification of clearing currency
You can also clear a specific document through this transaction. Multiple general ledgers can also be selected from the general ledger selection option available on the screen.
Before running this transaction we suggest you to run it on test mode.
General Ledger Reset Cleared Items/reverse a clearing document – FBRA
FBRA transaction can be used to reverse a already cleared item. In the first step you enter the clearing document number, company code and fiscal year for which you want the clearing transaction to be reset.
Then click on the account tab to check the accounts involved in clearing transaction. From items tab you can check the items that are linked to your transactions.
To reset and reverse the clearing document you need to save the transaction from the initial screen. SAP will ask you for 3 options to choose. You select “resetting and revers” option to reset the transaction and pass a reverse entry.