Clearing IDOCS (Note, There Are Two Processes for Clearing Suspense)

Error Clearing – Clearing IDOCS

Table of Contents

Navigate to IDOC clearing screen

To Clear IDOCS from PAYROLL – IW GL POSTING

Using Messages Button

Using the Drill down Button (Preferred method for PAYROLL – IW GL POSTING)

Correct the IDOCs

Reprocess IDOC

Verify IDOCS are cleared.

Clearing IDOCS (Note, there are two processes for clearing suspense).

Navigate to IDOC clearing screen

Use T-Code

PIPE = blank

System ID = 0251

If you are looking for a specific transaction, you can fill out:

IDOC Number, GUID, Batch Session, Message ID, or Message No.

Date = the date of the payroll interface.

Time = Use range of time of payroll interface

For the radio buttons:

Display All will display all interfaces

Display Errors Only will only display the interfaces with errors – This doesn’t always work right, so it is recommended you always use Display All.

Display Success Only will only display the interfaces with no errors – This doesn’t always work right, so it is recommended you always use Display All.

Once you have all your criteria filled out, click the execute button.

After clicking execute, you will see this screen.

Click on the Summary US Tab

There are two different systems that will need to be checked.

The first system creates IDOCS for GL Postings. This means that the secondary accounts have posted and now the system is trying to create the automatic journal entries for allocations / salaries / fringe & COS.

This will be referred to as PAYROLL – IW GL POSTING

The second system is for the secondary postings. If a table is not maintained (rates, employees, activities, etc.), then you will find error messages in this system.

This will be referred to as KB21.

To Clear IDOCS from PAYROLL – IW GL POSTING

When you first enter the Summary US screen, the default is to the PAYROLL – IW GL POSTING transactions. If you need to navigate back to it:

Click on the row so it is highlighted.

Click on Select New System <F7>

If the status shows a green square, there are no IDOCS for that interface and no action needs to be taken.

If the status shows a yellow triangle, then the file has not finished processing through the system. Check again later.

If the status shows a red circle, then you have IDOCS and they need to be addressed.

There are multiple ways to see the details of the IDOCS.

Using Messages Button

Highlight the interface you need to review.

Click the Messages Button

A brief description will appear. This is not very helpful when clearing out this system.

Click on Back Button <F3> to get back to the previous screen

Using the Drill down Button (Preferred method for PAYROLL – IW GL POSTING)

Highlight the interface you need to review.

Click the Drill down Button

Highlight the row you need more information on

Document Data button

If you click Document Data, you will see this information.

In this instance, the charge is trying to post to company code 1043 with Cost Center 400082, which is an invalid combination.

Since at this point you do not know which employee this is for, you don’t know how to correct the error.

Messages button

If you were to click on the Messages button, you would see this information.

Edit Data button

This will allow you to see all the detail for the transaction. This is also where you will correct the transactions.

You need to expand out the folders to see the detail.

Do that by clicking the triangle next to Data Records

Keep clicking the triangles until everything is expanded under data records.

Segment Numbers

Segment 1= Shows document type, company code, and dates

Segment 2 = Company Code

Segment 3 = Company Code

Segment 4 = ?

Segment 5 = Posting Key, CostCenter, Company Code, GL Account

Segment 6 = Company Code

Segment 7 = Currency Code

Segment 8 = ?

Segment 9 = CostCenter

Segment 10 = GL Account

Segment 11 = ?

Segment 12 = Description – IT Would be very helpful to put in the real description

Segment 13 = Source Code, Date, System Source, Employee ID

Segment 14 = Territory

Segment 15 is like Segment 5 but for a new line, Segment 16 is like Segment 6 but for a new line, etc.

At least one of the question marks is for the WBS.

Correct the IDOCs

Go to the Segment that needs to be fixed.

Double-Click on the icon that looks like a paper.

This will bring you to the screen that allows you to make corrections.

Click on Data Record in the menu bar.

Click on Display -> Change

The fields will now be un-shaded and you can make corrections.

Once you have made all the appropriate changes, click on the Save button on the toolbar.

You can then click the Back button on the toolbar until you get to where you need to make changes to the next segment.

Once all changes are saved, click the Back button until you are back at this screen.

Reprocess IDOC

Notice that the IDOC is now in yellow status. It has a message that the Changed data record was saved.

Highlight this row.

Click on Reprocess IDOC button <F8>

If the IDOC has been corrected properly, you should receive the message…

Click the Back button and you should now see that the row is green.

Repeat steps until all rows are green.

Verify IDOCS are cleared.

Click on the Back button

Highlight the row you just cleared. Click on Update IDOC info button. The row will turn green if all IDOCS are cleared.