Setting Up and Managing Field Status Variants in SAP FICO

In SAP FICO, Field Status Variants are used to control which fields are displayed, required, or optional when posting financial transactions. They help ensure that all necessary data is entered during document creation, while also streamlining the process by hiding unnecessary fields. This article will walk you through the steps to set up and manage field status variants in SAP FICO.

Overview of Field Status Variants

Field status variants are configurations that determine the input behavior of fields during financial transactions. They define which fields are mandatory, optional, or suppressed during document entry for specific account types. Field status variants apply to several document types, ensuring consistent data entry across the system.

In SAP FICO, the following options are available for each field in the field status variant configuration:

• Required: The field must be filled in during the document posting process.
• Optional: The field can be filled in, but it is not mandatory.
• Suppressed: The field will not be displayed during the document posting process.

Steps to Set Up Field Status Variants in SAP FICO

Step 1: Access the SAP Reference IMG

To begin setting up field status variants, follow these steps:

• Go to the SAP Easy Access screen.
• Enter transaction code SPRO to access the SAP Reference IMG.
• Navigate to the following path: Financial Accounting > Financial Accounting Global Settings > Document > Document Posting > Field Status Variants.

Step 2: Create a New Field Status Variant

In this step, you will create a new field status variant:

• Click on Field Status Variants.
• Click on the New Entries button to create a new variant.
• Enter a unique Field Status Variant Code (e.g., FSV01).
• Provide a Description for the field status variant (e.g., Vendor Posting Variant).
• Click Save to store the new field status variant.

Step 3: Assign Field Status Groups

Each field status variant needs to be assigned to specific field status groups. A field status group contains settings for specific account types (e.g., customer, vendor, general ledger). To assign field status groups:

• Click on the newly created field status variant.
• Under Field Status Groups, click on Assign Field Status Groups.
• Enter the relevant Field Status Group (e.g., G001 for general ledger accounts).
• Click Save to assign the field status group to the variant.

Step 4: Define Field Status for Specific Fields

Now, you will define the field status for various fields under the chosen field status group:

• Click on Field Status Group to edit it.
• Select the Account Type for which you want to define the field status (e.g., G/L account, Customer, Vendor).
• For each field (e.g., Amount, Cost Center, Tax Code), choose one of the following field status options:
• Required: The field must be filled out.
• Optional: The field can be filled out, but it is not mandatory.
• Suppressed: The field will not be displayed in the posting screen.
• Click Save once you have defined the field status for each field in the group.

Step 5: Assign the Field Status Variant to Company Code

After configuring the field status groups, you need to assign the field status variant to a company code. To do this:

• Navigate to Financial Accounting > Financial Accounting Global Settings > Document > Document Posting > Assign Field Status Variant to Company Code.
• Select the company code to which you want to assign the field status variant (e.g., 1000).
• Choose the Field Status Variant that you created (e.g., FSV01).
• Click Save to complete the assignment.

Example: Configuring Field Status Variant for Vendor Invoices

Let’s consider an example where you need to set up field status for vendor invoices in SAP FICO:

• Create a new field status variant (e.g., FSV01) and assign it to the vendor posting group.
• Define the field statuses for fields such as Invoice Amount, Vendor, Tax Code, and Cost Center within the vendor account group.
• Set the Invoice Amount field to Required, the Vendor field to Required, the Tax Code field to Optional, and the Cost Center field to Suppressed.
• Finally, assign this field status variant to the company code where the vendor invoices will be posted.

In this case, when a vendor invoice is posted, the system will prompt the user to enter a vendor and an invoice amount, while the tax code is optional and the cost center is suppressed.

Role of Field Status Variants in Financial Transactions

Field status variants ensure that data entry during financial transactions is consistent and accurate. By customizing the field status for each account type, you can ensure that:

• Users are prompted to enter only the relevant data for each transaction type.
• Incorrect or unnecessary information is not entered during document posting.
• Mandatory fields are enforced to ensure compliance with accounting rules and company requirements.

Managing and Updating Field Status Variants

Over time, you may need to update field status variants due to changes in accounting requirements or business processes. To manage and update field status variants:

• Go to the configuration menu where field status variants are defined.
• Make necessary changes to the field status groups or field settings (e.g., making previously optional fields mandatory).
• Ensure that any changes to field status variants are tested in a development or quality environment before applying them to the production system.
• Keep track of changes and ensure that users are informed of updates to field status requirements.

Conclusion

Field status variants are a critical part of the SAP FICO configuration, allowing businesses to enforce data entry rules and ensure consistent document posting. By setting up and managing field status variants properly, you can enhance the efficiency and accuracy of financial transactions, improve compliance, and reduce errors. Proper configuration of field status variants ensures smooth and effective financial management within SAP FICO.