The different variations of parked documents in FI

This sounds like a pretty simple topic, but judging from the questions that I get from some of my clients, I think the understanding of parked documents is not universally clear. It seems to mean different things to different people, and more importantly, there are several occasions where a document is parked and no one knows where (or how) to find it. I hope that this blog helps to shed some light on some of these questions. Basically, any document that is created and saved with a document number, but does not update financial balances is considered to be “parked”. In reality, parked documents are only one of three type of documents that satisfy that common definition. I will describe the three main types of “incomplete” documents below:

(1)    Parked Documents: These are documents that have been partially processed, and saved for further processing or approval. A key feature of parked documents is that the debit and credit entries do not need to balance. You can park customer, vendor, and general ledger postings by using the following transactions respectively: FV70, FV60 and FV50. You can also park documents by using the “Park” feature in the corresponding Posting transactions FB70 (customer), FB60 (vendor) and FB50 (general ledger). In order to post the document that you parked yourself, you can click on the “Tree on” button within the respective transaction and expand the “Parked Documents” folder and double-click on the relevant document. You can then post the document using the “post” button or going to the menu “Document -> Post”.

For Logistics Invoice Documents, you can use transaction MIR7 to park a document, and retrieve it by clicking on “Show Worklist” and double-clicking on the “Parked documents” folder.

(2)    Completed Documents: These are documents that have been processed fully but need some additional task before they are posted. A key feature of “Completed” documents is that the debit and credit entries need to balance. These type of documents use exactly the same transactions as parked documents, with the only difference being that the button “Save as completed” is used instead of the “Park” button. Completed documents are normally used in cases where an approval step is needed before the document is posted. Posting these documents requires the same process as posting parked documents, with the exception that you need to double-click on the “Complete documents” folder.

For Logistics Invoice Documents, you can use transaction MIR7 to save a document as complete, and retrieve it by clicking on “Show Worklist” and double-clicking on the “Docs complete for posting” folder.

(3)    Held documents: These are documents that have the minimum of data entered in them, and are normally posted very soon after. These documents are only available in Logistics Invoice transactions such as MIRO. A key feature with held documents is that they can only be posted by the person who held it. You can post these type of documents by clicking on “Show Worklist”, double-clicking on the “Held Documents” folder, which will allow you to complete and post the document.

You can display all incomplete documents (except “Held” documents) by going to transaction FBV3, you can change them by using transaction FBV2, and you can post them by using transaction FBV0. This can be done even if you were not the one that created the documents.

For other tips like this, join me at “Financials 2014” in Orlando where I will be presenting the following session:

Get the most out of financial accounting in SAP: Proven tips and techniques to better manage core processes

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