Lesson 5 of 6
Posting controls
6 min
Two configured controls stand between a user and the books on every manual posting: posting periods, which decide when postings are allowed, and tolerance groups, which decide how much a user may post. Both are simple to explain and easy to get subtly wrong, which is why they deserve explicit negative tests.
Posting periods
Each company code is assigned a posting period variant; several company codes can share one so they open and close together. For each account type, the variant holds period intervals that are open. The entry for account type + applies to all postings and must cover any period open for another account type; you can then open or close periods separately for customers, suppliers, assets, materials and G/L accounts, even for ranges of accounts. That is how finance can close period 9 for most postings while leaving it open for, say, asset postings until depreciation is final.
There are two period intervals per line. A common setup uses interval 1 for restricted postings, such as special periods 13 to 16 during year-end closing, limited to an authorization group so only named users can post there, and interval 2 for normal periods open to everyone. Periods are maintained in the Fiori app Manage Posting Periods (available since SAP S/4HANA 1809) or the classic transaction OB52. Controlling has its own period lock (OKP1) for CO business transactions, so a full close covers both.
- Sept 1Period 9 opensInterval 2 opened for all account types; period 8 still open for final adjustments.
- Sept 30Logistics cut-offMaterial period moved; materials, customers and suppliers stay open in period 9 for late documents.
- Oct 3Period 8 closedAll account types closed for period 8; only the close team can post in interval 1.
- Oct 4Period 9 closed for subledgersCustomers and suppliers closed; G/L still open for adjustments.
- Oct 5Period 9 fully closedAll account types closed; the trial balance is final.
Tolerance groups
Tolerance groups for employees (configured in OBA4 in classic configuration) set amount limits per company code: the maximum amount per journal entry, the maximum amount per open item line on a customer or supplier, the maximum cash discount a user may grant, and the payment differences a user may accept when clearing. Users are assigned to a group (OB57); users without an assignment get the default group, and each company code needs at least that default entry. Separate tolerances exist for G/L account clearing and for customers and suppliers.
| Tolerance setting | What it limits | Contoso example |
|---|---|---|
| Amount per document | Total of a journal entry the user may post | AP clerks 100,000 USD; senior accountants 2,000,000 USD |
| Amount per open item line | Size of a customer or supplier line the user may post | AP clerks 50,000 USD per supplier line |
| Cash discount per line | Discount percentage the user may grant | AR clerks 2 percent |
| Permitted payment differences | Over or under payments the user may accept when clearing | AR clerks up to 25 USD |
Building the negative tests
| Control | Negative test | Expected result |
|---|---|---|
| Closed period | Post a G/L entry with a posting date in closed period 8 | Rejected with a period-not-open error |
| Account-type split | Post a supplier invoice in period 9 after suppliers are closed but G/L is open | Supplier line rejected; a pure G/L entry still posts |
| Authorization group on interval 1 | User without the group posts to special period 13 | Rejected |
| Document amount limit | AP clerk posts a 150,000 USD entry | Rejected with an amount-limit error |
| Payment difference | AR clerk clears an invoice with a 40 USD underpayment | Clearing not allowed without a residual item or higher tolerance |
Negative tests for posting controls. Record the exact message for each.
What would you do?
During month-end close testing, a tester posts successfully into closed period 8 and reports the control as broken. The tester's user ID belongs to the year-end close team. What should Priya do before logging a defect?
- Posting period variants open periods per account type; account type + must cover every open period.
- Two intervals allow restricted periods (with an authorization group) alongside normal ones.
- Manage Posting Periods (or OB52) maintains periods; controlling has its own period lock.
- Employee tolerance groups limit document amounts, open item amounts, cash discounts and payment differences.
- Run negative tests with test users matching real roles and groups.
Check your understanding · not graded
Lesson check
1. Which account type entry must cover every period open for other account types?
2. Which Fiori app maintains posting periods?
3. What does an employee tolerance group limit?
4. Why run negative tests with a realistic user profile?