Document split
Document splitting allows you to generate additional balance sheets for dimensions such as profit centres or segments. The zero-balance mechanism ensures that these are balanced for each dimension.
What is a document split?
Document splitting, also known as document split or online document split, allows you to create additional balance sheets for selected dimensions—such as profit centres and/or segments—at a level below the company code. For these additional balancing dimensions, a zero-balance setting is also possible. This ensures that the balances for each additional dimension, when totalled across all balance sheet accounts, add up to zero again.
What is the difference between an active split and a passive split?
In the context of document splitting, a distinction is made between active splits and passive splits.
Active split
This means that the breakdown of the posting – for example, an invoice – is actively recorded by the user according to dimensions such as profit centres or segments, and can be influenced by Customising settings.
Passive split
A passive split refers to all automatic processes determined by the programme’s internal workflow. In this case, the split is no longer performed manually, but is determined by reference to the preceding document; alternatively, the relationship between the additional dimensions is inherited from the preceding document into the subsequent document.
What does a document split look like in SAP?
- The user enters a supplier invoice with two expense lines for two profit centres in the entry view.
| Posting code | Konto | Dimension | Amount |
| 31 | Binding nature | 1.000 | |
| 40 | Effort | Profit Center A | 300 |
| 40 | Effort | Profit Center B | 700 |
- The system, or the document split, automatically generates the subsequent document in the general ledger view.
| Posting code | Account | Dimension | Amount |
| 31 | Binding nature | Profit Center A | 300 |
| 31 | Binding nature | Profit Center B | 700 |
| 40 | Effort | Profit Center A | 300 |
| 40 | Effort | Profit Center B | 700 |
- The payment for the above supplier invoice includes the items listed below when it is entered.
| Posting code | Account | Dimension | Amount |
| 50 | Bank | 950 | |
| 25 | Binding nature | 1.000 | |
| 50 | Discount income | 50 |
- The document breakdown displays the specified document in the general ledger view.
| Posting code | Konto | Dimension | Amount |
| Bank | Profit Center A | 285 | |
| Bank | Profit Center B | 665 | |
| Binding nature | Profit Center A | 300 | |
| Binding nature | Profit Center B | 700 | |
| Discount income | Profit Center A | 15 | |
| Discount income | Profit Center B | 35 |
How do I activate and set up a document split?
In order to use document allocation, the function must first be configured or activated in Customising.
The Customising path for this is:
SPRO ➡️ Finance ➡️ General ledger ➡️ Business transactions➡️ Document split
Here you will find all the relevant steps for setting up document splitting.
In addition to manual configuration, SAP provides a wizard. This guides you through the Customising process, makes suggestions, but also allows you to modify the entries.
Master data:
For document allocation to work properly, correctly maintained and enriched master data is essential.
The following are the most common types of master data in which a profit centre and/or segment must be specified:
- Cost centres and internal orders
- Material master data
- Sales orders
- WBS elements
What does the retrospective activation of a document split mean?
With SAP S/4HANA, document splitting can also be implemented retrospectively in a system that is already in production.
It is recommended that you enable document allocation at the start of the financial year, as this provides a clearly defined point in time at which changes to reporting and posting logic take effect.
Specifically, the subsequent activation of document splitting means:
- All posting documents with a posting date on or after the activation date of the document split are processed in accordance with the document split rules.
- All posting documents with a posting date prior to the activation date of the document split are not split.
Conclusion
Document allocation enables detailed accounting based on additional dimensions such as profit centres or segments. This ensures that postings are allocated transparently and supports meaningful reporting at a level below the company code. This requires careful configuration in Customizing and correctly maintained master data.
