SAP Accrual Journal Entry Worksheet
Most period end accruals still start in Excel. This worksheet makes the calculation explicit: how much service was received, how much has already been invoiced, and what remains to accrue, with a total that goes into one journal.
| Accrual item | Expense GL | Cost center | Basis | Total for service period | Days in service period (days) | Days received to period end (days) | Already invoiced | Earned to date | Accrual to post | |
|---|---|---|---|---|---|---|---|---|---|---|
$18,400 | $18,400 | |||||||||
$17,902 | $17,902 | |||||||||
$9,240 | $5,040 | |||||||||
$9,500 | $6,500 | |||||||||
$6,200 | $0 |
Accrual is floored at zero, so an over invoiced item shows as a prepayment to review separately. Post the total as one journal with the accrual expense side and an accrued liabilities offset, reverse it automatically in the next period (FBS1 reversal date, or F.81 for reversal). Do not accrue goods receipts already held in GR/IR.
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How to use the worksheet
List each accrual item with its expense account and cost center, the total value of the service period, the days in the period and the days received up to the closing date. Enter anything already invoiced. The sheet computes the earned amount and the accrual to post. Export to Excel and use the result as the source of your journal upload, whether through FB50, a mass upload tool or LSMW style load. Keep the file with the close package as the support for the journal.
The formula behind the accrual
Earned to date is the period total multiplied by days received and divided by days in the period. The accrual is earned less invoiced, never below zero. This is a time based method, which suits utilities, rent and support contracts. For deliveries, use the received quantity times the price instead, and for professional services use hours worked times rate. Where an estimate is used, record the basis so the reviewer can challenge it.
Reversal and GR/IR interplay
Accruals are normally posted with an automatic reversal in the first day of the next period. That requires a reversal reason and date on the document, or a reversal run with F.81. Goods receipts without invoice are already carried in the GR/IR clearing account, so do not accrue the same purchase order twice. Reconcile the GR/IR account and open purchase orders before you finalize the list, and the double count risk largely disappears.
Common mistakes
Common mistakes include accruing items already invoiced after closing, forgetting to reverse and doubling the cost, accruing to a cost center that closed, and posting the offset to a vendor account instead of an accrual account. Keep a prior month list and compare, since a recurring item that disappears usually means someone forgot it. Use a threshold for immaterial items and document it.
Frequently Asked Questions
Which SAP transaction posts and reverses accruals?
FB50 or FB01 posts a general ledger journal, and you can enter a reversal date and reason. FBS1 is the accrual or deferral posting transaction that has reversal built in. F.81 runs reversal of documents with a reversal date.
Should accruals include tax?
That depends on the jurisdiction and policy. Usually the expense accrual is net of recoverable tax, since tax is recognized on the invoice. Confirm with your tax team and apply the same rule consistently.
How do I avoid double counting with GR/IR?
Goods received but not invoiced sit in the GR/IR account and are handled by the GR/IR clearing and valuation process. Accrue only services and costs with no goods receipt, or reconcile the two lists before posting.
What is a reasonable accrual threshold?
It varies by company and auditor. Many set a threshold at a small fraction of monthly operating expense, and review all items above it. Write the threshold in the close procedure so it is applied consistently.
If your accrual listing is rebuilt from ERP reports each month, we can help you automate the extraction of open purchase orders and goods receipts for review.
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