SAP Intercompany Reconciliation Worksheet
At group close the intercompany balances must match before consolidation can eliminate them. This worksheet lists each seller and buyer pair, computes the difference and records the reason, giving the close meeting a single list of what is open and who owns it.
| Seller company code | Buyer company code | Currency | Receivable at seller | Payable at buyer | Difference | Difference percent | Reason | Owner | |
|---|---|---|---|---|---|---|---|---|---|
$0 | 0% | ||||||||
$7,500 | 3.5% | ||||||||
$250 | 0.3% | ||||||||
-$3,500 | 6% | ||||||||
$0 | 0% |
Net difference can hide offsetting errors, so also review the largest absolute pairs. Enter both sides in the same currency, converted at the group rate, otherwise FX noise appears as a difference. The trading partner field on the GL or customer or vendor line drives intercompany reporting in SAP, so a wrong partner is a frequent cause of mismatch.
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How to use the worksheet
Enter one row per seller and buyer pair and currency. Take the receivable from the seller company code and the payable from the buyer company code at the same cut off, in the same reporting currency. The sheet shows the difference and the percentage. Tag the reason and an owner for every nonzero line, then export to Excel and circulate before the close call. Rerun after each correction until the differences clear or are explained.
Why balances fail to match
The usual causes are timing: an invoice posted by the seller but not yet received or posted by the buyer, or a payment in transit across a bank holiday. Next come exchange rate differences when each side revalues at a different rate, then wrong trading partner assignment, pricing or quantity disputes, and cut off differences on shipments. Each cause needs a different owner, which is why the reason and owner columns matter more than the arithmetic.
Reading the totals
A small net difference does not mean the reconciliation is clean. Two large offsetting errors net to nothing but both still break the elimination at entity level. Sort by absolute difference and clear the biggest first. Set a materiality line for your group, for example differences under a small fixed amount may be accepted and written to an elimination difference account at consolidation, with a note.
Common mistakes
Common mistakes are comparing balances at different dates, mixing transaction and group currency, forgetting non trade intercompany items such as loans and recharges, and reconciling only receivables to payables while ignoring intercompany revenue and cost. For manufacturers also check intercompany stock transfers, since profit in inventory must be eliminated and requires the right transfer price records.
Frequently Asked Questions
Does SAP have a standard intercompany reconciliation tool?
SAP offers several, depending on release, including reconciliation functions in the group reporting and consolidation products and intercompany reconciliation apps in S/4HANA. Availability varies, so check what your license and release include.
Which currency should I use?
Use one common currency, normally the group reporting currency, at the same closing rate for both sides. Comparing local currencies directly creates false differences when rates differ.
What is the trading partner?
It is a field that identifies the partner company on intercompany postings. In SAP it is derived from the customer or vendor master and used in consolidation and reporting. A wrong or missing partner breaks matching.
Should I reconcile before or after revaluation?
Reconcile after foreign currency valuation is complete, otherwise the difference includes unposted revaluation. Many groups reconcile twice, once before valuation to find real errors and once after to confirm clean balances.
If your group close depends on pulling balances from several SAP systems by hand, we can help build a read only extract and matching view.
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