How To Fix GK625 - Form definition for totals item probably contains an error

SAP Error Message - Details

• Message type: E = Error

• Message class: GK - Messages for SAP Consolidation

• Message number: 625

• Message text: Form definition for totals item probably contains an error

What causes this issue?

You are using a report with a form, which uses the characteristic
<DS:DE.FC_DDSUMIT>totals item</> in cells (or columns or rows).
However, you did not specify this characteristic in <ZH>all</> cells.
This will probably lead to erroneous results in the report.
Example: Say, you define a form with two columns. The first column is
restricted to <ZH>totals item</> "Fixed Assets", and the second column
is restricted to <ZH>item</> "Property, Plant and Equipment".

System Response

Processing will continue.
In the example, the second column may display a whole number that is a
multiple of the correct value.

How to fix this error?

If possible, change the definition of the form. If you use the totals
item in a cell definition, then you should do this in <ZH>all</> cells
in the form.
In the example, you could set the second column to the characteristic
totals item instead of the item. If totals item "Fixed Assets" includes
the item "Property, Plant and Equipment", you could then alternatively
specify the selection for the totals item in the second column, instead
of in the first column in the general selection area.

Procedure for System Administrators

The system issues an error message and will not allow you to continue with this transaction until the error is resolved.

Error message extract from SAP system. Copyright SAP SE.

Smart SAP Assistant

• What is the cause and solution for SAP error message GK625 - Form definition for totals item probably contains an error ?

  The SAP error message GK625, which states "Form definition for totals item probably contains an error," typically occurs in the context of SAP's financial reporting or document processing, particularly when dealing with forms that summarize financial data, such as invoices or financial statements.
  Cause:
  
  
  Form Definition Issues: The error often arises due to incorrect or incomplete definitions in the form used for displaying totals. This could be due to:
  
  Missing fields or incorrect field mappings in the form.
  Syntax errors in the form's layout or logic.
  Incompatibility between the form and the data being processed.
  
  
  
  Data Issues: If the data being processed does not match the expected format or structure defined in the form, it can lead to this error.
  
  
  Changes in Configuration: Recent changes in the configuration of the form or the underlying data structure can also trigger this error.
  
  
  Solution:
  
  
  Check Form Definition:
  
  Go to the SAP Smart Forms or SAPscript transaction (e.g., SMARTFORMS or SE71).
  Review the form definition for the totals item. Ensure that all required fields are correctly defined and mapped.
  Look for any syntax errors or inconsistencies in the form logic.
  
  
  
  Test the Form:
  
  Use the test functionality within the form editor to simulate the output and identify any issues.
  Check if the totals item is being calculated correctly and if all necessary data is being passed to the form.
  
  
  
  Review Data:
  
  Ensure that the data being processed matches the expected structure. Check for any missing or incorrect data that could affect the totals calculation.
  
  
  
  Consult Documentation:
  
  Refer to SAP documentation or notes related to the specific form and error message for additional guidance.
  
  
  
  Transport Requests:
  
  If the form was recently transported from another system, ensure that all dependencies and related objects were also transported correctly.
  
  
  
  Seek Help from SAP Support:
  
  If the issue persists, consider reaching out to SAP support for assistance, especially if it involves complex configurations or custom developments.
  
  
  
  Related Information:
  
  Transaction Codes: Familiarize yourself with relevant transaction codes such as SMARTFORMS (for Smart Forms) and SE71 (for SAPscript).
  SAP Notes: Check for any SAP Notes related to GK625 for specific patches or updates that may address known issues.
  Community Forums: Engage with SAP community forums or user groups where similar issues may have been discussed.
  
  By following these steps, you should be able to identify and resolve the cause of the GK625 error in SAP.