Post on 01-Dec-2014
description
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The system can generate Line Items automatically when a transaction is processed that requires additional Line Items to balance.
Chapter Objectives
– Provide a basic understanding of how the system
generates Automatic Line Items.
– Discuss the most frequently used transactions that
require the generation of automatic Line Items.
Line Item Configuration
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G/L Account Line Items
PK Account Amount Bus Area Co. Code
40
50
01
50
50
476000
113101
Cust_01
113100
1131XX
300,00
300,00
3590.00
3000.00
590.00
BEU1
BEU2
EUXX
EUXX
USXX
USXX
USXX
Configure Fast-Entry Line Structure
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Step 1: Line Item Text Definition
Step 2: When users create a Line Item when posting a document, they can choose a text for the Line Item based on the above definition by pressing the down arrow.
Language Identifier Text Edit Format Control Display
E LEAS Leasing fee
Line Item Texts
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• Exchange Rate Differences
• Cash Discount
• Down Payments
• Taxes
• Payment Program
• Bank Transactions
• Check / Bill of Exchange
Automatic Line ItemsExamples
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Line Item Configuration Chapter Summary
Key Terms:
– Fast-Entry Screen
– Automatic Line Item
– Additional Account Assignment
– Automatic Posting
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Chapter 10Document Configuration
•The system is based on the Document Principle which states that every business transaction creates a document. Document configuration through the IMG defines the structure of each type of document.
•Chapter Objectives
– Provide a detailed understanding of what a system
document is, how it is structured, and for what it is used.
– Be able to configure the system such that documents
(which represent business transactions) are created and
appear as desired.
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Document - FINumber: 9999999999
Line items:
DR. ABC Sandwiches $60CR. Sales Revenue $60
One financial transaction generates one FI documentwith a unique Document Number.
Invoice - SDNumber: 999
To: ABC SandwichesFrom: Fruits & Vegetables Ltd.
1 box of tomatoes $60
Total $60
The Document Principle
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Debits = Credits
Document Header
Document Number Document TypePosting Date Company Code
Document Date Currency
Line Item 1
Posting Key Account Amount
Line Item 2
Posting Key Account Amount
Structure of a Document
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Document Types
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Document Type Net Vendor Invoice.
.
.
Account Types.
.
.
Net Document Type
Document Type Billing Document. Transfer from SD.
.
Account Types Reverse Document Type.
.
.
ASK
KN
ADS
RV
AB
Special Document Types
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Document Number Ranges
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Posting Key
Posting Key Description Debit/Credit Account Type
01 Invoice Debit Customer 40 Debit Entry Debit G/L Account50 Credit Entry Credit G/L Account15 Incoming Pmt Credit Customer
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G/L Accounts
Debits___________________Credits
40 Debit entry 50 Credit entry
Vendors
Debits Credits21 Credit memo 31 Invoice22 Reverse invoice 32 Reverse credit
memo25 Outgoing payment 35 Incoming payment
Customers
Debits Credits01 Invoice 11 Credit memo02 Reverse credit memo 12 Reverse invoice05 Outgoing payment 15 Incoming payment
Examples of Posting Keys
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Transaction Doc. Type Post. Key
F-02 Enter G/L Account Posting SA 40F-64 Park Customer Invoice DR 01F-66 Park Vendor Credit Memo KG 21F-67 Park Customer Credit Memo DG 11
Default Values for Document Processing
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Company Code Acct type Doc. Type
XXPH G/L Accounts SA
XXPH Customers DR
XXPH Vendors KR
DOCUMENT TYPES FOR ENJOY TRANSACTIONS
POSTING KEYS FOR ENJOY TRANSACTIONSTransaction Debit Credit
SAK - G/L account posting 40 50
AGD - Cust. item - outgoing invoice 01 31
AGS - G/L item - outgoing invoice 40 50
ETC.
Default Values for Enjoy Postings
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G/L Account is assigned to Field Status Group
Field Status Group is assigned to the Field Status Variant
G/L Account Field Status Group
113000 Citibank-Checks G005420000 Office Supplies G004 . . .
Fld Status Group Text
G004 Cost AccountsG005 Bank accounts . . .
Field Status
Field Status Variant is allocated to Company Code
CC Company Name City Fld. Stat. Var.
0001 SAP Inc. Philadelphia 0001US01 Company Template New York 1000 . . .
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Configuring Field Status
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Link Rules
Suppress Sup. N/A1 Sup.
Required N/A1 Req. Req.
Optional Sup. Req. Opt.
Su
pp
res
s
Re
qu
ire
d
Op
tio
na
l
Posting Key Field Status Groupvs.
G/L Account Master Record Field Status Group
If a conflict occurs
Then link rules are applied
Screen Layout Link Rules
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Enjoy Postings - Screen Variants
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ALPHA bills………..Company Code 9999 $3000Company Code 1234 $2000
Company Code 9999 pays both billsCompany Code 1234 owes CoCd 9999 $2000
1 2
3
Company Code Account Debit Credit9999 Alpha 30001234 Alpha 20009999 Internal Receivable 20009999 Cash 50001234 Internal Payable 2000
Resulting Journal Entry………..
Intercompany TransactionsExample: Central Payables
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Company Codes
9999
1234
1234
9999
Company Codes
Internal Receivable
Internal Receivable
Internal Payable
Internal Payable
Intercompany TransactionsExample: Central Payables
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Validation/SubstitutionDocument
System Check
Data Entry
Validations and SubstitutionsEnsuring Data Integrity
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If Company Code = 9999Then BusinessArea = BS01
If Company Code = 9999Then BusinessArea <> BS02
Company Code 9999
Business Area BS02
Substitutions (Data Entry)
Validations (Data Entry)
Validation
Substitution
Company Code 9999
Business Area
E: Company Code ‘9999’ cannotpost to Business Area ‘BS02’.
Substitution (Result)
Company Code 9999
Business Area
BS01
Validation and Substitution Example
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Call Up Point Application Description
0001 FI Document Header
0002 CO Document Line Item
0003 GL Entire Document / Matrix Validation
AM
FI
PC
CO
KCGL GR PS GS GU
LC
MC
Validations and Substitutions
IntegrationApplication Area/Callup Point
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Condition A
Account=56000
Condition B
Cost Center=3300
Message
Exit/Document Posted
True
False
False
True
Transaction Data
If false, then a message results.
Different types of messages can be
configured.
Prerequisite
<BSEG>$HKONT=‘56000’
Check
<BSEG>$KOSTL=‘3300’
Validation Steps
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Creating a Validation
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Prerequisite:
If the Account is 123000 and the
Business Area is 202
If prerequisite is met, then substitute
Cost Center 501
Substitution Steps
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Creating a Substitution
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Exit
User Exits
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Results of Validation
W: Account 123000 must be...
FB01: Posting
Doc. Date Comp. Code
Posting Date
PK Account
W: Account 123000 must be...
One starts the Trace function from the IMGand can be started in a parallel session.
Trace Function
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Document Configuration Chapter Summary
Key Terms:
– Document Principle
– Document Structure
– Document Header
– Posting Date
– Document Date
– Document Type
– Posting Key
– Noted Item
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Key Terms:
– Document Number Range
– Account Type
– Field Status
– Field Status Group
– Link Rules
– Screen Variant
– Default Values
– Inter-company Document
Document Configuration Chapter Summary
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Key Terms:
– Validation
– Substitution
– Rule
– User Exit
– Callup Point
– Trace Function
– Enjoy Posting
– Complex/General Posting
Document Configuration Chapter Summary
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Chapter 11. Document Entry
•The previous chapter defined the configuration needed for the entry of business transactions into the system. This chapter discusses the application side of the system where users actually enter the documents in the system.
•Chapter Objectives
– Provide a detailed understanding of two ways how a
document is entered in the system.
– Enter/Post several types of documents
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Document Header
Document Date Document Type Company CodePosting Date Currency/RateDocument Number
Line Item 1
Posting Key Account Amount
Line Item 2
Posting Key Account Amount
The FI Document
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Document Entry - Complex (General) Posting Document Header
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Document Entry - Complex (General) Posting First
Line Item
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*
Document Entry - Complex (General) Posting Second Line Item
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Document Entry - Complex (General) Posting Simulate / Post
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Document Entry - Enjoy Posting
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Document Entry - Enjoy Posting Simulate / Post
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Data Entry Substitution
If Cost Center 2000,then post to ProfitCenter 2500
Derivation
Coding Block
Check MasterData
Validation
Document Entry: System Checks
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Document Posting - Chapter Summary
Key Terms:
– Posting
– Simulate
– System Checks
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Chapter 12Reference Documents
● During the normal course of business, repetitive periodicaccounting transactions must be processed. Many of which contain a large number of line items. To minimize input errors anddata entry time, the system offers several solutions to repetitivedocument posting.
● Chapter Objectives
– Provide an understanding of Reference Documents.
– Compare and contrast the advantages and disadvantages
of each type of Reference Document.
– Create each type of Reference Document
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Recurring DocumentsSample Documents
Account Assignment Model
Solutions to Repetitive Postings
COMPLEX POSTING
ENJOY POSTING
Account Assignment template
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PostingKey
Account
Amount
CannotChange
Recurring Document (Recurring Entry)
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Procedure Steps
1) Enter data
2) Run Recurring Posting Program
3) Execute batch input session(Accounting Document created)
Recurring Document(Recurring Entry)
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Recurring Document (Recurring Entry)Features
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Characteristics of a sample document:
• Only the amounts can be changed
• Line Items can not be added to the Sample Doc itself
• Only one can be used in an actual posting document
• Does not have to be a balanced entry
• Uses a special Document Type (X2)
Sample Documents
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Characteristics:
• Flexible• All fields can be changed• Line items can be added• More than one at a time can be used• Does not have to be complete• Named by the user
Account Assignment Model
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Header
Account PK Amount
Line item 1 xxxxxxxxxx 50 1500Line item 2 xxxxxxxxxx 40 1500
Account Assignment Model (template)
Copy
CanBe
Edited
Header
Account PK Amount
Line item 1 xxxxxxxxxx 50 3000Line item 2 xxxxxxxxxx 40 3000
Accounting Document
Flexibility of Account Assignment Model
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MenuPath
PushButton
Posting Key “00”Or Or
Account Assignment Model Identification
Currency
Company Code
Account PK Amount
Line item 1 xxxxxxxxxx 50 1500Line item 2 xxxxxxxxxx 40 1500
Account Assignment ModelDocument Entry
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Account Assignment Model 1
Account Assignment Model 2
Account Assignment Model 2
Account Assignment Model 3
Account Assignment Model 4
Manual Entry
Document
AccountAssignment
Models
Multiple Models within One Document
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Characteristics:
• Flexible
• Does not allow user-defined screen templates
• All fields can be changed
• Line items can be added
• More than one at a time can be used
• Does not have to be complete
• Named by the user
Account Assignment Template for Enjoy Posting
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2. Hold / Set Data
• Hold Data: Data from the previous transaction is defaulted and is editable
• Set Data: Data from the previous transaction is defaulted and is not editable
1. Post With Reference
• A similar document has been posted previously
• The Document Number is known
Other Solutions to Repetitive Postings
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Reference Documents - Chapter Summary
Key Terms:
– Reference Documents
– Recurring Document (Recurring Entry)
– Sample Document
– Account Assignment Model
– Account Assignment Template
– Hold / Set Data
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Chapter 13Preliminary Postings
• Previous chapters have discussed the immediate posting ofdocuments. However, business issues such as authorizationand incomplete data often require a document to be stored bythe system so it may be posted when all the requiredinformation is available.
• Chapter Objectives
– Provide an understanding of Parked and Held Documents
and their uses.
– Compare and contrast the advantages and disadvantages
of Parked and Held Documents.
– Provide an understanding of Workflow technology
– Utilize Park and Hold functionality
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Document
Post
Park / HoldIssueIdentified
IssueResolved
Preliminary Postings
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Parking Documents
Links toReports
Checks
CrossCompany
Trans.
Features of Parked Documents
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How to Park a Document
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Parked Document 1234
CompleteParked Document
1234
PostAccountingDocument
1234
The Parked Document Number is transferred to the posted document.
The Parked Document is deleted from the Parked Documents Database and
an Accounting Document is created in the Documents Posting Database.
DocumentsPosting
Database
ParkedDocumentsDatabase
Posting a Parked Document
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Post
ContactApproval
Clerk Supervisor
• Manually• Through Workflow
Approval for Parked Documents
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Document Park ParkedDocument
Not Approved
Approved
PostPostedDocument
Originator’s Mailbox
Amountsfor
ReleaseApproval
Parked Documents and Workflow
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IncompleteDocument
Hold
ParkInternally assignedDocument NumberCan be viewed in Account DisplayCan be viewed/changed by any user
HoldUser-assignedDocument NumberCannot be viewed inAccount Display Cannot be viewed/changed by other users
Holding Incomplete Documents
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Preliminary Documents Chapter Summary
Key Terms:
– Preliminary Postings
– Parked Document
– Held Document
– Workflow
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Chapter 14Document/Account Maintenance
• Errors discovered after a document has been posted can becorrected by changing the document or by reversing it andposting a corrected document. Additionally, accounts becomedifficult to manage over time as large numbers of documentsare posted. The process of clearing optimizes accountmanagement.
• Chapter Objectives
– Provide an understanding of document maintenance.
– Provide an understanding of account clearing and how it
is used.
– Reverse incorrect documents
– Clear G/L, Customer, and Vendor Accounts
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Document
DocumentDatabase
Changed
DocumentChange Rules
Change
Document
Changing a Document
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Document A
Document B
Reverse
PK Account Amount
40 123 150 USD50 456 150 USD
(Reversed by Document B)
PK Account Amount
40 456 150 USD50 123 150 USD
(Reference to Document A)
Reversing a Document
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True Reversal:Traditional Reversal:Transaction figures before reversal
Account 1
debit credit
100 0
Account 2
debit credit
0 100
Transaction figures after reversal
Account 1
debit credit
0 100
Account 2
debit credit
100 0
Reversal
Account 1
debit credit
100 0
Account 2
debit credit
0 100
Account 1
debit credit
0 0
Account 2
debit credit
0 0
Reversal
Transaction figures after reversal
Transaction figures before reversal
Reversing a Document -True Reversal
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Negative Postings Additional Use
NEGATIVE POSTINGS ARE ALSO USED:
• for non-reversal postings(negative posting indicator set for each line item individually)
• in SD and MM(no control over the negative posting indicator by a user,defaulted automatically)
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Customer ABC
(1) 2,000.00
(2) 3,000.00
5,000.00 (3)
Can Be Cleared
Total of Debits (1) and (2) = Total of Credits (3)
Clearing Line Items
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1
Clearing an Account
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Standard criteria for breakdown (like company code, business area)
Open Items
Payment Items
Customized criteria
CreateClearing
Document
Control of Clearing
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Customer
Cash disc. granted
Vendor Bank/Cash
Cash disc. taken
10,000 20,000
300 600
9,700
Clearing Customers Who Are Also Vendors
1 12A
9,700
10,300
2B2A
2B2B2A
10,000
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Company code Tolerance group Debit cl.dif. Crd cl.dif Debit % Credit %
FI&& GLTG 1 1 .5 .5
FI&& 999 999 99 99
OR
G/L TOLERANCE GROUP
G/L ACCOUNT MASTER RECORD
G/L account - company code segment (FI&&)
Tolerance group: GLTG
ORTolerance group:
Tolerances for G/L Account Clearing
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Tolerances for G/L Account Clearing - (Continued)
The tolerances per user and per account control whether the system:
– Posts the differences automatically or
– Issues an appropriate error message if the difference is too
large.
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Chapter 14 - Document Maintenance Chapter Summary
Key Terms:
– Document Change Rules
– Document Reversal
– Clearing
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Chapter 15Display Accounts & Documents
• The system offers easy access to information on a real-timebasis. Financial information can be reviewed by displaying theaccount balances and their line items as well as thedocuments that have been posted.
• Chapter Objectives
– Provide an understanding of the system’s ability to
display financial information.
– Display the Balances and Line Items in G/L, Customer
and Vendor Accounts.
– Display documents.
– Understand Sort Key configuration and what it is used
for.
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Displaying Account Balances
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Displaying Line Items
This is the screen on the application side that users see when they want to view Line Items in an Account.
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Line Item Display
• Line item display utilizes a dynamic selection if the intial selection screen does not provide enough options.
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Line Item Display
Display Variantcontrols
AssignmentField
Document & Master Record Maintenance
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Line Item Display:Configuring the Assignment Field and Sort Key
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DISPLAY VARIANT
Line 1 Line 2 Line 3
Col.content Pos. Length
Assignment 1 18
Doc. Number 2 10
Amount 3 20
Currency 4 5
Doc. Type 5 2
Text 6 12
.
.
HIDDEN FIELDS
Col.content Length
Asset 12Posting Key 2Tax Code 2Clearing document 10Order 12Posting Date 10Line Item 2Account 10Profit Center 10etc……...
Display Variant (Line Layout) for Line Item Display
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Document Display
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Display Accounts & Documents Chapter Summary
Key Terms:
– Sort Key
– Assignment Field
– Selection Criteria
– Display Variant (Line Layout)