Document Entry

SAP FI 4.6 ExercisesFinancial Accounting - Chapter 11 Document Entry

OBJECTIVE: To post several types of documents and understand how they are accessed in the system.

UNLESS OTHERWISE STATED, POST ALL ENTRIES TO COMPANY CODE XXPH

Exercise 1. Create Additional Number Ranges

In order to post documents in the system, each Document Type must have a Number Range associated with it. The document gets a number from the number range linked to the document type used in the document. Thus far, we have only created a number range for our Document Type XX. In this exercise we must create number ranges for the other types of documents that will be posted throughout the exercises.

Create each of the following Document Number Ranges below. Be sure to limit the size of your range (less than 500) and use the year 2000. Although not listed here, each of these number ranges is assigned to a specific Document Type. Thus, you will not have to worry about the assignments. The table that shows the Document Type and its associated Number Range can be found using Transaction Code OBA7 or following the menu path from Exercise 2, Chapter 10.

Menu Path:

IMG Financial Accounting Financial Accounting Global Settings Document Document Number Ranges Overview

Screen Name: Number Ranges for Accounting Documents

Number Ranges to create: 01 12 14 through 20

Continued on next page…Number ranges continued

Duplication or distribution of this material in any form to client personnel is strictly forbidden.©Copyright PricewaterhouseCoopers LLP, 1998.

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22 51 X1 (X represents the actual letter here, not your initial) XX (created in the previous chapter)

*Copy all of the ranges above to CoCd XXSF (Go back to the IMG menu and use the “Copy to Company Code” (year specific) functionality. Use the year 2000)

Note: THROUGH OUT THE EXERCISES, IF YOU GET AN ERROR MESSAGE STATING “IN TABLE T043G, THE ENTRY XXXX IS MISSING” THEN THE CUSTOMER/VENDOR MASTER RECORD IS MISSING THE TOLERANCE GROUP.

Exercise 2. Define a document type for G/L Postings – Enjoy

The accounting department of Boots-R-Us would like to take advantage of the “EnjoySAP” way of posting in FI so that the clerks do not have to enter posting keys and a document type for each document. They decided to post a regular G/L transaction using the document type SA for both company codes (i.e., Philadelphia and in San Francisco). They want to use the same document type regardless of the transaction (Invoice or Credit memo). Define this default document type in IMG to prepare for G/L postings.

Menu Path:

IMG Financial Accounting General Ledger Accounting Business Transactions G/L Account Posting G/L Account Posting - Enjoy Define Document Types for Enjoy Transaction

Screen Name: Change View “Document Types for Enjoy Transactions”: Overview

Select <New Entries>. Enter your company code XXPH, account type G/L accounts and the document type SA.

Repeat the above steps for XXSF. <Save> your entries.

Exercise 3. Define posting keys for G/L Postings - Enjoy


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The accounting department at Boots-R-Us decided that they want to post a regular G/L transaction using posting keys 40 for debit entries and 50 for credit entries. Define these default posting keys in IMG to prepare for G/L postings.

Menu Path:

IMG Financial Accounting General Ledger Accounting Business Transactions G/L Account Posting - Enjoy Define Posting Key for G/L Account Posting

Screen Name: Maintain FI Configuration: Automatic Posting – Posting Keys

Note: This table is shared by all company codes existing in the same client. Your colleague may have defined the posting keys already. In that case, only view the entries and make sure they are correct.

Exercise 4. Post General Ledger Journal Entry – Enjoy

A. Attempt to post a journal entry to Account XX1131. Recall, based on the Validation Rule activated in Chapter 10, Exercise 6, you should not be able to do this.

Account XX1131 (Citibank - Checks Payable) is debited for $200.00. Account XX8000 (Sales - Commercial) is credited for $200.00,

Menu Path:

Accounting Financial Accounting General Ledger Document Entry G/L account posting

Screen Name: G/L Account Posting

Continued on next pageWhen you try to simulate the document (menu path: Document – Simulate) an error message should be invoked. If your Validation is not working, you may want to use the Trace function (go to your validation definition in IMG) to debug your error.


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To facilitate future exercises, de-activate your Validation upon completion of this exercise, by deleting the validation field and activation level, Save.

Menu Path:

IMG Financial Accounting Financial Accounting Global Settings Document Document Header Validation in Accounting Documents

Screen Name: Change View “Validation of Accounting Documents”: Overview

B. Cancel the current entries and attempt to re-post the journal entry to Account 330000.

Account XX1131 (Citibank - Checks Payable) is debited for $200.00. Account XX8000 (Sales - Commercial) is credited for $200.00,

Simulate the document, <Save> and record the Document Number: _________________

Exercise 5. General Ledger Journal Entry - Complex Posting

The accounting department of Boots-R-Us wants to be able to post G/L entries not only the EnjoySAP way but also the complex way for the cases when they need to use posting keys other than the ones defaulted from IMG. Test the complex posting.

Menu Path:

Accounting Financial Accounting General Ledger Document Entry

Continued on next page

Others General posting


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Screen Name: Enter G/L Account Posting: Header Data

Another method of accessing the Complex Posting is from the Enjoy Posting

Menu Path:

Accounting Financial Accounting General Ledger Document Entry G/L account posting

Screen Name: G/L Account Posting

Enter a Document Date and follow the menu path:

Environment Complex Posting

Post a journal entry. The details of the transaction are as follows:

Account XX4200 is debited for $100.00 using posting key 40 Account XX1131 is credited for $100.00 using posting key 50.

1. Enter the necessary header data (e.g., posting date, company code)2. At the bottom of the screen enter the posting key and the account for the first line item.3. Select <Enter> and fill in the amount for the first line item on the next screen4. Repeat steps 2 and 3 for the second line item.


Exercise 6. Define a document type for Invoices – Enjoy

The accounting department of Boots-R-Us would also like to take advantage of the “EnjoySAP” way of posting for invoices. They have decided to post a regular customer invoice using the document type DR and a vendor invoice using the document type KR for both company codes, in Philadelphia and in San Francisco. Define these document types for invoice transactions.

Menu Path:


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IMG Financial Accounting Accounts Receivable and Accounts Payable Business Transactions Outgoing Invoices/Credit Memos Outgoing Invoices/Credit Memos – Enjoy Define Document Types for Enjoy Transactions

Screen Name: Change View “Document Types for Enjoy Transactions”: Overview

Select <New Entries>. Enter your company code XXPH, account type Customers, transaction Invoice and the document type DR. You can define account type Vendors, transaction Invoice and the document type KR within the same transaction.

Repeat the above steps for XXSF. <Save> your entries.

Exercise 7. Define posting keys for posting Customer Invoices - Enjoy

For posting customer invoices the accounting department will be using the following posting keys:

Menu Path:

IMG Financial Accounting Accounts Receivable and Accounts Payable Business Transactions

Continued on next page…

Outgoing Invoices/Credit Memos Outgoing Invoices/Credit Memos – Enjoy Define Posting Key for Outgoing Invoices/Credit Memos

Screen Name: Maintain FI Configuration: Automatic Posting - Procedures

ITEM IN THE INVOICE DEBIT PK CREDIT PKCustomer item outgoing invoice 01 11

G/L account item outgoing invoice 40 50


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Double click on the appropriate item and enter the posting keys described above.<Save> your entries.


Exercise 8. Define posting keys for posting Vendor Invoices - Enjoy

For posting vendor invoices the accounting department will be using the following posting keys:

ITEM IN THE INVOICE DEBIT PK CREDIT PKVendor item incoming invoice 21 31

G/L account item incoming invoice 40 50

Menu Path:

IMG Financial Accounting Accounts Receivable and Accounts Payable Business Transactions Incoming Invoices/Credit Memos Incoming Invoices/Credit Memos – Enjoy Define Posting Key for Incoming Invoices/Credit Memos

Screen Name: Maintain FI Configuration: Automatic Posting - Procedures

Continued on next pageDouble click on the appropriate item and enter the posting keys described above.<Save> your entries.


Exercise 9. Post Customer Invoice


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All-Star Sporting Goods is one of the biggest Boots-R-Us customers with stores all over the United States. Boots-R-Us fulfilled their special order for roller blades and you need to post an invoice for $10,000.00. The offsetting G/L Account (credit) is XX8000.

Note: If you receive an error message about a missing Number Range, refer to Exercise 1 in this Chapter.

Menu Path:

Accounting Financial Accounting Accounts Receivable Document entry Invoice

Screen Name: Customer invoice Enter


Exercise 11. Post Vendor Invoice

Boots-R-Us bought ball bearings for their roller blades from Global Ball Bearing Co. Now they have received an invoice from the vendor. Post the invoice for Global Ball Bearing Co. for $15,000.00. The offsetting (debit) G/L Account is 510060. The invoice is due immediately so make sure to use appropriate payment terms.

Note: If you receive an error message about a missing Number Range, refer to Exercise 1 in this Chapter

Menu Path: Accounting Financial Accounting Accounts Payable Document entry Invoice

Screen Name:Customer invoice Enter



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Exercise 12. Post a Vendor Invoice - Company XXSF

Company Code XXSF also bought ball bearings from Global Ball Bearing Co. and received an invoice. Post the invoice for vendor Global Ball Bearing Co. for $20,000.00. The offsetting (debit) G/L Account is 510060. It is due immediately so make sure to use appropriate payment terms.

Note: You will need to select <Change Leading Company Code> to specify XXSF as the active company code.

Menu Path: Accounting Financial Accounting Accounts Payable Document Entry Invoice

Screen Name:Customer invoice Enter


Exercise 13. Post an Intercompany Transaction

Recall that both Boots-R-Us US branches use Company Code XXPH to pay all vendor invoices. Post the payment for wheels, which XXPH and XXSF bought from Global Ball Bearing Co.

For Company Code XXPH, post an outgoing payment of $35,000 (the total check is for $35,000).

The outgoing payment amount ($35,000) is made up of 2 liabilities:

XXPH - $15,000 XXSF - $ 20,000

Menu Path:

Accounting Financial Accounting


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Accounts Payable Document Entry Outgoing Payments Post

Screen Name: Post Outgoing Payments: Header Data

Refer to the screen print below.

After you fill in the fields on the initial screen as shown above be sure to select the “Process Open Items” push button

The invoice should be selected (amount should have a color other than black.) Use menu path:

Edit Select More to select the open invoice from XXSF.


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Enter Company Code XXSF and Account XX_GLOBAL; select the “Process Open Items” push button again. You may receive an error message, it is solvable by accessing previous exercises.

Ensure both invoices are selected and the ‘Not Assigned’ field at the bottom right of the screen equals “zero”.

Continued on next page… Select

Document Simulate

<Save> your document. Here you may need to enter the total payment amount again (35000-) and select continue.

Hint: If you get an error message stating Account Type D is not assigned to Document Type KZ, then Account Type D needs to be added to that Document Type through the IMG (See Chapter 10, Exercise 2)

Intercompany Document Number:

Exercise 14. View an Intercompany Document

View the document to ensure the following was posted:

Menu Path:

Accounting Financial Accounting General Ledger Document Cross-CC Transaction Display

Screen Name: Display Transaction: Initial Screen

Debit Credit XXPH Receivable from XXSF affil. 20000XXPH XX_GLOBAL 15000


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XXSF XX_ GLOBAL 20000

XXPH Citibank-Checks Payable 35000XXSF Payable to XXPH affil. 20000

Exercise 15.View Posted Documents

Utilizing the Document Number, view the documents you have posted. By double clicking on a line item, you can see additional detail.

Menu Path:

Accounting Financial Accounting General Ledger Document Display

Screen Name: Display Document: Initial Screen

Note: You do not have to be in the appropriate FI sub-module to view the posted documents; although the Customer Invoice was posted in the A/R sub-module, it can be viewed in the General Ledger sub-module.


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