Fi Gl End User Training

FBL3N -

Functionality

You can display & change documents posted to a particular account provided that:a) This G/L accounts is managed with line item displayb) The account master is not defined as a Reconciliation account.

This document covers G/L Account Line Item Display. This report allows you to:a) Display and change line items,b) Print a report or export it in MS Office document formats (Excel or Word).

Scenario

You want to check and print account line items.

Requirements

Defined GL Master record(s). Posted documents.

Menu Path Accounting Financial Accounting General Ledger Account FBL3N - Display/Change Line Items

Transaction Code FBL3N

1. Double click on FBL3N - Display/Change Line Items

G/L Account Line Item Display

2. Update the following fields:

Field Name Field Description Values

G/L account Code identifying a General Ledger account

Example: 219917

Company code Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes

Example: 1200

This screen requires additional explanation. You can display the following types line items:

a) only open items (at particular date),b) only cleared items,c) items posted at a key date or within a specified period of time.

You can also ask the system to display noted items or parked documents, and you can also select the screen layout you prefer – just click on the relevant radio button.

The SAP system during operation clearing always creates and stores a special clearing document (including a clearing date). That’s why it is possible to display open line items within a specified period of time even if they’re cleared at present.

3. To confirm your entries, click Enter .

4. Click Execute to display a report, according to entered criteria:

G/L Account Line Item Display

Tip: You can export your report to MS Excel or MS Word. Select from menu path List -> Export -> Spreadsheet or Local file. The system will automatically open a requested MS Office application or create a file in required format.

5. You can display document details you want to check. Simply double-click on the document number (e.g. 10001013):

Display Document: Line Item 002

6. Some fields in this document can be changed. To do so, click Display - Change

Button . Fields that can be changed are highlighted in red:

Change Document: Line Item 002

7. To change line item description update the following field:

Field Name Description Values

Text Additional Line item description Example: TEST GL ACCOUNT ANALYSIS 2 - change

8. To save your changes, Click Save Button. .

9. The message bar displays “Changes have been saved”.

F-03 -

Functionality

This function allows you to clear open items on the GL account. It differs from posting with a clearing transaction or posting with a payment in the following ways: You do not need to enter a document header You can only clear open items from one account

Scenario

There are some postings on GL account that are not cleared. You want to clear these postings.

Prerequisites

Open items on GL account.

Menu Path Accounting Financial Accounting General Ledger Account F-03 - Clear

Transaction Code F-03

1. Double click on F-03 – Clear.

Clear G/L Account: Header Data



Account Code identifying the General Ledger account

Example: 114005

Clearing date Date when you want to post your clearing

Example: 030702


Example: 5200

Currency Code identifying the type of currency used in a transaction or for all transactions pertaining to a specific account

Example: USD

Tip: You can clear also the transactions posted in different currencies. The system will automatically calculate and post exchange rate differences.

3. Click Process open items Button . The system will display open items that fulfill previously entered criteria:

Clear G/L Account: Process open items

4. Now you need to choose and select the items you want to clear. Double click on each of those items. E.g. choose documents 10001222 and 140000009. The system will highlight these items in blue. The value of the field “Not assigned” is equal 0 and you can clear open items. If it is not zero, you the difference in the amount must be treated as partial or residual items.

5. You can check your document before postings. Select DocumentSimulate.

Clear G/L Account: Display Overview

. To post your entries, click Save Button. . No “real” posting took place, but the system stored a clearing document.

6. The message bar displays: “Document XXXXXX as posted in company code 5200”.

Tip: If you want all your open items NOT TO BE SELECTED when you enter the clearing transaction, perform the following steps:

Clear Vendor: Header Data

7. On the screen above use the following menu path: SettingsEditing options.

Accounting Editing Options

8. Click <tab button> Open items .

Accounting Editing Options

9. Click <checkbox> Selected items initially inactive

.

10. Click Save Button. . The settings are now stored in user’s data.

11. Click Back Button . From now on, when you want to clear an account (Vendor, or GL account), all the items will be initially inactive. You need to click on the selected items to activate them for clearing.

F-04 -

Functionality

SAP System offers the following methods to clear accounts with open item management: Posting with clearing

Using the posting with clearing function, you enter document line items and then select the open items to be cleared. Once you have fulfilled all the prerequisites for clearing, the system clears the open items. The system generates one or more offsetting postings for the open items to be cleared

Account clearing In this clearing procedure, you select open items that balance to zero from an account. The system then marks these items as cleared. It enters a clearing document number and the clearing date in the document items. The clearing date can be the current date or a date that you enter manually. The clearing document number is the number of the most recent document involved in the clearing transaction.

Automatic Clearing You can use the Automatic clearing program to clear open items from customer, vendor, and G/L accounts. This program uses predefined criteria to group together open items per account. If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.

Scenario

In this scenario we performed post with clearing using transaction code F-04 (Manual clearing) with Partial clearing function.You can perform the same clearing for GL Account without posting using F-03.

Requirements

None

Menu Path Accounting Financial Accounting General Ledger Document Entry F-04 - Post with Clearing

Transaction Code F-04

1. Double click on F-04 - Post with Clearing

Post with Clearing: Header Data



Document date Example: 08.06.2002

Company code Enter here required company code number

Example: 5200

Period Number identifying a fiscal month

Example: 06

Currency/rate Code identifying the currency used in the transaction

Example: USD

PstKy Description of the PstKy. Example: 40

Account Code identifying the General Ledger, Vendor, or Customer account

Example: 114000

3. Click Enter Button to confirm your entries.

Post with Clearing: Add G/L account item



Amount Amount of the line item Example: 100

5. Click Process open items Button .

Post with Clearing: Select open items



Account Code identifying the General Ledger, Vendor, or Customer account

Example: 119210

7. Click Process open items Button .

Post with Clearing: Process open items

Note: All open items are selected. You need to deselect them first:

8. Click Select all F7 Button .

9. Click Items Button . Deactivate Items

10. Click 20020527 Button . Line Item To be Cleared

11. Click Select Button .

12. Click <tab button> Partial pmt .

Post with Clearing: Enter partial payments

Note: With manual clearing only there are 3 way of clearing an open item (full , partial , residual) .

A residual item results when a payment is made for less than the actual amount outstanding. You clear the original open item, and the system posts a new open item. This new open item is for the same amount as the original open item minus the amount paid

A partial payment is a payment that is posted to an account without any open items being cleared. You assign this partial payment to an open item. When you post the partial payment, the system marks the document number of the original open item in the line item for the partial payment. The original open item and the partial payment remain open.

For automatic clearing there are 2 transaction codes :

· F.13 - Without Specification of Clearing Currency

· F13E - With Clearing Currency Specified.



Payment amount Description of the Payment amount.

Enter value in Column Payment amount.

Example: 100


15. Select DocumentSimulate.

Post with Clearing: Display Overview

16. The line 002 is highlighted in blue – some additional data must be entered. Double click on this line and enter the required information.

17. Click Save Button. to post your document.

18. The message bar displays “Document 10001101 was posted in company code 5200”

F.13 -

Functionality

Automatic clearing allows you to clear many GL accounts in one transaction run. You can use a test mode to check your entries before posting takes place.In customizing you can define up to three fields that are treated by the system as the sort criteria for clearing. For instance, you can decide that all the documents with the same value in the field “Assignment” can be cleared.

Scenario

Certain GL accounts, e.g. accrual, that are managed on open item basis, have debits & credits transactions. At the end of each month, you want to match (clear) certain debits to credits automatically.

Requirements

The GL accounts must be flagged as open item.

Menu Path Accounting Financial Accounting General Ledger Periodic Processing Automatic Clearing F.13 - Without Specification of Clearing Currency

Transaction Code F.13

1. Double click on F.13 - Without Specification of Clearing Currency

Automatic Clearing without Definition of Clearing Currency (SAPF124)




Example: 5200

Fiscal year Fiscal year number Example: 2002

3. Now click Select GL Accounts Button . You want to process only general ledger accounts, so DO NOT SELECT other types of accounts.

4. Now enter the account number. You can enter a range of accounts (usual setting). In this example to simplify presentation only one general ledger account is selected:


General ledger accounts

Number of general ledger account

Example: 114005

5. At the bottom of the screen (you need to use a mouse to scroll the screen down) there’s another radio button you need to select. Click Only docs which can be cleared . This way the system will clear only the documents that fulfill pre-defined clearing criteria (e.g. like the same assignment number).

6. By default the system is in the test mode. Click Test run

button to turn it off.

7. You entered the selection criteria. Now click Execute Button to begin clearing procedure.

Automatic Clearing without Definition of Clearing Currency (SAPF124)

8. The message bar displays “Document number xxxxxxx posted in company code 5200”.

This is the clearing document number. No real posting took place.

FBRA -

Functionality

The document that contains cleared items cannot be reversed directly. You need to first reset cleared items. During clearing open items the system always creates a clearing document. This document contains the information about cleared items, clearing date etc.

Scenario

A few documents have been cleared against each other. Before they can be re-cleared to the correct documents, they must be reset from the clearing of wrong documents.

Requirements

A previously posted clearing document.

Menu Path Accounting Financial Accounting General Ledger Document FBRA - Reset Cleared Items

Transaction Code FBRA

1. Double click on FBRA - Reset Cleared Items

Reset Cleared Items



Clearing document Number of the document to be reset

Example: 10001055


Example: 5200


Tip: If you don't know the clearing document number, open another SAP session, select transaction code FB03 (document display) and press List button to search for the required document. , double click on the required file and display the line item of the document you want to clear.

Display document: Line item

3. When you updated the required fields, click Enter Button to confirm your entries (only certain fields can be changed like assignment & text fields)

4. You can display some details regarding the clearing document before resetting it.

Click e.g. Accounts Button . The system will display all the accounts involved in clearing operation:

Accounts Included in Clearing

5. Click Enter Button to close this screen.

Reset Cleared Items

6. Click Items Button to display documents cleared by the clearing operation:

Reset cleared items

7. Click Back Button to close this screen:

Reset Cleared Items

8. To reverse the clearing document click Save Button .

This particular clearing document includes also another accounting document. Typical example of such document is posting an outgoing payment for vendor invoice. You post a bank document (real posting takes place) and at the same time system creates a separated clearing document. So, when you try to reset a clearing document, you can in the same transaction run post a reversal of outgoing payment document.

Reversal of clearing document

9. You can choose to only reset cleared items or reset items and reverse the accounting document that is connected with clearing operation. Click “Resetting

and reverse” button:

Reversal Data



Reversal reason Enter type of reversal (e.g. negative posting in the same period as original document)

Example: 03

11. The message bar displays “Document XXXXXX was posted in company code 5200”. The system reset the cleared items and posted a reversal document.

F.05 -

Functionality

In order to create your financial statements, you have to carry out a foreign currency valuation. This process valuates all transactions posted in foreign currency per company code and parallel currency transactions. To perform the valuation you should use an exchange rate for the end of the month. This valuation covers the following accounts and items:

1. Foreign currency balance sheet accounts - the G/L accounts that you run in foreign currency. The balances of the G/L accounts in foreign currency are valuated.

2. Open items posted in foreign currency. The line items in foreign currency are valuated.

You have the following options for the foreign currency valuation:a) You can carry out the valuation in local currency, (company code

currency), b) You can valuate in parallel currency (for example, group currency).

You can also use different valuation methods (for example, lowest value principle). The posting of valuation is done by the batch input session. It is recommended that you run each valuation separately, so e.g. you will create a separated batch input for customer open items, then another one for vendors and another one for GL.

Scenario

Before year-end closing you need to perform a foreign currency valuation for GL, customer and vendor open items. To perform valuation of balances in GL (for GL accounts with no open item management) your have to change your selection to activate the related fields.

Requirements

GL, Customer and Vendor Master, the accounting transactions posted in foreign currencies (different than company code currency). Defined in Customizing GL accounts for valuation postings.

Menu Path Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate F.05 - Foreign

Currency Valuation Transaction Code F.05

1. Double click on F.05 - Foreign Currency Valuation.

Foreign Currency Valuation



Company code Company code Example: 5200


Evaluation Key Date Key date for the foreign currency valuation.

Example: 310702

Valuation method A unique key for determining a foreign currency valuation method. This key can be valid for cross-chart of accounts.

Example: EVR

Valuation area Using valuation areas instead of “Valuation in Curr type’ simplifies the process ie instead of running Forex valuation 3 times for each currency type, we only run it one time for 3 currency type simultaneously.

For SABIC there’s defined the valuation area “SA”. SA includes (1) Company code currency (2) Group currency Group valuation (3) Group currency Profit Center valuation

Example: SA

Batch input session name

Code identifying the batch session that is created

Example: FCV0620021

Document date Date the transaction occurred Example: 310702

Posting date Date that the business transaction occurred

Example: 310702

Posting period Fiscal month when the transaction posts to the General Ledger

Example: 7

Reversal posting date Date when you want to post a reverse. Normally the 1st day of next month

Example: 010802

Reverse post. period Posting period for reversal Example: 08

3. Now you need to select the accounts you want to valuate. Click <tab button> Selections .


4. Click Valuate vendor open items .

5. Click Valuate customer open items Button

.

You can select only particular vendor / customer accounts to be valuated. If you leave the selection fields empty (like in our example), all the accounts will be selected for valuation.

6. Click Execute Button to perform valuation. Note that the system does not create the postings immediately but creates a batch input session instead.


Note: The system displayed a report presenting valuated vendor and customer

open items. Press POSTINGS Button to display the accounting documents that were created. These documents have not been posted yet; they’re stored in a batch input session:


7. Click Back Button .

8. To post the valuation, you need to process the Batch Input Session that you’ve just created. You can open another SAP session. From the main menu choose System Services Batch input Sessions

SAP Easy Access

Batch Input: Session Overview

9. Select the session you want to process. (Select the row which contains your Batch input session, e.g. FCV0620021)

10. Click Process Button .

Process Session FCV0620021

11. Click <radio button> Background .

12. Click Process Button to begin posting of documents.

13. Once the session was processed, you need to check the results. To analyze your batch input session, follow the menu path:

From the main menu choose System Services Batch input Sessions

SAP Easy Access


14. Select Row which contains your Batch input session FCV0620021

15. Click Analysis Button . The system will display the details regarding the session that was processed:

Analysis of Session FCV0620021


17. As a result of valuation some accounting documents were posted. To display them use the transaction FB03 (Document Display):

SAP Easy Access

Display Document: Initial Screen



Document number Number of the SAP R/3 document that is internally assigned by SAP R/3 when certain transactions are completed

Example: 10001250

Company code Enter here company code number

Example: 5200



Display Document: Overview

Note: The above document shows zero balance because is displayed in Document currency.

20. To display your document in local currency Click Display currency Button

.

21. Click Enter Button.



F.07 -

Functionality

This program calculates the balance carried forward for customers and/or vendors. The balances of the previous year are carried forward to the New Year. If the account has not yet been posted in the new year and no balance carried forward has been carried out for this account, the account is opened in the new year with the 1st balance carried forward; otherwise, the balance carried forward of the account is stored in the new year if changes result. This program should be run at the beginning of the new fiscal year. If the program is already run at the end of the last fiscal year, postings which are posted after this to the last fiscal year, do not result in automatic adjustment of the balance carried forward because it is not a "posting to a previous year". In such a case, it is necessary to let the program run again after these postings to carry forward the postings entered later. The program can be started as often as desired.

Scenario

This program should be used on the beginning of the next fiscal year. Also you should run this program in every case when the discrepancies occur (end balance of the vendor or customer account for the previous fiscal year is different that the opening balance for the current year).

Prerequisites

Customer or Vendor Master Records

Menu Path Accounting Financial Accounting Accounts Payable Periodic processing Closing Carry forward F.07 - Balances


1. Double click on F.07 – Balances.

Carry Forward Receivables/Payables




Example: 5200

Carryforward to fiscal year

Enter here a number of the fiscal year you want to transfer the balances to

Example: 2003

By default the program is in the test mode. Always try this program first in the test mode, check the results and then run it again in the production mode.

3. Click Select customers .



Customer Code identifying a customer account

Example: 1

to Example: 999999999

5. Click Select vendors .



Vendor Code identifying the vendor account

Example: 1

to Example: 99999999

7. Click Detail log Button to print additional program log


9. To carry forward balances, click Execute Button . The system will display a report:

Carry Forward Receivables/PayaFor the Year 2003 Test Run

10. Click Back and deactivate the Test run radio button.

11. Click Execute to carry forward balances in the production mode.

F.16 -

Functionality

This program is used to carry forward the balances of the general ledger to the new fiscal year. You can run this transaction multiple times. You should always run it if there are discrepancies between the balances of the GL accounts in the previous and the current fiscal years.

The GL balances are carried forward as follows:a) Balance sheet accounts are transferred with all additional account assignments

to the same account numbers.b) P&L accounts are carried forward to the retained earnings account. Additional

account assignments are not transferred. The transaction currencies are not transferred and are totaled in the local currency.

Scenario

You want to generate a report because there are discrepancies between the balances of the GL accounts in the previous and the current fiscal years.

RequirementsNone.

Menu Path Accounting Financial Accounting General Ledger Periodic Processing Closing Carrying Forward F.16 - Balance Carry Forward


1. Double click on F.16 - Balance Carry Forward.

Balance carryforward



Ledger Standard GL ledger = 00. Since we use parallel currency 1 and parallel currency 2, we also have ledger P1 & P2

00, P1, P2


Example: 5200

Carry forward to fiscal year

Enter here the fiscal year number you want to carry the balances to.

Example: 2003

3. If you want to display the individual balances of the P&L statement accounts which are carried forward to this retained earnings account, click <checkbox> Balances in retain.earng.acct .

Tip: This process, as many processes in SAP, can be run in test or production mode.


5. Click Execute button to carry forward balances and display a report:

Balance carry forward Ledger 00 for the year 2003 Test run

6. You can display individual balances of the particular accounts. Click

to display balances of balance sheet accounts:

Display of balance sheet accounts

Tip: You can print this report or exported to MS Excel.


8. Click button to display balances of P&L accounts:

Display of retained earnings accounts


Balance carryforward

10. The message bar displays “Balance carryforward to fiscal year 2003 successful”

F.19 -

FunctionalityThis transaction analyzes goods receipt/invoice receipt (GR/IR) clearing accounts at a specified key date, and generates adjustment postings if necessary. These are needed in order to display the following business transactions correctly in the balance sheet:

Goods delivered, but not invoiced Goods invoiced, but not delivered

The program selects all items in GR/IR clearing accounts that are open at the specified key date. If the open items per purchase order number and item in local currency do not balance out to zero, adjustment postings are created in a batch input session for these items. With a credit balance, the transaction is seen as "delivered, but not invoiced". With a debit balance, the transaction is seen as "invoiced, but not delivered".

Scenario

In this scenario you prepare a clearing for the GR/IR balances at 30.06.2002 to present in the financial statements in the right categories.

Prerequisites

GL account, posted transactions

Menu Path Accounting Financial Accounting General Ledger Periodic Processing Closing Regroup F.19 - GR/IR Clearing


1. Double click on F.19 - GR/IR Clearing

Analyze GR/IR Clearing Accounts and Display Acquisition Tax



G/L account Code identifying a General Ledger account

Example: 219914

Company code Enter here company code number

Example: 5200

Key Date Transaction Date Example: 30.06.2002

3. Then define data selection: click Postings button:


4. Click Creating postings .



Name of batch input session

Name of batch input session that will create postings

Example: GR/IR06

Document Date Date of the batch input session posting

Example: 30.06.2002

Document type Code identifying the method that the system uses to process the transaction

Example: SA

Posting date Date when you want to post adjustment postings

Example: 30.06.2002


Month Period for which you want to post adjustment postings

Example: 6

Reversal posting date Date when you want to reverse adjustment postings

Example: 01.0702002

Reversal period Period for which you want to post reversal of adjustment postings

Example: 7

6. Click Execute button to create a batch input session:


7. The system has displayed a report with transactions.

8. Click Postings Button to display the documents.

Tip: This function allows you to display the documents before you proceed the batch input session. These postings are not done yet, so you can always repeat the transaction, e.g. using different criteria.


9. Click Back .

10. To post the adjustments, you need to process your batch input session. Select from the main menu: SystemServicesBatch inputSessions.


11. Mark the required session and click Process Button .

Process Session GR/IR06

12. Click Background .

13. Click Process Button .

Analysis of Session GR/IR06

Note: As shown in the above screen several documents are generated.

14. Click Back .



KALC -

Functionality

This functions reconciles posting in FI to CO. Reconciliation differences occurs between FI & CO because we use one Controlling Area linked to many Company codes. This means there are posting between company codes or functional area in CO (eg via allocation) that is not posted via FI – and hence not reflected in FI.

You can use reconciliation postings to transfer these cross-company code; or cross-functional area postings made in CO that are relevant to FI, and to automatically create reconciliation postings in FI. You can make these reconciliation ledger postings at month end.This transaction should be performed after all the postings in CO and FI for the current period are finished.

Scenario

You need to run the reconciliation ledger and automatically post results.

Requirements

Postings across company codes or Functional Area occur in CO, which need to be reconciled with postings to FI.

Menu Path Accounting Controlling Cost Element Accounting Actual Postings KALC - Reconciliation with FI

Transaction Code KALC

1. Double Click on KALC - Reconciliation with FI.

Reconciliation Posting: Initial Screen



Company code Enter required CC here Example: 1000

Period Enter here the period from which the reconciliation ledger postings are to be read

Example: 08

Fiscal year Enter here the fiscal year from which the reconciliation ledger postings are to be read

Example: 2002

3. Click Posting parameters Button to define what is the date for the reconciliation posting and what kind of document you want to use:

Reconciliation Posting: Posting Data



Posting date Date for posting the reconciliation Example: 310802

Posting period Fiscal month when the transaction posts to the General Ledger

Example: 08

Document type Enter here the document type you want to use for posting

Example: RL


Reconciliation Posting: Initial Screen

6. Click Execute button to post the reconciliation.

You can perform the transaction in the Test run first (recommended), before creating postings in FI.

Reconciliation Posting: Display Reconciled Cost Flows

The system displays the report that shows the postings. You can print this report or download it as a local file.

7. Click Back Button to exit the transaction.

To display or change the posted documents, proceed as follows:

8. Enter the transaction code FB03.

SAP Easy Access


9. Click List Button to search for the documents you posted during reconciliation.

Document List



Company code Enter your company code here Example: 1000

Entry date Date the document was entered into the system

Example: 190802

11. Click Own documents only Button to display only the documents you’ve posted.

12. Click Execute button to display documents, which fulfill your search criteria:

Document List

13. The system has displayed the list of documents. Click Back Button to close this screen,

MR11 -

Functionality

Quantity differences between goods receipt and invoice receipt for a purchase order result in a balance on the GR/IR clearing account.If the quantity invoiced is larger than the quantity received, the system then expects further goods receipts for this purchase order to clear the balance. If the quantity received is larger than the quantity invoiced, the system then expects further invoices for this purchase order to clear the balance. You can also clear differences for delivery costs.If no more goods or invoices are to be received, you must clear the balance manually.

Scenario

Performed clearing for differences for a particular PO

Requirements

None

Menu Path Logistics Materials Management Logistics Invoice Verification GR/IR Account Maintenance MR11 - Maintain GR/IR Clearing Account

Transaction Code MR11

1. Double click on MR11 - Maintain GR/IR Clearing Account

Maintain GR / IR Clearing Account



Company Code An organizational unit within financial accounting

Enter value in Company Code

Example: 5200

Posting Date Date which is used when entering the document

Enter value in Posting Date

Example: 14.07.2002

3. Click Execute button to perform clearing. The system will display a list of documents that can be cleared:

Maintain GR/IR Clearing Account

4. You can select the item you want to clear: click on the check box, e.g. 4500000023 Button .

5. To view the related Purchase Order, click Purchase Order Button

.

Standard PO 4500000023 Created by ……


7. To post the differences, click the Post Button .

Maintain GR/IR Clearing Account

8. The system has posted the differences. To display posted accounting document, follow the menu path (or transaction FB03 – Document Display):

SAP Easy Access




Company Code An organizational unit within financial accounting

Example: 5200

Fiscal year Description of the Fiscal year. Example: 2002

Entry date Date the document was entered into the system

Example: 14.07.02

10. To Generate a list of all accounting documents Click List Button .

Document List

11. Click on the required document, e.g. 480000003.

Display Document: Overview (Accounting document)

12. To view the original Document (MM document) Select EnvironmentOriginal document.

Display/Cancel Account Maintenance Document


14. Click Back .

15. Click Back .

S_ALR_87003642 -

Functionality

In this activity you specify for each variant which posting periods are open for posting. Two intervals are available for doing this (period 1 and period 2). For every interval, enter a lower period limit, an upper period limit and the fiscal year.You can specify separately G/L account number ranges (as well as sub ledger accounts). To do this, you specify the subledger account type, such as D or K, and the corresponding reconciliation account.In this way you can, for instance, close postings for customer accounts, but allow postings for vendors and GL accounts.

Scenario

At month end, after Assets, AP, AR and GL ledgers are ready to be closed, maintain this transaction accordingly. Specify the periods allowed for posting.

Requirements

None

Menu Path Accounting Financial Accounting General Ledger Environment Current Settings S_ALR_87003642 - Open and Close Posting Periods

Transaction Code S_ALR_87003642

1. Double click on S_ALR_87003642 - Open and Close Posting Periods

Change View "Posting Periods: Specify Time Intervals": Overview

2. To allow postings for all types of accounts (including sub ledgers) in July and August 2002 point a cursor in the row 001.



From per. 1 First Posting Period Allowed (in Interval 1)

Example: 7

To period Last Posting Period Allowed (in Interval 1)

Example: 8


5. To update the database, click Save Button .

6. The message bar displays “Data saved”

FB02 -

Functionality

Sometimes you need to change an already posted document. Typical examples are fields like Text (a document description) or Assignment. Of course you cannot change the line items amounts! For this you need to post a reversal.

Scenario

Certain transactions, especially from logistics, lack certain information. We need to add more information. You need to add more information to the automatically created financial documents, e.g. Text field, via document change. Requirements

A posted document.

Menu Path Accounting Financial Accounting General Ledger Document FB02 – Change

Transaction Code FB02

1. Double click on FB02 – Change

Change Document: Initial Screen



Document number Enter here a number of the document you want to change

Example: 150000002


Example: 5200

Fiscal year Number of the fiscal year Example: 2002

Tip: If you don't know the document number, click List button. The system will display a search screen. Enter the required criteria and search for the document you want to change.

3. Click Enter Button . The system will display a document overview:

Change Document: Overview

4. To change a line item, simply double click on it:


5. The fields you can change are displayed in red. You can change the contents of the following fields:


Assignment The assignment number is an additional information reference.

Example: bank doc #

Text Additional document description Example: you can add here additional description

6. On the same screen you can change also some fields in the doc. header. Click

Document Header Button .

Document Header: 5200 Company Code



Doc.header text Explanation or note that applies to the document

Example: add doc. header

Reference Explanation or note that applies to the document

Example: and reference


9. Click Next Line Button to switch to the next line item. Here you can also apply some changes:




Assignment Note that applies to the document

Example: another line

11. Click Enter.

12. To store your changes in the document, click Save .

13. The message bar displays “Changes have been saved”.

Functionality

This transaction allows you to display a previously posted document. You can display any document that was posted in FI module (including document that was created e.g. in Logistics, but it was followed by automatic FI document posting).

Scenario

You posted a complex GL document. Your supervisor asked you to print for him a copy of this document.

Requirements

Posted FI document.

Menu Path Accounting Financial Accounting General Ledger Document FB03 - Display


1. Double click on FB03 - Display


2. If you know the required document number, enter it in the field “Document

number”. If you don’t, click List Button to search for documents:

3. The system will display a screen where you can enter your search criteria:






Example: SA


Example: 180602

5. Click Execute Button to start searching.

6. The system will display a list of documents that fulfill your criteria:

Document List

7. To display your document, simply double click on it. The system will display a document overview:


8. You can display your document in different currency. Click Display currency

Button .

Display currency for document

9. Click Local currency .

10. Click Enter


11. You can display also other document details, like e.g. who posted this document.

Choose Document Header button. You can see that the user SBTP000197 posted this document on 18th July 2002 – this date is derived from the system clock.

12. If you want to print this document, select from menu path” DocumentDispl ay as list.

Document Overview

Tip: You can select a different list variant (different fields are displayed). Simply

click Choose display variant button.

13. You can print this report (just click on Print icon). But you can also export (download) this report as a MS Office file. Select DocumentExport.

Document Overview

14. Now choose Local File

Save list in file...

15. Click Spreadsheet .

16. Click Enter Button . Now the system asks you to enter a file name (full path is selected by default, but you can change it).

Transfer DAT to a Local File



File name Enter your file name here Example: C:\Documents and Settings\help1\SAPworkdir\document.xls

18. Click Transfer Button . The system saved your report as a MS Excel file.

FB08 -

Functionality

The previously entered GL document was entered incorrectly. Need to reverse the document.

Scenario

A user made a mistake during document entry. Now he wants to reverse the incorrect document and post a new document again.

Requirements

Document to be reversed cannot include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal.

Menu Path Accounting Financial Accounting General Ledger Document Reverse FB08 - Individual Reversal


1. Double click on FB08 - Individual Reversal.

2. If you don’t know the document number, click Find documents Button

.

Note: The system will display the screen where you can enter the search criteria.



Fiscal year The Fiscal year number Example: 2003


Example: SA

4. Click Execute Button

5. The system will display a list of documents:

6. Click on the document you want to reverse:

.

Reverse Document: Header Data



Reversal reason Type of the reversal Example: 03

There are defined five reversal reasons:

01 Reversal in current period

02 Reversal in closed period

03 Actual reversal in current period

04 Actual reversal in closed period

05 Accrual/deferral posting

Reasons 03 and 04 allow “negative” postings. To post a negative reversal, the following prerequisites must be fulfilled:

a) The company code must be defined as allowing negative postings,b) The document type must allow negative postings.

8. If you want to display the document before reversal, click Display before reversal

Button .


9. Click Back

Reverse Document: Header Data

10. If you want to reverse the document, click Save Button. . The system will post a reversal document

Depending on the configuration, a reversal document can be the same type of a document or a different one.

Another way to reverse a document is to post a new document using a negative posting option. This option is different than the regular document reversal – you can hide the line items when you analyze the account. You can also find the negative posting option useful when you posted a document containing several line items and you need to reverse only one of them. In such case it might be easier to post an additional document using the negative posting then reverse the whole document and post it again with the correct figures.

11. The message bar displays “Document XXXXXX was posted in company code 5200”.

FB50 -

Functionality

This is an SAP Enjoy transaction used to post GL documents. Using this transaction you can also post so-called cross-company code documents. For instance, if you want to post an entry that includes data relevant for company code 1000 to 5200:

a) In the document header enter company code 1000b) In the relevant line item put code 5200, amount and other relevant data,c) In another line make posting for company code 1000.

In order to balance debit and credit the system will automatically generate two other line items to post to the clearing accounts in each of company codes.

Scenario

A user wants to post a GL document, using transaction FB50 (direct posting). Examples of this are journal entries.

Requirements

None

Menu Path Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document


1. Double click on FB50 - Enter G/L Account Document.

Enter G/L account document: Company code 1000



Doc. date Date of the document Example: 040602

Currncy Document currency Example: USD

Reference Document description Example: refer

G/L acct GL Account number Example: 114000

D/C Code identifying whether line item is a debit or a credit

Example: Debit

Amount doc.curr. Amount to be posted for the line item

Example: 1200

G/L acct GL Account number Example: 119702

D/C Code identifying whether line item is a debit or a credit

Example: Credi

Amount doc.curr. Amount to be posted for the line item

Example: *

3. Click Enter .

Note: If you select an expense account, a cost object should be entered (cost center, profit center or internal order).

4. You can simulate document before posting. To do so, click Simulate Button

.

Document Overview

6. To post the document, click Save Button. ..

7. The message bar displays “Document number XXXXx has been posted in company code 5200”

FBR2 -

Functionality

This function allows you to post a new accounting document using a previously posted FI document as a reference. You can use this option to speed up data entry.

Scenario

You post frequently similar GL documents: the amounts are different, but GL accounts are the same. You want to use one of the previously entered documents as a reference.

Requirements

Previously posted GL document or sample document.

Menu Path Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document

Transaction Code FBR2

1. Double click on FB50 - Enter G/L Account Document

Enter G/L account document: Company code 5200



Doc. date Document date Example: 300702

Currncy Posting currency Example: USD


Example: 300702

3. Select from the menu path: Goto -> Post with Reference.

Post Document: Header Data



Document number This is the document number you want to use as a reference

Example: 10001386


Example: 5200


5. Click Do not propose amounts

6. Click Copy texts .




Amount Amount of the first line item Example: 350


Post Document: Add G/L account item



Amount Amount of the second line item Example: *

12. Click Enter Button to confirm your entries. The system will display a document overview:

Post Document: Display Overview

13. You can now save the document or park it. Click Save Button .

14. The message bar displays “Document XXXXXX 5200 was posted”.

S_ALR_87012284 -

FunctionalityAs part of the year-end closing, individual companies create financial statements according to country-specific regulations. SAP allows you to create the following financial statements:Balance Sheet: Form of a comparison of assets and capital (liabilities and owner's equity). Assets and capital reflect the same total value. Profit and Loss Statement: Comparison of revenue and expenditure of a period to determine the results for the company and the sources of these resultsTo generate the report, you need to define the Financial Statement Version that includes the BS and P&L structure and the required GL accounts.

Scenario

You want to generate a financial statement report for company code 5200 for a particular period of time.

Requirements

Define a Financial Statement Version.

Menu Path Accounting Financial Accounting General Ledger Periodic Processing Closing Report General Ledger Reports Balance Sheet/ Profit and Loss Statement / Cash Flow General Actual/Actual Comparisons S_ALR_87012284 - Balance Sheet / Profit and Loss Statement


1. Double click on S_ALR_87012284 - Balance Sheet / Profit and Loss Statement.

Balance Sheet/P+L Statement



Chart of accounts A chart of accounts contains the G/L accounts. A chart of accounts must be assigned to each company code. This chart of accounts is the operative chart of accounts and is used in both financial accounting and cost accounting.

Example: SUCA

Company code Enter here required company code number

Example: 5200

Financial statement version

Code identifying the type of report you need to display

Example: SUCA

Reporting Year First fiscal year number Example: 2002


Reporting periods Enter here the required period. You can prepare a financial statement regarding one month or enter a range, e.g. Jan – July

Example: 7

Comparison year Year against which to compare the reporting period profits

Example: 2002

Comparison periods Fiscal period against which to compare the reporting period profits

Example: 6

If you want to generate the Trial Balance, select TB variant in the field Financial statement version.

3. Click <radio button> Classical list .

Note: Now you can define your special requirements for this report (like choose the balance sheet type or decide whether to include in the report the accounts with zero balance).

4. Click <tab button> Special evaluations .



Balance sheet type This parameter controls which periods flow into the reporting and comparison period. The following entries are possible:

1: This means that an accumulated balance sheet is created, that is, the balance is calculated from the balance carried forward plus the periods 01 to the upper limit of the reporting and comparison periods you have specified.

The lower limit specified in these parameters is ignored in this case. Balance sheet accounts and P+L accounts are treated the same.

2: This means that a flow of funds analysis is created, that is, the balance is calculated from the reporting and comparison periods you specified.

The balance carried forward is not taken into consideration. Balance sheet accounts and P+L accounts are treated the same.

3: This means a combination of possibilities "1" and "2". Here balance sheet accounts are dealt with as described under balance sheet type 1, and P+L accounts as described under balance sheet type 2.

4: This means that an opening balance sheet is created. Here only the balance carried forward is used for the reporting and comparison periods. Accounts which have not yet been posted to or have a zero balance, are also displayed in this variant.

Example: 3

It is recommended to select Balance Sheet Type number 3.


Note: You need to define the output of the report. For instance, you can determine the level of detail of the balance sheet and P+L via your entry in the "Summary report" field.

6. Click <tab button> Output control .



Company code summarization

The following entries are possible:

1 = A balance sheet is created per company code

2 = A consolidated balance sheet is created covering all selected company codes.

Example: 1

Business area summarization The following entries are possible:

1 = A separate balance sheet is created for each business area.

2 = A balance sheet and profit and loss is created whereby the balance of an account is displayed per business area.

3 = Business areas are summarized at account level.

Example: 2

Summary report This parameter controls the output of summary reports, where "1" creates the most summarized list and blank the most detailed list. If you enter "1", only the main points of a balance sheet such as "assets", "liabilities", and "P+L" are printed. If you enter blank (=default), the entire balance sheet definition, including the accounts, is printed.

Example: <blank>

Scaling The output amount can be controlled using this parameter. The default value 0/0 means that the amounts are output in the right currency and in full length. The entry 3/1 would mean that the amounts would be output in thousands with one decimal place.

Example: 0/0


9. Press Execute button to generate a report.


Note: You can print this report or download it as a local file. To download it, select from the menu path List -> Save -> File… and choose the required file format.


S_ALR_87012289 -

Functionality

The compact document journal displays the data from document headers and document items for the selected documents. This report can be used as a journal and for reconciliation with the lists of account balances (accounting reconciliation). The information in the document display is divided into four groups:

1. Document header2. Customer account/vendor account postings3. Tax postings4. G/L account postings

The system creates an individual list for each document status (normal documents, recurring entry documents, sample documents, statistical documents). The document status can be seen from the list heading.

Scenario

You want to generate a list of documents posted by a certain employee.

Requirements

GL Account Master Records, posted documents.

Menu Path Accounting Financial Accounting General Ledger Information System Information System General Ledger Reports Document General Compact Document Journal S_ALR_87012289 - Compact Document Journal


1. Double click on S_ALR_87012289 - Compact Document Journal.

Compact Document Journal




Example: 5200



Example: 010502 – 310502

3. Click <checkbox> Parked documents to avoid printing of parked documents.

4. Click Execute to generate the report:

Compact Document Journal

5. You can print this report or download it as a local file. Select List Save->File……

6. Choose the file format:

Save list in file...

7. Click Enter Button.

Transfer DAT to a Local File



File name Enter full path and name of your file, followed by the extension

Example: C:\Documents and Settings\help1\SAPworkdir\journal.doc

9. Click Transfer Button .

Fi Gl End User Training

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