General Ledger Accounting Training Manualasksap.espousetechnology.com/wp-content/uploads/20… ·...

General Ledger Accounting


Training Manual

Author: Ask SAP Expert

Note: This Training material has been prepared taking reference from SAP Best Practice

documentation from SAP. Some business process has been updated, modified according to Juniper specific Requirement


Icons

Icon Meaning

Caution

Example

Note

Recommendation

Syntax

External Process

Business Process Alternative/Decision Choice

Contents

General Ledger ..................................................................................................................................... 4


1 Purpose ......................................................................................................................................... 4

2 Prerequisites.................................................................................................................................. 4

3 Master Data ................................................................................................................................... 4

3.1 FS00 – Create GL Account Centrally ..................................................................................... 5

3.2 Display GL Account: ............................................................................................................. 10

3.3 Change GL Account ............................................................................................................. 11

4 Post GL Document ...................................................................................................................... 12

5 General Posting ........................................................................................................................... 14

6 Posting with Reference Document .............................................................................................. 18

7 GL Document Change ................................................................................................................. 24

8 Display GL Document ................................................................................................................. 29

9 Individual Document Reversal..................................................................................................... 35

10 GL Reset Cleared Items .......................................................................................................... 40

11 GL Manual Account Clearing ................................................................................................... 43

12 Account Line Item Analysis ...................................................................................................... 50

13 Account Balance Display ......................................................................................................... 55

14 Period End Processing ............................................................................................................ 56

14.1 Open Close Posting Period .............................................................................................. 56

14.2 Maintain Exchange Rate .................................................................................................. 58

14.3 Recurring Entries .............................................................................................................. 59

14.4 Account Maintenance: Automatic Clearing ...................................................................... 64

14.5 Account Maintenance: Manual Clearing........................................................................... 66

14.6 Accrual Posting ................................................................................................................. 67

14.7 FOREX Evaluation ........................................................................................................... 74

15 Year End Processing ............................................................................................................... 76

15.1 GL Balance Carrying Forward .......................................................................................... 76


General Ledger

1 Purpose The central task of G/L accounting is to provide a comprehensive picture of external accounting and accounts. Recording all business transactions in a software system that is fully integrated with all the other operational areas of a company ensures that the accounting data is always complete and accurate.

The SAP FI General Ledger Accountant has the following features:

Free choice of level: corporate group or company

Automatic and simultaneous posting of all subledger items in the appropriate General Ledger Accountant accounts (reconciliation accounts)

Simultaneous updating of General Ledger Accountant and cost accounting areas

Real-time evaluation of and reporting on current accounting data, in the form of account displays, financial statements with different financial statement versions and additional analyses.

Essentially, the General Ledger Accountant serves as a complete record of all business transactions. It is the centralized, up-to-date reference for the rendering of accounts. Actual individual transactions can be checked at any time in real-time processing by displaying the original documents, line items, and transaction figures at various levels such as:

Account information

Journals

Totals/transaction figures

Balance sheet/profit and loss evaluations

2 Prerequisites The business roles have been assigned to the user who is testing this scenario.

3 Master Data

Functionality

This Transaction will create/change/display a GL account centrally

Scenario

To create a GL account and extend to company code.

To Display, Change, Block and Delete GL Account after Creation.

Prerequisites Chart of Account and Account Group have been defined.


3.1 FS00 – Create GL Account Centrally

Menu Path Accounting Financial Accounting General Ledger Master Records FS00 – Centrally

Transaction Code FS00

1. Double click on FS00 – Centrally.

LIST OF ACCOUNT GROUP

Chart of Accts

Account Group

From account To account Description

OCOA 1010 101000 102999 Share Holders Fund

OCOA 1030 103000 103299 Secured Loan

OCOA 1040 103300 103399 Unsecured Loan

OCOA 1045 104000 104599 Long Term Provision

OCOA 1050 105000 105999 Others Non Current Liabiliti

OCOA 1060 106000 106999 Accounts Payable

OCOA 1070 107000 108999 Current Liabilities

OCOA 1090 109000 109999 Short Term Provision

OCOA 1100 110000 159999 Statutory Dues Payables

OCOA 1200 160000 169999 Clearing Account

OCOA 2100 210000 229999 Fixed Assets

OCOA 2300 230000 239999 Investment


OCOA 2400 240000 249999 Cash & Bank

OCOA 2500 250000 259999 Account Receivables

OCOA 2600 260100 279999 Inventories

OCOA 2800 280000 299999 Current Assets

OCOA 4000 400000 499999 Revenue

OCOA 5000 500000 549999 Operating Expenses

OCOA 5500 550000 569999 Finance Cost & Charges

OCOA 5700 570000 579999 Depreciation

OCOA 6200 620000 620499 Labor & Compensation

OCOA 6205 620500 620999 Other Expenses

OCOA 6210 621000 699999 Non Operating Expenses

2. Update GL Account Number and select the corresponding Account Group. Top Right hand side of the screen looks as follows with multiple icons.

Each of the icons are described as follows:

Click on this to display a GL Account

Click on this to change a GL Account

Click on this to create a GL Account

Click on this to create a GL Account with reference to an existing GL Account.

Click on this to block a GL Account for posting and creation

Click on this to delete a GL Account

Step 3. Select Create Button


Select create button and update the following fields:

Account Group Labor and Compensation

GL Code 620101

Company Code SPCL

PL or BS Account Check PL

Short Text Test 123

Long Text Test 123

Field Status Group G001

Currency Leave blank if foreign currency not required

OI Management Check for all clearing Accounts

Line Item Display Check for all accounts except Recon Account

Sort Key 001

Post Automatic Check if do not require to post manually.

Tax Category * / + / -

Post without tax code Check to allow posting without tax code

Recon Account If the GL is a Reconciliation

Account then select as Follows:

A: Asset

K : Vendor

D : Customer


Account Group:

This provides number range and controls field status of the GL Master Data.

Account Currency:

Defaulted with company code currency. Change if difference currency required.


Save to create the GL Account.

Result: GL Account has been created in the company code 1000. You can also change and display GL Account centrally using transaction code FS00. Else individually FSP0 and FSS0.

Field Status Group:

This controls field status of the GL Line Item in an Accounting Document


3.2 Display GL Account: Update GL Account and Company Code then Display Button.

Click on to display a GL Account


3.3 Change GL Account Update GL Account number and Company code then select change button.

Click on to change a GL Account


4 Post GL Document

Functionality This is an SAP Enjoy transaction used to post GL documents. A Journal entry can be posted through this transaction. This transaction only allows GL posting, you cannot post to any account e.g. customer or vendor, asset etc. Scenario You want to post a journal entry which affect only General ledger accounts.

Requirements

None

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

Transaction Code FB50

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

Enter G/L account document: Company code SPCL


3. Update the following fields:

Field Name Field Description Values

Doc. date Date of the document 02.02.2013

Posting Date Date of Accounting 02.02.2013

Currncy Document currency INR

Doc. Header Text Header description Test FB50

Reference Document description Test FB50

G/L acct GL Account number 620101

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

Debit

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

1000

Cost center Cost center MEG1



Credit

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

1000

Cost Center MEG1

4. Click Enter .


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

.

Document Overview

6. To post the document, click Save

5 General Posting

Functionality This is an SAP Enjoy transaction used to post GL documents. A Journal entry can be posted through this transaction. This transaction only allows GL posting, you cannot post to any account e.g. customer or vendor, asset etc. Scenario You want to post a journal entry which affect only General ledger accounts.

Requirements None

Menu Path Accounting Financial Accounting General Ledger Document Entry F-02 - General Posting

Transaction Code F-02

7. Double click on F-02 - Enter G/L Account Document.





Doc. Date Date of the document 28.01.2013

Posting Date Date of Accounting 28.01.2013

Document Type Type of Posting SA

Currency Document currency INR

Reference Document description Test

Posting Key Code identifying whether line item is a debit or a credit

40


Amount document currency

Amount to be posted for the line item

1000

Cost center Cost center MEG1



50

Amount doc.curr. Amount to be posted for the line item will be defaulted. If posting more than two lines then * can be given in the last line to get the balance amount in the last line item.

*


Click Enter . To go to next line item

Click Enter . To go to next line item


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

Go to document in the menu and select simulate.


Document Overview

10. To post the document, click Save

6 Posting with Reference Document

Functionality This transaction code helps 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 frequently post similar GL documents i.e. the amounts are different, but GL accounts are the same. You want to use one of the previously posted FI documents as a reference.

Requirements

Previously posted GL document.

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

Transaction Code FBR2

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





Doc. date Document date 02.02.2013

Currncy Posting currency INR

Posting date Date that the business transaction occurred

02.02.2013

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

You can directly reach to this screen using transaction code “FBR2”.

Post Document: Header Data




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

100000125

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

SPCL

Fiscal year Fiscal year number 2012

15. Click Do not propose amounts

16. Click .

17. Click Enter Button to confirm your entries.

Post Document: Header Data




Amount Amount of the first line item 5000


Post Document: Add G/L account item



Amount Amount of the second line item *

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


Post Document: Display Overview

23. Click Save .


7 GL Document Change

Functionality You wan to change an already posted document. You can change only fields like Text or Assignment. Scenario 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


24. Double click on FB02 – Change

Change Document: Initial Screen


s25. Update the following fields:


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

1000000120


SPCL

Fiscal year Number of the fiscal year 2012

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

26. Click Enter .

Change Document: Overview

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

Change Document: Line Item 001


28. 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.

Misc item

Text Additional document description Test GL Posting 1 for training

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

Click Document Header Button .

Document Header: SPCL Company Code




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

Test GL Posting

Reference Explanation or note that applies to the document

TEST 123


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


8 Display GL Document Functionality

This transaction allows you to display a posted FI document.

Scenario

You want to display an FI document.

Requirements

Posted FI document.

Menu Path Accounting Financial Accounting General Ledger Document FB03 - Display


33. Double click on FB03 - Display

Display Document: Initial Screen

Press enter to display the document.


34. Click to search for documents:





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

SA

Posting date Date that the business transaction occurred

01.01.2013 to 31.01.2013

36. Click Execute to start searching.

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


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


Display Document: Overview

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

Button .

Display currency for document

40. Click

41. Click Enter



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

document. Choose Document Header button. You can see that the user SAPUSER

posted this document on 04.02.2006– this date is derived from the system clock.

43. If you want to print this document, select from menu path” DocumentPrint Preview.


Document Overview

44. You can print this report (just click on Print icon

9 Individual Document Reversal

Functionality A GL document was entered incorrectly. Need to reverse the document. Scenario A document was entered wrongly. You need to reverse the incorrect document

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



45. Double click on FB08 - Individual Reversal.

46. If you don’t know the document number, click Button.



Fiscal year The Fiscal year number 2012

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

SA


48. Click Execute Button

49. The system will display a list of documents:

50. Double Click on the document you want to reverse:


Reverse Document: Header Data



Reversal reason Type of the reversal 01

Posting date Posting date 02.02.2013

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.

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

reversal Button .


53. Click Back

Reverse Document: Header Data

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


10 GL Reset Cleared Items

Functionality The document which 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 2 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

55. Double click on FBRA - Reset Cleared Items

Reset Cleared Items



Clearing document Number of the document to be reset

100000125



SPCL


57. Click

58. Click

59. You can display some details regarding the clearing document before

resetting it. Click e.g. Accounts Button .

Accounts Included in Clearing

60. Click Enter Button to close this screen.


61. To reverse the clearing document click Save Button .

Reversal of clearing document

62. 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)

01

Posting date Posting date 02.02.2013


64. Click

Clearing reset for the document number 100000125.

65. The message bar displays “Document 100000126 was posted in company code SPCL”. The system reset the cleared items and posted a reversal document.

11 GL Manual Account Clearing

Functionality

This Transaction clear open items on a single GL account.

Scenario

You want to clear postings on a GL account, which is open item managed and are showing as uncleared.

Prerequisites

Open items on a GL account.

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

Transaction Code F-03

66. Double click on F-03 – Clear.


Clear G/L Account: Header Data



Account Code identifying the General Ledger account

140006

Clearing date Date when you want to post your clearing

02.02.2013


SPCL


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

INR

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

Clear G/L Account: Process open items

69. Now you need to choose and select the items you want to clear. Double click on each of those items 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.

70. 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.

71. The message bar displays: “Document posted in company code SPCL.

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

Please note below give setting is only a one time setting.


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

Accounting Editing Options

73. Click <tab button> Open items .


Accounting Editing Options

74. Click <checkbox> Selected items initially inactive

.

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

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


12 Account Line Item Analysis

Functionality

This transaction code gives a G/L Account Line Item Display. This is an interactive report, in the sense you interact with the report, you can hide some field, display some more fields from the available list, sort the list based on any criteria, carry out total for a column field carry out subtotal for a column field.

Scenario

You want to see a GL account line item display for a particular account.

And change Document from the report directly.

Requirements

The GL master should have line item display switched on. There should be transactions posted for the GL being displayed.

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

Transaction Code FBL3N

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


G/L Account Line Item Display



G/L account Code identifying a General Ledger account

620101


SPCL

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.

79. To confirm your entries, click Enter .

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

G/L Account Line Item Display

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.

81. You can display document details you want to check. Simply double-click on the document number (e.g. 100000122):


Display Document: Line Item 002

82. 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

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

Field Name Description Values

Text Additional Line item description Test GL Docuemnt Reversal

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

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


13 Account Balance Display

Functionality

This transaction code gives a G/L Account Line Item Display. This is an interactive report, in the sense you interact with the report, you can hide some field, display some more fields from the available list, sort the list based on any criteria, carry out total for a column field carry out subtotal for a column field.

Scenario

You want to see a GL account line item display for a particular account.

And change Document from the report directly.

Requirements

The GL master should have line item display switched on. There should be transactions posted for the GL being displayed.

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

Transaction Code FBL3N

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


2. Update the following GL Account Number, Company code, fiscal year and execute.

3. GL Balance displayed

14 Period End Processing

14.1 Open Close Posting Period Functionality

This transaction will be used to open and close Financial Posting Period.

Scenario You want to open current Financial Posting Period and close previous period.


Prerequisites

All the required business transition have been processed and closing activities are initiated.

Procedures:

1. Access the transaction choosing one of the following navigation options:

SAP ECC Menu

Accounting → Financial Accounting → General Ledger → Information

System → General Ledger Reports (New) →

Transaction code

OB52

2. On the Compact Document Journal screen, make the following entries:

Field name Description User action and values Comment

Posting Period Varian SP01

Account Type +, S, A, K, D, M

From Account

To Account

From period 01

From year 2014

To Period 12

To Year 2014

3. Save to open and close the posting period

Note:

1. Posting period is required to open against a posting period variant. Posting period valiant SP01 has been assigned to the company code.


2. Different Posting period variant have been created and assigned to non- leading ledger for the ledger specific closing. This is not required for the SPCL.

3. Different Account Types are as follows.

Result:

Posting period has been closed and open.

14.2 Maintain Exchange Rate Functionality

This transaction will be used to maintain exchange rate.

Scenario You want to maintain exchange rate for different exchange rate types to make business transaction. This rate will be triggered during business transaction for translation and for the Foreign Currency Evaluation during the Period End.

Prerequisites

Exchange Rate Types and translation ratio have been maintained.

Procedures:


SAP ECC Menu Accounting → Financial Accounting → General Ledger →

Transaction code OB08


5. On the Compact Document Journal screen, make the following entries:


Exchange Rate Type M

Valid From Date 01.01.2013

Rate 63.10

From Currency USD

To Currency INR

6. Save to update.

Result:

Posting period has been closed and open.

14.3 Recurring Entries Functionality

This functionality supports postings that can periodically be created on a regular basis. Recurring entries are similar to standing orders with banks for debiting rent, contribution payments, or loan repayments directly. The postings are done by the recurring entry program on basis of the recurring entry documents.

In the area of G/L accounting, recurring entries can be used for example, for periodic posting of deferrals and accruals, if there are fixed amounts to be posted.

The following data of a recurring entry document remains unchanged:

Posting key

Account

Amounts


You enter the data that only changes occasionally in a recurring entry document. This document does not result in transaction figures being updated. The recurring entry program uses this document to create accounting documents.

Scenario

You want to post same financial document in each period as recurring expenses.

Prerequisites

To use this method, you must enter a recurring entry document that the system uses as a reference. The recurring entry document is not an accounting document and, therefore, does not affect the account figures.

Process Flow

Enter the recurring entry document.

The SAPF120 program uses the recurring entry documents to create the accounting documents. You must start the program at regular intervals. It checks each recurring entry document to determine whether a document must be created.

Run the batch input session.

Recurring entries must be checked again during year-end closing.

Result:

If the date – stored in the recurring entry document – on which the process is next due to be carried out, matches the date for the calculation period, or is within the specified range, the program transfers the posting data to the specified batch input session. In each program run, only one accounting document is created for each recurring entry document, so a long calculation period does not result in any more than one accounting document.

14.3.1 Processing a Recurring Entry Document

Need to post reference document for the recurring document posting. This document will be required during posting of the Recurring document. Create this referring document and use to post the document as part of the period end activities.

Procedure


SAP ECC Menu

Accounting → Financial Accounting → General Ledger → Document

Entry → Reference Documents → Recurring Document

Transaction code

FBD1

2. On the Enter Recurring Entry: Header Data screen, enter the following data:

Field name Description User action and values

Comment


Company Code

#1000 Company Code SPCL

Recurring Entry Run

First Run On <date of the first run>

Specifies when the recurring entry document is to be posted for the first time.

Last Run On <date of the last run>

Specifies when the recurring entry document is to be posted for the last time.

Interval in Months

<select interval>

For example, <1> for monthly

Run Date <the day of the run in the month>

For example, 01 (Specifies the day on which the document is posted as a posting date.)

Document Header Information

In these fields, you enter the individual data for the document that is to be posted. The data for a lease installment payment has been defined as an example.

Document Type

SA

Currency USD

Reference <reference text>

For example, Accruals

First line item

Posting Key 40

Account <G/L account number>

For example, 630020

3. Choose Enter. Confirm any warning messages (yellow) regarding the date of the first run.


Amount <amount> For example, 500

Tax Code <select tax code> Necessary if the account is tax code relevant

Calculate tax

<select> Select, if the account is tax code relevant

Cost Center * (if the account is a cost center)

For example, 1000

Text <text> For example, <monthly accrual>

Next line item

Posting Key 50



Account <G/L account> For example, 217200

4. Choose Enter. Confirm any warning messages (yellow) regarding tax relevance.

Field name

Description User action and values

Comment

Amount * choose <*> or enter the amount above (for example, 500)

5. Save the document (Ctrl+S).

6. Make a note of the document number for the following transactions: ____________________.

Result:

A recurring document is processed. The document is now entered as a recurring entry document, but has not yet been posted to the accounts. The document is assigned a separate document number range.

The posting of this recurring entry document is described in section Carrying Out Recurring Entries.

Example:

G/L Account Cost Center Amount Date

630020 1101 500 <current data>

G/L Account Amount

217200 500

14.3.2 List of Recurring Entry Original Documents

Functionality

This list shows you all the recurring entry documents.

Scenario

You want display the list of the recurring reference document posted with status of each document.

Prerequisites

Recurring entry documents have been posted.

Procedure:


SAP ECC Menu

Accounting → Financial Accounting → General Ledger → Periodic

Processing → Recurring Entries → Lists

Transaction code

F.15

2. On the Recurring Entry Documents screen, make the following entries:



Company Code #1000

Fiscal Year <fiscal year> for example, current year

3. Choose Execute (F8).

4. The system displays a list of the existing recurring entry original documents. You can select documents that are still to be executed, and/or documents that are not executed until the next time the recurring entry program is run.

5. The list displays the date of the next posting run.

Result:

The system displays a list of the existing recurring entry original documents. You can select documents that are still to be executed, and/or documents that are not executed until the next time the recurring entry program is run.

The list displays the date of the next posting run.

14.3.3 Carrying Out Recurring Entries

Functionality In this activity, you create posting documents from the recurring documents.

Scenario

You want to post recurring document.

Prerequisites

Recurring documents have to be posted.

Procedure:


SAP ECC menu


Processing → Recurring Entries → Execute

Transaction code

F.14

2. On the Create Posting Documents from Recurring Documents: screen, make the following entries:


Comment

Company Code

#1000

Fiscal Year <fiscal year> For example current year

Further Selections

Settlement mm/dd/yyyy – Date may need to be adjusted for the next


Period mm/dd/yyyy run (for example, 01/01/10.- 12/31/2010)

Batch Input Session Name

* For example, Rec-Test

With this parameter, you can freely choose the name of batch input session to be created. If you do not assign a separate name, the batch input session name SAPF120 is set by the program.

User Name * With this parameter, you can choose the user freely. If you do not specify a separate user ID, SAPF120 is set by the users program.


4. Only SAP Graphical User Interface (SAP GUI): Choose System Services Batch-Input Sessions.

5. Only SAP NetWeaver Business Client (SAP NWBC): Choose General Ledger Closing and

periodic activities Batch-Input Monitoring.

6. Select Session name SAPF120 (or your own entry) and choose Process session (F8).

7. On the Process Session SAPF120 (or parameter name) screen make the following entries:


Display errors only Selected

Process Selected

8. Save your entries.

Result:

The system creates the recurring document in the background.

14.4 Account Maintenance: Automatic Clearing

Functionality In this activity, you clear periodically open G/L account items.

Prerequisites

The system contains open items that can be cleared. This means that the open items must match with the criteria described in the documentation of transaction F.13:

Clearing takes place when, for the group of line items selected according to the criteria company code, account number and currency key, the balance in updating currency is zero.

Use this transaction for testing with specified document number ranges (or specific document numbers, so that you can use the next step: Manual clearing). If you run this transaction without any specification, no further documents are there to clear manually.

Procedure


SAPEVENT:DOCU_LINK/GL:batch_input_session


SAP ECC Menu


Processing → Automatic Clearing → Without Specification of Clearing

Currency

Transaction code

F.13

2. On the Automatic Clearing without Definition of Clearing Currency (SAPF124): screen, make the following entries:


Comment

Company Code #1000

Fiscal Year <fiscal year> for example current year

Document number

<document number>

To clear certain documents, select the numbers

To <document number>

To clear certain documents, select the numbers

Select G/L accounts

X

3. Ensure that you perform this as a test run. The system sets the checkbox automatically. Choose Execute (F8).

4. Perform the run with the Test run checkbox deselected. Choose Execute (F8).

Intermediate Result:

A log of the test run is provided. Per General Ledger account, all groups of open items are arranged that show the same clearing amount in the debit and credit. If the standard clearing criteria (company code, account number and currency key) and the further grouping characteristics/ user criteria (here assignment and trading partner number) agree, in the clearing column a clearing date is indicated.

5. Choose Back (F3).

6. Deselect the field test run, all further entries remain unchanged.


8. Confirm the message This program run is a production run with Enter.

Result:

A log of the program run is provided. Per General Ledger account, all groups of open items are arranged that show the same clearing amount in the debit and credit. If the clearing criteria agree, a clearing date and a clearing document number is indicated, under that the clearing took place.

If, in the output control, you have selected that documents that can be cleared or documents that cannot be cleared are to be output, you receive a detailed list. If you have not set either of the indicators, you receive a short list.

The detail list is a list of the line items and gives information about the open or cleared (or clearable) line items selected. Group of items that comply with the system criteria and the user criteria are summarized optically. If the clearing conditions have been fulfilled, the clearing date and, in an update run, also the clearing document number are displayed if the clearing transaction was successful. If an error occurred during clearing, the message No clearing displays.


The short list of the open and cleared items provides a summary of the results of the program run. The number of open items selected per account are displayed, the number of those that can be cleared, and the items actually cleared are displayed.

From the error log, you can see which errors occurred during clearing of a group (according to the system criteria and user criteria).

Customizing allows adding five additional criteria for grouping of open items.

14.5 Account Maintenance: Manual Clearing

Functionality The transaction is used to clear open items manually. If the balance of the items to be cleared is not 0, you can create a residual item for overpayments/underpayments.

Prerequisites

The system contains open items that can be cleared.

Procedure


SAP ECC Menu Accounting → Financial Accounting → General Ledger → Account →

Clear

Transaction code

F-03

2. On the Clear G/L Account: Header Data: screen, make the following entries:


Account * (account with open item management)

Select the account that you want to clear, for example, 152070

Company Code

#1000

3. Choose Process Open Items.

4. On the Clear G/L Account Process open items screen, all items are activated. To deactivate all items, choose Select all and then choose Deactivate items.

Afterwards, you can choose Select and then choose Activate items to select the appropriate items that you want to clear.

If the Not assigned field has an amount of 0.00 or the difference does not exceed a tolerance limit, the activated items (in blue text) may become cleared.

5. One residual item is left. You must specify the open items that are to be fully cleared, and the open items for which a residual item is to be created. Choose Residual Items and enter the required data.

Field name User action and values

Comment



Comment

Residual Items

Difference amount Enter the difference amount of all the selected open items for at least one open item.

6. To perform a difference posting, make the following entries. All of the selected open items are cleared. A new open item is created for the difference in the account.


Comment

Difference Postings

Difference amount Enter the difference amount of all the selected open items.


8. On the Clear G/L Account Display Overview screen, the system displays the message Correct the marked line items.

9. Double-click the marked items.

10. In the Value Date field, enter today's date.


Result:

The open items selected in the account have been cleared. If a difference is determined, a residual item or a new open item is created.

14.6 Accrual Posting

14.6.1 Enter Accrual/Deferral Doc.

Functionality This is an SAP Enjoy transaction used to post accrual documents. An accrual entry can be posted through this transaction.

You want to post a accrual journal entry which affect only General ledger accounts.

Prerequisites

Company Code, Document Type, Fiscal Year, etc. have been configured and Master data like GL Account, Cost Center, Profit Center, etc. have been defined. Exchange rate maintained and Posting Period is open.

Procedure

Menu Path Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Enter Accrual/Deferral Doc.

Transaction Code FBS1


87. Double click on FBS1

1. Update the following information. If a dialog box displays, enter the following data if not already defaulted by the system:


Comment

Company Code

SPCL

Document Type

SA

Document Date

Current Date for example, Today’s date

Posting Date Current Date for example, Today’s date

Currency USD for example, USD for Domestic Currency

2. On the Enter G/L Account Document: Company Code #1000: screen, make the following entries:


Reversal Reason

Update Reversal Reason as 04

Reversal date Date on which accrual document will be reversed


3. Enter the following data for the first line item:


Comment

G/L Account 620001 Bonus

D/C S-Debit

Amount in Document Currency

1000

Tax Code

I0

I0- tax exempt

I1- taxable

Cost Center FNP1 Cost Center FNP1


9. Enter the following data for the other line items:


Comment

G/L Account 280300 Prepaid Expenses

D/C H-Credit

Amount in Document Currency

1000

10. Choose Save to post.

11. In the lower area of the screen, the system displays the message Document xxxxx was posted in company code yyyy, where xxxxx is the sequential document number assigned by the system.

12. Make a note of the document number: ____________________.

Result: Accrual document has been posted. Document 100000077 was posted in company code SPCL

14.6.2 Reverse Accrual/Deferral Document

Functionality This is an SAP Enjoy transaction used to reverse accrual documents. An accrual reversal entry can be posted through this transaction.

Scenario You want to revers already posted accrual document


Prerequisites

Accrual documents have to be posted.

Procedures:

Menu Path Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Reverse Accrual/Deferral Document

Transaction Code F.81

88. Double click on F.81

1. Update the following information


Company Code

SPCL This is required for the selection of the accrual document.

Document Number

This can be kept blank to reverse all the accrual document posted in the company code and corresponding Fiscal Year.

This is required for the selection of the accrual document.

Fiscal Year 2013

Document SA. This can be kept blank. This is This is required for the


Type required for the selection. selection of the accrual document.

Posting Date

Date or date range to get the accrual document for the reversal.

This is required as further selection parameter for the accrual document.

Posting Period

Period in which document will be reversed. This can be kept blank as the period will be derived from the accrual document

Reversal Reason

04

This can be kept blank as the period will be derived from the accrual document

2. Check Test Run

3. Check Do not post

4. Press F8 to execute in the test run

5. Remove Test run and check Process

6. Press F8 to execute in real run


7. Display document reverse using transaction code FB03 or Display the GL Line Item to check the reversal document. Use the steps mentioned in related section.

Result: Posted Accrual document has been reversed.


14.7 FOREX Evaluation Functionality This is an SAP Enjoy transaction used to post Foreign Currency Valuation for GL Line Item, AP Line Item, AR Line Items and GL Balance in Foreign currency.

Scenario You want to valuate foreign currency open line items in a GL Account Line Items and GL Balances in foreign currency.

Prerequisites

Document posted in Foreign Currency to the GL Account and Line items are not cleared.

Procedures:

Menu Path Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Foreign Currency Valuation (New)

Transaction Code FAGL_FC_VAL

89. Double click on FAGL_FC_VAL

2. Update the following information



Company Code SPCL

Valuation Key Date 30.11.2013

Valuation Area SP

Execute in Test Run Check

Reverse posting Date 1st day of the next period

Reverse Posting Period Next period

3. Go to Open Item GL Account TAB Page and update the following information


Valuate GL Account

Check this to valuate GL Account

G/L Account Update range of GL or a single to valuate if required.

4. Execute to simulate the Valuation

5. Go Back

6. Select Post Valuation Immediatley and execute


7. Valuation documents posted in the current period and reversed in the next period.

8. Check Reset valuation and execute to reset the already executed valuation 9 if there is some issue)

Note:

1. When there is any error, system will not post the valuation document one batch input session will be created. We need to rectify the missing data or configuration then execute the batch input session to post the Valuation document.

2. If you want to valuate Profit and Loss Account, which is maintained in the Foreign Currency then check the following two option in the screen

15 Year End Processing

15.1 GL Balance Carrying Forward Functionality Scenario


Prerequisites

Menu Path Accounting Financial Accounting General Ledger

Periodic Processing Closing Carrying Forward Balance Carry forward (New)

Transaction Code FAGLGVTR

90. Double click on FAGLGVTR

2. Update the following


Ledger 0L

Company code SPCL

Carry forward to fiscal year

2013

Test Run Check when not the update run and remove during the update run


3. Execute to simulate the carry forward.

4. Go back and remove test run then execute

5. Go back and remove test run then execute for the update run

Gl Balances carried forward to the year 2013.

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