SAP FI GL PPT

SAP FI General Ledger

Table of Contents

GL Overview Sub Processes

• Master Data• Transaction Processing• Account Analysis / Reconciliation• Periodic Processing• Reporting

SAP Modules - Overview

Sales &Distribution

SD

MM

PP

QM

PM

HR

FI

CO

AM

PS

OC

IS

MaterialsMgmt.

ProductPlanning

QualityMgmt.

Plant Maint.

HumanResources

FinancialAccounting

Controlling

Fixed AssetMgmt.

ProjectSystem

Office &Comm.

IndustrySolutions

SAP R/3

FI – Financial Accounting Modules

FI - Financial Accounting Modules

FI

APAccounts Payable

CM

Cash Management

SLSpecial Ledger

LC

Legal Consolidation

TMTravel Management AM

&

IM Asset and Investment Management

General LedgerGL

ARAccounts Receivable

GL

Financial Accounting / Controlling

Financial Accounting • Legal / Statutory Accounts• Standard Ledgers• Master Data Integrates with Controlling

Controlling• Management Accounts• Manage Budget Expenditure

General Ledger - Integration

A Group Hierarchical Structure

A Grp CommonChart of Accounts

(YCCA)

Company

Chart of Accounts

Company Codes

Financial Management Area A Grp FM Area(9100)

A Ltd (9100)A1 Ltd (9200)

A Group

Chart of Accounts

The Chart of Accounts

• Contains the definitions of all G/L accounts in an ordered form

• Each general ledger is set up according to a Chart of Accounts

• Many company codes may use the same COA

• All A Grp. organizational units use the same Chart of Accounts: YCCA.

COA“YCCA”

Company Code

9100 A Ltd

Company Code

9200 A1 Ltd

Company Code

Company Code• It is an independent accounting entity. A company code is assigned

to a chart of accounts.• Each company code in A Group uses the G/L accounts from only

one chart of accounts for account validation. This is called the operating chart of accounts.

• A chart of accounts can be used by multiple companies provided they have the same basic account requirements.

General Ledger Process Overview

TransactionProcessing

Master Data

GeneralLedger

Account Analysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing

Master Data

Account Groups Maintenance

• Creation at 2 Levels• Chart of Accounts Data

• Company Code Data

• Change• Block• Delete

Cost Elements• Creation

GL Account Groups

YCCA AA 120001 120299 Fixed Assets Accounts

YCCA CASH 110000 118999 Liquid Funds Accounts

YCCA EXP 400000 499999 Expense Accounts

YCCA G.BS 100000 399999 General Balance Sheet Accounts

YCCA MAT 100000 899999 Material Management Accounts

YCCA REV 800000 899999 Revenue Accounts

A Grp COA

Account Groups

Number Ranges

GL Account Master Record

• Item management• Posting control...

• Currency• Tax-related

Acct number: 119430 Acct number: 119430

Inventory – Finished goodsInventory – Finished goods

Bal. sheet acct:Bal. sheet acct:Inc. statem. acct:Inc. statem. acct:

Chart of Chart of accounts accounts segmentsegment

Company code

segment

Description:Description:

)Balance c/fwd()Balance c/fwd(

General LedgerBalance P&LT T T T TT T T T TT T T T T

Balance P&LBalance P&LT T TT T T T TT TT T TT T T T TT TT T TT T T T TT T

Account g

roup:

Mat

eria

l Mgm

t

Bank

acco

unt num

ber

Aut. Post

ing c

ontrol

Oth

er re

fere

nce d

ata

Blocking of G/L Accounts

G/L Accounts are blocked at two levels• Chart of Accounts level• Company Code level

In Chart of accounts you block• A master from creating in the Company Code• An account for posting

In Company Code you block• An account for posting

NOTE: You can set or cancel the posting indicator at any time

Mark G/L Accounts for Deletion

G/L Accounts are not physically deleted without taking preparatory steps

• Mark it for Deletion• Specify that record must be archived• Archive the transaction data attached to that master record• Execute the G/L deletion program

9

ControllingControlling

Revenue elements

1 2 3

Assets

4

Liabilities Equity

Financial AccountingFinancial Accounting

Expenseaccounts

8

Revenue

Profit Center AccountingProfit Center Accounting

1 Currentfinancialassetsandshort-termcapital

2 Non-opera-tingcosts,revenue

3 Materialinventory

Cost Elements – Chart of Accounts

A Grp. Chart of Accounts - YCCA

Primarycostelements

Secondarycost elements

4 8

Primary cost elements

Primary cost elementExternal order settlement

Secondary cost elements

Internal activity allocationAssessmentOverheadsInternal order settlement

Revenue elements

Revenue elementSales deduction

Revenue account

Expense accounts Accounts posted to directly, such as bank accounts

Accounts posted to indirectly, such as reconciliation accounts

Balance sheet accounts

P & L accounts

G/L accounts

FIFICOCO

The Cost Element



Master Data

GeneralLedger

Account Analysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing

Transaction Processing

SAP R/3 supports the following transactions: Journal (JV) Processing

• Document Principle• Document Structure

Foreign Currency documents Parked documents Posting with Reference Reversing / Canceling documents

Document Posting: Activity Flow

Create G/Laccount posting

Create G/L PostingFast Entry

Simulate)Enough Info

to Complete Posting?(

No

Posted Entry

Post ManualJournal

Create/Display a ParkedDocument

Post/Release aParked Document

Yes

Holding an incompletedocument

The Accounting Documents

Header

Line items

Document No: 123456Document No: 123456Date: 6/5/1000xCompany Code: 5200Currency: US$ ,,,,

Total:

Debit Credit

1,000,000800,000200,000

1,000,0001,000,000

Each document consists of two segments: header and line items.

After posting it receives a unique document number. A Grp. will use the standard document types of SAP. The system

assigns the document numbers automatically.

Document Number Ranges

0000000000

1000000000

2000000000

3000000000

4000000000

5000000000

6000000000

7000000000

8000000000

9000000000

9999999999

00

01

02

Internal numbering defined per fiscal year

External numbering

Internal numbering defined until fiscal year in the future

Current numbers

1998

Current numbers

EX

02

SB

01

DR

00

1999 2000 2001...

The Document’s Header

Dates:• Document Date,• Posting Date,• Translation Date,• Entry Date (automatic),• Period.

Document Type Company Code Currency Additional information:

• Reference,• Short text.

Posting keys

Field

Account-

dependent

field status

Posting key-

dependent field

status

?

Prio

rity

Account

yes

no suppress

Posted with which posting key?

Posted on which account?

PK ...

PK ...

Relevant for postings on accounts of this type?

Line items

During document entry, certain fields need to be filled in. For example, when posting expenses, a cost center and tax information is usually required.

Tax fields are only ready for entry if the general ledger account is set up as tax-relevant.

Posting a document

Document entered correctly

You can now: Simulate your document - press the “Simulate” button: Or post it immediately - press “Save” button (F11)

Posting functions

Posting in Foreign Currency

Local currency - Functional currency of the company code

Document currency - Currency of the document

Group currency - Alternative currency for group reporting

For every Company Code there’s defined a company code currency, ie, every company code has a “local” currency.

Every document, posted in different currency than company code currency, is processed as a foreign currency document.

Accounting documents can be posted in a foreign currency The foreign currency is converted to local currency and both are stored

in the document along with the exchange rate

Posting in Foreign Currency

1.

3.

2.

1. Exchange rate can be entered manually,

2. Or derived from “Exchange Rates Table”

3. System automatically translates the foreign currency into CC currency.

Parking / Holding a Document

After entering the document it is possible:• To post it immediately• To “park” the document• To hold the document

Reference Documents

Header: 01/03/2003 Comp. Code: 5200

Document # 1 )Reference Document(:

Line Items:

PK Account Amount40 123000 500050 345560 200050 907902 3000

Document # 2:

Line Items:PK Account Amount40 123000 500050 345560 200050 907902 3000

Reference documents are either accounting documents or sample documents that are used as a reference to post an accounting document.

Reverse a GL document

Document entered incorrectly

Document corrected by Reversal:Reverse with a standard reversal

posting

Reverse with a negative posting

Document re-entered correctly

Balance sheetAssets

Liabilities

Shared equity

Mass Reversal of Documents

Many documents may be reversed at the same time, Process may be scheduled to be performed in the background.

Mass Reversal Procedure

Mass Reversal Procedure



Master Data

GeneralLedger

Account Analysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing

Account Analysis / Reconciliation

SAP R/3 supports the following transactions:

Display G/L account balance

Display G/L line items

G/L account analysis functions

Clear outstanding items on G/L account

Account: balance and line items

Account balance Account Balances display

• Opening Balance (Carry forward Balance from previous year)

• Totals of all transactions for each posting period broken down for • Debits and Credits

From these figures the system calculates the following for the account balance function

• Balance per posting period• Accumulated balance for the account

Account: balance and line items

Line items

Line items can be displayed on G/L accounts which are managed with Line Item display

• Line items are displayed on-line• Line Items can be totaled and sorted according to user requirements• Additional fields can be added to the Line Item display screen• Alternative custom defined Line Layouts can be defined

Account Analysis Functions

Functions supporting account analysis are grouped on the “Application toolbar”

Open Item Clearing

1 2

3

The balance of an open item managed accounts are the reconciliation items.

Open items represent transactions that are incomplete.

You can only clear open items for accounts that are open item managed.

Reversal of Clearing

Reversal of documents that were cleared before is not possible, First the clearing operation must be reset.

Display cleared items

Reversal of clearing



Master Data

GeneralLedger

Account Analysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing

Period End Processing

SAP R/3 supports the following transactions:

Fiscal Year variants & Posting Period

Clear open items, both manually and automatically

Create, maintain and process accrual/deferral transactions

Recurring Entries

Revalue balances in foreign currencies

Reconciliation of documents with monthly debits & credits

Roll over of closing balances to form opening balances can be performed multiple times and after the beginning of the new fiscal year.

Posting Periods

Every transaction that is posted is assigned to a particular posting period

K4 Same as Calendar YearShortened Fiscal Year

V3 Non-Calendar Fiscal Year

Company Code Data Fiscal Year Variants

Company Code 0001FY Variant R1 R1

Calendar Year

Year 2003

Periods

FY Variants

Mo. Day Period Year01 31 10 -102 28 11 -103 31 12 -104 30 01:12 31 09

Properties

FY Variants

Calendar YearYear-Dependent CNo. of Post. Per. 12No. of Special Per. 2

R1 R1

GL Account Clearing

Bank Statement

AutomaticPayment

A typical example of an open item is, for instance, a bank clearing account.

A transaction is cleared when an offset value is posted to an item or group of items, so that the resulting balance of the items is zero.

Automatic Clearing Program

Open items for G/L Accounts, Vendors and Customers can be cleared automatically by running the Clearing ProgramSet up predefined criteria for automatic clearing (Configuration)Program groups those items from an account that have the same

• Trading Partner ID• Reconciliation Number• Currency in which the General Ledger is updated• Four freely definable criteria

Accounts

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

xxxxxx--------------------

--------------------

Automatic clearing program

Deferrals & Accruals

Accruals and deferrals can be handled automatically by the SAP R/3 system

Accrual/Deferral Documents are created on a monthly basis to record expenses/income which were anticipated but not yet realized

Once a transaction has been approved, it can be set up and run automatically each month.

The recurring entry program helps to maintain Accruals / Deferrals postings

• Standard Journal Posting• Has a reversing date• Reversal Date can be any date in the future• Monthly job is scheduled to reverse all Accrual/Deferral Documents automatically

Recurring Entry Document

Posting ParametersPosting Parameters

First run on Last run onInterval in monthsRun DateRun Schedule

01/01/200212/01/2002

0115

____

01/01/200212/01/2002

0115

____

Document ________________________________________________________

Document ________________________________________________________

03/01/2002_________________________________________________________

03/01/2002_________________________________________________________

02/01/2002_________________________________________________________

02/01/2002_________________________________________________________

01/01/2002_________________________________________________________

01/01/2002_________________________________________________________

Batch Input Session

Recurring Entry Document (2)

Dates when the first and the last recurring entries are to be carried out

Document ‘sHeader

Line items



Master Data

GeneralLedger

Account Analysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing

Reporting

SAP system offers number of reports that help analyzing entered business transactions:• Financial Statement Version (Balance Sheet and P&L)• Account Balances• Line Items• Documents• Master Data

Report can be:• Printed out directly to the printer,• Saved as a local file (txt format, Excel file etc.)• Sent by e-mail

Reporting Requirements

Balance

Sheet Income

Statement

Cash

Flow

Internal Reporting

External Reporting

FI

CO

Product

Cost

Cost

Center Profit

Center

Financial Statement Version

Financial Statement Versions are set up to represent the balance sheet and P+L statement according to your own specific requirements

• Can be created for different legal entities• Can be created in different Languages• Are executed in desired currency i.e. Local, Group

Using the Financial Statement you specify• Line items to be included in the Financial Statement• Sequence the line items are displayed• The COA and the accounts that are displayed in the Financial Statement• The totals that are presented on the Financial Statement

Balance

Sheet

Income

Statement

Report Tree

2

1

SAP Menu

Transaction SA38

A user can run the required report in two ways:• Directly from “Report Tree”• Using transaction SA38, provided the he knows the report name

Report Execution

Selection of Report Parameters

Report Execution

Variant Selection Dynamic selection

A report can be executed directly or scheduled in the background

Report Variant

1( Enter the required criteria on the selection screen

1

2

3

2( Press “Save” button

3( Enter the variant’s name



Master Data

GeneralLedger

Account Analysis &

Reconciliation

Reporting

FinancialAccounting

Process decompositions are the starting point for our process documentation.

They summarise what is involved in a the GL process at a high level

PeriodicProcessing

SAP FI GL PPT

Documents

Transcript of SAP FI GL PPT