SAP FI Notes Manohar (Manu's)

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GENERAL LEDGER

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COMPANY

This is used for the consolidation purposes in SAP

Creation of a company is optional in SAP and is mandatory if ECCS is used

Company is used in ECCS( Enterprise Controlling Consolidation System) Module of SAP for consolidation purposes

Company can be assigned to one or more company codes

Creation of Company

SPRO > Enterprise Structure > Definition > Financial Accounting > Maintain

Company

OX15

Company: Smallest organizational unit for which

individual financial statements can be drawn up

according to the relevant commercial law. A

company can consist of one or more company

codes.

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Company Code

COMPANY CODE IS THE CENTRAL ORGANIZATIONAL UNIT USED FOR FINANCIAL ACCOUNTING PURPOSES

THIS IS THE MOST IMPORTANT ORG. UNIT IN SAP WITHOUT WHICH FI CANNOT BE IMPLEMENTED

EVERY LEGAL ENTITY IS CREATED AS A COMPANY CODE IN SAP

THIS IS THE CENTRAL ORG. UNIT TO WHICH ALL THE OTHER ORGANIZATIONAL UNITS OF OTHER MODULES WILL BE ASSIGNED.

EXAMPLES:

PLANT OF MM MODULE IS ASSIGNED TO COMPANY CODE SALES ORGANIZATION OF SD IS ASSIGNED TO COMPANY CODE PERSONNEL AREA OF HR IS ASSIGNED TO COMPANY CODE

ALL THE FINANCIAL POSTINGS IN SAP ARE DONE WITH REFERENCE TO THE COMPANY CODE

Creation of Company Code SPRO > Enterprise Structure > Definition > Financial Accounting > Define, Copy, Delete, Check Company Code

OX02

Company Code: The smallest organizational unit for which a complete self-contained set

of accounts can be drawn up for the purposes of external reporting. The process of

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external reporting involves recording all relevant transactions and generating all

supporting required for financial statements (balance sheets, profit and loss statements

and so on.)

Assignment of Company Code to Company SPRO > Enterprise Structure > Assignment > Financial Accounting > Assign Company Code to Company

OX16

In this step, multiple company codes are assigned to the company.

Company codes: company = N: 1

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Business Area

Business area is an org. unit in which the company codes‘ operations

take place.

Business area is NOT assigned to any company code but the business

area is given while posting to a company code manually.

Creation of Business Area SPRO > Enterprise Structure > Definition > Financial Accounting > Define Business Area OX03

Business Area: Organizational unit of financial accounting that represents a separate area

of operations or responsibilities within an organization and to which value changes

recorded in Financial Accounting can be allocated. Business areas are used in external

segment reporting (over and above company codes) based on the significant areas of

operation (for example, product lines) of a business enterprise. A segment is an isolated

area of activity

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FISCAL YEAR

A FINANCIAL YEAR IS TERMED AS A FISCAL YEAR

A FISCAL YEAR MAY BE OR MAY NOT BE SAME AS THE

CALENDER YEAR

FISCAL YEAR--- JAN--- DEC

APR---MAR

JUL---JUN

OCT---SEP

FISCAL YEAR VARIANTS DEFINED BY SAP

V3---APR-MAR

K4—JAN-DEC

V6—JULY-JUNE

V9- OCT-SEPT

USAGE OR TERMINOLOGY FOR FISCAL YEAR WHEN THE

FISCAL YEAR IS SPREAD ACROSS TWO DIFFERENT

CALENDER YEARS

APR-2009 TO –MAR .2010- TERMED OR USED AS FISCAL YEAR-

2009


2008


2007

FISCAL YEAR VARIANT---K4

1) JAN--- DEC

2)12 POSTING PERIODS

3)4/3/2/1 SPL.PERIODS

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V3---APRIL 2009 TO MAR.2010

CALENDER PERIOD YEAR SHIFT

1 10 -1

2 11 -1

3 12 -1

4 1 0

5 2 0

6 3 0

7 4 0

8 5 0

9 6 0

10 7 0

11 8 0

12 9 0

V3---APR-MAR

K4—JAN-DEC

V6—JULY-JUNE

V9- OCT-SEPT

SPECIAL PERIODS

SPECIAL PERIODS IN SAP ARE USED FOR THE YEAR END

ADJUSTMENTS.

THEY ARE A INTEGRAL PART OF THE LAST PERIOD OF

THE PREVIOUS FISCAL YEAR

4 SPL. PERIODS-13, 14, 15, & 16 ARE PROVIDED BY SAP

FOR THE YEAR END ADJUSTMENTS.

SPL. PERIODS ARE OPENED FOR THE PREVIOUS YEAR IN

THE CURRENT YEAR AND THEY ARE USED FOR THE

YEAR END ADJUSTMENTS OF PREVIOUS YEAR.

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FISCAL YEAR VARIANT

1. CREATION OF FISCAL YEAR VARIANT

2. ASSIGN FISCAL YEAR VARIANT TO THE COMPANY CODE

FISCAL YEAR CAN BE A CALENDER YEAR OR A NON –

CALENDER YEAR.

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1. Maintain/Creation Fiscal Year Variant (OB29)

SPRO > Financial Accounting > FAGS > Fiscal Year > Maintain Fiscal

Year Variant (Maintain Shortened Fiscal Year)

2.Assign Company Code to Fiscal Year Variant (OB37)

SPRO > Financial Accounting > FAGS > Fiscal Year > Assign Company Code to a

Fiscal Year Variant

POSTING PERIODS:

THESE ARE THE PERIODS IN WHICH THE POSTINGS ARE

DONE FROM ACCOUNTING PERSPECTIVE

POSTING PERIODS CAN BE DEFINED AS BELOW

AS: ---

1 MONTH AS ONE POSTING PERIOD, SO, 12-- POSTING

PERIODS

OR

15 DAYS OR FORT NIGHT AS ONE POSTING PERIOD SO, 24--

POSTING PERIODS

OR

1 WEEK AS ONE POSTING PERIOD ----52/53 - POSTING PERIODS

OR

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I DAY AS ONE POSTING PERIOD-------365/366 POSTING PERIODS

THE BEST PRACTICE SUGGESTED BY SAP IS HAVING ONE

MONTH AS ONE POSTING PERIOD

SPECIAL PERIODS

Previous year-JAN-2009---31 ST- DEC-2009 ----12 MONTHS—

CLOSED

Current Year-JAN-2010----------DEC-2010

YEAR END ADJUSTMENTS /CLOSING PROCEDURES –THEY

BELONG 2009 BUT DONE IN 2010

SPECIAL PERIODS----4 SPECIAL PERIODS—13, 14, 15 &16

THEY ARE FOR YEAR END ADJUSTMENTS /CLOSING

PROCEDURES

SPL. PERIODS ARE THE INTEGRAL PART OF LAST POSTING

PERIOD (12)----

FIN. HEAD------FEW ADJUSTMENTS------13TH

PERIOD

INTERNAL AUDIT-------FEW MORE ADJUSTMENTS---14TH

EXTERNAL AUDIT------ FEW MORE ADJUSTMENTS-15 TH

SAP DEFINED FISCAL YEAR VARIANTS

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POSTING PERIOD VARIANT

POSTING PERIOD VARIANT WILL ENABLE THE CLOSING

& OPENING POSTING PERIODS IN THE FISCAL YEAR

POSTING PERIOD VARIANT IS ASSIGNED TO THE

COMPANY CODE.

OPEN & CLOSE POSTING PERIODS

IF THE POSTING PERIOD IS OPEN, POSTING IS ALLOWED IN

THAT PERIOD FOR THAT COMPANY CODE

IF THE POSTING PERIOD IS CLOSED, POSTING IS NOT

ALLOWED IN THAT PERIOD FOR THAT COMPANY CODE

POSTING PERIODS CAN BE OPENED AND CLOSED AT-

- COMPANY CODE LEVEL

- ACCOUNT TYPE (LIKE ACCOUNT TYPES- K,D,S AND A)

LEVEL

-ACCOUNT NUMBER LEVEL

STEPS

1. CREATION OF POSTING PERIOD VARIANT

2. ASSIGN POSTING PERIOD VARIANT TO THE COMPANY

CODE

3. OPEN & CLOSE POSTING PERIODS.

A. Define Posting Period Variant (OBBO)

SPRO > Financial Accounting > FAGS > Document > Posting Periods > Define Variants

for Open Posting Periods

(Any 4 character alpha-numerical key can be given for the posting period variant)

B.Assign Variants to Company Code (OBBP)

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SPRO > Financial Accounting > FAGS > Document > Posting Periods > Assign Variants

to Company Code

C.Open & Close Posting Periods (OB52)

SPRO > Financial Accounting > FAGS > Document > Posting Periods > Open & Close

Posting Periods

In this screen, the posting periods are opened and closed for the posting period variant

C.Assign Variants to Company Code (OBBP)

SPRO > Financial Accounting > FAGS > Document > Posting Periods > Assign Variants

to Company Code

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CHART OF ACCOUNTS

IT‘S A GROUP OF ACCOUNT GROUPS

ACCOUNT GROUP IS IN TURN A GROUP OF ACCOUNTS

EXAMPLES OF ACCOUNT GROUPS:

CURRENT ASSETS---------- CASH, INVENTORY,DEBTORS

FIXED ASSETS--------------- LAND, BUILDINGS, MACHINERY

CURRENT LIABILITIES--- CREDITORS/OUTSTANDING EXP.

I.E.COA IS A GROUP OF ACCOUNTS GROUPED IN A

STRUCTURED MANNER OR IN A LOGICAL MANNER

ACCORDING TO THE ACCOUNTING OPERATIONS

/REPORTING REQUIREMENTS OF THE BUSINESS

CHARTS OF ACCOUNTS IS ASSIGNED TO COMPANY CODE

All company codes within a company CAN use same chart of

accounts.

THREE TYPES OF CHART OF ACCOUNTS

1. Operative Chart of Accounts:

The operating chart of accounts contains the G/L accounts

that you use for posting in your company code during daily

activities. Financial Accounting and Controlling both use this

chart of accounts.

Postings of transactions in financial accounting is done to this

Op.COA

This is assigned to the company code i.e company code level

This is Mandatory.

2. Country Specific Chart of Accounts:

These are structured in accordance with legal requirements of

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the country in question

This is assigned to the company code i.e. company code level

This is optional if the country‘s legal requirement do not call

for it.

This is the additional one along with the Op.COA.

3. Group Chart of Accounts:

This is structured in accordance with requirements pertaining

to Consolidation

This COA is at the group level

This is optional

Data flow to this COA from Op.COA happens through the

configuration step ―assignment of Group COA to the

Op.COA‖

This COA enables consolidation in SAP

STEPS IN CHART OF ACCOUNTS 1) Creation of Chart of Accounts (OB13)

2) Assign Company Code to Chart of Accounts (OB62)

3) Define Account Groups (OBD4)

4) Define Retained Earnings Account (OB53)

1. Creation of Chart of Accounts (OB13)

SPRO > Financial Accounting > General Ledger Accounting > GL Accounts > Master

Records > Preparations > Edit Chart of Accounts List

2.Assign Company Code to Chart of Accounts (OB62)


Records > Preparations > Assign Company Code to Chart of Accounts

3.Define Account Groups (OBD4)


Records > Preparations > Define Account Groups

ACCOUNT GROUP IS IN TURN A GROUP OF ACCOUNTS

EXAMPLES:

CURRENT ASSETS---------- CASH, INVENTORY,DEBTORS

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FIXED ASSETS--------------- LAND, BUILDINGS, MACHINERY

CURRENT LIABILITIES--- CREDITORS/OUTSTANDING

Example:

One logical way of grouping GL accounts

A.PROFIT & LOSS ACCOUNTS

----EXPENDITURE ACCOUNTS---------300000-399999

----INCOME/REVENUE ACCOUNTS---400000-499999

B.BALANCE SHEET ACCOUNTS

-----ASSET ACCOUNTS--------------- 200000-299999

-----LIABILITY ACCOUNTS-------------100000-199999

ASSET ACCOUNTS--------------- 200000-299999

FIXED ASSETS-------- 200000-200099

CURRENT ASSETS----200100-200199

MISC.EXP--------------- 200200-200299

4.Define Retained Earnings Account (OB53)


Records > Preparations > Define Retained Earnings Account

RETAINED EARNINGS---IT IS A LIABILITY ACCOUNT.

---IT IS THE ACCUMULATION OF PROFITS OVER YEARS

---EVERY YEAR PROFIT IS TRANSFERRED TO THIS

ACCOUNT FROM P&L STATEMENT

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DOCUMENT, DOCUMENT TYPES , NUMBER RANGES

AND NUMBER RANGE INTERVALS

DOCUMENT

A document in SAP can be Sales Invoice

Vendor Invoice

Prod. Order

Purchase order

Journal Entry

In FI, a document is a journal entry

Every Document in FI will have the following two sections

1.Document Header Data –fields like company code, dates, doc.type etc. fall in this

data

2 .Line Item Data—Fields like posting keys,GL accounts, amounts etc fall in this data

Every document will have the following dates

Posting Date---This is the date on which the document is posted/recorded into

Accounts/books. Given by the user manually

Document Date-The date of the document. Given by the user manually

Entry Date-The date of entering the document in the system.System

date.Generated automatically by the system

40 SALARIES A/C---1000001---------1000-LINE ITEM-1

50 CASH A/C----------2000005-------- 1000- LINE ITEM-2

(999-LINE ITEMS ARE ALLOWED IN SAP IN ONE SINGLE DOCUMENT

Document Type

Every document in FI will have a document type

Document is defined by SAP and can be user-defined too

Document type represents the type of a journal entry whether it‘s a customer

invoice or vendor invoice or expense entry or income entry.

Document type also determines the numbering convention of the document

A number range is defined by SAP for every document type

To the number range a ‗number range interval‘ is assigned.

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Every document type will have a reversal document type assigned to it. The

reversal document will have the ‗reversal document type‘as the document type.

DOCUMENT TYPES& NUMBER RANGES

A number range is defined by SAP for every document type

To the number range a ‗number range interval‘ is assigned

The number range intervals are NOT transported but directly maintained in the

systems

DT NUMBER RANGE INTERVAL

GL----SA-----------01-----------------100000-199999

INTERNAL NUMBER RANGE INTERVAL-----SYSTEM PICKS IT

AUTOMATICALLY

EXTERNAL NUMBER RANGE-------- EXTERNALLY GIVEN BY THE USER.

NUMBER RANGES –TWO TYPES

1. YEAR –DEPENDENT: A new interval has to be defined for every new fiscal year

SA-01----2008---------------100000-199999

2009--------------- 100000-199999

2010----------------100000-299999

2. NON-YEAR DEPENDENT- A new interval need NOT be defined for every new fiscal

year. The interval keeps continuing for the every new fiscal year

SA—01---9999-------------100000-1999999999

2007-------------100000---166500.

2008-------------166501—200011

2009-------------200012---400021

AP-------KR/KZ/KA

AR-------DR/DZ/DA

AA------AA/AF

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Define Document Types & Number Ranges (OBA7)

SPRO > Financial Accounting > FAGS > Document > Document Header > Define

Document Types.

POSTING KEYS

Posting Key is a system defined key which identifies the line item in a document

whether its a debit or credit

Posting key tells if the account is debited or credited

Posting key changes with the type of transaction

POSTING KEY---

GL DEBIT-------40

GL CREDIT---- 50

Define Posting keys (OB41)

SPRO > Financial Accounting > FAGS > Document > Line item >Control -Define

posting keys

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FIELD STATUS VARIANT

FIELD STATUS VARIANT IS A GROUP OF FIELD STATUS GROUPS

FIELD STATUS VARIANT IS ASSIGNED TO A COMPANY CODE

FIELD STATUS GROUP (FSG) IS A GROUP OF FIELDS.

FSG IS ASSIGNED TO THE GL ACCOUNT

TO DEFINE THE STATUS OF THE FIELD ON THE SCREEN LAYOUT FSG IS

USED

STATUS OF THE FIELDS CAN BE—

REQUIRED----AN INPUT HAS TO BE GIVEN IN THE FIELD

OPTIONAL---- AN INPUT MAY BE GIVEN IN THE FIELD

SUPRESSED—THE FIELD WILL NOT APPEAR ON THE SCREEN

Define Field Status Variant (OBC4)

SPRO > Financial Accounting > FAGS > Document > Line Item > Controls > Maintain

Field Status Variants

Assign Company Code to Field Status Variant (OBC5)

SPRO > Financial Accounting > FAGS > Document > Line Item > Controls > Assign

Company Code to Field Status Variant

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TOLERANCE GROUPS

TOLERANCE GROUPS ARE THE LIMITS SPECIFIED FOR POSTING

TRANSACTIONS USER WISE OR FOR A GL ACCOUNT WISE OR

FOR A VENDOR WISE OR A CUSTOMER WISE.

THE ACCEPTABLE DEVIATIONS CAN BE SPECIFIED FOR

POSTING BY A EMPLOYEE OR INTO A GL ACCOUNT IN THE

TOLERANCE GROUP

THERE ARE THREE TYPES OF TOLERANCE GROUPS -

1. TOLERANCES GROUPS ----- FOR EMPLOYEES

2. TOLERANCES GROUPS ---- FOR GL ACCOUNTS

3. TOLERANCE GROUPS FOR CUSTOMERS/VENDORS


EXAMPLE:

JR.ACCT. SR.ACCT. FM

X

AMT.PER LINE ITEM DOC.-1 LAC 1-5 LAC AB-5 LAC

AMT. PER OPEN ITEM--- 1 LAC 1-5 LAC

+ OR - 10% 20 %

(ACCEPTABLE DEVIATION)

TOLERANCE GROUPS FOR EMPLOYEES ARE CREATED AND

ASSIGNED TO THE USERS


EXAMPLE

DEBIT---5 LAC--------------------10000 OR 2 %

CREDIT—5 LAC-----------------10000 OR 2 %

TOLERANCE GROUPS FOR GL ACCOUNTS ARE CREATED AND

ASSIGNED TO THE GL ACCOUNTS

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A. Define Tolerance Groups for Employees (OBA4)

B. ASSIGN TOLERANCE GROUPS TO THE USERS

A. Define Tolerance Groups for Employees (OBA4)

SPRO > Financial Accounting > General Ledger Accounting > Business Transactions >

Open Item Clearing > Clearing Differences > Define Tolerance Groups for Employees

B.ASSIGN TOLERANCE GROUPS TO THE USERS

(SAME PATH AS ABOVE)


A.Define Tolerance Groups for GL accounts (OBA0)

B.ASSIGN TOLERANCE GROUPS TO THE GL ACCOUNTS

A. Define Tolerance Groups for GL Accounts (OBA0)


Open Item Clearing > Clearing Differences > Define Tolerance Groups for GL Accounts

B.ASSIGN ‘TOLERANCE GROUPS FOR GL ACCOUNTS’ TO THE GL ACCOUNTS

Transaction code-FS00

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Enter Global Parameters (OBY6)

SPRO > Financial Accounting > FAGS > Company Code > Enter Global Parameters

SAP DATA IS OF THREE TYPES

CONFIGURATION DATA---- ALL THE CONFIG. SETTINGS

MASTER DATA--------------- GL ACCOUNT

CUSTOMER MASTER

VENDOR MASTER

TRANSACTION DATA-------ALL THE POSTINGS DONE PERIODICALLY

GL ACCOUNT CREATION

GL ACCOUNT IS A MASTER DATA IN FI

GL ACCOUNT IS CREATED AT T.CODE- FS00

PREREQUISITES

CHART OF ACCOUNTS

TOLERANCE GROUPS

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THIS IS CREATED BY THE USERS AT THE SAP EASY ACCESS SCREEN

ALL THE FIELDS OF THE GL ACCOUNT IS CATEGORIZED INTO TWO

SEGMENTS/SECTIONS

------------ CHART OF ACCOUNTS SECTION

------------COMPANY CODE SECTION

6 TABS OR VIEWS ARE THERE IN A GL A/C CREATION

3(1, 4 & 5) VIEWS BELONG TO CHART OF ACCOUNTS SECTION

3(2, 3 & 6) VIEWS BELONG TO COMPANY CODE SECT

CHART OF ACCOUNTS SECTION

THE DATA IN THIS SECTION WILL BE SAME ACROSS COMPANY CODES IF &

ONLY IF ALL THE COMPANY CODES USE THE SAME COA.

COMPANY CODE SECTION

THE DATA IN THIS SECTION MAY OR MAY NOT BE DIFFERENT FROM

COMPANY CODE TO COMPANY CODE EVEN THOUGH ALL THE COMPANY

CODES ARE USING THE SAME COA

Creation of GL Master Centrally (FS00)

(Centrally = Chart of Accounts segment + Company Code segment)

Accounting > Financial Accounting > General Ledger > Master Records > Individual

Processing > Centrally

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COMPANY CODE CAN HAVE THREE TYPES CURRENCIES

LOCAL CURRENCY

FOREIGN CURRENCY

TRANSACTION CURRENCY

HOW TO CHANGE A GL A/C

T.code FS00

THE FOLLOWING FIELDS CANNOT BE CHANGED

ACCOUNT NUMBER

ACCOUNT GROUP

OPEN ITEM MANAGEMENT( IF SELECTED & POSTINGS R DONE)

Display changes made to a GL Master Centrally (FS04)

Accounting > Financial Accounting > General Ledger > Master Records >display

changes > centrally

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How to Block a GL account

A GL account can be blocked for the following

-Posting

-Creation

-Planning

Use the T.code-FS00.

How to Unblock a GL account

Use the T.code-FS00.

Posting of GL Transaction/ document (F-02)

Accounting > Financial Accounting > General Ledger > Document Entry > Others >

General Posting

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40 SALARIES A/C------------1000-LINE ITEM-1

50 CASH A/C------------------ 1000- LINE ITEM-2

TYPES OF DATES

DOCUMENT DATE---- DATE ON THE DOCUMENT

POSTING DATE--------DATE ON WHICH IT IS POSTED IN THE SYSTEM.

ENTRY DATE----------THIS IS THE SYSTEM‘S DATE.

EVERY DOCUMENT WILL TWO SEGMENTS

------DOCUMENT HEADER

------LINE ITEM DETAILS

Display Document (FB03)

Accounting > Financial Accounting > General Ledger > Document > Display

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Change Document (FB02)

Accounting > Financial Accounting > General Ledger > Document > change

ONLY THE FOLLOWING FIELDS CAN BE CHANGED IN A DOCUMENT

ALREADY POSTED

------VALUE DATE

------ASSIGNMENT

------TEXT

Display Changes made in the Document (FB04)

Accounting > Financial Accounting > General Ledger > Document > display changes

Display GL Account Balances (FS10N)/FAGLB03

Accounting > Financial Accounting > General Ledger > Account > Display Balance

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SAP SCREEN LAYOUT

------HOW TO CHANGE LAYOUT

------HOW TO SAVE THE LAYOUT

-------HOW TO SELECT THE LAYOUT

Document Parking (It‘s a type of Release procedure)

A DOCUMENT IS CREATED BUT NOT SAVED JUST PARKED ASIDE.

THIS IS USED WHERE THE APPROVALS FOR POSTING THE

DOCUMENTS HAVE TO BE TAKEN

PARKING DOCUMENT WILL NOT UPDATE THE GL ACCOUNTS

EXAMPLE

JR ACCT CREATES A DOCUMENT & PARKS IT

SENDS A MESSAGE TO THE SENIOR TO RELEASE IT

THE SENIOR CHECKS THE DOCUMENT,MAKES NECESSARY

CHANGES

AND THEN RELEASES THE DOCUMENT I.E POSTS THE DOCUMENT

1. Parking a GL Document (F-65)

Accounting > Financial Accounting > General Ledger > posting > Park Document

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TO SEND A MESSAGE TO THE SENIOR

MENU====SYSTEM=== SHORT MESSAGE- SO00

2.Display Parked Documents pending for approval and release (FBV3)

Accounting > Financial Accounting > General Ledger > Document > Parked Documents

> Display.

3. To check if the GL accounts are updated or not after parking a document

Go to the T.code-FAGLB03

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4. Post/Delete Parked Documents pending for approval and release (FBV0)


> Post/Delete

5. To check if the GL accounts are updated or not after posting a parked document

Go to the T.code-FAGLB03

6. To display the changes made to a parked document.


> display changes (FBV5)

7.How to delete the parked document(FBV0)


> Post/Delete

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Hold Documents

HOLD DOCUMENT IS A TEMPORARY DOCUMENT

THIS IS USED WHEN THE DETAILS FOR A DOCUMENT ARE NOT

FULLY GIVEN---EX. ONLY THE DEBIT GL A/C

THEN THE DOC. IS HELD, LATER COMPLETED & THEN CAN BE

POSTED.

HOLD DOCUMENT IS CREATED & SAVED AND IT WILL NOT UPDATE

THE GL ACCOUNTS

HOLD DOCUMENT CAN BE DELETED.

DOCUMENT NUMBER FOR HOLD DOCUMENTS IS NOT GENERATED

BY SYSTEM,IT HAS TO GIVEN MANUALLY BY THE USER

A PROGRAM-RFTMPBLU HAS TO BE RUN SO AS TO USE THIS HOLD

DOCUMENTS.

1. RUN THE PROGRAM -RFTMPBLU USE THE T.CODE- SE38

Holding a GL Document (F-02)

(F-02) > Document > Hold

(System will prompt for a temporary document number to be given by the user)

You can enter incomplete documents. Some information, such as the bank charges or cost

center, may be missing. You can enter incomplete documents by using the Hold function.

If you do this, the system does not update any account balances.

Display / Delete/Complete Hold Documents (FB11)

(F-02) > Document > Get Held Document

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DIFFERENCES BETWEEN PARKED AND HOLD DOCUMENTS

PARKED DOCUMENTS HOLD DOCUMENTS

1.No program has to be run 1.program has to be run

2.System creates the document number 2.Document number has to be given by the user

3.Tracking of these documents can be done

3. No tracking of these documents can be done once posted or deleted

REFERENCE DOCUMENTS THESE DOCUMENTS USED AS A REFERENCE FOR POSTING MANY

DOCUMENTS

THEY ARE USED AS TEMPLATES

THEY ARE OF TWO TYPES

1. SAMPLE DOCUMENTS

2. RECURRING DOCUMENTS

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SAMPLE DOCUMENTS:

SAMPLE DOCUMENTS ARE USED FOR MONTH END

PROVISIONS OR FOR THE ANY TRANSACTION WHICH IS

VERY FREQUENTLY & PERIODICALLY REPEATED

A SEPARATE NUMBER RANGE INTERVAL HAS TO BE

CREATED FOR NUMBER RANGE -X2

Sample Document is a special type of reference document. Data from this

document is used to create default entries on the accounting document entry

screen. A sample document does not update transaction figures but merely

serves as a data source for an accounting document.

Will be used for month end provisions

For any transactions which are repeated

Account Heads are same, Amounts vary

Example

MONTH END PROVISIONS:

31-MAR-2008

SALARIES--------------------------------DR

O/S EXPENSES A/C------------CR

RENT --------------------------------DR

O/S EXPENSES A/C------------------CR

1 –APR-2008

O/S EXPENSES A/C-----------------------DR

SALARIES--------------------------------CR

1 –APR-2008

SALARY---------------------------------DR

CASH-------------------------------------CR

1. Creation of Number Range interval for Sample Document Template (FBN1)

SPRO > Financial Accounting > FAGS > Document > Document Number Ranges >

Overview

(Group ‗X2‘ is mandatory for Sample Documents)

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2. Creation of GL accounts

a. Outstanding expenses GL a/c under current liabilities

B.Rent account under admin expenses

T. Code-FS00

3. Creation of Sample Document Template (F-01)

Accounting > Financial Accounting > General Ledger > Document Entry > Reference

Documents > Sample Document

Example:

SALARIES--------------------------------DR

OUTSTANDING EXP. A/C------------CR

4. Display Sample Documents (FBM3)

Accounting > Financial Accounting > General Ledger > Document > Reference

Documents > Sample Documents > Display

5. Change Sample Documents (FBM2)

Accounting > Financial Accounting > General Ledger > Document > Reference

Documents > Sample Documents > Change

Posting Entries by using Sample Document as reference (F-02)

(F-02) > Select Post with Reference Button > Give the Sample Document Number >

Select Display Line Items

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Recurring Documents

Will be used for Recurring Entries

Amount and Date are fixed for every month

Examples: Rent lease transactions, hire purchase transactions

Recurring documents can be used to post many transactions at a time

using ―batch input session‖

A Separate number range interval for X1 has to be created

Recurring documents can be used to post many transactions at a time

using ―batch input session‖

BATCH INPUT SESSION

This is a general concept of SAP which is used to post huge number or bulk

number of transactions in one particular screen in one go or at a time.

This a method through which many transactions at one particular screen can be

posted at a time

This concept is used by many transactions across various modules in SAP

Batch input session has the following steps

1. Go to one particular transaction and enter the parameters

2. Create a session by giving any one name for the session.

3. Process the session at the transaction code-SM35.

4. The result of processing of batch input session is the posting of many documents.

Creation of Number Range interval for Recurring Document Template (FBN1)

SPRO > Financial Accounting > FAGS > Document > Document Number Ranges >

Overview

(Number range- ‗X1‘ is mandatory for Recurring Documents)

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Creation of Recurring Document Template (FBD1)

Accounting > Financial Accounting > General Ledger > Document Entry >

Reference Documents > Recurring Documents

Example:

Lease Rent agreement-1-50000

Starting date end date

05-Apr.2010………………….05-Mar.2011



07-Jan.2010………………….07-Dec.2010



10-Jan.2010………………….10-Dec.2010

2. Display Recurring Document Templates (F.15)

Accounting > Financial Accounting > General Ledger > Periodic Processing

> Recurring Entries > Lists

Posting of GL Documents by using Recurring Document Template by way of Batch

Input session(F.14)

Accounting > Financial Accounting > General Ledger > Periodic Processing > Recurring

Entries > Execute

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To Post a Session (SM35)

System > Services > Batch Input > Sessions

Recurring documents can be used to post many transactions at a time using

―batch input session‖

Open Item Management OPEN ITEM: ANYTHING WHICH IS OUTSTANDING /PENDING

I.E EITHER PAYABLE OR RECEIVABLE

EXAMPLES:

i. OUTSTANDING EXPENSES

ii. AMT PAYABLE TO A VENDOR

iii. AMT. RECEIVABLE FROM A CUSTOMER

CLEARED ITEM: WHEN A OPEN ITEM IS CLEARED, IT BECOMES

A CLEARED ITEM

Note:

For the open item management of the GL account items, the check box for

the field ‗open item management‘ should be checked or selected in the

‗control data ‗view/tab of the GL master data at transaction code- FS00.

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TO DISPLAY OPEN ITEMS/CLEARED ITEMS/ALL ITEMS FOR A GL

ACCOUNT (Account Display for Open Item Managed Account) (FAGLL03) (OLD

T.CODE-FBL3N)

Accounting > Financial Accounting > General Ledger > Account > Display/Change Line

Items

CLEARING OF OPEN ITEMS Outgoing Payment with Clearing (F-07)

Accounting > Financial Accounting > General Ledger > Posting > Outgoing Payment

THREE WAYS OF CLEARING

1. FULL CLEARING

2. PARTIAL CLEARING

3. RESIDUAL CLEARING

1. FULL CLEARING

2. PARTIAL CLEARING

EVERY PART PAYMENT IS CREATED AS A NEW OPEN ITEM

EXAMPLE:

100000----------- INITIAL (ORIGINAL) OPEN ITEM -1

25000----PP-1----OPEN ITEM-2

75000

30000—PP-2----OPEN ITEM-3

45000---PP-3----OPEN ITEM-4

45000

=========================================================

0

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CLEARING THE OPEN ITEMS OF A GL ACCOUNT/ GL account clearing (f-03)

Accounting > Financial Accounting > General Ledger > Account -clear

3. RESIDUAL CLEARING

THE RESIDUAL AMOUNT (REMAINING AMOUNT) IS SHOWN

WHEN A PART PAYMENT IS MADE.

NO TRACK OF THE ORIGINAL OI AND THE PREVIOUS PART

PAYMENTS

EXAMPLE 100000

-25000-PP-1

75000

-45000-PP-2

30000

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Reversals

A Document posted in SAP cannot be deleted and to make any

corrections to the amount or account, the document has to be reversed

and then the correct entry has to be posted Reversal of a posting is done by entering an identical amount to the

opposite side of the account, thereby offsetting the original amount.

Original entry---SA

40 SALARIES A/C------------100 LINE ITEM-1

50 CASH A/C------------------ 100- LINE ITEM-2

Reversal entry-AB

50 SALARIES A/C------------ 100-LINE ITEM-1

40 CASH A/C------------------ 100- LINE ITEM-2

TYPES OF REVERSALS

Individual Reversal

Reversal of Reversal

Mass Reversal

Cleared Item Reversal

Accrual/Deferral Reversal

DOCUMENT TYPE FOR REVERSALS

The document type for reversal is specified in the document type at the

transaction code-OBA7

Example:

IF SA IS DOC. TYPE……THEN REV. DOC. TYPE IS AB

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1. Document Reversal – Individual Reversal (FB08)

Accounting > Financial Accounting > General Ledger > Document > Reverse >

Individual Reversal

2. Reversal of Reversal (F-02)

(F-02) > Post with Reference > Select ‗Generate Reverse Posting‘ Check Box (FBR2)

3. Mass Reversal (F.80)

Accounting > Financial Accounting > General Ledger > Document > Reverse > Mass

Reversal

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4. Cleared Item Reversal – Reset & Reverse (FBRA)

Accounting > Financial Accounting > General Ledger > Document > Reset Cleared

Items

(Select ‗Resetting & Reverse‘)

WHEN A CLEARED ITEM IS REVERSED---

1. RESETTING: CLEARED ITEM IS RESET I.E WILL BE BECOME OPEN

AGAIN

2. A REVERSAL DOCUMENT OF CLEARING DOCUMENT IS POSTED

5. Accrual /Deferral Reversal

THIS REVERSAL WILL ALLOW TO REVERSE A

DOCUMENT ON A GIVEN REVERSAL DATE

REVERSAL DATE IS GIVEN WHILE POSTING THE

ORIGINAL DOCUMENT

Example:

1.

30-APR-2010

40 SALARIES A/C------------ 100 LINE ITEM-1

50 O/S EXP. A/C------------------ 100- LINE ITEM-2

(01 MAY-2010)- reversal date

2.

30-APR-2010

40 RENT A/C------------ 100 LINE ITEM-1


(05.MAY-2010)- reversal date

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Reversals on the ‗reversal date ‗mentioned in the accrual/deferral doc.

01.05.2010---------05.05.2010

REVERSAL DOCUMENTS FOR THE ABOVE

01.MAY-2010

40 O/S EXP. A/C------------ 100-LINE ITEM-1

50 SALARIES A/C------------------ 100- LINE ITEM-2

05.MAY-2010

50 RENT A/C------------ 100 LINE ITEM-1


Creation of Reversal Reason


adjustment posting/reversal> Define Reasons for Reversal

Enter accrual/deferral document (FBS1)

Accounting > Financial Accounting > General Ledger > Periodic processing > closing

>valuate---select Enter accrual/deferral document

Reverse accrual/deferral document (F.81)

Accounting > Financial Accounting > General Ledger > Periodic processing > closing

>valuate---select reverse accrual/deferral document

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CURRENCIES

LOCAL CURRENCY: It is the company code currency

DOCUMENT CURRENCY( TRANSACTION CURRENCY): It is the currency

in which the document is posted.This can be same as company code currency or a

different currency( foreign currency)

GROUP CURRENCY: This is the currency which is defined for a group which

will enable to view the financial statements of various company codes (which

have different currencies) in one single currency. For each company code, the

group currency is specified in the configuration and based on this system will

convert the values in company code currency to a group currency

Foreign Currency Postings

Local Currency is the company code currency.

Foreign currency

Any currency other than local currency.

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Transaction Currency

It‘s the currency in which the transaction is done. It can be either local or a

foreign currency.

Exchange Rate Type: - Key used to define exchange rates in the system.

For each currency pair we can define different exchange rates.

The different exchange rates are used for the purposes of Valuation,

Conversion, Translation, Planning etc.For each purpose, an exchange rate

Type can be created in SAP

Exchange Rate Types pre-defined by SAP

a. Standard Translation at Bank Buying rate – G Type

b. Standard Translation at Bank selling rate – B Type

c. Average rate – M Type

d. Planning rate- P Type

Check Exchange Rate Types (OB07)

SPRO > SAP Net weaver--General Settings > Currencies > Check Exchange Rate Types

Translation Ratio/Conversion Ratios

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The (consistent) relationship between the monetary units of two currencies.

EXAMPLES

INR: USD--------1:1

1 RUPEE: 1 DOLLAR----------------1:1

1 PAISE: 1 DOLLAR---------------100:1

INR: JPY –1:100

Define Translation Ratios for Currency Transactions (OBBS)

SPRO > General Settings > Currencies > Define Translation Ratios for Currency

Transactions

(Define Ratios for G Type, B Type and M Type)

DEFINED AT CLIENT LEVEL

Enter Exchange Rates (OB08) FOREX TABLE

SPRO > General Settings > Currencies > Enter Exchange Rates

(Enter Exchange Rates for G Type, B Type and M Type)

In this table exchange rates are given /updated daily or periodically

for the all the exchange rate types

The rates are updated manually or automatically by setting an

interface between SAP and a website(like XE.com)

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Example:

G-------43

B-------44

M------42

Direct Quotient

INR: USD--------1:1

1 DOLLAR- = 1 RUP --------------- 1 DOLLAR = RS.39

Indirect Quotient

1 RUP = 1 DOLLAR--------------- 1 RS =1/39 $

FOREIGN CURRENCY TRANSACTIONS

WHEN A FOREIGN CURRENCY TRANSACTION IS DONE, SYSTEM PICKS

THE LATEST EXCHANGE RATE (I.E ON THE LATEST DATE) FROM THE

FOREX TABLE.

SYSTEM ALWAYS PICKS THE ―M‖ RATE UNLESS UNTILL A DEFAULT

EXCHANGE RATE TYPE IS DEFINED.

AN EXCHANGE RATE TYPE CAN BE DEFAULTED AT DOCUMENT TYPE

LEVEL.

SA------- BLANK (M) OR B OR G OR ANYTHING

IF THE EXCHANGE RATE TYPE IN DOCUMENT TYPE –SA IS GIVEN AS ‗B‘,

SYSTEM WILL ALWAYS PICK ‗B‘ WHENEVER ANY TRANSACTION IS

POSTED WITH THAT DOCUMENT TYPE

IF THE EXCHANGE RATE TYPE IN DOCUMENT TYPE IS GIVEN LEFT

BLANK,( I.E NO EXCHANGE RATE IS DEFAULTED) SYSTEM WILL

ALWAYS PICK ‗M‘ WHENEVER ANY TRANSACTION IS POSTED WITH

THAT DOCUMENT TYPE

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EXCHANGE RATES ARE DETERMINED IN TWO WAYS

---AUTOMATICALLY PICKED BY THE SYSTEM FROM THE FOREX TABLE

AS PER THE LATEST DATE

OR

---GIVEN MANUALLY BY THE USER WHILE POSTING A TRANSACTION.

MANUAL ENTRY WILL HAVE A PRIORITY OVER THE FOREX TABLE

ENTRY

1. Posting of foreign currency transaction (when no exchange rate type is defaulted at

doc. Type level)

Set Default Exchange Rate Type for Document Type SA (OBA7)

SPRO > Financial Accounting > FAGS > Document > Document Header > Overview

(In Document Type specify the Default Exchange Rate Type)

AN EXCHANGE RATE TYPE CAN BE DEFAULTED AT DOCUMENT TYPE

LEVEL.

SA------- BLANK (M) OR B OR G OR ANYTHING

----Posting of foreign currency transaction (when one exchange rate type is defaulted at

doc. Type level)

Use the T.Code-F-02

----Posting of foreign currency transaction by giving the exchange rates manually (Use

the T.Code-F-02)

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Foreign Currency Revaluation

Foreign currency loans are taken for working capital or to buy fixed assets

Foreign currency loan

01.04.2008

$10000 …………@ Rs.40 per $...........400000

Revaluation at month end

30.04.2008……..@ Rs.42 per $...........420000--------20000 ex.loss

Revaluation at year end

31.12.2008……..@ Rs.44 per $...........440000---------40000- ex .loss

Steps in Foreign currency Revaluation

1) Creation of Three GL accounts

- HSBC foreign Currency loan a/c

- Exchange loss a/c

- Exchange gain a/c

2) Define valuation method

3) Exchange rate key and account assignments

4) Assign exchange rat key to HSBC foreign Currency loan a/c

5) Posting of Foreign currency loan

6) Enter exchange rates

7) Foreign Currency valuation.

1. Creation of Three GL accounts at FS00

-HSBC foreign Currency loan a/c under Liabilities (secured

loans) ---BS

- Exchange loss a/s is expenditure (P& L)

-Exchange gain a/c under other income i.e Income (P& L)

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-

Prerequisites for foreign currency Revaluation—

------1) Valuation Method

2) Exchange rate key and its assignment in the loan account

2. Define Valuation Methods (OB59)

SPRO > Financial Accounting > GL Accounts > Business Transactions > Closing >

Valuating > Foreign Currency Valuation > Define Valuation Methods

Valuation Method: A unique key determining foreign currency valuation method.

3. Exchange rate key and account assignments

OR

Prepare Automatic Postings for Foreign Currency Valuation (OBA1)

SPRO > Financial Accounting > GL Accounts > Business Transactions > Closing >

Valuating > Foreign Currency Valuation > Prepare Automatic Postings for Foreign

Currency Valuation

(Specify the GL Accounts of FC Loan, Forex Loss and Forex Gain in ‗Exchange Rate

difference in Open Items‘ KDF as well as in ‗Exchange Rate difference in FC Balances‘

KDB and Specify ‗Exchange Rate Difference Key‘ to be attached to the FC Loan

Account in the next step)

HSBC LOAN GL A/C …. EXCHANGE RATE KEY…EXCH.LOSS/GAIN A/C

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4. Assign exchange rate key to HSBC foreign Currency loan a/c

USE T.CODE- FS00

5. Posting/receipt of foreign currency loan (F-02)

CASH---------------------------DR

HSBC F.C.T.L A/C----------CR-

6. Enter exchange rates. (OB08)AS ON 30.04.2008 &

31.12.2008

7. Foreign Currency valuation. Forex Run on Closing Date (F.05)

Accounting > Financial Accounting > GL Accounts > Periodic Processing > Closing >

Valuate > Valuation of Open Items in Foreign Currency

Revaluation at month end

30.04.2008……..@ Rs.42 per $...........420000--------20000 ex. loss

Exchange loss/gain is valuated, posted & then reversed on 01.05.2008

Posted on 30.04.2008.

40 TSL 400002 Exchange Loss a/c 20,000.00 INR

50 TSL 100001 HSBC F.C .T.L a/c 20,000.00- INR

Reversal on 01.05.2008

50 TSL 400002 Exchange Loss a/c 20,000.00-

40 TSL 100001 HSBC F.C .T.L a/c 20,000.00

Revaluation at year end

31.12.2008……..@ Rs.44 per $...........440000---------40000- ex .loss

Exchange loss/gain is valuated & posted and its NOT reversed.

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40 TSL 400002 Exchange Loss a/c 40,000.00 INR

50 TSL 100001 HSBC F.C .T.L a/c 40,000.00- INR

Interest Calculations

Interest Calculation Types

S Type – Balance Interest Calculation (for GL Accounts)

P Type – Item Interest Calculation (for Customers )

Z Type—Penalty

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Loan taken

01.04.2008- SBI loan G: L a/c… …… ……..@10 % interest…monthly.

Every month interest is calculated on the GL balance.

1. Define Interest Calculation Types (OB46)

SPRO > Financial Accounting > General Ledger Accounting > Business

Transactions > Bank Account Interest Calculation > Interest Calculation

Global Settings > Define Interest Calculation Types

(Here the interest indicator is defined and the interest calculation type is

specified)

(Give Interest ID & specify Interest Calculation Type ‗S‘ & Don‘t select

‗Account Number as interest calculation indicator‘)

Interest Calculation Types

S Type – Balance Interest Calculation (for GL Accounts)

P Type – Item Interest Calculation (for Customers & Vendors)

Z Type—Penalty

Interest indicator

This is the indicator which allows the interest calculation. ]

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2. Prepare Account Balance Interest Calculation (OBAA)


Bank Account Interest Calculation > Interest Calculation Global Settings > Prepare

Account Balance Interest Calculation

Here the calendar and frequency of interest calculation is specified

Calendar type

B---------Bank calendar-----------30/360

J---------Japanese Calendar------30/365

F---------French Calendar-------28…31/360

G--------Gregorian calendar---28…31/365

3. Define Interest Reference Rates (OBAC)


Bank Account Interest Calculation > Interest Calculation > Define Interest Reference

Rates

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(Give Interest Reference Rate and also ‗Effective from date‘)

(Here the reference Int. rate is defined. this is the link between the Interest Indicator and

the interest rate)

4.Define Time Dependant Terms (OB81)


Bank Account Interest Calculation > Interest Calculation > Define Time Dependant

Terms

(This Step establishes the link between the Interest Indicator and reference interest rate)

(Select ‗Credit Interest Balance Interest Calculation‘ for Sequence 1 & ‗Debit Interest

Balance Interest Calculation‘ for Sequence 2 and give date for ‗Valid from‘)

Reference Interest rate

Int.Ind.(T1)….. Reference int. rate (T2) ------Debit int. rate (10%) ….. Interest rates

(10%)

Int.Ind.(T1)….. Reference int. rate (T3) ------ Credit int.rate (11%)………….. Interest

rates (11%)

In India & US, the reference interest rate is same.

Int.Ind.(T1)….. Reference int. rate (T2) ------Debit int. rate. /credit int. rate (10%) …..

Interest rates (10%)

5. Enter Interest Values (OB83)

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Bank Account Interest Calculation > Interest Calculation > Enter Interest Values

(Here we specify the rate of interest)

7. Creation of two GL accounts at FS00

----SBI Term Loan a/.c under secured loans of Liabilities --BS

----Interest a/c--------------------------Expenditure a/c---------P& L a/c

8. Assign the Interest Indicator in the Loan GL Account (FS00).

9. Assignment of Accounts for Automatic Interest Postings (OBV2)


Bank Account Interest Calculation > Interest Posting > Prepare GL Account Balance

Interest Calculation

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(Account Symbol Currency GL Account

0002 INR Interest Account Number (Expense)

2000 + +++++++++

0001 INR Interest Account Number (Income)

1000 + +++++++++)

10. Posting of loan receipt at F-02

001 40 CASH /BANK ACCOUNT 100,000.00

002 50 SBI .T.L a/c 100,000.00-

11. Interest Calculation Run (F.52)

Accounting > Financial Accounting > General Ledger > Periodic Processing > Interest

Calculation > Balances

(Here interest calculation is done and an automatic entry is posted by the system) This is not the interest payment

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40 INTEREST. A /C INR

50 SBI .T.L a/c INR

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Accounts Payable (AP) GENERAL LEDGER

SUBSIDIARY LEDGER--------PURCHASES

AP IS THE A SUB-MODULE OF FI

IT‘S A SUBSIDIARY LEDGER

AP RECORDS ALL THE PURCHASE TRANSACTIONS OF

SAP FROM ACCOUNTING PERSPECTIVE

EXAMPLES: 1.PURCHASES FROM VENDOR

2. PAYMENTS TO THE VENDOR

3. ADVANCE PAYMENTS TO THE VENDOR

WHEN MATERIALS MANAGEMENT(MM) IS NOT USED THEN AP

IS USED FOR RAISING THE VENDOR INVOICES

WHEN MATERIALS MANAGEMENT(MM) IS USED THEN AP IS

USED FOR RAISING THE VENDOR INVOICES FOR SERVICE

RELATED TRANSACTIONS LIKE PROFESSIONAL CHARGES

PAYABLE TO EXTERNAL AUDITOR

INVENTORY ACCOUNT IS USED IN SAP IN THE PLACE OF

PURCHASES A/C

INVENTORY ----------DR

VENDOR----------------CR

RECONCILLIATION ACCOUNT

THIS IS THE GL ACCOUNT WHICH WILL UPDATE THE VALUES IN GL

FROM AP.

IN AP, THE RECONCILLIATION A/C IS ―SUNDRY CREDITORS‘ OR

ACCOUNTS PAYABLE OR TRADE PAYABLES

―SUNDRY CREDITORS‘ IS KNOWN--- AS CONTROL ACCOUNT IN

ACCOUNTS AND ----AS RECONCILLIATION ACCOUNT IN SAP

DIRECT POSTINGS ARE NOT POSSIBLE IN RECON. ACCOUNTS

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VENDOR ACCOUNT GROUPS VENDOR ACCOUNT GROUP IS A GROUP OF SIMILAR VENDORS

EXAMPLE:

DOMESTIC VENDORS

FOREIGN VENDORS

THIS GROUPING OF VENDORS IS DECIDED BY THE BUSINESS

VENDOR ACCOUNT

FOR EVERY VENDOR WITH WHOM THE PURCHASES ARE DONE, A VENDOR

MASTER IS CREATED

VENDOR ACCOUNT IS A MASTER DATA IN SAP

EVERY VENDOR MASTER DATA WILL HAVE THREE TYPES OF DATA

1. General Data at the client level

2. Company code segment and

3. Purchasing data

General data consists vendor name, Address, phone no.s etc (FI& MM)

Company code data consists of Accounting information, Payment terms,

Correspondence, reconciliation account, withholding tax etc. (FI)

Purchasing data- purchase organization etc. (MM)

Posting Keys

Vendor Debit: 25

Vendor Credit: 31

VENDOR INVOICE ----KR

INVENTORY ----------DR----40

VENDOR----------------CR----31

VENDOR PAYMENT-----KZ

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VENDOR-----------------DR----25

CASH/BANK -----------CR-----50

Document Types in AP

KR – Vendor Invoice

KZ – Vendor Payment

KA – Vendor Document (Transfers/Reversals)

KG---Vendor credit memo

Steps:

1. Creation of Vendor Account Groups with Reconciliation Account Field

mandatory.

2. Creation of Number Range Groups and Numbers for Vendors.

3. Assignment of Number Range Group to Vendor Account Group

4. Define Tolerance Groups for Vendors.

5. Creation of 2 GL accounts

6. Creation of Vendor Master.

7. Document Types and Number Ranges for KR, KZ and KA.

1. Define Vendor Account Groups (OBD3)

SPRO > Financial Accounting > Accounts Receivable and Accounts Payable > Vendor

Accounts > Master Records > Preparations for creating Vendor Master Records > Define

Account Groups with Screen Layout (Vendors)

VENDOR ACCOUNT GROUP IS A GROUP OF SIMILAR VENDORS

EXAMPLE:

DOMESTIC VENDORS

FOREIGN VENDORS

THIS GROUPING OF VENDORS IS DECIDED BY THE BUSINESS

HERE, THE FIELD STATUS OF THE FIELDS ON THE VENDOR MASTER CAN

BE SPECIFIED OR CONTROLLED.

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VENDOR ACCOUNT GROUP IS A GROUP OF SIMILAR VENDORS

EXAMPLE:

DOMESTIC VENDORS

FOREIGN VENDORS

ONE TIME VENDORS

THIS GROUPING VENDORS IS DECIDED BY THE BUSINESS

The Vendor Account Group controls

The number ranges of the accounts, the status of the fields in the master record and

whether the account is a one time vendor

One-time Vendor:

Vendors who have a business transaction only once are called one-time vendors. You

create collective master record for one-time vendors. The complete details of the Vendor

will be given at the time of Invoice Posting. (While creating the group a ‗One-time

Vendor Group‘ should be created.)

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2.Create Number Ranges for Vendor Accounts (XKN1)


Accounts > Master Records > Preparations for creating Vendor Master Records > Create

Number Ranges for Vendor Accounts

3.Assign Number Ranges to Vendor Account Groups (OBAS)


Accounts > Master Records > Preparations for creating Vendor Master Records > Assign

Number Ranges for Vendor Accounts

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4. Define Tolerance Groups for Vendors (OBA3)

SPRO > Financial Accounting > Accounts Receivable and Accounts Payable > Business

Transactions > Outgoing Payments > Manual Outgoing Payments > Define Tolerances

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(Vendors)

5. Creation of two GL accounts at FS00.

--Sundry creditors under current liabilities of liabilities

--Inventory RM a/c under current assets of assets

NOTE: Sundry creditors is RECONCILLIATION ACCOUNT

THIS IS THE GL ACCOUNT WHICH WILL UPDATE THE VALUES IN GL

FROM AP.

IN AP, THE RECONCILLIATION A/C IS ―SUNDRY CREDITORS‘ OR

ACCOUNTS PAYABLE OR TRADE PAYABLES

―SUNDRY CREDITORS‘ IS KNOWN--- AS CONTROL ACCOUNT IN

ACCOUNTS AND ----AS RECONCILLIATION ACCOUNT IN SAP

DIRECT POSTINGS ARE NOT POSSIBLE IN RECON. ACCOUNTS

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VENDOR ACCOUNT/MASTER FOR EVERY VENDOR WITH WHOM THE PURCHASES ARE DONE , A VENDOR

MASTER IS CREATED

VENDOR ACCOUNT IS A MASTER DATA IN SAP

EVERY VENDOR MASTER DATA WILL HAVE THREE TYPES OF DATA



3. Purchasing data

General data consists vendor name, Address, phone no.s etc (FI& MM)

Company code data consists of Accounting information, Payment terms,

Correspondence, reconciliation account, withholding tax etc. (FI)

Purchasing data- purchase organization etc. (MM)

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5. Creation of Vendor Master (XK01)

Accounting > Financial Accounting > Accounts Payable > Master Records > Central

maintenance > Create

7. Define number ranges for the Document Types for KR, KZ and KA (OBA7 &

FBN1)

Document Types in AP

KR – Vendor Invoice

KZ – Vendor Payment

KA – Vendor Document (Transfers/Reversals)

KG---Vendor credit memo

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Posting Keys

Vendor Debit: 25

Vendor Credit: 31

HOUSE BANK

IN SAP, A BANK IS DEFINED AS A HOUSE BANK

EVERY BANK IS IDENTIFIED WITH A BANK KEY AT COUNTRY LEVEL

ONE HOUSE BANK CAN HAVE ONE OR MORE NUMBER OF BANK

ACCOUNTS

EACH BANK ACCOUNT IS INDENTIFIED WITH A ―ACCOUNT ID‖

FOR EACH BANK ACCOUNT , A GL ACCOUNT ( BANK ACCOUNT GL

ACCOUNT) IS CREATED

1. CREATION OF BANK GL ACCOUNTS AT FS00

SBI BANK GL A/C UNDER CURRENT ASSETS OF ASSETS

2. CREATION OF HOUSE BANK

SPRO----FA. ----BANK ACCOUNTING---BANK ACCOUNTS--- DEFINE HOUSE

BANK ( FI12)

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3. CREATION OF CHECK LOT

A/C---F.A------BANKS---OUTGOINGS- AUTOMATIC PAYMENTS—OPEN ITEMS

(F110)

MENU------ENVIRONMENT-----CHECK INFORMATION---NUMBER RANGES-----

( FCHI)

POSTING OF VENDOR INVOICE

A/C---F/A---- ACCOUNTS PAYABLE----DOCUMENT ENRTY----VENDOR

INVOICE –GENERAL-(F-43)

VENDOR INVOICE ----KR

INVENTORY ----------DR----40

VENDOR----------------CR----31

001 31 VENDOR 100,000.00-

002 40 INVENTORY RM A /C 100,000.00

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TO DISPLAY VENDOR OPEN ITEMS/CLEARED ITEMS/ALL ITEMS

A/C---F/A---- ACCOUNTS PAYABLE----ACCOUNT----DISPLAY LINE

ITEMS(FBL1N)

OUTGOING PAYMENT WITH CLEARING

A/C---F/A---- ---- ACCOUNTS PAYABLE ---DOCUMENT ENRTY----OUTGOING

PAYMENTS—POST(F-53)

VENDOR PAYMENT-----KZ

VENDOR-----------------DR----25

CASH/BANK -----------CR-----50

MANUAL CHECK UPDATION (FCH5)

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DISPLAY CHEQUE REGISTER (FCHN)

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MANUAL CHEQUE ENCASHMENT DATE UPDATION (FCH6)

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UNISSUED/UN USED CHEQUES CANCELLATION (FCH3)

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DEFINE VOID REASON CODES (FCHV)

ISSUED CHEQUES CANCELLATION

TO CANCEL A ISSUED CHEQUE WHICH IS ENCASHED, THE

ENCASHMENT DATE HAS TO BE DELETED FROM THE CHEQUE

INFORMATION I.E RESETTING OF CHEQUE DATA

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1. RESET CHEQUE DATA I.E DELETION OF ENCASHMENT DATE.

(FCHG)

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2.ISSUED CHEQUE CANCELLATION (FCH8)

THREE STEPS WILL BE EXECUTED IN THIS T.CODE

------RESETTING OF CLEARED ITEMS (CLEARED ITEM BECOMES

OPEN ITEM AGAIN)

------REVERSAL OF THE CLEARING DOCUMENT

------CANCELLATION OF ISSUED CHEQUE

>Manu’s>

>Manu’s> 80

Down Payments to Vendors/advances to Vendors ADVANCES ARE KNOWN DOWNPAYMENTS IN SAP

DOWNPAYMENTS ARE KNOWN AS SPECIAL GL TRANSACTIONS IN

SAP

SPECIAL GL ACCOUNTS ARE THE ACCOUNTS WHICH ARE

MAINTAINED PARALLELY WITH THE GENERAL LEDGER.

EXAMPLE: DOWN PAYMENTS

BILLS OF EXCHANGES

GUARANTEES ETC.

SPECIAL GL TRANSACTIONS ARE IDENTIFIED WITH A SPL. GL

INDICATOR

EXAMPLE: DOWN PAYMENTS-----------A

BILLS OF EXCHANGE-------W

IN DOWNPAYMENTS, ―ADVANCE TO VENDORS‘ IS KNOWN AS SPL.

GL ACCOUNT OR ALTERNATIVE RECONCILLIATION ACCOUNT.

SPECIAL GL INDICATOR(A) IS THE LINK BETWEEN ------

NORMAL GL/ RECONCILLIATION A/C (SUNDRY CREDITORS)

AND

SPL. GL A/C / ALTERNATIVE RECONCILLIATION ACCOUNT

(ADVANCE TO VENDORS A/C)

SPL GL INDICATOR-A IS GIVEN WHILE POSTING TO A VENDOR

WHICH WILL DIFFERENTIATE THE ADVANCE PAYMENTS AND

NORMAL PAYMENTS TO A VENDOR

>Manu’s>

>Manu’s> 81

STEPS 1. Create Special GL Account ‗Advance to Vendors (Reconciliation Account)‘

under Current Assets

2. Create Link between ‗S/Creditors‘ and ‗Advance to Vendors‘ (Special GL

Indicator: A)

3. Setup Company Code for Payment Transaction

1. Create Special GL Account ‗Advance to Vendors (Reconciliation Account)‘ under

Current Assets AT FS00

2.Link between S/Creditors and Advance to Vendors (OBYR)


Transactions > Down Payment made > Define Alternative Reconciliation Account for

Down Payments

(Double click on ‗Down Payment on Current Assets‘, Give Reconciliation Account and

Special GL Account Number)

>Manu’s>

>Manu’s> 82

SPECIAL GL INDICATOR (A) IS THE LINK BETWEEN ------

NORMAL GL OR RECONCILLIATION A/C (SUNDRY CREDITORS)

AND

SPL. GL A/C OR ALTERNATIVE RECONCILLIATION ACCOUNT

(ADVANCE TO VENDORS A/C)

3. Setup ALL Company Codes for Payment Transaction (To avoid Short Dump

Error while posting Down Payments)


Transactions > Outgoing Payments > Automatic Outgoing Payments > Payment

method/Bank selection for Payment Program > Setup all Company Codes for Payment

Transactions

SCENARIO-1

DOWN PAYMENT -----100000

INVOICE AMOUNT----100000

1. Down Payment Posting

2. Purchase Invoice Posting

3. Transfer of Down Payment from Special GL to Normal item by clearing Special

GL Account

4. Clearing of Normal Item

>Manu’s>

>Manu’s> 83

NORMAL A/C (SUNDRY CREDITORS)

DR CR

3. 100000 2. 100000-

SPECIAL GL A/C (ADVANCE TO VENDORS)

………………………………………………………….

DR CR

1. 100000 3. 100000

5. Down Payment Posting

6. Purchase Invoice Posting


GL Account

>Manu’s>

>Manu’s> 84

8. Clearing of Normal Item

1. Down Payment Posting (F-48)

Accounting > Financial Accounting > Accounts Payable > Document Entry > Down

Payment > Down Payment

(Give Special GL Indicator ―A‖)

001 50 HSBC BANK A/C-1 100,000.00-

002 29A VENDOR 100,000.00

(29-------SPECIAL GL DEBIT----VENDOR

A—DOWN PAYMENT)

2. Purchase Invoice Posting (F-43)

Accounting > Financial Accounting > Accounts Payable > Document Entry > Other >

Invoice General

001 31 HYD 0000400000 RELIANCE INDUSTRIES 100,000.00-

002 40 HYD 0000200002 INVENTORY RM A/C 100,000.00

3. Transfer of Down Payment from Special GL Account to Normal item by clearing

Special GL Account (F-54)

Accounting > Financial Accounting > Accounts Payable > Document Entry > Down

Payment > Clearing.

>Manu’s>

>Manu’s> 85

400000 RELIANCE INDUSTRIES 100,000.00- INR 100,000.00

400000 RELIANCE INDUSTRIES 100,000.00 INR 100,000.00

4. Clearing of Normal Item (F-44)/ vendor account clearing

Accounting > Financial Accounting > Accounts Payable > Accounts > Clear

SCENARIO-2



1. Down Payment Posting(100000) at f-48

2. Purchase Invoice Posting(200000) at f-43


GL Account(100000) at f-54

4. Outgoing payment with clearing(100000) at f-53

>Manu’s>

>Manu’s> 86


DR CR

3. 100000 2. 200000-

4. 100000


………………………………………………………….

DR CR

1. 100000 3. 100000





8. Outgoing payment with clearing(100000) at f-53

>Manu’s>

>Manu’s> 87

SCENARIO-3







4. Clearing of normal items( F-44)


DR CR

3. 100000 2. 100000-


………………………………………………………….

DR CR

1. 200000 3. 100000

>Manu’s>

>Manu’s> 88





8. Clearing of normal items( F-44)

PAYMENT TERMS OR TERMS OF PAYMENT THESE ARE THE TERMS OF PAYMENT WITH A

VENDOR/CUSTOMER

THESE INCLUDE THE CREDIT PERIOD GIVEN BY THE VENDOR

OR ALLOWED BY US TO A CUSTOMER

THIS WILL ALSO SPECIFY THE CASH DISCOUNT GIVEN TO US

BY THE VENDOR OR CASH DISCOUNT GIVEN BY US TO THE

CUSTOMER

EXAMPLE:

CREDIT 30 DAYS ----

3% DISCOUNT IF PAID WITHIN 10 DAYS

2 % DISCOUNT IF PAID BETWEEN—11-20 DAYS

0% AFTER 20 DAYS TILL 30 DAYS

INVOICE DATE—

01.04.2010

.

.

.

.

.

.

DUE DATE

30.04.2010

PAYMENT TERMS CAN BE DEFAULTED AT VENDOR

MASTER SO THAT THEY WILL APPEAR AUTOMATICALLY

WHILE INVOICE POSTING

OR

PAYMENT TERMS CAN BE MANUALLY GIVEN WHILE

INVOICE POSTING

PAYMENT TERMS GIVEN WHILE INVOICE POSTING HAS

THE PRIORITY OVER WHAT HAS BEEN DEFAULTED IN THE

VENDOR MASTER

BASELINE DATE

THIS IS THE DATE FROM WHICH THE PAYMENT TERMS ARE

VALID OR PAYMENT TERMS COME IN TO EFFECT.

THE BASELINE DATE CAN BE

DOCUMENT DATE-----

>Manu’s>

>Manu’s> 89

POSTING DATE---------

ENTRY DATE------------

NO DEFAULT-----------

DEFINE PAYMENT TERMS (OBB8)

BASELINE DATE

THIS IS THE DATE FROM WHICH THE PAYMENT TERMS ARE

VALID OR PAYMENT TERMS COME IN TO EFFECT

>Manu’s>

>Manu’s> 90

THE BASELINE DATE CAN BE

DOCUMENT DATE-----INVOICE DATE

POSTING DATE---------GOODS RECEIPT DATE

ENTRY DATE------------INSPECTION DATE

NO DEFAULT-----------ANY DATE

CASH DISCOUNTS

CASH DISCOUNT RECEIVED

1. CREATION OF CASH DISCOUNT RECEIVED GL A/C UNDER OTHER

INCOME OF INCOME ACCOUNTS AT FS00

3. AUTOMATIC ACCOUNT ASSIGNMENTS FOR CASH DISCOUNT

POSTING (OBXU)

>Manu’s>

>Manu’s> 91

>Manu’s>

>Manu’s> 92

Automatic Payment Program (APP) ----FBZP

APP is automatic way of making payments to vendor.

System through a program,

--verifies the due dates,

--picks up the bank,

--picks up the check,

--makes the payment to a vendor,

--Posts a payment documents

--Clears the Vendor Open Items

--updates the cheque register

--prints the check

--Generates the Payment advice

--Generates the Payment Summary

Prerequisites for APP

---Cheque lot should be sequential

>Manu’s>

>Manu’s> 93

Payment Method:

Payment method is method as on how the payment can be made or the

mode of payment

Example:

Cheque

Bank transfer

Payment method has to be defined for a country (in which the

company code belongs to) before it is defined for a company

code

Bank Selection

House banks for making payments is defined in APP

A ranking order of house banks is defined from which system selects

the bank which has got the highest order.

APP Configuration

All the APP configuration steps are available in one transaction code-

FBZP

1. Set up Payment methods per Country for payment transactions(OBVCU)

>Manu’s>

>Manu’s> 94

Country: IN

Payment Method: D (Any)

Description: Check Payment

Select Radio Button ‗Outgoing Payments‘

Select Radio Button ‗Check‘

Document Type for Payment: KZ

Clearing Document Type: KZ

Payment Medium Program: RFFOUS_C

Name of the Print Dataset: LISTS

Key in Code Line: 01

2. Set up Payment methods per Company Code for payment transactions.

>Manu’s>

>Manu’s> 95

3. SET UP ALL COMPANY CODES FOR PAYMENT TRANSACTIONS

>Manu’s>

>Manu’s> 96

4. SET UP PAYING COMPANY CODES FOR PAYMENT TRANSACTIONS

>Manu’s>

>Manu’s> 97

5. SET UP BANK DETERMINATION FOR PAYMENT TRANSACTIONS

>Manu’s>

>Manu’s> 98

6. CREATION OF CHEQUE LOT (SEQUENTIAL)-FCHI

7. ASSIGN PAYMENT METHOD IN VENDOR MASTER (XK02)

>Manu’s>

>Manu’s> 99

APP RUN:

THIS IS DONE WHEN PAYMENTS NEED TO BE MADE TO THE

VENDORS

THIS CAN BE RUN EVERY DAY

A PAYMENT RUN DATE & A INDENTIFICATION HAS TO BE

SPECIFIED.

STEPS IN APP RUN

1. PARAMETERS ARE ENTERED AND SAVED

2. PAYMENT PROPOSAL IS CREATED

3. PAYMENT PROPOSAL CAN BE EDITED (IF REQUIRED. ITS

OPTIONAL)

4. PAYMENT RUN IS EXECUTED

5. PRINTING OF CHEQUES

1. PARAMETERS ARE ENTERED

----WHICH PAYMENT METHOD?

-----WHICH COMPANY CODE?

---- DATE?

---- VENDOR

2. PAYMENT PROPOSAL IS CREATED

WHAT PAYMENTS HAVE TO BE MADE FORWHICH VENDORS

3. PAYMENT PROPOSAL CAN BE EDITED

--DOCUMENTS CAN BE BLOCKED FOR PAYMENT

--HOUSE BANK CAN BE CHANGED

4. PAYMENT RUN IS EXECUTED

WHEN PAYMENT RUN IS EXECUTED, ONLY THEN

-----THE PAYMENTS ARE MADE

-----PAYMENT DOCUMENTS ARE POSTED

-----OPEN ITEMS ARE CLEARED

5. PRINTING OF CHEQUES

APP RUN

>Manu’s>

>Manu’s> 100

VENDOR CREDIT MEMO (DEBIT MEMO OR DEBIT NOTE IN THE BOOKS OF

OUR COMPANY)

VENDOR INVOICE ENTRY

INVENTORY ----------DR----40----100000

VENDOR----------------CR----31----100000

>Manu’s>

>Manu’s> 101

VENDOR CREDIT MEMO

INVENTORY ----------CR-----50-----25000.

VENDOR----------------DR-----21----25000.

DOCUMENT TYPE FOR VENDOR CREDIT MEMO IS –KG WHICH HAS A

NUMBER RANGE-17.THIS NUMBER RANGE-17 IS ALSO USED BY DOCUMENT

TYPE-KA

VENDOR CREDIT MEMO

>Manu’s>

>Manu’s> 102

ACCOUNTS RECEIVABLES

>Manu’s>

>Manu’s> 103

GENERAL LEDGER

SUBSIDIARY LEDGER--------SALES

AR IS THE A SUB-MODULE OF FI

IT‘S A SUBSIDIARY LEDGER

AR RECORDS ALL THE SALES TRANSACTIONS &

CUSTOMER RELATED TRANSACTIONS OF SAP

EXAMPLES:

1. SALES TO A CUSTOMER

2. PAYMENTS FROM THE CUSTOMER

3. ADVANCE PAYMENTS FROM THE CUSTOMER

WHEN SALES & DISTRIBUTION (SD) IS NOT USED THEN AR IS

USED FOR RAISING THE SALES INVOICES.

CUSTOMER---------DR

SALES----------------CR

RECONCILLIATION ACCOUNT

THIS IS THE GL ACCOUNT WHICH WILL UPDATE THE VALUES IN GL FROM

AR.

IN AR, THE RECONCILLIATION A/C IS ―SUNDRY DEBTORS‘ OR ACCOUNTS

RECEIVABLE OR TRADE RECEIVABLES

―SUNDRY DEBTORS‘ IS KNOWN

--- AS CONTROL ACCOUNT IN ACCOUNTS AND

----AS RECONCILLIATION ACCOUNT IN SAP

>Manu’s>

>Manu’s> 104

CUSTOMER ACCOUNT GROUPS

CUSTOMER ACCOUNT GROUP IS A GROUP OF SIMILAR CUSTOMERS

EXAMPLE:

DOMESTIC CUSTOMERS

FOREIGN CUSTOMERS

THIS GROUPING OF CUSTOMERS IS DECIDED BY THE BUSINESS

CUSTOMER ACCOUNT

FOR EVERY CUSTOMER TO WHOM THE SALES ARE DONE , A CUSTOMER

MASTER IS CREATED

CUSTOMER ACCOUNT IS A MASTER DATA

EVERY CUSTOMER MASTER DATA WILL HAVE THREE TYPES OF DATA



3. Sales data

General data consists customer, Address, phone no.s etc ( FI& SD)

Company code data consists of Accounting information, Payment transactions,

Correspondence, reconciliation account. (FI)

Sales data- sales organization etc. (SD)

Posting Keys

Customer Debit: 01

Customer Credit: 15

Document Types

DR – Customer Invoice

DZ – Customer Payment

DA – Customer Document (Transfers/Reversals)

DG-- Customer credit memo

CUSTOMER INVOICE---DR

CUSTOMER---------DR-----01

>Manu’s>

>Manu’s> 105

SALES----------------CR----50

CUSTOMER PAYMENT-----------DZ

CASH/BANK----------DR---40

CUSTOMER----------CR---15

Steps:

1. Creation of Customer Account Groups with Reconciliation Account Field

mandatory.

2. Creation of Number Range for Customers.

3. Assignment of Number Range Group to Customer Account Group.

4. Define Tolerance group for customers.( the TG for customer is already created

when the TG for vendor is defined in AP at OBA3)

5. Creation of GL accounts------Sundry debtors a/c and sales a/c

6. Creation of Customer Master.

7. Document Types and Number Ranges for KR, KZ and KA.

1.Creation of Customer Account Groups (OBD2)

SPRO > Financial Accounting > Accounts Receivable and Accounts Payable > Customer

Accounts > Master Records > Preparations for creating Customer Master Records >

Define Account Groups with Screen Layouts (Customers)

(Create FI Customer Group & SD Customer Group

Company Code Data > Account Management > Reconciliation Account Required Entry)

>Manu’s>

>Manu’s> 106

2. Create Number Ranges for Customer Accounts (XDN1)



Create Number Ranges for Customer Accounts

3. Assign Number Ranges to Customer Account Groups (OBAR)



Assign Number Ranges to Customer Account Groups

4. Define Tolerance group for customers.( the TG for customer is already created when

the TG for vendor is defined in AP at OBA3)

>Manu’s>

>Manu’s> 107

5. Creation of GL accounts---

---Sundry debtors a/c under current assets of assets and

--- sales a/c under sales

6. Creation of Customer Master (XD01)

Accounting > Financial Accounting > Accounts Receivable > Master Records > Maintain

Centrally > Create

7.Document Types & Number Ranges (OBA7)

SPRO > Financial Accounting > FAGS > Document > Document Header > Overview

(Give Number Ranges for Document Types DR, DZ and DA)

Sale Invoice Posting (F-22)

Accounting > Financial Accounting > Accounts Receivable > Document Entry > Other >

Invoice General.

>Manu’s>

>Manu’s> 108

001 01 HYD 0000500000 HYDERABAD CONSTRUC 300,000.00

002 50 HYD 0000300002 SALES A/C 300,000.00-

Display Customer Account with Open Item, Cleared Item and Special GL Item

details (FBL5N)

Accounting > Financial Accounting > Accounts Receivable > Account > Display/Change

Line Items

Display Customer Account (FD10N)

Incoming Payment Posting with Clearing (F-28)

Accounting > Financial Accounting > Accounts Receivable > Document Entry >

Incoming Payment

40 TSL 200000 CASH ACCOUNT 300,000.00 INR

15 TSL 500000 HYDERABAD CONSTRUCT 300,000.00- INR

>Manu’s>

>Manu’s> 109

BUSINESS SCENARIO

WHEN THE CUSTOMER &VENDOR IS THE SAME PARTY

VENDOR OPEN ITEM---------500000

CUST. OPEN ITEM ------------700000

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

RECEIVABLES 200000

TWO PREREQUISITES FOR THIS SCENARIO TO BE EXECUTED

1. ASSIGN CUSTOMER NO. IN VENDOR MASTER & SELECT ―CLEARING WITH

CUSTOMER ―CHECK BOX IN VENDOR MASTER AT XK02.

2. ASSIGN VENDOR NO. IN CUSTOMER MASTER & SELECT ―CLEARING WITH

VENDOR―CHECK BOX IN CUSTOMER MASTER AT XD02.

>Manu’s>

>Manu’s> 110

Down Payments from Customers ADVANCES ARE KNOWN DOWNPAYMENTS IN SAP

DOWNPAYMENTS ARE KNOWN AS SPECIAL GL TRANSACTIONS IN

SAP




BILLS OF EXCHANGES

GUARANTEES ETC.

SPECIAL GL TRANSACTIONS ARE INDENTIFIED WITH A SPL. GL

INDICATOR

EXAMPLE: DOWN PAYMENTS------------A


IN DOWNPAYMENTS, ―ADVANCE FROM CUSTOMERS‘ IS KNOWN

AS SPL. GL ACCOUNT OR ALTERNATIVE RECONCILLIATION

ACCOUNT.

SPECIAL GL INDICATOR(A) IS THE LINK BETWEEN ------

NORMAL GL / RECONCILLIATION A/C (SUNDRY DEBTORS)

AND


(ADVANCE FROM CUSTOMERS)

>Manu’s>

>Manu’s> 111

STEPS

1. Create Special GL Account ‗Advances from Customers (Reconciliation Account)‘

under Current Liabilities

2. Create Link between ‗S/Debtors‘ and ‗Advances from Customers‘ (Special GL

Indicator: A)

1. Create Special GL Account ‗Advances from Customers (Reconciliation Account)‘

under Current Liabilities (FS00).

2. Link between S/Debtors

and Advances from Customers (OBXR)


Transactions > Down Payments Received > Define Reconciliation Accounts for

Customer Down Payments

(Double Click on Down Payment & Give Reconciliation Account Number and Special

GL Account Number)

>Manu’s>

>Manu’s> 112

BUSINESS SCENARIO-1

ADV. AMT--------100000

CUST.INVOICE--100000

1. Down Payment Receipt Posting at- F-29

2. Sale Invoice Posting—f-22

3. Transfer of Down Payment from Special GL to Normal item by clearing

Special GL Account—f-39

4. Clearing of Normal Item—f-32

>Manu’s>

>Manu’s> 113

NORMAL A/C (SUNDRY DEBTORS)

DR CR

2.100000 3.100000

SPECIAL GL A/C (ADVANCE FROM CUSTOMERS)

………………………………………………………….

DR CR

3.100000 1.100000

1. Customer down Payment Posting (F-29)

Accounting > Financial Accounting > Accounts Receivable > Document Entry > Down

Payment > Down Payment

(Special GL Indicator ‗A‘)

SPECIAL GL – CREDIT---CUSTOMER---19

001 40 HYD 0000200004 HSBC BANK A/C-1 100,000.00

002 19A 0000500000 HYDERABAD CONSTRUC 100,000.00-

2. Sale Invoice Posting (F-22)

Accounting > Financial Accounting > Accounts Receivable > Document Entry > Other >

Invoice General

001 01 0000500000 HYDERABAD CONSTRUC 100,000.00

002 50 HYD 0000300002 SALES A/C 100,000.00-

>Manu’s>

>Manu’s> 114

3.Transfer of Advance from Special GL to Normal by clearing Special GL (F-39)

Down Payment Clearing

Accounting > Financial Accounting > Accounts Receivable > Document Entry > Down

Payment > Clearing

09 TSL 500000 HYDERABAD CONSTRUCT 100,000.00 INR 100,000.00 INR

16 TSL 500000 HYDERABAD CONSTRUCT 100,000.00- INR 100,000.00- I

4.Clearing of Normal Item (F-32)

Accounting > Financial Accounting > Accounts Receivable > Account > Clear

BUSINESS SCENARIO-2

ADV. AMT--------100000


1. Down Payment Receipt Posting at- F-29(100000)

2. Sale Invoice Posting—f-22(200000)


Special GL Account—f-39(100000)

4. Incoming payment- f-28(100000)

>Manu’s>

>Manu’s> 115


DR CR

2.200000 3.100000

4.100000


………………………………………………………….

DR CR

3.100000 1.100000

BUSINESS SCENARIO-3

ADV. AMT--------200000


1. Down Payment Receipt Posting at- F-29(200000)

2. Sale Invoice Posting—f-22(100000)


Special GL Account—f-39(100000)

4. Clearing of Normal Item—f-32(100000)

>Manu’s>

>Manu’s> 116


DR CR

2.100000 3.100000


………………………………………………………….

DR CR

3.100000 1.200000

>Manu’s>

>Manu’s> 117

DUNNING: DUNNING IS SENDING REMINDERS TO THE CUSTOMERS FOR

PAYMENT

DUNNING AREA

DUNNING AREA IS THE AREA IN WHICH DUNNING IS DONE.

EXAMPLE:

-- A COMPANY CODE

--A REGION

-- A SALES ORGANISATION

DUNNING LEVELS

THESE THE NUMBER OF TIMES YOU ARE DUNNING THE CUSTOMER

DUNNING LEVEL-1---------REMINDER-1



MAXIMUM OF 9 DUNNING LEVELS.

MOSTLY USED – 4 LEVELS.

DUNNING FREQUENCY/DUNNING INTERVAL

AT WHAT INTERVALS THE DUNNING IS DONE

THE TIME GAP BETWEEN TWO DUNNING LEVELS

GRACE PERIOD

THIS IS TIME GAP GIVEN FOR DUNNING A CUSTOMER AFTER THE DUE

DATE.

EXAMPLE

1- APR-10--------- SALES INVOICE DATE

1-APR-10 ----------DUE DATE

(3 DAYS GAP IS GRACE PERIOD)

5-APR-10-----------DUNNING LEVEL-1



DUNNING PROCEDURE

ITS ASSIGNED TO THE CUSTOMER MASTER

HOW MANY DUNNING LEVELS

WHAT IS THE DUNNING FREQUENCY

WHAT IS THE GRACE PERIOD

DUNNING TEXT

>Manu’s>

>Manu’s> 118

1.Define Dunning Areas (OB61)


Transactions > Dunning > Basic Settings for Dunning > Define Dunning Areas

(F5, Company Code: XYZ, Area: leave blank, Text: Dunning Area for XYZ)

2. Define Dunning Procedure (FBMP)


Transactions > Dunning > Dunning Procedure > Define Dunning Procedures

(Select ‗New Procedure‘

Name: XYZ Text: Dunning Procedure for XYZ

Dunning Interval: 10 days

Number of Dunning Levels: 4 (max)

Line Item Grace Period: 3 days

Select ‗Standard Transaction Dunning‘

Select ‗Dunning Text‘ Button (ignore the warning message & enter)

Co. Code: XYZ

>Manu’s>

>Manu’s> 119

Select ‗Customer‘ & Enter

Select ‗New Company Code‘ Button

Give: XYZ & Enter

Select ‗Separate Notice per Dunning Level‘

Back arrow twice & say ‗Yes‘ to the message ‗Data to be saved?‘

Select ‗Dunning Text‘ Button once again

Co. Code: XYZ

Select ‗Customer‘ & Enter

{Open one more session with FBMP & Double Click 0001 System defined Dunning

Procedure

Select ‗Dunning Text‘ Button and give Co. Code: 0001

Select ‗Customer‘ & Enter}

Copy the Forms from here and Paste in XYZ‘s FBMP

Select Back Arrow

Select ‗Dunning Levels‘ Button & specify interest settings if any

Select ‗Charges‘ Button to specify Dunning Charges if any

Save, Ignore the warning message & Enter)

3. Assignment of Dunning Procedure in the Customer Master (XD02)

Accounting > Financial Accounting > Accounts Receivable > Master Records > Maintain

Centrally > Change

(In Company Code Data > Correspondence Tab > Assign Dunning Procedure)

>Manu’s>

>Manu’s> 120

Dunning Run (F150)

Accounting > Financial Accounting > Accounts Receivable > Periodic Processing >

Dunning

STEPS IN DUNNING RUN

1. PARAMETERS ARE ENTERED and SAVED

2. DUNNING IS SCHEDULED AND COMPLETED

3. DUNNING PRINT OUT IS SCHEDULED AND COMPLETED

4. DUNNING HISTORY AND PRINT PREVIEW

Sales & Purchase Tax Sales tax or output tax is the tax on sales

Purchase tax or input tax is the tax on purchases Input Tax or Purchase Tax

Base 100

2% Tax 2

----

Inventory RM 102 ----

Output Tax or Sales Tax

Base Price 120 Sales Account

10% ST 12 ST Payable Account

----

132

----

Tax paid to the govt----12(OT) ----2(IT)===10

12--------20====== --8(input tax credit)

This is known VAT

>Manu’s>

>Manu’s> 121

1. Define Calculation Procedure (OBQ3)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Basic Settings >

Check Calculation Procedure

Double click ‗Define Procedures‘

(F5, Procedure: TaxXYZ {any}, Desc: Sales Tax India & Save

Select the Record Created

Double click ‗Control Data‘ & Select ‗New Entries‘

Step: 1

Condition Type: BASB Base Amount

Step: 2

Condition Type: MWVS Input Tax

From: 1 To: 1

Account Key: VST Input Tax

Step: 3

Condition Type: MWAS Output Tax

From: 1 To: 1

Account Key: MWS Output Tax

Save)

>Manu’s>

>Manu’s> 122

2. Assign Country to Calculation Procedure (OBBG)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Basic Settings >

Assign County to Calculation Procedure

(For Country ‗IN‘ attach the procedure ‗TaxXYZ‘)

3. Define Tax Codes for Sales & Purchases (FTXP)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Calculation > Define

Tax Codes for Sales and Purchases

(For Input Tax

Country: IN & Enter

Tax Code: V1 {Any} Desc: 2% Input Tax

Tax Type: ‗V‘ Input Tax & Enter

Input Tax: 2% (Give Input Tax Rate)

Deactivate the Output Tax Line & Save)

(For Output Tax

Country: IN & Enter

Tax Code: A1 (Any) Desc: 4% Output Tax

Tax Type: ‗A‘ Output Tax & Enter

Output Tax: 4% (Give Output Tax Rate)

Deactivate the Input Tax Line & Save)

3. CREATION OF TAX GL /AC AT FS00

OUTPUT TAX ---- UNDER CURRENT LIABILITIES

INPUT TAX-------UNDER CURRENT ASSETS

>Manu’s>

>Manu’s> 123

OR

VAT POOL A/C ----

4. Define Tax Accounts (OB40)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Posting > Define Tax

Accounts

(Double click ‗VST‘ Input Tax key

Chart of Accounts: XYZ & Save

Give the GL Account Number to which Input Tax should go:

Select Back Arrow & Double click ‗MWS‘ key for Output Tax

Chart of Accounts: XYZ

Check On ‗Tax Code wise‘ & Save

Tax Code: A1 Account Number: ST Payable A/c.)

5. Assign Tax Code in SALES AND INVENTORY GL Account (FS00)

Control Data Tab > Tax Category: * (All Tax Codes allowed)

Check on ‗Posting without Tax allowed‘

6. Assign tax codes to Non-taxable transactions (OBCL)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Posting > assign tax

codes to non-taxable transactions

This config.setting is mandatory to set up asset accounting in SAP

>Manu’s>

>Manu’s> 124

FICO CONSULTANT‘S ROLE IN SALES TAX

1. CREATION OF CALCULATION PROCEDURE (IT‘S DONE BY MM & SD

ALSO)

2. CREATION TAX CODES

3. AUTOMATIC ACCOUNT DETERMINATION OF TAX ACCOUNTS

4. SET UP TAX INDICATOR FOR GL ACCOUNTS (SALES A/C & INVENTORY

RM A/C)

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BILLS OF EXCHANGE

BILLS RECEIVABLE

BILLS DISCOUNTING

BILLS OF EXCHANGE ARE KNOWN AS SPECIAL GL

TRANSACTIONS IN SAP




BILLS OF EXCHANGES

GUARANTEES ETC.

SPECIAL GL TRANSACTIONS ARE INDENTIFIED WITH A SPL. GL

INDICATOR

EXAMPLE: DOWN PAYMENTS------------A


IN BILLS OF EXCHANGE,, ―SUNDRY DEBTORS (BILLS OF

EXCHANGE ) IS KNOWN AS SPL. GL ACCOUNT OR ALTERNATIVE

RECONCILLIATION ACCOUNT.

SPECIAL GL INDICATOR(W) IS THE LINK BETWEEN ------

NORMAL GL / RECONCILLIATION A/C (SUNDRY DEBTORS)

AND


(SUNDRY DEBTORS (BILLS OF EXCHANGE)

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1. CREATION OF TWO GL ACCOUNTS

SUNDRY DEBTORS (BILLS OF EXCHANGE) UNDER CURRENT ASSETS

CITIBANK BILL DISCOUNTING ACCOUNT UNDER SECURED LOANS

( select ―post automatically‖ checkbox)

3. LINK BETWEEN THE SUNDRY DEBTORS AND SUNDRY DEBTORS

(BILLS OF EXCHANGE) USING THE SPL.GL INDICATOR-

W(OBYN)

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3. DEFINE BANK SUB-

ACCOUNTS(OBYK)

4. SALES INVOICE POSTING WITH PAYMENT TERMS –NT30( 30 DAYS

CREDIT PERIOD) ( F-22)

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5. BILLS OF EXCHANGE PAYMENT(F-

36)

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6. BANK BILL DISCOUNTING(F-33)

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7. REPORT TO VIEW THE OUTSTANDING IN BILLS DISCOUNTING/BILLS OF

EXCHANGE - CUSTOMER –WISE…

8.REVERSE CONTINGENT LIABILITY

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Asset Management

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ASSET MANAGEMENT

Its a Subsidiary Ledger

Asset accounts are reconciliation accounts which will update the values from AA

to GL.

Chart of Depreciation –

It‘s a defined directory of depreciation areas.

Chart of depreciation is not created but copied from Germany Chart of

Depreciation

Chart of depreciation is assigned to the company code

Depreciation Areas –

Depreciation area is type of valuation of an asset

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Example:

Book dep,tax dep and Cost dep.

Depreciation Methods

The method used to calculate depreciation

Examples:

Straight Line Method------------------

Written Down Value Method----------

Straight line method

10% on book value—(KNOWN AS APC—ACQUISITION AND PRODUCTION COST

IN SAP)

100000---book value (2006)

10000-----2006(10%)

90000----jan 2007-Net book value (NBV)

10000(2007)

80000

10000

70000

Written Down Value Method/Declining balance method

10% on Net book value—

100000---book value (2006)

10000-----2006(10%)

90000----jan 2007-Net book value (NBV)

9000(2007)

81000(2008)

8100

Depreciation Keys –

Rate + Method

Example—

5%+ SLM

10% + SLM

15%+ SLM

5% +WDV etc.

Account

Determination

Asset Class Asset

Masters

Sub Asset

Masters

Land(25) Free Hold Land

Lease Hold Land

--10

--15

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Buildings(9) Factory Buildings

Non Factory Bldgs.

--5

-4

Plant &

Machinery(50)

Department A(15)

Department B(10)

Department C(25)

Machine No.1 Motor

Furniture &

Fixtures(22)

Furniture & Fixtures-

10

Office Equipment-12

Vehicles(40) Indigenous

Vehicles(30)

Imported

Vehicles(10)

Capital Work in

Progress(cwip) OR

asset under

construction(AUC)

Expansion 1

Expansion 2

Expansion 3

Rules:

1. Sub Asset Master is to be created WRT Main Asset Master

2. Main Asset Master is to be created WRT Asset Class

3. In Asset Class we mention Account Determination

4. For Account Determination we assign GL Accounts on the basis of

Transaction etc.

FI-AA INTEGRATION- GL A/C OF FI IS ASSIGNED TO THE ACCOUNT

DETERMINATION OF AA AT THE T.CODE-AO90

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Example:

FI

GL a/c -200010(Plant & machinery) -------3435000

.

.

.

.

.

.

AA

Account

Determination

Asset Class Asset

Masters

Sub Asset

Masters

Plant &

Machinery(50)

(3235000)

Department A(3)

(915000)

Department B(3)

(900000)

Department C(3)

(1420000)

M-.1(200000)

M-2(300000)

M-3(400000)

M-5(400000)

M-6(100000)

M-7(400000)

M-.8(600000)

M-9(400000)

M-10(400000

M-

11(200000)

Motor-

1(15000)

Motor-

2(20000)

System defined Account Determinations and Screen Layout Rules:

Description Account

Determination

Screen

Layout Rule

Real Estate and Similar Rights 10000 1000

Buildings 11000 1100

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Machinery and Equipment 20000 2000

Furniture & Fixtures 30000 3000

Vehicles 31000 3100

Hardware (IT) 32000 3200

Down Payments paid and Assets under Construction 40000 4000

Low Value Assets 50000 5000

Leasing 60000 6000

Objects of Art 80000 8000

Settings:

1. Copy Reference Chart of Depreciation/ Depreciation Areas (EC08)

SPRO > Financial Accounting > Asset Accounting > Organisational Structures > Copy

Reference Chart of Depreciation/ Depreciation Areas

Double click ‗Copy Reference Chart of Depreciation‘

(Menu) Organisational Object > Copy Org. Object (EC08)

From Chart of Depreciation: ODE (Sample Chart of Depreciation, Germany)

To Chart of Depreciation: XYZ & Enter

Double click ‗Specify Description of Chart of Depreciation‘

Change the Description for XYZ as XYZ Chart of Depreciation

2. Assign Chart of Depreciation to Company Code (OAOB)

SPRO > Financial Accounting > Asset Accounting > Organisational Structures > Assign

Chart of Depreciation to Company Code

3. Specify Account Determination

SPRO > Financial Accounting > Asset Accounting > Organisational Structures > Asset

Classes > Specify Account Determination

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4. Create Screen Layout Rules


Classes > Create Screen Layout Rules

(No Settings Required)

5. Define Number Range Interval for Asset Classes (AS08)


Classes > Define Number Range Interval

Create Intervals

Group No. From To

01 1 100000

02 100001 200000

03 200001 300000

04 300001 400000

05 400001 500000

06 500001 600000

6. Define Asset Classes (OAOA)


Classes > Define Asset Classes

Account determination, screen layout rule and number range are assigned in the asset

class

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New Entries

Asset Class: X10000 Freehold Land

Account Determination: 10000

Screen Layout Rule: 1000

Number Range Group: 01

Select ‗Include Asset‘ under ‗Inventory Data‘

Select ‗No AuC or Summary Management of AuC‘

Save

Select ‗Next Entry‘ Button

Asset Class: X11000 Factory Buildings




Select ‗Include Asset‘


Save


Asset Class: X20000 Department A Plant & Machinery






Save


Asset Class: X20001 Department B Plant & Machinery





7. Creation of GL Accounts (FS00)

1. Land (Deselect ‗Only Bal in LC‘, Reconciliation: Assets, Sort Key 018, -FSG-

G067)

2. Buildings - do -

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3. Plant & Machinery - do -

4. Furniture & Fixtures - do -

5. Vehicles - do -

6. Capital Work in Progress - do -

7. Accumulated Depreciation – Buildings - do -

8. Accumulated Depreciation – Plant & Machinery - do -

9. Accumulated Depreciation – Furniture & Fixture - do -

10. Accumulated Depreciation – Vehicles - do –

(all the above i. e 1 to 10 GL accounts under balance sheet and are reconciliation

accounts)

11. Asset Sale (Under Other Income Group & Field Status G052, Sort Key 018)

12. Profit on Sale of Asset (Under Other Income & Field Status G001, Sort Key 018)

(11 & 12 come under income)

13. Loss on Asset Sale (Under Admn Cost & Field Status G001, Sort Key 018)

14. Loss due to Scrapping (Under Admn Cost & Field Status G001, Sort Key 018)

15. Depreciation (Under Depreciation & Field Status G001, Sort Key 018)

(13,14 & 15 under expenditure)

8. Assignment of Accounts (AO90)

SPRO > Financial Accounting > Asset Accounting > Integration with General Ledger >

Assign GL Accounts

Select Details of ‗Chart of Depreciation XYZ‘

Chart of Accounts: XYZ

Double Click ‗Choose Account Allocation‘

Select 10000 Account Determination (Real Estate & Similar Rights)

Double click ‗Define Acquisition/Retirement Accounts‘

Select 01 Book Depreciation Area

Select ‗Details‘ Button

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Acquisition: Acquisition & Production Costs: Give GL A/c. of LAND

Clearing Account Revenue from Asset Sale: Give GL A/c. of ASSET SALE

Gain from Asset Sale: Give GL A/c. of PROFIT ON ASSET SALE

Loss from Asset Sale: Give GL A/c. of LOSS ON ASSET SALE

Loss made on Asset Retirement without Revenue: Give GL A/c. of LOSS DUE TO

SCRAPPING

Enter & Save

Select Back Arrow Twice

Select 11000 Account Determination (Buildings)

Double click ‗Define Acquisition/Retirement Accounts‘

Select 01 Book Depreciation Area


Acquisition: Acquisition & Production Costs: Give GL A/c. of BUILDINGS

Clearing Account Revenue from Asset Sale: Give GL A/c. of ASSET SALE

Gain from Asset Sale: Give GL A/c. of PROFIT ON ASSET SALE

Loss from Asset Sale: Give GL A/c. of LOSS ON ASSET SALE

Loss made on Asset Retirement without Revenue: Give GL A/c. of LOSS DUE TO

SCRAPPING

Enter & Save

Double click ‗Define Depreciation Accounts‘

Select 01 Book Depreciation


Accumulated Depreciation Account for Ordinary Depreciation: Give GL A/c. of

ACCUMULATED DEPRECIATION – BUILDINGS

Expense Account for Ordinary Depreciation: Give GL A/c. of DEPRECIATION

Enter & Save

Select Back Arrow Twice

And repeat the procedure for 20000, 20001, 30000, 31000 and 40000

Note: For ‗40000 Asset under Construction‘, no need to assign Depreciation Accounts as

there will be no Depreciation on AuC.

9. Determination of Depreciation Areas in Asset Classes (OAYZ)

SPRO > Financial Accounting > Asset Accounting > Valuation > Determine

Depreciation Areas in Asset Class

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Select X10000 Freehold Land

Double Click ‗Depreciation Areas‘

Activate 01 Book Depreciation by Deselecting it

Layout Depreciation on Asset Sub Number Level: Give 2000 in all 3 records.

Back Arrow

Select X11000 and repeat the process. And repeat the process for the remaining Asset

Classes X20000, X20001, X30000, X31000 and X40000

10. Specify Document Type for Posting of Depreciation (OBA7)


Post Depreciation to General Ledger > Specify Document Type for Posting of

Depreciation

11. Specify Intervals and Posting Rules (OAYR)


Post Depreciation to General Ledger > Specify Intervals and Posting Rules

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Select XYZ Company Code and Double click ‗Posting Rules‘

Select Details of 01 Book Depreciation

Select ‗Monthly Posting‘

12. Specify Rounding off Net Book Value and / or Depreciation (OAYO)

SPRO > Financial Accounting > Asset Accounting > Valuation > Amount Specification

(Com Code/Dep Area) > Specify Rounding off Net Book Value and / or Depreciation

Select XYZ Company Code and Double click ‗Rounding Specification‘

Select 01 Book Depreciation & Select ‗Details‘ Button

Select ‗Automatically Calculated Depreciation‘

Select ‗Round to nearest whole‘

13. Define Screen Layout for Asset Master Data

SPRO > Financial Accounting > Asset Accounting > Master Data > Screen Layout >

Define Screen Layout for Asset Master Data

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Select 1000 Real Estate or Land

Double click ‗Logical Field Groups‘

Select ‗2 Posting Information‘

Double click ‗Field Group Rules‘

Capitalization Date Required Entry

Check on ‗Main Asset Number‘, ‗Sub Number‘ and ‗Copy‘

Back Arrow

Select ‗3 Time Dependent Data‘


Business Area Required Entry


Repeat the Process for 1100, 2000, 3000, 3100 & 4000.

14. Define Screen Layout for Asset Depreciation Areas (AO21)

SPRO > Financial Accounting > Asset Accounting > Master Data > Screen Layout >

Define Screen Layout for Asset Depreciation Areas

Select 2000 Depreciation on Asset Sub Number Level


Depreciation Keys Required Entry at


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Depreciation Keys-----------rate + dep.method

Depreciation key will allow the to calculate the depreciation for one

particular asset This is assigned to the asset class, asset master and the sub-asset master.

Define Depreciation Key: In depreciation key, we assign calculation methods which

are as below------ Define Base Method

Define Declining Balance Method

Define Multi Level Method

Define Period Control Method

a. Define Base Method

SPRO > Financial Accounting > Asset Accounting > Depreciation > Valuation Methods

> Depreciation Key > Calculation Methods > Define Base Methods

This method will specify how the percentage of the depreciation should be calculated i.e

should the percentage be from the useful life or an explicit percentage.

0014 – Ordinary: Explicit Percentage (after end of life)

For SLM always select 0014

No Settings Required

b.Define Declining Balance Methods (AFAMD)


> Depreciation Key > Calculation Methods > Define Declining Balance Methods

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Always Select 001, No Settings Required

C.Maintain Period Control Methods (AFAMP)


> Depreciation Key > Calculation Methods > Maintain Period Control Methods

D.Define Multi Level Methods (AFAMS)


> Depreciation Key > Calculation Methods > Define Multi Level Methods

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New Entries

M_Level_Method: X1 (any)

Description: 5% SLM

Validity Start: From Ordinary Depreciation Start Date

Save & Double click ‗Levels‘

New Entries

Acquisition Year: 9999 Years: 999 Periods: 12

Base Value: 01 Acquisition Value Percentage: 5

Save & Back Arrow 3 times

New Entries

M_Level_Method: X2 (any)

Description: 5% WDV

Validity Start: From Ordinary Depreciation Start Date

Save & Double click ‗Levels‘

New Entries

Acquisition Year: 9999 Years: 999 Periods: 12

Base Value: 24 Net Book Value Percentage: 5

Maintain Depreciation Key (AFAMA)


> Depreciation Key > Maintain Depreciation Key

Select XYZ Company Code

Select ‗Choose‘ Button

New Entries

Depreciation Key: XYZ1 (any)

Description: 5% SLM

Select ‗Period Control According to Fiscal Years‘

Select ‗Depreciation to the Day‘

Save, Ignore the warning message & Enter

Double click ‗Assignment of Calculation Methods‘

New Entries

Depreciation Type: Ordinary Depreciation

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Phase: From the start of Depreciation

Assignment

Base Method: 0014 (Ordinary: Explicit Percentage after end of life)

Declining Balance Method: 001

Period Control Method: 006

Multi Level Method: X1 (for SLM)

Class Straight Line Depreciation

Save & Back Arrow 4 times to ‗Activate‘ Depreciation Key ‗XYZ1‘

Save

New Entries once again

Repeat the same procedure for creating XYZ2 Depreciation Key for 5%WDV

Select Multi Level Method ‗X2‘ for WDV

Select Class Declining Balance Depreciation

1.Creation of Asset Master (AS01)

Accounting > Financial Accounting > Fixed Assets > Asset > Create > Asset

Asset Class:

Co. Code:

No. of similar Assets: 1 & Enter

General Data Description of the Asset:

Posting Info Capitalization Date:

‗Time Dependent Data‘ Tab Business Area:

‗Depreciation Area‘ Tab

Depreciation Key:

Use Life: (Life of the Asset)

Per: (Planned useful life in periods)

Ordinary Depreciation Start Date:

Save (Asset XXXXXX 0 is created)

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Creation of Sub Asset Master (AS11)

Accounting > Financial Accounting > Fixed Assets > Asset > Create > Sub No. > Asset

Asset: XXXXXX Class:

Company Code: XYZ & Enter

General Data Description of the Sub Asset:

Posting Info Capitalization Date:

‗Time Dependent Data‘ Tab Business Area:

‗Depreciation Area‘ Tab

Depreciation Key:

Use Life: (Life of the Asset)

Per: (Planned useful life in periods)

Ordinary Depreciation Start Date:

Save (Asset XXXXXX 1 is created)

Asset Purchase Posting (F-90)

Accounting > Financial Accounting > Fixed Assets > Postings > Acquisition > External

Acquisition > With Vendor

70--------asset debit

75--------asset credit

Entry

Asset--------------dr-----70

Vendor------------cr-----31

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Doc. Date: Posting Date: Doc. Type: KR Vendor Invoice

Posting Key: 31 Vendor Credit Account: Vendor Account Number

Asset Value: B. Area: Desc: Asset Purchase Posting

Next Line

Posting Key: 70 Asset Debit Account: XXXXXX 0

Transaction Type: 100 External Acquisition Type

Amount: * Text: + Doc > Simulate & Save

Sub Asset Purchase Posting (F-90)

Accounting > Financial Accounting > Fixed Assets > Postings > Acquisition > External

Acquisition > With Vendor.

To display asset balances for single asset wise-- Asset Explorer (AW01N)

Accounting > Financial Accounting > Fixed Assets > Asset > Asset Explorer

----Transactions made on this asset

----Asset balances year wise

----Depreciation planned year wise/period wise

----Depreciation posted year wise/period wise

----GL a/c assigned to this asset

----Depreciation key assigned

----Useful Life, expired useful life and the remaining useful life

----Comparison of the asset values across the fiscal years

----Depreciation Areas and the asset values depreciation area wise

----Types of depreciation posted/planned (planned, unplanned depreciation etc)

Depreciation Run (AFAB)

Accounting > Financial Accounting > Fixed Assets > Periodic Processing > Depreciation

Run > Execute

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This is executed every month end

System calculates & posts depreciation for all the assets in the given company

code

This is executed in a background thru a background job.

Four Options to run the depreciation and only one can be chosen at a time

Planned Posting Run----Periods will be picked sequentially

Unplanned Posting run---Periods can be skipped and a period can be randomly given

Repeat---- To charge/post depreciation again for assets or a single asset, this is used

Restart----This should be used when there is abrupt end (due to the power failure or

system shutdown etc) in the middle of depreciation run

(Planned Posting Run, Unplanned Posting Run, ---------------)

Asset Sale (F-92)

Accounting > Financial Accounting > Fixed Assets > Postings > Retirement >

Retirement with Revenue > With Customer

Example

Asset Acquisition date

01.04.2009

100000

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Asset sale date -01.06.2009

Asset value becomes 100000-1672=98328(this is the value at the sale date only if when u

selling a asset)

Sale on 01.06.2009---Sale value-105000

Profit on sale—(5000+depreciation 1672)===6672

( Asset sale value 105000- asset net book value-98328=profit on sale-6672)

Check on ‗Asset Retirement‘

Transaction Type: 210 Retirement with Revenue

Select ‗Complete Retirement‘

The Entry created is

01 Customer A/c. Dr.

70 Acc Depn A/c. Dr.

40 Asset Sale A/c. Dr.C

To 50 Asset Sale A/c.C

To 75 Asset A/c.

To 50 Profit on Asset Sale A/c.

001 01 0000500000 HYDERABAD CONSTRUC 105,000.00

002 50 0000300003 Asset SAle A/c 105,000.00-(C)

003 75 HYD 0000200012 000000400001 0000 100,000.00-

004 70 HYD 0000200017 000000400001 0000 820.00

005 40 HYD 0000300003 Asset SAle A/c 105,000.00(C)

006 50 HYD 0000300004 P on Sale of Ast A/ 5,820.00-

Asset Scrapping (ABAVN)

Accounting > Financial Accounting > Fixed Assets > Postings > Retirement > Scrap

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Asset Transfer within Company Code (ABUMN)

Accounting > Financial Accounting > Fixed Assets > Postings > Transfer > Transfer

within Company Code

Two types of transfers within the company code

1. Intra asset class

Transfer from

HYD---------------------------------B‘LORE

Asset no-200001-----------------new asset no---

(asset class- T110) (asset class- T110)

OR

2. Inter asset class

Transfer from

ASSET CLASS -1 ---------- TO ----------- ASSET CLASS -2

Asset no-200001

(Asset class-T110) (Asset class-T111)

HYD B‘LORE

NOTE: Accumulated depreciation of the existing asset will be shown in the ― Value

adjustment‖ section of the receiving asset.

HOW TO GIVE A SCRAP VALUE TO AN ASSET:

Example:

APC Value-100000

1000- SCRAP VALUE AT THE END OF USEFUL LIFE.

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Use the T.code- AS02 (change asset)

Note: System stops calculating depreciation once the net book value of the asset

reaches/equals the scrap value.

FI CLOSING PROCEDURES

--- FI MONTH END CLOSING

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--- FI YEAR END CLOSING

--- FI MONTH END CLOSING

(These activities are done in the first 2-5 working days of the current period for the

previous period)

Accrual/Deferral postings

Recurring Entries

Depreciation posting

Interest Calculation > Balances (F.52)

Close old period & open new period

AUC settlement

Foreign Currency valuation.

FI YEAR END CLOSING

1.GL Balances Carry Forward (F.16)(FAGLGVTR)

Accounting > Financial Accounting > General Ledger > Periodic Processing

> Closing > Carry Forward > Balances

PL BALANCES ---THEY ARE NOT CARRIED TO THE NEXT YEAR

BUT THEY ARE TRANSFERRED TO THE RETANINED EARNINGS

ACCOUNT WHICH IS GIVEN AT THE TRANSACTION CODE-OB53

BS BALANCES--- THEY ARE CARRIED FORWARD NEXT YEAR

Prerequisites

1. The retained earnings account should have been created

2. The retained earnings account should have been assigned at the

transaction code-OB53

2. Copying Document Number Ranges for next year (OBH2)

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SPRO > Financial Accounting > FAGS > Document > Document Number

Ranges > Copy to Fiscal Year

3. Open new fiscal year and Posting Periods in the new fiscal year (OB52)

SPRO > Financial Accounting > FAGS > Document > Posting Periods >

Open & Close Posting Periods

4.Vendor & Customer Balances to be carry forward to next year (F.07)

Accounting > Financial Accounting > Accounts Payable > Periodic

Processing > Closing > Carry Forward > Balances

5.Foreign Currency valuation.

6.CLOSING PROCEDURE IN AA

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6 (a): Execute Year End Closing for Assets (AJAB)

Accounting > Financial Accounting > Fixed Assets > Periodic Processing >

Year End Closing > Execute

This is applicable for AA only.

This step can be executed only after posting depreciation for all assets & for

all posting periods.

6(b):Fiscal Year change in AA(AJRW)

Accounting > Financial Accounting > Fixed Assets > Periodic Processing

> fiscal year change

6(c): Undo year end closing in AA (OAAQ) (this is optional and this is done

to remove the fiscal year which is closed and make it open again)

Accounting > Financial Accounting > Fixed Assets > Periodic Processing

> Year End Closing > Undo---Entire company code

Reports

REPORTS IN FI

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REPORTS IN GL

1. To View Chart of Accounts (S_ALR_87012326)

Accounting > Financial Accounting > General Ledger > Information System > General

Ledger Reports > Master Data > Chart of Accounts > Chart of Accounts

2. To display the list of journal entries

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To display the list of journal entries

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To display the list of journal entries

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3. A report showing list of Recurring entry documents

(Another report is at F.15)

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5. Ledger for Balance Audit Trial S_ALR_87100205

Accounting > Financial Accounting > General Ledger > Periodic Processing > Closing >

Document > Balance Audit Trial > All Accounts > General Ledger from the Document

File

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5. Trial Balance (S_ALR_87012310)

Accounting > Financial Accounting > General Ledger > Information System > General

Ledger Reports > Account Balances > Korea > Trial Balance South Korea

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6. Balance Sheet and P& L account (S_ALR_87012284) (F.01)

Accounting > Financial Accounting > General Ledger > Information System > GL

Reports > Balance Sheet/P&L Account/Cash Flows > General > Actual/Actual

Comparisons > Balance Sheet/Profit & Loss Statement

7. Drilldown Report P&L

Accounting > Financial Accounting > General Ledger > Information System > GL

Reports > Balance Sheet/P&L Account/Cash Flows > General > Actual/Actual

Comparisons > Actual/Actual comparison for year

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REPORTS IN AP

1.Vendors List (S_ALR_87012086)

Accounting > Financial Accounting > Accounts Payable > Information System > Reports

for Accounts Payable Accounting > Master Data > Vendor List

2.Display changes made to the vendor(S_ALR_87012089)


for Accounts Payable Accounting > Master Data > display changes made to the vendor

3. Vendor Age Analysis (S_ALR_87012085)


for Accounts Payable Accounting > Vendor Items > Vendor Payment History with Open

Item Sorted List

4. Vendor line items (S_ALR_87012103)

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5. List of Vendor open items (S_ALR_87012083)

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6.Vendor Cleared items(S_ALR_87012104)

7. List of Down Payments to Vendors (S_ALR_87012105)


for Accounts Payable Accounting > Vendor Items > List of Down Payments open at key

date - Vendors

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REPORTS IN AR

1. List of customers

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2.To display changes made to a customer

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6. Customer line items or ledger

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4. Customer ageing analysis

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5. Customer open items

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6. Customer Cleared Items

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7. Customer down payments

REPORTS IN AA

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Report to view single asset- Asset Explorer (AW01N)

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Report to View asset balances by asset number ( S_alr_87011963)

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Report to View asset balances by asset Class ( S_alr_87011964)

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Report to View asset balances by Business Area (S_alr_87011965)

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Report to View asset balances by Cost Center (S_alr_87011966)

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Report to View asset balances by Plant (S_alr_87011967)

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Asset History Sheet (AR02) (S_alr_87011990)

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Asset Transactions (S_alr_87012048)

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Asset Aquisitions

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Report to View Asset Retirements

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Report to View Intra Company Asset Transfers

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Report to view Depreciation Posted

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Report to View Depreciation Forecast

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FINANCIAL STATEMENT VERSION(FSV)

THIS IS THE USED TO ARRANGE THE GL ACCOUNTS IN A DESIRED MANNER SO AS TO DISPLAY THEM ON YOUR FINANCIAL STATEMENTS I.E P& L STATEMENT AND BALANCE SHEET

THIS IS THE STRUCTURED WAY IN WHICH THE GL ACCOUNTS SHOULD APPEAR

USED IN THE TRANSACTION CODES-F.01 ETC.

THIS CONSISTS OF NODES AND SUB-NODES

TO THE LAST NODE, THE GL ACCOUNT IS ASSIGNED 1. DEFINE FINANCIAL STATEMENT VERSION (OB58)

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Creation of Company code by copying from another company code

T.code-EC01

System copies the following to the new company code from the old company code

1. Configuration Data

2. GL accounts

3. Number Ranges

NOTE

1. Copying the GL is optional and it is recommended if the same chart of accounts is used

for both the company codes

2. There is an option of changing the currency for the new company code while copying.

To change the currency for the new company code, select ―Yes‖ in the message below

which comes up in the process of copying the company code.

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EXTENDED WITHHOLDING TAX

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Prerequisites

Bank account

House Bank

Define WH Tax Countries

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Define WH Tax Keys

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Define Business Places

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Assign business place to section code

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Define Factory Calender and Holiday Calender

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Assign Factory Calender to Business Work Places

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Define EHT Tax types for Invoice Posting

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Define EHT Tax types for Payment Posting

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Potray Dependencies between WH Tax types

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Define WHT Codes

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Check Recepient Types

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Maintain Tax due Dates

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Assign WH tax types to Company code

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Activate Ext WH Tax

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Maintain Surcharges for Calculation Methods

Maintain Surcharge Tax codes ( separate Tax codes)

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Maintain Surcharge rates(Surcharges combined with Basic WHT codes)

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Creation of Two GL accounts ( FS00)

Professional Charges a/c under Admin

TDS on Prof.Charges Under Current Liabilities ( with OI)

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Automatic account Assignment / account determination of GL accounts for

automatic postings

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Maintain Company code settings for excise ( by MM)

Specify Document Type for Remittance Challan

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Maintain Number Groups

(For remittance Challan)

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Assign number Ranges to number groups

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Maintain Number Ranges

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Maintain number groups and SAP script form

( for TDS Certificates)

A SAP pre-defined form is specified here so that system will use this form for

printing the TDS certificates.

Example- J_1IEWT_CERT for India

A new form according to the local legal rules can be created by the ABAP

consultants

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Assign Number Ranges to number groups

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Maintain Number Ranges

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Assign WHT types and codes in the Vendor master ( T.Code- XK02)

Vendor Invoice Posting for Professional Charges

T.Code-F-43

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001 31 0000901005 Chakravarthy-CA 94,390.00-

002 40 1111 0000300002 Prof.Charges a/c 100,000.00

003 50 1111 0000100202 TDS on Prof.char.a/ 5,000.00-

004 50 1111 0000100202 TDS on Prof.char.a/ 500.00-

005 50 1111 0000100202 TDS on Prof.char.a/ 100.00-

006 50 1111 0000100202 TDS on Prof.char.a/ 10.00-

Creation of Remittance Challan (J1INCHLN)

The creation of RC will post an entry and clears the open items in the TDS GL

account

Enter Bank Challan( JINBANK)

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Print TDS Certificate( J1INCERT)

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SAP FI Notes Manohar (Manu's)

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Transcript of SAP FI Notes Manohar (Manu's)