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AC260 Additional Features in Financial Accounting AC260
R/3 System Release 46C 04/04/2001
0
AC260 Additional Features in Financial Accounting ...................................................................................................0-1
Copyright ..................................................................................................................................................................0-2
Financial Accounting I..........................................................................................................................................0-4
Course Prerequisites..............................................................................................................................................0-5
Target group..........................................................................................................................................................0-6
Introduction: Contents...............................................................................................................................................1-1
Course goal ...........................................................................................................................................................1-2
Course Objectives .................................................................................................................................................1-3
Contents ................................................................................................................................................................1-4
Course Overview Diagram....................................................................................................................................1-5
Business scenario ..................................................................................................................................................1-6
Special G/L Transactions: Contents..........................................................................................................................2-1
Special G/L Transactions: Unit Objectives ...........................................................................................................2-2
Course Overview Diagram....................................................................................................................................2-3
Special G/L Trans - Alternate Reconciliation Acct...............................................................................................2-4
Different Types of Business Transactions.............................................................................................................2-5
Special G/L Transaction Types .............................................................................................................................2-6
Sp. G/L Types: Stat.Offsetting Entry (Automatic)................................................................................................2-7
Special G/L Types: Noted Items ...........................................................................................................................2-8
Special G/L Types: Freely Definable Offsetting Entries.......................................................................................2-9
Down Payment Processing: Example .................................................................................................................2-10
Bad Debt Adjustment: Example..........................................................................................................................2-11
Bill of Exchange Example (Without Charges)....................................................................................................2-12
Configuration of Special G/L Transactions.........................................................................................................2-13
Special G/L Transactions:Definition of Properties and Accounts.......................................................................2-14
Automatic Statistical Offsetting-Posting.............................................................................................................2-15
Special G/L Transactions - Posting Key .............................................................................................................2-16
Special General Ledger: Account Control ..........................................................................................................2-17
Special G/L Transactions: Summary...................................................................................................................2-18
Data Used in the Exercises..................................................................................................................................2-19
Special General Ledger Transactions Exercises..................................................................................................2-20
Special G/L Transactions Solutions ....................................................................................................................2-23
Correspondence.........................................................................................................................................................3-1
Correspondence: Topic Objectives .......................................................................................................................3-2
Course Overview Diagram....................................................................................................................................3-3
Correspondence: Business Scenario......................................................................................................................3-4
Correspondence Overview ....................................................................................................................................3-5
Correspondence Function Overview.....................................................................................................................3-6
Correspondence Process........................................................................................................................................3-7
Correspondencefrom Correspondence Types to Forms ........................................................................................3-8
Correspondence Type: Individual Text.................................................................................................................3-9
Correspondence: Unit Summary .........................................................................................................................3-10
Correspondence Exercises ..................................................................................................................................3-11
Correspondence Solutions...................................................................................................................................3-14
Interest Calculation: Contents ...................................................................................................................................4-1
Interest Calculation: Unit Objectives ....................................................................................................................4-2
Course Overview Diagram....................................................................................................................................4-3
Interest Calculation: Business Scenario ................................................................................................................4-4
Kinds of Interest Calculation ................................................................................................................................4-5
Interest Calculation Configuration ........................................................................................................................4-6
Interest Calculation Indicator ................................................................................................................................4-7
General Terms.......................................................................................................................................................4-8
Time-Dependent Interest Terms............................................................................................................................4-9
Reference Interest Rates......................................................................................................................................4-10
Reference Interest Rates Values..........................................................................................................................4-11
Account Determination .......................................................................................................................................4-12
Running Interest Calculation...............................................................................................................................4-13
Interest Calculation: Summary............................................................................................................................4-14
Interest Calculation Exercises .............................................................................................................................4-15
Interest Calculation Solutions .............................................................................................................................4-17
Parallel Currencies: Contents ....................................................................................................................................5-1
Parallel Currencies: Unit Objectives .....................................................................................................................5-2
Target Users of Parallel Currencies ......................................................................................................................5-3
Course Overview Diagram....................................................................................................................................5-4
Local Currency......................................................................................................................................................5-5
Update Currency ...................................................................................................................................................5-6
Additional Local Currencies .................................................................................................................................5-7
Definition of Additional Local Currencies............................................................................................................5-8
Additional Local Currencies: Currency Type .......................................................................................................5-9
Additional Local Currencies: Exchange Rate Types...........................................................................................5-10
Additional Local Currencies: Detail - Output Currency and Translation Date ...................................................5-11
Define Ledger for Additional Currencies............................................................................................................5-12
Exchange Rate Tables .........................................................................................................................................5-13
Store Document for Parallel Currencies..............................................................................................................5-14
Financial Statements Using Additional Currencies.............................................................................................5-15
Integration FI-CO................................................................................................................................................5-16
Parallel Currencies: Business Scenario ...............................................................................................................5-17
Business Scenario ...............................................................................................................................................5-18
Parallel Currencies: Summary.............................................................................................................................5-19
Parallel Currencies Exercises ..............................................................................................................................5-20
Parallel Currencies Solutions ..............................................................................................................................5-23
A/P and A/R Information System: Contents .............................................................................................................6-1
A/P and A/R Information System: Unit Objectives ..............................................................................................6-2
Course Overview Diagram....................................................................................................................................6-3
A/P and A/R Information System: Business Scenario ..........................................................................................6-4
What is the Accounts Payable and Accounts Receivable Information System? ...................................................6-5
Evaluations - A Two-Step Process........................................................................................................................6-6
Customizing - Selecting Evaluations I ..................................................................................................................6-7
Customizing - Selecting Evaluations II.................................................................................................................6-8
Customizing - Selecting Evaluations III ...............................................................................................................6-9
Customizing - Selecting Evaluations IV .............................................................................................................6-10
Customizing - Selecting Evaluations V...............................................................................................................6-11
Customizing: Variants for the Report Tree .........................................................................................................6-12
Creating Evaluations ...........................................................................................................................................6-13
Display Evaluation Results .................................................................................................................................6-14
Standard Evaluations...........................................................................................................................................6-15
Due Date Analysis ..............................................................................................................................................6-16
Payment History..................................................................................................................................................6-17
Currency Analysis...............................................................................................................................................6-18
Overdue Items .....................................................................................................................................................6-19
Days Sales Outstanding Analysis........................................................................................................................6-20
Terms Offered/Terms Taken...............................................................................................................................6-21
Functions for Drilldown Lists .............................................................................................................................6-22
Report Tree and Access Paths.............................................................................................................................6-23
Report Tree: Characteristics...............................................................................................................................6-24
A/P and A/R Information System: Summary......................................................................................................6-25
A/P_A/R_Information System Exercises............................................................................................................6-26
A/P_A/R_Information_System Solutions ...........................................................................................................6-30
Document Parking: Contents ....................................................................................................................................7-1
Document Parking: Unit Objectives .....................................................................................................................7-2
Course Overview Diagram....................................................................................................................................7-3
Document Parking: Business Scenario .................................................................................................................7-4
What is Document Parking?..................................................................................................................................7-5
Document Parking: Functions...............................................................................................................................7-6
Documents You Can Park.....................................................................................................................................7-7
Entering Data and Parking Documents .................................................................................................................7-8
Changing a Parked Document...............................................................................................................................7-9
Posting a Parked Document ................................................................................................................................7-10
Deleting a Parked Document ..............................................................................................................................7-11
Displaying Change Documents...........................................................................................................................7-12
Reporting on Parked Documents.........................................................................................................................7-13
Authorizations and Workflow.............................................................................................................................7-14
Document Parking: Summary .............................................................................................................................7-15
Document Parking Exercises ..............................................................................................................................7-16
Document Parking Solutions...............................................................................................................................7-19
FI Archiving: Contents..............................................................................................................................................8-1
FI Archiving: Unit Objectives...............................................................................................................................8-2
Course Overview Diagram....................................................................................................................................8-3
FI Archiving: Business Scenario...........................................................................................................................8-4
Archiving and Retrieval ........................................................................................................................................8-5
Archiving: FI Objects and Programs.....................................................................................................................8-6
Archiving Logic ....................................................................................................................................................8-7
Customizing: Document Archiving ......................................................................................................................8-8
Customizing: Document Life ................................................................................................................................8-9
Individual Customizing: Archiving.....................................................................................................................8-10
Special Customizing: Archiving Objects ............................................................................................................8-11
FI Archiving: Summary ......................................................................................................................................8-12
FI Archiving Exercises........................................................................................................................................8-13
FI Archiving Solutions........................................................................................................................................8-15
FI Data Transfer ........................................................................................................................................................9-1
Data Transfer: Topic Objectives ...........................................................................................................................9-2
Overview Diagram with Unit Highlighted............................................................................................................9-3
Data Transfer: Business Scenario .........................................................................................................................9-4
Data Transfer to the R/3 System ...........................................................................................................................9-5
Direct Data Transfer..............................................................................................................................................9-6
Data Transfer Using Interfaces .............................................................................................................................9-7
Data Transfer Workbench .....................................................................................................................................9-8
LSMW...................................................................................................................................................................9-9
Data Transfer with DX-WB................................................................................................................................9-10
DX-WB Transfer Method ...................................................................................................................................9-11
Business Object...................................................................................................................................................9-12
Transfer Methods ................................................................................................................................................9-13
Batch Input Method ............................................................................................................................................9-14
Overview: Batch Input Processing......................................................................................................................9-15
Call Transaction Method.....................................................................................................................................9-16
Direct Input Method............................................................................................................................................9-17
BAPI Method ......................................................................................................................................................9-18
Data Transfer: Unit Summary .............................................................................................................................9-19
Data Transfer Exercises ......................................................................................................................................9-20
Data Transfer Solutions.......................................................................................................................................9-22
© SAP AG 1999
AC260 Additional Features in Financial Accounting
© SAP AG
AC260AC260Additional Features in Financial Accounting
Additional Features in Financial Accounting
R/3 System Release 4.6B July 2000 Material number 5003 8396
© SAP AG 1999
Copyright 2000 SAP AG. All rights reserved.
Neither this training manual nor any part thereof maybe copied or reproduced in any form or by any means,or translated into another language, without the priorconsent of SAP AG. The information contained in thisdocument is subject to change and supplement without prior notice.
All rights reserved.
Copyright
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SAP, SAP Logo, mySAP.com, mySAP.com Marketplace, mySAP.com Workplace, mySAP.com Business Scenarios, mySAP.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP™, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all
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Design: SAP Communications Media
© SAP AG 1999
Financial Accounting I
Financial Accounting and Reporting
AC010 5 days
Asset AccountingAC305 4 days
Special Purpose Ledger
Human ResourcesEssentials I
HR051 1 day
Level 3Level 2
Travel ManagementTravel Expenses
AC270 3 daysTravel ManagementTravel Planning
AC275 2 days
@ACxxxxmoree-learnings
@AC010aChange Vendor or Customer Master Data via Internet
Human ResourcesEssentials II
HR052 2 days
@@@@
1 h
General Ledger/ Accounts Payable/ Accounts Receivable Configuration
AC200 3 days
Periodic Processing in Accounts Payable/ Accounts Receivable
AC201 2 days
Financial ClosingAC205 2 days
x h
AC220 5 days
Additional Financial Functionality
AC260 1 day
@AC200aInterest Calculation of open and/or cleared items @@
2 h
© SAP AG 1999
AC010 Financial Accounting and Reporting
Professional experience in accounting
Course Prerequisites
© SAP AG 1999
Participants:Project team members responsible for Financial Accounting
Duration: 2 days
Target group
Notes for participants: The training materials are not designed to be self-learning units. The materials are only complete when enhanced by the explanations of the course instructor. There is space available on the pages to write down additional information.
You may not have time to complete all the exercises during the course. The exercises are additional examples to enhance the material learned during the course. Using these examples, the participants can improve their knowledge after completing the course.
(C) SAP AG AC260 1-1
© SAP AG 1999
Course goal
Course objectives
Contents
Course overview diagram
Business scenario
Introduction: Contents
(C) SAP AG AC260 1-2
© SAP AG 1999
This course will enable you to:
Course goal
Become aware of additional features within SAP's Financial Accounting module
(C) SAP AG AC260 1-3
© SAP AG 1999
At the conclusion of this course, you will be able to:
Course Objectives
Describe additional features in FIConfigure additional functions in FI
(C) SAP AG AC260 1-4
© SAP AG 1999
Unit 6 A/P A/R InformationSystem
Unit 7 Document Parking
Unit 8 FI Archiving
Unit 9 Data Transfer
Unit 1 Introduction
Unit 2 Special G/LTransactions
Unit 3 Correspondence
Unit 4 Interest Calculation
Unit 5 Parallel Currencies
Preface
Exercises
Solutions
Contents
(C) SAP AG AC260 1-5
© SAP AG 1999
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Interest CalculationInterest Calculation
Parallel CurrenciesParallel Currencies
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
Course Overview Diagram
(C) SAP AG AC260 1-6
© SAP AG 1999
In addition to the more common FI functions, the users of the FI department need additional functions. This includes, for example, A/R A/P info systems. There are also additional technical functions that you might not use during the first year your R/3 System is in operation or functions that you might just need once, for example, data transfer prior to your productive start.
After the installation of your R/3 System, you as a member of the project team will test these additional FI functions.
Business scenario
(C) SAP AG AC260 2-1
© SAP AG 1999
What is a Special G/L Transaction?
Special G/L Transactions: OverviewFreely definable offsetting entries
Noted items
Statistical postings
Configuration of Special G/L Transactions
Special G/L Transactions: Contents
(C) SAP AG AC260 2-2
© SAP AG 1999
Describe the special G/L transactions
Describe the functions of the special G/L transactions
Perform special G/L transaction configuration
At the conclusion of this unit, you will be able to:
Special G/L Transactions: Unit Objectives
(C) SAP AG AC260 2-3
© SAP AG 1999
Course Overview Diagram
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Interest CalculationInterest Calculation
Parallel CurrenciesParallel Currencies
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
(C) SAP AG AC260 2-4
© SAP AG 1999
Customer
1000Downpymt 1000
Vendor
1000Downpayment1000
General ledgerReceivables
140000Payables160000
Down pymts recvd170000
Down pymts made159000
1000
1000 1000
1000
Special G/L Trans - Alternate Reconciliation Acct
Special G/L transactions are transactions in accounts receivable and accounts payable that are displayed separately in the general ledger and the subsidiary ledger. This may be necessary for reporting or internal reasons. For example, down payments must not be balanced with receivables and payables for goods and services.
Transactions involving subsidiary ledgers are tied to the general ledger through the reconciliation account defined in the sub-ledger master record. Special general ledger indicators use the subsidiary ledger master records but are connected to the general ledger via alternative reconciliation accounts. The configuration of the special general ledger indicator determines if the posting will be an actual G/L posting, a noted item in the general ledger, or a statistical entry.
(C) SAP AG AC260 2-5
© SAP AG 1999
Down payment request
Down payment
Bill of exchange request
Bill of exchange
Check/bill exchange
Ind. value adjustment
Security deposit
Interest
User-defined
With downpayments
With billsof exchange
Other
Different Types of Business Transactions
There are many uses for special G/L transactions. These transactions can be grouped into 3 basic categories:
- Down Payment Related: R/3 provides special pre-configured programs and screens which handle the request, receipt and application of down payments. They can be used in the A/P or A/R application components and are are contained on the standard R/3 menus. Down payment processing has also been integrated into the R/3 dunning and payment processing programs.
- Bill of Exchange Related: Bill of exchange processing is used to handle country-specific requirements. R/3 contains special pre-configured programs and screens which use special G/L transaction functions to meet these requirements. Bill of exchange options are contained on the standard R/3 A/R and A/P menus and are integrated into other FI functions.
- Other Transactions: Other miscellaneous types of business transactions use the special G/L transaction functions. To access these types of transactions, there is an option under document processing in A/P and A/R entitled "Other". It is also possible to direct individual financial document line items to an alternate reconciliation account by using the special G/L indicator. This will control the type of processing that will take place when the business transaction is entered.
(C) SAP AG AC260 2-6
© SAP AG 1999
Automatic, statistical
offsetting entry
Automatic, statistical
offsetting entryNoted itemsNoted itemsNoted items
Free offsetting entry
Free Free offsetting entryoffsetting entry
There are three types of special G/L transactions, and their relationship to the general ledger is the key distinction
Special G/L Transaction Types
There are 3 ways that special G/L entries can be recorded in the system. This is controlled by the G/L indicator of the line item being entered.
Real Postings are part of the balance sheet. They are postings with a freely-definable offsetting entry. Example: The posting of a down payment received.
Automatic offsetting entries are transactions that are always posted to the same offsetting account. They are typically part of the balance sheet appendix. Example: Posting a guarantee.
Noted items are postings that are not intended to be displayed in the general ledger but are only to remind you of outstanding payments due or to be made. Example: A down payment request.
(C) SAP AG AC260 2-7
© SAP AG 1999
Two line items with postings to a predefined offsetting account
Predf.offsttng acctPredf.offsttng acctPredf.offsttng acct
G/L acct. receivablesReconc. account
888CUST-ABC
Guaranty of 10000 paidExample: Security deposits
Invoice 1 555
Invoice 2 333
Guaranty of 10000 offset
Guarantees paid
GuaranteespaidClearing account
1000010000
10000 10000
10000 10000
Sp. G/L Types: Stat.Offsetting Entry (Automatic)
With automatic statistical postings, you always post to the same offsetting account. To simplify the posting procedure, you can define the number of the account required for the offsetting entry in the system. The system then posts the offsetting entry automatically. When you clear open items in an open item account, the system automatically clears the relevant open items in the offsetting account.
These transactions are called statistical postings since they are generally not displayed on the balance sheet or only in the appendix. For example, guarantees made are displayed in the appendix, while guarantees received are not displayed. Nevertheless, for internal purposes it is a good idea to have an overview of the guarantees that have been received.
Example of Statistical Entry -Guarantee: You agree with a customer to stand as guarantor for an amount of 100 000, therefore accepting the possibility that you may be liable for this amount. This liability is shown in the customer account and the special G/L account Guarantees Made. The automatic offsetting posting is made to the clearing account for guarantees made. When the liability no longer exists, the guarantee would then be reversed.
(C) SAP AG AC260 2-8
© SAP AG 1999
Spec. G/L receivablesreconciliation account
888CUST-ABC
10000
Invoice 1 555
Invoice 2 333
A line item is created without updating the account balances in the general ledger
Down paymentrequests
Down payment request of 10000Example:
10000
Special G/L Types: Noted Items
Noted items are informative special G/L transactions that are not intended to be displayed or included in the general ledger but are only to remind users of outstanding payments due or to be made.
There is only one line item produced when a noted item is entered. There is no offsetting entry made. The payment program and the dunning program can access noted items for additional processing. Noted items are managed as a line item in the open item account and the special G/L account. Therefore you should always activate the line item display for these accounts.
Examples of Noted Items: Down payment request, bill of exchange request
(C) SAP AG AC260 2-9
© SAP AG 1999
Freely definableFreely definableoffsetting entriesoffsetting entries
Freely definable offsets are two line entries where the offsetting line item account is entered at the time of the entry.
G/L acct. receivablesreconciliation account
888
CUST-ABC
Example: Down payment received
Invoice 1 555
Invoice 2 333
10000 Down payment received
Down payments received
10000
10000
Special G/L Types: Freely Definable Offsetting Entries
Bank10000
Special G/L transactions configured as freely definable offsets create a real entry in the general ledger. The alternative reconciliation account is automatically debited or credited depending on the entry. The user is required to enter the G/L account for the offsetting entry.
Example of Freely Definable Offsetting Entry - Down Payment Receipt: Upon receipt of a down payment request, a customer sends 100,000. The R/3 System registers the receipt of the payment in the accounts receivable ledger as well as in the G/L reconciliation account (down payments received). The account that will be debited for the cash received can be defined when the transaction is entered in the R/3 System.
(C) SAP AG AC260 2-10
© SAP AG 1999
CustomerCustomer
(3) 12000 10000 (4)
(1) [09F 10000]
2000 (5)
(4) 09A 10000 19A 10000 (2)
Output taxOutput tax
(4) 1304.35 1304.35 (2)(3)1565.22
Output tax clearingOutput tax clearing
(2) 1304.35 1304.35 (4)
Reconciliation accountReconciliation account
(3) 12000 10000 (4)(5)2000
Down payment requestDown payment request
(1) [10000]
Down payment (+B)Down payment (+B)
(4) 10000 10000 (2)
RevenueRevenue
10434,78 (3)
BankBank
(2) 10000(5) 2000
Down Payment Processing: Example
(1) Down payment request: A down payment request is a noted item. It does not change any account balances. You can can dun and pay automatically on the basis of down payment requests. (2) Down payments received: A down payment received represents a liability on your books. It thus may not change the balance of the "Receivables" reconciliation account. You manage down payments received in the alternative G/L account "Down Payments Received" in the payables area of the balance sheet. (3) Customer invoice: When goods are delivered or services performed, the customer receives an invoice. (4) Apply Down Payment to Invoice: At this point the down payment is no longer a down payment. Make the offsetting posting for it. Then it can be posted as a payment to account. (5) Clear the down payment from your accounts. Note: The procedure for down payments paid is exactly the same as that for down payments received. The down payment is actually made with the payment program.
(C) SAP AG AC260 2-11
© SAP AG 1999
CustomerCustomer Reconciliation accountReconciliation account
Individual adjustmentfor receivables
Individual adjustmentfor receivables
(3) 10000
(1) 11500 (4)11500 (1) 11500 (4)11500
RevenueRevenue
(1)10000
Output taxOutput tax
(4) 1500
(3) 09E 10000 (2) (2)1000019E 10000
Without tax!
Bad debt expenseBad debt expense(2) 10000 (3)10000
Expense for uncollectable acctsExpense for uncollectable accts(4) 10000
1500 (1)
Bad Debt Adjustment: Example
Doubtful receivables are recorded as individual value adjustments when preparing the balance sheet in year end closing procedures. The special general ledger method is suitable for this procedure since the transaction is entered in the customer account but is also posted to a special G/L account, "Individual Value Adjustments for Receivables". (1) Receivable is recorded in the customer's account. (2) Individual Value Adjustment ( post without tax) is recorded. The expense is now in place for P&L reporting and will be entitled "Individual Value Adjustment Expense".
(3) After the balance sheet key date, you clear the individual value adjustment in effect reversing the adjustment.
(4) A valuation adjustment is made if the receivable is determined to be un-collectable. This time the account "Expense from non-recoverable receivables" is created. This entry does not use a special G/L account since the regular A/R reconciliation account must be adjusted.
(C) SAP AG AC260 2-12
© SAP AG 1999
Reconciliation accountReconciliation account
10000 10000 (2)
Bill of exchange rec.Bill of exchange rec.
(5)10000
RevenueRevenue
8695.65
Output taxOutput tax
1304.35
Bank bill collectionBank bill collection
10000 (4)
10000
BankBank
10000(4)
Bill collection clearingBill collection clearing
(5)
(3) 10000
10000 (3)10000
(1)
(2)
(1)
(1)
CustomerCustomer
(1) 10000 10000 (2)
(5)1000009W 10000(2)
Bill of Exchange Example (Without Charges)
Bills of exchange are a form of short-term financing. By paying an invoice by bill of exchange, your customer receives a longer payment period (three months, for example). If you wish, you can pass this bill on to third parties for refinancing . It can be discounted at a bank in advance of its due date in which case the bank would charge you interest. See the online help for more information.
Bills of exchange are treated as special G/L transactions in the FI system. These transactions are therefore automatically recorded separately from other transactions in the sub-ledger and are posted to a special G/L account in the general ledger. As a result, you can display an overview of bills of exchange activity at any time. You can post bills of exchange receivable, bills of exchange payable, and outgoing & incoming checks/bills of exchange.
An example of a bill of exchange receivable without charges is illustrated above: (1) The receivable is recorded in the customer's account. (2) Customer initiates payment using bill of exchange. The balance is now tracked with bills receivable rather than in normal A/R balance. (3) The bank collects the funds from the customer's account on the date specified. (4) The collected amount is deposited into your companies bank account. (5) The amount is applied to the customer's account and the appropriate accounts are cleared.
(C) SAP AG AC260 2-13
© SAP AG 1999
Pre-configuredspecial G/Lindicators
Posting keys
Noted Item (?)Special G
/L
account
Down Pymt, Bill
of Exch. or Oth
Special G/L transactions are already maintained in the standard system
AGBE
Examples:Down paymentGuaranteesBill of exchange rec.Reserve for bad debt
Configuration of Special G/L Transactions
Special G/L transactions are contained in the standard system. However you might what to customize further if you require changes to the standard transactions such as:
- Different account numbers for the reconciliation accounts or the special G/L accounts - Other posting keys or special G/L indicators for the individual transactions - Other specifications for the automatic postings. These include the accounts to be posted, the posting
keys and the rules for account assignment with automatic postings. Special G/L transactions use the special G/L indicator which specifies the type of transaction, in conjunction with the type of account (customer or vendor) to define a particular configuration. Example: Customer down payments and vendor down payments are configured separately.
You can get to a list of special G/L transactions through the use of transaction code FBKP. Then choose special G/L from the toolbar.
(C) SAP AG AC260 2-14
© SAP AG 1999
Special G/L Transactions:Definition of Properties and Accounts
Properties ----------- Type of special G/L Reconc. Special G/Ltransaction account account
Noted item Down payment _______ _______Rel. for credit limit check Bill of exchange _______ _______Commitment warning OtherTarget special G/L indicator
Posting key ------------------------------------------
Debit Credit09 19
Chart of acct.AAAA
Account type Spec.G/L ID Name__ __ _______________
The property screen defines the characteristics for each special G/L indicator/account type Noted Items: You can specify that a special G/L transaction will not update account balances. Relevance for credit limit check: Special G/L transactions can be included in customer credit limit checks. Noted items are generally not considered. All other transactions can be marked according to user specifications. Commitment warning: You can specify that when you post to a vendor or customer account, a message is issued warning the user that a special G/L transaction exists. Example: When you post a vendor invoice, it is helpful to know that a down payment exists for that vendor. Target special G/L indicator: For noted items, you can set the special G/L indicators that are permitted during document entry. The target special G/L indicator is used in the standard system for down payment requests. Special G/L Transaction Type: This defines whether the transaction is a down payment, bill of exchange, or another type. Posting keys: These are the only posting keys that will be allowed in combination with this special G/L indicator.
(C) SAP AG AC260 2-15
© SAP AG 1999
Name TransactionAutomatic statistical offsetting posting SGA
Chart of accounts AAAA
FI configuration: Automatic postings
DGDSKGKS
Acct.type/Spec G/L ID Account
196110196210196410196210
Automatic Statistical Offsetting-Posting
Statistical postings are postings that always post to the same offsetting account. It is based on a combination of the account type (customer/vendor) and the special G/L indicator being used.
It is therefore necessary to define that offsetting account to be used.
(C) SAP AG AC260 2-16
© SAP AG 1999
Customer09 Debit19 Credit
Vendor29 Debit39 Credit
Posting key 09. . .Other attributesales-related ?Special G/LReversal posting keyPayment transaction?Field selection
Sp.G/L Debit/Credit
----------------------? ??19? ?
Special G/L Transactions - Posting Key
The posting keys 09, 19, 29 and 39 are assigned to special G/L transactions in the standard system. The figure shows the configuration of posting key 09. Note that the selection button displays that this posting is used with special G/L transactions.
(C) SAP AG AC260 2-17
© SAP AG 1999
Master data in company codeMaster data in company code
Special General Ledger: Account Control
Account control ----------------------------------------. . .
Tax category ____Recon.account for acct type (D/K). . .
Line item display ? ??Sort key 31 Customer number
Document creation control -------------------
Field status group G031 down payments rcvd. . .
The special G/L accounts are defined as reconciliation accounts for account types D or K. In contrast to 'standard reconciliation accounts' (A/P A/R), special G/L accounts generally have line item display capability.
You can change the screen layout for entering postings via the field status group.
(C) SAP AG AC260 2-18
© SAP AG 1999
Explain what special G/L transactions are
Distinguish between various types of special G/L transactions
Describe functions for special G/Ltransactions
Configure special G/L transactions
In this unit, you have learned how to:
Special G/L Transactions: Summary
(C) SAP AG AC260 2-19
Data Used in the Exercises Data Data in training system Data in IDES System
(C) SAP AG AC260 2-20
Special General Ledger Transactions Exercises
Unit: Special G/L Transactions
At the conclusion of these exercises, you will be able to:
• Process special G/L transactions, on the basis of down payments
• Demonstrate the configuration of a special G/L transaction using down payments as an example
You must prepare a simple demonstration to explain the processing and configuration of a Special G/L Transaction.
1-1 For this course, create a customer with the name T-C1##. ## is the group number as given to you by the course instructor. The customer should be created in company code 1000 using Cust-99 in company code 1000 as a reference.
1-1-1 Record the customer number and reconciliation account for your newly created
customer.
_____________________________________________________
1-2 You negotiated a contract with your customer for 10000, and the contract specifies a
10% down payment due immediately.
1-2-1 Post a down payment request for 1000 using today’s date in company code 1000. The target G/L indicator should be A. The payment is due today. The tax code is A0.
(C) SAP AG AC260 2-21
1-2-2 What is the purpose of the Trg. SP. G/L ind field on this screen? (Use F1 to obtain additional information)
____________________________________________________ ____________________________________________________
1-2-3 Record the document number of the down payment request.
______________________
1-2-4 Review the configuration of a down payment request and a down payment by executing transaction code FBKP and then selecting Special G/L from the toolbar. The down payment request for customers uses account type D and special G/L indicator F. The down payment uses account type D and special G/L indicator A.
1-2-5 What is different about the configuration of these two transactions?
__________________________________________________ __________________________________________________
1-2-6 From the configuration screens determine the general ledger account number that will be used when a down payment is received for a customer that uses reconciliation account 140000.
__________________________________
1-2-7 Display the open line items for your customer making sure to include Special
G/L transactions.
Accounting→Financial Accounting →Accounts Receivable →Account → Display/change line items…enter data, choose open items, cleared items and items with special G/L transactions
1-2-8 What is the special G/L indicator for the down payment request?
______________
1-2-9 How many line items make up this transaction? _______________________________
(C) SAP AG AC260 2-22
1-2-10 What is the reconciliation account for this line item?
____________________
1-2-11 Today, you receive a down payment of 1000 from your customer T-C1## and post it to bank account 113100 with special G/L indicator A. From the menu, choose down payments, once you have entered the data that assigns the down payment to the correct down payment request. Record the document number of the down payment received. ____________________________
1-2-12 Display the open line items for your customer making sure to include Special G/L transactions and cleared items.
___________________________________________________
1-2-13 What is the status of the down payment request? ________________________
1-2-14 Display the document overview for the down payment received. Which General Ledger account has been posted to? _______________
Optional exercises:
1-3 Review the settings for individual value adjustments (Reserve for bad debt, Acct type
D, special G/L indicator E) and guarantees (acct type D, special G/L indicator G)
____________________________________________________
(C) SAP AG AC260 2-23
Special G/L Transactions Solutions
Unit: Special G/L Transactions
1-1 For this course, create a customer with the name T-C1##. ## is the group number as given to you by the course instructor. The customer should be created in company code 1000 using Cust-99 in company code 1000 as a reference.
Accounting →Financial Accounting→Accounts Receivable→Master Records→Create…….enter data…….Save
1-1-1 Record the customer number and reconciliation account for your newly created
customer.
T-C1##, reconciliation account 140000
1-2 You negotiated a contract with your customer for 10000, and the contract specifies a
10% down payment due immediately.
1-2-1 Post a down payment request for 1000 using today’s date in company code 1000. The target G/L indicator should be A. The payment is due today. The tax code is A0.
Accounting→Financial Accounting→Accounts Receivable→Document Entry→Down Payment→Request
1-2-2 What is the purpose of the Trg. SP. G/L ind field on this screen? (Use F1 for help)
You determine the special G/L indicator for a down payment request in this field with which the corresponding down payment is to be posted later.
1-2-3 Record the document number of the down payment request.
(document number)
1-2-4 Review the configuration of a down payment request and a down payment by executing the transaction code FBKP and then selecting Special G/L from the toolbar. The down payment request for customers uses account type D and special G/L indicator F. The down payment uses account type D and special G/L indicator A.
(C) SAP AG AC260 2-24
FBKP → Special G/L → Choose Down payment request (F) for account type D→Chart of accounts: INT→Choose Properties
FBKP → Special G/L → Choose Down payment (A) for account type D→Chart of accounts: INT→Choose Properties
1-2-5 What is different about the configuration of these two transactions?
The down payment request is a noted item, while the down payment creates an actual entry.
The down payment request has only one posting key defined for it, while the down payment has a debit and credit posting key defined for it.
1-2-6 From the configuration screens determine the general ledger account number that will be used when a down payment is received for a customer that uses reconciliation account 140000.
170000
1-2-7 Display the open line items for your customer making sure to include Special G/L transactions.
Accounting→Financial Accounting →Accounts Receivable →Account → Display/change line items…enter data, choose open items, cleared items and items with special G/L transactions
1-2-8 What is the special G/L indicator for the down payment request?
F
1-2-9 How many line items make up this transaction? One line item
As above and then as follows: Double click line items→Choose the Overview symbol.
1-2-10 What is the reconciliation account for this line item? 196000
1-2-11 Today, you receive a down payment of 1000 from your customer T-C1## and post it to bank account 113100 with special G/L indicator A. From the menu, choose down payments, once you have entered the data that assigns the down payment to the correct down payment request.
(C) SAP AG AC260 2-25
Accounting→Financial Accounting→Accounts Receivable→Document Entry→Down Payment →Down Payment……enter data. Choose Requests from the toolbar. Choose Down payment request, then choose Create down payment from the toolbar. Save your data. Record the document number of the down payment received. (document number)
1-2-12 Display the open line items for your customer making sure to include Special G/L transactions and cleared items.
Accounting→Financial Accounting →Accounts Receivable →Account → Display/change line items…enter data, choose open items, cleared items and items with special G/L transactions
1-2-13 What is the status of the down payment request? Cleared Status
1-2-14 Display the document overview for the down payment received. Which General Ledger account has been posted to? 170000
Optional exercises:
1-3 Review the settings for individual value adjustments (Reserve for bad debt, Acct type D, special G/L indicator E) and guarantees (acct type D, special G/L indicator G)
Return to the configuration menu for Special G/L transactions.
Transaction FBKP→Special G/L …..enter data listed above
(C) SAP AG AC260 3-1
© SAP AG 1999
Settings for correspondence types
Requesting correspondence
Accessing correspondence
Contents:
Correspondence
(C) SAP AG AC260 3-2
© SAP AG 1999
Localize the setting options for the standard correspondence in the IMG
Set up your own correspondence type
Request correspondence
Evaluate correspondence
At the conclusion of this unit, you will be able to:
Correspondence: Topic Objectives
(C) SAP AG AC260 3-3
© SAP AG 1999
Course Overview Diagram
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Interest CalculationInterest Calculation
Parallel CurrenciesParallel Currencies
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
(C) SAP AG AC260 3-4
© SAP AG 1999
In your company, various types of correspondence are used during daily operations. You want the correspondence to be as automated as possible.However, it should be possible to maintain individual correspondence with your customers.
Correspondence: Business Scenario
(C) SAP AG AC260 3-5
© SAP AG 1999
Correspondence Overview
Dunning
Payment advice
Interest calculation
Balance
confirmationGeneral
correspondence
You can configure correspondence in connection with the dunning and payment programs in the corresponding IMG areas.
There are two types of interest calculation: account balance interest calculation with a fixed output list and line item interest calculation with a form that you can adapt.
The balance confirmation is also separate from the standard correspondence.
(C) SAP AG AC260 3-6
© SAP AG 1999
Correspondence Function Overview
Correspondence
Request Payment information with line items
Type Individualrequirement
Automatic
X XPayment information without line items
X XAccount statement X XOpen item list X XBill of exchange charges settlement XInternal document (such as: only documents from recurring documents)
X XIndividual correspondence X XDocument statement (credit memo) X X
Print As standard, print mass data periodically
Maintain requests (such as: maintain text, repeat print, individual deletion)
Delete requests (automatically after x days since print)
Receipt (cash journal) X Xand so on...
X
All correspondence types can be requested individually or automatically, such as when posting a document or a collective request for periodic account statements.
The results of correspondence are normally displayed in a form with customer or vendor address, document header and line item information.
The internal document is different than other correspondence types in that the correspondence is for internal use. Different than other correspondence types (except cash journal receipts), it does not contain the customer/vendor address, document header, and document line item information.
(C) SAP AG AC260 3-7
© SAP AG 1999
Docs
Correspondence Process
BKORM
Line items Accts
Forms
Incomingpayments
Bill of exchange
Cash journal
Accountprocessing
Periodic acct.statements
Internal documents
Defining requests
For businesstransactions
Automaticper period
Maintain, Delete
Triggerprogram
Variants of printer report for: Payment information with line items
Payment information without line itemsAccount statement
Open item list
Bill of exchange charges settlement
Individual correspondence
Document statement (credit memo)
Receipt (cash journal)
Internal document
RFKORK00
RFKORB00
SAPF140P
SAPF140D
SAPF140
and so on...
Access options
(C) SAP AG AC260 3-8
© SAP AG 1999
Correspondencefrom Correspondence Types to Forms
Companycode
SAP01 Pymnt info w/ LI
Correspondencetype
Print report
Variant
SAP06 Account stmnt
SAP08 Open item listSAP07 Bill of exch. settmnt.
Examples for enhancements
FID
Formname
Etc..
SAP02 Pymnt info w/o LI
SAP01 ___RFKORD00 F140_PAY_CONF_01
SAP02 ___RFKORD00 F140_PAY_CONF_01SAP06 ___RFKORD10 F140_ACC_STAT_01
SAP08 ___RFKORD10 F140_ACC_STAT_01SAP07 ___RFKORD20 F140_BILL_CHA_01
Etc...
ZAP01 Pyment info with items and indiv. text
SAP01 Pymnt info with itemsand individual print assignment
ZAP01 ITRFKORD00 Z140_PAY_CONF_01
B1000 ___RFKORD00 F140_PAY_CONF_011000
SAP10 Indiv. Correspndnce SAP10 ___RFKORD40 F140_IND_TXT_01
When creating your own correspondence type and form, note the naming conventions. Correspondence types: SAP01 to SAP05 and SAP07 cannot be changed. If you create copies of them, these correspondence types can only be used for individual and not for automatic requests.
(C) SAP AG AC260 3-9
© SAP AG 1999
Correspondence Type: Individual Text
X
Correspondence type
Print report Standarddefault text
Formname
F140_IND_TEXTRFKORD40 F140_IND_TEXT_01
1st Step: Prepare correspondence type (example SAP10)
Indiv. text
SAP10
2nd Step: Maintain standard default text F140_IND_TEXT
Text name F140_IND_TEXTText ID FIKOLanguage D
Editor: &SGDH&>>>> Individual text <<<<<<&MFG&
3rd Step: Maintain standard forms F140_IND_TEXT_01
Text element: 510 INCLUDE &RF140-TDNAME& OBJECT BKORMID FIKOLANGUAGE &RF140-TDSPRAS&
Creating and maintaining individual texts: In this activity, a default text is provided for editing. If the text is saved, a new text is generated (only when creating) with the technical key: F140, User, Data, Time saved.
Text element 510 in standard form F140_IND_TEXT_01: Variable RF140-TDNAME insert the text belonging to this correspondence type (F140User,Date, Time) during printing in the related area of the main window of the standard form F140_IND_TEXT_01.
Variable RF140-TDSPRAS identifies the language key of the text generated.
(C) SAP AG AC260 3-10
© SAP AG 1999
Localize the Customizing of general correspondence
Make settings for you own correspondence type
Request correspondence
Evaluate correspondence
You are now able to:
Correspondence: Unit Summary
(C) SAP AG AC260 3-11
Correspondence Exercises
Unit: Correspondence
At the conclusion of these exercises, you will be able to:
• Localize Customizing for the standard correspondence
• Set up your own correspondence type
• Request correspondence for the application component
• Evaluate correspondence
In your company, various types of correspondence are used during daily operations. You want the correspondence to be as automated as possible. However, it should be possible to maintain individual correspondence with your customers.
1-1 In company code 1000, create your own correspondence type ZAP## (## is your group number). When creating correspondence, the entry of an account number should be required. It should be a correspondence type for individual text entry.
Menu path in Customizing: > Financial Accounting > Financial Accounting Global Settings > Correspondence > Define Correspondence Types
1-2 Comprehension: In order to print your individual text, you need the right print report. Where in the R/3 System would you find this information and what is the name of the print report?
Menu path for information in Customizing: ________________________________________________________________
_________________________________________________________________
Print report:_______________________
(C) SAP AG AC260 3-12
1-3 Enter the existing print report variant SAP10 and the standard default text F140_IND_TEXT in Customizing for company code 1000 for your correspondence type in the Print Report Assignment.
Menu path: Financial Accounting > Financial Accounting Global Settings >Correspondence > Assign Programs for Correspondence Type
1-4 In the IMG under Call Options, make certain you can enter your individual text as correspondence during document creation and display.
Menu path: > Financial Accounting > Financial Accounting Global Settings > Correspondence > Determine Call-Up Functions
1-5 Post a credit memo in company code 1000 for customer T-C1## with tax code AN and revenue account 800200 for 100 UNI.
Menu path: Accounting > Financial Accounting > Accounts Receivable > Document entry > Credit memo
Via > Environment > Correspondence, you can enter your request.
1-6 Request your individual correspondence when displaying the posted document.
Menu path: Accounting > Financial Accounting > Accounts Receivable > Document > Display
In the document overview, the menu path:
Environment > Correspondence
Enter your own text between the variables &SGDH& and &MFG&. Save your correspondence and exit the document display.
1-7 Evaluate you request by selecting with your user and placing your correspondence in the spool file. Confirm the dialog box with yes and enter output device LP01.
Menu path: Accounting >Financial Accounting >Accounts Receivable >Periodic processing >Print correspondence > As per requests
1-8 Check your "ready to print" correspondence in the spool file.
(C) SAP AG AC260 3-13
Menu path: System > Services > Output controller
(C) SAP AG AC260 3-14
Correspondence Solutions
Unit: Correspondence
1-1 In company code 1000, create your own correspondence type ZAP## (## is your group number). When creating correspondence, the entry of an account number should be required. It should be a correspondence type for individual text entry.
Menu path in Customizing: > Financial Accounting > Financial Accounting Global Settings > Correspondence > Define Correspondence Types
New entries button:
Field name Value
Correspondence ZAP##
Correspondence type Definable text for group ##
Account req. switch Set
Indiv. text indicator Set
Save
1-3 Comprehension: In order to print your individual text, you need the right print report. Where in the R/3 System would you find this information and what is the name of the print report?
Menu path for information in Customizing: Financial Accounting > Financial Accounting Global Settings >Correspondence > Assign Programs for Correspondence Type Double click on correspondence type SAP10
The print program:_______________________ RFKORD40_______________________
(C) SAP AG AC260 3-15
1-4 Enter the existing print report variant SAP10 and the standard default text F140_IND_TEXT in Customizing for company code 1000 for your correspondence type in the Print Report Assignment.
Menu path: Financial Accounting > Financial Accounting Global Settings >Correspondence > Assign Programs for Correspondence Type Button: New entries
Field name Value
Company code 1000
Correspondence ZAP##
Name of print program RFKORD40
Name of variant SAP10
Text F140_IND_TEXT
1-5 In the IMG under Call Options, make certain you can enter your individual text as correspondence during document creation and display.
Menu path:
> Financial Accounting > Financial Accounting Global Settings > Correspondence > Determine Call-Up Functions Button: New entries
Field name Value
Company code 1000
Correspondence type ZAP##
Document display indicator Set
Document entry indicator Set
Save
1-6 Post a credit memo in company code 1000 for customer T-C1## with tax code AN and revenue account 800200 for 100 UNI.
Menu path:
Accounting > Financial Accounting > Accounts Receivable > Document entry > Credit memo
(C) SAP AG AC260 3-16
Field name Value
Company code 1000
Customer T-C1##
Document date Today's date
Amount 100
Currency UNI
Indicator: Calculate tax Set
G/L account 800200
Amount 100
Via > Environment > Correspondence, you can enter your request.
Save
1-7 Request your individual correspondence when displaying the posted document.
Menu path:
Accounting > Financial Accounting > Accounts Receivable > Document > Display
Field name Value
Doc Number Your document number
Company code 1000
Fiscal Year Current year
Enter In the document overview, the menu path:
Environment > Correspondence
Field name Value
Company code 1000
Customer T-C1##
Continue Enter your own text between the variables &SGDH& and &MFG&. Save your correspondence and exit the document display.
Save
Green arrow (Back)
(C) SAP AG AC260 3-17
1-8 Evaluate you request by selecting with your user and placing your correspondence in the spool file. Confirm the dialog box with yes and enter output device LP01.
Menu path:
Accounting >Financial Accounting >Accounts Receivable >Periodic processing >Print correspondence > As per requests
Field name Value
Company code 1000
User Your user ID
1-9 Check your "ready to print" correspondence in the spool file.
Menu path:
System > Services > Output controller Position the cursor on your correspondence and choose Display (glasses).
(C) SAP AG AC260 4-1
© SAP AG 1999
Kinds of interest calculation
Data required for interest calculation
ConfigurationInterest indicator
Terms
Interest rates
Account determination
Running interest calculation
Interest Calculation: Contents
(C) SAP AG AC260 4-2
© SAP AG 1999
At the conclusion of this unit, you will be able to:
Identify data required for interest calculation
Configure R/3 to perform interest calculation
Explain the differences between balance and interest on arrears calculation
Run the interest calculation program
Interest Calculation: Unit Objectives
(C) SAP AG AC260 4-3
© SAP AG 1999
Course Overview Diagram
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Interest calculationInterest calculation
Parallel CurrenciesParallel Currencies
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
(C) SAP AG AC260 4-4
© SAP AG 1999
The financial accountant responsible for reconciliation of bank accounts requested a means to verify interest charged by banks.
Interest Calculation: Business Scenario
(C) SAP AG AC260 4-5
© SAP AG 1999
Kinds of Interest Calculation
Interest Calculation in R/3Interest Calculation in R/3Interest Calculation in R/3
Balance interest calculation
Balance interest Balance interest calculationcalculation
G/L, A/R, A/PG/L, A/R, A/PG/L, A/R, A/P
Account balancesAccount balancesAccount balances Item interest calc.Item interest calc.Item interest calc.
Accts receivableAccounts payableAccts receivableAccts receivable
Accounts payableAccounts payable
Interest on ArrearsInterest on ArrearsInterest on ArrearsInterest calc. type
Normal Account
Basis for calculation
R/3 provides two kinds of interest calculation: Balance interest calculation is applied to the entire balance of a G/L or customer account, applying a particular interest rate for a specified period of time. Interest on arrears is applied to individual items in accounts receivable or accounts payable. A certain interest rate is applied to the items that are still open or unpaid at a specified date.
(C) SAP AG AC260 4-6
© SAP AG 1999
Interest Calculation Configuration
Interest calculation indicator
General terms
Time-based terms
Interest rates
Account determination
Configuring the interest programs involves working with five major areas: - Interest calculation types set basic parameters used in calculation. To calculate interest for an
account (G/L, customer, vendor), the master data for that account must include the interest calculation indicator that applies.
- General terms specify further parameters about how each interest calculation indicator works. - Time-based terms set validity dates and relationships to interest rates. - Interest rates establish reference interest rates (like LIBOR or Prime) that interest calculations can
be tied to. - Account determination establishes which accounts the results of an interest calculation will be
posted to (as needed).
(C) SAP AG AC260 4-7
© SAP AG 1999
Interest IDInterest ID DescriptionDescription Interest calc. typeInterest calc. type
01
03
04
0505
Standard item int. calc.
Standard balance int. calc.
Balance int. calc. term 3
Item interest calc. term 2
Balance int. calc. term 3Balance int. calc. term 3
P
S
S
P
SS
02
DescriptionDescriptionDescription
Item interest calc.Item interest calc.
Balance interest calc.Balance interest calc.
Balance interest calc.Balance interest calc.
Item interest calc.Item interest calc.
Balance interest calc.Balance interest calc.
Interest Calculation Indicator
Interest calculation indicators establish basic parameters for R/3 to use when calculating interest. Note that each interest ID must be assigned an interest calculation type, indicating whether it is used for balance interest calculation or item interest calculation.
Every account for which R/3 will calculate interest must have an interest indicator in its master record. R/3 requires a separate interest calculation indicator for each combination of interest variables, such as calculation frequency, calendar type, currency, interest rate, etc.
(C) SAP AG AC260 4-8
© SAP AG 1999
General Terms
Sets major parameters for interest calculation
Interest calc. indicatorInterest calc. indicator
Interest calc. frequencyInterest calc. frequency
Settlement daySettlement day
Calendar typeCalendar type
020202
333
111
GGG
Specifies a particular set of interest terms
Determines how often interest is calculated
Sets the day of the month that interest is calculated on
Specifies interest calculation base: 30/360, 30/365, actual/360, actual/365
Other settingsOther settings
General terms set financial parameters for each interest calculation indicator. For instance, each indicator uses a specific calendar type that governs the interest basis and period used for interest calculation.
Other general terms control maximum / minimum limits on interest postings, blocks on outgoing payments, setting payment terms, and forms control.
(C) SAP AG AC260 4-9
© SAP AG 1999
Time-Dependent Interest Terms
Interest calculation ind.Currency keyValid fromSequence number
3,0000003,0000003,000000
Debit interest: Arrears interest calculationDebit interest:Debit interest: Arrears interest calculationArrears interest calculation
010101
01.01.199801.01.199801.01.1998
111
UNIUNIUNI
Interest ratesReference interestPremiumAmount from
Term
Time-dependent interest terms differ from general terms in having validity dates. They set, for instance, the reference interest rate that a calculation is tied to, and the premium (or spread) above that reference rate that applies. If the 3-month LIBOR rate (London Interbank offered rate) is entered as the reference interest rate and a premium of 3.00% is entered, then with a LIBOR rate of 3.75%, the interest calculation rate will be 6.75%. When no reference interest rate is entered (as above), the premium rate alone (3%) is used in the calculation.
The "amount from" field specifies that the rate(s) apply only to balances above a certain dollar amount. In conjunction with the sequence numbers, an R/3 user can use this feature to build "tiered' interest rates, where interest on balances up to a given amount calculate at one rate, and balances above that amount calculate at a different one.
(C) SAP AG AC260 4-10
© SAP AG 1999
Reference Interest Rates
Ref. Interest rate LIB_6_UNILIB_6_UNILIB_6_UNI
Six month LIBOR rate in UNI currencySix month LIBOR rate in UNI currencySix month LIBOR rate in UNI currency
LIBOR 6MO UNILIBOR 6MO UNILIBOR 6MO UNI
01.01.199801.01.199801.01.1998
UNIUNIUNI
Additional details
Long text
Short text
Valid from
Currency
Financial center
R/3 allows the user to set up reference interest rates. In addition to an interest rate ID, the user can supply long and short text descriptions, an effective date, a currency and a financial center.
(C) SAP AG AC260 4-11
© SAP AG 1999
Reference Interest Rates Values
Reference
DISDM
DISDM
DISDM
LIB_6_UNI
LIB_3_UNI
Reference
DISDM
DISDM
DISDM
LIB_6_UNI
LIB_3_UNI
Short text
Discount
Discount
Discount
Libor 6 Month
Libor 3 Month
Short text
Discount
Discount
Discount
Libor 6 Month
Libor 3 Month
Valid from
01.10.1998
01.06.1998
01.01.1998
01.10.1998
01.10.1998
Valid from
01.10.1998
01.06.1998
01.01.1998
01.10.1998
01.10.1998
Interest rate
8,5000000
9,0000000
10,0000000
3,6762500
3,5825000
For each reference interest rate, a value and a validity date are entered periodically. Each rate value remains in effect until a new validity date is entered for the same reference interest rate.
In the illustration above, the DISDM interest rate is: 10.0 % from 01/01/98 to 05/31/98 9.0 % from 06/01/98 to 09/30/98 8.5% for dates on or after 10/01/1998
(C) SAP AG AC260 4-12
© SAP AG 1999
Account Determination
Business Transaction (predefined in R/3)
+ Optional modifiers
Company code
Interest indicator
Business area
Posting Key and Account Symbols
Account Symbols
+ Optional modifiers
Chart of accounts
Currency
Actual Account Assignment
Examples:
1030 - Int. Calc. Period Debit Interest
1000 - IDES AG
01 - Standard item interest calculation
4000 - Chemicals
Posting key 40, account symbol 1000 Posting key 50, account symbol 0001
INT - International Chart of Accounts
UNI - Chart of accounts - International
G/L account interest applied to, plus account 273100 (Interest Income)
Account determination in R/3 starts with predefined business transactions which are accessed when the user runs the interest calculation programs.
- Transaction 1030 in the example above if the user wants to calculate the interest for a certain period and wants to debit the account for which interest is calculated.
When the business transaction is combined with optional modifiers like the company code and interest indicator, R/3 determines posting keys and account symbols.
Account symbols, when combined with modifiers like the chart of accounts and currency, point to G/L (or vendor or customer) accounts where the interest transactions are posted. The use of account symbols allows companies with different charts of accounts and currencies to use the same business transactions.
Example: Business transactions per account only one business transaction is relevant 1000 Interest received posting 2000 Interest paid
posting "Splitting" is activated in the report selection screen. Two business transactions can be displayed. 1010 Minus debit interest past value date Separate Minus postings for a period for 2010 minus
credit interest for past value date Period for interest calculation already past
1020 Minus debit interest past value date Separate Minus postings for a period for 2020 (Plus) credit interest value date in the past which interest have already been calculated 1030 Interest calculation period debit interest 2030 Interest calculation period credit interest
(C) SAP AG AC260 4-13
© SAP AG 1999
Running Interest Calculation
You can make data selections with a variety of variables, including:You can make data selections with a variety of variables, includYou can make data selections with a variety of variables, including:ing:
The program also provides other controls governing cash pooling,output, posting, and logs.
The program also provides other controls governing cash pooling,The program also provides other controls governing cash pooling,output, posting, and logs.output, posting, and logs.
You execute the program using one of three options:You execute the program using one of three options:You execute the program using one of three options:
G/L account Chart of accounts
Company code Business area
Currency Period for calculation
Interest calculation indicator
Execute in the foreground
Execute and print
Execute in batch mode (you must execute in batch to post transactions automatically).
Limit the number of accounts included in the interest calculation by entering intervals or individual values for the chart, account number, company code, interest indicator and business area. Generally, only accounts with an interest indicator in the master record and which are managed with line item display are included.
You can also enter the interest calculation period, date of last interest run, and other options. The output of the program displays an interest scale for each month. Select summarization levels to determine how detailed the interest scale will be.
To monitor the interest calculation run (or perhaps explore why it didn't run as expected), you can have the system log the run. Limit the log to a few G/L accounts - the printout can be lengthy.
Run the program as a background job. Set the "Post interest" indicator so that posting is completed automatically.
(C) SAP AG AC260 4-14
© SAP AG 1999
You can calculate and post interests for G/L and AP/AR accounts
Two different types of interest calculation are available:Individual item based and account balance Value date based interest calculation
In order to facilitate a successful program run, the calculation indicator has to be entered in the account master and the configuration has to be accurate.
Interest Calculation: Summary
(C) SAP AG AC260 4-15
Interest Calculation Exercises
Unit: Interest Calculation
At the conclusion of this exercise, you will be able to:
• Describe the interest calculation function in R/3
• Understand how to configure the system to calculate correctly and post to appropriate accounts.
The accountant responsible for reconciling bank accounts has requested a means to verify interest charged by banks. He has asked you to provide a demonstration that R3 can meet his requirements.
1-1 True or False:
1-1-1 Account master data must contain an interest calculation indicator for interest calculation to take place.
__________
1-1-2 On a given account, R3 cannot charge different interest rates based on the dollar amounts of balances or items.
__________
1-1-3 R/3 can be configured so that interest charges are calculated for customers or vendors that owe you money. You cannot, however, calculate interest if you own the business partner money.
__________
1-2 Review interest calculation features and Customizing for interest calculation.
1-2-1 Name the two kinds of interest calculation R3 offers
________________________________________
1-2-2 What information do you need to set up a new interest calculation indicator?
________________________________________
(C) SAP AG AC260 4-16
1-3 Understand account determination for interest calculation.
1-3-1 For business transaction 1030 (interest calculation period debit interest), in company code 1000, interest indicator 01, what posting key is used for debit postings?
__________
1-3-2 Credit postings?
__________
1-3-2 What account symbol receives the debit posting?
__________
1-3-3 What account symbol receives the credit posting?
__________
1-3-4 To determine the G/L accounts R/3 posts to for this transaction, what other information do you need to know?
________________________________________
1-3-5 Enter INT as the chart of accounts. What account does the debit entry post to?
____________________
1-3-6 What account does the credit entry post to?
____________________
1-3-7 What is the name of the account in 1-3-7?
____________________
(C) SAP AG AC260 4-17
Interest Calculation Solutions
Unit: Interest calculation
1-1 True or False:
1-1-1 Account master data must contain an interest calculation indicator for interest calculation to take place.
True 1-1-2 On a given account, R3 cannot charge different interest rates based on the dollar
amounts of balances or items.
False 1-1-3 R/3 can be configured so that interest charges are calculated for customers or
vendors that owe you money. You cannot, however, calculate interest if you own the business partner money.
True
1-2 Review interest calculation features and Customizing for interest calculation.
1-2-1 Name the two kinds of interest calculation R3 offers
Balance calculation and interest on arrears 1-2-2 What information do you need to set up a new interest calculation indicator?
A 2-digit interest ID and an interest calculation type A name for the interest calculation indicator is helpful, but optional.
1-3 Understand account determination for interest calculation. In the IMG, go to Prepare G/L Account Balance Interest Calculation. All answers can be found in this section.
1-3-1 For business transaction 1030 (interest calculation period debit interest), in company code 1000, interest indicator 01, what posting key is used for debit postings?
40 (just find business transaction 1030 – the other variables are all wild cards and the answer works for all values)
(C) SAP AG AC260 4-18
1-3-2 Credit postings?
50 (same as 1-3-1) 1-3-3 What account symbol receives the debit posting?
1000 – G/L Acct Earned (in the case of interest earned) (same as 1-3-1) 1-3-4 What account symbol receives the credit posting?
0015 - Calc.per.int.earned Interest income (same as 1-3-1) 1-3-5 To determine the G/L accounts R/3 posts to for this transaction, what other
information do you need to know?
You need the chart of accounts used. When you select accounts, the system prompts you to enter the chart of accounts.
1-3-6 Enter INT as the chart of accounts. What account does the debit entry post to?
It is reposted to the account that interest was calculated for. This is displayed in found in the same row as the symbol 1000 and the row of pluses (+).
1-3-7 What account is the credit entry posted to?
273100 – the entry across from symbol 0015 1-3-8 What is the name of the account in 1-3-7?
Interest income
Accounting→Financial Accounting→General ledger
Master records→ Individual processing→ Edit G/L account centrally.
Enter the account number and company code, then execute.
(C) SAP AG AC260 5-1
© SAP AG 1999
Uses for additional currencies
Types of currencies available within R/3
Configuration of parallel currencies
Displays and reports using parallel currencies
Parallel Currencies: Contents
(C) SAP AG AC260 5-2
© SAP AG 1999
Describe the following aspects of parallel currencies:
Currency types available
Configuration of parallel currencies
Discuss the role of parallel currencies
Describe base currency and cross-rate functions
At the conclusion of this unit, you will be able to:
Parallel Currencies: Unit Objectives
(C) SAP AG AC260 5-3
© SAP AG 1999
Target Users of Parallel Currencies
Companies that have to do internal and/or external reporting in one or two additional currencies.
Companies that are located in countries with high inflation
Multi-national groups
(C) SAP AG AC260 5-4
© SAP AG 1999
Course Overview Diagram
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Interest calculationInterest calculation
Parallel CurrenciesParallel Currencies
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
(C) SAP AG AC260 5-5
© SAP AG 1999
Additional Data
Company code 1000
IDES, AG
FrankfurtDE
UNIDE
"Company Code Details""Company Code Details"
The local currency is the currency of the company code. It is defined at the time
the company code is created.
Account balances and transaction figures are always available and displayed in the local currency for all accounts
Company name
CityCountry
LanguageCurrency
Local Currency
Since you enter the currency key in the company code area, each company code can use its own local currency to manage its accounts. This is particularly important for international corporate groups since subsidiaries may all use the same chart of accounts but must manage their accounts in local currency.
(C) SAP AG AC260 5-6
© SAP AG 1999
Update Currency
Account type
P&L account
Reconciliation account
Open item account
All other b/s accounts
Update currencyDocument currency
Account currency
The update currency is the currency, in addition to the local currency, in which the transaction figures are updated in the General Ledger
The account currency is the currency that is entered in the master record of the account. This can be the local currency or the account can be managed in a foreign currency. NOTE: General Ledger accounts that are managed in a foreign currency can only be posted to in that currency.
The document currency is the currency that is entered in the document when posting. Since transaction figures and account balances of P&L accounts are updated with the document currency, you can look at expenses and revenues separately per currency. With open item accounts, you can analyze receivables and payables at account level by currency.
(C) SAP AG AC260 5-7
© SAP AG 1999
Additional Local Currencies
Besides the local currency and the document currency, accounts in FI can be managed in two additional local currencies called parallel currencies.
…...…
999999
Parallel2
Parallel currencies are
optional
Parallel1
Doc.curr.LocalStorage of
transaction figures and G/L account balances
000001Local and document
currencies always available
The local and document currencies are stored in each document in FI. You can also choose to manage documents in two additional currencies.
(C) SAP AG AC260 5-8
© SAP AG 1999
60005000
420040002000CoCd
Additional local currencies for company code
IDES MexicoIDES Japan
IDES AustraliaIDES CanadaIDES UKCompany name
MexicoTokyo
MelbourneTorontoLondonCity
MXJP
AUCAGBCountry
Definition of Additional Local Currencies
Additional local curr for company code: Detail
Company Code 6000 IDES Mexico
2. Local currencyCurrency USD
1. Local CurrencyCurrency MX
Currency UNI3. Local currency
Value of 1st Local Currency Defaults from Company Code
2nd and 3rd currency values must be defined in configuration
Automatic calculation of
additional currencies
Two additional currencies can be defined for each company code in Customizing. Additional amounts do not have to be entered manually for the additional currencies. The system calculates them using the exchange rate table. Depending on settings, either the update or local currency is taken as a basis for the translation.
(C) SAP AG AC260 5-9
© SAP AG 1999
Additional Local Curr for Company Code: Detail
Company code
2. Local currency
Curr. type KursEx.rt.type AusgSrce curr. Art TrsDte typ
6000 IDES Mexico
40 M13
Hard currencyStandard translation at average rateTranslation using the transaction currency as the basisTransaction date
USDCurrency
Additional Local Currencies: Currency Type
The currency type specifies the role of the currency to be kept in parallel
Example of currency types / Place of definitionGroup currency / clientGlobal company currency / company masterHard currency / country masterIndex currency / country master
The currency type is a key describing a currency with regard to : - Its role within the R/3 system - The valuation base with which the amount calculated, if you use functions for multiple valuation.
You can define the currency type for the 2nd and 3rd additional local currency. The 1st local currency is always the local currency of the company code.
Examples of currency types: Group currency The currency that is specified in the client table and automatically defaults Global Company Currency: Currency used for a group Index-Based Currency: country-specific second currency that is used in countries with high inflation; used for reporting
Exchange rate differences are posted in the local currency of the company and in the additional currencies
(C) SAP AG AC260 5-10
© SAP AG 1999
Additional local currencies for company code: Detail
Company code 6000 IDES Mexico
2nd Local currencyCurrency type
Ex.rt.typeSrce curr.
TrsDte
USD40
M13
Hard currencyStandard translation at average rateTranslation using the transaction currency as the basisTransaction date
Currency
Additional Local Currencies: Exchange Rate Types
The exchange rate type determines which stored rate will be used for the calculation of the additional amount fields.
Exchange rate types overview
Type= from
USDM
G
2013
M
Define base currency for cross
rate function
Usage Base curr.
Bcurr. Buy rate at Sell rate at INV EMU Fixed
Standard trans.average
Bank buy rate
Historical rate
The exchange rate type determines which exchange rate stored in the system is used for the calculation of the additional amount fields. As with the local currency, you can use the exchange rate type M(average rate) or any other exchange rate type.
Cross Rates: if foreign currency translation is necessary between many different currencies, you can simplify the maintenance of the exchange rates by specifying a base currency. You will then only have to specify for this exchange rate type the rates of all currencies in relation to the base currency. All foreign currency translation is then carried out in two stages via the base currency.
Base currency = From currency allows you to mange currency conversions that use the EURO as the base currency more easily. With exchange rate relations within the EU the base currency must be the From-currency according to legal directives.
You can calculate the bank buying and selling rates using the the average rate and the spread. The spread is the difference between the average rate and the bank buying rate, or between the average rate and selling rates. Spreads are maintainable in R/3.
(C) SAP AG AC260 5-11
© SAP AG 1999
Additional Local Currencies: Detail - Output Currency and Translation Date
Add. local currencies for company code - detail
Company code
2nd Local currency
Curr. typesEx.rt.type
Out.curr.Type Trn.dte
Data for translation1. Document date2. Posting date 3. Translation date
USD
Output currency for translation
1. Transaction currency as basis2. First local currency as basis
40
M
13
Hard currency
Standard translation at average rate
Translation based on the transaction currency
Translation date
Currency
6000 IDES Mexico
The source currency for translation can be taken from the update/transaction currency or the first local currency (currency of the company code).
The translation date type determines which date should be used for the translation of the amounts according to the exchange rate table.
(C) SAP AG AC260 5-12
© SAP AG 1999
Define Ledger for Additional Currencies
Ld Ledger Name
Choose
0 G/L acct trans fig
L1 G/L acct trans fig
L2 G/L acct trans fig
Ledgers that contain additional currencies
must be defined
Display Ledger: OverviewLedger 0is alwayspredefined
Table
GLT0
GLT0
GLT0
Valuation
Legal Valu
Legal Valu
Legal Valu
Second CurrencyLocal currency
Index-Based Currency
Hard currency
Third CurrencyGroup Currency
Group Currency
Group Currency
Sort Criteria
If you manage parallel currencies other than the group currency,you must specify in which ledgers the parallel currency amounts are to be updated
The amounts of the currencies posted in parallel are stored in the documents and updated in the General Ledger. The update currency, the local currency and the group currencies are updated in the predefined ledger "00". This automatically takes place with no configuration necessary.
However, if you manage parallel currencies other than the group currency you must specify in which ledgers the currency amounts are to be updated. The corresponding default ledger settings are made in Special Purpose Ledger. A Ledger would be defined with the desired parallel currencies capturing the appropriate amounts. These ledgers are used for reporting.
(C) SAP AG AC260 5-13
© SAP AG 1999
The exchange rate tables use the exchange rate types to determine the appropriate rate for translation
Exchange Rates: Overview
:
::
:
Type
MMM
Example: On 06/06/XX100000 Mexican Pesos = 12,573.83 USD00(100000 X 12.57383 / 100)
From
MXNMXNMXN
To
USDUSDUSD
Valid From
06/06/XX06/06/XX06/06/XX
Exch.Rate
12,5738312,5549012,88235
Fact. (From)
100100100
Factor (to)
1 1 1
Exchange Rate Tables
Exchange rates are needed to: - Translate foreign currency amounts when posting or clearing, or to check an exchange rate which
has been entered manually. - Determine the gain and loss from exchange rate differences. - Evaluate open items in foreign currency, and evaluate foreign currency balance sheet accounts
The system uses the "M" rate when posting and clearing documents.
(C) SAP AG AC260 5-14
© SAP AG 1999
Display Document: Overview
Line items in document currency
Display currency
Doc. numberDoc. date ReferenceCurrency
10000000306/06/XX
MXN
600005.05.XX
XXXX5
001 40 113101 Bank - Payables002 50 113100 Bank - Domestic
Ln.itm PK BusA Acct.No. Name TC Tax Amount in MXNCurrency for doc. display.
Transaction currencyLocal currency Hard currency Group currency
The amounts of the currencies stored in parallel are stored in the individual documents and can be displayed by choosing the desired currency
Company code Posting date Cross CC No.Text available
Fisc.yr Period
Store Document for Parallel Currencies
In order to view the stored currencies on the document, use the document display, display currency functionality. The parallel currencies that have been defined will be available for viewing.
To view all currencies simultaneously, you can define a line layout variant for currencies that are managed in parallel. There are different layouts for displaying documents and displaying accounts. Refer to R/3 documentation for more details on creating line layout variants.
(C) SAP AG AC260 5-15
© SAP AG 1999
Financial Statements Using Additional Currencies
Balance Sheet/P&LProgram Edit Goto System Help
Chart of Accounts to G/L Account to
INT
General Selections
Company code toBusiness area toCurrency type
6000
40
Financial statements can be generated using the values stored for the
additional currencies defined for a particular company code using
RFBILA00 .
Financial statements can be generated using the values stored for the
additional currencies defined for a particular company code using
RFBILA00 .
CurtypeCurrency type
1030405060
Company code currencyGroup currencyHard currencyIndex-based currencyGlobal company currency
Short text
Reports using the values stored in additional currencies can be run using the standard Balance Sheet/ P&L.
Additional user defined reporting is available using the additional ledgers that have been defined using report writer / report painter techniques.
(C) SAP AG AC260 5-16
© SAP AG 1999
Integration FI-CO
Example: Mexican and Argentinean subsidiaries owned by a German company
FI
Mexico
TC LC GC HCITL MXN DEM USD
Co-Area and Group
FI
Argentina
TC LC GC HCGBP ARS DEM USD
Controlling areaSouth America
TC OC CACGBP ARS USDITL MXN USD
COCCA
CO stores 3 currencies1. Transaction currency2. Object currency3. CControlling area currency
If a controlling area contains only company codes with the same local currency, the object currency in CO is freely definable.
When the currencies of the company codes within one controlling area are different, as in the example above, the object currency in CO is no longer freely definable. The object currency must be the local currency.
(C) SAP AG AC260 5-17
© SAP AG 1999
The chief financial officer has expressed a desire to be able to have a common currency between the subsidiary companies within the international group enterprise.
Parallel Currencies: Business Scenario
(C) SAP AG AC260 5-18
© SAP AG 1999
The chief financial officer has expressed a desire to be able to have a common currency between the subsidiary companies within the international group enterprise.
Local Curr MXN USD JPY UNITransaction curr ? ? ? ?Group curr UNI UNI UNI UNIHard curr USD
International group currency: UNIIDES Mexico
6000IDES Japan
5000IDES USA
3000IDES AG
1000
Business Scenario
(C) SAP AG AC260 5-19
© SAP AG 1999
Types of currencies available
Configuration of parallel currencies
Discuss the role of parallel currencies
You should be able to describe the following aspects of parallel currencies:
Parallel Currencies: Summary
(C) SAP AG AC260 5-20
Parallel Currencies Exercises
Unit: Parallel Currencies
At the conclusion of these exercises, you will be able to:
• Discuss the role of parallel currencies in an international organization.
• Explain how parallel currencies are configured in the system
The chief financial officer has expressed a desire to be able to have a common currency for subsidiary companies in the international group.
To define additional local currencies (parallel currencies) for a company code, proceed as follows:
1. Decide which currency types will be needed
2. Configure R/3 to capture the appropriate currency in the desired currency type
3. Configure each company code to use the appropriate currency types
1-1 What is the purpose of the local currency or company code currency in R/3?
_____________________________________________________________
1-2 What two currencies are R/3 documents always stored in?
_____________________________________________________________
1-3 IDES has a company code in Mexico, company code 6000. What is the local or company code currency for this company code? Where did you locate this information?
_____________________________________________________________
_____________________________________________________________
(C) SAP AG AC260 5-21
1-4 IDES will use the group currency to meet the CFO's desire to have a common currency throughout the enterprise. What is the group currency for Mexico? Where did you find this information?
_____________________________________________________________
1-5 IDES will use the Hard Currency function in Mexico. What is the purpose of a hard currency? Where is the hard currency defined for Mexico and what is it?
_____________________________________________________________
1-6 What index currency is defined for Mexico, should IDES Mexico choose to use it?
_____________________________________________________________
1-7 Display the configuration of the additional currencies for company code 6000 in Mexico. What additional local currency type has been defined for this company code? Where did you locate this information?
_____________________________________________________________
1-8 Post a document in Company Code 6000 to record the receipt of an A/P invoice from vendor 1095, Lopez S.A. in Mexico City. The amount of the invoice is 1000MXN. The posting date should be today’s date. The debit should be posted to Miscellaneous, account 476900, cost center 1000. Use the tax code V0. Record the FI document number.
_____________________________________________________________
1-9 In how many currency types can this document be displayed? What are they? Make certain that the "Document display not as list" option is activated.
_____________________________________________________________
_____________________________________________________________
1-10 For internal reporting purposes this transaction is checked in controlling area 6000. What is the currency type and currency defined for controlling area 6000? Where did you locate this information?
_____________________________________________________________
1-11 Display the controlling document for this FI document. (Hint: Choose Environment → FI-Document, if you want to see the document overview). Record the CO document number.
_____________________________________________________________
(C) SAP AG AC260 5-22
1-12 Display the actual cost line items for cost center 1000 using the Overhead Management section of the Information System. Run the report for cost center 1000, cost element 476900. Today's data should line in the posting date area. Under further selection criteria, enter the CO document number of the document posted in 1-10. After executing the report, highlight the amount in Value COCurr associated with cost center 1000, then select the Choose detail icon (magnifying glass) from the toolbar. Answer the following questions to see the type of currency data that is stored in R/3.
1-12-1 What is the value in the CO document? _____________________
1-12-2 What is the CO area currency? ________
1-12-3 What is the CO object type? _______________________________
1-12-4 What is the object currency? __________________________
1-12-5 What is the value of the object currency? _________________
1-12-6 What is the transaction currency? ______________________
1-12-7 What is the value in the transaction currency? ____________
(C) SAP AG AC260 5-23
Parallel Currencies Solutions
Unit: Parallel Currencies
1-1 What is the purpose of the local currency or company code currency in R/3?
Each company code defines its own currency to manage its accounts and produce reports. This makes the data easy to enter and interpret for users of the company code.
1-2 What two currencies are R/3 documents always stored in?
R/3 always stores document data in the currency of the company code as well as in the update currency (transaction currency).
1-3 IDES has a company code in Mexico, company code 6000. What is the local or company code currency for this company code? Where did you locate this information?
Tools → Accelerated SAP → Customizing→Edit project → Display SAP Reference IMG→ Financial Accounting → Financial Accounting Global Settings → Company Code → Enter Global Parameters
Company Code 6000 uses MXN – Mexican Peso (new)
1-4 IDES will use the group currency to meet the CFO's desire to have a common currency throughout the enterprise. What is the group currency for Mexico? Where did you find this information?
Tools→Administration→Administration→Client Administration→Client Maintenance →…view information related to the client you have been instructed to use for this course
Group currency is the currency of the client. The client currency is UNI.
(C) SAP AG AC260 5-24
1-5 IDES will use the hard currency function in Mexico. What is the purpose of a hard currency? Where is the hard currency defined for Mexico and what is it?
→ Display SAP Reference IMG .→ General Settings → Set Countries → Define Countries → Select MX
The hard currency is a country-specific currency used in countries with high inflation. The hard currency defined for Mexico is USD.
1-6 What index-based currency is defined for Mexico, should IDES Mexico choose to use it?
There is no index-based currency currently defined for IDES, Mexico.
→Display SAP Reference IMG .→ General Settings → Set Countries → Define Countries → Select MX
1-7 Display the configuration of the additional currencies for company code 6000 in Mexico. What additional local currency type has been defined for this company code? Where did you locate this information?
→ Display SAP Reference IMG → Financial Accounting → Financial Accounting Global Settings → Company Code →Parallel Currencies→ Define Additional Local Currencies
Company code 1. Local currency 2. Local currency 3. Local currency
6000 Type10-Local MXN Type 40-Hard-USD Type 30-Group UNI
1-8 Post a document in Company Code 6000 to record the receipt of an A/P invoice from
vendor 1095, Lopez S.A. in Mexico City. The amount of the invoice is 1000MXN. The posting date should be today’s date. The debit should be posted to Miscellaneous, account 476900, cost center 1000. Use the tax code V0. Record the FI document number.
Accounting→Financial Accounting→Accounts Payable→Document entry→Invoice….Enter Data
(C) SAP AG AC260 5-25
Header data:
Company Code: 6000
Vendor: 1095
Invoice date: Today’s Date
Posting date: Today’s Date
Currency: MXN
Amount: 1000
Calculate tax X
G/L account: 476900
Amount: 1000
Tax Code: V0
Cost Center: 1000
Save the document number
1-9 In how many currency types can this document be displayed? What are they? Make certain that the "Document display not as list" option is activated.
Accounting→Financial Accounting→Accounts Payable→Document→Display…enter Data, ….Choose the Display Currency option from the toolbar
Document currency MXN
Local currency MXN
Hard currency USD
Group Currency UNI
1-10 For internal reporting purposes this transaction is checked in controlling area 6000. What is the currency type and currency defined for controlling area 6000? Where did you locate this information?
→ Display SAP Reference IMG → Enterprise Structure → Definition → Controlling → Maintain Controlling Area → Maintain Controlling Area….Select controlling area 6000
The currency of the controlling area is located in the definition of the controlling area in the IMG.
The currency type for the controlling area is type 40, hard currency.
(C) SAP AG AC260 5-26
1-11 Display the controlling document for this FI document. (Hint: Choose Environment → Accounting Documents when displaying the document in the overview). Record the CO document number.
Accounting→Financial Accounting→Accounts Payable→Document→Display…enter Data…..Environment→Accounting Documents Record the unique cost accounting document number.
1-12 Display the actual cost line items for cost center 1000 using the Overhead Management section of the Information System. Run the report for cost center 1000, cost element 476900. Today's data should line in the posting date area. Under further selection criteria, enter the CO document number of the document posted in 1-10.
After executing the report, highlight the amount in Value COCurr associated with cost center 1000, then select the Choose detail icon (magnifying glass) from the toolbar. Answer the following questions to see the type of currency data that is stored in R/3.
Information Systems→Accounting→Controlling → Reports for Cost Center Accounting → Line Items→ Cost Centers: Actual Line Items…enter data
Controlling area: 6000
Cost Center: 1000
Cost Element: 476900
Posting date: Today’s Date
Display Variant: 1SAP
Choose Additional selection criteria and enter your user ID under documents/objects. Select your document and choose Detail (magnifying glass).
1-12-1 What is the value in the CO document? Depends on the Current exchange
rate 1-12-2 What is the CO area currency? USD 1-12-3 What is the CO object type? Cost Center 1-12-4 What is the object currency? MXN 1-12-5 What is the value of the object currency? 1000 1-12-6 What is the transaction currency? MXN 1-12-7 What is the value in the transaction currency? 1000
(C) SAP AG AC260 5-27
(C) SAP AG AC260 6-1
© SAP AG 1999
What is the Accounts Payable and Accounts Receivable information system?
Creating evaluations
Displaying evaluationsEvaluation types
Navigation and access paths
Customizing the information system
A/P and A/R Information System: Contents
(C) SAP AG AC260 6-2
© SAP AG 1999
At the conclusion of this unit, you will be able to:
Create evaluations in the information system
Understand the different options for displaying evaluations
Navigate in the AP/AR information system tree structure and modify the structure
Understand Customizing options and how they affect evaluations
A/P and A/R Information System: Unit Objectives
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Course Overview Diagram
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Interest CalculationInterest Calculation
Parallel CurrenciesParallel Currencies
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
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The Accounts Receivable and Accounts Payable managers have asked you for better reporting to support their areas. In particular, they want to be able to evaluate combinations of variables, such as company, business area, credit control area. They also want to be able to drill down from summary data levels to individual document details.
You must demonstrate that R/3 will provide the kind of reporting they want.
A/P and A/R Information System: Business Scenario
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Accounts Receivable
- Information System
A/R Information System
+ Account Information
+ Adequacy / Document
etc. ...
Standard report tree
RFDABL00RFDANZ00RFDAPO00RFDAUB00etc...
Display Changes to CustomersList of Down Payments Open on Key DateList of Cleared Customer ItemsRecurring Entry Documents
Standard reporting:System Services
Reporting
Options!
What is the Accounts Payable and Accounts Receivable Information System?
The AP/AR info system is a separate information system for evaluating Accounts Payable and Accounts Receivable data. It corresponds to the other A/P and A/R reporting functions provided by the R/3 System. You can access both via the A/P and A/R report trees. The AP/AR information system provides special evaluation types, such as
- Due date breakdown - Payment history - Currency analysis - Overdue items - Days sales outstanding analysis - Terms offered/terms taken
The R/3 System provides many Accounts Receivable and Accounts Payable reports besides the information system. For some companies, these delivered reports may be sufficient. The AP/AR information system provides more functions, however. It permits extensive combinations of variables and allows you to break down the reports by document.
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DATA RETRIEVAL PROGRAMS
Evaluations - A Two-Step Process
EVALUATION DISPLAY PROGRAM (with drilldown and other functions)
D A T A B A S E
EVALUATION DATASET
Master records
Line items
Selection A/R: RFDRRSEL A/P: RFKRRSELCrte ev. A/R: RFDRRE01,02... A/P: RFKRRE01,02...
Selection: A/R: RFDRRANZ A/P: RFKRRANZ
Display: A/R: RFDRRI01,02,03,04,05,06A/P: RFKRRI01,03,04
A/R: RFDRRGEN A/P: RFKRRGEN
RFRR
Job
First, the data retrieval program collects selected data from the general database. A further program stores this data as a drilldown list or a sorted list.
Then the data selection program further processes the information and the evaluation program displays the results on the screen.
If the Customizing settings are complete, the system coordinates the execution of all programs to obtain accurate results.
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Customizing - Selecting Evaluations I
Evaluation views----> Evaluation types
----> Evaluations
View AccTy Evaluation view description Retr. prog. Variant
SAPSAP D
KCustomer standard evaluationVendor standard evaluation
RFDRRSELRFKRRSEL
SAP_VARI
SAP_VARI
Maintain variantNew entries
Each table entry at the highest level "Evaluation view" automatically creates a separate branch in the standard report tree.
You can assign authorizations for each table entry. In the variant of the retrieval program that you maintain here, you define the maximum volume of data that is available for display for each evaluation view. Example of a customer evaluation: You make three entries, one for company code Europe, a second for company code USA, and the third entry is for both company codes. These definitions will automatically create three branches in the tree of the A/R information system. Consequently, the corresponding selections (company codes) have to be made in the three different variants of the retrieval program.
Note: It is easier to make the settings by copying entries than by creating new entries. If you copy an entry, the whole table hierarchy of the source entry is copied to the target entry.
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Customizing - Selecting Evaluations II
Evaluation views----> Evaluation types
----> Evaluations
View AccTy Evaluation type Evaluation type description
SAPSAP D
D0102
New entries
Due date analysisPayment history
01 Due date analysis (cust.,vend.)02 Payment history (cust.)03 Currency analysis (cust.,vend.)04 Overdue items (cust.,vend.)05 DSO analysis (cust.)06 Terms offered/terms taken (cust.)
Predifined evaluation types:
Depending on the selected account type, predefined evaluation types are available in the system. After having copied an entry on the preceding level (evaluation view level), you will find on this level all the evaluation types that belong to the source entry. Simply delete the entries that you do not require here.
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Customizing - Selecting Evaluations III
Evaluation views----> Evaluation types
----> Evaluations
View AccTy Eval.type Name of the evaluation Created on
SAPSAP D
K01 Due date analysis by company code
New entries
Crte Version
A 15.07.2000
01 B Due date analysis by business area 15.07.2000
At the lowest level of the table entries you can create your own versions of evaluations. Each entry uses a different variant of the creation report, which is part of the data retrieval program. Double-click on a standard entry to reach the screen for defining variants of the selection reports (RFDRRE01,02,03,04,05).
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Customizing - Selecting Evaluations IV
Maintain variant
Evaluation view
Evaluation type
Evaluation version
Account type
General dataCreate evaluation
SelectionPrograms
Bank dataEvaluations required
Credit control dataTax dataDunning data
SAPD01A
RFDRRE01 Variant SAP_D01A
If you select this indicator, you can have the system generate the required data during the next generation run.
Attention: Activate this field ifdatabase field is defined as grouping criterion in the variant.
If you activate the "Create evaluation" checkbox, the data is generated during the subsequent generation run.
Attention: The relevant checkbox in the area "Evaluations required" must be activated if you wish to define one of these database fields as a grouping criterion (Maintaining the variant). This is necessary because the program does not otherwise read the following database fields: KNA1-KNAS (VAT registration number, tax data) KNA1-KNKA and KNA1-KNKK (Credit control data, control area data) KNA1-KNBK (Bank data) KNB1-KNB5 (Customer dunning master data) This feature also applies to Accounts Payable (except that the credit control data does not exist here).
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Customizing - Selecting Evaluations V
Variant attributes
Field for grouping
List sorted by days
Number of top customersKNB1-BUKRS50
Grouping criterion: In this caseyou can carry out evaluations"by company code".
15 30 45
Create - credit control area
Create - client
Create - company code
Create - business area
While the report is running you canselect the view of the top N customers.
Depending on the evaluation, you can specifya time interval for which the system is to breakdown the selected items.
You create reports "for each credit control area"in every single company code.
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Customizing: Variants for the Report Tree
+ Evaluation by business area
- for group- Client 999
+ for company code+ for business area
Table entry level 1
Table entry level 2
+ Evaluation by company code Text elements of program: RFD(K)RRANZ
- Due date analysis- Customer standard evaluations
- Evaluation by ctryVariant: Selection report RFDRRE01:Field for grouping:KANA1-LAND1Text in ABAP Dictionary
- for credit control areaCheckbox in the variant of selection report RFDRRE01 is selectedNot assigned
1000 cred.ctrl area Europe3000 cred.ctrl area N.America
Credit control area table
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DATA RETRIEVAL PROGRAMS
Creating Evaluations
DATABASE
Master records
Selection: A/R: RFDRRSEL A/P: RFKRRSEL
with default variants: SAP_VARI
Creation: A/R: RFDRRE01,02... A/P: RFKRRE01,02...
With default variants: SAPD01A
Run data retrieval programs:
D = customersK = vendors
01 - 06 = evaluation type
A,B etc...= version
EVALUATION DATA
RFRR
Job running: A/R: RFDRRGEN A/P: RFKRRGEN
with default variants: SAP_VARILine items
To create an evaluation, the system analyzes the master data and line items of customer and vendor accounts. This process can be very time-consuming if large data sets are involved. Evaluations must therefore be run as background jobs.
You can schedule the background processing for specific times and dates. You can have the system run certain evaluations daily, weekly, or monthly.
Note that evaluations can only ever be as current as the last data retrieval. If activities have been carried out since the last data retrieval, the current customer or vendor information may not correspond exactly to the evaluation.
Changing data volume: You must change the data volume if (1) an evaluation as currently configured does not provide the required information, or (2) selection criteria, such as key date for open items, need to be updated regularly.
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Display Evaluation Results
Accounts Receivable
- Information System
Accounts Receivable Information System
+ Account information
+ Adequacy/Document
+ Other evaluations
+ Interest calculation
+ Bill of exchange processing
+ Credit management
You enter the A/P (or A/R) information system menu paths via the report tree.
Enter the Accounts Receivable (or Accounts Payable) information system via the main Accounts Receivable (or Accounts Payable) report tree.
Navigate through the AP/AR information system tree structure to reach the required evaluations. Double-click on the required evaluation to execute it.
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Standard Evaluations
+ For group
- Due date analysis
+ For credit control area- For business area
Not assigned7000 Electronic products
- Standard customer evaluations
+ Evaluation by company code
Due Date Analysis
Due Not due All OIs
1,241,752.4416,223.46 2,597,785.75
0.00 3,839,538.1916,223.46
1,257,975.90 2,597,785.75 3,855,761.65
Key date: 31.12.2000Values in: UNI
Company codeIDES AGIDES US IncTotal
Business area: Electronic products
Standard evaluations are provided with the R/3 software. They can be copied into a client system by means of the Implementation Guide.
Delivered R/3 evaluations combine - an evaluation type (or a predefined report type, such as due date analysis) - an "evaluation by" selection (such as company code) - an "evaluation for" selection (such as business area)
An evaluation represents one evaluation type for one member of the "for" group, with data further broken down by the "by" criterion.
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Due Date Analysis
The basic list (all open items) for the selected business area displays the totals of items due, items not due, and all open items for each company code.
The open item sorted list (overall or for one company code) shows due items sorted by user-defined period intervals.
Top n customers (overall or for one company code) lists customers, sorted by items due, items not due, or all open items.
Line item analysis (for one customer) shows line items and a drilldown list by document.
OI sorted list (for one customer) calls up a dialog box listing due dates according to periods intervals.
View OI sorted list
View Top n customers
View Line item analysis View OI sorted list
This evaluation is available for both customers and vendors. Note that the following information applies to all evaluations: When you drill down to line item level, you access current database information that might differ from the totals from the preceding run of the data retrieval program.
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Payment History
The basic list displays for the selected credit control area the total per company code of short-term days in arrears, medium-term days in arrears, and days in arrears for open items. The data is selected for the evaluation key date.
Days in arrears (overall or for one company code) calls up a dialog box, which explains how days in arrears are calculated in the R/3 System.
Top n customers (overall or for one company code) calls up a list of individual customers, sorted by short-term, medium-term, or open item days in arrears, or short-term, medium-term, or open item interest calculation numerators.
Days in arrears (for one customer) calls up a dialog box, which explains how days in arrears are calculated in the R/3 System.
Line item analysis (for one customer) shows line items and drilldown lists by document.
View Days in arrears View Top n customers etc.
View Days in arrears
View Line item analysis
This evaluation is available for customers only.
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Currency Analysis
The basic list displays for the selected business area (1) the historical total of documents posted in a foreign currency, at the exchange rate valid on the posting date(2) the current total of the documents in (1), translated at the current exchange rate valid on the evaluation key date(3) the exchange rate difference, the difference between the historical and current totals
Top n customers (overall or for one company code) displays a list of customers affected by exchange rate differences.
Currencies (overall or for one company code) displays historical, current, and difference totals by currency.
Line item analysis (for one customer; on the line item selection screen enter the company code, switch to cleared items if required) shows line items and drilldown lists by document.
View Top n customers
View Line item analysis
View Currencies
This evaluation is available for both customers and vendors.
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Overdue Items
The basic list displays for the selected business area the total per company code for(1) Interest calculation numerator(2) Days in arrears(3) Total amount of items overdue on the evaluation key date
Top n documents (overall or for one company code) displays the totals, interest calculation numerators, and days in arrears for documents with the highest interest calculation numerators.
View Top n documents
This evaluation is available for both customers and vendors.
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Days Sales Outstanding Analysis
The basic list displays the following values per company code for the selected credit control area:(1) Balance of outstanding open items in the customer accounts(2) Average sales for the period selected(3) DSO days - balance divided by average sales per month multiplied by 30
Top n customers (overall or for one company code) displays the above values per customer.
Line item analysis (for one customer) displays line items and drilldown lists by document.
View Top n customers
View Line item analysis
This evaluation is available for customers only.
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Terms Offered/Terms Taken
The initial screen displays the following for the selected business areas:
(1) Terms offered, in accordance with the terms of payment granted
(2) Terms taken, which reflect the customer's cash discount history
(3) Difference between days offered and actual days taken
Payment methods (overall or for one company code) display the same information as above, broken down by terms: net, cash discount 1, cash discount 2.
Top n customers (overall or for one company code) displays the information as above, broken down by customer.
Line item analysis (for one customer) displays line items and drilldown lists by document.
View Payment methods View Top n customers
View Line item analysis
This evaluation is available for customers only.
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Functions for Drilldown Lists
You can carry out the following functions for all drilldown lists:Printing the drilldown list
Sorting the drilldown list by the displayed columns
Displaying values graphically using SAP Business Graphics
Displaying selection criteria
Changing the display currency
Representing percentages
Setting up scaling (reports in thousands, for example)
Modifying the line item display
Specifying how headers should appear on printed lists
You navigate directly to a drilldown list at the lowest level of the AP/AR information system tree structure. The functions above are available in all drilldown lists.
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Report Tree and Access Paths
Evaluation view
- Standard customer evaluations
+ Due date analysis
+ Payment history
- DSO analysis
+ Evaluation by company code
- Evaluation by country
+ For group
- For credit control area
Not assigned
1000 Credit control area Europe
3000 Credit control area N. America
Lowest level of report tree -access evaluation lists from here
To reach the A/P or A/R information system, expand the information system node. You determine which reports are displayed in the report tree and how the tree is structured in the Define Evaluations activity in the Implementation Guide for Accounts Receivable and Accounts Payable.
The "+" symbol in front of a node indicates that this node can be expanded. The "-" symbol in front of a node indicates that the branch that starts at this node can be compressed. You carry out evaluations at the lowest level of the report tree. You can create an alternative report tree and save both structures in your user-specific settings.
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Report Tree: Characteristics
You can create access paths to required evaluations or drilldown lists within a tree structure.
You can save access paths to the required drilldown lists when you call up the AP/AR information systems. The tree structure can be saved under the user name.
You can change the direction in which you navigate through the tree structure, branching from evaluation views to evaluation levels. You can save a set of access paths for this direction as well.
You can navigate from node to node at the same level using Next node and Previous node functions.
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In this unit, you have learned how to:Explain how evaluations are carried out in the AP/AR information system
Navigate in the information system report tree
Carry out and display evaluations and be familiar with the relevant list functions
Explain the Customizing options for the information system
A/P and A/R Information System: Summary
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A/P_A/R_Information System Exercises
Unit: A/P A/R Information System
At the conclusion of this exercise, you will be able to: • Create evaluations in the information system
• Describe the various options for displaying evaluations
• Navigate in and modify the A/R A/P Information System tree structure
The A/P A/R managers have requested better reporting capabilities to support their areas. In particular, they want to be able to evaluate combinations of variables like company code, business area, controlling area. They also want to be able to drilldown from summary data levels to individual document details. You are to demonstrate that R/3 will provide the kind of reporting they want.
1-1 Your instructor has demonstrated different A/P A/R evaluations in the system. In order to know and to learn to navigate within the information system, log on to the R/3 System and run some A/P A/R evaluations.
Menu path:
1-2 In order to create and run your own evaluation view go into the customizing and create your own variant for the data retrieval program RFDRRSEL.
Variant name: GR## (##=group number)
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1-3 Copy an existing entry of the table containing the evaluation views. Note: Note that it is easier to copy entries rather than create new entries. Use the entries SAP and D as templates.
View: GR## (##=group number)
1-4 Create your own variant for program RFDRRGEN, selecting your evaluation view:
Variant: GR## (##=group number)
1-5 Start evaluation generation for your evaluation view as a background process within the application.
Menu path:
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Job name: Group ##
Job class: A
Check the status of your job:
Menu path:
This generation run might be a little time consuming because data for your evaluation view is generated for all customers. This should take 3 to 5 minutes.
Choose Job log. Both views (the previous view ”SAP" and your new view ”gr##") have been generated.
1-6 Display evaluation results Once you have generated data for your evaluation view , you can then display your generated data within the A/P A/R application components.
Menu path:
You now see that your evaluation view (group ##) is displayed as an additional branch
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in the reporting tree.
Navigate in your generated evaluation view
1-7 Use the options "Change path" and "Focus path" within the A/P A/R Information System. Save your settings, leave the reporting tree, log in again and verify that your settings have been saved.
Having the A/R A/P reporting tree expanded:
Menu path for change path:
The main difference is that the evaluation type is now expanded on a lower level than within the standard structure.
You can save the expanded level of both structures as user-defined settings.
Menu path for saving the changed path:
A further possibility is to set a focus within the reporting tree. This is useful if you intend to always evaluate the same data selection.
Drilldown to the lowest level:
Menu path for setting the focus:
You can save this as your user-specific setting. Alternatively you can always access the standard structure:
Menu path for accessing the standard structure:
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A/P_A/R_Information_System Solutions
Unit: A/P A/R Information System
1-1 Your instructor has demonstrated different A/P A/R evaluations in the system. In order to know and to learn to navigate within the information system, log on to the R/3 System and run some A/P A/R evaluations.
Accounting Financial Accounting Accounts Receivable Information system Reports for Accounts Receivable Accounting Customer balances Accounts Receivable Information System (double click)
1-2 In order to create and run your own evaluation view, access Customizing and create
your own variant for the data retrieval program RFDRRSEL.
SAP Refer.-IMG. Financial Accounting Accounts Receivable and Accounts Payable Information System Accounts Receivable Standard Evaluations Select Standard Evaluations
Create a new variant (GR00) for RFDRRSEL:
Mark first entry, then choose:
Environment Maintain variant
On the next screen:
Remove the "SAP_VARI" entry, then
Variants Create
New variant name: GR## (##= your group number) and choose "Create"
Accept the default selections
Choose →Edit → Attributes
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Description: Group ##
Select the "Selection variable" for the following parameter: "Open item at key date"
Choose the "Selection variables" button
Click on the yellow light in column ”D" (Dynamic date calculation, green light appears)
Click on the downward pointing arrow.
Choose "Current date"
Choose Save
Go back (green arrow) to the "Save Attributes of Variant GR##" screen.
Choose Save to save the variant.
Note that the key date can no longer be changed on this screen.
Go back twice (green arrow).
1-3 Copy an existing entry of the table containing the evaluation views. Note: Note that it is easier to copy entries rather than create new entries.
Mark the first entry, then choose:
Edit Copy as Overwrite the entries:
View: GR##
Account type: D (current value)
Evaluation view description: Customer evaluation group ##
Retr. prog. RFDRRSEL (accept entry)
Data retr. var.: GR## (the variant name that you created before).
Press Enter button.
Confirm message in dialog box and choose: "Copy all" (dependent entries)
Confirm information box by choosing continue.
Save table entry at the "Evaluation views" level.
1-4 Create your own variant for program RFDRRGEN, selecting your evaluation view:
System Services Reporting
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Program: RFDRRGEN
Goto Variants
Variant GR##
Choose: "Create"
Confirm dialog box by choosing "Continue"
Enter your evaluation view "GR##" (that you created in the preceding exercise)
Choose →Edit → Attributes
Description: Evaluation view GR##.
Choose Save The system reports that your variant has been saved.
Choose save again to save the values of your variant.
1-5 Start evaluation generation for your evaluation view as a background process within the application.
Accounting Financial Accounting Accounts receivable Information system Tools Configure Create evaluations Confirm dialog box
Job name: Group ##
Job class: A
Choose Define steps button
ABAP program RFDRRGEN (accept default value)
Choose Variant list.
Select your variant "GR##"
Save.
Go back (green arrow)
Choose Specify start condition
Choose "Immediate"
Choose Save
Save the background job
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Check the status of your job:
System Services Jobs Job overview Accept your user selection and choose Enter.
This generation run may be time consuming, because data for your evaluation view is generated for all customers. This should take 3 to 4 minutes. See status "Finished".
Choose Job log. Your new view "GR##" has been generated.
1-6 Display evaluation results Once you have generated data for your evaluation view , you can then display your generated data within the A/P A/R application components.
Accounting Financial Accounting Accounts Receivable Information system Reports for Accounts Receivable Accounting Customer balances Accounts Receivable Information System (double click) You now see that your evaluation view (group ##) is displayed as an additional branch in the reporting tree.
Navigate in your generated evaluation view.
1-7 Use the options "Change path" and "Focus path" within the A/P A/R Information System. Save your settings, leave the reporting tree, log on again and verify that your settings have been saved.
Having the A/R A/P reporting tree expanded: Edit Change path
See that the main difference is, that the evaluation type is now expanded on a lower level than within the standard structure.
You can save the expanded level of both structures as user-defined settings.
File access path Save
A further possibility is to set a focus within the reporting tree. This is useful if you intend to always evaluate the same data selection.
Drilldown to the lowest level:
Edit Set focus
You can save this as your user-specific setting. Alternatively you can always access the standard structure by:
Edit Change path
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What is a document parking?
Document parkingPark
Change
Post
Delete
Display Changes
Reporting on parked documents
Workflow and authorizations
Document Parking: Contents
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At the conclusion of this unit, you will be able to:
Describe the differences between parked, held and posted documents
Enter, change, delete and post parked documents
Understand options for reporting on parked documents
Document Parking: Unit Objectives
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Course Overview Diagram
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Interest CalculationInterest Calculation
Parallel CurrenciesParallel Currencies
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
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The credit department has heard about the concept of parked documents and believes it will assist the Controller, as he must approve all documents over a specified dollar limit. Currently this process is done manually and a bottleneck occurs when posting documents at month's end. You are to investigate this alternative method of processing.
Document Parking: Business Scenario
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What is Document Parking?
Unlike "held" documents:Parking a document generates a document numberParked data can be evaluated in various R3 reports
Document parking is an alternative way to enter transaction documents in R/3.
Unlike "regular" posted documents:Transaction figures are not updatedA user can review, change, and then repark the documentThe document will eventually be posted or deleted
Using document parking, you can enter and store (park) incomplete documents in the R/3 system, without extensive entry checks. You (or a different user) can complete, check and then post previously parked documents at a later date.
The advantage of document parking is that the data of these documents can be included in reports once the data is entered in the system. That is, you do not have to wait until the documents are completed and posted. For example, amounts from parked documents can be included in the advance tax on sales/purchases report.
In contrast to document parking, noted documents (held documents) merely allows you to interrupt your data entry work on a document and save the data temporarily until you can resume posting. No document number is issued, and data entered is not included in any evaluations.
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Document Parking: Functions
Entering data and parking a document
Changing a parked document
Posting a parked document
Deleting a parked document
Displaying change documents
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Documents You Can Park
Customer accounts (invoices and credit memos)
Vendor accounts (invoices and credit memos)
General ledger accounts (G/L postings)
You can park documents relating to customer, vendor, and G/L accounts. R/3 provides an additional fast entry function for G/L accounts.
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Entering Data and Parking Documents
Access data entry through a different menu path than for regular documents
Entry screens are the same as with regular documentsTemplates available for fast entry
Can use account assignment models
Validation and substitution not active
R/3 only checks information entered as part of a parked document as to whether it exists. Only a few fields - posting key and account number, for example - are required entry fields.
No tolerance checks are carried out. When you save a parked document, the system does NOT update control totals nor does it generate automatic postings.
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Changing a Parked Document
Change documents and subsequently complete them
Can change most fields, including amountChange individual documents and line items
Change several documents simultaneously via lists
Change other values via line items
Cannot change currency or company code
A parked document can be changed, reparked repeatedly and be completed step by step. Users can change a large number of header and item fields, including amounts.
If you do not know the document number, use the document list function. Enter selection criteria and execute. The system generates a list of parked documents you can select from.
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Posting a Parked Document
After all changes have been made, you can post a parked document
The document becomes a regular posted document
Post individually or via a list of parked documents
The number of the parked document becomes the number of the posted document
Can review change documents
You can post documents individually or via a list. You can also create a batch input session to post parked documents.
Posting deletes the data in parked documents. The document is posted to the document database and the appropriate data (transaction figures, etc.) is updated.
(C) SAP AG AC260 7-11
© SAP AG 1999
Deleting a Parked Document
You can remove a parked document from the R/3 system
Delete individually or via a list of parked documents
Deleted parked document numbers cannot be reused
To delete a document, you need to know the company code, document number, and fiscal year. To find a parked document number or to delete more than one document, use the document list function. Enter appropriate selection criteria, and the system will generate a list of documents that match them.
(C) SAP AG AC260 7-12
© SAP AG 1999
After posting:
Display changes
Select document
Displays changes to posted documents plus changes to parked documents before posting
Displaying Change Documents
All changes to parked documents are logged and can be displayed before and after posting
Before posting:
Display changes
Select document
Shows changes to the parked document
If the number of a document was changed - for example as part of changes to the document header - you can search for changes made to the document under its original number.
(C) SAP AG AC260 7-13
© SAP AG 1999
Reporting on Parked Documents
Many SAP R/3 delivered reports have options to include parked documents
You can include parked documents in the document journal
You can display parked documents in the line item display screen
Document parking is linked to the account display and reporting functions in Financial Accounting. Many reports can evaluate transactions stored as parked documents.
(C) SAP AG AC260 7-14
© SAP AG 1999
Authorizations and Workflow
Can set different authorizations for different users:Some users can post documents, others can only park them
You can set up document parking to inform the users whose job it is to review and complete parked documents
You can set up approvals at various levels: amount, account assignment, completion, and so on
Incomplete documents can be parked, then gradually completed with additional information. Every time an incomplete document is parked, R/3 initiates a workflow containing a single task: "complete". Users whose job it is to complete documents receive a message and can proceed to change the parked document. The message stays in the inbox of every user concerned until one of them marks the document as "complete".
Other SAP courses deal with workflow functions in detail.
(C) SAP AG AC260 7-15
© SAP AG 1999
You should now be able to:
Document Parking: Summary
Describe the differences between parked documents and those held or posted
Understand the functions for document parking
Demonstrate how to park, change, post, delete and review changes to parked documents
(C) SAP AG AC260 7-16
Document Parking Exercises
Unit: Document Parking
At the conclusion of this exercise, you will be able to:
• Describe the functions of document parking
• Understanding the differences between parking and other kinds of document entry
The Controller has asked you to evaluate document parking as a means to eliminate the manual backlog at month end when he must approve all documents above a certain dollar limit. Among others, he asks the following questions:
1-1 True or False:
1-1-1 You can see parked documents in a line item display
____________________________________________________________
1-1-2 A parked document and its eventual posted version will have the same document number
____________________________________________________________
1-1-3 You can use substitution in parked documents
____________________________________________________________
1-1-4 You can use account assignment models in parked documents
____________________________________________________________
1-1-5 You can review changes made to a parked document even after you post it
____________________________________________________________
1-2 Summarize the advantages and features of document parking
1-2-1 Name two advantages of a parked document over a held document
____________________________________________________________
1-2-2 What kinds of documents can be parked?
____________________________________________________________
(C) SAP AG AC260 7-17
1-2-3 List 5 functions you can perform on a parked document
1-3 Demonstrate the differences between a parked document and a held document.
1-3-1 Enter the following information as part of a G/L document posting, then
hold the document:
Date: Today’s date Company code: 1000 Document header text: Hold##1 where ## = group number Debit (40) G/L account 100000 for 49 UNI Credit (49) G/L account 110000 for 50 UNI Enter the temporary document number.
1-3-2 Enter the following information as part of a G/L document, then park the
document:
Date: Today’s date Company code: 1000 Debit (40) G/L account 100000 for 50 UNI Credit (50) G/L account 110000 for 50 UNI Enter your group number in the document header text field When you park the document, write down the document number
____________________
1-3-3 Look at the line item display for account 100000, company code 1000 Be sure that the Parked items indicator is set. Which document do you see?
____________________
1-3-4 Re-open the held document and change the amounts to 48 UNI. Re-hold the document
1-3-5 Open the parked document and change the amounts to 51 UNI. Repark the document
1-3-6 Post both documents: Note the document number for the originally ”held" document:
_____________________
Also note the document number for the originally ”parked" document:
_____________________
1-3-7 Look in the line item display for account 110000, company code 1000 and locate the documents you posted. Drilldown to the overview and review the information available on the document changes. What information did you change on the formerly parked document?
(C) SAP AG AC260 7-18
____________________
(C) SAP AG AC260 7-19
Document Parking Solutions
Unit: Document Parking
1-1 True or False:
1-1-1 You can see parked documents in a line item display
True
1-1-2 A parked document and its eventual posted version will have the same
document number
True
1-1-3 You can use substitution in parked documents
False
1-1-4 You can use account assignment models in parked documents
True
1-1-5 You can review changes made to a parked document even after you post it
True
(C) SAP AG AC260 7-20
1-2 Summarize the advantages and features of document parking
1-2-1 Name two advantages of a parked document over a held document
A parked document generates a document number
A parked document can be evaluated in R3 reporting
A parked document can be used in conjunction with authorizations and workflow to automate approval processes (Others)
1-2-2 What kinds of documents can be parked?
Customer, vendor, and G/L documents Or
Invoices, credit memos, and G/L postings
1-2-3 List 5 functions you can perform on a parked document
Park, change, post, view changes and delete
1-3 Demonstrate the differences between a parked document and a held document.
1-3-1 Enter the following information as part of a G/L document posting, then hold the document:
Accounting→Financial Accounting→General ledger
Document entry→G/L account posting
Enter the data, then select
Document→Hold
1-3-2 Enter information as part of a G/L document, then park the document
Accounting→Financial Accounting→General ledger
Document entry→Park document
Enter the data, then select
Document→Park document
1-3-3 Look at the line item display for account 100000, company code 1000
Accounting→Financial Accounting→General ledger
(C) SAP AG AC260 7-21
Account→Display line items
Be sure that the Parked items indicator is set.
You should find the document you parked in the "parked items" section
1-3-4 Retrieve the held document and change the amounts to 48 UNI. Hold the document again.
Accounting→Financial Accounting→General ledger
Document entry→G/L account posting
Edit → Select held document
Make the necessary changes, then choose
Document→Hold
1-3-5 Open the parked document and change the amounts to 51 UNI. Repark the document
Accounting→Financial Accounting→General ledger
Document→Parked documents→Change
Make the changes indicated, then choose Document→ Park
1-4 Post both documents
To post the ”held" document:
Accounting→Financial Accounting→General ledger
Document entry→G/L account posting
Edit → Select held document
Select the appropriate held document
Document→Post
To post the "parked" document
Accounting→Financial Accounting→General ledger
Document→Parked documents→Post/delete
Select the parked document in question
Document→Post
(C) SAP AG AC260 7-22
1-4-1 Look in the line item display for account 110000, company code 1000 and locate the documents you posted. Drilldown to the overview and review the information available on the document changes.
Accounting→Financial Accounting→General ledger
Account→Display/change line items
Enter the account and company code, then choose enter. Double click on your transaction to view details. Then choose:
Environment→Document changes
Neither document will show any changes on the first screen (which shows changes made to the document after posting). Press enter again to view changes made before posting the "parked" document. Then click on any of the fields to see what changes were made.
(C) SAP AG AC260 8-1
© SAP AG 1999
Purpose of FI archiving
FI Archiving functions
Basic configuration of FI archiving
FI Archiving: Contents
(C) SAP AG AC260 8-2
© SAP AG 1999
Explain the concept of FI archiving
Describe the FI archiving functions
Describe the basic configuration of FI archiving
At the conclusion of this unit, you will be able to:
FI Archiving: Unit Objectives
(C) SAP AG AC260 8-3
© SAP AG 1999
Course Overview Diagram
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Interest CalculationInterest Calculation
Parallel CurrenciesParallel Currencies
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
(C) SAP AG AC260 8-4
© SAP AG 1999
The accounting managers have decided to keep the system management costs as low as possible. This decision intends to keep the data volume as small as possible and the system's performance at a good level.
You as a member of the project team will find out by talking with the accounting clerks how long FI documents and master records have to be available within the R/3 system in order to archive them as soon as possible.Having collected the different requirements, you will start to set the parameters of the FI archiving program.
FI Archiving: Business Scenario
(C) SAP AG AC260 8-5
© SAP AG 1999
Archiving
DocumentsDocuments
MasterMasterrecordsrecords
\usr\sap\...
Retrieval
Archive management
SAP R/3
Info. per archiving/retrieval run
Archiving and Retrieval
(C) SAP AG AC260 8-6
© SAP AG 1999
Archiving: FI Objects and Programs
ObjectDescription
G/L accountsAccounts receivableAccounts payableTransaction figuresBanksDocumentsPayment requestsChecks
Archiving object
FI_ACCOUNTFI_ACCPAYBFI_ACCRECFI_MONTHLYFI_BANKSFI_DOCUMNTFI_PAYRQFI_SCHECK
Archiving program
SAPF053SAPF058SAPF056SAPF064SAPF061SAPF048SAPFPRQ0RFCHKA00Deletion programs:SAPFxxxDRCHKA10
Within FI you can archive master records and documents. Retrieval programs allow you to reload archived data. During every archive run the systems creates management data to give you information about the archived/retrieved data.
In order to get an overview of the objects which are relevant to archiving, use transaction code AOBJ. Using this transaction code you can see for each archiving object, which tables are archived or just deleted. Example: Related to archiving object FI_DOCUMNT the tables BSAD, BSAK, BSAS, BSIS are deleted and not archived.
(C) SAP AG AC260 8-7
© SAP AG 1999
Archiving Logic
No logic Application logic Customizing
Transaction figures:- No logic
Banks:- Deletion flag is set?- Still in use?
G/L Accounts:- Deletion flags are set?- Transaction figures already
archived?- Documents already
archived?Customers/ Vendors:- Deletion flags are set in
SD,MM and FI ?- Transaction figures already
archived?- Documents in allapplications alreadyarchived?
- Customer is also vendor?- Alternative payee ?
Documents:- Runtime definitions - Item cleared? Not cleared?
The transaction figures have to stay at least 2 years in the system before they can be archived.
(C) SAP AG AC260 8-8
© SAP AG 1999
Customizing: Document Archiving
Document archiving table: Account life
Companycode
Accounttype
From account To account Secondaryindex length
Archive index length
Life
Period of time until documentis archived
Length of timeuntil secondaryindex is deleted
Length of time for account-related archive index
* 1 ZZZZZZZZZZ*
Document archiving table: Document life
Companycode
Documenttype
Document lifetime
Archive index lifetime
* * Length of timeuntil documentis archived
Length of documentrelated archive index
You can make generic entries for company code, document type and account type. The more detail the better.
The customizing of the document type and account type includes a test function that checks an individual document against the corresponding entries of the tables (transaction code: FB99).
Archive Indices: ARIX_BKPF: Document related archive index ARIX_BSAD: Customer account-related archive index. ARIX_BSAK: Vendor account related archive index. ARIX_BSAS, ARIX_BSIS: GL -Account related archive indices. Note: The document oriented archive index is used by transaction code FB03. The account oriented indices are not yet used in standard transactions and programs. However, they can be used for your own developments.
If you want to take advantage of the new archive indices with regard to old archives, you can use program SAPF048X in order to create the new indices based on old archives.
(C) SAP AG AC260 8-9
© SAP AG 1999
Document type lifeExample: Account life
60days 60
90 days
Line item 1 ...Line item 2 ...
Posting date: 05.03.
Key date: 10.07.Clearing date: 31.03.
60 days
05.03.31.03.
10.07.
March JulyJuneMayAprilDocument type life
Account life
Customizing: Document Life
The relevant dates for determining the life time of the document are the posting date (open item managed accounts refer to the clearing date) and the key date.
The longer life time definition determines the remaining time of the document in the system.
(C) SAP AG AC260 8-10
© SAP AG 1999
Individual Customizing: Archiving
Financial Accounting editing options: Document display
Search strategy
Single document drilldown
Document archiving table: Document life
Strategy Short text
Ignore archive, database only0 Strategy 1-4, until matches found 1 Search per archive index until matches found2 If complete, search per archive index, otherwise archive administration 3 Search per archive administration until matches found4 Completely search each archive until matches found
1Search strategies only for current document display
(C) SAP AG AC260 8-11
© SAP AG 1999
Special Customizing: Archiving Objects
Technical settings: Example object: FI_DOCUMNT
Size of archive file
Size in MB 25
Settings for delete programStart automatically
Settings for post-processing programs
Start automatically
Maximum number of data objects 30.000
Create index
Commit Counter 5.000Productive and Test variants
Productive variant
If maximum is exceeded, a new archive file is opened
Depending on their lifetime definition, the secondary and archive indices are deleted, normally after the document has been archived
Number of processes to be performed, before database update occurs
Performance is better for access of archived data, for example, during FB03, if an index was created
Start object-related delete program after archiving program
If this value is exceeded,a new archive file is opened
(C) SAP AG AC260 8-12
© SAP AG 1999
Explain the purpose and conception of theFI archiving programs
Describe the functions of FI archiving
Explain the steps necessary for FIarchiving integration
You are now able to:
FI Archiving: Summary
(C) SAP AG AC260 8-13
FI Archiving Exercises
Unit: FI Archiving
At the conclusion of this exercise, you will be able to: • Explain the concept of FI archiving
• Describe the functions in FI archiving
• Describe basic configuration of FI archiving
• The accounting managers have decided to keep the system management costs as low as possible. They hope to keep the data volume as small as possible and the system performance at a good level.
• You, as a member of the project team, will find out by talking with the accounting clerks how long FI documents and master records have to be accessible within the R/3 system in order to archive them as soon as possible. Having collected the different requirements, you will start to set the parameters for the FI archiving program.
Your instructor has shown you an example of FI document archiving. In order to learn to navigate in the archive management try to find the following information in the system:
1-1 What is the physical file name of the data archived by your instructor?
Menu path:
Physical file name:
1-2 How large is the archived file?
Same menu path as in 1-1:
(C) SAP AG AC260 8-14
Size in MB:
1-3 What is the date of the archived data?
Same menu path as in 1-1:
1-4 Which one of the four dates of a document belonging to an open item managed account is relevant for archiving? Select the correct answers!
CPU date Yes No
Posting date Yes No
Clearing date Yes No
Document date Yes No
1-5 Can open items be archived or deleted?
1-6 Which objects relevant to FI archiving are defined in the system? Which transactions/ menu paths can you use to find out?
Transaction:
Menu path:
List of object names:
(C) SAP AG AC260 8-15
FI Archiving Solutions
Unit: FI Archiving
Your instructor has shown you an example of FI document archiving. In order to learn to navigate in the archive management, try to find the following information in the system:
1-1 What is the physical file name of the data archived by your instructor?
Accounting→Financial Accounting→General ledger → Periodic processing → Archiving → Documents Select Management and drilldown until the following appears: Physical file name: D:\usr\sap\XYZ\sys\global\RFImmdd0 (XYZ = R/3 System)
1-2 How large is the archived file?
Same menu path as in 1-1 see size in MB (Data may vary)
1-3 What is the creation date of the archive file?
Same menu path as in 1-1 Having drilled down to the lowest level, press the "File" icon. Scroll to your right to the "Posting date" column. The creation date is today's date.
1-4 Which one of the four dates of a document belonging to an open item managed account is relevant for archiving? Select the correct answers!
CPU date Yes No
Posting date Yes No
(C) SAP AG AC260 8-16
Clearing date Yes No
Document date Yes No
1-5 Can open items be archived or deleted?
They are not archived. They are deleted. Only documents are archived.
1-6 Which objects relevant to FI archiving are defined in the system? Which transactions/ menu paths can you use to find out?
Transaction: AOBJ
→Goto →Position
Select object name: FI
List of archiving objects within FI:
FI_ACCOUNT
FI_ACCPAYB
FI_ACCRECV
FI_BANKS
FI_...
and so on...
(C) SAP AG AC260 9-1
© SAP AG 1999
Data transfer concept
Various transfer methods
Retrieving information from the R/3 System
Contents:
FI Data Transfer
(C) SAP AG AC260 9-2
© SAP AG 1999
Describe the data transfer concept
Describe various methods of data transfer
Retrieve information from the R/3 System
At the conclusion of this unit, you will be able to:
Data Transfer: Topic Objectives
(C) SAP AG AC260 9-3
© SAP AG 1999
Overview Diagram with Unit Highlighted
Special G/L TransactionsSpecial G/L Transactions
CorrespondenceCorrespondence
Parallel CurrenciesParallel Currencies
Interest CalculationInterest Calculation
A/P A/R Information SystemA/P A/R Information System
Document ParkingDocument Parking
FI ArchivingFI Archiving
IntroductionIntroduction
FI Data TransferFI Data Transfer
Unit 2Unit 2
Unit 3Unit 3
Unit 4Unit 4
Unit 5Unit 5
Unit 6Unit 6
Unit 7Unit 7
Unit 8Unit 8
Unit 1Unit 1
Unit 9Unit 9
(C) SAP AG AC260 9-4
© SAP AG 1999
Due to the pending old data transfer, you want to become acquainted with the transfer methods.Especially important for you as a member of the project team is the entry of the first data in the R/3 System.
Data Transfer: Business Scenario
(C) SAP AG AC260 9-5
© SAP AG 1999
Data Transfer to the R/3 System
SAP System
Legacy system
SAP data
Legacy data
Large data sets cannot be transferred manually from a legacy system to the R/3 System due to economic considerations. This would be unacceptable for a company. Therefore you need a method of transferring the data automatically in the background.
Data transfer is necessary if: - Data should be transferred from your legacy system into the R/3 System during installation. - Data is transferred regularly from legacy systems to the R/3 System.
Example: If you have data input into your legacy system, and this data should be integrated into the R/3 System.
A way thus has to be found to transport data to the system, that is, to the database.
(C) SAP AG AC260 9-6
© SAP AG 1999
Direct Data Transfer
SAP System
SAP data
Legacy system
STOPSTOP
To preserve the integrity of the data, you cannot directly import external data to the R/3 database.
(C) SAP AG AC260 9-7
© SAP AG 1999
Sequentialfiles
SAPinterfaces /
checks
Data Transfer Using Interfaces
SAP System
SAP data
Legacy system
When transferring data from your legacy system into your R/3 System, you must ensure the integrity of the data.
It is thus necessary to use the same validations for data transfer that are required for online use. Since the online checks in transactions are very extensive with the possibility of all involving multiple applications, it is difficult to make the checks on your own.
SAP provides interfaces for data transfer. These interfaces use parts of the transactions and their checks to transfer the data to the SAP System.
(C) SAP AG AC260 9-8
© SAP AG 1999
DX-WB
Sequentialfile
LSMW
Data Transfer Workbench
SAP System
SAP data
Legacy system
When transferring data from one SAP system or legacy system to a SAP System, you have the following tools available: - The Data Transfer Workbench, that is, the DX-WB - The Legacy System Migration Workbench (LSMW)
These tools cannot complete data transfer. They serve as the initial screen for data transfer and simplify the transfer using the actual transfer programs of the applications.
(C) SAP AG AC260 9-9
© SAP AG 1999
Conversion
• Structure relationship
• Field assignments
• Conversion rules
PC
Applicationserver
• Source structure definitions
LSMW
SAPfilefile
The LSMW allows for data to be read from presentation servers (PC) or application servers. In order for files to be read, the structure of the file, the source structure, has to be defined.
The file contents are then imported into an internal format of the LSMW and stored as a LSMW file. You then have to define structure relationships and field assignments to specify which field of the source structure is to be created in which field of the target structure.
A conversion rule has to be defined for each source field that is to be entered in a field of the target structure. You define how the field value of the source structure is to be transferred to the field of the target structure.
Based on these definitions, the contents of the LSMW file is converted in the target structure and can be transferred with a transfer method.
(C) SAP AG AC260 9-10
© SAP AG 1999
SAP DB
USDLegacyformat SAP format
$
Data Transfer with DX-WB
Data conversion
When you transfer legacy data into the R/3 System, you need to ensure that it is in the SAP format. The conversion can be completed in various manners: Converting the data in the legacy system has the advantage that the user is familiar with the programming language that it uses (such as COBOL).
Converting the data in the R/3 System using ABAP has the advantage of automatic type conversion. You can use the structure definitions of the ABAP Dictionary directly.
With Excel, simple and complex conversions are possible for flat structures. With the LSMW as a mapping tool With a certified non-SAP product
(C) SAP AG AC260 9-11
© SAP AG 1999
SAP format
SAP record layoutStructure
SAP IDocstructure
StandardTransferprogram
BAPI
DX-WB Transfer Method
such as RFBIBL00, RFBIDE00, RFBIKR00, RFBISA00
The DX-WB cannot perform a data transfer on its own. It serves as a structure for simplifying the data transfer.
The DX-WB supports the following transfer methods: Standard transfer programs Transfer using BAPIs
(C) SAP AG AC260 9-12
© SAP AG 1999
Business Object
Businessobject
Transferprogram
Transferprogram
Transferprogram
Organization of Transfer Programs and BAPIs using BOR Objects
BAPI
BAPI
BAPI
BAPI
BAPI: Business Application Programming Interface Standardized program interfaces that allow external applications to access the business processes and data of the R/3 System.
BAPIs are defined in BOR as methods of SAP business object types that complete certain business functions.
For each BOR (business object repository) object, multiple transfer methods can exist. They can either be BAPIs or transfer programs. Since the BAPIs are already identified via BOR objects, is makes sense to have the standard programs identified in this manner as well. Thus, a BOR object identifies all available transfer methods.
The BOR forms the R/3 System's interface to external world and thus, all transfer programs are assigned to BOR objects.
(C) SAP AG AC260 9-13
© SAP AG 1999
Transfer Methods
Data transferprogram
Data transferprogram
Batch input
Batch input
Call transaction
Direct input
CT
DI
Data transferprogram Batch input
BAPI
Most applications provide a standard interface. In the SAP System, various methods of data transfer are supported. They are batch input, call transaction, direct input, and BAPIs. The method supported is dependent on the application. The anticipated amount of data plays an important role for the method supported.
(C) SAP AG AC260 9-14
© SAP AG 1999
Onlinetransaction
Batch Input Method
Legacyformat
SAP format
BI session
BI data transferprogram
Convert datasuch as RFBIDE00
Batch input is a standard method with which data can be transferred to the R/3 System. The transaction process is simulated and the data is transferred as if it had be entered online. The advantage of the method is that all transaction checks are performed. This ensures data consistency.
The batch input method has two phases:
1.) A batch input session in created. It contains all relevant data.
2.) The batch input session is processed and the data contained in it is imported to the R/3 System.
Most of the SAP standard data transfer programs use the batch input method.
Important: The online transaction is used to import and check the data.
(C) SAP AG AC260 9-15
© SAP AG 1999
Overview: Batch Input Processing
Monitor
DB
BI data transferprogram
such as RFBIDE00
BI sessions
BI monitor
Batch input (or BDC, batch data communication) is an automatic procedure for the transfer of data to SAP Systems without user prompts.
To enable the same checks and posting as online, the method simulates a user dialog. The central component of this method is a batch input session. These sessions are provided with data by a batch input program and contain all data needed for the simulation of a user dialog.
You then process the sessions with the batch input monitor. From here, the data is sent to the database of the R/3 System.
(C) SAP AG AC260 9-16
© SAP AG 1999
Onlinetransaction
Call Transaction Method
SAP formatLegacyformat
CT data transferprogram
CT
Convert datasuch as RFBIBL00
Call transaction is a standard method with which data can be transferred to the R/3 System. The transaction process is simulated and the data is transferred as if it had be entered online. The advantage of the method is that all transaction checks are performed. This ensures data consistency.
Call transaction posts the data directly via the online transaction.
The method provides the options as the batch input method.
Important: The online transaction is used to import and check the data.
(C) SAP AG AC260 9-17
© SAP AG 1999
Direct Input Method
Legacyformat
DI data transferprogram
Convert data
SAP format
such as RFBIBL00
With direct input, data from the data transfer file is subjected to all necessary checks and is then directly transferred to the R/3 System. The R/3 database is directly updated by the data transferred.
Important: The import and check is performed by a program that carries out the same checks as the online transaction. This ensures the integrity of the data.
The online transaction is not used here.
(C) SAP AG AC260 9-18
© SAP AG 1999
BAPI Method
SAP IDoc structure
Legacyformat
Record by record
e.g. customer 1
BAPI
Convert data
BAPIs are standardized program interfaces that allow external access to business processes and data in the R/3 System.
Business application programming interfaces (BAPIs) are defined in the Business Object Repository (BOR) as methods of SAP business objects or SAP interface types and provide and object-oriented view of the business components (application components) or the R/3 System.
By starting a BAPI of the related application, the data is transferred.
Here as well, the same checks are performed as if online.
(C) SAP AG AC260 9-19
© SAP AG 1999
Explain the concept of data transfer
Describe various transfer methods
Retrieve initial information from the R/3 System
You are now able to:
Data Transfer: Unit Summary
(C) SAP AG AC260 9-20
Data Transfer Exercises
Unit: Data Transfer
At the conclusion of this unit, you will be able to:
• Describe the data transfer concept
• Describe various methods of data transfer
• Retrieve information from the R/3 System for data transfer
Due to the pending legacy data transfer, you want to become acquainted with the transfer methods. Especially important for you as a member of the project team is the procurement of the first data in the R/3 System.
1-1 The data transfer procedure has changed considerably for Release 4.6.
1-1-1 Name the two access tools that simplify data transfer. ___________________________________________________________ ___________________________________________________________
1-1-2 Which steps are supported within the access tools as related to data transfer? __________________________________________________________ __________________________________________________________
1-2 SAP offers various transfer methods that you can use for data transfer depending on your experience and system architecture.
1-2-1 Name these methods. ________________________________________________________ ________________________________________________________
(C) SAP AG AC260 9-21
1-2-2 What are the main differences / similarities of the various methods? Similarities: ______________________________________________________ ______________________________________________________ Differences: ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________ ______________________________________________________
1-3 There are various ways you can retrieve information for data transfer from the R/3 System.
1-3-1 In the data transfer workbench, retrieve information on posting methods when transferring accounting documents. Tools → Data Transfer Workbench... _______________________________________________________ _______________________________________________________ _______________________________________________________ _______________________________________________________
(C) SAP AG AC260 9-22
Data Transfer Solutions
Unit: Data Transfer
1-1 The data transfer procedure has changed considerably for Release 4.6.
1-1-1 Name the two access tools that simplify data transfer.
The two access tools are LSMW (Legacy Migration Migration Workbench) and DX-WB (Data Transfer Workbench).
1-1-2 Which steps are supported within the access tools as related to data transfer? Data conversion is performed in the LSMW. The BX-WB supports the import of data to the SAP database.
1-2 SAP offers various transfer methods that you can use for data transfer depending on your experience and system architecture.
1-2-1 Name these methods. The methods are: Batch input, call transaction, direct input, and BAPIs
1-2-2 What are the main differences / similarities of the various methods? Similarities: Data has to be converted into the SAP format prior to transfer to the SAP database, independent of the transfer method. Differences: The batch input method uses the online transactions for plausibility checks. The call transaction method simulates the online transactions. The direct input method uses the same calls as the online transaction. The BAPI method starts function modules that use the same checks as the online transactions.
1-3 There are various ways you can retrieve information for data transfer from the R/3 System.
1-3-1 In the data transfer workbench, retrieve information on posting methods when transferring accounting documents. Tools → Data Transfer Workbench
(C) SAP AG AC260 9-23
→ Help → Application help + CA Data Transfer Workbench + Data Transfer Objects in Applications FI Financial Accounting + Transferring Accounting Documents + Posting Documents (Legacy Data Transfer)