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Systems Application Program FICO ECC 6.O V

Application Reference Manual

Basic Settings

Author: Nagarjuna J V


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TMERP/SAP/BASE12_V 0 Effort makes rightthings possible.

Table of Contents

Chapter 1.....................................................................................................................................................4

Landscape ...................................................................................................................................... ...........4

1.0.SAP Landscape......................................................................................................................... ...........4

1.0.1.Development Server..........................................................................................................................4

1.0.1.1.Sandbox..........................................................................................................................................5

1.0.1.2.Golden Client..................................................................................................................................5

1.1.SAP Environment.................................................................................................................................5

1.2.Log into SAP system............................................................................................................................5

Chapter 2.....................................................................................................................................................8

Organization Structure...............................................................................................................................8

2.0.Need for an Organization Structure.....................................................................................................8

2.1.Organization Structure in SAP.............................................................................................................9

2.1.1.Client..................................................................................................................................................9

2.1.2.Operating Concern............................................................................................................................9

2.1.3.Company .........................................................................................................................................10

2.1.4.Company Code............................................................................................................................... .10

2.1.5.Business Area..................................................................................................................................11

2.1.6.Profit Centre.....................................................................................................................................11

2.2.Customization of Enterprise Structure..............................................................................................11

2.2.1.Define Company (Transaction Code: OX15).............................................................................. ....11

2.2.2.Definition of Company Code (Transaction Code: OX02).............................................. ..... ..... ....16

2.2.3.Definition of Business Area (Transaction Code: OX03)..................................... ..... ..... .............17

2.2.4.Assign Company Code to Company (Transaction Code: OX16).................................................18

Chapter 3...................................................................................................................................................20

Basic Settings...........................................................................................................................................203.0Maintain Fiscal Year Variant (Transaction Code: OB29)...................................................................20

3.0.1.Assign Company Code to a Fiscal Year Variant (Transaction Code: OB37)................................24

3.1Posting Periods................................................................................................................................. ..26

3.1.2.Assign Variants to Company Code (Transaction Code: OBBP)............................................27

3.1.3.Open & Close Posting Periods (Transaction Code: OB52)................................................. ..... ..27

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3.2Account Types.....................................................................................................................................28

3.3Field Status Variant.............................................................................................................................29

3.4Document Types and Number Ranges...............................................................................................30

3.5Tolerance Groups................................................................................................................................36



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Chapter 1

Landscape

1.0. SAP Landscape

Landscape is like a server system or like a layout of the servers or the architecture of the servers. Visually,

SAP is divided into three different landscapes: Development server (DEV), Quality Assurance Server (QAS)

and Production server (PROD).

DEVwould have multiple clients. For example190- Sandbox, 100- Golden, 180- Unit Test.

QASmay again have multiple clients. For example300- Integration Test, 700 to 710 Training.

PROD may have something like a 200 production.

Pipeline is the environment where the configuration in the development system is moved to the QAS &

finally to the production system. The whole idea is to ensure that the configuration of these systems is in

sync at any point of time. This approach throws up the transport management system concept. Transport

management system is the coordination of the movement of objects and configuration changes from the

DEVSYS to the QAS and then to the Production system. Let us have a detail discussion about the above.

1.0.1. Development Server

The consultant carries out the customization as per clients requirement in thedevelopment server. Each

client coming under the development serveris explained below:



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1.0.1.1.Sandbox

The essence of sandbox is to test the configuration of the business processes of a company, especially at

the inception of the project (before the Business Blueprint is signed). It can also serve as practice

environment even after go live. Once we are satisfied about the configuration, the same is redone in theGolden client.

1.0.1.2.Golden ClientHere the actual configuration is done which is then transported to the test client.

1.1. SAP Environment

a. SAP R/1

b. SAP R/2

c. SAP R/3 (Real Time 3-Tier Architecture)

d. SAP ECC (Enterprise Central Component)

e. SAP EHP (Enhancement Package)

1.2. Log into SAP system

Step 1: Double click on sap logon icon.

Step 2: Place the cursor on and click on select Log on button.



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Step 3: Each server is identified with the combination of application server, system ID (server name), and

system number.



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Step 4: Give the username and the password. SAP supports 47 languages. To view the labels and screen

contents in languages other than English enter the value in language field and press enter . The client for

demo system is 800.The user ID gets locked if we provide wrong credentials for three times. In that case

the password needs to be reset by the BASIS consultant.

Step 5: Select the second option and press enter (or) select confirm selection for entering into the

SAP Easy Access screen.



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Chapter 2

Organization Structure

2.0. Need for an Organization Structure

Every organization is collectively a representation of small units. Business organizations analyze the results

of operations through financial statements and reports drawn through Management Information Systems.The financial statements have to be submitted to the legislative authorities of the country where the

organization is located and by which it is governed. It may also be required to submit the same in the

prescribed format to the banks, financial institutions, investors, tax authorities, to the stock exchanges if the

company is listed in stock exchange. Therefore, the need for a defined organization structure is

necessitated to ensure smoothness in conducting the operations.



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2.1. Organization Structure in SAP

Organization Structure in SAP system has following entities:

i. Client

ii. Operating Concern

iii. Company

iv. Controlling Area

v. Company Code

vi. Business Area or Profit Centre

2.1.1. Client

The client is the highest level in the hierarchy of organization structure of SAP. Master data defined at this

level reduces the redundancy in maintaining data across different levels of organizational units. The same

can be used by multiple company codes. Each client is an independent unit with separate master records

and a complete set of tables and data.

2.1.2. Operating Concern



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2.1.3. Company

Company is an organizational unit which facilitates consolidation of financial results and hence, reports like

Consolidated Profit and Loss account and Consolidated Balance Sheet can be drawn. Specifications or

master data at this level cannot be maintained. Definition of company is optional and is necessitated whenthe concept of Group Company comes into picture.

2.1.4. Company Code

This organizational unit serves the base for legal reporting. Specifications and master data defined at this

level can be used exclusively for this company code. Multiple company codes can be created in SAP

system. Assignment of company code to company is mandatory in case of group company.

Partha Group of

Industries

Partha Cleaning

Systems(P) Ltd.

Mumbai Branch

Off ice

Delhi Branch

Off ice

Kolkata Sales

Off iceHyderabad Pla

Company

Company Code

Business Area

1.0 Illustration of single legal entity

Partha Group of

Industries

Partha Cleaning

Systems (P) Ltd.

India

Mumbai Branch

OfficeTraining Centre

Berlin

Training Centre

Washington

Hyderabad

Plant

Company

Company Code

Business Area

Partha Education

Systems Inc .

US

JVN AG

Berlin

1.1 Illustration of Group Company

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2.1.5. Business Area

The organizational unit used for internal reporting is referred as business area. The basis for deciding a

business area may be taken as either location of the manufacturing plant, warehouse, factory outlet,

administrative office oroperating product. The organization entity used in logistics modules i.e. material

management, sales and distribution, and production planning is Plant. The same is configured as

business area in Financial Information (FI) module. It is used while posting of transactions so as to enable

drawing of financial statements. They can be used across company codes. Definition of business area is

optional.

2.1.6. Profit Centre

Profit centre is an organizational unit defined within controlling module. It is also a statistical cost object

used for drawing financial statements at profit centre level. It is specified while posting transactions. In turn,

the profit centre is assigned to the cost centre which is a real cost object. Lately, the organizations prefer

to use profit centre instead of business area for drawing internal reporting. Detail discussion on profit centre

will be taken in controlling module.

2.2. Customization of Enterprise Structure

2.2.1. Define Company (Transaction Code: OX15)

Path

SAP Easy Access screen Tools Customizing IMG (Implementation Guide) Execute Project

In short, enter the following transaction code in the command barSPRO



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Step 1: Click onSAP Reference IMG

Path

Enterprise Structure Definition Financial Accounting Define Company IMG Activity



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Step 2: Enter the Company ID, Company Name, Street, PO Box, Postal Code, City, Country,and Currency.

Click on Save after filling in all details



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Step 3: On saving, the system prompts for a transport request. This request is used to transport the

customization settings from one server to another server. For the first time when a request is prompted, we

have to create a request. From the next time, the system will store the request and depending upon the

necessity, we may have to create a request. Once request is created, press enter or click on to

complete the transaction.



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Information

To open a new session

Click on or type /nor /o in the command bar. At a particular moment, maximum of six sessions can

be opened. /n opens a new session with the simultaneous closure of current session while /o retains thecurrent session and opens a new session.

To view table contents (Transaction code-SE16N)

When data is entered in the foreground and saved, it gets stored in the form of tables in the background.

The information will be retrieved by the system whenever the user prompts for it. To view the content in the

table, type /nse16n or /ose16n in the command bar.

1. System opens another interface.

2. Specify value (e.g. T880) in the Table Name field

3. In Global Company Data, specify value in the Company field. (e.g.100003)

4. Click on Execute.

Transport Request (Transaction Code: SE10 or SE09)

Transport Request serves the purpose of copying data from one server to another server. While saving, if

the request appearing in the dialogue box is not yours, click on new request where you can see all the

transport requests created by various users. Select the request that you have created and a double click on

request will bring back to the transport request dialogue box. Click on confirm selection .

To view transport request:

Path:

1. Type SE10 in the command bar.

2. Transport Organizer dialogue box opens.

3. Specify User (in IDES system, by default value will be SAPUSER)

4. Mark Modifiable checkbox in Request Status tab

5. Click Display



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2.2.2. Definition of Company Code

(Transaction Code: OX02)

Path:

SPRO SAP Reference IMG Enterprise Structure Definition Financial Accounting Edit, Copy,

Delete, Check Company Code Click on IMG Activity

Procedure:

1. Click on Edit Company Code Data

2. Click on New Entries

3. Enter Company Code. This is a four digit element. To maintain consistency, numerical values areused. For example 1002

4. Enter Company Name, Additional data, City, Country, Currency, Language

5. Select Address

6. Enter Title as Company, Name (e.g. Master Systems Private Limited), Search Terms for

identification (e.g. MSPL), Street address

7. Press Enter or Click on Copy

8. Click .System displays message: Data was saved.



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Information

How to view table name where data is saved?

While data is saved, Transport Request dialogue box appears. Click on object attributes . The company

code information is stored in T001.

2.2.3. Definition of Business Area

(Transaction Code: OX03)

Path:

SPRO SAP Reference IMG Enterprise Structure Definition Financial Accounting Define

Business Area IMG Activity

Procedure:

1. New Entries



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2. EnterBusiness Area (e.g.1100) and Description (e.g. Chennai BA)

3. Click on save

4. Click on System displays message: Data was saved

The data is stored in the TGSB table.

2.2.4. Assign Company Code to Company(Transaction Code: OX16)

Path:



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SPRO SAP Reference IMG Enterprise Structure Assignment Financial Accounting Assign

Company Code to Company

Procedure

1. Click on Position

2. Specify your Company Code and press enter

3. Specify value inAssign Company

4. System displays message: Data was saved.



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Chapter 3

Basic Settings

3.0 Maintain Fiscal Year Variant (Transaction Code: OB29)

The financial year of organization is called as fiscal year in SAP. Fiscal year consists of twelve normal or

regular periods plus four special periods. Normal periods are used for posting regular transactions. Special

periods are used for entering year end activity adjustments. The purpose of special periods is to identify and

control year-end adjustments from regular transactions. These are also referred as virtual periods. When

transactions are posted with special periods system automatically updates those figures to the last period of

fiscal year.

Fiscal year is of two types:

(a) Calendar year: e.g. January to December

(b) Non calendar year: e.g. June to July, October to September, and April to March

The same is also classified in other way:

(a) Year independent fiscal year

(b) Year dependent fiscal year

Below are standard fiscal year variants:

K4 Calendar fiscal year

V3 April March

V6 July June

V9 October September



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Special periods for adjustment are 13, 14, 15, and 16.

13 Recommendations of auditor

14 Recommendations of legal advisor

15

Recommendations of CEO/CFO

Path:

SPRO SAP Reference IMG Financial Accounting (New) Financial Accounting Global Settings

(New) Ledgers Fiscal Year and Posting Periods Maintain Fiscal Year Variant (Maintain Shortened

Fiscal Year)

Procedure:

1. New Entries

2. EnterFiscal Year Variant, Number of posting periods & special periods

3. Select Entry

4. Double click on

5. New Entries

6. Enter details of Month, Days, Period, & Year Shift

7. Click on and save in your request.

For understanding purpose, let us take fiscal year 2011-12



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The details are saved in T009.



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3.0.1. Assign Company Code to a Fiscal Year Variant

(Transaction Code: OB37)

Path:


(New) Ledgers Fiscal Year and Posting Periods Assign Company Code to a Fiscal Year Variant

IMG Activity

Procedure:

1. Position

2. System displays information: No postings are possible without fiscal year variants. Ignore the

warning message and press Enter

3. EnterCompany Code ( e.g. 1003)

4. EnterFiscal Year Variant

5.



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3.1 Posting Periods

Using this setting one can control posting of transactions to particular period.

3.1.1Define Variants for Open Posting Periods (Transaction

Code: OBBO)

Path:


(New) Ledgers Fiscal Year/ Posting Periods Posting Periods Define Variants for Open

Procedure:

1. New Entries



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2. Specify Variant(e.g. 7100) and Name (e.g. Posting period/variant for Asian Paints)

3. and save in your request.

3.1.2. Assign Variants to Company Code

(Transaction Code: OBBP)

Path:

SPRO SAP Reference IMG Financial Accounting (New)Financial Accounting Global Settings

(New) LedgersFiscal Year/ Posting PeriodsPosting PeriodsDefine Variants for Open

Procedure:

1. Position your Fiscal Year Variant

2. Enter the Company Code (e.g. 1003)

3. Press Enter

4.

3.1.3. Open & Close Posting Periods


Path:

SPRO

SAP Reference IMG

Financial Accounting (New)

Financial Accounting GlobalSettings(New) Ledgers Fiscal Year And Posting Periods Posting Periods Open And Close

Posting Periods

Procedure:

1. New Entries



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2. Specify value for posting period variant


How to delete lock entries? (Transaction Code: SM12)

1. Enter transaction code SM12 in the command bar

2. Press List

3. Select Entry

4. Delete

5. Click

3.2 Account Types

As a part of period end activities, on the last day of every month the relevant posting period has to be

enabled for posting of transactions. Every organization has business transactions which can be majorly

classified into Asset, Vendor, Customer, Material & General ledger. In SAP, the same are configured as

account types to enable control on posting of transactions. According to the needs of organization, a

particular account type can be kept opened & remaining closed.

Each account types use an abbreviation for easy identification:

A Asset; D Debtors; K Creditors; M Material; S General Ledger; + - Include all above account

types; V Contract Accounts.

Note:

Along with + which will open the period for all account types, we have to enter other account types

individually. SAP recommends defining account types as per latter format since it promotes greater

precision in posting transactions.

For example, period is December


Var. A

To

Account

From

Perio

d 1

Fisc

al

year

To

Perio

d 2 Year

From

Peri

od 2

Fisca

l

Year

To

Perio

d 2 Year

7100 + 999999999 9 2011 13 2011 13 2011 16 2011

7100 A 999999999 9 2011 13 2011 13 2011 16 2011

7100 D 999999999 9 2011 13 2011 13 2011 16 2011

7100 K 999999999 9 2011 13 2011 13 2011 16 2011

7100 M 999999999 9 2011 13 2011 13 2011 16 2011

7100 S 999999999 9 2011 13 2011 13 2011 16 2011


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Click and save in your request.

Using account type indicator, periods can be opened or controlled at business transaction levels.

3.3 Field Status Variant

Field Status Variantcontrols the requirement of fields during posting of a business transaction. It consists of

field status groups. Each group will have 80 fields relevant to following transactions:

1. General data

2. Additional account assignment

3. Materials management

4. Payment transactions

5. Asset Accounting

6. Taxes, etc.

Every entry in a group will have suppress, required entry, and optional status. Suppress indicates that the

field will not appear in the screen. Required indicates that the field is mandatory for posting or parking a

document. Optional indicates that the field exists in the screen but not mandatory. SAP by default, provides

80 fields while posting of a document (business transaction).

3.3.1. Create Field Status Variant

(Transaction Code: OBC4)

Path:


(New) Ledgers Fields Define Field Status Variants

Procedure:



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1. Select entry 1000 (standard group)

2. Select Copy as

3. Specify Field Status Variant(e.g. 1003) and change Description as MSPL Basic Settings

4. Press Enter

5. Select Copy all. System generates Message: No. of dependant entries copied: 47

6. Click and save in your request.

Data is saved in T004.

3.3.2. Assign Company Code To Field Status Variant

(Transaction Code: OBC5)

Path


(New) Ledgers Fields Assign Company Code to Field Status Variant

Procedure

1. Position yourCompany Code

2. Assign Field status variant


3.4 Document Types and Number Ranges

Document types are used to identify the types of business transaction. For example,

SA General Ledger transaction

KR Vendor Invoice

KZ Vendor Outgoing Payments

DR Customer Invoice

DZ Customer Incoming Payments



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AF Asset Depreciation

The document types are associated with document number ranges.

3.4.1. Define Document Types (TransactionCode: OBA7)

Path:


(New) Document Document Types Define Document Types For Entry View

Procedure:

1. Position required document type

2. Double click on document type, for example SA

3. Enter Number Range 1, and click on Number Range Information. You may also specify for which

business transaction the number range can be utilized.

4. Enter Company Code

5. Click on Change Intervals and then on Insert Intervals

6. Enter Number, Year(validity date range for number range),From and To Number

7. Click on Insertor press Enter

8. Click on . System gives message:

The number range intervals are not included in automatic recording of customizing changes.

Transport request should be generated manually by the consultant.



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9. Ignore message by pressing Enter System displays message: The changes were saved.

Note:

Do not mark Ext. (external field) check box as it will ask document number externally while savingdocument. If Ext. is not selected, the number range is internal. System automatically picks up document

number sequentially from the document range provided.

3.4.2. Define New Document Type


Procedure:

1. New Entries

2. Specify Document Type

3. Specify Number Range. Mark account types allowed that are necessary

4. Mark reference number


Data gets stored in T003.

3.4.3. Maintain Number Ranges

(Transaction Code: FBN1)

Path:



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(New) Document Document Number Ranges Documents in Entry View Define Document

Ranges for Entry View

Procedure:

1. Specify Company Code

2. Click on Change Intervals

3. Click on Insert Interval



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4. Position requiredDocument Type, for example SA

5. Double click onDocument Type

6. Click on Number Range Information



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7. Enter Number, Year, From Number, and To Number

8. Enter and

9. System displays message. Ignore message and press Enter


Do not mark


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3.5 Tolerance Groups

3.5.1. Tolerances for Employees

(Transaction Code: OBA4)

Path:

SPRO Financial Accounting (New) General Ledger Accounting (New) Business Transactions

Open Item Clearing Clearing Differences Define Tolerance Groups for Employees

Procedure:

1. New Entries

2. Group and Currencyare to be left blank, then it is referred as Null Tolerance Group

Give Company Code.

Fill the value in the Amount per Document, Amount per Open Item Account Item, and Cash

Discount per Line Item.

3. Mention Permitted Payment Differences in Revenue and Expense.



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3.5.2. Define Tolerance Groups for G/L Accounts

(Transaction Code: OBA0)

Procedure:

1. New Entries

2. Enter Description forTolerance Group


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