SAP Financial User Guide
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Contents
1. Navigation.............................................................................................................................................. 5
1.1 Change passwords ............................................................................................................................... 6
1.2 Favourites list and role-based user menu ..................................................................................... 7
1.3 To add Transaction to your favourite list ...................................................................................... 8
1.4 Open Multiple Sessions: ................................................................................................................ 8
1.5 SAP Help Features ......................................................................................................................... 9
1.6 Icons & buttons in the SAP .......................................................................................................... 11
2. Overview .............................................................................................................................................. 12
3. Important organizational units in Financials ....................................................................................... 13
4. General Ledger Accounts..................................................................................................................... 13
4.1 Create G/L account ...................................................................................................................... 13
4.1.1 Define G/L account centrally ...................................................................................................... 15
4.2 Posting G/L document ................................................................................................................. 19
4.3 Park G/L document ...................................................................................................................... 22
4.4 Change any Financial (FI) document ........................................................................................... 23
4.5 Display document: ....................................................................................................................... 28
4.6 Reverse G/L document: ............................................................................................................... 29
4.7 G/L Reports .................................................................................................................................. 30
4.7.1 Display Balances (New) ....................................................................................................... 30
4.7.2 Display/Change Items (New) ............................................................................................... 31
5. Account payable .................................................................................................................................. 35
5.1 Vendor Master Records in FI ....................................................................................................... 35
5.1.1 Create vendor: ..................................................................................................................... 36
5.1.2 Change vendor: ................................................................................................................... 40
5.1.3 Display vendor ..................................................................................................................... 40
5.2 Vendor invoice ............................................................................................................................. 41
5.3 Post parked invoice ..................................................................................................................... 45
5.4 Delete parked invoice .................................................................................................................. 46
5.5 Vendor credit memo ................................................................................................................... 48
5.6 Post park vendor credit memo .................................................................................................... 50
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5.7 Vendor Down Payment request: ................................................................................................. 50
5.8 Vendor down payment ................................................................................................................ 52
5.9 Down payment clearing .............................................................................................................. 54
5.10 Vendor payment .......................................................................................................................... 55
5.11 Vendor payment (post +print) ..................................................................................................... 59
5.14 Vendor reports: ........................................................................................................................... 63
5.14.1 Display Vendor Balance - FK10N ......................................................................................... 63
5.14.2 Display vendor line item ...................................................................................................... 65
6. Account Receivable ............................................................................................................................. 68
6.1 Create customer master data ...................................................................................................... 68
6.2 Change customer ......................................................................................................................... 71
6.3 Display customer ......................................................................................................................... 72
6.4 Posting customer invoice ............................................................................................................ 72
6.5 Park customer invoice ................................................................................................................. 74
6.6 Post parked document ................................................................................................................ 75
6.7 Post credit memo ........................................................................................................................ 77
6.8 Park credit memo ........................................................................................................................ 77
6.9 Enter and post down payment from customer ........................................................................... 77
6.10 Enter Post customer payment ..................................................................................................... 80
6.11 Account receivable reports ......................................................................................................... 86
6.11.1 Display Balances ....................................................................................................................... 86
6.11.2 Display customer line item ....................................................................................................... 88
7. Asset Accounting ................................................................................................................................. 90
7.1 Asset master record .................................................................................................................... 90
7.1.1 Create Asset ......................................................................................................................... 90
7.1.2 Change asset ........................................................................................................................ 95
7.1.3 Display asset ........................................................................................................................ 95
7.1.4 Block Fixed Asset ................................................................................................................. 95
7.2 Assets under Construction .......................................................................................................... 97
7.3 Asset transactions ....................................................................................................................... 98
7.3.1 Asset acquisition ...................................................................................................................... 98
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7.4 Run depreciation ....................................................................................................................... 103
7.4.1 Check Background Job Test Output ................................................................................... 105
7.5 Retirement transaction with Customer ......................................................................................... 106
7.6 Asset Retirement by Scrapping ................................................................................................. 110
7.7 Asset report (Asset Explorer)..................................................................................................... 113
8. Bank Accounting ................................................................................................................................ 115
8.1 Create bank key ......................................................................................................................... 115
8.2 Define house bank: .................................................................................................................... 117
8.3 cash journal ............................................................................................................................... 118
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1. Navigation
To Log on to the SAP system, double click on the SAP Logon shortcut on your desktop.
By pressing the Lon on button the following screen appears
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In this screen, you enter the client number, user name & the password. Before you log on
the first time, your system administrator will give you an initial password. During the logon
process, the system will ask you to create a new password, one that you alone will know.
Use your own password whenever you log on. These procedures may differ somewhat at
your company. For more information, contact your system administrator.
1.1 Change passwords
Enter your user and the password then click to change the password. The
following form appears
Enter your new password & then press
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1.2 Favourites list and role-based user menu
In SAP Easy Access, you can create a Favorites list containing the following:
Transactions
Files
Web addresses
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1.3 To add Transaction to your favourite list
1- Select the required transaction.
2- Right click on the transaction.
3- Choose “Add to favourite”.
1.4 Open Multiple Sessions: You can open a session at any time. When doing this, you do not lose any data from the
open sessions. You can create up to six sessions. Each session is independent of the
others. For example, closing the first session does not cause the other sessions to close.
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1.5 SAP Help Features
Use F1 for help on fields, menus, functions and messages. F1 help also provides technical
information on the relevant field, including, for example, the parameter ID, which you can use to
assign values to the field.
Example:
We want to create new customer. But we don’t know what “customer” field means.
.
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Use F4 for searching on what values you can enter. You can also access F4 help for a selected
field using the button “ ” immediately to the right of that field.
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1.6 Icons & buttons in the SAP
Icons/buttons Meaning
save
Back
Exit
cancel
Find (in the system)
execute
Search (for values for this field only)
Display/change
display
change
Create new
Create with template.
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2. Overview
The client is the highest level in the mySAP ERP system hierarchy. Specifications
or data that is valid for all organizational units in mySAP ERP applications (such
as exchange rates, for example) are entered at the client level. This eliminates the need to enter this
information more than once. Each client is an independent unit with separate master records and a
complete set of tables and data. Users must enter a client key and have a user master record in the client in
order to log on to the system.
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3. Important organizational units in Financials
Company Code (for external purposes) A company code represents an independent
balancing/legal accounting entity. An example would be a company with independent accounts
within a corporate group. Financial statements required by law can be created at company code
level. Therefore, a company code is the minimum structure necessary in mySAP ERP Financials.
Business Area (for internal purposes) Business areas represent separate areas of operation within
an organization and can be used across company codes.
Profit center: The profit center invoice evaluates the success of individual
Independent areas within a company. These areas are responsible for costs and revenue.
Company: Companies are used as a basis for the consolidation functions for
Financial accounting in the SAP system. A company can contain one or more
Company codes.
4. General Ledger Accounts
General ledger (G/L): is an account which is used to record the financial entries of a company.
Such as expense, revenue account.
Reconciliation accounts: connect subsidiary ledgers with the general ledger in real time. This means
that a posting to a subsidiary ledger posts to the corresponding reconciliation account in the general ledger
at the same time.
4.1 Create G/L account
G/L creates on 2 segments
Chart of account segment
Company code segment The chart of accounts segment: contains basic information about the accounts. It contains:
Account number
Name of the account (as short and as long text)
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Control fields (see the following graphics)
Consolidation fields
You can translate the chart of accounts into other languages in order to be able to display the account
name in the appropriate logon language when displaying master data and when posting. If the chart of
accounts has not been translated into the appropriate logon language, the account name appears in the
maintenance language.
Texts with different information can be assigned to each chart of accounts segment.
The information entered in the chart of account segment for a G/L account applies to all company codes.
You only enter this information once. Whenever you enter information for a
company code for an account number, the information from the chart of accounts
segment is accessed automatically, so you do not have to enter it again.
Transaction code for defining G/L in the chart of account segment:
SAP menu Accounting-> financial accounting->General Ledger->Master
data->G/L accounts-> individual processing-> chart of account
Transaction code FSSO
To use one of the accounts from the assigned chart of accounts in your company code, you must create a
company code segment for the account. This company code segment is added to the chart of accounts
segment, and together they form the account
The company code segment contains information that refers exclusively to the
Company code concerned. This information controls the entry of accounting documents and the
management of accounting data.
The company code segment for the same G/L account can be different depending on the requirements of
the company code. For example, you set the .Tax Category. Indicator for a specific company code to
include taxes when expense accounts are used. For other company codes, you might not set the indicator.
You define the information that is relevant to each company code:
Currency
Taxes
Reconciliation account
Line item display
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Sort key
Field status group
House bank
Interest calculation information
Transaction code for defining G/L in the company code segment:
SAP menu Accounting-> financial accounting->General Ledger->Master
data->G/L accounts-> individual processing-> company code
Transaction code FSP0
4.1.1 Define G/L account centrally
Define G/L account centrally means that we define the chart of account & company code segment in the
same transaction code.
SAP menu Accounting-> financial accounting->General Ledger->Master
data->G/L accounts-> individual processing-> Centrally
Transaction code FS00
There are 2 ways to create a (G/L) account:
Choose the Create with template icon to create a new GL account with reference to an existing GL account. In this case, most of the fields are copied over from the reference GL account.
Choose the Create icon to create a new account from scratch. Create with temple:
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Write the G/L which you want to take copy from it & the company code which has this G/L then
press enter.
Gl account
Company code
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Field Name
Description
Type/description Tab
Account Group
Select the account group of this G/L account The account group is a classification of the G/L account based on the G/L account natural. (assets, liability, expenses, revenue)
P&L statement acct is this account related to the profit & loses document.
Balance sheet account is this account related to the balance sheet document
Short Text Text to identify this account Long text Text to identify this account
Account group
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The Control data Tab Account currency
Enter the currency which you will post with in this G/L account. If you enter the local currency of the company code, then you can post with any other currency, But if you entered any foreign currency then you can’t post with any currency except it.
Check box "only balances in the local currency"
It used with the local currency only & it means that you can't post with any currency except the local only.
Tax category
Define if this G/L account required taxes in the posting or not and what is the kind of this taxes, input or output or al l‘ *’ If GL is relevant for all tax types ‘-‘ If GL is relevant for Only Input Tax ‘+ ‘ If GL is relevant for only Output Tax also you can specify a tax code (ex: I0 zer0 % input tax)
Recon. account for acct type This field is used if this G/L account is a reconciliation account for vendor/customer/asset.
Line item display
Whether you want to display the line item in the balance details when you make any transaction on this G/L account or not. If not you will get the total only.
Sort key
How do you want the document belong to this G/L account sort by. Example : 001 - Posting Date
Create/ Bank/Interest Tab
The Field status group Is a classification. Determine the fields that will appear to the user in the transaction when he uses this G/L account. (G005, bank account)
Post automatically only(check box)
If only automatic posting is required.
Click on save button to complete the task.
Click on Exit Button to exit or Shift & F3 to return to the SAP Easy Access screen.
For change & display the G/L account, use the same transaction FS00:
Enter the code of the G/L & the company code then;
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1- use this icon to display the G/L
2- Use this icon to change the G/L account.
3- to delete the G/L
4- to block the G/L
4.2 Posting G/L document
In this activity we will post G/L document using transaction code F-02.
Scenario
We want to pay from bank to expense.
Field Description / possible values
Document date The date of the document
Posting date The date which you want o post this document in. it may differ from the document date.
Document type SA
Company code 1000 our company
Currency The currency of the document (USD , EGP,…..)
Rate The exchange rate for the document currency if it is different from the company code currency. You can use this rate for this document only. If you don’t want to use the rate of the system.
Reference Any statement or word which can be a reference for you for this document. (business thing)
Pstky 40 (debit entry)
Account The G/L number which you want to debit it. In the example is the expense account.
SGL Special G/L indicator, we use it if we want to make entry for special transaction.
Press enter or
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Field Description
Amount The amount of money of the document EX: (1200.1000) EGP
Tax code The tax for this document (I0= 0%, IA=10%,…)
Cost center post this expanses to a cost center
Assignment Any reference for the document (business thing)
Text Any reference for the document (business thing)
Pstky 50 Credit entry
Account The G/L number which you want to credit , in the example is the bank account
Press enter or
Enter amount item one
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field description
Amount The amount of money of the document EX: (1200.1000) EGP
Assignment Any reference for the document (business thing)
Text Any reference for the document (business thing)
Press on to see the document before posting ( simulate)
Enter amount item two
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Press post
Document posted generated .
4.3 Park G/L document
SAP menu Accounting-> financial accounting->General Ledger->posting->
->Edit or Park G/L Document
Transaction code FV50
In the parked document, you can change field before post.
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Click on post
4.4 Change any Financial (FI) document
SAP menu Accounting-> financial accounting->General Ledger-
>Document-> change
Transaction code FB02
There are fields that can’t not be changed currency, posting date, company code, amount, cost center,
profit center &G/L.
If you want to change anything in these fields, you have to reverse the document. Using transaction code
FB08.
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Field Description
Document number Document number
Company code Your company number
Fiscal year In which year you posted this document
If you don’t know the document number, click Button to search for documents.
Note: own document only: means the document which i posted only, if you want all the document posted in the system don’t tick this checkbox.
Execute
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Choose the document which you want by double click it.
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After change:
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4.5 Display document:
SAP menu Accounting-> financial accounting->General Ledger-
>Document-> display
Transaction code FB03
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4.6 Reverse G/L document:
SAP menu Accounting-> financial accounting->General Ledger-
>Document-> reverse ->individual reverse
Transaction code FB08
Field Description
Document number The number of the document which you want to reverse
Reversal reason Reason for reversing a document.
Posting date The posting date of the reverse document
Void reason code We use this filed if the document which we want to reverse is a payment with check document.
Post
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4.7 G/L Reports
4.7.1 Display Balances (New)
SAP menu Accounting-> financial accounting->General Ledger->Account -
> Display Balances (New)
Transaction code FAGLB03
Click on execute “ ”
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4.7.2 Display/Change Items (New)
SAP menu Accounting-> financial accounting->General Ledger->Account -
> Display/Change Items (New)
Transaction code FBL3N
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Click on execute “ ”
Field Description
G/L account The G/L number (1203010100)
Company code 1000
Open item The item which is not cleared
Open at key date Will show all the open item till that date
Clearing date Option to show the cleared item which are cleared till this date
Open at key date This documents was open till this date
All items All the open & the cleared items
Posting date Option to show the documents till this posting date.
1-Normal items are posted vouchers
2-Noted items: The special documents which doesn’t affect the balance of the G/L
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3-parked items: The documents which are pending confirmation (posting) to books of account.
Layout of the result can be changed according to requirement by pressing icon. Fields can be
selected & inserted on the required position. The length of characters in the field can also be changed.
The position of the column in display can be altered by changing the position number or by simply
cutting & paste at the desired position
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The customized layout can be saved by pressing (Ctrl+F12) with the desired name. This can be
used at the time of selection of parameters or later changed by pressing . Layout save can be
accessed by entering in the initial screen also.
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5. Account payable This unit is the first introduction to a sub ledger. Review the concept of reconciliation account and how sub ledgers relate to the general ledger. Spend a substantial amount of time on the Vendor Master record and the key fields in the vendor master record. Explain in detail the concept of Account Groups. Also explain that the vendor master record is shared with materials management; master data information can be created either in AP or in MM. We will also discuss daily transactions that occur in AP, such as recurring entries, entering invoices, and the various methods for producing payments to vendors. Vendor accounts can be combined in various account groups, so that they can be organized and managed more easily. However, the account group controls the screen layout of all sections of the vendor master record, not just the company code section
5.1 Vendor Master Records in FI We will review an existing vendor master record and create a new vendor master record in the SAP system. We will also examine how the account group controls the appearance and numbering of vendor master records.
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As with G/L accounts, vendor accounts are made up of two areas:
A vendor account is defined for all company codes at the client level. General data, such as the
vendor's name and address, is stored here.
Postings cannot be made to the account for a company code until company code-specific settings
have been created. These settings refer only to the respective company code and include details,
such as the agreed payment conditions
5.1.1 Create vendor:
SAP menu Accounting-> financial accounting->Account payable ->master
record-> Create
Transaction code FK01
Press Enter
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Field Description
Name Name of the vendor Search term Term use for searching Street/house number Vendor address Postal code/ city Country Vendor’s country
Note: In case account group is selected as ONE TIME, only recon account has to be selected. Other details have to be entered at the time of document entry.)
Click the Enter button to confirm your entries and continue
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Field Deception
Customer If this vendor is also a customer for your company, write his customer number here.
Tax number The tax number of the vendor at the responsible tax authority.
Tax office
Enter vendor’s bank details.
Update the following required and optional fields:
Field Description
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Ctry Country where the bank account is maintained
Bank Key Code which identifies the Bank (must be 8 digits)
Bank account Bank Account Number of the Vendor Account Holder The name of the Account holder Alternative Payee Enter only if Vendors payment can be
redirected to another vendor account
Click the Enter button to continue
Field Description
Reconciliation account the GL account with which the vendor is linked. Vendor account forms part of the sub ledger for the GL account mentioned here.
Sort key is the basis on which the entries in vendor account will be sorted in display. Should be posting date.
Previous .acct no. is the “vendor code” that existed in the legacy system
Click the Enter button to continue
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Field Description Payment Terms Terms that determine how the vendor will be paid in
terms of periods Payment Methods List of payment methods which may be used in
automatic payment transactions
Click the Save button.
The message bar displays
5.1.2 Change vendor:
SAP menu Accounting-> financial accounting->Account payable ->master
record-> Change
Transaction code FK02
5.1.3 Display vendor
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SAP menu Accounting-> financial accounting->Account payable ->master
record-> display
Transaction code FK03
5.2 Vendor invoice
SAP menu Accounting-> financial accounting->Account payable -
>document entry > invoice
Transaction code Fb60
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Update the following required and optional fields:
Fields Description Vendor Code identifying the vendor account
Invoice Date Invoice date
Posting Date Post date
Reference Enter the vendor invoice reference number
Amount Invoice Amount
Currency Currency of the invoice
Calculate Tax Check box indicator to calculate Tax
G/L Accounts The Account Being Charged or Debited
D/C Code identifying whether line item is a debit or a credit
Amount(s) in Doc Curr Amount to be posted for the line item
Tax code a tax category which must be taken into consideration when making a tax return to the tax authorities.
Tax jurisdiction Code(s) The tax jurisdiction is used for determining the tax rates in the USA.
Cost Canter(s) Cost Centre
On entering the above data, system will give option for changing the vendor master details & also to
know the outstanding balance in the vendor account by showing the screen as below
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This icon for displaying the master data of the vendor.
This icon for displaying the open balance report for the vendor.
from this indicator we know if the docment is balanced or
not, and what is the amount difference
You park the document to let someone revise it & approve it, when you park a
document, the system give you an internal number which will be the posted document number.
You hold a document for complete it later by yourself. when you held a document ,
you enter a temporary number.
System help is required in calculating the service tax credit entry, and then has to be
ticked & tax category has to be selected as under
This icon to review the document before posting it.
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To post click on post icon
The system displays this message which contains the document number.
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5.3 Post parked invoice
If you park an invoice and you want to post it. You enter all the data like the vendor invoice then press
on the park icon the system displays the document number
Docyment genrated .
Now, we want to post this parked invoice.
SAP menu Accounting-> financial accounting->Account payable -
>document >parked document-> Post/Delete: Single Screen
Transaction
Transaction code FV60
Press on to open the list of the parked document
Open the parked document folder by pressing on the triangle in the left side.
Choose the required document by double clicking on it.
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To post the document press on .
The system displays this message
5.4 Delete parked invoice Now, we want to post this parked invoice.
SAP menu Accounting-> financial accounting->Account payable -
>document >parked document-> Post/Delete: Single Screen
Transaction
Transaction code FV60
Press on to open the list of the parked document
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Click on “delete parked document”
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Press on Yes
The system will display this message (document generated)
5.5 Vendor credit memo The vendor invoice you’ve posted in the previous exercise contains an incorrect amount. The vendor was invoiced for an excess amount. You’ve asked the vendor to issue a credit memo to correct this mistake.
SAP menu Accounting-> financial accounting->Account payable -
>document entry > credit memo
Transaction code Fb65
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Remove tax
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5.6 Post park vendor credit memo
SAP menu Accounting-> financial accounting->Account payable -
>document entry > parked document -> Park/Edit Credit Memo
Transaction code FV65
The same as post parked vendor invoice.
5.7 Vendor Down Payment request:
SAP menu Accounting-> financial accounting->Account payable -
>document entry > down payment->down payment request
Transaction code f-47
When a vendor wants a down payment, there is an option that we make a request down payment than
make a down payment based on this request. There is other scenario that we make down payment only.
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Field Description
Account Vendor code
Trg.sp.G/L ind This request is for which special g/L ind (A) for down payment
Press on or click on enter.
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Post
5.8 Vendor down payment Down payment without down payment request:
SAP menu Accounting-> financial accounting->Account payable -
>document entry > down payment->down payment
Transaction code f-48
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Press on
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5.9 Down payment clearing
SAP menu Accounting-> financial accounting->Account payable -
>document entry > down payment-> Clearing
Transaction code F-54
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Press on
Post
5.10 Vendor payment
SAP menu Accounting-> financial accounting->Account payable -
>document entry > outgoing payment-> Post
Transaction code F-53
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Fields Description Document Date To be the purchase order date or request date
or entry date
Document No Purchase order No or request number Reference Any other reference text Doc Header Text would display in journal entry only
Bank Account Bank GL code (outward a/c) from which
payment is to be made. Amount Payment to be made
Value Date Defaulted as current date. If the posting to the bank sub-accounting is different change this.
Text Narration in Bank a/c GL
Assignment Check Number
Account vendor code to whom payment is made
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Click on
Here all the one line is active. And one is not active because it already pay (down payment) Since we
need to make payment for vendor XXXXXXX, we will have to deactivate the remaining Figure in blue
colored font means it is active. Individually go the line-item & double click on the amount to activate or
de-activate then to activate or de-activate.
To activate /deactivate All line items can be selected / deselected using keys . Use
to activate or de-activate.
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Not assigned amount has to be zero.
Click on post
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5.11 Vendor payment (post +print)
SAP Menu No path
Transaction code FCHI
Fields Description
Paying company code Your company code
House bank The bank which this check book belong to
The accounted The type if the account
SAP menu Accounting-> financial accounting->Account payable -
>document entry > outgoing payment-> Post + Print Forms
Transaction code F-58
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Field description
Company code The code that identify the company
Payment method check
House bank The company’s bank which will release the check from.
Check lot number The check book
Alternative form The form that will use to print this check
Padding character The payment amount can be entered in words on the payment forms (for example, checks). Blank spaces are replaced with a padding character that can be selected using this parameter.
Print immediately Indicator specifying that the form should be printed immediately.
Recipient’s lang If you set this indicator, the forms are read and printed in the respective language of the recipient. If the form is not maintained in the required language, then the original language of the form is used.
Test printout If you select this indicator, the print program carries out a test print (for purposes of fine-tuning the printer output) before printing the actual payment media.
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Then press
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Then
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5.14 Vendor reports:
5.14.1 Display Vendor Balance - FK10N
SAP menu Accounting-> financial accounting->Account payable ->
Account -> Display Balances
Transaction code FK10N
Enter the vendor account, company code & fiscal year, press execute
This gives the monthly total of debit transactions & credit transactions with net transaction balances.
Details can also be accessed further by entering further
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Double clicking on any line to see its details
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5.14.2 Display vendor line item
SAP menu Accounting-> financial accounting->Account payable ->
Account -> Display/Change Line Items
Transaction code FBL1N
Enter your company code “1000”
Enter vendor account “1000” or your
vendor
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Click on execute “ ”
Field Description
VENDOR The vendor number
Company code
Open item The item which is not cleared
Open at key date Will show all the open item till that date
Clearing date Option to show the cleared item which are cleared till this date
Open at key date This documents was open till this date
All items All the open & the cleared items
Posting date Option to show the documents till this posting date.
6 Normal items are posted vouchers
7 Special G/L transaction: special transaction which appear in the vendor balnce but by a special G/L
indicator
8 Noted items: The special documents which doesn’t affect the balance of the G/L
9 Parked items: The documents which are pending confirmation (posting) to books of account.
10 Customer item: this indicator to show the line item of this vendor when he is a customer
Enter the required fields & press execute
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6. Account Receivable Many of the concepts we will cover in accounts receivable were introduced in the Accounts
Payable unit, such as account groups and posting to a sub ledger account using both the Enjoy and the
Complex posting screens.
6.1 Create customer master data We will learn how to maintain customer master records. Many of the concepts learned in the accounts
payable unit apply to accounts receivable, such as account groups and reconciliation accounts.
SAP menu Accounting-> Financial accounting->Account Receivable -
>Master Records -> Create
Transaction code FD01
Fields Description Customer
Code identifying the customer account. The number will be generated by the system at the end of the exercise it could be external or internal.
Company Code identifying you company
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Account group
Code used to determine the classification of the account
Reference Use when you want to copy a customer from an existing one.
Customer The customer which you want to take copy from
Company code The company of the existing customer.
Field Description Name
Name of the customer
Search term Term use for searching Street/house number Customer address Country Customer’s country
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Click the Enter button to confirm your entries and continue.
• click on company code data
Reconciliation account: in G/L accounting is the account which is updated parallel to the sub
ledger account for normal postings (for example, invoice or payment).
Note: If customer is an employee (Only in case of employee loans), enter the personnel number.
Click on the Display next tab page button or tab
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Click the Enter button to confirm your entries and continue.
• Click the Save button .
The message bar displays
6.2 Change customer SAP menu Accounting-> Financial accounting->Account Receivable -
>Master Records -> change
Transaction code FD02
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6.3 Display customer SAP menu Accounting-> Financial accounting->Account Receivable -
>Master Records -> display
Transaction code FD03
6.4 Posting customer invoice
SAP menu Accounting-> Financial accounting->Account Receivable -> Document Entry -> Invoice
Transaction code FB70
Click on the button and Enter Company code 1000 in the field.
Fields Description
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Customer
Code identifying the customer account
Invoice Date
The date of the physical invoice ( the paper)
Posting Date
The date which you want the system to record this invoice in
Reference
Additional document description
Amount
Invoice Amount
Currency
Currency of the invoice
Tax amount If you can’t find in the list, you can write the amount in the tax amount field.
G/L Accounts
The Account Being Charged or Debited
D/C
Code identifying whether line item is a debit or a credit
Amount(s) in Doc Curr
Amount to be posted for the line item
Profit center The profit center which is responsible for this revenue
In case the entry is not balanced, will show error as
Customer master details can be accessed by clicking in right hand side top screen
Click on to check the entry
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Click on the Save button or press Ctrl+S to post the invoice.
The system will display the number of the document generated by this Invoice, record this message
6.5 Park customer invoice
SAP menu Accounting-> financial accounting->Account Receivables -
>Document Entry ->Document Parking-> Park/Edit Invoice
Transaction code FV70
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Click on to park the document.
6.6 Post parked document To post the document using the same transaction FV70
And click on the triangle beside parked document
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Click on the document which you want to post, then click on (you can change the document
before post it
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6.7 Post credit memo
SAP menu Accounting-> Financial accounting->Account Receivable -> Document Entry -> credit memo
Transaction code FB75
The same as customer invoice
6.8 Park credit memo
SAP menu Accounting-> financial accounting->Account Receivables -
>Document Entry ->Document Parking-> Park/Edit Invoice
Transaction code FV75
The same as park invoice
6.9 Enter and post down payment from customer
SAP menu Accounting-> financial accounting->Account Receivables -
>Document Entry -> Down Payment
Transaction code F-29
To be used for entering advance received from customer, received for security deposit,
etc.
To make as down payment follow this path or write the transaction code “F-29”
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Fields Description
Account Customer code
Special G/L ind Special G/L account for the down payment (A)
Account Bank account number
Amount Down payment amount
Press enter or click on or
Click on if you have down payment request
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Click on document and choose simulate to see the document before posting
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Click on post
6.10 Enter Post customer payment
SAP menu Accounting-> financial accounting->Account Receivables -
>Document Entry -> Incoming Payments
Transaction code F-28
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On the Post Incoming payments: Header Data screen, enter these information
Press Enter or
On the Post incoming payments Process open items screen, double-click the invoices to be applied against the check
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Case 1: The customer will pay all the amount of the invoice.
In sub-screen, select the line-item for which collection has come. This is to be used for exact match of collection against the receivable.
Figure in blue coloured font means it is active. Individually go the line-item & double click on the
amount to activate or de-activate or click to activate or de-activate.
All line items can be selected / deselected using keys
Use to activate or de-activate.
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After deactivating the line-items not required, match the total collection with the line-item in
active mode. This will show field as Zero.
If there is a cash discount to be given to the customer for early payment based on the payment terms with the customer, it will automatically get calculated and displayed in the Cash discount column.
Here we have chosen invoice number XXXXXXX so it’s coloured to blue, And the not assigned filed equals zero.
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On simulation ( document ->simulate) , you can check your document and if there is a cash discount, it would flow into the cash discount General Ledger.
Case 2: The customer will pay a part from his invoice amount, select and activate only the line-item against which collection is received. Fill the partial amount received against the line-item & enter. Not assigned cell has to be tallied to zero. Example: customer invoice =1000 EGP He will pay 500 EGP
So we will write 500 in the payment amount field.
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In the simulation
As we can see the not assigned amount becomes zero, which means that the debit = Credit
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Click on post
6.11 Account receivable reports
6.11.1 Display Balances
SAP menu Accounting-> financial accounting-> Account receivable -
>Account-> Display Balances
Transaction code FD10N
Execute
[Type a quote from the document or
the summary of an interesting point.
You can position the text box
anywhere in the document. Use the
Text Box Tools tab to change the
formatting of the pull quote text box.]
Customer number
Enter company code
Fiscal year
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Double click on the required row to see the line items of the customer.
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6.11.2 Display customer line item
SAP menu Accounting-> financial accounting-> Account receivable -
>Account-> Display customer line item
Transaction code FBL5N
Click on execute “ ”
Field Description
VENDOR The vendor number
Company code
Open item The item which is not cleared
Open at key date Will show all the open item till that date
Clearing date Option to show the cleared item which are cleared till this date
Open at key date This documents was open till this date
All items All the open & the cleared items
Posting date Option to show the documents till this posting
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date.
Normal items are posted vouchers
Special G/L transaction: special transaction which appear in the vendor balnce but by a special G/L
indicator
Noted items: The special documents which doesn’t affect the balance of the G/L
Parked items: The documents which are pending confirmation (posting) to books of account.
Vendor item: this indicator to show the line item of this customer when he is a vendor
Enter the required fields & press execute
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7. Asset Accounting In this unit, we will be introduced to asset master records and see how posting to them is
connected to the General Ledger through a reconciliation account. We will introduce the Asset Explorer
report and will show how it summarizes posted and planned activities for an asset.
Each asset belongs to a company code All postings made for the asset (acquisitions, retirements,
depreciation, and so on) are posted in the assigned company code
Additionally, you can assign the asset to various Management Accounting objects
(Cost center, internal order, activity type, and so on) and logistic organizational units (for reporting and
selection purposes only).
Asset Class: serves the same functions as an account group for customers, vendors, and /L
accounts. Assets are assigned to an asset class at the time of creation. The account determination key
assigned to an asset class points to accounts in configuration for various postings to the asset, such as for
acquisition, retirement, and so on If you drill down on the account determination key in the asset master
record, you will see the G/L account for APC (acquisition, production and construction).
7.1 Asset master record
7.1.1 Create Asset
SAP menu Accounting-> financial accounting-> Fixed Assets->Asset ->
Create -> Asset
Transaction code AS01
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Fields Description
Asset class Classification of assets
Company code The company which own this asset
Number of asset If you buy 3 lands you want to enter it 3
times, so you will write here 3 then change
the asset description
Reference
Asset The asset which you want to take a copy
from
Sub number A sub asset ex the computer is an asset, the
mouse of this computer is a sub asset.
Company code The company which own this asset
Beside the asset class there is search icon press it, then you will get a list of all the asset
belong to this company code.
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Press enter or press on
Fields Descriptions
General Tab
General data section:
Description The description of the asset
Manage Historically Set this indicator if you want this asset to be manage Historically
posting information section:
Capitalized on
The capitalization date is the value date of an asset.
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Fields description Cost center
This is the cost centre where the depreciation expenses of the asset will be charged.
Fields Description
Use life The use life of the asset in years
Click on the icon to save the asset. The system will assign Asset number
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7.1.2 Change asset
SAP menu Accounting-> financial accounting-> Fixed Assets->Asset ->
Change -> Asset
Transaction code AS02
7.1.3 Display asset
SAP menu Accounting-> financial accounting-> Fixed Assets->Asset ->
display -> Asset
Transaction code AS03
7.1.4 Block Fixed Asset
SAP menu Accounting-> financial accounting-> Fixed Assets->Asset ->
Lock -> Asset
Transaction code AS04
Fill the required fields:
Fields Description
Asset The asset main number to be changed.
Sub-number The asset sub-number to be changed.
Company code Enter your company code
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Press Enter or click on Block button push button
Check the radio button "Locked to acquis"; this step will prevent any postings to this asset.
Click on to save.
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7.2 Assets under Construction
The expenses for assets under construction can be managed in two ways:
In the application component Investment Management, you can create post and manage investment orders or investment management projects. These orders or projects are then reconciled with the asset under construction.
The Investment Management provides extensive functions for supporting investment procedures.
If the Investment Management is not used, the asset under construction can be posted to directly in asset accounting.
Once the asset is complete:
Master data must be created (if it does not already exist) for the asset the AUC will be settled to.
The values from the asset under construction account have to be settled to one or more completed assets. The costs are distributed to one or more assets with the help of a settlement rule. This rule specifies which percentage of the AUC is settled with which asset.
There is an asset class especially for the assets under construction.
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7.3 Asset transactions
Transaction Type is used in connection with the posting keys for assets: 70 (debit) and 75 (credit). The
transaction type helps the sub ledger system analyze the transaction. The transaction type tells us where
the asset posting is placed on the asset history sheet.
7.3.1 Asset acquisition
Asset transactions (acquisitions, retirements) can be posted in various ways to meet the organizational
and business requirements of the company. In Assets Accounting, you can post in the following ways:
Without a vendor or a purchase order; the offsetting entry is made to a G/L clearing
account
To a vendor, but without reference to a purchase order
via materials management using the functions purchase order, goods receipt
and invoice receipt
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When posting to accounts of two subsidiary ledgers, that is, to the asset and to the vendor, the
reconciliation accounts of both subsidiary ledgers are updated in the general ledger.
SAP menu Accounting-> financial accounting-> Fixed Assets->Posting ->
Acquisition -> External Acquisition-> With Vendor
Transaction code F-90
Field Description / possible values
Document date The date of the document
Posting date The date which you want o post this document in. it may differ from the document date.
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Document type SA
Company code 1000 our company
Currency The currency of the document (USD, EGP,)
Rate The exchange rate for the document currency if it is different from the company code currency. You can use this rate for this document only. If you don’t want to use the rate of the system.
Reference Any statement or word which can be a reference for you for this document. (business thing)
Pstky 31 (vendor invoice)
Account The Vendor number
Press enter
100
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Field Description
Amount The amount of money of the document EX: (1200.1000) EGP
Tax code The tax for this document (I0= 0%, IA=10 %,…)
Cost centre post this expanses to a cost center
Assignment Any reference for the document (business thing)
Text Any reference for the document (business thing)
Pstky 70 debit asset
Account The asset number which you want to credit , in the example is the bank account
TType Transaction type (100 asset acquisition)
Field Description
Amount The amount of money of the document EX: (1200.1000) EGP
Tax code The tax for this document (I0= 0%, IA=10 %,…)
Cost center post this expanses to a cost center
Assignment Any reference for the document (business thing)
Text Any reference for the document (business thing)
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Simulate the document before posting
Post the document
Document generated .
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7.4 Run depreciation
SAP menu Accounting-> financial accounting-> Fixed Assets->Asset ->
Periodic Processing ->Depreciation Run -> Execute
Transaction code AFAB
Fields Description
Company code The company which owns these assets
Fiscal year Which year you want to make this depreciation in
period Which period you want to make this
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depreciation in
Reason for posting run
Planned depreciation The type of the deprecation which will be run
Repeat Indicator for repeating the depreciation posting run.
Restart Indicator for depreciation posting with restart option. A restart run should therefore only be performed in certain cases and cannot be started in a test mode.
Unplanned depreciation Indicator for unplanned depreciation posting runs.
List asset If this indicator is set all posted assets will be listed with the respective posted depreciation
List of manual depreciation If you set this indicator, a list of manual depreciation will be displayed at the end of the depreciation posting log. This list may be required by the auditors of your annual financial statements.
For real depreaction :Execute in background
For test run, press execute
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7.4.1 Check Background Job Test Output
SAP menu On the deprecation run page choose
System->Services->jobs->job overview
Transaction code SM37
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Press
7.5 Retirement transaction with Customer
SAP menu Accounting-> financial accounting-> Fixed Assets-> Posting->
Retirement-> Retirement w/Revenue-> With Customer
Transaction code F-92
Press enter
Field Description / possible values
Document date The date of the document
Posting date The date which you want o post this document in. it may differ from the document date.
Document type SA
Company code 1000 our company
Currency The currency of the document (USD, EGP,)
Rate The exchange rate for the document currency if it is different from the company code currency. You can use this rate for this document only. If you don’t want to use the rate of the system.
Reference Any statement or word which can be a reference for you for this document. (business thing)
Pstky 31 (vendor invoice)
Account The customer number who will buy this asset.
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Press enter
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Flag off the asst retirement checkbox.
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Press document -> simulate
Post the document
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Asset Retirement by Scrapping
SAP menu Accounting-> financial accounting-> Fixed Assets-> Posting->
Retirement-> Asset Retirement by Scrapping
Transaction code ABAVN
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Field Description
Posting period The period which you want to post this scrapping in
Document type The type of scrapping document
Transaction type The transaction type in Asset Accounting classifies the business transaction. The transaction type controls various system activities when business transactions are posted.
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Field Description
Prior- year acquis Transaction relates to prior-yr acquisition
curr.-yr acquisition Transaction relates to curr.-yr acquisition
Press on
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Press when you want to scrap multiple assets.
Press on post
The system displays this message
Asset report (Asset Explorer)
SAP menu Accounting-> financial accounting-> Fixed Assets-> Asset ->
AW01N - Asset Explorer
Transaction code AW01N
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Description of the asset report
This offers an overview of the activities for an asset. You can see transactions that have been posted to the
asset plus planned and posted depreciation per depreciation area, per period, for each fiscal year. You can
drill down to the details of the FI transactions. Also, you can conveniently switch to view another asset
without leaving the screen.
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8. Bank Accounting We will study bank master records and learn the difference between house and non-house banks. We will
see how bank accounts are linked to G/L accounts.
Bank key: The bank directory contains the name and addresses of all banks in a certain country. You can
access the bank directory both from subledger accounting and from bank accounting when entering bank
details in a customer master data record,
House banks are banks where we (the company code) have an account(s). When we created a single check
in the accounts payable unit.
8.1 Create bank key
SAP Menu Accounting-> financial accounting->banks-> Master Data-> Bank Master Record-> FI01 - Create
Transaction code FI01
Field Description
Bank country The country of the bank key
Bank key Bank name
Press Enter
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Save the bank details
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8.2 Define house bank: IMG IMG->Financial Accounting-> Financial Accounting Global
Settings-> Bank Accounting ->Bank accounts->define house
bank
Transaction code
Enter the data of the house bank then save.
Enter your company code
House bank
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8.3 cash journal
SAP Menu Accounting-> financial accounting->banks->
Incomings/outgoings -> Cash Journal
Transaction code FBCJ
Each company code can have more than one cash journal.
Each cash journal should be assigned to one G/L account, which represents the petty cash journal account
in the general ledger. It is, however, possible to connect multiple cash journals to one G/L account. Cash
transactions are saved separately in the cash journal and are transferred periodically (for example, daily) to
the general ledger.
Here, the cash journal transactions can be entered. For all transactions in the cash journal :
In the Cash Receipts tab, the petty cash account is automatically
Debited.
In the cash payments tab, the petty cash account is automatically credited.
The offset accounts for each transaction (and tax code if required) are set up ahead of time in
configuration.
The Check Receipts tab is used to enter information about customer payments
made with checks. For this transaction, the petty cash account is automatically debited and the
customer account is automatically credited. The check number automatically appears in the text
field of the document, which appears in the customer account.
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A receipt can be printed for each individual transaction.
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