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SAP-ERP Financial
Summary
Accounting Manual-3
of
TFIN_52
Muhammad Akhlaq Khan, FM
These notes are prepared from the SAP ERP Financial Manual 3 during
SAP training at SIEMENS Academy, Islamabad, during November-2014.
Financial Accounting TFIN 52 Compiled by: Muhammad Akhlaq Khan, FM / AO, AATI, Lahore.
Short Contents
Unit 1 Organizational Structure............................................................................................. 7
Lesson 1 Assignment Company Code .............................................................................7
Chart of Accounts ............................................................................................................. 7
Chart ofDepreciation........................................................................................................... 7
Lesson 1.2 Cost Accounting Assignment.........................................................................10
Lesson 1.3 Depreciation Areas / Posting of Values:........................................................11
Lesson 1.4 Introduction to Assets Class.........................................................................12
Unit 2 Master Data............................................................................................................. 13
Lesson 2.1 Functions of Assets class...............................................................................13
Lesson 2.2 Assets Master Record.....................................................................................18
Lesson 2.3 Mass Change.................................................................................................20
Unit 3 Assets Transactions.................................................................................................. 21
Lesson 3.1 Assets Acquisition......................................................................................... 21
Lesson 3.2 Segment (and Profit Center) Reporting in FI-AA...............................................23
Lesson: 3.3 Asset Acquisition (2)...................................................................................25
Lesson 3.4 Assets Retirement.......................................................................................... 26
Lesson 3.5 Assets Transfer Intra-company (Within the Same Company Code)
orIntercompany (Within two company Codes)...................................................................27
Lesson:-3.6Assets under Construction.............................................................................29
Lesson 3.7 Unplanned Depreciation.................................................................................29
Unit 4 Periodic Processing and Valuation...........................................................................30
Lesson 4.1 Depreciation Areas, Depreciation Keys, Depreciation Calculation and Posting...........30
Lesson 4.2 Fiscal Year Change and Year End Closing in Assets Accounting.....................37
Unit 5 Information System................................................................................................ 38
Lesson 5.1 Report Selection............................................................................................ 38
Lesson 5.2 Value Simulation........................................................................................... 39
Lesson 5.3 Assets History Sheet.....................................................................................40
Unit-6 Standard Reports in General Ledger Accounting, AccountsReceivable Accounting
and Accounts Payable Accounting......................................................................................... 41
Lesson 1 Information System..........................................................................................41
Lesson 6.2 Report Variant and Variables.........................................................................42
Unit-7 List Viewer............................................................................................................... 44
Lesson 1 SAP List Viewer Design.....................................................................................44
Lesson 7.2 Selections...................................................................................................... 46
Lesson 7.3 Changing the Screen Layout.........................................................................49
Unit 8 Drilldown Reporting in Financial Accounting..........................................................50
Lesson 8.1 Architecture of Drilldown Reporting...............................................................50
Lesson 8.2 Characteristics and Key Figures.....................................................................52
Lesson 8.3 Form Types.................................................................................................... 53
Lesson 8.4 Navigation in Reports....................................................................................55
Lesson 8.5 Form & Report Definition...............................................................................56
Lesson 8.6 Report/Report Interface and Report Assignment...........................................58
Unit-9 Special GL Transactions.......................................................................................... 59
Lesson 9.1 Application view for Special GL Transactions.................................................59
Lesson 9.2 Configuration of Special GL Transactions......................................................63
Unit 10 Parking Documents............................................................................................... 65
Lesson10.1 Basics of Parking Documents........................................................................65
Lesson 10.2 Parking Documents & Processing Parked Documents...................................67
Lesson 10.3 Document Parking and Workflow.................................................................69
Unit 11 Validation & Substitution.......................................................................................73
Lesson 11.1 Basics of Validation / Substitution...............................................................73
Lesson 11.2 Definition and Execution of Validation in Financial Accounting....................77
Lesson 11.3 Definition and Execution of Substitution in Financial Accounting................78
Lesson 11.5 Validation Rule for Account Assignment Combination.................................80
Unit 12 FI Archiving........................................................................................................... 81
Lesson 12.1 Basics of Classification of Data Archving.....................................................81
Lesson12.2 Preparatory Activities System Settings.......................................................84
Lesson 12.3 Executing Archiving in Financial Accounting Using example.......................86
Table of Contents
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Financial Accounting TFIN 52 Compiled by: Muhammad Akhlaq Khan, FM / AO, AATI, Lahore.
Posting.........................................................................................................30
Over view:...............................................................................................30
Depreciation Areas:.................................................................................30
Depreciation Types:.................................................................................30
Depreciation Key and Depreciation Calculation:.................................31
Calculating Depreciation Values:..........................................................31
Imputed Interest:..................................................................................34
Replacement Value: Index Series:........................................................35
Depreciation Run Program RAPOST2000...........................................35
Lesson 4.2 Fiscal Year Change and Year End Closing in Assets Accounting
...................................................................................................................37
Fiscal Year Change:...............................................................................37
Year-End Closing (in Asset Accounting)...............................................37
Periodic APC Values Posting:................................................................37
Unit 5 Information System.........................................................................38
Lesson 5.1 Report Selection.....................................................................38
Report Tree and Area Manu.....................................................................38
SAP List Viewer:...................................................................................38
Lesson 5.2 Value Simulation....................................................................39
Simulation with the Asset Explorer:.........................................................39
Simulation Versions:.............................................................................39
Lesson 5.3 Assets History Sheet..............................................................40
Structure of Asset History Sheet:.........................................................40
Unit-6 Standard Reports in General Ledger Accounting,
AccountsReceivable Accounting and Accounts Payable Accounting..............41
Lesson 1 Information System...................................................................41
Lesson 6.2 Report Variant and Variables..................................................42
Report Variants: Selection Criteria.......................................................42
Unit-7 List Viewer........................................................................................44
Lesson 1 SAP List Viewer Design..............................................................44
SAP List Viewer: Display / Change Document:....................................44
SAP List Viewer: Generic Functions:....................................................44
List viewer: Display Variants and Fields:...............................................45
Classic List and Grid Control in the Line Item List:...............................45
User Parameters for the List.................................................................45
Lesson 7.2 Selections...............................................................................46
Lesson 7.3 Changing the Screen Layout..................................................49
Standard Layout: Default and Initial Layout:.......................................49
User-Specific Layout:............................................................................49
Unit 8 Drilldown Reporting in Financial Accounting..................................50
Lesson 8.1 Architecture of Drilldown Reporting.......................................50
Using the Report Painter:.....................................................................50
Form Types: Drilldown Reporting in FI:.................................................50
Lesson 8.2 Characteristics and Key Figures.............................................52
Key figures:..........................................................................................52
Drilldown List & Detail List:..................................................................52
Lesson 8.3 Form Types.............................................................................53
Single-axis Form Without Key Figures:.................................................53
Single-Axis With Key Figures:...............................................................54
Two Axes (Matrix).................................................................................54
Lesson 8.4 Navigation in Reports.............................................................55
From Drilldown List to Detail List:.........................................................55
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Validation Procedure:............................................................................77
Messages:............................................................................................77
Fields Comparison:...............................................................................77
Lesson 11.3 Definition and Execution of Substitution in Financial
Accounting..................................................................................................78
Substitution Procedure:........................................................................78
Substitution Methods...........................................................................78
Substitution with a Constant:...............................................................78
Lesson 11.4 Additional Technique for Substitution/Validation...............79
Rules:...................................................................................................79
Set Usage:............................................................................................79
Lesson 11.5 Validation Rule for Account Assignment Combination..........80
Defining a Validation Rule for Account Assignment Combinations:......80
Validation Types:..................................................................................80
Unit 12 FI Archiving...................................................................................81
Lesson 12.1 Basics of Classification of Data Archving.............................81
Lesson overview:.....................................................................................81
Introduction:............................................................................................81
Definition of Data Archiving.....................................................................81
What is Not Archiving?.........................................................................82
Reasons for data Archiving:..................................................................82
Cooperation Between System Administration and Departments:........83
Schematic Data Archiving Procedure:..................................................83
Lesson12.2 Preparatory Activities System Settings................................84
Archiving Objects:...................................................................................84
Customizing Settings (Basis Support)..................................................84
Lesson 12.3 Executing Archiving in Financial Accounting Using example86
Archiving Procedure:............................................................................86
Monitoring an Archiving Procedure:......................................................86
Access to Archived Data:......................................................................87
UNIT 1 ORGANIZATIONAL STRUCTURE
Lesson 1 Assignment Company Code
Chart of Accounts
Chart ofDepreciation
The client :-is the highest level in the SAP system hierarchy. It also denotes
the specific logical systemyou are working on. Specifications that you make
on this level apply to all company codes.
Each company code: is an independent accounting unit. The legally
required balance sheet and profit and loss statement are created at this
level.
Each business area is to be regarded as a financially separate unit for
which an internal balance sheet andprofit and loss statement can be created.
Note: Document splitting A function of the New G/L Accounting
makes it possible to create (complete) balances for the business area
characteristic.
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Depreciation Areas:
Asset portfolios and transactions are often valued differently for different
purposes; for example, different valuation approaches should/have to be
used for:
Book depreciation (according to local requirements)
Balance sheets for tax purposes (insofar as another valuation is
permitted)
Internal accounting ( cost accounting)
Parallel accounting, such as for creating a consolidated balance sheet
according to IFRS and/or US GAAP.
These various valuation approaches are mapped in the SAP system by
means of depreciation areas.
Steps in Assets Accounting
First, completely set up the company code in Financial Accounting.
Then allocate a chart of depreciation to the company code (in a separate
project, if possible).
The company code is then expanded by means of various Customizing
activities to include the necessary data and information.
The company code is then ready for use by Asset Accounting
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You can post both the asset values and the depreciation values from the
individual depreciation areas to separate financial statement accounts or
profit and loss accounts.
You can define any number of financial statement versions per chart of
accounts. The definition is made in the Customizing of the general ledger.
You can specify in the Financial Statement Version the item which
should appear in the Balance Sheet and the Profit and Loss Statement.
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To finally display the final statement items in the asset reports, you have to
select the correct sort variant. There are maximum five versions of financial
statements in 2nd Manue.
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You can use all of the above mentioned fields as selection criteria in
reporting in FI-AA.
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Changing Asset:
Each time you change an asset master record, the system creates a change
document. The changedocument contains a list of fields that were changed
and the number of changes to a field. Inaddition, the name of the user and
the old and new contents of fields are stored.
HINT: If many asset master records are affected by a change, you can carry
out a mass change.
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Note :When posting to assets, you must enter a transaction type. The
transaction typeidentifies the different transactions in the asset history
sheet.
Entry View and General Ledger View:
Document splitting is a functionality that is enabled by the new G/L. It is used
to create (complete)balance sheets on different characteristics under the
company code. Standard (document splitting)characteristics are
the profit center,
the segment, or
the business area
HINT: Document Splitting is a function of the new G/L and does not have
anything to do with the direct logic and function of asset accounting.
Asset Explorer:
You can display planned values, book values and transactions directly in the
Asset Explorer in aprint preview format, and you can print and export this
information. On the planned values tab page you can use the calculate
depreciation and recalculate depreciation functions.
Asset Acquisition: Master Record Changes:
The following information is automatically set in the asset master record at
thetime of the first acquisition posting:
Date of asset capitalization (derived from the asset value date).
Date of initial acquisition on relevant master record (also derived from the
asset valuedate)
Acquisition year and acquisition period (derived from the posting date)
In Customizing for Asset Accounting, you can enter default values for the
asset value date for eachtype of accounting transaction.
The system determines the start date for ordinary depreciation using the
asset value date of theacquisition posting and the period control method,
(see Deprecation Key for more information), andwrites this date to the
depreciation areas in the asset master record.
When you post the acquisition integrated with FI-AP, the system
automatically enters the vendor inthe origin data field of the asset master
record.
Asset Acquisition: Value Fields:
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The asset value date is the actual date the asset is updated and determines
the depreciation start datealong with the deprecation key (for each
depreciation area).
The system determines the planned annual depreciation based on the
depreciation start date and the depreciation terms. When further
transactions are posted, these values are updated.
The posting date and the asset value date must always be in
the same fiscal year!
FI Document Number Assignment:
The number range interval for the assignment of FI document numbers is
defined in the document type.
HINT: Although the document type is defined across all clients, the FI
document number rangeinterval should be created specifically for the
company-code.
When creating a document in the SAP System, you can either use the
document type suggested by the system.
The document type, which is defined across all clients, is a two character
alphanumeric entry
Gross or Net Document Type:
Among other things while making entries with a particular document type.
You also defines whether an FI document that was created with the
corresponding document type is posted Gross or Net.
HINT: In this case, the Gross or Net do not refer to tax issues. They describe
the option that the system automatically calculates the cash discount
amount and deduct it from the capitalization amount of the asset (Net
document type) or alternatively capitalize the asset without the cash
discount amount (gross document type)
The SAP standard system includes the following standard documents types:
Gross Document types AA and KR: in it we post the integrated gross
amount and deduct the cash discount at the time of payment. If
payment is made in the given time.
Net Document types AN and KN: in it we usually first post a cash
discount clearing account with the amount of cash discount expected
to be received at the time of payment. The asset is recorded at the net
mount (invoice price less discount) if this discount is lost the value of
the asset will be corrected later on by recording the cash discount lost
account.
Transaction Types:
Transaction types must be used with every posting. Transaction types
identify acquisitions,retirements, and transfers, amongst other things.
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Asset history sheet and other FI-AA reports used the transaction type to
identify the different kinds of transactions and display them separately.
You can also define your own transaction type. However, SAP provides all
necessary transaction types in the standard system which are stored
according to the transaction type in Asset Accounting Customizing. These
can be edited / copied / created there. Every transaction type is assigned to
a transaction type group. This cannot be changed in individual customers
and is predefined by SAP
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Set the indicator Account assignment object is same in asset master and
posting if you want to prevent the account assignments object being
changed while making account assignment. This ensures that account
assignment is only possible to the account assignment object entered in the
asset master record. This flag is essential, during posting to ensure that the
segment and profit center values are the same as in the asset master data.
Note: the new G/L scenario (Segment Reporting for Fixed Assets) is
only needed if scenario (Preparations for Consolidation) is not
assigned, because scenario (segment reporting for fixed assets) saves
the consolidation transaction in the new G/L summary table
FAGLFLEXT. This is also done by the scenario (Preparation for
Consolidation)
Drive Profit Center and Segment:
If you maintain two CO objects in the asset and profit center and segment in
the two CO objects are not the same, error message appears. The profit
center is not unique. The account assignment objects Cost Center and
Internal Order refer to different centers:
- Profit center from Cost Center: 0001
- Profit center from Internal Order:0003
To save the profit center and segment in the asset master data the table
ANLZ was prolonged (extended, protected) with these two fields.
HINT: ANLZ is the main table in which the record of assets is maintained.
Lesson: 3.3 Asset Acquisition (2)
Non-integrated Asset Acquisition:
An acquisition which is not integrated with the Material Management (MM) or
inventory management (IM) or controlling object (CO).
If asset acquisition postings are not integrated, you would normally use a
clearing account. This should be a general ledger account with open item
management to guarantee that you can clear the account (later).
Reasons for not making integrated postings:
- The invoice arrived before the asset
- The asset has already been delivered but the invoice has not
beendelivered.
One entry is recorded for Accounts Payable (i.e. Dr. Clearing Account, Dr. Tax
account and Cr. Vendor Account) and the other for asset (i.e. Dr. Asset and
Cr. Account Clearing). The sequence is to be determined by the transaction.
The clearing account is cleared in a separate step in the general ledger
either manually or by running the automatic clearing program.
From Release 4.6, the automatic offsetting entry was simplified further and
enhanced. Now we are able to :
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HINT: From Release 4.6 onwards, you can create an intercompany and intra-
company asset by using asset transfer transaction. While doing so you can
use field transfers to determine which entry fields should be transferred from
the source asset record to target asset record.
The Automatic intercompany asset Transfer function can be used
when either:
An asset has been sold to another company code, or
Simply transferred to another company code.
The following distinction is made for transfers:
When the asset is a transfer within a legal unit i.e. one company (both
company codes belong to the same company), SAP refers to such transfer
as relationship type 02. Both company codes are to be considered
legally dependent.
When the transfer of asset is taking place between legally independent
organizational uniti.e. company codes of different companies. The
company codes are then not linked to one another via company, but still
belong to a single company group mapped via the client i.e. group. This
arrangement can also be redefined using a relation typeit is a transfer
of relationship type 01.
The system automatically determines the relationship type using the
company IDs of the company codes. This assignment can be checked again
in Customizing for Asset Accounting.
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HINT: If the structure of your enterprise is not reflected here, you need to
define your own transfer variants with standard or user defined transaction
types.
Transfer Cross-Company Depreciation Areas:
If company codes are assigned to different charts of depreciation, the charts
may contain differentdepreciation areas ( different keys/different area IDs)
but have the same functions. When this isthe case, you must define cross-
company depreciation areas before asset transfer.
Cross-Company depreciation areas do not have their own control
parameters. Instead they consist solely of a key that is uniform throughout
the client, and a short description.
If a corresponding cross-company depreciation area is not defined, the
system enters an asterisk (*)as a generic entry for the cross-company areas.
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As you have only manually scheduled the depreciation, the system does not
create an FI document. This FI document is not generated until depreciation
posting program is run.
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Depreciation Areas:
Configuring Depreciation Areas:
Depreciation areas are identified in the system by a two-character numeric
key. You also define per depreciation area how to post the asset balance
sheet values and depreciation to the general ledger accounts. You can also
define depreciation areas for reporting reasons only.They will also values and
calculate depreciation, but will not post any values to G/L Accounts.
You can calculate different values in a depreciation area for specific purpose
(for example, for the balance sheet, for cost accounting or for taxes)
You also define per depreciation area which values have to be managed (for
example ,APC or positive /negative net book values). Class notes: when Net Book
Value goes negative that APC( Acquisition and production Cost) is used.
You also define for each depreciation area how posting values and
depreciation terms should or can be transferred to other areas.
Depreciation Types:
The system supports the following depreciation types:
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life. Depending on the purpose of the depreciation area, other terms such as
revaluation or imputed interest, are also calculated.
The system determines the depreciation start date using the asset value
date and the period control method.
The Asset Explorer displays the values and the depreciation for every
transaction and each area.
From the asset explorer, you can display the calculation of depreciation
values.
HINT: Please note that changes to the settings of the depreciation keys
(Customizing changes) do not automatically lead to a correction of
depreciation amounts for already posted /active assets. For that to happen,
you have to execute a recalculation of depreciation.
Depreciation Calculation on the Basis of Periodic Intervals:
With SAP Solution ERP 6.0, (and active Enterprise Extension EA-FIN), the
calculation logic fordepreciation changed from transaction based
calculation (old logic) to calculation on the basis of period interval
(new logic).
The new calculation program calculates the exact same depreciation amount
as the old logic, as proved in the example given below
Example:
1. Acquired an Asset for $1000 having useful life of 10 year on 1st January of
a year.
2. Partial retirement/scraping (40%) on 1st July of the same year
3. Partial retirement scraping of a further $200 on 1st October of the same
year.
Calculation of Depreciation using old Logic:
Depreciation amount for acquisition=1000 x 10% = $100.00
Depreciation amount on 1st Retirement = -400 x 10% x $-20.00
06/12 = $-5.00
Depreciation amount on 2nd Retirement= -200 x 10% x
03/12 = $75.00
Total Depreciation for the year =
Calculation of Depreciation using New Logic:
Depreciation amount for 1st Period interval= 1000x10% $50.00
x6/12 = $15.00
Depreciation amount for 2nd Period interval= 600x10% $10.00
x3/12 =
rd
Depreciation amount for 3 Period interval= 400x10%x
3/12 = $75.00
Total =
The calculation of depreciation using new logic (sometimes also described as
using Depreciation Engine) in principle enables a more exact and precise
calculation of depreciation amount.
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Note: This means that changes of depreciation terms during the fiscal year
are possible. The changes during the fiscal year, lead to different
depreciation amounts, compared to the old calculation logic.
Time Dependency of Depreciation Terms:
With the new depreciation calculation it is possible to manage important
Depreciation parameters time dependently:
The following parameters can be changed on the time dependent basis.
1. Depreciation Key,
2. Useful life (year / period)
3. Variable Depreciation portion.
4. Absolute Scrap Value
5. Percentage Scrap Value.
Using the buttons Further Intervals (in the detail screen of the depreciation
area) and Add Interval, you can define a time-dependency for depreciation
term for each depreciation area.
The logic and method for working with time-dependent depreciation terms is
comparable with theprocedure for time-dependent data in the master data
area. Time-dependent changes can thereforealso be defined by creating new
intervals.
The Summary of whats new in FI-AA deprecation calculation with
ECC 6.0 and active EnterpriseExtension EA-FIN (Financial Extension)
The Summary of whats new in FI-AA deprecation calculation with ECC 6.0
and active EnterpriseExtension EA-FIN (Financial Extension) is given in the
following points:
Depreciation calculation on the basis of period intervals/use of the
Depreciation Engine
Time-dependent depreciation terms
Support for an (automatic) changeover method to period/months. However,
this is not a Standard method, it must be implemented using the BAdI
(Business Add-In)FAA_DC_CUSTOMER
Note: the time dependent intervals are also visible in the Asset Explorer.
If time dependent depreciation term are used a difference can arise in
depreciation amounts as compared to depreciation calculation before SAP
ERP 6.0
Example:
An asset with original useful life of 5 years, purchased for Rs. 10000, to be
depreciated on straight line. After 2 years the useful life is shortened to 3
years.
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Depreciation after planned life end: This indicates that you want the
system to continue depreciation after the end of the planned useful life.
Depreciation below book value: Set this indicator if you want the system
to continue depreciation after the book value is zero. The depreciation area
must allow negative net book value ( a changeover key may be used).
Effective life after planned end(with curb): The actual, not the planned
life determines the rate of depreciation.
Imputed Interest:
For cost accounting, you might have to calculate imputed (assigned) interest
on the capital tied up in assets. For this specify the following settings:
Allow the calculation of imputed interest for the depreciation area.
Determine that interest should be posted for the company code and the
corresponding depreciation area.
Use a depreciation key to which calculation methods for the depreciation
type Interest areassigned, or define such a key user-specifically.
If the calculation of the interest is based on a replacement value, the
system calculates indexed interest.
The system posts interest (periodically) during the periodic depreciation
posting run. It posts to theaccounts that are entered in the account
determination for each depreciation area. Furthermore, an additional account
assignment can be made to the cost center or the internal order entered in
eachasset master record (as is the case with depreciation).
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HINT: The errors are indicated by red traffic lights at the end of the log. You
can choose the Error list button to see more details.
There is also a document simulation function related to the depreciation test
run. You can branch from the log to a simulated FI document.
If you execute a productive depreciation run, you can see all documents of
the (entire) period in the posting run log. The corresponding program is
called RAPOST2001 and you can find it in the Asset Accounting Application.
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When you execute the test run, the report provides a comprehensive log (in
ALV format). You can go directly from the log to a simulation of documents.
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You can see a more detailed breakdown of the total of a group level in
some lists by selecting the Statistics indicator.
You can use the sort variant with any FIAA report.
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At the end of the list, you can see the total for each company code and the
final total for all
Lesson 6.2 Report Variant and Variables
Business Example: Employees in G/L Accounting, A/R Accounting and A/P
accounting wants to use different selection criteria to access data relevant to
them. They need to be able to save these selection criteria, as some of them
will not change for long time, so that they can access the date quickly and
easily.
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to the current date (e.g. open item up to a certain key date) you can use
selection variables.
For example : if you want to see all the items up to a specific key date in a
report you can choose the Selection Variable Pushbutton when maintaining
attributes or more specifically when maintaining the selection screen objects
and then you can choose the type of selection variable.
Currently, the following two types of selection variables are supported (but
not for each selectioncriterion):
Table variables from TVARV
Dynamic date calculation
Table variables from TVARV: You use these variables when you store
statistical information thatcan be used in different reports. This means that
when you save the attributes for the variant, you canmaintain
parameters in table TVARV that contain your selection options, single values,
and/orintervals by choosing Maintain environment Selection variables.
Once you have maintained theseselection variables in table TVARV, you can
use them in any other report variants and reports.
Dynamic date calculations:The prerequisite for using these variables is
that the correspondingselection criterion in the program is type D (date). If
you change the selection variable from type Tto type D, the Name of
Variables field is no longer ready for input. You can only set values usinginput
help.
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Summation: you can create total and sub-totals for specific values. Create
totals by selecting the required column and then choosing the appropriate
icon.
List viewer: Display Variants and Fields:
In addition to the display variants provided by SAP, you can also create your
own display variants.This allows you to define your own specific view of a
list.
You select fields that you want to see from the fields available in the column
set. You can hide fields that you do not require. You can also sort fields in the
column selection in the order that you require.
You can also add special fields to the column set in addition to the fields that
are already displayed.For more information, refer to SAP Notes 215798 and
420591.
If you require offsetting account information, refer to SAP Note 112312. This
is not a modification of the standard system, but a business transaction
event.
HINT: SBWP Stands for (SAP Business Workplace )
Classic List and Grid Control in the Line Item List:
When you display the list, you can choose between the ALV classic list and
the ALV grid control(grid design).
With some lists you cannot switch between the two layouts; this is a special
feature of the line item list.
The ALV classic list is the list that is displayed when no specific settings have
been made. This list is essentially the print screen and offers a better
overview of the sorted list when the item of multiple accounts are displayed.
The grid control design has proportionate text and is particularly useful when
you display individual accounts online for internet services offered by SAP
programs.
User Parameters for the List
You can display (and change if necessary) the settings using transaction
FB00, the accounting editing option on the Line Items tab page. You can
display and change parameters using transaction SU3.
Using parameter IDs, you can enter user default values in fields where the
value usually remainsconstant. If, for example, you switch the list to grid
control, the value will be saved in your user parameters. When you call up
the list, this value appears automatically in the corresponding design. This
means that you do not have to manually switch the list again. The next time
you log on to the system you do not have to re-select the required layout.
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User-Specific Layout:
You can create a user specific layout, which only you can use.
If you want to work with your user-specific layout, call up the relevant line
item list with your new user-specific layout. In the editing options of the user
parameters, the default selection screen is updated with your new user-
specific layout. If you also want to be able to call up the line item list using
another layout in you selection as well as your user-specific layout, deselect
the Save Last Layout for default field.
The following order applies: User-specific initial screen (set as default) has
priority over generalinitial variant (set as default).
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Key figures:
In the application there are various key figures that can be relevant to
evaluations. Key figures are not just values and quantities, but also
calculations involving these values andquantities with user-defined formulas.
The following are examples of key figures:
Value: Balance sheet value, debit total, sales/purchases
Quantity: Number of employees, sales quantity, etc.
Calculation: Sales per employee, plan/actual variance
Class Notes:
Drill down means seeing the detail list of the figure
appearing in the report (financial statements)
The last list up to which we go by using drill down
option is called the detailed list.
Format of the report is known as form.
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in the first row and the characteristics that you selected in the form (for
example, fiscal year, prior year, and variance) are listed below. The values
for the drilldown characteristics are in the rows (forexample, assets under
construction, vehicles, and chemicals for the business area).
In the detail list, the characteristics chosen in the form are contained in the
columns, and thekey figures are contained in the rows. The detail list
displays the results of a selected characteristic value (for example, assets
under construction for business area).
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When you define the report, you then choose only the drilldown
characteristics (for example,business area, company code, account number,
and so on).
Hint: in all types of forms, you can use various functions to change the layout
and settings as you require (colors, number format, separators, text, and so
on)
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Report Assignment
You assign the recipient reports in the report definition by choosing Options.
Choose Report
Assignment and define the report type (report portfolio, BW report, drilldown
report, ABAP report,Report Writer report, or transaction).
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2- The customer initiates the payment with a bill of exchange. The account
balance is nowregistered as a receivable bill of exchange and not as the
normal balance of the account receivable.
3- The bank collects the money from the account of the customer on a fixed
date.
4- The collected amount is transferred to your company account.
5- The amount is posted to the account of the customer and the respective
accounts cleared.
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HOLDING documents
The Hold Document function lets you save data that has been entered
temporarily, to continue entry at a later time. Documents held by the system
1 do not have to be complete.
2 Noaccount balances are updated and
3 the data of the document is not available for evaluation.
4 No document number is assigned.
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5 The person making the entries is asked to name the document after
selecting the Hold Document function.
6 The document can be found under this name at a later time.
PARKING documents
Document parking enables you to enter
1 incomplete documents in the SAP system without having to run the
extensive input checks.
2 the system assigns it a document number via the document type in the
same way as with normal Financial Accounting postings.
3 The user must pass on the number if it has been assigned externally.
4 Parked documents can be supplemented, checked, and posted later on
by any clerk having authorization to make input.
5 No data, such as transaction figures, shall be updated with the figure of
the parked items.
6 Data from parked documents is available to the system for real-time
evaluations.
7 Any part of the parked item can be changed, completed, posted and
deleted at a later point in time.
8 Parked items can be completed and saved after performing checks of
the system.
9 In Case the parked item is deleted later on the number given by the
system will not be re-used for any other item.
10 Deleted parked item have the status of Z.
Data can be parked for accounts receivable, accounts payable, G/L accounts,
and assets. Only receipts can be entered for assets, however. Postings for
down payments cannot be parked.
HINT: Special G/L Transactions cannot be held or parked.
The Park Document function is available for conventional postings (complex
posting screen old version) and the new posting mask (enjoy posting
screen new version).
No data, such as transaction figures, can be updated when parking
documents. The only exception to this is cash management.
The tax amounts calculated on the basis of the parked document can be
used to assert claims withregard to tax in due time at the tax authorities.
When parking documents, the user department must also make sure that if
deswired, the parked document are completed to turn them into proper
Financial Accounting postings for the posting deadline. Parked document that
are no longer required should be deleted to provide a better overview.
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Substitutions are not supported by the document parking feature. If you want
to use substitutionswith parked documents, you have to turn them into
accounting documents first.
The Park Document functions are more effective than the Hold Document
functions. For example, many companies use document parking to
implement the dual-control principle. Authorization let you model areas of
responsibility clearly.
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system subsequently out puts a list indicating whether the documents have
been posted successfully. Parked documents that could not be posted due to
missing information, such as cost account assignments, can be post
processed in the list. You can also create a batch input session to post parked
documents.
When a parked document is turned into a proper document
The usual document posting checks are performed
A normal, complete Financial Accounting document is created
The history (such as changes to parked documents) is documented
The document number remains the same
The transaction figures are updated
The parked document is deleted with the creation of normal document.
Whenever a parked document is posted, the data from that parked document
is deleted, a document is written to the document database, and the
respective data (transaction figures and so on) isupdated. The document
number of the parked document becomes the number of the
posteddocument.
The person who made the entries is noted in the document header of the
Financial Accounting Document.
Deleting Parked Documents:
You can delete parked documents that you do not want to post. Note that the
document number ofthe deleted document cannot be reused in such cases.
The document has status Z: Parked documentthat was deleted.
Document Parking Reporting and Overview:
Document parking is linked to the account display and reporting functions in
Financial Accounting.Numerous reports can evaluate parked documents. You
can include parked documents in the document journal. You can view parked
documents in the line item display.
Parked document Reporting
The difference between parked documents and documents posted properly:
are listed in the table given bellow:
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SAP Business workflow provides users with all information they need to
perform the next step.
SAP provides standard workflow templates that model business processes.
You can customize these SAP workflow templates or create your own.
Workflow Management Architecture:
Put simply, workflow means: The right work at the right time for the
right employee.
SAP Business Workflow has three-tier architecture. This modularization of
components provides thefoundation for a high degree of flexibility.
The right work: Whatever you wish to do during the workflow, it must be
implemented in the Business Object Repository (BOR) as a method of a
business object type.
At the right time: The process level describes the business process as a
sequence of individual steps. The workflow definition is the total of all steps
put together. Individual steps can refer to methods of the BOR (Business
Object Repository), but they can also beused to control the process - for
example, to enable loop-type processing, query conditions,or provide values
in the interface ( container). Workflow Builder is the tool you use tomaintain
the process level.
For the right employee: The organizational level establishes a link to the
organizational structure.
There is a group of potential processors available for each task that is
performed as part of the workflow.
You can restrict this group by specifying restriction for the processor in the
workflow step. The selected processors receive a work item at their
business workplaces at runtime. When the work item is executed, the
corresponding method of the business object type is started.
Workflow Design and Process Flow-1
The business process is stored in the workflow definition. The event-driven
process chain (EPC) isused to display the process. Single-step tasks are
essential elements of the workflow definition.
Single-step tasks
Represent the SAP functions from a business point of view
Every single-step task uses precisely one method
The SAP Business Workflow is based on an object-oriented structure. Objects
are defined in the object repository provided by SAP. Object methods
Represent the SAP functions from the view of the business object
(technical view for example, create, delete, change)
Provide a uniform, transparent interface for SAP functions (transactions,
function modules, reports, ...)
Are used to encapsulate the functions
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The processors responsible for a specific activity in the workflow are defined
either by their assignment to an object of the organizational structure or by
means of a rule. Rules are used to determine the responsible processors
dynamically, that is, independently of information that is only available at
runtime.
Workflows are usually initiated by a triggering event. Events are used to
display the changes instatus of objects within the system. Like methods, they
are defined in the object repository for eachobject type. Events are triggered
in the respective applications.
Work items represents single-step tasks during runtime. They are sent to the
responsible processors by the work flow manager.
Whenever a processor accepts a work item to process it, the work item
disappears from the inboxes of the other processors.
When a work item is processed, the corresponding object method is called up
Designing the (Entire) Workflow for a Parked Document
For every business step, ask yourself:
What work has to be done? This tells you which object type and method
you require.
With dialog step: Who has to do the work? This tells which processors are
responsible.
What text is to be displayed at the work item recipients workplace? This
text is maintained as a task when creating the step Define your answer in
the design.
WHAT Is Carried Out? Workflow-Related Tasks
Posting invoices
Releasing purchase requisitions
Changing material masters
Approving leave
Creating customer accounts
Deleting purchase orders
1. Creating requirement coverage requests via the Internet
Tasks represent steps of the business process. The process you want to
model must be broken downinto individual tasks during the definition. The
definition of the workflow determines the tasks andthe order in which they
are to be carried in the process. A task refers to a specific object type in the
Business Object. Repository (storage area) and to a specific method defined
there. In exceptional cases, a business process might only have only have
one task. A workflow definition should be created even in these cases,
however. Tasks are represented by work items at workflow runtime. The work
items appear in the recipients inbox.
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item. A recipient can accept a work item. An accepted work item can only
beperformed by the user who has accepted it.
Workflow and Financial Accounting:
Workflow variants can be created for document parking in Customizing of FI.
Whether thedocument release is supposed to be active is specified here
together with the minimum amount forwhich this is necessary.
You can find out which workflow templates are delivered in the A/P
Accounting document of the Financial Accounting documentation. Further
information on workflow can be found under Cross-Application Functions in
the SAP Business Workflow document.
The company codes can be assigned workflow variants. No documents are
released if any companycode is not assigned a workflow variant. The
workflow variant and the corresponding companycodes must have the same
currency.
Assigning Workflow Variants to Company Codes:
It is possible to apply different release procedures to different A/R and A/P.
This can be controlled by release group field in master record of A/R and A/P.
The release group is required to determine the release approval path at the
time of processing. Therelease approval path is determined by the workflow
variant in connection with the document typeand release group.
The sub workflows that is initiated by releasing the amount and who is to
release are determined bythe release approval path and the particular
amount. If no release group is defined, the initial releasegroup is then used
for access.
Calculation of Release Approval Pathe:
The release procedure is represented by subworkflows in the workflow
terminology. For document parking workflow variant ( incombination with
release approval paths) are assigned amounts, which determine the release
procedure to be initiated and performed. The subworkflows control the
individual release procedure.
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Application Area
Using the area of application and the call-up point, the fields that can be
used for validation / substitution are specified. You can select the fields from
this pool while entering your rules for the prerequisites and checks.
The application area is where the validation, substitution, or rule is used. The
following applicationareas use validations and substitutions:
FI Financial Accounting,
CO Cost Accounting,
AM Asset Accounting,
GL Special Purpose Ledger,
CS Consolidation (validations only),
PS Project System,
RE Real Estate,
1. PC Profit Center Accounting (substitutions only),
GA Allocations (FI-SL) (substitutions only)
Each application defines the structure available and replaces its fields for
substitution.
Call up points are specific places in an application that specify the exact
location where avalidation/substitution occurs.
When you create validation /substitution and rules you must assign an
application area and call-up- point code to the validation, substitution, or
rule. The key for the application area specifies the general application area
where the validation / substitution is used
The combination of application area and call up point determines the
Boolean class for a validation,substitution, or rule. Boolean classes establish
the dimensions that can be used in the definition ofvalidations, substitutions,
and rules. They also specify which message classes can be used forvalidation
messages.
Three call up points have been provided for FI:
Document header
Document line
Complete document
At the complete document call-up point, you can use only those numeric
fields with which you primarily execute mathematical calculations.
Following operators are available for matrix validation or matrix substitution.
(Important: you must enter a blank space after the keyword and immediately
before the opening parenthesis.)
Operator Description
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Operands are the variables or constants on which the operation is performed. Where as
operator is what operation is performed on the variables or constants.
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Operands
Annotations =
Constants TRUE, T. FALSE, F
Field constant comparison Table field = literal
Partial field comparison Table field: n1 n2 = literal
Field Comparison Table field1 = Table field2
Pattern Comparison
Table field LIKE Text pattern
Set
Table set name
Rule
Exit & Rule
Mathematical formula Uxxx
SUM, AVG, MIN, MAX
Logical Operators Comparison Operators
AND (NAND) = Equal to
OR (NOR) > Greater than
NOT < Less than
IN
>= Greater than or equal to
LIKE
<= Less than equal to
Implementation
Equivalence <> Not equal to
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A Cancel
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Substitution Procedure:
Substitution permits the customer-specific enhancement (substitution) of
certain field contents.
Substitution consists of several steps (up to 999 are possible), each with two
parts:
Prerequisite Replacement
If the prerequisite is satisfied (TRUE), substitution is performed.
Substitution Methods
Important HINT: The field must be released for substitution no other user
has occupied this field or using this field.
For each of the fields you selected, a dialog box appears in which you can
define the substitution method. You can choose between:
Constant value
Exit
Field-field assignment
You can then later enter either a constant value, the name of an exit to be
carried out at runtime or thename of a field, the content of which is to be
used for the substitution.
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Substitution value(s)
The substitution value is a numerical value or a string of letters that replaces
the valueentered. A single substitution process can replace more than one
value.
Substitution with Field Field Assignment
If the substitution step prerequisite is true at runtime, the system substitutes
the contents of the field with the contents of the source field.
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You can use multi-sets (a combination of sets for various fields [dimensions])
to execute crossvalidationwith values of different characteristics.
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Validation Types:
Invalid account assignment combinations = Non-valid combinations
Valid account assignment combinations = Valid combinations
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UNIT 12 FI ARCHIVING
Lesson 12.1 Basics of Classification of Data
Archving
Lesson overview:
The data archiving function enables you to remove mass data from the
database that is no longer needed in the system however, which must still be
stored so that it can be analyzed. In this lesson, data archiving is defined; in
addition, you learn reasons for executing an archiving project. Furthermore,
the data archiving procedure is described.
Depending on country, there are different regulations governing how long
documents, master data, and so on must be retained in systems. In all cases
Financial Accounting application manager have to clarify with the
department with time need to be adhered to.
Introduction:
In todays data base system, a large data volume can often lead to
performance bottlenecks that cause poor performance on the user side and
increased consumption of resources on the administration side. Therefore,
data that is no longer required from the perspective of applications can be
removed from the database. Simply deleting the data, however, is not an
option since read access to the data must often still be provided. Therefore,
the data must be transferred from the database to external storage media so
that it can be read later.
Data archiving in SAP lets you safely remove application data that is no
longer required for day-todayactivities from the database. This transferred
data is saved to archive files that can be accessed ata later time. The result
is a lean database that can be administered efficiently and inexpensively.
The data relevant for specifying the document runtime are the posting date
(the clearing date in thecase of open item-managed accounts) and the key
date for the archiving procedure. The correspondingly longer definition of the
runtime (document types / account types) determines howlong the
document resides in the system.
Archiving Procedure:
The specific archiving procedure is scheduled and processed as a
background job. It selects the dataobjects from the database. The constraints
that characterize a data object are considered here. Thenevery data object is
checked whether it may be archived. If so, the data object is written to
thearchive file. If Customizing is set so the deletion program is to run
automatically, the associateddeletion procedure is started automatically
when a file is closed.
The deletion program can be scheduled separately if the deletion program is
not executed automatically by the settings in archiving object-specific
Customizing. In this case, the archive files from which the data objects can
be read in current deletion procedure and then deleted in the database must
be selected.
An archiving procedure is scheduled using transaction SARA by pressing the
Write pushbutton. Thisis divided into 4 steps:
Create an archiving variant
Specify the execution user
Specify the start time
Define the spool parameters
The data that are to be archived for the selected archiving object are
specified in the archivingvariants. As a rule, archiving variants can be reused
only if the associated jobs are deleted. Thedefinition of the variant must also
include whether a test run or a productive run is involved.
In FI, for example, you can archive master records, documents, and
transaction figures. You canmake the archived data available again using
retrieval programs. During every archiving procedure,the system generates
administration data with information about the archived/regenerated data.
The document position must fulfill the following criteria before it can be
archived:
The document must no longer contain open items. The system takes into
account onlycleared items or those without open item management.
1. The account type runtime must have been exceeded.
For the runtimes, a key date is used as a reference date; this can be
specified for every program run.If no explicit key data is provided, it is set to
the current execution date.