Fioco G L Acctng

BRIEF HISTORY OF S A P:
S A P – IS AN E R P PACKAGE.
BEFORE GOING TO S A P , WE WILL LEARN ABOUT WHAT IS E R P.

E - STANDS FOR ENTERPRISE
R – STANDS FOR RESOURCES
P – STNADS FOR PLANNING
1) ENTERPRISE: EVERY ENTERPRENURER WILL HAVE AN IDEA ABOUT WHAT TYPE OF

BUSINESS HE WOULD LIKE TO START. THE EXECUTION OF HIS IDEA ULTIMATELY
LEADS TO EXISTENCE OF BUSINESS. BUSINESS MAY BE TRADING , OR MANUFACTURE
AND SALE.
2)RESOURCES: IN ORDER TO COMMENCE HIS BUSINESS / INDUSTRY , HE REQUIRES

VARIOUS RESOURCES NAMELY
- MONEY
- MATERIAL
- MACHINE
- MEN
- MARKETING
3) PLANNING: SO AS TO MAKE OPTIMUM UTILISATION OF THE ABOVE RESOURCES ,

ONE MUST HAVE CONCRETE PLANNING. PLANNING IS NOTHING BUT A SYSTAMATIC,
MACHANISED APPROACH , AND IMPLEMENTATION OF VARIOUS TOOLS TO REACH THE
STATED GOAL / OBJECT .
SINCE ALL THE BUSINESS APPLICATIONS ARE COMPUTERISED , THE SOFT WARE
PACKAGES AVAILABLE IN THE MARKET ARE -
ORACLE FINANCE : THIS SOFTWARE PACKAGE DEALS WITH FINANCE & ACCOUNTS
ONLY.
B AA N : THIS PACKAGE DEALS WITH MANUFACTURING
PEOPLE SOFT : THIS PACKAGE DEALS WITH HUMAN RESOURCES
SIEBEL SOFT : THIS PACKAGE DEALS WITH CRM-CUSTOMER - RELATION -
MANAGEMENT
J . D. EDWARD : THIS PACKAGE DEALS WITH SELLING AND DISTRIBUTION
UNTILL THE TIME OF ADVENT OF SAP , BUSINESS / INDUSTRY HAS TO DEPEND ON

SEPARATE PACKAGES FOR IMPLEMENTATION OF THEIR VARIOUS BUSINESS
APPLICATIONS , WITHOUT ANY FACILITY FOR INTEGRATION .
OVER COMING THESE DISADVANTAGES S A P - HAS COME IN TO EXISTENCE WITH
FACILITY OF HIGH INTEGRATION OF ALL ABOVE PACKAGES BRINGING UNDER ONE
ROOF, THUS BECAME AS WORLD’S LARGEST SOFTWARE PROVIDER.
SA P: -
S - STANDS FOR SYSTEMS
A - STANDS FOR APPLICTIONS
P - PRODUCTS IN DATA PROCESSING
- THIS CONCEPT WAS DEVELOPED IN SMALL TOWN “ WOLLDORF ” IN GERMANY BY 4

EMPLOYEES OF IBM IN 1972 WITH R1-(REAL TIME1) ARCHITECTURE (SINGLE TIER) .
-LATER ON WHEN DEMAND INCREASES FROM VARIOUS CORNERS OF THE WORLD FOR
THIS SOFT –WARE , THEY THOUGHT OF MODIFYING THE R 1 ARCHITECTURE AND
REPLACED BY R 2 (REAL TIME 2) (TWO TIER ) , WITH SOME MODIFICATIONS .
- FINALLY IN THE YEAR 1982 OR SO THE AUTHORS FURTHER MODIFIED THE

SOFTWARE , AS A RESULT THE R 3 ARCHITECTURE (THREE TIER) CAME INTO
EXISTENCE , AND THE SAME IS BEING IN VOGUE .
FEATURES OF S A P :
1) IT RUNS ON 4TH GENERATION LANGUAGE KNOWN AS A B A P (ADVANCED BUSINESS

APPLICATIONS AND PROGRAMMING) .
2) IT IS AN INDEPENDENT SOFT WARE .
3) IT IS OPEN SOURCE AND AT THE SAME TIME IT ENSURES SAFETY AND SECURITY
OF CLIENTS BUSINESS APPLICATIONS .
4) IT IS AVAIALABLE IN MULTI LANGUAGES (APRX.46) .
5) IT HAS GREATER CAPCITY OF INTEGRATING VARIOUS BUSINESS APPLICATIONS ,

EACH HAVING ITS IDENTITY.
6) IT ALLOWS THOUSANDS OF CLIENTS TO ACCESS WITH THE OPERATION OF THIS

SOFTWARE IN NO TIME , BECAUSE OF ITS 3 – TIER ARCHITECTURE .
a) PRESENTATION
b) APPLICATION
c) DATA BASE
FOR INSTALLATION OF SAP IN OWN SYSTEM
WE REQUIRE - P IV SYSTEM
80 GB HARD DISK (ONLY FOR SAP)
512 RAM
HOW TO OPERATE SAP IN SYSTEM
AFTER INSATALLATION SAP IN SYSTEM YOU WILL FIND
-SAP R 3 MANAGEMENT CONSOLE ICON ON DESK TOP WHICH IS KNOWN AS SERVER .

FIRST YOU HAVE TO START THIS APPLICATION BY DOUBLE CLICK ON ICON.
YOU WILL FIND SERVER OPERATION SCREEN. YOU WILL HAVE TO CLICK ON  ONE
UP LEVEL SYMBOL IN TOOL BAR , AND SELECT ‘ACTION’, SELECT ALL TASKS, SELECT
START AND CLICK ON IT. PRESS ON REFRESH BUTTON  (F5) IN THE TOOL BAR .
SYMBOLS OF ALL TASKS BLINK IN YELLOW
AFTER SERVER IS UP THE SYMBOLS OF TASKS IN THE TABLE WILL BECOME
GREENISH , CLICK ON MINIMISE  ICON IN THE TOP RIGHT HAND CORNER .
-THEN CLICK ON SAP LOGON ICON IN THE DESK TOP , SAP LOGON PAD WILL APPEAR
, DOUBLE CLICK ON SAP IN THE PAD .
YOU WILL FIND SCREEN TO ENTER IN TO SAP MENU
ENTER DATA
CLIENT 800
USER sapuser
PASSWORD AS GIVEN BY INSTALLER
LANGUAGE EN
YOU WILL ENTER INTO EASY ACCESS MENU.
THE SYMBOLS YOU WILL FIND IN THE TOOL BAR WHICH ARE USEFUL
 (ENTER) ,  CHECK BOX - TO ACCESS - SPRO, AND FOR DIRECT ACESS TO THE
TRNSACTION SCREENS
H SAVE USE THIS BUTTON FOR SAVING DATA
 BACK (F3) USE TO COME BACK TO MENU AFTER COMPLETION

OF EACH
OPERATION
 EXIT (SHIFT+F3) USE TO EXIT FROM AN OPERATION
 CANCEL (F12) USE TO CANCEL DATA NOT REQUIRED AT THE OF
ENTRY
 FIND USE TO FIND
 CREATE A NEW SESSION USEFUL WHEN BOTH BACK END AND FRONT END
OPERATION ARE TO BE CARREDOUT
STEPS TO LOG OFF SAP SERVER

1)  EXIT (SHIFT+F3) IN EASY ACESS
2) CLICK ON ‘ YES’ IN MESSAGE TABLE
3) MAXIMISE SERVER ICON  IN TOP RIGHT HAND CORNER
4) GO TO CONSOLE TOP LEFT HAND CORNER , SELECT EXIT MODE
5) CLICK ‘NO’ IN MESSAGE TABLE
YOU WILL COME BACK TO DESK TOP

DON’T CONNECT INTERNET TO SAP SYSYTEM – IT MAY DAMAGE SAP SERVER
CREATION OF ENTERPRISE STRUCTURE
1) DEFINE COMPANY
The smallest organizational unit for which invidual financial statements can be prepared,and
include one or more co.codes
PATH
TYPE
SPRO IN THE LEFT HAND CORNER CHECK BOX AND PRESS  (ENTER MARK)
AND DOUBLE CLICK ON
SAP REFERENCE IMG -ICON IN THE TOOL BAR
CLICK ON EXECUTE ICON ()
ENTERPRISE STRUCTURE
CLICK ON EXECUTE ICON
 DEFINITION
 FINANCIAL ACCOUNTING
DOUBLE CLICK ON EXECUTE ICON
 DEFINE COMPANY
CLICK ON NEW ENTRIES IN THE TOOL BAR

ENTER THE DATA:
COMPANY : 4 DIGIT ALPHA/NUEMRIC
COMPANY NAME : XXXXXXX

NAME OF COMPANY –2 : -
STREET : XXXXXX
PO BOX : 102
POST CODE : 520001
CITY : VIJAYAWADA
LANGUAGE : EN
COUNTRY : IN
CURRENCY : INR
CLICK (CNTRL+S) , OR SAVE BUTTON H MARK , AND GO BACK BY SELECTING  MARK IN

THE TOOL BAR
2) CREDIT CONTROL AREA-This will check the credit limits offered by the company to its
customers.
Same Path as above
 DEFINE CREDIT CONTROL AREA

CC AREA(4 DIGIT ALPHA/NUMERIC) DESCRIPTION
XXXX CC FOR---
THE TOOL BAR
3) EDIT , COPY,DELETE,CHECK COMPANY CODE
A smallest organizational unit for which complete and self contained set of accounts can be
prepared
PATH
TYPE
AND DOUBLE CLICK ON
CLICK ON EXECUTE ICON ( )
 ENTERPRISE STRUCTURE
 DEFINITION
 EDIT,COPY,DELETE,CHECK COMPANY CODE
CHOOSE ACTIVITY TABLE APPEARS

SELECT AND DOUBLE CLICK ON - ‘EDIT COMPANY CODE DATA’ IN CHOOSE ACTIVITY
TABLE

ENTER THE DATA:
COMPANY : 4 DIGIT ALPHA/NUEMRIC
COMPANY NAME : XXXXXX

ADDITIONAL DATA
CITY : VIJAYAWADA
COUNTRY : IN
CURRENCY : INR
LANGUAGE : EN
THE TOOL BAR
AFTER COMPLETION OF THE PROCESS , CLICK ON  CANCEL MARK IN THE

CHOOSE ACTIVITY TABLE TO BACK TO MENU.
4) DEFINE BUSINESS AREA-It represents specific area of business in the organization and
financial statements can be prepared for internal control purposes .
Same Path as above
 DEFINE BUSINESS AREA TRANSACTION CODE-OX03

B.A AREA(4 DIGIT ALPHA/NUMERIC) DESCRIPTION
XXXX B.A. FOR-----
THE TOOL BAR
5)DEFINE FUNCTIONAL AREA-It denotes the activities of the organization are classified into functions
such as Production,Admin,R & D, Selling, & Distribution.
Same Path as above
 DEFINE FUNCTIONAL AREA TRANSACTION CODE-OKBD

FUNCTIONAL AREA(4 DIGIT NAME
ALPHA/NUMERIC)
XXXX F.A. FOR----
THE TOOL BAR
6)DEFINE CONSOLIDATION BUSINESS AREA-It represents central business segment in the

organization, and includes consolidation of the entire business operations.
Same Path as above
 DEFINE CONSOLIDATION BUSINESS AREA

C B A(4 DIGIT ALPHA/NUMERIC) DESCRIPTION
XXXX CBA FOR----
THE TOOL BAR
7)FINANCIAL MANAGEMENT AREA-It structures the business organization right from cash
budget to funds management.
Same Path as above
 DEFINE FINANCIAL MANAGEMENT AREA

F M AREA(4 DIGIT TEXT FM CURRENCY
ALPHA/NUMERIC)
XXXX FM AREA FOR---- INR

THE TOOL BAR
ASSIGNMENT:One must assign all the above defined the Company Code
1) ASSIGN COMPANY CODE TO COMPANY
PATH
TYPE
AND DOUBLE CLICK ON
CLICK ON EXECUTE ICON ( )
 ENTERPRISE STRUCTURE
 ASSIGNMENT
 ASSIGN COMPANY CODE TO COMPANY
CLICK ON POSITION BUTTON ,ENTER YOUR COMPANY CODE IN THE DIALOG BOX AND
PRESS ENTER 
CURSER WILL BE POSITIONED ON YOUR COMPANY LINE IN THE TABLE
CO. COMPANY NAME CITY COMPANY
DEFAULT DEFAULT DEFAULT CHOOSE BY

SELECTION
THE TOOL BAR
2) ASSIGN CREDIT CONTROL AREA TO COMPANY

Same Path as above
 ASSIGN CREDIT CONTROL AREA TO COMPANY
CLICK ON POSITION BUTTON ,ENTER YOUR COMPANY CODE IN THE DIALOG BOX AND
PRESS (ENTER ) 
COMPANY NAME CITY COMPANY CC OVER WRITE
CC
DEFAULT DEFAULT DEFAULT DEFAULT CHOOSE BY -
SELECTION
THE TOOL BAR
3)ASSIGN BUSINESS AREA TO COMPANY:
Same Path as above
 ASSIGN BUSINESS AREA TO COMPANY
CLICK ON POSITION BUTTON ,ENTER YOUR COMPANY CODE IN THE DIALOG BOX
AND PRESS 

BA DESCRIPTION CONS.BUS.AREA DESCRIPTION
DEFAULT DEFAULT CHOOSE BY DEFAULT

SELECTION
THE TOOL BAR
4) ASSIGN FINANCIAL MANAGEMENT AREA TO COMPANY

Same Path as above
 ASSIGN FINANCIAL MANAGEMENT AREA TO COMPANY
CLICK ON POSITION BUTTON ,ENTER YOUR COMPANY CODE IN THE DIALOG BOX
AND PRESS 
CO NAME F M .AREA FM TEXT
DEFAULT DEFAULT CHOOSE BY DEFAULT

SELECTION

THE TOOL BAR
FINANCIAL ACCOUNTING GLOBAL SETTINGS
1) MAINTAIN FISCAL YEAR VARIANT: Fiscal Year variant indicates that the start and close of
accounting period i.e calender/financial year. Usually it comprises 12 months called in SAP as 12
posting periods during which an Organisation post and create Financial Statements.Each posting
period is indicated by start and finish date. In addition Organisation will maitain Special posting
periods (4periods) after close of Financial Year to identify the transactions relating to previous year.All
the payments which come across during these periods will also be identified to the previous year
through Spl.Periods.
PATH
AND DOUBLE CLICK ON
 FINANCIAL ACCOUNTING GLOBAL SETTINGS
 FISCAL YEAR
 MAINTAIN FISCAL YEAR VARIANT -TRANSACTION CODE –OB29
FV- DESCRIPTION YEAR DEPEN. CALENDER NO.OF NO.OF

2 DIGIT-A/N YR. POSTING SPECIAL
POSTING
CO CODE F.V. FOR--- - - 12 4
PRESS ENTER
AND SELECT THE ABOVE LINE ITEM
DOUBLE CLICK ON ‘PERIODS’ IN THE LEFT PANEL
CLICK ON NEW ENTRIES

MONTH DAY PERIOD YEAR SHIFT
4 30 1 0
ENTER PERIODS 1- 9 (APR-DEC) WITH YEAR SHIFT ‘0’, AND FOR PERIODS 10-12(JAN-MAR) ENTER
YEAR SHIFT AS –1.
THE TOOL BAR
2) ASSIGN FISCAL YEAR VARIANT TO COMPANY CODE: TRANSACTION CODE-OB37

Same Path as above
 ASSIGN FISCAL YEAR VARIANT TO COMPANY CODE
CLICK POSITION BUTTON ENTER YOUR COMPANY CODE IN DIALOG BOX PRESS ENTER 
CO COMPANY NAME FISCAL YEAR VARIANT DESCRIPTION

DEFAULT DEFAULT CHOSE BY SELECTION DEFAULT
THE TOOL BAR
3)DEFINE VARIANTS FOR OPEN POSTING PERIODS:

PATH
SPRO IN THE LEFT HANDCORNER CHECK BOX AND PRESS  (ENTER MARK)
AND DOUBLE CLICK ON
 DOCUMENTS
 POSTING PERIODS
 DEFINE VARIANT FOR POSTING PERIODS -TRNASACTION CODE-OBBO

VARIANT-4 DIGIT ALPHA/NEMERIC NAME
CODE VARIANT FOR--------

THE TOOL BAR
4)OPEN AND CLOSE POSTING PERIODS

Same Path as above
 OPEN AND CLOSE POSTING PERIODS TRANSACTION CODE- OB52

VAR- A FROM TO FROM YEAR TO YEAR FROM YEAR TO YEAR AU
IANT ACCT ACCT PERIOD PERIOD PERIOD PERIOD GR
2
XX + - - 1 2006 12 2007 13 2007 16 2007 -

THE TOOL BAR
5)ASSIGN POSTING PERIOD VARIANT TO COMPANY CODE:

Same Path as above
 ASSIGN POSTING PERIOD VARIANT TO COMPANY CODE - TRNASACTION CODE-OBBP
CLICK POSITION BUTTON ENTER YOUR COMPANY CODE IN DIALOG BOX PRESS
ENTER 
CO. COMPANY NAME CITY VARIANT

SELECTION
THE TOOL BAR
6)DEFINE DOCUMENT TYPES: The Tranasactions posted in the sytem will be stored in the form of
documents. These documents may pertains to different nature , e.g. Customer ,Vendor ,General etc.For easy
sorting data and reports each document is to be identified with a particular type.SAP already delivers Standard
Document Types.We can follow the same or create our own Document Types.
PATH
AND DOUBLE CLICK ON
 DOCUMENT
 DOCUMENT HEADER
 DOCUMENT TYPES TRANSACTION CODE-OBA7
TABLE DISPLAYS ALL THE EXISTING STANDARD TYPES AND NUMBERS
DOUBLE CLICK ON LINE ITEM OF DOCUMENT TYPE
DETAILED SCREEN WITH NUMBER , AND PRE-CONFIGURED OPTIONS WILL APPEAR . PL. DON’T
DISTURB THESE SETTINGS. JUST NOTE DOWN THE NUMBER AND GO BACK , AS YOU HAVE
TO CREATE DOCUMENT NUMBER RANGES
delivers all usual documents types that are necessary for posting.
The SAP
Document Type Document Nature Number Object
SA General Ledger 01
DR Customer Invoice 18
DZ Customer Payment 14
DG Customer Credit Memo 16
KR Vendor Invoice 19
KZ Vendor Payment 15
KG Vendor Credit Memo 17
NOTE: DON’T CREATE ANY NEW DOCUMENT TYPES AT PRESENT NOS.
SA General Ledger (SAMPLE DOCUMENT) X2

SA General Ledger (RECURRING DOCUMENT) X1
6)DEFINE DOCUMENT NUMBER RANGES: Various Types of Documents will be posted in General
Ledger. In order to make easy identity of a document , each type it is to be indicated by a particular number
range eg. Document type SA is for general document indicated by No.01 and Range is to be inserted
Documents.Number Ranges are two types.One is Internal and other is External .If you define
Internal number range, system will automatically generate the serial number for a document,and if
External Number is defined one can give document number at the time entering a document .
PATH
SPRO IN THE LEFT HAND CORNER CHECK BOX AND PRESS  (ENTER
MARK)
AND DOUBLE CLICK ON
 DOCUMENTS
 NUMBER RANGES
 DEFINE DOCUMENT NUMBER RANGES -TRANSACTION CODE –FBN1
ENTER YOUR COMPANY CODE IN THE DIALOG BOX AND CLICK ON  INTERVAL(CHANGE
INTERVAL) ICON
AGAIN CLICK ON  INTERVAL ICON IN THE TOOL BAR
NO YEAR FROM TO NUMBER EXT

NUMBER
01 2006 1000 10000 -
CLICK ON  INTERVAL (INSERT/ENTER) IN THE BOTTOM.
AGAIN CLICK ON  INTERVAL ICON IN THE TOOL BAR

14 2006 14000 15000 -
CLICK ON  INTERVAL (INSERT/ENTER) IN THE BOTTOM.
REPEAT THE PROCESS FOR ALL NUMBER RANGES 01 –19 WITHOUT OVERLAP
AND ENTER NO. RANGES
X1 2006 01 100 - ( FOR SAMPLE DOCUMENT

POSTING)
X2 2006 101 200 - (FOR RECURRING
DOCUMENTS POSTINGS)
Note: Check  EXT. column if you want to give external no. range only

THE TOOL BAR
7)COPY TO FISCAL YEAR: This operation is required to be carriedout when documents are posted in
following years, simply by copy option .
Same Path as above
 DOCUMENTS
 COPY TO FISCAL YEAR -TRANASACTION CODE –OBH2
CLICK ON CONTINUE MARK IN THE TRANSPORT NUMBER RANGE INTERVAL TABLE

ENTER COMPANY CODE ZXYC
NUMBER RANGE NUMBER FROM 01 TO 99
SOURCE FISCAL YEAR DETAILS
TO FISCAL YEAR 2006
TARGET FISCAL YEAR DETAILS
TO FISCAL YEAR 2007
CLICK ON EXECUTE ICON  IN THE LEFT HAND CORNER OF TOOL BAR
YOU WILL FIND MESSAGE THAT DETAILS DULY COPIED
AND GO BACK BY SELECTING  GREEN ARROW MARK IN THE TOOL BAR

8)MAINTAIN FIELD STATUS VARIANT:The Field Status Variant is one which controls the Fields in Screen
appearance of document entry.This can be achieved by assigning field status group to GL account. For this we
need to define field status variant which contains groups, and the same are to be assigned to your company
code.It contains three options 1)Suppressed, 2)Required, 3)Optional.
Same Path as above
 LINE ITEMS
 CONTROL
 MAINTAIN FIELD STATUS VARIANT -TANSACTION CODE-OBC4
SELECT 0001 COMPANY LINE ITEM IN THE TABLE

CLICK COPY AS ICON  IN THE TOOL BAR ( SYMBOL DENOTED BY YELLOW GRID LINE BOX)
CHANGE THE COMPANY CODE 0001 TO YOUR COMPANY ------
CHANGE DESCRIPTION - FIELD STATUS VARINAT FOR ------(ENTER YOUR COMPANY NAME)
AND PRESS 
SELECT COPY ALL IN THE SPECIFY OBJECT TO BE COPIED TABLE

A MESSAGE THAT 41 FIELDS ARE COPIED WILL APPEAR
CLICK COTINUE (ENTER)
CLICK (CNTRL+S) , OR SAVE BUTTON H MARK
YOU CAN VIEW THE FIELDS SO COPIED BY SELECTING LINE ITEM OF YOUR COMPANY IN THE TABLE
AND DOUBLE CLICK ON FIELD GROUPS ICON  IN THE LEFT PANEL.
YOU CAN VIEW EACH FIELD BY DOUBLE CLICK ON LINE ITEM
AND GO BACK BY SELECTING  GREEN ARROW MARK IN THE TOOL BAR
NOTE: DON’T MAKE ANY CHANGES IN THE FIELD OPTIONS
9)ASSIGN FIELD STATUS VARIANT TO COMPANY CODE:
Same Path as above

 ASSIGN FIELD STATUS VARIANT TO COMPANY CODE - TANSACTION CODE-OBC5
CLICK ON POSITION BUTTON , ENTER YOUR COMPANY CODE IN THE DIALOG BOX AND
PRESS 
CURSER WILL BE POSITIONED ON THE LINE ITEM OF YOUR COMPANY

CO COMPANY NAME CITY FIELD STATUS VAR
SELECTION

THE TOOL BAR
GENERAL LEDGER ACCOUNTING:
Chart of Accounts : It comprises list of GL Accounts that are maintained by the company for its
smooth functioning of accounts connected to business.It contains Account Code,Account Head, and
detailed narration of flow of transactions recorded. There are three types of Chart of Accounts in
vogue in SAP.
1)Operation Chart of Accounts : It is used to post daily transactions of business concern.
2)Group Chart of Accounts :It indicates that same Chart of Accounts are used by Corporate Group.
3)Country Chart of Accounts :It is used to meet country specific requirement known as Legal
Requirement.
1) CREATION OF GL CHART OF ACCOUNTS:

PATH
AND DOUBLE CLICK ON
 GL ACCOUNTING
 GL ACCOUNTS
 MASTER RECORDS
 PREPARATIONS
 EDIT CHART OF ACCOUNTS LIST --TRNASACTION CODE- OB13

ENTER THE DATA:
COMPANY CODE : 4 DIGIT ALPHA/NUMERIC
DESCRIPTION : CHART OF ACCOUNTS FOR-------
MAINTAIN LANGUAGE : CHOSE BY SELECTION (ENGLISH)
LENGTH : 3 OR 6 SO ON UPTO 10 DIGITS ONLY
THE TOOL BAR
2)ASSIGN COMPANY CODE TO CHART OF ACCOUNTS: TRANSACTION CODE- OB62

Same Path as above
 ASSIGN COMPANY CODE TO CHART OF ACCOUNTS
SELECT POSITION BUTTON AND ENTER CHART OF ACCOUNTS OF YOUR COMPANY IN THE
DIALOG BOX AND PRESS 
THE CURSER WILL BE POSITIONED ON THE LINE ITEM OF YOUR COMPANY
CO COMPANY NAME CITY CHART OF CTY.CH/ACCT.

ACCOUNTS
DEFAULT DEFAULT DEFAULT CHOOSE BY -
SELECTION

THE TOOL BAR
3)DEFINE ACCOUNT GROUP: TRANSACTION CODE –OBD4
ACCOUNT GROUP IS ONE WHICH CATEGORISE THE ACCOUNT HEADS INTO LIABILITIES
ASSETS,INCOME,AND REVENUE IDENTIFIED BY A PARTICULAR NUMBER RANGE.
Same Path as above

 DEFINE ACCOUNT GROUP

CHART OF ACCTS. ACCT.GROUP NAME FROM ACCT. TO ACCT.
4 DIGIT ALPHA
YOUR CO.CHART LIAB LIABILITIES 100000 200000
-DO- ASSE ASSETS 200001 300000
-DO- INCO INCOMES 300001 400000
-DO- EXPE EXPENDITURE 400001 500000

THE TOOL BAR
4)DEFINE RETAINED EARNING GROUP: IT IS REQUIRED TO DEFINE FOR THE PUPOSE OF

AUTOMATIC TRANSFER OF AMOUNT LEFT OVER IN PROFIT & LOSS ACCOUNT TO BALANCE SHEET

 DEFINE RETAINED EARNING ACCOUNT -TRANSACTION CODE – OB53
ENTER CHART OF ACCOUNTS IN THE DIALOG BOX AND PRESS 
ENTER THE DATA IN TABLE

ACCOUNT ASSIGNMENT
P & L ACCOUNT ACCOUNT

X OR Y NO.BETWEEN 100000-200000, 200000-300000

THE TOOL BAR
5)DEFINE TOLERENCE LIMIT FOR GENERAL LEDGER:
PATH
SPRO IN THE LEFT HAND CORNER CHECK BOX AND PRESS  (ENTER MARK)
AND DOUBLE CLICK ON
 GL ACCOUNTING
 BUSINESS TRANSACTIONS
 OPEN ITEM CLEARING
 CLEARING DIFFERENCES
 DEFINE TOLERENCE LIMIT FOR GL ACCOUNTS - TRANSACTION CODE-OBA0

CO TOL.GROUP NAME OF DEBIT CREDIT PER D PER C VD
TOL.GROUP
YR.COMP - FOR YR CO - - - - -

THE TOOL BAR
6)DEFINE TOLERENCE LIMIT FOR EMPLOYEES: It specify the amount limit for an employee
to post a document in General Ledger which is to be set. We can can reset the limit depending on
need.
Same Path
 DEFINE TOLERENCE LIMIT FOR EMPLOYEES- TRANSACTION CODE-OBA4
ENTER THE DATA:

GROUP : LEAVE BLANK
COMPANY CODE : YOUR CO. CODE
UPPER LIMIT FOR POSTING PROCEDURE
AMOUNT PER DOCUMENT : XXXXXX.XX
AMOUNT PER OPEN ITEM ACCOUNT ITEM : XXXX.XX
NOTE: AMOUNT PER DOCUMENT SHALL ALWAYS BE HIGHER THAN AMOUNT PER OPEN
ITEM ACCOUNT.
THE TOOL BAR
6) POSTING KEYS: Users specify posting keys at the time of entering a document line item i.e
Debit/Credit.It controls the processing of document line item so entered, basing on field status
options i.e suppressed,required,optional.
PATH
AND DOUBLE CLICK ON
 GL ACCOUNTING
 G/L ACCOUNT POSTING
 CARRY OUT AND CHECK DOCUMENT SETTINGS
 DEFINE POSTING KEYS –TRNASACTION CODE-OB41-
SAP delivers predefined posting keys.

AR AP GL
TRANSACTION DR. CR DR. CR DR. CR
1) INVOICE / CREDIT MEMO 03 13

4) OTHER RECEIVABLES / PAYABLE 04 14 24 34
5) OUT GOING / INCOMING PAYMTS 05 15 25 35
6 ) PAYMENT DIFF. 01 11 21 31
2) REVESAL-INVOICE / CREDIT 02 12 22 32
3) BANK CHGS. / REVERSE 06 16 26 36
7) OTHER CLEARING 07 17 27 37
8) PAYMENT CLEARING 08 18 28 38
9) SPECIAL GL TRANSACTIONS 09 19 29 39
10) G L DEBIT 40 50
11) ASSET 70 75
12) INVENTORY TAKING 80 90
13) INVENTORY COST 81 91
14) INVENTORY DIFF 82 92
15) PRICE DIFF 83 93
16) CONSUMPTION 84 94
17) GR / IR 86 96
18) STOCK INWARD MOVEMENT 89 99
NOTE : JUST KNOW HOW THE POSTING KEYS ARE GIVEN BY SAP DEVELOPERS. DON’T
ATTEMPT TO DEFINE NEW KEYS.
1)CREATION GENERAL LEDGER MASTER RECORDS:
PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
 FIANNCIAL ACCOUNTING
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 MASTER RECORDS
CLICK EXECUTE ICON
 INDIVIDUAL PROCESSING
DOUBLE CLICK EXECUTE ICON
CENTRALLY TRANSACTION CODE-FS00
ENTER:
COMPANY CODE XXXX PRESS 

ACCOUNT NUMBER XXXXXX PRESS ANLEGEN ( CREATE) BUTTON IN RIGHT HAND DISPLAY
SELECT ACCOUNT GROUP LIAB
SELECT CHECK BUTTON 
P& L STATEMENT ACCT.
 BALANCE SHEET ACCT.
SHORT TEXT XXXXX

G/L LONG TEXT XXXXXXX
CLICK ON COTROL DATA IN SUB MENU BAR
ACCOUNT CURRENCY INR (CHOOSE BY SELECTION BUTTON)
CHECK
ONLY BALANCES IN LOCAL CRCY. 
LINE ITEM DISPLAY 
OPEN ITEM MANANGEMENT 
SORT KEY 001 (CHOOSE BY SELECTION BUTTON)
CLICK ON CREATE / BANK/ INTEREST SUB MENU BAR
FIELD STATUS GROUP G001(CHOOSE BY SELECTION BUTTON)
NOTE: CHECK OPEN ITEM MANAGEMENT ONLY FOR OPEN ITEM ACCOUNTS LIKE –ACCOUNTS PAYABLES,
AND ACCOUNT RECEIVABLES
THE TOOL BAR
Some examples of accounts are given hereunder:
YOU CAN ADOPT THE ABOVE PROCEDURE FOR CREATION OF FOLLOWING GL ACCOUNTS
DESCRIPTION BALANCE SHEET P & L ACCOUNT

LIABILITIES ASSETS INCOME EXP.
SHARE CAPITAL 100000

PROFIT & LOSS A/C 150000
SBI 202000
CASH 203000
SALES 300000
DIVIDEND RECD. 301000
INTEREST RECD. 302000
RENT RECD. 303000
RAWMATERIAL PURCHASE 400000

ELECTRICITY 401000
SALARIES 402000
BANK CHARGES 403000
RENT 404000
2)SAMPLE DOCUMENT: A SAMPLE DOCUMENT IS ONE WHICH HELPS TO KNOW HOW
THE STRUCTURE OF A DOCUMENT IN SAP. POSTING OF DOCUMENT IN NO WAY AFFECT
THE GL BALANCES. THIS CAN BE DELETED IF REQUIRED.
PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 DOCUMENT ENTRY
CLICK EXECUTE ICON
 REFERENCE DOCUMENT
SAMPLE DOCUMENT TRANSACTION CODE-F.01
HEADER DATA
1.DOCUMENT DATE XX.XX.XXXX
2.DOCUMENT TYPE SA
3.COMPANY CODE XXXX
4.POSTING DATE XX.XX.XXXX
5.POSTING PERIOD 1
6 CURRENCY INR
1ST LINE ITEM

1.POSTING KEY 40 DEBIT
2.G/L ACCOUNT NUMBER XXXXXX (CHOOSE BY SELECTION)
3.AMOUNT XXXXX.XX
4.TEXT BEING AMOUNT PAID FOR PURCHASE OF RM VIDE BILL NO./DATE
2ND LINE ITEM

1.POSTING KEY 50 CREDIT
2.G/L ACCOUNT NUMBER XXXXXX(CHOOSE BY SELECTION)
3.AMOUNT *
4.TEXT +
NOTE: FOR SECOND LINE ITEM SYSTEM ACCEPTS THE SYMBOL * IN AMOUNT FIELD,AND + IN
TEXT FIELD
GO TO MAIN MENU ITEM DOCUMENT IN TOOL BAR AND SELECT POST
A MESSAGE WILL APPEAR DOCUMENT IS STORED WITH NUMBER
NOTE: IF MESSAGE INDIACTING “COMPANY CODE OR COUNTRY CODE NOT ASSIGNED TO

CALCULATION PROCEDURE” IN THE SCREEN WITH  SYMBOL THEN DO THE
FOLLOWING STEP.
A)CHECK CALCULATION PROCEDURE :
PATH
AND DOUBLE CLICK ON
FINANCIAL ACCOUNTING
 TAX ON SALES / PURCHASE
 BASIC SETTINGS
 CHECK CALCULATION PROCEDURE.
SELECT AND DOUBLE CLICK ON DEFINE PROCEDURES IN THE COOSE ACTIVITY TABLE
PROCEDURE DECRIPTION
4 DIGIT COMPANY CODE TAX PROCEDURE FOR -----(YR.CO.)
CLICK ON SAVE BUTTON H ,( CNTRL+S ) AND GO BACK BY SELECTING  MARK IN THE TOOL
BAR
CLICK ON  (CANCEL ) MARK IN THE CHOOSE ACTIVITY TABLE TO BACK TO MENU
B) ASSIGN COUNTRY TO CALCULATION PROCEDURE:
SAME PATHH AS ABOVE
CLICK ON POSITION BUTTON IN THE SCREEN , AND

ENTER
COUNTRY IN IN THE DIALOG BOX AND PRESS CONTINUE MARK  IN THE DIALOG BOX
CURSER WILL BE POSITIONED ON LINE ITEM OF IN - INDIA
SELECT OR CHOOSE YR. COMPANY PROCEDURE AND
CLICK ON SAVE BUTTON H ,( CNTRL+S ) AND GO BACK BY SELECTING  MARK IN THE TOOL
BAR
NOW YOU CAN POST THE DOCUMENTS IN THE GL
- FOR CHANGING THE SAMPLE DOCUMENT -TRANSACTION CODE-FBM2

- FOR DISPLAY THE SAMPLE DOCUMENT - TRANSACTION CODE-FBM3
- FOR DELETING SAMPLE DOCUMENT - TRANSACTION CODE-F.57
ENTER –COMPANY CODE
DOCUMENT NUMBER
FISCAL YEAR
SELECT EXECUTE BUTTON  ON THE LEFT CORNER OF TOOL BAR
A MESSAGE WILL APPEAR DOCUMENT IS DELETED
3)POSTING A DOCUMENT: TRANSACTION CODE-F.02
PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 DOCUMENT ENTRY
GENERAL POSTING
HEADER DATA
2.DOCUMENT TYPE SA
3.COMPANY CODE XXXX
5.POSTING PERIOD 1
6 CURRENCY INR
1ST LINE ITEM

2.G/L ACCOUNT NUMBER XXXXXX (CHOOSE BY SELECTION)
3.AMOUNT XXXXX.XX
2ND LINE ITEM

2.G/L ACCOUNT NUMBER XXXXXX(CHOOSE BY SELECTION)
3.AMOUNT *
4.TEXT +
TEXT FIELD
GO TO MAIN MENU ITEM DOCUMENT IN TOOL BAR AND SELECT SIMULATE
A SCRREN WILL APPEAR WITH DETAILS OF TRANSACTION ENTERED, IF FOUND CORRECT, YOU
CAN CLICK ON SAVE BUTTON H ,( CNTRL+S )TO POST THE DOCUMENT,

A MESSAGE WILL APPEAR THAT DOCUMENT IS POSTED WITH NUMBER
AND GO BACK BY SELECTING  MARK IN THE TOOL BAR

4)VIEW A DOCUMENT TRANSACTION CODE-FB.03
Same Path as above
CLICK EXECUTE ICON
 DOCUMENT
DISPLAY
ENTER
COMPANY CODE
DOCUMENT NUMBER (NUMBER OF G/L DOC. POSTED)
FISCAL YEAR
SELECT EXECUTE BUTTON  ON THE LEFT CORNER OF TOOL BAR
5)TO CHANGE A DOCUMENT TRANSACTION CODE FB.02

6)TO CHANGE LINE ITEM IN A DOCUMENT TRANSACTION CODE FB.09
SAME PROCESS AS OF 11
7) PARKING A DOCUMENT: A DOCUMENT CAN BE PARKED IN CASE ANY FURTHER

INFORMATION IS BE FILLED IN THE VOUCHER ENTRY.
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 DOCUMENT ENTRY
EDIT OR PARK GL DOCUMENT TRANASCTION CODE-FV50
ENTER
DOCUMENT DATE
POSTING DATE
G/L ACCOUNT NO. DEBIT/CREDIT AMOUNT TEXT

RM A/C. NO. DEBIT 10000
BANK A/C NO. CREDIT *
CLICK ON SAVE AS COMPLETED BUTTON H IN THE SCREEN TOOL BAR

MESSAGE THAT DOCUMENT WAS PARKED WILL BE DISPLAYED AT THE BOTTOM
8) POST / DELETE (PARKED DOCUMENT)
SAP EASY ACCESS

CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 DOCUMENT
CLICK EXECUTE ICON
 PARKE DOCUMENT
POST / DELETE TRANASCTION CODE-FBV 0
ENTER
CO.CODE
DOC. NO.
FISCAL YEAR
CLICK ON  ENTER MARK IN THE TOP LEFT HAND CORNER
GO TO DOCUMENT IN THE MAIN MENU
SELECT POST (SHIFT+F11) IF YOU WANT TO POST THE DOCUMENT ONLY AFTER
FILLING INCOMPLETE DATA SUCH AS TEXT..

OR
SELECT DELETE PARKED DOCUMENT (CNTRL+SHIFT+F10) IF YOU WANT TO DELETE
9) INCOMING PAYMENTS: INCOMING PAYMENTS ARE ALL ACCOUNTS RECEIVABLES

OTHER THAN TRADE DEBTORS .
STEP-1: CREATE GENERAL LEGER ACCOUNTS FOR
REVENUE RECEIPTS OTHER THAN SALES ACCOUNT
A)RENT RECEIVED
B)DIVIDEND RECEIVED.
C)INTEREST RECEIVED ETC IN TRANSACTION CODE FS 00
ENTER:

SELECT ACCOUNT GROUP INCOME
 P& L STATEMENT ACCT.
BALANCE SHEET ACCT.
SHORT TEXT RENT RECED

G/L LONG TEXT RENT RECEIVED
CHECK
FIELD STATUS GROUP G001 (CHOOSE BY SELECTION BUTTON)

THE TOOL BAR
STEP-2 : CREATE G/L ACCOUNT FOR – ACCOUNTS RECEIVABLES
ENTER:

SELECT ACCOUNT GROUP ASSETS
SHORT TEXT ACCOUNTS RECEIVABLES

G/L LONG TEXT ACCOUNTS RECEIVABLES
CHECK
OPEN ITEM MANAGEMENT 

THE TOOL BAR
STEP-3 : POST DOCUMENT IN G/L FOR ACCRUALS

TRANSACTION CODE -F.02
HEADER DATA
2.DOCUMENT TYPE SA
3.COMPANY CODE XXXX
5.POSTING PERIOD 1
6 CURRENCY INR
1ST LINE ITEM
2.G/L ACCOUNT NUMBER ACCOUNT RECEIVABLES (CHOOSE BY SELECTION)
3.AMOUNT XXXXX.XX
4.TEXT RENT RECEIVED
2ND LINE ITEM
2.G/L ACCOUNT NUMBER RENT RECEIVED(CHOOSE BY SELECTION)
3.AMOUNT *
4.TEXT +
TEXT FIELD
A SCRREN WILL APPEAR WITH DETAILS OF TRANSACTION ENTERED, IF FOUND CORRECT,
YOU CAN CLICK ON SAVE BUTTON H ,( CNTRL+S )TO POST THE DOCUMENT,
STEP-4 : CHECK THE OPEN ITEM AMOUNT IN - FBL3N

ENTER
G / L ACCOUNT NUMBER XXXXXX (ACCOUNTS RECEIVABLES)
COMPANY CODE XXXX
SELECT  OPEN ITEM BUTTON
CLICK EXECUTE ICON  IN TOP LEFT HAND CORNER
ALL OPEN ITEMS WILL BE INDICATED BY RED SYMBOL

GO BACK BY SELECTING  MARK IN THE TOOL BAR
STEP –5 : SETTLEMENT OF ACCRUALS
INCOMING PAYMENTS: TRANSACTION CODE : F-06
ENTER DATA
DOCUMENT DATE XX XX XXXX
POSTING DATE XX XX XXXX
BANK ACCOUNT NUMBER XXXXXX (SBI)
AMOUNT XXXXX
TEXT FULL PMT. RECD.
OPEN ITEM ACCOUNT NUMBER ACCOUNT RECEIVABLES
CLICK ON PROCESS OPEN ITEMS IN THE TOOL BAR
A SETTLEMENT SCREEN DISPLAYS

AMOUNT ENTERED XXXXX
ASSIGNED XXXXX
NOT ASSIGNED 0
CLICK ON DOCUMENT IN THE MAIN MENU , SELECT SIMULATE , IF FOUND CORRECT

CLICK SAVE BUTTON H , OR CNTRL+S
STEP –6 : POSTING OF PARTIAL PAYMENT
ENTER DATA
AMOUNT XXXXX (PARTIAL AMOUNT)
TEXT PRTIAL AMT. RECD.

ASSIGNED XXXXX
NOT ASSIGNED XXXX
NOW CLICK ON ‘PARTIAL’ IN THE SCREEN MENU
DOUBLE CLICK ON ‘PAYMENT AMOUNT’ FIELD
THEN AMOUNT IN NOT ASSIGNED FIELD WILL BECOME ‘0’

STEP –7 : SETTLEMENT OF FINAL PAYMENT
ENTER DATA
AMOUNT XXXXX (FINAL AMOUNT)
TEXT FINAL AMT. RECD.

ASSIGNED XXXXX
NOT ASSIGNED 0

10) OUTGOING PAYMENTS: OUTGOING PAYMENTS ARE ALL ACCOUNTS PAYABLES
OTHER THAN TRADE CREDITORS
STEP-1: CREATE GENERAL LEGER ACCOUNTS FOR
EXPENDITURE
A)RENT PAID
B)DIVIDEND PAID.
C)INTEREST PAID ETC IN TRANSACTION CODE FS 00
ENTER:

SELECT ACCOUNT GROUP EXPENDITURE
 P& L STATEMENT ACCT.
BALANCE SHEET ACCT.
SHORT TEXT RENT PAID

G/L LONG TEXT RENT PAID
CHECK
FIELD STATUS GROUP G001 (CHOOSE BY SELECTION BUTTON)

THE TOOL BAR
STEP-2 : CREATE G/L ACCOUNT FOR – ACCOUNTS PAYABLES
ENTER:

SELECT ACCOUNT GROUP LIABILITIES
SHORT TEXT ACCOUNTS PAYABLES

G/L LONG TEXT ACCOUNTS PAYABLES
CHECK
OPEN ITEM MANAGEMENT 

THE TOOL BAR
STEP-3 : POST DOCUMENT IN G/L FOR ACCRUALS

TRANSACTION CODE -F.02
HEADER DATA
2.DOCUMENT TYPE SA
3.COMPANY CODE XXXX
5.POSTING PERIOD 1
6 CURRENCY INR
1ST LINE ITEM

2.G/L ACCOUNT NUMBER EXPENDITURE (CHOOSE BY SELECTION)
3.AMOUNT XXXXX.XX
4.TEXT RENT PAID
2ND LINE ITEM
2.G/L ACCOUNT NUMBER ACCOUNTS PAYABLES (CHOOSE BY SELECTION)
3.AMOUNT *
4.TEXT +
TEXT FIELD
A SCRREN WILL APPEAR WITH DETAILS OF TRANSACTION ENTERED, IF FOUND CORRECT,
YOU CAN CLICK ON SAVE BUTTON H ,( CNTRL+S )TO POST THE DOCUMENT,
STEP-4 : CHECK THE OPEN ITEM AMOUNT IN - FBL3N

ENTER
G / L ACCOUNT NUMBER XXXXXX (ACCOUNTS PAYABLES)
COMPANY CODE XXXX
SELECT  OPEN ITEM BUTTON
CLICK EXECUTE ICON  IN TOP LEFT HAND CORNER
ALL OPEN ITEMS WILL BE INDICATED BY RED SYMBOL

STEP –5 : SETTLEMENT OF ACCRUALS
OUTGOING PAYMENTS: TRANSACTION CODE : F-07
ENTER DATA
AMOUNT XXXXX
TEXT FULL PMT. MADE
OPEN ITEM ACCOUNT NUMBER ACCOUNT PAYABLES

ASSIGNED XXXXX
NOT ASSIGNED 0

STEP –6 : POSTING OF PARTIAL PAYMENT

ENTER DATA
AMOUNT XXXXX (PARTIAL AMOUNT)
TEXT PRTIAL AMT. PAID

ASSIGNED XXXXX
NOT ASSIGNED XXXX
NOW CLICK ON ‘PARTIAL’ IN THE SCREEN MENU
DOUBLE CLICK ON ‘PAYMENT AMOUNT’ FIELD
THEN AMOUNT IN NOT ASSIGNED FIELD WILL BECOME ‘0’

STEP –7 : SETTLEMENT OF FINAL PAYMENT

ENTER DATA
AMOUNT XXXXX (FINAL AMOUNT)
TEXT FINAL AMT. PAID

ASSIGNED XXXXX
NOT ASSIGNED 0

POST THE DOCUMENTS IN FOREIGN CURRENCY:

Exchange rates are relationship between two currencies, and are used to translate an
amount into another currency.For foreign currency valuation specify the exchange rate in
the local currency in the system .The exchange rates are normally specified as1:1,and
enter exchange rate for the average rates.When the Documents are posted in foreign
currency , the system will automatically calculate and convert into local currency. The
following Exchange Rate Type are available .
1.Buying rate-G Type, 2)Selling Rate –B type, 3) Average Rate Type- M Type
1) CHECK EXCHANGE RATE TYPES
PATH
TYPE
AND DOUBLE CLICK ON
CLICK ON EXECUTE ICON ( )
 GENERAL SETTINGS
 CURRENCIES
 CHECK EXCHANGE RATE TYPES -TRANSACTION CODE-OB07
EX.RATE SELLING INVOICE E FIXED
USAGE REF.CUR BUYING RT.AT
RT.AT
M STD.TR.AV.RATE - - - - - -

THE TOOL BAR
NOTE: THIS IS ONLY TO VIEW THE EXCHANGE RATE TYPES i.e. B , G , M
2 ) DEFINE TRANSLATION RATIO FOR CURRENCY TRANSLATION
Same Path as above
 DEFINE TRANSLATION RATIO FOR CURRENCY TRANSLATION –
CLICK ‘Y’ IN THE WARNING TABLE TRANSACTION CODE-OBBS

EX.RATE FROM TO VALID RATIO RATIO ALT.ERT
FROM FROM (TO)
M USD INR DATE 1 1 -

THE TOOL BAR
3) ENTER EXCHANGE RATE S-
Same Path as above
 ENTER EXCHANGE RATE S TRANSACTION CODE-OB08
EX.RATE VALID INDIRECT X RATIO FROM = DIR.QUOT. X RATIO TO
FROM QUOTATION FROM RS TO
M 01.04.2006 - - DEFAULT USD - 48 - DEFAULT INR

THE TOOL BAR
4)POST THE DOCUMENTS IN FOREIGN CURRENCY:.

NOW, WE CAN POST THE DOCUMENT IN FOREIGN CURRENCY. TRNSACTION CODE-F.02
HEADER DATA
2.DOCUMENT TYPE SA
3.COMPANY CODE XXXX
5.POSTING PERIOD 1
6 CURRENCY USD
1ST LINE ITEM

2.G/L ACCOUNT NUMBER RM PURCH. (CHOOSE BY SELECTION)
3.AMOUNT XXXXX.XX(FOREIGN CURRENCY)
2ND LINE ITEM

2.G/L ACCOUNT NUMBER BANK (CHOOSE BY SELECTION)
3.AMOUNT *
4.TEXT 4.TEXT +
TEXT FIELD
GO TO MAIN MENU SELECT DOCUMENT , AND SELECT SIMULATE
A SCRREN WILL APPEAR WITH DETAILS OF TRANSACTION POSTE D, IF FOUND CORRECT, YOU
CAN CLICK ON SAVE BUTTON H OR CNTRL+S TO POST THE DOCUMENT,
AND GOBACK BY SELECTING  MARK IN THE TOOL BAR
5) NOW YOU CAN CHECK THE CONCERNED GL ACCOUNT IN –FS10N SCREEN. THE SYSTEM
AUTOAMTICALLY CONVERT FOREIGN CURRENCY INTO INR.
FS10N SCREEN
ENTER –GENERAL LEDGER ACCOUNT
COMPANY CODE
FISCAL YEAR
SELECT EXECUTE BUTTON  ON THE RIGHT CORNER OF TOOL BAR
A LEDGER VIEW APPEARS WITH DEBIT, CREDIT,CUMULATIVE BALANCES. IF YOU WANT SEE THE
TRANSACTION IN DETAIL DOUBLE CLICK ON LINE ITEM.
RECURRING DOCUMENT:
Certain Expenditure like Rent Paid, Insurance etc. are repeated regularly. Entries made through
Recurring Document doesn’t affect the GL balances.The transaction can be regularized with
recurring entry program by using reference number of recurring document.
1)POSTING RECURRING DOCUMENT
PATH
PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 DOCUMENT ENTRY
CLICK EXECUTE ICON
 REFERENCE DOCUMENT
RECURRING DOCUMENT TRANSACTION CODE-FBD1
ENTER
FIRST RUN ON 01.04.2006
LAST RUN 31.03.2007
INERVALS IN MONTHS 1
ENTER RUN DAY 1
DOCUMENT TYPE SA
POSTING KEY 40 (DEBIT)
GL ACCOUNT XXXXXX (EXPENDITURE)
AMOUNT XXXX.XX
TEXT NARRATION OF EXPENDITURE
2ND LINE ITEM

POSTING KEY 50 (CREDIT)
GL ACCOUNT XXXXXX (CASH / BANK)
AMOUNT *
TEXT +
GO TO DOCUMENT IN MAIN MENU AND SELECT POST

A MESSAGE WILL APPEAR THAT DOCUMENT IS STORED WITH NUMBER. PLEASE NOTE
DOWN THE DOCUMENT NUMBER.
2)EXECUTION OF RECURRING DOCUMENT: TRANSACTION CODE-F.14
Same Path as above
CLICK EXECUTE ICON
 PERIODIC PROCESSING
CLICK EXECUTE ICON
 REFERENCE ENTRIES
EXECUTE
ENTER
COMPANY CODE XXXX
DOCUMENT NUMBER 1
FISCAL YEAR 2007
SETTLEMENT PERIOD 01.04.2007 TO 31.03.2008
A MESSAGE SESSION SAPF120 WAS CREATED
GO TO SYSTEM IN MAIN MENU SELECT , SERVICES-BATCH INPUT-SESSIONS AND SELECT THE
LINE ITEM OF SAPF120 AND CLICK ON PROCESS BUTTON  IN TOOL BAR, AND SELECT DISPLAY
ERRORS OPTION BUTTON  AND SELECT PROCESS BUTTON

A MESSAGE BOX WITH PROCESSING OF BATCH IN PUT SESSION WAS COMPLETED
CLICK ON EXIT BATCH IN PUT OPTION .
CHECK THE ENTRIES IN GL THROUGH FS10N
- FOR CHANGING THE RECURRING DOCUMENT -TRANSACTION CODE-FBD2

- FOR DISPLAY THE RECURRING DOCUMENT - TRANSACTION CODE-FBD3
- FOR DELETING RECURRING DOCUMENT - TRANSACTION CODE-F.56
ENTER –COMPANY CODE

DOCUMENT NUMBER
FISCAL YEAR
GENERAL LEDGER ACCOUTN BALANCE INTEREST CALCULATION:

SAP PROVIDES US FACILITY TO CALCULATE INTEREST ON GENERAL LEDGER ACCOUNT
BALANCES, CUSTOMERS, AND VENDORS.
1.ACCOUNT BALANCE INTEREST CALCULATION- INDICATED BY TYPE ‘S’
2.CALCULATION OF INTEREST ON ARREARS - INDICATED BY TYPE ‘P’
CALCULATION OF INTEREST IS CONTROLLED BY SETTINGS MADE IN THE INTEREST

INDICATORS.ONE CAN CALCULATE INTEREST AFTER ASSIGNING INTEREST INDICATOR TO GL
ACCOUNT MASTER RECORD FOR WHICH INTEREST IS TO BE CALCULATED , AND TO CUSTOMER ,
AND VENDOR ACCOUNT MASTER RECORDS FOR WHOM WE WOULD LIKE TO CALCULATE THE
INTEREST. USUALLY ACCOUNT BALANCE INTEREST CALCULATION IS APPLIED FOR GL ACCOUNTS,
AND CALCULATION OF INTEREST ON ARRERS WILL BE APPLIED TO CUSTOMERS,AS WELL VENDORS.
HERE WE WILL DEAL WITH CALCULATION OF INTEREST ON GL ACCOUNT BALANCES.CALCULATION
OF INTEREST ON ARREARS WILL BE DELAT WITH IN CUTOMERS ACCOUNTS LATER .
STEPS FOR CONFIGURATION SETTINGS FOR INTEREST CALCULATION :
1)CREATE GENERAL LEDGER ACCOUNT FOR INTEREST PAID AND INTEREST RECEIVED
-TRANSACTION CODE –FS00
PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 MASTER RECORDS
CLICK EXECUTE ICON
 INDIVIDUAL PROCESSING
CENTRALLY TRANSACTION CODE-FS00
ENTER:
ACCOUNT NUMBER XXXXXX PRESS ANLEGEN  ( CREATE) BUTTON IN RIGHT HAND

DISPLAY
SELECT ACCOUNT GROUP EXPE /INCO
SELECT CHECK BUTTON 

 P& L STATEMENT ACCT.
BALANCE SHEET ACCT.
SHORT TEXT INT.PAID / INT.RECD

G/L LONG TEXT INTEREST PAID / INTEREST RECEIVED

CHECK
ONLY BALANCES IN LOCAL CRCY 
SORT KEY 001 CHOOSE BY SELECTION BUTTON)

THE TOOL BAR
NOTE: PLEASE NOTE DOWN THE G / L ACCOUNT NUMERS , SINCE THESE ARE TO BE ENTERED IN
STEP-7
2) DEFINE INTEREST CALCULATION TYPES

PATH
AND DOUBLE CLICK ON
 GL ACCOUNTING
 BUSINES TRANSACTIONS
 BANK INTEREST CALCULATION
 INTEREST CALCULATION GLOBAL SETTINGS
 DEFINE INTEREST CALCULATION TYPES - TRANSACTION CODE – OB46
CLICK ON NEW ENTRIES IN TOOL BAR
INT.ID –2 DIGIT NAME ACCT.NO.AS INT. INT.CAL.TYPE NAME

ALPHA/NUMERIC CLC.IND.
XX BAL. INT. CAL. DEFAULT S DEFAULT

THE TOOL BAR
3) PREPARE ACCOUNT BALNCE INTEREST CALCULATION:
Same Path as above
 PREPARE ACCOUNT BALNCE INTEREST CALCULATION- TRANSACTION CODE – OBAA

ENTER
INT.CALC. INDICATOR XX
INTEREST CALC. FREQUENCY 1
SETTLEMENT DAY 1
CALENDER TYPE G
OUTPUT CONTROL
BALANCE PLUS INTEREST 
THE TOOL BAR
4)INTERSET CALCULATION:
Same Path as above
 INTEREST CALCULATION
 DEFINE REFERENCE INTEREST RATES - TRANSACTION CODE – OBAC
ENTER:
REF,INT.RATE XX
LONG TEXT 12% REF. INTEREST
SHORT TEXT 12% REF. INTEREST
DATE FROM 01.04.2006
CURRENCY INR

THE TOOL BAR
5)DEFINE TIME DEPENDENT TERM:

Same Path as above
 DEFINE TIME DEPENDENT TERM - TRANSACTION CODE – OB81

ENTER:
INT.CALC.INDICATOR XX
CURRENCY INR
EFF. FROM 01.04.2006
SEQ.NO. 1
TERM DEBIT INTEREST BALANCE INTERSE (CHOOSE BY SELECTION)
REFRENCE INT. RATE XX
THE TOOL BAR
NOTE:1) CREATE NEXT ENTRY WITH SAME DATA FOR SEQUENSTIAL NO. 2(CREDIT)
2) CREDIT INTEREST BALANCE INTERSE(CHOOSE BY SELECTION)
6)ENTER INTEREST VALUES:
Same Path as above
 ENTER INTERST VALUES - TRANSACTION CODE – OB83
REFERENCE SHORT TEXT EFF.FROM INT.RATE

XX BAL.INT.CAL. 01.04.2006 12% REF. INT

THE TOOL BAR
7) INTEREST POSTING:
Same Path as above
 PREPARE GL ACCOUNT BALANCE INTEREST CALCULATION- TRANSACTION CODE – OBV 2
CLICK ON CREATE  ICON IN THE TOOL BAR
ENTER THE DETAILS: STEP-1 2

BUSINESS TRANASACTION 1000 / 2000
COMPANY CODE + +
INT.INDICATOR XX XX
BUSINESS AREA + +
CLICK  MARK SYMBOL (CONTINUE) IN THE BOTTOM OF TABLE
ENTER THE DETAILS:

BUSINES TRANSACTION 1000 2000
DEBIT –POSTING KEY 40 40
ACCOUNT SYMBOL 1000 0002
CREDIT-POSTING KEY 50 50
ACCOUNT SYMBOL 0001 2000
SAVE THE DATA CLICK ( CNTRL+S ) , SAVE BUTTON H IN THE TOOL BAR
NOTE: FIRST COMPLE THE BUSINESS TRANSACTION 1000 , SAVE THE DATA , AND THEN REPEAT
THE PROCESS FOR BUSINESS TRANSACTION 2000 .
CLICK ON ACCOUNTS IN THE TOOL BAR
ENTER CHART OF ACCOUNTS (YOUR COMPANY) XXXX IN THE DIALOG BOX  AND CLICK
ON  MARK IN THE TABLE
ENTER DATA
ACCOUNT SYMBOL CURRENCY G/L ACCOUNT
0001 + XXXXXX (INTEREST RECEIVED)
1000 + ++++++
0002 + XXXXXX (INTEREST PAID)
2000 + ++++++

THE TOOL BAR
8) ASSIGN INTEREST INDICATORS TO THE G / L ACCOUNTS TO WHICH INTEREST IS TO
CALCULATED
GO TO SCREEN -FS00
A) e.g. CAPITAL ACCOUNT
B) INTEREST PAID AND INTEREST RECEIVED ACCOUNTS
CLICK ON CREATE / BANK / INTEREST IN THE SCREEN TOOL BAR
GO TO INTEREST INDICATOR FIELD XX (CHOOSE)
AND SAVE THE DATA , AND GO BACK
9) CHECK THE BALANCES IN G / L FOR THE ACCOUNTS TO WHICH INTEREST IS TO BE

CALCULATED -TRANSACTION CODE FS10N
10) INTEREST RUN:

PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 PERIODIC PROCESSING
CLICK EXECUTE ICON
 INTEREST CALCULATION
BALANCES TRANSACTION CODE-F.52
ENTER DETAILS:
CHART OF ACCOUNT XXXX
GENERAL LEDGER ACCOUNT CAPITAL ACCOUNT NUMBER
COMPANY CODE XXXX
CALCULATION PERIOD 01.04.2007 TO 31.03.2008
CHECK
STANDARD INTEREST CALCULATION 
ADDITIONAL BALANCE LINE 
INTEREST SPLITTING 
INTEREST RATE OVER VIEW 
POST INTEREST SETTLEMENTS 
UP DATE MASTER RECORDS 
CLICK ON EXECUTE BUTTON  IN THE LEFT HAND CORNER OF TOOL BAR

CHART SHOWING DETAILS OF INTEREST CALCULATED WILL APPEAR , GO TO SYSTEM IN THE
MAIN MENU SELECT SERVICES,SELECT BATCH INPUT, SELECT SESSION , SELECT LINE ITEM
OF RFSZIS00
CLICK ON PROCESS BUTTON  IN THE TOOL BAR AND SELECT  DISPLAY ERRORS ONLY
IN THE TABLE
MESSAGE TABLE DISPLAYS PROCESSING OF BATCH INPUT COMPLETED , SELECT EXIT BATCH INPUT
OPTION AND PRESS ENTER YOU WILL RETURN BACK TO EASY ACCESS MENU.
11) SEE THE INTEREST POSTINGS IN THE SCREEN-FS10N FOR GL ACCOUNT CAPITAL, AND INTEREST PAID
ACCOUNTS .
MISCELLANEOUS
1)DISPLAY BALANCES: TRANSACTIONC ODE –FS10N

WE CAN SEE THE GL ACCOUNT BALANCES IN THIS SCREEN
PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 ACCOUNT
DISPLAY BALANCES
ENTER –GENERAL LEDGER ACCOUNT

COMPANY CODE
FISCAL YEAR
A LEDGER VIEW APPEARS WITH DEBIT, CREDIT,CUMULATIVE BALANCES. IF YOU WANT SEE THE
TRANSACTION IN DETAIL DOUBLE CLICK ON LINE ITEM.
2)CHART OF ACCOUNTS LIST: TRANSACTION CODE-S_ALR_87012326
PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 INFORMATION SYSTEMS
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 MASTER DATA
DOUBLECLICK EXECUTE ICON
CHART OF ACCOUNTS
ENTER –CHART OF ACCOUNTS

SELECT EXECUTE BUTTON  IN RIGHT CORNER OF TOOL BAR
A LIST APPEARS WITH DETAILS OF ACCOUNTS CREATED
3)REVERSAL OF A DOCUMENT: A DOCUMENT ENTERED CAN BE REVERSED IF FOUND ICORRECT
ON A PARTICULAR REASON EITHER IN THE SAME POSTING PERIOD OR NXET. FOR THIS ONE NEED
TO MAKE COFIGURATION SETTINGS IN THE BACK END.
A) PERMIT NEGATIVE POSTING
PATH
SPRO IN THE LEFT HAND CORNER CHECK BOX AND PRESS  (ENTER
MARK)
AND DOUBLE CLICK ON
 GL ACCOUNTING
 ADJUSTMENT POSTING / REVERSAL
 PERMIT NEGATIVE POSTING
CLICK ON POSITION BUTTON ENTER YOUR COMPANY CODE IN THE DIALOG BOX
AND CLICK CONTINUE / ENTER  MARK
THE CURSER WILL BE POSITIONED ON THE LINE ITEM OF YOUR COMPANY AND CHECK
 NEGATIVE POSTING ALLOWED COLUMN.
THE TOOL BAR
B) DEFINE REASON CODE: WHEN A DOCUMENT IS REVERSED , WE SHALL HAVE TO GIVE REASON
CODE.
Same Path as above
 DEFINE REASON CODE

REASON TEXT NEGATIVE POSTING ALT.POS.DT.
1 INCORRECT  -
DOCUMENT
NOTE:YOU MAY GIVE TEXT AS REQUIRED, CHECK  NEGATIVE POSTING FIELD. THIS WILL NULLIFY
THE TRANSACTION IN THE SAME POSTING PERIOD (MONTH) .ON THE OTHER HAND IF YOU REVERSE
THE DOCUMENT AT A LATER DATE , i.e IN THE FOLLOWING MONTH , CHECK  THE ALT. PO. DT.
COLUMN ALSO.

THE TOOL BAR
C) INDIVIDUAL REVERSAL: TRANSACTION CODE-FB.08
PATH
SAP EASY ACCESS
CLICK EXECUTE ICON
 ACCOUNTING
CLICK EXECUTE ICON
CLICK EXECUTE ICON
 GENERAL LEDGER
CLICK EXECUTE ICON
 REVERSE
INDIVIDUAL
ENTER
DOCUMENT NUMBER
COMPANY CODE
FISCAL YEAR
REASON CODE
SELECT DOCUMENT IN THE TOOL BAR AND SELECT POST. PRESS DOCUMENT LIST BUTTON TO
SEE THE DOCUMENT SO REVERSED.
4)DELETION OF G / L MASTER DATA :

A G / L MASTER RECORD CAN BE DELETED IN THE FOLLOWING CASES :
A) WRONGLY CREATED –ASSETS SIDE INSTEAD OF LIABLITIES SIDE AND VICE VERSA
B) WRONGLY CREATED –INCOME SIDE INSTEAD OF EXPENDITURE SIDE AND VICE VERSA
AND NO DOCUMENTS ARE POSTED IN THESE ACCOUNTS
PATH
AND DOUBLE CLICK ON
 GL ACCOUNTING
 GL ACCOUNTS
 MASTER RECORDS
 DELETION --TRNASACTION CODE- OBR2
ENTER
 DELETE G / L ACCOUNTS
G / L ACCOUNTS NUMBER TO BE DELETED
 WITH G / L AMSTER DATA
IN COMPANY CODE SRMT
 UNCHECK TEST RUN
 G / L ACCOUNT DETAIL LOG
CLICK ON EXECUTE BUTTON  IN TOP LEFT HAND TOOL BAR
DELETION MASTER DATA SCREEN DISPLAYS

GO BACK

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BRIEF HISTORY OF S A P:

BEFORE GOING TO S A P , WE WILL LEARN ABOUT WHAT IS E R P.

1) ENTERPRISE: EVERY ENTERPRENURER WILL HAVE AN IDEA ABOUT WHAT TYPE OF

2)RESOURCES: IN ORDER TO COMMENCE HIS BUSINESS / INDUSTRY , HE REQUIRES

3) PLANNING: SO AS TO MAKE OPTIMUM UTILISATION OF THE ABOVE RESOURCES ,

UNTILL THE TIME OF ADVENT OF SAP , BUSINESS / INDUSTRY HAS TO DEPEND ON

- THIS CONCEPT WAS DEVELOPED IN SMALL TOWN “ WOLLDORF ” IN GERMANY BY 4

- FINALLY IN THE YEAR 1982 OR SO THE AUTHORS FURTHER MODIFIED THE

1) IT RUNS ON 4TH GENERATION LANGUAGE KNOWN AS A B A P (ADVANCED BUSINESS

2) IT IS AN INDEPENDENT SOFT WARE .

4) IT IS AVAIALABLE IN MULTI LANGUAGES (APRX.46) .

5) IT HAS GREATER CAPCITY OF INTEGRATING VARIOUS BUSINESS APPLICATIONS ,

6) IT ALLOWS THOUSANDS OF CLIENTS TO ACCESS WITH THE OPERATION OF THIS

-SAP R 3 MANAGEMENT CONSOLE ICON ON DESK TOP WHICH IS KNOWN AS SERVER .

YOU WILL FIND SCREEN TO ENTER IN TO SAP MENU

YOU WILL ENTER INTO EASY ACCESS MENU.

 BACK (F3) USE TO COME BACK TO MENU AFTER COMPLETION

STEPS TO LOG OFF SAP SERVER

YOU WILL COME BACK TO DESK TOP

CLICK ON NEW ENTRIES IN THE TOOL BAR

COMPANY NAME : XXXXXXX

CLICK (CNTRL+S) , OR SAVE BUTTON H MARK , AND GO BACK BY SELECTING  MARK IN

CLICK ON NEW ENTRIES IN THE TOOL BAR

CHOOSE ACTIVITY TABLE APPEARS

CLICK ON NEW ENTRIES IN THE TOOL BAR

COMPANY NAME : XXXXXX

AFTER COMPLETION OF THE PROCESS , CLICK ON  CANCEL MARK IN THE

CLICK ON NEW ENTRIES IN THE TOOL BAR

CLICK ON NEW ENTRIES IN THE TOOL BAR

6)DEFINE CONSOLIDATION BUSINESS AREA-It represents central business segment in the

CLICK ON NEW ENTRIES IN THE TOOL BAR

CLICK ON NEW ENTRIES IN THE TOOL BAR

CLICK (CNTRL+S) , OR SAVE BUTTON H MARK , AND GO BACK BY SELECTING  MARK IN

DEFAULT DEFAULT DEFAULT CHOOSE BY

2) ASSIGN CREDIT CONTROL AREA TO COMPANY

CURSER WILL BE POSITIONED ON YOUR COMPANY LINE IN THE TABLE

DEFAULT DEFAULT CHOOSE BY DEFAULT

4) ASSIGN FINANCIAL MANAGEMENT AREA TO COMPANY

CURSER WILL BE POSITIONED ON YOUR COMPANY LINE IN THE TABLE

CO NAME F M .AREA FM TEXT

DEFAULT DEFAULT CHOOSE BY DEFAULT

CLICK (CNTRL+S) , OR SAVE BUTTON H MARK , AND GO BACK BY SELECTING  MARK IN

CLICK ON NEW ENTRIES IN THE TOOL BAR

FV- DESCRIPTION YEAR DEPEN. CALENDER NO.OF NO.OF

AND SELECT THE ABOVE LINE ITEM

DOUBLE CLICK ON ‘PERIODS’ IN THE LEFT PANEL

CLICK ON NEW ENTRIES

2) ASSIGN FISCAL YEAR VARIANT TO COMPANY CODE: TRANSACTION CODE-OB37

CO COMPANY NAME FISCAL YEAR VARIANT DESCRIPTION

3)DEFINE VARIANTS FOR OPEN POSTING PERIODS:

CLICK ON NEW ENTRIES IN THE TOOL BAR

CLICK (CNTRL+S) , OR SAVE BUTTON H MARK , AND GO BACK BY SELECTING  MARK IN

4)OPEN AND CLOSE POSTING PERIODS

CLICK ON NEW ENTRIES IN THE TOOL BAR

CLICK (CNTRL+S) , OR SAVE BUTTON H MARK , AND GO BACK BY SELECTING  MARK IN

5)ASSIGN POSTING PERIOD VARIANT TO COMPANY CODE:

CURSER WILL BE POSITIONED ON YOUR COMPANY LINE IN THE TABLE

CO. COMPANY NAME CITY VARIANT

TABLE DISPLAYS ALL THE EXISTING STANDARD TYPES AND NUMBERS

DOUBLE CLICK ON LINE ITEM OF DOCUMENT TYPE

TO CREATE DOCUMENT NUMBER RANGES

NOTE: DON’T CREATE ANY NEW DOCUMENT TYPES AT PRESENT NOS.

SA General Ledger (SAMPLE DOCUMENT) X2