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SAP FI 4.

6 Exercises
Financial Accounting - Chapter 12 Reference Documents
OBJECTIVE: To learn how to create reference documents and understand their usefulness.

Exercise 1. Create a Screen Variant for Account Assignment Model

Every month, the electricity bill of Boots-R-Us Philadelphia needs to be divided into two
amounts according to the places where the electricity is used, the administrative part of the
building and the factory. The agreement for this year assigns 20% of costs to Admin and
80% to the Factory. Currently, they keep separate G/L accounts for this purpose.

Create an account assignment model to simplify repetitive electricity expense postings.


Before you can define it, you must create a Screen Variant to determine what fields will be
available for data entry.

A. Create a Screen Variant for utilities allocations. Name your Variant XXELE.

Menu Path:
➢ IMG
➢ Financial Accounting
➢ Financial Accounting Global Settings
➢ Document
➢ Recurring Entries
➢ Account Assignment Models: Define Entry Screen Templates

Screen Name: Maintain Screen Variant: List

From the possible entries, select the fields that should be available for your Account
Assignment Model. You need to choose the fields in the order that they will appear on
the Account Assignment Model. Choose the following fields by double-clicking on
them:

Field # Field Name*


1 Posting Key
2 Company Code
3 G/L Account
4 Amount
5 Equivalence Number
6 Business Area
(* See Note on following page)

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SAP FI 4.6 Exercises
Financial Accounting - Chapter 12 Reference Documents
Note: You will need to page down to find some of the fields. If the “Page Up” and “Page
Down” keys do not work use the Shift F11 to page down or Shift +Ctrl+0 (on the
main keybord) to page up.

Notice how the fields that you have chosen from the “possible” fields column now
appear in the “current” fields column.

B. When you save your entries, a Query for Change Request dialog box may appear.
Either select <Own Requests> or the <Create Request> option. If you choose the
latter, enter a short description of your screen template request and <Save> this request.

C. You should now see a message that informs you that the Screen Variant was created
successfully. However, you still need to Activate your new Screen Variant.

Hint: You will need to activate XXELE, which is now an existing variant, using the icon

-OR-

Menu Path:
➢ Variant
➢ Existing Variant
➢ Activate

Exercise 2. Create an Account Assignment Model

You can now create an Account Assignment Model for electricity expense allocations by
pre-assigning values to the fields that you defined in the XXELE Screen Variant.

In the General Ledger application menu, you will be creating an Account Assignment
Model, which is a type of reference document.

Menu Path:
➢ Accounting
➢ Financial Accounting

Continued on next page…


➢ General Ledger
➢ Document Entry
➢ Reference Documents
➢ Account Assignment Model

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Page 2 March 15, 2000


SAP FI 4.6 Exercises
Financial Accounting - Chapter 12 Reference Documents
Screen Name: Account Assignment Model: Initial Screen

A. Enter the name for the new Account Assignment Model XXELECTRIC and select
<Create >. The system will make the fields below ready for entry. Maintain the
attributes of the Account Assignment Model:

• Currency: To enter amounts in the Account Assignment Model, you must also
enter a Currency Key. The model can then only be used for postings in the specified
currency. If you do not want to specify amounts, leave the Currency Key field blank.
The Account Assignment Model can then be used for any currency.
• Chart of Accounts: If you do not want to specify a Company Code in the line
items of the Account Assignment Model, but want the system to check that the
specified accounts exist, you can enter a Chart of Accounts.
• Sample Text: If you want to provide an explanatory text for the Account
Assignment Model, you can enter a Sample Text. Note that the text, like the
Document Header Text, is not language-dependent.
• Authorization: You can limit authorization for an Account Assignment Model
to certain users by specifying an Authorization Group.
• Equivalence to: Select this field if you want to distribute a total amount to
several items via Equivalence Numbers. When you use this Account Assignment
Model, you enter a total amount, which is then distributed to the items according to
the Equivalence Numbers specified. Check this indicator since the electricity expense
will be allocated to different departments according to ratios.

B. Go to Line Items function through the menu to access the screen for entering the line
items in the Account Assignment Model. Before entering the line items, you will want to
change the Settings and select your XXELE Screen Template through the menu.

C. Enter the line items by assigning values to the fields. This is the posting data that the
system will propose any time the Account Assignment Model is called up. Remember
that during actual document entry, the values in the Account Assignment Model are
modifiable.

Posting Company Account Equivalence Business


Key Code Number Area
40 XXPH 630012 (Electricity - admin) 20 --
40 XXPH 630011 (Electricity - factory) 80 --
50 XXPH XX1131 (Cash - Checks Payable) 100 --

<Save> your XXELECTRIC Account Assignment Model.

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SAP FI 4.6 Exercises
Financial Accounting - Chapter 12 Reference Documents
Exercise 3. Enter a General Ledger Posting Using the XXELECTRIC Account Assignment
Model

A. It is finally time to record Boots-R-Us’ monthly electricity expense in the general ledger.
Enter the document header information the same way as a standard document entry.
(Remember that the document header currency must be the same as the Account
Assignment Model currency in order to utilize the Account Assignment Model in this
document.)

Menu Path:
➢ Accounting
➢ Financial Accounting
➢ General Ledger
➢ Document Entry
➢ Others
➢ General posting

Screen Name: Enter G/L Account Posting: Header Data

To enter the line items using the Account Assignment Model, call up the model one of
the following ways:

1) Click on the Account Assignment Model push-button OR


2) Access the model through GoTo/Account Assignment model OR
3) Enter “00" as the Posting Key and “XXELECTRIC” in the Account field
B. Verify line items for the correct Accounts and Equivalence Numbers. Remember that
you can change any of the preassigned field values.

Continued on next page


Enter the electricity expense in the amount of $20,000 for this month. Since the system
will be distributing the total amounts based upon the Equivalence Numbers that you
assigned, you will be specifying amounts in the Debit and Credit Distribution fields.

Note: If you get an error message requiring a Tax Code, change the G/L Account master
record of the expense account to allow for posting without tax.

C. Simulate the document,

Note: The G/L account, XX1131, may require additional information before you can
post. Double-click the line item and enter the requested information.

D. <Save> and record the Document Number: ________________


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SAP FI 4.6 Exercises
Financial Accounting - Chapter 12 Reference Documents

Exercise 4. Create an Account Assignment Model Without Equivalence Numbers

To simplify data entry of the monthly phone expense, Company Code XXPH would like an
Account Assignment Model. Since the phone bill varies from month to month, the Account
Assignment Model would need a freely definable Amount field.

A. Create an Account Assignment Model for XXPHONE using any screen variant that
allows you to enter a freely definable Amount (not the Equivalence Number!)

Posting Key Comp. Code Account Amount


40 XXPH XX4200 (Telephone ) --
50 XXPH XX1131 (Cash- Checks Payable) --

Menu Path:
➢ Accounting
➢ Financial Accounting
➢ General Ledger
➢ Document Entry
➢ Reference Documents
➢ Account Assignment Model

Screen Name: Account Assignment Model: Initial Screen

Continued on next page


B. Record a journal entry for this month’s telephone bill $8,200 using the XXPHONE
Account Assignment Model. Notice that you can enter in the amount of the phone
expense as part of the line item.

Menu Path: ______________________________________________________________


______________________________________________________________
______________________________________________________________

Exercise 5. Multiple Account Assignment Models Within One Document

You suddenly realize that last month’s expenses were not recorded in the general journal.
Not only are you forgetful, you are a little lazy as well and decide to record all of last
month’s expenses in one document. Using both the Account Assignment Models you

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SAP FI 4.6 Exercises
Financial Accounting - Chapter 12 Reference Documents
created, record last month $5,000 phone bill and $14,000 electricity expense. In addition,
you will need to manually enter the $3,000 water expense (630020) as another line item.

Note: To preserve information, simulate the document before selecting another Account
Assignment Model.

Menu Path: _________________________________________________________________


_________________________________________________________________
_________________________________________________________________

Exercise 6. Create Recurring Entry

A. Create a Recurring Entry Reference Document

Boots-R-Us rents some of their office space for $10,000 per month. Since the monthly
rental expense is the same amount every month, Company Code XXPH wants to
automate the journalizing of this expense. Therefore, you need to create a Recurring
Entry for a General Accounting Document (Document Type SA) that will reference the
Rent Expense Account, 630050, and the Checks Payable Cash Account, XX1131.
Ensure the expense account is set up to receive postings without tax.

Continued on next page

Menu Path:
➢ Accounting
➢ Financial Accounting
➢ General Ledger
➢ Document Entry
➢ Reference Documents
➢ Recurring Document

Screen Name: Enter Recurring Entry: Header Data

• Enter the validity period of your recurring document starting today and ending in
December.
• Specify the frequency of the recurring entry postings – once a month.
• Enter in the remaining fields of the document the way you enter a regular
document.
• <Save > your work.

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SAP FI 4.6 Exercises
Financial Accounting - Chapter 12 Reference Documents
B. Create a Recurring Entry Batch Input Session

Groups of recurring entries can be processed periodically through a batch input session.
The Boots-R-Us accounting manager has requested that a program creating the batch
input session that will include the Recurring Entry defined in Part A should be run today.

(Hint: Executing a batch input session is a Periodic Process. Enter in a unique Batch
Input Session Name so that you can easily identify your batch input session in the
following exercise.)

Menu Path:
➢ Accounting
➢ Financial Accounting
➢ General Ledger
➢ Periodic Processing
➢ Recurring Entries
➢ Execute

Screen Name: Create Posting Documents from Recurring Documents

Continued on next page

Enter the following information:


• Company code: XXPH
• Fiscal year: 2000
• Document type: SA
• Settlement period: First and last days of the current month
• Batch input session: Your user ID

<Save> the variant and give it a name and description so that you can reuse the
information that you entered above the next time you run the program.

Press <Execute> The message “Session XXXXXXX was created” means your session
was created correctly.

C. Process the Recurring Entry Batch Input Session

The recurring entries are posted in the system when the corresponding batch input
session has been processed. All batch-input sessions are processed through the menu path

Menu Path:
➢ System
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SAP FI 4.6 Exercises
Financial Accounting - Chapter 12 Reference Documents
➢ Services
➢ Batch Input
➢ Sessions

Screen Name: Batch Input: Session Overview

Be sure to process it with Display errors only selected and Dynpro Standard Size
deselected.

D. Check the status of your Recurring Entry

Menu Path:
➢ Accounting
➢ Financial Accounting
➢ General Ledger
➢ Periodic Processing
➢ Recurring Entries

Continued on next screen


➢ Lists

Screen Name: Recurring Entry Documents

Enter the necessary criteria (identifying your company code should be sufficient) for
your recurring entry display and select <Execute>. Remember that you are looking at the
reference document, its scheduling and history, not the actual accounting document.

When will the recurring entry be posted next time?

How many times has the recurring entry been carried out?

Exercise 7. Create Account Assignment Template for Enjoy Postings

The Boots-R-Us clerks like the simple Enjoy posting and they intend to use it frequently. If
they do not post the phone expenses together with electricity expenses, where they would
prefer to use the Complex (General) posting, they would like to utilize an account
assignment template in the Enjoy transaction.

A. Create one for this purpose.

Menu Path:

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SAP FI 4.6 Exercises
Financial Accounting - Chapter 12 Reference Documents
➢ Accounting
➢ Financial Accounting
➢ General Ledger
➢ Document Entry
➢ G/L Account Postings

Screen Name: G/L Account Posting

• Enter today’s date (the date when the template is created) and the line items
without amounts debit XX4200 and credit XX1131. Enter a text in the “Text” field.
• Follow the menu path:

➢ Edit
➢ Create account assignment template

Enter the name of the template XXEPHONE (“enjoy” posting template) and select
the button “Continue”. Enter through any possible warnings. The template is saved.

B. Use the account assignment template for the actual phone expense posting. In
addition to the bill posted in Exercise 5, there is another one for $1,100 for conference
calls made by Boots-R-Us. To record this expense, you will be making a G/L Posting

After accessing the appropriate screen, enter today’s date and follow the menu path:

➢ Edit
➢ Select account assignment template

In the pop-up screen, type the name of your template XXEPHONE and select the button
“Continue”. The values you defined in the template should be defaulted in the actual
document.

Note: You may also press <Tree on> and select the Account Assignment Template by
double-clicking on it.

Finish the document entry, Simulate and <Save>.

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Page 9 March 15, 2000