SAP FI Notes Manohar (Manu's)

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GENERAL LEDGER
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COMPANY
 This is used for the consolidation purposes in SAP

 Creation of a company is optional in SAP and is mandatory if ECCS is used
 Company is used in ECCS( Enterprise Controlling Consolidation System) Module of SAP
for consolidation purposes
 Company can be assigned to one or more company codes
Creation of Company
SPRO > Enterprise Structure > Definition > Financial Accounting > Maintain
Company
OX15
Company: Smallest organizational unit for which

individual financial statements can be drawn up
according to the relevant commercial law. A
company can consist of one or more company
codes.
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Company Code
 COMPANY CODE IS THE CENTRAL ORGANIZATIONAL UNIT USED FOR FINANCIAL

ACCOUNTING PURPOSES
 THIS IS THE MOST IMPORTANT ORG. UNIT IN SAP WITHOUT WHICH FI CANNOT
BE IMPLEMENTED
 EVERY LEGAL ENTITY IS CREATED AS A COMPANY CODE IN SAP
 THIS IS THE CENTRAL ORG. UNIT TO WHICH ALL THE OTHER ORGANIZATIONAL
UNITS OF OTHER MODULES WILL BE ASSIGNED.
EXAMPLES:
 PLANT OF MM MODULE IS ASSIGNED TO COMPANY CODE

 SALES ORGANIZATION OF SD IS ASSIGNED TO COMPANY CODE
 PERSONNEL AREA OF HR IS ASSIGNED TO COMPANY CODE
 ALL THE FINANCIAL POSTINGS IN SAP ARE DONE WITH REFERENCE TO THE
COMPANY CODE
Creation of Company Code

SPRO > Enterprise Structure > Definition > Financial Accounting > Define, Copy,
Delete, Check Company Code
OX02
Company Code: The smallest organizational unit for which a complete self-contained set
of accounts can be drawn up for the purposes of external reporting. The process of
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external reporting involves recording all relevant transactions and generating all
supporting required for financial statements (balance sheets, profit and loss statements
and so on.)
Assignment of Company Code to Company

SPRO > Enterprise Structure > Assignment > Financial Accounting > Assign
Company Code to Company
OX16
In this step, multiple company codes are assigned to the company.
Company codes: company = N: 1
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Business Area
 Business area is an org. unit in which the company codes‘ operations

take place.
 Business area is NOT assigned to any company code but the business
area is given while posting to a company code manually.
Creation of Business Area

SPRO > Enterprise Structure > Definition > Financial Accounting > Define
Business Area
OX03
Business Area: Organizational unit of financial accounting that represents a separate area
of operations or responsibilities within an organization and to which value changes
recorded in Financial Accounting can be allocated. Business areas are used in external
segment reporting (over and above company codes) based on the significant areas of
operation (for example, product lines) of a business enterprise. A segment is an isolated
area of activity
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FISCAL YEAR
A FINANCIAL YEAR IS TERMED AS A FISCAL YEAR
A FISCAL YEAR MAY BE OR MAY NOT BE SAME AS THE
CALENDER YEAR
FISCAL YEAR--- JAN--- DEC

APR---MAR
JUL---JUN
OCT---SEP
FISCAL YEAR VARIANTS DEFINED BY SAP

V3---APR-MAR
K4—JAN-DEC
V6—JULY-JUNE
V9- OCT-SEPT
USAGE OR TERMINOLOGY FOR FISCAL YEAR WHEN THE

FISCAL YEAR IS SPREAD ACROSS TWO DIFFERENT
CALENDER YEARS
APR-2009 TO –MAR .2010- TERMED OR USED AS FISCAL YEAR-
2009
2008
2007
FISCAL YEAR VARIANT---K4

1) JAN--- DEC
2)12 POSTING PERIODS
3)4/3/2/1 SPL.PERIODS
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V3---APRIL 2009 TO MAR.2010

CALENDER PERIOD YEAR SHIFT
1 10 -1
2 11 -1
3 12 -1
4 1 0
5 2 0
6 3 0
7 4 0
8 5 0
9 6 0
10 7 0
11 8 0
12 9 0
V3---APR-MAR
K4—JAN-DEC
V6—JULY-JUNE
V9- OCT-SEPT
SPECIAL PERIODS
 SPECIAL PERIODS IN SAP ARE USED FOR THE YEAR END

ADJUSTMENTS.
 THEY ARE A INTEGRAL PART OF THE LAST PERIOD OF

THE PREVIOUS FISCAL YEAR
 4 SPL. PERIODS-13, 14, 15, & 16 ARE PROVIDED BY SAP

FOR THE YEAR END ADJUSTMENTS.
 SPL. PERIODS ARE OPENED FOR THE PREVIOUS YEAR IN

THE CURRENT YEAR AND THEY ARE USED FOR THE
YEAR END ADJUSTMENTS OF PREVIOUS YEAR.
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FISCAL YEAR VARIANT
1. CREATION OF FISCAL YEAR VARIANT

2. ASSIGN FISCAL YEAR VARIANT TO THE COMPANY CODE
FISCAL YEAR CAN BE A CALENDER YEAR OR A NON –

CALENDER YEAR.
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1. Maintain/Creation Fiscal Year Variant (OB29)

SPRO > Financial Accounting > FAGS > Fiscal Year > Maintain Fiscal
Year Variant (Maintain Shortened Fiscal Year)
2.Assign Company Code to Fiscal Year Variant (OB37)

SPRO > Financial Accounting > FAGS > Fiscal Year > Assign Company Code to a
Fiscal Year Variant
POSTING PERIODS:
THESE ARE THE PERIODS IN WHICH THE POSTINGS ARE
DONE FROM ACCOUNTING PERSPECTIVE
POSTING PERIODS CAN BE DEFINED AS BELOW

AS: ---
1 MONTH AS ONE POSTING PERIOD, SO, 12-- POSTING
PERIODS
OR
15 DAYS OR FORT NIGHT AS ONE POSTING PERIOD SO, 24--
POSTING PERIODS
OR
1 WEEK AS ONE POSTING PERIOD ----52/53 - POSTING PERIODS
OR
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I DAY AS ONE POSTING PERIOD-------365/366 POSTING PERIODS
THE BEST PRACTICE SUGGESTED BY SAP IS HAVING ONE

MONTH AS ONE POSTING PERIOD
SPECIAL PERIODS
Previous year-JAN-2009---31 ST- DEC-2009 ----12 MONTHS—

CLOSED
Current Year-JAN-2010----------DEC-2010
YEAR END ADJUSTMENTS /CLOSING PROCEDURES –THEY

BELONG 2009 BUT DONE IN 2010
SPECIAL PERIODS----4 SPECIAL PERIODS—13, 14, 15 &16
THEY ARE FOR YEAR END ADJUSTMENTS /CLOSING

PROCEDURES
SPL. PERIODS ARE THE INTEGRAL PART OF LAST POSTING

PERIOD (12)----
FIN. HEAD------FEW ADJUSTMENTS------13TH PERIOD

INTERNAL AUDIT-------FEW MORE ADJUSTMENTS---14TH
EXTERNAL AUDIT------ FEW MORE ADJUSTMENTS-15 TH
SAP DEFINED FISCAL YEAR VARIANTS
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POSTING PERIOD VARIANT
 POSTING PERIOD VARIANT WILL ENABLE THE CLOSING

& OPENING POSTING PERIODS IN THE FISCAL YEAR
 POSTING PERIOD VARIANT IS ASSIGNED TO THE
COMPANY CODE.
OPEN & CLOSE POSTING PERIODS
IF THE POSTING PERIOD IS OPEN, POSTING IS ALLOWED IN

THAT PERIOD FOR THAT COMPANY CODE
IF THE POSTING PERIOD IS CLOSED, POSTING IS NOT
ALLOWED IN THAT PERIOD FOR THAT COMPANY CODE
 POSTING PERIODS CAN BE OPENED AND CLOSED AT-

- COMPANY CODE LEVEL
- ACCOUNT TYPE (LIKE ACCOUNT TYPES- K,D,S AND A)
LEVEL
-ACCOUNT NUMBER LEVEL
STEPS
1. CREATION OF POSTING PERIOD VARIANT
2. ASSIGN POSTING PERIOD VARIANT TO THE COMPANY
CODE
3. OPEN & CLOSE POSTING PERIODS.
A. Define Posting Period Variant (OBBO)

SPRO > Financial Accounting > FAGS > Document > Posting Periods > Define Variants
for Open Posting Periods
(Any 4 character alpha-numerical key can be given for the posting period variant)
B.Assign Variants to Company Code (OBBP)
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SPRO > Financial Accounting > FAGS > Document > Posting Periods > Assign Variants
to Company Code
C.Open & Close Posting Periods (OB52)

SPRO > Financial Accounting > FAGS > Document > Posting Periods > Open & Close
Posting Periods
In this screen, the posting periods are opened and closed for the posting period variant
C.Assign Variants to Company Code (OBBP)

SPRO > Financial Accounting > FAGS > Document > Posting Periods > Assign Variants
to Company Code
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CHART OF ACCOUNTS
IT‘S A GROUP OF ACCOUNT GROUPS

ACCOUNT GROUP IS IN TURN A GROUP OF ACCOUNTS
EXAMPLES OF ACCOUNT GROUPS:
CURRENT ASSETS---------- CASH, INVENTORY,DEBTORS

FIXED ASSETS--------------- LAND, BUILDINGS, MACHINERY
CURRENT LIABILITIES--- CREDITORS/OUTSTANDING EXP.
I.E.COA IS A GROUP OF ACCOUNTS GROUPED IN A

STRUCTURED MANNER OR IN A LOGICAL MANNER
ACCORDING TO THE ACCOUNTING OPERATIONS
/REPORTING REQUIREMENTS OF THE BUSINESS
CHARTS OF ACCOUNTS IS ASSIGNED TO COMPANY CODE

All company codes within a company CAN use same chart of
accounts.
THREE TYPES OF CHART OF ACCOUNTS
1. Operative Chart of Accounts:
 The operating chart of accounts contains the G/L accounts
that you use for posting in your company code during daily
activities. Financial Accounting and Controlling both use this
chart of accounts.
 Postings of transactions in financial accounting is done to this
Op.COA
 This is assigned to the company code i.e company code level
 This is Mandatory.
2. Country Specific Chart of Accounts:

 These are structured in accordance with legal requirements of
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the country in question

 This is assigned to the company code i.e. company code level
 This is optional if the country‘s legal requirement do not call
for it.
 This is the additional one along with the Op.COA.
3. Group Chart of Accounts:
 This is structured in accordance with requirements pertaining
to Consolidation
 This COA is at the group level
 This is optional
 Data flow to this COA from Op.COA happens through the
configuration step ―assignment of Group COA to the
Op.COA‖
 This COA enables consolidation in SAP
STEPS IN CHART OF ACCOUNTS

1) Creation of Chart of Accounts (OB13)
2) Assign Company Code to Chart of Accounts (OB62)
3) Define Account Groups (OBD4)
4) Define Retained Earnings Account (OB53)
1. Creation of Chart of Accounts (OB13)

SPRO > Financial Accounting > General Ledger Accounting > GL Accounts > Master
Records > Preparations > Edit Chart of Accounts List
2.Assign Company Code to Chart of Accounts (OB62)

Records > Preparations > Assign Company Code to Chart of Accounts
3.Define Account Groups (OBD4)

Records > Preparations > Define Account Groups
ACCOUNT GROUP IS IN TURN A GROUP OF ACCOUNTS
EXAMPLES:
CURRENT ASSETS---------- CASH, INVENTORY,DEBTORS
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FIXED ASSETS--------------- LAND, BUILDINGS, MACHINERY

CURRENT LIABILITIES--- CREDITORS/OUTSTANDING
Example:
One logical way of grouping GL accounts
A.PROFIT & LOSS ACCOUNTS
----EXPENDITURE ACCOUNTS---------300000-399999
----INCOME/REVENUE ACCOUNTS---400000-499999
B.BALANCE SHEET ACCOUNTS
-----ASSET ACCOUNTS--------------- 200000-299999

-----LIABILITY ACCOUNTS-------------100000-199999
ASSET ACCOUNTS--------------- 200000-299999
FIXED ASSETS-------- 200000-200099

CURRENT ASSETS----200100-200199
MISC.EXP--------------- 200200-200299
4.Define Retained Earnings Account (OB53)

Records > Preparations > Define Retained Earnings Account
RETAINED EARNINGS---IT IS A LIABILITY ACCOUNT.

---IT IS THE ACCUMULATION OF PROFITS OVER YEARS
---EVERY YEAR PROFIT IS TRANSFERRED TO THIS
ACCOUNT FROM P&L STATEMENT
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DOCUMENT, DOCUMENT TYPES , NUMBER RANGES

AND NUMBER RANGE INTERVALS
DOCUMENT
A document in SAP can be
Sales Invoice
Vendor Invoice
Prod. Order
Purchase order
Journal Entry
In FI, a document is a journal entry
Every Document in FI will have the following two sections
1.Document Header Data –fields like company code, dates, doc.type etc. fall in this
data
2 .Line Item Data—Fields like posting keys,GL accounts, amounts etc fall in this data
Every document will have the following dates
 Posting Date---This is the date on which the document is posted/recorded into

Accounts/books. Given by the user manually
 Document Date-The date of the document. Given by the user manually

 Entry Date-The date of entering the document in the system.System
date.Generated automatically by the system
40 SALARIES A/C---1000001---------1000-LINE ITEM-1

50 CASH A/C----------2000005-------- 1000- LINE ITEM-2
(999-LINE ITEMS ARE ALLOWED IN SAP IN ONE SINGLE DOCUMENT
Document Type
 Every document in FI will have a document type

 Document is defined by SAP and can be user-defined too
 Document type represents the type of a journal entry whether it‘s a customer
invoice or vendor invoice or expense entry or income entry.
 Document type also determines the numbering convention of the document
 A number range is defined by SAP for every document type
 To the number range a ‗number range interval‘ is assigned.
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 Every document type will have a reversal document type assigned to it. The
reversal document will have the ‗reversal document type‘as the document type.
DOCUMENT TYPES& NUMBER RANGES

 A number range is defined by SAP for every document type
 To the number range a ‗number range interval‘ is assigned
 The number range intervals are NOT transported but directly maintained in the
systems
DT NUMBER RANGE INTERVAL
GL----SA-----------01-----------------100000-199999
INTERNAL NUMBER RANGE INTERVAL-----SYSTEM PICKS IT

AUTOMATICALLY
EXTERNAL NUMBER RANGE-------- EXTERNALLY GIVEN BY THE USER.
NUMBER RANGES –TWO TYPES

1. YEAR –DEPENDENT: A new interval has to be defined for every new fiscal year
SA-01----2008---------------100000-199999
2009--------------- 100000-199999
2010----------------100000-299999
2. NON-YEAR DEPENDENT- A new interval need NOT be defined for every new fiscal
year. The interval keeps continuing for the every new fiscal year
SA—01---9999-------------100000-1999999999
2007-------------100000---166500.
2008-------------166501—200011
2009-------------200012---400021
AP-------KR/KZ/KA
AR-------DR/DZ/DA
AA------AA/AF
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Define Document Types & Number Ranges (OBA7)

SPRO > Financial Accounting > FAGS > Document > Document Header > Define
Document Types.
POSTING KEYS
 Posting Key is a system defined key which identifies the line item in a document
whether its a debit or credit
 Posting key tells if the account is debited or credited
 Posting key changes with the type of transaction
POSTING KEY---
GL DEBIT-------40
GL CREDIT---- 50
Define Posting keys (OB41)

SPRO > Financial Accounting > FAGS > Document > Line item >Control -Define
posting keys
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FIELD STATUS VARIANT
 FIELD STATUS VARIANT IS A GROUP OF FIELD STATUS GROUPS

 FIELD STATUS VARIANT IS ASSIGNED TO A COMPANY CODE
 FIELD STATUS GROUP (FSG) IS A GROUP OF FIELDS.
 FSG IS ASSIGNED TO THE GL ACCOUNT
TO DEFINE THE STATUS OF THE FIELD ON THE SCREEN LAYOUT FSG IS

USED
STATUS OF THE FIELDS CAN BE—
 REQUIRED----AN INPUT HAS TO BE GIVEN IN THE FIELD
 OPTIONAL---- AN INPUT MAY BE GIVEN IN THE FIELD
 SUPRESSED—THE FIELD WILL NOT APPEAR ON THE SCREEN
Define Field Status Variant (OBC4)

SPRO > Financial Accounting > FAGS > Document > Line Item > Controls > Maintain
Field Status Variants
Assign Company Code to Field Status Variant (OBC5)

SPRO > Financial Accounting > FAGS > Document > Line Item > Controls > Assign
Company Code to Field Status Variant
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TOLERANCE GROUPS
TOLERANCE GROUPS ARE THE LIMITS SPECIFIED FOR POSTING
TRANSACTIONS USER WISE OR FOR A GL ACCOUNT WISE OR
FOR A VENDOR WISE OR A CUSTOMER WISE.
THE ACCEPTABLE DEVIATIONS CAN BE SPECIFIED FOR

POSTING BY A EMPLOYEE OR INTO A GL ACCOUNT IN THE
TOLERANCE GROUP
THERE ARE THREE TYPES OF TOLERANCE GROUPS -
1. TOLERANCES GROUPS ----- FOR EMPLOYEES
2. TOLERANCES GROUPS ---- FOR GL ACCOUNTS

3. TOLERANCE GROUPS FOR CUSTOMERS/VENDORS
EXAMPLE:
JR.ACCT. SR.ACCT. FM
X
AMT.PER LINE ITEM DOC.-1 LAC 1-5 LAC AB-5 LAC
AMT. PER OPEN ITEM--- 1 LAC 1-5 LAC

+ OR - 10% 20 %
(ACCEPTABLE DEVIATION)
 TOLERANCE GROUPS FOR EMPLOYEES ARE CREATED AND

ASSIGNED TO THE USERS
EXAMPLE
DEBIT---5 LAC--------------------10000 OR 2 %
CREDIT—5 LAC-----------------10000 OR 2 %
 TOLERANCE GROUPS FOR GL ACCOUNTS ARE CREATED AND

ASSIGNED TO THE GL ACCOUNTS
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A. Define Tolerance Groups for Employees (OBA4 )

B. ASSIGN TOLERANCE GROUPS TO THE USERS
A. Define Tolerance Groups for Employees (OBA4)

SPRO > Financial Accounting > General Ledger Accounting > Business Transactions >
Open Item Clearing > Clearing Differences > Define Tolerance Groups for Employees
B.ASSIGN TOLERANCE GROUPS TO THE USERS

(SAME PATH AS ABOVE)
A.Define Tolerance Groups for GL accounts (OBA0)

B.ASSIGN TOLERANCE GROUPS TO THE GL ACCOUNTS
A. Define Tolerance Groups for GL Accounts (OBA0)

Open Item Clearing > Clearing Differences > Define Tolerance Groups for GL Accounts
B.ASSIGN ‘TOLERANCE GROUPS FOR GL ACCOUNTS’ TO THE GL ACCOUNTS

Transaction code-FS00
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Enter Global Parameters (OBY6)

SPRO > Financial Accounting > FAGS > Company Code > Enter Global Parameters
SAP DATA IS OF THREE TYPES
CONFIGURATION DATA---- ALL THE CONFIG. SETTINGS
MASTER DATA--------------- GL ACCOUNT

CUSTOMER MASTER
VENDOR MASTER
TRANSACTION DATA-------ALL THE POSTINGS DONE PERIODICALLY
GL ACCOUNT CREATION
 GL ACCOUNT IS A MASTER DATA IN FI
 GL ACCOUNT IS CREATED AT T.CODE- FS00
PREREQUISITES
CHART OF ACCOUNTS
TOLERANCE GROUPS
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 THIS IS CREATED BY THE USERS AT THE SAP EASY ACCESS SCREEN
 ALL THE FIELDS OF THE GL ACCOUNT IS CATEGORIZED INTO TWO

SEGMENTS/SECTIONS
------------ CHART OF ACCOUNTS SECTION

------------COMPANY CODE SECTION
6 TABS OR VIEWS ARE THERE IN A GL A/C CREATION
3(1, 4 & 5) VIEWS BELONG TO CHART OF ACCOUNTS SECTION

3(2, 3 & 6) VIEWS BELONG TO COMPANY CODE SECT
CHART OF ACCOUNTS SECTION
THE DATA IN THIS SECTION WILL BE SAME ACROSS COMPANY CODES IF &
ONLY IF ALL THE COMPANY CODES USE THE SAME COA.
COMPANY CODE SECTION
THE DATA IN THIS SECTION MAY OR MAY NOT BE DIFFERENT FROM

COMPANY CODE TO COMPANY CODE EVEN THOUGH ALL THE COMPANY
CODES ARE USING THE SAME COA
Creation of GL Master Centrally (FS00)

(Centrally = Chart of Accounts segment + Company Code segment)
Accounting > Financial Accounting > General Ledger > Master Records > Individual
Processing > Centrally
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COMPANY CODE CAN HAVE THREE TYPES CURRENCIES
LOCAL CURRENCY
FOREIGN CURRENCY
TRANSACTION CURRENCY
HOW TO CHANGE A GL A/C
T.code FS00
THE FOLLOWING FIELDS CANNOT BE CHANGED
 ACCOUNT NUMBER
 ACCOUNT GROUP
 OPEN ITEM MANAGEMENT( IF SELECTED & POSTINGS R DONE)
Display changes made to a GL Master Centrally (FS04)

Accounting > Financial Accounting > General Ledger > Master Records >display
changes > centrally
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How to Block a GL account
A GL account can be blocked for the following
-Posting
-Creation
-Planning
Use the T.code-FS00.
How to Unblock a GL account
Use the T.code-FS00.
Posting of GL Transaction/ document (F-02)

Accounting > Financial Accounting > General Ledger > Document Entry > Others >
General Posting
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40 SALARIES A/C------------1000-LINE ITEM-1

50 CASH A/C------------------ 1000- LINE ITEM-2
TYPES OF DATES
DOCUMENT DATE---- DATE ON THE DOCUMENT
POSTING DATE--------DATE ON WHICH IT IS POSTED IN THE SYSTEM.
ENTRY DATE----------THIS IS THE SYSTEM‘S DATE.
EVERY DOCUMENT WILL TWO SEGMENTS
------DOCUMENT HEADER
------LINE ITEM DETAILS
Display Document (FB03)

Accounting > Financial Accounting > General Ledger > Document > Display
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Change Document (FB02)

Accounting > Financial Accounting > General Ledger > Document > change
ONLY THE FOLLOWING FIELDS CAN BE CHANGED IN A DOCUMENT

ALREADY POSTED
------VALUE DATE
------ASSIGNMENT
------TEXT
Display Changes made in the Document (FB04)

Accounting > Financial Accounting > General Ledger > Document > display changes
Display GL Account Balances (FS10N)/FAGLB03

Accounting > Financial Accounting > General Ledger > Account > Display Balance
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SAP SCREEN LAYOUT
------HOW TO CHANGE LAYOUT
------HOW TO SAVE THE LAYOUT
-------HOW TO SELECT THE LAYOUT
Document Parking
(It‘s a type of Release procedure)
 A DOCUMENT IS CREATED BUT NOT SAVED JUST PARKED ASIDE.

 THIS IS USED WHERE THE APPROVALS FOR POSTING THE
DOCUMENTS HAVE TO BE TAKEN
 PARKING DOCUMENT WILL NOT UPDATE THE GL ACCOUNTS
EXAMPLE
 JR ACCT CREATES A DOCUMENT & PARKS IT
 SENDS A MESSAGE TO THE SENIOR TO RELEASE IT
 THE SENIOR CHECKS THE DOCUMENT,MAKES NECESSARY
CHANGES
 AND THEN RELEASES THE DOCUMENT I.E POSTS THE DOCUMENT
1. Parking a GL Document (F-65)

Accounting > Financial Accounting > General Ledger > posting > Park Document
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TO SEND A MESSAGE TO THE SENIOR

MENU====SYSTEM=== SHORT MESSAGE- SO00
2.Display Parked Documents pending for approval and release (FBV3)

Accounting > Financial Accounting > General Ledger > Document > Parked Documents
> Display.
3. To check if the GL accounts are updated or not after parking a document
Go to the T.code-FAGLB03
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4. Post/Delete Parked Documents pending for approval and release (FBV0)

> Post/Delete
5. To check if the GL accounts are updated or not after posting a parked document
Go to the T.code-FAGLB03
6. To display the changes made to a parked document.

> display changes (FBV5)
7.How to delete the parked document(FBV0)

> Post/Delete
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Hold Documents
 HOLD DOCUMENT IS A TEMPORARY DOCUMENT
 THIS IS USED WHEN THE DETAILS FOR A DOCUMENT ARE NOT
FULLY GIVEN---EX. ONLY THE DEBIT GL A/C
 THEN THE DOC. IS HELD, LATER COMPLETED & THEN CAN BE
POSTED.
 HOLD DOCUMENT IS CREATED & SAVED AND IT WILL NOT UPDATE
THE GL ACCOUNTS
 HOLD DOCUMENT CAN BE DELETED.
 DOCUMENT NUMBER FOR HOLD DOCUMENTS IS NOT GENERATED
BY SYSTEM,IT HAS TO GIVEN MANUALLY BY THE USER
 A PROGRAM-RFTMPBLU HAS TO BE RUN SO AS TO USE THIS HOLD
DOCUMENTS.
1. RUN THE PROGRAM -RFTMPBLU

USE THE T.CODE- SE38
Holding a GL Document (F-02)

(F-02) > Document > Hold
(System will prompt for a temporary document number to be given by the user)
You can enter incomplete documents. Some information, such as the bank charges or cost
center, may be missing. You can enter incomplete documents by using the Hold function.
If you do this, the system does not update any account balances.
Display / Delete/Complete Hold Documents (FB11)

(F-02) > Document > Get Held Document
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DIFFERENCES BETWEEN PARKED AND HOLD DOCUMENTS
PARKED DOCUMENTS HOLD DOCUMENTS
1.No program has to be run 1.program has to be run
2.Document number has to be given by the

2.System creates the document number user
3.Tracking of these documents can be 3. No tracking of these documents can be
done done once posted or deleted
REFERENCE DOCUMENTS
 THESE DOCUMENTS USED AS A REFERENCE FOR POSTING MANY
DOCUMENTS
 THEY ARE USED AS TEMPLATES
THEY ARE OF TWO TYPES
1. SAMPLE DOCUMENTS
2. RECURRING DOCUMENTS
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SAMPLE DOCUMENTS:
 SAMPLE DOCUMENTS ARE USED FOR MONTH END
PROVISIONS OR FOR THE ANY TRANSACTION WHICH IS
VERY FREQUENTLY & PERIODICALLY REPEATED
 A SEPARATE NUMBER RANGE INTERVAL HAS TO BE
CREATED FOR NUMBER RANGE -X2
Sample Document is a special type of reference document. Data from this

document is used to create default entries on the accounting document entry
screen. A sample document does not update transaction figures but merely
serves as a data source for an accounting document.
 Will be used for month end provisions

 For any transactions which are repeated
 Account Heads are same, Amounts vary
Example
MONTH END PROVISIONS:
31-MAR-2008
SALARIES--------------------------------DR
O/S EXPENSES A/C------------CR
RENT --------------------------------DR
O/S EXPENSES A/C------------------CR
1 –APR-2008
O/S EXPENSES A/C-----------------------DR

SALARIES--------------------------------CR
1 –APR-2008
SALARY---------------------------------DR
CASH-------------------------------------CR
1. Creation of Number Range interval for Sample Document Template (FBN1)

SPRO > Financial Accounting > FAGS > Document > Document Number Ranges >
Overview
(Group ‗X2‘ is mandatory for Sample Documents)
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2. Creation of GL accounts
a. Outstanding expenses GL a/c under current liabilities
B.Rent account under admin expenses
T. Code-FS00
3. Creation of Sample Document Template (F-01)

Accounting > Financial Accounting > General Ledger > Document Entry > Reference
Documents > Sample Document
Example:
SALARIES--------------------------------DR
OUTSTANDING EXP. A/C------------CR
4. Display Sample Documents (FBM3)

Accounting > Financial Accounting > General Ledger > Document > Reference
Documents > Sample Documents > Display
5. Change Sample Documents (FBM2)

Accounting > Financial Accounting > General Ledger > Document > Reference
Documents > Sample Documents > Change
Posting Entries by using Sample Document as reference (F-02)

(F-02) > Select Post with Reference Button > Give the Sample Document Number >
Select Display Line Items
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Recurring Documents
 Will be used for Recurring Entries
 Amount and Date are fixed for every month
 Examples: Rent lease transactions, hire purchase transactions
 Recurring documents can be used to post many transactions at a time
using ―batch input session‖
 A Separate number range interval for X1 has to be created
 Recurring documents can be used to post many transactions at a time
using ―batch input session‖
BATCH INPUT SESSION
 This is a general concept of SAP which is used to post huge number or bulk
number of transactions in one particular screen in one go or at a time.
 This a method through which many transactions at one particular screen can be
posted at a time
 This concept is used by many transactions across various modules in SAP
Batch input session has the following steps
1. Go to one particular transaction and enter the parameters

2. Create a session by giving any one name for the session.
3. Process the session at the transaction code-SM35.
4. The result of processing of batch input session is the posting of many documents.
Creation of Number Range interval for Recurring Document Template (FBN1)

SPRO > Financial Accounting > FAGS > Document > Document Number Ranges >
Overview
(Number range- ‗X1‘ is mandatory for Recurring Documents)
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Creation of Recurring Document Template (FBD1)

Accounting > Financial Accounting > General Ledger > Document Entry >
Reference Documents > Recurring Documents
Example:
Lease Rent agreement-1-50000
Starting date end date
05-Apr.2010………………….05-Mar.2011

07-Jan.2010………………….07-Dec.2010

10-Jan.2010………………….10-Dec.2010
2. Display Recurring Document Templates (F.15)

Accounting > Financial Accounting > General Ledger > Periodic Processing
> Recurring Entries > Lists
Posting of GL Documents by using Recurring Document Template by way of Batch

Input session(F.14)
Accounting > Financial Accounting > General Ledger > Periodic Processing > Recurring
Entries > Execute
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To Post a Session (SM35)

System > Services > Batch Input > Sessions
Recurring documents can be used to post many transactions at a time using

―batch input session‖
Open Item Management

OPEN ITEM: ANYTHING WHICH IS OUTSTANDING /PENDING
I.E EITHER PAYABLE OR RECEIVABLE
EXAMPLES:
i. OUTSTANDING EXPENSES
ii. AMT PAYABLE TO A VENDOR
iii. AMT. RECEIVABLE FROM A CUSTOMER
CLEARED ITEM: WHEN A OPEN ITEM IS CLEARED, IT BECOMES

A CLEARED ITEM
Note:
For the open item management of the GL account items, the check box for
the field ‗open item management‘ should be checked or selected in the
‗control data ‗view/tab of the GL master data at transaction code- FS00.
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TO DISPLAY OPEN ITEMS/CLEARED ITEMS/ALL ITEMS FOR A GL

ACCOUNT (Account Display for Open Item Managed Account) (FAGLL03) (OLD
T.CODE-FBL3N)
Accounting > Financial Accounting > General Ledger > Account > Display/Change Line
Items
CLEARING OF OPEN ITEMS

Outgoing Payment with Clearing (F-07)
Accounting > Financial Accounting > General Ledger > Posting > Outgoing Payment
THREE WAYS OF CLEARING
1. FULL CLEARING
2. PARTIAL CLEARING
3. RESIDUAL CLEARING
1. FULL CLEARING
2. PARTIAL CLEARING
 EVERY PART PAYMENT IS CREATED AS A NEW OPEN ITEM
EXAMPLE:
100000----------- INITIAL (ORIGINAL) OPEN ITEM -1
25000----PP-1----OPEN ITEM-2
75000
30000—PP-2----OPEN ITEM-3
45000---PP-3----OPEN ITEM-4
45000
=========================================================
0
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CLEARING THE OPEN ITEMS OF A GL ACCOUNT/ GL account clearing (f-03)

Accounting > Financial Accounting > General Ledger > Account -clear
3. RESIDUAL CLEARING
 THE RESIDUAL AMOUNT (REMAINING AMOUNT) IS SHOWN
WHEN A PART PAYMENT IS MADE.
 NO TRACK OF THE ORIGINAL OI AND THE PREVIOUS PART
PAYMENTS
EXAMPLE
100000
-25000-PP-1
75000
-45000-PP-2
30000
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Reversals
 A Document posted in SAP cannot be deleted and to make any
corrections to the amount or account, the document has to be reversed
and then the correct entry has to be posted
 Reversal of a posting is done by entering an identical amount to the
opposite side of the account, thereby offsetting the original amount.
Original entry---SA
40 SALARIES A/C------------100 LINE ITEM-1
50 CASH A/C------------------ 100- LINE ITEM-2
Reversal entry-AB
50 SALARIES A/C------------ 100-LINE ITEM-1
40 CASH A/C------------------ 100- LINE ITEM-2
TYPES OF REVERSALS
 Individual Reversal
 Reversal of Reversal
 Mass Reversal
 Cleared Item Reversal
 Accrual/Deferral Reversal
DOCUMENT TYPE FOR REVERSALS

The document type for reversal is specified in the document type at the
transaction code-OBA7
Example:
IF SA IS DOC. TYPE……THEN REV. DOC. TYPE IS AB
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1. Document Reversal – Individual Reversal (FB08)

Accounting > Financial Accounting > General Ledger > Document > Reverse >
Individual Reversal
2. Reversal of Reversal (F-02)

(F-02) > Post with Reference > Select ‗Generate Reverse Posting‘ Check Box (FBR2)
3. Mass Reversal (F.80)

Accounting > Financial Accounting > General Ledger > Document > Reverse > Mass
Reversal
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4. Cleared Item Reversal – Reset & Reverse (FBRA)

Accounting > Financial Accounting > General Ledger > Document > Reset Cleared
Items
(Select ‗Resetting & Reverse‘)
WHEN A CLEARED ITEM IS REVERSED---
1. RESETTING: CLEARED ITEM IS RESET I.E WILL BE BECOME OPEN

AGAIN
2. A REVERSAL DOCUMENT OF CLEARING DOCUMENT IS POSTED
5. Accrual /Deferral Reversal

 THIS REVERSAL WILL ALLOW TO REVERSE A
DOCUMENT ON A GIVEN REVERSAL DATE
 REVERSAL DATE IS GIVEN WHILE POSTING THE
ORIGINAL DOCUMENT
Example:
1.
30-APR-2010
40 SALARIES A/C------------ 100 LINE ITEM-1
50 O/S EXP. A/C------------------ 100- LINE ITEM-2
(01 MAY-2010)- reversal date
2.
30-APR-2010
40 RENT A/C------------ 100 LINE ITEM-1
(05.MAY-2010)- reversal date
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Reversals on the ‗reversal date ‗mentioned in the accrual/deferral doc.

01.05.2010---------05.05.2010
REVERSAL DOCUMENTS FOR THE ABOVE

01.MAY-2010
40 O/S EXP. A/C------------ 100-LINE ITEM-1
50 SALARIES A/C------------------ 100- LINE ITEM-2
05.MAY-2010
50 RENT A/C------------ 100 LINE ITEM-1
Creation of Reversal Reason

adjustment posting/reversal> Define Reasons for Reversal
Enter accrual/deferral document (FBS1)

Accounting > Financial Accounting > General Ledger > Periodic processing > closing
>valuate---select Enter accrual/deferral document
Reverse accrual/deferral document (F.81)

Accounting > Financial Accounting > General Ledger > Periodic processing > closing
>valuate---select reverse accrual/deferral document
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CURRENCIES
 LOCAL CURRENCY: It is the company code currency
 DOCUMENT CURRENCY( TRANSACTION CURRENCY): It is the currency
in which the document is posted.This can be same as company code currency or a
different currency( foreign currency)
 GROUP CURRENCY: This is the currency which is defined for a group which
will enable to view the financial statements of various company codes (which
have different currencies) in one single currency. For each company code, the
group currency is specified in the configuration and based on this system will
convert the values in company code currency to a group currency
Foreign Currency Postings

Local Currency is the company code currency.
Foreign currency
Any currency other than local currency.
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Transaction Currency
It‘s the currency in which the transaction is done. It can be either local or a
foreign currency.
Exchange Rate Type: - Key used to define exchange rates in the system.
For each currency pair we can define different exchange rates.
The different exchange rates are used for the purposes of Valuation,
Conversion, Translation, Planning etc.For each purpose, an exchange rate
Type can be created in SAP
Exchange Rate Types pre-defined by SAP

a. Standard Translation at Bank Buying rate – G Type
b. Standard Translation at Bank selling rate – B Type
c. Average rate – M Type
d. Planning rate- P Type
Check Exchange Rate Types (OB07)

SPRO > SAP Net weaver--General Settings > Currencies > Check Exchange Rate Types
Translation Ratio/Conversion Ratios
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The (consistent) relationship between the monetary units of two currencies.

EXAMPLES
INR: USD--------1:1
1 RUPEE: 1 DOLLAR----------------1:1
1 PAISE: 1 DOLLAR---------------100:1
INR: JPY –1:100
Define Translation Ratios for Currency Transactions (OBBS)

SPRO > General Settings > Currencies > Define Translation Ratios for Currency
Transactions
(Define Ratios for G Type, B Type and M Type)
DEFINED AT CLIENT LEVEL
Enter Exchange Rates (OB08) FOREX TABLE

SPRO > General Settings > Currencies > Enter Exchange Rates
(Enter Exchange Rates for G Type, B Type and M Type)
In this table exchange rates are given /updated daily or periodically

for the all the exchange rate types
The rates are updated manually or automatically by setting an

interface between SAP and a website(like XE.com)
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Example:
G-------43
B-------44
M------42
Direct Quotient
INR: USD--------1:1
1 DOLLAR- = 1 RUP --------------- 1 DOLLAR = RS.39
Indirect Quotient
1 RUP = 1 DOLLAR--------------- 1 RS =1/39 $
FOREIGN CURRENCY TRANSACTIONS
WHEN A FOREIGN CURRENCY TRANSACTION IS DONE, SYSTEM PICKS

THE LATEST EXCHANGE RATE (I.E ON THE LATEST DATE) FROM THE
FOREX TABLE.
SYSTEM ALWAYS PICKS THE ―M‖ RATE UNLESS UNTILL A DEFAULT

EXCHANGE RATE TYPE IS DEFINED.
AN EXCHANGE RATE TYPE CAN BE DEFAULTED AT DOCUMENT TYPE

LEVEL.
SA------- BLANK (M) OR B OR G OR ANYTHING
IF THE EXCHANGE RATE TYPE IN DOCUMENT TYPE –SA IS GIVEN AS ‗B‘,

SYSTEM WILL ALWAYS PICK ‗B‘ WHENEVER ANY TRANSACTION IS
POSTED WITH THAT DOCUMENT TYPE
IF THE EXCHANGE RATE TYPE IN DOCUMENT TYPE IS GIVEN LEFT

BLANK,( I.E NO EXCHANGE RATE IS DEFAULTED) SYSTEM WILL
ALWAYS PICK ‗M‘ WHENEVER ANY TRANSACTION IS POSTED WITH
THAT DOCUMENT TYPE
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EXCHANGE RATES ARE DETERMINED IN TWO WAYS
---AUTOMATICALLY PICKED BY THE SYSTEM FROM THE FOREX TABLE

AS PER THE LATEST DATE
OR
---GIVEN MANUALLY BY THE USER WHILE POSTING A TRANSACTION.
MANUAL ENTRY WILL HAVE A PRIORITY OVER THE FOREX TABLE

ENTRY
1. Posting of foreign currency transaction (when no exchange rate type is defaulted at

doc. Type level)
Set Default Exchange Rate Type for Document Type SA (OBA7)

SPRO > Financial Accounting > FAGS > Document > Document Header > Overview
(In Document Type specify the Default Exchange Rate Type)
AN EXCHANGE RATE TYPE CAN BE DEFAULTED AT DOCUMENT TYPE

LEVEL.
SA------- BLANK (M) OR B OR G OR ANYTHING
----Posting of foreign currency transaction (when one exchange rate type is defaulted at
doc. Type level)
Use the T.Code-F-02
----Posting of foreign currency transaction by giving the exchange rates manually (Use
the T.Code-F-02)
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Foreign Currency Revaluation

Foreign currency loans are taken for working capital or to buy fixed assets
Foreign currency loan

01.04.2008
$10000 …………@ Rs.40 per $...........400000
Revaluation at month end

30.04.2008……..@ Rs.42 per $...........420000--------20000 ex.loss
Revaluation at year end
31.12.2008……..@ Rs.44 per $...........440000---------40000- ex .loss
Steps in Foreign currency Revaluation
1) Creation of Three GL accounts

- HSBC foreign Currency loan a/c
- Exchange loss a/c
- Exchange gain a/c
2) Define valuation method
3) Exchange rate key and account assignments
4) Assign exchange rat key to HSBC foreign Currency loan a/c
5) Posting of Foreign currency loan
6) Enter exchange rates
7) Foreign Currency valuation.
1. Creation of Three GL accounts at FS00

-HSBC foreign Currency loan a/c under Liabilities (secured
loans) ---BS
- Exchange loss a/s is expenditure (P& L)
-Exchange gain a/c under other income i.e Income (P& L)
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Prerequisites for foreign currency Revaluation—
------1) Valuation Method

2) Exchange rate key and its assignment in the loan account
2. Define Valuation Methods (OB59)

SPRO > Financial Accounting > GL Accounts > Business Transactions > Closing >
Valuating > Foreign Currency Valuation > Define Valuation Methods
Valuation Method: A unique key determining foreign currency valuation method.
3. Exchange rate key and account assignments

OR
Prepare Automatic Postings for Foreign Currency Valuation (OBA1)

SPRO > Financial Accounting > GL Accounts > Business Transactions > Closing >
Valuating > Foreign Currency Valuation > Prepare Automatic Postings for Foreign
Currency Valuation
(Specify the GL Accounts of FC Loan, Forex Loss and Forex Gain in ‗Exchange Rate
difference in Open Items‘ KDF as well as in ‗Exchange Rate difference in FC Balances‘
KDB and Specify ‗Exchange Rate Difference Key‘ to be attached to the FC Loan
Account in the next step)
HSBC LOAN GL A/C …. EXCHANGE RATE KEY…EXCH.LOSS/GAIN A/C
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4. Assign exchange rate key to HSBC foreign Currency loan a/c

USE T.CODE- FS00
5. Posting/receipt of foreign currency loan (F-02)
CASH---------------------------DR
HSBC F.C.T.L A/C----------CR-
6. Enter exchange rates. (OB08)AS ON 30.04.2008 &

31.12.2008
7. Foreign Currency valuation.

Forex Run on Closing Date (F.05)
Accounting > Financial Accounting > GL Accounts > Periodic Processing > Closing >
Valuate > Valuation of Open Items in Foreign Currency
Revaluation at month end

30.04.2008……..@ Rs.42 per $...........420000--------20000 ex. loss
Exchange loss/gain is valuated, posted & then reversed on 01.05.2008
Posted on 30.04.2008.
40 TSL 400002 Exchange Loss a/c 20,000.00 INR
50 TSL 100001 HSBC F.C .T.L a/c 20,000.00- INR
Reversal on 01.05.2008
50 TSL 400002 Exchange Loss a/c 20,000.00-

40 TSL 100001 HSBC F.C .T.L a/c 20,000.00
Revaluation at year end
31.12.2008……..@ Rs.44 per $...........440000---------40000- ex .loss
Exchange loss/gain is valuated & posted and its NOT reversed.
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40 TSL 400002 Exchange Loss a/c 40,000.00 INR

50 TSL 100001 HSBC F.C .T.L a/c 40,000.00- INR
Interest Calculations
Interest Calculation Types

 S Type – Balance Interest Calculation (for GL Accounts)
 P Type – Item Interest Calculation (for Customers )
 Z Type—Penalty
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Loan taken
01.04.2008- SBI loan G: L a/c… …… ……..@10 % interest…monthly.
Every month interest is calculated on the GL balance.
1. Define Interest Calculation Types (OB46)

SPRO > Financial Accounting > General Ledger Accounting > Business
Transactions > Bank Account Interest Calculation > Interest Calculation
Global Settings > Define Interest Calculation Types
(Here the interest indicator is defined and the interest calculation type is
specified)
(Give Interest ID & specify Interest Calculation Type ‗S‘ & Don‘t select
‗Account Number as interest calculation indicator‘)
Interest Calculation Types

 S Type – Balance Interest Calculation (for GL Accounts)
 P Type – Item Interest Calculation (for Customers & Vendors)
 Z Type—Penalty
Interest indicator
This is the indicator which allows the interest calculation. ]
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2. Prepare Account Balance Interest Calculation (OBAA)

Bank Account Interest Calculation > Interest Calculation Global Settings > Prepare
Account Balance Interest Calculation
Here the calendar and frequency of interest calculation is specified

Calendar type
B---------Bank calendar-----------30/360
J---------Japanese Calendar------30/365
F---------French Calendar-------28…31/360
G--------Gregorian calendar---28…31/365
3. Define Interest Reference Rates (OBAC)

Bank Account Interest Calculation > Interest Calculation > Define Interest Reference
Rates
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(Give Interest Reference Rate and also ‗Effective from date‘)
(Here the reference Int. rate is defined. this is the link between the Interest Indicator and
the interest rate)
4.Define Time Dependant Terms (OB81)

Bank Account Interest Calculation > Interest Calculation > Define Time Dependant
Terms
(This Step establishes the link between the Interest Indicator and reference interest rate)
(Select ‗Credit Interest Balance Interest Calculation‘ for Sequence 1 & ‗Debit Interest
Balance Interest Calculation‘ for Sequence 2 and give date for ‗Valid from‘)
Reference Interest rate
Int.Ind.(T1)….. Reference int. rate (T2) ------Debit int. rate (10%) ….. Interest rates
(10%)
Int.Ind.(T1)….. Reference int. rate (T3) ------ Credit int.rate (11%)………….. Interest
rates (11%)
In India & US, the reference interest rate is same.
Int.Ind.(T1)….. Reference int. rate (T2) ------Debit int. rate. /credit int. rate (10%) …..
Interest rates (10%)
5. Enter Interest Values (OB83)
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Bank Account Interest Calculation > Interest Calculation > Enter Interest Values
(Here we specify the rate of interest)
7. Creation of two GL accounts at FS00
----SBI Term Loan a/.c under secured loans of Liabilities --BS

----Interest a/c--------------------------Expenditure a/c---------P& L a/c
8. Assign the Interest Indicator in the Loan GL Account (FS00).
9. Assignment of Accounts for Automatic Interest Postings (OBV2)

Bank Account Interest Calculation > Interest Posting > Prepare GL Account Balance
Interest Calculation
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(Account Symbol Currency GL Account

0002 INR Interest Account Number (Expense)
2000 + +++++++++
0001 INR Interest Account Number (Income)
1000 + +++++++++)
10. Posting of loan receipt at F-02
001 40 CASH /BANK ACCOUNT 100,000.00

002 50 SBI .T.L a/c 100,000.00-
11. Interest Calculation Run (F.52)

Accounting > Financial Accounting > General Ledger > Periodic Processing > Interest
Calculation > Balances
(Here interest calculation is done and an automatic entry is posted by the

system)
This is not the interest payment
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40 INTEREST. A /C INR
50 SBI .T.L a/c INR
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Accounts Payable (AP)

GENERAL LEDGER
SUBSIDIARY LEDGER--------PURCHASES
 AP IS THE A SUB-MODULE OF FI
 IT‘S A SUBSIDIARY LEDGER
 AP RECORDS ALL THE PURCHASE TRANSACTIONS OF
SAP FROM ACCOUNTING PERSPECTIVE
EXAMPLES: 1.PURCHASES FROM VENDOR
2. PAYMENTS TO THE VENDOR
3. ADVANCE PAYMENTS TO THE VENDOR
 WHEN MATERIALS MANAGEMENT(MM) IS NOT USED THEN AP

IS USED FOR RAISING THE VENDOR INVOICES
 WHEN MATERIALS MANAGEMENT(MM) IS USED THEN AP IS
USED FOR RAISING THE VENDOR INVOICES FOR SERVICE
RELATED TRANSACTIONS LIKE PROFESSIONAL CHARGES
PAYABLE TO EXTERNAL AUDITOR
 INVENTORY ACCOUNT IS USED IN SAP IN THE PLACE OF
PURCHASES A/C
INVENTORY ----------DR
VENDOR----------------CR
RECONCILLIATION ACCOUNT
 THIS IS THE GL ACCOUNT WHICH WILL UPDATE THE VALUES IN GL
FROM AP.
 IN AP, THE RECONCILLIATION A/C IS ―SUNDRY CREDITORS‘ OR
ACCOUNTS PAYABLE OR TRADE PAYABLES
 ―SUNDRY CREDITORS‘ IS KNOWN--- AS CONTROL ACCOUNT IN
ACCOUNTS AND ----AS RECONCILLIATION ACCOUNT IN SAP
 DIRECT POSTINGS ARE NOT POSSIBLE IN RECON. ACCOUNTS
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VENDOR ACCOUNT GROUPS

VENDOR ACCOUNT GROUP IS A GROUP OF SIMILAR VENDORS
EXAMPLE:
DOMESTIC VENDORS
FOREIGN VENDORS
THIS GROUPING OF VENDORS IS DECIDED BY THE BUSINESS
VENDOR ACCOUNT
FOR EVERY VENDOR WITH WHOM THE PURCHASES ARE DONE, A VENDOR
MASTER IS CREATED
VENDOR ACCOUNT IS A MASTER DATA IN SAP
EVERY VENDOR MASTER DATA WILL HAVE THREE TYPES OF DATA
1. General Data at the client level

2. Company code segment and
3. Purchasing data
General data consists vendor name, Address, phone no.s etc (FI& MM)
Company code data consists of Accounting information, Payment terms,
Correspondence, reconciliation account, withholding tax etc. (FI)
Purchasing data- purchase organization etc. (MM)
Posting Keys
Vendor Debit: 25
Vendor Credit: 31
VENDOR INVOICE ----KR
INVENTORY ----------DR----40
VENDOR----------------CR----31
VENDOR PAYMENT-----KZ
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VENDOR-----------------DR----25
CASH/BANK -----------CR-----50
Document Types in AP
KR – Vendor Invoice
KZ – Vendor Payment
KA – Vendor Document (Transfers/Reversals)
KG---Vendor credit memo
Steps:
1. Creation of Vendor Account Groups with Reconciliation Account Field
mandatory.
2. Creation of Number Range Groups and Numbers for Vendors.
3. Assignment of Number Range Group to Vendor Account Group
4. Define Tolerance Groups for Vendors.
5. Creation of 2 GL accounts
6. Creation of Vendor Master.
7. Document Types and Number Ranges for KR, KZ and KA.
1. Define Vendor Account Groups (OBD3)

SPRO > Financial Accounting > Accounts Receivable and Accounts Payable > Vendor
Accounts > Master Records > Preparations for creating Vendor Master Records > Define
Account Groups with Screen Layout (Vendors)

EXAMPLE:
DOMESTIC VENDORS
FOREIGN VENDORS
THIS GROUPING OF VENDORS IS DECIDED BY THE BUSINESS
HERE, THE FIELD STATUS OF THE FIELDS ON THE VENDOR MASTER CAN
BE SPECIFIED OR CONTROLLED.
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EXAMPLE:
DOMESTIC VENDORS
FOREIGN VENDORS
ONE TIME VENDORS
THIS GROUPING VENDORS IS DECIDED BY THE BUSINESS
The Vendor Account Group controls 

The number ranges of the accounts, the status of the fields in the master record and
whether the account is a one time vendor
One-time Vendor:
Vendors who have a business transaction only once are called one-time vendors. You
create collective master record for one-time vendors. The complete details of the Vendor
will be given at the time of Invoice Posting. (While creating the group a ‗One-time
Vendor Group‘ should be created.)
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2.Create Number Ranges for Vendor Accounts (XKN1)

Accounts > Master Records > Preparations for creating Vendor Master Records > Create
Number Ranges for Vendor Accounts
3.Assign Number Ranges to Vendor Account Groups (OBAS)

Accounts > Master Records > Preparations for creating Vendor Master Records > Assign
Number Ranges for Vendor Accounts
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4. Define Tolerance Groups for Vendors (OBA3)

SPRO > Financial Accounting > Accounts Receivable and Accounts Payable > Business
Transactions > Outgoing Payments > Manual Outgoing Payments > Define Tolerances
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(Vendors)
5. Creation of two GL accounts at FS00.
--Sundry creditors under current liabilities of liabilities

--Inventory RM a/c under current assets of assets
NOTE:
Sundry creditors is RECONCILLIATION ACCOUNT
 THIS IS THE GL ACCOUNT WHICH WILL UPDATE THE VALUES IN GL
FROM AP.
 IN AP, THE RECONCILLIATION A/C IS ―SUNDRY CREDITORS‘ OR
ACCOUNTS PAYABLE OR TRADE PAYABLES
 ―SUNDRY CREDITORS‘ IS KNOWN--- AS CONTROL ACCOUNT IN
ACCOUNTS AND ----AS RECONCILLIATION ACCOUNT IN SAP
 DIRECT POSTINGS ARE NOT POSSIBLE IN RECON. ACCOUNTS
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VENDOR ACCOUNT/MASTER
FOR EVERY VENDOR WITH WHOM THE PURCHASES ARE DONE , A VENDOR
MASTER IS CREATED
VENDOR ACCOUNT IS A MASTER DATA IN SAP
EVERY VENDOR MASTER DATA WILL HAVE THREE TYPES OF DATA

3. Purchasing data
General data consists vendor name, Address, phone no.s etc (FI& MM)
Company code data consists of Accounting information, Payment terms,

Correspondence, reconciliation account, withholding tax etc. (FI)
Purchasing data- purchase organization etc. (MM)
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5. Creation of Vendor Master (XK01)

Accounting > Financial Accounting > Accounts Payable > Master Records > Central
maintenance > Create
7. Define number ranges for the Document Types for KR, KZ and KA (OBA7 &
FBN1)
Document Types in AP
KR – Vendor Invoice
KZ – Vendor Payment
KA – Vendor Document (Transfers/Reversals)
KG---Vendor credit memo
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Posting Keys
Vendor Debit: 25
Vendor Credit: 31
HOUSE BANK
 IN SAP, A BANK IS DEFINED AS A HOUSE BANK
 EVERY BANK IS IDENTIFIED WITH A BANK KEY AT COUNTRY LEVEL
 ONE HOUSE BANK CAN HAVE ONE OR MORE NUMBER OF BANK

ACCOUNTS
 EACH BANK ACCOUNT IS INDENTIFIED WITH A ―ACCOUNT ID‖
 FOR EACH BANK ACCOUNT , A GL ACCOUNT ( BANK ACCOUNT GL

ACCOUNT) IS CREATED
1. CREATION OF BANK GL ACCOUNTS AT FS00
SBI BANK GL A/C UNDER CURRENT ASSETS OF ASSETS
2. CREATION OF HOUSE BANK

SPRO----FA. ----BANK ACCOUNTING---BANK ACCOUNTS--- DEFINE HOUSE
BANK ( FI12)
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3. CREATION OF CHECK LOT

A/C---F.A------BANKS---OUTGOINGS- AUTOMATIC PAYMENTS—OPEN ITEMS
(F110)
MENU------ENVIRONMENT-----CHECK INFORMATION---NUMBER RANGES-----
( FCHI)
POSTING OF VENDOR INVOICE

A/C---F/A---- ACCOUNTS PAYABLE----DOCUMENT ENRTY----VENDOR
INVOICE –GENERAL-(F-43)
VENDOR INVOICE ----KR
INVENTORY ----------DR----40
VENDOR----------------CR----31
001 31 VENDOR 100,000.00-

002 40 INVENTORY RM A /C 100,000.00
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TO DISPLAY VENDOR OPEN ITEMS/CLEARED ITEMS/ALL ITEMS
A/C---F/A---- ACCOUNTS PAYABLE----ACCOUNT----DISPLAY LINE

ITEMS(FBL1N)
OUTGOING PAYMENT WITH CLEARING

A/C---F/A---- ---- ACCOUNTS PAYABLE ---DOCUMENT ENRTY----OUTGOING
PAYMENTS—POST(F-53)
VENDOR PAYMENT-----KZ
VENDOR-----------------DR----25
CASH/BANK -----------CR-----50
MANUAL CHECK UPDATION (FCH5)
>Manu’s> 72
>Manu’s>
DISPLAY CHEQUE REGISTER (FCHN)
>Manu’s> 73
>Manu’s>
MANUAL CHEQUE ENCASHMENT DATE UPDATION (FCH6)
>Manu’s> 74
>Manu’s>
>Manu’s> 75
>Manu’s>
UNISSUED/UN USED CHEQUES CANCELLATION (FCH3)
>Manu’s> 76
>Manu’s>
DEFINE VOID REASON CODES (FCHV)
ISSUED CHEQUES CANCELLATION
TO CANCEL A ISSUED CHEQUE WHICH IS ENCASHED, THE

ENCASHMENT DATE HAS TO BE DELETED FROM THE CHEQUE
INFORMATION I.E RESETTING OF CHEQUE DATA
>Manu’s> 77
>Manu’s>
1. RESET CHEQUE DATA I.E DELETION OF ENCASHMENT DATE.

(FCHG)
>Manu’s> 78
>Manu’s>
2.ISSUED CHEQUE CANCELLATION (FCH8)
THREE STEPS WILL BE EXECUTED IN THIS T.CODE
------RESETTING OF CLEARED ITEMS (CLEARED ITEM BECOMES

OPEN ITEM AGAIN)
------REVERSAL OF THE CLEARING DOCUMENT
------CANCELLATION OF ISSUED CHEQUE
>Manu’s> 79
>Manu’s>
Down Payments to Vendors/advances to Vendors

 ADVANCES ARE KNOWN DOWNPAYMENTS IN SAP
 DOWNPAYMENTS ARE KNOWN AS SPECIAL GL TRANSACTIONS IN
SAP
 SPECIAL GL ACCOUNTS ARE THE ACCOUNTS WHICH ARE
MAINTAINED PARALLELY WITH THE GENERAL LEDGER.
EXAMPLE: DOWN PAYMENTS
BILLS OF EXCHANGES
GUARANTEES ETC.
 SPECIAL GL TRANSACTIONS ARE IDENTIFIED WITH A SPL. GL
INDICATOR
EXAMPLE: DOWN PAYMENTS-----------A
BILLS OF EXCHANGE-------W
 IN DOWNPAYMENTS, ―ADVANCE TO VENDORS‘ IS KNOWN AS SPL.
GL ACCOUNT OR ALTERNATIVE RECONCILLIATION ACCOUNT.
 SPECIAL GL INDICATOR(A) IS THE LINK BETWEEN ------
NORMAL GL/ RECONCILLIATION A/C (SUNDRY CREDITORS)
AND
SPL. GL A/C / ALTERNATIVE RECONCILLIATION ACCOUNT
(ADVANCE TO VENDORS A/C)
 SPL GL INDICATOR-A IS GIVEN WHILE POSTING TO A VENDOR
WHICH WILL DIFFERENTIATE THE ADVANCE PAYMENTS AND
NORMAL PAYMENTS TO A VENDOR
>Manu’s> 80
>Manu’s>
STEPS
1. Create Special GL Account ‗Advance to Vendors (Reconciliation Account)‘
under Current Assets
2. Create Link between ‗S/Creditors‘ and ‗Advance to Vendors‘ (Special GL
Indicator: A)
3. Setup Company Code for Payment Transaction
1. Create Special GL Account ‗Advance to Vendors (Reconciliation Account)‘ under

Current Assets AT FS00
2.Link between S/Creditors and Advance to Vendors (OBYR)

Transactions > Down Payment made > Define Alternative Reconciliation Account for
Down Payments
(Double click on ‗Down Payment on Current Assets‘, Give Reconciliation Account and
Special GL Account Number)
>Manu’s> 81
>Manu’s>
SPECIAL GL INDICATOR (A) IS THE LINK BETWEEN ------

NORMAL GL OR RECONCILLIATION A/C (SUNDRY CREDITORS)
AND
SPL. GL A/C OR ALTERNATIVE RECONCILLIATION ACCOUNT
(ADVANCE TO VENDORS A/C)
3. Setup ALL Company Codes for Payment Transaction (To avoid Short Dump
Error while posting Down Payments)
Transactions > Outgoing Payments > Automatic Outgoing Payments > Payment
method/Bank selection for Payment Program > Setup all Company Codes for Payment
Transactions
SCENARIO-1
DOWN PAYMENT -----100000
INVOICE AMOUNT----100000
1. Down Payment Posting
2. Purchase Invoice Posting
3. Transfer of Down Payment from Special GL to Normal item by clearing Special
GL Account
4. Clearing of Normal Item
>Manu’s> 82
>Manu’s>
NORMAL A/C (SUNDRY CREDITORS)

DR CR
3. 100000 2. 100000-
SPECIAL GL A/C (ADVANCE TO VENDORS)

………………………………………………………….
DR CR
1. 100000 3. 100000
5. Down Payment Posting

6. Purchase Invoice Posting
GL Account
>Manu’s> 83
>Manu’s>
8. Clearing of Normal Item
1. Down Payment Posting (F-48)

Accounting > Financial Accounting > Accounts Payable > Document Entry > Down
Payment > Down Payment
(Give Special GL Indicator ―A‖)
001 50 HSBC BANK A/C-1 100,000.00-

002 29A VENDOR 100,000.00
(29-------SPECIAL GL DEBIT----VENDOR
A—DOWN PAYMENT)
2. Purchase Invoice Posting (F-43)

Accounting > Financial Accounting > Accounts Payable > Document Entry > Other >
Invoice General
001 31 HYD 0000400000 RELIANCE INDUSTRIES 100,000.00-

002 40 HYD 0000200002 INVENTORY RM A/C 100,000.00
3. Transfer of Down Payment from Special GL Account to Normal item by clearing

Special GL Account (F-54)
Accounting > Financial Accounting > Accounts Payable > Document Entry > Down
Payment > Clearing.
>Manu’s> 84
>Manu’s>
400000 RELIANCE INDUSTRIES 100,000.00- INR 100,000.00

400000 RELIANCE INDUSTRIES 100,000.00 INR 100,000.00
4. Clearing of Normal Item (F-44)/ vendor account clearing

Accounting > Financial Accounting > Accounts Payable > Accounts > Clear
SCENARIO-2
1. Down Payment Posting(100000) at f-48

2. Purchase Invoice Posting(200000) at f-43
GL Account(100000) at f-54
4. Outgoing payment with clearing(100000) at f-53
>Manu’s> 85
>Manu’s>

DR CR
3. 100000 2. 200000-
4. 100000

………………………………………………………….
DR CR
1. 100000 3. 100000

8. Outgoing payment with clearing(100000) at f-53
>Manu’s> 86
>Manu’s>
SCENARIO-3
4. Clearing of normal items( F-44)

DR CR
3. 100000 2. 100000-

………………………………………………………….
DR CR
1. 200000 3. 100000
>Manu’s> 87
>Manu’s>

8. Clearing of normal items( F-44)
PAYMENT TERMS OR TERMS OF PAYMENT

 THESE ARE THE TERMS OF PAYMENT WITH A
VENDOR/CUSTOMER
 THESE INCLUDE THE CREDIT PERIOD GIVEN BY THE VENDOR
OR ALLOWED BY US TO A CUSTOMER
 THIS WILL ALSO SPECIFY THE CASH DISCOUNT GIVEN TO US
BY THE VENDOR OR CASH DISCOUNT GIVEN BY US TO THE
CUSTOMER
EXAMPLE:
CREDIT 30 DAYS ----
3% DISCOUNT IF PAID WITHIN 10 DAYS
2 % DISCOUNT IF PAID BETWEEN—11-20 DAYS
0% AFTER 20 DAYS TILL 30 DAYS
INVOICE DATE—
01.04.2010
.
.
.
.
.
.
DUE DATE
30.04.2010
 PAYMENT TERMS CAN BE DEFAULTED AT VENDOR
MASTER SO THAT THEY WILL APPEAR AUTOMATICALLY
WHILE INVOICE POSTING
OR
PAYMENT TERMS CAN BE MANUALLY GIVEN WHILE
INVOICE POSTING
 PAYMENT TERMS GIVEN WHILE INVOICE POSTING HAS
THE PRIORITY OVER WHAT HAS BEEN DEFAULTED IN THE
VENDOR MASTER
BASELINE DATE
THIS IS THE DATE FROM WHICH THE PAYMENT TERMS ARE
VALID OR PAYMENT TERMS COME IN TO EFFECT.
THE BASELINE DATE CAN BE
 DOCUMENT DATE-----
>Manu’s> 88
>Manu’s>
 POSTING DATE---------
 ENTRY DATE------------
 NO DEFAULT-----------
DEFINE PAYMENT TERMS (OBB8)
BASELINE DATE
THIS IS THE DATE FROM WHICH THE PAYMENT TERMS ARE

VALID OR PAYMENT TERMS COME IN TO EFFECT
>Manu’s> 89
>Manu’s>
THE BASELINE DATE CAN BE
 DOCUMENT DATE-----INVOICE DATE

 POSTING DATE---------GOODS RECEIPT DATE
 ENTRY DATE------------INSPECTION DATE
 NO DEFAULT-----------ANY DATE
CASH DISCOUNTS
CASH DISCOUNT RECEIVED
1. CREATION OF CASH DISCOUNT RECEIVED GL A/C UNDER OTHER

INCOME OF INCOME ACCOUNTS AT FS00
3. AUTOMATIC ACCOUNT ASSIGNMENTS FOR CASH DISCOUNT

POSTING (OBXU)
>Manu’s> 90
>Manu’s>
>Manu’s> 91
>Manu’s>
Automatic Payment Program (APP) ----FBZP
APP is automatic way of making payments to vendor.
System through a program,

--verifies the due dates,
--picks up the bank,
--picks up the check,
--makes the payment to a vendor,
--Posts a payment documents
--Clears the Vendor Open Items
--updates the cheque register
--prints the check
--Generates the Payment advice
--Generates the Payment Summary
Prerequisites for APP
---Cheque lot should be sequential
>Manu’s> 92
>Manu’s>
Payment Method:
Payment method is method as on how the payment can be made or the
mode of payment
Example:
Cheque
Bank transfer
 Payment method has to be defined for a country (in which the
company code belongs to) before it is defined for a company
code
Bank Selection
House banks for making payments is defined in APP
A ranking order of house banks is defined from which system selects

the bank which has got the highest order.
APP Configuration
All the APP configuration steps are available in one transaction code-
FBZP
1. Set up Payment methods per Country for payment transactions(OBVCU)
>Manu’s> 93
>Manu’s>
Country: IN
Payment Method: D (Any)
Description: Check Payment
Select Radio Button ‗Outgoing Payments‘
Select Radio Button ‗Check‘
Document Type for Payment: KZ
Clearing Document Type: KZ
Payment Medium Program: RFFOUS_C
Name of the Print Dataset: LISTS
Key in Code Line: 01
2. Set up Payment methods per Company Code for payment transactions.
>Manu’s> 94
>Manu’s>
3. SET UP ALL COMPANY CODES FOR PAYMENT TRANSACTIONS
>Manu’s> 95
>Manu’s>
4. SET UP PAYING COMPANY CODES FOR PAYMENT TRANSACTIONS
>Manu’s> 96
>Manu’s>
5. SET UP BANK DETERMINATION FOR PAYMENT TRANSACTIONS
>Manu’s> 97
>Manu’s>
6. CREATION OF CHEQUE LOT (SEQUENTIAL)-FCHI
7. ASSIGN PAYMENT METHOD IN VENDOR MASTER (XK02)
>Manu’s> 98
>Manu’s>
APP RUN:
 THIS IS DONE WHEN PAYMENTS NEED TO BE MADE TO THE
VENDORS
 THIS CAN BE RUN EVERY DAY
 A PAYMENT RUN DATE & A INDENTIFICATION HAS TO BE
SPECIFIED.
STEPS IN APP RUN
1. PARAMETERS ARE ENTERED AND SAVED
2. PAYMENT PROPOSAL IS CREATED
3. PAYMENT PROPOSAL CAN BE EDITED (IF REQUIRED. ITS
OPTIONAL)
4. PAYMENT RUN IS EXECUTED
5. PRINTING OF CHEQUES
1. PARAMETERS ARE ENTERED

----WHICH PAYMENT METHOD?
-----WHICH COMPANY CODE?
---- DATE?
---- VENDOR
2. PAYMENT PROPOSAL IS CREATED
WHAT PAYMENTS HAVE TO BE MADE FORWHICH VENDORS
3. PAYMENT PROPOSAL CAN BE EDITED

--DOCUMENTS CAN BE BLOCKED FOR PAYMENT
--HOUSE BANK CAN BE CHANGED
4. PAYMENT RUN IS EXECUTED

WHEN PAYMENT RUN IS EXECUTED, ONLY THEN
-----THE PAYMENTS ARE MADE
-----PAYMENT DOCUMENTS ARE POSTED
-----OPEN ITEMS ARE CLEARED
5. PRINTING OF CHEQUES
APP RUN
>Manu’s> 99
>Manu’s>
VENDOR CREDIT MEMO (DEBIT MEMO OR DEBIT NOTE IN THE BOOKS OF

OUR COMPANY)
VENDOR INVOICE ENTRY

INVENTORY ----------DR----40----100000
VENDOR----------------CR----31----100000
>Manu’s> 100
>Manu’s>
VENDOR CREDIT MEMO

INVENTORY ----------CR-----50-----25000.
VENDOR----------------DR-----21----25000.
DOCUMENT TYPE FOR VENDOR CREDIT MEMO IS –KG WHICH HAS A

NUMBER RANGE-17.THIS NUMBER RANGE-17 IS ALSO USED BY DOCUMENT
TYPE-KA
VENDOR CREDIT MEMO
>Manu’s> 101
>Manu’s>
ACCOUNTS RECEIVABLES
>Manu’s> 102
>Manu’s>
GENERAL LEDGER
SUBSIDIARY LEDGER--------SALES
 AR IS THE A SUB-MODULE OF FI
 IT‘S A SUBSIDIARY LEDGER
 AR RECORDS ALL THE SALES TRANSACTIONS &
CUSTOMER RELATED TRANSACTIONS OF SAP
EXAMPLES:
1. SALES TO A CUSTOMER
2. PAYMENTS FROM THE CUSTOMER
3. ADVANCE PAYMENTS FROM THE CUSTOMER
 WHEN SALES & DISTRIBUTION (SD) IS NOT USED THEN AR IS

USED FOR RAISING THE SALES INVOICES.
 CUSTOMER---------DR
SALES----------------CR
RECONCILLIATION ACCOUNT
THIS IS THE GL ACCOUNT WHICH WILL UPDATE THE VALUES IN GL FROM

AR.
IN AR, THE RECONCILLIATION A/C IS ―SUNDRY DEBTORS‘ OR ACCOUNTS
RECEIVABLE OR TRADE RECEIVABLES
―SUNDRY DEBTORS‘ IS KNOWN

--- AS CONTROL ACCOUNT IN ACCOUNTS AND
----AS RECONCILLIATION ACCOUNT IN SAP
>Manu’s> 103
>Manu’s>
CUSTOMER ACCOUNT GROUPS
CUSTOMER ACCOUNT GROUP IS A GROUP OF SIMILAR CUSTOMERS

EXAMPLE:
DOMESTIC CUSTOMERS
FOREIGN CUSTOMERS
THIS GROUPING OF CUSTOMERS IS DECIDED BY THE BUSINESS
CUSTOMER ACCOUNT
FOR EVERY CUSTOMER TO WHOM THE SALES ARE DONE , A CUSTOMER

MASTER IS CREATED
CUSTOMER ACCOUNT IS A MASTER DATA
EVERY CUSTOMER MASTER DATA WILL HAVE THREE TYPES OF DATA

3. Sales data
General data consists customer, Address, phone no.s etc ( FI& SD)
Company code data consists of Accounting information, Payment transactions,
Correspondence, reconciliation account. (FI)
Sales data- sales organization etc. (SD)
Posting Keys
Customer Debit: 01
Customer Credit: 15
Document Types
DR – Customer Invoice
DZ – Customer Payment
DA – Customer Document (Transfers/Reversals)
DG-- Customer credit memo
CUSTOMER INVOICE---DR
CUSTOMER---------DR-----01
>Manu’s> 104
>Manu’s>
SALES----------------CR----50
CUSTOMER PAYMENT-----------DZ
CASH/BANK----------DR---40
CUSTOMER----------CR---15
Steps:
1. Creation of Customer Account Groups with Reconciliation Account Field
mandatory.
2. Creation of Number Range for Customers.
3. Assignment of Number Range Group to Customer Account Group.
4. Define Tolerance group for customers.( the TG for customer is already created
when the TG for vendor is defined in AP at OBA3)
5. Creation of GL accounts------Sundry debtors a/c and sales a/c
6. Creation of Customer Master.
7. Document Types and Number Ranges for KR, KZ and KA.
1.Creation of Customer Account Groups (OBD2)

SPRO > Financial Accounting > Accounts Receivable and Accounts Payable > Customer
Accounts > Master Records > Preparations for creating Customer Master Records >
Define Account Groups with Screen Layouts (Customers)
(Create FI Customer Group & SD Customer Group
Company Code Data > Account Management > Reconciliation Account Required Entry)
>Manu’s> 105
>Manu’s>
2. Create Number Ranges for Customer Accounts (XDN1)

Create Number Ranges for Customer Accounts
3. Assign Number Ranges to Customer Account Groups (OBAR)

Assign Number Ranges to Customer Account Groups
4. Define Tolerance group for customers.( the TG for customer is already created when
the TG for vendor is defined in AP at OBA3)
>Manu’s> 106
>Manu’s>
5. Creation of GL accounts---
---Sundry debtors a/c under current assets of assets and
--- sales a/c under sales
6. Creation of Customer Master (XD01)

Accounting > Financial Accounting > Accounts Receivable > Master Records > Maintain
Centrally > Create
7.Document Types & Number Ranges (OBA7)

SPRO > Financial Accounting > FAGS > Document > Document Header > Overview
(Give Number Ranges for Document Types DR, DZ and DA)
Sale Invoice Posting (F-22)

Accounting > Financial Accounting > Accounts Receivable > Document Entry > Other >
Invoice General.
>Manu’s> 107
>Manu’s>
001 01 HYD 0000500000 HYDERABAD CONSTRUC 300,000.00

002 50 HYD 0000300002 SALES A/C 300,000.00-
Display Customer Account with Open Item, Cleared Item and Special GL Item
details (FBL5N)
Accounting > Financial Accounting > Accounts Receivable > Account > Display/Change
Line Items
Display Customer Account (FD10N)
Incoming Payment Posting with Clearing (F-28)

Accounting > Financial Accounting > Accounts Receivable > Document Entry >
Incoming Payment
40 TSL 200000 CASH ACCOUNT 300,000.00 INR

15 TSL 500000 HYDERABAD CONSTRUCT 300,000.00- INR
>Manu’s> 108
>Manu’s>
BUSINESS SCENARIO
WHEN THE CUSTOMER &VENDOR IS THE SAME PARTY
VENDOR OPEN ITEM---------500000

CUST. OPEN ITEM ------------700000
-------------------------
RECEIVABLES 200000
TWO PREREQUISITES FOR THIS SCENARIO TO BE EXECUTED

1. ASSIGN CUSTOMER NO. IN VENDOR MASTER & SELECT ―CLEARING WITH
CUSTOMER ―CHECK BOX IN VENDOR MASTER AT XK02.
2. ASSIGN VENDOR NO. IN CUSTOMER MASTER & SELECT ―CLEARING WITH
VENDOR―CHECK BOX IN CUSTOMER MASTER AT XD02.
>Manu’s> 109
>Manu’s>
Down Payments from Customers

 ADVANCES ARE KNOWN DOWNPAYMENTS IN SAP
 DOWNPAYMENTS ARE KNOWN AS SPECIAL GL TRANSACTIONS IN
SAP
BILLS OF EXCHANGES
GUARANTEES ETC.
 SPECIAL GL TRANSACTIONS ARE INDENTIFIED WITH A SPL. GL
INDICATOR
EXAMPLE: DOWN PAYMENTS------------A
 IN DOWNPAYMENTS, ―ADVANCE FROM CUSTOMERS‘ IS KNOWN

AS SPL. GL ACCOUNT OR ALTERNATIVE RECONCILLIATION
ACCOUNT.
 SPECIAL GL INDICATOR(A) IS THE LINK BETWEEN ------
NORMAL GL / RECONCILLIATION A/C (SUNDRY DEBTORS)
AND
(ADVANCE FROM CUSTOMERS)
>Manu’s> 110
>Manu’s>
STEPS
1. Create Special GL Account ‗Advances from Customers (Reconciliation Account)‘
under Current Liabilities
2. Create Link between ‗S/Debtors‘ and ‗Advances from Customers‘ (Special GL
Indicator: A)
1. Create Special GL Account ‗Advances from Customers (Reconciliation Account)‘

under Current Liabilities (FS00).
2. Link between S/Debtors

and Advances from Customers (OBXR)
Transactions > Down Payments Received > Define Reconciliation Accounts for
Customer Down Payments
(Double Click on Down Payment & Give Reconciliation Account Number and Special
GL Account Number)
>Manu’s> 111
>Manu’s>
BUSINESS SCENARIO-1
ADV. AMT--------100000
CUST.INVOICE--100000
1. Down Payment Receipt Posting at- F-29

2. Sale Invoice Posting—f-22
3. Transfer of Down Payment from Special GL to Normal item by clearing
Special GL Account—f-39
4. Clearing of Normal Item—f-32
>Manu’s> 112
>Manu’s>
NORMAL A/C (SUNDRY DEBTORS)

DR CR
2.100000 3.100000
SPECIAL GL A/C (ADVANCE FROM CUSTOMERS)

………………………………………………………….
DR CR
3.100000 1.100000
1. Customer down Payment Posting (F-29)

Accounting > Financial Accounting > Accounts Receivable > Document Entry > Down
Payment > Down Payment
(Special GL Indicator ‗A‘)
SPECIAL GL – CREDIT---CUSTOMER---19
001 40 HYD 0000200004 HSBC BANK A/C-1 100,000.00

002 19A 0000500000 HYDERABAD CONSTRUC 100,000.00-
2. Sale Invoice Posting (F-22)

Accounting > Financial Accounting > Accounts Receivable > Document Entry > Other >
Invoice General
001 01 0000500000 HYDERABAD CONSTRUC 100,000.00

002 50 HYD 0000300002 SALES A/C 100,000.00-
>Manu’s> 113
>Manu’s>
3.Transfer of Advance from Special GL to Normal by clearing Special GL (F-39)

Down Payment Clearing
Accounting > Financial Accounting > Accounts Receivable > Document Entry > Down
Payment > Clearing
09 TSL 500000 HYDERABAD CONSTRUCT 100,000.00 INR 100,000.00 INR

16 TSL 500000 HYDERABAD CONSTRUCT 100,000.00- INR 100,000.00- I
4.Clearing of Normal Item (F-32)

Accounting > Financial Accounting > Accounts Receivable > Account > Clear
BUSINESS SCENARIO-2
ADV. AMT--------100000
1. Down Payment Receipt Posting at- F-29(100000)
2. Sale Invoice Posting—f-22(200000)
Special GL Account—f-39(100000)
4. Incoming payment- f-28(100000)
>Manu’s> 114
>Manu’s>

DR CR
2.200000 3.100000
4.100000

………………………………………………………….
DR CR
3.100000 1.100000
BUSINESS SCENARIO-3
ADV. AMT--------200000
1. Down Payment Receipt Posting at- F-29(200000)
2. Sale Invoice Posting—f-22(100000)
Special GL Account—f-39(100000)
4. Clearing of Normal Item—f-32(100000)
>Manu’s> 115
>Manu’s>

DR CR
2.100000 3.100000

………………………………………………………….
DR CR
3.100000 1.200000
>Manu’s> 116
>Manu’s>
DUNNING:
 DUNNING IS SENDING REMINDERS TO THE CUSTOMERS FOR
PAYMENT
DUNNING AREA
DUNNING AREA IS THE AREA IN WHICH DUNNING IS DONE.
EXAMPLE:
-- A COMPANY CODE
--A REGION
-- A SALES ORGANISATION
DUNNING LEVELS
THESE THE NUMBER OF TIMES YOU ARE DUNNING THE CUSTOMER
DUNNING LEVEL-1---------REMINDER-1
MAXIMUM OF 9 DUNNING LEVELS.
MOSTLY USED – 4 LEVELS.
DUNNING FREQUENCY/DUNNING INTERVAL
AT WHAT INTERVALS THE DUNNING IS DONE
THE TIME GAP BETWEEN TWO DUNNING LEVELS
GRACE PERIOD
THIS IS TIME GAP GIVEN FOR DUNNING A CUSTOMER AFTER THE DUE
DATE.
EXAMPLE
1- APR-10--------- SALES INVOICE DATE
1-APR-10 ----------DUE DATE

(3 DAYS GAP IS GRACE PERIOD)
5-APR-10-----------DUNNING LEVEL-1
DUNNING PROCEDURE
 ITS ASSIGNED TO THE CUSTOMER MASTER

 HOW MANY DUNNING LEVELS
 WHAT IS THE DUNNING FREQUENCY
 WHAT IS THE GRACE PERIOD
 DUNNING TEXT
>Manu’s> 117
>Manu’s>
1.Define Dunning Areas (OB61)

Transactions > Dunning > Basic Settings for Dunning > Define Dunning Areas
(F5, Company Code: XYZ, Area: leave blank, Text: Dunning Area for XYZ)
2. Define Dunning Procedure (FBMP)

Transactions > Dunning > Dunning Procedure > Define Dunning Procedures
(Select ‗New Procedure‘

Name: XYZ Text: Dunning Procedure for XYZ
Dunning Interval: 10 days
Number of Dunning Levels: 4 (max)
Line Item Grace Period: 3 days
Select ‗Standard Transaction Dunning‘
Select ‗Dunning Text‘ Button (ignore the warning message & enter)
Co. Code: XYZ
>Manu’s> 118
>Manu’s>
Select ‗Customer‘ & Enter
Select ‗New Company Code‘ Button

Give: XYZ & Enter
Select ‗Separate Notice per Dunning Level‘
Back arrow twice & say ‗Yes‘ to the message ‗Data to be saved?‘
Select ‗Dunning Text‘ Button once again

Co. Code: XYZ
Select ‗Customer‘ & Enter
{Open one more session with FBMP & Double Click 0001 System defined Dunning
Procedure
Select ‗Dunning Text‘ Button and give Co. Code: 0001
Select ‗Customer‘ & Enter}
Copy the Forms from here and Paste in XYZ‘s FBMP
Select Back Arrow
Select ‗Dunning Levels‘ Button & specify interest settings if any
Select ‗Charges‘ Button to specify Dunning Charges if any
Save, Ignore the warning message & Enter)
3. Assignment of Dunning Procedure in the Customer Master (XD02)

Accounting > Financial Accounting > Accounts Receivable > Master Records > Maintain
Centrally > Change
(In Company Code Data > Correspondence Tab > Assign Dunning Procedure)
>Manu’s> 119
>Manu’s>
Dunning Run (F150)

Accounting > Financial Accounting > Accounts Receivable > Periodic Processing >
Dunning
STEPS IN DUNNING RUN
1. PARAMETERS ARE ENTERED and SAVED

2. DUNNING IS SCHEDULED AND COMPLETED
3. DUNNING PRINT OUT IS SCHEDULED AND COMPLETED
4. DUNNING HISTORY AND PRINT PREVIEW
Sales & Purchase Tax

 Sales tax or output tax is the tax on sales
 Purchase tax or input tax is the tax on purchases
Input Tax or Purchase Tax
Base 100
2% Tax 2
----
Inventory RM 102 ----
Output Tax or Sales Tax
Base Price 120 Sales Account
10% ST 12 ST Payable Account
----
132
----
Tax paid to the govt----12(OT) ----2(IT)===10
12--------20====== --8(input tax credit)
This is known VAT
>Manu’s> 120
>Manu’s>
1. Define Calculation Procedure (OBQ3)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Basic Settings >
Check Calculation Procedure
Double click ‗Define Procedures‘
(F5, Procedure: TaxXYZ {any}, Desc: Sales Tax India & Save
Select the Record Created
Double click ‗Control Data‘ & Select ‗New Entries‘
Step: 1
Condition Type: BASB Base Amount
Step: 2
Condition Type: MWVS Input Tax
From: 1 To: 1
Account Key: VST Input Tax
Step: 3
Condition Type: MWAS Output Tax
From: 1 To: 1
Account Key: MWS Output Tax
Save)
>Manu’s> 121
>Manu’s>
2. Assign Country to Calculation Procedure (OBBG)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Basic Settings >
Assign County to Calculation Procedure
(For Country ‗IN‘ attach the procedure ‗TaxXYZ‘)
3. Define Tax Codes for Sales & Purchases (FTXP)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Calculation > Define
Tax Codes for Sales and Purchases
(For Input Tax 

Country: IN & Enter
Tax Code: V1 {Any} Desc: 2% Input Tax
Tax Type: ‗V‘ Input Tax & Enter
Input Tax: 2% (Give Input Tax Rate)
Deactivate the Output Tax Line & Save)
(For Output Tax 
Country: IN & Enter
Tax Code: A1 (Any) Desc: 4% Output Tax
Tax Type: ‗A‘ Output Tax & Enter
Output Tax: 4% (Give Output Tax Rate)
Deactivate the Input Tax Line & Save)
3. CREATION OF TAX GL /AC AT FS00

OUTPUT TAX ---- UNDER CURRENT LIABILITIES
INPUT TAX-------UNDER CURRENT ASSETS
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OR
VAT POOL A/C ----
4. Define Tax Accounts (OB40)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Posting > Define Tax
Accounts
(Double click ‗VST‘ Input Tax key

Chart of Accounts: XYZ & Save
Give the GL Account Number to which Input Tax should go:
Select Back Arrow & Double click ‗MWS‘ key for Output Tax
Chart of Accounts: XYZ
Check On ‗Tax Code wise‘ & Save
Tax Code: A1 Account Number: ST Payable A/c.)
5. Assign Tax Code in SALES AND INVENTORY GL Account (FS00)

Control Data Tab > Tax Category: * (All Tax Codes allowed)
Check on ‗Posting without Tax allowed‘
6. Assign tax codes to Non-taxable transactions (OBCL)

SPRO > Financial Accounting > FAGS > Tax on Sales/Purchases > Posting > assign tax
codes to non-taxable transactions
This config.setting is mandatory to set up asset accounting in SAP
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FICO CONSULTANT‘S ROLE IN SALES TAX
1. CREATION OF CALCULATION PROCEDURE (IT‘S DONE BY MM & SD

ALSO)
2. CREATION TAX CODES
3. AUTOMATIC ACCOUNT DETERMINATION OF TAX ACCOUNTS
4. SET UP TAX INDICATOR FOR GL ACCOUNTS (SALES A/C & INVENTORY
RM A/C)
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BILLS OF EXCHANGE
BILLS RECEIVABLE
BILLS DISCOUNTING
 BILLS OF EXCHANGE ARE KNOWN AS SPECIAL GL

TRANSACTIONS IN SAP
BILLS OF EXCHANGES
GUARANTEES ETC.
 SPECIAL GL TRANSACTIONS ARE INDENTIFIED WITH A SPL. GL
INDICATOR
EXAMPLE: DOWN PAYMENTS------------A
 IN BILLS OF EXCHANGE,, ―SUNDRY DEBTORS (BILLS OF

EXCHANGE ) IS KNOWN AS SPL. GL ACCOUNT OR ALTERNATIVE
RECONCILLIATION ACCOUNT.
 SPECIAL GL INDICATOR(W) IS THE LINK BETWEEN ------

NORMAL GL / RECONCILLIATION A/C (SUNDRY DEBTORS)
AND
(SUNDRY DEBTORS (BILLS OF EXCHANGE)
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1. CREATION OF TWO GL ACCOUNTS
 SUNDRY DEBTORS (BILLS OF EXCHANGE) UNDER CURRENT ASSETS

 CITIBANK BILL DISCOUNTING ACCOUNT UNDER SECURED LOANS
( select ―post automatically‖ checkbox)
3. LINK BETWEEN THE SUNDRY DEBTORS AND SUNDRY DEBTORS

(BILLS OF EXCHANGE) USING THE SPL.GL INDICATOR-
W(OBYN)
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3. DEFINE BANK SUB-

ACCOUNTS(OBYK)
4. SALES INVOICE POSTING WITH PAYMENT TERMS –NT30( 30 DAYS

CREDIT PERIOD) ( F-22)
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5. BILLS OF EXCHANGE PAYMENT(F-

36)
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6. BANK BILL DISCOUNTING(F-33)
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7. REPORT TO VIEW THE OUTSTANDING IN BILLS DISCOUNTING/BILLS OF

EXCHANGE - CUSTOMER –WISE…
8.REVERSE CONTINGENT LIABILITY
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Asset Management
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ASSET MANAGEMENT
 Its a Subsidiary Ledger

 Asset accounts are reconciliation accounts which will update the values from AA
to GL.
Chart of Depreciation –
 It‘s a defined directory of depreciation areas.

 Chart of depreciation is not created but copied from Germany Chart of
Depreciation
 Chart of depreciation is assigned to the company code
Depreciation Areas –
Depreciation area is type of valuation of an asset
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Example:
Book dep,tax dep and Cost dep.
Depreciation Methods
The method used to calculate depreciation
Examples:
Straight Line Method------------------
Written Down Value Method----------
Straight line method
10% on book value—(KNOWN AS APC—ACQUISITION AND PRODUCTION COST
IN SAP)
100000---book value (2006)

10000-----2006(10%)
90000----jan 2007-Net book value (NBV)
10000(2007)
80000
10000
70000
Written Down Value Method/Declining balance method

10% on Net book value—
100000---book value (2006)

10000-----2006(10%)
90000----jan 2007-Net book value (NBV)
9000(2007)
81000(2008)
8100
Depreciation Keys –
Rate + Method
Example—
5%+ SLM
10% + SLM
15%+ SLM
5% +WDV etc.
Account Asset Class Asset Sub Asset

Determination Masters Masters
Land(25) Free Hold Land --10
Lease Hold Land --15
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Buildings(9) Factory Buildings --5

Non Factory Bldgs. -4
Plant & Department A(15) Machine No.1 Motor
Machinery(50) Department B(10)
Department C(25)
Furniture & Furniture & Fixtures-
Fixtures(22) 10
Office Equipment-12
Vehicles(40) Indigenous
Vehicles(30)
Imported
Vehicles(10)
Capital Work in Expansion 1
Progress(cwip) OR Expansion 2
asset under Expansion 3
construction(AUC)
Rules:
1. Sub Asset Master is to be created WRT Main Asset Master
2. Main Asset Master is to be created WRT Asset Class
3. In Asset Class we mention Account Determination
4. For Account Determination we assign GL Accounts on the basis of
Transaction etc.
FI-AA INTEGRATION- GL A/C OF FI IS ASSIGNED TO THE ACCOUNT

DETERMINATION OF AA AT THE T.CODE-AO90
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Example:
FI
GL a/c -200010(Plant & machinery) -------3435000
.
.
.
.
.
.
AA
Account Asset Class Asset Sub Asset

Determination Masters Masters
Plant & Department A(3) M-.1(200000) Motor-
Machinery(50) (915000) M-2(300000) 1(15000)
(3235000) M-3(400000)
M-5(400000)
Department B(3) M-6(100000)
(900000) M-7(400000)
Department C(3) M-.8(600000)

(1420000) M-9(400000)
M-10(400000 Motor-
M- 2(20000)
11(200000)
System defined Account Determinations and Screen Layout Rules:

Description Account Screen
Determination Layout Rule
Real Estate and Similar Rights 10000 1000
Buildings 11000 1100
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Machinery and Equipment 20000 2000

Furniture & Fixtures 30000 3000
Vehicles 31000 3100
Hardware (IT) 32000 3200
Down Payments paid and Assets under Construction 40000 4000
Low Value Assets 50000 5000
Leasing 60000 6000
Objects of Art 80000 8000
Settings:
1. Copy Reference Chart of Depreciation/ Depreciation Areas (EC08)
SPRO > Financial Accounting > Asset Accounting > Organisational Structures > Copy
Reference Chart of Depreciation/ Depreciation Areas
Double click ‗Copy Reference Chart of Depreciation‘

(Menu) Organisational Object > Copy Org. Object (EC08)
From Chart of Depreciation: ODE (Sample Chart of Depreciation, Germany)
To Chart of Depreciation: XYZ & Enter
Double click ‗Specify Description of Chart of Depreciation‘
Change the Description for XYZ as XYZ Chart of Depreciation
2. Assign Chart of Depreciation to Company Code (OAOB)

SPRO > Financial Accounting > Asset Accounting > Organisational Structures > Assign
Chart of Depreciation to Company Code
3. Specify Account Determination

SPRO > Financial Accounting > Asset Accounting > Organisational Structures > Asset
Classes > Specify Account Determination
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4. Create Screen Layout Rules

Classes > Create Screen Layout Rules
(No Settings Required)
5. Define Number Range Interval for Asset Classes (AS08)

Classes > Define Number Range Interval
Create Intervals
Group No. From To

01 1 100000
02 100001 200000
03 200001 300000
04 300001 400000
05 400001 500000
06 500001 600000
6. Define Asset Classes (OAOA)

Classes > Define Asset Classes
Account determination, screen layout rule and number range are assigned in the asset
class
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New Entries
Asset Class: X10000 Freehold Land
Account Determination: 10000
Screen Layout Rule: 1000
Number Range Group: 01
Select ‗Include Asset‘ under ‗Inventory Data‘
Select ‗No AuC or Summary Management of AuC‘
Save
Select ‗Next Entry‘ Button

Asset Class: X11000 Factory Buildings
Select ‗Include Asset‘
Save

Asset Class: X20000 Department A Plant & Machinery
Save

Asset Class: X20001 Department B Plant & Machinery
7. Creation of GL Accounts (FS00)

1. Land (Deselect ‗Only Bal in LC‘, Reconciliation: Assets, Sort Key 018, -FSG-
G067)
2. Buildings - do -
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3. Plant & Machinery - do -

4. Furniture & Fixtures - do -
5. Vehicles - do -
6. Capital Work in Progress - do -
7. Accumulated Depreciation – Buildings - do -
8. Accumulated Depreciation – Plant & Machinery - do -
9. Accumulated Depreciation – Furniture & Fixture - do -
10. Accumulated Depreciation – Vehicles - do –
(all the above i. e 1 to 10 GL accounts under balance sheet and are reconciliation
accounts)
11. Asset Sale (Under Other Income Group & Field Status G052, Sort Key 018)
12. Profit on Sale of Asset (Under Other Income & Field Status G001, Sort Key 018)
(11 & 12 come under income)
13. Loss on Asset Sale (Under Admn Cost & Field Status G001, Sort Key 018)
14. Loss due to Scrapping (Under Admn Cost & Field Status G001, Sort Key 018)
15. Depreciation (Under Depreciation & Field Status G001, Sort Key 018)
(13,14 & 15 under expenditure)
8. Assignment of Accounts (AO90)

SPRO > Financial Accounting > Asset Accounting > Integration with General Ledger >
Assign GL Accounts
Select Details of ‗Chart of Depreciation XYZ‘

Chart of Accounts: XYZ
Double Click ‗Choose Account Allocation‘
Select 10000 Account Determination (Real Estate & Similar Rights)
Double click ‗Define Acquisition/Retirement Accounts‘
Select 01 Book Depreciation Area
Select ‗Details‘ Button
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Acquisition: Acquisition & Production Costs: Give GL A/c. of LAND

Clearing Account Revenue from Asset Sale: Give GL A/c. of ASSET SALE
Gain from Asset Sale: Give GL A/c. of PROFIT ON ASSET SALE
Loss from Asset Sale: Give GL A/c. of LOSS ON ASSET SALE
Loss made on Asset Retirement without Revenue: Give GL A/c. of LOSS DUE TO
SCRAPPING
Enter & Save
Select Back Arrow Twice
Select 11000 Account Determination (Buildings)

Double click ‗Define Acquisition/Retirement Accounts‘
Select 01 Book Depreciation Area
Acquisition: Acquisition & Production Costs: Give GL A/c. of BUILDINGS
Clearing Account Revenue from Asset Sale: Give GL A/c. of ASSET SALE
Gain from Asset Sale: Give GL A/c. of PROFIT ON ASSET SALE
Loss from Asset Sale: Give GL A/c. of LOSS ON ASSET SALE
Loss made on Asset Retirement without Revenue: Give GL A/c. of LOSS DUE TO
SCRAPPING
Enter & Save
Double click ‗Define Depreciation Accounts‘
Select 01 Book Depreciation
Accumulated Depreciation Account for Ordinary Depreciation: Give GL A/c. of
ACCUMULATED DEPRECIATION – BUILDINGS
Expense Account for Ordinary Depreciation: Give GL A/c. of DEPRECIATION
Enter & Save
Select Back Arrow Twice
And repeat the procedure for 20000, 20001, 30000, 31000 and 40000
Note: For ‗40000 Asset under Construction‘, no need to assign Depreciation Accounts as
there will be no Depreciation on AuC.
9. Determination of Depreciation Areas in Asset Classes (OAYZ)

SPRO > Financial Accounting > Asset Accounting > Valuation > Determine
Depreciation Areas in Asset Class
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Select X10000 Freehold Land

Double Click ‗Depreciation Areas‘
Activate 01 Book Depreciation by Deselecting it
Layout Depreciation on Asset Sub Number Level: Give 2000 in all 3 records.
Back Arrow
Select X11000 and repeat the process. And repeat the process for the remaining Asset
Classes X20000, X20001, X30000, X31000 and X40000
10. Specify Document Type for Posting of Depreciation (OBA7)

Post Depreciation to General Ledger > Specify Document Type for Posting of
Depreciation
11. Specify Intervals and Posting Rules (OAYR)

Post Depreciation to General Ledger > Specify Intervals and Posting Rules
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Select XYZ Company Code and Double click ‗Posting Rules‘

Select Details of 01 Book Depreciation
Select ‗Monthly Posting‘
12. Specify Rounding off Net Book Value and / or Depreciation (OAYO)
SPRO > Financial Accounting > Asset Accounting > Valuation > Amount Specification
(Com Code/Dep Area) > Specify Rounding off Net Book Value and / or Depreciation
Select XYZ Company Code and Double click ‗Rounding Specification‘

Select 01 Book Depreciation & Select ‗Details‘ Button
Select ‗Automatically Calculated Depreciation‘
Select ‗Round to nearest whole‘
13. Define Screen Layout for Asset Master Data

SPRO > Financial Accounting > Asset Accounting > Master Data > Screen Layout >
Define Screen Layout for Asset Master Data
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Select 1000 Real Estate or Land

Double click ‗Logical Field Groups‘
Select ‗2 Posting Information‘
Double click ‗Field Group Rules‘
Capitalization Date  Required Entry
Check on ‗Main Asset Number‘, ‗Sub Number‘ and ‗Copy‘
Back Arrow
Select ‗3 Time Dependent Data‘
Business Area  Required Entry
Repeat the Process for 1100, 2000, 3000, 3100 & 4000.
14. Define Screen Layout for Asset Depreciation Areas (AO21)

SPRO > Financial Accounting > Asset Accounting > Master Data > Screen Layout >
Define Screen Layout for Asset Depreciation Areas
Select 2000 Depreciation on Asset Sub Number Level

Depreciation Keys  Required Entry at
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Depreciation Keys-----------rate + dep.method
 Depreciation key will allow the to calculate the depreciation for one
particular asset
 This is assigned to the asset class, asset master and the sub-asset master.
Define Depreciation Key: In depreciation key, we assign calculation methods which

are as below------
 Define Base Method
 Define Declining Balance Method
 Define Multi Level Method
 Define Period Control Method
a. Define Base Method

SPRO > Financial Accounting > Asset Accounting > Depreciation > Valuation Methods
> Depreciation Key > Calculation Methods > Define Base Methods
This method will specify how the percentage of the depreciation should be calculated i.e
should the percentage be from the useful life or an explicit percentage.
0014 – Ordinary: Explicit Percentage (after end of life)
For SLM always select 0014
No Settings Required
b.Define Declining Balance Methods (AFAMD)

> Depreciation Key > Calculation Methods > Define Declining Balance Methods
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Always Select 001, No Settings Required
C.Maintain Period Control Methods (AFAMP)

> Depreciation Key > Calculation Methods > Maintain Period Control Methods
D.Define Multi Level Methods (AFAMS)

> Depreciation Key > Calculation Methods > Define Multi Level Methods
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New Entries
M_Level_Method: X1 (any)
Description: 5% SLM
Validity Start: From Ordinary Depreciation Start Date
Save & Double click ‗Levels‘
New Entries
Acquisition Year: 9999 Years: 999 Periods: 12
Base Value: 01 Acquisition Value Percentage: 5
Save & Back Arrow 3 times
New Entries
M_Level_Method: X2 (any)
Description: 5% WDV
Validity Start: From Ordinary Depreciation Start Date
Save & Double click ‗Levels‘
New Entries
Acquisition Year: 9999 Years: 999 Periods: 12
Base Value: 24 Net Book Value Percentage: 5
Maintain Depreciation Key (AFAMA)

> Depreciation Key > Maintain Depreciation Key
Select XYZ Company Code

Select ‗Choose‘ Button
New Entries
Depreciation Key: XYZ1 (any)
Description: 5% SLM
Select ‗Period Control According to Fiscal Years‘
Select ‗Depreciation to the Day‘
Save, Ignore the warning message & Enter
Double click ‗Assignment of Calculation Methods‘
New Entries
Depreciation Type: Ordinary Depreciation
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Phase: From the start of Depreciation

Assignment 
Base Method: 0014 (Ordinary: Explicit Percentage after end of life)
Declining Balance Method: 001
Period Control Method: 006
Multi Level Method: X1 (for SLM)
Class  Straight Line Depreciation
Save & Back Arrow 4 times to ‗Activate‘ Depreciation Key ‗XYZ1‘
Save
New Entries once again

Repeat the same procedure for creating XYZ2 Depreciation Key for 5%WDV
Select Multi Level Method ‗X2‘ for WDV
Select Class  Declining Balance Depreciation
1.Creation of Asset Master (AS01)

Accounting > Financial Accounting > Fixed Assets > Asset > Create > Asset
Asset Class:
Co. Code:
No. of similar Assets: 1 & Enter
General Data  Description of the Asset:
Posting Info  Capitalization Date:
‗Time Dependent Data‘ Tab  Business Area:
‗Depreciation Area‘ Tab 
Depreciation Key:
Use Life: (Life of the Asset)
Per: (Planned useful life in periods)
Ordinary Depreciation Start Date:
Save (Asset XXXXXX 0 is created)
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Creation of Sub Asset Master (AS11)

Accounting > Financial Accounting > Fixed Assets > Asset > Create > Sub No. > Asset
Asset: XXXXXX Class:

Company Code: XYZ & Enter
General Data  Description of the Sub Asset:
Posting Info  Capitalization Date:
‗Time Dependent Data‘ Tab  Business Area:
‗Depreciation Area‘ Tab 
Depreciation Key:
Use Life: (Life of the Asset)
Per: (Planned useful life in periods)
Ordinary Depreciation Start Date:
Save (Asset XXXXXX 1 is created)
Asset Purchase Posting (F-90)

Accounting > Financial Accounting > Fixed Assets > Postings > Acquisition > External
Acquisition > With Vendor
70--------asset debit
75--------asset credit
Entry
Asset--------------dr-----70
Vendor------------cr-----31
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Doc. Date: Posting Date: Doc. Type: KR Vendor Invoice

Posting Key: 31 Vendor Credit Account: Vendor Account Number
Asset Value: B. Area: Desc: Asset Purchase Posting
Next Line 
Posting Key: 70 Asset Debit Account: XXXXXX 0
Transaction Type: 100 External Acquisition Type
Amount: * Text: + Doc > Simulate & Save
Sub Asset Purchase Posting (F-90)
Accounting > Financial Accounting > Fixed Assets > Postings > Acquisition > External
Acquisition > With Vendor.
To display asset balances for single asset wise-- Asset Explorer (AW01N)
Accounting > Financial Accounting > Fixed Assets > Asset > Asset Explorer
----Transactions made on this asset

----Asset balances year wise
----Depreciation planned year wise/period wise
----Depreciation posted year wise/period wise
----GL a/c assigned to this asset
----Depreciation key assigned
----Useful Life, expired useful life and the remaining useful life
----Comparison of the asset values across the fiscal years
----Depreciation Areas and the asset values depreciation area wise
----Types of depreciation posted/planned (planned, unplanned depreciation etc)
Depreciation Run (AFAB)

Accounting > Financial Accounting > Fixed Assets > Periodic Processing > Depreciation
Run > Execute
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 This is executed every month end

 System calculates & posts depreciation for all the assets in the given company
code
 This is executed in a background thru a background job.
Four Options to run the depreciation and only one can be chosen at a time
Planned Posting Run----Periods will be picked sequentially
Unplanned Posting run---Periods can be skipped and a period can be randomly given
Repeat---- To charge/post depreciation again for assets or a single asset, this is used
Restart----This should be used when there is abrupt end (due to the power failure or
system shutdown etc) in the middle of depreciation run
(Planned Posting Run, Unplanned Posting Run, ---------------)
Asset Sale (F-92)

Accounting > Financial Accounting > Fixed Assets > Postings > Retirement >
Retirement with Revenue > With Customer
Example
Asset Acquisition date
01.04.2009
100000
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Asset sale date -01.06.2009

Asset value becomes 100000-1672=98328(this is the value at the sale date only if when u
selling a asset)
Sale on 01.06.2009---Sale value-105000
Profit on sale—(5000+depreciation 1672)===6672
( Asset sale value 105000- asset net book value-98328=profit on sale-6672)
Check on ‗Asset Retirement‘

Transaction Type: 210 Retirement with Revenue
Select ‗Complete Retirement‘
The Entry created is
01 Customer A/c. Dr.
70 Acc Depn A/c. Dr.
40 Asset Sale A/c. Dr.C
To 50 Asset Sale A/c.C
To 75 Asset A/c.
To 50 Profit on Asset Sale A/c.
001 01 0000500000 HYDERABAD CONSTRUC 105,000.00

002 50 0000300003 Asset SAle A/c 105,000.00-(C)
003 75 HYD 0000200012 000000400001 0000 100,000.00-
004 70 HYD 0000200017 000000400001 0000 820.00
005 40 HYD 0000300003 Asset SAle A/c 105,000.00(C)
006 50 HYD 0000300004 P on Sale of Ast A/ 5,820.00-
Asset Scrapping (ABAVN)

Accounting > Financial Accounting > Fixed Assets > Postings > Retirement > Scrap
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Asset Transfer within Company Code (ABUMN)

Accounting > Financial Accounting > Fixed Assets > Postings > Transfer > Transfer
within Company Code
Two types of transfers within the company code
1. Intra asset class
Transfer from
HYD---------------------------------B‘LORE
Asset no-200001-----------------new asset no---
(asset class- T110) (asset class- T110)
OR
2. Inter asset class
Transfer from
ASSET CLASS -1 ---------- TO ----------- ASSET CLASS -2
Asset no-200001
(Asset class-T110) (Asset class-T111)
HYD B‘LORE
NOTE: Accumulated depreciation of the existing asset will be shown in the ― Value
adjustment‖ section of the receiving asset.
HOW TO GIVE A SCRAP VALUE TO AN ASSET:
Example:
APC Value-100000
1000- SCRAP VALUE AT THE END OF USEFUL LIFE.
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Use the T.code- AS02 (change asset)
Note: System stops calculating depreciation once the net book value of the asset
reaches/equals the scrap value.
FI CLOSING PROCEDURES
--- FI MONTH END CLOSING
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--- FI YEAR END CLOSING
--- FI MONTH END CLOSING

(These activities are done in the first 2-5 working days of the current period for the
previous period)
 Accrual/Deferral postings
 Recurring Entries
 Depreciation posting
 Interest Calculation > Balances (F.52)
 Close old period & open new period
 AUC settlement
 Foreign Currency valuation.
FI YEAR END CLOSING
1.GL Balances Carry Forward (F.16)(FAGLGVTR)

Accounting > Financial Accounting > General Ledger > Periodic Processing
> Closing > Carry Forward > Balances
PL BALANCES ---THEY ARE NOT CARRIED TO THE NEXT YEAR

BUT THEY ARE TRANSFERRED TO THE RETANINED EARNINGS
ACCOUNT WHICH IS GIVEN AT THE TRANSACTION CODE-OB53
BS BALANCES--- THEY ARE CARRIED FORWARD NEXT YEAR
Prerequisites
1. The retained earnings account should have been created
2. The retained earnings account should have been assigned at the
transaction code-OB53
2. Copying Document Number Ranges for next year (OBH2)
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SPRO > Financial Accounting > FAGS > Document > Document Number
Ranges > Copy to Fiscal Year
3. Open new fiscal year and Posting Periods in the new fiscal year (OB52)
SPRO > Financial Accounting > FAGS > Document > Posting Periods >
Open & Close Posting Periods
4.Vendor & Customer Balances to be carry forward to next year (F.07)

Accounting > Financial Accounting > Accounts Payable > Periodic
Processing > Closing > Carry Forward > Balances
5.Foreign Currency valuation.
6.CLOSING PROCEDURE IN AA
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6 (a): Execute Year End Closing for Assets (AJAB)

Accounting > Financial Accounting > Fixed Assets > Periodic Processing >
Year End Closing > Execute
This is applicable for AA only.
This step can be executed only after posting depreciation for all assets & for
all posting periods.
6(b):Fiscal Year change in AA(AJRW)

Accounting > Financial Accounting > Fixed Assets > Periodic Processing
> fiscal year change
6(c): Undo year end closing in AA (OAAQ) (this is optional and this is done
to remove the fiscal year which is closed and make it open again)
Accounting > Financial Accounting > Fixed Assets > Periodic Processing
> Year End Closing > Undo---Entire company code
Reports
REPORTS IN FI
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REPORTS IN GL
1. To View Chart of Accounts (S_ALR_87012326)

Accounting > Financial Accounting > General Ledger > Information System > General
Ledger Reports > Master Data > Chart of Accounts > Chart of Accounts
2. To display the list of journal entries
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To display the list of journal entries
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To display the list of journal entries
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3. A report showing list of Recurring entry documents

(Another report is at F.15)
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5. Ledger for Balance Audit Trial S_ALR_87100205

Accounting > Financial Accounting > General Ledger > Periodic Processing > Closing >
Document > Balance Audit Trial > All Accounts > General Ledger from the Document
File
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5. Trial Balance (S_ALR_87012310)

Accounting > Financial Accounting > General Ledger > Information System > General
Ledger Reports > Account Balances > Korea > Trial Balance South Korea
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6. Balance Sheet and P& L account (S_ALR_87012284) (F.01)

Accounting > Financial Accounting > General Ledger > Information System > GL
Reports > Balance Sheet/P&L Account/Cash Flows > General > Actual/Actual
Comparisons > Balance Sheet/Profit & Loss Statement
7. Drilldown Report P&L

Accounting > Financial Accounting > General Ledger > Information System > GL
Reports > Balance Sheet/P&L Account/Cash Flows > General > Actual/Actual
Comparisons > Actual/Actual comparison for year
>Manu’s> 164
>Manu’s>
REPORTS IN AP
1.Vendors List (S_ALR_87012086)

Accounting > Financial Accounting > Accounts Payable > Information System > Reports
for Accounts Payable Accounting > Master Data > Vendor List
2.Display changes made to the vendor(S_ALR_87012089)

for Accounts Payable Accounting > Master Data > display changes made to the vendor
3. Vendor Age Analysis (S_ALR_87012085)

for Accounts Payable Accounting > Vendor Items > Vendor Payment History with Open
Item Sorted List
4. Vendor line items (S_ALR_87012103)
>Manu’s> 165
>Manu’s>
5. List of Vendor open items (S_ALR_87012083)
>Manu’s> 166
>Manu’s>
6.Vendor Cleared items(S_ALR_87012104)
7. List of Down Payments to Vendors (S_ALR_87012105)

for Accounts Payable Accounting > Vendor Items > List of Down Payments open at key
date - Vendors
>Manu’s> 167
>Manu’s>
REPORTS IN AR
1. List of customers
>Manu’s> 168
>Manu’s>
2.To display changes made to a customer
>Manu’s> 169
>Manu’s>
6. Customer line items or ledger
>Manu’s> 170
>Manu’s>
4. Customer ageing analysis
>Manu’s> 171
>Manu’s>
5. Customer open items
>Manu’s> 172
>Manu’s>
6. Customer Cleared Items
>Manu’s> 173
>Manu’s>
7. Customer down payments
REPORTS IN AA
>Manu’s> 174
>Manu’s>
Report to view single asset- Asset Explorer (AW01N)
>Manu’s> 175
>Manu’s>
Report to View asset balances by asset number ( S_alr_87011963)
>Manu’s> 176
>Manu’s>
Report to View asset balances by asset Class ( S_alr_87011964)
>Manu’s> 177
>Manu’s>
Report to View asset balances by Business Area (S_alr_87011965)
>Manu’s> 178
>Manu’s>
Report to View asset balances by Cost Center (S_alr_87011966)
>Manu’s> 179
>Manu’s>
Report to View asset balances by Plant (S_alr_87011967)
>Manu’s> 180
>Manu’s>
Asset History Sheet (AR02) (S_alr_87011990)
>Manu’s> 181
>Manu’s>
Asset Transactions (S_alr_87012048)
>Manu’s> 182
>Manu’s>
Asset Aquisitions
>Manu’s> 183
>Manu’s>
Report to View Asset Retirements
>Manu’s> 184
>Manu’s>
Report to View Intra Company Asset Transfers
>Manu’s> 185
>Manu’s>
Report to view Depreciation Posted
>Manu’s> 186
>Manu’s>
Report to View Depreciation Forecast
>Manu’s> 187
>Manu’s>
FINANCIAL STATEMENT VERSION(FSV)
 THIS IS THE USED TO ARRANGE THE GL ACCOUNTS IN A DESIRED MANNER SO AS TO

DISPLAY THEM ON YOUR FINANCIAL STATEMENTS I.E P& L STATEMENT AND BALANCE
SHEET
 THIS IS THE STRUCTURED WAY IN WHICH THE GL ACCOUNTS SHOULD APPEAR
 USED IN THE TRANSACTION CODES-F.01 ETC.
 THIS CONSISTS OF NODES AND SUB-NODES
 TO THE LAST NODE, THE GL ACCOUNT IS ASSIGNED
1. DEFINE FINANCIAL STATEMENT VERSION (OB58)
>Manu’s> 188
>Manu’s>
Creation of Company code by copying from another company code
T.code-EC01
System copies the following to the new company code from the old company code
1. Configuration Data
2. GL accounts
3. Number Ranges
NOTE
1. Copying the GL is optional and it is recommended if the same chart of accounts is used
for both the company codes
2. There is an option of changing the currency for the new company code while copying.
To change the currency for the new company code, select ―Yes‖ in the message below
which comes up in the process of copying the company code.
>Manu’s> 189
>Manu’s>
>Manu’s> 190
>Manu’s>
>Manu’s> 191
>Manu’s>
EXTENDED WITHHOLDING TAX
>Manu’s> 192
>Manu’s>
Prerequisites
Bank account
House Bank
Define WH Tax Countries
>Manu’s> 193
>Manu’s>
Define WH Tax Keys
>Manu’s> 194
>Manu’s>
Define Business Places
>Manu’s> 195
>Manu’s>
>Manu’s> 196
>Manu’s>
Assign business place to section code
>Manu’s> 197
>Manu’s>
Define Factory Calender and Holiday Calender
>Manu’s> 198
>Manu’s>
Assign Factory Calender to Business Work Places
>Manu’s> 199
>Manu’s>
Define EHT Tax types for Invoice Posting
>Manu’s> 200
>Manu’s>
Define EHT Tax types for Payment Posting
>Manu’s> 201
>Manu’s>
Potray Dependencies between WH Tax types
>Manu’s> 202
>Manu’s>
Define WHT Codes
>Manu’s> 203
>Manu’s>
Check Recepient Types
>Manu’s> 204
>Manu’s>
Maintain Tax due Dates
>Manu’s> 205
>Manu’s>
Assign WH tax types to Company code
>Manu’s> 206
>Manu’s>
Activate Ext WH Tax
>Manu’s> 207
>Manu’s>
>Manu’s> 208
>Manu’s>
Maintain Surcharges for Calculation Methods
Maintain Surcharge Tax codes ( separate Tax codes)
>Manu’s> 209
>Manu’s>
Maintain Surcharge rates(Surcharges combined with Basic WHT codes)
>Manu’s> 210
>Manu’s>
Creation of Two GL accounts ( FS00)
Professional Charges a/c under Admin
TDS on Prof.Charges Under Current Liabilities ( with OI)
>Manu’s> 211
>Manu’s>
Automatic account Assignment / account determination of GL accounts for

automatic postings
>Manu’s> 212
>Manu’s>
Maintain Company code settings for excise ( by MM)
Specify Document Type for Remittance Challan
>Manu’s> 213
>Manu’s>
Maintain Number Groups
(For remittance Challan)
>Manu’s> 214
>Manu’s>
Assign number Ranges to number groups
>Manu’s> 215
>Manu’s>
Maintain Number Ranges
>Manu’s> 216
>Manu’s>
Maintain number groups and SAP script form
( for TDS Certificates)
A SAP pre-defined form is specified here so that system will use this form for
printing the TDS certificates.
Example- J_1IEWT_CERT for India
A new form according to the local legal rules can be created by the ABAP
consultants
>Manu’s> 217
>Manu’s>
Assign Number Ranges to number groups
>Manu’s> 218
>Manu’s>
Maintain Number Ranges
>Manu’s> 219
>Manu’s>
Assign WHT types and codes in the Vendor master ( T.Code- XK02)
Vendor Invoice Posting for Professional Charges
T.Code-F-43
>Manu’s> 220
>Manu’s>
001 31 0000901005 Chakravarthy-CA 94,390.00-

002 40 1111 0000300002 Prof.Charges a/c 100,000.00
003 50 1111 0000100202 TDS on Prof.char.a/ 5,000.00-
004 50 1111 0000100202 TDS on Prof.char.a/ 500.00-
005 50 1111 0000100202 TDS on Prof.char.a/ 100.00-
006 50 1111 0000100202 TDS on Prof.char.a/ 10.00-
Creation of Remittance Challan (J1INCHLN)
The creation of RC will post an entry and clears the open items in the TDS GL
account
Enter Bank Challan( JINBANK)
>Manu’s> 221
>Manu’s>
Print TDS Certificate( J1INCERT)
>Manu’s> 222
>Manu’s>
>Manu’s> 223

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>Manu’s>

 This is used for the consolidation purposes in SAP

Company: Smallest organizational unit for which

 COMPANY CODE IS THE CENTRAL ORGANIZATIONAL UNIT USED FOR FINANCIAL

 PLANT OF MM MODULE IS ASSIGNED TO COMPANY CODE

Creation of Company Code

Assignment of Company Code to Company

In this step, multiple company codes are assigned to the company.

Company codes: company = N: 1

 Business area is an org. unit in which the company codes‘ operations

Creation of Business Area

FISCAL YEAR--- JAN--- DEC

FISCAL YEAR VARIANTS DEFINED BY SAP

USAGE OR TERMINOLOGY FOR FISCAL YEAR WHEN THE

FISCAL YEAR VARIANT---K4

V3---APRIL 2009 TO MAR.2010

 SPECIAL PERIODS IN SAP ARE USED FOR THE YEAR END

 THEY ARE A INTEGRAL PART OF THE LAST PERIOD OF

 4 SPL. PERIODS-13, 14, 15, & 16 ARE PROVIDED BY SAP

 SPL. PERIODS ARE OPENED FOR THE PREVIOUS YEAR IN

FISCAL YEAR VARIANT

1. CREATION OF FISCAL YEAR VARIANT

FISCAL YEAR CAN BE A CALENDER YEAR OR A NON –

1. Maintain/Creation Fiscal Year Variant (OB29)

2.Assign Company Code to Fiscal Year Variant (OB37)

POSTING PERIODS CAN BE DEFINED AS BELOW

I DAY AS ONE POSTING PERIOD-------365/366 POSTING PERIODS

THE BEST PRACTICE SUGGESTED BY SAP IS HAVING ONE

Previous year-JAN-2009---31 ST- DEC-2009 ----12 MONTHS—

YEAR END ADJUSTMENTS /CLOSING PROCEDURES –THEY

SPECIAL PERIODS----4 SPECIAL PERIODS—13, 14, 15 &16

THEY ARE FOR YEAR END ADJUSTMENTS /CLOSING

SPL. PERIODS ARE THE INTEGRAL PART OF LAST POSTING

FIN. HEAD------FEW ADJUSTMENTS------13TH PERIOD

POSTING PERIOD VARIANT

 POSTING PERIOD VARIANT WILL ENABLE THE CLOSING

IF THE POSTING PERIOD IS OPEN, POSTING IS ALLOWED IN

 POSTING PERIODS CAN BE OPENED AND CLOSED AT-

A. Define Posting Period Variant (OBBO)

B.Assign Variants to Company Code (OBBP)

C.Open & Close Posting Periods (OB52)

C.Assign Variants to Company Code (OBBP)

IT‘S A GROUP OF ACCOUNT GROUPS

CURRENT ASSETS---------- CASH, INVENTORY,DEBTORS

I.E.COA IS A GROUP OF ACCOUNTS GROUPED IN A

CHARTS OF ACCOUNTS IS ASSIGNED TO COMPANY CODE

2. Country Specific Chart of Accounts:

the country in question

STEPS IN CHART OF ACCOUNTS

1. Creation of Chart of Accounts (OB13)

2.Assign Company Code to Chart of Accounts (OB62)

3.Define Account Groups (OBD4)

ACCOUNT GROUP IS IN TURN A GROUP OF ACCOUNTS

CURRENT ASSETS---------- CASH, INVENTORY,DEBTORS

FIXED ASSETS--------------- LAND, BUILDINGS, MACHINERY

A.PROFIT & LOSS ACCOUNTS

B.BALANCE SHEET ACCOUNTS

-----ASSET ACCOUNTS--------------- 200000-299999

ASSET ACCOUNTS--------------- 200000-299999

FIXED ASSETS-------- 200000-200099

4.Define Retained Earnings Account (OB53)

RETAINED EARNINGS---IT IS A LIABILITY ACCOUNT.

DOCUMENT, DOCUMENT TYPES , NUMBER RANGES

In FI, a document is a journal entry

SAP FI Notes Manohar (Manu's)

SAP FI Notes Manohar (Manu's)