SAP FI

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2013-11-29T12:01:00.000-08:00

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2012-02-14T10:13:00.000-08:00

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Document structure/ control

2011-12-13T11:49:00.000-08:00

1) A document is saved for every posting. Every Document is uniquely identified by the Document Number, Company Code and Fiscal Year.

2) A Document contains Document header + 2 to 999 line items.

3) Document Type : Controls the Document header and classify the business transactions to be posted.

>> Posting Key : Controls the Line items.

4) Document types are defined at client level. Document types define the following:

a) Number ranges for Document number.

b) Account types permitted for postings. And also

c) The field status of “document header Text” and “Reference number” in the Document header.

d) Whether the invoices are posted with net procedure.

5) Standard Document types are :

KR – Vendor Invoice DR – Customer Invoice.

KG – Vendor Cr.Memo. DG – Customer Cr.Memo.

KZ – Vendor Payment DZ – Customer Payment.

AB – General Document SA – G/L a/c posting.

6) Document numbers can have internal or external number assignment.

7) Up to a future fiscal year – Number range will continue irrespective of year end.

For each fiscal year – At the start of a new year the system starts the number assignment again at the start of the number range. (You need to define number range for every new fiscal year)

8) The document number range must not over lap.

9) Document type AB allows postings to all account types.

10) One number range can be assigned to several document types.

11) Posting keys are defined at client level.

12) Posting keys control:

i) On which type of account the line item can be posted to

ii) The item is posted as a Debit or Credit.?

iii) The field status of additional fields.

In addition to this posting key specifies the following:

>> Whether line item is connected to payment transaction or not.

>> Whether posting is sales relevant.

13) Document line item fields are controlled by :

a) G/L Account specific field status group assigned to the G/L account while creating. (Account specific field status groups are summarized under field status variant which is assigned to company code) If the document is posted to a sub ledger a/c, the field status group of the reconciliation a/c is used.

b) Posting key specific field status group.

(The field status HIDE cannot be combined with the field status REQUIRED entry which causes an error.)

14) Document type does not have default posting key or vise versa. For each FI transaction (E.g. Invoice, Credit memo, Out going payment) you can define a document type and default posting key at:

IMG:FI A/cing>F.A.Global Settings>Document>Default values for document processing>Default values.

(E.g. When posting outgoing invoices, you use the document type "DR" and

posting key "01". You can store these specifications in the system. They

are proposed by the system when you call up the corresponding

transaction).

General Ledger Master Records

2011-12-13T11:23:00.000-08:00

1) There are 3 steps to create and use a chart of accounts (COA)
a) Define COA
b) Define the properties of the COA
c) Assign the COA to Company codes.

2) The COAs is a variant that contains the structure and the basic information about general ledger accounts.

3) The Definition of COA contains
a) Four digit COA key.
b) COA Name.
c) Maintenance language,
d) Length of the G/L Account number.
e) Integration with Controlling (CO) – Manual/Auto creation of Cost Elements.
f) Group Chart of accounts.
g) Status – Block indicator.

4) Length of G/L accounts can be from 1 to 10 digits.

5) One COA can be assigned to several company codes.

6) GL Master contains COA segment and Company code segment.

7) The Information entered in the COA segment for a G/L account applies to all company codes using that COA.

8) The Chart of account segment contains following details:
i) Type/Description - Account group.
- P/L or Balance sheet item.
- Description – Short/Long text.
- Group Chart of Account G/L. no.
ii) Key word Translation. – Key words in COA
- Translation.
iii) Information - Info in COAs
- G/L text in COA.s

9) The Company code segment of G/L master contains:
Only bal in
a. Control Data. – Account Control local currency, Exchange rate diff, Tax Category.A/c Management in Company code.- Open/Line item management,
b. Bank interest
c. Information.

10) Account Group Controls - Number ranges of the account.
- Status of fields in the company code segment of the master record.

11) Field status has following properties - Hide.
- Display.
- Required entry.
- Optional entry.

12) Fields displayed in G/L account master record are controlled by:

a. Account group
b. Transaction specific controls (Create/Change/Display).

13) Field status group assigned to a G/L codes in Company code segment is to control the field status of the financial transaction entered in that G/L account.

14) While creating Reconciliation account G/L master Reconciliation a/c type needs to be assigned – i.e. D – Accounts receivable or K – Accounts payable

15) You cannot post amounts directly to reconciliation accounts.

16) You can only activate or deactivate open item management if the account has a zero balance.

17) If the account currency is the local currency – the account can be posted to in any currency.

18) Account in Foreign currency as account currency can only be posted to in that foreign currency.

19) The group chart of account is assigned to each operational chat of accounts. If this is done “Group account number” in COA segment of the Operational COAs is a required entry field.

20) Country COA/Alternative COA number is entered in company code segment. This makes alternative G/L a/c field in Company code segment of the G/L master record a required entry.

21) Different accounts of one operational COAs can refer to the same group g/l account. However one country chart of a/c GL code can be referred to only one operational GL a/c. Every country chart of accounts number can only be used once.

22) If all the companies are using the same operational COA then consolidation is possible otherwise Group COA is used for Consolidation.

23) G/L accounts with open line item management must have line item display activated.

24) GL account number ranges are always external where as for customer/vendor it can be internal as well as external number assignment.

25) For Cross company code controlling, companies must use the same chart of a/cs.

26) Number intervals for G/L account master data can overlap.

27) The fields “Account currency” and “Field status Group” are always required entry fields. This status cannot be changed.

28) Reconciliation accounts are general ledger accounts assigned to the business partner master data to record all transactions in the sub ledger.

IMG: Financial A/cing>G/L A/cing>Master records>Preparations >Additional Activities>Define screen layout for each transaction 9Create/Change/Delete)

Finance Terminology

2011-12-13T11:01:00.001-08:00

Client: In commercial, organizational and technical terms, a self-contained unit in an R/3 System with separate master records and its own set of tables.

Company Code: The smallest organizational unit of Financial Accounting for which a complete self-contained set of accounts can be drawn up for purposes of external reporting.

Business Area: An 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.

Enterprise structure: A portrayal of an enterprise's hierarchy. Logical enterprise structure, including the organizational units required to manage the SAP System such as plant or cost center.

Social enterprise structure, description of the way in which an enterprise is organized, in divisions or user departments. The HR application component portrays the social structure of an enterprise

fiscal year variant: A variant defining the relationship between the calendar and fiscal year. The fiscal year variant specifies the number of periods and special periods in a fiscal year and how the SAP System is to determine the assigned posting periods.

Fiscal Year: A period of usually 12 months, for which the company produces financial statements and takes inventory.

Annual displacement/Year shift: For the individual posting periods various entries may be necessary. For example, in the first six periods the fiscal year and calendar year may coincide, whereas for the remaining periods there may be a displacement of +1.

Chart of Accounts: Systematically organized list of all the G/L account master records that are required in a company codes. The COA contains the account number, the account name and control information for G/L account master record.

Financial statement version: A hierarchical positioning of G/L accounts. This positioning can be based on specific legal requirements for creating financial statements. It can also be a self-defined order.

Account group: An object that attributes that determine the creation of master records. The account group determines: The data that is relevant for the master record A number range from which numbers are selected for the master records.

Field status group: Field status groups control the additional account assignments and other fields that can be posted at the line item level for a G/L account.

Posting Key: A two-digit numerical key that determines the way line items are posted. This key determines several factors including the: Account type, Type of posting (debit or credit),Layout of entry screens .

Open item management: A stipulation that the items in an account must be used to clear other line items in the same account. Items must balance out to zero before they can be cleared. The account balance is therefore always equal to the sum of the open items.

Clearing: A procedure by which the open items belonging to one or more accounts are indicated as cleared (paid).

Reconciliation account: A G/L account, to which transactions in the subsidiary ledgers (such as in the customer, vendor or assets areas) are updated automatically.

Special G/L indicator: An indicator that identifies a special G/L transaction. Special G/L transactions include down payments and bills of exchange.

Special G/L transaction: The special transactions in accounts receivable and accounts payable that are shown separately in the general ledger and sub-ledger.

They include:

Bills of exchange
Down payments
Guarantees

House Bank: A business partner that represents a bank through which you can process your own internal transactions.

Document type: A key that distinguishes the business transactions to be posted. The document type determines where the document is stored as well as the account types to be posted.

Account type: A key that specifies the accounting area to which an account belongs.

Examples of account types are:

Asset accounts
Customer accounts
Vendor accounts
G/L accounts

Dunning procedure: A pre-defined procedure specifying how customers or vendors are dunned.

For each procedure, the user defines

Number of dunning levels
Dunning frequency
Amount limits
Texts for the dunning notices

Dunning level: A numeral indicating how often an item or an account has been dunned.

Dunning key: A tool that identifies items to be dunned separately, such as items you are not sure about or items for which payment information exists.

Year-end closing: An annual balance sheet and profit and loss statement, both of which must be created in accordance with the legal requirements of the country in question.

Standard accounting principles require that the following be listed:

All assets
All debts, accruals, and deferrals
All revenue and expenses

Month-end closing: The work that is performed at the end of a posting period.

Functional area: An organizational unit in Accounting that classifies the expenses of an organization by functions such as:

Administration
Sales and distribution
Marketing
Production
Research and development

Classification takes place to meet the needs of cost-of-sales accounting.

Noted item: A special item that does not affect any account balance. When you post a noted item, a document is generated. The item can be displayed using the line item display. Certain noted items are processed by the payment program or dunning program - for example, down payment requests.

Accrual and deferral: The assignment of an organization's receipts and expenditure to particular periods, for purposes of calculating the net income for a specific period.

A distinction is made between:

Accruals -

An accrual is any expenditure before the closing key date that represents an expense for any period after this date.

Deferral -

Deferred income is any receipts before the closing key date that represent revenue for any period after this date.

Statistical posting: The posting of a special G/L transaction where the offsetting entry is made to a specified clearing account automatically (for example, received guarantees of payment).

Statistical postings create statistical line items only.

Valuation area: An organizational unit in Logistics subdividing an enterprise for the purpose of uniform and complete valuation of material stocks.

Chart of depreciation: An object that contains the defined depreciation areas. It also contains the rules for the evaluation of assets that are valid in a specific country or economic area. Each company code is allocated to one chart of depreciation. Several company codes can work with the same chart of depreciation. The chart of depreciation and the chart of accounts are completely independent of one another.

Asset class: The main criterion for classifying fixed assets according to legal and management requirements.

For each asset class, control parameters and default values can be defined for depreciation calculation and other master data.

Each asset master record must be assigned to one asset class.

Special asset classes are, for example:

Assets under construction
Low-value assets
Leased assets
Financial assets
Technical assets

Depreciation area: An area showing the valuation of a fixed asset for a particular purpose (for example, for individual financial statements, balance sheets for tax purposes, or management accounting values).

Depreciation key: A key for calculating depreciation amounts.

The depreciation key controls the following for each asset and for each depreciation area:

Automatic calculation of planned depreciation
Automatic calculation of interest
Maximum percentages for manual depreciation

The depreciation key is defined by specifying:

Calculation methods for ordinary and special depreciation, for interest and for the cutoff value
Various control parameters

Period control method: A system object that controls what assumptions the system makes when revaluating asset transactions that are posted partway through a period.

Using the period control method, for example, you can instruct the system only to start revaluating asset acquisitions in the first full month after their acquisition.

The period control method allows different sets of rules for different types of asset transactions, for example, acquisitions and transfers.

Depreciation base: The base value for calculating periodic depreciation.

The following base values are possible, for example:

Acquisition and production costs
Net book value
Replacement value

Bank Accounting

2011-12-13T10:57:00.001-08:00

1) Bank Master can be created four ways :

i) When entering Customer/Vendor master records or in the customizing for house banks.

ii) Using the create bank transaction in the accounts payable/receivable master data menu.

The bank directory can be imported from disk/tape using program RFBVALL_O.

Customers using lock box function can create a batch input session that automatically updates customer banking information in the master records.

2) Bank key contains - Bank Master data contains Bank name, Region (State), Address

3) Bank key is assigned to a house bank.

4) GL a/c code is assigned to the house bank along with Account id.

5) Steps to create – House bank

i) Create bank master with bank key (E.g. – 01)

ii) Create House bank (E.g. – ICICI) – Enter House bank id, Country, Bank key, Contact person + telephone numbers.

iii) Create bank a/c – Enter House bank id already created (It will take bank address from already assigned bank key to that house bank id), Bank id (E.g. SB), Description (E.g.-Savings bank a/c), Bank a/c no, Currency, G/L a/c.

iv) Change G/L a/c – in tab -create/bank/interest, enter house bank id and Account id.

Summary

(a) Create -Bank key,

(b) Create house bank id and add bank key.

(c) Create bank a/c with Account id and assign GL a/c.

(d) Modify G/L a/c and assign House bank+Account id.

6) For every bank a/c G/L account must be created. This G/L account is assigned to the bank a/c and vice versa. Both accounts have to have the same account currency.

7) In the Customer/Vendor master record, the field “Bank Type” is used to distinguish between different banks.

8) Using the house bank id and the bank types the payment program determines the banks to be used.

9) Each bank a/c is reflected in the SAP system by a combination of house bank ID and account ID (bank type).

10) The bank group is used for classifying banks. The key is freely assignable. The aim of classification is to group banks together in such a way that payment transactions within a group can be carried out as fast as possible (payment optimization).

11) The SWIFT code is used for identifying banks in international payment transactions.

12) Every bank master record is identified by the bank country and bank key.

Assets and Liability closing T codes

2011-12-13T10:56:00.000-08:00

1. Process Depreciation Run
Accounting -> Financial accounting -> Fixed assets -> Periodic processing -> Depreciation run -> Execute - AFAB

2. Process Investment Grant
Accounting -> Financial accounting -> Fixed assets -> Periodic processing -> Investment grant
- AR11

3. Process Revaluation
Accounting -> Financial accounting -> Fixed assets -> Periodic processing -> Revaluation for the balance sheet -> Post revaluation - AR29

4. AA Fiscal Year Change
Accounting -> Financial accounting -> Fixed assets -> Periodic processing -> Fiscal year change - AJRW

5. AA Fiscal Year Close – Account Reconciliation
Accounting -> Financial accounting -> Fixed assets -> Periodic processing -> Year-end closing -> Account reconciliation - ABST2

6. AA Fiscal Year Close
Accounting -> Financial accounting -> Fixed assets -> Periodic processing -> Year-end closing -> Execute - AJAB

7. Produce Asset History Sheet
Accounting -> Financial accounting -> Fixed assets -> Info system -> Reports on Asset Accounting -> Balance Sheet Explanations -> International -> Asset History Sheet

Accounting -> Financial accounting -> Fixed assets -> Info system -> Reports on Asset Accounting -> Balance Sheet Explanations -> Country Specifics - various

8. Produce GR/IR Balance Report
Logistics -> Materials Management -> Inventory Management -> Environment -> Balances Display -> List of GR/IR Bals. - MB5S

9. Maintain GR/IR Clearing Account
Logistics -> Materials Management -> Invoice Verification -> Invoice Verification -> Further processing -> Maintain GR/IR acct - MR11

10. Material Revaluations – Price Changes (manual)
Logistics -> Materials Management -> Valuation -> Valuation -> Price Determination -> Change price - MR21

11. Material Revaluations – Debit/Credit Material
Logistics -> Materials Management -> Valuation -> Valuation -> Price Determination -> Debit/cred. material - MR22

12. Product Costing Material Price Change
Accounting -> Controlling -> Product Cost Controlling -> Product Cost Planning -> Material Costing -> Price Update - CK24

13. Material Ledger Closing
Logistics -> Materials Management -> Valuation -> Actual Costing/Material Ledger -> Periodic material valuation -> Post closing - CKMI

14. Materials Management Closing
Logistics -> Materials Management -> Material Master -> Other -> Close period - MMPV

15. Materials Management Closing – Control Posting to Prior Period
Logistics -> Materials Management -> Material Master -> Other -> Allow posting to previous period - MMRV

16. Lowest Value Determination – Market Prices
Logistics -> Materials Management -> Valuation -> Valuation -> Bal. sheet valuation -> Determ. lowest values -> Market prices - MRN0

17. Lowest Value Determination – Range of Coverage
Logistics -> Materials Management -> Valuation -> Valuation -> Bal. sheet valuation -> Determ. lowest values -> Range of coverage - MRN1

18. Lowest Value Determination – Movement Rate
Logistics -> Materials Management -> Valuation -> Valuation -> Bal. sheet valuation -> Determ. lowest values -> Movement rate - MRN2

19. Lowest Value Determination – Loss-Free Valuation
Logistics -> Materials Management -> Valuation -> Valuation -> Bal. sheet valuation -> Determ. lowest values -> Loss-free valuation - MRN3

20. LIFO Valuation
Logistics -> Materials Management -> Valuation -> Valuation -> Bal. sheet valuation -> LIFO Valuation - Various

21. FIFO Valuation
Logistics -> Materials Management -> Valuation -> Valuation -> Bal. sheet valuation -> FIFO Valuation - Various

22. Physical Inventory Processing
Logistics -> Materials Management -> Physical Inventory - Various

23. Analyze GR/IR Clearing Accounts and Display Acquisition Tax
Accounting -> Financial accounting -> General ledger -> Periodic processing -> Closing -> Regroup -> GR/IR clearing - F.19

24. Define Adjustment Accounts for GR/IR Clearing
IMG -> Financial Accounting -> General Ledger Accounting -> Business Transactions -> Closing -> Regrouping -> Define Adjustment Accounts for GR/IR Clearing - OBYP

25. Print Balance Confirmation
Accounting -> Financial accounting -> A/P or A/R -> Periodic processing -> Closing -> Check/count -> Balance confirmation: Print

Accounting -> Financial accounting -> A/P or A/R -> Periodic processing -> Print correspondence -> Balance confirmation -> Print letters - F.17

26. Configure Balance Confirmation
Accounting -> Financial accounting -> A/P or A/R -> Periodic processing -> Closing -> Check/count ->…

Accounting -> Financial accounting -> A/P or A/R -> Periodic processing -> Print correspondence -> Balance confirmation - F.1B, F.1A

27. Post Individual Value Adjustment
Accounting -> Financial accounting -> Accounts receivable -> Document entry -> Other -> Intern. trans. posting -> Without clearing - F-21

28. Define Account Determination for Flat-Rate Individual Value Adjustment
IMG -> Financial Accounting -> Accounts Receivable and Accounts Payable -> Business Transactions -> Closing -> Valuate -> Valuations -> Define Accounts OBB0

29. Configure Flat-Rate Individual Value Adjustment
IMG -> Financial Accounting -> Accounts Receivable and Accounts Payable -> Business Transactions -> Closing -> Valuate -> Valuations ->… SPRO

30. Calculate Flat-Rate Individual Value Adjustment
Accounting -> Financial accounting -> Accounts receivable -> Periodic processing -> Closing -> Valuate -> Further valuations - F107

31. Writing-Off Doubtful Receivables
Accounting -> Financial accounting -> Accounts receivable -> Document entry -> Other -> Intern. trans. psting -> With clearing - F-30

32. Customizing Exchange Rates
IMG -> General Settings -> Currencies - Various

33. Maintaining Exchange Rates
Accounting -> Financial accounting -> General ledger -> Environment -> Current settings -> Enter exchange rates - OB08

34. Customizing Valuation Methods
IMG -> Financial Accounting -> General Ledger Accounting -> Business Transactions -> Closing -> Valuating -> Foreign Currency Valuation -> Define Valuation Methods - OB59

35. Foreign Currency Open Item Valuation
Accounting -> Financial accounting -> General ledger -> Periodic processing -> Closing>>Valuate -> Valuation of Open Items in Foreign Currency - F.05

36. Account Determination for Exchange Rate Differences
IMG -> Financial Accounting -> General Ledger Accounting -> Business Transactions -> Closing -> Valuating -> Foreign Currency Valuation -> Prepare automatic postings for foreign currency valuation - OBA1

37. Regroup Receivables and Payables
Accounting -> Financial accounting -> A/P or A/R -> Periodic processing -> Closing -> Regroup -> Receivables/ Payables - F101

38. Account Determination for Regrouping Receivables and Payables
IMG -> Financial Accounting -> Accounts Receivable and Accounts Payable -> Business Transactions -> Closing -> Regrouping - OBBV, OBBW, OBBX

39. Revalue Foreign Currency G/L Account Balances
Accounting -> Financial accounting -> General ledger -> Periodic processing -> Closing -> Valuate -> Foreign Currency Valuation of Inventory - F.06

40. Posting Accruals/Deferrals
Accounting -> Financial accounting -> General ledger -> Periodic processing -> Closing -> Valuate -> Enter Accrual/Deferral Doc. - FBS1

41. Posting Accrual/Deferral Reversal
Accounting -> Financial accounting -> General ledger -> Periodic processing -> Closing -> Valuate -> Reverse Accrual/Deferral Document - F.81

42. Generate Recurring Entry Posting
Accounting -> Financial accounting -> General ledger -> Periodic processing -> Recurring Entries -> Execute - F.14

Customer/ Vendor Account Number

2011-12-13T10:53:00.001-08:00

01) Customer/Vendor account masters have three segments.

i) General Data at the client level. (Address/Payment/transactions)

ii) Company Code Segment. (A/c Management/Payment Transaction/ Correspondence/ Insurance or withholding Tax)

iii) Sales (for Customer) /Purchase (Vendor) area segment.

02) The Customer/Vendor account number is assigned at Client level.

03) Customer/Vendor Account group Controls:

i) The Number Range of the accounts.

ii) Whether the account is a one-time customer/vendor.

The status of fields in the master records.

04) Line item Display and open line item management are configured as standard for every customer/vendor account.

05) Customer/Vendor accounts can have either internal or external number assignment.

06) There are separate number ranges for customer and vendor accounts. Number ranges must not over lap for customer/vendor.

07) Each number range can be assigned to one or more account groups.

08) In customer/vendor account groups – account number ranges are assigned by a variant, however in GL account group number ranges are entered for each a/c group.

09) The lay out of Customer/Vendor master data screens can be affected by :

i) Account group specific Field status group.

ii) Transaction-specific field status group.

Company code specific field status group.

10) Field status of a FI transaction in a Customer/Vendor Sub ledger a/c is also controlled by field status variant assigned to reconciliation account master of Customers/Vendors, while creating.

11) Customer/vendor specific data for one-time customers/vendors is entered in the document during posting.

12) Dual Control Principle: If you define a field in the customer/vendor master record as, ‘sensitive’ the corresponding customer/vendor is blocked for payment if the entry is changed.

13) If a customer is also a vendor, or vice versa, the payment and dunning program can clear open items against each other.

14) At the client and company code level, you can enter an alternative payer/payee. The entry in the company code segment has higher priority than the entry at client level.

G/L Account balance display FS10n

2011-12-13T10:52:00.000-08:00

FS10N - is the the transaction code used for GL Account Balance Display.
Difference in Last year Closing balance and Current year Opening Balance

This will be corrected after running carry forward programme FAGLGVTR (for ECC 6.0)
Rerun the f.16 in test mode, this might generate the posting which would fix the disbalance

Note 402917 - If the opening balance does not correspond to the closing balance of the previous year on an account even after a repeated balance carryforward, you must always check whether you are dealing with a retained earnings account. If so, then you should check for inconsistencies in your system. And then you can activate the parameter for individualbalances retained earnings account during the start process of the balance carryforward program SAPFGVTR. You then receive a list of all P+L accounts with single values, which are balanced for the value of the retained earnings account. This means that you can reproduce and check the balance on the retained earnings account.

Asset number not displaying in report
SE16 for table BSEG will display asset number with the account balance.

Special fields on FS10N:
FS10N > Settings>Special Fields
This would promt a warning message stating that this would change a cross client table.

For example, if you make a change at client 800, it will change the setting on other table ( client 000 up to client 999). So, always discuss with ABAP folks before these configurations are changed.

Difference between FS10n ad FBL3n

2011-12-13T10:50:00.000-08:00

FBL3N – Display Change Line Items (gives the open item list)
FS10N – Display Acct Balances (gives the balance of transaction figure)

To say it very plain - Transaction FS10N displays balances, this balance could include many different asset numbers, drill down required for individual asset numbers. FBL3N displays detail, drill down not required.

In case you find that balances in the 2 transactions dont match:
1. Line item display was switched on after there had already been postings to the account (Check your master record for changes in FSS4 and see if the line item display was changed at any point. )
2. Archiving has been done (archiving line items but obviously keeping the account balance correct). It can be very time consuming, but you can always use SE16 on table BSEG (with your company code and account number as selection fields) to check the actual line items. Line item display uses one of the index tables (BSIS) and there can be differences between that and the actual document database, which SE16 will show you.
3. Check search criteria of FBL3N
4. Check the G/L account whether it is enabled to Line Item Display
5. Run the programm SAPF190 to check the gap
6. Check for your user role, if you have the complete authorization objects for T Codes FS10N and FBL3N. Please take the help of your Basis Consultant for that.
7. Execute the report TFC_COMPARE_V2 from SE38 and also see the program documentation (blue information button) on the selection screen of the report.
8. Run transaction SE38 and execute program RFSEPA01

Document Number Range

2011-12-13T10:43:00.000-08:00

The document number range in SAP is used to define the allowable range (number interval) in which an SAP document number must be positioned and cannot overlap. It is used in all SAP modules, for example in Material Management (MM), we must assign a number range to Purchase Requisition (PR), Request For Quotation (RFQ), Purchase Order (PO), Outline Agreement documents, etc; in Sales Distribution (SD) we must assign a number range to Quotation, Sales Order, Delivery Order, Billing documents, etc. In FI module we must also assign number range to several FI documents, such as Customer Invoice, Customer Credit Memo, Customer Payment, Vendor Invoice, Vendor Credit Memo, Vendor Payment, G/L Account Posting documents.

The number range can be:

Internal numbering: SAP R/3 stores the last used document number from the number range in the field “current number” and takes the subsequent number for the next document.

External numbering: The user enters the original document number. The numbers usually are not used in sequence and therefore the system cannot store a “current number”. The numbers may be alphanumeric.

In FI module, the document number range has to be defined for the year in which it is used. Document number ranges can be defined:

until a fiscal year in the future: At the beginning of each fiscal year the system continues to take the next number after the “current number”. It does not restart at the lower limit.

per fiscal year: At the beginning of each fiscal year the document numbering starts again at the lower limit. This helps to avoid reaching the upper limit of a range.

We can assign one or more document types to each number range. In Document Type configuration we must define number range to be used for that document type.

Business Process associated with SAP FI module

2011-12-13T10:23:00.000-08:00

Posting Keys

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Posting Key is a 2 digit key to control line items. Posting Key config controls.

Whether the posting is debit or credit.
The type of account the entry will be made to. (G/L, Customer, Vendor, Assets, Material)
Posting key for reversal, if document is reversed.
Screen Layout – Fields can be suppressed, required or optional.
Field status can be controlled using Posting Key Field status as well as Field status Group assigned to G/L.

Maintain Accounting Configuration : Posting Keys List

Posting keys	Name	Debit\Credit	Account Types
1	Invoice	Debit	Customer
2	Reverse Credit Memo	Debit	Customer
3	Bank Charges	Debit	Asset
4	Other Receivables	Debit	Customer
5	Outgoing payment	Debit	Customer
6	Payment Difference	Debit	Customer
7	Other Clearing	Debit	Customer
8	Payment Clearing	Debit	G\L Account
9	SPL G\L Debit	Debit	Customer
10	G\L postings	Debit	G\L Account
11	Credit Memo	Credit	Customer
12	Reserve Invoice	Credit	Customer
13	Reserve Charges	Credit	Customer
14	Other Payables	Credit	Vendor
15	Incoming payment	Credit	Customer
16	Payment Difference	Credit	Asset
17	Other Clearing	Credit	Customer
18	Payment Clearing	Credit	Customer
19	SPL G\L Credit	Credit	Customer
21	Credit Memo	Debit	Vendor
22	Reverse Invoice	Debit	Vendor
24	Other Receivables	Debit	Vendor
25	Outgoing payment	Debit	Vendor
26	Payment Difference	Debit	Vendor
27	Clearing	Debit	Vendor
28	Payment Clearing	Debit	Vendor
29	SPL G\L Debit	Debit	Vendor
31	Invoice	Credit	Vendor
32	Reverse Credit Memo	Credit	Vendor
34	Other Payables	Credit	Vendor
35	Incoming payment	Credit	Vendor
36	Payment Difference	Credit	Vendor
37	Other Clearing	Credit	Vendor
38	Payment Clearing	Credit	Asset
39	SPL G\L Credit	Credit	Vendor
40	Debit Entry	Debit	G\L Account
50	Credit Entry	Credit	G\L Account
70	Debit Asset	Debit	Asset
75	Credit Asset	Credit	Asset
80	Inventory Taking	Debit	G\L Account
81	Cost	Debit	G\L Account
82	inventory Difference	Debit	G\L Account
83	Price Difference	Debit	G\L Account
84	Consumption	Debit	G\L Account
85	Change in Stock	Debit	G\L Account
86	GR\IR Debit	Debit	G\L Account
89	Stock inwd movement	Debit	Material
91	Cost	Credit	G\L Account
92	inventory Difference	Credit	G\L Account
93	Price Difference	Credit	G\L Account
94	Consumption	Credit	G\L Account
95	Change in Stock	Credit	G\L Account
96	GR\IR Credit	Credit	G\L Account
99	Stock Outwd Movement	Credit	Material

G/L posting : F-02

2011-12-07T09:33:00.001-08:00

Posting Your Transactions.

SAP Menu

- Accounting

- Financial Accounting

- General Ledger

- Document Entry

- F-02 - General Posting

We have a dialogue box,

Document Date: Type: SA Company Code: VG01

Posting Date: period: Current Month Currency Rate: USD

Document Number: Transaction date:

Psk'y:40 Account: 110000

(Note: 40- Debit G/L Account {Cash})

Next screen is: Account: 800000

50 - Credit G/L Account (Revenue)

Document Menu --> display

Save it.

General Ledger Account

2011-12-07T09:32:00.001-08:00

Creating G/L Account:

SAP Menu

Purpose:

Creating 2 G/L Accounts (Cash 110000, Revenue 800000)

- Accounting

- Financial Accounting

- General Ledger

- Master Records

- Individual Processing

- FS00-Centrally

- G/L Account No.

- Company Code

- Open G/L account (Top left side)

- Create with Reference

You can see:

Reference Account

G/L account # 110,000

Company Code # 3000

Click Yes

- Control Data

- Account currency – USD

- Posting without Tax allowed

- Line item display

- Short key

- Save It.

Do the same thing for the G/L Account: 800000

Global Parameters

2011-12-07T09:31:00.003-08:00

Check Company Parameters:

/nspro Screen

- Financial Accounting

- Financial Accounting Global Settings

- Company Code

- Enter Global Parameters (TCODE: oby6)

- Position VG01

- select

- Details-f2

- Company code

- Country Key – US

- Currency – USD

- Language key – EN

- Chart of accounts – CAUS

- Country Chart – CAUS

- Credit Control area – 3000

- Fiscal year variant – K4

- Document entry screen variant – 2

- Field status variant – VG01

- Posting period variant – VG01

- Max. Exchange rate deviation – 10%

- Cost of sales accounting actv. – 2

- Check – Cash management activated ?

- Check – Propose fiscal year

- Check – Define default value date

- Check – Financial assets mgmt active

- Check – Purchase account processing

(Select your company and make sure the “Business area fin. Statements” is unchecked. Also the work flow variant needs to be blank.)

Field Status Variant

2011-12-07T09:31:00.001-08:00

Create Field status variant

/nspro Screen

Purpose:

To create your field status variant to suppress, Req. Entry or opt. Entry the fields

/nspro menu

- Financial Accounting

- Financial Accounting Global Setting

- Document

- Line item

- Controls

1. Maintain Field Status Variant (TCODE: obc4)

- Position 3000

- Copy

- Change it from 3000 to your company code

- Enter

- Copy all

- Enter

- Save

2. Assign Company code to field status variants (TCODE: obc5)

- Position VG01

- Make changes in last column with your company code

- Enter and Save

Document Number Range

2011-12-07T09:30:00.001-08:00

Create Document Number Ranges

/nspro Screen

- Financial Accounting

- Financial accounting global setting

- Document

- Document Number Ranges

1. Define document number ranges

- Company Code

- Status (If ranges table is blank) then go….*

2. Copy and company code

- Fiscal Year 2010

- Source Company code details- company code-3000

- Target company code details- company code- VG01

- Execute

Posting Period Variant

2011-12-07T09:29:00.001-08:00

Create a Posting Period Variants

/nspro Screen

- Financial Accounting

- Financial accounting global setting

- Document

- Posting Period

1. Define Variant for open posting periods

- Position 3000

- Select that line

- Copy

- Change variant and name from 3000 to your C. Code

- Save

2. Open and close posting periods

- Position 3000

- Select all 3000 lines

- Copy

- Change it, from 3000 to your company code

- Save

3. Assign Variant to company code

- Position AJ01

- Select that line

- Save

Fiscal Year Variant

2011-12-07T09:28:00.001-08:00

. Create a Fiscal Year Variant

/nspro Screen

(Purpose: In the below path you define your fiscal year variant that matches your company Fiscal year, e.g.: K4)

- Financial Accounting

- Financial accounting global setting

- Fiscal Year

- Maintain fiscal year variant (TCODE: ob29)

- Position k4

- Select K4 Line

- Save

In the below path you assign your fiscal year variant to your company code.

Go back to the previous screen

- Financial Accounting

- Financial accounting global setting

- Fiscal Year

- Assign company code (TCODE: 0b37)

- Position Your Company Code

- Select

- Save

(Go to position and go to your company code, in the fiscal year variant column select the variant column you defined in the previous step, e.g. k4).

Company Code

2011-12-07T09:27:00.001-08:00

Create Company Code

/nspro Screen

- Enterprise structure

- Definition

- Financial Accounting

- Edit, copy, delete, check plant

1. Copy, delete, check company code

-Copy

- From company code 3000 to company code “VG01” (create your company code), enter, no, no, yes

2. Edit company Code Data

- Position

- VG01 change name/select that line and go to edit address- enter-save

(Update the company information like name, currency address, etc...)

Note: The 'address icon' in the top right corner of the screen.

SAP FI Training Curriculum

2011-12-06T15:50:00.001-08:00

SAP FI Training

The SAP FICO module includes 2 major categories of functionality needed to run the financial accounts of a company - Financials (FI) and Controlling (CO). FI includes accounts payable, accounts receivable and general ledger, also procedures to post accounts, close books, prepare financial statements and balance sheet. Financial Accounting and Controlling are taught as one course at LearnSAP. Following is a detail FI curriculum.

Organizational Structure

Define a Company
Define a Company Code
Assign Company Code to Company
Define Chart of Accounts
Assign Company Code to Chart of Accounts

Global Accounting Setting

Chart of Account
Allocate Company Code to Chart Of Accounts
Setup Account Groups and their Number Ranges
Assign Fiscal Year Variant
Assign Posting Period Variant to Company Code
Document Number Ranges for company code
Assign Field Status variant to Company Code
Define Tolerances for Employees

General Ledger

General Ledger Accounts
Create General Ledger Accounts
Reconciliation Accounts
Retained Earnings Account
Expense and Revenue G/L Accounts
General Ledger Postings
Display Balances of G/L Accounts
Display Line Items
Reverse Entries
Park documents in General Ledger
Post a Parked Document
Recurring Entries
Account Assignment Model
Sample Account

Set up Business Partners: Customer and Vendor

Set Tolerance for Customers and Vendors
Customer Account Groups
Create Number ranges for customer accounts
Allocate Number Ranges to Customer Groups
Customer Master Record
Create Vendor Groups
Create Number Ranges for vendor Accounts
Allocate Number ranges to vendor account groups
Create Vendor Master
Post a Customer Invoice

Set up Business Partners: Customer and Vendor

Clear Open Items by Incoming Payments
Post Partial Payment against an invoice
Residual Payment
Create Under / Over Payment Account
Assign Under / Over Payment Account to Process Key ZDI
Cash Discount Granted Account at General Ledger level
Assign Cash Discount Granted Account to process Key SKT
Cash Discount Taken Account Process Key SKE
Payment Within Tolerance (incoming)
Payment within Tolerance (outgoing)
Payment within Tolerance with 3% discount

Special Program

Sample Account
Configure Automatic Payment Program
Dunning
Down Payment
Down Payment Received

Reporting

The reporting tool "Financial Statement Version"
Simple Financial Statement
Balance Sheet
Profit and Loss Statement

Curriculum 2

Enterprise Structure settings

Define company
Define company code
Define Business Area
Define Consolidation Business Area

Assign company code to company
Assign business area to consolidation business area

Define Fiscal year Variant
Assign company coder to fiscal year variant
Define variants for open posting periods
Open and close posting periods
Assign variant to company code
Define Document Number Ranges
Define field status variants
Assign CC to field status variants
Define Tolerance Groups for employees
Define chart of Accounts
Assign CC to Chart of Accounts
Define Account Groups
Define Retained Earnings Accounts
Tax Calculation on Sales & Purchases
Define/ check Calculation procedure
Assign country to Calculation procedure

Create General Ledger Account
Define Document Types
Posting Documents in GL
Posting Documents in Foreign Currency
Posting Documents with Accounts
Posting Documents with sample Documents
Reversal Documents
Foreign currency Valuation
Document parking
Document Holding
Sample Documents
Recurring documents
Interest calculations

Define Account Groups
Define Numbering for Customer
Define customer Master Records
Define Reconciliation Accounts
Changing Master Records
Blocking Master Records
Document Entry and posting
Posting Credit Memo
Displaying customer Accounts
Balances and Line items
Posting Incoming payments
Payments from customers
Advance Receipts from customers (Down Payments)
Sales Tax

Define Dunning Areas
Define Dunning Procedure
Dunning Run

Define Account Groups
Define Numbering for Vendor
Define Number Ranges for Recurring
Creating Vendor Master Record
Posting Invoices & Credit Memos
Posting Out going payments
Cash discount payment Terms
Withholding Tax (TDS)
Advance payment to Venders
Automatic payment program

Creation of Asset Master record
Creation of Asset Classes
Purchase of Assets
Sales of Assets
Depreciation Run
Scrapping of Assets
Profit/Loss on sale of Assets

Define House Banks
Creation of Check lots
Manual Check Creation
Check Encashment
Check Cancellation
Check Registers

From MM to finance
From SD to Finance

GL Reports
Accounts payable Reports
Accounts Receivable Reports
Assets Reports
Financial Statement Version Creation

Maintain Controlling Area
Assign Controlling Area to company code Creation of primary cost
Cost element Accounting- primary cost elements and secondary cost elements

Creation of Cost
Repost Line Items
Repost Costs
Planning Cost center wise
Assessment / Distribution
Reports

Creation of Internal Orders
Repost Line Items
Repost Costs
Planning Internal Order wise
Settlement of Orders
Reports

Profit center Accounting

Product Costing

Profitability Analysis

Curriculum 3

SAP FICO Basic Settings :

Creations company
Company code
Assign company code to company
Business area
Fiscal year variant
Asian fiscal year variant to company code
Chart of accounts
Accounts Group
Retained earning account
Posting period variant
Document Types and no ranges
Filed status variant
Tolerance group
Posting Keys

GENERAL LEDGER

GL master record
Posting of document
Display balances of GL
Parking, hold
Accrual, sample documents
Deferral documents
Foreign exchange
Reversal of documents
Interest calculation
Cash management
Bank reconciliation

ACCOUNTING PAYABLE

Vendor groups(MM and FICO vendors)
No. ranges for vendor accounts
Tolerance group for vendors
House bank
Correspondence
Automatic payment program
Extended with holding tax
Terms of payments
Down Payment Made
Cash discount (received)

ACCOUNT RECEIVABLE

Customer group (SD and FI/CO customers)
No. ranges for customers accounts
Customer master records
Down Payment Received
Dunning
Cash discount (CIN version)
Bills of exchange
Treasury management

ASSET ACCOUNTING

Chart of depreciation
Account determination
Screen layout
Asset classes
Integration with FI
Depreciation methods
Depreciation keys
Asset master
Sub Asset Master
Asset report
Depreciation run
Sale of asset
Transfer of asset
Scrapping of asset
Capital work in progress

CONTROLLING

Controlling area
No. of ranges for controlling documents
Versions
Cost element accounting(manual, automatic)
Cost Centre Accounting
Repost line items, repost of cost
Actual overhead assessment
Planning cost centre and cost element
Budgeting

INTERNAL ORDER

Order type
Order, Statistical Key Figure
Planning internal order wise
View internal order wise report

PROFITABILITY ACCOUNTING (PCA)

Controlling settings
Dummy profit centre actual data
Profit centre assignment of revenue elements
Choose account, creation of cost object
Planning profit and loss items
Planning balance sheet items

PROFITABILITY ANALYSIS (CO-PA)

Operation concern
Profitability segments
Assignment of controlling area to operating
Activate profitability analysis
Mapping of conditions to coop values
Drill down report
Report painter

PRODUCT COSTING

Creation of secondary cost element
Active type
Price calculation
Work centre
Overhead keys
Routing
Cost sheet variant
Cost estimate with quantity structure
Cost estimate without quantity structure
Marking and Releasing
Work in Progress

INTEGRATION

Procurement cycle
Integration with MM
Sales process integration with SD
Integration with asset accounting
Integration with controlling
Integration with PP

REPORTS

Financial statement version
GL reports
Accounts payable reports
Accounts receivable reports
Assets
Cash book reports
LSMW
Transport Management

Assign Company Code to Charts of Account

2011-12-05T21:39:00.001-08:00

We have Created Company Code and chart of account. The next thing we have to do is to assign company code to chart of accounts.Each company code must have one chart of accounts (COA) for its general ledger. The COA must be assigned to the company code. A COA can be assigned to several company codes which means that these company code’s general ledgers have the same structure.

We can Assign Company Code to Chart of Accounts with “OB62” T-code or through “SPRO” T-code menu: Financial Accounting – General Ledger Accounting – G/L Accounts – Master Records – Preparations – Assign Company Code to Chart of Accounts.

Charts of Account

2011-12-05T21:33:00.001-08:00

After creating Company Code, the next thing we have to do is creating Chart of Accounts (COA).In SAP R/3 term, Chart of Accounts is a unique four alphanumeric code that represents the structure of group of General Ledger (G/L) accounts. The COA contains the definition of all G/L accounts such as their account number, account name, and the type of G/L account (whether the account is a Profit &Loss; /P&L; type account or a balance sheet type account).

Each company code must have one chart of accounts (COA) for its general ledger. The COA must be assigned to the company code. A COA can be assigned to several company codes which mean that these company code’s general ledgers have the same structure.

We can define Chart of Accounts with “OB13” T-code or through “SPRO” T-code menu: Financial Accounting – General Ledger Accounting – G/L Accounts – Master Records – Preparations – Edit Chart of Account Lists.

The definition of COA determines some characteristics of the COA, which are:

§ Chart of Accounts code and its description.

§ The language of COA.

§ Length of G/L Account number of the COA (up to 10 digits, can be numerical or alphanumeric).

§ Type of integration between G/L accounts and cost elements. It controls of how a cost element can be maintained when maintaining a G/L account. A cost element classifies the company’s valuated consumption of production factors within a controlling area. A cost element corresponds to a cost-relevant item in the chart of accounts such as expense account (a P&L; account).

The following options are available for each G/L account:

§ No maintenance of cost elements.

§ Cost elements maintained manually.

§ Cost elements maintained automatically. When we save a new G/L account, the related cost element is automatically created. A prerequisite is that a default value for the cost element category has been set up for this cost element. If no default value is found, the system will not create a cost element.

§ Group Chart of Accounts for consolidation process (if the general ledger of the company code will be consolidated to the parent company’s general ledger).

§ The status of COA: blocked or not. SAP suggests blocking COA if charts of accounts are created centrally and accounts are created locally. If this is the case, then the block prevents accounts from being created in the company codes for a chart of accounts that is not yet completed.

Create Company Code

2011-12-05T18:07:00.001-08:00

The first step of FI configuration is to Create Company Code.

Company Code is a unique four alphanumeric characters that represents an independent and legal accounting entity. It’s the smallest and minimum necessary organizational structure in SAP that required by law to provide a set of financial reports (such as Balance Sheet and Profit/Loss Statements). In the real world, a company code can be a company of a corporate group. In an SAP client, there can be one or several company codes. The general ledger is kept at company code level. For consolidation process in SAP EC module, a company code must be assigned to a company. A company can comprise one or more company codes.

With SAP FI module, we can generate the financial reports of a company code. A company code’s financial reports are used for external purpose, such as for external auditors, shareholders/stock exchange commission, tax office, etc.

Company code is one of the two main organizational units of SAP FI module. The other one is Business Area. Business areas are used for internal purpose, such as for company’s management. Business areas represent separate areas of operation within one or some companies. With business areas, for example, SAP can generate financial reports of a specific regional area of a company. Let’s say Coca Cola Company has one company code in USA (and several company codes in the whole world). With company code, SAP can only generate one set of financial reports for USA office. But, with business areas (depends on how it configured), SAP can generate sets of financial reports per state in the USA. By doing so, the management can analyze the performance of each branch in each state better. It gives more useful information that can be used in decision making process. The use of Business Areas is optional in SAP FI module.

All SAP transactions that have impact to the financial reports from all SAP modules (such as FI, MM, HR, etc) will generate accounting journals in company code’s general ledger. The transaction can determine the company code involved either from the user input for the company code (such as in FI module) or from other organizational unit that related to the company code (such as in MM module, company code can be determined from the plant that input by user).

In MM module (Logistics), each plant must be assigned to a company code. A company code can have several plants. A plant can also be assigned to a business area; a business area can be assigned to several plants.

Material valuation can be set at company code level or plant level

We create company code from the following menu path of “SPRO” t-code: Enterprise Structure – Definition – Financial Accounting – Edit, Copy, Delete, Check Company Code.

There are two options to create company code:

§ Copy from other company code (or from SAP standard company code)

§ Create from the scratch

SAP recommends that we copy a company code from an existing company code. The advantage is SAP will also copy the existing company code-specific parameters. Then we can change certain data in the relevant application if necessary. This is much less time-consuming than creating a new company code. But if we create company code from the scratch then we have to define other parameters need in other relevant configuration process manually.