SAP FIDOCUMENT CONTROL – DOCUMENT STRUCTURE

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Basics – Document Structure

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Hundreds of financial documents are created in a company daily. Hence there needs to be a structure to identify each type of document. (e.g. expenses, payroll, invoices, etc.)

This can be done by giving each document a Document Type ID and a number. This will make it easier for both internal and external auditors as well as for the local finance team to perform auditing and tracking.

Document Principle

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In SAP each document is uniquely identified by Document NumberCompany CodeFiscal Year

Each document will have a Header (info that applies to the whole document) and Line Items. The maximum number of line items has to be less than 1000.

Control Keys

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There are two important control keys in a document

1) Document Type (controls the Header)

2) Posting Key (controls the Line Items)

Document Type..

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Controls the Header and used to identify business transactionsoIts created at Client level, hence valid for all Company Codes.oDocument Types define:oNumber RangeoAccount Types (C, V, A, M, G)oField Status of the Doc Header fieldsoBatch Input only

Document Type…

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IMG >> Financial Accounting (New) >> Financial Accounting Global Settings (New) >> Document >> Document Types >> Document Types for Entry View (OBA7)

Document Number Range

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•Internal Number Range, External Number Range

•Number Range is defined at Company Code level

•Number Range must be defined for the year• For each fiscal year

• Up to a future fiscal year

IMG >> Financial Accounting (New) >> Financial Accounting Global Settings (New) >> Document >> Document Number Ranges >> Define Document Number Ranges for Entry View (FBN1)

Posting Key

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Controls the functions within the Line Itemso Its created at Client level, hence valid for all Company Codes.o Posting Key controls:o What type of Accounts it can post to (C, V, A, M, G)o Is the line item posted as a Debit or Credito The Field Status of the additional details

Its recommended not to create or change any Posting Key details in SAP!

Posting Key..

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IMG >> Financial Accounting (New) >> Financial Accounting Global Settings (New) >> Document >> Document Number Ranges >> Define Posting Keys (OB41)

Posting Key…

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Recapo Document Principle (Header, Line Item)o Document Identification (Doc No., Company Code, FY)o Document Type (NR, Acct Type, Field Status, etc.)o Posting Key (Acct Type, D/C, Additional Fields)o Doc Type, Posting Key at Client Level

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Assignmento Check the existing Document Type Settingso Check the existing Posting Key settingso Copy the Document Number Range from company code 0001 to your newly created company code

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