GENERAL LEDGER ACCOUNTING Creation of GL master Step: Creation of Equity share capital account Check up the list of account groups and identify account group under which

we have To create this GL master and choose the GL account number – T code. OBD4 Path: accounting – financial accounting – general ledger – master records – Individual processing - centrally – T CODE – FS00 GL Account Number =Company code =Go to Menu, G/L Account, Create Account group =O P&L statement accountO Balance sheet accountShort text =Long text =

Go to Control data tab, Account Currency =O only balances in local currencyO line item displaySort key = Go to create/bank/interest tab Field status group = click on “save” Step: creation of cash account Check up the list of account groups and identify account group under which we haveto create this GL master and choose the GL account number – T.CODE OBD4 Path: accounting – financial accounting – general ledger – master records - Individual processing - centrally – T. code.FS00 

GL Account Number =Company code =Go to Menu G/L Account, CreateAccount group =

 

  

O P&L statement accountO Balance sheet account Short text =Long text =Go to control data tab, Account currency =O only balances in local currencyO line item displaySort key = Go to create/bank/interest tabField status group =Additional selections:O Relevant to cash flow click on “save” Step: creation of surplus in P&L account Check up the list of account groups and identify the account group under which we have to create this GL master and choose the GL account numberT.code OBD4 Path: accounting – financial accounting – general ledger – master records – Individual processing – centrally – T.code FS00  

GL account number =Company code = Go to menu, GL account, createAccount group =O P&L statement accountO Balance sheet accountShort textLong text  Go to control data tab Account currency =O only balances in local currencyO line item displaySort key Go to create/bank/interest tabField status group =  Step: creation of Salaries a/c: Check up the list of account groups and identify the account group under which we have to create this GL master and choose the GL account numberT.code OBD4

Path: accounting – financial accounting – general ledger – master records – Individual processing – centrally – T.code FS00 GL account number =Company code = Go to menu, GL account, createAccount group =O P&L statement accountO Balance sheet accountShort textLong text  Go to control data tab Account currency =O only balances in local currencyO line item displaySort key Go to create/bank/interest tabField status group =

Step: creation of wages a/c: Check up the list of account groups and identify the account group under which we have to create this GL master and choose the GL account numberT.code OBD4 Path: accounting – financial accounting – general ledger – master records – Individual processing – centrally – T.code FS00 GL account number =Company code = Go to menu, GL account, createAccount group =O P&L statement accountO Balance sheet accountShort textLong text  Go to control data tab Account currency =O only balances in local currencyO line item displaySort key

Go to create/bank/interest tabField status group = Step: creation of Rent a/c : Check up the list of account groups and identify the account group under which we have to create this GL master and choose the GL account numberT.code OBD4 Path: accounting – financial accounting – general ledger – master records – Individual processing – centrally – T.code FS00 GL account number =Company code = Go to menu, GL account, createAccount group =O P&L statement accountO Balance sheet accountShort textLong text Go to control data tabAccount currency =O only balances in local currencyO line item displaySort key

Go to create/bank/interest tabField status group =  Display the GL accounts created in the chart of accounts: T.code F.10 GL account =Chart of accounts =Click on “execute”  To edit GL Account Master Go To t.code-FSOO, GL Account number =Company code = Go to menu, GL account, and change Make necessary changes and click save To display changes made to GL account master Path: Accounting – Financial Accounting – General Ledger – Master Records – Display changes - Centrally T.Code FS04  

GL Account Number =Company code = click on enter Click on “All changes” button to see all the changes including old and new values. Blocking of GL Account– T.code.FS00 GL account number =Company code =Go to Menu G/L account, Block - select relevant items to block and save. UN blocking of GL account – T.Code. FS00 GL Account =Company code =Go to Menu, GL account, Block – deselect the relevant items to UN block and save. Configuration for New General ledger accounting: Step1: classify GL accounts for document splitting: Path : SPRO – financial accounting (new) - general ledger accounting (new) – business transactions - document splitting – classify GL accounts for document splitting. Chart of accounts =Click on “enter”Click on “new entries”

Click on “save” Step2: define document splitting characteristics for general ledger accounting  Path: same as above Ensure that every check box is deselected.Click on “save”.

Account from

Account to Category Description

Posting of transactions Path: Accounting – Financial Accounting – General Ledger – Document entry – General posting - T.Code F-02 Document date= type = company code=Posting date = period = currency/rate = Posting key = Account = click on enter Amount =Business area =Text = Posting key = Account = click on enter Amount =Business area =Text = Click on “Display Document overview” icon (on the application tool bar),Make corrections if necessary and click on “save” button.

Display of posted document To see the latest document posted, from same T.code f-02, go to Menu, Document,Click on Display. Click: “F5” Function key to display the document header (for audit trail). To see the list of documents posted in a company code. Path: Accounting – Financial accounting – General Ledger – Document – Display T.code - FB03 Click on “Document list” button, Company code =Document number = to=Fiscal year = click on Execute From this list, if you want to see any document, double click on that documentNumber.

Display of GL account balance Path: Accounting – Financial Accounting - General Ledger Account – Display balances – T.Code - FS10N GL account =Company code =Fiscal year = click on execute Double click Month line item to display documents posted on that month. Double click document line item to display the document. GL account line item display. Path: Accounting – Financial Accounting - General Ledger- Account - Display/Change line items T. CODE - FBL3N GL Account =Company code = Click Execute and double click on line item to display the document.

Selection /creation of own layouts: Click on “change layout” icon to make changes in the layout. Note: we can add/remove columns from display change the position of the column and change the length of field. Change the length, add and remove columns as required. Click on “save layout” icon to save the changes made to the layout. Layout = (use “/” before name for user defined layouts)Description = Click on “Save” To make your own layout as the default layout, go to T.code FB00 click on “line items tab” (4TH Tab) under GL Account Layout, Default selection screen = click on save

Parking of a Document  Step 1: parking document. Path: Accounting- Financial accounting – General Ledger – Document entry – General Document parking T.CODE - F-65  Document date = type = company code =Posting date = period = currency/Rate = Posting key = Account = click on enter  Amount =Text = Posting key = Account = click on enter  Amount = Text = Click on “Display Document overview” icon (on the application tool bar),Make corrections if necessary, and click on “save” button.

Step 2: Display/change a parked document. To display a parked document, go to T code – FBV3 Company code =Doc. Number =Fiscal year = click on enter  To change a parked document, go to T.code – FBV2 Company code =Doc. Number =Fiscal year = Double click on Debit line/Credit line item if you want to make changes. Step 3: post/delete park document. Path: Accounting – Financial Accounting – General Ledger – Document - ParkedDocuments – post/delete. T.CODE FBV0  Company code =Document number =Fiscal year = click on enter

Double click Debit/credit line items to make any modifications. Click on “save” to post it. Business area = (for debit line item) click on enterBusiness area = (for credit line item) click on enter

Deletion of parked document: Step 1: parking of Document. T.code F-65 Document date = type = company code =Posting date = period = currency/Rate = Posting key = Account = click on enter  Amount =Text = Posting key = Account = click on enter  Amount = Text =

Click on “Display Document overview” icon (on the application tool bar),Make corrections if necessary, and click on “save” button. Step 2: delete the parked document. T.code FBV0 Company code =Document number =Fiscal year = click on enter  Go to Menu, Document, Delete and click ‘yes’ on the message. Deletion of line item from the parked document: Step1: parking of Document T.Code F-65  Document date = type = company code =Posting date = period = currency/Rate = Posting key = Account = click on enter  Amount =Text = Posting key = Account = click on enter  Amount = Text =

Click on “Display Document overview” icon (on the application tool bar),Make corrections if necessary, and click on “save” button. Step2: delete the line item T.code FBV0 Company code =Document no =Fiscal year = click on ‘enter’ Double click on the debit line item Make the amount column ‘0’. (By making the amount column of any line item ‘0’ that line item is deleted) Posting key = Account = click on ‘enter’ Ignore the warning message Amount = Text = Click on back arrow Double click on credit line item

Text =  Click on save.Business area = (for debit line item) click on enterBusiness area = (for credit line item) click on enter. Hold documents:  Step 1: Holding a document – T.code – F-02. Path: Accounting – Financial Accounting – General Ledger – Document entry – General posting. T CODE. F-02 Document date = type = company code=Posting date = period = Currency/Rate= Posting key = Account = click on enter Amount =Business area =Text = 

Go to Menu, Document, click on “hold” Temporary document number = click on enter  Step 2: posting of held document - T.code – F-02  Go to Menu, Document, click on “Get held document” Document number = click on “enter” Posting key = Account = click on enter  Amount =Business area =Text = Go to Menu, Document, and Post. Note: if error message “Held documents must be converted” is displayed, follow this procedure. Step 1: Go to T.code se38Step 2: enter program= RFTMPBLU click on execute Step 3: select “no termination for read error” option click on execute Step 4: now the document can be held without any messages.

Sample documents: Step 1: Creation of number range interval for sample documents. Path: SPRO – Financial accounting - financial accounting global settings- document-Document number ranges - define document number ranges T.code FBN1 Company code = Click on the “change Intervals” ButtonClick on the “Insert Intervals” Button

     

Click on the “Insert” Button and save

No Year From number

To number

X2

Step2: create ‘General Expenses A/C’ master record no 400350 under ‘Administration cost’ Group.  Step 3: creation of sample document. Path: Accounting - financial accounting - General ledger- document entry – reference documents - sample document – T Code. – F-01  Document date = type = company code =Posting date = period = Currency/Rate = Posting key = Account = click on enter Amount = Business area =Text = Posting key = Account = click on enter Amount = Business area =Text =

Click on “display document overview” icon (on the application toll bar),Make corrections if necessary and click on “save” button, Step 3: Display sample document. Path: Accounting – financial accounting – general ledger - document – reference documents – sample document – display – T.code – FBM3 Click on “document list”Company code =Document number =Fiscal year = click executeDouble click on the document number to display any document. Step 4: posting of document by taking sample document as reference. Tcode.f-02 Go to Menu, document, Post with reference Document number =Company code =Fiscal year =Select “display line items” Click on “enter”Document date =Posting date = click on ‘enter’

Amount = click on ‘enter’Amount = click on ‘save’ and ‘save’  Step 5: change sample document T.Code - FBM2 Document no =Company code =Fiscal year = click on ‘enter’ Double click on the debit and credit line items and make the necessary changes and click on ‘save’ Step6: delete the sample document. T.code - F.57 Company code =Document number =Fiscal year = Select “test run” click on “execute”Observe the document, click on ‘back arrow’Deselect “test run” click on “execute” Click on “yes” in the message.

Recurring documents  Step1: creation of number range for recurring documents – T.Code FBN1 Company code = Click on the “change Intervals “buttonClick on the “Insert Intervals” button

 

 Click on “insert” button and click on save. Step 2: creation of recurring document – T code – FBD1 Company code = First run on =Last run on =Interval in months = 

No Year From number

To number

X1

Document type = Posting key = account = click on enter  Amount =Business area =Text =Posting key = Account = click on enter Amount =Business area =Text = Click on “Display document overview” icon (on the application tool bar)Make corrections if necessary and click on “save” button.

Step 3: To display recurring documents - T.Code – F.15  Company code =Document number =Fiscal year = click on execute

Step 4: To post documents using recurring document – T.code F.14 Company code =Document number =Fiscal year = Settlement period =

Batch input session name =Click on execute Step 5: To post the document by executing the batch input session. Go to Menu, system, services, batch input, and sessionsSelect your batch input session line, click on “process” button. Select “Display errors only” radio button – click on “process” buttonClick on “exit Batch input session” Button. Step 6: To display the document posted by the recurring cycle _ T.code.FB03  Document no =Company code =Fiscal year = click on enter Step7: Change Recurring Documents T.Code – FBD2

Document number =Company code =Fiscal year = Double click on the debit line item and credit line item and make the necessary changes Click on save. Step8: Delete Recurring document T.Code - F.56 Company code =Document no =Fiscal year = Select “test run” click “execute” observe the documentClick on “back arrow”Deselect “test run” click on “execute”Click on “yes” in the message Foreign currency postings Step 1: To verify the foreign exchange rate types Path: SPRO – Sap Net weaver - general settings – currencies – check exchange rate types. T. code – OB07 No action required. Just verify whether following exchange rate types are available. Click on “position” button, Exchange rate type = G click on enterClick on “position” button, Exchange rate type = B click on enterClick on “position” button, Exchange rate type = M click on enter  

Step 2: Define Translation ratios for currency translation. Path: same as above Click “Yes” on the message. Exchange rate type =GFrom =INRTo =USDValid from =Ratios (from) =1Ratios (to) =1 Next line Exchange rate type =BFrom =INRTo =USDValid from =Ratios (from) =1Ratios (to) =1 

Next line

Exchange rate type =MFrom =INRTo =USDValid from =Ratios (from) =1Ratios (to) =1 click on save

 Step 3: Enter Exchange Rates

Path: SPRO – sap net weaver - general settings - currencies - enter exchange rates T.Code.OB08 Click on “New entries”Exrt =GValid from =From =INR

In Dir.Quotation =

To =USD Exrt =B

Valid from =From =INRIn Dir.Quotation =To =USDExrt. =MValid from =From =INRIn Dir.Quotatio =To =USD click on save Step 4: post a document in a foreign currency – T.Code – F-02  Document date = type = company code=Posting date = period = currency/rate = Posting key = Account = click on enterAmount =Business area =Text =Posting key = Account = click on enter Amount =Business area =

Text = Click on “Display document overview” icon (on the application tool bar)Make corrections if necessary and click on “save” button Go to menu, document, click on “Display” optionClick on “display currency” to see the amount in local currency also. Important note: whether a particular document should be posted at Exchange rate type G,B,M value, is decided by its document type (SA,KR,DR). We have to decide and assign default exchange rate type to document types in T.code OBA7  Procedure to assign default exchange rate type to document type T.CODE OBA7 Click on “position” button, Document type = SA click on enterClick on “details” button, AssignDefault value of exchange rate type for foreign currency documents click on saveInterest Calculations Step 1: Define interest calculation types Path: SPRO – financial accounting – GL Accounting - Business transactions – Bank account interest calculation – interest calculation global settings – define interest calculation types.

Click “New Entries”Interest ID =Name/description =Calculation type = S click on save  Step 2: prepare account balance interest calculation – T.code OBAA Path: same as above Click on “New entries”Interest calculation Indicator =Interest Calculation frequency=Calendar Type = GSelect “Balance plus interest” click on “save” Step 3: Define reference interest rate Path: SPRO – financial accounting – gl accounting - business transactions- bank account interest calculation – interest calculation – defines reference interest rates – T.code – OBAC Click on “new entries”Reference interest rate =Long text =Short text =Date from =Currency = click on save

Step 4: Define time dependent terms Path: same as above.Click on “new entries”Interest calculation indicator =Currency =Effective from =Sequential number =Term =credit interest: balance interest calculation Reference interest rate = click save Click on “next entry” buttonInterest calculation Indicator =Currency =Effective from =Sequential number =Term = Debit interes: balance interest calculation Reference interest rate = click on save. 

Step 5: Enter interest values - T.code – OB83 Path: same as aboveSelect “new entries”Reference interest rate =Effective from =Interest rate = click on save. Step 6: creation of Interest account – T.code FS00GL account number =Company code =Go to Menu, G/L Account, CreateAccount group =O P&L Statement AccountO Balance Sheet AccountShort text =Long text =Go to Control Data,Account Currency =O only balances in local currencyO Line item displaySort key =Go to Create/Bank/Interest tab,Field status group = click on save

Creation of Term Loan account GL Account Number =Company code =Go to Menu, G/L Account, Create Account group =O P&L Statement AccountO Balance sheet Account Short textLong text Go to control data tab Account currency =O only balances in local currencyO line item displaySort key =Go to Create/Bank/Interest tabField status group = Interest indicator = click on save

Step 8: Term Loan receipt - T.Code – F-02 Document date = type = company code=Posting date = period = currency/rate = Posting key = Account = click on enter Amount =Business area = value date =Text = Posting key = Account = click on enter Amount =Business area = value date =Text =Click on “display Document overview” icon (on the application tool bar)Make corrections if necessary and click on save button. Step 9: Term loan installment payment Document date = type = company code =

Posting date = period = currency/rate =Posting key = Account= click on enter

Amount =Business area = value date=Text =Posting key = Account= click on enter

Amount =Business area = value date=Text =Click on “Display Document overview” icon (on the application tool bar)Make corrections if necessary and click on save buttonStep 10: Calculation of interest – T.code F.52 Chart of accounts =G.L. Accounts =Company code = Further selectionsCalculation period =Out put control Select “Additional Balance line”

 

Posting controlSelect “post interest settlements”Select “update master record”Note the session name = RSZIS00Posting to business area =Posting date of session =Document date of session =Click on execute Step 11: to post the documents by executing batch input sessions Go to Menu.system, services, batch input, and sessions Select “RFSZIS00” line Click on “process” buttonSelect the “Display errors only” radio buttonClick on “process” buttonClick on “Exit batch input” button Step12: To verify the term loan account balance- T.code- FS10N G/L Account no =Company code =Fiscal year =Business area = Click on execute.

To see the document posted go to T.code.FB03  To verify the updations in Term Loan account master – T.code FS00 GL account number =Company code = Menu, GL account, displayGo to create/bank/interest tabObserve “key date of last interest calculation” and the “date of last interest run” date  ReversalsIndividual Reversals: T.Code FB08 Document number = (to be reversed)Company code =Fiscal year = Reversal reason = Click on the “display before reversal” button to display the document before reversal.Click on “back arrow”Click on save and observe the document number.

Go to T.code FB03 to display the reversed document. Reverse of reversal: T.code F-02 Menu, Document, click on “post with reference” option Document number = (give the document number to be re-reversed)Select “Generate reverse posting” option and click on enter Click on “save” to post it and observe the document number. Go to T.code FB03 to display re-reversed document. Mass Reversal T.code F.80 Company code =Document no =Fiscal year =Reason for reversal = Select Test Run check box and click on execute List of document that can be reversed is displayed - click on “reverse documents”Button to reverse all the documents at once.

Accrual /Deferral documents  Step 1: creation of GL master – Out standing Expenses Account as “Open item Management” Account Check up the list of account groups and identify account group under which we have to create this gl master and choose the gl account number. T.code OBD4 Path: accounting – financial accounting - general ledger – master records - individual processing – centrally – T.code FS00 GL Account number =Company code =Go to menu, G /L account, create Account group =O P&L statement accountO Balance sheet account Short textLong text Go to control data tab,

Account currency =O only balances in local currencyO open item managementO line item displaySort key = Go to create/bank/interest tab Field status group = click on save Step 2 to create reversal reason Path: SPRO - financial accounting - G/L accounting – business transactions- adjustment postings/reversal – define reasons for reversal. Click on “new entries” Reason =Text =Select “neg.postings” (negative posting)Select “alt.posting.dt” (alternative posting date) click on save

Step 3: posting of accrual document.Path: accounting – financial accounting – general ledger – periodic processing- closing - valuate – enter accrual/deferral document T.code FBS1 Document date = type = company code=Posting date = period = Currency/rate = Reversal Reason =Reversal date = Posting key = Account = click on enter Amount =Business area =Text = Posting key = Account= click on enter Amount =Business area =Text =Click on “display document over view” icon Make corrections if necessary and click on “save” buttonSte 4: Display GL account line items t.code FBL3N GL account no =Company code =Select “open items”Open at key date =Click on execute.Observe the status of the document.

Step 5: Reversal of accrual document. Path: accounting – financial accounting - general ledger – periodic processing – closing – valuate- reverse accrual /deferral document - T code F.81 Company code =Document no =Fiscal year =Document type =Select “Test Run” and click on “execute”Observe, go back and deselect “Test Run” optionClick on “execute” to reverse all accrual documents.

Step 6: Go to T.code FBL3N to display the document status in “out standing expenses account” after reversal of accrual document. T.code FBL3NGL account no =Company code =

Select “open items”Open at key date =Click on execute.Observe the status of the document