45110SAP FI General Ledger

7/29/2019 45110SAP FI General Ledger

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SAP FIGeneral Ledger



Table of Contents

GL Overview

Sub Processes

Master Data

Transaction Processing

Account Analysis / Reconciliation

Periodic Processing

Reporting



SAP Modules - Overview

Sales &Distribution

SD

MM

PP

QM

PM

HR

FI

CO

AM

PS

OC

IS

MaterialsMgmt.

ProductPlanning

QualityMgmt.

Plant Maint.

HumanResources

FinancialAccounting

Controlling

Fixed AssetMgmt.

ProjectSystem

Office &Comm.

IndustrySolutions

SAP R/3



FI – Financial Accounting Modules

FI - Financial Accounting Modules

FI

Accounts Payable

Cash Management

Special Ledger

LCLegalConsolidation

TMTravelManagement

Asset and InvestmentManagement

General Ledger

Accounts Receivable



Financial Accounting • Legal / Statutory Accounts

• Standard Ledgers

• Master Data Integrates with Controlling

Controlling• Management Accounts

• Manage Budget Expenditure



A Grp CommonChart of Accounts

(YCCA)

Company

Chart of Accounts

Company Codes

Financial Management Area A Grp FM Area(9100)

A Ltd (9100)A1 Ltd (9200)

A Group



The Chart of Accounts

• Contains the definitions ofall G/L accounts in anordered form

• Each general ledger is setup according to a Chart ofAccounts

• Many company codes mayuse the same COA

• All A Grp. organizationalunits use the same Chartof Accounts: YCCA.

COA“YCCA”

Company Code

9100 A Ltd

Company Code

9200 A1 Ltd



Company Code

• It is an independent accounting entity. A company code is assignedto a chart of accounts.

• Each company code in A Group uses the G/L accounts from onlyone chart of accounts for account validation. This is called theoperating chart of accounts.

• A chart of accounts can be used by multiple companies providedthey have the same basic account requirements.



TransactionProcessing

MasterData

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing



Master Data

Account Groups

Maintenance• Creation at 2 Levels

• Chart of Accounts Data

• Company Code Data

• Change

• Block

• Delete

Cost Elements

• Creation



YCCA AA 120001 120299 Fixed Assets Accounts

YCCA CASH 110000 118999 Liquid Funds Accounts

YCCA EXP 400000 499999 Expense Accounts

YCCA G.BS 100000 399999 General Balance Sheet Accounts

YCCA MAT 100000 899999 Material Management Accounts

YCCA REV 800000 899999 Revenue Accounts

A Grp COA

Account Groups

Number Ranges



• Item management• Posting control...

• Currency• Tax-related

Acct number: 119430

Inventory – Finished goods

Bal. sheet acct:Inc. statem. acct:

Chart ofaccountssegment

Company

codesegment

Description:

(Balance c/fwd)

General LedgerBalance P&LT T T T TT T T T TT T T T T

Balance P&LT T T T TT T T T TT T T T T



Blocking of G/L Accounts

G/L Accounts are blocked at two levels• Chart of Accounts level

• Company Code level

In Chart of accounts you block

• A master from creating in the Company Code• An account for posting

In Company Code you block

• An account for posting

NOTE: You can set or cancel the posting indicator at any time



Mark G/L Accounts for Deletion

G/L Accounts are not physically deleted without takingpreparatory steps

• Mark it for Deletion

• Specify that record must be archived

• Archive the transaction data attached to that master record

• Execute the G/L deletion program



9

Controlling Controlling

Revenue

elements

1 2 3

Assets

4

Liabilities Equity

Financial Accounting Financial Accounting

Expense accounts

8

Revenue

Profit Center Accounting Profit Center Accounting

1Current financial assets

and short - term capital

2Non - opera - ting costs, revenue

3Material inventory

Cost Elements – Chart of Accounts

A Grp. Chart of Accounts - YCCA

Primary cost elements

Secondary costelements

4 8



Primary cost elements

Primary cost element External order settlement

Secondary cost elements

Internal activity allocation Assessment Overheads Internal order settlement

Revenue elements

Revenue element

Sales deduction Revenue account

Expense accounts Accounts postedto directly, such as

bank accounts

Accounts posted

to indirectly, suchas reconciliation

accounts

Balance sheetaccounts

P & Laccounts

G/L

accounts

FI FICO CO

The Cost Element




MasterData

General

Ledger

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing



Transaction Processing

SAP R/3 supports the following transactions:

Journal (JV) Processing• Document Principle

• Document Structure

Foreign Currency documents

Parked documentsPosting with Reference

Reversing / Canceling documents



Create G/Laccount posting

Create G/L PostingFast Entry

Simulate(Enough Info

to Complete Posting?)

No

Posted Entry

Post ManualJournal

Create/Display a ParkedDocument

Post/Release aParked Document

Yes

Holding an incomplete

document



Header

Line items

Document No: 123456Date: 6/5/1000xCompany Code: 5200Currency: US$ ,,,,

Total:

Debit Credit

1,000,000

800,000200,000

1,000,0001,000,000

Each document consists of two segments: header and line items.

After posting it receives a unique document number.

A Grp. will use the standard document types of SAP. The systemassigns the document numbers automatically.



0000000000

1000000000

2000000000

3000000000

4000000000

5000000000

6000000000

7000000000

8000000000

9000000000

9999999999

00

01

02

Internalnumberingdefined per fiscalyear

External numbering

Internal numberingdefined until fiscalyear in the future

Current numbers

1998

Current numbers

1999 2000 2001...



Dates:

• Document Date,

• Posting Date,

• Translation Date,

• Entry Date (automatic),

• Period.

Document Type

Company Code

Currency

Additional information:• Reference,

• Short text.



Field

?

P r i or i t y

Account

yes

nosuppress

Posted with whichposting key?

Posted onwhich account?

PK ...

PK ...

Relevant for postingson accounts of this type?



During document entry, certain fields need to befilled in. For example, when posting expenses, acost center and tax information is usuallyrequired.

Tax fields are only ready for entry if the generalledger account is set up as tax-relevant.



Document entered

correctly

You can now:

Simulate your document - press the “Simulate” button:

Or post it immediately - press “Save” button (F11)

Posting functions



Local currency - Functional currency of the company code

Document currency - Currency of the document

Group currency - Alternative currency for group reporting

For every Company Code there’s defined a company code currency, ie,

every company code has a “local” currency.

Every document, posted in different currency than company codecurrency, is processed as a foreign currency document.

Accounting documents can be posted in a foreign currency

The foreign currency is converted to local currency and both are storedin the document along with the exchange rate



1.

3.

2.

1. Exchange rate can be entered manually,

2. Or derived from “Exchange Rates Table”

3. System automatically translates the foreign currencyinto CC currency.



After entering the document it is possible:

• To post it immediately

• To “park” the document

• To hold the document



Header: 01/03/2003 Comp. Code: 5200

Document # 1 (Reference Document):

Line Items:

PK Account Amount40 123000 500050 345560 200050 907902 3000

Document # 2:

Line Items:

PK Account Amount40 123000 5000

50 345560 200050 907902 3000

Reference documents are either accounting documents or sampledocuments that are used as a reference to post an accounting document.



Document entered incorrectly

Document corrected by Reversal:Reverse with a standard reversal

posting

Reverse with a negative posting

Document re-entered correctly

Balance sheet Assets

Liabilities

Shared equity



Many documents may be reversed at the same time,

Process may be scheduled to be performed in the background.

Mass ReversalProcedure




MasterData

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing



Account Analysis / Reconciliation


Display G/L account balance

Display G/L line items

G/L account analysis functions

Clear outstanding items on G/L account



Account balance Account Balances display

• Opening Balance (Carry forward Balance from previous year)

• Totals of all transactions for each posting period broken down for

• Debits and Credits

From these figures the system calculates the following for the

account balance function

• Balance per posting period

• Accumulated balance for the account



Line items

Line items can be displayed on G/L accounts which are managedwith Line Item display

• Line items are displayed on-line• Line Items can be totaled and sorted according to user requirements

• Additional fields can be added to the Line Item display screen

• Alternative custom defined Line Layouts can be defined



Functions supportingaccount analysis aregrouped on the“Application toolbar”



1 2

3

The balance of an open item managedaccounts are the reconciliation items.

Open itemsrepresenttransactions

that areincomplete.

You can onlyclear open itemsfor accounts that

are open itemmanaged.



Reversal of documents that were cleared before is not possible,

First the clearing operation must be reset.

Display cleared items

Reversal of clearing




MasterData

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing



Period End Processing


Fiscal Year variants & Posting Period

Clear open items, both manually and automatically

Create, maintain and process accrual/deferral transactions

Recurring Entries

Revalue balances in foreign currencies

Reconciliation of documents with monthly debits & credits

Roll over of closing balances to form opening balances can be

performed multiple times and after the beginning of the new fiscal year.



Every transaction that is posted isassigned to a particular posting

period

K4 Same as Calendar Year

Shortened Fiscal Year

V3 Non-Calendar Fiscal Year

Company Code Data Fiscal Year Variants

Company Code 0001

FY Variant R1 R1

Calendar Year

Year 2003

Periods

FY Variants

Mo. Day Period Year 01 31 10 -102 28 11 -103 31 12 -1

04 30 01:12 31 09

Properties

FY Variants

Calendar Year Year-Dependent CNo. of Post. Per. 12No. of Special Per. 2

R1 R1



Bank Statement

AutomaticPayment

A typical example of an open item is, for instance, a bank clearing

account. A transaction is cleared when an offset value is posted to an item or

group of items, so that the resulting balance of the items is zero.



Open items for G/L Accounts, Vendors and Customers can be

cleared automatically by running the Clearing ProgramSet up predefined criteria for automatic clearing (Configuration)

Program groups those items from an account that have the same• Trading Partner ID

• Reconciliation Number

• Currency in which the General Ledger is updated• Four freely definable criteria

Accounts

xxxxxx----

----------------

----

----------------

xxxxxx--------------------

--------------------

xxxxxx----

----------------

----

----------------

xxxxxx--------------------

--------------------

Automatic clearingprogram



Accruals and deferrals can be handled automatically by the SAP R/3system

Accrual/Deferral Documents are created on a monthly basis to recordexpenses/income which were anticipated but not yet realized

Once a transaction has been approved, it can be set up and runautomatically each month.

The recurring entry program helps to maintain Accruals / Deferrals

postings• Standard Journal Posting

• Has a reversing date

• Reversal Date can be any date in the future

• Monthly job is scheduled to reverse all Accrual/Deferral Documents automatically



Posting Parameters

First run onLast run onInterval in monthsRun DateRun Schedule

01/01/200212/01/2002

0115

____

Document ____________ ______________________ ______________________

03/01/2002

___________________ ___________________ ___________________

02/01/2002 ___________________ ___________________ ___________________

01/01/2002 ___________________ ___________________ ___________________

Batch InputSession



Dates when the first and the last recurring entries are to becarried out

Document „s Header

Line items




MasterData

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing



SAP system offers number of reports that help analyzingentered business transactions:

• Financial Statement Version (Balance Sheet and P&L)

• Account Balances

• Line Items

• Documents

• Master Data

Report can be:

• Printed out directly to the printer,

• Saved as a local file (txt format, Excel file etc.)

• Sent by e-mail



Balance

Sheet Income

Statement

Cash

Flow

Internal Reporting

External Reporting

FI

CO

Product

Cost

Cost

Center Profit

Center



Financial Statement Versions are set up to represent the balancesheet and P+L statement according to your own specific requirements

• Can be created for different legal entities• Can be created in different Languages

• Are executed in desired currency i.e. Local, Group

Using the Financial Statement you specify

• Line items to be included in the Financial Statement• Sequence the line items are displayed

• The COA and the accounts that are displayed in the Financial Statement

• The totals that are presented on the Financial Statement

Balance

Sheet

Income

Statement



2

1

SAP Menu

Transaction SA38

A user can run the required report in two ways:

• Directly from “Report Tree”

• Using transaction SA38, provided the he knows the report name



Selection of Report Parameters

Report Execution

Variant Selection Dynamic selection

A report can be executed directly or scheduled in thebackground



1) Enter the requiredcriteria on the selectionscreen

1

2

3

2) Press “Save” button

3) Enter the variant‟s

name




MasterData

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

Process decompositions are the starting

point for our process documentation.

They summarise what is involved in a

the GL process at a high level

PeriodicProcessing

45110SAP FI General Ledger

Documents

Transcript of 45110SAP FI General Ledger