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Optimal Confidential and Proprietary Information
Presentation on SAP Finance ModuleBy
Nagaraja G
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Training Agenda
Optimal Confidential and Proprietary Information
Asset Accounting
Bank Accounting
Start up
Accounts Receivable
Accounts Payable
Organizational Structure
General Ledger
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Organizational Structure
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Organizational Structure
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Maintain Posting period variant
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Document Types
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Field Status Group
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Fields Status Grup
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General Ledger
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GL Overview
Sub Processes
Master
Data
Transaction Processing
Reconciliation
Periodic Processing
Reporting
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� The Chart of Accounts
� Group of G/L Account
called Chart of Accounts
� Many company codes may
use the same COA� All A Grp. organizational
units use the same Chart of
Accounts: 1000.
COA³1000´
Company Code
1000
Company Code
2000
Chart of Accounts
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TransactionProcessing
Master Data
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
General Ledger Process Overview
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Account Groups
Maintenance
� Creation at 2 Levels
� Chart of Accounts Data� Company Code Data
� Change
� Block
� Delete
Cost Elements
� Creation
Master Data
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Chart of Accnt. Accnt Grp. Name From Number To Number
1000 Assts. Assets 100000 199999
1000 Lialts. Liabilities 200000 299999
1000 Incm Incomes 300000 399999
1000 Expn Expense 400000 499999
1000 Clrn Clearing Accounts 600000 699999
G/L Account Groups
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GL M ASTER
Chart Of Accounts
SEGMENT
Company Code
SEGMENT
� Account number
�GL description
� Account currency
�Field Status group
GL Account Master R ecord
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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
Blocking of G/L Accounts
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TransactionProcessing
Master Data
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
General Ledger Process Overview
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SAP R/3 supports the following transactions:
Journal (JV) Processing
Post Documents
Parked documents
Posting with Reference
Reversing / Canceling documents
Transaction Processing
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Create G/L
account posting
Create G/L Posting
Fast Entry
Simulate
(Enough Info
to Complete Posting?)
No
Posted Entry
Post Manual
Journal
Create/Display a Parked
Document
Post/Release a
Parked Document
Yes
Holding an incomplete
document
Document Posting: Activity Flow
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Header
Line items
Document No: 123456Document No: 123456Date: 6/5/1000xCompany Code: 5200Currency: US$ ,,,,
Total:
Debit Credit
1,000,000800,000200,000
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 system
assigns the document numbers automatically.
The Accounting Documents
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Each type of document is assigned to a number range.
The document number range is the key which identifies each document
in a company code and defines the allowable range in which a
document number must be positioned and cannot overlap.
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 ³current
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.
One number range can be assigned to several document types.
Document Number Ranges
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Dates:
� Document Date,
� Posting Date,
� Translation Date,
� Entry Date (automatic),
� Period.
Document Type
Company Code
Currency
Additional information:
� Reference,
� Short text.
The Document¶s Header
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Document enteredcorrectly
� You can now:
Simulate your document - press the ³Simulate´ button:
Or post it immediately - press ³Save´ button (F11)
Posting functions
Posting a document
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After entering the document it is possible:
� To post it immediately
� To ³park´ the document
� To hold the document
Parking / Holding a Document
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Document entered incorrectly
Document corrected by Reversal:
Reverse with a standard reversal
posting
Reverse with a negative posting
Document re-entered correctly
R everse a GL document
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� Reversal of documents that were cleared before is not possible,
� First the clearing operation must be reset.
Display cleared items
Reversal of clearing
R eversal of Clearing
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TransactionProcessing
Master Data
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
General Ledger Process Overview
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SAP R/3 supports the following transactions:
Display G/L account balance
Display G/L line items
G/L account analysis functions
Clear outstanding items on G/L account
Analysis & R econciliation
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Open items are incomplete transactions, such as an invoice
for which goods or services have not yet been received.
In order for an open item transaction to be considered
complete, the transaction must be cleared. A transaction is
considered cleared when an offset value is posted to it, so
that the resulting balance of the items is zero.
In the above example:
± Two invoices are posted to the Customer account. These invoices
are regarded as the open items because at this point thecorresponding payment has not been received.
± The payment is received and the invoices are set off against it.
± The transaction is now cleared and the resulting balance is zero.
Open Item clearing
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TransactionProcessing
Master Data
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
General Ledger Process Overview
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SAP R/3 supports the following transactions:
Fiscal Year variants & Posting Period
Clear open items, both manually and automatically
Recurring Entries
Revalue balances in foreign currencies
Reconciliation of documents with monthly debits & credits
Period End Processing
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Manually or Automatically can be cleared Open items for G/L
Accounts, Vendors and Customers
Manual and Automatic Clearing Program
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�Recurring entries are very effective in streamlining data processing
for transactions that occur on a regular basis.
�To save time and streamline month-end processing, you use
recurring entries to post these transactions.
R ecurring Entry Document
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TransactionProcessing
Master Data
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
General Ledger Process Overview
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SAP system offers number of reports that help analyzing entered 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
R eporting
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Accounts Payable
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InvoiceProcessing
�Sundry�Logistics
Master Data
AccountsPayable
Payments /Disbursements
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
Accounts Payable Process Overview
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General data
� Address
� Control data
� Payment Transactions
Company Code data
� Account Management
� Payment Transactions
� Correspondence
Purchasing Organization
� Purchasing Data
� Partner functions
Vendor Master
Master Data: Structure
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InvoiceProcessing
�Sundry�Logistics
Master Data
AccountsPayable
Payments /Disbursements
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
Process decompositions are the starting
point for process documentation. They summarise what is involved in a
the AP process at a high level
PeriodicProcessing
Accounts Payable Process Overview
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Business Transactions included in Process:
Sundry
� Invoice
� Credit Memo
� Down Payment (Special G/L)
� Foreign Currency
� Cancel/Reverse Document
Invoice Processing
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� All required data on one screen,
� A user can use ³tabs´ to switch between sub-screens
Screen Tab
Enter company code
Document Entry ± Basic Data
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DocumentSimulation
OR
Posting a document
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� The parkeddocument
may be:
± Posted, ± Edited,
± Saved as
completed,
± Deleted.
Save the document
Edit your document
Processing of Parked Documents
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Determinationof reqmts.
Sourcedetermination
Vendor
selection
POmonitoring
Goods
receipt
Invoiceverification
Paymentprocessing
Purchaserequisition
Quotation
1020
10
20
Purchaseorder
1020
Purchaseorder
Invoice
1
2
3
7
6
5 4
8
POprocessing
Procurement Cycle
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Goto MIRO or MIR7 and MIR
The user must enter the following data:
� document date, purchase order number
� invoiced amount, terms of payment (if necessary)
The following items are copied from the purchase order:
� vendor, terms of payment, invoice items
The following items are transferred from the purchase order history:
� quantity, amount
� account determination.
The bank information is stored in the vendor master record.
A Vendor Invoice
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InvoiceProcessing
�Sundry�Logistics
Master Data
AccountsPayable
Payments /Disbursements
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
Process decompositions are the starting
point for process documentation.
They summarise what is involved in athe AP process at a high level
PeriodicProcessing
Accounts Payable Process Overview
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Outgoing Payments
Manual payments
Automatic Payment Run
� Reports
Payments / Disbursements
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� This transaction is being used to post vendor outgoing payments
that have not been cleared by the automatic payment program,
� All data on one screen, no posting keys required.
Open items
Manual outgoing payment
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Create Pay. Run &maintain
Parameters
ProposalList
Edit Proposal
Proposal
Approval
SchedulePayment
Print PaymentMedium
ScheduleProposal
AutomaticPayment Run
Post OutgoingPayment With
Printout
Checks /Transfer
Approval
Send transfersto Banks and/or
checks toVendors
N o
Invoices, CreditMemos,PaymentRequests
Yes
Automated Outgoing Pay.-Activity Flow
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Invoices are paidInvoices areproposed for
payment
Open invoices areanalysed
Invoices or paymentrequests
areentered
Payments aremodified
Payments areapproved
Payment
documents
are printed
Automatic Payment Process
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InvoiceProcessing
�Sundry�Logistics
Master Data
AccountsPayable
Payments /Disbursements
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
Accounts Payable Process Overview
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Business Transactions included in Process:
Accounts Balance
�Line Item display
Account Clearing
�Internal Post with Clearing
�Clearing with Customer
Account Analysis / R econciliation
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� Account balance displays totals of transactions, per
month as well as cumulative values
� The report may be printed or saved as a local file
Display Account Balance
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� ³Line items´ report displays particular transactions,
� It it possible to change the documents directly from this screen,
� The report may be printed or saved as a local file
Display Account Line items
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� Reversal of documents that have been cleared before is not possible,
� First the clearing operation must be reset and then you can reverse a
document.
Display of cleared items
Reversal of clearing
R eversal of Clearing
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InvoiceProcessing
�Sundry�Logistics
Master Data
AccountsPayable
Payments /Disbursements
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
Process decompositions are the starting
point for process documentation. They summarise what is involved in a
the AP process at a high level
PeriodicProcessing
Accounts Payable Process Overview
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Business Transactions included in Process:
LIV invoice variances
�Invoice differences
�Blocked invoices
�Tolerances (not configured)
GR/IR Account Maintenance
Vendor Correspondence
�Standard Letters
�Balance Confirmation
Periodic Processing
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InvoiceProcessing
�Sundry�Logistics
Master Data
AccountsPayable
Payments /Disbursements
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
Process decompositions are the starting
point for process documentation. They summarise what is involved in a
the AP process at a high level
MonthEnd
Processing
Accounts Payable Process Overview
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Business Transactions included in Process:
Standard Reports
�Open Items List
�Cleared Items List� Account List
� Account Balance List
Customised Reports� Aged Open Items List
R eporting
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Accounts Receivable
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InvoiceProcessing
Master Data /Credit
Management
AccountsReceivable
CashReceipting /Payments
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
Accounts R eceivable Process Overview
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Maintenance
� ChangeCreation 3 Levels
� General Data (name, address)
� Company Data (reconciliation acct, payment term)
� Sales Data (SO currency, incoterms)
� Block
� Delete
Account Groups
Intercompany
One-time customers
Master Data
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Customer Master
� General data� Address
� Control data
� Marketing
� Export data
� Contact persons
� Company Code data� Account Management
� Payment Transactions
� Correspondence
� Insurance
� Sales Area data� Sales
� Shipping
� Billing document
� Partner functions
Master Data: Structure
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InvoiceProcessing
Master Data /Credit
Management
AccountsReceivable
CashReceipting /Payments
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
Accounts R eceivable Process Overview
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SAP R/3 supports the following transactions:
Sundry
� Invoice
� Credit/Debit Notes
� Down Payment
SD Billing
Inter-company postings
Invoice Processing
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� Terms of payment are arrangements made with a
Customer governing financial settlement with respect to
goods supplied and services performed, e.g. cash on
delivery, payment within 30 days.
� Within payment terms, cash discounts and periods
allowed for payment are defined.
Payment Terms
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InvoiceProcessing
Master Data /Credit
Management
AccountsReceivable
CashReceipting /Payments
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
Accounts R eceivable Process Overview
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Business Transactions included in Process:
Customer Payments
� Manual Checks
� Clear Customer Accounts
� Post processing transactions
Inter-company Payments
Cash R eceipting / Payments
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InvoiceProcessing
Master Data /Credit
Management
AccountsReceivable
CashReceipting /Payments
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
Process decompositions are the starting
point for our process documentation.
They summarise what is involved in a
the AR process at a high level
PeriodicProcessing
Accounts R eceivable Process Overview
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Business Transactions included in Process:
Display Customer¶s account balance and line items
Clear outstanding items on Customer¶s
Post Customer¶s documents with clearing
Perform automatically clearing procedures
Reverse documents
Account Analysis / R econciliation
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� Account balance displays totals of transactions, per
month as well as cumulative values
� The report may be printed or saved as a local file
Display Account Balance
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� ³Line items´ report displays particular transactions,
� It it possible to change the documents directly from this screen,
� The report may be printed or saved as a local file
Display Account Line items
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Open items are incomplete transactions, such as an
invoice for which goods or services have not yet been
received.
In order for an open item transaction to be considered
complete, the transaction must be cleared. Atransaction is considered cleared when an offset
value is posted to it, so that the resulting balance of
the items is zero.
Open Item Clearing
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InvoiceProcessing
Master Data /Credit
Management
AccountsReceivable
CashReceipting /Payments
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
Accounts R eceivable Process Overview
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Business Transactions included in Process:
Dunning
Period End Processing
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Customer OpenItems
Customer Master Record
Dunning
Program
Print Dunning
Notices
Update
Update
Dunning - Process Overview
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InvoiceProcessing
Master Data /Credit
Management
AccountsReceivable
CashReceipting /Payments
AccountAnalysis &
Reconciliation
Reporting
Financial Accounting
PeriodicProcessing
Accounts R eceivable Process Overview
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SAP system offers number of reports that help analyzing entered business
transactions:
� Open Items List
� Cleared Items List
� Account List
� Account Balance List
Customised Reports
� Aged Open Items List
Report can be:
� Printed out directly to the printer,
� Saved as a local file (txt format, Excel file etc.)
� Sent by e-mail
R eporting
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Bank Accounting
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Bank Master Data
Check Processing
Bank statement
Cash Journal Master Data
Cash Journal Posting & Reports
Table of Contents
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Bank Master Data
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House bank
Bank Account in the SAP system
Account number
Account ID
Bank GL accounts - master data
Account ID
Bank Account number at the house bank
Bank Master Data - Bank Accounts
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Bank account for House Bank
House banks for
company code 1000
Bank Master Data - an Example
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Check Processing
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Upon completion of this module, you will be able
to:
± Explain the procedure for depositing checks,
± Post the checks and clear the Customer Accounts,
± Run post processing transactions,
± Print Check Register,
± Change Check Information (renumber, change
assignment etc.),
± Void checks.
Manual Check Deposit - Objectives
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PrintPrint
Preview
Overview
Printing and Overview
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Cash Journal Master Data
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Upon completion of this module, you will be able to:
± Describe Cash Journals for your company code,
± Explain types of documents used for postings cash journal documents,
± Describe how to create Business Transactions for Cash Journal.
Cash Journal - Master Data - Objectives
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A cash journal for a
company code includes
the following data:
the 3 digit cash journal
identification and name,
the G/L accounts to which
you want to post the cash
journal accounting
transaction
the currency in which you
want to run the cash journal
the document types for
posting cash outflows and
inflows
Cash Journal001 - Gen. Serv.
Cash Account
110000
Cash Journal - Master Data (2)
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CompanyCode1000
Cash Journal - Master Data
Cash Journal
Number Cash Journal Name
1 Petty Cash - CHQ
2 Petty Chash - Dhaka
3 Petty Cash- Pabna
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Tran.no Type G/L acct Business transaction
1 E 440601 JANITORIAL LABOR
2 E 446002 COURIER & POSTAGE
3 E 446602 MAINTENANCE H/W & S/W
4 E 446603 COMPUTER SUPPLIES
5 E 450002 PRINTING &OFFICE SUPPLIES
6 E 450003 VISA &PASSPORT
7 E 450015 MEALS & ENTERTAINMENT
8 E 450016 LODGING EXPENSES
9 E 450017 AUTO EXPENSES
10 E 450018 OTHER TAXES
11 E 480002 PROMOTIONAL BROCH/GIFTS
12 E 480003 PARTIES AND FUNCTIONS
13 C 114351 REPLENISHMENTBY CHECK JPM
Cash Journal - Transactions
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Posting & Reports
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Upon completion of this module, you will be able to:
± Save & Post Cash Journal documents,
± Delete & Reverse Documents,
± Print Cash Report for a certain period of time
Postings & R eports - Objectives
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Cash Journal
Document
Post or Save
Post Save
Print a
Document
FI DB
FI GL Account
Customer /
Vendor Sub
Ledger
Postings & R eports - Activity Flow
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Fixed Assets
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AA Overview
Chart of Depreciation
Asset Accounting as a Sub-ledger
Asset Class
Master Data
Create/Change Asset Master Record
Acquisitions
Settlement of an Asset Under Construction (AUC)
Retirement
Depreciation
Asset Accounting
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Transfers
Period / Year End Closing
Reporting
Asset Accounting
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Asset Accounting is a subsidiary ledger of Financial Accounting.The appropriate General Ledger accounts are updated each timeyou post.
Asset account Vendor
Assets Liabilities
General Ledger
1000 1000
1000 1000
Overview: Asset Accounting as a Sub-Ledger
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Generalledger
accounts
Balancesheet
Assetclasses
Assetmaster
records
A L
Vehicles Fixtures andfittings
Buildings Assets under construction
Asset Class
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Asset Classes Configured
110000 Land
120001 Building
130002 Plant and
Machinery
140003 Vehicles
150004 Asset under construction
Asset Classes
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Assets under construction in this asset class are managed with the option
for final line item settlement to receiving assets or cost centers. As a result:
On the capitalized asset, you can then see the relationship between the
capitalized asset and original postings to the asset under construction - you
can accurately identify the origin of the postings.
AUC¶s can be settled to multiple final assets / asset classes
Assets under Construction with Line item settlement
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Chart of accounts Chart of depreciation
Financial AccountingCompany Code
+
Data for Asset Accounting
Asset Accounting CompanyCode
==
Asset Accounting Company Code
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Master Data
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using a referenceusing asset class
taking over the default
values from the asset class
'copying' an
existing asset
Createasset
Creating the Asset Master R ecord
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Asset Acquisitions
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Asset Retirement
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Assets can be retired:With RevenueWithout Revenue (scrapped)
R etirement
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Depreciation
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SAP supports the following direct types of depreciation:
Ordinary Depreciation: planned reduction in asset value
due to normal wear and tear.
Special Depreciation: depreciation that is solely based ontax regulations.
Unplanned Depreciation: depreciation resulting fromunusual circumstances, such as damage to the asset,that lead to a permanent reduction in its value.
Depreciation
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Transfers
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Assets can be transferred within a company code or acrosscompanies within the Group
Transf ers
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Asset transfers can be one of the following scenarios:
1. Transfer within same Company CodeEg. From one asset class to another
2. Inter-company transfers between companies in SAPEg. From one company to another
1
2
Transfer within Company Code (ABUMN)
N)1Intercompnay Transfer (ABT
Asset Transf ers
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Period End Closing
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Thank YouThank You