SAP_FI
-
Upload
roys-palnati-s -
Category
Documents
-
view
39 -
download
1
description
Transcript of SAP_FI
IGROW SOFT
SAP FI/CO (Finance and Controlling) Notes
Version: SAP 6.0 ECC
ECC: Enterprise Central Component
SAP FI (Finance): SAP FI supports for external reporting as per their
country legal requirement and prescribed by accounting standards.
Accounting standards are,
1. Indian GAAP (General Accepted Accounting Principles)
2. IFRS (International Financial Reporting Standards)
3. IAS (International Accounting Standards)
4. US GAAP
5. UK GAAP etc
Under SAP FI, we can generate financial statements. Financial
statements consist of Profit and Loss Account, Balance Sheet and Cash
Flow Statement
Coverage of SAP FI:
1. General Ledger Accounting
2. Account Payables
3. Accounts Receivables
4. Asset Accounting
5. Bank Accounting
6. Taxes (CIN: Country India Version)
a. Excise Duty
b. Central Sales Tax (CST)
c. Local Sales Tax (LST)
d. Value Added Tax (VAT)
e. Service Tax
f. Tax Deduct at Source (TDS) (Extended Withholding Tax)
7. Integrations
a. SAP MM (Materials Management)
1
IGROW SOFT
b. SAP SD (Selling and Distribution)
SAP CO (Controlling): Controlling nothing costing/management
accounting. SAP CO supports for internal reporting as per client
requirement. Under SAP CO, we can generate contribution margin
reports, contract margin reports, budgeting, planning and variance
reports
Coverage of SAP CO:
1. Cost Elements
2. Overheads Management
a. Cost Centers
b. Internal Orders
3. Profitability Management
a. Profit Center Accounting
b. Profitability Analysis
4. Product Costing
a. Product Cost Planning
b. Cost Object Controlling (Actual Cost of the Product)
c. Variance (Difference between Actual cost of the product
and product cost planning)
d. SAP PP Integration (Production Planning)
5. New General Ledger Concepts
a. Document Splitting
b. Segment Reporting (As per IFRS)
c. Ledger Groups (Parallel Books of Accounts)
d. CO-FI Integration
ASAP Methodology (Road Map)
ASAP: Accelerated SAP
2
IGROW SOFT
ASAP means accelerated SAP. SAP means Systems, Applications and
Products in data processing. Acceleration means speed up the project
Phases in ASAP Road Map:
1. Project Preparation
2. Business Blue Print
3. Realization
4. Finalization
5. Go – Live and Support
Project Preparation:
This is first and initial phase of the project where we start project.
Activities in project preparation-
1. POC (Proof of concept): Implementation partner will give
demonstration on SAP system how SAP system will work as per
client requirement. Ex: Reliance group wants to implement SAP
system. Reliance Company selected WIPRO Company to
implement SAP.
Reliance Company – Client
WIPRO Company – Implementation Partner
2. Project Charter: Project Charter consists of two teams (Reliance company
team and WIPRO company team). Model project charter as follows,
Client Team (Reliance) Implementation Partner Team
(WIPRO)
Project Director Project Director
Delivery Manager Delivery Manager
Project Manager Project Manager
Team Leader Team Leader
Senior Power User Senior Consultant
Power User Consultant
Junior Power User Junior Consultant
3
IGROW SOFT
3. Kick off Meeting: This is initial meeting in the project
implementation. This is a interactive meeting between client
team and implementation team
4. Scope of the project: What are the components clients wants to
implement. For ex:
a. SAP FI (Finance)
b. SAP CO (Controlling)
c. SAP MM (Materials Management)
d. SAP SD (Selling and Distribution)
e. SAP PP (Production Planning)
f. SAP HR (Human Resource Management)
g. SAP Quality
h. SAP CRM (Customer Relations Management)
i. SAP SRM (Supply Relations Management)
j. SAP Basis (System Administrator)
k. SAP ABAP (Advanced Business Application Program) etc
5. Time lines of the Project: For each phase of the project, we maintain
deadlines. For ex: Project duration is 1 Year
Phases of SAP implementation Duration of Each Phase
Project Preparation 01.01.2011 – 31.03.2011 (3
Months)
Business Blue Print 01.04.2011 – 30.06.2011 (3
Months)
Realization 01.07.2011 – 31.10.2011 (4
Months)
Finalization 01.11.2011 – 30.11.2011 (1
Month)
Go – Live and Support 01.12.2011 – 31.12.2011 (1
Month)
4
IGROW SOFT
Note: Project manager will prepare time lines of project and
allocate work to his subordinates as per time lines
6. AS-IS Document: Client employees will prepare AS – IS
Document. AS-IS Document consists of ‘as it is of their existing
business’. This document will be submitted to implementation
partner team
7. TO-BE Document: This document will be prepared by
implementation partner team based on AS-IS document which is
submitted by Client employees
8. GAP Analysis Document: This document will be prepared by
implementation partner team based on AS-IS document and TO-
BE document. GAP analysis document consists of differences
between AS-IS Document and TO-BE Document
Business Blue Print:
This is second phase of the project where we gather business
requirements of the client by conducting workshops and lead them by
Questionnaires. We document all business requirements and take sign
off on the document from the client. This is to ensure that move
forward to next phase
Realization:
This is third phase of the project where we
configure/develop/implement the business requirements of the client in
the SAP system. Project manager will allocate work to the consultants.
Base line configuration: We can configure the business requirements
and test the business requirements
Final Configuration: If there is any modifications, modify configuration
and finalize realization phase
Finalization:
5
IGROW SOFT
This is fourth phase and penultimate phase in the project. Activities in
finalization phase
End to testing the business requirements
Training to end users (client employees). Generally we follow
‘Train-the-Trainer’ concept
System settings (Ex: Outlook configuration, MS Office, Printers,
Scanners, some other third party tools)
Go – Live check
Data migration from existing system to SAP system
Go – Live and Support:
This is fifth and last phase in the project where we give system to
client. Client employees will enter data into SAP system. We maintain
internal help desk to give support to client employees, if they have any
problems while posting data in SAP system
How to enter into System:
Double click on SAP Logon on desktop
Click on Log on
Client 800
User SAPUSER
Password india123
Language EN (English)
Enter
Note: Home screen/Initial screen of SAP is SAP Easy Access
Note: SAP Package was developed in 41 languages
Note: If you don't enter language, Default language is English
Client: Client is an organizational unit. Server can be divided into
clients. Each client consists of separate database and separate tables.
Ex:
6
IGROW SOFT
100: Development Client
200: Testing/Quality Client
300: Production Client
User: User is an authorization to enter into SAP system and to process
transactions in SAP system. Ex: SAPUSER
SAP Package was developed in screen wise. Each screen has its own
name that is called Transaction code (Tcode)
Every screen consists of
Menu bar
Standard tool bar
Name bar
Application tool bar
Work area
Status bar
Menu bar, Name bar and Application tool bar will be changed screen to
screen.
Standard tool bar is same in every screen, but based on the screen
requirement some buttons are active and some buttons are disabled
Work area: We process transactions in work area by using menu bar,
standard tool bar and application tool bar
Status bar: System will update status of the transaction
Red Color Message: Error Message (We can’t process
transactions)
7
IGROW SOFT
Yellow Color Message: Warning Message (We can ignore warning
message and process transactions)
Green Color Message: Information Message
SAP has given two screens
1. End user screen (SAP Easy Access)
2. Consultant screen (Tcode: SPRO)
SPRO- SAP Project Reference Object
Enterprise Structure
1. Define Company (Group Company)
Definition: Company is an independent organizational unit, which is
registered under commercial law. Under company, we can generate
consolidated financial statements. Financial statements consist of
profit and loss account and balance sheet. Consolidation means
clubbing of all sisters concerns/subsidiary companies financial
statements
Ex: TATA Group, Birla Group, Reliance Group etc.
Path: SPRO - SAP Reference IMG- Enterprise Structure- Definition-
Financial Accounting - Define Company (Tcode: OX15)
Execute
Click on New Entries (F5)
Company
Company name
Street
PO Box
Postal code
City
Country
Language Key
8
IGROW SOFT
Currency
Save (Ctrl+S)
Prompt for customizing request dialog box will come
Click on create request (F8)
Short Description : Define Company
Enter and enter
Note:
Customizing Request: For every development, we need to create one
customizing request. These requests will be useful for transportation of
developments from one server to other server or one client to other
client
2. Define Company code (Sister concern/subsidiary
company)
Definition: Company code is an independent organizational unit, which
is registered under Companies Act, 1956. Under company code, we
can generate financial statements. Financial statements consist of
profit and loss account and balance sheet. Company codes are
assigned to company (Group Company)
Ex: Reliance Power Ltd, Reliance Communication Ltd, Reliance
Chemicals Ltd, Reliance Insurance Ltd, Reliance Industries Ltd,
Reliance Media Ltd, Reliance Retail Ltd, Reliance Infrastructure Ltd, etc
Path: SPRO- SAP Reference IMG- Enterprise Structure- Definition-
Financial Accounting- Edit, Copy, Delete, Check Company Code
(Tcode: OX02)
Execute
Double click on Edit Company Code Data
Click on New Entries (F5)
Company Code
9
IGROW SOFT
Company Name
City
Country
Currency
Language
Save (Ctrl+S)
Title
Name
Search Term
Street
House number
Postal code
City
Country
Enter
Prompt for customizing request dialog box will come
Click on Create request (F8)
Short Description : Define Company Code
Enter and enter
3. Define Business Area
Definition: Business area nothing but branch. Under business area, we
can generate branch financial statements. Financial statements consist
of profit and loss account and balance sheet. Branch financial
statements will be useful for internal reporting (branch performance)
Path: SPRO- SAP Reference IMG- Enterprise Structure- Definition-
Financial Accounting- Define Business Area (Tcode: OX03)
Execute
Click on New Entries (F5)
Business Area Description
10
IGROW SOFT
Save (Ctrl+S)
Prompt for customizing request dialog box will come
Click on Create Request (F8)
Short Description : Define Business Area
Enter and enter
4. Assign company code to company
Definition: All company codes (sister concerns/subsidiary companies)
are assigned to company (Group company)
Path: SPRO- SAP Reference IMG- Enterprise Structure- Assignment-
Financial Accounting- Assign company code to company (Tcode: OX16)
Execute
Click on position button
Company code
Enter
Company
Save (Ctrl+S)
Prompt for customizing request dialog box will come
Click on Create Request (F8)
Short Description : Assign company code to company
Enter and enter
5. Define Fiscal Year Variant
Definition: Fiscal year nothing but financial year. Every company has to
maintain financial year as per their country legal requirement. Fiscal
year consists of 12 normal months and 4 special periods. Special
periods will be useful for adjustment of accounts after closing financial
11
IGROW SOFT
year. System can understand calendar year (January to December).
System can not understand other than calendar year (April to March,
July to June and October to September). We need to explain to the
system
For Ex: 2011 – 2012 (April to March)
In 2011, 9 months (April to December) will come and in 2012, 3
months (January to March) will come
If you convert 3 months of 2012 to 2011, we can say financial year
2011. We put against each month of 2012 (-1)
Otherwise
If you convert 9 months of 2011 to 2012, we can say financial year
2012. We put against each month of 2011 (+1)
This concept is called ‘Year Shift’
If you do business less than one year, we can say shortened financial
year. Life time of the company it will come once (In establishing year)
Important Notes:
Year Shift
Special periods
Shortened financial year
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Ledgers- Fiscal Year and Posting
Periods- Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year)
(Tcode: OB29)
Execute
Click on New Entries (F5)
FV (Fiscal Year Variant)
Description April to March
Number of posting periods 12
No. of Special periods 4
Enter
Select Variant
12
IGROW SOFT
Double click on Periods Folder
Click on New Entries (F5)
Month Day Period Year Shift
4 30 1 0
5 31 2 0
6 30 3 0
7 31 4 0
8 31 5 0
9 30 6 0
10 31 7 0
11 30 8 0
12 31 9 0
1 31 10 -1
2 28 11 -1
3 31 12 -1
Double click on Period Texts Folder
Click on New Entries (F5)
Language Period Txt Text
EN 1 APR April
EN 2 MAY May
EN 3 JUN June
EN 4 JUL July
EN 5 AUG August
EN 6 SEP September
EN 7 OCT October
EN 8 NOV November
EN 9 DEC December
EN 10 JAN January
EN 11 FEB February
EN 12 MAR March
13
IGROW SOFT
Save (Ctrl+S)
Prompt for customizing request dialog box will come
Click on Create Request (F8)
Short Description : Define Fiscal Year Variant
Enter and enter
6. Assign company code to fiscal year variant
Path: Same path (Tcode: OB37)
Execute
Click on position button
System will through following warning message: ‘No postings are
possible without fiscal year variant’
Ignore warning message
Keep on enter until company code dialog box will come
Company code
Enter
Fiscal year variant
Save (Ctrl+S)
Prompt for customizing request dialog box will come
Click on Create Request (F8)
Short Description : Assign company code to fiscal year variant
Enter and enter
Note:
Variant nothing but variable. Variant can be used anywhere if it is
necessary
One variant can be assigned to all company codes, which are having
same financial year
14
IGROW SOFT
Create following financial years
January to December (Calendar year)
July to June
October to September
7. Define posting period variant
Definition: In posting period variant, we can open and close posting
periods and year. We can post transactions in respective opened
posting periods
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Ledgers- Fiscal Year and Posting
Periods- Posting Periods- Define Variants for Open Posting Periods
(Tcode: OBBO)
Execute
Click on New Entries (F5)
Variant
Name
Save (Ctrl+S)
Prompt for customizing request dialog box will come
Click on Create Request (F8)
Short Description : Define variants for open posting periods
Enter and enter
8. Assign Variants to Company Code
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Ledgers- Fiscal Year and Posting
Periods- Posting Periods- Assign variants to company code (Tcode:
OBBP)
Execute
Click on Position button
15
IGROW SOFT
Company Code
Enter
Variant
Save (Ctrl+S)
Prompt for customizing request dialog box will come
Click on Create Request (F8)
Short Description : Assign variants to company code
Enter and enter
Note:
One variant can be assigned to more than one company code also
which are having same financial years
9. Open and Close Posting Periods
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Ledgers- Fiscal Year and Posting
Periods- Posting Periods- Open and Close Posting Periods (Tcode:
OB52)
Execute
Click on New Entries (F5)
Var. A From
Acct
To
Accoun
t
From
Per.1
Year To
period
Year
Save (Ctrl+S)
Prompt for customizing request dialog box will come
16
IGROW SOFT
Click on Create Request (F8)
Short Description : Open and close posting periods
Enter and enter
Note:
A (Account type): In SAP system, account types as follows
+ = Valid for all account types
A = Assets
D = Customers
K = Vendors
M = Materials
S = G/L Accounts
V = Contract Accounts
Always better to open and close posting periods for all account types
(+ = Valid for all account types)
10. Define Document Types
Definition: Document type means to differentiate business
transactions. Business transactions are Customer invoice, Vendor
Invoice, Customer incoming payment, Vendor outgoing payments,
General posting, Depreciation posting, Goods Receipt, Goods Issue etc.
For every business transaction, we maintain document type. For every
document type, we maintain document number ranges. Document
type controls Number ranges and account types.
Ex:
Sl.N
o
Document
type
Description Numbe
r range
From
number
To number
1 SA General posting 01 01000000
00
01999999
99
2 KR Vendor Invoice 19 19000000 19999999
17
IGROW SOFT
00 99
3 KZ Vendor out going payment 15 15000000
00
15999999
99
4 KA Vendor Document 17 17000000
00
17999999
99
5 KG Vendor Credit memo 17 17000000
00
17999999
99
6 DR Customer invoice 18 18000000
00
18999999
99
7 DZ Customer incoming
payment
14 14000000
00
14999999
99
8 DA Customer Document 16 16000000
00
16999999
99
9 DG Customer Credit Memo 16 16000000
00
16999999
99
10 AF Depreciation 04 04000000
00
04999999
99
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Document- Define Document Types
- Define Document Types for Entry View (Tcode:OBA7)
Execute
Click on Position button
Document type : SA (G/L Account Document)
Enter
Select SA
Click on Details (Ctrl+Shift+F2)
Observe number range 01 in SA document type
Click on Number range information
Company Code
18
IGROW SOFT
Note:
Display Interval: It shows what are the intervals we created
Status button: we can see, how many numbers we used against
interval
Change intervals: Create new interval or Change existing intervals
Click on Change Interval
Click on Insert Interval (Shift+F1)
No 01
Year
From number 0100000000
To Number 0199999999
Enter
Save (Ctrl+S) and enter
Note:
Current number: System will update recently posted document number
as current number
Ext (Externally): If you select this indicator, we need to give document
numbers externally (manually) while posting transactions. If you don’t
set this indicator, system will allocate document numbers internally
(Automatically)
Note:
We maintain document numbers every year
11. Define Field Status Variants
Definition: Field status variant controls transactional data. Field status
variant consists of Field status groups. Field status groups consist of
Fields. Against each field, we can select either ‘suppress entry’,
‘optional entry’ or ‘required entry’. Field status variant assigned to
company code. Field status group is assigned to General ledger master
record
19
IGROW SOFT
At the time of entry the system gives 70 fields
Ex: Quantity, Business area, value date, text etc
You can make any field as
1. Suppress field – Field will not be visible.
2. Required field – To enter the values.
3. Optional field – Choice to enter or not enter.
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Ledgers- Fields - Define Field Status
Variants (Tcode:OBC4)
Execute
Select 0001
Click on Copy as (F6)
Replace 0001 to _________
Enter
Click on Copy All
Enter
Save and enter
Select Variant
Double click on field status Groups
Double click on G005
Double click on Payment transactions
Select value date as optional mode
Save (Ctrl+S)
Note: Value date nothing but check clearing date
12. Assign Company Code to Field Status Variants
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Ledgers- Fields - Assign Company
Code to Field Status Variants (Tcode: OBC5)
Execute
20
IGROW SOFT
Click on position button
Company Code
Enter
Fld.stat.var
Save and enter
Note:
Field status variant can be assigned to more than one company code
13. Edit Chart of Accounts List
Definition: Chart of Accounts means list of G/L Accounts. Ex: Expenses,
Incomes, Liabilities and Assets
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New) - Master Data- - G/L Accounts - Preparations-
Edit Chart of Accounts List (Tcode:OB13)
Execute
Click on New Entries (F5)
Chart of accounts
Description
Maint.language EN English
Length of G/L Account number 6
Save and enter
Note:
Maint.language, Language in which the chart of accounts is created.
All accounts have a description in this language. Master data can only
be displayed or maintained in this language. If you carry out functions
with the account, the account name can be displayed both in the
maintenance language and in the available alternative languages.
21
IGROW SOFT
Length of G/L account number, for every general ledger we need to
allocate one unique number. If you maintain length of G/L account
number 6, we can allocate 6 digits number to our general ledgers. We
can maintain maximum 10 digit number in SAP system
Blocked, If you set this indicator you can’t create general ledger
master records in our chart of accounts
14. Define Account Group
Definition: List of G/L Accounts will be segregated into account groups.
Ex: Liabilities, Assets, Incomes and Expenses. Account Group controls
fields in the general ledger master record and number ranges for
general ledger master record. We can create ‘N’ number of account
groups in SAP system
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Master Data- G/L Accounts- Preparations-
Define Account Group (Tcode: OBD4)
Execute
Click on New Entries (F5)
Chrt/Accts Acct Group Name From acct To Account
LIAB Liabilities 100000 199999
ASST Assets 200000 299999
INCO Incomes 300000 399999
EXPN Expenses 400000 499999
Save (Ctrl+S) and enter
15. Define Retained Earnings Account
Definition: Retained Earnings Account is a bridge to flow the profit or
loss to the balance sheet.
22
IGROW SOFT
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Master Data- G/L Accounts- Preparations-
Define Retained Earnings Account (Tcode: OB53)
Execute
Chart of accounts
Enter
P&L statmt acct type X
Account 100100
Save (Ctrl+S)
It gives the Message, Account 100100 not created in chart of Accounts
Ignore warning messages
Enter
16. Assign Company Code to Chart of Accounts
Path: SPRO- SAP Reference IMG- Financial Accounting - General
Ledger Accounting- G/L Accounts- Master Data- Preparations- Assign
Company Code to Chart of Accounts (Tcode:OB13)
Execute
Click on position button
Company Code
Enter
Chrt/Accts
Save and enter
17. Define Tolerance Groups for G/L Accounts
Definition: For G/L account clearing, tolerance groups define the limits
within which differences are accepted and automatically posted to
predefined
accounts. The groups defined here can be assigned in the general
ledger
account master record.
23
IGROW SOFT
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Business Transactions- Open Item Clearing-
Clearing Differences- Define Tolerance Groups for G/L Accounts
(Tcode:OBA0)
Execute
Click on New Entries (F5)
Company Code
Debit posting 5 Percentage 1
Credit posting 5 Percentage 1
Save and enter
18. Define Tolerance Groups for Employees
Definition: SAP system is high secured system. We can give
authorizations to each employee or group of employees
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Business Transactions- Open Item Clearing-
Clearing Differences- Define Tolerance Groups for Employees (Tcode:
OBA4)
Execute
Click on New Entries (F5)
Company Code
Upper limits for posting procedures
Amount per document 99999999
Amount per open item account
item
99999999
Cash discount per line item 3
Permitted payment differences
Amount Percent
Revenue 5 1
Expenses 5 1
24
IGROW SOFT
Save (Ctrl+S) and enter
19. Assign Country to Calculation Procedure
Definition: We calculate taxes as per country legal requirement. Tax
procedure will be assigned to country. Calculation procedures
containing the necessary specifications for the calculation and posting
of taxes on sales/purchases have already been defined in the standard
SAP system for certain countries. We discuss tax procedure in later
discussions [SAP MM (Materials Management) and SAP SD (Selling and
Distribution) Integration]
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Tax on Sales/Purchases- Basic
Settings- Assign Country to Calculation Procedure (Tcode: OBBG)
Execute
Click on position button
Country IN (India)
Enter
Proc TAXD
Save (Ctrl+S) and enter
20. Deactivate Document splitting
Explanation: We discuss document splitting in controlling area. If you
activate document splitting, following error message will come while
posting transactions “There is no item category assigned to account”
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Business Transactions- Document Splitting-
Activate Document Splitting
Execute
Double click on Deactivation per company code folder
Go to position button
25
IGROW SOFT
Company code
Enter
Select Inactive
Save (Ctrl+S) and enter
G/L Master Records
Definition:
G/L account master records contain the data that is always needed by
the General Ledger to determine the account's function. The G/L
account master records control the posting of accounting transactions
to G/L accounts and the processing of the posting data
Structure of G/L Master Record:
G/L account master records are divided into two areas so that
company codes with the same chart of accounts can use the same G/L
accounts
Chart of accounts area
The chart of accounts area contains the data that is valid for all
company codes, such as the account number.
Company code specific area
The company code specific area contains data that may vary from one
company code to another, such as the currency in which the account
may be posted.
26
IGROW SOFT
Creation of G/L Master Record
Path: Accounting - Financial Accounting - General Ledger - Master
Records - G/L Accounts - Individual Processing - FS00 - Centrally
(Tcode:FS00)
Double click on FS00 - Centrally
1. Share Capital A/C
G/L Account 100000
Company Code
Click on Create
Go to Type/Description Tab
Account Group LIAB Liabilities
Select Balance Sheet Account
Short Text Share Capital A/C
G/L Acct Long Text Share Capital Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in local crcy
Select Line item display
Sort Key 001 (Posting Date)
Go to Create/bank/interest Tab
27
IGROW SOFT
Field Status Group G001
Save
2. Bank Account
G/L Account 290100
Company Code
Click on Create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance Sheet Account
Short Text Bank A/C
G/L Acct Long Text Bank Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in local crcy
Select Line item display
Sort Key 001
Go to Create/bank/interest Tab
Field Status Group G005
Select Relevant to cash flow
Save
3. Rent A/C
G/L Account 400010
Company Code
Click on Create
Go to Type/Description Tab
Account Group EXPN Expenses
Select P&L Statement Acct
Short Text Rent A/C
28
IGROW SOFT
G/L Acct Long Text Rent Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in local crcy
Select Line item display
Sort Key 001 (Posting Date)
Go to Create/bank/interest Tab
Field Status Group G001
Save
4. Interest Income A/C
G/L Account 300010
Company Code
Click on Create
Go to Type/Description Tab
Account Group INCO Incomes
Select P&L Statement Acct
Short Text Interest Income A/C
G/L Acct Long Text Interest Income Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in local crcy
Select Line item display
Sort Key 001
Go to Create/bank/interest Tab
Field Status Group G001
Save
Notes:
29
IGROW SOFT
Account Currency: The account currency indicates the currency in
which this account is held. If a currency other than the company code
currency is specified, users can only post items in that currency to this
account. If the company code currency is specified, users can post
items in any currency to this account.
Only balances in local crcy: Only balances in local crcy indicate that
balances are updated only in local currency when users post items to
this account. Local currency nothing but company code currency
Line item display: If you set this indicator, we can see ledger balances
each line item wise and balance. If you don’t set this indicator, we can
see ledger balances “only balance amount”.
Sort Key: Based on sort key, we can sort data in the ledger. For ex:
posting date is the sort key that is assigned in general ledger. We can
see ledger balances each posting date wise
Posting Key
Definition: In this activity you define posting keys. Users specify a
posting key before entering a line item. The posting key controls how
the line item is entered and processed.
For each posting key, you define among other things:
which side of an account can be posted to (Debit or Credit),
which type of account can be posted to (Customers, Vendors, G/L
Account, Assets or Material), and
Which fields the system display on the entry screens and
whether an entry must be made (field status)?
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Document- Define Posting Keys
30
IGROW SOFT
(Tcode: OB41)
Execute
Double click on 40 posting key and observe parameters in posting key
SAP has given following standard posting keys
Posting key in General Ledger Component
Posting keys in Accounts Payables
Posting keys in Accounts Receivables
31
IGROW SOFT
Posting Keys in Asset Accounting
General Posting
1. General posting
Path: Accounting - Financial Accounting - General Ledger - Posting -
FB50 - Enter G/L Account Document (Tcode: FB50)
Double click on FB50 - Enter G/L Account Document
Click on Company code (F7)
Company code
Enter
Document date
G/L acct D/C Amount in doc. Curr Value date
290100 S Debit 25000 11.10.2011
32
IGROW SOFT
100000 H Credit 25000
Post (Ctrl+S)
Go to Menu bar
Document – Display
We can see entry
Note:
Document Date: The document date is the date on which the original
document was issued
Posting Date: Date which is used when entering the document in
Financial Accounting or Controlling
Currency: In which currency you are posting document in the System
that currency is called Document currency
Reference: The reference document number can contain the document
number of the customer/vendor. However it may contain a different
value. The reference document number is used as a search criterion
when displaying or changing documents. In correspondence, the
reference document number is sometimes printed in place of the
document number. Enter the number specified by the business
partner. If the document was created in-house and you do not know
the business partner document number, you can copy the document
number into the reference number field by entering "*".
Doc.Header Text: The document header text contains explanations or
notes which apply to the document as a whole, that is, not only for
certain line items
33
IGROW SOFT
Cross company code number: In cross-company code document entry,
several documents are created in different company codes. A common
transaction number indicates that the documents belong together
logically. The transaction number can be assigned by the system or
manually. The system creates the number from the document number,
company code and fiscal year. Ex:
Document number 0000004711
Company code 0003
Fiscal year 11
The automatically created document number reads
0000004711000311
Exchange Rate: Exchange rate used for the translation between
foreign currency and local currency
Translation date: Translation date for determining the exchange rate
which is to be used for translation. The exchange rates are stored in
the system
2. Document Display
Path: Accounting - Financial Accounting - General Ledger - Document -
FB03 - Display (Tcode: FB03)
Double click on FB03 - Display
Click on Document list (Shift+F8)
Company Code
Document type SA (G/L Account Document)
Execute (F8)
Double click on document no.
3. Display ledger balances
Path: Accounting - Financial Accounting - General Ledger - Account -
FS10N - Display Balances (Tcode: FS10N)
Double click on FS10N - Display Balances
34
IGROW SOFT
G/L Account
Company Code
Fiscal year
Execute (F8)
We can see balance carry forward to this year and each period wise,
debit, credit, balance and cumulative balance
Foreign Currency
1. Maintain Exchange Rates
Path: Accounting- Financial Accounting- General Ledger- Environment-
Current Settings- S_BCE_68000174 - Enter Translation Rates
(Tcode: S_BCE_68000174 or OB08)
Double click on S_BCE_68000174 - Enter Translation Rates
Click on New Entries (F5)
ExRt Valid from From Dir.Quot. To
M 03.11.2011 USD 45 INR
M 03.11.2011 EUR 75 INR
M 03.11.2011 AUD 40 INR
M 03.11.2011 GBP 80 INR
Save (Ctrl+S) and enter
2. Post with foreign currency
Path: Accounting - Financial Accounting - General Ledger - Posting -
FB50 - Enter G/L Account Document (Tcode: FB50)
Double click on FB50 - Enter G/L Account Document
Click on Company code (F7)
Company code
Enter
Document date
Currency USD (USA Dollar)
35
IGROW SOFT
Go to Details tab
Observe Exchange rate which is proposed by System
G/L acct D/C Amount in doc. Curr Value date
290100 S Debit 1000
100000 H Credit 1000
Post (Ctrl+S)
Go to Menu bar
Document – Display
Click on Display currency (We can see document in document currency
and local currency)
Note:
Document currency: In which currency we are posting document. Ex:
USD
Local currency: Local currency nothing but company code currency
which is maintained in company code creation. Ex: INR
Hold Documents
Definition: When you are entering data, you may be interrupted, or you
may not have all the data you need for entering a document.
In this case, you can temporarily save the data you have entered, and
then continue with the document entry at a later time. If you want the
system to hold a document, it does not have to be complete. Account
balances are not updated and the document data is not available for
evaluation. A document number is not assigned.
1. Create Hold Document (Tcode: FB50)
Click on Company code (F7)
36
IGROW SOFT
Company code
Enter
Document date
G/L acct D/C Amount in doc. Curr Value date
290100 S Debit 25000 11.10.2011
100000 H Credit 25000
Click on Hold (F5)
Temporary Document number
Enter
2. If get following message while creating held document “Held documents must be
converted: read long text” (Tcode: SE38)
Program RFTMPBLU
Execute (F8)
Execute (F8)
Note:
RFTMPBLU is a standard program for held documents. We need to
activate this program, and then only we can create held documents.
This type of error will not come in real time
3. Post held Documents (Tcode: FB50)
Click on Company code (F7)
Company code
Enter
Click on Tree on (Shift+F1)
Now opens tree pane
Open Held documents
Choose held document (which document you want to post)
Click on Item not checked (Red color Cross Button before line item)
Information dialog box will come
37
IGROW SOFT
“No errors exist for this item”
Enter
Post (Ctrl+S)
Click on Refresh tree (Shift+F7)
Parking Documents
Definition: You can use document parking to enter and store (park)
incomplete documents in the SAP System without carrying out
extensive entry checks.
Parked documents can be completed, checked, and then posted at a
later date - if necessary by a different accounting clerk.
When documents are parked, data (for example, transaction figures) is
not updated.
Data from parked documents can however be used for evaluations by
the system. For example, amounts from parked invoices can be used
for the advance return for tax on sales and purchases. Using payment
requests, parked invoices can be paid punctually and without loss of
discount.
1. Create three parked documents
Path: Accounting- Financial Accounting- General Ledger- Posting- FV50
- Edit or Park G/L Document (Tcode: FV50)
Click on Company Code (F7)
Company code
Enter
Document date
G/L Acct D/C Amount in doc. Curr Value date
290100 S Debit 25000 12.10.2011
100000 H Credit *
Post (Ctrl+S)
38
IGROW SOFT
2. Post/Delete parked documents
Path: Accounting- Financial Accounting- General Ledger- Posting- FV50
- Edit or Park G/L Document (Tcode: FV50)
Click on Company Code (F7)
Company code
Enter
Document date
Click on Tree on (Shift+F1)
Now opens Tree Pane
Open Parked documents tree
Choose parked document (which parked document you want to post)
If you want to post parked document
Go to Menu bar
Document – Post
If you want to delete parked document
Go to Menu bar
Document – Delete parked document
Click on Yes
If you want to park document to his superior
Go to Menu bar
Document – Park
Screen Variants
Screen variant is used to post transactions while posting transactions,
what are the fields user is entering. Based on client requirement we
can develop our own fields
1. Create Screen Variant
Path: Accounting - Financial Accounting - General Ledger - Posting -
FB50 - Enter G/L Account Document (Tcode: FB50)
Double click on FB50 - Enter G/L Account Document
Go to Menu bar
Edit – Screen Variant – Create Screen Variant
39
IGROW SOFT
Transaction Code FB50
Go to Screen Variants Tab
Screen Variant
Program SAPLFSKB
Screen 0100
Click on Create (F5)
Document date
Post (Ctrl+S)
Enter
Select all fields invisible except following fields
Status
G/L Acct
D/C
Amount in Doc. Curr
Value date
Text
Business Area
Click on Exit and Save
Save (Ctrl+S)
Click on Local Object (F7)
2. Add Screen Variant (Tcode: FB50)
Click on Tree on (Shift+F1)
Now opens tree pane
Choose screen variant for items
Mouse right click
Screen Variants – Add Screen Variant
Variant
Enter
Choose your variant and post transactions
40
IGROW SOFT
Reference Documents
Account Assignment Models
Account assignment models are templates to post transactions.
1. Create Account Assignment Models (Tcode: FB50)
Click on Company Code (F7)
Company code
Enter
Document date 13.10.2011
G/L Acct D/C Amount in doc. Curr
290100 S Debit 25000
100000 H Credit *
Go to Menu bar
Edit – Acct Assignment Templates – Save Account Assignment Template
Acct asst temp
Enter
2. Post with Account Assignment Models (Tcode: FB50)
Click on Tree on (Shift+F1)
Now opens tree pane
Open Account Assignment Templates Tree
Choose your template and post transactions
Sample Documents
Sample documents also templates like account assignment models.
Following are differences between sample documents and account
assignment models
Sample documents are year dependent but account assignment
models are used life time of the company
We can not sample documents without amount but we can
create account assignment models without amounts also
41
IGROW SOFT
We can give sample documents numbers internally or externally
but Account assignment models only externally
1. Maintain number ranges for Sample documents
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Document- Document Number
Ranges- Documents in Entry View- Define Document Number Ranges
for Entry View (Tcode: FBN1)
Execute
Company Code
Click on change interval
Click on Insert interval (Shift+F1)
No X2
Year
From Number 0002000000
To Number 0002999999
Enter
Save and enter
2. Create Sample document
Path: Accounting - Financial Accounting - General Ledger - Posting -
Reference Documents - F-01 - Sample Document (Tcode:F-01)
Double click on F-01 - Sample Document
Document
Date
Type Company
Code
Posting Date Period Currency/Rate
PstKy 40 (Debit)
Account
Enter
Amount 30000
42
IGROW SOFT
PstKy 50 (Credit)
Account
Enter
Amount *
Post (Ctrl+S)
3. Post with Sample documents (Tcode: FB50)
Click on Company code (F7)
Company code
Enter
Document date
Go to Menu bar
Goto – post with reference
Document number
Company code
Fiscal year
Enter and enter
Post (Ctrl+S)
Enter
Recurring Documents
Definition: Recurring documents means regular transactions. We post
every month in a fixed date and with fixed amount (same amount). Ex:
Rent, Insurance Premiums, Bank Installments etc
1. Maintain number ranges for recurring document
(Tcode: FBN1)
Company Code
Click on change interval
Click on Insert interval (Shift+F1)
No X1
43
IGROW SOFT
Year
From Number 0001000000
To Number 0001999999
Enter
Save (Ctrl+S) and enter
2. Create Recurring documents
Path: Accounting - Financial Accounting - General Ledger - Posting - Reference
Documents - FBD1 - Recurring Document (Tcode: FBD1)
Company Code
First run on
Last run on
Interval in months
Document type SA (G/L Account document)
PstKy 40 (Debit)
Account 400010 (Rent A/C)
Enter
Amount 25000
PstKy 50 (Credit)
Account 290100 (Bank A/C)
Enter
Amount *
Save (Ctrl+S)
3. Post recurring documents
Path: Accounting - Financial Accounting - General Ledger - Periodic
Processing - Recurring Entries - F.14 - Execute (Tcode: F.14)
Company Code :
From To
Document number 1 9999999999
44
IGROW SOFT
From To
Settlement period
Batch input session name
Execute (F8)
Go to Menu bar
System - services - Batch Input - sessions
Select Session
Click on process (F8)
Select display errors
Enter
Click on Exit Batch input
4. Document Display (Tcode: FB03)
Balance Interest Calculation
Scenario:
Loan taken from SBI Bank
100000
0
Interest on Loan 15%
Rs Formulae
01.04.201
1 Loan Taken from bank
1000000.
00
30.04.201
1 Interest on loan 12328.77 (1000000X15%X30/365)
01.05.201
1 Loan balance
1012328.
77
31.05.201
1 Interest on loan 12896.79
(1012328.77X15%X31/3
65)
45
IGROW SOFT
01.06.201
1 Loan balance
1025225.
56
01.06.201
1 Repayment of Loan
200000.0
0
01.06.201
1 Loan balance
825225.5
6
30.06.201
1 Interest on loan 10174.01
(825225.56X15%X30/36
5)
01.07.201
1 Loan balance
835399.5
7
1. Define Interest Calculation Types
Path: SPRO- SAP Reference IMG- Financial Accounting(New)- General
Ledger Accounting(New)- Business Transactions- Bank Account Interest
Calculation- Interest Calculation Global Settings- Define Interest
Calculation Types (Tcode:OB46)
Execute
Click on New Entries (F5)
Int ID
Name Balance Interest
Int calc.type S Balance Interest Calculation
Save (Ctrl+S) and enter
2. Prepare Account Balance Interest Calculation
Definition: We maintain parameters for interest calculation indicator;
how you want calculate interest on loan
Path: Same path (Tcode: OBAA)
Execute
Click on New Entries (F5)
Int.calc.Indicator
46
IGROW SOFT
Interest calc.freq 1
Calendar type G
Select Balance plus int
Save and enter
3. Define Reference Interest Rates
Definition: Reference Interest Rate nothing but interest Rate
Path: SPRO- SAP Reference IMG- Financial Accounting (New) - General
Ledger Accounting (New) - Business Transactions- Bank Account
Interest Calculation- Interest Calculation- Define Reference Interest
Rates
(Tcode: OBAC)
Execute
Click on New Entries (F5)
Ref.int.rate
Long Text
Description
Date from
Currency INR
Click on Next Entry (F8)
Ref.int.rate
Long Text
Description
Date from
Currency INR
Save (Ctrl+S) and enter
4. Define Time-Dependent Terms
Path: SPRO- SAP Reference IMG- Financial Accounting (New) - General
Ledger Accounting (New) - Business Transactions- Bank Account
47
IGROW SOFT
Interest Calculation- Interest Calculation- Define Time-Dependent
Terms
(Tcode: OB81)
Execute
Click on New Entries (F5)
Int.calc.indicator
Currency key INR
Eff.from
Sequential number 1
Term Credit interest: balance interest
calc.
Ref.interest rate
Click on Next Entry (F8)
Int.calc.indicator
Currency key INR
Eff.from
Sequential number 2
Term Debit interest: balance interest
calc.
Ref.interest rate
Save and enter
5. Enter Interest Values
Path: SPRO- SAP Reference IMG- Financial Accounting (New) - General
Ledger Accounting (New) - Business Transactions- Bank Account
Interest Calculation- Interest Calculation- Enter Interest Values (Tcode:
OB83)
Execute
Click on New Entries (F5)
Reference Valid from Int.Rate
48
IGROW SOFT
Save (Ctrl+S) and enter
6. Creation of G/L Accounts (Tcode:FS00)
a. Interest Expense A/C
G/L Account 400080
Company Code
Click on Create
Go to Type/Description Tab
Account Group EXPN Expense
Select P&L statement acct
Short Text Interest Expenses A/C
G/L Acct Long Text Interest Expenses Account
Go to Control data Tab
Select only balances in local crcy
Select Line item display
Sort Key 001
Go to Create/Bank/Interest Tab
Field status group G001
Save
b. SBI Term Loan Account
G/L Account 100500
Company Code
Click on Create
Go to Type/Description Tab
Account Group LIAB Liabilities
Select Balance sheet Account
Short Text SBI Term Loan A/C
G/L Acct Long Text SBI Term Loan Account
49
IGROW SOFT
Go to Control data Tab
Select only balances in local crcy
Select Line item display
Sort Key 001
Go to Create/Bank/Interest Tab
Field status group G001
Interest Indicator
Save (Ctrl+S)
7. Assign G/L Accounts
Path: SPRO- SAP Reference IMG- Financial Accounting(New)- General
Ledger Accounting(New)- Business Transactions- Bank Account Interest
Calculation- Interest Posting- Prepare G/L Account Balance Interest
Calculation (Tcode:OBV2)
Execute
Click on Accounts (F7)
Chart of accts :
Enter
Acct symbol Currency G/L acct
0002 INR 400080
2000 INR 100500
Save (Ctrl+S) and enter
8. Post Loan Taken from bank
Path: Accounting - Financial Accounting - General Ledger - Posting -
FB50 - Enter G/L Account Document (Tcode: FB50)
Double click on FB50 - Enter G/L Account Document
Click on Company code (F7)
Company code
Enter
50
IGROW SOFT
Document date
Posting Date
G/L acct D/C Amount in doc. Curr
290100 (Bank A/C) S Debit 1000000
100500 (SBI Term Loan
A/C
H Credit 1000000
Post (Ctrl+S)
9. Interest calculation
Path: Accounting - Financial Accounting - General Ledger - Periodic
Processing - Interest Calculation - F.52 - Balance Interest Calculation
(Tcode: F.52)
Chart of accounts
G/L Account 100500 (Loan Account)
Company Code
Calculation period
Select post interest settlement
Select update master record
Session name Venkat
Execute (F8)
Go to Menu bar
System - services- batch input - sessions
Select Venkat
Click on process (F8)
Select display errors
Enter
Click on Exit batch input
17. Document display (Tcode: FB03)
51
IGROW SOFT
18. Display ledger (Tcode: FS10N)
Reversal of Documents
Definition: If you have entered an incorrect document, you can reverse
it, thereby also clearing the open items.
A document can only be reversed if:
It contains no cleared items
It contains only customer, vendor, and G/L account items
It was posted with Financial Accounting
All entered values (such as business area, cost center, and tax
code) are still valid
Note: Once we post documents in SAP, we can’t edit amounts. Reverse
the document and post correct document. We have to know wrongly
posted document number, and then only we can reverse the document
1. Define Reasons for Reversal
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Business Transactions- Adjustment
Posting/Reversal- Define Reasons for Reversal
Execute
Click on New Entries (F5)
Reason
Name Wrongly posted document
Select Neg.posting
Save (Ctrl+S) and enter
Note:
Negative posting: Indicator that "Negative postings" are to be
generated for a reversal with the specified reversal reason. Negative
52
IGROW SOFT
postings reduce the transaction figures again. Negative postings must
also be allowed for the company code of the document to be reversed.
If a company code does not generally use any negative postings, the
indicator set here is ignored.
Alternative posting date: Indicator as to whether you are allowed to
specify an alternative posting date for the relevant reversal reason.
When you use the reversal reason, the system checks that reversal is
not carried out using an alternative posting date and therefore possibly
in a later posting period or in a later fiscal year. If you want to use
negative postings during reversal but only if the reversal is posted in
the same period, you can define two reversal reasons:
1st reason: No alternative date allowed, generate negative
posting
2nd reason: Alternative date allowed, do not generate negative
posting
2. Permit Negative Posting
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Business Transactions- Adjustment
Posting/Reversal- Permit Negative Posting
Execute
Click on position button
Company code
Select Negative posting permitted
Save (Ctrl+S) and enter
3. Reversal of Documents
Path: Accounting - Financial Accounting - General Ledger - Document -
Reverse - FB08 - Individual Reversal (Tcode: FB08)
53
IGROW SOFT
Document number
Company Code
Fiscal year
Reversal reason
Post (Ctrl+S)
4. Document display (Tcode: FB03)
Document number
Company code
Fiscal year
Enter
Observe entry
Click on Reversal document (Shift+F1)
We can see which document we reversed
5. Mass Reversals
Path: Accounting - Financial Accounting - General Ledger - Document -
Reverse - F.80 - Mass Reversal (Tcode: F.80)
Company code
Document number From To
Fiscal year
Reason for reversal
Deselect Test Run
Execute (F8)
Report Layout and Sort filter Command
1. Report Layout (Tcode: FS10N)
G/L Account
Company code
54
IGROW SOFT
Fiscal year
Execute (F8)
Double click on Amount
Click on Change Layout (Ctrl+F8)
Select Posting date
Select Posting key
Click on Show Selected fields
Enter
2. Sort filter Commands (Tcode: FS10N)
G/L Account
Company code
Fiscal year
Execute (F8)
Double click on Amount
Click on Doc.Date
Click on Set Filter (Ctrl+Shift+F2)
Document date :
Enter
Open Item Management
Outstanding expenses:
Definition: Expenses incurred but not paid. Ex: Outstanding salaries,
Outstanding rent etc
Entries:
a. Posting outstanding Expenses
Rent A/C
To O/S Expenses A/C
b. Clearing outstanding Expenses
O/S Expense A/C
To Bank A/C
55
IGROW SOFT
1. Create Outstanding Expenses G/L A/C (Tcode: FS00)
G/L Account 190600
Company Code
Click on Create
Go to Type/Description Tab
Account group LIAB Liabilities
Select Balance Sheet Account
Short Text O/S Expenses A/C
G/L Acct Long Text Out Standing Expense A/C
Go to Control Data Tab
Select only balances in local crcy
Select Open Item Management
Select Line item display
Sort key 001
Go to Create/Bank/Interest Tab
Field Status group G001
Save
2. Post Outstanding expenses (Tcode: FB50)
Click on Company code (F7)
Company code
Enter
Document date
G/L acct D/C Amount in doc. Curr
400010 S Debit 25000
190600 H Credit 25000
Post (Ctrl+S)
56
IGROW SOFT
3. Report
Path: Accounting- Financial Accounting- General Ledger- Account- FBL3N -
Display/Change Line Items (Tcode: FBL3N)
G/L Account 190600 (Out Standing Expense
A/C)
Company code
Select Open items
Execute (F8)
4. Payment against Out standing expense
Path: Same path (Tcode: F-03)
Account 190600 (Outstanding Expense
A/C)
Company code
Click on Process open items (Shift+F4)
Select O/S Expense against which outstanding expenses you are
making payment (Blue color means selection and block color means
deselecting. Double click on Blue color means deselecting and double
click on block color means selection)
Click on Document Overview (Shift+F2)
PstKy 50 (Credit)
Account 290100 (Bank A/C)
Enter
Amount 25000
Go to Menu bar
Document – simulate
Post (Ctrl+S)
5. Report (Tcode: FBL3N)
G/L account 190600 (Out Standing Expenses
57
IGROW SOFT
A/C)
Company code
Select cleared items
Execute (F8)
Prepaid Expenses
Definition: Expenses paid in advance. Ex: Advance Salary, Prepaid
Rent, Prepaid Electricity, prepaid telephone bill etc
Entries:
a. Posting of prepaid Expenses
Prepaid Expense A/C
To Bank A/C
b. Booking of expenses against prepaid Expenses
Rent A/C
To Prepaid expenses A/C
1. Create prepaid Expense G/L Account (Tcode: FS00)
G/L Account 290600
Company code
Click on create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance sheet Account
Short text Prepaid Ex. A/C
G/L Acct Long Text Prepaid expense Account
Go to Control data Tab
Select only balances in local crcy
Select open item management
Select line item display
Sort key 001
58
IGROW SOFT
Go to Create/Bank/Interest Tab
Field status group G001
Save
2. Post prepaid expenses (Tcode: FB50)
Click on Company code (F7)
Company code
Enter
Document date
G/L acct D/C Amount in doc. Curr
290600 S Debit 25000
290100 H Credit 25000
Post (Ctrl+S)
3. Report (Tcode: FBL3N)
G/L Account 290600 (Prepaid Expense A/C)
Company code
Select Open items
Execute (F8)
4. Clear prepaid expense (Tcode: F-03)
Path: Accounting- Financial Accounting- General Ledger- Account- F-03 – Clear (Tcode:
F-03)
Account 290600 (Prepaid Expense A/C)
Company code
Select None
Click on Process Open Items (Shift+F4)
Click on Document overview (Shift+F2)
PstKy 40 (Debit)
59
IGROW SOFT
Account 400090 (Rent A/C)
Enter
Amount 25000
Click on process open items (Shift+F4)
Go to Menu bar
Document – Simulate
Save
5. Report (Tcode: FBL3N)
G/L Account 290600 (Prepaid Expense A/C)
Company code
Select Cleared items
Execute (F8)
Foreign Currency Valuation
1. Define Valuation method
Definition: In this activity, we define valuation methods for the open
items. Valuation method is a grouping of specifications together which
we need for the balance and individual valuation
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Periodic Processing- Valuate- Define
Valuation Methods
Execute
Click on New Entries (F5)
Valuation method
Description
Select always evaluate
Document type SA
Select balance Val
ExchRate Type for Debit Bal M
ExchRate Type for CreditBal M
60
IGROW SOFT
Select determine Exch.Rate type from Acct Bal
Save and enter
Always evaluate: If you select this procedure, revaluations are also
taken into consideration
Exchange rate types: Exchange rates nothing but currency rate
symbols
B: Bank selling rate 46 (Per USD)
G: Bank buying rate 44 (Per USD)
M: Average rate (46+44)/2= 45 (Per USD)
2. Define Valuation Areas
Path: Same path
Execute
Click on New Entries (F5)
Valuation
Valuation method
Crcy type 10 company code currency
Save and enter
Note:
Valuation: Valuation is a unique code to valuate foreign currency.
3. Check Assignment of Accounting Principle to Ledger
Group
Path: same path
Execute
Accounting principle GAAP (General Accepted
Accounting Principle)
Target ledger group 0L (Leading ledger)
61
IGROW SOFT
Save and enter
4. Assign Valuation Areas and Accounting Principles
Path: Same path
Execute
Click on New Entries (F5)
Valuation area
Acc.principle GAAP
Save and enter
5. Creation of General ledger master records (Tcode: FS00)
a. Exchange loss A/C
G/L Account 400090
Company code
Click on Create
Go to Type/description Tab
Account group EXPN Expenses
Select P&L statement acct
Short text Exchange Loss A/C
G/L Acct Long Text Exchange Loss A/C
Go to control data tab
Select only balances in local crcy
Select line item display
Sort key 001 (Posting date)
Go to create/bank/interest tab
Field status group G001
Save
b. Exchange Gain A/C
G/L Account 300090
62
IGROW SOFT
Company code
Click on Create
Go to Type/description Tab
Account group INCO Incomes
Select P&L statement acct
Short text Exchange Gain A/C
G/L Acct Long Text Exchange Gain A/C
Go to control data tab
Select only balances in local crcy
Select line item display
Sort key 001 (Posting date)
Go to create/bank/interest tab
Field status group G001
Save
c. Valuation Loss A/C
G/L account 400095
Company code
Click on with template
G/L Account 400090
Company code
Enter
Go to type/description tab
Short text Valuation Loss A/C
G/L Acct Long Text Valuation Loss A/C
Save
d. Valuation Gain A/C
G/L account 300095
Company code
63
IGROW SOFT
Click on with template
G/L Account 300090
Company code
Enter
Go to type/description tab
Short text Valuation Gain A/C
G/L Acct Long Text Valuation Gain A/C
Save
e. Valuation Adj A/C
G/L Account 190140
Company code
Click on create
Go to type/description Tab
Account group LIAB Liabilities
Select balance sheet account
Short text Valuation Adj A/C
G/L Acct Long Text Valuation Adjustment account
Go to control data tab
Select only balances in local crcy
Select line item display
Sort key 001 (Posting date)
Go to Create/Bank/Interest Tab
Field status group G001
Save
a. Loan from BOA A/C
G/L Account 190900
Company code
Click on create
Go to type/description Tab
Account group LIAB Liabilities
64
IGROW SOFT
Select balance sheet account
Short text Loan from BOA A/C
G/L Acct Long Text Loan from Bank of America
account
Go to control data tab
Account Currency USD
Select only balances in local crcy
Select Open Item Management
Select line item display
Sort key 001 (Posting date)
Go to Create/Bank/Interest Tab
Field status group G001
Save
6. Assign G/L Accounts
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Periodic Processing- Valuate- Foreign
Currency Valuation- Prepare Automatic Postings for Foreign Currency
Valuation (Tcode: OBA1)
Execute
Double click on Exchange Rate Dif.: Open Items/GL Acct KDF
Chart of accounts
Enter
Click on New Entries (F5)
G/L Account 190900 (Loan from BOA A/C)
Loss 400090 (Exchange Loss A/C)
Gain 300090 (Exchange Gain A/C)
Val.Loss 1 400095 (Valuation Loss A/C)
Val.Gain 1 300095 (Valuation Gain A/C)
Bal.sheet adj. 1 190140 (Valuation adj A/C)
65
IGROW SOFT
Save and enter
7. Maintain translation rates
Path: Accounting- Financial Accounting- General Ledger- Environment-
Current Settings- S_BCE_68000174 - Enter Translation Rates (Tcode:
S_BCE_68000174)
Click on New Entries (F5)
ExRt Valid from From Dir.Quot. To
M USD 45 INR
Save (Ctrl+S) and enter
8. Loan Taken from BOA
Path: Accounting - Financial Accounting - General Ledger - Posting -
FB50 - Enter G/L Account Document (Tcode: FB50)
Double click on FB50 - Enter G/L Account Document
Click on Company code (F7)
Company code
Enter
Document date
G/L acct D/C Amount in doc. Curr Value date
290100 (Bank
A/C)
S Debit 25000 11.10.2011
190900 (BOA
A/C)
H Credit 25000
Post (Ctrl+S)
Go to Menu bar
Document – Display
We can see entry
9. Foreign currency valuation
66
IGROW SOFT
Path: Accounting- Financial Accounting- General Ledger- Periodic Processing- Closing-
Valuate- FAGL_FC_VAL - Foreign Currency Valuation (New) (Tcode:
FAGL_FC_VAL)
Company code
Valuation key date
Valuation area
Go to Posting Tab
Batch input session name
Go to open items Tab
Select Valuate G/L Accounts open items
G/L Account 190900 (Loan from BOA A/C)
Execute (F8)
Go to menu bar
System- Services- Batch input- sessions
Select Session
Click on Process (F8)
Select display errors
Select extended log
Enter
Click on exit batch input (F12)
10. Document display (Tcode: FB03)
Intercompany transactions
1. Creation General ledger master record in two company codes (Tcode: FS00)
G/L Account 190101
Company code
Click on create
Goto type/description tab
Account group LIAB Liabilities
Select balance sheet account
67
IGROW SOFT
Short text
G/L Account Long Text
Go to Control data tab
Select only balances in local crcy
Select open item management
Select line item display
Sort key 001 (Posting date)
Go to create/bank/interest tab
Field status group G001
Save
G/L Account 190101
Company code
Click on create
Goto type/description tab
Account group LIAB Liabilities
Select balance sheet account
Short text
G/L Account Long Text
Go to Control data tab
Select only balances in local crcy
Select open item management
Select line item display
Sort key 001 (Posting date)
Goto create/bank/interest tab
Field status group G001
Save
2. Prepare Cross-Company Code Transactions
68
IGROW SOFT
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Business Transactions- Prepare Cross-
Company Code Transactions (Tcode: OBYA)
Execute
Company code 1
Company code 2
Enter
Posted in 1001
Cleared against 2601
Debit posting
key
40 (Debit) Credit posting
key
50 (Credit)
Account debit 190101 Account credit 190101
Posted in
Cleared against
Debit posting
key
40 (Debit) Credit posting
key
50 (Credit)
Account debit 190101 Account credit 190101
Save (Ctrl+S) and enter
3. Intercompany Posting
Path: Accounting - Financial Accounting - General Ledger - Posting -
FB50 - Enter G/L Account Document (Tcode: FB50)
Double click on FB50 - Enter G/L Account Document
Click on Company code (F7)
Company code
Enter
Document date
G/L acct D/C Amount in doc. Curr Company Code
69
IGROW SOFT
290100 S Debit 25000
290100 H Credit 25000
Post (Ctrl+S)
Go to Menu bar
Document – Display
We can see entry
Accounts payables
Accounts payable module streamlines “Procure – To – Pay (P2P)”
process while providing financial control and information. It supports
booking of invoices, matching invoices against purchase orders and
approval of invoices. It facilitates recording of debit/credit memos as
well as payments. It helps monitor supplier invoices and creates
supplier balance overviews.
This component will deal with vendors, Terms and conditions, Invoices,
outgoing payments, Advance to vendors, Etc. Vendors are subsidiary
ledgers. AP component integrates with General ledger component.
Purpose of Accounts Payables:
The Accounts payable application component records and administers
accounting data for all vendors. It is also an integral part of the
purchasing system. Deliveries and invoices are managed according to
vendors. The system automatically makes postings in response to the
operative transactions.
Features of Accounts Payables:
Payables are paid with the automatic and manual payment
program
70
IGROW SOFT
Postings made in accounts payables are simultaneously recorded
in the general ledger where different G/L Accounts are updated
based on the transaction involved. Ex: Payables and advances to
vendors
Balance confirmations, account statements, and other forms of
reports to suit your requirement in business correspondence with
vendors
Business Process:
1. Vendor invoice verification
Vendor invoices will be processed based on the invoices received from
the vendors. In invoice verification, vendor invoices are compared with
the purchase order and the goods receipt and are checked for the price
and quantity
When an invoice is entered with reference to a purchase order,
the system suggests data from the purchase order and the goods
receipts for the purchase order. Ex: Vendor, Material, Quantity
still to be invoiced, Terms of payment and so on
The posting of the invoice completes the invoice verification
process. The system updates the purchase order history and
financial accounting initiate’s payment for the open invoice
items. Invoice verification creates a link between materials
management and accounting document
2. Vendor Down Payments (Advance to vendors)
Advance payments will be made according to the terms of payments
with the vendor. The advance payments made to the vendor will be
tracked as distinct from the normal payments made to the vendor. The
posting for down payments will be carried out to a G/L account other
than the standard general ledger account for the vendor called as
“Special G/L Account”
71
IGROW SOFT
3. Clearing of vendor invoice and advance
The concept of authorizing the document entry can be achieved by the
standard SAP functionality creating and authorizing the payment
request. Payment request will be created by one person and
authorized by another person to keep the control.
4. Vendor payments
By using the SAP standard functionality all the cheque payments can
be managed. The typical procedure under SAP with respect to cheque
will be,
Defining Cheque lots for each and every house bank
Entering vendor invoice
Entering the vendor payment by clearing the open item created
by invoice
Attach cheque to the payment document number generated
Check the cheque register to see the cheque updating
Vendor payments can be manual or automatic. The general aspects
related to vendor payment are,
Terms of payment
Method/Mode of payment
Manual payment
Automatic payment
Method/Mode of payment:
The payment methods used in SAP system are as follows,
C= Cheque
E= ECS (Electronic Clearing System)
T= Bank Transfer
A= Cash
D= Demand Draft/Pay Order (needs to be created in SAP system)
Manual Payments:
72
IGROW SOFT
Manual payments are those payments, where the user selects vendor
and invoices to be paid. This selection can be used for cheque printing
or other methods of payment (like instruction to bank). Usually this
procedure is preferred where the numbers of selection/payments are
less
Automatic Payments:
Automatic payments are configured to make vendor payments based
on terms of payments. The due date wise/vendor invoice wise payment
proposal will be generated and this proposal can be edited to make the
selective payments.
After the payment list has been finalized, the payment run will be
executed and accounting entry will be posted automatically. Payment
advice and cheque will be printed through system
1. Define Account Groups
Definition: Account group means list of vendors will be segregated into
different account groups. For ex: Domestic vendors and foreign
vendors or South vendors, North Vendors, East Vendors and West
vendors etc. It controls fields in master record and number range
intervals.
Path: SPRO- SAP Reference IMG- Financial Accounting(New)- Accounts
Receivable and Accounts Payable- Vendor Accounts- Master Data-
Preparations for Creating Vendor Master Data- Define Account Groups
with Screen Layout (Vendors) (Tcode:OBD3)
Execute
Click on New Entries (F5)
Account Group
Name Dom. Vendors
Save and enter
Note: Data in vendor master record controls how transaction data is
posted and processed for a vendor. The vendor master record also
73
IGROW SOFT
contains all the data you require to do business with your vendors.
Vendor Master Record will be segregated into three segments
a. General data
b. Company code data
c. Purchasing data
a. General data
This is data that applies to every company code and every
purchasing organization in your company. The general area
includes, for example, the vendor’s name, address, language,
and telephone number.
b. Company code data
This is data that is specific to an individual company code.
Company code data includes, for example, the reconciliation
account number and payment terms.
c. Purchasing organization data
This is data relevant to the purchasing organization of your
company. For example, requests for quotations, purchase orders,
and invoice verifications are stored in this section. You need the
Materials Management (MM) application component in order to
enter this data and print purchase orders.
74
IGROW SOFT
2. Create Number Ranges for Vendor Accounts
Definition: For every vendor we need to allocate one unique number.
These number ranges are assigned account group. Vendor number
ranges are client level. For ex: Client 800
Path: Same path (Tcode: XKN1)
Execute
Click on Change interval
Click on Insert interval (shift+F1)
No
From Number
To Number
Enter
Save and enter
3. Assign Number Ranges to Vendor Account Groups
Path: same path (Tcode: OBAS)
Execute
Click on Position button
Account group
Enter
Number range
Save and enter
Note: One number range can be assigned to more than one account
group. Other wise for every account group, we can assign one number
range
4. Define Tolerances (Vendors)
In this step, you specify the tolerances for vendors. These tolerances
are used for dealing with differences in payment and residual items
which can occur during payment settlement. Specify the tolerances
under one or more tolerance groups. Allocate a tolerance group to
75
IGROW SOFT
each vendor via the master record. For each tolerance group, specify
the following:
Tolerances up to which differences in payment are posted
automatically to expense or revenue accounts when clearing
open items
The handling of the terms of payment for residual items, if they
are to be posted during clearing
Path: SPRO- SAP Reference IMG- Financial Accounting(New)- Accounts
Receivable and Accounts Payable- Business Transactions- Outgoing
Payments- Manual Outgoing Payments- Define Tolerances (Vendors)
(Tcode:OBA3)
Execute
Click on New Entries (F5)
Company code
Save and enter
Note:
Grace Days due date, Number of days by which the payment deadlines
may be exceeded when manual payments are made. In the payment
entry facilities, the grace days are added to the payment
deadlines. This means that the system will accept cash discount
deductions and net payments even after the original deadline. If the
days in arrears are displayed during open item processing, the system
reduces them by the number of grace days.
Cash Discount Terms Displayed, during payment settlement, the items
are displayed with the cash discount terms specified here.
Arrears Base Date, from arrears base date system will calculate terms
of payments.
76
IGROW SOFT
Permitted payment difference for automatic write-off (function code
AD), Payment differences to our advantage are permitted up to the
amount specified here. The local currency is INR. In the field Revenue
you have entered 30 INR and in the field Percent, 1. For incoming
payments of up to 3000 INR, you accept an overpayment up to a
maximum of 1 percent. This means that depending on the amount of
the incoming payment, amounts from 0 to a maximum of 30 INR are
tolerated. For incoming payments over 3000 INR, you accept an
overpayment up to a maximum of 30 INR.
Residual Items, residual means remaining amount (Payment
difference). System will create new line item for remaining amount and
clear entire invoice
a. Payment term from invoice, Indicator that the terms of payment are
to be transferred from the original item for residual items. In this case,
the amount qualifying for cash discount is set in such a way that the
relationship between the amount qualifying for cash discount and the
line item amount of the original item is also given in the residual item.
b. Fixed payment term, terms of payment key which is to be
transferred to the line item when posting residual items. You only need
to specify terms of payment key here if the terms are not to be
transferred from the original document
5. Maintain Number ranges 19, 15, 17 for KR, KZ, KA
document types respectively (KR: Vendor Invoice, KZ:
Vendor payment, KA: Vendor Document)
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New) - Document- Document Number
77
IGROW SOFT
Ranges- Documents in Entry View- Define Document Number Ranges
for Entry View (Tcode: FBN1)
Execute
Company Code
Click on change interval
Click on Insert interval (Shift+F1)
No 19
Year
From number 1900000000
To Number 1999999999
Enter
Click on Insert interval (Shift+F1)
No 15
Year
From number 1500000000
To Number 1599999999
Enter
Click on Insert interval (Shift+F1)
No 17
Year
From number 1700000000
To Number 1799999999
Enter
Save and enter
6. Create Sundry Creditors A/C (Tcode: FS00)
G/L Account 190100
Company Code
Click on create
Go to Type/Description Tab
78
IGROW SOFT
Account Group LIAB Liabilities
Select Balance sheet Account
Short Text Sundry Creditors A/C
G/L Acct Long Text Sundry Creditors Account
Go to Control data Tab
Recon.account for Acct type K Vendors
Select Line item display
Sort Key 012 (Vendor Number)
Go to Create/Bank/Interest tab
Field Status Group G067
Save (Ctrl+S)
Note:
Recon. Account for acct type: An entry in this field characterizes the
G/L account as a reconciliation account. The reconciliation account
ensures the integration of a sub ledger account into the general ledger.
Ex: G/L account 190100 is defined as a reconciliation account. In the
vendor account 4711, the G/L account 190100 is determined as a
reconciliation account. In this way, all postings to vendor account 4711
are also posted automatically to the G/L account 190100. The G/L
account itself is not designed for direct posting. In this way,
reconciliation between sub ledger and general ledger is always
guaranteed.
7. Create Vendor Master Record
Definition: Business transactions are posted to accounts and managed
using those accounts. You must create a master record for each
account that you require. The master record controls how business
transactions are recorded and processed by the system
Specifications you make in master records are used:
79
IGROW SOFT
As default values when you post items to the account. For
example, the terms of payment you specify in the master record
are defaulted for document entry.
For processing business transactions. For instance, bank details
and the payment methods (check or bank transfer, for example)
are required for automatic payments.
For working with master records. You can prevent certain users
from accessing an account by setting up authorization groups.
Path: Accounting - Financial Accounting - Accounts Payable - Master Records - FK01 -
Create (Tcode: FK01)
Company Code
Account Group
Enter
Title Company
Name
Search Term
Street
House number
Postal code
City
Country IN (India)
Enter, enter and enter
Recon.account 190100
Sort Key 012
Cash mgmnt group A1
Enter
Payt terms
Save
80
IGROW SOFT
8. Create Service G/L Master Record (Tcode: FS00)
G/L Account 400100
Company Code
Click on create
Go to Type/Descripition Tab
Account Group EXPN Expense
Select P&L Statement acct
Short Text Service A/C
G/L Acct Long Text Service Account
Go to Control Data Tab
Select only balances in local crcy
Select Line item display
Sort Key 001
Go to Create/bank/interest Tab
Field status group G001
Save
9. Define Terms of payments
Definition: In the step Maintain terms of payment, you can define rules
with which the system can determine the required terms of payment
automatically. The rules are stored under a four-character key. You
assign the terms of payment specified to the vendors in the master
record via the key. The key and the terms determined with it are
proposed when entering a document to the vendor account
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Incoming
Invoices/Credit Memos- Maintain Terms of Payment (Tcode: OBB8)
Execute
Click on New Entries (F5)
81
IGROW SOFT
Payt Terms :
Own Explanation : Terms of payment for ______
Term Percentage No. of days
1 2 10
2 1 20
3 30
Save (Ctrl+S) and enter
Day Limit:
Day of the month up until which the corresponding terms are valid.
Ex:
The following terms of payment require you to enter a day limit:
Documents with an invoice date on or before the 15th of the
month are payable on the last day of the next month
Documents with an invoice date after the 15th of the month are
payable on the 15th of the month after the next month.
Account type:
82
IGROW SOFT
You can use the same key for the terms of payment for both customers
and vendors who have the same payment terms. SAP recommends,
however, that you use different terms of payment keys for customers
and vendors and limit the permitted account type correspondingly
within the terms of payment. This, for example, then has an advantage
if the sales department of your company changes a payment term for
a customer. You can then adapt the accompanying customer terms of
payment key without vendors being affected by the same terms of
payment.
Baseline date calculation section:
Baseline date will be useful for calculation of terms of payment.
Fixed Date: Calendar day with which the system overwrites the
day of the baseline date for payment of the line item.
Additional months: Number of months which the system adds to
the calendar month of the baseline date for payment.
Pmnt block/Pmnt method default section:
Block Key: Default value for the payment blocking key. By using
block key, we can stop payment against that invoice
Payment Method: The payment method determines how
payments are to be made, e.g. by check, bank transfer or bill of
exchange.
1) Define Terms of Payment for Installment Payments
Definition: In this step you can determine whether an invoice amount is
to be divided into partial amounts with different due dates. For these
terms of holdback/retainage payment, you must determine the amount
of the holdback/retainage in percent and the terms of payment for
each holdback/retainage payment. If you then post an invoice with
terms of holdback/retainage payment, the system generates the
83
IGROW SOFT
corresponding number of line items due to your specifications for the
holdback/retainage.
a. Define Terms of Payment for each Installment
Payments
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Incoming
Invoices/Credit Memos- Maintain Terms of Payment (Tcode: OBB8)
Execute
Click on New Entries (F5)
Payt Terms
Own Explanation
Term Percentage No. of days
1 2 10
2 1 20
3 30
Click on Next Entry (F8)
Payt Terms
Own Explanation
Select Installment Payment
Save (Ctrl+S) and enter
b. Define Terms of Payment for Installment Payments
Path: Same path (Tcode: OBB9)
Execute
Click on New Entries (F5)
Terms of
paymen
Inst Percent Pmnt term
1 50.000
84
IGROW SOFT
2 25.000
3 25.000
Save (Ctrl+S) and enter
Note: Terms of payment key will be assigned in vendor/customer
master records or transactions
Vendor Invoice
Path: Accounting - Financial Accounting - Accounts Payable - Document
Entry - FB60 – Invoice (Tcode: FB60)
Click on Company Code (F7)
Company code
Enter
Vendor
Invoice Date
Amount
G/L Acct D/C Amount in doc. Curr
400100 S Debit *
Post (Ctrl+S)
Go to Menu bar
Document – Display
We can see document
Notes to Vendor invoice:
Payment Tab:
Base line date: During document entry for open item accounts, the
date may be defaulted. For this, terms of payment key must have been
specified in the customer's/vendor's master record for which a default
85
IGROW SOFT
value is requested in the document. The proposed date can be
overwritten.
If the cash discount rates (and days) have not been entered, the
baseline date for payment is the same as the due date.
Discount: This is absolute cash discount agreed against this invoice
Discount Base: Part of the invoiced amount for which cash discount is
granted. For Ex: Invoice amount – 35000 and Discount base amount –
30000. System will calculate terms payments on discount base amount
(30000).
Fixed: the first or second cash discount term can be taken advantage
of irrespective of whether the corresponding period has elapsed or not.
We can prevent lost cash discounts with this indicator
Payment Method: Payment method with which this item is to be paid.
Ex: Cheque Method, Bank Transfer etc.
If you enter a payment method, then only this payment method can be
used in automatic payment transactions. If you do not enter a payment
method, then one of the payment methods which were allowed in the
master record is selected in the payment program according to
specified rules.
For document entry or document changes, you only enter a payment
method if you want to switch off the automatic payment method
selection of the payment program.
Payment Block: By using payment block, we can stop payment against
this invoice
86
IGROW SOFT
Invoice Reference: For line items which are related to another line
item, this field contains the number of the partner document. In the
standard system the field is used for:
Credit memos which refer to a particular invoice item
Subsequent invoices for an invoice item
Partial payments for an invoice item
Partial clearings of down payments.
Vendor Line item report
Path: Accounting - Financial Accounting - Accounts Payable - Account - FBL1N -
Display/Change Line Items (Tcode: FBL1N)
Vendor Account
Company Code
Select open items
Execute (F8)
We can see list of pending invoices
Outgoing payments
By using the standard SAP functionality all the cheque/cash payments
can be managed. Vendor payments can be manual or automatic
1. Standard Payment
Definition: Standard payment means full payment against invoice net
(after deducting cash discounts)
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry -
Outgoing Payment - F-53 - Post (Tcode: F-53)
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
Bank Data Section
Account 290100 (Bank A/C)
87
IGROW SOFT
Amount
Open Item Selection Section
Account
Enter
Note: Select Invoice against which invoice you are making payment,
Deselect Remaining invoices. Select means Blue color and Deselect
means block color.
Note: Amount entered and Assigned amount should be same
2. Vendor Line item report
Path: Accounting - Financial Accounting - Accounts Payable - Account - FBL1N -
Display/Change Line Items (Tcode: FBL1N)
Vendor Account
Company Code
Select Cleared Items
Execute (F8)
We can see list of cleared invoices
3. Partial payments
Partial payment means part of the invoice payment. For ex:
Invoice amount – 50000
Outgoing payment – 10000
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry -
Outgoing Payment - F-53 - Post (Tcode: F-53)
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
Bank Data Section
Account 290100 (Bank A/C)
88
IGROW SOFT
Amount 10000
Open Item Selection Section
Account
Enter
Go to partial payment Tab
Note: Select Invoice against which invoice you are making partial
payment, Deselect Remaining invoices. Select means Blue color and
Deselect means block color.
Note: Amount entered and Assigned amount should be same
Against invoice, enter payment amount (How much amount you are
making partial payment)
Go to Menu bar
Document – Simulate
Post (Ctrl+S)
4. Vendor Line item report
Path: Accounting - Financial Accounting - Accounts Payable - Account - FBL1N -
Display/Change Line Items (Tcode: FBL1N)
Vendor Account
Company Code
Select Open Items
Execute (F8)
Note: System will show you invoice amount and partial payment as
open items until entire invoice cleared
5. Residual items
Definition: In Residual items, system will re determine terms of
payments.
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry -
Outgoing Payment - F-53 - Post (Tcode: F-53)
Document Type KZ Company
89
IGROW SOFT
Date Code
Posting Date Period Currency/Rate
Bank Data Section
Account 290100 (Bank A/C)
Amount 10000
Open Item Selection Section
Account
Enter
Go to Residual Items Tab
Note: Select Invoice against which invoice you are making residual
payment, Deselect Remaining invoices. Select means Blue color and
Deselect means block color.
Note: Amount entered and Assigned amount should be same
Against invoice, enter remaining payment amount (put after amount -).
Go to Go to Menu bar
Document – Simulate
Double click on Blue Color line item
Days/percent
Text Being Residual items
One time go back
Post (Ctrl+S)
Automation of Bank Charges and Cash discount
1. Creation of Bank Charges G/L Account (Tcode: FS00)
G/L Account 400020
Company Code
Click on create
Go to Type/Description Tab
Account Group EXPN Expenses
Select P&L statement acct
Short Text Bank Charges A/C
90
IGROW SOFT
G/L Acct Long Text Bank Charges Account
Go to Control data Tab
Select only balances in local crcy
Select Line item display
Sort Key 001
Go to Create/bank/Interest Tab
Field status group G001
Save
2. Creation of Cash Discount Taken G/L Account (Tcode:
FS00)
G/L Account 300010
Company Code
Click on create
Go to Type/Description Tab
Account Group INCO Incomes
Select P&L statement acct
Short Text Cash Dis.Taken A/C
G/L Acct Long Text Cash Discount Taken Account
Go to Control data Tab
Select only balances in local crcy
Select Line item display
Sort Key 001
Go to Create/bank/Interest Tab
Field status group G001
Save
3. Creation Accounts for Cash Discount Taken
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Outgoing
91
IGROW SOFT
Payments- Outgoing Payments Global Settings- Define Accounts for
Cash Discount Taken
(Tcode: OBXU)
Execute
Chart of Accounts
Enter
Save
Account 300010
Save and enter
Note: Through SKE transaction system will post cash discounts
automatically by account 300010
4. Define Accounts for Bank Charges (Vendors)
Path: Same path (Tcode: OBXK)
Execute
Double click on Bank Charges BSP
Chart of Accounts
Enter
Account 400020
Save and enter
Note: Through BSP transaction system will post bank charges
automatically by account 400020
5. Outgoing payment to vendor with bank charges and cash
discount (Tcode: F-53)
Scenario:
Invoice amount
3500
0
Cash discount 500
Bank Charges 100
Entry: Dr Cr
92
IGROW SOFT
Vendor A/C
3500
0
Bank Charges 100
To Bank A/C
3460
0
To Discount 500
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
Bank Data Section
Account 290100 (Bank A/C)
Amount
Bank Charges
Open Item Selection Section
Account
Enter
Go to Standard Tab
Cash discount
Note: Select Invoice against which invoice you are making payment,
Deselect Remaining invoices. Select means Blue color and Deselect
means block color.
Note: Amount entered and Assigned amount should be same
Against invoice, enter Cash discount amount.
Goto Menu bar
Document – Simulate
Post (Ctrl+S)
Down payments (Advance To vendors)
1. Create Advance to Vendor G/L Account (Tcode: FS00)
93
IGROW SOFT
G/L Account 290200
Company Cod
Click on create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance Sheet Account
Short Text Adv. to Vendors A/C
G/L Acct Long Text Advance to Vendors Account
Go to Control Data Tab
Recon. account for acct type K Vendors
Select Line item Display
Sort Key 012
Go to Create/Bank/Interest Tab
Field Status Group G067
Save
2. Assign Adv. to Vendor Account
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Down
Payment Made- Define Alternative Reconciliation Account for Down
Payments (Tcode: OBYR)
Execute
Double click on
K A Dwn pmt Down payment on current assets
Chart of Accounts
Enter
Recon.acct 190100 (Dom. Vendors A/C)
Special G/L Account 290200 (Advance to Vendors A/C)
Save and enter
94
IGROW SOFT
Note: Reconciliation account is assigned in vendor master records.
Against reconciliation account, we assign advance to vendors account.
When ever we give advance to vendors, system automatically posted
to advance to vendors account
Scenario 1
Advance to Vendor : Rs 100000
Service : Rs 100000
1. Advance to Vendor
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry - Down
Payment - F-48 - Down Payment (Tcode:F-48)
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
Vendor Section
Account
Special G/L Ind. A
Bank Section
Account 290100 (Bank A/C)
Amount 100000
Enter
Amount
Go to Menu bar
Document - simulate
Save
2. Vendor line item Report (Tcode: FBL1N)
Vendor
Company code
95
IGROW SOFT
Select open items
Select Special G/L Transactions
Execute (F8)
3. Service Invoice (Tcode: FB60)
Click on Company code (F7)
Company code
Enter
Vendor
Invoice date
Amount 100000
G/L Acct D/C Amount in doc. Curr
400100 S Debit 100000
Post (Ctrl+S)
4. Vendor line item Report (Tcode: FBL1N)
Vendor
Company code
Select open items
Select normal items
Select Special G/L transactions
Execute
5. Clearing advance against Invoice
Path: Accounting- Financial Accounting- Accounts Payable- Account- F-
44 – Clear (Tcode: F-44)
Account
Company code
Special G/L ind. A
96
IGROW SOFT
Select Normal OI
Select invoice and advance (Against which invoice you want to settle
which advance)
Observe Amount entered and Assigned should be Zero
Go to Menu bar
Document – Simulate
Post (Ctrl+S)
6. Vendor line item Report (Tcode: FBL1N)
Vendor
Company code
Select Cleared Items
Select normal items
Select Special G/L transactions
Execute
Go to Menu bar
Environment – Clearing transactions
We can see invoices settled against advances
Scenario 2
Advance to Vendor : Rs 100000
Invoice : Rs 50000
1. Advance to vendor (Tcode:F-48): Rs100000
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry - Down
Payment - F-48 - Down Payment (Tcode: F-48)
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
Vendor Section
Account
Special G/L Ind. A
97
IGROW SOFT
Bank Section
Account 290100 (Bank A/C)
Amount 100000
Enter
Amount *
Go to Menu bar
Document - simulate
Save
2. Invoice (Tcode: FB60): Rs50000
Click on Company code (F7)
Company code
Enter
Vendor
Invoice date
Amount 50000
G/L Acct D/C Amount in doc. Curr
400100 S Debit 50000
Post (Ctrl+S)
See Report (Tcode: FBL1N)
3. Transfer of Advance
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry - Down
Payment - F-54 - Clearing (Tcode: F-54)
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
Vendor Section
Account
98
IGROW SOFT
Keep blank invoice Field
Text Being Transfer posting
Enter
Transfer posting 50000
Save
4. Settle transfer Advance against Invoice (Tcode: F-44)
Path: Accounting- Financial Accounting- Accounts Payable- Account- F-
44 – Clear (Tcode: F-44)
Account
Company code
Select Normal OI
Select invoice and Transfer advance (Against which invoice you want
to settle which advance)
Observe Amount entered and Assigned should be Zero
Go to Menu bar
Document – Simulate
Post (Ctrl+S)
See Report (Tcode: FBL1N)
Scenario 3
Advance To Vendor : Rs 100000
Invoice : Rs 150000
1. Advance to Vendor (Tcode: F-48): Rs100000
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry - Down
Payment - F-48 - Down Payment (Tcode: F-48)
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
99
IGROW SOFT
Account
Special G/L Ind. A
Account 290100 (Bank A/C)
Amount 100000
Enter
Amount *
Go to Menu bar
Document - simulate
Save
See Report (Tcode: FBL1N)
2. Invoice (Tcode: FB60): Rs50000
Click on Company code (F7)
Company code
Enter
Vendor
Invoice date
Amount 150000
G/L Acct D/C Amount in doc. Curr
400100 S Debit 150000
Post (Ctrl+S)
See Report (Tcode: FBL1N)
3. Transfer posting (Tcode: F-54): Rs100000
Path: Accounting - Financial Accounting - Accounts Payable - Document
Entry - Down Payment - F-54 - Clearing (Tcode: F-54)
Enter header data (Type KA)
Account
Keep blank invoice Field
Text Being Transfer posting
100
IGROW SOFT
Enter
Transfer posting 100000
Save
4. Outgoing payment (Tcode: F-53): Rs 50000
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry -
Outgoing Payment - F-53 - Post (Tcode: F-53)
Document
Date
12.10.201
1
Type KZ Company
Code
4301
Posting Date 12.10.201
1
Period 7 Currency/Rate INR
Bank Data Section
Account 290100 (Bank A/C)
Amount 50000
Open Item Selection Section
Account
Enter
Note: Select Invoice and transferred advance against which invoice you
want to settle transfer advance and outgoing payment (50000),
Deselect Remaining invoices. Select means Blue color and Deselect
means block color.
Note: Amount entered and Assigned amount should be same
Go to menu bar
Document – simulate
Post (Ctrl+S)
Entries for Accounts Payables Advance
Scenarios
Scenario 1
Advance 100000
101
IGROW SOFT
Invoice 100000
1 F-48 Advance to Vendor Dr Cr
Advance to Vendor
A/C
10000
0
To Bank A/C
10000
0
2 FB60 Invoice
Service A/C
10000
0
To Vendor A/C
10000
0
3 F-44
Settlement of Advance against
invoice
Vendor A/C
10000
0
To Advance to Vendor A/C
10000
0
Scenario 2
Advance 100000
Invoice 50000
1 F-48 Advance to Vendor
Advance to Vendor
A/C
10000
0
To Bank A/C
10000
0
2 FB60 Invoice
102
IGROW SOFT
Service A/C 50000
To Vendor A/C 50000
3 F-54
Transfer posting of
Advance
Vendor A/C 50000
To Advance to Vendor A/C 50000
4 F-44
Clearing of transfer advance
against invoice
No Entry
Scenario 3
Advance 100000
Invoice 150000
1 F-48 Advance to Vendor
Advance to Vendor
A/C
10000
0
To Bank A/C
10000
0
2 FB60 Invoice
Service A/C
15000
0
To Vendor A/C
15000
0
3 F-54
Transfer posting of
Advance
Vendor A/C
10000
0
To Advance to Vendor A/C 10000
103
IGROW SOFT
0
4 F-53 Outgoing payment
Vendor A/C 50000
To Bank A/C 50000
Credit memo to vendor:
Definition: Credit memo is issued to vendor for service defects or
material return (Purchase returns)
Path: Accounting- Financial Accounting- Accounts Payable- Document Entry- FB65 -
Credit Memo (Tcode: FB65)
Vendor
Document date
Amount
Go to Payment Tab
Invoice Reference
G/L Acct D/C Amount in doc. Curr
400100 H Credit *
Post (Ctrl+S)
Entry:
Vendor A/C
To Service A/C
Down Payment Request
Definition: The Concept of authorizing the document entry can be
achieved by the standard SAP functionality for creating and authorizing
the payment request. Payment request will be created by one person
and authorized by another person to keep control
1. Assign G/L Account for down payment request
104
IGROW SOFT
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Down
Payment Made- Define Alternative Reconciliation Account for Down
Payments
(Tcode: OBYR)
Execute
Double click on K F Pmt req Down payment request
Chart of account :
Enter
Recon. Acct Special G/L account
190100 (Dom. Vendors A/C) 290200 (Advance to Vendors A/C)
Save (Ctrl+S) and enter
2. Enter Down Payment request
Path: Accounting- Financial Accounting- Accounts Payable- Document Entry- Down
Payment- F-47 – Request (Tcode: F-47)
Document
Date
Type KA Company Code
Posting Date Period Currency/Rate
Account 4000000 (Vendor Number)
Trg.sp.G/L Ind. A
Enter
Amount 100000
Due on
Post (Ctrl+S)
Down Payment Request number:
3. Vendor Line Item Report (Tcode: FBL1N)
Vendor
105
IGROW SOFT
Company code
Select Open items
Select Noted Items
Execute (F8)
4. Payment against down payment request
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry - Down
Payment - F-48 - Down Payment (Tcode: F-48)
Document
Date
Type KZ Company Code
Posting Date Period Currency/Rate
Vendor Section
Account
Special G/L Ind A
Bank Section
Account 290100 (Bank A/C)
Amount 100000
Click on Request (F6)
Select Request number against which request you are sending
advance to vendor
Click on Create Down Payment (Shift+F1)
Post (Ctrl+S)
5. Vendor Line Item Report (Tcode: FBL1N)
Vendor
Company code
Select Cleared Items
Select Noted Items
Execute (F8)
106
IGROW SOFT
Screen Layout per company code (Vendors)
Account Group controls fields in the vendor master record. Account
groups are client level. Any company code can use these account
groups with in the client. But we can maintain fields at company code
level also
1. Define Screen layout per company code (Vendors)
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Vendor Accounts- Master Data-
Preparations for Creating Vendor Master Data- Define Screen Layout
per Company Code (Vendors) (Tcode: OB24)
Execute
Click on New Entries (F5)
Company code
Enter
Select Company code
Click on Edit Field Status (F2)
Double click on Account management
Select Head Office Field as Suppress
Save (Ctrl+S)
2. Create Vendor Master Record (Tcode: FK01)
System will not show you head office field while creating vendor
master record in your company code
Screen Layout per Activity (Vendors)
Activities in vendor master records are creation, change and display
vendor master records. For each activity, we can maintain field
controls (Suppress, Required, Optional and Display). For ex: system
should not allow changing some critical fields even we are in change
mode
107
IGROW SOFT
1. Define Screen Layout per Activity (Vendors)
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Vendor Accounts- Master Data-
Preparations for Creating Vendor Master Data- Define Screen Layout
per Activity (Vendors) (Tcode: OB23)
Execute
Double click on Change Vendor (Accounting)
Double click on Company code data
Double click on Account management
Select Reconciliation account as display mode
Save (Ctrl+S) and enter
2. Change Vendor Master Record (Tcode: FK02)
Vendor
Company Code
Company code data section
Select Accounting Info
Enter
Observe reconciliation account as display mode. We can not edit
reconciliation account
Head Office Vs Branch Office
Scenario: Wipro is our vendor. Wipro Company has some branches.
Branches and head office will provide service to us but we make
payment to head office
108
IGROW SOFT
1. Create two vendor master records
Path: Accounting - Financial Accounting - Accounts Payable - Master Records - FK01 -
Create (Tcode: FK01)
Company Code
Account Group
Enter
Title Company
Name
Search Term
Street
House number
Postal code
City
Country IN
Enter, enter and enter
Recon.account 190100
Sort Key 012
Cash mgmnt group A1
Enter
Payt terms 0001 (Payable Immediately Due
Net)
Save (Ctrl+S)
Vendor Head office number :
Wipro Head Office Bangalore
Wipro Branch Office Hyderabad
Wipro Branch Office Chennai
Wipro Branch Office Delhi
109
IGROW SOFT
Company Code
Account Group
Enter
Title Company
Name
Search Term
Street
House number
Postal code
City
Country IN
Enter, enter and enter
Recon.account 190100
Head Office 4300005
Sort Key 012
Cash mgmnt group A1
Enter
Payt terms 0001 (Payable Immediately Due
Net)
Save (Ctrl+S)
Vendor Branch Office number:
2. Postings in Branch (Tcode: FB60)
Click on Company Code (F7)
Company code
Enter
Vendor
Invoice Date
Amount
110
IGROW SOFT
Enter
G/L Acct D/C Amount in doc. Curr
400100 S Debit *
Post (Ctrl+S)
3. Vendor Line Item Report (Tcode: FBL1N)
Vendor
Company code
Select Open items
Execute (F8)
Enter
4. Outgoing payment for Head Office (Tcode: F-53)
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
Bank Data Section
Account 290100 (Bank A/C)
Amount 25000
Open Item Selection Section
Account
Enter
Note: Select Invoice against which invoice you are making payment,
Deselect Remaining invoices. Select means Blue color and Deselect
means block color.
Note: Amount entered and Assigned amount should be same
Go to Menu bar
Document – simulate
Post (Ctrl+S)
111
IGROW SOFT
Inter Company Transactions
1. Vendor invoice posting
Path: Accounting - Financial Accounting - Accounts Payable - Document
Entry - FB60 – Invoice (Tcode: FB60)
Click on Company Code (F7)
Company code
Enter
Vendor
Invoice Date
Amount
G/L Acct D/C Amount in doc.
Curr
Company
Code
400100 S Debit *
Post (Ctrl+S)
Go to Menu bar
Document – Display
We can see document
2. Outgoing payment
Path: Accounting - Financial Accounting - Accounts Payable - Document Entry -
Outgoing Payment - F-53 - Post (Tcode: F-53)
Document
Date
Type KZ Company
Code
Posting Date Period Currency/Rate
Bank Data Section
Account 290100 (Bank A/C)
Amount
Open Item Selection Section
Account
112
IGROW SOFT
Enter
Note: Select Invoice against which invoice you are making payment,
Deselect Remaining invoices. Select means Blue color and Deselect
means block color.
Note: Amount entered and Assigned amount should be same
3. Report (Tcode: FBL3N)
G/L Account
Company code
Select open items
Execute (F8)
4. Intercompany clearing
a. Incoming payment
Path: Accounting- Financial Accounting- General Ledger- Posting- F-06 - Incoming
Payments (Tcode: F-06)
Document
Date
Type SA Company
Code
Posting Date Period Currency/Rate
Account 290100 (Bank A/C)
Amount
Account
Enter
Go to Menu bar
Document – simulate
Save
b. Report (Tcode: FBL3N)
G/L Account
Company code
113
IGROW SOFT
Select Cleared items
Execute (F8)
c. Outgoing payment
Path: Same path (Tcode: F-07)
Document
Date
Type SA Company
Code
Posting Date Period Currency/Rate
Account 290100 (Bank A/C)
Amount
Account
Enter
Go to Menu bar
Document – simulate
Save
Accounts Receivables:
AR deals with customers, terms and conditions with customers,
customer invoice, customer incoming payments, advance from
customers and item interest calculation and dunning (remainder
letters)
Features of Accounts receivable component:
1. Serves as a complete record of business transactions with
customers
2. Accounting of receipts manually and also automatic clearing of
payments.
3. When drawing up financial statements, the items in foreign
currency are revalued
4. The credit memo can be entered in any of the currency, for
which the exchange rates are available. The credit memo details
114
IGROW SOFT
are stored in the entered currency but the ledgers are posted in
the local currency (Company code currency)
5. Simultaneous posting to appropriate general ledger accounts,
Dunning (Remainder letters), balance confirmation etc.
6. Range of tools that you can use to monitor open items, such as
account analysis, due date list etc
Business Process
1. Customer down payments (Advance from customers)
SAP gives a facility to work with customer down payments. If the
customer pays by check/Demand draft as a down payment, it can be
captured in a separate G/L Account (Advance from customer account)
and can be adjusted against invoice.
2. Customer incoming payment
a. This function allows the AR user to record receipts from
customers in the system and adjusts them against invoices
and debit memos.
b. In the case of receipts received against invoices, the user
can enter the invoices to be adjusted. User can record the
receipt as an “on account” receipt, and link to one or more
invoices later invoices, advances and debit memos can be
settled to the extent of the outstanding amount
c. Invoices, advances and debit memos can be partially
settled.
d. In case the receipt currency is not the local currency, the
same is converted into local currency (Company code
currency) for accounting purposes. The rates as on the
value date will be used for conversion. However, the
receipt details are stored in the entered currency; the
balances are stored both in the document currency and
also in the ledger currency
115
IGROW SOFT
e. Receipt number is generated and the user can print the
receipt. This can be sent across to the customer, as an
acknowledgement.
3. Clearing of invoices and advances
a. Account clearing process is used to clear one or more open
line items with in one account. On clearing open items,
system will create a clearing document. Ex: customer can
be cleared against vendor invoice posting). Clearing
process may be manual or automatic.
4. Accounting of Debit/Credit Memo’s
a. The debit memos are processed for bank charges, sharing
of cost for common expenditures.
b. The credit memos are processed for the price differences,
wrong billing, excess billing in terms of prices, whenever
there is a retrospective pricing effects
5. Sales Realization – Provisions
a. Each regional office is doing this provisional entry activity
at the end of the month
b. They calculate the provisional value of the Selling and
distribution expenses, primary freight and secondary
freight.
6. Correspondence with customer
The Account statement and balance confirmations can be sent to
customers periodically.
Reminder notice can be sent to all customers whose payments are
overdue. This is possible by using the SAP standard functionality.
1. Define Account Groups with Screen Layout (Customers)
Definition: Account group means list of customers will be segregated
into
different account groups. For ex: Domestic customers and foreign
116
IGROW SOFT
customers or South customers, North customers, East Customers and
West Customers etc. It controls fields in master record and number
range
intervals
Path: SPRO- Financial Accounting- Accounts Receivable and Accounts
Payable- Customer Accounts- Master Data- Preparations for Creating
Customer Master Data- Define Account Groups with Screen Layout
(Customers) (Tcode: OBD2)
Execute
Click on New Entries (F5)
Account Group
Name Domestic Customers
Save and enter
2. Create Number Ranges for Customer Accounts
Path: Same path (Tcode: XDN1)
Execute
Click on change interval
Click on Insert Interval (Shift+F1)
No
From number
To Number
Enter
Save and enter
3. Assign Number Ranges to Customer Account Groups
Path: Same path (Tcode: OBAR)
Execute
Click on position button
Account Group
Enter
117
IGROW SOFT
Number range
Save and enter
4. Define Tolerances (Customers)
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Incoming
Payments- Manual Incoming Payments- Define Tolerances (Customers)
Click on New Entries (F5)
Company code
Save (Ctrl+S) and enter
5. Create sundry debtors (Tcode:FS00)
G/L Account 290300
Company Code
Click on create
Go to Type/Description Tab
Account Group ASST Assets
Select balance sheet Account
Short Text Sundry Debtors A/C
G/L Acct Long Text Sundry Debtors A/C
Go to Control data Tab
Recon.Acct for Account type D Customers
Select line item display
Sort Key 031
Go to Create/Bank/Interest Tab
Field status Group G067
Save
6. Creation of customer master Record
Path: Accounting - Financial Accounting - Accounts Receivable – Master
118
IGROW SOFT
Records - FD01 - Create (Tcode: FD01)
Account Group
Company Code
Enter
Title
Name
Street
House Number
Postal code
City
Country IN (India)
Click on Company Code Data (Ctrl+F2)
Recon.Account 290300 (Sundry Debtors A/C)
Sort key 031
Save
7. Creation of Service Revenue A/C (Tcode:FS00)
G/L Account 300100
Company Code
Click on Create
Go to Type/Description Tab
Account Group INCO Incomes
Select P&L statement acct
Short Text Ser.Revenue A/C
G/L Acct Long Text Service Revenue Account
Go to control data Tab
Select Only Balances in local crcy
Select Line item display
Sort Key 001
Go to Create/Bank/Interest Tab
119
IGROW SOFT
Field status group G001
Save
8. Maintain number ranges 18, 14 and 16 for DR, DZ and
DA Respectively (Tcode: FBN1)
Company Code
Click on Change Interval
Click on Insert Interval (Shift+F1)
No 18
Year
From number 1800000000
To Number 1899999999
Enter
Click on Insert Interval (Shift+F1)
No 14
Year
From number 1400000000
To Number 1499999999
Enter
Click on Insert Interval (Shift+F1)
No 16
Year
From number 1600000000
To Number 1699999999
Enter
Save and enter
9. Post Customer Invoice
Path: Accounting - Financial Accounting - Accounts Receivable –
Document
120
IGROW SOFT
Entry- FB70 – Invoice (Tcode: FB70)
Click on Company Code (F7)
Company code
Enter
Customer
Invoice Date
Posting Date
G/L Acct
D/C
Amount doc. Curr
Post (Ctrl+S)
10. Customer Line items
Path: Accounting - Financial Accounting - Accounts Receivable -
Account - FBL5N - Display/Change Line Items (Tcode: FBL5N)
Customer Account
Company Code
Select open items
Execute (F8)
11. Customer Credit Memo
Path: Accounting- Financial Accounting- Accounts Receivable-
Document
Entry- FB75 - Credit Memo (Tcode: FB75)
Click on Company Code (F7)
Company code
Enter
Customer
Invoice Date
121
IGROW SOFT
Posting Date
G/L Acct
D/C
Amount doc. Curr
Post (Ctrl+S)
Incoming payments
1. Standard incoming payment
Path: Accounting - Financial Accounting - Accounts Receivable –
Document Entry - F-28 - Incoming Payments (Tcode: F-28)
Document
Date
Type DZ Company
code
Posting Date Period Currency
Bank Data Section
Account 290100 (Bank A/C)
Amount 25000
Open Item Selection Section
Account
Enter
Select Invoice against which invoice you are receiving payment from
Customer. Amount entered and assigned amount should be same
Note: Selection means blue color and deselection means block color.
Double click on block color is selection and double click on blue color is
deselection
Post (Ctrl+S)
2. Customer Line items
Path: Accounting - Financial Accounting - Accounts Receivable -
Account –
122
IGROW SOFT
FBL5N - Display/Change Line Items (Tcode: FBL5N)
Customer Account
Company Code
Select Cleared items
Execute (F8)
3. Partial payments (Tcode:F-28)
Document
Date
Type DZ Company
code
Posting Date Period Currency
Bank Data Section
Account 290100 (Bank A/C)
Amount 25000
Open Item Selection Section
Account
Enter
Go to partial pmt Tab
Select Invoice against which invoice you are receiving payment from
Customer. Amount entered and assigned amount should be same
Payment amount 5000
Note: Selection means blue color and deselection means block color.
Double click on block color is selection and double click on blue color is
deselection
Post (Ctrl+S)
4. Residual items (Tcode:F-28)
Definition: In Residual items, system will re determine terms of
payments. Customer unable to make payments, we can discuss with
customer and give new terms of payments for remaining payment
123
IGROW SOFT
Document
Date
Type DZ Company
code
Posting Date Period Currency
Bank Data Section
Account 290100 (Bank A/C)
Amount
Open Item Selection Section
Account
Enter
Go to Residual Items Tab
Select Invoice against which invoice you are receiving payment from
Customer. Amount entered and assigned amount should be same
Residual Payment
Note: Selection means blue color and deselection means block color.
Double click on block color is selection and double click on blue color is
deselection
Post (Ctrl+S)
Automation of Bank Charges and Cash discount given
1 Creation of Cash Discount Given A/C (Tcode: FS00)
G/L Account 400030
Company Code
Click on Create
Go to Type/Description Tab
Account Group EXPN Expenses
Select P&L Statement Acct
Short Text Cash Dis. Given A/C
G/L Acct Long Text Cash Discount Given Account
Go to Control Data Tab
124
IGROW SOFT
Select only balances in local crcy
Select line items tab
Sort Key 001
Go to Create/Bank/Interest Tab
Field status Group G001
Save
2 Creation of Bank Charges G/L Account (Tcode: FS00)
G/L Account 400020
Company Code
Click on create
Go to Type/Description Tab
Account Group EXPN Expenses
Select P&L statement acct
Short Text Bank Charges A/C
G/L Acct Long Text Bank Charges Account
Go to Control data Tab
Select only balances in local crcy
Select Line item display
Sort Key 001
Go to Create/bank/Interest Tab
Field status group G001
Save
3 Assign Cash Discount Given A/C
Path: SPRO- Financial Accounting- Accounts Receivable and Accounts
Payable- Business Transactions- Incoming Payments- Incoming
Payments Global Settings- Define Accounts for Cash Discount Granted
(Tcode: OBXI)
Execute
Chart of Accounts
125
IGROW SOFT
Enter
Save
Account 400030 (Cash Dis. Given A/C)
Save and enter
4 Define Accounts for Bank Charges (Customers)
Path: Same path (Tcode: OBXK)
Execute
Double click on Bank Charges BSP
Chart of Accounts
Enter
Account 400020 (Bank Charges A/C)
Save and enter
5 Incoming payment with bank Charges and Cash discount
given (Tcode:F-28)
Document
Date
Type DZ Company
code
Posting Date Period Currency
Bank Data Section
Account 290100 (Bank A/C)
Amount 25000
Open Item Selection Section
Account
Enter
Select Invoice against which invoice you are receiving payment from
Customer. Amount entered and assigned amount should be same
Cash Discount
Note: Selection means blue color and deselection means block
color.
126
IGROW SOFT
Double click on block color is selection and double click on blue
color is deselection
Post (Ctrl+S)
Advance from customers
1 Create Advance from Customers G/L Master Record
(Tcode: FS00)
G/L Account 190200
Company Code
Click on Create
Go to Type/Description Tab
Account Group LIAB Liabilities
Select Balance Sheet Account
Short Text Adv.From Customer A/C
G/L Acct Long Text Advance from Customers A/C
Go to Control data Tab
Recon.Account for Acct type D Customers
Select Line item display
Sort Key 031
Go to Create/Bank/interest Tab
Field status Group G067
Save
2 Assign Advance from Customers Account
Path: SPRO- Financial Accounting- Accounts Receivable and Accounts
Payable- Business Transactions- Down Payment Received- Define
Reconciliation Accounts for Customer Down Payments (Tcode: OBXR)
Execute
Double click on
D A Dwn pmt Down payment
127
IGROW SOFT
Chart of Accounts
Enter
Recon.acct 290300 (Sundry Debtors A/C)
Special G/L account 190200 (Adv. from customers
A/C)
Save and enter
Scenario 1
Advance From Customer : 100000
Customer Invoice : 100000
1 Advance from Customer
Path: Accounting - Financial Accounting - Accounts Receivable -
Document Entry -Down Payment - F-29 - Down Payment (Tcode: F-29)
Document
Date
Type DZ Company
code
Posting Date Period Currency
Customer
Account
Special G/L Ind A
Account 290100 (Bank A/C)
Amount 100000
Enter
Amount *
Save
2 Customer Line items
Path: Accounting - Financial Accounting - Accounts Receivable -
Account - FBL5N - Display/Change Line Items (Tcode: FBL5N)
Customer Account
128
IGROW SOFT
Company Code
Select open items
Select Special G/L transactions
Execute (F8)
3 Create Customer Invoice (Tcode:F-22)
Path: Accounting - Financial Accounting - Accounts Receivable –
Document
Entry- FB70 – Invoice (Tcode: FB70)
Click on Company Code (F7)
Company code
Enter
Customer
Invoice Date
Posting Date
G/L Acct
D/C
Amount doc. Curr
Post (Ctrl+S)
4 Clear Down payment against Invoice
Path: Accounting - Financial Accounting - Accounts Receivable –
Account- F-32 – Clear (Tcode: F-32)
Account
Company code
Special G/L ind A
Click on Process open items (Shift+F4)
129
IGROW SOFT
Select Invoice and advance amount (Against which invoice you want
settle which advance). Observe amount entered and assigned amount
should be zero.
Go to Menu bar
Document – simulate
Save (Ctrl+S)
Scenario 2
Advance from customer : 100000
Customer Invoice : 50000
1 Create Advance from customer (Tcode: F-29)
2 Customer Invoice (Tcode: FB70)
3 Transfer posting
Path: Accounting - Financial Accounting - Accounts Receivable -
Document Entry - Down Payment - F-39 - Clearing (Tcode: F-39)
Document
Date
Type DA Company
code
Posting Date Period Currency
Account
Keep blank Invoice ref. field
Enter
Transfer posting 50000
Go to Menu bar
Document - simulate
Save
4 Clear Invoice against Down payment
Path: Accounting - Financial Accounting - Accounts Receivable –
Account- F-32 – Clear (Tcode: F-32)
130
IGROW SOFT
Account
Company code
Click on Process open items (Shift+F4)
Select Invoice and transfer advance amount (Against which invoice you
want settle which transfer advance). Observe amount entered and
assigned amount should be zero.
Go to Menu bar
Document – simulate
Save (Ctrl+S)
Scenario 3
Advance from customer : 100000
Customer Invoice : 150000
1 Advance from customer (Tcode: F-29): Rs100000
2 Customer Invoice (Tcode: FB70): Rs150000
3 Transfer posting (Tcode: F-39): Rs100000
4 Reciept of Remaining amount (Tcode: F-28): Rs50000
Item Interest Calculation
Definition: System will calculate interest on Customer overdue
invoices. System will calculate interest each invoice wise, which is
called item interest calculation.
Ex:
Item Interest Calculation
Customer 3600000 (Matrix Ltd)
Terms of payment 0001 Immediately due net
Interest on late payment 15%
Invoice Date Amount Aug Sept Oct
Late
days Interest
Interest
rounding
01.08.2011 35000 30 30 12 72 1035.61644 1035.62
131
IGROW SOFT
15.08.2011 45000 16 30 12 58 1072.60274 1072.6
05.09.2011 10000 25 12 37 152.054795 152.05
25.09.2011 5000 5 12 17 34.9315068 34.93
02.10.2011 60000 10 10 246.575342 246.58
12.10.2011 155000 2541.78
Interest on late
payment 2541.78
12.10.2011 Balance 157541.78
1. Define Interest Calculation Types
Path: SPRO - SAP Reference IMG- Financial Accounting- Accounts
Receivable and Accounts Payable- Business Transactions- Interest
Calculation- Interest Calculation Global Settings- Define Interest
Calculation Types (Tcode:OB46)
Execute
Click on New Entries (F5)
Int ID
Name Item interest
Int calc.type P (Item Interest Calculation)
Save and enter
2. Prepare Item Interest Calculation
Path: Path: SPRO - SAP Reference IMG- Financial Accounting- Accounts
Receivable and Accounts Payable- Business Transactions- Interest
Calculation- Interest Calculation Global Settings- Prepare Item Interest
Calculation
Execute
Click on New Entries (F5)
Interest Ind.
Select No Cleared Items
Ref.Date 2 (Document date)
Calendar type G
132
IGROW SOFT
Select only calculate interest on debit items
Select post interest
Save and enter
3. Define Reference Interest Rates
Definition: Reference interest rate nothing but interest rate
Path: SPRO- SAP Reference IMG- Financial Accounting- Accounts
Receivable and Accounts Payable- Business Transactions- Interest
Calculation- Interest Calculation- Define Reference Interest Rates
(Tcode: OBAC)
Execute
Click on New Entries (F5)
Ref.int.rate
Long text
Description
Date from
Currency INR
Save and enter
4. Define Time-Based Terms
Path: same path (Tcode: OB81)
Execute
Click on New entries (F5)
Int.Calc.Indicator
Currency Key INR
Eff.From
Sequential number 1
Term Debit interest: arrears interest
calc.
133
IGROW SOFT
Ref. interest rate
Save and enter
5. Enter Interest Values
Path: Same path (Tcode: OB83)
Execute
Click on New Entries (F5)
Reference Valid from Int.Rate
Save and enter
6. Create Interest Income G/L Master Record (Tcode: FS00)
G/L Account 300020
Company Code
Click on Create
Go to Type/Description Tab
Account Group INCO Incomes
Select P&L Statement acct
Short text Interest Income A/C
G/L Acct Long Text Interest Income A/C
Go to Control Data Tab
Select only balances in local crcy
Select line item display
Sort Key 001
Go to Create/Bank/Interest Tab
Field status group G001
Save
7. Assign Interest income and masking
134
IGROW SOFT
Path: SPRO- SAP Reference IMG- Financial Accounting- Accounts
Receivable and Accounts Payable- Business Transactions- Interest
Calculation- Interest Posting- A/R: Calculation of Interest on Arrears
(Tcode:OBV1)
Execute
Click on Accounts (F7)
Chart of accounts
Enter
Acct symbol Currency G/L Acct
0003 INR 300020
1000 INR ++++++++
(Masking)
Save and enter
8. Assign Interest Calculation Indicator in customer master
record (Tcode: FD02)
Customer
Company Code
Enter
Click on Company Code data (Ctrl+F2)
Interest Indic.
Save
9. Post customer invoice with one month back date (Tcode:
F-22)
10. Calculate item interest
Path: Accounting - Financial Accounting - Accounts Receivable -
Periodic Processing - Interest Calculation - Item Interest Calculation -
FINT - Item Interest Calculation (Tcode: FINT)
135
IGROW SOFT
Customer Account From To
Company code
Interest Indicator
Select Test Run
Execute (F8)
Observe whether interest calculated properly or not
One time go back
Deselect Text run
Execute (F8)
Enter
11. Customer line item report
Path: Accounting - Financial Accounting - Accounts Receivable -
Account - FBL5N - Display/Change Line Items (Tcode: FBL5N)
Customer Account
Company Code
Select open items
Execute (F8)
Observe customer is updated with interest or not
12. Display document
Path: Accounting- Financial Accounting- Accounts Receivable-
Document- FB03 – Display (Tcode: FB03)
Document number
Company code
Fiscal year
Enter
Screen Layout Per Company code (Customers)
136
IGROW SOFT
Account Group controls fields in the vendor master record. Account
groups are client level. Any company code can use these account
groups with in the client. But we can maintain fields at company code
level also
1. Define Screen Layout Per Company code (Customers)
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Customer Accounts- Master Data-
Preparations for Creating Customer Master Data- Define Screen Layout
per Company Code (Customers) (Tcode: OB21)
Execute
Click on New Entries (F5)
Company code
Enter
Select company code
Click on Edit Field Status (F2)
Double click on Account management
Select Head office field suppress
Save (Ctrl+S) and enter
2. Create Customer Master Record (Tcode: FD01)
System will not show you head office field while creating vendor
master record in your company code
Screen Layout per Activity (Customers)
Activities in customer master records are creation, change and display
customer master records. For each activity, we can maintain field
controls (Suppress, Required, Optional and Display). For ex: system
should not allow changing some critical fields even we are in change
mode
1. Define Screen Layout per Activity (Customers)
137
IGROW SOFT
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Customer Accounts- Master Data-
Preparations for Creating Customer Master Data- Define Screen Layout
per Activity (Customers) (Tcode: OB20)
Execute
Double click on Change Customer (Accounting)
Double click on Company code data
Double click on Account Management
Select Reconciliation account as display mode
Save (Ctrl+S) and enter
2. Change customer master record (Tcode: FD02)
Customer
Company code
Enter
Click on Company code data (Ctrl+F2)
Go to Account management Tab
Observe reconciliation account field as display mode
Head Office Vs Branch Office
Scenario: Wipro is our vendor. Wipro Company has some branches.
Branches and head office will provide service to us but we make
payment to head office
Wipro Head Office Bangalore
Wipro Branch Office Hyderabad
Wipro Branch Office Chennai
Wipro Branch Office Delhi
138
IGROW SOFT
1. Create two customer master records
Path: Accounting - Financial Accounting - Accounts Receivable – Master
Records - FD01 - Create (Tcode: FD01)
Account Group
Company Code
Enter
Title
Name
Street
House Number
Postal code
City
Country IN (India)
Click on Company Code Data (Ctrl+F2)
Recon.Account 290300 (Sundry Debtors A/C)
Sort key 031
Save
Head office number:
Account Group
Company Code
Enter
Title
Name
Street
House Number
Postal code
City
Country IN (India)
Click on Company Code Data (Ctrl+F2)
139
IGROW SOFT
Recon.Account 290300 (Sundry Debtors A/C)
Head Office
Sort key 031
Save
Branch Office number :
2. Postings in Branch
Path: Accounting - Financial Accounting - Accounts Receivable –
Document
Entry- FB70 – Invoice (Tcode: FB70)
Click on Company Code (F7)
Company code
Enter
Customer
Invoice Date
Posting Date
G/L Acct
D/C
Amount doc. Curr
Post (Ctrl+S)
3. Head office/Branch Report
Path: Accounting - Financial Accounting - Accounts Receivable -
Account - FBL5N - Display/Change Line Items (Tcode: FBL5N)
Customer Account
Company Code
Select open items
Execute (F8)
140
IGROW SOFT
4. Incoming Payment
Path: Accounting - Financial Accounting - Accounts Receivable –
Document Entry - F-28 - Incoming Payments (Tcode: F-28)
Document
Date
Type DZ Company
code
Posting Date Period Currency
Bank Data Section
Account 290100 (Bank A/C)
Amount 25000
Open Item Selection Section
Account
Enter
Select Invoice against which invoice you are receiving payment from
Customer. Amount entered and assigned amount should be same
Note: Selection means blue color and deselection means block color.
Double click on block color is selection and double click on blue color is
deselection
Post (Ctrl+S)
Dunning procedure
Definition: If the business partners may fail behind on payments you
can send them a payment reminder or a dunning notice to remind
them of their outstanding debts
1. Define Dunning procedure
Definition: The Dunning procedure controls how dunning carried out by
the system. We can define as many dunning procedures as we like.
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Dunning-
Dunning Procedure- Define Dunning Procedures (Tcode: FBMP)
Execute
141
IGROW SOFT
Click on New procedure (F9)
Dunn.Procedure
Name
Dunning interval in days
No. of dunning levels
Select Standard transaction dunning
Ref. Dunning procedure for Texts
Click on Dunning levels (F5)
Ignore warning messages
1 2 3 4 5
Calculate interest - - - - -
Always dun - - - - -
Print all items - - - - -
Click on Charges (F6)
Currency INR
Enter
Dunn.Level Dunn.charges
1 10
2 20
3 30
4 40
5 50
Click on minimum amounts (F7)
Currency INR
Enter
Dun Minimum amounts
1 10000
2 20000
3 30000
4 40000
142
IGROW SOFT
5 50000
Click on Dunning Texts (F8)
Company code
Select Customer
Enter
Click on New Company code (F9)
Company code
Enter
Select Dunning by dunning area
Select Separate notice per dunning level
Save and enter
Click on Dunning Texts
Company code
Select Customer
Enter
Dun Form
1 F150_BE_DUNN_01
2 F150_BE_DUNN_01
3 F150_BE_DUNN_01
4 F150_BE_DUNN_01
5 F150_BE_DUNN_01
One time go back
Save and enter
20.2. Assign dunning to customer master (Tcode: FD02/ XD02)
Customer
Company code
Enter
Click on company code data (Ctrl+F2)
Go to Correspondence Tab
143
IGROW SOFT
Dunn.Procedure
Save
20.3. Run the Dunning procedure
Path: Accounting- Financial Accounting- Accounts Receivable- Periodic Processing-
F150 – Dunning (Tcode: F150)
Run Date
Identification
Go to Parameter Tab
Dunning date
Docmnts posted up to
Company code
Customers From To
Save
Go to Status Tab
Status is Parameters were maintained
Click on Schedule (F7)
Select Start Immediately
Click on Schedule (F5)
Keep enter until status is Dun. Selection is complete
Click on dunning list (Shift+F6)
Enter
One time go back
Click on Dunning print out (F6)
Enter
Keep on enter until status is dun.Printout is complete
Click on Dunn.history (Shift+F9)
Account type D (Customers)
Company code
144
IGROW SOFT
Customer From To
Execute (F8)
Select ______
Click on Display dunning notice (Shift+F4)
Click on Print preview
We can see Dunning notice 1
Three times go back
Click on Indiv.Dunn.notice
Company code
Customer
Click on Print out (F6)
Click on yes
Go to Menu bar
System – Services – Output Control
Select spool number
BANK ACCOUNTING
1. Creation of House Banks
Path: SPRO- SAP Reference IMG- Financial Accounting (New) - Bank
Accounting - Bank Accounts - Define House Banks (Tcode: FI12)
Execute
Company Code
Enter
Click on New Entries (F5)
House Bank
Bank Country IN (India)
Bank Key
Click on create
Bank name
145
IGROW SOFT
Street
City
Bank Branch
Enter
Double click on bank Accounts folder
Click on New Entries (F5)
Account ID
Description
Bank Account
G/L 290100 (Bank A/C)
Currency INR (Indian Rupees)
Save and enter
Notes:
Bank Key: you specify the bank key under which bank data from the
respective country is stored
SWIFT Code: SWIFT Code will be useful for international payments.
SWIFT Code identifies a bank throughout the world
Bank Group: Bank Group serves to classify banks in such a way that
payment transactions within a group are processed as quickly as
possible (bank chain optimization).
Post Bank Acct: If you set the indicator the account to be treated as a
post office bank current account. This field is used in Germany and
Switzerland
2. Maintain Check Leaves
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Outgoing
Payments- Automatic Outgoing Payments- Payment Media- Check
Management- Define Number Ranges for Checks (Tcode: FCHI)
Execute
146
IGROW SOFT
Paying company Code
House bank
Account ID
Click on Change (Shift+F5)
Click on Create (Shift+F5)
Lot Number 1
Check number 100101
To 100200
Short Info Bank Check lots
Purchasing date
Enter
Save
3. Select Relevant to cash flow in bank account (Tcode:
FS00)
G/L Account 290100
Company code
Click on Change
Go to Create/Bank/Interest Tab
Select Relevant to Cash flow
Save (Ctrl+S)
Note: this indicator determines the G/L Account is a cash flow account.
The following Accounts typically define as cash flow account
Bank Account
Account for bank charges
Cheque clearing account
Clearing account for incoming payment
Note: We have to know payment document number then only we can
issue cheque
147
IGROW SOFT
4. Define Void Reason Codes
You define void reason codes for prenumbered checks.
The use of prenumbered checks is listed by using the check
management program. You must mark check forms as voided if they
were made invalid by mistake, if they were stolen or if they were made
void due to other reasons. To do this, specify the reason for voiding by
using a ratio.
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Accounts
Receivable and Accounts Payable- Business Transactions- Outgoing
Payments- Automatic Outgoing Payments- Payment Media- Check
Management- Define Void Reason Codes (Tcode: FCHV)
Execute
Click on New Entries (F5)
Reason
Void Reason Code Check Stolen
Save (Ctrl+S) and enter
Check Issue process and Check Register
1. Check Issue to supplier
Prerequisites: Select ‘Relevant to cash flow’ in bank general ledger
master record. We have to know payment document number, then
only we can issue check to supplier
Path: Accounting- Financial Accounting- Accounts Payable- Environment- Check
Information- Create- FCH5 - Manual Checks (Tcode: FCH5)
Payment document no.
Paying company code
Fiscal Year
House Bank
Account ID
Check number
Enter
148
IGROW SOFT
Post (Ctrl+S)
2. Check Register Report
Path: Accounting- Financial Accounting - Accounts Payable - Environment - Check
Information - Display - FCHN - Check Register (Tcode: FCHN)
Paying company code
House bank
Account ID
Execute (F8)
We can see list of checks issued against payments
3. Void unused checks
Path: Accounting- Financial Accounting - Accounts Payable - Environment - Check
Information – Void - FCH3 - Unused Checks (Tcode: FCH3)
Paying company code
House Bank
Account ID
Check number from
Void reason code
Click on Void (Shift+F5)
See Report (Tcode: FCHN)
4. Void Issued Checks
Path: Accounting- Financial Accounting - Accounts Payable - Environment - Check
Information – Void - FCH9 - Issued Checks (Tcode: FCH9)
Paying company code
House Bank
Account ID
Check number
Void reason code
149
IGROW SOFT
Click on Void (Shift+F5)
See Report (Tcode: FCHN)
5. Cancel Payment
Path: Accounting- Financial Accounting - Accounts Payable - Environment - Check
Information – Void - FCH8 - Cancel Payment (Tcode: FCH8)
Paying company code
House bank
Account ID
Check Number
Void Reason code
Reversal Reason
Click on Cancel Payment (Shift+F5)
See Report (Tcode: FCHN)
See Report (Tcode: FB03)
Automatic Payment Program (APP)
Vendor payments can be manual or automatic. The general aspects
related to vendor payments are terms of payments, method/media of
payment, manual and automatic payment
The payment methods are as follows,
C = Cheque
E = ECS (Electronic Clearing System)
T = Bank Transfer
A = Cash
D = Demand Draft/Pay Order (Needs to be created in SAP)
Automatic payments are configured to make vendor payments based
on payment terms. The due date wise/vendor invoice wise payment
proposal will be generated and this proposal can be edited to make the
selective payments.
150
IGROW SOFT
After the payment list has been finalized, the payment run will be
executed and accounting entry will be posted automatically. Payment
advice and cheque will be printed through system
Configuration for APP:
1. Set up Payment Methods per Country for Payment
Transactions
Path: SPRO- SAP Reference IMG- Financial Accounting (New) - Accounts
Receivable and Accounts Payable- Business Transactions- Outgoing
Payments- Automatic Outgoing Payments- Payment Method/Bank
Selection for Payment Program- Set Up Payment Methods per Country
for Payment Transactions
Execute
Click on New Entries (F5)
Country IN (India)
Pymt Method C
Description Check
Select Outgoing payments
Select Check
Select Allowed for Personnel payments
Select Street, P.O.box or P.O.box pst.code
Document type for payment ZP
Clearing document type ZV
Payment medium program RFFOUS_C
Save (Ctrl+S) and enter
Note: Payment methods will be created at country level
2. Set up Payment Methods per Company Code for Payment
Transactions
Path: Same path
Execute
151
IGROW SOFT
Click on New entries (F5)
Paying co.code
Pymt Method C
Minimum amount 100
Maximum amount 99999999
Select Foreign Business partner allowed
Select foreign currency allowed
Select Cust/vendor bank abroad allowed
Go to Form data
Form for the payment medium F110_IN_CHECK
Drawer on the form
Save and enter
Note:
Single payment for marked item: This indicator Causes open items
which contain this payment method to be paid individually. All items,
for which the payment method so indicated is entered explicitly, are
paid individually. If the payment method is not specified explicitly but
is instead selected by the payment program, several items can be paid
together.
Payment per due date: Indicator which specifies that only items that
are due on the same day will be paid with a single payment.
3. Set up Paying Company Codes for Payment Transactions
Path: Same path
Execute
Click on New Entries (F5)
Paying co.code
Minimum amount for incoming 100
152
IGROW SOFT
payment
Minimum amount for outgoing
paymen
100
Click on forms
Form for the payment advice F110_IN_AVIS
Click on Sender details
Text ID ST
Letter header F_0001_HEADER
Footer F_0001_FOOTER
Sender F_0001_SENDER
Save and enter
4. Set up All Company Codes for Payment Transactions
Path: Same path
Execute
Click on New entries (F5)
Company code
Paying company code
Vendor
Sp. G/L transactions to be paid A
Save and enter
Note: Sp. G/L transactions to be paid, all open vendor items that have
been entered with one of the specified special G/L indicators are
included in the payment. Advances will be adjusted against invoice.
System will generate check for remaining balance amount
5. Set up Bank Determination for Payment Transactions
Path: Same path
Execute
153
IGROW SOFT
Click on position button
Paying co.code
Enter
Select Paying company code
Double click on ranking order
Click on New Entries (F5)
PM C
Crcy INR
Rank order 1
House BK
Double click on Bank Accounts
Click on New Entries (F5)
House bank
Pay. method C
Currency INR
Account ID
Bank Sub account 290100
Double click on Available amounts
Click on New entries (F5)
House bank
Account ID
Days 999
Currency INR
Available for outgoing payments 99999999
Save and enter
Note:
Days: The specified amounts are only planned for payments where the
value date on the bank account is expected within the number of days
given here. Using the value dates, you can plan amounts on a time
154
IGROW SOFT
scale. As a rule, you only need this if you have bill of exchange
payments to be posted before their due date. In all other cases, you
can enter 999 and then the value dates will not be taken into
consideration.
Available for outgoing payments:
The amount planned here is available for outgoing payments. The
amount is only used for payments with which the bank debit entry is
expected during the number of days displayed
6. Maintain number ranges 20 for Document type ZP (Tcode: FBN1)
Company Code
Click on change interval
Click on Insert interval (Shift+F1)
No 20
Year
From number 2000000000
To Number 2099999999
Enter
Save and enter
7. Maintain Term of payments, Payment method and house
bank in vendor master record (Tcode: FK02)
Vendor
Company Code
Company code data
Select payment transactions
Enter
Payt Terms
155
IGROW SOFT
Payment methods C
House bank
Save
8. Manual Check Printing
Path: Accounting- Financial Accounting- Accounts Payable- Document Entry- Outgoing
Payment- F-58 - Post + Print Forms (Tcode: F-58)
Company Code
Payment method C
House Bank
Check lot number 1
Printer for forms LP01
Select print immediately
Click on Enter Payments (Shift+F1)
Document
Date
Type KZ Company Code
Posting Date Period Currency/Rate
Bank posting details
Amount 25000
Payee
Vendor 4000000
Click on Process open items (Shift+F4)
Select invoice against which invoice you are giving check
Go to Menu bar
Document – simulate
Post (Ctrl+S)
Go to Menu bar
System – Services – Output control
Execute (F8)
Select spool number
156
IGROW SOFT
Click on Display Content (F6)
We can see check
9. Run Automatic payment program
Path: Accounting - Financial Accounting - Accounts Payable - Periodic Processing -
F110 - Payments (Tcode: F110)
Run Date
Identification
Go to Parameter tab
Company Codes
Pmt meths C
Next p/date
Vendor 1 9999999999
Save
Go to Status Tab
Observe Status is “Parameters have been entered”
Go to Additional log tab
Select Due date check
Select payment selection in all cases
Select line items of the payment documents
Vendor 1 9999999999
Save
Go to Status Tab
Click on proposal (Shift+F1)
Select Start Immediately
Enter
Keep on enter until Status is “Payment proposal has been created”
Click on Edit proposal (Shift+F4)
Enter
Go to printout/data medium Tab
157
IGROW SOFT
RFFOUS_C
Click on Maintain variants (F5)
Select For all Selection screens
Enter
Programs run date
Identification feature
Paying Company Code
House bank
Account Id
Check lot number
Select Print checks
Select Print payment advice notes
Select Print payment summary
Printer LP01
Printer LP01
Printer LP01
Select Print immediately
Select Print immediately
Select Print immediately
Keep blank Number of sample printouts field
One time go back
Enter
Meaning
Save
One time go back
Save
Go to Status Tab
Click on Pmnt run (F7)
Select start immediately
Select Create payment medium
158
IGROW SOFT
Enter
Keep on Enter until Status is Payment run has been carried out and
Posting orders: ___ generated, _____ completed
Go to menu bar
System- Services - output control
Execute (F8)
Select spool no.
Click on Display Contents (F6)
Alternative payee
We make payments to alternative payee on behalf supplier or service
provider. Check will be generated in the name of alternative payee.
The Alternative payee concept is applicable to Automatic Payment
Program (APP)
1. Create two vendor master records
Path: Accounting - Financial Accounting - Accounts Payable - Master Records - FK01 -
Create (Tcode: FK01)
Company Code
Account Group
Enter
Title
Name
Search Term
Street
House number
Postal code
City
Country IN (India)
Enter, enter and enter
159
IGROW SOFT
Recon.account 190100
Sort Key 012
Cash mgmnt group A1
Enter
Payt terms 0001 (Payable Immediately Due
Net)
Payment Methods C (Check)
House bank
Save (Ctrl+S)
Company Code
Account Group
Enter
Title Company
Name
Search Term
Street
House number
Postal code
City
Country IN (India)
Enter and enter
Alternative payee
Click on permitted payee
Payee
Click on Copy and close (Shift+F1)
Recon.account 190100
Sort Key 012
Cash mgmnt group A1
Enter
160
IGROW SOFT
Payt terms 0001 (Payable Immediately Due
Net)
Save (Ctrl+S)
2. Post Invoice (Tcode: FB60)
Path: Accounting - Financial Accounting - Accounts Payable - Document
Entry - FB60 – Invoice (Tcode: FB60)
Click on Company Code (F7)
Company code
Enter
Vendor
Invoice Date
Amount
G/L Acct D/C Amount in doc. Curr
400100 S Debit *
Post (Ctrl+S)
Go to Menu bar
Document – Display
We can see document
3. Run Automatic Payment Program (APP) (Tcode: F110)
Observe whether system is generating check in the name of
alternative payee which is assigned in vendor master record as
alternative payee
Checks Deposit
1. Create two G/L master records (Tcode: FS00)
Check Deposit A/C
G/L Account 290110
161
IGROW SOFT
Company code
Click on Create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance sheet account
Short Text Checks Deposit A/C
G/L Acct Long Text Checks Deposit A/C
Go to Control data Tab
Account Currency INR (Indian Rupees)
Select only balances in local crcy
Select Open item management
Select Line item display
Sort Key 001 (Posting Date)
Go to Create/Bank/Interest Tab
Field Status Group G005
Save (Ctrl+S)
Checks Issue A/C
G/L Account 290120
Company code
Click on Create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance sheet account
Short Text Checks Issue A/C
G/L Acct Long Text Checks Issue A/C
Go to Control data Tab
Account Currency INR (Indian Rupees)
Select only balances in local crcy
Select Open item management
162
IGROW SOFT
Select Line item display
Sort Key 001 (Posting Date)
Go to Create/Bank/Interest Tab
Field Status Group G005
Save (Ctrl+S)
2. Define Posting Keys and Posting Rules for Check Deposit
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Check Deposit- Define Posting Keys
and Posting Rules for Check Deposit
Execute
Chart of Accounts
Enter
Click on New Entries (F5)
Account Text
Main Bank
Check Deposits
Check Issue
Save (Ctrl+S) and enter
Double click on Assign Accounts to Account Symbol Folder
Act Symbol Acct Mod. Currency G/L acct
* INR 290100
* INR 290110
* INR 290120
Save (Ctrl+S)
Double click on Keys for Posting Rules
Click on New Entries (F5)
Posting Rule Text
Check Deposit
Check Issue
163
IGROW SOFT
Save (Ctrl+S)
Double click on Define Posting Rules
Click on New Entries (F5)
Posting Rule
Posting area
Posting key 40 (Debit)
Acct symbol
Document type DZ
Posting Type 8 (Clear cred.subl.acct)
Save (Ctrl+S)
3. Create and Assign Business Transactions
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Check Deposit- Create and Assign
Business Transactions
Execute
Click on New Entries (F5)
Tran
+- +
Post. Rule
Text Incoming Check Deposit
Save and enter
4. Define Variant for Check Deposit
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Check Deposit- Define Variants for
Check Deposit
Execute
Click on Create (F8)
Variant
164
IGROW SOFT
Name Check Deposit Variant
No. of Line items 1
Enter
Lgth 14
Double click on 10-digit check number
Output Lgth 06
Click on Page down
Double click Customer number (sel.)
Output Lgth 10
Enter
Double click on Invoice reference (sel.)
Output Lgth 10
Enter
Double click on Invoiced amount (sel.)
Output Lgth 15
Enter
Double click on Value date (sel.)
Output Lgth 10
Enter
Save
Click on Create Request (F8)
Short Description Check deposit variant
Enter and enter
Select Variant
Click on Activate
5. Enter Check deposit
Path: Accounting- Financial Accounting- Banks- Incomings- Check
Deposit- FF68 - Manual Entry (Tcode: FF68)
Double click on FF68 - Manual Entry
165
IGROW SOFT
Start variant
Processing type 4 (Further Processing Online)
Enter
Ignore warning messages
Bank key
Bank Account
Currency INR
Group 1234
User name SAPUSER
Entry date
Transaction
Posting date
Value date
Currency
Enter
Amount
Check
Customer
Inv.Ref.
Amount
Value date
Save (Ctrl+S)
Go to menu bar
Check Deposit Transaction – Post – Individual List
Bank Reconciliation Statement (BRS)
BRS means difference between bank pass book and cash book. Ex:
Cheque deposit but not cleared, Cheque issue but not paid, Bank
Charges, Interest income etc. We do reconciliation day wise, weekly,
166
IGROW SOFT
monthly, quarterly, yearly etc. System will post differences
automatically
1. Define Posting Keys and Posting Rules for Manual Bank
Statement
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Payment Transactions- Manual
Bank Statement- Define Posting Keys and Posting Rules for Manual
Bank Statement
Execute
Chart of Accounts
Enter
Click on New Entries (F5)
Account Text
Bank Account
Check Deposit
Check Issue
Bank Charges
Interest Income
Interest Expense
Save (Ctrl+S) and enter
Double click on Assign accounts to account symbol folder
Click on New Entries (F5)
Act Symbol Currency G/L Account
INR 290100 (Bank A/C)
INR 290110 (Check Deposit A/C)
INR 290120 (Check Issue A/C)
INR 400020 (Bank Charges A/C)
INR 300020 (Interest Income A/C)
INR 400080 (Interest Expense A/C)
Save (Ctrl+S)
167
IGROW SOFT
Double click on Create keys for posting rules folder
Click on New Entries (F5)
Posting rule Text
Check Deposit
Check Issue
Bank Charges
Interest Income
Interest Expense
Save (Ctrl+S)
Double click on posting rules folder
Click on New Entries (F5)
Posting rule
Posting area 1 (Bank Accounting)
Debit Credit
Posting Key 40 (Debit) Posting key 50
Acct Symbol Acct Symbol
Document type SA
Posting type 1 (Post G/L Account)
Click on Next Entry (F8)
Posting rule
Posting area 1 (Bank Accounting)
Debit Credit
Posting Key 40 (Debit) Posting key 50 (Credit)
Acct Symbol Acct Symbol
Document type SA
Posting type 1 (Post G/L Account)
Click on Next Entry (F8)
Posting rule
168
IGROW SOFT
Posting area 1 (Bank Accounting)
Debit Credit
Posting Key 40 (Debit) Posting key 50
Acct Symbol Acct Symbol
Document type SA
Posting type 1 (Post G/L Account)
Click on Next Entry (F8)
Posting rule
Posting area 1 (Bank Accounting)
Debit Credit
Posting Key 40 (Debit) Posting key 50
Acct Symbol Acct Symbol
Document type SA
Posting type 1 (Post G/L Account)
Click on Next Entry (F8)
Posting rule
Posting area 1 (Bank Accounting)
Debit Credit
Posting Key 40 (Debit) Posting key 50
Acct Symbol Acct Symbol
Document type SA
Posting type 1 (Post G/L Account)
Click on Next Entry (F8)
2. Create and Assign Business Transactions
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Payment Transactions- Manual
Bank Statement- Create and Assign Business Transactions
169
IGROW SOFT
Execute
Click on New Entries (F5)
Tran +- Post. Rule Text
+ Check Deposit
- Check Issue
- Bank Charges
+ Interest Income
- Interest Expense
Save (Ctrl+S) and enter
3. Manual Bank Statement
Path: Accounting- Financial Accounting- Banks- Incomings- Bank
Statement- FF67 - Manual Entry (Tcode: FF67)
Scenario:
1 Opening balance 0
2 Checks deposit 50000
3 Interest Income 3000
4 Bank Charges -600
5 Checks Issued -30000
6 Interest Expenses -1000
Closing Balance
2140
0
Bank Account
Currency
Statement Number
Statement Date
Opening Balance
Closing Balance
Enter
170
IGROW SOFT
Ignore warning messages
Tran Value date Amount
50000
3000
600-
30000-
1000-
Enter
Observe “Amount Entered” and “Bank Statement” amounts are same
Save (Ctrl+S)
Go to Menu bar
Bank Statement - Post - Individual statement
Observe processing statistics
Bills of Exchange
Bill of exchange is a negotiable instrument which can be transferable
as per Negotiable Instrument Act. Process sequence as follows,
Post customer invoice
Customer A/C
To Service Revenue A/C
Draw bill on customer
Bills Receivable A/C
To Customer A/C
Discount bill with banker
Bank A/C
Bank Charges A/C
To Bills Discount A/C
Reverse Contingent Liability
Bills Discount A/C
To Bills Receivable A/C
1. Creation of General Ledger Master Records (Tcode: FS00)
171
IGROW SOFT
Bills Receivables A/C
G/L Account 290130
Company code
Click on Create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance sheet account
Short Text Bills Receivables A/C
G/L Acct Long Text Bills Receivables A/C
Go to Control data Tab
Account Currency INR (Indian Rupees)
Recon. Account for acct type D Customers
Select Line item display
Sort Key 031 (Posting Date)
Go to Create/Bank/Interest Tab
Field Status Group G067
Save (Ctrl+S)
Bills Discount Account
G/L Account 190130
Company code
Click on Create
Go to Type/Description Tab
Account Group LIAB Liabilities
Select Balance sheet account
Short Text Bills Discount Account
A/C
G/L Acct Long Text Bills Discount Account
A/C
Go to Control data Tab
Account Currency INR (Indian Rupees)
172
IGROW SOFT
Select Open Item Management
Select Line item display
Sort Key 001 (Posting Date)
Go to Create/Bank/Interest Tab
Field Status Group G001
Select Post Automatically Only
Save (Ctrl+S)
Note:
Post Automatically Only: Indicates that this account can only be posted to by the system using account determination tables
2. Define Alternative Reconcil.Acct for Bills/Exch.Receivable
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Bill of Exchange Transactions- Bill
of Exchange Receivable- Post Bill of Exchange Receivable- Define
Alternative Reconcil.Acct for Bills/Exch.Receivable (Tcode: OBYN)
Execute
Double click on
Acct type SGL Ind. Name Description
D (Customer) W B/e rec Bill of exchange
receivable
Chart of Accounts
Enter
Recon. Acct Special G/L Account
290300 (Sundry Debtors A/C) 290130 (Bills Receivables A/C)
Save (Ctrl+S) and enter
Note:
173
IGROW SOFT
Recon acct is assigned customer master records. Against reconciliation
account we assign bills receivable A/C. when ever we receive from
customer; system automatically post to bills receivable account
3. Define Accounts for Bill of Exchange Transactions
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Bill of Exchange Transactions- Bill
of Exchange Receivable- Post Bill of Exchange Receivable- Define
Accounts for Bill of Exchange Transactions (Tcode: OBYH)
Execute
Double click on Bank Discount Charges BDS
Chart of Accts
Enter
Account 400020 (Bank Charges A/C)
Save (Ctrl+S) and enter
Note:
Through BDS transaction system will post bank charges automatically
by account 400020
174
IGROW SOFT
4. Define Bank Sub Accounts
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Bill of Exchange Transactions- Bill
of Exchange Receivable- Present Bill of Exchange Receivable at Bank-
Define Bank Subaccounts (Tcode: OBYK)
Execute
Click on New Entries (F5)
ChA
c
Bank Acct Usage SGL
in
Custome
r Recon.
Act
Bank Sub Acct
for Liab
290100 D Discounting W 290300
(Sundry
Debtors
A/C)
190130 (Bills
Discount A/C)
Save (Ctrl+S) and enter
Bills Receivable Process:
1. Draw bill on customer
Path: Accounting- Financial Accounting- Accounts Receivable- Document Entry- Bill of
Exchange- F-36 – Payment (Tcode: F-36)
Document
Date
Type DZ Company Code
Posting Date Period Currency/Rate INR
Select Incoming payment
PstKy 09 (Special G/L Debit)
Account
175
IGROW SOFT
SGL Ind W (Bills Receivables)
Enter
Amount 100000
Due on
Click on process open items (Shift+F4)
Click on Process open items (Shift+F4)
Select invoice against which invoice you are drawing bill on customer
and remaining invoices deselect
Observe amount entered and assigned should be same
Go to Menu bar
Document – Simulate
Post (Crl+S)
2. Discounting Bills with Bank
Path: Same path (Tcode: F-33)
Document
Date
Type DA Company Code
Posting Date Period Currency/Rate INR
Usage D Discounting
Bank Account 290100 (Bank A/C)
Amount
Bank Charges
Click on Select Bill of Exch. (Shift+F7)
Doc. Number
Enter
Go to Menu bar
Document – Simulate
Save (Ctrl+S)
176
IGROW SOFT
3. Reverse Contingent Liability
Path: Same path (Tcode: F-20)
Document
Date
Type DA Company Code
Posting Date Period Currency/Rate INR
G/L Account 290130 (Bills Receivable A/C)
Usage D Discounting
Due by
Ignore Warning Message
Save (Ctrl+S)
Cash JournalThe cash journal is a subledger of Bank Accounting. It is used to
manage a company's cash transactions. The system automatically
calculates and displays the opening and closing balances, and the
receipts and payments totals. You can run several cash journals for
each company code. You can also carry out postings to G/L accounts,
as well as vendor and customer accounts.
Note:
You should run a separate cash journal for each currency
Cash Journal nothing but Petty Cash Account
1. Create General Ledger Master Records (Tcode: FS00)
Petty Cash Account
G/L Account 290140
Company code
Click on Create
Go to Type/Description Tab
Account Group ASST Assets
177
IGROW SOFT
Select Balance Sheet Account
Short Text Petty Cash A/C
G/L Acct Long Text Petty Cash Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in Local Crcy
Select Line Item Display
Sort Key 001 (Posting Date)
Go to Create/Bank/Interest Tab
Field Status Group G001
Select post automatically only
Select Relevant to Cash Flow
Save (Ctrl+S)
Cash Transfer from Bank A/C
G/L Account 290150
Company code
Click on Create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance Sheet Account
Short Text Cash Tr from Bank A/C
G/L Acct Long Text Cash Transfer from Bank Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in Local Crcy
Select Open Item Management
Select Line Item Display
Sort Key 001 (Posting Date)
178
IGROW SOFT
Go to Create/Bank/Interest Tab
Field Status Group G001
Select Relevant to Cash Flow
Save (Ctrl+S)
Cash Transfer to Bank A/C
G/L Account 290160
Company code 4001
Click on Create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance Sheet Account
Short Text Cash Tr to Bank A/C
G/L Acct Long Text Cash Transfer to Bank Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in Local Crcy
Select Open Item Management
Select Line Item Display
Sort Key 001 (Posting Date)
Go to Create/Bank/Interest Tab
Field Status Group G001
Select Relevant to Cash Flow
Save (Ctrl+S)
Office Supplies A/C
G/L Account 400110
Company code 4001
Click on Create
Go to Type/Description Tab
179
IGROW SOFT
Account Group EXPN Expenses
Select P&L Statement Account
Short Text Office Supplies A/C
G/L Acct Long Text Office Supplies Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in Local Crcy
Select Line Item Display
Sort Key 001 (Posting Date)
Go to Create/Bank/Interest Tab
Field Status Group G001
Save (Ctrl+S)
Cash Sales A/C
G/L Account 300110
Company code 4001
Click on Create
Go to Type/Description Tab
Account Group INCO Incomes
Select P&L Statement Account
Short Text Cash Sales A/C
G/L Acct Long Text Cash Sales Account
Go to Control Data Tab
Account Currency INR (Indian Rupees)
Select Only Balances in Local Crcy
Select Line Item Display
Sort Key 001 (Posting Date)
Go to Create/Bank/Interest Tab
Field Status Group G001
Save (Ctrl+S)
180
IGROW SOFT
2. Amount Limit
Use
You use these functions to define limit values for the FI cash journal;
where these limits are reached and exceeded, the user is prompted (in
an information dialog box) to run certain activities. The check is always
performed in the first local currency of the company code.
In the countries of the European Union, these functions are used to
draw attention to the legal requirement for identifying the payer
(money laundering law)
Activities
Company code:
You do not have to enter a company code. The entry is then valid for
all company codes within a client that use the currency specified as
the first local currency.
Currency:
Each amount must be specified by the classification of the currency. If
you specify a company code, the currency of the company code is
entered in the currency field and you cannot change this.
Date and amount:
The amount limits are defined time-dependent ("Valid From").
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Cash Journal- Amount Limit
Execute
Click on New Entries (F5)
CoCd
Crcy INR (Indian Rupees)
Valid from
Amount 20000
Save (Ctrl+S) and enter
181
IGROW SOFT
3. Define number range intervals for cash journal
documents
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Cash Journal- Define Number
Range Intervals for Cash Journal Documents
Execute
CoCd
Click on Change Interval
Click on Insert Interval (Shift+F1)
No From Number To Number
01 1 9999999999
Enter
Save (Ctrl+S) and enter
4. Set Up Cash Journal
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Cash Journal- Set Up Cash Journal
Execute
Click on New Entries (F5)
Company Code
CJ Number
G/L Account 290140 (Petty Cash A/C)
Currency INR (Indian Rupees)
D D D D D D
AB KZ KZ DZ DZ
Cash Journal Name
Save (Ctrl+S) and Enter
5. Create, Change, Delete Business Transactions
182
IGROW SOFT
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Cash Journal- Create, Change,
Delete Business Transactions (Tcode: FBCJC2)
Execute
Click on New Entries (F5)
Company Code Bus.
Tran
.
Type
G/L
Account
Cash Journal business Trans
C 290150 CASH TRANSFER FROM BANK
B 290160 CASH TRANSFER TO BANK
D PAYMENT FROM CUSTOMER
K PAYMENT TO VENDORS
E 400110 OFFICE SUPPLIES
R 300110 PETTY CASH SALES
Save (Ctrl+S) and enter
6. Set Up Print Parameters for Cash Journal
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Bank
Accounting- Business Transactions- Cash Journal- Set Up Print
Parameters for Cash Journal
Execute
Click on New Entries (F5)
CoCd
Cash Jour. Print Program RFCASH20
Corr. SAP18 (Cash Document)
Save (Ctrl+S) and enter
7. Petty Cash Postings
Path: Accounting- Financial Accounting- General Ledger- Posting- FBCJ -
Cash Journal Posting (Tcode: FBCJ)
183
IGROW SOFT
Click on Change Cash Journal (Shift+F5)
Company Code
Cash Journal
Enter
Go to Cash Receipt Tab
Business Transaction Amount Customer Vendor
CASH TRANSFER FROM BANK 5000
PETTY CASH SALES 1000
PAYMENT FROM CUSTOMER 500 4000000
Click on Post (F6)
Go to Cash Payments Tab
Business Transaction Amount Customer Vendor
CASH TRANSFER TO BANK 600
OFFICE SUPPLIES 1000
PAYMENT TO VENDORS 300 4000000
Click on Post (F6)
Extended Withholding Tax
Withholding Tax nothing but TDS (Tax Deduct at Source)
Withholding tax is an income tax which is deducted at the source of
the revenue. The party that is subject to tax does not remit the
withholding tax to the Tax authorities himself.
As SAP system allow defining two different tax types in withholding
tax namely one for invoice posting and one for payment posting. Client
requirement can be achieved with SAP standard functionality
The tax collected will be deposited in a separate GL accounts and
can be made automatic assignment, so at the time of posting
automatically tax account will be updated
184
IGROW SOFT
All the withholding settings can be done by using Country India
Version (CIN) so that the requisite forms will be automatically updated
and available for printing
The following section of Income Tax will be covered in extended withholding tax of SAP
Section Description
192 TDS on Salaries
193 TDS on Interest on securities
194A TDS on interest other than securities
194C TDS on payments to contractors
194H TDS on Commission and brokerage
194I TDS on rent
194J TDS on prof & Tech Services
195 Payment to foreign nationals
206C Tax Collected at source
The Aspects related to TDS are discussed under the following
heads:
1. Location for TDS Processing
TDS processing, accounting will takes place in the respective regions
and payments will be done at corporate office
2. Information required to process TDS calculation
Vendor account will be assigned with one TDS code, if applicable. TDS
code nothing but TDS rate. This TDS code will be the default TDS code
for all the transactions with the vendor. A user can however, change
the TDS code during the transaction entry. This is provided to ensure
correct deduction of tax in cases where more than one TDS rate is
applicable to the same vendor due to different nature of transactions
3. Time of Tax Deduction
As per Income Tax Act, TDS is required to be deducted on accrual of
expenses or payment whichever is earlier. Accordingly, TDS has to be
deducted at the time of bill passing. In respect of advances given to
185
IGROW SOFT
vendors, TDS will be deducted while making payment. TDS will be
deducted on a transaction-to-transaction basis
TDS will be deducted on all the transactions with a vendor once a TDS
code is defined in master record of such vendor
Each of these TDS codes will be defined separately for deduction at the
time of booking the expenses or at the time of payment
4. Printing of TDS Certificates
TDS certificates can be printed vendor wise at corporate office or
location. Once TDS certificate has been generated at corporate or
location, system will not allow to print TDS certificate, only duplicate
copy can be printed. System will provide for generation of annual
return on yearly basis
5. Printing of Annual Return
Classify the vendors for calculating withholding tax, whether individual,
company, partnership firm, etc. Standard SAP has only two
classifications, individual and company. There is no separate
classification as partnership
Configuration for Withholding Tax
1. Check withholding Tax countries
Path: SPRO- SAP Reference IMG- Financial Accounting (New)-
Financial Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Basic Settings- Check Withholding Tax Countries
Execute
Click on New Entries (F5)
Cty IN
WCty IN
Description India
Save and enter
2. Define Withholding Tax Keys
186
IGROW SOFT
Definition: If national tax authorities use official withholding tax keys to
identify the different with holding tax types
Ex: Salaries, Contractors, Interest on deposits, Professional and
technical services, Commission and brokerage etc
Path: same path
Execute
Country Key IN
Enter
Click on New Entries (F5)
Off. Key Name
192 TDS on Salaries
193 TDS on Interest on securities
194A TDS on interest other than
securities
194C TDS on payments to contractors
194H TDS on Commission and
brokerage
194I TDS on rent
194J TDS on prof & Tech Services
Save and enter
3. Define Reasons for exemption
Definition: you define reasons for exemption from withholding tax. You
can enter this indicator in the vendor master record or in the company
code withholding tax master record information.
Path: same path
Execute
Country key IN
Click on New Entries (F5)
Exempt. Resn
187
IGROW SOFT
Text Exempt from withholding tax
Save and enter
4. Maintain Types of Recipient
Path: SPRO- SAP Reference IMG- Financial Accounting (New) - Financial
Accounting Global Settings (New)- Withholding Tax- Withholding Tax-
Basic Settings- Maintain Types of Recipient (Tcode: OB97)
Execute
Click on New Entries (F5)
Cty Rec.ty Description
IN Company
IN Other Than Company
Save and enter
5. Define Section Codes
Section codes are the location where tax is deducted. A company has
various offices at head office, regional offices etc. Tax can be deducted
at any these places. Withholding tax tracking is thus done based on
section codes
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Basic Settings- India- Define Business Places
Execute
Click on New Entries (F5)
Company code
Section code
Name 1
Enter
Name
Street
188
IGROW SOFT
House number
Postal code
City
Country IN (India)
Enter
Save and enter
6. Assign Factory Calendars to Business Places
In this IMG activity, you effectively specify which days the tax offices
that you work with are open. The system uses this information when
you post a vendor invoice, so that it can allow for public holidays when
it determines the tax due date.
This activity is optional. If you do not make any entries, the system
still determines the tax due date, but without reference to any factory
calendar.
The factory calendar is assigned to determine the holidays and pre-
pone the payment of tax dues to the previous working day for
determination of payment due date for the tax liability. A common
Factory Calendar IN has been defined and assigned to all the section
codes
Path: Same path
Execute
Click on New Entries (F5)
Company code
Section code
Factory Calendar ID 01 (Standard)
Rule - Day before
Save (Ctrl+S) and enter
7. Define Withholding Tax Type for Invoice Posting
189
IGROW SOFT
Definition: withholding tax code only controls the percentage rate of
the withholding tax
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Calculation- Withholding Tax Type- Define
Withholding Tax Type for Invoice Posting
Execute
Country key IN
Enter
Click on New Entries (F5)
Withhld tax type
Select Gross amount
Select Round w/tax amnt up
Select per year, starting with mnth : 4
Click on Next Entry (F8)
Withhld tax type
Select Gross amount
Select Round w/tax amnt up
Select per year, starting with mnth : 4
Save (Ctrl+S)
Notes:
Gross amount: If you set this indicator, the system uses the gross
amount as the base amount for calculating the withholding tax.
Round w/tax amnt up: If you set this indicator, the withholding tax
amount is always rounded up. You must specify a rounding rule for
each withholding tax type for which withholding tax is to be calculated.
This field is used in India
8. Define Withholding Tax Type for Payment Posting
Path: Same path
190
IGROW SOFT
Execute
Country key IN
Enter
Click on New Entries (F5)
Withhld tax type
Select Gross amount
Select Round w/tax amnt up
Select per year, starting with mnth : 4
Click on Next Entry (F8)
Withhld tax type
Select Gross amount
Select Round w/tax amnt up
Select per year, starting with mnth : 4
Save (Ctrl+S) and Enter
9. Check Recipient Types
Definition: This is required to categorize vendor
Path: SPRO- SAP Reference IMG- Financial Accounting (New) - Financial
Accounting Global Settings (New) - Withholding Tax- Extended
Withholding Tax- Basic Settings- Check Recipient Types
Execute
Country key : IN (India)
Enter
Click on New Entries (F5)
Wth.t.type Rec.ty Name
Company/Invoice
Company/Payment
Other than
company/Invoice
Other than
191
IGROW SOFT
company/Payment
Save (Ctrl+S) and enter
10. Maintain Tax Due Dates
Definition: In this activity, formula for calculation of tax due date is
maintained. Since for Income tax as well as other taxes 7th of the
following month is the due date, the same value is maintained for all
tax types.
Path: Same path
Execute
Click on New Entries (F5)
Country Official withholding
tax key
Recipient type No. days until
tax due date
IN
(India)
194C (TDS on
payment to
contractors)
777
IN
(India)
194C (TDS on
payment to
contractors)
777
Save (Ctrl+S) and enter
Note: Number of Days until Tax Due Date, Specifies how many days
you have to remit this tax, after you have posted it. If you have to
remit the tax seven days from the month end, enter 777.
Otherwise, enter the number of days after which you have to remit the
tax to the tax office.
11. Withholding tax codes
Definition: the withholding tax codes determine the withholding tax
percentage. Withholding tax nothing but tax rate
192
IGROW SOFT
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Calculation- Withholding Tax Codes- Define
Withholding Tax Codes
Execute
Country key IN (India)
Enter
Click on New Entries (F5)
Withhld tax type
W/tax code
Off. W/Tax Key 194C
Description
Percentage subject to tax 100
Post.indic 1
With/tax rate
Click on Next Entry (F8)
Withhld tax type
W/tax code
Off. W/Tax Key 194C
Description
Percentage subject to tax 100
Post.indic 1
With/tax rate
Click on Next Entry (F8)
Withhld tax type
W/tax code
Off. W/Tax Key 194C
Description
Percentage subject to tax 100
Post.indic 1
193
IGROW SOFT
With/tax rate
Click on Next Entry (F8)
Withhld tax type
W/tax code
Off. W/Tax Key 194C
Description
Percentage subject to tax 100
Post.indic 1
With/tax rate
Save and enter
12. Assign withholding tax types to Company codes
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Company Code- Assign Withholding Tax Types to
Company Codes
Execute
Click on New Entries (F5)
Company code
Withhld tax type
Recipient type
Select with/tax agent
W/tax obligated frm
Oblig.to w/tax until
W/Tax number
Click on Next Entries (F8)
Company code
Withhld tax type
Recipient type
194
IGROW SOFT
Select with/tax agent
W/tax obligated frm
Oblig.to w/tax until
W/Tax number
Click on Next Entries (F8)
Company code
Withhld tax type
Recipient type
Select with/tax agent
W/tax obligated frm
Oblig.to w/tax until
W/Tax number
Click on Next Entries (F8)
Company code
Withhld tax type
Recipient type
Select with/tax agent
W/tax obligated frm
Oblig.to w/tax until
W/Tax number
Save (Ctrl+S) and enter
13. Activate Extended Withholding Tax
Path: Same path
Execute
Go to position button
Company code
Enter
195
IGROW SOFT
Ignore warning message
Select Ext.w/tax
Save and enter
14. Creation of TDS on Contractors A/C (Tcode: FS00)
G/L Account 190300
Company code
Click on create
Go to Type/Description Tab
Account Group LIAB Liabilities
Select Balance sheet account
Short Text TDS on Contr. A/C
G/L Acct Long Text TDS on Contractors Account
Go to Control data Tab
Select only balances in local crcy
Select Open Item Management
Select Line item display
Sort Key 001
Go to Create/Bank/Interest Tab
Field status group G001
Save
15. Define Accounts for Withholding Tax to be Paid Over
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Postings- Accounts for Withholding Tax- Define
Accounts for Withholding Tax to be Paid Over
Execute
Chart of accounts
Enter
196
IGROW SOFT
Select withholding tax code
Select withholding tax type
Save
Withholding tax type Withholding Tax code Account
190300
190300
190300
190300
Save and enter
16. Specify Document Type (Accounts Payable)
Definition: In this activity, we specify the document type to be used for
journal vouchers for correction of withholding tax entry
Path: SPRO- Financial Accounting (New)- Financial Accounting Global
Settings (New)- Withholding Tax- Extended Withholding Tax- Posting-
India- Remittance Challans- Document Types- Specify Document Type
(Accounts Payable)
Execute
Click on New Entries (F5)
CoCd 0
RC Doc Type SA
Save and enter
17. Define Business Places
Path: SPRO- SAP Reference IMG- Cross Application Components-
General Application Functions- Nota fiscal- CNPJ Business Places-
Define Business Places
Execute
Company code
Enter
Business place
Save (Ctrl+S)
197
IGROW SOFT
Name
Street
House number
Postal code
City
Country IN (India)
Enter and enter
18. Assign section codes to business places
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Basic Settings- South Korea- Define Section Codes
Execute
Company code
Enter
Section code Business Place
Save (Ctrl+S) and enter
19. Maintain number range groups to business places (Tcode: SM30)
Table/View J_1IEWTNUMGR
Click on Maintain
Click on New Entries (F5)
Company Code
Business Place
Off. W/Tax Key
Number group 001
Save
20. Maintain number range groups to Section code (Tcode: SM30)
Table/View J_1IEWTNUMGR_1
198
IGROW SOFT
Click on Maintain
Click on New Entries (F5)
Company Code
Section code
Off. W/Tax Key
Number group 001
Save and enter
21. Maintain Number Groups
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Posting- India- Remittance Challans- Maintain Number
Groups
Execute
Click on New Entries (F5)
Compan
y code
Section code Off. W/Tax Key Number grp
001
Save (Ctrl+S) and enter
22. Assign Number Ranges to Number Groups
Path: Same path
Execute
Click on New Entries (F5)
Number group 001
IntNR 01
Save (Ctrl+S)
23. Maintain Number Ranges
Path: Same path
Execute
199
IGROW SOFT
Click on Groups (F6)
Select Group without text
Click on Maintain (Shift+F5)
Company code
Enter
Click on Insert Interval (Shift+F1)
Year
From number 100000
To number 199999
Enter
Save and enter
24. Maintain Number Groups and SAPscript Forms
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Withholding Tax- Extended
Withholding Tax- Posting- India- Withholding Tax Certificates for
Vendors and Customers- Maintain Number Groups and SAPscript Forms
Execute
Click on New Entries (F5)
Compan
y code
Section code Off. W/Tax
Key
Form Number Grp
194C J_1IEWT_CERT 001
Save and enter
25. Assign Number Ranges to Number Groups
Path: Same path
Execute
Click on New Entries (F5)
Number group 001
IntNR 01
Save (Ctrl+S)
200
IGROW SOFT
26. Maintain Number Ranges
Path: Same path
Execute
Click on Groups (F6)
Select Group without text
Click on Maintain (Shift+F5)
Company code
Enter
Click on Insert Interval (Shift+F1)
Year
From number 200000
To number 299999
Enter
Save and enter
27. Maintain company code settings
Path: SPRO- SAP Reference IMG- Logistics General- Tax on Goods
Movements- India- Basic Settings- Maintain Company Code Settings
Execute
Click on New Entries (F5)
Company code
First month 4 April
Save and enter
28. Change Vendor Master Record (Tcode: FK02)
Vendor
Company Code
Select withholding tax
Enter
201
IGROW SOFT
WH Tax Country IN
With. T. type W/Tax Code liable Rec.ty
Select
Select
Save (Ctrl+S)
Ignore warning messages
29. Vendor Invoice (Tcode: FB60)
Click on Company Code (F7)
Company code
Enter
Vendor
Invoice Date
Amount
Bus.Place/section
Go to withholding Tax tab
Company/invoice
Keep blank Company/Payment
G/L Acct D/C Amount in doc. Curr
S Debit *
Post (Ctrl+S)
Go to Menu bar
Document – display
We can see document
30. Create Remittance Challan
Path: Accounting- Financial Accounting- Accounts Payable- Withholding
Tax- India- Extended Withholding Tax- Remittance of Withholding Tax-
J1INCHLN - Create Remittance Challan (Tcode: J1INCHLN)
Company Code
202
IGROW SOFT
Fiscal Year
Business Place/Section Code
Posting Dates
Section
Vendors
Recipient Types
Document Date
Posting Date
Bank Account
Execute (F8)
Select Document number
Enter
Select Document number which amount you are making payment to
Income tax dept
Click on Document overview (Shift+F2)
Double click on line item
Amount *
Go to menu bar
Document – simulate
Post (Ctrl+S)
31. Enter Bank Challan
Path: Same path (Tcode: J1INBANK)
Company Code
Fiscal Year
Challan Clearing Number
Internal Challan Number
Internal Challan Date
Bank Challan Number
Bank Challan Date
203
IGROW SOFT
Bank Key
Execute (F8)
32. TDS Certificate Print
Path: Accounting- Financial Accounting- Accounts Payable- Withholding
Tax- India- Extended Withholding Tax- Certificates- J1INCERT – Print
(Tcode: J1INCERT)
Company Code
Fiscal Year
Business Place/Section Code
Section
Posting Dates
Bank Challan Numbers
Bank Challan Dates
Vendors
Certificate Date
Signatory
Designation
Place of Printing
Execute (F8)
Click on Print (Ctrl+P)
Go to Menu bar
System – Services – Output control
Execute (F8)
Select spool no
Click on Display content (F6)
204
IGROW SOFT
Asset Accounting (FI-AA)
The Fixed Assets Module is an integrated asset management
solution for additions, updating, tracking, depreciation and
administrative purposes. Assets are depreciated periodically to arrive
at their current net value. Once an asset is capitalized, it can be
transferred between locations, cost centers. Assets can be removed
from the assets ledger by disposing them
Asset Accounting is a subsidiary ledger accounting module in
financial accounting
The fixed assets module will provide following functions:
New Asset Addition
Add to an existing asset
Modify asset details
Asset transfer
Asset disposal
Depreciation
Features of Asset Accounting:
Drill down for a particular asset to view the transaction history
for that asset
Depreciation is run only once for each period. The system will
record the last period for which depreciation was run. The user
can only run the depreciation program for the next period
Asset that is depreciated, the system automatically generates a
journal and posts it to the fixed asset sub ledger for the
depreciation amount
When posting the depreciation expense for an asset the cost
center of the asset at the time of depreciation run is considered
Business Process:
205
IGROW SOFT
1. Asset Acquisition and capitalization of asset under construction
All asset purchases would be routed through materials management in
the form of a purchase order. The accounts section will create the
asset master record before purchase order is raised through MM
Module. Assets purchased in the nature of office equipment, computer
equipment, furniture and fixtures and vehicles will be capitalized
directly without routing it through Capital Work in Progress (CWIP) to
make it capitalized on a stand alone basis
2. Asset Depreciation
Different depreciation rates are configured using different
depreciation keys and they will be attached with the asset masters at
the time of creating an asset master
Depreciation as per the Companies Act, 1956 will be handled by
creating ‘Book Depreciation’
SAP gives a functionality of depreciation forecast report where in
one can analyze the depreciation of the asset over a period of years
The planned depreciation is posted to the general ledger at the time
of the monthly depreciation posting run. This posting run uses a batch
input session to post the planned depreciation for each posting level
for individual asset as a lump sum amount.
The depreciation posting cycle is determined by entering the length
of time between two depreciation posting runs. This means that a
setting of 1 indicates monthly posting, 3 means quarterly posting, 6
means semi-annual, and 12 means annual. When a depreciation
posting run is started, one has to enter the period for which one wants
it to be carried out
3. Capitalization of Asset Under Construction (AUC)
For capitalized maintenance, the flow is different. We use CWIP for
each asset class as account assignment in purchase order requisition.
CWIP will accumulate all the costs of the WIP for each asset class and
206
IGROW SOFT
subsequently based on the capitalization date. The settlement can be
done at the asset concerned
4. Asset Retirement and Transfer
The asset retirement consists of any of the following
Sale of asset with customer, without customer
Scraping of an asset
Transfer of an asset
Posting revenue/loss on asset sale
The above mentioned items can be done by using SAP standard
functionality
5. Closing Operation
The year end closing program is used the fiscal year for
one or more company codes from an accounting
perspective. Once the fiscal year is closed, one can no
longer post or change values within asset accounting. The
fiscal year that is closed is always the year following the
last closed fiscal year
At the time of closing the period system performs the
following checks.
The system found no errors during the calculation of
depreciation
The planned depreciation from the automatic posting
area has been completely posted to the general
ledger
All incomplete assets (master records) have been
completed, since this check does not make sense for
asset under construction, we can prevent this check
from being made for assets under construction
Asset Accounting Configuration:
1. Maintain Chart of Depreciation
207
IGROW SOFT
Definition: Charts of depreciation are used in order to manage various
legal requirements for the depreciation and valuation of assets. These
charts of depreciation are usually country-specific and are defined
independently of the other organizational units. A chart of
depreciation, for example, can be used for all the company codes in a
given country. Chart of depreciation means list of depreciation areas.
Depreciation Area means one set of book keeping.
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Asset
Accounting- Organizational Structures- Copy Reference Chart of
Depreciation/Depreciation Areas (Tcode:OAP1)
Execute
Double click on Copy Reference Chart of Depreciation
Click on Copy org.object (F6)
From chart of dep. 1IN (Sample chart of depreciation:
India)
To chart of dep.
Enter, Enter, Enter and enter
One time go back
Double click on Specify Description of Chart of Depreciation
Click on position button
Chart of Dep.
Enter
Description
Save and enter
One time go back
Double click on Copy/Delete Depreciation Areas
Chart of Dep.
Enter
Observe depreciation areas under our chart of depreciation
2. Assign Input Tax Indicator for Non-Taxable Acquisitions
208
IGROW SOFT
In this step, you specify an input tax indicator per company code.
The system then uses this indicator when you post acquisitions that
are not subject to tax, but which are posted to accounts that are tax-
relevant.
An acquisition of this type is an acquisition from in-house
production. In the Asset Accounting posting transaction for this
acquisition, the input tax indicator is not ready for input.
In each company code, enter a tax indicator for business
transactions that are not subject to taxes (for example, V0).
Path: SPRO- Financial Accounting (New) - Asset Accounting- Integration
with the General Ledger- Assign Input Tax Indicator for Non-Taxable
Acquisitions
Execute
Click on Position button
Company Code
Enter
Input Tax V0 (0% Tax on purchases)
Output Tax A0 (0% Tax on Sale)
Save and enter
3. Assign Chart of Depreciation to Company Code
Definition: One chart of depreciation can be assigned to more than one
company codes which are located in same country
Path: SPRO- Financial Accounting (New) - Asset Accounting-
Organizational Structures- Assign Chart of Depreciation to Company
Code (Tcode: OAB1)
Execute
Click on position button
Company code
Enter
209
IGROW SOFT
Chrt Dep
Save and enter
4. Specify Account Determination
Definition: Account Determination is a bridge to flow the asset values
to General ledger accounting (This is integration point between
General ledger and Asset accounting)
Path: SPRO- Financial Accounting (New) - Asset Accounting-
Organizational Structures- Asset Classes- Specify Account
Determination
Execute
Click on New Entries (F5)
Acct.determ. Name of account determination
Save and enter
5. Create Screen Layout Rules
Definition: Screen layout controls Fields in Asset Master record.
Path: Same path
Execute
Select 1010, 2000 and 3000
Click on copy as (F6)
Screen Layout Rule Name of screen layout rule
210
IGROW SOFT
Save and enter
6. Define Number Range Interval
Path: Same path
Execute
Company Code
Click on change interval
Click on Insert interval (Shift+F1)
No 01
From number 100000
To number 199999
Enter
Click on Insert interval (Shift+F1)
No 02
From number 200000
To number 299999
Enter
Click on Insert interval (Shift+F1)
No 03
From number 300000
To number 399999
Enter
Save and enter
211
IGROW SOFT
7. Define Asset Classes
Definition: Asset class means which are having same characteristic
features.
Path: same path
Execute
Click on New entries (F5)
Asset Class
Short Text
Account determ
Scr.layout rule
Number range
Click on Next Entry (F8)
Asset Class
Short Text
Account determ
Scr.layout rule
Number range
Click on Next Entry (F8)
Asset Class
Short Text
Account determ
Scr.layout rule
Number range
Save and enter
8. Determine Depreciation Areas in the Asset Class
Path: SPRO- Financial Accounting- Asset Accounting- Valuation-
Determine Depreciation Areas in the Asset Class
Execute
ChDep
212
IGROW SOFT
Enter
Click on position button
Asset Class
Enter
Select Asset Class
Double click on Depreciation Areas
Screen layout 2000
Deselect Area deact.
Save and enter
9. Depreciation Key
Definition: Depreciation key nothing but depreciation rate
a. Define Base Methods
Definition: It is particularly important to enter a depreciation type and
the depreciation calculation method. Base method is assigned in
depreciation key. Depreciation type means whether it is Ordinary
depreciation or special depreciation. Special depreciation means other
than ordinary depreciation purely income tax depreciation.
Depreciation method means how we calculate depreciation. For ex:
Percentage depreciation.
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Asset
Accounting- Depreciation- Valuation Methods- Depreciation Key-
Calculation Methods- Define Base Methods
Execute
Click on New Entries (F5)
Base method
Type of depreciation N Ord.depreciation
Dep.Method P Stated Percentage
Save
Ignore warning message
Enter and enter
213
IGROW SOFT
b. Define Declining-Balance Methods
Definition: For each declining balance method, we maintain following
specification,
A multiplication factor for determining the depreciation percentage
rate,
An upper limit for the depreciation percentage rate and
A lower limit for the depreciation percentage rate
Multiplication factor means system multiplies the depreciation
percentage rate resulting from the total useful life by this factor.
Path: Same path
Execute
Click on New Entries (F5)
Decl.-bal.
Description of the method
Save (Ctrl+S) and enter
c. Define Multi-Level Methods
Definition: In multi level method, we can define validity period for a given percentage
rate. For ex: planned useful life is 30 Years.
Up to 5 years 20% Depreciation rate
Up to 10 years 15% Depreciation rate
Remaining life 10% Depreciation
Path: Same path
Execute
Click on New Entries (F5)
Multilev.meth.
Validity start 2 from ordinary depreciation start
date
Double click on Levels
Click on New Entries (F5)
214
IGROW SOFT
Acq.year 9999
Year 999
Per 12
Base Value 24 (Net Book Value)
Percent
Save and enter
d. Maintain Period Control Methods
Definition: Assign period control keys to the period control methods
for:
o Acquisition transactions
o Subsequent acquisitions
o Retirements and transfers
o And so on
Path: same path
Execute
Click on New Entries (F5)
Prd.c.meth
Description
Acq 1 Pro rata at period start date
Add 1 Pro rata at period start date
Ret 1 Pro rata at period start date
Trn 1 Pro rata at period start date
Save and enter
e. Maintain Depreciation Key
Definition: Depreciation key nothing but depreciation rate
Path: Same path
Execute
Click on New entries (F5)
Dep. Key
215
IGROW SOFT
Double click on Assignment of calculation methods
Dep type N Ord.depreciation
Phase 1 From the start of depreciation
Base method
Decl. - bal. method
Prd cont
Class 2 Declining - balance depreciation
Save and enter
4 times go back
Select 2901
Click on activate (Ctrl+F3)
Save (Ctrl+S)
10. Create G/L Master records (FS00)
a. Building A/C
G/L Account 200100
Company Code
Click on Create
Go to Type/Description Tab
Account group ASST Assets
Select Balance sheet Account
Short Text Buildings A/C
G/L Acct Long Text Buildings Account
Go to Control data Tab
Recon acct for Account type A Assets
Select line item display
Sort Key 018 (Asset Number)
Go to Create/bank/interest Tab
Field status group G007
Save
216
IGROW SOFT
b. Sale of Asset
G/L Account 300030
Company Code
Click on Create
Go to Type/Description Tab
Account group INCO Incomes
Select P&L Statement Acct
Short Text Sale of Asset A/C
G/L Acct Long Text Sale of Asset Account
Go to Control data Tab
Select only balances in local crcy
Select line item display
Sort Key 001
Go to Create/bank/interest Tab
Field status group G007
Save
c. Profit on sale of Asset
G/L Account 300040
Company Code
Click on Create
Go to Type/Description Tab
Account group INCO Incomes
Select P&L Statement Acct
Short Text Pr. Sale of Asset A/C
G/L Acct Long Text Profit on Sale of Asset Account
Go to Control data Tab
Select only balances in local crcy
217
IGROW SOFT
Select line item display
Sort Key 001
Go to Create/bank/interest Tab
Field status group G007
Save
d. Loss on Sale of Asset
G/L Account 400040
Company Code
Click on Create
Go to Type/Description Tab
Account group EXPN Expenses
Select P&L Statement Acct
Short Text LS. Sale of Asset A/C
G/L Acct Long Text Loss on Sale of Asset Account
Go to Control data Tab
Select Only balances in local crcy
Select line item display
Sort Key 001
Go to Create/bank/interest Tab
Field status group G007
Save
e. Scrap on Assets
G/L Account 400050
Company Code
Click on Create
Go to Type/Description Tab
Account group EXPN Expenses
Select P&L Statement Acct
218
IGROW SOFT
Short Text Scrap on Asset A/C
G/L Acct Long Text Scrap on Asset Account
Go to Control data Tab
Select only balances in local crcy
Select line item display
Sort Key 001
Go to Create/bank/interest Tab
Field status group G007
Save
f. Depreciation A/C
G/L Account 400060
Company Code
Click on Create
Go to Type/Description Tab
Account group EXPN Expenses
Select P&L Statement Acct
Short Text Depreciation A/C
G/L Acct Long Text Depreciation Account
Go to Control data Tab
Select Only balances in local crcy
Select line item display
Sort Key 001
Go to Create/bank/interest Tab
Field status group G007
Save
g. Acc.Dep Account
G/L Account 110000
Company Code
219
IGROW SOFT
Click on Create
Go to Type/Description Tab
Account group LIAB Liabilities
Select Balance sheet Account
Short Text Acc.Dep A/C
G/L Acct Long Text Accumulated Depreciation
Account
Go to Control data Tab
Recon.account for acct type A Assets
Select line item display
Sort Key 001
Go to Create/bank/interest Tab
Field status group G007
Save
11. Assign G/L Accounts
Path: SPRO- SAP Reference IMG- Financial Accounting (New) - Asset
Accounting- Integration with the General Ledger- Assign G/L Accounts
Execute
ChDep
Enter
Select Chrt/Accts
Double click on Account determination
Go to position button
Account Determ.
Enter
Select Account determination
Double click on Balance sheet accounts
Acquisition:Acquis. and production costs 200100
Loss made on asset retirement w/o reven. 400050
220
IGROW SOFT
Clearing acct. revenue from asset sale 300030
Gain from asset sale 300040
Loss from asset sale 400040
Double click on Depreciation
Acc.dep. accnt.for ordinary depreciation 110000
Expense account for ordinary depreciat. 400060
Save and enter and enter
12. Maintain Number ranges for Depreciation posting (Tcode: FBN1)
Company code
Click on change interval
Click on Insert Interval (Shift+F1)
No 04
Year
From Number 0400000000
To Number 0499999999
Enter
Save and enter
13. Define Screen layout Rule
Definition: Screen layout rule controls fields in Asset Master Record
Path: SPRO- Financial Accounting (New) - Asset Accounting- Master
Data- Screen Layout- Define Screen Layout for Asset Master Data
Execute
Double click on Define Screen Layout for Asset Master Data
Click on Position button
Screen layout
Enter
Select Screen Layout
Double click on Logical Field groups
221
IGROW SOFT
Select 3 Time dependent data
Double click on Field Group rules
Select Cost center optional
Save and enter
Notes:
Main number: If this indicator is set, the screen layout rule defines the
asset main number as the level for the field group.
This means that when a sub-number is created for the asset, the
values for this field group in the sub-number are supplied by the asset
main number.
Sub number: If this indicator is set, the screen layout rule defines the
sub-number as the maintenance level for the corresponding field
group.
Copy: If this indicator is set, the screen layout rule specifies that when
you create an asset using another asset as a reference, the specified
field group is automatically supplied with values from the reference
asset.
14. Creation of Asset Master Record
Definition: The "master data maintenance" component is used for
recording the master data of your fixed assets on an individual asset
basis. A fixed asset is defined as an individual economic good that it is
recognized in the balance sheet at the time of closing, and is in the
long-term service of the enterprise.
Path: Accounting- Financial Accounting- Fixed Assets- Asset- Create-
AS01-Asset (Tcode: AS01)
Asset Class
222
IGROW SOFT
Company Code
Enter
Go to General data Tab
Description
Capitalized on
Go to Deprec.Areas Tab
DKey
Useful life
Odep.start
Save (Ctrl+S)
Ignore warning message
15. Creation of Sub Asset
Path: Accounting- Financial Accounting- Fixed Assets- Asset- Create- Sub Number-
AS11 – Asset (Tcode: AS11)
Asset
Company Code
Number of similar sub assets 1
Enter
Go to General data Tab
Description
Capitalized on
Go to Deprec.Areas Tab
DKey
Useful life
Odep.start
Save (Ctrl+S)
Ignore warning message
Note:
223
IGROW SOFT
Similar Assets: Number of similar assets that you want the system to
create when you save an asset master record. We can create 999
similar assets at a time
Sub Assets: This is the number which, together with the main asset
number, uniquely identifies a fixed asset in Asset Accounting.
Using the asset sub-number, you can:
Provide for separate management of later acquisitions to assets.
Represent complex fixed assets with their component parts.
In contrast to the main asset number, the asset sub-number must be
numerical. We can create 9999 sub assets under one main asset
The following graphic shows the most important depreciation terms in
a depreciation area:
16. Purchase of Asset
224
IGROW SOFT
a. With Bank
Path: Accounting- Financial Accounting- General Ledger- Posting- F-02 - General
Posting (Tcode: F-02)
Document date Type SA Company code
Posting date Period Currency
PstKy 70 (Asset Debit)
Account
TType 100 (External Asset Acquisition)
Enter
Amount
PstKy 50 (Credit)
Account 290100 (Bank A/C)
Enter
Amount *
Go to Menu bar
Document - simulate
Save
b. With Vendor
path: Accounting - Financial Accounting - Fixed Assets - Posting - Acquisition - External
Acquisition - F-90 - With Vendor (Tcode:F-90)
Document date Type KR Company code
Posting date Period Currency
PstKy 31 (Vendor Credit)
Account
Enter
Amount 20000000
PstKy 70 (Asset Debit)
225
IGROW SOFT
Account
TType 100 (External Asset Acquisition)
Enter
Amount *
Go to Menu bar
Document - simulate
Save
17. Sale of asset
a. With Bank (Tcode: F-02)
Document date Type SA Company code
Posting date Period Currency
PstKy 40 (Debit)
Account 290100 (Bank Account)
Enter
Amount
PstKy 50 (Credit)
Account 300030 (Sale of Asset A/C)
Enter
Amount *
Select Asset Retirement
Go to Menu bar
Document - simulate
Asset Number
Sub number
Asset value date
Select Complete retirement
Enter
226
IGROW SOFT
Save
b. With Customer
Path: Accounting - Financial Accounting - Fixed Assets - Posting - Retirement -
Retirement w/Revenue - F-92 - With Customer (Tcode:F-92)
Document date Type DR Company code
Posting date Period Currency
PstKy 01 (Customer Debit)
Account
Enter
Amount
PstKy 50 (Credit)
Account 300030 (Sale of Asset A/C)
Enter
Amount *
Select Asset retirement
Go to Menu Bar
Document - simulate
Asset number
Sub number
Asset value date
Select Complete Retirement
Enter
Save
18. Scrap on Asset
Path: Accounting- Financial Accounting- Fixed Assets- Posting-
Retirement- ABAVN - Asset Retirement by Scrapping (Tcode: ABAVN)
Click on Change company code (F7)
227
IGROW SOFT
Company code
Enter
Asset
Document date
Posting date
Asset value date
Click on Simulate (F9)
Post (Ctrl+S)
Entry:
Scrap on Asset A/C
To Asset A/C
19. Takeover of existing assets
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Asset
Accounting- Asset Data Transfer- Manual Online Transfer-
Create/Change/Display Legacy Asset (Tcode: AS91)
Execute
Double click on Create Legacy Asset
Asset Class
Company Code
Enter
Description
Capitalized on
Go to Deprec.Areas Tab
DKey
Uselife
Click on Takeover values (Shift+F8)
Cum.acquis.val.
Accm.ord.deprec
228
IGROW SOFT
Enter
Save and enter
20. Depreciation run
Path: Accounting - Financial Accounting - Fixed Assets - Periodic Processing -
Depreciation Run - AFAB - Execute (Tcode: AFAB)
Company Code
Fiscal year
Posting period 1
Select Test run
Execute (F8)
Note: If there is any errors, Click on Error list (F7)
One time go back
Deselect Test run
Go to menu bar
Program - Execute in background
Output device LP01
Enter
Click on Immediate
Save (Ctrl+S)
Go to Menu bar
System -services - output Control
Execute (F8)
Select Spool no.
Display contents (F6)
18. Document display (Tcode: FB03)
Click on Document list (Shift+F8)
Company Code
Document type AF
Execute
229
IGROW SOFT
19. Asset explorer
Path: Accounting- Financial Accounting- Fixed Assets- Asset- AW01N - Asset Explorer
(Tcode: AW01N)
Company code
Asset
Enter
Observe Planned Values, Posted Values and comparisons
Validations
1. Validation in Accounting Documents
In this activity, we define additional checks for accounting documents
in the form of validations for each of your company code. We can
assign a validation for the document header and one for the line items
to each company code. The assigned validations are valid both for
manual entry of documents as well as for the automatic creation of
Documents.
Ex: We can use the validation for the following situation. We want to
make sure that postings to the expense account ‘Telephone Costs’ can
only be posted to the services cost center ‘Telephone’. We can carry
out the checks needed for this by using the validation
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- Financial
Accounting Global Settings (New)- Tools- Validation/Substitution-
Validation in Accounting Documents (Tcode: OB28)
Execute
Click on New Entries (F5)
Company code
CallPnt 1 (Document Header)
Validation
Double click on Validation
Click on ‘Yes’
230
IGROW SOFT
Click on Insert Step (Ctrl+Shift+F5)
Click on Prerequisite
Double click on accounting document header
Go to menu bar
Settings – Technical names
Double click on BKPF-USNAM (User Name)
Click on “=”
Click on Constant
User Name SAPUSER
Enter
Click on “Check”
Double click on Accounting Document Header
Double click on BKPF-BLART (Document Type)
Click on “=”
Click on Constant
Document type SA (G/L Account Document)
Enter
Click on Message
Message number
Save (Ctrl+S)
Three times go back
Activtn level 1 (Active)
2. Posting (Tcode: FB50)
Click on Company code (F7)
Company code
Enter
Document date
Document type DR
231
IGROW SOFT
G/L acct D/C Amount in doc. Curr Value date
290100 S Debit 25000 11.10.2011
100000 H Credit 25000
Post (Ctrl+S)
System will through error, because document type is not SA. System
will allow only SA Document type for SAPUSER
Authorizations
SAP system is a high secured system. We can maintain authorizations
each employee wise or Group of employees wise.
1. Maintain user
Path: Tools- Administration- User Maintenance- SU01 – Users (Tcode: SU01)
User V140130
Click on Create (F8)
Title MR.
Last Name Venkat
First name M
Academic Title MBA
Function Accountant
Department Accounts
Room number 3
Floor 2
Building 1
Telephone number
Extension 456
Mobil phone 9846412354
Fax
Extension 456
Email [email protected]
Go to Logon Data Tab
Initial password 123456
232
IGROW SOFT
Repeat password 123456
Save
2. Role maintenance
Path: Tools- Administration- User Maintenance- Role Administration- PFCG – Roles
(Tcode: PFCG)
Role Accountant
Click on Role
Save
Go to Menu Tab
Click on transactions
Transaction code
FB50
FS00
FB03
FS10N
F-01
FKMT
Enter
Click on Assign transactions (Shift+F7)
Save
Go to Authorizations Tab
Click on Expert mode for Profile generation
Company code
Business area
Enter
Note: We have to convert red color nodes and yellow color nodes
should be in green color.
If it is red color node, open tree structure, click on red color node and
enter
233
IGROW SOFT
If it is yellow color node, open tree structure, Click on yellow color
mode
Click on Generate profile (Shift+F5)
Enter
Save
One time go back
Go to User Tab
User ID V140130
Enter
Click on user comparison
Click on Complete comparison
Click on Yes
Save
3. Enter into SAP System
Double click on SAP Logon on Desktop
Click on Logon
Client 800
User V140130
Password 123456
Enter
New Password 1234567
Repeat password 1234567
Enter
4. Define Tolerance Groups for G/L Accounts
Path: SPRO- SAP Reference IMG- Financial Accounting (New)- General
Ledger Accounting (New)- Business Transactions- Open Item Clearing-
Clearing Differences- Define Tolerance Groups for Employees (Tcode:
OBA4)
Execute
234
IGROW SOFT
Click on New Entries (F5)
Group
Company code
Amount per document 25000
Amount per open item account
item
25000
Cash discount per line item 3
Save and enter
5. Assign Users to Tolerance Groups
Path: same path (Tcode: OB57)
Execute
Click on New Entries (F5)
User name V140130
Tolerance Group
Save and enter
LSMW (Legacy System Migration Workbench)
Through LSMW, we upload master records (General ledgers, Vendors,
Customers, Assets, Bank data, Cost centers, Cost elements, Profit
centers etc)
Uploading Master data (Tcode: LSMW) (Legacy System Migration Workbench)
Project UPLOAD
Sub project GL
Object GLS
Click on Create (Shift+F1)
Description Uploading
Enter
Description GL
Enter
235
IGROW SOFT
Description GL
Enter
Execute (F8)
Select Maintain Object Attributes
Execute (Ctrl+F8)
If it is display mode, Click on Display <-> Change (Ctrl+F1)
Select Batch Input Recording
Recording Venkat
Go to menu bar
Goto – Recordings Overview
Click on Create recording (Ctrl+F1)
Recording Venkat
Description GL Upload
Enter
Transaction code FS00
Enter
Note: We should not use mouse until recording completed
G/L Account
Company code
Click on Create
Go to Type/Description Tab
Account Group ASST Assets
Select Balance Sheet Account
Short Text
G/L Acct Long Text
Go to Control data (Ctrl+F11)
Account currency INR
Select Only balances in local crcy
Select line item display
Sort key 001 (Posting date)
236
IGROW SOFT
Goto Create/Bank/Interest Tab (Ctrl+F11)
Field Status group G001
Save
Note: We can use mouse now
Click on Default all (Ctrl+F2)
Save
Go to menu bar
System- List- Save- Local file
Select Spread sheet
Enter
Directory: C:\Documents and Settings\eccadm\Desktop\
File name: GLS
Enter
Open excel sheet, which is saved on desk top (GLS)
Delete up to H column
Keep the following rows and delete remaining rows
290110 SAKNR G/L Account Number
2301 BUKRS Company Code
ASST KTOKS G/L Account Group
X XPLACCT P&L statement account
X XBILK Indicator: Account is a balance sheet account?
Cash A/C TXT20_ML G/L account short text
Cash Account TXT50_ML G/L Account Long Text
INR WAERS Account currency
X XSALH
Indicator: Only Manage Balances in Local
Currency
X XKRES
Indicator: Can Line Items Be Displayed by
Account?
001 ZUAWA Key for sorting according to assignment numbers
G001 FSTAG Field status group
237
IGROW SOFT
Copy the data
Go to A1 cell
Go to menu bar
Edit – Paste special
Select Values
Select Transpose
Enter
Enter General ledgers in excel sheet as per template
Delete 1st row and 3rd row
Convert K column (Sort key) into text format
Select K column and right mouse click and choose format cells
Double click on Text
Change 1 to 001 (sort key) in K Column
Open one note pad on desk top
Copy data in excel sheet to note pad which is saved on desktop
Go to create recording in SAP
Two Times go back
Save
One time go back
Select Maintain Source Structures
Execute (Ctrl+F8)
Click on Display <-> Change (Ctrl+F1)
Click on Create a structure (Ctrl+F4)
Source Structure Venkat1
Description GL Upload
Enter
Save
One time go back
Select Maintain Source Fields
Execute (Ctrl+F8)
Click on Display <-> Change (Ctrl+F1)
238
IGROW SOFT
Select Venkat1
Go to Menu bar
Source fields – Copy fields
Select From Data File (Field name in 1. line)
Enter
Number of fields 9999
Max. Record Length 999999
Enter and enter
Give notepad path, which is saved on desktop
Save
One time go back
Select Maintain Structure Relations
Execute (Ctrl+F8)
Click on Display <-> Change (Ctrl+F1)
Save
One time go back
Select Maintain Field Mapping and Conversion Rules
Execute (Ctrl+F8)
Click on Display <-> Change (Ctrl+F1)
Go to menu bar
Extras – Auto field mapping
Select no confirmation
Enter and enter
Save
Select Specify Files
Execute (Ctrl+F8)
Click on Display <-> Change (Ctrl+F1)
Select Legacy data
Click on Add a entry (Ctrl+F2)
File : C:\Documents and Settings\eccadm\Desktop\GLs.txt
Note: Give note pad path, which is saved on desktop
239
IGROW SOFT
Name Venkat
Select Tabulator
Select Field Names at start of file
Enter
Save
Select Assign Files
Execute (Ctrl+F8)
Click on Display <-> Change (Ctrl+F1)
Save
One time go back
Select Read Data
Execute (Ctrl+F8)
Execute (F8)
Two times go back
Select Display Read Data
Execute (Ctrl+F8)
Enter
One time go back
Select Convert Data
Execute (Ctrl+F8)
Execute (F8)
Two times go back
Select Display Converted Data
Execute (Ctrl+F8)
Enter
One time go back
Select Create Batch Input Session
Execute (Ctrl+F8)
Execute (F8)
Enter
Select Run Batch Input Session
240