Tfin 50 part 1

TFIN50Financial Accounting I

Part 1 of 2mySAP ERP Financials

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Participant HandbookCourse Version: 2006 Q2Course Duration: 10 Day(s)Material Number: 50080192

An SAP course - use it to learn, reference it for work

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2006/Q2 © 2006 SAP AG. All rights reserved. iii

About This Handbook TFIN50

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iv © 2006 SAP AG. All rights reserved. 2006/Q2

ContentsCourse Overview ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . vii

Course Goals .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .viiCourse Objectives ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .vii

Unit 1: Basic settings ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1Organizational Units . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3Variant Principle .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Fiscal Year .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Currencies .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27

Unit 2: Master Data ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41General Ledger Accounts.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Customer/Vendor Accounts ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Bank Accounts .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108

Unit 3: Document Control.... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119Document Structure .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120Posting Periods .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .147Posting Authorizations .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158Simple Documents in Financial Accounting .. . . . . . . . . . . . . . . . . . . . .165

Unit 4: Posting Control .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181Default Values ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .183Change Control . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191Document Reversal.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200Payment Terms and Cash Discounts.. . . . . . . . . . . . . . . . . . . . . . . . . . . . .209Taxes .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231Cross-Company Code Transactions .. . . . . . . . . . . . . . . . . . . . . . . . . . . . .255

Unit 5: Clearing..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271Clearing Open Items.... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .272Incoming and Outgoing Payments.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .288Payment Differences ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .301Exchange Rate Differences ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .318

Unit 6: Cash journal .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325Cash Journal Configuration.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .326Cash Journal Transaction.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .336

2006/Q2 © 2006 SAP AG. All rights reserved. v

Contents TFIN50

Unit 7: Special G/L transactions..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 353Application Area for Special G/L Transactions .. . . . . . . . . . . . . . . . . .354Configuration of Special G/L Transactions .. . . . . . . . . . . . . . . . . . . . . .386

Unit 8: Parking Documents ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 403Basics of Document Parking Versus Hold Document .. . . . . . . . . .404Parking Documents and Processing Parked Documents... . . . .419Document Parking and Workflow ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .431

Appendix 1: Data Sheet ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 455

Appendix 2: Menu Paths ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 461

Index ..... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 477

vi © 2006 SAP AG. All rights reserved. 2006/Q2

Course OverviewTarget AudienceThis course is intended for the following audiences:

� Solution consultants responsible for the implementation of FinancialAccounting with mySAP ERP Financials

Course PrerequisitesRequired Knowledge

� Business proficiency in the area of Financial Accounting (Accounting).� SAP120 Navigation� ERP001 Management Empowered by mySAP ERP� ERP020 Management Empowered by mySAP ERP Financials

Course GoalsThis course will prepare you to:

� Configure and utilize the organizational units, master data and documentsfrom Financial accounting in mySAP ERP Financials

� Configure and utilize the SAP transaction processes in external accounting

Course ObjectivesAfter completing this course, you will be able to:

� Create organizational units for Financial Accounting� Maintain master data� Influence the entry of posting transactions� Analyze and explain posting transactions� Display special G/L transactions in the system� Use the document parking function within the system and define it

appropriately

SAP Software Component InformationThe information in this course pertains to the following SAP Software Componentsand releases:

2006/Q2 © 2006 SAP AG. All rights reserved. vii

Course Overview TFIN50

Curriculum Path

Figure 1: Solution Consultant mySAP Financials - Financial Accounting

viii © 2006 SAP AG. All rights reserved. 2006/Q2

Unit 1Basic settings

Unit Overview� Company code, business areas� Fiscal Year� Currencies� Variant principle

Unit ObjectivesAfter completing this unit, you will be able to:

� Map the accounting structure of your company using mySAP ERP Financialsorganizational units

� Explain the meaning of the terms �company code� and �business area� andtheir differences

� Create a company code� Explain the use and advantages of the variant principle� Explain the necessity and use of a fiscal year variant� Explain different types of fiscal year variants� Define a fiscal year variant according to your requirements� Assign the fiscal year variant to a company code� Define currencies in the mySAP ERP system� Explain the meaning of different exchange rate types� Maintain exchange rates� Use the different tools for maintaining exchange rates� Explain the options for maintaining exchange rates

Unit ContentsLesson: Organizational Units.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Exercise 1: Organizational Units .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9Lesson: Variant Principle .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15Lesson: Fiscal Year.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Exercise 2: The Fiscal Year .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21

2006/Q2 © 2006 SAP AG. All rights reserved. 1

Unit 1: Basic settings TFIN50

Lesson: Currencies .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27Exercise 3: Currencies.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35

2 © 2006 SAP AG. All rights reserved. 2006/Q2

TFIN50 Lesson: Organizational Units

Lesson: Organizational Units

Lesson OverviewReflect the organizational units in accounting with mySAP ERP

� Explain the terms client, company code, and business area� Create company codes and business areas� Copy company codes� Make country-specific settings

Lesson ObjectivesAfter completing this lesson, you will be able to:

� Map the accounting structure of your company using mySAP ERP Financialsorganizational units

� Explain the meaning of the terms �company code� and �business area� andtheir differences

� Create a company code

Business ExampleYour client's company is a medium-sized enterprise based in the course country.The enterprise is a single legal entity.

Figure 2: Organizational Units in mySAP ERP Financials

The client is the highest level in the mySAP ERP system hierarchy. Specificationsor data that is valid for all organizational units in mySAP ERP applications (suchas exchange rates, for example) are entered at the client level. This eliminates the



need to enter this information more than once. Each client is an independentunit with separate master records and a complete set of tables and data. Usersmust enter a client key and have a user master record in the client in order to logon to the system.

Important organizational units in Financials:

� Company Code (for external purposes) A company code represents anindependent balancing/legal accounting entity. An example would be acompany with independent accounts within a corporate group. Financialstatements required by law can be created at company code level. Therefore,a company code is the minimum structure necessary in mySAP ERPFinancials. In an international business, operations are often scattered acrossnumerous countries. Since most government and tax authorities require theregistration of a legal entity for every company, a separate company code isusually created per country.

� Business Area (for internal purposes) Business areas represent separateareas of operation within an organization and can be used across companycodes. They are balancing entities that can create their own set of financialstatements for internal purposes. It is therefore possible to save and evaluatetransaction figures for each business area. The use of business areas isoptional.



Figure 3: Creating a Company Code

Hint: The IMG suggests the following order:

� Copy, Delete, Check Company Code� Edit Company Code Data

Copy an existing company code. This has the advantage that you alsocopy the existing company code-specific parameters. After copying, youcan edit data in your new company code.

You have to select a four digit alphanumeric key as the company codekey. This key identifies the company code and, for example, must beentered later when posting business transactions or creating companycode-specific master data.

Hint: The use of the copy function is optional. You can also define thecompany code and carry out the configuration yourself, without using areference company code.



Figure 4: Company Code

The objects in the activity Edit Company Code Data include the following:

� The address data is required for correspondence and is recorded onevaluation reports.

� You must define a currency for each company code. Accounts are managedin the company code currency. All other currencies are interpreted asforeign. The system translates the amounts posted in a foreign currency intothe company code currency. The currency defined in the company code isknown in mySAP ERP Financials as local currency.

� You must enter a language key so that the system can create textsautomatically in the correct language; for example, when issuing checks.

� The country key specifies which country is to be regarded as the homecountry. The system interprets all other countries as foreign. This isimportant for business or payment transactions, since different forms arerequired for foreign payment transactions. The system also supports differentaddress formats for foreign correspondence.

�

When you define a business area, you only have to enter a four digit alphanumerickey and a short description.



Figure 5: Country Templates

In the mySAP ERP standard system, company code 0001 is a template fora general company code with chart of accounts INT and no special countryspecifications.

If you need a company code for a country that has a country template, you canuse the country installation program to copy the country-specific tables from thecountry template to company code 0001. Company code 0001 is then configuredfor the corresponding country. You should then copy this company code into yournew company code. You may then start the country installation program againto create a template for another country and so on.

Hint: The country installation program not only creates a country-specificcompany code template but also a country-specific template forcontrolling areas, plants, purchasing organizations, sales organizations,credit control areas, financial management areas, and so on.

Caution: Do not forget to copy the country template before you continue.Do not use company code 0001 as your productive company code becausethe country version program always uses this company code as the targetcompany code.

Also, you should only run the country installation program in a newinstallation of mySAP ERP and not in an upgrade installation. This isbecause the structure of the country-specific Customizing may havechanged from one mySAP ERP release to another.



Exercise 1: Organizational Units

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create a company code

Business ExampleYour client's company is a medium sized enterprise based in the course country.The enterprise is a single legal entity.

Task 1:Create a company code GR## that reflects your client's company. In the rest ofthis course, you will be working in this company code.

1. Company code 1000 already contains all the necessary settings and data.Copy company code 1000 to your new company code GR##.

Also copy the general ledger accounts at this point!

2. Change the definition of your company code GR##:

Company name: Group ##Country: Course country

Currency: Local currencyLanguage: Local language

You can fill the other fields to meet your requirements.

3. Review the global parameters that were copied for your company codewhen you created it.

Task 2:Search the Implementation Guide (IMG) for all the settings that are relevant forthe �business area balance sheet�.

Hint: Use the binoculars icon to search for "Business area fin.statements".

1. Look for all the settings that are relevant for the �business area balancesheet�.

Continued on next page



Task 3:True or false?

1. You can assign a business area to a company code directly.Determine whether this statement is true or false.□ True□ False



Solution 1: Organizational UnitsTask 1:Create a company code GR## that reflects your client's company. In the rest ofthis course, you will be working in this company code.

1. Company code 1000 already contains all the necessary settings and data.Copy company code 1000 to your new company code GR##.

Also copy the general ledger accounts at this point!

a) IMG Menu Path:

Tools→ Customizing→ IMG→ Execute Project. Choose the "SAPReference IMG" pushbutton.

IMG transaction code: SPRO

Copy company code:

IMG: Enterprise Structure→ Definition→ Financial Accounting→ Edit, Copy, Delete, Check Company Code→ Copy, delete, checkcompany code

Menu bar: Organizational object→ Copy org. object

Field Name or Data Type ValuesFrom Company Code 1000To Company Code GR##

Choose �Enter�.

Field Name or Data Type ValuesDo you want to copy the companycode data of the G/L accounts?

Yes!

Do you want to assign another localcurrency to the target companycode?

No

Confirm the "Information: Certain data was not copied, see longtext" dialog box by pressing "Enter".

Confirm other warning messages by pressing "Enter" and continuecopying.

2. Change the definition of your company code GR##:




Company name: Group ##Country: Course country

Currency: Local currencyLanguage: Local language

You can fill the other fields to meet your requirements.

a) Select the green arrow to return to the dialog box and select "Editcompany code data" or follow the next menu path.

Change the definition of the company code:

MG: Enterprise Structure→ Definition→ Financial Accounting→ Edit, Copy, Delete, Check Company Code→ Edit Company CodeData.

Select GR##.

Field Name or Data Type ValuesCompany Name Group ##City Any cityCountry Course countryCurrency Local currencyLanguage Local language

Choose �Save".

3. Review the global parameters that were copied for your company codewhen you created it.

a) Review the global company code parameters.

IMG: Financial Accounting→ Financial Accounting Global Settings→ Company Code→ Enter Global Parameters

Doubleclick on your company code to review the global parameters.

Note: Congratulations! You have just created your owncompany code!




Task 2:Search the Implementation Guide (IMG) for all the settings that are relevant forthe �business area balance sheet�.

Hint: Use the binoculars icon to search for "Business area fin.statements".

1. Look for all the settings that are relevant for the �business area balancesheet�.

a) Enabling Business Area Financial Statements

Check Activation of Business Area Balance Sheets

Activate Business Area Balance Sheets


1. You can assign a business area to a company code directly.

Answer: False

Business areas are not directly assigned to company codes. This makes itpossible to evaluate transaction figures for each business area beyond theboundaries of the company code too.



Lesson Summary

You should now be able to:� Map the accounting structure of your company using mySAP ERP Financials

organizational units� Explain the meaning of the terms �company code� and �business area� and

their differences� Create a company code


TFIN50 Lesson: Variant Principle

Lesson: Variant Principle

Lesson OverviewYou get a theoretical insight using the variable principle within the SAP system.


� Explain the use and advantages of the variant principle

Business ExampleYour customer has been informed by an experienced consultant that there is aprinciple in mySAP ERP that appears in several configuration tables and thatsimplifies the system for him.

Figure 6: The Variant Principle

The following example should explain this principle: Create a fiscal year variant

� Define the variant: K4 is your fiscal year variant.� Determine values for the variant K4: Define the properties of fiscal year K4.� Assign the variant to mySAP ERP objects: Assign K4 to various company

codes that use this fiscal year.� The main advantage for using variants is that it is easier to maintain

properties which are common among several business objects.



Lesson Summary

You should now be able to:� Explain the use and advantages of the variant principle


TFIN50 Lesson: Fiscal Year

Lesson: Fiscal Year

Lesson OverviewThis lesson explains how you define different fiscal year variants.


� Explain the necessity and use of a fiscal year variant� Explain different types of fiscal year variants� Define a fiscal year variant according to your requirements� Assign the fiscal year variant to a company code

Business ExampleThe company's fiscal year corresponds to the calendar year. The AccountingManager wants four special periods for postings for year-end closing.

Figure 7: The Fiscal Year

To assign business transactions to different periods, you have to define a fiscalyear with posting periods. You define the fiscal year as a variant that is assignedto the company code.

The fiscal year variant contains the definition of posting periods and specialperiods. Special periods are used for postings that are not assigned to timeperiods, but to the business process of �year-end closing�. In total, you candefine 16 periods.

The system derives the posting period from the posting date. If the posting datefalls within the last normal posting period, you can post the transaction in oneof the special periods.


RK

Highlight


Example: The graphic shows a fiscal year with 12 posting periods and 4 specialperiods. If the posting date falls in the 12th period, you can post the transaction inone of the four special periods instead.

Standard fiscal year variants are already defined in the system and you can usethem as templates.

Hint: The fiscal year variant does not specify whether a period is open orclosed. This data is managed in another table. The fiscal year variant onlydefines the number of periods and their start and finish dates.

Figure 8: Year-Independent Fiscal Year Variant

If each fiscal year of a fiscal year variant uses the same number of periods, and theposting periods always start and end on the same day of the year, the variant isyear-independent. A year-independent fiscal year variant can be defined as:

� Calendar year� Non-calendar year

If the fiscal year is defined as the calendar year, the posting periods are equalto the months of the year. Therefore, a fiscal year that is a calendar year musthave 12 posting periods.



If the fiscal year is defined as a non-calendar year, you have to define the postingperiods by assigning end dates to each period. A non-calendar year can havebetween 1 and 16 posting periods. If the non-calendar year does not start onJanuary 1st, the periods of the year that belong to the former or the coming fiscalyear must have an indicator -1 or +1.

The example above on the right shows a non-calendar year with 6 posting periodswhich goes from April to March. The months January to March therefore stillbelong to the old fiscal year and have the indicator -1.

If the fiscal year differs from the calendar year, but the posting periods correspondto calendar months, the day limit for February should be 29 to consider leap years.

Fiscal years are normally year-independent.

Figure 9: Year-Specific Fiscal Year Variants

A fiscal year variant has to be defined as year-specific if one of the followingconditions is fulfilled: The start and end dates of the posting periods for somefiscal years are different to the dates for other fiscal years. Some fiscal years use adifferent number of posting periods.

If all of the fiscal years of a fiscal year variant have the same number of postingperiods, only the different period dates for the different years have to be defined(see example on the left).

If one year of a fiscal year variant has less posting periods than the others, it iscalled a shortened fiscal year (see example on the right). This could be required,for example, if closing has to be carried out before the end of the normal fiscalyear; (for example, if the beginning of the fiscal year should be changed or if thecompany was sold). You have to define the shortened fiscal year and its number ofposting periods before you can define the period dates. For this year, you can onlyassign a lower number of posting periods.



Exercise 2: The Fiscal Year

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create a calendar year-based fiscal year variant and assign it to your

company code� Create a quarter-based fiscal year variant

Business ExampleThe company's fiscal year corresponds to the calendar year. The AccountingManager wants four special periods for postings for year-end closing.

Task:Check the properties of the fiscal year variants. Define the fiscal year variants.

1. Which of the predefined fiscal year variants are

Calendar year

Year-specific

2. For what purposes are year-specific fiscal year variants usually used?

3. Create a calendar year variant ## for your company with 12 posting periodsand four special periods

Hint: Add 30 to your group number since some of the existing databegins with 01, 02, and so on. For example, if your group number is02, add 02 + 30 and enter 32 for your fiscal year variant.

4. Assign the fiscal year variant that you created to your company code GR##.

5. Create a fiscal year variant ## + 60 for a fiscal year with just four postingperiods and one special period. The length of one posting period is threemonths. The fiscal year runs from April to March.



Solution 2: The Fiscal YearTask:Check the properties of the fiscal year variants. Define the fiscal year variants.

1. Which of the predefined fiscal year variants are

Calendar year 01, K0, K1, K2, K3, K4Year-specific AA, AM, R1, UL, WK

2. For what purposes are year-specific fiscal year variants usually used?

Answer: The year-specific fiscal year variants are used:

� If the start and end date of the posting periods differ from year to year� If one fiscal year has fewer posting periods than the others (shortened

fiscal year)




3. Create a calendar year variant ## for your company with 12 posting periodsand four special periods

Hint: Add 30 to your group number since some of the existing databegins with 01, 02, and so on. For example, if your group number is02, add 02 + 30 and enter 32 for your fiscal year variant.

a) Create a fiscal year variant based on the calendar year.

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Fiscal Year→ Maintain Fiscal Year Variant (MaintainShortened Fisc. Year)

Edit→ New Entries

Field Name or Data Type ValuesFV ## + 30

Hint: Add 30 to your group number since some of the existingdata begins with 01, 02, and so on. For example, if yourgroup number is 02, add 02 + 30 and enter 32 for your fiscalyear variant.

Field Name or Data Type ValuesDescription 12 periods calendar year ##Calendar Year

Number of posting periods 12Number of special periods 4

Choose "Save�.




4. Assign the fiscal year variant that you created to your company code GR##.

a) Assign the fiscal year variant to a company code.

IMG: Financial Accounting→ Financial Accounting Global Settings→ Fiscal Year→ Assign Company Code to a Fiscal Year Variant

Confirm any information with �Enter�.

Field Name or Data Type ValuesFiscal Year Variant ## + 30

Choose �Save".




5. Create a fiscal year variant ## + 60 for a fiscal year with just four postingperiods and one special period. The length of one posting period is threemonths. The fiscal year runs from April to March.

a) Define a fiscal year variant with four posting periods and one specialperiod.

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Fiscal Year→ Maintain Fiscal Year Variant (MaintainShortened Fisc. Year)

Edit→ New Entries

Field Name or Data Type ValuesFV ## + 60Description 4 periods - Group ##Number of Posting Periods 4Number of Special Periods 1

Choose �Save". Select the green arrow to return to the overviewscreen.

Define the period dates:

Select fiscal year variant ## + 60.

Doubleclick on �Periods" in the dialog structure.

Edit→ New Entries

Month Day Period Year Shift03 31 4 �106 30 1 009 30 2 012 31 3 0

Choose �Save".

Note: You have just created a calendar-year fiscal year variantand assigned it to your company code.

You have also created a non-calendar fiscal year variant.



Lesson Summary

You should now be able to:� Explain the necessity and use of a fiscal year variant� Explain different types of fiscal year variants� Define a fiscal year variant according to your requirements� Assign the fiscal year variant to a company code


TFIN50 Lesson: Currencies

Lesson: Currencies

Lesson OverviewThis lesson presents the configurations options in this area.


� Define currencies in the mySAP ERP system� Explain the meaning of different exchange rate types� Maintain exchange rates� Use the different tools for maintaining exchange rates� Explain the options for maintaining exchange rates

Business ExampleThe company has customers and vendors in several foreign countries. The headaccountant is worried that keeping the exchange rates up to date in the system willinvolve a substantial amount of work. You need to convince him that it is muchless work than expected if the tools mySAP ERP offers are used.

Figure 10: Currencies and Exchange Rate Types

A currency key must be assigned to every currency used. Most currencies arealready defined in the SAP System with standard international currency keys.Each currency key can have a validity date.



For every combination of two currencies, you can maintain different exchangerates which are distinguished by an exchange rate type. These different exchangerates can be used for various purposes such as valuation, conversion, translation,and planning.

Figure 11: Translation Ratios

The relationship between currencies must be maintained per exchange rate typeand currency pair using translation ratios. This usually has to be performedonly once.

Because inflation can heavily influence the relationship between currencies,translation ratios can be maintained on a time period basis.

Figure 12: Maintaining Exchange Rates



Maintaining exchange rates is an on-going task.

To reduce maintenance, mySAP ERP offers several tools. For each exchange ratetype you can use one of the following tools:

� Inversion (of the tools available, inversion is the oldest and is seldom usedtoday)

� Base currency� Exchange rate spreads

Hint: You can only use one of these tools for each exchange rate type.You can however use different tools for different exchange rate types.

Using report RFTBFF00, which enables you to transfer external market data infile form, you can automatically update the exchange rate table by uploading aninput file in Multicash form.

You can also use the reports RFTBDF07 and RFTBDF14 to transfer exchangerates; the data is transferred realtime using a datafeed interface if the externaldatafeed supports realtime provision of exchange rates. Remote Function Call(RFC) creates a direct connection between an external system and the SAPSystem. For more information about the file input format, data providers, filestructures, and so on, see the documentation for this report.

Figure 13: Exchange Rate Spreads



Exchange rate spreads between the bank buying/selling rate and average rateusually remain constant. If the exchange rate spread of an exchange rate type isentered in the system, you only have to maintain the average rate since the buyingand the selling rate can be derived by adding/subtracting the exchange rate spreadto/from the average rate.

Combination of base currency and exchange rate spreads:

A very efficient combination of the exchange rate tools is:

� Using a base currency for the average rate (M)� Using the exchange rate spreads to calculate the buying and selling rates (B

and G)

Figure 14: Base Currency

A base currency can be assigned to an exchange rate type. You then only haveto maintain exchange rates for all other currencies into this base currency. Atranslation between two foreign currencies is calculated via the base currency, thatis, by combining two exchange rates.

Until Release 4.0A, you could not use more than one base currency per exchangerate type. Legal requirements may make it necessary to use different basecurrencies for the translation into different currencies.



Figure 15: Direct/Indirect Quotation of Exchange Rates

All mySAP ERP applications and functions process exchange rates using directquotation as well as indirect quotation. Whether the exchange rate is definedor communicated using the direct or indirect method of quotation depends onthe market standard or the individual business transaction. The use of indirectquotation is neither application nor country-specific - it affects all the componentsin which exchange rates are used.

In direct quotation, one unit of foreign currency is quoted for the local currency,whereas in indirect quotation, one unit of local currency is quoted for the foreigncurrency.

Example: Local currency = EUR, foreign currency = USD

� Direct quotation: 1 USD = 1.07021 EUR� One unit of foreign currency USD costs the displayed number of units of

local currency� Indirect quotation: 1 USD = 0.93439 EUR� For one unit of the local currency EUR you will receive the displayed

number of units of the foreign currency.

For each currency pair you can define either the direct quotation or the indirectquotation as the standard notation for the exchange rate. If the exchange rate youenter does not have the same quotation as the standard quotation set up here, theexchange rate is highlighted to show this.



Figure 16: Worklists for Maintaining Exchange Rates

In lots of companies, the maintenance of the exchange rate table TCURR is sharedby several employees. The following problems can occur:

� Employees maintain incorrect exchange rates (unknowingly orunintentionally)

� Employees maintain the exchange rates with the incorrect quotation (indirectinstead of direct, or vice versa)

� The table is very large, and maintaining it is very time-consuming (scrollingis necessary)

� The table TCURR cannot be maintained by more than one usersimultaneously.

As of release R/3 Enterprise you can define worklists and then maintain theexchange rates using the transaction TCURMNT. This has the followingadvantages:

� Only the relevant exchange rates can be maintained. You can also assignauthorizations for worklists.

� Only the relevant quotation can be maintained.� The worklist is smaller and therefore clearer.� Parallel processing of different worklists is possible.



Figure 17: Design of exchange rate in different quotations

Exchange rates can be entered as a direct or indirect quotation. You can maintaintwo prefixes that can be used to differentiate between direct and indirect quotationexchange rates during input and display. If you do not enter a prefix, the standardsetting is valid:

� �� (blank, without a prefix) for direct quotation exchange rates� �/� for indirect quotation exchange rates

Scenario 1: If you mostly work with direct quotations and only rarely useindirect quotations, you should use the standard setting. In this way you can enterdirect quotation exchange rates without a prefix.

Scenario 2: If you increasingly use indirect quotations as well as directquotations, you should define a separate prefix for both, for example:

� �*� for direct quotation exchange rates, �/� for indirect quotation exchangerates

� If you follow this suggestion, the configuration does not allow exchangerates to be entered without a prefix, an error message occurs. Users aretherefore forced to consider which is the correct quotation and enter therate with a valid prefix.

3. Scenario: If you use mostly indirect quotations, you can check the setting asfollows:

� �*� for direct quotation exchange rates, � � (blank) for indirect quotationexchange rates

� This configuration allows indirect quotation exchange rates to be enteredwithout a prefix whereas the less used direct quotation exchange rates haveto be entered with a prefix.



In SAP Note no. 783877 you will find an overview of FAQs about currencytranslation.



Exercise 3: Currencies

Exercise ObjectivesAfter completing this exercise, you will be able to:� Check your knowledge about maintaining exchange rates in mySAP ERP

Business ExampleThe company has customers and vendors in several foreign countries. The headaccountant is worried that it will be a substantial amount of work to keep theexchange rates up-to-date within the system. You need to convince him/her that itis much less work than expected if the tools provided by mySAP ERP are used.

Task 1:Answer the following question:

1. Name the tools for maintaining the exchange rates:


1. In mySAP ERP currencies are defined using .Fill in the blanks to complete the sentence.





1. Name three commonly used exchange rate types and what they are used for:


1. Name the IMG path where you define the base currency.



Solution 3: CurrenciesTask 1:Answer the following question:

1. Name the tools for maintaining the exchange rates:

Answer:

� Inversion� Base currency� Exchange rate spreads


1. In mySAP ERP currencies are defined using currency keys.

Answer: currency keys


1. Name three commonly used exchange rate types and what they are used for:

Answer:

� M: Average rate for posting and clearing� G: Buying rate� B: Bank selling rate


1. Name the IMG path where you define the base currency.

Answer: SAP NetWeaver→ General Settings→ Currencies→ CheckExchange Rate Types



Lesson Summary

You should now be able to:� Define currencies in the mySAP ERP system� Explain the meaning of different exchange rate types� Maintain exchange rates� Use the different tools for maintaining exchange rates� Explain the options for maintaining exchange rates


TFIN50 Unit Summary

Unit SummaryYou should now be able to:� Map the accounting structure of your company using mySAP ERP Financials

organizational units� Explain the meaning of the terms �company code� and �business area� and

their differences� Create a company code� Explain the use and advantages of the variant principle� Explain the necessity and use of a fiscal year variant� Explain different types of fiscal year variants� Define a fiscal year variant according to your requirements� Assign the fiscal year variant to a company code� Define currencies in the mySAP ERP system� Explain the meaning of different exchange rate types� Maintain exchange rates� Use the different tools for maintaining exchange rates� Explain the options for maintaining exchange rates


Unit Summary TFIN50


Unit 2Master Data

Unit Overview


� Define and use a chart of accounts� Describe the structure of a general ledger account� Control the format of a general ledger account� Name and describe different types of general ledger accounts� Create, maintain, and control general ledger accounts� Describe how you can change several general ledger accounts at the same

time� Explain the advantages and disadvantages of group and country charts of

accounts� Describe the structure of customer and vendor accounts� Discuss the similarities and differences between general ledger and customer

and vendor accounts� Control and maintain customer and vendor accounts� Explain relationships between customer and vendor accounts� Maintain bank master data� Define house banks� Create accounts at your house banks� Maintain the links between bank and G/L accounts

Unit ContentsLesson: General Ledger Accounts .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42

Exercise 4: General Ledger Accounts .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Lesson: Customer/Vendor Accounts .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Exercise 5: Customer/Vendor Accounts.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91Lesson: Bank Accounts ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108

Exercise 6: Bank Master Data .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .113


Unit 2: Master Data TFIN50

Lesson: General Ledger Accounts

Lesson OverviewYou will be introduced into the Master Records of General Ledger Accounts.


� Define and use a chart of accounts� Describe the structure of a general ledger account� Control the format of a general ledger account� Name and describe different types of general ledger accounts� Create, maintain, and control general ledger accounts� Describe how you can change several general ledger accounts at the same


accounts

Business ExampleThe accounting manager has decided that the chart of accounts and company codesettings for the G/L accounts can be copied from company code 1000. However,the accounting department requires additional general ledger accounts to processauthorized travel expenses and payments. The expense account numbers must bein a separate number interval.

Figure 18: Chart of Accounts


TFIN50 Lesson: General Ledger Accounts

The chart of accounts is a variant which contains the structure and the basicinformation about general ledger accounts.

You define the chart of accounts with a four character ID.

You define the individual components of the chart of account, for example,language, length of the G/L account number, group chart of accounts, status.

The chart of accounts must be assigned to every company code for which accountsare to be set up based on the structure concerned.

Figure 19: Define Chart of Accounts

The maintenance language is the language in which account descriptions aremaintained.

The length of the G/L account numbers can be from 1 to 10 digits.

Via the type of integration between general ledger accounts and cost types, youcan control to what extent the cost master record is maintained when you maintainthe G/L account master records of profit and loss statement accounts. You canmaintain cost types manually, however, you also have the option of maintainingthem automatically. When you save a new G/L account, the corresponding costtype is created automatically. The prerequisite however, is that a default value forthe cost element category is defined for this cost element, since if no default valueexists, the system assumes that no cost element is to be created.

You can assign a group account number for each G/L account. This accountnumber is used for cross-company code reporting if the company codes usedifferent charts of accounts. If you enter a group chart of accounts in the chartof accounts, the system defines that you have to enter a group account number in


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the corresponding field in the G/L account definition (required entry field) andchecks whether the group account number you have entered exists in the groupchart of accounts.

A chart of accounts that is not yet completed can be blocked so that no companycode can use it until it is ready.

You can get a directory of the G/L accounts in your chart of accounts forinformation or for documentation purposes via report RFSKPL00. You use theG/L account plan to display G/L account master data and to print G/L account lists.

Figure 20: Assigning the Chart of Accounts

Every company code must have a chart of accounts assigned to it. One chart ofaccounts can be assigned to several company codes (variant principle).

The Controlling component uses the same chart of accounts as the FinancialAccounting component. If company codes intend to use cross-company codecontrolling, they must use the same chart of accounts. In the example above,company codes 1000 and 2000 can do cross-company code controlling, butcompany codes 2000 and 3000 cannot.

You can use report RFSKVZ00 to view the G/L account directory with chart ofaccount- and company code-specific data.


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Figure 21: Chart of accounts segment

The chart of accounts contains basic information about the accounts. Theinformation for an account is summarized in a chart of accounts segment.

It contains:

� Account number� Name of the account (as short and as long text)� Control fields (see the following graphics)� Consolidation fields

You can translate the chart of accounts into other languages in order to be ableto display the account name in the appropriate logon language when displayingmaster data and when posting. If the chart of accounts has not been translated intothe appropriate logon language, the account name appears in the maintenancelanguage.

Texts with different information can be assigned to each chart of accounts segment.



Figure 22: Fields in the Chart of Accounts Segment

The information entered in the chart of account segment for a G/L account appliesto all company codes.

You only enter this information once. Whenever you enter information for acompany code for an account number, the information from the chart of accountssegment is accessed automatically, so you do not have to enter it again.

Texts entered for the chart of accounts segment are managed by text ID andlanguage. You can display texts using the report �Account Assignment manual�(RFSKTH00).

You can search for account numbers using keywords.

You can define and change the layout of the tab pages for the individual processingof the G/L account master data. You can define:

� The number of tab pages� The title of the tab pages� The field groups that you require and their position on the tab pages� You can select the layouts for central processing, and processing in the chart

of accounts- and company code-specific area. The standard system containslayouts for these editing functions (they start with SAP). You can copy theselayouts, adjust them to meet your requirements, and then assign them to yourchart of accounts or your account groups.


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Figure 23: Company Code Segment

To use one of the accounts from the assigned chart of accounts in your companycode, you must create a company code segment for the account. This companycode segment is added to the chart of accounts segment, and together they formthe account.

The company code segment contains information that refers exclusively to thecompany code concerned. This information controls the entry of accountingdocuments and the management of accounting data.

In the graphic �Company Code Segment�, the company code does not use account000002 but another company code in your group may do. This could be, forexample, a foreign currency balance sheet account that is managed in the currencyof the country in which the company code in the graphic does not have anybusiness partners, but another company code in the group does.

Figure 24: Fields in the Company Code Segment



The company code segment for the same G/L account can be different dependingon the requirements of the company code. For example, you set the �TaxCategory� indicator for a specific company code to include taxes when expenseaccounts are used. For other company codes, you might not set the indicator.

You define the information that is relevant to each company code:

� Currency� Taxes� Reconciliation account� Line item display� Sort key� Field status group� House bank� Interest calculation information

As mentioned in the graphic for the chart of accounts segment, texts are managedby text ID and language. You can display texts using the report �AccountAssignment Manual�.

Figure 25: One Chart of Accounts, Several Company Codes

Every company code that wants to use an account from the assigned chart ofaccounts has to create its own company code segment. Because the number andname of the account is maintained in the chart of accounts, the account has thesame name and number in all assigned company codes.



Figure 26: Balance Sheet and P&L Statement Accounts

In the chart of accounts segment, you have to specify whether the account is abalance sheet or a profit and loss statement account.

These two types of accounts are treated differently in the closing procedure.

� For balance sheet accounts, the balance is carried forward to the sameaccount.

� For profit and loss statement accounts, the balance is carried forward to aretained earnings account and the profit and loss statement account is set tozero. A key (for example, X) is assigned to the account to which the balanceis carried forward. You enter this key in the field "P&L Statement Type" inthe chart of accounts segment.

In Customizing, users define the retained earnings account that is assigned toexpense accounts during G/L account master record creation. If there is onlyone retained earnings account, the system automatically uses the one defined inCustomizing. If there is more than one retained earnings account, when you createa master record, you can select the retained earnings account for each profit andloss statement account.



Figure 27: Account Groups for G/L Accounts

Since a chart of accounts contains many different types of accounts, they canbe grouped into different account groups. Usually, one account group groupsaccounts with the same tasks within the general ledger, for example, cash accounts,material accounts, asset accounts, profit and loss statement accounts, and so on.

By assigning a number range to an account group, you can ensure that accountsof the same type are within the same number range. Number intervals for G/Laccount master records can overlap.

You must enter the account group in the chart of accounts segment; it controls theappearance of the company code segment of a G/L account. For example, for allof your cash accounts, you want to be able to display all of the line items. InCustomizing, you therefore alter the field status for your �Cash Accounts� accountgroup to make �line item display� a required entry field.

mySAP ERP delivers predefined account groups.



Figure 28: Field Status

The field status enables you to control the display and maintenance of an account'smaster data.

� You can assign fields that you do not use the status Hide.� Fields whose values must not be changed can have the status Display

(even in change mode).� For fields where you must enter a value, you can define the status

Required Entry.� Fields that can contain an entry, but are not required, can be set to

Optional Entry.

Certain fields are grouped together and their field status is valid for the entiregroup, for example, interest calculation indicator, interest cycle, and last interestcalculation key date.

The fields �Account Currency� and �Field Status Group� are always requiredfields. This status cannot be changed.

Note: Fields that are hidden may still contain values that are taken intoconsideration.



Figure 29: Field Status for Master Data

The fields displayed in the general ledger account master record are not onlycontrolled by the account group, but also by the transaction that you are using toedit the master data (transaction-specific control), for example Create, Change,Display. If you do not want certain fields to be modifiable after you have createda master record, specify that a particular field is not modifiable in the �ChangeMaster Data� transaction in Customizing. For example, you want the currency ofyour cash account to be GBP and you do not want this to be modifiable. In thetransaction �Change Master Data� in Customizing, assign the status �Display� tothe relevant field.

For each field, the field status definitions from the account group and thetransaction are taken into consideration and the one with higher priority is used.The priorities are (starting with the highest):

� Hide� Display� Required entry� Optional entry

Fields which are accessed with the transaction master record display are alwayseither displayed or hidden, since you cannot make an entry in a "display"transaction.

If you do not want to use the transaction-specific control, set the field status forall fields to optional. Since this field status has the lowest priority, the accountgroup-specific control is always used.



Figure 30: Reconciliation Accounts

Reconciliation accounts are general ledger accounts assigned to the businesspartner master records to record all transactions in the sub-ledger.

All postings to the subledger accounts are automatically posted to the assignedreconciliation accounts. The general ledger is therefore always up to date.

You define a G/L-account as a reconciliation account by entering one of thefollowing account types in the field Reconciliation Account for Account Type:

� D for Accounts Receivable� K for Accounts Payable

The reconciliation account is then only valid for the account type specified.

Typical reconciliation accounts are "accounts payable" and "accounts receivable".

Note: You cannot post amounts directly to reconciliation accounts.

If you want to look at the business partner accounts assigned to a specificreconciliation account, you can select the field for the reconciliation account in thecustomer or vendor list (RFDKVZ00 or RFKKZV00) via the free selections.



Figure 31: Line Item Display

Transaction figures are the totals of line item postings on the debit or credit side.The balance is the difference between the debit and the credit transaction figure.

The �Line Item Display� field is a control field in the company code segmentof an account.

� For accounts without �line item display�, only the transaction figures areupdated when documents are posted to these accounts. When a user wants tolook at this account online, they can only view the balance.

� For accounts with �line item display� the most important data from theposted line items is stored in a special index table. Because this data is alsostored in the documents, it is redundant and needs additional storage andsystem time. When a user wants to look at this account online, they can viewboth the balance and the individual line items. You can use report RFSEPA01to subsequently activate the line item display - read the documentation forthis report before you execute it.


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Since the line item display takes up additional system resources, you should onlyuse it if there is no other way of looking at the line items. You should not activatethe line item display for:

� Reconciliation accounts (line items are managed in the subledgers)� Revenue accounts (line items are managed by the Sales order Management

application)� Material stock accounts (line items are managed by the Purchasing

Management application)� Tax accounts (Tax items are only useful in connection with the document;

the tax amounts were already checked when the document was posted.)

Figure 32: Open Item Management

Items in accounts with open item management are specified as open or cleared.

Accounts with open item management must have line item display activated.

Open item management is a prerequisite if you need to check whether there is anoffsetting posting for a given business transaction. You can display open andcleared items separately, and therefore it is easy to see which business transactionsstill need to be cleared.

You should use open item management for the following accounts:

� Bank clearing accounts� Clearing accounts for goods receipt/invoice receipt� Salary clearing accounts.


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You can only activate or deactivate open item management if the account has azero balance.

Figure 33: Account in Local Currency

You can select one of the following currencies as account currency:

� Local currency� Foreign currency

As standard, the local currency is proposed as the account currency when youcreate a G/L account.

If the account currency is the local currency, the account can be postedto in any currency. The other currencies are translated into the local currencyfor each line item.

Transaction figures are managed for each currency:

� Local currency (total of all posting amounts translated into local currency)� Currency 1 (total of all amounts posted in currency 1, may be the local

currency)� Currency 2 (total of all amounts posted in currency 2)� Currency 3 (total of all amounts posted in currency 3)� And so on.

This applies whether or not line item display is activated.


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Figure 34: Only Balances in Local Currency

If the "Only Balances in Local Currency" checkbox is set in the master datarecord, transaction figures are only managed for amounts converted to thelocal currency.

You should select this field for clearing accounts where you want to clear accountsby assigning items with the same local currency amount with one another, withoutnecessitating exchange rate difference postings.

The indicator must be set in cash discount and GR/IR clearing accounts.

It must not be set in reconciliation accounts for customers or vendors.

The indicator is usually set in balance sheet accounts that are not managed inforeign currencies and not managed on an open item basis.



Figure 35: Account in Foreign Currency

Accounts with a foreign currency as the account currency can only be posted toin this foreign currency.

� Manually

� One-step: Create both segments simultaneously (centrally)� Two-step:

1. Chart of accounts segment

2. Company code segment

� Copying

� Copying an individual G/L account with reference to another G/Laccount

� Copy the entire company code segment� Copy the entire chart of accounts segment

� Data Transfer

� Transfer a new chart of accounts from an external system

� Create Manually:

� With the two step method, you create the chart of accounts segmentseparately from the company code segment. This allows you to createthe G/L account only in the chart of accounts segment or in multiplecompany code segments.



� Use the one-step method to create a G/L account in a specifiedcompany code. Repeat step 2 of the two-step method, that is, creationin the company code segment, to create the G/L account in additionalcompany codes as needed.

� Creating G/L accounts by copying:

� To create an account that has the same properties as an existing account,that is, another cash account, create the new account with reference tothe existing account and change the account name accordingly.

� If all of the G/L accounts in an existing company code are required inanother company code, you can copy the entire company code segmentto the new company code.

� You can also copy the entire chart of accounts to a new chart ofaccounts, including the account determination. You can also copythe financial statement version.

� Data Transfer:

� To reduce data entry, programs such as RFBISA00, Batch InputInterfaces for G/L Account Master Data, can be modified by the ABAPteam to transfer new charts of accounts.

Figure 36: Collective Processing

The mySAP ERP System provides collective processing functions for the G/Laccount master records.

You can change the master data in the chart of accounts segment, company codesegment, or the names of several G/L accounts at the same time. The G/L accountscan be from different charts of accounts.



You can make changes to the displayed G/L accounts:

� You can select the fields to be changed� You can change the values of the fields displayed. Enter the new values

in the column �New� to replace the existing values. For all G/L accountsselected, the old value is replaced with the new value

NOTE: Changes to existing G/L accounts are effective as soon as they have beensaved and could have far-reaching consequences. You should therefore checkyour changes before saving.

Figure 37: Group Chart of Accounts

For internal purposes, cross-company code reporting may be useful, for example,financial statements that contain the items of several company codes.

This is no problem as long as all company codes use the same chart of accounts.However, some company codes may have to use special charts of accountsbecause of legal requirements. If this is the case, the following procedure appliesfor internal reporting:

� A group chart of accounts can be used. This group chart of accounts mustcontain all of the group accounts.

� The group chart of accounts must be assigned to each operational chart ofaccounts. After you have done this, the �Group Account Number� field inthe chart of account segments of the operational charts of accounts becomesa required entry field.

� You must enter the group account number in the chart of accounts segmentof the operational account. Different accounts of one operational chart ofaccounts can refer to the same group account.

� You must use a financial statement version for the group chart of accounts.



Disadvantage: Because the company codes use different operational charts ofaccounts, you cannot carry out cross-company code controlling.

Figure 38: Country Chart of Accounts

An alternative to using a group chart of accounts is to use a country chartof accounts. All company codes use the same operational chart of accounts.Company codes that nevertheless require a special chart of accounts for externalreporting have the following option:

� A country chart of accounts is assigned.� The country chart of accounts number (alternative account number) is

entered in every company code segment. Every country chart of accountsnumber can only be used once.

Note: Since all company codes use the same operational chart of accounts forpostings, you can carry out cross-company code controlling.

Disadvantage: Accounting clerks who may be familiar with the country charts ofaccounts will first have to get used to using the operational chart of accounts.



Figure 39: Scenario: Charts of Accounts for a Group

In the scenario of an international group as shown in the graphic, cross-companycode cost accounting is possible for the European company codes, since thecompany codes in Spain, Germany, and England all use the same operationalchart of accounts. The European company codes all use chart of accounts INTas their operational chart of accounts.

The company code in the United States and the one in Canada both use chartof accounts CAUS as their operational chart of accounts. Cross-company codecontrolling is therefore also possible in North America.

To create reports using the country chart of accounts, the board of the group hasdecided to define country-specific charts of accounts for the company codes.

The board also decided that the group does not need controlling for Europe andNorth America combined, but that they would like consolidation to take place.Therefore, a group chart of accounts (CONS) was set up for the operating chartsof accounts INT and CAUS.



Exercise 4: General Ledger Accounts

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create and use a chart of accounts� Create general ledger accounts� Create account groups� Check your knowledge about general ledger accounts

Business ExampleThe accounting department requires additional general ledger accounts to handleauthorized travel expenses and disbursements. An authorized travel expense is anexpense over 10,000 units of local currency approved by the Accounting manager.The expense account numbers must fall within the range of AE0000 to AE9999.The disbursement account numbers must be within the range CD0000 to CD9999.

Task 1:Carry out the following tasks:

1. A G/L account consist of which segments?

2. When you copied company code 1000 in the previous exercise, you copiedthe chart of accounts as well as the company code segment for your companycode. The associated account groups were also copied with the chart ofaccounts. For the general ledger accounts mentioned in the business scenario,the accounting department needs two additional account groups, one for theexpenses and one for the disbursements.

Copy the account group "ERG." within your chart of accounts (INT) to thenew account group AE## with the description �Authorized expenses ##�.Change the number range for the account group AE## to AE0000-AE9999accordingly.

Copy the account group "SAKO" within your chart of accounts (INT) tothe new account group CD## with the description "Cash expenses ##".Change the number range for the account group CD## to CD0000-CD9999accordingly.




3. Create three general ledger accounts: Two for authorized expenses(entertainment expenses, sports car rental expenses), and one for cashpayments. To create the accounts use reference accounts that your instructorgives you. Use the new account group AE## or CD## for the new accounts.Then display the chart of accounts for your company code.

Account number: AE01##, AE02##, CD03##Reference account numbers: Your instructor will give you this

information.

Hint: Use group account number 312600 �Other General Expenses�for the new accounts for authorized expenses. You can use groupaccount number 110100 for the new account for cash disbursements.You will find further information about reference account numbersin the unit on �master data�.

4. Name the possible field status definitions in the order of their priority:

5. Different company codes can use the same.

Fill in the blanks to complete the sentence.

6. The controls the field display for the companycode data in the G/L account master record.Fill in the blanks to complete the sentence.

7. contain the total of thetransaction figures for the corresponding subledger accounts.Fill in the blanks to complete the sentence.





1. Reconciliation accounts are updated on a daily basis.Determine whether this statement is true or false.□ True□ False

2. You can always display the line items of a G/L account.Determine whether this statement is true or false.□ True□ False

3. G/L accounts with open item management must have line item display.Determine whether this statement is true or false.□ True□ False

4. G/L accounts that are managed in local currency can only be posted to inthis currency.Determine whether this statement is true or false.□ True□ False

5. G/L accounts that are managed in a foreign currency can only be postedto in this foreign curren cy.Determine whether this statement is true or false.□ True□ False

6. Because the company codes use different operational charts of accounts, youcannot carry out cross-company code controlling.Determine whether this statement is true or false.□ True□ False



Solution 4: General Ledger AccountsTask 1:Carry out the following tasks:

1. A G/L account consist of which segments?

Answer:

� Chart of accounts segment� Company code segment

2. When you copied company code 1000 in the previous exercise, you copiedthe chart of accounts as well as the company code segment for your companycode. The associated account groups were also copied with the chart ofaccounts. For the general ledger accounts mentioned in the business scenario,the accounting department needs two additional account groups, one for theexpenses and one for the disbursements.

Copy the account group "ERG." within your chart of accounts (INT) to thenew account group AE## with the description �Authorized expenses ##�.Change the number range for the account group AE## to AE0000-AE9999accordingly.




Copy the account group "SAKO" within your chart of accounts (INT) tothe new account group CD## with the description "Cash expenses ##".Change the number range for the account group CD## to CD0000-CD9999accordingly.

a) Copy G/L account group.

IMG: Financial Accounting→ General Ledger Accounting→ G/LAccounts→Master Data→ Preparations→ Define Account Group

Scroll down to your chart of accounts INT.

Select the account groups SAKO, General G/L Accounts II andERG, Profit and Loss Statement Accounts for your chart ofaccounts, and the icon for �Copy as�.

Field Name or Data Type ValuesNext, overwrite the ERG account group with the followinginformation:Account Group AE##Name Authorized Expenses ##From Account AE0000

To Account AE9999Then overwrite the SAKO account group with the followinginformation:

Account Group CD##Name Cash Disbursements ##From Account CD0000To Account CD9999

Select "Enter" and then "Save".

3. Create three general ledger accounts: Two for authorized expenses(entertainment expenses, sports car rental expenses), and one for cashpayments. To create the accounts use reference accounts that your instructorgives you. Use the new account group AE## or CD## for the new accounts.Then display the chart of accounts for your company code.




Account number: AE01##, AE02##, CD03##Reference account numbers: Your instructor will give you this

information.

Hint: Use group account number 312600 �Other General Expenses�for the new accounts for authorized expenses. You can use groupaccount number 110100 for the new account for cash disbursements.You will find further information about reference account numbersin the unit on �master data�.

a) Create general ledger accounts (expense accounts):

SAP Easy Access menu: Accounting→ Financial Accounting→General Ledger→ Master Records→ G/L Accounts→ IndividualProcessing→ Centrally

Or transaction code: FS00

Field Name or Data Type ValuesG/L Account AE01##Company Code GR##

Choose G/L Account→ Create With Reference.

Field Name or Data Type ValuesAccount Number Your instructor will give you this

information.Company Code GR##

Choose �Enter�.

Hint: Make settings so that you can display key information(for example, AE##, CD##) in all dropdown lists.

Use the shortcut �Alt+F12� to access Customizing of LocalLayout. Under �Options�, choose the �Expert� tab page.

Select the entry �Show Keys in all Dropdown Lists�. Copythe setting.




Field Name or Data Type ValuesAccount Group AE## (authorized expenses ##)Short Text Entertainment ##G/L Account Long Text Entertainment expenses ##Group account number 312600

Choose the�Control Data� tab and delete the entry in the �AlternativeAccount Number� field.

Choose �Save�.

If necessary, confirm the information messages with �Enter�.

Repeat this process to create the additional expense accountAE02## for Sport�s Car Rental Expense.

b) Create a general ledger account (cash payment account):



Field Name or Data Type ValuesG/L Account CD03##Company Code GR##

Choose G/L Account→ Create With Reference.

Field Name or Data Type ValuesAccount Number Your instructor will give you this

information.Company Code GR##

Choose �Enter�.

Field Name or Data Type ValuesAccount Group Cash Disbursements ##Short Text Disbursements GR##G/L Account Long Text Cash Disbursements GR##Group account number 110100




Choose the �control data� tab and delete the alternative account no.

Choose �Save�.

If necessary, confirm the information messages with �Enter�.

c) Display your chart of accounts:

SAP Easy Access menu: Accounting→ Financial Accounting→General Ledger→ Information System→ General Ledger Reports→Master Data→ G/L Account List→ G/L Account List

On the selection screen, enter the following information�

Field Name or Data Type ValuesChart of Accounts INTCompany Code GR##

Choose �Execute�.

This report shows you master data for every general ledgeraccount. Use the binoculars icon (Ctrl + F) to navigate to the newG/L accounts you have created.

Select the green arrow to return to the selection screen.

Remove all of the checkmarks from the boxes in the �OutputControl� section and re-run the report.

Now the report will give you the account number and G/L accountlong text.

Note: You have just added three new general ledger accountsto your chart of accounts and run a report to check the chart ofaccounts for your company code.

4. Name the possible field status definitions in the order of their priority:

Answer:

� Hide� Display� Required entry� Optional entry

5. Different company codes can use the same chart of accounts.

Answer: chart of accounts




6. The account group controls the field display for the company code datain the G/L account master record.

Answer: account group

7. Reconciliation accounts contain the total of the transaction figures for thecorresponding subledger accounts.

Answer: Reconciliation accounts


1. Reconciliation accounts are updated on a daily basis.

Answer: False

The reconciliation accounts are updated realtime.

2. You can always display the line items of a G/L account.

Answer: False

You can only display the line items if the account is managed with line itemdisplay.

3. G/L accounts with open item management must have line item display.

Answer: True

You cannot define a G/L account with open item management withoutselecting the �Line item display� option.

4. G/L accounts that are managed in local currency can only be posted to inthis currency.

Answer: False

G/L accounts in local currency can be posted to in any currency.

5. G/L accounts that are managed in a foreign currency can only be postedto in this foreign curren cy.

Answer: True

If you select a foreign currency as the account currency, you can only postamounts in this foreign currency to this account.

6. Because the company codes use different operational charts of accounts, youcannot carry out cross-company code controlling.

Answer: True

You can carry out cross-company code controlling if each company codeuses the same operational chart of accounts.



Lesson Summary

You should now be able to:� Define and use a chart of accounts� Describe the structure of a general ledger account� Control the format of a general ledger account� Name and describe different types of general ledger accounts� Create, maintain, and control general ledger accounts� Describe how you can change several general ledger accounts at the same


accounts


TFIN50 Lesson: Customer/Vendor Accounts

Lesson: Customer/Vendor Accounts

Lesson OverviewYou will be introduced into the master records of customers and vendors accounts.


� Describe the structure of customer and vendor accounts� Discuss the similarities and differences between general ledger and customer

and vendor accounts� Control and maintain customer and vendor accounts� Explain relationships between customer and vendor accounts

Business ExampleThe accounting manager is looking for similarities and differences between thegeneral ledger accounts and the subledger accounts. He is interested in thestructure of the customer and vendor accounts. Above all, he wants to know whatoptions the search help gives him.

Figure 40: The Accounting View of the Customer/Vendor Account



Just like general ledger accounts, customer and vendor accounts also have twosegments:

� One segment at client level, that contains general data. This data can beaccessed throughout the whole organization.

� A segment at company code level, that contains company code-specificdata. Any company code that wishes to do business with a specific customeror vendor has to create a company code segment for this customer or vendor.This also creates a customer or vendor account.

Using reports RFBIDE10/RFBIKR10, you can transfer customer/vendor masterdata maintained in a source company code into another company code.

Figure 41: The Sales View of the Customer Account

Because the sales and distribution department also stays in contact with a customerand has to know specific data about this customer, a .sales area segment canbe created for each customer.

Any sales area that wants to do business with a customer has to create a sales areasegment first. The sales area segment contains sales area-specific data.



Figure 42: The MM View of the Vendor Account

Just as there is a sales area segment for customers, there are purchasingorganization segments for vendors.

Any purchasing organization that wants to do business with a vendor has to createa purchasing organization segment first. The purchasing organization segmentcontains purchasing organization-specific data.

Figure 43: The Complete Customer Account

A complete customer account consists of the following three segments:

� General data at the client level� Company code segment� Sales area segment



Usually, the sales area segment must at least be created for the sales area assignedto the company code. Note: There may be other sales areas doing business withthe customer as well.

The account number is assigned to the customer at the client level. This ensuresthat the account number for a customer is the same for all company codes andsales areas.

Figure 44: The Complete Vendor Account

A complete vendor account consists of the following three segments:

� General data at the client level� Company code segment� Purchasing organization segment

Usually at least the purchasing organization segment for the purchasingorganization assigned to the company code must be created. There may be otherpurchasing organizations doing business with the vendor as well.

The account number is assigned to the vendor at the client level. This ensures thatthe account number for a vendor is the same for all company codes and purchasingorganizations.



Figure 45: Centralized Versus Decentralized Maintenance (AR)

The system offers separate functions for maintaining customer master recordsdepending on the requirements of your organization. These data records can bemaintained centrally for all areas or separately for Financial Accounting andSales and Distribution.

For the rest of this course we will focus on the maintenance of customer masterrecords in Financial Accounting.

Hint: When implementing both Accounts Receivable and Sales andDistribution, members of both of these implementation teams must worktogether to decide how to configure customer master records and who willbe responsible for their maintenance.



Figure 46: Centralized Versus Decentralized Maintenance (AP)

As for customer master records, vendor master records can be maintainedcentrally for all areas or separately for Financial Accounting and MaterialsManagement.

For the rest of this course we will focus on the maintenance of vendor masterrecords in Financial Accounting.

Hint: When implementing both Accounts Payable and MaterialsManagement, members of both of these implementation teams must worktogether to decide how to configure vendor master records and who willbe responsible for their maintenance.



Figure 47: Compare Master Data

If you use the components Purchasing Management and/or Sales ordermanagement customers and vendors must be maintained for both components. Itis easiest to create customer/vendor master records centrally to ensure that they areset up correctly. However, in some cases, Purchasing Management/Sales OrderManagement create their own segments of the master record and Accountingcreates its own segments. In this case, there is the risk of creating incomplete orduplicate master records. To find and correct these incomplete accounts, you canrun report RFDKAG00, Customer Master Data Comparison, or RFKKAG00,Vendor Master Data Comparison, and make the necessary corrections. You canthen correct the accounts.

You can prevent the creation of duplicate accounts as follows:

� Use the matchcode before you create a new account� Activate the automatic duplication check



Figure 48: Pages of the Customer/Vendor Account

If you want to change or display an account, you can go directly to every page byselecting it on the initial screen.

Important fields are:

� Search terms: You can enter an abbreviation for the customer/vendor namein these fields. The format is defined by company guidelines and practices.

� Corporate Group: Customers or vendors who belong to one corporate groupcan be grouped together by a user-defined group key. This group key can beused for running reports, transaction processing, or for matchcodes.

� Accounting clerk: The name of the accounting clerk must be saved underan ID. You can enter this code in the customer/master records for which theclerk concerned is responsible. The name of the clerk is then printed oncorrespondence automatically. You can also use this ID for sorting dunningand payment proposal lists.

You can enter explanatory texts in every segment.

Line item display and open item management are configured as standard for everycustomer/vendor account.

You can also create new customer and vendor master records with referenceto an existing master record. Only data that does not refer directly to thecustomer/vendor is copied from the reference account to the new account, that is,no address information, and so on. The data that was copied should be checkedand changed, if necessary, before the record is saved. We recommend that youcreate a reference account for every account group.



Figure 49: IBAN (International Bank Account Number)

The IBAN (International Bank Account Number) is an internationally recognized,unique identification number for a certain bank account. IBANs were designedby the ISO (International Organization for Standardization) and ECBS (EuropeanCommittee for Banking Standards) to facilitate handling of international paymenttransactions. The IBAN contains a maximum of 34 alphanumeric characters andis structured differently in every country. It usually contains the country code,bank key, and account number.

The SAP system uses the IBAN in addition to the standard country-specific bankdetails. You can enter an IBAN as part of the bank details for customer/vendormaster data, and in the Customizing settings for your house bank. The IBAN canonly be entered in a vendor or customer master record if the business partnerprovides his or her IBAN and requests the entry. For this reason, you cannotautomatically generate and save the IBANs for several master records. You haveto enter the IBAN manually in each master record. For certain countries, thesystem generates a proposal.

When you enter an IBAN for new bank details, the system can generate thecountry-specific bank details for certain countries. If necessary, make sure that thepayment medium programs used can also output the IBANs.



Figure 50: Account Groups for Customers/Vendors

When you create customer/vendor master records, enter the account group on theinitial screen. In Financial Accounting, once the customer/vendor account hasbeen created, you can no longer change the account group. However, if you usepartner roles in Sales and Distribution, in some cases the account group can bechanged from, for example, an ordering address to a ship-to address. For moreinformation see the SAP Library in Sales and Distribution.

Figure 51: Number Ranges for Customers/Vendors

There are separate number ranges for customer and vendor accounts. The rangeof possible account numbers is divided into smaller number ranges. Numberranges must not overlap.



For each number range you can define whether the number assignment is internalor external. Internal numbers are assigned by the system, whereas externalnumbers are entered by the user who creates the record. External numbers maybe alphanumeric.

With internal number assignment, the system always assigns the next numberavailable in the range to a new account. If you want to know how many numbersare left in a specific number range, you can display the Current Number.

With external number assignment, the user chooses the account number. Numbersdo not have to be assigned in sequence; therefore, a current number cannot bedisplayed.

Each number range can be assigned to one or more account groups.

Figure 52: Normal Account or One-Time Account

For all customers or vendors with whom you rarely do business, create a specialcustomer and a special vendor master record. These master records containsreceivables and payables for one-time customers/vendors (one-time accounts). Incontrast to other master records, a one-time account master record does not containany information about a specific customer/vendor since this account is used formore than one customer/vendor. Therefore, the customer-/vendor-specific fieldsshould be hidden.

You enter the customer-/vendor-specific data for one-time customers/vendors inthe document during posting.



Figure 53: Status of the Fields in the Master Record

The account group is used to control the fields displayed in the master record. Forexample, to ensure that all correspondence has complete address information,change the field status so that all address fields are marked as "required entry".

Figure 54: Controlling the Field Status



The layout of customer/vendor master data screens can be affected by severalfactors:

Account group-specific control: Usually, the field status is controlled only bythe account group. This means that all accounts of one account group have thesame screen layout.

Transaction-specific control: The field status can be dependent on the masterdata transaction ("Create", "Change" or "Display"). The transaction-dependentfield status should be set to �display� for the �change� transaction if the field isnot to be changed after it has been created, such as the �reconciliation account�field, for example.

Company code-specific control: You have already seen the accountgroup-specific and the transaction-specific field status with the general ledgeraccount groups. You can control the field status for fields in the company codesegment of customer and vendor master records via the company code-specificscreen layout. You can hide fields that are not used in a specific company code,but enter values in these fields in other company codes. For example, if a companycode does not want to use the dunning program, hide the relevant fields for thiscompany code.

The account group-specific field status, the transaction-specific field status andthe company code-specific field status are compared, and the field status with thehighest priority is used.

Fields that are accessed with the �display� transaction are always either displayedor suppressed, since you cannot make an entry in a �display� transaction.

If you do not want to use the transaction-specific or company code-specificcontrol, set the field status for all fields to optional. Since this field status has thelowest priority, the account group-specific control is always used.



Figure 55: Dual control principle

You now can define that one person makes changes to customer or vendor masterdata while another person is responsible for confirming the changes, usually forcritical customer/vendor changes.

First you have to define the fields for dual control in the customer/vendor masterrecords in the IMG.

If you define a field in the customer/vendor master record as �sensitive�, thecorresponding customer/vendor is blocked for payment if the entry is changed.The block is removed when a second person with authorization checks the changeand confirms or rejects it.

The confirmation for the changes can be made for a single customer/vendor or youcan get a list. This list can be restricted by:

� Customer/vendor� Company Code� Accounts not yet confirmed� Accounts rejected� Accounts to be confirmed by me� You can display the customer or vendor master record for all accounts

using reports RFDABL00 or RFKABL00.



Figure 56: Customer/Vendor Clearing

If a customer is also a vendor, or vice versa, the payment and the dunning programcan clear open items against each other. The open items of the assigned accountcan also be displayed in the line item display and the open item selection screens.

To clear open items, you have to carry out the following steps:

� You have to enter the vendor account number in the customer account, orvice versa.

� Each company code can decide separately whether it wants to clear openitems between customers and vendors. If clearing is to be used, you haveto select the field "Clearing with Vendor" in the customer account or thecorresponding field in the vendor account.

If you set the indicator Account Control and Status in the area AdditionalSelections in the report for the customer or vendor list (RFDKVZ00 orRFKKVZ00), when you print the report you can see the partner relationshipsfor the respective customer or vendor.



Figure 57: Alternative Payer/Payee

At the client and company code level, you can enter an alternative payer/payee.The entry in the company code segment has higher priority than the entry at clientlevel.

There are several options for using this function within the master record. If youset the �Individual Entries� indicator when creating an invoice, you can enterinformation about an individual payer/payee for a customer/vendor that has notbeen created in mySAP ERP.

If the alternative payer/payee is an existing customer or vendor, you can enterthe customer/vendor account number as permitted payee/payer in the masterrecord. During invoice entry, you can choose one of these payer(s)/payee(s) usingmatchcodes.

If you enter an alternative payer, the amount to clear the due open items in theaccount is paid by the alternative payer.

If you enter an alternative payee, the amount that the company has to pay to clearthe open items due is paid to the alternative payee (the payments that normally goto the vendor would go, for example, to the bankruptcy administrator).

If you set the "Payment Data" indicator in the "Additional Selections" area in thereport for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when youprint the report you can see the alternative payer for the respective customer orthe alternative payee for the vendor.



Figure 58: Head Office/Branch

In some industries, customers submit orders locally, through the branch, but payinvoices centrally through the head office. There is a difference between the goodsflow and the cash flow. You can reflect this in the SAP System via head officeand branch accounts.

All items posted to a branch account are automatically transferred to the headoffice account. Usually, dunning notices go to the head office and it is thehead office that makes and receives payments. However if the �DecentralizedProcessing� field is selected in the head office master record, the dunning andpayment programs use the branch account instead.

If you set the "Account Control and Status" indicator in the "AdditionalSelections" area in the report for the customer or vendor list (RFDKVZ00 orRFKKVZ00), when you print the report you can see the possible head offices foreach of the branches.



Exercise 5: Customer/Vendor Accounts

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create customer/vendor account groups� Create customer/vendor accounts� Check your knowledge about customer/vendor accounts

Business ExampleCustomer and vendor master data is created by the accounting department.

Customer accounts:

� Account number is assigned automatically� Payment terms must be maintained by the accounting clerk

Vendor accounts:

� Account number is assigned by the clerk� The manager of the Accounts Payable department wants to use the extended

search, where both search terms (search term 1 and search term 2) mustbe entered.

� Check that the search term 1 is a sensitive field for changes.

Task 1:Do not change the number ranges since they are valid for all company codes!

1. Create an account group D## with the description "Customers ##" for theregular customer accounts. Do this by copying the account group KUNAand configuring D## according to the requirement in the business scenario.Assign the number range 02 to the account group.

2. Create a regular customer account with the new account group D##.Complete the following fields with the data below:

Search Term: GR##Group ID: AC200Reconciliation Account: Trade Receivables - Domestic

140000Terms of Payment: 0002




3. Create an account group K## with the description "Vendors ##" for theregular vendor accounts. Do this by copying the account group KRED andconfiguring K## according to the requirements in the business scenario.Assign the number range XX to the account group. Note: XX is the numberrange, NOT your group number!

4. Create a normal vendor account, Vendor ##, with the new account groupK##. Complete the following fields with the data below:

Search Term 1: GR##

Search Term 2: Vendor's last name

Hint:

Either: You have just noticed that it is not possible to enter a secondsearch term: What could be the reason for this? ... The answerappears in activity 2!

Or: You were able to make an entry for search term 2: The reasonwhy is given in activity 2 point 3 too.

Group ID: AC200Reconciliation Account: Payables 160000Planning Group: A1Terms of Payment: 0001

Task 2:When you check your master records again, you discover that one of the terms wasnot fulfilled: You could not enter both search terms in the vendor master record.

1. Check whether the fields for the search terms are required entry fields inthe master record.

2. Check whether the field "Search Term B" (Search Term 2) was defined as arequired entry field in the account group.

3. Why is the field not displayed in the master record? Check thetransaction-dependent field status for creating vendor master records.

4. Check why this occurred.

Tip: Double-click on the documentation for the IMG activity next to DefineScreen Layout per Activity (Vendors).




Task 3:The accounting manager then decides that the type of vendor should be recordedin the first search term. In this example, it is supplies, equipment, and so on,and the company code number in the second search term. The first search termis a sensitive field. The accounting manager must therefore confirm all changesin this field.

1. Make Search Term A a sensitive field.

2. Update your vendor master record with the new information

3. Confirm the changes that your neighbor made to their vendor master record.

4. A complete customer account consists of the following parts:

5. A complete vendor account consists of the following parts:


1. The customer/vendor accounts must always be maintained centrally.Determine whether this statement is true or false.□ True□ False

2. One number range can only be assigned to one account group.Determine whether this statement is true or false.□ True□ False




Task 5:Complete the sentence:

1. number assignment means that the mySAP ERP systemassigns the number automatically.Fill in the blanks to complete the sentence.

2. You maintain a customer/vendor master record ifyou create the Financial segments at the same time as the Sales orderManagement/Purchasing Management segments.Fill in the blanks to complete the sentence.

3. General ledger accounts have number assignment; customerand vendor master records can have ornumber assignment.Fill in the blanks to complete the sentence.



Solution 5: Customer/Vendor AccountsTask 1:Do not change the number ranges since they are valid for all company codes!

1. Create an account group D## with the description "Customers ##" for theregular customer accounts. Do this by copying the account group KUNAand configuring D## according to the requirement in the business scenario.Assign the number range 02 to the account group.

a) Create an account group for customers.

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Customer Accounts→Master Data→ Preparationsfor Creating Customer Master Data→ Define Account Groupswith Screen Layout (Customers)

Select �KUNA General customers�

Edit→ Copy As...

Overwrite the following data:

Field Name or Data Type ValuesAccount Group D##Name Customers ##

Double-click "Company Code Data" to edit the field status.

Double-click on �Payment transactions�.

Field Name or Data Type ValuesTerms of Payment Required entry

Choose �Save�.

Assign a number range to the account group:

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Customer Accounts→Master Data→ Preparationsfor Creating Customer Master Data→ Assign Number Rangesto Customer Account Groups




Field Name or Data Type ValuesGroup D##Number Range 02

Choose �Save�.

2. Create a regular customer account with the new account group D##.Complete the following fields with the data below:

Search Term: GR##Group ID: AC200Reconciliation Account: Trade Receivables - Domestic

140000Terms of Payment: 0002

a) Create a standard customer account.

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Master Records→ Create

Field Name or Data Type Values

Account Group Customers ## (D##)Customer BlankCompany Code GR##Reference Customer BlankReference Company Code Blank

Choose �Enter�.

�Address� tab:

Field Name or Data Type ValuesName Your choice. Be Creative!Search Term 1/2 GR##Street/house number Your choicePostal Code/City Your choiceCountry/Region Course country




Choose the �Control Data� tab page.

Field Name or Data Type ValuesGroup Key AC200

Choose the �Company Code Data� button.

Choose the tab page �Account Management�.

Field Name or Data Type ValuesReconciliation Account Select the F4 Help and then

Trade Receivables - Domestic.

Select the �Payment transactions� tab.

Field Name or Data Type ValuesTerms of Payment 0002

Choose "Save�.

Make a note of your customer number:__________________________




3. Create an account group K## with the description "Vendors ##" for theregular vendor accounts. Do this by copying the account group KRED andconfiguring K## according to the requirements in the business scenario.Assign the number range XX to the account group. Note: XX is the numberrange, NOT your group number!

a) Create an account group for vendors.

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Vendor Accounts→ Master Data→ Preparations forCreating Vendor Master Data→ Define Account Groups with ScreenLayout (Vendors)

Select �KRED Vendors�.

Edit→ Copy as...


Field Name or Data Type ValuesAccount Group K##Name Vendors ##

Doubleclick on �General Data� to edit the field status.

Doubleclick on �Address�.

Field Name or Data Type ValuesSearch Term B Required entry

Choose �Save�.

Assign a number range to the account group:

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Vendor Accounts→ Master Data→ Preparations forCreating Vendor Master Data→ Assign Number Ranges to VendorAccount Groups

Field Name or Data Type ValuesGroup K##Number Range XX

Note: XX is the number range, NOT your group number!

Choose "Save�.




4. Create a normal vendor account, Vendor ##, with the new account groupK##. Complete the following fields with the data below:

Search Term 1: GR##

Search Term 2: Vendor's last name

Hint:

Either: You have just noticed that it is not possible to enter a secondsearch term: What could be the reason for this? ... The answerappears in activity 2!

Or: You were able to make an entry for search term 2: The reasonwhy is given in activity 2 point 3 too.

Group ID: AC200Reconciliation Account: Payables 160000Planning Group: A1Terms of Payment: 0001

a) Create a normal vendor account.

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Payable→ Master Records→ Create

Field Name or Data Type ValuesVendor Vendor##Company Code GR##Account Group K##

Choose �Enter�.

�Address� tab:

Field Name or Data Type ValuesName Your choice. Be Creative!

Street/house number Your choiceSearch Term 1 GR##




Search Term 2 Vendor's last namePostal Code/City Your choiceCountry/Region Course country

Either: You have just noticed that it is not possible to enter a secondsearch term: What could be the reason for this? ... The answer appearsin activity 2!

Or: You were able to make an entry for search term 2: The reason whyis given in activity 2 point 3 too.

Go to→ Next Screen

Field Name or Data Type ValuesGroup: AC200

Goto→ Next screen, �Payment Transactions�

Goto→ Next Screen �Accounting Information�

Field Name or Data Type ValuesReconciliation Account Select the F4 Help and then Trade

Payables - Domestic.Cash Management Group: A1

Go to→ Next Screen �Payment Transactions, Accounting�

Field Name or Data Type ValuesTerms of Payment 0001

Choose "Save�.




Task 2:When you check your master records again, you discover that one of the terms wasnot fulfilled: You could not enter both search terms in the vendor master record.

1. Check whether the fields for the search terms are required entry fields inthe master record.

a) Check that the field is a required entry field in the master record.

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Payable→ Master Records→ Change

Field Name or Data Type ValuesVendor Vendor##Company Code GR##Address

Choose �Enter�.

The second search term does not show up on the screen in the�Search Terms� section. The screen has a blank space where thesecond search term field should be.

2. Check whether the field "Search Term B" (Search Term 2) was defined as arequired entry field in the account group.

a) Check the field status of the vendor account group. Check that the fieldis defined as a required entry field.

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Vendor Accounts→ Master Data→ Preparations forCreating Vendor Master Data→ Define Account Groups with ScreenLayout (Vendors)

Doubleclick on your account group K##.

Double click on �General data� to view the field status.

Double click on �Address.�

Verify the following data.





3. Why is the field not displayed in the master record? Check thetransaction-dependent field status for creating vendor master records.

a) Check the activity-specific field status: Check whether the field isdefined as a required entry field.

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Vendor Accounts→ Master Data→ Preparations forCreating Vendor Master Data→ Define Screen Layout per Activity(Vendors)

Double click on �Create Vendor (Accounting).�

Double click on �General Data� to view the field status.

Double click on �Address.�

Check the following data: Does the field �Search Term B� have thefield status �hide�? If so, make the following correction:


Choose "Save�.

Check the same information for the activity �Change Vendor�: To dothis, use the green back arrow to return to the overview screen.

Doubleclick on Change Vendor (Accounting).

Double-click on General Data to display the field status.

Double-click on Address.

Make sure that Search Term B is a required entry.

Save your entries.

Result: Data can now be entered in the field �Search Term B�by all the course participants. Reason: The definition of thetransaction-dependent field status is not specific to a particularcompany code.

4. Check why this occurred.




Tip: Double-click on the documentation for the IMG activity next to DefineScreen Layout per Activity (Vendors).

a) Hiding a field has the highest priority. The order is then as follows:�Display�, �Required Entry�, and �Optional Entry�.

This results in:

Account Group Required entryTransaction HideResult Hide

Task 3:The accounting manager then decides that the type of vendor should be recordedin the first search term. In this example, it is supplies, equipment, and so on,and the company code number in the second search term. The first search termis a sensitive field. The accounting manager must therefore confirm all changesin this field.

1. Make Search Term A a sensitive field.

a) Define Search Term A a sensitive field.

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Vendor Accounts→ Master Data→ Preparations forCreating Vendor Master Data→ Define Sensitive Fields for DualControl (Vendors)

Choose �New Entries�.

Click on the input help in the field �Field Name� and double-clickon search term 1 (ADRC-SORT1).

Choose �Save�.

Hint: The definition of sensitive fields is not companycode-specific. Therefore, this field may have already beenset up by your instructor or another participant.




2. Update your vendor master record with the new information

a) Change the vendor master record.


Field Name or Data Type ValuesVendor Vendor##Company Code GR##Address

Choose �Enter�.

Field Name or Data Type ValuesSearch Term 1 SuppliesSearch Term 2 GR##

If necessary, confirm any information with �Enter�.

Select �Enter� at the information message telling you that yourchanges need to be confirmed.

Choose "Save�.




3. Confirm the changes that your neighbor made to their vendor master record.

a) Confirm the vendor master record changes.

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→Master Records→ Confirmation of Change→ Single

Field Name or Data Type ValuesVendor Vendor ## of your neighborCompany Code GR## of your neighbor

Choose �Enter�.

Select the �Changes to sensitive fields� pushbutton to review thechanges. Doubleclick several times on the field name to displaydetailed information about the changes.

Select the green arrow to return to the main screen.

Select �Confirm� to confirm your neighbor�s change.

Choose "Save�.

Note: You have just�

� Created new account groups for customer and vendormaster records

� Created a new customer and vendor master record� Defined the first search term as a sensitive field in the

vendor master record� Changed your vendor master record� Confirmed your neighbor�s changes to their vendor

master record

4. A complete customer account consists of the following parts:

Answer:

� General data� Company code segment� Sales area segment




5. A complete vendor account consists of the following parts:

Answer:

� General data� Company code segment� Purchasing organization segment


1. The customer/vendor accounts must always be maintained centrally.

Answer: False

Customer/vendor accounts can be maintained centrally or decentrally.

2. One number range can only be assigned to one account group.

Answer: False

A number range can be assigned to several account groups.


1. Internal number assignment means that the mySAP ERP system assignsthe number automatically.

Answer: Internal

2. You maintain a customer/vendor master record centrally if youcreate the Financial segments at the same time as the Sales orderManagement/Purchasing Management segments.

Answer: centrally

3. General ledger accounts have external number assignment; customer andvendor master records can have internal or external number assignment.

Answer: external, internal, external



Lesson Summary

You should now be able to:� Describe the structure of customer and vendor accounts� Discuss the similarities and differences between general ledger and customer

and vendor accounts� Control and maintain customer and vendor accounts� Explain relationships between customer and vendor accounts



Lesson: Bank Accounts

Lesson OverviewYou will be given an introduction to the master records of bank accounts.


� Maintain bank master data� Define house banks� Create accounts at your house banks� Maintain the links between bank and G/L accounts

Business ExampleThe company wants to create a new house bank with the name Savings Bank.They open an account at the new bank with the account number 111111 and wantto reflect this in the system.

Figure 59: Bank Master Data (1)

Every bank that is used in the system (for example, as a house bank or as acustomer/vendor bank) you have to create a bank master record.


TFIN50 Lesson: Bank Accounts

Bank master records are stored centrally in the bank directory (report RFBKVZ00issues a list of banks - table BNKA - with their master data). Every record isidentified by the bank country and the bank key. Bank master records includeaddress data and control data, such as the SWIFT Code, postal giro data, and bankgroup (for payment optimization in the automatic payment program).

You can display changes to the bank master data for all banks using reportRFBKABL0.


Banks that your company uses are defined as house banks. You create house banksin Customizing and they contain bank master data, information for electronicpayment transactions, bank accounts per house bank, and general ledger accountsper bank account.

The payment program uses the house bank ID and the bank types to determinethe bank to be used (tip: Use meaningful abbreviations for the house bank ID andbank type - it simplifies the situation for yourself and other users).




Bank master data can be created four ways:

� When entering bank information in the customer or vendor master record, orin the Customizing for house banks

� Using the Create Bank transaction in the Accounts Receivable/Payablemaster data menu

� The bank directory can be imported from disk or tape using programRFBVALL_0, Country-Specific Transfer of Bank Data. The disk withthe bank directory can be obtained from one of the country�s bankingorganizations. The bank directory should be updated regularly.

� Customers that use the lockbox function can create a batch input session thatautomatically updates customer banking information in the master record.

When you enter bank details in the customer and vendor master record, youcan access banks already created in the bank directory. Then you only have toenter the bank country and the bank key; the name and address of the bank aredetermined automatically.

In the customer/vendor master record, the field �Bank Type� is used to distinguishbetween different banks. When processing invoices, if the customer/vendor hasmore than one bank, the user can choose a bank by using the matchcode in thepartner bank field.



Figure 62: Bank Accounts (1)

Each bank account is reflected in the SAP ERP system by a combination ofhouse bank ID and account ID. This combination is entered in a G/L account thatrepresents the bank account in the general ledger.

Figure 63: Bank Accounts (2)

You must also define bank accounts that are managed at the house banks. Theaccounts can be identified by an account ID which is unique per house bank. Thebank account data contains the number of the account at your bank, the accountcurrency, and the relevant G/L account.

For every bank account, a G/L account must be created. This G/L account isassigned to the bank account and vice versa. Both accounts have to have thesame account currency.



Exercise 6: Bank Master Data

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create a new bank master record manually� Define the new bank as your house bank� Define a bank account� Connect the bank account to a G/L account

Business ExampleA new bank, "Savings Bank", is founded and the enterprise decides to choose itas its house bank. The company opens a checking account at the new bank withthe account number 111111.

Task:Carry out the following tasks:

1. The new bank is not yet in the mySAP ERP bank directory. Therefore, enterthe new bank manually. The bank key will be given to you by your instructor.

2. Define the new bank as a house bank with the ID "HB##."

3. Create the current account under account ID �GIRO� and connect it to thegeneral ledger account given to you by your instructor.



Solution 6: Bank Master DataTask:Carry out the following tasks:

1. The new bank is not yet in the mySAP ERP bank directory. Therefore, enterthe new bank manually. The bank key will be given to you by your instructor.

a) Create a bank master record.

SAP Easy Access menu: Accounting→ Financial Accounting→Banks→Master Data→ Bank Master Record→ Create

Field Name or Data Type ValuesBank Country Course countryBank Key Your instructor will give you this

information.

Choose �Enter�.

Field Name or Data Type ValuesBank Name Savings BankRegion Your choiceStreet Your choiceCity Your choiceBranch Your choice

Choose �Save�.




2. Define the new bank as a house bank with the ID "HB##."

a) Define a house bank.

IMG: Financial Accounting→ Bank Accounting→ Bank Accounts→ Define House Banks

Field Name or Data Type ValuesCompany Code GR##

Choose �Enter�.

Edit→ New Entries

Field Name or Data Type ValuesHouse Bank HB##Bank Country Course country

Choose �Enter�.

Field Name or Data Type ValuesBank Key Bank key for your new bank

Choose �Save�.

3. Create the current account under account ID �GIRO� and connect it to thegeneral ledger account given to you by your instructor.

a) Create a current account.

IMG: Financial Accounting→ Bank Accounting→ Bank Accounts→ Define House Banks


Select your house bank HB##.

Doubleclick on Bank Accounts.

Edit→ New Entries




Field Name or Data Type ValuesHouse Bank HB##Account ID CURRName Current account ##Field Name or Data Type ValuesBank Account: 111111Currency Local currencyG/L Account Your instructor will give you

this information.

Choose �Save�.

Enter the account ID in the G/L account:



Field Name or Data Type ValuesG/L Account Your instructor will give you

this information.Company Code GR##

Select the �Create/Bank/Interest� tab.

G/L Account→ Change

Field Name or Data Type ValuesHouse Bank HB##Account ID CURR

Choose �Save�.

Note: You have just..

� Added your bank to the bank directory� Defined your bank as a house bank� Created a bank account for your bank� Connected a general ledger account to your house bank



Lesson Summary

You should now be able to:� Maintain bank master data� Define house banks� Create accounts at your house banks� Maintain the links between bank and G/L accounts


Unit Summary TFIN50

Unit SummaryYou should now be able to:� Define and use a chart of accounts� Describe the structure of a general ledger account� Control the format of a general ledger account� Name and describe different types of general ledger accounts� Create, maintain, and control general ledger accounts� Describe how you can change several general ledger accounts at the same


accounts� Describe the structure of customer and vendor accounts� Discuss the similarities and differences between general ledger and customer

and vendor accounts� Control and maintain customer and vendor accounts� Explain relationships between customer and vendor accounts� Maintain bank master data� Define house banks� Create accounts at your house banks� Maintain the links between bank and G/L accounts


Unit 3Document Control

Unit Overview


� Classify accounting documents� Display accounting documents� Describe the structure of accounting documents� Open and close posting periods� Open and close posting periods differently for different account types� Define the amounts that specific groups of accounting clerks are allowed

to post� Assign users to a tolerance group for highest amounts� Post simple documents in Financial Accounting

Unit ContentsLesson: Document Structure .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .120

Exercise 7: Document Header.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .129Exercise 8: Line Item... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139

Lesson: Posting Periods .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .147Exercise 9: Posting Periods.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .151

Lesson: Posting Authorizations .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .158Exercise 10: Posting Authorizations ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161

Lesson: Simple Documents in Financial Accounting... . . . . . . . . . . . . . . . . . . . .165Exercise 11: Simple Documents in Financial Accounting .. . . . . . . . . . . .169


Unit 3: Document Control TFIN50

Lesson: Document Structure

Lesson Overview


� Classify accounting documents� Display accounting documents� Describe the structure of accounting documents

Business ExampleEvery day, hundreds of financial documents are created in the company. Tosimplify the storage of the original documents, the documents have to be dividedinto several categories. The internal auditors require that all authorized expensedocuments be identifiable by a unique document type and are within an exclusivenumber range.

Different business transactions need different data within the documents. Somedata may be mandatory for specific postings.

The client requires that each item in the authorized expense account has a detaileddescription that justifies the expense.

Figure 64: Document in mySAP ERP Financials


TFIN50 Lesson: Document Structure

The SAP System works according to the document principle: A document issaved for every posting. The document remains as a complete unit in the systemuntil it is archived.

Every document is uniquely identified by the following fields:

� Document number� Company code� Fiscal year

Documents in mySAP ERP Financials include the following:

� A document header (information that applies to the entire document)� Between 2 and 999 document items (information that applies to the line

item) If you post documents via the Accounting interface (for example, fromSales Order Management, Purchasing Management, or other applications),this results in items in the accounting document that are identical in almostall of the fields. If you want to summarize accounting documents, read SAPNote 36353 and note the links to other related Notes.

Detailed data for the document header and line items (optional)

Two important control keys:

� Document type for the document header� Posting key for the line items

The SAP system records at least one document for every business transaction.Each document receives a unique document number.

The system can assign the document numbers (= internal number assignment) orthe user can assign the number during document entry (= external assignment).

A business transaction can create one or more documents. For example, whengoods arrive from a vendor, a material document is created to record data that isimportant for inventory management. An accounting document is created to trackfinancially-relevant information, such as G/L accounts and amounts.

Many business transactions occur in the system for which documents are created,but no accounting document is created because there is no effect for accounting.An example of this would be a purchase order in Materials Management.

Documents that are connected to each other are linked in the system, so that youhave an overview of every business transaction in the system.

Using report RFBELJ00, you can create a compact document journal in thesystem. It contains the most important data for the selected documents from thedocument headers and line items in tabular form.

You can use reportsRFBUEB00 andRFBUEB01 to find documents in the system.



Figure 65: Document Types

The document type controls the document header and is used to differentiatethe business transactions to be posted, for example, vendor invoices, customerpayments, and so on. Document types are defined at client level and are thereforevalid for all company codes. The standard system is delivered with documenttypes that can be changed or copied.

Document types define the following:

� Number ranges for document numbers� Account types permitted for postings

Document types also define the following:

� The field status of the document header fields �Document Header Text� and�Reference Number�

� Whether invoices are posted with the net procedure

In the procedure recommended by SAP for storing original documents, thedocument type controls document storage. Always store the original documentsunder the number of the system document. If the original document has anexternal number:

� Enter the external number of the original document in the "ReferenceNumber" field in the system document header

� Note the number of the system document in the original document



Figure 66: Important Standard Document Types

Document type AB allows postings to all account types.

All other document types limit the types of accounts you can post to. Documenttype DG, for example, allows you to post to customer (D) and G/L accounts (S)only.

To transfer billing documents from the mySAP ERP billing system, you needone of the following document types:

� RV, the default document type for Sales Order Management billingdocuments (customer invoices).

� RE, the default document type for Materials Management billing documents(vendor invoices).

When internal number assignment is used, the system assigns a new number toeach document in the Financial Accounting component. In external numberassignment, the system transfers the billing document number to the accountingdocument, providing this number has not already been assigned.

The payment program uses mostly the document type ZP for its automaticpostings.



Figure 67: Document Number Ranges

The document number range defines the number range for the documentnumbers that are to be assigned. These number ranges must not overlap.

� Internal number assignment: The system saves the last document numberthat was taken from the number range in the Current Number field andassigns the number following the current number as the next documentnumber, (see the �Document Number Ranges� graphic, examples 00 and 01).

� External number assignment: The user enters the number of the originaldocument, or the number is assigned automatically from another system. Thenumbers are usually not used in sequence and therefore the system cannotstore a current number (example 02). The numbers may be alphanumeric.

The document number range must be defined for the year in which it is used.There are two options:

� Up to a future fiscal year: At the beginning of a new fiscal year, the systemuses the number following the current number as the next number. It doesnot restart at the first number of the number range.

� For each fiscal year: At the start of a new fiscal year, the system startsagain with the first number of the number range. This helps to ensure thatthe number range is sufficient.

One number range can be assigned to several document types. You can copy theintervals of document number ranges from one company code to another, or copyintervals from one fiscal year to another.

You can use report RFBNUM00 to find gaps in the document number assignment.



Figure 68: Functions of the Posting Keys

Like document types, posting keys are defined at client level.

In addition to the above mentioned control functions, the posting key specifiesthe following:

� Whether the line item is connected to a payment transaction or not. Thisinformation is required for analyzing the payment history and creatingpayment notices.

� Whether the posting is sales-relevant and the sales figure of the account isto be updated by the transaction, for example, by the posting of a customerinvoice.

The posting keys have been enhanced for the Enjoy document entry functions.In the standard transactions, posting keys are labeled �debit� and �credit.� InCustomizing, mySAP ERP delivers the following default values:

� For G/L account posting: �Debit� is posting key 40, �credit� is posting key50.

� For customer invoices: �Debit� is posting key 01, �credit� is posting key 50.� For vendor invoices: �Credit� is posting key 31, �debit� is posting key 40.



Figure 69: Document Field Status

During document entry, different fields are displayed depending on the transactionand the accounts used. For example, when posting expenses, a cost center andtax information is usually required. However, when posting cash, this sameinformation is not necessary. These different displays during document processingare controlled by the field status.

As a general rule, you customize the account-specific field status for generalledger accounts. For customer and vendor processing, you customize the fieldstatus specific to the posting key as necessary.

Just as in the field status definition in G/L accounts, the field status with the higherpriority applies. The priority is shown above.

Exceptions to this rule:

� If business areas are used, the business area field must be ready for input. Itis activated by enabling business area financial statements for the companycode. You can only use the field status to define whether the field is arequired or an optional entry field.

� Entries in tax fields are only possible if the general ledger account is relevantfor tax.

The field status Hide cannot be combined with the field status Required entry.This combination causes an error.



Figure 70: Field Status Groups

For each group of general ledger accounts, for example, cash accounts, expenseaccounts, you have to define the status of every document entry field. Whenusing these G/L accounts, should the text field for document entry be a requiredfield, an optional field, or a hidden field? Will the cost center field be required,hidden, or optional for document entry when using these G/L accounts? And so on.

This information is divided into field status groups for each group of G/Laccounts.

You assign field status groups to the respective general ledger accounts in thegeneral ledger account master records.

The field status groups are summarized in one field status variant.

The field status variant is assigned to your company code(s). No posting can bemade until this is complete. Typically, you assign the same field status variantto all of your company codes so that the same field status information appliesacross company codes.

mySAP ERP delivers a standard set of field status groups. We recommend youcopy the standard delivered field status groups and modify them as necessary.

If a document is posted to a subledger account, the field status group of thereconciliation account is used.



Figure 71: Standard Posting Keys

SAP recommends that you use the standard posting keys delivered. If youchange them or define new posting keys, all tables containing a reference to thesekeys must also be updated.

Posting keys for assets and materials may only be used if the corresponding SAPcomponents are installed.

By changing the field status definitions of posting keys and the field status group,the field status can be made transaction-dependent and account-dependent.

� Since the subledger accounts do not have a field status group, differentiationin the subledger postings is mainly made via different posting keys.Therefore, there are a lot of posting keys for subledger accounts.

In general ledger postings, differentiation is mainly made via different fieldstatus groups. Therefore, only two posting keys (40 and 50) are needed for generalledger postings.



Exercise 7: Document Header

Exercise ObjectivesAfter completing this exercise, you will be able to:� Check your knowledge of document types and number ranges� Create a document type and a number range� Check the assignments of number ranges to document types

Business ExampleEvery day hundreds of financial documents are created in the company. Tosimplify the storage of the original documents, the documents have to be dividedinto several categories.

The internal auditors require that all authorized expense documents be identifiableby a unique document type and are within an exclusive number range. Theauthorization number from the accounting executive must be entered in thedocument header.

Task 1:Answer the following questions:

1. What are the most important control functions of the document type?


1. If the user assigns the document number manually, thisis number assignment.Fill in the blanks to complete the sentence.





1. numbers may be alphanumeric.Fill in the blanks to complete the sentence.


1. Every company code may define its own document types.Determine whether this statement is true or false.□ True□ False

2. Every company code may define its own document number ranges.Determine whether this statement is true or false.□ True□ False

3. At the beginning of a new fiscal year, the system always starts the documentnumber assignment again at the start of the number range.Determine whether this statement is true or false.□ True□ False

4. Document number ranges must not overlap.Determine whether this statement is true or false.□ True□ False





1. How many number ranges can be assigned to a document typesimultaneously?

Task 6:Carry out the following task:

1. Your client�s head accountant wants the following:

- Document types in the system are used to group documents in categories

- Internal document assignment

- Document numbers in the following number ranges:

SA G/L account document 01 0100000000-0199999999DG Customer credit memo 16 1600000000-1699999999KG Vendor credit memo 17 1700000000-1799999999DR Customer invoice 18 1800000000-1899999999KR Vendor invoice 19 1900000000-1999999999

Check whether the following applies to the number ranges listed for yourcompany code:

- They have been created

- They have been assigned to corresponding document types

If the document number ranges do not exist, copy them from company code1000 or your country-specific company code for the target fiscal year.


1. Create document type ## for documents for authorized expenses (seebusiness scenario, name: Authorized expense ##).




Assign the document number range 99: 9900000000 - 9999999999 to thisdocument type with internal number assignment. The reference field in thedocument header should be a required entry field.



Solution 7: Document HeaderTask 1:Answer the following questions:

1. What are the most important control functions of the document type?

Answer:Number ranges for document numbersAccount types permitted for postings


1. If the user assigns the document number manually, this is external numberassignment.

Answer: external


1. External numbers may be alphanumeric.

Answer: External


1. Every company code may define its own document types.

Answer: False

The same document types are valid for every company code since they aredefined at the client level.

2. Every company code may define its own document number ranges.

Answer: True

The document number uniquely identifies each document in a companycode within a fiscal year. Therefore, document number ranges are defineddependent on the company code.




3. At the beginning of a new fiscal year, the system always starts the documentnumber assignment again at the start of the number range.

Answer: False

The system only restarts numbering at the beginning of a new year if thedocument number range is defined per fiscal year.

4. Document number ranges must not overlap.

Answer: True

This ensures a unique document number in a company code within a fiscalyear.


1. How many number ranges can be assigned to a document typesimultaneously?

Answer: You specify a number range for each document type. However,you can use one number range for several document types.


1. Your client�s head accountant wants the following:

- Document types in the system are used to group documents in categories

- Internal document assignment

- Document numbers in the following number ranges:

SA G/L account document 01 0100000000-0199999999DG Customer credit memo 16 1600000000-1699999999KG Vendor credit memo 17 1700000000-1799999999DR Customer invoice 18 1800000000-1899999999KR Vendor invoice 19 1900000000-1999999999

Check whether the following applies to the number ranges listed for yourcompany code:

- They have been created

- They have been assigned to corresponding document types




If the document number ranges do not exist, copy them from company code1000 or your country-specific company code for the target fiscal year.

a) Check the definition of the number ranges:

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Document→ Document Number Ranges→ DefineDocument Number Ranges


Interval→ Change

Check whether the number ranges have been correctly defined (seequestion). If they are not, copy the number ranges from companycode 0001.

(Copy number ranges from source to target fiscal year):

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Document→ Document Number Ranges→ Copy toCompany Code

Field Name or Data Type ValuesNumber Range Number 01 to ZZFiscal Year 1900 to 9999Source Company Code 0001 or your country-specific

company codeTarget Company Code GR##


Verify the assignment of number ranges to document types:

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Document→ Document Header→ Overview

Doubleclick on each document type to check if it is assigned to thecorrect number ranges.


1. Create document type ## for documents for authorized expenses (seebusiness scenario, name: Authorized expense ##).




Assign the document number range 99: 9900000000 - 9999999999 to thisdocument type with internal number assignment. The reference field in thedocument header should be a required entry field.

a) Create a number range.

IMG:Financial Accounting→ Financial Accounting Global Settings→ Document→ Document Number Ranges→ Define DocumentNumber Ranges


Interval→ Change

Edit→ Insert Interval

Field Name or Data Type ValuesNo 99Year Current yearFrom Number 9 900 000 000To Number 9 999 999 999Current Number 0Ext Blank

ENTER

Choose "Save�.

Confirm the "Transport number range intervals" dialog box withENTER.

Create a document type:

IMG: Financial Accounting→ Financial Accounting Global Settings→ Document→ Document Header→ Define Document Types

Edit→ New Entries

Field Name or Data Type ValuesDocument Type ##Number Range 99Reversal Document Type ABAccount Types Permitted:




Assets √Customer √Vendor √Material √G/L Account √Required for Document Entry:Reference Number √

Choose �Save�.

Select the green arrow to go back one screen to enter the name:

Field Name or Data Type ValuesName Authorized expense ##

Choose "Save�.

Hint: You have just created a new document number rangeand document type. You then assigned your number range toyour document type.



Exercise 8: Line Item

Exercise ObjectivesAfter completing this exercise, you will be able to:� Check your knowledge about posting keys and document field status� Create a field status group and assign it to an account

Business ExampleDifferent business transactions need different data within the documents. Somedata may be mandatory for special postings.

Example: The client requires that each item in the authorized expense accounthas a detailed description that justifies the expense.


1. What are the most important control functions of a posting key?


1. Name 2 elements that influence the field status of document fields.


1. In the following scenarios, state how the text field will be treated on thedocument entry screen:




Posting Key Field status group Documententry screen

1. Text hidden Text optional2. Text optional Text required3. Text required Text hidden


1. What are the standard posting keys for G/L accounts and on which side ofthe account do they post to?


1. Posting keys are defined at client level.Determine whether this statement is true or false.□ True□ False


1. The group controls the field display during documententry.Fill in the blanks to complete the sentence.





1. Each has a field status group.Fill in the blanks to complete the sentence.

Task 8:To track the types of cars that are rented, make the "Text" field a required entry forline items for the Sports Car Rental expense account. Create a new field statusgroup, FS##, with the description "Authorized Expenses ##".

1. Create the new field status group FS## by copying field status group G001in field status variant 1000.

2. Make the field "Text" a required entry.

3. Assign the field status group to your G/L account for Sport Car RentalExpense AE02##:



Solution 8: Line ItemTask 1:Answer the following question:

1. What are the most important control functions of a posting key?

Answer:Definition of the account types that can be posted toAccount side (debit or credit)Field status of the additional account assignment


1. Name 2 elements that influence the field status of document fields.

Answer: Field status group, posting key.


1. In the following scenarios, state how the text field will be treated on thedocument entry screen:

Posting Key Field status group Documententry screen

1. Text hidden Text optional2. Text optional Text required3. Text required Text hidden

Answer:1. Hidden2. Required entry3. Error





1. What are the standard posting keys for G/L accounts and on which side ofthe account do they post to?

Answer:Debit, posting key 40Credit, posting key 50


1. Posting keys are defined at client level.

Answer: True

Like document types, posting keys are defined at client level.


1. The field status group controls the field display during document entry.

Answer: field status


1. Each general ledger account has a field status group.

Answer: general ledger account




Task 8:To track the types of cars that are rented, make the "Text" field a required entry forline items for the Sports Car Rental expense account. Create a new field statusgroup, FS##, with the description "Authorized Expenses ##".

1. Create the new field status group FS## by copying field status group G001in field status variant 1000.

a) Determine the field status variant assigned to your company code:

IMG: Financial Accounting→ Financial Accounting Global Settings→ Company Code→ Enter Global Parameters

(Alternative: IMG: Financial Accounting→ Financial AccountingGlobal Settings→ Document→ Line Item→ Controls→ AssignCompany Code to Field Status Variants)

Doubleclick on your company code.

Record the field status variant assigned to your company code:__________ __________

Copy a new field status group:

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Document→ Line Item→ Controls→ Define FieldStatus Variants

Select the field status variant assigned to your company code.

In the dialog structure, double-click on "Field Status Groups".

Select G001.

Edit→ Copy As...


Field Name or Data Type ValuesField Status Group FS##Text Authorized Expenses##

Choose �Enter�.

Choose "Save�. Do not exit this screen yet.




2. Make the field "Text" a required entry.

a) Change the field status in the field status group:

Double-click on "FS##".

Double-click on "General Data".

Field Name or Data Type ValuesText Req. entry

Choose "Save�.

3. Assign the field status group to your G/L account for Sport Car RentalExpense AE02##:

a) Menu SAP Easy Access: Accounting→ Financial Accounting→General Ledger→ Master Records→ G/L Accounts→ IndividualProcessing→ In Company Code


Field Name or Data Type ValuesG/L Account AE02##Company Code GR##

G/L Account→ Change

Select the �Create/Bank/Interest� tab page.

Field Name or Data Type ValuesField Status Group FS##

Choose �Save�.

Hint: You have created a new field status group and assignedit to your �Car Rental Expense� account.



Lesson Summary

You should now be able to:� Classify accounting documents� Display accounting documents� Describe the structure of accounting documents


TFIN50 Lesson: Posting Periods

Lesson: Posting Periods

Lesson OverviewThis lesson describes the function of the posting period table.


� Open and close posting periods� Open and close posting periods differently for different account types

Business ExampleThe accounting department determines that at the end of a posting period thesubledgers are closed; however, the general ledger accounts stay open for longerin order to have time to reconcile the Financial Accounting and Controllingledgers for the last period.

Figure 72: Posting Periods

Posting periods are defined in the fiscal year variant.

To prevent documents from being posted to an incorrect posting period, you canclose certain posting periods.

Usually the current posting period is open and all other periods are closed. Atthe end of a period this period is usually closed and the next period is opened.You open a posting period by entering a range in the posting period variant thatencompasses this period. You can have as many posting periods open as desired.



During period closing, you open special periods for closing postings.

During closing, two period intervals must be open at the same time. Therefore,two period intervals can be entered in the posting period table.

Figure 73: The Posting Period Variant

Several company codes can use the same posting period variant. For all companycodes assigned, the posting periods are opened and closed simultaneously. Thissimplifies the period maintenance.

Figure 74: Period Checks by Account Type



In the document header, the periods assigned to the account type "+" are checked.This is the first check. The account type �+� must therefore be open for allperiods that are supposed to be open for all other account types. The postingperiod variant must contain at least the account type �+�. If the posting periodsfor different account types are all to be handled in the same way, the control viathe + entry is sufficient.

Posting periods can be handled differently for different account types, that is, fora certain posting period, postings to customer accounts may be permitted whilepostings to vendor accounts may not.

At the line item level, the system checks the account type of the posting key toensure that the period is open for the assigned account type.

The account interval always contains G/L accounts. By entering certainreconciliation accounts behind subledger account types, these subledger accountscan be treated differently to accounts that have a different reconciliation account.

Figure 75: Two Period Intervals

During closing, two period intervals must be open at the same time. Therefore,two period intervals can be entered in the posting period table.

An authorization group may be assigned to the first period interval. Then, onlyusers belonging to this authorization group have the permission to post in the firstperiod interval. It makes sense to use the first range for the special periods andauthorize only the accountants involved in closing to post in the special periods.

The user must have the authorization for the authorization object F_BKPF_BUP(Accounting document: Authorization for posting periods), whereby the value inthe authorization group field must be the same as the value in the posting periodtable.



Figure 76: Determination of Posting Periods during Posting

When entering a document, among other items, you enter the posting date - thesystem automatically determines the posting period and fiscal year based on theposting date entered.

In the document overview, the posting date, posting period, and fiscal year aredisplayed. The posting period determined is entered in the document and thetransaction figures for this posting period are updated.

If you display the balance of an account, the transactions figures for the postingperiods are displayed.



Exercise 9: Posting Periods

Exercise ObjectivesAfter completing this exercise, you will be able to:� Check your knowledge of posting period variants� Create a posting period variant and assign it to your company code

Business ExampleThe accounting department determines that at the end of a posting period thesubledgers are closed; however, the general ledger accounts stay open for longerin order to have time to reconcile the Financial Accounting with Controllingledgers for the last period.


1. Create a posting period variant �PP##� with the name �Posting PeriodsGR##�. This fulfills the requirements of the accounting department, in thatthe subledgers are only open for the current month, while the general ledgeris open for both the current month and the previous month. Assign thisposting period variant to your company code.


1. The posting period variant is assigned to the .Fill in the blanks to complete the sentence.

2. A posting period variant must contain at least one line with the entry.


3. The account range in the posting period variant consists of.






1. Posting periods are opened and closed automatically.Determine whether this statement is true or false.□ True□ False

2. No more than two periods can be open at the same time.Determine whether this statement is true or false.□ True□ False

3. The authorization group in the posting period variant applies only toauthorization for posting in special periods.Determine whether this statement is true or false.□ True□ False



Solution 9: Posting PeriodsTask 1:Carry out the following task:

1. Create a posting period variant �PP##� with the name �Posting PeriodsGR##�. This fulfills the requirements of the accounting department, in thatthe subledgers are only open for the current month, while the general ledgeris open for both the current month and the previous month. Assign thisposting period variant to your company code.

a) Create a variant for open posting periods.

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Document→ Posting Periods→ Define Variants forOpen Posting Periods

Edit→ New Entries

Field Name or Data Type ValuesVariant PP##Name Posting periods GR##

Choose "Save�.

Define the periods in your variant.

IMG: Financial Accounting→ Financial Accounting Global Settings→ Document→ Posting Periods→ Open and Close Posting Periods

At this stage you can either create or copy from existing intervals.

To create an interval, choose: Edit→ New Entries

Field Name or Data Type Values1st itemVar. PP##A + valid for all accountsFrom Account Blank

To Account BlankFrom Period 1 Previous month




Year Previous month�s yearTo Period 1 Current monthYear Current year

Field Name or Data Type Values2nd itemVar. PP##A DFrom Account BlankTo Account ZZZZZZZZZZFrom Period 1 Current monthYear Current yearTo Period 1 Current monthYear Current year

Field Name or Data Type Values3rd itemVar. PP##A KFrom Account BlankTo Account ZZZZZZZZZZFrom Period 1 Current monthYear Current yearTo Period 1 Current monthYear Current year

Choose "Save�.

To copy an existing interval:

IMG: Financial Accounting→ Financial Accounting Global Settings→ Document→ Posting Periods→ Open and Close Posting Periods

� Select account types D, K, and S for the 0001 posting variant.� Edit→ Copy as�

Overwrite the following information for each account type:




Field Name or Data Type ValuesVar. PP##

Check that the data is correct using the information above.

Choose �Save.�

Assign an open posting period variant to the company code:

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Document→ Posting Periods→ Assign Variants toCompany Code

Field Name or Data Type ValuesCocd GR##Variant PP##

Choose "Save�.

Note: You have just..

� Created a variant for open posting periods� Defined the dates of the periods that are open� Assigned the posting period variant to your company code

This is an example of the variant principle.


1. The posting period variant is assigned to the company code.

Answer: company code

2. A posting period variant must contain at least one line with the entry Validfor all accounts.

Answer: Valid for all accounts

3. The account range in the posting period variant consists of G/L accounts.

Answer: G/L accounts





1. Posting periods are opened and closed automatically.

Answer: False

The posting period variant that contains the open periods has to bemaintained manually.

2. No more than two periods can be open at the same time.

Answer: False

False. As many periods as required can be open simultaneously. However,only two period intervals can be open at the same time.

3. The authorization group in the posting period variant applies only toauthorization for posting in special periods.

Answer: False

False. The authorization group applies to the first period interval. This canalso be an interval with normal posting periods.



Lesson Summary

You should now be able to:� Open and close posting periods� Open and close posting periods differently for different account types



Lesson: Posting Authorizations

Lesson OverviewThis lesson provides you with an introduction to determining maximum amountswhen posting documents.


� Define the amounts that specific groups of accounting clerks are allowedto post

� Assign users to a tolerance group for highest amounts

Business ExampleThe accounting manager wants to define different authorizations for posting highamounts for the accounting clerks and for himself.

Figure 77: Maximum Amounts

In this section we will focus on the upper limits for posting transactions withintolerance groups.

In tolerance groups you can enter upper limits for the following:

� Total amount per document� Amount per customer/vendor item� Cash discount a user with this tolerance group is able to grant

The currency is the local currency of the company code.


TFIN50 Lesson: Posting Authorizations

Figure 78: Assigning Posting Authorizations

You can create as many tolerance groups as you like. Every user can be explicitlyassigned to a tolerance group.

If users are not assigned to any special tolerance group, then entries in thetolerance group �____� are valid for them.

This is the default tolerance group.

Usually the tolerance group �____� contains values which are meant to apply tomost employees.

For any employees who have especially high or low limits, a special tolerancegroup should be created and assigned to their user logon ID�s.



Exercise 10: Posting Authorizations

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create tolerance groups� Assign a tolerance group to your user

Business ExampleThe internal auditors have requested that the following maximum authorizationsbe defined for the accounting department:

� Accounting clerks

500,000 units of local currency per document

100,000 units of local currency per open item

5% cash discount

� Accounting manager

1,000,000 units of local currency per document

500,000 units of local currency per open item

10% cash discount

Task:Carry out the following task:

1. The tolerance group for accounting clerks is the �blank� tolerance group.You must create a new tolerance group, SUPV, for the accounting supervisoraccording to the data in the aforementioned business scenario.

2. Assign the accounting manager tolerance group to your own user.



Solution 10: Posting AuthorizationsTask:Carry out the following task:

1. The tolerance group for accounting clerks is the �blank� tolerance group.You must create a new tolerance group, SUPV, for the accounting supervisoraccording to the data in the aforementioned business scenario.

a) Modify �blank� tolerance group:

IMG: Financial Accounting→ Financial Accounting GlobalSettings→ Document→ Line Item→ Define Tolerance Groupsfor Employees

Doubleclick on your company code, GR##.

Field Name or Data Type ValuesAmount per Document 500 000Amount per Open Item 100 000Cash Discount per Line Item 5%

Choose �Save.� Use the green arrow to go back to the overviewscreen.

Create tolerance group "SUPV":

To do this, select the tolerance group you just modified.

Edit→ Copy As...


Field Name or Data Type ValuesGroup SUPVCompany Code GR##Amount per Document 1 000 000Amount per Open Item 500 000Cash Discount per Line Item 10%

Choose �Enter�.

Choose �Save�.




2. Assign the accounting manager tolerance group to your own user.

a) Assign tolerance group to the user.

IMG: Financial Accounting→ Financial Accounting Global Settings→ Document→ Line Item→ Assign User/Tolerance Groups

Edit→ New Entries

Field Name or Data Type ValuesUser Name Your user nameTolerance Group SUPV

Choose "Save�.

Note: You have just ...

� Created a new tolerance group for supervisors� Added new tolerance limits to your supervisor� Assigned the manager tolerance group to your own user

This is an example of the variant principle.



Lesson Summary

You should now be able to:� Define the amounts that specific groups of accounting clerks are allowed

to post� Assign users to a tolerance group for highest amounts


TFIN50 Lesson: Simple Documents in Financial Accounting

Lesson: Simple Documents in Financial Accounting

Lesson OverviewThis lesson explains how to post simple documents with the Enjoy transaction.


� Post simple documents in Financial Accounting

Business ExampleThe customer has heard about the easy to use ENJOY transactions and wantsto see them and try them out.

Figure 79: Simple Postings in mySAP ERP Financials

The SAP Financial Accounting component uses one posting transaction for severaldifferent postings, for example:

� G/L account postings� Customer invoice postings� Customer credit memo postings� Vendor invoice postings� Vendor credit memo postings



Figure 80: Enjoy Posting Screen: Header and 1st Line Item

You enter the general data for the posting document on the screen in the documentheader, for example, invoice and posting date, text, and so on. For entering invoiceand credit memos received, you can define a document type for each transaction,which then appears as a general default value. You can overwrite this proposeddocument type at any time as long as the document type field is ready for inputduring document entry. If you do not define a document type, the system proposesstandard document types; for example, KR for entering vendor invoices.

The important input fields are in the foreground on a tab page and the fields usedless frequently are on the subsequent tab pages.

With customer and vendor invoices, you enter the business partner account datain this section together with the invoice or credit memo amount. When youthen choose Enter, the business partner master data is also displayed alongsidethe account name, address, and bank details. You can display an open item listby pressing the �Open Items� button.

In addition to the header and item data (see next graphic), the entry screen alsocontains an information area where you can see the display balance.

Via the button �Tree�, you can access screen variants, account assignmenttemplates, and held document that you can select as templates. Users can navigatefrom a tree structure on the left hand side of the screen.



Figure 81: Enjoy Posting Screen: Additional Line Items

Enter the additional line items for the document in the table in the bottom sectionof the screen. The account name appears once you have made and confirmedyour entries.

You can select different fields or columns and change the size and sequence ofthe columns and fields. You can also copy line items.

At the top of the screen, you can select from Park, Post, or Hold, to complete thedocument entry transaction once the balance is zero.

You can still use the standard transaction for entering postings.

For complex postings you can access the complex posting transaction via the menu.You cannot return to the initial screen from this complex posting transaction.

You can enter an explanatory text for the line item. This item text can be usedinternally and externally. If you want to use the texts for external purposes, forexample, in correspondence, dunning notices, payment advice notes, and so on,enter a �*� in front of the text (the �*� is removed for the printout).

In Customizing, you can define text templates under a four digit key - these texttemplates are copied into the line item when you enter the relevant key in the textfield during document entry.



Exercise 11: Simple Documents inFinancial Accounting

Exercise ObjectivesAfter completing this exercise, you will be able to:� Post simple documents in Financial Accounting

Business ExampleNow that you have completed the configuration of document control accordingto the client�s requirements, the client has asked you to test the settings you havemade. You therefore have to post some simple documents in the SAP system.

Task:Caution: Remember that you assigned the accounting manager tolerancegroup to your own user in the last exercise. This means that the amountthresholds defined in tolerance group SUPV now also apply to you.

If necessary, change your tolerance group to BLANK again.

Carry out the following tasks:

1. G/L account posting

5,000 units cash of local currency are drawn from the house bank accountand put into petty cash. Post this transaction. (The �petty cash� account isgiven to you by your instructor.) The second account is the account whichyou assigned to your bank account.

Note the document number on your data sheet.

Hint: Choose the �Tree Off� button so that the document entrywindow fills the entire screen.

2. Vendor Invoice

Your Accounting Manger rented a car for an out of town conference. Posta vendor invoice for 110,000 units of local currency to the vendor accountyou created earlier (vendor##). Choose the option �Calculate Tax�. Use thetax code 1l (input tax (course) 10%). Enter the authorization number A##that you received from the accounting manager in the reference field. Postthe expense to the �Car Rental Expense�, AE02## account you created. Usedocument type ## and enter a description (�Conference ##�) in the requiredentry field �Text� in the line item.






If you cannot enter the document type in the document header: Usethe �Editing Options� button and under Doc. Type Option choose�Entry with Short Name� from the dropdown list.

3. Vendor Invoice

While at the conference, the Accounting Manager took clients out todinner. Post an additional invoice for 330,000 units of local currency to the�Entertainment Expense� account AE01## using the same criteria as inthe previous exercise.

Record your new document number on the data sheet.

4. Customer Invoice

Post a customer invoice for 220,000 units of local currency to your customeraccount. Choose the option �Calculate Tax�. Use the tax code 1O (outputtax (course) 10%). Post the revenue side of the transaction to the accountwhich is supplied by your instructor.



5. Customer Credit Memo

Post a customer credit memo for 5,500 units of local currency to the customeraccount you created earlier. Use the tax code 1O (output tax (course) 10%).



6. Display your customer�s and/or vendor�s line items to check the postingsyou have made.



Solution 11: Simple Documents inFinancial AccountingTask:

Caution: Remember that you assigned the accounting manager tolerancegroup to your own user in the last exercise. This means that the amountthresholds defined in tolerance group SUPV now also apply to you.

If necessary, change your tolerance group to BLANK again.

Carry out the following tasks:

1. G/L account posting

5,000 units cash of local currency are drawn from the house bank accountand put into petty cash. Post this transaction. (The �petty cash� account isgiven to you by your instructor.) The second account is the account whichyou assigned to your bank account.






a) G/L account posting

SAP Easy Access menu: Accounting→ Financial Accounting→General Ledger→ Posting→ Enter G/L Account Document

If prompted, enter your company code, GR##, then choose"Enter".

Hint: Choose the �Tree Off� button so that the documententry window fills the entire screen.

Field Name or Data Type ValuesBasic DataDocument Date Current datePosting Date Current dateFirst ItemG/L Account Your instructor will name the

petty cash account.D/C DebitAmount in doc. curr. 5 000Second ItemG/L Account Your instructor will give you

the house bank G/L account.D/C CreditAmount in Document Currency 5 000

Document→ Simulate

Check your document. Double-click on a line item to display orchange data.

Choose �Post� to save the document. Note the document numberon your data sheet.

2. Vendor Invoice




Your Accounting Manger rented a car for an out of town conference. Posta vendor invoice for 110,000 units of local currency to the vendor accountyou created earlier (vendor##). Choose the option �Calculate Tax�. Use thetax code 1l (input tax (course) 10%). Enter the authorization number A##that you received from the accounting manager in the reference field. Postthe expense to the �Car Rental Expense�, AE02## account you created. Usedocument type ## and enter a description (�Conference ##�) in the requiredentry field �Text� in the line item.



If you cannot enter the document type in the document header: Usethe �Editing Options� button and under Doc. Type Option choose�Entry with Short Name� from the dropdown list.

a) Vendor Invoice

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Payable→ Document Entry→ Invoice

If prompted, enter your company code, GR##, then choose �Enter�.


Field Name or Data Type ValuesBasic DataVendor Vendor##

Invoice Date Current dateReference A##Posting Date Current dateDocument Type Authorized expenses ## (if the

document type is not ready forinput: Choose the button �EditingOptions� and under Doc. TypeOption choose �Entry with ShortName�).

Amount 110 000




Currency Company code currencyCalculate Tax

Tax Code 1l (input tax - course 10%)ItemsG/L Account AE02##D/C DebitAmount in doc. curr. 110 000Tax Code 1l (input tax - course 10%)Text Conference ##



Choose �Post� to save the document. Note the document numberon your data sheet.

3. Vendor Invoice

While at the conference, the Accounting Manager took clients out todinner. Post an additional invoice for 330,000 units of local currency to the�Entertainment Expense� account AE01## using the same criteria as inthe previous exercise.

Record your new document number on the data sheet.

a) Repeat the above steps to post an additional vendor invoice for330,000 units of local currency to the �Entertainment Costs�account AE01##. Record your new document number on the datasheet.

4. Customer Invoice

Post a customer invoice for 220,000 units of local currency to your customeraccount. Choose the option �Calculate Tax�. Use the tax code 1O (outputtax (course) 10%). Post the revenue side of the transaction to the accountwhich is supplied by your instructor.






a) Customer Invoice

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Invoice

If prompted, enter your company code, GR## using the �CompanyCode� button, then choose �Enter�.


Field Name or Data Type ValuesBasic DataCustomer Your customerInvoice Date Current datePosting Date Current dateAmount 220 000Currency Company code currencyCalculate Tax

Tax Code 1O (Output tax (course) 10%)ItemsG/L Account Your instructor will give you the

revenue account.D/C CreditAmount in Document Currency 220 000Tax Code 1O (Output tax (course) 10%)



Choose �Post� to save the document. Note your document numberon the data sheet.

5. Customer Credit MemoContinued on next page



Post a customer credit memo for 5,500 units of local currency to the customeraccount you created earlier. Use the tax code 1O (output tax (course) 10%).



a) Customer Credit Memo

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Credit Memo

If prompted, enter your company code, GR##, then choose �Enter�.


Field Name or Data Type ValuesBasic DataCustomer Your customerDocument Date Current datePosting Date Current dateAmount 5500Currency Company code currencyCalculate Tax

Tax Code 1O (Output tax (course) 10%)ItemsG/L Account Your instructor will give you the

revenue account.D/C DebitAmount in Document Currency 5500Tax Code 1O (Output tax (course) 10%)



Choose �Post� to save the document. Note the document numberon the data sheet.




6. Display your customer�s and/or vendor�s line items to check the postingsyou have made.

a) Display your customer�s and/or vendor�s line items to check thepostings you have made.

Display customer/vendor line items:

SAP Easy Access menu: Accounting→ Financial Accounting→ Accounts Receivable/Accounts Payable → Account →Display/Change Line Items

Field Name or Data Type ValuesCustomer or Vendor Account Enter your customer or vendor

numberCompany Code GR##


Note: You have just posted two vendor invoices, a customercredit memo and a customer invoice. You then displayed theline items to check your postings of line items.



Lesson Summary

You should now be able to:� Post simple documents in Financial Accounting


TFIN50 Unit Summary

Unit SummaryYou should now be able to:� Classify accounting documents� Display accounting documents� Describe the structure of accounting documents� Open and close posting periods� Open and close posting periods differently for different account types� Define the amounts that specific groups of accounting clerks are allowed

to post� Assign users to a tolerance group for highest amounts� Post simple documents in Financial Accounting


Unit Summary TFIN50


Unit 4Posting Control

Unit Overview


� Define default values� Configure user-specific default values� Determine default values in the system and the configuration� Explain the rules governing changes to documents� Change documents� Analyze changes to documents� Reverse documents� Find reversal reasons in Customizing� Define terms of payment� Explain the account determination for automatic postings of cash discount� Describe the treatment of taxes in mySAP ERP Financials� Create tax codes and define tax accounts in the configuration� Explain cross-company code transactions� Post cross-company code transactions

Unit ContentsLesson: Default Values.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .183

Exercise 12: Default Values.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .187Lesson: Change Control .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191

Exercise 13: Document Change Rules ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .195Lesson: Document Reversal .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200

Exercise 14: Document Reversal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .203Lesson: Payment Terms and Cash Discounts .. . . . . . . . . . . . . . . . . . . . . . . . . . . . .209

Exercise 15: Terms of Payment and Cash Discounts .. . . . . . . . . . . . . . . .221Lesson: Taxes ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .231

Exercise 16: Taxes .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245Lesson: Cross-Company Code Transactions .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .255


Unit 4: Posting Control TFIN50

Exercise 17: Cross-Company Code Transactions ... . . . . . . . . . . . . . . . . . .259


TFIN50 Lesson: Default Values

Lesson: Default Values

Lesson OverviewThis lesson gives you an overview of the various default value options in themySAP ERP system.


� Define default values� Configure user-specific default values� Determine default values in the system and the configuration

Business ExampleThe user does not want to always have to re-enter data. You therefore want todefine default values in the system.

Figure 82: Default Values for User Settings

Parameter IDs allow users to set default values for fields whose value does notchange very often, for example, company code, currency. When you execute thetransaction, these values appear in the corresponding fields automatically. Youtherefore do not have to enter these values manually and can prevent input errors.



Using the editing options, you can configure your screens for the following areas:

� Document entry: Users can hide fields that may not be relevant for theirwork such as foreign currency or cross-company code business transactions.You can also use special editing options for the single screen transactions.

� Document display: Using the List Viewer, the user can select differentdisplay options for displaying documents.

� Open items: Users choose line layout displays and posting options forprocessing open items, that is, users can enter the amount of a partialpayment or the balance of the new open item.

When users log on to the mySAP ERP system, their user ID has specific properties,namely the logon language, date format, and decimal notation, that apply to itthroughout the system. Users can also set a default printer for themselves. Youcan simplify the work for user maintenance by first creating a dummy user andmaintaining the values in accordance with the accounting requirements and thencopying this user.

Figure 83: System and Accounting Defaults

The system provides you with basic default values for document entry. Forexample, during document entry, the current data is proposed as the posting date.

If you have already entered a document, for the next document, the systemproposes the company code that you entered in the last document.

The system uses the document principle: The balance of a document must bezero before it can be posted.



To enter the different business transactions in accounting, the system offers youpredefined document types and posting keys in the configuration. For example,a vendor invoice has document type KR, the credit posting is carried out withposting key 31.

In the system, you can control whether the fiscal year is proposed when youdisplay or change documents. In company codes with (mostly) year-specificdocument number assignment, it is helpful if the fiscal year is proposed - thesystem then proposes the document number of the last document processed andthe relevant fiscal year. You can also have the CPU date proposed as value date.

At company code level, enter the maximum difference permitted between theexchange rate in the document header of a business transaction and the exchangerate in the exchange rate table. If the system determines that this percentagemaximum difference has been exceeded, it issues a warning message. In this way,incorrect entries can be recognized and corrected in time.



Exercise 12: Default Values

Exercise ObjectivesAfter completing this exercise, you will be able to:� Explain the source of default values� Define default values.

Business ExampleThe user does want to have to enter data twice. You therefore want to definedefault values in the system.

Task:Answer the following questions and configure the corresponding default valuesin the system.

1. List some sources of values that are defaulted by the system for documententry.

2. If the users want to make sure that they do not accidentally change thedocument type during document entry, where can they make that setting?

3. The value date is necessary for reflecting the transaction in CashManagement. Activate the function that proposes the value date whenprocessing a document.

4. The maximum exchange rate variance has been 10%. The financialaccountant has expressed concern that this percentage is too high. You arerequired to set the maximum exchange rate variance for your company to 5%.



Solution 12: Default ValuesTask:Answer the following questions and configure the corresponding default valuesin the system.

1. List some sources of values that are defaulted by the system for documententry.

Answer:

� User master records� Parameter memory� System data� Account master record� Accounting functions

2. If the users want to make sure that they do not accidentally change thedocument type during document entry, where can they make that setting?

a) From a G/L, A/P, or A/R document entry screen, select the "EditingOptions" pushbutton.

Field Name or Data Type ValuesDocument Type Option Document type hidden

Choose �Save�.

3. The value date is necessary for reflecting the transaction in CashManagement. Activate the function that proposes the value date whenprocessing a document.

a) Activate value date proposal.

IMG: Financial Accounting→ Financial Accounting Global Settings→ Document→ Default Values for Document Processing→ DefaultValue Date

Field Name or Data Type ValuesCompany Code GR##Default Value Date

Choose "Save�.




4. The maximum exchange rate variance has been 10%. The financialaccountant has expressed concern that this percentage is too high. You arerequired to set the maximum exchange rate variance for your company to 5%.

a) Change the maximum exchange rate variance.

IMG: Financial Accounting→ Financial Accounting Global Settings→ Document→ Document Header→ Maximum Exchange RateDifference→ Define Maximum Exchange Rate Difference perCompany Code

Field Name or Data Type ValuesCompany Code GR##Max. Exch. Rate Diff. 5%

Choose "Save�.

Note: You have just set system defaults that will impact futurebusiness transactions.



Lesson Summary

You should now be able to:� Define default values� Configure user-specific default values� Determine default values in the system and the configuration


TFIN50 Lesson: Change Control

Lesson: Change Control

Lesson OverviewThis lesson describes the control function for changing documents.


� Explain the rules governing changes to documents� Change documents� Analyze changes to documents

Business ExampleThe accounting manager does not want all the fields that can be changed after adocument has been posted in mySAP ERP to be modifiable.

Figure 84: Changing Documents

Users can change documents that have already been posted. However, basedon different rules, only certain fields can be changed. These rules can either bepredefined by the system or be user-specific.



Certain fields in both the document header and the line items can be changed.

� Document header: Only the reference number and text fields can be changed� Line items: The system does not permit changes to the amount, the posting

key, the account, or any other fields that would affect the reconciliationof a posting.

As users make changes to documents, the following information is logged:

� The field that was changed� The new and old values� The user who made the change� The time and date of the change

Figure 85: Document Change Rules

You can differentiate between document change rules according to the followingcriteria:

� Account type: The account type allows users to define rules for accountsreceivable, accounts payable, or G/L accounts.

� Transaction class: Transaction classes are only used for special GLtransactions, bills of exchange, and down payments.

� Company code: If the field is blank, the rule applies to every company code.



The conditions for changing a field are predefined. You can change them asfollows:

� The posting period is still open� The line item is not yet cleared� The line item is either a debit in a customer account or a credit in a vendor

account� The document is not a credit memo for an invoice� The document is not a credit memo from a down payment

You can display document changes for all documents with report RFBABL00. Inthis report you have selection options including the company code, the documentnumbers, the fiscal year, the change date, and the user name of the person makingthe change.



Exercise 13: Document Change Rules

Exercise ObjectivesAfter completing this exercise, you will be able to:� Apply the rules for changing documents

Business ExampleThe assignment field determines which document in Sales Order Managementforms the basis for the accounting document. Internal auditors have requested thatyou prevent the assignment field from been changed subsequent to the creationof a transaction.

Task:Make the assignment field not modifiable.

1. Check whether the assignment field can be changed in one of the documentsyou posted in the previous exercise. If it can be changed, alter the changerules for account types "D", "K", and "S" to prevent further changes to theassignment field. After this, demonstrate that the assignment field can nolonger be changed.

Hint: The field name of the assignment field is "BSEG-ZUONR".



Solution 13: Document Change RulesTask:Make the assignment field not modifiable.

1. Check whether the assignment field can be changed in one of the documentsyou posted in the previous exercise. If it can be changed, alter the changerules for account types "D", "K", and "S" to prevent further changes to theassignment field. After this, demonstrate that the assignment field can nolonger be changed.

Hint: The field name of the assignment field is "BSEG-ZUONR".

a) Can the assignment field be changed?

Application: Accounting→ Financial Accounting→ AccountsReceivable→ Document→ Change

Field Name or Data Type ValuesDocument Number From previous unitCompany Code GR##Fiscal Year Current year

Choose �Enter�.

Doubleclick on the customer line item and note that the assignmentfield can be changed.

Create a new change rule.

IMG: Financial Accounting→ Financial Accounting Global Settings→ Document→ Line Item→ Document Change Rules, Line Item→ New Entries

Field Name or Data Type ValuesField Name BSEG-ZUONRAccount Type STransaction Class BLANKCompany Code GR##Field is modifiable BLANK

Choose "Save�.




Select the green arrow to return to the overview screen.

Highlight the rule you just created.

Edit→ Copy As...

Field Name or Data Type ValuesField Name BSEG-ZUONRAccount Type DTransaction Class BLANKCompany Code GR##Field is modifiable BLANK

Choose �Enter�.

Highlight the rule you just created.

Edit→ Copy As...

Field Name or Data Type ValuesField Name BSEG-ZUONRAccount Type KTransaction Class BLANKCompany Code GR##Field is modifiable BLANK

Choose �Enter�.

Choose "Save�.

To check whether the field is no longer modifiable, repeat the firststep and call up the document to change it.

Application: Accounting→ Financial Accounting→ AccountsReceivable→ Document→ Change

Field Name or Data Type ValuesDocument Number From previous unitCompany Code GR##Fiscal Year Current year

Choose �Enter�.




Doubleclick on the customer line item and note that the assignmentfield is no longer modifiable.

Note: You have created a document change rule that statesthat for customer, vendor, and general ledger postings, theassignment field is not modifiable after posting.



Lesson Summary

You should now be able to:� Explain the rules governing changes to documents� Change documents� Analyze changes to documents



Lesson: Document Reversal

Lesson OverviewThis lesson introduces two ways to reverse documents in the system.


� Reverse documents� Find reversal reasons in Customizing

Business ExampleOnce in a while, a document is entered and posted incorrectly. It must be reversedand re-entered correctly. Management wants to be able to correct transactionfigures when reversing a document.

Figure 86: Reverse Documents

Users can make errors when they enter documents. As a result, the documentcreated contains incorrect information. In order to log the adjustments, theincorrect document must first be reversed. The document can then be re-enteredcorrectly.

The system provides a function to reverse G/L, customer, and vendor documentsboth individually or in a mass reversal.


TFIN50 Lesson: Document Reversal

A document can be reversed by:

� Normal reversal posting� Negative posting

When you reverse a document, you have to enter a reversal reason that explainsthe reversal. The reversal reason also controls whether the reversal date is allowedto be different to the original posting date.

Documents with cleared items cannot be reversed. The document must first bereset.

Figure 87: Normal Reversal Posting, Negative Posting

The normal reversal posting causes the system to post the incorrect debit as acredit and the incorrect credit as a debit. The normal reversal posting thereforecauses an additional increase in the transaction figures.

The negative posting also posts the incorrect debit as a credit and the incorrectcredit as a debit. This time the posted amount is not added to the transactionfigures, but is subtracted from the transaction figures of the other side of theaccount. This sets the transaction figures back to as they were before the incorrectposting took place.

Normally the system uses the normal reversal posting to reverse documents. Thefollowing prerequisites must be fulfilled to enable negative postings:

� The company code permits negative postings� The reversal reason must be defined for negative reversal.



Negative postings can also be used to perform transfer postings of incorrectline items. The item is removed from the wrong account by a negative posting(resetting the transaction figures) and posted to the correct account by a normalposting. This can only be done with a document type that explicitly allowsnegative postings.



Exercise 14: Document Reversal

Exercise ObjectivesAfter completing this exercise, you will be able to:� Reverse documents� Configure your company code to allow negative postings

Business ExampleOnce in a while, a document is entered and posted incorrectly. In this case, itneeds to be reversed and re-entered correctly. Management wants to be able tocorrect transaction figures when reversing a document.

Task:Answer the following questions:

1. Name the two possible ways to reverse a document in mySAP ERPFinancials.

2. What are the two prerequisites that must be fulfilled in order to processnegative postings?

3. Check whether your company code allows negative postings.

4. Check which reversal reasons can be used to perform reversal by negativepostings.

5. Post a G/L account document for 15,000 currency units (local currency),using the account �Car Rental Expense�. Your instructor will give you theoffsetting account for outgoing checks. Then check the balance of yourexpense account.

6. Reverse the G/L document you just created and then review the accountbalance to see the impact of a negative reversal.



Solution 14: Document ReversalTask:Answer the following questions:

1. Name the two possible ways to reverse a document in mySAP ERPFinancials.

Answer:

� Normal reversal posting� Reversal by negative posting

2. What are the two prerequisites that must be fulfilled in order to processnegative postings?

Answer:

� 1. The company code must allow negative postings.� 2. The reversal reason must be defined for negative reversal.

3. Check whether your company code allows negative postings.

a) Allow negative postings in company code:

IMG: Financial Accounting→ General Ledger Accounting→ BusinessTransactions→ Adjustment Posting/Reversal→ Permit NegativePostings

Field Name or Data Type ValuesCompany Code GR##Negative Postings Permitted

Choose "save" if you had to set the �Negative Postings Permitted�indicator.

4. Check which reversal reasons can be used to perform reversal by negativepostings.

a) IMG: Financial Accounting→ General Ledger Accounting→ BusinessTransactions→ Adjustment Posting/Reversal→ Define Reasons forReversal

Check reason codes.

The "Negative Posting" indicator is set for reversal reasons 03,04, 05, 06, 07, RE.




5. Post a G/L account document for 15,000 currency units (local currency),using the account �Car Rental Expense�. Your instructor will give you theoffsetting account for outgoing checks. Then check the balance of yourexpense account.

a) Post a G/L account document.

Application: Accounting→ Financial Accounting→ General Ledger→ Posting→ Enter G/L Account Document

If prompted, enter your Company code, GR##, then select �Enter�.


Field Name or Data Type ValuesBasic DataDocument Date Current datePosting Date Current dateFirst ItemG/L Account AE02##D/C DebitAmount in DocumentCurrency

15 000

Tax ID V0Item Text Negative posting testSecond ItemG/L Account Your instructor will give you

this information.D/C CreditAmount in DocumentCurrency

15 000

Text Negative posting test


Check your document. Doubleclick on a line item to displayor change data.

Select �Post� to save your document. Document number:




_________________

Check the balance on the account and identify the documenttype:

SAP Easy Access menu: Accounting→ Financial Accounting→ General Ledger→ Account→ Display Balances

Field Name or Data Type ValuesG/L Account AE02##Company Code GR##Fiscal Year Current year


Record the balances for the current period.

Debit Credit

Doubleclick on the debit balance for the current period todisplay the line items that make up the account balance.The SA document type is a G/L account posting.

6. Reverse the G/L document you just created and then review the accountbalance to see the impact of a negative reversal.

a) Perform a negative reversal.

Application: Accounting→ Financial Accounting→ General Ledger→ Document→ Reverse→ Individual Reversal

Field Name or Data Type ValuesDocument Number Noted number of the G/L account

documentCompany Code GR##Fiscal Year Current yearReversal Reason 03 (or any other which performs

negative reversal)

Goto→ Display before reversal

Select the green arrow to return to the overview screen.

Choose �Post� to save the document. Document number:Continued on next page



_________________

Check the balance on the account:

SAP Easy Access menu: Accounting→ Financial Accounting→General Ledger→ Account→ Display Balances

Field Name or Data Type ValuesG/L Account AE02##Company Code GR##Fiscal Year Current year


Record the balances for the current period.

Debit Credit

Compare these values to the balances recorded before the reversal.


� Configured your company code to allow negative postings� Checked which document types are allowed for negative

postings� Identified the reason codes used with negative postings



Lesson Summary

You should now be able to:� Reverse documents� Find reversal reasons in Customizing


TFIN50 Lesson: Payment Terms and Cash Discounts

Lesson: Payment Terms and Cash Discounts

Lesson OverviewThis lesson describes different payment terms and their effect on automaticpostings of cash discount.


� Define terms of payment� Explain the account determination for automatic postings of cash discount

Business ExampleThe company uses different terms of payment. Cash discounts are to be postedautomatically by the system. The company continually negotiates new terms ofpayments with a vendor, and these are to be reflected in the system.

Figure 88: Terms of Payment

Terms of payment are conditions agreed between business partners for thepayment of invoices. The conditions define the due date and the cash discountoffered for payment of the invoice within a certain period.

Some terms of payment are predefined in the system; you can add new ones ifnecessary.

Terms of payment enable the system to calculate a cash discount and invoicedue date.



In order to do this, the system needs the following data:

� Baseline date: The date from which the terms are counted.� Cash discount terms: The terms for which cash discount is granted.� Cash discount percentage rates: The percentage rate used to calculate

cash discount.

When you process a document, you enter the terms of payment so that the systemcan calculate the required conditions of payment.

If you have entered terms of payment in the master record, these are proposed.You can also enter or change them during processing.

Figure 89: Terms of Payment in Invoices

You can enter terms of payment in the company code segment, the sales areasegment, and the purchasing organization segment of a customer/vendor masterrecord.

The terms of payment defaulted when posting an invoice depends on wherethe invoice is created:

� If the invoice is created in Financials, the terms of payment from thecompany code segment are defaulted.

� If a customer invoice is created in Sales order Management, the terms ofpayment from the sales area segment are defaulted. When you post theSales order Management invoice, the terms of payment are copied to the FIinvoice (which is created automatically).

� If a vendor invoice is created in Purchasing Management, terms of paymentfrom the purchasing organization segment are defaulted. When you post thisinvoice, the terms of payment are automatically copied to the accountingdocument.



When you enter a vendor invoice, you can also set a fixed cash discount amount ora cash discount percentage rate. That is, the cash discount is granted independentlyof the payment period/date. To do this, you must make the appropriate entryin the �Cash Discount� field.

Figure 90: Terms of Payment in Credit Memos

Invoice related credit memos:

� Credit memos can be linked to the original invoice by entering the invoicenumber in the "Invoice Reference" field during document entry. In this case,the terms of payment are copied from the invoice so that the invoice and thecredit memo are due on the same date.

Other credit memos:

� Terms of payment in other credit memos are invalid. These credit memos aredue on the baseline date. To activate the payment terms on these non-invoicerelated credit memos, enter a �V� in the "Invoice Reference" field whenentering the document.



Figure 91: Terms of Payment - Basic Data

General:

� The day limit is the calendar day to which the terms of payment are valid.Using the day limit, you can store single or multi-part terms of payment in aterms of payment key (terms of payment key 0009 in the graphic).

� The description for terms of payment includes the following elements: Anexplanation generated automatically by the system which can be replaced byyour own explanation of the terms of payment, and a Sales and Distributiontext for printing on invoices.

� The account type defines the subledger in which terms of payment can beused. If you want to use terms of payment for both vendors and customers,you should define these using separate terms of payment keys and then onlyuse them for one account type accordingly. This prevents any change thatyou make in terms of payment for your customers, for example, changingthe cash discount percentage rate from 3% to 2%, from taking effect forpostings to your vendors (not desired).



Figure 92: Terms of Payment � Payment Controls

Payment control:

� Using block keys, which can be entered in line items or accounts, you canblock line items or accounts for payment or collection. These block keys canalso be entered in payment terms.

� A payment method (for each country, the system has payment methodsdefined that you can use in that country) is entered in the line items or theaccounts. Like payment blocks, payment methods can be entered in theterms of payment.

A block key and payment method defined in terms of payment are defaulted inthe line item when the terms of payment are used. If you are using Sales OrderManagement, read notes 132701 and 217021.



Figure 93: Baseline Date

Baseline date

The baseline date is the starting date the system uses to calculate the invoice duedate. The following rules apply for the calculation of the baseline date:

� The default values from which the baseline date can be determined areas follows: No default, document date, posting date or entry date

� Specifications for calculating the baseline date: Fixed day used tooverwrite the calendar day of the baseline date.

The number of month(s) to be added to the calendar month of the baselinemonth.

For further information about the system behavior with default values for theterms of payment baseline date and changing the date by adding months, seenote 162885.



Figure 94: Cash Discount

To calculate the cash discount, you enter a percentage rate in the terms of payment.You also enter the number of days that the percentage is valid for in the same line.You can also add fixed days and months.

The days and months specified in the terms of payment are used in conjunctionwith the baseline date to calculate the correct cash discount amount for thepayment date.

You can enter up to three cash discount periods.

Figure 95: Day Limits

Day limits enable date-specific terms of payment in one terms of payment key.

You can define several versions of terms of payment, with each version having adifferent day limit.



The day limit is the baseline date up to which the payment term version applies.For terms of payment that are dependent, for example, on whether the baselinedate is before the 15th of the month, you can enter two-part terms of paymentunder the same terms of payment key. The entry for the specified day limit isadded to the terms of payment key. This results in two entries where differentterms of payments can be defined.

The following terms of payment require the specification of a day limit:

� Documents with invoice date up to the 15th of the month are payable onthe last day of the following month

� Documents with a later invoice date are payable on the 15th of the monthafter

Figure 96: Installment Payments

An invoice can be paid over several months using an installment plan, or a portionof the invoice amount may be retained for payment at a later date.

The total invoice amount is divided into partial amounts due on different dates.

The system carries out this split automatically if installment payment is defined inthe terms of payment.

To do this, select installment payment and do not assign cash discount periods orcash discount percentage rates.

Define an installment number, a percentage rate, and terms of payment for eachinstallment.

The percentage rates specified must total 100%.



The system creates a line item for each installment specified.

The line item amounts correspond to the percentages of the total amount. The totalof the line item amounts corresponds to the total amount.

The terms of payment for the line items are the terms of payment defined for theindividual installments.

Figure 97: Cash Discount Base Amount

Depending on the national regulations of your country, the cash discount baseamount is the net value (total of G/L account and fixed assets line items, taxes notincluded, for example in the USA) or gross value (including taxes, as is the casein Germany). For each company code or tax jurisdiction code, specify whichvalue the system is to use as cash discount base - this setting belongs to the globalparameters of a company code.



Figure 98: Posting Cash Discount - Gross Procedure

The cash discount amount is entered either manually or automatically by thesystem using the rates in the terms of payment. You can still change the cashdiscount after you post the invoice.

When an open item on a customer or vendor account is cleared, the possiblecash discount is posted automatically to an account for �cash discount expense�or �cash discount received�.

You define the accounts for cash discount expense or cash discount revenue inthe configuration.



Figure 99: Net Procedure - Invoice (1) and Payment (2)

If you post a vendor invoice with a document type for the net procedure, theamount posted to the expense or balance sheet account is reduced by the cashdiscount amount. The same amount is also posted to a cash discount clearingaccount to clear the posting.

When you use the net procedure, the cash discount amount is automatically postedwhen the invoice is posted.

When the invoice is paid, the system carries out a clearing posting to the cashdiscount clearing account.

If the invoice is paid after the cash discount deadline, the cash discount loss isposted to a separate account.

The cash discount clearing account must be managed on an open item basis.



Exercise 15: Terms of Payment and CashDiscounts

Exercise ObjectivesAfter completing this exercise, you will be able to:� Configure terms of payment� Post cash discount automatically

Business ExampleThe company uses different terms of payment. Cash discounts are to be postedautomatically by the system. The company has negotiated new terms of paymentwith a vendor.

Task 1:Create a new terms of payment key.

1. You are required to implement a new terms of payment key, AC##, and testit to ensure it works. The new terms negotiated with your vendor are:

5% for immediately payment,

2% cash discount for payment within 14 days

No deduction for payment in 30 days

The posting date is the baseline date.

Task 2:Assign the new terms of payment to your vendor.

1. Assign the new terms of payment to your vendor.

Task 3:Use the new terms of payment key the next time you enter an invoice.

1. Test your new terms of payment by posting an invoice for 50,000 units oflocal currency. Use your account for entertainment expenses for the debitposting.





1. Credit memos can be linked to invoices to ensure that invoice and creditmemos are due on the same date.Determine whether this statement is true or false.□ True□ False

2. The day limits define the dates of the cash discount periods.Determine whether this statement is true or false.□ True□ False

3. Every installment of an installment plan must have its own terms of payment.Determine whether this statement is true or false.□ True□ False

Task 5:Answer the following question.

1. �Terms of Payment� is a field in the andsegment of the customer master record.



1. The is the date that the system uses to determinethe due date of the invoice.Fill in the blanks to complete the sentence.





1. Which cash discount accounts are used in the net procedure?


1. Which cash discount accounts are used in the gross procedure?



Solution 15: Terms of Payment and CashDiscountsTask 1:Create a new terms of payment key.

1. You are required to implement a new terms of payment key, AC##, and testit to ensure it works. The new terms negotiated with your vendor are:

5% for immediately payment,

2% cash discount for payment within 14 days

No deduction for payment in 30 days




The posting date is the baseline date.

a) Create terms of payment.

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Business Transactions→ Incoming Invoices/Credit Memos→ Maintain Terms of Payment

Edit→ New Entries

Field Name or Data Type ValuesTerms of Payment AC##

Account TypeCustomer BLANKVendor

Default for Baseline Date Posting DateTerms of Payment

Term 1Percentage 5%No. of Days BLANKTerm 2Percentage 2%No. of Days 14Term 3No. of Days 30

Choose Continue. In the �Explanations� area, the terms of paymentare automatically described in words. Check that you have consideredthe terms of payment correctly.

Choose "Save�.




Task 2:Assign the new terms of payment to your vendor.

1. Assign the new terms of payment to your vendor.

a) Enter terms of payment in the vendor master record.


Field Name or Data Type ValuesVendor Vendor##Company Code GR##Company Code DataPayment Transactions

Choose �Enter�.

Field Name or Data Type ValuesTerms of Payment AC##

Choose �Save�.

Task 3:Use the new terms of payment key the next time you enter an invoice.

1. Test your new terms of payment by posting an invoice for 50,000 units oflocal currency. Use your account for entertainment expenses for the debitposting.

a) Post a vendor invoice


If prompted, enter your Company code, GR##, then select �Enter�.

Field Name or Data Type ValuesBasic DataVendor Vendor##Invoice Date Current datePosting Date Current date




Amount 50 000Currency Local CurrencyCalculate Tax

Tax Code 0I (input tax training 0%)ItemG/L Account AE01##D/C DebitAmount in Document Currency 50 000Tax Code 0I (input tax training 0%)Item text Dinner for staff

Click on the �Payments� tab page to check whether the terms ofpayment are proposed from the vendor master record.


Check your document. Doubleclick on a line item to display orchange data.

Select �Post� to save your document. Document number:_________________ _________________


� Created new terms of payment� Assigned it to your vendor master record

When you posted an invoice, the new terms of payment weredefaulted from the vendor master record. Display the line itemsas follows to check that this has actually happened: Accounting→ Financial Accounting→ Accounts Payable→ Account→Display/Change Line Items

Enter your vendor number and company code on the selectionscreen and execute the report. Doubleclick on the line item forwhich you want to see the individual terms of payment.





1. Credit memos can be linked to invoices to ensure that invoice and creditmemos are due on the same date.

Answer: True

When you link a credit memo to the original invoice, the terms of paymentare copied from the invoice so that the invoice and the credit memo aredue on the same date.

2. The day limits define the dates of the cash discount periods.

Answer: False

The day limits are used to store several versions of terms of payment underthe same terms of payment key.

3. Every installment of an installment plan must have its own terms of payment.

Answer: True

The terms of payment for the line items are the terms of payment defined forthe individual installments.


1. �Terms of Payment� is a field in the company code and sales area segment ofthe customer master record.

Answer: company code, sales area

You can define terms of payment in the company code segment and inthe sales area segment of a customer master record. When you create aninvoice/billing document, the origin principle applies.


1. The baseline date is the date that the system uses to determine the duedate of the invoice.

Answer: baseline date

In order to calculate cash discount periods, the system must be able to accessa baseline date as the start date.





1. Which cash discount accounts are used in the net procedure?

Answer:

� Cash discount clearing account� Cash discount loss account


1. Which cash discount accounts are used in the gross procedure?

Answer:

� Cash discount revenue account� Cash discount expense account



Lesson Summary

You should now be able to:� Define terms of payment� Explain the account determination for automatic postings of cash discount


TFIN50 Lesson: Taxes

Lesson: Taxes

Lesson OverviewThis lesson describes the settings for tax codes in the system.


� Describe the treatment of taxes in mySAP ERP Financials� Create tax codes and define tax accounts in the configuration

Business ExampleManagement has requested that due to time constraints, you should provide thebasic tax requirements of your country for the prototype. It was suggested that youuse your country�s mySAP ERP tax template.

Figure 100: Taxes

SAP supports the tax systems for different countries:

� Tax on sales and purchases� US sales tax� Additional taxes (country-specific, for example, investment tax in Norway,

clearing tax in Belgium)� Withholding tax (not covered in this course)



There are basically two types of taxation that can be processed in the mySAPERP System:

� Taxes are levied at a national level, with uniformly defined rates.� Taxes are levied at a state/jurisdictional level, with rates defined by the

state/jurisdiction. Due to the complications involved with this type oftaxation (there are over 67,000 possible jurisdictions in the USA), thirdparty software is often used to determine the tax allocation. SAP provides ageneric interface software to support this.

In some countries (for example, Canada, India, Brazil) taxes are even levied onboth levels.

US sales and use taxes are typical examples of taxes below national level.

Figure 101: Tax - Support

The system supports the treatment of taxes as follows:

� Checks the tax amount entered or automatically calculates the tax� Posts the tax amount to tax accounts.� Performs tax adjustments for cash discounts or other forms of deductions

The expense or revenue amount is the base amount, which can include a cashdiscount (tax base is gross) or exclude a cash discount (tax base is net).

The tax code is used for the calculation procedure required to perform taxationfunctions on the SAP system.



National regulations determine whether the tax base amount must be:

� Net amount (taxable expense or revenue items minus cash discount)� Gross amount (taxable expense or revenue items including cash discount)

� You define which amount is to be used for each company code or for thehighest level of the jurisdiction code.

Figure 102: Tax on Sales and Purchases

The tax on sales and purchases is the balance of the output tax and the input tax.

� The output tax is levied on the net value of the goods and is billed to thecustomer. It is a liability of the company to the tax authorities.

� Input tax is levied on the net invoice amount and is billed by the vendor. Theinput tax is a receivable which the company claims from the tax authority.

Under certain circumstances, a company can deduct input tax that it has paid fromits tax liability to the tax authorities: Only taxes that have been levied on the addedvalue of goods have to be paid over to the tax authorities. The tax liability minusdeductible input tax is the tax payable.

Tax authorities can define that part of the input tax is not deductible. This taxamount can be posted to a separate expense account, or it can be distributed tothe G/L account and assets line items.



Figure 103: US Tax on Sales and Purchases - Sales Tax

In the USA, there is a distinction between sales tax and use tax. Both taxes onlyapply to goods which are consumed by the customer. Goods that are used inproduction or for resale to a third party remain untaxed. If a taxable good is soldeither sales or use tax is levied. Therefore, goods are only taxed once.

This graphic shows how sales taxes are posted. Sales tax is collected by a vendoron a sale and remitted to the jurisdiction of the customer.

The system calculates sales tax based on material and customer location and postsit in Sales Order Management and Purchasing Management. If customers areexempt from taxation, you can specify this in their master records by entering theappropriate indicator.



Figure 104: US Tax on Sales and Purchases - Use Tax

In the USA, there is a distinction between sales tax and use tax. Both taxes onlyapply to goods which are consumed by the customer. Goods that are used inproduction or for resale to a third party remain untaxed. If a taxable good is soldeither sales or use tax is levied. Therefore, goods are only taxed once.

This graphic shows how use taxes are posted. The customer only has to pay usetax if he was not charged sales tax by the vendor. This may be the case if thevendor does not have a �presence� in the state of the customer or if the customerhas a �self-assessment permit�. The customer determines the use tax amount andremits it to the jurisdiction where the goods are consumed.



Figure 105: Tax Calculation Procedure

A tax calculation procedure is assigned to every country for carrying out taxcalculations. The mySAP ERP system is delivered with pre-configured taxcalculation procedures for most countries.

The tax calculation procedure contains:

� The order of steps which have to be taken in the tax calculation procedure(the �from step� indicates where the system calls the base value for the�step�).

� Tax types (condition types) that apply for the country. The system isdelivered with the condition types necessary for each type of tax calculation.The tax calculation procedure already covers the correct condition types.

� Account key/transaction key that covers additional specifications andis used for the automatic account determination for the taxes concerned.Predefined accounts keys are included in the mySAP ERP system. Werecommend that you use these standard account keys.

For the USA two tax calculation procedures are relevant:

� TAXUSJ: Standard tax procedure including handling of jurisdiction codes� TAXUSX: Tax procedure used when employing an external tax package

Condition types are tax calculations that are valid for the country.

The base amount is an expense or revenue item.



Figure 106: Jurisdiction Code

A jurisdiction code is a combination of the codes of tax authorities that taxmovements of goods and use their own tax rates. There are four possible levelsbelow national level: State, county, city, district.

Using tax jurisdiction codes involves two steps:

� You have to define the length of the individual elements of the code for theformat of the jurisdiction code. This activity also automatically switchesover tax processing for this tax procedure to the tax jurisdiction code method.

� The tax jurisdiction codes must be defined on every level, for example:� 25 000 0000 0 for state level� 25 022 0000 0 for county level� 25 022 1105 0 for city level� 25 022 1105 1 for sub-city level

When you post taxes with a jurisdiction code, you can enter the taxes perjurisdiction code or per tax level.



Figure 107: Tax Code

You enter the tax code when you post the document and this is the mainconnection to the tax calculation. This connection is different depending onwhether the country uses a tax calculation procedure with tax jurisdiction codes ornot. The tax code is linked with either of the following:

� Country key� Combination of country key and tax jurisdiction code

� The tax codes within a jurisdictional taxation method are date-specific. Inthe configuration, you can choose whether the document date or the postingdate is valid for the tax calculation.

Figure 108: Tax Rates



In addition to other information, the tax code contains the tax rates. Tax rates areassigned to the tax types used in the tax calculation procedure. A tax code mayhave several tax rates entered for different tax types (if a line item is to be taxedwith several tax types), but usually only one tax rate is entered.

Example for tax code with more than one tax rate:

� 10% input tax on an item, whereby 40% of the tax amount is non-deductible(for the tax rates, this means: 6% input tax, 4% non-deductible input tax).

Some postings to tax-relevant G/L accounts must have a tax rate of zero. Thisapplies to:

� Items that are tax-exempt but have to be reported to the tax authorities. Forthese items a special tax code with a tax rate of zero is created.

� Items that are created by tax exempt transactions such as goods issue,goods movement, and so on. A special tax code must be assigned to thesetransactions in configuration.

The tax type definition determines if the base amount is �percentage included� or�percentage separate�.

If the system detects a deviation between the tax calculated and the tax amountentered, it either issues an error message (check indicator set) or a warningmessage (check indicator not set). The check indicator should not be set for inputtax codes because the user must post the tax amount from the invoice regardlessof whether it is correct or not.

Figure 109: Tax Postings



Tax Postings

� The taxes calculated by the system are usually posted via a separate line itemto a special tax account. This is the standard scenario.

� Taxes with certain transaction/account keys (for example, NVV) aredistributed to the relevant expense/revenue item. This is the case for salestax payables or other non-deductible input taxes.

Figure 110: Tax Account Determination

To enable the automatic tax account determination you have to assign thefollowing data to the account/transaction keys that generate the tax items duringposting:

� Posting keys (40 and 50 are recommended)� Rules that determine which fields the account determination is based on (the

account determination can be based on the tax code or the account key)� Tax accounts

When exchange rate differences occur because of tax adjustments in foreigncurrencies, these exchange rate differences are usually posted to the normalaccount for exchange rate differences. However, for each company code, youcan specify that the exchange rate for tax items can also be entered manually oris determined by the posting or the document date. The resulting differencesare posted to a special account.



Figure 111: Tax Accounts

You define tax accounts, that is, accounts to which tax items are posted, in thefield Tax Category by entering one of the following signs:

� < For input tax� > For output tax� The properties of the tax code define whether or not the tax posted is an

input or an output tax.

�Post Automatically Only� must be selected if you do not want to post taxmanually.

Figure 112: Other G/L Accounts



All other G/L accounts may have one of the following entries in the �TaxCategory� field:

� � � For non tax-relevant postings (e.g. bank postings)� "-" For postings that require an input tax code (for example, reconciliation

account for payables from goods and services)� "+" For postings that require an output tax code (for example, reconciliation

account for receivables from goods and services)� "*" For postings that require any tax code� "xx" For postings with the predefined tax code xx� The properties of the tax code define whether or not the tax posted is an

input or an output tax.

If the �Postings Without Tax Allowed� field is selected, you can post to thisG/L account without specifying a tax code. This is especially necessary for taxpostings within a jurisdiction code tax calculation procedure to foreign customerswho do not have a jurisdiction code.

Hint: Accounts for cash discounts need an entry in the �Tax Category�field if the system is supposed to post tax adjustments.

Figure 113: EU Single Market - Tax on Sales and Purchases Calculation

Deliveries to customers in non-EU countries are exempt from tax (output tax0%). The customer has to pay import tax, which is usually equal to the domesticinput tax.



Within the EU single market, the country of destination principle generallyapplies. This means that deliveries are tax exempt (output tax 0%) with acquisitiontax being levied in the country of destination.

The import and export restrictions have been replaced by more extensive reportingfor deliveries between companies in EU countries:

� The customer assesses the acquisition tax and reports it to the tax authoritiesin an extended advance return for tax on sales/purchases. In the same report,the acquisition tax can be claimed as input tax. The company therefore doesnot have to pay taxes when it acquires goods. The acquisition tax is used toreport the acquisition of goods within the EU to the tax authorities.

� The vendor has to report the tax exempt deliveries/goods movements totheir tax authorities in an EC sales list. This sales list also contains therecipients of the goods. To identify the recipients every company is assigneda VAT registration number. This number must be specified on every invoicebetween EU companies.

Figure 114: Acquisition Tax Codes

Special tax codes:

� The acquisition tax code creates two posting items: It posts the acquisitiontax to the credit side of the acquisition output tax account and the sameamount to the debit side of the acquisition input tax account.

� The output tax code for the tax exempt deliveries must have an EU code forgoods, services, and subcontracting within the EU to determine the relevantsales for the EC sales list. For technical reasons, you have to assign a taxaccount to the tax code even though no tax is posted.



Exercise 16: Taxes

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create a new tax code� Post a customer invoice with taxes

Business ExampleManagement has requested that due to time constraints, you should provide thebasic tax requirements of your country for the prototype. It was suggested that youuse your country�s mySAP ERP tax template.




1. Name the two types of taxation that can be represented in the mySAP ERPsystem.


1. What data is required for the automatic account determination for taxamounts?

Task 3:Create a new tax code. Complete either task 3-1 or 3-2 according to your country�srequirements.

1. Taxes not dependent on the jurisdiction code: The government of yourcountry implements a tax reform and sets the tax on sales and purchasesrate to 20%. Create a new output tax code ## to adjust to the new taxrequirements.

2. Jurisdiction-specific taxes: Your instructor will give you the code of ajurisdiction that has just changed its sales tax rate to 5%. Your company codehas a presence in this jurisdiction and is therefore obliged to collect sales tax.Create a new output tax code ## to adjust to the new tax requirements.

3.

Define that the new tax code is relevant for �outgoing invoices in FinancialAccounting� and should therefore be offered in the input help in the Enjoytransactions.




Task 4:Test the new tax code by entering a customer invoice.

1. Post a customer invoice for 300,000 units of local currency to your customeraccount. Choose the option "Calculate Tax". Use the tax code that youcreated (and, if necessary, its jurisdiction code). Post the revenue side of thetransaction to the account that is supplied by your instructor.

Hint: Note the document number on your data sheet.



Solution 16: TaxesTask 1:Answer the following question:

1. Name the two types of taxation that can be represented in the mySAP ERPsystem.

Answer:

� Taxation at national level� Taxation at regional/jurisdictional level


1. What data is required for the automatic account determination for taxamounts?

Answer:

� Rules� Posting key� Tax accounts

Task 3:Create a new tax code. Complete either task 3-1 or 3-2 according to your country�srequirements.

1. Taxes not dependent on the jurisdiction code: The government of yourcountry implements a tax reform and sets the tax on sales and purchasesrate to 20%. Create a new output tax code ## to adjust to the new taxrequirements.

a) Create a new tax code.

Taxes not dependent on the jurisdiction: Create a tax code.

IMG: Financial Accounting→ Financial Accounting Global Settings→ Tax on Sales/Purchases→ Calculation→ Define Tax Codes forSales and Purchases

Field Name or Data Type ValuesCountry Course country

Choose �Enter�.




Field Name or Data Type ValuesTax Code ##

Choose �Enter�.

Field Name or Data Type ValuesTax Code ##Description Output tax 20%

Tax Type A

Choose �Enter�.

Field Name or Data Type ValuesTax Type Output taxAccKy MWSTax Percent. 20,000

Choose �Enter�.

Assign a tax account:

Select the �Tax Accounts� pushbutton.


Chart of Accounts INT

Choose �Enter�.

Field Name or Data Type ValuesMWS Your instructor will give you the

account for tax liabilities.

Choose "Save�.




2. Jurisdiction-specific taxes: Your instructor will give you the code of ajurisdiction that has just changed its sales tax rate to 5%. Your company codehas a presence in this jurisdiction and is therefore obliged to collect sales tax.Create a new output tax code ## to adjust to the new tax requirements.

a) Jurisdiction-specific taxes: Create a tax code

IMG: Financial Accounting→ Financial Accounting Global Settings→ Tax on Sales/Purchases→ Calculation→ Define Tax Codes forSales and Purchases

Field Name or Data Type ValuesCountry Course country

Choose �Enter�.

Field Name or Data Type ValuesTax Code ##Jurisdiction Code Your instructor will give you this

information

Choose �Enter�.

Field Name or Data Type ValuesTax Code ##Description Sales tax 5%

Tax Type ACheck

Choose �Enter�.

Field Name or Data Type ValuesTax Type A/R Sales tax 3AccKy MW3Tax Percent. 5

Assign a tax account.

Select the �Tax Accounts� pushbutton.





Chart of Accounts INT

Choose �Enter�.

Field Name or Data Type ValuesMW3 Your instructor will give you the

account for tax liabilities.

Choose "Save�.

3.

Define that the new tax code is relevant for �outgoing invoices in FinancialAccounting� and should therefore be offered in the input help in the Enjoytransactions.

a) Define your tax code for the Enjoy transaction.

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Business Transactions→ Outgoing Invoices/Credit Memos→ Outgoing Invoices Credit Memos - Enjoy→ Define Tax Code perTransaction

Field Name or Data Type ValuesCountry Key Course country

Choose �Enter�.

Choose �New Entries�.

Field Name or Data Type ValuesTax Code ##Transaction Outgoing invoices in Financial

Accounting

Choose "Save�.




Task 4:Test the new tax code by entering a customer invoice.

1. Post a customer invoice for 300,000 units of local currency to your customeraccount. Choose the option "Calculate Tax". Use the tax code that youcreated (and, if necessary, its jurisdiction code). Post the revenue side of thetransaction to the account that is supplied by your instructor.

Hint: Note the document number on your data sheet.

a) Application: Accounting→ Financial Accounting→ AccountsReceivable→ Document Entry→ Invoice

Field Name or Data Type ValuesBasic DataCustomer Your customerInvoice Date Current datePosting Date Current dateAmount 300 000Currency Local currencyCalculate Tax

Tax Code ## (Your new tax code)ItemG/L Account Your instructor will give you the

revenue account.

D/C CreditAmount in Document Currency 300 000Tax Code Your new tax code


Check your document. Doubleclick on a line item to display or changedata.

Select �Post� to save your document. Document number:




_________________


� Created a new tax code� Assigned a general ledger account to the tax code to

enable automatic postings� Defined your tax code to be used in the Enjoy transaction� Posted a customer invoice to demonstrate the automatic

tax posting



Lesson Summary

You should now be able to:� Describe the treatment of taxes in mySAP ERP Financials� Create tax codes and define tax accounts in the configuration


TFIN50 Lesson: Cross-Company Code Transactions

Lesson: Cross-Company Code Transactions

Lesson OverviewThis lesson gives an overview of cross-company code transactions.


� Explain cross-company code transactions� Post cross-company code transactions

Business ExampleManagement is considering setting up an additional domestic subsidiary and isconcerned with mySAP ERP�s ability to handle cross-company code postings.

Figure 115: Cross-Company Code Transaction (1)

Figure 116: Cross-Company Code Transaction (2)



A cross-company code transaction involves two or more company codes inone business transaction. Examples:

� One company code makes purchases for other company codes (CentralProcurement)

� One company code pays invoices for other company codes (Central Payment)� One company code sells goods to other company codes

A cross-company code transaction posts to accounts in several company codes.This cannot be done by posting only one document because a document is alwaysassigned to exactly one company code. Instead, the system creates and posts aseparate document in each company code involved.

In order to balance debits and credits within these documents, the system generatesautomatic line items which are posted to clearing accounts, for payables orreceivables.

The documents which belong to one cross-company code transaction are linked bya common cross-company code transaction number.

You can use report RFBVOR00 to display cross-company code transactions.

Figure 117: Central Procurement (Example)

The graphic �Central Procurement (Example)� shows an example of across-company code transaction. A vendor delivers goods to company code 1000and other goods to company code 2000, but sends only one invoice for all thegoods to company code 1000. You enter a part of the expense and post the invoice



to the vendor account in company code 1000. When entering the invoice, youhave to post the other part of the expense in company code 2000. The clearingpostings and the tax postings are created automatically.

The tax is not distributed between the company codes according to theirexpenses. Therefore, this function may only be used if the transaction itself is nottax-relevant or if the company codes form a taxable entity.

The tax calculated is always posted to the company code of the first item.Therefore, to ensure that the tax is posted to the same company code as theinvoice, the invoice item must always be entered first.

Certain countries' tax regulations (for example, in Japan and Denmark) requirethat the tax amounts are posted in the company codes in which the expensesoccurred. Therefore, the tax must be distributed from the first company code tothe other company codes according to their expense amount. You can do thisusing report RFBUST10.

Figure 118: Clearing Accounts

Clearing accounts must be defined in every company code before across-company code transaction may be carried out. The clearing accounts may beG/L accounts, customer, or vendor accounts.

In the configuration you must assign clearing accounts to every possiblecombination of two company codes to allow cross-company code postingsbetween these combinations (for example, three company codes need 3*2= 6clearing accounts)



To reduce the number of clearing accounts, you can use just one company codeas the clearing company code. In this case, you only have to assign clearingaccounts to every combination of the clearing company code and the othercompany codes, (that is three company codes need 2*2= 4 clearing accounts)

Posting keys must be assigned to the clearing accounts to identify their accounttypes.

Figure 119: Cross-Company Code Document Number

When the cross-company code document is posted, the system generates across-company code document number to link all of the new documents together.

The document number is a combination of the document number of the firstcompany code, the first company code number, and the fiscal year. It is stored inthe document header of all of the documents created for a complete audit trail.

Cross-company code documents can be reversed: To do this, use the reversalfunction for cross-company code transactions.



Exercise 17: Cross-Company CodeTransactions

Exercise ObjectivesAfter completing this exercise, you will be able to:� Configure your company code to perform cross-company code transactions� Post a cross-company code transaction

Business ExampleManagement is considering setting up a foreign subsidiary and is concerned withmySAP ERP�s ability to handle cross-company code postings.


1. List two examples for cross-company code transactions:


1. A cross-company code transaction consists of at least two documents.Determine whether this statement is true or false.□ True□ False

2. Tax amounts of a cross-company code transaction are automaticallydistributed to the company codes in which the expenses/revenues occurred.Determine whether this statement is true or false.□ True□ False




3. Cross-company code clearing accounts must be G/L accounts.Determine whether this statement is true or false.□ True□ False

4. The company codes of a cross-company code transaction may have differentlocal currencies.Determine whether this statement is true or false.□ True□ False


1. Describe the components the system uses to create the cross-company codetransaction number.

Task 4:Create cross-company clearing accounts and configure the automatic postings forthe cross-company postings.

1. Create a clearing account 1946## to process cross-company code transactionswith your instructor's company code in your company code. To do so,copy the G/L account 194500. (Delete the entry in the Alternative AccountNumber field in account 1946##.) Set the field status group in both accountsto G001. Define the account to be posted to automatically by the system forcross-company code transactions.

Hint: If the "With Reference" pushbutton is not active, follow themenu path Settings→ Start Activity, and select the "Create GLAccount with Reference" radiobutton.

Select the green arrow to return to the Easy Access Menu and restartthe transaction.

Once in the transaction, select Enter to display a new window.

2. Assign your company code to a company. Choose the company that belongsto the company code of the instructor.




3. Configure the automatic postings for the cross-company code transaction.

Task 5:

Hint: Delete your user assignments to tolerance group SUPV, otherwiseyou will not be authorized to post in the course instructor's company code.

You can find your user assignments to the tolerance group in the IMG underFinancial Accounting→ Financial Accounting Global Settings→ Document→Line Item→ Define Tolerance Groups for Employees and Assign User/ToleranceGroups.

Post an example transaction for central purchasing.

1. You receive an invoice from your vendor for 50,000 units of the localcurrency for material you purchased for the instructor�s company code. Usethe tax code 1l (input tax (course) 10%). Post a cross-company code invoiceto record the invoice in your company code and record the expense in theinstructor�s company code. Record your document number(s).


Use the horizontal scroll bars if you cannot see all of the fields thatyou need.

Task 6:Check your posting.

1. Look at your cross-company code document again.



Solution 17: Cross-Company CodeTransactionsTask 1:Answer the following question:

1. List two examples for cross-company code transactions:

Answer:

� Central purchasing� Central payment


1. A cross-company code transaction consists of at least two documents.

Answer: True

A cross-company code transaction posts to accounts in several companycodes. This cannot be done by posting only one document because adocument is always assigned to exactly one company code.

2. Tax amounts of a cross-company code transaction are automaticallydistributed to the company codes in which the expenses/revenues occurred.

Answer: False

The tax is completely posted to the first company code. In some countries(Denmark, Japan, Belgium) the proportional tax amounts for the respectivecompany code must each be listed separately. The report RFBUST10enables you to do this.

3. Cross-company code clearing accounts must be G/L accounts.

Answer: False

Cross-company code clearing accounts can be G/L accounts as well ascustomer/vendor accounts.

4. The company codes of a cross-company code transaction may have differentlocal currencies.

Answer: True

Hint: In an earlier SAP release, the company codes had to have thesame local currency. This requirement is no longer necessary.





1. Describe the components the system uses to create the cross-company codetransaction number.

Answer: The cross-company code transaction number is a combination ofthe document number in the first company code, the first company codenumber, and the fiscal year.

Task 4:Create cross-company clearing accounts and configure the automatic postings forthe cross-company postings.

1. Create a clearing account 1946## to process cross-company code transactionswith your instructor's company code in your company code. To do so,copy the G/L account 194500. (Delete the entry in the Alternative AccountNumber field in account 1946##.) Set the field status group in both accountsto G001. Define the account to be posted to automatically by the system forcross-company code transactions.

Hint: If the "With Reference" pushbutton is not active, follow themenu path Settings→ Start Activity, and select the "Create GLAccount with Reference" radiobutton.

Select the green arrow to return to the Easy Access Menu and restartthe transaction.

Once in the transaction, select Enter to display a new window.

a) Create a General Ledger Account:

Application: Accounting→ Financial Accounting→ General Ledger→ Master Records→ G/L Accounts→ Individual Processing→Centrally


Field Name or Data Type ValuesG/L Account 1946##

Company Code GR##

Choose the "With Reference" button.




Field Name or Data Type ValuesAccount Number 194500Company Code GR##

Choose �Enter�.


Short text Clearing accountG/L Account Long Text My cross-company clearing

account

Choose the �Control Data� tab page.

Delete the entry in the field �Alternative Account Number�.

Select the �Create/Bank/Interest� tab page.

Field Name or Data Type ValuesField Status Group G001Post Automatically Only

Choose �Save�.

2. Assign your company code to a company. Choose the company that belongsto the company code of the instructor.

a) IMG: Enterprise Structure→ Assignment→ Financial Accounting→Assign Company Code to Company

Choose �Position...� to call up your company code and assign it to thecompany that belongs to the instructor's company code.

3. Configure the automatic postings for the cross-company code transaction.

a) IMG: Financial Accounting→ General Ledger Accounting→ BusinessTransactions→ Prepare Cross-Company Code Transactions

Enter the following data for clearing between company codes:




Field Name or Data Type ValuesCompany Code 1 Your company codeCompany Code 2 Instructor�s company code

Choose �Enter�.

Where you have entered your own company code under �PostedIn�, enter the following data:

Field Name or Data Type ValuesReceivableDebit Posting Key 40Debit Account Your clearing account (1946##)Payable

Credit Posting Key 50

Credit Account Your clearing account (1946##)

In the area where you entered the company code specified by yourinstructor under �Posted In� enter the following data:

Field Name or Data Type ValuesReceivableDebit Posting Key 40Debit Account Instructor�s clearing accountPayableCredit Posting Key 50Credit Account Instructor�s clearing account

Choose �Save�.




Task 5:

Hint: Delete your user assignments to tolerance group SUPV, otherwiseyou will not be authorized to post in the course instructor's company code.

You can find your user assignments to the tolerance group in the IMG underFinancial Accounting→ Financial Accounting Global Settings→ Document→Line Item→ Define Tolerance Groups for Employees and Assign User/ToleranceGroups.

Post an example transaction for central purchasing.

1. You receive an invoice from your vendor for 50,000 units of the localcurrency for material you purchased for the instructor�s company code. Usethe tax code 1l (input tax (course) 10%). Post a cross-company code invoiceto record the invoice in your company code and record the expense in theinstructor�s company code. Record your document number(s).


Use the horizontal scroll bars if you cannot see all of the fields thatyou need.

a) Cross-company code invoice


Field Name or Data Type ValuesBasic DataVendor Vendor##Invoice Date Current dateDocument Type Vendor InvoicePosting Date Current dateAmount 50 000Curr/ExchRate Local currencyCalculate Tax

Tax ID 1I (10 % input tax)Items




G/L account (expense account) Your instructor will give you thisinformation

D/C DebitAmount in Document Currency 50 000Tax ID 1I (10 % input tax)Company Code Instructor�s company codeCost Center Instructor's cost center


Check your document. Doubleclick on a line item to display orchange data. Note the cross-company code clearing postings.

Choose �Post� to save the document. Document number:

_________________

Task 6:Check your posting.

1. Look at your cross-company code document again.

a) Display your cross-company code document.

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Payable→ Document→ Cross-CC Transaction→ Display

Enter your document number, if necessary.

Select �Enter� to display your document.


� Created a general ledger account for cross-company codetransactions

� Configured the automatic postings for cross-companycode clearing with your instructor�s company code

� Posted a cross-company code document.



Lesson Summary

You should now be able to:� Explain cross-company code transactions� Post cross-company code transactions


TFIN50 Unit Summary

Unit SummaryYou should now be able to:� Define default values� Configure user-specific default values� Determine default values in the system and the configuration� Explain the rules governing changes to documents� Change documents� Analyze changes to documents� Reverse documents� Find reversal reasons in Customizing� Define terms of payment� Explain the account determination for automatic postings of cash discount� Describe the treatment of taxes in mySAP ERP Financials� Create tax codes and define tax accounts in the configuration� Explain cross-company code transactions� Post cross-company code transactions


Unit Summary TFIN50


Unit 5Clearing

Unit Overview


� Explain the clearing process� Clear an account� Post with clearing� Post incoming and outgoing payments� Reset clearing� Post payment differences� Describe tolerance groups and their role for posting payment differences� Post partial and residual payments� Create and use payment difference reason codes� Explain the system treatment of exchange rate differences

Unit ContentsLesson: Clearing Open Items .... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .272

Exercise 18: Open Item Clearing.. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .279Lesson: Incoming and Outgoing Payments .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .288

Exercise 19: Post with Clearing ... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .297Lesson: Payment Differences .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .301

Exercise 20: Payment Differences .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .309Lesson: Exchange Rate Differences .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .318

Exercise 21: Exchange Rate Differences .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .321


Unit 5: Clearing TFIN50

Lesson: Clearing Open Items

Lesson Overview


� Explain the clearing process� Clear an account� Post with clearing

Business ExampleOpen items need to be cleared for a transaction to be completed. mySAP ERPprovides two basic transactions for clearing; both are of interest for your company.

Figure 120: Clearing Open Items

Open items are incomplete transactions, such as invoices that have not been paid.

For a transaction to be considered as completed, it must be cleared. A transactionis cleared when a clearing posting has been carried out for an item or group ofitems, so that the resulting balance of the items is zero.

Documents with open items cannot be archived and stay in the system until allopen items are cleared.


TFIN50 Lesson: Clearing Open Items

Example for posting with clearing(see graphic above):

� An invoice is posted to a customer account. This invoice is regarded as anopen item because at this point it is unpaid.

� The customer pays the invoice and the payment is assigned to the open item.� The invoice is cleared with the payment and the resulting balance is zero.

Example for account clearing:

� Manually clearing an open invoice with a related credit memo and paymenton account.

A clearing transaction always creates a clearing document.

Figure 121: Post with Clearing

When you use the "posting with clearing" function, enter the clearing documentamount and then select the open items that are to be cleared.

� If the total amount of selected open items equals the amount of the clearingdocument, the system clears the open items by creating one or more clearingitems.

� If the total amount of selected open items does not equal the amount of theclearing document, the system allows you to post the difference.

�Posting with clearing� can be carried out for several accounts, account types,and for any currency simultaneously.

You can carry out the �posting with clearing� transaction manually orautomatically using the automatic payment program.



Figure 122: Account clearing

Using the �account clearing� function, choose those open items from an accountthat balance to zero. The system marks them as cleared and creates a clearingdocument. The clearing document number and the clearing date is entered inthe cleared items. The clearing date can be the current date or a date that theuser determines.

The �account clearing� function works for any account managed with open itemsin the general ledger and in subledgers.

Since most of the time postings do not have to be made to clear items within anaccount, the clearing document usually contains no line items. However, if theitems to be cleared belong to different business areas, the system may have tocarry out clearing postings to balance the business areas to zero.

The �account clearing� transaction may be performed manually or automaticallyby using the automatic clearing program.



Figure 123: Automatic Clearing Program

The user can clear open items for general ledger and subledger accounts with theautomatic clearing program.

The program groups items from an account together where they have the sameentries in the following fields:

� Reconciliation account number� Currency� Special G/L indicator� Five freely defined criteria from document header or line item, for example,

assignment field, reference number, and so on.

If the balance, in local currency, of the items within a group is zero, the systemautomatically clears them and creates clearing documents.

All accounts requiring automatic clearing must be defined in Customizing.

The automatic clearing program does not clear:

� Noted items� Statistical postings and certain special G/L transactions relating to bills of

exchange� Down payments can only be cleared if down payment clearing items of the

same amount have already been posted.� items with withholding tax entries



Figure 124: The Assignment Field as Sort Field

The assignment field of a line item is automatically filled in accordance with the�Sort Field� entry in the master record when you post.

The assignment field can be a combination of up to 4 fields with a maximum of18 characters. For example, to display the document number (10 characters) andthe posting date (6 characters), these 2 field names are included in the assignmentfield definition.

For example, if the sort key is set to the purchase order number in the businesspartner master record, then the assignment field in the business partner line item isfilled with the purchase order number.

However, if the sort key is set to the cost center in a general ledger master record,then the assignment field in the general ledger line item is filled with the numberof the cost center when that G/L account is used.



The line item sorting in the line item display and clearing functions is based on theassignment field. An application example:

� When an invoice is posted in Sales order Management, an accountingdocument is created in Financial. The accounting document has a documentnumber that is normally different to the number of the Sales orderManagement invoice. You can use the reference and the assignment to tracewhich document in Sales order Management the accounting document isbased on. The reference and the assignment in the accounting document arecopied from the reference and the assignment in the Sales Order Managementbilling document. You can define which numbers (purchase order, order,delivery, or billing document number) are copied into the Sales OrderManagement document as reference and assignment and then transferred toFinancial Accounting. You can then use these fields as selection criteria inFinancial Accounting.



Exercise 18: Open Item Clearing

Exercise ObjectivesAfter completing this exercise, you will be able to:� Explain both options for clearing open items� Clear an account

Business ExampleOpen items need to be cleared for a transaction to be completed. mySAP ERPoffers two transactions for clearing.


1. Name the two basic transactions that you can use to clear open items.


1. Documents with open items cannot be archived because open items representincomplete transactions.Determine whether this statement is true or false.□ True□ False

2. A clearing document must have at least two line items.Determine whether this statement is true or false.□ True□ False




3. The automatic clearing program (SAPF124) cannot carry out automaticpostings.Determine whether this statement is true or false.□ True□ False


1. Clearing a credit memo with an open invoice is an example of.


2. Posting a payment for an open invoice with a resulting zero balance is anexample of .Fill in the blanks to complete the sentence.




Task 4:Carry out the following exercise for �Account Clearing�.

1. Post a customer invoice for 5,500 units local currency. When you enter thecustomer invoice, change the proposed terms of payment key to "0001" (dueimmediately). Use the tax code 1O (output tax (course) 10%). Then clear theitems with the credit memo that you created for the same amount and checkthe line items in the customer account before and after clearing.

Hint: All open items have been selected for processing. There areseveral ways of deactivating each item.

� Doubleclick on each item�s amount (Gross).

� Choose Select All in the lower part of the screen.

Then choose Deactivate Items to deactivate all items.

Double-click on the amounts of the individual items that youwant to clear together.

� Process additional business transactions by choosing �EditingOptions�.

Select the �Selected Items Initially Inactive� indicator so thatall items are deactivated the next time the business transactionis processed.

Hint: To clear the cash discount, enter the value 0(zero) in the �Cash Discount� field.



Solution 18: Open Item ClearingTask 1:Answer the following question:

1. Name the two basic transactions that you can use to clear open items.

Answer:

� Account clearing� Post with clearing


1. Documents with open items cannot be archived because open items representincomplete transactions.

Answer: True

2. A clearing document must have at least two line items.

Answer: False

A clearing document may have no line items.

3. The automatic clearing program (SAPF124) cannot carry out automaticpostings.

Answer: False

As of R/3 Release 4.0, the automatic clearing program can carry outautomatic postings.


1. Clearing a credit memo with an open invoice is an example of accountclearing.

Answer: account clearing

The transaction �Account Clearing� is one option for clearing open items.




2. Posting a payment for an open invoice with a resulting zero balance is anexample of posting with clearing.

Answer: posting with clearing

The transaction �Post with Clearing� is the second option for clearing openitems and is carried out during entry of the incoming payment.

Task 4:Carry out the following exercise for �Account Clearing�.

1. Post a customer invoice for 5,500 units local currency. When you enter thecustomer invoice, change the proposed terms of payment key to "0001" (dueimmediately). Use the tax code 1O (output tax (course) 10%). Then clear theitems with the credit memo that you created for the same amount and checkthe line items in the customer account before and after clearing.

Hint: All open items have been selected for processing. There areseveral ways of deactivating each item.

� Doubleclick on each item�s amount (Gross).

� Choose Select All in the lower part of the screen.


Double-click on the amounts of the individual items that youwant to clear together.

� Process additional business transactions by choosing �EditingOptions�.

Select the �Selected Items Initially Inactive� indicator so thatall items are deactivated the next time the business transactionis processed.

Hint: To clear the cash discount, enter the value 0(zero) in the �Cash Discount� field.

a) Customer Invoice

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Invoice




Field Name or Data Type ValuesBasic DataCustomer Your customerInvoice Date Current datePosting Date Current dateAmount 5 500Currency Local currencyCalculate Tax

Tax ID 1O (Output tax (course) 10%)Terms of Payment 0001

Items � 1st detail lineG/L Account Your instructor will give you

the revenue account.D/C CreditAmount in Document Currency 5 500Tax ID 1O (Output tax (course) 10%)


Check your document. Doubleclick on a line item to display or changedata.

Select �Post� to save your document. Document number:_________________

Display the line items in your customer account:

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Account→ Display/Change Line Items

Field Name or Data Type ValuesG/L Account Your customerCompany Code GR##Line Item Selection Choose �All Items�

Choose �Execute� to display all the values posted to your customeraccount. Note that both the invoice for 5500 units and the creditmemo are open items.




Clear the account.

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Account→ Clear

Field Name or Data Type ValuesAccount Your customerCompany Code GR##

Choose the button �Process Open Items�.

Hint: All open items have been selected for processing. Thereare several ways to deactivate each item, (except the clearinginvoice for 5500 units and the credit memo).

� Doubleclick on each item�s amount (Gross).� Choose Select All in the lower part of the screen.


Double-click on the amounts of the individual items thatyou want to clear together.

� Process additional business transactions by choosing�Editing Options�.

Select the �Selected Items Initially Inactive� indicator sothat all items are deactivated the next time the transactionis called.

Hint: To clear the cash discount, enter the value0 (zero) in the �Cash Discount� field.

Choose �Post� to save the document. Document number:_________________

Display the line items in your customer account:

SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Account→ Display/Change Line Items

Field Name or Data Type ValuesAccount Your customerCompany Code GR##Line Item Selection Select �All Items�.




Choose "Execute" to display all the costs posted to your customeraccount. Note that the invoice for 5500 units and the credit memoare now cleared items.



Lesson Summary

You should now be able to:� Explain the clearing process� Clear an account� Post with clearing



Lesson: Incoming and Outgoing Payments

Lesson OverviewThis lesson explains how to post manual incoming and outgoing payments.


� Post incoming and outgoing payments� Reset clearing

Business ExampleCustomers pay open invoices taking advantage of cash discounts. The cashdiscount is to be posted in the system automatically.

Figure 125: The Manual Payment Process

A manual payment is a transaction that clears an open item, typically an invoice,by manually assigning a clearing document.

An incoming payment, typically used in Accounts Receivable, clears an opendebit amount.

An outgoing payment, typically used in Accounts Payable, clears an open creditamount.


TFIN50 Lesson: Incoming and Outgoing Payments

A manual payment is processed in three steps:

� Data is entered in the document header.� Open items are selected to be cleared.� The transaction is saved.

Possible payment differences will be dealt with in the next lesson.

Figure 126: Document Header - Payment Header

The data entered in the document header is similar to the data entered whenposting invoices. The document header consists of three sections: The paymentheader, the bank data, and the open item selection.



Enter the following information in the payment header section of the documentheader:

� Enter the document date. This is the date on the physical document.� The system proposes the document type dependent on the transaction called

(see lesson �Default Values�).� If the company code is not proposed, you have to enter it (see lesson �Default

Values�).� The period specifications include the posting date and the posting period.

The current date is defaulted as the posting date and the posting period isderived from the posting date.

� The currency specifications include the currency code, the exchange rateand the date for currency translation. If no exchange rate or translationdate is entered, the exchange rate from the exchange rate table on the postingdate is used.

� Any references needed to identify the incoming payment may be entered inthe reference document number, document header text, and clearingtext fields.

Figure 127: Document Header - Bank Data



Enter the following bank data in the next section of the document header:

� The account is a general ledger account used for incoming or outgoingpayments.

� The payment amount is the total payment amount.� The bank may charge bank charges for its services, and these are posted

automatically to a special expense account. With incoming payments, thesystem adds the bank charges to the payment amount to form the clearingamount. With outgoing payments, it subtracts the bank charges from thepayment amount to determine the clearing amount.

� The value date is the date used to evaluate the position in Cash Management.It may be defaulted by the system (see lesson �Default Values�).

� The text is an optional description of the item. Start the line with �*� toenable the text to be printed on external correspondence too. You can alsowork with text templates - the user can select an entry from a list of standardtexts.

� The assignment number is either created by the system or you can enterit manually.

Figure 128: Document Header - Open Item Selection



Enter the following �open item selection� data in the next section of the documentheader:

� Account and account type: In this area, �Account� refers to the accountnumber of the business partner and the account type for this account. Theaccount and account type are required to determine the account that containsthe open items.

� Normal open items and/or special G/L transactions: You can select normalopen items and/or special G/L transactions for processing.

� Payment advice note number: You can use the number of a paymentadvice note (either entered manually or created by the system) to selectthe open items.

� Other accounts: You can select other accounts to process their open itemsat the same time.

� Additional selections: You can use additional selection criteria defined inthe configuration to select open items. You can use �distribute by age� or�automatic search� to speed up the selection process.

Figure 129: Process Open Items

The next screen lists all of the unassigned, open items. These could be payments,debit or credit memos, or invoices. Depending on your settings all of the itemscan be active or inactive.

The first step in processing open items is to activate the required line items beforeyou can assign a payment.



The amount entered is assigned to the appropriate line items and their cashdiscount.

There are several options for activating or deactivating line items:

� Selection of editing options for open items: Select �Selected Item InitiallyInactive�.

� Double-click on the amount.� Selection from action menus and function keys: There are different menus

and keys available.

You can post the document if the amount entered is the same as the amountassigned.

The cash discount granted is determined by the terms of payment of the line item.The cash discount is taken into consideration for calculating the assigned amount.

You can change the cash discount by overwriting the absolute cash discount orby changing the cash discount percentage rate. It must not exceed the limits setin the tolerances.

Figure 130: Posting the Payment

You can then check the document you have entered.

Via Document→ Simulate you can display all of the items including thosecreated automatically.

If the debits and the credits agree, you can post the complete document.

If you subsequently discover that the document contains an error that has to becorrected, reset the cleared items and then reverse the document. You then have tore-enter the original posting correctly.



Figure 131: Automatic Postings for Clearing Open Items

If necessary, the system carries out automatic postings during clearing. We havealready seen the configuration for most of these automatic postings in previouslessons.

You can enter bank charges when you enter the bank data; they are automaticallyposted to the G/L account.

In order to perform manual cross-company code payments you have to assigna clearing transaction (either �Incoming Payment� or �Outgoing Payment�) tothe combination of paying company code and the company code for which thepayment is being made. Then, when you select open items, open items aredisplayed from each company code.

The treatment of over and underpayments is dealt with in the lesson �PaymentDifferences�.

Figure 132: Resetting Clearing

Users can reset clearing for individual documents. When you reset clearing, theclearing data is removed from the items.



The changes are logged and can be displayed in change documents. In AccountsReceivable, the payment history and the credit limit are corrected, if applicable.



Exercise 19: Post with Clearing

Exercise ObjectivesAfter completing this exercise, you will be able to:� Post an incoming payment with cash discount

Business ExampleCustomers pay open invoices taking advantage of cash discounts.

Task:Carry out the following exercise for posting with clearing.

1. Your have received a payment of 213,400 units of local currency from yourcustomer to clear the open item of 220,000 units that you posted in the lesson�Simple Documents in mySAP ERP Financials�. If you did not grant cashdiscount when you entered the invoice, enter 6,600 units cash discountmanually. Use the bank account supplied by your instructor.



Solution 19: Post with ClearingTask:Carry out the following exercise for posting with clearing.

1. Your have received a payment of 213,400 units of local currency from yourcustomer to clear the open item of 220,000 units that you posted in the lesson�Simple Documents in mySAP ERP Financials�. If you did not grant cashdiscount when you entered the invoice, enter 6,600 units cash discountmanually. Use the bank account supplied by your instructor.

a) Incoming Payments

Application: Accounting→ Financial Accounting→ AccountsReceivable→ Document Entry→ Incoming Payments

Field Name or Data Type ValuesDocument HeaderDocument Date Current dateDocument Type DZCompany Code Your company codePosting Date Current dateCurrency Local currencyBank DataAccount Your instructor will give

you this information.Amount 213 400Value Date Current dateOpen Item SelectionAccount Your customer

Choose the button �Edit Open Items�.

Select the invoice for 220,000 currency units. If necessary, entercash discount for 6,600 units of currency.

When the �Not assigned� value equals zero:






Choose �Post� to save the document. Document number:_________________

Note: You are now familiar with two clearing options:

� Account clearing: In the lesson "Clearing Open Items",you cleared an open invoice with an open credit memo.

� Posting with clearing: In this lesson you posted anincoming payment from a customer against an openinvoice.



Lesson Summary

You should now be able to:� Post incoming and outgoing payments� Reset clearing


TFIN50 Lesson: Payment Differences

Lesson: Payment Differences

Lesson OverviewThis lesson describes ways of posting in the context of payment differences.


� Post payment differences� Describe tolerance groups and their role for posting payment differences� Post partial and residual payments� Create and use payment difference reason codes

Business ExampleCustomers often pay invoices with deductions that sometimes exceed the tolerancelimits of the company.

Figure 133: Tolerance Groups

In accounting there are three types of tolerances: Employee tolerance groups, G/Laccount tolerance groups, and customer/vendor tolerance groups.



The employee tolerance group is used to control:

� Upper limits for posting transactions (see lesson "Posting Authorizations"),� Permitted payment differences

The G/L account tolerance group is used to control:

� Permitted payment differences (for example, for automatic clearingprocedures).

The customer/vendor tolerance groups provide specifications for:

� Clearing transactions� Permitted payment differences� Posting residual items from payment differences� Tolerances for payment advice notes

Configuration of tolerance groups

� Tolerance groups for employees, for example:

� Accountant I� Accountant II� Accounting manager

� Tolerance groups for customers/vendors, for example:

� Good customers/vendors� Not so good customers/vendors� Cash only customers/vendors

� Tolerance groups for G/L accounts, for example:

� Clearing accounts (external procurement)� Clearing accounts (in-house production)

Define permitted payment differences using tolerances.

Assign the tolerance groups to

� User master data� G/L account master records� Customer/vendor master records



You have to carry out two steps to use tolerance groups:

� Group definition

� The tolerance group is defined by a group key, company code, and acurrency code.

� The group key is a four character alphanumeric key.� The key "____" (BLANK) is the standard tolerance group and is

required as the minimum tolerance group.

� Group assignment

� Employee tolerance groups may be assigned to employees.� G/L account tolerance groups may be assigned to G/L account master

records.� Customer/vendor tolerance groups may be assigned to a customer

or vendor master record.� If no tolerances are assigned, the default tolerance group �____�

(blank) applies.

Figure 134: Permitted Payment Differences

The specifications for permitted payment differences can be found in bothtypes of tolerance groups. They control the automatic posting of cash discountadjustments and unauthorized customer deductions.



The system takes the entries in both groups into account during clearing. Thepayment difference has to be within both tolerances to be handled automatically,for example:

� A payment difference has to be lower than 3.00 and 2.00 currency units to bewritten off automatically as a cash discount adjustment.

� A payment difference has to be lower than 200.00 and 100.00 currency unitsas well as lower than 2.5% and 2.0% of the open amount to be written offautomatically as an unauthorized deduction. The lower of the two tolerancesalways applies: For an open amount of 1,000 currency units, this wouldbe an unauthorized customer deduction of 20 currency units; for an openamount of 100,000 currency units this would be an unauthorized customerdeduction of 100 currency units.

The entries in the tolerance groups are always in local currency.

Figure 135: Payment Differences

A payment difference normally occurs during the clearing of an open item. Thedifference is then compared to the tolerance groups of the employee and thecustomer/vendor and is handled accordingly.

� Within tolerances

Automatically posted as either cash discount adjustment or unauthorizeddeduction

� Outside tolerances

Processed manually



Figure 136: Processing Payment Differences

If the payment difference is immaterial, it may be processed automatically byallowing the system to adjust the cash discount up to certain amounts or to write itoff to a special account. The limits to which a payment difference is consideredto be immaterial are defined in tolerance groups. Within the tolerance group foran employee, you can allow an adjustment of the cash discount (within definedlimits), so that the employee has the authorization to make the adjustment.

If the payment difference is too high to be immaterial, it must be processedmanually. The payment can be posted as follows:

� Partial payment� The payment difference may be posted as a residual item� The payment difference can be posted to an account assigned to a reason

code or written off by manually entering a new posting item.� Payment on account



Figure 137: Partial and Residual Payments

If the payment difference is outside of the tolerances it has to be processedmanually. The user can:

� Post the payment as a partial payment, where all the documents remain inthe account as open items

� Post the payment difference as a residual item, whereby only the residualitem remains in the account and the original document and the payment arecleared. A new document number is created with reference to the originaldocuments.

� Post the payment difference to a different account as a difference postingusing reason codes and automatic determination.

� Write off the difference (manual account assignment)

The customer/vendor tolerance groups contain entries that control the residualitems. These specify:

� Whether the terms of payment of a residual item are the same as those ofthe cleared item or whether the terms of payment are fixed

� Whether cash discount is granted only partially and not for the wholeamount

� By specifying a dunning key, whether the residual item has a maximumdunning level or is printed separately

If you know the reason for a payment difference, you can enter a reason code.



Figure 138: Reason Codes

Reason codes are used to describe the reason for the payment difference. Toassign more than one reason code to a payment difference, click on �distributedifference�.

Reason codes can be assigned to:

� Difference postings� Partial payments� Residual items

The reason code can be used to analyze and postprocess payment differences.Additional optional functions are:

� Control of the type of payment notice which is sent to the customer� Control the account where a residual item is posted� Automatic posting of a residual item to a specified G/L account.� Exclusion of residual items from credit limit checks because they are disputed



Exercise 20: Payment Differences

Exercise ObjectivesAfter completing this exercise, you will be able to:� Enter a partial payment� Create a reason code for damaged goods� Post an incoming payment with cash discount and a reason code

Business ExampleSome of your customers only make partial payments of open invoices. Theseunderpayments have to be posted in accounts receivable accounting.

Task:Answer the following questions:

1. A clears the invoice and the payment to create anew open item.Fill in the blanks to complete the sentence.

2. A results in the open invoice and theincoming payment remaining in the customer account as open items.Fill in the blanks to complete the sentence.

3. A customer has cash flow problems and cannot pay an invoice in full.

As a basis for the incoming payment, post a customer invoice for 100,000units of local currency to your customer account. Choose the option"Calculate Tax". Use the tax code 1O (output tax (course) 10%). Post therevenue side of the transaction to the account which is supplied by yourinstructor.

You receive an incoming payment of 40,000 units in local currency fromyour customer for the invoice for 100,000 units of local currency that youhave just posted. Post the incoming payment as a partial payment to yourcustomer account.

Display your customer�s line items to check the postings you have made.

4. Customers are reducing their payments as a result of damage to goods duringtransport. You want to record these amounts. You decide to create a reasoncode, �Goods damaged during transport�, Z##, to write off this difference.




5. Your have received a payment of 250,000 units of local currency from yourcustomer and you must post this against the open item for 300,000 units.Your customer is requesting a price reduction for the remaining amountsince the goods were damaged in transit. Post the difference as a residualitem using the reason code that you created, Z##.



Solution 20: Payment DifferencesTask:Answer the following questions:

1. A residual item clears the invoice and the payment to create a new open item.

Answer: residual item

2. A partial payment results in the open invoice and the incoming paymentremaining in the customer account as open items.

Answer: partial payment

3. A customer has cash flow problems and cannot pay an invoice in full.

As a basis for the incoming payment, post a customer invoice for 100,000units of local currency to your customer account. Choose the option"Calculate Tax". Use the tax code 1O (output tax (course) 10%). Post therevenue side of the transaction to the account which is supplied by yourinstructor.

You receive an incoming payment of 40,000 units in local currency fromyour customer for the invoice for 100,000 units of local currency that youhave just posted. Post the incoming payment as a partial payment to yourcustomer account.

Display your customer�s line items to check the postings you have made.

a) SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Invoice

Field Name or Data Type ValuesCompany Code Your company codeCustomer Your customerInvoice Date Current DatePosting Date Current DateAmount 100.000Calculate Tax

Tax Code 1O (Output tax (course) 10%)Items




G/L account (sales revenueaccount)

Your instructor will give you thisinformation

Amount in doc. curr. 100.000Tax Code 1O (Output tax (course) 10%)

Select �Post�.

b) SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Incoming Payments

Field Name or Data Type ValuesDocument HeaderDocument Date Current Date

Company Code Your company code

Posting Date Current DateCurrency Local CurrencyBank DataAccount Your instructor will name the

house bank G/L account.Amount 40 000

Value Date Current DateOpen Item SelectionAccount Your customer

Choose Process Open Items.

Choose the open item for 100,000 units.

Next, choose the �Partial Payment� tab page.

Double-click on the amount in the �Payment Amount� field toupdate the value with the partial payment amount.

Select �Post�.

c) SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Account→ Display/Change Line Items




Field Name or Data Type ValuesCustomer Account Your customerCompany Code Your company codeItem SelectionOpen Items SelectionOpen at key date Current Date

Result: The partial payment and the assigned invoice remain openitems.

Double-click on the partial payment and display the invoice referencein the �Payment for� field.




4. Customers are reducing their payments as a result of damage to goods duringtransport. You want to record these amounts. You decide to create a reasoncode, �Goods damaged during transport�, Z##, to write off this difference.

a) IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Business Transactions→ Incoming Payments→ IncomingPayments Global Settings→ Overpayment/Underpayment→ DefineReason Codes


Choose �Enter�.

Edit→ New Entries

Field Name or Data Type ValuesRCd Z##Short Text Damage in transit (for example)G/L Account Long Text Goods damaged in transitC (charge of difference via separate

account)

Choose �Save�.

Check accounts for payment differences

IMG: Financial Accounting→ Accounts Receivable and AccountsPayable→ Business Transactions→ Incoming Payments→ IncomingPayments Global Settings→ Overpayment/Underpayment→ DefineAccounts for Payment Differences

Choose Chart of Accounts �INT�.

Choose �Enter�.

Choose �Back� without changing the account determination.

5. Your have received a payment of 250,000 units of local currency from yourcustomer and you must post this against the open item for 300,000 units.Your customer is requesting a price reduction for the remaining amountsince the goods were damaged in transit. Post the difference as a residualitem using the reason code that you created, Z##.

a) Incoming payment with difference




SAP Easy Access menu: Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Incoming Payments

Field Name or Data Type ValuesDocument HeaderDocument Date Current Date

Company Code Your company code

Posting Date Current DateCurrency Local CurrencyBank DataAccount Your instructor will name the

house bank G/L account.Amount 250 000

Value Date Current dateOpen Item SelectionAccount Your customer

Choose the button �Process Open Items�.

Choose the open item for 300,000 units.

Delete the cash discount amount or enter 0%. Then choose�Continue�.

Create residual item:

Select the "Res. Items" tab.

Enter the short payment amount by entering the following valuesor drilling down on the Residual Items field.

Field Name or Data Type ValuesResidual Item 50 000RCd Z##


Result: The residual item is written off using your reason code Z##.





Choose �Post� to save the document. Document number:_____________ _____________


� Created a write-off reason code� Posted an incoming payment with a difference� Created a residual item� Assigned the write-off reason code



Lesson Summary

You should now be able to:� Post payment differences� Describe tolerance groups and their role for posting payment differences� Post partial and residual payments� Create and use payment difference reason codes



Lesson: Exchange Rate Differences

Lesson Overview


� Explain the system treatment of exchange rate differences

Business ExampleThe company has a large number of vendors based abroad. The accountingdepartment would like to know how realized exchange rate differences flow intoaccounting.

Figure 139: Realized Exchange Rate Differences

When clearing open items in a foreign currency, exchange rate differences mayoccur due to fluctuations in exchange rates.

The system posts these exchange rate differences automatically as realized gainsor losses.

The system posts the differences automatically to the revenue/expense account forexchange rate differences that you defined during configuration. This preventsincorrect postings.

The realized difference is stored in the cleared line item.

Exchange rate differences are also posted when open items are valuated for thefinancial statements. These exchange rate differences from valuation are posted toanother exchange rate difference account and to a financial statement adjustment


TFIN50 Lesson: Exchange Rate Differences

account. When clearing an open item that has already been valuated, the systemreverses the balance sheet correction account and posts the remaining exchangerate difference to the account for realized exchange rate differences.

Figure 140: Account Determination

All reconciliation accounts and all G/L accounts with open item transactions inforeign currency must be assigned revenue/expense accounts for realized lossesand gains.

One gain/loss account can be assigned:

� To all currencies and currency types� Per currencies and currency type� Per currency� Per currency type



Exercise 21: Exchange Rate Differences

Exercise ObjectivesAfter completing this exercise, you will be able to:� Explain the basics of exchange rate differences

Business ExampleManagement is considering purchasing goods from a foreign country and wouldlike to be able to post any exchange rate differences.

Task 1:True or False?

1. The mySAP ERP system generates the exchange rate differencesautomatically.Determine whether this statement is true or false.□ True□ False

2. G/L accounts must be defined for exchange rate losses or gains.Determine whether this statement is true or false.□ True□ False


1. List the number of ways the G/L account can be determined for exchangerate differences.



Solution 21: Exchange Rate DifferencesTask 1:True or False?

1. The mySAP ERP system generates the exchange rate differencesautomatically.

Answer: True

When clearing open items in a foreign currency, exchange rate differencesmay occur due to fluctuations in the exchange rate table. The system poststhese differences automatically as realized gains or losses.

2. G/L accounts must be defined for exchange rate losses or gains.

Answer: True

The system posts the differences automatically to the revenue/expenseaccount. Therefore, you have to define the accounts during the configuration.


1. List the number of ways the G/L account can be determined for exchangerate differences.

Answer: A single G/L account can be used for all currencies and currencytypes.

� A single G/L account can be used per currency and currency type.� A single G/L account can be used per currency.� A single G/L account can be used per currency type.



Lesson Summary

You should now be able to:� Explain the system treatment of exchange rate differences


Unit Summary TFIN50

Unit SummaryYou should now be able to:� Explain the clearing process� Clear an account� Post with clearing� Post incoming and outgoing payments� Reset clearing� Post payment differences� Describe tolerance groups and their role for posting payment differences� Post partial and residual payments� Create and use payment difference reason codes� Explain the system treatment of exchange rate differences


Unit 6Cash journal

Unit Overview


� Create a cash journal and assign it to a general ledger account� Explain business transaction categories� Create business transactions� Save and post business transactions in the cash journal

Unit ContentsLesson: Cash Journal Configuration .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .326

Exercise 22: Setting Up the Cash Journal . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .331Lesson: Cash Journal Transaction .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .336

Exercise 23: Business Transactions in the Cash Journal . . . . . . . . . . . . .339Exercise 24: Document Split . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .343Exercise 25: Posting to One-Time Accounts .. . . . . . . . . . . . . . . . . . . . . . . . . .347


Unit 6: Cash journal TFIN50

Lesson: Cash Journal Configuration

Lesson Overview


� Create a cash journal and assign it to a general ledger account� Explain business transaction categories� Create business transactions

Business ExampleThe accounting department requires special general ledger accounts to handle thecash journal. You want to be able to post to this account automatically.

Figure 141: Cash Journal Assignment

The cash journal is a tool for managing cash that was offered with R/3 release 4.6.It supports posting cash receipts and payments.

With this tool you can:

� Create a separate cash journal for each currency� Post to customer, vendor, and general ledger accounts� Run several cash journals in each company code� Choose a random number for cash journal identification (a four-digit

alphanumeric key)


TFIN50 Lesson: Cash Journal Configuration

Figure 142: Setting Up the Cash Journal

To set up a new cash journal for a company code, you have to enter the appropriatevalues for the following fields:

� The company code in which you want to use the cash journal� The four digit cash journal identification and name� The G/L accounts to which you want to post the cash journal business

transactions� The currency in which you want to run the cash journal� The document types for:

� G/L account postings� Outgoing payments to vendors� Incoming payments from vendors� Outgoing payments to customers� Incoming payments from customers



Figure 143: Business Transaction Types

Within the cash journal you process different transactions that you have to set upbeforehand using business transaction categories. Below are standard businesstransaction categories and their postings:

� Expense (E)

Expense/Cash desk

� Revenue (R)

Cash desk/Revenue

� Cash transfer:� From cash journal to bank (B)

Bank/Cash desk

� From bank to cash journal (C)

Cash desk/Bank

� Accounts receivable (D)

Customer payment receipt Cash office / customer

Customer outgoing payment Customer / cash office

� Accounts payable (K)

Vendor payment issue Vendor / cash office

Vendor incoming payment Cash journal/Vendor



Figure 144: Creating Business Transactions

You can define new business transactions for the cash journal in two places: Inthe cash journal itself or in the Implementation Guide (IMG). When you give thebusiness transaction a name, you can base it on the type of business transaction.For example, for the business transaction for creating postings to cash sales, youcould assign the name �Cash Sale�.

To create a business transaction, make the following settings:

� The company code in which the business transaction should be created� The type of business transaction (note: You cannot make entries in the "G/L

Account Number" field for the cash journal business transactions D and K)� Specify tax codes for the business transactions E (Expense) and R (Revenue)� For business transaction categories E, R, C, and B, you can set and indicator

to enable the general ledger account for the business transaction to bechanged when the document is entered. In this case, the general ledgeraccount is only a default value.

� For business transaction categories E and R, you can set and indicator toenable the tax code for the business transaction to be changed when thedocument is entered. If no tax code has been defined, you have to specifyone (if required for the account) when you create the document.

� Once saved, the business transaction is assigned a number automatically.During document entry, the business transaction can be called up by itsname or its number.

� You can set an indicator that blocks the business transaction for furtherpostings.



Exercise 22: Setting Up the Cash Journal

Exercise ObjectivesAfter completing this exercise, you will be able to:� Create a G/L account for the cash journal� Set up your cash journal

Business ExampleThe accounting department requires special general ledger accounts for the newcash journal to handle various cash transactions.

Task:Carry out the Customizing for setting up a cash journal in your company code.

1. Create a G/L Account, 1002##, for the cash journal in your company code.Create your G/L account with the reference account 100000. Ensure thatthe G/L account can only be posted to automatically and that the accountcurrency is the same as the company code currency.

2. Create cash journal 20##, for your company code using the course currency.Use document types �AB� for G/L account postings, for payments to/fromvendors �KZ�, for payments to/from customers �DZ�. Name your cashjournal �Cash ##� and check whether the number range 01 for your cashjournal documents has been created.



Solution 22: Setting Up the Cash JournalTask:Carry out the Customizing for setting up a cash journal in your company code.

1. Create a G/L Account, 1002##, for the cash journal in your company code.Create your G/L account with the reference account 100000. Ensure thatthe G/L account can only be posted to automatically and that the accountcurrency is the same as the company code currency.

a) Create a G/L account for your cash journal.

IMG: Financial Accounting → Bank Accounting → BusinessTransactions→ Cash Journal→ Create G/L Account for Cash Journal

Or: Application: Accounting→ Financial Accounting→ GeneralLedger→ Master Records→ G/L Accounts→ Individual Processing→ Centrally


Field Name or Data Type ValuesG/L Account 1002##Company Code GR##

Select the �Create with Template� pushbutton.

Field Name or Data Type ValuesG/L Accounts 100 000Company Code GR##

Choose �Enter�.

Tab page: �Type/Description�:

Field Name or Data Type ValuesShort Text Petty Cash ##G/L Account Long Text Petty cash for cash journal

Tab page �Create/Bank/Interest�




Field Name or Data Type ValuesPost Automatically Only

Delete the alternative account number on the �Control Data� tabpage.

Choose �Save�.

2. Create cash journal 20##, for your company code using the course currency.Use document types �AB� for G/L account postings, for payments to/fromvendors �KZ�, for payments to/from customers �DZ�. Name your cashjournal �Cash ##� and check whether the number range 01 for your cashjournal documents has been created.

a) Create cash journal.

IMG: Financial Accounting → Bank Accounting → BusinessTransactions→ Cash Journal→ Set Up Cash Journal

Choose �New Entries� and enter the following information:

Field Name or Data Type ValuesCompany Code GR##Cash Journal Number 20##Account Number 1002##Currency Local currencyDocument Type: G/L Account Posting ABDocument type for outgoing G/L accountposting

Leave blank

Document Type: Payment to Vendor KZDocument Type: Payment from Vendor KZDocument Type: Payment from Customer DZDocument Type Payment to Customer DZSplit indicator Leave blankName Group ## Cash Journal

20##

Choose �Save�.

Determine whether the number range interval 01 has already beenpredefined by the system.




IMG: Financial Accounting → Bank Accounting → BusinessTransactions→ Cash Journal→ Define Number Range Intervals forCash Journal Documents


Choose �Display Intervals�.

If the number range interval 01 is not predefined:

Choose �Change Intervals�

Choose �Insert Interval�

Field Name or Data Type ValuesNumber 01From 0 000 000 001To 0 000 999 999

Choose �Insert�.

Choose �Save�.

Select �Enter� to confirm the information message abouttransporting number ranges.



Lesson Summary

You should now be able to:� Create a cash journal and assign it to a general ledger account� Explain business transaction categories� Create business transactions



Lesson: Cash Journal Transaction

Lesson OverviewThis lesson describes how to post business transactions in the cash journal.


� Save and post business transactions in the cash journal

Business ExampleOur department still handles various kinds of transactions in cash. Thesetransactions have to be saved locally and posted/transferred to the general ledgerevery day.

Figure 145: Posting Business Transactions in the Cash Journal

The cash journal is one of the Enjoy business transactions that you can process ona single screen. On this screen, you can enter, display, and change cash journalentries.

You can save cash journal entries locally in the cash journal subledger, and copyor delete them. The cash journal entries saved are posted to the general ledger, forexample, at the end of the working day.

You can also print the cash journal entries you have saved (receipts) as well asthe cash journal entries posted in the time period displayed. The print forms areselected in Customizing.


TFIN50 Lesson: Cash Journal Transaction

The follow-on documents that are posted as a result of cash journal entries aredisplayed.

You can also copy and delete cash journal entries saved and display the deletedcash journal entries.

From Release 4.6C, you can also enter checks in the cash journal.

Figure 146: Cash Journal Document with Document Split

In the SAP system you can enter a cash journal document with a document split.In other words, a cash journal document can contain several items with differenttax codes and/or account assignments relevant to cost accounting. When the cashjournal document is forwarded to Financial Accounting, only one accountingdocument is therefore created.



Figure 147: Cash Journal Document with One-Time Account

In the cash journal you can create a business transaction linked to a one-timeaccount. If you use a one-time account in the cash journal, the dialog box forentering the one-time data is called automatically and the entries saved in thecash journal.



Exercise 23: Business Transactions in theCash Journal

Exercise ObjectivesAfter completing this exercise, you will be able to:� Post an incoming payment� Control the balances calculated and displayed automatically� Check the follow-on documents

Business ExampleOur department pays for some vehicle costs, such gas, in cash. Cash expenseshave to be saved locally and have to be posted to the general ledger every day.

Task:Use the functions of the cash journal that you have created for the first time.

1. Create a business transaction for vehicle costs in your company code. To dothis, use the expense business transaction, E, and the vehicle costs account,475000 with the appropriate tax code for your country.

Create a cash receipt transaction, with business transaction category C,to record cash transfers from your bank account to the cash journal. UseG/L account 113100 as the bank account for the offsetting postings of G/Laccount postings.

2. Pay gas costs to the value of 120 units of local currency in cash and create acash document. Remember: Before you pay the vehicle costs you also needsome money in your new cash journal. Transfer 1,000 units (local currency)from the bank to the cash journal.

Save your cash journal entries locally in your cash journal subledger. Checkthe balance display for displayed period. Post the saved Cash Journal entriesto the G/L account and check the accounting follow-on documents.



Solution 23: Business Transactions in theCash JournalTask:Use the functions of the cash journal that you have created for the first time.

1. Create a business transaction for vehicle costs in your company code. To dothis, use the expense business transaction, E, and the vehicle costs account,475000 with the appropriate tax code for your country.

Create a cash receipt transaction, with business transaction category C,to record cash transfers from your bank account to the cash journal. UseG/L account 113100 as the bank account for the offsetting postings of G/Laccount postings.

a) Create business transactions to use in your cash journal.

IMG: Financial Accounting → Bank Accounting → BusinessTransactions→ Cash Journal→ Create, Change, Delete BusinessTransactions

Choose the "New Entries" button and enter the followinginformation:

Field Name or Data Type ValuesBusiness Transaction for ExpensesCompany Code GR##Business Transaction Category EG/L Account 475000Tax ID Your instructor will give you

this information.Transaction Name Vehicle costs ##Business Transaction for CashCompany Code GR##Business Transaction Category CG/L Account 113100Transaction Name Bank to journal ##

Choose �Save�.




2. Pay gas costs to the value of 120 units of local currency in cash and create acash document. Remember: Before you pay the vehicle costs you also needsome money in your new cash journal. Transfer 1,000 units (local currency)from the bank to the cash journal.




Save your cash journal entries locally in your cash journal subledger. Checkthe balance display for displayed period. Post the saved Cash Journal entriesto the G/L account and check the accounting follow-on documents.

a) Record business transactions in the cash journal.

Application: Accounting→ Financial Accounting→ Banks→Incomings→ Cash Journal

Field Name or Data Type ValuesCompany Code GR##Cash Journal 20##

Choose �Enter�.

Record the cash transfer to the cash journal:

Choose the �Cash Receipts� tab and enter the followinginformation:

Field Name or Data Type ValuesBusiness Transaction Bank to journal ##Amount 1,000 units local currencyText Transfer cash to cash journal

Choose the �Save� pushbutton.

Record the expense to the cash journal (only for company codesWITHOUT tax jurisdiction codes):

Choose the �Cash Payments� tab and enter the followinginformation:

Field Name or Data Type ValuesBusiness Transaction Vehicle costs ##Amount 120 units local currencyText Cash for gas

Choose the �Save� pushbutton.

To save the entries in the subledger and transfer them to thegeneral ledger at the same time, choose the �Post� button. Todisplay the accounting documents, select the business transactionand choose Goto→ FI Follow-On Documents.



Exercise 24: Document Split

Exercise ObjectivesAfter completing this exercise, you will be able to:� Use the document split function in the cash journal

Business ExampleOur department wants to model the purchase of advertising articles from a majorsoftware company as a business transaction in the cash journal. A colleague isto purchase the advertising articles from the software maker's sales stand whilehe attends a training course at the company in a small town in California. Weneed to create a new transaction in our cash journal to reflect the purchase ofoffice supplies with the software maker's logo and flower arrangements with thethree initials of the group.

Task:Cash Journal Document with Document Split

1. In your company code, create a business transaction for the (cash) purchaseof advertising articles. Create this business transaction as part of the businesstransaction category for expenses (E). To do this, use the office supplyaccount (476000) with the appropriate tax code for your country. Notethat the scenario described above requires that you enter a further expenseaccount and a further tax code.

2. Enter a business transaction for purchasing advertising articles with a value of100 currency units. The transaction involves the purchase of office suppliesand a flower arrangement (see scenario). Use the business transaction youjust created. Assign the transaction to accounts 476000 (office supplies) and477100 (advertising articles). Make sure you use different tax codes. Firstsave the business transaction in the cash journal. Then post the businesstransaction in the general ledger and take a look at the accounting document.



Solution 24: Document SplitTask:Cash Journal Document with Document Split

1. In your company code, create a business transaction for the (cash) purchaseof advertising articles. Create this business transaction as part of the businesstransaction category for expenses (E). To do this, use the office supplyaccount (476000) with the appropriate tax code for your country. Notethat the scenario described above requires that you enter a further expenseaccount and a further tax code.

a) Create the new business transaction in Customizing.

IMG: Financial Accounting→ Bank Accounting→ BusinessTransactions→ Cash Journal→ Create, Change, Delete BusinessTransactions

Edit→ New Entries

Field Name or Data Type ValuesCompany Code GR##Transaction Type E (Expense)G/L Account 476000Tax Code 1l (input tax - course 10%)Cash Journal Business Transaction Advertising articlesAccount Modifiable SelectTax Modifiable Select

Choose �Save�.

2. Enter a business transaction for purchasing advertising articles with a value of100 currency units. The transaction involves the purchase of office suppliesand a flower arrangement (see scenario). Use the business transaction youjust created. Assign the transaction to accounts 476000 (office supplies) and477100 (advertising articles). Make sure you use different tax codes. Firstsave the business transaction in the cash journal. Then post the businesstransaction in the general ledger and take a look at the accounting document.

a) Enter the business transaction.

Application: Accounting→ Financial Accounting→ Banks→Outgoings→ Cash Journal





Choose ENTER.

Choose the Cash Payments tab page.

Field Name or Data Type ValuesBusiness Transaction Cash purchase of advertising

articlesAmount 100

Choose the Split pushbutton.

Item 1:

Field Name or Data Type ValuesBusiness Transaction Advertising articlesAmount 80Tax Code 1l (input tax - course 10%)General Ledger 476000

Item 2:

Field Name or Data Type ValuesBusiness Transaction Advertising articlesAmount 20Tax Code V2General Ledger 477100

Choose the COPY pushbutton

Choose the SAVE pushbutton

Choose the POST pushbutton

Select the item you just posted, click the FOLLOW-ON DOCUMENTSpushbutton, and choose the accounting document.



Exercise 25: Posting to One-TimeAccounts

Exercise ObjectivesAfter completing this exercise, you will be able to:� Post cash journal documents to one-time accounts

Business ExampleOur customers enjoy the candy we provide in our reception area. To make surethat we never run out, we constantly buy more stock at various weekly markets.Our department wants to record a transaction in the cash journal for cash purchasesof candy from small suppliers as one-off business partners.

Task:Create a one-time account and post a business transaction

1. Create an account for one-time vendors in your company code. Use vendor1960 from company code 1000 as a template.

2. Enter a business transaction for a cash purchase of candy with a value of50 currency units. The transaction involves quality class A toffees froma traveling salesperson Mr. S. Ugar with an address in Sweet Street 11,Candytown (zip code 12345). Use an existing business transaction. Firstsave the business transaction in the cash journal. Then post the businesstransaction and take a look at the accounting document.



Solution 25: Posting to One-TimeAccountsTask:Create a one-time account and post a business transaction

1. Create an account for one-time vendors in your company code. Use vendor1960 from company code 1000 as a template.

a) Create your one-time vendor.

Application: Accounting→ Financial Accounting→ Accounts Payable→ Master Records→ Create

Field Name or Data Type ValuesVendor 1960Company Code GR##

Reference

Field Name or Data Type ValuesVendor 1960Company Code 1000

Accept the data from the template vendor and choose SAVE.

2. Enter a business transaction for a cash purchase of candy with a value of50 currency units. The transaction involves quality class A toffees froma traveling salesperson Mr. S. Ugar with an address in Sweet Street 11,




Candytown (zip code 12345). Use an existing business transaction. Firstsave the business transaction in the cash journal. Then post the businesstransaction and take a look at the accounting document.

a) Enter the cash payment for candy.

Application: Accounting→ Financial Accounting→ Banks→Outgoings→ Cash Journal


Choose ENTER.

Choose the Cash Payments tab page.

Field Name or Data Type ValuesBusiness Transaction payment to vendorAmount 50Text CandyVendor 1960

Choose ENTER.

Enter the address of Mr. S. Ugar.

Field Name or Data Type ValuesTitle Mr.Name S. UgarStreet Sweet Street 11ZIP code 12345City Candytown

Choose ENTER.

Choose the SAVE pushbutton

Choose the POST pushbutton

Choose the FOLLOW-ON DOCUMENTS pushbutton and select theposting document.



Lesson Summary

You should now be able to:� Save and post business transactions in the cash journal


TFIN50 Unit Summary

Unit SummaryYou should now be able to:� Create a cash journal and assign it to a general ledger account� Explain business transaction categories� Create business transactions� Save and post business transactions in the cash journal


Unit Summary TFIN50


Unit 7Special G/L transactions

Unit OverviewFirst, the application view of special G/L transactions will be presented. Thesystem settings are dealt with afterwards.


� Describe special G/L transactions� Explain the particularities of special G/L transactions� Explain the functions of special G/L transactions� Configure special G/L transactions or check their configuration� Create your own special G/L transactions as needed

Unit ContentsLesson: Application Area for Special G/L Transactions .. . . . . . . . . . . . . . . . . .354

Exercise 26: Guarantee Made (Customer) . . . . . . . . . . . . . . . . . . . . . . . . . . . . .369Exercise 27: Down Payment Request, Received Down Payment,Customer Invoice and Clearing .. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .373Exercise 28: Individual Value Adjustment - Optional . . . . . . . . . . . . . . . . . .381

Lesson: Configuration of Special G/L Transactions .. . . . . . . . . . . . . . . . . . . . . . .386Exercise 29: Configuration of Special G/L Transactions .. . . . . . . . . . . . .393


Unit 7: Special G/L transactions TFIN50

Lesson: Application Area for Special G/L Transactions

Lesson OverviewThe application area for special G/L transactions in financial accounting isintroduced in this lesson by means of selected examples. It is explained why andwhen it is possible or appropriate to work with special G/L transactions.


� Describe special G/L transactions� Explain the particularities of special G/L transactions� Explain the functions of special G/L transactions

Business ExampleCertain business transactions should be displayed separately in the general ledgerand subledger in financial accounting. In this context, down payments and downpayment requests and individual value adjustments of doubtful receivables, forexample, should be displayed in financial accounting.

What are reconciliation accounts?Transactions in the subledgers (e.g. accounts receivable/payable) are also postedon the reconciliation accounts in the general ledger. The aim is to have the valuesavailable in form of totals as well in the general ledger in order to be able to quicklycreate a financial/income statement. To determine the payables/receivables, thebalances of the reconciliation accounts can be directly displayed instead of havingto search for the values in the subledger.

The reconciliation account to be posted to is entered in each customer/vendormaster record. The Reconciliation Account field can be found in the companycode segment of the customer/vendor master record.


TFIN50 Lesson: Application Area for Special G/L Transactions

Figure 148: Display Customer: Company Code Segment-AccountManagement

Postings in the SubledgerIf, for example, a customer invoice or customer credit memo is entered on anaccount receivable, it is posted in the same way on the created reconciliationaccount. The account number of the reconciliation account posted to can be seenon the FI document. The transaction figures are updated on the reconciliationaccount in concern.

Figure 149: Enter Customer Invoice



Sp. G/L Transactions � Alternative ReconciliationAccountsSpecial G/L transactions are transactions in the accounts receivable and payable,which are displayed separately in the general ledger and the subledgers. This maybe necessary for internal reasons or for certain report purposes. Down payments,for example, may not figure in the balance sheet together with receivables andpayables for goods and services.

Transactions in the subledgers are linked to the general ledger by the reconciliationaccount defined in the subledger master record. If subledger account assignmentsare made using a special G/L indicator, the postings are performed on alternativereconciliation accounts (special G/L accounts) to allow these transactions to beable to be displayed separately.

Figure 150: Sp. G/L Transactions � Alternative Reconciliation Accounts

Special General Ledger ClassesSpecial G/L transactions can be divided roughly into three classes:

� Down payments� Bill of exchange� Other transactions



Figure 151: Special General Ledger Classes

The numerous purposes of special G/L transactions can be divided into threeclasses:

� Transactions in connection with down payments: The SAP systemprovides special preconfigured programs and entry screens for theadministation of requested, received and used down payments. They canbe used for accounts receivable or payable and can be called up via therespective standard menus. Furthermore, the processing of down paymentsis integrated in the dunning and payment programs.

� Transactions in connection with bills of exchange: Bills of exchange areprocessed in order to be able to deal with country-specific particularities.The SAP sytem contains special preconfigured programs and entry screenswhich utilize the functions of special G/L transactions in order to meet theserequirements. Options for processing bills of exchange are available in thestandard menus for the accounts receivable and payable.

� Other transactions: The functions of the special G/L transactions areused for the most different of business tranactions. These transactions arecontrolled by means of the �Other� option in the Document entry menu inaccounts receivable and payable. With the special main ledger indicator itis possible to pass on documents for individual items to a reconciliationaccount. The type of processing to be performed after entering the businesstransaction is regulated in this way.



Special General Ledger Types

Figure 152: Special General Ledger Types

There are three ways (special general ledger types) of transferring special generalledger entries to the system. Whether the posting is a free G/L account posting,a noted item or a posting with automatic offsetting entry is determined in theconfiguration of the special G/L indicator.

1. Automatic offsetting entries (statistical) are transactions which are alwaysposted on the same offsetting account. They are usually included in the notes tofinancial statements. Example: posting of a guarantee of payment.

2. Noted items are individual account assignments which are only used to remindthe respective department of due payments or payments to be made and are notintended to be displayed in the general ledger.

Example: down payment request.

3. Free offsetting entries are part of the financial statements. They are postingswith freely definable offsetting entries.

Example: the bank posting of a received down payment.

1. Automatic Offsetting Entry (Statistical)Automatic offsetting entries (statistical) are always made on the same offsettingaccount. To simplify the posting procedure, the number of the account for theoffsetting entry is defined in Customizing. The system then automatically makesthe offsetting entries. If you clear open items in the respective account, the systemalso automatically clears the respective items in the offsetting account.



These transactions are called statistical postings, since they are generally eithernot displayed at all in the financial statements or only in the notes to the financialstatements. Guarantees of payment made, for example, are displayed in theappendix, but not guarantees received. For internal purposes however, it makessense to have an overview of the guarantees received.

Figure 153: Overview: Automatic Offsetting Entry (Statistical)

Figure 154: Posting: Automatic Offsetting Entry (Statistical)



Example of a statistical posting � guarantee of payment: You agree with acustomer to guarantee for an amount of 10,000 and consequently accept that youcan be made liable for this amount. Your liability is displayed on the customeraccount and on the special G/L account, �Guarantees of Payment Made�. Theautomatic offsetting entries are made on the clearing account for the guarantees ofpayment made. The guarantee of payment is cancelled once you are no longerliable.

2. Noted ItemsNoted items are special G/L transactions with informational character which onlyremind the user about due payments or payments to be made and are not displayedin the general ledger or added to it.

Only one line item is updated if a noted item is created. No offsetting entry ismade. That is why no zero balance check is made.

The payment program and the dunning programm can access noted items forfurther processing.

Noted items are administered as open items in the accounts payable/receivableand the special G/L account. You should therefore always activate the line itemdisplay for these accounts.

Figure 155: Overview: Noted Item

Examples of noted items: down payment requests, bill of exchange paymentrequests.



A down payment request is a �reminder�, a statistical noted item which is supposedto remind you to make a down payment. No transaction figures are updated fordown payment requests. Like all down payment special G/L transactions, downpayment requests can be paid and dunned automatically. All information requiredby the payment or dunning program is available.

There are customer and vendor down payment requests. The objective of customerdown payment requests is to allow down payments to be processed automaticallyby the payment program (prerequisite: collection authorization from the customer).The down payment request entered in the system is supposed to allow onecustomer per system (automatic process) to be reminded about a down payment orto create a reminder about a down payment. Vendor down payment requests arerequired to regulate down payments by means of the payment program.

Figure 156: Posting: Noted Item

Displaying Noted Items in the General LedgerNo transaction figures are updated when entering noted items. This means that theitems can be found on the line item list, but do not affect the displayed balanceof the customer and that the special G/L account posted to also always displaysa balance of zero.

3. Free Offsetting EntrySpecial G/L transactions defined as free offsetting entries create a proper postingin the general ledger. The alternative reconciliation account is debited or creditedautomatically, depending on the type of posting. The G/L account must be enteredby the user for the offsetting entry.



Figure 157: Overview: Free Offsetting Entry

Example of a free offsetting entry � incoming down payment: The customerresponds to a down payment request with a payment of 11,000 EUR. The SAPsystem registers the incoming payment both in the subledger account of thecustomer as well as in the alternative reconciliation account (received downpayments) of the general ledger. The bank balance sheet account (which variesdepending on the bank and account number) to be credited with the incomingpayment can be selected in the SAP system during the transaction.

A down payment made by the customer prior to the performance of a serviceis a payable and may therefore not change the receivables of the reconciliationaccount. The special G/L account (alternative reconcilation account) for downpayments made is displayed on the financial statements in the payables area.



Figure 158: Posting: Free Offsetting Entries

The down payment must be transferred or written off after generating the invoice.

Down Payment in the Customer AreaThe procedure is as follows:

1. Down payment request: Down payment requests are noted items. Theydo not change any account balances. With down payment requests you canautomatically issue dunning notices and make payments.

2. Down payment received: Received down payments are displayed aspayables on your accounts. They may not change the balance of the�Receivables� reconciliation account. Received down payments areadministered in the �Down Payments Received� alternative reconciliationaccount in the Payables area on the financial statements.

3. Customer invoice: The customer receives an invoice whenever goods aresupplied or services performed.

4. Posting a down payment clearing with invoice: At this point of time thedown payment is no longer a down payment. The amount should/must bedisplayed as payment on the normal reconciliation account.

5. Clearing of the items during the payment of the customer's balance



Figure 159: Down Payments in the Customer Area � Example

Down Payments in the Customer AreaThe procedure for customer down payments is as follows:

1. The down payment request is posted.2. The down payment made is entered.3. The vendor invoice is created.4. The down payment is cleared.5. The payment is cleared during the payment of the balance.



Figure 160: Down Payments in the Customer Area � Example

Another Example for Special G/L Transactions: TheIndividual Value AdjustmentDisputed or doubtful receivables are entered as individual value adjustments whenpreparing the balance statements for year-end closing. The special general ledgerprocedure is suitable here, since the transaction is entered in the customer accountas well as posted to the special G/L account, Individual Value Adjustmentsfor Receivables.

Description of the procedure for individual value adjustments:

1. The receivable is entered to the customer account.2. The individual value adjustment (without tax) is entered. The expenses are

now at the right place on the �Expense for Individual Value Adjustment�account for the income statement reporting.

3. The individual value adjustment is cleared after the key date for the balancesheets, meaning it is reversed.

4. The final value adjustment is made after ascerting that the receivable isuncollectable. In this case the Expenses for Uncollectable Receivablesaccount is posted to. No special G/L account is used, since adjustmentpostings must be made on the regular customer reconciliation account.



Figure 161: Individual Value Adjustment� Example

Guarantees of Payment - Customer (Guarantees ofPayment Made)The subject of guarantees of payments was already introduced briefly duringthe presentation of the special general ledger type of statistical offsetting entries(automatic).

Figure 162: Guarantees of Payment - Customer (Guarantee of PaymentMade)



You have made an agreement with a customer for you to take over the guaranteeof payment for a fee of 10,000 EUR. There is a risk of having to account forthe fulfillment of the claims. This transaction is displayed on the account of thecustomer and on a special G/L account. Guarantees made are displayed in thenotes to the financial statements.

Posting transaction (1) shows the posting of the guarantee made.

Posting transaction (2) shows the cancellation of the guarantee made.

Guarantees of payment are stored in SAP as transactions with automatic offsettingentries.

Guarantees of Payment � Vendor (received guaranteesof payment)You have made an agreement with a vendor for the vendor to make the guaranteefor you. This transaction is displayed on the vendor account and on a specialG/L account.

Posting transaction (1) shows the posting of the guarantee made.

Posting transaction (2) shows the cancellation of the guarantee made.

Figure 163: Guarantees of Payment � Vendor (Received Guarantee ofPayment)



Bills of Exchange - OptionalBills of exchange are a type of short-term financing. If an invoice is paid with abill of exchange, the payment period is extended for your customers (e.g. to threemonths). If you wish, you can pass on the bill of exchange to a third party inorder to refinance it. It can be discounted at a bank prior to the due date, whichmeans the bank charges interest.

Bills of exchange are treated like special G/L transactions in the SAPsystem. These transactions are therefore automatically recorded in the subledger,separately from other transactions, and posted to a special G/L account. As aresult, you can obtain an overview of the activities concerning bills of exchange atany time. You can post receivable and payable bills of exchange and incoming andoutgoing checks and bills of exchange.

Example of a receivable bill of exchange free of charge as displayed above:

1. The receivable is entered to the customer account.2. The customer initiates the payment with a bill of exchange. The account

balance is now registered as a receivable bill of exchange and not as thenormal balance of the account recivable.

3. The bank collects the money from the account of the customer on a fixeddate.

4. The collected amount is transferred to your company account.5. The amount is posted to the account of the customer and the respective

accounts cleared.

Figure 164: Bill of Exchange � Example (Free of Charge)



Exercise 26: Guarantee Made (Customer)

Exercise ObjectivesAfter completing this exercise, you will be able to:� Enter a guarantee made to the system

Business ExampleGuarantees made must be displayed in the notes to the financial statements.

Task:Enter a guarantee made to the system.

1. Enter a guarantee made of 6,000 EUR (due in 12 months) on your accountreceivable AC202-##C in your company code AC## on the first of thecurrent month.

2. Display the guarantees made in the line item list.

3. Reverse the statistical posting (guarantee of payment made).



Solution 26: Guarantee Made (Customer)Task:Enter a guarantee made to the system.

1. Enter a guarantee made of 6,000 EUR (due in 12 months) on your accountreceivable AC202-##C in your company code AC## on the first of thecurrent month.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→ Accounts Receivable→ Document Entry→ Other→ StatisticalPosting (F-38)

Enter the following values:

Document Date First day of the current monthPosting Date First day of the current month

Document Type DACurrency EURCompany Code AC##

Posting Key 09Special G/L ind GAccount (customer) AC202-##CAmount 6,000Due on In 12 monthsText Guarantee made according to

agreement

Save/Post the entered data.

The system confirms the assigned document number.

Display the document. In the menu, choose Document→ Display.

Hint: The document is posted to the alternative reconciliationaccount 196100. The offsetting account automatically postedto is the Clearing of Guarantees Made Account (196110).




2. Display the guarantees made in the line item list.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Account→ Display/Change Line Items. SelectAll items and Special G/L transactions.

3. Reverse the statistical posting (guarantee of payment made).

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→ Accounts Receivable→ Document→ Special General LedgerTransaction→ Reverse Statistical Posting.


Document Date Current datePosting Date Current dateDocument Type DACompany Code AC##General Ledger 196100

Save/Post the document.



Exercise 27: Down Payment Request,Received Down Payment, CustomerInvoice and Clearing

Exercise ObjectivesAfter completing this exercise, you will be able to:� Enter a down payment request� Post the received down payment� Enter a corresponding customer invoice� Clear the down payment

Business ExampleA down payment request is a �reminder� (a statistical noted item) which issupposed to remind you to make a down payment. No transaction figures areupdated for down payment requests. Down payment requests can be paid anddunned automatically. All information required by the payment or dunningprogram is available.

A down payment made by the customer prior to the performance of therespective service is a payable and may therefore not change the receivables ofthe reconciliation account. The special G/L account (alternative reconcilationaccount) for down payments made is displayed on the financial statements inthe payables area.

The down payment is no longer a down payment once an invoice has beengenerated. The amount must be posted to the account as payment.

Task 1:Enter a down payment request to the system for a customer.

1. Enter a down payment request of 11,000 EUR to the system for yourcustomer account AC202-## in your company code AC##. The documentdate and posting date are today. The item is due now.

2. Display the down payment request in the line item list of your customeraccount.




Task 2:Now post a received down payment while taking into account the existing downpayment request. Then enter a customer invoice. The customer invoice should becleared after posting it.

1. Post a received down payment of 11,000 EUR to your customer accountAC202-## in your company code AC##. Check, if there are any downpayment requests in the system and, if so, take them into account. Post thecash receipt to your bank clearing account 113109.

2. Display the down payment in the line item list.

3. Post a customer invoice of 33,000 EUR to your customer account AC202-##in your company code AC## (document/posting date of today; make surethe ZB00 payment term is used). You can post to account 800200 as thesales revenue account.

4. Clear the customer invoice and received down payment.



Solution 27: Down Payment Request,Received Down Payment, CustomerInvoice and ClearingTask 1:Enter a down payment request to the system for a customer.

1. Enter a down payment request of 11,000 EUR to the system for yourcustomer account AC202-## in your company code AC##. The documentdate and posting date are today. The item is due now.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Down Payment→ Request


Field Name or Data Type ValueDocument date/Posting date TodayCompany Code AC##Currency EURCustomer AC202-##Trg. sp. G/L ind. A

Select Enter.

Field Name or Data Type ValueAmount 11,000Tax 1O (10% course output

tax)Calculate Tax XDue on Today

Select Save/Post.




2. Display the down payment request in the line item list of your customeraccount.

a) Display the noted item on the account: SAP Easy Access→ Accounting→ Financial Accounting→ Accounts Receivable→ Account→Display/Change Line Items

Field Name or Data Type ValuesCustomer AC202-##Company Code AC##Open items SelectOpen at key date Today

Normal Items Do not selectNoted Items Select

Select Execute.




Task 2:Now post a received down payment while taking into account the existing downpayment request. Then enter a customer invoice. The customer invoice should becleared after posting it.

1. Post a received down payment of 11,000 EUR to your customer accountAC202-## in your company code AC##. Check, if there are any downpayment requests in the system and, if so, take them into account. Post thecash receipt to your bank clearing account 113109.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→ Accounts Receivable→ Document Entry→ Down Payment→Down Payment

Field Name or Data Type ValueDocument date/Posting date TodayCompany Code AC##Customer - Account AC202-##Special G/L ind. ABank clearing account 113109Amount 11,000

Click on the Requests pushbutton.

The existing down payment requests are selected and displayed.

Select the desired down payment request using the switch on the leftside of the screen and click on the Add Down Payments pushbutton.

Save/Post the entries (disk pushbutton).

The cleared down payment request is no longer displayed as open itemon the customer account. Try to select the down payment request usingthe noted items display.

You can still display the down payment request while taking intoaccount the cleared items.




2. Display the down payment in the line item list.

a) Choose:

SAP Easy Access→ Accounting→ Financial Accounting→ AccountsReceivable→ Account→ Display/Change Line Items

Field Name or Data Type ValueCustomer AC202-##Radio button Open ItemsOpen at key date TodayNormal Items Do not selectSpecial G/L transactions: SelectNoted Items Do not select

Select Execute.




3. Post a customer invoice of 33,000 EUR to your customer account AC202-##in your company code AC## (document/posting date of today; make surethe ZB00 payment term is used). You can post to account 800200 as thesales revenue account.

a) SAP Easy Access→ Accounting→ Financial Accounting→ AccountsReceivable→ Document Entry→ Invoice.

Field Name or Data Type ValueCompany Code AC##Customer AC202-##Document Date/Posting Date TodayAmount 33,000Tax Code 1O (10% course output tax)Calculate Tax X

A system message is issued indicating a down payment!

Switch to the Payment tab page and make sure the ZB00 paymentterm has been set.

On the line item level, assign the down payment to the followingaccount:

Field Name or Data Type ValueAccount 800200Amount *

Please save the document and make a note of the document number.

It is required as invoice reference for clearing.




4. Clear the customer invoice and received down payment.

a) Choose: SAP Easy Access→ Accounting→ Financial Accounting→ Accounts Receivable→ Document Entry→ Down Payment→Clearing

Please enter the following values:

Field Name or Data Type ValueDocument date/Posting date TodayCompany Code AC##Currency EURCustomer - Account AC202-##Relevant invoice -Invoice ref. Your noted customer invoice

numberFiscal Year Current fiscal year

Click on the Process Down Payment pushbutton.

Double-click into the amount field (transfer posting) and 11,000 EURwill appear there.

Select Save.

The down payment is cleared.

Hint: The same entry is made in the Assignment field for theclearing and the outgoing invoice.

In practice it is the invoice number, order number or deliverynumber. For training purposes this is the Financials documentnumber of the outgoing invoice.



Exercise 28: Individual Value Adjustment -Optional

Exercise ObjectivesAfter completing this exercise, you will be able to:� Enter an invoice� Adjust the individual value of a doubtful receivable

Business ExampleIndividual disputed or doubtful receivables are entered as individual valueadjustments when preparing the balance statements for year-end closing. Thespecial general ledger procedure is suitable here, since the transaction is enteredin the customer account as well as posted to the special G/L account, IndividualValue Adjustments for Receivables.

Task:First post a customer invoice in your company code. On the basis of secureinformation, then make an individual value adjustment using a special G/Ltransaction.

1. Post a customer invoice of 11,000 EUR (incl.tax) to your customer accountAC202-##B in your company code AC## (posting date/document date of6 months ago).

2. Use the special G/L transaction E to make an individual value adjustmentof 10,000 EUR for the entered invoice (due on the last day of the currentperiod; account expenses from individual value adjustment: 210100).

3. Clear the individual value adjustment after the key date for the financialstatements. Reverse the document.

4. Display the line item list of your customer account.



Solution 28: Individual Value Adjustment -OptionalTask:First post a customer invoice in your company code. On the basis of secureinformation, then make an individual value adjustment using a special G/Ltransaction.

1. Post a customer invoice of 11,000 EUR (incl.tax) to your customer accountAC202-##B in your company code AC## (posting date/document date of6 months ago).

a) Choose: SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Invoice.

in the company code AC##.


Customer AC202-##BInvoice date Today - 6 monthsPosting date Today - 6 monthsAmount 11,000 (including VAT)Currency EURCalculate tax CheckTax code 1O (10% course output tax)G/L account 800200D/C CreditAmount *

Save/Post your entries.

2. Use the special G/L transaction E to make an individual value adjustmentof 10,000 EUR for the entered invoice (due on the last day of the currentperiod; account expenses from individual value adjustment: 210100).

a) SAP Easy Access→ Accounting→ Financial Accounting→ AccountsReceivable→ Document Entry→ Other→ Transfer Without Clearing





DocumentDate/Posting Date

Last day of the current period

Company Code AC##Currency EURPK (customer) 19Account (customer) AC202-##BSp. G/L indicator E (special G/L indicator for individual value

adjustment)

Hint: The reconciliation account of the customer is account140000. The item you posted during the previous transactionhas also been posted to this account. With the individualvalue adjustment, you transfer the item from account 140000(domestic customer receivables) to account 142000 (individualvalue adjustments to customer requests).

Enter the following values when posting:

Amount 10,000Due on Last day of the current periodText Value adjustmentPosting key 40Account 210100 (expense from value

adjustments for receivables))

Select Enter.

Now enter the following values:

Amount *Tax code A0 (0% domestic output tax)Value date Last day of the current period

Post your document and make a note of the document number________________ .




3. Clear the individual value adjustment after the key date for the financialstatements. Reverse the document.

a) Reverse the individual value adjustment as follows:

Choose SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document→ Reverse→ Individual Reversal.

Enter your document number and 01 as the reason for reversal.

Save/Post the document.

4. Display the line item list of your customer account.

a) Choose: SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Account→ Display/Change Line Items

Please select All items, Normal items and Special G/L transactionsin order to display them.

Select Execute.



Lesson Summary

You should now be able to:� Describe special G/L transactions� Explain the particularities of special G/L transactions� Explain the functions of special G/L transactions



Lesson: Configuration of Special G/L Transactions

Lesson OverviewThe application area of the special G/L transactions was described in the lastlesson. The required system settings are now dealt with here.


� Configure special G/L transactions or check their configuration� Create your own special G/L transactions as needed

Business ExampleThe special G/L transactions should be defined in the system using specialG/L indicators. Any existing settings must be checked. The desired accountdetermination is checked and, if necessary, stored in cooperation with therespective department.

Basic Settings for Special G/L Transactions: PostingKeysSpecial G/L transactions are posted from the application side by means of specialposting keys and using special G/L indicators. The posting keys require aparticular type of outsorting here.

The special G/L transactions of the standard system are assigned to the postingkeys 09, 19, 29 and 39.

The diagram shows the configuration of posting key 09. The special G/L indicatorindicates that the posting key is used to enter special G/L transactions. The specialG/L indicator should always be included in the entry.


TFIN50 Lesson: Configuration of Special G/L Transactions

Figure 165: Posting Key

Basic Settings for Special G/L Transactions:Outsorting of the Alternative Reconciliation AccountsSpecial G/L transactions are posted to an account stored in Customizing and not tothe reconciliation account stored in the master record. These accounts must becreated in financial accounting as G/L accounts and outsorted according to therequirements.

Figure 166: Special General Ledger: Account Control

The special G/L accounts have been defined as reconciliation accounts for theD or K account types.



As opposed to �normal� reconciliation accounts (customers/vendors), in general,special G/L accounts have the line item display activated. This means a list ofthe line items can be displayed.

You can use the field status group to change the screen layout for postings entered.

Configuration of Sp. G/L Transactions - Properties andAccount Determination

Figure 167: Configuration of Sp. G/L Transactions

Special G/L transactions are part of the scope of delivery of the standard system.You can make individual adjustments if you, for example, wish to make changesin the following areas:

� Different account numbers for reconciliation accounts or special G/Laccounts

� Other posting keys or G/L indicators for individual transactions� Other settings for the automatic postings, including the accounts to be posted

to, posting keys and rules for account assignments with automatic postings.

A particular configuration of the special G/L transactions is defined by the specialG/L indicator which determines the type of transaction and the account type(customer or vendor account).

The account type is important since customer and vendor down payments, forexample, are configured separately.



Figure 168: Special G/L Transactions: Definition of Properties and Accounts

The characteristics of each special G/L indicator are defined in connection withthe account type under Properties.

Noted items: You can determine that a special G/L transaction does not updateany account balances.

Relevance to credit limit check: You can include special G/L transactions in thecredit limit check for customers. Noted items are generally not taken into account.All other transactions can be marked accordingly as desired by the user.

Warning against commitments: You can determine that the user is notified by awarning message about the existence of a special G/L transaction when posting toa customer or vendor account.

Example: When posting a vendor invoice, it is useful to know that there is a downpayment for this vendor.

Target special G/L indicator: This entry only makes sense for noted items. Forline items, you can set which special G/L indicators are allowed to be added astarget special G/L indicators when entering (applying) a payment request. Thetarget special G/L indicator is used in the standard system for down paymentrequests.

Special G/L transaction class: The special G/L transaction class determineswhether the transaction is a down payment, a bill of exchange or any other typeof transaction.

Posting key: Only these posting keys can be used with the respective specialG/L indicators.



The alternative special G/L account which is to be selected when using specialG/L indicators is stored separately in the account determination according to thechart of accounts. The system proceeds from the reconciliation account found inthe master record of the customer or vendor and assigns it when posting the specialG/L account assigned to this reconciliation account in the account determination.

Automatic Statistical Offsetting Entries

Figure 169: Configuration - Automatic Statistical Offsetting Entries

Statistical postings are always made on the same offsetting account. The accountis stored on the basis of a combination of the account type (customer or vendoraccount) and the special G/L indicator used.

Setting Up Your Own Special G/L Transactions � NotedItems

Figure 170: Setting Up Your Own Special G/L Transactions � Noted Items



When setting up several special G/L transactions, you can take advantage of all oftheir technical features.

No transaction figures are updated for noted items. There is no offsetting accountassignment, only information (a �reminder�) on the customer or vendor account.

An example: You are delivering goods in containers and would like to indicatethe customer where the container is in the system. A corresponding special G/Lindicator, which is defined as a noted item, should be created in the configuration.An alternative reconciliation account should be stored.

Setting Up Your Own Special G/L Transactions �Statistical Items with Automatic Offsetting Entries

Figure 171: Setting Up Your Own Special G/L Transactions � StatisticalItems with Automatic Offsetting Entries

To set up a special G/L transaction with automatic offsetting entry, do not onlystore an alternative special G/L account (alternative reconciliation account) forthe selected special G/L indicator, but also a clearing account in the table for�accounts for automatic (offsetting) postings� (in the same way as with the�guarantees of payment� special G/L transaction).



Figure 172: Setting Up Your Own Special G/L Transactions � Transactionwith Manual Offsetting Entry

An alternative G/L account (alternative reconciliation account) should be storedfor the selected special G/L indicator. The offsetting account is entered manuallyduring the transaction.



Exercise 29: Configuration of Special G/LTransactions

Exercise ObjectivesAfter completing this exercise, you will be able to:� Understand the configuration of a special G/L transaction� Set up a noted item special G/L transaction

Business ExampleYou are supposed to explain the configuration of special G/L transactions to a newcolleague using the example of a guarantee of payment made and set up a newspecial G/L transaction (noted item).

Task 1:Show all customizing settings required for the guarantee made transaction as anexample of special G/L transactions.

1. Show where the accounts for automatic offsetting entries are stored.

2. Where are the alternative reconciliation accounts stored?

Task 2:Set up a new special G/L transaction. You have been sending containers tocustomers and their hesitant response has not only been annoying you for sometime, but also causing high costs. You would now like to administer the containersin the system and, if necessary, issue reminders.

1. First create a new G/L account in your company code AC## as an alternativereconciliation account for container transactions (account number 196999).Please only define the allowed entries of your company code segment if achart of accounts segment has already been created.

2. Create the noted item special G/L indicator transaction with a random letter(select an unused letter) in Customizing (set up special G/L indicator, storeaccount determination...).

3. OPTIONAL: Enter a container transaction on your customer accountAC202-## in your company code AC##.

4. Optional: Display the transaction on your customer account.



Solution 29: Configuration of Special G/LTransactionsTask 1:Show all customizing settings required for the guarantee made transaction as anexample of special G/L transactions.

1. Show where the accounts for automatic offsetting entries are stored.

a) Choose IMG: Financial Accounting→ Accounts Receivable andAccounts Payable → Business Transactions → Postings withAlternative Reconciliation Account→ Other Special G/L Transactions→ Define Accounts for Automatic Offsetting Entry

Select the INT chart of accounts from the subsequent screen.

Entries on the account type and special G/L indicator can be foundin the following table. The respective combinations are assigned toreconciliation accounts.

The desired offsetting accounts are stored here together with thepostings with special G/L indicators.

These are fixed values.

Among others the following values can be found there:

DG Customer Guaranteemade

196110

KG Vendor Guaranteereceived

196410




2. Where are the alternative reconciliation accounts stored?

a) Choose IMG: Accounts Receivable and Accounts Payable→ BusinessTransactions→ Postings with Alternative Reconciliation Account→Other Special G/L Transactions→ Define Alternative ReconciliationAccount for Customers.

Choose Execute.

Select the following entries from the displayed list by double-clickingon them:

Account type DSpecial G/L indicator G

You receive a list of the reconciliation accounts and the assignedspecial G/L accounts.

Task 2:Set up a new special G/L transaction. You have been sending containers tocustomers and their hesitant response has not only been annoying you for sometime, but also causing high costs. You would now like to administer the containersin the system and, if necessary, issue reminders.

1. First create a new G/L account in your company code AC## as an alternativereconciliation account for container transactions (account number 196999).Please only define the allowed entries of your company code segment if achart of accounts segment has already been created.

a) Create a G/L account which is to be used as a reconciliation account inyour company code AC##.

Choose SAP Easy Access→ Accounting→ Financial Accounting→ General Ledger→ Master Records→ Individual Processing→Centrally.


G/L Account 196999Company Code AC##

Choose the Create w. Template pushbutton.





Reference Account - G/L Account No. 196000Reference Account - Company Code AC##

Enter �Container� in short and long text.

Remove the entry from the Alternative Account Number (Control Datatab page) field.

Save the new account.

Acknowledge the messages.

If the chart of accounts segment has already been created:

Choose SAP Easy Access→ Accounting→ Financial Accounting→ General Ledger→ Master Records→ Individual Processing→In Company Code.


G/L Account 196999Company Code AC##

Choose the Create w. Template pushbutton.


Reference Account - G/L Account No. 196000Reference Account - Company Code AC##

Save your entries.

2. Create the noted item special G/L indicator transaction with a random letter(select an unused letter) in Customizing (set up special G/L indicator, storeaccount determination...).

a) Create the noted item with a free letter of your choice with the nameContainer for the account type D (customers).

Proceed via IMG: Accounts Receivable and Accounts Payable→Business Transactions→ Postings with Alternative ReconciliationAccount→ Other Special G/L Transactions→ Define AlternativeReconciliation Account for Customers.

Choose the Create pushbutton.

The account type D is pre-assigned.





Special G/L indicator Your letter

Description Con##Description Container##

Select Continue (Enter).


Noted items CheckPosting Key - Debit 09 ContainerPosting Key - Credit 19 Container

Note: The text is displayed whenever documents are entered in orderto be checked.

Select the Accounts pushbutton to store the account determination.

Save the data which has been entered up to now, if necessary.

Select the INT chart of accounts and enter the following values:

Recon. acct Special G/L account140000 196999

Save your entries.




3. OPTIONAL: Enter a container transaction on your customer accountAC202-## in your company code AC##.

a) Optional: Enter a container noted item with the special G/Ltransaction newly created by you on your customer accountAC202-##.

Choose SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Other→ Noted Items.


Posting Date/Document Date TodayCompany Code AC##Currency EUR

Please enter the following values under Line item:

Posting Key 09Special G/L indicator Your letterAccount (customer) AC202-##Due TodayAmount 2Text Free choice

Save/Post the transaction.

4. Optional: Display the transaction on your customer account.

a) Select the open items and noted items from the customers area, Account→ Display/Change Line Items.



Lesson Summary

You should now be able to:� Configure special G/L transactions or check their configuration� Create your own special G/L transactions as needed


Unit Summary TFIN50

Unit SummaryYou should now be able to:� Describe special G/L transactions� Explain the particularities of special G/L transactions� Explain the functions of special G/L transactions� Configure special G/L transactions or check their configuration� Create your own special G/L transactions as needed


Unit 8Parking Documents

Unit OverviewFirst, the Hold Document and Park Document functions will be explained anddiscussed. In the second lesson, document parking with the option of furtherprocessing of the documents will be presented in greater detail. Chapter 2,Document Parking, is rounded off by a brief insight into the subject of workflowwith regard to document parking.


� Describe the functionality of document parking� Identify the differences between parking documents and holding

documents� Park Financial Accounting documents� Edit, delete or post parked documents� Describe how to use the workflow when parking documents� Name the advantages of using workflow when parking documents

Unit ContentsLesson: Basics of Document Parking Versus Hold Document .. . . . . . . . . .404

Exercise 30: Holding Documents - Parking Documents .. . . . . . . . . . . . .409Lesson: Parking Documents and Processing Parked Documents ... . . . .419

Exercise 31: Processing Parked Documents .. . . . . . . . . . . . . . . . . . . . . . . . . .425Lesson: Document Parking and Workflow.... . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .431

Exercise 32: Document Parking and Workflow... . . . . . . . . . . . . . . . . . . . . . .443


Unit 8: Parking Documents TFIN50

Lesson: Basics of Document Parking Versus HoldDocument

Lesson OverviewThe Document Parking and Hold Document functions are presented.


� Describe the functionality of document parking� Identify the differences between parking documents and holding

documents

Business ExampleNumerous documents are entered in financial accounting. If the informationrequired for the respective posting is not yet known at the time of the entry oradditional information is required, the previously entered date should not bedeleted, but should be able to be further used. The respective department isinterested in possible procedures.

Holding / Parking DocumentsAn employee in Financial Accounting is occupied with entering documents. Thedocument the employee is currently dealing with consists of ten line items. Atitem nine the cost center to be posted to can not be clearly determined by means ofthe documents. What options does the employee have? The document cannot besaved or posted, since it is not complete. The addressed G/L account needs to beassigned to a cost center. If the employee interrupts the posting procedure, all thedata has to be reentered the next time. This extra work is intended to be avoided.


TFIN50 Lesson: Basics of Document Parking Versus Hold Document

Figure 173: Scenarios for Entering Documents

There are different reasons for interrupting document entries. The respectivedepartment is looking for a way of temporarily saving the data entered up to thepoint of interruption in order to resume the entries at a later time.

There are two different ways of saving documents (without performing �proper �Financial Accounting posting):

� HOLDING documents� PARKING documents

These two procedures are described in the following.

Figure 174: Holding/Parking Documents as Possible Solutions to Problems



Holding DocumentsWith Hold Document, data which has been entered can be saved temporarily inorder to continue the entries at a later time. Documents held by the system donot have to be complete. No account balances are updated and the data of thedocument is not available for evaluation. No document number is assigned.

The person making the entries is asked to name the document after selecting theHold Document function. The document can be found under this name at a latertime.

Figure 175: Overview: Holding Documents

Held documents can be completed and posted or deleted at a later point of time.

There is a risk of forgetting held documents and therefore not posting themcompletely.

Parking DocumentsYou can enter incomplete documents in the SAP system without having to checkthe entries extensively by parking documents. When parking documents, thesystem assigns a document number via the document type in the same way as with�normal� Financial Accounting postings. The user must pass on the number if ithas been assigned externally.

Parked documents can be supplemented, checked and posted later on � if necessaryby a different operator. No data, such as transaction figures for example, can beupdated when parking documents. The data of parked documents is available tothe system for real-time evaluations. In this way, amounts from parked documentscan be used for example for the advance return for tax on sales/purchases.

The Park Document function is available for conventional postings and the Enjoyposting mask.



Figure 176: Overview: Parking Documents

Parked documents can be completed, changed, posted or deleted at a later pointof time.

When parking documents, the respective department must also make sure that, ifdesired, the parked documents are completed in order to turn them into �proper�Financial Accounting postings for the posting deadline. Parked documents whichare no longer required should be deleted to provide a better overview.

Substitutions are not supported by the document parking feature. Substitutionscan only be made with posting transactions after turning parked documents intoaccounting documents.

The Park Document functions are more effective than the Hold Documentfunctions. Dual control, for example, is performed in a number of companies as aresult of being able to park documents. Responsibilities can be clearly defined anddisplayed by means of authorizations.



Figure 177: Additional Park Document Functions



Exercise 30: Holding Documents - ParkingDocuments

Exercise ObjectivesAfter completing this exercise, you will be able to:� Hold and park documents.

Business ExampleEmployees are constantly interrupted when posting documents or information ismissing so that the document is incomplete and therefore unable to be posted. Toprevent the entered data from being lost, the data can be saved without postingit with Hold Document or Park Document. The complete entry/posting can bemade at a later point of time.

Task 1:Holding documents: You are entering a document when you are interrupted byan urgent call from your boss before finishing the transaction. You therefore usethe Hold Document function in the system before rushing directly to the meeting.You complete the document and then post it after returning to your workplace.

1. Enter a customer invoice with the following values:

Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##




Amount 1,100

Currency EUR

Calculate Tax X Select/set switch

Tax Code 1O (10% course output tax)

Text Hold 1

The telephone rings. You have to interrupt the transaction immediately anddecide to hold the document.

2. Display the held document.

3. You are back at your workplace and complete the held document beforeposting it.

Task 2:You have held a document again. Due to new information, you want to deletethis document, instead of posting it.

1. Enter a document and hold it in the same way as in the previous exercise.

2. Call up the held document again and delete it.

Task 3:Parking documents: Please park (!!!) a customer invoice on the customeraccount AC202-## in your company code AC##.

1. Please enter a customer invoice with the following data.

Make sure you make the entry with the FV70 document parking transaction(Accounts Receivable→ Document Entry → Document Parking →Park/Edit Invoice).




Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1,100

Currency EUR

Calculate Tax Check x


Text Document parking 1

You are interrupted and decide to park the document.

Make a note of the document number of the parked document.

2. Please display the parked document (this time not directly on the entryscreen).

3. You are back at your workplace and complete the parked document beforeposting it.



Solution 30: Holding Documents - ParkingDocumentsTask 1:Holding documents: You are entering a document when you are interrupted byan urgent call from your boss before finishing the transaction. You therefore usethe Hold Document function in the system before rushing directly to the meeting.You complete the document and then post it after returning to your workplace.

1. Enter a customer invoice with the following values:

Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1,100

Currency EUR

Calculate Tax X Select/set switch


Text Hold 1




The telephone rings. You have to interrupt the transaction immediately anddecide to hold the document.

a) Select: SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Invoice (FB70).

Customer AC202-##Document Date TodayPosting Date TodayCompany Code AC##

Amount 1,100Currency EURCalculate Tax X Select/set switchTax Code 1O (10% course output tax)Text Hold 1

Choose the Hold pushbutton in the application toolbar (or use themenu: Document→ Hold).

A pop-up window appears with the Temporary document number inputrequest. Please enter the temporary document number 1000##. Clickon the Hold document pushbutton or actuate the Enter key.

The message �Document 1000## was held� appears in the status bar.

2. Display the held document.

a) There are two ways of displaying a held document on the posting maskof the Enjoy mask.

First select SAP Easy Access→ Accounting→ Financial Accounting→ Accounts Receivable→ Document Entry→ Invoice (FB70).

Then proceed as follows:

1. Display the menu: Edit→ Select Held Document or2. Use the pushbutton to display Templates→ Held Documents (a

complete list of the held documents is displayed). Select thedesired document by double-clicking on it.




3. You are back at your workplace and complete the held document beforeposting it.

a) Call up the document from the posting transaction as described in theprevious exercise.

Fill out the following fields:

G/L Account 800200Amount in doc. curr. *

Select Document→ Post from the menu. Or click on the Disk (posting)pushbutton. The message "Document 18000000xx was posted incompany code AC##" appears in the status bar.

Task 2:You have held a document again. Due to new information, you want to deletethis document, instead of posting it.

1. Enter a document and hold it in the same way as in the previous exercise.

a) Select SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Invoice (FB70).

Customer AC202-##Document Date TodayPosting Date TodayCompany Code AC##

Amount 1,100Currency EURCalculate Tax X Select/set switchTax Code 1O (10% course output tax)Text Hold 2

Choose the Hold pushbutton in the application toolbar (or use themenu: Document→ Hold).

A pop-up window appears with the Temporary document number inputrequest. Please enter the temporary document number 2000##. Clickon the Hold document pushbutton or actuate the Enter key.




2. Call up the held document again and delete it.

a) Call up your held document again as described in the previous exercise.

Select SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Invoice (FB70).

Delete the held document by choosing Edit→ Delete Held Document.Enter the name/number of the held document or proceed via the F4search help. Then click on the "Continue" pushbutton. The deletedamount is no longer displayed at the templates in the Held Documentscolumn after refreshing the display (pushbutton in application toolbar).

Task 3:Parking documents: Please park (!!!) a customer invoice on the customeraccount AC202-## in your company code AC##.

1. Please enter a customer invoice with the following data.


Customer AC202-##

Invoice date Today

Posting Date Today

Company Code AC##

Amount 1,100

Currency EUR

Calculate Tax Check x


Text Document parking 1




You are interrupted and decide to park the document.

Make a note of the document number of the parked document.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document Entry→ Document Parking→Park/Edit Invoice (FV70).


Customer AC202-##Invoice date TodayPosting Date TodayCompany Code AC##

Amount 1,100Currency EURCalculate Tax x Check/Set switchTax Code 1O (10% course output tax)Text Document parking 1

Choose the disk symbol on the standard toolbar with the text Saveparked document or choose the menu path Document→ Park. Youreceive a message in the status bar: �Document 18000000xy AC## wasparked�. Please note down the document number.

Hint: You can also go directly to the document display via theDocument→ Display menu. The parked document is displayed(title bar: Display parked customer invoice 18000000xy AC##20XX).




2. Please display the parked document (this time not directly on the entryscreen).

a) SAP Easy Access→ Accounting→ Financial Accounting→ AccountsReceivable→ Document→ Parked Documents→ Display (FBV3)

Enter the data for your document:

Company Code AC##Doc. Number 18000000xxFiscal Year 20xx

(You can alternatively select the path via the document list and lookfor the document.)

Press the Enter key. You go to the overview for your parked document.

3. You are back at your workplace and complete the parked document beforeposting it.

a) Call up the document as follows:

SAP Easy Access→ Accounting→ Financial Accounting→ AccountsReceivable→ Document→ Parked Documents→ Post/Delete: SingleScreen Transaction

You need the templates. If they are not yet displayed, please click onthe Tree on pushbutton.

You can find your document in the Parked documents folder. (Thedocuments are displayed as follows: company code, document number,fiscal year).

Select your document by double-clicking on it.

Complete your document with the following values:

G/L Account 800200Amount in doc. curr. *

In the menu, choose Document→ Post. Or click on the Disk (Posting)pushbutton. The message "Document 18000000xx was posted incompany code AC##" appears on the status bar.



Lesson Summary

You should now be able to:� Describe the functionality of document parking� Identify the differences between parking documents and holding

documents


TFIN50 Lesson: Parking Documents and Processing Parked Documents

Lesson: Parking Documents and Processing ParkedDocuments

Lesson OverviewThe Document Parking function is described in detail in this lesson.


� Park Financial Accounting documents� Edit, delete or post parked documents

Business ExampleThe respective department is interested in the Document Parking functions andrequires detailed information. Which data of parked documents can be changed?Can parked documents be deleted?

Employment of Document Parking... and How toProceedYou can enter and store incomplete documents in SAP without having to checkthe entries extensively by parking the documents. There are various possibleareas of application.

You can alternatively also check parked documents for their completeness. Youcan check, for example, whether the document balance is zero and whether allmandatory fields (e. g. Posting key and Account number) are filled out. Accountassignment templates can be used, but not reference documents, when parkingdocuments. Cross-company-code transactions can also be parked. Only oneparked document is created in the initial company code for such transactions(two documents with a cross-application number are then created as usual whenposting).

Neither transaction figures, asset values, etc. nor control totals are updated whensecuring parked documents. No automatic postings are created either. Thebalance is not checked; it is displayed in the document overview of the parkeddocuments, however.



Areas of application for document parking

� Temporary storage of input values when parking documents� Helpful for displaying multi-level models when parking documents (e. g.

principle of dual control, approval procedures)� Work assignment by means of work lists (streamlining/acceleration of the

work procedures)

Ways of using document parking

� Customer accounts (invoices and credit memos)� Vendor accounts (invoices and credit memos)� G/L accounts (G/L account postings)

You can park documents for customer accounts, vendor accounts and G/Laccounts.

Documents which have been parked in the system usually have to be furtherprocessed. There are various ways of doing this. The usual procedure however,is to edit parked documents and then post them whenever necessary. Parkeddocuments should only be deleted in exceptions.

Figure 178: Further Processing of Parked Documents

You can also display parked documents in the system (individually, or via listselection; also possible with the line item list).



Editing Parked DocumentsYou can edit parked documents and also complete them step-by-step for example.A number of header and item fields can be edited, including the amounts. Thedocument change rules stored for documents posted in the system are not appliedto parking documents! The currency, the document type/number and the companycode cannot be changed.

Changes can be made as often as required. Multiple changes are also possible.

Dates, amounts, accounts and account assignment objects, for example, can allbe changed.

Changes can be made to individual documents, individual items, to severaldocuments by means of lists or with the line item list.

Figure 179: Changing Parked Documents

Changes to parked documents can be displayed either before or after posting them.

Posting Parked DocumentsYou can post parked documents as standard transactions individually or via aselection list. If you post several documents via a selection list, the systemsubsequently issues a list, indicating whether the documents have been postedsuccessfully. Parked documents which were unable to be posted, due tomissing entries such as cost account assignments, can be post-processed in thelist. Furthermore a batch input session can be created in order to post parkeddocuments.



Figure 180: Posting Parked Documents

What happens when a parked document is turned into a �proper� document?

� The usual inspections are performed when posting documents� A normal complete Financial Accounting document is created� History (e.g. changes to parked documents) is documented� The document number remains the same.� The transaction figures are updated.� The parked document is deleted after creating a normal FI document.

Whenever a parked document is posted, the data of this parked document isdeleted, a document is entered to the document database and the respectivedata (transaction figures, etc.) is updated. The document number of the parkeddocument becomes the number of the posted document

The person who made the entries is noted in the document header of the FinancialAccounting document.

Document Parking � Reporting and OverviewDocument parking is linked to the account display and reporting functions inFinancial Accounting. Numerous reports can evaluate parked documents. Youcan include parked documents in the document journal You can view parkeddocuments on the line item display.



Figure 181: Parked Documents and Reporting

The differences between parked documents and �documents posted properly� arespecified in the following table:

Posting Documents, Parking a DocumentPost document orposted document

Park document ordocument parked

Update transaction figures Yes NoDocument deletion possible No (alternative:

reversal)Yes

Changes to posted/parkeddocuments possible:Amounts, account numbers,account assignment objects,date specifications

No Yes

In accordance with thedocument change rules whiletaking GoB into account

Yes Irrelevant



Exercise 31: Processing ParkedDocuments

Exercise ObjectivesAfter completing this exercise, you will be able to:� Change and post parked documents� OPTIONALLY: delete parked documents

Business ExampleParked documents can be further processed in several steps. In some cases anumber of different persons are entrusted with their further processing.

Task 1:Please make changes to a parked document. Then post the document. Display thedocument changes afterwards.

1. Park a customer invoice with any sort of data.


2. Please change the document which has just been parked. The posting dateshould be the current date +1. Please enter the word �Change� in the text ofthe customer item. Save your document again in parked status.

3. Logging of/at changes (individual document): Display the changes toyour document.

4. Logging of/at changes (entire list): Display a list of all changes made toparked documents in the company codes AC00 to AC20.

Task 2:OPTIONAL: Park a document and then delete the parked document.

1. Document parking with subsequent deletion of the document: Pleasepark a document (customer invoice) in your company code with any values.Then delete this parked document.

2. Display of a document deleted after being parked: It is of interest to therespective department whether a gap is created in the document numberassignment by deleting a parked document. Show that this is not the case.



Solution 31: Processing ParkedDocumentsTask 1:Please make changes to a parked document. Then post the document. Display thedocument changes afterwards.

1. Park a customer invoice with any sort of data.


a) Choose SAP Easy Access→ Accounting→ Financial Accounting→Customers→ Document Entry→ Document Parking→ Park/EditInvoice (FV70).


Customer AC202-##Invoice date TodayPosting Date TodayCompany Code AC##

Amount 1,100Currency EURCalculate tax x Check/Set switchTax code 1O (10% course output tax)G/L acct 800200D/C CAmount *

Select the disk symbol on the standard toolbar with the text Saveparked document or choose the Document→ Park menu. You receivea message in the status bar: �Document 18000000xy AC## wasparked�. Please note down the document number.




2. Please change the document which has just been parked. The posting dateshould be the current date +1. Please enter the word �Change� in the text ofthe customer item. Save your document again in parked status.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document→ Parked Documents→ Change(FBV2).

Enter the document number of the desired document or click onthe Document List pushbutton. You can select a list of the parkeddocuments there according to your own criteria. Select the desireddocument by double-clicking on it or make the changes directly.

Posting Date Current date +1Customer item text Change

To save, click on the disk in the standard toolbar Save ParkedDocument or choose Menu→ Document→ Park. You receive amessage in the status bar: �Parked document 18000000xx AC## waschanged�.

3. Logging of/at changes (individual document): Display the changes toyour document.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document→ Display Changes (FBV5). Enterthe desired document number and actuate the Enter key.

Company Code AC##Document Number 18000000xxFiscal Year 200x




4. Logging of/at changes (entire list): Display a list of all changes made toparked documents in the company codes AC00 to AC20.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→General Ledger→ Information System→ General Ledger Reports→Document→ General→ Display of Changed Documents→ Displayof Changed Documents (RFBABL00).

Select Parked documents as document type by clicking on the radiobutton.

Make the following general selections:

Company Code AC00 to AC20Changed on Current date

Please enter the following values for the dynamic selections:

Document header data Select XLine item data Select X

Carry out the report (F8).

The changes are displayed.

Task 2:OPTIONAL: Park a document and then delete the parked document.

1. Document parking with subsequent deletion of the document: Pleasepark a document (customer invoice) in your company code with any values.Then delete this parked document.

a) Refer to the specifications of the last exercises in order to park thedocument.

Choose SAP Easy Access→ Accounting→ Financial Accounting→ Accounts Receivable→ Document→ Parked Documents→Post/Delete (FV70).

Select the desired document from the templates by double-clicking onit. Then choose Document→ Delete Parked Document from the menu.

Acknowledge the following message.

The message Parked document 18000000xx AC## 200x deletedappears in the status bar.




2. Display of a document deleted after being parked: It is of interest to therespective department whether a gap is created in the document numberassignment by deleting a parked document. Show that this is not the case.

a) Choose SAP Easy Access→ Accounting→ Financial Accounting→Accounts Receivable→ Document→ Parked Documents→ Display(FBV3).

Enter the document number of the deleted document. Actuate theEnter key. The document header appears on the screen with the usualinformation. The Document Status field is filled with the value Zor with the text �parked document that was deleted�. The documentdoes not contain any line items.



Lesson Summary

You should now be able to:� Park Financial Accounting documents� Edit, delete or post parked documents


TFIN50 Lesson: Document Parking and Workflow

Lesson: Document Parking and Workflow

Lesson OverviewThe workflow option for parking documents is presented in this lesson. Extensiveknowledge which cannot be provided by this course is required to set up theworkflow. The lesson is intended to enable the Financial Accounting applicationmanager to design a plan for this area and ensure coordination between therelevant department and specialists in the workflow area.


� Describe how to use the workflow when parking documents� Name the advantages of using workflow when parking documents

Business ExampleVarious employees are involved in posting Financial Accounting documentswithin the relevant department. One employee parks the documents, another onechecks the account assignment and supplements account assignment objects, ifnecessary, and then ensures the posting is made in order to update the transactionfigures. The department would like to find out to what extent the SAP system isable provide support for this process flow.

Workflow in One Sentence

Figure 182: Workflow in One Sentence



In the SAP business workflow, the four process dimensions

� Organizational structure (Who?)� Process structure (When? In what order? Under what circumstances?)� Function (What?)� Information (With which data?)

are combined to allow business processes to be carried out as efficiently aspossible.

The process to be displayed as workflow is stored in the system in parametersusing a graphic definition tool. During the process the workflow manager - andhence the system - performs all the tasks that were worked out when the processwas defined. As a result, the user is relieved of any avoidable organisational tasksand can concentrate on the aspects of his or her actual work.

Figure 183: The Five Essential Questions on Every Business Process



Figure 184: Benefits of the SAP Business Workflow

The SAP Business Workflow supports processes of your company within an SAPsystem. It also supports the communication between business processes operatedon different systems.

The SAP Business Workflow provides the end user with all information requiredto perform the next step.

SAP provides standard workflow templates in order to depict business processes.You can customize these SAP workflow templates or create your own.

Figure 185: Workflow Management Architecture



Workflow Management ArchitectureIn short, workflow means getting the right work to the right employee at the righttime.

The SAP Business Workflow is structured in three layers. This modularization ofthe components involved is the basis for a high degree of flexibility.

The right work: Whatever you wish to perform during the workflow: it mustbe implemented in the Business Object Repository as a method of a businessobject type.

At the right point of time: The process level describes the business process in asequence of individual steps. The worklow definition is the total of all steps puttogether. Individual steps can refer to methods of the BOR (Business ObjectRep.), but they can also be used to control the process, i.e. to, for example,enable loop-type processing, query conditions, provide values in the interface (=container). Workflow Builder is the tool used for the maintenance of the processlevel.

To the right processor: The organizational level establishes a link to theorganizational structure.

� There is a group of potential processors available for each task which is ableto be perfomed as part of the workflow.

� This group can be restricted by specifications on the processor in theworkflow step. The selected processors receive a work item at their businessworkplace during the runtime. The corresponding method of the businessobject type is started once the work item is performed.



Workflow

Figure 186: Workflow: Design and Procedure I

Workflows are usually initiated by a triggering event. Events are used to displaythe changes in status of objects within the system. Like methods, they are definedin the object repository for each object type. Events are initiated in the respectiveapplications.

Example: The workflow for account assignment approval (WS0100000) isstarted by triggering themarking for organizational change event when saving aparked document with the specification of a measure.

Work items represent single-step tasks during runtime. They are sent to theresponsible processors by the workflow manager.

Whenever a processor accepts a work item in order to process it, the work itemdisappears from the inboxes of the other processors.

Whenever a work item is processed, the corresponding object method is called up.



Figure 187: Example: Designing the (Entire) Workflow for a ParkedDocument

For every business step, ask yourself:

� What work has to be done?

You consequently know which object type and method you require.

� With dialog steps: Who is carrying out the work?

You consequently know which processors are responsible.

� What text is supposed to be displayed at the workplace of the personreceiving the work item?

This text is treated as a task when creating the step. Store your answers inthe design.



Figure 188: Workflow: Areas of Application

WHAT Is Carried Out? � Tasks Related to the Workflow� Posting invoices� Releasing purchase requisitions� Changing material masters� Approving leave� Creating customer accounts� Deleting purchase orders� Creating requirement requests via the Internet

Tasks represent steps of the business process. The process to be shown must bedivided into individual tasks during the definition. The definition of the workflowdetermines the tasks and the order in which they are to be carried in the process.Tasks refer precisely to one object type of the business object repositories and toexactly one of their methods defined there. In exceptional cases a business processmay only have one task. A workflow definition should be created even in thesecases, however. Tasks are represented by work items during the runtime of theworkflow. The work items appear in the inbox of the receiver.



Figure 189: Task Definition: �Possible Processors� � WHO is doingsomething?

Each task must be assigned possible processors. This is the group of employeesat your company, who come into question for carrying out the respective task.

WHO Is Doing Something?

Figure 190: WHO Is Doing Something? Workflow Steps and �ResponsibleProcessors�



You define a workflow step when you enter a job in the workflow definition.In this workflow step you can enter responsible processors. Furthermore youcan exclude processors explicitly. The slide shows you how to assign processorsduring the step.

The system calculates the intersection of �possible processors� and �responsibleprocessors� for the runtime. It is then checked whether each user included in it hasbeen excluded in the workflow step definition. If the results of both inspectionsare positive, the user receives a work item in his or her inbox and then belongs tothe receivers of the work item.

Figure 191: User Interface: Inbox in the SAP System

The Business Workplace consists of three screen areas:

Selection tree: You can find the selection tree on the left side of the BusinessWorkplace. Here you can select work items to be executed, workflows whichyou have started or documents.

Worklist: The worklist is displayed at the top right of the Business-Workplacescreen in case you want to mark the �Workflow� folder. The system automaticllyputs the entries in groups in this folder. There are special folders in which you canfind overdue work items or missed deadline work items. If you mark �Inbox� in theselection tree, you can see all work items and documents in this area of the screen.

Work item preview: The work item selected from the work list is displayed in apreview at the bottom right of the screen. Not all functions of the work itemdisplay or workflow protocol are available. It is possible for the user to make adecision from within the work item preview.



Figure 192: Inbox

The work items can be performed directly in the worklist. The correspondingapplications are started directly and provided with the required data bydouble-clicking on them. Recipients can display the attachments of the work itemand add new ones. You can add various types of documents to a work item asattachments, e.g. SAPscript documents, Microsoft Office documents or Internetpages.

The WebFlow Engine determines the recipients of the work item. All selectedrecipients can view the work item and perform it at their Business Workplace.Only one user can perform the work item, however. If, therefore, a user starts toperform the work item, the other recipients are unable to perform this work item. Arecipient can accept a work item. An accepted work item can only be performed bythe user who has accepted it. By selecting Put Back, you can disable the reservedstatus of the work item and make it accessible again to all selected processors. Thestatus of the work item is then set back to �ready�. You can define that concludingthe processing of a workflow step has to be confirmed explicitly. After processinga work item, a dialog box appears in which you can finish processing the workitem. The work item remains in the worklist and is set to �performed� if you selectCancel at this point of time. You can set �Set to completed� within the worklist forwork items with the �performed� status. The work item can be performed severaltimes or passed on as long as this has not been done.

Workflow and Financial AccountingWorkflow variants can be created for document parking in Customizing of FI.Whether the document release is supposed to be active is specifeid here togetherwith the minimum amount for which this is necessary.



The company codes can be assigned workflow variants. No documents arereleased if any company code is not assigned a workflow variant.

Figure 193: Assigning Workflow Variants to Company Codes

It is possible to apply different release procedures to different accounts receivableand payable. This can be controlled by means of the Release Group field in themaster record of accounts receivable and accounts payable.

The release group is required in order to determine the release approval path atthe time of processing. The release approval path is determined by the workflowvariant in connection with the document type and release group.

The subworkflow which is initiated by releasing the amount and who is to releaseare determined by the release approval path and the particular amount. If norelease group is defined, the initial release group is then used for access.

Figure 194: Calculation of the Release Approval Path



The release procedure is represented by subworkflows in the workflowterminology. For document parking, workflow variants (in combination withrelease approval paths) are assigned amounts, which determine the releaseprocedures to be initiated and performed. The subworkflows control the individualrelease procedures, e.g. the number of release approval levels to be run through.

By default, subworkflows are supplied as workflow templates for reference. Thefirst subworkflow (WS10000052) contains a single-level release, the second one(WS10000053) a two-level release and the third one (WS10000054) a three-levelrelease. With the single-level release, a person must release the document. Theprinciple of dual control can be supported with the two-level release, and theprinciple of triple control with the three-level release. The respective subworkflowis triggered by parked documents during the initial entry.

Figure 195: Assignment of Subworkflows



Exercise 32: Document Parking andWorkflow

Exercise ObjectivesAfter completing this exercise, you will be able to:� Understand the process for parking documents as part of the workflow

Business ExampleIn your company, you want to use a workflow for document parking. Fordocuments over 500 EUR, the amount should be released by an authorizedemployee.

Task:First you make sure that the workflow variant 1000 is defined for your companycode. You then park the document and thus start a workflow. Next, anotheremployee receives the parked document for further processing (to release theamount). You log on under a different user name and release the amount for yourdocument.

1. Make sureWorkflow variant 1000 (Variant IDES FIPP-WF) is defined foryour company code AC##.

2. Document parking and processing (workflow variant 1000): Park adocument for a vendor invoice in your company code (AC##) (vendorAC202-## for EUR 700).

Make sure that you enter the invoice with the park document transactionFV60 (Accounts Payable→ Document Entry→ Document Parking→Park or Edit Invoice).

Choose PARK/SAVE FULLY

3. Display the document that has been parked. Where can you get informationon the subject of workflow and what information is available?

4. You want to get an idea of how the workflow, which was started when yourdocument was parked, looks. You are particularly interested to know whichgroup of people are able to release your document.

5. Releasing a parked document: Log on to your system and client using theuser name WF-FI-1. Your instructor will give you the password.

Release the document you parked yourself under a different user name. Takea look at the protocol for this and log user WF-FI-1 off from the system.



Solution 32: Document Parking andWorkflowTask:First you make sure that the workflow variant 1000 is defined for your companycode. You then park the document and thus start a workflow. Next, anotheremployee receives the parked document for further processing (to release theamount). You log on under a different user name and release the amount for yourdocument.

1. Make sureWorkflow variant 1000 (Variant IDES FIPP-WF) is defined foryour company code AC##.

a) Choose IMG→ Financial Accounting→ Financial Accounting GlobalSettings→ Company Code→ Enter Global Parameters.

Select your company code (AC##) and click the Detail (F2) pushbuttonin the application toolbar.

In the Processing parameters section, enter 1000 for Workflow variant.

Workflow Variant 1000 (IDES FIPP-WF variant)

Save your entries by clicking on the disk in the standard toolbar.

2. Document parking and processing (workflow variant 1000): Park adocument for a vendor invoice in your company code (AC##) (vendorAC202-## for EUR 700).

Make sure that you enter the invoice with the park document transactionFV60 (Accounts Payable→ Document Entry→ Document Parking→Park or Edit Invoice).




Choose PARK/SAVE FULLY

a) SAP Easy Access→ Accounting→ Financial Accounting→ AccountsPayable→ Document Entry→ Document Parking→ Park or EditInvoice (FV60).

Vendor AC202-##Document date Current datePosting date Current dateCompany code AC##

Amount 700Currency EURCalculate tax x

Select/set switchTax code 1I (10% course input tax)Text Invoice parkingG/L acct 400020D/C SAmount *

In the application toolbar, click on Save as completed or follow themenu Document→ Save as completed.

You receive a message in the status bar: "Document 18000000xxAC## was parked."

Please make a note of the document number.




3. Display the document that has been parked. Where can you get informationon the subject of workflow and what information is available?

a) You can also go directly from the entry screen to the document displayby choosing Document→ Display. The parked document is displayed(title bar: Display parked customer invoice 19000000xx AC## 200x).

Hint: (Alternatively choose SAP Easy Access→ Accounting→ Financial Accounting→ Accounts Payable→ Document→ Display (FB03). Enter the company code, the fiscal year,and the document number, or use the search function with theDocument List pushbutton on the application toolbar.)

Click theWorkflow tab page. Here you can find information aboutworkflow control. A release is required. The release path 1000 isshown.

4. You want to get an idea of how the workflow, which was started when yourdocument was parked, looks. You are particularly interested to know whichgroup of people are able to release your document.

a) Choose SAP Easy Access→ Office. Double-clickWorkplace. ChooseOutbox→ Started workflows. Select the transaction on the right-handside of the screen by clicking the work item title, then the DisplayWorkflow Log button (scroll symbol).

The amount still has to be released.

You can find more information by means of the Processor pushbutton.

5. Releasing a parked document: Log on to your system and client using theuser name WF-FI-1. Your instructor will give you the password.




Release the document you parked yourself under a different user name. Takea look at the protocol for this and log user WF-FI-1 off from the system.

a) Log on to the system using the user name WF-FI-1.

System is designated by your instructorClient is designated by your instructorUser WF-FI-1Password is designated by your instructorLanguage: Local language

When the License Information for Multiple Logon dialog box appears,choose �Continue with this log on without ending existing log-ons�.

Using work list in the office area you can find a list of documentsavailable for processing.

Choose Office→ Workplace→ Inbox→ Workflow→ Groupedaccording to task→ Release Amount

On the right of the screen, select the document you want to process(usually the one posted by you under a different user name).

Click the Execute icon. The document is displayed and checked byyou. The document is OK and can be posted. You release the document.

Click the Release pushbutton on the application toolbar (Releasedocument).

The amount release process is now finished.



Lesson Summary

You should now be able to:� Describe how to use the workflow when parking documents� Name the advantages of using workflow when parking documents


TFIN50 Unit Summary

Unit SummaryYou should now be able to:� Describe the functionality of document parking� Identify the differences between parking documents and holding

documents� Park Financial Accounting documents� Edit, delete or post parked documents� Describe how to use the workflow when parking documents� Name the advantages of using workflow when parking documents


Unit Summary TFIN50


TFIN50 Test Your Knowledge

Test Your Knowledge

1. A document number is assigned by means of the document type with the�Hold Document� function.Determine whether this statement is true or false.□ True□ False

2. Which statements are right?Choose the correct answer(s).□ A A company code can be assigned several wokflow variants.□ B A task can be assigned one possible processor only.□ C It is possible to design multilevel workflow sequences.□ D The same workflow variant can be assigned to several company

codes.


Test Your Knowledge TFIN50

Answers

1. A document number is assigned by means of the document type with the�Hold Document� function.

Answer: False

A number is assigned by means of the document type with the �ParkDocument� function. With �Hold Document�, the user assigns a designation.

2. Which statements are right?

Answer: C, D

One workflow variant can be used for several company codes. It is possibleto create multilevel workflow secuences. Individual tasks can usually beassigned several possible processors.


TFIN50 Course Summary

Course SummaryYou should now be able to:

� Create organizational units for Financial Accounting� Maintain master data� Influence the entry of posting transactions� Analyze and explain posting transactions� Display special G/L transactions in the system� Use the document parking function within the system and define it

appropriately


Course Summary TFIN50


Appendix 1Data Sheet

Unit: Basic Settings Referencevalue

Your data

Exercise: Organizational Units

� Reference company code1000

Unit: Master Data Referencevalue

Your data

Exercise: General Ledger Accounts

� Account group for �expenseaccounts�

ERG. (chartof accountsINT)

� Account group for cash expensesSAKO (chartof accountsINT)

� �Entertainment costs� and �sportscar rental� expense accounts.

400000 Entertainmentcosts accountnumber:

Sports car rentalaccount number:

� "Cash expenses" account113100


Appendix 1: Data Sheet TFIN50

Exercise: Customer/Vendor Accounts Referencevalue

Your data

� Account group for customersKUNA(Generalcustomers)

� Account group for vendorsKRED(Vendors)

� Reconciliation account (customers)140000(Tradereceivables- domestic)

� Reconciliation account (vendors)160000(Tradepayables �domestic)

� My customer account

� My vendor account

Exercise: Bank Master Data Referencevalue

Your data

� Bank key of house bank123456## (##= your groupnumber)

� Bank account number111111

� Bank general ledger account113100

� G/L Acct113100

Unit: Document Control Referencevalue

Your data

Exercise: Simple Documents inFinancial AccountingG/L account posting

� Petty cash100000

� Bank account113100


TFIN50 Appendix 1: Data Sheet

� Document number for G/L accountposting

Vendor invoices

� Tax Code1l (input tax -course 10%)

� Document number of first vendorinvoice

� Document number of second vendorinvoice

Customer Invoice

� Tax Code1O (Outputtax (course)10%)

� Revenue account800000

� Document number for customerinvoice

Customer Credit Memo

� Tax Code1O (Outputtax (course)10%)


� Document number of customercredit memo

Unit: Posting Control Referencevalue

Your data

Exercise: Document Reversal

� Account for outgoing checks113101

Exercise: Taxes

� Tax account175000



� Jurisdiction CodeYour instructorwill giveyou thisinformation


Exercise: Cross-company codetransactions

� Clearing with company code:1000

� Clearing account in the companycode named by the instructor (debitand credit)

194200

� Instructor's expense account400000

� Instructor's company code1000


� Instructor's cost centerCC00

Unit: Clearing Referencevalue

Your data

Exercise: Clearing Open Items


Exercise: Post with Clearing

� G/L account bank113100

Exercise: Payment Differences


� Account for payment differences(account determination)

881000

� Your house bank G/L account113108


TFIN50 Appendix 1: Data Sheet

Unit: Cash Journal Referencevalue

Your data

Exercise: Business Transactions in theCash Journal


Unit: Logistics Integration Referencevalue

Your data

Exercise: Purchase Order Processing

� purchasing organization1000

� Purchasing group100

� Company code1000

� Vendor1006

� MaterialV10

� Plnt1000

� Stor.Loc.0001

� Purchase order numberExercise: Goods Receipt Processing

� Vendor1006

� MaterialV10

� Plnt1000

� Stor.Loc.0001

� Material document numberExercise: Invoice Verification

� Vendor1006

� MaterialV10



� Invoice document numberExercise: Overview of the Sales ProcessStandard order

� Sales Organization1000

� Distribution Channel10

� Division00

� CustomerCustomer##

� MaterialP-109

� Number of standard orderDelivery

� Shipping point1000

� Delivery number

� Warehouse010

� Number of transport request

� Goods issue numberBilling

� Billing document number


Appendix 2Menu Paths

Unit: Basic Settings Transaction Codes

Implementation Guide for mySAP ERPCustomizing (IMG)→ SAP NetWeaver→ General Settings→ Currencies

√ Check currency codes OY03

√ Set decimal places for currencies OY04

√ Define standard quotation for exchangerates

ONOT

√ Enter Prefixes for Direct/IndirectQuotation Exchange Rates

OPRF

√ Check exchange rate types OB07

√ Define translation ratios for currencytranslation

OBBS

√ Enter exchange rates OB08

√Maintain exchange rate spreads OBD6

√ Define rounding rules for currencies OB90

√ Define Worklist for Exchange RateEntry

√ Assign Exchange Rate to the Worklist

→ Enterprise Structure → LocalizeSample Organizational Units

O035


Appendix 2: Menu Paths TFIN50

Unit: Basic Settings Transaction Codes→ Enterprise Structure→ Definition→Financial Accounting

√ Edit, Copy, Delete, Check CompanyCode

EC01

√ Define business area

→ Financial Accounting→ FinancialAccounting→ Global Settings Fiscal Year

√Maintain Fiscal Year Variant (MaintainShortened Fisc. Year)

OB29

√ Assign Company Code to a Fiscal YearVariant

OB37

Unit: Master Data Transaction codes (or transactionSM30, then Table/View)

Implementation Guide for mySAP ERPCustomizing (IMG)

→ Financial Accounting → GeneralLedger Accounting→ General LedgerAccounts→ Master Data→ Preparation

√ Edit chart of Accounts List OB13

√ Assign Company Code to Chart ofAccounts

OB62

√ Define an account group OBD4

√ Define retained earnings account OB53

→ Financial Accounting → GeneralLedger Accounting→ General LedgerAccounts→ Master Data→ Preparation→ Additional Activities

√ Define Screen Layout for EachTransaction

OB26


TFIN50 Appendix 2: Menu Paths


→ Financial Accounting → GeneralLedger Accounting→ General LedgerAccounts→ Master Data→ Create andEdit General Ledger Accounts

√ Create G/L Accounts with Reference OB_GLACC01

√ Data Transfer Workbench SXDA

→ Financial Accounting → GeneralLedger Accounting→ General LedgerAccounts→ Master Data→ Create andEdit General Ledger Accounts→ ChangeGeneral Ledger Accounts in CollectiveProcessing

√ Change chart of accounts data OB_GLACC11

√ Change company code data OB_GLACC12

√ Change Account Name OB_GLACC13

→ Financial Accounting → GeneralLedger Accounting→ General LedgerAccounts→ Master Data→ Create andEdit General Ledger Accounts→ EditGeneral Ledger Accounts (IndividualProcessing)

√ Edit G/L Account Centrally FS00

√ Edit Chart of Accounts Data FSP0

√ Editing Company Code Data FSS0

→ Financial Accounting → GeneralLedger Accounting→ G/L Accounts→Master Records→ G/L Account Creation→ Alternative Methods → Copy G/LAccounts

√ Copy Chart of Accounts OBY7

√ Copy Company Code OBY2




→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting→ Customer Accounts→Master Data → Prepare Creation ofCustomer Master Data

√ Define Account Groups with ScreenLayout (Customers)

OBD2

√ Define Screen Layout per CompanyCode (Customers)

OB21

√ Define Screen Layout per Activity(Customers)

OB20

√ Change Message Control for CustomerMaster Data

(V_T100C)

√ Enter Accounting Clerk IdentificationCode for Customers

OB05

√ Define Industries OB44

√ Create Number Ranges for CustomerAccounts

XDN1

√ Assign Number Ranges to CustomerAccount Groups

OBAR

√ Define Sensitive Fields for Dual Control(Customers)

(V_T055F)

→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting→ Customer Accounts→Master Data→ Application for Changesin Master Data

√ Maintain Users and Accounts forInternet Services

(V_FDKUSER)

√ Define Own Scenarios for Request forChange to Master Data

(V_SCENARIO)




→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting → Vendor Accounts →Master Data → Prepare Creation ofVendor Master Data

√ Define Account Groups with ScreenLayout (Vendors)

OBD3

√ Define Screen Layout per CompanyCode (Vendors)

OB24

√ Define Screen Layout per Activity(Vendors)

OB23

√ Change Message Control for VendorMaster Data

(V_T100C)

√ Define Account Clerks OB05

√ Define Industries OB44

√ Create Number Ranges for VendorAccounts

XKN1

√ Assign Number Ranges to VendorAccount Groups

OBAS

√ Define Sensitive Fields for Dual Control(Vendors)

(V_T055F)

→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting → Customer Accounts→Master Data→ Application for Changesin Master Data

√ Maintain Users and Accounts forInternet Services

(V_FDKUSER)

√ Define Own Scenarios for Request toChange Master Data

(V_SCENARIO)

→ Cross-Application Components→Bank Directory→ Bank Directory DataTransfer




√ Transfer Bank Directory Data -International

BIC

√ Transfer Bank Directory Data -Country-Specific

BAUP

→ Financial Accounting → BankAccounting→ Bank Accounts

√ Define house banks FI12

Unit: Document Control Transaction codes (or transactionSM30, then Table/View)

Implementation Guide for mySAPERP Customizing (IMG)→ FinancialAccounting → Financial AccountingGlobal Settings→ Document→ PostingPeriods

√ Define variants for open posting periods OBBO

√ Opening and Closing Posting Periods OB52

√ Assigning Variants to Company Code OBBP

→ Financial Accounting→ FinancialAccounting Global Settings→ Document→ Document Number Ranges

√ Define document number ranges FBN1

√ Copy to Company Code OBH1

√ Copy to Fiscal Year OBH2

→ Financial Accounting→ FinancialAccounting Global Settings→ Document→ Document Header

√ Define Document Types OBA7

√ Define Text IDs for Documents OBT8



Unit: Document Control Transaction codes (or transactionSM30, then Table/View)

→ financial Accounting→ FinancialAccounting Global Settings→ Document→ Document Item→ Controls

√ Define Posting Keys OB41

√ Define Field Status Variants (V_T004F)

√ Assign Company Code to Field StatusVariants

OBC5

→ Financial Accounting→ FinancialAccounting Global Settings→ Document→ Document Item

√ Define Tolerance Groups for Employees OBA4

√ Assign Users/Tolerance Groups OB57

→ Financial Accounting→ AccountsReceivable and Accounts Payable →Business Transactions → IncomingInvoices/Credit Memos → IncomingInvoices/Credit Memos - Enjoy

√ Define Document Types for EnjoyTransaction

OBZO

√ Define Tax Code per Transaction OBZT

√ Define Posting Key for IncomingInvoices/Credit Memos

OBXJ

→ Financial Accounting→ AccountsReceivable and Accounts Payable →Business Transactions → OutgoingInvoices/Credit Memos → OutgoingInvoices/Credit Memos - Enjoy

√ Define Document Types for EnjoyTransaction

OBZO

√ Define Tax Code per Transaction OBZT

√ Define Posting Key for OutgoingInvoices/Credit Memos

OBXJ



Unit: Posting Control Transaction codes (or transactionSM30, then Table/View)

Implementation Guide for mySAPERP Customizing (IMG)→ FinancialAccounting → Financial AccountingGlobal Settings → Document →Document Header

√ Document Change Rules, DocumentHeader

(V_TBAER)

→ Financial Accounting→ FinancialAccounting Global Settings→ Document→ Document Header → MaximumChange in Exchange Course

√ Define Maximum Exchange RateDifference per Company Code

OB64

√ Define Maximum Exchange RateDifference per Foreign Currency

(V_TCURD)

→ Financial Accounting→ FinancialAccounting Global Settings→ Document→ Document Item

√ Define Texts for Line Items OB56

√ Document Change Rules, Line Item (V_TBAER)

→ Financial Accounting→ FinancialAccounting Global Settings→ Document→ Default Values for DocumentProcessing

√ Define Default Values OBU1

√ Enable Fiscal Year Default OB63

√ Default Value Date OB68

√ Change Message Control for DocumentProcessing

(V_T100C)

→ Financial Accounting→ FinancialAccounting Global Settings→ Tax onSales and Purchases→ Basic Settings




√ Check Calculation Procedure OBQ3

√ Assign Country to CalculationProcedure

(V_005_E)

√ Check and Change Settings for TaxProcessing

OBCN

√ Specify Structure for Tax JurisdictionCode

OBCO

√ Define Tax Jurisdictions OBCP

→ Financial Accounting→ FinancialAccounting Global Settings→ Tax onSales and Purchases→ Calculation

√ Defining Tax Codes for Sales andPurchases

FTXP

√ Assign Company Code to DocumentDate for Tax Determination

(V_001_Z)

√ Specify Base Amount (Tax Basis) OB96

→ Financial Accounting→ FinancialAccounting Global Settings→ Tax onSales and Purchases→ Posting

√ Defining Tax Accounts OB40

√ Define Account for Exchange RateDifference Posting

OBYY

√ Assign Tax Codes for Non-TaxableTransactions

OBCL

→ Financial Accounting → GeneralLedger Accounting → BusinessTransactions

√ Prepare Cross-Company CodeTransactions

OBYA




→ Financial Accounting→ AccountsReceivable and Accounts Payable →Business Transactions → IncomingInvoices/Credit Memos

√Maintain Terms of Payment OBB8

√Define Terms of Payment for InstallmentPayments

OBB9

√ Define Cash Discount Base forIncoming Invoices

OB70

√ Define Account for -Net Procedure OBXA

→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting → Business Transactions→ Outgoing Payments → OutgoingPayments→ Basic Settings

√ Define Accounts for Cash DiscountsTaken

OBXU

√Define Accounts for Lost Cash Discount OBXV

→ Financial Accounting→ AccountsReceivable and Accounts Payable →Business Transactions → OutgoingInvoice/Outgoing Credit Memo

√Maintain Terms of Payment OBB8

√Define Terms of Payment for InstallmentPayments

OBB9

√Define Cash Discount Base for OutgoingInvoices

OB70

√ Define Tax Accounts for OutgoingInvoices

OB40




→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting → Business Transactions→ Incoming Payments → IncomingPayments Global Settings

√ Define Accounts for Cash DiscountGranted

OBXI

→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting→ Business Transactions→Adjustment Posting/Reversal

√ Permit Negative Postings (V_001_NP)

√ Define Reasons for Reversal (T_041C)

Unit: Clearing Transaction codes (or transactionSM30, then Table/View)

Implementation Guide for mySAPERP Customizing (IMG)→ FinancialAccounting → General LedgerAccounting→ Business Transactions→Open Item Clearing

√ Define Posting Keys for Clearing OBXH

√ Defining Accounts for Exchange RateDifferences

OB09

√ Define Clearing Rules (V_TFAG)

√ Assign Clearing Rules to AccountTypes

(V_TFAGM)

√ Prepare Automatic Clearing (V_TF123)

→ Financial Accounting → GeneralLedger Accounting → BusinessTransactions→ Open Item Clearing→Differences from Clearing




√ Define Tolerance Groups for G/LAccounts

(T043ST)

√Define Tolerance Groups for Employees (V_T043T)

√ Assign Users to Tolerance Groups (V_T043)

√ Create Accounts for ClearingDifferences

OBXZ

→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting → Business Transactions→ Outgoing Payments → OutgoingPayments→ Basic Settings

√Define Accounts for Overpayments/Un-derpayments

OBXL


OB09

√ Define Accounts for RoundingDifferences

OB00

√ Define Accounts for Bank Charges(Vendors)

OBXK


→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting→ Business Transactions→Outgoing Payments→ Manual OutgoingPayments

√ Define Tolerances (Vendors) OBA3

√ Prepare Cross-Company Code ManualPayments

(V_T041B)

√ Check Payment Block Reason (V_T008)




→ Financial Accounting →Accounts Receivable and AccountsPayable Accounting → BusinessTransactions→ Outgoing Payments→Overpayment/Underpayment

√ Define Reason Codes (ManualOutgoing Payments)

(V_T053R)

√ Define Accounts for PaymentDifferences (Manual Outgoing Payment)

OBXL

→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting → Business Transactions→ Incoming Payments → IncomingPayments Global Settings

√Define Accounts for Overpayments/Un-derpayments

OBXL


OB09

√ Define Accounts for RoundingDifferences

OB00

√ Define Accounts for Bank Charges(Customers)

OBXK


→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting→ Business Transactions→Incoming Payments → IncomingPayments Global Settings →Overpayment/Underpayment

√ Define Reason Code (V_T053R)

√ Define Accounts for PaymentDifferences

OBXL




→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting→ Business Transactions→Incoming Payments→ Manual IncomingPayments


√ Assign Users/Tolerance Groups (V_T043)

√ Define Tolerances (Customers) OBA3

√ Prepare Cross-Company Code ManualPayments

(V_T041B)

→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting→ Business Transactions→Open Item Clearing


OB09

√ Define Posting Key for Clearing OpenItems

OBXH

√ Prepare Automatic Clearing (V_TF123)

→ Financial Accounting→ AccountsReceivable and Accounts PayableAccounting→ Business Transactions→Clear Open Items→ Differences duringClearing

√ Define Tolerance groups forCustomers/Vendors

OBA3


√ Assign User Tolerance Groups (V_T043)

√ Define Accounts for ClearingDifferences

OBXL



Unit: Cash Journal Transaction codes (or transactionSM30, then Table/View)

Implementation Guide for mySAPERP Customizing (IMG)→ FinancialAccounting → Bank Accounting →Business Transactions→ Cash Journal

√ Create G/L Account for Cash Journal FS00

√ Define document types for cash journaldocuments

OBA7

√ Define Number Range Intervals forCash Journal Documents

FBCJC1

√ Setting Up the Cash Journal FBCJC0

√ Create, Change, Delete BusinessTransactions

FBCJC2

√ Set up print parameters for cash journal FBCJC3

Unit: Logistics Integration Transaction codes (or transactionSM30, then Table/View)

Implementation Guide for mySAPERP Customizing (IMG)→ FinancialAccounting → General LedgerAccounting→ Business Transactions→Integration→ Materials Management

√ Define Accounts for MaterialsManagement

OBYC

→ Financial Accounting → GeneralLedger Accounting → BusinessTransactions→ Integration→ Sales andDistribution

√ Prepare revenue account determination VKOA


IndexAaccount assignment manual,46

account control, 387account currency, 56account determinationexchange rate difference,319

account group, 50Account Group, 82account key, 236

see also transaction keyAcquisition Tax CodeEU, 243

alternative reconciliationaccount, 356

assignment field, 276see also sort key

automatic offsetting entries,358

automatic offsetting entry,391

Bbalance sheet account, 49bank charge, 291bank data, 291bank directory, 109bank master record, 108base amounttax, 232

base currency, 30baseline date, 214bill of exchange, 357, 368branch, 89business area, 4business transaction types,328

business transactions

create, 329Ccash discountgross procedure, 218(vendor) net procedure,219

cash discount adjustment, 303cash discount base, 217cash discount period, 215cash journal, 326configuration, 327postings in, 336

central maintenance, 77�78see also customer account;vendor account

chart of accounts, 43chart of accounts segment, 45check indicator, 239clearingaccount, 273�274automatic posting, 294post with, 273reset, 294

clearing account, 256clearing accounts, 257clearing document, 273clearing open items, 87clearing program, 275client, 3collective processing, 59commitments, 389company code, 4company code segment, 47condition type, 236

see also tax typeconfiguration of special G/Ltransactions, 388

country template, 7credit limit check, 389


Index TFIN50

credit memoinvoice-related, 211other, 211

currency key, 27customer account, 74company code segment,75general data, 75sales area segment, 74search term, 80

customer deductionunauthorized, 303

Dday limit, 212, 215decentral maintenance, 77�78

see also customer account;vendor account

default value, 184direct quotation, 31disputed receivables, 365Document, 121document change, 191document change rules, 192document field status, 126document header, 121document number, 124document type, 122down payment, 357�358down payment clearing,363�364

down payment made, 364down payment processing,357

down payment received, 363down payment request, 358,363�364

dual control principle, 86Eediting option, 184Enjoy posting screens, 166exchange rate, 29exchange rate difference, 185realized, 318

exchange rate spreads, 30exchange rate type, 28

Ffield status, 51�52, 85field status group, 127field status variant, 127fiscal year, 17fiscal year proposal, 185fiscal year variant, 18foreign currency, 56, 58free offsetting entries, 358,361

Ggroup chart of accounts, 60guarantee of payment, 358,367

guarantees made, 367guarantees of payment made,359

guarantees received, 359Hhead office, 89house bank, 109ID, 109see also bank master record

Iincoming down payment, 362indirect quotation, 31individual value adjustments,365

input tax, 233installment payment, 216inversion, 29itemopen, 272

Jjurisdiction code, 237Lline item, 121line item display, 54, 388local currency, 6, 56Nnegative posting, 201noted item, 389, 391


TFIN50 Index

noted items, 358, 360notes to financial statement,358

number range, 82external numberassignment, 83

Number rangeInternal numberassignment, 83

Oone-time account, 83one-time customer, 83

see also one-time accountone-time vendor, 83

see also one-time accountonly balances in localcurrency, 57

open item management, 55origin principle, 210output tax, 233Output tax codeEU, 243

Pparameter ID:, 183partial payment, 306payeealternative, 88

payeralternative, 88

payment advice number, 292payment differenceoutside tolerance, 304permitted, 303within tolerance, 304

payment header, 289payment processmanual, 288

payment term, 209posting authorization, 158tolerance group, 158

posting key, 125, 386,388�389

posting periodauthorization group, 149two period intervals, 149

Posting periodPosting period variant,148

posting periods, 17, 147profit and loss statementaccount, 49

Rreason code, 306reconciliation account, 53residual item, 306retained earnings account, 49reversal, 200reversal reason, 201Ssales tax, 234Search term, 80

see also Customer account;Vendor account

sensitive fields, 86see also dual controlprinciple

sort key, 276see also assignment field

special G/L account, 356special G/L indicator, 388Special G/L indicator, 356,358

special G/L transaction class,389

special G/L transactions,356�357, 388

special general ledger types,358

special periods, 17statistical posting, 359statistical postings, 390Ttarget special G/L indicator,389

tax account determination,240

tax calculation procedure, 236tax category, 241tax code, 238


Index TFIN50

EU, 242split, 239

tax payable, 233tax posting, 240

see also tax accountdetermination

tax rate, 239tax type, 236

see also condition typetaxable entity, 257terms of payment, 209block key, 213payment method, 213

tolerance groupcustomer and vendor, 302employee, 302G/L account, 302

Tolerance Groups, 301transaction figures, 54transaction number

cross-company code, 256Transaction numberCross-company code, 258

translation ratios, 28type of taxation, 232Uuse tax, 235Vvariant principle, 15vendor account, 74company code segment,76general data, 76purchasing organizationsegment, 75

Vendor accountSearch term, 80


FeedbackSAP AG has made every effort in the preparation of this course to ensure theaccuracy and completeness of the materials. If you have any corrections orsuggestions for improvement, please record them in the appropriate place in thecourse evaluation.


Tfin 50 part 1

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