BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 MODULE 9
FI CUSTOMIZATION
SAP R/3 Module 9 – FI Customization........................................................................ 9.2
Part 1:
Setting up the Company Code................................................................... 9.2
Objective 1: Customization Tools in the R/3 System ............................................. 9.3
Objective 2: Create a Company Code.................................................................... 9.5
Objective 3
Create and Assign a Chart of Accounts............................................. 9.6
Objective 4: Modify/Create G/L Account Groups ................................................... 9.8
Objective 5: Create a Fiscal Year Variant .............................................................. 9.9
Objective 6: Set Field Status Indicators................................................................ 9.10
Student Exercise M9.2: Objective 2 .................................................................... 9.12
Student Exercise M9.3: Objective 3 .................................................................... 9.15
Student Exercise M9.4: Objective 4 .................................................................... 9.18
Student Exercise M9.5: Objective 5 .................................................................... 9.20
Student Exercise M9.6: Objective 6 .................................................................... 9.22
Part 2:
Document Control ..................................................................................... 9.26
Objective 1: Document Number Ranges and Document Types .......................... 9.26
Objective 2: Influence Fields in Document Line Items ......................................... 9.29
Objective 3: Assign Posting Authorizations to Users ........................................... 9.31
Objective 4: Open and Close Posting Periods ..................................................... 9.32
Student Exercise M9.7: Objective 1 .................................................................... 9.34
Student Exercise M9.8: Objective 2 .................................................................... 9.37
Student Exercise M9.9: Objective 3 .................................................................... 9.41
Student Exercise M9.10: Objective 4 .................................................................. 9.43
Unstructured Exercises M9 ................................................................................... 9.45
SAP R/3 v4.6B
© SAP AG 1999
Cheryl Calvert
9.1
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 – FI Customization
Part 1:
Setting up the Company Code
SAP R/3 must be customized to meet individual business requirements. The term
customizing refers to the process of system configuration during which the members of
the project teams make the required system settings. In the SAP System, customizing
activities are performed through the Implementation Guide (IMG). Customizing supports
the project teams in implementing, enhancing or upgrading the SAP System.
Module 9 – FI Customization is divided into two parts. Part 1 focuses on setting up a
company code, assigning a chart of accounts and account groups, to that company
code. Part 2 focuses on customizing the control of documents in Financial Accounting.
Learning Objectives
After completion of Part 1 of Module 9, you should be able to:
1. Discuss the various customization tools available in the R/3 System
2. Create a new company (company code)
3. Create and assign a chart of accounts to the new company
4. Modify and create G/L account groups
5. Create a fiscal year variant
6. Set field status indicators
After completion of Part 2 of Module 9, you should be able to:
1. Define FI document number ranges and document types
2. Influence the fields in document line items
3. Assign posting authorizations to users
4. Open and close posting periods
Resources
The following resources are available for completing this module:
·
·
·
·
Student Notes
Student Exercises M9.1 to M9.9
Unstructured Exercises M9
R/3 Library On-Line Documentation
SAP R/3 v4.6B
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9.2
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
Student Notes
Objective 1:
Customization Tools in the R/3 System
R/3 customizing provides the following functions:
·
·
·
·
·
·
·
·
ASAP Roadmap as a structure plan for implementing and enhancing the SAP
System
Tools for making and documenting system settings
Recommendations for system settings
Customizing projects as a means for controlling the management, editing and
analysis processes of the implementation and upgrade projects
Support for transferring the system settings from the test system into the
production system
Support for transferring the system settings by means of business configuration
sets in a group rollout
Tools for system upgrades and release upgrades
Pre-configured industry systems
ASAP
The process of customizing can be controlled and accelerated using the
AcceleratedSAP method. AcceleratedSAP (ASAP) is a comprehensive solution for
efficiently implementing and continuously optimizing SAP software. It has a detailed,
business-oriented structure and allows for flexible design of implementation projects.
ASAP has several tools to assist implementation:
·
The Question and Answer database (Q&Adb) is a PC-based implementation
tool that uses a structured query language (SQL) database. The Q&Adb can be
used to set the project’s scope, document the business requirements and create
a business blue print. The Question and Answer database supports
implementation in the second phase of the ASAP Roadmap (Implementation
Assistant).
Issues are managed using the issues substructure in the Q&Adb. During the
course of the implementation project, this substructure allows for the collection
and monitoring of open issues that could jeopardize project goals.
The documents substructure in the Q&Adb allows the enterprise to store and
manage documents centrally, for example, project documentation, functional and
technical specifications, documents with links to issues or key performance
indicator documents.
·
The ASAP Roadmap , within the Implementation Assistant, provides a
methodological framework for the implementation project. The Roadmap
portrays the project structure and provides a detailed description of work
packages, activities and tasks for each phase of the implementation project. It
also specifies additional tools that may be used to support implementation.
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9.3
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
ASAP includes several accelerators containing templates, forms, check-lists, and
examples that efficiently and quickly assist with the tasks described in the
Roadmap.
·
The SAP Reference structure in the Q&Adb sets the project scope and draws
up the business blueprint in a process-oriented manner. The substructures of the
SAP Reference structure are organized according to specific topics or according
to enterprise areas, which assists with mapping the enterprise's requirements to
the SAP System. The Diagram explorer, within the SAP Reference structure, is
used to model scenarios, process groups and processes.
·
A wide range of services including training courses, the EarlyWatch Service,
SAPNet - R/3 Frontend, and the GoingLive Check, complete the ASAP support
package.
ValueSAP
ValueSAP provides a framework of methodologies, tools, content and programs to help
quickly and effectively identify and implement SAP. It ensures continual optimization of
value throughout the entire life cycle of the enterprise’s SAP products. ValueSAP
consists of the following phases: discovery and evaluation, implementation, and
operations and continuous improvement. In the discovery and evaluation phase, the
enterprise’s business and technical goals for implementation are defined. In the
implementation phase the SAP solution is implemented. AcceleratedSAP is commonly
used to reduce implementation times and minimize implementation costs. The need for
upgrades and implementation improvements are evaluated in the operations and
continuous improvement phase.
Clients
Clients are part of the defining technical structure of the SAP System. Each client
contains its own master records and set of tables. Customizing is either client-specific or
cross-client, depending on which business data is being configured. Cross-client
customizing is valid for all clients in the SAP System. When the SAP System is installed
the following clients are available: Client 000 as the SAP reference client and client 001
as the production preparation client.
·
SAP Reference client (000)
All SAP tables are in the SAP reference client . Sample entries, which can be
changed, exist for the tables in which the organizational structure is stored. The SAP
reference client contains the following settings: (1) Tables with default values; these
tables are independent of the organization units. (2) Examples of the organization
units. (3) No application data, that is, no master data and no movement data. (4) A
default customizing setting.
Company code 0001 in client 000 contains complete customizing. Country-specific
customizing (legal and business requirements) of all standard countries are
delivered in company code templates XX01 (XX = country indicator). SAP updates
the settings in each new release. As a result, client 000 always has the current
status. The SAP reference client can be used to copy default settings into other
clients. The SAP reference client must not be made productive.
SAP R/3 v4.6B
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9.4
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
·
Production preparation client (001)
The production preparation client is identical to the SAP reference client, i.e. this
client is not used in production processing either. The customizing settings are made
in this client. The production preparation client is customized into the test
environment.
Objective 2:
Create a Company Code
In student exercise M9.1 you will create your own company code by copying from an
existing company code. This is much less time-consuming than creating a new
company code from scratch as you also copy the existing company code specific
parameters. You will then change relevant data to customize your own company code.
A company code is defined by specifying the following settings:
·
Company code key
A four-character alpha-numeric key that identifies the company code and must
be entered when posting business transactions or creating company codespecific master data.
·
Address data
The address data is necessary for correspondence and is printed on reports.
·
Country currency
Local currency of the company. Amounts that are posted in foreign currency are
translated into the local currency.
·
Country key
The country key specifies which country is to be seen as the home country; all
other countries are interpreted as foreign. This is significant for business and
payment transactions because different forms are used for foreign payment
transactions. This setting also enables the use of different address formatting for
foreign correspondence.
·
Language key
The system uses the language key to automatically determine which language to
display text, for example, which language to display dunning letters.
Several company codes per client can be set up to manage the accounts of independent
organizations simultaneously. At least one company code must be set up in each client.
Company codes, once created, must be linked to organizational units of other
applications. For example, if the organization uses the SAP R/3 Controlling module,
then company codes are linked to one or more controlling areas.
Company code 0001 has already been created in clients 000 and 001 for the country DE
(Germany). All country-specific information (parameters) is preset in this company code,
such as the payment methods, tax calculation procedures, and chart of accounts typical
for this country. In student exercise M9.1 you will create a company code Z0## for an
Australian company and its legal requirements by copying 0001. You will then edit
company code Z0## data to change the address, country currency, country key and
language key.
SAP R/3 v4.6B
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9.5
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
Objective 3:
Create and Assign a Chart of Accounts
The chart of accounts contains a complete listing of G/L master records. Each G/L
master record is divided into two segments: chart of accounts segment and company
code segment. The chart of accounts segment contains the information that is common
across company codes: account number, name of account, control fields consolidation
fields, etc. This segment can be used by all company codes that are assigned to the
same chart of accounts. Figure 9.1 summarizes the fields in the chart of accounts
segment.
Fields in the Chart of Account Segment
The Chart of Account segment consists of several groups of fields:
Type/Description
l Control in chart of accounts
l Description
l Consolidation data in chart of
accounts
Key Word/Translation
l Key words in chart of accounts
l Translation
Information
l Information in chart of accounts
l G/L texts in chart of accounts
G/L Account
Chart of accounts
001111
INT
Information in G/L
chartAccount
of accounts
Created on Chart of accounts
001111
INT
G/L of
Account
Created by Key words in chart
accounts
Group chart of accts
Chart of accounts
Language
001111
INT
Key Word
G/L texts in chart of accounts
Control in chart of accounts
Account group
Sample account
Language Key
Description Translation P+L statement account type
Balance Sheet account
1st line
Language Key
More text indicator
Description
Other language
Short
indicator
text
Short text
Long Text
G/L account long text
Consolidation in chart of accounts
Trading partner
Group account number
ã SAP AG 1999
Figure 9.1
Fields in the chart of account segment
The company code segment of the G/L master record contains information that is
specific for a particular company code. This means the company code segment can be
different depending on the needs of the company code. Figure 9.2, on the following
page, summarizes the fields in the company code segment.
SAP R/3 v4.6B
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9.6
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
Fields in the Company Code Segment
The Company Code segment consists of several groups of fields:
G/L Account
001111
Chart of accounts
INT
Company Code
1000
G/L Account
Chart of accounts
Information
Company Code
Created On
Control Data
l Account control
l Account Management
l Joint Venture
Created By
Chart of Ac
Country Ch
Country
FM area
CO area
Bank/interest
l Document Creation
l Bank/Financial Details
001111
INT
1000
G/L
Account
Control of document
creation
Chart of accounts
Field status gr
Auto Posting
Company Code
Supplement
001111
INT
1000
Account Control
Bank/Financial Details
Acct currency
G/L Account texts
Tax category
Planning Leve
Account As
Altern.
account
Rel.Cash Flow
Accounting
Commitment I
Additional I
House Bank
Account Management
l Interest Calculation
Information
Management
Interest CalculationOI
information
Line Items
Interest Indic.
Sort Key
Int.calc.freq.
Authorization
l Information
l G/L Account texts
Joint Venture
Recovery Ind.
ã SAP AG 1999
Figure 9.2
Fields in the company code segment
The Variant Principle
The variant principle is a three-step method used to assign special properties to one or
more R/3 objects. The variant principle is widely used in the IMG. The three steps are:
·
·
·
Define the variant
Populate the variant with values
Assign the variant to R/3 objects
The chart of accounts is a variant that contains the structure and basic information about
general ledger accounts. The three steps used to create and use a chart of accounts
are:
· Define the chart of accounts
· Define the components of the chart of accounts
· Assign the chart of accounts to company code/s.
Define the chart of accounts
A chart of accounts is defined with a four-character identifier (for example CAUS). In
student exercise M9.2 you will use the four-character identifier C0##, where ## is the
last two digits of your login.
Define the components of the chart of accounts
The components of a chart of accounts are the: key, description, maintenance language,
length of G/L account number (from 1 to 10 digits), controlling integration, group chart of
accounts, and blocked status. In M9.3 the components of the chart of accounts will be
copied from an existing chart of accounts (CAGB).
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9.7
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
Assign the chart of accounts
The chart of accounts has to be assigned to every company code that would like to
create accounts based on the defined structure. According to the variant principle,
several company codes can share the same chart of accounts. The CO module uses
the same chart of accounts as the FI module. If company codes intend to use cross
company code controlling, they must use the same chart of accounts. In M9.2 you will
assign the chart of accounts C0## to your Company code Z0##.
Objective 4:
Modify/Create G/L Account Groups
G/L accounts can be categorized into account groups, for examples, cash accounts,
material accounts, asset accounts, etc. Account groups are assigned number ranges to
ensure that accounts of the same type are within the same number range, e.g. cash
accounts may be numbered 001000 to 001999. The account group is entered in the
chart accounts segment and controls the appearance of the company code segment of a
G/L account. Account groups are defined in the IMG. Figure 9.3 shows the account
groups for the CAUS chart of accounts.
Figure 9.3
Account groups in the CAUS chart of accounts
In Figure 9.3, the ‘To account’ column determines whether the account identifier is
alpha, numeric or alpha-numeric. It also specifies the length of the account identifier.
You may have noticed that all G/L accounts in the CAUS chart of accounts are six
characters in length. In student exercise M9.3 you will review and edit G/L account
groups for your chart of accounts C0##; while in student exercise M9.5, you will edit the
field status indicators for account group SAKO.
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© SAP AG 1999
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9.8
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
Objective 5:
Create a Fiscal Year Variant
To separate transactions into different periods, a fiscal year with posting periods is
defined as a variant in the R/3 System. The fiscal year variant contains the definition of
posting periods and special periods. Special periods are used for postings that are not
assigned to time periods but to the process of year-end closing. Up to sixteen periods
can be used. The system derives the posting period from the posting date. When the
posting date falls within the last normal posting period, the transaction may be posted
into one of the special periods.
Fiscal year variants can be defined as year-independent or year-dependent (see Figure
9.4). If each fiscal year of a fiscal year variant uses the same number of periods, and
the posting period always starts and ends on the same day of the year, the variant is
called year-independent. On the other hand, a fiscal year variant is defined as yeardependent if the start and end date of the posting periods of some fiscal years will be
different from the dates of other fiscal years, and/or if some fiscal years shall use a
different number of posting periods. If one year of a fiscal year variant has less posting
periods than others (for example, the business is sold part-way through the fiscal year),
this is defined by R/3 as a shortened fiscal year. A shortened fiscal year and its number
of posting periods has to be specified before definition of the period dates.
The Fiscal Year
13
14
15
16
l The fiscal year can be defined
as...
12
01
02
11
10
03
09
04
08
05
07 06
l Year-independent
n
==> the same number and dates
for the periods every year
l Year-dependent
n
==> periods can be differ from
year to year
ã SAP AG 1999
Figure 9.4
The fiscal year variant
Standard year fiscal variants are already defined in the system and can be used as
templates. In student exercise M9.4 you will create a calendar-year based fiscal year
variant and will assign it to your Company code Z0##.
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9.9
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
Objective 6:
Set Field Status Indicators
Field Status Indicators
The field status is determined by the account group. The field status makes it possible
to influence the appearance of an account’s master data. Every field has one of the
following properties:
·
·
·
·
Suppress
Display
Required Entry
Optional Entry
Fields that are not used can be suppressed. Fields which have an entry that should not
be changed can be set to display only (even in change mode). Fields that must have an
entry can be made required fields. Fields that can be entered but are not required can
be set to optional entry. Certain fields are grouped together and their field status is valid
for the entire group, e.g. interest cycle and last interest calculation key date. The fields
currency and field status group are always required fields and their status cannot be
changed.
In Figure 9.5, the Account control field status settings for account group SAKO (G/L
accounts – general) is shown. Notice how the various fields in Account control can be
set to: suppress, required entry, optional entry or display depending on the radio button
selected.
Figure 9.5
Account control field status settings for account group SAKO
Master Data Field Status
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9.10
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
The fields displayed on the G/L master record are not only controlled by the account
group, but also by the create, change, display function in the master data transaction.
Once the master record is created and you do not want sensitive fields changed, on the
master record change transaction in customizing, you can specify that a certain field is
not changeable. For each field, the field status definitions from the account group and
the transaction are taken into consideration and the one with the higher priority is used.
The priorities are:
·
·
·
·
Suppress (highest priority)
Display
Required Entry
Optional Entry (lowest priority)
Fields which are accessed with the transaction master record display are always either
displayed or suppressed since you cannot make an entry in a display transaction.
Figure 9.6 demonstrates the relationship between the Account group field status and the
Master data field status. If the organization does not want to use the transaction
dependent field status control, then all field status definitions should be set as optional
entry, as this has the lowest priority and therefore will not conflict with the account group
control.
Master Data Field Status (2)
ith
dw
e
Us ich tion?
wh nsac
tra
Us
ac ed
co in
un wh
t g ic
ro h
up
?
Field
Account 001111
Master Data
Create
Change
Display
Cash
000000-099999
?
Priority
Tr
de ans
fie pen actio
ld de n
sta nt tu
s
unt
Acco
p
Grou
pou ld
r
g ie
nt nt f
u
co nde
Ac pe s
de atu
st
ã SAP AG 1999
Figure 9.6
Master data field status
In student exercise M9.5, you will edit the field status indicators for account group
SAKO. You will then test your changes by entering a G/L master record.
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9.11
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 1:
Setting up a Company code
Student Exercise M9.1
Objective 2
Learning Objective 2:
Create a company code.
In this exercise you will create your own company code by copying company code 0001.
You will then edit the company code settings. The instructions guide you to the IMG via
the SAP Standard menu, however, you may prefer to navigate to the IMG via
transaction code SPRO.
1.
From the SAP Standard menu, select: Tools > AcceleratedSAP > Customizing
2.
Double-click
3.
Click
4.
From the IMG, select: Enterprise Structure > Definition > Financial Accounting
5.
Double-click
6.
Double-click
7.
Click the Copy org. object icon
next to Define, copy, delete, check company code
to copy from an existing company code (now
go and check your email as it may take several minutes to read the tables!)
8.
Enter 0001 in From Company Code field
9.
Enter Z0## in To Company Code field (## is the last two digits of your login)
10.
Click
11.
Click No !!!
12.
Click
13.
Reply to the information message ‘Certain data was not copied’ by clicking
to reveal the following message:
SAP R/3 v4.6B
to ‘Do you want to allocate a different local currency’
© SAP AG 1999
Cheryl Calvert
message
9.12
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
14.
Confirm any other information messages by selecting
(Enter) and continue
copying
15.
Click
to ‘Company code 0001 copied to Z0## without 1 number range object’
message to reveal the following screen:
16.
Click the Completed activities tab to confirm that Cocode 0001 has been copied
to Z0##
17.
From the Menu bar, select Extras > Associated tables to review all the tables that
were copied when creating Z0##
18.
Click the Back icon
once to exit the Define, copy, delete, check company code
function
19.
Double-click
20.
Scroll down the table and select your Cocode by clicking it once
21.
Click the Details icon
22.
Change the following data:
·
·
·
·
·
Company name: Your name-0##
City: Melbourne
Country: AU
Currency: AUD
Language: Select English using drop down list
23.
Click Save
24.
Press Enter to accept the warning message ‘Company code currency was
changed’
25.
You should see a message on the Status bar
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9.13
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
26.
Use the Back icon to return to the IMG
Review company code global parameters (transaction code OBY6)
27.
From the IMG (transaction code SPRO) select: Financial Accounting > Financial
Accounting Global Settings > Company Code
28.
Double-click
next to Enter Global Parameters
29.
Click once on your company code to select it
30.
Click the Details icon
to show the global parameters and variants that have
automatically been assigned to your company code.
31.
What variants are assigned for:
Fiscal year variant: _____________
Posting period variant: ____________
Note, you will change
these variants later.
Document entry screen variant: ______________
Field status variant: _____________
32.
Use the Back icon to return to the IMG.
You have now completed this exercise
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Cheryl Calvert
9.14
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 1:
Setting up a Company code
Student Exercise M9.2:
Objective 3
Learning Objective 3:
Create and assign a chart of accounts.
In this exercise you will create a chart of accounts by copying an existing chart of
accounts. The accountant has determined that the English financial accounting and
financial reporting requirements are similar to that of Australia; therefore you will copy
the CAGB chart of accounts – England to your Australian company. After copying the
CAGB chart of accounts, you will assign it to your Company code Z0##. You will also
copy the company code segments of the chart of accounts from Company code 2000 to
Company code Z0##. In summary, the tasks you will complete are:
·
·
·
Create and copy a chart of accounts
Assign the chart of accounts to your company code
Copy the company code segments of chart of accounts
Create and copy a chart of accounts (transaction code OBY7)
1.
From the IMG (transaction code SPRO) select: Financial Accounting > General
Ledger Accounting > G/L Accounts > Master Records > G/L Account Creation and
Processing > Alternative Methods > Copy G/L Accounts
2.
Double-click
3.
Select the following data:
SAP R/3 v4.6B
next to Copy Chart of Accounts
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9.15
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
4.
Click Enter
5.
Enter the following data:
·
·
·
Chart of accounts: C0## (## is the last 2 digits of your login)
Chart of accounts name: Chart of accounts for [yourname]
Reference chart of accounts: CAGB
·
Click Enter
to reveal a list of general ledger accounts you are about to copy
6.
From the Menu bar, select: Chart of accounts > Copy chart of accts
7.
Select Yes to message ‘You have not printed the proposal list yet’
8.
When copying is complete, you should get the following message on the Status
bar:
9.
Use the Back icon to return to the IMG
Assign chart of accounts to company code (transaction code OB62)
10.
From the IMG (transaction code SPRO) select: Financial Accounting > General
Ledger Accounting > G/L Accounts > Master Records > Preparations
11.
Double-click
next to Assign Company Code to Chart of Accounts
12.
Make sure you are in Change view by clicking
13.
Scroll down the table and locate your Company code Z0##
14.
Change Chrt/accts column from INT to C0## (i.e. to your own chart of accounts)
15.
Click Save
16.
Use the Back icon to return to the IMG.
Copy company code segments of COA (transaction code OBY2)
17.
From the IMG (transaction code SPRO) select: Financial Accounting > General
Ledger Accounting > G/L Accounts > Master Records > G/L Account Creation and
Processing > Alternative Methods > Copy G/L Accounts
18.
Double-click
19.
Enter the following data:
·
·
·
20.
next to Copy Company Code
Company code:
Copy from company code:
Test run:
Click Execute
SAP R/3 v4.6B
Z0##
2000
(leave blank)
to reveal a warning message:
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9.16
BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
21.
Click Enter
to accept the above warning (note, cocode 2000 has chart of
accounts CAGB while cocode Z0## has chart of accounts C0##. You created
C0## by copying CAGB therefore the chart of accounts are actually the same).
22.
Click Enter
to accept the warning message that you are making a production
run
23.
After a few minutes you will receive the following message on the status bar:
24.
Don’t worry about the following message:
25.
Use the Back icon to return to the IMG
You have now completed this exercise
SAP R/3 v4.6B
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Cheryl Calvert
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 1:
Setting up a Company code
Student Exercise M9.3:
Objective 4
Learning Objective 4:
Modify/Create G/L account groups.
In this exercise you will review and edit the G/L account groups that were created during
M9.2 when you copied the chart of accounts CAGB. You will also test your Company
code Z0## and chart of accounts C0## by entering a G/L transaction.
Edit/Add G/L Account Groups (transaction code OBD4)
1.
From the IMG (transaction code SPRO) select: Financial Accounting > General
Ledger Accounting > G/L Accounts > Master Records > Preparations
2.
Double-click
next to Define Account Group
3.
Ensure you are in Change view by toggling
4.
Scroll down to your chart of accounts C0## and change the following data:
Delete: ALL, ALLE, BIL., GUV, LIZ, MITD, MITK, SKSA, SOND, ZURA,
·
ZURK, and ZURM
·
Change the following data:
Acct group
Name
ANL.
FIXED ASSET ACCOUNTS
999999
ERG.
PROFIT & LOSS ACCOUNTS
999999
FIN.
LIQUID FUNDS ACCOUNTS
999999
MAT.
MATERIAL MANAGEMENT ACCOUNTS
999999
SAKO
G/L ACCOUNTS (GENERAL)
999999
5.
Click
6.
Enter the following data:
·
·
·
·
To account
Chrt/accts:
Acct group:
Name:
To Account:
C0##
INTA
Intangible Assets
999999
7.
Click the Back icon once to return to the Change View “G/L Account Groups” :
Overview screen
8.
Check that Intangible Assets has been added to the table
9.
Click Save
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
10.
Use the Back icon to return to the IMG.
Test company code and chart of accounts
11.
In Wieder (2004, p.126) you displayed the INT chart of accounts. Repeat this
exercise using your own chart of accounts C0##.
12.
In Wieder (2004, p.133-135) you created a G/L master record called Bank 1:
DC##. You will now create a G/L Master Record in Client 440.
13.
Enter transaction code FS00 in Command field
14.
Enter 7000## in G/L account field and Z0## in Company code field
15.
From the Menu bar, select G/L Account > Create
16.
Click the List icon in the Account group field and select G/L accounts
(General). Note that the list should be consistent with the account groups you
edited on page 9.19.
17.
In the Short text field enter Special Equity and in the Long text field enter
Special Equity for yourname
18.
Click Control data and select:
·
·
·
Only balances in local crcy
Line item display
Sort key: 001
19.
Click Create/bank/interest
20.
In Field status group enter G001
21.
Click Save
22.
Confirm that your new master record is included in Chart of Accounts C0##
23.
In Wieder (2004 p.107) you entered a General Ledger petty cash transaction.
Repeat this exercise using your Company code Z0##. Note, you should not need
to enter a cost center as you have not activated cost center accounting in your
company.
24.
Execute transaction FS10N (Display account balance) and verify that your Petty
Cash transaction has been posted to the relevant accounts.
You have now completed this exercise
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© SAP AG 1999
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 1:
Setting up a Company code
Student Exercise M9.4:
Objective 5
Learning Objective 5:
Create a fiscal year variant.
In this exercise you will create a calendar-year based fiscal year variant and assign it to
your company code. Fiscal year variants are two characters in length. The Fiscal year
in Australia runs from 1 July through to June 30.
View fiscal year variants (transaction code OB29)
First of all you will view a list of fiscal year variants available to IDES to determine
whether your fiscal year variant will overlap with an existing fiscal year variant.
1.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Fiscal year
2.
Double-click
next to
3.
Add 10 to the last two digits of your login to determine your unique FV identifier.
Your fiscal year variant number:______________
4.
Confirm whether your fiscal year variant is already allocated, if so, choose a
different two-character identifier.
5.
Answer the following questions:
a)
b)
Which of the predefined fiscal year variants are:
·
Calendar year?
·
Year-dependent?
For what purposes are year-dependent fiscal year variants used?
Create calendar-year fiscal year variant (transaction code OB29)
6.
Click Fiscal Year Variant V6 once to highlight it. Then click the Copy as icon.
7.
Change V6 to your Fiscal year variant number (the target entry)
8.
Press Enter
9.
Click Copy all
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10.
Press Enter to accept the message “Number of dependent entries copied: 140”
11.
Click Save
12.
Check that your fiscal year variant has been added to the table
13.
Use the Back icon to return to the IMG.
Assign fiscal year variant to company code (transaction code OB37)
14.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Fiscal Year
15.
Double-click
next to
16.
Locate your company code and change K4 to your fiscal year variant number
17.
Click Save
18.
Use the Back icon to return to the IMG.
You have now completed this exercise
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 1:
Setting up a Company code
Student Exercise M9.5:
Objective 6
Learning Objective 6:
Set field status indicators
In this exercise you will edit the field status indicators for account group SAKO (G/L
accounts – general) in your chart of accounts C0##. You will then review your changes
by entering a G/L master record in company codes Z0## and 3000.
Edit Field Status Indicators (transaction code OBD4)
1.
From the IMG (transaction code SPRO) select: Financial Accounting > General
Ledger Accounting > G/L Accounts > Master Records > Preparations
2.
Double-click
3.
Ensure you are in Change view by toggling
4.
Locate your company code C0##
5.
Click C0##, SAKO once to select it
6.
Click
7.
Double-click Account control
8.
Change the following field status information:
SAP R/3 v4.6B
next to Define Account Group
to reveal the following screen
© SAP AG 1999
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
9.
Click
to move to Maintain Fiel d Status Group: Account Management
10.
Change the following field status information:
11.
Click
to move to Maintain Field Status Group: Bank/financial details
12.
Click
until you get to Maintain Field Status Group: Joint Venture
13.
Change the following field status information:
14.
Click Save
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Compare Field Status Indicators
You will now create a G/L master record in company codes 3000 and Z0## to review
how the changes you made to the field status groups effected the field options in the G/L
master record. To simplify the comparison, you are going to enter the G/L master record
in both company codes simultaneously by switching between SAP sessions.
15.
Open a new SAP session and complete the following steps simultaneously in both
sessions:
16.
From the SAP Standard menu select: Accounting > Financial Accounting >
General Ledger > Master records > Individual processing
17.
Double–click:
18.
Delete any data in the G/L Account field by using the backspace key
19.
Enter 4780## in the G/L Account field (## is the last two digits of your login)
20.
Enter 3000 in the Company code field in session 1 and Z0## in Company code
field in session 2
21.
From the Menu bar, select: G/L Account > Create, in both sessions
22.
Click Type/description tab
23.
In both sessions, click on the Account group field and select G/L accounts
(general):
24.
In both sessions, select
25.
In both sessions, in the Short text field enter IT Consulting
26.
In both sessions, In the Long Text field enter IT Consulting for Student 0## (##
is the last two digits of your login )
27.
In the Company code 3000 session enter 312800 in Group account number field.
There is no Group account number in the Company code Z0## session.
28.
Click the Control data tab:
in both sessions. Notice how the
display is quite different. You suppressed most fields in Company code Z0## at
instruction 8 above.
29.
Notice the Account currency is appropriately defaulted in both sessions
30.
Select
31.
Notice how Sort key is a required entry field in Z0## and an optional field in 3000.
in both sessions
Enter 001 in Sort key field in both sessions
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
32.
Click the Create/bank/interest tab
in both sessions. Session
Z0## will prompt you with a ‘Make an entry in all required fields error message
’.
Work out which field is the required entry field and make the appropriate change.
33.
Enter G001 in Field status group field in both sessions
34.
Click the Save icon
35.
Click Exit
in both sessions
to return to the SAP Standard menu
You have now completed this exercise
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© SAP AG 1999
Cheryl Calvert
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 2:
Document Control
Every day hundreds of financial documents are created in the enterprise. In order to
support the filing of original documents, the documents have to be divided into several
categories. Different financial business transactions need different data within the
documents. The R/3 System uses the document principal whereby postings are
always stored in document form and the document remains a complete unit in the
system until it is archived. Part 2 of Module 9 focuses on the customizing the control of
documents in Financial Accounting.
Learning Objectives
After completion of Part 2 of Module 9, you should be able to:
1.
Define FI document number ranges and document types
2.
Influence the fields in document line items
3.
Assign posting authorizations to users
4.
Open and close posting periods
Resources
The following resources are available for completing this module:
·
·
·
·
Student Notes
Student Exercises M9.1 to M9.9
Unstructured Exercises M9
R/3 Library On-Line Documentation
Student Notes
Objective 1:
Document Number Ranges and Document Types
The R/3 System uses the document principle as described above. A document is
identified by a combination of:
·
·
·
Document number
Company code
Fiscal year
The R/3 FI document consists of a document header and document line items. There
can be up to 999 line items in a FI document.
The R/3 System records at least one document for every business transaction. Each
document receives a unique document number. R/3 can assign the document numbers
(internal assignment) or the user can assign the number at document entry time
(external assignment).
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A business event might trigger more than one document within R/3. When goods are
received from a vendor, a material document is created to keep track of details important
to inventory tracking. An accounting document is created to track financially relevant
information, such as G/L accounts and amounts. R/3 will link related documents
together in the system, to provide a complete picture of any business transaction within
the system. An example of the linking of documents is document flow in the Sales and
Distribution module.
Document Types
The document type controls the document header and is used to differentiate the
business transactions to be posted, e.g. customer invoice, vendor payments, etc.
Document types are defined at the client level and are therefore valid for all company
codes. The standard system is delivered with document types which can be used,
changed, or copied. The major controls of document types are:
·
·
the number range of document numbers,
the account types allowed for posting
Figure 9.7 details the important standard document types in the R/3 System:
SA
nt
ccou
G/L a gs
in
Post
KN
or
Vend
it
d
Cre s
o
m
Me
omer
Cust nts
e
Paym
t
or ne
Vend s
ce
invoi edit
r
and c s
o
m
me
ral
Gene ents
m
Docu
KZ
KG
KR
or
Vend es
c
i
Invo
DZ
omer
Cust
it
Cred s
o
Mem
AB
omer
Cust s
ce
Invoi
DG
DR
Important Standard Document Types
or
Vend nts
e
m
Pay
ã SAP AG 1999
Figure 9.7
Standard document types
Document type AB allows postings to all account types, while all other document types
limit the types of accounts you can post to. Document type DG, for example, allows you
to post to customer (D) and G/L accounts (S) only. To transfer billing documents from
the R/3 billing system, the standard system uses the document types:
· RV, the default document type for SD billing documents (customer invoices).
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
·
RE, the default document type for MM billing documents (vendor invoices).
When internal number assignment is used, the system assigns a new number to each
document in the Financial Accounting component. In external number assignment, the
system transfers the billing document number to the FI document as long as this number
has not already been assigned.
Document number ranges
The document number range defines the allowable range in which a document number
must be positioned and cannot overlap.
Document Number Ranges
9999999999
02
9000000000
8000000000
external numbering
current numbers
7000000000
01
6000000000
internal numbering
defined until fiscal
year in the future
5000000000
4000000000
SB
01
current numbers
3000000000
00
2000000000
internal
numbering
defined per fiscal
year
1000000000
0000000000
EX
02
1998
1999
2000
DR
00
2001...
ã SAP AG 1999
Figure 9.8
Internal and external numbering in document number ranges
Figure 9.8 shows that document numbers can be internally or externally assigned. With
internal numbering the system stores the last used document number from the number
range in the field ‘Current number’ and takes the subsequent number for the next
document (see examples 00 and 01 in Figure 9.8). In student exercise M9.6 you will
review the Accounting documents number range table in the IMG. You will see that the
R/3 System internally generated a Current number when you completed Student
exercise M9.3. In external numbering the user enters the original document number, or
the number is transferred automatically from a pre-invoicing system. The numbers
usually are not used in sequence and therefore the system cannot store a ‘current
number’ (see example 02 in Figure 9.8). The numbers may be alphanumeric.
The document number range has to be defined for the year in which it is used.
Document number ranges can be defined until a fiscal year in the future or per fiscal
year. One number range can be assigned to several document types.
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
In student exercise M9.6 you will verify that number ranges for Accounting documents
have been defined (copied to) your company code. Furthermore, you will create a new
number range for the document type ‘authorized expenses’ ; and you will create the
document type authorized expenses .
Objective 2:
Influence Fields in Document Line Items
Recall that a document has both header and line items. The major controls of document
line items are posting keys and field status variants.
Posting Keys
Like document types, posting keys are defined at the client level. The posting key
controls:
·
·
·
On which type of account the line item can be posted to
If the items is posted as a debit or credit
The field status of additional details
In addition, the posting key indicates:
·
·
Whether the line item deals with a payment transaction or not. This information is
required in analyzing payment history and creating payment notices.
Whether the sales figures of the account should be updated by the transaction,
e.g. when posting a customer invoice.
Posting keys have been enhanced with the new Enjoy SAP functionality. In the standard
transactions, posting keys are labeled “debit” and “credit”. In Customizing, R/3 delivers
the following default values:
·
·
·
For GL Transactions: “debit” is posting key 40, “credit” is posting key 50.
For Customer Invoices: “debit” is posting key 01, “credit” is posting key 11.
For Vendor Invoices: “credit” is posting key 31, “debit” is posting key 21.
SAP recommends that you use the standard delivered posting keys shown in Figure 9.9.
If you change or define new posting keys, all tables containing a reference to these keys
must also be maintained. For these reasons, there are no student exercises involving
the customizing of posting keys. Suffice to say, however, that posting keys have
important control functions which can be customized in the IMG.
By influencing 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 sub
ledger accounts do not have a field status group, differentiation in the sub ledger
postings is mainly made by different posting keys. Therefore, there are a lot of posting
keys for sub ledger postings. In general ledger postings differentiation is mainly made
by different field status groups. Therefore, only two posting keys (40 and 50) are needed
for general ledger postings.
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Standard Posting Keys
Customers
01
02
03
04
05
06
07
08
09
11
12
13
14
15
16
17
18
19
21
22
23
24
25
26
27
28
29
31
32
33
34
35
36
37
38
39
Materials
Assets
70
Vendors
89
75
G/L
40
80
81
83
84
85
86
50
90
91
93
94
95
96
For G/L-Postings out of
Materials Management
99
ã SAP AG 1999
Figure 9.9
Standard posting keys
Field Status Group
During document entry, different fields are displayed depending on the transaction and
the accounts used. For example, when posting expenses, a cost center and tax
information is usually required. However, when posting cash, this same information is
not necessary. These different displays during document processing are controlled by
the field status. As a general rule, you customize the account-dependent field status on
general ledger accounts. For customer and vendor processing, you customize the field
status on the posting key as necessary.
For each category of general ledger account, e.g., cash accounts, expense accounts,
the status of every document entry field is determined. The status can either be:
required, suppressed, or optional for document entry. These statuses are grouped into
field status groups for each category of general ledger account. Field status groups
are then assigned to the respective general ledger master records. If a document is
posted to a sub ledger account, the field status group of the reconciliation account will
apply.
Figure 9.10 demonstrates that the field status groups are collected under one field
status variant . The field status variant is assigned to one or several company code(s).
Typically, the same field status variant is assigned to all of the enterprises company
codes so that the same “rules” apply across company codes. It is recommended to copy
the standard R/3 delivered field status groups and modify them as necessary.
In student exercise M9.7 you will create a field status variant called authorized expenses
by copying field status variant G001. You will then edit the statuses of fields (suppress,
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
required entry or display) for your field status variant - authorized expenses.
Furthermore, you will create a G/L master record called entertainment expenses and will
assign the field status variant to this G/L account. Finally, you will test your field status
variant by posting several documents that affect the G/L account entertainment
expenses .
Field Status Groups
Field Status
Groups
Cash Accounts
Text: Required
Cost Center: Sup.
Allocation: Opt.
Variant
G001
Comp. Code
0001
:.
GR01
GR02
GR03
:.
Expense Account
Text: Optional
Cost Center: Req.
Allocation: Opt.
G002
:.
General Accts.
. Revenue Accts.
. Material Accts.
. Text: Optional
…
G003
GR04
GR05
:.
Account number 8090
Document
Account
numberEntry
1222 Control
Field Status Group
G001
Document
Entry
Account number 1111 Control
Field Status Group
G001
Document Entry Control
Field Status Group
G001
ã SAP AG 1999
Figure 9.10
Objective 3:
Field status groups
Assign Posting Authorizations to Users
Posting authorizations can be assigned to users by determining upper limits for
posting procedures within tolerance groups. It is possible to enter an upper limit for:
·
·
·
the total amount per document
the amount per customer/vendor item
the cash discount percentage a user with this tolerance group is able to grant.
There is no limit to the amount of tolerance groups that can be created. Every user can
be explicitly assigned to a tolerance group. If a user is not assigned to any special
tolerance group, then entries in the tolerance group “____” are valid for them. This is
the default tolerance group.
Usually the tolerance group “____” contains values which are to be valid for the largest
group of employees. For any employees who have especially high or low limits, a
special tolerance group should be created and assigned to their user logon ID’s.
In student exercise M9.8, you will create a tolerance group for a user (yourself). This
tolerance will prevent you from posting:
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
·
·
·
·
·
Any document with a value greater than $500,000
An amount greater than $100,000 per open item account item
A discount greater than 3%
A payment that differs from the open item by more than $20,000 or 10%
A cash discount adjustment greater than $200
Objective 4:
Open and Close Posting Periods
Posting periods are defined in the fiscal year variant . To prevent documents from being
posted to a wrong posting period, desired periods are closed. Usually the current
posting period is open and all other periods are closed. At the end of a period it is
usually closed and the next period is opened. A period is opened by entering a range
into the posting period variant which encompasses this period. It is possible to have as
many periods open as desired.
Posting Periods
Open posting periods during
the fiscal year
Open posting periods during the
closing procedure
open
12
13
01
14
15
16
02
11
09
12
05
n
e
op
07 06
02
11
04
08
01
en
03
op
10
10
03
09
04
08
05
07 06
ã SAP AG 1999
Figure 9.11
Posting periods in the R/3 System
During the procedure of financial closing, some special periods may also be open for
closing postings (see Figure 9.11). During the time of the closing procedure, two period
ranges have to be open at the same time. Therefore, two period ranges can be entered
in the posting period table. Several company codes can use the same posting period
variant. The closing and opening of periods is then done at the same time for all
assigned company codes, thus making period maintenance easier.
At the document header level, R/3 checks the periods that are allocated to the account
type “+”. This is the first check. Therefore the account type “+” must be open for all
periods which are supposed to be open for any other account type. The account type “+”
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is the minimum entry in the posting period variant. Posting periods can be handled
differently for different account types (Customer, Vendor, General ledger, etc.). At the
line item level, R/3 checks the account type of the posting key to verify that the period is
open for the assigned account type.
Two Period Ranges
Open posting periods during the
closing procedure
Range 1
open
13
14
15
Range 2
en
01
op
12
16
Optional:
Authorization Group
restricts posting authority
to special users
02
11
10
03
09
04
08
05
07 06
ã SAP AG 1999
Figure 9.12
Open posting periods during the closing procedure
During the time of the closing procedure two period ranges have to be open at the same
time. Therefore, two period ranges can be entered in the posting period table. An
authorization group may be assigned to the first range. Then, only users belonging to
this authorization group have the permission to post into the first period range. It makes
sense to use the first range for the special periods and to authorize only the accountants
involved in closing, to post into the special periods.
In student exercise M9.9 you will create a posting period variant and you will populate
your variant with values. You will then assign the variant to your company code.
Furthermore, you will review the period -end closing function in R/3 and will close off the
prior period for your Company code Z0##. You will also confirm that a user cannot post
a transaction to the closed period.
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SAP R/3 Module 9 - FI Customization
Part 2:
Document Control
Student Exercise M9.6:
Objective 1
Learning Objective 1:
Document number ranges and document types.
In student exercise M9.1, document types and document number ranges were defined
for your Company code Z0## when you copied Company code 0001. In this exercise
you will verify that number ranges for Accounting documents have been defined (copied
to) your company code. Furthermore, you will create a new number range for document
type authorized expenses ; and you will create the document type authorized expenses .
Check definition of number ranges (transaction code FBN1)
1.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Document Number Ranges
2.
Double-click
next to
3.
Enter Z0## in Company code field
4.
Click
5.
Verify that the following number ranges are created for your company code and
to display the Number ranges for Accounting documents
are assigned to the corresponding document types. Note that 9999 in the Year
field maintains the document number range for an indefinite period.
Doc.
type
SA
DZ
KZ
DG
KG
DR
KR
ZP
Document
Variant
Number Range
01
14
15
16
17
18
19
20
0100000000-0199999999
1400000000-1499999999
1500000000-1599999999
1600000000-1699999999
1700000000-1799999999
1800000000-1899999999
1900000000-1999999999
2000000000-2099999999
GL account postings
Customer payments
Vendor payments
Customer credit memos
Vendor credit memos
Customer invoices
Vendor invoices
Payment program posting
Let’s say for arguments sake that the period 9999 is not specified in the Define
Document Number Ranges table; and the accountant would like you to add the current
financial year. To do this:
6.
Use the Back icon to return to the IMG.
7.
Select Financial Accounting > Financial Accounting Global Settings > Document >
Document Number Ranges
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© SAP AG 1999
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8.
Double-click
9.
Enter the following data:
·
·
·
·
next to
Company code: Z0##
Number range number: 01 to ZZ
Source fiscal year: 1999
Target fiscal year: current fiscal year
10.
Click Execute
11.
Click Yes to ‘Do you really want to do this?’ message and review the intervals that
have been added
12.
Use the Back icon to return to the IMG
13.
Double-click
next to Overview and check that the current financial year has
been added to the table for your Company code Z0##
Now that you have added a financial year, you will need to ensure that the current
document number for the current financial year will be issued consecutively.
14.
Use the Back icon to return to the Number Ranges For Accounting Documents
initial screen
15.
Click
16.
For range interval 01, repeat the current number for the current year. For
example, 100000001 was added to 2001:
17.
Scroll down the table to check to see if any document has a Current number > 0.
If so, you will need to repeat (copy) the current number to the current financial
year.
18.
Click Save
19.
Click Enter to any warning message
20.
Use the Back icon to return to the IMG.
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
Create number range (transaction code FBN1)
21.
From the IMG, double-click
22.
Enter Z0## in Company code field
23.
Click Change intervals icon
24.
Click Insert interval icon
25.
Enter the following data:
·
·
·
·
·
·
next to Document Number Ranges > Overview
No: 99
Year: current financial year
From number: 9900000000
To number: 9999999999
Current number: 0
Ext: OFF
26.
Click Insert
27.
Scroll through table and check that the document number range has been added
28.
Click Save
29.
Click Enter to ‘Transport number range’ message
30.
You should get a message on the status bar:
Create document type (transaction code OBA7)
31.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Document header
32.
Double-click
33.
Click
34.
Enter the following data:
·
·
·
·
·
next to
Document type: ## (## is the last two digits of your login)
Number range: 99
Reversal document type: AB
Account types allowed, select: Assets, Customer, Vendor, Material, G/L account.
Required during document entry: Reference number
35.
Click Save
36.
Click the Back icon once to return to the Change View “Document Types”
screen
37.
For your document type number, enter Authorized expense in Description field
38.
Click Save
39.
Use the Back icon to return to the IMG.
You have now completed this exercise
SAP R/3 v4.6B
© SAP AG 1999
Cheryl Calvert
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 2:
Document Control
Student Exercise M9.7:
Objective 2
Learning Objective 2:
Influence fields in document line items.
In this exercise you will create a field status variant called authorized expenses by
copying an existing field status variant. You will edit the statuses of fields (suppress,
required entry or display) for your field status variant - authorized expenses. You will
then create a G/L master record called entertainment expenses and will assign the field
status variant to this G/L account. Finally, you will test your field status variant by
posting several documents that affect the G/L account entertainment expenses .
But first, you must ascertain the existing field status variant assigned to your company
code. In exercise M9.1 instruction 31 you wrote down the field status variant assigned to
your company code. Field status variant:______________
Copy Field Status Variant
1.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Line Item > Controls
2.
Double-click
next to
3.
Select the Field status variant assigned to your company code by clicking it
once
4.
In the Dialog structure, double-click Field status groups
to
open this folder
5.
Select Field status group G001 by clicking the row button
6.
Click the Copy as icon
7.
Change Field status group to FS## (## is last 2 digits of your login)
8.
Change Text to Authorized Expenses ## (the last 2 digits of your login)
9.
Click (or press) Enter to copy data
10.
Click Save
11.
Drill-down on FS## by double-clicking it:
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We are going to change all document fields to suppress. This is only to highlight how
the Field status group works when posting a document. Usually, certain fields will either
be suppressed, required, optional or display only.
12.
Double-click General data and change all fields to Suppress
13.
Click the Next group icon
to move to the next group and change all fields to
Suppress
14.
Using the Next group icon
change all fields to Suppress until you have
amended all groups
15.
Click Save
Create a G/L account using Field status group FS## (transaction code FS00)
16.
Create a G/L Master Record (trans FS00) by using the following data:
·
·
·
·
·
·
·
·
G/L Account: 4670##
Company code Z0##
Account group: G/L accounts (general)
PL Statement acct: select
Short text: Entertainment exp.
Long text: Entertainment expenses for Student 0##
Only balances in local crcy: select
Line item display: select
SAP R/3 v4.6B
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
·
·
Sort key: 001
Field status group: FS##
17.
Click Save
18.
Use the Back icon to return to the SAP Standard menu
Test Field Status Group FS##
19.
Enter transaction code FB50 in the Command field to go to the Enter G/L
account document function
20.
Ensure that you are working in Company code Z0##. If you are not, select:
Environment > Set company code from the Menu bar
21.
Enter today’s date in Doc. date and Posting date fields
22.
Enter the following line item data:
Last 2 digits of login
23.
Scroll across the line item section and review all the possible data entry fields.
These are the fields that are influenced by the field status group FS##
24.
Click Save
25.
If you get a ‘no amount tolerance ra nge entered’ warning, click Enter to bypass
26.
Document Number:________________
27.
Leave this session open
28.
Open a new session
29.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Line Item > Controls
30.
Double-click
next to
31.
Select the Field status variant assigned to your company code by clicking it
once
32.
In the Dialog structure, double-click Field status groups
to
open this folder
33.
Select FS## by double-clicking it
34.
In the Additional account assignments group, change Cost center to Required
entry
35.
Click Save
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
36.
Switch back to transaction FB50 Enter G/L account document (it should be one
of the open sessions)
37.
Repeat steps 20 to 24
a)
What is the error message?
b)
Why did the error occur?
38.
Enter 4120 in Cost center field
39.
Click Save
a)
What is the error message?
b)
Why did this error occur?
40.
Switch back to Maintain Field Status Group : Additional Account Assignments
41.
Change Cost center to Optional entry
42.
Click Save
43.
Switch back to FB50 Enter G/L account document
44.
You must Exit this transaction
and enter it again for your changes to the Field
status group to take effect
45.
Repeat steps 20 to 24 again, but this time do not enter a Cost center
46.
Click Save
47.
Document Number:________________
You have now experimented with the three field statuses: suppress, required entry and
optional entry for the Cost center field. Based on your experimentation above, can you
explain how the three statuses effected the data entry field Cost center in a Financial
Accounting document?
Answer:
You have now completed this exercise
SAP R/3 v4.6B
© SAP AG 1999
Cheryl Calvert
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 2:
Document Control
Student Exercise M9.8:
Objective 3
Learning Objective 3:
Assign posting authorizations to users.
In this exercise you will create a tolerance group for a user. This tolerance will prevent
you from posting:
·
·
·
·
·
Any document with a value greater than $500,000
An amount greater than $100,000 per open item account item
A discount greater than 3%
A payment that differs from the open item by more than $20,000 or 10%
A cash discount adjustment greater than $200
First you must define the Tolerance group and then assign it to the relevant user/s. In
this case, you will assign the Tolerance group to yourself.
Define Tolerance Group (transaction code OBA4)
1.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Line Item
2.
Double-click
3.
Locate your Company code Z0## in the table and drill-down by double-clicking it
4.
Amend the following data:
·
·
·
next to
Amount per document: 500000
Amount per open item account item: 100000
Cash discount per line item: 3%
5.
Click Save
6.
Click the Back icon once to return to the Change View “FI Tolerance Groups
For Users” screen
7.
Select Z0## by clicking
8.
Click Copy as Icon
9.
Enter SUPV in Group field
SAP R/3 v4.6B
to the left
© SAP AG 1999
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
10.
Click Enter
11.
Click Save
12.
Use the Back icon to return to the IMG
13.
Execute
14.
Check that the Tolerance group SUPV has been added to your Company code
15.
Use the Back icon to return to the IMG.
again
Assign Tolerance Group to User (transaction code OB57)
16.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Line Item
17.
Double-click
18.
Click
19.
Enter the following data:
·
·
20.
next to
User name: your SAP R/3 login name
Tolerance group: SUPV
Click Save
Test Tolerance Group
21.
Repeat steps 20 to 24 again in exercise M9.7, but this use the amount of
$1,000,000
22.
Error message when saving transaction:
You have now completed this exercise
SAP R/3 v4.6B
© SAP AG 1999
Cheryl Calvert
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Part 2:
Document Control
Student Exercise M9.9:
Objective 4
Learning Objective 4:
Open and close posting periods.
In this exercise you will create a posting period variant and you will populate your variant
with values. You will then assign the variant to your company code. Furthermore, you
will review the period -end closing function in R/3 and will close off the prior period for
your Company code Z0##. You will also confirm that a user cannot post a transaction to
the closed period.
Create Posting Period Variant (transaction code OBBO)
1.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Posting Periods
2.
Double-click
next to Define Variants for Open Posting Periods
3.
Click
4.
In the Variant field enter Z0## (## is the last two digits of your login)
5.
In the Name field enter Variant for Student 0##
6.
Click Save
7.
Use the Back icon to return to the IMG.
Define Open and Close Posting Periods (transaction code OB52)
8.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Posting Periods
9.
Double-click
10.
Proceed to add Posting period variant Z0## by copying variant 2000
11.
Highlight 2000 +, 2000 A, 2000 D, 2000 K, and 2000 S
12.
Click the Copy as icon
13.
In the Var. column, change 2000 to Z0## in each of the 5 rows
14.
Click
15.
Click Save
16.
Use the Back icon to return to the IMG.
SAP R/3 v4.6B
next to Open and Close Posting Periods
to transfer the data
© SAP AG 1999
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
Assign Posting Period Variant to Company Code (transaction code OBBP)
17.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Posting Periods
18.
Double-click
next to Assign Variants to Company Code
19.
Locate your Company code and change Variant 0001 to Z0##
20.
Click Save
21.
Use the Back icon to return to the IMG.
Close Posting Period (transaction code OB52)
Posting periods 1 to 12 are open from 1 2000 until 12 2004. Posting periods 13 to 16
are open in 2000 only. You will edit this data for your Company code Z0##.
22.
From the IMG, select: Financial Accounting > Financial Accounting Global Settings
> Document > Posting Periods
23.
Double-click
next to Open and Close Posting Periods
24.
Locate your Posting period variant Z0## in the table
25.
Close off the prior period for each of the five ledgers (+ all accounts, A assets, D
customers, K vendors, S General ledger) by changing the From per. 1 column to
01 (meaning January). You will leave the entire current financial year open for
posting so that you can subsequently enter pre-dated documents.
26.
Change the Period 1 year to the current financial year for the five ledgers
27.
Change the Period 2 year to the current financial year for the five ledgers
28.
Click Save
29.
Use the Back icon to return to the IMG.
Test Posting Period Control
Repeat steps 16 to 17 again in exercise M9.7 using your Company code Z0##. Enter 31
December, last financial year, in the today’s date and posting date fields. Check that the
system does NOT allow you to save your transaction.
30.
Posting period error message:
You have now completed this exercise
SAP R/3 v4.6B
© SAP AG 1999
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
SAP R/3 Module 9 - FI Customization
Unstructured Exercises M9
Using Edit > Find in the IMG, answer questions 1 to 7:
1. What is the transaction code for enter exchange rates?
2. How many companies use credit control area 1000?
3. Company code 5000 Japan is assigned to which Controlling area?
4. What currency code is assigned to the Russian Rubel?
5. In terms of customers, what is the last internally assigned number for number
range object 02.
6. In the SAP calendar, what day is “All Saints’ day?”
7. What is the two character country key of Tadjikistan
8.
If I wanted to change the units of measurement, what menu path would I follow
in the IMG?
9.
What is the length of the G/L account number for G/L account group FILC in
chart of accounts GKR.
10.
What company code/s is chart of accounts GKR assigned to?
11.
Is fiscal year variant AA year-independent or year-dependent?
12.
When are year-independent fiscal year variants used?
SAP R/3 v4.6B
© SAP AG 1999
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BAO6714 – COMPUTERISED ACCOUNTING IN AN ERP SYSTEM
13.
Company code 2500 IDES Netherlands uses which fiscal year variant?
14.
Account group ERG., CAJP chart of accounts . Is ‘post automatically only’ a
required entry field?
15.
What is the current number of Accounting document 01 in Company code 1000
for the year 2000?
16.
What is the name of Accounting document 01?
17.
What is document type PR used for?
18.
In field status variant 1000, which field status group is used for ‘Accounts for
fixed asset retirement’?
19.
In field status variant 1000, revenue accounts, is the field ‘invoice reference’,
suppressed, optional or a required entry?
20.
Is posting key 70 a debit or a credit?
21.
In company code 3000, what is the maximum amount that can be posted per
document?
22.
Company code 5000 uses which posting period variant?
23.
What is the earliest document date that you can post vendor documents in
Company code 2000?
24.
Company code 4000 is assigned to which purchasing organization?
25.
What is the address of IDES Japan
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© SAP AG 1999
Cheryl Calvert
9.46