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TFIN50 2 Financial Accounting I Part 2 of 2

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TFIN50_2
Financial Accounting I
Part 2 of 2
mySAP ERP Financials
Date
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Participant Handbook
Course Version: 2006 Q2
Course Duration: 10 Day(s)
Material Number: 50080192
An SAP course - use it to learn, reference it for work
Copyright
Copyright © 2006 SAP AG. All rights reserved.
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g200610300236
About This Handbook
This handbook is intended to complement the instructor-led presentation of this
course, and serve as a source of reference. It is not suitable for self-study.
Typographic Conventions
American English is the standard used in this handbook. The following
typographic conventions are also used.
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include field names, screen titles, pushbuttons as well
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Also used for cross-references to other documentation
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2006/Q2
Example text
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© 2006 SAP AG. All rights reserved.
iii
About This Handbook
TFIN50_2
Icons in Body Text
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iv
© 2006 SAP AG. All rights reserved.
2006/Q2
Contents
Course Overview .......................................................... ix
Course Goals ........................................................... ix
Course Objectives ..................................................... ix
Unit 1: Fundamentals ..................................................... 1
Customer/Vendor Accounts ...........................................2
Simple Documents in SAP Financial Accounting ................. 16
Unit 2: Automatic Payments .......................................... 29
Payment Run – Overview............................................ 31
Payment Program Configuration.................................... 35
Running the Payment Program – Individual Steps ............... 54
Payment Medium Workbench (PMW).............................. 85
Debit Balance Check ................................................103
Automating the Payment Process ................................. 117
Unit 3: Automatic Dunning ........................................... 123
Dunning Run – Overview ...........................................124
Dunning Program Configuration ...................................130
Parameters for the Dunning Run ..................................146
The Dunning Run ....................................................152
Editing the Dunning Proposal ......................................171
Printing Dunning Notices............................................178
Unit 4: Correspondence ............................................... 199
Correspondence – Overview .......................................200
Correspondence Types .............................................203
Unit 5: Interest Calculation ........................................... 223
Fundamentals of Interest Calculation .............................224
Configuring Interest Calculation....................................226
Unit 6: Country Specifics ............................................. 241
Check Management .................................................242
Lockbox ...............................................................261
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v
Contents
TFIN50_2
Unit 7: Standard Reports in General Ledger Accounting,
Accounts Receivable Accounting, and Accounts Payable
Accounting ............................................................... 277
Information Systems.................................................278
Report Variants and Variables......................................284
Unit 8: List Viewer ...................................................... 301
SAP List Viewer Design .............................................302
Selections .............................................................309
Changing the Screen Layout .......................................323
Unit 9: Drilldown Reporting in Financial Accounting .......... 335
Architecture of Drilldown Reporting................................336
Characteristics and Key Figures ...................................341
Form Types ...........................................................345
Navigation in Reports ...............................................351
Form and Report Definition .........................................361
Report-Report Interface and Report Assignment ................377
Unit 10: Overview of the Closing Activities....................... 385
Month-End and Year-End Closing Processes....................386
Unit 11: The Financial Statements .................................. 391
Financial Statement Versions ......................................392
Drilldown Reporting..................................................407
Unit 12: Receivables & Payables .................................... 417
Balance Confirmation ...............................................418
Foreign Currency Valuation.........................................427
Value Adjustments ...................................................442
Regrouping ...........................................................453
Unit 13: Profit and Loss ............................................... 467
Cost of Sales Accounting ...........................................469
Controlling ............................................................480
Accrual/Deferral Postings ...........................................491
The Accrual Engine..................................................505
Manual Accruals ..................................................... 511
Posting Control and Account Determination .....................518
Unit 14: Technical, Organizational, and Documentary Steps . 535
Technical Steps ......................................................536
Organizational Steps ................................................543
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TFIN50_2
Contents
Documentary Steps..................................................552
Unit 15: Additional Material........................................... 563
General Tax Processing.............................................565
Tax Reporting in the USA ...........................................568
Tax Reporting in Germany ..........................................595
Tax Reporting in the European Union .............................603
Reporting in Accordance with German Foreign Trade
Regulations .......................................................606
Consolidation .........................................................608
Unit 16: Mini Case Study .............................................. 623
Mini Case Study......................................................624
Appendix 1: Checklists
Appendix 2: Menu Paths
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............................................. 631
........................................... 637
© 2006 SAP AG. All rights reserved.
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Contents
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TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
Course Overview
Payment Processing, Dunning, Interest Calculation, Correspondence, Reporting,
and Closing Activities in Financial Accounting
Target Audience
This course is intended for the following audiences:
•
Solution consultants responsible for the implementation of Financial
Accounting with mySAP ERP Financials
Course Prerequisites
Required Knowledge
•
•
Business proficiency in the area of Financial Accounting (external
accounting).
TFIN50 Financial Accounting I, Part 1 of 2
Course Goals
This course will prepare you to:
•
•
Configuring and utilizing the SAP business processes in periodic processing
in external accounting.
Selecting the right option from a variety of reporting tools, in addition to
the standard reports offered by SAP.
Course Objectives
After completing this course, you will be able to:
•
•
•
•
•
Locate functions in the configuration that can be used to carry out periodic
processing.
Make the necessary settings for the configuration of the periodic day-to-day
activities in external financial accounting.
Explain and differentiate between various reporting tools.
Use standard reports and define your own reports.
Execute programs and reports relevant to individual account closing.
SAP Software Component Information
The information in this course pertains to the following SAP Software Components
and releases:
2006/Q2
© 2006 SAP AG. All rights reserved.
ix
Course Overview
x
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 1
Fundamentals
Unit Overview
This unit deals with the fundamentals that are required for the remainder of the
course.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
Identify the key fields in the customer/vendor master data for periodic
processing of Accounts Receivable and Accounts Payable (payments,
dunning, correspondence, interest calculation)
Describe possible relationships between customer/vendor accounts
Identify key fields for the payment and dunning programs in Financial
Accounting documents
Unit Contents
Lesson: Customer/Vendor Accounts ............................................2
Exercise 1: Creating Customers/Vendors ................................ 11
Lesson: Simple Documents in SAP Financial Accounting ................. 16
Exercise 2: Posting Simple Documents in Financial Accounting ..... 21
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Lesson: Customer/Vendor Accounts
Lesson Overview
This lesson outlines the key fields in the customer/vendor master data for periodic
processing of Accounts Receivable and Accounts Payable. It also explains
the relationships that can exist between customer/vendor accounts and that are
relevant for periodic processing of Accounts Receivable and Accounts Payable.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Identify the key fields in the customer/vendor master data for periodic
processing of Accounts Receivable and Accounts Payable (payments,
dunning, correspondence, interest calculation)
Describe possible relationships between customer/vendor accounts
Business Example
The accounting department uses some data (customer, vendor) that remains
unchanged for long periods of time and that is often referred to by other data.
This data is called master data.
With customer/vendor accounts, the following are important:
•
•
The structure
The relationships between customer/vendor accounts
Figure 1: The Financial Accounting View of the Customer/Vendor Account
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Customer/Vendor Accounts
Like G/L accounts, customer/vendor accounts have two segments in the financial
accounting view:
•
•
One segment at client level that contains general data. This data can be
accessed throughout the whole organization.
A segment with company code specific data at company code level.
Any company code that wishes to do business with a specific customer or
vendor has to create a company code segment for the customer or vendor.
A customer/vendor account is created as a result.
You can use the report RFBIDE10/RFBIKR10 to transfer customer/vendor master
in one company code (source company code) to another (target company code).
Figure 2: Pages of the Customer/Vendor Account
If you want to change or display an account, you can go directly to every page by
selecting it on the initial display screen.
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Important fields:
•
•
•
Search term: You can enter an abbreviation for the customer/vendor name
in this field. The format is usually determined by company guidelines and
practice. There is an additional search field in Release 4.6 and later.
Corporate group:You can group together customers or vendors who belong
to one corporate group with a user-defined group key. This group key can be
used for running reports, transaction processing, or for the F4 search help.
Clerk/accounting: You must save the name of the clerk under an ID.
You can enter this code in the customer/master records, for which the
clerk is responsible. The clerk's name is then automatically printed on all
correspondence. The code is also used to sort dunning and payment proposal
lists.
Explanatory texts can be entered in every segment.
Line item display and open item management are always preset to on for every
customer/vendor account.
You can also create new customer and vendor master records with reference
to an existing master record. Only data that does not directly refer to the
customer/vendor is copied from the reference account to the new account, that is,
no address information, and so on. Copied data should be checked and changed,
if necessary, before the record is saved. It is a good idea to create a template
account for every account group.
Figure 3: AP/AR Account Groups
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Customer/Vendor Accounts
When creating customer/vendor master records, you enter the account group on
the initial create screen. In Financial Accounting, once the customer/vendor
account has been created, you can no longer change the account group. However,
if you use partner roles in Sales and Distribution, in some cases you can change
the account group from an ordering address to a ship-to address, for example. For
more information, refer to the Sales and Distribution section in the SAP Library.
Figure 4: Controlling the Field Status
The layout of customer/vendor master data screens can be affected by several
factors:
Account group-specific control: Usually, the field status is only controlled by
the account group. This ensures that all the accounts in an account group have
the same screen layout.
Transaction-specific control: The field status can be dependent on the master
data transaction (Create, Change or Display). The transaction dependent field
status should be set to display for the change transaction if the field should not be
changed after creation, for example, the reconciliation account field.
Company code-specific control: You have already seen the account
group-specific and the transaction-specific field status with the general ledger
account groups. The field status for fields in the company code segment for
customer and vendor master records can also be controlled by the company code
dependent screen layout. You can hide fields that are not used in a specific
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Unit 1: Fundamentals
TFIN50_2
company code, but enter values in these fields in other company codes. For
example, if a company code does not want to use the dunning program, hide the
relevant fields for this company code.
Field status definitions of account groups, the transaction, and company code are
combined and the one with highest priority is used.
Fields that are accessed with the display transaction are always either displayed or
suppressed, since you cannot make an entry in a display transaction.
If you do not want to use transaction dependent or company code-dependent
control, set the field status for all the fields to optional entry. Since this field status
has lowest priority, account group control is always used.
Figure 5: International Bank Account Number (IBAN)
The International Bank Account Number (IBAN) is an internationally recognized
and unique number that identifies a specific bank account. It was designed by the
International Organization for Standardization (ISO) and the European Committee
for Banking Standards (ECBS) to facilitate the handling of international
payment transactions.
The IBAN contains a maximum of 34 alphanumeric characters and is structured
differently in every country. It usually contains the country code, bank key, and
account number.
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Customer/Vendor Accounts
The SAP System uses the IBAN in addition to the standard country-specific bank
details. You can enter an IBAN as part of the bank details for customer/vendor
master data, an in the Customizing settings for your house bank.
•
•
The IBAN can only be entered in a vendor or customer master record if the
business partner provides his or her IBAN and requests the entry. For this
reason, you cannot automatically generate and save the IBANs for several
master records. You have to enter the IBAN manually in each master record.
For certain countries, the system generates a proposal.
When you enter an IBAN for new bank details, the system can generate the
country-specific bank details for certain countries.
If necessary, make sure that the payment medium programs used can also output
the IBANs.
Figure 6: Clearing Customer/Vendor
If a customer is also a vendor, or vice versa, the payment and the dunning program
can clear open items against each other. Open items of the assigned account can
also be displayed on the line item display and the open item selection screen.
To clear open items, the following steps are required:
•
•
2006/Q2
The vendor account number must be entered in the customer account; the
customer account number must be entered in the vendor account
Each company code can decide separately whether it wants to clear open
items. If clearing is to be used, you have to select the Clearing with Vendor
field in the customer account, or the corresponding field in the vendor
account.
© 2006 SAP AG. All rights reserved.
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Unit 1: Fundamentals
TFIN50_2
If you set the Account Control and Status under Additional Selections in the report
for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when you print the
report you can see the partner relationships for the respective customer.
Figure 7: 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 client
level.
There are several ways of using this function within the master record. If you set
the Individual Specifications indicator, you can enter information about an
individual payer/payee for a customer/vendor that has not been created in the SAP
System. If the alternative payer/payee is an existing customer or vendor, you
can enter the customer/vendor account number(s) as a permitted payee/payer
in the master record. When you enter an invoice, you can choose one of these
payers/payees using matchcodes.
If you enter an alternative payer, the amount to clear the due open items in the
account is paid by the alternative payer.
If you enter an alternative payee, the amount that the company has to pay to clear
the open items due is paid to the alternative payee (the payments that normally go
to the vendor would go, for example, to the bankruptcy administrator).
8
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Customer/Vendor Accounts
If you set the Payment Data indicator under Additional Selections in the report
for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when you print
the report you can see the alternative payer for the respective customer or the
alternative payee for the vendor.
Figure 8: Head Office/Branch
Customers in some industries place orders locally (that is, via their branche
offices), but pay invoices centrally (from the head office). There is a difference
here between the goods flow and the cash flow. You can reflect this in the SAP
System using head office and branch accounts.
All items posted to a branch account are automatically transferred to the head
office account. Usually, dunning notices are sent to the head office, which handles
the payments. If the Decentral Processing field is selected in the head office
master record, however, the dunning and payment programs use the branch
account instead.
If you set the Account Control and Status indicator under Additional Selections in
the report for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when you
print the report, you can see the possible head offices for each of the branches.
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© 2006 SAP AG. All rights reserved.
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Unit 1: Fundamentals
10
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Customer/Vendor Accounts
Exercise 1: Creating Customers/Vendors
Exercise Objectives
After completing this exercise, you will be able to:
•
Create customer/vendor accounts
Business Example
The accounting department creates the customer and vendor master data.
Task:
Create a customer and vendor master record as instructed.
1.
Create a regular customer with the account group General Customers
(KUNA) for your company code AC##. Complete the following fields with
the data below:
Customer: Customer##
Company code: AC##
Search term: GR##
Reconciliation account: Trade Receivables – domestic
Payment Terms: 0002
Hint: Replace the ## with your group number. This applies to all
the following exercises.
2.
Create a regular vendor with the account group Vendors (LIEF) for your
company code AC##. Complete the following fields with the data below:
Vendor: Vendor##
Company code: AC##
Search term: GR##
Reconciliation account: Trade Payables – domestic
Cash Management Group: A1
Payment Terms: 0001
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Unit 1: Fundamentals
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Solution 1: Creating Customers/Vendors
Task:
Create a customer and vendor master record as instructed.
1.
Create a regular customer with the account group General Customers
(KUNA) for your company code AC##. Complete the following fields with
the data below:
Customer: Customer##
Company code: AC##
Search term: GR##
Reconciliation account: Trade Receivables – domestic
Payment Terms: 0002
Hint: Replace the ## with your group number. This applies to all
the following exercises.
a)
Create a regular customer.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Master Records → Create
Field Name or Data Type
Values
Account Group
General Customer (KUNA)
Customer
Customer##
Company code
AC##
Reference Customer
Leave blank
Reference Company Code
Leave blank
Choose Enter.
Select the Address tab page:
Field Name or Data Type
Values
Name
<Your choice. Be creative!>
Search Term 1/2
GR##
Continued on next page
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Customer/Vendor Accounts
Street/House Number
<Your choice>
Postal code/City
<Your choice>
Country/Region
<Course country>
Double-click Company Code Data.
Choose the Account Management tab page.
Field Name or Data Type
Values
Reconciliation Account
Choose Trade Receivables domestic from the drop-down
box.
Choose the Payment Transactions tab page.
Field Name or Data Type
Values
Payment Terms
0002
Choose Save.
Hint: Replace the ## with your group number. This applies to
all the following exercises.
2.
Create a regular vendor with the account group Vendors (LIEF) for your
company code AC##. Complete the following fields with the data below:
Vendor: Vendor##
Company code: AC##
Search term: GR##
Reconciliation account: Trade Payables – domestic
Cash Management Group: A1
Payment Terms: 0001
a)
Create a regular vendor.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Master Records → Create
Continued on next page
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Unit 1: Fundamentals
TFIN50_2
Field Name or Data Type
Values
Vendor
Vendor##
Company code
AC##
Account Group
LIEF (Vendors)
Reference Vendor
Leave blank
Reference Company Code
Leave blank
Choose Enter.
Field Name or Data Type
Values
Name
<Your choice. Be creative!>
Search Term 1/2
GR##
Street/House Number
<Your choice>
Postal code/City
<Your choice>
Country/Region
<Course country>
Choose Goto → Next Screen. The Payment Transactions screen is
displayed.
Choose Goto → Next Screen. The Accounting Information, Accounting
screen is displayed.
Field Name or Data Type
Values
Reconciliation Account
Choose Trade Payables –
domestic from the drop-down
box.
Cash Management Group
A1
Choose Goto → Next Screen. The Payment Transactions, Accounting
screen is displayed.
Field Name or Data Type
Values
Payment Terms
0001
Choose Save.
14
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Customer/Vendor Accounts
Lesson Summary
You should now be able to:
•
Identify the key fields in the customer/vendor master data for periodic
processing of Accounts Receivable and Accounts Payable (payments,
dunning, correspondence, interest calculation)
•
Describe possible relationships between customer/vendor accounts
2006/Q2
© 2006 SAP AG. All rights reserved.
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Unit 1: Fundamentals
TFIN50_2
Lesson: Simple Documents in SAP Financial Accounting
Lesson Overview
Many of the periodic processing activities in the system are based on existing
documents. We will now take a closer look at these documents and see how simple
documents are posted in SAP Financial Accounting.
Lesson Objectives
After completing this lesson, you will be able to:
•
Identify key fields for the payment and dunning programs in Financial
Accounting documents
Business Example
Every day, hundreds of financial documents are created in every company.
Companies issue invoices to customers and receive invoices from their vendors.
These transactions are posted in the SAP System.
Figure 9: Financial Accounting Document in the SAP System
The SAP System works according to the document principle: A document is
saved for every posting.
The document remains as a complete unit in the system until it is archived.
16
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Simple Documents in SAP Financial Accounting
Every document is uniquely identified by the following fields:
•
•
•
document number
Company code
Fiscal year
Documents in SAP Financial Accounting consist of:
•
•
A document header (information that applies to the entire document)
Between 2 and 999 line items (information that is specific to that line item).
If you post documents via the Accounting interface (for example, from Sales
& Distribution, Materials Management, or other applications), this results
in items in the Financial Accounting document that are identical in nearly
all fields. If you want to summarize Financial Accounting documents, read
Note 36353 and its 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
Figure 10: Simple Postings in SAP Financial Accounting
There are different posting transactions for different postings.
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© 2006 SAP AG. All rights reserved.
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Unit 1: Fundamentals
TFIN50_2
The postings can be as follows:
•
•
•
•
•
G/L account postings
Customer invoice postings
Customer credit memo postings
Vendor invoice postings
Vendor credit memo postings
Figure 11: Simple Posting in SAP Financial Accounting: Header and First
Line Item
The design of the posting transaction for entering documents in vendor, customer,
and G/L accounts has been changed to enable the user to make postings more
quickly and easily, and with as little training as possible. The new single screen
transactions display the most important input fields on one screen.
You enter the general data for the posting document such as invoice and posting
date, text, and so on on the screen in the document header. For entering invoice
and credit memos received, you can define a document type for each transaction,
which then appears as a general default value. You can overwrite this proposed
document type at any time as long as the document type field is ready for input
during document entry. If you do not define a document type, the system proposes
standard document types such as vendor invoice KR for entering vendor invoices.
The important input fields are in the foreground on a tab page; the fields used less
frequently are on the subsequent tab pages.
With customer and vendor invoices, you enter the business partner account data in
this section together with the invoice or credit memo amount. When you choose
Enter, the business partner master data is also displayed such as the account name,
address and bank details. You can display an open item list by pressing the Open
Items pushbutton.
In addition to the header and item data (see next slide), the entry screen also
contains an information area where you can see the display balance.
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Simple Documents in SAP Financial Accounting
By choosing the Tree button, you can access screen variants, account assignment
templates, and held documents that you can select as templates. You can navigate
using the tree structure on the left side of the screen.
Figure 12: Simple Postings in SAP Financial Accounting: Additional Line
Items
Enter the additional line items for the document in the table in the lower part
of the screen. The account name appears once you have made and confirmed
your entries.
You can select different fields or columns and change the size and sequence of
the columns and fields. You can also copy line items.
At the top of the screen, you can choose Park, Post, or Hold to complete the
document 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 from
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 used
internally and externally. If you want to use the texts for external purposes such
as in correspondence, dunning notices, payment advice notes and so on, enter *
in front of the text (the * is removed in the printout).
In Customizing, you can define text templates under a four digit key - these text
templates are copied into the line item when you enter the relevant key in the text
field during document entry.
2006/Q2
© 2006 SAP AG. All rights reserved.
19
Unit 1: Fundamentals
20
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Simple Documents in SAP Financial Accounting
Exercise 2: Posting Simple Documents in
Financial Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Post simple documents in Financial accounting
Business Example
You have to post some basic AR and AP documents (without taxes, discounts,
or cross-company postings).
Task:
Post simple documents in Accounts Receivable and Accounts Payable Accounting.
1.
Vendor Invoice
Your accounting manager has decided to purchase office supplies that your
department has needed for a long time. Post a vendor invoice of EUR 50,000
to the vendor account you created earlier. Choose the Calculate Tax option
and use the tax code 0I. Post the expenses to account 476000 and cost center
T-A20A##.
Record your document number:
_____________________________________
2.
Vendor Invoice
The accounting manager overlooked the software requirements. Post an
additional invoice for EUR 150,000 to account 476100 and cost center
T-A20A##. Use the same information as in the previous exercise.
Record your document number:
_____________________________________
3.
Customer Invoice
The invoice and posting dates are 6 months ago.
Post a customer invoice for EUR 100,000 to the customer account you
created earlier (Customer##). Choose the Calculate Tax option and use the
tax code 0O. Post the revenue to the revenue account 800200.
Record your document number:
_____________________________________
Continued on next page
2006/Q2
© 2006 SAP AG. All rights reserved.
21
Unit 1: Fundamentals
TFIN50_2
Field Name or Data Type
Values
Basic Data
Customer
Customer##
Invoice date
<6 months ago>
Posting Date
<6 months ago>
Amount
100000
Currency
EUR
"Calculate Tax"
Tax Code
0O
Items
G/L account
800200
D/C
Credit
Amount in doc. curr.
100000
Tax Code
0O
Confirm the warning message about the posting dates.
Choose Document → Simulate.
Check the document. Double-click a line item to view or change line item
details.
Choose Post to save the document.
Record your document number:
_____________________________________
4.
Customer Invoice
The invoice and posting dates are two months ago.
Post another invoice for EUR 5,000 to the customer account you created
earlier, following the same data as in the previous exercise.
Record your document number:
_____________________________________
22
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Simple Documents in SAP Financial Accounting
Solution 2: Posting Simple Documents in
Financial Accounting
Task:
Post simple documents in Accounts Receivable and Accounts Payable Accounting.
1.
Vendor Invoice
Your accounting manager has decided to purchase office supplies that your
department has needed for a long time. Post a vendor invoice of EUR 50,000
to the vendor account you created earlier. Choose the Calculate Tax option
and use the tax code 0I. Post the expenses to account 476000 and cost center
T-A20A##.
Record your document number:
Continued on next page
2006/Q2
© 2006 SAP AG. All rights reserved.
23
Unit 1: Fundamentals
TFIN50_2
_____________________________________
a)
Vendor Invoice
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Document Entry → Invoice
If prompted, enter your Company code AC## and choose Enter.
Hint:
Field Name or Data Type
Values
Basic Data
Vendor
Vendor##
Invoice date
<Today's date>
Posting Date
<Today's date>
Amount
50000
Currency
EUR
“Calculate Tax”
Tax Code
0I
Items
G/L account
476000
D/C
Debit
Amount in doc. curr.
50000
Tax Code
0I
Text
Office furniture
Cost Center
T-A20A##
Choose Document → Simulate.
Check the document. Double-click a line item to view or
change line item details.
Choose Post to save the document.
Record your document number:
_____________________________________
2.
Vendor Invoice
Continued on next page
24
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Simple Documents in SAP Financial Accounting
The accounting manager overlooked the software requirements. Post an
additional invoice for EUR 150,000 to account 476100 and cost center
T-A20A##. Use the same information as in the previous exercise.
Record your document number:
_____________________________________
a)
Repeat the steps above to post an additional invoice from your vendor
for EUR 150,000 to account 476100.
Record your document number:
_____________________________________
3.
Customer Invoice
The invoice and posting dates are 6 months ago.
Post a customer invoice for EUR 100,000 to the customer account you
created earlier (Customer##). Choose the Calculate Tax option and use the
tax code 0O. Post the revenue to the revenue account 800200.
Record your document number:
_____________________________________
Field Name or Data Type
Values
Basic Data
Customer
Customer##
Invoice date
<6 months ago>
Posting Date
<6 months ago>
Amount
100000
Currency
EUR
"Calculate Tax"
Tax Code
0O
Items
G/L account
800200
D/C
Credit
Amount in doc. curr.
100000
Tax Code
0O
Confirm the warning message about the posting dates.
Choose Document → Simulate.
Continued on next page
2006/Q2
© 2006 SAP AG. All rights reserved.
25
Unit 1: Fundamentals
TFIN50_2
Check the document. Double-click a line item to view or change line item
details.
Choose Post to save the document.
Record your document number:
_____________________________________
a)
Customer Invoice
SAP Easy Access menu:
Accounting → Financial Accounting → Accounts Receivable →
Document Entry → Invoice
If prompted, enter your company code, AC##, and choose Enter.
Hint: Select the work templates so that the document entry
window fills the entire screen.
4.
Customer Invoice
The invoice and posting dates are two months ago.
Post another invoice for EUR 5,000 to the customer account you created
earlier, following the same data as in the previous exercise.
Record your document number:
_____________________________________
a)
Repeat the steps above to post an additional invoice to your customer
for EUR 5,000.
Record your document number:
_____________________________________
You have just…
... posted two vendor invoices and two customer invoices
26
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Simple Documents in SAP Financial Accounting
Lesson Summary
You should now be able to:
•
Identify key fields for the payment and dunning programs in Financial
Accounting documents
2006/Q2
© 2006 SAP AG. All rights reserved.
27
Unit Summary
TFIN50_2
Unit Summary
You should now be able to:
•
Identify the key fields in the customer/vendor master data for periodic
processing of Accounts Receivable and Accounts Payable (payments,
dunning, correspondence, interest calculation)
•
Describe possible relationships between customer/vendor accounts
•
Identify key fields for the payment and dunning programs in Financial
Accounting documents
28
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 2
Automatic Payments
Unit Overview
The unit first provides an overview of the payment run. After the configuration
settings for the payment program have been presented, each step in the payment
program is discussed in greater detail.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Describe the actions in the payment process
State the individual steps in the payment program
Describe the structure of the payment program configuration
Carry out the basic configuration for the payment program
List and explain the major processing steps of the payment program
Maintain the parameters for the payment run
Edit the payment proposal created by the payment program
Generate payment media
State the advantages of using the Payment Medium Workbench to create
payment media
Convert a payment method for use with the Payment Medium Workbench
Describe the steps involved in creating payment media using the Payment
Medium Workbench
Describe how the debit balance check helps you prevent outgoing payments
for accounts with a debit balance
Carry out a debit balance check
Schedule periodic payment runs and fully automate them using the debit
balance check
Use the functions of the Schedule Manager for the payment process
Unit Contents
Lesson: Payment Run – Overview ............................................ 31
Lesson: Payment Program Configuration .................................... 35
2006/Q2
© 2006 SAP AG. All rights reserved.
29
Unit 2: Automatic Payments
TFIN50_2
Exercise 3: Payment Program Configuration ............................ 45
Lesson: Running the Payment Program – Individual Steps................ 54
Exercise 4: Running the Payment Program ............................. 71
Lesson: Payment Medium Workbench (PMW) .............................. 85
Exercise 5: Payment Medium Workbench ............................... 91
Lesson: Debit Balance Check.................................................103
Exercise 6: Debit Balance Check ........................................107
Lesson: Automating the Payment Process .................................. 117
30
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Run – Overview
Lesson: Payment Run – Overview
Lesson Overview
This lesson first provides you with an overview of the payment process.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe the actions in the payment process
State the individual steps in the payment program
Business Example
Before the employees in the Accounting department learn about the detailed
configuration of the payment program, they are first to be given an overview of
the payment process.
Figure 13: The Payment Process
Every company needs a way to pay its vendors. The automatic payment program
is a tool that will help users manage payables.
2006/Q2
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31
Unit 2: Automatic Payments
TFIN50_2
The SAP payment program lets you automatically
•
•
•
Select open invoices to be paid or collected
Post payment documents
Print payment media, use data medium exchange (DME), or generate
electronic data interchange (EDI)
The payment program has been developed for both national and international
payment transactions with vendors and customers, and handles both outgoing
and incoming payments.
It is flexible enough to allow users to define those payment features that vary
from country to country such as payment methods, payment forms or data carrier
specifications.
Figure 14: SAP Payment Program: Overview
32
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Run – Overview
The payment process consists of four steps:
•
•
•
•
2006/Q2
1. Setting parameters: In this step, the following questions are asked and
answered:
–
What is to be paid?
–
Which payment methods will be used?
–
When will the payment be made?
–
Which company codes will be considered?
–
How are they going to be paid?
2. Generating a proposal: The system starts the proposal run after you have
entered the parameters. It generates a list of business partners and open
invoices that are due for payment. Invoices can be blocked or unblocked
for payment.
3. Scheduling the payment run: Once the payment list has been verified,
the payment run is scheduled. A payment document is created and the
general ledger and sub-ledger accounts are updated.
4. Printing the payment media: The accounting functions are completed
and a separate print program is scheduled to generate the payment media.
© 2006 SAP AG. All rights reserved.
33
Unit 2: Automatic Payments
TFIN50_2
Lesson Summary
You should now be able to:
•
Describe the actions in the payment process
•
State the individual steps in the payment program
34
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
Lesson: Payment Program Configuration
Lesson Overview
This lesson provides an overview of the configuration options for the payment
program.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe the structure of the payment program configuration
Carry out the basic configuration for the payment program
Business Example
The manager of the Accounting department would like to know what options are
available for configuring the payment program.
Figure 15: Structure of Payment Program Configuration
The main payment program configuration menu has pushbuttons for each area.
To ensure that the configuration is complete, work from left to right through
each pushbutton.
2006/Q2
© 2006 SAP AG. All rights reserved.
35
Unit 2: Automatic Payments
TFIN50_2
The first three areas will require minimum configuration changes. The standard
system contains the common payment methods and their corresponding forms,
which have been defined separately for each country.
Figure 16: All company codes
If company code A is making payments on behalf of another company code B, then
B is the sending company code. If a company code is not specified, the system
automatically regards the sending company code as the paying company code.
The paying company code is the company code that is responsible for processing
the outgoing payments. This company code records the bank postings (A). The
sending company code records the subledger postings (B). Both companies
balance by automatically generating cross company postings.
If you know that your vendors usually grant a certain number of grace days, you
can enter tolerance days for payables for every company code. These tolerance
days postpone the payment of some due items until the next payment run, while
still receiving the appropriate discounts.
Vendor/Customer Sp. G/L Transactions to be paid specifies which special
general ledger transactions can be processed with the payment program.
If activated, Payment Method Supplements allow you to print and sort
payments. Create a payment method supplement comprising two characters that
can be assigned to customer/vendor master records. When you enter a document
in the system, the relevant data is automatically assigned to the individual items.
They also can be manually entered or overwritten in the line item when you enter
a document. Payments are sorted and can be printed by supplement.
36
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
Figure 17: Paying company codes
Users define the minimum amounts for payment and the forms that will be used
for each paying company code.
Users define how many bills of exchange are created for each account during the
payment run for the bill of exchange payment method.
Users control which open items for the bill of exchange payment method are to be
considered during the payment run using the due date specifications.
In the “sender” screen, users can define any company code dependent-standard
texts to the payment forms.
Figure 18: Payment method/country
2006/Q2
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37
Unit 2: Automatic Payments
TFIN50_2
Payment methods have two components: country-specific settings and
company code-specific settings. This section details the basic requirements and
specifications for payment methods for each country.
If a particular payment method has certain master record requirements, that is,
the address is required, invoices will not be paid with this payment method unless
the requirements are met.
In this area, specify the document types that will be used for posting and clearing
documents.
The name of the print program and the print data set for this payment method
are also defined.
You can restrict payment methods to specific currencies. On the permitted
currencies screen, enter any currency that the payment method is limited to. If
there are no entries on this screen, the payment method is valid for all currencies.
Figure 19: Payment method for company code
38
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
This area defines the eligible payment methods for the company code. It defines
the following specifications for each payment method, which can differ across
company codes:
•
•
•
•
•
•
the minimum and maximum check amounts to be processed. Any amounts
lower/higher than this amount will be excluded from the payment run.
if a foreign business partner is allowed. When selected, this indicator allows
foreign customers and vendors to be processed using this payment method.
if payments via customer/vendor’s bank abroad are allowed. When selected,
this indicators allows payments from customer and vendor banks abroad.
if a foreign currency is allowed. When selected, this indicator allows you to
use foreign currency with this payment method.
if bank optimization is used. When selected, the payment program will try to
pay from a bank within the same clearing house system (ACH).
if postal code optimization is used. By using the change icon on the
right-hand side, you can assign banks to particular postal areas. When
selected, the payment program looks to make payment from the bank based
on the customer/vendor’s city of residence.
In the form data area, you can specify the name of the SAPScript form for the
payment media.
Figure 20: Bank selection
On the Bank Selection screen, the file folders are located for each of these sections:
ranking order, amounts, accounts, charges and value date.
As users work through each of the folders, the payment program configuration
is completed.
2006/Q2
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39
Unit 2: Automatic Payments
TFIN50_2
Figure 21: Bank Selection: Ranking order
On the Ranking Order screen, enter the house banks in the order the payment
program is to consider them for payment for each payment method.
If the bank/payment method combination does not exist, create a new one by
defining…
•
•
•
•
40
the payment method
The currency: This field must be empty if the payment method for this bank
is to apply to all currencies. Otherwise the payment method only applies to
the currency entered here.
The ranking order: The payment program will take this into consideration
when determining which bank to pay from.
the house bank identifier to be used with this payment method
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
Figure 22: Bank Selection: Accounts and Amounts
The Available Amounts screen lists the house banks and the amount of funds
available at each bank.
To add a new house bank, define the following:
•
•
•
•
The bank and the bank account
the days until the value date when using bills of exchange. This enables
payments to be posted before their due date. In all other cases, enter 999.
The value dates are then not taken into account.
Currencies: This field must be empty if the payment method for this bank is
to apply to all currencies. Otherwise the payment method only applies to
the currency entered here.
Amount available for outgoing payment: Enter the amount of funds
available at the house bank. Note that the amount field is not updated
automatically after each payment run.
The Accounts screen lists the offsetting accounts for each house bank and payment
method to which the payment program posts entries. With a vendor payment, the
payment program posts: S Vendor H Bank subaccount
Hint: For checks: Depending on the user’s requirements, the bank
subaccount can be either a cash or a cash clearing account. If a clearing
account is used in conjunction with the cashed checks program, this
program debits the subaccount and credits the cash account once the
check has cleared the bank.
2006/Q2
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41
Unit 2: Automatic Payments
TFIN50_2
These subaccounts are managed with open items so that users can manage the
status of the payments.
Figure 23: Bank Selection: Value date
The value date is used in conjunction with cash management (cash management
position) to track the outflow of funds. For example, payments which are made
by transfer are deducted from the bank the next day regardless of the amount.
This means that the money must be available the next day for payments with this
method. For this payment method, enter 1 in the Days until value date field.
Value date = payment run posting date + days until value date. The days entered
here correspond to the days specified for the available amounts.
Figure 24: Bank Selection: Charges
42
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
The functions for incoming and outgoing payments feature a bank charges field
for users to enter any bank charges that are part of the payments made or received.
For incoming payments, the system subtracts the bank charges from the clearing
amount. For outgoing payments, it adds the charges to the clearing amount.
The system also posts the charges to an expense account. To do this, it requires a
posting key and an account assignment, both of which are already defined in the
standard system. If users are not using the charts of accounts delivered with the
standard system, they have to enter their own account data to post bank charges.
The Relevant to cash flow indicator must be set in the master record of accounts
that record bank charges.
2006/Q2
© 2006 SAP AG. All rights reserved.
43
Unit 2: Automatic Payments
44
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
Exercise 3: Payment Program
Configuration
Exercise Objectives
After completing this exercise, you will be able to:
•
Review the standard payment program configuration
•
Configure the payment program
•
Customize settings for your company code
Business Example
To be able to handle your incoming and outgoing payments with the payment
program effectively, you have to check and adapt the Customizing settings. This
exercise shows you how to do this.
Task:
Review the current settings and configure the settings for your company code.
1.
Ensure that your company code AC## is set up as a sending and receiving
company code.
2.
Check the payment methods that are defined for your country.
Note: The default values for configuring two standard payment
methods (C and S) are shown for the remaining part of the exercises
in order to cover as many country-specific settings as follows. Try
to enter data that is most suitable for your country. Your instructor
will be able to guide you through this section.
2006/Q2
3.
Review the payment methods that are defined for your company code.
4.
In the payment program, configure the bank determination settings for your
house bank 1000, bank account 1000, and the corresponding bank G/L
account (for payment method S: 113101; for payment method C: 113120).
5.
Optional: If the use of checks and check lots is standard in your country
(such as in the United States), please create them. Otherwise (for Germany,
for example), continue with the next exercise.
© 2006 SAP AG. All rights reserved.
45
Unit 2: Automatic Payments
TFIN50_2
Solution 3: Payment Program
Configuration
Task:
Review the current settings and configure the settings for your company code.
1.
Ensure that your company code AC## is set up as a sending and receiving
company code.
a)
There are several menu paths to the payment program configuration.
Each path takes you to the same screen. Choose the path you like best.
Payment Program Configuration: Main Menu (I)
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Outgoing Payments → Automatic
Outgoing Payments → Payment Method/Bank Selection for Payment
Program
Payment Program Configuration: Main Menu (II)
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Periodic Processing → Payments (double-click)
→ Environment → Maintain config
Payment Program Configuration: Main Menu (III)
Transaction code: FBZP
Settings for sending and paying company code:
→ Set up all company codes for payment transactions (I), or
Choose “All Company Codes” (II or III)
Double-click your company code AC##. Enter or check the following
data:
Field Name or Data Type
Values
Sending Company Code
AC##
Paying Company Code
AC##
Choose Save. Select the Paying Company Codes and check the
following data:
Continued on next page
46
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
Field Name or Data Type
Values
Minimum Amount for Incoming
Payment
EUR 0.50
Minimum Amount for Outgoing
Payment
EUR 2.50
Form for the Payment Advice
Country-specific form
If necessary, choose “Save” and then “Exit”.
Optional: Choose “Sender Details” to check all the additional text
elements for the payment forms.
Optional: To enter or make changes to the information, go back to the
(I) main IMG screen: → Set up paying company codes for payment
transactions, or
for (II)(III) Customizing: In the “Maintain Payment Program” screen,
choose “Paying Company Codes”. Choose your company code and
save your entries.
2.
Check the payment methods that are defined for your country.
Note: The default values for configuring two standard payment
methods (C and S) are shown for the remaining part of the exercises
in order to cover as many country-specific settings as follows. Try
to enter data that is most suitable for your country. Your instructor
will be able to guide you through this section.
a)
Review payment methods set up in your country.
Set up payment methods per country for payment transactions (I), or
Choose “Pmnt Methods in Country” (II or III). Double-click your
country and payment method (indicated by your instructor.)
Note: The default values for configuring two standard payment
methods (C and S) are shown for the remaining part of the
exercises in order to cover as many country-specific settings as
follows. Enter data that is most suitable for your country (for
example, USA: Payment method C; Germany: Payment
method S). Your instructor will be able to guide you through
this section.
Enter or check the following data for the payment method that is most
appropriate for your country:
Continued on next page
2006/Q2
© 2006 SAP AG. All rights reserved.
47
Unit 2: Automatic Payments
TFIN50_2
Field Name or Data Type
Payment
method C
orPayment
method S
Document Type for Payment
PI
PI
Clearing Document Type
ZV
ZV
Name for Print Program (accept the
default value, these are two typical
programs)
RFFOUS_C
RFFOD__S
Name of Print Dataset (accept the
defaultvalue, these are two typical
programs)
LIST1S
LIST1S
Payment Method Classification: Check
Allowed for Personnel Payments
Street, PO box or PO Box Pst Code
Choose “Save”.
Choose the yellow arrow to return to the main payment program
configuration menu (I): The “Maintain Payment Program” screen is
displayed (II or III).
Continued on next page
48
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
3.
Review the payment methods that are defined for your company code.
a)
Review payment methods set up in your company code:
Set up payment methods for each company for payment transactions (I)
or choose “Pmnt Methods in Company Code ” (II or III).
Double-click your company code AC## and the payment method most
appropriate for your country.
Enter or check the following data (as required by your country):
Field Name or Data Type
Payment
method C
orPayment
method S
Minimum Amount
0
0
Maximum Amount
250 000
250 000
Foreign Business Partner Allowed
Foreign Currency Allowed
Payments Via Cust/Vend Abroad?
Choose “Save”.
Choose “Forms” to check which forms are used with the payment
program.
Enter or check the following data (as required by your country):
Field Name or
Data Type
Payment method C
orPayment method
S
Form for the
Payment Media
F110_PRENU_CHCK
F110_D_SCHECK
Choose “Save”.
Select the yellow arrow to return to the main payment program
configuration menu (I) or the Customizing: The “Maintain Payment
Program” screen is displayed (II or III).
4.
In the payment program, configure the bank determination settings for your
house bank 1000, bank account 1000, and the corresponding bank G/L
account (for payment method S: 113101; for payment method C: 113120).
a)
Configure house bank information:
Ranking Order:
Continued on next page
2006/Q2
© 2006 SAP AG. All rights reserved.
49
Unit 2: Automatic Payments
TFIN50_2
Set up Bank Determination for payment transactions (I) or choose
“Bank Determination” (II or III).
Choose your company code AC## and double-click the “Ranking
Order” folder. Here, you specify the order in which your house banks
are taken into consideration by the payment program.
Enter the following data according to your country requirements or
check this data (choose “New Entries”):
Field Name or Data Type
Payment
method C
orPayment
method S
Payment method
C
S
Currency
EUR
EUR
Ranking order
1
1
House Bank
1000
1000
Choose “Save”.
Assign GL Accounts:
Double-click the “Bank Accounts” folder to assign G/L accounts for
the payment program to use for postings.
Enter or check the following data (as required by your country):
Field Name or Data Type
Payment
method C
orPayment
method S
House Bank
1000
1000
Payment method
C
S
Currency
EUR
EUR
Account ID
1000
1000
Bank subaccount
113120
113101
Choose “Save”.
Assign amounts:
Double-click the “Available Amounts” folder to assign amount limits
that are available for outgoing payments.
Enter or check the following data (as required by your country):
Continued on next page
50
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
Field Name or Data Type
Payment
method C
orPayment
method S
House Bank
1000
1000
Account ID
1000
1000
Days
999
999
Currency
EUR
EUR
Available for Outgoing Payment
900 000 000
900 000 000
Choose “Save”.
5.
Optional: If the use of checks and check lots is standard in your country
(such as in the United States), please create them. Otherwise (for Germany,
for example), continue with the next exercise.
a)
Complete this exercise if your country requires cheques! You can use
several menu paths to create check lots. Each path takes you to the
same screen. Choose the path you like best.
Create check lots (I):
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable Accounting → Business Transactions → Outgoing Payments
→ Automatic Outgoing Payments → Payment Media → Check
Management → Define Number Ranges for Checks
Create check lots (II):
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Periodic Processing → Payments (double-click)
→ Environment → Check information → Number Ranges
Create check lots (III):
Transaction code: FCHI
Enter the following data:
Field Name or Data Type
Values
Paying Company Code
AC##
House Bank
1000
Account ID
1000
Choose “Change” to display the “Maintain Check Lots” screen.
Choose “Create” to create a new check number range.
Continued on next page
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TFIN50_2
Field Name or Data Type
Values
Lot Number
1
Check Number
0001
To
9999
Choose “Enter”.
Choose “Save”.
Result
You have now made the minimum entries required to configure the payment
program.
You have just:
•
•
•
•
52
Defined a payment method for your country and company code
Set up your house bank, bank accounts, and related G/L accounts for the
payment program̈
Made the basic settings for configuring the payment program
Created check lots (optional)
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Program Configuration
Lesson Summary
You should now be able to:
•
Describe the structure of the payment program configuration
•
Carry out the basic configuration for the payment program
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Lesson: Running the Payment Program – Individual
Steps
Lesson Overview
Now that you have received an overview of the payment program, you will next
take a closer look at the individual steps.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
List and explain the major processing steps of the payment program
Maintain the parameters for the payment run
Edit the payment proposal created by the payment program
Generate payment media
Business Example
Now that the general structure of the payment process has been explained and the
basic configuration of the payment program completed, the department needs to
know more about the individual steps in the payment program.
Figure 25: Parameters
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Lesson: Running the Payment Program – Individual Steps
After the basic configuration is complete, the payment process can begin. In the
first step of the payment process, you have to define the following:
•
•
•
•
•
What is to be paid?
Which payment method will be used?
When will the payment be made?
Which company codes will be considered?
How are they going to be paid?
Every payment program run is identified by two fields:
•
•
Run Date
Identification
The run date is recommended as the actual date when the program is executed.
Its main purpose is to identify the program run.
The identification field is used to differentiate between program runs that have
the same run date.
Figure 26: Open Item Selection
All documents that were entered up to the Docs entered up to date are included in
the payment run.
The posting date is the date when the general ledger is updated with the postings.
This date is defaulted from the run date on the previous screen.
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If multiple company codes are listed, they have to be separated by commas. If
you want to specify a range of company codes, you have to enter the first and last
company code in the range in parentheses.
Hint: Do not enter a space after the comma.
The company codes in a payment run must be in the same country.
For each country, we defined payment methods that can be used within that
particular country. From these payment methods, choose the ones to be used in
the current payment run.
If you use more than one payment method in the payment run, remember that the
order in which you enter them is important. The method entered first has first
priority, the next has second priority, and so on. The system makes the payment
using the highest priority possible after the check.
Figure 27: Proposal run
After the parameters are entered on the main payment program screen, schedule
the payment proposal to be created.
In the proposal run, the program selects documents and accounts with items that
are pending payment. To do so, it uses the search criteria that you specified when
you entered the parameters. The system then groups these items to payments and
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Lesson: Running the Payment Program – Individual Steps
assigns the payment methods and bank details to be used. If the system cannot
find a valid payment method or bank data, or if an item is blocked for payment, it
adds these items to the exception list.
Once the proposal run is completed, the system generates two reports: the
payment proposal list and the exception list. You can edit these reports online
or print them.
Figure 28: Proposal List
The proposal list shows the business partners and the amounts to be paid or
received. Depending on the line layout users choose for the screen, the associated
document numbers and cash discounts can be displayed.
Any exceptions are also listed here. Users can drill down several times to view
and change the details of the individual payment items.
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Figure 29: Exception List
Invoices that match the specified payment parameters but, for some reason, cannot
be paid are listed in the exception list.
If users select the additional log, the list shows why the invoice cannot be paid.
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Lesson: Running the Payment Program – Individual Steps
Figure 30: Payment Blocks
There are several ways to configure a payment block:
If a problem arises during the invoice verification process, the invoice is usually
blocked for payment. You can configure this type of block in such a way that the
block can only be removed during the invoice verification process.
If there is a reason why a vendor should not be paid, you can create a payment
block in the master record. The block created in the master record prevents any
invoices from the vendor from being paid. You can also configure the block so
that it has to be removed manually in the master data record before a payment
can be processed.
When an AP invoice is entered, an invoice may be blocked for payment. The
type of payment block determines whether it can be removed during the payment
proposal.
You can define additional payment blocks in the system. Users can also specify
whether the payment block can be removed when payments are processed.
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Figure 31: Editing the Payment Proposal
To further analyze the proposal list, users can edit the list to view the details of a
particular payment, change the payment terms, or add a payment block.
After the payment run is created, it can be edited by accounting clerks. Users can
assign an accounting clerk to a customer/vendor by entering the clerk’s key in the
customer/vendor master data. When editing the payment proposal, you can enter
the key of a specific clerk to show only the customer/vendor payments that are
assigned to the clerk.
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Lesson: Running the Payment Program – Individual Steps
Figure 32: Editing Payments
The first screen in the editing transaction shows an overview of all the payments
the program proposes.
By double-clicking a payment, you can display a list of all the open items that are
due to be paid with the payment. You can change the payment block and cash
discount for these line items. You can also assign the item to a different existing
payment, or create a new payment by choosing a payment method and house bank.
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Figure 33: Payment Run (1)
Once the payment proposal has been edited and saved, the payment run uses the
changes as a basis for the actual payments.
Up to this point, no postings have occurred. The documents included in this
payment run have been “locked” against any other postings, that is, an invoice
eligible to be paid in the current payment run is blocked for manual payment or
payment or in a different payment run.
In this step, payment documents are created, open items are cleared, and the
general and subledgers are posted to.
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Lesson: Running the Payment Program – Individual Steps
Figure 34: Payment Run (2)
The payment program automatically posts payments and related postings, such as
those for tax, tax adjustments, exchange rate differences, or cash discounts.
Some countries require that the payment documents are not posted before the
actual settlement, that is, not before the payment appears on the bank statement.
In the payment method definitions of these countries, you can set the Generate
payment order only indicator. In this case, the payment program does not
post a payment document. Instead, a payment order is generated that contains
information on the paid documents. When the payment appears on the bank
statement, the payment document is generated by entering the payment order.
Until then, the paid items are blocked for other clearing transactions.
Figure 35: Bank Subaccounts
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It is advisable to use bank subaccounts for posting incoming and outgoing
payments, e.g. accounts for outgoing checks, outgoing transfers, incoming checks
and transfers received.
There are many advantages to using subaccounts. You can reconcile the bank
account balance at any time with the corresponding G/L account. The subaccounts
contain all incoming and outgoing payments until the money is actually debited
from/credited to the bank account (value date). The item is then transferred from
the subaccount to the bank account. The postings at the bank are usually entered
using the manual or electronic bank account statement.
The bank subaccounts have to be assigned to the payment methods when the
bank selection settings are configured. You can differentiate between bank
subaccounts by specifying a house bank and currency. Subaccounts are generally
managed on an open item basis and with line item display.
Figure 36: The Payment Document
The document type for payment documents is defined in the country-specific
specifications for the payment method. For cross-company-code payments, you
can enter a further document type that is used for the clearing postings. Both
document types must be defined using internal number assignment.
Documents from the payment run contain the date and identification number (for
example, 19940301-ID) of the run in the document header text.
The value date of the clearing document is calculated by adding the days to value
date to the posting date. The days to value date depend on the payment method,
bank, account, currency, and the account limit. If no entry is made, the system
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Lesson: Running the Payment Program – Individual Steps
uses the posting date as the value date. For calculating the value date of check
payments, you can enter a check cashing time in the master data. This has priority
over the days to value date for checks.
If payments are made for individual business areas, the bank posting is made for
the business area to which the paid items belong. If payments are not made for
specific business area, you can specify the business area for the bank postings.
In all other cases, the postings to the bank subaccounts are carried out without
reference to business areas.
Figure 37: Printing Payment Media
The print run starts the print programs, which do the following:
•
•
•
2006/Q2
Transfer the payment media, payment advice notes, and the payment
summary to print administration
Transfer the DME payment data to DME administration
Create intermediate documents for selected payments, which can be
forwarded to the EDI subsystem
© 2006 SAP AG. All rights reserved.
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Figure 38: Variants for Print Programs
A print program is assigned to each payment method for each country when it
is configured.
To run the print programs, the system needs at least one variant for each print
program for each permitted and used payment method.
If several variants are assigned to a print program, the system runs the program
once for each variant.
The variants contain a series of selection criteria, which are used to separate the
data in the print data set. Separate print jobs are created in print administration
for each variant called up from a data medium print program. Users can call
up the print jobs individually for printing. The variants also contain printing
specifications.
You can leave the Program Run Date and Identification Feature fields blank in the
variants. These fields are filled dynamically when the program is run.
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Lesson: Running the Payment Program – Individual Steps
Figure 39: Forms for payment media
In the configuration settings for the payment program, you have to assign
payment medium forms either to the paying company code or to each payment
method for each company code.
The SAP System offers standard forms that can be altered for users' requirements.
Details on the payment forms and file formats in the user’s country can be found
in the country-specific program documentation.
For in-depth information on form layout, refer to the SAPscript documentation,
the SAPscript course, and the documentation for the print program.
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Figure 40: EDI and Payment Advice Notes
The first print program run by the payment program is the print program
RFFOEDI1. This report chooses all the payments that are selected for EDI,
creates intermediate SAP documents for them, and forwards them to the EDI
subsystem. The EDI subsystem then converts the intermediate documents into
EDI data, which is sent to the bank.
Payment advice notes can be sent either by mail or by EDI, depending on
whether the customer/vendor can receive EDI messages.
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Lesson: Running the Payment Program – Individual Steps
Figure 41: DME - Data Media Exchange
With Data Medium Exchange, a file is created that contains all the relevant
payment information in accordance with the banking rules of the country in
question. The DME file is stored in Data Medium Administration and can be
downloaded to a data medium. You can also print out the DME accompanying
note. The data medium and the DME accompanying note are then sent to the bank.
DME can usually be used with all payment methods in which the payment
medium is handed to the bank for further processing, e.g. bank transfer, direct
debit, etc. It cannot be used with payment methods where the payment medium is
sent to the customer/vendor, e.g. check.
To use DME for a specific payment method, all you have to do is select the Data
Medium Exchange field in the variant. To generate separate DME files for each
house bank, you have to enter a variant for each house bank.
The DME file can be either stored in the SAP TemSe (TEMporary SEquential file)
within the SAP System or in the PC file system. In the SAP TemSe, the file cannot
be accessed by unauthorized external users. You can specify the name of the file to
be created during the download when you run the payment medium print program.
The content of the file name parameter is stored in the administration data and
proposed when the file is downloaded.
More information is available in the SAP documentation.
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The program for printing checks is RFFO “xx”_“y”, where “xx” usually stands for
the country and “y” contains additional definitions for the form. The following
programs are shipped as standard:
•
•
•
•
•
RFFOAT_L: Payment Medium Austria – Checks/foreign transfers/dom.+
foreign DME
RFFOD__S: International Payment Medium – Checks (without check
management)
RFFOD__T: International Payment Medium – Check / bill of exchange
procedure
RFFOES_T: Payment Medium Spain – DME transfers, bank checks
RFFOUS_C: International Payment Medium – Check (with check
management)
Identify the payment run, the house bank, and where the checks and any
accompanying documents are printed. Checks can be printed with predefined
check numbers (with check management) or the document number can also be
used as the check number (without check management).
In the Payment Method Country configuration screen, you can define the print
program for each payment method. In the Form Data section, specify the
SAPScript form to be used.
The print program:
•
•
•
Assigns check numbers to payment documents
Updates the payment documents and original invoice documents with the
check information
Prints checks and accompanying documents
If you are using check management, you have to use check lots to print checks.
Cheques are managed in batches, or lots. If you are using prenumbered checks
from the bank, specify the check number ranges in lots. Otherwise, start the check
numbering from 1.
Cheque lots are used for both manual and automatic payments. For monitoring
purposes, it is advisable to use a separate lot for each type of payment.
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Lesson: Running the Payment Program – Individual Steps
Exercise 4: Running the Payment Program
Exercise Objectives
After completing this exercise, you will be able to:
•
Block an open vendor invoice for payment
•
Make preparations for the payment program
•
Assign a payment method and house bank to your vendor
•
Enter the parameters for the payment run
•
Start the proposal run
•
Edit the payment proposal
•
Start the payment run to process the payments on your proposal list
•
Print payment media
Business Example
AP invoices have to be paid on time to take advantage of possible discounts.
Some customers wish to have their liabilities collected by the company through
the use of special payment methods.
A high volume of AP and AR invoices has to be processed. The accounting
department wishes to process invoices automatically once per week.
Task 1:
Make the following preparations to ensure the payment run is successful:
1.
Verify that your vendor's address information on the master record is
complete. In addition, enter the following information on the Payment
Transaction screen: Add the payment method and house bank to your vendor
master record. Check that the vendor does not have a payment block and
has been assigned payment terms.
2.
Verify that there are at least two open invoices on your vendor’s account.
Block one of those invoices for payment.
Task 2:
Run the automatic payment program to pay open invoices on your vendor’s
account.
2006/Q2
1.
Enter the parameters: Your company code AC##, the payment method used
in your country, and the account number of your vendor.
2.
Create the payment proposal run: Schedule the payment proposal to run
immediately.
Continued on next page
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TFIN50_2
3.
Process the proposal: Review the invoices that the program proposes to
release for payment. Remove the payment block.
4.
Execute the program: Schedule the payment proposal to run immediately. At
this point, payment documents are created and cleared against open invoices.
Task 3:
Create a payment medium using the standard payment medium programs.
Create the variant Group ## for the print program that is used in your
country. Remember to maintain only the country-specific data that is relevant
for this exercise.
1.
If your country-specific payment method is S, create a variant for the print
program RFFOD__S or continue with Exercise 2.a).
2.
If your country-specific payment method is C, create a variant for print
program RFFOUS_C.
3.
Assign your print variant to the print program in the payment program menu.
4.
Print your payment forms to the output control and take a look at them.
Result
You have started the payment run and created a payment medium.
Continued on next page
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Lesson: Running the Payment Program – Individual Steps
Task 4:
Let’s review! Write a short answer in the space provided.
1.
List the four steps in the payment program.
2.
Name the five areas into which the payment program configuration is
divided.
3.
The
specify the accounts and documents that are
to be included in the payment run.
Fill in the blanks to complete the sentence.
4.
The payment program needs the
to
determine whether an open item has to be paid now or in the next payment
run.
Fill in the blanks to complete the sentence.
5.
The sequence in which the payment methods are entered in the
reflects their priority.
Fill in the blanks to complete the sentence.
Task 5:
Let’s review! True or false?
1.
All the company codes in the payment run parameters must be in the same
country.
Determine whether this statement is true or false.
□
□
True
False
Continued on next page
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2.
TFIN50_2
A payment method can be used only if it is entered in the account master
record.
Determine whether this statement is true or false.
□
□
3.
True
False
The payment proposal can be edited, deleted, and recreated as often as
necessary.
Determine whether this statement is true or false.
□
□
4.
True
False
The exception list is part of the payment proposal.
Determine whether this statement is true or false.
□
□
74
True
False
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Running the Payment Program – Individual Steps
Solution 4: Running the Payment Program
Task 1:
Make the following preparations to ensure the payment run is successful:
1.
Verify that your vendor's address information on the master record is
complete. In addition, enter the following information on the Payment
Transaction screen: Add the payment method and house bank to your vendor
master record. Check that the vendor does not have a payment block and
has been assigned payment terms.
a)
Change the vendor master record.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Master Data → Change
Field Name or Data Type
Values
Vendor
Vendor##
Company Code
AC##
Address
Company code data: Payment
transactions
Choose “Enter” to display the address screen.
Verify that all of the address information is complete, such as the street
address, city, and country, according to your country’s standards.
Choose “Enter” to display the payment transactions screen.
Field Name or Data Type
Values
Payment Terms
0001
Payment Methods
C (e.g. U.S.) or S (e.g.
Germany)
Payment Block
Released for payment
House Bank
1000
Choose “Save”.
Continued on next page
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Unit 2: Automatic Payments
2.
TFIN50_2
Verify that there are at least two open invoices on your vendor’s account.
Block one of those invoices for payment.
a)
Review the vendor open items.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Account → Display/Change Line Items
Enter the following data on the selection screen:
Field Name or Data Type
Values
Vendor account
Vendor##
Company Code
AC##
Choose “Execute”.
Verify that you have at least two open invoices. Double-click an item
to block it for payment.
Choose Document → Display/Change to switch to the change mode
and enter the following data:
Field Name or Data Type
Values
Payment Block
A
Choose “Save”.
Task 2:
Run the automatic payment program to pay open invoices on your vendor’s
account.
1.
Enter the parameters: Your company code AC##, the payment method used
in your country, and the account number of your vendor.
a)
Enter the parameters:
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Periodic Processing → Payments
Field Name or Data Type
Values
Run date
<Today's date>
Identification
G##
Choose “Enter”.
Enter parameters and activate the additional log:
Continued on next page
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Lesson: Running the Payment Program – Individual Steps
Choose the “Parameter” tab page.
Field Name or Data Type
Values
Posting date
<Today's date>
Docs Entered Up To
<Today's date>
Company Codes
AC##
Payment Methods
C or S
Next Posting Date
<Today's date + one month>
Accounts Payable
Vendor##
Choose the “Additional Log” tab page.
Field Name or Data Type
Values
Due Date Check
Payment Method Selections in All
Cases
Line Items of the Payment
Documents
Accounts Payable
Vendor##
Choose “Save” and then the “Status” tab page.
2.
Create the payment proposal run: Schedule the payment proposal to run
immediately.
a)
Create the payment proposal run: Schedule the payment proposal to
run immediately.
Choose the “Proposal” pushbutton to schedule the payment proposal
and enter the following data:
Field Name or Data Type
Values
Start Immediately
Choose “Enter” until the message “Payment proposal has been created”
is displayed in the status area.
Continued on next page
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Unit 2: Automatic Payments
3.
TFIN50_2
Process the proposal: Review the invoices that the program proposes to
release for payment. Remove the payment block.
a)
Edit the payment proposal.
Choose Process Proposal.
Select “All accounting clerks” in the “Accounting Clerk” dialog box
and choose “Enter”.
You now have two detail lines:
One has “Exception” in red. The other line(in green) displays the
“Payment”.
(The accountant can remove the payment block if necessary by
double-clicking and removing the lock indicator.)
Choose “Continue”.
Choose the green arrow to return to the “Edit Payment Proposal:
Payments” screen.
Choose the green arrow again to return to the main menu for
configuring the payment program to continue the process.
You are now on the “Status” tab page. Do not exit this screen.
4.
Execute the program: Schedule the payment proposal to run immediately. At
this point, payment documents are created and cleared against open invoices.
a)
Start the payment run.
Choose “Payment Run”.
In the Schedule Payment dialog box, enter the following data:
Field Name or Data Type
Values
Start Immediately
Choose “Enter”.
Choose “Status” until the message “Posting orders: 1 generated, 1
completed” is displayed.
Continued on next page
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Lesson: Running the Payment Program – Individual Steps
Task 3:
Create a payment medium using the standard payment medium programs.
Create the variant Group ## for the print program that is used in your
country. Remember to maintain only the country-specific data that is relevant
for this exercise.
1.
If your country-specific payment method is S, create a variant for the print
program RFFOD__S or continue with Exercise 2.a).
a)
Payment method S:
Create a variant for print program RFFOD__S or select variant AC201.
Create a new session from the Easy Access Menu.
Choose System → Create Session. Choose System → Services →
Reporting.
Field Name or Data Type
Values
Program
RFFOD__S
Choose “Execute”.
Field Name or Data Type
Values
Company Codes
AC##
House Bank
1000
Account ID
1000
Print checks
and printer: LP01
Print Payment Advice Notes
and printer: LP01
Print payment summary
and printer: LP01
No. of sample printouts
Choose “Save”.
Field Name or Data Type
Values
Variant Name
Group ##
Description
<Any description>
Choose “Save”.
Continued on next page
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Unit 2: Automatic Payments
2.
TFIN50_2
If your country-specific payment method is C, create a variant for print
program RFFOUS_C.
a)
Payment method C:
Create variant for print program RFFOUS_C.
Create a new session from the Easy Access Menu.
Choose System → Create Session.
Choose System → Services → Reporting.
Field Name or Data Type
Values
Program
RFFOUS_C
Choose “Execute”.
Field Name or Data Type
Values
Paying Company Code
AC##
Sending Company Code
AC##
Payment method
C
House Bank
1000
Account ID
1000
Check Lot Number
1
Print checks
and printer: LP01
Print payment summary
and printer: LP01
No. of sample printouts
0
Choose “Save”.
Field Name or Data Type
Values
Variant Name
Group ##
Description
<Any description>
Choose “Save”.
Use the green arrow to go back to the SAP Easy Access screen.
Continued on next page
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Lesson: Running the Payment Program – Individual Steps
3.
Assign your print variant to the print program in the payment program menu.
a)
Assign the new variant (or variant AC201) to the print program.
From the main payment program menu, choose the “Printout/Data
Medium” tab and enter the following data:
For payment method S:
Field Name or Data Type
Values
Program
RFFOD__S
Variant
Group ## or AC201
For payment method C:
Field Name or Data Type
Values
Program
RFFOUS_C
Variant
Group ##
Choose “Save”.
Choose the “Status” tab page to return to the main screen.
Continued on next page
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4.
TFIN50_2
Print your payment forms to the output control and take a look at them.
a)
Schedule the print job.
Choose the “Printout” pushbutton to schedule the printout of the
payment medium. In the “Schedule Print” dialog box, enter the
following data:
Field Name or Data Type
Values
Start Immediately
Job name
Replace “?” with your group
number ##.
Choose “Enter”. The system displays a message at the bottom of the
screen telling you that your print has been scheduled.
Display the printed forms on the screen:
Choose System → Own Spool Requests.
Select the row containing “Check” in the “Title” column.
Choose Goto → Display Requests → Contents (or press F6) to display
your forms online.
Result
You have started the payment run and created a payment medium.
Task 4:
Let’s review! Write a short answer in the space provided.
1.
List the four steps in the payment program.
Answer: Maintain parameters
Proposal run
Execute a payment run.
Printing Payment Media
2.
Name the five areas into which the payment program configuration is
divided.
Answer: All company codes
Paying company codes
Payment method/country
Payment method for company code
Bank selection
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TFIN50_2
Lesson: Running the Payment Program – Individual Steps
3.
The parameters specify the accounts and documents that are to be included
in the payment run.
Answer: parameters
4.
The payment program needs the next posting date to determine whether an
open item has to be paid now or in the next payment run.
Answer: next posting date
5.
The sequence in which the payment methods are entered in the payment
parameters reflects their priority.
Answer: payment parameters
Task 5:
Let’s review! True or false?
1.
All the company codes in the payment run parameters must be in the same
country.
Answer: True
Company codes from different countries cannot be processed in the same
payment run.
2.
A payment method can be used only if it is entered in the account master
record.
Answer: False
False. A payment method can also be entered in the line item.
3.
The payment proposal can be edited, deleted, and recreated as often as
necessary.
Answer: True
The payment proposal does not make any changes to the values at document
or master record level.
4.
The exception list is part of the payment proposal.
Answer: True
The exception list is usually checked by the user department.
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Lesson Summary
You should now be able to:
•
List and explain the major processing steps of the payment program
•
Maintain the parameters for the payment run
•
Edit the payment proposal created by the payment program
•
Generate payment media
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Lesson: Payment Medium Workbench (PMW)
Lesson: Payment Medium Workbench (PMW)
Lesson Overview
You can use the Payment Medium Workbench as an alternative to the standard
payment media print programs. This tool is introduced in this lesson.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
State the advantages of using the Payment Medium Workbench to create
payment media
Convert a payment method for use with the Payment Medium Workbench
Describe the steps involved in creating payment media using the Payment
Medium Workbench
Business Example
In addition to creating payment media using the standard payment media
print programs RFFO*, you can also create them using the Payment Medium
Workbench (PMW). The manager of the accounting department would like to find
out more about this. You explain the advantages of this method and outline the
required Customizing settings.
The Payment Medium Workbench
Previously, payment media formats were programmed in approximately 60
standard payment media programs (RFFO*). In the PMW, however, these formats
are defined outside the payment media program.
•
•
•
Uniformity
Formats can be easily changed without making modifications
New formats can be created (no programming experience is required if you
use the DME Engine)
Up to now, payment advice notes were also created using the RFFO* programs. In
the Payment Medium Workbench, payment advice notes are created with the new
program RFFOAVIS_FPAYM.
•
•
•
Uniformity
All advice notes output in one print file
Better sort options for advice notes
The note to payee can be freely defined in Customizing
The note to payee can be assigned according to origin and payment method in
Customizing
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Improved performance for mass payments
Figure 42: Conversion of a Payment Method to PMW
You can convert each payment method individually to the PMW payment media
formats. This means that you can use the standard payment media programs
RFFO* and the new PMW payment media formats in the same system, and even
in the same payment run.
Conversion Steps for a Payment Method:
1. Switch to PMW (radio button) in the payment method definition/country.
2. Enter an existing PMW format in the payment method definition/country.
Hint: Note the documentation buttons for the PMW and the individual
PMW format.
3. Assign notes to payee (general and/or origin specific) to the payment method
definition/country (for example, SAMPLE 02 for origin FI-AP and FI-AR)
4. Assign a PMW form for accompanying sheets
5. Remove the form for document-based payment medium (if you have not
already done so)
6. Create and assign selection variants for each payment group.
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Lesson: Payment Medium Workbench (PMW)
Figure 43: Old and New Payment Medium Programs
One of the standard payment programs is started as usual.
After creation of the payment media has been triggered, the individual payment
methods are processed and the following programs are launched:
•
•
2006/Q2
With one of the standard payment methods, the assigned RFFO* program
is started with the variants defined in the payment run. The program then
generates the payment media and the advice notes.
With a PMW payment method, the new Payment Medium Workbench
programs are launched (see next slide).
© 2006 SAP AG. All rights reserved.
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Figure 44: Steps in the PMW Process
When the payment media are created for a payment with a PMW payment
method, the program SAPFPAYM_SCHEDULE is launched.
This first carries out a pre-service. The pre-service processes the data supplied
by the payment run again specifically for the PMW:
•
•
•
The payments are sorted according to PMW format and other format-specific
fields.
Payment groups are created based on the level of granularity (one payment
medium file is usually created later for each group).
The note to payee is formed.
The payment program SAPFPAYM and advice note program
RFFOAVIS_FPAYM are launched based on the data generated by the payment
program.
•
•
88
The program RFFOAVIS_FPAYM generates all the required advice notes
and the zero balance notices.
The program SAPFPAYM is started with all the variants that are defined for
the relevant payment groups in Customizing. This program generates the
payment media for the PMW payment methods, the accompanying sheets for
the payment media, an error log, and the payment summary.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Medium Workbench (PMW)
The granularity is specified in the definition of the payment medium format
and determines how the payment media are to be output separately in payment
groups. A payment group usually corresponds to one payment file.
Example: If Company Code and House Bank are selected as the level of detail, a
payment group is created for each combination of company code and house bank.
At least one selection variant must be defined in the generic payment medium
program SAPFPAYM for each possible payment group. The payment medium
program is processed with all the defined variants.
The granularity can be refined, but not reduced, for the PMW formats shipped
with the system. This is because the granularity shipped by SAP is based on the
format requirements (usually specified by the banks).
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Medium Workbench (PMW)
Exercise 5: Payment Medium Workbench
Exercise Objectives
After completing this exercise, you will be able to:
•
Define the Customizing settings for the Payment Medium Workbench
•
Create a payment medium using the PMW
Business Example
Your company code AC## (## = your group number) wants to pay a vendor invoice
by means of a bank transfer using the Payment Medium Workbench (PMW).
Task 1:
Consolidate your understanding of the PMW.
1.
What benefits does using the Payment Medium Workbench have for
customers? List some of the benefits of the Payment Medium Workbench.
Task 2:
To create a DME file for payment method U using the PMW, first create a vendor
master record PAY## (## = your group number) in your company code.
Then enter an incoming invoice to be paid later with the payment program.
1.
Create vendor master record PAY## in company code AC##. (Your
vendor PAY## belongs to the account group VEND. You can copy this
vendor from vendor 1000 in company code 1000.)
The payment method U (bank transfer) is to be used as the general payment
method for this vendor.
Your vendor has a bank account 4711# at the Eurobank in Frankfurt (bank
key 50000001).
2.
Now enter an incoming invoice (the invoice and posting date is two months
ago) for your new vendor PAY## in company code AC## for the gross
amount of EUR 2000 . Use tax code 1I and assign it to the expense account
400020.
Task 3:
Next, convert payment method U to a PMW payment method, that is, create a
payment medium file with the Payment Medium Workbench.
1.
First assign the payment medium format to the payment method and check
the settings.
Continued on next page
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2.
Assign information on building the note to payee data to the payment method
U. The reference number and text are to be copied to the note to payee for
vendors.
3.
Now define the form for the accompanying sheet.
4.
To automatically schedule the PMW payment media in the payment program,
you have to define selection variants.
Task 4:
Now, pay the incoming invoice (vendor PAY##) you prepared earlier using the
automatic payment program. At the same time, you want to create a DME file for
the bank from this data.
92
1.
Create a payment run to pay the incoming invoice you entered earlier. The
run date is today; choose the GR## identification. Enter your company
code AC##, the payment method U, and the number of your vendor.
The next payment run will take place in exactly one month. Activate the
Additional log.
2.
Run the payment proposal to create the data media (you can use the
procedure for test purposes). Check the values in the payment proposal
and the proposal log.
3.
Plan the payment run and output the data media immediately. Payment
documents are then created and open invoices cleared.
4.
Check the data created with the PMW.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Payment Medium Workbench (PMW)
Solution 5: Payment Medium Workbench
Task 1:
Consolidate your understanding of the PMW.
1.
What benefits does using the Payment Medium Workbench have for
customers? List some of the benefits of the Payment Medium Workbench.
a)
Formats can be easily changed without making modifications.
You can create new formats easily – and without any programming
experience.
All the advice notes can be output in one print file.
Better sort options for advice notes
The note to payee can be freely defined.
The note to payee can be assigned according to origin and payment
method in Customizing.
Performance for mass payments is improved.
Task 2:
To create a DME file for payment method U using the PMW, first create a vendor
master record PAY## (## = your group number) in your company code.
Then enter an incoming invoice to be paid later with the payment program.
1.
Create vendor master record PAY## in company code AC##. (Your
vendor PAY## belongs to the account group VEND. You can copy this
vendor from vendor 1000 in company code 1000.)
The payment method U (bank transfer) is to be used as the general payment
method for this vendor.
Continued on next page
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Your vendor has a bank account 4711# at the Eurobank in Frankfurt (bank
key 50000001).
a)
Application: Accounting → Financial Accounting → Accounts Payable
→ Master Records → Create
Field Name or Data Type
Values
Vendor
PAY##
Company code
AC##
Account Group
VEND
Reference Vendor:
Reference Vendor:
1000
Reference Company Code:
1000
Vendor details:
Search term:
AC201
Address
<Your choice>
Enter the bank details:
Bank Country
DE
Bank Key:
50000001
Bank account
4711##
Other Data:
Payment Terms
ZB01
Payment method
U
Continued on next page
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TFIN50_2
Lesson: Payment Medium Workbench (PMW)
2.
Now enter an incoming invoice (the invoice and posting date is two months
ago) for your new vendor PAY## in company code AC## for the gross
amount of EUR 2000 . Use tax code 1I and assign it to the expense account
400020.
a)
Application: Accounting → Financial Accounting → Accounts Payable
→ Document Entry → Invoice (FB60)
Field Name or Data Type
Values
Check the company code
AC##
Vendor
PAY##
Invoice/Posting Date
Two months ago
Amount
2000
Currency
EUR
Calculate Tax
X
Tax Code
1I
G/L Account
400020
Amount
*
POST
Continued on next page
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Task 3:
Next, convert payment method U to a PMW payment method, that is, create a
payment medium file with the Payment Medium Workbench.
1.
First assign the payment medium format to the payment method and check
the settings.
a)
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Outgoing Payments → Automatic
Outgoing Payments → Payment Media → Make Settings for Payment
Medium Formats from Payment Medium Workbench → Assign
Payment Medium Format and Note to Payee to Payment Method
(Alternatively use /nfbzp or the application: Accounting → Financial
Accounting → Accounts Payable → Periodic Processing → Payments
(continue by choosing Environment → Maintain config). Then choose
Pmnt methods in country)
By choosing "Position", you can choose the country DE and payment
method U (bank transfer).
Select the entry.
Choose the “Details” icon and scroll down the right-hand side of the
screen to display the options for the payment medium.
Select “Use Payment Medium Workbench”.
Field Name or Data Type
Values
Use Payment Medium Workbench Select this option
In the “Format” field, use the F4 key (search help) to choose “DTAUS0
– domestic payment transactions German”.
Field Name or Data Type
Values
Format
DTAUS0 Domestic payment
transactions Germany
Format Supplement
Leave blank
Choose “Save”.
(Do not exit the screen.)
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Lesson: Payment Medium Workbench (PMW)
2.
Assign information on building the note to payee data to the payment method
U. The reference number and text are to be copied to the note to payee for
vendors.
a)
Double-click “Note to Payee by Origin” on the left-hand side of the
screen.To maintain the table, choose New Entries.
Field Name or Data Type
Values
Origin
FI-AP (Accounts Payable
Accounting)
Note to payee
SAMPLE 02
Choose “Save”.
Choose Back until you return to the IMG (Implementation Guide)
overview.
3.
Now define the form for the accompanying sheet.
a)
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Outgoing Payments → Automatic
Outgoing Payments → Payment Method/Bank Selection for Payment
Program → Set Up Payment Methods per Company Code for Payment
Transactions
(Alternatively use /nfbzp or the application: Accounting → Financial
Accounting → Accounts Payable → Periodic Processing → Payments
(continue by choosing Environment → Maintain config). Then choose
Pmnt methods in country)
Choose Position to select company code AC## and payment method U.
Select the entry; to display the input fields, choose “Details” (or
double-click the entry).
Choose “Form Data”.
In the “Next form” field, use the input help to choose the DME
accompanying sheet (PMW) for the format DTAUS0 (SAP script)
(Choose Payment Medium → Germany → Payment Medium
Workbench → Format DTAUS0: DME Accompanying sheet.).
Field Name or Data Type
Values
Next Form
FPAYM_DE_DTAUS0
Choose “Save”.
Continued on next page
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Unit 2: Automatic Payments
4.
TFIN50_2
To automatically schedule the PMW payment media in the payment program,
you have to define selection variants.
a)
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Outgoing Payments → Automatic
Outgoing Payments → Payment Media → Make Settings for Payment
Medium Formats from Payment Medium Workbench → Create/Assign
Selection Variants
Double-click the format DTAUS0 in the list on the left of the screen.
The available house banks are listed on the right.
Enter selection variant GR00 for your house bank Deutsche Bank
Hamburg (bank code: 20050000) or check that the values for the
existing variant are correct.
Choose “Enter”.
You can create the variant directly if necessary. If you receive a
message stating that the variant does not exist, the system also asks you
whether you want to create it. In this case, choose yes.
(You can check or edit existing variants by choosing Variant → Edit
Variant.)
Choose “Continue”.
Field Name or Data Type
Values
Run Date
Leave blank
Identification
Leave blank
Payment Medium Format
DTAUS0
Choose “Enter”.
Field Name or Data Type
Values
Data Medium Exchange
Yes; select this option
Payment Summary
Yes; select this option
Error Log
Yes; select this option
Define an output device in each case (printer LP01) under “Print
Parameters” for data medium exchange, the payment summary, and the
error list.
Continued on next page
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Lesson: Payment Medium Workbench (PMW)
Output Device
LP01
Output Immediately
Yes; select this option
Choose “Enter”.
Choose “Back”.
Do you want to save?
Yes
Meaning (of the variant)
GR00 Deutsche Bank HH
Choose “Save”.
Choose “Back”.
Task 4:
Now, pay the incoming invoice (vendor PAY##) you prepared earlier using the
automatic payment program. At the same time, you want to create a DME file for
the bank from this data.
1.
Create a payment run to pay the incoming invoice you entered earlier. The
run date is today; choose the GR## identification. Enter your company
code AC##, the payment method U, and the number of your vendor.
The next payment run will take place in exactly one month. Activate the
Additional log.
a)
Application: Accounting → Financial Accounting → Accounts Payable
→ Periodic Processing → Payments
Field Name or Data Type
Values
Run Date
Today
Identification
GR##B
Choose “Enter”.
Choose the “Parameter” tab page:
Field Name or Data Type
Values
Posting date
<Today's date>
Docs Entered Up To
<Today's date>
Company Codes
AC##
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Payment Methods
U
Next Posting Date
<Today's date + one month>
Vendor
PAY##
Choose the “Additional Log” tab page.
Field Name or Data Type
Values
Due Date Check
Yes
Payment Method Selections in All Yes
Cases
Line Items of the Payment
Documents
Yes
Accounts payable
PAY##
Choose “Save”.
Then choose the “Status” tab page.
2.
Run the payment proposal to create the data media (you can use the
procedure for test purposes). Check the values in the payment proposal
and the proposal log.
a)
Choose the “Proposal” pushbutton to schedule the payment proposal
and enter the following data:
Field Name or Data Type
Values
Start Immediately
Yes
Create payment medium
Yes; select this option
Choose “Enter” repeatedly on the “Status” tab page until the message
“Payment proposal has been created” is displayed.
Choose “Display Proposal” and check the total value of the planned
outgoing payments (EUR 2000 should be scheduled). (If the system
displayed error messages while the payment media were being
created, change the Customizing settings accordingly; then delete and
reschedule the payment proposal.)
Choose “Back”.
Choose the “Proposal/Log”. At the end of the list, you can see
information on the creation of the payment media with the PMW.
Continued on next page
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TFIN50_2
Lesson: Payment Medium Workbench (PMW)
3.
Plan the payment run and output the data media immediately. Payment
documents are then created and open invoices cleared.
a)
Choose the “Payment Run” pushbutton to schedule the payment run
and enter the following data:
Field Name or Data Type
Values
Start Immediately
Yes
Create payment medium
Yes
Choose “Enter” repeatedly on the “Status” tab page until the message
“Payment run has been carried out” is displayed.
(The payment run log also contains information on the creation of the
payment media with the PMW.)
4.
Check the data created with the PMW.
a)
To view the created file, choose Environment → Payment Medium
→ DME Administration
By double-clicking the entry, you can display the data medium
attributes and call up the Financial Accounting documents, for example.
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Lesson Summary
You should now be able to:
•
State the advantages of using the Payment Medium Workbench to create
payment media
•
Convert a payment method for use with the Payment Medium Workbench
•
Describe the steps involved in creating payment media using the Payment
Medium Workbench
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Lesson: Debit Balance Check
Lesson: Debit Balance Check
Lesson Overview
This lesson discusses the debit balance check functionality.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe how the debit balance check helps you prevent outgoing payments
for accounts with a debit balance
Carry out a debit balance check
Business Example
The manager of the Accounting department wants to find out how outgoing
payments can be prevented for accounts with a debit balance. You explain the
procedure in the system.
Figure 45: Payment Despite Debit Balance
In some cases, the payment run can result in payments being made even though
the account has a debit balance.
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This figure shows one such example. A vendor account contains an invoice for
98 and a credit memo for 100. The invoice item contains a payment method for
outgoing payments. A payment method for incoming payments, however, has not
been defined in the master record nor in the credit memo.
The payment proposal enters the credit memo for 100 in the exception list, since
this cannot be paid without a suitable payment method. The invoice for 98 is paid,
however, since the item contains the payment method directly.
Up to now, in order to block payments to persons who owe your company money,
the payment proposal had to be processed manually. This meant that payments
could not be handled automatically.
Figure 46: Debit Balance Check After Payment Proposal
The debit balance check can be carried out after a payment proposal has been
created. The check offsets all the due debit items without an incoming payment
method against the proposed payments. If the resulting debit balance or credit
balance is less than the minimum payment amount, the payments are added to the
exception list and the account is placed on a list of blocked accounts.
The relevant accounts remain blocked even if the payment proposal is then deleted.
This means that the payments for the blocked accounts are not made in the
subsequent update run with the same payment run identification. The blocks are
not removed until the proposal is created again with the same identification.
Blocked accounts can be manually released.
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Lesson: Debit Balance Check
The debit balance check is carried out with the program RFF110SSP.
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Debit Balance Check
Exercise 6: Debit Balance Check
Exercise Objectives
After completing this exercise, you will be able to:
•
Use the debit balance check for handling payments
Business Example
Your company code AC## (## = your group number) wants to carry out a payment
run and take into account any debit balances. Due to late deliveries, for example,
you have entered credit memos for some of your vendors, as well as the invoices
you have received.
Task 1:
Create a vendor master record SAL## (## = your group number) in your company
code.
Enter an incoming invoice and then a credit memo for your vendor.
1.
Create vendor master record SAL## in company code AC##.
(Your vendor SAL## belongs to the account group VEND. You can copy this
vendor from vendor 1000 in company code 1000.)
The payment method U (bank transfer) is to be used as the general payment
method for this vendor.
Your vendor has a bank account 4712# at the Eurobank in Frankfurt (bank
key 50000001).
2.
Enter an incoming invoice (the invoice and posting date is two months
ago) for your new vendor SAL## in company code AC## for the gross
amount of EUR 98.
Specify the payment method U in the document for this posting.
Use tax code 1I and assign it to the expense account 400020.
3.
Now enter a credit memo (the invoice and posting date are also two months
ago) for your new vendor SAL## in company code AC## for the gross
amount of EUR 100.
Use tax code 1I and assign it to the expense account 400020.
Continued on next page
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Task 2:
Next, carry out a payment run for your company code AC##.
108
1.
Create a payment run to pay the incoming invoice you entered earlier. The
run date is today; choose the identification PR##. Enter your company
code AC##, the payment methods U and A, and the number of your
vendor. The next payment run will take place in exactly one month.
Activate the Additional log.
2.
Run the payment proposal.
3.
Check the values in the payment proposal and the proposal log. Display
the payment list.
4.
Now carry out the debit balance check first as a test run, and then as an
update run. Check the result.
5.
Carry out the payment run. Check the results.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Debit Balance Check
Solution 6: Debit Balance Check
Task 1:
Create a vendor master record SAL## (## = your group number) in your company
code.
Enter an incoming invoice and then a credit memo for your vendor.
1.
Create vendor master record SAL## in company code AC##.
(Your vendor SAL## belongs to the account group VEND. You can copy this
vendor from vendor 1000 in company code 1000.)
The payment method U (bank transfer) is to be used as the general payment
method for this vendor.
Continued on next page
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Your vendor has a bank account 4712# at the Eurobank in Frankfurt (bank
key 50000001).
a)
Application: Accounting → Financial Accounting → Accounts Payable
→ Master Records → Create
Field Name or Data Type
Values
Vendor
SAL##
Company code
AC##
Account Group
VEND
Reference Vendor:
Reference Vendor:
1000
Reference Company Code:
1000
Vendor details:
Search term:
AC201
Address
<Your choice>
Bank Details
Bank Country
DE
Bank Key:
50000001
Bank account
4712##
Other Data:
Payment Terms
ZB01
Payment method
U
Choose “Save”.
2.
Enter an incoming invoice (the invoice and posting date is two months
ago) for your new vendor SAL## in company code AC## for the gross
amount of EUR 98.
Specify the payment method U in the document for this posting.
Continued on next page
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TFIN50_2
Lesson: Debit Balance Check
Use tax code 1I and assign it to the expense account 400020.
a)
Application: Accounting → Financial Accounting → Accounts Payable
→ Document Entry → Invoice (FB60)
Field Name or Data Type
Values
Check the company code
AC##
Vendor
SAL##
Invoice Date/Posting Date
<Two months ago>
Amount
98
Currency
EUR
Calculate tax
X
Tax Code
1I
Choose the “Payment” tab page.
(Confirm any information messages in the status bar by pressing Enter.)
Payment method
U
Enter the values for the document items at the bottom of the screen.
G/L acct
400020
Amount
*
POST
3.
Now enter a credit memo (the invoice and posting date are also two months
ago) for your new vendor SAL## in company code AC## for the gross
amount of EUR 100.
Continued on next page
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Use tax code 1I and assign it to the expense account 400020.
a)
Application: Accounting → Financial Accounting → Accounts Payable
→ Document Entry → Credit Memo (FB65)
Field Name or Data Type
Values
Check the company code
AC##
Vendor
SAL##
Invoice Date/Posting Date
<Two months ago>
Amount
100
Currency
EUR
Calculate tax
X
Tax Code
1I
G/L acct
400020
Amount
*
POST
Task 2:
Next, carry out a payment run for your company code AC##.
1.
Create a payment run to pay the incoming invoice you entered earlier. The
run date is today; choose the identification PR##. Enter your company
code AC##, the payment methods U and A, and the number of your
vendor. The next payment run will take place in exactly one month.
Activate the Additional log.
a)
Application: Accounting → Financial Accounting → Accounts Payable
→ Periodic Processing → Payments
Field Name or Data Type
Values
Run Date
<Today's date>
Identification
PR##
Choose “Enter”.
Choose the Parameter tab page:
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Lesson: Debit Balance Check
Field Name or Data Type
Values
Posting date
Current date
Docs Entered Up To
Current date
Company Codes
AC##
Payment Methods
UA
Next Posting Date
<Today's date + one month>
Vendor
SAL##
Choose the “Additional Log” tab page.
Field Name or Data Type
Values
Due Date Check
Yes
Payment Method Selections in All Yes
Cases
Line Items of the Payment
Documents
Yes
Accounts payable
SAL##
Choose “Save”.
Then choose the “Status” tab page.
2.
Run the payment proposal.
a)
Choose the “Proposal” pushbutton to schedule the payment proposal
and enter the following data:
Field Name or Data Type
Values
Start immediately
Yes; (set field)
Choose “Status” repeatedly on the “Status” tab page until the message
“Payment proposal has been created” is displayed.
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3.
TFIN50_2
Check the values in the payment proposal and the proposal log. Display
the payment list.
a)
Choose the “Display Proposal” pushbutton and check the total value of
the planned outgoing payments.
The system proposes an outgoing payment of EUR 98.
The credit memo of EUR 100 is shown as an exception (double-click
the row containing the exceptions or place your cursor on this row
and click the “Choose” pushbutton. Then position your cursor on the
relevant row and choose “Display”.)
Here you will also see details about the reason: Item with debit
balance, no payment possible. Go back to the “Status” tab page for the
payment run.
Choose “Display Proposal Log”. Further information is shown here.
Go back to the tab page Status for the payment run.
Choose Edit → Proposal → Proposal List or Exception List →
Proposed Program: RFZALI20 confirm (Continue/ok)
The list contains an amount with EUR 100 under the exceptions. An
error code (001) is shown at the end of the row.
This is explained on page 2 of the list (use the scroll bar to scroll
down the screen).
Choose “Back”.
Continued on next page
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Lesson: Debit Balance Check
4.
Now carry out the debit balance check first as a test run, and then as an
update run. Check the result.
a)
Choose Edit → Proposal → Debit Balance Check → Simulate.
(Confirm the program RFF110SSP. Choose Continue.)
Field Name or Data Type
Values
Payment block
A
Choose “Execute”.
The system then displays a list of accounts that would be blocked in an
update run. Carry out the update run.
Choose Edit → Proposal → Debit Balance Check → Execute.
(Confirm the program RFF110SSP. Choose Continue.)
Field Name or Data Type
Values
Payment block
A
Choose “Execute”.
The system then displays an overview of the accounts blocked by the
debit balance check.
5.
Carry out the payment run. Check the results.
a)
Choose the “Payment Run” pushbutton to schedule the payment run
and enter the following data:
Field Name or Data Type
Values
Start immediately
Yes
Choose “Enter” repeatedly on the “Status” tab page until the message:
Payment run has been carried out is displayed.
No incoming or outgoing payments are posted.
From the menu, choose Edit → Proposal → Exception List.
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Lesson Summary
You should now be able to:
•
Describe how the debit balance check helps you prevent outgoing payments
for accounts with a debit balance
•
Carry out a debit balance check
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Lesson: Automating the Payment Process
Lesson: Automating the Payment Process
Lesson Overview
This lesson discusses the options for automating the payment process.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Schedule periodic payment runs and fully automate them using the debit
balance check
Use the functions of the Schedule Manager for the payment process
Business Example
The employees in the Accounting department would like to know to what extent
the processes in the payment program can be automated.
Figure 47: Automatic Payment Run
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Program RFF110S is used to schedule the payment program SAPF110S in the
background. The selection screen for this program essentially features the same
parameters as transaction F110. This means that you can save these parameters in
a variant and schedule the program RFF110S to run periodically with this variant.
•
•
You have to use selection variables to automatically adapt the time data to
the periodic run date.
The program RFF110S, in turn, can automatically run four additional
programs consecutively.
–
–
To prevent outgoing payments despite a due debit balance, the program
RFF110S should first be scheduled as a proposal run. Following this,
the program RFF110SSP should be called automatically to perform
the debit balance check.
After the debit balance check, the program RFF110S is called again
automatically. This time, however, as an update run with possible
generation of the payment media.
The programs can be scheduled to run periodically using job management or
the Schedule Manager.
The status of the payment run is visible online in transaction F110 from the point
at which the parameters are created by the report RFF110S.
Figure 48: Schedule Manager
You can use the Schedule Manager to automate periodically recurring activities,
for example.
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Lesson: Automating the Payment Process
You can start the Schedule Manager with transaction SCMA or directly from
the Accounting menu.
The task list is the key element in the Schedule Manager. It represents a collection
of activities to be carried out over a period of time. The system provides a set of
instructions (which you can show or hide) to help you create your tasks.
You can define four different types of tasks in the task plan: Program with variant,
notes, transaction, process definition.
You can use the Schedule Manager and program scheduling functions for your
payment processes.
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Lesson Summary
You should now be able to:
•
Schedule periodic payment runs and fully automate them using the debit
balance check
•
Use the functions of the Schedule Manager for the payment process
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Unit Summary
Unit Summary
You should now be able to:
•
Describe the actions in the payment process
•
State the individual steps in the payment program
•
Describe the structure of the payment program configuration
•
Carry out the basic configuration for the payment program
•
List and explain the major processing steps of the payment program
•
Maintain the parameters for the payment run
•
Edit the payment proposal created by the payment program
•
Generate payment media
•
State the advantages of using the Payment Medium Workbench to create
payment media
•
Convert a payment method for use with the Payment Medium Workbench
•
Describe the steps involved in creating payment media using the Payment
Medium Workbench
•
Describe how the debit balance check helps you prevent outgoing payments
for accounts with a debit balance
•
Carry out a debit balance check
•
Schedule periodic payment runs and fully automate them using the debit
balance check
•
Use the functions of the Schedule Manager for the payment process
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Unit Summary
122
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2006/Q2
Unit 3
Automatic Dunning
Unit Overview
This unit discusses the dunning process from the application side, and explains the
basic configuration settings for the dunning program.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
Describe the dunning process in the SAP System
Describe the structure of the dunning program configuration
Configure the automatic dunning program
Explain the purpose of dunning parameters
Enter the parameters for a dunning run
Describe how the dunning program creates the dunning proposal dataset
Edit the dunning proposal created by the dunning program
Start the print run of the dunning program
Explain the criteria that are used to group items in dunning notices
Describe the structure of the dunning form
Unit Contents
Lesson: Dunning Run – Overview ............................................124
Exercise 7: Dunning Run - Overview ....................................127
Lesson: Dunning Program Configuration ....................................130
Exercise 8: Dunning Program Configuration............................137
Lesson: Parameters for the Dunning Run ...................................146
Exercise 9: Parameters....................................................149
Lesson: The Dunning Run.....................................................152
Exercise 10: Generating a Dunning Proposal Run ....................165
Lesson: Editing the Dunning Proposal .......................................171
Exercise 11: Editing the Proposal ........................................175
Lesson: Printing Dunning Notices ............................................178
Exercise 12: Printing Dunning Notices ..................................185
Exercise 13: The Dunning Process ......................................187
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Lesson: Dunning Run – Overview
Lesson Overview
An overview of the dunning process is presented first.
Lesson Objectives
After completing this lesson, you will be able to:
•
Describe the dunning process in the SAP System
Business Example
If you have not received payments from your customers by the net due date, you
have to check whether dunning notices should be sent. You can formulate the first
dunning notice as a friendly reminder. If your customer still fails to pay, you
might want to formulate the text more strongly. The Accounting manager wants
to find out how the dunning program can help him do this. First, he would like a
general overview of the dunning procedure.
Figure 49: Dunning: Overview
By entering parameters in the dunning program, you can specify how it is run.
You can also use the parameters from a previous dunning run and just adjust
the dates.
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Lesson: Dunning Run – Overview
During the dunning run, the system chooses the accounts and checks them for
items that are overdue. It also checks whether dunning notices have to be sent,
and which dunning levels should be assigned. All the dunning data is stored in a
dunning proposal.
The dunning proposal can be edited, deleted, and recreated as often as necessary
until the dunning clerk is satisfied with the result.
You can skip this step. After the dunning run has been completed, you can print
out the dunning notices straight away.
In just one step, dunning notices are printed and dunning data is updated in the
master records and associated documents.
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Unit 3: Automatic Dunning
126
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TFIN50_2
Lesson: Dunning Run – Overview
Exercise 7: Dunning Run - Overview
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge of the general structure of the dunning program
application and configuration
Business Example
According to your client, many customers have defaulted on their payments
recently.
The accounting department has requested a system to notify these customers. If
the customer does not respond after receiving multiple dunning notices, the legal
department has to be contacted in order to start a legal dunning procedure.
Task 1:
Reinforce your understanding of the dunning process.
1.
List the four steps that have to be taken by the dunning program to perform
the automatic dunning procedure.
Task 2:
True or false?
1.
Customers without a dunning procedure in the master record are dunned
with a default dunning procedure.
Determine whether this statement is true or false.
□
□
2.
True
False
Dunning notices can be sent to both customers and vendors.
Determine whether this statement is true or false.
□
□
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True
False
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Solution 7: Dunning Run - Overview
Task 1:
Reinforce your understanding of the dunning process.
1.
List the four steps that have to be taken by the dunning program to perform
the automatic dunning procedure.
Answer: 1. Maintain parameters
2. Proposal run
3. Edit dunning proposal
4. Print dunning notices
Task 2:
True or false?
1.
Customers without a dunning procedure in the master record are dunned
with a default dunning procedure.
Answer: False
Customers without a dunning procedure in the master record cannot be
dunned.
2.
Dunning notices can be sent to both customers and vendors.
Answer: True
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Lesson: Dunning Run – Overview
Lesson Summary
You should now be able to:
•
Describe the dunning process in the SAP System
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Unit 3: Automatic Dunning
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Lesson: Dunning Program Configuration
Lesson Overview
This lesson presents the options for configuring the dunning program.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe the structure of the dunning program configuration
Configure the automatic dunning program
Business Example
The employees responsible for the dunning program want to learn about the
settings options for the automatic dunning procedure in the SAP system.
Figure 50: The Dunning Procedure
The dunning procedure controls how dunning is carried out. Every account
that is to be included in the automatic dunning process needs to have a dunning
procedure.
One-time-accounts also have a dunning procedure that is valid for all one-time
customers.
You can define any number of dunning procedures. The SAP System already
contains some predefined dunning procedures which can serve as templates for
other procedures.
The dunning procedure can process standard and/or special G/L transactions.
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Lesson: Dunning Program Configuration
Figure 51: Structure of Dunning Program Configuration
The main dunning payment program configuration menu has pushbuttons for
different areas. To ensure that the configuration is complete, we will start with
an overview of the dunning procedure. Afterwards, we will work from left to
right through each pushbutton.
You only need to make minimum changes to the configuration if you copy
an existing dunning procedure and adapt only the company-code-specific
configuration. The standard system contains some common dunning procedures
and their corresponding forms.
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Figure 52: Dunning Procedure: Overview
For each dunning procedure, you have to specify the intervals at which the
accounts that use this procedure are to be dunned. During the dunning run, the
system checks whether the run date is at least this number of days after the date of
the last dunning run. If this is not the case, a new dunning note cannot be created.
This even applies if new items have become overdue in this account, or if the
dunning level of the items has changed.
The number of dunning levels represents the highest dunning level that is possible
in this procedure.
The minimum days in arrears (account) are the days that at least one item in the
account must have. Otherwise, the account is not dunned, that is, a dunning notice
is not created.
An item whose number of days in arrears is less than or equal to the number of
grace days is not considered due for this dunning notice.
If you want dunning interest to be calculated, you have to enter an interest
indicator.
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Lesson: Dunning Program Configuration
Figure 53: Dunning Levels
The minimum number of days in arrears is set as a default in the system: The
system proposes the Line Item Grace Period as the first dunning level. For all
further dunning levels, the system adds the dunning interval in days to the days in
arrears of the previous dunning level.
For each dunning level, you can specify that interest is to be calculated.
If you set the always dun option, a dunning notice will still be printed even if no
changes (no items have reached a higher dunning level and no new items have
been added) have been made to the dunning proposal since the last dunning run.
The items can be printed to give the customer/vendor an overview of the overall
account balance.
You can enter a number of days if a payment deadline for payment of the overdue
items is to be specified in the dunning notice. This number is added to the issue
date of the payment run. The result is the payment deadline.
You can print a dunning notice in a legal dunning procedure, even though no
further account movements have occurred.
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Figure 54: Expenses/Charges
Dunning charges are defined for each currency and depend on the dunning level.
You can use the word processing features to print these charges on dunning forms.
The dunning charge can be either a fixed amount or a percentage of the dunned
amount. If you have defined a percentage dunning charge, you cannot enter a
fixed dunning charge at the same time.
You can set a minimum amount at each dunning level.
Figure 55: Minimum Amounts
If the minimum amount for overdue items is not reached in a dunning level, the
items in this dunning level are assigned to the next lowest level and the system
checks whether a dunning notice can then be created in this dunning level.
If you have specified a minimum percentage, the limit must also have been
reached or exceeded.
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Lesson: Dunning Program Configuration
Figure 56: Dunning texts
The layout of the form is defined in the SAPscript word processing tool using
the key specified here.
The dunning program can generate payment advice notes, dunning notices, and
payment forms.
For more information on form layout, refer to the SAPscript documentation and
the SAPscript course.
Figure 57: Environment
In the Company Code Dunning Control screen, you can specify whether dunning
notices are to be created separately by dunning area rather than by account for
a company code. If you choose this option, the dunning data in the business
partner master record is updated according to dunning areas. A dunning area is an
organizational entity, that is, a substructure of a company code that is responsible
for dunning.
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In contrast to standard dunning, where all items at all dunning levels are dunned
with one dunning notice, you can choose to use a separate dunning notice with a
different accompanying text for each dunning level in an account.
If you want to sort your dunning notices and items according to specific criteria,
you can maintain sort variants.
Standard texts have to be assigned to a company code and (optionally) a dunning
area. A standard text contains the text for the letter header which can include a
company logo and a telephone number, for example.
A dunning key determines that the line item can only be dunned with restrictions
or is to be displayed separately on the dunning notice.
A dunning block prevents accounts and items from being dunned.
You can maintain the interest rate to be used to calculate for the interest due on
debit balances.
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Lesson: Dunning Program Configuration
Exercise 8: Dunning Program
Configuration
Exercise Objectives
After completing this exercise, you will be able to:
•
Set up a new dunning procedure
Business Example
Your company code AC## (## = your group number) wants to use a new dunning
procedure.
Your customer has a few questions regarding the dunning program. Among other
things, he wants to know how many dunning programs the SAP System has.
Task 1:
Create a new dunning procedure. It is to contain 4 levels, and dunning is to be
carried out once a week.
1.
Name the dunning procedure GR## (## = your group number) and create it
by copying dunning procedure 0001.
2.
Check the following settings in the “Overview” and make the appropriate
changes if necessary:
- The dunning interval in days should be 7.
- 4 dunning levels are used.
- The minimum days in arrears (account) should be 3.
- The line item grace periods should be 2 days.
- Only standard transactions should be dunned.
- The reference dunning procedure for texts is dunning procedure 0001.
3.
In the “Dunning Levels” view, make sure that the following values have
been defined for your dunning procedure GR##:
The minimum number of days in arrears (days in arrears) should be two. The
prerequisite for this is that dunning level 1 has been reached.
The minimum number of days in arrears (days in arrears) should be nine.
The prerequisite for this is that dunning level 2 has been reached.
The minimum number of days in arrears (days in arrears) should be 16. The
prerequisite for this is that dunning level 3 has been reached.
Continued on next page
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The minimum number of days in arrears (days in arrears) should be 23. The
prerequisite for this is that dunning level 4 has been reached.
4.
The following print settings should be configured for the dunning levels
(“Dunning Levels” view) in your dunning procedure GR##:
- Dunning should always be carried out at the fourth dunning level.
- All items should be printed for dunning levels 3 and 4.
- The dunning notice should include a payment deadline for payment of the
overdue items. Five days should be added to the issue date of the payment
run for dunning level 3, that is, 5 days must be entered in the “Payment
Deadline” field.
5.
The following settings for charges should be defined for your dunning
procedure GR## (“Charges” view): The charges are maintained in the
currency used by your company code AC##.
At dunning level 1: From dunning amount 5 the fixed dunning charge is 2.
At dunning level 2: From dunning amount 10 the fixed dunning charge is 5.
At dunning level 3: From dunning amount 20 the fixed dunning charge is 10.
6.
Maintain the minimum amounts (“Minimum Amounts” view):
From dunning level 1, a minimum amount of 3 is required.
From dunning level 2, a minimum amount of 5 is required.
From dunning level 3, a minimum amount of 10 is required.
From dunning level 4, a minimum amount of 20 is required.
7.
The following settings are to be defined for the dunning texts (“Dunning
Texts” view): A dunning notice is to be created for each dunning level.
Company code 1000 is to be used as the reference company code for your
dunning procedure. Save your dunning procedure.
Task 2:
Next, text your new dunning procedure.
1.
138
Enter your new dunning procedure GR## in the master data for your
customer Customer##.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Dunning Program Configuration
Solution 8: Dunning Program
Configuration
Task 1:
Create a new dunning procedure. It is to contain 4 levels, and dunning is to be
carried out once a week.
1.
Name the dunning procedure GR## (## = your group number) and create it
by copying dunning procedure 0001.
a)
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Periodic Processing → Dunning (double-click)
Environment → Change Configuration
Dunning Procedure → Create
Field Name or Data Type
Values
Dunning procedure
GR##
Name
Gr.##; 4-level; weekly
Dunning Procedure → Copy
Dunning procedure
0001
Continue (Enter)
Stay in this screen.
2.
Check the following settings in the “Overview” and make the appropriate
changes if necessary:
- The dunning interval in days should be 7.
- 4 dunning levels are used.
- The minimum days in arrears (account) should be 3.
- The line item grace periods should be 2 days.
- Only standard transactions should be dunned.
Continued on next page
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TFIN50_2
- The reference dunning procedure for texts is dunning procedure 0001.
a)
Check the following settings in the “Overview” and make the
appropriate changes if necessary:
Field Name or Data Type
Values
The dunning interval in days
7
No. of Dunning Levels
4
Minimum Days in Arrears
(Account)
3
Line item grace periods
2
Standard Transaction Dunning
X
Reference Dunning Procedure for 0001
Texts
3.
In the “Dunning Levels” view, make sure that the following values have
been defined for your dunning procedure GR##:
The minimum number of days in arrears (days in arrears) should be two. The
prerequisite for this is that dunning level 1 has been reached.
The minimum number of days in arrears (days in arrears) should be nine.
The prerequisite for this is that dunning level 2 has been reached.
The minimum number of days in arrears (days in arrears) should be 16. The
prerequisite for this is that dunning level 3 has been reached.
Continued on next page
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2006/Q2
TFIN50_2
Lesson: Dunning Program Configuration
The minimum number of days in arrears (days in arrears) should be 23. The
prerequisite for this is that dunning level 4 has been reached.
a)
In the “Dunning Levels” view, make sure that the following values
have been defined for your dunning procedure GR##:
Goto → Dunning Levels
Field Name or Data
Type
Dunning level
Values
Days in Arrears
1
2
Days in Arrears
2
9
Days in Arrears
3
16
Days in Arrears
4
23
Stay in this screen.
4.
The following print settings should be configured for the dunning levels
(“Dunning Levels” view) in your dunning procedure GR##:
- Dunning should always be carried out at the fourth dunning level.
- All items should be printed for dunning levels 3 and 4.
- The dunning notice should include a payment deadline for payment of the
overdue items. Five days should be added to the issue date of the payment
run for dunning level 3, that is, 5 days must be entered in the “Payment
Deadline” field.
a)
5.
The following print settings should be configured for the dunning levels
(“Dunning Levels” view) in your dunning procedure GR##:
Field Name or Data
Type
Dunning level
Values
Always Dun?
4
Select this option
Print All Items
3
Select this option
Print All Items
4
Select this option
Payment Deadline
3
5
The following settings for charges should be defined for your dunning
procedure GR## (“Charges” view): The charges are maintained in the
currency used by your company code AC##.
Continued on next page
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At dunning level 1: From dunning amount 5 the fixed dunning charge is 2.
At dunning level 2: From dunning amount 10 the fixed dunning charge is 5.
At dunning level 3: From dunning amount 20 the fixed dunning charge is 10.
a)
The following settings for charges should be defined for your dunning
procedure GR## (“Charges” view):
Goto → Dunning Charges
Field Name or Data Type
Values
Currency
Your company code currency
AC##
Continue (Enter)
6.
Dunning level
Field Name or Data
Type
Values
1
From dunning
amount
5
2
From dunning
amount
10
3
From dunning
amount
20
1
Dunning charge
2
2
Dunning charge
5
3
Dunning charge
10
Maintain the minimum amounts (“Minimum Amounts” view):
From dunning level 1, a minimum amount of 3 is required.
From dunning level 2, a minimum amount of 5 is required.
From dunning level 3, a minimum amount of 10 is required.
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From dunning level 4, a minimum amount of 20 is required.
a)
Maintain the minimum amounts (“Minimum Amounts” view):
Goto → Minimum Amounts
Field Name or Data Type Values
Currency
Your company code currency AC##
Continue (Enter)
7.
Dunning level
Field Name or Data Type
Values
1
Minimum Amount
3
2
Minimum Amount
5
3
Minimum Amount
10
4
Minimum Amount
20
The following settings are to be defined for the dunning texts (“Dunning
Texts” view): A dunning notice is to be created for each dunning level.
Company code 1000 is to be used as the reference company code for your
dunning procedure. Save your dunning procedure.
a)
Goto → Dunning Texts
Field Name or Data Type
Values
Company code
Your company code AC##
Account Type
Customer (activate radio button)
Continue (Enter)
Choose “Back” (F3).
Save the entire dunning procedure.
Continued on next page
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Task 2:
Next, text your new dunning procedure.
1.
Enter your new dunning procedure GR## in the master data for your
customer Customer##.
a)
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Master Records → Change
Field Name or Data Type
Values
Customer
Customer##
Company code
Your company code AC##
Continue (Enter)
Choose the “Correspondence” tab page (under the company code
data)
Field Name or Data Type
Values
Dunning procedure
GR##
Save.
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Lesson: Dunning Program Configuration
Lesson Summary
You should now be able to:
•
Describe the structure of the dunning program configuration
•
Configure the automatic dunning program
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Lesson: Parameters for the Dunning Run
Lesson Overview
This lesson discusses in detail the parameters that are entered for the dunning run.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Explain the purpose of dunning parameters
Enter the parameters for a dunning run
Business Example
Up to now, your company has been using different dunning runs for different
customer groups. The colleagues responsible would like to know if this is also
possible in the SAP System and, if so, how.
Figure 58: Maintain parameters
Every dunning program run is identified by the following two fields:
•
•
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Run Date
Identification
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Lesson: Parameters for the Dunning Run
The run date does not have to be the actual date when the program is executed,
but this is recommended. Its main purpose is to identify the program run.
The Identification is used to differentiate between programs that have the same
run date.
The parameters provide the dunning program with information on the dunning
run. You can copy the parameters from existing dunning runs.
Figure 59: Open Item Selection
Using the parameters, you specify which documents and accounts in which
company codes are to be searched for overdue items by the dunning program.
You can also activate an additional log, which you can check after the dunning
run to see whether the run was successful. You should use this log for testing and
training purposes only, since it places a heavy load on system resources.
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Lesson: Parameters for the Dunning Run
Exercise 9: Parameters
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge of the purpose of parameters in the dunning program
Business Example
Your customer wishes to use several dunning runs to process many accounts in
smaller groups.
Task:
True or false?
1.
The run date is always the date when a certain dunning run is supposed
to be started.
Determine whether this statement is true or false.
□
□
2.
True
False
The parameters specify the accounts and documents that are to be included
in the dunning run.
Determine whether this statement is true or false.
□
□
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True
False
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Solution 9: Parameters
Task:
True or false?
1.
The run date is always the date when a certain dunning run is supposed
to be started.
Answer: False
The Run on field is also used to identify dunning runs. It does not have to be
the date when the dunning run is actually performed.
2.
The parameters specify the accounts and documents that are to be included
in the dunning run.
Answer: True
You can use the parameters to select the accounts and documents for the
dunning run.
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Lesson: Parameters for the Dunning Run
Lesson Summary
You should now be able to:
•
Explain the purpose of dunning parameters
•
Enter the parameters for a dunning run
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Lesson: The Dunning Run
Lesson Overview
A dunning run is carried out to generate a proposal list.
Lesson Objectives
After completing this lesson, you will be able to:
•
Describe how the dunning program creates the dunning proposal dataset
Business Example
Your company wants to check the dunning notices proposals created by the system
and edit them manually if necessary. Your colleagues from the Accounting
department need to know how a dunning proposal list is created. They also would
like to find out which internal processing steps are carried out by the system,
and what logic is used to do so.
Figure 60: Dunning Run
The dunning run creates a dunning proposal that can be edited, deleted, and
recreated as often as necessary.
If necessary, you can print out the dunning notices automatically directly after the
dunning run. In this case, you decide not to edit the dunning proposals.
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Lesson: The Dunning Run
Figure 61: Steps in the Dunning Run
The dunning run can be divided into the three steps above for more clarity.
•
•
•
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Step 1: Account Selection. In this step, the program checks the parameters
and configuration to determine which accounts are to be included in the
dunning run.
Step 2: Dun Line Items. In this step, the system checks which line items are
overdue in the selected accounts and which dunning level should be applied.
Step 3: Dun Accounts. In this step, the system checks whether payments
have to be dunned for an account and, if so, which dunning level should
be used.
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Figure 62: Account Selection
Account selection is the first step in the dunning run.
The program checks all the accounts using the criteria entered in the parameters. If
they fulfill these criteria, the accounts are included in the dunning run. Otherwise,
they are ignored.
The following criteria must be fulfilled:
•
•
154
A dunning procedure must be entered in the master data.
The date of the last dunning run entered in the account must be earlier than
the dunning interval date of the dunning procedure.
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Lesson: The Dunning Run
Figure 63: Due Dates for Receivables and Credit Memos
Receivables are due at the due date for net payment.
Usually the payment terms of a credit memo do not apply. The following rules
apply instead:
•
•
If a credit memo refers to an invoice, it has the same due date as the invoice.
All other credit memos are due at the baseline date.
If you want the payment terms in a credit memo to apply, you have to enter V
in the Invoice reference field.
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Figure 64: Clearing with Credit Memos and Vendor Items
The due net debit items on the account are cleared with the due net credit items.
The credit items are assigned to the debit items with the highest dunning level and
are cleared with these items.
If you have chosen clearing between customer and vendor, the due net credit
items in the vendor account are also cleared with the items with the highest
dunning level. The same dunning procedure must be defined for both the customer
and vendor.
After all the due debit items have been cleared with the due net credit items, the
account must have a debit balance for it to be dunned.
The dunning notice lists all the items that were cleared.
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Lesson: The Dunning Run
Figure 65: Dunning Dates
The difference between the due date and the dunning date is as follows:
•
•
Due date: Day after which the liabilities must be paid.
Dunning date: Day when the overdue items are dunned.
Every dunned item must be overdue, but not all overdue items are dunned.
Usually all items that are overdue at the date of issue have to be dunned.
If line item grace periods have been defined in the dunning procedure, only those
items that are still overdue after the grace days have been deducted are dunned.
Figure 66: Dunning Block in Items or Accounts
If items are overdue but there is a dunning block in the item, the system adds
these items to the blocked items list.
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If payments have to be dunned for an account, but the account contains a
dunning block, the system adds the account to the list of blocked accounts.
Figure 67: Payment Method in the Item or Account
If a payment method for incoming payments has been specified for an item,
the item is usually not dunned because the payment program is responsible for
collecting the money. These items are only dunned if they have a payment block.
If payments for accounts are to be dunned, a payment method for incoming
payments is specified in the master data, the system usually does not dun them
because the payment program is responsible for collecting the money. These
accounts are dunned only if they have a payment block.
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Lesson: The Dunning Run
Figure 68: Dunning Levels for Line Items
Each dunning procedure contains up to nine dunning levels.
The contents of the dunning notice usually depend on the dunning level. The
higher the dunning level, the stronger the formulation in the dunning text.
Each item to be dunned is assigned a dunning level according to its days in
arrears. For invoice-related credit memos, the dunning level of the invoice is
used. The dunning level can only be increased by one level between two dunning
runs. In other words, no dunning levels can be skipped.
When setting up a dunning procedure, the system defaults the number of days in
arrears on the dunning levels screen. The system proposes the line item grace
periods as the first dunning level. For all further dunning levels, the system adds
the dunning interval in days to the days in arrears of the previous dunning level.
Hint: Although you can overwrite these default values, it is not
recommended.
Dunning procedures with only one dunning level are referred to in the system as
payment reminders. These procedures are used for very important customers
and public corporations. By using these procedures, you can make sure that these
customers receive only a payment reminder.
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Figure 69: Dunning Keys
By assigning dunning keys to certain items, you can prevent these items from
exceeding a certain dunning level.
Figure 70: Minimum Amounts per Dunning Level
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Lesson: The Dunning Run
The total amount of all the items in an account with a certain dunning level must
be greater than a defined minimum amount. The relationship between the total
amount and the total open items must be greater than a minimum percentage.
If this is not the case, the items are set to a lower dunning level.
Hint: Usually, the minimum amounts and percentages at higher dunning
levels are greater than those at lower levels.
Figure 71: Minimum Days in Arrears (Account)
The account can only be dunned if at least one item has reached the minimum
days in arrears per account.
In the example above, item 4 has more days in arrears than the minimum days
in arrears (account). As a result, the account is dunned. The dunned items are:
Item 1, item 3, and item 4. Item 2 is not dunned because it is still within the line
item grace period.
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Figure 72: Dunning Level in Account
The account is assigned the highest dunning level of all the items to be dunned.
If all items are dunned with one dunning notice, the dunning text is worded
according to highest dunning level.
Note that the dunning levels are not yet entered in the items or accounts. This
happens later when the dunning notices are printed. At this point, however, the
dunning levels have already been determined.
Figure 73: Dunning Requirements
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Lesson: The Dunning Run
After it has determined the dunning data, the system checks whether dunning is
really necessary. Normally, it is not necessary to send a dunning notice if the
dunning data has not changed since the last dunning run. This means that an
account is only dunned if one of the following conditions is fulfilled:
•
•
The dunning data has changed since the last dunning run.
The Always Dun? checkbook has been selected for the dunning level.
This option is usually selected for the last dunning level and for payment
reminders (dunning procedures that comprise only one dunning level).
Accounts in a legal dunning procedure are subject to a different rule. If the start
date of the legal dunning procedure is entered in the account master data, the
account is always dunned if one of the following conditions is fulfilled:
•
•
Postings have been made since the last dunning run.
The Always Dun in Legal Dunning Procedure indicator is selected.
Hint: The system does not send any dunning notices to a customer with
legal dunning procedure, even if the dunning data has changed. It does not
make any sense to send a dunning letter to a customer who has obviously
not responded to any previous dunning notices. If an account is dunned
according to one of the criteria above, an internal note is printed on a
special form and sent to the legal department. The Always Dun in Legal
Dunning Procedure field should be selected to prevent any open items
that were posted before the start of the legal dunning procedure from
being overlooked.
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Lesson: The Dunning Run
Exercise 10: Generating a Dunning
Proposal Run
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge about how to set up a dunning proposal
Business Example
Before printing dunning notices, your customer would like to check them and
change them if necessary.
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Task 1:
Why is it right in some cases that overdue items are not dunned?
1.
List some reasons why overdue items might not be dunned:
Task 2:
The dunning proposal consists of several steps.
1.
List the main steps involved in creating the dunning proposal:
Task 3:
True or false?
1.
The payment terms of a credit memo usually do not apply, and the due
date is either the due date of the associated invoice or the baseline date of
the document.
Determine whether this statement is true or false.
□
□
2.
True
False
Every dunning procedure must have at least four dunning levels.
Determine whether this statement is true or false.
□
□
3.
True
False
An account is dunned only if all the overdue items have exceeded the
minimum days in arrears.
Determine whether this statement is true or false.
□
□
True
False
Continued on next page
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Lesson: The Dunning Run
4.
The dunning run updates the dunning data in the dunned items and accounts.
Determine whether this statement is true or false.
□
□
5.
True
False
A dunning notice is sent only if the dunning data has changed since the last
dunning run or if Always dun? is selected.
Determine whether this statement is true or false.
□
□
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True
False
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Solution 10: Generating a Dunning
Proposal Run
Task 1:
Why is it right in some cases that overdue items are not dunned?
1.
List some reasons why overdue items might not be dunned:
Answer: - Account is not contained in the parameters.
- Items are within the grace period.
- Items or accounts are blocked for dunning.
- Items or accounts have a payment method for incoming payments but no
payment block.
- The overdue amount is less than the minimum amount.
- Items can be cleared with overdue items on the credit side.
- None of the items exceeds the minimum days in arrears (account).
- The dunning data has not changed since the last dunning run and Always
dun? is not selected.
Task 2:
The dunning proposal consists of several steps.
1.
List the main steps involved in creating the dunning proposal:
Answer: Account selection
Line item dunning
Account dunning
Task 3:
True or false?
1.
The payment terms of a credit memo usually do not apply, and the due
date is either the due date of the associated invoice or the baseline date of
the document.
Answer: True
2.
Every dunning procedure must have at least four dunning levels.
Answer: False
Every dunning procedure can have between 1 and 9 dunning levels.
Continued on next page
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Lesson: The Dunning Run
3.
An account is dunned only if all the overdue items have exceeded the
minimum days in arrears.
Answer: False
If one overdue item has exceeded the minimum days in arrears, the account
is dunned.
4.
The dunning run updates the dunning data in the dunned items and accounts.
Answer: False
The dunning data is not updated until the dunning notices are printed.
5.
A dunning notice is sent only if the dunning data has changed since the last
dunning run or if Always dun? is selected.
Answer: True
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Lesson Summary
You should now be able to:
•
Describe how the dunning program creates the dunning proposal dataset
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Lesson: Editing the Dunning Proposal
Lesson: Editing the Dunning Proposal
Lesson Overview
The user can edit the dunning proposal to make any necessary changes.
Lesson Objectives
After completing this lesson, you will be able to:
•
Edit the dunning proposal created by the dunning program
Business Example
The employees responsible for the dunning program want to know how the
proposal can be edited in the system. You explain the procedure.
Figure 74: Edit Dunning Proposal
After the dunning proposal has been created, it can be edited by a clerk.
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To support the clerk's work, the following lists can be printed:
•
•
•
•
•
Dunning statistics
Dunning list
Blocked accounts
Blocked line items
Dunning history
A sample printout can be made or displayed on screen.
The changes to the dunning proposal are saved.
Important: If a dunning proposal is not to be used for printing, it must be deleted.
Otherwise, it blocks the selected items for processing in other dunning runs.
Figure 75: Edit Dunning Data
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Lesson: Editing the Dunning Proposal
The clerk can:
•
•
•
•
Block an account in the current dunning proposal or remove the dunning
block.
Block a line item in the current dunning proposal or remove the dunning
block.
Lower the dunning level of an item in the current dunning proposal.
Change the dunning and correspondence data of an account in the master
record.
This change does not apply to the current dunning run.
•
Change a document.
This change does not apply to the current dunning run.
Hint: Only changes in the dunning proposal apply to the current dunning
run.
The dunning level can be raised or lowered as required in the master data and
documents.
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Lesson: Editing the Dunning Proposal
Exercise 11: Editing the Proposal
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge of the editing options for the dunning proposal
Business Example
The dunning proposal is checked by the dunning clerk and edited if necessary.
Task:
True or false?
1.
After the dunning proposal has been created, changes to the dunning data in
items or master records are ignored in the current dunning run.
Determine whether this statement is true or false.
□
□
2.
True
False
The dunning proposal can be edited, deleted, and recreated as often as
required.
Determine whether this statement is true or false.
□
□
2006/Q2
True
False
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Solution 11: Editing the Proposal
Task:
True or false?
1.
After the dunning proposal has been created, changes to the dunning data in
items or master records are ignored in the current dunning run.
Answer: True
The data was already selected from the database.
2.
The dunning proposal can be edited, deleted, and recreated as often as
required.
Answer: True
Because the database is not changed until the dunning notices are printed.
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Lesson: Editing the Dunning Proposal
Lesson Summary
You should now be able to:
•
Edit the dunning proposal created by the dunning program
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Lesson: Printing Dunning Notices
Lesson Overview
This last step in the dunning process involves printing the dunning notices.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Start the print run of the dunning program
Explain the criteria that are used to group items in dunning notices
Describe the structure of the dunning form
Business Example
The function of the dunning program is to create dunning notices to be sent to the
relevant business partners. The employees in the Accounting department would
like to know more about this step.
Figure 76: Scheduling Printing
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Lesson: Printing Dunning Notices
The print program for the dunning procedure:
•
•
•
Groups items to be dunned with a dunning notice according to various rules
Generates a dunning notice for each group
Enters the dunning date and level in the dunned items and accounts
If dunning notices are to be sent to one-time customers, the dunning data is
updated only in the relevant items.
Dunning notices are printed in a sequence defined by sort criteria.
To undo changes to dunning data in accounts and documents, refer to SAP Note
6591.
Figure 77: Grouping Items in Dunning Notices
Items that are to be dunned are grouped together in dunning notices as long
as they have the same:
•
•
•
Company code
Dunning area (if dunning areas are used)
Account
Items in a one-time account are grouped together in one dunning notice if they
have the same address.
The items in a dunning notice are sorted according to various sort criteria.
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Figure 78: Special Groupings (I)
You can also group items by the following criteria. Examples:
•
Dunning by dunning level:
In the company code specific settings for the dunning program, you can
choose whether a separate dunning notice is to be printed for each dunning
level. In this case, the text for the dunning notice is selected according to the
dunning levels of the grouped items.
•
Grouping key:
You can enter a grouping key in the customer/vendor account to group items
in dunning notices that have the same values in the fields assigned to the
grouping key. You can use the fields in the index tables for open items BSID
(customers) and BSIK (vendors).
•
Decentralized processing:
If a customer has a head office with several branch offices, items are
posted to the central account. As a result, the head office usually receives
one dunning notice with all the due items from its branch offices. If
Decentralized processing is selected in the branch accounts, dunning is
processed locally, that is, the notices are sent to the branch offices.
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Lesson: Printing Dunning Notices
Figure 79: Special Groupings (II)
You can use cross-company code dunning to combine overdue items from different
company codes in one dunning run. The overdue items from one customer that
exist in different company codes are dunned with one dunning notice. The items
are grouped according to predefined rules, for example, by dunning levels,
dunning areas, or dunning grouping, and assigned to one or more dunning notices.
This means that you do not have to send the customer a separate dunning notice
for each company code.
In order to dun different company codes at once, you have to assign the relevant
company codes to a joint dunning company code. The dunning procedure assigned
to the account in the dunning company code is used. The dunning frequency and
dunning blocks are checked individually, not just in the dunning company code.
If a date for the legal dunning procedure has been specified for an account in the
dunning company code, this also affects the dependent company codes.
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Figure 80: Dunning Text Control
Texts in italics can be controlled by the variables used in the dunning formulas.
Standard texts are available for entering company code or dunning area data in
a company code independent form. The above example contains the following
standard texts: ADRS_HEADER, ADRS_SENDER, ADRS_SIGNATURE, and
ADRS_FOOTER. These have to be assigned to a company code and a dunning
area (optional).
The dunning recipient can be different from the address of the dunned account.
If no specific dunning clerk is entered in the master data, the accounting clerk
is displayed.
Data in the text module: The dunning interest depends on the dunning level and
is calculated using an interest indicator. Minimum amounts for interests can be
used. To prevent the payment deadline from falling on a holiday, a public holiday
calendar ID is assigned to the dunning procedure. The total of all due items from a
specified dunning level is calculated and can be used in the dunning text.
All items are generally printed at higher dunning levels to provide the
customer/vendor with an overview of the overall account balance. Items with a
dunning block or a payment method for incoming payments are not displayed.
If the dunning notices for each dunning level option is selected, a list with all
the items cannot be printed. Items with special dunning keys can be printed
separately.
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Lesson: Printing Dunning Notices
The dunning charges depend on the dunning level and can be either a fixed
amount or a percentage of the dunned amount. You can set a minimum amount
for the dunning charges
Dunning notices can be printed with an attached payment form for bank transfer
(Germany) or ESR payments (Switzerland). The customer can use this payment
form to pay the dunned amount.
The payment form can be attached to the dunning notice (see above) or printed on
a separate page. This means that the dunning notice form has to be changed so
that it contains a separate window for the payment form, or a separate form has
to be created for the additional page.
The dunning notice must only contain items with the company code currency.
The payment program can create a payment advice note containing the items in
the dunning notice. When the customer pays the dunned amount, this advice note
can be used to assign the incoming payment to the relevant items.
The payment advice note number has 10 digits and starts with 08. The payment
advice note type 08 must be defined in the configuration settings.
The payment advice note number can be printed on the dunning notice and the
payment form (for example, in the Reference field).
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Lesson: Printing Dunning Notices
Exercise 12: Printing Dunning Notices
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge of printing dunning notices
Business Example
Dunning notices have to be printed and sent to customers.
Task:
True or false?
1.
One dunning form can be used for all dunning levels.
Determine whether this statement is true or false.
□
□
2.
True
False
The dunning text for dunning level 6 is stored in text module 616.
Determine whether this statement is true or false.
□
□
3.
True
False
The last dunning level is the legal dunning procedure.
Determine whether this statement is true or false.
□
□
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True
False
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Solution 12: Printing Dunning Notices
Task:
True or false?
1.
One dunning form can be used for all dunning levels.
Answer: True
You can decide to use one or more dunning forms.
2.
The dunning text for dunning level 6 is stored in text module 616.
Answer: True
Text module 616 is used for dunning level 6.
3.
The last dunning level is the legal dunning procedure.
Answer: False
The last dunning level triggers the manual dunning procedure, which often
ends in the legal dunning procedure. The legal dunning procedure itself does
not correspond to any dunning level.
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Lesson: Printing Dunning Notices
Exercise 13: The Dunning Process
Exercise Objectives
After completing this exercise, you will be able to:
•
Post two line items in your customer account and block one line item for
dunning
•
Assign the dunning procedure 0001 to your customer
•
Enter the parameters for the dunning run
•
Start the proposal run
•
Edit the dunning proposal
•
Print dunning notices
Business Example
Your customer wants to dun his customers automatically when necessary. The
standard dunning procedure 0001 seems to be perfect for him.
Task 1:
Preparations for the following exercises:
1.
Ensure that you have at least two open items on your customer account
that are overdue.
2.
Block one of these items for dunning.
Task 2:
Work through the entire dunning process. Start by creating a dunning run.
1.
Create a dunning run with today's date as the “run date” and ## as the
“identification”. Enter the parameters according to the business scenario.
Note: Activate the additional log.
Task 3:
In the next step, carry out the proposal run in the dunning program.
1.
Start the proposal run for the Automatic Dunning Run that you created
before.
Task 4:
Check the dunning proposal.
1.
Display the dunning list. What information is displayed?
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2.
Display the log for the dunning run. How does this differ from the dunning
list?
3.
Display a sample printout of a dunning letter.
4.
Display the blocked line items.
Task 5:
Next, display the dunning notices from your dunning run.
1.
Print the dunning notices to the spool and take a look at them. Use the printer
name provided by your instructor.
Task 6:
Now check that the dunning data has been updated in the customer line items.
1.
Choose “Refresh” in the screen with the open customer items to view the
updated dunning information.
Task 7:
Optional:
If there is time, feel free to complete this task.
188
1.
Post two additional customer invoices. Make sure to date them at least
6 months in the past.
2.
Run the dunning program again one month in the future.
3.
Block one of the invoices in the dunning proposal.
4.
Check the customer's account and take a look at the updated dunning
information.
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: Printing Dunning Notices
Solution 13: The Dunning Process
Task 1:
Preparations for the following exercises:
1.
Ensure that you have at least two open items on your customer account
that are overdue.
a)
Ensure that you have at least two open items on your customer account
that are overdue.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Account → Display/Change Line Items
Field Name or Data Type
Values
Customer
<Your customer>
Company code
AC##
Open Items at Key Date
<Today's date>
Choose “Execute”.
Do not exit this screen. You can select the “dunning dates” layout to
display the dunning information.
Choose Dunning Dates or Settings → Layout → Choose.
2.
Block one of these items for dunning.
a)
Block one of the line items for dunning.
Double-click one of the detail lines (invoices).
Choose Document → Display → Change.
Field Name or Data Type
Values
Dunning block
A
Choose “Save”.
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Task 2:
Work through the entire dunning process. Start by creating a dunning run.
1.
Create a dunning run with today's date as the “run date” and ## as the
“identification”. Enter the parameters according to the business scenario.
Note: Activate the additional log.
a)
Create a dunning run.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Periodic Processing → Dunning
Field Name or Data Type
Values
Run date
<Today's date>
Identification
##
Choose “Enter”.
Choose the “Parameter” tab page.
Field Name or Data Type
Values
Dunning Date
<Today's date + two months>
Docmnts Posted Up To
<Today's date>
Company code
AC##
Customer
<Your customer>
Choose the “Additional Log” tab page.
Field Name or Data Type
Values
Customer
Your customer
Choose “Enter”.
Confirm any date warnings by pressing Enter.
Choose “Save”.
Choose the “Status” tab page.
Hint: Do not exit this screen.
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Lesson: Printing Dunning Notices
Task 3:
In the next step, carry out the proposal run in the dunning program.
1.
Start the proposal run for the Automatic Dunning Run that you created
before.
a)
Start the proposal run for the Automatic Dunning Run that you created
before.
Start the dunning run.
Automatic Dunning: Dunning Notices → Schedule Dunning Run
In the “Schedule Selection and Print” dialog box, enter the following
data:
Field Name or Data Type
Values
Start immediately
Choose “Schedule”.
Choose Edit → Refresh (or Enter) until the status changes to “Dunning
selection is complete”.
Task 4:
Check the dunning proposal.
1.
Display the dunning list. What information is displayed?
a)
Display the dunning list. What information is displayed?
Choose “Dunning List”.
You find customer and dunning information, document numbers and
amounts to be dunned, etc.
2.
Display the log for the dunning run. How does this differ from the dunning
list?
a)
Display the log for the dunning run. How does this differ from the
dunning list?
Choose the “Log” pushbutton.
The dunning log shows how the dunning program analyzes the
customer's line items based on the parameters entered.
The log details whether the line item will be dunned or not.
It contains valuable information for troubleshooting.
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3.
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Display a sample printout of a dunning letter.
a)
Display a sample printout of a dunning letter. Choose “Sample
Printout”.
Enter LP01 as the output device (or the printer name provided by your
instructor).
Choose “Continue”.
Choose “Display” (glasses) to display a preview of your sample
printout.
Choose Back to return to the start screen.
4.
Display the blocked line items.
a)
Display the blocked line items.
Automatic dunning: Goto → Blocked Items
Edit the dunning proposal:
Automatic Dunning: Dunning Notices → Change Dunning Notices
Choose “Execute”.
Remove the dunning block and enter dunning level 1.
Field Name or Data Type
Values
Dunning block
Leave blank
Dunning level
1
Hint: This is the second D (for dunning) column
Choose “Copy”.
Choose “Save”.
Continued on next page
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Lesson: Printing Dunning Notices
Task 5:
Next, display the dunning notices from your dunning run.
1.
Print the dunning notices to the spool and take a look at them. Use the printer
name provided by your instructor.
a)
Print the dunning notices.
Automatic Dunning: Dunning Notices → Schedule Dunning Notice
Printout
In the “Schedule Print” dialog box, enter the following data:
Field Name or Data Type
Values
Start immediately
Output Device
LP01
Choose “Print”.
Display the printed dunning notices on the screen.
Choose System → Services → Output Control.
Choose “Execute”.
Select the dunning notice.
Choose Spool Request → Display.
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Task 6:
Now check that the dunning data has been updated in the customer line items.
1.
Choose “Refresh” in the screen with the open customer items to view the
updated dunning information.
a)
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Account → Display/Change Line Items
Field Name or Data Type
Values
Customer
Your customer
Company code
AC##
Open Items at Key Date
Today
Choose “Execute”.
Hint: You can select the “dunning dates” layout to display the
dunning information.
Choose Dunning Data or: Settings → Display Variant →
Choose.
Note: You have executed a dunning run and created dunning
notices. You have also displayed the updated data in the
customer account.
Task 7:
Optional:
If there is time, feel free to complete this task.
1.
Post two additional customer invoices. Make sure to date them at least
6 months in the past.
a)
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Invoice
When prompted, enter your company code AC## and choose “Enter”.
Field Name or Data Type
Values
Basic Data
Customer
Your customer
Invoice Date
6 months ago
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Lesson: Printing Dunning Notices
Posting date
6 months ago
Amount
200 000
Currency
EUR
Calculate Tax
Tax Code
0O
Items
G/L Account
800200
D/C
Credit
Amount in Document Currency
200 000
Tax Code
0O
Hint: Confirm the warning message about the posting dates.
Choose Document → Simulate.
Check the document. Double-click a line item to view or change line
item details.
Choose “Post” to save the document.
Document number:
Repeat the steps above to post an additional customer invoice for
EUR 40,000.
Document number: _________________
2.
Run the dunning program again one month in the future.
a)
Run the dunning program again one month in the future.
Follow the same steps as you did in exercises 7-2 and 3. Make sure to
set the run date to one month in the future. The invoice dunned at level
1 in the first dunning run will then be dunned at level 2.
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3.
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Block one of the invoices in the dunning proposal.
a)
Block one of the invoices in the dunning proposal. Choose “Change” in
the dunning status view.
Field Name or Data Type
Values
Run date
Accept the default value.
Identification
Accept the default value.
Account Type
C
Company code
AC##
Customer
Your customer
Choose “Execute”.
Enter “A” in the Dunning Block field for the invoice for EUR 40,000.
Choose “Copy”.
Choose “Save”.
Choose Back to return to the start screen. Schedule the dunning run as
you did in exercise 7-2.
4.
Check the customer's account and take a look at the updated dunning
information.
a)
Check the customer's account and take a look at the updated dunning
information.
Repeat the steps in exercise 6.
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Lesson: Printing Dunning Notices
Lesson Summary
You should now be able to:
•
Start the print run of the dunning program
•
Explain the criteria that are used to group items in dunning notices
•
Describe the structure of the dunning form
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Unit Summary
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Unit Summary
You should now be able to:
•
Describe the dunning process in the SAP System
•
Describe the structure of the dunning program configuration
•
Configure the automatic dunning program
•
Explain the purpose of dunning parameters
•
Enter the parameters for a dunning run
•
Describe how the dunning program creates the dunning proposal dataset
•
Edit the dunning proposal created by the dunning program
•
Start the print run of the dunning program
•
Explain the criteria that are used to group items in dunning notices
•
Describe the structure of the dunning form
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Unit 4
Correspondence
Unit Overview
The options for creating correspondence using the SAP System are presented.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
List the different correspondence requirements
Localize the setting options for the standard correspondence in the IMG
Set up your own correspondence
Request correspondence
Unit Contents
Lesson: Correspondence – Overview........................................200
Lesson: Correspondence Types ..............................................203
Exercise 14: Correspondence ............................................209
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Lesson: Correspondence – Overview
Lesson Overview
This lesson explains the options for creating correspondence in the SAP System.
Lesson Objectives
After completing this lesson, you will be able to:
•
List the different correspondence requirements
Business Example
Every day, your company needs different types of correspondence. These are
mapped in the system by means of correspondence types. You want to automate
your correspondence as much as possible. But you would also like to be able to
create specific correspondence types for your customers when needed.
Figure 81: Correspondence: Overview
There are various types of correspondence in the system:
Periodic correspondence is triggered by specifications made in the master record,
such as invoices and account statements. The interval (weekly, monthly, and so
on) is specified in the customer/vendor master record.
You can create correspondence online when you process payments manually and
from the line item display.
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Lesson: Correspondence – Overview
In Customizing, you can configure appropriate correspondence for certain
postings, such as payment differences.
The correspondence creation process comprises the following steps:
1st Step: Request the required correspondence. Here, the system initially only
notes internally which correspondence types are to be created.
2. Step: The requested correspondence types are printed. Typically,
correspondence is printed automatically with a particular frequency, for example,
dunning letters, account statements, and so on. In certain cases, it is possible to
print certain correspondence types individually and on demand.
The print request is sent to the spool system. Following this, the correspondence is
printed on the selected printers.
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Lesson Summary
You should now be able to:
•
List the different correspondence requirements
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Lesson: Correspondence Types
Lesson: Correspondence Types
Lesson Overview
This lesson discusses how correspondence types work and how they are
configured.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Localize the setting options for the standard correspondence in the IMG
Set up your own correspondence
Request correspondence
Business Example
You want to use the standard SAP correspondence types but also be able to create
and use your own.
Figure 82: What is a Correspondence Type?
A correspondence type represents a type of letter in the system. You have to create
a correspondence type for every type of letter you need.
The correspondence types can be selected by the user when processing business
transactions or are used automatically according to rules defined by the user or the
system.
You can use the standard correspondence types. However, if you want to
make changes to them, copy the desired correspondence type and change the
new correspondence type accordingly. This is necessary because the standard
correspondence types could be overwritten with the next release.
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Figure 83: Correspondence Type Components
The following data is necessary for the different types of correspondence:
Correspondence
Required Data
Payment notices
document number
Bank statements
Account number and date
Bill of exchange charges statements
document number
Internal documents
document number
Individual letters
Account number
Document extracts
Document number
This data is either entered manually by the user or determined automatically by
the system after the user has selected the relevant correspondence type.
Data from several different company codes can be combined in one letter.
Select the Cross Company checkbox in the correspondence type and assign the
company codes to correspondence company codes in the IMG. You can use the
following correspondence types across company codes: payment notices, account
statements, bill of exchange charges statements, internal documents, individual
letters, and document extracts.
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Lesson: Correspondence Types
Figure 84: Printing Correspondence
A suitable print program and selection variant are defined for each correspondence
type. The selection variant is used to print the requested correspondence.
Correspondence
Print Program
Payment notices
RFKORD00
Bank statements
RFKORD10
Bill of exchange charges statements
RFKORD20
Internal documents
RFKORD30
Individual letters
RFKORD40
Document extracts
RFKORD50
Customer statements
RFKORD11
You can distinguish your specifications by company code. This is usually
necessary for companies with several company codes, since you also enter the
printer on which you want your correspondence to be issued in the selection
variant.
In a further step, you define the SAPscript form that is used by the program to
create the correspondence. A correspondence type can have several different
form letters. The individual forms are distinguished by their form ID. This ID is
assigned to the selection variant to make sure that the right letter is printed. You
can change these forms to add your company logo, address, and an additional
text if necessary.
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Figure 85: Linking Correspondence Types to Transactions
Here, you specify which correspondence types can be used in conjunction with
various online functions. The selections you make here will influence your choice
of forms that are available during online processing.
For example, payment notices can only be selected for payment transactions,
account statements can be selected in document entry, payment processing,
document display/change, and account editing (balance display and line item
processing), and so on.
Make your specifications dependent on the company code. If no entry exists for a
company code, the correspondence types specified without a company code are
offered.
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Lesson: Correspondence Types
Figure 86: Linking Correspondence Types and Reason Codes
For the different tolerance groups for your business partner, you specify the default
correspondence type in cases of payment differences.
If you want to always issue the same type of correspondence, enter the
correspondence type in the Message Required field. If you want to choose the
correspondence type during payment settlement, leave the field blank.
If you are using different types of correspondence depending on the reason code,
select the According to Reason Code checkbox. On the reason code screen, you
then define the correspondence type for each reason code. For example, in cases
where your customer short pays an invoice without explanation, you can follow up
with a letter requesting the explanation using the MD, Miscellaneous Deduction
reason code and a specific correspondence type.
A payment notice is only created according to reason code as long as all of the
reason codes carry the same correspondence type. If reason codes occur with
different types of payment notices, the type of payment notice defined for the
tolerance group is sent. In this way, you should cover all types of reason codes.
If reason codes occur without allocated payment notices, the system again uses the
tolerance group to determine the type of payment notice.
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Figure 87: An Example of Linking Correspondence Types and Reason Codes
Assume that the tolerance group correspondence is SAP01 and your customer
makes a partial payment after a delay of two months. When you process this
incoming payment manually, you create a residual item with a reason code and
request correspondence type SAP01, payment notice.
After your correspondence request is created, you post the document.
Next, you maintain your correspondence request, that is, you print your
correspondence request and the system generates your letter using your customer’s
master data and line item information.
However, if a document has several line items, some of the line items may have
different reason codes and associated correspondence types. In this case, the
automatic payment notice cannot be sent according to the reason code because the
system does not know which correspondence type to choose. As a result, it uses the
payment notice assigned to the tolerance group, independent of the reason codes.
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Lesson: Correspondence Types
Exercise 14: Correspondence
Exercise Objectives
After completing this exercise, you will be able to:
•
Localize Customizing for the standard correspondence
•
Set up your own correspondence
•
Request correspondence for the application component
•
Evaluate correspondence
•
Send periodic account statements.
Business Example
Every day, your company uses different types of correspondence. You want to
automate your correspondence as much as possible. However, you also want to
be able to maintain individual correspondence with your customers. You want to
send a periodic account statement to your customer.
Task 1:
Create your own correspondence type.
1.
In company code AC##, create your own correspondence type ZAP##. Make
entry of an account number required when creating correspondence, . It
should be a correspondence type for individual text entry.
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Task 2:
Reinforce your understanding of correspondence and the print programs.
1.
Question:
In order to print your individual text, you need the right print report. Where
would you find this information in the SAP System and what is the name
of the print program?
Menu path for information in Customizing:
Print program:
Task 3:
Assign the print program to your new correspondence type.
1.
Enter the existing print report variant SAP10 and the standard text
F140_IND_TEXT in Customizing for company code AC## and assign a
program to your correspondence type.
Task 4:
Next, specify when the new correspondence type can be called up.
1.
In the IMG under Call Options, make sure you can enter your individual text
as correspondence when documents are created and displayed.
Task 5:
A credit memo is posted. Correspondence should be requested in the same step.
1.
Post a credit memo for EUR 100 in company code AC## for your customer
with tax code 1O and revenue account 800200.
Task 6:
Request correspondence from the document display screen.
1.
Request your individual correspondence when displaying the posted
document.
Continued on next page
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Lesson: Correspondence Types
Task 7:
Request the correspondence.
1.
Now edit your request by choosing your correspondence with your user and
placing it in the spool file.
Task 8:
Check the print output.
1.
Check your “ready to print” correspondence in the spool file.
Task 9:
It is the end of the period and you want to send the account statement to your
customer.
2006/Q2
1.
You have to make sure that your customer will be included in the monthly
run. Check the customer master data and make any necessary changes.
2.
You are now ready to run the monthly account statement for your customer.
© 2006 SAP AG. All rights reserved.
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TFIN50_2
Solution 14: Correspondence
Task 1:
Create your own correspondence type.
1.
In company code AC##, create your own correspondence type ZAP##. Make
entry of an account number required when creating correspondence, . It
should be a correspondence type for individual text entry.
a)
Create your own correspondence.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Correspondence → Define Correspondence Types
Choose “New Entries”:
Field Name or Data Type
Values
Correspondence
ZAP##
Correspondence Type:
Definable text for group ##
“Acct required”
Select
“Indiv. text”
Select
Choose “Save”.
In the “Prompt for Workbench Request” dialog box, choose Create
Request.
As the short description, enter “Create correspondence”.
Choose Save and continue.
Continued on next page
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Lesson: Correspondence Types
Task 2:
Reinforce your understanding of correspondence and the print programs.
1.
Question:
In order to print your individual text, you need the right print report. Where
would you find this information in the SAP System and what is the name
of the print program?
Menu path for information in Customizing:
Print program:
Answer: Print report
Menu path for information in Customizing:
IMG: Financial Accounting → Financial Accounting Global Settings →
Correspondence → Assign Programs for Correspondence Types
Double-click correspondence type: SAP 10.
Print program: RFKORD40
Task 3:
Assign the print program to your new correspondence type.
1.
Enter the existing print report variant SAP10 and the standard text
F140_IND_TEXT in Customizing for company code AC## and assign a
program to your correspondence type.
a)
Assign a program to your correspondence type
IMG: Financial Accounting → Financial Accounting Global Settings
→ Correspondence → Assign Programs for Correspondence Types
Choose “New Entries”:
Field Name or Data Type
Values
Company code
AC##
Correspondence
ZAP##
Name of Print Program
RFKORD40
Name of Variant
SAP10
Text
F140_IND_TEXT
Choose “Save”.
Ignore the warning message.
Continued on next page
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Task 4:
Next, specify when the new correspondence type can be called up.
1.
In the IMG under Call Options, make sure you can enter your individual text
as correspondence when documents are created and displayed.
a)
Individual text
IMG: Financial Accounting → Financial Accounting Global Settings
→ Correspondence → Define Call-Up Functions
Choose “New Entries”:
Field Name or Data Type
Values
Company code
AC##
Correspondence Type
ZAP##
Document Entry Field “DocEnt”
Select
Document Display Field
“DocDsp”
Select
Choose “Save”.
Continued on next page
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Lesson: Correspondence Types
Task 5:
A credit memo is posted. Correspondence should be requested in the same step.
1.
Post a credit memo for EUR 100 in company code AC## for your customer
with tax code 1O and revenue account 800200.
a)
Credit memo posting
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Credit Memo
Field Name or Data Type
Values
Company code
AC##
Customer
<Your customer>
Doc. date
<Today's date>
Posting date
<Today's date>
Amount
100
Currency
EUR
“Calculate Tax”
Select
Tax Code
1O
G/L Account
800200
D/C
Debit
Amount
100
Tax Code
1O
To enter your requirements, choose Environment → Correspondence.
Choose Enter.
(Enter a text between &SGDH& and &MFG&.)
Choose “Save”.
Choose “Back”.
.
Choose “Post”.
Continued on next page
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Task 6:
Request correspondence from the document display screen.
1.
Request your individual correspondence when displaying the posted
document.
a)
Individual correspondence request
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document → Display
Field Name or Data Type
Values
Document number
Your document number
Company code
<AC##>
Fiscal year
<Current year>
Choose “Enter”.
In the document overview, choose:
Environment → Correspondence.
Field Name or Data Type
Values
Company code
AC##
Customer
<Your customer>
Choose “Enter”.
Enter your text.
Save and exit your correspondence.
Choose “Save”.
Continued on next page
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Lesson: Correspondence Types
Task 7:
Request the correspondence.
1.
Now edit your request by choosing your correspondence with your user and
placing it in the spool file.
a)
Edit your request.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Periodic Processing → Print Correspondence
→ As per Requests
Field Name or Data Type
Values
Company code
AC##
User
<Your user ID>
Choose “Execute ”
Confirm the dialog box with yes and enter LP01 as the output device.
Task 8:
Check the print output.
1.
Check your “ready to print” correspondence in the spool file.
a)
Check your correspondence in the spool file.
Choose System → Own Spool Requests.
Select your correspondence and choose Display (glasses).
Continued on next page
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Unit 4: Correspondence
TFIN50_2
Task 9:
It is the end of the period and you want to send the account statement to your
customer.
1.
You have to make sure that your customer will be included in the monthly
run. Check the customer master data and make any necessary changes.
a)
Bank statement
Check the customer master data
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Master Records → Change
Field Name or Data Type
Values
Customer
Your customer
Company code
<AC##>
Choose “Enter”.
Choose the “Company Code” pushbutton.
Choose the “Correspondence” tab page.
Field Name or Data Type
Values
Bank Statement
2 (monthly account statement)
Choose “Save”.
Continued on next page
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Lesson: Correspondence Types
2.
You are now ready to run the monthly account statement for your customer.
a)
Monthly account statement run
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Periodic Processing → Print Correspondence
→ Periodic Account Statements
Field Name or Data Type
Values
Company code
AC##
Account Type
C
Account
Your customer
Indicator in Master Record
2
Key Dates for Acct Statement
Today
Correspondence
SAP06
Choose “Execute”.
Confirm any information messages and answer Yes to the query about
issuing the request.
Enter LP01 as the output device.
Your account statement has been sent to the output controller. You can
now call up the output controller from any screen as follows:
Choose System → Own Spool Requests.
Select your report and choose “Display” (glasses).
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Lesson Summary
You should now be able to:
•
Localize the setting options for the standard correspondence in the IMG
•
Set up your own correspondence
•
Request correspondence
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Unit Summary
Unit Summary
You should now be able to:
•
List the different correspondence requirements
•
Localize the setting options for the standard correspondence in the IMG
•
Set up your own correspondence
•
Request correspondence
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Unit Summary
222
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 5
Interest Calculation
Unit Overview
This unit discusses the interest calculation procedure.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
Explain the basic options for calculating interest
Explain the differences between account balance interest calculation and
item interest calculation
Identify data required for interest calculation
Configure the SAP System to perform interest calculation
Run the interest calculation program
Unit Contents
Lesson: Fundamentals of Interest Calculation ..............................224
Lesson: Configuring Interest Calculation ....................................226
Exercise 15: Interest Calculation Data ..................................233
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Unit 5: Interest Calculation
TFIN50_2
Lesson: Fundamentals of Interest Calculation
Lesson Overview
This lesson first discusses the fundamentals of interest calculation.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Explain the basic options for calculating interest
Explain the differences between account balance interest calculation and
item interest calculation
Business Example
The accountant responsible for reconciling bank accounts has requested a means
to verify interest charged by banks.
Figure 88: Types of Interest Calculation
There are two kinds of interest calculation in the SAP System:
•
•
224
Account balance interest calculation is applied to the entire balance of
a G/L or customer account using a specific interest rate over a specified
period of time.
Interest on arrears is applied to individual items in accounts receivable or
accounts payable. A certain interest rate is applied to those items that are still
open or unpaid at a specified date.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Fundamentals of Interest Calculation
Lesson Summary
You should now be able to:
•
Explain the basic options for calculating interest
•
Explain the differences between account balance interest calculation and
item interest calculation
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225
Unit 5: Interest Calculation
TFIN50_2
Lesson: Configuring Interest Calculation
Lesson Overview
This lesson presents the options for configuring interest calculation.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Identify data required for interest calculation
Configure the SAP System to perform interest calculation
Run the interest calculation program
Business Example
The accountant responsible for reconciling bank accounts has requested a means
to verify interest charged by banks.
Interest Calculation Configuration
•
•
•
•
•
Interest Calculation Indicator
General terms
Time-based terms
Interest rates
Account Determination
Configuring the interest programs involves defining settings in five areas:
Interest calculation types define basic parameters used to calculate the interest. To
calculate interest for an account (G/L, customer, vendor), the master data for this
account must contain the appropriate interest calculation indicator.
General terms specify further parameters about how each interest calculation
indicator works.
Time-based terms set validity dates and relationships to interest rates.
Account determination establishes the accounts to which the results of an interest
calculation are posted (if necessary).
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Lesson: Configuring Interest Calculation
Figure 89: Interest Calculation Indicator
Interest calculation indicators establish basic parameters for the SAP System to
use when calculating interest. Note that each interest calculation indicator must be
assigned an interest calculation type, which specifies whether it is used for account
balance interest calculation or item interest calculation.
Every account for which the SAP System will calculate interest must have an
interest indicator in its master record.
The system requires a separate interest calculation indicator for each combination
of interest calculation frequency, calendar type, currency, interest rate, and so on.
Figure 90: General Terms
General terms set financial parameters for each interest calculation indicator.
For example, each indicator uses a specific calendar type that governs the interest
basis and period used to calculate interest.
Other general terms control maximum / minimum limits on interest postings,
blocks on outgoing payments, payment terms, and forms.
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Unit 5: Interest Calculation
TFIN50_2
Figure 91: Time-Dependent Interest Terms
Time-dependent interest terms differ from general terms in that they have validity
dates.
The time-dependent terms include, for example, the reference interest rate used
in the interest calculation, and the premium (or spread) above this reference rate.
If the 3-month LIBOR (London Interbank offered rate) rate is entered as the
reference interest rate and a premium of 3.00% is entered, then, with a LIBOR rate
of 3.75%, the interest calculation rate is equal to 6,75 %. If no reference interest
rate is entered, the premium rate alone (in this case 3%) is used in the calculation.
The Amount From field specifies that the rate(s) apply only to balances above a
certain dollar amount. In conjunction with the sequence numbers, SAP System
users can use this function to build staggered interest rates, where the interest on
balances up to a certain amount is calculated at one rate, and that on balances
above this amount is calculated at a different one.
Figure 92: Reference Interest Rates
The SAP System allows the user to set up reference interest rates. In addition to
the interest calculation indicators, you can enter long and short text descriptions,
an effective date, a currency, and a financial center.
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Lesson: Configuring Interest Calculation
Figure 93: Reference Interest Rates: Values
Reference
Short Text
Valid from
Interest Rate
LIB_6_EUR
Libor 6 Month
01.08.2002
3,4265000
LIB_3_EUR
Libor 3 Month
01.10.2002
3,1825000
For each reference interest rate, a value and a validity date are entered periodically.
Each rate value remains effective until a new validity date is entered.
Figure 94: Account Determination
Account determination in the SAP System starts with predefined business
transactions, which are accessed when the user runs the interest calculation
programs.
•
Transaction 1030 in the example above occurs if the user wants to calculate
the interest for a certain period and debit the account for which interest is
calculated.
When the business transaction is combined with optional modifiers such as the
company code and interest calculation indicator, the system determines posting
keys and account symbols.
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TFIN50_2
Account symbols, when combined with modifiers such as the chart of accounts
and currency, refer to G/L (or vendor or customer) accounts where the interest
transactions are posted. Account symbols allow companies with different charts of
accounts and currencies to use the same business transactions.
Example: Business transactions
•
•
•
•
•
•
•
•
Only one business transaction is relevant per account – 1000 Interest earned
posting – 2000 Interest paid posting
“Splitting” is activated in the report selection screen. Two business
transactions can be displayed:
1010 Minus debit interest date in the past. Separate negative postings for a
period for which
2010 credit minus interest date in the past – Interest was already calculated.
1020 (plus) debit interest date in the past. Separate negative postings for a
period,
2020 (Plus) credit interest date in the past for which the interest rate has
already been calculated
1030 Interest calculation period Debit interest Separate Postings for selected
periods
2030 Interest calculation period credit interest
Figure 95: Running the Interest Calculation
230
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Lesson: Configuring Interest Calculation
There are different ways to calculate interest:
•
Item interest calculation (calculate interest on arrears):
–
–
–
•
Calculate interest on cleared items only and post the interest
Calculate interest on open and cleared items and post the interest
Calculate interest on open and/or cleared items without posting the
interest
Account balance interest calculation
Limit the number of accounts included in the interest calculation by entering
intervals or individual values for the chart of accounts, account number, company
code, interest calculation indicator, and business area. Generally, only accounts
with an interest calculation indicator in the master record and that are managed
with line item display are included.
You can also enter the interest calculation period, date of last interest run, and
other options.
The program displays an interest scale for each account. You can use the
summarization level to determine the degree of detail of the interest scale.
To monitor the interest calculation run (or for troubleshooting purposes), you can
have the system create a log. Limit the log to a few G/L accounts because the
printout can be lengthy.
Run the program as a background job. Set the Post interest settlements indicator
so that the interest is posted automatically.
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Unit 5: Interest Calculation
232
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Configuring Interest Calculation
Exercise 15: Interest Calculation Data
Exercise Objectives
After completing this exercise, you will be able to:
•
Describe the interest calculation function in the SAP System
•
Explain how to configure the system to calculate interest correctly and post
the results to the appropriate accounts.
Business Example
The accountant responsible for reconciling bank accounts has requested a means
to verify interest charged by banks. He has asked you to provide a demonstration
to show that the SAP System can meet his requirements.
Task 1:
True or false?
1.
Account master data must contain an interest calculation indicator for
interest calculation to take place.
Determine whether this statement is true or false.
□
□
2.
True
False
On a given account, the SAP System cannot charge different interest rates
based on the dollar amounts of balances or items.
Determine whether this statement is true or false.
□
□
3.
True
False
You can configure the SAP System to calculate interest for customers or
vendors that owe you money. You cannot calculate interest, however, if you
owe your business partner money.
Determine whether this statement is true or false.
□
□
True
False
Continued on next page
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Unit 5: Interest Calculation
TFIN50_2
Task 2:
Review the interest calculation functions and Customizing for interest calculation.
1.
Name the two kinds of interest calculation the SAP System offers.
2.
What information do you need to create a new interest calculation indicator?
Task 3:
Understand account determination for interest calculation.
1.
What posting key is used for debit postings for business transaction 1030
(interest calculation period debit interest), in company code 1000, interest
indicator 01?
2.
Credit postings?
Continued on next page
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Lesson: Configuring Interest Calculation
3.
What account symbol receives the debit posting?
4.
What account symbol receives the credit posting?
5.
To determine the G/L accounts the SAP System posts to for this transaction,
what other information do you need to know?
6.
Enter INT as the chart of accounts. To which account is the debit entry
posted?
7.
To which account number is the credit entry posted?
Continued on next page
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Unit 5: Interest Calculation
8.
236
TFIN50_2
What is the name of the account in 7, that is, the name of the account to
which the credit entry is posted?
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Configuring Interest Calculation
Solution 15: Interest Calculation Data
Task 1:
True or false?
1.
Account master data must contain an interest calculation indicator for
interest calculation to take place.
Answer: True
2.
On a given account, the SAP System cannot charge different interest rates
based on the dollar amounts of balances or items.
Answer: False
3.
You can configure the SAP System to calculate interest for customers or
vendors that owe you money. You cannot calculate interest, however, if you
owe your business partner money.
Answer: True
Task 2:
Review the interest calculation functions and Customizing for interest calculation.
1.
Name the two kinds of interest calculation the SAP System offers.
Answer: Account balance interest calculation and item interest calculation
(interest on arrears)
2.
What information do you need to create a new interest calculation indicator?
Answer: A two-character interest indicator and an interest calculation type.
A name for the interest calculation indicator is useful but not mandatory.
Continued on next page
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Unit 5: Interest Calculation
TFIN50_2
Task 3:
Understand account determination for interest calculation.
1.
What posting key is used for debit postings for business transaction 1030
(interest calculation period debit interest), in company code 1000, interest
indicator 01?
Answer: IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Interest Calculation → Interest Posting
→ A/R: Balance Interest Calculation
01 (just find business transaction 1030 - the other variables are wildcards
and the answer works for all values.)
2.
Credit postings?
Answer: 50 (see 1)
3.
What account symbol receives the debit posting?
Answer: 1000 – Customer
4.
What account symbol receives the credit posting?
Answer: 0015 – Interest period earned
5.
To determine the G/L accounts the SAP System posts to for this transaction,
what other information do you need to know?
Answer: You need the chart of accounts used. When you select accounts,
the system prompts you to enter the chart of accounts.
6.
Enter INT as the chart of accounts. To which account is the debit entry
posted?
Answer: It is reposted to the account that interest was calculated for. This
is indicated in the same row as the symbol 1000 and the row with the plus
“+” sign.
7.
To which account number is the credit entry posted?
Answer: 273100 – Entry opposite symbol 0015
8.
What is the name of the account in 7, that is, the name of the account to
which the credit entry is posted?
Answer: Interest income
Choose Accounting → Financial Accounting → General Ledger → Master
Records → G/L Accounts → Individual Processing → Centrally.
Enter the account number and company code. Choose Enter.
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2006/Q2
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Lesson: Configuring Interest Calculation
Lesson Summary
You should now be able to:
•
Identify data required for interest calculation
•
Configure the SAP System to perform interest calculation
•
Run the interest calculation program
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239
Unit Summary
TFIN50_2
Unit Summary
You should now be able to:
•
Explain the basic options for calculating interest
•
Explain the differences between account balance interest calculation and
item interest calculation
•
Identify data required for interest calculation
•
Configure the SAP System to perform interest calculation
•
Run the interest calculation program
240
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 6
Country Specifics
Unit Overview
This unit is only included in the standard course in certain countries (America).
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
Explain the documents involved in check processing
Create a check manually
View check information
Void checks
Use void check reason codes
Explain the flow of data in the lockbox process
Explain the components of the process
Review the configuration of lockbox program
Unit Contents
Lesson: Check Management..................................................242
Exercise 16: Check Management ........................................249
Lesson: Lockbox ................................................................261
Exercise 17: Lockbox ......................................................271
2006/Q2
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241
Unit 6: Country Specifics
TFIN50_2
Lesson: Check Management
Lesson Overview
This lesson is included in the standard course in certain countries only (USA).
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
•
Explain the documents involved in check processing
Create a check manually
View check information
Void checks
Use void check reason codes
Business Example
What internal auditors have requested
•
•
A reason must be given for every check that was voided
They also requested that every check be listed. Staff accountants want to be
able to view check information to determine when checks were cashed.
Check Management
•
•
242
Process checks
Void checks
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Check Management
Figure 96: Check management
You can only print checks in the SAP System if the system contains a payable,
such as an invoice.
The payment process creates a payment document that records the payment of the
payable and clears the open invoice.
The check and payment document are created in two separate steps. When the
check is created, the check number, bank information, and the check recipient are
printed on both the payment document and the open invoice.
If errors are made, users must decide whether to reprint or void the check, or
whether to void and reverse the check and the payment document.
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Unit 6: Country Specifics
TFIN50_2
Figure 97: Payment Documents and Checks
There are three ways to pay an invoice in the SAP System:
•
•
•
244
With the automatic payment program: This program creates several
payment documents and checks automatically. This program is used to pay
several vendors at once.
With Post and print forms: This function creates individual payment
documents and checks. The user manually selects the invoices for payment.
You use this function to pay a specific vendor or invoice. Example: A
vendor comes by personally and asks for a check.
Post: Creates individual payment documents after the user has manually
selected the invoices for payment. As in the previous example, you use this
function to pay a vendor or a specific invoice using pre-printed checks that
are filled out manually or with a typewriter. Example: The check printer is
not working and your superior needs a check. In this case, you can fill out
the check on the typewriter. Later, go back into the SAP System to create
the payment document and then assign it a check number, since the check
was not created by the SAP System.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Check Management
Figure 98: Check information
This information is entered on the payment document and the invoice when a
check is created.
Figure 99: Voiding Checks and Reversing Payments
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Unit 6: Country Specifics
TFIN50_2
Checks can be voided before the print run if they are:
•
•
•
Accidentally damaged
Stolen
Destroyed
Checks can be voided after the print run if they are:
•
•
•
Not required because a cash payment is made instead
Torn during printing
Used for a test print
In each case, you have to decide whether the payment document needs to be
reversed. The system allows you to:
•
•
•
Reverse the check
Reverse the check then reverse the payment document separately
Reverse the check and the payment document simultaneously
Figure 100: Reasons for Voiding Checks
When you void a check, you have to specify a reason. The SAP System provides
standard reasons; however, you can also define your own. To do so, you have to
specify whether the void reason codes are used by the print program.
When you void a check, the payment document, original invoice, and check
register are updated. When you reverse a document, a new reversal document is
created.
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Lesson: Check Management
Figure 101: Check Register
The check register program RFCHKN00 is an ABAP program that is shipped
as standard with the system.
This program is a dynamic report that provides the following information:
•
•
•
•
All checks
Outstanding checks
Checks paid
Voided checks
You can run the report by:
•
•
2006/Q2
Payment run
Issue/creation/cashing date
© 2006 SAP AG. All rights reserved.
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Unit 6: Country Specifics
TFIN50_2
Figure 102: Checks Cashed Online
The cashed checks program is used to manually record checks that have been
cashed by the bank. This process can be carried out automatically using the
RFEBCK00 program with data supplied from the user's bank.
After notification is received that the check has been cashed, the RFEBCK00
program transfers the check amount from the check clearing account to the cash
account.
At the same time, the cashing date (date the check was cashed) is entered in the
payment document, original invoice, and check register.
The check clearing account is configured in the payment program and the cash
account is configured in the house bank. The check clearing account must use
open item management.
248
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Lesson: Check Management
Exercise 16: Check Management
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a check manually
•
Display check information online and with the check register
•
Void checks
Business Example
Internal auditors have stated that a void reason code must be specified for every
check.
Staff accountants want to be able to view check information to determine when
checks were cashed.
Task 1:
From time to time, vendors drop by the office and like to pick up their checks. Post
an invoice to your vendor account so that you can immediately pay them by check.
1.
Post an invoice to your vendor account using the expense account for office
supplies, 476000, as the offset.
2.
Create a manual check to give to your vendor.
Task 2:
Check the check register.
1.
Analyze the check register to review all of your check transactions.
Task 3:
The check that you just printed got stuck in the printer and was torn during the
rescue attempt!
1.
Void the original check (do not reverse the payment document).
2.
Try it again: Create a new check with a new check number.
3.
Check the check register to see these new transactions.
4.
Check your vendor line items to display the check information online.
Continued on next page
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Unit 6: Country Specifics
TFIN50_2
Task 4:
A long-time employee, who dabbles in forgery as a hobby, failed to get a
promotion. In retaliation, the employee stole all of the checks from the check run
and left on an extended vacation. Void the checks from the automatic payment run.
1.
Check the check register and make a note of the check number(s) from the
payment run.
2.
Create a new session to void the checks and print new ones for your vendors.
3.
Go back to the check register to check the new check transaction.
Task 5:
1.
Name the tree documents used in the payment process:
Task 6:
What methods can you use to create checks?
1.
Name two ways of creating a check. Can you name the check printing
program?
Task 7:
True or false?
1.
You can void a check without reversing the payment document.
Determine whether this statement is true or false.
□
□
2.
True
False
You can void a check and reverse the payment document at the same time.
Determine whether this statement is true or false.
□
□
3.
True
False
You can void a check and reverse the payment document and the vendor
invoice all at the same time.
Determine whether this statement is true or false.
□
□
250
True
False
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Check Management
Solution 16: Check Management
Task 1:
From time to time, vendors drop by the office and like to pick up their checks. Post
an invoice to your vendor account so that you can immediately pay them by check.
1.
Post an invoice to your vendor account using the expense account for office
supplies, 476000, as the offset.
a)
Pay a vendor with a manual check.
Post a vendor invoice.
SAP Easy access menu: Accounting → Financial Accounting →
Accounts Payable → Document Entry → Invoice
When prompted, enter your company code AC## and choose “Enter”.
Hint: Select the Tree Off button so that the document entry
window fills the entire screen.
Field Name or Data Type
Values
Basic Data
Vendor
Vendor##
Invoice Date
<Today's date>
Posting date
<Today's date>
Amount
5 000
Currency
EUR
Calculate Tax
Tax Code
0I
Items
G/L Account
476000
D/C
Debit
Amount in Document Currency
5 000
Tax Code
0I
Text
BAR-B-Q equipment
Cost Center
T-A20A##
Choose Document → Simulate.
Continued on next page
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Unit 6: Country Specifics
TFIN50_2
Check the document. Double-click a line item to view or change line
item details.
Choose “Post” to save the document.
Document number: _____________________________________
2.
Create a manual check to give to your vendor.
a)
Post a manual payment.
SAP Easy access menu: Accounting → Financial Accounting →
Accounts Payable → Document entry → Outgoing Payment → Post
+ Print Forms
Enter the following data:
Field Name or Data Type
Values
Company code
AC##
Payment method
C or S, as appropriate
House bank
<1000>
Check Lot Number
<1>
Printer for Forms
LP01
Choose “Enter Payments”.
Field Name or Data Type
Values
Doc. date
<Today's date>
Posting date
<Today's date>
Amount
5 000
Vendor
Vendor##
Choose “Process Open Items”.
Hint: All open items might have been selected for processing.
There are several ways of deactivating each item (except the
offsetting 5 000 invoice):
•
•
•
Double-click the (gross) amount of each item.
Choose “Select All” (in the lower part of the screen).
Then choose “Deactivate Items” to deactivate all the
items.
Continued on next page
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Lesson: Check Management
•
Double-click the amounts for the individual items that
you want to clear together.
Choose “Editing Options” to edit other business
transactions.
Then select “Selected Items Initially Inactive” so that
all the items are deactivated the next time you process
the transaction.
•
•
Note: To clear the discount, type in 0 (zero) in the “Cash
Discnt” field or double-click it.
Choose “Save”.
On the International Payment Medium – Check (without check
management), double-click “check” to display the “Output Control:
List of Spool Requests” screen.
Select your check and choose “Display contents” (eyeglasses) to view
your check on the screen.
Task 2:
Check the check register.
1.
Analyze the check register to review all of your check transactions.
a)
Analyze the check register.
SAP Easy access menu: Accounting → Financial Accounting →
Accounts Payable → Environment → Check information → Display
→ Check Register
Enter the following data:
Field Name or Data Type
Values
Paying Company Code
AC##
House bank
1000
Make a note of your check number:
______________________________
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Task 3:
The check that you just printed got stuck in the printer and was torn during the
rescue attempt!
1.
Void the original check (do not reverse the payment document).
a)
Void the check and issue a new one.
Void the check.
SAP Easy access menu: Accounting → Financial Accounting →
Accounts Payable → Environment → Check information → Void →
Issued Checks
Enter the following data:
Field Name or Data Type
Values
Paying Company Code
AC##
House bank
1000
Account ID
1000
Check Number
<Number from previous
exercise>
Void Reason Code
04 – Ripped during printing
Choose “Void”.
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Lesson: Check Management
2.
Try it again: Create a new check with a new check number.
a)
Issue a new check.
SAP Easy access menu: Accounting → Financial Accounting →
Accounts Payable → Environment → Check information → Create
→ Manual Checks
Enter the following data:
Field Name or Data Type
Values
Payment Document Number
Number from previous exercise
appears by default
Paying Company Code
AC##
Fiscal year
<Current year>
House bank
<1000>
Account ID
1000
Check Number
Add 1 to the check number you
entered for the check you just
voided.
Choose Save.
3.
Check the check register to see these new transactions.
a)
Check your check register to see the check transaction.
SAP Easy access menu: Accounting → Financial Accounting →
Accounts Payable → Environment → Check information → Display
→ Check Register
Enter the following data:
Field Name or Data Type
Values
Paying Company Code
AC##
House bank
1000
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4.
TFIN50_2
Check your vendor line items to display the check information online.
a)
Check your vendor line items to display the check information online.
Display the vendor line items:
SAP Easy access menu: Accounting → Financial Accounting →
Accounts Payable → Account → Display/change line items
Field Name or Data Type
Values
Vendor account
Vendor##
Company code
AC##
Line Item Selection
Select “All Items”.
Choose “Execute”.
Place your cursor on the payment document (line item with the
document type KZ).
Choose Environment → Check Information to check the check
information, that is, the check number, issuing bank, and so on.
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Lesson: Check Management
Task 4:
A long-time employee, who dabbles in forgery as a hobby, failed to get a
promotion. In retaliation, the employee stole all of the checks from the check run
and left on an extended vacation. Void the checks from the automatic payment run.
1.
Check the check register and make a note of the check number(s) from the
payment run.
a)
Void and reprint your checks from the automatic payment run.
Check the check register and make a note of the check number(s) from
the payment run.
SAP Easy access menu: Accounting → Financial Accounting →
Accounts Payable → Environment → Check information → Display
→ Check Register
Enter the following data:
Field Name or Data Type
Values
Paying Company Code
AC##
House bank
1000
Account ID
1000
Choose the “Further Selections” tab page.
Field Name or Data Type
Values
Checks from Payment Run
<Date of payment run>
Identification
##
Choose “Execute”. Note the check lot.
First check number
Last check number
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2.
TFIN50_2
Create a new session to void the checks and print new ones for your vendors.
a)
Create a new session to void the checks and print new ones.
Main SAP Menu: System → Create Session
Main SAP Menu: System → Services → Reporting
Field Name or Data Type
Values
Program
RFFOUS_C
Choose “With Variant”.
Field Name or Data Type
Values
Variant
Group ##
Choose “Enter”.
Field Name or Data Type
Values
Program Run Date
Date of payment run
Identification Feature
##
Scroll down to the bottom of the page.
Field Name or Data Type
Values
Void the checks printed in the
payment run and reprint them
Select this option
Check Number From/To
Enter the check lot.
Void Reason Code
07 - Stolen
Choose “Execute”.
3.
Go back to the check register to check the new check transaction.
a)
Go back to the check register to check the check transaction.
Use the key combination ALT + TAB to go to the check register
session, or follow the menu path in 1-4-1 and the selection criteria.
Choose “Execute” to display your check register. Notice the void
reason codes and the new check numbers.
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Lesson: Check Management
Task 5:
1.
Name the tree documents used in the payment process:
a)
Vendor invoice
b)
Payment document
c)
Checks
Task 6:
What methods can you use to create checks?
1.
Name two ways of creating a check. Can you name the check printing
program?
a)
Manual check
b)
Automatic payment program: RFFOUS_C or RFFOD__S
Task 7:
True or false?
1.
You can void a check without reversing the payment document.
Answer: True
2.
You can void a check and reverse the payment document at the same time.
Answer: True
3.
You can void a check and reverse the payment document and the vendor
invoice all at the same time.
Answer: False
Reversing the vendor invoice is a separate transaction from voiding the
check and reversing the payment document.
Result
You have just…
•
•
•
•
2006/Q2
analyzed the check register
created a check manually
voided and reprinted checks created manually and checks created in the
payment run
displayed the check information for your vendor's line items
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Lesson Summary
You should now be able to:
•
Explain the documents involved in check processing
•
Create a check manually
•
View check information
•
Void checks
•
Use void check reason codes
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Lesson: Lockbox
Lesson: Lockbox
Lesson Overview
This lesson is only included in the standard course in certain countries (America).
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Explain the flow of data in the lockbox process
Explain the components of the process
Review the configuration of lockbox program
Business Example
Management expects sales to double in the next two years following the launch of
a new product. In anticipation of greater cash receipts, you would like to move
from processing cash receipts manually to an automated solution.
Figure 103: Overview
A lockbox is a service that banks provide to facilitate the orderly collection and
processing of incoming payments. Instead of sending their payments to your
office, customers mail their payments and payment advice notes directly to a
central bank location, usually a post office box.
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Banks receive the payments and create a data file from the payment advice
information and payment amounts. The checks are then credited to your bank
account. The file is sent to you at regular intervals so that you can update your
books.
Depending on the services your bank offers, the lockbox file contains the
following information: Customer name and customer number in the SAP System,
customer MICR number (bank routing number and account number), check
amount, invoice number, payment date, payment amounts/deductions per invoice,
and reasons for deductions.
The advantages of using a lockbox include reducing processing time in your
accounting department, increasing cash flow, and cutting processing costs.
Figure 104: Capital Flow
Customers send their checks and payment advice notes to your lockbox.
The bank processes the checks, credits the amounts to your bank account, and
sends you a detailed file of the data along with a daily total.
The lockbox files are transmitted using various methods such as tapes, diskettes,
and direct dial-in and download.
The lockbox import program posts a general ledger entry to update the company's
cash position and creates a payment advice file from the bank input. The payment
advice note is compared with the customer's open items in accounts receivable
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Lesson: Lockbox
accounting. Matching items are cleared. Any checks that could not be fully
processed by the lockbox import process are then manually processed in the post
processing transaction.
Figure 105: EDI/ANSI Lockbox Data Flow
Customers send their payments to a lockbox. The bank collects the data and sends
an ANSI 823 message to the SAP user's EDI server. The server translates the
message using as standard EDI interface into an IDoc (intermediate document)
and sends it to the SAP server.
Once the message is received by the SAP server, the data is stored in the
FINSTA01 Lockbox table.
At the same time, a program is launched to perform the following tasks:
•
•
Save the check information in bank statement tables
Create payment advice notes containing the check details, such as the
payment amount, invoice numbers, and customer numbers
The lockbox program is executed and the payment advice notes are cleared against
open customer items. Any checks that could not be fully processed by the lockbox
process can be manually processed using the post processing transaction.
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Figure 106: Lockbox File Formats
The bank's data file usually follows the standard format in the banking industry:
BAI or BAI2. The BAI format provides basic data, such as the check number,
check amount, bank number, and invoice numbers. This format does not break
down the check amount into individual amounts per invoice.
The BAI2 format provides more detailed data, such as the payment and deduction
amount per invoice, and a reason code for the deduction. This usually increases
the success rate when clearing invoices automatically. Due to the additional data
provided, banks usually charge higher fees for producing this format. Note: The
two formats may vary slightly from bank to bank.
MICR numbers are standard numbers used by banks. MICR numbers are listed at
the bottom of the check and consist of two parts: The bank routing number (transit
number), that is, a number that identifies the bank uniquely, and the customer's
bank account number. Maintaining customer MICR information manually or
automatically enables incoming payments to be assigned more easily. This
information is entered in the customer's master record under bank details.
ANSI x.12 formats are transferred from the EDI subsystem to the SAP IDoc
interface.
In the SAP System, these formats are stored in the ABAP Dictionary as table
structures
•
•
264
BAI format: FLB01 - FLB09
BAI2 format: FLB24 - FLB26
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Lesson: Lockbox
Figure 107: Lockbox Posting Entries
The lockbox import program is usually configured to post a cash receipt to an
incoming payment account and an account for unassigned cash receipts. When
payment advice information is offset against open customer items, the open item
and the posting to the account for unassigned cash receipts are cleared.
Unassigned checks remain in the account for unassigned cash receipts and have to
be processed manually in a post processing transaction.
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Figure 108: Processing of Payment Advice Notes
A payment advice note contains detailed information on an incoming payment.
The level of detail in a payment advice note depends on the information provided
by the bank. The more detailed the bank information, the higher the success rate
in the automatic clearing run.
A payment advice note can include the following information: Customer's MICR
number (bank routing number and account number), check amount, invoice
number(s), payment date, payment amounts/deductions per invoice, and reasons
for deductions.
The lockbox import program uses the data from the payment advice note to
automatically search for and clear open customer items. The document number
on the payment advice note is compared with the document number of the
customer file containing the open items. This means that items can only be cleared
automatically if the data in the payment advice note is correct.
Once the check has been assigned or partially assigned, the payment advice
note is deleted from the system after it has been processed. If the check was not
processed or a payment on account was made, the payment advice note is kept
for further processing.
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Lesson: Lockbox
Figure 109: Postprocessing: Check Status
The post processing function checks the status of the checks that were assigned in
the lockbox function. You have to manually clear every check that do not balance
open items, or that were not assigned to a customer account. Checks can have four
statuses: assigned, partially assigned, on account, not processed.
The lockbox overview screen shows the number of checks in each category.
Depending on the status of the check, the user decides what has to be done to
assign it.
If the bank entered the wrong invoice number, for example, the lockbox import
program posts the payment on account. When you post process the check, you
call up the payment advice note and correct the document number. When you
save your changes, the post processing function clears the open items, deletes the
payment advice note, and sets the check status to assigned.
Checks that are only partially assigned may require further processing: For
example, you receive a check for five invoices, but one of the invoices was
entered incorrectly. The first four invoices would then be cleared. The payment
amount for the fifth invoice would be placed on account and would have to be
post processed to clear it.
Payments that cannot be identified either from the customer's MICR number or
the document number remain unprocessed. Once the payment has been tracked
and the customer and invoice identified, it can be assigned during post processing.
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Figure 110: Control Parameters
You specify the import format on the Autocash Control Parameters screen. SAP
supports the BAI, BAI2, and ANSI/IDOC (for customers using version 4.0)
formats. You also specify the type of postings the lockbox program generates.
These control parameters are required to import the lockbox file sent by the bank.
The lockbox file consists of individual data records. The lockbox primarily uses
data record types 6 and 4:
•
•
•
Type 6 data records contain the bank MICR number, check number, amount,
and invoice numbers at the end of the record.
Type 4 records serve as an overflow record for additional invoices being
paid by the same check.
BAI format: Specify the length of the document numbers (10 in the standard
SAP System) and the number of document numbers in record types 6 and 4
of the BAI file. Your bank must confirm this format information.
BAI2 format: You do not have to specify the length of the document numbers or
the number of document numbers in data record types 6 and 4. This is because the
BAI2 file is constructed in such a way that each document number is contained
in a different type 4 data record with the corresponding payment and deduction
amounts. Your bank must confirm this format information.
ANSI data delivered to the IDoc interface supports data segments for lockbox,
check, and advice note data. This data can be accessed by means of the IDoc type
FINSTA01 with the logical message type LOCKBX.
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Lesson: Lockbox
Figure 111: Posting Data
In the Posting Data for Autocash with Lockbox screen, specify the owner of the
lockbox and the types of postings generated.
You specify the lockbox bank data: The company code that owns the lockbox, the
bank and account from which the data originates, and the general ledger accounts
for the postings.
You specify additional posting parameters: The document types that are used to
create the posting documents, and the posting keys.
Figure 112: Lockbox Import Program
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In the Main Lockbox Program screen, you specify where the lockbox data is stored
and how it is to be processed. You specify the file name, the format of the input
records, and how the payment amounts are to be cleared against the open items.
Invoice numbers: Invoice numbers can be defined as the document number or
the reference number. Depending on how you have defined the “invoice numbers”
for your company, you can choose how the system assigns open items: Via
document number, reference number, document number first and then the invoice
number, or vice versa.
Enhanced invoice checking: This function checks whether all of the invoice
numbers belong to the same customer or group of customers (corporate group).
Additional account assignments: If necessary, you can add a value date, business
area and/or profit center if you want to assign these values to all line items for
bank accounts and sub-accounts, for every check in the lockbox file.
Hint: When you run the lockbox program, the customer tolerances
established in FI are checked to determine if the difference “is too large
for clearing”. These tolerances contain a setting that determines whether
the system clears the open item or places it on account.
Hint: If a payment in BAI2 or EDI format has a reason code that is
configured for automatic write-off, the item is cleared and the payment
difference is written off.
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Lesson: Lockbox
Exercise 17: Lockbox
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge of using and configuring the lockbox
Business Example
Management expects sales to double in the next two years following the launch of
a new product. In anticipation of greater cash receipts, you would like to move
from processing cash receipts manually to an automated solution.
Task:
Reinforce your understanding of the lockbox.
1.
What is a lockbox?
2.
What are payment advice notes used for in the lockbox process in the SAP
System?
3.
List the four statuses that a check can have.
4.
You have to maintain customer bank details manually in the master record to
ensure that as many incoming payments are assigned as possible.
Determine whether this statement is true or false.
□
□
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True
False
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Solution 17: Lockbox
Task:
Reinforce your understanding of the lockbox.
1.
What is a lockbox?
Answer: A lockbox is a service provided by banks to speed up the collection
and processing of incoming payments. Customers send their payments and
payment advice notes to the lockbox. The bank then provides you a data file
containing the payer, payment amount, and (depending on the agreement
with your bank) other details.
2.
What are payment advice notes used for in the lockbox process in the SAP
System?
Answer: A payment advice note contains detailed information on an
incoming payment. It may include the following information: Customer's
MICR number (bank routing number and account number), check amount,
invoice number(s), payment date, payment amounts/deductions per invoice,
and reasons for deductions.
The lockbox program uses the information in the payment advice note to
clear open items on the customer’s account.
3.
List the four statuses that a check can have.
Answer: 1. Assigned:
The check has cleared all the specified documents.
No further processing is required.
2. Partially assigned (BAI2 or ANSI x.12)
The check has cleared one or more of the specified documents and any
remaining difference was posted on account. Further processing/checks
may be required.
3. On account
The customer was identified by the MIRC number.
No documents were identified.
The full check amount is posted to the customer’s account for further
processing with a payment advice note.
4. Not processed
The customer could not be identified by the bank information or document
numbers.
The check amount remains in a clearing account for unassigned incoming
payments. The check is processed further after the customer is identified.
Continued on next page
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Lesson: Lockbox
4.
You have to maintain customer bank details manually in the master record to
ensure that as many incoming payments are assigned as possible.
Answer: False
When you configure the lockbox, you can create a batch input session to
update new or missing bank details in the customer master records.
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Lesson Summary
You should now be able to:
•
Explain the flow of data in the lockbox process
•
Explain the components of the process
•
Review the configuration of lockbox program
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Unit Summary
Unit Summary
You should now be able to:
•
Explain the documents involved in check processing
•
Create a check manually
•
View check information
•
Void checks
•
Use void check reason codes
•
Explain the flow of data in the lockbox process
•
Explain the components of the process
•
Review the configuration of lockbox program
2006/Q2
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Unit Summary
276
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 7
Standard Reports in General Ledger
Accounting, Accounts Receivable
Accounting, and Accounts Payable
Accounting
Unit Overview
Which standard reports are provided in the SAP system in General Ledger
Accounting (FI-GL), Accounts Receivable Accounting (FI-AR), and Accounts
Payable Accounting (FI-AP)? Where do users find these reports and how do they
start them with their own selection criteria? How do they save these selection
criteria? Users want to be able to display standard lists with minimum effort.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
Demonstrate where to find the reports required in General Ledger, Accounts
Receivable, and Accounts Payable Accounting
Explain the importance of information systems
Execute reports
Create report variants
Use report variables
Unit Contents
Lesson: Information Systems .................................................278
Lesson: Report Variants and Variables ......................................284
Exercise 18: Report Variants and Variables ............................289
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Unit 7: Standard Reports in General Ledger Accounting, Accounts Receivable
Accounting, and Accounts Payable Accounting
TFIN50_2
Lesson: Information Systems
Lesson Overview
In this lesson, you will learn about the different selection criteria available
to search for reports in General Ledger Accounting, Accounts Receivable
Accounting, and Accounts Payable Accounting.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Demonstrate where to find the reports required in General Ledger, Accounts
Receivable, and Accounts Payable Accounting
Explain the importance of information systems
Execute reports
Business Example
Employees in General Ledger Accounting, Accounts Receivable Accounting, and
Accounts Payable Accounting want to use different reports to access their data.
Figure 113: Where Are the Reports?
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Lesson: Information Systems
You can find the reports you require in various places in the system:
•
•
•
You can access important reports using the information system for each
area (General Ledger, Accounts Receivable, Accounts Payable) and on
the general report selection screen.
Reports are also included in role-based user menus.
Under System, choose System Services → Reporting. The general ABAP
program execution screen appears and you can enter the report name. If
you do not know the technical name of the report, you can use F4 help and
placeholders (for example, RFD*) to obtain an overview of the reports
contained in General Ledger, Accounts Receivable, and Accounts Payable
Accounting, in addition to the reports in the information system for each area.
Figure 114: Report Names
You can often work out the names of the standard reports from the letters they
contain. For example, the name of the vendor account list is RFKKVZ00, the
name of the customer account list is RFDKVZ00, and the name of the G/L
account list is RFSKVZ00.
The reports that start with RF are differentiated by account type. Reports start
with RFK_____ (for vendors), RFD_____ (for customers), RFS_____ (for G/L
accounts), and RFB_____ (for document reports).
To display program documentation, choose I.
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Accounting, and Accounts Payable Accounting
TFIN50_2
Figure 115: Accounts Payable Information System: Reports for Accounts
Payable Accounting
The Accounts Payable information system is split into reports for vendor balances,
vendor items, master data, and payment transactions. This information system
contains all the key reports that you need as an accounts payable accountant.
In Dynamic Selections, you have various selection options (for example, industry,
account group, country, city, and so on).
If you use the search help, you will also receive complex selection options that
you can use for different reports.
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Lesson: Information Systems
Figure 116: Accounts Receivable Information System: Reports for Accounts
Receivable Accounting
When you use the selections and output control, you can restrict the data displayed
in the list. For example, for report RFDUML00, Customer Sales, you can create
a current or historical customer list that is sorted by the customer's sales. To do
this, choose Additional Selections and enter appropriate intervals before you run
the report.
When you enter the sales, you can use single values or ranges by selecting and/or
excluding single values and ranges.
Figure 117: General Ledger Information System: General Ledger Reports
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Accounting, and Accounts Payable Accounting
TFIN50_2
The G/L account balance list displays the selected totals figures by reporting
period. You can see the carryforward balance at the start of the fiscal year, the total
for the carryforward period, the debit and credit total for the reporting period, and
the debit and credit balances at the end of each reporting period.
At the end of the list, you can see the total for each company code and the final
total for all company codes for each local currency.
You can choose a sorting method that also allows you to summarize data using
summarization levels. For example, you can summarize data by business area or
G/L account.
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Lesson: Information Systems
Lesson Summary
You should now be able to:
•
Demonstrate where to find the reports required in General Ledger, Accounts
Receivable, and Accounts Payable Accounting
•
Explain the importance of information systems
•
Execute reports
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Unit 7: Standard Reports in General Ledger Accounting, Accounts Receivable
Accounting, and Accounts Payable Accounting
TFIN50_2
Lesson: Report Variants and Variables
Lesson Overview
In this lesson, you will learn how to create and use report variables.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Create report variants
Use report variables
Business Example
Employees in General Ledger Accounting, Accounts Receivable Accounting, and
Accounts Payable Accounting want to use different selection criteria to access their
dataset. Employees need to be able to save these selection criteria (some of which
will not change for a long time) so that they can access the data quickly and easily.
Figure 118: Report Variants: Selection Criteria
You can define multiple report variants for one report. These report variants
contain different selection criteria. A variant is a selection memory for a
specific quantity of saved selection criteria. Instead of entering values for
selection criteria each time you start the report, you enter the values only once
and then save the variant. The next time you execute the report, you can use the
variant. The option of creating variants with your own selection criteria, thereby
reducing time and effort later, is particularly useful for reports that are used
frequently or periodically.
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Lesson: Report Variants and Variables
A report can therefore have different report variants, each of which provides a
specific type of information based on the selection criteria that you define. For
example, for report RFKKVZ00 (Vendor Account List), you can use one variant
for domestic vendors and another for foreign vendors.
First, enter the required selection criteria on the selection screen. The options
available for the selection criteria in the individual reports are explained in the
following figures.
Choose Goto →Variants → Save as variant.
Figure 119: Report Variants: Attributes
Enter variant attributes for your variant; first a Variant name, and then the
Description.
If you select the Only for background processing field, then the variant is only
permitted for background processing. If you do not select the field, the variant
is permitted for background and online processing.
If you select the Protect variant field, then only you can change the variant.
System variants are only displayed in the catalog and not in F4 Input Help if you
select the relevant indicator.
You can assign certain properties to some fields. For example, you can protect a
field, hide a field, or make a field a required entry field.
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Figure 120: Report Variants: Selection Variables
Instead of entering values for selection criteria each time you start a report, you can
enter the values only once and then save them in a variant. If you call up the report
and use a variant, but still want to display certain values up to the current date (for
example, open items up to a certain key date), you can use selection variables.
If, for example, you want to see all the items up to a specific key date in a report,
you can choose the Selection Variable pushbutton when maintaining attributes
or more specifically when maintaining the selection screen objects and then you
can choose the type of selection variable.
Currently, the following two types of selection variables are supported (but not
for each selection criterion):
•
•
286
Table variables from TVARV
Dynamic date calculation
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Lesson: Report Variants and Variables
Figure 121: Table Variables
Table variables from TVARV: You use these variables when you store statistical
information that can be used in different reports. This means that when you save
the attributes for the variant, you can maintain parameters in table TVARV
that contain your selection options, single values, and/or intervals by choosing
Maintain environment → Selection variables. Once you have maintained these
selection variables in table TVARV, you can use them in any other report variants
and reports.
Figure 122: Dynamic Date Calculation
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Dynamic date calculations:
The prerequisite for using these variables is that the corresponding selection
criterion in the program is type D (date). If you change the selection variable from
type T to type D, the Name of Variables field is no longer ready for input. You
can only set values using input help.
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Lesson: Report Variants and Variables
Exercise 18: Report Variants and Variables
Exercise Objectives
After completing this exercise, you will be able to:
•
Create report variants
•
Use report variables
Business Example
You want to replicate the same report using the same selection criteria.
Task 1:
Create a variant for report RFBELJ00 (compact document journal).
1.
Create a report variant with the name and description AC280-1-## (##
= your group number) for the compact document journal RFBELJ00 such
that only documents 0100000000 to 0199999999 are displayed in company
code 1000 in the current fiscal year.
Execute this report with your report variant.
2.
Change your variant with name and description AC280-1-## such that
your variant is protected. The company code must not be changeable.
The fiscal year is a required entry field and the document number ranges
must not contain just documents 0100000000 to 0199999999, but also
documents 1700000000 to 1799999999 and 1800000000 to 1899999999.
For the posting date, choose a dynamic date calculation, with the posting
date from the beginning of the month to today.
Hide all other fields.
Task 2:
To group the many vendors in a meaningful way, the accounts have been split into
account groups. To obtain an overview of the existing vendor master records, you
want a list containing specific vendors.
1.
Using report RFKKVZ00, create a report variant AC280-2-## (## = your
group number) with a list of all vendors in account group LIEF that are
located in Berlin.
Only vendors in company codes 1000, 2000, 2200, 3000, 4000, 5000, and
6000 are to be included. Since this company code range is also relevant
to other reports and you do not want to maintain these company codes
individually in each selection variant, use selection variables.
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Create the selection variable AC280_GR##.
Task 3:
Optional:
1.
To be able to perform a targeted advertising campaign, you are asked to
create a list of customers in high tech industries (HITE) and mechanical
engineering (MBAU) with sales between 2,000,000 and 1,000,000
currency units (an entry that you should protect in the variant) in the
periods of the current fiscal year in company codes 1000, 2000, 2200,
3000, 4000, 5000, and 6000.
You want to display the data in currency USD, with exchange rate type M
for translation of exchange rates at the current key date.
Create a variant with name and description AC280-3-## (## = your group
number).
Task 4:
1.
290
Specify the menu path for the report documentation.
© 2006 SAP AG. All rights reserved.
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Lesson: Report Variants and Variables
Solution 18: Report Variants and Variables
Task 1:
Create a variant for report RFBELJ00 (compact document journal).
1.
Create a report variant with the name and description AC280-1-## (##
= your group number) for the compact document journal RFBELJ00 such
that only documents 0100000000 to 0199999999 are displayed in company
code 1000 in the current fiscal year.
Execute this report with your report variant.
a)
Create a report variant:
Menu path: System → Services → Reporting
(or in the SAP Easy Access menu:
Accounting → Financial Accounting → General Ledger →
Information System → General Ledger Reports → Document →
General → Compact Document Journal → Compact Document
Journal)
Field name or data type
Values
Program
RFBELJ00
Choose Execute.
Enter your selection criteria:
Field name or data type
Values
Company code
1000
Document no.
0100000000 to
0199999999
Fiscal year
current year
Menu path: Goto → Variants → Save as variant...
Field name or data type
Values
Variant
AC280-1-##
Description
AC280-1-##
Choose Save.
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Execute the report.
Menu path: System → Services → Reporting
(or in the SAP Easy Access menu:
Accounting → Financial Accounting → General Ledger →
Information System → General Ledger Reports → Document →
General → Compact Document Journal → Compact Document
Journal)
Execute RFBELJ00 with the new variant AC280-1-##.
Program: RFBELJ00
Program → Execute with variant (or Variant button)
Variant: AC280-1-##
Enter
Execute
2.
Change your variant with name and description AC280-1-## such that
your variant is protected. The company code must not be changeable.
The fiscal year is a required entry field and the document number ranges
must not contain just documents 0100000000 to 0199999999, but also
documents 1700000000 to 1799999999 and 1800000000 to 1899999999.
For the posting date, choose a dynamic date calculation, with the posting
date from the beginning of the month to today.
Hide all other fields.
a)
Menu path: System → Services → Reporting
Field name or data type
Values
Program
RFBELJ00
Choose Goto → Variants.
Enter AC280-1-##
Choose Variants → Change → Change values.
After the document number, choose the Multiple selection button.
Choose the tab page Ranges
Enter 0100000000 to 0199999999,
1700000000 to 1799999999,
and 1800000000 to 1899999999.
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Choose Execute.
Choose Variant → Attribute (or the Variant Attribute button).
Field name or data type
Values
Protect variant
Select
Company code
Protect field
Fiscal year
Required entry field
All other fields except Posting Date Choose Hide field
Field name: Posting date
Pushbutton: Selection variable. Selection (matchcode: Select icon)
Type of variable:
Select “D” (for dynamic date calculation).
Choose the Name der Variable pushbutton (entries only possible using
input help)
Double-click “From month end to today”.
Save the variant.
When the system displays the message “Do you want to overwrite
variant AC280-1-##?”, choose Yes.
Execute RFBELJ00 with the changed variant AC280-1-##:
Program: RFBELJ00
Program → Execute with variant (or Variant button)
Variant: AC280-1-##
Choose Enter. Pay attention to the selection options
Execute
Task 2:
To group the many vendors in a meaningful way, the accounts have been split into
account groups. To obtain an overview of the existing vendor master records, you
want a list containing specific vendors.
1.
Using report RFKKVZ00, create a report variant AC280-2-## (## = your
group number) with a list of all vendors in account group LIEF that are
located in Berlin.
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Only vendors in company codes 1000, 2000, 2200, 3000, 4000, 5000, and
6000 are to be included. Since this company code range is also relevant
to other reports and you do not want to maintain these company codes
individually in each selection variant, use selection variables.
Create the selection variable AC280_GR##.
a)
Create a report variant:
Menu path: System → Services → Reporting: RFKKVZ00
(or in the SAP Easy Access menu:
Accounting → Financial Accounting → Accounts Payable →
Information System → Reports for Accounts Payable Accounting
→ Master Data → Vendor List)
Report: RFKKVZ00
Choose Goto → Variants.
Field name or data type
Values
Variant
AC280-2-## (## = group
number)
Choose Variant → Create.
Choose Edit → Dynamic selections.
Select Account group
Pushbutton: Choose the Copy selected (arrow) button.
Account group: LIEF
When Selection via search help appears, enter:
Search help ID: A (Vendors general)
City: Berlin
Enter
Choose Edit → Attributes.
Description
AC280_2_##
Choose Environment → Maintain selection variables.
Choose Variables → Change.
You will receive the message, “The table is cross-client.”
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Choose Enter.
Choose the Selection options tab page.
Choose Edit → Create.
Name: AC280_GR## (## = your group number)
Choose the MMultiple selection button.
Enter company codes 1000, 2000, 2200, 3000, 4000,
5000, and 6000
Choose Execute.
Choose Save.
Choose Back.
Field Name: Company code
Pushbutton: Selection variables
Type of variable: T: Table variables from TVARV
Pushbutton: Name of variable (entry only possible using input help)
Select AC280_GR## from the list
Save the variant.
Execute RFKKVZ00 with the variant AC280-2-##.
Program: RFKKVZ00
Program → Execute with variant (or Variant button)
Variant: AC280-2-##
Choose Enter. Pay attention to the selection options.
Choose Execute.
Task 3:
Optional:
1.
To be able to perform a targeted advertising campaign, you are asked to
create a list of customers in high tech industries (HITE) and mechanical
engineering (MBAU) with sales between 2,000,000 and 1,000,000
currency units (an entry that you should protect in the variant) in the
periods of the current fiscal year in company codes 1000, 2000, 2200,
3000, 4000, 5000, and 6000.
You want to display the data in currency USD, with exchange rate type M
for translation of exchange rates at the current key date.
Continued on next page
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Create a variant with name and description AC280-3-## (## = your group
number).
a)
Report: RFDUML00
Variant with name and description AC280-3-## (## = your group
number)
Create a report variant
Choose
System → Services → Reporting: RFDUML00
or, in the SAP Easy Access menu, choose
Accounting → Financial Accounting → Accounts Receivable →
Information System → Reports for Accounts Receivable Accounting →
Customer Balances → Customer Sales.
Report: RFDUML00
Choose Goto → Variants→ Save as Variant.
Field name or data type
Values
Variant
AC280-3-## (## = group
number)
Choose Variant → Create
Choose Edit → Dynamic selections.
Industry: HITE (High Tech) and MBAU
Reporting periods: 1 to 16
Sales for account: 100 to 1,000,000 currency units
Fiscal year: Current fiscal year
Translate in output currency: Select
Currency: USD
Exchange rate type: M
Date: Current date
Enter
Choose Edit → Attributes
Description: AC280-03-##
Field Name: Company code
Continued on next page
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Lesson: Report Variants and Variables
Pushbutton: Selection variables
As the variable type, choose T: Table variables from TVARV
Pushbutton: Name of variable (entry only possible using input help)
Select AC280_GR## from the list
Under Sales for account, choose Protect field.
ER_DATUM (translation date)
Pushbutton: Selection variable. Selection (matchcode: Select icon)
Type of variable: Select “D” (for dynamic date calculation) and then
choose the Name der Variable pushbutton (entries only possible using
input help)
Choose Current Date
Save the variant.
Execute RFDUML00 with the variant AC280-3-##.
Program: RFDUML00
Program → Execute with variant (or Variant button)
Variant: AC280-3-##
Choose Enter. Pay attention to the selection options.
Execute
Task 4:
1.
Specify the menu path for the report documentation.
a)
Choose Report documentation.
On the report selection screen, choose Help → Application help.
Help → Application help
You have created new variants and worked with:
•
•
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Dynamic selections
Selection variables
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Lesson Summary
You should now be able to:
•
Create report variants
•
Use report variables
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Unit Summary
Unit Summary
You should now be able to:
•
Demonstrate where to find the reports required in General Ledger, Accounts
Receivable, and Accounts Payable Accounting
•
Explain the importance of information systems
•
Execute reports
•
Create report variants
•
Use report variables
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Unit Summary
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Unit 8
List Viewer
Unit Overview
How can users work efficiently with the List Viewer, for example, to display
“their” open item lists? The SAP variants are useful, but users have their own
ideas about how the list should look.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
Explain the concept SAP List Viewer
Use the functions of the SAP List Viewer
Use selection criteria for accounts in which you want to find line items in
specific company codes
Choose selection criteria using search help
Choose line items based on their status and category
Change standard and user-specific screen layouts
Unit Contents
Lesson: SAP List Viewer Design .............................................302
Lesson: Selections .............................................................309
Exercise 19: Selections....................................................317
Lesson: Changing the Screen Layout........................................323
Exercise 20: Changing the Screen Layout ..............................327
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Lesson: SAP List Viewer Design
Lesson Overview
In the SAP List Viewer, you can display different variations of documents and
use different designs.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Explain the concept SAP List Viewer
Use the functions of the SAP List Viewer
Business Example
The manager of the accounting department wants to know how to create
standardized lists in the SAP system. He also wants to learn more about the
functions of the SAP List Viewer.
Figure 123: SAP List Viewer: Line Item List
The SAP List Viewer is a generic display tool that creates a standard ergonomic
list from predefined data.
The List Viewer standardizes and simplifies the use of lists in the SAP system by
providing a uniform interface and list preparation function.
You can use the List Viewer to display simple and hierarchical sequential lists.
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The SAP List Viewer contains a number of interactive functions such as sorting,
summation, filters, and so on.
You can change the layout of lists without selecting data first and save the changed
list layout in variants.
Figure 124: SAP List Viewer: Display/Change Documents
The SAP List Viewer provides the following functions for displaying and
changing documents:
Select detail
To get detailed information for an item, you have to select it first. You can
then use the eyeglasses icon (or double-click the item) to display the individual
document. You can also call up the item with the pencil icon if you want to make
changes to the document.
Select items To select an item, select it on the left side of the line item list. To
select multiple items, select a single item, hold Ctrl, and select the other items. To
select all the items, use the appropriate icon.
Once you have selected multiple items, you can carry out a mass change in the
corresponding documents. To see the changes in the line item list, choose Refresh
List. If changes fail, you can see the reasons in the Change errors log using
the corresponding pushbutton.
You can choose whether you want to branch to the document item view or the
document overview of the document display. The accounting editing options
contain a corresponding checkbox.
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Figure 125: SAP List Viewer: Generic Functions
Some of the functions provided by the SAP List Viewer include the following
generic cross-application functions:
Select columns: To select a column, you click the column heading once. To select
multiple columns, select a column, hold Ctrl, and select the required columns.
You can sort the list in ascending or descending order. Sort the list by selecting
the required column and then choosing the corresponding function.
You can set and delete filters the same way.
Summation: You can create totals and subtotals for specific values. Create totals
by selecting the required column and then choosing the appropriate icon.
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Figure 126: List Viewer: Display Variants and Fields
In addition to the display variants provided by SAP, you can also create your own
display variants. This allows you to define your own specific view of a list.
You select fields that you want to see from the fields available in the column set.
You can hide fields that you do not require. You can also sort fields in the column
selection in the order that you require.
You can also add special fields to the column set in addition to the fields that are
already displayed. For more information, refer to SAP Notes 215798 and 420591.
If you require offsetting account information, refer to SAP Note 112312. This is
not a modification of the standard system, but a business transaction event.
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Figure 127: Classic List and Grid Control in the Line Item List
When you display the list, you can choose between the ALV classic list and the
ALV grid control (grid design).
With some lists, you cannot switch between the two layouts; this is a special
feature of the line item list.
The ALV classic list is the list that is displayed when no specific settings have
been made.
The ALV classic list is essentially the print screen and offers a better overview of
the sorted list when the items for multiple accounts are displayed.
The grid control design has proportionate text and is particularly useful when
you display individual accounts online for Internet services offered by SAP
programs.
Since SAP R/3 4.6C, users have been able to select the grid design by choosing
Settings → Switch List. This list design is entered in the user parameters
(parameter FIT_ALVC) when you switch the list.
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Figure 128: User Parameters for the List
You can display (and change if necessary) the settings using transaction FB00, the
accounting editing options on the Line Items tab page. You can also display and
change parameters using transaction SU3.
Using parameter IDs, you can enter user default values in fields where the value
usually remains constant. If, for example, you switch the list to grid control, the
value will be saved in your user parameters. When you call up the list, this value
appears automatically in the corresponding design. This means that you do not
have to manually switch the list again. The next time you log on to the system,
you do not have to re-select the required layout.
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Lesson Summary
You should now be able to:
•
Explain the concept SAP List Viewer
•
Use the functions of the SAP List Viewer
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Lesson: Selections
Lesson: Selections
Lesson Overview
Participants can use specific selection criteria to choose line items that they wish
to analyze. These selection criteria are related to:
•
•
The accounts for which you want to see line items; these are created within
specific company codes
Selection criteria that can be chosen using search help and the selection of
the line items themselves, based on their status and category
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Use selection criteria for accounts in which you want to find line items in
specific company codes
Choose selection criteria using search help
Choose line items based on their status and category
Business Example
Employees working in Accounting want to know how to select items in lists in
the SAP system.
It also wants to learn more about the selection criteria that can be used in the
SAP List Viewer.
Figure 129: Line Item List
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You can use specific selection criteria to choose line items that you want to
evaluate.
These selection criteria refer to:
•
The accounts in which you want to see line items in specific company codes
•
Selection criteria that you can choose using search help
•
The selection of line items themselves, based on their status and category
In addition, you can also choose the following for the list output:
•
•
Layout
Maximum number of items
Figure 130: Selection of G/L Account, Vendor, and Customer
When you make your account selection for G/L accounts, customer accounts, and
vendor accounts, you can use simple and multiple selection to include or exclude
individual accounts and account intervals from the selection.
If you select the Worklists Available field, you can activate and deactivate the
input fields for worklists on the selection screen for each line item list. If the
worklists exist, when you select the Worklist Input Fields Active field when you
call up the selection screen for the line item display, this selection screen is
displayed with input fields for worklists. You can maintain the values for worklists
using transaction OB55.
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Figure 131: Selection using Search Help
If you select items using search help, the system provides input help for the G/L
account line item list:
•
•
•
•
•
G/L account number in chart of accounts (also in combination with the
company code specification)
G/L account name (G/L account long text) in chart of accounts (also in
combination with the company code specification)
G/L accounts with deletion and block indicators
Keywords
Alternative account numbers
When you select items using search help, the system offers input help for the
vendor line item list:
•
•
•
•
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General vendor data (search term, postal code, city, name, and number of
vendor)
Vendor country/company code
Vendor by personnel number
Vendor by purchase, material, or plant reference
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When you select items using search help, the system offers input help for the
customer line item list:
•
•
•
•
•
General customer data (search term, postal code, city, name, and number
of customer)
Customer country/company code/account group
Customers with rental agreement
Customers for each sales group or with plant reference
Head office customers
Figure 132: Item Selection
You can select items for the line item list based on their status and category.
When you select open items, you select items that are or were open at a specific
time. The current date is proposed by default.
If you choose Cleared Items, the system displays items that were cleared by the
clearing date specified and that were still open on the key date. If you do not
specify the clearing date and the key date, the system displays all the cleared items.
If you want to see open and cleared items, choose All Items. You can restrict
this selection using the posting date.
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Figure 133: Head Office/Branch
In some industries, customers submit orders locally -- that is, via the branch -- but
pay invoices centrally through the head office. SAP differentiates between the
flow of goods and the flow of money. In the SAP system, you can set up head
office and branch accounts.
All items posted to a branch account are automatically forwarded to the head
office account.
If you select the Branch/Head Office indicator, a dialog box appears for each
branch account. In the dialog box, you can choose whether the branch can display
items that are managed at the head office.
If you deactivate the dialog box, the setting made in the Items Managed at Head
Office field applies automatically.
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Figure 134: Selection by Net Due Date
When you display the line items, you can make a selection by net due date.
If you select the Selection by Net Due Date field in the editing options of the user
parameters, the system activates the input fields for the selection by net due
date on the Selection screen.
Figure 135: Key for Icons
In the header of the ALV classic list, you can display the key for the icons
for the item status (open, parked, cleared), as well as the icons for the due
date (overdue, due, not due).
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In the editing options for the line items display, you can select whether you want
to see these keys when you call up the list.
Comment: The key date is the determining factor in classifying whether an item is
open or cleared. By backdating an item, you can display the status of the item on a
key date in the past. Items posted after the key date are not displayed.
Figure 136: The Assignment Field as Sort Field
In addition to selecting columns, when you create or change the layout, you can
also define sort criteria for sorting and create subtotals.
The system automatically fills the assignment field for a line item according to the
Sort Field entry in the master record when you post items.
The assignment field can be a combination of up to four fields with a maximum
of 18 characters. For example, to display the document number (10 characters)
and the posting date (six characters), these field names can be included in the
assignment field definition.
If you chose the Purchase Order Number sort key in the customer/vendor master
record, the assignment field for the line item contains the purchase order number
for customers/vendors.
If you selected the sort key for the Cost Center in a general ledger master record,
the assignment field in the corresponding G/L account item for the line item
contains the number of the cost center when you post to this G/L account.
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The line items in the line item display are frequently sorted by the value in the
assignment field. A practical example:
•
316
For example, when an invoice is posted in SD, an accounting document
is created in FI. The accounting document has a document number that
is usually not identical to the number of the invoice in SD. Using the
reference and the assignment, you can find out the SD document on which
the accounting document is based. The reference and the assignment in the
FI invoice are copied from the reference and assignment in the SD billing
document. You can define which numbers (purchase order, sales order,
delivery, billing document) are copied as a reference and which are copied as
an assignment in the SD document and then copied into FI. You can then use
these fields as selection criteria in FI.
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: Selections
Exercise 19: Selections
Exercise Objectives
After completing this exercise, you will be able to:
•
Use the SAP List Viewer, using the line item list as an example
•
Find out what selection criteria appear in the selection for the line item list
Business Example
The accounting department wants to know how to select items from lists in the
SAP system, and which selection options are available.
Task:
You have learned about the SAP List Viewer as a tool for preparing standardized
lists, and now you want to investigate the options the tool provides in your work
area. You therefore look at the customer line item list.
Look at the customer line item list for customer 1033 in company code 1000.
Select the open items and choose today's date as the key date.
1.
You want to sort the assignment column. What sort options are there? How
do you proceed?
2.
In addition, you only want to display documents that contain amounts up
to 40 currency units. How can you do this? How do you display all the
documents again?
3.
For customer 1033 you also want to display a totals line for a subtotal
according to the payment date.
4.
A colleague informs you that you can also display the list in grid design, in
addition to the ALV classic list design. You now want to use grid design.
5.
You want to display the Payment Date and Terms of Payment columns next
to the Open/Cleared/Parked Items icon. How can you move the column
to the required position?
6.
You also want to enter the business area account assignment as an
additional field in the list. You want to display the field to the left of the
field for the text.
7.
You do not want to have to move the columns or add new columns each
time, and so you want to create a display variant in which the required
fields are in the correct position and in which the business area account
assignment is also shown.
Continued on next page
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Create an appropriate user-specific display variant and save it as
AC280-D-## (##= your group number) without using the default setting.
Display variant AC280-D-## (## = your group number) is called with
business area.
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Lesson: Selections
Solution 19: Selections
Task:
You have learned about the SAP List Viewer as a tool for preparing standardized
lists, and now you want to investigate the options the tool provides in your work
area. You therefore look at the customer line item list.
Look at the customer line item list for customer 1033 in company code 1000.
Select the open items and choose today's date as the key date.
1.
You want to sort the assignment column. What sort options are there? How
do you proceed?
a)
Choose Accounting → Financial Accounting → Accounts Receivable
→ Account → Display/change line items (Transaction FBL5N).
Customer:
1033
Company code:
1000
Open items
Open at key date: Current date
Program → Execute
b)
You can sort the display in ascending or descending order.
Choose Edit → Sort in ascending order/Sort in descending order
(Alternatively, place the cursor on the column and use the
appropriate buttons (Sort in ascending order or Sort in descending
order))
Continued on next page
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2.
TFIN50_2
In addition, you only want to display documents that contain amounts up
to 40 currency units. How can you do this? How do you display all the
documents again?
a)
Set filter/Delete filter:
Edit → Set filter
(or, place the cursor on the column and use the Set filter button).
Local currency:
EUR
Amounts:
To 40
Enter
Then:
Edit → Delete filter
3.
For customer 1033 you also want to display a totals line for a subtotal
according to the payment date.
a)
Subtotal for payment date:
First, select another layout:
Settings → Display variant → Choose
(or Select layout button)
Choose 1SAP-P
Place the cursor on the Payment Date column.
Edit → Subtotal
(or, choose Subtotals button)
4.
A colleague informs you that you can also display the list in grid design, in
addition to the ALV classic list design. You now want to use grid design.
a)
Switch list:
Settings → Switch list
Continued on next page
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Lesson: Selections
5.
You want to display the Payment Date and Terms of Payment columns next
to the Open/Cleared/Parked Items icon. How can you move the column
to the required position?
a)
Payment Date and Terms of Payment columns after the
Open/Cleared/Parked Items icon:
Place the cursor on the column and drag the column to the appropriate
position (keep finger on the left mouse button)
(or Settings → Display variant → Current:
move the selected lines upwards or downwards using the arrows).
6.
You also want to enter the business area account assignment as an
additional field in the list. You want to display the field to the left of the
field for the text.
a)
Additional field (Business area):
Settings → Display variant → Current:
In the column set (right): Select Business area
Move it to the column selection (left) using the arrow Add selected
fields.
Move the selected lines upwards or downwards to the required place
using the arrows.
7.
You do not want to have to move the columns or add new columns each
time, and so you want to create a display variant in which the required
fields are in the correct position and in which the business area account
assignment is also shown.
Create an appropriate user-specific display variant and save it as
AC280-D-## (##= your group number) without using the default setting.
Display variant AC280-D-## (## = your group number) is called with
business area.
a)
Choose Settings → Save display variant.
You can save the variant under your own name (AC280-D-##).
Save layout: AC280-D-##
Name: With business area
Select User-specific.
Choose Continue.
The system issues the following message: “Layout was saved.”.
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Lesson Summary
You should now be able to:
•
Use selection criteria for accounts in which you want to find line items in
specific company codes
•
Choose selection criteria using search help
•
Choose line items based on their status and category
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Lesson: Changing the Screen Layout
Lesson: Changing the Screen Layout
Lesson Overview
There are various standard layouts that you can supplement. In this lesson, you
will learn about standard layouts and user-specific layouts.
Lesson Objectives
After completing this lesson, you will be able to:
•
Change standard and user-specific screen layouts
Business Example
When displaying a list, accountants want to choose between different (standard
and user-specific) layouts.
Figure 137: Layout
When you display a list, you can choose between different layouts.
SAP provides various standard layouts that you can supplement with other
(standard) layouts. Standard layouts start with a slash (/). You can choose a
standard layout as your default layout. If the indicator for a display variant is set
as the initial variant, this variant is always used for the list output unless you
explicitly specify an alternative display variant.
You can also choose a user-specific layout, provided that you can save
user-specific display variants.
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Enter the ALV initial layout in the accounting editing options.
Figure 138: Standard Layout: Default and Initial Layout
The standard layout is the layout that applies for all users.
You can select a layout for the list output for your line item display. If you so
require, this layout is displayed again the next time you call up transaction FBL*N
(* = 1 for vendors, = 3 for G/L accounts, and = 5 for customers). In the accounting
editing options in your user parameters, you can save the last layout used as a
default. If you select the Last layout entered for default field, every time you
execute the line item display, the layout on the selection screen is saved as the
default in the user specifications. Tip: If you want to prevent the default being
accidentally overwritten by the selection of another layout, leave the field blank.
If you have not selected a layout, the list layout from the default selection screen
is selected from your user parameters. You can default the input field for each
account type.
If you do not make an entry, and no default setting is made for the selection
screen in the user parameters, the system uses the ALV initial layout. You cannot
define the ALV initial layout in the accounting editing options; you can only
do this in the line item list itself. You default the ALV initial layout in display
variant management.
If you do not make a default setting in display variant management, the system
chooses the 1SAP layout.
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Lesson: Changing the Screen Layout
Figure 139: User-Specific Layout
You can create a user-specific layout, which only you can use.
If you only want to work with your user-specific layout, call up the relevant line
item list with your new, user-specific layout. In the editing options of the user
parameters, the default selection screen is updated with your new, user-specific
layout. If you also want to be able to call up the line item list using another layout
in your selection as well as your user-specific layout, deselect the Save last layout
for default field.
The following order applies: User-specific initial screen (set as default) has
priority over general initial variant (set as default).
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Lesson: Changing the Screen Layout
Exercise 20: Changing the Screen Layout
Exercise Objectives
After completing this exercise, you will be able to:
•
Change and save a screen layout
•
Choose a layout
Business Example
When choosing a list, accountants can choose between different (standard and
user-specific) layouts. They want to add to their own layouts.
Task 1:
Carry out the following task:
1.
Call up the open items list for customer 1033 in company code 1000 again.
Find display variant AC280-D-##. Select Default setting for your display
variant and save it again. Which display variant does the system propose
when you call up the open items list again?
2.
In the item texts for the open items, you want to be able to see how the sales
revenue was achieved. Change all the items using the mass change function
so that the text Flat screens appears in the item text.
Task 2:
G/L account line item list
2006/Q2
1.
You are asked to look at all the items in the account sales revenue for
domestic products (800000). How many items are displayed?
2.
To find the posting date, you have to first switch from the document item to
the document header. However, you would prefer to find the information
immediately when you branch to the document. What options do you have?
3.
You have also been asked to create a list that shows only totals for the profit
centers posted to and that displays the amount in local currency. When
you analyze the subtotals for the line items, you want to see the document
date and document number. You want all users to be able to use the display
variant AC280-PC-## (## = your group number), with the description Profit
center ##. Can you do this?
4.
A user wants to see the line items for profit center 1600.
5.
In addition to the G/L account with number, name, and the company code,
in the header item of the list you also want to see the account group to
which the account belongs.
© 2006 SAP AG. All rights reserved.
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Solution 20: Changing the Screen Layout
Task 1:
Carry out the following task:
1.
Call up the open items list for customer 1033 in company code 1000 again.
Find display variant AC280-D-##. Select Default setting for your display
variant and save it again. Which display variant does the system propose
when you call up the open items list again?
a)
By choosing Settings →Choose display variant
Layout configuration → User-specific
you can find your variant AC280-D-##.
By choosing Settings → Save Layout
you can save your variant AC280-D-##.
The variant must remain user-specific. Select the default setting.
Choose Continue.
The system issues the following message: “This layout already exists.
Do you want to overwrite the existing layout?”
Choose Yes to confirm.
The system issues the following message: “Layout was saved.”
Call up the open item list again: Variant AC280-D-## is displayed.
2.
In the item texts for the open items, you want to be able to see how the sales
revenue was achieved. Change all the items using the mass change function
so that the text Flat screens appears in the item text.
a)
Mass change:
Call up the open items list and choose Edit → Select all..
Edit → Select all
Environment → Mass change → New values (or choose Mass change).
Choose Enter.
List → Refresh.
Continued on next page
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Lesson: Changing the Screen Layout
Task 2:
G/L account line item list
1.
You are asked to look at all the items in the account sales revenue for
domestic products (800000). How many items are displayed?
a)
Accounting → Financial Accounting → Accounts Receivable →
Account → Display/Change Line Items
G/L account:
Company code:
Item Selection: All Items
Program → Execute
2.
To find the posting date, you have to first switch from the document item to
the document header. However, you would prefer to find the information
immediately when you branch to the document. What options do you have?
a)
Accounting → Financial Accounting → General Ledger →
Environment → User Parameters → Editing Options
Tab page Line Items
Item selection: Go to .... Document Overview
3.
You have also been asked to create a list that shows only totals for the profit
centers posted to and that displays the amount in local currency. When
you analyze the subtotals for the line items, you want to see the document
date and document number. You want all users to be able to use the display
variant AC280-PC-## (## = your group number), with the description Profit
center ##. Can you do this?
a)
Call up the line item list again.
Settings → Layout → Current (or choose Select Layout)
In the column set: Select all (Ctrl button + click)
Arrow pointing right (hide selected fields)
In the column set:
•
•
•
•
Profit center
Amount in local currency
Document date
Document no.
Arrow pointing left (add selected fields) to add the fields to the column
selection
Continued on next page
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Arrange them in this order (see above)
Sort order tab page
In the column set: Select all (Ctrl key + click)
Arrow pointing right (hide selected fields)
In the column set:
•
Profit center
Arrow pointing left (add selected fields) to add the fields to the column
selection
Choose Sort ascending
Choose Subtotals
Choose Enter
Settings → Summation Levels → Define Breakdown
Select level 1 (Profit center) (or * ...)
Settings → Layout → Save
Layout: /AC280-PC-##
Name: Profit Center
(* ... If you have not defined the breakdown by choosing Settings →
Summation levels → Define breakdown, on the tab page, choose “Save
with”:
Select the sort order and subtotals
Breakdown to summation level: 1 *Profit Center)
4.
A user wants to see the line items for profit center 1600.
a)
Choose the icon for the subtotal. Select the * in the output to open up
the line items for the selected profit center.
Continued on next page
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Lesson: Changing the Screen Layout
5.
In addition to the G/L account with number, name, and the company code,
in the header item of the list you also want to see the account group to
which the account belongs.
a)
List header:
Settings → Layout → Current Heading
Insert → Characteristics (or choose Characteristics)
Variable category: Character-Related Text Variable
Characteristic: Account Group
Text type: Name
Value type: Single Value
Format: Select Intense, width 25
Insert → Characteristics (or choose Characteristics)
Variable category: Character-Related Text Variable
Characteristic: Account Group
Text type: Value
Value type: Single Value
Format: Width 4
Save
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Lesson Summary
You should now be able to:
•
Change standard and user-specific screen layouts
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Unit Summary
Unit Summary
You should now be able to:
•
Explain the concept SAP List Viewer
•
Use the functions of the SAP List Viewer
•
Use selection criteria for accounts in which you want to find line items in
specific company codes
•
Choose selection criteria using search help
•
Choose line items based on their status and category
•
Change standard and user-specific screen layouts
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Unit Summary
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2006/Q2
Unit 9
Drilldown Reporting in Financial
Accounting
Unit Overview
Employees in General Ledger Accounting are looking for ways to display
appropriate evaluations and key figures with their own forms and reports when
they drill down data within data that is to be evaluated.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
Describe your knowledge of the architecture of drilldown reporting
Explain the terms characteristics and key figures and the different types
of each.
Explain the difference between single-axis and dual-axis forms and use these
forms appropriately
Use various navigation options in drilldown reports
Define forms
Define and execute reports
Define forms and reports more flexibly using characteristic and text variables
Set up report-report interfaces
Use report assignments
Unit Contents
Lesson: Architecture of Drilldown Reporting ................................336
Lesson: Characteristics and Key Figures....................................341
Lesson: Form Types............................................................345
Lesson: Navigation in Reports ................................................351
Exercise 21: Drilldown Reporting in Financial Accounting ............355
Lesson: Form and Report Definition .........................................361
Exercise 22: Drilldown Reporting in Financial Accounting ............367
Lesson: Report-Report Interface and Report Assignment ................377
Exercise 23: Drilldown Reporting in Financial Accounting ............379
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Lesson: Architecture of Drilldown Reporting
Lesson Overview
In this lesson, we will discuss the architecture of drilldown reporting.
Lesson Objectives
After completing this lesson, you will be able to:
•
Describe your knowledge of the architecture of drilldown reporting
Business Example
Employees in Financial Accounting want to use the evaluation options in
drilldown reporting. They are primarily interested in finding out the basics of the
drilldown reporting architecture. They also want a brief insight into the possible
report types using existing form types in Financial Accounting.
Figure 140: Drilldown Reporting
Drilldown reporting is a dialog-oriented information system for evaluating data
from the FI, GL, AR, and AP databases.
Drilldown reporting contains helpful functions for navigating in the dataset. It also
contains several additional functions for processing a report interactively.
SAP Graphics, SAPmail, and various printing functions are connected to drilldown
reporting together with Microsoft Word for Windows and Microsoft Excel.
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Lesson: Architecture of Drilldown Reporting
Figure 141: Using the Report Painter
You can use the graphic interface of the Report Painter for various activities (for
example, to define Report Writer reports, drilldown forms, and planning layouts).
In this unit, you will learn how to use the Report Painter to create drilldown report
forms, which are required for drilldown reports in FI.
Figure 142: Form Types: Drilldown Reporting in FI
The following report types can be used for G/L account evaluations:
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1. Reports for financial statement analysis: These reports are based on the
financial statement versions defined in Financial Accounting. You can carry out
any number of variance analyses based on actual and plan data (annual, half-year,
quarterly, and monthly).
2. Key figure reports: For key figure reports, the system takes into account only
the financial statement items in the financial statement version that you need for
the calculation of specific key figures. This is not the case for financial statement
analysis reports. Financial statement version key figures could be for example,
equity ratio (stockholders' equity: total equity), debt-equity ratio (external capital:
stockholders' equity), and capitalization ratio (fixed assets: total assets). You can
create key figures from report rows and/or columns using an integrated formula
interpreter.
3. Balance display:
You can use the following report types for customer or vendor drilldown reports:
a) Balance display
b) Line item analysis
Figure 143: Architecture of Drilldown Reporting
As shown above, a report definition can contain characteristics, key figures, and
forms. A report is a number of interactive, controllable report lists and graphics
that are displayed on the screen.
Drilldown reporting provides useful functions for navigating within the dataset
(for example, next level, next object within a level, hiding a level, detail
list/drilldown list). It also contains several additional functions that can be used
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Lesson: Architecture of Drilldown Reporting
to process a report interactively (sorting, specification of conditions, ranked list,
and so on). You can send report lists (for example, as a fax), display them on the
Internet, or transfer them as files to Microsoft Word and Microsoft Excel.
In addition to the dialog functions for displaying reports, drilldown reporting
also contains functions for printing reports. There are various print preparation
functions for you to structure your report as you require (such as pagebreak,
headers and footers, and underlining).
A form describes the basic content and formal structure of report lists. A form
can be seen as a semi-finished product for a report; it is later completed with
characteristics and key figures when you define the report. Characteristics appear
in the form as well as in the report. You can choose key figures either in the form
or the report.
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Lesson Summary
You should now be able to:
•
Describe your knowledge of the architecture of drilldown reporting
340
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2006/Q2
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Lesson: Characteristics and Key Figures
Lesson: Characteristics and Key Figures
Lesson Overview
In this lesson, you will learn the meaning of characteristics and key figures in lists.
Lesson Objectives
After completing this lesson, you will be able to:
•
Explain the terms characteristics and key figures and the different types
of each.
Business Example
Employees in Financial Accounting want to use characteristics and key figures in
drilldown reporting. They are mainly interested in the different types.
Figure 144: Characteristics and Characteristic Values
Characteristics specify the classification options for the dataset. Examples of
characteristics are company code, business area, and plan/actual indicator. The
time reference (fiscal year, period) is also a characteristic.
Characteristic values are concrete forms of a characteristic. Possible values for
the characteristic company code could be 0001, 0002, 1000, or all the company
codes defined in the system.
A combination of characteristics and characteristic values is generally called an
object in drilldown reporting.
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Figure 145: Key Figures
In the applications, there are various key figures that can be relevant to
evaluations. Key figures are not just values and quantities, but also calculations
involving these values and quantities with user-defined formulas.
The following are examples of key figures:
342
•
Value: Balance sheet value, debit total, sales/purchases
•
Quantity: Number of employees, sales quantity
•
Calculation: Sales per employee, plan/actual variance
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: Characteristics and Key Figures
Figure 146: Drilldown List/Detail List
There are two types of list for displaying information: The detail list and the
drilldown list.
In a drilldown list, several objects (for example, assets under construction,
vehicles, chemicals) are formatted using a selection of key figures. Usually, the
key figures are in the columns of the list (for example, balance sheet value, total
debit postings, total credit postings). The rows contain the characteristic values of
all the characteristics that are drilled down.
In a detail list, an individual object (for example, business area) is formatted for
all key figures according to the form. Usually, the key figures are in the rows of
the detail list (for example, balance sheet value, total debit postings, total credit
postings).
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Lesson Summary
You should now be able to:
•
Explain the terms characteristics and key figures and the different types
of each.
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Lesson: Form Types
Lesson: Form Types
Lesson Overview
In this lesson, you will learn about using single-axis and dual-axis forms (matrix)
for drilldown reporting in FI.
Lesson Objectives
After completing this lesson, you will be able to:
•
Explain the difference between single-axis and dual-axis forms and use these
forms appropriately
Business Example
Employees in Financial Accounting want to use a single-axis or dual-axis form
with key figures.
Figure 147: Different Types of Forms
The following form types exist:
Single-axis form without key figure
•
2006/Q2
If you are using a single-axis form without key figures, you define either
the form rows or columns with characteristics. When you access the initial
screen, the system displays an empty list with columns.
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Single-axis form with key figure
•
If you are using a single-axis form with key figures, you define either the
form rows or columns with key figures and characteristics. When you access
the initial screen, the system displays an empty list with rows.
Dual-axis form with key figure
•
If you are using a dual-axis form with key figures, you define the form rows
and the columns with key figures and characteristics. When you access the
initial screen, the system displays an empty list containing rows and columns.
You are free to define whether the rows contain key figures and the columns
contain characteristics, or vice versa. It depends on what you want to report.
When you create a form, you define the name and the type of form that you
want to process.
Figure 148: One Axis with Key Figure
In a single-axis form with no key figures, you make selections only in the
characteristics columns. The characteristics that you select in the form define the
column content. You can also perform calculations with formulas (for example,
the variance could be the difference between plan and actual).
You select the key figures and the drilldown characteristics (that is, the
characteristics whose values you want to use to navigate in the report) when
you define the report (for example, the characteristics business area, financial
statement item, or account number).
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Lesson: Form Types
The drilldown list contains a two-line column heading. The key figures (for
example, balance sheet value, total debit postings, total credit postings) are in
the first row and the characteristics that you selected in the form (for example,
fiscal year, prior year, variance) are listed below. The values for the drilldown
characteristics are in the rows (for example, assets under construction, vehicles,
and chemicals for the business area).
In the detail list, the characteristics chosen in the form are contained in the
columns, and the key figures are contained in the rows. The detail list displays the
results of a selected characteristic value (for example, assets under construction
for business area).
Figure 149: One Axis with Key Figure
In a single-axis form with key figures, the key figures are integrated with
characteristics in the rows of the form (for example, fiscal year balance sheet
value, prior year balance sheet value with variance).
In the report definition, only the drilldown characteristics are chosen (for example,
business area, financial statement item account number, and so on).
In the drilldown list, the key figures integrated with the characteristics are the
columns of the form, and the values of the drilldown characteristics form the rows
(for example, assets under construction, vehicles, chemicals, and so on).
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The detail list has one column and contains the selected characteristic value for
which you want to report (for example, assets under construction), and the key
figures are in the rows.
Hint: When you use a single-axis form with key figures, you define either
the rows or the columns for the form. From the initial screen, the system
displays a list containing rows but no content. However, you can use the
column display function to tilt the form. This means that you are free to
decide whether you want to define rows or columns for this form type.
You define the detail list when you define a form. This means that the position
of the elements that you define in the form corresponds to the position in the
detail list. Therefore, for single-axis forms with key figures, the key figures are
defined in the rows by default.
Figure 150: Two Axes (Matrix)
In a form with two axes (matrix), both the rows and columns are defined using
key figures or characteristics. The key figures have to be in either the rows or
the columns of the form, but you can enter the characteristics in the rows and
the columns.
When you define the report, you then choose only the drilldown characteristics
(for example, business area, company code, account number, and so on).
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In figure 74, the columns of the drilldown list are created with two levels; that is,
the higher level contains the key figures (debit total, credit total) and the lower
level contains the characteristics chosen in the form (fiscal year actual, fiscal year
plan with variance). The lines contain the values for the business area (assets
under construction, vehicles, chemicals, and so on).
In the detail list, the characteristics chosen in the form appear in the columns, and
the key figures chosen in the form appear in the rows. The detail list is a report
about the characteristic value chosen (assets under construction).
Hint: In all types of forms, you can use various functions to change the
layout and settings as you require (colors, number format, separators,
text, and so on).
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Lesson Summary
You should now be able to:
•
Explain the difference between single-axis and dual-axis forms and use these
forms appropriately
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Lesson: Navigation in Reports
Lesson: Navigation in Reports
Lesson Overview
In this lesson, you will learn to navigate in drilldown reports, using basic lists
and drilldown lists.
Lesson Objectives
After completing this lesson, you will be able to:
•
Use various navigation options in drilldown reports
Business Example
Employees in Financial Accounting want to use the wide range of navigation
options provided in FI drilldown reports.
Figure 151: Navigation in Classic Drilldown Reports
From drilldown list to detail list
If you want to switch from the drilldown list to the detail list, choose the Detail
list symbol. All of the row selection symbols are then highlighted in a different
color. Choose the required evaluation object. The system then displays the
required detail list.
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Back to basic list: If you want to return to the basic list, choose the XX symbol (in
red). Note that changes that you make to settings in the meantime -- for example,
changes to the number format -- are retained.
Figure 152: Navigation in Classic Drilldown Reports (2)
From detail list to drilldown list
If the basic list is defined as the detail list for a report, the detail list is the first
screen to be displayed when you execute your report. If you want to switch
from the detail list to the drilldown list, choose Drilldown list. The system
then highlights all the free characteristics in the navigation block. Choose a
characteristic by clicking it. The system then displays the drilldown list.
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Figure 153: Navigation in Classic Drilldown Reports (3)
You are in the drilldown list in which the FS item characteristic is drilled down.
The navigation area for the drilldown list contains additional characteristics that
you can use. If you want to exchange the FS item with another characteristic, for
example, Period, first click FS item and then Period. The two characteristics then
change places: FS item is now available for selection in the navigation block, and
Period is drilled down for all characteristic values.
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Lesson: Navigation in Reports
Exercise 21: Drilldown Reporting in
Financial Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Define and execute forms and reports of different types in General Ledger
Accounting.
•
Explain and use navigation options when you are displaying a report
•
Define forms and reports more flexibly using characteristic and text variables
•
Try various layout settings for the report output
•
Explain the different types of cells and use cells in formulas
•
Use different output types for reports and test the functions during output
Business Example
Employees in Financial Accounting want to learn about the evaluation options
provided by drilldown reporting, and use the various navigation options.
Task:
Navigation
1.
Execute the standard report for the financial statement analysis
0SAPBLNCE-01 (Actual/Actual Comparison for Year).
User menu → AC280 Drilldown Activities → Execute standard drilldown
reports → Actual/actual comparison for year
On the selection screen, enter company code 1000 and the current fiscal
year. The FS version is INT. Choose Classic drilldown report as the output
type.
The initial display is a drilldown list. The financial statement version and
the financial statement items are shown in the row. The columns show
the financial statement results for the current fiscal year, the previous
year and the variance.
Using your knowledge of the navigation options in the output (changing
from drilldown to detail list and changing the drilldown characteristics), find
the following results and make a note of them in the following table:
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1. Financial statement item Wages and salaries for the current fiscal
year _________
2. Financial statement item Fixed assets for the business area
Administration/other (9900) in the previous year _________
3. FS item Additional paid-in capital for the vehicles business area
(3000) in period 7 of the current fiscal year _________
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Lesson: Navigation in Reports
Solution 21: Drilldown Reporting in
Financial Accounting
Task:
Navigation
1.
Execute the standard report for the financial statement analysis
0SAPBLNCE-01 (Actual/Actual Comparison for Year).
User menu → AC280 Drilldown Activities → Execute standard drilldown
reports → Actual/actual comparison for year
On the selection screen, enter company code 1000 and the current fiscal
year. The FS version is INT. Choose Classic drilldown report as the output
type.
The initial display is a drilldown list. The financial statement version and
the financial statement items are shown in the row. The columns show
the financial statement results for the current fiscal year, the previous
year and the variance.
Using your knowledge of the navigation options in the output (changing
from drilldown to detail list and changing the drilldown characteristics), find
the following results and make a note of them in the following table:
1. Financial statement item Wages and salaries for the current fiscal
year _________
2. Financial statement item Fixed assets for the business area
Administration/other (9900) in the previous year _________
3. FS item Additional paid-in capital for the vehicles business area
(3000) in period 7 of the current fiscal year _________
a)
User menu → Execute standard drilldown reports → Actual/actual
comparison for year
(or in the SAP menu: Accounting → Financial Accounting → General
Ledger → Information System → General ledger reports → Balance
sheet/profit and loss statement/cash flow → General → Actual/actual
comparisons → Actual/actual comparison for year)
Company code: 1000
Fiscal year: Current fiscal year
Financial statement version: INT
Output type: Classic drilldown report
Continued on next page
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The initial display is a drilldown list:
•
•
Financial statement items in the rows
Financial statement value results for the current fiscal year, the
previous year, and the variance in the columns
Switch from the SAP Easy Access menu to your user menu
.
In the folder Execute standard drilldown reports: Report, choose
Actual/actual comparison for year (financial statement analysis
actual/actual comparison for year). On the selection screen, enter
company code 1000, financial statement version INT, and the
current fiscal year. Execute the report.
The financial statement version and the financial statement items are
displayed in the rows. Navigate down to Profit and loss statement in
the version, and then proceed until you find Wages and salaries.
→ Profit and loss statement → Staff costs → Wages and salaries
Make a note of the financial statement value for this item in the current
fiscal year.
Proceed to Assets and continue to navigate until you find Tangible
assets.
→ASSETS → Fixed assets → Tangible assets
Scroll through the navigation area above until you find the business
area. Select the Tangible assets row by clicking the angle brackets icon
(<>). Then click Business area in the navigation area. The report
values for the Tangible assets are now drilled down by business area.
Make a note of the balance sheet value for the combination of Tangible
assets and Administration/other (9900) in the previous fiscal year.
You can change the characteristic display: You can choose a name and
key by choosing Settings → Characteristic display.
You can now reset the drilldown by the Financial statement item
characteristic by choosing the Σ (deactivate characteristic) icon. The
Financial statement item characteristic is now available for selection in
the navigation area.
Select the Vehicles (business area 3000) row by clicking the angle
brackets icon (<>). Click the FS item drilldown characteristic (you
may have to scroll down the navigation area). The report values for the
Vehicles (3000) business area are drilled down by financial statement
item. The financial statement version and the financial statement items
are displayed in the rows. In the version, proceed to LIABILITIES
and then navigate further until you have found Capital & reserves
and then Capital reserves.
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Lesson: Navigation in Reports
→ LIABILITIES → Capital & reserves → Capital reserves.
Select the Capital reserves row and then click Period in the navigation
area. For the Vehicles business area (3000) and the financial statement
item Additional paid-in capital, the system drills down the report
values by period. Make a note of the financial statement value for
the combination of Vehicles business area (3000), Additional paid-in
capital, and Period 7 in the current fiscal year.
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Lesson Summary
You should now be able to:
•
Use various navigation options in drilldown reports
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Lesson: Form and Report Definition
Lesson: Form and Report Definition
Lesson Overview
In this lesson, you will learn to use single-axis and dual-axis forms (matrix) for
drilldown reporting in FI.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Define forms
Define and execute reports
Define forms and reports more flexibly using characteristic and text variables
Business Example
Employees in Financial Accounting want to define forms and reports for drilldown
reporting in FI.
Figure 154: Form Definition (1): Balance Sheet Analysis Example
SAP delivers standard forms, which you can use as templates to create your
own forms. The names for these standard forms are 0SAPBLNCE-01 to
0SAPBLNCE-NN, and you cannot use these names for your own forms.
Defining characteristics for all columns (general selections)
First, define the characteristics that apply to all the columns in your form. Since
you want to enter actual data in all the columns of your form, you can define this
general characteristic by choosing Edit → General Selections.
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A dialog box appears for you to select the characteristics for the general selections.
In the dialog box, add the characteristic Plan/actual indicator to the table of
selected characteristics and define the value “0” for actual data.
Figure 155: Form Definition (2): Balance Sheet Analysis Example
Once you have defined the general characteristics, you can then define the
characteristics of the individual columns.
A dialog box appears, in which you can select Key Figure with Characteristics. A
second dialog box appears. Choose Balance sheet value from the list of available
key figures. In this case, the key figure reflects the values of the balance sheet that
you want to evaluate for your report.
To carry out an actual/actual year comparison, you also require the Fiscal year
characteristic.
You then define the characteristic values of the characteristics you chose. For
example, you can enter either fixed values or variables. If you want to enter fixed
values, specify the specific value (for example, 2001).
Figure 79 shows the entry for two columns, in which you selected the fixed values
2001 and 2000 for the Balance sheet value.
You can enter three different lengths of text. These are then used as the column
headings for the elements. You can enter a short, medium, and long text. Using the
text type, you can later determine which text is used for each column. If you want
to enter a two-line heading, you must separate the two lines using a semicolon (;).
You can change the text type by choosing Format → All columns → Text type.
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Lesson: Form and Report Definition
Figure 156: Form Definition (3): Balance Sheet Analysis Example
In the third column, you define the variance between the first and the second
column.
To do this, place the cursor on the third column and choose Edit → Element →
Define Element.
On the following screen, choose Formula. The formula editor appears, in which
you define the formula that is to be used to calculate the variance. Using the
formula editor, you can perform standard arithmetic operations (+, -, *, /) with
any elements.
Under ID, double-click the first value, select the minus sign, and then double-click
the second value under ID.
On the following screen, maintain the text types for the Variance column.
Save the form.
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Figure 157: Report Definition (1): Balance Sheet Analysis Example
Enter the name of a new report or choose the name of the report whose definition
you want to change. You have to choose an appropriate form for the report type
(financial statement analysis, financial statement key figures, or balance display).
You can choose a reference report if necessary.
On the Characteristics tab page, the system displays a list containing all the
available characteristics. In the characteristic list, select the characteristics that
you want to use for your evaluation in the report, and use the arrow buttons to
add them to the report. These characteristics are the drilldown characteristics
that you use to navigate in the report.
Using the function “Sort Characteristics”, you determine the order of the
characteristics in the navigation block of the report list for the executed report.
The order of the characteristics determines the layout of the standard drilldown.
The characteristics that you defined for a characteristic value when you defined
the report are above the navigation block and you cannot re-sort them. To
improve performance, you should not select characteristics that you do not need
in the drilldown report. Even if you are printing, you should only retain the
characteristics that you actually require, otherwise the system outputs superfluous
subtotals. The number of characteristics offered for selection is restricted by the
selection criteria defined in the form. If you have already specified a characteristic
in the form, it is no longer offered for selection.
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Lesson: Form and Report Definition
Figure 158: Report Definition (2): Balance Sheet Analysis Example
Once you have selected a characteristic, all the values for this characteristic are
included in the report. There are various ways of restricting the value quantity of a
characteristic for output in the report.
On the Characteristics tab page, you can restrict the characteristic values for each
drilldown characteristic chosen. There are various options dependent on the report
definition and the characteristic selected.
1. You do not make an entry. If you do not make any of the restrictions described
below, the system selects all the characteristic values when you run the report.
For example, the system displays all business areas for the “Business Area”
characteristic. In all other cases, the system reads only the characteristic value that
you entered, for example, only “Assets Under Construction” for the “Business
Area”.
SAP recommends that you choose characteristics carefully to limit the quantity of
data selected. This improves system response times.
1. You define a characteristic value for a characteristic. If, for example, you are
only interested in the value 1100 for the Company Code, you can restrict the report
accordingly. The characteristic and the characteristic value then appear above the
navigation block on the report list and have been defined (that is, you cannot use
the characteristic as a drilldown characteristic).
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Lesson: Form and Report Definition
Exercise 22: Drilldown Reporting in
Financial Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Define and execute forms and reports of different types in FI-GL
•
Explain and use navigation options when you are displaying a report
•
Define forms and reports more flexibly using characteristic and text variables
•
Try various layout settings for the report output
•
Explain the different types of cells and use cells in formulas
•
Use different output types for reports and test the functions during output
Business Example
Employees in Financial Accounting want to learn about the evaluation options
provided by drilldown reporting and use the various navigation options.
Task 1:
1.
Create a form G##-BALPL-01 (## = your group number) for the Financial
statement analysis form type. Enter G## Actual-actual/year as the
description. Choose One axis with key figure as the structure
User menu → AC280 Drilldown Activities → Drilldown Reporting:
Maintain Forms → Create Form
In the general selections, add the Plan/actual indicator 0 for actual.
Edit → General Selections → General Selections
Choose the column display for your entries in the form.
Goto → Column Display
Define 3 columns:
Column 1:
Key figure BILWERT (financial statement value) with the characteristic
Fiscal Year. Enter the current fiscal year for the characteristic Fiscal
Year (fixed value). Enter “FY XXXX” (XXXX = current year) as a short,
medium, and long text.
Column 2:
Continued on next page
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Key figure BILWERT (financial statement value) with the characteristic
Fiscal Year. Enter the previous fiscal year for the characteristic Fiscal
year (fixed value). Enter FY XXXX (XXXX = previous year) as a short,
medium, and long text.
Column 3:
Variance between the current fiscal year and the previous fiscal year
(using formula). Enter Variance as the short, medium, and long text.
Check your form
Save your form.
Task 2:
1.
For this form, create the report G##-BALPL-01 (## = group number)
for the report type Financial statement analysis with the description G##
Actual-actual/year.
Environment → Report → Create (or button: Report)
From the drilldown characteristics, choose financial statement item,
company code, business area, and account number. You should be able
to enter the hierarchy selection (financial statement version) using the
characteristic Financial Statement Item when you run the report. Enter the
fixed value 1000 for the characteristic Company Code.
Change the order of the user-defined characteristics.
Sort User-Defined Characteristics button, after Company Code (1), sort by:
Financial statement item (2),
Account number (3), and
Business area (4).
On the Output Type tab page, choose Classic Drilldown (Basic List:
Drilldown) and Available on Selection Screen.
Save your report.
Task 3:
1.
Execute the report:
Exit the screen for maintaining the report.
Start the report from your user menu.
Continued on next page
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Lesson: Form and Report Definition
Drilldown Reporting: Maintain and Execute Reports → Execute Reports
Place the cursor on report G##-BALPL-01 and choose
Drilldown Report → Execute (or double-click your report) G##-BALPL-01.
Financial statement version: INT
Output type: Classic drilldown report
Execute
Navigate within the report until you find the account number for occupancy
costs. Make a note of the financial statement value for the Automotive
business area (3000) for the current fiscal year.
_______________________________________________________________
_______________________________________________________________
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Solution 22: Drilldown Reporting in
Financial Accounting
Task 1:
1.
Create a form G##-BALPL-01 (## = your group number) for the Financial
statement analysis form type. Enter G## Actual-actual/year as the
description. Choose One axis with key figure as the structure
User menu → AC280 Drilldown Activities → Drilldown Reporting:
Maintain Forms → Create Form
In the general selections, add the Plan/actual indicator 0 for actual.
Edit → General Selections → General Selections
Choose the column display for your entries in the form.
Goto → Column Display
Define 3 columns:
Column 1:
Key figure BILWERT (financial statement value) with the characteristic
Fiscal Year. Enter the current fiscal year for the characteristic Fiscal
Year (fixed value). Enter “FY XXXX” (XXXX = current year) as a short,
medium, and long text.
Column 2:
Key figure BILWERT (financial statement value) with the characteristic
Fiscal Year. Enter the previous fiscal year for the characteristic Fiscal
year (fixed value). Enter FY XXXX (XXXX = previous year) as a short,
medium, and long text.
Column 3:
Variance between the current fiscal year and the previous fiscal year
(using formula). Enter Variance as the short, medium, and long text.
Check your form
Save your form.
a)
Procedure:
In your user menu, choose transaction FSI4 - Create form in the folder
Drilldown reporting: Maintain forms.
User Menu → Drilldown Reporting: Maintain Forms → Create Form
Continued on next page
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Lesson: Form and Report Definition
In the general selections, add the Plan/actual indicator 0 for actual.
Edit → General Selections → General Selections
Click Plan/actual indicator in the list of available characteristics and
then click the arrow pointing left to add this characteristic to the list of
selected characteristics. Enter 0 as the From value. Choose Confirm.
Choose the column display for your entries in the form.
Goto → Column Display
First column:
Double-click the first column (element 1) and choose Key figure
with characteristics (selection button). Choose BILWERT (financial
statement value) for the key figure. Place the cursor on Fiscal Year in
the Available Characteristics list and choose the arrow pointing left to
add this characteristic to the Selected Characteristics list. Enter the
current fiscal year (XXXX) as the From value.
Enter the texts by choosing the Change Short/Medium/Long Text
symbol. Enter the text: Short: GJ XXXX (XXXX = current year)
and then choose the Copy Short Text pushbutton. Accept your entry
and then choose Confirm.
Second column:
Double-click the second column (element 2) and choose Key figure
with characteristics (selection button). Choose BILWERT (financial
statement value) as the key figure. Click Fiscal year in the list of
available characteristics and then click the arrow pointing left to add
this characteristic to the list of selected characteristics. Enter the
previous fiscal year (YYYY) as the From value.
Enter the texts for the element definition:
Choose the Change short, medium and long texts symbol. Enter the
text: Short: FY YYYY (YYYY = previous year) and then choose the
Copy Short Text pushbutton.
Accept your entry and then choose Confirm.
Third column:
Double-click the third column (Element 3) and choose Formula
(selection button). Enter your formula.
Click the ID X001, the minus sign, and then the ID X002. Copy your
entries.
Enter the texts for the element definition:
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Enter the text: Short: Variance and choose the pushbutton Copy
Short Text. Accept your entry and then choose Confirm.
Check your form by choosing the icon Check.
Save your form.
Task 2:
1.
For this form, create the report G##-BALPL-01 (## = group number)
for the report type Financial statement analysis with the description G##
Actual-actual/year.
Environment → Report → Create (or button: Report)
From the drilldown characteristics, choose financial statement item,
company code, business area, and account number. You should be able
to enter the hierarchy selection (financial statement version) using the
characteristic Financial Statement Item when you run the report. Enter the
fixed value 1000 for the characteristic Company Code.
Change the order of the user-defined characteristics.
Sort User-Defined Characteristics button, after Company Code (1), sort by:
Financial statement item (2),
Account number (3), and
Business area (4).
On the Output Type tab page, choose Classic Drilldown (Basic List:
Drilldown) and Available on Selection Screen.
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Lesson: Form and Report Definition
Save your report.
a)
Procedure:
Create report G##-BALPL-01 (## = group number) for this form. On
the maintenance screen for the form:
Environment → Report → Create (or choose Create report).
Choose the report type Balance sheet analysis.
For your report G##-BALPL-01, accept the same form name offered
and enter G## Actual-actual/year for the report description.
Choose Create.
In the Available characteristics list , click
Financial statement item, company code, business area and account
number continue, and click the arrow pointing left to add these
characteristics to the Selected characteristics list.
Double-click the characteristic Financial statement item and choose
Enter at execution (selection button).
Enter the fixed value 1000 for the characteristic Company Code.
Change the order of the user-defined characteristics:
Click Sort user-defined characteristics and enter
Company code (1),
Financial statement item (2),
Business area (4), and
Account number (3).
On the Output Type tab page, choose Classic Drilldown (Basic List:
Drilldown) and select the Available on Selection Screen checkbox.
Save your report.
Task 3:
1.
Execute the report:
Exit the screen for maintaining the report.
Start the report from your user menu.
Drilldown Reporting: Maintain and Execute Reports → Execute Reports
Place the cursor on report G##-BALPL-01 and choose
Continued on next page
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Drilldown Report → Execute (or double-click your report) G##-BALPL-01.
Financial statement version: INT
Output type: Classic drilldown report
Execute
Navigate within the report until you find the account number for occupancy
costs. Make a note of the financial statement value for the Automotive
business area (3000) for the current fiscal year.
_______________________________________________________________
Continued on next page
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Lesson: Form and Report Definition
_______________________________________________________________
a)
Procedure:
Execute your report:
Exit the maintenance screen for the report by choosing Exit until you
see your user menu on the screen.
Start the report from your user menu.
Drilldown: Maintain and execute reports → Execute reports:
Report:G##-BALPL-01 Drilldown report → Execute (or double-click
your report G##-BALPL-01)
On the selection screen:
Balance sheet version INT and
Output type: Classic Drilldown Report
Execute
When you display the report, the financial statement items for the
financial statement version INT are displayed in the rows.
Navigate within the report until you find the account number for
Occupancy costs:
In the navigation area, click the drilldown characteristic Account
number.
Choose Financial statement item.
This produces the drilldown by account number.
Scroll down the list until you reach the account Occupancy Costs
(account 470000). (Alternatively, you can enter the the word
“occupancy costs” as a search term using the binoculars icon.)
Make a note of the financial statement value for the Vehicles business
area (3000) for the current fiscal year:
Select the Occupancy costs row by choosing the angle brackets icon
(<>) .
In the navigation area, click the Business area drilldown characteristic.
The report values for account number 470000 (Occupancy costs)
are now drilled down by business area. Make a note of the financial
statement value for the combination Account number 470000
(Occupancy costs) for the Vehicles business area (3000) in the current
fiscal year.
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Lesson Summary
You should now be able to:
•
Define forms
•
Define and execute reports
•
Define forms and reports more flexibly using characteristic and text variables
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Lesson: Report-Report Interface and Report Assignment
Lesson: Report-Report Interface and Report Assignment
Lesson Overview
In this lesson, you will learn about report-report interfaces and report assignments,
which are provided within drilldown reports.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Set up report-report interfaces
Use report assignments
Business Example
Employees in Financial Accounting want to link various drilldown reports. Report
assignments to drilldown reports are of interest.
Figure 159: Report-Report Interface
To enable you to report on a large number of characteristics or changing
combinations of characteristics, you would have to define a very comprehensive
report, which you may not be able to create online due to the large volume of data.
Using the report-report interface, you can link several individual reports, each
with a limited number of characteristics, to allow you to perform flexible data
evaluations online.
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Recipient objects are other drilldown reports, report portfolios, BW reports,
ABAP reports, Report Writer reports, or transactions.
Using the report-report interface you can, for example:
•
•
Link reports that contain different characteristics in an application. This
enables you to report on a larger number of characteristics than with
individual reports.
Link reports created in the different application classes.
Figure 160: Report Assignment
You assign the recipient reports in the report definition by choosing Options.
Choose Report Assignment and define the report type (report portfolio, BW report,
drilldown report, ABAP report, Report Writer, or transaction).
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Lesson: Report-Report Interface and Report Assignment
Exercise 23: Drilldown Reporting in
Financial Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Define and execute forms and reports of different types in area FI-GL
•
Explain and use navigation options when you are displaying a report
•
Define forms and reports more flexibly using characteristic and text variables
•
Try various layout settings for the report output
•
Explain the different types of cells and use cells in formulas
•
Use different output types for reports and test the functions during output
Business Example
Employees in Financial Accounting want to learn about the evaluation options
provided by drilldown reporting and use the various navigation options.
Task 1:
Change report G##-BALPL-02 (## = group number) so that you forward the data
from this report to two recipient reports.
1.
1. Line item report RFGLRE_ITEMS
2. Own drilldown report G##-BALANC1
Choose
the Options tab page.
Choose Extras, then Report assignment.
Choose the Insert row button.
Choose the Other report type pushbutton: Report type RT,
Choose RFGLRE_ITEMS (no variant); description of recipient report:
G/L Account Line Item
Choose the Insert row button.
Choose Report type: Balance display.
Own report: G##-BALANC1
Savethe report assignment.
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Save the report.
Task 2:
Execute report G##-BALPL-02 (## = group number). Choose company code
1000and Current fiscal year.
1.
Navigate in the financial statement version until you find the account Wages.
Place the cursor on the amount for the current fiscal year.
Choose the icon for Call Up Report
.
Call up the report for G/L account line items and go to the document display.
Then call up your drilldown report for the G/L account balances.
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Lesson: Report-Report Interface and Report Assignment
Solution 23: Drilldown Reporting in
Financial Accounting
Task 1:
Change report G##-BALPL-02 (## = group number) so that you forward the data
from this report to two recipient reports.
1.
1. Line item report RFGLRE_ITEMS
2. Own drilldown report G##-BALANC1
Choose
the Options tab page.
Choose Extras, then Report assignment.
Choose the Insert row button.
Choose the Other report type pushbutton: Report type RT,
Choose RFGLRE_ITEMS (no variant); description of recipient report:
G/L Account Line Item
Choose the Insert row button.
Choose Report type: Balance display.
Own report: G##-BALANC1
Savethe report assignment.
Save the report.
a)
Change report G##-BALPL-02.
User Menu → Change Report.
Place the cursor on G##-BALPL-02.
Drilldown Report → Change.
RFGLRE_ITEMS (no variant).
Task 2:
Execute report G##-BALPL-02 (## = group number). Choose company code
1000and Current fiscal year.
1.
Navigate in the financial statement version until you find the account Wages.
Place the cursor on the amount for the current fiscal year.
Continued on next page
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Choose the icon for Call Up Report
.
Call up the report for G/L account line items and go to the document display.
Then call up your drilldown report for the G/L account balances.
a)
+ Profit and loss statement
+ Staff costs
+ Wages and salaries
+ Salaries
Salaries
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Lesson: Report-Report Interface and Report Assignment
Lesson Summary
You should now be able to:
•
Set up report-report interfaces
•
Use report assignments
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Unit Summary
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Unit Summary
You should now be able to:
•
Describe your knowledge of the architecture of drilldown reporting
•
Explain the terms characteristics and key figures and the different types
of each.
•
Explain the difference between single-axis and dual-axis forms and use these
forms appropriately
•
Use various navigation options in drilldown reports
•
Define forms
•
Define and execute reports
•
Define forms and reports more flexibly using characteristic and text variables
•
Set up report-report interfaces
•
Use report assignments
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Unit 10
Overview of the Closing Activities
Unit Overview
This unit provides an overview of the pre-closing activities for the month end
and year end.
Unit Objectives
After completing this unit, you will be able to:
•
Describe the integrated process of both month-end and year-end closing
Unit Contents
Lesson: Month-End and Year-End Closing Processes ....................386
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Lesson: Month-End and Year-End Closing Processes
Lesson Overview
This lesson provides an overview of the activities for pre-closing the month end
and year end.
Lesson Objectives
After completing this lesson, you will be able to:
•
Describe the integrated process of both month-end and year-end closing
Business Example
As a member of the project team responsible for defining the financial closing
process, you need to define the types and timing of closing activities that need to
be performed in the SAP system.
Figure 161: Month-End Closing Process
This slide provides an overview of the month-end closing process.
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Lesson: Month-End and Year-End Closing Processes
Pre-closing activities that begin in the old month include:
•
•
•
•
•
•
Technical - Open new accounting period (FI),
FI - Enter accruals/deferrals, process recurring entries and bad debt expense
in AR, post depreciation and interest expenses in Asset Accounting
MM - Maintain GR/IR clearing account, post material revaluations
HR - Post payroll expenses
SD - Post goods issues for deliveries to customers
Technical - Close old month in (MM), close sub-ledgers (FI), preliminary
close of G/L (FI)
Managerial closing activities include CO allocations and repostings, locking the
old accounting period in CO, and re-opening the G/L for adjustment postings.
Closing activities for external purposes include:
•
•
•
•
CO - Reconciliation posting to FI (for cross-organizational unit CO postings)
FI - Foreign currency valuations and financial statement adjustments
Technical – Final closing of the old period
FI/CO - Creating external and internal reports
Figure 162: Year-End Closing Process
This slide provides an overview of the year-end closing process. These activities
are performed in addition to the regular month-end closing process for the final
period of the fiscal year.
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Pre-closing activities that begin in the old month include:
•
•
•
•
•
•
•
Technical – Open the first accounting period of the new fiscal year (FI),
MM - Perform physical inventory count (may be performed on up to a
monthly basis)
PP/CO - Update product cost estimates (may be performed more frequently)
MM - Lowest value determination and LIFO/FIFO valuation
AA - Asset valuations and investment support
FI - Balance confirmations for customers/vendors
Technical - Fiscal year change (AA) and balance carryforward (FI)
Closing activities for external purposes include:
•
•
•
388
FI – GR/IR clearing account analysis, receivables and payables
reclassification, reconciliation of prior year to new year, and other adjustment
postings
Technical – Final closing of the old period (AR/AP and G/L)
FI/CO - Creating external and internal reports
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Month-End and Year-End Closing Processes
Lesson Summary
You should now be able to:
•
Describe the integrated process of both month-end and year-end closing
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Unit Summary
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Unit Summary
You should now be able to:
•
Describe the integrated process of both month-end and year-end closing
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2006/Q2
Unit 11
The Financial Statements
Unit Overview
This unit introduces the key tools required for creating financial statements and
profit and loss (P&L) statements.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
Identify where in the system you execute the financial statement program
Describe the purpose of the financial statement version
Create, change, and display financial statement versions
Create financial statements using a drilldown report
Unit Contents
Lesson: Financial Statement Versions .......................................392
Exercise 24: Creating Financial Statements ............................399
Lesson: Drilldown Reporting ..................................................407
Exercise 25: Drilldown Reporting ........................................ 411
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Lesson: Financial Statement Versions
Lesson Overview
This lesson introduces the financial statement version as a convenient means of
representing the balance sheet and profit and loss statement. You will also be
introduced to the options provided by the standard program RFBILA00.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Identify where in the system you execute the financial statement program
Describe the purpose of the financial statement version
Create, change, and display financial statement versions
Business Example
The project manager has asked your group to locate and document the area where
financial statement configuration takes place. You should display and change
existing versions and then create a new version.
Figure 163: Financial Statement Versions Overview
The mySAP ERP system provides a standard report (RFBILA00) for creating
financial statements. You can produce different outputs from this report program
by specifying different financial statement versions.
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Lesson: Financial Statement Versions
Financial statement versions are also used in the structured balance list, drilldown
reporting, planning, and transferring data to consolidation.
You can define as many financial statement versions as you need to prepare
reports according to various criteria, for example, for tax authorities, for other
external users, and for internal purposes.
The financial statement version enables you to configure the report format. You
determine the following:
•
•
•
•
Which items are to be included and the sequence and hierarchy of these items
The text describing the items
The charts of accounts and the individual accounts relevant to the report
The totals to be displayed
You can use the selection parameters for RFBILA00 to make additional
specifications, such as whether to create the report at the business area level,
company code level, and so on.
The standard system is delivered with sample financial statement versions. You
can copy these and modify them to create your own versions.
As of 4.6C: As an alternative to the financial statements, you can use RFBILA00
to create a structured list of account balances.
Figure 164: Financial Statement Versions
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You define a financial statement version in two steps:
•
•
Enter it in the directory of financial statement versions
Define hierarchy levels and assign accounts
Each version must have the following “special items”
•
•
•
•
•
•
•
Assets
Liabilities
Profit
Loss
Profit and loss results
Accounts not assigned
Notes to Financial Statement
The net profit or net loss and the profit and loss results are calculated using the
same report that you use to create the financial statement. In addition, the report
lists the accounts that were not assigned to an item in the financial statement
version under the item Non-assigned Accounts.
As of ERP 2004: Fixed item for the notes to financial statement: A fixed item
similar to the assets and liabilities items is now created for the notes to financial
statement item when you define the financial statement version. By reassigning
the corresponding accounts to this item you can ensure that these accounts are
no longer included in the profit and loss result when you execute the financial
statement report.
The net profit or net loss is only determined from accounts that are assigned to
the assets and liabilities items. Accounts belonging to the items notes to financial
statement (see above) or not assigned are not taken into account when you
determine the net profit or loss, nor are they included in the profit and loss result.
The profit and loss result is derived from the balance of all the other accounts.
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Lesson: Financial Statement Versions
Figure 165: The Balance Sheet Section of a Financial Statement Version
A financial statement version consists of a maximum of 20 hierarchy levels.
a) Assign items to each level. The system calculates a total/subtotal for each item,
which is then displayed when the program is run.
b) Assign texts to each item.
c) Assign the accounts whose balance and account name are to be listed to the
lowest levels.
Figure 166: Texts
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You can write additional texts for each item in a financial statement. You can write
up to four lines of text at the beginning and/or the end of an item.
A graduated total is calculated, in addition to the control level method. It can be
called up from any point within the financial statement structure. You can output
graduated totals in the profit and loss part of the structure in the standard system
using this function.
Program RFBILA00 enables you to print the financial statements on a
SAPSCRIPT form.
You generate the form by selecting a version in the directory of financial statement
versions: Goto → Create Form → One-Column Form. Change the form according
to your requirements. Activate the form. Enter the form on the selection screen for
RFBILA00 (tab page: Output Control).
Figure 167: Account Group Assignment According to Balance
You use account group assignment to determine in which cases the balance of a
specific account group is to appear in a specific financial statement item.
The following examples only apply for accounts with a fluctuating balance.
Example: Bank accounts
First example:
D
C
X
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Lesson: Financial Statement Versions
X If the joint balance of all accounts listed under this item is a debit balance, it
will appear here.
Second example:
D
C
X
X If the joint balance of all accounts listed under this item is a credit balance, it
will appear here.
The following example applies to most accounts:
Another example:
D
C
X
X
The balance will always appear here irrespective of whether the balance of the
accounts is a debit or credit.
Example: Receivables Accounts
Figure 168: The Profit and Loss Section of a Financial Statement Version
You maintain the profit and loss statement hierarchy in the same way as you
maintain assets and liabilities in the balance sheet.
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In the profit and loss statement area, you can use the graduated total function to
display the result of business transactions (total of operating result and financial
result) as a total, for example.
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2006/Q2
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Lesson: Financial Statement Versions
Exercise 24: Creating Financial
Statements
Exercise Objectives
After completing this exercise, you will be able to:
•
Create financial statements
•
Customize the financial statement version
Business Example
Your project manager has asked you to review the options for financial statement
reporting in mySAP ERP. You need to review the presentation provided by the
standard balance sheet/profit and loss program, RFBILA00 and the ability to
customize the presentation using different financial statement versions.
Task 1:
Carry out the following task.
1.
Create financial statements (report RFBILA00) for your company code
AC## for the current period and fiscal year. Use the existing financial
statement version INT and the ALV tree control list output.
Task 2:
Create your own financial statement version FS## by copying and modifying an
existing version.
1.
Copy the financial statement version INT to create your own version FS##
and add as a description Financial Statement Version ##. Use the language
of the country where the course is taking place as the maintenance language.
2.
Check whether all the G/L accounts in your chart of accounts and company
code have been correctly assigned to the financial statement items in your
financial statement version.
3.
Create your own profit and loss item 3063000, Employee Training and
Education, under the “Staff costs” item.
4.
Assign the account 476400, Training costs, to the new item “Employee
Training and Education”. The account will appear in this item whether it
has a debit or credit balance.
5.
Reassign your financial statement items under “Staff costs” by moving your
new item 3063000 to the end.
Continued on next page
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Task 3:
Carry out the following task.
1.
400
Create financial statements (report RFBILA00) for company code AC##
for the current period to test your new financial statement version FS##.
Also, create a report variant to simplify reporting in subsequent exercises.
Assign the variant name VAR## and the description “CoCode AC## current
period”.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Financial Statement Versions
Solution 24: Creating Financial Statements
Task 1:
Carry out the following task.
1.
Create financial statements (report RFBILA00) for your company code
AC## for the current period and fiscal year. Use the existing financial
statement version INT and the ALV tree control list output.
a)
Create the financial statements (RFBILA00)
Menu path for report:
Information Systems → Accounting → Financial Accounting →
General Ledger → Balance Sheet
Enter the following data:
Company code: AC##
Tab page: Further selections
Financial statement version: INT
Reporting year: Current year
Reporting periods: From current period to current period
List output: ALV Tree Control
Execute the report.
Continued on next page
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Task 2:
Create your own financial statement version FS## by copying and modifying an
existing version.
1.
Copy the financial statement version INT to create your own version FS##
and add as a description Financial Statement Version ##. Use the language
of the country where the course is taking place as the maintenance language.
a)
Create the financial statement version
Copy financial statement version INT.
Menu path to configure financial statement version:
Tools → Customizing → IMG → Execute Project → SAP Reference
IMG → Financial Accounting → General Ledger Accounting →
Business Transactions → Closing → Document → Define Financial
Statement Versions
Select the row for financial statement version INT.
Edit → Copy as…
Enter the key FS## and the name Financial Statement Version ##.
Choose Enter.
Save.
Double-click the financial statement version you have just created
(FS##) to check the maintenance language.
If necessary, change this to the language of the country in which the
course is being held.
Save.
DO NOT EXIT THIS SCREEN
Continued on next page
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Lesson: Financial Statement Versions
2.
Check whether all the G/L accounts in your chart of accounts and company
code have been correctly assigned to the financial statement items in your
financial statement version.
a)
Check the assignment of accounts
Choose Fin. Statement Items.
Choose Structure → Check.
Enter your company code (AC##) and set only the Nonassigned
Accounts Fr.Chart of Accts From Company Code indicator.
Choose Enter.
Once you have finished viewing the unassigned accounts, choose Enter
to close the dialog box and continue with the next exercise.
DO NOT EXIT THIS SCREEN
3.
Create your own profit and loss item 3063000, Employee Training and
Education, under the “Staff costs” item.
a)
Create profit and loss statement items
On the Change Financial Statement Version screen:
Drill down by clicking the folder to the left of the item “Profit and
loss statement”.
Place your cursor on the “Staff costs” item and choose Create Items.
Enter 3063000 as the item number and “Employee Training and
Education” as the description.
Choose Enter to add the new item to the structure.
DO NOT EXIT THIS SCREEN
4.
Assign the account 476400, Training costs, to the new item “Employee
Training and Education”. The account will appear in this item whether it
has a debit or credit balance.
a)
Assign account
On the Change Financial Statement Version screen:
Place the cursor on the “Employee Training and Education” item and
choose Assign Accounts.
Enter 476400 in the 'From act' column and set both the debit balance
(D) and credit (C) balance indicators.
Choose Enter.
DO NOT EXIT THIS SCREEN
Continued on next page
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Unit 11: The Financial Statements
5.
TFIN50_2
Reassign your financial statement items under “Staff costs” by moving your
new item 3063000 to the end.
a)
Reassign items
On the Change Financial Statement Version screen:
Place your cursor on item 3063000.
Choose Edit → Select +/(Item is highlighted)
Place the cursor on the target item, 3062000.
Choose Edit → Reassign +/Confirm the “Same Level” setting.
Choose Enter.
(Item is moved)
Save.
Continued on next page
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Lesson: Financial Statement Versions
Task 3:
Carry out the following task.
1.
Create financial statements (report RFBILA00) for company code AC## for
the current period to test your new financial statement version FS##. Also,
create a report variant to simplify reporting in subsequent exercises. Assign
the variant name VAR## and the description “CoCode AC## current period”.
a)
Test financial statements (RFBILA00) and create variant
Menu path for report:
Information Systems → Accounting → Financial Accounting →
General Ledger → Balance Sheet
Enter the following data:
Company code: AC##
Tab page: Further Selections
Financial Statement Version:FS##
Reporting year: Current year
Reporting Periods: From current period to current period
Choose Goto → Variants → Save As Variant...…
Enter the following data:
Variant name: VAR##
Description: CoCode AC## current period
Save.
Execute the report.
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Lesson Summary
You should now be able to:
•
Identify where in the system you execute the financial statement program
•
Describe the purpose of the financial statement version
•
Create, change, and display financial statement versions
406
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2006/Q2
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Lesson: Drilldown Reporting
Lesson: Drilldown Reporting
Lesson Overview
This lesson explains how to create a financial statement version using drilldown
reporting.
Lesson Objectives
After completing this lesson, you will be able to:
•
Create financial statements using a drilldown report
Business Example
Your project manager wants you to check and document the report functions of
drilldown reporting in addition to the financial statement version.
Figure 169: Drilldown Reporting
Drilldown reporting is a tool that enables you to analyze G/L account transaction
figures and financial statements. You can also carry out variance analyses such as
plan/actual comparisons, fiscal year comparisons, and so on.
Drilldown reports make navigating through your data simple. You can move to
different detail levels, or in different objects for analysis purposes, or change
between a drilldown view and a detailed view. Drilldown reporting also provides
functions for processing lists, such as sorting, conditions (threshold values),
ranking lists, and so on. You can also access SAP Graphics, SAPmail, and the
Excel Listviewer from your report.
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The menus and functions directly available in the drilldown report make it easy
to use the information system.
Characteristics and key figures form the basis of the drilldown report presentation.
Characteristics define how your data can be classified or provide a time reference.
Key figures include stored values or quantities and calculations based on these
values and quantities. In G/L drilldown reports:
•
•
Characteristics can include company, company code, business area, chart of
accounts, financial statement item, currency, fiscal year, period, and so on
Key figures can include total credit balance, total debit balance, balance
sheet value, accumulated balance, balance carryforward, and so on.
Figure 170: Drilldown List and Detail List Reporting
Each report consists of a number of lists (depending on how many characteristics
you select and the number of values for those characteristics) that are divided into
two categories according to their content: drilldown lists and detail lists.
A drilldown list displays a selection of key figures in combination with at least
one characteristic (for example, balance sheet value for a fiscal year, the variance
calculation) for a number of drilldown characteristics (such as Assets/Business
Area 0001, Assets/Business Area 8000, Assets/Business Area 9900). The key
figures appear in the columns of a drilldown list. The lowest level of the drilldown
characteristics appear in the rows of this list, while all other levels and their
selected values appear at the top of the report. In this example, we selected
“Assets” for the “financial statement item” characteristic and then the “business
area” characteristic, giving us a view of the total assets for each business area.
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Lesson: Drilldown Reporting
A detail list always shows all the key figure and characteristic combinations for
a single combination of drilldown characteristic values (for example, assets for
business area 0001). The key figures appear in the rows of a detail list. All
selected drilldown characteristics, including their selected values, appear at the
top of the report in the order chosen.
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Lesson: Drilldown Reporting
Exercise 25: Drilldown Reporting
Exercise Objectives
After completing this exercise, you will be able to:
•
Execute and navigate in a drilldown report.
Business Example
The cross-application drilldown reporting function can also be used to create
financial statements. You will run a delivered balance sheet/profit and loss report
to explore the features provided by this reporting tool.
Task:
Create a new session.
1.
2006/Q2
Create financial statements using the Actual/Actual Comparison for Year
drilldown report. Run the report for your company code AC## and the
current fiscal year. Use the financial statement version that you created
(FS##). Within the output list of the report, drill down to the line items
which make up the account “Salaries”.
© 2006 SAP AG. All rights reserved.
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Unit 11: The Financial Statements
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Solution 25: Drilldown Reporting
Task:
Create a new session.
1.
Create financial statements using the Actual/Actual Comparison for Year
drilldown report. Run the report for your company code AC## and the
current fiscal year. Use the financial statement version that you created
(FS##). Within the output list of the report, drill down to the line items
which make up the account “Salaries”.
a)
Call up drilldown report
Menu path to create a new session:
System → Create Session
Menu path for the report: Accounting → Financial Accounting →
General Ledger → Information System → General Ledger Reports →
Balance Sheet/ Profit and Loss Statement / Cash Flow → General →
Actual/Actual Comparisons → Actual/Actual Comparison for Year
Enter the following data:
Company Code: AC##
FIS Annual Rep.Struc: FS##
Fiscal Year: Current year
Execute the report.
Expand the profit and loss statement by clicking the “+” to the left of
the Profit and loss statement line.
Continue to expand the following:
+ Staff costs
+ Wages and salaries
+ Salaries
+ Salaries
→ Salaries
Place the cursor on the selected row in the column for the current
fiscal year.
Choose Goto → Line Items
Check the line items for this account.
Continued on next page
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Lesson: Drilldown Reporting
(Optional) Display the line items by double-clicking them. In the
document display, choose the Document Overview icon to view the
other line items for this document.
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Lesson Summary
You should now be able to:
•
Create financial statements using a drilldown report
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Unit Summary
Unit Summary
You should now be able to:
•
Identify where in the system you execute the financial statement program
•
Describe the purpose of the financial statement version
•
Create, change, and display financial statement versions
•
Create financial statements using a drilldown report
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Unit Summary
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© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 12
Receivables & Payables
Unit Overview
This unit presents the key closing activities and configuration options in this area.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
Create balance confirmations
Valuate foreign currency open items and balance sheet accounts
Explain how individual value adjustments are posted and describe flat-rate
individual value adjustments for doubtful receivables
Regroup receivables and payables
Unit Contents
Lesson: Balance Confirmation ................................................418
Exercise 26: Balance Confirmation ......................................423
Lesson: Foreign Currency Valuation .........................................427
Exercise 27: Foreign Currency Valuation ...............................435
Lesson: Value Adjustments....................................................442
Exercise 28: Value Adjustments..........................................445
Lesson: Regrouping ............................................................453
Exercise 29: Reclassification .............................................459
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Lesson: Balance Confirmation
Lesson Overview
This lesson introduces the options available for configuring balance confirmations.
Lesson Objectives
After completing this lesson, you will be able to:
•
Create balance confirmations
Business Example
The Accounting department wants to know what options are available for creating
balance confirmations.
Figure 171: Overview: Customer Account Closing Activities
At the beginning of the fiscal year, the balance carryforward program is run,
carrying forward the balances of the customer accounts to the next fiscal year.
The posting periods of the old fiscal year are blocked and the special periods for
closing postings are opened. A technical reconciliation guarantees that the posting
of documents is technically problem-free.
The balances are then confirmed, the foreign currency documents valuated, the
values adjusted, and the receivables regrouped.
Once complete, the special periods can be closed.
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Lesson: Balance Confirmation
Balance confirmations are generated, foreign currencies valuated, and receivables
regrouped in the same way as in accounts payable accounting.
Hint: The closing processes may vary from country to country. Your
trainer can provide you with information on special procedures that may
be required in your country.
Figure 172: Balance Confirmations
The program for creating balance confirmations automatically creates balance
confirmations (including reply slips) for a freely definable number of customers
and vendors, as well as a reconciliation list and a results table. The balance
confirmations and reply slips are sent to the customers or vendors and the lists
forwarded to a control center. In IDES, this control center is the “internal audit”
department.
The customers or vendors check the balance information they receive and
send their reply to the control center. Here, the replies are compared with the
reconciliation list and the results entered in the results table.
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Figure 173: Customizing I: Balance Confirmations
Reports SAPF130D and SAPF130K create correspondence to and from your
customers and vendors to enable you to check the balance of receivables and
payables.
You can choose from the following procedures:
•
•
•
Balance Confirmation
Balance notification
Balance request
For each company code, the reports output a checklist and an error list. You use
these to check the receipt of balance confirmations. In the error list, the report logs
the errors that occurred during the evaluation.
You can also create a results list to evaluate the replies. For example, you would
include the number of replies received and the total amount contained in the
replies received.
The system can print a selection coversheet for each report run.
Alternatively, you can use the reports to print reminders for overdue balance
confirmations and inquiries. To do so, enter the customers concerned in addition
to the “old” issue date and “old” reply date on the selection screen.
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Lesson: Balance Confirmation
Figure 174: Customizing II: Balance Confirmations
See point 3:
You must specify at least one address to which balance confirmations should be
sent. Enter an ID or leave the field blank. Depending on what you decide to
enter here, the corresponding ID has to be included in the selection criteria when
the program is run.
Example:
If you want balance confirmations to be sent to the auditor, leave the ID field
blank. For example, you can enter the address of the internal audit department for
ID 0001 for the same company code. This ID is entered in the selection criteria of
the report for balances that the internal audit is interested in.
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TFIN50_2
2006/Q2
TFIN50_2
Lesson: Balance Confirmation
Exercise 26: Balance Confirmation
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a balance confirmation for your customer
Business Example
You need to perform closing activities for payables and receivables. For
counting/checking purposes, you create a balance confirmation to verify the
accuracy of your customer account balance.
Task:
Create a balance confirmation for your customer T-F00A00 in your company
code AC##.
1.
Check the communication language in the customer master record. For
customer T-F00A00 in company code AC##, change the communication
language to the language of the country where the course is being held on
the Address tab page. This ensures that the balance confirmation is created
in the appropriate language.
Caution: If the balance confirmation forms have not been set up in
SAPScript in the course language, the output will default back to
German.
2.
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Solution 26: Balance Confirmation
Task:
Create a balance confirmation for your customer T-F00A00 in your company
code AC##.
1.
Check the communication language in the customer master record. For
customer T-F00A00 in company code AC##, change the communication
language to the language of the country where the course is being held on
the Address tab page. This ensures that the balance confirmation is created
in the appropriate language.
Caution: If the balance confirmation forms have not been set up in
SAPScript in the course language, the output will default back to
German.
a)
Balance confirmation for your customer T-F00A00 in your company
code AC##.
Communication language for your customer.
Menu path to change the customer master record:
Accounting → Financial Accounting → Accounts Receivable →
Master Records → Change
Enter the following data:
Customer: T-F00A00
Company Code: AC##
Tab page: Address
Scroll down to the Communication field group: Language field.
Change the language to the course language.
Save.
Return to the main menu.
Continued on next page
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Lesson: Balance Confirmation
2.
Create a balance confirmation for your customer in your company code.
a)
Balance confirmation
Menu path to print balance confirmations:
Accounting → Financial Accounting → Accounts Receivable
→ Periodic Processing → Closing → Check/Count → Balance
Confirmation: Print
Enter the following data:
Customer: T-F00A00
Tab: General Selections
Company code: AC##
Reconciliation Key Date: Today's date
Tab: Further Selections
Individual Customers: X
Tab: Output Control
Sort Var. for Correspondence: Sort by account number
Line Item Sorting: Document date, reference/doc.no.
Date of Issue: Today's date
Date for reply: Today's date + 7 days
Use printer LP01.
Printer for form set
Printer for check list
Printer for results table
Printer for error list
Printer for selections
Execute the program.
Scroll up or down to view the information on the displayed page. Page
down to view the other report pages.
Return to the main menu.
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Lesson Summary
You should now be able to:
•
Create balance confirmations
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2006/Q2
TFIN50_2
Lesson: Foreign Currency Valuation
Lesson: Foreign Currency Valuation
Lesson Overview
This lesson describes the various methods of foreign currency valuation.
Lesson Objectives
After completing this lesson, you will be able to:
•
Valuate foreign currency open items and balance sheet accounts
Business Example
Foreign currency open items and balance sheet accounts must be valuated on the
basis of various business-related and legal criteria.
Figure 175: Foreign Currency Valuation (SAPF100)
You carry out the foreign currency valuation before you create the financial
statements. The valuation includes the following accounts and items:
•
•
Foreign currency balance sheet accounts, that is, G/L accounts that you
manage in a foreign currency (the balances of the G/L accounts in foreign
currency are valuated)
Open items (customers, vendors, G/L accounts) posted in foreign currency
(the line items are valuated)
Report SAPF100 valuates open items in foreign currency as well as foreign
currency balance sheet accounts. This replaces the previous report RFSBEW00
from Release 4.6B.
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In order to carry out a foreign currency valuation, you have to make certain
settings in Customizing:
•
•
•
Check your currency Customizing (for example, you must have defined
the exchange rates)
Define your valuation methods (for example, for the lowest value principle)
Define expense and revenue accounts for exchange rate differences from the
valuation. You must also specify balance sheet adjustment accounts for
receivables and payables accounts.
Figure 176: Foreign Currency Valuation
A foreign currency valuation is necessary if vendor accounts contain open items
in a foreign currency. The amounts of these open items were translated into the
local currency at the time they were entered using the current exchange rate (for
example, USD 500 to EUR 600, the local currency).
The exchange rate is probably different at the time of closing, and open items need
to be valuated again. A program valuates the open items using the new exchange
rate and enters the valuation difference (EUR 10 on the slide) in the valuated line
items. It also creates the valuation posting.
Expense from currency valuation to adjustment account for foreign currency
(see slide)
A valuation cannot be made by a posting to the payables account, since
reconciliation accounts cannot be directly posted to. For this reason, the amount is
posted to an adjustment account, which appears in the same line of the balance
sheet as the reconciliation account.
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2006/Q2
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Lesson: Foreign Currency Valuation
A valuation method determines how the individual line items are valuated. This
has to be set up in conjunction with the country-specific valuation regulations. It
defines, for example, whether the lowest value principle, the strict lowest value
principle, or a general principle (also with revenue from the valuation) is to be
used for valuation.
Figure 177: Valuation of Open Items Without Update (SAPF100)
The above accounts show the posting transactions when valuing items in foreign
currency without updating the valuation difference in the document line item.
In the period that the valuation is performed (as defined by the key date), a posting
is made to adjust the overall receivables balance for the change in exchange
rates. This posting is reversed in the next period, to bring the balances back to
the original position. A subsequent valuation or the payment clearing is then
based on the original posting.
The adjustment posting is made on the key date as usual, and then reversed on the
following day. The user can however define another posting date.
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Figure 178: Valuation of Open Items with Update (SAPF100)
The accounts above show the resulting posting transactions when you value
open items in foreign currency with an update of the valuation difference in
the document line item.
The “Balance sheet preparation valuation” indicator of the SAPF100 program
determines whether or not open items will be updated.
If you value a line item, the SAP System stores the valuation difference in the
line item. The system then uses this valuation during payment clearing or for
subsequent valuations.
Exchange rate differences that are not realized as valuation differences during
payment clearing are posted as an exchange rate translation (see example above).
You specify how the exchange rate translation is posted for each company code.
This is relevant only in certain countries.
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Lesson: Foreign Currency Valuation
Figure 179: Summary: Valuation of Open Items
This slide provides an example of the valuation postings that would result as the
value of an open item changes from period to period, depending on whether the
lowest value principle or strict lowest value principle method is selected.
Figure 180: Customizing: Valuation Methods
You can define different valuation methods for valuing foreign currency.
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For each valuation method, you have to define the following:
•
•
Parameters for the valuation procedure
Parameters for exchange rate determination
In SAP, the strict lowest value principle means that write-ups are not allowed.
You can use different rate types for determining the exchange rate.
Pushbutton “Balance Valuation”:
Only relevant when using strictest or lowest valuation principle. Example:
Valuation of the open items of customer accounts. If you want to valuate credit
items, you must set this indicator. Otherwise, only debit items are valuated.
Minimum difference: Exchange rate differences can also arise for fixed or hedged
exchange rates as a result of rounding. If you specify an absolute amount,
exchange rate differences up to this amount can be suppressed. The specification
always refers to the smallest unit of currency.
Figure 181: Account Determination: Exchange Rate Differences (Open
Items)
To carry out foreign currency valuations in accounts managed on an open item
basis, you define account entries for: Valuated exchange rate gains and losses for
each reconciliation account in subledger accounts.
The system posts the account entries for realized exchange rate differences in
foreign currency during the open item clearing.
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Lesson: Foreign Currency Valuation
Exchange rate differences that are not realized as valuation differences during
payment clearing are posted as an exchange rate translation. For each company
code, you define whether the translation should be posted. This is relevant only in
certain countries.
Figure 182: Valuation of Foreign Currency Balance Sheet Accounts
(SAPF100)
As of Release 4.6C: You can carry out a valuation of foreign currency balance
sheet accounts using report SAPF100. On the “Selections” tab page, choose the
foreign currency balance sheet accounts.
Depending on the valuation method used and the balance of the foreign currency
balance sheet account, you may end up devaluing or revaluing your accounts. You
can execute the valuation run with the same selection criteria as many times as
you like.
If new transactions have been posted to the account since the last valuation run,
these are valuated during the current run.
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Figure 183: Account Determination: Exchange Rate Differences (Balance
Sheet Accounts in Foreign Currency)
Foreign currency accounts are valuated by balance.
Exchange rate differences in foreign currency balance sheet accounts are posted to
various gains and losses accounts based on the “exchange rate difference key” that
you enter in the G/L account master record.
You can define these keys in Customizing.
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Lesson: Foreign Currency Valuation
Exercise 27: Foreign Currency Valuation
Exercise Objectives
After completing this exercise, you will be able to:
•
Valuate your foreign currency open items for your customer
Business Example
To ensure correct local currency valuation, you need to revalue foreign currency
open items. You can choose between the with and without update valuation
approaches.
Task:
Valuate open items in foreign currency with update of the line item
Post an outgoing invoice in foreign currency to your customer T-F00A00,
specifying a high exchange rate. Change the exchange rate so that the receivable
in local currency is worth more than when translated at the rate proposed by the
system.
Use revenue account 800200.
Example: GBP /61.00, system proposal: /68.35500.
Example: USD /0.81, system proposal: /1.24140.
1.
Review the balance sheet/profit and loss statement (RFBILA00) for
“Accounts Receivable” before posting the foreign currency open item
valuation. Use the report variant VAR## that you created earlier.
2.
In another session, execute the foreign currency valuation program first in
test mode in order to see what the valuation difference is on the last day of
the current period. Run the program for your company code AC##, valuation
method DEMO, and customer T-F00A00.
Caution: Be sure to specify your company code.
3.
Execute the foreign currency valuation program in an update run in order
to post your valuation difference. Run the program for your company code
AC##, valuation method DEMO, and customer T-F00A00. To make this a
production run with update, select Bal. Sheet Preparation Valuatn.
Continued on next page
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Unit 12: Receivables & Payables
4.
TFIN50_2
Display the valuation difference that has been recorded to your foreign
currency open item (currency GBP or USD).
Hint: If necessary, change the layout of the line item display so that
you can see the document currency.
5.
436
Return to your original session to recreate the financial statements. On
the balance sheet, the foreign currency revaluation has been posted to
the receivables adjustment account, reducing the total receivables. The
difference between this value and the original value is reflected in the P&L
statement in the “Expense from currency revaluation” account.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Foreign Currency Valuation
Solution 27: Foreign Currency Valuation
Task:
Valuate open items in foreign currency with update of the line item
Post an outgoing invoice in foreign currency to your customer T-F00A00,
specifying a high exchange rate. Change the exchange rate so that the receivable
in local currency is worth more than when translated at the rate proposed by the
system.
Use revenue account 800200.
Example: GBP /61.00, system proposal: /68.35500.
Example: USD /0.81, system proposal: /1.24140.
1.
Review the balance sheet/profit and loss statement (RFBILA00) for
“Accounts Receivable” before posting the foreign currency open item
valuation. Use the report variant VAR## that you created earlier.
a)
Foreign currency valuation with update
Financial statements (RFBILA00)
Menu path for report:
Information Systems → Accounting → Financial Accounting →
General Ledger → Balance Sheet
Select a variant:
Goto → Variants → Get
Enter VAR##.
Choose Execute to select the variant.
Execute the report.
Once you have checked the report, return to the Balance Sheet/P+L
Statement screen.
2.
In another session, execute the foreign currency valuation program first in
test mode in order to see what the valuation difference is on the last day of
the current period. Run the program for your company code AC##, valuation
method DEMO, and customer T-F00A00.
Continued on next page
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Caution: Be sure to specify your company code.
a)
Foreign currency valuation (test run)
Menu path to create a new session:
System → Create Session
Menu path for valuation of open items in foreign currency:
Accounting → Financial Accounting → Accounts Receivable →
Periodic Processing → Closing → Valuate → Valuation of Open Items
in Foreign Currency
Enter the following data:
Company Code: AC##
Valuation Key Date: Last day of the current period
Valuation Method:DEMO
Open Items tab page:
Valuate Customer Open Items: Select
Customer: T-F00A00
Execute the program.
Check the results.
Choose Postings to display the proposed postings.
Return to the selection criteria for the foreign currency valuation.
Continued on next page
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2006/Q2
TFIN50_2
Lesson: Foreign Currency Valuation
3.
Execute the foreign currency valuation program in an update run in order
to post your valuation difference. Run the program for your company code
AC##, valuation method DEMO, and customer T-F00A00. To make this a
production run with update, select Bal. Sheet Preparation Valuatn.
a)
Foreign currency valuation (update run)
Menu path for valuation of open items in foreign currency:
Accounting → Financial Accounting → Accounts Receivable →
Periodic Processing → Closing → Valuate → Valuation of Open Items
in Foreign Currency
Enter the following data:
Company Code: AC##
Valuation Key Date: Last day of the current period
Valuation Method: DEMO
Tab: Postings
Bal.sheet preparation valuatn: X
Creating Postings: X
Document Date
Current date
Posting Date
Last day of the current
period
Open Items tab page:
Valuate Customer Open Items: Select
Customer: T-F00A00
Execute the program.
Return to the main menu.
Continued on next page
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Unit 12: Receivables & Payables
4.
TFIN50_2
Display the valuation difference that has been recorded to your foreign
currency open item (currency GBP or USD).
Hint: If necessary, change the layout of the line item display so that
you can see the document currency.
a)
Valuation difference
Menu path to display customer open items:
Accounting → Financial Accounting → Accounts Receivable →
Account → Display/Change Line Items
Enter the following data:
Customer Account: T-F00A00
Company Code: AC##
Execute.
Menu path to change the layout (display variant):
Settings → Layout → Current...
Select the document currency from the list on the right and accept the
settings. You then return to the line item display.
Double-click the open item with currency GBP or USD.
Choose Additional Data.
Note the Valuation Diff. field.
Return to your first session.
5.
Return to your original session to recreate the financial statements. On
the balance sheet, the foreign currency revaluation has been posted to
the receivables adjustment account, reducing the total receivables. The
difference between this value and the original value is reflected in the P&L
statement in the “Expense from currency revaluation” account.
a)
Create financial statements (RFBILA00)
From the Balance Sheet (RFBILA00) screen, execute the report again.
After you have checked the report, return to the main menu.
440
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: Foreign Currency Valuation
Lesson Summary
You should now be able to:
•
Valuate foreign currency open items and balance sheet accounts
2006/Q2
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Unit 12: Receivables & Payables
TFIN50_2
Lesson: Value Adjustments
Lesson Overview
This lesson introduces the types of individual value adjustment.
Lesson Objectives
After completing this lesson, you will be able to:
•
Explain how individual value adjustments are posted and describe flat-rate
individual value adjustments for doubtful receivables
Business Example
The employees in Financial Accounting want you to show them the different
options that are available for posting value adjustments.
Figure 184: Value Adjustments
The following options are available for creating value adjustments for receivables:
1.
2.
3.
442
You enter individual value adjustments (IVA) as a special G/L transaction E.
You use the program SAPF107 “Additional valuations” to carry out a
flat-rate individual value adjustment.
Once you have determined the amount of the value adjustment, you adjust the
flat-rate value by making a manual G/L account posting. The posting record
is as follows: Expense from flat-rate value adjustment to value adjustment.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Value Adjustments
Figure 185: Individual Value Adjustment for Doubtful Receivables
Doubtful receivables are written off as an individual value adjustment (IVA)
during year-end closing. The special general ledger method is suitable for this
procedure since the transaction is entered in the customer account and is also
“posted” to a special G/L account, Individual Value Adjustments for Receivables.
Use the tax code that represents a tax rate of zero percent for the posting.
After you have ascertained that the debt is irrecoverable or that the receivable has
been paid, the individual value adjustment is reversed. If the debt is irrecoverable,
the receivable is cleared from the customer account and the amount is posted to the
account for depreciation of receivables. The sales tax is adjusted in the posting.
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Figure 186: Flat-Rate Individual Value Adjustment of Overdue Receivables
Since Release 4.5, you have the ability to perform automatic flat-rate individual
value adjustments for overdue receivables: SAPF107.
In Accounts Receivable configuration, you define the debit rate percentage (bad
debt expense percentage) for a valuation adjustment key and an overdue time
period in days. You must also set up the appropriate adjustment and bad debt
expense accounts for doubtful receivables in the account determination table.
You assign the valuation adjustment key to the master record of any customer
account that you want to include in the flat-rate individual value adjustment
posting.
Periodically, you carry out a valuation run to calculate the bad debt expense
posting for overdue items. The valuation run produces a valuation proposal that
you can manually change, if desired. If you agree with the proposal, you can
transfer the valuation to the general ledger to generate the postings. The system
then makes the adjustment posting for the relevant key date and the reversal
posting for the day after the key date.
444
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: Value Adjustments
Exercise 28: Value Adjustments
Exercise Objectives
After completing this exercise, you will be able to:
•
Execute a flat-rate individual value adjustment
Business Example
To ensure that your receivables are displayed correctly, you have to carry out an
individual value adjustment. You choose a flat-rate individual value adjustment.
Task:
Test the flat-rate individual value adjustment.
1.
The value adjustment uses a valuation key that has to be entered in the
customer master record. Enter the valuation key AB in the company code
data for your customer T-F00A00.
Accounting → Financial Accounting → Accounts Receivable → Master
Records → Change
2.
Post a 60-day overdue outgoing invoice in company code AC## for your
customer T-F00A00.
Accounting → Financial Accounting → Accounts Receivable → Document
Entry → Invoice
3.
Execute the flat-rate individual value adjustment for your customer
T-F00A00 with 'today' as the key date. You can choose any ID. The key date
is the end of the current month. You choose the flat-rate individual value
adjustment for the valuation method.
Select the postings (Posting Date: End of current month, Reversal Posting
Date: First of the subsequent month, Document Type: General G/L
accounts).
Choose Selection Options. Choose your company code AC## and customer
T-F00A00. Analyze the execution log. To do so, use the display pushbutton
and the valuation list.
Accounting → Financial Accounting → Accounts Receivable → Periodic
Processing → Closing → Valuate → Further Valuations
Edit → Parameters → Maintain
Planning the valuation run:
Edit → Valuation Run → Dispatch
Continued on next page
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TFIN50_2
Data Release pushbutton
Analyze the log:
Display pushbutton
Display the valuation list:
Return to the initial screen
Edit → Valuation run → Value list
Accept the dialog box with the variant.
4.
Post the valuation and search for the adjustment posting documents in the
log. Make a note of the document numbers.
Valuation Run: Initial Screen.
Pushbutton: Forward
Make a note of the document numbers:
Edit → Valuation transfer → Display log
5.
Display the valuation in the valuated line items.
Accounting → Financial Accounting → Accounts Receivable → Account →
Display/Change Line Items → Environment → Valuation → Display Values
446
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Value Adjustments
Solution 28: Value Adjustments
Task:
Test the flat-rate individual value adjustment.
1.
The value adjustment uses a valuation key that has to be entered in the
customer master record. Enter the valuation key AB in the company code
data for your customer T-F00A00.
Accounting → Financial Accounting → Accounts Receivable → Master
Records → Change
a)
To test the flat-rate individual valuation adjustment, you will carry out
specific mySAP ERP system activities.
The value adjustment uses a valuation key that has to be entered in the
customer master record. Enter the valuation key AB in the company
code data for your customer T-F00A00.
Accounting → Financial Accounting → Accounts Receivable →
Master Records → Change
Field Name or Data Type
Values
Customer
T-F00A00
Company Code
AC##
Pushbutton Company Code Data:
Check/enter the valuation key:
Valuation key
AB
Save your customer master record.
Confirm additional messages with data release.
2.
Post a 60-day overdue outgoing invoice in company code AC## for your
customer T-F00A00.
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Accounting → Financial Accounting → Accounts Receivable → Document
Entry → Invoice
a)
Post a 60-day overdue outgoing invoice in company code AC## for
your customer T-F00A00.
Accounting → Financial Accounting → Accounts Receivable →
Document Entry → Invoice
Field Name or Data Type
Values
Company Code
AC##
Customer
T-F00A00
Invoice Date
At least 60 days in the past
Posting Date
At least 60 days in the past
Amount
EUR 10000
Calculate Tax
Set indicator
G/L Acct
800200
Amount in Doc.Curr.
10000
Post icon
3.
Execute the flat-rate individual value adjustment for your customer
T-F00A00 with 'today' as the key date. You can choose any ID. The key date
is the end of the current month. You choose the flat-rate individual value
adjustment for the valuation method.
Select the postings (Posting Date: End of current month, Reversal Posting
Date: First of the subsequent month, Document Type: General G/L
accounts).
Choose Selection Options. Choose your company code AC## and customer
T-F00A00. Analyze the execution log. To do so, use the display pushbutton
and the valuation list.
Accounting → Financial Accounting → Accounts Receivable → Periodic
Processing → Closing → Valuate → Further Valuations
Edit → Parameters → Maintain
Planning the valuation run:
Edit → Valuation Run → Dispatch
Data Release pushbutton
Analyze the log:
Display pushbutton
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Lesson: Value Adjustments
Display the valuation list:
Return to the initial screen
Edit → Valuation run → Value list
Accept the dialog box with the variant.
a)
Execute the flat-rate individual value adjustment for your customer
T-F00A00. Analyze the execution log.
To do so, use the display pushbutton and the valuation list.
Accounting → Financial Accounting → Accounts Receivable →
Periodic Processing → Closing → Valuate → Further Valuations
Field Name or Data Type
Values
Run Date
Today’s date
Identification
GR##
Choose Data Release.
Edit → Parameters → Maintain
Key Date
End of the current month
Val. Method
3
Postings
X
Document Type
SA
Selection Options pushbutton
Company Code
AC##
Customer Account
T-F00A00
Execute icon
The previous screen appears. Icon:
Save.
Planning the valuation run:
Edit → Valuation Run → Dispatch
Start immediately
X
Enter pushbutton.
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Analyze the log:
Display pushbutton
Return to the initial screen
Edit → Valuation run → Value list
Accept the dialog box with the variant.
4.
Post the valuation and search for the adjustment posting documents in the
log. Make a note of the document numbers.
Valuation Run: Initial Screen.
Pushbutton: Forward
Make a note of the document numbers:
Edit → Valuation transfer → Display log
a)
Post the valuation and search for the adjustment posting documents
in the log.
Make a note of the document numbers.
Valuation Run: Initial Screen.
Pushbutton: Forward
Start immediately
X
Choose Enter.
Make a note of the document numbers:
Edit → Valuation transfer → Display log
5.
Display the valuation in the valuated line items.
Continued on next page
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Lesson: Value Adjustments
Accounting → Financial Accounting → Accounts Receivable → Account →
Display/Change Line Items → Environment → Valuation → Display Values
a)
Display the valuation in the valuated line items.
Accounting → Financial Accounting → Accounts Receivable →
Account → Display/Change Line Items
Field Name or Data Type
Values
Customer
T-F00A00
Company Code
AC##
Execute pushbutton
Select the line item.
Environment → Valuation → Display Values
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Lesson Summary
You should now be able to:
•
Explain how individual value adjustments are posted and describe flat-rate
individual value adjustments for doubtful receivables
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Lesson: Regrouping
Lesson: Regrouping
Lesson Overview
This lesson describes how receivables and payables are regrouped.
Lesson Objectives
After completing this lesson, you will be able to:
•
Regroup receivables and payables
Business Example
To provide outsiders with a better overview of the company's liquidity situation,
the receivables and payables must be grouped in the balance sheet according
to remaining life.
Figure 187: Regrouping Payables
Payables and receivables have to be listed separately in the balance sheet. Since
it is possible for some vendors to have a debit balance, these balances need to
be changed to customer-like vendor accounts prior to creating the financial
statements.
In some countries it is also a requirement that payables are grouped in the balance
sheet according to their remaining life.
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Both regroupings are carried out using a special program. At the same time, these
regroupings are removed for the first day of the next period, since regrouping
are not necessary for daily processing.
On the slide, you can see that the receivables with long remaining terms have to be
reposted to different accounts to facilitate the creation of the financial statements.
Additionally, vendors with a debit balance are regrouped. An adjustment account
is used as the offsetting account here as well, since adjustments cannot be posted
directly to a reconciliation account.
Hint: The foreign currency valuation as well as the regrouping can be
completed in different ways to meet various legal requirements. The
results are then posted to various accounts that are used by different
financial statement versions.
Hint: This program is also used if the reconciliation account for a vendor
was changed during the year.
Figure 188: Regrouping Receivables and Payables (SAPF101)
Before you can create financial statements, you have to group your receivables
and payables according to remaining life so that they are correctly displayed in the
financial statements. To do this, you have to make adjustment postings.
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Lesson: Regrouping
You can use repost SAPF101 to regroup and sort the receivables and payables; it
has the following functions:
•
•
•
It sorts receivables and payables according to remaining life and makes the
transfer postings required.
It makes the required adjustment postings (for example, for changed
reconciliation accounts).
You can use report SAPF101 to determine where transfer postings are
required. When you define the sort method in Customizing, you can “select”
the cases where receivables and payables should be regrouped.
Figure 189: Regrouping Customers with Credit Balances or Vendors with
Debit Balances (SAP101)
The balance of an account determines whether the system displays it as a
receivable or payable.
Receivables and payables are displayed separately according to remaining life.
In order to have the system generate transfer postings when you start report
SAPF101, you have to make the relevant selections for the sort methods used in
Customizing.
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Figure 190: Balancing for Affiliated Companies (SAPF101)
Scenario: Your company code has receivables from and payables to a business
partner that:
•
•
Is a customer as well as a vendor
Is an affiliated company (for example, another company code in your group)
Non-SAP system:
•
•
In the general control data in the customer and vendor master data, define the
same company ID in the “Trading Partner” field.
We recommend that you define an alternative reconciliation account in the
master data (receivables from, payables to affiliated companies).
In Customizing, you should assign the adjustment accounts based on these special
reconciliation accounts.
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Lesson: Regrouping
TFIN50_2
Lesson: Regrouping
Exercise 29: Reclassification
Exercise Objectives
After completing this exercise, you will be able to:
•
Reclassify receivables
Business Example
To ensure that receivables are displayed correctly in the financial statements, you
TFIN50_2
Lesson: Regrouping
Solution 29: Reclassification
Task:
Reclassify receivables with a remaining term greater than one year in the future.
1.
Review the balance sheet/profit and loss statement (RFBILA00) for
“Accounts Receivable” before reclassifying. All receivables are currently
shown as short-term (due within one year). Use the report variant VAR##
that you created earlier.
a)
Reclassify receivables with a remaining term greater than one year in
the future.
Call financial statement
Menu path for report:
Information Systems → Accounting → Financial Accounting →
General Ledger → Balance Sheet
Select the variant:
Unit 13
Profit and Loss
Unit Overview
This unit shows:
•
•
•
The differences between cost of sales accounting and period accounting
The reconciliation postings between FI and CO
The various accrual/deferral procedures
Unit Objectives
After completing this unit, you will be able to:
•
•
•
Compare cost of sales accounting and period accounting
Name the processes in Controlling that impact Financial Accounting
Explain how the reconciliation ledger i
TFIN50_2
Lesson: Cost of Sales Accounting
Lesson: Cost of Sales Accounting
Lesson Overview
This lesson describes cost of sales accounting and period accounting.
Lesson Objectives
After completing this lesson, you will be able to:
•
Compare cost of sales accounting and period accounting
Business Example
The company's profit and loss statement is created using cost of sales accounting.
As a member of the project team, you are responsible for preparatory activities
and must ensure that the information presented in the P&L statement is correct.
Figure 192: Period Accounting
The profit and loss statement can be created using two types of accounting:
•
•
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Period accounting
Cost of sales accounting
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Unit 13: Profit and Loss
TFIN50_2
Figure 195: Deriving the Functional Area
In cost of sales accounting, the coding block (that is, the list of account assignment
objects) is extended to include a field for the functional area. This field is filled by
•
•
•
•
Manual entries
Automatically entering the functional area using substitution rules
Automatically copying a functional area entered from the master record
of the P&L account
Automatically copying a functional area entered from the master record
of the CO object
The sequence above also indicates the priority of the derivation options. Manual
entries have the highest priority. The system should be set, however, so that a
manual entry is not normally required and the functional area is derived from the
assigned CO object, the P&L account, or using substitution rules.
Figure 196: The Cost of Sales Ledger
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Lesson: Cost of Sales Accounting
To create the balance sheet in cost of sales accounting, the SAP system requires
transaction figures for each functional area. In the standard general ledger,
however, transaction figures are maintained only for the organizational units
company code and business area. In this case, a cost of sales ledger must be used,
in which transaction figures are also maintained for each functional area.
A special balance sheet report can be used to access these transaction figures, and
a profit and loss statement can be created in cost of sales accounting.
If additional transaction figures are to be maintained using existing or new account
assignment fields, the Special Ledger component must be used to
•
•
2006/Q2
Extend the coding block
Maintain the additional transaction figures in a separate ledger. These can
then be evaluated using the Report Painter, Report Writer or Drilldown
Reporting tools.
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Lesson: Cost of Sales Accounting
Exercise 30: Cost of Sales Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a profit and loss statement using cost of sales accounting
Business Example
The reporting standards for your country require profit and loss reporting using
the cost of sales accounting method. You have to create a profit and loss statement
and an appropriate report using this method.
Task:
Create a new session.
1.
Using cost of sales accounting, create a profit and loss statement for your
company code AC## for the current fiscal year. To do this, use the report
Profit and loss statement using cost of goods sold (German Trade Law). In
the output list, navigate to the account Salaries and to the functional areas
0400 and 0300 to check that this account is in a different place in the report
in each functional area. Close the session when you have finished viewing
the report.
2.
Create an incoming invoice for your vendor T-F00A00 with a raw materials
expense (account 400000) to your cost center T-A20B## of EUR 10,000 (tax
code V0) with today's date as the posting date.
Execute the report again and check the result.
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3.
Which functional area was determined and how?
4.
Close the session when you have finished viewing the report.
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Solution 30: Cost of Sales Accounting
Task:
Create a new session.
1.
Using cost of sales accounting, create a profit and loss statement for your
company code AC## for the current fiscal year. To do this, use the report
Profit and loss statement using cost of goods sold (German Trade Law). In
the output list, navigate to the account Salaries and to the functional areas
Continued on next page
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TFIN50_2
Lesson: Cost of Sales Accounting
0400 and 0300 to check that this account is in a different place in the report
in each functional area. Close the session when you have finished viewing
the report.
a)
Profit and loss statement - cost of sales accounting method (German
Trade Law)
Menu path to create a new session:
System → Create Session
Menu path for the report:
Accounting → Financial Accounting → General Ledger → Information
System → General Ledger Reports → Balance Sheet/ Profit and Loss
Statement / Cash Flow → General → Actual/Actual Comparisons →
Profit and Loss Statement Using Cost of Goods Sold (German Trade
Law).
Enter the following data:
Company Code: AC##
Fiscal Year: Current year
Execute the report.
Choose G/L Account in the navigation area of the report.
Choose Selection of any characteristic value (magnifying glass to the
right of 'G/L Account') and scroll down to the Salaries - base wages
account.
Double-click to select this account.
Click Functional Area in the navigation area of the report.
If functional area 0400 is not displayed, choose Next Char. Value
(down arrow to the right of Functional Area) until you reach this
functional area. Note that the salaries costs are displayed in the report
line General Administration Costs.
In the functional area, scroll up or down until you reach 0300.
Note that the salaries costs for this functional area are displayed in the
report item Sales Costs.
2.
Create an incoming invoice for your vendor T-F00A00 with a raw materials
expense (account 400000) to your cost center T-A20B## of EUR 10,000 (tax
code V0) with today's date as the posting date.
Continued on next page
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Execute the report again and check the result.
a)
Use the same menu path for the report that you used in task 1 and
enter the same selection criteria.
Choose G/L Account in the 'Navigation' area of the report.
Scroll down the selection list until you find the account raw materials
consumption 1.
Click Functional Area in the navigation area of the report.
3.
Which functional area was determined and how?
a)
The functional area 0300 Sales was determined.
When you select the individual items for this balance and get to the
document, choose the expense item. Click on the cost center and check
the functional area 0300 that was derived from the cost center.
4.
Close the session when you have finished viewing the report.
a)
478
After you have checked the report, choose System → End Session.
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2006/Q2
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Lesson: Cost of Sales Accounting
Lesson Summary
You should now be able to:
•
Compare cost of sales accounting and period accounting
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TFIN50_2
Lesson: Controlling
Lesson Overview
This lesson introduces the processes in Controlling and explains how they effect
Financial Accounting.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Name the processes in Controlling that impact Financial Accounting
Explain how the reconciliation ledger is used to update financial accounting
for transactions that cross FI organizational units
Business Example
The employees in Financial Accounting want you to show them how the
department is integrated in Controlling. The reconciliation ledger is of particular
interest here, since business transactions in CO can span across several
organizational units in FI.
Figure 197: Reconciliation Ledger
In some cases, the general ledger should be updated for the postings described on
the previous pages as “internal to CO”. This is a requirement when the CO cost
flows cross FI organizational units (company codes, business areas, and functional
areas).
The reconciliation ledger stores all cost flows within controlling in a summarized
form. In the SAP System, the reconciliation ledger represents cost element
accounting.
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Lesson: Controlling
The reconciliation ledger compares the CO view of data to the FI view and enables
you to automatically reconcile controlling with financial accounting.
Figure 198: Reconciliation Posting: Account Determination
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2006/Q2
TFIN50_2
Lesson: Controlling
Exercise 31: Controlling
Exercise Objectives
After completing this exercise, you will be able to:
•
Settle an internal order to generate a cross-business area cost flow within
Controlling
•
Execute a reconciliation posting from CO to FI
Business Example
Your company produces financial statements at business area level. In the
Controlling application, internal orders are used to collect costs for internal
services. When the services are charged to the receiver (through the settlement
function), these costs may flow across business areas. Once closing is complete in
CO, you execute a reconciliation posting to transfer these cost flows to FI.
Task 1:
Carry out the following task.
1.
Check the financial statements (RFBILA00) to see the costs posted to your
internal order (account 404000, Spare parts). Use the report variant VAR##
you created earlier. The cost is currently charged to business area 1000.
Task 2:
Settle the order T-ACREP## and analyze the results.
1.
In another session, run the report Orders: Actual/Plan/Variance to see the
costs on your order T-ACREP##.
2.
Settle your order T-ACREP##, which belongs to business area 1000
(Mechanical Engineering), to your Research and Development cost center,
which belongs to business area 9900 (Corporate Services).
Task 3:
Carry out the following task.
1.
(Optional) Return to the first session and recreate the financial statements
(RFBILA00) to see the costs for account 404000, Spare Parts. You will see
that the costs are still shown in FI under business area 1000 because the order
settlement was internal to CO and did not generate an FI posting.
Continued on next page
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Task 4:
Carry out the following task.
1.
Execute the reconciliation posting for your company code AC## in the
current period. Run the program as an update run for all reconciliation
postings and create a detail list of the transactions generated.
Task 5:
Carry out the following task.
1.
Return to the first session and recreate the financial statements (RFBILA00)
to see the costs for account 404000, Spare Parts. You will see that the
costs are now shown in FI under business area 9900, as a result of the
reconciliation posting to FI.
Task 6:
Carry out the following task.
1.
484
Within cost center accounting, cross-cost center reposting was carried out for
primary costs because an employee moved from one cost center to another
during the period. Both cost centers belong to different business areas.
In Financial Accounting, you want to create business area-related profit
and loss statements that include all the relevant costs. Which R/3 function
enables you to retransfer internal cost flows to Financial Accounting?
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Controlling
Solution 31: Controlling
Task 1:
Carry out the following task.
1.
Check the financial statements (RFBILA00) to see the costs posted to your
internal order (account 404000, Spare parts). Use the report variant VAR##
you created earlier. The cost is currently charged to business area 1000.
a)
Call financial statement
Menu path for the report:
Information Systems → Accounting → Financial Accounting →
General Ledger → Balance Sheet
Select a variant:
Goto → Variants → Get
Enter VAR##.
Choose Execute to select the variant.
Execute the report.
Once you have checked the report, return to the Balance Sheet/P+L
Statement screen.
Continued on next page
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Task 2:
Settle the order T-ACREP## and analyze the results.
1.
In another session, run the report Orders: Actual/Plan/Variance to see the
costs on your order T-ACREP##.
a)
Settle order T-ACREP##
Execute the report Orders: Actual/Plan/Variance
Menu path to create a new session:
System → Create Session
Menu path for the report:
Accounting → Controlling → Internal Orders → Information System
→ Reports for Internal Orders → Plan/Actual Comparisons → Orders:
Actual/Plan/Variance
Enter the following data:
Controlling Area: 1000
Fiscal Year: Current year
From Period: Current period
To Period: Current period
Plan Version: 0
Or Value(s): T-ACREP##
Execute the report.
Return to the main menu.
Continued on next page
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Lesson: Controlling
2.
Settle your order T-ACREP##, which belongs to business area 1000
(Mechanical Engineering), to your Research and Development cost center,
which belongs to business area 9900 (Corporate Services).
a)
Settle order T-ACREP##
Menu path for settlement:
Accounting → Controlling → Internal Orders → Period-End Closing
→ Single Functions → Settlement → Individual Processing
Enter the following data:
Order: T-ACREP##
Settlement Period: Current period
Posting Period: Current period
Fiscal Year: Current year
Processing Type: Automatic
Test Run: Deselect
Execute the settlement.
Click on Detail Lists to view the settlement receiver.
Place the cursor on your order T-ACREP##.
Choose Accounting Documents to check that no FI document exists.
Return to the main menu.
Task 3:
Carry out the following task.
1.
(Optional) Return to the first session and recreate the financial statements
(RFBILA00) to see the costs for account 404000, Spare Parts. You will see
that the costs are still shown in FI under business area 1000 because the order
settlement was internal to CO and did not generate an FI posting.
a)
(Optional) Recreate financial statements
From the Balance Sheet/P+L Statement screen, execute the report again.
After you have checked the report, return to the Balance Sheet/P+L
Statement screen.
Continued on next page
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Task 4:
Carry out the following task.
1.
Execute the reconciliation posting for your company code AC## in the
current period. Run the program as an update run for all reconciliation
postings and create a detail list of the transactions generated.
a)
Make a reconciliation posting
Menu path for reconciliation postings:
Accounting → Controlling → Cost Element Accounting → Actual
Postings → Reconciliation with FI
Enter the following data:
Choose “Company code” and enter AC##.
Period: Current period
Fiscal Year: Current year
Execute all Reconcil. Postings: Select
Test Run: Deselect
Detail Lists: Set indicator
Execute the program.
Return to the main menu.
Task 5:
Carry out the following task.
1.
Return to the first session and recreate the financial statements (RFBILA00)
to see the costs for account 404000, Spare Parts. You will see that the
costs are now shown in FI under business area 9900, as a result of the
reconciliation posting to FI.
a)
Create financial statements
From the Balance Sheet/P+L Statement screen, execute the report again.
After you have checked the report, return to the Balance Sheet/P+L
Statement screen.
Continued on next page
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Lesson: Controlling
Task 6:
Carry out the following task.
1.
Within cost center accounting, cross-cost center reposting was carried out for
primary costs because an employee moved from one cost center to another
during the period. Both cost centers belong to different business areas.
In Financial Accounting, you want to create business area-related profit
and loss statements that include all the relevant costs. Which R/3 function
enables you to retransfer internal cost flows to Financial Accounting?
a)
2006/Q2
The reconciliation ledger in SAP R/3 enables you to reconcile
internal cross-organizational cost flows to Financial Accounting.
© 2006 SAP AG. All rights reserved.
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Lesson Summary
You should now be able to:
•
Name the processes in Controlling that impact Financial Accounting
•
Explain how the reconciliation ledger is used to update financial accounting
for transactions that cross FI organizational units
490
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2006/Q2
TFIN50_2
Lesson: Accrual/Deferral Postings
Lesson: Accrual/Deferral Postings
Lesson Overview
This lesson describes the various types of accrual and deferral postings.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Post accruals and deferrals for period-end closing
Explain the advantage of using the accrual/deferral posting function
Business Example
As a member of the project team, your task is to ensure that the employees in the
department are familiar with the procedure for creating accrual/deferral postings.
Figure 199: Accrual/Deferral Postings
To ensure that expenses are posted to the correct period, you can enter
accrual/deferral documents, and then reverse them in a later step (collective
processing). The reversal date (indicator) in that document is then regarded as the
posting date of the reversal document. If you need to enter accruals/deferrals
often, you can use the recurring entry program.
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Figure 200: Accrual Posting: Warehouse Lease
The monthly rent is 500:
•
Prepayment of rent on 12/01
Posting: Occupancy costs to bank 1500
•
Accrual/deferral posting on 12/31
Accrued income on occupancy costs 1000
•
Reversal posting on 01/01
Occupancy costs to accrued income 1000
When you enter the accrual/deferral document, you have to enter a reversal reason.
The reason is noted in the document that is reversed. You can then see from this
field why a particular document was reversed.
The reversal reason also defines whether:
•
•
492
The reversal document can have a different posting date
The reversal document can be comprised of negative postings
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Accrual/Deferral Postings
Figure 201: Accrual/Deferral of Expenses and Revenue
Expenses and revenue posted in one period can often originate in other periods.
For this reason, expenses and revenue have to be accrued/deferred, in other
words, they are distributed to the periods from which they resulted.
A distinction is made between
•
Accruals
Triggering situation: Economically, expenses/revenue belong in the current
period and are only posted to a subsequent period once an invoice has been
received or issued.
•
Deferrals
Triggering situation: Expenses/revenue were posted to the current period on
receipt/issue of an invoice, but economically they belong, at least partially, in
a future period.
Accruals and deferrals can be managed differently in FI.
The diagram shows an example of an invoice that is received in the 7th period and
that is also posted there. Since this invoice was created for goods that are used
throughout the year, the expenses of 120 have to be distributed equally across all
periods. For the first six periods, therefore, six accruals to the amount of 10 have
to created. An amount of 50 has to be distributed to the last five months after
receipt of the invoice.
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Figure 202: Accruals
Accruals You have to create accruals when an expense or revenue is to be received
in the future, but is incurred or earned partly or completely in the current period.
The recurring entry program is suitable for posting accruals, since the exact same
amount (here: 10) is posted to the same accounts in each period.
In each period, the posting record is “Expense to Other Payables (or Provisions). ”
It is posted to the account
•
•
Other payables: If you are certain about the reason and amount of the accrual
Provisions: If you are uncertain about the amount and/or reason of the
accrual and can only estimate it
In each period in which you carry out accruals, the credit balance on the account
“Other Payables (or Provisions)” increases.
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Lesson: Accrual/Deferral Postings
Exercise 32: Accruals/Deferrals
(Accrual/Deferral Documents, Recurring
Entry Documents)
Exercise Objectives
After completing this exercise, you will be able to:
•
Post accruals with accrual documents and recurring entry documents
Business Example
Your company code AC## (## = your group number) made a quarterly rent
repayment on December 1 of the current year. Accrue the expense to the correct
period using accrual/deferral documents and recurring entry documents.
Task 1:
Accruals/deferrals with accrual/deferral documents
1.
Create an expense account posting entry
Enter the rental costs for December, January, and February (account 470000,
cost center T-A20A##) to the amount of EUR 1500 on the posting date 12/01
of the current year (tax code: 0% domestic input tax V0).
2.
Enter payment (optional)
Enter the payment of this invoice using a manual outgoing payment from
your bank account at Deutsche Bank (113100).
3.
Check profit and loss statement
Call up the profit and loss statement for your company code and check the
situation in the profit and loss statement for the expense account.
4.
Enter accrual/deferral document
Enter an accrual/deferral document on 12/31 of the current year. Enter
01/01 of the subsequent year as the reversal date and the accrual/deferral
as the reversal reason. Use 'G/L account document' (SA) as the document
type and the accrued income (98000) as the offsetting account. Enter a text
for the item.
5.
Check financial statements
Check the accrued income and the profit and loss statement for December
(current year) once the expense has been accrued.
6.
Reverse the accrual/deferral document
Continued on next page
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Reverse the accrual/deferral document on 01/01 of the subsequent year.
Task 2:
Accrual/deferral with recurring entry documents (optional)
1.
Create an expense account posting entry
Establish the same initial situation again: Enter the rental costs for
December, January, and February (account 470000, cost center T-A20A##)
to the amount of EUR 1500 on the posting date 12/01 of the current year (tax
code: 0% domestic input tax V0).
2.
Enter payment (optional)
Enter the payment of this invoice using a manual outgoing payment from
your bank account at Deutsche Bank (113100).
3.
Check profit and loss statement
Call up the profit and loss statement for your company code and check the
situation in the profit and loss statement for the expense account.
4.
Repost the expense to the accruals and deferrals
Post the expense on 12/01 of the current year to the accrued income (98000).
Enter 0% domestic input tax (V0) as the tax code each time and a text in the
selection line. In the expense item, enter the cost center T-A20A##.
5.
Create recurring entry original document
Create a recurring entry original document on the basis of which the monthly
expense postings can be made on 01 of the three subsequent months. Use
document type SA. Make a note of the document number.
6.
Start the recurring entry program
Start the recurring entry program on 12/01 of the current year for your
company code. Use your group number as the name for your batch input
session. Process the batch input session to create an update document from
the recurring entry original document.
7.
Check financial statements
Check the accrued income and the profit and loss statement once the expense
has been settled using the recurring entry program. If necessary, use the
drilldown report Actual/Actual Comparison for Year to see the line items
in the accounts.
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Lesson: Accrual/Deferral Postings
Solution 32: Accruals/Deferrals
(Accrual/Deferral Documents, Recurring
Entry Documents)
Task 1:
Accruals/deferrals with accrual/deferral documents
1.
Create an expense account posting entry
Enter the rental costs for December, January, and February (account 470000,
cost center T-A20A##) to the amount of EUR 1500 on the posting date 12/01
of the current year (tax code: 0% domestic input tax V0).
a)
Financial Accounting → Accounts Payable → Document Entry →
Invoice
Field Name or Data Type
Values
Vendor
T-F00A00
Invoice date
12/01 current year
Posting Date
12/01 current year
Amount
1500.--
Calculate Tax
Set indicator
Tax Code
V0 (0% input tax)
G/L Acct
470000
Amount
1500.--
Cost center
T-A20A##
Save
2.
Enter payment (optional)
Continued on next page
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Enter the payment of this invoice using a manual outgoing payment from
your bank account at Deutsche Bank (113100).
a)
Financial Accounting → Accounts Payable → Document Entry →
Outgoing Payment → Post
Field Name or Data Type
Values
Document Date
12/01 current year
Posting Date
12/01 current year
Account
113100
Amount
1500.--
Account
T-F00A00
Process Open Items
Choose
Discount
Deactivate
Choose invoice
SAVE
3.
Check profit and loss statement
Call up the profit and loss statement for your company code and check the
situation in the profit and loss statement for the expense account.
a)
4.
Check profit and loss statement
Enter accrual/deferral document
Continued on next page
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Lesson: Accrual/Deferral Postings
Enter an accrual/deferral document on 12/31 of the current year. Enter
01/01 of the subsequent year as the reversal date and the accrual/deferral
as the reversal reason. Use 'G/L account document' (SA) as the document
type and the accrued income (98000) as the offsetting account. Enter a text
for the item.
a)
Financial Accounting → General Ledger → Periodic Processing →
Closing → Valuate → Enter Accrual/Deferral Document
Field Name or Data Type
Values
Document Date
12/31 current year
Type
SA (G/L account document)
Posting Date
12/31 current year
Reversal Reason
05 (Accrual)
Reversal Date
01/01 subsequent year
PstKy
40
Account
98000 (Accrued income)
RETURN
Field Name or Data Type
Values
Amount
1000.--
Tax Code
V0 (0% input tax)
Text
Any text
PstKy
50
Account
470000 (rent costs)
RETURN
Field Name or Data Type
Values
Amount
1000.--
Cost Center
T-A20A##
Save
5.
Check financial statements
Check the accrued income and the profit and loss statement for December
(current year) once the expense has been accrued.
a)
Check financial statements
Continued on next page
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6.
TFIN50_2
Reverse the accrual/deferral document
Reverse the accrual/deferral document on 01/01 of the subsequent year.
a)
Financial Accounting → General Ledger → Periodic Processing →
Closing → Valuate → Reverse Accrual/Deferral Document
Field Name or Data Type
Values
Company Code
AC##
Reverse Posting Date
01/01 subsequent year
Test Run
Deselect
Execute
Task 2:
Accrual/deferral with recurring entry documents (optional)
1.
Create an expense account posting entry
Establish the same initial situation again: Enter the rental costs for
December, January, and February (account 470000, cost center T-A20A##)
to the amount of EUR 1500 on the posting date 12/01 of the current year (tax
code: 0% domestic input tax V0).
a)
2.
Create an expense posting entry, see Solution above to 1-1
Enter payment (optional)
Enter the payment of this invoice using a manual outgoing payment from
your bank account at Deutsche Bank (113100).
a)
3.
Enter payment (optional), see Solution above to 1-2
Check profit and loss statement
Call up the profit and loss statement for your company code and check the
situation in the profit and loss statement for the expense account.
a)
4.
Check profit and loss statement
Repost the expense to the accruals and deferrals
Continued on next page
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Lesson: Accrual/Deferral Postings
Post the expense on 12/01 of the current year to the accrued income (98000).
Enter 0% domestic input tax (V0) as the tax code each time and a text in the
selection line. In the expense item, enter the cost center T-A20A##.
a)
Repost the expense to the accruals and deferrals
Financial Accounting → General Ledger → Posting → Enter G/L
Account Document
5.
Field Name or Data Type
Values
Company Code
AC##
Document Date
12/01 current year
Posting Date
12/01 current year
Account
98000
D/C
Debit
Amount
1500.--
Tax Code
V0
Text
Any text
Account
470000
D/C
Credit
Amount
1500.--
Tax Code
V0
Cost center
T-A20A##
Create recurring entry original document
Continued on next page
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Create a recurring entry original document on the basis of which the monthly
expense postings can be made on 01 of the three subsequent months. Use
document type SA. Make a note of the document number.
a)
Create recurring entry original document
Financial Accounting → General Ledger → Posting → Reference
Documents → Recurring Document
Field Name or Data Type
Values
Company Code
AC##
First Run On
12/01 current year
Last Run On
12/01 subsequent year
Interval in Months
1
Run Date
1
Document Type
SA (G/L account document)
Currency/Rate
EUR
PstKy
40
Account
470000
RETURN
Field Name or Data Type
Values
Amount
500.--
Tax Code
V0
Cost Center
T-A20A##
PstKy
50
Account
98000
Text
Any text
Save
Make a note of the document number.
6.
Start the recurring entry program
Continued on next page
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Lesson: Accrual/Deferral Postings
Start the recurring entry program on 12/01 of the current year for your
company code. Use your group number as the name for your batch input
session. Process the batch input session to create an update document from
the recurring entry original document.
a)
Start the recurring entry program
Financial Accounting → General Ledger → Periodic Processing →
Recurring Entries → Execute
Field Name or Data Type
Values
Company code
AC##
Settlement Period
12/01 current year
Batch Input Session Name
##
Execute
System → Services → Batch Input → Sessions
Select your session by clicking the field in front of the session name.
Process. Select “Display Errors Only” and choose Process.
7.
Check financial statements
Check the accrued income and the profit and loss statement once the expense
has been settled using the recurring entry program. If necessary, use the
drilldown report Actual/Actual Comparison for Year to see the line items
in the accounts.
a)
Check financial statements
Financial Accounting → General Ledger → Information System →
General Ledger Reports → Balance Sheet/ Profit and Loss Statement /
Cash Flow → General → Actual/Actual Comparisons → Actual/Actual
Comparison for Year
Field Name or Data Type
Values
Company code
AC##
EXECUTE
Select the relevant account.
Goto - Line Items
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Lesson Summary
You should now be able to:
•
Post accruals and deferrals for period-end closing
•
Explain the advantage of using the accrual/deferral posting function
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Lesson: The Accrual Engine
Lesson: The Accrual Engine
Lesson Overview
This lesson describes how the Accrual Engine works.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
Describe the generic functions of the Accrual Engine
State the advantages of using the Accrual Engine in comparison to normal
accrual procedures
Activate an application component of the Accrual Engine for a company code
List the required closing activities for the Accrual Engine
Business Example
You will learn about how the Accrual Engine works.
Figure 203: Application Components of the Accrual Engine
The Accrual Engine is a generic tool for calculating and creating accrual postings.
As input it receives basic data that describes the subject matter to be accrued,
for example, data for a rental agreement. The Accrual Engine uses this data to
calculate the accruals and creates the related periodic postings.
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Just like the motor of a machine, the Accrual Engine itself is not visible for the
end user. Instead, the user works with the application components of the Accrual
Engine. The subjects to be accrued are entered there and are forwarded to the
Accrual Engine.
SAP develops and delivers the application components of the Accrual Engine.
They cannot be developed by customers. The application component always
refers to a special accruals scenario and provides an optimized user interface
for this scenario.
The Accrual Engine is used amongst other things for:
•
•
•
•
Manual Accruals in Financial Accounting
Provisions for Awards
Lease Accounting
Intellectual Property Management
Additional application components will be delivered in future extensions.
Figure 204: Interaction with the Accrual Engine
The diagram shows the interaction between the Accrual Engine and the
application component.
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Lesson: The Accrual Engine
The Accrual Engine stores two types of data:
•
Basic Data
The basic data consists of a description of the subject to be accrued (accrual
object) and all other information required for carrying out the accruals. Basic
data is time-dependent.
•
Accrual Engine Documents and Totals Records
All accruals postings create documents in the Accrual Engine (Accrual
Engine documents) and update fiscal year-specific totals records. The
Accrual Engine documents automatically create corresponding documents
in FI. Various levels of summarization are possible. If errors occur during
the FI update, you can trigger this again manually.
Usually, two main processes are triggered from the application component:
•
•
Create/change basic data Depending on the Customizing settings, an
opening posting may be made immediately.
Periodic start of the accrual run or reversal of an accrual run
An Info system gives you direct access to totals records and documents in the
Accrual Engine. You can also carry out accruals simulations.
Figure 205: Advantages of the Accrual Engine
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In comparison to standard methods of carrying out accruals, the Accrual Engine
has several advantages.
•
•
•
•
•
The Accrual Engine calculates the accrual amounts automatically. You do
not have to calculate the amounts manually and enter them as fixed values in
recurring entry documents.
You can make periodic accruals postings automatically as
performance-optimized mass data processing using an accrual run. The
delta amount of the cumulative accruals minus the accruals already carried
out is posted. If the amount to be accrued changes, the accruals amounts
are adjusted automatically.
You can simulate planned future accruals. Depending on how the application
component is configured you can also carry out complete simulation
scenarios.
The Accrual Engine supports parallel accounting with either different
account areas or parallel ledgers.
An extensive Information System provides information about planned
accruals and accruals that have already been carried out.
Figure 206: Activate the application component
To activate an application component of the Accrual Engine you have to carry out
the following Customizing activities:
•
•
•
•
508
The application component must be assigned to the company codes that
are to use it.
The required accounting principles must be defined if this has not already
been done.
The application component must be assigned to the required combination of
accounting principle and company code.
The current fiscal year must be open for the application component.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: The Accrual Engine
Figure 207: Closing Activities of the Accrual Engine
The Accrual Engine requires only a small number of closing activities of a purely
technical nature.
•
Reconciliation: Accrual Engine/General Ledger
Here, Accrual Engine documents and General Ledger documents are
reconciled with one another to check whether the transfer to the General
Ledger was complete and without errors.
•
Balance carryforward
At the end of the fiscal year you have to carry forward the balances of the
accruals objects into the next fiscal year. This has nothing to do with the
balance carryforward in the General Ledger.
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Lesson Summary
You should now be able to:
•
Describe the generic functions of the Accrual Engine
•
State the advantages of using the Accrual Engine in comparison to normal
accrual procedures
•
Activate an application component of the Accrual Engine for a company code
•
List the required closing activities for the Accrual Engine
510
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Lesson: Manual Accruals
Lesson: Manual Accruals
Lesson Overview
This lesson describes the application component “Manual Accruals.”
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Describe how the application component “Manual Accruals” works
Define subjects to be accrued as accrual objects
Describe the basic settings of the application component “Manual Accruals”
Business Example
You have been asked to make the basic settings of the application component
“Manual Accruals”.
Figure 208: Manual Accruals with the Accrual Engine
In the application component “Manual Accruals”, you create the basic data
manually via a simple user interface.
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The basic data is usually subject matter to be accrued based on different contracts,
such as rental agreements, insurance contracts, and so on.
Hint: There are also two function modules that you can use to import
accrual objects from a database table via a batch job. These are:
ACAC_OBJECT_CREATE_EXT to create an accrual object
ACAC_OBJECT_MODIFY_EXT to change an accrual object. If it does
not exist yet, it is created.
A report must be written to select the data, export it, and adjust it to the structure
of the function modules. The function modules can then be called up to load the
data into the Accrual Engine. You can also transfer legacy data this way (for more
information read the IMG documentation).
Figure 209: Deferrals
You have to create deferrals when an expense or revenue is posted in the current
period, but is incurred or earned partly or completely in the future.
The slide shows an example of a deferral where an expense invoice for € 120
is received at the start of the year and posted in the first period. However, the
invoice covers a contractual service that is used throughout the entire year (for
example, insurance). The expense must therefore be distributed over all periods of
the fiscal year equally.
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Lesson: Manual Accruals
Figure 210: Posting Deferrals
Following on from the example on the previous slide, the posting for the deferrals
is as follows:
The invoice for € 120 arrives in Accounts Payable in the first period and is posted
there. The posting record is:
Expense to Vendor
Using an opening posting, the entire amount is transferred from the expense
account to an account for invoice deferral items (ARAP). The posting record is:
Prepayments and Accrued Income to Expense
During period-end closing, part of the amount is posted back to the expense
account from the prepayments and accrued income account, which means that the
prepayments and accrued income are reduced. Posting record:
Expense to Prepayments and Accrued Income
If the contract is terminated prematurely, the entire residual amount is posted to
an expense account. Posting record:
Expense to Prepayments and Accrued Income
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Figure 211: Accruals
You have to create accruals when an expense or revenue is to be received in the
future, but is incurred or earned partly or completely in the current period.
The slide shows an example of an accrual where an expense invoice for € 120 is
received at the end of the year and posted in the last period. However, the invoice
refers to a service that is used during the entire year. The expense must therefore
be distributed over all periods of the fiscal year equally.
Figure 212: Posting Accruals
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Lesson: Manual Accruals
The posting record for accruals is “Expense to Other Payables (or provisions)” in
each period. It is posted to the account
•
•
Other payables: If you are certain about the reason and amount of the accrual
Provisions: If you are uncertain about the amount and/or reason of the
accrual and can only estimate it
In each period in which you carry out accruals, the credit balance on the account
“Other Payables (or Provisions)” increases.
When the invoice is finally received, it is posted as
Other payables (or provisions) to vendor The other payables are thereby converted
into real payables.
Figure 213: Definition of the Subject Matter to be Accrued
The subject to be accrued is defined as an accrual object. You make this definition
manually in the application component “Manual Accruals”. Accrual objects in
this application component are identified uniquely for each company code using
an accrual object number from a defined number range.
The accrual objects are grouped in accrual object categories for manual accruals.
These summarize the subject matter of similar accrual objects. For example,
insurance contracts (accrual objects) can be assigned to the accrual object category
“Insurances”.
You can use accrual object categories
•
•
2006/Q2
As a navigation level to find accrual objects more easily
To assign special customer-defined parameters that describe the accrual
object in more detail
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Each accrual object can have several accrual items. An accruals item describes
how a related accruals type (usually costs or revenues) is accrued using a specific
accounting principle.
Figure 214: Accrual Calculation
The accrual is calculated for each accrual item, for each combination of accrual
type and accounting principle specified. In addition to the amount to be accrued
and possibly also a quantity to be accrued, the accrual item contains an accrual
method.
A function module is defined for the accrual method, and this calculates the
accruals. For the “Manual Accruals” area, several function modules are delivered.
However, you can also develop your own function modules for the accruals.
The function modules delivered that you can also use for manual accruals begin
with ACE_DS_* and are listed on the slide.
You can also define derived accruals types. These accruals amounts are calculated
from the accrual amounts of other accrual types and not directly. However, derived
accrual types are not particularly relevant for manual accruals and are more
important for other application components.
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Lesson: Manual Accruals
Lesson Summary
You should now be able to:
•
Describe how the application component “Manual Accruals” works
•
Define subjects to be accrued as accrual objects
•
Describe the basic settings of the application component “Manual Accruals”
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Lesson: Posting Control and Account Determination
Lesson Overview
This lesson explains how to configure the posting control and account
determination for the Accrual Engine.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Define the posting control of an application component in the Accrual Engine
Configure the account determination of an application component in the
Accrual Engine using rules
Business Example
The employees in Financial Accounting want to show you the different posting
options available with an application component.
Figure 215: Posting Control
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Lesson: Posting Control and Account Determination
The posting control is defined for each
•
•
•
Company code
Accounting principle
Accrual type
You define
•
•
How frequently accruals are carried out (for each posting period, daily,
monthly, quarterly, every six months, annually)
The level of summarization for postings before the update to FI You can
make the following settings
–
–
–
No Summarization: A separate line item is created for each accruals
item.
Summarization at accrual object level: A line item is created for each
accrual object.
Maximum Summarization: The postings are summarized to the level
of different additional account assignments.
Figure 216: Account Determination Task
The purpose of account determination is to
•
•
•
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Determine the document type
Determine the debit account (here: target account)
Determine the credit account (here: start account)
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For each accrual type, you define in Customizing which postings are to be made
automatically and, therefore, for which postings account determination is required.
•
•
•
•
None (the accruals are calculated in the Accrual Engine, but not posted)
Only the opening posting
Only periodic postings (useful, for example, for accruals)
All (opening posting, periodic accruals, and - if the accrual object is
terminated prematurely - a closing posting)
For parallel accounting, the Accrual Engine supports
•
•
Parallel accounts
Parallel ledgers
For parallel accounts, you must configure the account determination of the
Accrual Engine accordingly, that is, the accounts must be found depending on
the accounting principle.
For the parallel ledger solution, you have to assign a special ledger for the
accounting principle in Customizing for parallel accounting.
Figure 217: Derivation Rules
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Lesson: Posting Control and Account Determination
Accounts are determined using derivation rules. These rules consist of
•
•
Conditions under which the derivation rule is executed (optional)
Determination of fields used in the derivation rule Here you define
–
•
Source fields (derivation rule input) All fields filled from the Accrual
Engine.
–
Target fields (derivation rule output) All fields that must be filled for
successful account determination, or user-defined parameters that you
can use for sequential derivation rules.
The rule entries themselves that derive the input for the target fields from
the content of the source fields.
In the case of manual accruals (application component ACAC):
You define parameters as required in the Data Dictionary structure
ACAC_PARAMETERS. In the standard system, this table contains one
parameter only with the name “EXAMPLE”. You can create additional parameters
by filling the corresponding fields in this DDIC structure. Instead of using this
structure directly, however, you make an entry in the INCLUDE structure
CI_ACAC_PARAMETERS. The new fields must be customer-defined fields
and start with Y or Z. Once you have activated the changed INCLUDE structure,
you can assign the new parameter to one or more accrual object categories and
maintain it in the corresponding accrual object.
Figure 218: Account Determination Rules
The derivation rules are summarized in a set of rules. Depending on how the
derivation rules are defined, they are processed either in parallel or sequentially.
•
•
2006/Q2
Parallel derivation rules are processed sequentially and determine
independent results.
Sequential derivation rules must be created in the correct order, because
their results are cumulative.
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Figure 219: Parallel Derivation Rules
The order in which parallel derivation rules are created and processed is
irrelevant, since their results are independent of one another. Examples are:
•
•
Derivation rules for different accrual objects that can be differentiated by
means of user-defined parameters. In the conditions, the system queries the
content of the user-defined parameters (for example, Parameter = “Rents”?)
and the derivation rule is only executed if the condition is fulfilled.
Derivation rules for different elements of the accounting document, that is,
one rule for the document type, other rules for the accounts.
Figure 220: Sequential Derivation Rules
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Lesson: Posting Control and Account Determination
The order in which sequential derivation rules are created and processed is
important. Examples are:
•
•
2006/Q2
Derivation rules for account determinations with different levels of detail,
that is, the first derivation rule provides a very basic account determination,
the second a more detailed account determination for certain transactions,
and the third a very detailed account determination for other transactions.
Use of extended account determination. Using the extended account
determination you can summarize combinations of source fields with a
derivation rule for characteristic combinations. In a second derivation rule,
account symbols are determined from characteristic combinations. In a third
derivation rule, the accounts are derived from the account symbols.
© 2006 SAP AG. All rights reserved.
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524
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Posting Control and Account Determination
Exercise 33: Accrual Engine, Manual
Accruals
Exercise Objectives
After completing this exercise, you will be able to:
•
Post Accruals using the Accrual Engine
Business Example
Your company code AC## (## = your group number) has taken insurance which
costs 6000 units of your house currency each year. The insurance amount for the
current year was paid in full in the first month of the year.
Task:
Post the accrual for the insurance amount with the Accrual Engine.
1.
Create an accrual object for company code AC## (## = your group number).
Choose the accrual object category Z_INSURANC. Enter Accrual for
Insurance Contributions Warehouse ## (## = your group number) as
the explanatory text for your accrual. You take the responsibility for the
accrual object yourself.
Use your cost center T-A20A## for the account assignment (## = your
group number).
For a time-based accrual, it is important to know over which period an
amount is to be distributed. This period extends over the current year.
Choose accrual type INSURA for your insurance contributions. The legal
principle to be used for the financial statements is the local accounting
principle LOGA. Your company has signed an insurance contract that costs
6,000 EUR per year. You want to create accruals for this amount.
2.
Choose 'Check and Simulate'. As the parameter for the simulation of the
allocation posting, choose 01/01 of the current year. The period is to be
determined from this key date. Look at the results of your simulation.
3.
Save your accrual object.
Caution: Make a note of the number of your accrual object.
Look at the accounting document. What is the entry in the document header
text? What is the text in the line item? From the accounting document, go to
your original document (= Accrual Engine document) which was created by
the Accrual Engine.
Continued on next page
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4.
Display the line items of the Accrual Engine in the information system of
the Accrual Engine. First select only actual values for your company code
and your accrual object. Then select the simulated values for reporting key
date 03.31 of the current year.
5.
Execute an accrual/deferral run for the first posting period.
Start your periodic accrual/deferral run. Restrict the general selections to
your company code, accounting principles, accrual type, and accrual object
number. As the key date for the accrual, choose 01.31 of the current year.
First carry out a test run, and then an update run.
In the information system, display the totals and the line items of the Accrual
Engine. Restrict the selection to your accrual object number.
526
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Lesson: Posting Control and Account Determination
Solution 33: Accrual Engine, Manual
Accruals
Task:
Post the accrual for the insurance amount with the Accrual Engine.
1.
Create an accrual object for company code AC## (## = your group number).
Choose the accrual object category Z_INSURANC. Enter Accrual for
Insurance Contributions Warehouse ## (## = your group number) as
the explanatory text for your accrual. You take the responsibility for the
accrual object yourself.
Use your cost center T-A20A## for the account assignment (## = your
group number).
For a time-based accrual, it is important to know over which period an
amount is to be distributed. This period extends over the current year.
Continued on next page
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TFIN50_2
Choose accrual type INSURA for your insurance contributions. The legal
principle to be used for the financial statements is the local accounting
principle LOGA. Your company has signed an insurance contract that costs
6,000 EUR per year. You want to create accruals for this amount.
a)
Application: Accounting → Financial Accounting → General Ledger
→ Periodic Processing → Manual Accruals → Create Accrual Objects
Field Name or Data Type
Values
Company Code
AC## (## = your group number)
Accrual Object Cat.
Z_INSURANC
Text
Accrual of insurance
contributions for warehouse
##
Person Responsible
Your user ID
Life:
Field Name or Data Type
Values
Start of Life
01.01. of current year
End of Life
31.12. of current year
Acct Assgts:
Field Name or Data Type
Values
Cost Center
T-A20A## (## = your group
number)
Item Data: Append Row:
Field Name or Data Type
Values
Accrl Type
INSURA
Acc.Princ.
LOGA
Total Amt To Be Accd
6000
Currency
EUR
Continued on next page
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TFIN50_2
Lesson: Posting Control and Account Determination
2.
Choose 'Check and Simulate'. As the parameter for the simulation of the
allocation posting, choose 01/01 of the current year. The period is to be
determined from this key date. Look at the results of your simulation.
a)
Accrual Object → Check and Simulate Changes
Field Name or Data Type
Values
Accrual/Deferral Key Date
01.01. of current year
Result of the simulation:
3.
Field Name or Data Type
Values
Tab page
Calculated Accruals
Save your accrual object.
Caution: Make a note of the number of your accrual object.
Continued on next page
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Unit 13: Profit and Loss
TFIN50_2
Look at the accounting document. What is the entry in the document header
text? What is the text in the line item? From the accounting document, go to
your original document (= Accrual Engine document) which was created by
the Accrual Engine.
a)
Accrual Object → Save
Field Name or Data Type
Values
Accrual/Deferral Key Date
01.01. of current year
Caution: Make a note of the number of your accrual object.
Posting result:
Field Name or Data Type
Values
Tab page
Postings
Double-click the reference accounting number.
Select the accounting document. Goto → Document Header
Field Name or Data Type
Values
Document Header Text
Accrual Engine: ACAC/I
Field Name or Data Type
Values
Text (Items)
Posting from Accrual Engine:
ACAC/Allocation
Environment → Document Environment → Original Document
Return to the display of the accrual object.
Continued on next page
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2006/Q2
TFIN50_2
Lesson: Posting Control and Account Determination
4.
Display the line items of the Accrual Engine in the information system of
the Accrual Engine. First select only actual values for your company code
and your accrual object. Then select the simulated values for reporting key
date 03.31 of the current year.
a)
Application: Accounting → Financial Accounting → General Ledger
→ Periodic Processing → Manual Accruals → Information System →
Display Posted Accruals → Manual Accruals: Display Line Items in
the Accrual Engine
Field Name or Data Type
Values
Actual Values Only
Select
Company Code
AC##
Accrual Object Number
Your accrual object number
Program → Execute
Back
Field Name or Data Type
Values
Simulate Future Postings
Select
Key Date for Reporting
31.03. of current year
Company Code
AC##
Accrual Object Number
Enter your accrual object number
Program → Execute
5.
Execute an accrual/deferral run for the first posting period.
Start your periodic accrual/deferral run. Restrict the general selections to
your company code, accounting principles, accrual type, and accrual object
number. As the key date for the accrual, choose 01.31 of the current year.
First carry out a test run, and then an update run.
Continued on next page
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Unit 13: Profit and Loss
TFIN50_2
In the information system, display the totals and the line items of the Accrual
Engine. Restrict the selection to your accrual object number.
a)
Application: Accounting → Financial Accounting → General Ledger
→ Periodic Processing → Manual Accruals → Start Periodic Accrual
Run.
Field Name or Data Type
Values
Company Code
AC##
Accrual Object Number
Enter your accrual object number
Key Date for Accruals
31.01. of current year
Application: Accounting → Financial Accounting → General Ledger
→ Periodic Processing → Manual Accruals → Information System →
Display Posted Accruals → Manual Accruals: Display Line Items in
the Accrual Engine
Field Name or Data Type
Values
Actual Values Only
Select
Company Code
AC##
Accrual Object Cat.
Z_INSURANC
Accrual Object Number
Your accrual object number
Program → Execute
Back
Application: Accounting → Financial Accounting → General Ledger
→ Periodic Processing → Manual Accruals → Information System →
Display Posted Accruals → Manual Accruals: Display Totals Values in
the Accrual Engine
Field Name or Data Type
Values
Actual Values Only
Select
Company Code
AC##
Accrual Object Cat.
Z_INSURANC
Accrual Object Number
Number of the accrual object
Program → Execute
Back
532
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Lesson: Posting Control and Account Determination
Lesson Summary
You should now be able to:
•
Define the posting control of an application component in the Accrual Engine
•
Configure the account determination of an application component in the
Accrual Engine using rules
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533
Unit Summary
TFIN50_2
Unit Summary
You should now be able to:
•
Compare cost of sales accounting and period accounting
•
Name the processes in Controlling that impact Financial Accounting
•
Explain how the reconciliation ledger is used to update financial accounting
for transactions that cross FI organizational units
•
Post accruals and deferrals for period-end closing
•
Explain the advantage of using the accrual/deferral posting function
•
Describe the generic functions of the Accrual Engine
•
State the advantages of using the Accrual Engine in comparison to normal
accrual procedures
•
Activate an application component of the Accrual Engine for a company code
•
List the required closing activities for the Accrual Engine
•
Describe how the application component “Manual Accruals” works
•
Define subjects to be accrued as accrual objects
•
Describe the basic settings of the application component “Manual Accruals”
•
Define the posting control of an application component in the Accrual Engine
•
Configure the account determination of an application component in the
Accrual Engine using rules
534
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 14
Technical, Organizational, and
Documentary Steps
Unit Overview
This unit “Technical, Organizational and Documentary Steps” provides an
overview of the steps themselves. In addition to learning how postings are
displayed in the posting period table, the participants will learn about additional
closing activities, such as balance carryforwards and readjusting financial
statements. At the end of the unit, the participants carry out some of these
activities.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
Explain how balances are carried forward
Explain the advantage of using the posting period tables
Maintain the posting periods table
Explain the procedure for carrying out adjustments to the financial statements
and the advantage of doing so
Specify where Customizing for adjustments is carried out
Explain the purpose of the balance audit trail
Unit Contents
Lesson: Technical Steps .......................................................536
Lesson: Organizational Steps .................................................543
Exercise 34: Organizational Steps .......................................545
Lesson: Documentary Steps ..................................................552
Exercise 35: Documentary Steps ........................................557
2006/Q2
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Unit 14: Technical, Organizational, and Documentary Steps
TFIN50_2
Lesson: Technical Steps
Lesson Overview
This lesson describes the balance carryforward functions and the posting period
table.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Explain how balances are carried forward
Explain the advantage of using the posting period tables
Maintain the posting periods table
Business Example
At the end of the period, the ledgers have to be closed and the balances carried
forward. You are responsible for the technical change of period in the company.
Figure 221: Overview: General Ledger Closing Operations
At the beginning of the fiscal year, the balance carryforward program is run,
carrying forward the balances of the G/L accounts to the next fiscal year.
536
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Lesson: Technical Steps
The posting periods of the old fiscal year are blocked and the special periods
for closing postings are opened. A technical reconciliation between transaction
figures and documents guarantees that the posting of documents is technically
problem-free.
Foreign currency documents are then valuated, accruals are carried out, and the
GR/IR clearing accounts are analyzed, including regrouping of the balance.
If business area balance sheets are required, the business areas have to be adjusted.
This subsequently involves ensuring that the balance of the business areas is zero.
Once complete, the special periods can be closed.
For documentation purposes, the balance audit trail is then carried out and the
financial statement created. Finally, messages are created for statutory reporting.
Hint: The closing processes may vary from country to country. Your
trainer can provide you with information on special procedures that may
be required in your country.
Figure 222: Balance Carryforward
The system calculates the balance carried forward to the new fiscal year for each
balance sheet account.
The balance of the P&L accounts is posted to the P&L carry-forward account. As
of version 4.6C: You can display the balances of individual P&L accounts that
are carried forward to a specific retained earnings account. This enables you to
understand how the total balance of the retained earnings account is made up.
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Unit 14: Technical, Organizational, and Documentary Steps
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P&L accounts only:
•
If you have accounts with different currencies, you can set the indicator
in the master record of the P&L carry-forward account to translate and
summarize all the currencies. “Only Balances in Local Currency”.
You can run the programs as often as you want.
You can even run this program in the old fiscal year, since the balance carried
forward to the new year is automatically updated for each posting. If you intend to
carry out the balance carryforward during the current fiscal year, SAP recommends
running the program as late as possible.
You carry out the balance carryforward for accounts receivable and payable using
report SAPF010.
If you use additional ledgers such as FI-SL, and/or parallel currencies, you have to
run the balance carryforward using program SAPFGVTR.
Figure 223: Defining Posting Periods
The system uses the posting date that you specify during document entry to
determine to which posting period the document is posted.
The posting periods for your company are defined by the fiscal year variant.
538
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Lesson: Technical Steps
You can use the fiscal year variant to make the following system settings:
•
•
•
•
Beginning and end of your fiscal year
Number of "normal" posting periods (01-16)
Number of special periods (remaining periods up to 16 after selection of
“normal” periods)
Posting period length
Figure 224: Posting Period Control
The posting periods table is used to open and close posting periods. You can have
as many or as few posting periods open as you want.
The first column illustrated contains the posting period variant. This code is
assigned to your company codes to allow you to open and close the posting
periods for several companies at the same time.
The next column contains the account type. Account types include “+” for all
accounts, “A” for assets, “D” for customer accounts, “K” for vendor accounts,
and “S” for G/L accounts. This allows you to control the open posting periods
by account type.
Accounts are open for the periods specified in the table and closed for periods
not specified.
The line with account type “+” (valid for all accounts) determines the maximum
length of the open periods for an account type.
For example, in the second table, periods 13 to 16 in 1999, and periods 1 to
2 in 2000 are open for all accounts.
2006/Q2
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Unit 14: Technical, Organizational, and Documentary Steps
TFIN50_2
In the additional lines with the individual account types (A, D, and so on), the
number of open periods for the accounts specified is restricted.
In the second table in the example, the first period of 2000 is closed for the
subledgers Asset Accounting and Accounts Receivable.
In another column in the table (not shown), you can assign an authorization group
to the periods open in the “Period 1” interval. The authorization group has no
effect on the open periods in the period 2 interval. You can, therefore, define that
postings in interval 1 can only be made by a specific user group (accounting), but
all users can post in interval 2.
Figure 225: Technical Reconciliation
The report carries out an extended reconciliation in Financial Accounting. As
part of general ledger month-end closing, the following consistency checks are
performed:
1.
2.
Debit and credit transaction figures for customer accounts, vendor accounts,
and G/L accounts (table GLT0) with the debit and credit totals of the posted
documents (table BSEG) (previous function of the report SAPF070).
Debit and credit transaction figures for customer accounts, vendor accounts,
and G/L accounts (table GLT0) with the debit and credit totals of the
application index (secondary index tables BSIS/BSAD, BSIK/BSAK,
BSIS/BSAK).
The application indexes are used in the system for accounts with open item
management or line item display.
540
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2006/Q2
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Lesson: Technical Steps
All the results of the reconciliation are added to historical management.
This enables statements to be made about the execution and accuracy of the
reconciliation activities on a time basis.
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Unit 14: Technical, Organizational, and Documentary Steps
TFIN50_2
Lesson Summary
You should now be able to:
•
Explain how balances are carried forward
•
Explain the advantage of using the posting period tables
•
Maintain the posting periods table
542
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Organizational Steps
Lesson: Organizational Steps
Lesson Overview
This lesson introduces the instrument for adjusting financial statements.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Explain the procedure for carrying out adjustments to the financial statements
and the advantage of doing so
Specify where Customizing for adjustments is carried out
Business Example
Your company creates financial statements at business area level. To do so, you
will need to use system functions to check the accuracy of accounting data and to
verify its security.
Adjustments to Financial Statements
Figure 226: Adjustments to Financial Statements
The financial statement adjustment breaks the receivables, payables, and taxes
down into the additional account assignments “Business area” and “Profit Center”,
which are stored in the G/L account items. If an error occurs, you can carry out a
reversal run.
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The reversal posting is made if the adjustment item posted is cleared at the key
date of the new run.
The profit and loss statement adjustment breaks down cash discount and exchange
rate differences which accrue when customer and vendor invoices are paid
according to the following additional account assignments from the cleared
document's G/L account assignment:
•
•
•
•
•
•
Business area
Partner business area (Consolidation)
Profit center
Partner profit center
Some of the CO objects
All of the fields you defined in the coding block.
Figure 227: Example: Balance Sheet Adjustment
This example is based on a tax rate of 16%.
544
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2006/Q2
TFIN50_2
Lesson: Organizational Steps
Exercise 34: Organizational Steps
Exercise Objectives
After completing this exercise, you will be able to:
•
Adjust a business area
Business Example
Your company creates financial statements at business area level. Before creating
these financial statements, you must ensure that the total balance for each business
area is zero. Since your company posts sales and purchases across several business
areas, your receivables and payables accounts need to be adjusted. For these
periods, therefore, you adjust a business area to update payables.
Task:
You post a vendor invoice to two different business areas that are to be debited
with the expenses. In this case, the payable and the tax portion is posted to a
“blank” business area. You realize that the balance is not zero by running the
financial statement program and then correct the data by executing the business
area adjustment programs.
1.
Create a vendor invoice for your company code AC##. The invoice is from
the vendor T-F00A00. The gross amount (including 16% input tax, tax
code VN) is EUR 1,160 and the tax amount is EUR 160. Enter the current
date as the invoice and posting date.
Use the G/L account 476000 for both items and post EUR 600 and EUR 400
respectively to two different cost centers, T-A20A## and T-A20B## (## =
your group number).
Save your posting.
2.
Before adjusting the business area, run the financial statement (RFBILA00)
using the report variant VAR## that you created earlier. Check the items
for accounts payable and services (account 160000) and office supplies
(account 476000). The payables balance is posted to a blank business area,
while the expense is split between two business areas.
3.
In a second session, calculate the business area adjustment for your company
code AC##.
Continued on next page
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Unit 14: Technical, Organizational, and Documentary Steps
4.
TFIN50_2
Post the balance sheet adjustment on the last day of the current period for
your company code AC##. Generate a posting with document type SA and
select a log of distributed documents.
Hint: If you receive a message about checking the document type;
choose 'Enter' to continue processing.
5.
546
Return to your report session and rerun the financial statement (RFBILA00)
using the report variant VAR## that you created earlier. Check the items for
accounts payable from deliveries and services. The payables balance for
the blank business area is now zero (the transfer posting to account 160099
results in a zero balance for account 160000). The original amount is now
split between the two business areas, in account 160099, to the same amount
as the expense postings.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Organizational Steps
Solution 34: Organizational Steps
Task:
You post a vendor invoice to two different business areas that are to be debited
with the expenses. In this case, the payable and the tax portion is posted to a
“blank” business area. You realize that the balance is not zero by running the
financial statement program and then correct the data by executing the business
area adjustment programs.
1.
Create a vendor invoice for your company code AC##. The invoice is from
the vendor T-F00A00. The gross amount (including 16% input tax, tax
code VN) is EUR 1,160 and the tax amount is EUR 160. Enter the current
date as the invoice and posting date.
Use the G/L account 476000 for both items and post EUR 600 and EUR 400
respectively to two different cost centers, T-A20A## and T-A20B## (## =
your group number).
Continued on next page
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Unit 14: Technical, Organizational, and Documentary Steps
TFIN50_2
Save your posting.
a)
Menu path:
SAP Easy Access: Accounting → Financial Accounting → Accounts
Payable → Document Entry → Invoice (FB60)
Entry header:
Vendor:
T-F00A00
Invoice Date:
Today's date
Posting Date:
Today's date
Amount:
EUR 1.160 (including 16% input
tax: Tax code VN)
Tax Amount:
160
Item entries:
G/L account:
476000
Amount:
600
Cost center:
T-A20A## (## = your group
number)
G/L account:
476000
Amount:
400
Cost center:
T-A20B## (## = your group
number)
Save your invoice.
Continued on next page
548
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2006/Q2
TFIN50_2
Lesson: Organizational Steps
2.
Before adjusting the business area, run the financial statement (RFBILA00)
using the report variant VAR## that you created earlier. Check the items
for accounts payable and services (account 160000) and office supplies
(account 476000). The payables balance is posted to a blank business area,
while the expense is split between two business areas.
a)
Adjustment postings
Run the balance sheet
Menu path for the report:
Information Systems → Accounting → Financial Accounting →
General Ledger → Balance Sheet
Select a variant:
Goto → Variants → Get
Enter VAR##.
Choose Execute to select the variant.
Execute the report.
Once you have checked the report, return to the Balance Sheet/P+L
Statement screen.
3.
In a second session, calculate the business area adjustment for your company
code AC##.
a)
Calculate balance sheet adjustment
Menu path to create a new session:
System → Create Session
Menu path to calculate adjustment:
Accounting → Financial Accounting → General Ledger → Periodic
Processing → Closing → Reclassify → Balance Sheet Adjustment →
Calculate
Enter the your company code AC##.
Execute the calculation.
Review the output.
Return to the main menu.
Continued on next page
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Unit 14: Technical, Organizational, and Documentary Steps
4.
TFIN50_2
Post the balance sheet adjustment on the last day of the current period for
your company code AC##. Generate a posting with document type SA and
select a log of distributed documents.
Hint: If you receive a message about checking the document type;
choose 'Enter' to continue processing.
a)
Post adjustment
Menu path to post adjustment:
Accounting → Financial Accounting → General Ledger → Periodic
Processing → Closing → Reclassify → Balance Sheet Adjustment
→ Post
Enter the following data:
Company Code: AC##
Key Date: Last day of the current
period
Generate Postings: X
Document Type: SA
Posting Date: Last day of the current
period
Log of Distributed Documents: X
Execute the posting program.
If the system displays the following message, “Company code AC##:
Last lower limit (tax) 31.12.2001”, enter this date in the Lower date
limit for tax field.
Once you have checked the results, return to the main menu.
5.
Return to your report session and rerun the financial statement (RFBILA00)
using the report variant VAR## that you created earlier. Check the items for
accounts payable from deliveries and services. The payables balance for
the blank business area is now zero (the transfer posting to account 160099
results in a zero balance for account 160000). The original amount is now
split between the two business areas, in account 160099, to the same amount
as the expense postings.
a)
Recreate balance sheet
From the Balance Sheet/P+L Statement screen, execute the report again.
550
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Lesson: Organizational Steps
Lesson Summary
You should now be able to:
•
Explain the procedure for carrying out adjustments to the financial statements
and the advantage of doing so
•
Specify where Customizing for adjustments is carried out
2006/Q2
© 2006 SAP AG. All rights reserved.
551
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TFIN50_2
Lesson: Documentary Steps
Lesson Overview
This lesson explains the function of the balance audit trail and how to create a
flow-of-funds analysis.
Lesson Objectives
After completing this lesson, you will be able to:
•
Explain the purpose of the balance audit trail
Business Example
Accounting documents, by law, have to be stored for several years. The employees
in Financial Accounting want to be introduced to the balance audit trail.
Figure 228: Balance Audit Trail
Legislation generally stipulates that it must be possible to explain account balances
at any time for more than one fiscal year using the relevant document items. This
is possible while the relevant documents are still stored in the system.
Older documents, however, usually have to be archived and deleted from the
database in order to reduce the load on the system. If you then want to explain an
account balance, you should start the balance audit trail before you archive any
documents. This generates the compact journal for a period in the form of a list.
The balance audit trail displays the balance at the beginning of a period and the
changes to the account to the period end.
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Lesson: Documentary Steps
Alternatively, you can periodically generate an extract for accumulated balance
audit trail periodically and extract the balance list from here. Once a year, the
cumulative content of this balance audit trail can then be optically archived or
printed.
Figure 229: Types of Balance Audit Trails
Balance audit trail types are distinguished according to the way the posting data
is displayed:
Historical Balance Audit Trail
Transactions are arranged according to posting period and posting date.
The historical balance audit trail is processed.
Report RFHABU00: General ledger from document file (without balance audit
trail). The report documents G/L account postings in the form of a general ledger.
The data displayed in the general ledger is taken both from the master record
information in the G/L accounts and from the G/L account transactions. Report
RFKLET01: Balance audit trail for historical balance audit trail. The historical
balance audit trail is available for accounts receivable, accounts payable and
general ledger accounts. The balance contains the documents and transaction
figures of all accounts for the chosen time period. The accounts are arranged
according to account type, company code, account and business area. The relevant
transactions are arranged on the basis of the posting period and posting date.
Open Item Balance Audit Trail
Open item turnover is output for each reconciliation account.
Items are divided into open/cleared items for each special G/L indicator.
The open item balance audit trail is processed.
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Report RFKKBU00: Open item account balance audit trail from document file
(without balance audit trail).
The report documents the transactions for customer, vendor and general ledger
accounts that are managed as open items.
Report RFKLET01: Balance audit trail for open item account balance audit trail.
Open item turnover is output for each reconciliation account. Items are divided
into open/cleared items for each special G/L indicator.
Figure 230: Accumulated Balance Audit Trail
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Lesson: Documentary Steps
With the accumulated balance audit trail, a data set is extracted or updated from
the operational FI tables to create the account details. The data is written to
database tables.
•
Create Balance
The required documents and transaction figures are read and written to the
database tables. Existing data is overwritten.
•
Delete Balance
When the balance is deleted, the required data records are removed from the
balance. This can be very time-consuming. You should therefore consider
the alternative of resetting the balance (parameter: reset tables) after taking
the required lists.
•
Output
Space requirement for database tables. An entry of approximately 250 bytes
in length is written per document line.
However, this value depends on the database system.
You can use the alternative account number parameter to transfer the
alternative account number information to the balance.
Database Tables:
DSKOS G/L accounts master data/transaction figures, historical balance audit trail
DSKOP G/L accounts items, historical balance audit trail
DKKOS Subledger accounts master data/transaction figures, historical balance
audit trail
DKKOP Subledger accounts items, historical balance audit trail
DKOKS Master data, open item balance audit trail
DKOKP Items, open item balance audit trail
2006/Q2
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Figure 231: Output from the accumulated balance audit trail
Account Details from Historical Accumulated Balance Audit Trail
The report RFKLBU10 documents the transactions on customer, vendor and
general ledger accounts in the classical sense (balance carry forward, periodic
turnover, closing balance). The data is taken from the balance of the historical
balance audit trail.
In addition to general account data, the list contains the transaction data (individual
items) from the period you have selected.
The balance carry forward is derived from the transaction figures from the balance
audit trail.
The monthly turnover for customer and vendor accounts is always derived from
the documents.
You can choose whether the monthly turnover for G/L accounts is derived from the
documents or the transaction figures (Select Option G/L Accounts Without Items).
At the end of the report the system outputs the statistics for the read data records.
Accounts Detailed Listing from Open Item Account Accumulated Balance
Audit Trail
The report RFKKBU10 documents the transactions for customer, vendor and
general ledger accounts that are managed as open items.
It processes the balance of the open item account accumulated balance audit trail
that was generated before.
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Lesson: Documentary Steps
Exercise 35: Documentary Steps
Exercise Objectives
After completing this exercise, you will be able to:
•
Execute reports that document the business transactions for the period
Business Example
For month-end closing, you want to document the transactions that make up the
account balances in the G/L and list the documents that have been entered during
the period.
Task 1:
Check the output of the balance audit trail reports from the document file (current
data).
1.
Execute the General Ledger from the Document File report for your
company code AC## for the current fiscal year.
2.
Execute the Open Item Account Balance Audit Trail From the Document
File report for your company code AC## for the current fiscal year.
Task 2:
In order to complete the documentation in Financial Accounting, you need to
create a (chronological) overview of all of your documents for each fiscal year.
2006/Q2
1.
Create the compact document journal in the G/L and select all the documents
for your company code AC## for the current fiscal year.
2.
According to which criteria is the list sorted?
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Solution 35: Documentary Steps
Task 1:
Check the output of the balance audit trail reports from the document file (current
data).
1.
Execute the General Ledger from the Document File report for your
company code AC## for the current fiscal year.
a)
Check the output of the balance audit trail reports from the document
file (current data).
Execute the General Ledger from the Document File for your company
code AC## for the current fiscal year.
Menu path for balance audit trail for all accounts (non-open item
accounts):
Accounting → Financial Accounting → General Ledger → Periodic
Processing → Closing → Document → Balance Audit Trail → All
Accounts → General Ledger from the Document File
Enter the following data:
Company Code: AC##
Fiscal Year: Current year
Execute the report.
Once you have checked the output, return to the main menu.
2.
Execute the Open Item Account Balance Audit Trail From the Document
File report for your company code AC## for the current fiscal year.
a)
Balance Audit Trail from the Document File
Menu path for balance audit trail for open item accounts:
Accounting → Financial Accounting → General Ledger → Periodic
Processing → Closing → Document → Balance Audit Trail → Open
Item Accounts → Open Item Account Balance Audit Trail from the
Document File
Enter the following data:
Company Code: AC##
Fiscal Year: Current year
Execute the report.
Once you have checked the output, return to the main menu.
Continued on next page
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Lesson: Documentary Steps
Task 2:
In order to complete the documentation in Financial Accounting, you need to
create a (chronological) overview of all of your documents for each fiscal year.
1.
Create the compact document journal in the G/L and select all the documents
for your company code AC## for the current fiscal year.
a)
Chronological documentation of the documents
Menu path for compact document journal:
Accounting → Financial Accounting → General Ledger → Information
System → General Ledger Reports → Document → General →
Compact Document Journal → Compact Document Journal
Enter the following data:
Company Code: AC##
Fiscal Year: Current year
Execute the report.
2.
According to which criteria is the list sorted?
a)
According to which criteria is the list sorted?
The list is sorted by document number.
2006/Q2
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TFIN50_2
Lesson Summary
You should now be able to:
•
Explain the purpose of the balance audit trail
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Unit Summary
Unit Summary
You should now be able to:
•
Explain how balances are carried forward
•
Explain the advantage of using the posting period tables
•
Maintain the posting periods table
•
Explain the procedure for carrying out adjustments to the financial statements
and the advantage of doing so
•
Specify where Customizing for adjustments is carried out
•
Explain the purpose of the balance audit trail
2006/Q2
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561
Unit Summary
562
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 15
Additional Material
Unit Overview
This section provides additional material that can be used for reference purposes.
It is not part of the standard course. Consequently, the instructor might not cover
this material during the course presentation.
This unit describes the country-specific settings for Germany and the United States
for the “Tax” and “Regulatory Reporting” areas. The participants also obtain an
overview of the preparatory activities for “consolidation”.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
•
Locate the general Customizing settings for tax processing within the IMG.
Describe the 1099/1042 business process
Locate the Customizing settings for withholding tax codes and 1099/1042
outputs
Use withholding tax during invoicing and payment
Create a tax return
Create a return for tax on sales and purchases
Locate the Customizing settings for automatic posting to the tax payable
account during execution of program RFUMSV00
Analyze data relevant to European tax reporting
Locate Customizing for tax reporting for the European Union.
Create an EC sales list according to European Union requirements
Perform reporting in accordance with the German foreign trade regulations.
Describe the preparations for consolidation in Financial Accounting
Unit Contents
Lesson: General Tax Processing .............................................565
Lesson: Tax Reporting in the USA............................................568
Exercise 36: 1099/1042 Processing (USA) .............................589
Lesson: Tax Reporting in Germany...........................................595
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Exercise 37: Germany: Tax reporting....................................599
Lesson: Tax Reporting in the European Union..............................603
Lesson: Reporting in Accordance with German Foreign Trade
Regulations ......................................................................606
Lesson: Consolidation..........................................................608
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Lesson: General Tax Processing
Lesson: General Tax Processing
Lesson Overview
This lesson is only included in the standard course in specific countries. It explains
the general Customizing settings required for processing tax.
Lesson Objectives
After completing this lesson, you will be able to:
•
Locate the general Customizing settings for tax processing within the IMG.
Business Example
Your company is a member of a multi-national group. Local requirements for tax
reporting have to be fulfilled.
As a member of the FI project team, you have to check whether the standard tax
reports in mySAP ERP meet the national requirements.
Figure 232: Taxes
The FI system is able to handle the tax requirements and procedures of many
different countries.
2006/Q2
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Figure 233: Preconditions for Tax Processing
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Lesson: General Tax Processing
Lesson Summary
You should now be able to:
•
Locate the general Customizing settings for tax processing within the IMG.
2006/Q2
© 2006 SAP AG. All rights reserved.
567
Unit 15: Additional Material
TFIN50_2
Lesson: Tax Reporting in the USA
Lesson Overview
This lesson describes the country-specific settings for tax reporting in the USA.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
Describe the 1099/1042 business process
Locate the Customizing settings for withholding tax codes and 1099/1042
outputs
Use withholding tax during invoicing and payment
Create a tax return
Business Example
As a member of the FI project team, you have to check whether the standard tax
reports in mySAP ERP meet U.S. requirements.
Figure 234: Business Process 1099
Reporting of 1099 withholding tax involves income paid to non-incorporated
vendors or non-employees. The revenues are divided into eleven categories. Most
companies use category 07 “Non-employee compensation”.
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Lesson: Tax Reporting in the USA
The majority of companies do not actually withhold tax from payments to 1099
vendors; instead, these companies report the amount of payments made to 1099
vendors to the IRS. If a company does deduct tax from a 1099 vendor (usually
occurs when a vendor does not provide a tax number), the company deducts 31%
of the amount due to the vendor and later pays this amount directly to the IRS.
Hint: Any differences between the tax amount payable and the amount
withheld is handled directly between the 1099 vendor and the IRS.
1099 taxes have to be reported once a year (in January). The tax return can either
be in written form, or in the form of a data file. The amounts that have to be
reported to the IRS are only amounts paid to the 1099 vendor between January 1
and December 31 of the reporting year.
Figure 235: Vendor Master Record
A 1099 vendor is configured in two areas of the vendor master record: in the
Control and the Accounting information areas.
The accounting information is used as the default for processing in the vendor
document.
Hint: No 1099 vendor may be set up as a one-time vendor, since one-time
vendors are excluded from 1099 processing within mySAP ERP.
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Figure 236: Vendor Account Groups
In order to configure the 1099 vendor master record, you have to be able to enter
tax codes in the account group to which the vendor is assigned.
Hint: You must also ensure that the tax code fields have the required
field length. Tax code 1 should be 11 characters long and tax code 2
10 characters long.
These parameters are set in the Global Settings section of the IMG.
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Lesson: Tax Reporting in the USA
Figure 237: Withholding Tax Code
Eleven basic 1099 withholding tax codes are provided with mySAP ERP. Each
code corresponds to a tax category.
These eleven codes are not preconfigured to deduct and post actual withholding
amounts since the majority of companies do not withhold from 1099 vendors.
From Release 3.0D, in those cases in which your company does withhold
income taxes from 1099 vendors, use tax codes F0 through F9. These codes
are not provided with mySAP ERP; you have to create them to correspond to
the predefined codes 01 through 10. Example: The last digit of tax code “F”
corresponds to the last digit of the associated predefined code (01 through 10).
Tax code F1 corresponds to tax code 01 and does the actual withholding (F2 code
02, and so on). Tax code “11” does not have a corresponding “F” code because
it relates to state withholding taxes (covered later).
Hint: Only tax codes 01-11 and F1-F9 are hard coded into the 1099
programs RFKQSU20 and RFKQSU30.
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Figure 238: Field Status Groups/Posting Keys
For the withholding tax code fields to be available on the FI document, the field
status group of the reconciliation account to which the vendor is assigned must
allow data entry in the tax code fields (see figure).
If your company controls postings via posting keys, the fields for the two tax
codes must be set for possible data entry (that is, have optional entry status). This
is the case for all posting keys that affect accounts payable (21, 25, 31, and so on).
Hint: You must also set the document entry screen variant to “2” when
configuring the company code basic settings.
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Lesson: Tax Reporting in the USA
Figure 239: Document Change Rules
In the basic settings section of the IMG, you can customize/define rules for
changing fields for withholding tax codes in documents.
The standard document change rules in the system allow you to change
withholding tax code fields for all documents before clearing. You can, however,
change these rules so that you can change cleared invoices, as long as no part
of the invoice amount is withheld when the cleared invoice is paid. On the
“Document Change Rule” screen, you can set the “Field Modifiable” indicator
and deselect the “Posting Not Closed” indicator to allow changes to be made
to the withholding tax code field of a cleared invoice for which no amount was
withheld. This applies to both 1099 and 1042 processing.
Hint: The posting screen has two withholding tax fields: one for the
withholding tax code and one for the withholding tax base amount.
These rules DO NOT affect withholding tax codes used to post tax amounts
(F1-F0); therefore, cleared documents cannot be changed. If the withholding tax
code is configured such that tax amounts have to be posted and withholding tax
information has to be changed before reporting, the document has to be reversed.
For the majority of companies that do not deduct tax (01-10), these change rules
allow you to change the fields for withholding tax codes after clearing.
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Figure 240: Vendor Invoice
The withholding tax code from the 1042 vendor master data is used as default in
the line item during invoicing. This code can be overwritten at this time, if desired.
The “Withholding Tax Base” and “Withholding Tax Exempt” fields serve different
purposes. The “Withholding Tax Base” field contains the amount of the line item
to be reported to the IRS. If this field is left blank during invoice posting, the
invoice amount is used as the default. The “Withholding Tax Exempt” field is the
amount of the line item that you do NOT wish to report to the IRS (example:
reimbursement of expenses).
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Lesson: Tax Reporting in the USA
Figure 241: Vendor Payment
The payment of a vendor invoice signifies receipt of income for the vendor;
therefore, it is the payment document that is used for 1099 processing. If posting a
manual payment, you can display the withholding tax information regarding the
payment, by Goto >> Withholding Tax Screen.
Figure 242: 1099 Reporting
2006/Q2
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There are three separate programs in mySAP ERP for 1099 vendor reporting.
All programs allow for flexible selections of vendors and company codes. Each
report is programmed to search first for withholding tax codes 01-11 and F0-F9
in the vendor master record.
Hint: The name and address of the company (payer) and the TIN (tax ID
number) for the form and tape are derived from the program parameters
and NOT from company code master records.
Figure 243: 1099 State Withholding Tax
You can use RFKQSU30 to display the withholding tax for several states. Release
3.0 requires manual calculation of tax amounts for the individual states. These
must be entered with the 1099 code 11, as a credit memo.
In certain cases, companies need to report/withhold tax at state level. Each
company can agree with the tax authorities that the tax return at national and state
level are submitted together. However, this is only possible in certain states (see
current publications of the relevant tax authority). Unfortunately in many cases,
there is no standard percentage rate for withholding tax in individual states (for
example, California) and thus the deduction rate can vary from vendor to vendor.
Future releases of mySAP ERP should provide a more comprehensive state
withholding tax program.
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2006/Q2
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Lesson: Tax Reporting in the USA
Figure 244: Business Process 1042
Reporting of 1042 taxes involves amounts paid to foreign vendors or foreign
non-employees. These amounts are classified into 1 of approximately 20
categories (see IRS 1042 publication).
Companies are usually required to withhold/deduct tax from payments to 1042
vendors. Companies usually (see current IRS publication for rates) withhold 31%
of the payment made to this type of vendor. This withheld portion of the invoice
amount is later paid over to the tax authorities. Any differences between the tax
amount payable and the amount withheld is handled directly between the 1042
vendor and the IRS.
1042 taxes have to be reported once a year (in February). The tax return can
either be in written form or in the form of a data file. The amounts that have to be
reported to the IRS are only amounts paid to the 1042 vendor between January 1
and December 31 of the reporting year.
2006/Q2
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Figure 245: Vendor Master Record
A 1042 vendor is configured in two areas of the vendor master record: in the
Control and the Accounting information areas.
Hint: Only the withholding tax code and the exemption number are
defaulted in the vendor document during processing. The withholding
tax country, recipient type, and exemption authority are maintained in
the vendor master record and cannot be overwritten during document
processing.
Hint: No 1042 vendor may be set up as a one-time vendor, since one-time
vendors are excluded from 1042 processing within mySAP ERP.
578
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Lesson: Tax Reporting in the USA
Figure 246: Vendor Account Groups
To configure the 1042 vendor master record, the account group to which the
vendor is assigned must allow data entry in the tax code fields (see slide).
Hint: You should also ensure that the tax code fields have the required
field length. Tax code 1 should be 11 characters long and tax code
2, 10 characters long. These parameters are set in the Global Settings
section of the IMG.
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Figure 247: Withholding Tax Code
1042 tax codes are not predefined in mySAP ERP and must be created by the user.
To create these codes (for example, code “42” for deduction and code “43” for
exempt from deduction), enter the income type in the “Off.W.Tax Code” (official
withholding tax code) field. If withholding tax is to be deducted, you must set the
“Posting With Payment” and “Withholding Tax Formula” indicators.
Hint: No tax code indicators are hard coded in program RFKQSU40.
Hint: If several revenue types are required, you have to create separate
withholding tax codes for each revenue type.
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Lesson: Tax Reporting in the USA
Figure 248: Field Status Groups/Posting Keys
For the withholding tax code fields to be available on the FI document, the field
status group of the reconciliation account to which the vendor is assigned must
allow data entry in the tax code fields (see figure).
If your company controls postings via posting keys, the fields for the two tax
codes must be set for possible data entry (that is, have optional entry status). This
is the case for all posting keys that affect accounts payable (21, 25, 31, and so on).
Hint: You must also set the document entry screen variant to “2” when
configuring the company code basic settings.
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Figure 249: Document Change Rules
In the basic settings section of the IMG, you can customize/define rules for
changing fields for withholding tax codes in documents.
These rules DO NOT affect withholding tax codes used to post tax amounts
(F1-F0); therefore, cleared documents cannot be changed. If the withholding tax
code is configured such that tax amounts have to be posted and withholding tax
information has to be changed before reporting, the document has to be reversed.
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Lesson: Tax Reporting in the USA
Figure 250: Withholding Tax Countries
A withholding tax country is the country of the foreign vendor's legal residence.
You enter the reporting country (US) in the left hand column and the withholding
tax country in the middle column.
Hint: Withholding tax country IDs do not always correspond to ISO 9000
standards; these country IDs are defined by the IRS. See IRS publication
1042 for a complete list of countries and their correct IDs.
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Figure 251: Type of Recipient for Vendors
You need to ensure that correct recipient types exist for 1042 processing. These
codes are entered (when applicable) in the vendor master record.
Hint: DO NOT define revenue types for withholding tax (table T059E),
since revenue types for 1042 processing are not currently derived from
this configuration table.
1042 revenue types are defined within the withholding tax codes
themselves.
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Lesson: Tax Reporting in the USA
Figure 252: Withholding Tax Formulas
The six columns in this table are:
•
•
•
•
•
•
1. Country: Reporting Country (US)
2. Currency: Reporting currency
3. Withholding ID: Withholding tax code (such as 42, 43)
4. Withholding tax country key: Country key of the 1042 vendor
5. To base amount: Base amount up until which the withholding tax rate
is valid
6. Withholding Tax: Withholding tax percentage rate which is used along
with the withholding tax base amount to calculate the withholding tax amount
Hint: If you withhold withholding tax, you have to enter a rate in column
6. If a withholding tax code (for example, 43) is exempt from deduction
for a specific reason, do not enter a rate in column 6 (leave blank).
Although certain vendors are exempt from actual deduction of income taxes (see
the “Exemption Authorization” field in the vendor master), the company payer
still has to report amounts paid to the IRS (similar to a 1099 vendor), as well as the
exemption reason. This means that invoices from 1042 vendors that are subject to
withholding tax and those that are not are processed in the same way. The only
difference is that in the vendor master record of the vendor not subject to tax, a
value is entered in the “Exemption Authority” field.
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Figure 253: Automatic Posting (Withholding Tax)
Here, you define the rules, posting keys, and G/L accounts for automatically
posting the tax withheld.
This configuration must be completed before you can automatically deduct and
post withholding tax from 1042 vendors
Figure 254: Vendor Invoice
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Lesson: Tax Reporting in the USA
The withholding tax code from the 1042 vendor master data is used as default in
the line item during invoicing. This code can be overwritten at this time, if desired.
The “Withholding Tax Base” and “Withholding Tax Exempt” fields serve different
purposes. The “Withholding Tax Base” field contains the amount of the line item
to be reported to the IRS. If this field is left blank during invoice posting, the
invoice amount is used as the default. The “Withholding Tax Exempt” field is the
amount of the line item that you do NOT wish to report to the IRS (example:
reimbursement of expenses).
Figure 255: Vendor Payment
The payment of a vendor invoice signifies receipt of income for the vendor;
therefore, it is the payment document that is used for 1042 processing. If posting a
manual payment, you can display the withholding tax information regarding the
payment, by Goto → Withholding Tax Screen.
2006/Q2
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Figure 256: 1042 Reporting
There are three separate programs in mySAP ERP for 1042 vendor reporting.
All programs allow for flexible selections of vendors and company codes. Each
report is programmed to search first for withholding tax codes 01-11 and F0-F9
in the vendor master record.
Hint: The company (payer) name, address and tax ID (TIN information
for each vendor master record) for form and tape are derived from the
company code master records. The header record for tapes are derived
from the program parameters. The name of the alternative payer the tax
ID (TIN) are also derived from program parameters.
588
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Lesson: Tax Reporting in the USA
Exercise 36: 1099/1042 Processing (USA)
Exercise Objectives
After completing this exercise, you will be able to:
•
Modify a vendor for 1099 processing
•
Post a business transaction subject to 1099 reporting
•
Identify the 1099 reports
Business Example
One of your company codes, 3000, is a US company. For year-end closing, you
have to process withholding tax information for 1099 vendors.
Task:
Create a 1099 vendor invoice and generate the associated 1099 reports
1.
Your vendor, TE-AC##, has not been established as a 1099 vendor. Before
you can make the posting, you have to enter 111-11-111 in the Tax Code - 1
field in the vendor master record. You also have to enter 07 in the W. Tax
Code field in the vendor master record so that 1099 taxes can be processed
for the vendor.
2.
Enter an invoice for today's date for your vendor TE-AC## in company code
3000. The expense amount is USD 5000, which will be charged to account
476000 (Office supplies) and cost center 1000 (Corporate Services). Set the
Calculate Tax indicator and enter I0 (A/P sales tax, exempt) as the tax code.
3.
Post a manual payment document for your vendor invoice. The payment
amount is USD 5000. The credit will be posted to cash account 113101
(Citibank - checks payable).
4.
Now execute the required 1099 reports
Hint: You might have to scroll down the screen to review report
information.
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Solution 36: 1099/1042 Processing (USA)
Task:
Create a 1099 vendor invoice and generate the associated 1099 reports
1.
Your vendor, TE-AC##, has not been established as a 1099 vendor. Before
you can make the posting, you have to enter 111-11-111 in the Tax Code - 1
field in the vendor master record. You also have to enter 07 in the W. Tax
Code field in the vendor master record so that 1099 taxes can be processed
for the vendor.
a)
Create a 1099 vendor invoice and execute the associated 1099
reports
Change vendor master
Menu path to change vendor master record:
Accounting → Financial Accounting → Accounts Payable → Master
Records → Change
Enter the following data:
Vendor: TE-AC##
Company Code: 3000
On the master record initial screen, set the Control indicator in the
General Data section and the Accounting Info indicator in the Company
Code Data section.
Choose 'Enter'.
In the Tax Number 1 field, enter 111-11-1111.
Choose 'Enter'.
In the W. Tax Code field, enter 07.
Save your changes to the vendor master record.
Continued on next page
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2006/Q2
TFIN50_2
Lesson: Tax Reporting in the USA
2.
Enter an invoice for today's date for your vendor TE-AC## in company code
3000. The expense amount is USD 5000, which will be charged to account
476000 (Office supplies) and cost center 1000 (Corporate Services). Set the
Calculate Tax indicator and enter I0 (A/P sales tax, exempt) as the tax code.
a)
Enter vendor invoice
Menu path for invoice entry:
Accounting → Financial Accounting → Vendors → Document Entry
→ Invoice
The 'Enter Company Code' dialog box may appear automatically. If it
does not, choose 'Change Leading Company Code'.
Enter 3000 in the 'Company Code' field.
Enter the following data:
Vendor: TE-AC##
Invoice Date: Today's date
Amount: 5000
Calculate Tax: X
Tax Code: I0 (A/P tax exempt)
Choose the 'Withholding Tax' tab page. Enter 5000 in the W. Tax
Base field.
In the first item line, enter the following data:
G/L Acct: 476000
D/C: Debit
Amount in Doc.Curr.: 5000
Cost Center: 1000
Post your document.
Continued on next page
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3.
TFIN50_2
Post a manual payment document for your vendor invoice. The payment
amount is USD 5000. The credit will be posted to cash account 113101
(Citibank - checks payable).
a)
Post manual payment document
Menu path for manual payment:
Accounting → Financial Accounting → Accounts Payable →
Document Entry → Outgoing Payment → Post
Enter the following data:
Document Date: Today's date
Company Code: 3000
Bank data section:
Account: 113101
Amount: 5000
Open Item Selection section:
Account: TE-AC##
Choose Process Open Items at the top of the screen.
If all the open items are inactive when you call up the function,
double-click an open item to select it.
Post your payment document.
Continued on next page
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2006/Q2
TFIN50_2
Lesson: Tax Reporting in the USA
4.
Now execute the required 1099 reports
Hint: You might have to scroll down the screen to review report
information.
a)
Now create the required 1099 reports
Menu Path for 1099 reporting:
Accounting → Financial Accounting → Accounts Payable →
Withholding Tax → USA
Double-click the report you want to view, for example, Postcard
Printout of 1099 Vendor Addresses for Tax Code Request.
Data required for the three 1099 reports:
Vendor Account: TE-AC##
Company Code: 3000
Clearing Date: 01/01/Current year
To: 12/31/Current year
Execute.
You might need to enter the following data to run your report:
Output Device: Provided by the instructor.
Print Immediately: X
Delete After Output: X
Choose 'Print Preview'.
Repeat steps for remaining reports.
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Lesson Summary
You should now be able to:
•
Describe the 1099/1042 business process
•
Locate the Customizing settings for withholding tax codes and 1099/1042
outputs
•
Use withholding tax during invoicing and payment
•
Create a tax return
594
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2006/Q2
TFIN50_2
Lesson: Tax Reporting in Germany
Lesson: Tax Reporting in Germany
Lesson Overview
This lesson describes the country-specific settings for tax reporting in Germany.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Create a return for tax on sales and purchases
Locate the Customizing settings for automatic posting to the tax payable
account during execution of program RFUMSV00
Business Example
As a member of the FI project team, you have to check whether the standard tax
reports in mySAP ERP meet the requirements in Germany.
Figure 257: Reporting
A variety of reports are currently available to support the reporting procedure.
These reports also meet the country-specific requirements. There is a list of
country-specific reports for sales tax reporting, for the summary EU report, and for
further reports covering other legally required reports (in accordance with German
foreign trade regulations, for example).
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Figure 258: Tax Return and Postings
Report RFUMSV00 creates the advance return for tax on sales and purchases,
and, if required, also creates a batch input session for the automatic transfer
posting of tax payable.
The report output can be displayed at line item level for each tax type (input and
output tax).
When the system creates the batch input session for the automatic tax payable
transfer posting, it generates one document for each company code selected. For
each tax account, this document contains one item for posting to the tax account
and one item for posting to the tax payable account.
As of Release 4.6C: The tax payable transfer posting can be posted to a vendor
account. For the chart of accounts used, assign the corresponding vendor account
to the transaction key “UMS”. In this case, the posting keys assigned to the
transaction key “UMS” must be defined for postings to vendor accounts.
You can configure the layout of the output lists to meet your requirements. You
can use the functions of the ABAP List Viewer to do this.
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2006/Q2
TFIN50_2
Lesson: Tax Reporting in Germany
Figure 259: Advance Return for Tax on Sales/Purchases (Germany)
If you want to generate a single tax return for multiple company codes, you can
combine the company codes into a tax on sales/purchases group. Tax amounts can
be printed on a form.
Each tax base amount group represents one item on the advance tax return form.
The tax balances of the tax base amounts are entered in this item.
If the amount for a specific combination is also required split into subtotals, carry
forwards, and end totals, enter the additional groups involved here.
In addition, you can create your tax return for tax on sales/purchases in the form of
a DTA file and then send it to the tax authorities (by e-mail, for example). The
program prepares a summarized version of the tax data and can output it either in
XML format or as a flat file.
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TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Tax Reporting in Germany
Exercise 37: Germany: Tax reporting
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a tax return for Germany
Business Example
Your company code AC## is in Germany and is required to produce standard
monthly reporting for taxes.
Task:
Carry out the following task.
1.
2006/Q2
As part of monthly reporting, you have to report the tax relevant data to the
tax authorities. Execute the Advance return for tax on sales/purchases report
for Germany (RFUMSV00) for postings made during the current period and
fiscal year in your company code AC##. Specify posting parameters to
create a batch input session, TAX##, to post the transaction to the first day
of the next period and record a due date of the 10th of the next period. Use
document type SA for the posting. Process the resulting batch input session
(foreground) to generate the posting to the General Ledger. Processing is
complete when you receive the message “Batch input processing completed”.
© 2006 SAP AG. All rights reserved.
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Unit 15: Additional Material
TFIN50_2
Solution 37: Germany: Tax reporting
Task:
Carry out the following task.
1.
As part of monthly reporting, you have to report the tax relevant data to the
tax authorities. Execute the Advance return for tax on sales/purchases report
for Germany (RFUMSV00) for postings made during the current period and
fiscal year in your company code AC##. Specify posting parameters to
create a batch input session, TAX##, to post the transaction to the first day
of the next period and record a due date of the 10th of the next period. Use
Continued on next page
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2006/Q2
TFIN50_2
Lesson: Tax Reporting in Germany
document type SA for the posting. Process the resulting batch input session
(foreground) to generate the posting to the General Ledger. Processing is
complete when you receive the message “Batch input processing completed”.
a)
Create advance return for tax on sales and purchases
Menu path for general tax reporting:
Accounting → Financial Accounting → General Ledger →
Reporting → Tax Reports → General → Advance Return for Tax on
Sales/Purchases → Advance Return for Tax on Sales/Purchases
Enter the following data:
Company Code: AC##
Fiscal Year: Current year
Posting Date: First day of the current period
To: Last day of the current period
Choose:
Tax payable posting, and enter the following information:
Batch Input Session Required: X
Posting Document Type: SA
Posting Date: First day of next period
Due Date of the Tax Payable: Day 10 of next period
Session Name: TAX##
Execute the program.
Menu path for batch input session:
System → Services → Batch Input → Sessions. Select your session
and choose Process.
Select Process/Foreground and click Process.
Press 'Enter' to move through the posting screens.
Choose Exit to confirm the “Batch input processing completed”
message.
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Lesson Summary
You should now be able to:
•
Create a return for tax on sales and purchases
•
Locate the Customizing settings for automatic posting to the tax payable
account during execution of program RFUMSV00
602
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2006/Q2
TFIN50_2
Lesson: Tax Reporting in the European Union
Lesson: Tax Reporting in the European Union
Lesson Overview
This lesson describes the country-specific settings for tax reporting in the EU.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Analyze data relevant to European tax reporting
Locate Customizing for tax reporting for the European Union.
Create an EC sales list according to European Union requirements
Business Example
Your company has business relationships with companies in EU states. As a
member of the FI project team, you have to check whether the standard tax reports
in mySAP ERP meet European Union requirements.
Figure 260: Single European Market
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Unit 15: Additional Material
TFIN50_2
Figure 261: Example: Acquisition Tax Code
The tax code serves as the account determination key for the document.
Due to assignments in the calculation procedure, the system:
•
•
•
604
Calculates the tax amount for you (if requested)
Checks tax amounts that were assigned manually
Creates tax posting items automatically.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Tax Reporting in the European Union
Lesson Summary
You should now be able to:
•
Analyze data relevant to European tax reporting
•
Locate Customizing for tax reporting for the European Union.
•
Create an EC sales list according to European Union requirements
2006/Q2
© 2006 SAP AG. All rights reserved.
605
Unit 15: Additional Material
TFIN50_2
Lesson: Reporting in Accordance with German Foreign
Trade Regulations
Lesson Overview
Z1, Z4, Z5a notifications
Lesson Objectives
After completing this lesson, you will be able to:
•
Perform reporting in accordance with the German foreign trade regulations.
Business Example
As a member of the FI project team, you have to check whether the reports in
mySAP ERP meet the requirements of the German foreign trade regulations.
Figure 262: Foreign Trade
606
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2006/Q2
TFIN50_2
Lesson: Reporting in Accordance with German Foreign Trade Regulations
Lesson Summary
You should now be able to:
•
Perform reporting in accordance with the German foreign trade regulations.
2006/Q2
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TFIN50_2
Lesson: Consolidation
Lesson Overview
This lesson provides an overview of the pre-closing activities in Financial
Accounting for group accounting.
Lesson Objectives
After completing this lesson, you will be able to:
•
Describe the preparations for consolidation in Financial Accounting
Business Example
As a member of the FI project team, you have been asked to explain how group
accounting is supported by mySAP ERP.
Figure 263: Individual Financial Statement Data as a Basis for Consolidation
The individual financial statements of all associated companies forms the basis
for consolidation.
All the financial statements from a company are reported in the consolidation chart
of accounts (similar to the group's standard chart of accounts). From a business
perspective, this results in a set of aggregated financial statements that comprise
the individual financial statements of all the companies in the group.
608
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2006/Q2
TFIN50_2
Lesson: Consolidation
These aggregated financial statements contain a large number of itemized values
that are merely the result of an exchange of services within the group. These
values must not be included in the balance sheet, since an external third-party
cannot form a realistic picture of the real financial strength and performance
of the group. Comparisons cannot be made with other groups until all of the
group-internal values have been eliminated.
Example:
•
•
•
Company A holds 100% of the shares in company B. EUR 800 was paid
for these shares.
The current assets of company A are assessed in the individual financial
statements at EUR 500, EUR 100 of which can be attributed to deliveries
of raw materials from company B.
Company B reports a receivable to the amount of EUR 100 (for delivery of
raw materials to company A). Company A, in return, reports a payable to the
amount of EUR 100 for the purchase of raw materials from company B.
Figure 264: Elimination of IC Payables & Receivables
The economic unit concept, however, states that the consolidated balance sheet
cannot include payables and receivables from companies within the same
group. The balance sheet value in the individual financial statements is due
to the legal independence of the internal trading partners. The consolidation
activity 'Elimination of intercompany unit payables and receivables' eliminates
group-internal financial relationships (§303 German Commerical Code).
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This activity includes the following:
•
•
•
•
Down payments made, down payments received for purchase orders
Receivables from affiliated companies, payables to affiliated Companies
Bills of exchange receivable, bills of exchange payable to affiliated
companies
Prepayments and accrued income/accrued expenses and deferred income
In practice, the elimination of IC payables and receivables results in elimination
differences, which are due to different valuation approaches (real elimination
differences) or different posting periods (statistical elimination differences).
In the following example, the receivables of company B (for partner company A)
are eliminated by the payables of company A (with partner company B).
Figure 265: Elimination of IC Profit and Loss in Current Assets
Assets that fully or partially involve deliveries or services provided by the
companies included in the consolidated financial statements have to be reported
with the amount at which they would be reported if the internal trading partners
were a single legally independent company. (§304 Para. 1 German Commercial
Code) All intercompany profits/losses have to be adjusted.
The group production costs are calculated according to the reporting options
pursuant to §255 Para. 2 of the German Commercial Code.
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2006/Q2
TFIN50_2
Lesson: Consolidation
Example:
•
•
Company B supplies raw materials to company A. These raw materials are
not consumed on the balance sheet key date and are stored in company A's
warehouse. Company B produced the raw materials at EUR 80 and sold
them to partner A at a profit of EUR 20.
The raw materials, therefore, have to be adjusted to the cost of production
of EUR 80. In turn, the profit from the sale of the raw materials is adjusted
at company B.
Figure 266: Consolidation of Investments
The aggregated financial statements include the assets, liabilities, adjusting entries,
and entire equity capital of the parent company and all its subsidiaries.
For this reason, the aggregated balance sheet includes the company's interest
in these subsidiaries as well as the assets of the subsidiaries. From the group's
perspective, its interest in the subsidaries and the assets that represent this are the
same thing. The subsidiary's assets and the parent company's interest in these
subsidiaries are two sides of the same coin.
As part of the consolidation of investments, the parent company's interest has to
be offset against the subsidiaries' equity. Any differences between the interest and
equity first have to be checked for hidden reserves and goodwill. (In general, the
question of whether the differential can be divided among individual complex
fixed assets must be clarified).
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Example:
•
•
In our scenario, it is assumed that the differential cannot be divided among
individual complex fixed assets. The goodwill is the price paid for the
acquired customer base, the motivated employees, the market position, and
the propensity for innovation of subsidiary B.
The equity of subsidiary B to the amount of 300 is eliminated against parent
company A's interest of 800. For parent company A, the differential is
reported as 500.
Figure 267: Consolidated Balance Sheet
The consolidation process results in the consolidated balance sheet.
The assets and liabilities of all the affiliated internal trading partners are
summarized in the consolidated balance sheet.
All the service and activities exchanged between the companies in the group are
eliminated.
This enables external third-parties to compare the group with competitors from
the same industry. The group's real financial strength and performance can be
derived from the consolidated balance sheet, and is not obscured by the exchange
of services within the group.
The SAP consolidation software eliminates the relevant transactions in a series
of tasks. These tasks can be tailored to suit the customer's requirements. The
consolidation process is carried out in a monitor that comprises all the tasks that
have to be carried out by the end user.
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2006/Q2
TFIN50_2
Lesson: Consolidation
In SAP Consolidation, different accounting principles (U.S. GAAP, IAS, German
Commercial Code) and management consolidation approaches can be modeled
(for the object profit center, for example).
You can use the flexible reporting function provided by the Business Information
Warehouse to evaluate your consolidated data.
Standard reports (balance sheet, income statement, asset history sheet) are already
included in the Business Content. These reports can be quickly adapted to the
customer system.
Web Reporting in BW allows users to access reports from any system or location
using the Internet Explorer.
Figure 268: SAP SEM Strategic Enterprise Management
The SEM database uses OLAP structures from the SAP Business Information
Warehouse. This can be the actual SEM system instance itself or a remote SAP
BW that, in addition to the SEM database, also contains additional data.
Multidimensional OLAP analyses using the Business Explorer include:
Microsoft Excel spreadsheets, including formatting, Web reports, free drilldowns,
slice & dice
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KPI reporting based on interpretation models includes:
•
Measure Builder
Database with business-oriented tasks serves as the infrastructure for the
SEM-CPM interpretation models.
•
Measure Tree Display
Interpretation model that illustrates the impact of operative value drivers on
the KPIs with strategic significance.
•
Balanced Scorecard (interpretation model)
Models strategies, implements them, and measures their effectiveness by
linking them to the correct KPIs. The Balanced Scorecard is part of the
Management System.
•
Management Cockpit (interpretation model)
Provides an effective means of graphically presenting KPIs online and/or on
walls in conference rooms, thus increasing the efficiency of management
communication.
Figure 269: SAP SEM – Business Consolidation
614
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2006/Q2
TFIN50_2
Lesson: Consolidation
Figure 270: Correlation Between Consolidation Areas, Data Basis, and Data
Stream
Data model
The data basis defines the consolidation data model, that is, the characteristics and
key figures, as well as their role in consolidation. The consolidation area can work
with a subset of the characteristics and key figures that exist in the data basis.
If additional characteristics (such as characteristics from a management
consolidation perspective) are required after the initial creation of the data basis,
they first have to be created in the InfoCube.
Data Streams
The data streams identify where the consolidation data is stored.
There is exactly one RFC destination in BW that contains the consolidation master
and transaction data. If you do not specify an RFC destination, the system client in
which the SEM system is located is the RFC destination.
2006/Q2
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Figure 271: Consolidation Monitor
The consolidation monitor provides a graphical overview of the consolidation
units and/or consolidation groups and tasks.
This is the central working environment for
•
•
Executing tasks (for collecting the overall reported data, standardizing the
reported data, and consolidation processing)
Monitoring the process of task processing for individual consolidation units
and groups.
The consolidation monitor is structured in the form of a matrix. The standard
organizational unit and task hierarchies are arranged as follows:
•
•
The consolidation monitor displays the organizational unit hierarchies in
rows
The consolidation monitor displays the task hierarchies (with task groups
and tasks) in columns.
For each node in the organizational unit hierarchy, you can see the status of the
task groups and the tasks.
A key (in the menu of the consolidation monitor) explains the meaning of the
colors and icons or text used.
616
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2006/Q2
TFIN50_2
Lesson: Consolidation
Figure 272: Intercompany Elimination
Eliminations are always posted in pairs. To enable the system to eliminate IC
trading partner relations, therefore, you need to enter the relevant financial
statement item data using trading partner account assignments.
The hierarchy information is taken into account with each posting. Only
companies in Europe are affiliated companies at consolidation group level. The
Japanese group subsidiary is considered a third-party at "Europe" level. The data
records of the receivables/payables vis-à-vis the Japanese company are displayed
at "Europe" group level in reporting.
At “world” level, all companies in the group are affiliated companies. IC trading
partner relations are only fully eliminated at this level. The receivables/payables
of the European company vis-à-vis the Japanese company are also displayed at
this level.
Examples of working with different hierarchies in a consolidation area:
•
•
2006/Q2
Regional structure of the group
Company A and companies B and C in a separate hierarchy
© 2006 SAP AG. All rights reserved.
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Figure 273: SAP Consolidation – Products and Strategy
Figure 274: SEM-BCS – Roadmap of New Releases
618
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2006/Q2
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Lesson: Consolidation
Figure 275: Migration Options for EC-CS and FI-LC Customers
Figure 276: Links to SAPNet (Alias: /SEM)
2006/Q2
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Lesson Summary
You should now be able to:
•
Describe the preparations for consolidation in Financial Accounting
620
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Unit Summary
Unit Summary
You should now be able to:
•
Locate the general Customizing settings for tax processing within the IMG.
•
Describe the 1099/1042 business process
•
Locate the Customizing settings for withholding tax codes and 1099/1042
outputs
•
Use withholding tax during invoicing and payment
•
Create a tax return
•
Create a return for tax on sales and purchases
•
Locate the Customizing settings for automatic posting to the tax payable
account during execution of program RFUMSV00
•
Analyze data relevant to European tax reporting
•
Locate Customizing for tax reporting for the European Union.
•
Create an EC sales list according to European Union requirements
•
Perform reporting in accordance with the German foreign trade regulations.
•
Describe the preparations for consolidation in Financial Accounting
2006/Q2
© 2006 SAP AG. All rights reserved.
621
Unit Summary
622
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 16
Mini Case Study
Unit Overview
The mini case study is not dealt with in TFIN50 part 2 of 2, however, you can use
it for revision purposes during self-study.
Unit Objectives
After completing this unit, you will be able to:
•
Make settings to configure Financial Accounting in the SAP system.
Unit Contents
Lesson: Mini Case Study ......................................................624
2006/Q2
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Unit 16: Mini Case Study
TFIN50_2
Lesson: Mini Case Study
Lesson Overview
Mini Case Study
Lesson Objectives
After completing this lesson, you will be able to:
•
Make settings to configure Financial Accounting in the SAP system.
Business Example
Your company has been asked to test a newly acquired SAP system. Your team
has to test numerous business processes in a SAP system corresponding to the
system used in the course in order to follow the prepared steps for recommending
and demonstrating the system to enterprise management. You might have to adjust
or specifically select some parts of the configuration in order to satisfactorily
complete the scenarios. Enter your group number into all object names - just like
you did during the course - to differentiate your objects from other objects.
Hint: All objects that have to be assigned to other objects, should be
assigned as demonstrated and discussed in the course.
1.
2.
3.
4.
624
Create company code ZT## and use your company code ZT## for the
following tasks. Create Customer 1000 with reference to customer 1000 in
company code 1000. Then post an open item of 555 currency units using
today's date. To test the flexibility of the system's correspondence function,
create a balance confirmation in English for the end of the current month.
Create a new customer for company code ZT## and add him/her to the group
“ General customer ”. As all customers require information via e-mail, the
clerk has to be reminded to fill out the relevant field for the new customer.
Apart from that, company codes with even numbers should ensure that
payment conditions are always entered when creating a new customer (to
avoid billing errors in the future). All company codes with uneven numbers
should ensure that the field for the sorting key is always completed when
creating a new customer so that it supports the clearing of open items.
The bill in task 1 was posted incorrectly and has to be reversed.
We have to define clear document types for posting foreign currency
transactions. These types have to use the bank's rates as an automatic source
as well as clear document number ranges. Document type ## has to be
defined. Groups 1-9 define number range Z#, groups 10-18 define number
range Y#. The number ranges include the number range interval 9910000001
to 9910000020.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Mini Case Study
For security reasons, the document should be blocked for customers and
suppliers as it is only supposed to be used for these special transactions.
Apart from that, we would like to receive a warning in our company code if
the difference in the exchange rates for two currencies is 5% or more.
Once these steps have been completed, execute a bank transaction of 1,000
US Dollars at the end of the period and post this to your “Deutsche Bank USD” account. The offsetting transaction is posted to the domestic account
at the Deutsche Bank. Use your new document type for this transaction!
Which exchange rate was used for the posting document?
In the next step, reverse all postings that used this document type at the
beginning of the following month. Do a mass reversal and ensure that the
document type is used the selection criterion for this reversal.
5.
Create another new customer for your company code ZT## by copying
the reference to the customer in task 2 above. Ensure that the customer's
account number can be traced back in all documents for clearing open items
on line item level. You should also make sure that the field in your company
code cannot be changed once this data has been entered as we will use it
for adjustments. To check whether this setting works as required, we post
an invoice of 5,000 units of local currency by using accounts receivable
accounting. Once this document has been posted to we will try to change it.
Now post four more customer invoices to the customer you just created. For
these postings to the account of the new customer, use today's date as posting
and document date. You will post 4,000 currency units in local currency; this
is not a tax transaction (AO). Enter text into the field “ Reference ” in the
document header such as “ invoice one ”, “ invoice two ”,“ invoice three ”
and “invoice four”. You can use revenue account 800200.
The customer has paid an open item of 4,000 with reference “invoice four”
with a check. Pay the amount in accounts payable. Now post the check
receipt to the respective account at the Commerzbank. Post with offset by
instructing the system to select open items based on the reference number so
the correct open item can be determined.
6.
2006/Q2
Create a vendor Vendor-### in your company code. You should always be
able to track the order number in the document after posting. This allows
us to run an automatic clearing program at the end of the month to clear the
relevant posts from the GR/IR account. This particular supplier supplies
new flooring and cabling for our enterprise. We have agreed on paying in
installments, hence we must define the relevant payment term ZT## for this
supplier. We have agreed to pay 25% of all bills (G##1) at the time of receipt
(posting date), a further 60% after 30 days (G##2) and the remaining 15%
after 45 days (G##3). The last installment will be automatically blocked and
held back until the goods have been received.
© 2006 SAP AG. All rights reserved.
625
Unit 16: Mini Case Study
TFIN50_2
For demonstration purposes, post an invoice for 10.000 in local currency
that has just been received by accounts payable to the expense account for
material consumption; this is not a tax procedure (VO). Afterwards, the
document should be displayed to ensure that the different items have been
carried out correctly.
7.
8.
9.
Our company has business relations with a second vendor VEND-##. This
vendor is similar to Vendor-##, except that we have negotiated different
payment terms Y##. According to these terms, we receive a 2% cash
discount if we pay within 10 days of the document date, 1% within 15
days and have to pay the net amount within 21 days as this is a first class
vendor. There are no restrictions. Additionally, we have arranged that the
payment terms include instructions to pay all line items from this supplier by
check. Act out this scenario with an invoice for 1.000 currency units that has
been received by accounts payable and is posted to the expense account for
material consumption. This is not a tax procedure (VO).
Pay the first vendor Vendor-###, by check (C) using your company code
ZT##. Do not, however, remove any payment blocks if any have been set.
The bank details or variants required can be changed for your company
code. Show the number of the clearing document that was created to clear
the open items.
Create another customer YT## with reference to your first customer. Post
a customer invoice for 900 currency units which is due today to customer
YT##. You can use revenue account 800200. This is not a tax procedure
(AO).
Your customer from exercise 5 pays with a check for 5.900 currency units;
he wants to pay “invoice two” as well as the 900 currency units which are
due to be paid into the new customer account. The remaining amount shall
be credited to “his account”.
10. We have just received a bill for 10.00 currency units for office materials from
Vendor-##. Only a quarter of the materials is for our company, hence our
colleagues from company code 1000 from cost center 1000 have agreed to
accept 75% of the amount of the invoice. The tax rate is 0% (V0). Why do
we received several receipts?
11. Our first customer does not pay an outstanding invoice for 4,000 in local
currency. We must use the SAP special G/L function to post the doubtful
receivable to the customer account. This is posted to account “expense from
value adjustment to receivables”. Find the relevant expense account and the
indicator for the special G/L and make sure that this is specifically applicable
to the customer account. Now create a financial statement using the classic
list format and check whether the transaction is correctly displayed on the
balance sheet. What account number was used for the individual value
adjustment and how did the system derive it?
626
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Lesson: Mini Case Study
The customer pays after all... hence you should now correct the individual
value adjustment and then show that this is correctly shown in the customer
account. How do you notice that the posting has been correctly considered in
the display of the customer account?
12. We have just signed a one year contract with a new supplier for renting
a store room. The contract is valid from the beginning of the month, the
monthly rent is 5.555 (no tax), posting is done on the expense account
for occupancy costs. We now have to display this recurring posting in
the system and demonstrate it for this month on a trial basis. Corporate
management would like to know how the SAP system monitors and controls
this information to avoid accidental double payments.
13. Create another document type for your company code, using syntax N#
(groups 1-9) and M# (groups 10-18) valid for all types of postings. We
would like to use this document type for certain transactions that allow
negative postings if required. Show corporate management that negative
postings are possible for this new document type. In order to do this, post the
amount of 1,000 to two accounts in the general ledger and then reverse these
transactions. Also demonstrate that it is possible to use clear reasons for
reversal ## to execute these reversals because of incorrect postings. Later on,
we would like to run reports on these reversals to check the reasons for the
accidental first posting. Now demonstrate in one of your accounts that the
account balance has been correctly displayed for this period of time. Where
can you find the new reason for reversal on this document?
14. After this, we have to check a couple of short scenarios that are presented to
us by other persons involved in the process.
Post a partial payment for one of your customers (listed) above. Does the
system allow this process? How does the system treat the open item in
the account? If possible, how can I ensure that this payment will not be
overlooked when the remaining amount is paid at a later date?
Now return to the customer screen (F-43) and change the standard document
type to DA before posting 1,000 to your supplier with an offset posting
on account 473000. Is this possible or are certain maintenance procedures
required for this? If so, which?
Your customer from a previous scenario (scenario with unpaid bill for 4,000
in local currency) sends a check for 1,600 to pay the outstanding invoice.
Try to pay the open invoice. What is happening and why?
2006/Q2
© 2006 SAP AG. All rights reserved.
627
Unit 16: Mini Case Study
TFIN50_2
Lesson Summary
You should now be able to:
•
Make settings to configure Financial Accounting in the SAP system.
628
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Unit Summary
Unit Summary
You should now be able to:
•
Make settings to configure Financial Accounting in the SAP system.
2006/Q2
© 2006 SAP AG. All rights reserved.
629
Course Summary
TFIN50_2
Course Summary
You should now be able to:
•
•
•
•
•
630
Locate functions in the configuration that can be used to carry out periodic
processing.
Make the necessary settings for the configuration of the periodic day-to-day
activities in external financial accounting.
Explain and differentiate between various reporting tools.
Use standard reports and define your own reports.
Execute programs and reports relevant to individual account closing.
© 2006 SAP AG. All rights reserved.
2006/Q2
Appendix 1
Checklists
MONTH-END CLOSING ACTIVITIES
PRE-CLOSING ACTIVITIES
AREA
PATH
TASK
MONTH
HR
#57
Payroll posting
Old
MM
#12-13
Maintain GR/IR
Clearing Accounts
Old
G/L
#43-44
Accrual/Deferral
Postings
Old
FI
#45
Recurring entries
Old
SD
–
Goods issues/invoices Old
FI
#63
Open new period
AA
#5
- Depreciation
calculation
48
NOTES
Continuous
Check that all
postings for the
period have been
generated
Old
New
Settle assets under
construction (AuC)
to assets in service
As required
- Interest
- AuC settlement
2006/Q2
MM
#14-15
Material valuations
New
MM
#17
Close material ledger
New
© 2006 SAP AG. All rights reserved.
631
Appendix 1: Checklists
TFIN50_2
MM
#18-19
Close material master New
If postings are
permitted before the
period end, closing
can be carried out
before the period end
AR/AP
#63
Close old period
New
After the closing
entries in the G/L
FI
#63
Temporarily close old New
period
After the closing
entries in the G/L
The # symbol in front of the numbers in the “Path” column refers to the number of
the activity in the following list of menu paths.
MONTH-END CLOSING ACTIVITIES
INTERNAL CLOSING
AREA
PATH
TASK
MONTH NOTES
FI/CO
--
Preliminary reporting
New
CO
#51
Cost centers:
New
- Imputed costs
- Distribution and
assessment
- Indirect activity
allocation
- Calculate actual
activity prices and
update allocations
CO
#47, 50
Internal orders
- Overheads
- Settlement
632
© 2006 SAP AG. All rights reserved.
New
Can settle several
times in a period
For external
settlement to AA
or FI, re-open
appropriate G/L
accounts
2006/Q2
TFIN50_2
Appendix 1: Checklists
CO/PP
#49
Production orders
New
- Overheads
- WIP calculation
- Variance calculation
Re-open
appropriate G/L
accounts for
settlement
- Settlement
CO
#52
Profitability analysis
After cost center
and internal order
allocations as
required
New
- Cost center
assessments
- Activity-based costing
allocations
CO
#53
Lock Controlling
transactions
New
Each transaction
type can be blocked
as completed or for
the entire period.
MONTH-END CLOSING ACTIVITIES
EXTERNAL CLOSING
2006/Q2
AREA
PATH
TASK
MONTH NOTES
FI
#63
Re-open periods for
adjustments
New
FI/CO
#54-55
CO/FI reconciliation
postings
New
FI
#39
Revaluation of open
items in foreign
currency
New
G/L
#43
Revaluation of balance
sheet accounts in
foreign currency
New
FI/ PCA
#67-70
Balance sheet
adjustment
New
© 2006 SAP AG. All rights reserved.
Cross-companycode, crossbusiness-area, and
cross-functionalarea cost flows
within CO are
posted to FI
633
Appendix 1: Checklists
TFIN50_2
FI/
CO-PA
#71
Profit and Loss
Adjustment
New
FI
#63
Final closing activities
New
Final reporting:
New
FI/CO
#72
#2-4
#82
--
- Compact document
journal
- Financial statements
- Taxes on
sales/purchases
- Internal reports
FI
#74-75
Balance Audit Trail
New
Year-End Closing Activities
YEAR-END CLOSING ACTIVITIES
PRE-CLOSING ACTIVITIES
634
AREA
PATH
TASK
MONTH NOTES
FI
#63
Open new fiscal year
Old
MM
#25
Physical Inventory
Procedure
Old
Year-end or as
required
CO/PP
#15
Material valuation
from new material cost
estimates
Old
Year-end or as
required
AR/AP
#29
Balance confirmations
Old
AA
#8
Fiscal year change
Old
FI
#64
Balance carryforward
Old
MM
#19-24
Inventory valuations
- Lowest value
determination, LIFO,
FIFO
New
© 2006 SAP AG. All rights reserved.
Cannot be
performed prior to
final posting period
of old year
After closing the
postings in MM for
the fiscal year
2006/Q2
TFIN50_2
Appendix 1: Checklists
AA
–
- Valuations
New
After closing the
postings in AA for
the fiscal year
After AA fiscal
year change
and depreciation
postings completed
- Capital investment
subsidies
AA
#9-10
Year-end closing
New
AR/AP
#63
Close fiscal year
New
YEAR-END CLOSING ACTIVITIES
EXTERNAL CLOSING
AREA
PATH
TASK
MONTH NOTES
FI
#26-27
Analyze GR/IR
postings
New
FI
#40-41
Reclassify receivables
and payables
New
FI
–
General adjustments
New
FI
#63
Final fiscal year closing New
G/L
–
Account balances - old New
fiscal year to new fiscal
year
FI/CO/AA #10
Final reporting:
Reconcile carry
forward balances
with/prior year
final balances
New
Same as month-end
closing plus:
- Account balances
(year-end)
- Asset history sheet
FI
2006/Q2
#76-79
Accumulated balance
audit trail
New
© 2006 SAP AG. All rights reserved.
635
Appendix 1: Checklists
636
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
Appendix 2
Menu Paths
Activity
Menu Path
Trans.
Unit 11 – Financial Statements
1. Define financial statement
versions
2. Create a balance sheet
(RFBILA00)
IMG → Financial Accounting OB58
→ General Ledger Accounting
→ Business Transactions
→ Closing → Document →
Define Financial Statement
Versions
Information Systems →
F.01
Accounting → Financial
Accounting → General Ledger
→ Info System → Financial
S_ALR_
Statements
87012284
Or
Accounting → Financial
Accounting → General Ledger
→ Information System →
General Ledger Reports →
Balance Sheet/ Profit and
Loss Statement / Cash Flow
→ General → Actual/Actual
Comparisons → Balance Sheet
/ Profit and Loss Statement
2006/Q2
© 2006 SAP AG. All rights reserved.
637
Appendix 2: Menu Paths
TFIN50_2
Activity
Menu Path
Trans.
3. Create a balance sheet
drilldown report
Accounting → Financial
Various
Accounting → General Ledger
→ Information System →
General Ledger Reports →
Balance Sheet/ Profit and Loss
Statement / Cash Flow →
General → ….
Unit 12 – Receivables and Payables
4. Print balance confirmation
Accounting → Financial
Accounting → Accounts
Receivable or Accounts
Payable → Periodic
Processing → Closing →
Check/Count → Balance
Confirmation: Print
F.17
Or
Accounting → Financial
Accounting → Accounts
Receivable or Accounts
Payable → Periodic
Processing → Print
Correspondence → Balance
Confirmations → Print Letters
5. Configure balance
confirmation
Accounting → Financial
Accounting → Accounts
Receivable or Accounts
Payable → Periodic
Processing → Closing →
Check/Count → …
F.1B, F.1A
Or
Accounting → Financial
Accounting → Accounts
Receivable or Accounts
Payable → Periodic
Processing → Print
Correspondence → Balance
Confirmations → …
638
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
2006/Q2
Appendix 2: Menu Paths
Activity
Menu Path
Trans.
6. Post individual value
adjustment
Accounting → Financial
Accounting → Accounts
Receivable → Posting →
Internal Transfer Posting →
Transfer Without Clearing
F-21
7. Define account determination IMG → Financial Accounting
for flat-rate individual value
→ Accounts Receivable and
adjustment
Accounts Payable → Business
Transactions → Closing →
Valuate → Valuations →
Define Accounts
OBB0
8. Configure flat-rate individual IMG → Financial Accounting
value adjustment
→ Accounts Receivable and
Accounts Payable → Business
Transactions → Closing →
Valuate → Valuations…
SPRO
9. Execute flat-rate individual
value adjustment
Accounting → Financial
Accounting → Accounts
Receivable → Periodic
Processing → Closing →
Valuate → Further Valuations
F107
10. Write-off doubtful
receivables
Accounting → Financial
Accounting → Accounts
Receivable → Posting →
Other → Internal Transfer
Posting → Transfer With
Clearing
F-30
11. Customize exchange rates
IMG → SAP NetWeaver →
Various
General Settings → Currencies
→ ..
12. Maintain exchange rates
Accounting → Financial
OB08
Accounting → General Ledger
→ Environment → Current
Settings → Enter Exchange
Rates
13. Define valuation methods
IMG → Financial Accounting OB59
→ General Ledger Accounting
→ Business Transactions →
Closing → Valuate → Foreign
Currency Valuation → Define
Valuation Methods
© 2006 SAP AG. All rights reserved.
639
Appendix 2: Menu Paths
640
TFIN50_2
Activity
Menu Path
14. Valuate foreign currency
open items and balance sheet
accounts
Accounting → Financial
F-05
Accounting → General Ledger
→ Periodic Processing →
Closing → Valuate → Foreign
Currency Valuation
15. Account determination for
exchange rate differences
IMG → Financial Accounting OBA1
→ General Ledger Accounting
→ Business Transactions →
Closing → Valuate → Foreign
Currency Valuation → Prepare
Automatic Postings for Foreign
Currency Valuation
16. Reclassify receivables and
payables
Accounting → Financial
Accounting → Accounts
Receivable or Accounts
Payable → Periodic
Processing → Closing →
Reclassify → Reclassify
Receivables/Payables
F101
17. Account determination
for regrouping receivables and
payables
IMG → Financial Accounting
→ Accounts Receivable and
Accounts Payable → Business
Transactions → Closing →
Reclassify → …
OBBV,
OBBW,
OBBX
18. Evaluate foreign currency
balance sheet accounts
Accounting → Financial
Accounting → General Ledger
→ Periodic Processing →
Closing → Valuate → Foreign
Currency Valuation
19. Accrual/Deferral Postings
Accounting → Financial
FBS1
Accounting → General Ledger
→ Periodic Processing →
Closing → Valuate → Enter
Accrual/Deferral Document
20. Reverse accrual/deferral
document
Accounting → Financial
F.81
Accounting → General Ledger
→ Periodic Processing →
Closing → Valuate → Reverse
Accrual/Deferral Document
© 2006 SAP AG. All rights reserved.
Trans.
2006/Q2
TFIN50_2
Appendix 2: Menu Paths
Activity
Menu Path
Trans.
21. Create posting documents
from recurring entry documents
Accounting → Financial
F.14
Accounting → General Ledger
→ Periodic Processing →
Recurring Entries → Execute
Unit 13 – Profit and Loss
2006/Q2
22. Execute a cost-of-sales
profit and loss report
Accounting → Financial
Various
Accounting → General Ledger
→ Information System →
General Ledger Reports →
Balance Sheet/ Profit and Loss
Statement / Cash Flow →
General → ….
23. Capital investment projects
– settle order to AuC
Accounting → Investment
Management → Internal
Orders → Period-End Closing
→ Single Functions →
Settlement → …
Various
24. Capital investment projects
– offset AuC with fixed assets
in service
Accounting → Investment
Management → Assets →
Posting → Capitalize Asset u.
Const. → Settle
AIBU
25. PP/CO period-end closing
Logistics → Production
→ Shop Floor Control →
Period-End Closing → … or
Accounting → Controlling
→ Product Cost Controlling
→ Cost Object Controlling
→ Product Cost by Order →
Period-End Closing → Single
Functions → …
Various
26. Period-end closing for
internal orders
Accounting → Controlling → Various
Internal Orders → Period-End
Closing → Single Functions
→…
27. Period-end closing for cost
center accounting
Accounting → Controlling →
Cost Center Accounting →
Period-End Closing → Single
Functions → …
© 2006 SAP AG. All rights reserved.
Various
641
Appendix 2: Menu Paths
TFIN50_2
Activity
Menu Path
Trans.
28. Profitability Analysis
Period-End Closing
Accounting → Controlling → KEU5,
Profitability Analysis → Actual KEG5,
Postings → Transfer Cost
CPAE
Center Costs/Process Costs →
…
29. Lock Controlling
transactions
Accounting → Controlling →
Cost Center Accounting →
Environment → Period Lock
→ Change → ...
OKP1
30. Reconciliation Ledger
Accounting → Controlling →
Cost Element Accounting
→ Actual Postings →
Reconciliation with FI
KALC
31. Reconciliation ledger
follow-up postings
Accounting → Controlling → KAL1
Cost Element Accounting →
Environment → Reconciliation
Ledger → Subsequent Posting
32. Configure the reconciliation IMG → Controlling →
ledger
Cost Element Accounting →
Reconciliation Ledger
Various
33. Post payroll information to
accounting
Human Resources → Payroll
→ (country-specific)
PC00_
M99_ CIPE
34. Configure payroll for
posting to accounting
IMG → Payroll → Payroll:
(country-specific)
Various
Unit 14 – Technical, Organizational, and Documentary Steps
642
35. Define fiscal year variants
IMG → Financial Accounting
→ Financial Accounting
Global Settings → Fiscal
Year → Maintain Fiscal Year
Variant (Maintain Shortened
Fisc. Year)
OB29
36. Assign fiscal year variant to
a company code
IMG → Financial Accounting
→ Financial Accounting
Global Settings → Fiscal Year
→ Assign Company Code to a
Fiscal Year Variant
OB37
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
2006/Q2
Appendix 2: Menu Paths
Activity
Menu Path
Trans.
37. Define variants for open
posting periods
IMG → Financial Accounting
→ Financial Accounting
Global Settings → Document
→ Posting Periods → Define
Variants for Open Posting
Periods
OBBO
38. Assign posting period
variant to company code
IMG → Financial Accounting
→ Financial Accounting
Global Settings → Document
→ Posting Periods → Assign
Variants to Company Code
OBBP
39. Open and close posting
periods
Accounting → Financial
OB52
Accounting → General Ledger
→ Environment → Current
Settings → Open and Close
Posting Periods
40. Carry forward balance to
new fiscal year
Accounting → Financial
F.16
Accounting → General Ledger
→ Periodic Processing →
Closing → Carrying Forward
→ Balance Carryforward
41. Define retained earnings
account
IMG → Financial Accounting OB53
→ General Ledger Accounting
→ Business Transactions →
Closing → Carry Forward
→ Define Retained Earnings
Account
42. Schedule Manager
Accounting → Financial
SCMA
Accounting → General Ledger
→ Periodic Processing →
Schedule Manager
43. Calculate balance sheet
adjustment
Accounting → Financial
F.5D
Accounting → General Ledger
→ Periodic Processing →
Closing → Reclassify →
Balance Sheet Adjustment →
Calculate
© 2006 SAP AG. All rights reserved.
643
Appendix 2: Menu Paths
TFIN50_2
Activity
Menu Path
Trans.
44. Post balance sheet
adjustment
Accounting → Financial
F.5E
Accounting → General Ledger
→ Periodic Processing →
Closing → Reclassify →
Balance Sheet Adjustment →
Post
45. Transfer B/S items to Profit
Center Accounting
Accounting → Enterprise
Controlling → Profit Center
Accounting → Actual
Postings → Period-End
Closing → Transferring
Payables/Receivables
1KEK
46. PCA balance carried
forward
Accounting → Enterprise
Controlling → Profit Center
Accounting → Actual Postings
→ Period-End Closing →
Balance Carryforward
2KES
47. Adjust profit and loss
Accounting → Financial
F.50
Accounting → General Ledger
→ Periodic Processing →
Closing → Reclassify → Profit
and Loss Adjustment
48. Create compact document
journal (RFBELJ00)
Accounting → Financial
S_ALR_
Accounting → General Ledger 87012289
→ Information System →
General Ledger Reports →
Document → General →
Compact Document Journal
49. Create work files for balance IMG → Financial Accounting OBBQ
audit trail
→ General Ledger Accounting
→ Business Transactions
→ Closing → Document →
Define Accumulated Work
Files for Balance Audit Trail
50. Running monthly balance
Accounting → Financial
S_ALR_
audit trail for open item accounts Accounting → General Ledger 87012317
(RFKKBU00)
→ Periodic Processing →
Closing → Document →
Balance Audit Trail → Open
Item Accounts → Open Item
Account Balance Audit Trail
from the Document File
644
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Appendix 2: Menu Paths
Activity
Menu Path
Trans.
51. Running monthly balance
audit trail for other accounts
(RFHABU00N)
Accounting → Financial
S_ALR_
Accounting → General Ledger 87100205
→ Periodic Processing →
Closing → Document →
Balance Audit Trail → All
Accounts → General Ledger
from the Document File
52. Creating extract for
accumulated open item balance
audit trail (RFKLET01)
Accounting → Financial
S_ALR_
Accounting → General Ledger 87012318
→ Periodic Processing →
Closing → Document →
Balance Audit Trail → Open
Item Accounts → From
Balance Audit Trail → Extract
for Accumulated Open Item
Account Balance Audit Trail
53. Running open item
account accumulated audit trail
(RFKKBU10)
Accounting → Financial
S_ALR_
Accounting → General Ledger 87012319
→ Periodic Processing →
Closing → Document →
Balance Audit Trail → Open
Item Accounts → From
Balance Audit Trail → Account
Balance From Open Item
Account Accumulated Audit
Trail
54. Create extract for
Accounting → Financial
S_ALR_
accumulated balance audit trail Accounting → General Ledger 87012314
for other accounts (RFKLET01) → Periodic Processing →
Closing → Document →
Balance Audit Trail → All
Accounts → From Balance
Audit Trail → Extract for
Historical Accumulated
Balance Audit Trail
2006/Q2
© 2006 SAP AG. All rights reserved.
645
Appendix 2: Menu Paths
TFIN50_2
Activity
Menu Path
Trans.
55. Run accumulated balance
audit trail for other accounts
(RFKLBU10)
Accounting → Financial
S_ALR_
Accounting → General Ledger 87012315
→ Periodic Processing →
Closing → Document →
Balance Audit Trail → All
Accounts → From Balance
Audit Trail → Account Details
from Historical Accumulated
Balance Audit Trail
Unit 15 Additional Material
646
56. Account determination for
taxes
IMG → Financial Accounting
→ Financial Accounting
Global Settings → Tax on
Sales/Purchases → Posting →
Define Tax Accounts
OB40
57. Other tax configurations
IMG → Financial Accounting
→ Financial Accounting
Global Settings → Tax on
Sales/Purchases → …
Various
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50_2
Appendix 2: Menu Paths
Activity
Menu Path
Trans.
58. Tax reporting
Accounting → Financial
Accounting → General
Ledger → Reporting → VAT
Declarations → …
Various
59. Choose extract method for
consolidation
IMG → Enterprise Controlling OCCI
→ Consolidation →
Integration: Preparation for
Consolidation → Preparation
in the Sender System →
Preparation and Activation
of Data Transfer → Activate
Data Transfer
60. Send data to consolidation
(periodic extract)
Accounting → Financial
GC44
Accounting → General Ledger
→ Periodic Processing →
Closing → Report → Send
F.01
Data to Consolidation
Or
Information Systems →
Accounting → Financial
Accounting → General Ledger
→ Info System → Financial
Statements
2006/Q2
© 2006 SAP AG. All rights reserved.
647
Appendix 2: Menu Paths
648
TFIN50_2
© 2006 SAP AG. All rights reserved.
2006/Q2
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suggestions for improvement, please record them in the appropriate place in the
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2006/Q2
© 2006 SAP AG. All rights reserved.
649
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