TFIN50
Financial Accounting I
Part 1 of 2
mySAP ERP Financials
Date
Training Center
Instructors
Education Website
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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without the express permission of SAP AG. The information contained herein may be changed
without prior notice.
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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
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2006/Q2
Example text
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© 2006 SAP AG. All rights reserved.
iii
About This Handbook
TFIN50
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© 2006 SAP AG. All rights reserved.
2006/Q2
Contents
Course Overview ......................................................... vii
Course Goals ...........................................................vii
Course Objectives .....................................................vii
Unit 1: Basic settings ..................................................... 1
Organizational Units ....................................................3
Variant Principle ....................................................... 15
Fiscal Year ............................................................. 17
Currencies ............................................................. 27
Unit 2: Master Data ...................................................... 41
General Ledger Accounts............................................ 42
Customer/Vendor Accounts ......................................... 73
Bank Accounts .......................................................108
Unit 3: Document Control............................................. 119
Document Structure .................................................120
Posting Periods ......................................................147
Posting Authorizations ..............................................158
Simple Documents in Financial Accounting ......................165
Unit 4: Posting Control ................................................ 181
Default Values ........................................................183
Change Control ......................................................191
Document Reversal..................................................200
Payment Terms and Cash Discounts..............................209
Taxes ..................................................................231
Cross-Company Code Transactions ..............................255
Unit 5: Clearing .......................................................... 271
Clearing Open Items.................................................272
Incoming and Outgoing Payments.................................288
Payment Differences ................................................301
Exchange Rate Differences ........................................318
Unit 6: Cash journal .................................................... 325
Cash Journal Configuration.........................................326
Cash Journal Transaction...........................................336
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Contents
TFIN50
Unit 7: Special G/L transactions..................................... 353
Application Area for Special G/L Transactions ...................354
Configuration of Special G/L Transactions .......................386
Unit 8: Parking Documents ........................................... 403
Basics of Document Parking Versus Hold Document ...........404
Parking Documents and Processing Parked Documents.......419
Document Parking and Workflow ..................................431
Appendix 1: Data Sheet
............................................ 455
Appendix 2: Menu Paths
........................................... 461
Index ....................................................................... 477
vi
© 2006 SAP AG. All rights reserved.
2006/Q2
Course Overview
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 (Accounting).
SAP120 Navigation
ERP001 Management Empowered by mySAP ERP
ERP020 Management Empowered by mySAP ERP Financials
Course Goals
This course will prepare you to:
•
•
Configure and utilize the organizational units, master data and documents
from Financial accounting in mySAP ERP Financials
Configure and utilize the SAP transaction processes in external accounting
Course Objectives
After completing this course, you will be able to:
•
•
•
•
•
•
Create organizational units for Financial Accounting
Maintain master data
Influence the entry of posting transactions
Analyze and explain posting transactions
Display special G/L transactions in the system
Use the document parking function within the system and define it
appropriately
SAP Software Component Information
The information in this course pertains to the following SAP Software Components
and releases:
2006/Q2
© 2006 SAP AG. All rights reserved.
vii
Course Overview
TFIN50
Curriculum Path
Figure 1: Solution Consultant mySAP Financials - Financial Accounting
viii
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 1
Basic settings
Unit Overview
•
•
•
•
Company code, business areas
Fiscal Year
Currencies
Variant principle
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
•
•
Map the accounting structure of your company using mySAP ERP Financials
organizational units
Explain the meaning of the terms “company code” and “business area” and
their differences
Create a company code
Explain the use and advantages of the variant principle
Explain the necessity and use of a fiscal year variant
Explain different types of fiscal year variants
Define a fiscal year variant according to your requirements
Assign the fiscal year variant to a company code
Define currencies in the mySAP ERP system
Explain the meaning of different exchange rate types
Maintain exchange rates
Use the different tools for maintaining exchange rates
Explain the options for maintaining exchange rates
Unit Contents
Lesson: Organizational Units.....................................................3
Exercise 1: Organizational Units ............................................9
Lesson: Variant Principle ....................................................... 15
Lesson: Fiscal Year.............................................................. 17
Exercise 2: The Fiscal Year ................................................ 21
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Unit 1: Basic settings
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Lesson: Currencies .............................................................. 27
Exercise 3: Currencies...................................................... 35
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2006/Q2
TFIN50
Lesson: Organizational Units
Lesson: Organizational Units
Lesson Overview
Reflect the organizational units in accounting with mySAP ERP
•
•
•
•
Explain the terms client, company code, and business area
Create company codes and business areas
Copy company codes
Make country-specific settings
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Map the accounting structure of your company using mySAP ERP Financials
organizational units
Explain the meaning of the terms “company code” and “business area” and
their differences
Create a company code
Business Example
Your client's company is a medium-sized enterprise based in the course country.
The enterprise is a single legal entity.
Figure 2: Organizational Units in mySAP ERP Financials
The client is the highest level in the mySAP ERP system hierarchy. Specifications
or data that is valid for all organizational units in mySAP ERP applications (such
as exchange rates, for example) are entered at the client level. This eliminates the
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Unit 1: Basic settings
TFIN50
need to enter this information more than once. Each client is an independent
unit with separate master records and a complete set of tables and data. Users
must enter a client key and have a user master record in the client in order to log
on to the system.
Important organizational units in Financials:
•
•
4
Company Code (for external purposes) A company code represents an
independent balancing/legal accounting entity. An example would be a
company with independent accounts within a corporate group. Financial
statements required by law can be created at company code level. Therefore,
a company code is the minimum structure necessary in mySAP ERP
Financials. In an international business, operations are often scattered across
numerous countries. Since most government and tax authorities require the
registration of a legal entity for every company, a separate company code is
usually created per country.
Business Area (for internal purposes) Business areas represent separate
areas of operation within an organization and can be used across company
codes. They are balancing entities that can create their own set of financial
statements for internal purposes. It is therefore possible to save and evaluate
transaction figures for each business area. The use of business areas is
optional.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Organizational Units
Figure 3: Creating a Company Code
Hint: The IMG suggests the following order:
•
•
Copy, Delete, Check Company Code
Edit Company Code Data
Copy an existing company code. This has the advantage that you also
copy the existing company code-specific parameters. After copying, you
can edit data in your new company code.
You have to select a four digit alphanumeric key as the company code
key. This key identifies the company code and, for example, must be
entered later when posting business transactions or creating company
code-specific master data.
Hint: The use of the copy function is optional. You can also define the
company code and carry out the configuration yourself, without using a
reference company code.
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Figure 4: Company Code
The objects in the activity Edit Company Code Data include the following:
•
•
•
•
The address data is required for correspondence and is recorded on
evaluation reports.
You must define a currency for each company code. Accounts are managed
in the company code currency. All other currencies are interpreted as
foreign. The system translates the amounts posted in a foreign currency into
the company code currency. The currency defined in the company code is
known in mySAP ERP Financials as local currency.
You must enter a language key so that the system can create texts
automatically in the correct language; for example, when issuing checks.
The country key specifies which country is to be regarded as the home
country. The system interprets all other countries as foreign. This is
important for business or payment transactions, since different forms are
required for foreign payment transactions. The system also supports different
address formats for foreign correspondence.
•
When you define a business area, you only have to enter a four digit alphanumeric
key and a short description.
6
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2006/Q2
TFIN50
Lesson: Organizational Units
Figure 5: Country Templates
In the mySAP ERP standard system, company code 0001 is a template for
a general company code with chart of accounts INT and no special country
specifications.
If you need a company code for a country that has a country template, you can
use the country installation program to copy the country-specific tables from the
country template to company code 0001. Company code 0001 is then configured
for the corresponding country. You should then copy this company code into your
new company code. You may then start the country installation program again
to create a template for another country and so on.
Hint: The country installation program not only creates a country-specific
company code template but also a country-specific template for
controlling areas, plants, purchasing organizations, sales organizations,
credit control areas, financial management areas, and so on.
Caution: Do not forget to copy the country template before you continue.
Do not use company code 0001 as your productive company code because
the country version program always uses this company code as the target
company code.
Also, you should only run the country installation program in a new
installation of mySAP ERP and not in an upgrade installation. This is
because the structure of the country-specific Customizing may have
changed from one mySAP ERP release to another.
2006/Q2
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Unit 1: Basic settings
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Organizational Units
Exercise 1: Organizational Units
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a company code
Business Example
Your client's company is a medium sized enterprise based in the course country.
The enterprise is a single legal entity.
Task 1:
Create a company code GR## that reflects your client's company. In the rest of
this course, you will be working in this company code.
1.
Company code 1000 already contains all the necessary settings and data.
Copy company code 1000 to your new company code GR##.
Also copy the general ledger accounts at this point!
2.
Change the definition of your company code GR##:
Company name:
Group ##
Country:
Course country
Currency:
Local currency
Language:
Local language
You can fill the other fields to meet your requirements.
3.
Review the global parameters that were copied for your company code
when you created it.
Task 2:
Search the Implementation Guide (IMG) for all the settings that are relevant for
the “business area balance sheet”.
Hint: Use the binoculars icon to search for "Business area fin.
statements".
1.
Look for all the settings that are relevant for the “business area balance
sheet”.
Continued on next page
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Task 3:
True or false?
1.
You can assign a business area to a company code directly.
Determine whether this statement is true or false.
□
□
10
True
False
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Organizational Units
Solution 1: Organizational Units
Task 1:
Create a company code GR## that reflects your client's company. In the rest of
this course, you will be working in this company code.
1.
Company code 1000 already contains all the necessary settings and data.
Copy company code 1000 to your new company code GR##.
Also copy the general ledger accounts at this point!
a)
IMG Menu Path:
Tools → Customizing → IMG → Execute Project. Choose the "SAP
Reference IMG" pushbutton.
IMG transaction code: SPRO
Copy company code:
IMG: Enterprise Structure → Definition → Financial Accounting
→ Edit, Copy, Delete, Check Company Code → Copy, delete, check
company code
Menu bar: Organizational object → Copy org. object
Field Name or Data Type
Values
From Company Code
1000
To Company Code
GR##
Choose “Enter”.
Field Name or Data Type
Values
Do you want to copy the company
code data of the G/L accounts?
Yes!
Do you want to assign another local No
currency to the target company
code?
Confirm the "Information: Certain data was not copied, see long
text" dialog box by pressing "Enter".
Confirm other warning messages by pressing "Enter" and continue
copying.
2.
Change the definition of your company code GR##:
Continued on next page
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Company name:
Group ##
Country:
Course country
Currency:
Local currency
Language:
Local language
You can fill the other fields to meet your requirements.
a)
Select the green arrow to return to the dialog box and select "Edit
company code data" or follow the next menu path.
Change the definition of the company code:
MG: Enterprise Structure → Definition → Financial Accounting
→ Edit, Copy, Delete, Check Company Code → Edit Company Code
Data.
Select GR##.
Field Name or Data Type
Values
Company Name
Group ##
City
Any city
Country
Course country
Currency
Local currency
Language
Local language
Choose “Save".
3.
Review the global parameters that were copied for your company code
when you created it.
a)
Review the global company code parameters.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Company Code → Enter Global Parameters
Doubleclick on your company code to review the global parameters.
Note: Congratulations! You have just created your own
company code!
Continued on next page
12
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Organizational Units
Task 2:
Search the Implementation Guide (IMG) for all the settings that are relevant for
the “business area balance sheet”.
Hint: Use the binoculars icon to search for "Business area fin.
statements".
1.
Look for all the settings that are relevant for the “business area balance
sheet”.
a)
Enabling Business Area Financial Statements
Check Activation of Business Area Balance Sheets
Activate Business Area Balance Sheets
Task 3:
True or false?
1.
You can assign a business area to a company code directly.
Answer: False
Business areas are not directly assigned to company codes. This makes it
possible to evaluate transaction figures for each business area beyond the
boundaries of the company code too.
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Lesson Summary
You should now be able to:
•
Map the accounting structure of your company using mySAP ERP Financials
organizational units
•
Explain the meaning of the terms “company code” and “business area” and
their differences
•
Create a company code
14
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Variant Principle
Lesson: Variant Principle
Lesson Overview
You get a theoretical insight using the variable principle within the SAP system.
Lesson Objectives
After completing this lesson, you will be able to:
•
Explain the use and advantages of the variant principle
Business Example
Your customer has been informed by an experienced consultant that there is a
principle in mySAP ERP that appears in several configuration tables and that
simplifies the system for him.
Figure 6: The Variant Principle
The following example should explain this principle: Create a fiscal year variant
•
•
•
•
2006/Q2
Define the variant: K4 is your fiscal year variant.
Determine values for the variant K4: Define the properties of fiscal year K4.
Assign the variant to mySAP ERP objects: Assign K4 to various company
codes that use this fiscal year.
The main advantage for using variants is that it is easier to maintain
properties which are common among several business objects.
© 2006 SAP AG. All rights reserved.
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Lesson Summary
You should now be able to:
•
Explain the use and advantages of the variant principle
16
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Fiscal Year
Lesson: Fiscal Year
Lesson Overview
This lesson explains how you define different fiscal year variants.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
Explain the necessity and use of a fiscal year variant
Explain different types of fiscal year variants
Define a fiscal year variant according to your requirements
Assign the fiscal year variant to a company code
Business Example
The company's fiscal year corresponds to the calendar year. The Accounting
Manager wants four special periods for postings for year-end closing.
Figure 7: The Fiscal Year
To assign business transactions to different periods, you have to define a fiscal
year with posting periods. You define the fiscal year as a variant that is assigned
to the company code.
The fiscal year variant contains the definition of posting periods and special
periods. Special periods are used for postings that are not assigned to time
periods, but to the business process of “year-end closing”. In total, you can
define 16 periods.
The system derives the posting period from the posting date. If the posting date
falls within the last normal posting period, you can post the transaction in one
of the special periods.
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Example: The graphic shows a fiscal year with 12 posting periods and 4 special
periods. If the posting date falls in the 12th period, you can post the transaction in
one of the four special periods instead.
Standard fiscal year variants are already defined in the system and you can use
them as templates.
Hint: The fiscal year variant does not specify whether a period is open or
closed. This data is managed in another table. The fiscal year variant only
defines the number of periods and their start and finish dates.
Figure 8: Year-Independent Fiscal Year Variant
If each fiscal year of a fiscal year variant uses the same number of periods, and the
posting periods always start and end on the same day of the year, the variant is
year-independent. A year-independent fiscal year variant can be defined as:
•
•
Calendar year
Non-calendar year
If the fiscal year is defined as the calendar year, the posting periods are equal
to the months of the year. Therefore, a fiscal year that is a calendar year must
have 12 posting periods.
18
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Fiscal Year
If the fiscal year is defined as a non-calendar year, you have to define the posting
periods by assigning end dates to each period. A non-calendar year can have
between 1 and 16 posting periods. If the non-calendar year does not start on
January 1st, the periods of the year that belong to the former or the coming fiscal
year must have an indicator -1 or +1.
The example above on the right shows a non-calendar year with 6 posting periods
which goes from April to March. The months January to March therefore still
belong to the old fiscal year and have the indicator -1.
If the fiscal year differs from the calendar year, but the posting periods correspond
to calendar months, the day limit for February should be 29 to consider leap years.
Fiscal years are normally year-independent.
Figure 9: Year-Specific Fiscal Year Variants
A fiscal year variant has to be defined as year-specific if one of the following
conditions is fulfilled: The start and end dates of the posting periods for some
fiscal years are different to the dates for other fiscal years. Some fiscal years use a
different number of posting periods.
If all of the fiscal years of a fiscal year variant have the same number of posting
periods, only the different period dates for the different years have to be defined
(see example on the left).
If one year of a fiscal year variant has less posting periods than the others, it is
called a shortened fiscal year (see example on the right). This could be required,
for example, if closing has to be carried out before the end of the normal fiscal
year; (for example, if the beginning of the fiscal year should be changed or if the
company was sold). You have to define the shortened fiscal year and its number of
posting periods before you can define the period dates. For this year, you can only
assign a lower number of posting periods.
2006/Q2
© 2006 SAP AG. All rights reserved.
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© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Fiscal Year
Exercise 2: The Fiscal Year
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a calendar year-based fiscal year variant and assign it to your
company code
•
Create a quarter-based fiscal year variant
Business Example
The company's fiscal year corresponds to the calendar year. The Accounting
Manager wants four special periods for postings for year-end closing.
Task:
Check the properties of the fiscal year variants. Define the fiscal year variants.
1.
Which of the predefined fiscal year variants are
Calendar year
Year-specific
2.
For what purposes are year-specific fiscal year variants usually used?
3.
Create a calendar year variant ## for your company with 12 posting periods
and four special periods
Hint: Add 30 to your group number since some of the existing data
begins with 01, 02, and so on. For example, if your group number is
02, add 02 + 30 and enter 32 for your fiscal year variant.
2006/Q2
4.
Assign the fiscal year variant that you created to your company code GR##.
5.
Create a fiscal year variant ## + 60 for a fiscal year with just four posting
periods and one special period. The length of one posting period is three
months. The fiscal year runs from April to March.
© 2006 SAP AG. All rights reserved.
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Solution 2: The Fiscal Year
Task:
Check the properties of the fiscal year variants. Define the fiscal year variants.
1.
2.
Which of the predefined fiscal year variants are
Calendar year
01, K0, K1, K2, K3, K4
Year-specific
AA, AM, R1, UL, WK
For what purposes are year-specific fiscal year variants usually used?
Answer: The year-specific fiscal year variants are used:
•
•
If the start and end date of the posting periods differ from year to year
If one fiscal year has fewer posting periods than the others (shortened
fiscal year)
Continued on next page
22
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Fiscal Year
3.
Create a calendar year variant ## for your company with 12 posting periods
and four special periods
Hint: Add 30 to your group number since some of the existing data
begins with 01, 02, and so on. For example, if your group number is
02, add 02 + 30 and enter 32 for your fiscal year variant.
a)
Create a fiscal year variant based on the calendar year.
IMG: Financial Accounting → Financial Accounting Global
Settings → Fiscal Year → Maintain Fiscal Year Variant (Maintain
Shortened Fisc. Year)
Edit → New Entries
Field Name or Data Type
Values
FV
## + 30
Hint: Add 30 to your group number since some of the existing
data begins with 01, 02, and so on. For example, if your
group number is 02, add 02 + 30 and enter 32 for your fiscal
year variant.
Field Name or Data Type
Values
Description
12 periods calendar year ##
Calendar Year
Number of posting periods
12
Number of special periods
4
Choose "Save“.
Continued on next page
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Unit 1: Basic settings
4.
TFIN50
Assign the fiscal year variant that you created to your company code GR##.
a)
Assign the fiscal year variant to a company code.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Fiscal Year → Assign Company Code to a Fiscal Year Variant
Confirm any information with “Enter”.
Field Name or Data Type
Values
Fiscal Year Variant
## + 30
Choose “Save".
Continued on next page
24
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Fiscal Year
5.
Create a fiscal year variant ## + 60 for a fiscal year with just four posting
periods and one special period. The length of one posting period is three
months. The fiscal year runs from April to March.
a)
Define a fiscal year variant with four posting periods and one special
period.
IMG: Financial Accounting → Financial Accounting Global
Settings → Fiscal Year → Maintain Fiscal Year Variant (Maintain
Shortened Fisc. Year)
Edit → New Entries
Field Name or Data Type
Values
FV
## + 60
Description
4 periods - Group ##
Number of Posting Periods
4
Number of Special Periods
1
Choose “Save". Select the green arrow to return to the overview
screen.
Define the period dates:
Select fiscal year variant ## + 60.
Doubleclick on “Periods" in the dialog structure.
Edit → New Entries
Month
Day
Period
Year Shift
03
31
4
—1
06
30
1
0
09
30
2
0
12
31
3
0
Choose “Save".
Note: You have just created a calendar-year fiscal year variant
and assigned it to your company code.
You have also created a non-calendar fiscal year variant.
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Lesson Summary
You should now be able to:
•
Explain the necessity and use of a fiscal year variant
•
Explain different types of fiscal year variants
•
Define a fiscal year variant according to your requirements
•
Assign the fiscal year variant to a company code
26
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Currencies
Lesson: Currencies
Lesson Overview
This lesson presents the configurations options in this area.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
•
Define currencies in the mySAP ERP system
Explain the meaning of different exchange rate types
Maintain exchange rates
Use the different tools for maintaining exchange rates
Explain the options for maintaining exchange rates
Business Example
The company has customers and vendors in several foreign countries. The head
accountant is worried that keeping the exchange rates up to date in the system will
involve a substantial amount of work. You need to convince him that it is much
less work than expected if the tools mySAP ERP offers are used.
Figure 10: Currencies and Exchange Rate Types
A currency key must be assigned to every currency used. Most currencies are
already defined in the SAP System with standard international currency keys.
Each currency key can have a validity date.
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Unit 1: Basic settings
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For every combination of two currencies, you can maintain different exchange
rates which are distinguished by an exchange rate type. These different exchange
rates can be used for various purposes such as valuation, conversion, translation,
and planning.
Figure 11: Translation Ratios
The relationship between currencies must be maintained per exchange rate type
and currency pair using translation ratios. This usually has to be performed
only once.
Because inflation can heavily influence the relationship between currencies,
translation ratios can be maintained on a time period basis.
Figure 12: Maintaining Exchange Rates
28
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: Currencies
Maintaining exchange rates is an on-going task.
To reduce maintenance, mySAP ERP offers several tools. For each exchange rate
type you can use one of the following tools:
•
•
•
Inversion (of the tools available, inversion is the oldest and is seldom used
today)
Base currency
Exchange rate spreads
Hint: You can only use one of these tools for each exchange rate type.
You can however use different tools for different exchange rate types.
Using report RFTBFF00, which enables you to transfer external market data in
file form, you can automatically update the exchange rate table by uploading an
input file in Multicash form.
You can also use the reports RFTBDF07 and RFTBDF14 to transfer exchange
rates; the data is transferred realtime using a datafeed interface if the external
datafeed supports realtime provision of exchange rates. Remote Function Call
(RFC) creates a direct connection between an external system and the SAP
System. For more information about the file input format, data providers, file
structures, and so on, see the documentation for this report.
Figure 13: Exchange Rate Spreads
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Unit 1: Basic settings
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Exchange rate spreads between the bank buying/selling rate and average rate
usually remain constant. If the exchange rate spread of an exchange rate type is
entered in the system, you only have to maintain the average rate since the buying
and the selling rate can be derived by adding/subtracting the exchange rate spread
to/from the average rate.
Combination of base currency and exchange rate spreads:
A very efficient combination of the exchange rate tools is:
•
•
Using a base currency for the average rate (M)
Using the exchange rate spreads to calculate the buying and selling rates (B
and G)
Figure 14: Base Currency
A base currency can be assigned to an exchange rate type. You then only have
to maintain exchange rates for all other currencies into this base currency. A
translation between two foreign currencies is calculated via the base currency, that
is, by combining two exchange rates.
Until Release 4.0A, you could not use more than one base currency per exchange
rate type. Legal requirements may make it necessary to use different base
currencies for the translation into different currencies.
30
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Currencies
Figure 15: Direct/Indirect Quotation of Exchange Rates
All mySAP ERP applications and functions process exchange rates using direct
quotation as well as indirect quotation. Whether the exchange rate is defined
or communicated using the direct or indirect method of quotation depends on
the market standard or the individual business transaction. The use of indirect
quotation is neither application nor country-specific - it affects all the components
in which exchange rates are used.
In direct quotation, one unit of foreign currency is quoted for the local currency,
whereas in indirect quotation, one unit of local currency is quoted for the foreign
currency.
Example: Local currency = EUR, foreign currency = USD
•
•
•
•
Direct quotation: 1 USD = 1.07021 EUR
One unit of foreign currency USD costs the displayed number of units of
local currency
Indirect quotation: 1 USD = 0.93439 EUR
For one unit of the local currency EUR you will receive the displayed
number of units of the foreign currency.
For each currency pair you can define either the direct quotation or the indirect
quotation as the standard notation for the exchange rate. If the exchange rate you
enter does not have the same quotation as the standard quotation set up here, the
exchange rate is highlighted to show this.
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Figure 16: Worklists for Maintaining Exchange Rates
In lots of companies, the maintenance of the exchange rate table TCURR is shared
by several employees. The following problems can occur:
•
•
•
•
Employees maintain incorrect exchange rates (unknowingly or
unintentionally)
Employees maintain the exchange rates with the incorrect quotation (indirect
instead of direct, or vice versa)
The table is very large, and maintaining it is very time-consuming (scrolling
is necessary)
The table TCURR cannot be maintained by more than one user
simultaneously.
As of release R/3 Enterprise you can define worklists and then maintain the
exchange rates using the transaction TCURMNT. This has the following
advantages:
•
•
•
•
32
Only the relevant exchange rates can be maintained. You can also assign
authorizations for worklists.
Only the relevant quotation can be maintained.
The worklist is smaller and therefore clearer.
Parallel processing of different worklists is possible.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Currencies
Figure 17: Design of exchange rate in different quotations
Exchange rates can be entered as a direct or indirect quotation. You can maintain
two prefixes that can be used to differentiate between direct and indirect quotation
exchange rates during input and display. If you do not enter a prefix, the standard
setting is valid:
•
•
“” (blank, without a prefix) for direct quotation exchange rates
“/” for indirect quotation exchange rates
Scenario 1: If you mostly work with direct quotations and only rarely use
indirect quotations, you should use the standard setting. In this way you can enter
direct quotation exchange rates without a prefix.
Scenario 2: If you increasingly use indirect quotations as well as direct
quotations, you should define a separate prefix for both, for example:
•
•
“*” for direct quotation exchange rates, “/” for indirect quotation exchange
rates
If you follow this suggestion, the configuration does not allow exchange
rates to be entered without a prefix, an error message occurs. Users are
therefore forced to consider which is the correct quotation and enter the
rate with a valid prefix.
3. Scenario: If you use mostly indirect quotations, you can check the setting as
follows:
•
•
2006/Q2
“*” for direct quotation exchange rates, “ ” (blank) for indirect quotation
exchange rates
This configuration allows indirect quotation exchange rates to be entered
without a prefix whereas the less used direct quotation exchange rates have
to be entered with a prefix.
© 2006 SAP AG. All rights reserved.
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Unit 1: Basic settings
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In SAP Note no. 783877 you will find an overview of FAQs about currency
translation.
34
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: Currencies
Exercise 3: Currencies
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge about maintaining exchange rates in mySAP ERP
Business Example
The company has customers and vendors in several foreign countries. The head
accountant is worried that it will be a substantial amount of work to keep the
exchange rates up-to-date within the system. You need to convince him/her that it
is much less work than expected if the tools provided by mySAP ERP are used.
Task 1:
Answer the following question:
1.
Name the tools for maintaining the exchange rates:
Task 2:
Answer the following question:
1.
In mySAP ERP currencies are defined using
.
Fill in the blanks to complete the sentence.
Continued on next page
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Task 3:
Answer the following question:
1.
Name three commonly used exchange rate types and what they are used for:
Task 4:
Answer the following question:
1.
36
Name the IMG path where you define the base currency.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Currencies
Solution 3: Currencies
Task 1:
Answer the following question:
1.
Name the tools for maintaining the exchange rates:
Answer:
•
•
•
Inversion
Base currency
Exchange rate spreads
Task 2:
Answer the following question:
1.
In mySAP ERP currencies are defined using currency keys.
Answer: currency keys
Task 3:
Answer the following question:
1.
Name three commonly used exchange rate types and what they are used for:
Answer:
•
•
•
M: Average rate for posting and clearing
G: Buying rate
B: Bank selling rate
Task 4:
Answer the following question:
1.
Name the IMG path where you define the base currency.
Answer: SAP NetWeaver → General Settings → Currencies → Check
Exchange Rate Types
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Unit 1: Basic settings
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Lesson Summary
You should now be able to:
•
Define currencies in the mySAP ERP system
•
Explain the meaning of different exchange rate types
•
Maintain exchange rates
•
Use the different tools for maintaining exchange rates
•
Explain the options for maintaining exchange rates
38
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Unit Summary
Unit Summary
You should now be able to:
•
Map the accounting structure of your company using mySAP ERP Financials
organizational units
•
Explain the meaning of the terms “company code” and “business area” and
their differences
•
Create a company code
•
Explain the use and advantages of the variant principle
•
Explain the necessity and use of a fiscal year variant
•
Explain different types of fiscal year variants
•
Define a fiscal year variant according to your requirements
•
Assign the fiscal year variant to a company code
•
Define currencies in the mySAP ERP system
•
Explain the meaning of different exchange rate types
•
Maintain exchange rates
•
Use the different tools for maintaining exchange rates
•
Explain the options for maintaining exchange rates
2006/Q2
© 2006 SAP AG. All rights reserved.
39
Unit Summary
40
TFIN50
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 2
Master Data
Unit Overview
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Define and use a chart of accounts
Describe the structure of a general ledger account
Control the format of a general ledger account
Name and describe different types of general ledger accounts
Create, maintain, and control general ledger accounts
Describe how you can change several general ledger accounts at the same
time
Explain the advantages and disadvantages of group and country charts of
accounts
Describe the structure of customer and vendor accounts
Discuss the similarities and differences between general ledger and customer
and vendor accounts
Control and maintain customer and vendor accounts
Explain relationships between customer and vendor accounts
Maintain bank master data
Define house banks
Create accounts at your house banks
Maintain the links between bank and G/L accounts
Unit Contents
Lesson: General Ledger Accounts ............................................ 42
Exercise 4: General Ledger Accounts .................................... 63
Lesson: Customer/Vendor Accounts .......................................... 73
Exercise 5: Customer/Vendor Accounts.................................. 91
Lesson: Bank Accounts ........................................................108
Exercise 6: Bank Master Data ............................................ 113
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Unit 2: Master Data
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Lesson: General Ledger Accounts
Lesson Overview
You will be introduced into the Master Records of General Ledger Accounts.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
•
•
•
Define and use a chart of accounts
Describe the structure of a general ledger account
Control the format of a general ledger account
Name and describe different types of general ledger accounts
Create, maintain, and control general ledger accounts
Describe how you can change several general ledger accounts at the same
time
Explain the advantages and disadvantages of group and country charts of
accounts
Business Example
The accounting manager has decided that the chart of accounts and company code
settings for the G/L accounts can be copied from company code 1000. However,
the accounting department requires additional general ledger accounts to process
authorized travel expenses and payments. The expense account numbers must be
in a separate number interval.
Figure 18: Chart of Accounts
42
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: General Ledger Accounts
The chart of accounts is a variant which contains the structure and the basic
information about general ledger accounts.
You define the chart of accounts with a four character ID.
You define the individual components of the chart of account, for example,
language, length of the G/L account number, group chart of accounts, status.
The chart of accounts must be assigned to every company code for which accounts
are to be set up based on the structure concerned.
Figure 19: Define Chart of Accounts
The maintenance language is the language in which account descriptions are
maintained.
The length of the G/L account numbers can be from 1 to 10 digits.
Via the type of integration between general ledger accounts and cost types, you
can control to what extent the cost master record is maintained when you maintain
the G/L account master records of profit and loss statement accounts. You can
maintain cost types manually, however, you also have the option of maintaining
them automatically. When you save a new G/L account, the corresponding cost
type is created automatically. The prerequisite however, is that a default value for
the cost element category is defined for this cost element, since if no default value
exists, the system assumes that no cost element is to be created.
You can assign a group account number for each G/L account. This account
number is used for cross-company code reporting if the company codes use
different charts of accounts. If you enter a group chart of accounts in the chart
of accounts, the system defines that you have to enter a group account number in
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Unit 2: Master Data
TFIN50
the corresponding field in the G/L account definition (required entry field) and
checks whether the group account number you have entered exists in the group
chart of accounts.
A chart of accounts that is not yet completed can be blocked so that no company
code can use it until it is ready.
You can get a directory of the G/L accounts in your chart of accounts for
information or for documentation purposes via report RFSKPL00. You use the
G/L account plan to display G/L account master data and to print G/L account lists.
Figure 20: Assigning the Chart of Accounts
Every company code must have a chart of accounts assigned to it. One chart of
accounts can be assigned to several company codes (variant principle).
The Controlling component uses the same chart of accounts as the Financial
Accounting component. If company codes intend to use cross-company code
controlling, they must use the same chart of accounts. In the example above,
company codes 1000 and 2000 can do cross-company code controlling, but
company codes 2000 and 3000 cannot.
You can use report RFSKVZ00 to view the G/L account directory with chart of
account- and company code-specific data.
44
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2006/Q2
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Lesson: General Ledger Accounts
Figure 21: Chart of accounts segment
The chart of accounts contains basic information about the accounts. The
information for an account is summarized in a chart of accounts segment.
It contains:
•
•
•
•
Account number
Name of the account (as short and as long text)
Control fields (see the following graphics)
Consolidation fields
You can translate the chart of accounts into other languages in order to be able
to display the account name in the appropriate logon language when displaying
master data and when posting. If the chart of accounts has not been translated into
the appropriate logon language, the account name appears in the maintenance
language.
Texts with different information can be assigned to each chart of accounts segment.
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Figure 22: Fields in the Chart of Accounts Segment
The information entered in the chart of account segment for a G/L account applies
to all company codes.
You only enter this information once. Whenever you enter information for a
company code for an account number, the information from the chart of accounts
segment is accessed automatically, so you do not have to enter it again.
Texts entered for the chart of accounts segment are managed by text ID and
language. You can display texts using the report “Account Assignment manual”
(RFSKTH00).
You can search for account numbers using keywords.
You can define and change the layout of the tab pages for the individual processing
of the G/L account master data. You can define:
•
•
•
•
46
The number of tab pages
The title of the tab pages
The field groups that you require and their position on the tab pages
You can select the layouts for central processing, and processing in the chart
of accounts- and company code-specific area. The standard system contains
layouts for these editing functions (they start with SAP). You can copy these
layouts, adjust them to meet your requirements, and then assign them to your
chart of accounts or your account groups.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: General Ledger Accounts
Figure 23: Company Code Segment
To use one of the accounts from the assigned chart of accounts in your company
code, you must create a company code segment for the account. This company
code segment is added to the chart of accounts segment, and together they form
the account.
The company code segment contains information that refers exclusively to the
company code concerned. This information controls the entry of accounting
documents and the management of accounting data.
In the graphic “Company Code Segment”, the company code does not use account
000002 but another company code in your group may do. This could be, for
example, a foreign currency balance sheet account that is managed in the currency
of the country in which the company code in the graphic does not have any
business partners, but another company code in the group does.
Figure 24: Fields in the Company Code Segment
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Unit 2: Master Data
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The company code segment for the same G/L account can be different depending
on the requirements of the company code. For example, you set the “Tax
Category” indicator for a specific company code to include taxes when expense
accounts are used. For other company codes, you might not set the indicator.
You define the information that is relevant to each company code:
•
•
•
•
•
•
•
•
Currency
Taxes
Reconciliation account
Line item display
Sort key
Field status group
House bank
Interest calculation information
As mentioned in the graphic for the chart of accounts segment, texts are managed
by text ID and language. You can display texts using the report “Account
Assignment Manual”.
Figure 25: One Chart of Accounts, Several Company Codes
Every company code that wants to use an account from the assigned chart of
accounts has to create its own company code segment. Because the number and
name of the account is maintained in the chart of accounts, the account has the
same name and number in all assigned company codes.
48
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: General Ledger Accounts
Figure 26: Balance Sheet and P&L Statement Accounts
In the chart of accounts segment, you have to specify whether the account is a
balance sheet or a profit and loss statement account.
These two types of accounts are treated differently in the closing procedure.
•
•
For balance sheet accounts, the balance is carried forward to the same
account.
For profit and loss statement accounts, the balance is carried forward to a
retained earnings account and the profit and loss statement account is set to
zero. A key (for example, X) is assigned to the account to which the balance
is carried forward. You enter this key in the field "P&L Statement Type" in
the chart of accounts segment.
In Customizing, users define the retained earnings account that is assigned to
expense accounts during G/L account master record creation. If there is only
one retained earnings account, the system automatically uses the one defined in
Customizing. If there is more than one retained earnings account, when you create
a master record, you can select the retained earnings account for each profit and
loss statement account.
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Unit 2: Master Data
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Figure 27: Account Groups for G/L Accounts
Since a chart of accounts contains many different types of accounts, they can
be grouped into different account groups. Usually, one account group groups
accounts with the same tasks within the general ledger, for example, cash accounts,
material accounts, asset accounts, profit and loss statement accounts, and so on.
By assigning a number range to an account group, you can ensure that accounts
of the same type are within the same number range. Number intervals for G/L
account master records can overlap.
You must enter the account group in the chart of accounts segment; it controls the
appearance of the company code segment of a G/L account. For example, for all
of your cash accounts, you want to be able to display all of the line items. In
Customizing, you therefore alter the field status for your “Cash Accounts” account
group to make “line item display” a required entry field.
mySAP ERP delivers predefined account groups.
50
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2006/Q2
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Lesson: General Ledger Accounts
Figure 28: Field Status
The field status enables you to control the display and maintenance of an account's
master data.
•
•
•
•
You can assign fields that you do not use the status Hide.
Fields whose values must not be changed can have the status Display
(even in change mode).
For fields where you must enter a value, you can define the status
Required Entry.
Fields that can contain an entry, but are not required, can be set to
Optional Entry.
Certain fields are grouped together and their field status is valid for the entire
group, for example, interest calculation indicator, interest cycle, and last interest
calculation key date.
The fields “Account Currency” and ”Field Status Group” are always required
fields. This status cannot be changed.
Note: Fields that are hidden may still contain values that are taken into
consideration.
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Unit 2: Master Data
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Figure 29: Field Status for Master Data
The fields displayed in the general ledger account master record are not only
controlled by the account group, but also by the transaction that you are using to
edit the master data (transaction-specific control), for example Create, Change,
Display. If you do not want certain fields to be modifiable after you have created
a master record, specify that a particular field is not modifiable in the “Change
Master Data” transaction in Customizing. For example, you want the currency of
your cash account to be GBP and you do not want this to be modifiable. In the
transaction “Change Master Data” in Customizing, assign the status “Display” to
the relevant field.
For each field, the field status definitions from the account group and the
transaction are taken into consideration and the one with higher priority is used.
The priorities are (starting with the highest):
•
•
•
•
Hide
Display
Required entry
Optional entry
Fields which are accessed with the transaction master record display are always
either displayed or hidden, since you cannot make an entry in a "display"
transaction.
If you do not want to use the transaction-specific control, set the field status for
all fields to optional. Since this field status has the lowest priority, the account
group-specific control is always used.
52
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: General Ledger Accounts
Figure 30: Reconciliation Accounts
Reconciliation accounts are general ledger accounts assigned to the business
partner master records to record all transactions in the sub-ledger.
All postings to the subledger accounts are automatically posted to the assigned
reconciliation accounts. The general ledger is therefore always up to date.
You define a G/L-account as a reconciliation account by entering one of the
following account types in the field Reconciliation Account for Account Type:
•
•
D for Accounts Receivable
K for Accounts Payable
The reconciliation account is then only valid for the account type specified.
Typical reconciliation accounts are "accounts payable" and "accounts receivable".
Note: You cannot post amounts directly to reconciliation accounts.
If you want to look at the business partner accounts assigned to a specific
reconciliation account, you can select the field for the reconciliation account in the
customer or vendor list (RFDKVZ00 or RFKKZV00) via the free selections.
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Figure 31: Line Item Display
Transaction figures are the totals of line item postings on the debit or credit side.
The balance is the difference between the debit and the credit transaction figure.
The “Line Item Display” field is a control field in the company code segment
of an account.
•
•
54
For accounts without “line item display”, only the transaction figures are
updated when documents are posted to these accounts. When a user wants to
look at this account online, they can only view the balance.
For accounts with “line item display” the most important data from the
posted line items is stored in a special index table. Because this data is also
stored in the documents, it is redundant and needs additional storage and
system time. When a user wants to look at this account online, they can view
both the balance and the individual line items. You can use report RFSEPA01
to subsequently activate the line item display - read the documentation for
this report before you execute it.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: General Ledger Accounts
Since the line item display takes up additional system resources, you should only
use it if there is no other way of looking at the line items. You should not activate
the line item display for:
•
•
•
•
Reconciliation accounts (line items are managed in the subledgers)
Revenue accounts (line items are managed by the Sales order Management
application)
Material stock accounts (line items are managed by the Purchasing
Management application)
Tax accounts (Tax items are only useful in connection with the document;
the tax amounts were already checked when the document was posted.)
Figure 32: Open Item Management
Items in accounts with open item management are specified as open or cleared.
Accounts with open item management must have line item display activated.
Open item management is a prerequisite if you need to check whether there is an
offsetting posting for a given business transaction. You can display open and
cleared items separately, and therefore it is easy to see which business transactions
still need to be cleared.
You should use open item management for the following accounts:
•
•
•
2006/Q2
Bank clearing accounts
Clearing accounts for goods receipt/invoice receipt
Salary clearing accounts.
© 2006 SAP AG. All rights reserved.
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Unit 2: Master Data
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You can only activate or deactivate open item management if the account has a
zero balance.
Figure 33: Account in Local Currency
You can select one of the following currencies as account currency:
•
•
Local currency
Foreign currency
As standard, the local currency is proposed as the account currency when you
create a G/L account.
If the account currency is the local currency, the account can be posted
to in any currency. The other currencies are translated into the local currency
for each line item.
Transaction figures are managed for each currency:
•
•
•
•
•
Local currency (total of all posting amounts translated into local currency)
Currency 1 (total of all amounts posted in currency 1, may be the local
currency)
Currency 2 (total of all amounts posted in currency 2)
Currency 3 (total of all amounts posted in currency 3)
And so on.
This applies whether or not line item display is activated.
56
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Lesson: General Ledger Accounts
Figure 34: Only Balances in Local Currency
If the "Only Balances in Local Currency" checkbox is set in the master data
record, transaction figures are only managed for amounts converted to the
local currency.
You should select this field for clearing accounts where you want to clear accounts
by assigning items with the same local currency amount with one another, without
necessitating exchange rate difference postings.
The indicator must be set in cash discount and GR/IR clearing accounts.
It must not be set in reconciliation accounts for customers or vendors.
The indicator is usually set in balance sheet accounts that are not managed in
foreign currencies and not managed on an open item basis.
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Figure 35: Account in Foreign Currency
Accounts with a foreign currency as the account currency can only be posted to
in this foreign currency.
•
Manually
–
–
One-step: Create both segments simultaneously (centrally)
Two-step:
1. Chart of accounts segment
2. Company code segment
•
Copying
–
•
Copying an individual G/L account with reference to another G/L
account
–
Copy the entire company code segment
–
Copy the entire chart of accounts segment
Data Transfer
–
•
Create Manually:
–
58
Transfer a new chart of accounts from an external system
With the two step method, you create the chart of accounts segment
separately from the company code segment. This allows you to create
the G/L account only in the chart of accounts segment or in multiple
company code segments.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: General Ledger Accounts
–
•
Creating G/L accounts by copying:
–
–
–
•
Use the one-step method to create a G/L account in a specified
company code. Repeat step 2 of the two-step method, that is, creation
in the company code segment, to create the G/L account in additional
company codes as needed.
To create an account that has the same properties as an existing account,
that is, another cash account, create the new account with reference to
the existing account and change the account name accordingly.
If all of the G/L accounts in an existing company code are required in
another company code, you can copy the entire company code segment
to the new company code.
You can also copy the entire chart of accounts to a new chart of
accounts, including the account determination. You can also copy
the financial statement version.
Data Transfer:
–
To reduce data entry, programs such as RFBISA00, Batch Input
Interfaces for G/L Account Master Data, can be modified by the ABAP
team to transfer new charts of accounts.
Figure 36: Collective Processing
The mySAP ERP System provides collective processing functions for the G/L
account master records.
You can change the master data in the chart of accounts segment, company code
segment, or the names of several G/L accounts at the same time. The G/L accounts
can be from different charts of accounts.
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You can make changes to the displayed G/L accounts:
•
•
You can select the fields to be changed
You can change the values of the fields displayed. Enter the new values
in the column “New” to replace the existing values. For all G/L accounts
selected, the old value is replaced with the new value
NOTE: Changes to existing G/L accounts are effective as soon as they have been
saved and could have far-reaching consequences. You should therefore check
your changes before saving.
Figure 37: Group Chart of Accounts
For internal purposes, cross-company code reporting may be useful, for example,
financial statements that contain the items of several company codes.
This is no problem as long as all company codes use the same chart of accounts.
However, some company codes may have to use special charts of accounts
because of legal requirements. If this is the case, the following procedure applies
for internal reporting:
•
•
•
•
60
A group chart of accounts can be used. This group chart of accounts must
contain all of the group accounts.
The group chart of accounts must be assigned to each operational chart of
accounts. After you have done this, the ”Group Account Number” field in
the chart of account segments of the operational charts of accounts becomes
a required entry field.
You must enter the group account number in the chart of accounts segment
of the operational account. Different accounts of one operational chart of
accounts can refer to the same group account.
You must use a financial statement version for the group chart of accounts.
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: General Ledger Accounts
Disadvantage: Because the company codes use different operational charts of
accounts, you cannot carry out cross-company code controlling.
Figure 38: Country Chart of Accounts
An alternative to using a group chart of accounts is to use a country chart
of accounts. All company codes use the same operational chart of accounts.
Company codes that nevertheless require a special chart of accounts for external
reporting have the following option:
•
•
A country chart of accounts is assigned.
The country chart of accounts number (alternative account number) is
entered in every company code segment. Every country chart of accounts
number can only be used once.
Note: Since all company codes use the same operational chart of accounts for
postings, you can carry out cross-company code controlling.
Disadvantage: Accounting clerks who may be familiar with the country charts of
accounts will first have to get used to using the operational chart of accounts.
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Figure 39: Scenario: Charts of Accounts for a Group
In the scenario of an international group as shown in the graphic, cross-company
code cost accounting is possible for the European company codes, since the
company codes in Spain, Germany, and England all use the same operational
chart of accounts. The European company codes all use chart of accounts INT
as their operational chart of accounts.
The company code in the United States and the one in Canada both use chart
of accounts CAUS as their operational chart of accounts. Cross-company code
controlling is therefore also possible in North America.
To create reports using the country chart of accounts, the board of the group has
decided to define country-specific charts of accounts for the company codes.
The board also decided that the group does not need controlling for Europe and
North America combined, but that they would like consolidation to take place.
Therefore, a group chart of accounts (CONS) was set up for the operating charts
of accounts INT and CAUS.
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Lesson: General Ledger Accounts
Exercise 4: General Ledger Accounts
Exercise Objectives
After completing this exercise, you will be able to:
•
Create and use a chart of accounts
•
Create general ledger accounts
•
Create account groups
•
Check your knowledge about general ledger accounts
Business Example
The accounting department requires additional general ledger accounts to handle
authorized travel expenses and disbursements. An authorized travel expense is an
expense over 10,000 units of local currency approved by the Accounting manager.
The expense account numbers must fall within the range of AE0000 to AE9999.
The disbursement account numbers must be within the range CD0000 to CD9999.
Task 1:
Carry out the following tasks:
1.
A G/L account consist of which segments?
2.
When you copied company code 1000 in the previous exercise, you copied
the chart of accounts as well as the company code segment for your company
code. The associated account groups were also copied with the chart of
accounts. For the general ledger accounts mentioned in the business scenario,
the accounting department needs two additional account groups, one for the
expenses and one for the disbursements.
Copy the account group "ERG." within your chart of accounts (INT) to the
new account group AE## with the description “Authorized expenses ##”.
Change the number range for the account group AE## to AE0000-AE9999
accordingly.
Copy the account group "SAKO" within your chart of accounts (INT) to
the new account group CD## with the description "Cash expenses ##".
Change the number range for the account group CD## to CD0000-CD9999
accordingly.
Continued on next page
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3.
TFIN50
Create three general ledger accounts: Two for authorized expenses
(entertainment expenses, sports car rental expenses), and one for cash
payments. To create the accounts use reference accounts that your instructor
gives you. Use the new account group AE## or CD## for the new accounts.
Then display the chart of accounts for your company code.
Account number:
AE01##, AE02##, CD03##
Reference account numbers:
Your instructor will give you this
information.
Hint: Use group account number 312600 “Other General Expenses”
for the new accounts for authorized expenses. You can use group
account number 110100 for the new account for cash disbursements.
You will find further information about reference account numbers
in the unit on “master data”.
4.
Name the possible field status definitions in the order of their priority:
5.
Different company codes can use the same
.
Fill in the blanks to complete the sentence.
6.
The
controls the field display for the company
code data in the G/L account master record.
Fill in the blanks to complete the sentence.
7.
contain the total of the
transaction figures for the corresponding subledger accounts.
Fill in the blanks to complete the sentence.
Continued on next page
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Lesson: General Ledger Accounts
Task 2:
True or false?
1.
Reconciliation accounts are updated on a daily basis.
Determine whether this statement is true or false.
□
□
2.
True
False
You can always display the line items of a G/L account.
Determine whether this statement is true or false.
□
□
3.
True
False
G/L accounts with open item management must have line item display.
Determine whether this statement is true or false.
□
□
4.
True
False
G/L accounts that are managed in local currency can only be posted to in
this currency.
Determine whether this statement is true or false.
□
□
5.
True
False
G/L accounts that are managed in a foreign currency can only be posted
to in this foreign curren cy.
Determine whether this statement is true or false.
□
□
6.
True
False
Because the company codes use different operational charts of accounts, you
cannot carry out cross-company code controlling.
Determine whether this statement is true or false.
□
□
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True
False
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Solution 4: General Ledger Accounts
Task 1:
Carry out the following tasks:
1.
A G/L account consist of which segments?
Answer:
•
•
2.
Chart of accounts segment
Company code segment
When you copied company code 1000 in the previous exercise, you copied
the chart of accounts as well as the company code segment for your company
code. The associated account groups were also copied with the chart of
accounts. For the general ledger accounts mentioned in the business scenario,
the accounting department needs two additional account groups, one for the
expenses and one for the disbursements.
Copy the account group "ERG." within your chart of accounts (INT) to the
new account group AE## with the description “Authorized expenses ##”.
Change the number range for the account group AE## to AE0000-AE9999
accordingly.
Continued on next page
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Lesson: General Ledger Accounts
Copy the account group "SAKO" within your chart of accounts (INT) to
the new account group CD## with the description "Cash expenses ##".
Change the number range for the account group CD## to CD0000-CD9999
accordingly.
a)
Copy G/L account group.
IMG: Financial Accounting → General Ledger Accounting → G/L
Accounts → Master Data → Preparations → Define Account Group
Scroll down to your chart of accounts INT.
Select the account groups SAKO, General G/L Accounts II and
ERG, Profit and Loss Statement Accounts for your chart of
accounts, and the icon for “Copy as”.
Field Name or Data Type
Values
Next, overwrite the ERG account group with the following
information:
Account Group
AE##
Name
Authorized Expenses ##
From Account
AE0000
To Account
AE9999
Then overwrite the SAKO account group with the following
information:
Account Group
CD##
Name
Cash Disbursements ##
From Account
CD0000
To Account
CD9999
Select "Enter" and then "Save".
3.
Create three general ledger accounts: Two for authorized expenses
(entertainment expenses, sports car rental expenses), and one for cash
payments. To create the accounts use reference accounts that your instructor
gives you. Use the new account group AE## or CD## for the new accounts.
Then display the chart of accounts for your company code.
Continued on next page
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Account number:
AE01##, AE02##, CD03##
Reference account numbers:
Your instructor will give you this
information.
Hint: Use group account number 312600 “Other General Expenses”
for the new accounts for authorized expenses. You can use group
account number 110100 for the new account for cash disbursements.
You will find further information about reference account numbers
in the unit on “master data”.
a)
Create general ledger accounts (expense accounts):
SAP Easy Access menu: Accounting → Financial Accounting →
General Ledger → Master Records → G/L Accounts → Individual
Processing → Centrally
Or transaction code: FS00
Field Name or Data Type
Values
G/L Account
AE01##
Company Code
GR##
Choose G/L Account → Create With Reference.
Field Name or Data Type
Values
Account Number
Your instructor will give you this
information.
Company Code
GR##
Choose “Enter“.
Hint: Make settings so that you can display key information
(for example, AE##, CD##) in all dropdown lists.
Use the shortcut “Alt+F12” to access Customizing of Local
Layout. Under “Options”, choose the “Expert” tab page.
Select the entry “Show Keys in all Dropdown Lists”. Copy
the setting.
Continued on next page
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Lesson: General Ledger Accounts
Field Name or Data Type
Values
Account Group
AE## (authorized expenses ##)
Short Text
Entertainment ##
G/L Account Long Text
Entertainment expenses ##
Group account number
312600
Choose the“Control Data” tab and delete the entry in the “Alternative
Account Number” field.
Choose “Save“.
If necessary, confirm the information messages with “Enter”.
Repeat this process to create the additional expense account
AE02## for Sport’s Car Rental Expense.
b)
Create a general ledger account (cash payment account):
SAP Easy Access menu: Accounting → Financial Accounting →
General Ledger → Master Records → G/L Accounts → Individual
Processing → Centrally
Or transaction code: FS00
Field Name or Data Type
Values
G/L Account
CD03##
Company Code
GR##
Choose G/L Account → Create With Reference.
Field Name or Data Type
Values
Account Number
Your instructor will give you this
information.
Company Code
GR##
Choose “Enter“.
Field Name or Data Type
Values
Account Group
Cash Disbursements ##
Short Text
Disbursements GR##
G/L Account Long Text
Cash Disbursements GR##
Group account number
110100
Continued on next page
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Choose the “control data” tab and delete the alternative account no.
Choose “Save“.
If necessary, confirm the information messages with “Enter”.
c)
Display your chart of accounts:
SAP Easy Access menu: Accounting → Financial Accounting →
General Ledger → Information System → General Ledger Reports
→ Master Data → G/L Account List → G/L Account List
On the selection screen, enter the following information…
Field Name or Data Type
Values
Chart of Accounts
INT
Company Code
GR##
Choose “Execute“.
This report shows you master data for every general ledger
account. Use the binoculars icon (Ctrl + F) to navigate to the new
G/L accounts you have created.
Select the green arrow to return to the selection screen.
Remove all of the checkmarks from the boxes in the “Output
Control” section and re-run the report.
Now the report will give you the account number and G/L account
long text.
Note: You have just added three new general ledger accounts
to your chart of accounts and run a report to check the chart of
accounts for your company code.
4.
Name the possible field status definitions in the order of their priority:
Answer:
•
•
•
•
5.
Hide
Display
Required entry
Optional entry
Different company codes can use the same chart of accounts.
Answer: chart of accounts
Continued on next page
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Lesson: General Ledger Accounts
6.
The account group controls the field display for the company code data
in the G/L account master record.
Answer: account group
7.
Reconciliation accounts contain the total of the transaction figures for the
corresponding subledger accounts.
Answer: Reconciliation accounts
Task 2:
True or false?
1.
Reconciliation accounts are updated on a daily basis.
Answer: False
The reconciliation accounts are updated realtime.
2.
You can always display the line items of a G/L account.
Answer: False
You can only display the line items if the account is managed with line item
display.
3.
G/L accounts with open item management must have line item display.
Answer: True
You cannot define a G/L account with open item management without
selecting the “Line item display” option.
4.
G/L accounts that are managed in local currency can only be posted to in
this currency.
Answer: False
G/L accounts in local currency can be posted to in any currency.
5.
G/L accounts that are managed in a foreign currency can only be posted
to in this foreign curren cy.
Answer: True
If you select a foreign currency as the account currency, you can only post
amounts in this foreign currency to this account.
6.
Because the company codes use different operational charts of accounts, you
cannot carry out cross-company code controlling.
Answer: True
You can carry out cross-company code controlling if each company code
uses the same operational chart of accounts.
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Lesson Summary
You should now be able to:
•
Define and use a chart of accounts
•
Describe the structure of a general ledger account
•
Control the format of a general ledger account
•
Name and describe different types of general ledger accounts
•
Create, maintain, and control general ledger accounts
•
Describe how you can change several general ledger accounts at the same
time
•
Explain the advantages and disadvantages of group and country charts of
accounts
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Lesson: Customer/Vendor Accounts
Lesson: Customer/Vendor Accounts
Lesson Overview
You will be introduced into the master records of customers and vendors accounts.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
Describe the structure of customer and vendor accounts
Discuss the similarities and differences between general ledger and customer
and vendor accounts
Control and maintain customer and vendor accounts
Explain relationships between customer and vendor accounts
Business Example
The accounting manager is looking for similarities and differences between the
general ledger accounts and the subledger accounts. He is interested in the
structure of the customer and vendor accounts. Above all, he wants to know what
options the search help gives him.
Figure 40: The Accounting View of the Customer/Vendor Account
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Just like general ledger accounts, customer and vendor accounts also have two
segments:
•
•
One segment at client level, that contains general data. This data can be
accessed throughout the whole organization.
A segment at company code level, that contains company code-specific
data. Any company code that wishes to do business with a specific customer
or vendor has to create a company code segment for this customer or vendor.
This also creates a customer or vendor account.
Using reports RFBIDE10/RFBIKR10, you can transfer customer/vendor master
data maintained in a source company code into another company code.
Figure 41: The Sales View of the Customer Account
Because the sales and distribution department also stays in contact with a customer
and has to know specific data about this customer, a .sales area segment can
be created for each customer.
Any sales area that wants to do business with a customer has to create a sales area
segment first. The sales area segment contains sales area-specific data.
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Lesson: Customer/Vendor Accounts
Figure 42: The MM View of the Vendor Account
Just as there is a sales area segment for customers, there are purchasing
organization segments for vendors.
Any purchasing organization that wants to do business with a vendor has to create
a purchasing organization segment first. The purchasing organization segment
contains purchasing organization-specific data.
Figure 43: The Complete Customer Account
A complete customer account consists of the following three segments:
•
•
•
2006/Q2
General data at the client level
Company code segment
Sales area segment
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Usually, the sales area segment must at least be created for the sales area assigned
to the company code. Note: There may be other sales areas doing business with
the customer as well.
The account number is assigned to the customer at the client level. This ensures
that the account number for a customer is the same for all company codes and
sales areas.
Figure 44: The Complete Vendor Account
A complete vendor account consists of the following three segments:
•
•
•
General data at the client level
Company code segment
Purchasing organization segment
Usually at least the purchasing organization segment for the purchasing
organization assigned to the company code must be created. There may be other
purchasing organizations doing business with the vendor as well.
The account number is assigned to the vendor at the client level. This ensures that
the account number for a vendor is the same for all company codes and purchasing
organizations.
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Lesson: Customer/Vendor Accounts
Figure 45: Centralized Versus Decentralized Maintenance (AR)
The system offers separate functions for maintaining customer master records
depending on the requirements of your organization. These data records can be
maintained centrally for all areas or separately for Financial Accounting and
Sales and Distribution.
For the rest of this course we will focus on the maintenance of customer master
records in Financial Accounting.
Hint: When implementing both Accounts Receivable and Sales and
Distribution, members of both of these implementation teams must work
together to decide how to configure customer master records and who will
be responsible for their maintenance.
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Figure 46: Centralized Versus Decentralized Maintenance (AP)
As for customer master records, vendor master records can be maintained
centrally for all areas or separately for Financial Accounting and Materials
Management.
For the rest of this course we will focus on the maintenance of vendor master
records in Financial Accounting.
Hint: When implementing both Accounts Payable and Materials
Management, members of both of these implementation teams must work
together to decide how to configure vendor master records and who will
be responsible for their maintenance.
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Lesson: Customer/Vendor Accounts
Figure 47: Compare Master Data
If you use the components Purchasing Management and/or Sales order
management customers and vendors must be maintained for both components. It
is easiest to create customer/vendor master records centrally to ensure that they are
set up correctly. However, in some cases, Purchasing Management/Sales Order
Management create their own segments of the master record and Accounting
creates its own segments. In this case, there is the risk of creating incomplete or
duplicate master records. To find and correct these incomplete accounts, you can
run report RFDKAG00, Customer Master Data Comparison, or RFKKAG00,
Vendor Master Data Comparison, and make the necessary corrections. You can
then correct the accounts.
You can prevent the creation of duplicate accounts as follows:
•
•
2006/Q2
Use the matchcode before you create a new account
Activate the automatic duplication check
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Figure 48: 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 screen.
Important fields are:
•
•
•
Search terms: You can enter an abbreviation for the customer/vendor name
in these fields. The format is defined by company guidelines and practices.
Corporate Group: Customers or vendors who belong to one corporate group
can be grouped together by a user-defined group key. This group key can be
used for running reports, transaction processing, or for matchcodes.
Accounting clerk: The name of the accounting clerk must be saved under
an ID. You can enter this code in the customer/master records for which the
clerk concerned is responsible. The name of the clerk is then printed on
correspondence automatically. You can also use this ID for sorting dunning
and payment proposal lists.
You can enter explanatory texts in every segment.
Line item display and open item management are configured as standard 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 refer directly to the
customer/vendor is copied from the reference account to the new account, that is,
no address information, and so on. The data that was copied should be checked
and changed, if necessary, before the record is saved. We recommend that you
create a reference account for every account group.
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Lesson: Customer/Vendor Accounts
Figure 49: IBAN (International Bank Account Number)
The IBAN (International Bank Account Number) is an internationally recognized,
unique identification number for a certain bank account. IBANs were designed
by the ISO (International Organization for Standardization) and ECBS (European
Committee for Banking Standards) to facilitate 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.
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, and 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.
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Figure 50: Account Groups for Customers/Vendors
When you create customer/vendor master records, enter the account group on the
initial 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 the account group can be
changed from, for example, an ordering address to a ship-to address. For more
information see the SAP Library in Sales and Distribution.
Figure 51: Number Ranges for Customers/Vendors
There are separate number ranges for customer and vendor accounts. The range
of possible account numbers is divided into smaller number ranges. Number
ranges must not overlap.
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Lesson: Customer/Vendor Accounts
For each number range you can define whether the number assignment is internal
or external. Internal numbers are assigned by the system, whereas external
numbers are entered by the user who creates the record. External numbers may
be alphanumeric.
With internal number assignment, the system always assigns the next number
available in the range to a new account. If you want to know how many numbers
are left in a specific number range, you can display the Current Number.
With external number assignment, the user chooses the account number. Numbers
do not have to be assigned in sequence; therefore, a current number cannot be
displayed.
Each number range can be assigned to one or more account groups.
Figure 52: Normal Account or One-Time Account
For all customers or vendors with whom you rarely do business, create a special
customer and a special vendor master record. These master records contains
receivables and payables for one-time customers/vendors (one-time accounts). In
contrast to other master records, a one-time account master record does not contain
any information about a specific customer/vendor since this account is used for
more than one customer/vendor. Therefore, the customer-/vendor-specific fields
should be hidden.
You enter the customer-/vendor-specific data for one-time customers/vendors in
the document during posting.
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Figure 53: Status of the Fields in the Master Record
The account group is used to control the fields displayed in the master record. For
example, to ensure that all correspondence has complete address information,
change the field status so that all address fields are marked as "required entry".
Figure 54: Controlling the Field Status
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Lesson: Customer/Vendor Accounts
The layout of customer/vendor master data screens can be affected by several
factors:
Account group-specific control: Usually, the field status is controlled only by
the account group. This means that all accounts of one 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 is
not to be changed after it has been created, such as the “reconciliation account”
field, for example.
Company code-specific control: You have already seen the account
group-specific and the transaction-specific field status with the general ledger
account groups. You can control the field status for fields in the company code
segment of customer and vendor master records via the company code-specific
screen layout. You can hide fields that are not used in a specific company code,
but enter values in these fields in other company codes. For example, if a company
code does not want to use the dunning program, hide the relevant fields for this
company code.
The account group-specific field status, the transaction-specific field status and
the company code-specific field status are compared, and the field status with the
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 the transaction-specific or company code-specific
control, set the field status for all fields to optional. Since this field status has the
lowest priority, the account group-specific control is always used.
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Figure 55: Dual control principle
You now can define that one person makes changes to customer or vendor master
data while another person is responsible for confirming the changes, usually for
critical customer/vendor changes.
First you have to define the fields for dual control in the customer/vendor master
records in the IMG.
If you define a field in the customer/vendor master record as “sensitive”, the
corresponding customer/vendor is blocked for payment if the entry is changed.
The block is removed when a second person with authorization checks the change
and confirms or rejects it.
The confirmation for the changes can be made for a single customer/vendor or you
can get a list. This list can be restricted by:
•
•
•
•
•
•
86
Customer/vendor
Company Code
Accounts not yet confirmed
Accounts rejected
Accounts to be confirmed by me
You can display the customer or vendor master record for all accounts
using reports RFDABL00 or RFKABL00.
© 2006 SAP AG. All rights reserved.
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Lesson: Customer/Vendor Accounts
Figure 56: Customer/Vendor Clearing
If a customer is also a vendor, or vice versa, the payment and the dunning program
can clear open items against each other. The open items of the assigned account
can also be displayed in the line item display and the open item selection screens.
To clear open items, you have to carry out the following steps:
•
•
You have to enter the vendor account number in the customer account, or
vice versa.
Each company code can decide separately whether it wants to clear open
items between customers and vendors. If clearing is to be used, you have
to select the field "Clearing with Vendor" in the customer account or the
corresponding field in the vendor account.
If you set the indicator Account Control and Status in the area 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 or vendor.
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Figure 57: Alternative Payer/Payee
At the client and company code level, you can enter an alternative payer/payee.
The entry in the company code segment has higher priority than the entry at client
level.
There are several options for using this function within the master record. If you
set the “Individual Entries” indicator when creating an invoice, you can enter
information about an individual payer/payee for a customer/vendor that has not
been created in mySAP ERP.
If the alternative payer/payee is an existing customer or vendor, you can enter
the customer/vendor account number as permitted payee/payer in the master
record. During invoice entry, you can choose one of these payer(s)/payee(s) 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).
If you set the "Payment Data" indicator in the "Additional Selections" area 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.
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Lesson: Customer/Vendor Accounts
Figure 58: Head Office/Branch
In some industries, customers submit orders locally, through the branch, but pay
invoices centrally through the head office. There is a difference between the goods
flow and the cash flow. You can reflect this in the SAP System via head office
and branch accounts.
All items posted to a branch account are automatically transferred to the head
office account. Usually, dunning notices go to the head office and it is the
head office that makes and receives payments. However if the “Decentralized
Processing” field is selected in the head office master record, the dunning and
payment programs use the branch account instead.
If you set the "Account Control and Status" indicator in the "Additional
Selections" area 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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Lesson: Customer/Vendor Accounts
Exercise 5: Customer/Vendor Accounts
Exercise Objectives
After completing this exercise, you will be able to:
•
Create customer/vendor account groups
•
Create customer/vendor accounts
•
Check your knowledge about customer/vendor accounts
Business Example
Customer and vendor master data is created by the accounting department.
Customer accounts:
•
•
Account number is assigned automatically
Payment terms must be maintained by the accounting clerk
Vendor accounts:
•
•
•
Account number is assigned by the clerk
The manager of the Accounts Payable department wants to use the extended
search, where both search terms (search term 1 and search term 2) must
be entered.
Check that the search term 1 is a sensitive field for changes.
Task 1:
Do not change the number ranges since they are valid for all company codes!
1.
Create an account group D## with the description "Customers ##" for the
regular customer accounts. Do this by copying the account group KUNA
and configuring D## according to the requirement in the business scenario.
Assign the number range 02 to the account group.
2.
Create a regular customer account with the new account group D##.
Complete the following fields with the data below:
Search Term:
GR##
Group ID:
AC200
Reconciliation Account:
Trade Receivables - Domestic
140000
Terms of Payment:
0002
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3.
Create an account group K## with the description "Vendors ##" for the
regular vendor accounts. Do this by copying the account group KRED and
configuring K## according to the requirements in the business scenario.
Assign the number range XX to the account group. Note: XX is the number
range, NOT your group number!
4.
Create a normal vendor account, Vendor ##, with the new account group
K##. Complete the following fields with the data below:
Search Term 1:
GR##
Search Term 2:
Vendor's last name
Hint:
Either: You have just noticed that it is not possible to enter a second
search term: What could be the reason for this? ... The answer
appears in activity 2!
Or: You were able to make an entry for search term 2: The reason
why is given in activity 2 point 3 too.
Group ID:
AC200
Reconciliation Account:
Payables 160000
Planning Group:
A1
Terms of Payment:
0001
Task 2:
When you check your master records again, you discover that one of the terms was
not fulfilled: You could not enter both search terms in the vendor master record.
1.
Check whether the fields for the search terms are required entry fields in
the master record.
2.
Check whether the field "Search Term B" (Search Term 2) was defined as a
required entry field in the account group.
3.
Why is the field not displayed in the master record? Check the
transaction-dependent field status for creating vendor master records.
4.
Check why this occurred.
Tip: Double-click on the documentation for the IMG activity next to Define
Screen Layout per Activity (Vendors).
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Lesson: Customer/Vendor Accounts
Task 3:
The accounting manager then decides that the type of vendor should be recorded
in the first search term. In this example, it is supplies, equipment, and so on,
and the company code number in the second search term. The first search term
is a sensitive field. The accounting manager must therefore confirm all changes
in this field.
1.
Make Search Term A a sensitive field.
2.
Update your vendor master record with the new information
3.
Confirm the changes that your neighbor made to their vendor master record.
4.
A complete customer account consists of the following parts:
5.
A complete vendor account consists of the following parts:
Task 4:
True or false?
1.
The customer/vendor accounts must always be maintained centrally.
Determine whether this statement is true or false.
□
□
2.
True
False
One number range can only be assigned to one account group.
Determine whether this statement is true or false.
□
□
True
False
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Task 5:
Complete the sentence:
1.
number assignment means that the mySAP ERP system
assigns the number automatically.
Fill in the blanks to complete the sentence.
2.
You maintain a customer/vendor master record
if
you create the Financial segments at the same time as the Sales order
Management/Purchasing Management segments.
Fill in the blanks to complete the sentence.
3.
General ledger accounts have
and vendor master records can have
number assignment.
number assignment; customer
or
Fill in the blanks to complete the sentence.
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Lesson: Customer/Vendor Accounts
Solution 5: Customer/Vendor Accounts
Task 1:
Do not change the number ranges since they are valid for all company codes!
1.
Create an account group D## with the description "Customers ##" for the
regular customer accounts. Do this by copying the account group KUNA
and configuring D## according to the requirement in the business scenario.
Assign the number range 02 to the account group.
a)
Create an account group for customers.
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Customer Accounts → Master Data → Preparations
for Creating Customer Master Data → Define Account Groups
with Screen Layout (Customers)
Select “KUNA General customers”
Edit → Copy As...
Overwrite the following data:
Field Name or Data Type
Values
Account Group
D##
Name
Customers ##
Double-click "Company Code Data" to edit the field status.
Double-click on “Payment transactions”.
Field Name or Data Type
Values
Terms of Payment
Required entry
Choose “Save“.
Assign a number range to the account group:
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Customer Accounts → Master Data → Preparations
for Creating Customer Master Data → Assign Number Ranges
to Customer Account Groups
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Field Name or Data Type
Values
Group
D##
Number Range
02
Choose “Save“.
2.
Create a regular customer account with the new account group D##.
Complete the following fields with the data below:
Search Term:
GR##
Group ID:
AC200
Reconciliation Account:
Trade Receivables - Domestic
140000
Terms of Payment:
0002
a)
Create a standard customer account.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Master Records → Create
Field Name or Data Type
Values
Account Group
Customers ## (D##)
Customer
Blank
Company Code
GR##
Reference Customer
Blank
Reference Company Code
Blank
Choose “Enter”.
“Address” tab:
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
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Lesson: Customer/Vendor Accounts
Choose the “Control Data” tab page.
Field Name or Data Type
Values
Group Key
AC200
Choose the “Company Code Data“ button.
Choose the tab page “Account Management“.
Field Name or Data Type
Values
Reconciliation Account
Select the F4 Help and then
Trade Receivables - Domestic.
Select the “Payment transactions” tab.
Field Name or Data Type
Values
Terms of Payment
0002
Choose "Save“.
Make a note of your customer number:
__________________________
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3.
TFIN50
Create an account group K## with the description "Vendors ##" for the
regular vendor accounts. Do this by copying the account group KRED and
configuring K## according to the requirements in the business scenario.
Assign the number range XX to the account group. Note: XX is the number
range, NOT your group number!
a)
Create an account group for vendors.
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Vendor Accounts → Master Data → Preparations for
Creating Vendor Master Data → Define Account Groups with Screen
Layout (Vendors)
Select “KRED Vendors”.
Edit → Copy as...
Overwrite the following data:
Field Name or Data Type
Values
Account Group
K##
Name
Vendors ##
Doubleclick on “General Data“ to edit the field status.
Doubleclick on “Address“.
Field Name or Data Type
Values
Search Term B
Required entry
Choose “Save“.
Assign a number range to the account group:
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Vendor Accounts → Master Data → Preparations for
Creating Vendor Master Data → Assign Number Ranges to Vendor
Account Groups
Field Name or Data Type
Values
Group
K##
Number Range
XX
Note: XX is the number range, NOT your group number!
Choose "Save“.
Continued on next page
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Lesson: Customer/Vendor Accounts
4.
Create a normal vendor account, Vendor ##, with the new account group
K##. Complete the following fields with the data below:
Search Term 1:
GR##
Search Term 2:
Vendor's last name
Hint:
Either: You have just noticed that it is not possible to enter a second
search term: What could be the reason for this? ... The answer
appears in activity 2!
Or: You were able to make an entry for search term 2: The reason
why is given in activity 2 point 3 too.
Group ID:
AC200
Reconciliation Account:
Payables 160000
Planning Group:
A1
Terms of Payment:
0001
a)
Create a normal vendor account.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Master Records → Create
Field Name or Data Type
Values
Vendor
Vendor##
Company Code
GR##
Account Group
K##
Choose “Enter”.
“Address” tab:
Field Name or Data Type
Values
Name
Your choice. Be Creative!
Street/house number
Your choice
Search Term 1
GR##
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Search Term 2
Vendor's last name
Postal Code/City
Your choice
Country/Region
Course country
Either: You have just noticed that it is not possible to enter a second
search term: What could be the reason for this? ... The answer appears
in activity 2!
Or: You were able to make an entry for search term 2: The reason why
is given in activity 2 point 3 too.
Go to → Next Screen
Field Name or Data Type
Values
Group:
AC200
Goto → Next screen, “Payment Transactions”
Goto → Next Screen “Accounting Information”
Field Name or Data Type
Values
Reconciliation Account
Select the F4 Help and then Trade
Payables - Domestic.
Cash Management Group:
A1
Go to → Next Screen “Payment Transactions, Accounting”
Field Name or Data Type
Values
Terms of Payment
0001
Choose "Save“.
Continued on next page
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Lesson: Customer/Vendor Accounts
Task 2:
When you check your master records again, you discover that one of the terms was
not fulfilled: You could not enter both search terms in the vendor master record.
1.
Check whether the fields for the search terms are required entry fields in
the master record.
a)
Check that the field is a required entry field in the master record.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Master Records → Change
Field Name or Data Type
Values
Vendor
Vendor##
Company Code
GR##
Address
Choose “Enter”.
The second search term does not show up on the screen in the
“Search Terms” section. The screen has a blank space where the
second search term field should be.
2.
Check whether the field "Search Term B" (Search Term 2) was defined as a
required entry field in the account group.
a)
Check the field status of the vendor account group. Check that the field
is defined as a required entry field.
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Vendor Accounts → Master Data → Preparations for
Creating Vendor Master Data → Define Account Groups with Screen
Layout (Vendors)
Doubleclick on your account group K##.
Double click on “General data” to view the field status.
Double click on “Address.”
Verify the following data.
Field Name or Data Type
Values
Search Term B
Required entry
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3.
TFIN50
Why is the field not displayed in the master record? Check the
transaction-dependent field status for creating vendor master records.
a)
Check the activity-specific field status: Check whether the field is
defined as a required entry field.
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Vendor Accounts → Master Data → Preparations for
Creating Vendor Master Data → Define Screen Layout per Activity
(Vendors)
Double click on “Create Vendor (Accounting).”
Double click on “General Data” to view the field status.
Double click on “Address.”
Check the following data: Does the field “Search Term B” have the
field status “hide”? If so, make the following correction:
Field Name or Data Type
Values
Search Term B
Required entry
Choose "Save“.
Check the same information for the activity “Change Vendor”: To do
this, use the green back arrow to return to the overview screen.
Doubleclick on Change Vendor (Accounting).
Double-click on General Data to display the field status.
Double-click on Address.
Make sure that Search Term B is a required entry.
Save your entries.
Result: Data can now be entered in the field “Search Term B”
by all the course participants. Reason: The definition of the
transaction-dependent field status is not specific to a particular
company code.
4.
Check why this occurred.
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Lesson: Customer/Vendor Accounts
Tip: Double-click on the documentation for the IMG activity next to Define
Screen Layout per Activity (Vendors).
a)
Hiding a field has the highest priority. The order is then as follows:
“Display”, “Required Entry”, and “Optional Entry”.
This results in:
Account Group
Required entry
Transaction
Hide
Result
Hide
Task 3:
The accounting manager then decides that the type of vendor should be recorded
in the first search term. In this example, it is supplies, equipment, and so on,
and the company code number in the second search term. The first search term
is a sensitive field. The accounting manager must therefore confirm all changes
in this field.
1.
Make Search Term A a sensitive field.
a)
Define Search Term A a sensitive field.
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Vendor Accounts → Master Data → Preparations for
Creating Vendor Master Data → Define Sensitive Fields for Dual
Control (Vendors)
Choose “New Entries“.
Click on the input help in the field “Field Name“ and double-click
on search term 1 (ADRC-SORT1).
Choose “Save“.
Hint: The definition of sensitive fields is not company
code-specific. Therefore, this field may have already been
set up by your instructor or another participant.
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Unit 2: Master Data
2.
TFIN50
Update your vendor master record with the new information
a)
Change the vendor master record.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Master Records → Change
Field Name or Data Type
Values
Vendor
Vendor##
Company Code
GR##
Address
Choose “Enter”.
Field Name or Data Type
Values
Search Term 1
Supplies
Search Term 2
GR##
If necessary, confirm any information with “Enter”.
Select “Enter” at the information message telling you that your
changes need to be confirmed.
Choose "Save“.
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Lesson: Customer/Vendor Accounts
3.
Confirm the changes that your neighbor made to their vendor master record.
a)
Confirm the vendor master record changes.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Master Records → Confirmation of Change
→ Single
Field Name or Data Type
Values
Vendor
Vendor ## of your neighbor
Company Code
GR## of your neighbor
Choose “Enter”.
Select the “Changes to sensitive fields” pushbutton to review the
changes. Doubleclick several times on the field name to display
detailed information about the changes.
Select the green arrow to return to the main screen.
Select “Confirm” to confirm your neighbor’s change.
Choose "Save“.
Note: You have just…
•
•
•
•
•
4.
Created new account groups for customer and vendor
master records
Created a new customer and vendor master record
Defined the first search term as a sensitive field in the
vendor master record
Changed your vendor master record
Confirmed your neighbor’s changes to their vendor
master record
A complete customer account consists of the following parts:
Answer:
•
•
•
General data
Company code segment
Sales area segment
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5.
TFIN50
A complete vendor account consists of the following parts:
Answer:
•
•
•
General data
Company code segment
Purchasing organization segment
Task 4:
True or false?
1.
The customer/vendor accounts must always be maintained centrally.
Answer: False
Customer/vendor accounts can be maintained centrally or decentrally.
2.
One number range can only be assigned to one account group.
Answer: False
A number range can be assigned to several account groups.
Task 5:
Complete the sentence:
1.
Internal number assignment means that the mySAP ERP system assigns
the number automatically.
Answer: Internal
2.
You maintain a customer/vendor master record centrally if you
create the Financial segments at the same time as the Sales order
Management/Purchasing Management segments.
Answer: centrally
3.
General ledger accounts have external number assignment; customer and
vendor master records can have internal or external number assignment.
Answer: external, internal, external
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Lesson: Customer/Vendor Accounts
Lesson Summary
You should now be able to:
•
Describe the structure of customer and vendor accounts
•
Discuss the similarities and differences between general ledger and customer
and vendor accounts
•
Control and maintain customer and vendor accounts
•
Explain relationships between customer and vendor accounts
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Lesson: Bank Accounts
Lesson Overview
You will be given an introduction to the master records of bank accounts.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
Maintain bank master data
Define house banks
Create accounts at your house banks
Maintain the links between bank and G/L accounts
Business Example
The company wants to create a new house bank with the name Savings Bank.
They open an account at the new bank with the account number 111111 and want
to reflect this in the system.
Figure 59: Bank Master Data (1)
Every bank that is used in the system (for example, as a house bank or as a
customer/vendor bank) you have to create a bank master record.
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Lesson: Bank Accounts
Bank master records are stored centrally in the bank directory (report RFBKVZ00
issues a list of banks - table BNKA - with their master data). Every record is
identified by the bank country and the bank key. Bank master records include
address data and control data, such as the SWIFT Code, postal giro data, and bank
group (for payment optimization in the automatic payment program).
You can display changes to the bank master data for all banks using report
RFBKABL0.
Figure 60: Bank Master Data (2)
Banks that your company uses are defined as house banks. You create house banks
in Customizing and they contain bank master data, information for electronic
payment transactions, bank accounts per house bank, and general ledger accounts
per bank account.
The payment program uses the house bank ID and the bank types to determine
the bank to be used (tip: Use meaningful abbreviations for the house bank ID and
bank type - it simplifies the situation for yourself and other users).
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Figure 61: Bank Master Data (3)
Bank master data can be created four ways:
•
•
•
•
When entering bank information in the customer or vendor master record, or
in the Customizing for house banks
Using the Create Bank transaction in the Accounts Receivable/Payable
master data menu
The bank directory can be imported from disk or tape using program
RFBVALL_0, Country-Specific Transfer of Bank Data. The disk with
the bank directory can be obtained from one of the country’s banking
organizations. The bank directory should be updated regularly.
Customers that use the lockbox function can create a batch input session that
automatically updates customer banking information in the master record.
When you enter bank details in the customer and vendor master record, you
can access banks already created in the bank directory. Then you only have to
enter the bank country and the bank key; the name and address of the bank are
determined automatically.
In the customer/vendor master record, the field “Bank Type” is used to distinguish
between different banks. When processing invoices, if the customer/vendor has
more than one bank, the user can choose a bank by using the matchcode in the
partner bank field.
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Lesson: Bank Accounts
Figure 62: Bank Accounts (1)
Each bank account is reflected in the SAP ERP system by a combination of
house bank ID and account ID. This combination is entered in a G/L account that
represents the bank account in the general ledger.
Figure 63: Bank Accounts (2)
You must also define bank accounts that are managed at the house banks. The
accounts can be identified by an account ID which is unique per house bank. The
bank account data contains the number of the account at your bank, the account
currency, and the relevant G/L account.
For every bank account, a G/L account must be created. This G/L account is
assigned to the bank account and vice versa. Both accounts have to have the
same account currency.
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Lesson: Bank Accounts
Exercise 6: Bank Master Data
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a new bank master record manually
•
Define the new bank as your house bank
•
Define a bank account
•
Connect the bank account to a G/L account
Business Example
A new bank, "Savings Bank", is founded and the enterprise decides to choose it
as its house bank. The company opens a checking account at the new bank with
the account number 111111.
Task:
Carry out the following tasks:
2006/Q2
1.
The new bank is not yet in the mySAP ERP bank directory. Therefore, enter
the new bank manually. The bank key will be given to you by your instructor.
2.
Define the new bank as a house bank with the ID "HB##."
3.
Create the current account under account ID “GIRO” and connect it to the
general ledger account given to you by your instructor.
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Solution 6: Bank Master Data
Task:
Carry out the following tasks:
1.
The new bank is not yet in the mySAP ERP bank directory. Therefore, enter
the new bank manually. The bank key will be given to you by your instructor.
a)
Create a bank master record.
SAP Easy Access menu: Accounting → Financial Accounting →
Banks → Master Data → Bank Master Record → Create
Field Name or Data Type
Values
Bank Country
Course country
Bank Key
Your instructor will give you this
information.
Choose “Enter“.
Field Name or Data Type
Values
Bank Name
Savings Bank
Region
Your choice
Street
Your choice
City
Your choice
Branch
Your choice
Choose “Save“.
Continued on next page
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Lesson: Bank Accounts
2.
Define the new bank as a house bank with the ID "HB##."
a)
Define a house bank.
IMG: Financial Accounting → Bank Accounting → Bank Accounts
→ Define House Banks
Field Name or Data Type
Values
Company Code
GR##
Choose “Enter“.
Edit → New Entries
Field Name or Data Type
Values
House Bank
HB##
Bank Country
Course country
Choose “Enter“.
Field Name or Data Type
Values
Bank Key
Bank key for your new bank
Choose “Save“.
3.
Create the current account under account ID “GIRO” and connect it to the
general ledger account given to you by your instructor.
a)
Create a current account.
IMG: Financial Accounting → Bank Accounting → Bank Accounts
→ Define House Banks
Field Name or Data Type
Values
Company Code
GR##
Select your house bank HB##.
Doubleclick on Bank Accounts.
Edit → New Entries
Continued on next page
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Field Name or Data Type
Values
House Bank
HB##
Account ID
CURR
Name
Current account ##
Field Name or Data Type
Values
Bank Account:
111111
Currency
Local currency
G/L Account
Your instructor will give you
this information.
Choose “Save“.
Enter the account ID in the G/L account:
SAP Easy Access menu: Accounting → Financial Accounting →
General Ledger → Master Records → G/L Accounts → Individual
Processing → Centrally
Or transaction code: FS00
Field Name or Data Type
Values
G/L Account
Your instructor will give you
this information.
Company Code
GR##
Select the “Create/Bank/Interest” tab.
G/L Account → Change
Field Name or Data Type
Values
House Bank
HB##
Account ID
CURR
Choose “Save“.
Note: You have just..
•
•
•
•
116
Added your bank to the bank directory
Defined your bank as a house bank
Created a bank account for your bank
Connected a general ledger account to your house bank
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Bank Accounts
Lesson Summary
You should now be able to:
•
Maintain bank master data
•
Define house banks
•
Create accounts at your house banks
•
Maintain the links between bank and G/L accounts
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Unit Summary
TFIN50
Unit Summary
You should now be able to:
•
Define and use a chart of accounts
•
Describe the structure of a general ledger account
•
Control the format of a general ledger account
•
Name and describe different types of general ledger accounts
•
Create, maintain, and control general ledger accounts
•
Describe how you can change several general ledger accounts at the same
time
•
Explain the advantages and disadvantages of group and country charts of
accounts
•
Describe the structure of customer and vendor accounts
•
Discuss the similarities and differences between general ledger and customer
and vendor accounts
•
Control and maintain customer and vendor accounts
•
Explain relationships between customer and vendor accounts
•
Maintain bank master data
•
Define house banks
•
Create accounts at your house banks
•
Maintain the links between bank and G/L accounts
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2006/Q2
Unit 3
Document Control
Unit Overview
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
Classify accounting documents
Display accounting documents
Describe the structure of accounting documents
Open and close posting periods
Open and close posting periods differently for different account types
Define the amounts that specific groups of accounting clerks are allowed
to post
Assign users to a tolerance group for highest amounts
Post simple documents in Financial Accounting
Unit Contents
Lesson: Document Structure ..................................................120
Exercise 7: Document Header............................................129
Exercise 8: Line Item.......................................................139
Lesson: Posting Periods .......................................................147
Exercise 9: Posting Periods...............................................151
Lesson: Posting Authorizations ...............................................158
Exercise 10: Posting Authorizations .....................................161
Lesson: Simple Documents in Financial Accounting.......................165
Exercise 11: Simple Documents in Financial Accounting .............169
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Lesson: Document Structure
Lesson Overview
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Classify accounting documents
Display accounting documents
Describe the structure of accounting documents
Business Example
Every day, hundreds of financial documents are created in the company. To
simplify the storage of the original documents, the documents have to be divided
into several categories. The internal auditors require that all authorized expense
documents be identifiable by a unique document type and are within an exclusive
number range.
Different business transactions need different data within the documents. Some
data may be mandatory for specific postings.
The client requires that each item in the authorized expense account has a detailed
description that justifies the expense.
Figure 64: Document in mySAP ERP Financials
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Lesson: Document Structure
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.
Every document is uniquely identified by the following fields:
•
•
•
Document number
Company code
Fiscal year
Documents in mySAP ERP Financials include the following:
•
•
A document header (information that applies to the entire document)
Between 2 and 999 document items (information that applies to the line
item) If you post documents via the Accounting interface (for example, from
Sales Order Management, Purchasing Management, or other applications),
this results in items in the accounting document that are identical in almost
all of the fields. If you want to summarize accounting documents, read SAP
Note 36353 and note the links to other related Notes.
Detailed data for the document header and line items (optional)
Two important control keys:
•
•
Document type for the document header
Posting key for the line items
The SAP system records at least one document for every business transaction.
Each document receives a unique document number.
The system can assign the document numbers (= internal number assignment) or
the user can assign the number during document entry (= external assignment).
A business transaction can create one or more documents. For example, when
goods arrive from a vendor, a material document is created to record data that is
important for inventory management. An accounting document is created to track
financially-relevant information, such as G/L accounts and amounts.
Many business transactions occur in the system for which documents are created,
but no accounting document is created because there is no effect for accounting.
An example of this would be a purchase order in Materials Management.
Documents that are connected to each other are linked in the system, so that you
have an overview of every business transaction in the system.
Using report RFBELJ00, you can create a compact document journal in the
system. It contains the most important data for the selected documents from the
document headers and line items in tabular form.
You can use reports RFBUEB00 and RFBUEB01 to find documents in the system.
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Figure 65: Document Types
The document type controls the document header and is used to differentiate
the business transactions to be posted, for example, vendor invoices, customer
payments, and so on. Document types are defined at client level and are therefore
valid for all company codes. The standard system is delivered with document
types that can be changed or copied.
Document types define the following:
•
•
Number ranges for document numbers
Account types permitted for postings
Document types also define the following:
•
•
The field status of the document header fields “Document Header Text” and
“Reference Number”
Whether invoices are posted with the net procedure
In the procedure recommended by SAP for storing original documents, the
document type controls document storage. Always store the original documents
under the number of the system document. If the original document has an
external number:
•
•
122
Enter the external number of the original document in the "Reference
Number" field in the system document header
Note the number of the system document in the original document
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Document Structure
Figure 66: Important Standard Document Types
Document type AB allows postings to all account types.
All other document types limit the types of accounts you can post to. Document
type DG, for example, allows you to post to customer (D) and G/L accounts (S)
only.
To transfer billing documents from the mySAP ERP billing system, you need
one of the following document types:
•
•
RV, the default document type for Sales Order Management billing
documents (customer invoices).
RE, the default document type for Materials Management billing documents
(vendor invoices).
When internal number assignment is used, the system assigns a new number to
each document in the Financial Accounting component. In external number
assignment, the system transfers the billing document number to the accounting
document, providing this number has not already been assigned.
The payment program uses mostly the document type ZP for its automatic
postings.
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Figure 67: Document Number Ranges
The document number range defines the number range for the document
numbers that are to be assigned. These number ranges must not overlap.
•
•
Internal number assignment: The system saves the last document number
that was taken from the number range in the Current Number field and
assigns the number following the current number as the next document
number, (see the “Document Number Ranges” graphic, examples 00 and 01).
External number assignment: The user enters the number of the original
document, or the number is assigned automatically from another system. The
numbers are usually not used in sequence and therefore the system cannot
store a current number (example 02). The numbers may be alphanumeric.
The document number range must be defined for the year in which it is used.
There are two options:
•
•
Up to a future fiscal year: At the beginning of a new fiscal year, the system
uses the number following the current number as the next number. It does
not restart at the first number of the number range.
For each fiscal year: At the start of a new fiscal year, the system starts
again with the first number of the number range. This helps to ensure that
the number range is sufficient.
One number range can be assigned to several document types. You can copy the
intervals of document number ranges from one company code to another, or copy
intervals from one fiscal year to another.
You can use report RFBNUM00 to find gaps in the document number assignment.
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Lesson: Document Structure
Figure 68: Functions of the Posting Keys
Like document types, posting keys are defined at client level.
In addition to the above mentioned control functions, the posting key specifies
the following:
•
•
Whether the line item is connected to a payment transaction or not. This
information is required for analyzing the payment history and creating
payment notices.
Whether the posting is sales-relevant and the sales figure of the account is
to be updated by the transaction, for example, by the posting of a customer
invoice.
The posting keys have been enhanced for the Enjoy document entry functions.
In the standard transactions, posting keys are labeled “debit” and “credit.” In
Customizing, mySAP ERP delivers the following default values:
•
•
•
2006/Q2
For G/L account posting: “Debit” is posting key 40, “credit” is posting key
50.
For customer invoices: “Debit” is posting key 01, “credit” is posting key 50.
For vendor invoices: “Credit” is posting key 31, “debit” is posting key 40.
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Figure 69: Document Field Status
During document entry, different fields are displayed depending on the transaction
and the accounts used. For example, when posting expenses, a cost center and
tax information is usually required. However, when posting cash, this same
information is not necessary. These different displays during document processing
are controlled by the field status.
As a general rule, you customize the account-specific field status for general
ledger accounts. For customer and vendor processing, you customize the field
status specific to the posting key as necessary.
Just as in the field status definition in G/L accounts, the field status with the higher
priority applies. The priority is shown above.
Exceptions to this rule:
•
•
If business areas are used, the business area field must be ready for input. It
is activated by enabling business area financial statements for the company
code. You can only use the field status to define whether the field is a
required or an optional entry field.
Entries in tax fields are only possible if the general ledger account is relevant
for tax.
The field status Hide cannot be combined with the field status Required entry.
This combination causes an error.
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Lesson: Document Structure
Figure 70: Field Status Groups
For each group of general ledger accounts, for example, cash accounts, expense
accounts, you have to define the status of every document entry field. When
using these G/L accounts, should the text field for document entry be a required
field, an optional field, or a hidden field? Will the cost center field be required,
hidden, or optional for document entry when using these G/L accounts? And so on.
This information is divided into field status groups for each group of G/L
accounts.
You assign field status groups to the respective general ledger accounts in the
general ledger account master records.
The field status groups are summarized in one field status variant.
The field status variant is assigned to your company code(s). No posting can be
made until this is complete. Typically, you assign the same field status variant
to all of your company codes so that the same field status information applies
across company codes.
mySAP ERP delivers a standard set of field status groups. We recommend you
copy the standard delivered field status groups and modify them as necessary.
If a document is posted to a subledger account, the field status group of the
reconciliation account is used.
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Figure 71: Standard Posting Keys
SAP recommends that you use the standard posting keys delivered. If you
change them or define new posting keys, all tables containing a reference to these
keys must also be updated.
Posting keys for assets and materials may only be used if the corresponding SAP
components are installed.
By changing the field status definitions of posting keys and the field status group,
the field status can be made transaction-dependent and account-dependent.
•
Since the subledger accounts do not have a field status group, differentiation
in the subledger postings is mainly made via different posting keys.
Therefore, there are a lot of posting keys for subledger accounts.
In general ledger postings, differentiation is mainly made via different field
status groups. Therefore, only two posting keys (40 and 50) are needed for general
ledger postings.
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Lesson: Document Structure
Exercise 7: Document Header
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge of document types and number ranges
•
Create a document type and a number range
•
Check the assignments of number ranges to document types
Business Example
Every day hundreds of financial documents are created in the company. To
simplify the storage of the original documents, the documents have to be divided
into several categories.
The internal auditors require that all authorized expense documents be identifiable
by a unique document type and are within an exclusive number range. The
authorization number from the accounting executive must be entered in the
document header.
Task 1:
Answer the following questions:
1.
What are the most important control functions of the document type?
Task 2:
Complete the sentence:
1.
If the user assigns the document number manually, this
is
number assignment.
Fill in the blanks to complete the sentence.
Continued on next page
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Task 3:
Complete the sentence:
numbers may be alphanumeric.
1.
Fill in the blanks to complete the sentence.
Task 4:
True or false?
1.
Every company code may define its own document types.
Determine whether this statement is true or false.
□
□
2.
True
False
Every company code may define its own document number ranges.
Determine whether this statement is true or false.
□
□
3.
True
False
At the beginning of a new fiscal year, the system always starts the document
number assignment again at the start of the number range.
Determine whether this statement is true or false.
□
□
4.
True
False
Document number ranges must not overlap.
Determine whether this statement is true or false.
□
□
True
False
Continued on next page
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Lesson: Document Structure
Task 5:
Answer the following question:
1.
How many number ranges can be assigned to a document type
simultaneously?
Task 6:
Carry out the following task:
1.
Your client’s head accountant wants the following:
- Document types in the system are used to group documents in categories
- Internal document assignment
- Document numbers in the following number ranges:
SA G/L account document
01
0100000000-0199999999
DG Customer credit memo
16
1600000000-1699999999
KG Vendor credit memo
17
1700000000-1799999999
DR Customer invoice
18
1800000000-1899999999
KR Vendor invoice
19
1900000000-1999999999
Check whether the following applies to the number ranges listed for your
company code:
- They have been created
- They have been assigned to corresponding document types
If the document number ranges do not exist, copy them from company code
1000 or your country-specific company code for the target fiscal year.
Task 7:
Carry out the following task:
1.
Create document type ## for documents for authorized expenses (see
business scenario, name: Authorized expense ##).
Continued on next page
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Unit 3: Document Control
TFIN50
Assign the document number range 99: 9900000000 - 9999999999 to this
document type with internal number assignment. The reference field in the
document header should be a required entry field.
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Lesson: Document Structure
Solution 7: Document Header
Task 1:
Answer the following questions:
1.
What are the most important control functions of the document type?
Answer:
Number ranges for document numbers
Account types permitted for postings
Task 2:
Complete the sentence:
1.
If the user assigns the document number manually, this is external number
assignment.
Answer: external
Task 3:
Complete the sentence:
1.
External numbers may be alphanumeric.
Answer: External
Task 4:
True or false?
1.
Every company code may define its own document types.
Answer: False
The same document types are valid for every company code since they are
defined at the client level.
2.
Every company code may define its own document number ranges.
Answer: True
The document number uniquely identifies each document in a company
code within a fiscal year. Therefore, document number ranges are defined
dependent on the company code.
Continued on next page
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Unit 3: Document Control
3.
TFIN50
At the beginning of a new fiscal year, the system always starts the document
number assignment again at the start of the number range.
Answer: False
The system only restarts numbering at the beginning of a new year if the
document number range is defined per fiscal year.
4.
Document number ranges must not overlap.
Answer: True
This ensures a unique document number in a company code within a fiscal
year.
Task 5:
Answer the following question:
1.
How many number ranges can be assigned to a document type
simultaneously?
Answer: You specify a number range for each document type. However,
you can use one number range for several document types.
Task 6:
Carry out the following task:
1.
Your client’s head accountant wants the following:
- Document types in the system are used to group documents in categories
- Internal document assignment
- Document numbers in the following number ranges:
SA G/L account document
01
0100000000-0199999999
DG Customer credit memo
16
1600000000-1699999999
KG Vendor credit memo
17
1700000000-1799999999
DR Customer invoice
18
1800000000-1899999999
KR Vendor invoice
19
1900000000-1999999999
Check whether the following applies to the number ranges listed for your
company code:
- They have been created
- They have been assigned to corresponding document types
Continued on next page
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2006/Q2
TFIN50
Lesson: Document Structure
If the document number ranges do not exist, copy them from company code
1000 or your country-specific company code for the target fiscal year.
a)
Check the definition of the number ranges:
IMG: Financial Accounting → Financial Accounting Global
Settings → Document → Document Number Ranges → Define
Document Number Ranges
Field Name or Data Type
Values
Company Code
GR##
Interval → Change
Check whether the number ranges have been correctly defined (see
question). If they are not, copy the number ranges from company
code 0001.
(Copy number ranges from source to target fiscal year):
IMG: Financial Accounting → Financial Accounting Global
Settings → Document → Document Number Ranges → Copy to
Company Code
Field Name or Data Type
Values
Number Range Number
01 to ZZ
Fiscal Year
1900 to 9999
Source Company Code
0001 or your country-specific
company code
Target Company Code
GR##
Choose “Execute“.
Verify the assignment of number ranges to document types:
IMG: Financial Accounting → Financial Accounting Global
Settings → Document → Document Header → Overview
Doubleclick on each document type to check if it is assigned to the
correct number ranges.
Task 7:
Carry out the following task:
1.
Create document type ## for documents for authorized expenses (see
business scenario, name: Authorized expense ##).
Continued on next page
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Unit 3: Document Control
TFIN50
Assign the document number range 99: 9900000000 - 9999999999 to this
document type with internal number assignment. The reference field in the
document header should be a required entry field.
a)
Create a number range.
IMG:Financial Accounting → Financial Accounting Global Settings
→ Document → Document Number Ranges → Define Document
Number Ranges
Field Name or Data Type
Values
Company Code
GR##
Interval → Change
Edit → Insert Interval
Field Name or Data Type
Values
No
99
Year
Current year
From Number
9 900 000 000
To Number
9 999 999 999
Current Number
0
Ext
Blank
ENTER
Choose "Save“.
Confirm the "Transport number range intervals" dialog box with
ENTER.
Create a document type:
IMG: Financial Accounting → Financial Accounting Global Settings
→ Document → Document Header → Define Document Types
Edit → New Entries
Field Name or Data Type
Values
Document Type
##
Number Range
99
Reversal Document Type
AB
Account Types Permitted:
Continued on next page
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2006/Q2
TFIN50
Lesson: Document Structure
Assets
√
Customer
√
Vendor
√
Material
√
G/L Account
√
Required for Document Entry:
Reference Number
√
Choose “Save“.
Select the green arrow to go back one screen to enter the name:
Field Name or Data Type
Values
Name
Authorized expense ##
Choose "Save“.
Hint: You have just created a new document number range
and document type. You then assigned your number range to
your document type.
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138
TFIN50
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Document Structure
Exercise 8: Line Item
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge about posting keys and document field status
•
Create a field status group and assign it to an account
Business Example
Different business transactions need different data within the documents. Some
data may be mandatory for special postings.
Example: The client requires that each item in the authorized expense account
has a detailed description that justifies the expense.
Task 1:
Answer the following question:
1.
What are the most important control functions of a posting key?
Task 2:
Answer the following question:
1.
Name 2 elements that influence the field status of document fields.
Task 3:
Answer the following question:
1.
In the following scenarios, state how the text field will be treated on the
document entry screen:
Continued on next page
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Unit 3: Document Control
TFIN50
Posting Key
Field status group
1.
Text hidden
Text optional
2.
Text optional
Text required
3.
Text required
Text hidden
Document
entry screen
Task 4:
Answer the following question:
1.
What are the standard posting keys for G/L accounts and on which side of
the account do they post to?
Task 5:
True or false?
1.
Posting keys are defined at client level.
Determine whether this statement is true or false.
□
□
True
False
Task 6:
Complete the sentence:
1.
The
entry.
group controls the field display during document
Fill in the blanks to complete the sentence.
Continued on next page
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2006/Q2
TFIN50
Lesson: Document Structure
Task 7:
Complete the sentence:
1.
has a field status group.
Each
Fill in the blanks to complete the sentence.
Task 8:
To track the types of cars that are rented, make the "Text" field a required entry for
line items for the Sports Car Rental expense account. Create a new field status
group, FS##, with the description "Authorized Expenses ##".
2006/Q2
1.
Create the new field status group FS## by copying field status group G001
in field status variant 1000.
2.
Make the field "Text" a required entry.
3.
Assign the field status group to your G/L account for Sport Car Rental
Expense AE02##:
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Solution 8: Line Item
Task 1:
Answer the following question:
1.
What are the most important control functions of a posting key?
Answer:
Definition of the account types that can be posted to
Account side (debit or credit)
Field status of the additional account assignment
Task 2:
Answer the following question:
1.
Name 2 elements that influence the field status of document fields.
Answer: Field status group, posting key.
Task 3:
Answer the following question:
1.
In the following scenarios, state how the text field will be treated on the
document entry screen:
Posting Key
Field status group
1.
Text hidden
Text optional
2.
Text optional
Text required
3.
Text required
Text hidden
Document
entry screen
Answer:
1. Hidden
2. Required entry
3. Error
Continued on next page
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Lesson: Document Structure
Task 4:
Answer the following question:
1.
What are the standard posting keys for G/L accounts and on which side of
the account do they post to?
Answer:
Debit, posting key 40
Credit, posting key 50
Task 5:
True or false?
1.
Posting keys are defined at client level.
Answer: True
Like document types, posting keys are defined at client level.
Task 6:
Complete the sentence:
1.
The field status group controls the field display during document entry.
Answer: field status
Task 7:
Complete the sentence:
1.
Each general ledger account has a field status group.
Answer: general ledger account
Continued on next page
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Task 8:
To track the types of cars that are rented, make the "Text" field a required entry for
line items for the Sports Car Rental expense account. Create a new field status
group, FS##, with the description "Authorized Expenses ##".
1.
Create the new field status group FS## by copying field status group G001
in field status variant 1000.
a)
Determine the field status variant assigned to your company code:
IMG: Financial Accounting → Financial Accounting Global Settings
→ Company Code → Enter Global Parameters
(Alternative: IMG: Financial Accounting → Financial Accounting
Global Settings → Document → Line Item → Controls → Assign
Company Code to Field Status Variants)
Doubleclick on your company code.
Record the field status variant assigned to your company code:
__________ __________
Copy a new field status group:
IMG: Financial Accounting → Financial Accounting Global
Settings → Document → Line Item → Controls → Define Field
Status Variants
Select the field status variant assigned to your company code.
In the dialog structure, double-click on "Field Status Groups".
Select G001.
Edit → Copy As...
Overwrite the following data:
Field Name or Data Type
Values
Field Status Group
FS##
Text
Authorized Expenses##
Choose “Enter”.
Choose "Save“. Do not exit this screen yet.
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Lesson: Document Structure
2.
Make the field "Text" a required entry.
a)
Change the field status in the field status group:
Double-click on "FS##".
Double-click on "General Data".
Field Name or Data Type
Values
Text
Req. entry
Choose "Save“.
3.
Assign the field status group to your G/L account for Sport Car Rental
Expense AE02##:
a)
Menu SAP Easy Access: Accounting → Financial Accounting →
General Ledger → Master Records → G/L Accounts → Individual
Processing → In Company Code
Or transaction code: FS00
Field Name or Data Type
Values
G/L Account
AE02##
Company Code
GR##
G/L Account → Change
Select the “Create/Bank/Interest” tab page.
Field Name or Data Type
Values
Field Status Group
FS##
Choose “Save”.
Hint: You have created a new field status group and assigned
it to your “Car Rental Expense” account.
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Lesson Summary
You should now be able to:
•
Classify accounting documents
•
Display accounting documents
•
Describe the structure of accounting documents
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Lesson: Posting Periods
Lesson: Posting Periods
Lesson Overview
This lesson describes the function of the posting period table.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Open and close posting periods
Open and close posting periods differently for different account types
Business Example
The accounting department determines that at the end of a posting period the
subledgers are closed; however, the general ledger accounts stay open for longer
in order to have time to reconcile the Financial Accounting and Controlling
ledgers for the last period.
Figure 72: Posting Periods
Posting periods are defined in the fiscal year variant.
To prevent documents from being posted to an incorrect posting period, you can
close certain posting periods.
Usually the current posting period is open and all other periods are closed. At
the end of a period this period is usually closed and the next period is opened.
You open a posting period by entering a range in the posting period variant that
encompasses this period. You can have as many posting periods open as desired.
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During period closing, you open special periods for closing postings.
During closing, two period intervals must be open at the same time. Therefore,
two period intervals can be entered in the posting period table.
Figure 73: The Posting Period Variant
Several company codes can use the same posting period variant. For all company
codes assigned, the posting periods are opened and closed simultaneously. This
simplifies the period maintenance.
Figure 74: Period Checks by Account Type
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Lesson: Posting Periods
In the document header, the periods assigned to the account type "+" are checked.
This is the first check. The account type “+” must therefore be open for all
periods that are supposed to be open for all other account types. The posting
period variant must contain at least the account type “+”. If the posting periods
for different account types are all to be handled in the same way, the control via
the + entry is sufficient.
Posting periods can be handled differently for different account types, that is, for
a certain posting period, postings to customer accounts may be permitted while
postings to vendor accounts may not.
At the line item level, the system checks the account type of the posting key to
ensure that the period is open for the assigned account type.
The account interval always contains G/L accounts. By entering certain
reconciliation accounts behind subledger account types, these subledger accounts
can be treated differently to accounts that have a different reconciliation account.
Figure 75: Two Period Intervals
During closing, two period intervals must be open at the same time. Therefore,
two period intervals can be entered in the posting period table.
An authorization group may be assigned to the first period interval. Then, only
users belonging to this authorization group have the permission to post in the first
period interval. It makes sense to use the first range for the special periods and
authorize only the accountants involved in closing to post in the special periods.
The user must have the authorization for the authorization object F_BKPF_BUP
(Accounting document: Authorization for posting periods), whereby the value in
the authorization group field must be the same as the value in the posting period
table.
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Figure 76: Determination of Posting Periods during Posting
When entering a document, among other items, you enter the posting date - the
system automatically determines the posting period and fiscal year based on the
posting date entered.
In the document overview, the posting date, posting period, and fiscal year are
displayed. The posting period determined is entered in the document and the
transaction figures for this posting period are updated.
If you display the balance of an account, the transactions figures for the posting
periods are displayed.
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Lesson: Posting Periods
Exercise 9: Posting Periods
Exercise Objectives
After completing this exercise, you will be able to:
•
Check your knowledge of posting period variants
•
Create a posting period variant and assign it to your company code
Business Example
The accounting department determines that at the end of a posting period the
subledgers are closed; however, the general ledger accounts stay open for longer
in order to have time to reconcile the Financial Accounting with Controlling
ledgers for the last period.
Task 1:
Carry out the following task:
1.
Create a posting period variant “PP##” with the name “Posting Periods
GR##”. This fulfills the requirements of the accounting department, in that
the subledgers are only open for the current month, while the general ledger
is open for both the current month and the previous month. Assign this
posting period variant to your company code.
Task 2:
Complete the sentence:
1.
The posting period variant is assigned to the
.
Fill in the blanks to complete the sentence.
2.
A posting period variant must contain at least one line with the entry
.
Fill in the blanks to complete the sentence.
3.
The account range in the posting period variant consists of
.
Fill in the blanks to complete the sentence.
Continued on next page
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Task 3:
True or false?
1.
Posting periods are opened and closed automatically.
Determine whether this statement is true or false.
□
□
2.
True
False
No more than two periods can be open at the same time.
Determine whether this statement is true or false.
□
□
3.
True
False
The authorization group in the posting period variant applies only to
authorization for posting in special periods.
Determine whether this statement is true or false.
□
□
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True
False
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Lesson: Posting Periods
Solution 9: Posting Periods
Task 1:
Carry out the following task:
1.
Create a posting period variant “PP##” with the name “Posting Periods
GR##”. This fulfills the requirements of the accounting department, in that
the subledgers are only open for the current month, while the general ledger
is open for both the current month and the previous month. Assign this
posting period variant to your company code.
a)
Create a variant for open posting periods.
IMG: Financial Accounting → Financial Accounting Global
Settings → Document → Posting Periods → Define Variants for
Open Posting Periods
Edit → New Entries
Field Name or Data Type
Values
Variant
PP##
Name
Posting periods GR##
Choose "Save“.
Define the periods in your variant.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Document → Posting Periods → Open and Close Posting Periods
At this stage you can either create or copy from existing intervals.
To create an interval, choose: Edit → New Entries
Field Name or Data Type
Values
1st item
Var.
PP##
A
+ valid for all accounts
From Account
Blank
To Account
Blank
From Period 1
Previous month
Continued on next page
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Year
Previous month’s year
To Period 1
Current month
Year
Current year
Field Name or Data Type
Values
2nd item
Var.
PP##
A
D
From Account
Blank
To Account
ZZZZZZZZZZ
From Period 1
Current month
Year
Current year
To Period 1
Current month
Year
Current year
Field Name or Data Type
Values
3rd item
Var.
PP##
A
K
From Account
Blank
To Account
ZZZZZZZZZZ
From Period 1
Current month
Year
Current year
To Period 1
Current month
Year
Current year
Choose "Save“.
To copy an existing interval:
IMG: Financial Accounting → Financial Accounting Global Settings
→ Document → Posting Periods → Open and Close Posting Periods
•
•
Select account types D, K, and S for the 0001 posting variant.
Edit → Copy as…
Overwrite the following information for each account type:
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Lesson: Posting Periods
Field Name or Data Type
Values
Var.
PP##
Check that the data is correct using the information above.
Choose “Save.”
Assign an open posting period variant to the company code:
IMG: Financial Accounting → Financial Accounting Global
Settings → Document → Posting Periods → Assign Variants to
Company Code
Field Name or Data Type
Values
Cocd
GR##
Variant
PP##
Choose "Save“.
Note: You have just..
•
•
•
Created a variant for open posting periods
Defined the dates of the periods that are open
Assigned the posting period variant to your company code
This is an example of the variant principle.
Task 2:
Complete the sentence:
1.
The posting period variant is assigned to the company code.
Answer: company code
2.
A posting period variant must contain at least one line with the entry Valid
for all accounts.
Answer: Valid for all accounts
3.
The account range in the posting period variant consists of G/L accounts.
Answer: G/L accounts
Continued on next page
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Task 3:
True or false?
1.
Posting periods are opened and closed automatically.
Answer: False
The posting period variant that contains the open periods has to be
maintained manually.
2.
No more than two periods can be open at the same time.
Answer: False
False. As many periods as required can be open simultaneously. However,
only two period intervals can be open at the same time.
3.
The authorization group in the posting period variant applies only to
authorization for posting in special periods.
Answer: False
False. The authorization group applies to the first period interval. This can
also be an interval with normal posting periods.
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Lesson: Posting Periods
Lesson Summary
You should now be able to:
•
Open and close posting periods
•
Open and close posting periods differently for different account types
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Lesson: Posting Authorizations
Lesson Overview
This lesson provides you with an introduction to determining maximum amounts
when posting documents.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Define the amounts that specific groups of accounting clerks are allowed
to post
Assign users to a tolerance group for highest amounts
Business Example
The accounting manager wants to define different authorizations for posting high
amounts for the accounting clerks and for himself.
Figure 77: Maximum Amounts
In this section we will focus on the upper limits for posting transactions within
tolerance groups.
In tolerance groups you can enter upper limits for the following:
•
•
•
Total amount per document
Amount per customer/vendor item
Cash discount a user with this tolerance group is able to grant
The currency is the local currency of the company code.
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Lesson: Posting Authorizations
Figure 78: Assigning Posting Authorizations
You can create as many tolerance groups as you like. Every user can be explicitly
assigned to a tolerance group.
If users are not assigned to any special tolerance group, then entries in the
tolerance group “____” are valid for them.
This is the default tolerance group.
Usually the tolerance group “____” contains values which are meant to apply to
most employees.
For any employees who have especially high or low limits, a special tolerance
group should be created and assigned to their user logon ID’s.
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Lesson: Posting Authorizations
Exercise 10: Posting Authorizations
Exercise Objectives
After completing this exercise, you will be able to:
•
Create tolerance groups
•
Assign a tolerance group to your user
Business Example
The internal auditors have requested that the following maximum authorizations
be defined for the accounting department:
•
Accounting clerks
500,000 units of local currency per document
100,000 units of local currency per open item
5% cash discount
•
Accounting manager
1,000,000 units of local currency per document
500,000 units of local currency per open item
10% cash discount
Task:
Carry out the following task:
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1.
The tolerance group for accounting clerks is the “blank” tolerance group.
You must create a new tolerance group, SUPV, for the accounting supervisor
according to the data in the aforementioned business scenario.
2.
Assign the accounting manager tolerance group to your own user.
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Solution 10: Posting Authorizations
Task:
Carry out the following task:
1.
The tolerance group for accounting clerks is the “blank” tolerance group.
You must create a new tolerance group, SUPV, for the accounting supervisor
according to the data in the aforementioned business scenario.
a)
Modify “blank” tolerance group:
IMG: Financial Accounting → Financial Accounting Global
Settings → Document → Line Item → Define Tolerance Groups
for Employees
Doubleclick on your company code, GR##.
Field Name or Data Type
Values
Amount per Document
500 000
Amount per Open Item
100 000
Cash Discount per Line Item
5%
Choose “Save.” Use the green arrow to go back to the overview
screen.
Create tolerance group "SUPV":
To do this, select the tolerance group you just modified.
Edit → Copy As...
Overwrite the following data:
Field Name or Data Type
Values
Group
SUPV
Company Code
GR##
Amount per Document
1 000 000
Amount per Open Item
500 000
Cash Discount per Line Item
10%
Choose “Enter“.
Choose “Save“.
Continued on next page
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Lesson: Posting Authorizations
2.
Assign the accounting manager tolerance group to your own user.
a)
Assign tolerance group to the user.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Document → Line Item → Assign User/Tolerance Groups
Edit → New Entries
Field Name or Data Type
Values
User Name
Your user name
Tolerance Group
SUPV
Choose "Save“.
Note: You have just ...
•
•
•
Created a new tolerance group for supervisors
Added new tolerance limits to your supervisor
Assigned the manager tolerance group to your own user
This is an example of the variant principle.
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Lesson Summary
You should now be able to:
•
Define the amounts that specific groups of accounting clerks are allowed
to post
•
Assign users to a tolerance group for highest amounts
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Lesson: Simple Documents in Financial Accounting
Lesson: Simple Documents in Financial Accounting
Lesson Overview
This lesson explains how to post simple documents with the Enjoy transaction.
Lesson Objectives
After completing this lesson, you will be able to:
•
Post simple documents in Financial Accounting
Business Example
The customer has heard about the easy to use ENJOY transactions and wants
to see them and try them out.
Figure 79: Simple Postings in mySAP ERP Financials
The SAP Financial Accounting component uses one posting transaction for several
different postings, for example:
•
•
•
•
•
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G/L account postings
Customer invoice postings
Customer credit memo postings
Vendor invoice postings
Vendor credit memo postings
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Figure 80: Enjoy Posting Screen: Header and 1st Line Item
You enter the general data for the posting document on the screen in the document
header, for example, invoice and posting date, text, and so on. 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; for example, KR for entering vendor invoices.
The important input fields are in the foreground on a tab page and 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
then choose Enter, the business partner master data is also displayed alongside
the account name, address, and bank details. You can display an open item list
by pressing the “Open Items” button.
In addition to the header and item data (see next graphic), the entry screen also
contains an information area where you can see the display balance.
Via the button “Tree”, you can access screen variants, account assignment
templates, and held document that you can select as templates. Users can navigate
from a tree structure on the left hand side of the screen.
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Lesson: Simple Documents in Financial Accounting
Figure 81: Enjoy Posting Screen: Additional Line Items
Enter the additional line items for the document in the table in the bottom section
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 select from 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 via the menu.
You cannot return to the initial screen from this complex posting transaction.
You can enter an explanatory text for the line item. This item text can be used
internally and externally. If you want to use the texts for external purposes, for
example, in correspondence, dunning notices, payment advice notes, and so on,
enter a “*” in front of the text (the “*” is removed for the printout).
In Customizing, you can define text templates under a four digit key - these text
templates are copied into the line item when you enter the relevant key in the text
field during document entry.
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Lesson: Simple Documents in Financial Accounting
Exercise 11: Simple Documents in
Financial Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Post simple documents in Financial Accounting
Business Example
Now that you have completed the configuration of document control according
to the client’s requirements, the client has asked you to test the settings you have
made. You therefore have to post some simple documents in the SAP system.
Task:
Caution: Remember that you assigned the accounting manager tolerance
group to your own user in the last exercise. This means that the amount
thresholds defined in tolerance group SUPV now also apply to you.
If necessary, change your tolerance group to BLANK again.
Carry out the following tasks:
1.
G/L account posting
5,000 units cash of local currency are drawn from the house bank account
and put into petty cash. Post this transaction. (The “petty cash” account is
given to you by your instructor.) The second account is the account which
you assigned to your bank account.
Note the document number on your data sheet.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
2.
Vendor Invoice
Your Accounting Manger rented a car for an out of town conference. Post
a vendor invoice for 110,000 units of local currency to the vendor account
you created earlier (vendor##). Choose the option “Calculate Tax”. Use the
tax code 1l (input tax (course) 10%). Enter the authorization number A##
that you received from the accounting manager in the reference field. Post
the expense to the “Car Rental Expense”, AE02## account you created. Use
document type ## and enter a description (“Conference ##”) in the required
entry field “Text” in the line item.
Continued on next page
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Note the document number on your data sheet.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
If you cannot enter the document type in the document header: Use
the “Editing Options” button and under Doc. Type Option choose
“Entry with Short Name” from the dropdown list.
3.
Vendor Invoice
While at the conference, the Accounting Manager took clients out to
dinner. Post an additional invoice for 330,000 units of local currency to the
“Entertainment Expense” account AE01## using the same criteria as in
the previous exercise.
Record your new document number on the data sheet.
4.
Customer Invoice
Post a customer invoice for 220,000 units of local currency to your customer
account. Choose the option “Calculate Tax”. Use the tax code 1O (output
tax (course) 10%). Post the revenue side of the transaction to the account
which is supplied by your instructor.
Note the document number on your data sheet.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
5.
Customer Credit Memo
Post a customer credit memo for 5,500 units of local currency to the customer
account you created earlier. Use the tax code 1O (output tax (course) 10%).
Note the document number on your data sheet.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
6.
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Display your customer’s and/or vendor’s line items to check the postings
you have made.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Simple Documents in Financial Accounting
Solution 11: Simple Documents in
Financial Accounting
Task:
Caution: Remember that you assigned the accounting manager tolerance
group to your own user in the last exercise. This means that the amount
thresholds defined in tolerance group SUPV now also apply to you.
If necessary, change your tolerance group to BLANK again.
Carry out the following tasks:
1.
G/L account posting
5,000 units cash of local currency are drawn from the house bank account
and put into petty cash. Post this transaction. (The “petty cash” account is
given to you by your instructor.) The second account is the account which
you assigned to your bank account.
Continued on next page
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Note the document number on your data sheet.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
a)
G/L account posting
SAP Easy Access menu: Accounting → Financial Accounting →
General Ledger → Posting → Enter G/L Account Document
If prompted, enter your company code, GR##, then choose
"Enter".
Hint: Choose the “Tree Off” button so that the document
entry window fills the entire screen.
Field Name or Data Type
Values
Basic Data
Document Date
Current date
Posting Date
Current date
First Item
G/L Account
Your instructor will name the
petty cash account.
D/C
Debit
Amount in doc. curr.
5 000
Second Item
G/L Account
Your instructor will give you
the house bank G/L account.
D/C
Credit
Amount in Document Currency
5 000
Document → Simulate
Check your document. Double-click on a line item to display or
change data.
Choose “Post” to save the document. Note the document number
on your data sheet.
2.
Vendor Invoice
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Lesson: Simple Documents in Financial Accounting
Your Accounting Manger rented a car for an out of town conference. Post
a vendor invoice for 110,000 units of local currency to the vendor account
you created earlier (vendor##). Choose the option “Calculate Tax”. Use the
tax code 1l (input tax (course) 10%). Enter the authorization number A##
that you received from the accounting manager in the reference field. Post
the expense to the “Car Rental Expense”, AE02## account you created. Use
document type ## and enter a description (“Conference ##”) in the required
entry field “Text” in the line item.
Note the document number on your data sheet.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
If you cannot enter the document type in the document header: Use
the “Editing Options” button and under Doc. Type Option choose
“Entry with Short Name” from the dropdown list.
a)
Vendor Invoice
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Document Entry → Invoice
If prompted, enter your company code, GR##, then choose “Enter”.
Hint: Choose 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
Current date
Reference
A##
Posting Date
Current date
Document Type
Authorized expenses ## (if the
document type is not ready for
input: Choose the button “Editing
Options” and under Doc. Type
Option choose “Entry with Short
Name”).
Amount
110 000
Continued on next page
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Currency
Company code currency
Calculate Tax
Tax Code
1l (input tax - course 10%)
Items
G/L Account
AE02##
D/C
Debit
Amount in doc. curr.
110 000
Tax Code
1l (input tax - course 10%)
Text
Conference ##
Document → Simulate
Check your document. Double-click on a line item to display or
change data.
Choose “Post” to save the document. Note the document number
on your data sheet.
3.
Vendor Invoice
While at the conference, the Accounting Manager took clients out to
dinner. Post an additional invoice for 330,000 units of local currency to the
“Entertainment Expense” account AE01## using the same criteria as in
the previous exercise.
Record your new document number on the data sheet.
a)
4.
Repeat the above steps to post an additional vendor invoice for
330,000 units of local currency to the “Entertainment Costs”
account AE01##. Record your new document number on the data
sheet.
Customer Invoice
Post a customer invoice for 220,000 units of local currency to your customer
account. Choose the option “Calculate Tax”. Use the tax code 1O (output
tax (course) 10%). Post the revenue side of the transaction to the account
which is supplied by your instructor.
Continued on next page
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Lesson: Simple Documents in Financial Accounting
Note the document number on your data sheet.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
a)
Customer Invoice
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Invoice
If prompted, enter your company code, GR## using the “Company
Code” button, then choose “Enter”.
Hint: Choose the “Tree Off” button so that the document
entry window fills the entire screen.
Field Name or Data Type
Values
Basic Data
Customer
Your customer
Invoice Date
Current date
Posting Date
Current date
Amount
220 000
Currency
Company code currency
Calculate Tax
Tax Code
1O (Output tax (course) 10%)
Items
G/L Account
Your instructor will give you the
revenue account.
D/C
Credit
Amount in Document Currency
220 000
Tax Code
1O (Output tax (course) 10%)
Document → Simulate
Check your document. Double-click on a line item to display or
change data.
Choose “Post” to save the document. Note your document number
on the data sheet.
5.
Customer Credit Memo
Continued on next page
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Post a customer credit memo for 5,500 units of local currency to the customer
account you created earlier. Use the tax code 1O (output tax (course) 10%).
Note the document number on your data sheet.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
a)
Customer Credit Memo
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Credit Memo
If prompted, enter your company code, GR##, then choose “Enter”.
Hint: Choose the “Tree Off” button so that the document
entry window fills the entire screen.
Field Name or Data Type
Values
Basic Data
Customer
Your customer
Document Date
Current date
Posting Date
Current date
Amount
5500
Currency
Company code currency
Calculate Tax
Tax Code
1O (Output tax (course) 10%)
Items
G/L Account
Your instructor will give you the
revenue account.
D/C
Debit
Amount in Document Currency
5500
Tax Code
1O (Output tax (course) 10%)
Document → Simulate
Check your document. Double-click on a line item to display or
change data.
Choose “Post” to save the document. Note the document number
on the data sheet.
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Lesson: Simple Documents in Financial Accounting
6.
Display your customer’s and/or vendor’s line items to check the postings
you have made.
a)
Display your customer’s and/or vendor’s line items to check the
postings you have made.
Display customer/vendor line items:
SAP Easy Access menu: Accounting → Financial Accounting
→ Accounts Receivable/Accounts Payable → Account →
Display/Change Line Items
Field Name or Data Type
Values
Customer or Vendor Account
Enter your customer or vendor
number
Company Code
GR##
Choose “Execute“.
Note: You have just posted two vendor invoices, a customer
credit memo and a customer invoice. You then displayed the
line items to check your postings of line items.
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Lesson Summary
You should now be able to:
•
Post simple documents in Financial Accounting
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Unit Summary
Unit Summary
You should now be able to:
•
Classify accounting documents
•
Display accounting documents
•
Describe the structure of accounting documents
•
Open and close posting periods
•
Open and close posting periods differently for different account types
•
Define the amounts that specific groups of accounting clerks are allowed
to post
•
Assign users to a tolerance group for highest amounts
•
Post simple documents in Financial Accounting
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Unit 4
Posting Control
Unit Overview
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
•
•
•
Define default values
Configure user-specific default values
Determine default values in the system and the configuration
Explain the rules governing changes to documents
Change documents
Analyze changes to documents
Reverse documents
Find reversal reasons in Customizing
Define terms of payment
Explain the account determination for automatic postings of cash discount
Describe the treatment of taxes in mySAP ERP Financials
Create tax codes and define tax accounts in the configuration
Explain cross-company code transactions
Post cross-company code transactions
Unit Contents
Lesson: Default Values.........................................................183
Exercise 12: Default Values...............................................187
Lesson: Change Control .......................................................191
Exercise 13: Document Change Rules ..................................195
Lesson: Document Reversal ..................................................200
Exercise 14: Document Reversal ........................................203
Lesson: Payment Terms and Cash Discounts ..............................209
Exercise 15: Terms of Payment and Cash Discounts .................221
Lesson: Taxes ...................................................................231
Exercise 16: Taxes .........................................................245
Lesson: Cross-Company Code Transactions ...............................255
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Exercise 17: Cross-Company Code Transactions .....................259
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Lesson: Default Values
Lesson: Default Values
Lesson Overview
This lesson gives you an overview of the various default value options in the
mySAP ERP system.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Define default values
Configure user-specific default values
Determine default values in the system and the configuration
Business Example
The user does not want to always have to re-enter data. You therefore want to
define default values in the system.
Figure 82: Default Values for User Settings
Parameter IDs allow users to set default values for fields whose value does not
change very often, for example, company code, currency. When you execute the
transaction, these values appear in the corresponding fields automatically. You
therefore do not have to enter these values manually and can prevent input errors.
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Using the editing options, you can configure your screens for the following areas:
•
•
•
Document entry: Users can hide fields that may not be relevant for their
work such as foreign currency or cross-company code business transactions.
You can also use special editing options for the single screen transactions.
Document display: Using the List Viewer, the user can select different
display options for displaying documents.
Open items: Users choose line layout displays and posting options for
processing open items, that is, users can enter the amount of a partial
payment or the balance of the new open item.
When users log on to the mySAP ERP system, their user ID has specific properties,
namely the logon language, date format, and decimal notation, that apply to it
throughout the system. Users can also set a default printer for themselves. You
can simplify the work for user maintenance by first creating a dummy user and
maintaining the values in accordance with the accounting requirements and then
copying this user.
Figure 83: System and Accounting Defaults
The system provides you with basic default values for document entry. For
example, during document entry, the current data is proposed as the posting date.
If you have already entered a document, for the next document, the system
proposes the company code that you entered in the last document.
The system uses the document principle: The balance of a document must be
zero before it can be posted.
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Lesson: Default Values
To enter the different business transactions in accounting, the system offers you
predefined document types and posting keys in the configuration. For example,
a vendor invoice has document type KR, the credit posting is carried out with
posting key 31.
In the system, you can control whether the fiscal year is proposed when you
display or change documents. In company codes with (mostly) year-specific
document number assignment, it is helpful if the fiscal year is proposed - the
system then proposes the document number of the last document processed and
the relevant fiscal year. You can also have the CPU date proposed as value date.
At company code level, enter the maximum difference permitted between the
exchange rate in the document header of a business transaction and the exchange
rate in the exchange rate table. If the system determines that this percentage
maximum difference has been exceeded, it issues a warning message. In this way,
incorrect entries can be recognized and corrected in time.
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Lesson: Default Values
Exercise 12: Default Values
Exercise Objectives
After completing this exercise, you will be able to:
•
Explain the source of default values
•
Define default values.
Business Example
The user does want to have to enter data twice. You therefore want to define
default values in the system.
Task:
Answer the following questions and configure the corresponding default values
in the system.
2006/Q2
1.
List some sources of values that are defaulted by the system for document
entry.
2.
If the users want to make sure that they do not accidentally change the
document type during document entry, where can they make that setting?
3.
The value date is necessary for reflecting the transaction in Cash
Management. Activate the function that proposes the value date when
processing a document.
4.
The maximum exchange rate variance has been 10%. The financial
accountant has expressed concern that this percentage is too high. You are
required to set the maximum exchange rate variance for your company to 5%.
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Solution 12: Default Values
Task:
Answer the following questions and configure the corresponding default values
in the system.
1.
List some sources of values that are defaulted by the system for document
entry.
Answer:
•
•
•
•
•
2.
User master records
Parameter memory
System data
Account master record
Accounting functions
If the users want to make sure that they do not accidentally change the
document type during document entry, where can they make that setting?
a)
From a G/L, A/P, or A/R document entry screen, select the "Editing
Options" pushbutton.
Field Name or Data Type
Values
Document Type Option
Document type hidden
Choose “Save“.
3.
The value date is necessary for reflecting the transaction in Cash
Management. Activate the function that proposes the value date when
processing a document.
a)
Activate value date proposal.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Document → Default Values for Document Processing → Default
Value Date
Field Name or Data Type
Values
Company Code
GR##
Default Value Date
Choose "Save“.
Continued on next page
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Lesson: Default Values
4.
The maximum exchange rate variance has been 10%. The financial
accountant has expressed concern that this percentage is too high. You are
required to set the maximum exchange rate variance for your company to 5%.
a)
Change the maximum exchange rate variance.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Document → Document Header → Maximum Exchange Rate
Difference → Define Maximum Exchange Rate Difference per
Company Code
Field Name or Data Type
Values
Company Code
GR##
Max. Exch. Rate Diff.
5%
Choose "Save“.
Note: You have just set system defaults that will impact future
business transactions.
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Lesson Summary
You should now be able to:
•
Define default values
•
Configure user-specific default values
•
Determine default values in the system and the configuration
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Lesson: Change Control
Lesson: Change Control
Lesson Overview
This lesson describes the control function for changing documents.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Explain the rules governing changes to documents
Change documents
Analyze changes to documents
Business Example
The accounting manager does not want all the fields that can be changed after a
document has been posted in mySAP ERP to be modifiable.
Figure 84: Changing Documents
Users can change documents that have already been posted. However, based
on different rules, only certain fields can be changed. These rules can either be
predefined by the system or be user-specific.
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Certain fields in both the document header and the line items can be changed.
•
•
Document header: Only the reference number and text fields can be changed
Line items: The system does not permit changes to the amount, the posting
key, the account, or any other fields that would affect the reconciliation
of a posting.
As users make changes to documents, the following information is logged:
•
•
•
•
The field that was changed
The new and old values
The user who made the change
The time and date of the change
Figure 85: Document Change Rules
You can differentiate between document change rules according to the following
criteria:
•
•
•
192
Account type: The account type allows users to define rules for accounts
receivable, accounts payable, or G/L accounts.
Transaction class: Transaction classes are only used for special GL
transactions, bills of exchange, and down payments.
Company code: If the field is blank, the rule applies to every company code.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Change Control
The conditions for changing a field are predefined. You can change them as
follows:
•
•
•
•
•
The posting period is still open
The line item is not yet cleared
The line item is either a debit in a customer account or a credit in a vendor
account
The document is not a credit memo for an invoice
The document is not a credit memo from a down payment
You can display document changes for all documents with report RFBABL00. In
this report you have selection options including the company code, the document
numbers, the fiscal year, the change date, and the user name of the person making
the change.
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Lesson: Change Control
Exercise 13: Document Change Rules
Exercise Objectives
After completing this exercise, you will be able to:
•
Apply the rules for changing documents
Business Example
The assignment field determines which document in Sales Order Management
forms the basis for the accounting document. Internal auditors have requested that
you prevent the assignment field from been changed subsequent to the creation
of a transaction.
Task:
Make the assignment field not modifiable.
1.
Check whether the assignment field can be changed in one of the documents
you posted in the previous exercise. If it can be changed, alter the change
rules for account types "D", "K", and "S" to prevent further changes to the
assignment field. After this, demonstrate that the assignment field can no
longer be changed.
Hint: The field name of the assignment field is "BSEG-ZUONR".
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Solution 13: Document Change Rules
Task:
Make the assignment field not modifiable.
1.
Check whether the assignment field can be changed in one of the documents
you posted in the previous exercise. If it can be changed, alter the change
rules for account types "D", "K", and "S" to prevent further changes to the
assignment field. After this, demonstrate that the assignment field can no
longer be changed.
Hint: The field name of the assignment field is "BSEG-ZUONR".
a)
Can the assignment field be changed?
Application: Accounting → Financial Accounting → Accounts
Receivable → Document → Change
Field Name or Data Type
Values
Document Number
From previous unit
Company Code
GR##
Fiscal Year
Current year
Choose “Enter“.
Doubleclick on the customer line item and note that the assignment
field can be changed.
Create a new change rule.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Document → Line Item → Document Change Rules, Line Item
→ New Entries
Field Name or Data Type
Values
Field Name
BSEG-ZUONR
Account Type
S
Transaction Class
BLANK
Company Code
GR##
Field is modifiable
BLANK
Choose "Save“.
Continued on next page
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Lesson: Change Control
Select the green arrow to return to the overview screen.
Highlight the rule you just created.
Edit → Copy As...
Field Name or Data Type
Values
Field Name
BSEG-ZUONR
Account Type
D
Transaction Class
BLANK
Company Code
GR##
Field is modifiable
BLANK
Choose “Enter”.
Highlight the rule you just created.
Edit → Copy As...
Field Name or Data Type
Values
Field Name
BSEG-ZUONR
Account Type
K
Transaction Class
BLANK
Company Code
GR##
Field is modifiable
BLANK
Choose “Enter”.
Choose "Save“.
To check whether the field is no longer modifiable, repeat the first
step and call up the document to change it.
Application: Accounting → Financial Accounting → Accounts
Receivable → Document → Change
Field Name or Data Type
Values
Document Number
From previous unit
Company Code
GR##
Fiscal Year
Current year
Choose “Enter“.
Continued on next page
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Doubleclick on the customer line item and note that the assignment
field is no longer modifiable.
Note: You have created a document change rule that states
that for customer, vendor, and general ledger postings, the
assignment field is not modifiable after posting.
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Lesson: Change Control
Lesson Summary
You should now be able to:
•
Explain the rules governing changes to documents
•
Change documents
•
Analyze changes to documents
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Lesson: Document Reversal
Lesson Overview
This lesson introduces two ways to reverse documents in the system.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Reverse documents
Find reversal reasons in Customizing
Business Example
Once in a while, a document is entered and posted incorrectly. It must be reversed
and re-entered correctly. Management wants to be able to correct transaction
figures when reversing a document.
Figure 86: Reverse Documents
Users can make errors when they enter documents. As a result, the document
created contains incorrect information. In order to log the adjustments, the
incorrect document must first be reversed. The document can then be re-entered
correctly.
The system provides a function to reverse G/L, customer, and vendor documents
both individually or in a mass reversal.
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Lesson: Document Reversal
A document can be reversed by:
•
•
Normal reversal posting
Negative posting
When you reverse a document, you have to enter a reversal reason that explains
the reversal. The reversal reason also controls whether the reversal date is allowed
to be different to the original posting date.
Documents with cleared items cannot be reversed. The document must first be
reset.
Figure 87: Normal Reversal Posting, Negative Posting
The normal reversal posting causes the system to post the incorrect debit as a
credit and the incorrect credit as a debit. The normal reversal posting therefore
causes an additional increase in the transaction figures.
The negative posting also posts the incorrect debit as a credit and the incorrect
credit as a debit. This time the posted amount is not added to the transaction
figures, but is subtracted from the transaction figures of the other side of the
account. This sets the transaction figures back to as they were before the incorrect
posting took place.
Normally the system uses the normal reversal posting to reverse documents. The
following prerequisites must be fulfilled to enable negative postings:
•
•
2006/Q2
The company code permits negative postings
The reversal reason must be defined for negative reversal.
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Negative postings can also be used to perform transfer postings of incorrect
line items. The item is removed from the wrong account by a negative posting
(resetting the transaction figures) and posted to the correct account by a normal
posting. This can only be done with a document type that explicitly allows
negative postings.
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Lesson: Document Reversal
Exercise 14: Document Reversal
Exercise Objectives
After completing this exercise, you will be able to:
•
Reverse documents
•
Configure your company code to allow negative postings
Business Example
Once in a while, a document is entered and posted incorrectly. In this case, it
needs to be reversed and re-entered correctly. Management wants to be able to
correct transaction figures when reversing a document.
Task:
Answer the following questions:
2006/Q2
1.
Name the two possible ways to reverse a document in mySAP ERP
Financials.
2.
What are the two prerequisites that must be fulfilled in order to process
negative postings?
3.
Check whether your company code allows negative postings.
4.
Check which reversal reasons can be used to perform reversal by negative
postings.
5.
Post a G/L account document for 15,000 currency units (local currency),
using the account “Car Rental Expense”. Your instructor will give you the
offsetting account for outgoing checks. Then check the balance of your
expense account.
6.
Reverse the G/L document you just created and then review the account
balance to see the impact of a negative reversal.
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Solution 14: Document Reversal
Task:
Answer the following questions:
1.
Name the two possible ways to reverse a document in mySAP ERP
Financials.
Answer:
•
•
2.
Normal reversal posting
Reversal by negative posting
What are the two prerequisites that must be fulfilled in order to process
negative postings?
Answer:
•
•
3.
1. The company code must allow negative postings.
2. The reversal reason must be defined for negative reversal.
Check whether your company code allows negative postings.
a)
Allow negative postings in company code:
IMG: Financial Accounting → General Ledger Accounting → Business
Transactions → Adjustment Posting/Reversal → Permit Negative
Postings
Field Name or Data Type
Values
Company Code
GR##
Negative Postings Permitted
Choose "save" if you had to set the “Negative Postings Permitted”
indicator.
4.
Check which reversal reasons can be used to perform reversal by negative
postings.
a)
IMG: Financial Accounting → General Ledger Accounting → Business
Transactions → Adjustment Posting/Reversal → Define Reasons for
Reversal
Check reason codes.
The "Negative Posting" indicator is set for reversal reasons 03,
04, 05, 06, 07, RE.
Continued on next page
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2006/Q2
TFIN50
Lesson: Document Reversal
5.
Post a G/L account document for 15,000 currency units (local currency),
using the account “Car Rental Expense”. Your instructor will give you the
offsetting account for outgoing checks. Then check the balance of your
expense account.
a)
Post a G/L account document.
Application: Accounting → Financial Accounting → General Ledger
→ Posting → Enter G/L Account Document
If prompted, enter your Company code, GR##, then select “Enter”.
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
Field Name or Data Type
Values
Basic Data
Document Date
Current date
Posting Date
Current date
First Item
G/L Account
AE02##
D/C
Debit
Amount in Document
Currency
15 000
Tax ID
V0
Item Text
Negative posting test
Second Item
G/L Account
Your instructor will give you
this information.
D/C
Credit
Amount in Document
Currency
15 000
Text
Negative posting test
Document → Simulate
Check your document. Doubleclick on a line item to display
or change data.
Select “Post” to save your document. Document number:
Continued on next page
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_________________
Check the balance on the account and identify the document
type:
SAP Easy Access menu: Accounting → Financial Accounting
→ General Ledger → Account → Display Balances
Field Name or Data Type
Values
G/L Account
AE02##
Company Code
GR##
Fiscal Year
Current year
Choose “Execute“.
Record the balances for the current period.
Debit
Credit
Doubleclick on the debit balance for the current period to
display the line items that make up the account balance.
The SA document type is a G/L account posting.
6.
Reverse the G/L document you just created and then review the account
balance to see the impact of a negative reversal.
a)
Perform a negative reversal.
Application: Accounting → Financial Accounting → General Ledger
→ Document → Reverse → Individual Reversal
Field Name or Data Type
Values
Document Number
Noted number of the G/L account
document
Company Code
GR##
Fiscal Year
Current year
Reversal Reason
03 (or any other which performs
negative reversal)
Goto → Display before reversal
Select the green arrow to return to the overview screen.
Choose “Post” to save the document. Document number:
Continued on next page
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Lesson: Document Reversal
_________________
Check the balance on the account:
SAP Easy Access menu: Accounting → Financial Accounting →
General Ledger → Account → Display Balances
Field Name or Data Type
Values
G/L Account
AE02##
Company Code
GR##
Fiscal Year
Current year
Choose “Execute“.
Record the balances for the current period.
Debit
Credit
Compare these values to the balances recorded before the reversal.
Note: You have just…
•
•
•
2006/Q2
Configured your company code to allow negative postings
Checked which document types are allowed for negative
postings
Identified the reason codes used with negative postings
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Lesson Summary
You should now be able to:
•
Reverse documents
•
Find reversal reasons in Customizing
208
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2006/Q2
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Lesson: Payment Terms and Cash Discounts
Lesson: Payment Terms and Cash Discounts
Lesson Overview
This lesson describes different payment terms and their effect on automatic
postings of cash discount.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Define terms of payment
Explain the account determination for automatic postings of cash discount
Business Example
The company uses different terms of payment. Cash discounts are to be posted
automatically by the system. The company continually negotiates new terms of
payments with a vendor, and these are to be reflected in the system.
Figure 88: Terms of Payment
Terms of payment are conditions agreed between business partners for the
payment of invoices. The conditions define the due date and the cash discount
offered for payment of the invoice within a certain period.
Some terms of payment are predefined in the system; you can add new ones if
necessary.
Terms of payment enable the system to calculate a cash discount and invoice
due date.
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In order to do this, the system needs the following data:
•
•
•
Baseline date: The date from which the terms are counted.
Cash discount terms: The terms for which cash discount is granted.
Cash discount percentage rates: The percentage rate used to calculate
cash discount.
When you process a document, you enter the terms of payment so that the system
can calculate the required conditions of payment.
If you have entered terms of payment in the master record, these are proposed.
You can also enter or change them during processing.
Figure 89: Terms of Payment in Invoices
You can enter terms of payment in the company code segment, the sales area
segment, and the purchasing organization segment of a customer/vendor master
record.
The terms of payment defaulted when posting an invoice depends on where
the invoice is created:
•
•
•
210
If the invoice is created in Financials, the terms of payment from the
company code segment are defaulted.
If a customer invoice is created in Sales order Management, the terms of
payment from the sales area segment are defaulted. When you post the
Sales order Management invoice, the terms of payment are copied to the FI
invoice (which is created automatically).
If a vendor invoice is created in Purchasing Management, terms of payment
from the purchasing organization segment are defaulted. When you post this
invoice, the terms of payment are automatically copied to the accounting
document.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Payment Terms and Cash Discounts
When you enter a vendor invoice, you can also set a fixed cash discount amount or
a cash discount percentage rate. That is, the cash discount is granted independently
of the payment period/date. To do this, you must make the appropriate entry
in the “Cash Discount” field.
Figure 90: Terms of Payment in Credit Memos
Invoice related credit memos:
•
Credit memos can be linked to the original invoice by entering the invoice
number in the "Invoice Reference" field during document entry. In this case,
the terms of payment are copied from the invoice so that the invoice and the
credit memo are due on the same date.
Other credit memos:
•
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Terms of payment in other credit memos are invalid. These credit memos are
due on the baseline date. To activate the payment terms on these non-invoice
related credit memos, enter a “V” in the "Invoice Reference" field when
entering the document.
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Figure 91: Terms of Payment - Basic Data
General:
•
•
•
212
The day limit is the calendar day to which the terms of payment are valid.
Using the day limit, you can store single or multi-part terms of payment in a
terms of payment key (terms of payment key 0009 in the graphic).
The description for terms of payment includes the following elements: An
explanation generated automatically by the system which can be replaced by
your own explanation of the terms of payment, and a Sales and Distribution
text for printing on invoices.
The account type defines the subledger in which terms of payment can be
used. If you want to use terms of payment for both vendors and customers,
you should define these using separate terms of payment keys and then only
use them for one account type accordingly. This prevents any change that
you make in terms of payment for your customers, for example, changing
the cash discount percentage rate from 3% to 2%, from taking effect for
postings to your vendors (not desired).
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Lesson: Payment Terms and Cash Discounts
Figure 92: Terms of Payment – Payment Controls
Payment control:
•
•
Using block keys, which can be entered in line items or accounts, you can
block line items or accounts for payment or collection. These block keys can
also be entered in payment terms.
A payment method (for each country, the system has payment methods
defined that you can use in that country) is entered in the line items or the
accounts. Like payment blocks, payment methods can be entered in the
terms of payment.
A block key and payment method defined in terms of payment are defaulted in
the line item when the terms of payment are used. If you are using Sales Order
Management, read notes 132701 and 217021.
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Figure 93: Baseline Date
Baseline date
The baseline date is the starting date the system uses to calculate the invoice due
date. The following rules apply for the calculation of the baseline date:
•
•
The default values from which the baseline date can be determined are
as follows: No default, document date, posting date or entry date
Specifications for calculating the baseline date: Fixed day used to
overwrite the calendar day of the baseline date.
The number of month(s) to be added to the calendar month of the baseline
month.
For further information about the system behavior with default values for the
terms of payment baseline date and changing the date by adding months, see
note 162885.
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Figure 94: Cash Discount
To calculate the cash discount, you enter a percentage rate in the terms of payment.
You also enter the number of days that the percentage is valid for in the same line.
You can also add fixed days and months.
The days and months specified in the terms of payment are used in conjunction
with the baseline date to calculate the correct cash discount amount for the
payment date.
You can enter up to three cash discount periods.
Figure 95: Day Limits
Day limits enable date-specific terms of payment in one terms of payment key.
You can define several versions of terms of payment, with each version having a
different day limit.
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The day limit is the baseline date up to which the payment term version applies.
For terms of payment that are dependent, for example, on whether the baseline
date is before the 15th of the month, you can enter two-part terms of payment
under the same terms of payment key. The entry for the specified day limit is
added to the terms of payment key. This results in two entries where different
terms of payments can be defined.
The following terms of payment require the specification of a day limit:
•
•
Documents with invoice date up to the 15th of the month are payable on
the last day of the following month
Documents with a later invoice date are payable on the 15th of the month
after
Figure 96: Installment Payments
An invoice can be paid over several months using an installment plan, or a portion
of the invoice amount may be retained for payment at a later date.
The total invoice amount is divided into partial amounts due on different dates.
The system carries out this split automatically if installment payment is defined in
the terms of payment.
To do this, select installment payment and do not assign cash discount periods or
cash discount percentage rates.
Define an installment number, a percentage rate, and terms of payment for each
installment.
The percentage rates specified must total 100%.
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Lesson: Payment Terms and Cash Discounts
The system creates a line item for each installment specified.
The line item amounts correspond to the percentages of the total amount. The total
of the line item amounts corresponds to the total amount.
The terms of payment for the line items are the terms of payment defined for the
individual installments.
Figure 97: Cash Discount Base Amount
Depending on the national regulations of your country, the cash discount base
amount is the net value (total of G/L account and fixed assets line items, taxes not
included, for example in the USA) or gross value (including taxes, as is the case
in Germany). For each company code or tax jurisdiction code, specify which
value the system is to use as cash discount base - this setting belongs to the global
parameters of a company code.
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Figure 98: Posting Cash Discount - Gross Procedure
The cash discount amount is entered either manually or automatically by the
system using the rates in the terms of payment. You can still change the cash
discount after you post the invoice.
When an open item on a customer or vendor account is cleared, the possible
cash discount is posted automatically to an account for “cash discount expense”
or “cash discount received”.
You define the accounts for cash discount expense or cash discount revenue in
the configuration.
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Lesson: Payment Terms and Cash Discounts
Figure 99: Net Procedure - Invoice (1) and Payment (2)
If you post a vendor invoice with a document type for the net procedure, the
amount posted to the expense or balance sheet account is reduced by the cash
discount amount. The same amount is also posted to a cash discount clearing
account to clear the posting.
When you use the net procedure, the cash discount amount is automatically posted
when the invoice is posted.
When the invoice is paid, the system carries out a clearing posting to the cash
discount clearing account.
If the invoice is paid after the cash discount deadline, the cash discount loss is
posted to a separate account.
The cash discount clearing account must be managed on an open item basis.
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Lesson: Payment Terms and Cash Discounts
Exercise 15: Terms of Payment and Cash
Discounts
Exercise Objectives
After completing this exercise, you will be able to:
•
Configure terms of payment
•
Post cash discount automatically
Business Example
The company uses different terms of payment. Cash discounts are to be posted
automatically by the system. The company has negotiated new terms of payment
with a vendor.
Task 1:
Create a new terms of payment key.
1.
You are required to implement a new terms of payment key, AC##, and test
it to ensure it works. The new terms negotiated with your vendor are:
5% for immediately payment,
2% cash discount for payment within 14 days
No deduction for payment in 30 days
The posting date is the baseline date.
Task 2:
Assign the new terms of payment to your vendor.
1.
Assign the new terms of payment to your vendor.
Task 3:
Use the new terms of payment key the next time you enter an invoice.
1.
Test your new terms of payment by posting an invoice for 50,000 units of
local currency. Use your account for entertainment expenses for the debit
posting.
Continued on next page
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Task 4:
True or false?
1.
Credit memos can be linked to invoices to ensure that invoice and credit
memos are due on the same date.
Determine whether this statement is true or false.
□
□
2.
True
False
The day limits define the dates of the cash discount periods.
Determine whether this statement is true or false.
□
□
3.
True
False
Every installment of an installment plan must have its own terms of payment.
Determine whether this statement is true or false.
□
□
True
False
Task 5:
Answer the following question.
1.
“Terms of Payment” is a field in the
segment of the customer master record.
and
Fill in the blanks to complete the sentence.
Task 6:
Answer the following question.
1.
The
the due date of the invoice.
is the date that the system uses to determine
Fill in the blanks to complete the sentence.
Continued on next page
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Lesson: Payment Terms and Cash Discounts
Task 7:
Answer the following question.
1.
Which cash discount accounts are used in the net procedure?
Task 8:
Answer the following question.
1.
2006/Q2
Which cash discount accounts are used in the gross procedure?
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Solution 15: Terms of Payment and Cash
Discounts
Task 1:
Create a new terms of payment key.
1.
You are required to implement a new terms of payment key, AC##, and test
it to ensure it works. The new terms negotiated with your vendor are:
5% for immediately payment,
2% cash discount for payment within 14 days
No deduction for payment in 30 days
Continued on next page
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The posting date is the baseline date.
a)
Create terms of payment.
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Incoming Invoices/Credit Memos
→ Maintain Terms of Payment
Edit → New Entries
Field Name or Data Type
Values
Terms of Payment
AC##
Account Type
Customer
BLANK
Vendor
Default for Baseline Date
Posting Date
Terms of Payment
Term 1
Percentage
5%
No. of Days
BLANK
Term 2
Percentage
2%
No. of Days
14
Term 3
No. of Days
30
Choose Continue. In the “Explanations” area, the terms of payment
are automatically described in words. Check that you have considered
the terms of payment correctly.
Choose "Save“.
Continued on next page
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Task 2:
Assign the new terms of payment to your vendor.
1.
Assign the new terms of payment to your vendor.
a)
Enter terms of payment in the vendor master record.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Master Records → Change
Field Name or Data Type
Values
Vendor
Vendor##
Company Code
GR##
Company Code Data
Payment Transactions
Choose “Enter“.
Field Name or Data Type
Values
Terms of Payment
AC##
Choose “Save“.
Task 3:
Use the new terms of payment key the next time you enter an invoice.
1.
Test your new terms of payment by posting an invoice for 50,000 units of
local currency. Use your account for entertainment expenses for the debit
posting.
a)
Post a vendor invoice
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Document Entry → Invoice
If prompted, enter your Company code, GR##, then select “Enter”.
Field Name or Data Type
Values
Basic Data
Vendor
Vendor##
Invoice Date
Current date
Posting Date
Current date
Continued on next page
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Lesson: Payment Terms and Cash Discounts
Amount
50 000
Currency
Local Currency
Calculate Tax
Tax Code
0I (input tax training 0%)
Item
G/L Account
AE01##
D/C
Debit
Amount in Document Currency
50 000
Tax Code
0I (input tax training 0%)
Item text
Dinner for staff
Click on the “Payments” tab page to check whether the terms of
payment are proposed from the vendor master record.
Document → Simulate
Check your document. Doubleclick on a line item to display or
change data.
Select “Post” to save your document. Document number:
_________________ _________________
Note: You have just…
•
•
Created new terms of payment
Assigned it to your vendor master record
When you posted an invoice, the new terms of payment were
defaulted from the vendor master record. Display the line items
as follows to check that this has actually happened: Accounting
→ Financial Accounting → Accounts Payable → Account →
Display/Change Line Items
Enter your vendor number and company code on the selection
screen and execute the report. Doubleclick on the line item for
which you want to see the individual terms of payment.
Continued on next page
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Task 4:
True or false?
1.
Credit memos can be linked to invoices to ensure that invoice and credit
memos are due on the same date.
Answer: True
When you link a credit memo to the original invoice, the terms of payment
are copied from the invoice so that the invoice and the credit memo are
due on the same date.
2.
The day limits define the dates of the cash discount periods.
Answer: False
The day limits are used to store several versions of terms of payment under
the same terms of payment key.
3.
Every installment of an installment plan must have its own terms of payment.
Answer: True
The terms of payment for the line items are the terms of payment defined for
the individual installments.
Task 5:
Answer the following question.
1.
“Terms of Payment” is a field in the company code and sales area segment of
the customer master record.
Answer: company code, sales area
You can define terms of payment in the company code segment and in
the sales area segment of a customer master record. When you create an
invoice/billing document, the origin principle applies.
Task 6:
Answer the following question.
1.
The baseline date is the date that the system uses to determine the due
date of the invoice.
Answer: baseline date
In order to calculate cash discount periods, the system must be able to access
a baseline date as the start date.
Continued on next page
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Lesson: Payment Terms and Cash Discounts
Task 7:
Answer the following question.
1.
Which cash discount accounts are used in the net procedure?
Answer:
•
•
Cash discount clearing account
Cash discount loss account
Task 8:
Answer the following question.
1.
Which cash discount accounts are used in the gross procedure?
Answer:
•
•
2006/Q2
Cash discount revenue account
Cash discount expense account
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Lesson Summary
You should now be able to:
•
Define terms of payment
•
Explain the account determination for automatic postings of cash discount
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Lesson: Taxes
Lesson: Taxes
Lesson Overview
This lesson describes the settings for tax codes in the system.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe the treatment of taxes in mySAP ERP Financials
Create tax codes and define tax accounts in the configuration
Business Example
Management has requested that due to time constraints, you should provide the
basic tax requirements of your country for the prototype. It was suggested that you
use your country’s mySAP ERP tax template.
Figure 100: Taxes
SAP supports the tax systems for different countries:
•
•
•
•
2006/Q2
Tax on sales and purchases
US sales tax
Additional taxes (country-specific, for example, investment tax in Norway,
clearing tax in Belgium)
Withholding tax (not covered in this course)
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There are basically two types of taxation that can be processed in the mySAP
ERP System:
•
•
Taxes are levied at a national level, with uniformly defined rates.
Taxes are levied at a state/jurisdictional level, with rates defined by the
state/jurisdiction. Due to the complications involved with this type of
taxation (there are over 67,000 possible jurisdictions in the USA), third
party software is often used to determine the tax allocation. SAP provides a
generic interface software to support this.
In some countries (for example, Canada, India, Brazil) taxes are even levied on
both levels.
US sales and use taxes are typical examples of taxes below national level.
Figure 101: Tax - Support
The system supports the treatment of taxes as follows:
•
•
•
Checks the tax amount entered or automatically calculates the tax
Posts the tax amount to tax accounts.
Performs tax adjustments for cash discounts or other forms of deductions
The expense or revenue amount is the base amount, which can include a cash
discount (tax base is gross) or exclude a cash discount (tax base is net).
The tax code is used for the calculation procedure required to perform taxation
functions on the SAP system.
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Lesson: Taxes
National regulations determine whether the tax base amount must be:
•
•
Net amount (taxable expense or revenue items minus cash discount)
Gross amount (taxable expense or revenue items including cash discount)
•
You define which amount is to be used for each company code or for the
highest level of the jurisdiction code.
Figure 102: Tax on Sales and Purchases
The tax on sales and purchases is the balance of the output tax and the input tax.
•
•
The output tax is levied on the net value of the goods and is billed to the
customer. It is a liability of the company to the tax authorities.
Input tax is levied on the net invoice amount and is billed by the vendor. The
input tax is a receivable which the company claims from the tax authority.
Under certain circumstances, a company can deduct input tax that it has paid from
its tax liability to the tax authorities: Only taxes that have been levied on the added
value of goods have to be paid over to the tax authorities. The tax liability minus
deductible input tax is the tax payable.
Tax authorities can define that part of the input tax is not deductible. This tax
amount can be posted to a separate expense account, or it can be distributed to
the G/L account and assets line items.
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Figure 103: US Tax on Sales and Purchases - Sales Tax
In the USA, there is a distinction between sales tax and use tax. Both taxes only
apply to goods which are consumed by the customer. Goods that are used in
production or for resale to a third party remain untaxed. If a taxable good is sold
either sales or use tax is levied. Therefore, goods are only taxed once.
This graphic shows how sales taxes are posted. Sales tax is collected by a vendor
on a sale and remitted to the jurisdiction of the customer.
The system calculates sales tax based on material and customer location and posts
it in Sales Order Management and Purchasing Management. If customers are
exempt from taxation, you can specify this in their master records by entering the
appropriate indicator.
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Figure 104: US Tax on Sales and Purchases - Use Tax
In the USA, there is a distinction between sales tax and use tax. Both taxes only
apply to goods which are consumed by the customer. Goods that are used in
production or for resale to a third party remain untaxed. If a taxable good is sold
either sales or use tax is levied. Therefore, goods are only taxed once.
This graphic shows how use taxes are posted. The customer only has to pay use
tax if he was not charged sales tax by the vendor. This may be the case if the
vendor does not have a “presence” in the state of the customer or if the customer
has a “self-assessment permit”. The customer determines the use tax amount and
remits it to the jurisdiction where the goods are consumed.
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Figure 105: Tax Calculation Procedure
A tax calculation procedure is assigned to every country for carrying out tax
calculations. The mySAP ERP system is delivered with pre-configured tax
calculation procedures for most countries.
The tax calculation procedure contains:
•
•
•
The order of steps which have to be taken in the tax calculation procedure
(the “from step” indicates where the system calls the base value for the
“step”).
Tax types (condition types) that apply for the country. The system is
delivered with the condition types necessary for each type of tax calculation.
The tax calculation procedure already covers the correct condition types.
Account key/transaction key that covers additional specifications and
is used for the automatic account determination for the taxes concerned.
Predefined accounts keys are included in the mySAP ERP system. We
recommend that you use these standard account keys.
For the USA two tax calculation procedures are relevant:
•
•
TAXUSJ: Standard tax procedure including handling of jurisdiction codes
TAXUSX: Tax procedure used when employing an external tax package
Condition types are tax calculations that are valid for the country.
The base amount is an expense or revenue item.
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Lesson: Taxes
Figure 106: Jurisdiction Code
A jurisdiction code is a combination of the codes of tax authorities that tax
movements of goods and use their own tax rates. There are four possible levels
below national level: State, county, city, district.
Using tax jurisdiction codes involves two steps:
•
•
•
•
•
•
You have to define the length of the individual elements of the code for the
format of the jurisdiction code. This activity also automatically switches
over tax processing for this tax procedure to the tax jurisdiction code method.
The tax jurisdiction codes must be defined on every level, for example:
25 000 0000 0 for state level
25 022 0000 0 for county level
25 022 1105 0 for city level
25 022 1105 1 for sub-city level
When you post taxes with a jurisdiction code, you can enter the taxes per
jurisdiction code or per tax level.
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Figure 107: Tax Code
You enter the tax code when you post the document and this is the main
connection to the tax calculation. This connection is different depending on
whether the country uses a tax calculation procedure with tax jurisdiction codes or
not. The tax code is linked with either of the following:
•
•
Country key
Combination of country key and tax jurisdiction code
•
The tax codes within a jurisdictional taxation method are date-specific. In
the configuration, you can choose whether the document date or the posting
date is valid for the tax calculation.
Figure 108: Tax Rates
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Lesson: Taxes
In addition to other information, the tax code contains the tax rates. Tax rates are
assigned to the tax types used in the tax calculation procedure. A tax code may
have several tax rates entered for different tax types (if a line item is to be taxed
with several tax types), but usually only one tax rate is entered.
Example for tax code with more than one tax rate:
•
10% input tax on an item, whereby 40% of the tax amount is non-deductible
(for the tax rates, this means: 6% input tax, 4% non-deductible input tax).
Some postings to tax-relevant G/L accounts must have a tax rate of zero. This
applies to:
•
•
Items that are tax-exempt but have to be reported to the tax authorities. For
these items a special tax code with a tax rate of zero is created.
Items that are created by tax exempt transactions such as goods issue,
goods movement, and so on. A special tax code must be assigned to these
transactions in configuration.
The tax type definition determines if the base amount is “percentage included” or
“percentage separate”.
If the system detects a deviation between the tax calculated and the tax amount
entered, it either issues an error message (check indicator set) or a warning
message (check indicator not set). The check indicator should not be set for input
tax codes because the user must post the tax amount from the invoice regardless
of whether it is correct or not.
Figure 109: Tax Postings
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Tax Postings
•
•
The taxes calculated by the system are usually posted via a separate line item
to a special tax account. This is the standard scenario.
Taxes with certain transaction/account keys (for example, NVV) are
distributed to the relevant expense/revenue item. This is the case for sales
tax payables or other non-deductible input taxes.
Figure 110: Tax Account Determination
To enable the automatic tax account determination you have to assign the
following data to the account/transaction keys that generate the tax items during
posting:
•
•
•
Posting keys (40 and 50 are recommended)
Rules that determine which fields the account determination is based on (the
account determination can be based on the tax code or the account key)
Tax accounts
When exchange rate differences occur because of tax adjustments in foreign
currencies, these exchange rate differences are usually posted to the normal
account for exchange rate differences. However, for each company code, you
can specify that the exchange rate for tax items can also be entered manually or
is determined by the posting or the document date. The resulting differences
are posted to a special account.
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Lesson: Taxes
Figure 111: Tax Accounts
You define tax accounts, that is, accounts to which tax items are posted, in the
field Tax Category by entering one of the following signs:
•
•
•
< For input tax
> For output tax
The properties of the tax code define whether or not the tax posted is an
input or an output tax.
“Post Automatically Only” must be selected if you do not want to post tax
manually.
Figure 112: Other G/L Accounts
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All other G/L accounts may have one of the following entries in the “Tax
Category” field:
•
•
•
•
•
•
„ “ For non tax-relevant postings (e.g. bank postings)
"-" For postings that require an input tax code (for example, reconciliation
account for payables from goods and services)
"+" For postings that require an output tax code (for example, reconciliation
account for receivables from goods and services)
"*" For postings that require any tax code
"xx" For postings with the predefined tax code xx
The properties of the tax code define whether or not the tax posted is an
input or an output tax.
If the ”Postings Without Tax Allowed” field is selected, you can post to this
G/L account without specifying a tax code. This is especially necessary for tax
postings within a jurisdiction code tax calculation procedure to foreign customers
who do not have a jurisdiction code.
Hint: Accounts for cash discounts need an entry in the “Tax Category”
field if the system is supposed to post tax adjustments.
Figure 113: EU Single Market - Tax on Sales and Purchases Calculation
Deliveries to customers in non-EU countries are exempt from tax (output tax
0%). The customer has to pay import tax, which is usually equal to the domestic
input tax.
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Lesson: Taxes
Within the EU single market, the country of destination principle generally
applies. This means that deliveries are tax exempt (output tax 0%) with acquisition
tax being levied in the country of destination.
The import and export restrictions have been replaced by more extensive reporting
for deliveries between companies in EU countries:
•
•
The customer assesses the acquisition tax and reports it to the tax authorities
in an extended advance return for tax on sales/purchases. In the same report,
the acquisition tax can be claimed as input tax. The company therefore does
not have to pay taxes when it acquires goods. The acquisition tax is used to
report the acquisition of goods within the EU to the tax authorities.
The vendor has to report the tax exempt deliveries/goods movements to
their tax authorities in an EC sales list. This sales list also contains the
recipients of the goods. To identify the recipients every company is assigned
a VAT registration number. This number must be specified on every invoice
between EU companies.
Figure 114: Acquisition Tax Codes
Special tax codes:
•
•
2006/Q2
The acquisition tax code creates two posting items: It posts the acquisition
tax to the credit side of the acquisition output tax account and the same
amount to the debit side of the acquisition input tax account.
The output tax code for the tax exempt deliveries must have an EU code for
goods, services, and subcontracting within the EU to determine the relevant
sales for the EC sales list. For technical reasons, you have to assign a tax
account to the tax code even though no tax is posted.
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Lesson: Taxes
Exercise 16: Taxes
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a new tax code
•
Post a customer invoice with taxes
Business Example
Management has requested that due to time constraints, you should provide the
basic tax requirements of your country for the prototype. It was suggested that you
use your country’s mySAP ERP tax template.
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Task 1:
Answer the following question:
1.
Name the two types of taxation that can be represented in the mySAP ERP
system.
Task 2:
Answer the following question:
1.
What data is required for the automatic account determination for tax
amounts?
Task 3:
Create a new tax code. Complete either task 3-1 or 3-2 according to your country’s
requirements.
1.
Taxes not dependent on the jurisdiction code: The government of your
country implements a tax reform and sets the tax on sales and purchases
rate to 20%. Create a new output tax code ## to adjust to the new tax
requirements.
2.
Jurisdiction-specific taxes: Your instructor will give you the code of a
jurisdiction that has just changed its sales tax rate to 5%. Your company code
has a presence in this jurisdiction and is therefore obliged to collect sales tax.
Create a new output tax code ## to adjust to the new tax requirements.
3.
Define that the new tax code is relevant for “outgoing invoices in Financial
Accounting” and should therefore be offered in the input help in the Enjoy
transactions.
Continued on next page
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Lesson: Taxes
Task 4:
Test the new tax code by entering a customer invoice.
1.
Post a customer invoice for 300,000 units of local currency to your customer
account. Choose the option "Calculate Tax". Use the tax code that you
created (and, if necessary, its jurisdiction code). Post the revenue side of the
transaction to the account that is supplied by your instructor.
Hint: Note the document number on your data sheet.
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Solution 16: Taxes
Task 1:
Answer the following question:
1.
Name the two types of taxation that can be represented in the mySAP ERP
system.
Answer:
•
•
Taxation at national level
Taxation at regional/jurisdictional level
Task 2:
Answer the following question:
1.
What data is required for the automatic account determination for tax
amounts?
Answer:
•
•
•
Rules
Posting key
Tax accounts
Task 3:
Create a new tax code. Complete either task 3-1 or 3-2 according to your country’s
requirements.
1.
Taxes not dependent on the jurisdiction code: The government of your
country implements a tax reform and sets the tax on sales and purchases
rate to 20%. Create a new output tax code ## to adjust to the new tax
requirements.
a)
Create a new tax code.
Taxes not dependent on the jurisdiction: Create a tax code.
IMG: Financial Accounting → Financial Accounting Global Settings
→ Tax on Sales/Purchases → Calculation → Define Tax Codes for
Sales and Purchases
Field Name or Data Type
Values
Country
Course country
Choose “Enter”.
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Lesson: Taxes
Field Name or Data Type
Values
Tax Code
##
Choose “Enter“.
Field Name or Data Type
Values
Tax Code
##
Description
Output tax 20%
Tax Type
A
Choose “Enter“.
Field Name or Data Type
Values
Tax Type
Output tax
AccKy
MWS
Tax Percent.
20,000
Choose “Enter”.
Assign a tax account:
Select the “Tax Accounts” pushbutton.
Field Name or Data Type
Values
Chart of Accounts
INT
Choose “Enter“.
Field Name or Data Type
Values
MWS
Your instructor will give you the
account for tax liabilities.
Choose "Save“.
Continued on next page
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2.
TFIN50
Jurisdiction-specific taxes: Your instructor will give you the code of a
jurisdiction that has just changed its sales tax rate to 5%. Your company code
has a presence in this jurisdiction and is therefore obliged to collect sales tax.
Create a new output tax code ## to adjust to the new tax requirements.
a)
Jurisdiction-specific taxes: Create a tax code
IMG: Financial Accounting → Financial Accounting Global Settings
→ Tax on Sales/Purchases → Calculation → Define Tax Codes for
Sales and Purchases
Field Name or Data Type
Values
Country
Course country
Choose “Enter“.
Field Name or Data Type
Values
Tax Code
##
Jurisdiction Code
Your instructor will give you this
information
Choose “Enter”.
Field Name or Data Type
Values
Tax Code
##
Description
Sales tax 5%
Tax Type
A
Check
Choose “Enter”.
Field Name or Data Type
Values
Tax Type
A/R Sales tax 3
AccKy
MW3
Tax Percent.
5
Assign a tax account.
Select the “Tax Accounts” pushbutton.
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Lesson: Taxes
Field Name or Data Type
Values
Chart of Accounts
INT
Choose “Enter“.
Field Name or Data Type
Values
MW3
Your instructor will give you the
account for tax liabilities.
Choose "Save“.
3.
Define that the new tax code is relevant for “outgoing invoices in Financial
Accounting” and should therefore be offered in the input help in the Enjoy
transactions.
a)
Define your tax code for the Enjoy transaction.
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Outgoing Invoices/Credit Memos
→ Outgoing Invoices Credit Memos - Enjoy → Define Tax Code per
Transaction
Field Name or Data Type
Values
Country Key
Course country
Choose “Enter“.
Choose “New Entries“.
Field Name or Data Type
Values
Tax Code
##
Transaction
Outgoing invoices in Financial
Accounting
Choose "Save“.
Continued on next page
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Task 4:
Test the new tax code by entering a customer invoice.
1.
Post a customer invoice for 300,000 units of local currency to your customer
account. Choose the option "Calculate Tax". Use the tax code that you
created (and, if necessary, its jurisdiction code). Post the revenue side of the
transaction to the account that is supplied by your instructor.
Hint: Note the document number on your data sheet.
a)
Application: Accounting → Financial Accounting → Accounts
Receivable → Document Entry → Invoice
Field Name or Data Type
Values
Basic Data
Customer
Your customer
Invoice Date
Current date
Posting Date
Current date
Amount
300 000
Currency
Local currency
Calculate Tax
Tax Code
## (Your new tax code)
Item
G/L Account
Your instructor will give you the
revenue account.
D/C
Credit
Amount in Document Currency 300 000
Tax Code
Your new tax code
Document → Simulate
Check your document. Doubleclick on a line item to display or change
data.
Select “Post” to save your document. Document number:
Continued on next page
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Lesson: Taxes
_________________
Note: You have just…
•
•
•
•
2006/Q2
Created a new tax code
Assigned a general ledger account to the tax code to
enable automatic postings
Defined your tax code to be used in the Enjoy transaction
Posted a customer invoice to demonstrate the automatic
tax posting
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Lesson Summary
You should now be able to:
•
Describe the treatment of taxes in mySAP ERP Financials
•
Create tax codes and define tax accounts in the configuration
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Lesson: Cross-Company Code Transactions
Lesson: Cross-Company Code Transactions
Lesson Overview
This lesson gives an overview of cross-company code transactions.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Explain cross-company code transactions
Post cross-company code transactions
Business Example
Management is considering setting up an additional domestic subsidiary and is
concerned with mySAP ERP’s ability to handle cross-company code postings.
Figure 115: Cross-Company Code Transaction (1)
Figure 116: Cross-Company Code Transaction (2)
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A cross-company code transaction involves two or more company codes in
one business transaction. Examples:
•
•
•
One company code makes purchases for other company codes (Central
Procurement)
One company code pays invoices for other company codes (Central Payment)
One company code sells goods to other company codes
A cross-company code transaction posts to accounts in several company codes.
This cannot be done by posting only one document because a document is always
assigned to exactly one company code. Instead, the system creates and posts a
separate document in each company code involved.
In order to balance debits and credits within these documents, the system generates
automatic line items which are posted to clearing accounts, for payables or
receivables.
The documents which belong to one cross-company code transaction are linked by
a common cross-company code transaction number.
You can use report RFBVOR00 to display cross-company code transactions.
Figure 117: Central Procurement (Example)
The graphic “Central Procurement (Example)” shows an example of a
cross-company code transaction. A vendor delivers goods to company code 1000
and other goods to company code 2000, but sends only one invoice for all the
goods to company code 1000. You enter a part of the expense and post the invoice
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Lesson: Cross-Company Code Transactions
to the vendor account in company code 1000. When entering the invoice, you
have to post the other part of the expense in company code 2000. The clearing
postings and the tax postings are created automatically.
The tax is not distributed between the company codes according to their
expenses. Therefore, this function may only be used if the transaction itself is not
tax-relevant or if the company codes form a taxable entity.
The tax calculated is always posted to the company code of the first item.
Therefore, to ensure that the tax is posted to the same company code as the
invoice, the invoice item must always be entered first.
Certain countries' tax regulations (for example, in Japan and Denmark) require
that the tax amounts are posted in the company codes in which the expenses
occurred. Therefore, the tax must be distributed from the first company code to
the other company codes according to their expense amount. You can do this
using report RFBUST10.
Figure 118: Clearing Accounts
Clearing accounts must be defined in every company code before a
cross-company code transaction may be carried out. The clearing accounts may be
G/L accounts, customer, or vendor accounts.
In the configuration you must assign clearing accounts to every possible
combination of two company codes to allow cross-company code postings
between these combinations (for example, three company codes need 3*2= 6
clearing accounts)
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To reduce the number of clearing accounts, you can use just one company code
as the clearing company code. In this case, you only have to assign clearing
accounts to every combination of the clearing company code and the other
company codes, (that is three company codes need 2*2= 4 clearing accounts)
Posting keys must be assigned to the clearing accounts to identify their account
types.
Figure 119: Cross-Company Code Document Number
When the cross-company code document is posted, the system generates a
cross-company code document number to link all of the new documents together.
The document number is a combination of the document number of the first
company code, the first company code number, and the fiscal year. It is stored in
the document header of all of the documents created for a complete audit trail.
Cross-company code documents can be reversed: To do this, use the reversal
function for cross-company code transactions.
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Lesson: Cross-Company Code Transactions
Exercise 17: Cross-Company Code
Transactions
Exercise Objectives
After completing this exercise, you will be able to:
•
Configure your company code to perform cross-company code transactions
•
Post a cross-company code transaction
Business Example
Management is considering setting up a foreign subsidiary and is concerned with
mySAP ERP’s ability to handle cross-company code postings.
Task 1:
Answer the following question:
1.
List two examples for cross-company code transactions:
Task 2:
True or false?
1.
A cross-company code transaction consists of at least two documents.
Determine whether this statement is true or false.
□
□
2.
True
False
Tax amounts of a cross-company code transaction are automatically
distributed to the company codes in which the expenses/revenues occurred.
Determine whether this statement is true or false.
□
□
True
False
Continued on next page
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Unit 4: Posting Control
3.
TFIN50
Cross-company code clearing accounts must be G/L accounts.
Determine whether this statement is true or false.
□
□
4.
True
False
The company codes of a cross-company code transaction may have different
local currencies.
Determine whether this statement is true or false.
□
□
True
False
Task 3:
Answer the following question:
1.
Describe the components the system uses to create the cross-company code
transaction number.
Task 4:
Create cross-company clearing accounts and configure the automatic postings for
the cross-company postings.
1.
Create a clearing account 1946## to process cross-company code transactions
with your instructor's company code in your company code. To do so,
copy the G/L account 194500. (Delete the entry in the Alternative Account
Number field in account 1946##.) Set the field status group in both accounts
to G001. Define the account to be posted to automatically by the system for
cross-company code transactions.
Hint: If the "With Reference" pushbutton is not active, follow the
menu path Settings → Start Activity, and select the "Create GL
Account with Reference" radiobutton.
Select the green arrow to return to the Easy Access Menu and restart
the transaction.
Once in the transaction, select Enter to display a new window.
2.
260
Assign your company code to a company. Choose the company that belongs
to the company code of the instructor.
Continued on next page
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Lesson: Cross-Company Code Transactions
3.
Configure the automatic postings for the cross-company code transaction.
Task 5:
Hint: Delete your user assignments to tolerance group SUPV, otherwise
you will not be authorized to post in the course instructor's company code.
You can find your user assignments to the tolerance group in the IMG under
Financial Accounting → Financial Accounting Global Settings → Document →
Line Item → Define Tolerance Groups for Employees and Assign User/Tolerance
Groups.
Post an example transaction for central purchasing.
1.
You receive an invoice from your vendor for 50,000 units of the local
currency for material you purchased for the instructor’s company code. Use
the tax code 1l (input tax (course) 10%). Post a cross-company code invoice
to record the invoice in your company code and record the expense in the
instructor’s company code. Record your document number(s).
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
Use the horizontal scroll bars if you cannot see all of the fields that
you need.
Task 6:
Check your posting.
1.
2006/Q2
Look at your cross-company code document again.
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Solution 17: Cross-Company Code
Transactions
Task 1:
Answer the following question:
1.
List two examples for cross-company code transactions:
Answer:
•
•
Central purchasing
Central payment
Task 2:
True or false?
1.
A cross-company code transaction consists of at least two documents.
Answer: True
A cross-company code transaction posts to accounts in several company
codes. This cannot be done by posting only one document because a
document is always assigned to exactly one company code.
2.
Tax amounts of a cross-company code transaction are automatically
distributed to the company codes in which the expenses/revenues occurred.
Answer: False
The tax is completely posted to the first company code. In some countries
(Denmark, Japan, Belgium) the proportional tax amounts for the respective
company code must each be listed separately. The report RFBUST10
enables you to do this.
3.
Cross-company code clearing accounts must be G/L accounts.
Answer: False
Cross-company code clearing accounts can be G/L accounts as well as
customer/vendor accounts.
4.
The company codes of a cross-company code transaction may have different
local currencies.
Answer: True
Hint: In an earlier SAP release, the company codes had to have the
same local currency. This requirement is no longer necessary.
Continued on next page
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Lesson: Cross-Company Code Transactions
Task 3:
Answer the following question:
1.
Describe the components the system uses to create the cross-company code
transaction number.
Answer: The cross-company code transaction number is a combination of
the document number in the first company code, the first company code
number, and the fiscal year.
Task 4:
Create cross-company clearing accounts and configure the automatic postings for
the cross-company postings.
1.
Create a clearing account 1946## to process cross-company code transactions
with your instructor's company code in your company code. To do so,
copy the G/L account 194500. (Delete the entry in the Alternative Account
Number field in account 1946##.) Set the field status group in both accounts
to G001. Define the account to be posted to automatically by the system for
cross-company code transactions.
Hint: If the "With Reference" pushbutton is not active, follow the
menu path Settings → Start Activity, and select the "Create GL
Account with Reference" radiobutton.
Select the green arrow to return to the Easy Access Menu and restart
the transaction.
Once in the transaction, select Enter to display a new window.
a)
Create a General Ledger Account:
Application: Accounting → Financial Accounting → General Ledger
→ Master Records → G/L Accounts → Individual Processing →
Centrally
Or transaction code: FS00
Field Name or Data Type
Values
G/L Account
1946##
Company Code
GR##
Choose the "With Reference" button.
Continued on next page
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Field Name or Data Type
Values
Account Number
194500
Company Code
GR##
Choose “Enter”.
Field Name or Data Type
Values
Short text
Clearing account
G/L Account Long Text
My cross-company clearing
account
Choose the “Control Data” tab page.
Delete the entry in the field “Alternative Account Number”.
Select the “Create/Bank/Interest“ tab page.
Field Name or Data Type
Values
Field Status Group
G001
Post Automatically Only
Choose “Save”.
2.
Assign your company code to a company. Choose the company that belongs
to the company code of the instructor.
a)
IMG: Enterprise Structure → Assignment → Financial Accounting →
Assign Company Code to Company
Choose “Position...” to call up your company code and assign it to the
company that belongs to the instructor's company code.
3.
Configure the automatic postings for the cross-company code transaction.
a)
IMG: Financial Accounting → General Ledger Accounting → Business
Transactions → Prepare Cross-Company Code Transactions
Enter the following data for clearing between company codes:
Continued on next page
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Lesson: Cross-Company Code Transactions
Field Name or Data Type
Values
Company Code 1
Your company code
Company Code 2
Instructor’s company code
Choose “Enter“.
Where you have entered your own company code under “Posted
In“, enter the following data:
Field Name or Data Type
Values
Receivable
Debit Posting Key
40
Debit Account
Your clearing account (1946##)
Payable
Credit Posting Key
50
Credit Account
Your clearing account (1946##)
In the area where you entered the company code specified by your
instructor under “Posted In“ enter the following data:
Field Name or Data Type
Values
Receivable
Debit Posting Key
40
Debit Account
Instructor’s clearing account
Payable
Credit Posting Key
50
Credit Account
Instructor’s clearing account
Choose “Save“.
Continued on next page
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Task 5:
Hint: Delete your user assignments to tolerance group SUPV, otherwise
you will not be authorized to post in the course instructor's company code.
You can find your user assignments to the tolerance group in the IMG under
Financial Accounting → Financial Accounting Global Settings → Document →
Line Item → Define Tolerance Groups for Employees and Assign User/Tolerance
Groups.
Post an example transaction for central purchasing.
1.
You receive an invoice from your vendor for 50,000 units of the local
currency for material you purchased for the instructor’s company code. Use
the tax code 1l (input tax (course) 10%). Post a cross-company code invoice
to record the invoice in your company code and record the expense in the
instructor’s company code. Record your document number(s).
Hint: Choose the “Tree Off” button so that the document entry
window fills the entire screen.
Use the horizontal scroll bars if you cannot see all of the fields that
you need.
a)
Cross-company code invoice
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Document Entry → Invoice
Field Name or Data Type
Values
Basic Data
Vendor
Vendor##
Invoice Date
Current date
Document Type
Vendor Invoice
Posting Date
Current date
Amount
50 000
Curr/ExchRate
Local currency
Calculate Tax
Tax ID
1I (10 % input tax)
Items
Continued on next page
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Lesson: Cross-Company Code Transactions
G/L account (expense account)
Your instructor will give you this
information
D/C
Debit
Amount in Document Currency
50 000
Tax ID
1I (10 % input tax)
Company Code
Instructor’s company code
Cost Center
Instructor's cost center
Document → Simulate
Check your document. Doubleclick on a line item to display or
change data. Note the cross-company code clearing postings.
Choose “Post” to save the document. Document number:
_________________
Task 6:
Check your posting.
1.
Look at your cross-company code document again.
a)
Display your cross-company code document.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Payable → Document → Cross-CC Transaction → Display
Enter your document number, if necessary.
Select “Enter” to display your document.
Note: You have just…
•
•
•
2006/Q2
Created a general ledger account for cross-company code
transactions
Configured the automatic postings for cross-company
code clearing with your instructor’s company code
Posted a cross-company code document.
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Lesson Summary
You should now be able to:
•
Explain cross-company code transactions
•
Post cross-company code transactions
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Unit Summary
Unit Summary
You should now be able to:
•
Define default values
•
Configure user-specific default values
•
Determine default values in the system and the configuration
•
Explain the rules governing changes to documents
•
Change documents
•
Analyze changes to documents
•
Reverse documents
•
Find reversal reasons in Customizing
•
Define terms of payment
•
Explain the account determination for automatic postings of cash discount
•
Describe the treatment of taxes in mySAP ERP Financials
•
Create tax codes and define tax accounts in the configuration
•
Explain cross-company code transactions
•
Post cross-company code transactions
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Unit Summary
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2006/Q2
Unit 5
Clearing
Unit Overview
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
Explain the clearing process
Clear an account
Post with clearing
Post incoming and outgoing payments
Reset clearing
Post payment differences
Describe tolerance groups and their role for posting payment differences
Post partial and residual payments
Create and use payment difference reason codes
Explain the system treatment of exchange rate differences
Unit Contents
Lesson: Clearing Open Items .................................................272
Exercise 18: Open Item Clearing.........................................279
Lesson: Incoming and Outgoing Payments .................................288
Exercise 19: Post with Clearing ..........................................297
Lesson: Payment Differences .................................................301
Exercise 20: Payment Differences .......................................309
Lesson: Exchange Rate Differences .........................................318
Exercise 21: Exchange Rate Differences ...............................321
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Lesson: Clearing Open Items
Lesson Overview
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Explain the clearing process
Clear an account
Post with clearing
Business Example
Open items need to be cleared for a transaction to be completed. mySAP ERP
provides two basic transactions for clearing; both are of interest for your company.
Figure 120: Clearing Open Items
Open items are incomplete transactions, such as invoices that have not been paid.
For a transaction to be considered as completed, it must be cleared. A transaction
is cleared when a clearing posting has been carried out for an item or group of
items, so that the resulting balance of the items is zero.
Documents with open items cannot be archived and stay in the system until all
open items are cleared.
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Lesson: Clearing Open Items
Example for posting with clearing(see graphic above):
•
•
•
An invoice is posted to a customer account. This invoice is regarded as an
open item because at this point it is unpaid.
The customer pays the invoice and the payment is assigned to the open item.
The invoice is cleared with the payment and the resulting balance is zero.
Example for account clearing:
•
Manually clearing an open invoice with a related credit memo and payment
on account.
A clearing transaction always creates a clearing document.
Figure 121: Post with Clearing
When you use the "posting with clearing" function, enter the clearing document
amount and then select the open items that are to be cleared.
•
•
If the total amount of selected open items equals the amount of the clearing
document, the system clears the open items by creating one or more clearing
items.
If the total amount of selected open items does not equal the amount of the
clearing document, the system allows you to post the difference.
“Posting with clearing” can be carried out for several accounts, account types,
and for any currency simultaneously.
You can carry out the “posting with clearing” transaction manually or
automatically using the automatic payment program.
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Figure 122: Account clearing
Using the “account clearing” function, choose those open items from an account
that balance to zero. The system marks them as cleared and creates a clearing
document. The clearing document number and the clearing date is entered in
the cleared items. The clearing date can be the current date or a date that the
user determines.
The “account clearing” function works for any account managed with open items
in the general ledger and in subledgers.
Since most of the time postings do not have to be made to clear items within an
account, the clearing document usually contains no line items. However, if the
items to be cleared belong to different business areas, the system may have to
carry out clearing postings to balance the business areas to zero.
The “account clearing” transaction may be performed manually or automatically
by using the automatic clearing program.
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Lesson: Clearing Open Items
Figure 123: Automatic Clearing Program
The user can clear open items for general ledger and subledger accounts with the
automatic clearing program.
The program groups items from an account together where they have the same
entries in the following fields:
•
•
•
•
Reconciliation account number
Currency
Special G/L indicator
Five freely defined criteria from document header or line item, for example,
assignment field, reference number, and so on.
If the balance, in local currency, of the items within a group is zero, the system
automatically clears them and creates clearing documents.
All accounts requiring automatic clearing must be defined in Customizing.
The automatic clearing program does not clear:
•
•
•
•
2006/Q2
Noted items
Statistical postings and certain special G/L transactions relating to bills of
exchange
Down payments can only be cleared if down payment clearing items of the
same amount have already been posted.
items with withholding tax entries
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TFIN50
Figure 124: The Assignment Field as Sort Field
The assignment field of a line item is automatically filled in accordance with the
“Sort Field” entry in the master record when you post.
The assignment field can be a combination of up to 4 fields with a maximum of
18 characters. For example, to display the document number (10 characters) and
the posting date (6 characters), these 2 field names are included in the assignment
field definition.
For example, if the sort key is set to the purchase order number in the business
partner master record, then the assignment field in the business partner line item is
filled with the purchase order number.
However, if the sort key is set to the cost center in a general ledger master record,
then the assignment field in the general ledger line item is filled with the number
of the cost center when that G/L account is used.
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Lesson: Clearing Open Items
The line item sorting in the line item display and clearing functions is based on the
assignment field. An application example:
•
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When an invoice is posted in Sales order Management, an accounting
document is created in Financial. The accounting document has a document
number that is normally different to the number of the Sales order
Management invoice. You can use the reference and the assignment to trace
which document in Sales order Management the accounting document is
based on. The reference and the assignment in the accounting document are
copied from the reference and the assignment in the Sales Order Management
billing document. You can define which numbers (purchase order, order,
delivery, or billing document number) are copied into the Sales Order
Management document as reference and assignment and then transferred to
Financial Accounting. You can then use these fields as selection criteria in
Financial Accounting.
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Lesson: Clearing Open Items
Exercise 18: Open Item Clearing
Exercise Objectives
After completing this exercise, you will be able to:
•
Explain both options for clearing open items
•
Clear an account
Business Example
Open items need to be cleared for a transaction to be completed. mySAP ERP
offers two transactions for clearing.
Task 1:
Answer the following question:
1.
Name the two basic transactions that you can use to clear open items.
Task 2:
True or false?
1.
Documents with open items cannot be archived because open items represent
incomplete transactions.
Determine whether this statement is true or false.
□
□
2.
True
False
A clearing document must have at least two line items.
Determine whether this statement is true or false.
□
□
True
False
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3.
The automatic clearing program (SAPF124) cannot carry out automatic
postings.
Determine whether this statement is true or false.
□
□
True
False
Task 3:
Answer the following questions:
1.
Clearing a credit memo with an open invoice is an example of
.
Fill in the blanks to complete the sentence.
2.
Posting a payment for an open invoice with a resulting zero balance is an
.
example of
Fill in the blanks to complete the sentence.
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Lesson: Clearing Open Items
Task 4:
Carry out the following exercise for “Account Clearing”.
1.
Post a customer invoice for 5,500 units local currency. When you enter the
customer invoice, change the proposed terms of payment key to "0001" (due
immediately). Use the tax code 1O (output tax (course) 10%). Then clear the
items with the credit memo that you created for the same amount and check
the line items in the customer account before and after clearing.
Hint: All open items have been selected for processing. There are
several ways of deactivating each item.
•
Doubleclick on each item’s amount (Gross).
•
Choose
Select All in the lower part of the screen.
Then choose
Deactivate Items to deactivate all items.
Double-click on the amounts of the individual items that you
want to clear together.
•
Process additional business transactions by choosing “Editing
Options”.
Select the “Selected Items Initially Inactive” indicator so that
all items are deactivated the next time the business transaction
is processed.
Hint: To clear the cash discount, enter the value 0
(zero) in the “Cash Discount” field.
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Solution 18: Open Item Clearing
Task 1:
Answer the following question:
1.
Name the two basic transactions that you can use to clear open items.
Answer:
•
•
Account clearing
Post with clearing
Task 2:
True or false?
1.
Documents with open items cannot be archived because open items represent
incomplete transactions.
Answer: True
2.
A clearing document must have at least two line items.
Answer: False
A clearing document may have no line items.
3.
The automatic clearing program (SAPF124) cannot carry out automatic
postings.
Answer: False
As of R/3 Release 4.0, the automatic clearing program can carry out
automatic postings.
Task 3:
Answer the following questions:
1.
Clearing a credit memo with an open invoice is an example of account
clearing.
Answer: account clearing
The transaction “Account Clearing” is one option for clearing open items.
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Lesson: Clearing Open Items
2.
Posting a payment for an open invoice with a resulting zero balance is an
example of posting with clearing.
Answer: posting with clearing
The transaction “Post with Clearing” is the second option for clearing open
items and is carried out during entry of the incoming payment.
Task 4:
Carry out the following exercise for “Account Clearing”.
1.
Post a customer invoice for 5,500 units local currency. When you enter the
customer invoice, change the proposed terms of payment key to "0001" (due
immediately). Use the tax code 1O (output tax (course) 10%). Then clear the
items with the credit memo that you created for the same amount and check
the line items in the customer account before and after clearing.
Hint: All open items have been selected for processing. There are
several ways of deactivating each item.
•
Doubleclick on each item’s amount (Gross).
•
Choose
Select All in the lower part of the screen.
Then choose
Deactivate Items to deactivate all items.
Double-click on the amounts of the individual items that you
want to clear together.
•
Process additional business transactions by choosing “Editing
Options”.
Select the “Selected Items Initially Inactive” indicator so that
all items are deactivated the next time the business transaction
is processed.
Hint: To clear the cash discount, enter the value 0
(zero) in the “Cash Discount” field.
a)
Customer Invoice
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Invoice
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Field Name or Data Type
Values
Basic Data
Customer
Your customer
Invoice Date
Current date
Posting Date
Current date
Amount
5 500
Currency
Local currency
Calculate Tax
Tax ID
1O (Output tax (course) 10%)
Terms of Payment
0001
Items – 1st detail line
G/L Account
Your instructor will give you
the revenue account.
D/C
Credit
Amount in Document Currency
5 500
Tax ID
1O (Output tax (course) 10%)
Document → Simulate
Check your document. Doubleclick on a line item to display or change
data.
Select “Post” to save your document. Document number:
_________________
Display the line items in your customer account:
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Account → Display/Change Line Items
Field Name or Data Type
Values
G/L Account
Your customer
Company Code
GR##
Line Item Selection
Choose “All Items”
Choose “Execute” to display all the values posted to your customer
account. Note that both the invoice for 5500 units and the credit
memo are open items.
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Lesson: Clearing Open Items
Clear the account.
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Account → Clear
Field Name or Data Type
Values
Account
Your customer
Company Code
GR##
Choose the button “Process Open Items“.
Hint: All open items have been selected for processing. There
are several ways to deactivate each item, (except the clearing
invoice for 5500 units and the credit memo).
•
Doubleclick on each item’s amount (Gross).
•
Choose
Select All in the lower part of the screen.
Then choose
Deactivate Items to deactivate all items.
Double-click on the amounts of the individual items that
you want to clear together.
•
Process additional business transactions by choosing
“Editing Options”.
Select the “Selected Items Initially Inactive” indicator so
that all items are deactivated the next time the transaction
is called.
Hint: To clear the cash discount, enter the value
0 (zero) in the “Cash Discount” field.
Choose “Post” to save the document. Document number:
_________________
Display the line items in your customer account:
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Account → Display/Change Line Items
Field Name or Data Type
Values
Account
Your customer
Company Code
GR##
Line Item Selection
Select “All Items”.
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Choose "Execute" to display all the costs posted to your customer
account. Note that the invoice for 5500 units and the credit memo
are now cleared items.
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Lesson: Clearing Open Items
Lesson Summary
You should now be able to:
•
Explain the clearing process
•
Clear an account
•
Post with clearing
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Lesson: Incoming and Outgoing Payments
Lesson Overview
This lesson explains how to post manual incoming and outgoing payments.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Post incoming and outgoing payments
Reset clearing
Business Example
Customers pay open invoices taking advantage of cash discounts. The cash
discount is to be posted in the system automatically.
Figure 125: The Manual Payment Process
A manual payment is a transaction that clears an open item, typically an invoice,
by manually assigning a clearing document.
An incoming payment, typically used in Accounts Receivable, clears an open
debit amount.
An outgoing payment, typically used in Accounts Payable, clears an open credit
amount.
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Lesson: Incoming and Outgoing Payments
A manual payment is processed in three steps:
•
•
•
Data is entered in the document header.
Open items are selected to be cleared.
The transaction is saved.
Possible payment differences will be dealt with in the next lesson.
Figure 126: Document Header - Payment Header
The data entered in the document header is similar to the data entered when
posting invoices. The document header consists of three sections: The payment
header, the bank data, and the open item selection.
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Enter the following information in the payment header section of the document
header:
•
•
•
•
•
•
Enter the document date. This is the date on the physical document.
The system proposes the document type dependent on the transaction called
(see lesson “Default Values”).
If the company code is not proposed, you have to enter it (see lesson “Default
Values”).
The period specifications include the posting date and the posting period.
The current date is defaulted as the posting date and the posting period is
derived from the posting date.
The currency specifications include the currency code, the exchange rate
and the date for currency translation. If no exchange rate or translation
date is entered, the exchange rate from the exchange rate table on the posting
date is used.
Any references needed to identify the incoming payment may be entered in
the reference document number, document header text, and clearing
text fields.
Figure 127: Document Header - Bank Data
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Lesson: Incoming and Outgoing Payments
Enter the following bank data in the next section of the document header:
•
•
•
•
•
•
The account is a general ledger account used for incoming or outgoing
payments.
The payment amount is the total payment amount.
The bank may charge bank charges for its services, and these are posted
automatically to a special expense account. With incoming payments, the
system adds the bank charges to the payment amount to form the clearing
amount. With outgoing payments, it subtracts the bank charges from the
payment amount to determine the clearing amount.
The value date is the date used to evaluate the position in Cash Management.
It may be defaulted by the system (see lesson “Default Values”).
The text is an optional description of the item. Start the line with ”*” to
enable the text to be printed on external correspondence too. You can also
work with text templates - the user can select an entry from a list of standard
texts.
The assignment number is either created by the system or you can enter
it manually.
Figure 128: Document Header - Open Item Selection
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Enter the following “open item selection” data in the next section of the document
header:
•
•
•
•
•
Account and account type: In this area, “Account” refers to the account
number of the business partner and the account type for this account. The
account and account type are required to determine the account that contains
the open items.
Normal open items and/or special G/L transactions: You can select normal
open items and/or special G/L transactions for processing.
Payment advice note number: You can use the number of a payment
advice note (either entered manually or created by the system) to select
the open items.
Other accounts: You can select other accounts to process their open items
at the same time.
Additional selections: You can use additional selection criteria defined in
the configuration to select open items. You can use “distribute by age” or
“automatic search” to speed up the selection process.
Figure 129: Process Open Items
The next screen lists all of the unassigned, open items. These could be payments,
debit or credit memos, or invoices. Depending on your settings all of the items
can be active or inactive.
The first step in processing open items is to activate the required line items before
you can assign a payment.
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Lesson: Incoming and Outgoing Payments
The amount entered is assigned to the appropriate line items and their cash
discount.
There are several options for activating or deactivating line items:
•
•
•
Selection of editing options for open items: Select “Selected Item Initially
Inactive”.
Double-click on the amount.
Selection from action menus and function keys: There are different menus
and keys available.
You can post the document if the amount entered is the same as the amount
assigned.
The cash discount granted is determined by the terms of payment of the line item.
The cash discount is taken into consideration for calculating the assigned amount.
You can change the cash discount by overwriting the absolute cash discount or
by changing the cash discount percentage rate. It must not exceed the limits set
in the tolerances.
Figure 130: Posting the Payment
You can then check the document you have entered.
Via Document → Simulate you can display all of the items including those
created automatically.
If the debits and the credits agree, you can post the complete document.
If you subsequently discover that the document contains an error that has to be
corrected, reset the cleared items and then reverse the document. You then have to
re-enter the original posting correctly.
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Figure 131: Automatic Postings for Clearing Open Items
If necessary, the system carries out automatic postings during clearing. We have
already seen the configuration for most of these automatic postings in previous
lessons.
You can enter bank charges when you enter the bank data; they are automatically
posted to the G/L account.
In order to perform manual cross-company code payments you have to assign
a clearing transaction (either “Incoming Payment” or “Outgoing Payment”) to
the combination of paying company code and the company code for which the
payment is being made. Then, when you select open items, open items are
displayed from each company code.
The treatment of over and underpayments is dealt with in the lesson “Payment
Differences”.
Figure 132: Resetting Clearing
Users can reset clearing for individual documents. When you reset clearing, the
clearing data is removed from the items.
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Lesson: Incoming and Outgoing Payments
The changes are logged and can be displayed in change documents. In Accounts
Receivable, the payment history and the credit limit are corrected, if applicable.
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Lesson: Incoming and Outgoing Payments
Exercise 19: Post with Clearing
Exercise Objectives
After completing this exercise, you will be able to:
•
Post an incoming payment with cash discount
Business Example
Customers pay open invoices taking advantage of cash discounts.
Task:
Carry out the following exercise for posting with clearing.
1.
2006/Q2
Your have received a payment of 213,400 units of local currency from your
customer to clear the open item of 220,000 units that you posted in the lesson
“Simple Documents in mySAP ERP Financials”. If you did not grant cash
discount when you entered the invoice, enter 6,600 units cash discount
manually. Use the bank account supplied by your instructor.
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Solution 19: Post with Clearing
Task:
Carry out the following exercise for posting with clearing.
1.
Your have received a payment of 213,400 units of local currency from your
customer to clear the open item of 220,000 units that you posted in the lesson
“Simple Documents in mySAP ERP Financials”. If you did not grant cash
discount when you entered the invoice, enter 6,600 units cash discount
manually. Use the bank account supplied by your instructor.
a)
Incoming Payments
Application: Accounting → Financial Accounting → Accounts
Receivable → Document Entry → Incoming Payments
Field Name or Data Type
Values
Document Header
Document Date
Current date
Document Type
DZ
Company Code
Your company code
Posting Date
Current date
Currency
Local currency
Bank Data
Account
Your instructor will give
you this information.
Amount
213 400
Value Date
Current date
Open Item Selection
Account
Your customer
Choose the button “Edit Open Items“.
Select the invoice for 220,000 currency units. If necessary, enter
cash discount for 6,600 units of currency.
When the “Not assigned” value equals zero:
Document → Simulate
Check your document. Doubleclick on a line item to display or
change data.
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Lesson: Incoming and Outgoing Payments
Choose “Post” to save the document. Document number:
_________________
Note: You are now familiar with two clearing options:
•
•
2006/Q2
Account clearing: In the lesson "Clearing Open Items",
you cleared an open invoice with an open credit memo.
Posting with clearing: In this lesson you posted an
incoming payment from a customer against an open
invoice.
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Lesson Summary
You should now be able to:
•
Post incoming and outgoing payments
•
Reset clearing
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Lesson: Payment Differences
Lesson: Payment Differences
Lesson Overview
This lesson describes ways of posting in the context of payment differences.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
Post payment differences
Describe tolerance groups and their role for posting payment differences
Post partial and residual payments
Create and use payment difference reason codes
Business Example
Customers often pay invoices with deductions that sometimes exceed the tolerance
limits of the company.
Figure 133: Tolerance Groups
In accounting there are three types of tolerances: Employee tolerance groups, G/L
account tolerance groups, and customer/vendor tolerance groups.
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The employee tolerance group is used to control:
•
•
Upper limits for posting transactions (see lesson "Posting Authorizations"),
Permitted payment differences
The G/L account tolerance group is used to control:
•
Permitted payment differences (for example, for automatic clearing
procedures).
The customer/vendor tolerance groups provide specifications for:
•
•
•
•
Clearing transactions
Permitted payment differences
Posting residual items from payment differences
Tolerances for payment advice notes
Configuration of tolerance groups
•
Tolerance groups for employees, for example:
–
–
–
Accountant I
Accountant II
Accounting manager
•
Tolerance groups for customers/vendors, for example:
•
–
Good customers/vendors
–
Not so good customers/vendors
–
Cash only customers/vendors
Tolerance groups for G/L accounts, for example:
–
–
Clearing accounts (external procurement)
Clearing accounts (in-house production)
Define permitted payment differences using tolerances.
Assign the tolerance groups to
•
•
•
302
User master data
G/L account master records
Customer/vendor master records
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Payment Differences
You have to carry out two steps to use tolerance groups:
•
Group definition
–
–
–
•
The tolerance group is defined by a group key, company code, and a
currency code.
The group key is a four character alphanumeric key.
The key "____" (BLANK) is the standard tolerance group and is
required as the minimum tolerance group.
Group assignment
–
–
–
–
Employee tolerance groups may be assigned to employees.
G/L account tolerance groups may be assigned to G/L account master
records.
Customer/vendor tolerance groups may be assigned to a customer
or vendor master record.
If no tolerances are assigned, the default tolerance group “____”
(blank) applies.
Figure 134: Permitted Payment Differences
The specifications for permitted payment differences can be found in both
types of tolerance groups. They control the automatic posting of cash discount
adjustments and unauthorized customer deductions.
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The system takes the entries in both groups into account during clearing. The
payment difference has to be within both tolerances to be handled automatically,
for example:
•
•
A payment difference has to be lower than 3.00 and 2.00 currency units to be
written off automatically as a cash discount adjustment.
A payment difference has to be lower than 200.00 and 100.00 currency units
as well as lower than 2.5% and 2.0% of the open amount to be written off
automatically as an unauthorized deduction. The lower of the two tolerances
always applies: For an open amount of 1,000 currency units, this would
be an unauthorized customer deduction of 20 currency units; for an open
amount of 100,000 currency units this would be an unauthorized customer
deduction of 100 currency units.
The entries in the tolerance groups are always in local currency.
Figure 135: Payment Differences
A payment difference normally occurs during the clearing of an open item. The
difference is then compared to the tolerance groups of the employee and the
customer/vendor and is handled accordingly.
•
Within tolerances
Automatically posted as either cash discount adjustment or unauthorized
deduction
•
Outside tolerances
Processed manually
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Lesson: Payment Differences
Figure 136: Processing Payment Differences
If the payment difference is immaterial, it may be processed automatically by
allowing the system to adjust the cash discount up to certain amounts or to write it
off to a special account. The limits to which a payment difference is considered
to be immaterial are defined in tolerance groups. Within the tolerance group for
an employee, you can allow an adjustment of the cash discount (within defined
limits), so that the employee has the authorization to make the adjustment.
If the payment difference is too high to be immaterial, it must be processed
manually. The payment can be posted as follows:
•
•
•
•
2006/Q2
Partial payment
The payment difference may be posted as a residual item
The payment difference can be posted to an account assigned to a reason
code or written off by manually entering a new posting item.
Payment on account
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Figure 137: Partial and Residual Payments
If the payment difference is outside of the tolerances it has to be processed
manually. The user can:
•
•
•
•
Post the payment as a partial payment, where all the documents remain in
the account as open items
Post the payment difference as a residual item, whereby only the residual
item remains in the account and the original document and the payment are
cleared. A new document number is created with reference to the original
documents.
Post the payment difference to a different account as a difference posting
using reason codes and automatic determination.
Write off the difference (manual account assignment)
The customer/vendor tolerance groups contain entries that control the residual
items. These specify:
•
•
•
Whether the terms of payment of a residual item are the same as those of
the cleared item or whether the terms of payment are fixed
Whether cash discount is granted only partially and not for the whole
amount
By specifying a dunning key, whether the residual item has a maximum
dunning level or is printed separately
If you know the reason for a payment difference, you can enter a reason code.
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Lesson: Payment Differences
Figure 138: Reason Codes
Reason codes are used to describe the reason for the payment difference. To
assign more than one reason code to a payment difference, click on “distribute
difference”.
Reason codes can be assigned to:
•
•
•
Difference postings
Partial payments
Residual items
The reason code can be used to analyze and postprocess payment differences.
Additional optional functions are:
•
•
•
•
2006/Q2
Control of the type of payment notice which is sent to the customer
Control the account where a residual item is posted
Automatic posting of a residual item to a specified G/L account.
Exclusion of residual items from credit limit checks because they are disputed
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Lesson: Payment Differences
Exercise 20: Payment Differences
Exercise Objectives
After completing this exercise, you will be able to:
•
Enter a partial payment
•
Create a reason code for damaged goods
•
Post an incoming payment with cash discount and a reason code
Business Example
Some of your customers only make partial payments of open invoices. These
underpayments have to be posted in accounts receivable accounting.
Task:
Answer the following questions:
1.
A
new open item.
clears the invoice and the payment to create a
Fill in the blanks to complete the sentence.
2.
A
results in the open invoice and the
incoming payment remaining in the customer account as open items.
Fill in the blanks to complete the sentence.
3.
A customer has cash flow problems and cannot pay an invoice in full.
As a basis for the incoming payment, post a customer invoice for 100,000
units of local currency to your customer account. Choose the option
"Calculate Tax". Use the tax code 1O (output tax (course) 10%). Post the
revenue side of the transaction to the account which is supplied by your
instructor.
You receive an incoming payment of 40,000 units in local currency from
your customer for the invoice for 100,000 units of local currency that you
have just posted. Post the incoming payment as a partial payment to your
customer account.
Display your customer’s line items to check the postings you have made.
4.
Customers are reducing their payments as a result of damage to goods during
transport. You want to record these amounts. You decide to create a reason
code, “Goods damaged during transport”, Z##, to write off this difference.
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5.
310
Your have received a payment of 250,000 units of local currency from your
customer and you must post this against the open item for 300,000 units.
Your customer is requesting a price reduction for the remaining amount
since the goods were damaged in transit. Post the difference as a residual
item using the reason code that you created, Z##.
© 2006 SAP AG. All rights reserved.
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Lesson: Payment Differences
Solution 20: Payment Differences
Task:
Answer the following questions:
1.
A residual item clears the invoice and the payment to create a new open item.
Answer: residual item
2.
A partial payment results in the open invoice and the incoming payment
remaining in the customer account as open items.
Answer: partial payment
3.
A customer has cash flow problems and cannot pay an invoice in full.
As a basis for the incoming payment, post a customer invoice for 100,000
units of local currency to your customer account. Choose the option
"Calculate Tax". Use the tax code 1O (output tax (course) 10%). Post the
revenue side of the transaction to the account which is supplied by your
instructor.
You receive an incoming payment of 40,000 units in local currency from
your customer for the invoice for 100,000 units of local currency that you
have just posted. Post the incoming payment as a partial payment to your
customer account.
Display your customer’s line items to check the postings you have made.
a)
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Invoice
Field Name or Data Type
Values
Company Code
Your company code
Customer
Your customer
Invoice Date
Current Date
Posting Date
Current Date
Amount
100.000
Calculate Tax
Tax Code
1O (Output tax (course) 10%)
Items
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G/L account (sales revenue
account)
Your instructor will give you this
information
Amount in doc. curr.
100.000
Tax Code
1O (Output tax (course) 10%)
Select “Post”.
b)
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Incoming Payments
Field Name or Data Type
Values
Document Header
Document Date
Current Date
Company Code
Your company code
Posting Date
Current Date
Currency
Local Currency
Bank Data
Account
Your instructor will name the
house bank G/L account.
Amount
40 000
Value Date
Current Date
Open Item Selection
Account
Your customer
Choose Process Open Items.
Choose the open item for 100,000 units.
Next, choose the “Partial Payment” tab page.
Double-click on the amount in the “Payment Amount” field to
update the value with the partial payment amount.
Select “Post”.
c)
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Account → Display/Change Line Items
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Lesson: Payment Differences
Field Name or Data Type
Values
Customer Account
Your customer
Company Code
Your company code
Item Selection
Open Items
Selection
Open at key date
Current Date
Result: The partial payment and the assigned invoice remain open
items.
Double-click on the partial payment and display the invoice reference
in the “Payment for” field.
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4.
Customers are reducing their payments as a result of damage to goods during
transport. You want to record these amounts. You decide to create a reason
code, “Goods damaged during transport”, Z##, to write off this difference.
a)
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Incoming Payments → Incoming
Payments Global Settings → Overpayment/Underpayment → Define
Reason Codes
Field Name or Data Type
Values
Company Code
GR##
Choose “Enter”.
Edit → New Entries
Field Name or Data Type
Values
RCd
Z##
Short Text
Damage in transit (for example)
G/L Account Long Text
Goods damaged in transit
C
(charge of difference via separate
account)
Choose “Save“.
Check accounts for payment differences
IMG: Financial Accounting → Accounts Receivable and Accounts
Payable → Business Transactions → Incoming Payments → Incoming
Payments Global Settings → Overpayment/Underpayment → Define
Accounts for Payment Differences
Choose Chart of Accounts “INT”.
Choose “Enter”.
Choose “Back” without changing the account determination.
5.
Your have received a payment of 250,000 units of local currency from your
customer and you must post this against the open item for 300,000 units.
Your customer is requesting a price reduction for the remaining amount
since the goods were damaged in transit. Post the difference as a residual
item using the reason code that you created, Z##.
a)
Incoming payment with difference
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Lesson: Payment Differences
SAP Easy Access menu: Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Incoming Payments
Field Name or Data Type
Values
Document Header
Document Date
Current Date
Company Code
Your company code
Posting Date
Current Date
Currency
Local Currency
Bank Data
Account
Your instructor will name the
house bank G/L account.
Amount
250 000
Value Date
Current date
Open Item Selection
Account
Your customer
Choose the button “Process Open Items“.
Choose the open item for 300,000 units.
Delete the cash discount amount or enter 0%. Then choose
“Continue”.
Create residual item:
Select the "Res. Items" tab.
Enter the short payment amount by entering the following values
or drilling down on the Residual Items field.
Field Name or Data Type
Values
Residual Item
50 000
RCd
Z##
Document → Simulate
Result: The residual item is written off using your reason code Z##.
Check your document. Doubleclick on a line item to display or
change data.
Continued on next page
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Choose “Post” to save the document. Document number:
_____________ _____________
Note: You have just…
•
•
•
•
316
Created a write-off reason code
Posted an incoming payment with a difference
Created a residual item
Assigned the write-off reason code
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Payment Differences
Lesson Summary
You should now be able to:
•
Post payment differences
•
Describe tolerance groups and their role for posting payment differences
•
Post partial and residual payments
•
Create and use payment difference reason codes
2006/Q2
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Lesson: Exchange Rate Differences
Lesson Overview
Lesson Objectives
After completing this lesson, you will be able to:
•
Explain the system treatment of exchange rate differences
Business Example
The company has a large number of vendors based abroad. The accounting
department would like to know how realized exchange rate differences flow into
accounting.
Figure 139: Realized Exchange Rate Differences
When clearing open items in a foreign currency, exchange rate differences may
occur due to fluctuations in exchange rates.
The system posts these exchange rate differences automatically as realized gains
or losses.
The system posts the differences automatically to the revenue/expense account for
exchange rate differences that you defined during configuration. This prevents
incorrect postings.
The realized difference is stored in the cleared line item.
Exchange rate differences are also posted when open items are valuated for the
financial statements. These exchange rate differences from valuation are posted to
another exchange rate difference account and to a financial statement adjustment
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Lesson: Exchange Rate Differences
account. When clearing an open item that has already been valuated, the system
reverses the balance sheet correction account and posts the remaining exchange
rate difference to the account for realized exchange rate differences.
Figure 140: Account Determination
All reconciliation accounts and all G/L accounts with open item transactions in
foreign currency must be assigned revenue/expense accounts for realized losses
and gains.
One gain/loss account can be assigned:
•
•
•
•
2006/Q2
To all currencies and currency types
Per currencies and currency type
Per currency
Per currency type
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2006/Q2
TFIN50
Lesson: Exchange Rate Differences
Exercise 21: Exchange Rate Differences
Exercise Objectives
After completing this exercise, you will be able to:
•
Explain the basics of exchange rate differences
Business Example
Management is considering purchasing goods from a foreign country and would
like to be able to post any exchange rate differences.
Task 1:
True or False?
1.
The mySAP ERP system generates the exchange rate differences
automatically.
Determine whether this statement is true or false.
□
□
2.
True
False
G/L accounts must be defined for exchange rate losses or gains.
Determine whether this statement is true or false.
□
□
True
False
Task 2:
Answer the following question:
1.
2006/Q2
List the number of ways the G/L account can be determined for exchange
rate differences.
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Solution 21: Exchange Rate Differences
Task 1:
True or False?
1.
The mySAP ERP system generates the exchange rate differences
automatically.
Answer: True
When clearing open items in a foreign currency, exchange rate differences
may occur due to fluctuations in the exchange rate table. The system posts
these differences automatically as realized gains or losses.
2.
G/L accounts must be defined for exchange rate losses or gains.
Answer: True
The system posts the differences automatically to the revenue/expense
account. Therefore, you have to define the accounts during the configuration.
Task 2:
Answer the following question:
1.
List the number of ways the G/L account can be determined for exchange
rate differences.
Answer: A single G/L account can be used for all currencies and currency
types.
•
•
•
322
A single G/L account can be used per currency and currency type.
A single G/L account can be used per currency.
A single G/L account can be used per currency type.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Exchange Rate Differences
Lesson Summary
You should now be able to:
•
Explain the system treatment of exchange rate differences
2006/Q2
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Unit Summary
TFIN50
Unit Summary
You should now be able to:
•
Explain the clearing process
•
Clear an account
•
Post with clearing
•
Post incoming and outgoing payments
•
Reset clearing
•
Post payment differences
•
Describe tolerance groups and their role for posting payment differences
•
Post partial and residual payments
•
Create and use payment difference reason codes
•
Explain the system treatment of exchange rate differences
324
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2006/Q2
Unit 6
Cash journal
Unit Overview
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
Create a cash journal and assign it to a general ledger account
Explain business transaction categories
Create business transactions
Save and post business transactions in the cash journal
Unit Contents
Lesson: Cash Journal Configuration .........................................326
Exercise 22: Setting Up the Cash Journal ..............................331
Lesson: Cash Journal Transaction ...........................................336
Exercise 23: Business Transactions in the Cash Journal .............339
Exercise 24: Document Split..............................................343
Exercise 25: Posting to One-Time Accounts ...........................347
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Unit 6: Cash journal
TFIN50
Lesson: Cash Journal Configuration
Lesson Overview
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Create a cash journal and assign it to a general ledger account
Explain business transaction categories
Create business transactions
Business Example
The accounting department requires special general ledger accounts to handle the
cash journal. You want to be able to post to this account automatically.
Figure 141: Cash Journal Assignment
The cash journal is a tool for managing cash that was offered with R/3 release 4.6.
It supports posting cash receipts and payments.
With this tool you can:
•
•
•
•
326
Create a separate cash journal for each currency
Post to customer, vendor, and general ledger accounts
Run several cash journals in each company code
Choose a random number for cash journal identification (a four-digit
alphanumeric key)
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Cash Journal Configuration
Figure 142: Setting Up the Cash Journal
To set up a new cash journal for a company code, you have to enter the appropriate
values for the following fields:
•
•
•
•
•
The company code in which you want to use the cash journal
The four digit cash journal identification and name
The G/L accounts to which you want to post the cash journal business
transactions
The currency in which you want to run the cash journal
The document types for:
–
–
–
–
–
2006/Q2
G/L account postings
Outgoing payments to vendors
Incoming payments from vendors
Outgoing payments to customers
Incoming payments from customers
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Figure 143: Business Transaction Types
Within the cash journal you process different transactions that you have to set up
beforehand using business transaction categories. Below are standard business
transaction categories and their postings:
•
Expense (E)
Expense/Cash desk
•
Revenue (R)
Cash desk/Revenue
•
•
Cash transfer:
From cash journal to bank (B)
Bank/Cash desk
•
From bank to cash journal (C)
Cash desk/Bank
•
Accounts receivable (D)
Customer payment receipt Cash office / customer
Customer outgoing payment Customer / cash office
•
Accounts payable (K)
Vendor payment issue Vendor / cash office
Vendor incoming payment Cash journal/Vendor
328
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Lesson: Cash Journal Configuration
Figure 144: Creating Business Transactions
You can define new business transactions for the cash journal in two places: In
the cash journal itself or in the Implementation Guide (IMG). When you give the
business transaction a name, you can base it on the type of business transaction.
For example, for the business transaction for creating postings to cash sales, you
could assign the name “Cash Sale”.
To create a business transaction, make the following settings:
•
•
•
•
•
•
•
2006/Q2
The company code in which the business transaction should be created
The type of business transaction (note: You cannot make entries in the "G/L
Account Number" field for the cash journal business transactions D and K)
Specify tax codes for the business transactions E (Expense) and R (Revenue)
For business transaction categories E, R, C, and B, you can set and indicator
to enable the general ledger account for the business transaction to be
changed when the document is entered. In this case, the general ledger
account is only a default value.
For business transaction categories E and R, you can set and indicator to
enable the tax code for the business transaction to be changed when the
document is entered. If no tax code has been defined, you have to specify
one (if required for the account) when you create the document.
Once saved, the business transaction is assigned a number automatically.
During document entry, the business transaction can be called up by its
name or its number.
You can set an indicator that blocks the business transaction for further
postings.
© 2006 SAP AG. All rights reserved.
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Unit 6: Cash journal
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TFIN50
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Cash Journal Configuration
Exercise 22: Setting Up the Cash Journal
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a G/L account for the cash journal
•
Set up your cash journal
Business Example
The accounting department requires special general ledger accounts for the new
cash journal to handle various cash transactions.
Task:
Carry out the Customizing for setting up a cash journal in your company code.
2006/Q2
1.
Create a G/L Account, 1002##, for the cash journal in your company code.
Create your G/L account with the reference account 100000. Ensure that
the G/L account can only be posted to automatically and that the account
currency is the same as the company code currency.
2.
Create cash journal 20##, for your company code using the course currency.
Use document types “AB” for G/L account postings, for payments to/from
vendors “KZ”, for payments to/from customers “DZ”. Name your cash
journal “Cash ##” and check whether the number range 01 for your cash
journal documents has been created.
© 2006 SAP AG. All rights reserved.
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Unit 6: Cash journal
TFIN50
Solution 22: Setting Up the Cash Journal
Task:
Carry out the Customizing for setting up a cash journal in your company code.
1.
Create a G/L Account, 1002##, for the cash journal in your company code.
Create your G/L account with the reference account 100000. Ensure that
the G/L account can only be posted to automatically and that the account
currency is the same as the company code currency.
a)
Create a G/L account for your cash journal.
IMG: Financial Accounting → Bank Accounting → Business
Transactions → Cash Journal → Create G/L Account for Cash Journal
Or: Application: Accounting → Financial Accounting → General
Ledger → Master Records → G/L Accounts → Individual Processing
→ Centrally
Or transaction code: FS00
Field Name or Data Type
Values
G/L Account
1002##
Company Code
GR##
Select the “Create with Template” pushbutton.
Field Name or Data Type
Values
G/L Accounts
100 000
Company Code
GR##
Choose “Enter“.
Tab page: “Type/Description“:
Field Name or Data Type
Values
Short Text
Petty Cash ##
G/L Account Long Text
Petty cash for cash journal
Tab page “Create/Bank/Interest“
Continued on next page
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Lesson: Cash Journal Configuration
Field Name or Data Type
Values
Post Automatically Only
Delete the alternative account number on the “Control Data” tab
page.
Choose “Save“.
2.
Create cash journal 20##, for your company code using the course currency.
Use document types “AB” for G/L account postings, for payments to/from
vendors “KZ”, for payments to/from customers “DZ”. Name your cash
journal “Cash ##” and check whether the number range 01 for your cash
journal documents has been created.
a)
Create cash journal.
IMG: Financial Accounting → Bank Accounting → Business
Transactions → Cash Journal → Set Up Cash Journal
Choose “New Entries” and enter the following information:
Field Name or Data Type
Values
Company Code
GR##
Cash Journal Number
20##
Account Number
1002##
Currency
Local currency
Document Type: G/L Account Posting
AB
Document type for outgoing G/L account
posting
Leave blank
Document Type: Payment to Vendor
KZ
Document Type: Payment from Vendor
KZ
Document Type: Payment from Customer
DZ
Document Type Payment to Customer
DZ
Split indicator
Leave blank
Name
Group ## Cash Journal
20##
Choose “Save”.
Determine whether the number range interval 01 has already been
predefined by the system.
Continued on next page
2006/Q2
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Unit 6: Cash journal
TFIN50
IMG: Financial Accounting → Bank Accounting → Business
Transactions → Cash Journal → Define Number Range Intervals for
Cash Journal Documents
Field Name or Data Type
Values
Company Code
GR##
Choose “Display Intervals”.
If the number range interval 01 is not predefined:
Choose “Change Intervals”
Choose “Insert Interval”
Field Name or Data Type
Values
Number
01
From
0 000 000 001
To
0 000 999 999
Choose “Insert“.
Choose “Save“.
Select “Enter“ to confirm the information message about
transporting number ranges.
334
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2006/Q2
TFIN50
Lesson: Cash Journal Configuration
Lesson Summary
You should now be able to:
•
Create a cash journal and assign it to a general ledger account
•
Explain business transaction categories
•
Create business transactions
2006/Q2
© 2006 SAP AG. All rights reserved.
335
Unit 6: Cash journal
TFIN50
Lesson: Cash Journal Transaction
Lesson Overview
This lesson describes how to post business transactions in the cash journal.
Lesson Objectives
After completing this lesson, you will be able to:
•
Save and post business transactions in the cash journal
Business Example
Our department still handles various kinds of transactions in cash. These
transactions have to be saved locally and posted/transferred to the general ledger
every day.
Figure 145: Posting Business Transactions in the Cash Journal
The cash journal is one of the Enjoy business transactions that you can process on
a single screen. On this screen, you can enter, display, and change cash journal
entries.
You can save cash journal entries locally in the cash journal subledger, and copy
or delete them. The cash journal entries saved are posted to the general ledger, for
example, at the end of the working day.
You can also print the cash journal entries you have saved (receipts) as well as
the cash journal entries posted in the time period displayed. The print forms are
selected in Customizing.
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2006/Q2
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Lesson: Cash Journal Transaction
The follow-on documents that are posted as a result of cash journal entries are
displayed.
You can also copy and delete cash journal entries saved and display the deleted
cash journal entries.
From Release 4.6C, you can also enter checks in the cash journal.
Figure 146: Cash Journal Document with Document Split
In the SAP system you can enter a cash journal document with a document split.
In other words, a cash journal document can contain several items with different
tax codes and/or account assignments relevant to cost accounting. When the cash
journal document is forwarded to Financial Accounting, only one accounting
document is therefore created.
2006/Q2
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Unit 6: Cash journal
TFIN50
Figure 147: Cash Journal Document with One-Time Account
In the cash journal you can create a business transaction linked to a one-time
account. If you use a one-time account in the cash journal, the dialog box for
entering the one-time data is called automatically and the entries saved in the
cash journal.
338
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2006/Q2
TFIN50
Lesson: Cash Journal Transaction
Exercise 23: Business Transactions in the
Cash Journal
Exercise Objectives
After completing this exercise, you will be able to:
•
Post an incoming payment
•
Control the balances calculated and displayed automatically
•
Check the follow-on documents
Business Example
Our department pays for some vehicle costs, such gas, in cash. Cash expenses
have to be saved locally and have to be posted to the general ledger every day.
Task:
Use the functions of the cash journal that you have created for the first time.
1.
Create a business transaction for vehicle costs in your company code. To do
this, use the expense business transaction, E, and the vehicle costs account,
475000 with the appropriate tax code for your country.
Create a cash receipt transaction, with business transaction category C,
to record cash transfers from your bank account to the cash journal. Use
G/L account 113100 as the bank account for the offsetting postings of G/L
account postings.
2.
Pay gas costs to the value of 120 units of local currency in cash and create a
cash document. Remember: Before you pay the vehicle costs you also need
some money in your new cash journal. Transfer 1,000 units (local currency)
from the bank to the cash journal.
Save your cash journal entries locally in your cash journal subledger. Check
the balance display for displayed period. Post the saved Cash Journal entries
to the G/L account and check the accounting follow-on documents.
2006/Q2
© 2006 SAP AG. All rights reserved.
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Unit 6: Cash journal
TFIN50
Solution 23: Business Transactions in the
Cash Journal
Task:
Use the functions of the cash journal that you have created for the first time.
1.
Create a business transaction for vehicle costs in your company code. To do
this, use the expense business transaction, E, and the vehicle costs account,
475000 with the appropriate tax code for your country.
Create a cash receipt transaction, with business transaction category C,
to record cash transfers from your bank account to the cash journal. Use
G/L account 113100 as the bank account for the offsetting postings of G/L
account postings.
a)
Create business transactions to use in your cash journal.
IMG: Financial Accounting → Bank Accounting → Business
Transactions → Cash Journal → Create, Change, Delete Business
Transactions
Choose the "New Entries" button and enter the following
information:
Field Name or Data Type
Values
Business Transaction for Expenses
Company Code
GR##
Business Transaction Category
E
G/L Account
475000
Tax ID
Your instructor will give you
this information.
Transaction Name
Vehicle costs ##
Business Transaction for Cash
Company Code
GR##
Business Transaction Category
C
G/L Account
113100
Transaction Name
Bank to journal ##
Choose “Save“.
Continued on next page
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2006/Q2
TFIN50
Lesson: Cash Journal Transaction
2.
Pay gas costs to the value of 120 units of local currency in cash and create a
cash document. Remember: Before you pay the vehicle costs you also need
some money in your new cash journal. Transfer 1,000 units (local currency)
from the bank to the cash journal.
Continued on next page
2006/Q2
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Unit 6: Cash journal
TFIN50
Save your cash journal entries locally in your cash journal subledger. Check
the balance display for displayed period. Post the saved Cash Journal entries
to the G/L account and check the accounting follow-on documents.
a)
Record business transactions in the cash journal.
Application: Accounting → Financial Accounting → Banks →
Incomings → Cash Journal
Field Name or Data Type
Values
Company Code
GR##
Cash Journal
20##
Choose “Enter“.
Record the cash transfer to the cash journal:
Choose the “Cash Receipts” tab and enter the following
information:
Field Name or Data Type
Values
Business Transaction
Bank to journal ##
Amount
1,000 units local currency
Text
Transfer cash to cash journal
Choose the “Save” pushbutton.
Record the expense to the cash journal (only for company codes
WITHOUT tax jurisdiction codes):
Choose the “Cash Payments” tab and enter the following
information:
Field Name or Data Type
Values
Business Transaction
Vehicle costs ##
Amount
120 units local currency
Text
Cash for gas
Choose the “Save” pushbutton.
To save the entries in the subledger and transfer them to the
general ledger at the same time, choose the “Post” button. To
display the accounting documents, select the business transaction
and choose Goto → FI Follow-On Documents.
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2006/Q2
TFIN50
Lesson: Cash Journal Transaction
Exercise 24: Document Split
Exercise Objectives
After completing this exercise, you will be able to:
•
Use the document split function in the cash journal
Business Example
Our department wants to model the purchase of advertising articles from a major
software company as a business transaction in the cash journal. A colleague is
to purchase the advertising articles from the software maker's sales stand while
he attends a training course at the company in a small town in California. We
need to create a new transaction in our cash journal to reflect the purchase of
office supplies with the software maker's logo and flower arrangements with the
three initials of the group.
Task:
Cash Journal Document with Document Split
2006/Q2
1.
In your company code, create a business transaction for the (cash) purchase
of advertising articles. Create this business transaction as part of the business
transaction category for expenses (E). To do this, use the office supply
account (476000) with the appropriate tax code for your country. Note
that the scenario described above requires that you enter a further expense
account and a further tax code.
2.
Enter a business transaction for purchasing advertising articles with a value of
100 currency units. The transaction involves the purchase of office supplies
and a flower arrangement (see scenario). Use the business transaction you
just created. Assign the transaction to accounts 476000 (office supplies) and
477100 (advertising articles). Make sure you use different tax codes. First
save the business transaction in the cash journal. Then post the business
transaction in the general ledger and take a look at the accounting document.
© 2006 SAP AG. All rights reserved.
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Unit 6: Cash journal
TFIN50
Solution 24: Document Split
Task:
Cash Journal Document with Document Split
1.
In your company code, create a business transaction for the (cash) purchase
of advertising articles. Create this business transaction as part of the business
transaction category for expenses (E). To do this, use the office supply
account (476000) with the appropriate tax code for your country. Note
that the scenario described above requires that you enter a further expense
account and a further tax code.
a)
Create the new business transaction in Customizing.
IMG: Financial Accounting → Bank Accounting → Business
Transactions → Cash Journal → Create, Change, Delete Business
Transactions
Edit → New Entries
Field Name or Data Type
Values
Company Code
GR##
Transaction Type
E (Expense)
G/L Account
476000
Tax Code
1l (input tax - course 10%)
Cash Journal Business Transaction
Advertising articles
Account Modifiable
Select
Tax Modifiable
Select
Choose “Save”.
2.
Enter a business transaction for purchasing advertising articles with a value of
100 currency units. The transaction involves the purchase of office supplies
and a flower arrangement (see scenario). Use the business transaction you
just created. Assign the transaction to accounts 476000 (office supplies) and
477100 (advertising articles). Make sure you use different tax codes. First
save the business transaction in the cash journal. Then post the business
transaction in the general ledger and take a look at the accounting document.
a)
Enter the business transaction.
Application: Accounting → Financial Accounting → Banks →
Outgoings → Cash Journal
Continued on next page
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Lesson: Cash Journal Transaction
Field Name or Data Type
Values
Company Code
GR##
Cash Journal
20##
Choose ENTER.
Choose the Cash Payments tab page.
Field Name or Data Type
Values
Business Transaction
Cash purchase of advertising
articles
Amount
100
Choose the Split pushbutton.
Item 1:
Field Name or Data Type
Values
Business Transaction
Advertising articles
Amount
80
Tax Code
1l (input tax - course 10%)
General Ledger
476000
Item 2:
Field Name or Data Type
Values
Business Transaction
Advertising articles
Amount
20
Tax Code
V2
General Ledger
477100
Choose the COPY pushbutton
Choose the SAVE pushbutton
Choose the POST pushbutton
Select the item you just posted, click the FOLLOW-ON DOCUMENTS
pushbutton, and choose the accounting document.
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2006/Q2
TFIN50
Lesson: Cash Journal Transaction
Exercise 25: Posting to One-Time
Accounts
Exercise Objectives
After completing this exercise, you will be able to:
•
Post cash journal documents to one-time accounts
Business Example
Our customers enjoy the candy we provide in our reception area. To make sure
that we never run out, we constantly buy more stock at various weekly markets.
Our department wants to record a transaction in the cash journal for cash purchases
of candy from small suppliers as one-off business partners.
Task:
Create a one-time account and post a business transaction
2006/Q2
1.
Create an account for one-time vendors in your company code. Use vendor
1960 from company code 1000 as a template.
2.
Enter a business transaction for a cash purchase of candy with a value of
50 currency units. The transaction involves quality class A toffees from
a traveling salesperson Mr. S. Ugar with an address in Sweet Street 11,
Candytown (zip code 12345). Use an existing business transaction. First
save the business transaction in the cash journal. Then post the business
transaction and take a look at the accounting document.
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Solution 25: Posting to One-Time
Accounts
Task:
Create a one-time account and post a business transaction
1.
Create an account for one-time vendors in your company code. Use vendor
1960 from company code 1000 as a template.
a)
Create your one-time vendor.
Application: Accounting → Financial Accounting → Accounts Payable
→ Master Records → Create
Field Name or Data Type
Values
Vendor
1960
Company Code
GR##
Reference
Field Name or Data Type
Values
Vendor
1960
Company Code
1000
Accept the data from the template vendor and choose SAVE.
2.
Enter a business transaction for a cash purchase of candy with a value of
50 currency units. The transaction involves quality class A toffees from
a traveling salesperson Mr. S. Ugar with an address in Sweet Street 11,
Continued on next page
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Lesson: Cash Journal Transaction
Candytown (zip code 12345). Use an existing business transaction. First
save the business transaction in the cash journal. Then post the business
transaction and take a look at the accounting document.
a)
Enter the cash payment for candy.
Application: Accounting → Financial Accounting → Banks →
Outgoings → Cash Journal
Field Name or Data Type
Values
Company Code
GR##
Cash Journal
20##
Choose ENTER.
Choose the Cash Payments tab page.
Field Name or Data Type
Values
Business Transaction
payment to vendor
Amount
50
Text
Candy
Vendor
1960
Choose ENTER.
Enter the address of Mr. S. Ugar.
Field Name or Data Type
Values
Title
Mr.
Name
S. Ugar
Street
Sweet Street 11
ZIP code
12345
City
Candytown
Choose ENTER.
Choose the SAVE pushbutton
Choose the POST pushbutton
Choose the FOLLOW-ON DOCUMENTS pushbutton and select the
posting document.
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Lesson Summary
You should now be able to:
•
Save and post business transactions in the cash journal
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Unit Summary
Unit Summary
You should now be able to:
•
Create a cash journal and assign it to a general ledger account
•
Explain business transaction categories
•
Create business transactions
•
Save and post business transactions in the cash journal
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Unit Summary
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© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 7
Special G/L transactions
Unit Overview
First, the application view of special G/L transactions will be presented. The
system settings are dealt with afterwards.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
Describe special G/L transactions
Explain the particularities of special G/L transactions
Explain the functions of special G/L transactions
Configure special G/L transactions or check their configuration
Create your own special G/L transactions as needed
Unit Contents
Lesson: Application Area for Special G/L Transactions ...................354
Exercise 26: Guarantee Made (Customer) .............................369
Exercise 27: Down Payment Request, Received Down Payment,
Customer Invoice and Clearing ...........................................373
Exercise 28: Individual Value Adjustment - Optional ..................381
Lesson: Configuration of Special G/L Transactions ........................386
Exercise 29: Configuration of Special G/L Transactions ..............393
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Unit 7: Special G/L transactions
TFIN50
Lesson: Application Area for Special G/L Transactions
Lesson Overview
The application area for special G/L transactions in financial accounting is
introduced in this lesson by means of selected examples. It is explained why and
when it is possible or appropriate to work with special G/L transactions.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Describe special G/L transactions
Explain the particularities of special G/L transactions
Explain the functions of special G/L transactions
Business Example
Certain business transactions should be displayed separately in the general ledger
and subledger in financial accounting. In this context, down payments and down
payment requests and individual value adjustments of doubtful receivables, for
example, should be displayed in financial accounting.
What are reconciliation accounts?
Transactions in the subledgers (e.g. accounts receivable/payable) are also posted
on the reconciliation accounts in the general ledger. The aim is to have the values
available in form of totals as well in the general ledger in order to be able to quickly
create a financial/income statement. To determine the payables/receivables, the
balances of the reconciliation accounts can be directly displayed instead of having
to search for the values in the subledger.
The reconciliation account to be posted to is entered in each customer/vendor
master record. The Reconciliation Account field can be found in the company
code segment of the customer/vendor master record.
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Figure 148: Display Customer: Company Code Segment-Account
Management
Postings in the Subledger
If, for example, a customer invoice or customer credit memo is entered on an
account receivable, it is posted in the same way on the created reconciliation
account. The account number of the reconciliation account posted to can be seen
on the FI document. The transaction figures are updated on the reconciliation
account in concern.
Figure 149: Enter Customer Invoice
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Sp. G/L Transactions – Alternative Reconciliation
Accounts
Special G/L transactions are transactions in the accounts receivable and payable,
which are displayed separately in the general ledger and the subledgers. This may
be necessary for internal reasons or for certain report purposes. Down payments,
for example, may not figure in the balance sheet together with receivables and
payables for goods and services.
Transactions in the subledgers are linked to the general ledger by the reconciliation
account defined in the subledger master record. If subledger account assignments
are made using a special G/L indicator, the postings are performed on alternative
reconciliation accounts (special G/L accounts) to allow these transactions to be
able to be displayed separately.
Figure 150: Sp. G/L Transactions – Alternative Reconciliation Accounts
Special General Ledger Classes
Special G/L transactions can be divided roughly into three classes:
•
•
•
356
Down payments
Bill of exchange
Other transactions
© 2006 SAP AG. All rights reserved.
2006/Q2
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Lesson: Application Area for Special G/L Transactions
Figure 151: Special General Ledger Classes
The numerous purposes of special G/L transactions can be divided into three
classes:
•
•
•
2006/Q2
Transactions in connection with down payments: The SAP system
provides special preconfigured programs and entry screens for the
administation of requested, received and used down payments. They can
be used for accounts receivable or payable and can be called up via the
respective standard menus. Furthermore, the processing of down payments
is integrated in the dunning and payment programs.
Transactions in connection with bills of exchange: Bills of exchange are
processed in order to be able to deal with country-specific particularities.
The SAP sytem contains special preconfigured programs and entry screens
which utilize the functions of special G/L transactions in order to meet these
requirements. Options for processing bills of exchange are available in the
standard menus for the accounts receivable and payable.
Other transactions: The functions of the special G/L transactions are
used for the most different of business tranactions. These transactions are
controlled by means of the “Other” option in the Document entry menu in
accounts receivable and payable. With the special main ledger indicator it
is possible to pass on documents for individual items to a reconciliation
account. The type of processing to be performed after entering the business
transaction is regulated in this way.
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Special General Ledger Types
Figure 152: Special General Ledger Types
There are three ways (special general ledger types) of transferring special general
ledger entries to the system. Whether the posting is a free G/L account posting,
a noted item or a posting with automatic offsetting entry is determined in the
configuration of the special G/L indicator.
1. Automatic offsetting entries (statistical) are transactions which are always
posted on the same offsetting account. They are usually included in the notes to
financial statements. Example: posting of a guarantee of payment.
2. Noted items are individual account assignments which are only used to remind
the respective department of due payments or payments to be made and are not
intended to be displayed in the general ledger.
Example: down payment request.
3. Free offsetting entries are part of the financial statements. They are postings
with freely definable offsetting entries.
Example: the bank posting of a received down payment.
1. Automatic Offsetting Entry (Statistical)
Automatic offsetting entries (statistical) are always made on the same offsetting
account. To simplify the posting procedure, the number of the account for the
offsetting entry is defined in Customizing. The system then automatically makes
the offsetting entries. If you clear open items in the respective account, the system
also automatically clears the respective items in the offsetting account.
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These transactions are called statistical postings, since they are generally either
not displayed at all in the financial statements or only in the notes to the financial
statements. Guarantees of payment made, for example, are displayed in the
appendix, but not guarantees received. For internal purposes however, it makes
sense to have an overview of the guarantees received.
Figure 153: Overview: Automatic Offsetting Entry (Statistical)
Figure 154: Posting: Automatic Offsetting Entry (Statistical)
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Example of a statistical posting – guarantee of payment: You agree with a
customer to guarantee for an amount of 10,000 and consequently accept that you
can be made liable for this amount. Your liability is displayed on the customer
account and on the special G/L account, “Guarantees of Payment Made”. The
automatic offsetting entries are made on the clearing account for the guarantees of
payment made. The guarantee of payment is cancelled once you are no longer
liable.
2. Noted Items
Noted items are special G/L transactions with informational character which only
remind the user about due payments or payments to be made and are not displayed
in the general ledger or added to it.
Only one line item is updated if a noted item is created. No offsetting entry is
made. That is why no zero balance check is made.
The payment program and the dunning programm can access noted items for
further processing.
Noted items are administered as open items in the accounts payable/receivable
and the special G/L account. You should therefore always activate the line item
display for these accounts.
Figure 155: Overview: Noted Item
Examples of noted items: down payment requests, bill of exchange payment
requests.
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Lesson: Application Area for Special G/L Transactions
A down payment request is a “reminder”, a statistical noted item which is supposed
to remind you to make a down payment. No transaction figures are updated for
down payment requests. Like all down payment special G/L transactions, down
payment requests can be paid and dunned automatically. All information required
by the payment or dunning program is available.
There are customer and vendor down payment requests. The objective of customer
down payment requests is to allow down payments to be processed automatically
by the payment program (prerequisite: collection authorization from the customer).
The down payment request entered in the system is supposed to allow one
customer per system (automatic process) to be reminded about a down payment or
to create a reminder about a down payment. Vendor down payment requests are
required to regulate down payments by means of the payment program.
Figure 156: Posting: Noted Item
Displaying Noted Items in the General Ledger
No transaction figures are updated when entering noted items. This means that the
items can be found on the line item list, but do not affect the displayed balance
of the customer and that the special G/L account posted to also always displays
a balance of zero.
3. Free Offsetting Entry
Special G/L transactions defined as free offsetting entries create a proper posting
in the general ledger. The alternative reconciliation account is debited or credited
automatically, depending on the type of posting. The G/L account must be entered
by the user for the offsetting entry.
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Figure 157: Overview: Free Offsetting Entry
Example of a free offsetting entry – incoming down payment: The customer
responds to a down payment request with a payment of 11,000 EUR. The SAP
system registers the incoming payment both in the subledger account of the
customer as well as in the alternative reconciliation account (received down
payments) of the general ledger. The bank balance sheet account (which varies
depending on the bank and account number) to be credited with the incoming
payment can be selected in the SAP system during the transaction.
A down payment made by the customer prior to the performance of a service
is a payable and may therefore not change the receivables of the reconciliation
account. The special G/L account (alternative reconcilation account) for down
payments made is displayed on the financial statements in the payables area.
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Lesson: Application Area for Special G/L Transactions
Figure 158: Posting: Free Offsetting Entries
The down payment must be transferred or written off after generating the invoice.
Down Payment in the Customer Area
The procedure is as follows:
1.
2.
3.
4.
5.
2006/Q2
Down payment request: Down payment requests are noted items. They
do not change any account balances. With down payment requests you can
automatically issue dunning notices and make payments.
Down payment received: Received down payments are displayed as
payables on your accounts. They may not change the balance of the
“Receivables” reconciliation account. Received down payments are
administered in the “Down Payments Received” alternative reconciliation
account in the Payables area on the financial statements.
Customer invoice: The customer receives an invoice whenever goods are
supplied or services performed.
Posting a down payment clearing with invoice: At this point of time the
down payment is no longer a down payment. The amount should/must be
displayed as payment on the normal reconciliation account.
Clearing of the items during the payment of the customer's balance
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Figure 159: Down Payments in the Customer Area – Example
Down Payments in the Customer Area
The procedure for customer down payments is as follows:
1.
2.
3.
4.
5.
364
The down payment request is posted.
The down payment made is entered.
The vendor invoice is created.
The down payment is cleared.
The payment is cleared during the payment of the balance.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Application Area for Special G/L Transactions
Figure 160: Down Payments in the Customer Area – Example
Another Example for Special G/L Transactions: The
Individual Value Adjustment
Disputed or doubtful receivables are entered as individual value adjustments when
preparing the balance statements for year-end closing. The special general ledger
procedure is suitable here, since the transaction is entered in the customer account
as well as posted to the special G/L account, Individual Value Adjustments
for Receivables.
Description of the procedure for individual value adjustments:
1.
2.
3.
4.
2006/Q2
The receivable is entered to the customer account.
The individual value adjustment (without tax) is entered. The expenses are
now at the right place on the “Expense for Individual Value Adjustment”
account for the income statement reporting.
The individual value adjustment is cleared after the key date for the balance
sheets, meaning it is reversed.
The final value adjustment is made after ascerting that the receivable is
uncollectable. In this case the Expenses for Uncollectable Receivables
account is posted to. No special G/L account is used, since adjustment
postings must be made on the regular customer reconciliation account.
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Unit 7: Special G/L transactions
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Figure 161: Individual Value Adjustment– Example
Guarantees of Payment - Customer (Guarantees of
Payment Made)
The subject of guarantees of payments was already introduced briefly during
the presentation of the special general ledger type of statistical offsetting entries
(automatic).
Figure 162: Guarantees of Payment - Customer (Guarantee of Payment
Made)
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2006/Q2
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Lesson: Application Area for Special G/L Transactions
You have made an agreement with a customer for you to take over the guarantee
of payment for a fee of 10,000 EUR. There is a risk of having to account for
the fulfillment of the claims. This transaction is displayed on the account of the
customer and on a special G/L account. Guarantees made are displayed in the
notes to the financial statements.
Posting transaction (1) shows the posting of the guarantee made.
Posting transaction (2) shows the cancellation of the guarantee made.
Guarantees of payment are stored in SAP as transactions with automatic offsetting
entries.
Guarantees of Payment – Vendor (received guarantees
of payment)
You have made an agreement with a vendor for the vendor to make the guarantee
for you. This transaction is displayed on the vendor account and on a special
G/L account.
Posting transaction (1) shows the posting of the guarantee made.
Posting transaction (2) shows the cancellation of the guarantee made.
Figure 163: Guarantees of Payment – Vendor (Received Guarantee of
Payment)
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Unit 7: Special G/L transactions
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Bills of Exchange - Optional
Bills of exchange are a type of short-term financing. If an invoice is paid with a
bill of exchange, the payment period is extended for your customers (e.g. to three
months). If you wish, you can pass on the bill of exchange to a third party in
order to refinance it. It can be discounted at a bank prior to the due date, which
means the bank charges interest.
Bills of exchange are treated like special G/L transactions in the SAP
system. These transactions are therefore automatically recorded in the subledger,
separately from other transactions, and posted to a special G/L account. As a
result, you can obtain an overview of the activities concerning bills of exchange at
any time. You can post receivable and payable bills of exchange and incoming and
outgoing checks and bills of exchange.
Example of a receivable bill of exchange free of charge as displayed above:
1.
2.
3.
4.
5.
The receivable is entered to the customer account.
The customer initiates the payment with a bill of exchange. The account
balance is now registered as a receivable bill of exchange and not as the
normal balance of the account recivable.
The bank collects the money from the account of the customer on a fixed
date.
The collected amount is transferred to your company account.
The amount is posted to the account of the customer and the respective
accounts cleared.
Figure 164: Bill of Exchange – Example (Free of Charge)
368
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2006/Q2
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Lesson: Application Area for Special G/L Transactions
Exercise 26: Guarantee Made (Customer)
Exercise Objectives
After completing this exercise, you will be able to:
•
Enter a guarantee made to the system
Business Example
Guarantees made must be displayed in the notes to the financial statements.
Task:
Enter a guarantee made to the system.
2006/Q2
1.
Enter a guarantee made of 6,000 EUR (due in 12 months) on your account
receivable AC202-##C in your company code AC## on the first of the
current month.
2.
Display the guarantees made in the line item list.
3.
Reverse the statistical posting (guarantee of payment made).
© 2006 SAP AG. All rights reserved.
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Unit 7: Special G/L transactions
TFIN50
Solution 26: Guarantee Made (Customer)
Task:
Enter a guarantee made to the system.
1.
Enter a guarantee made of 6,000 EUR (due in 12 months) on your account
receivable AC202-##C in your company code AC## on the first of the
current month.
a)
Choose SAP Easy Access → Accounting → Financial Accounting
→ Accounts Receivable → Document Entry → Other → Statistical
Posting (F-38)
Enter the following values:
Document Date
First day of the current month
Posting Date
First day of the current month
Document Type
DA
Currency
EUR
Company Code
AC##
Posting Key
09
Special G/L ind
G
Account (customer)
AC202-##C
Amount
6,000
Due on
In 12 months
Text
Guarantee made according to
agreement
Save/Post the entered data.
The system confirms the assigned document number.
Display the document. In the menu, choose Document → Display.
Hint: The document is posted to the alternative reconciliation
account 196100. The offsetting account automatically posted
to is the Clearing of Guarantees Made Account (196110).
Continued on next page
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Lesson: Application Area for Special G/L Transactions
2.
Display the guarantees made in the line item list.
a)
3.
Choose SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Account → Display/Change Line Items. Select
All items and Special G/L transactions.
Reverse the statistical posting (guarantee of payment made).
a)
Choose SAP Easy Access → Accounting → Financial Accounting
→ Accounts Receivable → Document → Special General Ledger
Transaction → Reverse Statistical Posting.
Enter the following values:
Document Date
Current date
Posting Date
Current date
Document Type
DA
Company Code
AC##
General Ledger
196100
Save/Post the document.
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2006/Q2
TFIN50
Lesson: Application Area for Special G/L Transactions
Exercise 27: Down Payment Request,
Received Down Payment, Customer
Invoice and Clearing
Exercise Objectives
After completing this exercise, you will be able to:
•
Enter a down payment request
•
Post the received down payment
•
Enter a corresponding customer invoice
•
Clear the down payment
Business Example
A down payment request is a “reminder” (a statistical noted item) which is
supposed to remind you to make a down payment. No transaction figures are
updated for down payment requests. Down payment requests can be paid and
dunned automatically. All information required by the payment or dunning
program is available.
A down payment made by the customer prior to the performance of the
respective service is a payable and may therefore not change the receivables of
the reconciliation account. The special G/L account (alternative reconcilation
account) for down payments made is displayed on the financial statements in
the payables area.
The down payment is no longer a down payment once an invoice has been
generated. The amount must be posted to the account as payment.
Task 1:
Enter a down payment request to the system for a customer.
1.
Enter a down payment request of 11,000 EUR to the system for your
customer account AC202-## in your company code AC##. The document
date and posting date are today. The item is due now.
2.
Display the down payment request in the line item list of your customer
account.
Continued on next page
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Unit 7: Special G/L transactions
TFIN50
Task 2:
Now post a received down payment while taking into account the existing down
payment request. Then enter a customer invoice. The customer invoice should be
cleared after posting it.
374
1.
Post a received down payment of 11,000 EUR to your customer account
AC202-## in your company code AC##. Check, if there are any down
payment requests in the system and, if so, take them into account. Post the
cash receipt to your bank clearing account 113109.
2.
Display the down payment in the line item list.
3.
Post a customer invoice of 33,000 EUR to your customer account AC202-##
in your company code AC## (document/posting date of today; make sure
the ZB00 payment term is used). You can post to account 800200 as the
sales revenue account.
4.
Clear the customer invoice and received down payment.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Application Area for Special G/L Transactions
Solution 27: Down Payment Request,
Received Down Payment, Customer
Invoice and Clearing
Task 1:
Enter a down payment request to the system for a customer.
1.
Enter a down payment request of 11,000 EUR to the system for your
customer account AC202-## in your company code AC##. The document
date and posting date are today. The item is due now.
a)
Choose SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Down Payment → Request
Enter the following values:
Field Name or Data Type
Value
Document date/Posting date
Today
Company Code
AC##
Currency
EUR
Customer
AC202-##
Trg. sp. G/L ind.
A
Select Enter.
Field Name or Data Type
Value
Amount
11,000
Tax
1O (10% course output
tax)
Calculate Tax
X
Due on
Today
Select Save/Post.
Continued on next page
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Unit 7: Special G/L transactions
2.
TFIN50
Display the down payment request in the line item list of your customer
account.
a)
Display the noted item on the account: SAP Easy Access → Accounting
→ Financial Accounting → Accounts Receivable → Account →
Display/Change Line Items
Field Name or Data Type
Values
Customer
AC202-##
Company Code
AC##
Open items
Select
Open at key date
Today
Normal Items
Do not select
Noted Items
Select
Select Execute.
Continued on next page
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2006/Q2
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Lesson: Application Area for Special G/L Transactions
Task 2:
Now post a received down payment while taking into account the existing down
payment request. Then enter a customer invoice. The customer invoice should be
cleared after posting it.
1.
Post a received down payment of 11,000 EUR to your customer account
AC202-## in your company code AC##. Check, if there are any down
payment requests in the system and, if so, take them into account. Post the
cash receipt to your bank clearing account 113109.
a)
Choose SAP Easy Access → Accounting → Financial Accounting
→ Accounts Receivable → Document Entry → Down Payment →
Down Payment
Field Name or Data Type
Value
Document date/Posting date
Today
Company Code
AC##
Customer - Account
AC202-##
Special G/L ind.
A
Bank clearing account
113109
Amount
11,000
Click on the Requests pushbutton.
The existing down payment requests are selected and displayed.
Select the desired down payment request using the switch on the left
side of the screen and click on the Add Down Payments pushbutton.
Save/Post the entries (disk pushbutton).
The cleared down payment request is no longer displayed as open item
on the customer account. Try to select the down payment request using
the noted items display.
You can still display the down payment request while taking into
account the cleared items.
Continued on next page
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Unit 7: Special G/L transactions
2.
TFIN50
Display the down payment in the line item list.
a)
Choose:
SAP Easy Access → Accounting → Financial Accounting → Accounts
Receivable → Account → Display/Change Line Items
Field Name or Data Type
Value
Customer
AC202-##
Radio button
Open Items
Open at key date
Today
Normal Items
Do not select
Special G/L transactions:
Select
Noted Items
Do not select
Select Execute.
Continued on next page
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TFIN50
Lesson: Application Area for Special G/L Transactions
3.
Post a customer invoice of 33,000 EUR to your customer account AC202-##
in your company code AC## (document/posting date of today; make sure
the ZB00 payment term is used). You can post to account 800200 as the
sales revenue account.
a)
SAP Easy Access → Accounting → Financial Accounting → Accounts
Receivable → Document Entry → Invoice.
Field Name or Data Type
Value
Company Code
AC##
Customer
AC202-##
Document Date/Posting Date
Today
Amount
33,000
Tax Code
1O (10% course output tax)
Calculate Tax
X
A system message is issued indicating a down payment!
Switch to the Payment tab page and make sure the ZB00 payment
term has been set.
On the line item level, assign the down payment to the following
account:
Field Name or Data Type
Value
Account
800200
Amount
*
Please save the document and make a note of the document number.
It is required as invoice reference for clearing.
Continued on next page
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Unit 7: Special G/L transactions
4.
TFIN50
Clear the customer invoice and received down payment.
a)
Choose: SAP Easy Access → Accounting → Financial Accounting
→ Accounts Receivable → Document Entry → Down Payment →
Clearing
Please enter the following values:
Field Name or Data Type
Value
Document date/Posting date
Today
Company Code
AC##
Currency
EUR
Customer - Account
AC202-##
Relevant invoice -Invoice ref.
Your noted customer invoice
number
Fiscal Year
Current fiscal year
Click on the Process Down Payment pushbutton.
Double-click into the amount field (transfer posting) and 11,000 EUR
will appear there.
Select Save.
The down payment is cleared.
Hint: The same entry is made in the Assignment field for the
clearing and the outgoing invoice.
In practice it is the invoice number, order number or delivery
number. For training purposes this is the Financials document
number of the outgoing invoice.
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2006/Q2
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Lesson: Application Area for Special G/L Transactions
Exercise 28: Individual Value Adjustment Optional
Exercise Objectives
After completing this exercise, you will be able to:
•
Enter an invoice
•
Adjust the individual value of a doubtful receivable
Business Example
Individual disputed or doubtful receivables are entered as individual value
adjustments when preparing the balance statements for year-end closing. The
special general ledger procedure is suitable here, since the transaction is entered
in the customer account as well as posted to the special G/L account, Individual
Value Adjustments for Receivables.
Task:
First post a customer invoice in your company code. On the basis of secure
information, then make an individual value adjustment using a special G/L
transaction.
2006/Q2
1.
Post a customer invoice of 11,000 EUR (incl.tax) to your customer account
AC202-##B in your company code AC## (posting date/document date of
6 months ago).
2.
Use the special G/L transaction E to make an individual value adjustment
of 10,000 EUR for the entered invoice (due on the last day of the current
period; account expenses from individual value adjustment: 210100).
3.
Clear the individual value adjustment after the key date for the financial
statements. Reverse the document.
4.
Display the line item list of your customer account.
© 2006 SAP AG. All rights reserved.
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Unit 7: Special G/L transactions
TFIN50
Solution 28: Individual Value Adjustment Optional
Task:
First post a customer invoice in your company code. On the basis of secure
information, then make an individual value adjustment using a special G/L
transaction.
1.
Post a customer invoice of 11,000 EUR (incl.tax) to your customer account
AC202-##B in your company code AC## (posting date/document date of
6 months ago).
a)
Choose: SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Invoice.
in the company code AC##.
Please enter the following values:
Customer
AC202-##B
Invoice date
Today - 6 months
Posting date
Today - 6 months
Amount
11,000 (including VAT)
Currency
EUR
Calculate tax
Check
Tax code
1O (10% course output tax)
G/L account
800200
D/C
Credit
Amount
*
Save/Post your entries.
2.
Use the special G/L transaction E to make an individual value adjustment
of 10,000 EUR for the entered invoice (due on the last day of the current
period; account expenses from individual value adjustment: 210100).
a)
SAP Easy Access → Accounting → Financial Accounting → Accounts
Receivable → Document Entry → Other → Transfer Without Clearing
Please enter the following values:
Continued on next page
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Lesson: Application Area for Special G/L Transactions
Document
Date/Posting Date
Last day of the current period
Company Code
AC##
Currency
EUR
PK (customer)
19
Account (customer)
AC202-##B
Sp. G/L indicator
E (special G/L indicator for individual value
adjustment)
Hint: The reconciliation account of the customer is account
140000. The item you posted during the previous transaction
has also been posted to this account. With the individual
value adjustment, you transfer the item from account 140000
(domestic customer receivables) to account 142000 (individual
value adjustments to customer requests).
Enter the following values when posting:
Amount
10,000
Due on
Last day of the current period
Text
Value adjustment
Posting key
40
Account
210100 (expense from value
adjustments for receivables))
Select Enter.
Now enter the following values:
Amount
*
Tax code
A0 (0% domestic output tax)
Value date
Last day of the current period
Post your document and make a note of the document number
________________ .
Continued on next page
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Unit 7: Special G/L transactions
3.
TFIN50
Clear the individual value adjustment after the key date for the financial
statements. Reverse the document.
a)
Reverse the individual value adjustment as follows:
Choose SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document → Reverse → Individual Reversal.
Enter your document number and 01 as the reason for reversal.
Save/Post the document.
4.
Display the line item list of your customer account.
a)
Choose: SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Account → Display/Change Line Items
Please select All items, Normal items and Special G/L transactions
in order to display them.
Select Execute.
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Lesson: Application Area for Special G/L Transactions
Lesson Summary
You should now be able to:
•
Describe special G/L transactions
•
Explain the particularities of special G/L transactions
•
Explain the functions of special G/L transactions
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Unit 7: Special G/L transactions
TFIN50
Lesson: Configuration of Special G/L Transactions
Lesson Overview
The application area of the special G/L transactions was described in the last
lesson. The required system settings are now dealt with here.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Configure special G/L transactions or check their configuration
Create your own special G/L transactions as needed
Business Example
The special G/L transactions should be defined in the system using special
G/L indicators. Any existing settings must be checked. The desired account
determination is checked and, if necessary, stored in cooperation with the
respective department.
Basic Settings for Special G/L Transactions: Posting
Keys
Special G/L transactions are posted from the application side by means of special
posting keys and using special G/L indicators. The posting keys require a
particular type of outsorting here.
The special G/L transactions of the standard system are assigned to the posting
keys 09, 19, 29 and 39.
The diagram shows the configuration of posting key 09. The special G/L indicator
indicates that the posting key is used to enter special G/L transactions. The special
G/L indicator should always be included in the entry.
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Lesson: Configuration of Special G/L Transactions
Figure 165: Posting Key
Basic Settings for Special G/L Transactions:
Outsorting of the Alternative Reconciliation Accounts
Special G/L transactions are posted to an account stored in Customizing and not to
the reconciliation account stored in the master record. These accounts must be
created in financial accounting as G/L accounts and outsorted according to the
requirements.
Figure 166: Special General Ledger: Account Control
The special G/L accounts have been defined as reconciliation accounts for the
D or K account types.
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Unit 7: Special G/L transactions
TFIN50
As opposed to “normal” reconciliation accounts (customers/vendors), in general,
special G/L accounts have the line item display activated. This means a list of
the line items can be displayed.
You can use the field status group to change the screen layout for postings entered.
Configuration of Sp. G/L Transactions - Properties and
Account Determination
Figure 167: Configuration of Sp. G/L Transactions
Special G/L transactions are part of the scope of delivery of the standard system.
You can make individual adjustments if you, for example, wish to make changes
in the following areas:
•
•
•
Different account numbers for reconciliation accounts or special G/L
accounts
Other posting keys or G/L indicators for individual transactions
Other settings for the automatic postings, including the accounts to be posted
to, posting keys and rules for account assignments with automatic postings.
A particular configuration of the special G/L transactions is defined by the special
G/L indicator which determines the type of transaction and the account type
(customer or vendor account).
The account type is important since customer and vendor down payments, for
example, are configured separately.
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Lesson: Configuration of Special G/L Transactions
Figure 168: Special G/L Transactions: Definition of Properties and Accounts
The characteristics of each special G/L indicator are defined in connection with
the account type under Properties.
Noted items: You can determine that a special G/L transaction does not update
any account balances.
Relevance to credit limit check: You can include special G/L transactions in the
credit limit check for customers. Noted items are generally not taken into account.
All other transactions can be marked accordingly as desired by the user.
Warning against commitments: You can determine that the user is notified by a
warning message about the existence of a special G/L transaction when posting to
a customer or vendor account.
Example: When posting a vendor invoice, it is useful to know that there is a down
payment for this vendor.
Target special G/L indicator: This entry only makes sense for noted items. For
line items, you can set which special G/L indicators are allowed to be added as
target special G/L indicators when entering (applying) a payment request. The
target special G/L indicator is used in the standard system for down payment
requests.
Special G/L transaction class: The special G/L transaction class determines
whether the transaction is a down payment, a bill of exchange or any other type
of transaction.
Posting key: Only these posting keys can be used with the respective special
G/L indicators.
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Unit 7: Special G/L transactions
TFIN50
The alternative special G/L account which is to be selected when using special
G/L indicators is stored separately in the account determination according to the
chart of accounts. The system proceeds from the reconciliation account found in
the master record of the customer or vendor and assigns it when posting the special
G/L account assigned to this reconciliation account in the account determination.
Automatic Statistical Offsetting Entries
Figure 169: Configuration - Automatic Statistical Offsetting Entries
Statistical postings are always made on the same offsetting account. The account
is stored on the basis of a combination of the account type (customer or vendor
account) and the special G/L indicator used.
Setting Up Your Own Special G/L Transactions – Noted
Items
Figure 170: Setting Up Your Own Special G/L Transactions – Noted Items
390
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Lesson: Configuration of Special G/L Transactions
When setting up several special G/L transactions, you can take advantage of all of
their technical features.
No transaction figures are updated for noted items. There is no offsetting account
assignment, only information (a “reminder”) on the customer or vendor account.
An example: You are delivering goods in containers and would like to indicate
the customer where the container is in the system. A corresponding special G/L
indicator, which is defined as a noted item, should be created in the configuration.
An alternative reconciliation account should be stored.
Setting Up Your Own Special G/L Transactions –
Statistical Items with Automatic Offsetting Entries
Figure 171: Setting Up Your Own Special G/L Transactions – Statistical
Items with Automatic Offsetting Entries
To set up a special G/L transaction with automatic offsetting entry, do not only
store an alternative special G/L account (alternative reconciliation account) for
the selected special G/L indicator, but also a clearing account in the table for
“accounts for automatic (offsetting) postings” (in the same way as with the
“guarantees of payment” special G/L transaction).
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Unit 7: Special G/L transactions
TFIN50
Figure 172: Setting Up Your Own Special G/L Transactions – Transaction
with Manual Offsetting Entry
An alternative G/L account (alternative reconciliation account) should be stored
for the selected special G/L indicator. The offsetting account is entered manually
during the transaction.
392
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2006/Q2
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Lesson: Configuration of Special G/L Transactions
Exercise 29: Configuration of Special G/L
Transactions
Exercise Objectives
After completing this exercise, you will be able to:
•
Understand the configuration of a special G/L transaction
•
Set up a noted item special G/L transaction
Business Example
You are supposed to explain the configuration of special G/L transactions to a new
colleague using the example of a guarantee of payment made and set up a new
special G/L transaction (noted item).
Task 1:
Show all customizing settings required for the guarantee made transaction as an
example of special G/L transactions.
1.
Show where the accounts for automatic offsetting entries are stored.
2.
Where are the alternative reconciliation accounts stored?
Task 2:
Set up a new special G/L transaction. You have been sending containers to
customers and their hesitant response has not only been annoying you for some
time, but also causing high costs. You would now like to administer the containers
in the system and, if necessary, issue reminders.
2006/Q2
1.
First create a new G/L account in your company code AC## as an alternative
reconciliation account for container transactions (account number 196999).
Please only define the allowed entries of your company code segment if a
chart of accounts segment has already been created.
2.
Create the noted item special G/L indicator transaction with a random letter
(select an unused letter) in Customizing (set up special G/L indicator, store
account determination...).
3.
OPTIONAL: Enter a container transaction on your customer account
AC202-## in your company code AC##.
4.
Optional: Display the transaction on your customer account.
© 2006 SAP AG. All rights reserved.
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Unit 7: Special G/L transactions
TFIN50
Solution 29: Configuration of Special G/L
Transactions
Task 1:
Show all customizing settings required for the guarantee made transaction as an
example of special G/L transactions.
1.
Show where the accounts for automatic offsetting entries are stored.
a)
Choose IMG: Financial Accounting → Accounts Receivable and
Accounts Payable → Business Transactions → Postings with
Alternative Reconciliation Account → Other Special G/L Transactions
→ Define Accounts for Automatic Offsetting Entry
Select the INT chart of accounts from the subsequent screen.
Entries on the account type and special G/L indicator can be found
in the following table. The respective combinations are assigned to
reconciliation accounts.
The desired offsetting accounts are stored here together with the
postings with special G/L indicators.
These are fixed values.
Among others the following values can be found there:
DG
Customer
Guarantee
made
196110
KG
Vendor
Guarantee
received
196410
Continued on next page
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2006/Q2
TFIN50
Lesson: Configuration of Special G/L Transactions
2.
Where are the alternative reconciliation accounts stored?
a)
Choose IMG: Accounts Receivable and Accounts Payable → Business
Transactions → Postings with Alternative Reconciliation Account →
Other Special G/L Transactions → Define Alternative Reconciliation
Account for Customers.
Choose Execute.
Select the following entries from the displayed list by double-clicking
on them:
Account type
D
Special G/L indicator
G
You receive a list of the reconciliation accounts and the assigned
special G/L accounts.
Task 2:
Set up a new special G/L transaction. You have been sending containers to
customers and their hesitant response has not only been annoying you for some
time, but also causing high costs. You would now like to administer the containers
in the system and, if necessary, issue reminders.
1.
First create a new G/L account in your company code AC## as an alternative
reconciliation account for container transactions (account number 196999).
Please only define the allowed entries of your company code segment if a
chart of accounts segment has already been created.
a)
Create a G/L account which is to be used as a reconciliation account in
your company code AC##.
Choose SAP Easy Access → Accounting → Financial Accounting
→ General Ledger → Master Records → Individual Processing →
Centrally.
Enter the following values:
G/L Account
196999
Company Code
AC##
Choose the Create w. Template pushbutton.
Enter the following values:
Continued on next page
2006/Q2
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Unit 7: Special G/L transactions
TFIN50
Reference Account - G/L Account No.
196000
Reference Account - Company Code
AC##
Enter “Container” in short and long text.
Remove the entry from the Alternative Account Number (Control Data
tab page) field.
Save the new account.
Acknowledge the messages.
If the chart of accounts segment has already been created:
Choose SAP Easy Access → Accounting → Financial Accounting
→ General Ledger → Master Records → Individual Processing→
In Company Code.
Enter the following values:
G/L Account
196999
Company Code
AC##
Choose the Create w. Template pushbutton.
Enter the following values:
Reference Account - G/L Account No.
196000
Reference Account - Company Code
AC##
Save your entries.
2.
Create the noted item special G/L indicator transaction with a random letter
(select an unused letter) in Customizing (set up special G/L indicator, store
account determination...).
a)
Create the noted item with a free letter of your choice with the name
Container for the account type D (customers).
Proceed via IMG: Accounts Receivable and Accounts Payable →
Business Transactions → Postings with Alternative Reconciliation
Account → Other Special G/L Transactions → Define Alternative
Reconciliation Account for Customers.
Choose the Create pushbutton.
The account type D is pre-assigned.
Enter the following values:
Continued on next page
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2006/Q2
TFIN50
Lesson: Configuration of Special G/L Transactions
Special G/L indicator
Your letter
Description
Con##
Description
Container##
Select Continue (Enter).
Enter the following values:
Noted items
Check
Posting Key - Debit
09
Container
Posting Key - Credit
19
Container
Note: The text is displayed whenever documents are entered in order
to be checked.
Select the Accounts pushbutton to store the account determination.
Save the data which has been entered up to now, if necessary.
Select the INT chart of accounts and enter the following values:
Recon. acct
Special G/L account
140000
196999
Save your entries.
Continued on next page
2006/Q2
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Unit 7: Special G/L transactions
3.
TFIN50
OPTIONAL: Enter a container transaction on your customer account
AC202-## in your company code AC##.
a)
Optional: Enter a container noted item with the special G/L
transaction newly created by you on your customer account
AC202-##.
Choose SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Other → Noted Items.
Please enter the following values:
Posting Date/Document Date
Today
Company Code
AC##
Currency
EUR
Please enter the following values under Line item:
Posting Key
09
Special G/L indicator
Your letter
Account (customer)
AC202-##
Due
Today
Amount
2
Text
Free choice
Save/Post the transaction.
4.
Optional: Display the transaction on your customer account.
a)
398
Select the open items and noted items from the customers area, Account
→ Display/Change Line Items.
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Configuration of Special G/L Transactions
Lesson Summary
You should now be able to:
•
Configure special G/L transactions or check their configuration
•
Create your own special G/L transactions as needed
2006/Q2
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399
Unit Summary
TFIN50
Unit Summary
You should now be able to:
•
Describe special G/L transactions
•
Explain the particularities of special G/L transactions
•
Explain the functions of special G/L transactions
•
Configure special G/L transactions or check their configuration
•
Create your own special G/L transactions as needed
400
© 2006 SAP AG. All rights reserved.
2006/Q2
Unit 8
Parking Documents
Unit Overview
First, the Hold Document and Park Document functions will be explained and
discussed. In the second lesson, document parking with the option of further
processing of the documents will be presented in greater detail. Chapter 2,
Document Parking, is rounded off by a brief insight into the subject of workflow
with regard to document parking.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
Describe the functionality of document parking
Identify the differences between parking documents and holding
documents
Park Financial Accounting documents
Edit, delete or post parked documents
Describe how to use the workflow when parking documents
Name the advantages of using workflow when parking documents
Unit Contents
Lesson: Basics of Document Parking Versus Hold Document ...........404
Exercise 30: Holding Documents - Parking Documents ..............409
Lesson: Parking Documents and Processing Parked Documents .......419
Exercise 31: Processing Parked Documents ...........................425
Lesson: Document Parking and Workflow...................................431
Exercise 32: Document Parking and Workflow.........................443
2006/Q2
© 2006 SAP AG. All rights reserved.
403
Unit 8: Parking Documents
TFIN50
Lesson: Basics of Document Parking Versus Hold
Document
Lesson Overview
The Document Parking and Hold Document functions are presented.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe the functionality of document parking
Identify the differences between parking documents and holding
documents
Business Example
Numerous documents are entered in financial accounting. If the information
required for the respective posting is not yet known at the time of the entry or
additional information is required, the previously entered date should not be
deleted, but should be able to be further used. The respective department is
interested in possible procedures.
Holding / Parking Documents
An employee in Financial Accounting is occupied with entering documents. The
document the employee is currently dealing with consists of ten line items. At
item nine the cost center to be posted to can not be clearly determined by means of
the documents. What options does the employee have? The document cannot be
saved or posted, since it is not complete. The addressed G/L account needs to be
assigned to a cost center. If the employee interrupts the posting procedure, all the
data has to be reentered the next time. This extra work is intended to be avoided.
404
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2006/Q2
TFIN50
Lesson: Basics of Document Parking Versus Hold Document
Figure 173: Scenarios for Entering Documents
There are different reasons for interrupting document entries. The respective
department is looking for a way of temporarily saving the data entered up to the
point of interruption in order to resume the entries at a later time.
There are two different ways of saving documents (without performing “proper ”
Financial Accounting posting):
•
•
HOLDING documents
PARKING documents
These two procedures are described in the following.
Figure 174: Holding/Parking Documents as Possible Solutions to Problems
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Unit 8: Parking Documents
TFIN50
Holding Documents
With Hold Document, data which has been entered can be saved temporarily in
order to continue the entries at a later time. Documents held by the system do
not have to be complete. No account balances are updated and the data of the
document is not available for evaluation. No document number is assigned.
The person making the entries is asked to name the document after selecting the
Hold Document function. The document can be found under this name at a later
time.
Figure 175: Overview: Holding Documents
Held documents can be completed and posted or deleted at a later point of time.
There is a risk of forgetting held documents and therefore not posting them
completely.
Parking Documents
You can enter incomplete documents in the SAP system without having to check
the entries extensively by parking documents. When parking documents, the
system assigns a document number via the document type in the same way as with
“normal” Financial Accounting postings. The user must pass on the number if it
has been assigned externally.
Parked documents can be supplemented, checked and posted later on – if necessary
by a different operator. No data, such as transaction figures for example, can be
updated when parking documents. The data of parked documents is available to
the system for real-time evaluations. In this way, amounts from parked documents
can be used for example for the advance return for tax on sales/purchases.
The Park Document function is available for conventional postings and the Enjoy
posting mask.
406
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2006/Q2
TFIN50
Lesson: Basics of Document Parking Versus Hold Document
Figure 176: Overview: Parking Documents
Parked documents can be completed, changed, posted or deleted at a later point
of time.
When parking documents, the respective department must also make sure that, if
desired, the parked documents are completed in order to turn them into “proper”
Financial Accounting postings for the posting deadline. Parked documents which
are no longer required should be deleted to provide a better overview.
Substitutions are not supported by the document parking feature. Substitutions
can only be made with posting transactions after turning parked documents into
accounting documents.
The Park Document functions are more effective than the Hold Document
functions. Dual control, for example, is performed in a number of companies as a
result of being able to park documents. Responsibilities can be clearly defined and
displayed by means of authorizations.
2006/Q2
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Unit 8: Parking Documents
TFIN50
Figure 177: Additional Park Document Functions
408
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Basics of Document Parking Versus Hold Document
Exercise 30: Holding Documents - Parking
Documents
Exercise Objectives
After completing this exercise, you will be able to:
•
Hold and park documents.
Business Example
Employees are constantly interrupted when posting documents or information is
missing so that the document is incomplete and therefore unable to be posted. To
prevent the entered data from being lost, the data can be saved without posting
it with Hold Document or Park Document. The complete entry/posting can be
made at a later point of time.
Task 1:
Holding documents: You are entering a document when you are interrupted by
an urgent call from your boss before finishing the transaction. You therefore use
the Hold Document function in the system before rushing directly to the meeting.
You complete the document and then post it after returning to your workplace.
1.
Enter a customer invoice with the following values:
Customer
AC202-##
Invoice date
Today
Posting Date
Today
Company Code
AC##
Continued on next page
2006/Q2
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Unit 8: Parking Documents
TFIN50
Amount
1,100
Currency
EUR
Calculate Tax
X Select/set switch
Tax Code
1O (10% course output tax)
Text
Hold 1
The telephone rings. You have to interrupt the transaction immediately and
decide to hold the document.
2.
Display the held document.
3.
You are back at your workplace and complete the held document before
posting it.
Task 2:
You have held a document again. Due to new information, you want to delete
this document, instead of posting it.
1.
Enter a document and hold it in the same way as in the previous exercise.
2.
Call up the held document again and delete it.
Task 3:
Parking documents: Please park (!!!) a customer invoice on the customer
account AC202-## in your company code AC##.
1.
Please enter a customer invoice with the following data.
Make sure you make the entry with the FV70 document parking transaction
(Accounts Receivable → Document Entry → Document Parking →
Park/Edit Invoice).
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Lesson: Basics of Document Parking Versus Hold Document
Customer
AC202-##
Invoice date
Today
Posting Date
Today
Company Code
AC##
Amount
1,100
Currency
EUR
Calculate Tax
Check x
Tax Code
1O (10% course output tax)
Text
Document parking 1
You are interrupted and decide to park the document.
Make a note of the document number of the parked document.
2006/Q2
2.
Please display the parked document (this time not directly on the entry
screen).
3.
You are back at your workplace and complete the parked document before
posting it.
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Solution 30: Holding Documents - Parking
Documents
Task 1:
Holding documents: You are entering a document when you are interrupted by
an urgent call from your boss before finishing the transaction. You therefore use
the Hold Document function in the system before rushing directly to the meeting.
You complete the document and then post it after returning to your workplace.
1.
Enter a customer invoice with the following values:
Customer
AC202-##
Invoice date
Today
Posting Date
Today
Company Code
AC##
Amount
1,100
Currency
EUR
Calculate Tax
X Select/set switch
Tax Code
1O (10% course output tax)
Text
Hold 1
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Lesson: Basics of Document Parking Versus Hold Document
The telephone rings. You have to interrupt the transaction immediately and
decide to hold the document.
a)
Select: SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Invoice (FB70).
Customer
AC202-##
Document Date
Today
Posting Date
Today
Company Code
AC##
Amount
1,100
Currency
EUR
Calculate Tax
X Select/set switch
Tax Code
1O (10% course output tax)
Text
Hold 1
Choose the Hold pushbutton in the application toolbar (or use the
menu: Document → Hold).
A pop-up window appears with the Temporary document number input
request. Please enter the temporary document number 1000##. Click
on the Hold document pushbutton or actuate the Enter key.
The message “Document 1000## was held” appears in the status bar.
2.
Display the held document.
a)
There are two ways of displaying a held document on the posting mask
of the Enjoy mask.
First select SAP Easy Access → Accounting → Financial Accounting
→ Accounts Receivable → Document Entry → Invoice (FB70).
Then proceed as follows:
1.
2.
Display the menu: Edit → Select Held Document or
Use the pushbutton to display Templates → Held Documents (a
complete list of the held documents is displayed). Select the
desired document by double-clicking on it.
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3.
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You are back at your workplace and complete the held document before
posting it.
a)
Call up the document from the posting transaction as described in the
previous exercise.
Fill out the following fields:
G/L Account
800200
Amount in doc. curr.
*
Select Document → Post from the menu. Or click on the Disk (posting)
pushbutton. The message "Document 18000000xx was posted in
company code AC##" appears in the status bar.
Task 2:
You have held a document again. Due to new information, you want to delete
this document, instead of posting it.
1.
Enter a document and hold it in the same way as in the previous exercise.
a)
Select SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Invoice (FB70).
Customer
AC202-##
Document Date
Today
Posting Date
Today
Company Code
AC##
Amount
1,100
Currency
EUR
Calculate Tax
X Select/set switch
Tax Code
1O (10% course output tax)
Text
Hold 2
Choose the Hold pushbutton in the application toolbar (or use the
menu: Document → Hold).
A pop-up window appears with the Temporary document number input
request. Please enter the temporary document number 2000##. Click
on the Hold document pushbutton or actuate the Enter key.
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Lesson: Basics of Document Parking Versus Hold Document
2.
Call up the held document again and delete it.
a)
Call up your held document again as described in the previous exercise.
Select SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Invoice (FB70).
Delete the held document by choosing Edit → Delete Held Document.
Enter the name/number of the held document or proceed via the F4
search help. Then click on the "Continue" pushbutton. The deleted
amount is no longer displayed at the templates in the Held Documents
column after refreshing the display (pushbutton in application toolbar).
Task 3:
Parking documents: Please park (!!!) a customer invoice on the customer
account AC202-## in your company code AC##.
1.
Please enter a customer invoice with the following data.
Make sure you make the entry with the FV70 document parking transaction
(Accounts Receivable → Document Entry → Document Parking →
Park/Edit Invoice).
Customer
AC202-##
Invoice date
Today
Posting Date
Today
Company Code
AC##
Amount
1,100
Currency
EUR
Calculate Tax
Check x
Tax Code
1O (10% course output tax)
Text
Document parking 1
Continued on next page
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You are interrupted and decide to park the document.
Make a note of the document number of the parked document.
a)
Choose SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document Entry → Document Parking →
Park/Edit Invoice (FV70).
Enter the following values:
Customer
AC202-##
Invoice date
Today
Posting Date
Today
Company Code
AC##
Amount
1,100
Currency
EUR
Calculate Tax
x Check/Set switch
Tax Code
1O (10% course output tax)
Text
Document parking 1
Choose the disk symbol on the standard toolbar with the text Save
parked document or choose the menu path Document → Park. You
receive a message in the status bar: “Document 18000000xy AC## was
parked”. Please note down the document number.
Hint: You can also go directly to the document display via the
Document → Display menu. The parked document is displayed
(title bar: Display parked customer invoice 18000000xy AC##
20XX).
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Lesson: Basics of Document Parking Versus Hold Document
2.
Please display the parked document (this time not directly on the entry
screen).
a)
SAP Easy Access → Accounting → Financial Accounting → Accounts
Receivable → Document → Parked Documents → Display (FBV3)
Enter the data for your document:
Company Code
AC##
Doc. Number
18000000xx
Fiscal Year
20xx
(You can alternatively select the path via the document list and look
for the document.)
Press the Enter key. You go to the overview for your parked document.
3.
You are back at your workplace and complete the parked document before
posting it.
a)
Call up the document as follows:
SAP Easy Access → Accounting → Financial Accounting → Accounts
Receivable → Document → Parked Documents → Post/Delete: Single
Screen Transaction
You need the templates. If they are not yet displayed, please click on
the Tree on pushbutton.
You can find your document in the Parked documents folder. (The
documents are displayed as follows: company code, document number,
fiscal year).
Select your document by double-clicking on it.
Complete your document with the following values:
G/L Account
800200
Amount in doc. curr.
*
In the menu, choose Document → Post. Or click on the Disk (Posting)
pushbutton. The message "Document 18000000xx was posted in
company code AC##" appears on the status bar.
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Lesson Summary
You should now be able to:
•
Describe the functionality of document parking
•
Identify the differences between parking documents and holding
documents
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Lesson: Parking Documents and Processing Parked Documents
Lesson: Parking Documents and Processing Parked
Documents
Lesson Overview
The Document Parking function is described in detail in this lesson.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Park Financial Accounting documents
Edit, delete or post parked documents
Business Example
The respective department is interested in the Document Parking functions and
requires detailed information. Which data of parked documents can be changed?
Can parked documents be deleted?
Employment of Document Parking... and How to
Proceed
You can enter and store incomplete documents in SAP without having to check
the entries extensively by parking the documents. There are various possible
areas of application.
You can alternatively also check parked documents for their completeness. You
can check, for example, whether the document balance is zero and whether all
mandatory fields (e. g. Posting key and Account number) are filled out. Account
assignment templates can be used, but not reference documents, when parking
documents. Cross-company-code transactions can also be parked. Only one
parked document is created in the initial company code for such transactions
(two documents with a cross-application number are then created as usual when
posting).
Neither transaction figures, asset values, etc. nor control totals are updated when
securing parked documents. No automatic postings are created either. The
balance is not checked; it is displayed in the document overview of the parked
documents, however.
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Areas of application for document parking
•
•
•
Temporary storage of input values when parking documents
Helpful for displaying multi-level models when parking documents (e. g.
principle of dual control, approval procedures)
Work assignment by means of work lists (streamlining/acceleration of the
work procedures)
Ways of using document parking
•
•
•
Customer accounts (invoices and credit memos)
Vendor accounts (invoices and credit memos)
G/L accounts (G/L account postings)
You can park documents for customer accounts, vendor accounts and G/L
accounts.
Documents which have been parked in the system usually have to be further
processed. There are various ways of doing this. The usual procedure however,
is to edit parked documents and then post them whenever necessary. Parked
documents should only be deleted in exceptions.
Figure 178: Further Processing of Parked Documents
You can also display parked documents in the system (individually, or via list
selection; also possible with the line item list).
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Editing Parked Documents
You can edit parked documents and also complete them step-by-step for example.
A number of header and item fields can be edited, including the amounts. The
document change rules stored for documents posted in the system are not applied
to parking documents! The currency, the document type/number and the company
code cannot be changed.
Changes can be made as often as required. Multiple changes are also possible.
Dates, amounts, accounts and account assignment objects, for example, can all
be changed.
Changes can be made to individual documents, individual items, to several
documents by means of lists or with the line item list.
Figure 179: Changing Parked Documents
Changes to parked documents can be displayed either before or after posting them.
Posting Parked Documents
You can post parked documents as standard transactions individually or via a
selection list. If you post several documents via a selection list, the system
subsequently issues a list, indicating whether the documents have been posted
successfully. Parked documents which were unable to be posted, due to
missing entries such as cost account assignments, can be post-processed in the
list. Furthermore a batch input session can be created in order to post parked
documents.
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Figure 180: Posting Parked Documents
What happens when a parked document is turned into a “proper” document?
•
•
•
•
•
•
The usual inspections are performed when posting documents
A normal complete Financial Accounting document is created
History (e.g. changes to parked documents) is documented
The document number remains the same.
The transaction figures are updated.
The parked document is deleted after creating a normal FI document.
Whenever a parked document is posted, the data of this parked document is
deleted, a document is entered to the document database and the respective
data (transaction figures, etc.) is updated. The document number of the parked
document becomes the number of the posted document
The person who made the entries is noted in the document header of the Financial
Accounting document.
Document Parking – Reporting and Overview
Document parking is linked to the account display and reporting functions in
Financial Accounting. Numerous reports can evaluate parked documents. You
can include parked documents in the document journal You can view parked
documents on the line item display.
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Lesson: Parking Documents and Processing Parked Documents
Figure 181: Parked Documents and Reporting
The differences between parked documents and “documents posted properly” are
specified in the following table:
Posting Documents, Parking a Document
Post document or Park document or
posted document document parked
Update transaction figures
Yes
No
Document deletion possible
No (alternative:
reversal)
Yes
Amounts, account numbers,
account assignment objects,
date specifications
No
Yes
In accordance with the
document change rules while
taking GoB into account
Yes
Irrelevant
Changes to posted/parked
documents possible:
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Lesson: Parking Documents and Processing Parked Documents
Exercise 31: Processing Parked
Documents
Exercise Objectives
After completing this exercise, you will be able to:
•
Change and post parked documents
•
OPTIONALLY: delete parked documents
Business Example
Parked documents can be further processed in several steps. In some cases a
number of different persons are entrusted with their further processing.
Task 1:
Please make changes to a parked document. Then post the document. Display the
document changes afterwards.
1.
Park a customer invoice with any sort of data.
Make sure you make the entry with the FV70 document parking transaction
(Accounts Receivable → Document Entry → Document Parking →
Park/Edit Invoice).
2.
Please change the document which has just been parked. The posting date
should be the current date +1. Please enter the word “Change” in the text of
the customer item. Save your document again in parked status.
3.
Logging of/at changes (individual document): Display the changes to
your document.
4.
Logging of/at changes (entire list): Display a list of all changes made to
parked documents in the company codes AC00 to AC20.
Task 2:
OPTIONAL: Park a document and then delete the parked document.
2006/Q2
1.
Document parking with subsequent deletion of the document: Please
park a document (customer invoice) in your company code with any values.
Then delete this parked document.
2.
Display of a document deleted after being parked: It is of interest to the
respective department whether a gap is created in the document number
assignment by deleting a parked document. Show that this is not the case.
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Solution 31: Processing Parked
Documents
Task 1:
Please make changes to a parked document. Then post the document. Display the
document changes afterwards.
1.
Park a customer invoice with any sort of data.
Make sure you make the entry with the FV70 document parking transaction
(Accounts Receivable → Document Entry → Document Parking →
Park/Edit Invoice).
a)
Choose SAP Easy Access → Accounting → Financial Accounting →
Customers → Document Entry → Document Parking → Park/Edit
Invoice (FV70).
Enter the following values:
Customer
AC202-##
Invoice date
Today
Posting Date
Today
Company Code
AC##
Amount
1,100
Currency
EUR
Calculate tax
x Check/Set switch
Tax code
1O (10% course output tax)
G/L acct
800200
D/C
C
Amount
*
Select the disk symbol on the standard toolbar with the text Save
parked document or choose the Document → Park menu. You receive
a message in the status bar: “Document 18000000xy AC## was
parked”. Please note down the document number.
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Lesson: Parking Documents and Processing Parked Documents
2.
Please change the document which has just been parked. The posting date
should be the current date +1. Please enter the word “Change” in the text of
the customer item. Save your document again in parked status.
a)
Choose SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document → Parked Documents → Change
(FBV2).
Enter the document number of the desired document or click on
the Document List pushbutton. You can select a list of the parked
documents there according to your own criteria. Select the desired
document by double-clicking on it or make the changes directly.
Posting Date
Current date +1
Customer item text
Change
To save, click on the disk in the standard toolbar Save Parked
Document or choose Menu → Document → Park. You receive a
message in the status bar: “Parked document 18000000xx AC## was
changed”.
3.
Logging of/at changes (individual document): Display the changes to
your document.
a)
Choose SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document → Display Changes (FBV5). Enter
the desired document number and actuate the Enter key.
Company Code
AC##
Document Number
18000000xx
Fiscal Year
200x
Continued on next page
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4.
TFIN50
Logging of/at changes (entire list): Display a list of all changes made to
parked documents in the company codes AC00 to AC20.
a)
Choose SAP Easy Access → Accounting → Financial Accounting →
General Ledger → Information System → General Ledger Reports →
Document → General → Display of Changed Documents → Display
of Changed Documents (RFBABL00).
Select Parked documents as document type by clicking on the radio
button.
Make the following general selections:
Company Code
AC00 to AC20
Changed on
Current date
Please enter the following values for the dynamic selections:
Document header data
Select X
Line item data
Select X
Carry out the report (F8).
The changes are displayed.
Task 2:
OPTIONAL: Park a document and then delete the parked document.
1.
Document parking with subsequent deletion of the document: Please
park a document (customer invoice) in your company code with any values.
Then delete this parked document.
a)
Refer to the specifications of the last exercises in order to park the
document.
Choose SAP Easy Access → Accounting → Financial Accounting
→ Accounts Receivable → Document → Parked Documents →
Post/Delete (FV70).
Select the desired document from the templates by double-clicking on
it. Then choose Document → Delete Parked Document from the menu.
Acknowledge the following message.
The message Parked document 18000000xx AC## 200x deleted
appears in the status bar.
Continued on next page
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Lesson: Parking Documents and Processing Parked Documents
2.
Display of a document deleted after being parked: It is of interest to the
respective department whether a gap is created in the document number
assignment by deleting a parked document. Show that this is not the case.
a)
Choose SAP Easy Access → Accounting → Financial Accounting →
Accounts Receivable → Document → Parked Documents → Display
(FBV3).
Enter the document number of the deleted document. Actuate the
Enter key. The document header appears on the screen with the usual
information. The Document Status field is filled with the value Z
or with the text “parked document that was deleted”. The document
does not contain any line items.
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Lesson Summary
You should now be able to:
•
Park Financial Accounting documents
•
Edit, delete or post parked documents
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Lesson: Document Parking and Workflow
Lesson: Document Parking and Workflow
Lesson Overview
The workflow option for parking documents is presented in this lesson. Extensive
knowledge which cannot be provided by this course is required to set up the
workflow. The lesson is intended to enable the Financial Accounting application
manager to design a plan for this area and ensure coordination between the
relevant department and specialists in the workflow area.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe how to use the workflow when parking documents
Name the advantages of using workflow when parking documents
Business Example
Various employees are involved in posting Financial Accounting documents
within the relevant department. One employee parks the documents, another one
checks the account assignment and supplements account assignment objects, if
necessary, and then ensures the posting is made in order to update the transaction
figures. The department would like to find out to what extent the SAP system is
able provide support for this process flow.
Workflow in One Sentence
Figure 182: Workflow in One Sentence
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In the SAP business workflow, the four process dimensions
•
•
•
•
Organizational structure (Who?)
Process structure (When? In what order? Under what circumstances?)
Function (What?)
Information (With which data?)
are combined to allow business processes to be carried out as efficiently as
possible.
The process to be displayed as workflow is stored in the system in parameters
using a graphic definition tool. During the process the workflow manager - and
hence the system - performs all the tasks that were worked out when the process
was defined. As a result, the user is relieved of any avoidable organisational tasks
and can concentrate on the aspects of his or her actual work.
Figure 183: The Five Essential Questions on Every Business Process
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Lesson: Document Parking and Workflow
Figure 184: Benefits of the SAP Business Workflow
The SAP Business Workflow supports processes of your company within an SAP
system. It also supports the communication between business processes operated
on different systems.
The SAP Business Workflow provides the end user with all information required
to perform the next step.
SAP provides standard workflow templates in order to depict business processes.
You can customize these SAP workflow templates or create your own.
Figure 185: Workflow Management Architecture
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Workflow Management Architecture
In short, workflow means getting the right work to the right employee at the right
time.
The SAP Business Workflow is structured in three layers. This modularization of
the components involved is the basis for a high degree of flexibility.
The right work: Whatever you wish to perform during the workflow: it must
be implemented in the Business Object Repository as a method of a business
object type.
At the right point of time: The process level describes the business process in a
sequence of individual steps. The worklow definition is the total of all steps put
together. Individual steps can refer to methods of the BOR (Business Object
Rep.), but they can also be used to control the process, i.e. to, for example,
enable loop-type processing, query conditions, provide values in the interface (=
container). Workflow Builder is the tool used for the maintenance of the process
level.
To the right processor: The organizational level establishes a link to the
organizational structure.
•
•
434
There is a group of potential processors available for each task which is able
to be perfomed as part of the workflow.
This group can be restricted by specifications on the processor in the
workflow step. The selected processors receive a work item at their business
workplace during the runtime. The corresponding method of the business
object type is started once the work item is performed.
© 2006 SAP AG. All rights reserved.
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Lesson: Document Parking and Workflow
Workflow
Figure 186: Workflow: Design and Procedure I
Workflows are usually initiated by a triggering event. Events are used to display
the changes in status of objects within the system. Like methods, they are defined
in the object repository for each object type. Events are initiated in the respective
applications.
Example: The workflow for account assignment approval (WS0100000) is
started by triggering the marking for organizational change event when saving a
parked document with the specification of a measure.
Work items represent single-step tasks during runtime. They are sent to the
responsible processors by the workflow manager.
Whenever a processor accepts a work item in order to process it, the work item
disappears from the inboxes of the other processors.
Whenever a work item is processed, the corresponding object method is called up.
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Figure 187: Example: Designing the (Entire) Workflow for a Parked
Document
For every business step, ask yourself:
•
What work has to be done?
You consequently know which object type and method you require.
•
With dialog steps: Who is carrying out the work?
You consequently know which processors are responsible.
•
What text is supposed to be displayed at the workplace of the person
receiving the work item?
This text is treated as a task when creating the step. Store your answers in
the design.
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Lesson: Document Parking and Workflow
Figure 188: Workflow: Areas of Application
WHAT Is Carried Out? – Tasks Related to the Workflow
•
•
•
•
•
•
•
Posting invoices
Releasing purchase requisitions
Changing material masters
Approving leave
Creating customer accounts
Deleting purchase orders
Creating requirement requests via the Internet
Tasks represent steps of the business process. The process to be shown must be
divided into individual tasks during the definition. The definition of the workflow
determines the tasks and the order in which they are to be carried in the process.
Tasks refer precisely to one object type of the business object repositories and to
exactly one of their methods defined there. In exceptional cases a business process
may only have one task. A workflow definition should be created even in these
cases, however. Tasks are represented by work items during the runtime of the
workflow. The work items appear in the inbox of the receiver.
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Figure 189: Task Definition: “Possible Processors” – WHO is doing
something?
Each task must be assigned possible processors. This is the group of employees
at your company, who come into question for carrying out the respective task.
WHO Is Doing Something?
Figure 190: WHO Is Doing Something? Workflow Steps and “Responsible
Processors”
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Lesson: Document Parking and Workflow
You define a workflow step when you enter a job in the workflow definition.
In this workflow step you can enter responsible processors. Furthermore you
can exclude processors explicitly. The slide shows you how to assign processors
during the step.
The system calculates the intersection of “possible processors” and “responsible
processors” for the runtime. It is then checked whether each user included in it has
been excluded in the workflow step definition. If the results of both inspections
are positive, the user receives a work item in his or her inbox and then belongs to
the receivers of the work item.
Figure 191: User Interface: Inbox in the SAP System
The Business Workplace consists of three screen areas:
Selection tree: You can find the selection tree on the left side of the Business
Workplace. Here you can select work items to be executed, workflows which
you have started or documents.
Worklist: The worklist is displayed at the top right of the Business-Workplace
screen in case you want to mark the “Workflow” folder. The system automaticlly
puts the entries in groups in this folder. There are special folders in which you can
find overdue work items or missed deadline work items. If you mark “Inbox” in the
selection tree, you can see all work items and documents in this area of the screen.
Work item preview: The work item selected from the work list is displayed in a
preview at the bottom right of the screen. Not all functions of the work item
display or workflow protocol are available. It is possible for the user to make a
decision from within the work item preview.
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Figure 192: Inbox
The work items can be performed directly in the worklist. The corresponding
applications are started directly and provided with the required data by
double-clicking on them. Recipients can display the attachments of the work item
and add new ones. You can add various types of documents to a work item as
attachments, e.g. SAPscript documents, Microsoft Office documents or Internet
pages.
The WebFlow Engine determines the recipients of the work item. All selected
recipients can view the work item and perform it at their Business Workplace.
Only one user can perform the work item, however. If, therefore, a user starts to
perform the work item, the other recipients are unable to perform this work item. A
recipient can accept a work item. An accepted work item can only be performed by
the user who has accepted it. By selecting Put Back, you can disable the reserved
status of the work item and make it accessible again to all selected processors. The
status of the work item is then set back to “ready”. You can define that concluding
the processing of a workflow step has to be confirmed explicitly. After processing
a work item, a dialog box appears in which you can finish processing the work
item. The work item remains in the worklist and is set to “performed” if you select
Cancel at this point of time. You can set “Set to completed” within the worklist for
work items with the “performed” status. The work item can be performed several
times or passed on as long as this has not been done.
Workflow and Financial Accounting
Workflow variants can be created for document parking in Customizing of FI.
Whether the document release is supposed to be active is specifeid here together
with the minimum amount for which this is necessary.
440
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Document Parking and Workflow
The company codes can be assigned workflow variants. No documents are
released if any company code is not assigned a workflow variant.
Figure 193: Assigning Workflow Variants to Company Codes
It is possible to apply different release procedures to different accounts receivable
and payable. This can be controlled by means of the Release Group field in the
master record of accounts receivable and accounts payable.
The release group is required in order to determine the release approval path at
the time of processing. The release approval path is determined by the workflow
variant in connection with the document type and release group.
The subworkflow which is initiated by releasing the amount and who is to release
are determined by the release approval path and the particular amount. If no
release group is defined, the initial release group is then used for access.
Figure 194: Calculation of the Release Approval Path
2006/Q2
© 2006 SAP AG. All rights reserved.
441
Unit 8: Parking Documents
TFIN50
The release procedure is represented by subworkflows in the workflow
terminology. For document parking, workflow variants (in combination with
release approval paths) are assigned amounts, which determine the release
procedures to be initiated and performed. The subworkflows control the individual
release procedures, e.g. the number of release approval levels to be run through.
By default, subworkflows are supplied as workflow templates for reference. The
first subworkflow (WS10000052) contains a single-level release, the second one
(WS10000053) a two-level release and the third one (WS10000054) a three-level
release. With the single-level release, a person must release the document. The
principle of dual control can be supported with the two-level release, and the
principle of triple control with the three-level release. The respective subworkflow
is triggered by parked documents during the initial entry.
Figure 195: Assignment of Subworkflows
442
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Document Parking and Workflow
Exercise 32: Document Parking and
Workflow
Exercise Objectives
After completing this exercise, you will be able to:
•
Understand the process for parking documents as part of the workflow
Business Example
In your company, you want to use a workflow for document parking. For
documents over 500 EUR, the amount should be released by an authorized
employee.
Task:
First you make sure that the workflow variant 1000 is defined for your company
code. You then park the document and thus start a workflow. Next, another
employee receives the parked document for further processing (to release the
amount). You log on under a different user name and release the amount for your
document.
1.
Make sure Workflow variant 1000 (Variant IDES FIPP-WF) is defined for
your company code AC##.
2.
Document parking and processing (workflow variant 1000): Park a
document for a vendor invoice in your company code (AC##) (vendor
AC202-## for EUR 700).
Make sure that you enter the invoice with the park document transaction
FV60 (Accounts Payable → Document Entry → Document Parking →
Park or Edit Invoice).
Choose PARK/SAVE FULLY
3.
Display the document that has been parked. Where can you get information
on the subject of workflow and what information is available?
4.
You want to get an idea of how the workflow, which was started when your
document was parked, looks. You are particularly interested to know which
group of people are able to release your document.
5.
Releasing a parked document: Log on to your system and client using the
user name WF-FI-1. Your instructor will give you the password.
Release the document you parked yourself under a different user name. Take
a look at the protocol for this and log user WF-FI-1 off from the system.
2006/Q2
© 2006 SAP AG. All rights reserved.
443
Unit 8: Parking Documents
TFIN50
Solution 32: Document Parking and
Workflow
Task:
First you make sure that the workflow variant 1000 is defined for your company
code. You then park the document and thus start a workflow. Next, another
employee receives the parked document for further processing (to release the
amount). You log on under a different user name and release the amount for your
document.
1.
Make sure Workflow variant 1000 (Variant IDES FIPP-WF) is defined for
your company code AC##.
a)
Choose IMG → Financial Accounting → Financial Accounting Global
Settings → Company Code → Enter Global Parameters.
Select your company code (AC##) and click the Detail (F2) pushbutton
in the application toolbar.
In the Processing parameters section, enter 1000 for Workflow variant.
Workflow Variant
1000 (IDES FIPP-WF variant)
Save your entries by clicking on the disk in the standard toolbar.
2.
Document parking and processing (workflow variant 1000): Park a
document for a vendor invoice in your company code (AC##) (vendor
AC202-## for EUR 700).
Make sure that you enter the invoice with the park document transaction
FV60 (Accounts Payable → Document Entry → Document Parking →
Park or Edit Invoice).
Continued on next page
444
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Document Parking and Workflow
Choose PARK/SAVE FULLY
a)
SAP Easy Access → Accounting → Financial Accounting → Accounts
Payable → Document Entry → Document Parking → Park or Edit
Invoice (FV60).
Vendor
AC202-##
Document date
Current date
Posting date
Current date
Company code
AC##
Amount
700
Currency
EUR
Calculate tax
x
Select/set switch
Tax code
1I (10% course input tax)
Text
Invoice parking
G/L acct
400020
D/C
S
Amount
*
In the application toolbar, click on Save as completed or follow the
menu Document → Save as completed.
You receive a message in the status bar: "Document 18000000xx
AC## was parked."
Please make a note of the document number.
Continued on next page
2006/Q2
© 2006 SAP AG. All rights reserved.
445
Unit 8: Parking Documents
3.
TFIN50
Display the document that has been parked. Where can you get information
on the subject of workflow and what information is available?
a)
You can also go directly from the entry screen to the document display
by choosing Document → Display. The parked document is displayed
(title bar: Display parked customer invoice 19000000xx AC## 200x).
Hint: (Alternatively choose SAP Easy Access → Accounting
→ Financial Accounting → Accounts Payable → Document
→ Display (FB03). Enter the company code, the fiscal year,
and the document number, or use the search function with the
Document List pushbutton on the application toolbar.)
Click the Workflow tab page. Here you can find information about
workflow control. A release is required. The release path 1000 is
shown.
4.
You want to get an idea of how the workflow, which was started when your
document was parked, looks. You are particularly interested to know which
group of people are able to release your document.
a)
Choose SAP Easy Access → Office. Double-click Workplace. Choose
Outbox → Started workflows. Select the transaction on the right-hand
side of the screen by clicking the work item title, then the Display
Workflow Log button (scroll symbol).
The amount still has to be released.
You can find more information by means of the Processor pushbutton.
5.
Releasing a parked document: Log on to your system and client using the
user name WF-FI-1. Your instructor will give you the password.
Continued on next page
446
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Lesson: Document Parking and Workflow
Release the document you parked yourself under a different user name. Take
a look at the protocol for this and log user WF-FI-1 off from the system.
a)
Log on to the system using the user name WF-FI-1.
System
is designated by your instructor
Client
is designated by your instructor
User
WF-FI-1
Password
is designated by your instructor
Language:
Local language
When the License Information for Multiple Logon dialog box appears,
choose “Continue with this log on without ending existing log-ons”.
Using work list in the office area you can find a list of documents
available for processing.
Choose Office → Workplace → Inbox → Workflow → Grouped
according to task → Release Amount
On the right of the screen, select the document you want to process
(usually the one posted by you under a different user name).
Click the Execute icon. The document is displayed and checked by
you. The document is OK and can be posted. You release the document.
Click the Release pushbutton on the application toolbar (Release
document).
The amount release process is now finished.
2006/Q2
© 2006 SAP AG. All rights reserved.
447
Unit 8: Parking Documents
TFIN50
Lesson Summary
You should now be able to:
•
Describe how to use the workflow when parking documents
•
Name the advantages of using workflow when parking documents
448
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Unit Summary
Unit Summary
You should now be able to:
•
Describe the functionality of document parking
•
Identify the differences between parking documents and holding
documents
•
Park Financial Accounting documents
•
Edit, delete or post parked documents
•
Describe how to use the workflow when parking documents
•
Name the advantages of using workflow when parking documents
2006/Q2
© 2006 SAP AG. All rights reserved.
449
Unit Summary
450
TFIN50
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Test Your Knowledge
Test Your Knowledge
1.
A document number is assigned by means of the document type with the
“Hold Document” function.
Determine whether this statement is true or false.
□
□
2.
True
False
Which statements are right?
Choose the correct answer(s).
□
□
□
□
2006/Q2
A
B
C
D
A company code can be assigned several wokflow variants.
A task can be assigned one possible processor only.
It is possible to design multilevel workflow sequences.
The same workflow variant can be assigned to several company
codes.
© 2006 SAP AG. All rights reserved.
451
Test Your Knowledge
TFIN50
Answers
1.
A document number is assigned by means of the document type with the
“Hold Document” function.
Answer: False
A number is assigned by means of the document type with the “Park
Document” function. With “Hold Document”, the user assigns a designation.
2.
Which statements are right?
Answer: C, D
One workflow variant can be used for several company codes. It is possible
to create multilevel workflow secuences. Individual tasks can usually be
assigned several possible processors.
452
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Course Summary
Course Summary
You should now be able to:
•
•
•
•
•
•
2006/Q2
Create organizational units for Financial Accounting
Maintain master data
Influence the entry of posting transactions
Analyze and explain posting transactions
Display special G/L transactions in the system
Use the document parking function within the system and define it
appropriately
© 2006 SAP AG. All rights reserved.
453
Course Summary
454
TFIN50
© 2006 SAP AG. All rights reserved.
2006/Q2
Appendix 1
Data Sheet
Unit: Basic Settings
Reference
value
Your data
Exercise: Organizational Units
•
Reference company code
Unit: Master Data
1000
Reference
value
Your data
Exercise: General Ledger Accounts
•
Account group for “expense
accounts”
ERG. (chart
of accounts
INT)
•
Account group for cash expenses
SAKO (chart
of accounts
INT)
•
“Entertainment costs” and “sports
car rental” expense accounts.
400000
Entertainment
costs account
number:
Sports car rental
account number:
•
2006/Q2
"Cash expenses" account
113100
© 2006 SAP AG. All rights reserved.
455
Appendix 1: Data Sheet
TFIN50
Exercise: Customer/Vendor Accounts
Reference
value
•
Account group for customers
KUNA
(General
customers)
•
Account group for vendors
KRED
(Vendors)
•
Reconciliation account (customers)
•
Reconciliation account (vendors)
•
My customer account
•
My vendor account
Exercise: Bank Master Data
•
Bank key of house bank
•
Bank account number
•
Bank general ledger account
•
G/L Acct
Unit: Document Control
Your data
140000
(Trade
receivables
- domestic)
160000
(Trade
payables –
domestic)
Reference
value
Your data
123456## (##
= your group
number)
111111
113100
113100
Reference
value
Your data
Exercise: Simple Documents in
Financial Accounting
G/L account posting
456
•
Petty cash
•
Bank account
© 2006 SAP AG. All rights reserved.
100000
113100
2006/Q2
TFIN50
Appendix 1: Data Sheet
•
Document number for G/L account
posting
Vendor invoices
1l (input tax course 10%)
•
Tax Code
•
Document number of first vendor
invoice
•
Document number of second vendor
invoice
Customer Invoice
1O (Output
tax (course)
10%)
•
Tax Code
•
Revenue account
•
Document number for customer
invoice
800000
Customer Credit Memo
1O (Output
tax (course)
10%)
•
Tax Code
•
Revenue account
•
Document number of customer
credit memo
Unit: Posting Control
800000
Reference
value
Your data
Exercise: Document Reversal
•
Account for outgoing checks
113101
Exercise: Taxes
•
2006/Q2
Tax account
175000
© 2006 SAP AG. All rights reserved.
457
Appendix 1: Data Sheet
TFIN50
•
Jurisdiction Code
•
Revenue account
Your instructor
will give
you this
information
800000
Exercise: Cross-company code
transactions
•
Clearing with company code:
•
Clearing account in the company
code named by the instructor (debit
and credit)
•
Instructor's expense account
•
Instructor's company code
•
Tax Code
•
Instructor's cost center
Unit: Clearing
1000
194200
400000
1000
1l (input tax course 10%)
CC00
Reference
value
Your data
Exercise: Clearing Open Items
•
Revenue account
800000
Exercise: Post with Clearing
•
G/L account bank
113100
Exercise: Payment Differences
458
•
Revenue account
•
Account for payment differences
(account determination)
•
Your house bank G/L account
© 2006 SAP AG. All rights reserved.
800200
881000
113108
2006/Q2
TFIN50
Appendix 1: Data Sheet
Unit: Cash Journal
Reference
value
Your data
Exercise: Business Transactions in the
Cash Journal
•
1l (input tax course 10%)
Tax Code
Unit: Logistics Integration
Reference
value
Your data
Exercise: Purchase Order Processing
•
purchasing organization
•
Purchasing group
•
Company code
•
Vendor
•
Material
•
Plnt
•
Stor.Loc.
•
Purchase order number
1000
100
1000
1006
V10
1000
0001
Exercise: Goods Receipt Processing
1006
•
Vendor
•
Material
•
Plnt
•
Stor.Loc.
•
Material document number
V10
1000
0001
Exercise: Invoice Verification
2006/Q2
•
Vendor
•
Material
1006
V10
© 2006 SAP AG. All rights reserved.
459
Appendix 1: Data Sheet
•
TFIN50
Invoice document number
Exercise: Overview of the Sales Process
Standard order
•
Sales Organization
•
Distribution Channel
•
Division
•
Customer
•
Material
•
Number of standard order
1000
10
00
Customer##
P-109
Delivery
•
Shipping point
•
Delivery number
•
Warehouse
•
Number of transport request
•
Goods issue number
1000
010
Billing
•
460
Billing document number
© 2006 SAP AG. All rights reserved.
2006/Q2
Appendix 2
Menu Paths
Unit: Basic Settings
Transaction Codes
Implementation Guide for mySAP ERP
Customizing (IMG) → SAP NetWeaver
→ General Settings → Currencies
√ Check currency codes
OY03
√ Set decimal places for currencies
OY04
√ Define standard quotation for exchange
rates
ONOT
√ Enter Prefixes for Direct/Indirect
Quotation Exchange Rates
OPRF
√ Check exchange rate types
OB07
√ Define translation ratios for currency
translation
OBBS
√ Enter exchange rates
OB08
√ Maintain exchange rate spreads
OBD6
√ Define rounding rules for currencies
OB90
√ Define Worklist for Exchange Rate
Entry
√ Assign Exchange Rate to the Worklist
→ Enterprise Structure → Localize
Sample Organizational Units
2006/Q2
O035
© 2006 SAP AG. All rights reserved.
461
Appendix 2: Menu Paths
TFIN50
Unit: Basic Settings
Transaction Codes
→ Enterprise Structure → Definition →
Financial Accounting
√ Edit, Copy, Delete, Check Company
Code
EC01
√ Define business area
→ Financial Accounting → Financial
Accounting → Global Settings Fiscal Year
√ Maintain Fiscal Year Variant (Maintain
Shortened Fisc. Year)
OB29
√ Assign Company Code to a Fiscal Year
Variant
OB37
Unit: Master Data
Transaction codes (or transaction
SM30, then Table/View)
Implementation Guide for mySAP ERP
Customizing (IMG)
→ Financial Accounting → General
Ledger Accounting → General Ledger
Accounts → Master Data → Preparation
√ Edit chart of Accounts List
OB13
√ Assign Company Code to Chart of
Accounts
OB62
√ Define an account group
OBD4
√ Define retained earnings account
OB53
→ Financial Accounting → General
Ledger Accounting → General Ledger
Accounts → Master Data → Preparation
→ Additional Activities
√ Define Screen Layout for Each
Transaction
462
© 2006 SAP AG. All rights reserved.
OB26
2006/Q2
TFIN50
Appendix 2: Menu Paths
Unit: Master Data
Transaction codes (or transaction
SM30, then Table/View)
→ Financial Accounting → General
Ledger Accounting → General Ledger
Accounts → Master Data → Create and
Edit General Ledger Accounts
√ Create G/L Accounts with Reference
OB_GLACC01
√ Data Transfer Workbench
SXDA
→ Financial Accounting → General
Ledger Accounting → General Ledger
Accounts → Master Data → Create and
Edit General Ledger Accounts → Change
General Ledger Accounts in Collective
Processing
√ Change chart of accounts data
OB_GLACC11
√ Change company code data
OB_GLACC12
√ Change Account Name
OB_GLACC13
→ Financial Accounting → General
Ledger Accounting → General Ledger
Accounts → Master Data → Create and
Edit General Ledger Accounts → Edit
General Ledger Accounts (Individual
Processing)
√ Edit G/L Account Centrally
FS00
√ Edit Chart of Accounts Data
FSP0
√ Editing Company Code Data
FSS0
→ Financial Accounting → General
Ledger Accounting → G/L Accounts →
Master Records → G/L Account Creation
→ Alternative Methods → Copy G/L
Accounts
2006/Q2
√ Copy Chart of Accounts
OBY7
√ Copy Company Code
OBY2
© 2006 SAP AG. All rights reserved.
463
Appendix 2: Menu Paths
TFIN50
Unit: Master Data
Transaction codes (or transaction
SM30, then Table/View)
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Customer Accounts →
Master Data → Prepare Creation of
Customer Master Data
√ Define Account Groups with Screen
Layout (Customers)
OBD2
√ Define Screen Layout per Company
Code (Customers)
OB21
√ Define Screen Layout per Activity
(Customers)
OB20
√ Change Message Control for Customer
Master Data
(V_T100C)
√ Enter Accounting Clerk Identification
Code for Customers
OB05
√ Define Industries
OB44
√ Create Number Ranges for Customer
Accounts
XDN1
√ Assign Number Ranges to Customer
Account Groups
OBAR
√ Define Sensitive Fields for Dual Control (V_T055F)
(Customers)
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Customer Accounts →
Master Data → Application for Changes
in Master Data
464
√ Maintain Users and Accounts for
Internet Services
(V_FDKUSER)
√ Define Own Scenarios for Request for
Change to Master Data
(V_SCENARIO)
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Appendix 2: Menu Paths
Unit: Master Data
Transaction codes (or transaction
SM30, then Table/View)
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Vendor Accounts →
Master Data → Prepare Creation of
Vendor Master Data
√ Define Account Groups with Screen
Layout (Vendors)
OBD3
√ Define Screen Layout per Company
Code (Vendors)
OB24
√ Define Screen Layout per Activity
(Vendors)
OB23
√ Change Message Control for Vendor
Master Data
(V_T100C)
√ Define Account Clerks
OB05
√ Define Industries
OB44
√ Create Number Ranges for Vendor
Accounts
XKN1
√ Assign Number Ranges to Vendor
Account Groups
OBAS
√ Define Sensitive Fields for Dual Control (V_T055F)
(Vendors)
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Customer Accounts →
Master Data → Application for Changes
in Master Data
√ Maintain Users and Accounts for
Internet Services
(V_FDKUSER)
√ Define Own Scenarios for Request to
Change Master Data
(V_SCENARIO)
→ Cross-Application Components →
Bank Directory → Bank Directory Data
Transfer
2006/Q2
© 2006 SAP AG. All rights reserved.
465
Appendix 2: Menu Paths
TFIN50
Unit: Master Data
Transaction codes (or transaction
SM30, then Table/View)
√ Transfer Bank Directory Data International
BIC
√ Transfer Bank Directory Data Country-Specific
BAUP
→ Financial Accounting → Bank
Accounting → Bank Accounts
√ Define house banks
FI12
Unit: Document Control
Transaction codes (or transaction
SM30, then Table/View)
Implementation Guide for mySAP
ERP Customizing (IMG) → Financial
Accounting → Financial Accounting
Global Settings → Document → Posting
Periods
√ Define variants for open posting periods OBBO
√ Opening and Closing Posting Periods
OB52
√ Assigning Variants to Company Code
OBBP
→ Financial Accounting → Financial
Accounting Global Settings → Document
→ Document Number Ranges
√ Define document number ranges
FBN1
√ Copy to Company Code
OBH1
√ Copy to Fiscal Year
OBH2
→ Financial Accounting → Financial
Accounting Global Settings → Document
→ Document Header
466
√ Define Document Types
OBA7
√ Define Text IDs for Documents
OBT8
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Appendix 2: Menu Paths
Unit: Document Control
Transaction codes (or transaction
SM30, then Table/View)
→ financial Accounting → Financial
Accounting Global Settings → Document
→ Document Item → Controls
√ Define Posting Keys
OB41
√ Define Field Status Variants
(V_T004F)
√ Assign Company Code to Field Status
Variants
OBC5
→ Financial Accounting → Financial
Accounting Global Settings → Document
→ Document Item
√ Define Tolerance Groups for Employees OBA4
√ Assign Users/Tolerance Groups
OB57
→ Financial Accounting → Accounts
Receivable and Accounts Payable →
Business Transactions → Incoming
Invoices/Credit Memos → Incoming
Invoices/Credit Memos - Enjoy
√ Define Document Types for Enjoy
Transaction
OBZO
√ Define Tax Code per Transaction
OBZT
√ Define Posting Key for Incoming
Invoices/Credit Memos
OBXJ
→ Financial Accounting → Accounts
Receivable and Accounts Payable →
Business Transactions → Outgoing
Invoices/Credit Memos → Outgoing
Invoices/Credit Memos - Enjoy
2006/Q2
√ Define Document Types for Enjoy
Transaction
OBZO
√ Define Tax Code per Transaction
OBZT
√ Define Posting Key for Outgoing
Invoices/Credit Memos
OBXJ
© 2006 SAP AG. All rights reserved.
467
Appendix 2: Menu Paths
TFIN50
Unit: Posting Control
Transaction codes (or transaction
SM30, then Table/View)
Implementation Guide for mySAP
ERP Customizing (IMG) → Financial
Accounting → Financial Accounting
Global Settings → Document →
Document Header
√ Document Change Rules, Document
Header
(V_TBAER)
→ Financial Accounting → Financial
Accounting Global Settings → Document
→ Document Header → Maximum
Change in Exchange Course
√ Define Maximum Exchange Rate
Difference per Company Code
OB64
√ Define Maximum Exchange Rate
Difference per Foreign Currency
(V_TCURD)
→ Financial Accounting → Financial
Accounting Global Settings → Document
→ Document Item
√ Define Texts for Line Items
OB56
√ Document Change Rules, Line Item
(V_TBAER)
→ Financial Accounting → Financial
Accounting Global Settings → Document
→ Default Values for Document
Processing
√ Define Default Values
OBU1
√ Enable Fiscal Year Default
OB63
√ Default Value Date
OB68
√ Change Message Control for Document
Processing
(V_T100C)
→ Financial Accounting → Financial
Accounting Global Settings → Tax on
Sales and Purchases → Basic Settings
468
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Appendix 2: Menu Paths
Unit: Posting Control
Transaction codes (or transaction
SM30, then Table/View)
√ Check Calculation Procedure
OBQ3
√ Assign Country to Calculation
Procedure
(V_005_E)
√ Check and Change Settings for Tax
Processing
OBCN
√ Specify Structure for Tax Jurisdiction
Code
OBCO
√ Define Tax Jurisdictions
OBCP
→ Financial Accounting → Financial
Accounting Global Settings → Tax on
Sales and Purchases → Calculation
√ Defining Tax Codes for Sales and
Purchases
FTXP
√ Assign Company Code to Document
Date for Tax Determination
(V_001_Z)
√ Specify Base Amount (Tax Basis)
OB96
→ Financial Accounting → Financial
Accounting Global Settings → Tax on
Sales and Purchases → Posting
√ Defining Tax Accounts
OB40
√ Define Account for Exchange Rate
Difference Posting
OBYY
√ Assign Tax Codes for Non-Taxable
Transactions
OBCL
→ Financial Accounting → General
Ledger Accounting → Business
Transactions
√ Prepare Cross-Company Code
Transactions
2006/Q2
OBYA
© 2006 SAP AG. All rights reserved.
469
Appendix 2: Menu Paths
TFIN50
Unit: Posting Control
Transaction codes (or transaction
SM30, then Table/View)
→ Financial Accounting → Accounts
Receivable and Accounts Payable →
Business Transactions → Incoming
Invoices/Credit Memos
√ Maintain Terms of Payment
OBB8
√ Define Terms of Payment for Installment OBB9
Payments
√ Define Cash Discount Base for
Incoming Invoices
OB70
√ Define Account for -Net Procedure
OBXA
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions
→ Outgoing Payments → Outgoing
Payments → Basic Settings
√ Define Accounts for Cash Discounts
Taken
OBXU
√ Define Accounts for Lost Cash Discount OBXV
→ Financial Accounting → Accounts
Receivable and Accounts Payable →
Business Transactions → Outgoing
Invoice/Outgoing Credit Memo
√ Maintain Terms of Payment
OBB8
√ Define Terms of Payment for Installment OBB9
Payments
√ Define Cash Discount Base for Outgoing OB70
Invoices
√ Define Tax Accounts for Outgoing
Invoices
470
© 2006 SAP AG. All rights reserved.
OB40
2006/Q2
TFIN50
Appendix 2: Menu Paths
Unit: Posting Control
Transaction codes (or transaction
SM30, then Table/View)
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions
→ Incoming Payments → Incoming
Payments Global Settings
√ Define Accounts for Cash Discount
Granted
OBXI
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions →
Adjustment Posting/Reversal
√ Permit Negative Postings
(V_001_NP)
√ Define Reasons for Reversal
(T_041C)
Unit: Clearing
Transaction codes (or transaction
SM30, then Table/View)
Implementation Guide for mySAP
ERP Customizing (IMG) → Financial
Accounting → General Ledger
Accounting → Business Transactions →
Open Item Clearing
√ Define Posting Keys for Clearing
OBXH
√ Defining Accounts for Exchange Rate
Differences
OB09
√ Define Clearing Rules
(V_TFAG)
√ Assign Clearing Rules to Account
Types
(V_TFAGM)
√ Prepare Automatic Clearing
(V_TF123)
→ Financial Accounting → General
Ledger Accounting → Business
Transactions → Open Item Clearing →
Differences from Clearing
2006/Q2
© 2006 SAP AG. All rights reserved.
471
Appendix 2: Menu Paths
TFIN50
Unit: Clearing
Transaction codes (or transaction
SM30, then Table/View)
√ Define Tolerance Groups for G/L
Accounts
(T043ST)
√ Define Tolerance Groups for Employees (V_T043T)
√ Assign Users to Tolerance Groups
(V_T043)
√ Create Accounts for Clearing
Differences
OBXZ
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions
→ Outgoing Payments → Outgoing
Payments → Basic Settings
√ Define Accounts for Overpayments/Un- OBXL
derpayments
√ Defining Accounts for Exchange Rate
Differences
OB09
√ Define Accounts for Rounding
Differences
OB00
√ Define Accounts for Bank Charges
(Vendors)
OBXK
√ Define Posting Keys for Clearing
OBXH
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions →
Outgoing Payments → Manual Outgoing
Payments
472
√ Define Tolerances (Vendors)
OBA3
√ Prepare Cross-Company Code Manual
Payments
(V_T041B)
√ Check Payment Block Reason
(V_T008)
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Appendix 2: Menu Paths
Unit: Clearing
Transaction codes (or transaction
SM30, then Table/View)
→ Financial Accounting →
Accounts Receivable and Accounts
Payable Accounting → Business
Transactions → Outgoing Payments →
Overpayment/Underpayment
√ Define Reason Codes (Manual
Outgoing Payments)
(V_T053R)
√ Define Accounts for Payment
Differences (Manual Outgoing Payment)
OBXL
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions
→ Incoming Payments → Incoming
Payments Global Settings
√ Define Accounts for Overpayments/Un- OBXL
derpayments
√ Defining Accounts for Exchange Rate
Differences
OB09
√ Define Accounts for Rounding
Differences
OB00
√ Define Accounts for Bank Charges
(Customers)
OBXK
√ Define Posting Keys for Clearing
OBXH
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions →
Incoming Payments → Incoming
Payments Global Settings →
Overpayment/Underpayment
2006/Q2
√ Define Reason Code
(V_T053R)
√ Define Accounts for Payment
Differences
OBXL
© 2006 SAP AG. All rights reserved.
473
Appendix 2: Menu Paths
TFIN50
Unit: Clearing
Transaction codes (or transaction
SM30, then Table/View)
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions →
Incoming Payments → Manual Incoming
Payments
√ Define Tolerance Groups for Employees (V_T043T)
√ Assign Users/Tolerance Groups
(V_T043)
√ Define Tolerances (Customers)
OBA3
√ Prepare Cross-Company Code Manual
Payments
(V_T041B)
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions →
Open Item Clearing
√ Defining Accounts for Exchange Rate
Differences
OB09
√ Define Posting Key for Clearing Open
Items
OBXH
√ Prepare Automatic Clearing
(V_TF123)
→ Financial Accounting → Accounts
Receivable and Accounts Payable
Accounting → Business Transactions →
Clear Open Items → Differences during
Clearing
√ Define Tolerance groups for
Customers/Vendors
OBA3
√ Define Tolerance Groups for Employees (V_T043T)
474
√ Assign User Tolerance Groups
(V_T043)
√ Define Accounts for Clearing
Differences
OBXL
© 2006 SAP AG. All rights reserved.
2006/Q2
TFIN50
Appendix 2: Menu Paths
Unit: Cash Journal
Transaction codes (or transaction
SM30, then Table/View)
Implementation Guide for mySAP
ERP Customizing (IMG) → Financial
Accounting → Bank Accounting →
Business Transactions → Cash Journal
√ Create G/L Account for Cash Journal
FS00
√ Define document types for cash journal
documents
OBA7
√ Define Number Range Intervals for
Cash Journal Documents
FBCJC1
√ Setting Up the Cash Journal
FBCJC0
√ Create, Change, Delete Business
Transactions
FBCJC2
√ Set up print parameters for cash journal
FBCJC3
Unit: Logistics Integration
Transaction codes (or transaction
SM30, then Table/View)
Implementation Guide for mySAP
ERP Customizing (IMG) → Financial
Accounting → General Ledger
Accounting → Business Transactions →
Integration → Materials Management
√ Define Accounts for Materials
Management
OBYC
→ Financial Accounting → General
Ledger Accounting → Business
Transactions → Integration → Sales and
Distribution
√ Prepare revenue account determination
2006/Q2
VKOA
© 2006 SAP AG. All rights reserved.
475
Appendix 2: Menu Paths
476
TFIN50
© 2006 SAP AG. All rights reserved.
2006/Q2
Index
A
create, 329
account assignment manual,
46
account control, 387
account currency, 56
account determination
exchange rate difference,
319
account group, 50
Account Group, 82
account key, 236
see also transaction key
Acquisition Tax Code
EU, 243
alternative reconciliation
account, 356
assignment field, 276
see also sort key
automatic offsetting entries,
358
automatic offsetting entry,
391
B
balance sheet account, 49
bank charge, 291
bank data, 291
bank directory, 109
bank master record, 108
base amount
tax, 232
base currency, 30
baseline date, 214
bill of exchange, 357, 368
branch, 89
business area, 4
business transaction types,
328
business transactions
2006/Q2
C
cash discount
gross procedure, 218
(vendor) net procedure,
219
cash discount adjustment, 303
cash discount base, 217
cash discount period, 215
cash journal, 326
configuration, 327
postings in, 336
central maintenance, 77–78
see also customer account;
vendor account
chart of accounts, 43
chart of accounts segment, 45
check indicator, 239
clearing
account, 273–274
automatic posting, 294
post with, 273
reset, 294
clearing account, 256
clearing accounts, 257
clearing document, 273
clearing open items, 87
clearing program, 275
client, 3
collective processing, 59
commitments, 389
company code, 4
company code segment, 47
condition type, 236
see also tax type
configuration of special G/L
transactions, 388
country template, 7
credit limit check, 389
© 2006 SAP AG. All rights reserved.
477
Index
TFIN50
credit memo
invoice-related, 211
other, 211
currency key, 27
customer account, 74
company code segment,
75
general data, 75
sales area segment, 74
search term, 80
customer deduction
unauthorized, 303
D
day limit, 212, 215
decentral maintenance, 77–78
see also customer account;
vendor account
default value, 184
direct quotation, 31
disputed receivables, 365
Document, 121
document change, 191
document change rules, 192
document field status, 126
document header, 121
document number, 124
document type, 122
down payment, 357–358
down payment clearing,
363–364
down payment made, 364
down payment processing,
357
down payment received, 363
down payment request, 358,
363–364
dual control principle, 86
478
F
field status, 51–52, 85
field status group, 127
field status variant, 127
fiscal year, 17
fiscal year proposal, 185
fiscal year variant, 18
foreign currency, 56, 58
free offsetting entries, 358,
361
G
group chart of accounts, 60
guarantee of payment, 358,
367
guarantees made, 367
guarantees of payment made,
359
guarantees received, 359
H
head office, 89
house bank, 109
ID, 109
see also bank master record
I
incoming down payment, 362
indirect quotation, 31
individual value adjustments,
365
input tax, 233
installment payment, 216
inversion, 29
item
open, 272
J
jurisdiction code, 237
E
L
editing option, 184
Enjoy posting screens, 166
exchange rate, 29
exchange rate difference, 185
realized, 318
exchange rate spreads, 30
exchange rate type, 28
line item, 121
line item display, 54, 388
local currency, 6, 56
© 2006 SAP AG. All rights reserved.
N
negative posting, 201
noted item, 389, 391
2006/Q2
TFIN50
Index
noted items, 358, 360
notes to financial statement,
358
number range, 82
external number
assignment, 83
Number range
Internal number
assignment, 83
O
one-time account, 83
one-time customer, 83
see also one-time account
one-time vendor, 83
see also one-time account
only balances in local
currency, 57
open item management, 55
origin principle, 210
output tax, 233
Output tax code
EU, 243
P
parameter ID:, 183
partial payment, 306
payee
alternative, 88
payer
alternative, 88
payment advice number, 292
payment difference
outside tolerance, 304
permitted, 303
within tolerance, 304
payment header, 289
payment process
manual, 288
payment term, 209
posting authorization, 158
tolerance group, 158
posting key, 125, 386,
388–389
posting period
authorization group, 149
two period intervals, 149
2006/Q2
Posting period
Posting period variant,
148
posting periods, 17, 147
profit and loss statement
account, 49
R
reason code, 306
reconciliation account, 53
residual item, 306
retained earnings account, 49
reversal, 200
reversal reason, 201
S
sales tax, 234
Search term, 80
see also Customer account;
Vendor account
sensitive fields, 86
see also dual control
principle
sort key, 276
see also assignment field
special G/L account, 356
special G/L indicator, 388
Special G/L indicator, 356,
358
special G/L transaction class,
389
special G/L transactions,
356–357, 388
special general ledger types,
358
special periods, 17
statistical posting, 359
statistical postings, 390
T
target special G/L indicator,
389
tax account determination,
240
tax calculation procedure, 236
tax category, 241
tax code, 238
© 2006 SAP AG. All rights reserved.
479
Index
TFIN50
EU, 242
split, 239
tax payable, 233
tax posting, 240
see also tax account
determination
tax rate, 239
tax type, 236
see also condition type
taxable entity, 257
terms of payment, 209
block key, 213
payment method, 213
tolerance group
customer and vendor, 302
employee, 302
G/L account, 302
Tolerance Groups, 301
transaction figures, 54
transaction number
480
© 2006 SAP AG. All rights reserved.
cross-company code, 256
Transaction number
Cross-company code, 258
translation ratios, 28
type of taxation, 232
U
use tax, 235
V
variant principle, 15
vendor account, 74
company code segment,
76
general data, 76
purchasing organization
segment, 75
Vendor account
Search term, 80
2006/Q2
Feedback
SAP AG has made every effort in the preparation of this course to ensure the
accuracy and completeness of the materials. If you have any corrections or
suggestions for improvement, please record them in the appropriate place in the
course evaluation.
2006/Q2
© 2006 SAP AG. All rights reserved.
481