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These notes are prepared from the SAP ERP Financial Manual 1 during SAP
training at SIEMENS Academy, Islamabad, during November-2014.
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Short Contents
UNIT-1 BASIC SETTINGS...............................................................................7
LESSON 1.1 ORGANIZATIONAL UNITS.................................................................................7
LESSON: 1.2 BASIC SETTINGS IN GENERAL LEDGER ACCOUNTING.................................13
LESSON 1.3 VARIANT PRINCIPLE.................................................................................15
LESSON 1.4:-FISCAL YEAR.............................................................................................. 15
LESSON: 1.5 CURRENCIES.......................................................................................... 18
UNIT-2 MASTER DATA..................................................................................21
LESSON 2.1: GENERAL LEGER ACCOUNTS:............................................................................21
CHART OF ACCOUNTS:..................................................................................21
COLLECTIVE PROCESSING:.................................................................................................. 31
LESSON 2.2 PROFIT CENTER AND SEGMENT.......................................................................33
LESSON: 2.3 CUSTOMER / VENDOR ACCOUNTS......................................................................35
COMPARE MASTER DATA:................................................................................................... 36
UNIT 3 DOCUMENT CONTROL.....................................................................42
LESSON 3.1DOCUMENT STRUCTURE..................................................................................42
FIELD STATUS VARIANT:..................................................................................................... 47
LESSON:3.2 POSTING PERIODS.......................................................................................49
LESSON-3.3POSTING AUTHORIZATIONS..............................................................................51
LESSON:-3.4 SIMPLE DOCUMENT IN FINANCIAL ACCOUNTING....................................................52
UNIT-4 POSTING CONTROL..........................................................................54
LESSON: 4.1 DOCUMENT SPLITTING:................................................................................54
LESSON: 4.2 DEFAULT VALUES........................................................................................58
LESSON: 4.3 CHANGE CONTROL.....................................................................................60
DOCUMENT CHANGE RULES:............................................................................................... 60
LESSON 4.4 DOCUMENT REVERSAL..................................................................................61
LESSON 4.5 PAYMENT TERM AND CASH DISCOUNT..............................................................63
LESSON 4.6 TAXES....................................................................................................... 68
LESSON 4.7 CROSS-COMPANY CODE TRANSACTIONS...........................................................70
LESSON:- 4.8 REAL-TIME INTEGRATION.............................................................................72
UNIT-5 CLEARING.........................................................................................73
LESSON 5.1 OPEN ITEM CLEARING....................................................................................73
LESSON:-5.2 INCOMING AND OUT GOING PAYMENTS............................................................77
LESSON:-5.2 PAYMENT DIFFERENCES...............................................................................81
LESSON :5.3 EXCHANGE RATE DIFFERENCES......................................................................86
UNIT-6 CASH JOURNAL..................................................................................87
LESSON 6.1 CASH JOURNAL CONFIGURATION:.....................................................................87
LESSON :-6.2 CASH JOURNAL TRANSACTIONS....................................................................89
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TABLE OF CONTENTS
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Company Code..................................................................................................................... 8
Creating a Company Code:................................................................................................ 8
Company code information.................................................................................................. 8
Company Address:............................................................................................................... 8
Currency:.............................................................................................................................. 8
Country Key:......................................................................................................................... 9
Language Key:...................................................................................................................... 9
Company Codes:................................................................................................................ 11
Business Area:.................................................................................................................... 11
Other important organizational units in Financial Accounting:............................................11
Business Area............................................................................................................. 11
Profit center:.............................................................................................................. 11
Segment:................................................................................................................... 11
Company:................................................................................................................... 11
Functional Area:......................................................................................................... 11
International Accounting Requirements:.............................................................................12
Controlling Area (CO):......................................................................................................... 12
Cross Company Codes:....................................................................................................... 12
1- Inversion............................................................................................................. 18
1.
Inversion:................................................................................................................... 18
2.
Exchange rate Spreads.............................................................................................. 18
3.
Base Currency............................................................................................................ 19
Direct and Indirect Quotation of Exchange Rates:...............................................................19
Variant Principal:...................................................................................................... 21
Defining the Chart of Accounts................................................................................21
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Basic Settings
Technically
Each client is an independent unit with its own master records and a
complete set of tables and data.
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Hint: SAP recommends this procedure since copying means that lots of
tables are already filled with SAP default data and only have to be
adjusted if necessary.
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Hint: 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.
Country Key: Country key specifies the country of the company code.
The system interprets all other countries as foreign countries.
This is important for example, in payment transactions since different
regulations have to be considered for foreign payment transactions than
for domestic payment transactions. This setting enables you to prepare a
different address for foreign correspondence.
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5. Document entry screen variant
7. Posting Period Variant
9. Work Flow Variant
11. Cost of Sales Accounting (Tick)
13. Cash Management Activated
15. Fm Area
17. VAT Reg. No.
19. Define Default Value Date
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Each client has one leading ledger while additional non leading ledgers
are used for other requirements. Non leading ledgers may be one or
more than one.
This is known as the ledger approach in the new General Ledger. Note
that it is not necessary to define an additional ledger per company
code for each local accounting principle, a non leading ledger is
sufficient for the purpose.
If you use multiple ledgers, you have the option of defining a different
fiscal year in non-leading ledgers.
There is exactly one leading ledger! The values only from the leading
ledger can be posted to CO (CO: Cost elements, standard hierarchies
for cost centers, profit centers and so on).
Accounts Approach
Accounts Approach
Ledger Approach
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Assignment of scenarios
Scenario means state of affairs, picture. A scenario defines which fields
are updated in the new G/L ( in General Ledger view and the new G/L
Tables) during a posting.
A leading ledger can be assigned one or more scenarios (even all six)
Six Scenarios are:
1. Cost Center update (FIN_CCA)
o
Update of sender cost center and receiver cost center fields (when we make a
posting in the General Ledger accounts new G/L shall up-date table on the basis
of Cost centers)
Update of sender cost center and receiver business area fields (when we make
an entry in G/L it should split according to given business area in New G/L
tables)
Update of profit center and partner profit center fields (entries should split
according to Profit Center thus make them capable to prepare their own Financial
Statements)
5. Segmentation (FIN_SEGM)
o
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Guidan
ce for
Instruct
or
fiscal year.
07/01 06/30)
2-
3-
Lesson 1.4:-
FISCAL YEAR
Fiscal Year:
A fiscal year is usually a period of 12 months for which a company
regularlycreates an inventory, financial statements and P&L Statements.
Fiscal year variant is created according to the variant principle.i.e. Define,
Determine Values, Assign Variant.
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Year independent:The number and start and end dates for the
periods are the same for every year. It may be a calendar year or noncalendar year.
The fiscal year variant contains the definition of posting periods and
special periods. Special periods are used for posting that are not
assigned to time periods, but to the business process of yearend
closing.
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.
Standard Fiscal Year variant are already defined in the system and you can
use them as templates.
Variants in which the fiscal year is the same as the calendar and has up to four special periods
2.
Variants for shortened fiscal years. For more information on shortened fiscal years, see "Defining
shortened fiscal years".
3.
HINT: The fiscal year variant does not specify whether a period is open or
closed. The date is managed in another table. The fiscal year variant only
defines the number of periods and their start and finish dates.
Year Independent:
Year Independent Fiscal year means The number and start and end dates for each period are the same for every
year example for this is a calendar year
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If the calendar year is defined as fiscal year, the posting periods are
equal to the months of the year. Therefore, a calendar year must
have 12 posting periods.
If the fiscal year is defined as non calendar year, you have to define
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 period of the
year that belongs to the former or the coming fiscal year must have
an indicator -1 or +1.
July
August
September
October
November
December
January
February
March
April
May
June
0
0
0
0
0
0
-1
-1
-1
-1
-1
-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.
Year Specific:
Year dependent means the start date and end dates of posting period may vary from year to year and some also
number of posting periods may use differently for different years
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(page 58)
Exchange Rate Types: The system uses exchange rate type M for
currency translation during document posting. This entry must exist in the
system.
Other examples of exchange rate types are:
B for Bank Selling Rate
G for Buying Rate
O for basket currencies.
X for third country currencies.
Inversion:
This has the effect that if an entry is missing for an exchange rate, you
can use the inverse exchange rate relationship to translate from one
currency to another. (It is the oldest one and is seldom used now).
2.
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spread is subtracted from buying rate or added to (Bank selling rate) the
average rate.
Between the banks buying / selling rate and average rate usually remain
constant. If 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.
3. Base Currency.
Currency key which should be used for all foreign currency translation for
the exchange rate type in question.
A base currency can be assigned to an exchange rate type. In this case
you only have to maintain exchange rates for all other currencies into the
base currency. A translation between two foreign currencies is calculated
via the base currency i.e. by combining the two currency rates.
HINT: You can use one of these tools for each exchange rate type. You can
however use different tools for different exchange rate types.
Indirect Quotation =
Indirect quotation=
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nd
Example:
1 USD=1.2663 EUR
1 USD=100 Pak Rupees.
1PKR
0.01 USD.
Currency /Rate
2nd Example
USD =
/0.7897
USD =
/0.01
1st Scenario: If you work mainly with direct quotation and only rarely use
indirect quotation, you should use the standard settings. In this way you
can enter direct quotation exchange rates without a prefix
2nd Scenario: If you increasingly use indirect quotation as well as direct
quotation, you should define an alternative prefix for both:
3rd Scenario: If indirect quotation is the most widely used notation at your
company, you can configure the settings in this way:
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Chart of Accounts:
CoA is the list of all general ledger accounts. The CoA directory contains
all the charts of accounts for a client.
(page-85)
Examples of CoA:
INT= International chart of accounts based on the Joint Standard
Accounting System (Germany)
IKR=Industry chart of accounts (Germany)
CAUS=Chart of Accounts US (USA)
GFS= Chart of Accounts of IMF.
Variant Principal:
There are three steps required before you use a CoA.
1. Definition of Chart of Accounts
o Chart of Accounts Key
o Description (e.g. Chart of Accounts of ABC Company)
2. Definition of properties (language, length of G/L account numbers,
group chart of accounts, and so on.)
3. Assignment of Chart of Accounts to a Company code.
Chart of Accounts is a VARIANT that contains the structure and basic
information about General Ledger Accounts.
You define a Chart of Accounts with a four character ID
You define the individual component of the Chart of Account e.g.
language, lengths of G/L account number, group Char to of Account,
Status.
The chart of Accounts must be assigned to every company code for which
accounts are to be set up based upon the structure concerned.
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you save a New General Ledger Account, the corresponding cost type
is created automatically. The pre-requisite, however, is that a default
value for the cost element category is defined for this cost element. If no
default value exists, the system assumes that not cost element is to be
created. (It is advisable to have a manual creation of cost elements.
1.
The Chart of Accounts contains basic information about the account. The
information for an account is summarized in the Chart of Accounts
Segment.It contains
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/ Description
Control in Chart of Accounts
Description
Consolidation data in chart of accounts.
Keyword / Translation
Key words in CoA
Translation
Information
Information in CoA
G/L texts in CoA.
Figure on Fields in the Chart of Accounts Segment
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You can select the layout for central processing, andprocessing in the
CoA and the company code-specific area. The standard system
contains layout 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 CoA or your account groups.
2-
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code-specific and can differ with different company codes (e.g. different
currencies)
Every Company Code that wants to use an account from the assigned CoA
has to create its own company code segment. Because the number and
name of the account is maintained in the Chart of account, the account
has the same name and number in all assigned company codes.
Account Groups:
Before you can create accounts in the CoA, you must have account groups
Group Accounts of the same type (material, reconciliation, P&L
Instruct
Statement etc,)
or Guide Control the number areas
Control the field status (Screen layout of the company code
segment)
o Hidden
o Display
o Required
o Optional
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Field Status:The field status enables you to control the display and
maintenance of an accounts 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 of
Display (even in change mode)
For fields where you must enter value, you can define the status
Required Entry
Field 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 e.g. interest calculation indicator, interest cycle, etc.
The fields Account currency and Field status group are always required
entry fields. This status cannot be changed.
You have two options for controlling field status
Account group-specific.
Transaction-specific.
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HINT: Fields which are hidden (suppressed) may contain values and these
values still take effect.
You have two options to controlling the field status:
Account Group-Specific : Used for controlling
Master data of any G/L Account.
Transaction Specific.
:
Used for
controlling the business transactions on that
specific G/L Account Type.
You can also control the field status using the transaction (Display Change -Create). This is useful for transaction Change, for example,
if you do not want to subsequently change a field.
In display mode fields are either displayed only or hidden, since no
entries are possible.
The account group-specific and transaction-specific field statuses
compete with each other. The field status with the highest priority
applies.
The following order applies with decreasing priority:
1234-
Hide
Display
Required Entry.
Optional Entry.
HINT: the field status is generally controlled by the account group. Transactionspecific field status is used only if you want to control individual fields differently
via the transaction Change.
If you do not want to use transaction-specific field status, choose Optional
entry for all fields.
HINT: All fields status definitions of an account group in an overview.
The fields displayed in the general ledger account master record are on
the first hand controlled by the account group field status, and secondly
by the transaction specific field status by using transaction specific
controls i.e. 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 it 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 (starting with the highest) i.e. Hide, Display, Required Entry,
Optional Entry.
Fields that are accessed with the transaction Display Master Data are
always either displayed or hidden since you cannot make an entry in a
display transaction.
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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 shall always be used.
Reconciliation Account:
The reconciliation accountsconnects sub-ledger to the general ledger
real-time. The following sub ledgers are connected to the general via
reconciliation accounts:
Accounts Receivable
Accounts Payable
Assets
Contract Accounts Receivable and Payable.
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 sub-ledger accounts are automatically posted to the
assigned reconciliation accounts. The general ledger is, therefore, always
up to date.
You define a General Ledger Account as a reconciliation account by
entering one of the following accounts type in the field Reconciliation
account for Account Type:
The reconciliation account is then only valid for the account type
specified.
Typical reconciliation accounts are the Accounts Receivable and Accounts
Payable.
HINT: In the General Ledger amount cannot be posted directly to
reconciliation accounts. That is why they always reconcile with the
transactions made in the Vendors / customers accounts.
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FBL3N will list open items and cleared items for all those GL which are open
item managed, which means that they have the Tick 'Open item
management' in the control tab of GL master
Noted items Special G/L transactions are also used to manage noted items.
These are postings that are not displayed in your accounts but are only to remind you
of outstanding payments due or to be made. You can process them with the payment
program or dunning program. As a result, it is possible to dun outstanding down
payments or to make down payments with the payment program. To do this, you enter
and store a down payment request. This special document does not update the account
balance: it is merely managed as a line item in the open item account and the special
G/L account. Therefore, you should always mark the Line item display option for these
accounts.
Parked items When an item is punched in the system at the first stage for
further processing it are called a parked item.
You define whether an account is managed with line items in the master
record of the General Ledger Account.
You can activate the line item display for an account later (account has
already been posted to) using report RFSEPA01
Prerequisites:
Line item display is active in the G/L Account.
The account is blocked for posting during the changeover.
It should be noted when carrying out a line item display demonstration
that the logic in the new general ledger has changed.
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The field Line item display is a control field in the company code
segment of an account.
For accounts without line item display, only the transaction figures
are updated when a document is posted to this account. 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 (FFSEPA01) to subsequently activate the line
item display read the documentation for this report before you
execute it.
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:
Guidance
for
Instructor
In practice, revenue and tax accounts are often kept on a line item
basis for reasons of traceability.
The active new General Ledger accounting has an Entry view and a
General ledger view for a document. This is explained in detail in the
Document splitting (posting control) unit.
In the new general ledger accounting, the statement regarding the control
of line item management in the account refers only to the entry view of
documents. In general ledger view, the line items on all accounts are
always visible. This cannot be changed as, in the new general ledger
accounting, a sub-ledger can no longer completely explain the general
ledger ( e.g. profit center and segment in the items during document
splitting).
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Account 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 of 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 line management for the following accounts:
Bank clearing Accounts
Clearing accounts for goods receipt / invoice receipt (GR/IR).
Salary clearing accounts.
You can only activate open item management if the account has a zero
balance.
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The indicator is usually set in balance sheet accounts that are not
managed in foreign currencies and not managed on an open item basis.
1- Manually
One Step method: Create both segments simultaneously
(centrally). In this method you create G/L Account in a specified
Company code. To create G/L Account in other company codes the
exercise is to be repeated.
Two
Step Method:
Chart of Account Segment.
Company code Segment.
This allows you to create the G/L Account only for one time in
the CoA segmentand in multiple company codes segments.
2- Copying:
Copying an individual G/L account with reference to another G/L
account.
Copy the entire company code segment
Copying the entire chart of accounts segment.
This option is used for creating an account that has the same
properties as an existing account, e.g. another cash account,
create the new account with reference to the existing account and
change the account name accordingly.
If all 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 CoA to a new CoA, including the
account determination. You can also copy the financial statement
version.
3- Data Transfer
You can copy / Transfer a new chart of accounts form an external
system.
To reduce data entry, you can use the programs such as
- RFBISA00,
- Batch Input Interfaces for G/L Account master can be modified
by ABAP team to transfer new chart of accounts
In the CoA segment, important is defining the nature of Account i.e. whether it relate to
P&L or B/S.
In Company code three things are important
Currency,
Line Item Management
Open item management. (Show all items whether they are open or cleared)
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Collective Processing:
Guidanc
e for
Instruct
or
You can make changes to G/L account master data simultaneously for
several General Ledger accounts. To change G/L Accounts master data
in collective processing, you have the following options:
Change chart of accounts data
Change company code data
Change account name.
The SAP ERP system provides collective processing functions for G/L account
master records.
You can change the master data in the CoA 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 must enter the group account number in the CoA segment of the
operational account. Different accounts on one operational chart of
account can refer to the same group account.
You must use a financial statement version for the group chart of
accounts.
Disadvantage: Because the company code use different operation
charts of accounts, no intercompany code controlling can be performed.
(Page-136)
The profit center is the only object from which the segment can be
uniformly derived. Of course, when BADI ( Business Add-Ins is a new SAP
enhancement technique based on [[ABAP Objects]] ) or a substitution is used, any
collection can be created. However, notice that a BADI is only a defined
interface, and there is no example coding supplied. A generally critical
point is making subsequent changes to the profit center in master data. In
these cases, an automatic correction document is not created. You must
specify how these changes are posted.
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That carries out business activities that generate revenues and for which expenses
can be incurred (including revenues and expenses in connection with transactions
with other areas of the same company)
Whose operating profits are regularly inspected by the main decision-maker of the
company with regard to decisions about the allocation of resources to this segment
and the evaluation of its profitability, and
Derivation of Segment:
An ERP system enables you to save a segment in the master data of a
profit centre. The segment is posted automatically when the profit center
is posted to.
There is no dummy segment posting, as in the profit center logic if the
profit center does not have a segment, there is no segment account
assignment either.
The standard method is to derive the segment from the profit center.
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Just like general ledger accounts, customer and vendor account also have
two segments:
iClient level that contains general data. This date can be
accessed throughout the whole organization.
ii-
Sales organization
Distribution Channel
Division
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Usually, the sales area segment must at least be created for the sales
area assigned to the company code.
HINT: there may be other sales areas doing business with the customers
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.
Central Maintenance of sales or purchase areas is also possible.
A complete Vendor Accountconsists of the following three segments:
General Data at client level
Company code segment
Purchasing organization segment.
Usually, at least the purchasing organizationssegment for the purchasing
organization assigned to the company code must be created.
Note: there may be other purchase 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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Priority of Data:
iiiiii-
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For customer and vendor accounts, the account group controls their
internal or external number assignment, For G/L accounts, the
number assignment is always external.
In addition to the company code segment sales segment and
purchasing segment the account group also controls the screen
layout at client level.
The account group controls the screen layout for the General Data, the
Company Code Segment and sales area and purchasing organization
segment. Consequently, you always have to specify it on initial screen.
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
case you can change the account group from an ordering address to a
ship-to address.
You can delete the current number. This is useful if, for example, customer
/ vendor accounts have been archived. In this case the current number is
not updated automatically. You can delete number ranges provided no
number has been assigned from them yet. If number has already been
assigned, the system prevents you deleting a number range with internal
assignment. If the number range has external assignment, the system
issues a warning.
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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 customer /
vendors in the document during posting.
Transaction-dependent Control
The field status can be dependent on the master data transaction
(Create, Change, 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 accounts,
field.
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You now can define that one person makes changes to customer or vendor
master data while another is responsible for confirming the change
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:
Customer / Vendor
Company code
Account not yet confirmed
Account rejected
Accounts to be confirmed by me
You can display the changes to the customer or vendor master
record for all accounts using reportsRFDABL00 or RFKABL00.
Keys:
Vendor (Accounts Payables)
K
Customer Accounts Receivable
D
Asset(For Asset Accounting i.e AA)
A
General Ledger Account
S
Material (For Material Management i.e.MM)
You have to enter the vendor account number in the customer account,
and vie versa.
Each company code can decide separately whether it wants to clear
open item between customer and vendors. If clearing is to be used, you
have to select the Clearing with Vendor field in the customer
account, or the corresponding field in the vendor account.
If you set the Account Control and Status under Additional Selections in
the report for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when
you print the report you can see the partner relationships for the
respective customer or vendor.
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Document Type:
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Document Number:
Document number is the key that uniquely identifies each document in a
company code within a fiscal year. In order to store the different
documents by document type, they are subdivided in document number
ranges. The document number range defines the number range to which
the document numbers to be assigned belong.
A document number range is assigned to each document type.
The size of the number range intervals should be defined in accordance
with the organization of the document storage and the document volume
(recommendation: +30% safety buffer).
Document number ranges are defined dependent on the company code.
For this reason, they must be copied to every company code in which the
document type in question is used (except if the company code was
created using the function Copy company code)
Internal Numbering: 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.
External number assignment: The user enters the number of the
original document, or the number is transferred automatically from
another system. The numbers are usually not assigned in sequence,
which is why the system cannot store a document number. The
numbers can be alphanumeric.
The document number range must be defined for the year in which it is
used. There are two options:
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For Every Fiscal year: At the beginning 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.
Addendum:
If the ledger solution is mapped in new G/L accounting, different ledgers
can use different fiscal year variants. This is a very rare case. It is then
necessary to make special settings for these ledgers in Customizing:
Document number ranges are stored for the general ledger view
The number ranges are assigned to the document types for the general
ledger view.
Addendum:
If the ledger solution is used in new G/L Accounting, document types for
pure posting in a non-leading ledger must be assigned separate number
ranges. This is done to ensure that there are no gaps in the document
assignment in the leading view.
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.
We can use report RFBNUM00 to find gaps in the document number
assignment.
Posting Key:
Two digit numeric key that controls the entry of lineitems.
The posting key defines
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The posting keys have been enhanced for the Enjoy SAP document entry
functions. In the standard transaction posting keys are labeled debit and
credit. The following default values are provided in Customizing for the
SAP ERP system:
For General Ledger account Posting: Debit is posting key 40,
Credit is posting key 50.
For Customer Invoices:
Debit is posting key 01, Credit is
posting key 11.
For Vendor invoices:
Debit is posting key 21, Credit is
posting key 31.
As with the master records, you can specify for each posting item
whether fields are to be hidden, display or function as required or
optional fields. The document field status defines whether fields are to
be hidden or whether they are required or optional fields. However,
this does not apply for the following fields: Amount, Posting Key,
Account.
These fields are required entry fields; you cannot influence their field
status.
The field status for posting an accounting document is determined by
three factors:
Account Type e.g. G/L account, Sub ledger account.
Field status of the posting key
Field status of the account
The system determines the field status dependent on the account
type. It cannot be influenced by Customizing.e.g. The system
automatically hide the terms of payment for a pure G/L account
posting.
The posting key- specific and account specific field statuses both
control the field structure of the additional account assignments in the
line item.
This enables the user to enter line items for specific accounts or
dependent on the posting key. The rule that the field status with the
highest priority is used applies here too.
If the user tries to combine Hide with Required Entry, this fails. The
system issues an error message.
Exception to the rules: If business area financial statements are to
be used, the Business Area field must be ready for input. The field is
ready for input if the user has activated business area financial
statements. The Hide field status no longer affects the Business
Area Field.
When you enter document different fields are displayed depending on the
transaction and the documents used. For example, when you post
expenses, the cost center and tax data normally have to be specified. In
contrast, this information is not required when you post cash. What
information is displayed when a document is processed is controlled by
the field status.
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As a general rule you define account dependent field status for general
ledger account in customizing. For customer and vendor data you define
the posting key-dependent field status in Customizing according to your
requirements.
As with the field statuses defined for fields in G/L accounts, the field
status with the higher priority is used. The priority is: Hide, Display,
Required and Optional.
Exceptions to this Rule:
-
If business area is used the business area field must be ready for input.
You can activate it by enabling business area financial statements for
the company code. You can only use 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 hide field status cannot be combined with the required entry field
status. This combination causes error.
Field Status Variant:
The field status variants are assigned to the company codes (variant
principle). This ensures that the field status groups can be used in the
accounts of these company codes. Different company cods can use one
field status variant.
For each group of general ledger accounts you have to define the status of
every document entry field. When documents are entered for these G/L
accounts, should the text field be required, optional or hidden? When
documents are entered for these G/L accounts, should the cost center
field be required, optional or hidden? and so on.
This information is divided into field status groups for each group of G/L
accounts.
We assign field status groups to the respective general ledger accounts in
the G/L 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.
Various field status groups are available in the standard SAP ERP system.
It is recommend that you copy the standard 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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D Accounts R/A
01.
11.
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KAccounts P/A
21.
31.
SG/L Accounts
40
50
02.
12.
22.
32.
80
90
03.
13.
23.
33.
81
01
04.
14.
24.
34.
83
93
05.
15.
25.
35.
84
94
06.
16.
26.
36.
85
95
07.
17.
27.
37.
86
96
08.
18.
28.
38.
09.
19.
29.
39.
AAssets
70
75
MMaterials
89
99
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During closing two periods intervals must be open at the same time.
Therefore two period intervals can be entered in the posting period table.
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With the new G/L accounting, there is also the option to control more
precisely which values for which individual account assignment objects
can be posted, and when.
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, the posting period and the
fiscal year are displayed. The posting period determined is entered in the
document and the transaction figures for this posting period and up dated.
If you display the balance of an account, the transactions figure for the
posting period are displayed.
Lesson-3.3Posting Authorizations
This lesson provides you with an introduction to determining maximum
amounts when posting documents.
Maximum Amount:
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:
1. Total amount per document
2. Amount per customer / vendor item
3. Cash discount a user with this tolerance group is able to grant
The currency is the local currency of the company code.
Tolerance Groups:
Accounting employees for whom you want to define special tolerance
must be assigned to a separate tolerance group.
Each company code must always have a tolerance group Blank. This
default tolerance group applies for employees that are not explicitly
assigned to another tolerance group.
When you assign a user to a tolerance group, enter the name with which
the user logs on to the system under Name of User.
Each employee must be assigned to only one tolerance group.
A tolerance group can be assigned to one or more company codes.
Maximum amount within the tolerance group:
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If users are not assigned to any special tolerance group, then the entries
in tolerance group are valid for them.
This is the default tolerance group
Tolerance group usually contains values which are meant to apply to
most employees.
For any employee who have especially high or low limits, a special
tolerance group should be created and assigned to their user logon IDs.
(Page-296)
Lesson:-3.4
Accounting
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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 or vendor invoices you enter the business partner account
data in this section together with the invoice or credit memo amount.
When you choose Enter, the business partner master data is also
displayed alongside the account name, address and blank details. You can
display an open item list by pressing the Open Items button.
In addition to the header and item data 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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POSTING CONTROL
Definition:
Document Splitting:
Displaying the Profit & Loss statement by profit center, business area, or
segment is never problematic, since the positions which have an effect was
always provided with unique corresponding objects by the original controlling
objects, the problem is that the line item (e.g. Payable and Taxes) cannot be split
in the entry view. This only happens in the general ledger view, using document
splitting.
HINT: Note that Document splitting is only for customers who have to or want to
add a further characteristic (such as segment) on the balance sheet, in addition
to company code.
Entry View:
CCD
BS A/c
Description
AA00
31 1000
Millar Inc
40 4770
00
40 4170
00
40 1540
00
Advert Cost
3
4
Head
Purchase
Serv
Input Tax
Pc
Segem Explain
nt
Cedit
1000
Seg-A Debit
1402
Seg-B Debit
Debit
BS
A/c
Description
Amoun Cur
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CCtr
Pc
Segme Explai
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Head
AA00
1
2
4
1
3
4
31 1600
00
40 4770
00
40 1540
00
31 1600
00
40 4170
00
40 1540
00
Accounts
P/A
Advert Cost
Input Tax
Accounts
P/A
Purchase
Serv
Input Tax
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t
r
1,100 EU
R
1,000 EU
R
100 EU
R
9,900 EU
R
9,000 EU
R
900 EU
R
x
1I
1000
nt
n
Seg-A Credit
1I 1000
1000
Debit
1I
1000
Debit
1I
1402
1I 4140
1402
Debit
1I
1402
Debit
Seg-B Credit
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Note that using a default value can reduce the data quality. Incorrect
document splitting rules are then not recognized, since every missing
object is replaced by this constant. If you want to use default account
assignment, carryout a test without default values, in order to find any
possible errors.
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In customizing, you must first specify the (FI-) characteristics for which
you want document splitting to be carried out, because document splitting
characteristics determine which objects document splitting is used for
(where to divide /balance)
Standard Splitting Characteristics are:
- Business Area,
- Profit Center
- Segment
Note User- defined characteristics can also be used for document splitting.
Always set the Zero balance indictor if you want to create a financial
statement for the characteristics. The balance of the defined entities is
then always 0 for every posting, ensuring entry balancing.
The Mandatory Field Indicator has two meanings:
1st
it is in extension of the field status for account in which the
characteristics cannot be entered during document entry, and /or for
account that cannot be controlled using the field status. (Example: Vendor
lines should always include a profit center or a segment)
2nd
it is a check as to whether a business process-equivalent business
transaction variant was selected (which determines whether a splitting
rule can be found).
The mandatory field indicator works in addition to field status control in
the account or in the posting key.
The Splitting Procedure:
A splitting procedure is the total of all splitting rules of all business
transactions. As such the splitting procedure defines how and under which
circumstances document split will be performed. In detail, this means
each splitting procedure defines how each item category will be handled
in the individual business transactions for example whether the account
assignment of a customer item will be copied from the revenue item to a
customer invoice or not.
A Business Transaction: is a general breakdown of the actual
business process that SAP Provides and is assigned a wide variety of
item categories.
A Business Transaction Variant: is the specific version of the
predefined business transaction provided by SAP and the (technical)
modeling of a real business process for document splitting.
An item Category is a technical map of the posted line items. It
describes the items that appears within a document (business
transaction) They are derived from among other things, the general
ledger account categories.
o In other words: the item category is the semantic description for
the document split.
An individual splitting rule defines which item categories can/should be
split (>item categories to be processed) and at the same time
defines which foundation (> Base) can be used (> Base item
categories).
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Receipt Entry: Users can hide fields that may not be relevant for
their jobs, such as foreign currency or cross company code
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 can choose line layout displays and posting
options for processing open items, in other words, they can enter
the amount of a partial payment or the balance for the new open
item.
When users log on to the SAP ERP system their user ID has specific
properties that apply to it throughout the system e.g.logon language, date
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format, and decimal notation. 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.
Guidanc
e for
Instruct
or
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You can change document that have already been posted, but only certain
fields! Not certain rules:
All changes are logged, not just the last one. If a field has been changed
several times, the changes are listed one beneath the other. The changed
document does not receive a new document number.
You can use report RFBABL00 (Report of document changes) to get an
overview of all document change.
User 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.
Certain fields in both the document header and the line items can be
changed.
Document Header: Only the reference number and document header
text can be changed.
Line Items: The system does not allow changes
to the amount,
posting key,
the account, or
any other fields that would affect the reconciliation of 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.
You can differentiate according to the following criteria:
Guidanc
e for
Instructo
r
In the document header, there can only be one prerequisite for a field being
modifiable, that the posting period has not been closed.
For the line items you can have several prerequisites for a field being modifiable
You can only enter these prerequisites if the field is actually modifiable
Account Type: the account type allows the users to define rules for
customer, vendor, and General Ledger Accounts.
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Transaction Class: Transaction classes are only used for the special
G/L transactions bill of exchange and down payment.
Company code: If the field is blank, the rule applies to every company
code.
The conditions for changing a field are predefined. You can change them
as follows:
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.
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.
A document can be reversed either by
normal reversal posting or
Negative posting.
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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 and then reversed. If a cheque is also issued first you have to
declare the cheque as void and then reset the document and then
reversed.
Guidanc
e for
Instruct
or
The normal reversal posting executes an inverse posting and increases the
transaction figure. If you want to avoid an unnecessary increase in the
transaction figures, you can use the negative posting. This function was
developed as a result of customer requirements and is an option, that is, you
do not have to use it. The negative posing also performs an inverse posting,
but resets the transaction figures.
You can see the negative posting by clicking on a line item in the reversal
document, then clicking on Extras ) More Data, in the menu bar.
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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.
In order to do this the system needs the following data
Baseline date: The date from which the due date is derived
Cash discount Terms: The terms by which the cash discount can be
taken.
Cash discount percentage rate: 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.
In the customer / vendor master record, you can enter terms of payment
in
1. Company code segment
2. Sales area segment or
3. Purchasing organization segment.
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The payment terms defaulted when you post an invoice depends on where
the invoice is created:
HINT: System does not check that the terms of payment in the different
segments agree or not.
When you post to a customer /vendor account, you can enter a cash
discount amount or cash discount percentage rate.
If you enters a cash discount amount and delete the terms of payment
and the related entries (exception: ZB00), the fixed cash discount amount
applies.
You can also fix the cash discount when you post to a vendor account.
Fixed means that the first or second cash discount terms can be claimed
regardless of whether the corresponding date has expired.
The cash discount amount is automatically entered in a customer or
vendor invoice during clearing.
Here you can create a connection to the original invoice when you post a
credit memo by entering the document number of the invoice in the
Invoice Reference field.As a result the terms of payment from the
invoice are copied to the credit memo. Both are then due on same day
and offset against one another from automatic dunning and payment.
2-
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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 county) is entered in line
items or accounts. Like payment blocks, payment methods can be
entered in the terms of payment.
During posting
In the customer /vendor master record (company code segment)
In the terms of payment.
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No default
Posting date
Document date
Entry date.
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.
Up-to three cash discount periods can be entered.
Day Limit:
Day limit is the base line date to which a condition is valid. You can use
the day limit to define different terms of payment under a term of
payment key.
Day limit enable date-specific terms of payment in one term of payment
key.
You can define several versions of terms of payment, with each version
having a different day limit.
The day limit is the baseline date up to which the payment terms 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. This
results in two entries where different terms of payments can 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.
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Documents with a later invoice date are payable on the 15th of the
month after.
Installment Payments:
Guidanc
e for
Instruct
or
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Manually; or
Automatically (by the system using the rates given in 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 expenses or cash discount received.
You define the accounts for cash discount expenses or cash discount
revenues in the configuration.
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Basically there is two types of Taxation that can be processed in the SAP
ERP system.
The tax base is configured for every company code under Global
Parameters.
Tax Support:
The expenses or revenues 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.
National regulations determine whether the tax base amount must be:
-
Tax Postings:
-
The tax 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 expenses /revenue items. This is the case
for sales tax payable or other not-deductible input taxes.
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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:
-
In the general ledger account master record, enter the tax code that
can be used to post to this account in the Tax Category field.
The tax accounts for the input and output tax must contain the
following tax categories in the master record:
-
You define tax accounts, that are account to which tax items are posted, in
the field Tax Category by entering one of the following signs:
-
Post automatically only must be selected if you do not want to post tax
manually.
Other General Ledger Accounts
All other G/L accounts may have one of the following entries in the Tax
Category field:
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
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One company code makes purchases for other company codes (Central
Procurement)
One company code pays invoices for other company code (Central
Payment)
One company code sells goods to other company codes
Central Procurement
Example: A vendor delivers goods to company codes 1000 and 2000, but
send invoice for all goods to company code 1000. You enter a part of the
expenses and post the invoice to the vendor account in company code
1000. When entering the invoice, you have to post the other part of the
expenses to company code 2000. The clearing posting and tax posting are
created automatically.
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The tax is not distributed between the company codes according to their
expenses. Therefore, this function may only be used if the transactions
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 require that the tax amount 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 expenses amount. You can do this using report
RFBUST10
Clearing accounts
Clearing accounts must be defined in every company code before a crosscompany 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 account to every possible
combination of two company codes to allow cross company code postings
between these combinations e.g. three company codes need 3x2=6
clearing accounts.
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 i.e. three company codes need 2x2=4 clearing
accounts.
A
A
B
Summary of TFIN50_1
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Document No.
of Company
Code 1000
1500000012
1st Company
Code=1000
Document No.
of Company
Code 2000
2000000031
2nd Company
Code=2000
Fiscal
Year
2014
Real-Time Integration CO / FI
In many controlling posting, financial accounting objects are addressed.
These cases are implemented using real-time integration CO>FI in
financial accounting. Defined variants in Customizing are used to decide
for which objects postings of this kind should or have to be created.
Real Time integration mostly affects the following cases:
1- As a result of a posting between controlling objects, a change results
for an accounting object (profit center, segment business area or
functional area) stored in a controlling object.
2- Costs are posted across company codes in cross-company code cost
accounting In this case such postings must also be mapped
correspondingly in accounting.
Special features of the Financial Accounting Document (2b)
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Unit-5 CLEARING
Lesson 5.1 Open itemClearing
Open items are incomplete transactions, such as a vendor invoice that has
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 from
an item or group of items so that the resulting balance of the items is
zero.
Document with open items cannot be archived and stay in the system
until all open items are cleared. There are two ways to clear open items in
SAP ERP
1- Account clearing (subsequent)
2- Posting with clearing (during posting)
E mail of SAP Expertjay banda
SAP System offers the following methods to clear accounts with open item management:
Posting with clearing
Using the posting with clearing function, you enter document line items and then select the open
items to be cleared. Once you have fulfilled all the prerequisites for clearing, the system clears the
open items. The system generates one or more offsetting postings for the open items to be cleared
Account clearing
In this clearing procedure, you select open items that balance to zero from an account. The system
then marks these items as cleared. It enters a clearing document number and the clearing date in
the document items. The clearing date can be the current date or a date that you enter manually.
The clearing document number is the number of the most recent document involved in the clearing
transaction.
Automatic Clearing
You can use the Automatic clearing program to clear open items from customer, vendor, and G/L
accounts. This program uses predefined criteria to group together open items per account. If the
balance of the group of open items equals zero in local, foreign, and where applicable, the parallel
currency, the items are marked as cleared.
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When you use post 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 clearing 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 Post with Clearing transaction manually or
automatically using the automatic payment program.
Account Clearing:
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Account Clearing:
Using the clear accountfunction, you select 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 are entered in the cleared items. The clearing date can be
the current date or a date that the user determines.
The Clear Account function works for any accounts managed on an
open item basis in the general ledger and the sub-ledgers.
The Clear Account transaction can be performed manually or
automatically using the clearing program.
Instead of using the clearing Account function you can also carry out
automatic clearing using reports SAPF124 or by choosing the menu
path.
Report SAPF124 summarizes the open items from the selected
accounts in groups and clears them if they have the same following
system criteria:
- Company Code
- Account Type
- Account Number
- Reconciliation Account Number
- Currency Code
- Special G/L Indicator
The program also groups a maximum of five additional user criteria
from the document header / line items to create the groups.
The criteria are selected form the fields of tables BSEG and BKPF and
should also be contained in table BSISBSID and BSIK
- If the balance of the items in a group is zero, these items are
cleared and a clearing document is created (new for 4.0).
Important : clearing only takes place if the balance of the
selected group is zero. If not, the system gives an error message.
The accounts are blocked during clearing.
- For Release 4.0 the program can also create automatic postings
(cash discount, exchange rate differences, taxes)
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o Noted items
o Statistical posting, bill of exchange postings.
o Items with withholding tax entries.
Clearing Program:
The user can clear open items for general ledger and sub-ledger accounts
with the automatic clearing program.
The program groups together the items of an account that 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
o assignment fields,
o reference number, etc.
If the balance (in local currency) of the items within a group is zero, the
system automatically clears them and creates clearing documents.
All account requiring automatic clearing must be defined in Customizing.
The automatic clearing program does not clear:
- Noted items
- Statistical postings and certain special G/L transactions relating to bills
of exchange.
- Down payments can only be cleared if down payment clearing items of
the same amount have already been posted.
- Items with withholding tax entries.
The system automatically fills the assignment fields for a line item
when you post items according to the Sort Field entry in the master
record.
You can combine upto four fields with a maximum of 18 characters.
For example, to display the document number (10 characters) and
the posting date (6 characters), these two field names are included
in the definition of the assignment field.
You can also use purchase order number as the sort key for
customers and vendors.
In the general ledger, for example, the sort key could be the cost
center.
The line item sorting in the line item display and clearing functions
is based on the value in the assignment field.
Copying control in SD enables to specify (in customizing for SD) what is
copied into the FI document, that is, how the assignment and reference
fields are filled.
The system automatically fills the assignment field for a line item when
you post items according to the Sort Field entry in the master record.
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Example:
When an invoice is posted in Sales Order Management, an accounting document
is created in Financial Accounting. 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.
06.10.201
4
Type
Posting Date
06.10.201
4
Period
Reference
VP/C
P
10
Company Code
300
0
Currency
PKR
Conversion Date
Inv. # or Cheque #.
Bank Data
Account
Business Area
Amount
Amount in LC
Bank Charges
CL Bank Charges
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Tax
Assignment
Open Item
Selection
Account
Additional Selections
Account Type
Amount
Advice No.
Document No.
Distribute Account to
age
Auto Search
None
Standard OI
Posting Date
Other
Accounts
Others
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:
i)
the payment header
ii)
the Bank data and
iii)
the open item selection.
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 proposed the document type dependent on the transaction
called.
If the company code is not proposed you have to enter it and it is then
proposed as a parameter.
The period specification includes 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.
o If you enter * in the reference field, the document number is
copied into this field. The entry in the Clearing Text: field is copied
into all clearing items and appears on the far right in the open item
display.
o You can only make an entry in the in the document number field if
number assignment is external.
Bank Data:
Enter the following bank data in the next section of the document header:
- The account in a general ledger account used for incoming or outgoing
payments.
- The payment amount is the total payment amount
- The bank may charge service 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 payment it subtract 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.
- The tax is an optional description of the item. Start the line with * to
enable the text to be printed on external correspondence too. Youcan
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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.
Enter the following open item selection data in the next selection 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 and 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 the
Distribute by age or automatic search functions to speed up the
selection process.
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During open item processing the amount you enter is assigned to the
appropriate line items and their cash discount. To do this you have to
activate the items so that they can be assigned,
There are several options for activating or deactivating line items:
Editing options for open items: Set the selected items initially
inactive indicator,
Double click on the amount to be deactivated.
You can post the document if the amount entered is the same as the
amount assigned.
Highlighted items are active and can be assigned to the amount as a
total;
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.
The amount entered is assigned to the appropriate line items and their
cash discount.
There are several options for activating or de-activating line items:
Editing options for open items: Set the Selected items Initially
Inactive indicator.
Double-click the amount to be de-activated.
Selection of 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 limit set in the tolerance.
Instructo
rs Guide
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After processing the open items you can 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, and then follow the following procedure:
i- Reset the cleared items,
ii- then reverse the document.
iii- Now re-enter the posting correctly.
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.
Resetting Clearing:
The clearing data is removed from the items. All changes are logged
and can be displayed.
- If you select reset only, the clearing document becomes an open
item.
- If you select reset and reverse it becomes a cleared item. The
system also creates a reversal document.
- The cleared document becomes an open item again.
In Accounts Receivable, the payment history and the credit limit are
corrected, if applicable.
Users can reset clearing for individual documents. When you reset
clearing the clearing data is removed from the items.
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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Manual Clearing:
If the payment difference is too high to be considered inconsequential, it
must be processed manually by using one of the following methods:
- By adjusting the cash discount
- By posting the payment as a partial payment
- By posting the payment difference as a residual item
- By posting the payment difference as a difference posting.
2-
Tolerance Groups:
In accounting tolerances can be divided into three types: 1- Employee
tolerance groups, 2- G/L account tolerance groups and 3- customer
/vendor tolerance groups.
1- Employee Tolerance group is used to control:
Upper limit for transactions posted
Permitted payment differences
2- Tolerance group for G/L Accounts is used to control permitted payment
differences.(for example, for automatic clearing procedures).
3- Customer / vendor Tolerance group provide specifications for:
Default values for clearing transactions.
Permitted payment differences
Specifications for posting residual items from payment differences
Tolerances for payment advice notes.
Guidanc
e for
Instruct
or
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Example:
Guidanc
e Summary
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of TFIN50_1
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Payment Differences:
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For incoming payment where you do not know which items are to be
cleared, you post the incoming amount to the credit side of the customer
account without clearing specific open items. You can use Clear Account
to assign the incoming payment to open item at a later point in time.
Invoice
Reference
Partial
Payment
Open Item
Both are Open items
Residual
Payment
Customer /
Vendor
8000
5000
3000
Invoice
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When you clear open items in foreign currency, exchange rate differences
arise as a result of exchange rate fluctuations. This happens when the
exchange rate of the outgoing invoice is different to the exchange rate for the
incoming payment. The system automatically posts these exchange rate
differences as realized profits or losses.
Exchange rate differences are also posted if open items are evaluated for the
financial statements (e.g. according to the lowest value principle). These
differences from the valuation however are posted to a different exchange rate
difference account and as offsetting posting to a financial statement
adjustment account.
When clearing an open item that has already been valuated, the system
reverses the financial statement adjustment account and posts the remaining
exchange rate difference to the account for realized exchange rate
differences.
Exchange rate differences are also posted when open items are
valuated for financial statements. These exchange rate differences
from valuation are posted to another exchange rate difference account
and to a financial statement adjustment account. When clearing an
open item that has already been valuated, the system refers the
balance sheet correction account and posts the remaining exchange
rate difference to the account for realized exchange rate differences.
The exchange rate difference key is in the master record of the G/L
account (Company code segment, tab page Control) and is used for
the foreign currency valuation on closing.
You can make the assignment of the exchange rate difference accounts
to the general ledger account dependent on the currency and the
currency type (company code currency, group currency, company
currency):
You can define the same expense and revenue account for each
balance sheet account for all currencies and currency types (this is
the setting in the IMG).
For each currency and currency type, you can define one expense
and one revenue account for each balance sheet account.
For each currency type, you can define one expense and one
revenue account for each balance sheet.
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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:
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The company code in which you want to use the cash journal.
The four digit cash journal identification name (Alphanumeric).
The G/L account to which you want to post the cash journal business
transactions.
The currency in which you want to run the cash journal
The document types for:
- G/L Account postings
- Outgoing payments vendors
- Incoming payment from vendors
- Outgoing payment to customers
- Incoming payments from customers.
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Within the cash journal you process different transactions that you have to
set up beforehand using business transaction categories. Below are
standard business transactions categories and their postings:
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 setting:
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