Business Partner Accounting - jmpozzi.free.frjmpozzi.free.fr/sapformationfi/ac200-en-46c-fv.pdf ·...

SAP AG 1999

AC200 4.6 / Accounts Receivable and PayableProcessing

SAP AG

Business PartnerAccountingBusiness PartnerAccounting

��R/3 System

��Release 4.6C

��November 2000

��Material number: 5004 2206

SAP AG 1999

Copyright 2000 SAP AG. All rights reserved.

Neither this training manual nor any part thereof maybe copied or reproduced in any form or by any means,or translated into another language, without the priorconsent of SAP AG. The information contained in thisdocument is subject to change and supplement without priornotice.

All rights reserved.

Copyright

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Financial Accounting I

Financial Accounting andReporting

AC010 5 days

Asset AccountingAC305 4 days

Special Purpose Ledger

Human ResourcesEssentials I

HR051 1 day

Level 3Level 2

Travel ManagementTravel Expenses

AC270 3 days Travel ManagementTravel Planning

AC275 2 days

@ACxxxxmoree-learnings

@AC010aChange Vendoror CustomerMaster Data viaInternet

Human ResourcesEssentials II

HR052 2 days

@@@@

1 h

General Ledger/Accounts Payable/Accounts ReceivableConfiguration

AC200 3 days

Periodic Processing inAccounts Payable/Accounts Receivable

AC201 2 days

Financial Closing

AC205 2 days

x h

AC220 5 days

Additional FinancialFunctionality

AC260 1 day

@AC200aInterestCalculation ofopen and/orcleared items @@

2 h

SAP AG 1999

Course Prerequisites

z AC010 - Financial Accounting and Reporting

z Basic knowledge in Financial Accounting

SAP AG 1999

Target Group

z Audience:� Project team members responsible for the basic configuration

of the R/3-FI-module� Project team members responsible for the configuration of FI-

GL/AP/AR

z Duration: 5 days

Notes to the user

��The training materials are not teach-yourself programs. They complement the course instructor’s explanations. On the sheets, there is space for you to write down additional information.

© SAP AG AC200 1-1

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Introduction

z Course Goals

z Course Objectives

z Course Content

z Course Overview Diagrams

z Main Business Scenario

© SAP AG AC200 1-2

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This course will enable you to:

Course Goals

z carry out the core configuration of R/3’sfinancial accounting module

z perform core business processes

© SAP AG AC200 1-3

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At the conclusion of this course, you will be ableto:

Course Objectives

z create financial accounting organizational units

z maintain financial accounting master data

z influence creation and display of financialtransactions

z generate automatic financial data transactions

z perform financial data analysis

© SAP AG AC200 1-4

SAP AG 1999

Chapter 5 Posting Control

Chapter 6 List Viewer andTable Control

Chapter 7 Clearing

Chapter 8 Cash Journal

Chapter 1 Introduction

Chapter 2 Basic Settings

Chapter 3 Master Data

Chapter 4 Document Control

Appendix

Contents

© SAP AG AC200 1-5

SAP AG 1999

Main Business Scenario

z Your company “GR##” is bidding for a consultingcontract. In order to do this, your company has toprepare a prototype to present to the prospectiveclient’s steering committee. The client will awardthe contract to a consulting company based uponthe quality of this presentation.

z You are a part of the team which is responsiblefor configuring the core FI component.

© SAP AG AC200 1-6

SAP AG 1999

Symbols Used in this Course (1)

Company code orcompany code segment

Business area

Fiscal year orfiscal year variant

Client or Client level

Document

Tax ID

Document header

Document line item

Jan.Feb.

Mar.

Apr.

May

JuneJuly

Aug.

Sept.

Oct.

Nov.

Dec.

0102

0304

050607

1211

1009

08

Tax ID

A0 V0

0O 0I 0I

D Acct 1C Acct 2

Line items

Document

© SAP AG AC200 1-7

SAP AG 1999

Symbols Used in this Course (2)

£ Currencies

Chart of accounts, account,or chart of account segment

Account groups

House bank

Partner bank

Document typeDT

Posting key

PKPK

© SAP AG AC200 2-1

SAP AG 1999

Basic Settings

z Organizational Units

� Company Codes

� Business Areas

z The Variant Principle

z The Fiscal Year

z Currencies

� Currency Codes

� Exchange Rate Types

� Maintaining Exchange Rates

© SAP AG AC200 2-2

SAP AG 1999

At the conclusion of this unit, you will be able to:

Basic Settings: Objectives

z map the accounting structure of your company toan R/3-FI-Structure by using R/3-organizationalunits

z define a R/3-fiscal year

z maintain exchange rates using different tools

© SAP AG AC200 2-3

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Basic Settings: Business Scenario

z Your prospective client wants to ensure that itsorganizational structure can be replicated in theR/3-system and asks you to verify this for thefinancial accounting application.

z The head accountant wishes to know howposting periods are defined in R/3 and howpostings are assigned to them.

z The enterprise has a number of foreigncustomers and vendors and therefore postingsin different currencies must be possible. Youmust verify that R/3 can handle foreigncurrency postings.

© SAP AG AC200 2-4

SAP AG 1999

At the conclusion of this topic, you will be able to:

Organizational Units: Objectives

z describe the meaning of organizational units“company code” and “business area” anddetermine their differences

z create a company code using the “copy companycode” functionality

© SAP AG AC200 2-5

SAP AG 1999

Organizational Units in R/3 FI

Client 000

CompanyCode 1000

Business area 1000Business area 1000

CompanyCode 2000

CompanyCode 3000

CompanyCode 4000

Business area 2000Business area 2000

Client 001Client 400...

��The client is the highest level in the R/3 system hierarchy. Specifications or data which shall be valid for all organizational units in all R/3 applications are entered at the client level, eliminating the need to enter this information more than once (e.g. exchange rates). Each client is a self-contained unit which has 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.

��Main FI organizational units:

y�Company code (external purposes) A Company Code represents an independent balancing/legal accounting entity. An example would be a company within a corporate group. Balance sheets and profit/loss statements required by law, can be created at the company code level. Therefore, a company code is the minimum structure necessary in R/3 FI. 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 established per country.

y�Business area (internal purposes) Business areas represent separate areas of operation within an organization and can be used across company codes. They are balancing entities which are able to create their own set of financial statements for internal purposes. The use of business areas is optional.

© SAP AG AC200 2-6

SAP AG 1999

Creating a Company Code

z the definition

z global parameters

z customizing tables (approx. 315 tables)

z general ledger accounts (if desired)

z account determination

After using this function, only the desired changes between theoriginal and the new company code have to be maintained.

To create a company code copy an existing company codeusing the organization copy function, which copies:

��Note : The IMG suggests the order

y�Copy, delete, check company code

y�Edit company code data

��Copy the company code from 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-character alpha-numeric key as the company code key. This key identifies the company code and must be entered later when posting business transactions or creating company code-specific data.

��Note : The use of the organization copy function is not required. It is also possible to define the company code and fill the customizing tables from scratch.

© SAP AG AC200 2-7

SAP AG 1999

Company Code Components

z Definition of a company code� 4 character company code key� Company name� City� Country� Currency� Language� Address

z Global Parameters� Chart of accounts� Fiscal year� Company code defaults

��The editing of the company code data includes:

y�The address data is required for correspondence and is recorded on evaluation reports.

y�For each company code a currency must be specified. Accounts are managed in the company code currency. All other currencies are indicated as foreign. The system converts the amounts posted in a foreign currency into this currency. The currency defined in the company code is known as the local currency within R/3.

y�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 with business or payment transactions, since different forms are needed for foreign payment transactions, and the system supports different formats for addresses for foreign correspondence.

y�A language key must be entered so that the system can create texts automatically in the correct language; for example, when issuing checks.

��When defining a business area, only a 4 digit alpha-numeric key and a short description are needed.

© SAP AG AC200 2-8

SAP AG 1999

Country Templates

CC 0001

CC 1000etc.

US01

FR01

GB01 JP01

DE02(chart IKR)

DE01 (chartGKR)

etc.

��In the R/3-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 in a country for which a country template exists, you can use the country version program which copies the country-specific customizing tables from the specific country template into company code 0001. Upon completion, company code 0001 will be customized for the selected country. You should then copy this company code into your new desired company code. You may then start the country version program again to create a template for another country and so on.

��Note: The country version 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,etc.

��Attention: Do not forget to copy the template before you proceed further. 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. Furthermore, you should run the country version program only in a new installation of R/3 and not in an upgrade installation because the structure of the country-specific customizing may have changed from one R/3 release to another.

© SAP AG AC200 2-9

SAP AG 1999


The Variant Principle: Objectives

z explain the use and advantages of the variantprinciple

© SAP AG AC200 2-10

SAP AG 1999

The Variant Principle

The variant principle is a three step method used in R/3 to assignspecial properties to one or more R/3 objects. The three steps are:

1. Define the variant,

2. Populate the variant with values,

3. Assign the variant to R/3-objects.

z This principle is used for� field status� posting periods� fiscal years� ....

��The variant principle is a widely used method in R/3 to assign special properties to one or more R/3-objects.

��For example using creating a company code as an example;

y�Define the variant: K4 is our fiscal year variant

y�Populate the variant with values: we define the properties of K4 to be “calendar year”

y�Assign the variant to R/3 objects: we assign K4 to multiple company codes that use that calendar

��The main advantage for using variants is that it is easier to maintain properties which are common among several business objects.

��Note: On this slide the variant principle is discussed in general so that you will recognize it in other areas of the course.

© SAP AG AC200 2-11

SAP AG 1999


The Fiscal Year: Objectives

z explain the necessity and use of a fiscal yearvariant and the different types of posting periods

z define a fiscal year variant which matches yourrequirements

z assign the fiscal year variant to a company code

© SAP AG AC200 2-12

SAP AG 1999

The Fiscal Year

z The fiscal year can be definedas...

z Year-independent� ==> the same number and dates

for the periods every year

z Year-dependent� ==> periods can vary from year to

year

1514 1613

0102

03

04

050607

1211

10

09

08

��To separate business transactions into different periods, a fiscal year with posting periods has to be defined. The fiscal year is defined as a variant which 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 which are not assigned to time periods, but to the process of year-end closing. In total,16 periods can be used.

��The system derives the posting period from the posting date. When the posting date falls within the last normal posting period, the transaction may be posted into one of the special periods.

��Example: Above you see a fiscal year with 12 posting periods and 4 special periods. If the posting date falls in the 12th period, the transaction can instead be posted in one of the four special periods.

��Standard fiscal year variants are already defined in the system and can be used as templates.

��Note: The fiscal year variant does not include the information as to whether a period is open or closed; this is maintained in another table. The fiscal year variant only defines the amount of periods and their start and finish dates.

© SAP AG AC200 2-13

SAP AG 1999

The Year - Independent Fiscal Year Variant

Calendar year = Fiscal year Calendar year different thanfiscal year

The posting periodscorrespond to the months inthe year

Jan.

Feb.

Mar

Apr.

May

JuneJuly

Aug.

Sept.

Oct.

Nov.Dez.

0102

03

04

050607

1211

10

09

08

Apr.May

June

July

Aug.

Sept.Oct.

Nov.

Dec.

Jan.

Feb.Mar

01

02

0304

05

06

-1

-1

-1

Begin: April/1/2000 End: March/31/2001Which fiscal year and posting periodwas used on Jan.15, 2000 forpostings?

These postings were completedin posting period 5 of the previousfiscal year

��If each fiscal year of a fiscal year variant uses the same number of periods, and the posting periods always start and end at the same day of the year, the variant is called year-independent. A year-independent fiscal year variant can be defined as

y�the calendar year

y�a 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 calendar year variant must have 12 posting periods.

��If the fiscal year is defined as a non-calendar year, the posting periods need to be defined by assigning ending dates to each period. A non-calendar year can have between 1 and 16 posting periods. If the non-calendar year does not start at January 1st the periods of the year which belong to the former or the coming fiscal year must get an annual displacement indicator (-1, +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 need to have the annual displacement 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 be prepared for leap years.

��Fiscal years are normally year-independent.

© SAP AG AC200 2-14

SAP AG 1999

The Year - Dependent Fiscal Year Variant

Full years with different period dates Shortened fiscal year

199a 199b

199d199c

01

0203

04

01

0203

0401

02

0304

01

0203

0401

02

03

04

050607

08

199e

��A fiscal year variant has to be defined as ” year-dependent” if the start and the end date of the posting periods of some fiscal years will be different from the dates of other fiscal years, and/or if some fiscal years shall use a different number of posting periods.

��If all of the years of a year-dependent fiscal year variant have the same number of periods, only the different period dates for the different years have to be defined (see example to 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 if closing has to be made before the end of the normal fiscal year; (e. g. if the beginning of the fiscal year should be changed or if the company was sold). The shortened fiscal year and its number of posting periods has to be specified before definition of the period dates. For this year only a lesser number of posting periods can be assigned.

© SAP AG AC200 2-15

SAP AG 1999


Currencies: Objectives

z define currencies in the R/3-system

z explain the meaning of different exchange ratetypes

z maintain exchange rates

z use the different tools which help in exchange ratemaintenance

z define direct or indirect quotation as the standardquotation for the exchange rate

© SAP AG AC200 2-16

SAP AG 1999

USDUSD

z historical ratez bank selling ratez bank buying ratez average ratez the rate on certain key datesz ...

0

1

0,5

time

rate

GBPGBP JPYJPY

Currency Codes, e.g.

Exchange rate types:

Currency and Exchange Rate Types

��Every currency which will be used has to be identified by a currency code. Most of the world’s currencies are already defined in the SAP R/3-System. Each currency code can have a validity date.

��For every combination of two currencies, different exchange rates can be maintained which are distinguished by an exchange rate type. These different exchange rates can be used for various purposes such as: valuation, translation, conversion, planning, etc.

© SAP AG AC200 2-17

SAP AG 1999

Translation factors

1100

11

��The relation between currencies have to be maintained per exchange rate type and currency pair in the translation factors. This usually has to be performed only once.

��Because inflation can dramatically change the relationship between currencies, translation factors can be maintained on a time-dependent basis (since 4.0A).

© SAP AG AC200 2-18

SAP AG 1999

Maintaining Exchange Rates

Exchangerate type

FromE

very

use

d ex

chan

ge r

ate

type

!

Every currencycombination !

Eve

ry d

ay ?

A lot of daily work!==> tools offer help

To Valid from Exchange rates

��Maintaining exchange rates is an on-going task.

��To reduce maintenance, R/3 offers several tools. For each exchange rate type one of the following tools can be used:

y�Inversion (of the tools available, inversion is the oldest and is seldom used today)

y�Base Currency

y�Exchange Rate Spreads

��Note: Just one of these three tools can be used per exchange rate; however, for different exchange rate types different tools can be used.

��Furthermore: the program RFTBFF00 maintains the exchange rate table automatically by uploading an input file in multicash-format.

��Another option for transferring exchange rates is offered by the program RFTBDF07, which uses a data-feed interface to transfer data in real-time, if the external data-feed supports real-time exchange rate supply. With Remote Function Call (RFC), a direct connect is set up directly between an external system and a SAP System. You can find information on the file format, data suppliers, file structures and so on in the documentation for this program.

© SAP AG AC200 2-19

SAP AG 1999

Exchange Rate Spreads

Sellingrate B

Averagerate M

Buyingrate G

+ spread

- spreadExchangerate spread

Exchangerate spread

��Exchange rate spreads between the bank buying/selling rate and average rate usually remains constant. If the exchange rate spread of an exchange rate type is entered into the system, only the average rate has to be maintained 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

y�Using a base currency for the average rate (M)

y�Using the exchange rate spreads to calculate the buying and selling rates (B and G)

© SAP AG AC200 2-20

SAP AG 1999

Base Currency

Average rateTo maintain:

Average rateCalculated:

££

��A base currency can be assigned to an exchange rate type. It is then only necessary to maintain exchange rates for all other currencies into this base currency. An exchange rate between two foreign currencies is calculated by combining the two rates between each currency and the base currency.

��Note: A base currency can only be used for an average rate (e.g. M), not for a selling or buying rate.

��Until 4.0A it was only possible to use one base currency per exchange rate type. Legal requirements may make it necessary to use different base currencies for the exchange rates with different currencies.

y�Example: The base currency of the group is USD. One company code of the group lies in Mexico. In Mexico it is a legal requirement that all company codes have to use the local currency MXN as the base currency.

y�Solution: To all currency pairs with MXN of the normal exchange rate type a derived exchange rate type gets assigned which has the base currency MXN. Normally the base currency USD is used; however, for all exchange rates with the currency MXN, the base currency MXN is used.

© SAP AG AC200 2-21

SAP AG 1999

EURO

z Base currency switches to EURO� derived exchange rate types are used in translation

z Special translation regulations� no inversion calculations� no cross rates� six significant figures

z Fixed exchange rates between participating currencies

��At the beginning of the currency union, the base currency has to be switched to EURO. This can be done by defining a new exchange rate type with the base currency EURO valid from the day of the beginning of the European Monetary Union (EMU). This new exchange rate type then has to be entered as the derived exchange rate type of the former exchange rate type.

��Special translation regulations for the EMU have to be followed, e.g. rounding rules. For each exchange rate type you can choose whether these regulations should be followed or not.

��The exchange rates of an exchange rate type can be “fixed,” i.e. the system checks whether the manually entered exchange rate varies from the fixed exchange rate.

© SAP AG AC200 2-22

SAP AG 1999

Triangulation as of January 1, 1999

French FRF

German DEM

Euro EUR

��Since January 1, 1999 in EU countries, officially you may only calculate rates via the EURO. There are no longer any direct exchange rate relations between the participating countries.

��Please see Note No. 91481 and 99271.

��EURO Conversion with the SAP System is set up, is covered in the course CA990.

© SAP AG AC200 2-23

SAP AG 1999

Direct/Indirect quotation of exchange rates

0,920001

DirectQuotation

1,086961

IndirectQuotation

Base Currency = Euro

��All R/3 applications and functions process exchange rates using the direct quotation as well as the 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.

��The direct quotation is also known as the price notation: The currency value is expressed in the local currency per unit of foreign currency. The indirect quotation is also known as the volume notation: The currency value is expressed in units of the foreign currency per unit of the local currency. Example:

y�local currency: EUR, foreign currency: USD

- direct quotation: 1 USD = 0.92000EUR

One unit of foreign currency USD costs the displayed number of units of local currency

- indirect quotation: 1 EUR = 1.08696 USD

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.

© SAP AG AC200 2-24

SAP AG 1999

Design of exchange rate in different quotations

Curr/ExchRate USD 0,92000

Transaction with exchange rate in Direct Quotation(local currency EUR): 1 USD = 0,92000 EUR

Transaction with exchange rate in Indirect Quotation(local currency EUR): 1 EUR = 1,08696 USD

Curr/ExchRate USD /1,08696

��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 quotations exchange rates during input and display. If you don´t set up a prefix, the standard setting is valid:

y�“” (blank, without a prefix) for direct quotation exchange rates

y�“/” for indirect quotation exchange rates

��Scenario 1: If you use mainly direct quotation exchange rates and indirect quotation occurs seldom, use the default configuration. In this way you can enter direct quotation exchange rates without a prefix.

��Scenario 2: If, in addition to direct quotation exchange rates, the handling of indirect quotation is required, you should define a prefix that is not “blank” for both quotation types, e.g.:

y�“*” for direct quotation exchange rates, “/” for indirect quotation exchange rates

y�If you follow this suggestion, the configuration does not allow exchange rates to be entered without a prefix, an error message occurs. Thus users are forced to consider which the correct quotation is and enter the rate with a valid prefix.

��Scenario 3: If indirect quotation is the major notation at your company, you can configure the settings this way:

y�“*” for direct quotation exchange rates, “ ” (blank) for indirect quotation exchange rates

y�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.

© SAP AG AC200 2-25

SAP AG 1999

Basic Settings: Summary

z The main organizational units in R/3-financialaccounting are the company code and businessarea.

z Posting periods and special periods are defined ina fiscal year variant.

z For conversion of currencies exchange rates haveto be maintained in the system. R/3 offers severaltools to facilitate maintenance.

© SAP AG AC200 2-26

Exercises

Unit: Basic Settings Topic: Organizational Units

At the conclusion of this exercise, you will be able to:

• Create a company code

The company of your client is a medium sized enterprise based in the course country. The enterprise is a single legal entity.

1-1 Create a company code GR## that reflects the enterprise of your client. In the rest of this course, you will be working within this company code.

1-1-1 The company code 0001 already contains the country specifics for your country. Copy company code 0001 into your new company code GR##.

Don’t copy the general ledger accounts at this point! We will do this at a later stage.

1-1-2 Change the definitions of your company code GR##:

Company name: Group ##

Country: Course country

Currency: Local currency

Language: Local language

You are free to complete the other fields.

1-1-3 Review the global parameters for your company code that were copied when you created your company code.

1-2 Find all of the organizational elements that a company code can be assigned to using the IMG.

Use the Binoculars Icon, , to search for “ assign company code.”

1-3 T/F: You can assign a company code to a business area. __________________

© SAP AG AC200 2-27

Basic Settings Exercises

Unit: Basic Settings Topic: The Fiscal Year


• Create a calendar year based fiscal year variant and to assign it to your company code

• Create a quarter based fiscal year variant

The enterprise operates in a fiscal year that corresponds to the calendar year. The head accountant wants four special periods for postings concerning year-end closing.

2-1 Which of the predefined fiscal year variants are

- calendar-year? ________________________

- year-dependent? _______________________

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

________________________________________________________________

________________________________________________________________

________________________________________________________________

2-3 Create a calendar year variant ## for your company with 12 posting periods and four special periods

Add 30 to your group number since some of the existing data begins with 01, 02, etc. For example, if your group number is 02, you would add 02 + 30 and enter 32 for your fiscal year variant.

2-4 Assign the fiscal year variant that you created to your company code GR##.

2-5 Create a fiscal year variant ## + 40 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

© SAP AG AC200 2-28

Basic Settings Exercises

Unit: Basic Settings Topic: Currencies


• Check your knowledge about the possibility of maintaining exchange rates in R/3

The enterprise has customers and vendors in several foreign countries. The head accountant is worried that it will be a substantial amount of daily work to keep the exchange rates up-to-date within the system. You need to convince him that it is much less work than expected if the tools R/3 offers are used.

3-1 Name the tools for maintaining the exchange rates:

________________________________________________________________

________________________________________________________________

3-2 In R/3, currencies are defined by _________________.

3-3 Name three commonly used exchange rate types and what they are used for:

________________________________________________________________

________________________________________________________________

________________________________________________________________

3-4 List the IMG path where base currency is defined?

________________________________________________________________

3-5 What is the difference between a participating and non-participating currency?

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

© SAP AG AC200 2-29

Basic Settings Solutions

Unit: Basic Settings Topic: Organizational Units

1-1 Create a company code GR## that reflects the enterprise of your client. In the rest of this course you will be working within this company code.

1-1-1 IMG Menu Path Options:

IMG Menu Path: Tools o AcceleratedSAP o Customizing o Edit Project o SAP Reference IMG Pushbutton

IMG Transaction Code: SPRO

Copy company code:

IMG: Enterprise Structure o Definition o Financial Accounting o Define, copy, delete, check company code o Copy, delete, check company code

Organizational object o Copy org.object

Field Name or Data Type Values

From Company code 0001

To Company code GR##

Select Enter.


G/L accounts in company codes No !!!

Change local currency No

Reply to the information message, “Certain data was not copied” dialog window by selecting Enter.

Confirm any information messages by selecting Enter and continue copying.

Confirm the “Enter intervals without overlap” dialog box by selecting the red X.

1-1-2 Select the green arrow to return to the dialog box and select Edit company code data or follow the next menu path.

Change definition of company code:

© SAP AG AC200 2-30

IMG: Enterprise Structure o Definition o Financial Accounting o Define, copy, delete, check company code o Edit company code data

Select GR##.


Company name Group ##

City any city

Country Your country

Currency Local currency

Language Local language

Select Save.

1-1-3 Review the global company code parameters.

IMG: Financial Accounting o Financial Accounting Global Settings o Company Code o�Enter Global Parameters

Drill down on your company code to review the global parameters.

Checklist

Congratulations! You have just created your own company code!

1-2 Search for elements that are assigned to a company code.

Use the Binoculars Icon, , to search for “ assign company code” !

Assign Company Code

Assign Company Code Workflow Variant for Release for Payment

Assign Company Code for EDI Incoming Invoice

Assign Company Code for EDI Payment Advice Notes

Assign Company Code to Chart of Accounts

Assign Company Code to Document Date for Tax Determination

Assign Company Code to Field Status Variants

Assign Company Code to Plant

Assign Company Code to Rule Type

© SAP AG AC200 2-31

Assign Company Code to a Fiscal Year Variant

Assign Company Codes to Correspondence Company Codes

Assign Company Codes to Tax on Sales/Purchases Group

Assign company code to company

Assign company code to controlling area

Assign company code to credit control area

Assign company code to financial management area

1-3 False. Business areas are not assigned to company codes. They can report across company codes.�

© SAP AG AC200 2-32


Unit: Basic Settings Topic: The Fiscal Year

2-1 Verify properties of fiscal year variants.

IMG: Financial Accounting o Financial Accounting Global Settings o Fiscal Year o Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year)

Calendar year: 01, K1, K2, K3, K4

Year-dependent: AA, AM, R1, UL, WK

2-2 Purposes of the year-dependent fiscal year variants.

The year-dependent fiscal year variants are used:

- if 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)

2-3 Create calendar year variant.


Edit o New entries


FV ## + 30

Add 30 to your group number since some of the existing data begins with 01, 02, etc. For example, if your group number is 02, you would add 02 + 30 and enter 32 for your fiscal year variant.


Description Calendar year variant ##

Calendar-yr X

Number of posting periods 12

No.of special periods 4

Select Save.

© SAP AG AC200 2-33

2-4 Assign fiscal year variant to company code.

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


Fiscal year variant ##

Select Save.

2-5 Define a fiscal year variant with 4 posting periods and one special period.


Edit o New entries


FV ## + 60

Description 4 periods Group ##

No. posting periods 4

No. special periods 1

Select Save. Select the green arrow to return to the Overview screen

Define period dates:

Highlight Fiscal year variant ## + 60.

Under the Dialog Structure, drill down on Periods.

Edit o New Entries

Month Day Period Year shift

03 31 4 -1

06 30 1 0

09 30 2 0

12 31 3 0

Select Save.

Checklist

You just created a calendar-year fiscal year variant, assigned it to your company code.

You also created a non-calendar fiscal year variant.

© SAP AG AC200 2-34


Unit: Basic Settings Topic: Currencies

3-1 Inversion

Base Currency

Exchange Rate Spreads

3-2 Currency Code

3-3 M: Average rate for posting and clearing

B: bank buying rate

S: bank selling rate

Euro: fixed exchange rate type for countries in the EMU

3-4 General Settings o Currencies o Check exchange rate types

3-5 A participating currency is the currency of the country participating in the European Monetary Union. As of January 2000, those countries include: Austria, Belgium, Finland, France, Germany, Ireland, Italy, Luxembourg, Netherlands, Portugal and Spain.

A non-participating currency is the currency of a country not participating in the EMU.

© SAP AG AC200 3-1

SAP AG 1999

Master Data

z G/L Accounts� Chart of Accounts� Account Groups� Reconciliation Accounts

z Customer/Vendor Accounts� Types of Maintenance� Account Groups� Number Ranges� Relations between Customer/Vendor Accounts

z Bank Master Data

© SAP AG AC200 3-2

SAP AG 1999

At the conclusion of this unit, you will be able tocreate, maintain and control:

Master Data: Objectives

z G/L Accounts

z Customer/Vendor Accounts

z Bank Master Data

© SAP AG AC200 3-3

SAP AG 1999

Master Data: Business Scenario

z The accounting department uses some datawhich remains unchanged for long periods oftime and which is often referred to by otherdata. This data is called master data.

z In FI, master data includes general ledger andsub ledger accounts, as well as bank masterrecords.

z The head accountant wishes to know howaccounts are structured, how they can beinfluenced, and how they may relate to eachother.

© SAP AG AC200 3-4

SAP AG 1999


G/L - Accounts: Objectives

z define and use a chart of accounts

z describe the structure of a G/L account

z control the appearance of a G/L account

z name and explain different types of G/L accounts

z create G/L accounts using different methods

z discuss methods to change multiple GL accountssimultaneously

z explain advantages and disadvantages of groupand country charts of accounts

© SAP AG AC200 3-5

SAP AG 1999

Chart of Accounts

The three steps to create and use a chart of accounts :

z Define the chart of accounts,

z Define the properties of the chart of accounts,

z Assign the chart of accounts to company codes.

CAUSIKRINT

��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 4 character identifier.

��You define the components of the chart of account, e.g. language, length of the G/L account number, group chart of accounts, status.

��The chart of accounts has to be assigned to every company code which would like to create accounts based on the defined structure.

© SAP AG AC200 3-6

SAP AG 1999

Define Chart of Accounts

The definition of a chart of accounts contains:

z Chart of accounts key

z Description

General Information

z Maintenance language

z Length of the G/L account number

Controlling Integration

z Manual or automatic creation ofcost elements

Consolidation

z Group chart of accounts

Status

z “Blocked” indicator

INT

��The maintenance language is the language in which account descriptions are maintained.

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

��Using the type of integration between G/L accounts and cost elements, you can control how the cost element master data is maintained when maintaining the master records of G/L accounts. You can manually maintain the cost elements, but it is also possible to have the cost elements automatically be created when creating G/L accounts. However, this is only possible if a default value has been entered for the cost element type, since the system assume that no cost element needs to be created if no default value exists.

��A group account number can be entered into a G/L-account. This group account number is used for reporting across company codes which use different charts of accounts. If a group chart of accounts is entered into the chart of accounts, the system makes this field a required entry in the G/L master account and verifies that the group account number entered exists in the group chart of accounts.

��A chart of accounts which is not yet completed can be blocked so that no company code can use it until ready.

��You can create a directory of G/L accounts in your chart of accounts for information or documentation purposes using the program RFSKPL00. The G/L chart of accounts is used to display G/L account master records and for printing G/L account lists.

© SAP AG AC200 3-7

SAP AG 1999

CC1000

CC2000

CC3000

INT

CAUS

Assign Chart

��Every single company code needs to have a chart of accounts assigned to it. Several company codes can share the same chart of accounts (variant principle).

��The R/3 CO component uses the same chart of accounts as the FI module. If company codes intend to use cross company code controlling, they must use the same chart of accounts. In the example above, company codes 1000 and 2000 can do cross company code controlling,but company codes 2000 and 3000 cannot.

��Via program RFSKVZ00, you can create a G/L account directory with chart of accounts and company code specific data.

© SAP AG AC200 3-8

SAP AG 1999

Chart of accounts - segments

000001

Chart of Accounts Segment

ConsolidationControlName

000002


000003


��The chart of accounts contains basic information about the accounts. Information per account is bundled into what is called the chart of account-segment.

��It contains the:

y�Account number

y�Name of the account (as short and as long text)

y�Control fields (discussed on the following slides)

y�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 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.

© SAP AG AC200 3-9

SAP AG 1999

G/L Account

G/L texts in chart of accounts

Language Key

Information in chart of accounts

Type/Descriptionz Control in chart of accountsz Descriptionz Consolidation data in chart of

accounts

Key Word/Translationz Key words in chart of accounts

z Translation

Informationz Information in chart of accountsz G/L texts in chart of accounts

The Chart of Account segment consists of several groups of fields:

Fields in the Chart of Account Segment

Chart of accounts001111INT

Created on

Description1st lineMore text indicatorOther language indicator

Created byGroup chart of accts

Translation

Language Key

LanguageKey words in chart of accounts

001111INTChart of accounts

G/L Account

Key Word

Short textLong Text

G/L Account

Description Short text

Account group Control in chart of accounts

Trading partner Consolidation in chart of accounts

001111INTChart of accounts

Group account number

G/L account long text

Sample accountP+L statement account typeBalance Sheet account

��The information entered in the Chart of Account segment is unique whether users have one or multiple company codes. This is how the name remains the same and is consistent across company codes.

��The information is entered once. Whenever you enter information for a company code for an account number, the information from the Chart of Account segment is accessed automatically, so you do not have to enter it again.

��Texts entered for the Chart of Account segment are managed by text ID and language. Texts can be display using the program “Account assignment manual”(RFSKTH00).

��Key words facilitate the search for account numbers.

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

y�The number of tab pages

y�The title of the tab pages

y�The field groups desired and their position on the tab pages

The layouts can be selected for central processing, processing in the chart of accounts area, and for processing in the company code area. The standard system includes layouts with the naming convention starting with SAP; you can copy them, change them as needed, and then assign them to your chart of accounts or account groups.

© SAP AG AC200 3-10

SAP AG 1999

000001...

000003...

000002...

Account 000001 Account 000003

CompanyCode-Segment

CompanyCode-Segment

The Company Codedoes not use account000002

Company Code Segment

��To use one of the accounts from the assigned chart of accounts in your company code, a “company code-segment” has to be created. This “company code-segment” is added to the chart of account-segment, and together they form the account.

��Information in the company code segment is specific for this company code. This information controls entry of accounting documents and management of accounting data.

��In the example on the slide, the company code does not use account 000002, although a different company code in the group may use it. It could be, for example, a foreign currency account in the currency of a country in which the company code shown does not have any business partners, although a different company code might.

© SAP AG AC200 3-11

SAP AG 1999

G/L Account

Information

G/L Account texts

Control Dataz Account controlz Account Managementz Joint Venture

Bank/interestz Document Creationz Bank/Financial Detailsz Interest Calculation

Informationz Informationz G/L Account texts

The Company Code segment consists of severalgroups of fields:

Fields in the Company Code Segment

Chart of accountsCompany Code

INT001111

Created OnCreated ByChart of AcCountry ChCountryFM areaCO area

Account AsAccountingAdditional I

1000G/L Account

Control of document creation

Bank/Financial Details

Interest Calculation information

001111Chart of accountsCompany Code

INT1000

Field status grAuto PostingSupplement

Planning LeveRel.Cash FlowCommitment IHouse Bank

Interest Indic.Int.calc.freq.

G/L Account

Joint Venture

Account Control

Account Management

1000

001111Chart of accountsCompany Code

INT

Acct currencyTax categoryAltern. account

OI ManagementLine ItemsSort KeyAuthorization

Recovery Ind.

��The Company Code segment for the same G/L account can be different depending on the needs of the company code. For example, one company code may collect tax when using expense accounts and would flag the tax category field, whereas another company code may not.

��You define the information that is pertinent to each company code:

y�Currency

y�Tax

y�Reconciliation account

y�Line item display

y�Sort key

y�Field status group

y�House bank

y�Interest calculation information

��As mentioned before in the Account Chart segment, texts are managed by text ID and language. Texts can be displayed by the report “Account assignment manual”.

© SAP AG AC200 3-12

SAP AG 1999

Account 000001in CC 1000

000001


Company Company

One Chart of Accounts, Several Company Codes

Code-SegmentCode-Segment

...

��Every company code that needs 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 at the chart of account level, the account will have the same name and number in all assigned company codes.

© SAP AG AC200 3-13

SAP AG 1999

000001P+L statement acct typeBalance sheet account

000002P+L statement acct typeBalance sheet account

000001

yy

Car

ry fo

rwar

d

000001

yy

000001

yy

000001

0

900000

yy

X := 900000

Balance Sheet and P+L Statement Accounts

��In the chart of accounts-segment, it is necessary to indicate whether the account will be a balance sheet or a profit+loss statement account.

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

y�For balance sheet accounts, the balance is carried forward to the same account.

y�For P+L statement accounts, the balance is carried forward to a retained earnings account and the P+L statement account is set to zero. The account to which the balance is carried forward is assigned to a key (e.g. x) and this key is entered in the field ”P+L statement account type” in the chart of accounts-segment.

��In customizing, users define the retained earnings account and during G/L master record creation, it is assigned to expense accounts. If there is only one retained earnings account, R/3 will automatically use the one defined in customizing. If there are more than one retained earnings account, during master record creation, the user will have the option to choose the retained earnings account per P+L account.

© SAP AG AC200 3-14

SAP AG 1999

Account Groups for the G/L Accounts

z The number ranges of theaccounts

Account groupcontrol

C

Gen

eral

Led

ger Cash

Matl

P/L

Liab

...

000000-099999

100000-199999

200000-299999

300000-399999

400000-499999

500000-599999

600000-699999

Cash accounts

Asst

Cash

Konto 001111

000000-099999 Account

group

Chart of accts sgmnt

Company code segment

z The field status of the fieldsin the company codesegment of the masterrecord

��Since a chart of accounts contains many different types of accounts, they can be bundled into different “account groups”. Usually one account group bundles accounts with the same tasks within the general ledger, e. g. cash accounts, material accounts, asset accounts, profit and loss accounts,...

��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.

��The account group has to be entered in the chart of accounts-segment and 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 view all of the detailed line items. In customizing, for your “Cash Accounts” account group, you would alter the field status to make “line item display” a required entry.

��R/3 delivers predefined account groups.

© SAP AG AC200 3-15

SAP AG 1999

The Field Status

Each field has one of thefollowing properties:

?

z Suppressed

z Display

z Required entry

z Possible entry

G/L account

Joint Venture

Account control

Account management

1000

001111Chart of accountsCompany code

INT

Account currencyTax categoryAlternative account number

Open item managementLine item displaySort keyAuthorization group

Cost type

G/L account

Name

Short text

Account group

Control in chart of accounts

Partner companyConsolidation in chart of accounts

001111

INTChart of accounts

Group account number

G/L account long text

Sample accountP&L accountBalance sheet acct

Chart of accts segment Company code segment

��The field status makes it possible to influence the appearance of an account’s master data.

y�Fields which are not used can be suppressed.

y�Fields which have an entry that should not be changed can be set to display only (even in change mode)

y�Fields which must have an entry can be made required fields.

y�Fields that can be entered, but are not required, can be set to optional entry.

��Certain fields are grouped together and their field status is valid for the entire group, e. g. interest calculation indicator, interest cycle, and last interest calculation key date.

��The fields “ Currency” and ” Field status group” are always required fields. Their status cannot be changed.

��Note: Fields which are suppressed may contain values and these values still take effect!

© SAP AG AC200 3-16

SAP AG 1999

Field

Used in which

account group?

Account group-

dependent field

status

?

Cash

Account 001111

000000-099999 Account

Group

Master Data Field Status (1)

© SAP AG AC200 3-17

SAP AG 1999

CreateMaster Data

FieldUsed with

which

transaction?

Used in which

account group?

Account group-

dependent field

status

Transaction-

dependent

field status

?

Priority

Cash

Account 001111

000000-099999 Account

Group

Master Data Field Status (2)

ChangeDisplay

��The fields displayed on the general ledger master record are not only controlled by the account group, but also by the master data transaction that you are using (transaction dependent control) i.e. create, change, display. Once the master record is created and you do not want sensitive fields changed, on the master record change transaction in customizing, you specify that a certain field is not changeable. For example, you want the currency of your cash account to be GBP and you do not want it to be changed, customize the master record change transaction to have the field be display only��

��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):

y�suppress

y�display

y�required entry

y�optional entry

��Fields which are accessed with the transaction master record display are always either displayed or suppressed since you cannot make an entry in a display transaction.

��If you do not want to use the transaction dependent field status control, set all field status definitions as optional entry, as this has the lowest priority and will therefore not conflict with the account group control.

© SAP AG AC200 3-18

SAP AG 1999

Trade Receivables

aa bb

Recon. account. foracct type: D

Trade Payables

cc dd

Recon. Account. foracct type: K

Gen

eral

Led

ger

Sub

-ledg

ers

Customeraa bbA

ccts

Rec

.

Acc

ts P

ay.

Vendorcc dd

Reconciliation Accounts

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

��Any postings to the sub-ledger accounts automatically updates the balances of the assigned reconciliation accounts. In this way, the general ledger is always up-to-date.

��You define a G/L-account as a reconciliation account by entering the type of reconciliation account that it is into the field ” Recon.account for acct type” .

y�D for customers

y�K for vendors

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

��Typical reconciliation accounts are the accounts “ Trade Receivables” and ”Trade Payables” .

��Note: It is not possible to post to reconciliation accounts directly.

��If you want to view the related business partner accounts of a certain reconciliation account, you can select the field for the reconciliation account as a dynamic selection in the customer or vendor list (RFDKVZ00 or RFKKVZ00).

© SAP AG AC200 3-19

SAP AG 1999

Account withoutline item display

Transactionfigure / debit

Transactionfigure / credit

Account with line itemdisplay

Doc. X, item 1Doc. Y, item 9Doc. Z, item 4...

Doc. A, item 3Doc. B, item 2Doc. C, item 7...

Transaction figure / debit Transaction figure / credit

Furtherimportant

fields+

Furtherimportant

fields+

Index todocuments

Line Item Display

��Transaction figures are the sums of line items on the debit or credit side. The balance is the difference between the debit and the credit transaction figure.

��The field “line item display” is a control field in the company code segment of an account.

y�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 on-line, they will only be able to view the balance.

y�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 on-line, they will be able to view both the balance and the individual line item details.

��Because of system resources which are needed by the line item display, it should not be used for accounts where the line item data can be more easily accessed in another way, e.g.

y�Reconciliation accounts (line items are managed in the sub-ledgers)

y�Sales revenue accounts (line items are managed by the SD-application)

y�Material stock accounts (line items are managed by the MM-application)

y�Tax accounts (Tax items make sense only in connection with the document; the tax amounts were already checked when the document was posted.)

© SAP AG AC200 3-20

SAP AG 1999

Account without open item management

Doc. X, item 1 Doc. A, item 3


Furtherimportant

fields+

Furtherimportant

fields+

Account with open item management


furtherimportant

fields+

furtherimportant

fields+

Open Item Management

Doc. Y, item 9Doc. Z, item 4...

Doc. B, item 2Doc. C, item 7...

Doc. X, item 1Doc. Y, item 9Doc. Z, item 4...

Doc. A, item 3Doc. B, item 2Doc. C, item 7...

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

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

��General ledger accounts should be administered with open item management when you need to check whether there is an offsetting posting for a given business transaction. Open and cleared items can be displayed separately, and therefore it is easy to see which business transactions still need to be cleared.

��You should use open item management for:

y�bank clearing accounts,

y�clearing accounts for goods receipt/invoice receipt, and

y�salary clearing accounts.

��You can only set or cancel open item management if the account has a zero balance.

© SAP AG AC200 3-21

SAP AG 1999

Account in local currencyDebit

Transferredamounts

Posted amounts(transaction currency)

Account in Local Currency

Doc. X, item 1,Doc. Y, item 9Doc. Z, item 4

Transactionfigures / debit

local c. curr. 1local c.local c.

curr. 2curr. 3

curr. 3curr. 2curr. 1

��The account currency can be either

y�the local currency, or

y�a foreign currency.

��The local currency is defaulted as the account currency when a G/L account is created.

��If the account currency is the local currency, the account can be posted to in any currency. In the line item, the amount is transferred into the local currency.

��Transaction figures are kept per currency, i.e.

y�local currency (sum of all amounts transferred to local currency)

y�currency 1 (sum of all amounts posted in currency 1, may be the local currency)

y�currency 2 (sum of all amounts posted in currency 2)

y�currency 3 (sum of all amounts posted in currency 3)

y�etc.

��This is valid whether or not line item display is activated.

© SAP AG AC200 3-22

SAP AG 1999

Account in local currency

Doc. X, item 1,

Debit

Transferredamounts


Only Balances in Local Currency

Transactionfigures / debit local c.

...

curr. 3local c.Doc. Z, item 4

local c. curr. 2

Doc. Y, item 9 local c. curr. 2curr. 1local c.

��If the box “Only balances in local currency” is marked in the master data record, only transaction figures for amounts transferred to local currency are managed.

��This indicator should be set for clearing accounts from which you wish to be able to clear items simply by zero-balancing the amounts in local currency. Then no difference postings caused by exchange rate differences have to be made.

��The indicator has to 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 which are not kept in foreign currencies and not managed on an open item basis.

© SAP AG AC200 3-23

SAP AG 1999

Account in foreign currencyDebit

Transferredamounts


Account in Foreign Currency

Doc. X, item 1,

Doc. Y, item 9

Doc. Z, item 4 local c.

for. c.

Transactionfigures / debit

local c.

local c.

for. c.

for. c.

local c. for. c.

��Accounts having a foreign currency as its account currency can only be posted to in this foreign currency.

© SAP AG AC200 3-24

SAP AG 1999

Methods for Creating G/L Accounts

z Manual� Two-Step:

� 1. Chart of Accounts Segment, 2. CompanyCode Segment

� One-Step: Create both segmentssimultaneously

z Copying� Copying an individual GL account with reference to

another GL account� Copy the entire company code segment� Copy the entire chart of accounts segment

z Data Transfer� Upload a new chart of accounts from an external

system e.g. flat file

��Manual Creation:

y�With the two step method, the chart of accounts segment is created separately from the company code segment. This allows for creating the GL account only in the chart of accounts or in multiple company codes.

y�Use the one step method to create a GL account in a specified company code. Repeat step 2 of the two step method, create in the company code segment, to create the GL account in additional company codes as needed.

��Creating GL accounts by copying :

y�To create an account that has the same properties as an existing account, i.e. another cash account, create the new account with reference to the existing account and change the account title accordingly.

y�If all of the GL accounts in an existing company code are required in another company code, the entire company code segment can be copied to the new company code.

y�The entire chart of accounts can be copied into a new chart of accounts as well, including account determination. The financial statement version can also be copied.

��Data Transfer:

y�To reduce data entry, programs like RFBISA00, Batch Input Interface for G/L Account Master Data, can be modified by the ABAP team to accommodate uploading new chart of accounts information.

© SAP AG AC200 3-25

SAP AG 1999

G/L Account 001113Chart of accounts INT

Description Short text G/L account long text

Account group Sample account P+L statement account type Balance Sheet account


Trading partner Group account number

Special






Consolidation in chart of accounts

Special






Consolidation in chart of accounts

Special

You can change collectively the following information:

Collective Processing

z Chart of Accounts

z Company Code

z Description

��The SAP R/3 System provides collective processing functions for the G/L account master.

��You can change the master data in the chart of accounts area, company code specific data or the names of several G/L accounts at the same time. The G/L accounts can be from different charts of accounts.

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

y�You can select the fields to be changed

y�You can change the values of the fields displayed. Enter the new values in the header 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 once saved and could have extensive consequences. You should thus verify your changes before saving.

© SAP AG AC200 3-26

SAP AG 1999

00010

Operational Chart of Accounts CAUS

00020

CC1000

CC2000

Inte

rnal

Rep

ortin

gE

xternal Reporting

0001 0002Operational Chart of Accounts CAFR

?

?

Group Chart of Accounts (1)

© SAP AG AC200 3-27

SAP AG 1999

00010

Operational Chart of Accounts CAUS

00020

CC1000

CC2000

Inte

rnal

Rep

ortin

gE

xternal Reporting

000001

Group Chart of Accounts INT

000002

0001 0002Operational Chart of Accounts CAFR

Group Chart of Accounts (2)

... ...

group accountnumber: 000002




��For internal purposes, reporting over several company codes may be desirable, e.g a balance sheet shall be generated which contains the financial positions 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 for internal reporting, then:

y�a group chart of accounts can be used. This chart has to contain all of the group accounts.

y�the group chart of accounts has to be assigned to each operational chart of accounts. If this is done, the field ” group account number” in the chart of account segments of the operational charts of accounts becomes a required entry field.

y�in the chart of account-segment of every operational account, the group account number has to be entered. Different accounts of one operational chart of accounts can point to the same group account.

y�a financial statement version, for the group chart of account, has to be used.

��Disadvantage: Because the company codes use different operational charts of accounts, no inter-company code controlling can be performed.

© SAP AG AC200 3-28

SAP AG 1999

Country Chart of Accounts (1)

Inte

rnal

Rep

ortin

g

000001Operational Chart of Accounts INT

000001

Company Code -Segments CC2000

External R

eporting

CC1000

CC2000

Company Code-Segments CC1000

++

+ +

?

?

... ...

© SAP AG AC200 3-29

SAP AG 1999

Country Chart of Accounts (2)

Inte

rnal

Rep

ortin

g

000001Operational Chart of Accounts INT

000001

Altern. Acc. no.0001

Company Code -Segments CC2000Altern. Acc. no.0002

External R

eporting

CC1000

CC20000001Country Chart of Accounts CAFR

0002



Company Code-Segments CC1000

00010Country Chart of Accounts CAUS

00020

++

+ +

... ...

... ...

... ...

��An alternative to using a group chart of accounts is to use a country charts of accounts. While every company code uses the same operational chart of accounts, the company codes which require a different chart of accounts for external reporting can:

y�have a country chart of accounts assigned

y�have the country chart of account number (alternative number) entered in every company code segment. Every country account number can only be used once.

��Note: Since all company codes post into the same operational chart of accounts, cross-company code controlling is possible.

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

© SAP AG AC200 3-30

SAP AG 1999

Scenario: Group Charts of Accounts

Spain USA CanadaGermany England

Operating chart of accounts Operating chart of accounts

Group chart of accounts

INT CAUS

Country-specific charts of accounts

CAES GKR CAGB CANA CACA

��In the scenario of an international group as shown on the slide, cross-company code controlling is possible for the European company codes, since the company codes in Spain, Germany and Italy all use the same operating chart of accounts. The European company codes all use chart of accounts INT as their operating chart of accounts.

��Cross-company code controlling is also possible in North America. the company code in the United States and the one in Canada both use chart of accounts CAUS as their operating chart of accounts.

��To enter reports using the country chart of accounts, the board of the group has decided to enter country-specific charts of accounts for the company codes.

��The board also decided that the group could do without Controlling for Europe and North America combined, but that they would like consolidation to take place. For this reason, a group chart of accounts (CONS) was set up for the operating charts of accounts INT and CAUS.

© SAP AG AC200 3-31

SAP AG 1999


Customer/Vendor Accounts: Objectives

z describe the structure of customer and vendoraccounts

z discuss the similarities and differences betweencustomer and vendor accounts

z control and maintain customer and vendoraccounts

z name and explain different relationships betweencustomer/vendor accounts

© SAP AG AC200 3-32

SAP AG 1999

12345addressGeneral data...


Company Code-Segment CC1000


Clientlevel

Company CodeSegment CC2000

The FI - View of the Customer/Vendor Account

��Like G/L accounts, customer/vendor accounts have two segments:

y�A segment with general data on the client level. This data can be accessed throughout the whole organization.

y�A segment with company code specific data on the company code level. Any company code who wishes to do business with a specific customer or vendor has to create a company code segment for him. By doing this, a customer/vendor account is created.

��Using program RFBIDE10/RFBIKR10, you can transfer maintained customer/vendor master records from a source company code to a different company code.

© SAP AG AC200 3-33

SAP AG 1999


Account 12345in sales area 001

Sales area segmentSales area 001


Clientlevel


A AA

A AA

The SD - 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 which wants to do business with a customer has to create a sales area segment first. The sales area segment contains sales area specific data.

© SAP AG AC200 3-34

SAP AG 1999


Account 12345 inPurchasing Org 001

PurchasingOrganizationsegment


Clientlevel


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 which wants to do business with a vendor has to create a purchasing organization segment first. The purchasing organization segment contains purchasing organization specific data.

© SAP AG AC200 3-35

SAP AG 1999




Clientlevel



A AA

The Complete Customer Account

��A complete customer account consists of the following three segments:

y�General data at the client level

y�Company code segment

y�Sales area segment

��Usually at a minimum, the sales area segment of the sales area which is assigned to the company code has to be created. 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.

© SAP AG AC200 3-36

SAP AG 1999





Clientlevel


The Complete Vendor Account

��A complete vendor account consists of the following three segments:

y�General data at the client level

y�Company code segment

y�Purchasing organization segment

��Usually at at minimum, the purchasing organization segment of the purchasing organization which is assigned to the company code has to be created. Note: 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.

© SAP AG AC200 3-37

SAP AG 1999

Acc

ts R

ec.

CompanyCode-Segment

Sales areasegmentAA

A

CompanyCode-Segment

+

+

Sales areasegmentAA

A

+

+

Central Maintenance Central Maintenance

SD

Mai

nten

ance

FI M

aint

enan

ce

Accounts Receivable Sales and Distribution

Central Versus De-central Maintenance (AR)

Gen.data

Clientlevel

Gen.data

Clientlevel

Gen.data

Clientlevel

��The system offers separate functions for maintaining customer master records depending on the requirements of your organization. They 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 just on the FI-side of the customer master record.

��Note: 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.

© SAP AG AC200 3-38

SAP AG 1999

Acc

ts P

ay.

CompanyCode-Segment

CompanyCode-Segment

+

+ +

Central Maintenance Central Maintenance

MM

Mai

nten

ance

Accounts Payable Purchasing

Purch. Org.Segment

+Purch. Org.Segment

FI M

aint

enan

ce

Central Versus De-central Maintenance (AP)

Gen.data

Clientlevel

Gen.data

Clientlevel

Gen.data

Clientlevel

(dec

entr

alm

aint

enan

ce)

(dec

entr

alm

aint

enan

ce)

��Just as with customer master data, vendor master data can be maintained centrally for all areas or separately for Financial Accounting and Materials Management.

��For the rest of this course we will focus just on the FI-side of the vendor master record.

��Note: when implementing both Accounts Receivable and Materials Management, 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.

© SAP AG AC200 3-39

SAP AG 1999

Compare Master Data

Incomplete customer accounts

Incomplete vendor accounts

Sales areasegment

AAA

+ +

?Companycodesegment

+ +

?

Generaldata

Client level

Generaldata

Client level

+ +Purchaseorg.segment

?Companycodesegment

+ +

?

Generaldata

Client level

Generaldata

Client level

��When using MM and/or SD, customers and vendors need to be maintained for all modules. It is easiest to create customer/vendor master records centrally to ensure that they are set up correctly. However, in some cases, MM/SD creates their segments of the master record and then FI creates their segments of the master record. 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.

��Creation of duplicate accounts can be prevented by:

y�using the matchcode before creating a new account

y�switching on automatic duplication check

© SAP AG AC200 3-40

SAP AG 1999

Customer

Company Dataz Accounting Informationz Payment Transactionsz Correspondencez Insurancez Withholding Tax

+ Texts

General Dataz Addressz Control Dataz Payment Transactions+ Texts

Each account segment consists of several pages with different groups of fields:

Pages of the Customer/Vendor Account

Customer

Customer

Address1000

Control Data1000

1000 Paym. Trans.

Customer

Group 1 ...

Group 2 ...

1000 Acc. Info. 0001Company Code

Paym. Trans.

Correspondence

Insurance

Withholding Tax.

Customer 1000 0001Company Code




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

��Important fields are:

y�Search term: should be filled with a short version of the vendor name according to company rules/desires. New to 4.6 is an additional search field.

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

y�Accounting clerk: The accounting clerk’s name has to be stored under an ID and this ID can be entered in the customer/vendor master record of the account he or she is responsible for. The accounting clerk’s name is then printed on correspondence and his ID is used to sort dunning and payment proposal lists.

��Explanatory texts can be entered in every segment.

��Line item display and open item management are always preset to “ on” for every customer/vendor account.

��New customer and vendor master records can also be created with reference to an existing master record. Only non-customer/ vendor specific data is copied from the reference account into the new account, i.e. no address information, etc. Copied data should be checked and changed, if necessary, before saving the record. It is a good idea to create a template account for every account group.

© SAP AG AC200 3-41

SAP AG 1999

The account group controls:

z The number ranges of theaccounts,

z The status of the fields in themaster record,

z If the account is a one timecustomer or vendor.

CA

ccou

nts

Pay

able

AP

Dom.

For.

CPD

0001

...

000000-099999

100000-199999

200000-299999

300000-399999

400000-499999

500000-599999

600000-699999

APaccounts

C

Acc

ount

s R

ecei

vabl

e AR

Dom.

For.

CPD

0001

...

000000-099999

100000-199999

200000-299999

300000-399999

400000-499999

500000-599999

600000-699999

ARaccounts

AP/AR Account Groups

��When creating customer/vendor master records, the account group is entered on the initial create screen. In financial accounting, once the customer/vendor account is created, its account group cannot be changed. However, when using partner functions in sales and distribution, in some cases the account group can be changed from, for example, an ordering address to a ship-to address. Please refer to the SAP Library in Sales and Distribution for more details.

© SAP AG AC200 3-42

SAP AG 1999

0000000000

1000000000

2000000000

3000000000

4000000000

5000000000

6000000000

7000000000

8000000000

9000000000

9999999999

00

01

02

internal numbering

external numbering

internal numbering

CPD

Acc. 8000001234

8000000000-9999999999

Account

Group

For.

Acc. 52563245234

4000000000-7999999999

Account

Group

Dom.

Acc. 2560301438

0000000000-3999999999

Account

Group

Currentnumber

AP/AR Number Ranges

��There are separate number ranges for customer and vendor accounts. The range of possible account numbers is divided into smaller number ranges. Number ranges are not allowed to overlap.

��For each number range you can set whether the numbering will be internally or externally assigned. Internal number assignment means that the numbers are assigned by R/3 in sequential order. With external number assignment, the numbers are entered manually by the user creating the master record. External numbers can be alphanumeric.

��With internal numbering for a new account the system always assigns the next number available in the range. Therefore, it can display the “ current number” which informs you how many numbers are still left within a given number range.

��With external numbering, the user chooses the account number. Numbers don't 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.

© SAP AG AC200 3-43

SAP AG 1999

no customer/vendor specificinformation (no bank details, ...)

Document Document

+ other customer/vendor specificinformation (bank details, etc.)

+ customer/vendor specific information (bank details,...)

Account 1000Address

Communication

Account CPDAddress

Communication

Regular Versus One-Time Accounts

NameStreetCity...

LanguageTelephone ...

Name

...

Language

...

Address Address

��For all customers or vendors with whom you rarely do business, a special customer and a special vendor master record should be created. Those master records are for “one-time accounts”. In contrast to other master records, no data specific to a single customer/vendor is stored in the one-time master record, since this account is used for more than one customer/vendor. Therefore, the customer-specific fields should be suppressed.

��The customer/vendor specific data for one time customers/vendors are entered into the document at the time of posting.

© SAP AG AC200 3-44

SAP AG 1999

Field Status of Fields in Master Record

...

Account management

Int.calc.

...

Interest IDInterest cycle

Reconc.acctCentralAuthorization

...Cust. plan

Account 1000Sales organization 1000Dist.channel 10 Divi. 00

Price determ./Statistics

Salesperson group

Customer areaSales office

Price group

OrderAAA

Cust.

...

Account 1000Address

Communication

NameStreetCity...

LanguageTelephone

AddressAccount group

...

Account 1000Company code 0001

��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, alter the field status so that all address fields are marked as “ required entry” .

© SAP AG AC200 3-45

SAP AG 1999

Field

0001Account 001111

000000-099999 Account

Group

Use

d in

whi

chac

coun

tgr

oup?

Acc

ount

grou

p-de

pend

ent

field

stat

us

?

Pri

ority

Pri

ority

Control of the Field Status (1)

© SAP AG AC200 3-46

SAP AG 1999

CreateMaster Data

Used with which

transactio

n?

Transaction-

dependent field

status

0001Account 001111

000000-099999 Account

Group

Use

d in

whi

chac

coun

tgr

oup?

Acc

ount

grou

p-de

pend

ent

field

stat

us

?

Pri

ority

Pri

ority

Field


DisplayChange

© SAP AG AC200 3-47

SAP AG 1999

CreateChangeDisplay

Master Data

Used with which

transactio

n?

Used in which

company code?

Company c

ode-

depen

dent f

ield

statu

s

Transaction-

dependent field

status

0001Account 001111

000000-099999 Account

Group

Use

d in

whi

chac

coun

tgr

oup?

Acc

ount

grou

p-de

pend

ent

field

stat

us

?

Pri

ority

Pri

ority

Field


��The layout of customer/vendor master data screens can be affected by several factors:

��Account group control : Usually the field status is controlled only by the account group. This way all accounts of one account group will have the same screen layout.

��Transaction dependent control : If desired, the field status can also depend on the master data transaction “ Create” , “ Change” , and “ Display” . The transaction dependent field status should be set on “ display” for the transaction “ change” if the field should not be changed after creation, e.g. the field “ reconciliation account” .

��Company code dependent control : The field status can also be controlled per company code. Fields which are not used in one company code can be suppressed while they are entry fields in others.

��Field status definitions of account groups, the transaction, and company code are combined and the one which has highest priority is used.

��Fields which are accessed with the transaction “ display” are always either displayed or suppressed since you cannot make an entry in a display transaction.

��If you do not want to use transaction dependent or company code dependent field status control, set all field status definitions as optional entry since this has the lowest priority and will therefore not conflict with the account group control.

© SAP AG AC200 3-48

SAP AG 1999

Dual Control Principle

...

Account 1000Company code 0001

Account control

Interest

...

Interest IDInterest cycle

Recon.acct.CentralAuthorization

...

...

Cust.pric.proc.

Account 1000Sales organization 1000Distr.channel 10 Divsn 00

Sales group

Sales districtSales office

Order

Pricing/StatisticsPrice group

AAA

...

Account 1000Address

Communication

NameStreetCity...

LanguageTelephone

Address

��You now can have one person making changes to a customer or vendor while another person is responsible for validating 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:

y�Customer/Vendor

y�Company code

y�Accounts not yet confirmed

y�Accounts refused

y�Accounts to be confirmed by me.

y�You can display the changes to customer and vendor master records for multiple accounts using the reports RFDABL00 or.

© SAP AG AC200 3-49

SAP AG 1999

and and

Cust. A

10 10

Vend. B

1010

Cust. AClientlevel

Account controlVendor

Vend. BClientlevel

Account controlCustomer

Autom. Paym. Tr.Clrg with vend.

Autom. Paym. Tr.Clrg with cust.

Clearing Customer/Vendor

9 9 9 9

Vend. B Cust. A

X X

��If a customer is also a vendor, or vice versa, the payment and the dunning program can clear open items against each other. Open items of the assigned account can also be displayed on the line item display and the open item selection screen.

��To use this clearing, the following steps must be taken:

y�The vendor account number must be entered into the customer account and the customer account number must be entered into the vendor account

y�Each company code can decide separately whether it wants to clear a customer with a vendor. If clearing is to be used, the field ” Clrg with vend.” in the customer account must be marked and vice versa.

��In you set the “ Account control and status” indicator in the “ Further selections” section of the programs for the customer and vendor directories (RFDKVZ00 or RFKKVZ00), you can view the partner relations of the customer or vendor in the output of the report.

© SAP AG AC200 3-50

SAP AG 1999

or or

Cust. A

10Vend. B

1010 bank accountof Y or Z

To address orbank account ofM or N

10

Clientlevel

Cust. A

Alt. Payer Cust. YPaym. Trans.

+Alt. Payer Cust. ZAutom. Paym. Tr.

Clientlevel

Vend B.

Alt. Payee Vend. MPaym. Trans.

+Alt. Payee Vend. NAutom. Paym. Tr.

Alternative Payer/Payee

9 9 99

��At the client and company code level, an alternative payer/payee can be entered. The input into the company code segment has higher priority than at the client level.

��There are several options to use this functionality within the master record. If you select the “ Individual specification” field, during invoice entry, you can enter individual payee/payer information on a customer/vendor that is not created in R/3. If the alternative payee/payer is an existing customer or vendor, the vendor/customer number(s) can be entered on the master record as a permitted payee/payer. During invoice entry, one of these payer(s)/payee(s) can be chosen using matchcodes.

��If an alternative payer is entered, the money to clear the due open items of the account is collected from the alternative payer.

��If an alternative payee is entered, the money the company has to pay to clear the items due is sent or transferred to the alternative payee (the amount normally sent to the vendor would be sent, for example to the company managing the bankruptcy).

��If you set the “ Payment data” indicator in the report for the customer of vendor directory (RFDKVZ00 or RFKKVZ00) in the “ Additional selections” section, you can see the alternative payer/payee for the customer of vendor.

© SAP AG AC200 3-51

SAP AG 1999

Cust. AClientlevel

Vend. BClientlevel

and and

Cust. X

10

Cust. A Vend. Y10

Vend. B

Head Office Cust. XAccounting Inform.

Head Office Vend. YAccounting Inform.

Head Office/Branch

......

MMM

FilialeFiliale

MMM

FilialeBranch

ZentraleHeadquarters ZentraleHeadquartersMMM

FilialeFiliale

MMM

FilialeBranch

��Customers in some industries place orders locally (i.e. via their branches), but pay invoices centrally (from headquarters). This can be reflected in R/3 via head office and branch accounts.

��All items posted to a branch are automatically transferred to the head office account. Usually, it is the head office which is dunned and has to pay or has to be paid. But if the field “ decentralized processing” is marked in the head office master record, the branch account is used by the dunning and payment programs instead.

��If you set the “ account control and status” indicator in the further selections area in the report for the customer or vendor directory (RFDKVZ00 or RFKKVZ00), you can see the possible headquearters for the branches in the output.

© SAP AG AC200 3-52

SAP AG 1999


Bank Master Data: Objectives

z create bank master data

z define your house banks

z define your accounts within your house banks

z maintain the link between bank and G/L accounts

© SAP AG AC200 3-53

SAP AG 1999

Bank country

Clientlevel

Address ...

Control data ...

Bank Master Data

Banks

Bank key

Bank Master Data (1)

Bank DirectoryContains addresses and generalcontrol data

��You have to enter bank master data for every bank used in the system (such as house banks and banks of customers and vendors.

��Bank master data is saved centrally in the bank directory (report RFBKVZ00 provides a list of banks - table BNKA - with their master data). Each land is uniquely identified by its country and bank key. Bank master data includes address information and control data such as the SWIFT code, postal account data and bank group (for bank optimization).

��You can display changes to the bank master data using the report RFBKABL0.

© SAP AG AC200 3-54

SAP AG 1999

Bank country

Clientlevel

Address

Control data

Bank Master Data

Banks

Bank keyHouse bk comm. data

House Bank Data

+ DME/EDI-data

House bank dataBank country

Company Code


Bank key

...

House Bank-ID

...

...

��Banks used by your company to complete transactions are defined as house banks. House banks are created in Customizing and contain information such as bank master data, data for electronic payments, the bank accounts for each house bank and the G/L accounts per bank account.

��Based on the house bank ID and the bank types (suggestion: use, if possible, logical abbreviations for the house bank ID and bank types to simplify the use for other users) the payment program determines the banks to be used.

© SAP AG AC200 3-55

SAP AG 1999

Customer/Vendor Master Data

Bank country

Clientlevel

Address

Control data

Bank Master Data

Customer/Vendor

Clientlevel

Bank Details

Banks

Bank keyHouse bk comm. data

House Bank Data

+ DME/EDI-data

House bank dataBank country

Company Code


Bank key

House Bank-ID

......

...

Ctry Bank key Account

CollectionBank type

��Bank master data can be created four ways:

y�When entering bank information in the customer or vendor master record, or in the house bank configuration:

y�Using the Create Bank transaction in the Accounts Receivable/Payable master record menu

y�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. It should be updated regularly.�

y�For customers using the lockbox functionality, a batch input session can be created that automatically updates customer banking information in the master record.

��When entering bank information in customer or vendor master records, you can use the information already stored in the bank directory for previously entered banks. You merely have to enter the country and the bank key; the system then establishes the name and address of the bank.

��In customer and vendor master records, the “ Bank type” field is used to distinguish between different banks. If invoices are being processed and the customer/vendor has more than one bank, the user can select one of the banks in the partner bank field using the match code.

© SAP AG AC200 3-56

SAP AG 1999

Bank Account in SAP System

Bank acc. data

House Bank-IDAccount-ID

CurrencyG/L-Account

Bank account

Bank Accounts (1)

Bank accountat house bank

��Each bank account is represented in the SAP System via a combination of house bank ID and account ID. This combination is entered in a G/L account (next slide), which represents the bank account in the General Ledger.

© SAP AG AC200 3-57

SAP AG 1999

Bank Accounts (2)

G/L Account

Bank/Fin. details House bank

Account controlAccount no

Account currencyBank acc. data

House Bank-IDAccount-ID

Bank Account

CurrencyG/L-Account

Bank account

Account ID

Bank accountat house bank

��Bank accounts that are managed by house banks have to be defined as well. 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 G/L account which reflects the postings on your bank account in the general ledger.

��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.

© SAP AG AC200 3-58

SAP AG 1999

Master Data: Summary

z G/L accounts consist of a chart of accountsegment and a company code segment

z Customer/vendor accounts consists of generaldata, company code data and sales/purchasingdata.

z Account groups control the appearance of masterrecords.

z Bank master data must be defined for all bankdetails used in the system.

© SAP AG AC200 3-59

Exercises

Unit: Master Data Topic: General Ledger Accounts

In this exercise you will

• Create and use a chart of accounts

• Create general ledger accounts

• Create account groups

• Check your knowledge about general ledger accounts

The accounting executive has requested the enterprise’s chart of accounts be based on the standard R/3 template for its country.

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 local currency approved by the accounting executive. The expense account numbers must fall within the range of AE0000 to AE9999. The disbursement account numbers must fall within the range CD0000 to CD9999.

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

________________________________________________________________

1-2 Create the chart of accounts segment, C##, for your company code by copying the standard template for your country. Use the description "Chart ##." Next, assign your company code GR## to chart of accounts C##.

You will then see a message stating “You have not printed the proposal list yet. It can only be printed prior to copying. Do you still want to copy?

Select Yes!

Afterwards, assign company code GR## to your chart of accounts C##.

1-3 The accounts in an existing company code are already configured for your country. To create the accounts, copy that company code’s segments to GR##. Your instructor will provide you with the company code to copy from. Perform a test run first, then a productive run.

© SAP AG AC200 3-60

Select Enter if you receive the warning that the company codes have different chart of accounts.

Select Enter if you receive a message stating that you are making a production run.

1-4 When you copied the chart of accounts the system also copied the account groups to your new chart of accounts. For the general ledger accounts mentioned in the business scenario the accounting department needs two special account groups, one for the expenses and one for the disbursements.

Copy within your chart of accounts the account group "ERG." to the new account groups AE## and CD## with the descriptions "Authorizted expenditures ## and Cash payments ##" - change the number range accordingly, AE0000-AE9999 and CD0000-CD9999.

1-5 Create 3 general ledger accounts: 2 for authorized expenses (one for entertainment expenses and on for rental cars) and one for cash disbursements. Use a reference account when creating the account. The course instructor will provide you with the number. Use the new account group G## for the new accounts. Then, display the chart of accounts for your company code.

Account number: AE01##, AE02##, CD03##

Reference number: Listed on the data sheet

1-6 Name the possible field status definitions in the order of their priority:

________________________________________________________________

________________________________________________________________

1-7 Different company codes are able to use the same _________________.

1-8 The _________________ controls field display on the company code section of the GL master record.

1-9 _________________ sum up the transaction figures of their assigned sub-ledgers.

1-10 True or false

1-10-1 Reconciliation accounts are updated on a daily basis.

_____________

1-10-2 It is always possible to display the line items of a G/L account.

_____________

1-10-3 G/L accounts with open item management need to have line item display active.

© SAP AG AC200 3-61

_____________

1-10-4 G/L accounts that are managed in local currency can only be posted to in this currency.

_____________

1-10-5 G/L accounts that are managed in a foreign currency can only be posted to in this foreign currency.

_____________

1-10-6 If company codes use different operating charts of accounts, no cross-company code controlling is possible.

_____________

© SAP AG AC200 3-62

Master Data Exercises

Unit: Master Data Topic: Customer/Vendor Accounts


• Create customer/vendor account groups

• Create customer/vendor accounts

• Check your knowledge about customer/vendor accounts

Customer and vendor master data are created by the accounting department.

Customer accounts:

• Account number shall be assigned automatically

• Payment terms always need to be provided by the accounting clerk

Vendor accounts:

• Account number shall be assigned by the clerk

• The AP supervisor wants to be able to work with advanced searching capabilities: both search terms need to be filled in for.

• Verify that search term A is a sensitive field for changes

Please don’t change the number ranges since they are valid for all company codes!

2-1 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.

2-2 Create a regular customer with the new account group D##. Complete the following fields with the data below: Search term: GR## Group: AC200 Reconciliation account: Trade Receivables - domestic Payment terms: 0002

2-3 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 requirement in the business scenario. Assign the number range XX to the account group. Note: XX is the number range, NOT your group number!

© SAP AG AC200 3-63

2-4 Create a regular vendor, Vendor ##, with the new account group K##. Complete the following fields with the data below: Search term: GR##

(You just remembered that it is not possible to enter a second term. Why is this? -- Solution in exercise 2-5.)

Group key: AC200 Reconciliation account: Trade Payables Cash Management group (Planning group): A1 Payment terms: 0001

2-5 Upon further review of your master records, you find that one of the requirements was not fulfilled: both search terms could not be entered in the vendor master record.

2-5-1 Verify that the fields for search terms are required entries in the master record.

2-5-2 Verify that the field "Search term 2" was marked as a required entry in the account group.

2-5-3 What is the cause of the field not being displayed on the master record? Investigate the transaction dependent field status for creating vendor master records.

2-5-4 Investigate why this occurred. Hint: drill down on the text icon next to the IMG Activity.

2-6 On second thought, the accounting executive decides that the type of vendor will be recorded in the first search term it is in this e.g., supplies, equipment, etc. and the company code number in the second search term. The first search term is a sensitive field and the accounting supervisor must validate any changes to this field.

2-6-1 Make Search Term A a sensitive field.

2-6-2 Update your vendor master record with the new information

2-6-3 Confirm the changes that your neighbor made to their vendor master record.

2-7 A complete customer account consists of the following parts:

________________________________________________________________

2-8 A complete vendor account consists of the following parts:

________________________________________________________________

2-9 True or false

2-9-1 The customer/vendor accounts must always be maintained centrally.

_____________

2-9-2 One number range can only be assigned to one account group..

_____________

© SAP AG AC200 3-64

2-10 _________________ number assignment means that R/3 assigns the number automatically.

2-11 You maintain a customer/vendor master record _________________when you create both the FI and SD/MM segments simultaneously.

2-12 General ledger accounts have _________________ number assignment, whereas customers and vendor master records can have _________________ and _________________ number assignment.

2-13 There are _________________sections of the accounting segment of a customer/vendor master record. Bonus: list them

© SAP AG AC200 3-65

Master Data Exercises

Unit: Master Data Topic: Bank Master Data


• 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.

A new bank, "Piggy Bank", is founded and the enterprise decides to choose it as its house bank. They open an account at new bank with the account number 111111.

3-1 The new bank is not yet in the R/3 bank directory. Therefore, enter the new bank manually. The bank key will be given to you by your instructor.

3-2 Define the new bank as a house bank with the ID "HB##."

3-3 Create the bank account, AC##, and connect it to the general ledger account given to you by your instructor.

© SAP AG AC200 3-66

Solutions

Unit: Master Data Topic: General Ledger Accounts

1-1 Chart of accounts-segment

Company code-segment

1-2 Create a chart of accounts and copy the chart of accounts segment into your new chart.

IMG: Financial Accounting o General Ledger Accounting o G/L Accounts o Master Records o G/L Account Creation o Alternative Methods o Copy G/L Accounts o Copy Chart of Accounts


Accts in chart/accts √

FI account determination √

Remaining Selections BLANK

Select Enter.


Chart of accounts C##

Chart of accounts name Chart ##

Reference chart of accounts Listed on the data sheet

Chart of accounts o Check copying capability

You will be able to review the general ledger accounts you are about to copy. To continue and actually perform the copy, follow this menu path.

Chart of accounts o Copy chart of accounts

You will then see a message stating “You have not printed the proposal list yet. It can only be printed prior to copying. Do you still want to copy?

Select Yes!

Assign chart of accounts to company code.

© SAP AG AC200 3-67

IMG: Financial Accounting o General Ledger Accounting o G/L Accounts o Master Records o Preparations o Assign Company Code to Chart of Accounts

Enter the following values for your company code:


Chrt/accts C##

Select Save.

1-3 Copy company code segments of the chart of accounts.

IMG: Financial Accounting o General Ledger Accounting o G/L Accounts o Master Records o G/L Account Creation o Alternative Methods o Copy G/L Accounts o Copy Company Code


Company code GR##

Copy from Company Code Listed on the data sheet

Select Execute.

Choose Enter if you receive the warning that the company codes have different chart of accounts.

Do not forget to deactivate the "Test run" indicator in the program control prior to the update run.

Choose Enter if you you receive a warning that you are executing an update run.

Review the list of accounts that are about to be copied.

Select the green arrow to return to the main copy menu.

Remove the flag from the Test Run checkbox and Execute the program again to actually copy the general ledger accounts.

Checklist

You’ve just created your chart of accounts by copying an existing chart and then assigned it to your company code.

1-4 Copy G/L account group.

IMG: Financial Accounting o General Ledger Accounting o G/L Accounts o Master Records o Preparations o� Define Account Group

Scroll down to your chart of accounts C##.

© SAP AG AC200 3-68

Select the All, all accounts, and ERG, P&L accounts for your chart of accounts.

Follow this menu, Edit o Copy as.. and overtype the following information:


Overtype the ERG account group with this information…

Acct group AE##

Description Authorized Expenses ##

From account AE0000

To account AE9999

Overtype the SAKO account group with this information…

Acct group CD##

Description Cash disbursements##

From account CD0000

To account CD9999

Select Enter and then Save.

1-5 Create General Ledger Account (Expense Accounts):

Easy Access Menu: Accounting o Financial accounting o General ledger o Master records o�Individual processing o� Centrally

Or transaction code: FS00


G/L account AE01##

Company code GR##

Choose "G/L account -> Create with reference".


Account number Listed on the data sheet

Company code GR##

Select Enter.


Account group AE## (only the description will show on screen)

Short text Entertainment

Long text Entertainment Expense

© SAP AG AC200 3-69

Select Save.

Repeat this process to create the additional expense account AE02## for Sport’s Car Rental Expense.

Create General Ledger Account (Cash Disbursement Accounts):

Easy Access Menu: Accounting o Financial accounting o General ledger o Master records o�Individual processing o�Individual Processing oCentrally



G/L account CD##

Company code GR##

Choose "G/L account -> Create with reference".


Account number Listed on the data sheet

Company code GR##

Select Enter.


Account group Cash Disbursements ##

Short text Disbursements GR##

Long text Cash Disbursements GR##

Select Save.

Display your chart of accounts:

Easy Access Menu: Accounting, Financial Accounting, General Ledger, Information System, General Ledger Reports, Master Data, G/L Account List, Drill down on G/L Account List

On the selection screen, enter the following information…


Chart of Accounts C##

Company Code GR## Select Execute.

This report shows you master record details of every general ledger account. Scroll down to the end of the report to see your new G/L accounts. The system sorts from 01 to ZZ, i.e. numbers first, letters second.

© SAP AG AC200 3-70

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 title.

You will learn more about running reports in a later unit.

Checklist

You’ve just added three new general ledger accounts to your chart of accounts and ran a report to review the chart of accounts for your company code.

1-6 Suppress

Display

Required Entry

Optional Entry

1-7 Chart of accounts

1-8 Account Group

1-9 Reconciliation Accounts

1-10 True or false

1-10-1 False. The reconciliation accounts are real-time, up-to-date.

1-10-2 False. It is only possible to display the line items if the account is managed with active line item display.

1-10-3 True.

1-10-4 False. G/L accounts in local currency can be posted in any currency.

1-10-5 True.

1-10-6 True. Cross-company code controlling is possible if the same operating chart of accounts is used for each company code.

© SAP AG AC200 3-71

Master Data Solutions

Unit: Master Data Topic: Customer/Vendor Accounts

2-1 Create account group for customers.

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Customer Accounts o Master Records o Preparations for Creating Customer Master Records o Define Account Groups with Screen Layout (Customers)

Select “KUNA General customers”

Edit o Copy as...

Overtype the following data:


Account group D##

Description Customers ##

Drill down on “Company code data” to edit the field status.

Drill down on Payment transactions.


Terms of payment Required Entry

Select Save.

Assign number range to account group:

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Customer Accounts o Master Records o Preparations for Creating Customer Master Records o Assign Number Ranges to Customer Account Groups


Group D##

Number range 02

Select Save.

2-2 Create customer.

Easy Access Menu: Accounting o Financial accounting o Accounts receivables o Master records o Create

© SAP AG AC200 3-72


Account group D## - Customers ##(only the description will show on the screen)

Customer Blank

Company code GR##

Reference customer Blank

Reference company code Blank

Select Enter.

Address Tab:


Name Your choice. Be Creative!

Street/House Number Your choice

Search term 1/2 GR##

Postal Code/City Your choice

Country/Region Your country

Select the Control data tab.


Group AC200

Select the Company code data pushbutton.

Select the Account management tab


Recon. Account Select the drop down box and select Trade Receivables - domestic

Select the Payment transactions tab.


Terms of payment 0002

Select Save.

Record your customer number: __________________________

2-3 Create account group for vendors.

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Define Account Groups with Screen Layout (Vendors)

Select "KRED Vendors."

Edit o Copy as...

© SAP AG AC200 3-73

Overtype the following values:


Account group K##

Description Vendors ##

Drill down on “ General data” to edit the field status.

Drill down on Address.


Search Term B Required entry

Select Save.

Assign number range to account group:

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Assign Number Ranges to Vendor Account Groups


Group K##,

Number range XX

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

Select Save.

2-4 Create a regular vendor

Easy Access Menu: Accounting o Financial accounting o Accounts payables o Master records o Create


Vendor Vendor##

Company code GR##

Account group K##

Select Enter.

Address Tab:


Name Your choice. Be Creative!

Street/House Number Your choice

Search term 1 GR##

Search term 2 Vendor’s last name

Postal Code/City Your choice

Country/Region Your country

© SAP AG AC200 3-74

(You may have noticed that you cannot enter a second search term. Why is this the case? The answer is found in exercise 2-5!)

Goto o Next screen


Group AC200

Goto o Next screen, "Payment Transactions"

Goto o Next screen, "Accounting Information, Accounting"


Recon. Account Select the drop down box and select Trade Payables

Cash mgmnt group A1

Goto o Next screen, "Payment Transactions, Accounting"


Payt terms 0001

Select Save.

2-5 Upon further review of your master records, you find that one of the requirements was not fulfilled: both search terms were not filled out on the vendor master record.

2-5-1 Verify that the field was a required entry on the master record.

Easy access menu: Accounting o Financial Accounting o Accounts Payable o Master Records o Change


Vendor Vendor ##

Company Code GR##

Address √

Select 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.

2-5-2 Investigate vendor account group field status: verify that the field is marked as a required entry.

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Define Account Groups with Screen Layout (Vendors)

Drill down on your account group K##.

© SAP AG AC200 3-75

Drill down on “ General data” to view the field status.


Verify the following data.



2-5-3 Investigate transaction dependent fields status: verify that the field is marked as a required entry.

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Define Screen Layout per Activity (Vendors)

Drill down on “ Create Vendor (Accounting).”

Drill down on “ General data” to view the field status.


Verify the following data. If this is not the entry, make the correction.



Select Save.

Verify the same information for the Vendor Change transaction. Green arrow back to the overview screen Drill down on “Change Vendor (Accounting)” Drill down on “General data” to view the field status. Drill down on Address Make sure the Search Term B is a required entry Save.

2-5-4 Hiding a field has the highest priority, followed by a display field, a required field and then an optional field. The result:

Account Group Required

Transaction Hide

Result Hide

© SAP AG AC200 3-76

2-6 Accommodate changes in master data requirements.

2-6-1 Validate that Search Term A a sensitive field.

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Define Sensitive Fields for Dual Control

Select New Entries.

Select the down arrow and drill down on Search Term A.

Select Save.

Defining sensitive fields is not company code specific. Consequently, this field may have already been set up by your instructor or another participant.

2-6-2 Change vendor master record.

Easy access menu: Accounting, Financial Accounting, Accounts Payable, Master Records, Change


Vendor Vendor ##

Company Code GR##

Address 9

Select Enter.


Search term 1 Supplies

Search term 2 GR##

Select Enter at the information message telling you that your changes need to be confirmed.

Select Save.

2-6-3 Confirm vendor master record changes.

Easy access menu: Accounting, Financial Accounting, Accounts Payable, Master Records, Confirmation of change, Single


Vendor Vendor ## of your neighbor

Company Code GR## of your neighbor

Select Enter.

© SAP AG AC200 3-77

Select the “ Changes to sensitive fields” pushbutton to review the changes. Drill down several times on the field name to see detailed information about the change.

Select the green arrow to the main screen.

Select the Confirm pushbutton to confirm your neighbor’s change.

Select Save.

Checklist

You have just..

♦ 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 on the vendor master,

♦ made a change to your vendor,

♦ and confirmed your neighbor’s changes to their vendor master.

2-7 General data


Sales area segment

2-8 General data


Purchasing organization segment

2-9 True or false

2-9-1 The customer/vendor accounts must always be maintained centrally.

False. Customer/vendor accounts can be maintained centrally or de-centrally.

2-9-2 One number range can only be assigned to one account group.

False. A number range can be assigned to several account groups.

2-10 Internal

2-11 Centrally

2-12 G/L: external Customers and vendors: internal and external

2-13 Seven. General Data: Address, Control, Payment Transactions, Company Code Data: Accounting Info, Payment Transactions, Correspondence, Withholding Tax (Vendor)/Insurance (Customer)

© SAP AG AC200 3-78

Master Data Solutions

Unit: Master Data Topic: Bank Master Data

3-1 Create bank master record.

Easy Access Menu: Accounting o Financial accounting o Banks o Master data o Bank master record o Create


Bank country course country

Bank key Listed on the data sheet

Select Enter.


Bank name Piggy Bank

Region Your choice

Street Your choice

City Your choice

Branch Your choice

Select Save.

3-2 Define house bank.

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


Company code GR##

ENTER

Edit o New entries


House banks HB##

Bank country course country

Select Enter.


Bank key Bank key of your business bank

Select Save.

© SAP AG AC200 3-79

3-3 Create bank account.

IMG: Financial Accounting o Bank Accounting o Bank Accounts o Define house banks


Company code GR##

Select your house bank HB##.

Double-click on the bank accounts

Edit o New entries


House bank HB##

Acct ID AC##

Text Bank account ##


Bank account 111111

Currency local currency

G/L account Listed on the data sheet

Select Save.

Enter bank account ID into G/L account.

Easy Access Menu: Accounting o Financial accounting o General ledger o Master records o Individual Processing o Centrally



Acct number Listed on the data sheet

Select the Create /bank/interest tab

G/L account -> Change


House bank HB##

Account ID AC##

Select Save.

© SAP AG AC200 3-80

Checklist

You have just…

♦ added your bank to the bank directory,

♦ designated your bank as a house bank,

♦ created a bank account for your bank,

♦ and associated a general ledger account to your house bank.

© SAP AG AC200 4-1

SAP AG 1999

Document Control

z Overview

z Document Header� Document Types� Document Number Ranges

z Line Items� Posting Keys� Field Status in Posting Keys� Field Status Groups

z Posting Periods

z Posting Authorizations

z Basic FI Documents

© SAP AG AC200 4-2

SAP AG 1999


Document Control: Objectives

z Classify and reconcile R/3 documents with theoriginal documents

z Influence the fields of document header and lineitems

z Open and close posting periods

z Assign posting authorizations to users

z Post basic FI-documents

© SAP AG AC200 4-3

SAP AG 1999

Document Control: Business Scenario

z Every day hundreds of financial documents arecreated in the enterprise. To support the filingof original documents, the documents have tobe divided into several categories.

z Different financial business transactions needdifferent data within the documents. Someextra data may even be required for specialpostings.

z The accounting department wants to be surethat it is impossible to post to a previousposting period.

z Head accountants should have more postingauthority than their staff.

© SAP AG AC200 4-4

SAP AG 1999


Document Overview: Objectives

z Display FI documents

z Describe the structure of FI documents

© SAP AG AC200 4-5

SAP AG 1999

The R/3 FI Document

Items

Document

PK

PK

Overview Detail

Additional Details

Line Item 1 / Account

Document Number Company Code Fiscal YearDocument Date Posting Date PeriodCurrency ... .....

001

002

Acct

Acct Description

Description Amount

Amount

+

-

.... .

Header

Amount Tax Code

Business Area Cost CenterText...

DT

PKPK

��The R/3 system uses the document principle: Postings are always stored in document form. The document remains as a complete unit in the system until it is archived.

��A document is identified by the combination of

y�document number

y�company code

y�fiscal year

��The R/3 FI document consists of

y�a document header (information which applies to the entire document)

y�2 to 999 line items (information which is specific to that line item). When posting documents via the AC interface (for example from SD, MM, or other applications), FI line items are created, which are identical in almost every field. If you wish to summarize FI documents, follow the instructions in note 36353 and see the reference to other notes.

��The header and the line items can also be shown in detail.

��Two of the most important control keys are:

y�the document type for the header

y�the posting key for the line items

© SAP AG AC200 4-6

SAP AG 1999

The SAP Document Principle

BALANCE SHEET PROFIT & LOSS

Assets Liabilities & Equity Revenues

Expenses

70000 Common Stock

113100 Citibank

113200 Fuji Bank

1000000

800000

200000

Document No: 88675Date: 05.06.199XCompany Code: XXXXCurrency: $$$ ....

Debit Credit

Stock 1000000Citibank 800000Fuji Bank 200000

Total: 10000001000000

DOCUMENT

��The R/3 system records at least one document for every business transaction. Each document receives a unique document number.

��R/3 can assign the document numbers (= internal assignment) or the user can assign the number at document entry time (= external assignment).

��A business event might trigger more than one document within R/3. When goods are received from a vendor, a material document is created to keep track of details important to inventory tracking. An accounting document is created to track financially relevant information, such as G/L accounts and amounts.

��Many business events occur throughout R/3 for which a document is created, but no accounting document is produced because there is no financial impact. An example of this would be a purchase order.

��R/3 will link related documents together in the system, to provide a complete picture of any business transaction within the system.

��With report RFBELJ00, you can you can create a compact document journal that contains the most important data for the documents selected. This journal contains information for the document headers and line items and displays them in table form.

��You can use the programs RFBUEB00 and RFBUEB01 to search for document in the system.

© SAP AG AC200 4-7

SAP AG 1999


Document Header: Objectives

z Classify documents by the use of document types

z Use the document type to control the documentheader

© SAP AG AC200 4-8

SAP AG 1999

Document Types

VendorInvoice

Original Documents R/3 Documents

Customer

DZ 0000123456

Items

Vendor

Invoices

1000000000 -

1999999999

KR

No. 1112 Vendor

KR

Items

1000234567

Customer

Payments

0000000000-

0999999999

DZ

Ref. No. 1112

G/L

G/L

CustomerPayment

��The document type controls the document header and is used to differentiate the business transactions to be posted, e.g. customer invoice, vendor payments, etc. Document types are defined at the client level and are therefore valid for all company codes. The standard system is delivered with document types which can be used, changed, or copied.

��Major controls of document types are:

y�the number range of document numbers, and

y�the account types allowed for posting

��Document type further controls:

y�the field status of the header fields “Text” and “Reference Number”, and

y�if invoices are posted with the net method.

��In the procedure recommended by SAP for filing original documents, the document type controls document filing. Always store the original documents under the number of the data processing document. If the original document has an external number:

y�enter the external number of the original document into the reference number field in the header of the data processing document, and

y�record the data processing document number in the original document.

© SAP AG AC200 4-9

SAP AG 1999

Important Standard Document Types

Customer

InvoicesDR Customer

Credit

MemosD

G Customer

PaymentsDZ

G/L account

PostingsSA

Vendor

InvoicesKR Vendor

Credit

Memos

KG Vendor

PaymentsKZ Vendor net

invoices

and credit

memos

KN

General

DocumentsAB

��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 R/3 billing system, the standard system uses the document types:

y�RV, the default document type for SD billing documents (customer invoices).

y�RE, the default document type for MM billing documents (vendor invoices).

��When internal number assignment is used, the system assigns a new number to each document in the Financial Accounting component. In external number assignment, the system transfers the billing document number to the FI document as long as this number has not already been assigned.

��The payment program uses the document type ZP for its automatic postings.

© SAP AG AC200 4-10

SAP AG 1999

0000000000

1000000000

2000000000

3000000000

4000000000

5000000000

6000000000

7000000000

8000000000

9000000000

9999999999

internalnumberingdefined per fiscalyear

external numbering

internal numberingdefined until fiscalyear in the future

current numbers

1998

current numbers

Document Number Ranges

1999 2000 2001...

00

01

02 EX02

SB01

DR00

��The document number range defines the allowable range in which a document number must be positioned and cannot overlap.

y�Internal numbering: The system stores the last used document number from the number range in the field “ current number” and takes the subsequent number for the next document (examples 00 and 01 above)

y�External numbering: The user enters the original document number, or the number is transferred automatically from a pre-invoicing system. The numbers usually are not used in sequence and therefore the system cannot store a “ current number” (example 02). The numbers may be alphanumeric.

y�The document number range has to be defined for the year in which it is used. Document number ranges can be defined:

y�until a fiscal year in the future: At the beginning of each fiscal year the system continues to take the next number after the “ current number” . It does not restart at the lower limit.

y�per fiscal year: At the beginning of each fiscal year the document numbering starts again at the lower limit. This helps to avoid reaching the upper limit of a range.

��One number range can be assigned to several document types. You have the option of copying the interval from other document number ranges of one company code to a different company code, as well as copying an interval from one fiscal year to a different one.

��Using report RFNUM00, you can find the gaps in the document number assignment.

© SAP AG AC200 4-11

SAP AG 1999


Line Items: Objectives

z Describe the control functions of posting keys

z Explain how the field status of a line item’s fieldsis influenced.

© SAP AG AC200 4-12

SAP AG 1999

Additional Details

Line Item 1 /

Account

Amount

Detail view The posting keyhas controlfunctions within theline items.

Functions of the Posting Keys (1)

Tax Code


BSBS

© SAP AG AC200 4-13

SAP AG 1999


1. To which type of accountthe line item can be postedto

Detail view The Posting Key hascontrol functionswithin the line items.It controls:

Account 1. S, D, K, A, M ?

Additional Details

AmountTax Code


Line Item 1 / BSBS

© SAP AG AC200 4-14

SAP AG 1999


1. To which type of accountthe line item can be postedto

Detail view The Posting Keyhas controlfunctions within theline items. Itcontrols:

2. if the item is posted as adebit or credit

Line Item 1 / PK

Account

Amount

1. S, D, K, A, M ?

2. debit, credit ?

Additional Details


Tax Code

© SAP AG AC200 4-15

SAP AG 1999


1. on which type of accountthe line item can be postedto

Detail view The Posting Key hascontrol functionswithin the line items.It controls:

2. if the item is posted as adebit or credit

3. the field status of additionaldetails

Line Item 1 / PK

Account

Amount

1. S, D, K, A, M ?

2. debit, credit ?

3. Field Status ?

Additional Details


Tax Code

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

��In addition to the above mentioned control functions, the posting key indicates:

y�whether the line item deals with a payment transaction or not. This information is required in analyzing payment history and creating payment notices.

y�whether the sales figures of the account should be updated by the transaction, e.g. when posting a customer invoice.

��Posting keys have been enhanced with the new Enjoy SAP functionality. In the standard transactions, posting keys are labeled “ debit” and “ credit” . In Customizing, R/3 delivers the following default values:

y�For GL Transactions: “ debit” is posting key 40, “ credit” is posting key 50.

y�For Customer Invoices: “ debit” is posting key 01, “ credit” is posting key 50.

y�For Vendor Invoices: “ credit” is posting key 31, “ debit” is posting key 40.

© SAP AG AC200 4-16

SAP AG 1999

The field status within a FI-document is controlled by threefactors...

Field Status within a FI-Document

z the account type

z the field status of the posting key

z the field status of the account

��The text above only applies to the standard entry functions not for special or fast entry functions.

© SAP AG AC200 4-17

SAP AG 1999

yes

no suppress

Document Field Status (1)

Field

relevant for postings on accounts of this type?

© SAP AG AC200 4-18

SAP AG 1999

Field

Posting key-

dependent field

status

?

yes

no suppress

Posted with whichposting key?

PK ...

PK ...



© SAP AG AC200 4-19

SAP AG 1999

Field

Account-

dependent

field status

Posting key-

dependent field

status

?

Priority

Priority

Accountyes

no suppress

Posted with whichposting key?

Posted onwhich account?

PK ...

PK ...



��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 field status.

��As a general rule, you customize the account-dependent field status on general ledger accounts. For customer and vendor processing, you customize the field status on the posting key as necessary.

��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 of the rule above:

y�If business areas shall be used, the field “business area” has to be ready for input. It is switched on by enabling business area balance sheets for the company code. With the field status, you can only decide if it shall be a required or an optional entry field.

y�Tax fields are only ready for entry if the G/L account is set up as tax-relevant.

��The field status definitions ” suppress” and ” required entry” cannot be combined. This combination causes an error.

© SAP AG AC200 4-20

SAP AG 1999

Field Status Groups

0001G001

G002

Expense Account

G003

GR01

General Accts.

.

.

.

Revenue Accts....Material Accts....

Document Entry ControlField Status Group G001

Account number 8090

Document Entry ControlField Status Group G001

Account number 1222

Document Entry ControlG001

Account number 1111

Field Status Groups Variant Comp. Code

GR02GR03

.

GR04GR05:.

Field Status Group

Text: Optional…

Cash AccountsText: Required

Allocation: Opt.Cost Center: Sup.

. . .

Text: Optional

Allocation: Opt.Cost Center: Req.

. . .

��For each category of general ledger account, e.g., cash accounts, expense accounts, you need to determine the status of every document entry field. Will text be required, suppressed or optional for document entry when using these GL accounts? Will cost center be required, suppressed or optional for document entry when using these GL accounts? Etc. etc.

��These “ rules” are grouped into field status groups for each category of general ledger accounts.

��Field status groups are assigned on the respective general ledger master records.

��The field status groups are collected under 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, the same field status variant is assigned to all of your company codes so that the same “ rules” apply across company codes..

��R/3 delivers a standard set of field status groups. It is recommended to copy the standard delivered field status groups and modify as necessary.

��If a document is posted to a sub ledger account, the field status group of the reconciliation account will apply.

© SAP AG AC200 4-21

SAP AG 1999

010203040506070809

Customers

111213141516171819

313233343536373839

Vendors

212223242526272829

50909193949596

G/L

40808183848586

75

Assets

70 99

Materials

89

For G/L-Postings out ofMaterials Management

Standard Posting Keys

��SAP recommends that you use these standard delivered posting keys. If you change them or define new posting keys, all tables containing a reference to these keys must also be maintained.

��Posting keys for assets and materials may only be used if the corresponding SAP components are implemented.

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

y�Since the sub ledger accounts do not have a field status group, differentiation in the sub ledger postings is mainly made by different posting keys. Therefore, there are a lot of posting keys for sub ledger postings.

��In general ledger postings differentiation is mainly made by different field status groups. Therefore, only two posting keys (40 and 50) are needed for general ledger postings.

© SAP AG AC200 4-22

SAP AG 1999


Posting Periods: Objectives

z Open and close posting periods for one or severalcompany codes

z Describe how certain account types can be openand closed differently

© SAP AG AC200 4-23

SAP AG 1999

Open posting periods duringthe fiscal year

Open posting periods during theclosing procedure

Posting Periods

0102

03

04

050607

1211

10

09

08

1514 1613

0102

03

04

050607

1211

10

09

08

open

open

open

��Posting periods are defined in the fiscal year variant.

��To prevent documents from being posted to a wrong posting period, desired periods can be closed.

��Usually the current posting period is open and all other periods are closed. At the end of a period it is usually closed and the next period is opened. A period is opened by entering a range into the posting period variant which encompasses this period. It is possible to have as many periods open as desired.

��During the procedure of financial closing, some special periods may also be open for closing postings.

��During the time of the closing procedure, two period ranges have to be open at the same time. Therefore, two period ranges can be entered in the posting period table.

© SAP AG AC200 4-24

SAP AG 1999

CompanyCode 1000

CompanyCode 2000

CompanyCode 3000

CompanyCode 4000

Posting PeriodVariant

The Posting Period Variant

��Several company codes can use the same posting period variant. The closing and opening of periods is then done at the same time for all assigned company codes, thus making period maintenance easier.

© SAP AG AC200 4-25

SAP AG 1999

Items001 PK

002 PK . . . . . .

Document Header +

S, D, K, A, or M

S, D, K, A, or M

Account Types From Acct To Acct

ZZZZZZZZZ

ZZZZZZZZZ

FI-Document

General ledger accounts

Period Checks per Account Type

��At the document header level, R/3 checks the periods that are allocated to the account type “ +” . This is the first check. Therefore the account type “ +” must be open for all periods which are supposed to be open for any other account type. The account type “ +” is the minimum entry in the posting period variant.

��Posting periods can be handled differently for different account types, i.e. for a certain period, postings on customer accounts may be possible while postings on vendor accounts may not.

��At the line item level, R/3 checks the account type of the posting key to verify that the period is open for the assigned account type.

��The account range always contains G/L accounts. By entering certain reconciliation accounts behind sub ledger account types, these sub ledger accounts can be treated differently than accounts which have a different reconciliation account.

© SAP AG AC200 4-26

SAP AG 1999

0102

03

04

050607

1211

10

09

08

1514 1613

open

open

Open posting periods during theclosing procedure

Range 1

Range 2

Optional:Authorization group restricts posting authorization to special users

Two Period Ranges

��During the time of the closing procedure two period ranges have to be open at the same time. Therefore, two period ranges can be entered in the posting period table.

��An authorization group may be assigned to the first range. Then, only users belonging to this authorization group have the permission to post into the first period range. It makes sense to use the first range for the special periods and authorize only the accountants involved in closing to post into the special periods.

��The user must have the authorization for the authorization object F_BKPF_BUP (accounting document: authorization for posting periods) with the same value in the field “ authorization group” as in the posting period table.

© SAP AG AC200 4-27

SAP AG 1999

Determining the Posting Period when Posting

Entry

Display of thetransaction figuresof the account perperiod

Balance display 2000Period...101112...

Debit

0.002,412.00

0.00

Credit

0.0015,411.00

0.00

06.11.2000

12.11.2000

KR

Vendor##

Basic data Payment Tax Detail Note

InvoiceTransaction Balance

VendorInvoice datePosting dateReference

Doc.type

Systemcalculates Doc.type.............

Period.................Fiscal year..........

KR112000

Accounting document

��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 determined posting period is entered in the document and the transaction figures for this posting period are updated.

��If you display the balances of an account, the transactions figures for the posting periods are displayed.

© SAP AG AC200 4-28

SAP AG 1999


Posting Authorizations: Objectives

z Control the amounts that special groups ofaccounting clerks are allowed to post

© SAP AG AC200 4-29

SAP AG 1999

The maximum amounts are defined per companycode in “tolerance groups.” This is also where theprocessing of payment differences is controlled.

GroupCompany CodeCurrency

Amount per documentAmount per open item account itemCash discount per line item

Upper limits for posting procedures

Permitted payment differences ...

Maximum Amounts

��In this section we are focusing on the “Upper limits for posting procedures” within tolerance groups.

��Here, it is possible to enter an upper limit for

y�the total amount per document

y�the amount per customer/vendor item

y�the cash discount percentage a user with this tolerance group is able to grant.

��The currency is the company code currency.

© SAP AG AC200 4-30

SAP AG 1999

GroupCompany CodeCurrency

Low limitsUpper limits for posting procedures

Higher limitsUpper limits for posting procedures

Accounting clerks

Chief accountant

Assigning Posting Authorizations

Group BossCompany CodeCurrency

��You can create as many tolerance groups as you like. Every user can be explicitly assigned to a tolerance group.

��If a user is not assigned to any special tolerance group, then entries in the tolerance group “____” are valid for them. This is the default tolerance group.

��Usually the tolerance group “____” contains values which are to be valid for the largest group of employees.

��For any employees who have especially high or low limits, a special tolerance group should be created and assigned to their user logon ID’s.

© SAP AG AC200 4-31

SAP AG 1999


Basic FI Documents: Objectives

z Post basic FI documents

© SAP AG AC200 4-32

SAP AG 1999

Basic R/3 FI Postings

5002

200000

Customer

220000 550011 2

Sales

Output tax

Vendor

1100 110000 112

Input tax

11

Expense

11

2

5000

Cash

5000

Bank

11 11

2

100000

11 10000

21000

100 2

1120000

50002

z G/L account postings

z Vendor invoices andcredit memos postings

z Customer invoices and credit memo postings

��The R/3 Financial module uses one document posting transaction for a lot of different postings, e.g.

y�General Ledger Account Postings

y�Accounts Receivable Invoice Postings

y�Accounts Receivable Credit Memo Postings

y�Accounts Payable Invoice Postings

y�Accounts Payable Credit Memo Postings

© SAP AG AC200 4-33

SAP AG 1999

Basic FI Posting: Header and 1st Line Item

06.06.2000

06.06.2000

5 000

DR

USD

Account #

IDES Company Code

I0 AP Tax Exempt

Basic Data Payment Tax Details Notes

Transaction Invoice

Isis T. Greaca

230 Sterling AveChicago IL 60610United States

Customer:

Bank Account:994885992

CustomerInvoice datePosting dateReferenceAmountTax Amount

TextCompany Code

Doc. type

��The design of the R/3 posting transaction for G/L, A/P and A/R document entry has been changed to enable the user to make postings quicker and easier, with as little training as possible. The new entry transactions display the most important input fields on one screen.

��You enter the general data for the document in the document header. This information includes the invoice and posting dates, text, and so on. For the entry of incoming invoices and credit memos, you can define a document type per transaction. This document type then appears as the general default value. You can change the default document type at any time, as long as the document type field is an entry field. If you do not define a default document type, the system provides standard document types as the default, such as KR for vendor invoices.

��Important entry fields are in the foreground on a tab page. Less often used fields are on the tab pages that are not displayed.

��With A/P and A/R invoices, the business partner account data is entered in this section along with the invoice or credit memo amount. When selecting enter, the business partner master data is also displayed such as the account name, address and bank details. Additional information about the business partner, such as open line items, can be displayed by selecting the open items icon.

��In addition to the header and line item data (see the next slide), you have an information area that shows the display balance.

��Via the “ Tree on” button, you can access the entry variants, account assignment models, and noted documents, which can be used as templates. The user can navigate in the tree structure on the left hand side of the screen.

© SAP AG AC200 4-34

SAP AG 1999

06.06.2000

06.06.2000

5 000

DR

USD

Account #

IDES Company Code

I0 AP Tax Exempt

Basic Data Payment Tax Details Notes

Invoice

Isis T. Greaca

230 Sterling AveChicago IL 60610United States

Basic FI Posting: Additional Line Items

TransactionTransaction

CustomerInvoice datePosting dateReferenceAmountTax AmountText

Company Code

Doc. type

Bank Account:994885992

Customer:

G/L Acct. Short Text D/C Doc. Curr. Amt Tax Code...

475000 Expense Acct Debit 5 000 I0

Debit

Debit

...

��Enter the additional line item data in the table contained in the lower section of the screen. The account names are displayed after the entry is made and confirmed.

��You can select various fields and columns and can change the with and order of the columns and fields. You can also copy line items.

��In the top hand section of the screen, you can choose between Park, Post or Note, to complete the document entry, once the document balances.

��The previous transactions for entering postings are still available in the system.

��You can complete complex postings by going to the existing posting transaction for complex postings. From this transactions, you cannot return to the initial screen.

��You can enter a text for each document line item. This item can be used internally or externally. If you want to use the texts for external purposes, such as the output of correspondence, dunning notices, payment advice notes, and so on, enter a “ *” prior to the text. The “ *” is removed when the information is printed.

��In the configuration, you also have the option of entering standard texts under four-digit keys. These texts are included in the line item if the related key is entered in the text field during document entry.

© SAP AG AC200 4-35

SAP AG 1999

Document Control: Summary

z The document type controls the header which isvalid for an entire document.

z The posting key controls the line item.

z The posting period variant controls whether or notit is possible to post to a given period or periodswithin either a single company code or a group ofcompany codes.

z Tolerance groups contain limits for amounts anddiscounts up to which accountants are authorizedto post.

© SAP AG AC200 4-36

Exercises

Unit: Document Control Topic: Document header

In these exercises you will:

• Check your knowledge about document types and number ranges

• Create a document type and a number range

• Check the assignments of number ranges to document types

Every day hundreds of financial documents are created in the enterprise. To support the filing 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 reference number from the accounting executive must be entered into the document header.

1-1 What are the major control functions of the document type?

________________________________________________________________

________________________________________________________________

1-2 If the user assigns the document number manually, this is _________________ number assignment.

1-3 __________________ numbers may be alphanumeric.

1-4 True or false?

1-4-1 Every company code may define its own document types.

______________

1-4-2 Every company code may define its own document number ranges.

______________

1-4-3 At the beginning of a new fiscal year the system always starts the document numbering again at the lower limit of the number range.

______________

1-4-4 Document number ranges must not overlap.

______________

1-5 How many number ranges can be assigned to a document type at one time? _________________

© SAP AG AC200 4-37

1-6 Your client’s head accountant wants the following: Standard document types to categorize documents Internal document numbering, The document numbers to fall into the following number ranges:

SA GL Account Postings 01 0100000000-0199999999

DZ Customer Payments 14 1400000000-1499999999

KZ Vendor Payments 15 1500000000-1599999999

DG Customer Credit Memos 16 1600000000-1699999999

KG Vendor Credit Memos 17 1700000000-1799999999

DR Customer Invoices 18 1800000000-1899999999

KR Vendor Invoices 19 1900000000-1999999999

ZP Payment Program Posting 20 2000000000-2099999999

Verify that the above number ranges are created for your company code and are assigned to the corresponding document types. If the document number ranges do not exist, copy them from company code 0001 or your country specific company code.

1-7 Create document type ## which shall be used for authorized expense documents (see business scenario, name: Auto.expenditure ##). Assign the document number range 99: 9900000000 - 9999999999 to this document type with internal numbering. The reference field on the document header should be a required entry in every document.

© SAP AG AC200 4-38

Document Control Exercises

Unit: Document Control Topic: Line Items


• Check your knowledge about posting keys and document field status

• Create a field status group and assign it to an account.

Different financial business transactions need different data in documents. Some data even may be required for special postings.

For example: The client requires that each line item entry to the authorized expense account has a detailed line description in order to justify the expense.

2-1 What are the major control functions of a posting key?

________________________________________________________________

________________________________________________________________

________________________________________________________________

2-2 Name 2 components that influence the field status of document fields?

________________________________________________________________

2-3 In the following scenarios, state how the text field will be treated on the document entry screen:

Posting Key Field Status Group Document entry screen

2-3-1 Text Suppressed Text Optional

2-3-2 Text Optional Text Required

2-3-3 Text Required Text Suppressed

2-4 What are the standard posting keys for G/L account postings and on which side of the account do they post to?

________________________________________________________________

2-5 True or false?

Posting keys are defined at client level. _______________

© SAP AG AC200 4-39

2-6 _________________group controls field display during document entry.

2-7 Every _________________ account has a field status group.

2-8 To track the types of cars that are rented, make the ‘text’ field a required entry on line items for the Sports Car Rental expense account. Create a new field status group, FS##, Authorized Expenses.

• Create this field status group by copying field status group G001 in field status variant 0001.

• Make the field ‘text’ a required entry.

• Assign this field status group to your account for authorized expenses.

© SAP AG AC200 4-40


Unit: Document Control Topic: Posting Periods


• Check your knowledge of posting period variants.

• Create a posting period variant and assign it to your company code.

The accounting department requires that at the end of a posting period that the sub-ledgers are closed; however, the general ledger accounts stay open in order to have time to reconcile the FI and CO ledgers for the last period.

3-1 Create a posting period variant "PP##" with the name "Posting periods GR##" that fulfill the requirements of the accounting department, i.e. that the sub-ledgers are only open for the current month, while the general ledger be open for both the current and previous months. Assign this posting period variant to your company code.

3-2 Fill in the blank:

3-2-1 The posting period variant is assigned to the _________________.

3-2-2 _________________ is the minimum entry in a posting period variant.

3-2-3 The account range in the posting period variant consists of ___________.

3-3 True or False

3-3-1 The opening and closing of posting periods happens automatically.

______________

3-3-2 Not more than two periods can be open at the same time.

______________

3-3-3 The authorization group in the posting period variant applies only to the special periods.

______________

© SAP AG AC200 4-41


Unit: Document Control Topic: Posting Authorizations


• Create tolerance groups

• Assign a tolerance group to your user

The internal auditors have requested that the following maximum authorizations for the accounting department be permitted:

• Accounting clerk 500 000 units course currency per document 100 000 units course currency per open line item 5% discount

• Accounting supervisor 1 000 000 units course currency per document 500 000 units course currency per open line item 10% discount

4-1 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.

4-2 Assign the accounting supervisor tolerance group to your own user.

© SAP AG AC200 4-42


Unit: Document Control Topic: Basic FI documents


• Post basic FI documents

Now that you completed the configuration of document control according to the client’ s needs, the client has asked to test your specifications. You are to post some basic FI documents.

5-1 General ledger 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 supplied to you by your instructor.) The other account is the account which you assigned to your bank account.

Note the document number on your data sheet.

Select the Worklist Off pushbutton to have the journal entry fill the entire screen.

5-2 Vendor invoice Your Accounting Manger rented a car for an out of town conference. Post a vendor invoice of 110 000 units course currency to the vendor account you created earlier. Choose the option ” calculate tax” and use tax code 1I (Input tax 10%). Enter the authorization number A## as given to you by the chief accountant. Post the expense to the ” Sport’ s Car Rental Expense” , AE02##, account you created. Use the document type ## and enter a description (Conference ##) in the required line item field.


© SAP AG AC200 4-43


5-3 Vendor invoice

While at the conference, the Accounting Manager took clients out to dinner. Post an additional invoice for 330 000 units course currency to the Entertainment Expense account, AE01##, following the same criteria as in the previous exercise.

Record your new document number: _________________

5-4 Customer invoice

Post a customer invoice of 220 000 units course currency to your customer account. Choose the option ” calculate tax” and use tax code 1O (Output tax (training) 10%). Post the revenue side of the transaction to the account which is supplied by your instructor.



5-5 Customer credit memo Post a credit memo of 5 500 units course currency to the customer account you created earlier.



5-6 Display your customer’ s and/or vendor’ s line items to review the postings you have made.

© SAP AG AC200 4-44

Solutions

Unit: Document Control Topic: Document Header

1-1 The number range of the document number.

The account types allowed for postings.

1-2 External

1-3 External

1-4 True or false?

1-4-1 False. The same document types are valid for every company code since they are defined at the client level.

1-4-2 True

1-4-3 False. The system only restarts numbering at the beginning of a new year if the document range is defined per year.

1-1-4 True

1-5 You enter one number range for every document type. You can use one number range for multiple document types.

1-6 Your client’ s head accountant wants the following:

• Standard R/3 document types to categorize documents

• Internal document numbering

• The document numbers to fall into the following number ranges:

SA GL Account Postings 01 0100000000-0199999999

DZ Customer Payments 14 1400000000-1499999999

KZ Vendor Payments 15 1500000000-1599999999

DG Customer Credit Memos 16 1600000000-1699999999

KG Vendor Credit Memos 17 1700000000-1799999999

DR Customer Invoices 18 1800000000-1899999999

KR Vendor Invoices 19 1900000000-1999999999

ZP Payment Program Posting 20 2000000000-2099999999

© SAP AG AC200 4-45

Check definition of number ranges:

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Number Ranges o Define Document Number Ranges


Company Code GR##

Interval o Change

Check if the number ranges are defined as stated in the 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 o Financial Accounting Global Settings o Document o Document Number Ranges o Copy to Company Code


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##

Select Execute.

Verify assignment of number ranges to document types:

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

Drill down on each document type to check if they are assigned to the correct number ranges.

1-7 Create number range.

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Number Ranges o Define Document Number Ranges


Company Code GR##

Interval o Change

Edit o Insert Interval

© SAP AG AC200 4-46


No 99

Year current year

From number 9 900 000 000

To number 9 999 999 999

Current number 0

Ext blank

ENTER.

Select Save.

Confirm the "Transport number range intervals" dialog box via ENTER.

Create document type:


Edit o New Entries


Document type ## authorized expense

Number range 99

Reversal Document Type AB

Account types allowed:

Assets X

Customer X

Vendor X

Material X

G/L account X

Reference number X

Select Save.

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


Description Authrzd expenses ##

Select Save.

Checklist

You have just created a new document number range and document type. You have assigned a number range to your document type.

© SAP AG AC200 4-47

Document Control Solutions

Unit: Document Control Topic: Line Items

2-1 - Determination of which account type can be posted to.

- Side of the account (debit or credit).

- Field status of additional data.

2-2 Field status group, posting key.

2-3 Answer: Suppressed, Required, Error

2-4 Debit, posting key 40

Credit, posting key 50

2-5 True or false?

True

2-6 Field Status

2-7 General Ledger

2-8 Create a new field status group with text required and assign it to the Sports Car Rental Expense account AE02##.

Determine the field status variant assigned to your company code:

IMG: Financial Accounting o Financial Accounting Global Settings o Company Code o Enter Global Parameters.

(alternatively: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Line Item o Control o Assign Company Code to Field Status Variants)

Select your company code via a double click.

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

Copy a new field status group:

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Line Item o Controls o Define and Process Field Status Variants and Groups

Select the field status variant assigned to your company code..

© SAP AG AC200 4-48

Under the Dialog Structure, drill down on Field status groups.

Select G001.

Edit o Copy as...

Overtype the following data:


Field status group FS##

Text Authorized expenses ##

Select Enter.

Select Save. Do not back out of this screen at this time.

Change field status in field status group:

Drill down on "FS##."

Drill down on "General data."


Text Req. entry

Select Save.

Assign field status group to G/L account:

Easy Access Menu: Accounting → Financial Accounting → General Ledger →Master records → Individual processing → In company code



G/L account AE02##

Company code GR##

G/L account -> Change

Select the Create/bank/interest Tab.


Field status gp FS##

Select Save.

Checklist

You have created a new field status group and assigned it to your Entertainment Expense account.

© SAP AG AC200 4-49


Unit: Document Control Topic: Posting Periods

3-1 Create a posting period variant.

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Posting Periods o Define Variants for Open Posting Periods

Edit o New Entries


Variant PP##

Name Posting Periods GR##

Select Save.

Define the periods in your variant.

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Posting Periods o Open and Close Posting Periods

At this stage you can either create or copy from existing intervals.

To create: Edit o New Entries


1st line

Var. PP##

A + Valid for all accounts

From acct blank

To account blank

From per.1 previous month

Year previous month’s year

To period current month

Year current year

© SAP AG AC200 4-50


2nd line

Var. PP##

A D

From acct Blank

To account ZZZZZZZZZZ

From per.1 Current month

Year Current year

To period Current month

Year Current year


3rd line

Var. PP##

A K

From acct Blank



Year Current year


Year Current year


4th line

Var. PP##

A S

From acct Blank



Year Current year


Year Current year

Select Save.

A different option ...

To copy from an existing interval:

© SAP AG AC200 4-51

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Posting Periods o Open and Close Posting Periods

♦ Select account types D, K and S the 0001 posting period. ♦ Edit o Copy As… Overtype the following information for each account type:


Var. PP##

Verify that the data is correct referencing the data above.

Select Save.

Assign open posting period variant to company code:

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Posting Periods o Assign Variants to Company Code


Cocd GR##

Variant PP##

Select Save.

Checklist

You have just…

♦ created a variant for open posting periods

♦ defined when the periods are open

♦ assigned the posting period variant to your company code.

This is an example of the variant principle.

3-2 Fill in the blank:

3-2-1 Company code

3-2-2 + (plus sign)

3-2-3 GL accounts

3-3 True or False:

3-3-1 False. The posting period variant that contains the open periods has to be maintained manually.

3-3-2 False. As many periods as desired can be open; however, only two period ranges can be open at the same time.

3-3-3 False. The authorization group applies to the first period range. This can also be a range of normal posting periods.

© SAP AG AC200 4-52


Unit: Document Control Topic: Posting Authorizations

4-1 Modify “ blank” tolerance group:

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Line Item o Define Tolerance Groups for Employees

Drill down on company code GR##.


Amount per document 500 000

Amount per open item account item

100 000

Cash discount per line item 5%

Select Save. Green arrow back to the overview screen.

Create tolerance group "SUPV."

Select the tolerance group you just modified.

Edit o Copy As..

Overtype the following information:


Group SUPV

Company code GR##

Amount per document 1 000 000

Amount per open item account item

500 000

Cash discount per line item 10%

Select Enter.

Select Save.

© SAP AG AC200 4-53

4-2 Assign tolerance group to user.

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Line Item o Assign Users to Tolerance Groups (Employees)

Edit o New Entries


User name your user name

Tolerance group SUPV

Select Save.

Checklist

You have just…

♦ created a new tolerance group for supervisors,

♦ added new tolerance limits to the supervisor’ s group,

♦ and assigned your user id to the supervisor’ s tolerance.

This is an example of the variant principle.

© SAP AG AC200 4-54


Unit: Document Control Topic: Basic FI Documents

5-1 General ledger posting.

Easy Access Menu: Accounting o� Financial Accounting o General Ledger o Document Entry o G/L account posting

If prompted, enter your Company code, GR##, then select Enter.



Basic data

Doc. Date current date

Posting date current date

First item

G/L acct Petty cash account listed on the data sheet

D/C Debit

Doc. currency amount 5 000

Second item

G/L acct House Bank G/L Account listed on the data sheet

D/C Credit


Document o Simulate

Review your document. Drill down on a line item to view or change line item details.

Select Post to save your document. Document number: _________________

© SAP AG AC200 4-55

5-2 Vendor Invoice

Easy Access Menu: Accounting o Financial Accounting o Accounts payable o Document entry o Invoice




Basic data

Vendor your vendor

Invoice date current date

Document type Authorized expenses

(if the document type field is not available for entry, choose the "Editing options" button and select "document type ready for input)


Reference A##

Amount 110 000

Currency Company code currency

Calculate tax √

Tax Code 1I (Input tax (training) 10%)

Items

G/L acct AE02##

D/C Debit

Doc.currency amount 110 000

Tax code 1I (Input tax (training) 10%)

Text Conference ##

Document o Simulate



© SAP AG AC200 4-56

5-3 Repeat the steps above to post an additional invoice to your vendor for 300 000 units course currency to Entertainment Expense AE01##. Record your new document number: _________________


Easy Access Menu: Accounting o Financial Accounting o Accounts Receivable o Document entry o Invoice




Basic data

Customer Your customer

Invoice date Current date

Posting date Current date

Amount 220 000


Calculate tax √

Tax Code 1O (Output tax (training) 10%)

Items

G/L acct Revenue account listed on the data sheet

D/C Credit


Tax 1O (Output tax (training) 10%)

Document o Simulate



5-5 Customer credit memo

Easy Access Menu: Accounting o Financial Accounting o Accounts Receivable o Document entry o Credit memo

© SAP AG AC200 4-57

If prompted, enter your Company code, GR##, then Select Enter.



Basic data

Customer your customer

Document date Current date


Amount 5500


Calculate tax √

Tax Code 1O (Output tax (training) 10%

Items

G/L acct Revenue account listed on the data sheet

D/C Debit

Doc. currency amount 5500

Tax 1O (Output tax (training) 10%

Document o Simulate



5-6 Display your customer’ s and/or vendor’ s line items to review the postings you have made. Display customer/vendor line items: Easy Access Menu: Accounting o Financial Accounting o, Accounts Receivable OR Accounts Payable o Account o Display/Change Line Items


Customer or Vendor Account Enter your customer or vendor number

Company code GR## Select Execute.

© SAP AG AC200 4-58

Checklist

You have just posted two vendor invoices, a customer credit memo and a customer invoice. You then displayed the line items to review your postings.

© SAP AG AC200 5-1

SAP AG 1999

Posting Control

z Default Values

z Change Control

z Payment Terms and Discounts

z Taxes

z Cross-Company Code Transactions

z Document Reversal

© SAP AG AC200 5-2

SAP AG 1999


Posting Control: Objectives

z Set default values

z Discuss rules governing changes to documents

z Outline the structure of taxes

z Configure payment terms and automaticdiscount postings

z Configure and post cross-company codetransactions

z Perform document reversal

© SAP AG AC200 5-3

SAP AG 1999

Posting Control: Business Scenario

z The users do not wish to duplicate data captureand require the system to provide data defaults.

z The internal auditors require control of thechanging of posted documents.

z Tax is charged on transactions and systemsettings in the system must be investigated.

z A foreign subsidiary is planned and exchangerate controls and inter-company postings mustbe provided for.

© SAP AG AC200 5-4

SAP AG 1999


Default Values: Objectives

z Set and describe user default values

z Identify system and accounting function defaults

© SAP AG AC200 5-5

SAP AG 1999

User Defaults

Parameter IDs User masterLanguage:EN, DE, FR,ES, IT, AF, ...

Output device

DD.MM.YYYYor

MM/DD/YYYY

Date format

12.34or Decimal

display

12,34

Itm PK Acct Amt Text

Document display

?

��Parameter ID’s allow users to set default values for fields whose value does not change very often e.g. company code, currency. During transaction processing, these values will default into the fields thus saving time, reducing keystrokes and improving accuracy.

��Editing options allow users to change their R/3 screens in the following areas:

y�Document entry: users can “hide” fields that may not be relevant for their jobs like foreign currency or cross company code transactions.

y�Document display: users can set different display options when querying documents.

y�Open items: users choose line layout displays and posting options for processing open items i.e. users have the option to enter the amount of a partial payment or the balance of the new open item.

��When users log onto R/3, their user id has particular properties i.e. logon language, date formatting, decimal notation, that will follow the user throughout the system. Users also have the option to set a default printer for themselves.

© SAP AG AC200 5-6

SAP AG 1999

System and Accounting Defaults

Debit Credit

Whenentering avendorinvoice

Allow fiscal yeardefault

£Maximumexchange ratedifference

Jan.

Feb.

Mar

Apr.May

JuneJulyAug.

Sept.

Oct.

Nov.

Dec.

0102

0304

050607

1211

1009

08

KR3131

��R/3 provides some basic defaults during document processing. R/3 always proposes the current date as the posting date and the entry date during document processing. However, the entry date cannot be changed.

��If you have already created a document, the system includes the company code used for the last document when entering the next document.

��R/3 adheres to the “Document Principle”: all documents must balance before they can be posted.

��As you process various accounting transactions, default document types and posting keys are defined per transaction in customizing. A vendor invoice will have the document type KR; the credit entry will be posted using posting key 31. A customer invoice will have the document type DR; the debit entry will be posted using the posting key 01.

��In the system, you can control whether fiscal year is entered as a default value when displaying or changing documents. In company codes that mainly used fiscal year-dependant document number assignment, is is useful to obtain a fiscal year default value – No only do you obtain the document number of the last document processed, you also obtain the related fiscal year as a default. You can also have the system provide the CPU date as the default value for the key date.

��At the company code level, specify the maximum exchange rate difference between the exchange rate entered in the document header of a transaction and the rate in the exchange rate table If the system finds a difference which exceeds the percentage rate specified, a warning message is given. In this way, incorrect entries can be recognized and corrected in time.

© SAP AG AC200 5-7

SAP AG 1999


Document Change Rules: Objectives

z Discuss the rules governing changes todocuments

z Change documents

z Analyze changes to documents

© SAP AG AC200 5-8

SAP AG 1999

Changing Documents

Doc. hdrFields that canbe changed inthe header(if desired) Document header text

Document no. Company code Fiscal yearDoc. Date Posting date PeriodCurrency ... .....

Additional information Business area Cost center

Item 1 / Invoice / 31 Amount Tax ID

Account

Such as payment terms, text, assignment

Reference

Fields that canbe change inthe line items (if desired)

��Users can change documents that have already been posted. However, based on different rules, only certain fields can be changed. These rules are either system imposed or customized.

��Certain fields in both the document header and the line items can be changed.

y�Document header: only the reference number and text fields can be changed�

y�Line items: the system does not allow 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:

y�The field that was changed

y�The new and old values

y�The user who made the change

y�The time and date of the change

© SAP AG AC200 5-9

SAP AG 1999

Different document change rules based on:

Account type: A, D, K, M, S

Special G/L transactions: Down payment,

Down payment requests, . . .

Company code

Document Change Rules

Account

1000 100011 2

Cr. memo

/ /Invoice relation

Prerequisites for field changes:

Posting period open

Line item not cleared

Posting as debit / posting as credit

No invoice-related credit memo

No credit memo from down payment0003ZB

��To differentiate change rules for each field as follows:

y�Account type: The account type allows users to differentiate a rule between A/R, A/P and G/L.

y�Transaction class: Transaction classes are only used for special GL transactions for bills of exchange and down payments.

y�Company code: If the field is blank, the rule applies to every company code.

��The conditions for changing a field are predefined,users may change these conditions as follows:

y�The posting period is still open

y�The line item is not yet cleared

y�The line item is either a debit on a customer account or a credit on a vendor account.

y�The document is not an invoice related credit memo

y�The document is not a credit memo from a down payment

��With report RFBABL00, you can display document changes that affect multiple documents. In this report, you can use the selection options to display information such as the company code, document numbers, fiscal year, change data and user name of the person who made the change.

© SAP AG AC200 5-10

SAP AG 1999


Payment Terms and Discounts: Objectives

z Configure a payment term

z Configure automatic discount postings

© SAP AG AC200 5-11

SAP AG 1999

Company

InvoiceMMM The payment terms are used to define:

z baseline date for due date calculation

z cash discount periods

z cash discount percentage rates

And the terms are

z allocated to a customer/vendor master record

z defaulted by the system or entered by the user

z used in transaction line items to determine payment conditions

Payment Terms

��Terms of payment are conditions established between business partners to settle the payment of invoices. The conditions define the invoice payment due date and the cash discount offered for early settlement of the invoice.

��Within R/3, some common payment terms have been predefined; new payment terms may be created as required.

��Payment terms enable the system to calculate a cash discount and invoice due date.

��In order to perform this calculation, the system needs the following three data elements:

y�Baseline date: The date from which the due date is derived.

y�Cash discount periods: The period during which the discount is allowed to be taken.

y�Cash discount percentage rate: The rate used to calculate the discount value.

��When processing a document, the payment term is entered in order for the system to calculate the required conditions of payment.

��The payment term will be defaulted if it has been assigned on the master record, or can be entered or changed by the user during transaction processing.

© SAP AG AC200 5-12

SAP AG 1999

Payment Terms in Invoices

Payment TermsDelivery and payment terms

A AA

Outgoing Inv.Payment terms

0001SD

Payment TermsPayment Data

InvoicePayment terms

0001FI

Payment TermsConditions

Incoming. Inv.Payment terms

0001MM

0001

0001

0001

��Payment terms can be entered into the company code segment, sales area segment, and purchasing segment of a customer / vendor master record

��Which payment terms are defaulted when posting an invoice depends on where the invoice is created:

y�If the invoice is created in FI, the payment terms from the company code segment are defaulted.

y�If a customer invoice is created in SD, the payment terms from the sales area segment are defaulted. When posting the SD-invoice, payment terms are copied to the FI-invoice (which is created automatically).

y�If a vendor invoice is created in MM, payment terms from the purchasing segment are defaulted. When posting the MM-invoice, the payment terms are copied to the FI-invoice (which is created automatically).

��You should ensure that entries in the sales area segment and company code segment (customers) as well as entries in the purchasing segment and company code segment (vendors) are identical.

��When entering 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 field “discount”.

© SAP AG AC200 5-13

SAP AG 1999

Cred. M., sub. Inv.Payment terms

Invoice Reference/ /12345678 20xx 10

0003Invoice-related CreditMemos,subsequentinvoices

OtherCreditMemos

Cred. M., sub. Inv.Payment termsInvoice Reference

/ /

Cred. M., sub. Inv.Payment termsInvoice Reference

/ /V

00030003

Payment terms are not valid -- due at baseline date

Payment term is valid

Payment Terms in Credit Memos

Document invoicenumber

Line itemFiscal year of invoice

Data Data was was copiedcopied

Invoice

Payment terms

!

00021900000009

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 payment terms are copied from the invoice so that the invoice and the credit memo are due on the same date.

Other credit memos:

Payment terms in other credit memos are not valid and are due at the document date. To activate the payment terms on these non-invoice related credit memos, enter a “V” in the invoice reference field during document entry.

© SAP AG AC200 5-14

SAP AG 1999

Payment Terms: Basic Data

z Day limit Pmnt terms 0009 Pmnt terms 0009 Day limit 15 Day limit 31

z Description

With a 15 day limit: 2% cash discount until the 15th of the next month Until the end of the following month without a discount

With a 31 day limit: 2% cash discount until the end of the next month Until the end of the second month without a discount

z Acct type Customer Vendor

Company code

InvoiceMMM

General

��General:

y�The day limit is the calendar day up to which the payment term may apply, allowing date dependent payment terms.

y�The description of a payment term consists of three elements: A system determined explanation which is a sales related description for printing on invoices, and a user defined explanation.

y�Die account type determines the subsidiary ledger in which the payment term can be used. If you use payment terms for vendors and customers, it is useful to maintain them using different payment term keys and then to only use them for one account type: This avoids such mishaps as changing the cash discount from 3% to 2% for terms you use for a customer without changing the terms for a vendor (unintentionally) at the same time.

© SAP AG AC200 5-15

SAP AG 1999

Payment Terms: Payment Control

z Block key

Blocked

Payment control

z Payment method

��Payment Control:

y�With the help of block keys, which can be entered in line items or accounts, it is possible to block line items or accounts for payment or entry. These block keys can also be entered in payment terms.

y�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 payment terms.

��A block key and payment method defined in a payment term will be defaulted in the line item when the payment term is used. If you are using SD, pay special attention to note 132701 as well as note 217021.

© SAP AG AC200 5-16

SAP AG 1999

Baseline Date

BASELINE DATE

Default for baseline date

MM.DD.YYYY

MM.01.YYYY

MM+1.DD.YYYY

Fixed day:01

Additionalmonths: 1

Payment terms: 0001Calculation

� Calculation of baseline date

� Default baseline date

No defaultDocument datePosting dateEntry date

��Baseline Date

��The baseline date is the starting date the system uses to calculate the invoice due date. The following rules apply when defining the calculation of the baseline date:

y�The default values from which the baseline date can be determined are as follows:

- ‘No Default'; ‘Posting Date'; ‘Document Date' or ‘Entry Date’

y�Specifications for calculating the baseline date:

- The specified fixed day used to override the calendar day of the baseline date.

- The number of month(s) to be added to the calendar month of the baseline month.

��For more information on how the system uses default values for the payment baseline date and the change to the payment due date via additional months, see note 162885.

© SAP AG AC200 5-17

SAP AG 1999

BaselineDate

Discount 1

Number of days(or calculation)

Discount 2 Due net

3% 2% 0% Overdue

14 days

30 days

45 days

date

CASH DISCOUNT

Cash Discount

� Discount percentage rates

� Discount periods

Cash discount

��To calculate the cash discount, a percentage rate is entered into the payment term. The number of days that the percentage is valid for is also entered on the same line. Additional fixed days or months can be added on as well.

��The days and months specified in the payment term are used in conjunction with the baseline date to calculate the correct discount amount for the payment date.

��Up to three discount periods can be entered.

© SAP AG AC200 5-18

SAP AG 1999

Day Limits

Baseline date d day limit 1 of 0001

Baseline date d day limit 2 of 0001

0001/day limit 1

0001/day limit 2

Differentpaymentterms

Invoice

Payment terms 0001

Baseline date

��Day limits allow date dependent payment terms.

��Several versions of a payment term’s key can be defined with each version having a different day limit.

��The day limit is the posting day up to which the payment term version may apply. In the case of payment terms that depend on whether the base date of the payment terms is prior to the 15th, a two-part payment term can be entered under the same payment term key. The payment term key is updated to include the entry of the day limit entered. In this manner, two entries exist in which different payment terms can be entered.

��The following payment terms require a date to be entered for the day limit:

y�Documents with an invoice date between the 1st and the 15th and due at the end of the following months

y�Documents with a later invoice date and due on the 15th of the following month

© SAP AG AC200 5-19

SAP AG 1999

Payment Installments

Payment terms

Holdback/Retainage

Payment terms: R001

Installments

Paymenttermsforinstallments

First payment due within 15 days

2nd payment due within 30 days

3rd rate due within 45 daysTime

R001 1

R001 1

R001 1

Payment installmentsz Installment number

z Percentagez Payment terms for installments

40% ZR01

30% ZR02

30% ZR03

��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 appropriate amounts as per the plan and each separate amount is then due on different dates.

��The system will perform the above function automatically by using a holdback/retainage payment term.

��A holdback/retainage term is defined by setting the holdback/retainage flag and not assigning discount days or percentages.

��The holdback/retainage payment term is further defined using an installment number, installment percentage rate and an installment payment term.

��The percentage rates specified must total 100%.

��The system will create a line item for each installment specified.

��Each line item amount will be equivalent to the installment percentage rate of the total primary amount, and the sum of the line item amounts will equal the total primary amount.

��The line items will have payment terms as defined by the installment plan.

© SAP AG AC200 5-20

SAP AG 1999

The Cash Discount Base Amount

Items

Invoice

001 Customer/Vendor Account

002 G/L Account line item 1003 G/L Account line item 2004 Fixed Assets 1005 Fixed Assets 2¦ Net Cash Discount Base006 Taxes¦ Gross Cash Discount Base

��Depending on the national regulations of your country, the cash discount base amount will be the net value (sum of G/L account and fixed assets line items, taxes not included) or gross value (including taxes). You must decide per company code or per jurisdiction code how the system determines the cash discount base amount.

© SAP AG AC200 5-21

SAP AG 1999

Posting Cash Discounts - Gross Procedure

Incoming Payments

970

Cash Discount granted

30

Revenue

1000

Customer

1000 10001 2 1

2 2

Outgoing Payments

970

Cash Discount taken

30

Expense

1000Vendor

1000 1000 12 1

2 2

Accounts Payable

Accounts Receivable

��The cash discount amount is entered in the invoice either manually or automatically by the system using the rates in the payment terms. It can be changed even after the invoice is posted.

��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 granted” or “cash discount taken”.

��The accounts for “cash discount granted” or “cash discount taken” are defined in configuration.

© SAP AG AC200 5-22

SAP AG 1999

Vendor Net Procedure - Payment

Outgoing Payments

970

Cash Discount Clearing

30

Expense

970Vendor

1000 1000

30

Paying within the Cash Discount Period

Paying after Cash Discount Deadline

Outgoing Payments

980

Cash Discount Clearing

30

Expense

970

Vendor

1000 1000

30

Lost Cash Discount

10

Posted with netdocument type

Lost Cash Discount

112 11

211

11

2211

2112

11

��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 document.

��When using the net procedure, the cash discount amount is automatically posted when the invoice is posted.

��When you clear the document, the system carries out a clearing posting to the cash discount clearing account.

��If the invoice is paid after the cash discount deadline, the lost cash discount is posted to a separate account.

��The cash discount clearing account must be managed on an open item basis.

© SAP AG AC200 5-23

SAP AG 1999


Taxes: Objectives

z Outline the structure of taxes

z Create tax codes and configure tax accounts

z Note: You will not learn the handling andconfiguration of tax reporting and withholding tax.These topics are taught in the course AC205 -Financial closing and the AC260 respectively.

© SAP AG AC200 5-24

SAP AG 1999

Taxes to be levied on the invoice amount as

When posting an invoice SAP allows for:

Taxes

z Value-added tax

z Tax on Purchases

z Additional tax

z Withholding tax

z Federal/country levelz State/jurisdictional level

with the provision for two taxation types:

��SAP provides for different forms of taxation systems that are found in various countries

y�Value-added tax

y�Tax on Purchases

y�Additional tax (country-specific, e.g. investment tax in Norway, clearing tax in Belgium)

y�Withholding tax (not taught in this course)

��Two types of taxation can be represented in the R/3 system:

y�Taxes are levied at a country/federal level, with uniformly defined rates.

y�Taxes are levied at a state/jurisdictional level, with rates been defined by the state/jurisdiction. Due to the complications involved with this type of taxation(i.e. there are over 67,000 possible jurisdictions), third party software is often used to determine the tax allocation. SAP provides a generic interface software to support this.

��In some countries (e.g. Canada, India, Brazil) taxes are even levied on both levels.

��Sales and use taxes are typical examples of taxes below federal level.

© SAP AG AC200 5-25

SAP AG 1999

Company

InvoiceMMM

� Calculating tax amounts

� Posting to specified G/L accounts

� Performing tax adjustments

� Tax reporting

The system provides assistance with:

And the system determines taxes from:

� A base amount which has a cash discountincluded or excluded

� A tax code to validate or calculate the taxamount

Tax Assistance

��The FI system assists with the management of taxes calculated by:

y�Checking the tax amount entered or automatically calculating the tax.

y�Posting the tax amount to G/L accounts.

y�Performing 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 to provide the calculation procedure required to perform taxation functions within R/3.

��National regulations determine whether the tax base amount must be:

y�Net (taxable expense or revenue items minus cash discount)

y�Gross (taxable expense or revenue items including cash discount)

��This must be specified per company code or per the highest level of the jurisdiction code.

© SAP AG AC200 5-26

SAP AG 1999

Prior tax(Input tax)

Turnover tax(Output tax)

CustomersVendors

OI

I : Tax receivables

O: Tax liabilities

Tax Authority

VAT

Value - Added Tax

��Value-added tax is calculated as the balance between turnover tax (R/3-term: output tax) and prior tax (R/3-term: input tax).

y�Output tax is calculated using the net price of products and is charged to customers. The output tax is a liability which the enterprise owes to the tax authority.

y�Input tax is calculated using the net invoice amount and is charged by vendors. The paid input tax is a receivable which the enterprise claims from the tax authority.

��Only the tax which is levied on the value added to the goods by the enterprise has to be remitted to the tax authority.

��Tax authorities can set a nondeductible portion for input tax which cannot then be claimed as a deduction from the the calculation of tax due. The amount can be posted to a separate expense account, or it can be distributed to the G/L account and assets line items.

© SAP AG AC200 5-27

SAP AG 1999

Sales tax(Output tax)

Vendor Customer

Tax Authority

of customer’sjurisdiction

Customer ExpenseVendor

Use tax(Input tax)

Revenues

Tax on Purchases - Sales Tax

collects sales tax

��Taxes on purchases consist of 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, every good is only taxed once.

��This slide shows a posting of sales taxes. 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 and Distribution (SD) and Materials Management (MM). If customers are exempt from taxation, you can specify this in their master records by entering the appropriate indicator.

© SAP AG AC200 5-28

SAP AG 1999

Sales tax(Output tax)

Vendor Customer

Tax Authority

Customer ExpenseVendor

Use tax(Input tax)

of jurisdictionwhere goods

are consumed

Revenues

Taxes on Purchases - Use Tax

does not collect sales tax performs self assessment

��Taxes on purchases consist of 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, every good is only taxed once.

��This slide shows a posting of use taxes. The customer only has to pay use tax if he was not already 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” . Use tax is self assessed by the customer and remitted to the jurisdiction where the goods are consumed.

© SAP AG AC200 5-29

SAP AG 1999

Step Condition Tax type From Step

110110

120120

100100

nnnnnn

BASB

MWAS

MWVS

xxxx

100100

100100

000000

nnnnnn

Base amount

Output tax

Input tax

Any other tax

MWS

VST

xxx

Tax Procedure

Tax accountsTax accountsG/L accounts assigned per rules

ConditionCondition typestypesTax calculation rules

Account key

Tax Procedure for Calculations

��Every country needs a tax procedure (calculation procedure) assigned to it to perform tax calculations. R/3 is delivered with pre-configured tax procedures for most countries.

��The tax procedure contains:

y�the order of steps which have to be taken in the tax calculation procedure (the “ from step” indicates where the system is to obtain the amount value for the “ step” ).

y�tax types (condition types) which are valid for the country. The R/3 system is delivered with required condition types for all types of tax calculations and the tax procedures already contain the correct condition types.

y�account/process keys which contain further specifications and are used for the automatic account assignment for taxes of a certain type. Account keys have been predefined in R/3 and it is recommended that standard account keys be used.

��For the USA two tax procedures are relevant

y�TAXUSJ Standard tax procedure including handling of jurisdiction codes

y�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.

© SAP AG AC200 5-30

SAP AG 1999

25 022 1105 1

State code County code City code Sub-city code

Tax Procedure 2 3 4 1

Jurisdiction Codes

e.g. e.g.e.g.e.g.

��A jurisdiction code is a combination of the codes of tax authorities which claim taxes on a sale with independent tax rates. Up to four tax levels below federal level are possible: state level, country level, city code, or sub-city code.

��Two steps are necessary to use jurisdiction codes:

y�The structure of the jurisdiction code needs to be defined by assigning the lengths of the level codes to the tax procedure. This activity also automatically switches over tax processing for this tax procedure to the tax jurisdiction code method.

y�The jurisdiction codes need to be defined on every level, e.g.

- 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 posting taxes with a jurisdiction code, the taxes may be entered per jurisdiction code or per tax level.

© SAP AG AC200 5-31

SAP AG 1999

Tax Code

The tax code is used to:

State

� verify the amount of tax� calculate the amount of tax� calculate additional tax portion� verify the tax type� determine the G/L account� show tax correctly on tax forms

Taxcode

A0 V0

0O 0I 0I

��The tax code is entered when the document is posted and it is the main link to the tax calculation. Depending on whether or not the country uses a taxation procedure with jurisdictional taxation:

y�the tax code is linked to a country code.

y�the tax code is linked to a combination of country code and jurisdictional code.

��The tax codes within a jurisdictional taxation method are time-dependent. You can choose in configuration if the document date or the posting date shall be valid for the tax calculation.

© SAP AG AC200 5-32

SAP AG 1999

Level

110110

120120

100100

nnnnnn

Condition

BASB

MWAS

MWVS

xxxx

Fr. Level

100100

100100

00

nnnnnn

Tax type

Base amount

Output tax

Input tax

Any other tax

MWS

VST

xxx

Account key Rate

16.000

Tax Rates

Taxcode

A0 V0

0O 0I 0I

��The tax code contains (in addition to other information) the tax rates. Tax rates are assigned to the tax types which are included in the tax procedure. A tax code may have several tax rates entered for different tax types (if a line item shall be taxed with several tax types), but usually only one tax rate is entered.

y�Example for tax code with more than one tax rate:

- 10% input tax on a line item with 40% of the tax non-deductible.

- Rates: Input tax: 6%, non-deductible input tax: 4%

��Some postings to tax-relevant G/L accounts may have a tax rate of zero. This may be the case for:

y�items which 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.

y�items which are created by non-taxable transactions like goods issue delivery, goods movement, etc. A special tax code must be assigned to these transactions.

��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 outputs an error (check indicator set) or a warning (check indicator not set). The check indicator should not be set for input tax codes because the user must post the tax from the invoice regardless of its correctness.

© SAP AG AC200 5-33

SAP AG 1999

ExpenseVendor Input tax

z Posting as separate line item (standard case)

ExpenseVendor Input tax

z Distribute to relevant expense/revenue items (process NVV for sales taxpayables or other non-deductible input taxes)

Tax Postings

��Tax postings:

y�The taxes calculated by the system are usually posted via a separate line item to a special tax account. This is the standard scenario.

y�Taxes with certain process/account keys (e.g. NVV) are distributed to the relevant expense/revenue item. This is the case for sales tax payables or may be used for other non-deductible input taxes.

© SAP AG AC200 5-34

SAP AG 1999

Account key

MWSOutput tax

Input tax VST

Chart of accounts

RULESRULES POSTING KEYSPOSTING KEYS

Accounts aredetermined based on

Posting key

Automatic Tax Account Assignment

INT

Chart of accounts: INTAccount key: MWSAccount: “Tax accrual”

Debit/CreditTax Code

Debit : 40Credit : 50

��For the system to perform automatic tax account assignment, the account/process keys which generate a separate line item for the tax posting need to have the necessary data assigned to them.

��This necessary data are:

y�the posting keys (40 and 50 are recommended),

y�rules which determine on which fields the account determination is based (account determination may be based on tax code or on account key)

y�the 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, it is possible to specify per company code 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.

© SAP AG AC200 5-35

SAP AG 1999

Tax accounts

Tax category:

Post automatically only 9

++

Tax Accounts

Output tax account

<

>

Input tax account

��Tax accounts, i.e. accounts which contain tax items, are defined by entering either

< for input taxes

> for output taxes

into the field “tax category”.

The properties of the tax code contain the information if the tax posted is an input or an output tax.

��The check mark “post automatically only” should be set to avoid manual tax postings.

© SAP AG AC200 5-36

SAP AG 1999

Other G/L accounts

Tax category:

Other G/L Accounts

XX

*

+

-

not tax-relevant

only postings with inputtax codes

all tax codes allowed

predefined tax code

only postings with outputtax codes

��All other G/L accounts may have one of the following entries in the field “ tax category” :

“ ” for non tax-relevant posting (e.g. bank postings)

“ - ” for postings which need an input tax code (e.g. reconciliation account ” trade payables” )

“ + ” for postings which need an output tax code (e.g. reconciliation account ” trade receivables” )

“ * ” for postings which need any tax code

“ xx” for postings with the predefined tax code xx

The properties of the tax code contain the information on whether or not the tax posted is an input or an output tax.

��When the field ” postings without tax allowed” is checked, it is possible to post to this G/L account without specifying a tax code. This is especially necessary for tax postings within a jurisdiction code tax procedure to foreign customers who do not have a jurisdiction code.

��Note: Accounts for cash discounts need an entry in the field “ tax category” if the system is supposed to post tax adjustments.

© SAP AG AC200 5-37

SAP AG 1999

Non-EUcountry

Output Tax0%

Acquisition Tax =Input Tax

Import Tax =Input Tax

Output Tax0%

EU Single Market - VAT Processing

��Deliveries to customers in third party countries are tax exempt (output tax 0%). The customer has to pay import tax which is usually equal to the inner-country input tax.

��Within the EU single market generally the country of destination-principle applies. This means that deliveries are tax exempt (output tax 0%) with acquisition tax being levied in the country of destination.

��The barriers have been replaced by more extensive reporting for deliveries between companies in EU countries:

y�The acquisition tax is self-assessed by the customer and has to be reported 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. So, in fact, the company does not have to pay any taxes for the acquisition and the acquisition tax is just a tool to report the EU acquisitions to the tax authorities.

y�The vendor has to report the tax-exempt deliveries/goods movements to their tax authorities in an EU sales list. This sales list also contains the receivers of the goods. To identify the receivers every company is assigned a VAT registration number. This number must be specified on every invoice between EU companies.

© SAP AG AC200 5-38

SAP AG 1999

ExpenseVendor

Acquisitioninput tax

Acquisitionoutput tax

Acquisition Tax Codes

Tax

ID

A0 V0

0O 0I 0I

��Special tax codes:

y�The acquisition tax code is a tax code which generates two posting lines. 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.

y�The output tax code for the tax exempt deliveries needs to have an EC code for goods, services, and subcontracting within the EU to extract the relevant sales for the EU sales list. Because of technical reasons, it is necessary to assign a tax account to the tax code although no tax is posted.

© SAP AG AC200 5-39

SAP AG 1999

At the conclusion of this topic, you will beable to:

Cross-Company Code Transactions: Objectives

z Understand the process of cross-company codetransactions

z Post cross-company code transactions

© SAP AG AC200 5-40

SAP AG 1999

Account 2

1000

Account 1

1000

Company Code 1000 Company Code 2000

D Account 1C Account 2

Items

Document

Cross-Company Code Transaction (1)

© SAP AG AC200 5-41

SAP AG 1999

Clearing CC 1000Clearing CC 2000

Account 2

1000

Account 1

1000

D Account 1C Clearing 2000

Items

Document

Company Code 1000 Company Code 2000

D Account 2C Clearing 1000

Items

Document


Items

Document

1000 1000

Cross-CompanyCode Transaction

2 Documents1 cross-company code number

Cross-Company Code Transaction (2)

��A cross-company code transaction involves two or more company codes in one business transaction. Examples for a cross-company code transaction are:

y�One company code makes purchases for other company codes (Central Procurement)

y�One company code pays for other company codes (Central Payment)

y�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 will post 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, i.e. either payables or receivables between the company codes.

��The documents which belong to one cross-company code transaction are linked by a common cross-company code transaction number.

��Using program RFBVOR00, you can display cross-company code transactions.

© SAP AG AC200 5-42

SAP AG 1999

Posting CC 1000 Posting CC 2000

Document no.1500000010

Document no.2000000030

Cross company code transaction noCross company code transaction no.. 1500000010 1000 XX 1500000010 1000 XX

Vendor

Expense

Input tax

CC2000

110

80

10

20

Expense

CC1000

20

20

Example: Central Procurement

��In this slide you see an example for a cross-company code transaction (central purchasing): A vendor delivers equipment to company code 1000 and other equipment to company code 2000, but sends only one invoice for all the equipment to company code 1000. You enter a part of the expense and post the invoice to the vendor account in company code 1000. When entering the invoice, you have to post the other part of the expenses in company code 2000. The clearing postings and the tax posting are generated automatically.

��The tax is not distributed between the company codes according to their expenses. Therefore, this functionality 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 position. Therefore, to ensure that the tax is posted to the same company code as the invoice, the invoice position should always be entered first.

��Certain countries tax regulations (e.g. 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. This can be done by using the report RFBUST10.

© SAP AG AC200 5-43

SAP AG 1999

Clearing Accounts

194002 194002 194001 194001

Posted in 2000

Cleared against 1000

Posted in 1000

Cleared against 2000

COMPANY CODE 1000COMPANY CODE 1000

PayableReceivable

COMPANY CODE 2000COMPANY CODE 2000

Receivable Payable

��The 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 (, i.e. three company codes need 3*2= 6 clearing accounts)

��To decrease the number of clearing accounts, you can use just one company code as the clearing company code. In this case, you only must assign clearing accounts to every combination of the clearing company code to the other company codes, ( i.e. three company codes need 2*2= 4 clearing accounts)

��Posting keys must be assigned to the clearing accounts to identify their account types.

© SAP AG AC200 5-44

SAP AG 1999

PostenBeleg

S Konto 1H Konto 2

Cross-CompanyCode TransactionNumber

DocumentNumber in CC1000

DocumentNumber in CC2000

1500000010 1000 YYYY

1500000010DocumentNumber

2000000030DocumentNumber

2000 Subsequentcompany codes

1000 Firstcompany code

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 then fiscal year. It is stored in the document header of all of the documents created for a complete audit trail.

��Cross-company code documents may be reversed: the system can reverse every document that was created with the cross-company document, or the individual documents can be reversed separately.

© SAP AG AC200 5-45

SAP AG 1999


Document Reversal: Objectives

z Perform and influence document reversal

© SAP AG AC200 5-46

SAP AG 1999

Company

DocumentMMM

2,500

Account 1

2,050

Account 2

2,050

Account 1

2,500

Account 2

2,500

Company

DocumentMMM

2,500

Account 1

2,050

Account 2

2,050

Company

DocumentMMM

2,500

Reversing Documents

z Document entered incorrectly

z Document corrected by Reversal� Reverse with a standard reversal

posting� Reverse with a negative posting

z Document re-entered correctly

ItemsDocument


��It is possible for a user to make an input error. As a result, the document created will contain incorrect information. In order to provide an audit of the correction, the user must first reverse the document in error, and then capture the document correctly.

��The system provides a function to reverse G/L, A/R and A/P documents both individually or in mass.

��A document may be reversed either by:

y�entering a standard reversal posting or

y�entering a negative posting.

��When reversing a document, a reversal reason code must be entered to explain the reversal. The reason code also controls if the reversal date is allowed to be different from the original posting date.

��Documents with cleared items cannot be reversed. The document must first be reset.

© SAP AG AC200 5-47

SAP AG 1999

Account 1

2050

Account 2

2050

Account 1

2050

Account 2

2050

Account 1

2050

Account 2

2050

2050 2050

2050 2050

2050 20502050 2050

2050 2050-2050 -2050

Incorrect posting

0 0 0 0

2050

20500

0

z Standard reversal posting

z Negative posting

Standard Reversal Postings, Negative Postings

PostenBeleg

S Konto 1H Konto 2

��The standard reversal posting causes the system to post the debit in error as a credit and the credit in error as a debit. The standard reversal posting causes an additional increase in the transaction figures.

��The negative posting also posts the debit in error as a credit and the credit in error as a debit. This time the posted amount is not added to the transaction figures but it is subtracted from the transaction figure 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 standard reversal posting to reverse documents. The following requirements have to be fulfilled to perform negative postings:

y�The company code must allow negative postings.

y�The reversal’s reason code must be specified for negative postings.

��Negative postings can also be used to perform transfer postings of faulty 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 allows negative postings.

© SAP AG AC200 5-48

SAP AG 1999

Posting Control: Summary

z Default values can be set to assist with datacapture.

z Change rules govern the changing of processeddocuments.

z Payment terms influence cash discounts andcontrol when an item is due.

z Taxes, cash discounts, exchange rate differences,and company code clearing are postedautomatically. These automatic postings can beconfigured.

z Incorrect documents can be reversed by astandard reversal posting or a negative posting.

© SAP AG AC200 5-49

Exercises

Unit: Posting Control Topic: Default Values

In this exercise you will:

• Check your knowledge of the sources of default values.

• Set default values.

The users do not wish to duplicate data capture and therefore require the system to provide data defaults.

1-1 List some sources of values that are defaulted by the system when a document is entered.

________________________________________________________________

________________________________________________________________

1-2 If the users want to make sure that they don’t accidentally change the document type during document entry, where can they make that setting?

________________________________________________________________

________________________________________________________________

1-3 The value date is required to determine the availability of the transaction in Cash Management. Activate the function that proposes the value date when processing a document.

1-4 The maximum exchange rate deviation has been set to 10%. The financial accountant has expressed concern that this percentage is too high. You are required to set the maximum exchange rate deviation for your company to 5%.

© SAP AG AC200 5-50

Posting Control Exercises

Unit: Posting Control Topic: Document Change Rules


• Configure document change rules

The allocation field of a line item contains data important to the sequencing of the line items for viewing. Internal auditors have requested that you prevent the allocation field from been changed subsequent to the creation of a transaction.

2-1 Verify that the allocation field can be changed in one of the basic FI documents you posted in the unit before. If so, alter the change rules for account types “ D” , “ K” and “ S” in your company code to prevent further changes to the allocation field. After this, demonstrate that the allocation field cannot be changed.

Hint: The field-name of the allocation-field is "BSEG-ZUONR"

© SAP AG AC200 5-51


Unit: Posting Control Topic: Payment Terms and Discounts

In this exercise you

• check your knowledge of payment terms and cash discounts

• configure a payment term

The company uses different terms of payment. Cash discounts are supposed to be posted automatically by the system. The company has negotiated new terms of payment with a vendor.

3-1 You are required to implement a new payment term code, AC##, and test it to ensure it works. The new terms negotiated with your vendor are: • 5% for immediately payment, • 2% for payment within 15 days, • net for payment within 30 days and • the posting date is the baseline date.

3-2 Allocate the new payment terms to your vendor.

3-3 Test your new payment term by posting an invoice. Post an invoice about 50 000 units local currency to your vendor. Use your account for entertainment expenses for the debit posting.

3-4 True and False

3-4-1 Credit memos can be made invoice-related to ensure that invoice and credit memos are due at the same date.

______________

3-4-2 The day limits define the dates of the discount periods.

______________

3-4-3 Every installment item of a holdback/retainage payment term must in turn have a payment term.

______________

3-5 ‘Payment terms’ is a field in the _________________and _________________segment of the customer master record.

© SAP AG AC200 5-52

3-6 The _________________ is the date the system uses to begin calculating the invoice due date.

3-7 Which cash discount accounts are used in the net procedure?

________________________________________________________________

3-8 Which cash discount accounts are used in the gross procedure?

________________________________________________________________

© SAP AG AC200 5-53


Unit: Posting Control Topic: Taxes


• Check your knowledge of the handling of taxes in R/3

• Create a new tax code

• Post a vendor invoice with taxes

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 R/3 tax template.

4-1 Name the two types of taxation which can be represented in the R/3 system.

________________________________________________________________

4-2 What is the necessary data for the automatic tax account assignment?

________________________________________________________________

4-3 Create a new tax code. Complete either 4-6-1 or 4-6-2 according to your country’s requirements.

4-3-1 Non jurisdictional taxes: The federal government of your country implements a tax reform and sets the value-added tax rate to 20%. Create the new output tax code ## to adjust to the new tax requirements.

4-3-2 Jurisdictional taxes: Your instructor provides you with the code of a jurisdiction that 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 tax code ## to adjust to the new tax requirements.

4-3-3 Define your new tax code as relevant for incoming invoices in FI and thus making it available for the new Enjoy Transaction entry screen.

4-4 Customer invoice Post a customer invoice of 300 000 units course currency to your customer account. Choose the option "calculate tax" and use the new tax code you created and its jurisdiction code. Post the revenue side of the transaction to the account that is supplied by your instructor.


© SAP AG AC200 5-54


Unit: Posting Control Topic: Cross-company code transactions


• Check your knowledge of cross-company code transactions

• Configure your company code to perform cross-company code transactions

• Post a cross-company code transaction

Management is considering setting up a foreign subsidiary and is concerned with R/3’ s ability to handle cross company postings.

5-1 List two examples for cross-company code transactions:

________________________________________________________________

5-2 True and False

5-2-1 A cross-company code transaction consists of at least two documents.

_______________

5-2-2 Tax amounts of a cross-company code transaction are automatically distributed to the company codes in which the expenses/revenues occurred.

_______________

5-2-3 Cross-company code clearing accounts must be G/L accounts.

_______________

5-2-4 The company code of a cross-company code transaction may have different local currencies.

_______________

5-3 Describe how the system creates the cross-company code transaction number.

________________________________________________________________

________________________________________________________________

________________________________________________________________

5-4 Create cross-company clearing accounts and configure the automatic postings for the cross-company postings.

© SAP AG AC200 5-55

5-4-1 Create a cross-company code clearing account (1945##) in your company code to process cross-company transactions involving your instructor’ s company code. Do this by copying the G/L account 194500. Set the field status group in both accounts to G001. Define the account to be posted automatically by the system when completing cross-company code transactions.

If the with reference push button is not active, follow the menu path Settings, Start Activity, and select the “ Create GL Account with Reference” radio button.

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 and enter the following information:

5-4-2 Configure the automatic postings for the cross-company transaction.

5-5 Post an example for central purchasing. You receive an invoice from your vendor for 50 000 units country currency for material you purchased for the instructor’ s company code. Using the tax ID 1I (input tax (training) 10%). Post and cross-company invoice to record the invoice on your company code and record the expense on the instructor’ s company code. Record your document number(s).


Use the horizontal scroll bars if you don’ t see all of the fields that you need.

5-6 View your cross-company document.

© SAP AG AC200 5-56


Unit: Posting Control Topic: Document Reversal


• Check your knowledge of document reversal

• Configure your company code to allow negative postings

• Reverse a document

Once in a while it happens that a document is entered and posted incorrectly. In this case, it needs to be reversed and re-entered correctly. Management wishes it possible to correct transaction figures when reversing a document.

6-1 Name the two possible ways to reverse a document in R/3.

________________________________________________________________

6-2 What two requirements must be met in order to process negative postings.

________________________________________________________________

________________________________________________________________

________________________________________________________________

6-3 Set the indicator that allows negative postings to be made in your company code.

6-4 Check which reason codes can be used to perform reversal by negative postings.

6-5 Post another G/L document for 15000 using the Sports Car Rental account and then review the balance of the account.

6-6 Reverse the G/L document you just created and then review the account balance to see the impact of a negative reversal.

© SAP AG AC200 5-57

Solutions

Unit: Posting Control Topic: Default Values

1-1 User master records

Parameter memory

System data

Account master record

Accounting functions

1-2 From a G/L, A/P, or A/R posting screen, select the Editing options pushbutton.


Document Type Option Document type hidden

Select Save.

1-3 Activate value date proposal.

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Default Values for Document Processing o Default value date


CoCd GR##

Propose value date √

Select Save.

1-4 Change maximum exchange rate.

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Header o Maximum Exchange Rate Difference o Define Maximum Exchange Rate Difference per Company Code


CoCd GR##

Max. exch. rate diff. Enter 5%

Select Save.

© SAP AG AC200 5-58

Checklist

You have just set system defaults that will impact transactions going forward.

© SAP AG AC200 5-59

Solutions

Unit: Posting Control Topic: Document Change Rules

2-1 Can the allocation field be changed?

Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document o Change


Document number From the previous unit

Company code GR##

Fiscal year current year

Select Enter.

Drill down on the customer line item and note that the allocation field can be changed!

Create a new change rule:

IMG: Financial Accounting o Financial Accounting Global Settings o Document o Line Item o Define Document Changes Rules Edit o New Entries


Field name BSEG-ZUONR

Account type S

Transaction type BLANK

Company code GR##

Field is modifiable BLANK

Select Save.

Copy the new change rule to create rules for the account types "D" and "K."

Select the green arrow to return to the Overview screen.

Highlight the rule you just created.

Edit o Copy as…

© SAP AG AC200 5-60



Account type D


Company code GR##


Select Enter.

Highlight the rule you just created.

Edit o Copy as…



Account type K


Company code GR##


Select Enter.

Select Save.

To verify that field is no longer modifiable, repeat the first step.

Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document o Change


Document number From previous unit

Company code GR##


Select Enter.

Drill down on the customer line item and note that the allocation field is no longer modifiable.

Checklist

You just created a document change rule that states for customer, vendor and general ledger postings, the allocation field is not modifiable after posting.

What value can you see for your company with this functionality?

© SAP AG AC200 5-61

Solutions

Unit: Posting Control Topic: Payment Terms and Discounts

3-1 Create payment term.

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Outgoing Invoices/Credit Memos o Maintain Terms of Payment

Edit, New Entries…


Payment terms AC##

Account type

Customer √

Vendor √

Default for baseline date Posting date

Payment terms

Term 1

Percentage 5%

No. of days BLANK

Term 2

Percentage 2%

No. of days 15

Term 3

Percentage BLANK

No. of days 30

Select Enter. Notice in the Explanations area, the payment terms are automatically described in words. Verify that you configured the payment terms accordingly.

Select Save.

3-2 Enter payment term in vendor master record.

Easy Access Menu: Accounting o Financial accounting o Accounts Payable o Master Records o Change

© SAP AG AC200 5-62


Vendor Your vendor

Company code GR##

Company code data

Payment transactions √

Select Enter.


Payment terms AC##

Select Save.

3-3 Post a vendor invoice

Easy Access Menu: Accounting o Financial accounting o Accounts payable o Document entry o Invoice

If prompted, enter your Company code, GR##, then Select Enter.


Basic data

Vendor your vendor



Amount 50 000

Currency course currency

Calculate tax √

Tax code I0

Items

G/L acct AE01##

D/C Debit


Tax Code Listed on the data sheet

Tax jurisdiction code Listed on the data sheet

Text Dinner for Staff

Select the Payment Tab to verify that the payment terms have defaulted in from the vendor master record.

Document o Simulate

© SAP AG AC200 5-63



Checklist

You have just…

♦ created a new payment term and

♦ assigned it to your vendor master record.

When you posted an invoice, the new payment term was defaulted from the vendor master record. Display the line item to verify this happened by following this menu path: Accounting → Financial Accounting→ Accounts Payable → Account → Display Line Items.

Enter your vendor number and company code into the selection screen and execute the report. Drill down on the line item you’ d like to see detailed payment term information.

3-4 True and False

3-4-1 True .

3-4-2 False. The day limits are used to store several versions of payment terms under the same payment term key.

3-4-3 True.

3-5 Company code and sales area

3-6 Baseline date

3-7 Cash discount clearing account

Lost cash discount account

3-8 Cash discount granted account

Cash discount taken account

© SAP AG AC200 5-64

Solutions

Unit: Posting Control Topic: Taxes

4-1 Taxation on federal/country level

Taxation on state/jurisdictional level

4-2 Rules

Posting keys

Tax accounts

4-3 Create a new tax code. Complete either 4-3-1 or 4-3-2 according to your country’ s requirements.

4-3-1 Non-Jurisdictional taxes: Create tax code.

IMG: Financial Accounting o Financial Accounting Global Settings o Taxes on Sales/Purchases o Calculation o Define Tax Codes for Sales and Purchases


Country course country

Select Enter.


Tax code ##

Select Enter.


Tax code ##

Description output tax 20%

Tax type A

Check √

Select Enter.


Tax type Output Tax

AccKy MWS

Tax percent. rate 20%

© SAP AG AC200 5-65

Assign a tax account.

Select the Tax accounts push button.



Select Enter.


MWS Taxes Payable account listed on the data sheet

Select Save.

4-3-2 Jurisdictional taxes: Create tax code.

IMG: Financial Accounting o Financial Accounting Global Settings o Taxes on Sales/Purchases o Calculation o Define tax codes for sales and purchases


Country Course country

Select Enter.


Tax code ##

Jurisdict. Code Listed on the data sheet

Select Enter.


Tax code ##

Description Sales tax 5%

Tax type A

Check √

Select Enter.


Tax type A/R Sales tax 3

AccKy MW3

Tax percent. rate 5

© SAP AG AC200 5-66

Assign a tax account:

Select the Tax accounts push button.



Select Enter.


MW3 Taxes Payable account listed on the data sheet

Select Save.

4-3-3 Define your tax code for the Enjoy transaction.

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Outgoing Invoices/Credit Memos o Outgoing Invoices/Credit Memos – Enjoy o Define Tax Code for Transaction


Country key Course country

Select Enter.

Select New Entries…


Tax ##

Transaction Outgoing invoices in Financial Accounting

Select Save.

© SAP AG AC200 5-67


Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Invoice


Basic data

Customer Your customer



Amount 300 000

Currency/rate Course currency

Calculate tax √

Tax Code Your new tax code

Select Basic Data tab

Items

G/L acct Listed on the data sheet

D/C Credit


Tax jurisdiction code jurisdiction code of tax

Document o Simulate



Checklist

You have just…

♦ created a new tax code,

♦ assigned a general ledger account to the tax code to make possible automatic postings and

♦ defined your tax code to be used in the Enjoy transaction, and

♦ created a customer invoice demonstrating the automatic tax postings.

© SAP AG AC200 5-68

Solutions

Unit: Posting Control Topic: Cross-company code transactions

5-1 Central purchasing

Central payment

5-2 True and False

5-2-1 True.

5-2-2 False. The tax is completely posted to the first company code.

5-2-3 False. Cross-company code clearing accounts can be G/L accounts as well as customer/vendor accounts.

5-2-4 True. Note: It was necessary in a former R/3 release that the companies have the same local currencies. This requirement is no longer necessary.

5-3 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.

5-4 Create cross-company clearing accounts and configure the automatic postings for the cross-company postings.

5-4-1 Create General Ledger Account:

Easy Access Menu: Accounting o Financial accounting o General ledger o Master records o�Individual processing oCentrally



G/L account 1945##

Company code GR##

Press the with reference push button.

Field Name or Data Type

Values

Account number 194500

Company code GR##

Select Enter.

© SAP AG AC200 5-69


Values

Short text My clearing account

Long text My cross-company clearing account

Select the Create/bank/interest tab.


Values

Field status group G001

Post automatically only √

Select Save.

5-4-2 Configure the automatic postings

IMG: Financial Accounting o General Ledger Accounting o Business Transactions o Prepare cross-company code transactions

In the Company Code Clearing dialog window:


Company code 1 Your company code

Company code 2 Your instructor’s company code

Select Enter.

In the section “Posted in your company code…”, enter the following information


Receivable

Debit posting key 40

Account debit Your clearing account

Payable

Credit posting key 50

Account credit Your clearing account

© SAP AG AC200 5-70

In the section “Posted in the instructor’s company code…”, enter the following information


Receivable

Debit posting key 40

Account debit Instructor’s clearing account

Payable

Credit posting key 50

Account credit Instructor’s clearing account

Select Save.

5-5 Cross-company invoice

Easy Access Menu: Accounting o Financial accounting o Accounts payable o Document entry o Invoice


Basic data

Vendor Your vendor number



Amount 50 000

Currency/rate Course currency

Calculate tax √

Tax ID 1I (10% Input tax)

Items


D/C Debit


Tax Code I0

Tax jurisdiction code Listed on the data sheet

Company code Instructor’s company code

Cost center Listed on the data sheet

Document o Simulate

Review your document. Drill down on a line item to view or change line item details. Notice the cross-company clearing account entries.


© SAP AG AC200 5-71

5-6 Display your cross-company document.

Easy Access Menu: Accounting o Financial Accounting o Accounts Payable o Document o Cross CC transaction o Display

Enter your document number, if necessary.

Select Enter to display your document.

Checklist

You have just…

♦ created new inter-company general ledger accounts,

♦ configured the automatic postings for inter-company clearing with your instructor’ s company code and,

♦ you posted an intercompany document.

© SAP AG AC200 5-72

Solutions

Unit: Posting Control Topic: Document Reversal

6-1 Standard reversal posting

Reversal by negative posting

6-2 1. The company code must allow negative postings.

2. The reversal’s reason code must be specified for negative postings.

3. The document type has to allow for negative postings.

6-3 Allow negative postings in company code

IMG: Financial Accounting o General Ledger Accounting o Business Transactions o Adjustment Postings/Document Reversal o Permit negative posting


CoCd GR##

Negative postings allowed √

Select Save.

6-4 Check reason codes.

IMG: Financial Accounting o General Ledger Accounting o Business Transactions o Adjustment Postings/Document Reversal o Define reasons for reversal

The indicator ”negative posting” is next to the reason codes 01, 02, 03, 04, 05, 06, 07, RE.

6-5 Post a GL document.

Easy Access Menu: Accounting o� Financial Accounting o General Ledger o Document Entry o G/L account posting



© SAP AG AC200 5-73


Basic data

Doc. Date current date


First item

G/L acct AE02##

D/C Debit



Jurisdiction Code Listed on the data sheet

Text Negative posting test

Second item

G/L acct 113101

D/C Credit


Document o Simulate



Check the balance on the account and identify the document type:

Easy Access Menu: Accounting o Financial accounting o General Ledger o Accounto Display Balances


GL Account AE02##

Company Code GR##

Fiscal Year Current year

Select Execute.

Record the balances for the current period.

Debit Credit

Drill down on the debit balance for the current period to view the line items that comprise the account balance. The SA document type is a G/L posting.

© SAP AG AC200 5-74

Verify if the document type allows for negative postings:


Drill down on the SA document type.

In the “Control data” section, verify that the checkbox for Negative postings allowed is checked.

6-6 Perform negative reversal.

Easy Access Menu: Accounting o Financial accounting o General Ledger o Document o Reverse o Individual reversal


Document no. noted number of the G/L document

Company code GR##


Reversal reason RE (or any other which performs document reversal)

Goto o Display before reversal

Select the green arrow to return to the previous menu.


Check the balance on the account:

Easy Access Menu: Accounting o Financial accounting o General Ledger o Accounto Display Balances


GL Account AE02##

Company Code GR##

Fiscal Year Current year

Select Execute.

Record the balances for the current period.

Debit Credit

Compare these values to the balances recorded before the reversal.

© SAP AG AC200 5-75

Checklist

You have just…

♦ configured your company code to allow negative postings,

♦ validated which document types allow for negative postings and

♦ identified the reason codes used with negative postings.

© SAP AG AC200 6-1

SAP AG 1999

z SAP List Viewer

z Table Control

List Viewer and Table Control

© SAP AG AC200 6-2

SAP AG 1999

SAP List Viewer and Table Control: Unit Objectives

z Explain the term SAP List Viewer

z Use the functions of the SAP List Viewersbased on the example of customer line items

z Define your own views of tables using tablecontrols

At the end of this unit, you willbe able to:

© SAP AG AC200 6-3

SAP AG 1999

z The CFO want to know how lists in the SAP Systemcan be set up to same a uniform appearance

z The CFO would also like to learn more about thetable control functions

Business Scenario

© SAP AG AC200 6-4

SAP AG 1999

SAP List Viewer: Customer Line Item List

Customer Line item List

Customer Line Item List

Customer 100056Name Customer Group AC200-##

Location Nashville

St Assignment Doc. no. Type Doc.date S Due date Amount in LC Loc.curr. Clear.doc. Text

1600000046 160000046 DG 13.02.2000 2000- EUR1800000012 180000012 DR 06.04.2000 100000 EUR1800000016 180000016 DR 12.05.2000 50000 EUR

1400000012 1400000012 DZ 12.05.1999 50000 EUR 14000000121800054102 1800005412 DR 12.03.1999 50000 EUR 14000000121400000002 1400000002 DZ 15.01.1999 60000 EUR 1400000002180001324 180001324 DR 15.12.1998 60000 EUR 1400000002

��The SAP List Viewer is a generic display tool that creates an ergonomic list from the data provided.

��The List Viewer is a uniform, simply method for displaying lists in the SAP System. For all lists, a uniform interface and list presentation is available.

��With the List Viewer, you can display simple as well as hierarchical lists sequentially.

��In the SAP List Viewer, various functions are available such as sort, total, filter, and so on.

��The display of the lists can be changed without the previous selection of data. Changes list layouts can be saved as variants.

© SAP AG AC200 6-5

SAP AG 1999

SAP List Viewer: Functions



Customer 100056Name Customer group AC200-##

Location Nashville

St Assignment Doc.no. Type Doc.date S Due date Amount in LC LCurr. Clear.doc. Text



��Some of the functions of the SAP List Viewer:

��Select detail: To obtained detailed information about a row, you first select the corresponding row.

��Select columns: To select a column, click once on the column header. To select more than one column, select one column, choose the shift or CTRL key and select the desired columns.

��You can sort a list in ascending or descending order. You can sort a list by selecting the desired column and then choosing the desired function.

��In the same manner, you can set a filter.

��Total: Using certain values, you can create totals and subtotals. You can form totals by selecting the desired column and then choosing the corresponding symbol.

© SAP AG AC200 6-6

SAP AG 1999

SAP List Viewer: Display Variants and Fields



Customer 100056Name Customer Group AC200-##

Location Nashville

St Assignment Document no.. Art Belegdatum S Fälligkeit Betrag in HW Lcurr. Clear.doc. Text



Sort FilterColumn selection

Column selection Columns available

Symbol open/clrdAssignmentDoc.numberDoc.typeDoc.date …

Net due dateClearing datePayment dateDoc.currency. . .

Change Layout

��You can use the SAP standard variants or set up your own display variants.

��Here you can define the view of a list to meet your requirements.

��You can select the fields you want to display from the list of available fields. You can remove the fields you do not want to display from the selection. You can also sort the fields to display them in the order you desire.

��You can define a display variant as the initial variant. This is always selected for the list output is you do not select a different display variant.

© SAP AG AC200 6-7

SAP AG 1999

Payment

Table Control (Vendor Invoice)

Enter Vendor Invoice

Tree off Hold ParkSimulate Editing options

Basic data

VendorInvoice datePosting dateReferenceAmount

Tax amount

St. G/L acct Short text D/C Amount DC Amount LC Ta CCTR Bu.area

TableControl

Enter Vendor Invoice

��With the table settings function, you can change the basic settings of a table in the system in a so-called table control.

��This is especially useful for tables with columns you do not need or for which you would like to change the width. Via Drag&Drop you can change the position and width of columns.

© SAP AG AC200 6-8

SAP AG 1999

St. G/L acct Shrttxt

D/C Amount DC Amnt St CCTR Bu.

Variant: Own table setting

Select variant

Current setting

Standard setting

Basic setting

Basic setting

Manage variants

Variant AC200-00

Delete

Create

Close Accept Administrator i X

Variants

��You can saved the changed table settings as a variant. For any given table, you can create multiple variants.

��The already existing variant is the "basic setting". This is the setting as defined by SAP. You can delete your own variants but not the basic setting.

��The table settings are saved in the user context. The system used the currently valid variant until you exit the application. If you start the application at a later time, the system uses the valid standard setting for this table.

��You can change table settings if the table control symbol is displayed in the upper right-hand corner of the table.

© SAP AG AC200 6-9

SAP AG 1999

List Viewer and Table Control : Summary

z Using the SAP List Viewer, lists in the SAPSystem have a uniform appearance. The SAPList Viewer provides the same functions, nomatter where it is used.

z With the table control, users have a tool withwhich they can create their own table views.

© SAP AG AC200 7-1

SAP AG 1999

Clearing

z Open Item Clearing

z Incoming and Outgoing Payments

z Payment Differences

z Exchange Rate Differences

© SAP AG AC200 7-2

SAP AG 1999


Clearing: Objectives

z Clear an account

z Post various payments and payment differences

z Explain exchange rate differences

z Reset cleared items

© SAP AG AC200 7-3

SAP AG 1999

Clearing: Business Scenario

z Certain general ledger accounts need to bereconciled matching debits and credits. Theauditors want to know how to manage thesetypes of accounts.

z Customers pay their invoices and paymentdifferences may occur out of various reasons.

z Payments were posted against the incorrectinvoices and need to be corrected.

z Customers make short payments or requestclaims for shortages

© SAP AG AC200 7-4

SAP AG 1999

Open Item Clearing: Objectives


z Describe the clearing process

z Clear an account

z Post with clearing

© SAP AG AC200 7-5

SAP AG 1999

February1 2 3 4 5 6 78 9 1011121314

1617181920212223242526272829293031

Open item account

2,000 5,000

Can be cleared

Check Deposit

Company

InvoiceMMM

Company

InvoiceMMMJanuary

1 2 3 4 5 6 78 9 1011121314

1617181920212223242526272829293031

1 2

CLEARING ANACCOUNT

POST WITHCLEARING

3

Open Item Clearing

3,000

��Open items are incomplete transactions, such as a vendor invoice which has not been paid.

��In order for an open item transaction to be considered complete, the transaction must have been cleared. A transaction is considered cleared when an offset value is posted to 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.

��An example of posting with clearing (depicted above):

y�An invoice posted to a customer’s account. This invoice is regarded as an open item because at this point it is unpaid.

y�The customer pays the invoice and the payment is allocated to it.

y�The invoice is cleared with the payment and the resulting balance is zero.

��An example of account clearing:

y�Manually clearing an open invoice with a related credit memo and payment on account.

��A clearing transaction always creates a clearing document.

© SAP AG AC200 7-6

SAP AG 1999

Posting with Clearing (1)

Open item account

20003000

1000

Items

Clearing document

Clearing account

5000

D Clearing account 5000

1. Enteredmanually

POST ANDCLEAR

© SAP AG AC200 7-7

SAP AG 1999

Open item account

20003000

1000

Items

Clearing document

Clearing account

5000


1. Enteredmanually

2. selected


POST ANDCLEAR

© SAP AG AC200 7-8

SAP AG 1999


Open item account

20003000

10005000

Items

Clearing document

Clearing account

5000


C Open item account 5000

3. Createdautomatically

1. Enteredmanually

2. selected

POST ANDCLEAR

© SAP AG AC200 7-9

SAP AG 1999

Open item account

20003000

10005000

Items

Clearing document

Clearing account

5000

D Clearing account

1. Enteredmanually

2. selected

4. cleared



POST ANDCLEAR

��Using the “posting with clearing” function, enter the document line items and then select the open items that are to be cleared.

y�If the total amount of selected open items equals the amount of entered line items, the system clears the open items by creating one or more offsetting entries.

y�If the total amount of selected open items does not equal the amount of entered line items, the system allows you to post the differences.

��“Posting with clearing” can be done for several accounts, account types and for any currency simultaneously.

��The “posting with clearing” transaction may be performed manually or automatically by using the automatic payment program.

© SAP AG AC200 7-10

SAP AG 1999

Account Clearing

Open item account

2000 50003000 1000

Open item account

2000 50003000 1000

Accountclearing

Items

Clearing document

ACCOUNTCLEARING

��Using the “ account clearing” function, choose and match those existing 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 open items. The clearing date can be the current date or a date that the user determines.

��The ” account clearing” function will work for any open item managed account in G/L, A/R and A/P. It is generally used with bank sub-accounts and clearing accounts. With this transaction you can only clear items from one account.

��Since most of the time postings do not have to be made during account clearing, the clearing document usually contains no line items. However, if line items from different business areas are part of the clearing procedure, the system may require clearing entries to balance the business areas.

��The account clearing transaction may be performed manually or automatically by using the automatic clearing program.

© SAP AG AC200 7-11

SAP AG 1999

Automatic Clearing Program

z Functions of clearing� Groups items per account together� If balance is zero, items are marked for

clearing

z Prerequisites for clearing� Accounts must be managed on an open

item basis� Accounts to be cleared must be defined

z Items not cleared� noted items� statistical postings, down payments, bills

of exchange� items with withholding tax entries

Open item acct

2,000

3,000

5,000

Clearing possibleClearing possible

Accountclearing

��The user can clear open items for A/R, A/P and G/L accounts with the automatic clearing program.

��The program groups items together from an account which have the same:

y�reconciliation account number,

y�currency,

y�special G/L indicator, and

y�five freely defined criteria from document header or item i.e. allocation field, 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 accounts requiring automatic clearing need to be defined via customizing.

��The automatic clearing program will not clear:

y�noted items

y�statistical postings and certain special G/L transactions (down payments and bills of exchange)

y�items with withholding tax entries.

© SAP AG AC200 7-12

SAP AG 1999

Master Record: Account Management

Sort key..

001 Posting Date

Sort Field also known as Assignment Field

Line Item DisplayAssignment Post date Doc #

20000303

20001010

20001212

500

750

600

03/03/2000

10/10/2000

12/12/2000

1234567

Amount

1234568

1234569.

.

SD document

01 AssignmentItems

InvoiceReference

Invoice

Zuordnung

Items

Reference

Accounting document

...02 Assignment...

��The “ assignment field” is populated automatically onto line items, during document entry, based on the default sort indicator set in the master record.

��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 purchase order number, in the business partner master record, then the assignment field in the business partner line item is populated with the purchase order number.

��However, if the sort key is set to cost center in a general ledger master record, then the assignment field in the general ledger line item is populated with the cost center when this G/L account is posted to.

��The sorting of line items in the line item display and the clearing functions are based on the value displayed in the assignment field, for example:

y�If an invoice is posted in SD, an account document is created in FI. The account document has a document number that generally is not identical to the SD invoice number. Using the reference and the assignment you can determine which SD document is the basis for the accounting document. The reference and assignment in the FI invoice is copied for the reference and assignment in the SD invoice document. You can define the number to be transferred as the assignment number (order, assignment, delivery, or invoice number) and the reference number from the SD document to FI. You can then make selections using these fields.

© SAP AG AC200 7-13

SAP AG 1999

Scenario:Customer makes apayment but does notspecify which invoicesare to be cleared

Assignment of Open Items via the Internet

Com

pany border

Work-Work-placeplace

External Non-SAP System

Invoice 1 <-> Payment 1

Assign open items:Your account 7411

Save

User-specific business-HTML-Form

E-mail to business partner

Whichinvoices

belong to whichpayments?

11

22

33

Log on to SAP System of sender

44Internal mail

SAPWorkflow

Clerk’s inbox:“Unread documents”Execute document”= Link to transactionClearing

55

��You obtain payment from a customer. However, no assignments are entered for this payment in regards to the open items to be cleared by it. Result: You are not certain as to which invoices belong to this payment...

��You decide to send an e-mail to this business partner asking for the assignment of this payment to open items. The e-mail contains a link that allows the partner to log on to your system.

��The business partner thus can log on to your system and make the assignment. You have to first set up the authorization for the business partner.

��Once the business partner has made the assignment and possibly additional comments, he/she confirms the assignment. Per SAP Workflow, you obtain a mail that the customer has made the assignment.

��You now can check the assignment, confirm it, and clear it.

��The advantages of this procedure: You obtain the requested information quickly and easily. Misunderstandings are avoided and you save time and phone costs.

© SAP AG AC200 7-14

SAP AG 1999


Incoming and Outgoing Payments: Objectives

z Post various incoming and outgoing payments

z Reset cleared documents

© SAP AG AC200 7-15

SAP AG 1999

The Manual Payment Process

Document header

Post

Process open items

1. Payment header

2. Bank data

3. Select open items1. Activate items

2. Activate cash discount

1. Display overview

2. Post

POST ANDCLEAR

��A “ manual payment” is a transaction that clears an open item, typically an invoice, by manually allocating an offsetting amount to the open item.

��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.

��A manual payment is processed in three steps:

1. Document header information is filled out.

2. Open items are selected to be cleared.

3. The transaction is saved.

��Payment differences will be discussed later in the unit.

© SAP AG AC200 7-16

SAP AG 1999

Document Header: Payment Header

Document date Type Company codePosting date Period CurrencyReference Translation dateDoc Header textClearing text

06.06.2000

06.06.2000

Invoice # or Cheque #

KZ/DZ

06

3000

USD

POST ANDCLEAR

��The data entered in the document header is similar to the data entered when posting invoices. There are 3 sections to the document header: the payment header, the bank data and open item selection.

��Enter the following information in the payment header section of the document header:

y�The document date is entered. This is the date on the physical document.

y�The document type is defaulted by the system (see “ Posting Control - Default Values” ). KZ is a vendor payment; DZ is a customer payment.

y�The company code is entered or defaulted by parameter default (see “ Posting Control - Default Values” ).

y�The period details are the posting date and the posting period. The current date is defaulted as the posting date and the posting period is determined from the posting date.

y�The currency details are the currency code, exchange rate and the translation date. If no exchange rate or translation date is entered, the exchange rate from the exchange rate table on the posting date is used.

y�Any references needed to identify the incoming payment may be entered in the reference document number, document header text, and clearing text.

© SAP AG AC200 7-17

SAP AG 1999


06.06.2000

06.06.2000


KZ/DZ

06

3000

USD

Account Business AreaAmount Amount in LCBank Charges LC Bank ChargesText Allocation

Pmt. Clearing Acct #

1 000 000

Bank Data

Document Header: Bank Data

POST ANDCLEAR

��Enter the following bank data into the next section of the document header:

y�The account is a general ledger account number used for incoming payment or outgoing payment clearing and must be entered.

y�The payment amount is the total value of the payment being processed.

y�The bank may charge bank charges for their services which are automatically posted to a special expense account. In incoming payments, the system adds the bank charges to the payment amount to form the clearing amount. In outgoing payments, it subtracts the bank charges from the payment amount to form the clearing amount. This way, the payer always has to pay the bank charges.

y�The value date is the date used to evaluate the cash management position in the Cash Management module. It may be defaulted by the system (see “ Posting Control - Default Values” ).

y�The text is any narrative required for this line item and is optionally entered. Start the line with ” *” to make it an external text which may be printed on correspondences. The user can also choose an entry from a list of standard texts.

y�The assignment number is either created by the system or may be entered manually.

© SAP AG AC200 7-18

SAP AG 1999

Process Open Items


06.06.2000

06.06.2000

Invoice # or Check #

KZ/DZ

06

3000

USD



1 000 000

Bank Data

Account Account typePmt Advice no.

Dist. by age Standard OIAuto search Other Accounts

Business Partner

D or K

�

Additional Selections

NoneAmountDocument numberPosting DateOthers

~��

Open Item Selection

Document Header: Open Item Selection

POST ANDCLEAR

��Enter the following “ open item selection” data in the next section of the document header:

y�Account and account type In this section, “ account” refers to the business partner’s account number and their account type. K refers to vendors and D refers to customers. The account and account type are required to determine the account in which the open items reside. You can also enter a work list in the account field to process the open items from a group of accounts.

y�Standard open items and/or Special G/L transactions Standard open items and/or special G/L transaction open items may be selected for processing.

y�Payment advice note number The payment advice note number of an entered payment advice may be used to select the open items required for processing.

y�Other accounts Other accounts from within FI may be selected for simultaneous processing of open items.

y�Additional selection Additional selections, defined in customizing, may be used to select the open items required for processing. ” Distribute by age” or ” Automatic search” may be used to speed up the selection process.

© SAP AG AC200 7-19

SAP AG 1999

Doc # DT PK Gross Amt.. Cash Disct. %

190000022 KR 31 4 456-190000058 KR 31 1 000 000-190000098 KR 31 980- 20- 2%190000099 KR 31 490- 10- 2%170000043 KG 21 5 000

No. of items Amount EnteredDisplay item Assigned

Difference PostingNot Assigned

1 000 0001 000 000-

0

Standard Partial Pmt Residual Pmt

Process Open Items

Posting w/clearing

��The next screen lists all of the unmatched, open items. These could be payments, debit or credit memos or invoices. Depending on your settings, all of the items may be selected or de-selected when you initially get to this screen.

��The first step in processing open items is to activate the required line items to allocate a payment.

��The amount entered is allocated to the appropriate line item in proportion to the item amount and discount.

��The activation or deactivation of a line item may be done in a number of ways:

y�Editing options for open items: Set flag to selected items initially inactive.

y�Mouse clicking: Double click the mouse on the amount of the required item.

y�Pull-down Menus and function keys: Select items and use pull-down menus or function keys to perform functionality required.

��The document may be posted when “amount entered” is equal to “assigned” .

��The cash discount granted is determined by the payment term of the line item and is taken into consideration in calculating the assigned amount.

��The cash discount may be changed by overwriting the absolute discount value or changing the discount percentage. It may not exceed the limits set in the tolerances groups.

© SAP AG AC200 7-20

SAP AG 1999

Posting Payments

z Overview details

z Simulate to review automaticallygenerated items

z Correct any mistakes

z PostPOST ANDCLEAR

��The last step is to do a final check of the document entered.

��By selecting document, simulate, all line items, including any automatically generated, can also be reviewed.

��If the debits and credits balance, the completed document may be posted.

��If the document is later determined to be in error and needs to be corrected, reset the cleared items first and then reverse the document. The original posting must be re-entered correctly.

© SAP AG AC200 7-21

SAP AG 1999

5,000

Open item account

2,000

3,000

Can be cleared

Automatic Postings When Clearing Open Items

z Cash discounts paid or received

z Cash discount clearing (net method)

z Tax adjustments

z Exchange rate differences

z Bank charges

z Clearing entries for cross-company codepayments

z Over- or underpayments withintolerances

5,000

��If necessary, the system performs automatic postings when clearing open items. The configuration of most of these automatic postings is covered in other units.

��Bank charges may be entered when entering the bank item and are automatically posted to an assigned G/L-account.

��To perform manual cross-company code payments, a clearing procedure (either ” incoming payments” or “ outgoing payments” ) has to be assigned to the combination of the clearing company code and the company code which has to be cleared. After performing these task, items from both company codes will be displayed when selecting open items.

��The handling of over- and underpayments is covered in the topic “ Payment Differences” .

© SAP AG AC200 7-22

SAP AG 1999

Open item account

2000 50003000 1000

Open item account

2000 50003000 1000

Resetcleareditems

Items

Clearingdocument

Reset......

Resetting Cleared Items

z Line items cleared in error

z Cancel clearing by resettingclearing document and cleareditems

��Users can cancel clearing transactions for individual documents. When the user reset cleared items, the clearing data is removed from the line items.

��The changes are logged and can be displayed in changed documents. In A/R, the payment history and the credit limit will be corrected, if applicable.

© SAP AG AC200 7-23

SAP AG 1999

Payment Differences: Objectives

z Post payment differences

z Describe tolerance groups and their role forposting payment differences

z Create partial and residual payments

z Create reason codes


© SAP AG AC200 7-24

SAP AG 1999

Tolerance Groups

Tolerances: rules that define acceptable differences during posting

z Preset values for clearing procedures

z Allowed payment differences

z Information for posting residuals from paymentdifferences

z Tolerances for payment advice information

Tolerance group for employees

z Upper limits for transactions


Tolerance group for G/L accounts


Tolerance group for customers/vendors

��In FI, tolerances are divided into two types: employee tolerance groups and customer/vendor tolerance groups.

��The employee tolerance group is used to control:

y�upper limits for posting procedures (” posting authorizations” )

y�permitted payment differences.

��The customer/vendor tolerance group is used to provide specifications for:

y�clearing procedures,

y�permitted payment differences,

y�posting residual items from payment differences,

y�tolerances for payment advices.

© SAP AG AC200 7-25

SAP AG 1999

Configuration of Tolerance Groups

z Define the group per company code� Employees

� Staff Accountant I

� Staff Accountant II

� Accounting Supervisor� Customers/Vendors

� Good customers/vendors

� Not so good customers/vendors

� Cash only customers/vendors

z Define tolerances� permitted payment differences

z Assign tolerance groups� User master records� Customer/Vendor master records

��Two steps have to be taken to use tolerance groups:

y�Group definition:

- The tolerance group is defined by a group code, company code and a currency code.

- The group code is a four character alphanumeric code.

- A blank code, “____”(blank) is considered the default tolerance group and is the minimum tolerance group required.

��Group assignment

y�Employee tolerance groups may be assigned to employees.

y�G/L account tolerance groups can be assigned to G/L account master records.

y�Customer/vendor tolerance groups may be assigned to a customer or vendor master record.

y�If no tolerances are assigned, the default tolerance group “____” (blank) applies.

© SAP AG AC200 7-26

SAP AG 1999

Tolerance Group for EmployeesPermitted payment differences

RevenueExpense

Amount Percent Cash Discount adj. to

2.002.001%

1%50.0010.00

Permitted payment differences

RevenueExpense


Tolerance group for Customers/Vendors

2.002.00

1%1%

10.005.00

Permitted Payment Differences (1)

© SAP AG AC200 7-27

SAP AG 1999



GainLoss



RevenueExpense



Unauthorizeddeductions

Cashdiscount

adjustment

2.002.00

2.002.001%

1%

1%1%

50.0010.00

10.005.00

��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 deductions.

��The system will take the entries in both groups into account during clearing. The payment difference has to be within both tolerances to be handled automatically, e.g.

y�a payment difference has to be lower than 2.00 to be posted automatically as a cash discount adjustment.

y�a payment difference has to be lower than 50.00 and 10.00 as well as lower than 1% of the open amount to be posted automatically as an unauthorised deduction.

��The entries in the tolerance groups are always in local currency.

© SAP AG AC200 7-28

SAP AG 1999

Payment Differences

Invoice(s) 1000 1000 1000

Incoming payment 968 967 949

Cash discount 30 30 30

Difference 2 3 21

Cash discount: 32 30

Unearned cash discount: 0 3Stop!

Difference too large for clearing!

��A payment difference normally occurs during the clearing of an open item. The difference is then compared to tolerance limits of the employee and the customer/vendor and is handled accordingly

y�inside tolerances posted automatically as either cash discount adjustment or unauthorized deduction

y�outside tolerances must be processed manually

© SAP AG AC200 7-29

SAP AG 1999

Processing Payment Differences

Processing paymentdifferences

Withindefined

tolerances

Automatic cashdiscount

calculation

Automaticposting of

unauthorizeddiscounts

Partialpayment

Outside ofOutside oftolerancestolerances

Manual cashdiscount

calculation

Residualitems

Cleardifferencemanually

Akontozahlung

��If the payment difference is immaterial, it may be processed automatically by allowing the system to adjust the cash discount or to charge 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, it is possible to 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, the payment must be processed manually. The payment may be posted as:

y�A partial payment,

y�The payment difference may be posted as a residual item,

y�The payment difference can be posted to an account assigned to a reason for the difference or via a manual input posted to a new item.

y�Payment on account.

© SAP AG AC200 7-30

SAP AG 1999

Customer/Vendor

8000 5000Partial

Payment

Invoice reference

ResidualItem

Customer/Vendor

8000 50003000

Payment Diff.

3000

Customer/Vendor

8000 50003000

Partial and Residual Payments

z Partial Payment� both items remain on the

account

z Residual Item� payment term

� from cleared item

� fixed payment term� new document referencing

originals

z Charge off difference

��If the payment difference is outside tolerances it has to be “ processed manually” . The user can:

y�Post the payment as a partial payment where all documents remain as open items on the account.

y�Post the payment difference as a residual item where only the new residual item is left on the account, clearing the original document and the payment. A new document number is created referencing the original documents.

y�Post the payment difference as a difference posting to another account using reason codes with automatic account assignment.

y�charge of the difference (manual account assignment)

��There are certain entries in the customer/vendor tolerance group that control residual payments. These specify:

y�whether the payment term of the residual payment shall be equal to the payment term of the cleared item or whether it is a fixed value

y�whether the cash discount shall be granted only for the payment and not for the whole amount

y�by using a dunning key whether the residual item shall have a maximum dunning level or shall be printed separately.

��If the reason of the payment difference is known, a reason code may be entered.

© SAP AG AC200 7-31

SAP AG 1999

Code Code TextText Corres Corres. Charge off Disputed. Charge off Disputed

DDGDDG Damaged Goods Disputed SAP01Damaged Goods Disputed SAP01 X X

DGDG Damaged GoodsDamaged Goods SAP01 SAP01

FRFR FreightFreight SAP01 SAP01

MDMD MiscMisc. Deductions. Deductions SAP01 SAP01 X X

Pmt. differences by reason

Code Debit Credit

800201 800201

MD 880200 880220

Reason Codes

��Reason Codes are used to describe the reason for payment differences. To assign more than one reason code to a payment difference, click on “ distribute difference” .

��Reason codes can be assigned to:

y�difference postings

y�partial payments

y�residual items

��The reason code can be used to analyze and post-process payment differences. Their further optional features are:

y�Control of the type of payment notice which is sent to the customer.

y�Control the account where a residual item is posted.

y�Automatic posting of a residual item to a specified G/L account.

y�Exclusion of residual items from credit limit checks because they are disputed.

© SAP AG AC200 7-32

SAP AG 1999


Exchange Rate Differences: Objectives

z Illustrate the principles of exchange ratedifferences

© SAP AG AC200 7-33

SAP AG 1999

Foreign VendorOutgoing Payments

20 LC

Exchange Rate Differences

40 LC

20 LC

20 LC

40 LC

Open ItemRate : 0.5Rate : 0.25

Realized Exchange Rate Differences

10 FC10 FC10 FC

��When clearing open items in a foreign currency, realized differences may occur due to fluctuations in exchange rates.

��This fluctuation causes exchange rate differences that the system automatically posts as realized gains or losses.

��The system automatically posts to the Revenue/Expense accounts defined for exchange rate differences in configuration, thus eliminating the possibility of incorrect entries.

��The realized difference is stored in the cleared line item.

��Exchange rate differences are also posted when open items are valuated for the balance sheet. These exchange rate differences from valuation are posted to another exchange rate difference account and to a balance sheet adjustment 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.

© SAP AG AC200 7-34

SAP AG 1999

Expense/LossExpense/Loss 230020230020

Revenue/GainRevenue/Gain 280020280020



Account Determination


Account Currency Type

160000

USD

DEM 10

160000

160000

RealizedRealized exchange rate difference exchange rate difference


RealizedRealized exchange rate difference exchange rate differenceExpense/LossExpense/Loss 230000230000


��All reconciliation accounts and all general ledger accounts with open item transactions in foreign currency must be assigned to the revenue/expense accounts for realized losses and gains.

��One Gain/Loss account can be assigned:

y�To all currencies and currency types

y�Per currencies and currency types

y�Per currency

y�Per currency type

© SAP AG AC200 7-35

SAP AG 1999

Clearing: Summary

z Two basic transactions are used for clearing:� Clearing an account� Posting with clearing (e.g. payments)

z For every clearing transaction a clearing documentis created.

z Payment differences may be processedautomatically or manually.

z Posting payment differences are controlled byentries in tolerance groups.

© SAP AG AC200 7-36

Exercises

Unit: Clearing Topic: Open Item Clearing


• Check your knowledge of open item clearing

• Clear an account

Open items need to be cleared to be complete. R/3 offers two basic transactions to perform clearing.

1-1 Name the two basic transactions which are used to clear open items.

________________________________________________________________

1-2 True and False

1-2-1 Documents with open items cannot be archived because open items represent incomplete transactions.

________________

1-2-2 A clearing document must have at least two line items.

________________

1-2-3 "Posting with clearing" can be done for several accounts.

________________

1-2-4 The posting keys to be used in the clearing document are stored in "clearing procedures."

________________

1-2-5 The automatic clearing program is unable to perform automatic postings.

________________

1-3 Clearing a credit memo with an open invoice is an example of _________________ clearing.

1-4 Posting a payment to an open invoice leaving a zero balance on the account is an example of _________________ clearing.

© SAP AG AC200 7-37

1-5 Post a customer invoice of 5 500 units local currency. Also change the default value for the payment terms to 0001. Use the tax ID 1O (output tax (training) 10%). Next, clear this item with your previously created credit memo of the same amount. Analyze the line items in the customer’s account prior to and after clearing.

All open items have been selected for processing. There are several ways to de-activate each item, (except the offsetting 10 000 invoice and credit memo):

Drill down on each item’s amount (Gross).

Select the select all icon towards the bottom of the page

Select the de-activate items icon to deactivate all the line items

Drill down on the amounts of the individual items that you want to clear together.

For future transactions: select the editing options pushbutton

Select selected items initially inactive checkbox and the next time you process the transaction, all of the items will be de-activated

Note: To clear the discount, type in 0 (zero) in the ‘Cash discnt’ field.

© SAP AG AC200 7-38

Clearing Exercises

Unit: Clearing Topic: Incoming and Outgoing Payments


• Post an incoming payment with cash discount

Customers generally pay outstanding invoices and frequently take advantage of cash discounts.

2-1 Your have received a payment of 213400 units of local currency from your customer to clear the open item of 220 000 units which you have posted in the unit ” Document control." In case you did not grant cash discount when you entered the invoice, enter 6600 units cash discount manually. Use bank account 113100.

© SAP AG AC200 7-39

Clearing Exercises

Unit: Clearing Topic: Payment Differences


• Create a damage goods disputed reason code

• Post an incoming payment with cash discount and a reason code.

Customers generally pay outstanding invoices in full but try to receive the full cash discount.

3-1 A _________________ item clears the invoice and the payment to create a new outstanding item.

3-2 A _________________ payment leaves the open invoice and the incoming payment as open items on the customer’ s account.

3-3 You are experiencing short payments from customers due to stock been damaged in transit and want to track these amounts. You decide to create a Goods damaged in transit reason code, Z##, to just charge off the difference.

3-4 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 disputing the difference because of damage caused by transit. Post the difference as residual item.

© SAP AG AC200 7-40

Clearing Exercises

Unit: Clearing Topic: Exchange Rate Differences


• Check your knowledge of the posting of payment differences.

Management is considering purchasing goods from a foreign country and would like to control any exchange rate differences.

4-1 True and False.

4-1-1 The R/3 system generates the exchange rate differences automatically.

________________

4-1-2 G/L accounts have to be defined for exchange rate losses or gains.

________________

4-2 List the number of ways the G/L account can be determined for exchange rate differences.

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

© SAP AG AC200 7-41

Solutions


1-1 Account Clearing

Posting with clearing

1-2 True and False

1-2-1 True

1-2-2 False. A clearing document may have no line items.

1-2-3 True

1-2-4 True

1-2-5 False. As of 4.0 the automatic clearing program is able to perform automatic postings.

1-3 Account clearing

1-4 Posting with clearing




Basic data




Amount 5 500


Calculate tax √

Tax Code 1O Output tax 10%

Payment terms 0001

Items – 1st detail line


D/C C


Tax code 1O Output tax 10%

© SAP AG AC200 7-42

Document o Simulate



View the line items on your customer’s account:

Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Display/Change Line Items


Account your customer

Company Code GR##

Line Item Selection All items radio button

Select Execute to view all of the line items posted to your customer’s account. Note that both the 10 000 invoice and credit memo are open items.

Clear the account.

Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Clear



Company code GR##

Select the Process Open Items pushbutton.

All open items may have been selected for processing. There are several ways to de-activate each item, (except the offsetting 10 000 invoice and credit memo):

• Drill down on each item’ s amount (Gross).

• Select the select all icon towards the bottom of the page

• Select the deactivate items icon to deactivate all the line items

• Drill down on the amounts of the individual items that you want to clear together.

• for future transactions: select the editing options pushbutton

• Select selected items initially inactive checkbox and the next time you process the transaction, all of the items will be de-activated


© SAP AG AC200 7-43


View the two line items on your customer’s account:




Company Code GR##


Select Execute to view all of the line items posted to your customer’s account. Note that both the 10 000 invoice and credit memo are now cleared items.

© SAP AG AC200 7-44

Solutions


2-1 Incoming payment

Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment


Document header

Document date current date

Document type DZ

Company code your company code


Currency/rate local currency

Bank data

Account 113100

Amount 213 400

Value date current date

Open item selection


Process open items

Select the 200 000 invoice. If necessary, enter a 6 000 cash discount.

When the Not assigned value equals zero, you can…

Document o Simulate



Checklist

You have just performed two types of clearing…

♦ Account clearing: you cleared an open invoice with an open credit memo.

♦ Post with clearing: you posted an incoming customer payment with an open invoice.

© SAP AG AC200 7-45

Solutions


3-1 Residual item

3-2 Partial payment

3-3 Define charge off reason code

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Incoming Payments o Incoming Payments Global Settings o Overpayment/Underpayment o Define Reason Codes


Company code GR##

Select Enter.

Edit o New Entries


RC Z##

Short text Damage in transit (e.g.)

Long text Goods damaged in transit

C (Charge off) √ (Hint: this is the 2nd check box)

Select Save.

Configure automatic write off postings:

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Incoming Payments o Incoming Payments Global Settings o Overpayment/Underpayment o Define Accounts for Payment Differences


Reason Z##

Debit/Credit Listed on the data sheet

Select Save.

© SAP AG AC200 7-46

3-2 Incoming payment with difference



Document header


Document type DZ

Company code Your company code


Currency/rate Local currency

Bank data

Account Your house bank G/L account

Amount 250 000

Value date Current date

Open item selection

Account Your customer

Process open items

For this exercise, clear out any cash discount amounts by deleting the amounts or entering 0% and then selecting Enter.

Create residual item:

Select the Res. items Tab.

Enter the short payment amount by entering the following values or drilling down on the Residual Item field.


Residual items 50 000

RCd Z##

Document o Simulate



Checklist

You have just…

♦ created a charge-off reason code,

♦ posted an incoming payment with a difference,

♦ created a residual item and

© SAP AG AC200 7-48

Clearing Solutions


4-1 True and False.

4-1-1 True

4-1-2 True

4-2 A single G/L account can be used for all currencies and currency types.

A single G/L account can be used per currencies and currency types.

A single G/L account can be used per currency.

A single G/L account can be used per currency type.

© SAP AG AC200 7-1

SAP AG 1999

Clearing

z Open Item Clearing

z Incoming and Outgoing Payments

z Payment Differences

z Exchange Rate Differences

© SAP AG AC200 7-2

SAP AG 1999


Clearing: Objectives

z Clear an account

z Post various payments and payment differences

z Explain exchange rate differences

z Reset cleared items

© SAP AG AC200 7-3

SAP AG 1999

Clearing: Business Scenario

z Certain general ledger accounts need to bereconciled matching debits and credits. Theauditors want to know how to manage thesetypes of accounts.

z Customers pay their invoices and paymentdifferences may occur out of various reasons.

z Payments were posted against the incorrectinvoices and need to be corrected.

z Customers make short payments or requestclaims for shortages

© SAP AG AC200 7-4

SAP AG 1999

Open Item Clearing: Objectives


z Describe the clearing process

z Clear an account

z Post with clearing

© SAP AG AC200 7-5

SAP AG 1999

February1 2 3 4 5 6 78 9 1011121314

1617181920212223242526272829293031

Open item account

2,000 5,000

Can be cleared

Check Deposit

Company

InvoiceMMM

Company

InvoiceMMMJanuary

1 2 3 4 5 6 78 9 1011121314

1617181920212223242526272829293031

1 2

CLEARING ANACCOUNT

POST WITHCLEARING

3

Open Item Clearing

3,000

��Open items are incomplete transactions, such as a vendor invoice which has not been paid.

��In order for an open item transaction to be considered complete, the transaction must have been cleared. A transaction is considered cleared when an offset value is posted to 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.

��An example of posting with clearing (depicted above):

y�An invoice posted to a customer’s account. This invoice is regarded as an open item because at this point it is unpaid.

y�The customer pays the invoice and the payment is allocated to it.

y�The invoice is cleared with the payment and the resulting balance is zero.

��An example of account clearing:

y�Manually clearing an open invoice with a related credit memo and payment on account.

��A clearing transaction always creates a clearing document.

© SAP AG AC200 7-6

SAP AG 1999


Open item account

20003000

1000

Items

Clearing document

Clearing account

5000


1. Enteredmanually

POST ANDCLEAR

© SAP AG AC200 7-7

SAP AG 1999

Open item account

20003000

1000

Items

Clearing document

Clearing account

5000


1. Enteredmanually

2. selected


POST ANDCLEAR

© SAP AG AC200 7-8

SAP AG 1999


Open item account

20003000

10005000

Items

Clearing document

Clearing account

5000


C Open item account 5000


1. Enteredmanually

2. selected

POST ANDCLEAR

© SAP AG AC200 7-9

SAP AG 1999

Open item account

20003000

10005000

Items

Clearing document

Clearing account

5000

D Clearing account

1. Enteredmanually

2. selected

4. cleared



POST ANDCLEAR

��Using the “posting with clearing” function, enter the document line items and then select the open items that are to be cleared.

y�If the total amount of selected open items equals the amount of entered line items, the system clears the open items by creating one or more offsetting entries.

y�If the total amount of selected open items does not equal the amount of entered line items, the system allows you to post the differences.

��“Posting with clearing” can be done for several accounts, account types and for any currency simultaneously.

��The “posting with clearing” transaction may be performed manually or automatically by using the automatic payment program.

© SAP AG AC200 7-10

SAP AG 1999

Account Clearing

Open item account

2000 50003000 1000

Open item account

2000 50003000 1000

Accountclearing

Items

Clearing document

ACCOUNTCLEARING

��Using the “account clearing” function, choose and match those existing 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 open items. The clearing date can be the current date or a date that the user determines.

��The ”account clearing” function will work for any open item managed account in G/L, A/R and A/P. It is generally used with bank sub-accounts and clearing accounts. With this transaction you can only clear items from one account.

��Since most of the time postings do not have to be made during account clearing, the clearing document usually contains no line items. However, if line items from different business areas are part of the clearing procedure, the system may require clearing entries to balance the business areas.

��The account clearing transaction may be performed manually or automatically by using the automatic clearing program.

© SAP AG AC200 7-11

SAP AG 1999

Automatic Clearing Program

z Functions of clearing� Groups items per account together� If balance is zero, items are marked for

clearing

z Prerequisites for clearing� Accounts must be managed on an open

item basis� Accounts to be cleared must be defined

z Items not cleared� noted items� statistical postings, down payments, bills

of exchange� items with withholding tax entries

Open item acct

2,000

3,000

5,000

Clearing possibleClearing possible

Accountclearing

��The user can clear open items for A/R, A/P and G/L accounts with the automatic clearing program.

��The program groups items together from an account which have the same:

y�reconciliation account number,

y�currency,

y�special G/L indicator, and

y�five freely defined criteria from document header or item i.e. allocation field, 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 accounts requiring automatic clearing need to be defined via customizing.

��The automatic clearing program will not clear:

y�noted items

y�statistical postings and certain special G/L transactions (down payments and bills of exchange)

y�items with withholding tax entries.

© SAP AG AC200 7-12

SAP AG 1999

Master Record: Account Management

Sort key..

001 Posting Date

Sort Field also known as Assignment Field

Line Item DisplayAssignment Post date Doc #

20000303

20001010

20001212

500

750

600

03/03/2000

10/10/2000

12/12/2000

1234567

Amount

1234568

1234569.

.

SD document

01 AssignmentItems

InvoiceReference

Invoice

Zuordnung

Items

Reference

Accounting document

...02 Assignment...

��The “assignment field” is populated automatically onto line items, during document entry, based on the default sort indicator set in the master record.

��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 purchase order number, in the business partner master record, then the assignment field in the business partner line item is populated with the purchase order number.

��However, if the sort key is set to cost center in a general ledger master record, then the assignment field in the general ledger line item is populated with the cost center when this G/L account is posted to.

��The sorting of line items in the line item display and the clearing functions are based on the value displayed in the assignment field, for example:

y�If an invoice is posted in SD, an account document is created in FI. The account document has a document number that generally is not identical to the SD invoice number. Using the reference and the assignment you can determine which SD document is the basis for the accounting document. The reference and assignment in the FI invoice is copied for the reference and assignment in the SD invoice document. You can define the number to be transferred as the assignment number (order, assignment, delivery, or invoice number) and the reference number from the SD document to FI. You can then make selections using these fields.

© SAP AG AC200 7-13

SAP AG 1999

Scenario:Customer makes apayment but does notspecify which invoicesare to be cleared

Assignment of Open Items via the Internet

Com

pany border

Work-Work-placeplace

External Non-SAP System

Invoice 1 <-> Payment 1

Assign open items:Your account 7411

Save

User-specific business-HTML-Form

E-mail to business partner

Whichinvoices

belong to whichpayments?

11

22

33

Log on to SAP System of sender

44Internal mail

SAPWorkflow

Clerk’s inbox:“Unread documents”Execute document”= Link to transactionClearing

55

��You obtain payment from a customer. However, no assignments are entered for this payment in regards to the open items to be cleared by it. Result: You are not certain as to which invoices belong to this payment...

��You decide to send an e-mail to this business partner asking for the assignment of this payment to open items. The e-mail contains a link that allows the partner to log on to your system.

��The business partner thus can log on to your system and make the assignment. You have to first set up the authorization for the business partner.

��Once the business partner has made the assignment and possibly additional comments, he/she confirms the assignment. Per SAP Workflow, you obtain a mail that the customer has made the assignment.

��You now can check the assignment, confirm it, and clear it.

��The advantages of this procedure: You obtain the requested information quickly and easily. Misunderstandings are avoided and you save time and phone costs.

© SAP AG AC200 7-14

SAP AG 1999


Incoming and Outgoing Payments: Objectives

z Post various incoming and outgoing payments

z Reset cleared documents

© SAP AG AC200 7-15

SAP AG 1999

The Manual Payment Process

Document header

Post

Process open items

1. Payment header

2. Bank data

3. Select open items1. Activate items

2. Activate cash discount

1. Display overview

2. Post

POST ANDCLEAR

��A “manual payment” is a transaction that clears an open item, typically an invoice, by manually allocating an offsetting amount to the open item.

��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.

��A manual payment is processed in three steps:

1. Document header information is filled out.

2. Open items are selected to be cleared.

3. The transaction is saved.

��Payment differences will be discussed later in the unit.

© SAP AG AC200 7-16

SAP AG 1999

Document Header: Payment Header


06.06.2000

06.06.2000


KZ/DZ

06

3000

USD

POST ANDCLEAR

��The data entered in the document header is similar to the data entered when posting invoices. There are 3 sections to the document header: the payment header, the bank data and open item selection.

��Enter the following information in the payment header section of the document header:

y�The document date is entered. This is the date on the physical document.

y�The document type is defaulted by the system (see “Posting Control - Default Values”). KZ is a vendor payment; DZ is a customer payment.

y�The company code is entered or defaulted by parameter default (see “Posting Control - Default Values”).

y�The period details are the posting date and the posting period. The current date is defaulted as the posting date and the posting period is determined from the posting date.

y�The currency details are the currency code, exchange rate and the translation date. If no exchange rate or translation date is entered, the exchange rate from the exchange rate table on the posting date is used.

y�Any references needed to identify the incoming payment may be entered in the reference document number, document header text, and clearing text.

© SAP AG AC200 7-17

SAP AG 1999


06.06.2000

06.06.2000


KZ/DZ

06

3000

USD



1 000 000

Bank Data

Document Header: Bank Data

POST ANDCLEAR

��Enter the following bank data into the next section of the document header:

y�The account is a general ledger account number used for incoming payment or outgoing payment clearing and must be entered.

y�The payment amount is the total value of the payment being processed.

y�The bank may charge bank charges for their services which are automatically posted to a special expense account. In incoming payments, the system adds the bank charges to the payment amount to form the clearing amount. In outgoing payments, it subtracts the bank charges from the payment amount to form the clearing amount. This way, the payer always has to pay the bank charges.

y�The value date is the date used to evaluate the cash management position in the Cash Management module. It may be defaulted by the system (see “Posting Control - Default Values”).

y�The text is any narrative required for this line item and is optionally entered. Start the line with ”*” to make it an external text which may be printed on correspondences. The user can also choose an entry from a list of standard texts.

y�The assignment number is either created by the system or may be entered manually.

© SAP AG AC200 7-18

SAP AG 1999

Process Open Items


06.06.2000

06.06.2000

Invoice # or Check #

KZ/DZ

06

3000

USD



1 000 000

Bank Data

Account Account typePmt Advice no.

Dist. by age Standard OIAuto search Other Accounts

Business Partner

D or K

�

Additional Selections

NoneAmountDocument numberPosting DateOthers

~��

Open Item Selection

Document Header: Open Item Selection

POST ANDCLEAR

��Enter the following “open item selection” data in the next section of the document header:

y�Account and account type In this section, “ account” refers to the business partner’s account number and their account type. K refers to vendors and D refers to customers. The account and account type are required to determine the account in which the open items reside. You can also enter a work list in the account field to process the open items from a group of accounts.

y�Standard open items and/or Special G/L transactions Standard open items and/or special G/L transaction open items may be selected for processing.

y�Payment advice note number The payment advice note number of an entered payment advice may be used to select the open items required for processing.

y�Other accounts Other accounts from within FI may be selected for simultaneous processing of open items.

y�Additional selection Additional selections, defined in customizing, may be used to select the open items required for processing. ” Distribute by age” or ” Automatic search” may be used to speed up the selection process.

© SAP AG AC200 7-19

SAP AG 1999

Doc # DT PK Gross Amt.. Cash Disct. %

190000022 KR 31 4 456-190000058 KR 31 1 000 000-190000098 KR 31 980- 20- 2%190000099 KR 31 490- 10- 2%170000043 KG 21 5 000

No. of items Amount EnteredDisplay item Assigned

Difference PostingNot Assigned

1 000 0001 000 000-

0

Standard Partial Pmt Residual Pmt

Process Open Items

Posting w/clearing

��The next screen lists all of the unmatched, open items. These could be payments, debit or credit memos or invoices. Depending on your settings, all of the items may be selected or de-selected when you initially get to this screen.

��The first step in processing open items is to activate the required line items to allocate a payment.

��The amount entered is allocated to the appropriate line item in proportion to the item amount and discount.

��The activation or deactivation of a line item may be done in a number of ways:

y�Editing options for open items: Set flag to selected items initially inactive.

y�Mouse clicking: Double click the mouse on the amount of the required item.

y�Pull-down Menus and function keys: Select items and use pull-down menus or function keys to perform functionality required.

��The document may be posted when “amount entered” is equal to “assigned”.

��The cash discount granted is determined by the payment term of the line item and is taken into consideration in calculating the assigned amount.

��The cash discount may be changed by overwriting the absolute discount value or changing the discount percentage. It may not exceed the limits set in the tolerances groups.

© SAP AG AC200 7-20

SAP AG 1999

Posting Payments

z Overview details

z Simulate to review automaticallygenerated items

z Correct any mistakes

z PostPOST ANDCLEAR

��The last step is to do a final check of the document entered.

��By selecting document, simulate, all line items, including any automatically generated, can also be reviewed.

��If the debits and credits balance, the completed document may be posted.

��If the document is later determined to be in error and needs to be corrected, reset the cleared items first and then reverse the document. The original posting must be re-entered correctly.

© SAP AG AC200 7-21

SAP AG 1999

5,000

Open item account

2,000

3,000

Can be cleared

Automatic Postings When Clearing Open Items

z Cash discounts paid or received

z Cash discount clearing (net method)

z Tax adjustments

z Exchange rate differences

z Bank charges

z Clearing entries for cross-company codepayments

z Over- or underpayments withintolerances

5,000

��If necessary, the system performs automatic postings when clearing open items. The configuration of most of these automatic postings is covered in other units.

��Bank charges may be entered when entering the bank item and are automatically posted to an assigned G/L-account.

��To perform manual cross-company code payments, a clearing procedure (either ”incoming payments” or “outgoing payments”) has to be assigned to the combination of the clearing company code and the company code which has to be cleared. After performing these task, items from both company codes will be displayed when selecting open items.

��The handling of over- and underpayments is covered in the topic “Payment Differences”.

© SAP AG AC200 7-22

SAP AG 1999

Open item account

2000 50003000 1000

Open item account

2000 50003000 1000

Resetcleareditems

Items

Clearingdocument

Reset......

Resetting Cleared Items

z Line items cleared in error

z Cancel clearing by resettingclearing document and cleareditems

��Users can cancel clearing transactions for individual documents. When the user reset cleared items, the clearing data is removed from the line items.

��The changes are logged and can be displayed in changed documents. In A/R, the payment history and the credit limit will be corrected, if applicable.

© SAP AG AC200 7-23

SAP AG 1999

Payment Differences: Objectives

z Post payment differences

z Describe tolerance groups and their role forposting payment differences

z Create partial and residual payments

z Create reason codes


© SAP AG AC200 7-24

SAP AG 1999

Tolerance Groups

Tolerances: rules that define acceptable differences during posting

z Preset values for clearing procedures


z Information for posting residuals from paymentdifferences

z Tolerances for payment advice information

Tolerance group for employees

z Upper limits for transactions


Tolerance group for G/L accounts


Tolerance group for customers/vendors

��In FI, tolerances are divided into two types: employee tolerance groups and customer/vendor tolerance groups.

��The employee tolerance group is used to control:

y�upper limits for posting procedures (”posting authorizations”)

y�permitted payment differences.

��The customer/vendor tolerance group is used to provide specifications for:

y�clearing procedures,

y�permitted payment differences,

y�posting residual items from payment differences,

y�tolerances for payment advices.

© SAP AG AC200 7-25

SAP AG 1999

Configuration of Tolerance Groups

z Define the group per company code� Employees

� Staff Accountant I

� Staff Accountant II

� Accounting Supervisor� Customers/Vendors

� Good customers/vendors

� Not so good customers/vendors

� Cash only customers/vendors

z Define tolerances� permitted payment differences

z Assign tolerance groups� User master records� Customer/Vendor master records

��Two steps have to be taken to use tolerance groups:

y�Group definition:

- The tolerance group is defined by a group code, company code and a currency code.

- The group code is a four character alphanumeric code.

- A blank code, “____”(blank) is considered the default tolerance group and is the minimum tolerance group required.

��Group assignment

y�Employee tolerance groups may be assigned to employees.

y�G/L account tolerance groups can be assigned to G/L account master records.

y�Customer/vendor tolerance groups may be assigned to a customer or vendor master record.

y�If no tolerances are assigned, the default tolerance group “____” (blank) applies.

© SAP AG AC200 7-26

SAP AG 1999


RevenueExpense


2.002.001%

1%50.0010.00


RevenueExpense



2.002.00

1%1%

10.005.00


© SAP AG AC200 7-27

SAP AG 1999



GainLoss



RevenueExpense



Unauthorizeddeductions

Cashdiscount

adjustment

2.002.00

2.002.001%

1%

1%1%

50.0010.00

10.005.00

��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 deductions.

��The system will take the entries in both groups into account during clearing. The payment difference has to be within both tolerances to be handled automatically, e.g.

y�a payment difference has to be lower than 2.00 to be posted automatically as a cash discount adjustment.

y�a payment difference has to be lower than 50.00 and 10.00 as well as lower than 1% of the open amount to be posted automatically as an unauthorised deduction.

��The entries in the tolerance groups are always in local currency.

© SAP AG AC200 7-28

SAP AG 1999

Payment Differences

Invoice(s) 1000 1000 1000

Incoming payment 968 967 949

Cash discount 30 30 30

Difference 2 3 21

Cash discount: 32 30

Unearned cash discount: 0 3Stop!

Difference too large for clearing!

��A payment difference normally occurs during the clearing of an open item. The difference is then compared to tolerance limits of the employee and the customer/vendor and is handled accordingly

y�inside tolerances posted automatically as either cash discount adjustment or unauthorized deduction

y�outside tolerances must be processed manually

© SAP AG AC200 7-29

SAP AG 1999

Processing Payment Differences

Processing paymentdifferences

Withindefined

tolerances

Automatic cashdiscount

calculation

Automaticposting of

unauthorizeddiscounts

Partialpayment

Outside ofOutside oftolerancestolerances

Manual cashdiscount

calculation

Residualitems

Cleardifferencemanually

Akontozahlung

��If the payment difference is immaterial, it may be processed automatically by allowing the system to adjust the cash discount or to charge 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, it is possible to 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, the payment must be processed manually. The payment may be posted as:

y�A partial payment,

y�The payment difference may be posted as a residual item,

y�The payment difference can be posted to an account assigned to a reason for the difference or via a manual input posted to a new item.

y�Payment on account.

© SAP AG AC200 7-30

SAP AG 1999

Customer/Vendor

8000 5000Partial

Payment

Invoice reference

ResidualItem

Customer/Vendor

8000 50003000

Payment Diff.

3000

Customer/Vendor

8000 50003000

Partial and Residual Payments

z Partial Payment� both items remain on the

account

z Residual Item� payment term

� from cleared item

� fixed payment term� new document referencing

originals

z Charge off difference

��If the payment difference is outside tolerances it has to be “processed manually”. The user can:

y�Post the payment as a partial payment where all documents remain as open items on the account.

y�Post the payment difference as a residual item where only the new residual item is left on the account, clearing the original document and the payment. A new document number is created referencing the original documents.

y�Post the payment difference as a difference posting to another account using reason codes with automatic account assignment.

y�charge of the difference (manual account assignment)

��There are certain entries in the customer/vendor tolerance group that control residual payments. These specify:

y�whether the payment term of the residual payment shall be equal to the payment term of the cleared item or whether it is a fixed value

y�whether the cash discount shall be granted only for the payment and not for the whole amount

y�by using a dunning key whether the residual item shall have a maximum dunning level or shall be printed separately.

��If the reason of the payment difference is known, a reason code may be entered.

© SAP AG AC200 7-31

SAP AG 1999

Code Code TextText Corres Corres. Charge off Disputed. Charge off Disputed

DDGDDG Damaged Goods Disputed SAP01Damaged Goods Disputed SAP01 X X

DGDG Damaged GoodsDamaged Goods SAP01 SAP01

FRFR FreightFreight SAP01 SAP01

MDMD MiscMisc. Deductions. Deductions SAP01 SAP01 X X

Pmt. differences by reason

Code Debit Credit

800201 800201

MD 880200 880220

Reason Codes

��Reason Codes are used to describe the reason for payment differences. To assign more than one reason code to a payment difference, click on “distribute difference”.

��Reason codes can be assigned to:

y�difference postings

y�partial payments

y�residual items

��The reason code can be used to analyze and post-process payment differences. Their further optional features are:

y�Control of the type of payment notice which is sent to the customer.

y�Control the account where a residual item is posted.

y�Automatic posting of a residual item to a specified G/L account.

y�Exclusion of residual items from credit limit checks because they are disputed.

© SAP AG AC200 7-32

SAP AG 1999


Exchange Rate Differences: Objectives

z Illustrate the principles of exchange ratedifferences

© SAP AG AC200 7-33

SAP AG 1999

Foreign VendorOutgoing Payments

20 LC

Exchange Rate Differences

40 LC

20 LC

20 LC

40 LC

Open ItemRate : 0.5Rate : 0.25

Realized Exchange Rate Differences

10 FC10 FC10 FC

��When clearing open items in a foreign currency, realized differences may occur due to fluctuations in exchange rates.

��This fluctuation causes exchange rate differences that the system automatically posts as realized gains or losses.

��The system automatically posts to the Revenue/Expense accounts defined for exchange rate differences in configuration, thus eliminating the possibility of incorrect entries.

��The realized difference is stored in the cleared line item.

��Exchange rate differences are also posted when open items are valuated for the balance sheet. These exchange rate differences from valuation are posted to another exchange rate difference account and to a balance sheet adjustment 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.

© SAP AG AC200 7-34

SAP AG 1999







Account Currency Type

160000

USD

DEM 10

160000

160000



RealizedRealized exchange rate difference exchange rate differenceExpense/LossExpense/Loss 230000230000


��All reconciliation accounts and all general ledger accounts with open item transactions in foreign currency must be assigned to the revenue/expense accounts for realized losses and gains.

��One Gain/Loss account can be assigned:

y�To all currencies and currency types

y�Per currencies and currency types

y�Per currency

y�Per currency type

© SAP AG AC200 7-35

SAP AG 1999

Clearing: Summary

z Two basic transactions are used for clearing:� Clearing an account� Posting with clearing (e.g. payments)

z For every clearing transaction a clearing documentis created.

z Payment differences may be processedautomatically or manually.

z Posting payment differences are controlled byentries in tolerance groups.

© SAP AG AC200 7-36

Exercises



• Check your knowledge of open item clearing

• Clear an account

Open items need to be cleared to be complete. R/3 offers two basic transactions to perform clearing.

1-1 Name the two basic transactions which are used to clear open items.

________________________________________________________________

1-2 True and False

1-2-1 Documents with open items cannot be archived because open items represent incomplete transactions.

________________

1-2-2 A clearing document must have at least two line items.

________________

1-2-3 "Posting with clearing" can be done for several accounts.

________________

1-2-4 The posting keys to be used in the clearing document are stored in "clearing procedures."

________________

1-2-5 The automatic clearing program is unable to perform automatic postings.

________________

1-3 Clearing a credit memo with an open invoice is an example of _________________ clearing.

1-4 Posting a payment to an open invoice leaving a zero balance on the account is an example of _________________ clearing.

© SAP AG AC200 7-37

1-5 Post a customer invoice of 5 500 units local currency. Also change the default value for the payment terms to 0001. Use the tax ID 1O (output tax (training) 10%). Next, clear this item with your previously created credit memo of the same amount. Analyze the line items in the customer’s account prior to and after clearing.

All open items have been selected for processing. There are several ways to de-activate each item, (except the offsetting 10 000 invoice and credit memo):

Drill down on each item’s amount (Gross).

Select the select all icon towards the bottom of the page

Select the de-activate items icon to deactivate all the line items

Drill down on the amounts of the individual items that you want to clear together.

For future transactions: select the editing options pushbutton

Select selected items initially inactive checkbox and the next time you process the transaction, all of the items will be de-activated


© SAP AG AC200 7-38

Clearing Exercises



• Post an incoming payment with cash discount

Customers generally pay outstanding invoices and frequently take advantage of cash discounts.

2-1 Your have received a payment of 213400 units of local currency from your customer to clear the open item of 220 000 units which you have posted in the unit ”Document control." In case you did not grant cash discount when you entered the invoice, enter 6600 units cash discount manually. Use bank account 113100.

© SAP AG AC200 7-39

Clearing Exercises



• Create a damage goods disputed reason code

• Post an incoming payment with cash discount and a reason code.

Customers generally pay outstanding invoices in full but try to receive the full cash discount.

3-1 A _________________ item clears the invoice and the payment to create a new outstanding item.

3-2 A _________________ payment leaves the open invoice and the incoming payment as open items on the customer’s account.

3-3 You are experiencing short payments from customers due to stock been damaged in transit and want to track these amounts. You decide to create a Goods damaged in transit reason code, Z##, to just charge off the difference.

3-4 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 disputing the difference because of damage caused by transit. Post the difference as residual item.

© SAP AG AC200 7-40

Clearing Exercises



• Check your knowledge of the posting of payment differences.

Management is considering purchasing goods from a foreign country and would like to control any exchange rate differences.

4-1 True and False.

4-1-1 The R/3 system generates the exchange rate differences automatically.

________________

4-1-2 G/L accounts have to be defined for exchange rate losses or gains.

________________

4-2 List the number of ways the G/L account can be determined for exchange rate differences.

________________________________________________________________

________________________________________________________________

________________________________________________________________

________________________________________________________________

© SAP AG AC200 7-41

Solutions


1-1 Account Clearing

Posting with clearing

1-2 True and False

1-2-1 True

1-2-2 False. A clearing document may have no line items.

1-2-3 True

1-2-4 True

1-2-5 False. As of 4.0 the automatic clearing program is able to perform automatic postings.

1-3 Account clearing

1-4 Posting with clearing




Basic data




Amount 5 500


Calculate tax √

Tax Code 1O Output tax 10%

Payment terms 0001

Items – 1st detail line


D/C C


Tax code 1O Output tax 10%

© SAP AG AC200 7-42

Document o Simulate



View the line items on your customer’s account:




Company Code GR##


Select Execute to view all of the line items posted to your customer’s account. Note that both the 10 000 invoice and credit memo are open items.

Clear the account.

Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Clear



Company code GR##

Select the Process Open Items pushbutton.

All open items may have been selected for processing. There are several ways to de-activate each item, (except the offsetting 10 000 invoice and credit memo):

• Drill down on each item’ s amount (Gross).

• Select the select all icon towards the bottom of the page

• Select the deactivate items icon to deactivate all the line items

• Drill down on the amounts of the individual items that you want to clear together.

• for future transactions: select the editing options pushbutton

• Select selected items initially inactive checkbox and the next time you process the transaction, all of the items will be de-activated


© SAP AG AC200 7-43


View the two line items on your customer’s account:




Company Code GR##


Select Execute to view all of the line items posted to your customer’s account. Note that both the 10 000 invoice and credit memo are now cleared items.

© SAP AG AC200 7-44

Solutions


2-1 Incoming payment



Document header

Document date current date

Document type DZ

Company code your company code


Currency/rate local currency

Bank data

Account 113100

Amount 213 400

Value date current date

Open item selection


Process open items

Select the 200 000 invoice. If necessary, enter a 6 000 cash discount.

When the Not assigned value equals zero, you can…

Document o Simulate



Checklist

You have just performed two types of clearing…

♦ Account clearing: you cleared an open invoice with an open credit memo.

♦ Post with clearing: you posted an incoming customer payment with an open invoice.

© SAP AG AC200 7-45

Solutions


3-1 Residual item

3-2 Partial payment

3-3 Define charge off reason code

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Incoming Payments o Incoming Payments Global Settings o Overpayment/Underpayment o Define Reason Codes


Company code GR##

Select Enter.

Edit o New Entries


RC Z##

Short text Damage in transit (e.g.)

Long text Goods damaged in transit

C (Charge off) √ (Hint: this is the 2nd check box)

Select Save.

Configure automatic write off postings:

IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Incoming Payments o Incoming Payments Global Settings o Overpayment/Underpayment o Define Accounts for Payment Differences


Reason Z##

Debit/Credit Listed on the data sheet

Select Save.

© SAP AG AC200 7-46

3-2 Incoming payment with difference



Document header


Document type DZ

Company code Your company code


Currency/rate Local currency

Bank data

Account Your house bank G/L account

Amount 250 000

Value date Current date

Open item selection

Account Your customer

Process open items

For this exercise, clear out any cash discount amounts by deleting the amounts or entering 0% and then selecting Enter.

Create residual item:

Select the Res. items Tab.

Enter the short payment amount by entering the following values or drilling down on the Residual Item field.


Residual items 50 000

RCd Z##

Document o Simulate



Checklist

You have just…

♦ created a charge-off reason code,

♦ posted an incoming payment with a difference,

♦ created a residual item and

© SAP AG AC200 7-48

Clearing Solutions


4-1 True and False.

4-1-1 True

4-1-2 True

4-2 A single G/L account can be used for all currencies and currency types.

A single G/L account can be used per currencies and currency types.

A single G/L account can be used per currency.

A single G/L account can be used per currency type.

© SAP AG AC200 8-1

SAP AG 1999

Cash Journal

z Cash Journal Assignment

z Set up Cash Journal

z Accounting Transaction Types

z Create Accounting Transaction

z Posting with Cash Journal Transaction (ENJOY)

© SAP AG AC200 8-2

SAP AG 1999

At the conclusion of this topic, you will be ableto:

Cash Journal: Objectives

z Describe the new ENJOY-SAP functionality “CashJournal”

z List the accounting transactions which aresupported by the cash journal

z Create a cash journal accounting transaction

© SAP AG AC200 8-3

SAP AG 1999

Cash Journal: Business Scenario

z The head accountant wishes to know how theaccounting transactions “cash receipts” and“cash payments” are supported by the SAP-System.

z A lot of financial documents, like cash expensesand cash revenues, have to be posted in theenterprise every day. To make life easier a singlescreen to create, display and change cashdocuments, is required by the accountingdepartment.

© SAP AG AC200 8-4

SAP AG 1999

Company Code xxxx

EUR Cash Journal0001

USD Cash Journal0002

GBP Cash Journal0003

Cash Journal Assignment

��The cash journal is a new tool for managing cash in the ENJOY-Release 4.6. It supports posting cash receipts and payments.

��With this new tool you can:

y�Have a separate cash journal for each currency

y�Post to customer, vendor and general ledger accounts

y�Run several cash journals in each company code

y�Choose a random number for cash journal identification (a four digit alphanumeric key)

© SAP AG AC200 8-5

SAP AG 1999

USD Petty Cash 100002EUR Petty Cash 100001

EUR Cash Journal 0001 USD Cash Journal 0002

AB

Cash journaldocument types:

DA

G/L account postings

Outgoing Payments

Incoming Payments

KZ

DZKA

Set up Cash Journal

��To set up a new cash journal for a company code, you have to enter the appropriate data for the following fields:

y�the company code in which you want to use the cash journal

y�the 4 digit cash journal identification and name

y�the G/L accounts to which you want to post the cash journal accounting transaction

y�the currency in which you want to run the cash journal

y�the document types for:

- G/L account postings

- Outgoing payments to vendors

- Incoming payments from vendors

- Outgoing payments to customers

- Incoming payments from customers

© SAP AG AC200 8-6

SAP AG 1999

Expense (E)

Revenue (R)

Cash transfer from cash journal to bank (B)

Cash transfer from bank to cash journal (C)

Cash Revenue

X X

Cash Bank

X X

Cash Bank

X X

Cash AR

X X

Vendors-outgoing/incoming payment (K)

Customers-incoming/outgoing payment (D)

Cash AP

XX

Cash Expense

X X

X

X

X

X

Accounting Transactions Types

��Within the cash journal you process different transactions that are setup beforehand using accounting transaction types. Below are standard accounting transaction types and their associated postings:

y�Expense (E) Expense / Cash

y�Revenue (R) Cash / Revenue

y�Cash transfer:

- cash journal to bank (B) Bank / Cash Journal

- bank to cash journal (C) Cash Journal / Bank

y�Accounts receivable (D):

- Customer-incoming payment Cash / AR

- Customer-outgoing payment AR / Cash

y�Accounts payable (K):

- Vendors-outgoing payment AP / Cash

- Vendors-incoming payment Cash / AP

© SAP AG AC200 8-7

SAP AG 1999

Company Code xxxx Transaction number

800000

Cash Sale

Revenue Account Tax Code

A0 V0

0O 0I

Creating Business Transactions

��There are two places where you can define a new cash journal accounting transactions: in the cash journal itself or in the implementation guide. Depending on the type of transaction you are posting, you can name it accordingly, e.g. for cash sales postings, you can name the accounting transaction “Cash Sale”.

��To create accounting transaction, select the following:

y�the company code in which the accounting transaction should be created

y�the accounting transaction type, (Note: you cannot make an entry in the field G/L account for accounting transaction types D and K)

y�select a tax code for E (Expense) and R (Revenue), transactions which determines the accounting transaction control.

��Once saved, the accounting transaction will be assigned a number automatically. During document entry, the accounting transaction can be called up by it’s name or it’s number.

© SAP AG AC200 8-8

SAP AG 1999

Posting with Cash Journal Transaction (ENJOY)

Business transactions(Payments / Receipts)

Data selectionDisplay period

Balance display for displayed periodOpening balance+ Total receipt- Total payments=Closing balanceNumber of receipts / Number of payments

Bank to Journal

31December

Friday

Petty cashCompany code

...

Journal to Bank Cash InCash OutOffice Supplies FlowersStampsTurtle food

��The cash journal is one of the new ENJOY-single screen-transactions: you can create, display and change cash documents on one screen.

��You can save cash journal entries locally in the cash journal subledger, you can also copy and delete them. The cash journal entries saved are posted to the general ledger, e.g. at the end of the working day.

��It´s possible to 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.

��The follow-on documents arising from cash journal entries posted in the SAP-System are displayed.

��Copying and deleting cash journal entries saved and displaying the deleted cash journal documents are further functions available.

��As of release 4.6C you can enter checks in the cash journal.

© SAP AG AC200 8-9

SAP AG 1999

See the following notes:

FBCJ: View

z Note 317920: Posting date cannot be entered

z Note 316768: Reversal of previously posted documents not possible

z Note 330555: Expense and tax split

© SAP AG AC200 8-10

SAP AG 1999

Cash Journal: Summary

z The cash journal is a Bank Accounting subledgerfor the management of cash in a business. It canbe used independently of other postingtransactions.

z Cash journal entries are saved locally in the cashjournal subledger. All balances are automaticallycalculated and displayed.

z The cash journal entries saved are posted to thegeneral ledger. The follow-on documents fromcash journal entries posted are displayed.

© SAP AG AC200 8-11

Exercises

Unit: Cash Journal Topic: Cash Journal


• Check your knowledge about the cash journal

• Create G/L Account for cash journal

• Set up your cash journal

• Post an incoming payment

• Control the balances automatically calculated and displayed

• Check the follow-on documents

The accounting department requires a special general ledger account to handle the cash journal. Our department pays some of the office supplies, e.g. pens, cash. Cash expenses have to be saved locally and have to be posted to the general ledger every day.

1-1 Create a G/L Account, 1001##, for the cash journal in your company code. Create your G/L account with the reference account 100000. Ensure that the new G/L account can only be posted automatically and the account currency corresponds to the company code currency.

1-2 Create cash journal, 10##, for your company code using the course currency. The document type for G/L Posting is document type “AB”, for payments to/from vendors “KZ”, for payments to/from customers “DZ”. Name your cash journal “Cash ##” and create number range for your cash journal documents.

1-3 Create an accounting transaction for purchasing writing material for your company code. Create an expense transaction, E, using the office supply account, 476000 with the appropriate tax code for your country.

Create a cash receipt transaction, C, to record cash transfers from your bank account to the cash journal. Use GL account 113101 as the bank account for the offsetting postings of G/L account postings.

1-4 Use the new ENJOY-single screen-transaction! Buy office supplies, worth 120 units local currency, and create a cash document. Don't forget: before you buy the office supplies you also need some money in your new cash journal. Transfer 1000 (local currency) from bank to cash journal

Save your cash journal entries locally in your cash journal subledger. Control the balance display for displayed period. Post the saved cash journal entries to the general ledger and check the follow-on documents.

© SAP AG AC200 8-12

Solutions

Unit: Cash Journal Topic: Cash Journal

1-1 Create a GL account to be used with your cash journal.

IMG: Financial Accounting o Bank Accounting o Business Transactions o Cash Journal o Create G/L Account for Cash Journal

Or: Easy Access Menu(SAP standard menu: Accounting o Financial accounting o General ledger o Master records o Individual Processing o Create

Or: Transaction code: FS00


Account number 1001##

Company Code GR##

Select the Create with reference pushbutton.


GL Account 100 000

Company Code GR##

Select Enter.

Type/description tab:


Short text Petty Cash ##

Long text Petty cash for cash journal

Create/bank/interest tab:


Post automatically only 3

Select Save.

© SAP AG AC200 8-13

1-2 Create cash journal.

IMG: Financial Accounting o Bank Accounting o Business Transactions o Cash Journal o Set up Cash Journal

Select the New Entries pushbutton and enter the following information…


Company Code GR##

Cash Journal ID number 10##

Account number 1001##

Currency Local currency

Doc. type: GL posting AB

Doc. type: payment to vendor KZ

Doc. type: payment from vendor

KZ

Doc. type: payment from customer

DZ

Doc. type: payment to customer for GL Posting

DZ

Name Group ## Cash Journal

Select Save.

Set up number ranges for your cash journal.

IMG: Financial Accounting o Bank Accounting o Business Transactions o Cash Journal o Define Number Range Intervals for Cash Journal Documents


Company Code GR##

Select Change Interval pushbutton.

Select Insert Interval.


No 01

From 1 000 000 000

To 1 999 999 999

Select Insert.

Select Save.

Select Enter at the information message about transporting number ranges.

© SAP AG AC200 8-14

1-3 Create accounting transactions to use in your cash journal.

IMG: Financial Accounting o Bank Accounting o Business Transactions o Cash Journal o Create, Change, Delete Accounting transactions

Select the New Entries pushbutton and enter the following information…


Expense Transaction

Company code GR##

Transaction type E

GL Account Listed on the data sheet


Transaction Name Office Supplies ##

Cash Transaction

Company code GR##

Transaction type C

GL Account 113100

Transaction Name Bank to Cash Journal ##

Select Save.

1-4 Record transactions using the cash journal.

Easy Access Menu: Accounting o Financial accounting o Banks o Inputo Cash Journal


Company code GR##

Cash journal 10##

Select Enter.

Record the cash transfer to the cash journal:

Select the Receipts tab and enter the following information…


Transaction Bank to Cash Journal ##

Amount 1 000 units local currency

Text Transfer funds to cash journal

Select the Save pushbutton.

© SAP AG AC200 8-15

Record the expense to the cash journal (for only company codes WITHOUT jurisdictional taxes):

Select the Payments tab and enter the following information…


Transaction Office Supplies ##

Amount 120 units local currency

Text Cash for office supplies

Select the Save pushbutton.

To post your entries to the subledger, select the Post pushbutton. To view the accounting documents Go to → FI Follow-on documents.

© SAP AG AC200 9-1

SAP AG 1999

Appendix

Contents:

z This section contains supplementary material to be usedas reference

z This material is not part of the standard course

z Therefore, the instructor might not cover this during thecourse presentation

© SAP AG AC200 9-3

SAP AG 1999


Reporting Tools: Objectives

z Create report variants

z Execute reports using different methods

z Organize reports

© SAP AG AC200 9-4

SAP AG 1999

Reporting Tools: Business Scenario

z Executives throughout the enterprise need toaccess the same data using different selectioncriteria

z Executives require the means to organizereports and access them quickly and easily.

© SAP AG AC200 9-5

SAP AG 1999


Reporting Overview: Objectives

z List different types of reporting tools

z Execute reports

z Create templates with static and variableselection criteria

© SAP AG AC200 9-6

SAP AG 1999

Reporting Tools...

z Variants� Run the same report consistently with

the same selection criteria� Store values as variables

z Area Menus� “Tree structure”� Graphical display of groups of reports� Allows users to execute frequently

used reports quickly and easily

��R/3 give you two tools to use when executing reports: variants and area or reporting menus.

��Several report variants can be created for a single report so that different users can access the same report with their own specific data selections.

��Area menus, formerly called “report trees”, organize reports into categories in an expanding “tree” structure. There are area menus for each of the application areas.

© SAP AG AC200 9-7

SAP AG 1999

Where are Reports?

z Application Area

z Information System� Access reports using same tree

structure

z General Reporting� Execute reports by entering the

specific report name� Must know the report name

��The same report menus in the application area can be accessed from the information system as well. The reports are broken down into different “ logical” categories within each application area i.e. balance reports, line item reports and master data reports.

��From the main SAP menu, System, Services, Reporting takes users to general reporting. Next, enter the eight character program name, enter selection criteria and then execute the report. If you do not know the technical program name, wild cards can be used to bring up a list of reports to choose from.

© SAP AG AC200 9-8

SAP AG 1999

RFBILA00

RFDEPL00

RFKKVZ00

Most financial reports begin with an RF prefix...

Report Name Structure

z A further breakdown;� RFK_____: Vendor reports

� RFKKVZ00: Vendor list

� RFKOFW00: Vendor date forecast� RFD_____: Customer reports

� RFDEPL00: List of customer line items

� RFDKAG00: Customer master datacomparison

� RFB_____: G/L reports

� RFBELJ00: Compact document Journal

� RFBILA00: Balance sheet, P&L report

��R/3 standard delivered reports have an eight character report name with some built-in logic. For example, in accounts payable, the vendor list is RFKKVZ00, but in accounts receivable, the customer list is RFDKVZ00.

��The difference between the reports is the account type: RFK for vendor, and RFD for customer. This naming convention is found across various reports.

© SAP AG AC200 9-9

SAP AG 1999

RFBELJ00: Compact Document JournalRFBELJ00: Compact Document Journal

Company Code

Document Number

Fiscal Year...

Company Code

Document Number

Fiscal Year...

10001000 toto

11 99999999toto

20002000 toto

To keep the selection criteria consistent each time a report isexecuted…

Report Variants

z Enter the desired criteria

z Save as a variant

��A report variant is a tool to save selection criteria of frequently used reports so that the same criteria can be evaluated consistently over time. Multiple variants can be created for the same report with different selection criteria

��On the main selection screen, enter as many or as few selection criteria as desired.

��Once complete, select the Save icon to create the variant. On the next screen, name and describe the variant. Users also have the option to assign some fields special properties such as hidden, protect, required, etc.

��After saving again, the next time users execute the report, they can use the variant with the saved selection criteria.

© SAP AG AC200 9-10

SAP AG 1999

User Roles and Reporting: Objectives


z Explain the use of roles

z Create an activity group for reporting

© SAP AG AC200 9-11

SAP AG 1999

User Roles

z Every user works with his or her ownrole-based menus

z Role based menus contain transactionsand reports relevant to a user’s jobresponsibilities

z All users manage their own favorites inthe menus

z SAP provides more than 150 commonroles for a quick start

z Desktop and web features can beintegrated as well

Accounting SupervisorAccount BalancesDisplay Line ItemsOpen/Close PeriodsG/L, AP, AR Reports

Staff AccountantPost Journal EntriesGL Account BalancesDisplay GL Line ItemsG/L Reports

AP AccountantPost Outgoing PmtsAP Account BalancesDisplay AP Line ItemsAP Reports

��In Release 4.6C, SAP has included a set of role templates that you can use “ as is” or change to meet your company’s requirements. Each template contains an individual user menu.

��The R/3 Release role templates are an integrated component of the mySAP.com Workplace

��As an administrator, additional functions are available in the initial transaction SAP Easy Access. With this expanded selection of functions, you can assign any of the many user roles to a user. The user automatically has a user menu for his work as well as his transactions and reports.

��A role describes a business context a person acts in. A role has dedicated information and functionality needs.

��A person may play several roles i.e. staff accountant, foreign currency accountant, etc.

��A role may span applications and content i.e. accounts receivable, sales and distribution, web links.

��Roles are delivered as pre-configured templates which can be extended or changed.

© SAP AG AC200 9-12

SAP AG 1999

Roles

Clear vendor lineitems:

Customer clearingABAP program:Automatic clearing

Display G/L accountdocuments

Display documents

Change documents

Process vendor masterrecords:Create, changevendors …Vendor master recordcheck

��Roles are a collection of functions that are parts of a workplace. They can include transaction codes, reports, web addresses and application menus. Before you create your own roles, you should check the roles included in the standard system to see if they meet your needs. If you want to make changes to them, you simply use it as a template and create a new role.

��Note that SAP roles begin with the prefix “ SAP_” . If you want to create your own user roles, use a different naming convention.

��In the “ Role maintenance” screen, you enter the name of the role you want to create.

��From the “ Create a role maintenance” screen in the “ Menu” tab page, you select the transactions, reports and other items the user needs for their activity group:

y�Enter the transaction codes that should be included

y�Specify the reports for which the user of this role should have access. If the reports have variants, the role can be configure so that the report can be executed with the variant

y�Enter the complete menu path such as transactions from the accounts payable menu

y�Copy transactions from other activity groups

y�Use drop&drag to select components and place them in the folders of the menu

y�Enter the web addresses of sites frequented often

© SAP AG AC200 9-13

SAP AG 1999

UsersCieslaBauer

BrennerGloverNoelKuhn

Kanter

G/L AccountantSAP_WP_Staff_Accountant

Composite Roles

z Contains various roles

z Simplifies useradministration

��Roles can be combined in composite roles. The user is able to copy all menus of individual roles to the composite role, to structure and adapt it. Composite roles consist of single roles. The user assigned to a composite role is automatically inserted in the assigned roles when a comparison is made.

��It is useful to set up composite roles if some of your employees need authorizations for multiple single roles: rather than assigning each user to each role individually, you can use a composite role and assign the users to this composite role.

��When the users are assigned to these composite roles, they obtain access to all the functions of the assigned single roles.

© SAP AG AC200 9-14

SAP AG 1999

Reporting Tools: Summary

z There are various places to run reports in R/3� General reporting� Reporting menus

z User roles assist users in accessing the mostfrequently used transactions for their daily jobsquickly and easily.

z Activity groups are clusters of “role related”transactions, reports and R/3 menus.

© SAP AG AC200 9-15

Exercises

Unit: Reporting Tools Topic: User Roles and Reporting


• Create a report variant

Executives throughout the enterprise want to replicate the same report using the same selection criteria.

1-1 Create Variants

1-1-1 Create a variant called AC200-1-## for the Compact Document Journal, RFBELJ00, so that only the documents for your company code are displayed.

1-1-2 Create another variant, AC200-2-##, so that the company code is not modifiable, the fiscal year is a required entry, the document number and posting date are optional fields and all of the remaining fields are not displayed.

1-2 List the menu path to find the report documentation.

© SAP AG AC200 9-16

Exercises



• Create a role-based menu.

Executives require the means to organize reports and access them quickly and easily

2-1 The ________________ is a collection of reports, transactions and menus for a particular user , such as a staff accountant.

2-2 The ________________ is a collection of the aforementioned roles.

2-3 User id’s are assigned to a ________________ activity group.

2-4 Create an individual role Z_AC200_Group##_AG. Create folders within the role for each type of transaction/report you will add e.g., transactions and reports. Include the following transactions and reports in your role.

2-4-1 Compact Document Journal, RFBEJ00

2-4-2 Compact Document Journal, RFBEJ00, using the report variant created in the previous exercise, AC200-2-##

2-4-3 Cash Journal, FBCJ, and G/L Account Line Items, FBL3N

2-4-4 Add create vendor, customer and GL master record menus.

2-4-5 mySAP.com web site

2-5 Create a composite role, Z_AC200_Group##, consisting of your single role. Assign your user ID to the composite activity group.

© SAP AG AC200 9-17

Solutions

Unit: Reporting Topic: Reporting Overview

1-1 Create Variants

1-1-1 1Create a variant called AC200-1-## for the Compact Document Journal, RFBELJ00, so that only the documents for your company code are displayed.

Create a variant:

Menu Path: System o Services o Reporting


Program RFBELJ00

Select Execute.

Enter the selection criteria that you want to use on a consistent basis.


Company code GR##

Fiscal year Current year

Posting date Current date: the dates of the course

Menu Path: Go to o Variants o Save as variant...


Variant AC200-1-##

Description Enter brief description

Select Save.

1-1-2 Create another variant, AC200-2-##, so that the company code is not modifiable, the fiscal year is a required entry, the document number is an optional field and all of the remaining fields are not displayed.

Create a variant:

Menu Path: System o Services o Reporting

© SAP AG AC200 9-18


Program RFBELJ00

Select Execute.

Enter the selection criteria that you want to use on a consistent basis.


Company code GR##

Fiscal year Current year


Menu Path: Go to o Variants o Save as variant...


Variant AC200 - 2 - ##

Description Enter brief description

Company Code Protected

Doc number Leave blank

Fiscal year Required field

Posting date Leave blank

All other fields Select hide field

Select Save.

1-2 List the menu path to find the report documentation.

Report documentation From the selection screen of the report: Help o Application help

© SAP AG AC200 9-19

Solutions


2-1 Role

2-2 Composite role

2-3 Composite role

2-4 Create an individual role:

From the main Easy Access Menu, select the “Create Menu” pushbutton from the toolbar.


Role Z_AC200_Group##_AG

View: Basic Maintenance Select

Select the “Create” pushbutton.


Description Role: Group ##

Select Save.

Create folders for your role:

Select the “Menu” tab.

Select the “Create Folder” icon, , to create new folders.


File Name Transaction Codes

Select Enter.

Place your cursor on the “role menu” and then select the “Create Folder” icon to create a folder for “reports”.

© SAP AG AC200 9-20

2-4-1 Add Compact Document Journal, RFBELJ00.

Place your cursor on the “ Reports” folder you just created. Select the “ Report” pushbutton to add a report to the role.


Report RFBELJ00

Select Enter.

Select Save.

2-4-2 Add Compact Document Journal, RFBELJ00, using the report variant created in the previous exercise, AC200-2-##.

Place your cursor on the “ Reports” folder you created in the previous exercise. Select the “ Report” pushbutton again to add a report to the role.


Report RFBELJ00

Variant AC200-2-XX

Skip selection screen √

Select Enter. Now when you execute this report, it will skip the selection screen and use the selections you designated in your variant.

Select Save. If applicable, select the Local Object pushbutton in the “ Create Object Directory Entry” window box.

2-4-3 Add Cash Journal, FBCJ, and G/L Account Line Items, FBL3N.

Put the cursor on the “ Transaction code” folder you created in the previous exercise. Select the “ Transaction” pushbutton to add a transaction to the role.


Transaction Code FBCJ

Transaction Code FBL3N

Select Assign Transactions.

Select Save.

2-4-4 Add the vendor, customer and GL master record menus.

• Place your cursor on the “ Role Menu” folder. Select the “ From the SAP menu” pushbutton to add an SAP menu. Expand the folder following this menu path;

• Menu path: SAP R/3 System, Accounting o Financial Accounting o General Ledger o Master Records. Select the checkbox to include this menu in your role.

© SAP AG AC200 9-21

• Menu path: SAP R/3 System, Accounting o Financial Accounting o Accounts Receivable o Master Records. Select the checkbox to include this menu in your role.

• Menu path: SAP R/3 System, Accounting o Financial Accounting o Accounts Payable o Master Records. Select the checkbox to include this menu in your role.

• When all of the paths are checked, select the Transfer pushbutton.

Change the name of the folder with the SAP menus:

Place your cursor on the SAP R/3 System folder and select the “ Change node text” icon .


Text Master Data Menus

Select Enter.

Select Save.

2-4-5 Add the mySAP.com web site

Place your cursor on the “ role menu” folder and select the “ Web Address” pushbutton to add a web address:


Web address or file Select Enter

Text mySAP.com

Web address or file www.mySAP.com

Select Enter.

Select Save.

If you want to change the order of your folders, place your cursor on the folder you want to move and use the up and down arrows, , to move it to the desired location.

Use the green arrow to return to the main SAP menu.

Checklist

You have just created a role that consists of reports, transactions and a web site.

© SAP AG AC200 9-22

2-5 Create a composite role, Z_AC200_Group.

From the main Easy Access Menu, select the “ Create Menu” pushbutton from the toolbar.


Role Z_AC200_Group##

View: Basic Maintenance Select

Type: Composite Role Select

Select the Create pushbutton.


Description Group ## Composite Role

Select Save.

Assign your individual role to your composite role

• Select the “ Activity Groups” tab.

• Select the “ Insert” icon and scroll down to find your individual role Z_AC200_Group##_AG and check the box next to it. Select Enter. Select Save.

Copy the menu from the individual role to the composite role:

• Select the “ Menu” tab.

• Select the “ Read Menu” tab from Copy Menus section. This copies the menus from the role to the composite role for further editing or re-organizing as necessary.

Assign users to the composite role:

Select the “ User” tab.


User ID Your user id

Select Enter.

Select Save.

Log off and then log back on to see your changes. Spend some time running your reports with and without the report variants, explore the menus and transaction codes that and see if you can link to mySAP.com. Due to security on the training system, you may not be able to access the web site.

To return to the main SAP menu, select the icon.

Checklist

You have just created a composite role and assigned your individual activity group to it. When you log off and log back on to the system, your user menu is active with all of the menus and transactions that you defined in your individual activity group.

© SAP AG AC200 9-24

SAP AG 1999

The SAP Reference IMG contains The SAP Reference IMG contains all customizing transactionsall customizing transactions

for all R/3-applicationsfor all R/3-applicationsSAPSAPReferenceReference

IMGIMG

SAP Reference - IMG

© SAP AG AC200 9-25

SAP AG 1999

Create Enterprise IMG Create Enterprise IMG by selecting countries, by selecting countries,

applications andapplications and functionalities functionalities

Enterprise Enterprise IMGIMG

111

111

SAPSAPReferenceReference

IMGIMG

CreateCreateEnterpriseEnterprise

IMGIMG

Enterprise - IMG

© SAP AG AC200 9-26

SAP AG 1999

customizingcustomizingprojectsprojects

CustomizingCustomizingtransactionstransactions

Create Create customizing customizing

projectsprojects

SAPReference

IMGEnterpriseEnterprise

IMGIMG

Create customizing projects Create customizing projects to divide and control to divide and control

the R/3 implementationthe R/3 implementation

2a2a2a

2a2a2a

CreateCreateEnterpriseEnterprise

IMGIMG

Customizing projects

© SAP AG AC200 9-27

SAP AG 1999

Enterprise

IMG

2a2a2a

SAPReference

IMGCreateCreate

enterprise enterprise IMGIMG

CustomizingCustomizingprojectsprojects

Create Create customizing customizing

projectsprojects

Customizing transactions

Projectdocumentation

Projectmanagement

The project IMG is generatedThe project IMG is generated out of a selection of countries, out of a selection of countries,

applications, and functions applications, and functions on the basis of the enterprise IMGon the basis of the enterprise IMG

2b2b2b

2b2b2b

ProjectIMG

Project - IMG

© SAP AG AC200 9-28

SAP AG 1999

Create enterprise

IMG

Create Customizing

projects

Create views for

project IMGs

EnterpriseEnterpriseIMGIMG ProjectProject

IMGIMG

Views Views for for

projectprojectIMGIMG

Customizingtransactions

Projectdocumentation

ProjectManagement

SAPReference

IMG

Create views for projectCreate views for project IMGs IMGs to reduce the number of to reduce the number of

customizing transactions, customizing transactions, e.g. required activitiese.g. required activities

333

333111

CustomizingCustomizingProjectsProjects

Views for the Project - IMG

© SAP AG AC200 9-29

SAP AG 1999

EnterpriseIMG

ReferenceIMG

Project IMG

View

For further information on implementation tools refer tothe documentation or the R/3 - course BC080.

Implementation

© SAP AG AC200 9-31

Glossary

(document) line item

The part of a document containing information on a single item.

It always includes an amount, an account number, the assignment to debits or credits and further specifications which depend on the business transactions to be posted.

account assignment

Specification of which accounts to post to from a business transaction. See also "Additional account assignment".

account balance

Display of the business transactions posted to an account in the form of overview, broken down by posting period, debits and credits.

The balance for the posting period and the accumulated balance of the account are also displayed.

account determination

Automatic system function that determines the accounts for posting amounts in Financial Accounting.

account group

A collection of properties of accounts which determine the creation of master records.

The account group determines the data that is relevant for the master record and a number range from which numbers are selected for the master records.

Each master record must be assigned to an account group.

accounting document

A record of changes in values in a company code due to business transactions.

It is comprised of several items (postings) that represent individual transactions based on accounts.

In posting an accounting document, the system updates the transaction figures in the accounts the document is posted to.

An accounting document reflects the original document in the R/3 System.

account maintenance

Clearing open items in an account.

account management

Specification of how a G/L account is to be managed.

This includes open item management and line item display.

account reconciliation

Procedure for ensuring the adequacy of accounting.

For G/L accounts, account balances are compared with the balances of the posted business transactions.

© SAP AG AC200 9-32

For current accounts, account balances are compared with the balances of the reconciliation accounts and the posted business transactions.

accounts payable ledger

A ledger set up to account for the values from business transactions with vendors.

It records values at company code level.

accounts receivable ledger

A ledger set up to represent the values from business transactions with customers.


account type

Key that specifies the accounting area to which an account belongs.

Examples of account types are:

y�asset

y�customer

y�vendor and

y�G/L accounts.

The account type is required in addition to the account number in order to identify an account, since the same account number can be used for each account type.

acquisition tax

Acquisition tax is due on the cross-border movement of goods and services within the European Union (delivery of goods to other EU countries, to a customer with a valid VAT registration number). Acquisition tax must be declared by the party acquiring the goods in question, along with the tax rates valid in the country where the goods were acquired. It can, however, also be posted as input tax at the same time.

Any company that is entitled to claim back the full amount of input tax is not actually debited with the acquisition tax. This is because, when the incoming invoice is posted, the tax amount is posted to the tax account as both a payable and a receivable.The acquisition tax does not become due until the invoice is issued (at the latest on the 15th day of the month following the month when the acquisition was made; or, in Germany, at the end of the latter month). The tax amounts are determined on the basis of the invoice amount (the base amount).

The tax rates for the acquired goods vary between member states; these rates are the same as the standard domestic rates valid in each country.

additional account assignment

All entries in a line item that are made in addition to account number, amount and posting key.

These can include:

y�payment terms

y�payment method

y�cost center

additional tax

Any tax posted in addition to tax on sales/purchases. This may be investment tax, clearing tax or tax postings necessary under the postponed accounting system used in the Benelux countries.

© SAP AG AC200 9-33

adjustment charge

Additional debit posting to one or more business transactions already posted, such as in the case of a tax adjustment amount, for example.

alternative payee

Customer/vendor receiving a payment who is not identical with the vendor for whom a payable exists. For example, assignments.

alternative payer

Customer/vendor making a payment who is not identical with the customer/vendor against whom a receivable exists.

Asset Accounting

Asset Accounting is a sub-ledger accounting module in Financial Accounting, in which all business activities for fixed assets are recorded.

assets

Sum of a company’s assets and accrued and deferred items, which are show on the left hand side of the balance sheet.

automatic posting

Posting that is made automatically by the system in certain transactions.

The following are some examples of automatic postings:

y�Output and input tax postings

y�Postings for the exchange rate difference

y�Postings for cash discount paid and received

Each individual automatic posting is represented by a separate line item.

average rate

Settlement exchange rate used in foreign exchange transactions.

It is the arithmetic mean between the bank buying rate and bank selling rate.

balance

Amount resulting from the difference between the debit and credit side of an account or document: called "credit balance" if the credit side is greater and "debit balance" if the debit side is greater.

balance carried forward

The transfer of an account balance from the previous year.

balance check

Procedure used to check whether an accounting document has been entered correctly. To meet this requirement, the debit amount in the document must equal the credit amount.

balance sheet account

© SAP AG AC200 9-34

Account where the debit and credit entries resulting from business transactions are managed.

The balance of a balance sheet account is carried forward onto itself at fiscal year-end.

bank buying rate

Exchange rate at which goods, foreign currency or securities are bought by a bank.

bank collection procedure

Special procedure, where the payee (creditor) is in possession of a writ collection authorization from the person liable to pay (debtor).

The direct debits must contain a reference to the authorization.

Synonym: direct debit authorization

bank direct debiting procedure

Special procedure, where the person liable to pay places a written order with his or her bank to make direct debits from his or her account.

bank master data

Information on a bank that is required in order to carry out business transaction with the bank.

It is stored in the bank directory, which contains data on all the banks in the system. Bank master data includes, for example, the name of the bank, the address and country specifications.

bank number

Unique identification key for a bank. In the SAP system, the bank number is the equivalent of the bank code.

bank selling rate

Rate at which goods, foreign currency or securities are offered by a bank.

baseline date for payment

Date to which the terms of payment apply.

billing document

Generic term for invoices, credit memos, debit memos, pro forma invoices and cancellation documents.

A billing document is made up of a header, which contains data that applies to the whole document, and of any number of items.

branch account

Account that is used to represent the head office/branch relationship of customer or vendor in the SAP system.

Purchase orders, deliveries or invoices entered for branch accounts are posted to the head office account. Every branch account must refer to a head office account.

business area

A business area is an organizational unit of financial accounting that represents a separate area of operations or responsibilities within an organization. Financial accounting transactions can be allocated to a specific business area.

© SAP AG AC200 9-35

Business areas are used in external segment reporting across company codes based on the significant fields of operation (for example, product lines) of a business enterprise.

All essential balance sheet items, such as fixed assets, receivables, payables, and inventories, and all items of the profit and loss statement can be assigned directly to a business area. The balance sheet items for banks, capital, and taxes, however, cannot be directly assigned to business areas. They need to be assigned manually. This means that business area financial statements cannot be drawn up for commercial and tax lax. Business area balance sheets and income statements are used only for internal reporting purposes.

The system can determine the appropriate business area from information such as the material, plant, or cost center you enter in a business transaction like a goods movement. Assignments you make, for example, between cost centers and business areas, or the combination of information you specify, for example, a plant and a particular division, form the basis the system uses to determine the appropriate business area to assign to an item.

business partner

A natural or legal person or a group of natural or legal persons who is/are not part of your business organization but with whom you have a business relationship.

calculation procedure for tax on sales/purchases

Rules on how to calculate tax on sales/purchases. They encompass several levels, which determine which partial amounts are to be calculated for each individual type of tax on sales/purchases, and define the sequence of these levels.

cancellation document

Document which the system creates when a posting is cancelled.

cash discount

Reduction in payment, if payment is made within a certain time period.

cash discount base amount

Portion of the invoice amount for which cash discount is granted.

cash discount terms

Right to subtract a certain amount as cash discount when paying within a specified period.

In the SAP System, up to 3 levels of payment terms can be used, for which cash discount terms are granted.

cashed checks

Procedure whereby the bank reports the payment of checks.

To do this, the bank creates a data medium with which the necessary postings can be generated automatically in the SAP system.

cash management and forecast

Short-term and medium-term access to liquid or near-liquid financial resources.

cash management position

The cash management position shows the short-term activity in your bank accounts. This display draws data from two sources:

y�FI postings to G/L accounts relevant to Cash Management

© SAP AG AC200 9-36

y�memo records (payment advice notes) entered for planning purposes

chart of accounts

A chart of accounts is a classification of accounts defined in financial accounting as a framework for recording values and value flows in order to guarantee an orderly rendering of financial statements.

A chart of accounts can consist of objects that can simultaneously represent both expense or revenue accounts for Financial Accounting and cost or revenue elements for Controlling.

The operating, or transaction, chart of accounts is used in Financial Accounting and Controlling. In addition to the operating chart of accounts, you can set up a country chart of accounts to represent the account classifications required by the respective national laws and a corporate group chart of accounts to represent the account classifications required for consolidation purposes.

chart of accounts index

Index of all charts of accounts that can be used within a client.

chart of accounts list

List of all the charts of accounts that can be used within a certain client.

clearing

Procedure where open items in an account are marked as cleared.

You can clear open items if you can assign an amount of equal value to the opposite side of the account.

Example: if a customer pays an invoice, you can clear the open items belonging to it.

clearing account

Account that contains postings temporarily. Clearing accounts are auxiliary accounts used for posting reasons, which clear repeatedly.

Possible reasons could be:

y�time difference between business transactions (goods received/invoice received clearing account)

y�organizational task distribution (bank clearing account)

y�unclear business transactions

clearing function

Function for clearing open items.

You can use this function to post an incoming payment and then clear the paid invoices in a single transaction. There are two versions of this function in the system:

y�Clearing an account:

When you clear an account, you can only clear items in a single currency. Moreover, you can only clear items for which no postings are still outstanding.

y�Posting with clearing:

When using this function, you can also make postings during the clearing process.

clearing procedure

Procedure representing the business transaction that initiates clearing.

Example: incoming and outgoing payments.

© SAP AG AC200 9-37

company code

The smallest organizational unit for which a complete self-contained set of accounts can be drawn up for purposes of external reporting.

The process of external reporting involves recording all relevant transactions and generating all supporting documents for financial statements such as balance sheets and profit and loss statements.

control totals

Totals that you can use to find out whether the amounts of posted documents have been entered correctly.

The system updates control totals automatically when you post.

credit control area

Organizational unit that represents an area responsible for granting and monitoring customer credit.

This organizational unit is either a single company code or comprised of several company codes when credit control is performed across multiple company codes. In a credit control area, credit information can exist for each customer.

credit limit

The maximum amount granted for a customer loan.

credit memo

Posting that reduces receivables or payables.

cross-company code document number

Single number denoting all the documents that are produced in a single cross-company code posting.

cross-company code posting

Posting transaction involving several company codes.

The system creates a document for each company code involved. Cross-company code postings are used to process centralized purchasing or centralized payment, for example.

Cross-company G/L account maintenance

Cross-company G/L account maintenance is necessary if you work with multiple company codes and/or charts of accounts.

If you want to reuse charts of accounts and G/L accounts, you can copy the charts and create reference or sample accounts. You can create G/L accounts at the company code or chart of accounts level. This is necessary in cases where you use the same chart of accounts in multiple company codes, yet the accounts are set up differently at the company code level.

currency

Legal means of payment in a country.

currency type

The currency type is a key describing a monetary unit with regard to:

y�The role of the currency within the R/3 System

© SAP AG AC200 9-38

y�The valuation upon which the amount is based, if you use the functions for multiple valuation

The currency type is required to be able to transfer amounts between different components of the R/3 System, such as Financial Accounting and Controlling, via interfaces.

customer

Business partner against whom receivables are held for goods and services rendered.

customer account

Structure that records value movements in a company code that affect receivables or payables against a customer.

A customer account records the transaction figures representing value movements as periodic totals for reporting purposes in the accounts receivable ledger. A distinction is made between a normal transaction figure, which represents value movements as totals per posting period for the assigned reconciliation account, and a special transaction figure, which represents value movements as totals per fiscal year that refer to a category of special G/L transactions (special G/L indicator).

A customer account contains the information a company code requires in presenting the actual value of the business transactions carried out with a customer. Receivables against customers are simultaneously recorded in a general ledger account by assigning a reconciliation account to the customer account. To present receivables per category of special G/L transactions, you have to specify a chart of accounts position for each of these categories in order to reconcile them in the general ledger (reconciliation account determination). This assignment covers all company codes.

customer master

A collection of all customer master records.

All customers which a company has dealings with, and the basic data on them, are recorded in the customer master.

customer master record

Data record containing all the information necessary for any contact with a certain customer, in particular for carrying out business transactions.

This information includes, for example, address data and bank data.

debit memo procedure

Payment collection procedure by direct debit.

There is a difference between:

y�direct debiting procedure: see bank direct debiting procedure.

y�collection procedure: see bank collection procedure.

division

An organizational unit based on responsibility for sales or profits from salable materials or services.

document

Proof of a business transaction.

There is a difference between original documents and DP documents:

y�Original documents include, for example, incoming invoices, bank statements and carbon copies of outgoing invoices.

© SAP AG AC200 9-39

y�DP documents include, for example, accounting documents, sample documents and recurring entry documents.

The accounting document reflects the original document in the system. All other DP documents serve as an entry facility. document currency

Currency in which a document is posted.

document date

Date on which the original document (such as vendor invoice) was created.

document entry

Manual or automatic entry of a document into the SAP system. Manual entry occurs via screens that are specially designed for the business transactions to be entered; automatic entry is carried out via an online interface.

document header

The part of a document containing information that applies to the entire document, such as, for example, the document date and document number.

document number

Key which identifies each document in a company code in a given fiscal year

document principle

Principle according to which postings are always saved in document form ("no posting without document").

The document remains as a complete unit and can be displayed at any time until it is archived.

document type

Key that distinguishes the business transactions to be posted.

The document type determines where the document is stored as well as the account types to be posted.

due date

Date on which the claim of a creditor must be redeemed by the debtor.

due date for net payment

Date on which open items are due for payment net, that is with no cash discount deduction.

dunning area

Organizational unit within a company code that is responsible for dunning.

The dunning procedure is controlled and the dunning notices are sent separately per dunning area. A dunning area can be defined as a division, distribution channel, sales organization or business area, for example.

dunning block indicator

Indicator that allows you to block accounts and items from dunning by allocating a dunning block reason. The dunning block indicator can be entered in the customer or vendor’s master record or in the line item.

© SAP AG AC200 9-40

dunning block reason

Reason why a certain open item or all the open items of a customer or vendor cannot be dunned.

dunning key

Identifies items to be dunned separately, such as items you are not sure about or items for which a payment advice exists.

dunning level

See "Dunning procedure level".

dunning procedure

Pre-defined procedure specifying how customers or vendors are dunned.

Each procedure has a pre-defined number of dunning levels, dunning frequency and pre-defined texts for the dunning notices.

Example: payment reminder, two-level dunning procedure.

dunning procedure level

Rule that defines what type of dunning will be carried out by a certain dunning procedure, and which conditions will trigger that procedure.

exchange rate

Relationship between two currencies.

This rate is used to translate an amount into another currency.

exchange rate difference

Difference amount that occurs if foreign currency amounts are translated different exchange rates.

expense

Expenditure of a company for goods used, external services and fiscal charges within a period, which are offset in the P&L statement against revenue.

fiscal year

Generally a period of 12 months for which the company regularly has to create an inventory and balance sheet.

A fiscal year can correspond to a calendar year but does not have to.

Under certain circumstances, a fiscal year containing fewer than 12 months is also permitted (short fiscal year).

foreign currency

A currency that differs from the company code currency (country currency).

foreign currency balance sheet account

Account that is managed in a foreign currency.

© SAP AG AC200 9-41

Foreign currency balance sheet accounts are used to represent foreign exchange bank accounts in your own accounts, for example.

foreign currency valuation

Procedure for redefining the value of the current assets and liabilities that are posted in foreign currency.

Assets and liabilities are valuated on an item by item basis, which means that the individual open items are valued.

If open items cannot be used because the account is not kept on an open item basis, the balance of the account is valuated instead.

G/L account

A structure that records value movements in a company code and represents the G/L account object in a chart of accounts.

It contains the transaction figures that represent value movements during a posting period as totals for reporting purposes in the general ledger.

G/L account master record

Data record containing information that controls how data is entered into G/L account and how that account is managed.

This includes, for example, the currency in which an account is managed.

general ledger

A ledger designed to present the values used in creating financial statements.


goods movement

Materials Management (MM)

Physical or logical movement of materials which leads to a change in material stock levels or results in direct consumption of the material.

A goods movement can be a goods receipt, goods issue, or a transfer posting of materials.

A goods movement consists of items containing the quantity and value of the given material. The materials to be actually placed in or removed from storage can be specified in each item as single units.

A transfer posting can be carried out within a plant and between different plants.

The quantity specified in the item leads to a change in stock in the plant, storage location, and storage bin. Goods movements for direct consumption do not affect stock levels.

An item in a goods receipt document does not necessarily indicate the receipt of material, because an item can also represent the reversal of the original goods movement.

For valuated stock, the transaction figure is updated on the relevant material stock account.

goods receipt

Materials Management (MM)

Term from the field of inventory management denoting a physical inward movement of goods or materials.

The SAP System distinguishes between the following kinds of goods receipt:

y�goods receipt with reference to a purchase order,

y�goods receipt with reference to a production order,

© SAP AG AC200 9-42

y�other goods receipts (without reference).

head office account

Account that is used to represent a head office/branch relationship that exists for a customer or vendor in the SAP system.

Payments are made from the head office account, while purchase orders, deliveries or invoices are posted to the branch account.

house bank

A business partner that represents a bank at which your company does its banking.

input tax

Tax that is charged by the vendor.

The deductible part of input tax can be claimed from the tax authorities.

interest on arrears

Interest paid to creditors when the due date for net payment of a debt has been exceeded.

investment tax

Tax on capital investments levied in certain countries.

invoice

Message to the buyer of goods or services.

It includes the following: the name of the goods or services, the quantity sent and the remuneration due.

invoice reference

Entry that is used to establish a link between a line item and a posted invoice line item, in order to copy the terms of payment and therefore guarantee payment of the correct item.

An invoice reference is made by the system placing the document number of the invoice in the line item. Example: invoice-related credit memo.

invoice verification

Term for the entry and checking of incoming (vendor) invoices (also known as "invoice matching", "invoice validation", and "invoice clearance").

ledger

A specialized framework that determines how values and quantities are entered and presented for a particular area of accounting and for reporting or evaluation purposes.

A ledger is comprised of the figures and documents representing the changes in values and quantities due to business transactions.

liabilities

Sum of the debts, accrued and deferred items, and equity of a company, which are shown on the right side of the balance sheet (such as capital, surplus reserves, provisions, vendor liabilities).

© SAP AG AC200 9-43

line item

The part of a document containing information on a single item.

It always includes an amount, an account number, the assignment to debits or credits and further specifications which depend on the business transactions to be posted.

line item display

Display of line items from one or more accounts. The prerequisite for this is that accounts are managed with line item display. This is preset for customer and vendor accounts; for G/L accounts, it must be set in the master record of the account.

local currency

Currency of a company code (country currency) in which the local ledgers are managed.

Opposite: foreign currency

local currency amount

Amount which is specified in the company code currency.

If an amount is created in foreign currency, the system translates it automatically into local currency.

material

Good that is the subject of business activity. A material is traded, used in manufacture, consumed, or produced.

In order that data relating to the material can be stored at the relevant organizational level, a material master record is structured in accordance with the organizational units plant, storage location, warehouse complex, and distribution chain.

Different departments of an enterprise have different views of a material (for example, Materials Planning, Costing, Purchasing, Warehouse Management, or Accounting).

Different parameters define how activities such as materials planning or quality inspection are carried out for a material.

movement type

Classification key indicating the type of material movement (for example, goods receipt, goods issue, physical stock transfer).

The movement type enables the system to find predefined posting rules determining how the accounts of the financial accounting system (stock and consumption accounts) are to be posted and how the stock fields in the material master record are to be updated.

negative posting

A posting that decreases the transaction figures in the account posted to.

noted item

Special item that does not affect any account balance.

When you post a noted item, a document is generated: the item can be displayed via the line item display.

Certain noted items are processed by the payment program or dunning program.

Example: Down payment requests.

© SAP AG AC200 9-44

number range

A range of numbers that are laid down per file for the assignment of document numbers.

There are two types of number assignment:

y�internal (carried out automatically by the system)

y�external (carried out manually by the user)

one-time account

Account where the transaction figures from a group of customers/vendors with whom you only do business once or rarely are recorded.

One special master record is needed for all one-time accounts.

Specific data on the customer/vendor, such as address and bank data, is not entered in the master record but in the document itself.

open item management

Specification that the items in an account must be cleared by other items in the account. The sum of items involved in the clearing procedure must be zero. The account balance is therefore always equal to the sum of the open items.

order

Describes a task which is to be carried out within a company.

The order specifies:

y�which task is to be carried out

y�when the task is to be carried out

y�what is needed to carry out the task

y�how the order costs are to be settled

original document

Document that proves that a posting has been made correctly.

output tax

Tax that is charged on customers at all levels of production and trade. It represents a tax liability to the tax office.

partial payment

Payment which only partially settles the invoice amount outstanding.

payables

Total fixed debts of a company (payables to banks, vendors, from customer down payments etc.) according to both the cause, and the amount and due date.

payee

A customer/vendor to whom payments are made.

payment advice note

© SAP AG AC200 9-45

Notification of a delivery, payment or the receipt of a letter of credit (in foreign transactions).

payment blocking indicator

Indicator that allows you (by entering a payment block) to block an account or individual items for payment.

The payment blocking indicator is placed in the customer or vendor’s master record or in the line item.

payment block reason

Reason why a certain open item or all the open items of a customer or vendor in a certain company code cannot be paid.

payment history analysis

Analysis of payments made by the customer with regard to exceeding deadlines and using cash discounts.

payment method

This specifies the procedure (such as check, bill of exchange or foreign bank transfer) with which payments are carried out.

payment notice

Notice to a customer or an internal department which either confirms that a payment has been made or requests the customer/department to settle payment differences or allocate payments.

payment on account

Payment that is assigned to an account but not yet to a business transaction.

This differentiates it from a down payment or partial payment.

payment tolerance

Rules for processing payment differences.

These rules specify the maximum permissible difference between the actual payment amount and the amount agreed for payment, as well as rules for posting residual items (in the case of these maximum amounts being exceeded).

payment transactions

The processing of the outgoing and incoming payments of an organization.

picking

The process of issuing and grouping certain materials from the warehouse on the basis of goods requirements from the Sales or the Production department.

plant

Organizational unit within Logistics, serving to subdivide an enterprise according to production, procurement, maintenance, and materials planning aspects.

A plant is a place where either materials are produced or goods and services provided.

The business area that is responsible for a plant is determined as a function of the division. As a rule, a valuation area corresponds to a plant.

© SAP AG AC200 9-46

posting block

Indicator that blocks an account for posting.

An account can be blocked centrally for all company codes or locally for one company code.

posting key

Two-digit numeric key that controls the entry of document line items.

It specifies the following, for example:

y�account type

y�debit posting or credit posting

y�layout of entry screens

posting period

Period within a fiscal year for which transaction figures are updated. Every transaction that is posted is assigned to a particular posting period. The transaction figures are then updated for this period.

profit and loss statement

Comparison of revenue and expense within a certain period, with the purpose of establishing the profit made by an organization and the sources thereof.

The P&L statement is a compulsory part of year-end closing.

purchasing organization

Organizational unit within logistics, subdividing an enterprise according to the requirements of Purchasing. A purchasing organization procures materials and services, negotiates conditions of purchase with vendors, and bears responsibility for such transactions.

The form of procurement is defined by the assignment of purchasing organizations to company codes and plants.

The following forms of purchasing exist:

y�Corporate-group-wide: A purchasing organization procures for all the company codes belonging to a client

y�Company-specific: A purchasing organization procures for just one company code

y�Plant-specific: A purchasing organization procures for a plant

Mixed forms are possible, which can be replicated in the system by the use of reference purchasing organizations.

A purchasing organization can utilize the more favorable conditions and contracts of the reference purchasing organization that has been assigned to it.

receivable

Claim for payment on the recipient of goods or services supplied.

Receivables are shown in the balance sheet under "current assets" with further subdivisions, such as receivables from goods and services and receivables from consolidation companies.

reconciliation account

G/L account, to which transactions in the subsidiary ledgers, (such as in the customer, vendor or assets areas), are automatically updated.

It is generally the case that several subledger accounts post to a common reconciliation account. This ensures that the developments in the subledger accounts are accurately reflected in the general ledger (i.e. in line with balance sheet conventions). You can set up a reconciliation account for, say, all overseas customers.

© SAP AG AC200 9-47

reference document

Document used as a reference to post an accounting document.

Accounting documents or sample documents can be used as reference documents.

regional code

Two-digit alphanumeric key used to further specify an address.

In some countries you must enter the regional code as part of the address.

residual item

Item that represents any difference that occurs when an open item is cleared. The residual item is carried forward to the account where the original open item was resident.

revenue account

Account to which revenue from normal business transactions is posted.

reversal

Canceling a posting by posting amounts of equal value to the opposite side of the accounts.

reverse document

Document that is generated when reversing a posting.

sales

Sum of the goods and services sold by a company in a certain period, valued at valid sales prices.

sales area

A sales area is a specific combination of sales organization, distribution channel, and division.

sales effectivity

Property of a posting key that is used to update sales with a customer o vendor.

sales organization

An organizational unit within Logistics which structures the company according to its sales requirements.

A sales organization is responsible for selling materials and services.

A sales organization can be subdivided into several distribution chains which determine the responsibility for a distribution channel.

Several divisions can be assigned to a sales organization which is responsible for the materials or services provided.

A sales area determines which distribution channel can be used to sell the products from one division in a sales organization.

Each sales organization is assigned exactly one company code for which you enter all accounting details of the sales organization.

© SAP AG AC200 9-48

A distribution chain can be active for several plants and the plants can be assigned to different company codes. If the sales organization and plant are assigned to different company codes, an internal billing document is sent between the company codes before the sales transactions are entered for accounting purposes.

sales relevance

Property of a posting key, which, when used, updates the sales figures with a customer or vendor.

sample account

Special master record via which values can be pre-defined for the entry of company code-specific data in G/L account master records.

You must also define data transfer rules, which determine how the values are transferred from the sample account.

sample document

Special type of reference document from which data is defaulted into the accounting document entry screen.

Unlike an accounting document, a sample document does not update transaction figures. It merely serves as a data source for an accounting document.

sample master record

Example of a master record which serves as an input aid for configuring other master records.

shortened fiscal year

A shortened fiscal year arises through a shift in the end of the fiscal year.

The shortened fiscal year covers the period between the end of the last fiscal year in the old cycle and the beginning of the next fiscal year in the new cycle. For example, if your old fiscal year runs from October 1 1997 to September 30 1998 and you want the new fiscal year to begin on January 1 1999, you would set up a shortened fiscal year for the period October 1 1998 to December 31 1998.

special period

Special posting period that divides up the last normal posting period for closing operations.

special purpose ledger

Ledger based on any combination of coding block elements. It is used to store summarized data for reporting purposes. All user-defined special purpose ledgers can use functions such as planning, allocations, rollup, currency translation, balance carry forward, and data transfer, in addition to the activity-oriented validation, derivation, and accumulation of data. Operational functions (managing accounts with open items, commitments, and so on) are not supported.

split valuation

Option allowing the values of different stocks of a material within a plant to be managed in different stock accounts. This enables such stocks to be valuated separately.

statistical posting

The posting of a special G/L transaction where the offsetting entry is made automatically to a specified clearing account. For example, received guarantees of payment.

subledger accounting

© SAP AG AC200 9-49

Accounting at the level of subsidiary (sub) ledgers, which contain accounts such as customer, vendor or asset accounts.

Subledgers give more details on the postings made to the reconciliation accounts in the general ledger.

supplementary account assignment

Extra entries in an automatically generated line item, made by the user when entering a document.

tax amount

Amount that is posted as input tax, output tax or withholding tax, for example, and sent to the tax authorities.

tax base amount

Amount on which the tax is calculated.

Depending on the respective country-specific requirements, the cash discount amount may or may not be contained in the tax base amount.

tax code

Two-digit code that represents the specifications used for calculating and displaying tax.

Examples of the specifications defined under the tax code are:

y�tax rate

y�type of tax (input tax or output tax)

y�calculation method ( % included or % separate)

taxes on sales/purchases

Generic term for input and output tax.

taxes on sales/purchases group

Specifies, within a client, a single taxable entity (for purposes of tax on sales/purchases reporting), i.e. an integrated company, which can be made up of one or more company codes. The party within the integrated company who is liable for the tax is the dominant enterprise. It is the duty of this enterprise to make the advance reports and annual reports declaring the sales of all the individual companies forming the integrated company.

tax rate

Percentage rate used to calculate the tax amount.

terms of payment

Arrangements made with a business partner governing financial settlement with respect to goods supplied and services performed.

Examples:

y�Stipulation of down-payment (advance payment) requirement

y�Cash on delivery

y�Payment following delivery (e.g. clauses "immediate payment in cash", "on a cash basis", stipulation of a period for payment)

y�Combined conditions, e.g. the clause "payable in 30 days net (without deduction) or within 10 days with 2% discount"

© SAP AG AC200 9-50

tolerance

Accepted deviation from specified values.

transaction figures

Sum of all postings to an account, broken down by posting period and debit and credit.

valuation

Balance sheet term: the calculation of the value of all goods belonging to fixed and current assets as well as all payables at a certain time point according to legal requirements.

valuation area

Organizational unit in Logistics dividing up a company for the purpose of valuating stocks in a standardized and consistent manner.

Inventory must be valuated at plant level for product costing and order costing.

Inventory is valuated either at plant or at company code level. At plant level, a plant represents a valuation area. At company code level, a company code represents a valuation area.

To valuate inventory in a plant, you must assign each plant to a valuation area. each valuation area is assigned to a company code for balance sheet purposes.

valuation class

Allocation of a material to a group of G/L accounts.

Along with other factors, the valuation class determines the G/L accounts to be updated as a result of a valuation-relevant transaction (for example, a goods movement).

vendor

Business partner with whom payables arise in acquiring goods and services.

vendor account

Structure that records value movements in a company code that affect receivables or payables against a vendor.

A vendor account records the transaction figures representing value movements as periodic totals for reporting purposes in the accounts payable ledger. A distinction is made between a normal transaction figure, which represents value movements as totals per posting period for the assigned reconciliation account, and a special transaction figure, which represents value movements as totals per fiscal year referring to a category of special G/L transactions (special G/L indicator).

A vendor account contains the information a company code requires in presenting the actual value of the business transactions carried out with a vendor. Payables to vendors are simultaneously recorded in a general ledger account by assigning a reconciliation account to the vendor account. To present payables per category of special G/L transactions, you have to specify a chart of accounts position for each of these categories in order to reconcile them in the general ledger (reconciliation account determination). This assignment covers all company codes.

vendor master

A collection of all vendor master records.

All vendors which a company has dealings with, and the basic data on them, are recorded in the vendor master.

vendor master record

© SAP AG AC200 9-51

Data record containing all the information necessary for any contact with a certain vendor, in particular for carrying out business transactions.

This information includes, for example, address data and bank data.

vendor net procedure

Procedure whereby cost or inventory postings are reduced automatically by the expected cash discount when an invoice is posted.

This makes it possible, for example, to post exact acquisition values (less the cash discount) to fixed-assets accounts.

© SAP AG AC200 9-52

Menu Paths Unit: Basic Settings Transaction codes

Implementation Guide for R/3 Customizing (IMG)

Î Global Settings

Î 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

Î Enterprise structure

Î Change Country-Specific Settings O035

Î Definition

Î Financial Accounting

� Define, copy, delete, check company code EC01

� Define business area


Î Financial Accounting Global Settings

Î Fiscal Year

� Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year) OB29

� Assign Company Code to a Fiscal Year Variant OB37

© SAP AG AC200 9-53

Unit: Master Data Transaction codes

Implementation Guide for R/3 Customizing (IMG) (or transaction SM30, then table/view)


Î General Ledger Accounting

Î G/L Accounts

Î Master Records

Î Preparations

� Edit chart of Accounts List OB13

� Assign Company Code to Chart of Accounts OB62

� Define Account Group OBD4

� Define Retained Earnings Account OB53

Î Additional Activities

� Specify Text IDs for Chart of Accounts Area OBT6

� Specify Text IDs for Company CodeArea OBT7

Î Layouts for Individual Processing

� Define Layout (V_TAMLAY0_00)

� Assign Layout to Chart of Accounts (V_T004_B)

� Assign Layout to Account Group (V_T077S_B)

� Define Screen Layout for Each Transaction OB26

Î G/L Account Creation and Processing

� Create G/L Accounts with Reference OB_GLACC01

� Data Transfer Workbench SXDA

Î Change G/L Accounts Collectively

� Change Chart of Accounts Data OB_GLACC11

� Change Company Code Data OB_GLACC12

� Change Account Names OB_GLACC13

Î Edit G/L Account (Individual Processing)

� Edit G/L Account Centrally FS00

� Edit Chart of Accounts Data FSP0

� Edit Company Code Data FSS0

Î Alternative Methods

Î Copy G/L Accounts

� Copy Chart of Accounts OBY4

� Copy Company Code (copy segments) OBY2

Î Controlling

Î Cost Element Accounting

Î Master Data -> Cost Elements

Î Automatic Creation of Primary and Secondary Cost Elements

Î� Make Default Settings OKB2

Î� Create Batch Input Session OKB3

© SAP AG AC200 9-54

Î� Execute Batch Input Session SM35


Î Account Receivable and Accounts Payable

Î Customer Accounts

Î Master Records

Î Preparations for Creating Customer Master Records

� 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 Text IDs for Central Texts (Customers) OBT1

� Define Text IDs for Accounting Texts (Customers) OBT2

� Define Sensitive Fields for Dual Control (Customers) (V_T055F)

Î Request to Change Master Data

� Maintain Users and Accounts for Internet Services (V_FDKUSER)

� Define Own Scenarios for Request

to Change Master Data (V_SCENARIO)

Î Vendor accounts

Î Master Records

Î Preparations for Creating Vendor Master Records

� 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 Accounting Clerks OB05

� Define Industries OB44

� Create Number Ranges for Vendor Accounts XKN1

� Assign Number Ranges to Vendor Account Groups OBAS

� Define Text IDs for Central Texts (Vendors) OBT4

� Define Text IDs for Accounting Texts (Vendors) OBT5

� Define Sensitive Fields for Dual Control (Vendors) (V_T055F)

Î Request to Change Master Data

� Maintain Users and Accounts for Internet Services (V_FDKUSER)

� Define Own Scenarios for Request

© SAP AG AC200 9-55

to Change Master Data (V_SCENARIO)

Î Cross-Application Components

Î Bank Directory

Î Bank Directory Data Transfer

� Transfer Bank Directory Data - International BIC

� Transfer Bank Directory Data - Country-Specific BAUP

Î Bank Accounting

Î Bank Accounts

� Define House Banks FI12

© SAP AG AC200 9-56

Unit: Document Control Transaction codes

(or transaction: SM30, then table/view)




Î Document

Î Posting Periods

� Define Variants for Open Posting Periods OBBO

� Open and Close Posting Periods OB52

� Assign Variants to Company Code OBBP

Î Document Number Ranges

� Define Document Number Ranges FBN1

� Copy to Company Code OBH1

� Copy to Fiscal Year OBH2

Î Document Header

� Define Document Types OBA7

� Define Text IDs for Documents OBT8

Î Line Item

Î Controls

� Define Posting Keys OB41

� Maintain Field Status Variants (V_T004F)

� Assign Company Code to Field Status Variants OBC5

� Define Tolerance Groups for Employees OBA4

� Assign Users/Tolerance Groups OB57


Î Business Transactions

Î Incoming Invoices/Credit Memos

Î Incoming Invoices/Credit Memos - Enjoy

Î Define Document Types for Enjoy Transaction OBZO

Î Define Tax Code per Transaction OBZT

Î Define Posting Key for Incoming Invoices/Credit Memos OBXJ

Î Outgoing Invoices/Credit Memos

Î Outgoing Invoices/Credit Memos - Enjoy

Î Define Document Types for Enjoy Transaction OBZO

Î Define Tax Code per Transaction OBZT

Î Define Posting Key for Outgoing Invoices/Credit Memos OBXJ

© SAP AG AC200 9-57

Unit: Posting Controls Transaction Codes

Implementation Guide for R/3 Customizing (IMG) (or transaction: SM30, then table/view)



Î Document

Î Document Header

� Indicate Currency Differences for Partial Payments IDPH1

� Document Change Rules, Document Header (V_TBAER)

Î Maximum Exchange Rate Difference

� Define Maximum Exchange Rate Difference per Company Code OB64

� Define Maximum Exchange Rate Difference per Company Code (V_TCURD)

Î Line Item

� Define Texts for Line Items OB56

� Document Change Rules, Line Item (V_TBAER)

Î Default Values for Document Processing

� Default Values OBU1

� Enable Fiscal Year Default OB63

� Default Value Date OB68

� Change Message Control for Document Processing (V_T100C)

Î Tax on Sales/Purchases

Î Basic Settings

� 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

� Specify Tax Jurisdiction Code OBCP

Î Calculation

� Define 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

� Change Foreign Currency Translation (V_001_V)

Î Posting

� Define Tax Accounts OB40

� Define Account for Exchange Rate Difference Posting OBYY

� Assign Tax Codes for Non-Taxable Transactions OBCL



� Prepare Cross-Company Code Transactions OBYA


© SAP AG AC200 9-58


Î Incoming Invoices/Credit Memos

� Maintain Terms of Payment OBB8

� Define Terms for Installment Payments OBB9

� Define Cash Discount Base for Incoming Invoices OB70

ÎIncoming 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

� Define Account for -Net Procedure OBXA

Î Outgoing Payments

Î Outgoing Payments Global Settings

� Define Accounts for Cash Discounts Taken OBXU

� Define Accounts for Lost Cash Discount OBXV

Î Outgoing Invoices/Credit Memos

� Maintain Terms of Payment OBB8

� Define Terms of Payment for Installment Payments OBB9

� Define Cash Discount Base for Outgoing Invoices OB70

� Define Tax Accounts for Outgoing Invoices OB40

ÎIncoming Invoices/Credit Memos - Enjoy

� Define Document Types for Enjoy Transaction OBZO

� Define Tax Code per Transaction OBZT

� Define Posting Key for Outgoing Invoices/Credit Memos OBXJ

Î Incoming Payments

Î Incoming Payments Global Settings

� Define Accounts for Cash Discount Granted OBXI

Î Adjustment Posting/Reversal

� Permit Negative Postings (V_001_NP)

� Define Reasons for Reversal (T_041C)

© SAP AG AC200 9-59

Unit: Clearing





Î Open Item Clearing

� Define Posting Keys for Clearing OBXH

� Define Accounts for Exchange Rate Differences OB09

� Define Clearing Rules (V_TFAG)

� Assign Clearing Rules to Account Types (V_TFAGM)

� Prepare Automatic Clearing (V_TF123)

Î Clearing Differences

� 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



Î Outgoing Payments

Î Outgoing Payments Global Settings

� Define Accounts for Overpayments/Underpayments OBXL


� Define Accounts for Rounding Differences OB00

� Define Accounts for Bank Charges (Vendors) OBXK


Î Manual Outgoing Payments

� Define Tolerances (Vendors) OBA3

Î Overpayment/Underpayment

� Define Reason Codes (Manual Outgoing Payments) (V_T053R) � Define Accounts for Payment Differences (Manual Outgoing

Payment) OBXL

� Prepare Cross-Company Code Manual Payments (V_T041B)

� Check Payment Block Reason (V_T008)

Î Incoming Payments

Î Incoming Payments Global Settings

� Define Accounts for Overpayments/Underpayments OBXL


� Define Accounts for Rounding Differences OB00

� Define Accounts for Bank Charges (Customers) OBXK


© SAP AG AC200 9-60

Î Overpayment/Underpayment

� Define Reason Code (V_T053R)

� Define Accounts for Payment Differences OBXL

Î Manual Incoming Payments


� Assign Users/Tolerance Groups (V_T043)

� Define Tolerances (Customers) OBA3

� Prepare Cross-Company Code Manual Payments (V_T041B)

Î Open Item Clearing


� Define Posting Key for Clearing Open Items OBXH

� Prepare Automatic Clearing (V_TF123)

Î Clearing Differences

� Define Tolerances for Customers/Vendors OBA3


� Assign Users to Tolerance Groups (V_T043)

� Define Accounts for Clearing Differences OBXL

© SAP AG AC200 9-61

Unit: Cash Journal



Î Bank Accounting


Î Cash Journal

Î � Create G/L Account for Cash Journal FS00

Î� Define Document Types for Cash Journal Documents OBA7

Î� Define Number Range Intervals for Cash Journal Documents FBCJC1

Î� Set Up Cash Journal FBCJC0

Î� Create, Change, Delete Business Transactions FBCJC2

Î� Set Up Print Parameters for Cash Journal FBCJC3

© SAP AG AC200 9-62

Index 3-21 ff. Account currencies

3-50 Alternative payee

3-50 Alternative payer

7-13 Assign open items via Internet

7-12 Assignment field

3-6 Automatic creation of cost elements

3-13 Balance sheet account

3-53 ff. Bank master record

2-20 Base currency

5-16 Baseline date

2-1 ff. Basic settings

2-5 Business area

5-20 Cash discount base

5-17 Cash discounts

7-1 ff. Clearing

7-10 Clearing document

3-25 Collective processing

2-8 Country installation program

3-5 ff. Create chart of accounts

2-8 Create company code

5-39 ff. Cross-company code transactions

2-14 ff. Currencies

2-16 Currency code

3-31 ff. Customer master record details

3-31ff. Customer master records

5-5 ff. Default values

2-11 ff. Define posting periods

2-23 f. Direct quotation

5-7 ff. Document change rules

4-1ff. Document control

4-10 Document number range

5-45 ff. Document reversal

4-8 ff. Document type

3-48 Dual control principle

5-37 f. EU single unit (EU postings)

2-21 f. Euro

2-18 Exchange rate and maintenance tools

7-32 ff. Exchange rate differences

2-20 Exchange rate spreads

© SAP AG AC200 9-63

2-16 Exchange rate type

3-44 ff. Field status for customer master records

3-14 ff. Field status for G/L accounts

3-44 ff. Field status for vendor master records

4-20 Field status group

4-15 ff. Field status of the document control

3-9 Fields of the chart of accounts segment

2-11 ff. Fiscal year variant

3-12 G/L account structure

3-26 f. Group chart of accounts

3-51 Head office/branch

2-23 f. Indirect quotation

6-4 ff. List viewer

3-1 ff. Master records

3-24 Methods for creating G/L accounts

3-43 One-time account

4-22 ff. Open and close posting periods

3-20 Open item management

2-5 Organizational units

7-23 ff. Overpayment/underpayment

3-13 P&L account

5-15 Payment blocks

7-31 Payment difference reasons

5-15 Payment methods

5-19 Payment schedule

5-10 ff. Payment terms and conditions

4-31 ff. Post FI documents

4-29 f. Posting authorizations

5-1 ff. Posting controls

4-12 ff. Posting key

3-18 Reconciliation accounts

8-1 ff. Set up cash journal

7-12 Sort field

6-7 Table control

5-34 Tax account assignment

5-31 Tax ID

5-23 ff. Tax postings

5-29 Tax procedure for calculations

5-32 Tax rates

5-23 ff. Taxes

2-16 Translation factors

© SAP AG AC200 9-64

2-11 ff. Variant principle

3-40 Vendor master record details

3-31 ff. Vendor master records

5-22 Vendor net procedure

Business Partner Accounting - jmpozzi.free.frjmpozzi.free.fr/sapformationfi/ac200-en-46c-fv.pdf ·...

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