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SAP FI 4.6 ExercisesFinancial Accounting - Chapter 10 Document

OBJECTIVE: To configure the system so system documents are created and appear

as desired. Create an entry screen variant to be used for G/L item entry in Enjoy postings

Exercise 1. Create Document Number Range

Create a Document Number Range (this range will be used for the Document Type that will be created in the next exercise). Use XX (YOUR INITIALS) as the Number Range identification. If your initials have already been used as Number Range identification, use another identification (initials) that has not been created.

Be sure to limit the size of your range (less than 500).

Menu Path:

IMG Financial Accounting Financial Accounting Global Settings Document Document Number Ranges Overview

Screen Name: Number Ranges for Accounting Documents

Enter your company code XXPH. Click on the pushbutton “Change Intervals”. On the following screen click on the pushbutton “Insert Interval”. Enter the number range identification, current year and the lower and upper limit of the

interval. Do not change the Current number field! Click on the icon <Insert Enter>. <Save> and <Enter> through the Transport number range intervals screen. Follow the same steps for Company code XXSF

Duplication or distribution of this material in any form to client personnel is strictly forbidden.©Copyright PricewaterhouseCoopers LLP, 1998.

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Exercise 2. Create Document Type & Assign the Number Range

Besides the document types supplied already in the system the accounting department of Boots-R-Us would like to have a special document type for manual check deposit. Create the document type and assign it the Number Range you created in Exercise 1. (NOTE: We will be covering manual check deposit later in the course (see Cash Management, Chapter 3, exercise 4).

Menu Path:

IMG Financial Accounting Financial Accounting Global Settings Document Document Header Overview

Screen Name: Change View “Document Types”: Overview

Select the “New Entries” pushbutton. The document Type field is two characters long, so pick a unique combination of letters (e.g. your initials) for creating your Document Type.

Make the Document Type valid for all Account Types except Assets and Material. Assign the Document Number Range you created in Exercise 1 to this

Document Type. <Save> and on the previous screen enter the Document Type Description as Check

deposit – clrg.

Exercise 3. Identify Posting Keys

The Posting Key describes the type of transaction that is entered in a line item. The most important properties that are derived from the Posting Key are:

the Account Type whether the line item is a debit or credit the fields that are to be entered in the line item (it is one of the two factors in field

status).

Continued on next page…Menu Path:


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IMG Financial Accounting Financial Accounting Global Settings Document Line Item Controls Define Posting Keys

Screen Name: Maintain Accounting Configuration: Posting Keys - List

Display the Posting Key table and provide the following information for the Posting Keys that Boots-R-Us will be using most frequently. They are listed below:

Posting Key Description Debit/Credit Account Type Reversal Key01

31

40

50

Exercise 4. View Field Status Definition

View the field status definition for Field Status Variant 0001 as this is the status assigned to your company codes by default when you copied them from US01. Note the Field Status Groups for the different types of accounts (e.g., Field Status Group G067 was assigned to reconciliation accounts in Chapter 6, Exercise 5, Field Status Group G005 was assigned to bank accounts, etc.).

Menu Path:

IMG Financial Accounting Financial Accounting Global Settings Document

Continued on next page… Line Item Controls Maintain Field Status Variants


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Screen Name: Change View “Field Status Variants”: Overview

Select Field Status Variant 0001 and double click Field Status Groups. On the following screen double click on G005.

What are the required fields for field status group G005?

What is the implication of assigning this group to the Boots-R-Us bank accounts?

Exercise 5. Configure Intercompany Transactions

Both the Philadelphia and San Francisco branches of Boots-R-Us buy some goods through the Philadelphia central purchasing department. The Philadelphia branch XXPH makes all payments to vendors. However, the appropriate clearing between XXPH and XXSF needs to take place. Configure the system so that this is done automatically. It will be tested in a later exercise.


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Menu Path

IMG Financial Accounting General Ledger Accounting Business transactions Prepare cross-company code transactions

Screen Name: Maintain FI Configuration: Automatic Posting – Clearing Accounts

Enter your company code XXPH as Company code 1 and your company code XXSF as company code 2.

Fill in the remaining fields as shown on the screen print below.


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Exercise 6. Create Validation for FI entries

The manager of the accounting department wants to prevent data entry clerks from being able to post directly to the Retained Earnings Account (330000) since this account will be updated automatically. Define a validation that will display an error message every time a user attempts to post to 330000.

Menu Path

IMG Financial Accounting Financial Accounting Global Settings

Continued on next page… Document Document Header Validation in Accounting Documents

Screen Name: Change View “Validation of Accounting Documents”: Overview

A. Since you will be validating a document header field (BKPF-USNAM) and a line item account field (BSEG-HKONT), the Callup Point will be at the document line item level.

Select the “New Entries” pushbutton Enter XXPH as the Company Code Enter 002 as the Callup Point and leave other fields blank.

B. The actual Boolean statements are created by following the menu path

Menu Path: Environment Validation

Next go to:

Menu Path: Validation Create

Proceed with the following steps:


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Enter XXVALID as the Validation name and enter a description. Ensure that the Application Area is FI and the Callup Point is 2, and click <Enter>.

Create the first step of the Validation using the “Step” push button. Double click anywhere in the Prerequisite box. On the “Table Fields” tab, double

click on Accounting Document Header and select the field User Name (you can find the field easier if you display the field’s technical names by clicking on the “Display Technical Name” icon and look for BKPF-USNAM). When you double click on the field it will be displayed in the box above. Next click on the operand pushbutton “=” (on the bottom right side) and it will be displayed next to the User Name. Click on the pushbutton “Constant” (on the bottom right side). In the pop-up box enter your user ID FI### and click <Enter>. The complete prerequisite should look like the one pictured below:


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Select the green arrow <Back> icon to return to the screen with the Prerequisite, Check and Message Boxes.

Double click anywhere in the Check box. On the “Table Fields” tab double click on Accounting Document Segment and select the field G/L account (you can find the field easier if you display the field technical names by clicking on the “Display Technical Name” icon and look for BSEG-HKONT). When you double click on the field it will be displayed in the box above. Next click on the operand pushbutton “< >” (on the bottom right side) and it will be displayed next to the G/L Account. Click on the pushbutton “Constant” (on the bottom right side), in the pop-up box enter the G/L account 330000 and click <Enter>. The complete check should look like the one pictured below:


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Select the green arrow icon <Back> to return to the screen with the Prerequisite, Check and Message Boxes.

C. Double click anywhere in the Message box. Select message type “E” for error messages and message number 011 User & cannot post to Account &. Define the ‘&’ fields to match the error message as shown on the screen-print below.

D. Save your Validation by selecting the <Save> icon. Select the green arrow icon <Back> to return to the screen with the Prerequisite, Check and Message Boxes.

E. Your validation should look similar to the one pictured below:


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F. On the very first screen containing company codes and call up points assign the Validation that you just created to your company code XXPH and activate your Validation by inserting a 1 in the Activation Level column. <Save> your work. Before moving to the next Chapter, make sure your Validation was properly saved by re-entering the screen, and viewing the data.


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Exercise 7. Create an entry screen variant

In this exercise, you will create an entry screen variant to be used for G/L item entry in Enjoy postings. You will be able to make certain fields (not used for certain postings) invisible, which will simplify the data entry and reduce the data entry time.

Important Note!!! The screen variant works independently of the field status rules given by field status groups and posting keys. It determines the screen layout from the graphical point of view, not processing. The only fields that you should (and are able to) make invisible are the ones that are not required. For example, if you make the “Text” field invisible in the screen variant and it is required by the posting key or the field status group, the system will not proceed with invoice processing since it would lack an entry field for required information.

Menu Path

Accounting Financial Accounting Accounts Payable Document Entry Invoice

Screen Name: Vendor Invoice Enter

1. Identify the program and screen for which you will be creating a screen variant by placing the cursor in the Line Item section of the screen and opening the System:Status window.

Note the following: Program (subscreen):

Screen Number:

Return to the invoice screen.

2. Follow the menu path below and enter the information requested:

Menu Path

Edit Create Screen Variant


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Continued on next screen Goto Screen Variants

Screen Name: Screen Variants

Transaction code: FB60 (Vendor Invoice) Screen variant name: XXSV (user –definable) Program: SAPLFSKB Screen: 0100 (G/L items)

Note: You are creating the screen variant for the vendor invoice screen; however, since it is a screen variant for the G/L items of the invoice ,you will be able to use it for all documents that have G/L line items (e.g., G/L postings, and customer invoices).

3. Select <Create> and enter through any messages to get to the Enjoy entry screen. Please note that you are not actually in the vendor invoice transaction.

Enter the following information:

Vendor: Choose any vendor

Invoice Date: Enter today’s date

Posting Date: Enter today’s date

Note: The system uses the posting date to determine the variant creation date. The other two pieces of information are entered to enable you to reach the next screen.

Press <Enter> and then enter through the pop-up window.

4. When the Confirm Screen Entries screen appears, enter the following information:

Screen variant short text (IMPORTANT!!! Do not leave blank) Flag the following fields invisible:

Trading partner Partner Business Area Activity code Region Distrib. type for em

Choose <Exit and Save>.


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5. Select <Save> and enter through any information messages. In the pop-up screen “Create Object Directory Entry” enter the development class BFICORE. Select <Save> again and enter through any warnings.

When you receive the message: “Screen variants and transaction variants were saved”, use the green arrow to go back and then re-open the vendor invoice screen.

6. To activate your screen variant, follow one of the two options below:

In the vendor invoice entry screen, follow then menu path Edit>Select Screen Variant

Enter your screen variant XXSV and select <Enter>. You should find your screen variant applied on the G/L item entry field.

Select your screen variant from the Reference Object Tree. Select <Tree On> to activate the tree.


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