FI Material User Document -_Modified

SAP Financial User Guide

S A P F i n a n c i a l U s e r G u i d e

Contents

1. Navigation.............................................................................................................................................. 5

1.1 Change passwords ............................................................................................................................... 6

1.2 Favourites list and role-based user menu ..................................................................................... 7

1.3 To add Transaction to your favourite list ...................................................................................... 8

1.4 Open Multiple Sessions: ................................................................................................................ 8

1.5 SAP Help Features ......................................................................................................................... 9

1.6 Icons & buttons in the SAP .......................................................................................................... 11

2. Overview .............................................................................................................................................. 12

3. Important organizational units in Financials ....................................................................................... 13

4. General Ledger Accounts..................................................................................................................... 13

4.1 Create G/L account ...................................................................................................................... 13

4.1.1 Define G/L account centrally ...................................................................................................... 15

4.2 Posting G/L document ................................................................................................................. 19

4.3 Park G/L document ...................................................................................................................... 22

4.4 Change any Financial (FI) document ........................................................................................... 23

4.5 Display document: ....................................................................................................................... 28

4.6 Reverse G/L document: ............................................................................................................... 29

4.7 G/L Reports .................................................................................................................................. 30

4.7.1 Display Balances (New) ....................................................................................................... 30

4.7.2 Display/Change Items (New) ............................................................................................... 31

5. Account payable .................................................................................................................................. 35

5.1 Vendor Master Records in FI ....................................................................................................... 35

5.1.1 Create vendor: ..................................................................................................................... 36

5.1.2 Change vendor: ................................................................................................................... 40

5.1.3 Display vendor ..................................................................................................................... 40

5.2 Vendor invoice ............................................................................................................................. 41

5.3 Post parked invoice ..................................................................................................................... 45

5.4 Delete parked invoice .................................................................................................................. 46

5.5 Vendor credit memo ................................................................................................................... 48

5.6 Post park vendor credit memo .................................................................................................... 50


5.7 Vendor Down Payment request: ................................................................................................. 50

5.8 Vendor down payment ................................................................................................................ 52

5.9 Down payment clearing .............................................................................................................. 54

5.10 Vendor payment .......................................................................................................................... 55

5.11 Vendor payment (post +print) ..................................................................................................... 59

5.14 Vendor reports: ........................................................................................................................... 63

5.14.1 Display Vendor Balance - FK10N ......................................................................................... 63

5.14.2 Display vendor line item ...................................................................................................... 65

6. Account Receivable ............................................................................................................................. 68

6.1 Create customer master data ...................................................................................................... 68

6.2 Change customer ......................................................................................................................... 71

6.3 Display customer ......................................................................................................................... 72

6.4 Posting customer invoice ............................................................................................................ 72

6.5 Park customer invoice ................................................................................................................. 74

6.6 Post parked document ................................................................................................................ 75

6.7 Post credit memo ........................................................................................................................ 77

6.8 Park credit memo ........................................................................................................................ 77

6.9 Enter and post down payment from customer ........................................................................... 77

6.10 Enter Post customer payment ..................................................................................................... 80

6.11 Account receivable reports ......................................................................................................... 86

6.11.1 Display Balances ....................................................................................................................... 86

6.11.2 Display customer line item ....................................................................................................... 88

7. Asset Accounting ................................................................................................................................. 90

7.1 Asset master record .................................................................................................................... 90

7.1.1 Create Asset ......................................................................................................................... 90

7.1.2 Change asset ........................................................................................................................ 95

7.1.3 Display asset ........................................................................................................................ 95

7.1.4 Block Fixed Asset ................................................................................................................. 95

7.2 Assets under Construction .......................................................................................................... 97

7.3 Asset transactions ....................................................................................................................... 98

7.3.1 Asset acquisition ...................................................................................................................... 98


7.4 Run depreciation ....................................................................................................................... 103

7.4.1 Check Background Job Test Output ................................................................................... 105

7.5 Retirement transaction with Customer ......................................................................................... 106

7.6 Asset Retirement by Scrapping ................................................................................................. 110

7.7 Asset report (Asset Explorer)..................................................................................................... 113

8. Bank Accounting ................................................................................................................................ 115

8.1 Create bank key ......................................................................................................................... 115

8.2 Define house bank: .................................................................................................................... 117

8.3 cash journal ............................................................................................................................... 118


1. Navigation

To Log on to the SAP system, double click on the SAP Logon shortcut on your desktop.

By pressing the Lon on button the following screen appears


In this screen, you enter the client number, user name & the password. Before you log on

the first time, your system administrator will give you an initial password. During the logon

process, the system will ask you to create a new password, one that you alone will know.

Use your own password whenever you log on. These procedures may differ somewhat at

your company. For more information, contact your system administrator.

1.1 Change passwords

Enter your user and the password then click to change the password. The

following form appears

Enter your new password & then press


1.2 Favourites list and role-based user menu

In SAP Easy Access, you can create a Favorites list containing the following:

Transactions

Files

Web addresses


1.3 To add Transaction to your favourite list

1- Select the required transaction.

2- Right click on the transaction.

3- Choose “Add to favourite”.

1.4 Open Multiple Sessions: You can open a session at any time. When doing this, you do not lose any data from the

open sessions. You can create up to six sessions. Each session is independent of the

others. For example, closing the first session does not cause the other sessions to close.


1.5 SAP Help Features

Use F1 for help on fields, menus, functions and messages. F1 help also provides technical

information on the relevant field, including, for example, the parameter ID, which you can use to

assign values to the field.

Example:

We want to create new customer. But we don’t know what “customer” field means.

.


Use F4 for searching on what values you can enter. You can also access F4 help for a selected

field using the button “ ” immediately to the right of that field.


1.6 Icons & buttons in the SAP

Icons/buttons Meaning

save

Back

Exit

cancel

Find (in the system)

execute

Search (for values for this field only)

Display/change

display

change

Create new

Create with template.


2. Overview

The client is the highest level in the mySAP ERP system hierarchy. Specifications

or data that is valid for all organizational units in mySAP ERP applications (such

as exchange rates, for example) are entered at the client level. This eliminates the need to enter this

information more than once. Each client is an independent unit with separate master records and a

complete set of tables and data. Users must enter a client key and have a user master record in the client in

order to log on to the system.


3. Important organizational units in Financials

Company Code (for external purposes) A company code represents an independent

balancing/legal accounting entity. An example would be a company with independent accounts

within a corporate group. Financial statements required by law can be created at company code

level. Therefore, a company code is the minimum structure necessary in mySAP ERP Financials.

Business Area (for internal purposes) Business areas represent separate areas of operation within

an organization and can be used across company codes.

Profit center: The profit center invoice evaluates the success of individual

Independent areas within a company. These areas are responsible for costs and revenue.

Company: Companies are used as a basis for the consolidation functions for

Financial accounting in the SAP system. A company can contain one or more

Company codes.

4. General Ledger Accounts

General ledger (G/L): is an account which is used to record the financial entries of a company.

Such as expense, revenue account.

Reconciliation accounts: connect subsidiary ledgers with the general ledger in real time. This means

that a posting to a subsidiary ledger posts to the corresponding reconciliation account in the general ledger

at the same time.

4.1 Create G/L account

G/L creates on 2 segments

Chart of account segment

Company code segment The chart of accounts segment: contains basic information about the accounts. It contains:

Account number

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


Control fields (see the following graphics)

Consolidation fields

You can translate the chart of accounts into other languages in order to be able to display the account

name in the appropriate logon language when displaying master data and when posting. If the chart of

accounts has not been translated into the appropriate logon language, the account name appears in the

maintenance language.

Texts with different information can be assigned to each chart of accounts segment.

The information entered in the chart of account segment for a G/L account applies to all company codes.

You only enter this information once. Whenever you enter information for a

company code for an account number, the information from the chart of accounts

segment is accessed automatically, so you do not have to enter it again.

Transaction code for defining G/L in the chart of account segment:

SAP menu Accounting-> financial accounting->General Ledger->Master

data->G/L accounts-> individual processing-> chart of account

Transaction code FSSO

To use one of the accounts from the assigned chart of accounts in your company code, you must create a

company code segment for the account. This company code segment is added to the chart of accounts

segment, and together they form the account

The company code segment contains information that refers exclusively to the

Company code concerned. This information controls the entry of accounting documents and the

management of accounting data.

The company code segment for the same G/L account can be different depending on the requirements of

the company code. For example, you set the .Tax Category. Indicator for a specific company code to

include taxes when expense accounts are used. For other company codes, you might not set the indicator.

You define the information that is relevant to each company code:

Currency

Taxes

Reconciliation account

Line item display


Sort key

Field status group

House bank

Interest calculation information

Transaction code for defining G/L in the company code segment:


data->G/L accounts-> individual processing-> company code

Transaction code FSP0

4.1.1 Define G/L account centrally

Define G/L account centrally means that we define the chart of account & company code segment in the

same transaction code.


data->G/L accounts-> individual processing-> Centrally

Transaction code FS00

There are 2 ways to create a (G/L) account:

Choose the Create with template icon to create a new GL account with reference to an existing GL account. In this case, most of the fields are copied over from the reference GL account.

Choose the Create icon to create a new account from scratch. Create with temple:


Write the G/L which you want to take copy from it & the company code which has this G/L then

press enter.

Gl account

Company code


Field Name

Description

Type/description Tab

Account Group

Select the account group of this G/L account The account group is a classification of the G/L account based on the G/L account natural. (assets, liability, expenses, revenue)

P&L statement acct is this account related to the profit & loses document.

Balance sheet account is this account related to the balance sheet document

Short Text Text to identify this account Long text Text to identify this account

Account group


The Control data Tab Account currency

Enter the currency which you will post with in this G/L account. If you enter the local currency of the company code, then you can post with any other currency, But if you entered any foreign currency then you can’t post with any currency except it.

Check box "only balances in the local currency"

It used with the local currency only & it means that you can't post with any currency except the local only.

Tax category

Define if this G/L account required taxes in the posting or not and what is the kind of this taxes, input or output or al l‘ *’ If GL is relevant for all tax types ‘-‘ If GL is relevant for Only Input Tax ‘+ ‘ If GL is relevant for only Output Tax also you can specify a tax code (ex: I0 zer0 % input tax)

Recon. account for acct type This field is used if this G/L account is a reconciliation account for vendor/customer/asset.

Line item display

Whether you want to display the line item in the balance details when you make any transaction on this G/L account or not. If not you will get the total only.

Sort key

How do you want the document belong to this G/L account sort by. Example : 001 - Posting Date

Create/ Bank/Interest Tab

The Field status group Is a classification. Determine the fields that will appear to the user in the transaction when he uses this G/L account. (G005, bank account)

Post automatically only(check box)

If only automatic posting is required.

Click on save button to complete the task.

Click on Exit Button to exit or Shift & F3 to return to the SAP Easy Access screen.

For change & display the G/L account, use the same transaction FS00:

Enter the code of the G/L & the company code then;


1- use this icon to display the G/L

2- Use this icon to change the G/L account.

3- to delete the G/L

4- to block the G/L

4.2 Posting G/L document

In this activity we will post G/L document using transaction code F-02.

Scenario

We want to pay from bank to expense.

Field Description / possible values

Document date The date of the document

Posting date The date which you want o post this document in. it may differ from the document date.

Document type SA

Company code 1000 our company

Currency The currency of the document (USD , EGP,…..)

Rate The exchange rate for the document currency if it is different from the company code currency. You can use this rate for this document only. If you don’t want to use the rate of the system.

Reference Any statement or word which can be a reference for you for this document. (business thing)

Pstky 40 (debit entry)

Account The G/L number which you want to debit it. In the example is the expense account.

SGL Special G/L indicator, we use it if we want to make entry for special transaction.

Press enter or


Field Description

Amount The amount of money of the document EX: (1200.1000) EGP

Tax code The tax for this document (I0= 0%, IA=10%,…)

Cost center post this expanses to a cost center

Assignment Any reference for the document (business thing)

Text Any reference for the document (business thing)

Pstky 50 Credit entry

Account The G/L number which you want to credit , in the example is the bank account

Press enter or

Enter amount item one


field description




Press on to see the document before posting ( simulate)

Enter amount item two


Press post

Document posted generated .

4.3 Park G/L document

SAP menu Accounting-> financial accounting->General Ledger->posting->

->Edit or Park G/L Document

Transaction code FV50

In the parked document, you can change field before post.


Click on post

4.4 Change any Financial (FI) document

SAP menu Accounting-> financial accounting->General Ledger-

>Document-> change

Transaction code FB02

There are fields that can’t not be changed currency, posting date, company code, amount, cost center,

profit center &G/L.

If you want to change anything in these fields, you have to reverse the document. Using transaction code

FB08.


Field Description

Document number Document number

Company code Your company number

Fiscal year In which year you posted this document

If you don’t know the document number, click Button to search for documents.

Note: own document only: means the document which i posted only, if you want all the document posted in the system don’t tick this checkbox.

Execute


Choose the document which you want by double click it.


After change:


4.5 Display document:


>Document-> display



4.6 Reverse G/L document:


>Document-> reverse ->individual reverse


Field Description

Document number The number of the document which you want to reverse

Reversal reason Reason for reversing a document.

Posting date The posting date of the reverse document

Void reason code We use this filed if the document which we want to reverse is a payment with check document.

Post


4.7 G/L Reports

4.7.1 Display Balances (New)

SAP menu Accounting-> financial accounting->General Ledger->Account -

> Display Balances (New)

Transaction code FAGLB03

Click on execute “ ”


4.7.2 Display/Change Items (New)

SAP menu Accounting-> financial accounting->General Ledger->Account -

> Display/Change Items (New)

Transaction code FBL3N



Field Description

G/L account The G/L number (1203010100)

Company code 1000

Open item The item which is not cleared

Open at key date Will show all the open item till that date

Clearing date Option to show the cleared item which are cleared till this date

Open at key date This documents was open till this date

All items All the open & the cleared items

Posting date Option to show the documents till this posting date.

1-Normal items are posted vouchers

2-Noted items: The special documents which doesn’t affect the balance of the G/L


3-parked items: The documents which are pending confirmation (posting) to books of account.

Layout of the result can be changed according to requirement by pressing icon. Fields can be

selected & inserted on the required position. The length of characters in the field can also be changed.

The position of the column in display can be altered by changing the position number or by simply

cutting & paste at the desired position


The customized layout can be saved by pressing (Ctrl+F12) with the desired name. This can be

used at the time of selection of parameters or later changed by pressing . Layout save can be

accessed by entering in the initial screen also.


5. Account payable This unit is the first introduction to a sub ledger. Review the concept of reconciliation account and how sub ledgers relate to the general ledger. Spend a substantial amount of time on the Vendor Master record and the key fields in the vendor master record. Explain in detail the concept of Account Groups. Also explain that the vendor master record is shared with materials management; master data information can be created either in AP or in MM. We will also discuss daily transactions that occur in AP, such as recurring entries, entering invoices, and the various methods for producing payments to vendors. Vendor accounts can be combined in various account groups, so that they can be organized and managed more easily. However, the account group controls the screen layout of all sections of the vendor master record, not just the company code section

5.1 Vendor Master Records in FI We will review an existing vendor master record and create a new vendor master record in the SAP system. We will also examine how the account group controls the appearance and numbering of vendor master records.


As with G/L accounts, vendor accounts are made up of two areas:

A vendor account is defined for all company codes at the client level. General data, such as the

vendor's name and address, is stored here.

Postings cannot be made to the account for a company code until company code-specific settings

have been created. These settings refer only to the respective company code and include details,

such as the agreed payment conditions

5.1.1 Create vendor:

SAP menu Accounting-> financial accounting->Account payable ->master

record-> Create

Transaction code FK01

Press Enter


Field Description

Name Name of the vendor Search term Term use for searching Street/house number Vendor address Postal code/ city Country Vendor’s country

Note: In case account group is selected as ONE TIME, only recon account has to be selected. Other details have to be entered at the time of document entry.)

Click the Enter button to confirm your entries and continue


Field Deception

Customer If this vendor is also a customer for your company, write his customer number here.

Tax number The tax number of the vendor at the responsible tax authority.

Tax office

Enter vendor’s bank details.

Update the following required and optional fields:

Field Description


Ctry Country where the bank account is maintained

Bank Key Code which identifies the Bank (must be 8 digits)

Bank account Bank Account Number of the Vendor Account Holder The name of the Account holder Alternative Payee Enter only if Vendors payment can be

redirected to another vendor account

Click the Enter button to continue

Field Description

Reconciliation account the GL account with which the vendor is linked. Vendor account forms part of the sub ledger for the GL account mentioned here.

Sort key is the basis on which the entries in vendor account will be sorted in display. Should be posting date.

Previous .acct no. is the “vendor code” that existed in the legacy system

Click the Enter button to continue


Field Description Payment Terms Terms that determine how the vendor will be paid in

terms of periods Payment Methods List of payment methods which may be used in

automatic payment transactions

Click the Save button.

The message bar displays

5.1.2 Change vendor:


record-> Change


5.1.3 Display vendor



record-> display


5.2 Vendor invoice

SAP menu Accounting-> financial accounting->Account payable -

>document entry > invoice

Transaction code Fb60


Update the following required and optional fields:

Fields Description Vendor Code identifying the vendor account

Invoice Date Invoice date

Posting Date Post date

Reference Enter the vendor invoice reference number

Amount Invoice Amount

Currency Currency of the invoice

Calculate Tax Check box indicator to calculate Tax

G/L Accounts The Account Being Charged or Debited

D/C Code identifying whether line item is a debit or a credit

Amount(s) in Doc Curr Amount to be posted for the line item

Tax code a tax category which must be taken into consideration when making a tax return to the tax authorities.

Tax jurisdiction Code(s) The tax jurisdiction is used for determining the tax rates in the USA.

Cost Canter(s) Cost Centre

On entering the above data, system will give option for changing the vendor master details & also to

know the outstanding balance in the vendor account by showing the screen as below


This icon for displaying the master data of the vendor.

This icon for displaying the open balance report for the vendor.

from this indicator we know if the docment is balanced or

not, and what is the amount difference

You park the document to let someone revise it & approve it, when you park a

document, the system give you an internal number which will be the posted document number.

You hold a document for complete it later by yourself. when you held a document ,

you enter a temporary number.

System help is required in calculating the service tax credit entry, and then has to be

ticked & tax category has to be selected as under

This icon to review the document before posting it.


To post click on post icon

The system displays this message which contains the document number.


5.3 Post parked invoice

If you park an invoice and you want to post it. You enter all the data like the vendor invoice then press

on the park icon the system displays the document number

Docyment genrated .

Now, we want to post this parked invoice.


>document >parked document-> Post/Delete: Single Screen

Transaction


Press on to open the list of the parked document

Open the parked document folder by pressing on the triangle in the left side.

Choose the required document by double clicking on it.


To post the document press on .

The system displays this message

5.4 Delete parked invoice Now, we want to post this parked invoice.


>document >parked document-> Post/Delete: Single Screen

Transaction


Press on to open the list of the parked document


Click on “delete parked document”


Press on Yes

The system will display this message (document generated)

5.5 Vendor credit memo The vendor invoice you’ve posted in the previous exercise contains an incorrect amount. The vendor was invoiced for an excess amount. You’ve asked the vendor to issue a credit memo to correct this mistake.


>document entry > credit memo

Transaction code Fb65


Remove tax


5.6 Post park vendor credit memo


>document entry > parked document -> Park/Edit Credit Memo


The same as post parked vendor invoice.

5.7 Vendor Down Payment request:


>document entry > down payment->down payment request

Transaction code f-47

When a vendor wants a down payment, there is an option that we make a request down payment than

make a down payment based on this request. There is other scenario that we make down payment only.


Field Description

Account Vendor code

Trg.sp.G/L ind This request is for which special g/L ind (A) for down payment

Press on or click on enter.


Post

5.8 Vendor down payment Down payment without down payment request:


>document entry > down payment->down payment

Transaction code f-48


Press on


5.9 Down payment clearing


>document entry > down payment-> Clearing

Transaction code F-54


Press on

Post

5.10 Vendor payment


>document entry > outgoing payment-> Post



Fields Description Document Date To be the purchase order date or request date

or entry date

Document No Purchase order No or request number Reference Any other reference text Doc Header Text would display in journal entry only

Bank Account Bank GL code (outward a/c) from which

payment is to be made. Amount Payment to be made

Value Date Defaulted as current date. If the posting to the bank sub-accounting is different change this.

Text Narration in Bank a/c GL

Assignment Check Number

Account vendor code to whom payment is made


Click on

Here all the one line is active. And one is not active because it already pay (down payment) Since we

need to make payment for vendor XXXXXXX, we will have to deactivate the remaining Figure in blue

colored font means it is active. Individually go the line-item & double click on the amount to activate or

de-activate then to activate or de-activate.

To activate /deactivate All line items can be selected / deselected using keys . Use

to activate or de-activate.


Not assigned amount has to be zero.

Click on post


5.11 Vendor payment (post +print)

SAP Menu No path

Transaction code FCHI

Fields Description

Paying company code Your company code

House bank The bank which this check book belong to

The accounted The type if the account


>document entry > outgoing payment-> Post + Print Forms



Field description

Company code The code that identify the company

Payment method check

House bank The company’s bank which will release the check from.

Check lot number The check book

Alternative form The form that will use to print this check

Padding character The payment amount can be entered in words on the payment forms (for example, checks). Blank spaces are replaced with a padding character that can be selected using this parameter.

Print immediately Indicator specifying that the form should be printed immediately.

Recipient’s lang If you set this indicator, the forms are read and printed in the respective language of the recipient. If the form is not maintained in the required language, then the original language of the form is used.

Test printout If you select this indicator, the print program carries out a test print (for purposes of fine-tuning the printer output) before printing the actual payment media.


Then press


Then


5.14 Vendor reports:

5.14.1 Display Vendor Balance - FK10N

SAP menu Accounting-> financial accounting->Account payable ->

Account -> Display Balances

Transaction code FK10N

Enter the vendor account, company code & fiscal year, press execute

This gives the monthly total of debit transactions & credit transactions with net transaction balances.

Details can also be accessed further by entering further


Double clicking on any line to see its details


5.14.2 Display vendor line item

SAP menu Accounting-> financial accounting->Account payable ->

Account -> Display/Change Line Items


Enter your company code “1000”

Enter vendor account “1000” or your

vendor



Field Description

VENDOR The vendor number

Company code






Posting date Option to show the documents till this posting date.

6 Normal items are posted vouchers

7 Special G/L transaction: special transaction which appear in the vendor balnce but by a special G/L

indicator

8 Noted items: The special documents which doesn’t affect the balance of the G/L

9 Parked items: The documents which are pending confirmation (posting) to books of account.

10 Customer item: this indicator to show the line item of this vendor when he is a customer

Enter the required fields & press execute


6. Account Receivable Many of the concepts we will cover in accounts receivable were introduced in the Accounts

Payable unit, such as account groups and posting to a sub ledger account using both the Enjoy and the

Complex posting screens.

6.1 Create customer master data We will learn how to maintain customer master records. Many of the concepts learned in the accounts

payable unit apply to accounts receivable, such as account groups and reconciliation accounts.

SAP menu Accounting-> Financial accounting->Account Receivable -

>Master Records -> Create

Transaction code FD01

Fields Description Customer

Code identifying the customer account. The number will be generated by the system at the end of the exercise it could be external or internal.

Company Code identifying you company


Account group

Code used to determine the classification of the account

Reference Use when you want to copy a customer from an existing one.

Customer The customer which you want to take copy from

Company code The company of the existing customer.

Field Description Name

Name of the customer

Search term Term use for searching Street/house number Customer address Country Customer’s country


Click the Enter button to confirm your entries and continue.

• click on company code data

Reconciliation account: in G/L accounting is the account which is updated parallel to the sub

ledger account for normal postings (for example, invoice or payment).

Note: If customer is an employee (Only in case of employee loans), enter the personnel number.

Click on the Display next tab page button or tab


Click the Enter button to confirm your entries and continue.

• Click the Save button .

The message bar displays

6.2 Change customer SAP menu Accounting-> Financial accounting->Account Receivable -

>Master Records -> change



6.3 Display customer SAP menu Accounting-> Financial accounting->Account Receivable -

>Master Records -> display


6.4 Posting customer invoice

SAP menu Accounting-> Financial accounting->Account Receivable -> Document Entry -> Invoice


Click on the button and Enter Company code 1000 in the field.

Fields Description


Customer

Code identifying the customer account

Invoice Date

The date of the physical invoice ( the paper)

Posting Date

The date which you want the system to record this invoice in

Reference

Additional document description

Amount

Invoice Amount

Currency

Currency of the invoice

Tax amount If you can’t find in the list, you can write the amount in the tax amount field.

G/L Accounts

The Account Being Charged or Debited

D/C

Code identifying whether line item is a debit or a credit

Amount(s) in Doc Curr

Amount to be posted for the line item

Profit center The profit center which is responsible for this revenue

In case the entry is not balanced, will show error as

Customer master details can be accessed by clicking in right hand side top screen

Click on to check the entry


Click on the Save button or press Ctrl+S to post the invoice.

The system will display the number of the document generated by this Invoice, record this message

6.5 Park customer invoice

SAP menu Accounting-> financial accounting->Account Receivables -

>Document Entry ->Document Parking-> Park/Edit Invoice



Click on to park the document.

6.6 Post parked document To post the document using the same transaction FV70

And click on the triangle beside parked document


Click on the document which you want to post, then click on (you can change the document

before post it


6.7 Post credit memo

SAP menu Accounting-> Financial accounting->Account Receivable -> Document Entry -> credit memo


The same as customer invoice

6.8 Park credit memo


>Document Entry ->Document Parking-> Park/Edit Invoice


The same as park invoice

6.9 Enter and post down payment from customer


>Document Entry -> Down Payment


To be used for entering advance received from customer, received for security deposit,

etc.

To make as down payment follow this path or write the transaction code “F-29”


Fields Description

Account Customer code

Special G/L ind Special G/L account for the down payment (A)

Account Bank account number

Amount Down payment amount

Press enter or click on or

Click on if you have down payment request


Click on document and choose simulate to see the document before posting


Click on post

6.10 Enter Post customer payment


>Document Entry -> Incoming Payments



On the Post Incoming payments: Header Data screen, enter these information

Press Enter or

On the Post incoming payments Process open items screen, double-click the invoices to be applied against the check


Case 1: The customer will pay all the amount of the invoice.

In sub-screen, select the line-item for which collection has come. This is to be used for exact match of collection against the receivable.

Figure in blue coloured font means it is active. Individually go the line-item & double click on the

amount to activate or de-activate or click to activate or de-activate.

All line items can be selected / deselected using keys

Use to activate or de-activate.


After deactivating the line-items not required, match the total collection with the line-item in

active mode. This will show field as Zero.

If there is a cash discount to be given to the customer for early payment based on the payment terms with the customer, it will automatically get calculated and displayed in the Cash discount column.

Here we have chosen invoice number XXXXXXX so it’s coloured to blue, And the not assigned filed equals zero.


On simulation ( document ->simulate) , you can check your document and if there is a cash discount, it would flow into the cash discount General Ledger.

Case 2: The customer will pay a part from his invoice amount, select and activate only the line-item against which collection is received. Fill the partial amount received against the line-item & enter. Not assigned cell has to be tallied to zero. Example: customer invoice =1000 EGP He will pay 500 EGP

So we will write 500 in the payment amount field.


In the simulation

As we can see the not assigned amount becomes zero, which means that the debit = Credit


Click on post

6.11 Account receivable reports

6.11.1 Display Balances

SAP menu Accounting-> financial accounting-> Account receivable -

>Account-> Display Balances

Transaction code FD10N

Execute

[Type a quote from the document or

the summary of an interesting point.

You can position the text box

anywhere in the document. Use the

Text Box Tools tab to change the

formatting of the pull quote text box.]

Customer number

Enter company code

Fiscal year


Double click on the required row to see the line items of the customer.


6.11.2 Display customer line item

SAP menu Accounting-> financial accounting-> Account receivable -

>Account-> Display customer line item



Field Description

VENDOR The vendor number

Company code






Posting date Option to show the documents till this posting


date.

Normal items are posted vouchers

Special G/L transaction: special transaction which appear in the vendor balnce but by a special G/L

indicator

Noted items: The special documents which doesn’t affect the balance of the G/L

Parked items: The documents which are pending confirmation (posting) to books of account.

Vendor item: this indicator to show the line item of this customer when he is a vendor

Enter the required fields & press execute


7. Asset Accounting In this unit, we will be introduced to asset master records and see how posting to them is

connected to the General Ledger through a reconciliation account. We will introduce the Asset Explorer

report and will show how it summarizes posted and planned activities for an asset.

Each asset belongs to a company code All postings made for the asset (acquisitions, retirements,

depreciation, and so on) are posted in the assigned company code

Additionally, you can assign the asset to various Management Accounting objects

(Cost center, internal order, activity type, and so on) and logistic organizational units (for reporting and

selection purposes only).

Asset Class: serves the same functions as an account group for customers, vendors, and /L

accounts. Assets are assigned to an asset class at the time of creation. The account determination key

assigned to an asset class points to accounts in configuration for various postings to the asset, such as for

acquisition, retirement, and so on If you drill down on the account determination key in the asset master

record, you will see the G/L account for APC (acquisition, production and construction).

7.1 Asset master record

7.1.1 Create Asset

SAP menu Accounting-> financial accounting-> Fixed Assets->Asset ->

Create -> Asset

Transaction code AS01


Fields Description

Asset class Classification of assets

Company code The company which own this asset

Number of asset If you buy 3 lands you want to enter it 3

times, so you will write here 3 then change

the asset description

Reference

Asset The asset which you want to take a copy

from

Sub number A sub asset ex the computer is an asset, the

mouse of this computer is a sub asset.

Company code The company which own this asset

Beside the asset class there is search icon press it, then you will get a list of all the asset

belong to this company code.


Press enter or press on

Fields Descriptions

General Tab

General data section:

Description The description of the asset

Manage Historically Set this indicator if you want this asset to be manage Historically

posting information section:

Capitalized on

The capitalization date is the value date of an asset.


Fields description Cost center

This is the cost centre where the depreciation expenses of the asset will be charged.

Fields Description

Use life The use life of the asset in years

Click on the icon to save the asset. The system will assign Asset number


7.1.2 Change asset


Change -> Asset


7.1.3 Display asset


display -> Asset


7.1.4 Block Fixed Asset


Lock -> Asset


Fill the required fields:

Fields Description

Asset The asset main number to be changed.

Sub-number The asset sub-number to be changed.

Company code Enter your company code


Press Enter or click on Block button push button

Check the radio button "Locked to acquis"; this step will prevent any postings to this asset.

Click on to save.


7.2 Assets under Construction

The expenses for assets under construction can be managed in two ways:

In the application component Investment Management, you can create post and manage investment orders or investment management projects. These orders or projects are then reconciled with the asset under construction.

The Investment Management provides extensive functions for supporting investment procedures.

If the Investment Management is not used, the asset under construction can be posted to directly in asset accounting.

Once the asset is complete:

Master data must be created (if it does not already exist) for the asset the AUC will be settled to.

The values from the asset under construction account have to be settled to one or more completed assets. The costs are distributed to one or more assets with the help of a settlement rule. This rule specifies which percentage of the AUC is settled with which asset.

There is an asset class especially for the assets under construction.


7.3 Asset transactions

Transaction Type is used in connection with the posting keys for assets: 70 (debit) and 75 (credit). The

transaction type helps the sub ledger system analyze the transaction. The transaction type tells us where

the asset posting is placed on the asset history sheet.

7.3.1 Asset acquisition

Asset transactions (acquisitions, retirements) can be posted in various ways to meet the organizational

and business requirements of the company. In Assets Accounting, you can post in the following ways:

Without a vendor or a purchase order; the offsetting entry is made to a G/L clearing

account

To a vendor, but without reference to a purchase order

via materials management using the functions purchase order, goods receipt

and invoice receipt


When posting to accounts of two subsidiary ledgers, that is, to the asset and to the vendor, the

reconciliation accounts of both subsidiary ledgers are updated in the general ledger.

SAP menu Accounting-> financial accounting-> Fixed Assets->Posting ->

Acquisition -> External Acquisition-> With Vendor






Document type SA


Currency The currency of the document (USD, EGP,)



Pstky 31 (vendor invoice)

Account The Vendor number

Press enter

100


Field Description


Tax code The tax for this document (I0= 0%, IA=10 %,…)

Cost centre post this expanses to a cost center



Pstky 70 debit asset

Account The asset number which you want to credit , in the example is the bank account

TType Transaction type (100 asset acquisition)

Field Description


Tax code The tax for this document (I0= 0%, IA=10 %,…)

Cost center post this expanses to a cost center




Simulate the document before posting

Post the document

Document generated .


7.4 Run depreciation


Periodic Processing ->Depreciation Run -> Execute

Transaction code AFAB

Fields Description

Company code The company which owns these assets

Fiscal year Which year you want to make this depreciation in

period Which period you want to make this


depreciation in

Reason for posting run

Planned depreciation The type of the deprecation which will be run

Repeat Indicator for repeating the depreciation posting run.

Restart Indicator for depreciation posting with restart option. A restart run should therefore only be performed in certain cases and cannot be started in a test mode.

Unplanned depreciation Indicator for unplanned depreciation posting runs.

List asset If this indicator is set all posted assets will be listed with the respective posted depreciation

List of manual depreciation If you set this indicator, a list of manual depreciation will be displayed at the end of the depreciation posting log. This list may be required by the auditors of your annual financial statements.

For real depreaction :Execute in background

For test run, press execute


7.4.1 Check Background Job Test Output

SAP menu On the deprecation run page choose

System->Services->jobs->job overview

Transaction code SM37


Press

7.5 Retirement transaction with Customer

SAP menu Accounting-> financial accounting-> Fixed Assets-> Posting->

Retirement-> Retirement w/Revenue-> With Customer


Press enter




Document type SA


Currency The currency of the document (USD, EGP,)



Pstky 31 (vendor invoice)

Account The customer number who will buy this asset.


Press enter


Flag off the asst retirement checkbox.


Press document -> simulate

Post the document


Asset Retirement by Scrapping

SAP menu Accounting-> financial accounting-> Fixed Assets-> Posting->

Retirement-> Asset Retirement by Scrapping

Transaction code ABAVN


Field Description

Posting period The period which you want to post this scrapping in

Document type The type of scrapping document

Transaction type The transaction type in Asset Accounting classifies the business transaction. The transaction type controls various system activities when business transactions are posted.

SAPEVENT:DOCU_LINK/GL:transaction_type


Field Description

Prior- year acquis Transaction relates to prior-yr acquisition

curr.-yr acquisition Transaction relates to curr.-yr acquisition

Press on


Press when you want to scrap multiple assets.

Press on post

The system displays this message

Asset report (Asset Explorer)

SAP menu Accounting-> financial accounting-> Fixed Assets-> Asset ->

AW01N - Asset Explorer

Transaction code AW01N


Description of the asset report

This offers an overview of the activities for an asset. You can see transactions that have been posted to the

asset plus planned and posted depreciation per depreciation area, per period, for each fiscal year. You can

drill down to the details of the FI transactions. Also, you can conveniently switch to view another asset

without leaving the screen.


8. Bank Accounting We will study bank master records and learn the difference between house and non-house banks. We will

see how bank accounts are linked to G/L accounts.

Bank key: The bank directory contains the name and addresses of all banks in a certain country. You can

access the bank directory both from subledger accounting and from bank accounting when entering bank

details in a customer master data record,

House banks are banks where we (the company code) have an account(s). When we created a single check

in the accounts payable unit.

8.1 Create bank key

SAP Menu Accounting-> financial accounting->banks-> Master Data-> Bank Master Record-> FI01 - Create

Transaction code FI01

Field Description

Bank country The country of the bank key

Bank key Bank name

Press Enter


Save the bank details


8.2 Define house bank: IMG IMG->Financial Accounting-> Financial Accounting Global

Settings-> Bank Accounting ->Bank accounts->define house

bank

Transaction code

Enter the data of the house bank then save.

Enter your company code

House bank


8.3 cash journal

SAP Menu Accounting-> financial accounting->banks->

Incomings/outgoings -> Cash Journal

Transaction code FBCJ

Each company code can have more than one cash journal.

Each cash journal should be assigned to one G/L account, which represents the petty cash journal account

in the general ledger. It is, however, possible to connect multiple cash journals to one G/L account. Cash

transactions are saved separately in the cash journal and are transferred periodically (for example, daily) to

the general ledger.

Here, the cash journal transactions can be entered. For all transactions in the cash journal :

In the Cash Receipts tab, the petty cash account is automatically

Debited.

In the cash payments tab, the petty cash account is automatically credited.

The offset accounts for each transaction (and tax code if required) are set up ahead of time in

configuration.

The Check Receipts tab is used to enter information about customer payments

made with checks. For this transaction, the petty cash account is automatically debited and the

customer account is automatically credited. The check number automatically appears in the text

field of the document, which appears in the customer account.


A receipt can be printed for each individual transaction.

FI Material User Document -_Modified

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Transcript of FI Material User Document -_Modified