Created by Parag Sawale. Dt.7th June,2005
-: Contents :--: Contents :-
Document Types & Number RangesDocument Types & Number Ranges Document StructuresDocument Structures Posting DocumentPosting Document Clearing DocumentClearing Document Integration with GL AccountingIntegration with GL Accounting
Document Types Document Types Each document type is identified by a two-digit abbreviation in Each document type is identified by a two-digit abbreviation in
connection with a description. The document type classifies the connection with a description. The document type classifies the document document
Each document type is allocated to a number range. Document number Each document type is allocated to a number range. Document number intervals are specified for the corresponding document type using the intervals are specified for the corresponding document type using the
number range. The number range also determine whether document number range. The number range also determine whether document numbers are assigned internally or externally.numbers are assigned internally or externally.
Document number ranges are specified depending on the volume of the Document number ranges are specified depending on the volume of the business process.business process.
DT Description NR Number RangeDT Description NR Number Range
IN INVOICE 01 010000000000 - 019999999999
Number Range for Mass ProcessingNumber Range for Mass Processing
In addition to the document number ranges for manual posting , number In addition to the document number ranges for manual posting , number
ranges must be defined for business transactions that results from ranges must be defined for business transactions that results from
parallel mass processing. E.g. Invoicing , Payment run. parallel mass processing. E.g. Invoicing , Payment run. The key for mass processing number range must begin with a letter.The key for mass processing number range must begin with a letter. Parallel background processes take their document numbers from these Parallel background processes take their document numbers from these
number range intervals.number range intervals. These document number ranges must be specified depending on the These document number ranges must be specified depending on the
volume of the business processes and the number of the parallel volume of the business processes and the number of the parallel
processes.processes.
Z1
02 020000000000 - 029999999999
DT NR Number Range
P1 030000000000 - 039999999999
P2 040000000000 - 049999999999
P3 050000000000 - 059999999999
Define Document TypesDefine Document Types
Document StructureDocument Structure
Document Header Contains General Data :Document Header Contains General Data : Document NumberDocument Number Document CategoryDocument Category Document DateDocument Date Posting DatePosting Date CurrencyCurrency Reconciliation KeyReconciliation Key
Business Partner’s item / GL :Business Partner’s item / GL : AmountAmount Specification on Due DateSpecification on Due Date Dunning DataDunning Data Clearing DataClearing Data Cash Management Data.Cash Management Data.
Business Partners Item
Offsetting Items (GL)
Posting DocumentPosting Document
When posting document with tax , entries can be made in two different When posting document with tax , entries can be made in two different
ways :ways : Manual EntryManual Entry Automatic Calculation of Taxes Automatic Calculation of Taxes
The user can set the entry type required in his option. This setting can The user can set the entry type required in his option. This setting can
be changed in the initial screen during document entry.be changed in the initial screen during document entry. The document overview displays all entered document items on one The document overview displays all entered document items on one
screen( e.g. Business partners item & GL items ) screen( e.g. Business partners item & GL items )
Screen VariantsScreen Variants
You can select various freely definable screen variants in the list for You can select various freely definable screen variants in the list for entering business partner items.entering business partner items. Screen Variants are specified in customizing of the documents.Screen Variants are specified in customizing of the documents. Screen Variants are defined for :Screen Variants are defined for :
Business Partners ItemBusiness Partners Item GL items GL items
Examples :Examples :SAP01SAP01 Standard ( One Line )Standard ( One Line )
SAP02 SAP02 Standard ( Two Line )Standard ( Two Line )
Define by Entergy Define by Entergy ENT 01ENT 01 Miscellaneous PostingMiscellaneous Posting
ENT 03 ENT 03 Payment On AccountPayment On Account
IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Screen Preparations -> Define Screen Variants for BP items ( FQZ4 )
Screen Variant
IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Screen Preparations -> Define Screen Variants for GL items (FQZ5)
Tolerance GroupTolerance Group
You can define tolerance groups for amounts in customizing. Users You can define tolerance groups for amounts in customizing. Users
can then be assigned to these groups. can then be assigned to these groups. In tolerance group we can define :In tolerance group we can define :
Maximum amount per document levelMaximum amount per document level Maximum amount per line Item level Maximum amount per line Item level
ExampleExample
Upper Limit For Posting Transaction Upper Limit For Posting Transaction
Maximum amount per documentMaximum amount per document $ 1000.00$ 1000.00 Maximum amount per line item Maximum amount per line item $ 600.00$ 600.00
Document Posting : $1099Document Posting : $1099
Amount Check Line item levelAmount Check Line item level Amount check Document levelAmount check Document level
599.00 < 600.00 OK599.00 < 600.00 OK 599.00599.00
500.00 < 600.00 OK500.00 < 600.00 OK 500.00500.00
1099.001099.00
Posting not Possible because amount limit exceeded
IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Tolerance groups for amt. limit -> Define tolerance groups
Clearing DocumentClearing Document
After posting document system will create clearing document.After posting document system will create clearing document. Various new line items can be generated by the allocation of clearing Various new line items can be generated by the allocation of clearing amount to open items such as –amount to open items such as –
Tax after cash discountTax after cash discount cash discount revenuecash discount revenue Minor differencesMinor differences Down payment Down payment
Clearing in Different CurrencyClearing in Different Currency
It is possible to clear open items in different currency. For example It is possible to clear open items in different currency. For example
receivables can be cleared in EURO with an incoming payment in USDreceivables can be cleared in EURO with an incoming payment in USD All selected open items are recalculated in the clearing currency if they have All selected open items are recalculated in the clearing currency if they have
different document currency. The calculation is carried out in two steps different document currency. The calculation is carried out in two steps
using the posting date of clearing document.using the posting date of clearing document. The clearing currency and clearing amount are stored in cleared item.The clearing currency and clearing amount are stored in cleared item.
Integration With GLIntegration With GL
Reconciliation Key StructureReconciliation Key Structure Various business processes create a reconciliation key in the system. Various business processes create a reconciliation key in the system.
The reconciliation key is identified by the current day in the business yearThe reconciliation key is identified by the current day in the business year Reconciliation key that have been created manually are closed Reconciliation key that have been created manually are closed
automatically at the end of the business process.automatically at the end of the business process. The system also proposes reconciliation key for manual business The system also proposes reconciliation key for manual business
transaction. You must close them before transferring to general ledger.transaction. You must close them before transferring to general ledger. The reconciliation key can be structure user / group specifically for The reconciliation key can be structure user / group specifically for
posting in dialog.posting in dialog. Reconciliation key used for :Reconciliation key used for :
InvoicingInvoicing Payment RunPayment Run Interest RunInterest Run Payment LotPayment Lot Return LotReturn Lot
Transfer to GL AccountTransfer to GL Account
Post Document
FICA DocumentAmount 500
Reconciliation Key9819000656
Summary Record140000 S 500800000 C 500
Reconciliation Key9819000656
FI Documents40 140000 50050 800000 500
Reference Key9819000656Reference TransactionFKKSU
Steps to transfer Documents to General LedgerSteps to transfer Documents to General Ledger
Close Reconciliation Key : FPG4Close Reconciliation Key : FPG4
Transfer FICA Posting to GL : FPG1Transfer FICA Posting to GL : FPG1
THANK YOU !THANK YOU !
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