AC200 4.6 / Accounts Receivable and Payable Processing
Business Partner Accounting SAP AG 1999 SAP AG
R/3
System
Release
4.6C
November
2000
Material number:
5004 2206
Copyright
Copyright 2000 SAP AG. All rights reserved. Neither this training manual nor any part thereof may be copied or reproduced in any form or by any means, or translated into another language, without the prior consent of SAP AG. The information contained in this document is subject to change and supplement without prior notice. All rights reserved.
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Design:
SAP Communications Media
Financial Accounting I Level 2
AC010
5 days
AC200 3 days General Ledger/ Accounts Payable/ Accounts Receivable Configuration
Financial Accounting and Reporting @AC010a Change Vendor or Customer Master Data via Internet
1h
@
@AC200a Interest Calculation of open and/or cleared items AC305
HR051
Human Resources Essentials II SAP AG 1999
@ 4 days
1 day
Asset Accounting
2 days
Special Purpose Ledger
Human Resources Essentials I HR052
2h
AC220
Level 3
AC205
2 days
Financial Closing AC260 1 day Additional Financial Functionality AC201 2 days Periodic Processing in Accounts Payable/ Accounts Receivable @ACxxxx more e-learnings
xh
@
5 days
AC270 3 days Travel Management Travel Expenses
AC275 2 days Travel Management Travel Planning
Course Prerequisites
z AC010 - Financial Accounting and Reporting z Basic knowledge in Financial Accounting
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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 FIGL/AP/AR
z Duration: 5 days
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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.
Introduction
z Course Goals z Course Objectives z Course Content z Course Overview Diagrams z Main Business Scenario
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© SAP AG
AC200
1-1
Course Goals
This course will enable you to: z carry out the core configuration of R/3’s financial accounting module z perform core business processes
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© SAP AG
AC200
1-2
Course Objectives
At the conclusion of this course, you will be able to:
z create financial accounting organizational units z maintain financial accounting master data z influence creation and display of financial transactions z generate automatic financial data transactions z perform financial data analysis
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© SAP AG
AC200
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Contents
Chapter 1 Introduction
Chapter 5
Posting Control
Chapter 2 Basic Settings
Chapter 6
List Viewer and Table Control
Chapter 7
Clearing
Chapter 8
Cash Journal
Chapter 3 Master Data Chapter 4 Document Control
Appendix SAP AG 1999
© SAP AG
AC200
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Main Business Scenario
z Your company “GR##” is bidding for a consulting contract. In order to do this, your company has to prepare a prototype to present to the prospective client’s steering committee. The client will award the contract to a consulting company based upon the quality of this presentation. z You are a part of the team which is responsible for configuring the core FI component.
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© SAP AG
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Symbols Used in this Course (1) Document Line items
Client or Client level
D Acct 1 C Acct 2
Document
Company code or company code segment Document header
Business area Document line item Dec. Nov. Oct.
11
Jan.
12 01
Feb. 02
Tax ID
Mar. 03 04 Apr. Sept. 05 08 Aug. May Fiscal year or 07 06 10 09
July June
A0 V0 0O 0I 0I
fiscal year variant
Tax ID
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© SAP AG
AC200
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Symbols Used in this Course (2)
£
House bank Currencies Partner bank
Chart of accounts, account, or chart of account segment
DT
Document type
PK Account groups Posting key SAP AG 1999
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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
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Basic Settings: Objectives
At the conclusion of this unit, you will be able to: z map the accounting structure of your company to an R/3-FI-Structure by using R/3-organizational units z define a R/3-fiscal year z maintain exchange rates using different tools
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Basic Settings: Business Scenario
z Your prospective client wants to ensure that its organizational structure can be replicated in the R/3-system and asks you to verify this for the financial accounting application. z The head accountant wishes to know how posting periods are defined in R/3 and how postings are assigned to them. z The enterprise has a number of foreign customers and vendors and therefore postings in different currencies must be possible. You must verify that R/3 can handle foreign currency postings. SAP AG 1999
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Organizational Units: Objectives
At the conclusion of this topic, you will be able to: z describe the meaning of organizational units “company code” and “business area” and determine their differences z create a company code using the “copy company code” functionality
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Organizational Units in R/3 FI
Client 000 Client 001 Client 400 ...
Company Code 1000
Company Code 2000
Company Code 3000
Company Code 4000
Business area 1000 Business area 2000
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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.
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Creating a Company Code
To create a company code copy an existing company code using the organization copy function, which copies: 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 the original and the new company code have to be maintained.
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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.
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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
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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.
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Country Templates
DE01 (chart GKR)
US01
CC 0001 DE02 (chart IKR)
FR01
GB01 etc.
JP01 CC 1000
etc.
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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.
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The Variant Principle: Objectives
At the conclusion of this topic, you will be able to: z explain the use and advantages of the variant principle
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The Variant Principle The variant principle is a three step method used in R/3 to assign special 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 SAP AG 1999
The variant
R/3-objects.
For
....
principle is a widely used method in R/3 to assign special properties to one or more
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.
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The Fiscal Year: Objectives
At the conclusion of this topic, you will be able to: z explain the necessity and use of a fiscal year variant and the different types of posting periods z define a fiscal year variant which matches your requirements z assign the fiscal year variant to a company code
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The Fiscal Year
13
14
12
15
16
z Year-independent
01
11
02
10
03
09
04 08
05 07
z The fiscal year can be defined as...
06
==> the same number and dates for the periods every year
z Year-dependent ==> periods can vary from year to year
SAP AG 1999
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.
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The Year - Independent Fiscal Year Variant Calendar year = Fiscal year
Calendar year different than fiscal year -1
Dez. Nov. 11
Jan.
12 01
-1
Feb. 02
Feb.
Mar
-1 Jan.
04 Apr. Sept. 09 08 05 Aug. May 07 06
Dec.
Oct.
10
03
July
Apr.
06
01
May June
05
Nov.
June
Mar
02 04
03
Oct.
Sept.
July
Aug.
Begin: April/1/2000 End: March/31/2001 Which fiscal year and posting period was used on Jan.15, 2000 for postings? These postings were completed in posting period 5 of the previous fiscal year
The posting periods correspond to the months in the year SAP AG 1999
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 yearindependent 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.
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The Year - Dependent Fiscal Year Variant
Full years with different period dates 199a 04
01
03
02
Shortened fiscal year
199b 04 03
199e
01
01
02
02 03
199c 04 03
01 02
199d 03
04
04
08 01
07 06
05
02
SAP AG 1999
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.
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Currencies: Objectives
At the conclusion of this topic, you will be able to: z define currencies in the R/3-system z explain the meaning of different exchange rate types z maintain exchange rates z use the different tools which help in exchange rate maintenance z define direct or indirect quotation as the standard quotation for the exchange rate
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Currency and Exchange Rate Types
Currency Codes, e.g.
USD
GBP
JPY
Exchange rate types: z z z z z z
rate
historical rate bank selling rate bank buying rate average rate the rate on certain key dates ...
1
0,5 0
time
SAP AG 1999
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.
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Translation factors
1 1 1 100 SAP AG 1999
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).
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Maintaining Exchange Rates
From
To
Valid from
Exchange rates
Every day ?
Every used exchange rate type !
Exchange rate type
A lot of daily work! ==> tools offer help
Every currency combination ! SAP AG 1999
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
an input file in multicash-format.
maintains the exchange rate table automatically by uploading
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.
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Exchange Rate Spreads
Selling rate B + spread
Exchange rate spread
- spread
Exchange rate spread
Average rate M
Buying rate G
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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)
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Base Currency
Average rate To maintain:
Average rate Calculated:
£ £
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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.
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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
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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.
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Triangulation as of January 1, 1999
German DEM
Euro EUR
French FRF
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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.
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Direct/Indirect quotation of exchange rates
Direct Quotation 1
0,92000
1
1,08696
Indirect Quotation
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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.
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Design of exchange rate in different quotations Transaction with exchange rate in Direct Quotation (local currency EUR): 1 USD = 0,92000 EUR
Curr/ExchRate
USD
0,92000
Transaction with exchange rate in Indirect Quotation (local currency EUR): 1 EUR = 1,08696 USD
Curr/ExchRate
USD
/1,08696
SAP AG 1999
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.
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Basic Settings: Summary
z The main organizational units in R/3-financial accounting are the company code and business area. z Posting periods and special periods are defined in a fiscal year variant. z For conversion of currencies exchange rates have to be maintained in the system. R/3 offers several tools to facilitate maintenance.
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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,
1-3 © SAP AG
, to search for “ assign company code.”
T/F: You can assign a company code to a business area. __________________ AC200
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Basic Settings Exercises Unit: Basic Settings Topic: The Fiscal Year At the conclusion of this exercise, you will be able to: • 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
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Basic Settings Exercises Unit: Basic Settings Topic: Currencies At the conclusion of this exercise, you will be able to: • 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? ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________ ________________________________________________________________
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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. Field Name or Data Type
Values
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
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IMG: Enterprise Structure o Definition o Financial Accounting o Define, copy, delete, check company code o Edit company code data Select GR##. Field Name or Data Type
Values
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 oEnter Global Parameters Drill down on your company code to review the global parameters.
Checklist
1-2
Congratulations! You have just created your own company code!
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
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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
© SAP AG
False. Business areas are not assigned to company codes. They can report across company codes.
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Basic Settings Solutions 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. IMG: Financial Accounting o Financial Accounting Global Settings o Fiscal Year o Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year) Edit o New entries Field Name or Data Type
Values
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.
Field Name or Data Type
Values
Description
Calendar year variant ##
Calendar-yr
X
Number of posting periods
12
No.of special periods
4
Select Save. © SAP AG
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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 Field Name or Data Type
Values
Fiscal year variant
##
Select Save. 2-5
Define a fiscal year variant with 4 posting periods and one special period. IMG: Financial Accounting o Financial Accounting Global Settings o Fiscal Year o Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year) Edit o New entries Field Name or Data Type
Values
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
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Basic Settings Solutions 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
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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 1999
© SAP AG
AC200
3-1
Master Data: Objectives
At the conclusion of this unit, you will be able to create, maintain and control: z G/L Accounts
z Customer/Vendor Accounts z Bank Master Data
SAP AG 1999
© SAP AG
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Master Data: Business Scenario
z The accounting department uses some data which remains unchanged for long periods of time and which is often referred to by other data. This data is called master data.
z In FI, master data includes general ledger and sub ledger accounts, as well as bank master records. z The head accountant wishes to know how accounts are structured, how they can be influenced, and how they may relate to each other.
SAP AG 1999
© SAP AG
AC200
3-3
G/L - Accounts: Objectives
At the conclusion of this topic, you will be able to: 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 accounts simultaneously z explain advantages and disadvantages of group and country charts of accounts
SAP AG 1999
© SAP AG
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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.
INT
IKR
CAUS
SAP AG 1999
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
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Define Chart of Accounts The definition of a chart of accounts contains: z z
Chart of accounts key Description
General Information z z
Maintenance language Length of the G/L account number
INT
Controlling Integration z
Manual or automatic creation of cost elements
Consolidation z
Group chart of accounts
Status z
“Blocked” indicator
SAP AG 1999
The maintenance language The length
is the language in which account descriptions are maintained.
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
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Assign Chart
CC1000
INT
CC2000 CAUS
CC3000
SAP AG 1999
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
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Chart of Accounts Segment
000001 Name Control Consolidation
000002 Name Control Consolidation
000003 Name Control Consolidation
Chart of accounts - segments
SAP AG 1999
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
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Fields in the Chart of Account Segment The Chart of Account segment consists of several groups of fields: Type/Description
z Control in chart of accounts z Description
z Consolidation data in chart of accounts
Key Word/Translation
z Key words in chart of accounts z Translation
Information
z Information in chart of accounts
G/L Account Chart of accounts
001111 INT
Information in G/L chartAccount of accounts Created on Chart of accounts
001111 INT G/L Account Created by Key words in chart of accounts Group chart of accts Chart of accounts Language
001111 INT
Key Word G/L texts in chart of accounts Control in chart of accounts Account group Sample account Language Key Description Translation P+L statement account type Balance Sheet account 1st line Language Key More text indicator Description Short text Other language indicator Short text Long Text G/L account long text Consolidation in chart of accounts Trading partner Group account number
z G/L texts in chart of accounts SAP AG 1999
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
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Company Code Segment
000001 ...
Company Code-Segment
000002 ...
The Company Code does not use account 000002
Account 000001
000003 ...
Company Code-Segment Account 000003
SAP AG 1999
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 accountsegment, 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
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Fields in the Company Code Segment The Company Code segment consists of several groups of fields: Control Data
z Account control
z Account Management z Joint Venture
Bank/interest
z Document Creation
z Bank/Financial Details z Interest Calculation
G/L Account 001111 Chart of accounts INT Company Code 1000 G/L Account Chart of accounts Information Company Code Created On Created By Chart of Ac Country Ch Country FM area CO area
001111 INT 1000
G/L Account Control of document creation
Chart of accounts Company Code
Field status gr Auto Posting Supplement
001111 INT 1000
Account Control
Bank/Financial Details Acct currency G/L Account texts Tax category Planning Leve Account As Altern. account Rel.Cash Flow Accounting Commitment I Additional I House Bank Account Management OI Management Interest Calculation information Line Items Interest Indic. Sort Key Int.calc.freq. Authorization
Information
z Information
z G/L Account texts
Joint Venture Recovery Ind.
SAP AG 1999
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
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One Chart of Accounts, Several Company Codes
000001 ...
Company Code-Segment
Company Code-Segment
Account 000001 in CC 1000
Account 000001 in CC 2000
SAP AG 1999
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
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Balance Sheet and P+L Statement Accounts
000002 P+L statement acct type Balance sheet account
Carry forward
000001 P+L statement acct type Balance sheet account 000001
000001
yy
yy
X := 900000 000001
000001
yy
0
900000 yy
SAP AG 1999
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
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Account Groups for the G/L Accounts Company code segment
Cash accounts
General Ledger
Chart of accts sgmnt
Cash
Cash
C
Konto 001111
000000-099999
000000-099999
100000-199999
unt Ac c o p u o r g
Asst
200000-299999
Matl
300000-399999
P/L
Account group control
z The number ranges of the accounts z The field status of the fields in the company code segment of the master record
400000-499999
Liab
500000-599999
...
600000-699999
SAP AG 1999
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
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The Field Status Chart of accts segment G/L account
001111
Chart of accounts
INT
Company code segment G/L account Chart of accounts Company code
Control in chart of accounts
Account control Account currency Tax category Alternative account number
Account group Sample account P&L account Balance sheet acct
Account management
Name
Open item management Line item display Sort key Authorization group
Short text G/L account long text Consolidation in chart of accounts Partner company Group account number
Joint Venture Cost type
z Suppressed
Each field has one of the following properties:
z Display
z Required entry z Possible entry
SAP AG 1999
The field status
001111 INT 1000
?
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
changed.
Note:
“ Currency” and ” Field status group” are always required fields. Their status cannot be
Fields which are suppressed may contain values and these values still take effect!
© SAP AG
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Master Data Field Status (1)
Field
Us ac ed co in un wh t g ic ro h up ? Account 001111
Cash 000000-099999
unt Acco p u Gro
up d o l r t g t fie n n u co nde c A pe s de atu st
?
SAP AG 1999
© SAP AG
AC200
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Master Data Field Status (2) h wit d e Us ich tion? wh nsac tra
Us ac ed co in un wh t g ic ro h up ?
Field
Account 001111
Master Data Create Change Display
Cash 000000-099999
Priority
Tr de ans fie pen actio ld de n st nt atu s
?
unt Acco p u Gro
up d o l r t g t fie n n u co nde c A pe s de atu st
SAP AG 1999
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
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Recon. Account. for acct type: K Trade Payables
Recon. account. for acct type: D Trade Receivables
cc
bb
Accts Pay.
aa
Accts Rec.
Sub-ledgers
General Ledger
Reconciliation Accounts
Customer aa bb
dd
Vendor cc dd
SAP AG 1999
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 Note:
“ Trade Receivables” and ” Trade Payables” .
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
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Line Item Display Account without line item display Index to documents
Transaction figure / debit
Transaction figure / credit
Account with line item display Doc. X, item 1 Doc. Y, item 9 Doc. Z, item 4 ...
+
Further Doc. A, item 3 important Doc. B, item 2 fields Doc. C, item 7 ...
Transaction figure / debit
+
Further important fields
Transaction figure / credit
SAP AG 1999
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
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Open Item Management
Account without open item management Doc. X, item 1 Doc. Y, item 9 Doc. Z, item 4 ...
+
Further Doc. A, item 3 important Doc. B, item 2 fields Doc. C, item 7 ...
Transaction figure / debit
+
Further important fields
Transaction figure / credit
Account with open item management further Doc. X, item 1 + Doc. Y, item 9 important fields Doc. Z, item 4 ...
Doc. A, item 3 further + important Doc. B, item 2 fields Doc. C, item 7 ...
Transaction figure / debit
Transaction figure / credit
SAP AG 1999
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
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Account in Local Currency
Account in local currency
Debit Doc. X, item 1, Doc. Y, item 9 Doc. Z, item 4
local c. local c. local c.
curr. 1 curr. 2 curr. 3
Transaction figures / debit
curr. 1
Transferred amounts
curr. 2
curr. 3
Posted amounts (transaction currency)
SAP AG 1999
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
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Only Balances in Local Currency
Debit
Account in local currency
Doc. X, item 1, Doc. Y, item 9 Doc. Z, item 4
local c. local c. local c.
curr. 1 curr. 2 curr. 3
... Transaction figures / debit
local c.
local c. Transferred curr. 2 amounts
Posted amounts (transaction currency)
SAP AG 1999
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 It
has to be set in cash discount and GR/IR clearing accounts.
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
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Account in Foreign Currency
Debit
Account in foreign currency
Doc. X, item 1,
local c.
for. c.
Doc. Y, item 9
local c.
for. c.
Doc. Z, item 4
local c.
for. c.
Transaction figures / debit
local c.
for. c.
Transferred amounts
Posted amounts (transaction currency)
SAP AG 1999
Accounts
currency.
© SAP AG
having a foreign currency as its account currency can only be posted to in this foreign
AC200
3-23
Methods for Creating G/L Accounts z Manual Two-Step:
1. Chart of Accounts Segment, 2. Company Code Segment One-Step: Create both segments simultaneously
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
SAP AG 1999
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
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Collective Processing You can change collectively the following information: z Chart of Accounts z Company Code z Description
G/L Account 001113 Chart of accounts INT G/L Account 001112 Chart of accounts INT G/L Account 001111 Control in chart of accounts Chart of accounts INT Account group
Control in chart of accounts Sample account Account group Control in chart of accounts P+L statement account type Sample account Account group Balance Sheet account P+L statementSample account type account Description Balance Sheet account P+L statement account type Special Short text Balance Sheet account Description G/L account long text Short text Description Special G/L account long text Special Short text G/L account long text Trading partner Consolidation in chart of accounts Group account number Trading partner Consolidation in chart of accounts Group account number Trading partner Group account number
SAP AG 1999
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
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Group Chart of Accounts (1)
?
00010
00020 CC1000
Operational Chart of Accounts CAFR 0002 0001
External Reporting
Internal Reporting
?
Operational Chart of Accounts CAUS
CC2000
SAP AG 1999
© SAP AG
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Group Chart of Accounts (2) Operational Chart of Accounts CAUS 00020 group account number: 000002
Group Chart of Accounts INT 000002 ...
000001 ...
Operational Chart of Accounts CAFR 0002 0001 group account group account number: 000001 number: 000002
CC1000
External Reporting
Internal Reporting
00010 group account number: 000001
CC2000
SAP AG 1999
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 intercompany code controlling can be performed.
© SAP AG
AC200
3-27
Country Chart of Accounts (1)
CC1000
External Reporting
Internal Reporting
Company Code-Segments CC1000
?
+ + Operational Chart of Accounts INT 000001 000001 ... ... + + Company Code -Segments CC2000
?
CC2000
SAP AG 1999
© SAP AG
AC200
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Country Chart of Accounts (2)
Company Code-Segments CC1000 Altern. Acc. no. Altern. Acc. no. 00010 00020 + + Operational Chart of Accounts INT 000001 000001 ... ... + + Company Code -Segments CC2000 Altern. Acc. no. Altern. Acc. no. 0001 0002 Country Chart of Accounts CAFR 0001 0002 ... ...
CC1000
External Reporting
Internal Reporting
Country Chart of Accounts CAUS 00010 00020 ... ...
CC2000
SAP AG 1999
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
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Scenario: Group Charts of Accounts
Group chart of accounts
INT
CAUS
Operating chart of accounts
Spain
Germany
CAES
SAP AG 1999
GKR
Operating chart of accounts
England
USA
Canada
CAGB
CANA
CACA
Country-specific charts of accounts
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
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Customer/Vendor Accounts: Objectives
At the conclusion of this topic, you will be able to: z describe the structure of customer and vendor accounts
z discuss the similarities and differences between customer and vendor accounts z control and maintain customer and vendor accounts
z name and explain different relationships between customer/vendor accounts
SAP AG 1999
© SAP AG
AC200
3-31
The FI - View of the Customer/Vendor Account
Client level
12345 address General data ...
Account 12345 in CC 1000
Account 12345 in CC 2000
Company CodeSegment CC1000
Company Code Segment CC2000
SAP AG 1999
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
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The SD - View of the Customer Account
Client level
12345 address General data ...
Account 12345 in sales area 001
A A A
Account 12345 in sales area 002
Sales area segment Sales area 001
A A A
Sales area segment Sales area 002
SAP AG 1999
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
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The MM - View of the Vendor Account
Client level
12345 address General data ...
Account 12345 in Purchasing Org 001
Account 12345 in Purchasing Org 002
Purchasing Organization segment
Purchasing Organization segment
SAP AG 1999
Just as there is
vendors.
a sales area segment for customers, there are purchasing organization segments for
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
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The Complete Customer Account
Client level
12345 address General data ...
Account 12345 in CC 1000
Account 12345 in sales area 001
Company CodeSegment CC1000
A A A
Sales area segment Sales area 001
SAP AG 1999
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
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3-35
The Complete Vendor Account
Client level
12345 address General data ...
Account 12345 in CC 2000
Account 12345 in Purchasing Org 002 Purchasing Organization segment
Company CodeSegment CC2000
SAP AG 1999
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
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Cen
tral
Mai nt e nan
ce
Sales and Distribution
Client level
+ Company CodeSegment
Gen. data
+ A AA
Gen. data
Client level
ce nan e t in l Ma a r t Cen Sales area segment
SD Maintenance
Accounts Receivable
FI Maintenance
Accts Rec.
Central Versus De-central Maintenance (AR)
Gen. data
Client level
+
+
Company CodeSegment
A AA
Sales area segment
SAP AG 1999
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
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Central Versus De-central Maintenance (AP)
Mai nt e nan
ce
Client level
+
Gen. data
+
Company CodeSegment
Purch. Org. Segment
Gen. data
Client level
ce nan e t in l Ma a r t Cen
(decentral maintenance)
tral
(decentral maintenance)
Accts Pay.
FI Maintenance
Cen
MM Maintenance
Purchasing
Accounts Payable
Gen. data
Client level
+
+ Company CodeSegment
Purch. Org. Segment
SAP AG 1999
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
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Compare Master Data
Incomplete customer accounts Client level
+
General data
Client level
+
+
Company code segment
?
?
General data
+ A AA
Sales area segment
Incomplete vendor accounts Client level
+ Company code segment
General data
Client level
+
+ ?
?
General data
+ Purchase org. segment
SAP AG 1999
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
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Pages of the Customer/Vendor Account Each account segment consists of several pages with different groups of fields: Customer
General Data
1000
Customer
z Address
Address
1000
Control Data
Customer 1000
z Control Data
Paym. Trans.
z Payment Transactions + Texts
Customer 1000 Company Code 0001
Company Data
z Accounting Information z Payment Transactions z Correspondence
Acc. Info.
Customer 1000 Paym. Trans. Company Code 0001 Customer 1000 Correspondence Company Code 0001 Customer 1000 Company Code 0001
z Insurance
Customer 1000 Company Code 0001
z Withholding Tax
Insurance Withholding Tax.
Group 1 ...
+ Texts
Group 2 ... SAP AG 1999
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
account.
open item management are always preset to “ on” for every customer/vendor
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
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AP/AR Account Groups
AR C
000000-099999
100000-199999
Dom.
200000-299999
For.
300000-399999
CPD
400000-499999
0001
500000-599999
AP accounts
Accounts Payable
Accounts Receivable
AR accounts
AP C
100000-199999
Dom.
200000-299999
For.
300000-399999
z The number ranges of the accounts,
z The status of the fields in the master record, z If the account is a one time customer or vendor.
CPD
400000-499999
0001
500000-599999
...
600000-699999
000000-099999
The account group controls:
...
600000-699999
SAP AG 1999
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.
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AP/AR Number Ranges 9999999999 9000000000 8000000000 7000000000 6000000000 5000000000
Acc. 8000001234
external numbering
Acc. 52563245234
internal numbering
40000000007999999999
For.
unt Acco p u Gro
Current number
3000000000
1000000000
unt Acco p u Gro
80000000009999999999
01
4000000000
2000000000
CPD
02
Acc. 2560301438
Dom.
00 internal numbering
00000000003999999999
un Acco p Grou
t
0000000000 SAP AG 1999
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
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Regular Versus One-Time Accounts
Account 1000
Account CPD
Address
Address Name Street City ...
Address
Address Name ...
Communication Language Telephone ...
Communication Language ...
+ other customer/vendor specific information (bank details, etc.)
no customer/vendor specific information (no bank details, ...)
Document
Document + customer/vendor specific information (bank details,...)
SAP AG 1999
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 onetime 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
the time of posting.
© SAP AG
data for one time customers/vendors are entered into the document at
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Field Status of Fields in Master Record Account group
Cust.
Account 1000 Address Address Name Street City ... Communication Language Telephone ...
Account 1000 Company code 0001
Account 1000 Sales organization 1000 Dist.channel 10 Divi. 00
Account management
A AA
Order Customer area
Reconc.acct Central ...Authorization
Sales office Salesperson group ... Price determ./Statistics
Int.calc. Interest ID Interest cycle ...
Price group Cust. plan ...
SAP AG 1999
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
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Control of the Field Status (1)
Used in which account group?
Field
Account 001111
0001
unt Acco p Grou
Priority
Account groupdependent field status
000000-099999
? SAP AG 1999
© SAP AG
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Control of the Field Status (2)
Tr de ans st pe ac at nd tio us e nt nfie ld
Used in which account group? Account 001111
0001 000000-099999
unt Acco p Grou
Priority
Master Data Create Change Display
Field
Account groupdependent field status
ic h h w th ? wi ion ed ct Us nsa tra
? SAP AG 1999
© SAP AG
AC200
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Control of the Field Status (3)
0001 000000-099999
unt Acco p Grou
Priority
Tr de ans st pe ac at nd tio us e nt nfie ld
Us co ed m in pa w ny hic co h de ?
Account 001111
Account groupdependent field status
Master Data Create Change Display
Field
Used in which account group?
ic h h w th ? wi ion ed ct Us nsa tra
?
ed d co iel f ny t pa den om n C epe us d tat s
SAP AG 1999
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
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Dual Control Principle Account 1000 Address Address Name Street City ... Communication Language Telephone ...
Account 1000 Company code 0001
Account 1000 Sales organization 1000 Distr.channel 10 Divsn 00
Account control
Order
A AA
Sales district
Recon.acct. Central ...Authorization
... Sales group
Interest Interest ID Interest cycle ...
Price group Cust.pric.proc. ...
Sales office Pricing/Statistics
SAP AG 1999
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
This list can be restricted by:
can be made for a single customer/vendor or you can get a list.
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
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Clearing Customer/Vendor
Client level
Cust. A
Client level
Account control Vendor
Vend. B
Vend. B Account control Customer Cust. A and
and
Autom. Paym. Tr. Clrg with cust. X
Autom. Paym. Tr. Clrg with vend. X
Cust. A
Vend. B
9 9
99
10
10
10
10
SAP AG 1999
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
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Alternative Payer/Payee
Vend B.
Cust. A Client level
Paym. Trans.
Client level
Alt. Payer Cust. Y
Paym. Trans. Alt. Payee Vend. M or
or
Autom. Paym. Tr.
Autom. Paym. Tr. +
Cust. A
99 10
10
Alt. Payer Cust. Z
+
bank account of Y or Z
Alt. Payee Vend. N
To address or bank account of M or N
Vend. B
9 9 10
10
SAP AG 1999
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
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Head Office/Branch
Client level
Cust. A ...
Client level
Vend. B ... and
and Accounting Inform. Head Office Cust. X
Cust. A
Accounting Inform. Head Office Vend. Y
Vend. Y 10
Cust. X 10
M
Headquarters Zentrale
Headquarters Zentrale
Branch Filiale
Vend. B
M
Branch Filiale
SAP AG 1999
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
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Bank Master Data: Objectives
At the conclusion of this topic, you will be able to: 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 1999
© SAP AG
AC200
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Bank Master Data (1) Bank Directory
Contains addresses and general control data
Bank Master Data Bank country Bank key Address Client ... level Control data ...
Banks
SAP AG 1999
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
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Bank Master Data (2) House Bank Data Company Code House Bank-ID House bank data Bank country Bank key
Bank Master Data Bank country Bank key Address Client ... level Control data ...
House bk comm. data ... + DME/EDI-data
Banks
SAP AG 1999
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
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Bank Master Data (3) House Bank Data Company Code House Bank-ID House bank data Bank country Bank key
Bank Master Data Bank country Bank key Address Client ... level Control data ...
House bk comm. data ... + DME/EDI-data Customer/Vendor Master Data
Banks
Client level
Customer/Vendor Bank Details Ctry Bank key Account Bank type
Collection
SAP AG 1999
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
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Bank Accounts (1)
Bank account at house bank
Bank Account in SAP System
House Bank-ID Account-ID Bank acc. data Bank account Currency G/L-Account
SAP AG 1999
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
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Bank Accounts (2)
Bank account at house bank
Bank Account
G/L Account
House Bank-ID Account-ID Bank acc. data
Account no Account control Account currency
Bank account
Bank/Fin. details House bank Account ID
Currency G/L-Account
SAP AG 1999
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
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Master Data: Summary
z G/L accounts consist of a chart of account segment and a company code segment
z Customer/vendor accounts consists of general data, company code data and sales/purchasing data.
z Account groups control the appearance of master records. z Bank master data must be defined for all bank details used in the system.
SAP AG 1999
© SAP AG
AC200
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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
© SAP AG
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.
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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
1-6
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
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.
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_____________ 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 crosscompany code controlling is possible. _____________
© SAP AG
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Master Data Exercises Unit: Master Data Topic: Customer/Vendor Accounts In this exercise you will • 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
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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
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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
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Master Data Exercises Unit: Master Data Topic: Bank Master Data In this exercise you will • 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
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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 Field Name or Data Type
Values
Accts in chart/accts
√
FI account determination
√
Remaining Selections
BLANK
Select Enter. Field Name or Data Type
Values
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
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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: Field Name or Data Type
Values
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 Field Name or Data Type
Values
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
1-4
You’ve just created your chart of accounts by copying an existing chart and then assigned it to your company code.
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##.
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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: Field Name or Data Type
Values
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 oIndividual processing o Centrally Or transaction code: FS00 Field Name or Data Type
Values
G/L account
AE01##
Company code
GR##
Choose "G/L account -> Create with reference".
Field Name or Data Type
Values
Account number
Listed on the data sheet
Company code
GR##
Select Enter.
© SAP AG
Field Name or Data Type
Values
Account group
AE## (only the description will show on screen)
Short text
Entertainment
Long text
Entertainment Expense
AC200
3-68
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 oIndividual processing oIndividual Processing oCentrally Or transaction code: FS00 Field Name or Data Type
Values
G/L account
CD##
Company code
GR##
Choose "G/L account -> Create with reference".
Field Name or Data Type
Values
Account number
Listed on the data sheet
Company code
GR##
Select Enter. Field Name or Data Type
Values
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… Field Name or Data Type
Values
Chart of Accounts
C##
Company Code Select Execute.
GR##
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
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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
1-6
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.
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
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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: Field Name or Data Type
Values
Account group
D##
Description
Customers ##
Drill down on “Company code data” to edit the field status. Drill down on Payment transactions. Field Name or Data Type
Values
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 Field Name or Data Type
Values
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
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Field Name or Data Type
Values
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: Field Name or Data Type
Values
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. Field Name or Data Type
Values
Group
AC200
Select the Company code data pushbutton. Select the Account management tab Field Name or Data Type
Values
Recon. Account
Select the drop down box and select Trade Receivables - domestic
Select the Payment transactions tab. Field Name or Data Type
Values
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
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Overtype the following values: Field Name or Data Type
Values
Account group
K##
Description
Vendors ##
Drill down on “ General data” to edit the field status. Drill down on Address. Field Name or Data Type
Values
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 Field Name or Data Type
Values
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 Field Name or Data Type
Values
Vendor
Vendor##
Company code
GR##
Account group
K##
Select Enter. Address Tab:
© SAP AG
Field Name or Data Type
Values
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 AC200
3-73
(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 Field Name or Data Type
Values
Group
AC200
Goto o Next screen, "Payment Transactions" Goto o Next screen, "Accounting Information, Accounting" Field Name or Data Type
Values
Recon. Account
Select the drop down box and select Trade Payables
Cash mgmnt group
A1
Goto o Next screen, "Payment Transactions, Accounting" Field Name or Data Type
Values
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 Field Name or Data Type
Values
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
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Drill down on “ General data” to view the field status. Drill down on Address. Verify the following data. Field Name or Data Type
Values
Search Term B
Required entry
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. Drill down on Address. Verify the following data. If this is not the entry, make the correction. Field Name or Data Type
Values
Search Term B
Required entry
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:
© SAP AG
Account Group
Required
Transaction
Hide
Result
Hide
AC200
3-75
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 Field Name or Data Type
Values
Vendor
Vendor ##
Company Code
GR## 9
Address Select Enter. Field Name or Data Type
Values
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 Field Name or Data Type
Values
Vendor
Vendor ## of your neighbor
Company Code
GR## of your neighbor
Select Enter. © SAP AG
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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. You have just..
Checklist
2-7
♦
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.
General data Company code segment Sales area segment
2-8
General data Company code segment 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 decentrally. 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
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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 Field Name or Data Type
Values
Bank country
course country
Bank key
Listed on the data sheet
Select Enter. Field Name or Data Type
Values
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 Field Name or Data Type
Values
Company code
GR##
ENTER Edit o New entries Field Name or Data Type
Values
House banks
HB##
Bank country
course country
Select Enter. Field Name or Data Type
Values
Bank key
Bank key of your business bank
Select Save. © SAP AG
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3-3
Create bank account. IMG: Financial Accounting o Bank Accounting o Bank Accounts o Define house banks Field Name or Data Type
Values
Company code
GR##
Select your house bank HB##. Double-click on the bank accounts Edit o New entries Field Name or Data Type
Values
House bank
HB##
Acct ID
AC##
Text
Bank account ##
Field Name or Data Type
Values
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 Or transaction code: FS00 Field Name or Data Type
Values
Acct number
Listed on the data sheet
Select the Create /bank/interest tab G/L account -> Change Field Name or Data Type
Values
House bank
HB##
Account ID
AC##
Select Save. © SAP AG
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Checklist
© SAP AG
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.
AC200
3-80
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 1999
© SAP AG
AC200
4-1
Document Control: Objectives
At the conclusion of this unit, you will be able to: z Classify and reconcile R/3 documents with the original documents z Influence the fields of document header and line items z Open and close posting periods z Assign posting authorizations to users z Post basic FI-documents
SAP AG 1999
© SAP AG
AC200
4-2
Document Control: Business Scenario
z Every day hundreds of financial documents are created in the enterprise. To support the filing of original documents, the documents have to be divided into several categories. z Different financial business transactions need different data within the documents. Some extra data may even be required for special postings. z The accounting department wants to be sure that it is impossible to post to a previous posting period. z Head accountants should have more posting authority than their staff. SAP AG 1999
© SAP AG
AC200
4-3
Document Overview: Objectives
At the conclusion of this topic, you will be able to: z Display FI documents z Describe the structure of FI documents
SAP AG 1999
© SAP AG
AC200
4-4
The R/3 FI Document
Detail
Overview Document Number Company Code Fiscal Year Document Date Posting Date Period Currency ... ... .. Items 001 PK
Acct Description
Amount +
002 PK
Acct Description
Amount -
.
.
.
.
.
Document Header
DT
Account Line Item 1 / PK Amount Tax Code Additional Details Business Area Cost Center Text ...
SAP AG 1999
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 Two
items can also be shown in detail.
of the most important control keys are:
y the document type for the header y the posting key for the line items
© SAP AG
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4-5
The SAP Document Principle
DOCUMENT BALANCE SHEET Assets
PROFIT & LOSS
Liabilities & Equity
Revenues
Document No: 88675
Date: 05.06.199X Company Code: XXXX Currency: $$$ .... Debit
113100 Citibank 800000
Expenses
113200 Fuji Bank
Stock Citibank Fuji Bank
800000 200000
Credit
1000000
200000 70000 Common Stock 1000000
Total:
1000000
1000000
SAP AG 1999
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
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Document Header: Objectives
At the conclusion of this topic, you will be able to: z Classify documents by the use of document types z Use the document type to control the document header
SAP AG 1999
© SAP AG
AC200
4-7
DZ
Document Types
mer Custo ts en Paym 00000 00000 999 99 09999
DZ
Customer Payment
Items Customer G/L
KR
Original Documents
r Vendo es Invoic 0000 100000 999 9 199999
0000123456
R/3 Documents
Vendor Invoice No. 1112
1000234567 Ref. No. 1112 Items Vendor G/L
KR
SAP AG 1999
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
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SA
om e r Cust nts e Paym
n c c ou G / L a gs in Post
t
or Vend nts e Paym
KN
ral Gene ents m Docu
KZ
KG
KR
or Vend s ce I nv oi
or Vend it Cred s o Mem
DZ
om e r Cust it Cred os M em
AB
om e r Cust s ce Invoi
DG
DR
Important Standard Document Types
t or ne Vend s ce i nv oi e di t r and c s o me m
SAP AG 1999
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
types:
R/3 billing system, the standard system uses the document
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
© SAP AG
program uses the document type ZP for its automatic postings.
AC200
4-9
Document Number Ranges 9999999999
02
9000000000 8000000000 7000000000
external numbering current numbers 01
6000000000
internal numbering defined until fiscal year in the future
5000000000 4000000000
SB 01
current numbers
3000000000
00
2000000000 1000000000 0000000000
EX 02
1998
1999
2000
2001...
internal numbering defined per fiscal year
DR 00
SAP AG 1999
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
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RFNUM00, you can find the gaps in the document number assignment.
AC200
4-10
Line Items: Objectives
At the conclusion of this topic, you will be able to: z Describe the control functions of posting keys z Explain how the field status of a line item’s fields is influenced.
SAP AG 1999
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AC200
4-11
Functions of the Posting Keys (1)
Detail view
The posting key has control functions within the line items.
Account Line Item 1 / BS Amount Tax Code Additional Details Business Area Cost Center Text ...
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AC200
4-12
Functions of the Posting Keys (2)
Detail view Account
The Posting Key has control functions within the line items. It controls:
1. S, D, K, A, M ?
Line Item 1 / BS Amount Tax Code
1. To which type of account the line item can be posted to
Additional Details Business Area Cost Center Text ...
SAP AG 1999
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AC200
4-13
Functions of the Posting Keys (3)
The Posting Key has control functions within the line items. It controls:
Detail view Account
1. S, D, K, A, M ?
Line Item 1 / PK Amount 2. debit, Tax Code credit ?
1. To which type of account the line item can be posted to
Additional Details Business Area Cost Center Text ...
2. if the item is posted as a debit or credit
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AC200
4-14
Functions of the Posting Keys (4)
Detail view Account
The Posting Key has control functions within the line items. It controls:
1. S, D, K, A, M ?
Line Item 1 / PK Amount 2. debit, Tax Code credit ?
1. on which type of account the line item can be posted to
Additional Details Business Area Cost Center 3. Field Status ? Text ...
2. if the item is posted as a debit or credit 3. the field status of additional details
SAP AG 1999
Like In
document types, posting keys are defined at the client level.
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.
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AC200
4-15
Field Status within a FI-Document
The field status within a FI-document is controlled by three factors... z the account type z the field status of the posting key z the field status of the account
SAP AG 1999
The text
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above only applies to the standard entry functions not for special or fast entry functions.
AC200
4-16
Document Field Status (1)
Field no relevant for postings on accounts of this type?
suppress
yes
SAP AG 1999
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AC200
4-17
Document Field Status (2) Field no relevant for postings on accounts of this type?
PK ...
suppress
Posted with which posting key? yes
PK ...
Po de stin g sta pend ke tus en yt fi e ld
?
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© SAP AG
AC200
4-18
Document Field Status (3) Field no relevant for postings on accounts of this type?
suppress
Posted with which Posted on posting key? which account? yes
PK ...
Account
PK ...
Priority
Po de stin g sta pend ke tus en yt fi e ld
?
tun ent o s d c Ac pen tatu de ld s fie
SAP AG 1999
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.
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AC200
4-19
Field Status Groups Field Status
Groups
Cash Accounts Text: Required Cost Center: Sup. Allocation: Opt.
G001
Expense Account Text: Optional Cost Center: Req. Allocation: Opt.
G002
Variant
0001
.. .
Comp. Code
GR01 GR02 GR03
.
...
General Accts. Revenue Accts. . . . Material Accts. . . Text: Optional …
G003 GR04 GR05
:.
Account number 8090 Document Account numberEntry 1222 Control Field Status Group G001 Document Account numberEntry 1111 Control Field Status Group G001 Document Entry Control Field Status Group G001
SAP AG 1999
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” Field
are grouped into field status groups for each category of general ledger accounts.
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.
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AC200
4-20
Standard Posting Keys
Customers 11 12 13 14 15 16 17 18 19
01 02 03 04 05 06 07 08 09
Assets 70
75
Vendors 21 22 23 24 25 26 27 28 29
31 32 33 34 35 36 37 38 39
Materials 89
G/L 40 80 81 83 84 85 86
50 90 91 93 94 95 96
For G/L-Postings out of Materials Management
99
SAP AG 1999
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.
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AC200
4-21
Posting Periods: Objectives
At the conclusion of this topic, you will be able to: z Open and close posting periods for one or several company codes z Describe how certain account types can be open and closed differently
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AC200
4-22
Posting Periods
Open posting periods during the fiscal year
Open posting periods during the closing procedure open
12
01
11
13
16
04
01
11
05
02
en
09
12
op
03
en op
07 06
15
02
10
08
14
10
03
09
04
08
07 06
05
SAP AG 1999
Posting periods To
are defined in the fiscal year variant.
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
postings.
of financial closing, some special periods may also be open for closing
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.
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AC200
4-23
The Posting Period Variant
Posting Period Variant
Company Code 1000
Company Code 2000
Company Code 3000
Company Code 4000
SAP AG 1999
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.
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AC200
4-24
Period Checks per Account Type
Account Types
FI-Document Document Header Items 001 PK 002 PK . . . .
. .
From Acct
To Acct
+
S, D, K, A, or M
ZZZZZZZZZ
S, D, K, A, or M
ZZZZZZZZZ
General ledger accounts
SAP AG 1999
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.
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AC200
4-25
Two Period Ranges
Open posting periods during the closing procedure Range 1
open 13
14
01
11
16 en op
12
15
02
10
03
09
04
08
07 06
Range 2
Optional: Authorization group restricts posting authorization to special users
05
SAP AG 1999
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
4-26
Determining the Posting Period when Posting Entry
Transaction
Balance
Invoice
Basic data Payment
Tax
Vendor Invoice date
06.11.2000
Posting date
12.11.2000
Detail
Note
Vendor##
Doc.type
KR
Reference
System calculates
Display of the transaction figures of the account per period SAP AG 1999
Accounting document Doc.type............. KR Period................. 11 Fiscal year.......... 2000 Balance display Period ... 10 11 12 ...
2000
Debit
Credit
0.00 0.00 2,412.00 15,411.00 0.00 0.00
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.
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AC200
4-27
Posting Authorizations: Objectives
At the conclusion of this topic, you will be able to: z Control the amounts that special groups of accounting clerks are allowed to post
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© SAP AG
AC200
4-28
Maximum Amounts
The maximum amounts are defined per company code in “tolerance groups.” This is also where the processing of payment differences is controlled. Group Company Code Currency Upper limits for posting procedures Amount per document Amount per open item account item Cash discount per line item Permitted payment differences ...
SAP AG 1999
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
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the company code currency.
AC200
4-29
Assigning Posting Authorizations
Group Company Code Currency Accounting clerks
Upper limits for posting procedures Low limits
Group Company Code Currency
Chief accountant
Boss
Upper limits for posting procedures Higher limits
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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
employees.
group “____” contains values which are to be valid for the largest group of
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.
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AC200
4-30
Basic FI Documents: Objectives
At the conclusion of this topic, you will be able to: z Post basic FI documents
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© SAP AG
AC200
4-31
Basic R/3 FI Postings z G/L account postings
Bank
Cash 5000
z Vendor invoices and credit memos postings
1
5000
Expense
Vendor
1 100000 1000 2
2 1100 110000 1
2
Input tax 1 10000
100
2 Sales
Customer
z Customer invoices and credit memo postings
1
1 220000 5500 2
2 5000 200000 1
2
Output tax 2
500 20000 1
SAP AG 1999
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
4-32
Basic FI Posting: Header and 1st Line Item Transaction
Invoice
Basic Data Payment
Tax
Details
Customer Invoice date
06.06.2000
Posting date
06.06.2000
Notes
Customer:
Account #
Reference Amount Tax Amount
5 000
Doc. type
DR
USD
Isis T. Greaca 230 Sterling Ave Chicago IL 60610 United States
I0 AP Tax Exempt Bank Account: 994885992
Text Company Code IDES Company Code
SAP AG 1999
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
that are not displayed.
are in the foreground on a tab page. Less often used fields are on the tab pages
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
4-33
Basic FI Posting: Additional Line Items Transaction
Invoice
Basic Data Payment
Tax
Details
Customer Invoice date
06.06.2000
Posting date
06.06.2000
Notes
Customer:
Account #
Doc. type
DR
230 Sterling Ave Chicago IL 60610 United States
Reference Amount
5 000
USD
Tax Amount Text
I0 AP Tax Exempt Bank Account: 994885992
Company Code IDES Company Code
G/L Acct.
Short Text
475000
Isis T. Greaca
Expense Acct
D/C Debit
Doc. Curr. Amt
Tax Code...
5 000
I0
Debit Debit ... SAP AG 1999
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.
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AC200
4-34
Document Control: Summary
z The document type controls the header which is valid for an entire document. z The posting key controls the line item. z The posting period variant controls whether or not it is possible to post to a given period or periods within either a single company code or a group of company codes. z Tolerance groups contain limits for amounts and discounts up to which accountants are authorized to post.
SAP AG 1999
© SAP AG
AC200
4-35
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
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How many number ranges can be assigned to a document type at one time? _________________ AC200
4-36
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
© SAP AG
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.
AC200
4-37
Document Control Exercises Unit: Document Control Topic: Line Items In these exercises you will: • 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
2-4
In the following scenarios, state how the text field will be treated on the document entry screen: Posting Key
Field Status Group
2-3-1
Text Suppressed
Text Optional
2-3-2
Text Optional
Text Required
2-3-3
Text Required
Text Suppressed
Document entry screen
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. _______________
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AC200
4-38
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.
© SAP AG
•
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.
AC200
4-39
Document Control Exercises Unit: Document Control Topic: Posting Periods In these exercises you will: • 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. ______________
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AC200
4-40
Document Control Exercises Unit: Document Control Topic: Posting Authorizations In these exercises you will: • 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
4-41
Document Control Exercises Unit: Document Control Topic: Basic FI documents
In these exercises you will: • 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. Note the document number on your data sheet.
© SAP AG
AC200
4-42
Select the Worklist Off pushbutton to have the journal entry fill the entire screen.
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. Note the document number on your data sheet.
Select the Worklist Off pushbutton to have the journal entry fill the entire screen.
5-5
Customer credit memo Post a credit memo of 5 500 units course currency to the customer account you created earlier.
Note the document number on your data sheet.
Select the Worklist Off pushbutton to have the journal entry fill the entire screen.
5-6
© SAP AG
Display your customer’ s and/or vendor’ s line items to review the postings you have made.
AC200
4-43
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:
© SAP AG
•
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
AC200
4-44
Check definition of number ranges: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Number Ranges o Define Document Number Ranges Field Name or Data Type
Values
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 Field Name or Data Type
Values
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 Field Name or Data Type
Values
Company Code
GR##
Interval o Change Edit o Insert Interval
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Field Name or Data Type
Values
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: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Header o Define Document Types Edit o New Entries Field Name or Data Type
Values
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: Field Name or Data Type
Values
Description
Authrzd expenses ##
Select Save. Checklist
© SAP AG
You have just created a new document number range and document type. You have assigned a number range to your document type.
AC200
4-46
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..
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Under the Dialog Structure, drill down on Field status groups. Select G001. Edit o Copy as... Overtype the following data: Field Name or Data Type
Values
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." Field Name or Data Type
Values
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 Or transaction code: FS00 Field Name or Data Type
Values
G/L account
AE02##
Company code
GR##
G/L account -> Change Select the Create/bank/interest Tab. Field Name or Data Type
Values
Field status gp
FS##
Select Save. Checklist
© SAP AG
You have created a new field status group and assigned it to your Entertainment Expense account.
AC200
4-48
Document Control Solutions 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 Field Name or Data Type
Values
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 Field Name or Data Type
Values
1st line
© SAP AG
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
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Field Name or Data Type
Values
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
Field Name or Data Type
Values
3rd line Var.
PP##
A
K
From acct
Blank
To account
ZZZZZZZZZZ
From per.1
Current month
Year
Current year
To period
Current month
Year
Current year
Field Name or Data Type
Values
4th line Var.
PP##
A
S
From acct
Blank
To account
ZZZZZZZZZZ
From per.1
Current month
Year
Current year
To period
Current month
Year
Current year
Select Save. A different option ... To copy from an existing interval: © SAP AG
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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: Field Name or Data Type
Values
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 Field Name or Data Type
Values
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.
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Document Control Solutions 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##. Field Name or Data Type
Values
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: Field Name or Data Type
Values
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
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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 Field Name or Data Type
Values
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
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Document Control Solutions 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.
Select the Worklist Off pushbutton to have the journal entry fill the entire screen.
Field Name or Data Type
Values
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
Doc. currency amount
5 000
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
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5-2
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. Select the Worklist Off pushbutton to have the journal entry fill the entire screen.
Field Name or Data Type
Values
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)
Posting date
current date
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 Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: _________________
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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: _________________
5-4
Customer invoice Easy Access Menu: Accounting o Financial Accounting o Accounts Receivable o Document entry o Invoice If prompted, enter your Company code, GR##, then select Enter.
Select the Worklist Off pushbutton to have the journal entry fill the entire screen.
Field Name or Data Type
Values
Basic data Customer
Your customer
Invoice date
Current date
Posting date
Current date
Amount
220 000
Currency
Company code currency
Calculate tax
√
Tax Code
1O (Output tax (training) 10%)
Items G/L acct
Revenue account listed on the data sheet
D/C
Credit
Doc. currency amount
220 000
Tax
1O (Output tax (training) 10%)
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: _________________ 5-5
Customer credit memo Easy Access Menu: Accounting o Financial Accounting o Accounts Receivable o Document entry o Credit memo
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If prompted, enter your Company code, GR##, then Select Enter.
Select the Worklist Off pushbutton to have the journal entry fill the entire screen.
Field Name or Data Type
Values
Basic data Customer
your customer
Document date
Current date
Posting date
Current date
Amount
5500
Currency
Company code currency
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 Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: _________________
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 Field Name or Data Type
Values
Customer or Vendor Account
Enter your customer or vendor number
Company code
GR##
Select Execute. © SAP AG
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Checklist
© SAP AG
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.
AC200
4-58
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 1999
© SAP AG
AC200
5-1
Posting Control: Objectives At the conclusion of this unit, you will be able to: z Set default values z Discuss rules governing changes to documents z Outline the structure of taxes z Configure payment terms and automatic discount postings z Configure and post cross-company code transactions z Perform document reversal
SAP AG 1999
© SAP AG
AC200
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Posting Control: Business Scenario
z The users do not wish to duplicate data capture and require the system to provide data defaults. z The internal auditors require control of the changing of posted documents. z Tax is charged on transactions and system settings in the system must be investigated. z A foreign subsidiary is planned and exchange rate controls and inter-company postings must be provided for.
SAP AG 1999
© SAP AG
AC200
5-3
Default Values: Objectives
At the conclusion of this topic, you will be able to: z Set and describe user default values z Identify system and accounting function defaults
SAP AG 1999
© SAP AG
AC200
5-4
User Defaults
User master
Parameter IDs
Language: EN, DE, FR, ES, IT, AF, ...
DD.MM.YYYY or MM/DD/YYYY
Date format Output device 12,34 or 12.34
?
Decimal display
Itm PK Acct Amt
Text
Document display SAP AG 1999
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:
yDocument entry: users can “hide” fields that may not be relevant for their jobs like foreign currency or cross company code transactions. yDocument display: users can set different display options when querying documents. yOpen 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
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System and Accounting Defaults
When entering a vendor invoice Debit
KR
31
Credit Dec. Jan. 12 01 Nov. Feb. 02 11 Oct. 10 03 Mar 09 04 Sept. 08 Apr. 05 Aug. 07 06 May July June
£
Allow fiscal year default
Maximum exchange rate difference
SAP AG 1999
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
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Document Change Rules: Objectives
At the conclusion of this topic, you will be able to: z Discuss the rules governing changes to documents z Change documents z Analyze changes to documents
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© SAP AG
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Changing Documents
Doc. hdr
Fields that can be changed in the header (if desired)
Document no. Company code Doc. Date Posting date Currency ... ..
Document header text
Fiscal year Period ...
Reference
Account Item 1 / Invoice / 31 Amount Tax ID
Fields that can be change in the line items (if desired)
Additional information Business area Cost center
Such as payment terms, text, assignment
SAP AG 1999
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.
yDocument header: only the reference number and text fields can be changed yLine 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:
yThe field that was changed yThe new and old values yThe user who made the change yThe time and date of the change
© SAP AG
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Document Change Rules Different document change rules based on: Account type: A, D, K, M, S Special G/L transactions: Down payment, Down payment requests, . . . Company code
Prerequisites for field changes: Posting period open Line item not cleared
Account
Posting as debit / posting as credit No invoice-related credit memo No credit memo from down payment
1
1000 1000
2
Cr. memo ZB 0003 Invoice relation / /
SAP AG 1999
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
5-9
Payment Terms and Discounts: Objectives
At the conclusion of this topic, you will be able to: z Configure a payment term z Configure automatic discount postings
SAP AG 1999
© SAP AG
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Payment Terms
Company
M
The payment terms are used to define:
Invoice
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
SAP AG 1999
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 In
terms enable the system to calculate a cash discount and invoice due date.
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
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Payment Terms in Invoices
A AA
Delivery and payment terms Payment Terms 0001
Payment Data Payment Terms
Conditions Payment Terms
0001
0001
Outgoing Inv. SD
FI
MM
Payment terms 0001
Invoice Payment terms 0001
Incoming. Inv. Payment terms 0001
SAP AG 1999
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
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Payment Terms in Credit Memos Invoice
Invoicerelated Credit Memos, subsequent invoices Document invoice number
Cred. M., sub. Inv. Payment terms 0003 Invoice Reference 12345678 / 20xx / 10
Payment terms
!
0002
Data was copied
Line item Fiscal year of invoice Cred. M., sub. Inv.
Other Credit Memos
1900000009
Cred. M., sub. Inv.
0003 Payment terms Invoice Reference / /
Payment terms 0003 Invoice Reference / V /
Payment terms are not valid - due at baseline date
Payment term is valid
SAP AG 1999
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
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Payment Terms: Basic Data Company code
M
Invoice
General
z
Day limit
z
Description
Pmnt terms 0009 Day limit 15
Pmnt terms 0009 Day limit 31
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:
z
Acct type
2% cash discount until the end of the next month Until the end of the second month without a discount
Customer
Vendor
SAP AG 1999
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
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Payment Terms: Payment Control
Payment control
z
Block key
Blocked
z
Payment method
SAP AG 1999
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.
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Baseline Date
BASELINE DATE Default baseline date Calculation of baseline date Calculation Payment terms: 0001 Default for baseline date No default Document date Posting date Entry date
Fixed day: 01
MM.01.YYYY
MM.DD.YYYY Additional months: 1
MM+1.DD.YYYY
SAP AG 1999
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.
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Cash Discount
CASH DISCOUNT Discount percentage rates Discount periods
45 days
Number of days (or calculation)
30 days 14 days 3% Baseline Date
Discount 1
Overdue
0%
2% Discount 2
Due net
date
Cash discount
SAP AG 1999
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
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Day Limits
Invoice Baseline date Payment terms
0001
Baseline date d day limit 1 of 0001
0001/day limit 1
Baseline date d day limit 2 of 0001
0001/day limit 2
Different payment terms
SAP AG 1999
Day
limits allow date dependent payment terms.
Several
limit.
versions of a payment term’s key can be defined with each version having a different day
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 twopart 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
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Payment Installments Payment installments
z Installment number z Percentage
z Payment terms for installments Installments Payment terms: R001 Payment terms
Holdback/Retainage
R001 1
40%
ZR01
R001 1
30%
ZR02
R001 1
30%
ZR03
Payment terms for installments
First payment due within 15 days 2nd payment due within 30 days 3rd rate due within 45 days Time
SAP AG 1999
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
term.
above function automatically by using a holdback/retainage payment
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
© SAP AG
will have payment terms as defined by the installment plan.
AC200
5-19
The Cash Discount Base Amount
Invoice Items 001 Customer/Vendor Account 002 G/L Account line item 1 003 G/L Account line item 2 004 Fixed Assets 1 005 Fixed Assets 2 ¦ Net Cash Discount Base 006 Taxes ¦ Gross Cash Discount Base
SAP AG 1999
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
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Posting Cash Discounts - Gross Procedure
Accounts Receivable Revenue
Customer 1
1000
1000
1000
2
Cash Discount granted 2
1
Incoming Payments
30
2
970
Accounts Payable Expense
Vendor 2
1000
1000
1
1
Cash Discount taken 30
1000
Outgoing Payments 970
2
2
SAP AG 1999
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
© SAP AG
for “cash discount granted” or “cash discount taken” are defined in configuration.
AC200
5-21
Vendor Net Procedure - Payment
Paying within the Cash Discount Period Expense
Vendor 2
1000
1000
1
Cash Discount Clearing 1
30 30
1
Lost Cash Discount
970
Outgoing Payments 970
2
Paying after Cash Discount Deadline Expense
Vendor 2
1000
1000
1
Cash Discount Clearing 1
30 30
1
Lost Cash Discount
970
2
Outgoing Payments 980
2
2
10
1 Posted with net document type
SAP AG 1999
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
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discount clearing account must be managed on an open item basis.
AC200
5-22
Taxes: Objectives
At the conclusion of this topic, you will be able to: z Outline the structure of taxes z Create tax codes and configure tax accounts z Note: You will not learn the handling and configuration of tax reporting and withholding tax. These topics are taught in the course AC205 Financial closing and the AC260 respectively.
SAP AG 1999
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AC200
5-23
Taxes When posting an invoice SAP allows for: Taxes to be levied on the invoice amount as z Value-added tax
z Tax on Purchases z Additional tax
z Withholding tax with the provision for two taxation types: z Federal/country level z State/jurisdictional level
SAP AG 1999
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
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use taxes are typical examples of taxes below federal level.
AC200
5-24
Tax Assistance
Company
The system provides assistance with:
M M
Calculating tax amounts
Invoice
Posting to specified G/L accounts Performing tax adjustments Tax reporting
And the system determines taxes from: A base amount which has a cash discount included or excluded A tax code to validate or calculate the tax amount
SAP AG 1999
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.
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AC200
5-25
Value - Added Tax
Prior tax (Input tax) Vendors
Turnover tax (Output tax)
I
O
Customers
VAT
I : Tax receivables O: Tax liabilities
Tax Authority SAP AG 1999
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.
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AC200
5-26
Tax on Purchases - Sales Tax
Customer
Vendor collects sales tax Revenues
Vendor
Customer
Sales tax (Output tax)
Expense
Use tax (Input tax) Tax Authority of customer’s jurisdiction
SAP AG 1999
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.
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AC200
5-27
Taxes on Purchases - Use Tax
Vendor does not collect sales tax Revenues
Customer performs self assessment Vendor
Customer
Sales tax (Output tax)
Expense
Use tax (Input tax) Tax Authority of jurisdiction where goods are consumed
SAP AG 1999
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.
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AC200
5-28
Tax Procedure for Calculations
Tax Procedure Account key
Step
Condition
Tax type
From Step
100
BASB
Base amount
000
110
MWAS
Output tax
100
MWS
120
MWVS
Input tax
100
VST
nnn
xxxx
Any other tax
nnn
xxx
Tax accounts
Condition types
G/L accounts assigned per rules
Tax calculation rules SAP AG 1999
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 The “base
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are tax calculations that are valid for the country.
amount” is an expense or revenue item.
AC200
5-29
Jurisdiction Codes
State code County code City code Sub-city code e.g.
e.g.
e.g.
e.g.
2
3
4
1
Tax Procedure
25 022 1105 1 SAP AG 1999
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
level.
posting taxes with a jurisdiction code, the taxes may be entered per jurisdiction code or per tax
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AC200
5-30
Tax Code
The tax code is used to: verify the amount of tax calculate the amount of tax calculate additional tax portion
Tax code
verify the tax type determine the G/L account
A0 V0 0O 0I 0I
show tax correctly on tax forms
State
SAP AG 1999
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.
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AC200
5-31
Tax Rates
Tax code A0 V0 0O 0I 0I
Tax type
Account key
Rate
Base amount
Level
Fr. Level
Condition
100
0
BASB
110
100
MWAS
Output tax
MWS
Input tax
VST
120
100
MWVS
Any other tax
xxx
nnn
nnn
xxxx
16.000
SAP AG 1999
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.
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AC200
5-32
Tax Postings z Posting as separate line item (standard case) Vendor
Expense
Input tax
z Distribute to relevant expense/revenue items (process NVV for sales tax payables or other non-deductible input taxes) Vendor
Expense
Input tax
SAP AG 1999
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 nondeductible input taxes.
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AC200
5-33
Automatic Tax Account Assignment Account key Output tax
MWS
Input tax
VST
Chart of accounts INT Chart of accounts: INT Account key: MWS Account: RULES
“Tax accrual” POSTING KEYS Posting key
Accounts are determined based on
Debit Credit
Debit/Credit Tax Code
: 40 : 50
SAP AG 1999
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.
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AC200
5-34
Tax Accounts
Tax accounts
+ Tax category:
Output tax account
Post automatically only
9
SAP AG 1999
Tax accounts, i.e. accounts which
for output taxes
contain tax items, are defined by entering either
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
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automatically only” should be set to avoid manual tax postings.
AC200
5-35
Other G/L Accounts
Other G/L accounts
Tax category: not tax-relevant -
only postings with input tax codes
+
only postings with output tax codes all tax codes allowed
*
XX predefined tax code
SAP AG 1999
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.
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AC200
5-36
EU Single Market - VAT Processing
Output Tax 0%
Output Tax 0%
Non-EU country
Acquisition Tax = Input Tax
Import Tax = Input Tax
SAP AG 1999
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
countries:
have been replaced by more extensive reporting for deliveries between companies in EU
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.
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AC200
5-37
Acquisition Tax Codes
Tax
Vendor
Expense
ID A0 V0 0O 0I 0I
Acquisition input tax
Acquisition output tax
SAP AG 1999
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.
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AC200
5-38
Cross-Company Code Transactions: Objectives
At the conclusion of this topic, you will be able to:
z Understand the process of cross-company code transactions z Post cross-company code transactions
SAP AG 1999
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AC200
5-39
Cross-Company Code Transaction (1)
Company Code 1000
Document
Company Code 2000
Items
Account 1
D Account 1 C Account 2
Account 2 1000
1000
SAP AG 1999
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AC200
5-40
Cross-Company Code Transaction (2)
Company Code 1000
Document
Company Code 2000
Items
Account 1
D Account 1 C Account 2
Account 2 1000
1000 Document Items
D Account 1 C Clearing 2000
Cross-Company Code Transaction
Document Items
D Account 2 C Clearing 1000
2 Documents 1 cross-company code number
Clearing CC 2000
Clearing CC 1000
1000
1000
SAP AG 1999
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 crosscompany code transaction number.
Using program RFBVOR00,
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you can display cross-company code transactions.
AC200
5-41
Example: Central Procurement
Posting CC 1000
Posting CC 2000
Cross company code transaction no. no. 1500000010 1000 XX Document no. 1500000010
Document no. 2000000030
Vendor 110 Expense 80
Expense 20
Input tax 10 CC2000 20
CC1000 20
SAP AG 1999
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.
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AC200
5-42
Clearing Accounts
COMPANY CODE 1000
COMPANY CODE 2000
Posted in 1000
Posted in 2000
Cleared against 2000
Cleared against 1000
Receivable 194002
Receivable
Payable 194002
194001
Payable 194001
SAP AG 1999
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
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keys must be assigned to the clearing accounts to identify their account types.
AC200
5-43
Cross-Company Code Document Number Beleg
Posten
S Konto 1 H Konto 2
Cross-Company Code Transaction Number
1500000010
1000
Document Number in CC 1000
1500000010 Document Number
1000 First company code
Document Number in CC 2000
2000000030 Document Number
2000 Subsequent company codes
YYYY
SAP AG 1999
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.
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AC200
5-44
Document Reversal: Objectives
At the conclusion of this topic, you will be able to: z Perform and influence document reversal
SAP AG 1999
© SAP AG
AC200
5-45
Reversing Documents Document
Items
D Account 1 C Account 2
Account 1 Company
M
2,050
Document
Account 2 2,050
2,500
Account 1 Company
z Document entered incorrectly
M
z Document corrected by Reversal
2,050
Document
Reverse with a standard reversal posting
Account 2 2,050
2,500
Reverse with a negative posting
Account 1 Company
M
2,500
Document
Account 2
z Document re-entered correctly
2,500
2,500 SAP AG 1999
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 A
function to reverse G/L, A/R and A/P documents both individually or in mass.
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
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with cleared items cannot be reversed. The document must first be reset.
AC200
5-46
Standard Reversal Postings, Negative Postings Beleg
Posten
S Konto 1 H Konto 2
z Standard reversal posting Incorrect posting Account 1 2050 2050
Account 1 2050
2050
2050
2050
2050
2050
2050
2050
0
Account 2
z Negative posting
2050 0
Account 2
2050
Account 1 2050
2050
Account 2 2050
2050 -2050 0
2050 2050 -2050
0
0
0
SAP AG 1999
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.
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AC200
5-47
Posting Control: Summary
z Default values can be set to assist with data capture. z Change rules govern the changing of processed documents. z Payment terms influence cash discounts and control when an item is due. z Taxes, cash discounts, exchange rate differences, and company code clearing are posted automatically. These automatic postings can be configured. z Incorrect documents can be reversed by a standard reversal posting or a negative posting.
SAP AG 1999
© SAP AG
AC200
5-48
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%.
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AC200
5-49
Posting Control Exercises Unit: Posting Control Topic: Document Change Rules
In this exercise you will • 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"
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AC200
5-50
Posting Control Exercises 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 © SAP AG
‘Payment terms’ is a field in the _________________and _________________segment of the customer master record. AC200
5-51
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? ________________________________________________________________
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AC200
5-52
Posting Control Exercises Unit: Posting Control Topic: Taxes At the conclusion of this exercise, you will be able to: • 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. Note the document number on your data sheet.
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AC200
5-53
Posting Control Exercises Unit: Posting Control Topic: Cross-company code transactions At the conclusion of this exercise, you will be able to: • 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
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Create cross-company clearing accounts and configure the automatic postings for the cross-company postings. AC200
5-54
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 crosscompany invoice to record the invoice on your company code and record the expense on the instructor’ s company code. Record your document number(s). Select the Worklist Off pushbutton to have the journal entry fill the entire screen. Use the horizontal scroll bars if you don’ t see all of the fields that you need.
5-6
© SAP AG
View your cross-company document.
AC200
5-55
Posting Control Exercises Unit: Posting Control Topic: Document Reversal In this exercise you will: • 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
5-56
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. Field Name or Data Type
Values
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 Field Name or Data Type
Values
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 Field Name or Data Type
Values
CoCd
GR##
Max. exch. rate diff. Enter
5%
Select Save.
© SAP AG
AC200
5-57
Checklist
© SAP AG
You have just set system defaults that will impact transactions going forward.
AC200
5-58
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 Field Name or Data Type
Values
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 or Data Type
Values
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
5-59
Field Name or Data Type
Values
Field name
BSEG-ZUONR
Account type
D
Transaction type
BLANK
Company code
GR##
Field is modifiable
BLANK
Select Enter. Highlight the rule you just created.
Edit o Copy as…
Field Name or Data Type
Values
Field name
BSEG-ZUONR
Account type
K
Transaction type
BLANK
Company code
GR##
Field is modifiable
BLANK
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 Field Name or Data Type
Values
Document number
From previous unit
Company code
GR##
Fiscal year
current year
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
5-60
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… Field Name or Data Type
Values
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
© SAP AG
Enter payment term in vendor master record.
Easy Access Menu: Accounting o Financial accounting o Accounts Payable o Master Records o Change AC200
5-61
Field Name or Data Type
Values
Vendor
Your vendor
Company code
GR##
Company code data Payment transactions
√
Select Enter. Field Name or Data Type
Values
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. Field Name or Data Type
Values
Basic data Vendor
your vendor
Invoice date
current date
Posting date
current date
Amount
50 000
Currency
course currency
Calculate tax
√
Tax code
I0
Items G/L acct
AE01##
D/C
Debit
Doc. currency amount
50 000
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
5-62
Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: _________________
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
5-63
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 Field Name or Data Type
Values
Country
course country
Select Enter. Field Name or Data Type
Values
Tax code
##
Select Enter. Field Name or Data Type
Values
Tax code
##
Description
output tax 20%
Tax type
A
Check
√
Select Enter.
© SAP AG
Field Name or Data Type
Values
Tax type
Output Tax
AccKy
MWS
Tax percent. rate
20% AC200
5-64
Assign a tax account. Select the Tax accounts push button. Field Name or Data Type
Values
Chart of accounts
C##
Select Enter. Field Name or Data Type
Values
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
Field Name or Data Type
Values
Country
Course country Select Enter.
Field Name or Data Type
Values
Tax code
##
Jurisdict. Code
Listed on the data sheet
Select Enter. Field Name or Data Type
Values
Tax code
##
Description
Sales tax 5%
Tax type
A
Check
√ Select Enter.
© SAP AG
Field Name or Data Type
Values
Tax type
A/R Sales tax 3
AccKy
MW3
Tax percent. rate
5
AC200
5-65
Assign a tax account: Select the Tax accounts push button. Field Name or Data Type
Values
Chart of accounts
C##
Select Enter. Field Name or Data Type
Values
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
Field Name or Data Type
Values
Country key
Course country
Select Enter. Select New Entries… Field Name or Data Type
Values
Tax
##
Transaction
Outgoing invoices in Financial Accounting
Select Save.
© SAP AG
AC200
5-66
4-4
Customer invoice
Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Invoice Field Name or Data Type
Values
Basic data Customer
Your customer
Invoice date
Current date
Posting date
Current date
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
Doc. currency amount
300 000
Tax jurisdiction code
jurisdiction code of tax
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: _________________
Checklist
© SAP AG
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.
AC200
5-67
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 oIndividual processing oCentrally Or transaction code: FS00 Field Name or Data Type
Values
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
5-68
Field Name or Data Type
Values
Short text
My clearing account
Long text
My cross-company clearing account
Select the Create/bank/interest tab. Field Name or Data Type
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: Field Name or Data Type
Values
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 Field Name or Data Type
Values
Receivable Debit posting key
40
Account debit
Your clearing account
Payable
© SAP AG
Credit posting key
50
Account credit
Your clearing account
AC200
5-69
In the section “Posted in the instructor’s company code…”, enter the following information Field Name or Data Type
Values
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 Field Name or Data Type
Values
Basic data Vendor
Your vendor number
Invoice date
Current date
Posting date
Current date
Amount
50 000
Currency/rate
Course currency
Calculate tax
√
Tax ID
1I (10% Input tax)
Items G/L acct
Listed on the data sheet
D/C
Debit
Doc. currency amount
50 000
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. Select Post to save your document. Document number: _________________
© SAP AG
AC200
5-70
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,
♦
© SAP AG
you posted an intercompany document.
AC200
5-71
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 Field Name or Data Type
Values
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 If prompted, enter your Company code, GR##, then select Enter.
Select the Worklist Off pushbutton to have the journal entry fill the entire screen.
© SAP AG
AC200
5-72
Field Name or Data Type
Values
Basic data Doc. Date
current date
Posting date
current date
First item G/L acct
AE02##
D/C
Debit
Doc. currency amount
15 000
Tax Code
Listed on the data sheet
Jurisdiction Code
Listed on the data sheet
Text
Negative posting test
Second item G/L acct
113101
D/C
Credit
Doc. currency amount
15 000
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: _________________ 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 Field Name or Data Type
Values
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
5-73
Verify if the document type allows for negative postings: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Header o Define Document Types 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 Field Name or Data Type
Values
Document no.
noted number of the G/L document
Company code
GR##
Fiscal year
current year
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. Select Post to save your document. Document number: _________________ Check the balance on the account:
Easy Access Menu: Accounting o Financial accounting o General Ledger o Accounto Display Balances Field Name or Data Type
Values
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
5-74
Checklist
© SAP AG
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.
AC200
5-75
List Viewer and Table Control
z SAP List Viewer z Table Control
SAP AG 1999
© SAP AG
AC200
6-1
SAP List Viewer and Table Control: Unit Objectives
At the end of this unit, you will be able to: z Explain the term SAP List Viewer z Use the functions of the SAP List Viewers based on the example of customer line items z Define your own views of tables using table controls
SAP AG 1999
© SAP AG
AC200
6-2
Business Scenario
z The CFO want to know how lists in the SAP System can be set up to same a uniform appearance z The CFO would also like to learn more about the table control functions
SAP AG 1999
© SAP AG
AC200
6-3
SAP List Viewer: Customer Line Item List
Customer Line item List Customer Line Item List
Customer Name
100056 Customer Group AC200-##
Location
Nashville
St Assignment 1600000046 1800000012 1800000016
1400000012 1800054102 1400000002 180001324
Doc. no.
Type Doc.date
160000046 DG 180000012 DR 180000016 DR
1400000012 1800005412 1400000002 180001324
DZ DR DZ DR
S
Due date Amount in LC
13.02.2000 06.04.2000 12.05.2000
2000100000 50000
12.05.1999 12.03.1999 15.01.1999 15.12.1998
50000 50000 60000 60000
Loc.curr.
Clear.doc.
Text
EUR EUR EUR
EUR EUR EUR EUR
1400000012 1400000012 1400000002 1400000002
SAP AG 1999
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 In
the List Viewer, you can display simple as well as hierarchical lists sequentially.
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
6-4
SAP List Viewer: Functions
Customer Line Item List Customer Line Item List
Customer Name
100056 Customer group AC200-##
Location
Nashville
St Assignment
Doc.no.
Type Doc.date
1600000046 1800000012 1800000016
160000046 DG 180000012 DR 180000016 DR
1400000012 1800054102 1400000002 180001324
1400000012 DZ 1800005412 DR 1400000002 DZ 180001324 DR
S
Due date
13.02.2000 06.04.2000 12.05.2000
Amount in LC 2000100000 50000
12.05.1999 12.03.1999 15.01.1999 15.12.1998
50000 50000 60000 60000
LCurr.
Clear.doc.
Text
EUR EUR EUR
EUR EUR EUR EUR
1400000012 1400000012 1400000002 1400000002
SAP AG 1999
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
6-5
SAP List Viewer: Display Variants and Fields
Customer Line Item List Customer Line Item List
Customer Name
100056 Customer Group AC200-## Change Layout Nashville
Location
Column selection St Assignment 1600000046 1800000012 1800000016
1400000012 1800054102 1400000002 180001324
Document no.. Art
Sort Belegdatum S
ColumnDG selection 160000046 13.02.2000 180000012 DR 06.04.2000 Symbol 180000016 DR open/clrd 12.05.2000
Assignment Doc.number 1400000012 DZ 12.05.1999 Doc.type 1800005412 DR Doc.date 12.03.1999 1400000002 DZ 15.01.1999
…
180001324 DR
Filter Fälligkeit Betrag in HW
Lcurr.
Columns 2000- available EUR EUR Net 100000 due date 50000 EUR Clearing date Payment date Doc.currency 50000 EUR
...
15.12.1998
50000 60000 60000
EUR EUR EUR
Clear.doc.
Text
1400000012 1400000012 1400000002 1400000002
SAP AG 1999
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
6-6
Table Control (Vendor Invoice) Enter Vendor Invoice Enter Vendor Invoice Tree off
Hold Basic data
Park
Simulate
Editing options
Payment
Vendor Invoice date Posting date Reference Amount
Table Control
Tax amount St.
G/L acct
Short text D/C Amount DC
Amount LC
Ta CCTR
Bu.area
SAP AG 1999
With
the table settings function, you can change the basic settings of a table in the system in a socalled 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
6-7
Variants Variant: Own table setting St.
G/L acct
Shrt txt
D/C
Amount DC
Amnt
St CCTR
Bu.
Select variant
Current setting
Basic setting
Standard setting
Basic setting
Manage variants
AC200-00
Variant
Create Delete Close
Accept
Administrator
i
X
SAP AG 1999
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
6-8
List Viewer and Table Control : Summary
z Using the SAP List Viewer, lists in the SAP System have a uniform appearance. The SAP List Viewer provides the same functions, no matter where it is used. z With the table control, users have a tool with which they can create their own table views.
SAP AG 1999
© SAP AG
AC200
6-9
Clearing
z Open Item Clearing
z Incoming and Outgoing Payments z Payment Differences
z Exchange Rate Differences
SAP AG 1999
© SAP AG
AC200
7-1
Clearing: Objectives
At the conclusion of this unit, you will be able to: z Clear an account
z Post various payments and payment differences z Explain exchange rate differences z Reset cleared items
SAP AG 1999
© SAP AG
AC200
7-2
Clearing: Business Scenario
z Certain general ledger accounts need to be reconciled matching debits and credits. The auditors want to know how to manage these types of accounts. z Customers pay their invoices and payment differences may occur out of various reasons. z Payments were posted against the incorrect invoices and need to be corrected. z Customers make short payments or request claims for shortages
SAP AG 1999
© SAP AG
AC200
7-3
Open Item Clearing: Objectives
At the conclusion of this topic, you will be able to: z Describe the clearing process z Clear an account
z Post with clearing
SAP AG 1999
© SAP AG
AC200
7-4
Open Item Clearing
Company
January 1 2 3 4 5 6 7 8 9 1011121314 1617 1819202122 2324 2526272829 2930 31
M
1
Company Invoice M
Invoice
Open item account
2 Check Deposit
5,000
2,000
February 1 2 3 4 5 6 7 8 9 101112 1314 1617181920 2122 2324252627 2829 293031
3,000
Can be cleared
3 POST WITH CLEARING
CLEARING AN ACCOUNT
SAP AG 1999
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
cleared.
An
with open items cannot be archived and stay in the system until all open items are
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
7-5
Posting with Clearing (1) POST AND CLEAR
Clearing account 5000
Clearing document 1. Entered manually
Items D Clearing account
5000
Open item account 2000 3000
1000
SAP AG 1999
© SAP AG
AC200
7-6
Posting with Clearing (2) POST AND CLEAR
Clearing account 5000
Clearing document 1. Entered manually
2. selected
Items D Clearing account
5000
Open item account 2000 3000
1000
SAP AG 1999
© SAP AG
AC200
7-7
Posting with Clearing (3) POST AND CLEAR
Clearing account 5000
Clearing document 1. Entered manually
2. selected
Items D Clearing account
5000
C Open item account 5000
Open item account 2000 3000
1000 5000
3. Created automatically
SAP AG 1999
© SAP AG
AC200
7-8
Posting with Clearing (4) POST AND CLEAR
Clearing account 5000
Clearing document 1. Entered manually
2. selected
Items D Clearing account
Open item account 2000 3000
SAP AG 1999
1000 5000
3. Created automatically
4. cleared
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”
simultaneously.
can be done for several accounts, account types and for any currency
The “posting with
clearing” transaction may be performed manually or automatically by using the automatic payment program.
© SAP AG
AC200
7-9
Account Clearing Open item account
ACCOUNT CLEARING
2000 3000
5000 1000
Account clearing
Open item account 2000 3000
5000 1000
Clearing document Items
SAP AG 1999
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.
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AC200
7-10
Automatic Clearing Program Account clearing
z Functions of clearing Groups items per account together If balance is zero, items are marked for clearing
z Prerequisites for clearing Open item acct
Accounts must be managed on an open item basis
5,000
2,000 3,000
Accounts to be cleared must be defined
Clearing Clearing possible possible
z Items not cleared noted items
statistical postings, down payments, bills of exchange items with withholding tax entries SAP AG 1999
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
y noted items
clearing program will not clear:
y statistical postings and certain special G/L transactions (down payments and bills of exchange) y items with withholding tax entries.
© SAP AG
AC200
7-11
Sort Field also known as Assignment Field Master Record: Account Management Sort key . .
001
Posting Date
Line Item Display Assignment Amount
Post date
Doc #
20000303
500
03/03/2000 1234567
20001010
600
10/10/2000 1234568
20001212 .
750
12/12/2000 1234569
.
SD document Invoice Reference Zuordnung
Accounting document Invoice Reference Items 01 Assignment ... 02 Assignment ...
Items
SAP AG 1999
The “ assignment field” is populated automatically onto
the default sort indicator set in the master record.
line items, during document entry, based on
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
7-12
Assignment of Open Items via the Internet
1
External Non-SAP System
2 Workplace
sin bu o t ail E-m
rtn pa s es
Which invoices belong to which payments?
er
User-specific business-HTML-Form
4
Assign open items:Your account 7411
Log on to SAP System of sender
Invoice 1 Payment 1
Internal mail
Save
3
5
Company border
SAP AG 1999
Scenario: Customer makes a payment but does not specify which invoices are to be cleared
Clerk’s inbox: “Unread documents” Execute document” = Link to transaction Clearing
SAP Workflow
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
7-13
Incoming and Outgoing Payments: Objectives
At the conclusion of this topic, you will be able to: z Post various incoming and outgoing payments z Reset cleared documents
SAP AG 1999
© SAP AG
AC200
7-14
The Manual Payment Process
POST AND CLEAR
Document header 1. Payment header 2. Bank data 3. Select open items
Process open items 1. Activate items 2. Activate cash discount
Post 1. Display overview 2. Post SAP AG 1999
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
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differences will be discussed later in the unit.
AC200
7-15
Document Header: Payment Header
Document date 06.06.2000 Type Posting date
KZ/DZ
06.06.2000 Period 06
Reference
Company code 3000 Currency
USD
Translation date
Doc Header text Clearing text
Invoice # or Cheque #
POST AND CLEAR
SAP AG 1999
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
7-16
Document Header: Bank Data
Document date 06.06.2000 Type Posting date
KZ/DZ
06.06.2000 Period 06
Reference
Company code 3000 Currency
USD
Translation date
Doc Header text Clearing text
Invoice # or Cheque #
Bank Data
Account Amount
Pmt. Clearing Acct # Business Area 1 000 000 Amount in LC
Bank Charges
LC Bank Charges
Text
Allocation POST AND CLEAR
SAP AG 1999
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
7-17
Document Header: Open Item Selection Process Open Items
Document date 06.06.2000 Type Posting date
KZ/DZ
06.06.2000 Period 06
Company code 3000 Currency
Reference
USD
Translation date
Doc Header text Invoice # or Check #
Clearing text Bank Data
Account Amount
Pmt. Clearing Acct # Business Area 1 000 000 Amount in LC
Bank Charges
LC Bank Charges
Text
Allocation
Open Item Selection
Additional Selections
Account
Business Partner
Account type
D or K
Pmt Advice no. Dist. by age Auto search
Standard OI Other Accounts
~
None
POST AND CLEAR
Amount Document number Posting Date Others
SAP AG 1999
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
7-18
Process Open Items Standard
Partial Pmt
Residual Pmt
Doc #
DT PK
Gross Amt..
190000022 190000058 190000098 190000099 170000043
KR KR KR KR KG
4 4561 000 0009804905 000
31 31 31 31 21
Cash Disct. %
2010-
No. of items
Amount Entered
1 000 000
Display item
Assigned
1 000 000-
2% 2%
Posting w/ clearing
Difference Posting Not Assigned
0
SAP AG 1999
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
discount.
entered is allocated to the appropriate line item in proportion to the item amount and
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
7-19
Posting Payments
z Overview details z Simulate to review automatically generated items z Correct any mistakes z Post POST AND CLEAR
SAP AG 1999
The last step
is to do a final check of the document entered.
By selecting document, simulate, all
reviewed.
If
line items, including any automatically generated, can also be
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
7-20
Automatic Postings When Clearing Open Items
z Cash discounts paid or received
z Cash discount clearing (net method) z Tax adjustments Open item account 2,000
5,000 5,000
3,000
Can be cleared
z Exchange rate differences z Bank charges
z Clearing entries for cross-company code payments z Over- or underpayments within tolerances
SAP AG 1999
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
© SAP AG
over- and underpayments is covered in the topic “ Payment Differences” .
AC200
7-21
Resetting Cleared Items
Open item account 2000 3000
5000 1000
Open item account Reset cleared items
2000 3000
z Line items cleared in error
z Cancel clearing by resetting clearing document and cleared items
5000 1000
Clearing document Items ... ...
Reset
SAP AG 1999
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
7-22
Payment Differences: Objectives
At the conclusion of this topic, you will be able to: z Post payment differences
z Describe tolerance groups and their role for posting payment differences z Create partial and residual payments z Create reason codes
SAP AG 1999
© SAP AG
AC200
7-23
Tolerance Groups Tolerances: rules that define acceptable differences during posting Tolerance group for employees z Upper limits for transactions
z Allowed payment differences Tolerance group for G/L accounts z Allowed payment differences
Tolerance group for customers/vendors z Preset values for clearing procedures z Allowed payment differences
z Information for posting residuals from payment differences
z Tolerances for payment advice information SAP AG 1999
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
y clearing procedures,
tolerance group is used to provide specifications for:
y permitted payment differences,
y posting residual items from payment differences, y tolerances for payment advices.
© SAP AG
AC200
7-24
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
SAP AG 1999
Two
Customer/Vendor master records
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
7-25
Permitted Payment Differences (1)
Tolerance Group for Employees Permitted payment differences Amount Percent Cash Discount adj. to 1% 2.00 50.00 Revenue Expense 1% 2.00 10.00
Tolerance group for Customers/Vendors Permitted payment differences Amount Percent Cash Discount adj. to 1% 2.00 10.00 Revenue Expense 1% 2.00 5.00
SAP AG 1999
© SAP AG
AC200
7-26
Permitted Payment Differences (2)
Tolerance Group for Employees Permitted payment differences Amount Percent Cash Discount adj. to 1% 2.00 50.00 Revenue Expense 1% 2.00 10.00
Unauthorized deductions
Cash discount adjustment
Tolerance group for Customers/Vendors Permitted payment differences Amount Percent Cash Discount adj. to 1% 2.00 10.00 Gain Loss 1% 2.00 5.00 SAP AG 1999
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
© SAP AG
are always in local currency.
AC200
7-27
Payment Differences
Invoice(s) Incoming payment Cash discount Difference Cash discount: Unearned cash discount:
1000
1000
1000
968
967
949
30
30
30
2
3
21
32
30
0
3
Stop!
Difference too large for clearing! SAP AG 1999
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
y outside tolerances
© SAP AG
posted automatically as either cash discount adjustment or unauthorized deduction must be processed manually
AC200
7-28
Processing Payment Differences Processing payment differences
Within defined tolerances
Automatic cash discount calculation
Outside of tolerances
Manual cash discount calculation
Partial payment
Automatic posting of unauthorized discounts
Clear difference manually
Residual items
Akontozahlung
SAP AG 1999
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
7-29
Partial and Residual Payments z Partial Payment
Customer/Vendor 8000
5000
Partial Payment
both items remain on the account
Invoice reference
z Residual Item Customer/Vendor 8000
5000
3000
payment term
Residual Item
Payment Diff. 3000
Customer/Vendor 8000
from cleared item fixed payment term
new document referencing originals
z Charge off difference
5000 3000
SAP AG 1999
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
These specify:
in the customer/vendor tolerance group that control residual payments.
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
7-30
Reason Codes Code
Text
Corres. Corres.
DDG
Damaged Goods Disputed SAP01
DG
Damaged Goods
SAP01
FR
Freight
SAP01
MD
Misc. Misc. Deductions
SAP01
Charge off
Disputed X
X
Pmt. differences by reason Code
Debit
Credit
800201 800201 MD
880200 880220
SAP AG 1999
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
features are:
be used to analyze and post-process payment differences. Their further optional
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
7-31
Exchange Rate Differences: Objectives
At the conclusion of this topic, you will be able to: z Illustrate the principles of exchange rate differences
SAP AG 1999
© SAP AG
AC200
7-32
Realized Exchange Rate Differences
Outgoing Payments
Foreign Vendor Rate : 0.25
40 LC
40 LC 10 FC
10 FC
Open Item Rate : 0.5 20 LC 10 FC 20 LC
Exchange Rate Differences 20 LC
SAP AG 1999
When clearing open
exchange rates.
This fluctuation
gains or losses.
items in a foreign currency, realized differences may occur due to fluctuations in
causes exchange rate differences that the system automatically posts as realized
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
7-33
Account Determination
Account Determination
Account
Currency
Type
160000 160000
USD
160000
DEM
10
Realized exchange rate difference Expense/Loss 230020 RealizedRevenue/Gain exchange rate difference 280020 Expense/Loss 230010 Realized exchange Revenue/Gain rate difference 280010 Expense/Loss 230000 Revenue/Gain
280000
SAP AG 1999
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
7-34
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 document is created. z Payment differences may be processed automatically or manually. z Posting payment differences are controlled by entries in tolerance groups.
SAP AG 1999
© SAP AG
AC200
7-35
Exercises Unit: Clearing Topic: Open Item Clearing At the conclusion of this exercise, you will be able to: • 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
7-36
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 items
to deactivate all the line
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
7-37
Clearing Exercises Unit: Clearing Topic: Incoming and Outgoing Payments At the conclusion of this exercise, you will be able to: • Post an incoming payment with cash discount
Customers generally pay outstanding invoices and frequently take advantage of cash discounts.
2-1
© SAP AG
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.
AC200
7-38
Clearing Exercises Unit: Clearing Topic: Payment Differences At the conclusion of this exercise, you will be able to: • 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
7-39
Clearing Exercises Unit: Clearing Topic: Exchange Rate Differences In this exercise you will: • 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
7-40
Solutions Unit: Clearing Topic: Open Item Clearing 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
1-5
Customer invoice Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Invoice Field Name or Data Type
Values
Basic data Customer
your customer
Invoice date
current date
Posting date
current date
Amount
5 500
Currency
course currency
Calculate tax
√
Tax Code
1O Output tax 10%
Payment terms
0001
Items – 1st detail line
© SAP AG
G/L acct
Listed on the data sheet
D/C
C
Doc. currency amount
5 500
Tax code
1O Output tax 10% AC200
7-41
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: _________________ 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 Field Name or Data Type
Values
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 Field Name or Data Type
Values
Account
your customer
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
•
Select the deactivate items icon 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 deactivated
towards the bottom of the page to deactivate all the
Note: To clear the discount, type in 0 (zero) in the ‘Cash discnt’ field.
© SAP AG
AC200
7-42
Select Post to save your document. Document number: _________________ View the two line items on your customer’s account: Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Display/Change Line Items Field Name or Data Type
Values
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 now cleared items.
© SAP AG
AC200
7-43
Solutions Unit: Clearing Topic: Incoming and Outgoing Payments 2-1
Incoming payment Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment Field Name or Data Type
Values
Document header Document date
current date
Document type
DZ
Company code
your company code
Posting date
current date
Currency/rate
local currency
Bank data Account
113100
Amount
213 400
Value date
current date
Open item selection Account
your customer
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 Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: _________________
Checklist
© SAP AG
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. AC200
7-44
Solutions Unit: Clearing Topic: Payment Differences 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 Field Name or Data Type
Values
Company code
GR##
Select Enter. Edit o New Entries Field Name or Data Type
Values
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 Field Name or Data Type
Values
Reason
Z##
Debit/Credit
Listed on the data sheet
Select Save. © SAP AG
AC200
7-45
3-2
Incoming payment with difference Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment Field Name or Data Type
Values
Document header Document date
Current date
Document type
DZ
Company code
Your company code
Posting date
Current date
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. Field Name or Data Type
Values
Residual items
50 000
RCd
Z##
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: _________________ Checklist
© SAP AG
You have just… ♦
created a charge-off reason code,
♦
posted an incoming payment with a difference,
♦
created a residual item and AC200
7-46
♦
© SAP AG
assigned the charge-off reason code.
AC200
7-47
Clearing Solutions Unit: Clearing Topic: Exchange Rate Differences 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
7-48
Clearing
z Open Item Clearing
z Incoming and Outgoing Payments z Payment Differences
z Exchange Rate Differences
SAP AG 1999
© SAP AG
AC200
7-1
Clearing: Objectives
At the conclusion of this unit, you will be able to: z Clear an account
z Post various payments and payment differences z Explain exchange rate differences z Reset cleared items
SAP AG 1999
© SAP AG
AC200
7-2
Clearing: Business Scenario
z Certain general ledger accounts need to be reconciled matching debits and credits. The auditors want to know how to manage these types of accounts. z Customers pay their invoices and payment differences may occur out of various reasons. z Payments were posted against the incorrect invoices and need to be corrected. z Customers make short payments or request claims for shortages
SAP AG 1999
© SAP AG
AC200
7-3
Open Item Clearing: Objectives
At the conclusion of this topic, you will be able to: z Describe the clearing process z Clear an account
z Post with clearing
SAP AG 1999
© SAP AG
AC200
7-4
Open Item Clearing
Company
January 1 2 3 4 5 6 7 8 9 1011121314 1617 1819202122 2324 2526272829 2930 31
M
1
Company Invoice M
Invoice
Open item account
2 Check Deposit
5,000
2,000
February 1 2 3 4 5 6 7 8 9 101112 1314 1617181920 2122 2324252627 2829 293031
3,000
Can be cleared
3 POST WITH CLEARING
CLEARING AN ACCOUNT
SAP AG 1999
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
cleared.
An
with open items cannot be archived and stay in the system until all open items are
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
7-5
Posting with Clearing (1) POST AND CLEAR
Clearing account 5000
Clearing document 1. Entered manually
Items D Clearing account
5000
Open item account 2000 3000
1000
SAP AG 1999
© SAP AG
AC200
7-6
Posting with Clearing (2) POST AND CLEAR
Clearing account 5000
Clearing document 1. Entered manually
2. selected
Items D Clearing account
5000
Open item account 2000 3000
1000
SAP AG 1999
© SAP AG
AC200
7-7
Posting with Clearing (3) POST AND CLEAR
Clearing account 5000
Clearing document 1. Entered manually
2. selected
Items D Clearing account
5000
C Open item account 5000
Open item account 2000 3000
1000 5000
3. Created automatically
SAP AG 1999
© SAP AG
AC200
7-8
Posting with Clearing (4) POST AND CLEAR
Clearing account 5000
Clearing document 1. Entered manually
2. selected
Items D Clearing account
Open item account 2000 3000
SAP AG 1999
1000 5000
3. Created automatically
4. cleared
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”
simultaneously.
can be done for several accounts, account types and for any currency
The “posting with
clearing” transaction may be performed manually or automatically by using the automatic payment program.
© SAP AG
AC200
7-9
Account Clearing Open item account
ACCOUNT CLEARING
2000 3000
5000 1000
Account clearing
Open item account 2000 3000
5000 1000
Clearing document Items
SAP AG 1999
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
7-10
Automatic Clearing Program Account clearing
z Functions of clearing Groups items per account together If balance is zero, items are marked for clearing
z Prerequisites for clearing Open item acct
Accounts must be managed on an open item basis
5,000
2,000 3,000
Accounts to be cleared must be defined
Clearing Clearing possible possible
z Items not cleared noted items
statistical postings, down payments, bills of exchange items with withholding tax entries SAP AG 1999
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
y noted items
clearing program will not clear:
y statistical postings and certain special G/L transactions (down payments and bills of exchange) y items with withholding tax entries.
© SAP AG
AC200
7-11
Sort Field also known as Assignment Field Master Record: Account Management Sort key . .
001
Posting Date
Line Item Display Assignment Amount
Post date
Doc #
20000303
500
03/03/2000 1234567
20001010
600
10/10/2000 1234568
20001212 .
750
12/12/2000 1234569
.
SD document Invoice Reference Zuordnung
Accounting document Invoice Reference Items 01 Assignment ... 02 Assignment ...
Items
SAP AG 1999
The “assignment field” is populated automatically onto
the default sort indicator set in the master record.
line items, during document entry, based on
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
7-12
Assignment of Open Items via the Internet
1
External Non-SAP System
2 Workplace
sin bu o t ail E-m
rtn pa s es
Which invoices belong to which payments?
er
User-specific business-HTML-Form
4
Assign open items:Your account 7411
Log on to SAP System of sender
Invoice 1 Payment 1
Internal mail
Save
3
5
Company border
SAP AG 1999
Scenario: Customer makes a payment but does not specify which invoices are to be cleared
Clerk’s inbox: “Unread documents” Execute document” = Link to transaction Clearing
SAP Workflow
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
7-13
Incoming and Outgoing Payments: Objectives
At the conclusion of this topic, you will be able to: z Post various incoming and outgoing payments z Reset cleared documents
SAP AG 1999
© SAP AG
AC200
7-14
The Manual Payment Process
POST AND CLEAR
Document header 1. Payment header 2. Bank data 3. Select open items
Process open items 1. Activate items 2. Activate cash discount
Post 1. Display overview 2. Post SAP AG 1999
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
© SAP AG
differences will be discussed later in the unit.
AC200
7-15
Document Header: Payment Header
Document date 06.06.2000 Type Posting date
KZ/DZ
06.06.2000 Period 06
Reference
Company code 3000 Currency
USD
Translation date
Doc Header text Clearing text
Invoice # or Cheque #
POST AND CLEAR
SAP AG 1999
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
7-16
Document Header: Bank Data
Document date 06.06.2000 Type Posting date
KZ/DZ
06.06.2000 Period 06
Reference
Company code 3000 Currency
USD
Translation date
Doc Header text Clearing text
Invoice # or Cheque #
Bank Data
Account Amount
Pmt. Clearing Acct # Business Area 1 000 000 Amount in LC
Bank Charges
LC Bank Charges
Text
Allocation POST AND CLEAR
SAP AG 1999
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
7-17
Document Header: Open Item Selection Process Open Items
Document date 06.06.2000 Type Posting date
KZ/DZ
06.06.2000 Period 06
Company code 3000 Currency
Reference
USD
Translation date
Doc Header text Invoice # or Check #
Clearing text Bank Data
Account Amount
Pmt. Clearing Acct # Business Area 1 000 000 Amount in LC
Bank Charges
LC Bank Charges
Text
Allocation
Open Item Selection
Additional Selections
Account
Business Partner
Account type
D or K
Pmt Advice no. Dist. by age Auto search
Standard OI Other Accounts
~
None
POST AND CLEAR
Amount Document number Posting Date Others
SAP AG 1999
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
7-18
Process Open Items Standard
Partial Pmt
Residual Pmt
Doc #
DT PK
Gross Amt..
190000022 190000058 190000098 190000099 170000043
KR KR KR KR KG
4 4561 000 0009804905 000
31 31 31 31 21
Cash Disct. %
2010-
No. of items
Amount Entered
1 000 000
Display item
Assigned
1 000 000-
2% 2%
Posting w/ clearing
Difference Posting Not Assigned
0
SAP AG 1999
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
discount.
entered is allocated to the appropriate line item in proportion to the item amount and
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
7-19
Posting Payments
z Overview details z Simulate to review automatically generated items z Correct any mistakes z Post POST AND CLEAR
SAP AG 1999
The last step
is to do a final check of the document entered.
By selecting document, simulate, all
reviewed.
If
line items, including any automatically generated, can also be
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
7-20
Automatic Postings When Clearing Open Items
z Cash discounts paid or received
z Cash discount clearing (net method) z Tax adjustments Open item account 2,000
5,000 5,000
3,000
Can be cleared
z Exchange rate differences z Bank charges
z Clearing entries for cross-company code payments z Over- or underpayments within tolerances
SAP AG 1999
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
© SAP AG
over- and underpayments is covered in the topic “Payment Differences”.
AC200
7-21
Resetting Cleared Items
Open item account 2000 3000
5000 1000
Open item account Reset cleared items
2000 3000
z Line items cleared in error
z Cancel clearing by resetting clearing document and cleared items
5000 1000
Clearing document Items ... ...
Reset
SAP AG 1999
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
7-22
Payment Differences: Objectives
At the conclusion of this topic, you will be able to: z Post payment differences
z Describe tolerance groups and their role for posting payment differences z Create partial and residual payments z Create reason codes
SAP AG 1999
© SAP AG
AC200
7-23
Tolerance Groups Tolerances: rules that define acceptable differences during posting Tolerance group for employees z Upper limits for transactions
z Allowed payment differences Tolerance group for G/L accounts z Allowed payment differences
Tolerance group for customers/vendors z Preset values for clearing procedures z Allowed payment differences
z Information for posting residuals from payment differences
z Tolerances for payment advice information SAP AG 1999
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
y clearing procedures,
tolerance group is used to provide specifications for:
y permitted payment differences,
y posting residual items from payment differences, y tolerances for payment advices.
© SAP AG
AC200
7-24
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
SAP AG 1999
Two
Customer/Vendor master records
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
7-25
Permitted Payment Differences (1)
Tolerance Group for Employees Permitted payment differences Amount Percent Cash Discount adj. to 1% 2.00 50.00 Revenue Expense 1% 2.00 10.00
Tolerance group for Customers/Vendors Permitted payment differences Amount Percent Cash Discount adj. to 1% 2.00 10.00 Revenue Expense 1% 2.00 5.00
SAP AG 1999
© SAP AG
AC200
7-26
Permitted Payment Differences (2)
Tolerance Group for Employees Permitted payment differences Amount Percent Cash Discount adj. to 1% 2.00 50.00 Revenue Expense 1% 2.00 10.00
Unauthorized deductions
Cash discount adjustment
Tolerance group for Customers/Vendors Permitted payment differences Amount Percent Cash Discount adj. to 1% 2.00 10.00 Gain Loss 1% 2.00 5.00 SAP AG 1999
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
© SAP AG
are always in local currency.
AC200
7-27
Payment Differences
Invoice(s) Incoming payment Cash discount Difference Cash discount: Unearned cash discount:
1000
1000
1000
968
967
949
30
30
30
2
3
21
32
30
0
3
Stop!
Difference too large for clearing! SAP AG 1999
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
y outside tolerances
© SAP AG
posted automatically as either cash discount adjustment or unauthorized deduction must be processed manually
AC200
7-28
Processing Payment Differences Processing payment differences
Within defined tolerances
Automatic cash discount calculation
Outside of tolerances
Manual cash discount calculation
Partial payment
Automatic posting of unauthorized discounts
Clear difference manually
Residual items
Akontozahlung
SAP AG 1999
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
7-29
Partial and Residual Payments z Partial Payment
Customer/Vendor 8000
5000
Partial Payment
both items remain on the account
Invoice reference
z Residual Item Customer/Vendor 8000
5000
3000
payment term
Residual Item
Payment Diff. 3000
Customer/Vendor 8000
from cleared item fixed payment term
new document referencing originals
z Charge off difference
5000 3000
SAP AG 1999
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
These specify:
in the customer/vendor tolerance group that control residual payments.
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
7-30
Reason Codes Code
Text
Corres. Corres.
DDG
Damaged Goods Disputed SAP01
DG
Damaged Goods
SAP01
FR
Freight
SAP01
MD
Misc. Misc. Deductions
SAP01
Charge off
Disputed X
X
Pmt. differences by reason Code
Debit
Credit
800201 800201 MD
880200 880220
SAP AG 1999
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
features are:
be used to analyze and post-process payment differences. Their further optional
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
7-31
Exchange Rate Differences: Objectives
At the conclusion of this topic, you will be able to: z Illustrate the principles of exchange rate differences
SAP AG 1999
© SAP AG
AC200
7-32
Realized Exchange Rate Differences
Outgoing Payments
Foreign Vendor Rate : 0.25
40 LC
40 LC 10 FC
10 FC
Open Item Rate : 0.5 20 LC 10 FC 20 LC
Exchange Rate Differences 20 LC
SAP AG 1999
When clearing open
exchange rates.
This fluctuation
gains or losses.
items in a foreign currency, realized differences may occur due to fluctuations in
causes exchange rate differences that the system automatically posts as realized
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
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Account Determination
Account Determination
Account
Currency
Type
160000 160000
USD
160000
DEM
10
Realized exchange rate difference Expense/Loss 230020 RealizedRevenue/Gain exchange rate difference 280020 Expense/Loss 230010 Realized exchange Revenue/Gain rate difference 280010 Expense/Loss 230000 Revenue/Gain
280000
SAP AG 1999
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
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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 document is created. z Payment differences may be processed automatically or manually. z Posting payment differences are controlled by entries in tolerance groups.
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© SAP AG
AC200
7-35
Exercises Unit: Clearing Topic: Open Item Clearing At the conclusion of this exercise, you will be able to: • 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
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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 items
to deactivate all the line
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
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Clearing Exercises Unit: Clearing Topic: Incoming and Outgoing Payments At the conclusion of this exercise, you will be able to: • Post an incoming payment with cash discount
Customers generally pay outstanding invoices and frequently take advantage of cash discounts.
2-1
© SAP AG
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.
AC200
7-38
Clearing Exercises Unit: Clearing Topic: Payment Differences At the conclusion of this exercise, you will be able to: • 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
7-39
Clearing Exercises Unit: Clearing Topic: Exchange Rate Differences In this exercise you will: • 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
7-40
Solutions Unit: Clearing Topic: Open Item Clearing 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
1-5
Customer invoice Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Invoice Field Name or Data Type
Values
Basic data Customer
your customer
Invoice date
current date
Posting date
current date
Amount
5 500
Currency
course currency
Calculate tax
√
Tax Code
1O Output tax 10%
Payment terms
0001
Items – 1st detail line
© SAP AG
G/L acct
Listed on the data sheet
D/C
C
Doc. currency amount
5 500
Tax code
1O Output tax 10% AC200
7-41
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: _________________ 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 Field Name or Data Type
Values
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 Field Name or Data Type
Values
Account
your customer
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
•
Select the deactivate items icon 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 deactivated
towards the bottom of the page to deactivate all the
Note: To clear the discount, type in 0 (zero) in the ‘Cash discnt’ field.
© SAP AG
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7-42
Select Post to save your document. Document number: _________________ View the two line items on your customer’s account: Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Display/Change Line Items Field Name or Data Type
Values
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 now cleared items.
© SAP AG
AC200
7-43
Solutions Unit: Clearing Topic: Incoming and Outgoing Payments 2-1
Incoming payment Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment Field Name or Data Type
Values
Document header Document date
current date
Document type
DZ
Company code
your company code
Posting date
current date
Currency/rate
local currency
Bank data Account
113100
Amount
213 400
Value date
current date
Open item selection Account
your customer
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 Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: _________________
Checklist
© SAP AG
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. AC200
7-44
Solutions Unit: Clearing Topic: Payment Differences 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 Field Name or Data Type
Values
Company code
GR##
Select Enter. Edit o New Entries Field Name or Data Type
Values
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 Field Name or Data Type
Values
Reason
Z##
Debit/Credit
Listed on the data sheet
Select Save. © SAP AG
AC200
7-45
3-2
Incoming payment with difference Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment Field Name or Data Type
Values
Document header Document date
Current date
Document type
DZ
Company code
Your company code
Posting date
Current date
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. Field Name or Data Type
Values
Residual items
50 000
RCd
Z##
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: _________________ Checklist
© SAP AG
You have just… ♦
created a charge-off reason code,
♦
posted an incoming payment with a difference,
♦
created a residual item and AC200
7-46
♦
© SAP AG
assigned the charge-off reason code.
AC200
7-47
Clearing Solutions Unit: Clearing Topic: Exchange Rate Differences 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
7-48
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 1999
© SAP AG
AC200
8-1
Cash Journal: Objectives
At the conclusion of this topic, you will be able to: z Describe the new ENJOY-SAP functionality “Cash Journal” z List the accounting transactions which are supported by the cash journal z Create a cash journal accounting transaction
SAP AG 1999
© SAP AG
AC200
8-2
Cash Journal: Business Scenario
z The head accountant wishes to know how the accounting transactions “cash receipts” and “cash payments” are supported by the SAPSystem. z A lot of financial documents, like cash expenses and cash revenues, have to be posted in the enterprise every day. To make life easier a single screen to create, display and change cash documents, is required by the accounting department.
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© SAP AG
AC200
8-3
Cash Journal Assignment
Company Code xxxx
GBP Cash Journal 0003
EUR Cash Journal 0001 USD Cash Journal 0002
SAP AG 1999
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
8-4
Set up Cash Journal
EUR Cash Journal 0001
USD Cash Journal 0002
EUR Petty Cash 100001
USD Petty Cash 100002
Cash journal document types: AB
G/L account postings Outgoing Payments
KZ
DA
Incoming Payments
KA
DZ
SAP AG 1999
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
8-5
Accounting Transactions Types Cash
Expense X
Cash
Expense (E)
X Revenue
X
Revenue (R)
X Cash
Bank X
Cash transfer from cash journal to bank (B)
X
Cash
Bank
X
X Cash
AR X
X
X
Cash X
X AP
X
X
X
Cash transfer from bank to cash journal (C)
Customers-incoming/outgoing payment (D)
Vendors-outgoing/incoming payment (K)
SAP AG 1999
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
8-6
Creating Business Transactions
Cash Sale 800000
A0 V0 0O 0I
Company Code xxxx
Transaction number
Revenue Account
Tax Code
SAP AG 1999
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
8-7
Posting with Cash Journal Transaction (ENJOY)
Data selection Display period Petty cash Company code
December
31 Friday
Balance display for displayed period Opening balance + Total receipt - Total payments =Closing balance Number of receipts / Number of payments
Business transactions (Payments / Receipts) Bank to Journal Journal to Bank Cash In Cash Out Office Supplies Flowers Stamps Turtle food ...
SAP AG 1999
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
8-8
FBCJ: View
See the following notes: 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 1999
© SAP AG
AC200
8-9
Cash Journal: Summary
z The cash journal is a Bank Accounting subledger for the management of cash in a business. It can be used independently of other posting transactions. z Cash journal entries are saved locally in the cash journal subledger. All balances are automatically calculated and displayed. z The cash journal entries saved are posted to the general ledger. The follow-on documents from cash journal entries posted are displayed.
SAP AG 1999
© SAP AG
AC200
8-10
Exercises Unit: Cash Journal Topic: Cash Journal At the conclusion of this exercise, you will be able to: •
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
8-11
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 Field Name or Data Type
Values
Account number
1001##
Company Code
GR##
Select the Create with reference pushbutton. Field Name or Data Type
Values
GL Account
100 000
Company Code
GR##
Select Enter. Type/description tab: Field Name or Data Type
Values
Short text
Petty Cash ##
Long text
Petty cash for cash journal
Create/bank/interest tab: Field Name or Data Type
Values
Post automatically only
✓
Select Save. © SAP AG
AC200
8-12
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… Field Name or Data Type
Values
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 Field Name or Data Type
Values
Company Code
GR##
Select Change Interval pushbutton. Select Insert Interval. Field Name or Data Type
Values
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
8-13
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… Field Name or Data Type
Values
Expense Transaction Company code
GR##
Transaction type
E
GL Account
Listed on the data sheet
Tax Code
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 Field Name or Data Type
Values
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… Field Name or Data Type
Values
Transaction
Bank to Cash Journal ##
Amount
1 000 units local currency
Text
Transfer funds to cash journal
Select the Save pushbutton. © SAP AG
AC200
8-14
Record the expense to the cash journal (for only company codes WITHOUT jurisdictional taxes): Select the Payments tab and enter the following information… Field Name or Data Type
Values
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
8-15
Appendix
Contents: z This section contains supplementary material to be used as reference z This material is not part of the standard course
z Therefore, the instructor might not cover this during the course presentation
SAP AG 1999
© SAP AG
AC200
9-1
Reporting Tools
z Executing Reports
z User Roles and Reporting
SAP AG 1999
© SAP AG
AC200
9-2
Reporting Tools: Objectives
At the conclusion of this unit, you will be able to: z Create report variants
z Execute reports using different methods z Organize reports
SAP AG 1999
© SAP AG
AC200
9-3
Reporting Tools: Business Scenario
z Executives throughout the enterprise need to access the same data using different selection criteria z Executives require the means to organize reports and access them quickly and easily.
SAP AG 1999
© SAP AG
AC200
9-4
Reporting Overview: Objectives
At the conclusion of this topic, you will be able to: z List different types of reporting tools z Execute reports
z Create templates with static and variable selection criteria
SAP AG 1999
© SAP AG
AC200
9-5
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
SAP AG 1999
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
9-6
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
SAP AG 1999
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
9-7
Report Name Structure Most financial reports begin with an RF prefix... z A further breakdown; RFKKVZ00
RFDEPL00
RFBILA00
RFK_____: Vendor reports
RFKKVZ00: Vendor list RFKOFW00: Vendor date forecast
RFD_____: Customer reports
RFDEPL00: List of customer line items RFDKAG00: Customer master data comparison
RFB_____: G/L reports
RFBELJ00: Compact document Journal RFBILA00: Balance sheet, P&L report
SAP AG 1999
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
9-8
Report Variants To keep the selection criteria consistent each time a report is executed… z Enter the desired criteria z Save as a variant
RFBELJ00: RFBELJ00: Compact Compact Document Document Journal Journal Company Company Code Code Document Document Number Number Fiscal Fiscal Year Year .. .. ..
1000 1000
to to
11
to to
2000 2000
to to
9999 9999
SAP AG 1999
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
9-9
User Roles and Reporting: Objectives
At the conclusion of this topic, you will be able to: z Explain the use of roles
z Create an activity group for reporting
SAP AG 1999
© SAP AG
AC200
9-10
User Roles Accounting Supervisor Account Balances Display Line Items Open/Close Periods G/L, AP, AR Reports Staff Accountant Post Journal Entries GL Account Balances Display GL Line Items G/L Reports AP Accountant Post Outgoing Pmts
z Every user works with his or her own role-based menus z Role based menus contain transactions and reports relevant to a user’s job responsibilities z All users manage their own favorites in the menus z SAP provides more than 150 common roles for a quick start z Desktop and web features can be integrated as well
AP Account Balances Display AP Line Items AP Reports
SAP AG 1999
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
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pre-configured templates which can be extended or changed.
AC200
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Roles Process vendor master records: Create, change vendors … Vendor master record check Clear vendor line items: Customer clearing ABAP program: Automatic clearing
Display G/L account documents Display documents Change documents SAP AG 1999
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
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Composite Roles
G/L Accountant SAP_WP_Staff_Accountant
Users Ciesla Bauer Brenner Glover Noel Kuhn Kanter
z Contains various roles z Simplifies user administration
SAP AG 1999
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
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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 most frequently used transactions for their daily jobs quickly and easily. z Activity groups are clusters of “role related” transactions, reports and R/3 menus.
SAP AG 1999
© SAP AG
AC200
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Exercises Unit: Reporting Tools Topic: User Roles and Reporting In this exercise you will •
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
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List the menu path to find the report documentation.
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Exercises Unit: Reporting Tools Topic: User Roles and Reporting At the conclusion of this exercise, you will be able to: • 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
© SAP AG
Create a composite role, Z_AC200_Group##, consisting of your single role. Assign your user ID to the composite activity group.
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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
Field Name or Data Type
Values
Program
RFBELJ00
Select Execute. Enter the selection criteria that you want to use on a consistent basis. Field Name or Data Type
Values
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... Field Name or Data Type
Values
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
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Field Name or Data Type
Values
Program
RFBELJ00
Select Execute. Enter the selection criteria that you want to use on a consistent basis. Field Name or Data Type
Values
Company code
GR##
Fiscal year
Current year
Posting date
Current date
Menu Path: Go to o Variants o Save as variant... Field Name or Data Type
Values
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
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Solutions Unit: Reporting Tools Topic: User Roles and Reporting 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. Field Name or Data Type
Values
Role
Z_AC200_Group##_AG
View: Basic Maintenance
Select
Select the “Create” pushbutton. Field Name or Data Type
Values
Description
Role: Group ##
Select Save. Create folders for your role: Select the “Menu” tab. Select the “Create Folder” icon,
, to create new folders.
Field Name or Data Type
Values
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
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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. Field Name or Data Type
Values
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. Field Name or Data Type
Values
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. Field Name or Data Type
Values
Transaction Code
FBCJ
Transaction Code
FBL3N
Select Assign Transactions. Select Save. 2-4-4 Add the vendor, customer and GL master record menus. •
•
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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. AC200
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•
•
•
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
.
Field Name or Data Type
Values
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: Field Name or Data Type
Values
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, desired location.
, to move it to the
Use the green arrow to return to the main SAP menu.
Checklist
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You have just created a role that consists of reports, transactions and a web site.
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2-5
Create a composite role, Z_AC200_Group. From the main Easy Access Menu, select the “ Create Menu” pushbutton from the toolbar. Field Name or Data Type
Values
Role
Z_AC200_Group##
View: Basic Maintenance
Select
Type: Composite Role
Select
Select the Create pushbutton. Field Name or Data Type
Values
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. Field Name or Data Type
Values
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 Checklist
© SAP AG
icon.
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. AC200
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Introduction to Implementation Guides
SAP AG 1999
© SAP AG
AC200
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SAP Reference - IMG
SAP Reference IMG
The SAP Reference IMG contains all customizing transactions for all R/3-applications
SAP AG 1999
© SAP AG
AC200
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Enterprise - IMG
11
11
Create Enterprise IMG by selecting countries, applications and functionalities
SAP Reference Create Enterprise Enterprise IMG IMG IMG
SAP AG 1999
© SAP AG
AC200
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Customizing projects
2a 2a Create customizing projects to divide and control the R/3 implementation
2a 2a
customizing projects
SAP Create Create Reference Enterprise Enterprise customizing IMG IMG IMG projects
Customizing transactions SAP AG 1999
© SAP AG
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Project - IMG
2b 2b The project IMG is generated out of a selection of countries, applications, and functions on the basis of the enterprise IMG SAP Reference Create enterprise IMG IMG
Customizing projects
2a 2a 2b 2b
Enterprise Create customizing IMG projects
Customizing transactions
Project IMG
Project documentation
Project management
SAP AG 1999
© SAP AG
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Views for the Project - IMG
33
11
Create views for project IMGs to reduce the number of customizing transactions, e.g. required activities
SAP Reference Create Create Enterprise enterprise IMG Customizing IMG Project IMG projects IMG
Customizing transactions
Customizing Projects
33 Create views for project IMGs
Project documentation
Views for project IMG
Project Management
SAP AG 1999
© SAP AG
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Implementation
Reference IMG
Project IMG
Enterprise IMG
View
For further information on implementation tools refer to the documentation or the R/3 - course BC080.
SAP AG 1999
© SAP AG
AC200
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© SAP AG
AC200
9-30
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
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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. It records values at company code level. account type Key that specifies the accounting area to which an account belongs. Examples of account types are:
yasset
ycustomer
yvendor and
yG/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:
ypayment terms
ypayment method ycost 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.
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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:
yOutput and input tax postings
yPostings for the exchange rate difference
yPostings 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
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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
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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:
yFI postings to G/L accounts relevant to Cash Management
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ymemo 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:
ytime difference between business transactions (goods received/invoice received clearing account)
yorganizational task distribution (bank clearing account) yunclear 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:
yClearing 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.
yPosting 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
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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:
yThe role of the currency within the R/3 System
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yThe 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:
ydirect debiting procedure: see bank direct debiting procedure. ycollection 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:
yOriginal documents include, for example, incoming invoices, bank statements and carbon copies of outgoing invoices.
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yDP 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
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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.
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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. It records values at company code level. 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:
ygoods receipt with reference to a purchase order,
ygoods receipt with reference to a production order, © SAP AG
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yother 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
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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.
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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:
yinternal (carried out automatically by the system) yexternal (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:
ywhich task is to be carried out
ywhen the task is to be carried out
ywhat is needed to carry out the task
yhow 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
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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
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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:
yaccount type
ydebit posting or credit posting ylayout 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:
yCorporate-group-wide: A purchasing organization procures for all the company codes belonging to a client
yCompany-specific: A purchasing organization procures for just one company code
yPlant-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
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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
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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
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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:
ytax rate
ytype of tax (input tax or output tax)
ycalculation 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:
yStipulation of down-payment (advance payment) requirement yCash on delivery
yPayment following delivery (e.g. clauses "immediate payment in cash", "on a cash basis", stipulation of a period for payment)
yCombined conditions, e.g. the clause "payable in 30 days net (without deduction) or within 10 days with 2% discount"
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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 valuationrelevant 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
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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.
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Menu Paths Unit: Basic Settings
Transaction codes
Implementation Guide for R/3 Customizing (IMG) Î Global Settings
Î Currencies
Check currency codes
Set decimal places for currencies
Define standard quotation for exchange rates
Enter prefixes for direct/indirect quotation exchange rates Check exchange rate types
Define translation ratios for currency translation Enter exchange rates
Maintain exchange rate spreads
Define rounding rules for currencies
OY03 OY04 ONOT OPRF OB07 OBBS OB08 OBD6 OB90
Î Enterprise structure
Î Change Country-Specific Settings
O035
Î Definition
Î Financial Accounting
Define, copy, delete, check company code
Î Financial Accounting
Define business area
EC01
Î Financial Accounting Global Settings Î Fiscal Year
Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year) Assign Company Code to a Fiscal Year Variant
© SAP AG
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Unit: Master Data
Transaction codes (or transaction SM30, then table/view)
Implementation Guide for R/3 Customizing (IMG) Î Financial Accounting
Î General Ledger Accounting Î G/L Accounts
Î Master Records
Î Preparations
Edit chart of Accounts List
Assign Company Code to Chart of Accounts Define Account Group
Define Retained Earnings Account Î Additional Activities
OB13 OB62 OBD4 OB53
Specify Text IDs for Chart of Accounts Area Specify Text IDs for Company CodeArea
Î Layouts for Individual Processing
OBT6 OBT7
Define Layout
(V_TAMLAY0_00)
Assign Layout to Account Group
(V_T077S_B)
Assign Layout to Chart of Accounts (V_T004_B)
Define Screen Layout for Each Transaction
Î G/L Account Creation and Processing
Create G/L Accounts with Reference Data Transfer Workbench
Î Change G/L Accounts Collectively
Change Chart of Accounts Data Change Company Code Data Change Account Names
Î Edit G/L Account (Individual Processing) Edit G/L Account Centrally
Edit Chart of Accounts Data Edit Company Code Data
Î Alternative Methods
OB26
OB_GLACC01 SXDA OB_GLACC11 OB_GLACC12 OB_GLACC13 FS00 FSP0 FSS0
Î Copy G/L Accounts
Copy Chart of Accounts
Copy Company Code (copy segments)
OBY4 OBY2
Î Controlling
Î Cost Element Accounting
Î Master Data -> Cost Elements
Î Automatic Creation of Primary and Secondary Cost Elements
© SAP AG
Î Make Default Settings
OKB2
Î Create Batch Input Session
OKB3
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Î Execute Batch Input Session
SM35
Î Financial Accounting
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)
Define Industries
OB44
Enter Accounting Clerk Identification Code for Customers OB05 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
Define Own Scenarios for Request to Change Master Data
(V_FDKUSER)
(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 Define Text IDs for Central Texts (Vendors)
OBAS
Define Text IDs for Accounting Texts (Vendors) OBT5 Define Sensitive Fields for Dual Control (Vendors)
(V_T055F)
Maintain Users and Accounts for Internet Services
(V_FDKUSER)
Î Request to Change Master Data
Define Own Scenarios for Request © SAP AG
OBT4
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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
Î Bank Accounting
BAUP
Î Bank Accounts
Define House Banks
© SAP AG
FI12
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Unit: Document Control
Transaction codes (or transaction: SM30, then table/view)
Implementation Guide for R/3 Customizing (IMG) Î Financial Accounting
Î Financial Accounting Global Settings Î Document
Î Posting Periods
Define Variants for Open Posting Periods Open and Close Posting Periods
Assign Variants to Company Code
Î Document Number Ranges
Define Document Number Ranges Copy to Company Code Copy to Fiscal Year
Î Document Header
Define Document Types
Define Text IDs for Documents
Î Line Item
OBBO OB52 OBBP FBN1 OBH1 OBH2 OBA7 OBT8
Î Controls
Define Posting Keys
Maintain Field Status Variants
OB41 (V_T004F)
Assign Company Code to Field Status Variants OBC5
Define Tolerance Groups for Employees Assign Users/Tolerance Groups
Î Account Receivable and Accounts Payable
OBA4 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
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Unit: Posting Controls
Transaction Codes
Implementation Guide for R/3 Customizing (IMG)
(or transaction: SM30, then table/view)
Î Financial Accounting
Î Financial Accounting Global Settings 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
Document Change Rules, Line Item
Î Default Values for Document Processing Default Values
Enable Fiscal Year Default Default Value Date
Change Message Control for Document Processing
Î Tax on Sales/Purchases
OB56 (V_TBAER) OBU1 OB63 OB68 (V_T100C)
Î Basic Settings
Check Calculation Procedure
Assign Country to Calculation Procedure
Check and Change Settings for Tax Processing Specify Structure for Tax Jurisdiction Code Specify Tax Jurisdiction Code
Î Calculation
OBQ3 (V_005_E) OBCN OBCO OBCP
Define Tax Codes for Sales and Purchases
FTXP
Specify Base Amount (Tax Basis)
OB96
Assign Company Code to Document Date for Tax Determination (V_001_Z) Change Foreign Currency Translation
Î Posting
(V_001_V)
Define Tax Accounts
OB40
Assign Tax Codes for Non-Taxable Transactions
OBCL
Define Account for Exchange Rate Difference Posting OBYY Î General Ledger Accounting
Î Business Transactions
Prepare Cross-Company Code Transactions
Î Account Receivable and Accounts Payable © SAP AG
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Î Business Transactions
Î Incoming Invoices/Credit Memos
Maintain Terms of Payment
Define Terms for Installment Payments
Define Cash Discount Base for Incoming Invoices ÎIncoming Invoices/Credit Memos - Enjoy
Define Document Types for Enjoy Transaction Define Tax Code per Transaction
OBB8 OBB9 OB70 OBZO OBZT
Define Posting Key for Incoming Invoices/Credit Memos OBXJ
Define Account for -Net Procedure
Î Outgoing Payments
OBXA
Î Outgoing Payments Global Settings
Define Accounts for Cash Discounts Taken Define Accounts for Lost Cash Discount
Î Outgoing Invoices/Credit Memos
Maintain Terms of Payment
Define Terms of Payment for Installment Payments Define Cash Discount Base for Outgoing Invoices Define Tax Accounts for Outgoing Invoices ÎIncoming Invoices/Credit Memos - Enjoy
Define Document Types for Enjoy Transaction Define Tax Code per Transaction
OBXU OBXV OBB8 OBB9 OB70 OB40 OBZO OBZT
Define Posting Key for Outgoing Invoices/Credit Memos OBXJ
Î Incoming Payments
Î Incoming Payments Global Settings
Define Accounts for Cash Discount Granted
Î Adjustment Posting/Reversal
Permit Negative Postings
Define Reasons for Reversal
© SAP AG
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Unit: Clearing Implementation Guide for R/3 Customizing (IMG) Î Financial Accounting
Î General Ledger Accounting
Î Business Transactions
Î Open Item Clearing
Define Posting Keys for Clearing
Define Accounts for Exchange Rate Differences Define Clearing Rules
Assign Clearing Rules to Account Types Prepare Automatic Clearing Î Clearing Differences
Define Tolerance Groups for G/L Accounts
Define Tolerance Groups for Employees Assign Users to Tolerance Groups
Create Accounts for Clearing Differences
Î Account Receivable and Accounts Payable
OBXH OB09 (V_TFAG) (V_TFAGM) (V_TF123) (T043ST) (V_T043T) (V_T043) OBXZ
Î Business Transactions
Î Outgoing Payments
Î Outgoing Payments Global Settings
Define Accounts for Overpayments/Underpayments OBXL
Define Accounts for Exchange Rate Differences OB09
Define Accounts for Rounding Differences
Define Accounts for Bank Charges (Vendors) Define Posting Keys for Clearing
Î Manual Outgoing Payments
Define Tolerances (Vendors)
Î Overpayment/Underpayment
Define Reason Codes (Manual Outgoing Payments)
OB00 OBXK OBXH OBA3
(V_T053R)
Define Accounts for Payment Differences (Manual Outgoing Payment) OBXL
Prepare Cross-Company Code Manual Payments (V_T041B) Check Payment Block Reason
Î Incoming Payments
(V_T008)
Î Incoming Payments Global Settings
Define Accounts for Overpayments/Underpayments OBXL
Define Accounts for Exchange Rate Differences OB09
Define Accounts for Rounding Differences
OB00
Define Posting Keys for Clearing
OBXH
Define Accounts for Bank Charges (Customers) OBXK
© SAP AG
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Î Overpayment/Underpayment Define Reason Code
(V_T053R)
Define Accounts for Payment Differences OBXL
Î Manual Incoming Payments
Define Tolerance Groups for Employees Assign Users/Tolerance Groups Define Tolerances (Customers)
(V_T043T) (V_T043) OBA3
Prepare Cross-Company Code Manual Payments (V_T041B)
Î Open Item Clearing
Define Accounts for Exchange Rate Differences Define Posting Key for Clearing Open Items Prepare Automatic Clearing Î Clearing Differences
Define Tolerances for Customers/Vendors
Define Tolerance Groups for Employees Assign Users to Tolerance Groups
Define Accounts for Clearing Differences
© SAP AG
AC200
OB09 OBXH (V_TF123) OBA3 (V_T043T) (V_T043) OBXL
9-60
Unit: Cash Journal Implementation Guide for R/3 Customizing (IMG) Î Financial Accounting
Î Bank Accounting
Î Business Transactions 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
© SAP AG
Î Set Up Cash Journal
FBCJC0
Î Create, Change, Delete Business Transactions
FBCJC2
Î Set Up Print Parameters for Cash Journal
FBCJC3
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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
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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
9-63
2-11 ff.
Variant principle
3-40
Vendor master record details
3-31 ff.
Vendor master records
5-22
Vendor net procedure
© SAP AG
AC200
9-64
