sap ag 2003 chart of accounts journal entries posting tools budgeting cost accounting integration...
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SAP AG 2003
Chart of Accounts
Journal Entries
Posting Tools
Budgeting
Cost Accounting
Integration Postings
Contents:
Financials
SAP AG 2003
Maintain the chart of accounts
Define, activate, and lock posting periods
Post journal entries manually
Create journal vouchers
Use posting templates
Use recurring postings
Use budgeting
Monitor your projects and profit centers
At the conclusion of this unit, you will be able to:
Financials: Unit Objectives
SAP AG 2003
Financials: Course Overview Diagram
FinancialsFinancial Statements and Reporting
Banking
Service
Human Resources
SAP AG 2003
Due to legal requirements and business reasons, all transactions that lead to a change in a company's net worth, equity capital, and external capital must be documented in accounting records. These records are used at the end of an accounting period to prepare the company's financial statements.
Financials: Business Scenario
SAP AG 2003
Change the chart of accounts for your company
Create, delete, and change G/L accounts
Explain what a control account is
Define the currencies the systems uses to manage a G/L account balance
Use account segmentation for reporting purposes
At the conclusion of this topic, you will be able to:
Chart of Accounts: Topic Objectives
SAP AG 2003
Structure of the Chart of Accounts
FixedAssets
CurrentAssets
...
TangibleAssets
IntangibleAssets
Land& Buildings
Plant & Machinery
Formation Expenses
Patents, etc.
Freehold Land
Buildings
...
...
...
...
Title
Active Account
Level 2 Level 3 Level 4 Level 5
Gen
eral
Led
ger
Level 1
Assets
Liabilities
Cap. + Res.
Turnover
Cost of Sales
Operating C.
Non-Operating
Tax + Extr.
SAP AG 2003
Control Accounts
Cu
sto
me
rs
Ve
nd
ors
Ge
ne
ral
Le
dg
er
aa bb
Control accounts for payables and receivables
Business partners
aa bb
aa bb
Control accounts
aa bb
Control accounts
Special Transaction
types
Standard Transactions
SAP AG 2003
Accounting Currencies
SAPBW
mySAP Business
SuiteCurrency: USD
SAP Business
One
Local Currency: EUR
System Currency: USD
SAP Business
One
Local Currency: USD
System Currency: USD
SAP Business
One
Local Currency: JPY
System Currency: USD
SAP AG 2003
Account Currencies
Currencies for Entering Journal Entries
Currencies of the Account Balance
Account Currency= Local Currency
Local Currency Local CurrencySystem Currency
Account Currency= Specific Foreign
Currency
Local Currency Specified Foreign
Currency
Local CurrencySystem CurrencySpecified Foreign
Currency
Account Currency= Multi-Currency
Local Currency Any Foreign
Currency
Local CurrencySystem Currency
SAP AG 2003
Some G/L Account Details
Balance
Confidential
Account Type
Cash Account
Active or On Hold
External Code
Code for Exporting
Alternative Account Name
Details
SAP AG 2003
Account Segmentation
-
Division
RegionD
epar
tmen
t
--
Sales
Purchasing
Production
NorthSouth
West
Clo
thin
g
Eq
uip
men
t
Fo
od
Natural Account Division(Food)
Department(Sales)
Region(North)
Segment
SAP AG 2003
Definition of Account Segmentation
Natural Account - Division Region Department- -
Account Segment Separator
•North
•South
•West
•Sales
•Purchasing
•Production
•Clothing
•Equipment
Segment Dimensions
Segment Characteristics
SAP AG 2003
Account Code Generator
Natural Account10000000
Region
North
South
West
Department
Sales
Purchasing
Production
Clothing Equipment
Division
Account Code
GeneratorSales
Purchasing
Production
NorthSouthWest
Clo
thin
g
Eq
uip
men
t
Fo
od
Natural account: 10000000with three segments
SAP AG 2003
Journal Entries: Topic Objectives
Define, activate, and lock posting periods
Post journal entries manually
Use the functions for displaying documents
Explain how journal entries and original documents are related
Maintain document numbers and serials
Post journal entries in foreign currencies
At the conclusion of this topic, you will be able to:
SAP AG 2003
Posting Periods
1
23
4
Quarters
12
3
4
567
8
9
10
1112
Months Days
Year
Fiscal Year
1
SAP AG 2003
Journal Entry
Journal Entry
Add Cancel Cancel Template
Expanded Editing Mode for a Line Item
Line Items Table
Display FC Display SC
Document Header Data
Name
Debit Credit
Value DateG/L Acc./BP No
Table Settings and Defaults
SAP AG 2003
Origin Documents
A/R Invoices
IN
A/P Invoices
PU
Journal
Entries
JEJournal
Entries
Transaction Numbers 1, 2, 3,....
Reference to Origin
DocumentType and
Origin Document
Number
SAP AG 2003
Document Numbering and Series
A/R
Invoices
0000000
1,000,000
2,000,000
3,000,000
Primary
Branch A
Branch B
Internal Document Number Assignment
External Document Number Assignment
A/R Invoices
SAP AG 2003
Journal Entry Functions
Print• Print preview• Print documents
Export• Send document by e-
mail or fax• Export document to
Microsoft Excel
Editing Functions• Reverse documents• Change certain
document fields• Find documents• Duplicate document• Add documents
Create transaction journal
Configuration• Adjust the settings for
the document type• Adjust the form for
printing the document
Contacts• Create contact for the
document• Display related
contacts
Journal posting
SAP AG 2003
Reverse Transactions
Account 1
2050
Account 2
2050
Account 1
2050
Account 2
2050
Account 1
2050
Account 2
2050
2050 2050
2050 20502050 2050
-2050 -2050
Incorrect Posting
0 0 0 0
2050
20500
0
Standard Reverse Transaction
Reverse Transactions with Negative Amounts
Increase in Transaction Figures
Reset of Transaction Figures
SAP AG 2003
Display of Debit and Credit
Account with Debit Balance
Credit Postings(100.00)
Debit Postings
130.00
Debit Balance
30.00
Account with Credit Balance
Credit Postings(130.00)
Debit Postings
100.00
Credit Balance-30.00
SAP AG 2003
Postings in Foreign Currencies
Account in Multiple Currencies
Account in Foreign Currency
......
1.234
1.213
1.152
1.201
Foreign Currency
Month
Exchange Rates Table
Specify the Currency for the
Journal Entry
Journal Entry in Foreign Currency
SAP AG 2003
Use journal vouchers
Use posting templates
Use recurring postings
At the conclusion of this topic, you will be able to:
Posting Tools: Topic Objectives
SAP AG 2003
Journal Entries
Journal Vouchers
Create Journal Voucher
Correct and Update
Entries in Journal Voucher
Journal Voucher (Folder of Journal Entry Drafts)
SAP AG 2003
Journal Entry
Template Type: PercentageTemplate: Cash
Posting Template with Percentages
Add Cancel
Add Cancel
Cancel Template
116Cash EUR160000
16Input Tax270010
100Expense Account
Credit%Debit%G/L Account/BP Name
G/L Account/BP No.
Code: Cash Description: Cash Purchase with Input Tax
SAP AG 2003
Recurring Postings
1000 Girobank Account
161000
1000Property Rent620000
CreditDebitG/L Account/BP Name
G/L Account/BP No.
Code: Rent Description: Rental Payment
Frequency: Monthly On 1
Next Execution: 10/01/04
• Daily• Weekly• Monthly• Quarterly• Half Yearly• Annually• One Time
• Daily• Weekly• Monthly• Quarterly• Half Yearly• Annually• One Time
Not Executed YetTemplate
Frequency List For Manual Journal Entries
Template Type: Recurring Posting
Inactive
Valid to
09/30/05
SAP AG 2003
At the conclusion of this topic, you will be able to:
Budgeting: Topic Objectives
Define budget scenarios
Define budget distribution methods
Define budgets
Run the budget report
SAP AG 2003
Budget Scenarios
Budget
Account100000
Account200000
Account300000
Account400000
Account500000
Optimistic Budget
Pessimistic Budget
Main Budget
SAP AG 2003
Definition of Budgets
Budget may be calculated as percentage of other budget
Jan.Febr.Mar.Apr.MayJuneJulyAug.Sept.Oct.Nov.Dec.
Desc.121110987654321
anyxxxxxxxxxxxx
mo
nth
ly d
istr
ibu
tio
n
Accounts must be marked as Relevant to Budget
Asc.123456789
101112
Equal111111111111
Actual: current balanceActual – Future:open purchase orders plus open delivery notes
Budget is entered on debit side for expenses
SAP AG 2003
Cost Accounting: Topic Objectives
Create and group profit centers
Define distribution rules and assign them to accounts
Run the profit center report
Define and evaluate projects
At the conclusion of this topic, you will be able to:
SAP AG 2003
Profit Centers and Sort Codes
Hiking
Center_z
Golfing Biking Paragliding
Alpine skiing
Ice skating
Cross-country skiing
Profit Center
Summer SportsSummer Sports
Winter SportsWinter Sports
Sort CodeSort Code
SAP AG 2003
Distribution Rules
684220Employees
2002001000500Area
100000100PC 3
010000100PC 2
001000100PC 1
PC 3PC 2PC 1Center_zTotalProfit Center
Dist. Rule
Distribution Rules for DIRECT Costs and Revenues
Distribution Rules for INDIRECT Costs and Revenues
SAP AG 2003
Link Between General Ledger and Cost Accounting
Heating Costs
Distribution RuleX area
Profit Center 1Profit Center 1 Profit Center 2Profit Center 2 Profit Center 3Profit Center 3
Journal Entry
1000Heating Costs
Distr. Rule area
SAP AG 2003
Projects
AccountingDocuments
Project:
....
Original Documents
Project:....
Project A
Trial Report - Budget Report
P&L
Transaction Report
General LedgerTrial
Report -
Budget Report
Trial Report - Budget Report
P&L BudgetReport
P&L
Transaction Report
General LedgerTrial
Report -
Budget Report
P&L Budget Report
Project B
SAP AG 2003
Configure and maintain the G/L account determination for postings from logistics
Describe which accounts are needed for which logistics processes
At the conclusion of this unit, you will be able to:
Integration Postings: Topic Objectives
SAP AG 2003
G/L Account Determination
Set G/L Accounts by WH
Ware-house
Set G/L Accounts by Item Group
Item Group
Set G/L Accounts by Item Level
Item
SAP AG 2003
Warehouse 01
Stock Transfers
Warehouse 02
Stock account (WH 01)Stock account (WH 01)
100
ItemItem
Stock account (WH 02)Stock account (WH 02)
ItemItem
100
Stock Transfer
Stock Transfer
Purchased Item
Sales Item
WH Item
Fixed Assets
SAP AG 2003
Inventory Transactions
100 100
ItemItem
Stock AccountStock Account Increasing AccountIncreasing Account
100
Stock AccountStock AccountDecreasing AccountDecreasing Account
100
ItemItem
Goods ReceiptGoods Receipt
Ware-house
Goods Issue
Goods Issue
Ware-house
G/L Account DeterminationG/L Account
Determination
G/L Account DeterminationG/L Account
Determination
Purchased Item
Sales Item
WH Item
Fixed Assets
SAP AG 2003
100
Stock AccountStock Account
Sales Process for Warehouse Items
OrderOrder
DeliveryDelivery
A/R Invoice
A/R Invoice
ItemItem
100
Cost AccountCost Account
100
CustomerCustomer
100
Revenues AccountRevenues AccountEU Revenues Account EU Revenues Account Foreign Revenues Acc.Foreign Revenues Acc.
ItemItem
Purchased Item
Sales Item
WH Item
Fixed Assets
ItemItem
Business Partner
Business Partner
SAP AG 2003
Sales Process for Non-Warehouse Items
OrderOrder
DeliveryDelivery
A/R Invoice
A/R Invoice
100
Business Partner
Business Partner
CustomerCustomer
100
Revenues AccountRevenues AccountEU Revenues Account EU Revenues Account Foreign Revenues Acc.Foreign Revenues Acc.
ItemItem
Purchased Item
Sales Item
WH Item
Fixed Assets
SAP AG 2003
100
Stock AccountStock Account
100
Returning AccountReturning Account
Sales Process with Return
OrderOrder
DeliveryDelivery
ReturnReturn
ItemItem
100
Cost AccountCost Account
ItemItem
ItemItem
100
Cost AccountCost Account
ItemItem
Purchased Item
Sales Item
WH Item
Fixed Assets
SAP AG 2003
100
Stock AccountStock Account
100
VendorVendor
Purchasing Process for Warehouse Items
Purchase Order
Purchase Order
Goods Receipt PO
Goods Receipt PO
A/P Invoice
A/P Invoice
ItemItem
100
Allocation Costs AccountAllocation Costs Account
ItemItem
Business Partner
Business Partner
100
Allocation Costs AccountAllocation Costs Account
ItemItem
Purchased Item
Sales Item
WH Item
Fixed Assets
SAP AG 2003
Purchasing Process for Non-Warehouse Items
Purchase Order
Purchase Order
Goods Receipt PO
Goods Receipt PO
A/P Invoice
A/P Invoice
100
Business Partner
Business Partner
VendorVendor
100
Expenses AccountExpenses AccountEU Expenses Account EU Expenses Account Foreign Expenses Acc.Foreign Expenses Acc.
ItemItem
Purchased Item
Sales Item
WH Item
Fixed Assets
SAP AG 2003
100
Stock AccountStock Account
100
Stock AccountStock Account
Purchasing Process with Goods Return
Purchase Order
Purchase Order
Goods Receipt PO
Goods Receipt PO
Goods ReturnGoods Return
ItemItem
100
Allocation Costs AccountAllocation Costs Account
ItemItem
Business Partner
Business Partner
100
Allocation Costs AccountAllocation Costs Account
ItemItem
Purchased Item
Sales Item
WH Item
Fixed Assets
SAP AG 2003
Purchasing Process for Assets
Purchase Order
Purchase Order
Goods Receipt PO
Goods Receipt PO
A/P Invoice
A/P Invoice
100
VendorVendor
100
Asset AccountAsset Account
ItemItem
Purchased Item
Sales Item
WH Item
Fixed Assets
100
Special Control account
Business Partner
Business Partner
SAP AG 2003
Purchase Accounts Posting System
100
VendorVendor
Purchase Order
Purchase Order
Goods Receipt PO
Goods Receipt PO
A/P Invoice
A/P Invoice
100
Stock Stock AccountAccount
100
Allocation Allocation Costs AccountCosts Account
Business Partner
Business Partner
100
Allocation Costs AccountAllocation Costs Account
ItemItem
Use Purchase Accounts Posting Systems
ItemItem ItemItem
100
Purchase Purchase AccountAccount
ItemItem
100
PA Offset PA Offset AccountAccount
ItemItem
SAP AG 2003
Financials: Unit Summary
You are now able to:
Define, activate, and lock posting periods
Post journal entries manually
Create journal vouchers
Use posting templates
Use recurring postings
Post deferrals
Use budgeting
Monitor your projects and profit centers