78432654 fi cert study sheet

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TFIN52 FI Certification Study Sheet

Unit 1 Basic Settings

The client is the highest level in the mySAP ERP system hierarchy. Specifications ordata that is valid for all organizational units in mySAP ERP applications (such asexchange rates, for example are entered at the client level.

Company Code (for external purposes A company code represents an independent!alancing"legal accounting entity.

Business Area (for internal purposes #usiness areas represent separate areas ofoperation $ithin an organization and can !e used across company codes. They are!alancing entities that can create their o$n set of financial statements for internalpurposes.

ther important organi!ational units in Financial Accounting"Business area" #usiness areas represent separate areas of operation $ithin anorganization and can !e used across company codes. They are !alancing entities thatcan create their o$n set of financial statements for internal or external purposes. %t istherefore possi!le to save and evaluate transaction figures for each !usiness area.(Example !usiness area"main !usiness fields& training, consulting and soft$aredevelopment

#rofit center & The profit center invoice evaluates the success of individual independentareas $ithin a company. These areas are responsi!le for costs and revenue. The aim ofthe profit center invoice is to provide an internal analysis of profits. 'rom an Accountingpoint of vie$ it must !e determined $hether only a profit and loss statement at profit

center level is to !e created (document !reado$n not active or $hether a financialstatement is also to !e created (document !reado$n active.(Example& Training classroom area, customer)specific training area, trainingadministration area

Segment" According to international accounting principles (%'RS * and S'AS++ companies are o!liged to provide information in their reports on the financial resultsof !usiness segments (operating segments. This is conducted using the -anagement

Approach/ $hich re0uires that segment information from internal reporting is constructedin the same $ay that this information is used to mae decisions on the allocation ofresources to segments and to evaluate performance.(Example segment"main !usiness fields& training, consulting and soft$are development

Company" 1ompanies are used as a !asis for the consolidation functions for financialaccounting in the SAP system. A company can contain one or more company codes.The usage of these is part of preparations for consolidation.(A consolidation parent allocates company %2 +333 to a su!sidiary, a second su!sidiaryis allocated the %2 4333. #y specifying this %2 num!er in !usiness processing, therelationships $ithin the group can !e mapped and sho$n (elimination of %1 sales.



Functional area" %n cost)of)sales accounting, operating costs are sorted according tofunction (administration, sales, and so on.The use of !usiness areas, profit centers, segments, companies and function areas isintended to suit the re0uirements of customers5 internal and external accounting.6nlie company codes, the use of these o!7ects is optional.

The most important $uestions for the selection of organi!ational o%&ects used inaccounting are"

• 8hat is the most important accounting principle in my enterprise or corporategroup9

• According to $hich accounting principles are figures reported internally"externallyin my company9

• 2oes my company structure its profit and loss statement according to total costsor the cost)of)sales accounting9

• %s my company o!liged to issue segment reporting according to the la$9

• 2oes my company have to issue a consolidated financial statement9

•

The ans$ers to these 0uestions form the !asis for the decision as to $hichorganizational o!7ects are to !e used and defined and are taen as templates fromfinancial accounting.

Customers who wish to draw up financial statements by business areas, profit centers or

segments have to activate document breakdown.

True or false'+. :ou can assign a !usiness area to a company code directly.Ans(er" 'alse



#usiness areas are not directly assigned to company codes. This maes it possi!le toevaluate transaction figures for each !usiness area !eyond the !oundaries of thecompany code too.

The )ariant #rinciple

• 2efine the variant

• 2etermine values for the variant

• Assign the variant to the o!7ects

The main advantage for using variants is that it is easier to maintain properties $hich arecommon among several !usiness o!7ects.

Fiscal *ear 1. Which of the predefined fiscal year variants are

Calendar year? 01, K0, K1, K2, K3, K4

Year-specific? AA, A, !1, "#, WK

$or %hat p&rposes are year-specific fiscal year variants &s&ally &sed?Answer: 'he year-specific fiscal year variants are &sed(

• )f the start and end date of the postin* periods differ fro+ year to year

• )f one fiscal year has fe%er postin* periods than the others shortened fiscal year

CurrenciesA currency key +&st e assi*ned to every c&rrency &sed.

)n direct quotation, one &nit of forei*n c&rrency is /&oted for the local c&rrency, %hereas in

indirect quotation, one &nit of local c&rrency is /&oted for the forei*n c&rrency.

'o red&ce +aintenance, +yA ! offers several tools. $or each echan*e rate

type yo& can &se one of the follo%in* tools(

• )nversion of the tools availale, inversion is the oldest and is seldo+ &sed today• ase c&rrency

• chan*e rate spreads

Hint: Yo& can only &se one of these tools for each echan*e rate type.

Yo& can ho%ever &se different tools for different echan*e rate types.

5a+e the tools for +aintainin* the echan*e rates(

Answer:

• )nversion

• ase c&rrency

• chan*e rate spreads

)n +yA ! c&rrencies are defined &sin* 66666666666.

Answer: c&rrency 7eys

5a+e three co++only &sed echan*e rate types and %hat they are &sed for(

Answer:

• ( Avera*e rate for postin* and clearin*

• 8(&yin* rate



• ( an7 sellin* rate

5a+e the )8 path %here yo& define the ase c&rrency.

Answer: SAP NetWeaver → General Settings → Currencies → Check

Exchange Rate Types

Unit 2 +aster ,ata

General Ledger Accounts

Yo& can *et a directory of the 89# acco&nts in yo&r chart of acco&nts for infor+ation or for

doc&+entation p&rposes via report !"#$L%%.

Yo& can &se report !"#&'%% to vie% the 89# acco&nt directory %ith chart of acco&nt- and

co+pany code-specific data.

'ets entered for the chart of acco&nts se*+ent are +ana*ed y tet ): and lan*&a*e.

Yo& can display tets &sin* the report .Acco&nt Assi*n+ent +an&al. (!"#)H%%*.

'he chart of acco&nts contains asic infor+ation ao&t the acco&nts. 'he infor+ation for an

acco&nt is s&++ari;ed in a chart of accounts segment.

)t contains(

• Acco&nt n&+er

• 5a+e of the acco&nt as short and as lon* tet

• Control fields see the follo%in* *raphics

• Consolidation fields

'he company code segment for the sa+e 89# acco&nt can e different dependin* on the

re/&ire+ents of the co+pany code. $or ea+ple, yo& set the <'a Cate*ory= indicator for aspecific co+pany code to incl&de taes %hen epense acco&nts are &sed. $or other co+pany

codes, yo& +i*ht not set the indicator.

Yo& define the infor+ation that is relevant to each co+pany code(

• C&rrency

• 'aes

• !econciliation acco&nt

• #ine ite+ display

• ort 7ey

• $ield stat&s *ro&p

•

>o&se an7 • )nterest calc&lation infor+ation



'hese t%o types of acco&nts are treated differently in the closin* proced&re.



• $or balance sheet accounts, the alance is carried for%ard to the sa+e acco&nt.

• $or profit and loss statement accounts, the alance is carried for%ard to a retained

earnin*s acco&nt and the profit and loss state+ent acco&nt is set to ;ero. A 7ey for

ea+ple, .. is assi*ned to the acco&nt to %hich the alance is carried for%ard. Yo&

enter this 7ey in the field @# tate+ent 'ype@ in the chart of acco&nts se*+ent.

)n C&sto+i;in*, &sers define the retained earnin*s acco&nt that is assi*ned to epense acco&nts

d&rin* 89# acco&nt +aster record creation. )f there is only one retained earnin*s acco&nt, the

syste+ a&to+atically &ses the one defined in C&sto+i;in*. )f there is +ore than one retained

earnin*s acco&nt, %hen yo& create a +aster record, yo& can select the retained earnin*s acco&nt

for each profit and loss state+ent acco&nt.

Account Groups

Yo& +&st enter the acco&nt *ro&p in the chart of acco&nts se*+entB it controls the appearance of

the co+pany code se*+ent of a 89# acco&nt. $or ea+ple, for all of yo&r cash acco&nts, yo&

%ant to e ale to display all of the line ite+s. )n c&sto+i;in*, for yo&r <Cash Acco&nts= acco&nt

*ro&p, chan*e the field stat&s to +a7e <line ite+ display= a re/&ired entry.

A ! delivers predefined acco&nt *ro&ps.

Field Status$or each field, the field stat&s definitions fro+ the acco&nt *ro&p and the transaction are ta7en

into consideration and the one %ith hi*her priority is &sed. 'he priorities are startin* %ith the

hi*hest(

• >ide

• :isplay



• !e/&ired entry

• ptional entry

Line +tem isplay

#ine )te+ :isplay is a control field in the co+pany code se*+ent of an acco&nt.

• $or accounts without line item display, only the transaction fi*&res are &pdated %hen a

doc&+ent is posted to this acco&nt. When a &ser %ants to loo7 at this acco&nt online, they

can only vie% the alance.

• $or accounts with line item display, the +ost i+portant data fro+ the posted line ite+s

is stored in a special inde tale. eca&se this data is also stored in the doc&+ents, it is

red&ndant and needs additional stora*e and syste+ ti+e. When a &ser %ants to loo7 at

this acco&nt online, they can vie% oth the alance and the individ&al line ite+s. Yo& can

&se report !$A01 to s&se/&ently activate the line ite+ display - read the

doc&+entation for this report efore yo& eec&te it.

Yo& sho&ld not activate the line ite+ display for(

•econciliation accounts line ite+s are +ana*ed in the s&led*ers

• evenue accounts line ite+s are +ana*ed y the ales rder ana*e+ent application

• -aterial stock accounts line ite+s are +ana*ed y the &rchasin*

• ana*e+ent application

• )a. accounts 'a ite+s are only &sef&l in connection %ith the doc&+entB the ta

a+o&nts %ere already chec7ed %hen the doc&+ent %as posted.

)n the ne% *eneral led*er acco&ntin*, the state+ent re*ardin* the control of line ite+

+ana*e+ent in the acco&nt refers only to the entry vie% of doc&+ents. )n *eneral led*er vie%s,

the line ite+s on all acco&nts are al%ays visile. 'his cannot e chan*ed - in the ne% *eneralled*er acco&ntin*, a s&led*er can no lon*er co+pletely eplain the *eneral led*er e.*. profit

center and se*+ent in the ite+s d&rin* doc&+ent splittin*.

/pen +tem -anagement

)te+s in acco&nts %ith open item management are specified as open or cleared.

Acco&nts %ith open ite+ +ana*e+ent +&st have line ite+ display activated.

pen ite+ +ana*e+ent is a prere/&isite if yo& need to chec7 %hether there is an offsettin*

postin* for a *iven &siness transaction. Yo& can display open and cleared ite+s separately, and

therefore it is easy to see %hich &siness transactions still need to e cleared.

Yo& sho&ld &se open ite+ +ana*e+ent for the follo%in* acco&nts(

• an7 clearin* acco&nts

• Clearin* acco&nts for *oods receipt9invoice receipt

• alary clearin* acco&nts

Yo& can only activate or deactivate open ite+ +ana*e+ent if the acco&nt has a ;ero alance.

Addend&+( An acco&nt is &s&ally +ana*ed on an ) asis or not. &t if ) +ana*e+ent has

een set &p per led*er, the f&nctionality <#ed*er 8ro&p-pecific Clearin*= ) +ana*e+ent per



led*er is availale fro+ > 3 nhance+ent ac7a*e 3. 'his f&nction can also e eec&ted

after%ards if certain conditions are f&lfilled.

'his %ill e descried in AC210. )t is not covered in the co&rse content for AC200.

Currency

+f the account currency is the local currency, the account can be posted to in any currency0'he other c&rrencies are converted into the local c&rrency for each line ite+.

)f the indicator 1/nly 2alances in Local Currency3 is selected in the +aster data record,

transaction figures are only managed for amounts converted into local currency.

Yo& sho&ld select this field for clearin* acco&nts %here yo& %ant to clear acco&nts y assi*nin*ite+s %ith the sa+e local c&rrency a+o&nt %ith one another, without necessitating e.change

rate difference postings.

'he indicator +&st e set in cash disco&nt and 8!9)! clearin* acco&nts.

)t +&st not e set in reconciliation acco&nts for c&sto+ers or vendors.

'he indicator is &s&ally set in alance sheet acco&nts that are not +ana*ed in forei*n c&rrencies

and not +ana*ed on an open ite+ asis.

Group Chart of Accounts

>o%ever, so+e co+pany codes +ay have to &se special charts of acco&nts eca&se of le*al

re/&ire+ents. )f this is the case, the follo%in* proced&re applies for internal reportin*(

• Yo& can &se a group chart of accounts. 'his *ro&p chart of acco&nts +&st contain all of

the *ro&p acco&nts.

• 'he *ro&p chart of acco&nts +&st e assi*ned to each operational chart of acco&nts. )f

this is done, the field <8ro&p acco&nt n&+er= in the chart of acco&nt se*+ents of the

operational charts of acco&nts is a re/&ired entry field.

•

Yo& +&st enter the *ro&p acco&nt n&+er in the chart of acco&nts se*+ent of theoperational acco&nt. :ifferent acco&nts of one operational chart of acco&nts can refer to

the sa+e *ro&p acco&nt.

• Yo& +&st &se a financial state+ent version for the *ro&p chart of acco&nts.

isadvantage: eca&se the co+pany codes &se different operational charts of acco&nts, no inter-

co+pany code controllin* can e perfor+ed.

An alternative to &sin* a *ro&p chart of acco&nts is to &se a co&ntry chart of acco&nts.

All co+pany codes &se the sa+e operational chart of acco&nts. Co+pany codes that nevertheless

re/&ire a special chart of acco&nts for eternal reportin* have the follo%in* option(

• A co&ntry chart of acco&nts is assi*ned.

• 'he co&ntry chart of acco&nts n&+er alternative acco&nt n&+er is entered in every

co+pany code se*+ent. very co&ntry chart of acco&nts n&+er can only e &sed once.

Hint: ince all co+pany codes post into the sa+e operational chart of acco&nts, cross-co+pany

code controllin* is possile.

isadvantage: Acco&ntin* cler7s %ho +ay e fa+iliar %ith the co&ntry charts of acco&nts first

have to *et &sed to &sin* the operational chart of acco&nts.

Solution 5" -eneral .edger Accounts



A 89# acco&nt consists of %hich se*+ents?

Answer:

• Chart of acco&nts se*+ent

• Co+pany code se*+ent

5a+e the possile field stat&s definitions in the order of their priority(

Answer:

• >ide

• :isplay

• !e/&ired entry

• ptional entry

:ifferent co+pany codes can &se the sa+e chart of acco&nts.

Answer: chart of acco&nts

'he acco&nt *ro&p controls the field display for the co+pany code data in the 89# acco&nt +aster

record.Answer: acco&nt *ro&p

!econciliation acco&nts contain the total of the transaction fi*&res for the correspondin*

s&led*er acco&nts.

Answer: !econciliation acco&nts

'r&e or false?

1. !econciliation acco&nts are &pdated once a day.

Answer: $alse

'he reconciliation acco&nts are &pdated realti+e.

2. Yo& can al%ays display the line ite+s of a 89# acco&nt.Answer: $alse

Yo& can only display the line ite+s if the acco&nt is +ana*ed %ith line ite+ display.

3. 89# acco&nts %ith open ite+ +ana*e+ent +&st have line ite+ display.

Answer: 'r&e

Yo& cannot define a 89# acco&nt %ith open ite+ +ana*e+ent %itho&t selectin* the <#ine ite+display= option.

4. 89# acco&nts that are +ana*ed in local c&rrency can only e posted to in this c&rrency.

Answer: $alse

89# acco&nts in local c&rrency can e posted to in any c&rrency.

D. 89# acco&nts that are +ana*ed in a forei*n c&rrency can only e posted to in this forei*n

c&rrency.

Answer: 'r&e

)f yo& select a forei*n c&rrency as the acco&nt c&rrency, yo& can only post a+o&nts in this

forei*n c&rrency to this acco&nt.

E. eca&se the co+pany codes &se different operational charts of acco&nts, yo& cannot carry o&t

cross-co+pany code controllin*.



Answer: 'r&e

Yo& can carry o&t cross-co+pany code controllin* if each co+pany code &ses the sa+e

operational chart of acco&nts.

#rofit Center and Segment

,eri/ation of a Segment

An ! syste+ enales yo& to save a se*+ent in the +aster data of a profit center.

'he se*+ent is posted to a&to+atically %hen the profit center is posted to.

'here is no <d&++y se*+ent postin*=, as in the profit center lo*ic - if the profit center does not

have a se*+ent, there is no se*+ent acco&nt assi*n+ent either.

'he standard +ethod is to derive the se*+ent fro+ the profit center. C&sto+ers can also

pro*ra+ sol&tions9derivations the+selves.

4. :o se*+ents have a ti+e reference?

Answer: $alse)t is not possile to vie%, activate, or chan*e se*+ents %ithin an interval.

D. Are se*+ents assi*ned to a hierarchy?

Answer: $alse

#i7e the &siness area, se*+ents are not assi*ned to any str&ct&re and can e &sed across

co+pany codes.

E. Can ) assi*n the sa+e se*+ent to +&ltiple profit centers?Answer: 'r&e

'he &se of se*+ents &s&ally corresponds to the le*al re/&ire+ents. "s&ally F&st a fe% se*+ents

+ain &siness fields are &sed, %hich are then assi*ned to a very +&ch lar*er n&+er of profit

centers.

Customer0)endor Accounts

G&st li7e *eneral led*er acco&nts, customer and vendor accounts also have t%o se*+ents(

• ne se*+ent at client level that contains general data. 'his data can e accessed

thro&*ho&t the %hole or*ani;ation.

•A se*+ent at company code level that contains company code4specific data.Any co+pany code that %ishes to do &siness %ith a specific c&sto+er or vendor has to

create a co+pany code se*+ent for this c&sto+er or vendor. 'his also creates a c&sto+er

or vendor acco&nt.

"sin* reports !$):109!$)K!10, yo& can transfer c&sto+er9vendor +aster data +aintained

in a so&rce co+pany code into another co+pany code.

The Sales )ie( of the Customer Account



Any sales area that %ants to do &siness %ith a c&sto+er has to create a sales area se*+ent first.

'he sales area se*+ent contains sales area-specific data.

A complete customer account consists of the follo%in* three se*+ents(

• 8eneral data at the client level


• ales area se*+ent

"s&ally, the sales area se*+ent +&st at least e created for the sales area assi*ned to the co+pany

code.

'he acco&nt n&+er is assi*ned to the c&sto+er at the client level. 'his ens&res that the acco&nt

n&+er for a c&sto+er is the sa+e for all co+pany codes and sales areas.

++ )ie( of the )endor Account

G&st as there is a sales area se*+ent for c&sto+ers, there are p&rchasin* or*ani;ation se*+ents for

vendors.

Any p&rchasin* or*ani;ation that %ants to do &siness %ith a vendor has to create a p&rchasin*

or*ani;ation se*+ent first. 'he p&rchasin* or*ani;ation se*+ent contains p&rchasin*or*ani;ation-specific data.

A complete vendor account consists of the follo%in* three se*+ents(

• 8eneral data at the client level


• &rchasin* or*ani;ation se*+ent

"s&ally at least the p&rchasin* or*ani;ation se*+ent for the p&rchasin* or*ani;ation assi*ned to

the co+pany code +&st e created. 5ote( 'here +ay e other p&rchasin* or*ani;ations doin*

&siness %ith the vendor as %ell.

'he acco&nt n&+er is assi*ned to the vendor at the client level. 'his ens&res that the acco&nt

n&+er for a vendor is the sa+e for all co+pany codes and p&rchasin* or*ani;ations.

'here is the ris7 of creatin* inco+plete or d&plicate +aster records. 'o find and correct these

inco+plete acco&nts, yo& can r&n report !$:KA800, C&sto+er aster :ata Co+parison, or

!$KKA800, Hendor aster :ata Co+parison, and +a7e the necessary corrections. Yo& canthen correct the acco&nts.

Yo& can prevent the creation of d&plicate acco&nts as follo%s(

• "se the +atchcode efore yo& create a ne% acco&nt

• Activate the a&to+atic d&plication chec7

•

+mportant fields are:• earchter+s( Yo& can enter an areviation for the c&sto+er9vendor na+e in these fields.

'he for+at is defined y co+pany *&idelines and practices.

• 8ro&p( C&sto+ers or vendors %ho elon* to the sa+e corporate *ro&p can e &ndled

to*ether &nder a &ser-defined *ro&p 7ey. 'his *ro&p 7ey can e &sed for r&nnin* reports,

transaction processin*, or for +atchcodes.

• Cler79acco&ntin*( 'he na+e of the acco&ntin* cler7 +&st e saved &nder an ):. Yo& can

enter this in the c&sto+er9vendor +aster records for %hich the cler7 concerned is



responsile. 'he na+e of the cler7 is then printed on correspondence a&to+atically. Yo&

can also &se this ): for sortin* d&nnin* and pay+ent proposal lists.

5.planatory te.ts can e entered in every se*+ent.

#ine ite+ display and open ite+ +ana*e+ent are confi*&red as standard for everyc&sto+er9vendor acco&nt.

)n $inancial Acco&ntin*, once the c&sto+er9vendor acco&nt has een created, yo& can no lon*er

chan*e the acco&nt *ro&p. >o%ever, if yo& &se partner roles in ales and :istri&tion, in so+e

cases yo& can chan*e the acco&nt *ro&p, fro+ an orderin* address to a ship-to address, for

ea+ple.

Status of the Fields in the +aster ecord'he acco&nt *ro&p is &sed to control the fields displayed in the +aster record.

'he layo&t of c&sto+er9vendor +aster data screens can e affected y several factors(

Account group4specific control: "s&ally, the field stat&s is controlled only y the acco&nt

*ro&p. 'his +eans that all acco&nts of one acco&nt *ro&p have the sa+e screen layo&t.

)ransaction4dependent control: 'he field stat&s can e dependent on the +aster datatransaction Create, Chan*e or :isplay. 'he transaction-dependent field stat&s sho&ld e set to

<display= for the <chan*e= transaction if the field is not to e chan*ed after it has een created,

s&ch as the <reconciliation acco&nt= field, for ea+ple.

Company code4dependent control : Yo& are already fa+iliar %ith the acco&nt *ro&p- and

transaction-dependent field stat&s fro+ *eneral led*er acco&nt *ro&ps.

Yo& can control the field stat&s for fields in the co+pany code se*+ent of c&sto+er and vendor+aster records via the co+pany code-specific screen layo&t. Yo& can hide fields that are not &sed

in a specific co+pany code, &t enter val&es in these fields in other co+pany codes. $or ea+ple,

if a co+pany code does not %ant to &se the d&nnin* pro*ra+, hide the relevant fields for this

co+pany code.

'he acco&nt *ro&p-specific field stat&s, the transaction-specific field stat&s and the co+panycode-specific field stat&s are co+pared, and the field stat&s %ith the hi*hest priority is &sed.

,ual control principle

Yo& no% can define that one person +a7es chan*es to c&sto+er or vendor +aster data %hile

another person is responsile for confir+in* the chan*es, &s&ally for critical c&sto+er9vendor

chan*es.$irst yo& have to define the fields for d&al control in the c&sto+er9vendor +aster records in the

)8.

)f yo& define a field in the c&sto+er9vendor +aster record as <sensitive=, the correspondin*

c&sto+er9vendor is loc7ed for pay+ent if the entry is chan*ed. 'he loc7 is re+oved %hen a

second person %ith a&thori;ation chec7s the chan*e and confir+s or reFects it.

'he confir+ation for the chan*es can e +ade for a sin*le c&sto+er9vendor or yo& can *et a list.

'his list can e restricted y(



• C&sto+er9vendor

• Co+pany Code

• Acco&nts not yet confir+ed

• Acco&nts reFected

• Acco&nts to e confir+ed y +e

•Yo& can display the changes to the customer or vendor master record for all acco&nts&sin* reports !$:A#00 or !$KA#00.

'o clear open ite+s, yo& have to carry o&t the follo%in* steps(

• Yo& have to enter the vendor acco&nt n&+er in the c&sto+er acco&nt, or vice versa.

• ach co+pany code can decide separately %hether it %ants to clear open ite+s et%een

c&sto+ers and vendors. )f clearin* is to e &sed, yo& have to select the <Clearin* %ith

Hendor= field in the c&sto+er acco&nt, or the correspondin* field in the vendor acco&nt.

)f yo& set the <Acco&nt Control and tat&s= &nder <Additional elections= in the report for the

c&sto+er or vendor list !$:KHI00 or !$KKHI00, %hen yo& print the report yo& can see the

partner relationships for the respective c&sto+er or vendor.

ead ffice0Branch

C&sto+ers in so+e ind&stries place orders locally that is, via their ranches, &t pay invoices

centrally fro+ the head office. 'here is a difference et%een the *oods flo% and the cash flo%.

Yo& can reflect this in the A yste+ via head office and branch accounts.

All ite+s posted to a ranch acco&nt are a&to+atically transferred to the head office acco&nt.

"s&ally, d&nnin* notices *o to the head office and it is the head office that +a7es and receives

pay+ents. >o%ever if the <:ecentrali;ed rocessin*= field is selected in the head office +aster

record, the d&nnin* and pay+ent pro*ra+s &se the ranch acco&nt instead.

)f yo& set the <Acco&nt Control and tat&s= indicator &nder <Additional elections= in the report

for the c&sto+er or vendor list !$:KHI00 or !$KKHI00, %hen yo& print the report, yo& can

see the possile head offices for each of the ranches.

Solution 3" Customer0)endor Accounts

4. A co+plete c&sto+er acco&nt consists of the follo%in* parts(

Answer:

. 8eneral data

. Co+pany code se*+ent

. ales area se*+ent

D. A co+plete vendor acco&nt consists of the follo%in* parts(

Answer:

. 8eneral data

. Co+pany code se*+ent

. &rchasin* or*ani;ation se*+ent

'r&e or false?

1. 'he c&sto+er9vendor acco&nts +&st al%ays e +aintained centrally.

Answer: $alseC&sto+er9vendor acco&nts can e +aintained centrally or decentrally.



2. ne n&+er ran*e can only e assi*ned to one acco&nt *ro&p.

Answer: $alse

A n&+er ran*e can e assi*ned to several acco&nt *ro&ps.

Co+plete the sentence(1. )nternal n&+er assi*n+ent +eans that the A ! syste+ assi*ns the n&+er a&to+atically.

Answer: )nternal

2. Yo& +aintain a c&sto+er9vendor +aster record centrally if yo& create the

$inancial se*+ents at the sa+e ti+e as the ales order ana*e+ent9&rchasin* ana*e+ent

se*+ents.

Answer: centrally

3. 8eneral led*er acco&nts have eternal n&+er assi*n+entB c&sto+er and vendor +aster

records can have internal or eternal n&+er assi*n+ent.

Answer: eternal, internal, eternal

Unit 4" ,ocument Control

,ocument Structure

very doc&+ent is &ni/&ely identified y the follo%in* fields(

• :oc&+ent 5&+er

• Co+pany Code

• $iscal Year

Yo& can display detailed data for the doc&+ent header and line ite+s.

'%o i+portant control 7eys(

• ocument type for the doc&+ent header

• $osting key for the line ite+s

"sin* report !25L6%%, yo& can create a co+pact doc&+ent Fo&rnal in the syste+.

)t contains a tale of the +ost i+portant data for the selected doc&+ents fro+ the doc&+ent

headers and line ite+s.

ocument types define the follo%in*(

• 5&+er ran*es for doc&+ent n&+ers

• Acco&nt types per+itted for postin*s

ocument types also define the follo%in*(

• 'he field stat&s of the <:oc&+ent >eader 'et= and <!eference 5&+er= fields in the

doc&+ent header • Whether invoices are posted %ith the net proced&re

Important Standard ,ocument Types

• :oc&+ent type A allo%s postin*s to all acco&nt types.

• All other doc&+ent types li+it the types of acco&nts yo& can post to. :oc&+ent type :8,

for ea+ple, allo%s yo& to post to c&sto+er : and 89# acco&nts only.

'o transfer illin* doc&+ents fro+ the A ! illin* syste+, yo& need one of the follo%in*

doc&+ent types(



• !H, the defa&lt doc&+ent type for ales rder ana*e+ent illin* doc&+ents c&sto+er

invoices.

• !, the defa&lt doc&+ent type for aterials ana*e+ent illin* doc&+ents vendor

invoices.

'he doc&+ent n&+er ran*e +&st e defined for the year in %hich it is &sed. 'here are t%o

options(

• )o a fiscal year in the future: At the e*innin* of a ne% fiscal year, the syste+

contin&es to &se the n&+er after the c&rrent n&+er as the net n&+er. )t does not

restart at the first n&+er of the n&+er ran*e.

• !or every fiscal year: At the e*innin* of a ne% fiscal year, the syste+ starts a*ain %ith

the first n&+er of the n&+er ran*e. 'his helps to ens&re that the n&+er ran*e is

s&fficient.

Addend&+( )f the led*er sol&tion is +apped in ne% 8eneral #ed*er Acco&ntin*, different led*ers

can &se different fiscal year variants. 'his is a very rare case. )t is then necessary to +a7e special

settin*s for these led*ers in C&sto+i;in*(

•:oc&+ent n&+er ran*es are stored for the *eneral led*er vie%.

• 'he n&+er ran*es are assi*ned to the doc&+ent types for the *eneral led*er vie%.

)nternal n&+er assi*n+ent +&st e set for these n&+er ran*es.

Addend&+( )f the led*er sol&tion is &sed in ne% 8eneral #ed*er Acco&ntin*, doc&+ent types for

p&re postin* in a non-leadin* led*er +&st e assi*ned separate n&+er ran*es. 'his is done to

ens&re that there are no *aps in the doc&+ent assi*n+ent in the leadin* vie%.

ne n&+er ran*e can e assi*ned to several doc&+ent types. Yo& can copy the intervals of

doc&+ent n&+er ran*es fro+ one co+pany code to another, or copy intervals fro+ one fiscal

year to another.

Yo& can &se report !$5"00 to find *aps in the doc&+ent n&+er assi*n+ent.

#i7e doc&+ent types, posting keys are also defined at client level.



)n addition to the control f&nctions +entioned aove, the postin* 7ey also specifies(

• Whether the line ite+ is connected to a payment transaction0 'his infor+ation isre/&ired for analy;in* the pay+ent history and creatin* pay+ent notices.

• Whether the postin* is sales4relevant and the sales fi*&re of the acco&nt is to e &pdated y the transaction, for ea+ple, y the postin* of a c&sto+er invoice.

'he postin* 7eys have een enhanced for the nFoyA doc&+ent entry f&nctions. )n the

standard transactions, postin* 7eys are laeled <:eit= and <Credit=. 'he follo%in* defa&lt

val&es are provided in C&sto+i;in* for the A ! syste+(

• $or 8# acco&nt postin*( <:eit= is postin* 7ey 40, <Credit= is postin* 7ey D0.

• $or C&sto+er invoices( <:eit= is postin* 7ey 01, <Credit= is postin* 7ey D0.

• $or Hendor invoices( <:eit= is postin* 7ey 31, <Credit= is postin* 7ey 40.

,ocument Field Status

As a *eneral r&le, yo& define the acco&nt-dependent field stat&s for *eneral led*er acco&nts inC&sto+i;in*. $or c&sto+er and vendor data, yo& define the postin* 7ey-dependent field stat&s in

C&sto+i;in* accordin* to yo&r re/&ire+ents.

As %ith the field stat&ses defined for fields in 89# acco&nts, the field stat&s %ith the hi*her

priority is &sed. 'he priority is sho%n aove.

5.ceptions to this r&le(

• )f business areas are &sed, the &siness area field +&st e ready for inp&t. Yo& can

activate it y enalin* &siness area financial state+ents for the co+pany code. Yo& can

only &se the field stat&s to define %hether the field is a re/&ired or an optional entry field.

• ntries in ta. fields are only possile if the *eneral led*er acco&nt is relevant for ta.

'he Hide field stat&s cannot e co+ined %ith the equired 5ntry field stat&s.'his co+ination ca&ses an error.

'his infor+ation is divided into field status groups for each *ro&p of 89# acco&nts.

Yo& assi*n field stat&s *ro&ps to the respective *eneral led*er acco&nts in the 89# acco&nt +aster

records.

'he field stat&s *ro&ps are s&++ari;ed in one field status variant.

'he field stat&s variant is assi*ned to yo&r company code(s*. 5o postin* can e +ade &ntil this is

co+plete. 'ypically, yo& assi*n the sa+e field stat&s variant to all of yo&r co+pany codes so that

the sa+e field stat&s infor+ation applies across co+pany codes.

)f a doc&+ent is posted to a s&led*er acco&nt, the field stat&s *ro&p of the reconciliation acco&nt

is &sed.

y chan*in* the field stat&s definitions of postin* 7eys and the field stat&s *ro&p, yo& can +a7e

the field stat&s transaction-dependent or acco&nt-dependent.



• ince the subledger accounts do not have a field stat&s *ro&p, postin*s are differentiated

+ainly y +eans of different postin* 7eys. $or this reason, there are n&+ero&s postin*

7eys for s&led*er acco&nts.

ostin*s to G7L accounts are +ainly differentiated y +eans of different field stat&s *ro&ps.

'herefore, only t%o postin* 7eys 40 and D0 are re/&ired for 89# acco&nt postin*s.

Addend&+( )n addition to the acco&nt and postin* 7ey-dependent field stat&ses for postin*s,

+andatory fields are also controlled centrally for doc&+ent splittin* oFects s&ch as the se*+ent

or profit center %hen doc&+ent splittin* is &sed. 'his is eplained in detail in the <:oc&+ent

plittin*= postin* control &nit.

Solution " ,ocument eader

Ans%er the follo%in* /&estion(

1. What are the +ost i+portant control f&nctions of the doc&+ent type?

Answer:

5&+er ran*es for doc&+ent n&+ers

Acco&nt types per+itted for postin*s

Co+plete the sentence(1. )f the &ser assi*ns the doc&+ent n&+er +an&ally, this is eternal n&+er assi*n+ent.

Answer: eternal

Co+plete the sentence(

1. ternal n&+ers +ay e alphan&+eric.

Answer: ternal

'r&e or false?

1. very co+pany code +ay define its o%n doc&+ent types.

Answer: $alse

ince doc&+ent types are defined at client level, they are valid for all co+pany codes.

2. very co+pany code +ay define its o%n doc&+ent n&+er ran*es.

Answer: 'r&e'he doc&+ent n&+er &ni/&ely identifies each doc&+ent in a co+pany code %ithin a fiscal year.

'herefore, doc&+ent n&+er ran*es are defined dependent on the co+pany code.

3. At the e*innin* of a ne% fiscal year, the syste+ al%ays starts the doc&+ent n&+erassi*n+ent a*ain at the start of the n&+er ran*e.

Answer: $alse

'he syste+ only restarts n&+erin* at the e*innin* of a ne% year if the doc&+ent n&+er ran*e

is defined per fiscal year.

4. :oc&+ent n&+er ran*es +&st not overlap.

Answer: 'r&e

'his ens&res a &ni/&e doc&+ent n&+er in a co+pany code %ithin a fiscal year.


1. >o% +any n&+er ran*es can e assi*ned to a doc&+ent type si+&ltaneo&sly?



Answer: Yo& specify a n&+er ran*e for each doc&+ent type. >o%ever, yo& can &se one n&+er

ran*e for several doc&+ent types.

Solution 6" .ine Item


1. What are the +ost i+portant control f&nctions of a postin* 7ey?

Answer:

:efinition of the acco&nt types that can e posted to

Acco&nt side deit or credit

$ield stat&s of the additional acco&nt assi*n+ent


1. 5a+e t%o ele+ents that infl&ence the field stat&s of doc&+ent fields.

Answer: $ield stat&s *ro&p, postin* 7ey.


1. )n the follo%in* scenarios, state ho% the tet field %ill e treated on the

doc&+ent entry screen(

ostin* K ey $ield stat&s *r o&p :oc&+ent entry

scr een

1. 'et hidden 'et optional

2. 'et optional 'et re/&ired

3. 'et re/&ired 'et hidden

Answer:1. >idden

2. !e/&ired entry

3. rror


1. What are the standard postin* 7eys for 89# acco&nts and on %hich side of the

acco&nt do they post to?

Answer:

:eit, postin* 7ey 40

Credit, postin* 7ey D0

'r&e or false?

1. ostin* 7eys are defined at client level.

Answer: 'r&e

#i7e doc&+ent types, postin* 7eys are also defined at client level.


1. 'he field stat&s *ro&p controls the field display d&rin* doc&+ent entry.



Answer: field stat&s


1. ach *eneral led*er acco&nt has a field stat&s *ro&p.

Answer: *eneral led*er acco&nt

#osting #eriodsostin* periods are defined in the fiscal year variant.

everal co+pany codes can &se the sa+e posting period variant. $or all co+pany codes

assi*ned, the postin* periods are opened and closed si+&ltaneo&sly. 'his si+plifies the period

+aintenance.

)n the doc&+ent header, the periods assi*ned to the acco&nt type @J@ are chec7ed.

'his is the first chec7. 'he acco&nt type <J= +&st therefore e open for all periods that are

s&pposed to e open for all other acco&nt types. 'he postin* period variant +&st contain at leastthe acco&nt type <J=. )f the postin* periods for different acco&nt types are all to e handled in the

sa+e %ay, the control via the <J= entry is s&fficient.

ostin* periods can e handled differently for different account types, that is, for a certain

postin* period, postin*s to c&sto+er acco&nts +ay e per+itted %hile postin*s to vendor

acco&nts +ay not.

At the line ite+ level, the syste+ chec7s the acco&nt type of the postin* 7ey to ens&re that the

period is open for the assi*ned acco&nt type.

'he acco&nt interval al%ays contains 89# acco&nts. y enterin* certain reconciliation acco&nts

ehind s&led*er acco&nt types, these s&led*er acco&nts can e treated differently to acco&ntsthat have a different reconciliation acco&nt.

Solution 17" #osting #eriodCo+plete the sentence(

1. 'he postin* period variant is assi*ned to the co+pany code.

Answer: co+pany code

2. A postin* period variant +&st contain at least one line %ith the entry Halid for all acco&nts.

Answer: Halid for all acco&nts

3. 'he acco&nt ran*e in the postin* period variant consists of 89# acco&nts.

Answer: 89# acco&nts

'r&e or false?

1. ostin* periods are opened and closed a&to+atically.

Answer: $alse

'he postin* period variant that contains the open periods has to e +aintained +an&ally.

2. 5o +ore than t%o periods can e open at the sa+e ti+e.

Answer: $alse



$alse. As +any periods as re/&ired can e open si+&ltaneo&sly. >o%ever, only t%o period

intervals can e open at the sa+e ti+e.

3. 'he a&thori;ation *ro&p in the postin* period variant applies only to a&thori;ation for postin*

in special periods.

Answer: $alse

$alse. 'he a&thori;ation *ro&p applies to the first period interval. 'his can also e an interval%ith nor+al postin* periods.

#osting Authori!ations

)n tolerance *ro&ps yo& can enter upper limits for the follo%in*(

• 'otal a+o&nt per doc&+ent

• A+o&nt per c&sto+er9vendor ite+

• Cash disco&nt a &ser %ith this tolerance *ro&p is ale to *rant'he c&rrency is the local c&rrency of the co+pany code.

Assigning #osting Authori!ationsYo& can create as +any tolerance *ro&ps as yo& li7e. very &ser can e eplicitly assi*ned to atolerance *ro&p.

)f &sers are not assi*ned to any special tolerance *ro&p, then the entries in tolerance *ro&p <6666=

are valid for the+.

'his is the defa&lt tolerance *ro&p.

'olerance *ro&p <6666= &s&ally contains val&es %hich are +eant to apply to +ost e+ployees.

Unit 8" #osting Control

,ocument Splitting



:isplayin* the profit and loss state+ent y profit center, &siness area, or se*+ent is never

prole+atic, since the positions %hich have an effect are al%ays provided %ith &ni/&e

correspondin* oFects y the ori*inal controllin* oFect. >o%ever, if a alance sheet is to e

created for one of these oFects, the prole+ is that the line ite+s ea+ple on the slide( payales

and taes cannot e split in the entry vie%. 'his only happens in the *eneral led*er vie%, &sin*

doc&+ent splittin*.



Hint: 5ote( :oc&+ent splittin* is only for c&sto+ers %ho have to or %ant to enter a f&rther

characteristic s&ch as a se*+ent on the alance sheet, in addition to the co+pany code.

'igure *;& 2ocument Splitting ) Active Split'he entities defined as splittin* characteristics alancin* characteristics are inherited in non-

acco&nt-assi*ned postin* lines. As yo& can see fro+ the slide, the alance of the selected

characteristics is ;ero.

'he vendor and ta lines ite+s 1 and 4 in the *eneral led*er vie% are split in

accordance %ith the epense lines ite+s 2 and 3B epense acco&nts 4000 and

41000.

:oc&+ent splittin* also often called online split ens&res that co+panies can create

co+plete alance sheets for desired oFects.

)f doc&+ent splittin* is not activated, there is &s&ally no difference et%een the entry vie%

and the *eneral led*er vie%.



5ote( ince doc&+ent splittin* can e activated for each client and deactivated for each co+pany

code, the decision of %hether to split the doc&+ent or not is +ade at co+pany code level.

However, all co+pany codes of a client can only &se one doc&+ent splittin* proced&re, that is,

different proced&res cannot e assi*ned to different co+pany codes.

'he inheritance concept(

)f an acco&nt assi*n+ent oFect is &ni/&e in a doc&+ent, it is inherited online in all +issin*

positions. 'he indicator sho&ld al%ays e set %hen doc&+ent settin* is activated.

'he default account assignment concept(

)t is possile to %or7 %ith defa&lt acco&nt assi*n+ent, that is, if the position is not provided %ith

the necessary oFect for any reason, then a defa&lt val&e s&ch as a profit center or se*+ent can e set a&to+atically.

'o &se s&ch a defa&lt acco&nt assi*n+ent, yo& +&st first define a constant in c&sto+i;in*.

5ote that &sin* a defa&lt val&e can red&ce the data /&ality. )ncorrect doc&+ent splittin* r&les are

then not reco*ni;ed, since every +issin* oFect is replaced y this constant. )f yo& %ant to &se

defa&lt acco&nt assi*n+ent, carry o&t a test %itho&t defa&lt val&es, in order to find any possile

errors.



$assive "plit

:&rin* <clearin*=, the entities s&ch as se*+ents of the doc&+ent ein* cleared are copied to the

clearin* doc&+ent %itho&t ein* chan*ed.a+ple( ay+ent of an inco+in* invoice that has een assi*ned to +&ltiple acco&nts. 'he

inco+in* invoice %as divided over t%o se*+ents A and in the proportion E0(40. :&rin*

clearin*, the pay+ent is split E0(40 over the se*+ents only *eneral led*er vie%.

Active split

$or doc&+ents %hich do not sho% clearin*, individ&al distri&tion r&les can e created in

c&sto+i;in* to decide %hich positions of a doc&+ent are divided accordin* to %hich asic

positions. 'he doc&+ent type is the asis for the r&le.

a+ple( An inco+in* invoice that has een assi*ned to +&ltiple acco&nts.

Creating clearing lines78ero balance formation is al%ays &sed if, in addition to the total

doc&+ent, the oFects to e alanced <%ithin= the doc&+ent e.*. profit center, se*+ent sho&ld

e alanced to 0.

a+ple( Witho&t this f&nction, a postin* fro+ se*+ent A to se*+ent on the sa+e acco&nt

%o&ld only create t%o line ite+s. With ;ero alance for+ation, t%o f&rther clearin* lines are

created, and these can e &nderstood as the relationship et%een these t%o se*+ents receivales

fro+ se*+ent A to and payales fro+ to A.

'he syste+ al%ays processes doc&+ent splittin* in the se/&ence sho%n on the slide.



Al%ays set the Zero balance indicator if yo& %ant to create a financial state+ent for the characteristic. 'he alance of the defined entities is then al%ays 0 for .every

postin*., ens&rin* entity alancin*.

'he Mandatory Field indicator has t%o +eanin*s(

• $irstly, it is an e.tension of the field status for acco&nts in %hich the characteristics

cannot e <entered= d&rin* doc&+ent entry, and9or for acco&nts that cannot e controlled

&sin* the field stat&s. a+ple( Hendor lines sho&ld al%ays incl&de a profit center or a

se*+ent.

• econdly, it is a chec7 as to %hether a &siness process-e/&ivalent &siness transaction

variant %as selected %hich deter+ines %hether a splittin* r&le can e fo&nd.

'he Mandatry !ield indicator %or7s in addition to field stat&s control in the acco&nt or in the

postin* 7ey.



3. 'he val&e date is necessary for reflectin* the transaction in Cash ana*e+ent.

Activate the f&nction that proposes the val&e date %hen processin* a doc&+ent.

a Activate val&e date proposal.

)8( !inancial Accunting #ne$%→!inancial Accunting Gl&al Settings

#ne$% → 'cu(ent → 'e)ault *alues → 'e)ault *alue 'ate

!ield 9ame or ata )ype &alues

Co+pany Code 8!LL

:efa&lt Hal&e :ate

Choose @ave@.

4. 'he +ai+&+ echan*e rate variance has een 10M. 'he financial acco&ntant has epressedconcern that this percenta*e is too hi*h. Yo& are re/&ired to set the +ai+&+ echan*e rate

variance for yo&r co+pany to DM.

a Chan*e the +ai+&+ echan*e rate variance.)8( !inancial Accunting #ne$% → !inancial Accunting Gl&al Settings #ne$% → Gl&al Para(eters )r C(pany Cde → Currencies

→ Maxi(u( Exchange Rate 'i))erence → 'e)ine Maxi(u( Exchange

Rate 'i))erence per C(pany Cde

!ield 9ame or ata )ype &alues

Co+pany Code 8!LL

a. ch. !ate :iff. DM

Choose @ave@.

Change Control



Yo& can differentiate et%een doc&+ent chan*e r&les accordin* to the follo%in* criteria(

• Acco&nt 'ype( 'he acco&nt type allo%s &sers to define r&les for c&sto+er, vendor, and

*eneral led*er acco&nts.



• 'ransaction Class( 'ransaction classes are only &sed for the special 89# transactions ill

of echan*e and do%n pay+ent.

• Co+pany code( )f the field is lan7, the r&le applies to every co+pany code.

'he conditions for chan*in* a field are predefined. Yo& can chan*e the+ as follo%s(

• 'he postin* period is still open

• 'he line ite+ is not yet cleared

• 'he line ite+ is either a deit in a c&sto+er acco&nt or a credit in a vendor acco&nt

• 'he doc&+ent is not a credit +e+o for an invoice

• 'he doc&+ent is not a credit +e+o fro+ a do%n pay+ent

,ocument e/ersal

'he syste+ provides a f&nction to reverse 89#, c&sto+er, and vendor doc&+ents othindivid&ally or in a +ass reversal.

A doc&+ent can e reversed y(

• 9ormal reversal posting

• 9egative posting

'he normal reversal posting ca&ses the syste+ to post the incorrect deit as a credit and the

incorrect credit as a deit. 'he nor+al reversal postin* therefore ca&ses an additional increase in

the transaction fi*&res.

'he negative posting also posts the incorrect deit as a credit and the incorrect credit as a deit.

'his ti+e the posted a+o&nt is not added to the transaction fi*&res, &t is s&tracted fro+ the

transaction fi*&res of the other side of the acco&nt. 'his sets the transaction fi*&res ac7 to asthey %ere efore the incorrect postin* too7 place.

When yo& reverse a doc&+ent, yo& have to enter a reversal reason that eplains the reversal.

'he reversal reason also controls %hether the reversal date is allo%ed to e different to the

ori*inal postin* date.

:oc&+ents %ith cleared ite+s cannot e reversed. 'he doc&+ent +&st first e reset.

5or+ally the syste+ &ses the nor+al reversal postin* to reverse doc&+ents. 'he follo%in*

prere/&isites +&st e f&lfilled to enale ne*ative postin*s(

• 'he co+pany code per+its ne*ative postin*s

• 'he reversal reason +&st e defined for ne*ative reversal.

5e*ative postin*s can also e &sed to perfor+ transfer postin*s of incorrect line ite+s. 'he ite+is re+oved fro+ the %ron* acco&nt y a ne*ative postin* resettin* the transaction fi*&res and

posted to the correct acco&nt y a nor+al postin*. 'his can only e done %ith a doc&+ent type

that eplicitly allo%s ne*ative postin*s.

Ans%er the follo%in* /&estions(

1. 5a+e the t%o possile %ays to reverse a doc&+ent in A ! $inancials.



Answer:

. 5or+al reversal postin*

. !eversal y ne*ative postin*

2. What are the t%o prere/&isites that +&st e f&lfilled in order to process ne*ative postin*s?

Answer:

. 1. 'he co+pany code +&st allo% ne*ative postin*s.

. 2. 'he reversal reason +&st e defined for ne*ative reversal.

#ayment Terms and Cash ,iscounts

)erms of payment are conditions a*reed et%een &siness partners for the pay+ent of invoices.

'he conditions define the d&e date and the cash disco&nt offered for pay+ent of the invoice

%ithin a certain period.

)erms of payment enale the syste+ to calc&late a cash disco&nt and invoice d&e date.

)n order to do this, the syste+ needs the follo%in* data(

2aseline date: 'he date fro+ %hich the d&e date is derived.

Cash discount terms: 'he ter+s y %hich the cash disco&nt can e ta7en.

Cash discount percentage rate: 'he percenta*e rate &sed to calc&late cash disco&nt.

Yo& can enter ter+s of pay+ent in the company code segment, the sales area segment, and the

purchasing organi8ation segment of a c&sto+er9vendor +aster record.

'he terms of payment defaulted when posting an invoice depends on %here the invoice iscreated(

• )f the invoice is created in $inancials, the ter+s of pay+ent fro+ the co+pany code

se*+ent are defa&lted.

• )f a c&sto+er invoice is created in ales order ana*e+ent, the ter+s of pay+ent fro+

the sales area se*+ent are defa&lted. When yo& post the ales order ana*e+ent



invoice, the ter+s of pay+ent are copied to the $) invoice %hich is created

a&to+atically.

• )f a vendor invoice is created in &rchasin* ana*e+ent, ter+s of pay+ent fro+ the

p&rchasin* or*ani;ation se*+ent are defa&lted. When yo& post this invoice, the ter+s of

pay+ent are a&to+atically copied to the acco&ntin* doc&+ent.

When yo& enter a vendor invoice, yo& can also set a fied cash disco&nt a+o&nt or a cashdisco&nt percenta*e rate. 'hat is, the cash disco&nt is *ranted independently of the pay+ent

period9date. 'o do this, yo& +&st +a7e the appropriate entry in the <Cash :isco&nt= field.

Figure 6" Terms of #ayment in Credit +emos

)nvoice related credit +e+os(

. Credit +e+os can e lin7ed to the ori*inal invoice y enterin* the invoice n&+er in the

@)nvoice !eference@ field d&rin* doc&+ent entry. )n this case, the ter+s of pay+ent are copied

fro+ the invoice so that the invoice and the credit +e+o are d&e on the sa+e date.ther credit +e+os(

. 'er+s of pay+ent in other credit +e+os are invalid. 'hese credit +e+os are d&e on the

aseline date. 'o activate the pay+ent ter+s on these non-invoice related credit +e+os, enter a<H= in the @)nvoice !eference@ field %hen enterin* the doc&+ent.

)rue or false

1. Credit +e+os can e lin7ed to invoices to ens&re that invoice and credit +e+os are d&e on the

sa+e date.

Answer: 'r&e

When yo& lin7 a credit +e+o to the ori*inal invoice, the ter+s of pay+ent



are copied fro+ the invoice so that the invoice and the credit +e+o are d&e on the sa+e date.

2. 'he day li+its define the dates of the cash disco&nt periods.

Answer: $alse

'he day li+its are &sed to store several versions of ter+s of pay+ent &nder the sa+e ter+s of pay+ent 7ey.

3. very install+ent of an install+ent plan +&st have its o%n ter+s of pay+ent.

Answer: 'r&e

'he ter+s of pay+ent for the line ite+s are the ter+s of pay+ent defined for the individ&al

install+ents.

Answer the following question0

1. @'er+s of ay+ent@ is a field in the co+pany code and sales area se*+ent of the c&sto+er

+aster record.

Answer: co+pany code, sales area

Yo& can define ter+s of pay+ent in the co+pany code se*+ent and in the sales area se*+ent of a

c&sto+er +aster record. When yo& create an invoice9illin* doc&+ent, the ori*in principle

applies.

Ans%er the follo%in* /&estion.

1. 'he aseline date is the date that the syste+ &ses to deter+ine the d&e date of the invoice.

Answer: aseline date

)n order to calc&late cash disco&nt periods, the syste+ +&st e ale to access a aseline date as

the start date.

Ans%er the follo%in* /&estion.

1. Which cash disco&nt acco&nts are &sed in the net proced&re?

Answer:

. Cash disco&nt clearin* acco&nt

. Cash disco&nt loss acco&nt

1. Which cash disco&nt acco&nts are &sed in the *ross proced&re?

Answer:

. Cash disco&nt reven&e acco&nt

. Cash disco&nt epense acco&nt

Ta9es

'here are asically t%o types of taation that can e processed in the A ! syste+(

• 'aes are levied at a national level, %ith &nifor+ly defined rates.

• 'aes are levied at a state9F&risdictional level, %ith rates defined y the state9F&risdiction.

:&e to the co+plications involved %ith this type of taation there are over E,000

possile F&risdictions in the "A, third party soft%are is often &sed to deter+ine the ta

allocation. A provides a *eneric interface soft%are to s&pport this.

'he syste+ s&pports the treat+ent of taes as follo%s(

• Chec7s the ta a+o&nt entered or a&to+atically calc&lates the ta

• osts the ta a+o&nt to ta acco&nts.



• erfor+s ta adF&st+ents for cash disco&nts or other for+s of ded&ctions

'he epense or reven&e a+o&nt is the ase a+o&nt, %hich can incl&de a cash disco&nt ta ase

is *ross or ecl&de a cash disco&nt ta ase is net.

'he ta code is &sed for the calc&lation proced&re re/&ired to perfor+ taation f&nctions on the

A syste+.

5ational re*&lations deter+ine %hether the ta ase a+o&nt +&st e(

9et amount taale epense or reven&e ite+s +in&s cash disco&nt

Gross amount taale epense or reven&e ite+s incl&din* cash disco&nt



'he ta. on sales and purchases is the alance of the sales ta. A ter+( output ta. and prior

ta. A ter+( input ta..

• 'he output ta. is levied on the net val&e of the *oods and is illed to the c&sto+er. )t is a

liaility of the co+pany to the ta a&thorities.

• +nput ta. is levied on the net invoice a+o&nt and is illed y the vendor. 'he inp&t ta is

a receivale %hich the co+pany clai+s fro+ the ta a&thority.

'he ta. calculation procedure contains(

)he order of steps %hich have to e ta7en in the ta calc&lation proced&re the <fro+ step=

indicates %here the syste+ calls the ase val&e for the <step=.

)a. types (condition types* that apply for the co&ntry. 'he syste+ is delivered %ith the

condition types necessary for each type of ta calc&lation. 'he ta calc&lation proced&re already

covers the correct condition types.

.Account key7transaction key that covers additional specifications and is &sed

for the a&to+atic acco&nt deter+ination for the taes concerned. redefined acco&nts 7eys are

incl&ded in the A ! syste+. We reco++end that yo& &se these standard acco&nt 7eys.

$or the "A t%o ta calc&lation proced&res are relevant(

. 'A"G( tandard ta calc&lation proced&re incl&din* &se of F&risdiction codes

. 'A"( 'a calc&lation proced&re &sed %hen e+ployin* an eternal taac7a*e

"sin* ta F&risdiction codes involves t%o steps(



• Yo& have to define the len*th of the individ&al ele+ents of the code for the for+at of the

F&risdiction code. 'his activity also a&to+atically s%itches over ta processin* for this

ta proced&re to the ta F&risdiction code +ethod.

• )he ta. ;urisdiction codes must be defined on every level, for e.ample:

• 2D 000 0000 0 for state level

• 2D 022 0000 0 for co&nty level

• 2D 022 110D 0 for city level

• 2D 022 110D 1 for s&-city level

When yo& post taes %ith a F&risdiction code, yo& can enter the taes per F&risdiction code or per

ta level.

)a. $ostings

• 'he taes calc&lated y the syste+ are &s&ally posted via a separate line ite+ to a special

ta acco&nt. 'his is the standard scenario.

• 'aes %ith certain transaction9acco&nt 7eys for ea+ple, 5HH are distri&ted to the

relevant epense9reven&e ite+. 'his is the case for sales ta payales or other non-

ded&ctile inp&t taes.

'o enale the automatic ta. account determination yo& have to assi*n the follo%in*

data to the acco&nt9transaction 7eys that *enerate the ta ite+s d&rin* postin*(

• $osting keys 40 and D0 are reco++ended

• ules that deter+ine %hich fields the acco&nt deter+ination is ased on the acco&nt

deter+ination can e ased on the ta code or the acco&nt 7ey

• )a. accounts

Yo& define ta. accounts, that is, acco&nts to %hich ta ite+s are posted, in the field

)a. Category y enterin* one of the follo%in* si*ns(

•

N $or inp&t ta• O $or o&tp&t ta

• 'he properties of the ta code define %hether or not the ta posted is an inp&t or an

o&tp&t ta.

<$ost automatically only< +&st e selected if yo& do not %ant to post ta +an&ally.

All other 89# acco&nts +ay have one of the follo%in* entries in the .'a Cate*ory.

field(

• < < $or non-ta-relevant postin*s e.*. an7 postin*s

• @-@ $or postin*s that re/&ire an inp&t ta code for ea+ple, reconciliation acco&nt for

payales fro+ *oods and services

• @J@ $or postin*s that re/&ire an o&tp&t ta code for ea+ple, reconciliation acco&nt forreceivales fro+ *oods and services

• @P@ $or postin*s that re/&ire any ta code

• @@ $or postin*s %ith the predefined ta code

• 'he properties of the ta code define %hether or not the ta posted is an inp&t or ano&tp&t ta.



)f the $ostings =ithout )a. Allowed field is selected, yo& can post to this 89# acco&nt %itho&t

specifyin* a ta code. 'his is especially necessary for ta postin*s %ithin a F&risdiction code ta

calc&lation proced&re to forei*n c&sto+ers %ho do not have a F&risdiction code.

Hint: Acco&nts for cash disco&nts need an entry in the )a. category field if the syste+ is

s&pposed to post ta adF&st+ents.

Within the " sin*le +ar7et, the co&ntry of destination principle *enerally applies. 'his +eans

that deliveries are ta ee+pt o&tp&t ta 0M %ith ac/&isition ta ein* levied in the co&ntry of

destination. 'he i+port and eport restrictions have een replaced y +ore etensive reportin*

for

deliveries et%een co+panies in " co&ntries(

• 'he c&sto+er assesses the ac/&isition ta and reports it to the ta a&thorities in an

etended advance ret&rn for ta on sales9p&rchases. )n the sa+e report, the ac/&isition ta

can e clai+ed as inp&t ta. 'he co+pany therefore does not have to pay taes %hen it

ac/&ires *oods. 'he ac/&isition ta is &sed to report the ac/&isition of *oods %ithin the

" to the ta a&thorities.

• 'he vendor has to report the ta ee+pt deliveries9*oods +ove+ents to their ta

a&thorities in an C sales list. 'his sales list also contains the recipients of the *oods. 'o

identify the recipients every co+pany is assi*ned a HA' re*istration n&+er. 'his

n&+er +&st e specified on every invoice et%een " co+panies.

"pecial ta. codes:

• 'he acquisition ta. code *enerates t%o postin* ite+s( )t posts the ac/&isition ta to the

credit side of the ac/&isition o&tp&t ta acco&nt and the sa+e a+o&nt to the deit side of

the ac/&isition inp&t ta acco&nt.

• 'he output ta. code for the ta ee+pt deliveries +&st have an " code for *oods,

services, and s&contractin* %ithin the " to deter+ine the relevant sales for the C

sales list. $or technical reasons, yo& have to assi*n a ta acco&nt to the ta code eventho&*h no ta is posted.


1. 5a+e the t%o types of taation that can e +apped in the A ! syste+.

Answer:

. 'aation at national level

. 'aation at re*ional9F&risdictional level


1. What data is re/&ired for the a&to+atic acco&nt deter+ination for ta a+o&nts?

Answer:. !&les

. ostin* 7ey

. 'a acco&nts

Cross:Company Code Transactions



A cross-co+pany code transaction posts to acco&nts in several co+pany codes. 'his cannot e

done y postin* only one doc&+ent eca&se a doc&+ent is al%ays assi*ned to eactly one

co+pany code. )nstead, the syste+ creates and posts a separate doc&+ent in each co+pany code

involved.

)n order to alance deits and credits %ithin these doc&+ents, the syste+ *enerates a&to+atic line

ite+s %hich are posted to clearing accounts, for payales or receivales.

'he doc&+ents %hich elon* to one cross-co+pany code transaction are lin7ed y a co++on

cross4company code transaction number.

Yo& can &se report !$H!00 to display cross-co+pany code transactions.



Answer: $alse

'he ta is co+pletely posted to the first co+pany code. )n so+e co&ntries

:en+ar7, Gapan, el*i&+ the proportional ta a+o&nts for the respective co+pany code +&st

each e listed separately. 'he report !$"'10 enales yo& to do this.

3. Cross-co+pany code clearin* acco&nts +&st e 89# acco&nts.

Answer: $alseCross-co+pany code clearin* acco&nts can e 89# acco&nts as %ell as c&sto+er9vendor acco&nts.

4. 'he co+pany codes of a cross-co+pany code transaction can have different local c&rrencies.

Answer: 'r&e

Hint: )n an earlier A release, the co+pany codes had to have the sa+e local c&rrency. 'his is

no lon*er necessary.


1. :escrie the co+ponents the syste+ &ses to create the cross-co+pany code transaction

n&+er.

Answer: 'he cross-co+pany code transaction n&+er is +ade &p of the doc&+ent n&+er in the

first co+pany code, the first co+pany code n&+er, and the fiscal year.

eal:Time Integration

!eal-ti+e inte*ration +ostly affects the follo%in* cases(

1. As a res&lt of a postin* et%een controllin* oFects, a chan*e res&lts for an acco&ntin* oFect

profit center, se*+ent &siness area or f&nctional area stored in a controllin* oFect.

2. Costs are posted across co+pany codes in cross-co+pany code cost acco&ntin* )n this case

s&ch postin*s +&st also e +apped correspondin*ly in acco&ntin*.



'his slide de+onstrates C/ > !+ real4time integration based on the Functional Area

characteristic/entity.

'he pr)it center , seg(ent and &usiness area characteristics have een left o&t of the ea+ple for

reasons of clarity.

pecial feat&res of the !inancial Accounting document (?b*(

• ostin*s are +ade in real4time for each C doc&+ent.

• +n this case, the !+ follow4on document has no clearing accounts. Clearin* lines are

only necessary if the activity in ana*e+ent Acco&ntin* 9 C 2 res&lts in a chan*e of a

alancin* entity.• Yo& can navi*ate fro+ the real-ti+e follo%-on $inancial Acco&ntin* doc&+ent to the

ana*e+ent Acco&ntin* doc&+ent 2.92a. and vice versa. 'he 7ey idea here is to ens&re

the traceaility of acco&ntin* doc&+ents.



pen Item Clearing

'he Clearing $rogram *ro&ps to*ether the ite+s of an acco&nt that have the sa+e entries in the

follo%in* fields(. !econciliation acco&nt n&+er

. C&rrency

. pecial 89# indicator



. $ive freely defined criteria fro+ doc&+ent header or line ite+, for ea+ple, assi*n+ent field,

reference n&+er, and so on.

)f the alance in local c&rrency of the ite+s %ithin a *ro&p is ;ero, the syste+ a&to+atically

clears the+ and creates clearin* doc&+ents.

All acco&nts re/&irin* a&to+atic clearin* +&st e defined in C&sto+i;in*.

'he a&to+atic clearin* pro*ra+ does not clear(

• 5oted ite+s

• tatistical postin*s and certain special 89# transactions relatin* to ills of echan*e

• :o%n pay+ents can only e cleared if do%n pay+ent clearin* ite+s of the sa+e a+o&nt

have already een posted.

• )te+s %ith %ithholdin* ta entries

'he syste+ a&to+atically fills the assi*n+ent field for a line ite+ %hen yo& post ite+s accordin*

to the <ort $ield= entry in the +aster record.

'he assi*n+ent field can e a co+ination of &p to 4 fields %ith a +ai+&+ of 1R characters.$or ea+ple, to display the doc&+ent n&+er 10 characters and the postin* date E characters,

these 2 field na+es are incl&ded in the assi*n+ent field definition.

$or ea+ple, if the sort 7ey is set to the p&rchase order n&+er in the &siness partner +aster

record, then the assi*n+ent field in the &siness partner line ite+ is filled %ith the p&rchase order

n&+er.

>o%ever, if the sort 7ey is set to the cost center in a *eneral led*er +aster record, then the

assi*n+ent field in the *eneral led*er line ite+ is filled %ith the n&+er of the cost center %hen

that 89# acco&nt is &sed.

Ans%er the follo%in* /&estion(1. 5a+e the t%o asic transactions that yo& can &se to clear open ite+s.

Answer:

. Acco&nt clearin*

. ost %ith clearin*

'r&e or false?

1. :oc&+ents %ith open ite+s cannot e archived eca&se open ite+s represent inco+pletetransactions.

Answer: 'r&e

2. 'he a&to+atic clearin* pro*ra+ A$124 cannot carry o&t a&to+atic postin*s.

Answer: $alse

As of !93 !elease 4.0, the a&to+atic clearin* pro*ra+ can carry o&t a&to+atic postin*s.




1. Clearin* a credit +e+o %ith an open invoice is an ea+ple of acco&nt clearin*.

Answer: acco&nt clearin*

'he <Acco&nt Clearin*= transaction is one option for clearin* open ite+s.

2. ostin* a pay+ent for an open invoice %ith a res&ltin* ;ero alance is an ea+ple of postin*%ith clearin*.

Answer: postin* %ith clearin*'he <ost %ith Clearin*= transaction is the second option for clearin* open ite+s and is carried

o&t d&rin* entry of the inco+in* pay+ent.

Incoming and utgoing #ayments

A +an&al pay+ent is a transaction that clears an open ite+, typically an invoice, y +an&ally

assi*nin* a clearin* doc&+ent.

An inco+in* pay+ent, typically &sed in Acco&nts !eceivale, clears an open deit a+o&nt.

An o&t*oin* pay+ent, typically &sed in Acco&nts ayale, clears an open credit a+o&nt.

#ayment ,ifferences



#rocessing #ayment ,ifferences

)f the pay+ent difference is i++aterial, it +ay e processed a&to+atically y allo%in* the syste+

to adF&st the cash disco&nt &p to certain a+o&nts or to %rite it off to a special acco&nt. 'he li+its

to %hich a pay+ent difference is considered to e i++aterial are defined in tolerance *ro&ps.

Within the tolerance *ro&p for an e+ployee, yo& can allo% an adF&st+ent of the cash disco&nt

%ithin defined li+its, so that the e+ployee has the a&thori;ation to +a7e the adF&st+ent.

)f the pay+ent difference is o&tside of the tolerances, it +&st e processed +an&ally.

'he pay+ent can e posted as follo%s(

• ost the pay+ent as a partial payment, %here all the doc&+ents re+ain in the acco&nt

as open ite+s

• ost the pay+ent difference as a residual item, %herey only the resid&al ite+ re+ains

in the acco&nt and the ori*inal doc&+ent and the pay+ent are cleared.

• A ne% doc&+ent n&+er is created %ith reference to the ori*inal doc&+ents.

• ost the pay+ent difference to a different account as a difference postin* &sin* reasoncodes and a&to+atic deter+ination.

• =rite off the difference +an&al acco&nt assi*n+ent

'he c&sto+er9vendor tolerance *ro&ps contain entries that control the residual items.'hese specify(

• Whether the terms of payment of a resid&al ite+ are the sa+e as those of the clearedite+ or %hether the ter+s of pay+ent are fied

• Whether cash discount is granted only partially and not for the %hole a+o&nt

• y specifyin* a dunning key, %hether the resid&al ite+ has a +ai+&+ d&nnin* level or

is printed separately



)f yo& 7no% the reason for a pay+ent difference, yo& can enter a reason code.

eason codes are &sed to descrie the reason for the pay+ent difference. 'o assi*n +ore than

one reason code to a pay+ent difference, clic7 on @distri&te difference@.

!eason codes can e assi*ned to(

•

:ifference postin*s• artial pay+ents

• !esid&al ite+s

'he reason codes can e &sed to analy;e and postprocess pay+ent differences.

Additional optional functions are(

• Control of the type of pay+ent notice %hich is sent to the c&sto+er

• Control of the acco&nt %here a resid&al ite+ is posted

• A&to+atic postin* of a resid&al ite+ to a specified 89# acco&nt.

• cl&sion of resid&al ite+s fro+ credit li+it chec7s eca&se they are disp&ted


1. A resid&al ite+ clears the invoice and the pay+ent to create a ne% open ite+.

Answer: resid&al ite+

2. A partial pay+ent res&lts in the open invoice and the inco+in* pay+ent

re+ainin* in the c&sto+er acco&nt as open ite+s.

Answer: partial pay+ent

;9change ate ,ifferences

eali!ed ;9change ate ,ifferences

When clearin* open ite+s in a forei*n c&rrency, echan*e rate differences +ay occ&r d&e tofl&ct&ations in echan*e rates.

'he syste+ posts these e.change rate differences a&to+atically as reali;ed *ains or losses.

'he syste+ posts the differences a&to+atically to the reven&e9epense acco&nt for echan*e rate

differences that yo& defined d&rin* confi*&ration. 'his prevents incorrect postin*s.

'he reali;ed difference is stored in the cleared line ite+.

Account ,etermination

All reconciliation acco&nts and all 89# acco&nts %ith open ite+ transactions in forei*n c&rrency+&st e assi*ned reven&e9epense acco&nts for reali;ed losses and *ains.

ne *ain9loss acco&nt can e assi*ned(

• 'o all c&rrencies and c&rrency types

• er c&rrencies and c&rrency type

• er c&rrency

• er c&rrency type



'r&e or $alse?

1. 'he A ! syste+ *enerates the echan*e rate differences a&to+atically.

Answer: 'r&e

When clearin* open ite+s in a forei*n c&rrency, echan*e rate differences +ay occ&r d&e to

fl&ct&ations in echan*e rates. 'he syste+ posts these differences a&to+atically as reali;ed *ainsor losses.

2. 89# acco&nts +&st e defined for echan*e rate losses or *ains.

Answer: 'r&e

'he syste+ posts the differences a&to+atically to the reven&e9epense acco&nt. Yo& thereforehave to define the acco&nts d&rin* confi*&ration.


1. #ist the n&+er of %ays the 89# acco&nt can e deter+ined for echan*e rate differences.

Answer: A sin*le 89# acco&nt can e &sed for all c&rrencies and c&rrency types.

• A sin*le 89# acco&nt can e &sed per c&rrency and c&rrency type.

•

A sin*le 89# acco&nt can e &sed per c&rrency.• A sin*le 89# acco&nt can e &sed per c&rrency type.

Cash <ournal

With the Cash Go&rnal yo& can(

• Create a separate cash Fo&rnal for each c&rrency

• ost to c&sto+er, vendor, and *eneral led*er acco&nts

• !&n several cash Fo&rnals in each co+pany code

•

Choose a rando+ n&+er for cash Fo&rnal identification a fo&r-di*it alphan&+eric 7ey



Within the cash Fo&rnal yo& process different transactions that yo& have to set &p eforehand

&sin* &siness transaction cate*ories. elo% are standard &siness transaction cate*ories and

their postin*s(

• pense

pense9Cash des7

• !even&e !Cash des79!even&e

• Cash transfer(

• $ro+ cash Fo&rnal to an7 an79Cash des7

• $ro+ an7 to cash Fo&rnal C

Cash des79an7

• Acco&nts receivale :

C&sto+er pay+ent receipt Cash office 9 c&sto+er

C&sto+er o&t*oin* pay+ent C&sto+er 9 cash office

• Acco&nts payale K

Hendor pay+ent iss&e Hendor 9 cash office

Hendor inco+in* pay+ent Cash Fo&rnal9Hendor

ther Topics in Ne( -eneral .edger Accounting



A typical period-end closin* for allocations +ay involve the follo%in* steps - Allocation

se/&ence(

• Allocation of the cost centers as efore in CO

• nd-of-period tas7s in !+ QO forei*n c&rrency val&ation

•

Allocation of the profit centers or se*+ents in !+ .

Caution: 'here are no lon*er any <transactions= in the cost centers, for ea+ple. )f different

se*+ents are assi*ned to the correspondin* profit centers, they %ill also e allocated.>o% are the allocations of the different co+ponents inte*rated %ith $) %hen ne% 8eneral #ed*er

Acco&ntin* is active?

• Act&al allocations in CO-OM ( Chan*es are also &pdated in the ne% 89# if real-ti+e

inte*ration is active C -O $).

• Act&al allocations of classic profit center accounting: 9o update into FI S a p&re EC,

PCA dcu(ent is created.

• Act&al allocations in the new general ledger: 9o integration into other co+ponents - a

p&re $) doc&+ent is created.

'he val&es of a defa&lt profit center, for ea+ple are settled a*ainst tar*et oFects &sin*

assess+ent &se of an assess+ent acco&nt or distri&tion &se of the ori*inal acco&nt. 'his ta7es place thro&*h sender-receiver relationships of the cycle4segment technique.



.edger -roups = Ne( Transactions

=hen you use the ledger approach in the ne% *eneral led*er, the val&ation variances are not

sho%n in different acco&nts &t rather y &sin* different led*ers on the sa+e acco&nt. $or

ea+ple, there are val&ation variances %ith parallel financial reportin* %ithin asset acco&ntin*,

forei*n c&rrency val&ation or reserves.

How are valuation variances posted to ledgers

'he oFect &sed to address acco&nts for specific led*ers is the ledger group, as it is 7no%n. ost

transactions are posted to all led*ers. 5o led*er *ro&p is specified for these doc&+ents e.*.

invoices, pay+ents, and so on. )f, ho%ever, there are val&ation variances, either the closin*

pro*ra+s e.*. depreciation postin* r&n, forei*n c&rrency val&ation provide the appropriate

led*er *ro&p y +a7in* an assi*n+ent in C&sto+i;in*, or separate transactions are &sed to

s&pply the led*er *ro&p +an&ally. )n

these cases, the val&e is only posted to the led*ers in that *ro&p.

)nstr&ctorTs note +en& path( Cust(i-ing→!inancial Accunting #ne$%→!inancial

Accunting .asic Settings #ne$% → /edgers → /edger → 'e)ine /edger Grup

)t is a 1(n relationship, +eanin* that a led*er *ro&p can either have one led*er or several.

TFIN57 > #art 2Customer0)endor Accounts



#i7e 89# acco&nts, customer7vendor accounts have t%o se*+ents in the financial acco&ntin*

vie%(

• ne se*+ent at client level that contains general data. 'his data can e accessedthro&*ho&t the %hole or*ani;ation.

• A se*+ent %ith company code specific data at co+pany code level.Any co+pany code that %ishes to do &siness %ith a specific c&sto+er or vendor has to create a

co+pany code se*+ent for the c&sto+er or vendor.

A c&sto+er9vendor acco&nt is created as a res&lt.

Yo& can &se the report !$):109!$)K!10 to transfer c&sto+er9vendor +aster in one

co+pany code so&rce co+pany code to another tar*et co+pany code.

5.planatory te.ts can e entered in every se*+ent.

Line item display and open item management are al%ays preset to n for every

c&sto+er9vendor acco&nt.



Controlling the Field Status

'he layo&t of c&sto+er9vendor +aster data screens can e affected y several factors(

Account group4specific control: "s&ally, the field stat&s is only controlled y

the accunt grup. 'his ens&res that all the acco&nts in an acco&nt *ro&p have the sa+e screen

layo&t.

)ransaction4specific control: 'he field stat&s can e dependent on the (aster data transactin Create, Change or 'isplay. 'he transaction dependent field

stat&s sho&ld e set to display for the change transaction if the field sho&ld not e chan*ed after

creation, for ea+ple, the recnciliatin accunt field.

Company code4specific control( Yo& have already seen the acco&nt

*ro&p-specific and the transaction-specific field stat&s %ith the *eneral led*er acco&nt *ro&ps.

'he field stat&s for fields in the co+pany code se*+ent for c&sto+er and vendor +aster records

can also e controlled y the co+pany code dependent screen layo&t. Yo& can hide fields that are

not &sed in a specific co+pany code, &t enter val&es in these fields in other co+pany codes. $or

ea+ple, if a co+pany code does not %ant to &se the d&nnin* pro*ra+, hide the relevant fields

for this co+pany code.

Clearing Customer0)endor

)f a c&sto+er is also a vendor, or vice versa, the pay+ent and the d&nnin* pro*ra+ can clear

open items against each other. pen ite+s of the assi*ned acco&nt can also e displayed on the

line ite+ display and the open ite+ selection screen.

'o clear open ite+s, the follo%in* steps are re/&ired(

• 'he vendor acco&nt n&+er +&st e entered in the c&sto+er acco&ntB the c&sto+er

acco&nt n&+er +&st e entered in the vendor acco&nt



• ach co+pany code can decide separately %hether it %ants to clear open ite+s. )f

clearin* is to e &sed, yo& have to select the Clearing $ith *endr field in the c&sto+er

acco&nt, or the correspondin* field in the vendor acco&nt.

Alternati/e #ayer0#ayee

At the client and co+pany code level, yo& can enter an alternative payer7payee.'he entry in the co+pany code se*+ent has hi*her priority than the entry at client level.

Simple ,ocuments in SA# Financial Accounting

very doc&+ent is &ni/&ely identified y the follo%in* fields(

• :oc&+ent n&+er

• Co+pany code

• $iscal year

•

ocuments in "A$ !inancial Accounting consist of(

• A doc&+ent header infor+ation that applies to the entire doc&+ent

• et%een 2 and UUU line ite+s infor+ation that is specific to that line ite+. )f yo& post

doc&+ents via the Acco&ntin* interface for ea+ple, fro+ ales :istri&tion,aterials ana*e+ent, or other applications, this res&lts in ite+s in the $inancial

Acco&ntin* doc&+ent that are identical in nearly all fields. )f yo& %ant to s&++ari;e

$inancial Acco&ntin* doc&+ents, read 5ote 3E3D3 and its related 5otes.

:etailed data for the doc&+ent header and line ite+s optional

'%o i+portant control 7eys(

• ocument type for the doc&+ent header

• $osting key for the line ite+s

Automatic #ayments

'he A pay+ent pro*ra+ lets yo& a&to+atically

• elect open invoices to e paid or collected

• ost pay+ent doc&+ents

• rint pay+ent +edia, &se data +edi&+ echan*e :, or *enerate electronic data

interchan*e :)



'he pay+ent process consists of fo&r steps(

"etting parameters( )n this step, the follo%in* /&estions are as7ed and ans%ered(

. What is to e paid?

. Which pay+ent +ethods %ill e &sed?

. When %ill the pay+ent e +ade?

. Which co+pany codes %ill e considered?

. >o% are they *oin* to e paid?

Generating a proposal( 'he syste+ starts the proposal r&n after yo& have entered the para+eters. )t *enerates a list of &siness partners and open invoices that are d&e for pay+ent.

)nvoices can e loc7ed or &nloc7ed for pay+ent.

"cheduling the payment run( nce the pay+ent list has een verified, the pay+ent r&n is

sched&led. A pay+ent doc&+ent is created and the *eneral led*er and s&-led*er acco&nts are

&pdated.

$rinting the payment media( 'he acco&ntin* f&nctions are co+pleted and a separate print

pro*ra+ is sched&led to *enerate the pay+ent +edia.

#ayment #rogram Configuration



)f co+pany code A is +a7in* pay+ents on ehalf of another co+pany code , then is the

sending company code. )f a co+pany code is not specified, the syste+ a&to+atically re*ards the

sendin* co+pany code as the payin* co+pany code.

'he paying company code is the co+pany code that is responsile for processin* the o&t*oin*

pay+ents. 'his co+pany code records the an7 postin*s A. 'he sendin* co+pany code records

the s&led*er postin*s . oth co+panies alance y a&to+atically *eneratin* cross co+pany

postin*s.

)f yo& 7no% that yo&r vendors &s&ally *rant a certain n&+er of *race days, yo& can enter

tolerance days for payables for every co+pany code. 'hese tolerance days postpone the

pay+ent of so+e d&e ite+s &ntil the net pay+ent r&n, %hile still receivin* the appropriatedisco&nts.

&endor7Customer "p0 G7L )ransactions to be paid specifies %hich special *eneral led*er

transactions can e processed %ith the pay+ent pro*ra+.

)f activated, $ayment -ethod "upplements allo% yo& to print and sort pay+ents. Create a

pay+ent +ethod s&pple+ent co+prisin* t%o characters that can e assi*ned to c&sto+er9vendor

+aster records. When yo& enter a doc&+ent in the syste+, the relevant data is a&to+atically

assi*ned to the individ&al ite+s. 'hey also can e +an&ally entered or over%ritten in the line

ite+ %hen yo& enter a doc&+ent. ay+ents are sorted and can e printed y s&pple+ent.



Hint: $or chec7s( :ependin* on the &ser.s re/&ire+ents, the an7 s&acco&nt can e either a

cash or a cash clearin* acco&nt. )f a clearin* acco&nt is &sed in conF&nction %ith the cashed

chec7s pro*ra+, this pro*ra+ deits the s&acco&nt and credits the cash acco&nt once the chec7

has cleared the an7.



After the asic confi*&ration is co+plete, the pay+ent process can e*in. )n the first step of the

pay+ent process, yo& have to define the follo%in*(

• What is to e paid?• Which pay+ent +ethod %ill e &sed?

• When %ill the pay+ent e +ade?

• Which co+pany codes %ill e considered?

• >o% are they *oin* to e paid?

very pay+ent pro*ra+ r&n is identified by two fields:

• !&n :ate



• )dentification

'he run date is reco++ended as the act&al date %hen the pro*ra+ is eec&ted. )ts +ain p&rpose

is to identify the pro*ra+ r&n.

'he identification field is &sed to differentiate et%een pro*ra+ r&ns that have the sa+e run

date.

)f +&ltiple co+pany codes are listed, they have to e separated y co++as. )f yo& %ant to

specify a ran*e of co+pany codes, yo& have to enter the first and last co+pany code in the ran*e

in parentheses.

Hint: :o not enter a space after the co++a.

'he co+pany codes in a pay+ent r&n +&st e in the sa+e co&ntry.

$or each co&ntry, %e defined payment methods that can e &sed %ithin that partic&lar co&ntry.

$ro+ these pay+ent +ethods, choose the ones to e &sed in the c&rrent pay+ent r&n.

)f yo& &se +ore than one pay+ent +ethod in the pay+ent r&n, re+e+er that the order in %hichyo& enter the+ is i+portant. 'he +ethod entered first has first priority, the net has second

priority, and so on. 'he syste+ +a7es the pay+ent &sin* the hi*hest priority possile after the

chec7.



)t is advisale to &se bank subaccounts for postin* inco+in* and o&t*oin* pay+ents, e.*.

acco&nts for o&t*oin* chec7s, o&t*oin* transfers, inco+in* chec7s and transfers received.

'here are +any advanta*es to &sin* s&acco&nts. Yo& can reconcile the an7 acco&nt alance atany ti+e %ith the correspondin* 89# acco&nt. 'he s&acco&nts contain all inco+in* and

o&t*oin* pay+ents &ntil the +oney is act&ally deited fro+9credited to the an7 acco&nt val&e

date. 'he ite+ is then transferred fro+ the s&acco&nt to the an7 acco&nt. 'he postin*s at the

an7 are &s&ally entered &sin* the +an&al or electronic an7 acco&nt state+ent.

'he bank subaccounts have to e assi*ned to the pay+ent +ethods %hen the an7 selection

settin*s are confi*&red. Yo& can differentiate et%een an7 s&acco&nts y specifyin* a ho&se

an7 and c&rrency. &acco&nts are *enerally +ana*ed on an open ite+ asis and %ith line ite+

display.



Let0s review@ =rite a short answer in the space provided0

1. #ist the fo&r steps in the pay+ent pro*ra+.

Answer:

aintain para+eters

roposal r&n

ec&te a pay+ent r&n.

rintin* ay+ent edia

2. 5a+e the five areas into %hich the pay+ent pro*ra+ confi*&ration is

divided.

Answer:

All co+pany codes

ayin* co+pany codes

ay+ent +ethod9co&ntry

ay+ent +ethod for co+pany code

an7 selection

3. 'he para+eters specify the acco&nts and doc&+ents that are to e incl&ded in the pay+ent r&n.

Answer: para+eters

4. 'he pay+ent pro*ra+ needs the net postin* date to deter+ine %hether an open ite+ has to e

paid no% or in the net pay+ent r&n.

Answer: net postin* date

D. 'he se/&ence in %hich the pay+ent +ethods are entered in the pay+ent para+eters reflects

their priority.

Answer: pay+ent para+eters



1. #ist the fo&r steps that have to e ta7en y the d&nnin* pro*ra+ to perfor+ the a&to+atic

d&nnin* proced&re.

Answer:

1. aintain para+eters

2. roposal r&n3. dit d&nnin* proposal

4. rint d&nnin* notices

'r&e or false?

1. C&sto+ers %itho&t a d&nnin* proced&re in the +aster record are d&nned %ith a defa&lt d&nnin*

proced&re.

Answer: $alse

C&sto+ers %itho&t a d&nnin* proced&re in the +aster record cannot e d&nned.

2. :&nnin* notices can e sent to oth c&sto+ers and vendors.

Answer: 'r&e



'he dunning procedure controls ho% d&nnin* is carried o&t. very acco&nt that is to e

incl&ded in the a&to+atic d&nnin* process needs to have a d&nnin* proced&re.

ne-ti+e-acco&nts also have a d&nnin* proced&re that is valid for all one-ti+e c&sto+ers.

Yo& can define any n&+er of d&nnin* proced&res. 'he A yste+ already contains so+e predefined d&nnin* proced&res %hich can serve as te+plates for other proced&res.

'he d&nnin* proced&re can process standard and9or special 89# transactions.



,unning #rocedure" /er/ie(

$or each d&nnin* proced&re, yo& have to specify the intervals at %hich the acco&nts that &se this

proced&re are to e d&nned. :&rin* the d&nnin* r&n, the syste+ chec7s %hether the r&n date is at

least this n&+er of days after the date of the last d&nnin* r&n. )f this is not the case, a ne%

d&nnin* note cannot e created.

'his even applies if ne% ite+s have eco+e overd&e in this acco&nt, or if the d&nnin* level of the

ite+s has chan*ed.

'he n&+er of d&nnin* levels represents the hi*hest d&nnin* level that is possile in this

proced&re.

'he +ini+&+ days in arrears acco&nt are the days that at least one ite+ in the acco&nt +&st

have. ther%ise, the acco&nt is not d&nned, that is, a d&nnin* notice is not created.

An ite+ %hose n&+er of days in arrears is less than or e/&al to the n&+er of *race days is not

considered d&e for this d&nnin* notice.

)f yo& %ant d&nnin* interest to e calc&lated, yo& have to enter an interest indicator.

,unning .e/els

'he +ini+&+ n&+er of days in arrears is set as a defa&lt in the syste+( 'he syste+ proposes the

/ine +te( Grace Perid as the first d&nnin* level. $or all f&rther d&nnin* levels, the syste+ addsthe dunning interval in days to the days in arrears of the previo&s d&nnin* level.

$or each d&nnin* level, yo& can specify that interest is to e calc&lated.



)f yo& set the al$ays dun option, a d&nnin* notice %ill still e printed even if no chan*es no

ite+s have reached a hi*her d&nnin* level and no ne% ite+s have een added have een +ade to

the d&nnin* proposal since the last d&nnin* r&n.

'he ite+s can e printed to *ive the c&sto+er9vendor an overvie% of the overall acco&nt alance.

Yo& can enter a n&+er of days if a pay+ent deadline for pay+ent of the overd&e ite+s is to especified in the d&nnin* notice. 'his n&+er is added to the iss&e date of the pay+ent r&n. 'he

res&lt is the pay+ent deadline.

Yo& can print a d&nnin* notice in a le*al d&nnin* proced&re, even tho&*h no f&rther acco&nt

+ove+ents have occ&rred.

;9penses0Charges

:&nnin* char*es are defined for each c&rrency and depend on the d&nnin* level. Yo& can &se the

%ord processin* feat&res to print these char*es on d&nnin* for+s.

'he d&nnin* char*e can e either a fied a+o&nt or a percenta*e of the d&nned a+o&nt. )f yo&

have defined a percenta*e d&nnin* char*e, yo& cannot enter a fied d&nnin* char*e at the sa+eti+e.

Yo& can set a +ini+&+ a+o&nt at each d&nnin* level.

+inimum Amounts

)f the +ini+&+ a+o&nt for overd&e ite+s is not reached in a d&nnin* level, the ite+s in this

d&nnin* level are assi*ned to the net lo%est level and the syste+ chec7s %hether a d&nnin*

notice can then e created in this d&nnin* level.

)f yo& have specified a +ini+&+ percenta*e, the li+it +&st also have een reached or eceeded.

,unning te9ts'he layo&t of the for+ is defined in the Ascript %ord processin* tool &sin* the 7ey specified

here.

'he d&nnin* pro*ra+ can *enerate pay+ent advice notes, d&nnin* notices, and pay+ent for+s.

$or +ore infor+ation on for+ layo&t, refer to the Ascript doc&+entation and the Ascript

co&rse.

;n/ironment

)n the C(pany Cde 'unning Cntrl screen, yo& can specify %hether d&nnin* notices are to e

created separately y d&nnin* area rather than y acco&nt for a co+pany code. )f yo& choose this

option, the d&nnin* data in the &siness partner +aster record is &pdated accordin* to d&nnin*

areas. A d&nnin* area is an or*ani;ational entity, that is, a s&str&ct&re of a co+pany code that is

responsile for d&nnin*.

#arameters for the ,unning un



'r&e or false?

1. 'he run date is al%ays the date %hen a certain d&nnin* r&n is s&pposed to e started.

Answer: $alse

'he Run n field is also &sed to identify d&nnin* r&ns. )t does not have to e the date %hen the

d&nnin* r&n is act&ally perfor+ed.

2. 'he para+eters specify the acco&nts and doc&+ents that are to e incl&ded in the d&nnin* r&n.

Answer: 'r&e

Yo& can &se the para+eters to select the acco&nts and doc&+ents for the d&nnin* r&n.

Account Selection

Account selection is the first step in the d&nnin* r&n.

'he pro*ra+ chec7s all the acco&nts &sin* the criteria entered in the para+eters. )f they f&lfill

these criteria, the acco&nts are incl&ded in the d&nnin* r&n. ther%ise, they are i*nored.

'he follo%in* criteria +&st e f&lfilled(

• A d&nnin* proced&re +&st e entered in the +aster data.

• 'he date of the last d&nnin* r&n entered in the acco&nt +&st e earlier than the d&nnin*

interval date of the d&nnin* proced&re.

,ue ,ates for ecei/a%les and Credit +emos

eceivables are d&e at the d&e date for net pay+ent.



"s&ally the pay+ent ter+s of a credit memo do not apply. 'he follo%in* r&les apply instead(

• )f a credit +e+o refers to an invoice, it has the sa+e d&e date as the invoice.

• All other credit +e+os are d&e at the aseline date.

)f yo& %ant the pay+ent ter+s in a credit +e+o to apply, yo& have to enter * in the +nvice

re)erence field.

Clearing (ith Credit +emos and )endor Items

'he d&e net deit ite+s on the acco&nt are cleared %ith the due net credit items. 'he credit ite+s

are assi*ned to the deit ite+s %ith the hi*hest d&nnin* level and are cleared %ith these ite+s.

)f yo& have chosen clearing between customer and vendor, the d&e net credit ite+s in the

vendor acco&nt are also cleared %ith the ite+s %ith the hi*hest d&nnin* level. 'he sa+e d&nnin*

proced&re +&st e defined for oth the c&sto+er and vendor.

After all the d&e deit ite+s have een cleared %ith the d&e net credit ite+s, the acco&nt +&st

have a deit alance for it to e d&nned.

'he d&nnin* notice lists all the ite+s that %ere cleared.

,unning ,ates

'he difference et%een the d&e date and the d&nnin* date is as follo%s(

• ue date( :ay after %hich the liailities +&st e paid.

• unning date( :ay %hen the overd&e ite+s are d&nned.

very d&nned ite+ +&st e overd&e, &t not all overd&e ite+s are d&nned.

"s&ally all ite+s that are overd&e at the date of iss&e have to e d&nned.

)f line ite( grace perids have een defined in the d&nnin* proced&re, only those ite+s that are

still overd&e after the *race days have een ded&cted are d&nned.

,unning Bloc? in Items or Accounts

)f ite+s are overd&e &t there is a dunning block in the item, the syste+ adds these ite+s to the

loc7ed ite+s list.

)f pay+ents have to e d&nned for an acco&nt, &t the account contains a dunning block , the

syste+ adds the acco&nt to the list of loc7ed acco&nts.

#ayment +ethod in the Item or Account

)f a payment method for incoming payments has een specified for an ite+, the ite+ is &s&ally

not d&nned eca&se the pay+ent pro*ra+ is responsile for collectin* the +oney. 'hese ite+s are

only d&nned if they have a pay+ent loc7.

)f pay+ents for acco&nts are to e d&nned, a payment method for incoming payments is

specified in the +aster data, the syste+ &s&ally does not d&n the+ eca&se the pay+ent pro*ra+is responsile for collectin* the +oney. 'hese acco&nts are d&nned only if they have a pay+ent

loc7.



• 'he dunning data has changed since the last d&nnin* r&n.

• 'he Always un chec7o has een selected for the d&nnin* level.

'his option is &s&ally selected for the last d&nnin* level and for pay+ent re+inders d&nnin*

proced&res that co+prise only one d&nnin* level.

Acco&nts in a legal dunning procedure are s&Fect to a different r&le. )f the start date of the le*ald&nnin* proced&re is entered in the acco&nt +aster data, the acco&nt is al%ays d&nned if one of

the follo%in* conditions is f&lfilled(

• $ostings have een +ade since the last d&nnin* r&n.

• 'he Always un in Legal unning $rocedure indicator is selected.

Why is it ri*ht in so+e cases that overd&e ite+s are not d&nned?

1. #ist so+e reasons %hy overd&e ite+s +i*ht not e d&nned(

Answer:

- Acco&nt is not contained in the para+eters.

- )te+s are %ithin the *race period.

- )te+s or acco&nts are loc7ed for d&nnin*.

- )te+s or acco&nts have a pay+ent +ethod for inco+in* pay+ents &t no pay+ent loc7.- 'he overd&e a+o&nt is less than the +ini+&+ a+o&nt.

- )te+s can e cleared %ith overd&e ite+s on the credit side.

- 5one of the ite+s eceeds the +ini+&+ days in arrears acco&nt.

- 'he d&nnin* data has not chan*ed since the last d&nnin* r&n and Al$ays dun0 is not selected.

'he d&nnin* proposal consists of several steps.

1. #ist the +ain steps involved in creatin* the d&nnin* proposal(

Answer:

Acco&nt selection

#ine ite+ d&nnin*Acco&nt d&nnin*

'r&e or false?

1. 'he pay+ent ter+s of a credit +e+o &s&ally do not apply, and the d&e date is either the d&e

date of the associated invoice or the aseline date of the doc&+ent.

Answer: 'r&e

2. very d&nnin* proced&re +&st have at least fo&r d&nnin* levels.

Answer: $alse

very d&nnin* proced&re can have et%een 1 and U d&nnin* levels.

3. An acco&nt is d&nned only if all the overd&e ite+s have eceeded the +ini+&+ days in arrears.

Answer: $alse)f one overd&e ite+ has eceeded the +ini+&+ days in arrears, the acco&nt is d&nned.

4. 'he d&nnin* r&n &pdates the d&nnin* data in the d&nned ite+s and acco&nts.

Answer: $alse

'he d&nnin* data is not &pdated &ntil the d&nnin* notices are printed.



D. A d&nnin* notice is sent only if the d&nnin* data has chan*ed since the last d&nnin* r&n or if

Al$ays dun0 is selected.

Answer: 'r&e

;diting the #roposal

'r&e or false?

1. After the d&nnin* proposal has een created, chan*es to the d&nnin* data in ite+s or +aster

records are i*nored in the c&rrent d&nnin* r&n.

Answer: 'r&e

'he data %as already selected fro+ the dataase.

2. 'he d&nnin* proposal can e edited, deleted, and recreated as often as re/&ired.

Answer: 'r&e

eca&se the dataase is not chan*ed &ntil the d&nnin* notices are printed.

'he print program for the d&nnin* proced&re(• 8ro&ps ite+s to e d&nned %ith a d&nnin* notice accordin* to vario&s r&les

• 8enerates a d&nnin* notice for each *ro&p

• nters the d&nnin* date and level in the d&nned ite+s and acco&nts

)f d&nnin* notices are to e sent to one-ti+e c&sto+ers, the d&nnin* data is &pdated only in the

relevant ite+s.

:&nnin* notices are printed in a se/&ence defined y sort criteria.

)te+s that are to e d&nned are *ro&ped to*ether in d&nnin* notices as lon* as they have the

sa+e(

• Co+pany code

• :&nnin* area if d&nnin* areas are &sed

• Acco&nt

)te+s in a one-ti+e acco&nt are *ro&ped to*ether in one d&nnin* notice if they have the sa+e

address.

Yo& can also group ite+s y the follo%in* criteria. a+ples(

. unning by dunning level:

)n the co+pany code specific settin*s for the d&nnin* pro*ra+, yo& can choose %hether a

separate d&nnin* notice is to e printed for each d&nnin* level. )n this case, the tet for the

d&nnin* notice is selected accordin* to the d&nnin* levels of the *ro&ped ite+s.. Grouping key(Yo& can enter a *ro&pin* 7ey in the c&sto+er9vendor acco&nt to *ro&p ite+s in d&nnin* notices

that have the sa+e val&es in the fields assi*ned to the *ro&pin* 7ey. Yo& can &se the fields in the

inde tales for open ite+s ): c&sto+ers and )K vendors.

. ecentrali8ed processing(



)f a c&sto+er has a head office %ith several ranch offices, ite+s are posted to the central

acco&nt. As a res&lt, the head office &s&ally receives one d&nnin* notice %ith all the d&e ite+s

fro+ its ranch offices. )f

'ecentrali-ed prcessing is selected in the ranch acco&nts, d&nnin* is processed locally, that is,

the notices are sent to the ranch offices.

Special -roupings II

Yo& can &se cross-co+pany code d&nnin* to co+ine overd&e ite+s fro+ different co+pany

codes in one d&nnin* r&n. 'he overd&e ite+s fro+ one c&sto+er that eist in different co+pany

codes are d&nned %ith one d&nnin* notice. 'he ite+s are *ro&ped accordin* to predefined r&les,

for ea+ple, y d&nnin* levels, d&nnin* areas, or d&nnin* *ro&pin*, and assi*ned to one or +ore

d&nnin* notices. 'his +eans that yo& do not have to send the c&sto+er a separate d&nnin* notice

for each co+pany code.

)n order to d&n different co+pany codes at once, yo& have to assi*n the relevant co+pany codes

to a Foint d&nnin* co+pany code. 'he d&nnin* proced&re assi*ned to the acco&nt in the d&nnin*

co+pany code is &sed. 'he d&nnin* fre/&ency and d&nnin* loc7s are chec7ed individ&ally, not

F&st in the d&nnin* co+pany code.

)f a date for the le*al d&nnin* proced&re has een specified for an acco&nt in the d&nnin*

co+pany code, this also affects the dependent co+pany codes.

'r&e or false?

1. ne d&nnin* for+ can e &sed for all d&nnin* levels.

Answer: 'r&e

Yo& can decide to &se one or +ore d&nnin* for+s.

2. 'he d&nnin* tet for d&nnin* level E is stored in tet +od&le E1E.

Answer: 'r&e

'et +od&le E1E is &sed for d&nnin* level E.

3. 'he last d&nnin* level is the le*al d&nnin* proced&re.

Answer: $alse

'he last d&nnin* level tri**ers the +an&al d&nnin* proced&re, %hich often ends in the le*al

d&nnin* proced&re. 'he le*al d&nnin* proced&re itself does not correspond to any d&nnin* level.

CorrespondenceCorrespondence" /er/ie(

'here are vario&s types of correspondence in the syste+(

eriodic correspondence is tri**ered y specifications +ade in the +aster record, s&ch as

invoices and acco&nt state+ents. 'he interval %ee7ly, +onthly, and so on is specified in thec&sto+er9vendor +aster record.

Yo& can create correspondence online %hen yo& process pay+ents +an&ally and fro+ the line

ite+ display.

'he correspondence creation process co+prises the follo%in* steps(

1st tep( !e/&est the re/&ired correspondence. >ere, the syste+ initially only notes internally

%hich correspondence types are to e created.



2. tep( 'he re/&ested correspondence types are printed. 'ypically, correspondence is printed

a&to+atically %ith a partic&lar fre/&ency, for ea+ple, d&nnin* letters, acco&nt state+ents, and

so on. )n certain cases, it is possile to print certain correspondence types individ&ally and on

de+and.

'he print re/&est is sent to the spool syste+. $ollo%in* this, the correspondence is printed on the

selected printers.

Correspondence Types

'he follo%in* data is necessary for the different types of correspondence(

Correspondence equired ata

ay+ent notices doc&+ent n&+er

an7 state+ents Acco&nt n&+er and date

ill of echan*e char*es state+ents doc&+ent n&+er

)nternal doc&+ents doc&+ent n&+er

)ndivid&al letters Acco&nt n&+er

:oc&+ent etracts :oc&+ent n&+er

A s&itale print pro*ra+ and selection variant are defined for each correspondence

type. 'he selection variant is &sed to print the re/&ested correspondence.

Correspondence $rint $rogram

ay+ent notices !$K!:00

an7 state+ents !$K!:10

ill of echan*e char*es state+ents !$K!:20

)nternal doc&+ents !$K!:30



)ndivid&al letters !$K!:40

:oc&+ent etracts !$K!:D0

C&sto+er state+ents !$K!:11

An ;9ample of .in?ing Correspondence Types and eason Codes

Ass&+e that the tolerance *ro&p correspondence is A01 and yo&r c&sto+er +a7es a partial pay+ent after a delay of t%o +onths. When yo& process this inco+in* pay+ent +an&ally, yo&

create a resid&al ite+ %ith a reason code and re/&est correspondence type A01, pay+ent

notice.

After yo&r correspondence re/&est is created, yo& post the doc&+ent.

5et, yo& +aintain yo&r correspondence re/&est, that is, yo& print yo&r correspondence re/&est

and the syste+ *enerates yo&r letter &sin* yo&r c&sto+erVs +aster data and line ite+ infor+ation.

>o%ever, if a doc&+ent has several line ite+s, so+e of the line ite+s +ay have different reason

codes and associated correspondence types. )n this case, the a&to+atic pay+ent notice cannot esent accordin* to the reason code eca&se the syste+ does not 7no% %hich correspondence type

to choose. As a res&lt, it &ses the pay+ent notice assi*ned to the tolerance *ro&p, independent of

the reason codes.

!einforce yo&r &nderstandin* of correspondence and the print pro*ra+s.

1. &estion(

)n order to print yo&r individ&al tet, yo& need the ri*ht print report. Where %o&ld yo& find thisinfor+ation in the A yste+ and %hat is the na+e of the print pro*ra+?

en& path for infor+ation in C&sto+i;in*(

rint pro*ra+(

Answer: rint report

en& path for infor+ation in C&sto+i;in*(

+MG1 !inancial Accunting → !inancial Accunting Gl&al Settings →

Crrespndence → Assign Prgra(s )r Crrespndence Types

:o&le-clic7 correspondence type( A 10.rint pro*ra+( !$K!:40

Unit 5 Interest Calculation



'here are t%o 7inds of interest calc&lation in the A yste+(

• Account balance interest calculation is applied to the entire alance of a 89# orc&sto+er acco&nt &sin* a specific interest rate over a specified period of ti+e.

• +nterest on arrears is applied to individ&al ite+s in acco&nts receivale or acco&nts

payale. A certain interest rate is applied to those ite+s that are still open or &npaid at a

specified date.

Configuring Interest Calculation

Interest Calculation Indicator

)nterest calc&lation indicators estalish asic para+eters for the A yste+ to &se %hen

calc&latin* interest. 5ote that each interest calc&lation indicator +&st e assi*ned an interest

calc&lation type, %hich specifies %hether it is &sed for acco&nt alance interest calc&lation or

ite+ interest calc&lation.

very acco&nt for %hich the A yste+ %ill calc&late interest +&st have an interest indicator inits +aster record.

'he syste+ re/&ires a separate interest calc&lation indicator for each co+ination of interest

calc&lation fre/&ency, calendar type, c&rrency, interest rate, and so on.



-eneral Terms

8eneral ter+s set financial para+eters for each interest calc&lation indicator.

$or ea+ple, each indicator &ses a specific calendar type that *overns the interest asis and

period &sed to calc&late interest.

ther *eneral ter+s control +ai+&+ 9 +ini+&+ li+its on interest postin*s, loc7s on o&t*oin*

pay+ents, pay+ent ter+s, and for+s.

Time:,ependent Interest Terms

'i+e-dependent interest ter+s differ fro+ *eneral ter+s in that they have validity dates.

'he ti+e-dependent ter+s incl&de, for ea+ple, the reference interest rate &sed in the interest

calc&lation, and the pre+i&+ or spread aove this reference rate.

)f the 3-+onth #)! #ondon )nteran7 offered rate rate is entered as the reference interest

rate and a pre+i&+ of 3.00M is entered, then, %ith a #)! rate of 3.DM, the interest



calc&lation rate is e/&al to E,D M. )f no reference interest rate is entered, the pre+i&+ rate alone

in this case 3M is &sed in the calc&lation.

'he A(unt !r( field specifies that the rates apply only to alances aove a certain dollar

a+o&nt. )n conF&nction %ith the se/&ence n&+ers, A yste+ &sers can &se this f&nction to

&ild sta**ered interest rates, %here the interest on alances &p to a certain a+o&nt is calc&latedat one rate, and that on alances aove this a+o&nt is calc&lated at a different one.

eference Interest ates

'he A yste+ allo%s the &ser to set &p reference interest rates. )n addition to the interest

calc&lation indicators, yo& can enter lon* and short tet descriptions, an effective date, a

c&rrency, and a financial center.

$or each reference interest rate, a val&e and a validity date are entered periodically.

ach rate val&e re+ains effective &ntil a ne% validity date is entered.

Account ,etermination



Acco&nt deter+ination in the A yste+ starts %ith predefined &siness transactions, %hich are

accessed %hen the &ser r&ns the interest calc&lation pro*ra+s.

• 'ransaction 1030 in the ea+ple aove occ&rs if the &ser %ants to calc&late the interest

for a certain period and deit the acco&nt for %hich interest is calc&lated.

When the &siness transaction is co+ined %ith optional +odifiers s&ch as the co+pany code

and interest calc&lation indicator, the syste+ deter+ines postin* 7eys and acco&nt sy+ols.

Acco&nt sy+ols, %hen co+ined %ith +odifiers s&ch as the chart of acco&nts and c&rrency,

refer to 89# or vendor or c&sto+er acco&nts %here the interest transactions are posted. Acco&ntsy+ols allo% co+panies %ith different charts of acco&nts and c&rrencies to &se the sa+e

&siness transactions.

'here are different %ays to calc&late interest(

• )te+ interest calc&lation calc&late interest on arrears(

o Calc&late interest on cleared ite+s only and post the interest

o Calc&late interest on open and cleared ite+s and post the interest

o Calc&late interest on open and9or cleared ite+s %itho&t postin* the interest

• Acco&nt alance interest calc&lation

#i+it the n&+er of acco&nts incl&ded in the interest calc&lation y enterin* intervals or

individ&al val&es for the chart of acco&nts, acco&nt n&+er, co+pany code, interest calc&lation

indicator, and &siness area. 8enerally, only acco&nts %ith an interest calc&lation indicator in the

+aster record and that are +ana*ed %ith line ite+ display are incl&ded.

'r&e or false?1. Acco&nt +aster data +&st contain an interest calc&lation indicator for interest calc&lation to

ta7e place.

Answer: 'r&e



'he pay+ent process creates a pay+ent doc&+ent that records the pay+ent of the payale and

clears the open invoice.

'he chec7 and pay+ent doc&+ent are created in t%o separate steps. When the chec7 is created,

the chec7 n&+er, an7 infor+ation, and the chec7 recipient are printed on oth the pay+ent

doc&+ent and the open invoice.)f errors are +ade, &sers +&st decide %hether to reprint or void the chec7, or %hether to void and

reverse the chec7 and the pay+ent doc&+ent.

'here are three %ays to pay an invoice in the A yste+(

• With the automatic payment program( 'his pro*ra+ creates several pay+ent

doc&+ents and chec7s a&to+atically. 'his pro*ra+ is &sed to pay several vendors at

once.

• With $ost and print forms( 'his f&nction creates individ&al pay+ent doc&+ents and

chec7s. 'he &ser +an&ally selects the invoices for pay+ent. Yo& &se this f&nction to pay

a specific vendor or invoice. a+ple( A vendor co+es y personally and as7s for a

chec7.

• $ost: Creates individ&al pay+ent doc&+ents after the &ser has +an&ally selected the

invoices for pay+ent. As in the previo&s ea+ple, yo& &se this f&nction to pay a vendor

or a specific invoice &sin* pre-printed chec7s that are filled o&t +an&ally or %ith a

type%riter. a+ple( 'he chec7 printer is not %or7in* and yo&r s&perior needs a chec7.

)n this case, yo& can fill o&t the chec7 on the type%riter. #ater, *o ac7 into the A

yste+ to create the pay+ent doc&+ent and then assi*n it a chec7 n&+er, since the

chec7 %as not created y the A yste+.

Chec7s can e voided efore the print r&n if they are(

. Accidentally da+a*ed



. tolen

. :estroyed

Chec7s can e voided after the print r&n if they are(

. 5ot re/&ired eca&se a cash pay+ent is +ade instead

. 'orn d&rin* printin*

. "sed for a test print

)n each case, yo& have to decide %hether the pay+ent doc&+ent needs to e reversed. 'he syste+allo%s yo& to(

. !everse the chec7

. !everse the chec7 then reverse the pay+ent doc&+ent separately

. !everse the chec7 and the pay+ent doc&+ent si+&ltaneo&sly

Chec? egister

'he chec7 re*ister pro*ra+ !$C>K500 is an AA pro*ra+ that is shipped as standard %ith the

syste+.

'his pro*ra+ is a dynamic report that provides the follo%in* infor+ation(. All chec7s

. &tstandin* chec7s

. Chec7s paid

. Hoided chec7s

Yo& can r&n the report y(

. ay+entr&n

. )ss&e9creation9cashin* date

Chec?s Cashed nline

'he cashed chec7s pro*ra+ is &sed to +an&ally record checks that have been cashed by the

bank0 )his process can be carried out automatically using the

!52C#%% program with data supplied from the users bank0

After notification is received that the chec7 has een cashed, the !$CK00 pro*ra+ transfers

the chec7 a+o&nt fro+ the chec7 clearin* acco&nt to the cash acco&nt.

At the sa+e ti+e, the cashin* date date the chec7 %as cashed is entered in the pay+entdoc&+ent, ori*inal invoice, and chec7 re*ister.

'he chec7 clearin* acco&nt is confi*&red in the pay+ent pro*ra+ and the cash acco&nt is

confi*&red in the ho&se an7. 'he chec7 clearin* acco&nt +&st &se pen ite( (anage(ent .

1. 5a+e the tree doc&+ents &sed in the pay+ent process(

a Hendor invoice

ay+ent doc&+ent

c Chec7s

What +ethods can yo& &se to create chec7s?1. 5a+e t%o %ays of creatin* a chec7. Can yo& na+e the chec7 printin* pro*ra+?

a an&al chec7 A&to+atic pay+ent pro*ra+( !$$"6C or !$$:66

'r&e or false?

1. Yo& can void a chec7 %itho&t reversin* the pay+ent doc&+ent.

Answer: 'r&e

2. Yo& can void a chec7 and reverse the pay+ent doc&+ent at the sa+e ti+e.

Answer: 'r&e

3. Yo& can void a chec7 and reverse the pay+ent doc&+ent and the vendor



invoice all at the sa+e ti+e.

Answer: $alse

!eversin* the vendor invoice is a separate transaction fro+ voidin* the

chec7 and reversin* the pay+ent doc&+ent.

.oc?%o9/er/ie(

A loc7o is a service that an7s provide to facilitate the orderly collection and processin* of

inco+in* pay+ents. )nstead of sendin* their pay+ents to yo&r office, c&sto+ers +ail their

pay+ents and pay+ent advice notes directly to a central an7 location, &s&ally a post office o.

;,I0ANSI .oc?%o9 ,ata Flo(

C&sto+ers send their pay+ents to a loc7o. 'he an7 collects the data and sends an A5) R23

+essa*e to the A &serTs :) server. 'he server translates the +essa*e &sin* as standard :)

interface into an ):oc inter+ediate doc&+ent and sends it to the A server.

nce the +essa*e is received y the A server, the data is stored in the $)5'A01 #oc7o

tale.

At the sa+e ti+e, a pro*ra+ is la&nched to perfor+ the follo%in* tas7s(. ave the chec7 infor+ation in an7 state+ent tales

. Create pay+ent advice notes containin* the chec7 details, s&ch as the pay+ent a+o&nt, invoice

n&+ers, and c&sto+er n&+ers

'he loc7o pro*ra+ is eec&ted and the pay+ent advice notes are cleared a*ainst open c&sto+er

ite+s. Any chec7s that co&ld not e f&lly processed y the loc7o process can e +an&ally

processed &sin* the post processin* transaction..oc?%o9 File Formats

'he an7Ts data file &s&ally follo%s the standard for+at in the an7in* ind&stry( A) or A)2.

'he A) for+at provides asic data, s&ch as the chec7 n&+er, chec7 a+o&nt, an7 n&+er, and

invoice n&+ers. 'his for+at does not rea7 do%n the chec7 a+o&nt into individ&al a+o&nts per

invoice.'he A)2 for+at provides +ore detailed data, s&ch as the pay+ent and ded&ction a+o&nt per

invoice, and a reason code for the ded&ction. 'his &s&ally increases the s&ccess rate %henclearin* invoices a&to+atically. :&e to the additional data provided, an7s &s&ally char*e hi*her

fees for prod&cin* this for+at. 5ote( 'he t%o for+ats +ay vary sli*htly fro+ an7 to an7.



.oc?%o9 #osting ;ntries

'he loc7o i+port pro*ra+ is &s&ally confi*&red to post a cash receipt to an inco+in* pay+ent

acco&nt and an acco&nt for &nassi*ned cash receipts. When pay+ent advice infor+ation is offset

a*ainst open c&sto+er ite+s, the open ite+ and the postin* to the acco&nt for &nassi*ned cash

receipts are cleared.

"nassi*ned chec7s re+ain in the acco&nt for &nassi*ned cash receipts and have to e processed

+an&ally in a post processin* transaction.

#rocessing of #ayment Ad/ice Notes

A pay+ent advice note contains detailed infor+ation on an inco+in* pay+ent.

'he level of detail in a pay+ent advice note depends on the infor+ation provided y the an7.

'he +ore detailed the an7 infor+ation, the hi*her the s&ccess rate in the a&to+atic clearin* r&n.

A pay+ent advice note can incl&de the follo%in* infor+ation( C&sto+erTs )C! n&+er an7

ro&tin* n&+er and acco&nt n&+er, chec7 a+o&nt, invoice n&+ers, pay+ent date, pay+ent

a+o&nts9ded&ctions per invoice, and reasons for ded&ctions.'he loc7o i+port pro*ra+ &ses the data fro+ the pay+ent advice note to a&to+atically search

for and clear open c&sto+er ite+s. 'he doc&+ent n&+er on the pay+ent advice note is

co+pared %ith the doc&+ent n&+er of the c&sto+er file containin* the open ite+s. 'his +eans

that ite+s can only e cleared a&to+atically if the data in the pay+ent advice note is correct.

#ostprocessing" Chec? Status

'he post processin* f&nction chec7s the stat&s of the chec7s that %ere assi*ned in the loc7o

f&nction. Yo& have to +an&ally clear every chec7 that do not alance open ite+s, or that %ere not

assi*ned to a c&sto+er acco&nt.

Chec7s can have fo&r stat&ses( assigned , partially assigned , n accunt , nt prcessed .

'he loc7o overvie% screen sho%s the n&+er of chec7s in each cate*ory.

:ependin* on the stat&s of the chec7, the &ser decides %hat has to e done to assi*n it.

)f the an7 entered the %ron* invoice n&+er, for ea+ple, the loc7o i+port pro*ra+ posts the

pay+ent on account. When yo& post process the chec7, yo& call &p the pay+ent advice note and

correct the doc&+ent n&+er. When yo& save yo&r chan*es, the post processin* f&nction clearsthe open ite+s, deletes the pay+ent advice note, and sets the chec7 stat&s to assigned .

Chec7s that are only partially assigned +ay re/&ire f&rther processin*( $or ea+ple, yo& receivea chec7 for five invoices, &t one of the invoices %as entered incorrectly. 'he first fo&r invoices

%o&ld then e cleared. 'he pay+ent a+o&nt for the fifth invoice %o&ld e placed on acco&nt and

%o&ld have to e post processed to clear it.

ay+ents that cannot e identified either fro+ the c&sto+erTs )C! n&+er or the doc&+ent

n&+er re+ain unprocessed. nce the pay+ent has een trac7ed and the c&sto+er and invoice

identified, it can e assi*ned d&rin* post processin*.

Control #arameters

Yo& specify the i+port for+at on the Autcash Cntrl Para(eters screen. A s&pports the

A), A)2, and A5)9):C for c&sto+ers &sin* version 4.0 for+ats. Yo& also specify the type

of postin*s the loc7o pro*ra+ *enerates.

'hese control para+eters are re/&ired to i+port the loc7o file sent y the an7.

'he loc7o file consists of individ&al data records. 'he loc7o pri+arily &ses data record types

E and 4(

. 'ype E data records contain the an7 )C! n&+er, chec7 n&+er, a+o&nt, and invoice

n&+ers at the end of the record.

. 'ype 4 records serve as an overflo% record for additional invoices ein* paid y the sa+e

chec7.



. A) for+at( pecify the len*th of the doc&+ent n&+ers 10 in the standard A yste+ and

the n&+er of doc&+ent n&+ers in record types E and 4 of the A) file. Yo&r an7 +&st

confir+ this for+at infor+ation.

A)2 for+at( Yo& do not have to specify the len*th of the doc&+ent n&+ers or the n&+er of

doc&+ent n&+ers in data record types E and 4. 'his is eca&se the A)2 file is constr&cted ins&ch a %ay that each doc&+ent n&+er is contained in a different type 4 data record %ith the

correspondin* pay+ent and ded&ction a+o&nts. Yo&r an7 +&st confir+ this for+at infor+ation.

!einforce yo&r &nderstandin* of the loc7o.

1. What is a loc7o?Answer: A loc7o is a service provided y an7s to speed &p the collection and processin* of

inco+in* pay+ents. C&sto+ers send their pay+ents and pay+ent advice notes to the loc7o.

'he an7 then provides yo& a data file containin* the payer, pay+ent a+o&nt, and dependin* onthe a*ree+ent %ith yo&r an7 other details.

2. What are pay+ent advice notes &sed for in the loc7o process in the A yste+?

Answer: A pay+ent advice note contains detailed infor+ation on an inco+in* pay+ent. )t +ay

incl&de the follo%in* infor+ation( C&sto+erTs

)C! n&+er an7 ro&tin* n&+er and acco&nt n&+er, chec7 a+o&nt, invoice n&+ers,

pay+ent date, pay+ent a+o&nts9ded&ctions per invoice, and reasons for ded&ctions.

'he loc7o pro*ra+ &ses the infor+ation in the pay+ent advice note to clear open ite+s on the

c&sto+er.s acco&nt.

3. #ist the fo&r stat&ses that a chec7 can have.

Answer:

1. Assigned:

'he chec7 has cleared all the specified doc&+ents. 5o f&rther processin* is re/&ired.

2. Partially assigned !AI2 or A"#I $.12%



'he chec7 has cleared one or +ore of the specified doc&+ents and any re+ainin* difference %as

posted on acco&nt. $&rther processin*9chec7s +ay e re/&ired.

&. On account

'he c&sto+er %as identified y the )!C n&+er.

5o doc&+ents %ere identified.'he f&ll chec7 a+o&nt is posted to the c&sto+erVs acco&nt for f&rther processin* %ith a pay+ent

advice note.'. "ot (rocessed

'he c&sto+er co&ld not e identified y the an7 infor+ation or doc&+ent n&+ers.

'he chec7 a+o&nt re+ains in a clearin* acco&nt for &nassi*ned inco+in* pay+ents. 'he chec7 is

processed f&rther after the c&sto+er is identified.

4. Yo& have to +aintain c&sto+er an7 details +an&ally in the +aster record to ens&re that as

+any inco+in* pay+ents are assi*ned as possile.

Answer: $alse

When yo& confi*&re the loc7o, yo& can create a atch inp&t session to &pdate ne% or +issin*

an7 details in the c&sto+er +aster records.

Unit 3 Standard eports in -eneral .edger AccountingD Accounts ecei/a%leAccountingD and Accounts #aya%leAccounting

Yo& can find the reports yo& re/&ire in vario&s places in the syste+(

. Yo& can access i+portant reports &sin* the information system for each area 8eneral #ed*er,

Acco&nts !eceivale, Acco&nts ayale and on the *eneral report selection screen.

. !eports are also incl&ded in role4based user menus.



. "nder Syste(, choose #yste) #er*ices + ,e(orting . 'he *eneral AA pro*ra+ eec&tion

screen appears and yo& can enter the report na+e. )f yo& do not 7no% the technical na+e of the

report, yo& can &se $4 help and placeholders for ea+ple, !$:P to otain an overvie% of the

reports contained in 8eneral #ed*er, Acco&nts !eceivale, and Acco&nts ayale Acco&ntin*, in

addition to the reports in the infor+ation syste+ for each area.

Accounts #aya%le Information System" eports for Accounts#aya%le Accounting

'he Acco&nts ayale infor+ation syste+ is split into reports for vendor alances, vendor ite+s,+aster data, and pay+ent transactions. 'his infor+ation syste+ contains all the 7ey reports that

yo& need as an acco&nts payale acco&ntant.Accounts ecei/a%le Information System" eports for Accountsecei/a%le Accounting

When yo& &se the selections and o&tp&t control, yo& can restrict the data displayed in the list. $or

ea+ple, for report !$:"#00, C&sto+er ales, yo& can create a c&rrent or historical c&sto+er

list that is sorted y the c&sto+erTs sales. 'o do this, choose Additinal Selectins and enter

appropriate intervals efore yo& r&n the report.-eneral .edger Information System" -eneral .edger eports

'he 89# acco&nt alance list displays the selected totals fi*&res y reportin* period. Yo& can see

the carryfor%ard alance at the start of the fiscal year, the total for the carryfor%ard period, thedeit and credit total for the reportin* period, and the deit and credit alances at the end of each

reportin* period.

eport )ariants and )aria%leseport )ariants" Selection Criteria

Yo& can define +&ltiple report variants for one report. 'hese report variants contain different

selection criteria. A variant is a selection memory for a specific /&antity of saved selection

criteria. )nstead of enterin* val&es for selection criteria each ti+e yo& start the report, yo& enter



the val&es only once and then save the variant. 'he net ti+e yo& eec&te the report, yo& can &se

the variant. 'he option of creatin* variants %ith yo&r o%n selection criteria, therey red&cin*

ti+e and effort later, is partic&larly &sef&l for reports that are &sed fre/&ently or periodically.

eport )ariants" Attri%utes

nter variant attri&tes for yo&r variantB first a *ariant na(e, and then the 'escriptin.

)f yo& select the "nly )r &ackgrund prcessing field, then the variant is only per+itted for

ac7*ro&nd processin*. )f yo& do not select the field, the variant is per+itted for ac7*ro&nd and

online processin*.)f yo& select the Prtect variant field, then only yo& can chan*e the variant.

yste+ variants are only displayed in the catalo* and not in $4 )np&t >elp if yo& select the

relevant indicator.

Yo& can assi*n certain properties to so+e fields. $or ea+ple, yo& can prtect a )ield , hide a )ield , or +a7e a field a re2uired entry )ield .



eport )ariants" Selection )aria%les

)nstead of enterin* val&es for selection criteria each ti+e yo& start a report, yo& can enter the

val&es only once and then save the+ in a variant. )f yo& call &p the report and &se a variant, &t

still %ant to display certain val&es &p to the c&rrent date for ea+ple, open ite+s &p to a certain7ey date, yo& can &se selection variables.

C&rrently, the follo%in* two types of selection variables are s&pported &t not for each

selection criterion(

. 'ale variales fro+ 'HA!H

. :yna+ic date calc&lation

Unit .ist )ie(er

SA# .ist )ie(er" .ine Item .ist

'he A #ist Hie%er is a *eneric display tool that creates a standard er*ono+ic list fro+

predefined data.

'he #ist Hie%er standardi;es and si+plifies the &se of lists in the A syste+ y providin* a

&nifor+ interface and list preparation f&nction.

Yo& can &se the #ist Hie%er to display si+ple and hierarchical se/&ential lists.

'he A #ist Hie%er contains a n&+er of interactive f&nctions s&ch as sortin*, s&++ation,

filters, and so on.

Yo& can chan*e the layo&t of lists %itho&t selectin* data first and save the chan*ed list layo&t invariants.

Unit 6 ,rilldo(n eporting in Financial

Accounting,rilldo(n eporting in FI

'he follo%in* report types can e &sed for 89# acco&nt eval&ations(

1. !eports for financial state+ent analysis( 'hese reports are ased on the financial state+ent

versions defined in $inancial Acco&ntin*. Yo& can carry o&t any n&+er of variance analyses

ased on act&al and plan data ann&al, half-year, /&arterly, and +onthly.

2. Key fi*&re reports( $or 7ey fi*&re reports, the syste+ ta7es into acco&nt only the financial

state+ent ite+s in the financial state+ent version that yo& need for the calc&lation of specific 7ey



fi*&res. 'his is not the case for financial state+ent analysis reports. $inancial state+ent version

7ey fi*&res co&ld e for ea+ple, e/&ity ratio stoc7holdersT e/&ity( total e/&ity, det-e/&ity

ratio eternal capital( stoc7holdersT e/&ity, and capitali;ation ratio fied assets( total assets.

Yo& can create 7ey fi*&res fro+ report ro%s and9or col&+ns &sin* an inte*rated for+&la

interpreter.3. alance display(

Yo& can &se the follo%in* report types for c&sto+er or vendor drilldo%n reports(a alance display

#ine ite+ analysis

Characteristics and @ey FiguresCharacteristics and Characteristic )alues

Characteristics specify the classification options for the dataset. a+ples of characteristics are

company code, business area, and plan7actual indicator. 'he ti+e reference fiscal year,

period is also a characteristic.

Characteristic values are concrete for+s of a characteristic. ossile val&es for the characteristic

company code co&ld e 0001, 0002, 1000, or all the co+pany codes defined in the syste+.

A co+ination of characteristics and characteristic values is *enerally called an ob;ect indrilldo%n reportin*.

@ey Figures

)n the applications, there are vario&s key figures that can e relevant to eval&ations. Key fi*&res

are not F&st values and quantities, &t also calculations involvin* these val&es and /&antities

%ith &ser-defined for+&las.

'he follo%in* are ea+ples of 7ey fi*&res(

. &alue( alance sheet val&e, deit total, sales9p&rchases

. Buantity( 5&+er of e+ployees, sales /&antity

. Calculation( ales per e+ployee, plan9act&al variance,rilldo(n .ist0,etail .ist

'here are t%o types of list for displayin* infor+ation( 'he detail list and thedrilldown list.

)n a drilldown list, several oFects for ea+ple, assets &nder constr&ction, vehicles, che+icals

are for+atted &sin* a selection of 7ey fi*&res. "s&ally, the 7ey fi*&res are in the col&+ns of the

list for ea+ple, alance sheet val&e, total deit postin*s, total credit postin*s. 'he ro%s contain

the characteristic val&es of all the characteristics that are drilled do%n.

)n a detail list, an individ&al oFect for ea+ple, &siness area is for+atted for all 7ey fi*&res

accordin* to the for+. "s&ally, the 7ey fi*&res are in the ro%s of the detail list for ea+ple,

alance sheet val&e, total deit postin*s, total credit postin*s.

Form Types'he follo%in* for+ types eist("ingle4a.is form without key figure

. )f yo& are &sin* a sin*le-ais for+ %itho&t 7ey fi*&res, yo& define either the for+ ro%s or

col&+ns %ith characteristics. When yo& access the initial screen, the syste+ displays an e+pty

list %ith col&+ns.

"ingle4a.is form with key figure

. )f yo& are &sin* a sin*le-ais for+ %ith 7ey fi*&res, yo& define either the for+ ro%s or col&+ns

%ith 7ey fi*&res and characteristics. When yo& access the initial screen, the syste+ displays an

e+pty list %ith ro%s.



ual4a.is form with key figure

. )f yo& are &sin* a d&al-ais for+ %ith 7ey fi*&res, yo& define the for+ ro%s and the col&+ns


e+pty list containin* ro%s and col&+ns.

Yo& are free to define %hether the ro%s contain 7ey fi*&res and the col&+ns containcharacteristics, or vice versa. )t depends on %hat yo& %ant to report.

ne A9is (ith @ey Figure

)n a sin*le-ais for+ %ith no 7ey fi*&res, yo& +a7e selections only in the characteristics

col&+ns. 'he characteristics that yo& select in the for+ define the col&+n content. Yo& can also

perfor+ calc&lations %ith for+&las for ea+ple, the variance co&ld e the difference et%een

plan and act&al.

ne A9is (ith @ey Figure

)n a sin*le-ais for+ %ith 7ey fi*&res, the 7ey fi*&res are inte*rated %ith characteristics in the

ro%s of the for+ for ea+ple, fiscal year alance sheet val&e, prior year alance sheet val&e %ith

variance.

)n the report definition, only the drilldo%n characteristics are chosen for ea+ple, &siness area,

financial state+ent ite+ acco&nt n&+er, and so on.

T(o A9es +atri9

)n a for+ %ith t%o aes +atri, oth the ro%s and col&+ns are defined &sin* 7ey fi*&res orcharacteristics. 'he 7ey fi*&res have to e in either the ro%s or the col&+ns of the for+, &t yo&

can enter the characteristics in the ro%s and the col&+ns.

When yo& define the report, yo& then choose only the drilldo%n characteristics for ea+ple,

&siness area, co+pany code, acco&nt n&+er, and so on.

Na/igation in eports



!rom drilldown list to detail list

)f yo& %ant to s%itch fro+ the drilldo%n list to the detail list, choose the 'etail list sy+ol. All of

the ro% selection sy+ols are then hi*hli*hted in a different color. Choose the re/&ired

eval&ation oFect. 'he syste+ then displays the re/&ired detail list.

ac7 to asic list( )f yo& %ant to ret&rn to the asic list, choose the sy+ol in red. 5ote that

chan*es that yo& +a7e to settin*s in the +eanti+e -- for ea+ple, chan*es to the n&+er for+at

-- are retained.



!rom detail list to drilldown list

)f the asic list is defined as the detail list for a report, the detail list is the first

screen to e displayed %hen yo& eec&te yo&r report. )f yo& %ant to s%itchfro+ the detail list to the drilldo%n list, choose 'rilld$n list . 'he syste+

then hi*hli*hts all the free characteristics in the navigation block . Choose a

characteristic y clic7in* it. 'he syste+ then displays the drilldown list.



Yo& are in the drilldo%n list in %hich the !S ite( characteristic is drilled do%n.

'he navi*ation area for the drilldo%n list contains additional characteristics that yo& can &se. )f

yo& %ant to e.change the !S ite( %ith another characteristic, for ea+ple, Perid , first clic7 !S

ite( and then Perid . 'he t%o characteristics then chan*e places( !S ite( is no% availale for

selection in the navi*ation loc7, and Perid is drilled do%n for all characteristic val&es.

eport > eport Interface and eport Assignment

"sin* the report-report interface, yo& can lin7 several individ&al reports, each %ith a li+ited

n&+er of characteristics, to allo% yo& to perfor+ fleile data eval&ations online.

!ecipient oFects are other drilldo%n reports, report portfolios, W reports,

AA reports, !eport Writer reports, or transactions.

"sin* the report-report interface yo& can, for ea+ple(

• #in7 reports that contain different characteristics in an application. 'his enales yo& to

report on a lar*er n&+er of characteristics than %ith individ&al reports.

• #in7 reports created in the different application classes.

Yo& assi*n the recipient reports in the report definition y choosin* "ptins.

Choose Reprt Assign(ent and define the report type report portfolio, W report, drilldo%n

report, AA report, !eport Writer, or transaction.

Unit 17 /er/ie( of the Closing Acti/ities



re-closin* activities that e*in in the old +onth incl&de(

• 'echnical - pen the first acco&ntin* period of the ne% fiscal year $),

• - erfor+ physical inventory co&nt +ay e perfor+ed on &p to a +onthly asis

• 9C - "pdate prod&ct cost esti+ates +ay e perfor+ed +ore fre/&ently

• - #o%est val&e deter+ination and #)$9$)$ val&ation

• AA - Asset val&ations and invest+ent s&pport

• $) - alance confir+ations for c&sto+ers9vendors

• 'echnical - $iscal year chan*e AA and alance carryfor%ard $)

Closin* activities for eternal p&rposes incl&de(

• $) - 8!9)! clearin* acco&nt analysis, receivales and payales

• reclassification, reconciliation of prior year to ne% year, and other adF&st+ent postin*s

• 'echnical - $inal closin* of the old period A!9A and 89#

• $)9C - Creatin* eternal and internal reports

Unit 11 The Financial Statements



$inancial state+ent versions are also &sed in the str&ct&red alance list, drilldo%n reportin*,

plannin*, and transferrin* data to consolidation.

Yo& can define as +any financial state+ent versions as yo& need to prepare reports accordin* to

vario&s criteria, for ea+ple, for ta a&thorities, for other eternal &sers, and for internal

p&rposes.

'he financial state+ent version enales yo& to confi*&re the report for+at.

Yo& deter+ine the follo%in*(• Which ite+s are to e incl&ded and the se/&ence and hierarchy of these ite+s

• 'he tet descriin* the ite+s

• 'he charts of acco&nts and the individ&al acco&nts relevant to the report

• 'he totals to e displayed

Yo& define a financial state+ent version in t%o steps(

• nter it in the directory of financial state+ent versions

• :efine hierarchy levels and assi*n acco&nts

ach version +&st have the follo%in* .special ite+s.

• Assets

• #iailities• rofit

• #oss

• rofit and loss res&lts

• Acco&nts not assi*ned

• 5otes to $inancial tate+ent



'he +en&s and f&nctions directly availale in the drilldo%n report +a7e it easy to &se the

infor+ation syste+.

Characteristics and 7ey fi*&res for+ the asis of the drilldo%n report presentation.

Characteristics define ho% yo&r data can e classified or provide a ti+e reference. Key fi*&res

incl&de stored val&es or /&antities and calc&lations ased on these val&es and /&antities. )n 89#

drilldo%n reports(



• Characteristics can incl&de co+pany, co+pany code, &siness area, chart of acco&nts,

financial state+ent ite+, c&rrency, fiscal year, period, and so on

• Key fi*&res can incl&de total credit alance, total deit alance, alance sheet val&e,

acc&+&lated alance, alance carryfor%ard, and so on.

Unit 12 ecei/a%les E #aya%les



/er/ie(" Customer Account Closing Acti/ities

!eports A$130: and A$130K create correspondence to and fro+ yo&r c&sto+ers and

vendors to enale yo& to chec7 the alance of receivales and payales.

Yo& can choose fro+ the follo%in* proced&res(

• alance Confir+ation

• alance notification• alance re/&est

$or each co+pany code, the reports o&tp&t a chec7list and an error list. Yo& &se these to chec7

the receipt of alance confir+ations. )n the error list, the report lo*s the errors that occ&rred

d&rin* the eval&ation.

Yo& can also create a res&lts list to eval&ate the replies. $or ea+ple, yo& %o&ld incl&de the

n&+er of replies received and the total a+o&nt contained in the replies received.

Foreign Currency )aluation



Foreign Currency )aluation SA#F177

Yo& carry o&t the forei*n c&rrency val&ation efore yo& create the financial state+ents. 'he

val&ation incl&des the follo%in* acco&nts and ite+s(

• $orei*n c&rrency alance sheet acco&nts, that is, 89# acco&nts that yo& +ana*e in a

forei*n c&rrency the alances of the 89# acco&nts in forei*n c&rrency are val&ated

• pen ite+s c&sto+ers, vendors, 89# acco&nts posted in forei*n c&rrency the line ite+s

are val&ated

!eport A$100 val&ates open ite+s in forei*n c&rrency as %ell as forei*n c&rrency alance

sheet acco&nts.

)n order to carry o&t a forei*n c&rrency val&ation, yo& have to +a7e certain settin*s in

C&sto+i;in*(

• Chec7 yo&r c&rrency C&sto+i;in* for ea+ple, yo& +&st have defined the echan*e

rates

• :efine yo&r val&ation +ethods for ea+ple, for the lo%est val&e principle

• :efine epense and reven&e acco&nts for echan*e rate differences fro+ the val&ation.

Yo& +&st also specify alance sheet adF&st+ent acco&nts for receivales and payales

acco&nts.



Foreign Currency )aluation

)aluation of pen Items ithout Update SA#F177

'he aove acco&nts sho% the postin* transactions %hen val&in* ite+s in forei*n c&rrency

without &pdatin* the val&ation difference in the doc&+ent line ite+.

)n the period that the val&ation is perfor+ed as defined y the 7ey date, a postin* is +ade to

adF&st the overall receivales alance for the chan*e in echan*e rates. 'his postin* is reversed in



the net period, to rin* the alances ac7 to the ori*inal position. A s&se/&ent val&ation or the

pay+ent clearin* is then ased on the ori*inal postin*.

'he adF&st+ent postin* is +ade on the 7ey date as &s&al, and then reversed on the follo%in* day.

'he &ser can ho%ever define another postin* date.

)aluation of pen Items ithout Update SA#F177

'he aove acco&nts sho% the postin* transactions %hen val&in* ite+s in forei*n c&rrency

without &pdatin* the val&ation difference in the doc&+ent line ite+.

)n the period that the val&ation is perfor+ed as defined y the 7ey date, a postin* is +ade toadF&st the overall receivales alance for the chan*e in echan*e rates. 'his postin* is reversed in

the net period, to rin* the alances ac7 to the ori*inal position. A s&se/&ent val&ation or the

pay+ent clearin* is then ased on the ori*inal postin*.

'he adF&st+ent postin* is +ade on the 7ey date as &s&al, and then reversed on the follo%in* day.

'he &ser can ho%ever define another postin* date.



)aluation of pen Items (ith Update SA#F177

'he acco&nts aove sho% the res&ltin* postin* transactions %hen yo& val&e open ite+s in forei*n

c&rrency with an update of the val&ation difference in the doc&+ent line ite+.

'he <alance sheet preparation val&ation= indicator of the A$100 pro*ra+ deter+ines %hether

or not open ite+s %ill e &pdated.

)f yo& val&e a line ite+, the A yste+ stores the val&ation difference in the line ite+. 'he

syste+ then &ses this val&ation d&rin* pay+ent clearin* or for s&se/&ent val&ations.

chan*e rate differences that are not reali;ed as val&ation differences d&rin* pay+ent clearin*

are posted as an echan*e rate translation see ea+ple aove. Yo& specify ho% the echan*erate translation is posted for each co+pany code. 'his is relevant only in certain co&ntries.



Summary" )aluation of pen Items

'his slide provides an ea+ple of the val&ation postin*s that %o&ld res&lt as the val&e of an open

ite+ chan*es fro+ period to period, dependin* on %hether the lo%est val&e principle or strict

lo%est val&e principle +ethod is selected.

Customi!ing" )aluation +ethods

$or each val&ation +ethod, yo& have to define the follo%in*(

• ara+eters for the val&ation proced&re



• ara+eters for echan*e rate deter+ination

)n A, the strict lo%est val&e principle +eans that %rite-&ps are not allo%ed.

Yo& can &se different rate types for deter+inin* the echan*e rate.

&sh&tton <alance Hal&ation=(

'his is only relevant %hen &sin* strictest or lo%est val&ation principle. a+ple(Hal&ation of the open ite+s of c&sto+er acco&nts. )f yo& %ant to val&ate credit ite+s, yo& +&st

set this indicator. ther%ise, only deit ite+s are val&ated.

ini+&+ difference( chan*e rate differences can also arise for fied or hed*ed echan*e rates

as a res&lt of ro&ndin*. )f yo& specify an asol&te a+o&nt, echan*e rate differences &p to this

a+o&nt can e s&ppressed. 'he specification al%ays refers to the s+allest &nit of c&rrency.

Account ,etermination" ;9change ate ,ifferences penItems

'o carry o&t forei*n c&rrency val&ations in acco&nts +ana*ed on an open ite+ asis, yo& define

acco&nt entries for( Hal&ated echan*e rate *ains and losses for each reconciliation acco&nt in

s&led*er acco&nts.

'he syste+ posts the acco&nt entries for reali;ed echan*e rate differences in forei*n c&rrency

d&rin* the open ite+ clearin*.

chan*e rate differences that are not reali;ed as val&ation differences d&rin* pay+ent clearin*

are posted as an echan*e rate translation. $or each co+pany code, yo& define %hether the

translation sho&ld e posted. 'his is relevant only in certain co&ntries.



)aluation of Foreign Currency Balance Sheet AccountsSA#F177

As of !elease 4.EC( Yo& can carry o&t a val&ation of forei*n c&rrency alance sheet acco&nts&sin* report A$100. n the <elections= ta pa*e, choose the forei*n c&rrency alance sheet

acco&nts.

:ependin* on the val&ation +ethod &sed and the alance of the forei*n c&rrency alance sheet

acco&nt, yo& +ay end &p deval&in* or reval&in* yo&r acco&nts. Yo& can eec&te the val&ation

r&n %ith the sa+e selection criteria as +any ti+es as yo& li7e.

)f ne% transactions have een posted to the acco&nt since the last val&ation r&n, these are val&ated

d&rin* the c&rrent r&n.



)alue Ad&ustments

'he follo%in* options are availale for creatin* val&e adF&st+ents for receivales(

1. Yo& enter individ&al val&e adF&st+ents )HA as a special 89# transaction .

2. Yo& &se the pro*ra+ A$10 <Additional val&ations= to carry o&t a flat-rate individ&al val&e

adF&st+ent.

3. nce yo& have deter+ined the a+o&nt of the val&e adF&st+ent, yo& adF&st the flat-rate val&e

y +a7in* a +an&al 89# acco&nt postin*. 'he postin* record is as follo%s( pense fro+ flat-

rate val&e adF&st+ent to val&e adF&st+ent.



Indi/idual )alue Ad&ustment for ,ou%tful ecei/a%les

:o&tf&l receivales are %ritten off as an individ&al val&e adF&st+ent )HA d&rin* year-end

closin*. 'he special *eneral led*er +ethod is s&itale for this proced&re since the transaction is

entered in the c&sto+er acco&nt and is also <posted= to a special 89# acco&nt, )ndivid&al Hal&e

AdF&st+ents for !eceivales.

"se the ta code that represents a ta rate of ;ero percent for the postin*.

After yo& have ascertained that the det is irrecoverale or that the receivale has een paid, theindivid&al val&e adF&st+ent is reversed. )f the det is irrecoverale, the receivale is cleared fro+

the c&sto+er acco&nt and the a+o&nt is posted to the acco&nt for depreciatin ) receiva&les. 'he

sales ta is adF&sted in the postin*.

Flat:ate Indi/idual )alue Ad&ustment of /erdue ecei/a%les

ince !elease 4.D, yo& have the aility to perfor+ a&to+atic flat-rate individ&al val&e

adF&st+ents for overd&e receivales( A$10.

)n Acco&nts !eceivale confi*&ration, yo& define the deit rate percenta*e ad det epense

percenta*e for a val&ation adF&st+ent 7ey and an overd&e ti+e period in days. Yo& +&st also set

&p the appropriate adF&st+ent and ad det epense acco&nts for do&tf&l receivales in theacco&nt deter+ination tale.

Yo& assi*n the val&ation adF&st+ent 7ey to the +aster record of any c&sto+er acco&nt that yo&%ant to incl&de in the flat-rate individ&al val&e adF&st+ent postin*.

eriodically, yo& carry o&t a val&ation r&n to calc&late the ad det epense postin* for overd&e

ite+s. 'he val&ation r&n prod&ces a val&ation proposal that yo& can +an&ally chan*e, if desired.

)f yo& a*ree %ith the proposal, yo& can transfer the val&ation to the *eneral led*er to *enerate the

postin*s. 'he syste+ then +a7es the adF&st+ent postin* for the relevant 7ey date and the reversal

postin* for the day after the 7ey date.



egrouping

egrouping #aya%les

ayales and receivales have to e listed separately in the alance sheet. ince it is possile for

so+e vendors to have a deit alance, these alances need to e chan*ed to c&sto+er-li7e vendor

acco&nts prior to creatin* the financial state+ents.

)n so+e co&ntries it is also a re/&ire+ent that payales are *ro&ped in the alance sheetaccordin* to their re+ainin* life.

oth re*ro&pin*s are carried o&t &sin* a special pro*ra+. At the sa+e ti+e, these re*ro&pin*s are

re+oved for the first day of the net period, since re*ro&pin* are not necessary for daily

processin*.

n the slide, yo& can see that the receivales %ith lon* re+ainin* ter+s have to e reposted to

different acco&nts to facilitate the creation of the financial state+ents.

Additionally, vendors %ith a deit alance are re*ro&ped. An adF&st+ent acco&nt is &sed as the

offsettin* acco&nt here as %ell, since adF&st+ents cannot e posted directly to a reconciliation

acco&nt.

Hint: 'he forei*n c&rrency val&ation as %ell as the re*ro&pin* can e co+pleted in different

%ays to +eet vario&s le*al re/&ire+ents. 'he res&lts are then posted to vario&s acco&nts that are&sed y different financial state+ent versions.

Hint: 'his pro*ra+ is also &sed if the reconciliation acco&nt for a vendor %as chan*ed d&rin* the

year.



egrouping ecei/a%les and #aya%les SA#F171

efore yo& can create financial state+ents, yo& have to *ro&p yo&r receivales and payales

accordin* to re+ainin* life so that they are correctly displayed in the financial state+ents. 'o do

this, yo& have to +a7e adF&st+ent postin*s.

Yo& can &se repost A$101 to re*ro&p and sort the receivales and payalesB it has thefollo%in* f&nctions(

• )t sorts receivales and payales accordin* to re+ainin* life and +a7es the transfer

postin*s re/&ired.

• )t +a7es the re/&ired adF&st+ent postin*s for ea+ple, for chan*ed reconciliationacco&nts.

• Yo& can &se report A$101 to deter+ine %here transfer postin*s are re/&ired. When

yo& define the sort +ethod in C&sto+i;in*, yo& can <select= the cases %here receivales

and payales sho&ld e re*ro&ped.



egrouping Customers (ith Credit Balances or )endors (ith,e%it Balances SA#171

'he alance of an acco&nt deter+ines %hether the syste+ displays it as a receivale or payale.

!eceivales and payales are displayed separately accordin* to re+ainin* life.

)n order to have the syste+ *enerate transfer postin*s %hen yo& start report A$101, yo& have

to +a7e the relevant selections for the sort +ethods &sed in C&sto+i;in*.

Unit 14 #rofit and .oss

Cost of Sales Accounting

'he rofit and #oss tate+ent can e created &sin* t%o types of acco&ntin*(

• eriod Acco&ntin*

• Cost of ales Acco&ntin*

'he operatin* res&lt is the sa+e re*ardless of the type of acco&ntin* &sed. 'he proced&re yo&

sho&ld &se is either

• #e*ally prescried, or

• Can e chosen y the co+pany, %here le*al alternatives are offered. )n this case, the

co+pany considers &siness criteria, s&ch as internationally co+paraility, %hen

decidin* %hich type of acco&ntin* to &se.

)n period accounting, the total res&lt for a period and the total costs of this period are

s&++ari;ed.



• 'he total result for a period is the sales reven&e +in&s a red&ction in the inventory level

or pl&s an increase in the inventory level.

• 'he total costs of the period are *ro&ped y epense type, in other %ords, yo& can F&st

s&++ari;e the alances of si+ilar epense acco&nts s&ch as different acco&nts for personnel epense. 'his *ro&pin* sho%s ho% the costs are distri&ted to the vario&s

prod&ction factors.

)n cost of sales accounting, the sales reven&e for a period and the sales costs of the period are

s&++ari;ed.

• 'he sales revenue for the period is deter+ined the sa+e %ay as in period acco&ntin*.

alance heet chan*es are not considered.

• 'he sales costs of the period represent the epenses related to the sales. 'he epenses

are not *ro&ped y epense type as in period acco&ntin*. 'hey are *ro&ped y f&nction

s&ch as prod&ction, sales, ad+in, !:

'he costs of *oods +an&fact&red is deter+ined %hen the *oods are iss&ed. )n period

acco&ntin*, the postin* is <8!9)! clearin* acco&nt to alance sheet chan*e=. )n cost of sales

acco&ntin*, the postin* is <8!9)! clearin* acco&nt to cost of *oods +an&fact&red=.

'o assi*n the re+ainin* costs to their ori*in, A re/&ires an additional characteristic(

!unctional Area. 'ypical $&nctional Areas are sales, prod&ction, +ar7etin*, ad+inistration,

!:.

• $&nctional Areas can e assi*ned directly to +aster data records, s&ch as cost centers,internal orders or 89# Acco&nts.

• $or oFects %here no f&nctional area can e entered in the +aster data, the f&nctional

area is derived via a s&stit&tion r&le.

:erivin* the $&nctional Area

)n cost of sales acco&ntin*, the codin* loc7 that is, the list of acco&nt assi*n+ent oFects is

etended to incl&de a field for $&nctional Area. 'his field is filled y(

• an&al ntries.

• A&to+atically enterin* the $&nctional Area &sin* s&stit&tion r&les.

• A&to+atically copyin* a f&nctional area entered fro+ the +aster record of the #

acco&nt.

• A&to+atically copyin* a f&nctional area entered fro+ the +aster record of the C oFect.

'he aove se/&ence is also the priority of the derivation options. an&al entries have the hi*hest

priorityB ho%ever, the syste+ sho&ld e set to that a +an&al entry is not nor+ally re/&ired and thef&nctional area is derived fro+ s&stit&tion r&les, # acco&nt, or C oFect.

'o create the alance sheet in cost of sales acco&ntin*, A re/&ires transaction fi*&res for eachf&nctional area. )n the standard 8#, ho%ever, transaction fi*&res are +aintained only forco+pany code and &siness area. )n this case, a cost of sales led*er +&st e &sed, in %hich

transaction fi*&res are also +aintained for each f&nctional area.

Controlling



)n so+e cases, the *eneral led*er sho&ld e &pdated for the postin*s descried in the previo&s

pa*es as <internal to C=. 'his is a re/&ire+ent %hen the C cost flo%s cross $) or*ani;ational

&nits co+pany codes, &siness areas, and f&nctional areas.

'he reconciliation led*er stores all cost flo%s %ithin controllin* in a s&++ari;ed for+. )n theA syste+, the reconciliation led*er represents cost ele+ent acco&ntin*.

'he reconciliation led*er co+pares the C vie% of data to the $) vie% and enales yo& to

a&to+atically reconcile controllin* %ith financial acco&ntin*.

econciliation #osting" Account ,etermination

Tas? "Carry o&t the follo%in* tas7.

1. Within cost center acco&ntin*, cross-cost center repostin* %as carried o&t for pri+ary costs

eca&se an e+ployee +oved fro+ one cost center to another d&rin* the period. oth cost centers

elon* to different &siness areas. )n $inancial Acco&ntin*, yo& %ant to create &siness area-

related profit and loss state+ents that incl&de all the relevant costs. Which !93 f&nction enales

yo& to retransfer internal cost flo%s to $inancial Acco&ntin*?

a )he reconciliation ledger in "A$ 7D enables you to reconcile internal cross4

organi8ational cost flows to !inancial Accounting0

Accrual0,eferral #ostings



Accrual #osting" arehouse .ease

'he +onthly rent is D00(

• repay+ent of rent on 12901

o ostin*( cc&pancy costs to an7 1D00

• Accr&al9deferral postin* on 12931

o Accr&ed inco+e on occ&pancy costs 1000

• !eversal postin* on 01901

o cc&pancy costs to accr&ed inco+e 1000

When yo& enter the accr&al9deferral doc&+ent, yo& have to enter a reversal reason. 'he reason isnoted in the doc&+ent that is reversed. Yo& can then see fro+ this field %hy a partic&lar

doc&+ent %as reversed.



'he reversal reason also defines %hether(

• 'he reversal doc&+ent can have a different postin* date

• 'he reversal doc&+ent can e co+prised of ne*ative postin*s

Accrual0,eferral of ;9penses and e/enue

penses and reven&e posted in one period can often ori*inate in other periods. $or this reason,

e.penses and revenue have to be accrued7deferred, in other %ords, they are distri&ted to the

periods fro+ %hich they res&lted.

A distinction is +ade et%een

Accruals

'ri**erin* sit&ation( cono+ically, epenses9reven&e elon* in the c&rrent period and are only

posted to a s&se/&ent period once an invoice has een received or iss&ed.

eferrals

'ri**erin* sit&ation( penses9reven&e %ere posted to the c&rrent period on receipt9iss&e of an

invoice, &t econo+ically they elon*, at least partially, in a f&t&re period.

Accr&als and deferrals can e +ana*ed differently in $).

'he dia*ra+ sho%s an ea+ple of an invoice that is received in the th period and that is also

posted there. ince this invoice %as created for *oods that are &sed thro&*ho&t the year, the

epenses of 120 have to e distri&ted e/&ally across all periods. $or the first si periods,

therefore, si accr&als to the a+o&nt of 10 have to e created. An a+o&nt of D0 has to edistri&ted to the last five +onths after receipt of the invoice.



Accruals

Accruals Yo& have to create accr&als %hen an epense or reven&e is to e received in the f&t&re,

&t is inc&rred or earned partly or co+pletely in the c&rrent period. 'he rec&rrin* entry pro*ra+

is s&itale for postin* accr&als, since the eact sa+e a+o&nt here( 10 is posted to the sa+e

acco&nts in each period.

)n each period, the postin* record is <pense to ther ayales or rovisions=.)t is posted to the acco&nt

• ther payales( )f yo& are certain ao&t the reason and a+o&nt of the accr&al

• rovisions( )f yo& are &ncertain ao&t the a+o&nt and9or reason of the accr&al and can

only esti+ate it

)n each period in %hich yo& carry o&t accr&als, the credit alance on the acco&nt <ther ayales

or rovisions= increases.

The Accrual ;ngine



G&st li7e the +otor of a +achine, the Accr&al n*ine itself is not visile for the end &ser. )nstead,the &ser %or7s %ith the application components of the Accr&al n*ine. 'he s&Fects to e

accr&ed are entered there and are for%arded to the Accr&al n*ine.

A develops and delivers the application co+ponents of the Accr&al n*ine.

'hey cannot e developed y c&sto+ers. 'he application co+ponent al%ays refers to a specialaccr&als scenario and provides an opti+i;ed &ser interface for this scenario.

'he Accr&al n*ine is &sed a+on*st other thin*s for(

• an&al Accr&als in $inancial Acco&ntin*

•rovisions for A%ards

• #ease Acco&ntin*

• )ntellect&al roperty ana*e+ent

Additional application co+ponents %ill e delivered in f&t&re etensions.



Interaction (ith the Accrual ;ngine

'he dia*ra+ sho%s the interaction between the Accrual 5ngine and the application

component.

'he Accr&al n*ine stores t%o types of data(

2asic ata

'he asic data consists of a description of the s&Fect to e accr&ed accr&al oFect and all other

infor+ation re/&ired for carryin* o&t the accr&als. asic data is ti+e-dependent.

Accrual 5ngine ocuments and )otals ecords

All accr&als postin*s create doc&+ents in the Accr&al n*ine Accr&al

n*ine doc&+ents and &pdate fiscal year-specific totals records. 'he

Accr&al n*ine doc&+ents a&to+atically create correspondin* doc&+ents in $). Hario&s levels ofs&++ari;ation are possile. )f errors occ&r d&rin* the $) &pdate, yo& can tri**er this a*ain

+an&ally.

"s&ally, two main processes are tri**ered fro+ the application co+ponent(

Create7change basic data :ependin* on the C&sto+i;in* settin*s, an openin* postin* +ay e

+ade i++ediately.

$eriodic start of the accrual run or reversal of an accr&al r&n

An +nfo system *ives yo& direct access to totals records and doc&+ents in the Accr&al n*ine.

Yo& can also carry o&t accr&als si+&lations.

)n co+parison to standard +ethods of carryin* o&t accr&als, the Accr&al n*ine has several

advantages.

• 'he Accr&al n*ine calc&lates the accr&al a+o&nts a&to+atically. Yo& do not have to

calc&late the a+o&nts +an&ally and enter the+ as fied val&es in rec&rrin* entry

doc&+ents.



• Yo& can +a7e periodic accr&als postin*s a&to+atically as perfor+ance-opti+i;ed +ass

data processin* &sin* an accr&al r&n. 'he delta a+o&nt of the c&+&lative accr&als +in&s

the accr&als already carried o&t is posted. )f the a+o&nt to e accr&ed chan*es, the

accr&als a+o&nts are adF&sted a&to+atically.

• Yo& can si+&late planned f&t&re accr&als. :ependin* on ho% the application co+ponent

is confi*&red yo& can also carry o&t co+plete si+&lation scenarios.

• 'he Accr&al n*ine s&pports parallel acco&ntin* %ith either different acco&nt areas or

parallel led*ers.

• An etensive )nfor+ation yste+ provides infor+ation ao&t planned accr&als and

accr&als that have already een carried o&t.

$i*&re 20E( Activate the application co+ponent

'he Accr&al n*ine re/&ires only a s+all n&+er of closing activities of a p&rely technical

nat&re.

econciliation: Accrual 5ngine7General Ledger

>ere, Accr&al n*ine doc&+ents and 8eneral #ed*er doc&+ents are reconciled %ith one another

to chec7 %hether the transfer to the 8eneral

#ed*er %as co+plete and %itho&t errors.

2alance carryforwardAt the end of the fiscal year yo& have to carry for%ard the alances of the accr&als oFects into

the net fiscal year. 'his has nothin* to do %ith the alance carryfor%ard in the 8eneral #ed*er.



,eferrals

Yo& have to create deferrals %hen an epense or reven&e is posted in the c&rrent period, &t is

inc&rred or earned partly or co+pletely in the f&t&re.

'he slide sho%s an ea+ple of a deferral %here an epense invoice for X 120 is received at the

start of the year and posted in the first period. >o%ever, the invoice covers a contract&al service

that is &sed thro&*ho&t the entire year for ea+ple, ins&rance. 'he epense +&st therefore e

distri&ted over all periods of the fiscal year e/&ally.

#osting ,eferrals$ollo%in* on fro+ the ea+ple on the previo&s slide, the postin* for the deferrals is as follo%s(

'he invoice for X 120 arrives in Acco&nts ayale in the first period and is posted there. 'he

postin* record is(

Expense t *endr

"sin* an openin* postin*, the entire a+o&nt is transferred fro+ the epense acco&nt to an

acco&nt for invoice deferral ite+s A!A. 'he postin* record is(

Prepay(ents and Accrued +nc(e t Expense

:&rin* period-end closin*, part of the a+o&nt is posted ac7 to the epense acco&nt fro+ the prepay+ents and accr&ed inco+e acco&nt, %hich +eans that the prepay+ents and accr&ed

inco+e are red&ced. ostin* record(

Expense t Prepay(ents and Accrued +nc(e

)f the contract is ter+inated pre+at&rely, the entire resid&al a+o&nt is posted to an epense

acco&nt. ostin* record(



Expense t Prepay(ents and Accrued +nc(e

Accruals

Yo& have to create accruals %hen an epense or reven&e is to e received in the f&t&re, &t is

inc&rred or earned partly or co+pletely in the c&rrent period.

'he slide sho%s an ea+ple of an accr&al %here an epense invoice for X 120 is received at the

end of the year and posted in the last period. >o%ever, the invoice refers to a service that is &sed

d&rin* the entire year. 'he epense +&st therefore e distri&ted over all periods of the fiscal

year e/&ally.

'he postin* record for accr&als is .pense to ther ayales or provisions. )n each period. )t is

posted to the acco&nt

• ther payales( )f yo& are certain ao&t the reason and a+o&nt of the accr&al



• rovisions( )f yo& are &ncertain ao&t the a+o&nt and9or reason of the accr&al and can

only esti+ate it

)n each period in %hich yo& carry o&t accr&als, the credit alance on the acco&nt <ther ayales

or rovisions= increases.

When the invoice is finally received, it is posted as

"ther paya&les #r prvisins% t vendr 'he other payales are therey converted into real payales.

,efinition of the Su%&ect +atter to %e Accrued

'he s&Fect to e accr&ed is defined as an accrual ob;ect. Yo& +a7e this definition +an&ally in

the application co+ponent <an&al Accr&als=. Accr&al oFects in this application co+ponent are

identified &ni/&ely for each co+pany code &sin* an accr&al oFect n&+er fro+ a defined

n&+er ran*e.

'he accr&al oFects are *ro&ped in accrual ob;ect categories for +an&al accr&als. 'hese

s&++ari;e the s&Fect +atter of si+ilar accr&al oFects. $or ea+ple, ins&rance contracts

accr&al oFects can e assi*ned to the accr&al oFect cate*ory

<)ns&rances=

Yo& can &se accr&al oFect cate*ories• As a navi*ation level to find accr&al oFects +ore easily

• 'o assi*n special c&sto+er-defined para+eters that descrie the accr&al oFect in +ore

detail

ach accr&al oFect can have several accrual items. An accr&als ite+ descries ho% a related

accruals type &s&ally costs or reven&es is accr&ed &sin* a specific accounting principle.



Figure 218" Accrual Calculation

'he accr&al is calc&lated for each accr&al ite+, for each co+ination of accr&al type and

acco&ntin* principle specified. )n addition to the a+o&nt to e accr&ed and possily also a

/&antity to e accr&ed, the accr&al ite+ contains an accrual method.

A f&nction +od&le is defined for the accr&al +ethod, and this calc&lates the accr&als. $or the

<an&al Accr&als= area, several f&nction +od&les are delivered. >o%ever, yo& can also develop

yo&r o%n f&nction +od&les for the accr&als.

'he f&nction +od&les delivered that yo& can also &se for +an&al accr&als e*in %ith AC6:6Pand are listed on the slide.

Yo& can also define derived accr&als types. 'hese accr&als a+o&nts are calc&lated fro+ the

accr&al a+o&nts of other accr&al types and not directly. >o%ever, derived accr&al types are not partic&larly relevant for +an&al accr&als and are +ore i+portant for other application

co+ponents.

#osting Control and Account ,etermination



'he posting control is defined for each

• Co+pany code

• Acco&ntin* principle

• Accr&al type

Yo& define

>o% frequently accr&als are carried o&t for each postin* period, daily, +onthly, /&arterly, every

si +onths, ann&ally

'he level of summari8ation for postin*s efore the &pdate to $) Yo& can +a7e the follo%in*

settin*s

• 5o &++ari;ation( A separate line ite+ is created for each accr&als ite+.

• &++ari;ation at accr&al oFect level( A line ite+ is created for each accr&al oFect.

• ai+&+ &++ari;ation( 'he postin*s are s&++ari;ed to the level of different

additional acco&nt assi*n+ents.

'he purpose of account determination is to

• :eter+ine the document type

• :eter+ine the debit account here( tar*et acco&nt

• :eter+ine the credit account here( start acco&nt

$or each accr&al type, yo& define in C&sto+i;in* %hich postin*s are to e +ade a&to+atically

and, therefore, for %hich postin*s acco&nt deter+ination is re/&ired.

• 5one the accr&als are calc&lated in the Accr&al n*ine, &t not posted

• nly the openin* postin*

• nly periodic postin*s &sef&l, for ea+ple, for accr&als



• All openin* postin*, periodic accr&als, and - if the accr&al oFect is ter+inated

pre+at&rely - a closin* postin*

$or parallel acco&ntin*, the Accr&al n*ine s&pports

• arallel acco&nts

• arallel led*ers

$or parallel acco&nts, yo& +&st confi*&re the acco&nt deter+ination of the Accr&al n*ine

accordin*ly, that is, the acco&nts +&st e fo&nd dependin* on the acco&ntin* principle.

$or the parallel led*er sol&tion, yo& have to assi*n a special led*er for the acco&ntin* principle in

C&sto+i;in* for parallel acco&ntin*.

,eri/ation ules

Acco&nts are deter+ined &sin* derivation rules. 'hese r&les consist of

Conditions &nder %hich the derivation r&le is eec&ted optional

:eter+ination of fields &sed in the derivation r&le >ere yo& define

• "ource fields derivation r&le inp&t All fields filled fro+ the Accr&al n*ine.

• )arget fields derivation r&le o&tp&t All fields that +&st e filled for s&ccessf&l acco&nt

deter+ination, or &ser-defined para+eters that yo& can &se for se/&ential derivation r&les.

• 'he rule entries the+selves that derive the inp&t for the tar*et fields fro+ the content of

the so&rce fields.

Account ,etermination ules



'he derivation r&les are s&++ari;ed in a set of rules. :ependin* on ho% the derivation r&les are

defined, they are processed either in parallel or se/&entially.

• arallel derivation r&les are processed se/&entially and deter+ine independent res&lts.

• e/&ential derivation r&les +&st e created in the correct order, eca&se their res&lts are

c&+&lative.

•

'he order in %hich parallel derivation rules are created and processed is irrelevant, since theirres&lts are independent of one another. a+ples are(

• :erivation r&les for different accr&al oFects that can e differentiated y +eans of &ser-

defined para+eters. )n the conditions, the syste+ /&eries the content of the &ser-defined

para+eters for ea+ple, ara+eter Q <!ents=? and the derivation r&le is only eec&ted

if the condition is f&lfilled.

• :erivation r&les for different ele+ents of the acco&ntin* doc&+ent, that is, one r&le for

the doc&+ent type, other r&les for the acco&nts.

'he order in %hich sequential derivation rules are created and processed is i+portant. a+ples

are(

• :erivation r&les for acco&nt deter+inations %ith different levels of detail, that is, the first

derivation r&le provides a very asic acco&nt deter+ination, the second a +ore detailed

acco&nt deter+ination for certain transactions, and the third a very detailed acco&nt

deter+ination for other transactions.

• "se of etended acco&nt deter+ination. "sin* the etended acco&nt deter+ination yo&

can s&++ari;e co+inations of so&rce fields %ith a derivation r&le for characteristic

co+inations. )n a second derivation r&le, acco&nt sy+ols are deter+ined fro+

characteristic co+inations. )n a third derivation r&le, the acco&nts are derived fro+ the

acco&nt sy+ols.

Unit 18 TechnicalD rgani!ationalD and

,ocumentary StepsTechnical Steps



/er/ie(" -eneral .edger Closing perations

Balance Carryfor(ard

'he syste+ calc&lates the alance carried for%ard to the ne% fiscal year for each alance sheet

acco&nt.



'he alance of the # acco&nts is posted to the # carry-for%ard acco&nt. As of version

4.EC( Yo& can display the alances of individ&al # acco&nts that are carried for%ard to a

specific retained earnin*s acco&nt. 'his enales yo& to &nderstand ho% the total alance of the

retained earnin*s acco&nt is +ade &p.

# acco&nts only(

)f yo& have acco&nts %ith different c&rrencies, yo& can set the indicator <nly alances in #ocalC&rrency= in the +aster record of the # carry-for%ard acco&nt to translate and s&++ari;e all

the c&rrencies.

Yo& can even r&n this pro*ra+ in the old fiscal year, since the alance carried for%ard to the ne%

year is a&to+atically &pdated for each postin*. )f yo& intend to carry o&t the alance carryfor%ard

d&rin* the c&rrent fiscal year, A reco++ends r&nnin* the pro*ra+ as late as possile.

Yo& carry o&t the alance carryfor%ard for acco&nts receivale and payale &sin* report

A$010.

)f yo& &se additional led*ers s&ch as $)-#, and9or parallel c&rrencies, yo& have to r&n the

alance carryfor%ard &sin* pro*ra+ A$8H'!.

Yo& can &se the fiscal year variant to +a7e the follo%in* syste+ settin*s(

• e*innin* and end of yo&r fiscal year

• 5&+er of @nor+al@ postin* periods 01-1E

• 5&+er of special periods re+ainin* periods &p to 1E after selection of nor+al. periods

• ostin* period len*th

#osting #eriod Control

'he postin* periods tale is &sed to open and close postin* periods. Yo& can have as +any or asfe% postin* periods open as yo& %ant.

'he first col&+n ill&strated contains the posting period variant. 'his code is assi*ned to yo&r

co+pany codes to allo% yo& to open and close the postin* periods for several co+panies at thesa+e ti+e.

'he net col&+n contains the acco&nt type. Acco&nt types incl&de <J= for all acco&nts, <A= for

assets, <:= for c&sto+er acco&nts, <K= for vendor acco&nts, and <= for 89# acco&nts. 'his

allo%s yo& to control the open postin* periods y acco&nt type.

Acco&nts are open for the periods specified in the tale and closed for periods not specified.

'he line %ith acco&nt type <J= valid for all acco&nts deter+ines the +ai+&+ len*th of the

open periods for an acco&nt type.

)n another col&+n in the tale, yo& can assi*n an a&thori;ation *ro&p to the periods open in the

<eriod 1= interval. 'he a&thori;ation *ro&p has no effect on the open periods in the period 2

interval. Yo& can, therefore, define that postin*s in interval 1 can only e +ade y a specific &ser

*ro&p acco&ntin*, &t all &sers can post in interval 2.

Technical econciliation

'he report carries o&t an etended reconciliation in $inancial Acco&ntin*. As part of *eneral

led*er +onth-end closin*, the follo%in* consistency chec7s are perfor+ed(

1. :eit and credit transaction fi*&res for c&sto+er acco&nts, vendor acco&nts, and 89# acco&nts

tale 8#'0 %ith the deit and credit totals of the posted doc&+ents tale 8 previo&s

f&nction of the report A$00.



2. :eit and credit transaction fi*&res for c&sto+er acco&nts, vendor acco&nts, and 89# acco&nts

tale 8#'0 %ith the deit and credit totals of the application inde secondary inde tales

)9A:, )K9AK,

)9AK.

'he application indees are &sed in the syste+ for acco&nts %ith open ite+ +ana*e+ent or lineite+ display.

All the res&lts of the reconciliation are added to historical +ana*e+ent.

'his enales state+ents to e +ade ao&t the eec&tion and acc&racy of the reconciliation

activities on a ti+e asis.

rgani!ational Steps

'he financial state+ent adF&st+ent rea7s the receivales, payales, and taes do%n into the

additional acco&nt assi*n+ents <&siness area= and <rofit Center= %hich are stored in the 89#

acco&nt ite+s. )f an error occ&rs, yo& can carry o&t a reversal r&n.

'he reversal postin* is +ade if the adF&st+ent ite+ posted is cleared at the 7ey date of the ne%

r&n.

'he profit and loss state+ent adF&st+ent rea7s do%n cash disco&nt and echan*e rate

differences %hich accr&e %hen c&sto+er and vendor invoices are paid accordin* to the follo%in*

additional acco&nt assi*n+ents fro+ the cleared doc&+entTs 89# acco&nt assi*n+ent(

• &siness area

• artner &siness area Consolidation

• rofit center

• artner profit center

• o+e of the C oFects

• All of the fields yo& defined in the codin* loc7.



Alternatively, yo& can periodically *enerate an etract for acc&+&lated alance a&dit trail and

etract the alance list fro+ here. nce a year, the c&+&lative content of this alance a&dit trail

can then e optically archived or printed.

alance a&dit trail types are distin*&ished accordin* to the %ay the posting data is displayed(

Historical 2alance Audit )rail'ransactions are arran*ed accordin* to posting period and posting date.

'he historical balance audit trail is processed.

/pen +tem 2alance Audit )rail

pen ite+ t&rnover is o&tp&t for each reconciliation account.

)te+s are divided into open7cleared ite+s for each special 89# indicator.

'he open item balance audit trail is processed.

With the acc&+&lated alance a&dit trail, a data set is etracted or &pdated fro+ the operational

$) tales to create the acco&nt details. 'he data is %ritten to dataase tales.

Create 2alance

'he re/&ired doc&+ents and transaction fi*&res are read and %ritten to the dataase tales.istin* data is over%ritten.

elete 2alance

When the alance is deleted, the re/&ired data records are re+oved fro+ the alance. 'his can e

very ti+e-cons&+in*. Yo& sho&ld therefore consider the alternative of resettin* the alance

para+eter( reset ta&les after ta7in* the re/&ired lists.

/utput

pace re/&ire+ent for dataase tales. An entry of approi+ately 2D0 ytes in len*th is %ritten

per doc&+ent line.

>o%ever, this val&e depends on the dataase syste+.

Consolidation

;limination of IC #aya%les E ecei/a%les

'his activity incl&des the follo%in*(

• :o%n pay+ents +ade, do%n pay+ents received for p&rchase orders

• !eceivales fro+ affiliated co+panies, payales to affiliated Co+panies

• ills of echan*e receivale, ills of echan*e payale to affiliated co+panies

• repay+ents and accr&ed inco+e9accr&ed epenses and deferred inco+e

Consolidation of In/estments

'he a**re*ated financial state+ents incl&de the assets, liailities, adF&stin* entries, and entire

e/&ity capital of the parent co+pany and all its s&sidiaries.$or this reason, the a**re*ated alance sheet incl&des the co+panyTs interest in these s&sidiaries

as %ell as the assets of the s&sidiaries. $ro+ the *ro&pTs perspective, its interest in thes&sidaries and the assets that represent this are the sa+e thin*. 'he s&sidiaryTs assets and the

parent co+panyTs interest in these s&sidiaries are t%o sides of the sa+e coin.

As part of the consolidation of invest+ents, the parent co+panyTs interest has to e offset a*ainst

the s&sidiariesT e/&ity. Any differences et%een the interest and e/&ity first have to e chec7ed



for hidden reserves and *ood%ill. )n *eneral, the /&estion of %hether the differential can e

divided a+on* individ&al co+ple fied assets +&st e clarified.

Consolidated Balance Sheet

'he consolidation process res&lts in the consolidated alance sheet.

'he assets and liailities of all the affiliated internal tradin* partners are s&++ari;ed in the

consolidated alance sheet.All the service and activities echan*ed et%een the co+panies in the *ro&p are eli+inated.

TFIN52

UNIT 1 rgani!ational Structures

,epreciation Areas 0 #osting)alues to the -eneral .edger 'r&e or false?1. 'he chart of depreciation is defined at client level?

Answer: 'r&e

2. A co&ntry-specific sa+ple chart of acco&nts s&pplied y A cannot e adapted

to yo&r o%n .re/&ire+ents.?

Answer: $alse

3. Hario&s co+pany codes can e assi*ned to the chart of depreciation?

Answer: 'r&e

"nit 2 aster :ata



/n the one hand, yo& can post cost-acco&ntin* depreciation to acco&nt assi*n+ent oFects, on

the other hand, acco&nt assi*n+ent oFects can also e &sed for +a7in*

A$C postings, s&ch as direct capitali-atin as part of an invest+ent +eas&re %hen the )

co+ponent is also in &se or for statistical &d*et +onitorin* for asset p&rchases.

'he n&+er of acco&nt assi*n+ent oFects %as increased in the !93 nterprise sol&tion. 5o% yo&

can post cost-acco&ntin* depreciation to the follo%in* oFects, for ea+ple(

. Cost center as efore !elease 4.

. C internal orders as efore !elease 4.

. W ele+ent

. !eal estate oFect for ea+ple, &ildin*s or land

. Hario&s oFects fro+ the &lic ector ana*e+ent co+ponent, s&ch as f&nds centers,

f&nds, or *rants

'he reference provides infor+ation on %hich field contents can e copied into the ne% +aster

record %hen an asset is created &sin* a te+plate.

Asset and ;$uipment +aster ecords



A s&stit&tion r&le consists of t%o parts(1. Conditions that identify the records to e selected( Yo& can create conditions &sin* the $or+

ditor or in epert +ode. 'o &se epert +ode, yo& have to 7no% the technical field and tale

descriptions of the inp&t fields involved.

2. "ubstitutions (if the conditions are met* that identify the replace+ent val&es. 'hese can e

constant val&es, field-field assi*n+ents, or &ser eits.

$&rther infor+ation on the &se of s&stit&tion r&les for +ass chan*es to

ti+e-dependant asset +aster data can e fo&nd in "A$ 9ote 21 .

Asset Ac$uisition



Figure 48" Asset Ac$uisition : )arious ptions

Ac/&isition of an asset fro+ a &siness partner( 5.ternal acquisition:

. )n $)-AA %ith inte*ration %ith acco&nts payale, &s&ally if an inco+in* invoice is availale, &t

%itho&t reference to a p&rchase order.

. )n $)-AA %ith a&to+atic offsettin* entry, &t %itho&t a lin7 to a p&rchase order and %itho&t

inte*ration %ith Acco&nts ayale. 'his postin* is nor+ally &sed %hen the invoice has not yet

een received, or %hen the invoice %as posted y the Acco&nts ayale depart+ent eforehand

in a separate step. 'he offsettin* acco&nt also has to e cleared.

. 5ot sho%n on the slide( )n $)-AA %ith offset clearin*( 'he first postin* is &s&ally +ade in $)-

A. 'he asset postin* then also clears the clearin* acco&nt.

)t is also possile, ho%ever, for oth depart+ents to +a7e postin*s in the opposite order( An asset

is entered %ith a&to+atic offsettin* entry, and the clearin* acco&nt is cleared %ith the credit

creation of the inco+in* invoice.

. )n aterials ana*e+ent ( 'he postin*9activation of the assets ta7es place in #o*istics.

Ac2uisitin )r( in,huse prductin is the capitali;ation of *oods or services that are partially or

co+pletely prod&ced in yo&r o%n enterprise. 'he costs for these in-ho&se prod&ced *oods or

services have to e capitali;ed to assets. 8enerally, yo& capitali;e prod&ction costs y creatin* an

invest+ent +eas&re QO order9proFect in )nvest+ent ana*e+ent ) and settlin* to an asset

&nder constr&ction and then to the final asset.A final, ho%ever less co++on ac/&isition alternative( ettle+ent of a C order that has already

een char*ed the inco+in* invoice directly to a fied asset. 'he process is carried o&t y

controllin* processes.



Figure 4" Asset ;9plorer

-ross or Net ,ocument Type

When creatin* a doc&+ent in the A syste+, yo& can either &se the doc&+ent type s&**ested y

the syste+ see transaction code ".56 3 Cust(i-ing7 !inancial

Accunting #Ne$% → !inancial Accunting Gl&al Settings #Ne$% → 'cu(ent →

'e)ault *alues → 'e)ine 'e)ault *alues or yo& can enter yo&r o%n doc&+ent type.'he doc&+ent type %hich is defined across all clients is a t%o-character, alphan&+eric entry.

)n the definition of the doc&+ent type, yo& specify, a+on*st other thin*s, the acco&nt typesallo%ed %hen +a7in* entries %ith a partic&lar doc&+ent type. Yo& also define %hether an $)

doc&+ent that %as created %ith the correspondin* doc&+ent type is posted .8ross. or .5et..

Hint: )n this case, the <8ross= or <5et= descriptions do not refer to ta

entries, &t instead to the option that the syste+ also a&to+atically calc&lates the cash disco&nt

a+o&nt and ded&cts it fro+ the capitali;ation a+o&nt of the asset (EF net document type* or

alternatively capitali;es the asset %itho&t the cash disco&nt a+o&nt (EF gross document type*.



Figure 84" Transaction Types

)ransaction types +&st e &sed %ith every postin*. 'ransaction types identify ac2uisitins7

retire(ents, and trans)ers, a+on*st other thin*s.

Figure 88" Asset Ac$uisition (ith Clearing Account 0 Ac$uisition (ith Automaticffsetting ;ntry



Figure 85" Asset Ac$uisition (ith ++ Integration

'he first process steps co&ld proceed as follo%s:

. Create$urchase equisition QO !e/ optional

. Create Asset aster !ecord if re/&ired

. Create$urchase /rder fro+ !e/ %ith assi*n+ent cate*ory A QO A Q asset. )n the

p&rchase order, yo& can specify an asset +aster record n&+er in the +te( 'etail screen area. An

even *reater de*ree of inte*ration can e achieved if yo& create the asset +aster record in the

p&rchase order transaction.

. Goods receipt When yo& enter the p&rchase order, yo& deter+ine %hether the asset is posteddirectly to Asset Acco&ntin* %hen the *oods receipt is posted QO val&ated *oods receipt, andtherey capitali;ed, or %hether capitali;ation does not ta7e place &ntil the invoice QO invoice

receipt is posted non-val&ated *oods receipt. 'he first option %o&ld e &sed %hen the *oods

receipt ta7es place efore the invoice receipt, for ea+ple. When the invoice is received later,

there +ay e differences et%een the invoice a+o&nt and the a+o&nt posted at the ti+e of the

*oods receipt. )n this case, adF&st+ent postin*s are +ade to the asset. 5o corrections are

necessary for a non-val&ated *ood receipt, since the asset %as not yet capitali;ed. >o%ever, the

syste+ &ses the date of the *oods receipt as the capitali;ation date.

. +nvoice receipt )f the *oods receipt is non-val&ated, the asset is then capitali;ed. #ine ite+s are

created, and the val&e fields are &pdated.

Asset etirement



Figure 83" Asset retirement" T Accounts +odel

'he aove ea+ple sho%s complete retirement with revenue. 'he syste+ a&to+atically

calc&lates the *ain9loss in the ea+ple, loss of X1,300. )n addition, the syste+ deter+ines the

asset alance sheet val&e and the proportional val&e adF&st+ents QO acc&+&lated depreciation.'here are different %ays of postin* retire+ents(

. !etire+ent %ith reven&e and c&sto+er QO inte*rated asset retire+ent

. !etire+ent %ith reven&e, &t %itho&t c&sto+er QO not inte*rated

. !etire+ent %itho&t reven&e QO Asset retire+ent y scrappin*

. 'he first three points can each e entered either as co+plete or as partial

retire+ent. ass asset retire+ent %ith %or7list

. !etire+ent of several assets %ithin the +an&ally posted retire+ent transaction.

Intracompany and Intercompany Asset Transfer

Asset Acco&ntin* distin*&ishes et%een different types of transfers, dependin* on circ&+stances(

. transactions %ithin one co+pany code QO +ntracompany )ransfer or

. transactions et%een different co+pany codes QO +ntercompany )ransfer.

$ossible reasons for intracompany code transfers:

. A +aster record %as created and posted to in the %ron* class in the previo&s year.

. Yo& %o&ld li7e to split &p an asset or +ove part of an asset. art of the asset +&st th&s e

transferred to a ne% asset.

. Yo& %o&ld li7e settle an asset &nder constr&ction and transfer it to a finished asset.



Figure 52" transfer methods

Figure 54" Standard Settings for the Transfer )ariants

Hint: 'hese standard settin*s and a lot of other infor+ation ao&t Asset

Trans)er can e fo&nd in "A$ 9ote &2.

'he standard A ass&+ption is that transfers of relationship type 02 QO t%o co+pany codes &t

one co+pany n&+er are al%ays transfers %ithin one le*al &nit QO the co+pany %ithin a

corporate *ro&p, and are therefore always represented as intracompany transfers QO %ith

intraco+pany transfer transaction types and the *ross +ethod. 'he individ&al co+pany code is

not an independent le*al entity, and



does not create alance sheets for eternal p&rposes.

Assets under Construction AuC

Figure 5" Assets under construction = settlement on a line:item %asis

roceed as follo%s to settle the asset &nder constr&ction on a line-ite+ asis to one or +ore

co+pleted assets(

. $irst, assi*n a settlement profile QO standard syste+( settle+ent profile A+

to yo&r co+pany code in C&sto+i;in* for Asset Acco&ntin* Transactins

→ Capitali-atin ) Assets under Cnstructin → 'e)ine3Assign Settle(ent

Pr)iles.

. elect all line ite+s that yo& %ant to settle in the sa+e proportion to the sa+e receiver.

. :efine distri&tion r&les for these line ite+s.

. ost the settle+ent of line ite+s to the specified receivers &sin* the distri&tion r&le. 5ote that this postin* proced&re settles all line ite+s to %hich a distri&tion r&le is assi*ned.

)f yo& %ant to settle &sin* a+o&nts QO possile since release 4.0, then yo& have to select and

distri&te one line ite+ after the other.

When yo& settle, yo& do not have to settle all line ite+s at once, and yo& do not have to distri&te

100M of each line ite+.

Unit 8 #eriodic #rocessing and )aluation

,epreciation AreasD ,epreciation @eysD,epreciation Calculation and #osting



,epreciation Types ,etermine for each ,epreciationArea'he syste+ s&pports the follo%in* depreciation types(

. rdinary depreciation

. special depreciation

. "nplanned depreciation

/rdinary depreciation: 'his is the planned red&ction in asset val&e d&e to nor+al %ear and tear.

"pecial depreciation: 'his represents a p&rely ta-ased type of depreciation for %ear and tear.

'his for+ of depreciation &s&ally allo%s for depreciatin* a percenta*e of the asset val&e, and this

percenta*e +ay e sta**ered %ithin a ta concession period, %itho&t ta7in* the act&al %ear and

tear on the asset into consideration.

nplanned depreciation: 'his is concerned %ith &n&s&al circ&+stances, s&ch as da+a*e to the

asset, that lead to a per+anent red&ction in its val&e.

nit4of4production depreciation: 'his allo%s yo& to ta7e fl&ct&ations in activity

into acco&nt for the depreciation calc&lation. )t +a7es the a+o&nt of depreciation dependent &pon

seasonal &sa*e of the asset ea+ple( :riven 7ilo+eters of a tr&c7 or prod&ced &nits of a

+achine.



Figure 1" ,epreciation @ey : Calculation +ethods

pecifications and para+eters that the syste+ re/&ires to calc&late depreciation a+o&nts are

entered in calculation methods.

As of !elease 4.E, the calc&lation +ethods replace the internal calculatin key of a depreciation

7ey.

)ndivid&al calc&lation +ethods are(

. 'he ase +ethod

. 'he declinin*-alance +ethod

. 'he +ai+&+ a+o&nt +ethod

. 'he +&ltilevel +ethod

. 'heperiod control +ethod



Figure 8" ,epreciation calculation on the %asis of period inter/als

'he ne% lo*ic ea+ines ho% lon* the sa+e reference val&e for ea+ple, p&rchase val&e or net

oo7 val&e of an asset can e ass&+ed to e valid %ithin a fiscal year. )f there is no transaction

on the asset, the depreciation calc&lation has the sa+e reference val&e for one year and the

calc&lation &ses eactly one period interval QO period 1 to period 12. )f there are transactions,

the reference val&e chan*es each ti+e and the syste+ &ses additional period intervals dependin*on the period control.



Figure " Time:,ependency of ,epreciation Terms 2

'he ea+ple ill&strates that thanks to the use of time4dependent depreciation terms the

depreciation can be calculated in more detail than in the past.

Figure 31" Specify0Acti/ate Account Assignment Types

$rogram ,APO#2, &nli7e its predecessor QO RA.5C899, already carries o&t all

essential checks d&rin* the test r&n, and records any errors(

. )ncorrect acco&nt assi*n+ent oFects for ea+ple, a cost center that is loc7ed in C



. Acco&nt assi*n+ent types +issin* in C&sto+i;in* for Asset Acco&ntin*. Yo& receive the error

+essa*e Accunt xxxx re2uires an assign(ent t a C" &:ect

. Acco&nts for depreciation postin* +issin*

. ostin* period %as entered incorrectly related to the .postin* interval. ntered in C&sto+i;in*

on the initial screen of RAP"ST;999. ettin*s +issin* for the depreciation postin* cycle in the depreciation area

Fiscal *ear Change and *ear:;nd Closing in AssetAccounting'he fiscal year chan*e pro*ra+ opens ne% ann&al val&e fields for each asset.

. 'he earliest yo& can start this pro*ra+ in the prod&ction syste+ is in the last postin* period of

the c&rrent year.

. Yo& have to r&n the fiscal year chan*e pro*ra+ for yo&r %hole co+pany code.

. Yo& can only process a fiscal year chan*e to a s&se/&ent year if the previo&s year has already een closed for &siness.

Unit 5 Information System"p to release 4.D, the Asset Acco&ntin* standard reports and reports fro+ other co+ponents

%ere contained in a report tree, %hich %as stored in C&sto+i;in* for Asset Acco&ntin*.

'he report trees %ere then replaced y area +en&s. 'he area +en& for reportin* is called !+AA

+n)r(atin Syste( Asset Accunting .

'his, in t&rn, is e+edded in the Asset Acco&ntin* area +en& QO ASMN .

'he area +en&s can e displayed and chan*ed in area +en& +aintenance transaction

SE<=.

Figure 33" SA# .ist )ie(er

)+portant #ist Hie%er f&nctions(



. :eletin* and insertin* col&+ns

. Arran*in* the val&es in col&+ns in ascendin* or descendin* order

. Calc&latin* totals or s&totals across one or +ore col&+ns %ithin a list

. "sin* layo&ts to save an individ&al report str&ct&re so that yo& can &se it a*ain later

. et filter( Yo& can choose to have only those lines displayed that +eet certain criteria.

. Yo& can add any n&+er of asset inp&t fields to A#H reports in $)-AA &sin*

.$)AA6A#H'A6P str&ct&res..

)alue Simulation

Figure 36" Simulation (ith the Asset ;9plorer

Asset istory Sheet

As a mandatory part of the year-end closin*, yo& have to present yo&r assets in an asset history

sheet. y defa&lt, A s&pplies pro*ra+ RAG+TT>A/*96 for that p&rpose. 'he Asset Accunting

depart+ent %ants to 7no% ho% this pro*ra+ %or7s.



Figure 2" Structure of an Asset istory Sheet

Unit Standard eports in -eneral .edger AccountingD Accounts ecei/a%leAccountingD and Accounts #aya%leAccounting

Information Systems



Figure 4" here Are the eports'

Figure 8" eport Names

eport )ariants and )aria%les



Figure 67" eport )ariants" Selection )aria%les

C&rrently, the follo%in* two types of selection variables are s&pported &t not for each

selection criterion(

. 'ale variales fro+ 'HA!H

. :yna+ic date calc&lation

)able variables from )&A&( Yo& &se these variales %hen yo& store statistical infor+ation

that can e &sed in different reports. 'his +eans that %hen yo& save the attributes for the

variant, yo& can +aintain para+eters in tale 'HA!H that contain yo&r selection options, sin*le

val&es, and9or intervals y choosin* Maintain envirn(ent → Selectin varia&les. nce yo& have

+aintained these selection variales in tale 'HA!H, yo& can &se the+ in any other report

variants and reports.

Figure 62" ,ynamic ,ate Calculation



nce yo& have selected +&ltiple ite+s, yo& can carry o&t a mass change in the correspondin*

doc&+ents. 'o see the chan*es in the line ite+ list, choose Re)resh /ist . )f chan*es fail, yo& can

see the reasons in the Change errors log &sin* the correspondin* p&sh&tton.

Figure 63" Classic .ist and -rid Control in the .ine Item .ist

When yo& display the list, yo& can choose et%een the AL& classic list and the AL& grid

control *rid desi*n.

With so+e lists, yo& cannot s%itch et%een the t%o layo&tsB this is a special feat&re of the line

ite+ list.

'he A#H classic list is the list that is displayed %hen no specific settin*s have een +ade.'he A#H classic list is essentially the print screen and offers a etter overview of the sorted list

%hen the ite+s for +&ltiple acco&nts are displayed.

'he *rid control desi*n has proportionate tet and is partic&larly &sef&l %hen yo& display

individual accounts online for )nternet services offered y A pro*ra+s.

ince A !93 4.EC, &sers have een ale to select the *rid desi*n y choosin* Settings →

S$itch /ist . 'his list desi*n is entered in the &ser para+eters para+eter !+)AL&C %hen yo&

s%itch the list.



Selections



Changing the Screen .ayout

Figure 176" User:Specific .ayout

Yo& can create a user4specific layout, %hich only yo& can &se.

)f yo& only %ant to %or7 %ith yo&r &ser-specific layo&t, call &p the relevant line ite+ list %ith

yo&r ne%, &ser-specific layo&t. )n the editin* options of the &ser para+eters, the defa&lt selectionscreen is &pdated %ith yo&r ne%, &ser-specific layo&t. )f yo& also %ant to e ale to call &p the

line ite+ list &sin* another layo&t in yo&r selection as %ell as yo&r &ser-specific layo&t, deselect

the Save last layut )r de)ault field.



'he follo%in* order applies( "ser-specific initial screen set as defa&lt has priorityover *eneral

initial variant set as defa&lt.

Unit ,rilldo(n eporting in Financial

Accounting

Figure 111" Using the eport #ainter



Figure 112" Form Types" ,rilldo(n eporting in FI

'he follo%in* report types can e &sed for 89# acco&nt eval&ations(

1. !eports for financial state+ent analysis( 'hese reports are ased on the financial state+ent

versions defined in $inancial Acco&ntin*. Yo& can carry o&t any n&+er of variance analyses

ased on act&al and plan data ann&al, half-year, /&arterly, and +onthly.

2. Key fi*&re reports( $or 7ey fi*&re reports, the syste+ ta7es into acco&nt only the financialstate+ent ite+s in the financial state+ent version that yo& need for the calc&lation of specific 7ey

fi*&res. 'his is not the case for financial state+ent analysis reports. $inancial state+ent version

7ey fi*&res co&ld e for ea+ple, e/&ity ratio stoc7holdersT e/&ity( total e/&ity, det-e/&ityratio eternal capital( stoc7holdersT e/&ity, and capitali;ation ratio fied assets( total assets.

Yo& can create 7ey fi*&res fro+ report ro%s and9or col&+ns &sin* an inte*rated for+&la

interpreter.

3. alance display(

Yo& can &se the follo%in* report types for c&sto+er or vendor drilldo%n reports(

a alance display

#ine ite+ analysis



Figure 114" Architecture of ,rilldo(n eporting

As sho%n aove, a report definition can contain characteristics, 7ey fi*&res, and for+s. A reportis a n&+er of interactive, controllale report lists and *raphics that are displayed on the screen.

Figure 118" Characteristics and Characteristic )alues

Characteristics specify the classification options for the dataset. a+ples of characteristics are

company code, business area, and plan7actual indicator. 'he ti+e reference fiscal year,

period is also a characteristic.

Characteristic values are concrete for+s of a characteristic. ossile val&es for the characteristic

company code co&ld e 0001, 0002, 1000, or all the co+pany codes defined in the syste+.



A co+ination of characteristics and characteristic values is *enerally called an ob;ect in

drilldo%n reportin*.

Figure 115" @ey Figures

)n the applications, there are vario&s key figures that can e relevant to eval&ations.

Key fi*&res are not F&st values and quantities, &t also calculations involvin* these val&es and

/&antities %ith &ser-defined for+&las.

'he follo%in* are ea+ples of 7ey fi*&res(

. &alue( alance sheet val&e, deit total, sales9p&rchases

. Buantity( 5&+er of e+ployees, sales /&antity

. Calculation( ales per e+ployee, plan9act&al variance



Figure 11" ,rilldo(n .ist0,etail .ist

'here are t%o types of list for displayin* infor+ation( 'he detail list and the drilldown list.

)n a drilldown list, several oFects for ea+ple, assets &nder constr&ction, vehicles, che+icals

are for+atted &sin* a selection of 7ey fi*&res. "s&ally, the 7ey fi*&res are in the col&+ns of the

list for ea+ple, alance sheet val&e, total deit postin*s, total credit postin*s. 'he ro%s contain

the characteristic val&es of all the characteristics that are drilled do%n.

)n a detail list, an individ&al oFect for ea+ple, &siness area is for+atted for all 7ey fi*&res

accordin* to the for+. "s&ally, the 7ey fi*&res are in the ro%s of the detail list for ea+ple,

alance sheet val&e, total deit postin*s, total credit postin*s.

Form Types



Figure 113" ,ifferent Types of Forms

'he follo%in* for+ types eist(

"ingle4a.is form without key figure

. )f yo& are &sin* a sin*le-ais for+ %itho&t 7ey fi*&res, yo& define either the for+ ro%s or

col&+ns %ith characteristics. When yo& access the initial screen, the syste+ displays an e+pty

list %ith col&+ns.

"ingle4a.is form with key figure

. )f yo& are &sin* a sin*le-ais for+ %ith 7ey fi*&res, yo& define either the for+ ro%s or col&+ns


e+pty list %ith ro%s.

ual4a.is form with key figure

. )f yo& are &sin* a d&al-ais for+ %ith 7ey fi*&res, yo& define the for+ ro%s and the col&+ns%ith 7ey fi*&res and characteristics. When yo& access the initial screen, the syste+ displays an

e+pty list containin* ro%s and col&+ns. Yo& are free to define %hether the ro%s contain 7ey

fi*&res and the col&+ns contain characteristics, or vice versa. )t depends on %hat yo& %ant to

report.



Figure 127" T(o A9es +atri9

)n a for+ %ith t%o aes +atri, oth the ro%s and col&+ns are defined &sin* 7ey fi*&res or

characteristics. 'he 7ey fi*&res have to e in either the ro%s or the col&+ns of the for+, &t yo&

can enter the characteristics in the ro%s and the col&+ns.When yo& define the report, yo& then choose only the drilldo%n characteristics for ea+ple,

&siness area, co+pany code, acco&nt n&+er, and so on.

Na/igation in eports



Figure 121" Na/igation in Classic ,rilldo(n eports

Figure 122" Na/igation in Classic ,rilldo(n eports 2



Figure 124" Na/igation in Classic ,rilldo(n eports 4

Special -eneral .edger Classespecial 89# transactions can e divided ro&*hly into three classes(

. :o%n pay+ents

. ills of echan*e

. ther transactions

Figure 148" Special -eneral .edger Classes



'he n&+ero&s p&rposes of special 89# transactions can e divided into three classes(

. )ransactions in connection with down payments: 'he A syste+ provides special

preconfi*&red pro*ra+s and entry screens for the ad+inistration of re/&ested, received, and &sed

do%n pay+ents. 'hey can e &sed for acco&nts receivale or acco&nts payale and can e called

&p fro+ the respective standard +en&s. $&rther+ore, the processin* of do%n pay+ents isinte*rated in the d&nnin* and pay+ent pro*ra+s.

. )ransactions in connection with bills of e.change: ills of echan*e are &sed to deal %ithco&ntry-specific partic&larities. 'he A syste+ contains

special preconfi*&red pro*ra+s and entry screens that &tili;e the f&nctions of special 89#

transactions to +eet these re/&ire+ents. ptions for processin* ills of echan*e are availale in

the standard +en&s for acco&nts receivale and acco&nts payale.

. /ther transactions: 'he f&nctions of the special 89# transactions are &sed for +any different

7inds of &siness transactions. 'hese transactions are controlled &sin* the .ther. option in the

doc&+ent entry +en& in acco&nts receivale and acco&nts payale. 'he special *eneral led*er

indicator +a7es it possile to pass on doc&+ents for individ&al ite+s to a reconciliation acco&nt.

'he indicator re*&lates the type of processin* that is tri**ered for the &siness transaction.

Figure 145" Special -eneral .edger Types

'here are three %ays special *eneral led*er types of transferrin* special *eneral led*er entries to

the syste+. 'he confi*&ration of the special 89# indicator deter+ines %hether the postin* is a

free 89# acco&nt postin*, a noted ite+, or a postin* %ith an a&to+atic offsettin* entry.

I0 Automatic offsetting entries (statistical* are transactions that are al%ays posted on the sa+eoffsettin* acco&nt. 'hey are &s&ally incl&ded in the notes to financial state+ents. a+ple(

ostin* of a *&arantee of pay+ent.

?0 9oted items are individ&al acco&nt assi*n+ents that are only &sed to re+ind the respective

depart+ent of d&e pay+ents or pay+ents to e +ade and are not intended to e displayed in the

*eneral led*er.

a+ple( :o%n pay+ent re/&est.

D0 !ree offsetting entries are part of the financial state+ents. 'hey are postin*s %ith freely

definale offsettin* entries.



,o(n #ayments in the Customer Area'he proced&re for c&sto+er do%n pay+ents is as follo%s(

1. 'he do%n pay+ent re/&est is posted.

2. 'he do%n pay+ent +ade is entered.

3. 'he vendor invoice is created.

4. 'he do%n pay+ent is cleared.

D. 'he pay+ent is cleared d&rin* the pay+ent of the alance.

Another ;9ample of Special -0. Transactions" Indi/idual)alue Ad&ustment:isp&ted or do&tf&l receivales are entered as individ&al val&e adF&st+ents %hen preparin* the

alance state+ents for year-end closin*. 'he special *eneral led*er proced&re is s&itale here,

since the transaction is entered in the c&sto+er acco&nt as %ell as posted to the special 89#

acco&nt, +ndividual &alue Ad;ustments for eceivables.

-uarantees of #ayment : Customer -uarantees of #ayment +ade'he s&Fect of *&arantees of pay+ent %as already introd&ced riefly d&rin* the presentation ofthe special *eneral led*er type for statistical offsettin* entries a&to+atic.

Bills of ;9change : ptional2ills of e.change are a type of short4term financing0 )f an invoice is paid %ith a

ill of echan*e, the pay+ent period is etended for yo&r c&sto+ers for ea+ple, to three

+onths. )f yo& %ish, yo& can pass on the ill of echan*e to a third party to refinance it. )t can

e disco&nted at a an7 prior to the d&e date, %hich +eans the an7 char*es interest.

2ills of e.change are treated like special G7L transactions in the "A$ system0

'hese transactions are therefore a&to+atically recorded in the s&led*er, separately fro+ other

transactions, and posted to a special 89# acco&nt. As a res&lt, yo& can otain an overvie% of the

activities concernin* ills of echan*e at any ti+e. Yo& can post receivale and payale ills of

echan*e and inco+in* and o&t*oin* chec7s and ills of echan*e.

,o(n #ayment e$uestDecei/ed ,o(n #aymentD Customer In/oiceand ClearingA down payment request is a .re+inder. a statistical noted ite+ %hich is s&pposed to re+ind

yo& to +a7e a do%n pay+ent. 5o transaction fi*&res are &pdated for do%n pay+ent re/&ests.

:o%n pay+ent re/&ests can e paid and d&nned a&to+atically. All infor+ation re/&ired y the

pay+ent or d&nnin* pro*ra+ is availale.

A down payment +ade y the c&sto+er prior to the perfor+ance of the respective service is a

payale and +ay therefore not chan*e the receivales of the reconciliation acco&nt. 'he special89# acco&nt alternative reconcilation acco&nt for do%n pay+ents +ade is displayed on the

financial state+ents in the payales area.

'he do%n pay+ent is no lon*er a do%n pay+ent once an invoice has een *enerated.

'he a+o&nt +&st e posted to the acco&nt as pay+ent.

Configuration of Special -0. Transactions



Basic Settings for Special -0. Transactions" #osting@eyspecial 89# transactions are posted fro+ the application side &sin* special postin* 7eys andspecial 89# indicators. 'he postin* 7eys re/&ire a special confi*&ration for this.

'he special 89# transactions in the standard syste+ are assi*ned the postin* 7eys 0U, 1U, 2U, and3U.

Unit 17 #ar?ing ,ocuments

,ocument #ar?ing andor?flo(

olding ,ocuments'he Hold ocument f&nction lets yo& save data that has een entered te+porarily, to contin&e

entry at a later ti+e. :oc&+ents held y the syste+ do not have to e co+plete. 5o acco&nt

alances are &pdated and the data of the doc&+ent is not availale for eval&ation. 5o doc&+ent

n&+er is assi*ned.'he person +a7in* the entries is as7ed to na+e the doc&+ent after selectin* the >old :oc&+ent

f&nction. 'he doc&+ent can e fo&nd &nder this na+e at a later ti+e.



What happens %hen a par7ed doc&+ent is t&rned into a .proper. doc&+ent?

. 'he &s&al doc&+ent postin* chec7s are perfor+ed

. A nor+al, co+plete $inancial Acco&ntin* doc&+ent is created

. 'he history s&ch as chan*es to par7ed doc&+ents is doc&+ented

. 'he doc&+ent n&+er re+ains the sa+e

. 'he transaction fi*&res are &pdated

. 'he par7ed doc&+ent is deleted after a nor+al $) doc&+ent is created



$ost document or $ark document or par7ed

posted doc&+ent doc&+ent

"pdate transaction figures Yes 5o

:oc&+ent deletion possile 5o alternative( Yesreversal

Changes to posted9par7ed

doc&+ents possile(

A+o&nts, acco&nt n&+ers, 5o Yes

acco&nt assi*n+ent oFects,

date

specifications

)n accordance %ith the

doc&+entYes 5ot relevant

chan*e r&les, ta7in* 8AA into

acco&nt

or?flo( at a -lance

)n A &siness Wor7flo%, the fo&r process di+ensions

. r*ani;ational str&ct&re Who?

. rocess str&ct&re When? )n %hat order? "nder %hat circ&+stances?

. $&nction What?

. )nfor+ation With %hich data?

are co+ined to allo% &siness processes to e carried o&t as efficiently as possile.

or?flo( and Financial Accounting



=orkflow variants can e created for doc&+ent par7in* in C&sto+i;in* of $).

Whether the document release is s&pposed to e active is specified here to*ether %ith the

+ini+&+ a+o&nt for %hich this is necessary.

'he co+pany codes can e assi*ned %or7flo% variants. 5o doc&+ents are released if any

co+pany code is not assi*ned a %or7flo% variant <ayale= 'his can e controlled y +eans ofthe elease Group field in the +aster record of acco&nts receivale and acco&nts payale.

'he release *ro&p is re/&ired to deter+ine the release approval path at the ti+e of processin*.'he release approval path is deter+ined y the %or7flo% variant in connection %ith the doc&+ent

type and release *ro&p.

'he s&%or7flo% that is initiated y releasin* the a+o&nt and %ho is to release are deter+ined y

the release approval path and the partic&lar a+o&nt. )f no release *ro&p is defined, the initial

release *ro&p is then &sed for access.

Test *our @no(ledge1. A doc&+ent n&+er is assi*ned ased on the doc&+ent type %ith the <>old

:oc&+ent=f&nction. 'eter(ine $hether this state(ent is true r )alse4

□ 'r&e

□ $alse

2. Which state+ents are correct?Chse the crrect ans$er#s%4

□ A A co+pany code can e assi*ned several %or7flo% variants.

□ A tas7 can e assi*ned only one possile processor.

□ C )t is possile to desi*n +&ltilevel %or7flo% se/&ences.

□ : 'he sa+e %or7flo% variant can e assi*ned to several co+pany codes.

1. A doc&+ent n&+er is assi*ned ased on the doc&+ent type %ith the <>old :oc&+ent=

f&nction.

Answer: $alseA n&+er is assi*ned ased on the doc&+ent type %ith the <ar7 :oc&+ent= f&nction. With

<>old :oc&+ent=, the &ser assi*ns a desi*nation.

2. Which state+ents are correct?

Answer: C, :ne %or7flo% variant can e &sed for several co+pany codes. )t is possile to create +&ltilevel

%or7flo% se/&ences. )ndivid&al tas7s can &s&ally e assi*ned several possile processors.

Unit 11 )alidations0Su%stitutions

Comparison of )alidation0Su%stitution



&stit&tion per+its the c&sto+er-specific enhance+ent s&stit&tion of certain field

contents.

&stit&tion consists of several steps &p to UUU are possile, each %ith t%o parts(. rere/&isite

. !eplace+ent)f the prere/&isite is satisfied '!", s&stit&tion is perfor+ed.Su%stitution +ethods

'he field +&st e released for s&stit&tion.

$or each of the fields yo& selected, a dialo* o appears in %hich yo& can define the s&stit&tion

+ethod. Yo& can choose et%een(

. Cnstant value

. Exit

. !ield,)ield assign(ent

Yo& can then later enter either a constant val&e, the na+e of an eit to e carried o&t at r&nti+e orthe na+e of a field, the content of %hich is to e &sed for the s&stit&tion.

Figure 166" ,efining a )alidation ule for Account Assignment Com%inations



Figure 277" )alidation Types

Basics and Classification of ,ata Archi/ing

Figure 278" hy archi/e data'

'he act&al data archivin* process has three steps(

1. 8eneratin* the archive files( )n the first step, the %rite pro*ra+ *enerates one or +ore

archive files. 'hen the data to e archived is read fro+ the dataase and %ritten to the archive

files.

2. torin* the archive files( After the %rite pro*ra+ has finished *eneratin* the archive files,

they can e stored.



3. :eletin* data( 'he deletion pro*ra+ first reads the data in the archive file and then deletes the

correspondin* records fro+ the dataase.

Archiving Logic

thin*s chec7ed d&rin* the archivin* proced&refor transaction figures for master data for documents

:o the fiscal years to2anks:

>as the doc&+ent

e archived contain >as a deletion type r&nti+e een

any periods that are indicator een set? +aintained?

still open for postin*? )s the an7 no lon*er >as the acco&nt

ein* &sed? r&nti+e een

G7L accounts: +aintained?

>as a deletion indicator een set? Are there still

transaction fi*&res

Are the ite+s

cleared in the case

of open ite+-+ana*ed acco&nts?

for ea+ple, have theyalready een archived?

Are there still

doc&+ents?

Customers7vendors

>as a deletion

indicator een set?

Are there still

transaction fi*&res

for ea+ple, have they

already een archived?

Are there still

doc&+ents?

'he document header +&st f&lfill the follo%in* criteria efore it can e archived(

. 'he doc&+ent type r&nti+e +&st have een eceeded.

. 'he doc&+ent +&st have een in the syste+ for lon*er than the +ini+&+ n&+er of days

+ini+&+ d&ration.. :oc&+ents %ith a %ithholdin* ta re+ain in the syste+ for at least 4DD days.

. !ec&rrin*, par7ed, or sa+ple doc&+ents are not ta7en into acco&nt.

'he document position +&st f&lfill the follo%in* criteria efore it can e archived(

. 'he doc&+ent +&st no lon*er contain open ite+s. 'he syste+ ta7es into acco&nt only cleared

ite+s or those %itho&t open ite+ +ana*e+ent.

. 'he acco&nt type r&nti+e +&st have een eceeded.

$or the r&nti+es, a key date is &sed as a reference dateB this can e specified for every pro*ra+

r&n. )f no eplicit 7ey data is provided, it is set to the c&rrent eec&tion date.

78432654 fi cert study sheet

Documents