instructor guide 52

R/3 System

Release:mySAP ERP 2004 / (ECC5.0)

Author:Jörg Hartmann

07 / 2005

AC210The New General Ledger

Instructor Guide

Course Details

Duration

This course will take three days ending around 15.00 (3 pm) on the last day. You may want to set this expectation for your course participants.

Proposal for course schedule:

Day one: Chapter 1 – chapter 4, incl. page 4-11 (=> Post-capitalization of cash discount for Asset II)

o The participants will do the exercises 2-1, 3-1 and 4-1

Day two: Chapter 4, page 4-12 (=> Realtime integration CO -> FI) – chapter 6, incl. page 6-8 (=> General Ledger views in FI document)

o The participants will do the exercises 4-2, 5-1 and 6-1

Day three: Chapter 6, page 6-9 (=> Specific Example 1) – chapter 8

o The participants will do the exercises 6-2 and 7-1

Course Materials and other Materials

AC210 – Participants Guide

SAP AG AC210 – The New General Ledger

Country-Specific Units

There are no Country-Specific Units in this course

Course Instructor Profiles

Level of Knowledge Required:

The instructor should have a thorough understanding of:

- The classic GL / FI in former releases – in topics as:

o Posting documents

o Period-End activities

o Reporting

o Parallel valuation / parallel accounting

- The FI subledgers as:

o Accounts Payable (FI-AP)

o Accounts Receivable (FI-AR)

o Fixed Assets (FI-AA) – the knowledge of standard course AC305 (=> Asset Accounting) would be a benefit

The instructor should also be familiar with:

- The FI integration with CO

- Profit Center Accounting (EC-PCA)

- And a little bit Material Management

Further Information

Data Required:

It is strongly encouraged that the instructor reviews the exercises (and solutions) prior to teaching the class.

The exercises do have a lot of hints and remarks to understand the exercise itself and the (economic) framework they are dealing in.

Many details shown on the slides are once more explained in the exercises!The slides itself (and the texts beneath) will give you most of the needed information for demo purposes, e.g. transaction codes or menu paths.

Attention: Please read that guide up to the end before you try to test the exercises! You will get further information e.g. about the needed CATT, the test system, users, the organizational structures (company codes etc.) which should be used and the workings, which has to be done manually anyway before the beginning of the course.


Overview of the exercises and further hints for the course progression and for instructor demos:

Exercise 2-1: Basic settings for the usage of the new General Ledger

o Some of the exercises in chapter 2 are “control exercises”. That means, that the instructor has to do especially those settings in the forgoing system demos and explanations of the slides of chapter 2.

o Because of that during explaining the slides of chapter 2 the instructor will:

Activate the new general ledger (=> see page 2-5).The AC210 always starts without activated new GL. That matters that the course participants see and learn how to work with the new GL right from the start.

Show the new menu paths after activation (=> see page 2-6)

Show the standard defined Leading Ledger 0L (=> see page 2-7)

Display the (new) standard fields in the new totals table FAGLFLXT(=> see page 2-8)

Assign the scenarios to the Leading Ledger 0L (=> see page 2-9): The instructor has to decide which scenarios will be assigned – It is recommended for the course to assign all scenarios!The further slides explain the effects for the FI document, if all or some scenarios are missing.

Post an FI document (e.g. TCode FB50) and display and explain the entry and general ledger view

Explain the meaning of the new field Segment in the totals table FAGLFLEXT. Show how a segment is defined (=> see exercise 2-1-5) and derived in standard (see exercises 2-1-6 – 2-1-11)

Some segments are predefined by the CATT – see more information to the CATT later in that guide.


Exercise 3-1: Configure and demonstrate the document splitting

o Among other things in these exercises the course participants should also check some configurations. So the instructor has to configure in his (or her) forgoing system demos:

The document splitting characteristics: It is recommended to define at least the field segment. But other characteristics as the profit center and/or the business area can be defined as well. Characteristics with which are not worked in the course can be deleted out of the table.Important: The characteristics, which are available in that customizing transaction, depend on the assignment of the scenarios in chapter 2. (=> see Page 3-9)It makes absolutely sense to mark the check boxes Zero Balance and Mandatory Field e.g. for the field segment, if you want to make up the balance for that field.

The instructor also activates document splitting (=> see page 3-10). That means at first that document splitting is active in all company codes. Since the course participants should activate the document splitting for their own company code AA## (=> see exercise 3-1-4), the instructor has to deactivate the splitting in a second step for all company codes, except his (or her) own company code AA00.Easiest way to do that:=> Choose in the dialog structure Deactivation per company code=> Select all company codes=> Menu bar Edit -> Change Field contents…=> In the dialog box set “X” and press enter.After that delete again the flag for company code AA## manually.

Probably some item categories are already defined in the training system for chart of accounts INT : Customizing Financial Accounting (New) -> General Ledger Accounting (New) -> Business Transactions -> Document Splitting -> Classify G/L Accounts for Document Splitting.To be sure, that there is no item category missing for the coming exercises and demos, the instructor should change (in a break) the existing entries in:Account from Account to Category 1 113 099 01000113 100 113 199 04000113 200 199 999 01000200 000 499 999 20000800 000 899 999 30000Other assignations, especially subtler screened ones are possible of course.

For some splitting demos, just try to trace the examples on pages 3-11 – 3-15 (or 3-16) or look at exercises 3-1-7 – 3-1-11.


Exercise 4-1: Post-capitalization of cash discount to assets

o To demonstrate an asset acquisition (in company code AA00), see pages 4-8 –4-9, you also have to consider exercise 4-1-3.

o In exercise 4-1-4 the course participants will check if post-capitalization of cash discount to assets is possible. Normally the instructor will maintain the according table, when doing the demo for page 4-11.

Exercise 4-2: CO -> FI Real-Time Integration

o The instructor demo for pages 4-13 – 4-17 could be the same as described in exercises 4-2-1 – 4-2-7.Of course you can also display a demo for secondary / internal costs, e.g. a direct activity allocation. In that case the system can only post a follow-up document in FI, if the instructor has activated the account determination in his (or her) variant for Real-Time Integration.Customizing path to maintain the account determination: Financial Accounting (New) -> Financial Accounting Basic Settings (New) -> Ledgers -> Real-Time Integration of Controlling with Financial Accounting -> Account Determination for Real-Time Integration -> Define Account Determination for Real-Time Integration. Press button Display Account Determination

o For demos as to other topics in chapter 4, please look at the given information on the slides and in the texts below the graphics.

o Allocations in FI work in the same way as the allocations did in EC-PCA. The cycles are created (and executed) under: SAP Easy Access Menu -> Accounting-> Financial Accounting -> General Ledger -> Periodic Processing -> Closing-> AllocationOne difference between EC-PCA and FI allocations has to be considered: The cycles must be assigned to a company code and a “version”. In FI you have to use version “1”.

Exercise 5-1: Foreign currency valuation – The new program FAGL_FC_Valuation

o For instructor demos please look at the information given on the slides and the texts beneath the slides and exercises 5-1-1 – 5-1-12

o In chapter 5 the course discusses foreign currency valuation of customer receivables. Later in chapter 6 it will treat foreign currency valuation of vendor payables.

o For a demo of RAPOST2000 (=> depreciation run) please consider the information given on page 5-12 and the information about manually workings after the CATT-run at the end of that trainer guide (=> TCode ACSET).After that an (unplanned) posting run e.g. for company code AA00 and the current posting period should be no problem.


Exercise 6-1: The ledger solution in the new General Ledger

o For instructor demos to that topic please look at the information given on the slides 6-4 – 6-8 and the texts beneath the slides and the exercises 6-1-1 – 6-1-5.

o It is important to point out the differences between the ledger solution (in the new GL) and the accounts solution

The biggest difference is the “saving location” – once the different valuations are stored on different accounts (=> accounts solution) and in the new solution the different valuations are stored in different ledgers of the GL

SAP considers both solution as equivalents (=> see SAP Note 779251)

For more information about the accounts solution, please look at the standard course AC206.

o Even more important is to point out, that the ledger solution (in the new GL) has nothing to do with the formerly known ledger solution in FI-SL.

Exercise 6-2: Foreign currency valuation using more than one ledger

o In this exercise you have to use in addition to exercise 5-1, accounting principles. These accounting principles are defined in customizing: Financial Accounting (New) -> Financial Accounting Basic Settings (New) -> Ledgers –> Parallel Accounting -> Define Accounting PrinciplesFor demonstrating purposes you can follow exercises 6-2-1 – 6-2-8.

o For demos to other topics in chapter 6, please look at the given information on the slides and in the texts below the graphics – Beyond:

A nice and for business reasons meaningful demo for the new transactions FB01L and FB50L (=> see page6-14) would be the posting of reserves or provisions.In the training system you can use e.g. G/L account 476300 and 89000. Probably it would make sense to rename account 476300 first – e.g. in “reserve expense”.Important: It is not possible to post taxes if using the new transactions!

Topic Parallel valuation and FI-AA:Important: In AC210 it is shown, how to configure FI-AA, if using the ledger solution (in the new GL). Customers who decide to work with the accounts solution do not have to do those settings!-18: That is the “Big and important overview” – Take this in

First you have to create the Delta Area with the new wizard (=> see page 6-20). This could be done manually as well but to use the wizard is much easier. Here are some suggestions, if using company code AA00 and because of that chart of depreciation 1DE:

Assign master area to ledger group: Depreciation Area 01 => Ledger Group 0LEnter area for parallel valuation: Depreciation Area 30 => Ledger Group N1Create Delta Area: E.g. Depreciation Area 60 (Delta)Posting in G/L: The wizard suggests at once a directly posting of APC values (=> value 6). This is possible but to handle the beginner errors it is recommended to choose at first value 5: Area posts APC only (periodically).Later, if all works without problems you can change that configuration easily: TCode OADB

Page 6


The example process, shown on slide 6-17 can only be retraced if in addition to the wizard all configurations of page 6-21 are made correctly!

The example process of slide 6-17 can then be demonstrateded with following transactions:=> TCode AS01: For example asset class 2100 – Area 60 does not appear in the master data – Mind the right useful life in depreciation area 01 and 30!=> TCode F-90 or ABZON=> TCode AW01: Area 60 appears in the Asset Explorer=> TCode FAGLB03: Take also a look at the G/L Account balances of the balance sheet accounts (e.g. 21000) in the different ledgers=> TCode AFAB: Unplanned posting run for posting period 12=> TCode FAGLB03: Take a look at the G/L Account balances of the balance sheet accounts (e.g. 21000 and now especially 21010) in the different ledgers=> TCode F-92 or ABAON=> TCode AW01=> TCode FAGLB03: Take also a look at the G/L Account balances of the balance sheet accounts (e.g. 21000 and 21010) in the different ledgers=> TCode ASKB, if the APC values of area 60 are not posted directly=> TCode AW01=> TCode FAGLB03: Take also a look at the G/L Account balances of the balance sheet accounts (e.g. 21000 and 21010) in the different ledgers

If all those steps have worked without errors, you can change depreciation area 60 in that way that APC values are posted directly (=> TCode OADB). After that just post the example process of slide 6-17 again (=> you do not need the depreciation run inevitably) and point out the differences in the posting of the asset retirement:=> Doubleclick the retirement movement of depreciation area 30 (or 60) in the asset explorer. The system should now display the delta document!

Exercise 7-1: Exercises for evaluating the new general Ledger

o For instructor demos to that topic please look at the information given on the slides 7-4 –7-14 and the texts beneath the slides and exercises 7-1-1 – 7-1-9

o To learn and practice the navigation in the FI drilldown reports please look at exercises 7-1-7 – 7-1-8

There exists no exercise to chapter 8!

o Chapter 8 is a little bit tricky, because a migration tool will be available in standard first with mySAP ERP 2005 (ECC6.0). Please read (with the customers) SAP note 812919.

o Ramp up for ECC6.0 will likely start in autumn 2005.

o Parts of the migration tool, but only parts of it, not the whole tool, will be downgraded to ECC5.0. SAP hopes to deliver those parts with Support Package 10.


(Test) System, User ID and Passwords for Course Participants:

The instructor should use for preparation an ECC5.0 (SAP ERP Central Component 5.0) test system (e.g. G00 / client 801). The instructor is able to log on with the Reference User-ID mentioned below!For testing the exercises the instructor can use group/participant “00” (and the corresponding company code AA00).

Reference User-ID for the instructor to log on the training system: AC210-99 (password: INIT). This user has the profiles SAP_ALL and SAP_NEW.

The standard format for User-Ids (for the course participants) is the Course-ID, followed by the group number (=> AC210-XX). To create/copy those users from the reference user-ID please use transaction ZUSR. The initial password is normally INIT.

Further hints for the training system:

The course is intended to be run with ENQUEUE OFF. If your system is not set to ENQUEUE OFF, start report ZSENQOFF.


CATTs:

For AC210 you should work with the CATT ZT_AC210. The CATT configures some data (see detailed information below), so that not everything has to be maintained manually. That means it also makes sense to start the CATT for testing purposes.In the week of the course the CATT is normally started by the CATT-group automatically! For testing purposes you have to contact the CATT-group and they will start it in a testing system!

The most important objects created / defined / set in the system by the CATT:

The CATT first activates the new GL – at the end of the CATT the new GL will be deactivated again

Segments SEGA, SEGB, SEGC are defined

SEGA is assigned to profit center 1402SEGB is assigned to profit center 1000 (and 1400)

The Field status groups (of filed status variant 1000) G001, G003, G004, G005, G007, G008, G029, G033, G052 and G067 are changed:

o In group Additional account assignments the Segment is changed from suppress to optional entry

In company codes AA## and 1000 the workflow variant 1000 is deleted. This happens in the global data settings of the company codes in customizing

Chart of depreciation 1DE is assigned to Company codes AA##

Profit Centers PC00, PC01, PC02 and PC03 are deleted because the course participants will create them in an exercise

The company codes AA## and 1000 do not need the business area as financial statement criteria anymore (=> TCode OB65)

The settings of chart of accounts INT is changed (TCode OB13):

o Maintenance Language: German

o Length of G/L accounts number: 6

The exchange rate (exchange rate type EURX / From currency USD / To-currency EUR) is changed to parity. So the instructor is able to show a foreign currency demo as described in chapter 5 and 6.

The short and long text of account 194500 is changed to “Verrechnung Segment” (in language German)

The name of company codes AA## is changed to CC AC210_GR##

At the end of the CATT the new General Ledger is deactivated again. That allows the trainer to activate the new GL within the course

Workings which should be done in the training system manually before the start of the course, despite and after the run of the CATT:

The field status of the posting keys 31, 40, 50, 70 and 75 should be changed, so that the field Segment can be seen in the coding block in posting activities. Also it would not be possible to execute the foreign currency valuation (if in posting key 40 and 50 the segment is not an optional entry).


Fastest way to change the field status of the posting keys: TCode FBKP:

o In group Additional account assignments change the field Segment (and probably as well Partner Segment) from suppress to optional entry

The maintenance language of the chart of accounts INT should probably switched (back) to the language the instructor needs: TCode OB13

o If you do not use the language German, the short and long text of account 194500 (company code AA00) should be changed in clearing segment (=> TCode FS00)

o As described before in the instructor guide, then you also should change the texts of account 476300 in reserve expense

TCode ACSET: Define account assignment type depreciation run for account assignment object cost center for company code AA00 and depreciation area 20, because that is a configuration which is usually set in the companies, when using release 4.7. You need this configuration as well if you want to demonstrate the depreciation posting run for company code AA00 within chapter 5.

Generate the new FI drilldown reports:TCode SE38 => Program RKD_REGENERATE_ALL_REPORTSApplication: FBRG (FI: Flexible general ledger)This will save time in the course!

Important: Changes in course material:

Because of Hot Package 8 the exercise 6-2-6 does not work as described anymore. On the next pages you will find the corrected exercise 6-2-6 (=> new page 6-27) and the corrected solution 6-2-6 (=> new page 6-34). First in an English version and than a German one (=> Neue Seite 6-28 und neue Seite 6-36).

Please print these two pages and copy them for the course participants. They should change the pages within the course!


New Page 6-27:

6-2-4 To uniquely define which valuation area will post to which ledger, you now have to define the accounting rules (AR). Create the following two accounting rules:=> LO## with Description “Local AR group ##” and=> IA## with Description “International AR group ##”.

6-2-5 You now need two (types of) links/assignments:

First link the accounting rules with the corresponding ledgers:AR LO## Ledger 0L andAR IA## Ledger N#

Then link the valuation areas (in FI) with the accounting rules:(local) valuation area L# (from the exercise in unit 5) AR LO## (international valuation area I# AR IA##

You have now clearly defined which valuation approach will be posted to which ledger in the new general ledger.

6-2-6 You are still missing an important system setting for the international valuation: After all, a run for the international valuation area will post exclusively to the non-leading ledger, N#. As a result, you have to assign a number range interval to the corresponding document type (=> SA according to the valuation method) for the entry view of the non-leading ledger N#.

It is not (or no longer) possible to enter the same interval (=> 01) as in the (solely) entry view. The system does not allow this in order to ensure gap-free document number assignment for the leading ledger.

Therefore please create for your company code AA## a new number range interval as follows:No Year From number To number Current number Ext30 9999 3000000000 3900000000

Then please assign the new interval to the document type SA for the entry view in Ledger N#.


New Page 6-34:

6-2-5 You now need two (types of) links/assignments:First link the accounting rules with the corresponding ledgers:AR LO## Ledger 0L andAR IA## Ledger N#

Customizing: Financial Accounting (New) Financial Accounting Basic Settings (New) Ledgers Parallel Accounting Assign Accounting Principle to Ledger Groups

Choose menu path Edit New Entries, link the two new accounting rules with the ledgers as described in the exercise, and save your data.

You then have to link the valuation areas (in FI) with the accounting rules:(local) valuation area L# (from the exercise in unit 5) AR LO## (international valuation area I# AR IA## ...

Customizing: Financial Accounting (New) General Ledger Accounting (New) Periodic Processing Valuate Assign Valuation Areas and Accounting Principles

Choose menu path Edit New Entries, link the two new accounting rules with the valuation areas as described in the exercise, and save your data.

... You have now clearly defined which valuation approach will be posted to which ledger in the new general ledger.

6-2-6 You are still missing an important system setting for the international valuation: After all, a run for the international valuation area will post exclusively to the non-leading ledger, N#. As a result, you have to assign a number range interval to the corresponding document type (=> SA according to the valuation method) for the entry view of the non-leading ledger N#.

It is not (or no longer) possible to enter the same interval (=> 01) as in the (solely) entry view. The system does not allow this in order to ensure gap-free document number assignment for the leading ledger.

Therefore please create for your company code AA## a new number range interval as follows:

Customizing: Financial Accounting (New) Financial Accounting Basic Settings (New) Document Document Number Ranges Define Document Number Ranges for Data Entry View=> Company Code: AA##=> Button Change intervals=> Button Insert IntervalNo Year From number To number Current number Ext30 9999 3000000000 3900000000

Then please assign the new interval to the document type SA for the entry view in Ledger N#.

Customizing: Financial Accounting (New) Financial Accounting Basic Settings (New) Document Document Types Define Document Types for Entry View in One LedgerIn the Determine Work Area: Entry dialog box, enter your new non-leading ledger N#.Choose menu path Edit New Entries and assign document type SA to number range 30. Save your entries.


Neue Seite 6-28:

6-2-4 Um nun im System eindeutig zu definieren, welcher Bewertungsbereich in welches Ledger buchen soll, müssen Sie sich noch so genannte Rechnungslegungsvorschriften (RLV) definieren. Legen Sie sich bitte deshalb die zwei folgenden Rechnungslegungsvorschriften an:=> LO## mit der Bezeichnung „Lokale RLV Gruppe ##“ und=> IA## mit der Bezeichnung „Internationale RLV Gruppe ##“.

6-2-5 Nun brauchen Sie noch zwei (Arten von) Verknüpfungen/Zuordnungen:

Zuerst koppeln Sie die Rechnungslegungsvorschriften mit den entsprechenden Ledgern – also:RLV LO## Ledger 0L undRLV IA## Ledger N#

Danach müssen die Bewertungsbereiche (des FI) noch mit den Rechnungslegungsvorschriften verknüpft werden – also:(Lokaler) Bewertungsbereich L# (aus Übung Kap. 5) RLV LO## (Internationaler Bewertungsbereich I# RLV IA##

Nun ist eindeutig definiert, welcher Wertansatz, in welches Ledger im neuen Hauptbuch gebucht werden sollen.

6-2-6 Um die internationale Bewertung durchführen zu können fehlt nun nur noch eine Systemeinstellung: Ein Lauf für den internationalen Bewertungsbereich wird ja nur ausschließlich in das nicht-führende Ledger N# buchen. Deshalb müssen Sie nun der entsprechenden Belegart (=> laut Bewertungsmethode die Belegart SA) für die Erfassungssicht des nicht-führenden Ledgers N# ein Nummernkreisintervall zuweisen.

Sie können aber nicht (mehr) das gleiche Intervall (=> 01) hinterlegen wie in der (reinen) Erfassungssicht. Das System lehnt dies aus Gründen der Lückenlosigkeit des führenden Ledgers ab.

Legen Sie sich deshalb für Ihren Buchungskreis AA## ein neues Nummernkreisintervall mit folgender Ausprägung an:Nr. Jahr Von Nummer Bis Nummer Nummerstand Ext 30 9999 3000000000 3900000000

Weisen Sie nun das neue Intervall der Belegart SA für die Erfassungssicht im Ledger N# zu.


Neue Seite 6-36:

Danach müssen die Bewertungsbereiche (des FI) noch mit den Rechnungslegungsvorschriften verknüpft werden – also:(Lokaler) Bewertungsbereich L# (aus Übung Kap. 5) RLV LO## (Internationaler Bewertungsbereich I# RLV IA## …

Customizing Finanzwesen (neu) Hauptbuchhaltung (neu) Periodische Arbeiten Bewerten Bewertungsbereich Rechnungslegungsvorschrift zuordnen

Wählen Sie Menüleiste Bearbeiten Neue Einträge und verknüpfen Sie die beiden Rechnungslegungsvorschriften und die Bewertungsbereiche laut Übungstext und sichern Sie Ihre Daten!

… Nun ist eindeutig definiert, welcher Wertansatz in welches Ledger im neuen Hauptbuch gebucht werden sollen.

6-2-6 Um die internationale Bewertung durchführen zu können fehlt nun nur noch eine Systemeinstellung: Ein Lauf für den internationalen Bewertungsbereich wird ja nur ausschließlich in das nicht-führende Ledger N# buchen. Deshalb müssen Sie nun der entsprechenden Belegart (=> laut Bewertungsmethode die Belegart SA) für die Erfassungssicht des nicht-führenden Ledgers N# ein Nummernkreisintervall zuweisen.

Sie können aber nicht (mehr) das gleiche Intervall (=> 01) hinterlegen wie in der (reinen) Erfassungssicht. Das System lehnt dies aus Gründen der Lückenlosigkeit des führenden Ledgers ab.

Legen Sie sich deshalb für Ihren Buchungskreis AA## ein neues Nummernkreisintervall mit folgender Ausprägung an:

Customizing Finanzwesen (neu) Grundeinstellungen Finanzwesen (neu) Beleg Belegnummernkreise Belegnummernkreise der Erfassungssicht definieren=> Buchungskreis: AA## => Drucktaste Intervalle ändern=> Drucktaste Intervall einfügenNr. Jahr Von Nummer Bis Nummer Nummerstand Ext 30 9999 3000000000 3900000000

Weisen Sie nun das neue Intervall der Belegart SA für die Erfassungssicht im Ledger N# zu.

Customizing Finanzwesen (neu) Grundeinstellungen Finanzwesen (neu) Beleg Belegarten Belegarten der Erfassungssicht in einem Ledger definieren

Im Dialogfenster Arbeitsbereich festlegen: Eingabe wählen Sie bitte Ihr nicht-führendes Ledger N# aus.

Wählen Sie Menüleiste Bearbeiten Neue Einträge und weisen Sie der Belegart SA den Nummernkreis 30 zu! Sichern Sie Ihren Eintrag!

instructor guide 52

Documents

company code aa00

das gleiche intervall

company code aa

aus bung kap

foreign currency valuation

fi drilldown reports

company codes aa

document type sa