SAP FI NOTES INDEX

PARTICULARS Page No.Introduction 3Enterprise Structure

1. Chart of Accounts2. Accounts groups customization 3. Open and Close Posting Periods

11151927

Sales Tax Procedures1. Tolerance Groups

3636

General Ledger Accounts (GL Accounts) 1.Negative Postings 2. Creation of GL Masters 3. Parked document

41414354

Foreign Currency Transaction (FCT)1. Reversal of Reversed document2. Mass Reversal 3. Balance Interest calculation 4. Accounts Principles

7277788792

Accounts Payable (AP) 99

House Bank1. Link between sundry creditors and Advance to vendors2. Purchase Invoice Posting3. Term of Payments-Maximum Cash discount4. Automatic payment Program(APP)5. Check printing6. Credit Memo

106115116119128130132

Accounts Receivable (AR)1. Sales Invoice Posting2. Incoming payment 3. Link between sundry debtors and advance from customers 4. Advance Receipt posting

134135142144

144Bill of Discounting (Bill of Exchange) 1. Define dunning areas

148156

Sales Tax 162Asset Accounting (AA) 1.Chart of Depreciation 2. Asset Classes 3. Asset Sale /Transfer/Scrapping

170172176

199/201/202

Reports 1.Chart of Accounts List 2.Trail balance / Ledger /Vendors List 3. Data Takeover 4.Up loading of master in SAP (LSMW) 5.Balances uploading

204204

205/206209212217

Bank Reconciliation Statement (BRS) 1.House Bank 2.Check Lots 3.Sales and Purchase Invoices posting

228231232241

Cash Journal (CJ) 245Withholding Tax(TDS/TCS) 1.Maintain Calendar 2.Withholding tax codes 3.Create Remittance Challan 4.Print TDS Certificate 5.Quaterly Return

248249254264265266

1

INTRODUCTION

SAP stands for System Application and Products in data ProcessingFI stands for Financials CO stands for Controlling

Version : ECC6

ECC stands for ERP Central Component

SAP was released in 1972 It head quarters in Germany

What is ERP?ERP stands for Enterprise Resource planning, it is integrated all functions in one system.

Organization|

------------------------------------------------------------------------------------------| | | |

Purchase Dept. Store Dept. Production Dept. Accounts Dept.

Will have no of departments in organization. ERP integrate all the functions into one system.

It will facilitate free flow of data among the departments.Advantages:Once stores person updates in the system It can be shared by account person.No mismatch in reporting Data Source is only one once updation.

Store Department at Factory: Where the material is received are updates his records send the bill to account person.Accounts department at City office : Pass an entry in the books

Disadvantages:Duplicate jobTime gap.

ERP Packages:SAP, Oracle, Financials, Peoples soft, BAAN , J.D.Edwards1972- SAP R/1 Real time data processing1980-SAP R/2 Included no. of countries and no. of currencies

1990 SAP R/3- R/3 stands for Data Structure 1.Application Server 2.Data based server 3.Presentation

1999 My SAP.com Web baed2004 Net weaver Integrates information, people and process.

Areas to be covered under FI /COFI:

1. General Ledger accounting2. Accounts payable3. Accounts receivable4. Asset accounting

CO:1. Cost element accounting2. Cost center accounting 3. Internal orders4. Profit center accounting5. Product costing

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6. Profitability analysis

Integration of:1. Material Management Module to Financials (MM to FI)2. Sale & Distribution module to Financial module integrate (SD to FI)3. Data take over(From Non-SAP to SAP)4. Closing procedure

Reports:In all the module systems gives around 2000 reportsYou can attach the reports to favoritesSome important reports you can attach the reports on desk top.

Cross company code transactions:India version: TDS , Excise and sales taxCompanies Act:1956: as per Schedule VI Balance sheet and Profit & Loss A/c

What are difference between SAP EE 4.7 and ECC 6.0?

SAP EE 4.7 SAP ECC 6.0Stands for Enterprise Edition Stands for Enterprise Central CompoundNo Netware concept (Offline) Netware concept (Online)Segment wise report is not possible Is it possibleOnly one currency Multiple ledgers in currencies

Document splittingForeign currency revaluation based on accounting principles

Role of FI /CO Consultant

1. Project Manger2. Senior Consultant3. Junior consultant (Each project 3 to 6 members)4. Support Consultant (Eg.IBM, Accenture)5. Core Team Members6. End User

How to Open SAP

Open: Double lick on SAP Logon Icon

Double Click ECC 6 Server

First Screen:First Field : Client :2 Clients

1. Development client2. Production client

In the implementation SAP

1. Consultants2. Company staff (Core Team Members)

The consultant they do the customization in development clientThe company staff will do the testing.The customization will be transferred to client through transport requests.In the production client you enter day to day transaction.

Some companies they will give 3 clients:

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1. Development client2. Testing client3. Production client

Client: 800/000/810 You can copy and give any number

User: Cost of package will depend on the no.of users licenses.100 users license used by 1000 employeesIt fixes the responsibility on employee.

User ID: SAP user: You can use small or capital letters (Its not case sensitive)

Password: The length of password Min3 Max 8(it can be numeric, Alpha Numeric , Alphabets, and Special characters.)Password is not case sensitiveNot possible to change password more than once in a dayLatest 5 passwords can not be usedPassword can not be restored

Money is the password.

What is client?

Aravind Group Wipro(Aravind Industries Ltd) (Consulting Firm)(Aravind Steel Ltd)

To Purchase Sap Package From Sap India Bangalore Wipro Will Customize(Map) Aravind Requirement In SAP

ARAVIND WIPROProject Manager Project managerCore team accounts manager FI ConsultantCost accountant CO ConsultantPurchase Manager MM ConsultantSales Manager SD ConsultantIt staff ABAP programmer

BASIS Administrator

Aravind :Core Team As is Process _What Is Requested From SAP

Wipro :To Be Process What Should Be Done In SAP

Development Production Client Client

Wipro Customization - Transport Request

Aravind Core Team - Testing

After testing by Aravind core team customization will be transported to production client through transport request.

Production client is live client where we enter day to day transactions.If the consultant do customization once again in production client, if they commit any mistake all the postings will go wrong where as development client customization is tested customization by the Aravind core team and corrected by Wipro team.

We will not get any mistakes in the development client customization.

In live environment we should have minimum 2 clients some companies they keep 3 clients

Development Client Testing quality Client Production Client

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Wipro Customization Transport Request ->

Aravind Core Team -> Testing

"When SAP is purchased from SAP India we get clients like 000,001,067 and 800" Basis consultant copies 000 client and give the number required by Aravind care teamClient :800 (Development Client)

User : Cost of package will be based on number of user licenses

User Id Creation Is The Job of BASIS AdministratorA) Cost FactorB) User Id Fixes Responsibility on Employee

SAP User: It Is Not Case sensitive (Capital Letters Or Small Letters)

Password: Password Is Case Sensitive (From Ecc 5 Onwards)

Length of Password: Minimum 6 Maximum 40

"We can use alphabets, Numerical, alphanumeric, special characters-like"

Not possible to change password more than once in a day.

System will not permit to use latest previous 5 passwords

EG: 1.09.2008 ABC1235.09.2008 XYZABC12.09.2008 ABC123 system will not permit

Password can not be restoredBASIS Administrator deletes old password and gives a new password : oracle

Language : 41 Languages

If we do not specify any language it takes English by default or we can use EN for English

If we user id : The menu will be in German

Client: 800

User: SAPUSERPassword: oracle

Press enter

Now open SAP

Select and choose the radio button depend on necessity.

Employee1 Employee21st Radio button Can not work Can work2nd Radio button Work Can work3rd Radio button Can work Can not work

In training institutes we have to select 2nd radio buttonEnter

1st raw is called menu bar

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Menu Edit ,Favorites ,Extras

2nd raw is called standard tool bar3rd row is called in title bar4th is called application tool bar5th & last is called status bar

The second row the tick is called enter, beside tick box is called is command field."

One employee can work in number of sessions (windows) at a time -the maximum is 6 sessions

How to create a new session?

Path: From the menu bar - Select system- Create session

To move from one session to another session (alt+tab)

How to end session?

Path :From the menu bar - select system- End session

To view which version we are using?

Path : From menu bar - Select system- Status-Sap system dataHow to use transaction codes (T/C)?

We want posting of transaction.

option-1 option-2Go through the path and post Use transaction code in command field the transaction and press enter

Path: Accounting --> Financial accounting we can create our own transaction-> General ledger-->Posting ->General posting codes they should start with Y or Z

To go back to SAP easy access screen:

Use: /n in command field and press enter.

For Posting Transaction:Document (Voucher) entry Account display (FS10N)(F-02)

After posting we want to view the ledger.a) Use:/n (changing) in command field and enter - to back to sap easy access screenb) Use FS10N in command field and press enter- to go to account display

Insteaduse:/NFS10N in command field and press enter change session with new transaction code.use /OFS10N in command field and press enter- create session with new transaction code../N for change

./O for create

How to activate transaction codes in sap menu?

Path :From the menu bar - select extras - Settings - Display technical names- Enter

HOW TO SET A START TRANSCTION?

To make one screen as beginning screen

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Path: From menu bar select extras - set start transactions (transaction code is F-02)

Enter

Give a message transaction F-02 set as start transaction

HOW TO CLOSE SAP?

Path: From the menu bar select system - log off - select yes button for the message to logoff

Select yes button to log off

HOW TO UNLOCK THE TRANSACTION CODE?

At the time of customization -screen will come with display mode not enter mode

Path:Tools-Administrator- Monitor-Lock entries (tr.code is SM12)

Select list button- Message - No lock entries found

Path: From the menu bar select lock entry- Delete all-select yes button for the message

Delete all lock entries - Enter.Organization structure:

SAP----------| |

Group Company| |Company Company code| |Units Businesses Area

Creation of Project: Group --> Companies Units

In SAP Group is called as company

Company is called as company code

Unit is called as Business area

ARAVIND GROUP(AVG)|

----------------------------------------------------------------------------------| | |

Aravind Mills Ltd(AML) Aravind Steels Ltd(ASL) Aravind Industries ltd(AIL)| | | | | |HYD BGL HYD BGL HYD BGL

FI consultant will do customization at company code level -company or group is only for information.

We do customization for Aravind Mills Ltd after words we copy customization including accounts to other company codes in one step and make modifications where ever required.

ENTERPRISE STRUCTURE

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DEFINE COMPANY:

Path: Tools - Customizing IMG (implementation guide) - Execute project (trns.code SPRO)

SPRO stands for SAP Project Reference Object

Select SAP reference IMG button : This is called customization area or configuration area or implementation area

Path:SPRO- Enterprise structure - Definition - Financial accounting - Define company ( Tr code is OX15)

It we select IMG activity documentation button: It gives description part about company

To select IMG activity button: To do customization

Select IMG activity button

Select new entries button

Company : AVG

Company name :Aravind group

name of company2 :blank

street :Ameerpet

postal code :500034

country :For country select dropdown(pull down) button, select in for india"

Language key :select drop down button select EN for English

Currency :For currency select drop down button here 218.

Select INR for Indian rupees

Select save button or Ctrl+s

Development client production client|

consultant - Customization Transport request

By default it gives the latest request we have to create our own request and afterwards to transport to production clientFor each step we need not create separate request.For Basic settings :1st requestFor General ledger :2nd requestFor Account payable :3rd requestFor Accounts receivable:4th requestFor Asset accounting :5th request For Controlling :6th requestSelect create request button (F8)Give the short description :FI basic settings for Aravind Mills Ltd

Press enterPress enter once again to save in the request. We get a message data was saved: Data was saved in two places:1.Development client 800 2. In Transport request

2.DEFINE COMPANY CODE: ( Tr code is OX02)

Path: Tools - Customizing - IMG- executive project (SPRO)

Select sap reference button IMG

SPRO - path upto select sap reference IMG button is same.

8

SPRO No SPROConsultant job End user job

Note the path SPRO

Path: Enterprise structure - Definition- financial accounting - edit, copy, delete, check company codeEdit company code data

Select new entries button

Give company code :AMLCity :HyderabadCountry :INCurrency :INRLanguage :EN

Select save button or Ctrl+S

Title :Select companyName :Aravind mills ltdStreet :AmeerpetPost code :500034City :HyderabadCountry :IN

Press enter

To select our request number select dropdown button beside request number.We can see here number of requests.Select request number by seeing the description.Press enter to save in the request.

Description can be same should be different

3.ASSIGN COMPANY CODE TO COMPNAY

Path: SPRO - Enterprise structure - Assignment - Financial accounting - Assign company code to company ( Tr code is OX16)

Select position button give the company code AML enter

For company AML assign company AVG

Select save button or Crtl+S

Select dropdown beside request number

Select your request number

Press enter to save in the request

4.Define Business Areas

path: SPRO- Enterprise structure- Definition -financial accounting- define business area ( Tr code is OX03)

Select new entries buttonBusiness area: AMLHDescription :Hyderabad AML

Bangalore business area link this numberSelect save button or C trl+s

9

Press enter to save in your request

*Assignment of business areas to company code is not requiredAravind Group

|Aravind Mills Ltd Aravind Steels Ltd Aravind Industries ltd

| | |HYD BGL HYD BGL HYD BGL

AML accounts person ASL accounts person

At the time of posting

Company code : AML ASLBusiness area : HYD HYD

* Without giving company code we can not pass to business area

At the time of request generation:

Company code AML ASLBusiness area HYD HYDWe get HYD data of company HYD data of company Code AML only code ASL only

Some business area can be used by number of company codes in the client assignment of business area to company code is not required.

HYD incharge for AML, ASL and AIL in the reportCompany code AML +ASL+AILBusiness area HYD

Hyderabad data for all company codes we have Hyderabad business area separately for each company code.

HYD Hyderabad business areaHYD1 Hyderabad business areaHYD2 Hyderabad business area

AML accounts personCompany code :AML ASLBusiness area :HYD/HYD1 HYD1/HYD2

There will be a mix up.

CHART OF ACCOUNTS:

Company Codes: AML ASL AILOption-1when we want to compare or consolidatewe can have same set of accounts(chart of accounts) -i.e.,

Accounts coding will be same.

Conveyance account no. 400000 400000 400000

Option-2Each company code has their onset of accounts conveyance account no. 400000 400000 400000

10

Compare or consolidate by using group 400000 300000 200000Chart of Accounts

when we create conveyance account nowe use 2 numbers

Company code no. 400000 300000 100000Group no. 100000 100000 100000

We are comparing or consolidating by using group account number.

Companies following option1Chart of Accounts name Description of chart of accounts Maintenance language EnglishLength of account number most 10 digits (we are using 6 digits)

CREATION OF CHART OF ACCOUNTS)

path: SPRO - Financial accounting- General ledger accounting - GL accounts - Master Data-Preparation - Edit chart of accounts list ( TR.CODE.OB13

The other way to give transaction code is from the menu bar -> Select system - StatusSelect new entries button.

Chat of accounts :AMLDescription :Chart of Accounts for Aravind groupMaintenance language :EnglishLength of GL account no. :6 (min 6 max 10)Controlling integration :select manual creation of cost elementsGroup chart of accounts :Blank

Under status deselect blocked check box (do not select blocked check box)Select save button or Ctrl+SSelect your request and press enter to save in your request

Controlling integration: select manual creation of cost elements.FI (Financials) CO (Controlling)

expenditure

When we past to expenditure accounts in FI it updates, CO automatically provided. We create expenditure accounts as cost elements.

All expenditure accounts need not be cost elements expenditure accounts like interest, Depreciation, Non-operating expenses -will not be consolidated for costing -they are debatable.

Cost elements creationManual Automatic

When we select manual, when expenditure account is created and posted in FI, we want that expenditure to update co-create that expenditure account as CO element. If we do not want to update co-records that expenditure create expenditure account only and not to create as cost element -here we have flexibility. If we choose automatic, when we create an expenditure account automatically cost element will be created. When we post to that expenditure account in FI, automatically CO records will be updated-no flexibility.

UNDER STATUS DESLECT BLOCKED CHECK BOX:

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Accounts creation is at end user area, users at the time of posting, they will not check whether account is there as not they create new account and post accounts.

We will have number of duplicate accounts in SAP once we create an account and past transaction-IT can not be deleted

In live environment after up leading accounts - select blocked check box. No body can create any accountwhether original account or duplicate account. When there is a necessity to create a new account an authorized person say accounts manager deselects the blocked check box, create the account and afterwards select blocked check box.

We have to create the accounts now. We are deselecting the blocked check box.

ASSIGN COMPANY CODE TO CHART OF ACCOUNTS

path: SPRO- Financial accounting - General ledger accounting- GL Accounting- Master data-Preparation-Assign company code to chart of accounts. (Tr.code OB62)

Select position buttonGive the company code : AMLEnter

For company code AML assign chart of accounts AML

Select save button or Ctrl+SPress enter to save in your request.

Accounts groups

100000 Equity share capital100001 Cash account100002 Preference share capital100003 SBI current Account

We have created 1000 accountsWe want to view current assets balance or transaction.We can not get directly-we have to verify each and every account and add the respective accounts- in this example account no.100001 and 100003

We are preparing balance sheet on liabilities we have items like share capital, Reserves & surplus-We have to verify each and every account and assign to the respective items-it takes so much time to assign accounts.

To get account balances directly or to assign accounts easily SAP has given account groups.

Chart of accounts AML|

Accounts groups Share capital (100000 - 100099)| |Accounts Current assets (200000-200099)

When we create the accounts, we create within the range. Cash account will be created within the range of 200000-200099."

Equity share capital will be created within the range of 100000-100099.When we want to see current assets balances-we give current assets or at the time of crating balance sheet for Share capital-we give the range 100000-100099. While crating account groups we take client's balance sheet and crate the groups-after implementation also we wants to see the way he used to get.

WHILE CREATING THE ACCOUNTS GROUPS:

1 Series for liabilities

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2.Series for assets3.Series for income4.Series for expenditure

We have 1000 accounts the user at the time of posting to expenditure account he need not see all accounts he gives 4 only expenditure accounts will appear.

CUSTOMIZATION (TR.CODE.OBD4) path: SPRO-Financial accounting-General ledger accounting- GL accounts-master data-preparations-Define account group

select new entries button

Chart of accounts

Account group Name From account

To account

AML SCPL Share Capital 100000 100099AML RSPL Reserves & Surplus 100100 100199AML ACDN Accumulated depreciation 100200 100299AML SCLN Secured Loans 100300 100399AML UNSL Unsecured loan 100400 100499AML CLPL Current Liabilities and Provisions 100500 100599AML FAST Fixed Assets 200000 200099AML CAST Current Assets loans & Advances 200100 200199AML SALE Sales 300000 300099AML OTHER Other Income 300100 300199AML INCR Increase / Decrease in stocks 300200 300299AML RMCL Raw material consumption 400000 400099AML PRSN Personnel cost 400100 400199AML MFRG Manufacturing Expenses 400200 400299AML ADMN Administration Expenses 400300 400399AML INTR Interest 400400 400499AML DEPR Depreciation 400500 400599

Select save button on Crtl+SSelect your request and press enter and save in your request

6 digits

1000000 100099 share capital 1000-1099 100000000-1000000099Reserves & SurplusAccumulated Depreciation Unsecured loansCurrent Liabilities & ProvisionFixed Assets

Afterwards we require liabilities account groups with 1 series 10 account groups.

How many groups we can crate with 1sries . available accounts (1999-1599)=400 accounts. New account groups with 1series we can create 400/100=4 groups .

Now we have to go for 5 series .

The user at the time of posting first the will give 1*

If the account is not there then he will check with 5*

When we use 6 digits:Afterwards we require liabilities account groups with 1 series to 10 account groups. How many groups we can create with 1 series available accounts (199999-100599=99400) accounts.

13

For each account group we are assigning 100 accounts new account groups with 1 series. We can create 99400/100=944 accounts groups. 5/6/7/8/ digits.

Retained earnings accounts:In the year end: P & L account balances transfer to surplus in P & L A/c Reserves & Surplus (100100-100199) Balance Sheet A/c balances carry forward to next year as opening balance.

This is required in the year end and not during the implementation. SAP has made mandatory this step during the implementation. If the consultant does not do this step, we will have problems in the year end.

Though accounts are not yet created assign on account for retained earnings account purpose. We can specify retained earnings account any account number which is with in range 100100-100199.

Generally we specify the first account i.e.100100 as Retained earnings account and when we start creating the accounts the first account to be created is 100100 surplus in P & L Account.

Path: SPRO Financial accounting General ledger accounting GL Accounts Master Data Preparations Define retained earnings account.

Give you chart of accounts AML enter. The transaction code is OB53 .Account assignment

P & L Statement type XAccount 100100Select save button or Ctrl+S

We get a warning message account 100100 not created in chart of accounts AML.

Ignore the warning the message press enter. Press enter once again to save in the request.

Accounts creation is at end user area and the transaction code is FS00

P & L type Account No.400300 Rent Account

P & L A/c X 100100

Balance Sheet A/c.

In the year end the balance will go to account no.100100

100000 Equity share capitalP & L A/cBalance Sheet A/c. Select

In the year end the balance will go to the same account as opening balance 1 and 2 series for Balance Sheet Accounts 3 and 4 series for P & L Accounts.

a) Net operating profit (operating income operating expenses.b) Net non-operating profit (non-operating income non operating expenses)

400300 Rent account P & L Account No. Type

Select X 100100 Net operating profitP & L Statement A/c type X Y 100101 Net non operating profitBalance Sheet A/c. Profit

In the year end the balance will go to account no.100100300100 profit or sale of shares.

P & L A/c.P& L Statement A/c. type Y

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In the year end the balance will go to account no.100101.

Fiscal year Fiscal year variant

Indian companies periods April to March +4 special periods V3US Companies Jan to Dec.+4 Special Periods K4

July to June+4 Special periods V6Oct. to Sep+4 special periods V9

April 2007 March 2008 Accounting year 2007-08. In SAP we will call it as fiscal year 2007.

July 2007-June 2008 Fiscal year 2007Oct.2007 Sep.2008 Fiscal year 2008

2007 2008 Fiscal year

April 2007-March 2008 9 3 2007July 2007-June 2008 6 6 2007October 2007-September 2008 3 9 2008

It is above 6 months in next year take next year otherwise same year.

April 2007 March 2008 Fiscal year 20071 12 13 14 15 16(Normal periods) (Special periods)

For year end adjustment purpose SAP has given special periods .Special periods are part of MarchMarch will have total 5 periods 1noraml period 4 special periods.To get the profitability and different stages SAP has given special periods.

Why special periods are required:

20th March 2008 we have declared profitability upto February 2008 to the management profitability figures should not be changed.

Users should be allowed to post transactions only for March 2008.

April 2007-March 2008 Fiscal year 2007.

Open periods March 2008-March 2008For posting 12,2007 - 12,2007

No user can post transaction before March 2008 and after March 2008.

30.03.2008 April 2007- March 2008Fiscal year 2007April 2008- March 2009 Fiscal year 2008.

Open periods March 2008-March 200912,2007 -12,2008

15/04/2008 accounts dept. finalized profitability for the year ended 31/03/2008

Management adjustment entries

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Entry Date 05/05/2008Periods date 31/03/2008 to update last year ledger.

We get profitability finalized by management audits by Auditors.

20/05/2008 No.of ratification entriesEntry Date 22/05/2008Posting date 31/03/2008 to update last year ledger.

We get profitability finalized by auditors. To day we want to see profitability finalized by accounts department . we can not got March 2008 includes normal entries .

Management adjustments and auditors rectification entries.

Auditor is asking to show rectification entries list we can not get the list separately.

To get profitability separately or to get the rectification entries list separately SAP has given special periods.

Usage of special periods is optional.

Special periods can come in the same month or different months.

Here stage means department profitability, Management profitability and Auditors profitability the state can come in the same month or different months.

Accounts Dept. profitability April 2008

Management adjustments and Auditors rectification entries May 2008

How special periods will be used:April 2007-March 2008 Fiscal year 2007

20th March 2008 open periods for posting March 2008-March 2008 12,2007.12,2007No user can post transactions

before March 2008 and after March 2008. April 2007-March 2008 F.Y 2007

April 2008-March 2009 F.Y.2008

15/04/2008 accounts dep. finalized profitability for the year end 31/03/2008 Management adjustment entries.

05/05/2008 March 2008..March 2009Open periods 13,200712,2008

Entry date :05/05/2008Posting date :31/03/2008 to update last year ledger period 13

We get profitability finalized by Management audit by a auditors.22/05/2008 no.of rectification entries.

Open periods March 2008 . March 200914,2007 12,2008

Entry date :22/05/2008Posting date :31/03/2008 to update last year ledgerPeriods 14

We get profitability finalized by auditors.Accounts dep. Profitability : 1-12Management Profitability 1-13

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Auditors finalized profitability 1-14List of auditors rectification entries 14-14

SAP known only calendar year periods we have to convert calendar year periods to our accounting year periods.

Month Days Periods Year shiftJanuary 1 31 10 -1February 2 29 11 -1March 3 31 12 -1April 4 30 1 0May 5 31 2 0June 6 30 3 0July 7 31 4 0August 8 31 5 0September 9 30 6 0October 10 31 7 0November 11 30 8 0December 12 31 9 0

April 2008April 2008 March 2009 F.Y.2008In which year it is coming 2008As which year we are calling in SAP 2008 Year shift 0

January 2009In which year it is coming 2009As which year we are calling in SAP 2008Year shift -1Posting 05/01/2009 update 2008Ledger not 2009 ledger

Oct.2008-Sep 2009 F.Y.2009Month Days Periods Year shift October 20081 31 4 0 In which year it is coming as which 20082 29 5 0 year we are calling in SAP 20093 31 6 0 year shift +14 30 7 05 31 8 0 January 20096 30 9 0 in which year it is coming 20097 31 10 0 as which year we are calling8 31 11 0 in SAP 2008 9 30 12 0 year shift +110 31 1 011 30 2 0 posting 05/10/2008 update 2009 ledger12 31 3 0 not 2008 ledger

Path : SPRO Financial accounting Financial accounting Global settings Fiscal year Maintain fiscal year variant (Maintain shortened fiscal year) (Trs.code is OB29

Select position button fiscal variant V3

EnterSelect fiscal variant V3Double click on periods folder

Select back arrowSelect new entries button

FV : B1

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Description April to March 4 Special periods

Do not select year depend check box

If we select year depend check box when we save it will ask for year when we give year 2008 The conversion is applicable only for the year each year we have to create the conversion.

If we deselect year dependent check box The conversion is common for all years.

Deselect calendar year check box

If we select calendar year check box It takes

Month 1 (Jan)will be as period 1Month 4(April ) wil be as period 4

Where as we require month 4(April) should be as period 1 so deselect calendar year check box.

No. of posting periods :12No.of special periods :4Select save button or Ctrl+SSelect your request press enter and press enter save in your request.

Select Fiscal year variant :B1Double click on periods folder.Select new entries button

First column MonthSecond column DayThird column PeriodLast column Year shift

Month Day Period Year Shift1 31 10 -12 29 11 -13 31 12 -14 30 1 05 31 2 06 30 3 07 31 4 08 31 5 09 30 6 010 31 7 011 30 8 012 31 9 0

saveAssign company code to a Fiscal year variant

Path: SPRO Financial accounting Global settings Fiscal year Assign company code to a Fiscal year variant (Tr.code is OB37)

Select position buttonGive your company code:AMLEnterFor company code:AMLAssign fiscal variant :V3Select save button

Ignore the warning message press enter and press enter to save in the request.

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OPEN AND CLOSE POSTING PERIODS

Fiscal year : April 2008 March 2009 F.Y 2008August 2008 March 20095,2008 12,2008

Open means: from August 2008

Close means: to March 2009

Company codes : AML ASL AIL

All company codesFallow the sameOpen and close periodsOption 1

A) Define posting periodsVariant X

B) Assign posting period Variant to company codesX.AMLX.ASLX.AIL

C) Define open and close periods for variant XFor X,5 2008 12,2008Option-2

Each company codehaving separate openAnd close posting period variant X Y Z

Assign posting period variant to company codesX to AML Y to ASL Z to AIL

Period for variant

July 2008-March 2009 April 2008 to March 2009 Sep. 2008 to Sep. 2008

For X For Y For Z04,2008 12,2008 06,2008

In this step we are defining which periods are open for posting.

Define variants for open posting periods:

Path : SPRO Financial accounting global setting Document posting periods-Define variants for open posting periods

Select new entries button

Variant NameAML posting period variant for AML

Ctrl+S, press enter in save

Assign posting period variant to company code:Path : SPRO-Financial Accounting- Financial accounting global settings- Document posting periods assign posting period variant company code.

Select position button

Give the company code AML

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For company code AML assign variant AML select save button or Ctrl+SPress enter to save in your request.

Define open and closed posting periods for variant::

Path: SPRO Financial accounting Global settings Document Posting periods- open and close posting periods.

Select new entries button.

Vare : Select AMLAccount type (A): Select + (valid for all accounts type)From Account BlankTo account BlankFrom period one (1) 1Year 2008To period 12Year (Fiscal year) 2008From period2 13Year 2008To period 16Year 2008

Second column is option (from period 2)Authorization group (Au.Gr): Blank

Select save button or Ctrl+S

Select your request and press enter to save in your request.

Authorization Group:

This screen is required every month in production client nobody will have access for customization areas.

The same screen is given at user level when it is available at user level, the users will misuse.

SAP has given authorization group.

BASIS Administrator gives authorization group say X and X will be assigned to user IDs manager accounts and deputy manager accounts.

When we open the system with the above user IDs then only we can change the periods at the user level.

Posting periods entry at end user area:

Path: Accounting Financial accounting General Ledger - Environment Current settings-open and close posting periods ( Transaction code :S_ALR_87003642)

Select position buttonPosting period variant: AMLEnter

Document type and no. rangesIn normal accounting, account person only will pass all the entries. He will get voucher nos continuously. In SAP voucher we call it as document.

FI Accounts Person MM Stores Person SD Sales PersonMaterial Receipt 1Payment 2Sales 3

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Receipt 4

To get document number serially SAP has given document type

Doc.type SA RE RVNo.Range 01 02 03

No.Range interval 1-100000 100001-200000 200001-300000

We are getting the document nos continuously by seeing the document number we can tell where it is generated.

In a year 100000 vouchers are consumed system gives a message we give available numbers 300001-400000

Path:SPRO-Financial accounting-Financial accounting Global settings Document Document Header-Define Document Types (Tr.code:OBA7)

Select position buttonDocument type select : SA

GL Account document

Enter

Select type :SA

Select details button (Ctrl+Shift+F2)

Number range :01

Select number range information button

Give the company code : AML

Select change intervals button ()

Select interval button

No.range :01

Year :2008

From number :1

To Number :100000

Current number :0

Deselect external(Ext) check box

If we select external check box, we have to give at the time of posting what should be the document number.Select press enter.Select save button or Ctrl+SIgnore warning message press enter

Number range interval cant be transported to production client what ever number for development client for testing.

1. Consultant is an outsider he does not know how many document numbers are required for each area.2. All the departments want to have 1100000 which is not possible. In live environment, before going live

all the department heads sit together and decide for production client.

What should be FI document numberWhat should be MM document numberWhat should be SD document number.

SAP have given two options.

Opetion1: Year specific Option 2: Common to all years

01-2007-1-100000 500000 500001 01-9999-1-100000

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01-2008-1-100000 3000 3001 53000-53001-53002

1 st Entry Date:24.09.2008 9999 means any yearPosting date:24.09.2008 in 2nd option we dont know how many

2 nd Entry Entry date:29.09.2008 Documents we have posted for each yearPosting date:31.03.2008

Note: companies follow 1st option.

Field status variant and field status groups

At the time of posting on screen we get around 70 fields. Fields are quality, text (Narration), business area, value date

Debit 70 FiledCredit 70 Filed

------140 Filed====

If we start filling up all the fields it takes so much time to post one document.

SAP has given a facility to make any filed as

1. Suppress 2. Required 3. Optional

1. Suppress: The filed will not be visible on screen a the time of posting.

2. Required: We have to enter values to the field compulsory. The field value will appear with question mark or tick mark-without entering the values we can not go to next screen.

3. Optional: The field will be visible on screen our choice to enter values or not the fields selection is not common to all accounts. It depends on the account what we are using. In case of sales account quantity filed is required. In case of repairs account quantity filed is not required, we have 1000 accounts we have to create 1000 scenarios. In stead of creation of 1000 scenarios SAP have given field status groups.

Filed status Group Suppress required optional

Repairs A/c General

Equity share capitalSales A/c materials quantity selectPurchase A/cCash A/c Bank AccountsBank A/c cost Accouts

1. When we create accounts we have to assign field status group.2. For filed status group we is field is suspected and which filed is optional.3. At the time of posting by the user-he gives the account number the screen will appear based on the fields

selection to the field status group which is assigned in account number.4. Filed status groups are created under field status variant and field status variant is assigned to company code /

codes.

Afterwards:

Cash account DrTo Equity share capital

22

Bank accounts|

Value date text Business area|

Required Entry

General^

Text Business area|

Required entry

Screen layout at the time of posting

Path:SPRO- Financial accounting Financial global settings Document Line item-Controls- Define filed status variants

Select field status variant 1000 that is IDES group

Select copy as button (F6)

Change filed status variant (FSTV) to AML

Change field status name to field status VAR for AML

Press enter

Select copy all button

We get a message number of dependent entries copies 47

Enter

Select save button or Ctrl+S

Select your request and press enter to save in your request.

Select field status variant : AML

Double click on field status groups folder

Double click field status on G001 that general (with,text, allocation)

Double click on General data

Text make it required entry filed

Select next group button

Select next page or page down button two times.

Business areas make it as required entry field

Save

Double click on field status group G005

That is Bank A/c obligatory value date

Double click on General data

Text make it as required entry field

Select next group button

Select next page or page down button two times.

Business area make it as required entry field.

Select next group button two times,

Value date make it as required entry filed.

Save.

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Value date( Effective date):

Term loan from IDBI :20.09.2008Deposit by us in our bank :22.09.2008Document date :22.09.2008Posting date :22.09.2008

In SAP we have interest calculations, Interest calculations in our book from 22.09.2008 where as IDBI calculates from 20.09.2008. There will be mismatch.

Interest calculations:Value date :Required entry filedDocument date :22.09.2008Posting date :22.09.2008Value date: 20.09.2008 field is modifiable after posting .In our books also interest will be calculated from 20.09.2008

Value date :31.08.2008DOC & POS

Assign company code to field status variant :

Path: SPRO-Financial accounting-Financial accounting Global settings-Document Line time-Controls-Assign company code to field status variants.

Select position button

Give the company code :AML

Enter

For company code :AML

Assign field status variant :AML

Select save button or Ctrl+S

Press enter to save in your request

SALES TAX PROCEDURE

General ledger, Accounts payable, Accounts receivable and Assets accounting

BasicExciseVAT /CSTTo do normal posting also, sales tax procedure is required.

A) Create procedureB) Create tax codesC) Create accounts

24

D) Design accounts

Assign for country in-tax US ( Sales tax USA)Tax IN (sales tax India) Temporary assignment

For our company any code: Country INNote the path this oneSPRO-Financial accounting Financial accounting global settings-Tax on sales / Purchases - Basic settings - Assign country calculation procedure

Select position buttonGive the country IN for IndiaEnterFor country IN assign procedure TaxUSSales Tax USASelect save button or Ctrl+SPress enter to save in your request.

TOLERANCE GROUPS:

This is two types1.GL Accounts 2.Employee

a) Receipts / Payment transactionsb) Mandatory area

Retained area called open item management.

This is used for vendors, customers and balance sheet accounts where clearing is required.

Outstanding expenses A/cSalaries 500000

Bank 15000 Rent 15000Wages 100000

If we see the account in the month end or year end-we will have no of credits and no. of debits. We dont know which item is pending and how much is pending.

As per SAP open item management At the time of making payment System will as against which provision we are making the payment. When we specify the payment is being made against rent provision. It clears the transaction.

The advantage is we can see the account in 3 ways.

1) If we select open items payable Eg.Salaries and Wages.2) If we select cleared items :paid Eg.Rent and bank3) If we select all items: Payable + paid

The same way we use for vendors and customers and also.

Vendors X A/cBank For 1 100 1 1000Bank For 2 200 2 2000Bank-For3 300 3 3000Bank for 4 400 4 4000Bank for 5 500 5 5000

Bill wise out standings we can see for vendor.

We can have tolerances (payment differences). It can be amount tolerance or percentage tolerance or both it can be debit amount or credit amount.

Outstanding expenses A/c

25

Salaries 500000Rent 15000

Bank 15000 Wages 100000Bank 100000 Commission 100005

There is difference of Rs.5 in the account for commission which need not be paid.We can difference tolerances.

ToleranceGroup Amount percentageA 100B 5%

A) We have to assign tolerance group in account in outstanding expenses A/c we have assigned tolerance group A

B) At the time of making payment system checksProvision 100005Payment 100000Difference 5

If the difference of Rs.5 is within tolerance group amount. i.e.100 system will clear the provision and transfer to sundry balances written off account at time of making payment.

Disadvantages:

1. Tolerance group is given at account level and not at the transaction level.

Outstanding expenses A/c.Diff to give

Salaries 500000 200

Bank 15000 Rent 15000 15

Wages 100000 500

Bank 100000 Commission 100005 100

2. There is not flexibility amount percentage tolerance group.A 100B 5%C 0

Outstanding Expenses A/c.

Salaries 500000Bank 15000 Rent 15000

Wages 100000Bank 100000 Commission 100005

If we give tolerance group A in outstanding expenses account if the difference is less than tolerance group amount and transferring sundry balances written of account automatically.

When we give tolerance group C instead of A in outstanding expenses account.

Outstanding expenses A/c.

Bank 100000 Salaries 500000Bank 15000 Rent 15000Bank 100000 Commission 100005

26

Provision 100005Payment 100000

-----------Difference 5

=======Not payable payable

Transfer 5 Now Rs.100000 as part payment

To sundry balances off a/c and clear the transaction. This is mandatory area.

Tolerance Group Amount PercentageA 100B 5%

Bank C 0

Instead of crating group C - keep the filed blank and give amount zero.

While creating 1000 GL accounts, Vendor accounts and customer accounts.Keep tolerance group field blank, system expects we have created blank Tolerance group and already assigned.

For our company code: we are creating bank tolerance group wit amount zero so that no need to assign. Tolerance group while creating the accounts.

Path :SPRO Financial accounting General Leger Accounting Business transactions-open item clearing clearing difference- Define tolerance groups for G/L Accounts

Company code : AMLTolerance group :BlankDescription :Tolerance group for AMLDebit posting :0Credit posting :0Debit percentage :0Credit percentage :0Save

Select your request and press enter and save in your request.

Tolerance group for employees.

User wise upper limits for posting

Tolerance Group A B C100000 100000 10000000 Amount per document100000 100000 10000000 Amount per open item

account item0 5 10 Cash Discount0 0 0 Payment Differenced

We have 1000 users distance we have to create 1000 scenarios (short cut method)

Accounts Dept:1. City office cashier2. Factory cashier3. Branch cashier4. Account 1 A5. Account 26. Deputy Manager Accounts B7. Manager Accounts 8. DGM Accounts C

In live environment / training institutes

27

SAP User AML A BlankSAP User XYZ Use only ASP userABC Use only A

Path: SPRO-Financial Accounting General Ledger Accounting Business transactions Open Item clearing - Clearing differences Define tolerance groups for employees.

Select new entries buttonGroup : BlankCompany code : AMLUpper limits for postingAmount per document (Maximum Amount 9999999999)Amount per open item account item 9999999999 cash discount per line item 10Permitted payment difference : BlankSavePress enter to save in your request.

ENTER GLOBAL PARAMETERS:

Path :SPRO-Financial accounting -Financial accounting global settings-Company code-Enter global parameters

Select position buttonGive the company code :AMLEnter Select company code :AMLSelect details button (F2)

Select business area financial statements check boxSelect propose fiscal check boxSelect define default value date check boxSelect negative posting permitted check boxSelect addition data button

Company code : AMLBusiness Area : HYD BGLBusiness place :City factory City office FactoryPermanent Account No. (PAN) At companyCode level(Form 49A) 10 Digits Alpha numeric codeTax Deduction at Source No (In SAP TDS No. / TAN) Form 49B -10 Digits alpha numeric code

At company code level / business area level / at business place level(GIR No.: General Identification Number)

TDS No.ABCDE 35467NPAN NO.BBBBB5678N Select back arrow, thenSavePress enter to save in your request

Negative postings:In case of reversals if we select negative postings check box it reduces from the same side.

In SAP, when we post a wrong entry, we cant change the document. We have to go for reversal or pass rectification entry.

1. Equity share capital receipt:Cash account Dr 400000

To Equity share capital 400000 Doc.No.1

28

2. Preference share capital receipt:Cash account Dr 100000

To Equity share capital 100000 Doc No.2

Reversal 3. Equity Share capital Dr 100000

To Cash account 100000 Doc.No.3

4.Cash Account Dr 100000To Preference share Capital 100000 Doc No.4

Rectification 3. Equity share capital Dr 100000

To Preference Share capital 100000 Doc.No.3

Account No.100000 Ledger summaryCompany code AMLFiscal year 2008

Period Debit Amount Credit Amount Balance Cumulative Balance123456 100000 500000 400000 Cr 400000 Cr7 -100000

1 2 3Cash flow statement Reversal without

selecting negative postings

Reversal by selecting negative postings

Rectifications

Opening cash and bank balancesAdd: Inflows Equity share capital

Preference share capital Less:Out flows Equity share capital Closing Cash and bank balances

0

500000

100000

100000

50000

wrong

0

500000

100000

500000

correct

0

500000

500000

Wrong

To check transport request::

Path: Tools ABAP work bench-Overview-Transport Organization (Tr.Code :SE09)Enter

Select find request (Ctrl+F)

Execute

Find company code (Ctrl+F)

Double click on define company code

29

GENERAL LEDGER MASTERS CREATIONS

1 2 3Chart of Accounts level Company code level Centrally

1 GL Account Number Account currency Chart of accounts fields2 Company code Only balances in local

currency

3 Account group Tolerance group +4. Whether it s P & L Account Line item display Company code fields5 Whether it is a Balance Sheet A/c Open item Management 6. Description

a) Short text Max 20b) Long text Max20

Sort key

Field status group

Accounts to be created:1. Surplus in P & L Account Reserves & Surplus 2. Equity share capital Share capital3. Cash account current assets, loans & advances

To check accounts groups for giving account numbers.

Path: SPRO Financial Accounting General ledger accounting GL Accounts Master Data- Preparations- Define Account group (Tr.Code:OBD4)

Select position buttonGive your chart of accounts AML

Enter

Reserves & Surplus 100100-100199

Share capital 100000-100099

Cash account-current assets 200100-200199

1. To check account-Group for giving account numbers.2. Creation of General

CREATION OF GENRAL

Path : Accounting-Financial accounting General Ledger-Master records GL Accounts-Individual Processing Centrally (Tr. Code is FS00)

Give the GL account 100100Company code AMLFrom the menu select -> GL Account create

Account group: select reserves & surplus

Select balance sheet account radio button

Short text: surplus in P & L Account

GL Account Large text: Surplus in profit & Loss Account

Select control data tab

Select only balances in local currency in check box

We have

Tolerance group: Blank30

Select line item display check box

Short key select 001 posting data

Select create / bank / interest

Field status group G001 General (with text, allocation)

Save

GL Account :100000

Company code : AML

Select with template button

GL Account :100100 (Surplus in P & L Account)

Company code : AML

Enter

By mistake save button

Your can not save

Change account group to Share capital

Select balance sheet a/c radio button

Change short text to equity Share capital

Change GL account long text to Equity share capital

Other filed common select save button

GL Account 200100

Company code :AML

Select with template button

Give the GL Account 100100 surplus in P & L account

Company code : AML

Enter

Change account group to current assets, loans & advances

Change short text to Cash account

Select balance sheet a/c radio button

Change GL account long text to Cash account

Select create / bank / interest tab

Change filed status group to G005 bank accounts (Obligatory value date)

Select relevant cash flow check box,

Select save button or Ctrl+S

To view the accounts created

Select drop down button beside GL account

Match Code:Give the company code : AMLEnterShort text : At the time of entryGL account long text : At the time of General ledger display

Posting of transactions

31

Path: Accounting Financial Accounting General ledger posting General posting (Tr.Code is F-02)

Posting transaction :10/07/2008

Document date : In case of purchases document date will be party bill date- we can enter manually 30.09.2008

or select F4- It gives calendar and select F-2 It selects todays date .

Posting date : Ledger updation will be based on posting date period will appeal automatically based

on

Posting date : 30.09.2008

Reference :Party bill No.

Doc No :1

Normal cases

Document date (F4) :30.09.2008

Posting date: will come automatically this is server date.

Type :SA

Company code :AML

Currency : INR

System does not know debits and credits to differentiate between debit and credit SAP

Has given posting keys

Posting key 40 GL account Debit

Positing key 50 GL Account Credit

Posting key: Select 40

Account select the drop down button

GL long text :*Cash*

Company code : AML

GL Account : Z*

Enter

Select account No.200100Enter

200100 Cash account Filed status GRP-G005

Text Business Area Value date RequiredIn enter global parameters select define default value date check box

Amount :400000Business area :AMLHText : Equity share capital receiptPosting key : Select 50Account select drop down buttonGive the company code AML and press enterSelect account :100000 Equity share capitalPress enterAmount enter :*(star)

Note: * (star) Means debits and credits equal

Cash A/c Dr 500000To Equity 300000To Preference *

32

Business area :AMLHText Enter : + + (plus) mean copies the last line item narration in the same document.

Salaries A/c Dr 100000(Salaries provision for Sep.)

Wages A/c Dr(Wages provision for Sep.)

To outstanding ExpWe can not use *Press enter

From the menu select document simulate (Shift +F9)In one document we can have 999 line items.

Debit will be posted without any assign and credit amount will be posted with minus sign.

Select save button or Ctr+S

We get a message document 1 was posted in company code:AML

How to view the last posted document 1.

From the menu select document display.

Select display document header button or (F5)

Display document

Path: Accounting Financial accounting General ledger-Document Display (Tr.Code:FB03)

Select document list button

Give the company code :AML

Document type :SA

Select executive button (F8)

To view last one week posted document 24/09/2008 to 1/10/2008

Select execute button

To view self (documents posted by us)

Select own documents only check box

To view documents posted by a specific user

From the menu select > Edit > Dynamic > Selections (Shift +F4)

User name :SAPUSER

Select execute (F8) button

Double click on document no.1

Change document :

Path: Accounting Financial Accounting General ledger-Document Change (Tr.code is FB02)

Document No. :1

Company code :AML

33

Fiscal year :2008

Enter

Double click on first line item cash account

We can change only value date filed assignment filed and text filed.

Account display:

Path: Accounting Financial Accounting General ledger Account Display balances ( Tr.code is FS10N)

To view more than one account transactions select multiple selection button beside GL Account no.

We want to view random account numbers transactions.

Press select single value tab.

Give the account no.100100 200100

Select copy button

To view continuous account numbers transactions

Press select intervals tab Low limit :100000Upper limit :100099

Select copy button

Account no.100050To exclude an account from the rangeSelect exclude single value tabSinge value : 100050

Select copy button

To exclude a range of accounts :select exclude intervals tab

Low limit :100050

Upper limit :100059

Select copy button

To view only one account

Select drop down button beside GL Account

Give the company code :AML

Enter

Select account no.100000 Equity share capital

Company code :AML

Fiscal year :2008

Business area :AMLH

Select execute (F8) button

Double lick on cumulate balance amountDouble click on document No.1Select call up document overview button (F9)Select back arrow (F3)

Document Number Posting date Text Amount

34

1 1000002 2000003 300000

-----------Total Amount 600000

======We can create our own line layout

How to create our own line layout:

Select change layout button (Ctrl+F8)Select the filed which are not required Select right arrow or hide selected fields buttonFrom hidden fields columnSelect posting dateSelect left arrow show select fields button change column positions

Column Pos LengthDocument No. 1 10Amount in local currency 4 20Text 3 35Posting date 2 10

Change text length 35 characters for amount in local currency select total check boxSelect copy button

How save the layout:Select save layout button (Ctrl+S)

Option 1 Option 2Common to User specificAll

A) Deselect user specific Check box A) Select user specific check boxB) We have to save with any number or name B) we can save will any number or

NameLayout : / AMLDeselect user specific check boxDescription : Standard layout for AMLSelect save buttonSelect back arrow two timesExecuteDouble click cumulate balance amount

How to choose our layout:Press select layout button (Ctrl+S)Select : AML

How to make default line layout:From the menu select settings layout - Administration

Keep the cursor on /AML

Select define default setting button

Save

Select back arrow three times

Give the account no.200100 cash account

Execute (F8)

Double click on cumulative balance amount

Hold Document:It is a temporary document

35

This is user for adjustment purpose or at the time of posting we do not know either debit or credit.

This document can be deleted there is no tracking for this document.

A) Loans to DirectorsCreate as hold document an once he gives money back delete the document.

B) Payment to a party purpose of payment we dont know

Cash balance = Account balance +/ Hold documentsHold documents will not update records

Steps:1. Run a program called RFTMBLU for conversion of hold documents2. Creation of hold documents3. Delete / complete hold documents

1. Run a program called RFTMBLU for conversion of hold documents

Path : Tools ABAP Workbench- Development ABAP Editor (SE38)

Program : give the program name :RFTMBLUSelect execute button Select no. termination for read error check boxExecute

2. Creation of hold documentsUse the transaction code (F-02)

Document date : Today date

Type :SA

Company code: AML

Posting key :50

Account no. :200100 (cash account)

Enter

Give the amount : 5000

Business area :AMLH

Text :Amount paid to Mr.X

From the menu select document hold

Tem parry document No. :AML

Select hold document button

We get a message document AML was held

SecondF-02

Give the document date: Today date

Type :SA

Company code :AML

Posting key : 40

Account 200100 (Cash account)

Enter

Give the amount 20000

36

Business area :AMLH

Text : Hold document testing

Posting key: : 50

Account no.: 100000 (Equity share capital)

Enter

Amount enter :* (Star)

Business area : AMLH

Text :+

From the menu select Document > Hold

Give the temporary document no. 123456 (give any number)

Select hold document button

3. Delete / Complete hold document (F-02) Use the transaction code f-02From the menu select Path :Document Get held document Select document list button

Keep the cursor on document number 123456

Select delete button

select yes button

select back arrow (F3)

select document list button

Keep the cursor on document no. :AML

select choose button

Give posting key :40

Account no. :100000 Equity share

Enter

Amount Enter :*(Star)

Business Area : AMLH

Text :+

From the menu select document Simulate and save

Park Documents :This is used for approvals Cashier

Enter the document he will park in the system

Informs to SR person approval

SR person he can make changes to the document form amount / Date / head of account before release

Accounts will not be updated And release documentAccount will not be updated Once he release the document will be

posted and updates records

Steps:1. Posting of packed document by cashier 2. Informed to Sr. person for release Be cashier

37

3. Display packed document and change date and amount4. After change, inform to Cashier about approval5. Display changes to packed document

1. Posting of Packed Document Path : Accounting Financial accounting General Ledger- Posting-General document parking (F-65)

Give the document date : Today date

Document type : SA

Company code : AML

Posting key :40

Account :200100 (Cash account)

Enter

Amount :9999

Business area : AMLH

Text : park document testing

Posting key: :50

Account :100000 (Equity share capital)

Enter

Amount enter : *(Star)

Business area :AMLH

Text : +

From the menu select Document Park document

2. Informed to Senior Person for release

From the menu select system >short messageGive the title : Please release Doc.No.3

Receipt user id of Senior person (sap user)

Recipient type : Select SAP logon name

Select express mail check box (Screen down right side)

Select send button (Shift+F8)

From the menu select system > Create session

4. Display packed document and change date and amount

Path :Accounting Financial accounting General ledger-Document parked documents- post / delete (FBV0)

Select document list button

Give the company code :AML

Enter by user ID :Cashier

Execute (F8)

Double click on document no.3

To change the date

Select document header button

Change document date and posting date to 5.10.2008

38

Select back arrow

Select fast data enter button

Change amount 6000 Debit

6000 Credit

Select back arrow

From the menu select document post

Inform to cashier about approval

From the menu select System >Short message.

Title document no.3 released

Recipient User Id of Cashier

Recipient type

Select SAP logon name

Select express mail check box

Select send button (left side upper)

From the menu select system > Create session

4 .Display changes to packed document

Path: Accounting Financial accounting General ledger-Document - Parked Documents-Display changes (FBV5)

Company code : AMLDocument No :3Fiscal year :2008EnterSelect all changes button

Sample document:

This is used for month end provisionsSalaries A/c Dr. 100000Rent Dr 50000Wages Dr 500000

To outstanding 650000

Create a sample document and store in the system every month by coping sample document number and by changing date and amount we an post the provisions we will not forget any provisions.

Steps:1. Create 3GL masters

A) Salaries A/c Personnel costB) Rent A/c Administration C) Outstanding expenses Current liabilities & Provision

2. Difference no.range interval for no.range X23. Creation of sample document 4. posting of transaction by copying sample document

To check account groups for giving account numbers. The transaction code is OBD4

Select position buttonGive the chart of accounts : AMLEnterThe personnel cost is 400100-400199Administration range 400300-400399Current liabilities & Provision range is 100500-100599

39

Creation of GL masters (FS00)

Give the GL Account 400100

Company code :AML

Select with template button

Give the GL Account 100000 (Equity share capital )

Company code :AML

Enter

Change account group to personnel cost (Staff cost)

Select P & L statement radio button

Change short text to Salaries A/c

Change long text to Salaries A/c

Other fields are common

Select save button or Ctr+S

GL A/c No: .400300

Company code :AML

Select with template button

Give the GL account :400100 salaries

Company code :AML

Enter

Change account group to Administration

Change short text to Rent account

Change long text to Rent account

Other fields are common

Select save button or Ctrl+S

GL Account :100500

Company code :AML

Select with template button

Give the GL account :100000 (Equity share capital)

Company code : AML

Enter

Change account group to Current liability & Provisions.

Change short text to Outstanding express

Change GL Account Outstanding express

Select control data tab

Select open item management check boxSave

Define no. range interval for no. range X2:

Path: SPRO Financial accounting Financial accounting global settings Document Document number ranges- (Tr.Code is FBN1)

Give the company code :AML

40

Select change intervals button

Select interval button

No. range :X2

Year :2008

From number :500001

To number :500100

Enter & Save

Ignore the message press enter

Creation of sample document

Path: Accounting Financial accounting General ledger - Posting Reference documents Sample document (F-01)

Document date :30.09.2008

Posting date :30.09.2008

Type :SA

Company code :AML

Posting key :40

Accounting :400100 (salaries a/c)

Enter

Ignore the warning message ,press enter

Amount :500000

Business area : AMLH

Text : Salaries provision for the month

Posting key: :40

Account :400300 (Rent account)

Enter

Account :75000

Business area : AMLH

Text : Rent provision for the month

Posting key: :50

Account no. :100500 (out standing exp)

Enter

Amount enter : *

Business area :AMLH

Text : Provision for the month

Select save button or Ctrl+S

We get a message document 500001 was stored in company code : AML

5. Posting of transaction by coping sample document : F-02)

From the menu select document post with reference.

Give the document no. :500001

41

Company code :AML

Fiscal year :2008

Select display line items check box

Enter

Change the document date :31.10.2008

Posting date :31.10.2008

Enter

Ignore the warning message press enter

Change the amount to 600000

Text :Add October (Salaries for the month of October)

Amount :0

Enter

Line item having zero will not update records

Ignore the warning message

Amount enter :*(star )

For text : Add October

From the menu select document simulate

Select save button or Ctrl+S

Month end provisions:

Option 1: Option 2Accrual / Deferral document Open item management

Option 1: Accrual Deferral document

31.10.2008 Salary provisionSalaries Dr 100000

To out standing 100000

01.11.2008 reversal next month 1st Outstanding Dr 100000To Salaries 100000

05.11.2008 Payment of salariesSalaries Dr 105000

To Bank 105000

Salaries A/c31.10.2008 10000005.11.2008 105000 01.11.2008 100000

Outstanding Expenses A/c31.10.2008 100000

01.11.2008 100000

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Profitability effect::For October 100000For November because October 5000

Option 2: open item management 31.10.2008 Salaries provision

Salaries Dr 100000To out standing 100000

05.11.2008 Salaries payment Out standing Dr 100000Salaries Dr 5000

To Bank 105000

Salaries A/c31.10.2008 1000005.11.2008 5000

Outstanding Expenses A/c31.10.2008 100000

01/11/2008 100000

Profitability effectFor October 100000For Nov. because of October salaries 5000

Companies follow 1st option (other than year end)In case of option 2 the person who makes the provision is accountant and the person who is making the payment and clearing is Cashier - Cashier has to track the provision and clear against the provision.

Option 1: Accrual / Deferral document :Steps1.Creation of reversal reason and reversal reason should allow us to reverse on any day.2. Enter accrual / Deferral documents A) Rent Provision 08.10.2008B) Salary provision 31.10.2008

3.Reversal of accrual / deferral documents in one step

1. Creation of reversal reason and reversal reason should any day.

Path : SPRO- Financial accounting General ledger accounting-Business transactions Adjustment posting / Reversal - Define reason for reversal

Select new entries buttonReason :11Text : Real / Deferral Reversal reason for AMLSelect neg. posting check boxSelect alternative position date check boxSelect save button or Ctrl+SSave in your request

If we do not select alternative posting date check box

31.10.2008Salaries Dr

To out standing

System will allow you to reverses only 31.10.2008We want to reverse next month 1st select alternative posting date check box

43

Rent provision:

Path : Accounting Financial Accounting General ledger Periodic processing Closing Valuate- Enter Accrual / Deferral Document (Tr.Code is FBS1)

Document date : Today date

Type :SA

Company code : AML

Reversal reason : Select 11

Reversal date :1.11.2008 (next months)

Posting key :40

Amount :400300 (Rent A/c)

Enter

Amount :50000

Business area :AMLH

Text : Rent provision for October

Posting key :50

Account no. :100500 (out standing exp)

Enter

Amount : *(star)

Business area : AMLH

Text :+

From the menu select document >Simulate and save

Salaries provision:Tr.Code is FBS1

Document date :3110.2008

Posting date :31.10.2008

Type :SA

Company code :AML

Reversal reason :11

Reversal date :01.11.2008

Posting key :40

Account :400100 (Salaries A/c)

Enter

Ignore the warning message press enter

Give the amount 100000

Business area AMLH

Text :Salaries provision for the month of October

Posting key 50

Account :100500 (outstanding exp.)

Enter

Amount : *

44

Business area :AMLH

Text :+

From the menu select document > Simulate and save

Reversal accrual / Deferral document :

Path : Accounting Financial Accounting General Ledger Periodic processing Closing Valuate Reverse accrual / Deferral Document (Tr.Code is F.81)

Give the company code : AML

Reverse posting date :01.11.2008

Select text run check box

Execute (F8)

Select reversal documents button

Select back arrow

OPTION 2 : Open Item Management This is used vendors customers / Balance Sheet items where clearing is required. We have to select open item management check box

While crating the GL accounts

Out standing ExpensesSalaries A/c 500000Wagers A/c 300000

Bank 25000 Rent a/c 25000

We can see the account in 3 ways1. Open items: Payable Salaries and wages2. cleared items : Paid rent and bank 3. All items : Payable + paid

3. Scenarios1st Scenario 2nd Scenario 3rd Scenario

Full Clearing Partial clearing Residual items method

Provisional and payment Same amounts

A) Rent Provision (Transaction code F-02)Document Date & posting date :13.10.2008

Type : SA

Company code : AML

Posting key :40

Account no. :400300 (Rent A/c.)

Enter

Give the amount :15000

Business area :AMLH

Text : Rent provision

45

Posting key :50

Account no. :100500 (outstanding exp)

Enter

Amount :* (enter star)

Business area :AMLH

Text :+

From the menu select Document > Simulate and save

B) How to view open item managed account transactions:

Path : Accounting Financial Accounting General Ledger- Account Display / Change line items (Tr. Code is FBL3N)

Give the GL Account :100500 (outstanding exp)

Company code : AML

Select open items radio button

Select normal items check box

Execute (F8)

OUT GONG PAYMENT WITH CLEARING:

Path : Accounting Financial Accounting General Ledger - Posting Out going payments (F-07)

Give the document date : Todays date

Type : SA

Company code : AML

Clearing text : outgoing payment

Account Under bank data :200100 (Cash A/c.)

Business Area :AMLH

Amount : 15000

Text : Outgoing payment

Account under open item selection :100500 (out standing expenses)

Amount type : S(S is default) (S: Stands for GL Accounts)

Select process open items button

Reversed documents will not appear for clearing:

Double click on payable amount 15000

Document > Simulate and save

Go and see open item account transactions Tr.Code is FBL3N

Give the GL Account no :.100500 (outstand expenses)

Company code :AML

Select cleared items radio button

Clearing data : Todays date

Select normal items check box

Execute (F8)

46

Select back arrow

Select open item radio button

Execute

(-*- This symbol is open item(document no. below))

2 nd Scenario 3 rd Scenario Partial Clearing Residual items method

When we make part payment we can use either partial clearing or residual items method.

Out standing exp. Outstanding Exp.OI OIRent 40000 Cr Rent 30000 28000 CrCash 5000 Dr

------- -------35000 Cr 28000 Cr===== =======

CI :Rent 30000 CrRent 30000 Cr

-------------- 0

=====

A) Rent Provision A) Rent Provision Rent Dr 40000 Rent A/c Dr 30000

To Outstanding 40000 Outstanding 30000

B) Part payment B) Payment Rs.2000

Out standing Dr 5000 Outstanding Dr 30000 cleared To Cash 5000 To Cash 2000

To Outstanding 28000

Residual: Balance payable

Note : OI means Open ItemsCI Means Cleared Items

Companies follow 1st method

We test how to view bill wise outstanding:

Rent Provision F-02

Document date : Today date

Type : SA

Company code : AML

Reference :3456

Posting key :40

Account No. :400300 (Rent a/c)

Enter

Amount : 40000

47

Business Area : AMLH

Text : Rent provision

Posting key : 50

Account No. :100500 (Outstanding exp.)

Enter

Amount : * (enter star)

Text :+

From the menu select Document Simulate and save

Out going payment using partial clearing method: ( Tr. Code F-07)

Document Date : Todays Date

Type : SA

Company code : AML

Reference : 3456

Clearing text :Outgoing payment

Account under bank data: 200100 (Cash a/c)

Business area : AMLH

Account : 5000

Text : Outgoing payment

Account under open item selections 100500 (outstanding exp)

Select process open items button

Keep the cursor on the amount filed of line item against which we want to adjust.

Select partial payment tab

Creates payment amount column

Double click amount 40000

Double click on payment amount 40000

From the menu select Document >Simulate

Gives a message correct the marked Line items

Double click on blue font line items

Text enter :+

Select save button or Ctrl +S

Go and see open item account transactions

The Transaction is code is FBL3N

Give the GL account :100500 (outstanding Exp.)

Company code : AML

Select open items radio button.

Select normal items check box

Select execute button

To view bill wise outstanding

48

Select change layout button (Ctrl+F8)

From the hidden fields column

Select reference field

Select amount in local currency under column contain.

Select left arrow or show selected fields button

Select copy button

Keep the cursor on reference

Select sub total button

To make balance payment of 35000 and cleared provision and part payment (F-07)

Give the document date : Todays date

Type : SA

Company code : AML

Reference :3456

Clearing Text : Out going payment

Amount under bank date :200100 (Cash A/c)

Business Area :AMLH

Amount :35000

Text : Outgoing payment

Account : Under open item selection 100500(out standing exp)

Account type : S

Select process open item button

Double click on provision 40000

Double click on part payment 5000

From the menu select document > Simulate and save

Go and see open item managed account transactions (FBL3N)

Give the GL Account o. :100500(out standing exp)

Company code : AML

Select cleared items radio button

Select normal items check box

Execute

Residual items method:

Rent provision F-02

Give the document date : Todays date

Type : SA

Company code : AML

Posting key : 40

Account no. :400300 (Rent account)

Enter

49

Amount :30000

Business area :AMLH

Text : Rent provision

Posting key :50

Account no. :100500 ( outstanding exp)

Enter

Amount : *

Business area : AMLH

Text : +

From the menu select Document ->Simulate and save

Out Going Payment Using Residual Items Method: (F-07)

Give the document date : To days date

Type : SA

Company code : AML

Clearing Text : out going payment

Account under bank date : 200100 (Cash a/c)

Business area : AMLH

Amount :2000

Text : out going payment

Account type :S (default comes)

Select process open item button

Account : Under open item selection 100500 (out standing exp)

Keep the cursor on the amount filed of the line item against which we want adjust.

Select residual items tab

It creates residual items column

Double click on next amount 30000

Double click on residual items amount

From the menu select Document > Simulate

It gives the message correct the marked line items.

Double click on blue font line item.

Text enter : +

Save

Go and see the open item managed account transactions (FBL3N):

Give the GL Account no. :100500 (out standing exp.)

Company code : AML

Select open items radio button

Select normal items check box

Execute

50

FOREIGN CURRENCY TRANSACTIONS

1. Check exchange rate type

Bank buying Exports G typeBank selling Imports / Expenditure B type

Average rate MM /SD users type

Path : SPRO-SAP Net weaver- General Settings Currencies Check exchange rate types

Select position button Exchange rate type: B (enter B)Enter

Define translation rates for currency translation:

Giving conversion factors for two currencies:

USD 1 : INR 1JPY 100 : INR 1 JPY=Japanese - YenERO 1 : INR1GBP1 : INR1 GBP=Great Britain -PoundITL1 : INR1 ITL=Italian -LiraJPY 100 : INR1 37Rs

Or1 : 0.01 0.37

Once we follow one conversion factor follow continuously for all the years. Dont change in between if we change in between it gives wrong results.

This is given at client level and not at company code level (Client 800)

Path: SPRO SAP Net weaver- General settings Currencies Define translation ratios for currency translation

Ignore the message select yes button.Select new entries button

Exchange rate type From To valid (from) Ratio (from) Ratio (to)G (Bank buying) USD INR 01.10.2008 1 1B (Bank selling) USD INR 01.10.2008 1 1M (Average rate) USD INR 01.10.2008 1 1

Select save button or Ctrl+SPress enter to save in your request.

Enter exchange rates:

Path: SPRO- SAP Net weaver- General settings- currencies Enter exchange rates

Forex TableWe can enter Daily quotations / Week end quotations / Month end quotations.

For each day end for each type we can enter only one rate.

Select new entries button

Exchange type Valid from R From currency Director quotation ToG 10.10.2008 1 USD 47.00 INR

51

B 10.10.2008 1 USD 47.50 INRM 10.10.2008 1 USD 47.10 INR

Press enter and save in your request.

Exchange rates entry at the End User Area:

Path: Accounting Financial accounting General ledger-Environment Current settings Enter translation rates (S_BSE_68000174)

Foreign currency postings for end user area:

SCENARIO :1 SCENARIO 2When exchange rate is not entered at When exchange rate is entered at the the time of posting. Time of posting

a. IF we dont enter the rate at the time of posting, it takes rate from Forex table

b. If take the latest date rate1.10.2008 4510.10.2008 47

Enter date :15.10.2008Posting date :09.10.2008

c. To enter default exchange rate type based on document type.General ledger posting : SA Bank selling ratePurchase INV posting (FI purchases) :KR Bank selling rateMM Purchases :RE Bank selling rate

Sales invoice posting (FI Sales) DR Bank buying rateSD sales RV Bank buying rate

If we do not specify system takes average rate.

1. To enter default exchange rate type B (Bank selling rate) for document type SA

Use the Tr. Code is OBA7

Select type : SASelect details buttonUnder default values exchange rate type for foreign currency documents. Select B (Bank selling rate)Save

2. Posting of expenditure in USD F-02

Give the document date : To days date

Type : SA

Company code :AML

Currency : USD

Rate : Blank

Posting key :40

Account : 400100 (salary)

Enter

Give the amount :1000

Business area : AMLH

52

Text : Salary payment

Enter

Posting key : 50

Account :200100 (cash account)

Enter

Amount : *

Business area : AMLH

Text :+

From the menu select Document ->Simulate

To view in INR

Select display currency button

Save

When exchange rate is extend at the time of posting

Expenditure posting Tr.Code is F-02

Document date : To days date

Type : SA

Company code : AML

Currency : USD

Rate :50

Posting key :40

Account no. :400100 (salary account)

Enter

It gives the warning message exchange rate 50 deviates from table rte 47.50 by 5.26%

Ignore the warning message press enter

Amount :10000 USD

Business area : AMLH

Text : Salary payment

Enter

Posting key :50

Account no. :200100 (Cash account)

Enter

Amount :*

Business area :AMLH

Text :+

From the menu select Document ->Simulate and save

REVERSELS:1. Individual Document Reversal2. Reversal of Reversed document 3. Mass Reversal

53

4. Clearance Items Reversal5. Account Deferral document reversal

1. Individual Document ReversalA) To reverse one document at the time B) To give reversal reasonC) At the time of reversal, it we do not give reversal date it takes original document posting.

Date incase, that period should be open1. Document posted on 10th April 2008 Doc.No.1 Generated2. Now, we have open the periods from September 2008 to October 2008

6,2008 7,2008

3. Ledger scrutiny - Doc.No.1 is wrong

Document No.Reversal reasonReversal date Blank Save

It takes original document posting date 10/04/2008It can not reverse, since the April period is not open

Path : Accounting Financial Accounting General ledger Document Reverse Individual Reversal (FB08)

Give the document no. :1

Company code :AML

Fiscal year :2008

Select 01 reversal reason

Posting date : Blank

Select display before reversal button

Select back arrow

Select save button or Ctrl+S

From the menu select Document >DisplaySelect Go to Display document Head button (F5)Double click on document no.1

Select display document header button1. Posted Documents 1

23456 Reversal for 17 Reversal for 2

2. Document type and no./ranges : OBA7Select type : SASelect details button Number range :01Reversal Doc.type : AB

3. Document display : FB03Company code : AMLDoc. Type : SA original documents

AB Reversed documents

2. Reversal of Reversed Document

54

Indirect method (work around)

To reverse Doc No.2 By mistake we have reversed Doc.No.1 and it has generated