Paul Ovigele

100 Things You Should Know About

Financial Accounting with SAP®

Bonn � Boston

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Contents at a Glance

Master Data1 ............................................................................. 15

Transaction Processing2 ............................................................. 41

Display3 ..................................................................................... 67

Data Analysis4 ........................................................................... 93

Account Assignment5 ................................................................ 115

Environment6 ............................................................................. 143

Integration7 ............................................................................... 179

Reporting8 ................................................................................. 219

Data Update9 ............................................................................. 253

Technical10 ................................................................................... 283

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Contents

Acknowledgments .............................................................................................. 11Introduction ....................................................................................................... 13

Master DataPART 1 ....................................................................................... 15

Easily Maintaining General Ledger Accounts1 ........................................ 17Creating Cost Elements Automatically2 .................................................. 19Paying Vendors with Multiple Bank Accounts3 ...................................... 21Maintaining IBAN in the Master Records4 ............................................. 23Defining Sensitive Fields5 ...................................................................... 25Direct Posting to Asset Reconciliation Accounts6 ................................... 27Assigning Cost Centers on Assets7 ......................................................... 29Netting Off Customer and Vendor Items8 .............................................. 31Deriving Segments9 ............................................................................... 33Defining Currency Types10 ...................................................................... 35Creating Trading Partners11 ..................................................................... 38

Transaction ProcessingPART 2 ....................................................................... 41

Clearing Customer Invoices12 .................................................................. 43Reversing a Reversal Document13 ........................................................... 45Defining Ledger Groups14 ....................................................................... 47Recording Advance Payments15 .............................................................. 49Payment Run Free Selection16 ................................................................ 52Using Enjoy Transactions versus Complex Postings17 ............................... 54Deriving Profit Centers from Customer or Vendor Transfers18 .................. 57Posting Fast Invoice Entry for MIRO19 .................................................... 61Manually Clearing Multiple Accounts20 .................................................. 63Posting to Special Periods21 .................................................................... 65

DisplayPART 3 ............................................................................................... 67

Displaying Parallel Currencies22 .............................................................. 69Downloading to Excel23 .......................................................................... 71Sorting the Payment Run Output List24 ................................................... 74Using the Document Display Editing Options25 ...................................... 76Resetting Cleared Items en Masse26 ........................................................ 78Eliminating Check Printing Overflow27 .................................................... 81

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Contents

Specifying Period Texts28 ........................................................................ 83Defining Special Fields29 ......................................................................... 85Adding Fields to the Mass Change Option30 ........................................... 87Maintaining Worklists for FI Data31 ........................................................ 89

Data AnalysisPART 4 ..................................................................................... 93

Deriving the Assignment Number32 ........................................................ 95Maintaining the GR/IR Account33 ........................................................... 97Finding an FI Document34 ...................................................................... 100Displaying Number Range Gaps35 ........................................................... 102Account Determination Analysis36 .......................................................... 104How to Interpret Subcontracting Account Postings37 .............................. 106Analyzing the LIV Document List38 ......................................................... 108Correcting Billing Documents with Errors39 ............................................. 110Reconciling the General Ledger with the Asset Subledger40 .................... 112

Account AssignmentPART 5 .......................................................................... 115

Assigning Alternative Reconciliation Accounts41 ..................................... 117Determining Revenue Accounts 42 .......................................................... 120Setting Up Revenue Recognition Accounts43 .......................................... 123Setting Up Material Ledger Account Determination44 ............................. 126Setting Up Document Splitting45 ............................................................ 129Performing Foreign Currency Valuation46 ................................................ 134Specifying Third-Party Orders Account Assignment47 .............................. 136Using the Debit/Credit Shift Setting48 ..................................................... 138Setting Up Travel Management Account Determination49 ....................... 140

EnvironmentPART 6 ....................................................................................... 143

Establishing Default Settings for Enjoy Transactions50 ............................. 145Customizing Fields with Accounting Editing Options51 ........................... 148Displaying LIV and Finance Document Numbers52 .................................. 151Mass Change for Fixed Assets53 .............................................................. 154Modifying Message Control Settings54 .................................................... 159Maintaining Text Determination Configuration55 .................................... 162Activating Barcode Entry for Non-PO Invoices56 ..................................... 165Activating Barcode Entry for PO Invoices57 ............................................. 168Defining Payment Groupings58 ............................................................... 171Setting Up Payment Tolerance Groups59 ................................................. 174

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Contents

IntegrationPART 7 ......................................................................................... 179

Aligning FI and Logistics Document Numbers60 ...................................... 181Aligning FI and Billing Document Numbers61 ......................................... 185Accruing Freight on Sales Orders62 ......................................................... 188Handling Planned Delivery Costs63 ......................................................... 193Handling Unplanned Delivery Costs64 ..................................................... 197Creating Statistical Cost Elements65 ........................................................ 200Configuring Production Settlement Accounts66 ....................................... 204Posting to a General Ledger Account and a Material in MIRO67 .............. 206Referencing Sales Document Numbers68 ................................................. 209Assigning Accounts for Non-Stock PO Items69 ........................................ 212Setting Up a Goods-in-Transit Account70 ................................................ 215

ReportingPART 8 ........................................................................................... 219

Adding Fields to Fixed Asset Reports71 ................................................... 221Adding Fields to Customer/Vendor Address Lists72 ................................. 223Improving the Format of Aging Reports73 ............................................... 226Financial Statements by Functional Areas74 ............................................ 229Report on Vendors and Customers with No Activity75 ............................. 233Display Offsetting Account for FI Documents76 ...................................... 236Creating Report Painter Reports for SAP General Ledger77 ...................... 239Creating Drill-Down Reports78 ................................................................ 242Using Drill-Down Reports79 .................................................................... 245Quick Access to FI Reports80 .................................................................. 249

Data UpdatePART 9 ....................................................................................... 253

Enabling Line Item Display for General Ledger Accounts81 ...................... 255Enabling Open Item Management for General Ledger Accounts82 ........... 257Deleting Financial Accounting Master Data83 ......................................... 260Deleting Financial Accounting Transactional Data84 ................................ 263Deleting Fixed Assets Data85 .................................................................. 266Deleting Bank Statements that Have Been Posted86 ................................ 268Update Withholding Tax Postings Retroactively87 ................................... 271Populating the Check Number in a Payment Document88 ....................... 274Handling Check Assignment Errors89 ...................................................... 276Transfering CO Planning Documents to SAP General Ledger90 ................ 279

TechnicalPART 10 ............................................................................................. 283

Configuring Transaction Variant for FI Enjoy Transactions91 ..................... 285Designing Screen Layout92 for Transaction MIRO .................................... 287Making Financial Statement Version Modifiable in Production Client93 ... 290

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Contents

Maintaining Selection Variables in Variants94 .......................................... 293Creating Transaction Codes for Report Painter Reports95 ......................... 296Creating Transaction Codes for SAP Query Reports96 .............................. 299Scheduling Materials Management Period Close97 .................................. 302Maintaining Custom Reports in an Area Menu98 ..................................... 305Validating Account and Cost Center Combinations99 .............................. 309Scheduling Payment Program Automatically100 ........................................ 313

Glossary ............................................................................................................. 317Additional Resources .......................................................................................... 331The Author ......................................................................................................... 333Index ................................................................................................................. 335

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335

A

ABAP List Viewer, 227ABAP programming, 296Accesses, 189Access sequence, 188Account assignments, 62

categories, 136, 214template, 55

Account Detective, 104Account determination, 104, 120Account ID, 268, 274, 278Accounting block, 111Accounting clerk, 74Accounting document, 100, 152

type, 183Accounting editing options, 148Accounting information accounting, 271Accounting interface, 111Accounting number range, 182Accounting principles, 47, 134, 135Accounting texts, 164Account key, 107, 189, 194, 216Account management, 255Account master record, 18Account modification, 214Account number, 247, 264Accounts not assigned, 246Accounts with no purchases, 234Account type, 64Accrual condition, 216Accrual key, 193ACH, 313Acquisition and production costs, 30Activate worklist, 90Actual costs, 202Actual line items, 203Address block, 227Adopt column sequence, 288Adopt report descriptions, 307Advance payments, 49Aging reports, 226

Alternative reconciliation accounts, 117ALV data, 72ALV_GUI, 73ALV reports, 96Application, 270

area, 159, 290tree, 249tree reports, 251

Archivelink, 169Archiving program, 260Area menu, 305Asset class, 212, 221Asset history, 113Asset master, 201

record, 29Asset reconciliation accounts, 27Assets, 139Asset subledger, 112Asset value fields, 113Assign default values, 286Assign G/L accounts, 122Assignment field, 97, 172, 217, 274Assignment number, 95, 209

field, 93Assignment to payment, 277Authorization level, 72Authorization profile, 26Automatic clearing, 95, 97, 218Automatic payment program, 313Automatic search, 44Availability control, 202Available characteristics, 240

B

Background job, 62, 275, 293, 302Balance display, 70, 84, 256Balance report, 84Balance sheet, 188

account, 28, 33, 200, 202, 215Bank account number, 24, 270

Index

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336

Index

Bank accounts, 21Bank key, 23, 75, 270Bank statement, 268Bank transfer, 313Barcode, 165, 168

number, 168Basic data, 285Basic set, 309Basis team, 298Batch input session, 20, 161Batch session, 20Billing document, 110, 210, 215

numbers, 185Billing type, 186Bill of materials, 106Bills of exchange, 74, 101Blank tolerance group, 175Block in company code, 256Buffer settings, 102Business Add-In, 34, 198Business partners, 31Business transactions, 129

C

Calculation schema, 193Cancel invoice document, 151Carryforward, 263Cash discount, 176Category reference, 213Central texts, 162Change asset, 157Change layout, 86, 222Chart of accounts, 19, 104, 127, 237, 290Check assignment, 276Check balance, 277Check document archive, 103Check form, 81Check lot, 278Check number, 81, 274Check printing, 81Checks, 313Check status, 278Choose layout, 269Choose open items, 59, 64

Chronological FI number ranges, 185Chronology, 94Classic General Ledger, 85Clearing differences, 174Clearing documents, 78Company code, 30, 245, 278

currency, 35, 135, 247data, 164

Complex posting, 46, 54, 56Condition record, 191Conditions tables, 120Condition type, 189, 216Configuration object, 290Confirm screen entries, 286Consignment, 22Contra items, 139Control data, 125, 177Control data tab, 113, 255, 257Controlling area, 30, 105Controlling component, 205Controlling objects, 200Controlling Profitability Analysis, 190, 245Control Panel, 227Conversion cost, 107CO planning documents, 279Copy control, 209Cost center, 29, 204, 214, 231

category, 231Cost element, 19

categories, 19, 202, 327Costing-based profitability analysis, 232Cost objects, 232, 309Cost of sales, 216

accounting, 229scenario, 229

Create billing document, 119Creation date, 275Credit memo, 54, 146Credit posting, 177Cross application components, 160Cross-client table, 86Currencies, 91Currencies and valuation methods, 126Currency pair, 92Currency tables, 247Currency type, 35, 245

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Index

Current number, 187Customer address list, 223Customer balances, 235Customer business report, 233Customer clearing, 32Customer evaluation, 226Customer master, 39Customer payments, 43Custom matchcodes, 265Custom reports, 305Custom transaction code, 225, 244

D

Data analysis, 93Data entry view, 77Data load, 266Date specifications, 314Debit/credit shift, 138Debit posting, 177Default document type, 186Default profit center, 58Default values, 223, 296, 300Deferred revenue account, 124Define initial position, 250Deletion depth, 261Deletion program, 268Deletion quantity selection, 261Delivery accounts, 99Delivery costs, 197Delivery document, 209Depreciation area, 113Design selection, 227Destination library, 240Details on selected procedure, 272Development package, 305Difference postings, 44Distribute by age, 43Doc type option, 146Document display, 76Document entry, 149Document header, 50, 187Document list, 100Document number, 45, 256, 259Document number range, 181

gaps, 94

Document overview, 46, 64, 248Document splitting, 34, 129Document type, 100, 145, 168, 209Down payment, 49

request, 49, 101Drill-down reports, 242, 245Drop-shipment orders, 136Due date sorted list, 226Dunning data, 87Dunning programs, 31Dynamic date calculation, 303Dynamic selections, 101Dynamic variable, 304, 315

E

EDI, 110Editing options, 66, 76, 90Effective date, 258Enhancements, 225Enjoy Transaction, 46, 54, 145, 150, 285Entry view, 59ERS, 99Evaluated receipt settlement, 22, 151Excel download, 71Exchange rate, 89, 134

type, 36types, 91

Expense account, 192Expense type, 141Expert mode, 311Extended withholding tax, 272External parties, 145

F

Fast invoice entry, 61Favorable variance, 205Field catalog, 120Field mapping, 79Fields folder, 122Field status, 34Finance document numbers, 151Finance master data, 260Financial accounting global settings, 230

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338

Index

Financial line item display reports, 94Financial periods, 83Financial statement, 229

version, 138, 246, 290Finished product, 107FI number ranges, 185Fiscal year, 65, 102, 159

variant, 65, 83Fixed asset, 200, 221

balance sheet accounts, 201conversions, 266data, 266

Flow logic, 88Foreign currency valuation, 134Form, 242

data, 75type, 242

Free selection, 52Freight accrual, 188, 192

account, 107Freight costs, 188Freight invoice, 195Freight terms, 188Freight vendor, 196Fully delivered, 205Functional area, 229, 239, 242Function group, 87Further selections, 234

G

General data, 224General data view, 272General Ledger, 17, 176, 317

account, 117, 206account and cost center, 287account posting, 209analysis, 237library, 241master, 255

General Ledger view, 59, 77Generally Accepted Accounting Principles,

135General modification, 127, 137, 214, 216General selections, 246, 275

Global area, 224, 236Global area query, 306Goods-in-transit, 215Goods receipt, 97, 174, 195Goods receipt/invoice receipt, 217GR/IR account, 97GR/IR clearing account, 99GR/IR maintenance, 98Group currency, 35, 70, 135Grouping key, 171Group valuation, 135

H

Hard currency, 35Header item, 211Held documents, 55Hide buttons, 285Hierarchy display, 17Historical data, 258House bank, 268, 274, 278

I

IBAN, 23IBAN converter, 24Incoming invoice, 54, 206Industry key, 224Info record, 106Infoset, 299Integrated planning, 279Intercompany transactions, 145Internal order budgeting, 200Internal orders, 232International Accounting Standards, 135Inventory account, 107, 215Inventory posting, 137Investment order, 201Invoice, 146

items, 198receipt, 98, 174

Invoicing party, 199Item condition, 189

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339

Index

J

Job name, 303Journal entry, 100

L

Leading ledger, 47, 229Ledger, 33, 48

group, 47, 135Legal valuation, 135Liabilities, 139Library, 239Line item, 207, 211, 248

display, 32, 215, 255display reports, 85display screens, 87indicator, 257planning, 280

Line items only, 267Local currency, 70, 175Logistics invoice verification, 61, 108, 119,

151, 174, 181, 206transaction, 287

LSMW, 78

M

Maintain item lists variants, 287Maintain message, 311Manual checks, 276Manual clearing, 63Manual entry, 231Manual payments, 276Marked for deletion, 261Mass change, 87, 154Mass change setting, 28Mass reset, 78Master data, 18Master records, 178Material, 204, 206Material groups, 212Material ledger, 126Material number, 207

Materials management, 137period close, 302

Message bar, 159Message control, 160

settings, 159Message number, 159, 290, 291, 312Message type, 312Message variables, 312Microsoft Word, 163Migration, 27MIRO, 287Moving average price, 208MRP2 view, 106Multilevel price determination, 126, 127Multiple dimensions, 242

N

Naming the worklist, 157Navigation tree, 17New General Ledger, 240New installation, 264Noncalendar fiscal years, 83Non-leading ledgers, 48Non-stock items, 212Normal periods, 65Noted items, 49, 101Number assignments, 182Number range, 53

gaps, 102interval, 186interval, 183number, 182

Number status, 182

O

Object attributes, 79Objects for selection screen, 303Object type, 169Offset, 222Offset accounts, 107Offset field, 75

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Index

Offsetting account, 55, 124, 236type, 237

Offsetting General Ledger accounts, 147One-time account, 109Online Services System, 123Open item clearing, 175

transaction, 91Open item management, 215, 257Open item processing, 90Open items, 32, 149, 171

index, 256Original document, 153Other user group, 236Outgoing invoices, 54Output control, 82, 234Output forms, 273Output list, 264Overdraft account, 138Overhead Cost Controlling, 279

P

Parallel accounting, 135Parallel currencies, 69Parallel ledgers, 47Parameter, 294Parameter ID, 150, 152Parameters, 150, 151Parameter transaction, 297, 299Parameter value, 150, 152Park incoming invoice, 151Parking, 149Park vendor invoice, 286Partner bank types, 21Paying company code, 274Payment advice notes, 74Payment data, 87Payment document, 274Payment groupings, 171Payment methods, 74Payment program, 74, 81, 313Payment proposal, 52Payment run, 26, 31, 32, 313Payment term field, 87Payment transactions, 178

Payment transactions accounting, 172Payment with printout, 82Perform reporting, 258Period-based, 229Period end, 99, 204

closing, 111, 205Periodic job, 303Period texts, 83Period values, 303Permitted payment differences, 175Planned delivery costs, 193, 197Plan versions, 279Post goods issue, 217Posting date, 66, 293, 294Posting key, 34, 46, 145, 146Post with clearing, 58Prerequisite, 155Price variance, 107

account, 208Pricing procedure, 190, 217Print checks, 81Processing options, 264, 281Process open items, 59, 64Production client, 290Production system, 263Production variance account, 204Productive checkbox, 262Productive startup, 260Profitability segment, 204Profit and loss accounts, 19, 200Profit center, 30, 57, 239, 245

master, 34scenario, 33

Program control section, 261Program selections, 237Program short dumps, 102Proposal run, 314Provision account, 124Purchase account management, 194Purchase order, 61, 193, 206Purchase organizations, 194Purchasing and Sales and Asset Accounting,

94Purchasing info record, 195Purchasing invoice documents, 109Purchasing invoices, 22

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341

Index

Q

Quantity variances, 98Query area, 224, 236

R

Raw material, 107Receivables account, 124Receiving object, 204Reconciliation account, 57, 113Reconciliation General Ledger account, 238Reference number, 77Reference Number field, 211Regenerate credit limits, 265Release to accounting, 110, 111Remittance advice, 185Report group, 241, 296, 298Report Painter reports, 296Report selections, 246Report type, 243Report Writer, 298Representative ledger, 48Reprint check, 82Reset initial position, 250Results analysis category, 205Revenue account, 124

determination, 120, 189Revenue recognition, 123Reversal document, 46Reverse posting, 45

S

Sales and Distribution, 120, 123, 185Sales document, 192

item category, 123numbers, 209

Sales order, 96, 191, 209Sales organization, 189SAP Configuration icon, 227SAP General Ledger, 134, 239, 263SAP List Viewer, 237SAP menu tree, 305

SAP Query, 224, 236reports, 299

Schedule line category, 137Screen fields, 296, 299Screen layout, 287Screen number, 286Screen Painter, 88Screen variant, 55, 288Secondary cost elements, 202Segment, 33, 242

scenario, 33Selection, 294

criteria, 264, 275type, 294variable, 293

Sensitive fields, 25Set focus, 250Settlements, 204Short key, 269Short text, 286Single-level price determination, 127Single value, 234Skip initial screen, 297, 300Sort key, 94, 95, 218, 275Sort levels, 222Sort variants, 74Sort versions, 221Source code, 88Source currency, 36Source document, 248Source fields, 79Source library, 240Source structures, 79Special fields, 85Special General Ledger indicator, 49Special General Ledger transactions, 64Special periods, 65, 84, 234Spreadsheet format, 71Standard price, 208Standard reports, 242Standards, 47Start menu, 307START_REPORT, 297, 300Statement number, 268Statistical cost elements, 200Statistical order, 200

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342

Index

Step list overview, 304Structure relations, 79, 80Subcontracting, 106Subledgers, 27Submodules, 249Subsequent debit, 198Substitution, 231

method, 155rule, 154

Summary levels, 114Suppress fields, 286Symbolic account, 141Synchronize accounting document, 185Synchronize logistics document, 181System message, 159

T

Target field selection, 275Tax code, 271Tax identification numbers, 25Tax number, 272Tax report, 249Technical information, 296Technically complete, 205Technical names, 250Technical tasks, 284Text determination configuration, 162Text IDs, 162Text tab-delimited format, 80Third-party orders, 136Three-dimensional reporting, 245Time dependent, 29Tolerance limit, 175, 202Tolerance percentage, 99Trading partner, 38Transactional data, 263Transaction code, 285, 296, 299Transaction code for reports, 306Transaction key, 127, 198Transaction variants, 285, 287Transfer posting, 57Translation date, 36Translation key, 247Travel advance accounts, 141Travel expenses, 140

Travel management account determination, 140

Tree options, 55Trip provision variant, 140

U

Unbilled receivables account, 124Unfavorable variance, 205Unplanned costs, 198Unplanned delivery costs, 197Use accessibility mode, 227Use and sales taxes, 249, 293User exit, 211, 218User group, 224, 306User master record, 150User parameters, 148User profile, 150, 151User roles, 301User-specific settings, 148

V

Validation, 311rules, 309step, 311

Validity dates, 91Valuation and account assignment, 126Valuation area, 135Valuation class, 212Valuation methods, 134Valuation modifier, 204Valuation price, 208Valuation view, 36Value field, 190Variance, 127

accounts, 205attributes, 293, 316

Variant name, 301Vendor address list, 223Vendor business report, 233Vendor master, 32, 117Vendor master record, 21, 162Voided checks, 81

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343

Index

W

Wage type, 141WBS elements, 232Windows XP, 227Wires, 313Withholding tax, 271Work breakdown structure, 200Work-in-process account, 205Work item status, 158Worklist, 89, 154, 156

for Exchange Rates, 91

Y

Year-dependent number ranges, 103

Z

Zero-balance, 34, 77, 129

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