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SAP FI NOTES BY RAVIKIRAN.KSAP FICO CONSULTANT
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
1
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
2
INTRODUCTION
SAP stands for System Application and Products in data Processing
FI 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.Edwards
3
1972- SAP R/1 – Real time data processing1980-SAP – R/2 Included no.of countires and no.of currencies1990 – 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 costing6. 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 attaché the reports to favoritesSome important reports you can attach the reports on desk top.
Cross company code transactions:India version: TDS , Excise and sales tax
Companies Act:1956: as per Schedule VI Balance sheet and Profit & Loss A/c
4
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:
1. Development client
5
2. 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 (It’s 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) (Consluting 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
6
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
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 team
Client :800 (Development Client)
User : Cost of package will be based on number of user licenses
User Id Creation Is The Job of BASIS Administrator
A) 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
7
"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 barMenu Edit ,Favorites ,Extras
2nd raw is called standard tool bar3rd row is called in title bar4th is called application tool bar
8
5th & 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 data
How 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 screen
b) Use FS10N in command field and press enter- to go to account display
9
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
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
10
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
DEFINE COMPANY:
Path: Tools - Customizing –IMG (implementation guide) - Execute project (trns.code SPRO)
11
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 request
12
For 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.
SPRO No SPROConsultant job End user job
Note the path SPRO
Path: Enterprise structure - Definition- financial accounting - edit, copy, delete, check company code
Edit 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
13
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+sPress enter to save in your request
*Assignment of business areas to company code is not required
Aravind Group|
Aravind Mills Ltd Aravind Steels Ltd Aravind Industries ltd| | |
HYD BGL HYD BGL HYD BGL
14
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 mixup
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.,
15
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
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 - Status
Select 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+S
16
Select 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:
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 account whether 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
17
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
18
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 liabilities2.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
Provisions100500 100599
AML FAST Fixed Assets 200000 200099AML CAST Current Assets loans &
Advances200100 200199
AML SALE Sales 300000 300099AML OTHER Other Income 300100 300199AML INCR Increase / Decrease in
stocks 300200 300299
AML 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+S
19
Select 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.
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.
20
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 ‘X’Account 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
21
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
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.
22
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 2008 Fiscal 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
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.
23
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 13,2007………12,2008
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 1-13Auditors finalized profitability 1-14List of auditors rectification entries 14-14
24
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 +1
25
10 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
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.
26
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:AMLEnter
For company code:AMLAssign fiscal variant :V3Select save button
Ignore the warning message press enter and press enter to save in the request.
OPEN AND CLOSE POSTING PERIODS
Fiscal year : April 2008 – March 2009 – F.Y 2008August 2008 – March 20095,2008 – 12,2008
27
Open means: from August 2008
Close means: to March 2009
Company codes : AML ASL AIL
All company codesFallow the sameOpen and close periodsOption 1A) Define posting periodsVariant …………… XB) 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 Name
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AML 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 AMLFor 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.
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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 no’s continuously. In SAP voucher we call it as document.
FI Accounts Person MM Stores Person SD Sales PersonMaterial Receipt 1Payment 2Sales 3Receipt 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 no’s 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
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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 can’t 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 1—100000 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 number
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What 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 01-9999-1-10000001-2008-1-100000 3000 3001 53000-53001-53002
1 st Entry Date:24.09.2008 9999 means any yearPosting date:24.09.2008 in 2nd option we don’t 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.
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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
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
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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.
Value date( Effective date):
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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
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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 accountsD) 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/c
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Salaries 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 don’t 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/cSalaries 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%
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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.
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Outstanding expenses A/c.
Bank 100000 Salaries 500000Bank 15000 Rent 15000Bank 100000 Commission 100005Provision 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
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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
SAP User AML A BlankSAP User XYZ Use only ASP user ABC 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:
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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 can’t 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
2. Preference share capital receipt:
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Cash account Dr 100000To 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
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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
GENERAL LEDGER MASTERS CREATIONS
1 2 3Chart of Accounts level Company code
levelCentrally
1 GL Account Number Account currency Chart of accounts fields
2 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.
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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: Blank
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
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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 : AMLEnter
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Short text : At the time of entryGL account long text : At the time of General ledger display
Posting of transactions
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 today’s 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*
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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 *
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
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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
Fiscal year :2008
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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
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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 Amount1 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 specific
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AllA) 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 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 don’t know
Cash balance = Account balance +/ Hold documentsHold documents will not update records
Steps:1. Run a program called “RFTMBLU” for conversion of hold documents
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2. 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 :RFTMBLU”Select 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)
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Enter
Give the amount 20000
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 :+
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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 document
Account 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 cashier3. 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)
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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 message
Give 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 – 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
Select back arrow
Select fast data enter button
Change amount 6000 Debit
6000 Credit
Select back arrow
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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
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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
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
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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 box
Save
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
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
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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
Company code :AML
Fiscal year :2008
Select display line items check box
Enter
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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/c
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31.10.2008 10000005.11.2008 105000 01.11.2008 100000
Outstanding Expenses A/c31.10.2008 100000
01.11.2008 100000
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 10000005.11.2008 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 :Steps
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1.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
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
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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 : *
Business area :AMLH
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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
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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
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 : Today’s date
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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 : Today’s date
Select normal items check box
Execute (F8)
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.
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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)
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Enter
Amount : 40000
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 : Today’s 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
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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
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
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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
Amount :30000
Business area :AMLH
Text : Rent provision
Posting key :50
Account no. :100500 ( outstanding exp)
Enter
Amount : *
Business area : AMLH
Text : +
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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
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Select normal items check box
Execute
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. Don’t 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
72
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 INRB 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 don’t enter the rate at the time of posting, it takes rate from Forex table
b. If take the latest date rate01.10.2008 4510.10.2008 47
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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
Text : Salary payment
Enter
Posting key : 50
Account :200100 (cash account)
74
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
75
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 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
76
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
Indirect method (work around)
To reverse Doc No.2 By mistake we have reversed Doc.No.1 and it has generated
Doc.No.18
Use transaction code F-02
From the menu select post with reference
Give the document no. :18
Company code :AML
Fiscal year :2008
Select generate reverse posting check box
Select display line items check box
Enter
Enter once again
77
Change the text to reversal for Doc No.18
Enter
Text :+
Enter
Save
EnterFrom the menu select Document ->Display Select display document header button
3. Mass Reversal
A)To reverse more than one document at time we use mass reversal. B) The documents to be reversed can be continuous numbers or random numbers.
Path: Accounting – Financial accounting – General ledger – Document – Reverse – Mass reversal (F.80)
Give the company code : AMLTo reverse random numbersSelect multiple selection button beside document no.(-->)Under single valuesGive document no .2
4Select copy buttonReason for reversal 01Select test run check box ExecuteSelect reverse documents button
Cleared Items Reversal
1. Go and see open item managed account transactions (FBL3N)Give the GL Account Number 100500 (out standing exp)Company code : AMLSelect clear items radio buttonExecute
Out standing exp A/c01
10 Bank 15000 9 Rent 15000CI
78
9 Rent 15000 Cr10 Bank 15000 Dr
Stop payment instructions to the banker
A) Reset cleared items – Delink between the provision and payment.
Out standing expenses A/c01
10 Bank 15000 9 Rent 15000
B) Reverse cheque transaction Out standing expenses A/c
019 Rent 15000
Path: Accounting – Financial accounting – General ledger-Document –Reset clear items (Tr.Code is FBRA)
Clearing document : 10
Company code : AML
Fiscal year : 2008
Select save button or Ctrl +S
Select resetting and reverse button
Reversal reason :01
Enter
We get a message clearing 10 reset
Enter
Go and see open item managed account transactions Tr code is FBL3N
Give the GL Account no.100500 outstanding expensesCompany code : AMLSelect open item radio button Execute
Interest CalculationsBalance Interest calculation Item interest calculationS Type P TypeGL Account Vendor / Customers
79
Define interest calculation type:
Path : SPRO- Financial accounting – General ledger accounting- Business transactions – Bank account interest calculation – Interest calculation Global settings – Define interest calculation types
Interest indication : G1
Name : 10% Monthly
Interest calculation type : Select S
Balance interest calculation
Press enter to save in your request
Prepare account balance interest calculation:
Path : SPRO- Financial accounting – General ledger accounting- Business transactions – Bank account interest calculation – Interest calculation Global settings- prepare account balance interest calculation (Tr.Code OBAA)
Select new entries button
Interest calculation indicator : G1
Interest calculation frequency : Select 01
Calendar type : Select G (28 31/365)
Select balance plus interest check box
Save
Press enter to save in your request
Calendar TypeIn case of rupee loans we use G Calendar In case of foreign currency loans we
use F calendar.FC Loan from SBI LIBOR +2%
(LIBOR Mean London Inter Bank Offer Rate)For interest calculations the denomination will be always 360 days
FIBOR – Frankfurt Inter Bank Offer Rate
80
MIB - Mumbai Inter Bank Offer Rate
Define Reference Interest Rates :
SBI rupees term loan 10/04/2008 10000010/09/2008 10000
Interest calculation for the year
1 st method On 100000 from 10/04/2008 to 31/03/2009 at 10% 15000On 100000 from 10/09/2008 to 31/03/2009 at 10% -3000
--------12000
2 nd Method On 10000 from 10/04/2008 to 09/09/2008 at 10% 5000On 90000 from 10/09/2008 to 31/03/2009 at 10% 7000
------12000=====
If the account is having credit balance 10%If the account is having debit balance 8%Loan account – Interest indicator Account Credit balance reference
interest rate : G2-10%Account debit balance reference interest rate G3-8%
A) Interest rates are given to reference interest rate (G2 and G3)B) Reference interest rates are specified separately if there is a credit balance and if
there is a debit balance and it will be assigned to interest indicatorC) Interest indicator will be specified in loan account.
Define reference interest rates:
Path : SPRO – Financial accounting – General ledger accounting – Business transaction –Bank account interest calculation – Interest calculation –Define reference interest rates (Tr code is OBAC)
Select new entries button
Ref int.rate : G2
81
Long text : Credit balance 10% interest
Description also credit balance 10% interest
Date from :01.04.2008
Currency : INR
Save
Press enter to save in your request
Select next enter button
Ref.int.rate : G3
Long text : Debit balance 8% interest
Description : Dr. Bal 8% int
Date from : 01.04.2008
Currency : INR
Save
Define Time – Dependent Terms
Path : SPRO – Financial accounting – General ledger accounting – Business transaction – Bank account interest calculation – Interest calculation- Define time – Dependent Terms
Select new entries button
Interest calculation indicator : G1
Currency key : INR
Effective from : 10.04.2008
Sequential number :1
Terms : Select credit interest balance interest calculation
Ref.interst rate : G2
Save
Press enter to save in your request
Select next entry button (F8)
Interest calculation indication : G1
Currency key : INR
Effective from :01.04.2008
82
Sequential number :2
Term : Select debit interest balance interest
calculation
Reference rate : G3
Save
Enter Interest ValuesSame path as above (Tr code is OB83)
Select new entries button
Reference interest rate : G2
Valid from : 01.04.2008
Interest rate : 10 (one month)
Reference interest rate : G3
Valid from : 01.04.2008
Interest rate : 8
Save
Press enter to save in your request
Creation Of 2 Gl Masters
A .SBI rupees term loan Secured loansB. Interest account Intrest
To check account groups for giving account numbers OBD4Select position buttonGive the chart of accounts : AMLEnterSecured loan range :100300 -100399Interest range : 400400-400499
Creation Of Gl Masters (Fs00)
Give the GL account no. :100300
Company code : AML
Select with template button
Give the GL Account no. :100000 Equity share capital
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Company code : AML
Enter
Change the account group to secured loans
Change short text to SBI rupee term loan
Change GL account long text to SBI rupee term loan
Change GL Account text to SBI rupees term loan
Select Create / Bank / Interest tab
Field status group change to G005
Interest indicator select G1
Save
Tr.Code: FS00
GL Account no. :400400
Company code : AML
Select with template button
Give the GL account no. :400100 salaries account
Company code : AML
Enter
Select type / Description tab
Change account group to interest
Change short text to interest a/c
GL account long text: Interest account
Save
Assignment accounts for automatic postings:
Path : SPRO- Financial accounting – General Accounting – Business Transactions – bank account interest calculation- Interest Posting – prepare GL Account balance interest calculation (Tr.Code OBV2)
Select symbols button0002 Interest paid2000 GL Account (paid)Interest account Dr 0002 400400To SBI rupees term loan 2000 100300
84
If more than term loan 2000 ++++++++++ ( 10 Times plus)
(10 times +(plus) mean any account number)
Length of account no. maximum 10 digitsWe are using 6 digits – why can not we use ++++++ (6 times plus)When we post a transaction – Cash account Dr
Credit to equity share capital and when we give the account number 200100 for cash account and 100000 for Equity Share Capital – It takes in the beginning 0000200100 Debit and 0000100000 Credit and when we save it saves with 200100 and 100000.
If we gives 6 times plus – when we simulate for loan it takes 000010 and it can not save.
SBI rupees term loan 100300IDBI rupees term loan 100301ICICI rupees term loan 100302
At the time of interest calculation, we give for which loan account interest is to be calculated. Now we are asking the system to calculate interest for 100301 – IDBI rupees term loan account 100301 will be replaced in ++++++++++
Select accounts buttonGive the Chat of Accounts : AMLEnter
Accounts symbol Currency GL A/c0002 INR 4004002000 INR ++++++++++
Select save button or Ctrl +SPress enter to save in your request
Open Posting period (Tr.Code is OB52)
To open posting periods for April 2008
Select position button
Give the posting period variant : AML
Enter
For Variant : AML
From the period 1 is :1
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Select save button or Ctrl+S
Press enter to save in your request
SBI rupee term loan receipt : F-0210.04.2008 SBI cheque date 10000012.04.2008 cheque deposit in bankDocument date :12.01.2008Posting date :12.04.2008
Interest calculation in SAP from 12.04.2008Where as bank calculates from 10.04.2008We are giving value date 10.04.2008Now SAP also calculates interest from 10.04.2008
Document date & posting date :10.04.2008
Type : SA
Company code : AML
Posting key :40
Account :200100 (Cash a/c)
Enter
Ignore the warning message press enter
Amount :100000
Business area : AMLH
Value date :10.04.2008
Text : SBI Term loan receipt
Posting key :50
Account key :100300 SBI Rupee term loan
Enter
Amount : *
Business area : AMLH
Value date :10.04.2008
Text :+
From the new select document simulate and save.
Term loan repayment (F-02)
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Due date :10.09.2008Cheque date :10.09.2008 To bank credit in SBI books only on 12.09.2008 interest credit will be in our books 10.09.2008SBI gives credit from 12.09.2008Cheque date :07.09.2008Value date :10.09.2008
F-02Give the document date & posting date 07.09.2008
Type : SA
Company code : AML
Currency : INR
Posting key :40
Account no. :100300 SBI rupee term loan
Enter
Ignore the warning message press enter
Amount :10000
Business area : AMLH
Value date :10.09.2008
Text : SBI Term Loan Repayment
Posting key :50
Account :200100 (Cash account)
Enter
Amount enter :*
Business area : AMLH
Value date :10.09.2008
Text :+
From the menu select document –>Simulate and save
Balance Interest calculations:
Path: Accounting – Financial accounting – General ledger- periodic processing- Interest calculation-Balance interest calculation (F.52)
Company code :AML
87
Give the GL account :100300 ( SBI Rupee Term Loan)
Calculation period :01.04.2008 to 31.03.2009
Execute
Select back arrow
To view line item wise interest
Select additional balance line check box
Execute
Select bank arrow
How to give effect for floating rate of InterestInterest rate change from 10% to 12% from 01.06.2008On 100000 from 10/04/2008 to 31/05/2008 @10%On 100000 from 01.06.2008 to 09.09.2008 @12%On 90000 from 10/09.2008 to 31/03/2009 @12%
Open one more session with SPRO
Path :SPRO- Financial accounting – General ledger accounting – Business transactions- Bank account interest calculation – Interest calculation- Enter Interest Values (OB83)
Select new entries button
Reference interest rate : G2
Valid from :01.06.2008
Interest rate :12
Save
Press enter to save in your request come to the first session
Execute
Select back arrow
Interest postings to accounts:
Change the calculation period : 01.04.2008 to 30.04.2008
Select post interest settlements check box
Select update master records check box
Session name : AML
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Posting to business area : AMLH
Posting date of session :30.04.2008
Posting segment text : Interest for April 2008
Select execute button
To view the batch input session
From the menu select system – >Services –> Batch input Session
Select session name : AMLSelect process buttonSelect display errors only radio buttonSelect process buttonWe get a message processing of batch input session completedSelect exit batch input button
To view the document posted use the (Tr. Code FB03)
Go and see the GL maser (FS00)
Give the GL Account no. :100300 (SBI rupee T.L)Company code : AMLFrom the menu select GL account –->Display –-> Select create / Bank / Interest tabKey date of last interest calculation :30.04.2008Date of last interest run :20.10.2008On which date we have to run
1. Simple interest 2. Compound interestSBI rupee term loan 10.04.2008 100000 SBI rupee term loan 10.04.2008 100000
30.04.2008 5750002-400400 Interest A/c For may it calculates on 1005752000-100510 Interest payable a/cFor may it calculates on 100000
Interest also to post to separate accounts400400 Interest on SBI Rupee Term Loan400401 Interest on IDBI Rupee Term Loan400402 Interest on ICICI Rupee Term Loan
0002-400400 interest on SBI rupee term loan, we are calculating interest for IDBI rupee term loan
In batch input session – select process forward radio buttonDeselect display errors only radio button
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40 400400 Interest on SBI Term Loan 1000Change account no to 400401
How to make open items initially inactive:Clearing
1 1000 Cr2 2000 Cr3 3000 CrPayment 1000 Dr
The difference is too large for clearing all items are initially inactive1 1000 Cr2 2000 Cr3 3000 Cr
Payment 1000 Dr
Path : Accounting – Financial Accounting – General ledger – Environment – User parameter- Editing options (Tr.code is FB00)
Select open items tabSelect selected items initially inactive check boxSave
Foreign Currency Balance Revaluation FC term loan (Foreign currency TL)
|Long term working capital Fixed assets purchase
|Local assets Imported assets
21.10.2008 100000 USD 47 470000013.10.2008 100000 USD 50 5000000
----------- 300000========
As per accounting standard 11 (ASII)Balance to be revaluated and change to profit & loss account.
Creation of 3 GL MastersA) SBI FC Term loan Secured loansB) Exchange again other incomeC)Exchange loss Administration
To check account groups for giving account no.OBD4Select position buttonGive the chat of accounts : AML
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EnterNote the other income range 300100 to 300199
Create of GL masters FS00
Give the GL account no.100301Company code : AML
Select with template button
Give the GL account no :100300 (SBI Rupee Term Loan)
Company code : AML
Enter
Change short text and long test to SBI FC term loan
Select control data tab
Account currency change to USD
Deselect only balance and loan currency check box
Select create / bank / Interest tab
Interest indicator : Blank
Delete the dates
Save
GL Account :300100
Company code : AML
Select with template button
Give the GL account no. :400300 Rent account
Company code : AML
Enter
Select type/ Description tab
Change account group to other income change short text and GL account long text to
exchange gain
Save
GL Account : 400301
Company code : AML
Select with template button
Give the GL account no.400300 rent account
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Company code : AML
Enter
Change short text and GL account long text to exchange loss
Save
DEFINE ACCOUNT PRINCIPLES
Path : SPRO- Financial accounting(new)-Financial accounting global setting (new)-Ledgers-Parallel accounting-Define accounting principles
Select new entries button
Accounting principle :B
Name / Description of accounting principle.: INDIAN ACCOUNTING STANDARDS
Press enter to save in your request
Assignment accounting principle to ledger groupsSame path as above
Select new entries button
Accounting principle : B1
Target ledger group :0L
Save
Press enter to save in your request
Define valuation methods
Path: SPRO- Financial accounting (new)- General ledger accounting (new)-Periodic processing – Valuate- Define valuation methods Select new entries button
Valuation method : AML1
Description : FC valuation bank selling method for AML
Select always evaluate radio button
Document type : SA
Exchange rate type for debit balance : B (bank selling rate)
Exchange rate type for credit balance :B
Select determine exchange rate of ratio button
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Save
Press enter to save in your request
Define Valuation AreasSame path
Select new entries button
Valuation area : BA
Valuation method : AML1
Currency type : Select company code currency
Save
Press enter to save in your request
Assign valuation areas and accounting principles Same path
Select new entries button
Valuation area : BA
Accounting principle : B1
Save
Press enter to save in your request
Prepare automatic postings for foreign currency valuation:
Path :Upto valuate the path is same-Foreign currency valuation-Prepare automatic posting for foreign currency valuation (Tr code is OBA1)
Double click on exchange rate difference using exchange rate key
Give you chart of accounts : AML
Select change valuation area or right arrow button
Give the valuation area : BA
Enter
Exchange rate difference key : USD
expenses account :400301
Exchange rate gains account :300100
Select save button or Ctrl+S
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Press enter to save in your request
Delete ledgers (other than OL) for Ledger Group – OL
April –March OL Leading ledger (India)Jan- Dec G1 Non leading ledger 1(US)July – June GL Non leading ledger 2(Australia)
At the time of posting – FI we don’t give ledger group it updates all the ledgers automatically
Indian accounting standards / US Accounting Australian accounting standards standards (US GAAP)
FC revaluation Add to assetCreation of ledger groups OL G1Assign ledgers OL and GI G1
Delete ledgers assigned to ledger group OL other than OL
Path :SPRO-Financial accounting (new)- Financial accounting Global settings (new) – Ledger-Define ledger group-
Select ledger group :0L
Double click ledger assignment folder
Select ledgers other than OL
From the menu select delete
Ignore the message press enter and save
Press enter to save in your request
Assign exchange rate difference key in GL Master (FS00)
Give the GL 100301 SBI FC Term loan
Company code : AML
From the menu select GL Account change
Select control data tab
Exchange rate difference key: Select USD
Select save button or Ctrl+S
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Foreign currency term loan receipt (F-02)
Give the document date : Today’s date
Type : SA
Company code : AML
Currency : USD
Rate :47
Posting key :40
Account :200100 ( Cash account)
Enter
Ignore the warning message press enter
Amount :100000
Business area :AMLH
Text :SBI FC Term Loan Receipt
Enter
Posting key :50
Account :100301 SBI FC Term loan
Enter
Amount enter :*
Business area :AMLH
Text :+
From the menu select Document Simulate and Save
Enter year end exchange rate in Forex table – OB08 Select new entries button
Exchange rate Valid from From Direct quotation ToG 31.03.2009 USD 49.50 INRB 31.03.2009 USD 50.00 INR
Save
Foreign Currency Revolution
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Path: Accounting – Financial accounting-General ledger-Periodic processing-closing-valuate-foreign currency valuation (new) (Tr.code is FAGL_FC_VAL)
Give the company code : AML
Valuation key date :31.03.2009
Valuation area : BA
Select GL balance tab
Select valuate GL Account balance check box
GL account 100301 SBI FC term loan
Select postings button
Give the batch input session name :AML
Select execute button
Select 1postings button
Select back arrow two times
Month end revaluation Diff
23.10.2008 100000 4731.10.2008 47.50 0.50 500030.11.2008 49 2.00 200000
Exchange Loss Option 231.10.2008 5000030.11.2008 200000 01.11.2008 50000
SBI FC Term loan23.10.2008 100000 470000031.10.2008 5000001.11.2008 500000 30.11.2008 200000
Loss for October 50000Loss for November 150000
---------Loss up to Nov. 200000
======
procedure for month end revaluation: (Tr code is FAGL_FC_VAL)
Enter month end exchange rates in Forex table
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Company code : AML
Valuation key date : Month end date
Valuation area : BA
Select crate posting check box
Select reverse posting check box
Select execute button
Procedure for year end revaluation
Enter year exchange rate in Forex table
Company code : AML
Valuation key date year end date
Valuation area : BA
Select create posting check box
Reversal posting date :Blank
Deselect reverse posting check box
Select execute button
From the menu select System –-> Services-Batch input – Sessions
Select session FAGL_FC_VALU
Select process button
Give the business area : AMLH
Enter
Second
Business area : AMLH
Enter
We get a message processing of batch in put session completed
Select exit batch input button
To view the document posted view the Tr.Code FB03
Enter
Select display currency button
End user area customization area SPRO
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SAP easy access screen)
How to view path when transaction code is given
In command filed enter search – SAP- menu
Search –SAP-Menu
Press enter
Search text entry : F-02
Enter
CUSTOMIZATION AREA: Use the Tr.code is SPROSelect find button (Ctrl+F)Search term : Fiscal yearEnterSelect fiscal year in area financial accounting global settingsEnter
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ACCOUNT PAYABLE
This is subledger (subsidiary ledger). This is used when material management (MM) module is not implemented for all type purchases material purchase services.
When Material Management(MM) module is implemented.
This is used for services where TDS is to be deducted.
Eg.Job work charges /legal and professional charges
In normal accounting for raw material purchases.
Purchase A/c DrTo party
In SAP :for Raw material purchasesInventory RM Dr General ledger
To party Sub ledger –Sundry creditors –General ledger|
Reconciliation account on control account
Trail balance will not match –when we post to party automatically it updates sundry creditors –RM
Basic settings for account payable: 1. Creation of vendor account groups
a) we create FI vendors services partiesb) MM vendors -Reconciliation account
Material parties -Required entry field2. Create number range for vendor accounts:3. Assign number range group to vendor account group.4. Define tolerance group for vendors.5. Creation of 2GL masters.
a) Inventory raw material - Current assets, loans & advancesb) Sundry creditors – RM -Current liabilities & Provisions
6. Creation of vendor master 7. Document type and no.ranges
KR: Vendor invoicesKZ: Vendor payment KA: Vendor document for transfers / Reversals
8. Posting keys :31 Vendor credit:25 Vendor debit
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Creation of vendor accounts groups:
Path :SPRO –Financial accounting –Accounts receivable and accounts payable-Vendor accounts-Master data-preparation for creating vendor master data- Define account groups with screen layout (vendors)
Select new entries button
Account group :AML1
Name :FI vendors for AML
Double click on company code data
Double click on account management
Reconciliation account make it required entry field
Cash management group make it suppress
select save button
select create request button
short description :AP customization for AML
enter
press enter to save in your request
select next entry button
account group AML2
Name :MM vendor for AML
Double click on company code data
Double click on account management
Reconciliation account : Make it required entry filed.
Cash management group select suppress
Save
Create number range for vendors account :
Up to preparation for creating vendor master data path is sameCreate number ranges for vendors account.(Transaction code is XKN1)
Select change intervals button
Select interval button
Number range :13
100
From no. :4200001
To no. :4300000
Enter
Select interval button once again
No.range :14
From No. :4300001
To no :4400000
Enter
Save
Ignore the warning message press enter
Assign number range to vendor account groups:Same path
Select position button
Account group :AML1
Enter
For account group :AML1
Number range :13
Account group AML2
Number range :14
Press enter to save in your request
Define tolerance group for vendor
Path :SPRO-Financial accounting-Account receivable and account payable-Business truncations-Outgoing payments-manual outgoing payments-Define tolerances(Vendors)
Select new entries button
Company code :AMLTolerance group : BlankDescription :Tolerance group for AMLSave
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Press enter save in your request
Creation 2GL masters (FS00)
Give the GL account no.200120
Company code :AML
Select with template button
Give the GL account no.200100 Cash A/c
Company code : AML
Enter
Change short text and GL A/c long text to Inventory RM (Raw material)
Select create /bank /interest tab
Field status group change to G001
Deselect relevant to cash flow check box
Save
One more A/c
GL Account No.100501
Company code :AML
Select with template button
Give the GL A/c No.100500 (Outstanding exp)
Company code :AML
Enter
Select type/ Description tab
Change short test and GL account long test to Sundry Creditor to RM
Select control data tab
Deselect only balances in local currency check box
Reconciliation account for account type select vendor
Deselect open item management check box
Sort key :Select 012 vendor number
Select create /bank /interest tab
Field status group change to G067 (reconciliation accounts)
Save
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Creation of vendor master:
Path : Accounting-Financial accounting –Account payable-Master records-Maintain centrally-Create (Transaction code is XK01)
Give the company code :AML
Account group :AML1
Enter
Title :Select company
Name :Birla Chemicals Limited
Street : Ameerpet
Post :500082
City :Hyderabad
Country :In(India)
Telephone no. :040123456
Select next screen button three times
Reconciliation account :Select 100501 (sundry creditors raw materials)
Sort key :012 Vendor no
Select next screen button
Payment terms :Select 0001 (payable immediately)
Tolerance group :Blank
Select check double invoice check box
Save
MM ModulePurchase order
|Goods receipt
|Invoice verification
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FI ModuleDocument date :Party bill date 01.10.2008
Posting date 31.10.2008 07.11.2008Reference vendor no. party bill no.
1234 1234 | |Save save
Doc no.100001
System gives a wrong message no.100001 is posted to the party with the same amount. Do you want to post once again.
Provided we select check double invoice check box (If MM module is not implemented and same bill two times entry)
Document types and no. ranges (OBA7)Select type KR Vendor invoice
Select details button
Number range 19 (Note down the no.range)
Select number range information button
Give the company code : AML
Select change intervals button
Select interval button
No.range :19
Year :2008
From no. :100001
To no. :200000
Enter and save
Ignore the warning message press enter
Select back arrow 3 times
Select type -KZ vendor payment
Select details button
No. range 15 (note down the no.range)
Select no.range information button
Give the company code :AML
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Select change intervals button
Select interval button
No.range year From no. To no.
15 2008 200001 300000
Enter and save
Ignore the warning message press enter
Select back arrow 3 times
Select type – KA vendor document
Select details button
No.range 17
Select no.range information button
Company code : AML
Select change interval button
Select interval button
No.range :17
Year :2008
Form no. :300001
To no. :400000
Enter and save
Ignore the message press enter
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HOUSE BANK Bank branch name Bank AddressContact personTelephone no.
Senario11. House bank SBI Main branchNo.of account Current A/c Current A/c Current C/AID’s (Identification) No.1 No.2 No.3
Scenario 2
2 House banks SBI Main branch BI Begumpet Branch | |
Account ID Current A/c No. Current A/c No.
Steps:1) Creation of GL Master SBI current account Under Current assets , Loans &
Advances2) Define House bank3) Creation of check lots check from no., check to no.
* In SAP check mean cheque
1. Creation of GL Master (FS00)
Give the GL account no.200105Company code :AMLSelect with template buttonGive the GL account no. : 200100 Cash A/cCompany : AMLEnterChange short text and GL account long text SBI current A/csave
2. Define house banks
Path : SPRO-Financial accounting –Bank accounting-Bank accounts –Define house banks (FI12)
Give the company code : AML
Enter
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Select new entries button
House bank :SBI
Bank country :IN
Bank key :AML1 (text field)
Save
Bank name :State Bank of India
Street :Bank Street
City :Hyderabad
Bank branch :Main branch
Enter
Press enter to save in your request
Double click on bank account folder
Select new entries button
Account ID :SBI1
Description :SBI current A/c no.1
Bank account no. :AML1234
Currency :INR
G/L Account no. :200105 SBI current a/c
Select save button
3. Creation of check lots:
Path :Accounting –Financial accounting-Accounts Payable –Periodic Processing -payments (F110)
From the menu select Environmentcheck Information Number ranges (FCHI)
Paying company code :AML
House bank :SBI
Account ID :SBI1
Select change button (Shift +F5)
Select create button
Lot no. : 1
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Check no :500001
To no. :500100
Select –Non sequential check box
Short information :SBI
Purchase date :Today’s date i.e Check box issue date
Enter and save
Manual payment Automatic payment 1. We can issue any check any time System will issue check one after
another 2. Sequential or Non-sequential Sequential
Purchase invoice posting
Path : Accounting-Financial accounting-Account payable –Document entry- Invoice general (Transaction code F-43)
Give the document date :Todays date
Type :KR(Vendor)
Company code :AML
Posting key :31 (Vendor credit)
Account :4200001 (Vendor no.)
Enter
Give the amount :500000
Business area :AMLH
Text :Purchase invoice posting
Posting key :40
Account no. :200120 (Inventory raw material)
Enter
Amount :*
Business area :AMLH
Text :+
From the menu select document Simulate and save
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2. How to view vendor account transactions
Path: Accounting –Financial accounting-Account payable-Account –Display change line items (Transaction code is FBL1N)
Give the vendor account :4200001
Company code :AML
Select open items radio button
Select normal items check box
Select execute button
3. To view general ledger sundry creditor raw material –Transaction code is FS10N
Give the GL account no. :100501 Sundry creditor raw material
Company code : AML
Fiscal year :2008
Business area :AMLH
Select execute button
Double click on cumulate balance amount
To view vendor wise
Select change layout buttonSelect assignment field from the hidden fields column Select amount in local currency (under column content)Select left arrowSelect copy button100501 Sundry creditors RMSort key :012 Vendor numberSort key updates assignment field automatically
Outgoing payment with clearing
Path :Accounting – Financial accounting-Accounts payable -Document entry–Outgoing payment –Post (F-53)
Give the document date : Todays date
Type :KZ
Company code :AML
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Clearing text :Outgoing payment
Account under bank date :200105 (SBI current account)
Amount :5000
Business area :AMLH
Text :Outgoing payment
Account under open item select :4200001
Account type :K comes by default (K stands for Vendors)
Select process open items button
Double click on payable amount :5000
Document Simulate
Select save button or Ctrl+S
Go and see the vendor account truncation (Tr.code is FBL1N)
Give the vendor account no. :4200001
Company code :AML
Select cleared item radio button
Select normal items check box
Execute
Creation of manual check
Path :Accounting –Financial accounting –Accounts payable –Environment –Check information –Create –Manual checks (Tr code FCH5)
House bank :SBIAccount ID :SBI1Give the check no. :500025Save
Display check resister Upto check information the path is same Display –Check register (Tr code is FCHN)
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Give the paying company code :AMLExecuteDouble click on check no. :500025Select accompany documents button
Path A/cBill no. Amount Payment Payment doc.no. Check 1 5000 5000 200005 5000012 50003 150004 5000 5000 200001 500025 payment history5 5000 5000 200010 500005
Assignment of check no.to payment no.payment doc no.is cleared will be number
Check encashment date updating: Based on bank statement we update check encashment date.
Advantage 1 1. We know on which date the check is encased by the party2. Bank reconciliation is easier3. upto check information the path is same change –Additional info/Cash
(Tr code is FCH6)paying company code :AMLHouse bank :SBIAccount ID :SBI1Check no. :500025EnterGive the check encashment :20.11.2008Save
Go and see check register FCHN
give the paying company code :AMLExecuteSort date wise –FI the encashment date is bank or offer 30.11.2008Checks issued but not presented.
Unissued checks cancellation
Some time while writing check we commit mistake before issuing to party – we cancel checkUp to check information the path is same void –unused checks (Tr code is FCH3)
Give the paying company code :AMLHouse bank :SBI
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Account id :SBI1Check no.from :500001Void reason code :Select 06 destroyed select void button
(Shift+F5)
Go and see the check register (FCHN)
Give the paying company code :AML
Select execute button
Once the check lot is over all check keep the cursor and cheque no.from to select
sort in ascending order button (Ctrl +F5)
If any number is missing between the check is misused.
How to create void reason code
Path :SPRO-Financial accounting –Accounts receivable and accounts payable-Business truncations-Outgoing payments –Automatic outgoing payments-Payment media –check management –Define void reason codes (Tr code is FCHV)
Select new entries buttonReason :15Void reason code :Stop payment for AML Select save button or Ctrl+SPress enter to save in your request
How to delete encashment date data:500019 we have to give encashment date 20.11.2008 for 500019.by mistake we
have given for 500020500025 20.11.2008 to delete encashment date500021500022
Path :up to check information the path is same – Delete –Reset data (Tr.code is FCHG)Give the paying company code :AMLHouse bank :SBIAccount id :SBI1Check number :500025Select reset cashing data radio buttonExecuteSelect yes button for the message to reset data
Go and see the check register (FCHN)
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Give the paying company code :AMLExecute
Issued check cancellation System will not permit to cancel encashed checks.
Vendor account a) Invoice posting (F-43) a) 01 (open items)b) Outgoing payment with clearing (F-53) b) Bank 5000 Dr a)5000 Crc) Manual check creation (FCH5) CI (Clearing items)
A) 5000 CrB) 5000 Dr
d)Display check register (FCHN)e) Issued check cancellation 1) Reset cleared items –Delinking bill amount and payment amount
Vendor Account01
B) Bank 5000 Dr A) 5000 Cr2) Reverse payment
Vendor account 01
A) 5000 Cr
Cancel check
Path :upto check information the path is same –Void-Cancel payment (Tr.Code is FCH8)
Paying company code :AML
House bank :SBI
Account ID :SBI1
Check number :select 500025
Void reason code :15 (stop payment for AML)
Reversal reason :select 01(reversal in current period)
Select cancel payment button
Go and seethe vendor account FBL1N
Give the vendor account no. :4200001Company code :AMLSelect open items radio buttonSelect normal items check boxSelect execute button
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Go and see the check register FCHN
Give the paying company code :AMLSelect execute button
Advance payments to vendors (down payments to vendors)
Sundry creditors Purchase Advance Advance to vendors (current liabilities) (current assets)
Payment purchase1. Creation of GL master –Advance to vendors –Current assets, Loans & Advances2. Link between sundry creditors ands advances to vendors
A (Advance special GL indicator)^
Sundry creditors Advance to vendorsReconciliation account Alternative reconciliation account or special
GL Account 100501 200150
Vendor A/c 4200001 – BirlaChemals Limited -100501At the time of making payment –we know the purpose of payment.If it is payment against a bill -4200001100501-Sundry creditorsIf it is payment as an advance 4200001 A 4200001 – Birla Chemicals Limited -100501
A(Advance (Special GL indicator))^
100501 200150
Advance payment posting
Purchase invoice postingTransfer of advance from special GL to normal by clearing special GL items.Clearing of normal items.Vendor account have two parts
1) Normal items2) Special GL items
Creation of GL master advance to vendors (FS00)
GL A/c No. :200150
Company code :AML
Select with template button
Give the GL account no.100501 (Sundry creditors raw material)
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Company code :AML
Enter
Change account group to current assets loans & advances
Change short text and GL account long text to Advance to vendors
Other fields are common
Select save button or Ctrl+S
Link between sundry creditors and advance to vendors:
Path :SPRO-Financial accounting-Accounts receivables and accounts payables – Business transactions-Down payment made-Define alternative reconciliation account for down payments (Tr code is OBYR)
Double click on A or down payment on current assets
Give the chart of accounts :AML
Enter
Reconciliation account :100501
Special GL account :200150
Select save button or Ctrl+S
Press enter to save in your request
Advance payment posting:
Path :Accounting –Financial accounting –Account payable –Document entry-down payment –Down payment (F-48)
Document date :Todays date
Type :KZ
Company code :AML
Vendor account :4200001
Special GL indicator :A
Bank account :200105 SBI current account
Business area :AMLH
Amount :25000
Text :Advance payment posting
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Enter
Amount :*
Business area :AMLH
Text :+
From the menu select Document –Simulate and save
Go and see the vendor account transaction (Tr.code is FBL1N)
Give the vendor account no. :4200001Company code :AMLSelect open items radio buttonSelect special GL transaction check boxExecute
Purchase invoice posting (F-43)
Give the document date :Today’s date
Type :KR
Company code :AML
Posting key :31
Account no :4200001
Enter
Amount :25000
Business area :AMLH
Text :purchase invoice posting
Posting key :40
Account no. :200120 inventory raw material
Enter
Amount :*
Business area :AMLH
Text :+
From the menu select document –simulate and save
Go and see the vendor account (Truncation code FBL1N)
Give the vendor account no. :4200001
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Company code :AML
Select open item radio button
Select normal items check box
Execute
Select back arrow
Select special GL truncation check box along with normal items
Execute
Transfer of advance from special GL to normal by clearing special GL items
Path :Accounting –Financial accounting-Accounts payable-Document entry-Down payment –Clearing (F-54)
Give the document date :Today’s date
Document type :KA
Company code :AML
Vendor account :4200001
Text :Advance transfer to normal
Select process down payments button
Transfer posting :25000
Save
Go and see the vendor account transactions FBL1N
Give the vendor account no. :4200001
Company code :AML
Select clearing items radio button
Select special GL transaction check box
Execute
Select back arrow
Select open items radio button
Select normal items check box
Execute
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Clearing of normal items:
Path : Accounting –Financial accounting –Accounts payable –Account –Clear (F-44)
Give the account no. :4200001Company code :AMLSelect process open items buttonDouble click on credit 25000Double click on debit 25000Save
Go and see the vendor accounts (Transaction code .FBL1N)
Give the vendor account no. :4200001Company code :AMLSelect cleared items radio buttonSelect normal items check boxExecute
Vendor account|
Normal / Items6 5 25000 425000 Sundry creditors C/L
Special GL itemsAdvance to vendor 3 25000 5 25000
2 nd Scenario Advance more bill lessAdvance 200000Bill amount 50000
A) Advance payment posting (F-48)B) Purchase in voice posting (F-43)C) Transfer of advance of Rs.500000 from special GL to normal (F-54)
Vendor A/c normal itemsD C 50000 B 50000Special GL itemsA 200000 C 50000
D) Clearing of normal items (F-44)
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Final resultVendor special GL shows a balance of Rs.1500000 – Advance to vendorsTo be cleared against future bills.
3 rd Scenario Advance bill moreAdvance 9000Bill amount 90000
Vendor A/c normal items
A) Advance payment posting (F-48)B) Purchase invoice posting (F-43) C 9000 B 90000C) Transfer of advance from special GL to normal
by clearing Special GL ItemsSpecial GL (F-54) A 9000 C 9000
D) While making balance payment Of Rs.81000 double click on bill
Amount 900000 and payment amount Rs.9000. All the 3 line items will go to Clearing items (F-53)
TERMS OF PAYMENT 01 Payable immediately - Due net
Path : SPRO-Financial accounting –Accounts receivable and accounts payable –Business transactions-Incoming invoices / Credit memos – Maintain terms of payment
Select new entries buttonPayment terms :AML1Select customer check boxSelect vendor check boxDefault for base line dateNo default :No.of purchases during the month base line date at
the time of Invoice posting –Blank For all purchases during the month give month end date.
Document date :Party bill datePosting date :Goods receipt dateEntry date :Quality approval date
Payment terms :If the payment is made within 10 days -3% cash discount
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If the payment is made within 20 days -2% ash discount payable within 30 days
Under default for baseline date: Select posting date radio buttonPercentage No.of days
Term 1 3 10Term2 2 20Term3 - 30
Press enterSelect save button or Ctrl+SPress enter to save in your request
Cash Discount Received
Trade discounts are to be adjusted to purchases where as cash discounts are to be shown under other income.
Creation of GL master –Cash discount received other income (FS00)
Give the GL A/c no. :300101
Company code :AML
Select with template button
Give the GL account 300100 exchange gain
Company code :AML
Enter
Change short text and GL account long text to cash discount received.
Save
Assignment of account for automatic postings:
Path :SPRO-Financial accounting-Accounts receivable and Accounts payable-Business transactions-Out going payments-Out going payments global settings –Define accounts for cash discount taken. (Tr Code is OBXU)
Give the Chart of Accounts :AMLEnterSaveGive the account no.300101 cash discount received SavePress enter to save in your request
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Purchase invoice posting (F-43)
Document date :25.10.2008
Posting date :01.11.2008
Entry date :Today’s date
Type :KR
Company code :AML
Currency :INR
Posting key :31
Account :4200001
Enter
Amount :100000
Payment terms :Select AML1
Text :Purchase invoice posting
Enter
Ignore the warning message press enter
Posting key :40
Account no. :200120 Inventory raw material
Enter
Amount :*
Business area :AMLH
Text :+
From the menu select document –Simulate and Save
Go and see the vendor account (Transaction code is FBL1N):
Vendor account :4200001
Company code :AML
Select open item radio button
Select normal items check box
Execute
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Form the menu select change layout button
Form the hidden fields column
Select current cash discount amount
Select amount in document currency under column-contain
Select left arrow or show selected fields button
Select copy button
Outgoing payment with clearing (F-53)
Document date :Today’s date
Type :KZ
Company code :AML
Clearing text :Out going payment
Account under bank data :200105 SBI current account
Business area :AMLH
Amount :97000
Text :out going payment
Account :Under open item selection 4200001
Select process open items button
Double click on payable amount :100000
From the menu select document Simulate
We get a message correct the marked line items.
Double click on blue font
Text enter :+
Save
Automatic payment program (APP)
System will -Check due dates-Issue check-Pass the enter and cleared party account -Generate payment advance- update check register
The check lot should be sequential –we are not programmer –system given payment program.
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Check format and payment advice formatAPP will be used by cash rich companies They run weekly / for every 10 days /For every 15 days
At the time of APP run, we have to give bankwise ranking with available amounts.SBI 1 1000000IDBI 2 500000ICICI 3 300000
It will issue checks from SBI upto 10 lakhs. Then afterwards it issued form IDBI upto 500000 – Then it goes to ICICI and issued up to 3000000
After run, it gives a proposal – In the proposal it shows for which parties for which bills from which bank it is going to issue to checks.
We can edit proposal By blocking some invoices for payment Or
By charging bank
Due Party X Party Y1 12 23 34 45 5
Black invoices 4,5 and make the payment for 1,2 and 3 use the fund for party bill payments.
System is issuing form SBI for party X 3 bills –party is having account in ICICI-Change bank from SBI to ICICI.
Setup payment methods for country for payment transactions
Path :SPRO –Financial accounting-Account receivable and account payable –Business transactions-Outgoing payments –Automatic outgoing payments -Payment method /Bank selection for payment program-Setup payment method per country for payment transactions
Select new entries button
Country :IN
Payment method :B
Description :Check
Select outgoing payments radio button
Select check radio button
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Document type for payment :KZ
Clearing document type :KZ
Payment medium program :RFFOUS_C
Name of print date set :LIST1S
Save
Press enter to save in your request
Setup payment methods per company code for payment transactions:
Same path
Select new entries button
Paying company code :AML
Payment method :B
Minimum amount :10
Maximum amount :9999999999
Select payment per due day check box
Select from data button
From for the payment medium: F110_PRENUM_CHECK
Drawer on the form : for Aravind Mills Limited
Authorized signatory
Save
Press enter to save in your request
Setup all company codes for payment transactions:
Same path
Select new entries buttonCompany code :AMLPaying company code :AMLSeparate payment per business area check boxOut going payment with cash discount from : Bank interest rate 1.5% per month
18% per annum Payment term: If we make the payment within 30 days we get -1% cash discountDue within 60 days
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System will payment 60 days since discount is less than bank interest rate.Within 30 days :Interest for month 1.5Within 60 days :Interest for month 1.5+1.5
Payment terms:If we make the payment within 30 days we get 2% cash discount.Due with in 60 days System will within 30 days since discount more than bank interest rate.
Maximum cash discount:Payment term:If we make the payment within 30 days we get 1% cash discount. Due within 60 days.Though we are not entitled, system claims 1% cash discount and make the balance payment only even if it is paid with 60 days.Special GL transaction to be paid under vendors : Select A (Advances)SavePress enter to save in your request
Setup paying company codes for payment transactions:
Same path
Select new entries button
Paying company code :AML
Select forms button
From for the payment advise F110_D_AVIS
Select sender details button
Text ID :Select ST (ST stands for Text)
Letter header :F_0001_HEADER
Footer :F_0001_FOOTER
Sender :F_0001_SENDER
Save and Press enter to save in your request
Creation of sequential check lots (FCHI)
Paying company code :AML
House bank :SBI
Account ID :SBI1
Select change button
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Select create button
Lot number :2
Check number :800001
To :801000
Deselect non-sequential check box
Short information :SBI
Purchase date :Today’s
Enter and save
Assign payment methods in vendor master:
Path :Accounting-Financial accounting –Accounts payable-Master records –Maintain centrally-Change (XK02)
Give the vendor no. :4200001Company code :AMLSelect payment transaction check box under company code dataEnter Payment methods :Select ‘B’Payment block :If we don’t want to make the payment to this party in this
run, select -Skip account
Alternative payee :We have purchased from Birla Chemicals Limtied –BCL has to make the payment to party XYZ –BCL instructs us to make the payment to XYZ-in alternative payee give XYZ no. when we run APP ,check will be in the name of XYZ and party clearing will be BCL
House bank :BCL in having account in ICICI –It instructs us to issue check from ICICI only – We give house bank ICICI- check we issued only form ICICI.
Individual payment :When we run APP, it will issue one check only for all the bills due –some parties ask us to issue separate check for each bill. Select individual payment check box.
Separate check will be issued for each bill.Select save button or Ctrl+S
END USER AREA
Purchase invoice posting (F-43)
Document date :Today’s date
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Type :KR
Company code :AML
Posting key :31
Account no. :4200001
Enter
Give the amount :9999
Business area :AMLH
Text :Purchase invoice posting
Posting key :40
Account no. :200120 Inventory raw material
Enter
Amount :*
Business area :AMLH
Text :+
Document –Simulate and save
Setup bank determination:
Path :Accounting –Financial accounting –Accounts payable-Periodic processing-Payments (Tr code is FBZP)
From the menu select Environment maintain -Configuration
Automatic payment program –Customization one –Screen FBZP
Select bank determination button
Select position button
Paying company code :AML
Enter
Select AML
Double click on ranking order folder
Select new entries button
Payment method :B
Currency :INR
Bank order :1
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House bank :SBI
Save
Press enter to save in your request
Double click on bank accounts folder
Select new entries button
House bank :SBI
Payment method :B
Currency :INR
Account ID :SBI1
Bank sub account :200105 (SBI current account)
Business area :AMLH
save
Double click available amounts folder
Select new entries button
House bank :SBI
Account ID :SBI1
Days :999
Currency :INR
available for outgoing payment :1000000
Save
Automatic payment program run (Tr code is F110)
Path :Up to periodic processing the path is same- Payments (Tr code is F110)
Run date :Today’s dateIdentification :AML1Select parameter tabCompany codes :AMLPayment methods :B
Though we have given the date, we can run tomorrow it self
Payment term :If we make the payment within 10 days we get 2% cash discount (Dues within 30 days)
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Purchase today :07.11.2008
If we make the payment to day -2%If we make the payment on 14.11.2008 2%System will not issue check today’s – It will issue in the next run since the discount amount is same.
It control the cash flows
Party bill date :07.11.2008Payment term :AML2 30 days credit 07-12-2008APP run today : It asks next Posting date :14.11.2008
APP run2 :14.11.2008 21.11.2008Next payable date :14.11.2008Next posting date :14.11.2008
Vendor from :4200001Vendor to :4300000Save
Select bank arrow
Select proposal button (Shift +F1)
Select start immediately check box
Enter
Go on press enter (Basic Tr code box green tick mark box)
Till we get the message payment Proposal has been created
To edit the proposal -Select any proposal button enter (Shift +F4)
Double click on vendor no.
To block on invoice for payment
Double click on document no. :100001
Payment block :Select A (Block for payment )
Enter
To change bank for second bill
Double click on document no. :100004
Select reallocation button
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Payment method :B
House bank :SBI
Account ID :SBI1
Enter
Save
Select bank arrow two times
We get a message payment proposal has been edited
Select payment run button
Enter
Go on press enter .
It we get the message payment run has been carried out.
To take check printing:
Select printout / data medium tab for the program RFFOUS_C
Give the variant :A1
Select maintain variants button
Select for all selection screen radio button
Select continue button
Program run date :07.11.2008
Identification feature :AML1
Paying company code :AML
Payment method :B
Business area :AMLH
House bank :SBI
Account id :SBI1
Check lot no. :2
Select print checks check box
Printer :LP01
Select print immediately check box
Select print payment advice notes check box printer :LP01
Select print immediately check box
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Select print payment summary check box
Printer :LP01
Select print immediately check box
No.of sample print outs :0
Select don’t void any checks check box
Select attributes button (F5)
Meaning :SBI check printing date 08.11.2008
Save
Select back arrow
Save once again
Select bank arrow
Select print out button
Select start immediately check box
For job name –in place of question of mark –Give variant A1A1 Company code :AML
Business area :AMLHBank :SBIAccount ID :SBI1Check lot no. :2
Parameters are saved in the variant in place of question mark A1Press enterEnter once again
To view check printing
From the menu select system –Services output control
Select execute button
Select spool no.check box for check
Select display contents (F6)
Go and see the vendor Account FB11N
Give the vendor account :4200001
Company code :AML
Select cleared items radio button
Select normal items check box
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Execute
Double click on document type :KZ
For the amount :9999
Select call up document overview button (F9)
Select display document header button
Enter
From the menu select Environment check information
Go and see the check register (FCHN)
Give the paying company code :AMLExecute
Credit memo postings
Purchase from Birla Chemicals LimitedIf the material is not goodReturn the material or reduce the amount (Price)
BCL will issue credit note to mail or AML raises Debit note on BCLBoth are same
Doc type :KG (Credit memo) KANo.range 17 17No need to give no.range interval already we have given earlier
Path :Accounting- Financial accounting –Accounts payable –Document entry –Credit memo general (F-41)
Document date :Today’s date
Type :KG (Vendor credit memo)
Company code :AML
Posting key :21 Credit memo
Account :4200001
Enter
Give the amount :1000
Business area :AMLH
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Text : Credit memo posting
Posting key :500
Account no. :200120 Inventory raw material
Enter
Amount :*
Business area :AMLH
Text :+
From the menu select Document –Simulate and save
Note: Cash journal postings – not accept negative balances Normal postings Accept negative postings
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ACCOUNTS RECEIVABLE (A/R) This is also a Sub Ledger (Subsidiary Ledger)
This is used when Sales & Distribution (SD) Module Is not implemented-All types of sales.
Eg: Product Sale/Raw Material Sale/Scrap Sale
When Sales & Distribution(SD) Module is implemented-This is used for Raw Material Sale /Scrap Sale/Asset Sale-(Other than Product Sale)
At the time of sale:
Customer Account Dr Sub ledger Sundry Debtors(General Ledger)| |
TO SALES General Ledger |||
Reconciliation AccountOr
Control Account
BASIC SETTINGS FOR ACCOUNTS RECEIVABLE:
1.Creation Of Customer Account Groups
A)FI CustomersAsset Sale/Scrap Sale/RM Sale Reconciliation account fieldParties
B)SD CUSTOMERS Required Entry field
PRODUCT SALE PARTIES 2.Create number ranges for customer accounts
3.Assign number ranges to customer account groups
4.Creation of 2 GL masters
A)Sundry Debtors- "Current Assets,Loans&Advances"
B)Sales Account Sales5.Creation Of Customer Master6. Document Types And No.Ranges OBA7
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DR Customer InvoiceDZ Customer PaymentDA Customer Document For
Transfers/Reversals
7.Posting Keys 01 Customer Debit15 Customer Credit
We test a scenario where vendor is a customerParty BCL Party BCL
Purchase 100000 Sales 100000Sales 20000 Purchase 20000
-------- -------Net Payable 80000 Net Receivable 80000
When we Pay/Receive net amount we have to clear vendor transactions and customer transactions at a time
Note : Create receipt terms (if any cash discount debit - Debit expenses )
1.SALES INVOICE POSTING:
Creation of customer account groups
Path: SPRO- Financial Accounting- Account Receivables and accounts payables customer accounts – Master data- Preparation for creating customer master data- Define account groups with screen layout (customers)
Select new entries button
Account group : AML1
Name : FI Customers for AML
Double lick company code data
Double click account management
Reconciliation account make it required entry filed
Save
Select create request button
Short description for AR customization for AML
Press enter
Enter once again to Save in your request
Select next entry button
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Account group : AML2
Name : SD customers for AML
Double click on company code data
Double click on account management
Reconciliation account make it required entry filed.
Save.
Create No. range for customer accounts:
Path :Upto preparation for creating customer master data the path is same.-Create no. range for customer accounts (Tr.code is XDN1)
Select change intervals button
Select interval button
No. range :23
From no. :6600001
To no. :6700000.
Enter
Select interval button once again
No.range :24
From no. :6700001
To no. :6800000
Enter and Save
Ignore the warning message press enter
Assign Number ranges to customer account groups:
Same path
Select position button
Account group : AML1
Enter
For AML1 Assign no.range :23
For AML2 Assign no.range :24
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Save
Press enter to save in your request
Define tolerance group for Customer
Path :SPRO-Financial accounting-Account receivable and account payable-Business truncations-incoming payments-manual incoming payments-Define tolerances(Customers)
Select new entries button
Company code :AMLTolerance group : BlankDescription :Tolerance group for AMLSavePress enter save in your request
Creation of GL Masters (FS00):
Give the GL account no. :200110
Company code :AML
Select with template button
Give the GL account no.200150 advance to vendors
Company code : AML
Enter
Change short text and GL account long text to Sundry Debtors
Select control data tab
Change reconciliation account for account type to customers
Change sort key to 031 customer number
Select Create / Bank / Interest tab
Field status group :G067
Save
GL account no :300000
Company code :AML
Select with template button
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Change GL account 300100 Exchange gain
Company code :AML
Enter
Select type/description tab
Change the account group to sales/.
Change short text and GL account loge text to sales account
Other fields are common
Select save button or Ctrl+S
Creation of customer master
Path: Accounting- Financial accounting –Accounts receivables-Master records-Maintain Centrally-Create (Tr.Code is XD01)
Account group :select FI customer for AML
Company code :AML
Enter
Title : : select Company
Name : BIRLA Chemicals Limited
Country : IN for India
Select control data tab
Vendor :4200001
Select company code data button
Reconciliation account :200110 Sundry debtors
Sort key :031 (Customer no.)
Select payment transaction tab
Terms of payment :0001 payable immediately due net
Save
Document type number ranges (OBA7)
Select type Dr customer invoice
Select details button
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No.range :18
Select no.range information button
Company code :AML
Select change intervals button
Select intervals button
No.range :18
Year :2008
Form no. :400001
To no. :500000
Enter and save
Ignore the warning message press enter
Select back arrow 3 times
Select type :DZ (Customer payment )
Select details button
No. range :14
Select no.range information button
Company code ::AML
Select change intervals button
Select interval button
No.range :14
Year :2008
From no. :500001
To no. :600000
Enter and save
Ignore the message press enter
Select back arrow three times
Select type :DA (customer document)
Select details button
No.range :16
Select no.range information button
Company code :AML
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Select change interval button
Select interval button
No.range :16
Year :2008
Form no. :600001
To no. :700000
Enter and save
Ignore the warning message press enter
ENTER USER AREA
Sales invoice posting:
Path accounting – Financial accounting –Account receivable- Document entry-Invoice –General (F-22)
Give the document date :Today’s date
Type :DR
Company code :AML
Posting key :01 Invoice (Customer debit) C:Customer D: Debit
Account : select 6600001
Enter
Give the amount :500000
Business area : AMLH
Text : Sales Invoice posting
Posting key :50
Account :300000 (sales account)
Enter
Account :*
Business area :AMLH
Text :+
From the menu select document Simulate and save
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2.How To View Customer Account Transactions-
Path : Accunting – Financial accounting – Accounts receivable- Account-Display / Change line items (Tr.code is FBL5N)
Give the customer account no. :6600001
Company code :AML
Select open items radio button
Select normal items check box
Select execute button
Select back arrow
To view vendor and customer transactions together
Select vendor items check box along with normal items
Execute
3.Incoming payment and clear vendor and customer transactions together
Step A)Document type DZ should allow vendor transactions
Document types and no. Ranges-OBA7
Select doc type: DZ Select doc type: kzSelect details button Select details button
Below no. Range- Below no. Range-Account type: Account type: A Assets A assetsD Customers selected D customers to selectK Vendors to select K vendors selectedM Materials M materialsS GL accounts selected S GL accounts selected
Normal receipt entry: Normal payment entry:Bank A/c DR GL vendor a/c DR Vendor To customer customer To Bank GL
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use the Tr.code OBA7Select document type : DZ (customer payment )select details buttonselect vendor check boxsave
Incoming Payment :Path :Accounting – Financial accounting – Accounts receivable- Document entry- Incoming payments – (Tr.Codes is F-28)
Give the document date : Today’s date
Type : DZ Customer payment
Company code : AML
Clearing text : Incoming payment
Account under bank data : 200105 (SBI current account)
Business area :AMLH
Amount :496000
Text : Incoming payment
Account under open item selection : Select 6600001
Account type :D comes by default (D stands for
customers)
Select other accounts check box
Select process open item button
Select standard open items check box
Account type : Select K (Vendors)
Company code :AML
Account :4200001
Select continue button
Double click on all open items
Document Simulate and save
Go And See The Customer Account Transactions (Tr.code is FBL5N)
Give the customer account no. :6600001
Company code :AML
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Select cleared items radio button
Select normal items check box
Select vendor items check box
Execute
Advance Receipts From Customers(Down Payment Receipts From Customers)Sundry Sale Advance Advance fromDebtors Customers(Current (Current Liabilities)Asset)
Receipt Sale
1. Creation Of GL Master-Advance From Customers- under Current Liabilities & Provisions (FS00)
2. Link between Sundry Debtors and advance from Customers
A (Advance) Special GL Indicator/\
Sundry debtors Advance from customers
(Reconciliation Account) (Alternative reconciliationaccount or special GL
account)
3.Advance Receipt Posting4. Sales invoice posting5. Transfer of advance from special GL to normal by clearing special GL items6. Clearing of normal items a)Customer account two parts b) Special GL items
1. Creation of GL master –advance from customer current liabilities & provisions (FS00)
Give the GL account no. :100502
Company code :AML
Select with template button
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Give the GL account no. :200110 Sundry debtors
Company code :AML
Change account group to current liability & provisions
Change short & GL account long text advance from customers
Save
3. Link between Sundry Debtors and advance from Customers
Path :SPRO-Financial accounting-Accounts receivable and accounts payable-Business transactions-Down payment received –Define reconciliation accounts for customer down payments(OBXR)
Double click on special GL indicator A
Give a your chart of accounts :AML
Enter
Reconciliation account :200110
Special GL account :100502
Select save button or Ctrl+S
Press enter to save in your request
END USER AREA
Advance receipt posting:
Path :Accounting- Financial accounting –Accounts receivable-Document entry-Down payment –Down payment (Tr.code is F-29)
Give the document date :Today’s date
Type :DZ
Company code :AML
Customer account :6600001
Special G/L indicator :A
Bank account :200105 SBI current account
Business area :AMLH
Amount :12000
Text :Advance receipt posting
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Enter
Amount :*
Business area :AMLH
Text :+
From the menu select –Document –Simulate and save
Go and see the customer account transaction (FBL5N)
Give the customer account no. :6600001
Company code :AML
Select open items radio button
Select special GL transactions check box
Execute
Sales invoice posting ( Tr code is F-22)
Give the document date :Today’s date
Type :DR customer invoice
Company code :AML
Posting key :01
Account :6600001
Enter
Amount :12000
Business area :AMLH
Text :Sales invoice posting
Posting key :50
Account no. :300000 Sales A/c
Enter
Amount enter :*
Business area :AMLH
Text :+
Form the menu select document –Simulate and save
145
Go and see the customer account transaction (FBL5N)
Give the customer account no. :6600001
Company code :AML
Select open items radio button
Select normal items check box
Execute
Select back arrow
Select special G/L transactions check box along with normal items
Execute
Transfer of advance from special GL to normal by clearing special GL items:
Path :Accounting-Financial accounting –Accounts receivable-Document entry-Down payment clearing (F-39)
Give the document date :Today’s date
Type :DA
Company code :AML
Customer account :6600001
Text :Advance receipt clearing
Select process down payment button
Transfer posting :12000
Save
Go and see the customer account transactions (FBL5N)
Give the customer account no. :6600001
Company code :AML
Select cleared items radio button
Select special GL transactions check box
Execute
Select bank arrow
Select open items radio button
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Select normal items check box
Execute
Clearing of normal items:
Path :Accounting- Financial accounting –Accounts receivable –Account –Clear (F-32)
Give the account no. :6600001
Company code :AML
Select process open item button
Double click on debit :12000
Double click on credit :12000
Save
Go and see the customer account transactions FBL5N
Give the customer account no. :6600001Company code :AMLSelect cleared items radio buttonSelect normal items check boxExecute
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BILL DISCOUNTING
Fund based limits(Money will be given physically by the bank)
Non fund based limits(Money will no be given physically by the bank to the company)
1. Cash credit Local Sales order 1. Bank Guarantees (BG)2. Packing credit Export sales orders 2. Letter of credit (LC)3.Bank overdraft 4.Bill discountingBill discounting mechanism AML
Sale 500000 on 12.11.2008Term of payment –30 Days Credit
AML Discounts the bill With the bank
|Bank will charge 30 days
|On due date, bank will collectFrom customer
|-----------------------------------------------------------------------------------------| |
Customer makes the customer does not make the
payment to the bank Payment to bank liability to AML
No liability to AML Liability to AML
Contingent liabilitiesLiability is uncertain
Year end: This is shown in notes to accounts –Under contingent liabilities
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Bills discounted with bank
Normal Accounting SAP AccountingA) Incase of sales
Customer A/c Dr To Sales
Customer A/c Dr(Sundry debtors) To Sales
B) Bill of exchange payment - No entry -
Customer special GL (W) Dr(Sundry debtors bill of exchange) To customer a/c with clearing (Sundry debtors)
C) Bill discountingBank current A/c Dr To Bank bill discounting
Bank current A/c Dr To Interest A/c To Bank Bill discounting
D) Report view customer wise /BIllwise due date wise/Bankwise out standings available in SAP
E) Reverse contingent liability Bank bill discounting Dr To Customer
Bank bill discounting (with clearing) Dr To Customer special GL(W) with clearing (sundry debtors will of exchange)
Presentation in Balance sheet:Sundry debtors=Sundry debtors
Sundry debtors Debit(Bill of exchange) } Net ZeroBank bill discounting Credit
OrDon’t plot sundry debtors bill of exchange and bank discounting in balance sheet-It is required only for notes to accounts.
Customer A/c SBI bill discountingNormal items OP BAL 300000
A) 100000 B)100000 E)100000 C)100000----------400000
Special GL
B)100000 E)100000 300000
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Limits with banks: SBI IDBIBill discounting limit 5000000 2000000Already discounted 3000000 2000000
------------- ------------Limit available 2000000 0
=======Bill discounted as per C 1000000
-----------Limit available 1000000Payment by customer as per E 1000000
-----------Now limit available 2000000
======
Creation of 2 GL mastersSundry debtors (Bill exchange under current assets, loans & advances.
SBI bill discounting Secured loans
Fund based limits and non-fund base limits First change on current asset and second change on fixed assets.
Creation of GL account (FS00)
Give the GL account no. :200111
Company code :AML
Select with template
Give the GL account no.200110 Sundry debtors
Company code :AML
Enter
Change short text to sundry debtors Bill of Exchange
Change GL account long text to sundry debtors (Bill of exchange)
Other fields are common
Select save button or Ctrl+S
GL account no. :100302
Company code :AML
Select with template with button
Give the GL account no.100300 SBI Rupee Term loan
150
Company code :AML
Change short text and GL account long text to SBI bill discounting
Select control data tab
Select open item management check box
Select create /bank /interest tab
Select post automatically only check box
Save
Link between sundry debtors and sundry debtors bill of exchange
Path:SPRO-Financial account-Bank account –Business transactions-Bill of exchange transactions-Bill of Exchange receivable-Post bill of change receivable-Define alternative reconcile –Actual for Bills/Exchange receivable (Tr code is OBYN)
Double click on special GL indicator :W (Bill of Exchange receivable)
Give the chart of accounts :AML
Enter
Reconciliation account :200110
Special GL account :200111 Sundry debtors (Bill of exchange)
Save
Save in your request
Link for Bank current account, Sundry debtors Account and bank bill discounting account
Path: up to the bill of exchange receivable at bank-Define bank sub accounts(Tr code is OBYK)
Select new entries button
Chart of accounts :AML
Bank account :200105 SBI current account
Usage select discounting special GL indicator :W
Customer reconciliation account :200110(sundry debtors)
Bank sub account for liability :100302 (SBI bill discount)
Save
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Press enter to save in your request
END USER AREA
Sales invoice posting (F-22)
Give the document date :Today’s date
Type :DR
Company code :AML
Select posting key :01
Account no. :6600001
Enter
Amount :100000
Business area :AMLH
Payment terms :Select NT 30 Net 30 (30 days credit)
Text :sales invoice posting
Posting key :50
Account :300000 Sales account
Enter
Ignore the warning message press enter
Amount :*
Business area :AMLH
Text :+
From the menu select document –Simulate and save
Bill of exchange payment:
Path :Accounting –Financial accounting- Accounts receivable –Document entry-Bill of exchange –Payment (F-36)
Give the document date :Today’s date
Type :DZ
Company code :AML
Posting key :09 Customer special debit
Account no. :6600001
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Special GL indictor :W
Enter
Amount :100000
Business area :AMLH
Text :Bill of exchange payment
Due on :14.12.2008 (30 days due date)
Placement usage :select discounting
Domicile :SBI
Control bank location :Main Branch, HYD
select choose open item button
Select process open item button
Double click on receivable :100000
From the menu select document –Simulate and save
Note the document no.500003
Bill discounting:
Path :Accounting –Financial accounting- Accounts receivable- Document entry –Bill of exchange –Discounting (F-33)
Give the document date :Today’s date
Type :DA
Company code :AML
Bank account :200105 (SBI current account)
Business area :AMLH
Amount :95000
Text :SBI bill discounting
Posting key :40
Account no. :400400 Interest account
Enter
Amount :500000
Business area :AMLH
Text :+
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Press select bill of exchange button
Doc no. :500003
Document –Simulate and save
Report to view customer wise bill wise, document wise and bank wise outstanding:
Path :Accounting –Financial accounting-Accounts receivable-Periodic processing –Bill of exclude processing –Korea-Bill of exchange management (Tr codes S_ALR_87012213)
Give the chart of accounts :AML
GL account :200111 Bill of exchange
Company code :AML
Special GL indicator :W
Usage :select D (Discounting)
Select discounted /Collected radio button
Execute
Select current layout button
Keep the fields due date, document no, customer received form, document data-
Domicile.
Amount in local currency
Select copy button
Reverse contingent liability :
Path :Accounting-Financial accounting –Accounts receivable-Document entry- Bill of exchange –Reverse contingent liability (F-20)
Give the document date & Posting date :13.12.2008Type :DACompany code :AMLGL account :200111 (Sundry debtors bill of exchange)Usage :Select discounting Due by :31.12.2008Customer :6600001Select edit line items buttonIgnore the all warning message and press enter
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Select drop down button for command column
+ Set items to active++ Set items is blocks to active- Set items to inactive- Set items in blocks to inactive
Customer made payment for 2,3 and 4 bills.
Bill No or or–
2 + ++3 +4 + ++5 -
Customer made payment for 1 and 5 billsBill no. or or1 +2 - -3 -4 - -5 +
Command filed select +SaveFrom the menu select document –Display
If bill is dishonored:Contingent liability becomes actual liability base step E reverse contingent liability additional entry to be passed.
Customer account DrTo SBI current account (Sundry debtors)
Dunning (Reminder)If the customer does not make the payment as per terms of payment system will issue dunning letters.
We are not programmers we use system given dunning letter formats.
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Dunning area: Company code as a whole /Regional wise / location wiseEg.Big companies
Separate marketing heads
For East For West For North For South
Only to his area customers.Here we create each session as one dunning area .Small companies –one marketing head for all the regions.Company code will be the dunning area.
(Cash credit : Loan from bank and after sales we discharge the liability export sales order , packing credit loan from bank , bill discounting after sale)
Dunning levels type of lettersMaximum :9 levelsWe are using :4 levelsDunning intervals (Frequency) :10 daysGrace period :3 days
Eg: 1st Letter 2nd Letter 3rd Letter 4th LetterSale on 17.11.2008 after after after afterPayment terms 0001 20.11.2008 30.11.2008 10.12.2008 20.12.2008Payable immediately
Dunning charges: For sending the letter we can collect dunning charges form the customer.It can be level based / amountBasedIt can be fixed percentage amountIt will be shown only in the letterIt will not be posted the accounts
Define dunning areas:
Path :SPRO-Financial accounting-Accounts receivable and account payable-Business transactions –Dunning –Basic settings for dunning –Define dunning areas.
Select new entries button
Company code :AML
Area :Blank
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Text :Dunning area to AML
save
Ignore the warning message press enter
Press enter to save in your request
Define dunning procedures:
Path :Up to dunning the path is same –Dunning procedures-Define procedures (Tr code is FBMP)
Select new procedure button
Dunning procedure :AML
Name :Dunning procedure for AML
Dunning interval in days:10
No.of dunning levels :4
Line item grace periods:3 days
Interest indicator :Select 01 standard item interest calculation
Select standard transactions dunning check box
Ignore the warning message press enter
Dunning texts button
Company code :AML
Select customer radio button
Enter
Select new company code button
Give the company code :AML
Enter
For company code :AML select separate notice per dunning level check box
Select back arrow two times
Select Yes button for the message to save date
Press enter to save in your request
Select dunning levels button
Select always dun check box for all the four levels
Select charges button (F6)
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Give the currency :INR
Enter
Company code :AML
Select customer radio button
Enter
Open one more session with transaction code :FBMP
Double click on procedure 0001
Select dunning text button
Give the company code :0001
Select customer radio button
Enter
Come to the first session
Dunning level 1
From F150-Dunn -01
Dunning level 2
Select pagedown button (right side)
Dunning level 3
Form F150_dunn_02
Dunning level 4th
Form F150_dunn_02
Now select charges button
Give the currency :INR
Enter
Select back arrow
Save
Ignore the warning message press enter
Press enter to save in your request
Assign dunning procedure in customer master:
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Path :Accounting-Financial accounting-Accounts receivable –Master records-Maintain centrally-Change (Tr code is XD02)
Give the customer account no. :660001
Company code :AML
Enter
Select company code date button
Select correspondence tab
Dunning procedure :select AML
Save
END USER AREA
Sale invoice posting (F-22)
Give the document date & posting date :10.11.2008
Type :DR
Company code :AML
Posting key :01
Account :6600001
Enter
Amount :1111
Business area :AMLH
Text :Sales invoice posting
Posting key :50
Account no. :300000 Sales account
Enter
Amount :*
Business area :AMLH
Text :+
From the menu Select Document –Simulate and save
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Dunning run
Path: Accounting –Financial accounting-Accounts receivable Periodic processing-Dunning-(Tr code F150)
Run on :Today’s date
Identification :AML1
Select parameter tab
Dunning date :Todays date
Documents posted up to :Today date
Company code :AML
Customer :6700000
Save
Select back arrow
Select schedule button
Select start immediately check box
Output devise :LP01
Select schedule button
Go on press enter till we get the message ‘ Dun selection is complted’
Select dunning print out button
Select print button
Go on press enter till we get the message dunning print out is completed
Select dunning history button
Give your company code :AML
Execute (F8)
Keep the cursor on 1111
Select display dunning notice button
Keep the cursor on the document no.
Select print preview button
Go and see the customer master (XD02)
Customer :6600001Company code :AML
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EnterIts updates automaticallyLast dunned date :17.11.2008 and dunning level.
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SALES TAX
VAT means valued added tax or LST Local Sales TaxCST mans Central Sales Tax
Purchase Sales (Output tax) Input tax
1 2 3 4Local outside Local Outsidepurchases state Sales State sales
VAT/CST CST purchase VAT /L CST salesPurchase
Basic 100 100 200 200Excise 8% 8 8 20 20VAT 4% 4.32(B+E) 2.16(CST2%) 27.50(VAT12.5%) 4.4(CST2%)
--------- -------- --------- ---------Bill amount 112.32 110.16 247.50
224.40====== ===== ===== ======
Payment to sales Department 1. Local sales –Local purchases 27.50-4.32=23.182. Local sales –CST purchases 27.50=27.503. CST sales –Local purchases 4.4-4.32=0.084. CST sales –CST purchases=4.4=4.4
At the time of local purchases, tax paid on purchases, can be adjusted –to tax payable at the time of sales. (Local sales /CST sales)
At the time of CST purchase, tax paid on purchases can not be adjusted –to add to inventory.
Excises rates are based on productsExcise rates are given central excise tariff, in central excise tariff we have 8 digits chapter ID.
52000000 Textiles 8%Central excise will be covered in the end.We are testing now without excise duty.
Customization of sales tax
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1. Define tax procedure
Path :SPRO-Financial accounting –Financial accounting global settings-Tax on sales /purchases-Basic settings-Check calculation procedure.
Double click on define procedures
Select new entries button
Procedure :H Tax
Description :Sales tax India
Save
Press enter to save in your request
Select H Tax
Double click control data folder
Select new entries data folder
Select new entries button
Step Co C Type Description From To Account key
10 0 Select BASB Base amount
20 0 MWVS Input tax 10 10 Select VST -Input tax
30 0 MWAS Output tax 10 10 MWS output tax
Save
Assign country to calculation procedure
Up to basic settings the path is same Assign country to calculation procedure
Select position button
Give the country :IN for India
Enter
For country IN assign procedure H tax
Save
Press enter to save in your request
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Define tax codes for sales and purchases
Up to tax on sales of purchases the path is same-Calculation –Define-Tax codes for sales and purchases. (Tr.code is FTXP)
Give the country :IN for India
Enter
Give the tax code :Vo
Enter
Description :0% input tax
Tax type :Select V input tax
Enter
Input tax, tax percent rate 0
Keep the cursor on ouput tax, tax percent rate
Select deactivate line (F5) button
Save
Tax code :V1
Enter
Description :4% input tax
Tax type :select V input tax
Enter
Input tax, tax % rate 4
Keep the cursor out put tax, tax percent rate
Select deactivate line button
Save
Tax code :A0
Enter
Description :0% output tax
Tax type :select A output tax
Enter
Output tax, tax percent rate 0
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Keep the cursor our input tax, tax percent rate
Select deactivate line button
Save
Tax code :A1
Enter
Description :12.5% output tax
Tax type :Select A out put tax
Enter
Output tax, tax percent rate 12.5%
Keep the cursor on input tax, tax percent rate
Select deactivate line button
Save
Assign tax codes for non-taxable transactions
Path :Up to tax on sales/purchases the path is same Posting-Assign tax codes for non-taxable transactions (Tr code is OBCL)
Select position buttonGive your company code :AMLEnterFor AML select input tax V0
Out put tax VoSavePress enter save in your request
Creation of GL master FS001. VAT receivable Current assets,2. VAT payable Loans & Advances
Current liability
Tr code is FS00
Give the GL account no. :200155
Company code :AML
Select with template button
Give the GL account no. :200120 (Inventory RM)
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Company code :AML
Enter
Change short and GL long text to VAT receivable
Select create / Bank /Interest tab
Field status group change to G041 (Tax office clearing accounts)
Save
One more account
Give the GL account no.100505
Company code :AML
Select with template button
Give the GL account no. :200155
Company code :AML
Enter
Select type/Description tab
Change account group to current liability and provisions
Change short text and GL account long text to VAT payable
Save
Give the GL account no.:200120
Company code :AML
From the menu select GL account change
Select control data tab
Tax category :Select * (All tax types allowed)
Select posting without tax allowed check box
Save
Ignore the warning message press enter
GL Account 300000 Sales A/c
Company code AML
From the menu select GL account change
Tax category :select *
Select posting without tax allowed check box
Save
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Ignore the message press enter
Assignment of accounts for automatic postings:
Path :SPRO-Financial accounting –Financial accounting global settings-Tax on sales/purchases-posting-Define tax accounts (OB40)
Double click on transactions VST (input tax)
Give the Chart of Accounts :AML
Enter
Select save button or Ctrl+S
Give the account :200155 VAT receivable
Save
Press enter to save in your request
Select back arrow
Double click on transactions MWS(output tax)
Save
Give the account no.100505 VAT table
Save
Press enter to save in your request
In line environment FI consultant’s job: Customization Creation of Tax procedureCreation of tax codesCreation of GL accountsAssignment of GL accounts
MM module:Purchase order material no.RM1Purchase order vendor 1234Purchase order Qty 1 KgPurchase order Rate 100Purchase order tax code V1 (4% input tax)Goods receipt
Tax procedure:Base amount 100 (1* 100) inventory AccountInput tax on base amount 4 VST -200155 VAT receivable(V1-4% ) -----
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Vendor credit 104
===SD module:Sales order Customer no. 9876
Material FG1Qty 1KgRate 200Tax code A1 (12.5%) output tax
Tax procedureBase amount 200 sales accountOutput tax on base amount 25 MWS -100505 VAT payableAt 12.5% -----
Customer debit 225===
In FI for sales:Customer account Dr 225
To sales 200To VAT payable 25
Save
Sales invoice posting Tr code is F-22
Give the document date :Today’s date
Company code :AML
Posting key :01 customer debit
Account :6600001
Enter
Give the amount :225
Select calculate tax check box
Text :Tax sales invoice posting
Posting key :50
Account no. :300000 (Sales a/c)
Enter
Amount :*
Tax code :Select A1
Business area :AMLH
Text :+
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From the menu select Document- Simulate
Double click on VAT payable line item
Business area :AMLH
Text :+
Save
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ASSET ACCOUNTING
Bad debits:1. Creation of GL Master :Provision for bad debts reconciliation A/c No.2001122. Link between sundry debtors and provision for bad debts :OBXY
E Reserve for bad debt /\
200110 200112
3. Sales invoice posting F-22
4. Transfer from customer normal to customer special GL
E F-30Customer special GL E ER Dr Provision for bad debt
To customer with clearing Sundry debtors
5. After 3 years bad debtors Dr F-30 To Customer special GL Provision for bad debt
Asset accounting: This is sub ledger (subsidiary ledger)
Chart of DepreciationAsset accounting customization will be done for Chart of Depreciation will be assigned to company code/codes.
We have to copy either Germany chart of depreciation or Indian Chart of Depreciation.
Depreciation areas:Book depreciation (Postings to accounts)
Income tax depreciation |Group depreciation | Only for informationCosting depreciation |
Depreciation methods; Straight Line Method depreciation method (SLM)
Written down value depreciation method (WDV)
Depreciation keys Rate +Method5% SLM Rate5% WDV Rate
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Transaction types100 External acquisition 110 In-house production \210 Retirement with revenue
Asset debit The debit can be use of External acquisition (Outside purchase) /In house production/Inter unit transfer/Inter company purchase.
With transaction type we will come to know because of what it is debited.
Posting keys: 70 Asset Debit75 Asset Credit
Asset accounting is based on 4 rules:1. Sub asset master is to be created with reference to main asset master.2. Main asset master is to be created with reference to asset class3. Account determination is specified in asset class4. For account determination we assign GL accounts based on the nature of transaction.
Account determination
Asset class Main asset master
Sub asset master
Purchase200000 P & M 1.Land Free hold200000 P& M 2.Building Lease hold
Factory Non factory
Profit on asset sale
Dept A
3. Plant & Machinery
Machine no.115.05.2003
Machine no.2
Motor
20.11.2008
Loss on asset Sale
Dept BDept C
Loss due to scrapping
4. Furniture & Fixtures
Furniture & Fixtures
Depreciation 5. Vehicles Heavy , Others
Accumulation depreciation
6. Capital work in progress
General Expansion 1Expansion 2
Additions to specific mechanical will be created as sub asset masters.
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Main asset will be have always sub number zero.
Crate machine no.1 Master 1-0Motor to machine no.1 1-1Addition to machine no.1 1-2
If we give 1-0 it gives main asset valueIf we give 1-1 it gives motor valueIf we give 1 it gives machines 1 with additions
Why we call Land /Buildings etc. as account determinations.
These items will determine the GL accounts to be posted automatically.
Motor purchase: .Motor A/c Dr SL 500000 Transaction type :100
2000000 P & M 50000 GLTo Bank GL 500000
Save
CUSTOMIZATION
Copy reference Chat of Depreciation /Depreciation Area:
Path :SPRO-Financial accounting-Asset Accounting –Organizational structures –Copy reference Chart of Depreciation /Depreciation area (Tr code is EC08)
Double click on copy reference Chart of Depreciation
From the menu select organizational object
Copy org. object (F6)
From Chart of Depreciation :Select ODE
(Maximum valuation: Germany)
To chart of Depreciation :AML
Enter
Ignore the message press enter
Select create request button
Short depreciation :Asset customization for AML
Enter
Press enter once again to save in your request
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We get a message chart of depreciation ODE copy to AML
Enter
Select back arrow
Double click on specify depreciation of Chart of Depreciation
Select position button
Chart of Depreciation :AML
Enter
Change the description to Chart of Depreciation for AML
Press enter to save in your request
Select back arrow
Double click copy /delete depreciation areas
Give the Chart of Depreciation :AML
Enter
Select areas 3,10,15,20,31,32,41 &51
From the menu select Edit Delete
Save
Ignore the warning message press enter
Press enter to save in your request
Assign Chart of Depreciation to Company code
Path :Up to organization structure the path is same –Assign Chart of Depreciation to company code (Tr code is OAOB) Select position button
Give the company code :AML
Enter
For company code AML Chart of Depreciation AML
Save
Press enter to save in your request
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Specify account determination
Path :Up to the organizational structure the path is same –Asset Class-Specify account determination
Select new entries buttonAccount determination
Description
AML10000 LandAML11000 Building AML20000 Plant & Machinery AML30000 Furniture & FixturesAML31000 VehiclesAML40000 Capital work in progress
SavePress enter to save in your request
Create screen layout ruleSame path
Select screen layout 1000
Select screen layout 1100
Select screen layout 2000
Select screen layout 2100
Select screen layout 2500
Select screen layout 3000
Select copy as button
Change screen layout 1000 to AML1
Name :Land
Change screen layout 1100 to AML2
Name :Buildings
Change screen layout 2000 to AML3
Name :Plant & Machinery
Change screen layout 2100 to AML4
Name :Furniture & Fixtures
Change screen layout 2500 to AML5
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Name :Vehicle
Change the screen layout 2600 to AML6
Name :Capital work in progress
Enter & Save
Press enter to save in your request
Define number range intervals
Path :Same path (Tr code is AS08)
Company code :AML
Select change intervals button
Select interval button
Number range :01
From number :100000
Enter
Select interval button once again
No.range :02
From no. :100001
To no. :200000
Enter
Select interval button
No.range :03
From no. :200001
To no. :300000
Enter
Select interval button
No.range :04
From no. :300001
To no. :400000
Enter
Select interval button
No.range :05
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From no. :400001
To no. :500000
Enter
Select interval button
No.rage :06
From no. :500001
To no. :600000
Enter & Save
Define asset classes:
Path :Same path (Tr code is OAOA)Select new entries button
Asset class :AML1000
Description :Free hold land
Short text also :Free hold land
Account determination :select AML10000 Land
Screen layout rule :select AML1 Land
No.rage :01
Select included asset under inventory data
Select no.AUC or Summary Management of AUC
Save
Press enter to save in your request
Note: AUC stands for Asset Under Construction
Select next entry button (F8)
Asset class :AML1100
Description :Factory Buildings
Short text : Factory Buildings
Account determination :select AML11000 Buildings
Screen layout rule :AML2
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Number rage :02
Select include asset under inventory data check box
Select no.AUC or Summary Management of AUC
Save
Select next entry button (F8)
Asset class :AML2000
Description : Dept A
Short text : Dept A
Account determination :select AML20000 P & M
Screen layout rule :AML3
Number rage :03
Select include asset under inventory data check box
Select no.AUC or Summary Management of AUC
Save
Select next entry button (F8)
Asset class :AML3000
Description : Furniture & Fixtures
Short text : Furniture & Fixtures
Account determination :select AML30000 Furniture & Fixtures
Screen layout rule :AML4
Number rage :04
Select include asset under inventory data check box
Select no.AUC or Summary Management of AUC
Save
Select next entry button (F8)
Asset class :AML3100
Description : Vehicles and others
Short text : Vehicles and others
Account determination :select AML31000 Vehicles and others
Screen layout rule :AML5
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Number rage :05
Select include asset under inventory data check box
Select no.AUC or Summary Management of AUC
Save
Select next entry button (F8)
Asset class :AML4000
Description : Capital Work in Progress -General
Short text : Capital Work in Progress -General
Account determination :select AML40000 CWIP-General
Screen layout rule :AML6
Number rage :06
Select include asset under inventory data check box
Select line item settlement radio button
Save
Select include asset under inventory data check box:
Inventory means fixed inventory, whatever assets we create they will be included in fixed assets inventory.As per companies auditors report order (CARO) – the auditor will state whether fixed assets have been physically verified by management or not.
Incase of big companies physical verification in a phased manner
When we create an asset master – There is a field called last verification date
Asset nos Last verification date1 31.03.20082 31.03.20073 31.03.20084 31.03.20085 31.03.2007
In the report we give the report date – From 01.04.2007 to 31.03.2008 we get the list of asset verified during the year
1 31.03.20082 31.03.20083 31.03.20084 31.03.2008
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We have not selected for capital work in progress
We can not verify every that assets –once they are commissioned they will be shown under respective head and not under capital work in progress
For capital work progress general –Select line item settlement radio button
Machinery Debit to Asset commissioned on 22.11.200801/11/2008 CWIP as machine no.10
Fright AMT15/11/2008
Settle from Capital Work In Progress to machine no.10 line item wiseCommissioning charges 22/11/2008
Determine areas in the asset class
Path :SPRO-Financial accounting –Asset accounting-Valuation –Determine depreciation areas in the asset class (Tr.Code is OAYZ)
Give the chat of depreciation :AML
Enter
Select position button
Asset class :AML1000 (Free hold land)
Enter
Select AML1000 (Free hold land)
Double click depreciation areas folder
Deselect deactivation check box for area 01 Book depreciation
Layout :Select 2000 depreciation on asset sub-no level
For area 01 layout 2000
For area 02 layout 2000
For area 30 layout 2000
Save
Press enter to save in your requestSelect back arrowThe same procedure the followed for asset class
AML1100 Factory building
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AML2000 Dept AAML3000 Furniture & FixturesAML3100 Vehicles & otherAML4000 Capital work in progress
Deselect deactivation check box for area 01 for land there is no depreciation
In asset master creation-Capitalization date –required Land purchase details registration date
Depreciation key(Rate) 0%
For area 01- Select 2000 – Depreciation on asset sub number level
Asset no. Sub.no.Machine 10 1 - 0 10/08/2005Motor 1 - 1 22/11/2008
Creation of 15 General ledger master FS00
S.No.
GL Account No. Account No.to copy
Parameters to Maintain
1 200000 Land
200110 Sundry debtors
-Account group – Fixed assets-200000-20009-Change the account group Fixed Assets-Sort key -018 Asset number Reconciliation A/c for account type –Asset -Field status group 067 Reconciliation accounts.
2 200005 Buildings
200000 Land -Do -
3. 200010 Plant & Machinery
-Do- -Do -
4. 200015 Furniture & Fixtures
-Do- -Do -
5. 200020 Vehicles
-Do- -Do -
6. 200025Capital work in progress
-Do--Do -
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7 100200Accumulate depreciation- Building
-Do- Account group-Accumulate depreciation-100200-100299-Sort key -018 Asset number-Reconciliation A/c for account type –Assets-Field Status group- 067 Reconciliation accounts
8 100205Accumulated depreciation –Plant & Machinery
100200 Depreciation -Buildings
-Do -
9. 100210Accumulated depreciation –Furniture & Fixtures
-Do- -Do-
10 100215 Accumulated depreciation –Vehicles
-Do- -Do-
11. 300102 Assets sales 300100 Exchange gain
Account group –other income300100-300199Sort key -018 Asset numberField status group G052
12 300103 Profit on asset sale
-Do- -Account group other Income-300100-300199-Sort key 018 Asset number-Field status group -G001
13 400302 Loss on asset sale
-Do- -Do-
14 400303 Loss due to scrapping
-Do- -Do-
15 400500 Depreciation Change the Account group Depreciation 400500-400599Sort key -018 Asset numberFiled status group-G001
Assignment of accounts for automatic postings:
Path :SPRO-Financial accounting –Asset accounting-Integration with the general ledger-Assign GL accounts.
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Give the your Chat of Depreciation :AMLEnterThe Transaction code is AO90
Select chant of accounts :AML
Double click on account determination folder
Select account determination :AML10000 Land
Double click on Balance sheet accounts folder
Acquisition column :Acquisition and production costs Give the A/c No.:200000 Land
Loss made on asset retirement w/o revenue.(w/o revenue mean scrap)
Give the account no.400303 loss to scraping
Clearing account revenue from asset sale :300102
Gain from asset sale :300103
Loss from asset sales :400302
Press enter
Select save button
Ignore the warning message press enter
Press enter to save in your request
Double click on account determination folder
Select account determination :AML11000 Buildings
Double click on Balance Sheet accounts folder
Acquisition column acquisition and production cost a/c no.200005
Loss made on asset retirement w/o revenue :400303
Clearing account revenue from asset sale :300102
Gain from asset sale :300103
Loss from asset sale :400302
Save
Ignore the message press enter
Double click on depreciation folder
Accumulated depreciation for ordinary depreciation 100200 accumulated depreciation
buildings
Expense account for ordinary depreciation 400500 Depreciation account
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Save
Ignore the message press enter
Double click on account determination folder
Select account determination :AML 20000 P & M
Double click on Balance Sheet accounts folder
Acquisition column acquisition and production cost Give the GL account no.:200010
Loss made on asset retirement (without) w/o revenue 400303
Clearing account revenue from asset sales :300102
Gain from asset sale :300103
Loss from asset sale :400302
Select save button or Ctrl+S
Double click on depreciation folder
Accumulated depreciation account for ordinary depreciation a/c no.100205
Expense account for ordinary deprecation :400500
Save
Ignore the message press enter
Double click on account determination folder
Select account determination :AML30000 Furniture & Fixtures
Double click on balance sheet account folder
Acquisition :Acquisition and production costs 200015 (Furniture & Fixtures a/c)
Loss made on asset retirement w/o revenue :400303
Clearing account revenue from asset sale :300102
Gain from asset sale : 300103
Loss from asset sale :400302
save
Ignore the message press enter
Double click on depreciation folder
Accumulated depreciation account for ordinary depreciation 100210
Expense for ordinary deprecation :400500
Save
Ignore the message press enter
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Double click on account determination folder
Select account determination :AML 31000 vehicles
Double click on Balance Sheet accounts folder
Acquisition: Acquisition production costs :200020
Loss made on asset retirement w/o revenue :400303
Clearing account revenue from asset sale :300102
Gain from asset sale :300103
Loss from asset sale :400302
Save
Ignore the message press enter
Double click on depreciation folder
Accumulate depreciation for ordinary depreciation :100215
Expenses account for ordinary depreciation :400500
Save
Ignore the message press enter
Double click on account determination folder
Select account determination :AML40000 Capital Work In
progress
Double click on Balance Sheet accounts folder
Acquisition :Acquisition and production cost :200025
Loss made on asset retirement w/o revenue :400303
Clearing accounts revenue from asset sale :300102
Gain from asset sale :300103
Loss from asset sale :400302
Select save button or Ctrl+S
Ignore the message press enter
Specify document type for posting of deprecation:
Up to integration with general ledger the path is same –Post-Deprecation to the GL –Specify Document type for posting deprecation-Double click on define document type (Tr code is OBA7)
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Select type AF Deprecation postings
Select details button
Note the number range 04
Select number range information button
Give the company code :AML
Select change intervals button
Select intervals button
Number range :04
Year :2008
From no. :700001
To no. :800000
Select external check box
Enter and save
Ignore the warning message press enter
As per SAP documentation : From ECC5 onwards Not to select external check box Up to 4.7 EE Select external check box
When we select external check box, we have to give what should be the document number at the time of posting.
There is an exception –for deprecation postings also we have to select external check boxIn normal postings we are posting are document at a time.
Incase of deprecation / when we run depreciation number of documents will be generated at a time based on account determination
04-2008 -700001 -800000 Select external check box
AML 10000 LandAML11000 Buildings Depreciation accountAML20000 Plant & Machinery Assessment for AML30000 Furniture & Fixtures Account determinationAML31000 VehiclesAML40000 Capital work in Progress
When we run depreciation 4 documents will be generated automatically every month.
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700001 Depreciation DRTo Acc Dep Buildings
700002 Depreciation DR To Acc. Dep-Plant & Machinery
700003 Depreciation DRTo Acc Dep Furniture & Fixtures
700004 Depreciation DRTo Acc Dep -Vehicles
Specify intervals and posting rules:
Same path (next step) (Tr code is OAYR)
Select company code AML
Double click on posting rules folder
Select monthly posting radio button
Save
Press enter to save in your request
Specify rounding for net book value and /or deprecation:
Path :SPRO-Financial accounting-Asset accounting-Valuation –Amount specifications (company code/Deprecation area) –Specify rounding of net book value and /or deprecation
Ignore the message press enter
Select company code :AML
Double click on rounding specifications folder
Select area 01 book deprecation
Select details button
Select automatically calculated depreciation check box
Select arithmetic rounding radio button
Save
Press enter to save in your request
Define screen layout for asset master data:
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Path :SPRO-Financial accounting-Asset accounting-Master data-Screen layout-Define screen layout for asset master data
Double click on define screen layout for asset master data
Select layout :AML1 Land
Double click on logical fields groups folder
Select 2 posting information
Double click on field group rules folder
Capitalization data make it required entry field
Select main number check box
Select sub-no check box
Select copy check box
We have created AML1 by copying layout 1000
Afterwards we create XYZ layout by copying
AML1 what ever fields we have chosen for AML1 should be copied XYZ
Select save button or Ctrl+S
Press enter to save in your request
Select back arrow
Select 3 time dependent date
Double click on filed group rules folder
Business area make it required entry field
Select main no.check box, sub no.check box
Save
Select back arrow two timesThe same procedure is to the followed for layout AML 2 Buildings
AML 3 Plant & Machinery AML10 Furniture & Fixtures AML5 Vehicles
AML6 Capital Work in Progress
Define screen layout for asset deprecation areas:
Same path (Tr code is AO21)
Select screen layout 2000 deprecation on asset sub no.level
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Double click on field groups folder
Depreciation keys make it required entry filed
Select main no.check box
Select sub-no.check box
Select copy check box
Save
Deprecation keys creation (Rate+ Methods)
1. Define base methods2. Define declining balance method3. Define period control methods4. Define period control methods5. Maintain deprecation key
First steps will be assigned in 5th step and 5th step will be assigned in Asset master.
1. Define base methods:
Path :SPRO –Financial accounting-Asset accounting-Depreciation –Valuation methods –Depreciation key-Calculation methods –Define base methods
Base method :0014 Ordinary :Explicit percentage (after end of life)A) Ordinary deprecation B) Explicit percentage –creation percentages rate given in Companies Act
Schedule XIVC) After end of line –If the next box value becomes zero no depreciation should be
calculated.
Define declining balance methodsSame path
Give the Char of Depreciation AMLEnterNote down decimal balance 001002Decimal factor 2Max percentage 20Beginning years :Wear and tear will be lessAcquisition value 100000Rate of depreciation 5%First year 5Second year 5Third year 5
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Fourth year 5---20
First 4 years :100000*5% *98% (2% discount as per companies act)5th year onwards :100000*5%
Define multi level methods: (Tr code is AFAMS)same path
select new entries button
multilevel method :A
Description :5% SLM
Validity star :Select from ordinary deprecation on star date
Save
Press enter to save in your request
Double click on levels folder
Select new entries button
Acquisition year :9999
Year :999
Periods :12
Base value :Select 01 Acquisition value
Percentage :5
Save
Acquisition year :9999
We have given say any year 2008- This rate is applicable for the assets purchased in the year 2008 –Next year also we are purchasing an asset having 5% rate-we have to create acquisition year once again in the next year.
When we give 9999 purchase can be in the year2. Years 999
A) 5% SLM rate 20 years (100/5)B) 5% WDV rate ?C) 1% SLM rate 100 years (100/1)D) 1% WDV rate ?
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999 max no. of year
In base method –once the net book value becomes zero –Do’t calculate depreciation .In some countries.
First 5 years 5%Next 5 years 10%Next 5 years 15%
3. Periods 12 months4. Base value 01 Acquisition value in case of SLM
24 Net book value incase of WDV 5. Percent 5 rate of depreciation6. Reduction 1Acquisition vale 1000001% Scrap value 1000
------99000
Dep 5% only on 99000
7. Remine life Percentage method Useful life methodIndia Machine no.1-In year 2003
Useful life :20 YearsGoing for SAP in 2008Select rem lifeAsset master -15 Years
Select acquisition year 9999Double click on Multi level method folderSelect next entry buttonMultilevel method A2Description :5% WDVValidity star :From ordinary depreciation star dateSave
Select acquisition year 9999Double click on levels folderSelect new entries buttonAcquisition year :9999Year :999Periods :12Base value :Select 24 net book valuePercent :5Save
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Maintain period control methods:
Same path
Give the Chart of deprecation :AML
Enter
Select new entries button
Period method :006
Description :AML period control method
Acquisition year :Select 01 pro rate at period start date
Add year :Select 01
Retirement year :01 (Retirement mean sale)
Transfer year :01
Press enter to save in your request
Maintain deprecation key:
Same path Tr code is AFAMA
Select new entries button
Depreciation key :AML1
Description :5% Straight line dep.method
Select period control according to fiscal year check box
Select dep. to the day check box
Save
Ignore the warning message press enter
Press enter to save in your request
Double click on assignment of calculation methods folder
Select new entries button
Depreciation type :Select ordinary deprecation
Phase :Select from the start of depreciation
Base method :0014
Declare balance method :001
Period control method :006
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Multilevel method :A1
Class :Select straight line depreciation
Save
Select back arrow 4 times
Select depreciation key :AML1
Select activate button
Save
Select new entries button
Depreciation key :AML2
Depreciation :5% written Down Value Deprecation method
Period control according to Fiscal year check box
Select depreciation to the day check box
Save
Ignore the warning message press enter
Double click assignment of calculation methods folder
Select new entries button
Depreciation type :Select ordinary depreciation
Phase :Select from the start of depreciation
Base method :0014
Declare balance method:001
Period control method :006
Multilevel method :A2
Class :Select declining –balance depreciation
Save
Select back arrow four times
Select depreciation key AML2
Select activate button
Save
Select first page control page up button
Select depreciation key :0000(no depreciation no interest )
Select activate button
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Save
FI END USER AREA:
Create of main asset master:
Path :Accounting-Financial accounting-Fixed assets-Asset –Crete –Asset (The Transaction code is AS01)
Asset class :Select AML2000 Department A
Company code :AML
Enter
Give the description :Machine no.1
Capitalized on :18.04.2008
Select time dependent tab
Business area :AMLH
Select depreciation area tab
Depreciation key :Select AML1
Useful life :15 years
Period :6 months
Ordinary depreciation start date :18.04.2008
Note: Commissioning date –Indian system, sum countries is next month first day
Eg. 01/05/2008)
save
Creation of sub asset master
Path :Up to fixed assets the path is same-Asset-Create-Sub number –Asset(The transaction code is AS11)
Asset :200001
Company code :AML
Enter
Description :Motor
Capitalized on :29.11.2008
Select time dependent tab
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Select deprecation area tab
Change the depreciation key AML2
Useful life :15 years
Period :01
Ordinary depreciation:29.11.2008
Save
Main asset purchase posting:
Path :Accounting-Financial accounting-Fixed asset –Posting-Acquisition-External acquisition -With vendor (Transaction code is F-90)
Give the document date and posting date :18.04.2008
Type :KR (Vendor invoice)
Company code :AML
Posting key :31 Vendor credit
Account :4200001
Enter
Ignore the warning message press enter
Amount :500000
Business area :AMLH
Text :Machinery purchase posting
Posing key :70 Debit asset
Account :Select 200001 -0 Machine no.
Transaction type :Select 100 External asset acquisition
Enter
1 st Rule: Sub asset master with reference to main asset master200001-1 with reference to 200001
2 nd Rule Main asset with reference to asset also 200001 with reference to AML2000 Dept A
3 rd Rule Account determination is specified in asset class
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AML200000 Plant & Machinery specified in AML2000 Dept A
4 th Rule For account determination we assign accounts based on the nature of transactionFor AML2000-Incase of acquisition-2000010 Plant & MachineryAmount enter :*Text :+From the menu select document Simulate and save
Sub asset purchase posting (F-90)
Give the document date :Today’s date
Type :KR
Company code :AML
Posting key :31
Account no. :4200001
Enter
Amount :100000
Business area :AMLH
Text :Motor purchase posting
Posting key :70
Account :200001-1 that motor
Transaction type :100
Enter
(Applicable 1st rule)
Amount :*
Text :+
From the menu select document –Simulate and save
REPORT TO VIEW SUB ASSET WISE, YEAR WISE VALUES
Path :Accounting –Financial accounting –Fixed assets –Asset –Asset explorer (Tr code is AWO1N)
Give the company code :AML
Asset no. :200001
Sub No. :0
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Fiscal year :2008
Enter
Select Display depreciation calculation button
Select period information button
Select back arrow
Select compression tab
Change the asset to 200001
Sub no. :1
Enter
Select planned values tab
Change the fiscal year to 2009
Enter
Select display depreciation calculation button
2 nd Report
Report to view for all assets for particular period
Path :Accounting-Financial accounting –Fixed assets –Information system –Reports on asset accounting –Asset balances –Balance lists –Once again asset balances –By business area (Tr code is S_ALR_87011965
Press all selections button (Shift +F7)
Give the company code :AML
Report date :31.12.2008
Execute
Double click on Dept A
Double click on Machine no.1
Select back arrow 3 times
Change the report date to 30.04.2008
Execute
Double click on Dept A
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Depreciation run:
Path :Accounting –Financial accounting –Fixed assets -period processing –depreciation run –Execute (Tr code is AFAB)
Give the company code :AML
Fiscal year :2008
Posting period :1
Select planned posting run radio button
Select test run check box
(Note :If you run in middle of year select unplanned posting run radio button)
Execute
Ignore the warning message press enter
Select error list button (F7) (Right side corner)
Select back arrow
Deselect text run check box
From the menu select program Execute in back ground
Enter
Select continue button
To schedule in the rights select date /time button
Give the schedule start date :01.12.2008
Time :Give HR 23.00
Save
To post immediately select immediate button
Save
Note down get a message background job was scheduled for program RA POST 2000
To check whether the job or not from the menu select System –Jobs-Job overview-
Services –select execute button
To view the document posted: (Tr code is FB03)Select document list buttonGive the company code :AMLDocument type :AFExecuteDouble click on document no.
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Use the Tr code is AFAB
Company code :AMLFiscal year :2008Before Dep run for May 2008 and after Dep run for April 2008 we have commissioned an asset with back date 200002-0 Machine no.2 25.04.2008Posted period 2
1. select planned posting run radio button posting as per plan (earlier we have selected monthly posting)
For 200001-0 from 1st May 2008 to 31st May 2008For 200002-0 for 25th April 2008 to 31st May 2008
Report run:
Before run for MayPosting period Select report runSystem checks which assets are commissioned in April and not posted depreciation.200002-0 from 25th April 2008 to 30th April 2008Once it is completedPosting period 2Select planned posting run200001-0 From 1st May 2008 to 31st May 2008200002-0 from 1st May 2008 to 31st May 2008
Repeat run is possible only after planned posting run
We have run depreciation up to October 2008 -now we have commissioned an asset with April date repeat run is possible only for last planned posting run-In this example only for October.
Restart
Rare cases –server is down during processing time system gives message restart.
Unplanned posting run:
Posting run not as per plan, We have run for AprilWe want to run May to November Dep. At a time.Posting period 8Select unplanned posting runDepreciation will be posted from May to no.at at time.
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Asset sales :
200001-0 Machine no.1Acquisition value 500000Acquisition depreciation 890
---------Net book value 30.04.2008 499110Asset sales on 01.05.2008 501000
----------Profit on asset sale 1890
1to check fields status for field status group G052 use the Tr code is OBC4Select field status variant :AMLDouble click on filed status groups folderDouble click on field status group G052Accounts for fixed assets retirement Double click on Asset accounting Asset retirement make it required entry fieldSave
Press enter to save in your request
ASSET SALE
Path :Accounting –financial Accounting –Fixed assets –Posting –Retirement –Retirement with revenue –with customer (F-92)
Give the document date & Posting date :01.05.2008
Type :DR
Company code :AML
Posting key :01
Account no. :6600001
Enter
Ignore the message press enter
Give the amount :501000
Business area :AMLH
Text :Asses sale
Posting key :50
Account no. :300102 Asset sale
Enter
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Amount :*
Business area :AMLH
Text :+
Select asset retirement check box
From the menu select document –Simulate
EnterAsset no. :200001Sub number :0Transaction type :210 comes by default
(210 stand for retirement with revenue)
Give the asset value (Capitalization date):01.05.2008Select complete retirement check boxEnter
Contra
01 Customer 50100070 Account Dep P & M 200001-0 89040 Asset Sale 50100075 Plant & Machinery 2000001-0 50000050 Profit on asset sale 189001 Customer 50100050 P & M 501000
We get a message correct the marked line item.Double click on blue font line itemSelect display document overview button
Asset sale on 20.05.2008 Sale 2000001-0 Machine01 Customer 501000 Acquisition value 50000070 Acc Dept P & M 1500 Acc Dep up to 19.05.2008 1500
2000001-0 ----------Net book value 19.05.20084985000
40 Asset sale 50100050 Asset sale 50100075 Plant & Machinery 500000 Asset sale on 20.05.2008 501000
2000001-0 CONTRA ----------50 Profit on asset sale 2500 profit on asset sale 25000
Depreciation A/c Accumulated Depreciation account3014 890 DR 2015 1500 3014 8903115 610 DR 3115 610(Dep up to 19/05/2008)
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ASSET TRANSFER
When we transfer an asset from one unit to another unit with the company code –we have to transfer at cost HYD BGL200001-0Capitalization date 20/04/2008To transfer asset on 01.05.2008 to BGLTo transfer acquisition valueTo transfer accumulated depreciation from the date of receipt (From 01/08) depreciation will be calculated in Bangalore unit
1st Method 2d MethodTwo step procedure one step procedureA) Creation of asset master in BGL (AS01) Creation of asset master and transfer values B) Transfer values
Path: Accounting –Financial accounting –Fixed assets –Posting –Transfer –Transfer with in company code (ABUMN)
Give your company code :AML
Ente
Give the asset no. 200001 Sub No.0
Document date :01.05.2008 |
Posting date :01.05.2008 | Today’s date
Asset value date :01.05.2008 |
Text :Asset Transfer
Select new asset radio button
Give the description :Machine no.1
Asset class :AML2000 Dept A
Select master data button
Give the business area :AMLB
Select additional data button
Give the capitalized on 01.05.2008
Select depreciation area tab
Give the depreciation key :AML1
Useful life :20 years
Period :5 months
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Ordinary depreciation date :01.05.2008
Select back arrow
Enter
Select save button or Ctrl+S
Go and see the document FB03
Give the document no.30
Company code :AML1
Fiscal year :2008
Enter
1) When we want to transfer no. of assets at a time go for two step procedure2) When the asset has to be created in the receiving unit as a sub asset goes for
two step procedure.
Asset scrapping
200000-1 Motor in Hyderabad unit 29.11.2008This can’t be sold transferred /used we can scrap the assetScrap asset on 01.01.2009It calculates depreciation up to 31.12.2008The net book value will be charged to P & L Account
Impairment of assets (AS28)
If the expected relation of the asset is less than net book value and future cash flows are negative, we have to impair the asset for the difference.
To check motor value as on 31.12.2008 (Tr code is S_ALR_87011965)
Press all selections button
Give the company code :AML
Business area :AMLH
Report date :31.12.2008
Select execute button
Double click on Dept A
Asset Scrapping:
Path :Accounting –Financial accounting –Fixed Assets –Posting –Retirement- Asset retirement by scrapping (Tr code ABAVN)
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Give the asset no.200001 Sub No.1Document date :01.01.2009Posting date :01.01.2009Asset value date :01.01.2009Text :Asset scrappingSave
Go and see the document (FB03)
Document no. :31Company code :AMLFiscal year :2008EnterCapital work in progress line item settlement Machinery 01.11.2008 Debit to CWIP Machine No.5Freight charges 05.11.2008 Asset commissioned as machine no.5 on 31.12.2008
We settle from CWIP to respective asset
Commissioning charges This is linked with CO this will be covered in the 30.11.2008 end
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REPORTS:
Step 1.How to create a folder?
Keep the cursor and favorites from the menu select Favorites –Insert folder Give the folder name FI reports Enter
Step 2. How to attach the report to folder ?
Keep the cursor on FI reports folder from the menu select Favorites –Insert truncation tr code is (S_ALR_87011965)Double click on asset balances report
Step 3. How to attach the report on desktop?
Go to report –Asset balances on right top select generates a short cut buttonSystem description :ECC6EnterSelect OK buttonClose SAPIcon desktopDouble click on asset balances IconGive the password :oracle (SAP password)
Step 4: How to create variant?Go to asset balances report
Give the company code :AML
Report date :30.11.2008
From the menu select go to variant --Save as variant
Give the variant name :AML
Date :30.11.2008.
Save
Now close SAP
Double click on asset balances Icon on desktop
Give the password :oracle
Enter
Select get variant button (Select asset balances S_ALR_87011965)
Execute
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Select :AML
Chart of Accounts List
Path :Accounting –Financial accounting –General ledger –Information system –General ledger reports –Master data –Chart of account- Chart of account (S_ALR_87012326)
Give your chart of accounts :AMLExecute
TRAIL BALANCE
Path: Up to general ledger report the path is same -Account balances –Korea-Trail Balance (Tr code is (S_ALR_87012310)
Country :Korea
Trail balance :South Korea
Give the company code :AML
Execute
Ignore the warning message press enter
Select current layout button
Keep the fields
GL account
GL account long text
Closing balances
Enter
To down lead to excel from the menu select list export –spread sheet
Enter
List –>Export local file
Select spread sheet radio button
Enter
See directory file name :AML.xls
Select generate button
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LEDGER:
Path :Accounting –Financial accounting –General ledger –Periodic processing closing –Document –Balances audit trail –All accounts -General ledger from the document file (Tr code is S_ALR_87100205)
Give the company code :AMLExecute
(Select menu bar –Settings-Layout –Current button ) or
Select current layout button(Ctrl+F8)
Keep the fields document no.
Posting date
From the hidden fields column
Select text fields
Select left arrow
Select debit amount in local currency
Select left arrow
Select credit amount in local currency
Select cumulative balances
Select left arrow
Select total check box for debit amount in local currency, Credit amount in local
currency
Select copy button
To go the document level
Double click an amount no.
Select call up document over view button
VENDORS LIST
Path :Accounting –Financial accounting –Accounts payable –Information system -Reports for accounts payable accounting –Mater data –Vendor list (Tr code is S_ALR_87012086)
Give the company code :AMLSelect address and telecom check boxExecute
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Vendor wise patches
Path :Up to report for account payable accounting the path is same -Vendor balances vendor business (S_ALR_87012093)
Give the company code :AMLExecuteEach vendor wise
Out standing lit of vendors:
Path :up to reports for accounts payable accounting the path is sameVendor Items- List of Vendors Open item for printing (S_ALR_87012083)
Give the company code :AMLExecute
Age wise analysis of vendors:
Path :Up to vendors column item the path is same -Vendor payment history with open item sorted list (S_ALR_87012085)
Give the company code :AML
Summarization level :0
Select days overdue squirted list check box
Execute
Vendor advances report
Path :Up to vendors column items the path is same –List of Down payments open on key date vendors (S_ALR_87012105)
Give the company code :AMLExecute
Vendor ledger:
Path :Open and cleared up to vendors: Item the path is same –List of vendor line item (S_ALR_87012103)
Give the company code :AMLExecute
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Depreciation fore cost
Path :Accounting –Financial accounting –Fixed Assets –Information system -Reports are asset accounting –Depreciation fore cost-Depreciation on Capitalized Assets (Depreciation simulation) (S_ALR_87012936)
Give the company code :AMLReport date :31.03.2011 (Give the any month end date)Execute
Fixed assets schedule as per schedule VI of Companies Act
Path :Information system –Accounting –Financial accounting –Fixed assets -Asset history sheet (Tr code is AR02)
Give the company code :AMLReport date :31.03.2009Select group totals only radio button ExecuteSelect assets buttonDouble click on asset retirements
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DATA TAKEOVER
Master uploading Balance uploading
Master uploading:GS Master :FS00Vendor masters :XK01Customer masters :XD01Asset masters :AS01Material master :MM01
Create an excel file conversion to text file Up loading to SAP
Legacy System Migration Work bench (LSMW)
Batch data Communication (BDC)
Computer aided testing tool (CATT)
ABAP :They teach all 3 methods
LSMW:Job of functional consultant
Open an excel file and note down for which fields values are to be uploaded
GL Account no.
Company code
Account Group
P & L Statement A/c
Balance Sheet A/c
Short Text
Long Text
Account currency
Only Balance in local currency
Line item display
Sort key
Field status group
100001
AML SCPL X PREF –Share cap.
PREF Share Cap.
INR X X 001
G001
200125
AML CAST X Inventory –Stores
Inventory –Stores
INR X X 001
G001
300005
AML SALE X Sales trading
Sales Trading
INR X X 001
G001
400101
AML PRSN X Wages account
Wages account
INR X X 001
G001
Delete above column headings
Delete other sheets (like sheet 2 , sheet 3)
Select complete sheet
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Press right mouse button
Select format cells
Select number Category Text
Select ok button
From the menu select file save as
Save type :select Text (tab delimited)
File name :AML Text
Select save button
Select no button
Select cancel button
From the menu select file close
Select no button
2. Open an excel file and not down technical name of each filed technical name shall be noted down as per step one order
Open an excel file
Component Data type length
Open SAP FS00
Give the GL No.100000 Equity share capital
Company code :AML
Enter
Keep the cursor on GL A/c press F1
Select technical information button
Double click field name SAKNR
Copy component SAKNR in excel 1 component column
Data type :C
Length :10
Copy component BUKRS that is company code in excel component column
Data type :C
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Length :4
Select back arrow in SAP
Keep the cursor on account group
Press F1
Select technical information button
Double click on filed name KTOKS
Copy component KTOKS that is account group in excel component column
Data type :C
Length :4
Copy component XPLACCT That is P & L statement account in excel component
column
Data type :C
Length :1
Copy component XBILK that is I Balance Sheet A/c in excel component column
Data type :C
Length :1
Copy TXT20-ML That is GL A/c short text in excel component column
Data type :C
Length :20
Copy component TXT50_ML That is GL long text in excel component column
Data type :C
Length :50
Select back arrow
Select control data tab
Keep the cursor on account currency press F1
Select technical information button
Double click on filed name WAERS
Copy component WAERS that is account currency in excel component column
Data type :C
Length :5
Copy XSALH that is only balance in local currency in excel component column
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Data type :C
Length :1
Line item display :copy component XKRES that is line item display in excel
component column
Data type :C
Length :1
Sort key: copy component ZUAWA that is sort key in excel component column Data type :CLength :3Copy component FSTAG that is field status group in excel component Data type :CLength :4Save the file an ex file, file AML
Up loading of master in SAP (Tr code is LSMW)
Note: LSMW used for create No. of GL accounts at a time. Ignore the message press enter
Project :AML
Subproject :FI
Object :GLMaster
Select create entry button
Description :AML Project
Enter
Sub project description FI Area
Enter
Object name :GL master up loading
Enter
Select continue button (F8)
Select double click Display click change button (Shift +F7)
Select execute button
Select batch in put recording radio button
From the menu select Goto recording Overview
Select create recording button (Ctrl +F1)
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Give the recording name :AMLGL
Description :GL Master uploading
Enter
FS00
Give the GL Account :100305
Company code :AML
From the menu select GL Account create
Account group select secured loans
Select balance sheet account radio button
Short text and GL account long text :IDBI rupee term loan
Select control data tab
Select only balances in local currency check box
Select line display check box
Sort key :001 Posting date
Select create 1 bank /Interest tab
Field status group :G005 Bank Accounts
Save
Keep the cursor on FS00
Select default all button
Save
Select back arrow two times
Give the recording name :AMLGL
Enter and save
Select back arrow
Execute
Select create a structure button
Source structure :AMLSTR
Description :AML GL Structure
Enter and save
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Select back arrow
Execute
Keep the cursor on AMLSTR
Select table maintain button
Copy from
AML excel component column in SAP field name column
Copy from excel
AML excel data type column in SAP type column
Copy AML excel length column in SAP length column
Verify the copies data some data not copied copy to next page
Save
Select back arrow
Select back arrow once again
Select save button or Ctrl+S
Execute
Select back arrow
Execute
Kept the cursor on AMLGL
Save
Back arrow
Execute
From the menu select –Extras-Auto field mapping
Press enter
Go on select accept proposal button (Press Accept proposal button many times)
Till we get the message
Auto field mapping completed
Enter and save
Select back arrow
Skip maintain fixed values, transactions user defined routines
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Select specify files radio button
Execute
Keep the cursor on the PC (Fronted)
Select add entry button
Select file :AML text
Name :GL Master uploading
Select tabulator radio button
Enter & Save
Select back arrow
Execute
Save
Select back arrow
Execute
Execute once again
Select back arrow two times
Skip display read data
Select convert data radio button
Execute
Execute once again
Select back arrow two times
SKIP Display converted data
Select create batch input folder session
Execute
Execute once again
We get a message /batch input folder
With 4 transactions created
Ignore the message press enter
Execute
Select session name GL master
Select process button
Select display errors only button
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Select process button
We get a message processing of batch input session completed
Select exit batch input button
To view accounts created (Tr code is FS00)
Selected drop down button for GL A/c No.Company code :AMLEnter
(Note: check it uploaded GL Accounts 100001, 200125,300005,400101)
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BALANCES UP LOADING
Company going live in SAP from 1st December 2008 unloads – take balances as on 30th November 2008 and enter in SAP – P & L Account balances as well as Balance Sheet Account balances.
Company going live in SAP from 1st April 2008 on wards, - Take Balance Sheet account balances as on 31.03.2008 in SAP don’t enter all the transactions –
Reasons:1. In normal accounting all vendors, Customers, Assets are part of General
Ledger where as in SAP we have sub ledger concept.
2. In normal accounting –for vendors/ customers –Purchases /Sales transactions and advances will be entered in one account where as in SAP we have normal items and special GL Item.
3. In normal accounting for Fixed Assets- We have account wise acquisition value and accumulated depreciation where as in SAP for Fixed Assets, we have each sub asset wise acquisition value and accumulated depreciation.
4. In normal accounting depreciation in a provisional figure where as in SAP it is actually calculated figure.
5. In normal accounting raw material consumption is a derived figure.
Opening stock +Purchases –Closing stock whereas in SAP we maintain each material wise quantity, rate and amount and raw material consumption is actually calculated figure.
6. In normal accounting we will not pass production entries and delivery entries where as in SAP, system pass production entries and delivery entries with production cost.
Procedure
1) We should enter day to day date in SAP production client till balances are up loaded and tallied.
2) Incase of Vendors /Customers we have to prepare a statement showing only open items which should match with trail balance figure.
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3) Incase of Assets, prepare a statement showing each asset wise acquisition value and accumulated depreciation which should match with trail balance figure.
4) Incase of materials, prepare as a statement showing Material wise, Quantity , Rate and Amount which should match with Trail Balance figure.
5) We have to create 5 dummy accounts under any account group.
A) GL Clearing B) Vendor clearing C) Customer clearingD) Asset clearingE) Stock takingF)
6) After uploading balances, if the above 5 clearing accounts become zero, Then our date takeover is correct
Trail Balance (For opening balances)
Debit CreditEquity share capital 500000Party A/c 100000Accumulated Dep. P & M Machine no.40 300000Sales 400000P & M –Machine no.40 500000Party X 200000Inventory RM 100000Cash account 150000RM Consumption 350000
--------- ----------1300000 1300000.======= =======
1. GL clearing A/c2. Vendor clearing A/c3. Customer clearing A/c 4. Asset clearing A/c5. Stock taking A/c
1. To take GL Credit side items:Tr code F-02)
GL clearing A/c Dr 1300000To Equity share capital a/c 500000To Vendor clearing a/c 100000To Asset clearing a/c 300000
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To Sales a/c 400000
2. To take GL debit side items (F-02)Asset clearing Dr 500000Customer Dr 200000Stock taking Dr 100000Cash account Dr 150000Raw material consumption Dr 350000
To GL Clearing 1300000
3. A) Prepare a statement showing each vendor wise bill wise open item and advances which showed match with trail balance .Party ABill no.1 400000 CrBill no.2 50000 CrBill no.3 30000 CrAdvance 20000Dr 100000 Cr
B) Entry for Vendors (f-43)Vendor clearing Dr 115000Party A (SPLGLA) Dr 200000 advances to vendor
To party A-BIL1 No.1 400000 } Sundry creditorsTo party A-BIL1No.2 500000 }To party A-Bill No.3 45000 30000 Sundry creditors
4 (A) Prepare a statement showing each customer wise bill wise open items and advances which should match with trail balances
Party XBill no.1 50000 DrBill No.2 1800000 DrAdvance 30000 Cr 200000 Cr
4 (B) Customer balances F-22Party X- Bill no.1 Dr 50000 Sundry debtorsParty X-Bill no.2 Dr 180000 Sundry debtors
To party X (SPL GLA) 300000 Advances from customer To Customer clearing 200000 Advance from customer
5(A) To make fixed assets P & M GL account and accumulated depreciation plant & Machinery GL Account as non-reconciliation accounts and pass. F-02
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40 Plant & Machinery 50000050 Accumulated Depreciation P & M 30000050 Asset clearing 200000
Non-reconciliation means in FS00For Plant & Machinery GL A/c and accumulated depreciation P & M GL A/cReconciliation a/c type –Assets remove
5 (B) Creation of asset masters:| |AS01 LSMW
Use the Tr code is AS01
Asset class :AML2000 Dept ACompany code :AMLDescription :Machine no.40Give the capitalized date :20.06.2006Select time dependent tabBusiness area :AMLHSelect depreciation areas tabDepreciation key :AML1Use life :15 years Period 4 monthsOrdinary deprecation date :01.04.2008Save
5 (C ) To take over acquisition value and accumulated depreciation for asset 2000004-0It will not updated our GL Accounts since account for account type –Assets.
Path :SPRO-Financial accounting –Asset Accounting –Asset data transfer –manual online transfer –Create/Change /Display legacy asset (The Tr code is AS92)
Double click on change legacy asset
Give the asset no. :200004Sub number :0Company code :AMLSelect takeover values buttonIgnore the warning message press enterCumulated acquisition value :500000Accumulate ordinary deprecation :30000No book values :200000Save
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5. D) To make fixed assets P & M A/c and accumulated depreciation P & M account as reconciliation accounts.
Path :SPRO-Financial accounting –Asset accounting –Preparing for production start up-Production start up-Set or reset reconciliation accounts (Tr code is OAMK)
Select company code :AMLDouble click on change control of reconciliation account folder From the menu select Edit –selections –select allSelect set reconciliation indicators for all accounts buttonSavePress enter to save in your request
6 (A) To propose a statement showing each material –match with trail balance.
Material Qty Rate Amount RM1 2000 20 40000RM2 7000 5 35000RM3 2500 10 25000
---------100000======
6 (B) Creation of material masters (Transaction code MM01) –and in accounting view –For moving average price
RM1 20RM2 5RM3 10
Use the transaction code MB1C
Movement type :561 QtyRM1 2000 KgsRM2 7000 KgsRM3 25000 KgsSave
Accounting entry will be generated automatically Inventory RMDr 1000000 BSXTo stock taking 1000000 GBB BSA
Closing procedure
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In the year end what steps we have to do April 2008 –March 2008 fiscal year 2008
In last week of March 20091. To carry forward Vendor and Customer balances to next year.
Path Accounting –Financial accounting-Accounts payable –Periodic processing –Closing –Balance carry forwarded ( Tr code is F.07)
Give the company code :AMLCarry forwarded fiscal year :2009Select , select customer check boxSelect , select vendors check boxDeselect detail log check boxExecuteIgnore the warning message press enterOne time exercise for each year
2. To carry forwarded asset balancesWe can open 2 years at a time
2007 2008To open 2009 we have to close 2007
A) To check which year is closed for asset accounting
Path :Accounting -Financial accounting –Fixed assets –Periodic processing –year end closing –Undo-Entire company code (Tr code is 0AAQ)
Select position buttonGive the company code :AMLEnter
To close fiscal year 2008 (not mandatory step)
Up to periodic processing the path is same –Year end closing –Execute (Tr code is AJAB)
Company code :AML
Fiscal year to be closed 2008
Deselect text run check box
Form the menu select Program- Execute in back ground
Enter
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Select immediately button
Select save button (down side)
We get a message Back ground job was scheduled for program RAJABS00
To check whether the job is processed or not
From the menu select System –Services-Jobs –Job overview
Select execute buttonTo view result of the jobSelect job RAJABS00 check boxSelect spool buttonSelect spool no .check boxSelect display content button
To close only year for asset a accounting we have to post depreciation for all assets and for all months
C) To open fiscal year 2009 for asset accounting
Path :Up to period processing the path is same –Fiscal year change (Tr code is AJRW)
Give the company code :AML
New fiscal year :2009
Deselect test run check box
From the menu select program execute in back ground
Enter
Select immediate button
Select save button
We get a message back ground job was scheduled for program RAJAWE_00
To check whether the job is processed or not
From the menu select System Services Jobs job overview
Select execute button
To view the result of job
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Select job RAJAWE00 check box
Select SPOOL button
Select SPOOL no.check box
Select display contents button
3. To carryforward GL Balances
Path :Accounting –Financial accounting –General Ledger –Periodic processing –Closing –Carryforward-Balances carryforward new Tr cod is FAGLGVTR
Ledger :select OL leading ledger
Company code :AML
Carryforward fiscal year :2009
Deselect test run check box
Select output list of results check box
Select balances in retired earning check box
Execute
Select retired earning accounts button
Select back arrow
Select Balances sheet accounts button
To copy number range interval for next year
Path :SPRO-Financial accounting –Financial accounting global settings –Document –Document number ranges –copy to fiscal year (Tr code is OBH2)
Ignore the message press enter
Company code :AMLTo fiscal year details under source fiscal year :2008
To fiscal year under target fiscal year details :2009ExecuteSelect Yes button
To open periods for next yearApril 2009-March 2010
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April 2009-April 2009 Fiscal year 2009
1st 1, 2009-1,2009 |April 2008-March 2009 | Mandatory
2nd March 2009-March 2009 Optional 12, 2008-12,2008
Path :Up to document the path is same –Posting periods –Open and close posting periods
Select position button
Posting period variant :AML
Enter
For AML
From period 1 is 1 (April )
Year :2009
To period :1
Year :2009
From period :2
Period :12 March to March
Year :2008
To period :12
Year :2008
Select save button or Ctrl+S
Save in your request
How to open special periods
On 15.04.2008 –Accounts Dept Finalized profitability management, management adjustment entries.To post in special periodsApril 2009 –March 2010 Fiscal year 2009April 2009 –April 2009
1st 1, 2009 -1, 2009April 2008 –March 2009 Fiscal year
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March 2009-March 200913,2008 -13,2008
Same path :OB52For variant :AMLFrom the period2 :13Year :2008To period :13Year :2008Save
How to post to special periods (F-02)(Adjustment of management entries )
Document date & Posting date :28.03.2009
Type :SA
Company code :AML
Posting key :40
Account no. :400100 Salaries A/c
Enter
Change the period to 13
Enter
Ignore the warning message press enter
Amount :500000
Business area :AMLH
Text :Salaries provision
Posting key :50
Account no. :100500 Outstanding exp
Enter
Amount :*
Business area :AMLH
Text :+
Select document –Simulate and Save
Go and see the GL A/c FS10NGive the GL A/c No. :400100 Salaries A/cFiscal year :2008
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Business area :AMLHCompany code :AMLExecute
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BANK RECONCILIATION
Check Deposit Bank statement | |
-------------------- ------------------| | | |Manual Electronic Manual Electronic
Manual check deposit /manual bank statement For each current account we have to create ¾ accounts
Account no. should with 1. Main bank account 02. Check issue account Open item 13. Check deposit A/c Open item 24. clearing account Open item 35. Bank Changes
If we have 100 Bank current accounts instead of assigning accounts 100 times –we assign only one time using masking.1. Main bank account +++++++++02. check issue account +++++++++13. check deposit a/c +++++++++24.clearing account +++++++++3
Always main bank account balance and bank statement balance will be same.
Flow:Sales:
1. Sales invoice posting F-22
Customer A/c Dr 100000To Sales 100000
2. Check depositA) Bank keyB) Bank accountC) Pay slip no.D) Transaction typeE) CustomerF) Bill no.G) Amount and Save
IDBI Check deposit a/c Dr 100000To Customer with clearing 100000
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3. Enter manual bank statement A) If the check deposit credit is not there –open items in bank check deposit A/c-
ChecksDeposited but not credited
B) If the check deposit credit comes in bank statement A) Pay slip no.B) Bank keyC) Bank accountD) Transaction typeE) Amount and save
IDBI main bank A/c Dr 100000To IDBI Check deposit a/c 100000(with clearing)
Purchases :4. Purchase invoice posting F-43
Inventory RM Dr 200000To Party A/c 200000
5 Outgoing payment with clearing F-53Party A/c Dr with clearing 200000 To IDBI check issue A/c 200000
6. Manual check creation Assign check no.to payment doc.no.
7. Enter manual bank statement A) If the check debit is not there open items in bank check is issue A/c check
issued but not presented.B) If the check issue debit is there
A) Bank keyB) Bank accountC) Transaction type D) Check numberE) Amount and save
IDBI check issue Dr with clearing 200000To IDBI Bank a/c 200000
Bank charges direct debits
8. Enter manual bank statement A) Bank KeyB) Bank account
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C) Transaction typeD) Amount and save
Bank charges Dr 5000To IDBI main bank a/c 5000
IDBI main bank A/c IDBI bank statement
3 10000 7 B) 20000 7 B) 20000 3 B) 100000 Cr 8) 500 8) 500 DR
IDBI check Dept A/c2. 100000 3. 100000IDBI Check issue A/c
7 B) 20000 5 20000
1. Creation of GL masters (FS00)
Give the GL A/c no. :200130 Wages A/c
Company code :AML
Select with template button
Give the GL A/c no.200105 SBI A/c
Company code :AML
Enter
Change short text and GL Account long text to IDBI main bank
Save
GL A/c No. :200131
Company code :AML
Select with template button
Give the GL A/c NO.200130
Company code :AML
Enter
Change short text and GL A/c long text to IDBI check issue
Select control data tabs
Select open item management check box
Save
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GL A/c No. :200132
Company code :AML
Select with template button
Give the GL A/c No. :200131
Company code :AML
Enter
Select type/description tab
Change short text and GL A/c long text to IDBI check deposit
Save
GL A/c No. :400304
Company code :AML
Select with template button
Give the GL A/c No. :400300 Rent A/c
Company code :AML
Enter
Change GL A/c short text and GL A/c long text to Bank charges
Save
Define House Bank (FI12)
Give the company code :AML
Enter
Select new entries button
House bank :IDBI
Bank country :IN
Bank key :AMLIDBI1
Save
Give the name IDBI bank limited
Street :Bank Street, Koti
City :Hyderabad
Bank branch :Main branch
Enter
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Press enter to save in your request
Double click on bank accounts folder
Select new entries button
Account ID :IDBI1
Description :IDBI current no.1
Bank account no. :AMLIDBI1234
Currency :INR
GL A/c No. :200130 IDBI Main bank
Save
3. Creation of Check lots (Tr code is FCHI)
Give the paying company code :AML
House bank :IDBI
Account ID :IDBI1
Select change status button
Select create button (shift+F5) beside details button
Lot no. :1
Check no. :100001
To no. :100100
Select non-sequentional check box
Short information :IDBI bank
Purchase date :Today’s date
Enter and save
Define posting keys and posting rules for check deposit
Path :SPRO-Financial accounting –Bank accounting –Business transactions –Check deposit –Define posting keys and posting rules for check deposit
Chart of accounts :AML
Enter
Select new entries button
Accounts symbol :AMLA
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Text :Main Bank
Accounts symbol :AMLB
Text :check issue
Accounts symbol :AMLC
Text :Check deposit
Accounts symbol :AMLD
Text :Bank charges
save
press enter to save in your request
double click on assign accounts to account symbol folder
select new entries button
accounts symbol :AMLA
Account symbol Currency GL A/cAMLA INR +++++++++0 (9 times plus)AMLB INR +++++++++1 (9 times plus)AMLC INR +++++++++2 (9 times plus)AMLD INR 400304 –Bank Charges A/cSaveDouble click create keys for posting rules folderSelect new entries button
Posing rule TextAML1 Check receipt –Clear customerAML2 Check deposit clearing in BankAML3 Check issue clearing in BankAML4 Bank charges direct debit by banksSave
Double click on define posting rules folderSelect new entries button
Notes:Check receipt –clear customerAML1-Check receipt clear customerIDBI check deposit Dr GL
To Customer –with clrg SL
Doc.Type DZ
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Posting rule :AML1Posting area :select 2 sub ledger accountingDebit posting key :40Account symbol :AMLC (check deposit)Document type :DZPosting type :select 8 sub ledger a/c
Select next entry button
Posting rule :select AML2 (check deposit clearing in bank)
Notes:AML2 :Check deposit clearing in bank
IDBI1 Main account Dr GLTo IDBI check deposit with clearing GL
Doc .type :SA
Posting area :select 1 Bank accounting Debit posting key :40 Accounts symbol :AMLA main bank a/cDocument type :SA (GL account document)Posting type :select 5 clear credit GL AccountSelect next entry buttonPosting rule :AMLB check issue clearing in bank
AML3 Check issue clearing in BankIDBI check issue with clrg DR GL
To IDBI main bank A/cDoc .type :SA
Posting area :select 1 bank accounting Debit account symbol :AMLBCredit posting key :50Account symbol :AMLA Main bankDocument type :SAPosting type :select 4 clear debit GL AccountSelect next entry buttonPosting rule :AML4 Bank charges :Direct debit by bank
Bank charges Dr GLTo IDBI Main bank A/c GLDoc type :SA
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Posting area :select 1 Bank accountingDebit posting key :40Account symbol :AMLDCredit posting key :50Account symbol :AMLADocument type :SAPosting type :select 1 post to GL A/cSave
Create and assign business transactions :
Path :Up to business transactions the path is same –Check deposit –Create and assign business transactions (Tr code is OT53)
Select new entries button
Transaction :AML1
+/- :+
Posting rule :AML1
Text :Check receipt clear customer
Transaction :AML1
+/- :- (for posting revenues)
Posting rule :AML1
Text :Check receipt clear customer reversal
Select save button
Select cancel button
Select Yes button
Save
Press enter to save in your request
Define variants for check deposit Same path ( Tr code is OT45)
Select create buttonVariant :AML1Name :check deposit variant for AMLEnterFrom the possible fields columnDouble click on reference document no.(selection)
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Enter
Column Offset Length1 32 20 163 37 44 52 10
SaveSelect create request button short description :Work Bench request for AMLEnterpress enter to save in your requestkept the customer on AML1select activate button
create and assign business truncation for manual bank statement
path :up to business truncation the path is same –Payment transactions –manual bank statement –Create and assign business transactions
select new entries buttonTransaction +/- Posting rule Interpretation
algorithm Text
AML2 + AML2 Check deposit AML2 - AML2 Check deposit
clearing in bank reversal
AML3 - AML3 011 (Outgoing check :Check no. different from payment doc.no.
Check issue clearing in Bank
AML3 + AML3 11 Check issue clearing in bank (Reversal)
AML4 - AML4 Bank charges direct debit by bank
AML4 + AML4 Bank charges direct debit by bank (reversal)
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SavePress enter to save in your request
011- Check no. different from payment doc.no. purchases
1. Purchase invoice posting F-43
Inventory RM DR 200000To Party A/c 200000Doc no.1
2. Outgoing payment with clearing F-53
Party A/c DR with clearing 200000To IDBI Check issue A/c 200000Doc no.200001
3. Manual check creation FCH5
Assign check no. to payment doc no.Assign check no.100001 to payment Doc no.200001
Check no. and payment Doc no. are different
Define variants for manual bank statement
Same path (Tr cod is OT43)
Select create button
Variant :AML2
Name :Manual bank statement variant for AML
Enter
From the possible fields column double click on reference doc .number (selection)
Enter
4the column (20+16) :36
From the possible field column double click on bank reference
Enter
From the possible fields column double click on business area
237
Enter (53+13+4):67
Save
Press enter to save in your work bench request
Keep the cursor on AML2 :select activate button
To make text field optional field for field status groups G001 and G005 (Tr code is OBC4) Select field status variant :AML
Double click on field status group folder
Double click on G001
Double click on general data
Text make it optional entry field
Save
Press enter to save in your request
Double click on G005
Double click on General data
Text make it optional entry field
Save
SALES
Sales invoice posting (F-22)
Give the document date :Today’s date
Type :DR
Company code :AML
Posting key :01
Reference bill no. :2345
Account :6600001
Enter
Amount :100000
Business area :AMLH
Text :Sales invoice posting
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Posting key :50
Account no. :300000 Sales a/c
Enter
Amount :*
Business area :AMLH
Text :+
Document –simulate & Save
Manual check deposit
Path :Accounting –financial accounting –Banks –Incomings –check deposit –manual entry (FF68)
From the menu select settings Specifications
Start variant :select AML1
Enter
Bank key :AMLIDBI1
Bank account ;AMLIDBI1234
Currency :INR
Group :1 (paying slip no.)
Transaction :select AML1 (check receipt clear customer )
Posting date :Today’s date
Value date :Today’s date
Currency :INR
Enter
Amount :100000
Reference no. :2345 (bill no.)
Business area :AMLH
Customer no. :6600001
Enter & save
Save once again
From the menu select System –>services Batch input Sessions select session
name :IDBI-IDBI1
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Select process button
Select Display errors only radio button
Select process button
We get a message processing of batch in put session completed
Select exit batch input button
Go and See the customer A/c FBL5N
Give the customer no.6600001Company code :AMLSelect cleared items radio button Select normal items check boxExecuteDouble click on type DZSelect column document overview button
Check deposit credit in bank statement
Path :Accounting –Financial accounting –Banks-Incoming –Bank statement –manual entry (Tr code is FF67)
From the menu select settings –specifications
Start variant :select AML2
Enter
Bank key :AMLIDBI1
Bank account :AMLIDBI1234
Currency :INR
Give the statement no. :1
Statement date :Today’s date
Opening balance :0
Closing balance :100000
Posting date :Today’s date
Enter
Ignore the warning message press enter
Transaction :select AML2 check deposit in bank
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Value date :Today’s date
Amount :100000
Give the reference doc no. :1 (That is paying slip no.)
Business area :AMLH
Enter & Save
Save once again
From the menu select System –Services –Batch input session
Select session name :IDBI –IDBI1
Select process button
Select display errors only radio button
Select process button
Ignore the message and exit batch input button
Go and see the IDBI check deposit A/c (FBL3N)
Give GL A/c No. :200132
Company code :AML
Select cleared items radio button
Select normal items check box
Execute
Double click credit 100000
Select call up document overview button
1. Purchases
Purchase invoice posting F-43
Give the document date :Today’s date
Type :KR
Company code :AML
Posting key :31
Account no. :4200001
Enter
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Give the amount :20000
Business area :AMLH
Text :Purchase invoice posting
Posting key :40
Account no. :200120 Inventory RM
Enter
Amount :*
Business area :AMLH
Text :+
Document –Simulate and Save
2. Outgoing payment with clearing (Tr code is F-53)
Give the document date :Today’s date
Type :KZ
Company code :AML
Clearing text :Outgoing payment
Account under bank data :200131 (IDBI cheque issue date)
Business area :AMLH
Amount :20000
Text :Outgoing payment
Account under open item selection :4200001
Select process open item button
Double click on payable amount :20000
From the menu select Document --Simulate & Save
3. Manual check creation (FCH5)
Give the check no.100010Save
4. Enter manual bank statement (FF67)
Select overview button (F8)
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Keep the cursor on AML IDBI Bank Ltd
Select new statement button
Closing balance (100000-200000)=800000
Posting date :today’s date
Enter
Transaction :AML3 check issue clearing in Bank
Value date :today’s date
Amount :20000 with minus
Bank reference :100010 (cheque no.)
Business area :AMLH
Enter
Select save button , save once again
From the menu select System –Service –Batch input –Sessions
Select session name :IDBI-IDBI
Select process button
Select Display errors only radio button
Select process button
Ignore the message exit batch input button
Go and see IDBI cheque issue account (FBL3N)
Give the GL account :200131 IDBI cheque issue account
Company code :AML
Select cleared items radio button
Select normal items check box
Execute
Double click on debit 20000
Select call up document overview button
Bank charges Direct debits
Enter manual bank statement FF67
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Select overview button
Keep the cursor on AML IDBI Bank Ltd
Select new statement button
Give the closing balance :79500
Posting date :Today’s date
Enter
Transaction :AML4 Bank charges direct debits
Value date :Today’s date
Amount :500-
Business area :AMLH
Enter & Save
Save once again
From the menu select System –Services –Batch input –Session
Select session name :IDBI –IDBI-1
Select process button
Select display errors only radio button
Select process button
Ignore the message and select exit batch input button
To view the document posted (FB03)EnterTo view bank statements in SAP FF67Select overview buttonDouble click on AML IDBI Bank Ltd
To view the transactions in the statement Double click on statement no.
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CASH JOURNAL
1) To view daily cash and ban opening balances, Receipts , Payments and closing balance
2) GL Cash account accepts negative cash balance –Cash Journal will not accept negative cash balance
3) For petty cash purpose
1. Creation of GL master –Petty cash account –Current assets-Loans & Advances (FS00)
Give the GL A/c No. :200101
Company code :AML
Select with template button
Give the GL A/c No. :200100
Company code :AML
Enter
Change short text and GL a/c long text to Petty Cash A/c
Select create /bank /interest tab
Select post automatically only check box
Save
Define number rage intervals for cash journal documents
Path :SPRO-Financial accounting –bank accounting –Business transactions-Cash journal –Define number range intervals for Cash journal Documents (FBCJC1)
Give the company code :AML
Select change intervals button
Select interval button
No.range :01
From no. :500001
To no. :600000
Enter & Save
Ignore the warning message press enter
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Setup cash journal (FBCJC0)Same path
Select new entries button
Company code :AML
Cash journal no. :0001
GL A/c No. :200101
Currency :INR
Document type for GL A/c :SA
Document type vendor payment :KZ
Document type vendor receipt :KZ
Document type customer payment :DZ
Cash Journal name, :AML HYD petty cash
Save
Press enter to save in your request
Create ,Change delete business truncations (FBCJC2)
Same path
Select new entries button
Company code :AML
Business transaction type :select R Revenue
G/L A/c :300000
Cash journal business transaction :Revenue
Select account modifiable check box
Company code :AML
Business transaction type :select E Expenses
GL A/c No. :400100 Salaries A/c
Cash journal Business transaction :Expenses
Select account modifiable check box
Save
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Press enter to save in your request
Setup print parameters for cash journal
Select new entries button
Company code :AML
Cash journal print program name :RFCASH00
Report variant :DEMOEN (Demo English)
Correspondence :select SAP18 Cash document
Save
Press enter to save in your request
Posting to Cash journal
Path :Accounting –Financial accounting –General ledger –Posting –Cash journal posting (FBCJ)
From the menu select Extras Change Cash journal
Give your company code :AML
Cash journal :0001
Enter
Select cash receipts tab
Business transaction :select Revenue
Amount :5000
Business area :AMLH
G/L A/c :300000 Sales A/C
Text :Cash sales
Save
Select post button
Select print cash journal button
Ignore the message press enter
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WITH HOLDING TAX (TDS
TDS: Tax deducted at source on Vendors/ Contractors/Local and professional charges
TCS: Tax collected at source –on Customers/ scrap sale /waste sale
TDS is part of CIN (Country India Version)
TDS two types
Classic with holding Tax Extended withholding taxUp to 4.6 C SAP CIN from 4.7 EE on words CIN is part of SAPSAP was released in India 1995 –SA and CINFebruary 1996 Finance Budget Govt. made changes to TDS for the changes in Budget.SAP releases –Patch (program)February 1997 finance budget changesFebruary 1998 Finance budget changesFebruary 1991 Finance budget changes
Released extended with holding taxOriginal CIN program modified with the budget changesNumber changes A) Education cessB) Higher and Secondary Education cessC) Return –Contractors –annual Return –form 26CD) Changed to annual return Form 26E) Changed to quarterly return –Form 26QF) ETDSTDS on contractors/Professional charges /Rent/Interest other than salaries
248
TDS on contractors (Income Tax Section 194C)
1 Status –Company /Partnership firm Individual 2. TDS Rates
Basic 2%Surcharges 10% on 2% ED 3% on (basic +Surcharges )
10% on 2% contract value in the whole year exceed 10 Lakhs other wise NIL3% on Basic +Surcharge (Note :contract value in the whole year exceeds 1 core other wise NIL)
4. TDS is to be deducted at the time of invoice posting or advance payment posting
whichever is earlier
5. If each contract value is less than 20000 and all contract value in the whole year
is less than 50000 –No TDS is to be deducted.
6. To create only one code for invoice postings and one code for advance postings
(Max codes can be created 99)
7. If the contractor does not have taxable income he for lower rate of deduction or
NIL rate of deduction . Company has to deduct at lower rate or Nil rate –
Exemption certificate will be given by Income Tax Dept for each year.
8. In the bill amount includes material cost and conversion charges – (composite
contacts) To deduct TDS only conversion charges.
9. TDS deducted should be deposited within 7 days from the month end incase of
year end credits TDS to deposit within 2 months from the year end.
If 7th day comes on public holiday –choice to make the payment day before or
after.
10. Issue TDS certificate in form 16A to the contractor –It can be a monthly certificate
or consolidated certificate for the whole year.
11.File quarterly return in form 26Q earlier annual return Form 26
12.Permanent Account Number (PAN) will be allotted at company code level where
as Tax Deduction at Source (TDS No./TAN can be obtained at company code
level/Business area level/Business places level.
Maintain calendar
Path :SPRO-SAP Net weaver –General settings –Maintain calendar
249
Select public holidays radio button
Select change button
Select create button
Select with fixed date radio button
Select create button
Day :1
Month :select 05 May day
Short holiday name :May day
Long holiday name :May day
Enter
Ignore the message select Yes button
Ignore the message press enter
Select back arrow
Select holiday calendar radio button
Select change button
Select create button
Calendar ID :A1 (AML HYD Factory Holiday calendar)
Select assign holiday button
Select May day check box
Select assign public holiday button
Save
Ignore the message press enter
Select back arrow two times
Select factory calendar radio button
Select change button
Select create button
Factory calendar ID :A2
Description :AML HYD Factory calendar
Holiday calendar ID :A1
Work days select Monday to Saturday check boxes
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Save
Ignore the message press enter
Check withholding tax countries
Path :SPRO-Financial Accounting –Financial accounting global settings-With holding tax-Extended withholding tax-basic settings-Check with holding tax countries
Select new entries button
Country :IN
Withholding tax country :IN
Description :India
Select save button or Ctrl+S
Save in account payable customization request
Define withholding tax keys Same path Give the country key :In for India EnterSelect new entries buttonOfficial withholding tax :194CName :TDS contractorsSavePress enter to save in your request
Define Business places (section code )
Path :Up to extend with holding tax the path is same -Basic settings India Define business places
Select new entries
Company code :AML
Section code :AMLF
Name :AML HYD factory
Save
Give the name :AML HYD Factory
Press enter to save in your request
251
Assign factory calendars to section code (Business places) Same path
Select new entries button
Company code :AML
Section code :AMLF
Factory calendar ID :A2
Rule :select day before
Save
Press enter to save in your request
Define business place
Path: Form the menu select System –Services –Table maintenance –Extended table maintenance (Tr cod is SM30)
Table/view :J_1BBRANCV
Select maintain button
Give the company code :AML
Enter
Select new entries button
Business place :AMLF
Description :AML Hyderabad factory
Save
Give the name :AML Hyd factory
Press enter to save in your request
Assign section code to business place (Tr code is SM30)
Table /View :V_seccode
Select maintain button
Give the company code :AML
Enter
For section code :AMLF
Business place :AMF
252
Save
Press enter to save in your request
Define withholding tax type for Invoice posing:
Path: Up to Extended with holding tax the path is same –Calculation –With holding tax type –Define with holding tax type for invoice posing
Give the country key :IN
Enter
Select new entries button
With holding tax type :D1
Description :section sec 194C contractors Invoice posting
Select gross amount radio button
Select with holding tax commercial rounding radio button
Select post with hold tax amount check box
Select no accumulation radio button
Save
Press enter to save in your request
Define withholding tax for payment posing
Same path Give the country key :IN
Enter
Select new entries button
With holding tax type :DA
Description :Sec 194 C contractors –Advance posting
Select gross amount radio button
Select withhold tax commercial rounding radio button
Select no accumulation radio button
Select post with holding tax amount check box
Select central invoice propitiate radio button
Select save button or Ctrl+S
253
Press enter to save in your request
Why to select central invoice proportionate for advance payments
2.266%1. Advance payment F-48 20.11.2008
Party special GL (A) Dr 100000To Bank 97734To TDS (To deposit before 07.12.2008) 2266
2. Purchase invoice posting F-43 14.12.2008Conversion charges Dr 300000
To party 293202To TDS (to Deposit before 07.12.2009) 6798
3. Transfer of advance from special GL to normal by clearing special GL -54 14.12.2008
Party Dr 97734TDS Dr 2266 auto debit
To Party special GL (A) 100000
TDS payable on 07.12.2008 on 07.12.2008 2266TDS payable on 07.12.2009 4532(6798-2266)
Define withholding tax codes
Path :Up to extend with holding tax the pat is same –Calculation With hold tax codes Define with holding tax codes
Give the country key :IN
Enter
Select new entries button
With holding tax type :D1
With hold code :D1
Description :section 194C contractors Invoice (2.266%)
Official with holding tax :section 194 C
Base amount percentage subject to tax :100
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With holding tax rate :2.266%
Posing indicator :selection 1 (standard posting :Bank /Vendor
/Customer line item reduced
Save
Press enter to save in your request
Select back arrow
Select with holding tax type :D1
Select copy as button
Change with holding tax type :D1 to DA
Change with hold tax code :from D1 to DA
Description :sec 194 C (contractors –Advance 2.266% )
Enter and Save
Check recipient type
Path :Up to extended with hold tax the path is same –Basic settings –Check recipient types
Give the country key :In for India
Enter
Select new entries button
With holding tax type :D1
Recipient type :CO
Text :company
One more
With holding tax type :DA
Recipient type :CO
Text :Company
Save
Press enter to save in your request
255
Maintain tax due dates
Path :Up to extend with holding tax the path is same –Basic settings –India Maintain tax due dates
Select new entries buttonCountry :INOfficial with holding tax key :194CRecipient type :CONo.of days unit tax due date :777Save
Assign withhold tax types to company code
Path :Up to Extend with holding tax the path is same –company code Assign with holding tax types to company code
Select new entries button
Company code :AML
Withholding tax type :D1
Recipient type :CO
Select with hold tax agent check box
Withholding tax obligated firm :01.04.2008
Obligated to with hold tax until :31.03.2009
Save
Press enter to save in your request
Select back arrow
Select company code AML with tax type D1
Select copy as button
Change the With holding tax type to DA
Enter & Save
Activate extended withholding tax :Same path
Select position button
Give the company code :AML
Enter
256
For company code AML select extended with holding tax check box
Save
Ignore the warning message press enter
Press enter to save in your request
Combined with holding tax code
Path : up to Extend with holding tax the path is same –Calculation –India –surcharges –Maintain surcharge rates (Surcharges combined with basic withholding tax codes)
Select new entries button
Company code :AML
Withholding tax code :D1
Recipient type :CO
Surcharge rate :10
Company code :AML
Withholding tax code :DA
Recipient type :CO
Surcharge :10
Save
Press enter to save in your request
Creation of 2 GL masters (FS00) 1. Conversion charges under manufacturing group 2. TDS on contractors under Current Liabilities & Provision group
FS00
Give the GL A/c No. :400200
Company code :AML
Select with template button
Give the GL A/c :400100 Salaries A/c
Company code :AML
Enter
Change the A/c group to manufacturing expenses
257
Change short text and GL A/c long text to Conversion changes
Save
One more
Give the GL Account no. :100510
Company code :AML
Select with template button
Give the GL A/c No.100500 out standing exp.
Company code :AML
Enter
Change short text and GL account long text to TDS on Contractors
Save
Assignment of accounts for Automatic postings:
Path :Up to Extended with holding tax the path is same –Posting –Accounts for withholding tax –Define accounts for withholding tax to paid over
Give the Chart of Accounts :AML
Enter
Select with holding tax code check box
And with withholding tax type check box
Save
Withholding tax type :D1
Withholding tax code :D1
Account :100510
Withholding tax type :DA
Withholding tax code :DA
Account :100510
Save
Press enter to save in your request
258
Maintain company code settings
Path :SPRO-Logistic- General –Tax on goods movement –India –Basic settings –Maintain company code settings
Select new entries buttonGive the company code AML and SavePress enter to save in your requestSpecify document type for remittance challans
Remittance challans TDS on contractors
1 CO 1000 (Company)2 OT 2000 (Individual)3 CO 30004 CO 40005 TO 5000
When we make TDS payment –we have to prepare two challans1 for Companies2 for Individuals
In remittance challan screen
recipient type Company (CO)1 CO 10003 CO 30004 CO 4000
TDS on contractors Dr-With Clg 8000 GLTo Bank 8000 GL
Doc .Type :SA
Path :Up to Extended with holding tax the path is same –Posting –India –Remittance challans –Document types –Specify document type (Accounts payable)
Select new entries button
Company code :AML
Remittance challan document type :SA
Save
Press enter to save in your request
259
Maintain number groups:Same path
Select new entries button
Company code :AML
Section code :AMLF
Official withholding tax key :194C
Number group :08
Save
Press enter to save in your request
Assign number ranges to Number groups: ( Tr code is J1INO)
Same path
Select new entries buttonInternal number range group :08Internal challan :08Save
Maintain number ranges:(Tr code is J1INUMBER)
Same path
Select maintain groups button
Select group without tax having 08 check box
From the menu select Interval Maintain
Give the company code :AML
Enter
Select interval button
Year :2008
From no. :1
To number :100000
Enter & Save
Ignore the message press enter
260
Assign remittance challan number group to Business place
Tr code is (SM30)
Give the Table /View :J_1IEWTNUMGR
Select maintain button
Select new entries button
Company code :AML
Business place :AMLF
Official with holding :194C Tax key
Number group :08
Save
Assign remittance challan number group to section code :(SM30)
Table /view :J_1IEWTNUMGR_1
Select maintain button
Select new entries button
Company code :AML
Selection code :AMLF
Official withholding :194C Tax key
Number group :08
Save
Press enter to save in your request
Maintain number groups and SAP script forms
Path :Up to Extend with holding tax the path is same –Postings –India –Withholding tax certificates for Vendors and Customers –Maintain number groups as SAP script forms
Select new entries button
Company code :AML
Section code :AMLF
Official withholding tax key :194C
Form :J_11EWT_CERT
261
No group :09
Save
Press enter to save in your request
Assign number ranges to number groups
Same path Select new entries buttonNumber group :09Internal number range :09SavePress enter to save in your request
Maintain number ranges
Sam path
Select maintain groups button
Select group without text having 09 check box
From the menu select interval maintain
Company code :AML
Enter
Select interval button
Year :2008
From number :100001
To number :200000
Enter & Save
Ignore the message press enter
Assign withholding tax code in Vendor master
Path :Accounting –Financial accounting –Accounts payable –Master records-Maintain centrally –change (Tr code is XK02)
Give the vendor no. :4200001
Company code :AML
Select with hold tax check box
262
Enter
Give the withhold tax country :IN (India)
With holding tax type :D1
Withholding tax code :D1
Select liable check box
Recipient type :CO
Withholding tax type :DA
Withholding tax code :DA
Select liable check box
Recipient type :CO
Select CIN details button
Ignore the warning message press enter
Select withholding tax tab
Give the PAN of vendor :AP4C12345C
Select back arrow
Save
END USER AREA
Conversion charges posting (F-43)
Document type :Today’s date
Type :KR
Company code :AML
Posting key :31
Account no. :4200001
Enter
Give the amount :100000
Business area :AMLH
Business place /section code :select AMLF
Enter
Text :Conversion charges posting
Posting key :40
263
Account :400200 conversion charges account
Enter
Conversion charges
Option 1 Option 2 Option 3If the bill value is less than 20000 and whole year contract value is less than 50000
If the value consists of material 30000 and conversion charges 70000
If the bill amount is only for conversion charges
No TDS A) For D1 with –holding tax base amount enter 70000 TDS will be deducted on 70000
A) Remove DA
Remove D1 and DA B) Remove DA
Remove with hold tax code :DAEnterAmount :*Business area :AMLHText :+From the menu select Document Simulate and Save
Note : If you get a error message once check it Activate extended withholding tax / Document splitting
Create remittance challan
Path :Accounting –Financial accounting –Accounts payable –With holding tax –India –Extended with holding tax –Remittance of withholding tax-Create remittance challan (Tr code is J1INCHLN)
Company code :AML
Fiscal year :2008
Business plane/ Second code :AMLF
Posting date :01.01.2009 to 31.01.2009
Section :194 C
Recipient type :CO
Document date :07.02.2009
264
Posting date :07.02.2009
Bank account :200105 SBI CA
Execute (F8)
Enter
Business area :AMLH
Text :Conversion charges amount
Double click on all open items (by default one rupee can not see in SAP zero)
Select document overview button
Double click on the line item
SBI current A/c with one rupee
Amount :*
Save
Select clearing document button
Select back arrow
Enter Bank challan
Path: Same path ( Tr code is J1INBANK)
Give the company code :AML
Fiscal year :2008
Challan clearing number :select document no.37
(Once we select challan clearing number, Internal challan number and internal challan
date will be update automatically)
Base challan no . :789
Bank challan date :07.02.2009
Bank key :select SBI
Execute
Print TDS Certificate
Path :Up to extend with holding tax the path is same –Certificates –Print (J1INCERT)
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Company code ;AML
Fiscal year :2008
Business area /Section code :AMLF
Section :194C
Posting dates :01.04.2008 to 31.03.2009
Bank challan dates :01.05.2008 to 30.04.2009
Certificate date :30.04.2009
Signatory :Mr X
Designation :Manager
Place of printing :Hyderabad
Execute
Select print button
Output device :LP01
Select print button
To view the print out
From the menu select –System –Services –Output control
Select execute buttonSelect spool no.check boxSelect display contents button
Quarterly return
( Tr code J1INQEFILE)
Path for Entering acknowledgement numbers.
In TDS certificate we have to specify acknowledgment number for each quarterly return field.
Path :System –Service –Table maintenance –Extended table maintenance (Tr code is SM30)
Table /View J_1IET_ACKN_N
Select maintain buttonSelect new entries button
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Company code :AMLYear :2008Section code :AMLFPeriod :select second quarter ACK No. :123Save
Note: Quarterly return not working in pirated software’s patches updated in genuine SAP software
Advance posting:1. Advance payment posting F-48
15.12.2008 50000 1133 TDS to deposit before 07.01.20092. Conversion charges posting F-43
02.01.2009 200000 4532
3. Transfer of advance from special GL to normal by clearing special GL F-54 02.01.2009 1133 Auto debit will come before 07.02.2009 to deposit 4532-1133=3399
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