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Project EPCOS FI/CO Training
PROJECT EPCOS
SAP FINANCE
CORE TEAM TRAINING 2004
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Client - Company Code
Client
EPCOS (parent)
Company Code
Epcos Ferrites
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Client - Chart of Accounts -
Company Code
Chart of Accounts
Eg. CAGL
Epcos (parent)
EFL
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Company Code Creation Methods
EFL1
Create Company CodeCopy Company Code
Delete Company Code Transport Company Code
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Company Code Definition
Accounting Organization
Chart of accounts IND
Credit control area CCUS
Fiscal year variant GL
VAT registration number _
Processing Parameters
Field status variant 0001
Posting period variant XXXX
Max. exchange rate deviation ___%
Workflow variant ____CoCd -> Co area 1
Company Code: EFL1 Company XX India
Country key: IN Currency: INR Language: E
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Human ResourcesControlling
Benefits of the
Organizational Structure
Client
CompanyCode
PurchasingOrganization
PersonnelArea
Production Planning
Sales and Distribution Materials Management
Financial Accounting
SalesArea
ControllingArea
Plant
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General Ledger & Sub-Ledgers
G/L Accounts
Accounts Receivable
11,000
Accounts Payable
11,000
Revenue
10,000
Expenses
10,000
Output Tax
1,000
Input Tax
1,000
Sub-Ledgers
Customers (A/R)
11,000
Vendors (A/P)
11,000
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Data
Transaction Data
Incominginvoice
Payment
Request fordown payment
Credit memo
Master Data
G/L Account8000XX
Customer000000
VendorAllied_XX
BankBanamex
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NEXT
MASTER RECORDS
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Master RecordsGeneral Information
G/L Account Customer Vendor
Create in ...
Chart of Accounts
andCompany Code
Client
andCompany Code
Activities
CreateDisplayChange
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Integration Points in Master
Records
SD
FI
MM
Vendor
Master Recordscan be maintainedin AP and inpurchasing
Customer
Master Recordscan be maintained
in AR andin SD
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Chart of Accounts
Client
Chart of AccountsChart of Accounts
CompanyCode
CompanyCode
CompanyCode
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Master RecordsAccount Group
Account Group
AGUS
United StatesCustomers
AGEUEuropean
Customers
AGCACanadian
Customers
Number Range
03300000-399999
02200000-299999
01100000-199999
Account Types
DCustomer
DCustomer
DCustomer
I tried tocreatean MR
withoutan acctgroup
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Account Group
Account Group
One-Time Account
Number Range
Account managementPayment transactionsCorrespondenceInsurance (not in Vendor Master)
Address
Control data
Paymenttransactions
Address Mandatory Optional
Name 1 XTitle XSearch term X
General dataCompany code dataSales data
Field Status
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Account Group Number Ranges
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COA Data
Short textG/L acct long text
Balance sheet acctP+L statement
acct typeAccount groupSample account
Trading partner
Company Data
Account currencyTax category
Line item displaySort key
Field status group
Name
Control
Consolidation Doc entry control
Acct management
Acct controlAccount Number
is includedin both
G/L Account Data Levels
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G/L AccountsMonthly Debits and Credits
ESPSpanish Peseta
FRFFrench Franc
ITLItalian Lira
NLGDutch Guilder
GBPBritish Pound
SGDSingapore Dollar
CurrencyKey
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Centrally
Account number XXXCompany code GLT1
Step-by-Step
Account number XXX
Company code GLT1
Create a masterrecord in theCOA or in
the client
Menu Path: Master Record/Create
*** This creates the MRsimultaneously in the COAor client and in the company code
Create a masterrecord in thecompany code
Creating a Master Record
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Field Status DefinitionsFor G/L Accounts
Field Status Variant 0001 Group G005Bank accounts (obligatory value data)
General Data Suppress Required Optional Entry
Allocation numberTextInvoice referenceHedgingCollective invoice
Select Group
General data TaxesAdditional account assign. Foreign paymentsMaterials management ConsolidationPayment transactions Real estate management
Asset accounting Financial assets management
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Customer Master Record
Account management: recon acct; int calc; reference data Payment transactions: pymt data; automatic pymt trans Correspondence: dunning data; correspondence; pymt notices to Insurance: export credit insurance
Company Code Data
Address: address & communication Control data: acct control; tax info; reference data Payment transactions: bank details
Account NumberCompany Code(Account Group)
General Data
Sales Data
Customer Master Record (All
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Customer Master Record (AllFields)
Company Code-RelatedField Selection
Account Group-RelatedField Selection
Activity Type-RelatedField Selection
Screen Layout
This will determine if a field is:
Not displayed;For display only;Read/write possible:Data entry mandatory.
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15001100
Client Level
Company CodeLevel
General Data: Address
SafmarineCape Town8001
Bank DataSA 0123456789
.
.
Company Code Data
Reconciliation account 16000Payment terms 0010Sort line items 003
Company Code Data
Reconciliation account 16000Payment terms 0009Sort line items 004
Vendor Master Record
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Bank Directory
BNKA
Creation of BankThrough IMG
Automatic Transferfrom SAPF160
Customer/VendorBank Data
Document EntryOne-Time Account
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House Bank Country Bank Key200 IN 123456789BANK IN 021000021.. .. ..
House Banks
House bank dataBank country INBank key 123456789
AddressBank Bank IndiaRegion West BengalStreet 13623 Bluff CircleCity Kolkata
Control data
Bank Directory
Company Code IN01
House Banks
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Mark Master Record forDeletion
This is markedfor deletion inboth the COA
and thecompany code
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NEXT
SAP DOCUMENTS / TRANSACTIONS
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Data Structure of a
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Debits = Credits
Document Header
Document date Document typePosting date CurrencyDocument number
Data Structure of a
Document
Line Item 1Posting key Account Amount
01 ABC Sandwiches 60
Line Item 2
Posting key Account Amount50 Sales revenue 60
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Document Types
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Document Number Ranges
MaintainIntervals
ChangeStatus
ExternallyDefined
InternallyDefined
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Posting Periods
Var. A From Acc. To Acc. From Per 1 Year To Per. Year
0001 + 1 1996 12 1996
0001 D 0 ZZZZZZZZZZ 1 1996 1 1996
0001 K AAAAAAAAAA ZZZZZZZZZZ 1 1996 1 1996
The variant ties the posting period to the company code.
The account type defines the accounts (+, A, C, D, G, K, M, S)that can post to the specified period.
* The account type + means that the posting period is valid for allaccount types.
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Fiscal Year Variant
Fiscal Year Variant Description
K2 Calendar year, 2 spec. periodsK4 Calendar year, 4 spec. periodsR1 Shortened fiscal year
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Posting Key
Posting Key Description Debit/Credit Account Type01 Invoice Debit Customer40 Debit entry Debit G/L account50 Credit entry Credit G/L account15 Incoming payment Credit Customer. . . .
. . . .
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P ti K
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Posting KeysField Status Group
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Screen Layout Link Rules
The Field is:
M MandatoryO OptionalD DisplayedS Suppressed
S D M O
S S S S S
D S D D D
M S D M M
O S D M O
Li It T t
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Line Item Texts
Step 1: Line Item Text Definition
Step 2: When posting a document, press the down arrow to see the
options. The Document Line Item will retrieve the line items definedso that one can be chosen for the document.
Language Identifier Text Edit Format Control Display
E LEAS Leasing fee
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Examples of Automatic Line Items
Exchange rate differences
Cash discount
Down payments
Taxes
Payment program
Bank transactions
Check/bill of exchange
Clearing between company codes. . .
A t ti Li It
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Automatic Line ItemsClearing between Company Codes
Posted in CoCd 9999 Cleared with CoCd 1234
Clearing account - Accounts receivable 9999999999Clearing account- Accounts payable 9999999999
Posted in CoCd 1234 Cleared with CoCd 9999
Clearing account - Accounts receivable 9999999999Clearing account- Accounts payable 9999999999
Company Code 1 9999 Company Code 2 1234
I t T ti
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Intercompany TransactionsExample: Central Purchasing
CoCd 9999 - First Document
Accounts Payable
330
Raw Material200
From CC 9999To CC 1234
110
Input Tax
20
Line Items
CoCd 1234 - Second Document
From CC 1234To CC 9999
110
Input Tax
10
Line Items
Raw Material
100
D t
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Document
Document Header
Document date Document typePosting date CurrencyDocument number
Line Item 1Posting key Account Amount
01 ABC Sandwiches 60
Line Item 2
Posting key Account Amount50 Sales revenue 60
POST DOCUMENT PUSH BUTTON
General Entry
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General EntryDocument Header
General Entry
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General EntryFirst Line Item
Di l i G/L A t B l
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Displaying G/L Account Balances
Parameters for displaying G/L account balances:
Account number Fiscal year Transaction currency Company code
Period Debit Credit DC Bal. Account Balance...9 0,00 8.000,00 8.000,00- 8.000,00-
10 0,00 0,00 0,00 ...
*** 0,00 8.000,00 8.000,00- 8.000,00-
Displa ing C stomer/Vendor
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Displaying Customer/Vendor
Account Balances
Parameters for displaying customer/vendor account balances: Customer/vendor Fiscal year Company code
Period Debit Credit DC Bal. Account Balance...6 1.000,00 0,00 1.000,00 1.000,00
7 600,00 200,00 400,00 1.400,00...
*** 1.600,00 200,00 1.400,00 1.400,00
Di l i Li It
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Stores line itemsfor each account number
Displaying Line Items
The yellow lines show the relationships that make drill-down possible
Stores line items foreach document
In this case, the line itemsof one document will hit
different accounts
Account 1Doc. 1 Line item 2 50.00Doc. 4 Line item 1 100.00Doc. 5 Line item 1 200.00
Index Table Documents
Display Line Items
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Validations and Substitutions
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Validations and Substitutions
G/L Account 12345
User JKUELLER
E: JKUELLER cannot post to G/L
account 12345
Customer 6789
Customer 9876Customer 6789
Substitutions
Validations
Reversing a Document
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Reversing a Document
Document A
Document B
Reverse
PK Account Amount
40 123 15050 456 150
(Reversed by Document B)
PK Account Amount
40 456 15050 123 150
(Reference to Document A)
Postings Based on Previous Postings
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Postings Based on Previous Postings
Original Document
Header# 1234 date: 11/11/96
Line item 1 PK 40 acc: 111111111 amt :999 cur: USDLine item 2 PK 50 acc: 1234567890 amt :999 cur: USD
Copy
Header# 1234 date: 11/11/96
Line item 1 PK 40 acc: 111111111 amt :999 cur: USDLine item 2 PK 50 acc: 1234567890 amt :999 cur: USD
Solutions to Repetitive Postings
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Solutions to Repetitive PostingsSample Documents
Characteristics:You cannot add line itemsYou can only use one at a time
Advantages:Simplifies data entryReduces errors
Solutions to Repetitive Postings
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Solutions to Repetitive Postings
Account Assignment Model
Characteristics:
Flexible You can change all fields You can add line items You can use more than one at a time Document doesnt have to be complete
Flexibility of Account Assignment
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Flexibility of Account Assignment
Model
Header
Account PK Amount
Line item 1 xxxxxxxxxx 50 1500Line item 2 xxxxxxxxxx 40 1500
Original Document
Copy
CanBe
Edited
Header
Account PK Amount
Line item 1 xxxxxxxxxx 50 1500Line item 2 xxxxxxxxxx 40 1500
Account Assignment Model
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Account Assignment ModelDocument Entry
MenuPath
PushButton
PostingKey 00Or Or
Account Assignment Model Identification
Currency
Company code
Account PK Amount
Line item 1 xxxxxxxxxx 50 1500Line item 2 xxxxxxxxxx 40 1500
Multiple Models within One
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pDocument
User
Account assignment model 1
Account assignment model 2
Account assignment model 2
Account assignment model 3
Account assignment model 4
Manual entry
Document
AccountAssignment
Models
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Posting with Clearing
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Posting with Clearing
Customer
2,000.00
3,000.00
5,000.00
Can Be Cleared
Incoming Payment
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Incoming PaymentSteps for Clearing
Bank data
Selection?for searching open items
Open items Selection? Processing
Post
Document headerStep 1
Step 2
Step 3
Step 4
Step 5
Selecting Open Items to Process
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Selecting Open Items to Process
Part 1: Document headerPart 2: Bank data
Part 3: Selection
Partial Payment/Residual Payment
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Partial Payment/Residual Payment
If a payment doesnt match, you can still accept it throughpartial payment or residual payment.
Leaves original invoice intact (full amount)
Credits an account for the difference No items are cleared
Clears the original invoice Creates a new invoice with the residual item
Same document number and new date
Partial Payment
Residual Payment
Clearing Open Items with an
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Clearing Open Items with an
Exchange Rate Difference
Amount in BRR - 4,800Amount in USD - 5,000
Step 1 - Invoice
Amount in BRR - 4,800Amount in USD - 5,200
Step 2 - Payment400 USD
Difference
The exchange rate difference is posted by the System automatically.
Clearing Customers Who Are
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Clearing Customers Who Are
Also Vendors
Customer
Cash disc.granted
VendorBank
Cash disc. taken
10,000 20,000
300 600
9,700
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CREDIT MANAGEMENT
Credit Management
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Credit Management
CustomerCustomerSales Rep.
CreditCheck
CustomerCreditLimits
Accept order Request down
payment Refuse order
Example: Customer Sales Representative receiving a sales order and checking thecustomers credit limits in the system so that the order can be accepted or not.
Used to Set and Control Credit Limits for Customers
SalesOrder
CustomerCredit Info.
Check
Credit Control Area
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Credit Control Area
Organizational unit used to set and control credit limits for customers
Epcos
(parent)
CC Area: CCAA CC Area: CCBB
BRAU GLT1 OR
Customer A Customer ACustomer ACustomer B Customer C
ClientCredit
Cont AreaCompany
CodeCustomer
Example:
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Assigning Credit Limits Per Customer
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Assigning Credit Limits Per Customer
2 levels of credit limit:Globally across all credit control areasPer credit control area
Example: Customer A Global Limit: $15,000 CCArea Limit: $7,500
Epcos (parent)
CCAA CCBB
BRAU GLT1
Customer A Customer A
CCAA < = $ 7,500CCBB < = $ 7,500
CCAA +CCBB < = $ 15,000
Maintaining Credit Limits Per
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Customer
Maximum amountthat can be assigned
per credit control area
Maximum sum amountthat can be assigned
across all creditcontrol areas
Maximum limit assignedfor an individual credit
control area (CCCH)
Maximum limit already
assigned across allcredit control areas
Monitoring Credit Limits for
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Customer
Postings: increase these amountsClearings: decrease these amounts
Special G/Ltransactions suchas down payment
Receivablesfrom sales
Open orders,deliveries and
billing docs. Total receivables,special G/L trans.and outstanding
order value
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next
FOREIGN EXCHANGE
Foreign Currencies
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Foreign Currencies
ParallelCurrencies
BaseCurrency
Revaluation
Translation
LocalCurrency
Reverse
ForeignCurrencies
ObjectCurrency
ExchangeRates
Exchange Rate Types
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Exchange Rate Types
Type
Type Usage
B Bank buying rate
M Average rate
G Bank selling rate
Rate
Currencies and Exchange Rates
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Currencies and Exchange Rates
RelationSetup
Validity Period RelationDefault
CurrencyCodes
Two Additional Currencies in FIE l f C T i M lti ti l
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US Germany Mexico
Transaction currencyLocal currencyGroup currencyHard currency
Example of Currency Types in a Multinational
Group:
XXXUSD
USD
XXXDEM
USD
XXXMXP
USD
DEM
US GroupGroup Currency
USD
Possible Additional Currencies (FI)
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oss b e dd t o a Cu e c es ( )
Group currency
Global company currency
Hard currency
Index currency
Parallel Currencies
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FI Document No. 157
Amount 1000 USDTransaction Currency
FI Document No. 157
Amount 67 FRFLocal Currency
FI Document No. 157
Amount 10000 JPYAdditional Currency
FI Document No. 157
Amount 200 ECUAdditional Currency
Automatic Line Items
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Exchange Rate Differences
Document No. XXX
Account 113101Amount: 950 DEM
Document No. XXY
Account 113101
Amount: 720 DEM
Nov 30, 1996Account 113101
Balance $900Balance 1503 DEM
Nov 22, 1996Account 113101
Balance $1000Balance 1670 DEM
Revaluing Balance Sheet Accounts
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g
Managed in Foreign Currency
Item 1 100 FC Exchange rate .80Item 2 100 FC Exchange rate .75
Exchange rate .70200 FC = 140 LC
100 FC 80 LC100 FC 75 LC
200 FC 155 LC
FC Account
Loss from ExchangeRate Difference
15 LC
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next
CLOSING PROCESSES
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Adjustment Postings for a
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Balance Sheet
Balance Sheet
G/L Accounts
Revaluate Foreign Currency
Open Items Foreign Accounts
Exchange RateDifference Table
Evaluate Open Items
Vendor and customer accountsReconciliation accountsClearing accountsExpense and revenue accounts
SAPF101
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Day-End Closing/Back-Up
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y g p
TechnicalRequirements/Option:
Back-up data
Business Requirements/Options:
Compacting documentjournal
Posting totals
Exception lists
Automatic correspondence
Invoice for bill exchange and
bank fees
Period-End Closing
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g
Technical Requirements Close old month/
open new month
Business Requirements Taxes on sales/purchases report
Foreign trade report Prepare balance sheet
Valuate open items/accounts Open item analysis
Run monthly financial statements
Document reconciliation
Year-End Closing
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g
Technical Requirements Transfer customer/vendor balances Transfer G/L account balances
Business Requirements Run closing programs Prepare balance sheet
Valuate open items/accounts Open item analysis
Run annual financial statements
Wrap-Up and Review
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Questions
Recommended