Configuring SAP to Post Documents

Slide 2

Where are we? So far, you have configured much of the

master data Company structure G / L Vendors Material master data

In this section, you will perform the configuration for G/L transactional data

Slide 3

What is a Document? It’s a record of a business transaction

Something akin to a general journal transaction

It connects a business transaction with the corresponding accounting posting

In this context, we are referring to a FI document

There are many transactional documents in other functional subsystems

Slide 4

Document Segments Header data applies to the entire

document Document date Document number Descriptive metadata

Line items The balancing debits and credits There must be at least two line items

Slide 5

Document Segments (Illustration - Header)

Slide 6

Document Segments (Illustration – Line Items)

Slide 7

Document Screens There are two styles

The new style has drop-down sections The old style has icons to display the

individual screens G/L documents use this old style

Slide 8

Document Types Every accounting document has a

document type Field BLART

Based on the document type, you can only posed to certain types of accounts

Several document types are predefined Per-company custom document types

can also be created Each document type has a number

range

Slide 9

Document Types (List)

Slide 10

Document Types (Defining 1)

Slide 11

Document Types (Defining 2) Each document type is associated with

a number range (in a moment)

Slide 12

Document Types (Defining 3) Associated number ranges

Slide 13

Document Numbering Every FI document has a unique

document number This is the primary key used to access the

document in the accounting system Document numbers are unique per

(composite key) (field BELNR) Company code Fiscal year Document number

Slide 14

Document Number Ranges Remember that every document has a

unique number Document numbers can be internally or

externally assigned Use external assignment to import non-

SAP document numbers Use internal assignment to create

documents based on a set of rules

Slide 15

Document Number Ranges (Ways to create) You can define custom document ranges You can copy an existing range from

another company code You can copy an existing range from the

same company code from one fiscal year to another

Slide 16

Document Number Range (Custom) Number intervals must not overlap

Slide 17

Document Number Ranges (Process) Create custom document number

range, if necessary Copy document ranges to company

code or to the current fiscal year

Slide 18

Posting Periods Recall that we talked about posting periods

already Regular posting periods Special periods exist for corrections or “after

the fact transactions In the first lab you selected variant K1 for

posting period (calendar year with 1 special period)

Here, we indicate when these posting periods are open (when you can post to the accounts)

Slide 19

Special Posting Periods (Example 1) An employee gets a retroactive salary

increase (previous month)

Slide 20

Special Posting Periods (Example 2)

January: Posting Period 1

Salaries

6,000

W&S to be paid

7,000

Clearing

1,000

Previous Year: Posting Period 13

Salaries

1,000

W&S to be paidClearing

1,000

Slide 21

Posting Period Setup Define (create) posting period variant Define posting periods for the above

variant Assign the variant to a company code

Slide 22

Posting Period (Illustration)

Slide 23

Tolerance Groups (Introduction) A tolerance group is used to limit

amounts and variances that an employee is allowed to post Tolerance groups appear in many places

but here we look at FI Thus, they are an employee control

function

Slide 24

Tolerance Groups (Examples) Maximum document that an employee

is allowed to post Maximum line item amount Cash discount amounts allowed Allowable payment differences

Slide 25

Tolerance Groups (Implementing) Define tolerance groups Define default tolerance groups for all

users Define other tolerance groups for

groups of users or individual users

Tolerance groups are applied from the general to the specific Differences are handled by posting to

corresponding expense / revenue account

Slide 26

Defining Tolerance Groups Use the IMG to create a tolerance group

for employees Leave the Group blank to create a

“default” tolerance group

Slide 27

Defining Tolerance Groups You can also define tolerance groups for

GL accounts

Slide 28

Payments We also need to define who makes

payments One company code can make payments

for many company codes Central payment processing

One company code can make payments for one company code

Slide 29

Payments (Example)