Document Number Range Account grouping

Account group and document number range

This page contains the following topics :

1. Defining Account Group

2. Document Number Range

http://www.hareshpradhan.com/FICO/SAP%20Notes5-Account%20Group-Number%20Range-Document%20Type.htm (1 of 27)3/30/2008 10:31:52 PM


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3. Conceptual presentation of Document Number4. Define Document Number Range:

5. Document Types

6. Assignment of Document Number Range to Document Type

1. DEFINING ACCOUNT GROUP

In order to organize and manage a large number of G/L Accounts better, they are arranged in account group.

When creating a G/L account, you must specify an account group.

The accounts of an account group normally have similar business functions. You could, for example have an account group for cash accounts, one for Expenses accounts, one for revenue



accounts, and one for other balance sheet accounts etc.

The account group determines:

● the interval in which the account number must be

● which fields are required and optional entries when creating and changing master records

● which fields are suppressed when creating and changing master data.

It enables you to control the layout of screens.

You use account groups to combine accounts according to the above criteria (for example, a P&L account group, asset account group and material account group).

Account groups for G/L accounts are based on the chart of accounts.

1. Define Account Group1.1. First and Last screen (Define Account Group)

Menu Path : IMG Menuà Financial Accounting à General Ledger Accounting à G/L Accounts à Master Records à Preparations à Define Account Group

T-Code : OBD4





1.

1.2. Define Account Group (Continued….)



1.3. Define Account Group (Continued….)



Fields of this Screen

a) Chart/Acct : (The Chart of Accounts to which the Account Group belongs to)

b) Acct Group : (Short Code of Account Group)

c) Name : (Name of Account Group)

d) From Acct : (From Account No).

e) To Acct : (To Account No.)

Note : Each Account has an unique number.

2. DOCUMENT NUMBER RANGE SAP follows the ‘document principle to keep up the transaction integrity. Any posting in the

system ends when a document is created and once a document is created it can never be

deleted unless the same is archived and stored in another separate storage medium. Each

document in SAP is uniquely identified by the combination of (a) document number, (b)



company code (c) fiscal year. The system creates a minimum of one document when a

transaction is created/completed. The business process (for example goods receipt) can also

result in more than one document. Not all the transactions within the system will create

accounting documents. All the documents are linked together in the system to provide a

complete document trail for easy retrieval and drill-down to zero-in on a particular document.

A key that identifies each document in a company code in a specific fiscal year. In SAP

System, every document is assigned a number that identifies it uniquely within a fiscal year

and company code.

3. Graphical presentation of Document Number

ORIGINAL DOCUMENT FROM SAP

Define Document Number Ranges



In this activity you create number ranges for documents. For each number range you specify (among other things):

● a number interval from which document numbers are selected

● the type of number assignment (internal or external)

You assign one or more document types to each number range. The number range becomes effective via the document type specified in document entry and posting.

You can use one number range for several document types. This means you can differentiate documents by document type but combine them again for filing the original documents, provided you store your original documents under the EDP document number.

Note

The type of number assignment is of special importance. For each document type you should check whether a separate number range must be used and which type of number assignment is most appropriate.

One example of a case where external number assignment would be suitable is when you transfer documents into your SAP system from a non-SAP system. The numbers must be unique. The number range is not displayed with external numbers. You must therefore ensure that you do not skip any numbers when entering numbers manually (for organizational reasons).

You should use internal number assignment if the original documents do not have a unique document number. This is the case, for example, with vendor invoices.

Number ranges for documents are company code-dependent. You must therefore create your number ranges for each company code in which the document type is used, namely with the same number range key.


sapevent:DOCU_LINK\DS:GLOS.number_range

sapevent:DOCU_LINK\DS:GLOS.number_assignment

sapevent:DOCU_LINK\DS:GLOS.document_type


The number intervals must not overlap. If you use year-dependent number ranges, you can specify the same interval with the same key several times for different "to- fiscal years" (the limit up to which a number range is still valid). If you want to define number ranges which are independent of the to-fiscal year, enter 9999 in the to- fiscal year field.

Caution

For sample documents, use a number range with key X2, for recurring entry documents with key X1 . These keys may not be used for other number ranges.

Recommendation

Store your original documents (paper documents) under the EDP number of the SAP System. You should write the EDP document number on the original document. In this way, the original document for a business transaction can be found at any time.

Activities

1. Determine how document filing is to be carried out in your company codes.

2. Define your number ranges accordingly.

3. Make sure that the number ranges are assigned to the corresponding document types.

Notes on transporting

You transport number range objects as follows:

Choose Interval -> Transport in the accounting document Number Range screen.

All intervals for the selected number range object are deleted in the target system first. After the import, only the intervals you export are present. The number statuses are imported with their values at the time of export.



Dependent tables are not transported or converted.

4. Define Document Number Range:

4.1 First screen (Define Document Number Range ) … Continuing…

Menu Path : IMG Menuà Financial Accounting à Financial Accounting Global Setting à Document à Document Number Rangesà Define Document Number Ranges T-Code : FBN1

4.2. Second screen (Define Document Number Range ) … Continuing…



4.3 Third screen (Define Document Number Range ) … Continuing…



4.4. Fourth and Last screen (Define Document Number Range )



4.5. Fourth and Last screen (Define Document Number Range )



More Notes on Number Range

A range of numbers that you can assign to business objects (or their sub-objects) of the same type.

Examples of such objects are business partners, G/L accounts, orders, posting documents and materials.

Each number range has one or more number range intervals and a number assignment type.

There are the following types of number assignment:

● Internal -

When storing a data record, the R/3 System assigns a sequential number, which lies in the relevant number range interval.

● External -

The number is assigned by the user or by an external system, both of which must ensure that the number lies in the relevant number range interval.

ExampleDomestic business partners -

● Number range 01, number range interval 100,000 - 199,999, internal assignment Foreign business partners -

● Number range 02, number range interval 200,000 - 299,999, external assignment Number Ranges can be defined using copy method :



Copy to Company Code

In this activity, you can copy intervals of document number ranges from one company code to other company codes. To do this, you have to store the following information:

● Intervals which are copied

● To fiscal year(s) (validity limit up until which the number range is valid)

● Company code from which you copy (source company code)

● Company code(s) into which you copy (target company code(s))

Activities

Make all necessary specifications for copying the number ranges.

Note

The number ranges are only copied into a target company code if no number ranges exist there within the selected " To fiscal year" interval.




The documentation for the step "Define document number ranges" describes how to transport document number ranges.

Copy to Fiscal Year

In this activity, you can determine which intervals of document number ranges are to be copied from one fiscal year into another per company code. To do this, you have to define the following information:

● Company code(s) within which you copy

● Number range number(s) which are copied

● Fiscal year from which you copy (source fiscal year)

● Fiscal year into which you copy (target fiscal year)

Activities

Make all necessary specifications for copying the fiscal years.

Note


sapevent:DOCU_LINK\DS:SIMG.SIMG_CFMENUORFBFBN1


The number ranges are only copied per company code into the target fiscal year if no intervals exist there for this fiscal year.


The documentation for the step "Define document number ranges" describes how to transport document number ranges.

5. Document TypesA Key that is used to classify accounting documents and distinguish between business transaction to be posted. The document type is entered in the document header and applies to the whole document. The document type has following functions.

- Differentiate between business transactions. The document type tells you


sapevent:DOCU_LINK\DS:SIMG.SIMG_CFMENUORFBFBN1


instantly what sort of business transaction is in question. This is useful, for example, when displaying line items for an account.

- Controlling the posting to account types (Vendor, customer, or GL accounts). The document type determines which account types that particular document can be posted to.

- Assigning document number ranges to document type. The original documents from one number range should be stored together. In this way the document type controls document storage.

SIGNIFICANCE OF DOCUMENT TYPE



The document types are defined at client level. The standard system already contains document types which you can use or change. Before deleting document types, check whether they are currently used in the system. Document types have already been defined in the standard system. The most important document types are :

AB General document

DG Customer credit memo

DZ Customer payment

DR Customer Invoice

KZ Vendor payment

KG Vendor Credit memo

KN Vendor net invoice and credit memo

KR Vendor invoice

SA All G/L accounts

5.1 Document Types (Menu Path)



5.2 Document Types (Overview Screen)



6. Assigning Document Number range to Document Types :



5.3 Document Types (More Notes from – Original SAP Documentation)

Define Document Types

In this activity you create document types for customer, vendor and general ledger business transactions in Financial Accounting. Document types differentiate business transactions and control document filing.

You specify a number range for each document type. Document numbers are chosen from this number range. You can use one number range for several document types.

Document types are valid for all clients. You specify a number range key for each document type. You create the desired number range intervals for each number range key based on the company code. This means that you can specify intervals of different sizes for the same number range.


sapevent:DOCU_LINK\DS:GLOS.document_type

sapevent:DOCU_LINK\DS:GLOS.number_range


Example

You defined a document type for incoming invoices. In company code 0001 there are a lot of invoices to be posted. Thus you create a large number interval for the number range in this company code. In another company code there are only a few incoming invoices that need to be posted. For this company code you can define a small number interval for the same number range.

If a document type is not used in a company code, do not store a number interval for that company code.

Note

To use the net method of posting documents, you need a net document type (for example, KN). In this document type, you have to set the "Net document type" indicator found under the "Control" area. You can define a common document type (for example, AB) and a common number range for clearing open items in accounts receivable, payable and G/L acccounts.

For automatic posting transactions (for example, transfer postings with clearing), you have to define a clearing document type (for example, AB). If you do not want to use the standard setting AB for the clearing document type, you can delete it and define your own. Under the document type properties, you can assign an individual reverse document type to each document type. For document types with external number ranges, you have to define an individual reverse document type because the system can make automatic reverse entries only in document types that have internal number assignment.

Standard settings

The preset document types cover business transactions

● in Financial Accounting for:

❍ General ledger accounting

❍ Accounts receivable

❍ Accounts payable

❍ Asset accounting



❍ Consolidation

● in Materials Management and Sales and Distribution for:

❍ Goods receipt and issue

❍ Incoming and outgoing invoices

❍ Physical inventory (stocktaking)

❍ Invoicing

Activities

1. Find out whether you can use the standard settings.2. Change or extend the default settings, if necessary.3. Check the specified document number ranges via the "Define document number ranges" activity if you use the standard document types.These number ranges must be created for your company codes and contain the number intervals you require.

Tips: Number ranges for documents are company code dependent. Copyright © Haresh Pradhan, Sai Technology, Mahipalpur, New Delhi-110037

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Document Number Range Account grouping