SAP GL Dilip Sadh

Think Tree Technologies , Inc

The system can generate Line Items automatically when a transaction is processed that requires additional Line Items to balance.

Chapter Objectives

– Provide a basic understanding of how the system

generates Automatic Line Items.

– Discuss the most frequently used transactions that

require the generation of automatic Line Items.

Line Item Configuration


G/L Account Line Items

PK Account Amount Bus Area Co. Code

40

50

01

50

50

476000

113101

Cust_01

113100

1131XX

300,00

300,00

3590.00

3000.00

590.00

BEU1

BEU2

EUXX

EUXX

USXX

USXX

USXX

Configure Fast-Entry Line Structure


Step 1: Line Item Text Definition

Step 2: When users create a Line Item when posting a document, they can choose a text for the Line Item based on the above definition by pressing the down arrow.

Language Identifier Text Edit Format Control Display

E LEAS Leasing fee

Line Item Texts


• Exchange Rate Differences

• Cash Discount

• Down Payments

• Taxes

• Payment Program

• Bank Transactions

• Check / Bill of Exchange

Automatic Line ItemsExamples


Line Item Configuration Chapter Summary

Key Terms:

– Fast-Entry Screen

– Automatic Line Item

– Additional Account Assignment

– Automatic Posting


Chapter 10Document Configuration

•The system is based on the Document Principle which states that every business transaction creates a document. Document configuration through the IMG defines the structure of each type of document.

•Chapter Objectives

– Provide a detailed understanding of what a system

document is, how it is structured, and for what it is used.

– Be able to configure the system such that documents

(which represent business transactions) are created and

appear as desired.


Document - FINumber: 9999999999

Line items:

DR. ABC Sandwiches $60CR. Sales Revenue $60

One financial transaction generates one FI documentwith a unique Document Number.

Invoice - SDNumber: 999

To: ABC SandwichesFrom: Fruits & Vegetables Ltd.

1 box of tomatoes $60

Total $60

The Document Principle


Debits = Credits

Document Header

Document Number Document TypePosting Date Company Code

Document Date Currency

Line Item 1

Posting Key Account Amount

Line Item 2


Structure of a Document


Document Types


Document Type Net Vendor Invoice.

.

.

Account Types.

.

.

Net Document Type

Document Type Billing Document. Transfer from SD.

.

Account Types Reverse Document Type.

.

.

ASK

KN

ADS

RV

AB

Special Document Types


Document Number Ranges


Posting Key

Posting Key Description Debit/Credit Account Type

01 Invoice Debit Customer 40 Debit Entry Debit G/L Account50 Credit Entry Credit G/L Account15 Incoming Pmt Credit Customer


G/L Accounts

Debits___________________Credits

40 Debit entry 50 Credit entry

Vendors

Debits Credits21 Credit memo 31 Invoice22 Reverse invoice 32 Reverse credit

memo25 Outgoing payment 35 Incoming payment

Customers

Debits Credits01 Invoice 11 Credit memo02 Reverse credit memo 12 Reverse invoice05 Outgoing payment 15 Incoming payment

Examples of Posting Keys


Transaction Doc. Type Post. Key

F-02 Enter G/L Account Posting SA 40F-64 Park Customer Invoice DR 01F-66 Park Vendor Credit Memo KG 21F-67 Park Customer Credit Memo DG 11

Default Values for Document Processing


Company Code Acct type Doc. Type

XXPH G/L Accounts SA

XXPH Customers DR

XXPH Vendors KR

DOCUMENT TYPES FOR ENJOY TRANSACTIONS

POSTING KEYS FOR ENJOY TRANSACTIONSTransaction Debit Credit

SAK - G/L account posting 40 50

AGD - Cust. item - outgoing invoice 01 31

AGS - G/L item - outgoing invoice 40 50

ETC.

Default Values for Enjoy Postings


G/L Account is assigned to Field Status Group

Field Status Group is assigned to the Field Status Variant

G/L Account Field Status Group

113000 Citibank-Checks G005420000 Office Supplies G004 . . .

Fld Status Group Text

G004 Cost AccountsG005 Bank accounts . . .

Field Status

Field Status Variant is allocated to Company Code

CC Company Name City Fld. Stat. Var.

0001 SAP Inc. Philadelphia 0001US01 Company Template New York 1000 . . .


Configuring Field Status


Link Rules

Suppress Sup. N/A1 Sup.

Required N/A1 Req. Req.

Optional Sup. Req. Opt.

Su

pp

res

s

Re

qu

ire

d

Op

tio

na

l

Posting Key Field Status Groupvs.

G/L Account Master Record Field Status Group

If a conflict occurs

Then link rules are applied

Screen Layout Link Rules

Think Tree Technologies , IncPage 19

Enjoy Postings - Screen Variants


ALPHA bills………..Company Code 9999 $3000Company Code 1234 $2000

Company Code 9999 pays both billsCompany Code 1234 owes CoCd 9999 $2000

1 2

3

Company Code Account Debit Credit9999 Alpha 30001234 Alpha 20009999 Internal Receivable 20009999 Cash 50001234 Internal Payable 2000

Resulting Journal Entry………..

Intercompany TransactionsExample: Central Payables


Company Codes

9999

1234

1234

9999

Company Codes

Internal Receivable

Internal Receivable

Internal Payable

Internal Payable

Intercompany TransactionsExample: Central Payables


Validation/SubstitutionDocument

System Check

Data Entry

Validations and SubstitutionsEnsuring Data Integrity


If Company Code = 9999Then BusinessArea = BS01

If Company Code = 9999Then BusinessArea <> BS02

Company Code 9999

Business Area BS02

Substitutions (Data Entry)

Validations (Data Entry)

Validation

Substitution

Company Code 9999

Business Area

E: Company Code ‘9999’ cannotpost to Business Area ‘BS02’.

Substitution (Result)

Company Code 9999

Business Area

BS01

Validation and Substitution Example


Call Up Point Application Description

0001 FI Document Header

0002 CO Document Line Item

0003 GL Entire Document / Matrix Validation

AM

FI

PC

CO

KCGL GR PS GS GU

LC

MC

Validations and Substitutions

IntegrationApplication Area/Callup Point


Condition A

Account=56000

Condition B

Cost Center=3300

Message

Exit/Document Posted

True

False

False

True

Transaction Data

If false, then a message results.

Different types of messages can be

configured.

Prerequisite

<BSEG>$HKONT=‘56000’

Check

<BSEG>$KOSTL=‘3300’

Validation Steps


Creating a Validation


Prerequisite:

If the Account is 123000 and the

Business Area is 202

If prerequisite is met, then substitute

Cost Center 501

Substitution Steps


Creating a Substitution


Exit

User Exits


Results of Validation

W: Account 123000 must be...

FB01: Posting

Doc. Date Comp. Code

Posting Date

PK Account

W: Account 123000 must be...

One starts the Trace function from the IMGand can be started in a parallel session.

Trace Function


Document Configuration Chapter Summary

Key Terms:

– Document Principle

– Document Structure

– Document Header

– Posting Date

– Document Date

– Document Type

– Posting Key

– Noted Item


Key Terms:

– Document Number Range

– Account Type

– Field Status

– Field Status Group

– Link Rules

– Screen Variant

– Default Values

– Inter-company Document



Key Terms:

– Validation

– Substitution

– Rule

– User Exit

– Callup Point

– Trace Function

– Enjoy Posting

– Complex/General Posting



Chapter 11. Document Entry

•The previous chapter defined the configuration needed for the entry of business transactions into the system. This chapter discusses the application side of the system where users actually enter the documents in the system.

•Chapter Objectives

– Provide a detailed understanding of two ways how a

document is entered in the system.

– Enter/Post several types of documents


Document Header

Document Date Document Type Company CodePosting Date Currency/RateDocument Number

Line Item 1


Line Item 2


The FI Document


Document Entry - Complex (General) Posting Document Header


Document Entry - Complex (General) Posting First

Line Item


*

Document Entry - Complex (General) Posting Second Line Item


Document Entry - Complex (General) Posting Simulate / Post


Document Entry - Enjoy Posting


Document Entry - Enjoy Posting Simulate / Post


Data Entry Substitution

If Cost Center 2000,then post to ProfitCenter 2500

Derivation

Coding Block

Check MasterData

Validation

Document Entry: System Checks


Document Posting - Chapter Summary

Key Terms:

– Posting

– Simulate

– System Checks


Chapter 12Reference Documents

● During the normal course of business, repetitive periodicaccounting transactions must be processed. Many of which contain a large number of line items. To minimize input errors anddata entry time, the system offers several solutions to repetitivedocument posting.

● Chapter Objectives

– Provide an understanding of Reference Documents.

– Compare and contrast the advantages and disadvantages

of each type of Reference Document.

– Create each type of Reference Document


Recurring DocumentsSample Documents

Account Assignment Model

Solutions to Repetitive Postings

COMPLEX POSTING

ENJOY POSTING

Account Assignment template


PostingKey

Account

Amount

CannotChange

Recurring Document (Recurring Entry)


Procedure Steps

1) Enter data

2) Run Recurring Posting Program

3) Execute batch input session(Accounting Document created)

Recurring Document(Recurring Entry)


Recurring Document (Recurring Entry)Features


Characteristics of a sample document:

• Only the amounts can be changed

• Line Items can not be added to the Sample Doc itself

• Only one can be used in an actual posting document

• Does not have to be a balanced entry

• Uses a special Document Type (X2)

Sample Documents


Characteristics:

• Flexible• All fields can be changed• Line items can be added• More than one at a time can be used• Does not have to be complete• Named by the user

Account Assignment Model


Header

Account PK Amount

Line item 1 xxxxxxxxxx 50 1500Line item 2 xxxxxxxxxx 40 1500

Account Assignment Model (template)

Copy

CanBe

Edited

Header

Account PK Amount


Accounting Document

Flexibility of Account Assignment Model


MenuPath

PushButton

Posting Key “00”Or Or

Account Assignment Model Identification

Currency

Company Code

Account PK Amount


Account Assignment ModelDocument Entry


Account Assignment Model 1





Manual Entry

Document

AccountAssignment

Models

Multiple Models within One Document


Characteristics:

• Flexible

• Does not allow user-defined screen templates

• All fields can be changed

• Line items can be added

• More than one at a time can be used

• Does not have to be complete

• Named by the user

Account Assignment Template for Enjoy Posting


2. Hold / Set Data

• Hold Data: Data from the previous transaction is defaulted and is editable

• Set Data: Data from the previous transaction is defaulted and is not editable

1. Post With Reference

• A similar document has been posted previously

• The Document Number is known

Other Solutions to Repetitive Postings


Reference Documents - Chapter Summary

Key Terms:

– Reference Documents

– Recurring Document (Recurring Entry)

– Sample Document

– Account Assignment Model

– Account Assignment Template

– Hold / Set Data


Chapter 13Preliminary Postings

• Previous chapters have discussed the immediate posting ofdocuments. However, business issues such as authorizationand incomplete data often require a document to be stored bythe system so it may be posted when all the requiredinformation is available.

• Chapter Objectives

– Provide an understanding of Parked and Held Documents

and their uses.

– Compare and contrast the advantages and disadvantages

of Parked and Held Documents.

– Provide an understanding of Workflow technology

– Utilize Park and Hold functionality


Document

Post

Park / HoldIssueIdentified

IssueResolved

Preliminary Postings


Parking Documents

Links toReports

Checks

CrossCompany

Trans.

Features of Parked Documents


How to Park a Document


Parked Document 1234

CompleteParked Document

1234

PostAccountingDocument

1234

The Parked Document Number is transferred to the posted document.

The Parked Document is deleted from the Parked Documents Database and

an Accounting Document is created in the Documents Posting Database.

DocumentsPosting

Database

ParkedDocumentsDatabase

Posting a Parked Document


Post

ContactApproval

Clerk Supervisor

• Manually• Through Workflow

Approval for Parked Documents


Document Park ParkedDocument

Not Approved

Approved

PostPostedDocument

Originator’s Mailbox

Amountsfor

ReleaseApproval

Parked Documents and Workflow


IncompleteDocument

Hold

ParkInternally assignedDocument NumberCan be viewed in Account DisplayCan be viewed/changed by any user

HoldUser-assignedDocument NumberCannot be viewed inAccount Display Cannot be viewed/changed by other users

Holding Incomplete Documents


Preliminary Documents Chapter Summary

Key Terms:

– Preliminary Postings

– Parked Document

– Held Document

– Workflow


Chapter 14Document/Account Maintenance

• Errors discovered after a document has been posted can becorrected by changing the document or by reversing it andposting a corrected document. Additionally, accounts becomedifficult to manage over time as large numbers of documentsare posted. The process of clearing optimizes accountmanagement.


– Provide an understanding of document maintenance.

– Provide an understanding of account clearing and how it

is used.

– Reverse incorrect documents

– Clear G/L, Customer, and Vendor Accounts


Document

DocumentDatabase

Changed

DocumentChange Rules

Change

Document

Changing a Document


Document A

Document B

Reverse

PK Account Amount

40 123 150 USD50 456 150 USD

(Reversed by Document B)

PK Account Amount

40 456 150 USD50 123 150 USD

(Reference to Document A)

Reversing a Document


True Reversal:Traditional Reversal:Transaction figures before reversal

Account 1

debit credit

100 0

Account 2

debit credit

0 100

Transaction figures after reversal

Account 1

debit credit

0 100

Account 2

debit credit

100 0

Reversal

Account 1

debit credit

100 0

Account 2

debit credit

0 100

Account 1

debit credit

0 0

Account 2

debit credit

0 0

Reversal

Transaction figures after reversal

Transaction figures before reversal

Reversing a Document -True Reversal


Negative Postings Additional Use

NEGATIVE POSTINGS ARE ALSO USED:

• for non-reversal postings(negative posting indicator set for each line item individually)

• in SD and MM(no control over the negative posting indicator by a user,defaulted automatically)


Customer ABC

(1) 2,000.00

(2) 3,000.00

5,000.00 (3)

Can Be Cleared

Total of Debits (1) and (2) = Total of Credits (3)

Clearing Line Items


1

Clearing an Account


Standard criteria for breakdown (like company code, business area)

Open Items

Payment Items

Customized criteria

CreateClearing

Document

Control of Clearing


Customer

Cash disc. granted

Vendor Bank/Cash

Cash disc. taken

10,000 20,000

300 600

9,700

Clearing Customers Who Are Also Vendors

1 12A

9,700

10,300

2B2A

2B2B2A

10,000


Company code Tolerance group Debit cl.dif. Crd cl.dif Debit % Credit %

FI&& GLTG 1 1 .5 .5

FI&& 999 999 99 99

OR

G/L TOLERANCE GROUP

G/L ACCOUNT MASTER RECORD

G/L account - company code segment (FI&&)

Tolerance group: GLTG

ORTolerance group:

Tolerances for G/L Account Clearing


Tolerances for G/L Account Clearing - (Continued)

The tolerances per user and per account control whether the system:

– Posts the differences automatically or

– Issues an appropriate error message if the difference is too

large.


Chapter 14 - Document Maintenance Chapter Summary

Key Terms:

– Document Change Rules

– Document Reversal

– Clearing


Chapter 15Display Accounts & Documents

• The system offers easy access to information on a real-timebasis. Financial information can be reviewed by displaying theaccount balances and their line items as well as thedocuments that have been posted.


– Provide an understanding of the system’s ability to

display financial information.

– Display the Balances and Line Items in G/L, Customer

and Vendor Accounts.

– Display documents.

– Understand Sort Key configuration and what it is used

for.


Displaying Account Balances


Displaying Line Items

This is the screen on the application side that users see when they want to view Line Items in an Account.


Line Item Display

• Line item display utilizes a dynamic selection if the intial selection screen does not provide enough options.


Line Item Display

Display Variantcontrols

AssignmentField

Document & Master Record Maintenance


Line Item Display:Configuring the Assignment Field and Sort Key


DISPLAY VARIANT

Line 1 Line 2 Line 3

Col.content Pos. Length

Assignment 1 18

Doc. Number 2 10

Amount 3 20

Currency 4 5

Doc. Type 5 2

Text 6 12

.

.

HIDDEN FIELDS

Col.content Length

Asset 12Posting Key 2Tax Code 2Clearing document 10Order 12Posting Date 10Line Item 2Account 10Profit Center 10etc……...

Display Variant (Line Layout) for Line Item Display


Document Display


Display Accounts & Documents Chapter Summary

Key Terms:

– Sort Key

– Assignment Field

– Selection Criteria

– Display Variant (Line Layout)