General Ledger Manual

COST CENTER ACCOUNTING GENERAL LEDGER

END USER TRAINING DOCUMENTS

Contents Contents Chapter 1 Account Line Item Analysis Chapter 2 Account Clearing Chapter 3 Closing operations Chapter 4 Postings Chapter 5 Reference documents Chapter 6 Reporting

Page 2 7 31 76 97 105

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Chapter 1 Account Line Item Analysis FBL3N - Account Line Item Analysis Functionality This transaction code gives a G/L Account Line Item Display. This is an interactive report, in the sense you interact with the report, you can hide some field, display some more fields from the available list, sort the list based on any criteria, carry out total for a column field carry out subtotal for a column field. Scenario You want to see a GL account line item display for a particular account.

Requirements

The GL master should have line item display switched on. There should be transactions posted for the GL being displayed. Menu Path

Accounting Financial Accounting General Ledger Account FBL3N - Display/Change Line Items →

→

→

Transaction Code 1.

FBL3N

Double click on FBL3N - Display/Change Line Items

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→



G/L Account Line Item Display

2.

Update the following fields: Field Name

Field Description

Values

G/L account

Code identifying a General Ledger account

219917

Company code

Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes

9100

You can display the following types line items: a) only open items (at particular date), b) only cleared items, c) items posted at a key date or within a specified period of time. You can also ask the system to display noted items or parked documents, and you can also select the screen layout you prefer – just click on the relevant radio button. Page 3 of 118



The SAP system during operation clearing always creates and stores a special clearing document (including a clearing date). That’s why it is possible to display open line items within a specified period of time even if they’re cleared at present. 3.

To confirm your entries, click Enter

4.

Click Execute

.

to display a report, according to entered criteria:

G/L Account Line Item Display

You can export your report to MS Excel or MS Word. Select from menu path List -> Export > Spreadsheet or Local file. The system will automatically open a requested MS Office application or create a file in required format. 5.

You can display document details you want to check. Simply double-click on the document number (e.g. 100000019):

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Display Document: Line Item 002

6.

Some fields in this document can be changed. To do so, click Display - Change Button . Fields that can be changed are highlighted in red:

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Change Document: Line Item 002

7.

To change line item description update the following field: Field Name Text

Description

Values

Additional Line item description

Month end provisions

8.

To save your changes, Click Save Button.

.

9.

The message bar displays “Changes have been saved”.

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Chapter 2 Account Clearing F-03 - GL Manual Account Clearing Functionality This Transaction clear open items on a single GL account. Scenario You want to clear postings on a GL account, which is open item managed and are showing as uncleared. Prerequisites

Open items on a GL account. Menu Path

Accounting Financial Accounting Account F-03 - Clear →

→

General Ledger

→

Transaction Code

10.

F-03

Double click on F-03 – Clear.

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→



Clear G/L Account: Header Data

11.


Field Description

Values

Account

Code identifying the General Ledger account

111415

Clearing date

Date when you want to post your clearing

05.02.2006

Company code


9100

Currency

Code identifying the type of currency used in a transaction or for all transactions pertaining to a specific account

INR

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12.

Click Process open items Button items that fulfill previously entered criteria:

. The system will display open

Clear G/L Account: Process open items

13.

Now you need to choose and select the items you want to clear. Double click on each of those items The system will highlight these items in blue. The value of the field “Not assigned” is equal 0 and you can clear open items. If it is not zero, you the difference in the amount must be treated as partial or residual items.

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14.

You can check your document before postings. Select Document Simulate.

Clear G/L Account: Display Overview

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.

To post your entries, click Save Butt Button on.. system stored a clearing document.

. No No “re “real al”” pos posti ting ng took took plac place, e, bu butt the the

15.

The message bar displays: “Document XXXXXX as posted in company code 9100 ”.

If you want all your open items NOT TO BE SELECTED when you enter the clearing transaction, perform the following steps:

Please note below below give setting setting is only a one time time setting.

16.

On the screen above use the following menu path: Settings Editing options.

Accounting Editing Options Page 11 of 118



17.

Click Open items

.

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Accounting Editing Options

18.

Click Selected items initially inactive .

19.

Click Save Butto Button. n.

. The The setti setting ngs s are are no now w sto stored red in user’s user’s da data. ta.

20.

Click Click Back Back But Button ton . From From n now ow on, on, whe when n you you want want to to clear clear an a acco ccoun untt ( GL account), all the items will be initially inactive. You need to click on the selected items to activate them for clearing.

F-04 - GL Account Clearing Functionality Page 13 of 118



SAP offers the following methods to clear accounts with open item management: Posting with clearing You enter document line items and then select the open items to be cleared. The system generates one or more offsetting postings for the open items to be cleared Account clearing You select open items that balance to zero from an account. The system then marks these items as cleared. It enters a clearing document number and the clearing date in the document items. Automatic Clearing This program clear open items from customer, vendor and G/L accounts. It uses predefined criteria to group together open items per account. If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared. Scenario We perform post with clearing using transaction code F-04 (Manual clearing). There was a wrong posting in the Bank account 111415 – interim posting which needs to be transferred to 111419. GL 111415 is open item managed and hence the need to use this transaction.

Requirements

None Menu Path

Accounting Financial Accounting General Ledger Document Entry F-04 - Post with Clearing →

→

→

Transaction Code

21.

F-04

Double click on F-04 - Post with Clearing

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→



Post with Clearing: Header Data

22.


Field Description

Values

Document date

Document date

05.02.2006

Company code

Enter here required company code number

9100

Period

Number identifying a fiscal month

2

Currency/rate

Code identifying the currency used in the transaction

INR

PstKy

Description of the PstKy.

50

Account

Code identifying the General Ledger, Vendor, or Customer account

111419

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END USER TRAINING DOCUMENTS 23.

Click Enter Button

to confirm your entries.

Post with Clearing: Add G/L account item

24.

Update the following fields: Field Name Amount

25.

Field Description Amount of the line item

Click Process open items Button

Values 75000

.

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Post with Clearing: Select open items

26.

Update the following fields: Field Name Account

27.

Field Description Code identifying the General Ledger, Vendor, or Customer account

Click Process open items Button

Values 111415

.

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Post with Clearing: Process open items

28.

Double click

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29.

Select Document Simulate.

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Post with Clearing: Display Overview

30.

Click Save Butto tton.

to post yo your do docum cumen ent. t.

31.

The message bar displays “Document XXXXX was posted in company code 9100”

F.13 - GL Account Automatic Clearing Functionality Automatic clearing clears many GL GL accounts in one transaction run. You can use a test mode to check entries before posting takes place.

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In configuration you can define up to three fields that are treated by the system as the sort criteria for clearing. For e.g. you can decide that all the documents with the same value in the field “Assignment” can be cleared. Scenario GR/IR accounts, Freight clearing accounts which are managed on open item basis, have debits & credits transactions. At the end of each month, you want to match (clear) certain debits to credits automatically. Requirements

The GL accounts must be flagged as open item. Menu Path

Accounting Financial Accounting General Ledger Periodic Processing Automatic Clearing F.13 Without Specification of Clearing Currency →

→

→

Transaction Code

32.

→

F.13

Double click on F.13 - Without Specification of Clearing Currency

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→



Automatic Clearing without Definition of Clearing Currency (SAPF124)

33.


Field Description

Values

Company code


9100

Fiscal year

Fiscal year number

2006

34.

Now click Select GL Accounts Button . You want to process only general ledger accounts, so DO NOT SELECT other types of accounts.

35.

Now enter the account number. You can enter a range of accounts (usual setting). In this example to simplify presentation only one general ledger account is selected:

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END USER TRAINING DOCUMENTS Field Name General ledger accounts

Field Description Number of general ledger account

Values 219914

36.

At the bottom of the screen (you need to use a mouse to scroll the screen down) there’s another radio button you need to select. Click Only docs which can be cleared . This way the system will clear only the documents that fulfill pre-defined clearing criteria (e.g. like the same assignment number).

37.

By default the system is in the test mode. Click Test run button to turn it off.

38.

You entered the selection criteria. Now click Execute Button procedure.

to begin clearing

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Automatic Clearing without Definition of Clearing Currency (SAPF124)

39.

The message bar displays “Document number xxxxxxx posted in company code 9100”.

This is the clearing document number. No real posting took place.

FBRA - GL Reset Cleared Items Functionality The document which contains cleared items cannot be reversed directly. You need to first reset cleared items. During clearing open items the system always creates a clearing document. This document contains the information about cleared items, clearing date etc.

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Scenario 2 documents have been cleared against each other. Before they can be re-cleared to the correct documents, they must be reset from the clearing of wrong documents. Requirements

A previously posted clearing document. Menu Path

Accounting Financial Accounting General Ledger Document FBRA - Reset Cleared Items →

→

→

Transaction Code

40.

FBRA

Double click on FBRA - Reset Cleared Items

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→



Reset Cleared Items

41.


Field Description

Values

Clearing document

Number of the document to be reset

100000015

Company code


9100

Fiscal year

Fiscal year number

2006

42. Click

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43.

44.

Click

You can display some details regarding the clearing document before resetting it. Click e.g. Accounts Button .

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Accounts Included in Clearing

45.

Click Enter Button

to close this screen.

46.

To reverse the clearing document click Save Button

.

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Reversal of clearing document

47.

You can choose to only reset cleared items or reset items and reverse the accounting document that is connected with clearing operation. Click “Resetting and reverse” button:

Reversal Data

48.


Field Description

Reversal reason

Enter type of reversal (e.g. negative posting in the same period as original document)

Posting date

Posting date

Values 01

050206

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50.

Click

The message bar displays “Document XXXXXX was posted in company code 9100”. The system reset the cleared items and posted a reversal document.

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Chapter 3 Closing operations F.05 - Foreign Foreign Currency Valuation Functionality At month end, you have to carry out a foreign currency valuation. This process valuates all transactions posted in foreign currency. To perform the valuation you should enter an exchange rate for the end of the month. This valuation covers the following accounts and items: 1. Foreign currency balance sheet accounts – 2. Open items posted in foreign currency (Vendors and customers) You have the following options for the foreign currency valuation: a) You can carry out the valuation in local currency, (company code currency), b) You can valuate in parallel currency (for example, group currency). You can also use different valuation methods (for methods (for example, lowest value principle). The posting of valuation is done by a batch input session. It is recommended that you run each valuation separately, for e.g. you will create a separate batch input for customer open items, then another one for vendors and another one for GL. Scenario At every month end closing (where balance sheet and profit & loss account is reported monthly) you need to perform a foreign currency valuation for GL, customer and vendor open items. Requirements

GL, Customer and Vendor Master, the accounting transactions posted in foreign currencies (different than company code currency). Configuration done for foreign currency valuation.

Menu Path

Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate F.05 - Foreign Currency Valuation →

→

→

Transaction Code

→

→

→

F.05

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Double click on F.05 - Foreign Currency Valuation. Foreign Currency Valuation

52.

Update the following fields:

Field Name

Field Description

Values

Company code

Company code

9100

Evaluation Key Date

Key date for the foreign currency valuation.

31.01.2006

Valuation method

A unique key for determining a foreign currency valuation method. This key can be valid for cross-chart of accounts.

ZDCR

Batch input session name

Code identifying the batch session that is created

FCV012006

Document date

Date the transaction occurred

31.01.2006

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END USER TRAINING DOCUMENTS Field Name

53.

Field Description

Values

Posting date

Date that the business transaction occurred

31.01.2006

Posting period

Fiscal month when the transaction posts to the General Ledger

1

Reversal posting date

Date when you want to post a st reverse. Normally the 1 day of next month

01.02.2006

Now you need to select the accounts you want to valuate. Click

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Foreign Currency Valuation

54.

Click Valuate vendor open items

55.

Click Valuate customer open items Button

.

.

You can select only particular vendor / customer accounts to be valuated. If you leave the selection fields empty (like in our example), all the accounts will be selected for valuation.

56.

Click Execute Button to perform valuation. Note that the system does not create the postings immediately but creates a batch input session instead.

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Note: The system displayed a report presenting valuated vendor and customer open items. Press POSTINGS Button to display the accounting documents that were created. These documents have not been posted yet; they’re stored in a batch input session:

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57.

Click Back Button

.

58.

To post the valuation, you need to process the Batch Input Session that you’ve just created. You can open another SAP session. From the main menu choose System Services Batch input Sessions

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Batch Input: Session Overview

59.

Select the session you want to process. (Select the row which contains your Batch input session, e.g. FCV012006)

60.

Click Process

.

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61.

Click

62.

Click Process Button

63.

As a result of valuation some accounting documents were posted. To display them use the transaction FB03 (Document Display):

to begin posting of documents.

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Display Document: Initial Screen

64.


65.

Field Description

Document number

Number of the SAP R/3 document that is internally assigned by SAP R/3 when certain transactions are completed

Company code

Enter here company code number

Fiscal year

Fiscal year number

Click Enter Button

Values 100000020

9100 2006


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Display Document: Overview

Note: The above document shows zero balance because is displayed in Document currency.

66.

To display your document in local currency Click Display currency Button .

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67.

Click Enter Button. Display Document: Overview

68.

Click Back Button

.

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F.07 - Carry Forward Receivables/Payables Functionality This transaction carries forwards the balance of the vendor and customer from the current year to the next year. This program should be run at the beginning of the new fiscal year. Scenario This transaction should be executed at the beginning of the next fiscal year. Further you should run this program in every case when the discrepancies occur (end balance of the vendor or customer account for the previous fiscal year is different that the opening balance for the current year). Prerequisites

Balances in Customer or Vendor Master Records Menu Path

Accounting Financial Accounting Accounts Payable Periodic processing Closing Carry forward F.07 – Balance Carryforward →

→

→

Transaction Code 69.

→

→

F.07

Double click on F.07 - Balance Carryforward

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→



Carry Forward Receivables/Payables

70.


71.

Field Description

Values

Company code


9100

Carryforward to fiscal year

Enter here a number of the fiscal year you want to transfer the balances to

2007

Click Select customers

.

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Update the following fields: Field Name Customer

Field Description

Values

Code identifying a customer account

1

to

999999999

73.

Click Select vendors

74.

Update the following fields: Field Name Vendor

.

Field Description

Values

Code identifying the vendor account

1

to

99999999

75.

Click Detail log Button

to print additional program log

76.

Click Enter Button

77.

To carry forward balances, click Execute


. The system will display a report:

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78.

Click Back

79.

Click Execute

and deactivate the Test run radio button.

to carry forward balances in the production mode.

F.16 - Balance carry forward of GL Accounts Functionality This transaction is used to carry forward the balances of the general ledger to the new fiscal year. You can run this transaction multiple times. You should always run it if there are

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discrepancies between the balances of the GL accounts in the previous and the current fiscal year. The GL balances are carried forward as follows: a) Balance sheet accounts are carried forward to the same account numbers. b) P&L accounts are carried forward to the retained earnings account. The transaction currencies are not transferred and are totaled in the local currency. Scenario You want to transfer GL account balance to the new fiscal year Requirements

Transaction balance exists on various GL codes. Menu Path

Accounting Financial Accounting General Ledger Periodic Processing Closing Carrying Forward F.16 - Balance Carry Forward →

→

→

Transaction Code 80.

→

→

→

F.16

Double click on F.16 - Balance Carry Forward.

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Balance carryforward

81.


Field Description

Values

Ledger

Standard GL ledger = 00. Since we use parallel currency 1 and parallel currency 2, we also have ledger L3 & Z8

00, L3, Z8

Company code


9100

Carry forward to fiscal year

Enter here the fiscal year number you want to carry the balances to.

2007

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82.

If you want to display the individual balances of the P&L statement accounts which are carried forward to this retained earnings account, click Balances in retain.earng.acct .

83.

Click Enter Button

84.

Click Execute

85.

You can display individual balances of the particular accounts. Click

to confirm your entries. to carry forward balances and display a report:

to display balances of balance sheet accounts:

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Display of balance sheet accounts

86.

Click Back

87.

Click

.

button to display balances of P&L accounts:

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Display of retained earnings accounts

88.

Click Back

.

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Balance carryforward

89.

The message bar displays “

”

Similarly also carry forward balances for Parallel currency ledgers L3 and Z8.

F.19 - GR_IR Regrouping Functionality This transaction analyzes goods receipt/invoice receipt (GR/IR) clearing accounts at a specified key date, and generates adjustment postings if necessary. These are needed in order to display the following business transactions correctly in the balance sheet: Goods delivered, but not invoiced • Goods invoiced, but not delivered •

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The GR/IR account due to the above items shows a net debit or credit balance. This needs to be separated into separate GL account so that debits items (Goods invoiced, but not delivered can be shown) under Assets and credit items (Goods delivered, but not invoiced) will show a credit balance, this need to be shown under liability side of balance sheet. This exactly what the program does.

Scenario GR/IR balances are to be regrouped at month end. Prerequisites

Invoice verification done for goods not delivered and goods receipt done but no invoice verification done. Menu Path

Accounting Financial Accounting General Ledger Periodic Processing Closing Regroup F.19 - GR/IR Clearing →

→

→

Transaction Code

90.

→

→

→

F.19

Double click on F.19 - GR/IR Clearing

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Analyze GR/IR Clearing Accounts and Display Acquisition Tax

91.


92.

Field Description

Values

G/L account

Code identifying a General Ledger account

219914

Company code

Enter here company code number

9100

Key Date

Transaction Date

28.02.2006

Then define data selection: click Postings

button:

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93.

Click Creating postings

94.


.

Field Description

Values

Name of batch input session

Name of batch input session that will create postings

GRIR0206

Document Date

Date of the batch input session posting

28.02.2006

Document type

Code identifying the method that the system uses to process the transaction

SA

Posting date

Date when you want to post adjustment postings

28.02.2006

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END USER TRAINING DOCUMENTS Field Name Reversal posting date

95.

Field Description Date when you want to reverse adjustment postings

Click Execute button

Values 01.03.2006

to create a batch input session:


96.

The system has displayed a report with transactions.

97.

Click Postings Button

to display the documents.

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98.

Click Back

.

99.

To post the adjustments, you need to process your batch input session. Select from the main menu: System Services Batch input Sessions. Batch Input: Session Overview

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100. Mark the required session and click Process

.

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Process Session GR/IR06

101. Click

102. Click Process

.

KALC - CO reconciliation with FI Functionality This transaction reconciles posting in CO to FI. Reconciliation differences occur between FI & CO when many Company codes are linked to a single Controlling Area. This happens when there are cross allocation between company codes in CO that is not posted via FI – and hence not reflected in FI. You use this transaction to transfer this cross-company code made in CO that are relevant to FI, and to automatically create reconciliation postings in FI. You can make these reconciliation ledger postings at month end. This transaction should be executed after all the postings in CO and FI for the current period are finished. Scenario You want to run the reconciliation ledger to run reconcile FI and CO. Requirements

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Postings across company codes occur in CO, which need to be reconciled with postings to FI. Menu Path

Accounting Controlling Cost Element Accounting Actual Postings KALC - Reconciliation with FI →

→

→

Transaction Code

KALC

103. Double Click on KALC - Reconciliation with FI.

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→



Reconciliation Posting: Initial Screen

104. Update the following fields: Field Name

Field Description

Values

Company code

Enter required CC here

9100

Period

Enter here the period from which the reconciliation ledger postings are to be read

2

Fiscal year

Enter here the fiscal year from which the reconciliation ledger postings are to be read

2006

105. Click Posting parameters Button

to define what is the date for the reconciliation posting and what kind of document you want to use:

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Reconciliation Posting: Posting Data


Field Description

Posting date

Date for posting the reconciliation

Document type

Enter here the document type you want to use for posting

107. Click Enter Button

Values 28.02.2006 SA


108. Click to remove test

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Reconciliation Posting: Initial Screen

109. Click Execute button

to post the reconciliation. reconciliation .

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Reconciliation Posting: Display Reconciled Cost Flows

110. Click Back

MR11 - GR / IR Clearing Account Maintenance Functionality Quantity differences between goods receipt and invoice receipt for a purchase order result in a balance on the GR/IR clearing account. If the quantity invoiced is larger than the quantity received, the system then expects further goods receipts for this purchase order to clear the balance. If the quantity received is larger than the quantity invoiced, the system then expects further invoices for this purchase order to clear the balance. You can also clear differences for delivery costs.

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If no more goods or invoices are to be received, you can clear the balances through this transaction. Scenario Perform clearing for differences for a particular PO Requirements

None Menu Path

Logistics Materials Management Logistics Invoice Verification GR/IR Account Maintenance MR11 Maintain GR/IR Clearing Account →

→

→

Transaction Code

→

MR11

111. Double click on MR11 - Maintain GR/IR Clearing Account

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Maintain GR / IR Clearing Account


Field Description

Company Code

An organizational unit within financial accounting

Posting Date

Date which is used when entering the document

113. Click Execute

Values 9100 05.02.2006

.

The system will display a list of documents that can be cleared:

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Maintain GR/IR Clearing Account

114. You can select the item you want to clear: click on the check box, e.g. Button

115. To view the related Purchase Order, click Purchase Order Button

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.



116. Click Back

117. To post the differences, click the Post

.

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Maintain GR/IR Clearing Account

118. The system has posted the differences. To display posted accounting document,

follow the menu path (or transaction FB03 – Document Display):

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119. To Generate a list of all accounting documents Click


Field Description

Values

Company Code

An organizational unit within financial accounting

9100

Fiscal year

Description of the Fiscal year.

2006

Entry date

Date the document was entered into the system

05.02.2006

121. Click

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Document List

122. Click on the required document, e.g. 4800000000.

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Display Document: Overview (Accounting document)

123. To view the original Document (MM document) Select Environment Document

Environment Original document.

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Display/Cancel Account Maintenance Document

124. Click Back

.

S_ALR_87003642 - Open and Close Posting Periods Functionality In this transaction you can open and close FI posting periods. Two intervals are available for doing this (period 1 and period 2). For every interval, enter a lower period limit, an upper period limit and the fiscal year. You can specify separately G/L account number ranges (as well as sub ledger accounts). To do this, you specify the subledger account type, such as D or K, and the corresponding reconciliation account. In this way you can, for instance, close postings for customer accounts, but allow postings for vendors and GL accounts.

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Scenario At month end, you need to close FI periods for Assets, AP, AR and GL ledgers. Requirements

None

Menu Path

Accounting Financial Accounting General Ledger Environment Current Settings S_ALR_87003642 Open and Close Posting Periods →

→

Transaction Code

→

→

S_ALR_87003642

125. Double click on S_ALR_87003642 - Open and Close Posting Periods

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→



Change View "Posting Periods: Specify Time Intervals": Overview

126. To allow postings for all types of accounts (including sub ledgers) in January and

February 2006 for company code 9100 update the posting period variant 9100 with the following Field Name

Field Description

Values

From per. 1

First Posting Period Allowed (in Interval 1)

1

To period

Last Posting Period Allowed (in Interval 1)

2

127. Click Enter Button 128. Click Save


.

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Chapter 4 Postings FB02 - GL Document Change Functionality You wan to change an already posted document. You can change only fields like Text or Assignment. Assignment . Scenario You need to add more information to the automatically created financial documents, e.g. Text field, via document change. Requirements

A posted document. Menu Path

Accounting Financial Accounting Document FB02 – Change →

→

General Ledger

→

Transaction Code

FB02

129. Double click on FB02 – Change

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→



Change Document: Initial Screen


Field Description

Document number

Enter here a number of the document you want to change

Company code


Fiscal year

Number of the fiscal year

Values 1800000001 9100

2006

If you don't know the document number, click button. The system will display a search screen. Enter the required criteria and search for the document you want to change.

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END USER TRAINING DOCUMENTS 131. Click Enter

.

Change Document: Overview

132. To change a line item, simply double click on it:

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Change Document: Line Item 001

133. The fields you can change are displayed in red. You can change the contents of the

following fields: Field Name

Field Description

Assignment

The assignment number is an additional information reference.

Text

Additional document description

Values Misc item Sale of miscellaneous item

134. On the same screen you can change also some fields in the doc. header. Click

Document Header Button

.

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Document Header: 5200 Company Code


Field Description

Values

Doc.header text

Explanation or note that applies to the document

Sale of Misc item

Reference

Explanation or note that applies to the document

Misc sales



137. To store your changes in the document, click Save

Functionality This transaction allows you to display a posted FI document. Scenario You want to display an FI document.

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END USER TRAINING DOCUMENTS Requirements

Posted FI document. Menu Path

Accounting Financial Accounting Document FB03 - Display →

→

General Ledger

→

Transaction Code

FB03

138. Double click on FB03 - Display

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→




139. Click

to search for documents:

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Field Description

Values

Fiscal year

Fiscal year number

2006

Document type


SA

Posting date


141. Click Execute

31.01.2006

to start searching.

142. The system will display a list of documents that fulfill your criteria:

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143. To display your document, simply double click on it. The system will display a

document overview:

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144. You can display your document in different currency. Click Display currency Button

. Display currency for document

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145. Click

146. Click Enter


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147. You can display also other document details, like e.g. who posted this document.

Choose Document Header

button. You can see that the user SAPUSER

posted this document on 04.02.2006– this date is derived from the system clock.

148. If you want to print this document, select from menu path” Document Print Preview .

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Document Overview

149. You can print this report (just click on Print

icon

FB08 - Individual Document Reversal Functionality A GL document was entered incorrectly. Need to reverse the document. Scenario A document was entered wrongly. You need to reverse the incorrect document Requirements

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Document to be reversed cannot include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal. Accounting Financial Accounting General Ledger Document Reverse FB08 - Individual Reversal

Menu Path

→

→

→

→

FB08

Transaction Code

150. Double click on FB08 - Individual Reversal . 151. If you don’t know the document number, click

Button.


Field Description

Values

Fiscal year

The Fiscal year number

2006

Document type


SA

153. Click Execute Button

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→


END USER TRAINING DOCUMENTS 154. The system will display a list of documents:

155. Double Click on the document you want to reverse:

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Reverse Document: Header Data


Field Description

Reversal reason

Type of the reversal

Posting date

Posting date

Values 01 05.02.2006

There are defined five reversal reasons: 01

Reversal in current period

02

Reversal in closed period

03

Actual reversal in current period

04

Actual reversal in closed period

05

Accrual/deferral posting

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Reasons 03 and 04 allow “negative” postings. To post a negative reversal, the following prerequisites must be fulfilled: a) The company code must be defined as allowing negative postings, b) The document type must allow negative postings. 157. If you want to display the document before reversal, click Display before reversal

Button

.


158. Click Back

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Reverse Document: Header Data

159. If you want to reverse the document, click Save Button ton.

. Th The sy system tem wil willl po post a

reversal document

160. The message bar displays “Document XXXXXX was posted in company code 9100”.

FB50 - Post GL Document Functionality This is an SAP Enjoy transaction used to post GL documents. A Journal entry can be posted through this transaction. This transaction only allows GL posting, you cannot post to any account e.g. customer or vendor, asset etc. Scenario

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You want to post a journal entry which affect only General ledger accounts.

Requirements

None Menu Path

Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document →

→

→

Transaction Code

FB50

161. Double click on FB50 - Enter G/L Account Document.

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→



Enter G/L account document: Company code 9100


Field Description

Values

Doc. date

Date of the document

31.01.2006

Currncy

Document currency

INR

Reference

Document description

PROVISIONS

G/L acct

GL Account number

D/C

Code identifying whether line item is a debit or a credit

Debit

Amount doc.curr.

Amount to be posted for the line item

100000

Cost center

Cost center

G/L acct

GL Account number

219928

D/C

Code identifying whether line item is a debit or a credit

Credit

440503

9118000

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END USER TRAINING DOCUMENTS Field Name

Field Description

Amount doc.curr.

163. Click Enter

Amount to be posted for the line item

Values *

.

164. You can simulate document before posting. To do so, click Simulate Button

. Document Overview

165. To post the document, click Save

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Chapter 5 Reference documents FBR2 - Posting with with Reference Document Functionality This transaction code helps to post a new accounting document using a previously posted FI document as a reference. You can use this option to speed up data entry. Scenario You frequently post similar GL documents i.e. the amounts are different, but GL accounts are the same. You want to use one of the previously posted FI documents as a reference. Requirements

Previously posted GL document. Menu Path

Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document →

→

→

Transaction Code

FBR2

166. Double click on FB50 - Enter G/L Account Document

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→



Enter G/L account document: Company code 9100


Field Description

Doc. date

Document date

Currncy

Posting currency

Posting date


Values 05.02.2006 INR 05.02.2006

168. Select from the menu path: Goto -> Post with Reference.

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Post Document: Header Data


Field Description

Document number

This is the document number you want to use as a reference

Company code


Fiscal year

Fiscal year number

Values 100000004 9100

2006

170. Click Do not propose amounts

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END USER TRAINING DOCUMENTS 171. Click


.


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Post Document: Header Data



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174. Update the following fields: Field Name Amount


Field Description Amount of the first line item

Values 21000


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Post Document: Add G/L account item

176. Update the following fields: Field Name Amount


Field Description Amount of the second line item

Values *

to confirm your entries. The system will display a document

overview:

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Post Document: Display Overview

178. Click Save

.

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Chapter 6 Reporting S_ALR_87012284 - Financial Statements & Trial Balance Functionality This transaction code gives you the Balance Sheet and Profit & Loss account for a company code. To run the report you need to select the relevant financial statement version which is configured for your chart of accounts and company code.

Scenario You want to generate a Balance sheet and Profit and Loss account for your company code. Requirements

A Financial Statement Version is defined for your company code. Menu Path

Accounting Financial Accounting General Ledger Periodic Processing Closing Report General Ledger Reports Balance Sheet/ Profit and Loss Statement / Cash Flow General Actual/Actual Comparisons S_ALR_87012284 - Balance Sheet / Profit and Loss Statement →

→

→

→

→

→

→

→

→

Transaction Code

S_ALR_87012284

179. Double click on S_ALR_87012284 - Balance Sheet / Profit and Loss Statement.

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→



Balance Sheet/P+L Statement


Field Description

Company code

Enter here required company code number

Financial statement version

Code identifying the type of report you need to display

Reporting Year

First fiscal year number

Reporting periods

Enter here the required period. You can prepare a financial statement regarding one month or enter a range, e.g. Jan – July

Comparison year

Year against which to compare the reporting period profits

Values 9100 YCCA 2006 1 -2

2005

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END USER TRAINING DOCUMENTS Field Name Comparison periods

Field Description Fiscal period against which to compare the reporting period profits

181. Click Classical list

Values 6

.

Note: Now you can define your special requirements for this report (like choose the balance sheet type or decide whether to include in the report the accounts with zero balance).

182. Click Special evaluations

.

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Update the following fields: Field Name Balance sheet type

Field Description This parameter controls which periods flow into the reporting and comparison period. The following entries are possible:

Values 3

1: This means that an accumulated balance sheet is created, that is, the balance is calculated from the balance carried forward plus the periods 01 to the upper limit of the reporting and comparison periods you have specified. The lower limit specified in these parameters is ignored in this case. Balance sheet accounts and P+L accounts are treated the same. 2: This means that a flow of funds analysis is created, that is, the balance is calculated from the reporting and comparison periods you specified. The balance carried forward is not taken into consideration. Balance sheet accounts and P+L accounts are treated the same. 3: This means a combination of possibilities "1" and "2". Here balance sheet accounts are dealt with as described under balance sheet type 1, and P+L accounts as described under balance sheet type 2. 4: This means that an opening balance sheet is created. Here only the balance carried forward is used for the reporting and comparison periods. Accounts which have not yet been posted to or have a zero balance, are also displayed in this variant.

It is recommended to select Balance Sheet Type number 3.

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Note: You need to define the output of the report. For instance, you can determine the level of detail of the balance sheet and P+L via your entry in the "Summary report" field. 184. Click Output control

.

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185. Update the following fields: Field Name Company code summarization

Field Description

Values

The following entries are possible:

1

1 = A balance sheet is created per company code 2 = A consolidated balance sheet is created covering all selected company codes.

Business area summarization

The following entries are possible:

2

1 = A separate balance sheet is created for each business area. 2 = A balance sheet and profit and loss is created whereby the balance of an account is displayed per business area. 3 = Business areas are summarized at account level. Summary report

This parameter controls the output of summary reports, where "1" creates the most summarized list and blank the most detailed list. If you enter "1", only the main points of a balance sheet such as "assets", "liabilities", and "P+L" are printed. If you enter blank (=default), the entire balance sheet definition, including the accounts, is printed.

Scaling

The output amount can be controlled using this parameter. The default value 0/0 means that the amounts are output in the right currency and in full length. The entry 3/1 would mean that the amounts would be output in thousands with one decimal place.

0/0

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187. Click Execute

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Note: You can print this report or download it as a local file. To download it, select from the menu path List -> Save -> File… and choose the required file format.

188. Click Back

S_ALR_87012289 - Compact Document Journal Functionality This transaction gives the list of document posted.

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The information in the document display is divided into four groups: 1. 2. 3. 4.

Document header Customer account/vendor account postings Tax postings G/L account postings

Scenario You want to see a list of documents posted. Requirements

GL Account Master Records, posted documents . Menu Path

Accounting Financial Accounting General Ledger Information System Information System General Ledger Reports Document General Compact Document Journal S_ALR_87012289 - Compact Document Journal →

→

→

→

→

→

→

→

Transaction Code

S_ALR_87012289

189. Double click on S_ALR_87012289 - Compact Document Journal.

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→



Compact Document Journal


Field Description

Company code


Posting date


191. Click Parked documents

Values 9100

01.01.2006– 28.02.2006

to avoid printing of parked

documents.

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END USER TRAINING DOCUMENTS 192. Click Execute

to generate the report:

Compact Document Journal

193. You can print this report or download it as a local file. Select List Save->File……

194. Choose the file format:

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Save list in file...

195. Click Enter Button.

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196. Update the following fields: Field Name File name

Field Description Enter full path and name of your file, followed by the extension

Values Journal

197. Click

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General Ledger Manual

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