GL
Overview
Sub
Processes
Master Data Transaction Processing Account Analysis / Reconciliation Periodic Processing Reporting
Financial Accounting / Controlling Financial
Accounting
• Legal / Statutory Accounts • Standard Ledgers • Master Data ntegrates wit! "ontrolling Controlling
• Manage#ent Accounts • Manage $udget %&penditure
General Ledger - Integration
T!e general ledger !olds all accounts 'or balance s!eet and inco#e (pro'it and loss) state#ents*
T!e general ledger contains a nu#ber o' sub ledgers+ Accounts
Payable records records all accounting transactions 'or dealings wit! suppliers* Muc! o' its data is obtained 'ro# procure#ent (Materials Manage#ent)*
Accounts
Receivable records all accounting accounting transactions 'or dealings wit! custo#ers* Muc! o' its data is obtained 'ro# Sales and Distribution*
Asset
Accounting records records all accounting transactions relating relating to t!e #anage#ent o' assets*
$an, ledger supports t!e posting o' cas! 'lows*
All general ledger account postings postings t!at post to business e&pense accounts auto#atically send t!e e&penses as costs to "ontrolling* T!e balances o' general ledger accounts are used to calculate 'inancial state#ents*
A Group Hierarchical Structure Company
Chart of Accounts
Company Codes
Financial Management Area
A Group
A Grp Common Chart of Accounts YCCA ( )
A Ltd (9100) A1 Ltd (900)
A Grp FM Area )9100(
Chart of Accounts
The Chart of Accounts COA “YCCA”
"o#pany "ode 011 A Ltd
"o#pany "ode 211 A0 Ltd
• "ontains t!e de'initions o' all G/L accounts in an ordered 'or# • %ac! general ledger is set up according to a "!art o' Accounts • Many co#pany codes #ay use t!e sa#e "OA • All A Grp* organi-ational units use t!e sa#e "!art o' Accounts+ .""A*
Compan Code
Company Coe • t is an independent accounting entity* A co#pany code is assigned to a c!art o' accounts* • %ac! co#pany code in A Group uses t!e G/L accounts 'ro# only one c!art o' accounts 'or account validation* T!is is called t!e operating c!art o' accounts* • A c!art o' accounts can be used by #ultiple co#panies provided t!ey !ave t!e sa#e basic account re3uire#ents*
General Ledger Process !"er"ie#
4inancial Accounting
General Ledger
Master Data
Transaction Processing
Account Analysis & Reconciliation
Periodic Processing
Reporting
Account
Groups
Maintenance • "reation at 2 Levels
• "!art o' Accounts Data • "o#pany "ode Data • "!ange • $loc, • Delete
"ost %le#ents • "reation
GL Account Groups A !rp COA
"um#er $nter%al
.""A AA
021110
0212//
4i&ed As sets Accounts
.""A "AS5
001111
006///
Li3uid 4unds Accounts
.""A %7P
811111
8/////
%&pense Accounts
.""A G*$S
011111
9/////
General $alance S!eet Accounts
.""A MAT
011111
6/////
Material Manage#ent Accounts
.""A R%:
611111
6/////
Revenue Ac counts
Account !roups
GL Account $aster &ecord
Chart of accounts segment
p * u r o m t .escription* g Inventory – Finished goods u n t l 3 g i a c o e r c A a t -al' sheet acct* 3 )-alance c/f( r # e $nc' statem' acct* l u m t r o n t a t n a u n c o e o c i n g n c a c s t r e e 4 o f n & e - a u t ' e r r Currency $tem management A t h O Tarelate &osting control'''
Acct num#er* 119+,0
•
•
•
•
!eneral eger -alance &2 &2 -alance T T T TT T T T T T T T T TT T T T T T T T T TT T T T T T
Company coe segment
G/L Accounts are bloc,ed at two levels • "!art o' Accounts level • "o#pany "ode level n "!art o' accounts you bloc, • A #aster 'ro# creating in t!e "o#pany "ode • An account 'or posting n "o#pany "ode you bloc, • An account 'or posting "OT5+
.ou can set or cancel t!e posting indicator at any ti#e
G/L Accounts are not p!ysically deleted wit!out ta,ing
preparatory steps • Mar, it 'or Deletion • Speci'y t!at record #ust be arc!ived • Arc!ive t!e transaction data attac!ed to t!at #aster record • %&ecute t!e G/L deletion progra#
A !rp' Chart of Accounts ) YCCA Financial Accounting
1 Assets
1 "urrent 'inancial assets and s!ort; ter# capital
6
,
Liabilities %3uity
6
,
+
7
%&pense Revenue accounts
+
7
9 Secondary cost ele#ents
Controlling &rofit Center Accounting
C!
!/1 accounts
&rimary cost elements Pri#ary cost ele#ent %&ternal order settle#ent &21 accounts 8econary cost elements nternal activity allocation Assess#ent Over!eads nternal order settle#ent
-alance sheet accounts
Expense accounts Accounts posted to directly, such as bank accounts
Accounts posted to indirectly, such as reconciliation accounts
9e%enue elements Revenue ele#ent Sales deduction
FI
Revenue account
General Ledger Process !"er"ie#
4inancial Accounting
General Ledger
Master Data
Transaction Processing
Account Analysis & Reconciliation
Periodic Processing
Reporting
SAP R/9 supports t!e 'ollowing transactions+
>ournal (>:) Processing • Docu#ent Principle • Docu#ent Structure
4oreign "urrency docu#ents
Par,ed docu#ents
Posting wit! Re'erence
Reversing / "anceling docu#ents
%ocument Posting+ Acti"it Flo#
"
The Accounting %ocuments
;eaer
.ocument "o* 16,+<= .ate* =/1000( Company Coe* <600 Currency* >8? @@@@ Debit
Credit
1@000@000 700@000 600@000 Total:
ine items
1@000@000 1@000@000
%ac! docu#ent consists o' two seg#ents+ !eader and line ite#s*
A'ter posting it receives a uni3ue docu#ent nu#ber*
A Grp* will use t!e standard docu#ent types o' SAP* T!e syste# assigns t!e docu#ent nu#bers auto#atically*
%ac! type o' docu#ent is assigned to a nu#ber range*
T!e docu#ent nu#ber range is t!e ,ey w!ic! identi'ies eac! docu#ent in a co#pany code and de'ines t!e allowable range in w!ic! a docu#ent nu#ber #ust be positioned and cannot overlap*
T!e docu#ent nu#ber range !as to be de'ined 'or t!e year in w!ic! it is used* Docu#ent nu#ber ranges can be de'ined+
?ntil a 'iscal year in t!e 'uture+ At t!e beginning o' eac! 'iscal year t!e syste# continues to ta,e t!e ne&t nu#ber a'ter t!e @current nu#ber* t does not restart at t!e lower li#it*
Per 'iscal year+ At t!e beginning o' eac! 'iscal year t!e docu#ent nu#bering starts again at t!e lower li#it* T!is !elps to avoid reac!ing t!e upper li#it o' a range*
One nu#ber range can be assigned to several docu#ent types*
The %ocument-s Header
Dates+ • Docu#ent Date= • Posting Date= • Translation Date= • %ntry Date (auto#atic)= • Period*
Docu#ent Type
"o#pany "ode
"urrency
Additional
in'or#ation+
• Re'erence= • S!ort te&t*
Posting (es Fiel no 9ele%ant for postings on accounts of this type: yes
& &
&oste 0ith 0hich posting 4ey:
suppress
&oste on 0hich account:
''' '''
& o e s t i n g s t a p e n 4 e t u s e n y ) t f i e l :
& r o i r t i y
t ) t n o u e n s c u A c p e n t t a e l s f i e
Account
Line items
During docu#ent entry= certain 'ields need to be 'illed in* 4or e&a#ple= w!en posting e&penses= a cost center and ta& in'or#ation is usually re3uired*
Ta& 'ields are only ready 'or entry i' t!e general ledger account is set up as ta&;relevant*
Posting a document
.ocument entere correctly
&osting functions
.ou can now+
Si#ulate your docu#ent ; press t!e @8imulateA button+
Or post it i##ediately ; press @SaveA button (400)
Posting in Foreign Currenc Local currency
) Functional currency of the company coe
Document currency
) Currency of the ocument
Group currency
) Alternati%e currency for group reporting
4or every "o#pany "ode t!ereBs de'ined a co#pany code currency= ie= every co#pany code !as a @local currency*
%very docu#ent= posted in di''erent currency t!an co#pany code currency= is processed as a 'oreign currency docu#ent*
Accounting docu#ents can be posted in a 'oreign currency T!e 'oreign currency is converted to local currency and bot! are stored in t!e docu#ent along wit! t!e e&c!ange rate
Posting in Foreign Currenc 1'
6'
,'
0* %&c!ange rate can be entered #anually= 2* Or derived 'ro# @%&c!ange Rates TableA 9*
Syste# auto#atically translates t!e 'oreign currency into "" currency*
Par(ing / Holding a %ocument A'ter
entering t!e docu#ent it is possible+
•
To post it i##ediately
•
To @par, t!e docu#ent
•
To !old t!e docu#ent
&eference %ocuments .ocument B 1 )eference .ocument(* ;eaer*
01/0,/600,
Comp' Coe* <600
ine $tems* & +0 <0 <0
Account 16,000 ,+<<=0 90906
Amount <000 6000 ,000
.ocument B 6* ine $tems* & +0 <0 <0
Account 16,000 ,+<<=0 90906
Amount <000 6000 ,000
Re'erence docu#ents are eit!er accounting docu#ents or sa#ple docu#ents t!at are used as a re'erence to post an accounting docu#ent*
&e"erse a GL document
Docu#ent entered incorrectly Balance sheet
Assets 1ia#ilities
Docu#ent corrected by Reversal+ Reverse wit! a standard reversal posting
8hare eDuity
Reverse wit! a negative posting
Docu#ent re;entered correctly
$ass &e"ersal of %ocuments
3ass 9e%ersal &roceure
Many docu#ents #ay be reversed at t!e sa#e ti#e=
Process #ay be sc!eduled to be per'or#ed in t!e bac,ground*
General Ledger Process !"er"ie# 4inancial Accounting
General Ledger
Master Data
Transaction Processing
Account Analysis & Reconciliation
Periodic Processing
Reporting
SAP R/9 supports t!e 'ollowing transactions+ Display G/L account balance Display G/L line ite#s G/L account analysis 'unctions "lear outstanding ite#s on G/L account
Account+ balance and line items
Account #alance
Account $alances display • Opening $alance ("arry 'orward $alance 'ro# previous year)
• Totals o' all transactions 'or eac! posting period bro,en down 'or • Debits and "redits
4ro# t!ese 'igures t!e syste# calculates t!e 'ollowing 'or t!e
account balance 'unction • $alance per posting period • Accu#ulated balance 'or t!e account
Account+ balance and line items
1ine items
Line ite#s can be displayed on G/L accounts w!ic! are #anaged wit! Line te# display
• Line ite#s are displayed on;line • Line te#s can be totaled and sorted according to user re3uire#ents • Additional 'ields can be added to t!e Line te# display screen • Alternative custo# de'ined Line Layouts can be de'ined
Account Analsis Functions
4unctions supporting account analysis are grouped on t!e @Application toolbar
Open ite#s are inco#plete transactions= suc! as an invoice 'or w!ic! goods or services !ave not yet been received*
n order 'or an open ite# transaction to be considered co#plete= t!e transaction #ust be cleared* A transaction is considered cleared w!en an o''set value is posted to it= so t!at t!e resulting balance o' t!e ite#s is -ero*
n t!e above e&a#ple+
Two invoices are posted to t!e "usto#er account* T!ese invoices are regarded as t!e open ite#s because at t!is point t!e corresponding pay#ent !as not been received*
T!e pay#ent is received and t!e invoices are set o'' against it*
T!e transaction is now cleared and t!e resulting balance is -ero*
&e"ersal of Clearing
.isplay cleare items
9e%ersal of clearing
Reversal o' docu#ents t!at were cleared be'ore is not possible= 4irst t!e clearing operation #ust be reset*
General Ledger Process !"er"ie#
4inancial Accounting
General Ledger
Master Data
Transaction Processing
Account Analysis & Reconciliation
Periodic Processing
Reporting
SAP R/9 supports t!e 'ollowing transactions+ 4iscal .ear variants C Posting Period "lear open ite#s= bot! #anually and auto#atically "reate= #aintain and process accrual/de'erral transactions Recurring %ntries Revalue balances in 'oreign currencies Reconciliation o' docu#ents wit! #ont!ly debits C credits Roll over o' closing balances to 'or# opening balances can be
per'or#ed #ultiple ti#es and a'ter t!e beginning o' t!e new 'iscal year*
Posting Periods Fiscal Year Variants
Company Code Data
K4 Same as Calendar Year
Company Code$$$% R1 FY ariant
R1Shortened Fiscal Year ! "on#Calendar Fiscal Year Calendar Year Year
Periods
Properties FY Variants
R1
Calendar Year Year#*ependent C "o+ o, -ost+ -er+ %& "o+ o, Special -er+ &
&$$!
FY Variants Mo. $% $& $! $4 ( %&
R1
Day !% &' !% !$
Period Year %$ #% %% #% %& #%
%$!%
$)
%very transaction t!at is posted is assigned to a particular posting period
GL Account Clearing Automatic &ayment
-an4 8tatement
A typical e&a#ple o' an open ite# is= 'or instance= a ban, clearing account*
A transaction is cleared w!en an o''set value is posted to an ite# or group o' ite#s= so t!at t!e resulting balance o' t!e ite#s is -ero*
Automatic Clearing Program Open
ite#s 'or G/L Accounts= :endors and "usto#ers can be cleared auto#atically by running t!e "learing Progra# Set
up prede'ined criteria 'or auto#atic clearing ("on'iguration)
Progra#
groups t!ose ite#s 'ro# an account t!at !ave t!e sa#e
• Trading Partner D • Reconciliation
Accounts (((((( )))) )))) )))) )))) )))) )))) )))) )))) )))) ))))
(((((( )))) )))) )))) )))) )))) )))) )))) )))) )))) ))))
(((((( )))) )))) )))) )))) )))) )))) )))) )))) )))) ))))
(((((( )))) )))) )))) )))) )))) )))) )))) )))) )))) ))))
Automatic clearing program
%eferrals . Accruals
Accruals and de'errals can be !andled auto#atically by t!e SAP R/9 syste# Accrual/De'erral Docu#ents are created on a #ont!ly basis to record e&penses/inco#e w!ic! were anticipated but not yet reali-ed Once a transaction !as been approved= it can be set up and run auto#atically eac! #ont!* T!e recurring entry progra# !elps to #aintain Accruals / De'errals postings • • • •
Standard >ournal Posting 5as a reversing date Reversal Date can be any date in t!e 'uture Mont!ly ob is sc!eduled to reverse all Accrual/De'erral Docu#ents auto#atically
&ecurring )ntr %ocument
&osting &osting &arameters First run on ast run on $nter%al in months 9un .ate 9un 8cheule
01/01/6006 16/01/6006 01 1< EEEE
.ocument EEEEEEEEEEEE EEEEEEEEEEEEEEEEEEEEEE EEEEEEEEEEEEEEEEEEEEEE
-atch $nput 8ession
0,/01/6006 EEEEEEEEEEEEEEEEEEE 06/01/6006 EEEEEEEEEEEEEEEEEEE EEEEEEEEEEEEEEEEEEE EEEEEEEEEEEEEEEEEEE 01/01/6006 EEEEEEEEEEEEEEEEEEE EEEEEEEEEEEEEEEEEEE EEEEEEEEEEEEEEEEEEE EEEEEEEEEEEEEEEEEEE EEEEEEEEEEEEEEEEEEE
&ecurring )ntr %ocument /01 .ates 0hen the first an the last recurring entries are to #e carrie out
.ocument Fs ;eaer
1ine items
General Ledger Process !"er"ie# 4inancial Accounting
General Ledger
Master Data
Transaction Processing
Account Analysis & Reconciliation
Periodic Processing
Reporting
&eporting
SAP syste# o''ers nu#ber o' reports t!at !elp analy-ing entered business transactions+ • 4inancial State#ent :ersion ($alance S!eet and PCL) • Account $alances • Line te#s • Docu#ents • Master Data
Report can be+ • Printed out directly to t!e printer= • Saved as a local 'ile (t&t 'or#at= %&cel 'ile etc*) • Sent by e;#ail
&eporting &e2uirements
-alance 8heet
5(ternal 9eporting
Cash $ncome
Flo0
F$
8tatement
CO
$nternal 9eporting &rouct Cost
Cost
&rofit
Center
Center
Financial Statement 3ersion 4inancial
State#ent :ersions are set up to represent t!e balance s!eet and PEL state#ent according to your own speci'ic re3uire#ents • "an be created 'or di''erent legal entities • "an be created in di''erent Languages • Are e&ecuted in desired currency i*e* Local= Group
?sing
t!e 4inancial State#ent you speci'y
• Line ite#s to be included in t!e 4inancial State#ent • Se3uence t!e line ite#s are displayed • T!e "OA and t!e accounts t!at are displayed in t!e 4inancial State#ent • T!e totals t!at are presented on t!e 4inancial State#ent
-alance
$ncome
8heet
8tatement
&eport Tree 1 8A& 3enu
2 Transaction 8A,7
A
user can run t!e re3uired report in two ways+
•
Directly 'ro# @Report Tree
•
?sing transaction SA96= provided t!e !e ,nows t!e report na#e
&eport Tree 1 8A& 3enu
2 Transaction 8A,7
A
user can run t!e re3uired report in two ways+
•
Directly 'ro# @Report Tree
•
?sing transaction SA96= provided t!e !e ,nows t!e report na#e
&eport )4ecution 9eport 5(ecution
8election of 9eport &arameters
Gariant 8election A
.ynamic selection
report can be e&ecuted directly or sc!eduled in t!e bac,ground
&eport 3ariant 6( Clic4 “8a%e” #utton
2
1( 5nter the reDuire criteria on the selection screen
1
3
,( 5nter the %ariantHs name
General Ledger Process !"er"ie#
4inancial Accounting
Process decompositions are the starting point for our process documentation. They summarise what is involved in a the GL process at a high level
General Ledger
Master Data
Transaction Processing
Account Analysis & Reconciliation
Periodic Processing
Reporting