U2L1, Managing Organizational Units in Financial Accounting (Fl) Particulars
Items
Remarks
Create company code (copy with reference)
Definition
4-alphanumeric code, name, city, country, currency (local currency), language and address
Global parameters
Chart of account, Fiscal year, company code defaults
Customizing tables GL accounts Account determination Organization Units
Profit center
New GL splitting
Segment
IFRS 8
Company
Consolidation / Trading Partner
Functional Area
Cost of sales accounting
Business Area
Type of business: training, consulting or software development
Controlling Area: Assigning more than one company code to the same controlling area is only possible if all the assigned company codes use the same operating chart of accounts and have exact the same fiscal year variant. Controlling is a self-contained organization structure (unit of cost accounting) for cost/revenue allocation.
U2L2, Leading Ledger and Non-Leading Ledger The leading ledger 0L is part of the standard SAP system, meaning it is delivered by SAP. In addition to the leading ledger, you can also define other non-leading ledgers for local regulations. This approach is known as the ledger approach in G/L accounting. Particulars
Nature
Remarks
Leading ledger, 0L
Standard SAP system
(Group ledger) Non-leading ledgers (Ledger approach accounting)
Local regulations Local accounting principle
A Client (level), can have one leading ledger All company codes (within same client) assigned to leading ledger automatically, therefore cannot be deactivated. Group valuation view and comes with the application by default Only values from the leading ledger are posted to Controlling (CO) in the standard system. Parallel to the Leading ledger Manually activated per company code Represent local accounting principles Fiscal year variant and the second or third parallel currency of the non-leading ledgers do not have to be the same as that of the leading ledger
Ledger Groups: Note the following information about Ledger Groups: Ledger Groups
Screenshot
You can combine any number of ledgers in a ledger group. When a new ledger is created. the system automatically generates a ledger group with the same name You only have to create those ledger groups in which you want to combine several ledgers for joint processing in a function You do not need to create a ledger group for all ledgers because the system automatically posts to all ledgers when you do not enter a ledger group in a function.
The leading ledger reflects the accounting principles used to draw up consolidated financial statements. It is integrated with all the subledgers and is updated in all the company codes. The leading ledger and the non-leading ledgers are called standard ledger. A standard ledger contains a full set of journal entries for all business transactions. Appendix ledger, a "staple" ledgers to an underlying ledger (standard ledger="leading ledger and the non-leading ledgers") Particulars
Nature
Remarks
Standard ledger, underlying ledger for appendix ledger
Leading and Non-leading ledgers
Leading ledger, 0L Non-leading ledgers (local accounting principles)
Appendix ledger,
a "staple"
Assigned to a standard ledger
Particulars
Nature
Remarks
extension ledgers to Standard ledger
ledgers
Inherits all journal entries of the standard ledger for reporting Postings made explicitly to an extension ledger are visible in that extension ledger but not in the underlying standard ledger. It provides different views (delta values) to another ledger. An important use case is for management views on top of legal data (IFRS or Locale GAAP) Posting to appendix ledger is Manual Posting
Extension Ledgers do not need additional configuration, but just creation of master record.
Ledger approach versus accounting approach: Particulars
Accounting approach
Ledger approach
Chart of account
Complex, as difference account group for GAAP
Simple, no change of chart of account
Retained earnings
Each GAAP needs one different retained earnings account
One (minimum) retained earnings for ALL GAAPs
Financial statement definition
Complex
Standard
Relevance of posting
Posting for local / international GAAP at account level
Posting for local / international GAAP at document level
Controlling entry
All valuations post to controlling
Only leading valuation posts to controlling
U2L3, Outlining the Variant Principle 3-step of Variant Principles: Variants principles
Remarks
Definition Maintenance Assignment
Assignment of variant to (relevant) objects: fiscal year, posting period, field status
U2L4, Managing Fiscal Year Variants Fiscal year Variant: Variants principles
Type of year
Remarks
Year-independent Fiscal year
Calendar year
Non-calendar year
Year-dependent Fiscal year
Full year
Shorten fiscal year (fiscal year variant has fewer posting periods than the others, it is called a shortened fiscal year)
If each fiscal year of a fiscal year variant uses the same number of periods and the posting periods always start and end on the same day of the year. The start and the end dates of the posting periods for FY differ from the dates of other fiscal years (FY+1, etc); Some fiscal years use a different number of posting periods.
Question Point: The fiscal year variant does not specify whether a posting period is open or closed. This data is managed in another table (OB52). The fiscal year variant (example: K4) contains the definition for the posting periods (12) and special periods (4).
U2L5, Identifying the Basic Functionality of Currency Keys and Exchange Rate Types Currency key and exchange rate type: Particulars
Remarks
Currency Key
Example (International Currency Key): USD, EUR, SGD NEW: A validity date can be assigned to each currency key defined in SAP S/4HANA.
Exchange rate type
Example: M, P, Z01 You can define different exchange rates types for different purposes. such as valuation. conversion, translation and planning. You can then maintain the exchange rate for a currency type and a combination of two currencies.
You can use report RFTBFFOO, which enables you to transfer external market data in file form. to automatically update the exchange rate table by uploading an input file in Multi-Cash form. You can also use the reports RFTBDF07 and RFTBDF14 to transfer exchange rates. These reports can transfer the data in real-time using a data feed interface if the external data feed supports real-time provision of exchange rates. Remote Function Call (RFC) enables a direct connection between an external system and SAPS/ 4HANA. For more information about the file input format. data providers. and file structures. refer to the documentation for this report. Maintenance of FOREIGN Exchange Rates In SAPS/ 4HANA you can define worklists and then maintain the exchange rates using the transaction TCURMNT. This process offers the following advantages: Only the relevant exchange rates can be maintained. You can also assign authorizations for worklists. Only the relevant quotation can be maintained. The worklist is smaller and clearer. Parallel processing of different worklists is possible.
Quotation
Local Currency
Foreign currency
Rate
Translation
Direct Quotation
EUR
USD
0.8817
1 USD = 0.8817 EUR
Indirect Quotation
EUR
USD
/1.1342
1 EUR = 1.1342 USD
Unit 2 Assessment with answer, page 67 (75)
U3L1, Maintaining General Ledger (G/L) Accounts Chart of Account A chart of accounts is defined with a four-character ID and has the following components
Chart of account key Name of the chart of account Maintenance language Length of the G/L account number Group chart of accounts (Consolidation) Block indicator
Every company code must be assigned a chart of accounts. One chart of accounts to several company codes. The Controlling (CO) component and the Financial Accounting (Fl) component use the same chart of accounts. If company codes use cross-company code controlling, then the company must use the same chart of accounts.
G/L accounts are classified into the following G/L account types: Types
Features
Remarks
Balance Sheet
Account that is posted from business transactions. The balance of a balance sheet account is carried forward at the fiscal year-end.
Nonoperating Expense and revenue
Income statement account that records expenses or gains from activities that are not part of the main purpose of the company, such as gains realized from financial investments by a manufacturing company.
This kind of GL MUST NOT set in OKB2 in Old ECC6
Primary Costs or Revenue
Income statement account that functions as a cost element for primary costs or revenue. Primary costs reflect operating expenses such as payroll. selling expenses, or administration costs.
Secondary Costs
Income statement account that functions as a cost element for secondary costs. Secondary costs result from value flows within the organization. such as internal activity cost allocations. overhead allocations. and settlement transactions.
The controlling area-specific data is only needed for Secondary Costs and Primary Costs or Revenue accounts. In the controlling area-specific data. you assign a Cost Element category. This category determines which account can be used for which business transaction in CO.
Note: Asset and material balance sheet accounts can. optionally, be integrated in Controlling if a) Asset accounts are defined as "reconciliation account" and b) include in the corresponding account determination of asset accounting or materials management in customizing.
Account group and Field Status Group Fields are grouped by SAP S/4HANA. You can set a common field status for all fields of a group. Example
Best Practices
Define Screen Layout for Each Transaction
For example, to make sure to manage open items for all of your cash clearing accounts, in Customizing: change the field status to open item management to a required entry for the Cash Clearing Accounts account group.
The Account currency and Field status group fields are always the required entry fields. The status for these fields cannot be changed.
Field status group for master data: display creation change
Reconciliation GL and Open Item Management GL Amounts cannot be posted directly to reconciliation accounts. Open item management is a prerequisite for checking whether a given business transaction has an offsetting posting. Open items and cleared items can be displayed separately, so it is easy to identify the business transactions that still need to be cleared. Use open item management for the following accounts:
Bank clearing accounts Clearing accounts for a goods receipt or an invoice receipt Salary clearing accounts
You can activate or deactivate open item management only when the account has a zero balance. If Open Item management has been set up per ledger. the functionality Ledger Group-Specific Clearing (Open Item management per ledger) is available. Balance in local currency, page 96 If the master data record has the Only Balances in Local Currency indicator selected. then the transaction figures are managed only for amounts that have been converted into the local currency. Select this field for clearing accounts when you want to clear accounts by assigning items with the same local currency amount with one another, without the need for postings for exchange rate differences. Set the Only Balances in Local Currency indicator in the cash discount account and the GR/IR clearing account. Avoid setting this indicator in reconciliation accounts for customers or vendors. This indicator is usually set in balance sheet accounts that are not managed in foreign currencies or on an open item basis.
Operating, Country and Group Chart of Account
Cross-company code cost accounting is possible for European company codes, with same operational chart of accounts (INT) as their operational chart of accounts. Cross-company code controlling is therefore also possible in North America (CAUS, operational Chart of Account). A group chart of accounts (CONS) has been set up for the operating charts of accounts INT and CAUS.
Collective Processing, SAP HANA SAP S/4 HANA provides collective processing functions for the G/L account master records. You can make changes to the master data of several G/L accounts simultaneously. To change G/L account master data in collective processing (FS00). you can use the following options: Change chart of accounts data Change company code data Change account descriptions Changes to existing G/L accounts become effective after they have been saved and can have extensive consequences. You should therefore check your changes before saving them.
U3L2, Profit center and Segment If you cannot derive the characteristic Segment from the master record of a profit center.
You need to look for other ways of assigning a segment. General Ledger Accounting with document splitting provides the following options: Manual entry BAdl implementation (FAGL_DERIVE_SEGMENT) Definition of substitution rules Assignment of standard accounts
U3L3, Managing Customer and Vendor Accounts SAP Business Partner (SAP-BP) is the central business partner management tool at SAP S/4HANA. Therefore. the management of vendors and customer accounts occur using this tool.
BP
Items
Remarks
Business Partner Category
The Business partner category is the term used to classify a business partner as:
The business partner category determines which fields are available for data entry.
Business Partner Role
Business Partner Role Grouping Business Partner Grouping
Person (for example. a private individual) Group (for example. community of heirs), or Organization (legal entity or part of a legal entity, such as a department of a company).
Different roles:
contract partner (Fl-CA), Fl Vendor (Fl-AP), Fl Customer (Fl-AR), Customer (SD), Supplier (MM), Prospect (potential customer), or Business partner (general)
Each business partner has to be assigned to a grouping when you create the business partner. The grouping determines the number range (external or internal).
For a business partner as an organization, you are able to enter the legal form in one of the fields. For a person, you enter the first name, last name, gender and so on. When a business partner is created, the business partner category must be selected (required entry). Assignment of the business partner category cannot be changed once the business partner has been created. In general. a business partner (BP) role corresponds to a business context in which a business partner can appear and provides the application-specific data. This business partner role allows you to enter the company code specific data for a business partner. The BP Role Grouping is a customizing activity in which enables creation of vendor/customer in both FI and MM/SD modules (like XK01 and XD01) You cannot change the assignment afterwards. You can define the groupings. their descriptions. and the associated number range in customizing.
Account group = Business Partner group: The grouping determines the number range (external or internal). You cannot change the assignment afterwards. You can define the groupings, their descriptions and the associated number range in customizing. For SAP S/4HANA. business partners are managed as vendors or customers in Financial Accounting and as business partners in other applications. In customizing, you assign account groups for the vendor and customer master records to the business partner groupings to ensure that the system updates the vendor and the customer at the same time as you process business partners. Vendor/Customer Account group functions:
Number range One time Customer/Vendor Field status group [SAP S/4HANA] ... Because vendor accounts and customer accounts in S/ 4HANA will be maintained using the Business Partner. That means, field status on the customer and vendor account groups should be defined on the lowest priority level (field status: optional), so that these settings have no impact on the SAP Business Partner maintenance.
Business partner field status control:
The following are some of the important fields on the initial screen: Search terms: A search term can be used to enter an abbreviation for the customer or vendor name. Company guidelines and practices define the format for abbreviations. Group: A user-defined group key can be used to collect customers or vendors who belong to the same corporate group. The group key can be used for running reports. transaction processing. or for matching codes. Clerk or accounting: The name of the accounting clerk can be saved by entering an ID in the relevant customer or vendor master records. SAPS/ 4HANA automatically prints the name of the clerk on the correspondence. You can also use this ID for sorting. dunning. and payment proposal lists. Explanatory text: Explanatory text can be entered in every segment.
Account Groups and Number Ranges for Customer and Vendor Accounts Create number range in Finance module, and link the customer/vendor to business partner Steps (BP-AR)
Module
Remarks
Business Partner, Define Number Ranges
BP
BUCF
Define Groupings and Assign Number Ranges
BP
Define Account Groups with Screen Layout (Customers)
FIAR
OBD2
Create Number Ranges for Customer Accounts
FIAR
XDN1
Assign Number Ranges to Customer Account Groups
FIAR
OBAR
Master Data Synchronization > Customer/Vendor Integration > Business Partner Settings > Settings for Customer Integration > Field Assignment for Customer Integration > Assign Keys > Define Number Assignment for Direction BP to Customer
BP-FIAR
Steps (BP-AP)
Module
Remarks
Business Partner, Define Number Ranges
BP
BUCF
Define Groupings and Assign Number Ranges
BP
Define Account Groups with Screen Layout (Vendors)
FIAP
OBD3
Create Number Ranges for Vendor Accounts
FIAP
XKN1
Assign Number Ranges to Vendor Account Groups
FIAP
OBAS
Master Data Synchronization > Customer/Vendor Integration > Business Partner Settings > Settings for Vendor Integration > Field Assignment for Vendor Integration > Assign Keys > Define Number Assignment for Direction BP to Vendor
BP-FIAP
One-time customer/vendor: For all customers or vendors with whom you rarely do business, create a special customer and a special vendor master record. These master records contain receivables and payables for one-time customers or vendors. Compared to other master records, a one-time account master record does not contain any information about a specific customer or vendor because it is used for more than one customer or vendor. Therefore, the customer or vendor specific fields are hidden in these records Dual Control Principle, Define Sensitive Fields: If you define a field in the customer or vendor master record as Sensitive, then SAP S/4 HANA blocks the payments for the corresponding customer or vendor if an entry is changed. The system only removes this block when an authorized person confirms or rejects the change.
Unit 3 Assessment with answer, page 162 (169)
U4L1, Configuring the Header and Line Items of Financial Accounting (Fl) Documents Document Structure: Particulars
Remarks
FI document features
Document number, Company code and Fiscal year
FI document control keys
Document type for the document header. Posting key for the line items.
The RFBELJOO report allows you to create a compact document journal. The document journal contains a table of the most important data from the document headers and line items of the selected documents. You can use the RFBUEBOO and RFBUEBOl reports to locate documents. Document Type: Document types define the following elements:
Number range for the Document Type Reverse Document Type Account types allowed for postings Control data Required during document entry
Number Range:
With internal number assignment, SAP S/4HANA assigns a new number to each document in the Financial Accounting component. With external number assignment, the application transfers the billing document number to the accounting document, provided that this number has not already been used.
You can use the RFBNUMOO report to find gaps in document number assignment.
Posting Key: Posting keys define the following elements:
Debit/credit indicator Account type can be posted Reversal of posting Field status group
In addition to the control functions shown in the figure. Functions of the Posting Keys. The posting key also specifies TWO of the following features:
Whether the line item is connected to a payment transaction. You will need this information to analyze the payment history and create payment notices. Whether the posting is sales-relevant and the sales figure of the account will be updated by the transaction. For example, by the posting of a customer invoice.
The field status displayed depend on the transaction and the accounts that you are using. For example, when you post expenses, you have to specify the cost center and tax data. In contrast. you do not need to specify this information when you post cash. The field status controls the information to be entered and displayed when a document is processed. Entries in tax fields are only possible if the general ledger account is relevant for tax. The Hide field status cannot be combined with the Required Entry field status. This combination causes an error. GL Field Status Groups: The field status variant is assigned to your company code(s). You cannot make a posting until the field status variant is complete. Typically, you assign the same field status variant to all your company codes so that the same field status information applies across the company codes. Particulars
Remarks
Sub-ledger account
If a document is posted to a subledger account, the field status group of the reconciliation account is used. You can change the field status definitions of posting keys and the field status group to make the field status transaction-dependent (posting key) or account-dependent (field status group). Since subledger accounts do not have a field status group, postings are differentiated by means of different posting keys. For this reason, there are
Particulars
Remarks numerous posting keys for subledger accounts.
General Ledger account
Postings to general ledger accounts are differentiated by means of different field status groups. As a result, only two posting keys, 40 and 50, are required for general ledger account postings.
U4L2, Managing Posting Periods Period Checks by Account Type, OB52:
Account type
Remarks
+
A, D, K, S
Account type + refers to checking at document header level If the posting periods for different account types are all to be handled in the same way, control by means of the + entry is sufficient At the line item level, SAP S/4 HANA checks the account type of the posting key to ensure that the period is open for the assigned account type. The account interval always contains general ledger accounts. By entering specific reconciliation accounts for subledger account types. the subledger accounts can be treated differently than accounts that have a different reconciliation account.
--- For period interval 1 you can assign a group of authorized users. This means that. for month-end or year-end closing. for example, you can open posting periods for specific users only. You make the necessary authorization settings in the optional authorization object Accounting Document: Authorizations for posting periods (F _BKPF BUP). We recommend using period interval 1 for special periods because authorizations can only be managed here. The user must have the authorization for the authorization object F_BKPF_BUP (accounting document: Authorization for posting periods) with the same value in the field authorization group as in the posting period table. ---In SAP S/4 HANA. Period interval 3 is used for postings from Controlling (CO) to Financial Accounting (Fl). If the third interval is not filled, the entries in intervals 1 and 2 are also valid for these postings. In SAP S/4 HANA, postings in Fl (CO-relevant) and postings in CO (Flrelevant) need Open periods in Fl opening or closing (0B52) and the CO Period Lock (OKP1).
U4L3, Managing Posting Authorizations: Posting Authorization Tolerance group (screenshot SAP), page 208 Define the maximum tolerance for payment differences to determine the following aspects during a transaction posting and processing clearing transactions: What is the maximum document amount the employee is authorized to post? (Amount per document: a total of all the debit line items or credit line items in a document) What is the maximum amount the employee can enter as a line item in a customer or vendor account? (Amount per open item) What is the maximum cash discount percentage the employee can grant in a line item? (Cash discount per line item) What is the maximum acceptable tolerance for payment differences (over payment or under payment) for the employee? (Revenue - over payment, expense - under payment) Assigning Posting Authorizations, Page 208
You can create as many tolerance groups as you need. Every user can be explicitly assigned to a tolerance group. If you do not assign users to any special tolerance group. then the entries in the blank tolerance group are valid for them. The blank tolerance group usually contains values that apply to most employees. For employees, who have especially high or low limits, you need to create a special tolerance group. You can then assign the special group to their user logon IDs.
You can use the Tree button to access and select the following templates: Screen variants Account assignment templates Held documents You can enter explanatory text for each line item. This line item text can be used internally as well as externally. To use the text for external purposes. for example, in Correspondence. Dunning notices. and Payment Advice. enter an asterisk (*) before the text. Unit 3 Assessment with answer, page 228 (235)
UNIT 5 Posting Control
