Sap Fico Transaction Code by Demo

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi

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Process

Description/Task

1) Defi Define ne a Com Compa pany ny Enterprise Enterprise Structure

Transaction code

Effect in FICO

(T. Code 0X02)

Enter company, company name, address.


2) Defi Define ne,, Copy Copy Del Delet etee Company Code

3) Crea Create te Fis Fisca call Year Year Variant

(T. Code – EC01)

(T. Code – OB29)

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Company is the smallest organizational unit for which individual financial statement can be drawn according to the relevant commercial law. Company code is the smallest organizational unit for which complete, selfcontained set of accounts can be drawn up for external reporting purposes When you copy from an existing company code the it copies the following :Definition Global parameters Customizing tables (approximately 315) General ledger accounts (if desired otherwise you can create on your own) Account determination Fiscal year variant determines the posting periods to be used by client, it should be configured to meet the client’s fiscal year. SAP allows a max of 16 Posting periods each fiscal year. 12 of which are regular, the remaining 4 are special posting periods which are used for things such as posting audits or tax adjustments to a closed fiscal year. Having 4 special period gives a lot of flexibility, you may want to use one special period for each quarterly and and year – end audit and tax adjustment. Year Independent:

If each fiscal year of a Fiscal Year Variant uses the same number

Process

Description/Task

1) Defi Define ne a Com Compa pany ny Enterprise Enterprise Structure

Transaction code

Effect in FICO

(T. Code 0X02)

Enter company, company name, address.


2) Defi Define ne,, Copy Copy Del Delet etee Company Code

3) Crea Create te Fis Fisca call Year Year Variant

(T. Code – EC01)

(T. Code – OB29)

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Company is the smallest organizational unit for which individual financial statement can be drawn according to the relevant commercial law. Company code is the smallest organizational unit for which complete, selfcontained set of accounts can be drawn up for external reporting purposes When you copy from an existing company code the it copies the following :Definition Global parameters Customizing tables (approximately 315) General ledger accounts (if desired otherwise you can create on your own) Account determination Fiscal year variant determines the posting periods to be used by client, it should be configured to meet the client’s fiscal year. SAP allows a max of 16 Posting periods each fiscal year. 12 of which are regular, the remaining 4 are special posting periods which are used for things such as posting audits or tax adjustments to a closed fiscal year. Having 4 special period gives a lot of flexibility, you may want to use one special period for each quarterly and and year – end audit and tax adjustment. Year Independent:

If each fiscal year of a Fiscal Year Variant uses the same number

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Process

General ledger Configuration Description/Task Transaction code 1. Copy Chart of (T. Code –OBY7) Accounts

Effect in FICO Generally, each SAP-delivered Chart of Account has a corresponding financial statement version already created. Make sure you select the financial statement version that goes with your COA. Financial statement version is used used by SAP to form a s company’s standard balance and P/L statements.

2. Create Chart Accounts

of (T. Code – OB13)

3. Ass Assign ign Com Company pany Code Code (T. Code – OB62) to Chart of Accounts – (T. 4. Create an Account (T. Code – OBD4) Group –

One or more Chart of Accounts can be created per Client, but a Company Code can be assigned to only one Chart of Accounts. A Chart of Accounts may have many Company Codes assigned to it. Give COA name, description, length of GL account number

Examples are

Asset Liabilities

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Profit (Revenue) Loss (Expenses).

Account group contain a number interval specified by a lower and upper limit that controls the numbering for the G/L account Account group determines which fields you can configure on the G/L master record. At a minimum it is necessary to have at least two account groups. Unlike other number intervals, G/L Account interval number ranges can overlap.

5. Define Retained T. Code OB53) Earnings Account

6. Field Status Variant and (T. Code - OBC4) Field Status Group

The field status for account groups controls the field that can be configured in the company code setup of G/L accounts. SAP gives the possibility of utilizing multiple retained earning accounts (Each G/L account would be assigned to one retained earning account) It is used in relation to an income account. This controls additional account assignments. It is important that field status of accounts mesh with


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field status group of the posting keys or movement types. It is always advisable to keep as many field as possible optional, and make only the important fields required or suppressed. Field status determines the status of every document entry field for G/L account. For ex: will text be required, suppressed or optional etc. Thus it determines the screen layout of the G/L accounts. There are a series of such rules which are grouped under field status group for each category of G/L account. Field status groups are assigned on the the respective G/L master records. The field status groups are collected under one field status variant. This field status variant is assigned to the company code. No postings can be made until this is done. Since the sub-ledgers (AR, AP) do not have a field status group, differentiation is made mainly by different posting keys. Therefore there are a


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lot of posting keys for sub-ledgers. On the other hand in G/L accounts diffrerentiation is made by field status groups. Therefore only two posting keysi.e. 40 & 50 are needed for G/L posting.

7. Assign field status (T. Code - OBC5) group to company code 8. Define Posting Keys (T. Code – OB41)

9. Define Types

Document (T. Code – OBA7)

This determines whether a line item entry is debit or credit as well as the possible field status for the transaction. Modifying the SAPdelivered posting key is not recommended. PstKy 40(Debit)/50(Credit) are the most commonly used in financial entry postings. Different document types are used for different transactions throughout the system. The document type tells you instantly what sort of a business transaction is in question. The document type determines which accounts that particular document can be posted to. It also controls number range assigned to it and required document header.

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi EG SA………..1---999

10. Define Tolerance (T. Code – OBA4) Groups for Employees

Maximum Document amount the employee is authorized to post Maximum amount the employee can enter as line item in a customer or vendor account. Amount Per Document eg.10,000,000 Amount per open item account item 1,000,000 Cash Discount per line item 5% Permitted Payment Differences

11. Maximum Exchange Rate Difference 12. Check Company Code (Code – OBY6) Global Parameters 13. Define Additional (T. Code – FS00) Local currencies (Optional)

14. Define Currencies

Parallel (T. Code-OB22)

Examples of currency types: global currency hard currency index currency Target users of parallel currencies: Companies having reporting

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi requirements.

highly inflated country’s companies multinational companies

15. Assigning accounts for (T. Code -FS00) GL Clearing Differences 16. Enable Business Area Balance Sheet 17. Creating General (T. Code – FS00) Ledger Account Master Record Centrally 18. Edit G/L Centrally (T. Code-FS05) 19. Display G/L Account Line items 20. Change G/L Account Line Items 21. Blocking a GL Account 22. View a General Ledger Document

(T. Code-FBL3)

23. To change a General Ledger Document 24. To change Line Item in a Document 25. Display Central G/L Account Changes 26. Display G/L Account Balance

(T. Code – FB02)

27. Display G/L Balance Carry Forward 28. To See the List of GL Accounts / Chart of Accounts 29. General Ledger Document Posting

(T. Code-F.16)

30. G/L

posting

(T. Code-FBL4) (T. Code – FS00) (T. Code – FB03)

(FB09) (T. Code- FS04) (T. Code-FS10)

Transaction Code (S_ALR_87012328) (T. Code – F-02)

Single (T. Code –FB50)

SA, 40 Dr(expense or liabilities) account) ,50 Cr (Revenue or asset)

Held Documents Parked Documents

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi screen Transaction 31. G/L Total records (T. Code –GD13) Display 32. Holding a Document – (T. Code –FB11)

33. Parking Documents

(T. Code –F-65)

Parking a document allows a document to be reviewed and approved by an individual other than the user before it is posted. Information on Parked Documents is available immediately and can be used for reporting purposes before it is actually posted. They do not update financial statements

Only certain fields, such as the Posting Key and Account Number, are required entry fields. They are validated when the document is parked Authorizations can be configured to allow certain users to park documents only, while others can both park and post documents.

When a Parked Document is saved, no financial accounting entries are posted. No balance checks are made; however, the line item can be


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viewed in Account Display. When a Parked Document is saved, a message containing the Document Number is displayed. Since these numbers are assigned in the same way as the standard document posting function, the posted document will retain the parked documents number. When posting several Parked Documents via a list, the system issues a list that details each Parked Document’s disposition with details should the system not be able to post a document. If a Parked Document is not able to be posted, the list can be used to facilitate correction. A batch input session can be created from the list to subsequently post the Parked Documents.

34. Changing Park (T. Code – FBV2) Documents 35. Deleting Parked (T. Code – FBV0) Documents (FBVO)

Sample Documents

36. Sample Document – (T. Code – F-01) Transaction Code

Parked Documents can be deleted. The document number, however, can no longer be used for other documents Parked Documents can be posted either individually or via a list. A Sample Document is a


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model document that can be copied into a new posting; it is like a template that is stored in the system. Once a Sample Document has been created and saved, only the amounts can be changed. Line Items cannot be added into the sample document itself. To accommodate new line items, a new Sample Document must be created that contains all of the desired Line Items; however, line items can be added to a FI document that is referencing a sample document. When posting a document, only one Sample Document can be used at a time. It is accessed by its Document Number in the Document Entry Screen by utilizing the Post with reference function. Sample documents have a separate number range. When you create a sample document, the system stores the document but does not update any transaction figures. Characteristics of a sample document:

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi 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)

40 Dr cash acc,50 Cr Exp acc

Recurring Entries

37. Changing the Sample (T. Code –FBM2) Document 38. Display the Sample (T. Code –FBM3) Document 39. Deleting Sample (T. Code – F.57) Document 40. Recurring Entries (T. Code –FBD1)

Recurring Documents are business transactions that are repeated regularly, such as rent or insurance expenses. The following data never changes in Recurring Documents: Posting Keys Accounts Line Item Amounts Doc typ SG or KR , (40 Dr Exp), (50 Cr Rev) The posting date is determined by either the run date or the


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run schedule. When creating a recurring document, the valid time period must be defined.

The document does not update the transaction figures. It is a basis for creating accounting document. The system uses the recurring entry original document as a reference. It is not accounting document and therefore does not affect the account balance. With a recurring document postings can be made periodically or on a specific date. For period postings, specify the first and last day of execution as well as the interval in months. Cross company code transactions can not be posted with the recurring entry program. The system defined number range for recurring documents X1

41. Define Number Ranges for Recurring Documents 42. Creation of different run schedule Recurring Document

(T. Code –FBN1)

(T. Code – OBC1)

To schedule a Recurring Document, the validity period must

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be defined within which the Recurring Document should be run. Then, there are two ways to set the exact dates that the information held in the Recurring Document will be posted: Specify the posting frequency by entering the day of the month and the period in months between postings. Alternatively, a run schedule can be configured that defines the calendar dates on which the system is to post the entry.

43. Enter Enter Run Date Date for (T. Code – OBC2) Recurring Documents 44. Execute Recurring (T. Code F.14) Document

Settlement Period 01/01/current FY – 01/31/current FY Batch Input Session Name eg DGREC Execute (F8) The system displays the message Session DGREC was created

45. Change/ Change/Upda Update te Recurring Document

(T. Code – FBD2)

46. Display Display Recurri Recurring ng (T. Code – FBD3) Document 47. Delete Recurring (T. Code –F.56) Document

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi 48. View Recurring (T. Code – F.15) Document 49. 49. Ex Exeecuti cuting ng Recur ecurri ring ng (T. Code-SM35) Code-SM35) Entry Batch Session

Clearing

50. Outgoi Outgoing ng Payments Payments (T. Code – F.07) 51. Incoming Incoming Receipt Receiptss (T. Code – F-06) 52. How to to clear Line items items (T. Code – F-03)

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The batch input session will post the Accounting Documents and update the scheduling information in the Recurring Documents, such as the number of documents posted, the next next date when a new document will be created from a recurring entry, etc.

Only G/L Accounts that are open item managed can be cleared. The net value of all selected line items must be zero (or within the tolerance) For automatic clearing posting, certain items can not be cleared A)noted items B)statistical postings C)withholding tax items

53. Post Post with with cleari clearing ng 54. Automatic Automatic Clearing Clearing

(T. Code-F-04) Code-F-04) (T. Code-F.13)

In it, the user only specifies the account to be cleared. The system then selects open line items with matching amounts and Assignment Numbers and clears them automatically. The system will also


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generate this document header if open items are cleared by running the clearing program. If the clearing date is not specified then the date on the clearing document will default to the most recent date of either the Document Date or Posting Date of the documents that contain the line items selected for clearing.

55. Account Account Displ Display ay (T. Code – FS10N) 56. Permit Negative Postings 57. Define Reason Codes (T. Code- OBBE) 58. 58. Reve Revers rsal al Docu Docume ment nt – (T. Code - FB08) Transaction Code

Types of reversal Negative postings / Standard reversal In order to reverse a document make sure that the original document contains no cleared line items. If the document does contain cleared ite items, ms, then then thes thesee items items mus mustt be reset reset before reversal can take place. A new document number is created for the reversal document. Documents can also be reversed if : The document contains only Customer, Vendor, or G/L Account line items.


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The document was posted in FI (not SD or MM). All values in the original document, such as Cost Centers and Business Areas are still valid. If a reversal date is not specified, the system reverses the document using the posting date of the document to be reversed.

Financial statement version

59. Maintain GR/IR Clearing Account 60. Analyze GR/IR Account 61. Create FI Account Assignment Model 62. Automatic Account Determination 63. Maintain FI Configuration Automatic Posting 64. Financial Statement Version

(T. Code –MR11) (T. Code –F.19) (T. Code –FKMT) (T. Code –FBKP) (T. Code-OBXM)

(T. Code –OB58)

This groups together income/ balance sheet account statement format Only assign group number if you are using the consolidation functionality of SAP.

Validation and Substitution

65. Create/Change Validation

(T. Code –GGB0)

SAP allows for only one Financial statement version for a single COA. Allows you to define your own individual checks for specific fields when a business transaction


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is being processed. Validation consist of three part prerequisite, check, message The system checks any combination of specified criteria (e.g., an Account/Cost Center combination) for validity before posting a document A Validation can consist of up to 999 steps; therefore, you can validate against any number of Boolean statements before the data is posted

66. Create/Change (T. Code –GGB1) Substitutions 67. Activate Validations & (T. Code –GGB4) Substitutions 68. Profit and Loss (T. Code –F.50) Adjustment

G/L Interest Calculation G/L Interest Calculation

1. Interest Types

Calculation (T. Code OB46)

Interest can be calculated on G/L or customer account, applying a particular interest rate for a specified period of time. 1) Account Balance Interest calculation: Applied to entire balance for a


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specified period of time. 2) Calculation of interest on arrears: Applied to individual items of account receivables and payables. A certain interest rate is applied to the items that are still open or unpaid at a specified date.

Click on new entries Give name to interest ID, Name , calc type Can create two types a) Balance interest Calculation type(S) (Name IntId: KB) b) Item interest Calculation type (P). (Name IntId: KI)

2. Prepare for Balance (T. Code OBAA) Interest Calculation

3. Prepare

interest

on (T. Code OB82)

Click on new entries :Enter the bal interest indicator(KB)/(KI) :Enter frequency period :Enter settlement day(e.g 10). :Enter calendar type(g) Interest determination (e.g. tick month end indicator) :Select balance plus interest check box and save Click on new entries

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Arrears calculation

4. Define Interest (T. Code OBAC) Reference Rate

5. Define time Dependant (T. Code OB81) Terms(Assigns reference interest rate to interest indicator)

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:Enter the Arrears interest indicator :Select open item /item cleared with a payment :Calendar type(G/J) :Transfer day(2) :Tolerance days(1) : Only cal interest on debit items. Reference interest rates are the key by which specific interest can be assigned to specific period: Examples of reference interest rate include LIBOR, Fed Rate, etc. :Enter text In this you specify how the interest rate is determined for each interest indicator. You can make this specification dependent on currency and a validity date. For each indicator we have to specify debit interest rate and credit interest rates ,so that you can apply different interest rates for debit items and credit items for G/L acc. Enter int cl indicator (e.g. bd1/bd2/Id1/Id2) Sequential number (01/02) e.g db>cr db>dr di>cr

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi di>dr

premium:5 amount from(blank)

6. Enter Interest Values

7. Prepare GL Balance Calculation

(T. Code OB83)

Account (T. Code OBV2) Interest

Enter: Reference Rate Eff from (29.06.2006 Interest: 7,88 Prior to this make sure that you have created two accounts Interest received (revenue) Interest paid (expenses) Click on account button

8. Interest Run

Calculation (T. Code F.52)

9. Run session

Enter COA, GL, Company codE Calculation period, Select Check box post interest settlement, Select execute.

(T. Code SM35)

G/L Exchange Rate G/L Exchange Rate

1) Define Additional Local Currencies 2) Check Exchange Rates Types 3) Define Translation Ratio for Currency

Glbl settings, cocd multiple currencies (T. Code OB07) (T. Code OBBS)

The Translation Ratio is used to make simplify the

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Translation

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management of extremely large/small exchange rates that may exceed the capabilities of the standard exchange rate Normally it is a good idea to keep the translation ratio at 1:1, because this is how most exchange rates are quoted

4) Specifying Translation Ratios

(T. Code GCRF)

Enter the detail of all 3 types and save The Currency Translation Ratio identifies the relationship of the units of one currency to the units of another. It enables SAP to process exchange rates that would normally exceed the maximum allowable exchange rate of 9999.99999.

The relation between currencies have to be maintained per exchange rate type and currency pair in the translation factors. This usually has to be performed only once. Because inflation can dramatically change the relationship between currencies,

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5) Enter Exchange Rates

(T. Code OB08)

translation factors can be maintained on a time-dependent basis Exchange Rates identify the relationship between two currencies (e.g., on January 1st, 1999, one USD was equal to 22.694 RUB). The exchange rate is limited to the following extremes (0.00001 9999.99999) Rates can be updated as often as needed, either manually or through the use of an outside interface from Reuters or any other service that provides foreign currency exchange rates

Enter exchange rate, validity date from, from currency, direct quotation, target currency and save. Example Xb gbp=1,50 direct quotation All R/3 applications and functions process exchange rates using the direct quotation as well as the indirect quotation. Whether the exchange rate is defined or communicated using


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the direct or indirect method of quotation depends on the market standard or the individual business transaction. The use of indirect quotation is neither application nor country-specific - it affects all the components in which exchange rates are used.  The direct quotation is also known as the price notation: The currency value is expressed in the local currency per unit of foreign currency. The indirect quotation is also known as the volume notation: The currency value is expressed in units of the foreign currency per unit of the local currency. Example:  local currency: EUR, foreign currency: USD - direct quotation: 1 USD = 0.92000EUR One unit of foreign currency USD costs the displayed number of units of local currency - indirect quotation: 1 EUR = 1.08696 USD For one unit of the local currency EUR you will receive the displayed number of units of the foreign currency.  For each currency

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pair you can define either the direct quotation or the indirect quotation as the standard notation for the exchange rate. If the exchange rate you enter does not have the same quotation as the standard quotation set up here, the exchange rate is highlighted to show this

Maintaining exchange rates is an on-going task. To reduce maintenance, R/3 offers several tools. For each exchange rate type one of the following tools can be used: 

Inversion (of the tools available, inversion is the oldest and is seldom used today)s 

Base Currency Exchange Rate Spreads  Note: Just one of these three tools can be used per exchange rate; however, for different exchange rate types different tools can be used. 

Furthermore: the program RFTBFF00 maintains the exchange rate table automatically by

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi uploading an input file in multicash-format.

Another option for transferring exchange rates is offered by the program RFTBDF07, which uses a data-feed interface to transfer data in realtime, if the external data-feed supports real-time exchange rate supply. With Remote Function Call (RFC), a direct connect is set up directly between an external system and a SAP System. You can find information on the file format, data suppliers, file structures and so on in the documentation for this program.

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FX Valuation FX Valuation

Define Valuation Method

(T. Code –OB59)

You must define parameters for valuation procedure and ER determination. If valuation is carried out for an Acct, which is managed in Open item mgt, you must define the ER gains and loss Acct for each reconciliation in sub ledger Acct.

Example of Valuation method is Strict lowest cost principle Lowest cost principle

Prepare Automatic Posting for (T. Code –OBA1) Foreign exchange Valuation Assign exchange rate (T. Code –FS00) difference key in loan account Create G/L account for exchange rate gains and loss Foreign currency valuation (T. Code –F.05)

Foreign currency is valuated by balance Evaluation Key Date=Date of


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valuation Valuation Method= Strict lowest cost principle Lowest cost principle Valuation in Curr.Type= Company code currency Creating postings=Yes or No No If not activated (no), a test run is carried out.

Under Selections: Activate “Valuate G/L Account Balances When foreign currencies are valuated, all the OPEN ITEMS that were posted in a foreign currency are valuated:

The valuation is based on the individual open account items in a foreign currency, that is, each open account item in a foreign currency is valuated individually. The accounts that are valuated are listed in the Customizing documentation. Fixed-Term and Foreign Exchange Transactions: Fixed deposit accounts (open item management) in foreign currencies

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are valuated in SAP FI-TR.

Taxation Tax on sales and Purchases

Sales and Use/ Purchase Tax

Tax on sales and purchases are levied on every sale transaction in accordance with the principles of VAT. This applies to input and output tax. Input tax is calculated using the net invoice amount and is charged by the vendor. Output tax is calculated using the net price of products and is charged by the customer. Base Amount Tax is calculated from expense or revenue, which is a base amount. A base amount may includes cash discount or not. If it includes it is a net base amount otherwise it is gross amount. It varies from country to country. To determine the base amount, whether to include cash discount or not, set the indicator in basic settings of taxes on sales / purchases in SAP reference IMG guide (company code global settings).

Define Condition Types

Menu Path >SPRO >Financial Accounting >Financial Accounting Global Settings >Tax on Sales and Purchases >Basic Settings >Check Calculation Procedure

Click on New Entries Enter condition type name (Base amount) Condition class (Taxes) Calculation type (percentage) Condition category (Tax) Access sequence(if not selected might give rise to issues when defining tax code) Under changes which can be made Select item condition check box


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>Define Condition types >

Check calculation (T. Code – OBQ3) Procedure

Assign Country

(T. Code – OBBG)

to Tax Define tax codes (T. Code – FTXP) for sales / purchases

The calculation procedure determines for which amount the individual condition types are to be calculated. This can be the base amount or a subtotal. The calculation procedure groups different types of taxes i.e., input tax and output tax. It also determines the posting rules for taxes. It consists of steps. For each step, specify condition type, from level, to level and posting key. Steps 1. Select TAXGB and click on copy as button. 2. Enter procedure name and description 3. Press enter key. 4. Then the system will give you a message 5. Click on copy all button From my experience, it is advisable not to change the Tax Codes are used for the following reasons: a) verify the amount of tax. b) calculate the amount of tax. c) calculate additional tax portion d) verify the tax type e) determine the G/L account f) show tax correctly on tax forms The tax code contains the tax rates. Tax rates are assigned to the tax types (e.g., A/R Sales Tax ), which are included in the tax procedure. A tax code may have several tax rates entered for different tax types but usually only one tax rate is entered

Steps

1. In the tax code box, enter your own tax code e.g. DI (Input tax Demo corp)

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi 2. 3.

4.

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Enter tax type (e.g. input tax) Check: Tick the box Reporting country(GB)

Note: Firms may have many tax codes for input tax because of different tax rates. In such case you have to define for each tax rate, a tax code separately and assign account for each tax code.

Define Accounts

Tax (T. Code – OB40)

(Account Determination)

Specification in the General

Click on out put tax, enter COA Check the tax code box Click on save Click on accounts button In the tax code field >Enter input tax code (RI) and In the account field >Enter purchases account In the tax code field >Enter input tax code (RO) and In the account field >Enter Sales account

(T. Code – FB02)

Ledger Assign

Tax (T. Code – OBCL) Codes for Non Taxable Transactions Withholding Tax(TDS)

Define

This is used for service charges, professional charges, contract payments, salary payments, Insurance commission.

Withholdin g Tax Type for Invoice Posting

Whenever you make payments in respect of the above you have to deduct the TDS from these amounts and pay to the tax authorities to meet the statutory obligation. TDS is deducted while posting invoice or while making payment. There we need to define two

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi withholding tax types. 1. 2.

Invoice Posting Payment Posting

Withholding tax is calculated and posted to the appropriate withholding tax accounts at different stages, depending on the legal requirements in each country. As a rule, withholding tax is posted at the same time that the payment is posted, in other words the outgoing payment (Accounts Payable) or incoming payment (Accounts Receivable), is reduced by the withholding tax amount. Step

1.

Enter withholding tax type and description.

In the base amount section Select Gross Amount radio button.

In the rounding rules section The first radio button will be selected automatically 2.

Select post check box

w/tax

amount

In the accumulation type section Select no accumulation radio button

In the control data Select all the radio buttons


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In the base amount section Select Withholding tax code level

In the withholding tax amount Select Withholding tax code level

3. Save Create

W/Tax

Type for Payment Posting Define Withholdin g Tax

Enter W/Tax Type Enter W/Tax Code Description Base amount percentage Post indicator >1 W/Tax Rate > Percentage % and save

Codes Define Formulas for calculating withholdin g Tax

Assign

In this activity create a formula for calculating withholding tax for difference range of amounts. To apply this formula for calculation withholding tax you to select the check box in the withholding tax code, to activate the formula. Click on new entries Withholding tax type Withholding tax code Withholding tax country Valid from date and save. You can create this for both the types (payment posting & invoice posting) Click on new entries Enter Cocd/withholding tax types

Withholdin g Tax type to Company Code Activate

Click on position button Enter company code Press enter key


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Activate Ext. W/Tax check box and save

Extended Withholdin g Tax Assign Code Vendor

W/Tax (T. Code – XK02) in the Master

Record

Prior to this, make sure that you have Created a General Ledger Master Record as TDS Payables (Taxes) (FS00) It is a liability account and balance sheet account

Select debit / credit check box Select withholding tax type check box Select withholding tax codes check box

Posting Withholding Tax

Enter withholding tax type Enter withholding tax code Press enter key Save

Tax Interface configuration Tax calculation and reporting is performed by an external tax system. The external tax system (3rd party tax package) performs tax calculation based on its own jurisdiction codes. The external tax system communicates with R/3 through the SAP Tax Interface System.

Tax Interface configuration

In order for SAP Tax Interface System to work with an external tax package, the third party software package must be installed at the customer site. In addition to this, the appropriate version of SAP’s certified tax partner’s API (Application Programming Interface) must also be installed at the customer site.

1

Establish Physical Destination

(T. Code – SM59)

Communications between R/3 and a sales/use tax package are established using SAP RFC (Remote Function Calls). You must create an RFC destination that specifies the type of communication and the directory path in


35

which the tax package executable or shell scripts program is installed. You must set up the RFC destination as a TCP/IP communication protocol. The destination name is user defined. Enter RFC Destination: eg. TaxWare_Maxtax Technical Settings Connection types :TCP/IP Application Server :Program/Taxware/salestax/avp.sh RFC Destination: eg. Vertex_Maxtax_Unix Technical Settings Connection types :TCP/IP Explicit host Program/Verterx/verrfc Set up Gateway Gatewayhost e.g 207.105.66.132 Gateway service e.g. Sapgw02 There are two recommended methods to define the directory path : • SAP and Tax Software Package reside on the same server If R/3 and the external tax package are to reside on the same server, click Application Server to select as the program location. In the field Program, the external tax package’s executable or shell script program, along with the directory path in which it was installed, must be specified. Click Save. • SAP and Tax Software Package reside on different servers If R/3 and the external tax package were to reside on different servers, then this would be an explicit communication setup. Click Explicit host . In the field Program, input the external tax package’s executable or shell script program along with the directory path in which it was installed. In the field Target Host , enter the host name of the server where the external tax package resides. Click Save.


2

Test Connection

(T. Code -SM59)

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If necessary, set up the correct SAP gateway host and gateway service. This setup is frequently an area of concern. An understanding of the directory path is of utmost To test the connection between R/3 and the external tax system, choose the Test connection button in the upper left-hand corner of the screen. If any error occurs, verify that: 1. The connection type is TCP/IP. 2. Program location and host name are correctly specified. 3. The directory path and the name of the executable program are correct. 4. The gateway host and service name is correctly specified 5. The external tax package has been installed correctly and is the correct version. 6. The external tax package’s API for the R/3 tax interface is installed correctly and is the correct version. 7. The R/3 RFC libraries are the correct version. 8. The correct permissions are set for the user account. 9. The user has read/write authority. If this test fails, halt the installation! This test must be successful in order for R/3 to communicate with the external tax package. If the connection is successful, also verify that the external tax package installed supports the R/3 4.6 version of the API. You do that by going to: System Information Function List Check if the following functions are

listed: RFC_CALCULATE_TAXES_DOC


37

RFC_UPDATE_TAXES_DOC RFC_FORCE_TAXES_DOC RFC_DETERMINE_JURISDICTION

3

Testing the external system tax data retrieval

(T.Code SE37)

Testing the external system tax data retrieval In order to test the external tax system, dummy RFC-enabled function modules were created in R/3 to simulate the external tax RFC functions. The RFCenabled function modules can be tested with the R/3 Function Builder Test Utility. Testing can be done for: 1. Jurisdiction code determination 2. Tax calculation 3. Tax update 4. Tax forced update It is imperative to perform these tests and check its results before continuing with further configuration. These tests might also be useful to resolve customer problems. Timeout during allocate" / "CPI-C error CM_RESOURCE_FAILURE_RETRY " It was not possible to connect to the remote machine. See the chapter "Configuring the communication" for details. • Short-dump: "Start of TP … failed" / "CPI-C error Please verify if the program name in the destination has been set up correctly. See the chapter "Configuring the communication" for details. • Short dump: "Function … is not available" You probably don't have a version


38

of the external tax package that supports the R/3 4.6 release. See the chapter "Configuring the communication" for details. • The export parameters indicate an error (RETCODE>0). Check your input parameters. These errors are never R/3 errors! If necessary, consult you external tax package vendor or the manual 1 of the external tax system. • No error occurs, but nothing comes back. Don't forget to enter the destination of the RFC target system.

4

Activating the Tax Interface System Step 1 Define Tax procedure to a country Step 2 Activate External Tax Calculation

(T. OBBG)

1 External Tax System ID (ExID): Define an ID for the active external tax system. For example :( External Tax Interface. 2 RFC Destination: 3 Interface Version (Int. Version)

Configuring the External Tax Document

Step 1 Define Number ranges for external tax documents Step 2 Activate External Tax Document

Each country can have only one tax procedure.

(T.CodeOBETX)

The External Tax Document is the entity name for tax relevant information for one particular document. This information is to be updated into the external audit register file for legal reporting purposes. An External Tax Document is created when a SD, MM or FI document is successfully posted to accounting.

The ‘Active’ flag controls if an External Tax Document can be updated into the external tax audit file


Defining the tax jurisdiction code structure

(T Code OBCO)

39

for legal reporting purposes. This flag is read during the SD, MM and/or FI document posting process. If this flag is not set, the tax information will be lost and there will be no External Tax Document updated to the external audit This configuration step is required by “SAP tax calculation engine”. SAP tax calculation engine needs to know how a jurisdiction code is structured as well as if tax should be calculated /posted by line item. Although these concepts have no meaning for external tax calculation, it influences the relevant input data passed to the tax interface system for tax calculation and postings.

Customizing Master Data Tax Classifications (SD) Step 1 Define tax category by departure country (SD)

Step 2 Customer master configuration (SD) Step 3 Material master configuration (SD)

Customizing

(T.CodeOVK1 )

(T.CodeOVK3)

T.CodeOVK4)

A tax category has to be defined by departure country. Allowable departure country is the plant’s country and/or t he company code’s country. The tax category allows tax classification to be entered in the customer master and material master

This configuration defines the possible tax classifications for the tax category in the customer master on the billing screen.

The A/R material tax classification indicator is also used as a key in automatically determining the tax code within SD (see Setting up SD condition records). Multiple tax classifications may need to be set up for special tax rules and regulations based on material. These tax classification indicators are user defined, and point to user defined tax codes Tax codes can be automatically derived

40

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi from material, plant and account Master Data Tax assignment for purchasing transactions Indicators (MM)

The tax code can be overwritten within the purchase order (item details) and the invoice verification document.

Step 1 Set tax indicator for material

(T.Code OMKK)

Step 2 Define tax classification indicators for plant (MM)

(T.Code OMKM)

Step 3 Assign tax (T.Code classification indicators to plant OMKN) (MM) Step 4 Define tax classification indicators for account assignment (MM)

(T.Code OMKL)

Step 5 Assign tax classification indicators for account assignments (mm)

(T.Code OMKO)

The A/P material tax classification indicator is used as a key to automatically determine the tax code within purchasing. Multiple tax classifications may need to be set up for special tax rules and regulations based on material. These tax classification indicators are user defined, and point to user defined tax codes

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Sales & Use tax calculations require Step 6 location information to properly Maintaining determine where consumption of Master Data (SD) tangible personal property occurred.

41

This information in the form of tax jurisdiction codes is stored on the master records. A tax classification indicator is also stored on some master records. The customer master jurisdiction (representing the ship-to location) and the taxability indicator assist in determining the tax. The plant master record contains a tax jurisdiction code identifying the ship-from location. The material master record has a material tax classification indicator that along with the customer tax classification indicator automatically determine the tax

Step 1.A Maintain Customer Tax Jurisdiction Code

V-03 or V-09 / VD02 or XD02

Step 1B Maintain Customer Tax Classification

V-03or V-09 / VD02 or XD02

Step 2 Maintain material master tax classification (SD) Step 3 Maintain plant master jurisdiction code (SD)

Maintaining

Address, Control data

Address, Control data and Billing

MM01 create / MM02 change

(T.Code OX10)

The jurisdiction code relevant to a plant’s location must be maintained on the plant master record. This code provides the external tax system with the ship-from location for A/R and the ship-to location in A/P.

Master data must be maintained to

42

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi provide ship-to and ship-from location Master data information for procurement of goods (MM)

and services within the MM and FI modules. The ship-to location represents where the consumption of goods and services occurs for sales and use tax calculations. The ship-from location is required to correctly calculate sales and use tax in certain jurisdictions. Also, the tax classification of the material must be maintained. This provides the taxability determination for the purchasing of goods and services.

Step 1 Maintain plant master jurisdiction code (MM)

Step 2 Maintain Cost Center master jurisdiction code (MM) Step 3 Maintain Vendor master jurisdiction code (MM) Step 4 Maintain material master tax indicator (MM)

Setting up tax codes

KS01 create / KS02

The location of a cost center can also represent the ship-to location.

MK01 create / MK02 change

The location of a vendor provides the ship-from location.

MM01 create / MM02 change

The tax classification indicator on the material master provides the taxability of the material for all purchasing transactions. This indicator and the ship-to and ship-from jurisdictions provide the information necessary to calculate the sales or use tax. Screens: Purchasing

43

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Step 1 Tax code properties have to be set first Maintain tax code (T.Code during tax code creation in order to properties FTXP ) define it as input/ output tax, sales/use tax, etc.

Step 2 Maintain tax code (T.Code condition FTXP ) record(s)

Step 3 Maintain tax accounts

(T.Code FTXP )

Tax code condition records are stored in condition table A003. The plant’s country (SD) or the company code’s country (MM) along with the tax code, which was automatically determined from the SD/MM condition records, are used to read the tax condition records stored in table A003. The tax code also be entered and changed manually in both MM and FI. Tax procedure also determines the G/L (tax liability) accounts to which the tax amounts are to be posted to accounting. In order for the tax procedure to determine the desired G/L (tax liability) accounts per tax code, it makes uses of three interconnected concepts: 1. Accounting key 2. Process key 3. Transaction key Each condition type amount - calculated during the tax procedure execution – can be posted to the desired G/L account. This is accomplished by the accounting key, which is assigned for each relevant condition type in the tax procedure TAXUSX. Check for each tax code the corresponding accounting key for all ‘active’ condition types using transaction FTXP.

Step 1 Accounting key/Process Key

(T.Code OBCN )

Accounting key is equal to process key. The process key defines through the posting indicator if a tax liability account can be assigned for a tax code or if tax amounts are to be distributed to


44

the expense Only the process keys, which have the posting indicator unequal to ‘3’ is also transaction key.

Step 2 Transaction Key

Step 3 Set dummy jurisdiction code for non-tax relevant transactions

Setting up SD condition records

Configuring Tax Per Document – Max Tax

(T.Code OB40 )

(T.Code OBCL )

VK11 create / VK12 change

The transaction key defines the tax liability account and posting keys for line items that are created automatically during posting to accounting. Transaction keys (or account keys) are defined for each chart of accounts.

Good receipt and goods issue transactions are non- Sales & Use tax relevant transactions. However, due to design reasons, tax code and jurisdiction code is required. Therefore, it is enough to assign the exempt tax codes and a dummy jurisdiction code that has no purpose in taxation.

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Process

Description/Task

Create Bank Change Bank Display Bank Display Bank Changes Create House Bank

Bank Accounting Transaction code FI01 FI02 FI03 FI04 FI12

Effect in FICO Enter Bank country: GB Bank key e.g. 140821

Make sure you have created g/l Bank account Each house bank can have several different bank accounts linked to it.

Each house bank is tied to a company code. House Bank is identified by a unique bank key Due to the fact that there’s been a rise in the number of bank mergers, some firm find it necessary to set up for one single banking institution two house banks within one company code. As one is used for Paper transaction and another for electronic transaction. Enter House bank id (alpha

46

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi num) Bank key (6 digits)

For checks issued out – based on checks cleared in the bank account the following entry will be passed automatically. (DR Cheque issued out CR Main bank account) For checks Received based on checks cleared in the bank account the following entry will be passed automatically (CR Cheque Received DR Main bank

Create G/L Account for 1) Check issued out(clearing acc) 2) Outgoing Wire Transfer 3) Interim Postings 4) CheckReceived(clearing acc) 5) Main Bank Account

Define Check lots (final step in configuring AP bank account

Define Void reason Code G/L Account Cashed checks Global Settings for Electronic Bank Statement

FCHI

FCHV FF.3

Enter Paying company code House Bank Account ID Click on Change status to maintain check lots Enter the reason for example Incorrect check printing. 1)Create Account Symbols eg Acct=main bank/Txt= Acct=Bank chrg/Txt= Acct=Wire trn/Txt= 2) Assign Accounts to Account Symbols (Assign acc symbol to G/L account) 3) Create Keys for Posting Rules e.g Y101= Main Bnk Acc Y102= Confirmed

47

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi cash Y103=…… 4) Define Posting Rules

Here you will now assign the key created for posting rules to the various account symbols and specify whether it will be a debit or credit and to which posting area, whether bank or a sub ledger posting. The posting rules represent posting transactions typical of the bank statement, such as: Incoming check Credit memo Debit memo

Check received: You debit the Main Bank Account (i.e. Money coming in) Posting type: Clear: Debit(40) main bank account, credit check in Posting type 5 : Post to G/L Account) Check Issued Out: DR Check Out CR(50) Main Bank Doc type SA Post key 50 Posting type 4 (Clear debit G/L acct). Interim Posting: DR(40) Main Bank CR(50) Interim Posting Doc type SA

48


Posting type 1(Post to G/L account Out going Wire transfer:

DR Wire Transfer CR(50) Main bank Doc type SA Post key 4(Clear debit G/L acct). Bank Charges: DR(40) Bank Charges CR(50) Main Bank Doc type SA Posting type 1(Post to G/L account

5) Create Transaction Types E.G. Z_76 zitra electronic bank 6) Assign External Transaction Types to Posting Rules :

Assign bank details, for which the account statements are to be imported , to a transaction type. All the house bank accounts at a particular bank are usually assigned to the same transaction type.

Highlight the transaction type you created, then double click on it Click on new entries. Give external numbers to

49


correspond with G/L account/posting rules defined. Assign Bank Accounts to Transaction Types

Import Electronic Bank Statement Manual Bank Statement 1

2

3

Create and assign business transaction Define Posting Keys and Posting Rules for Manual Bank statement Define variant for manual bank statements

FF.5

Enter transaction type(e.g. CHIN) Enter Posting rule Enter text description

Select SAP01 Double click on SAP01 Go back to the previous screen, then click on copy icon , copying from SAP01 to your variant of which you define now e.g. ZDEMO. Then position the cursor on , delete doc number, customer match code, foreign currency, foreign currency amt. Then double click on allocation amount. Then double click on Bank Charges, but change if from 13 to 6 Click on the Check Icon, and then you get a msg, Variant ….. is correct

50


Change description of variant Click on activate icon

Check deposit Create Account Symbol e.g. Checkdp=incoming check Assign Accounts to Account Symbol Account Mod=+ Currency =+ Create Keys for Posting Rules Zchq= Direct Check

Define Posting Keys and Posting Rules for check deposit

Create and Assign Business Transaction Define Variant for Check Deposit

Bank Accounting>biz trans>check deposit>define posting keys and posting rules for check deposit Bank Accounting>biz trans>check deposit>Create and assign business trans Bank Accounting>biz trans>check deposit>define variant for check deposit

Define Posting Rules ZCHQ Dr Psky 40, Account Symbol= Checkdp

Document type=DZ Posting Type =8

Put the cursor on SAP01 and click on the copy button. Take you to From SAP01 Variant to your defined Variant. Takes you to a different screen Change accordingly by double clicking on


51

the possible fields and then ,changing the input number. Click on save

Manual Bank Statement

Cash Journal

Process Manual Bank Statement Post Process Electronic Bank Statement Post Electronic Bank Statement Edit Cash Management Position Pmts Cash Position Create G/L account for Cash Journal.

FF67 FEBA FEBP FF6A FF7A Img>FA>Bank accounting>Biz Trans>Cash Journal

The cash payments for small amounts to employees or vendors can be done using the cash journal. Wherever small payments are received from customers, the cash journal incoming postings will be made. GL Code must be on post automatically. I f you want several cash journal in different currencies, make sure that balance in local currency is not set and that the account currency is same as company code currency. Sort key: doc no fiscal year, Field status: G001 Post Automatically: Keep local currency only Line item display The cash journal supports posting of cash receipts and payments. You can: Have a separate cash

52

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi journal for each currency.

Post to customer, vendor and general ledger accounts Use business transactions (instead of usually required postings keys & accounts) to post the data. Define your own business transactions. Document type Sk

Define for Document type Maintain Number Range for cash journal document You can run several cash journal with different currencies in one cash Journal G/L account. If you want to run several cash journal in the same currency in one company code, you have to select different cash journal G/L account.

Set up Cash Journal Access Cash Journal Post Cash journal

Cash Journal entries are saved locally in the cash journal subledger, but postings are automatically calculated and displayed on GL, Vendor and Customer accounts.

(T. Code FBCJ) Switch to the relevant transaction type: Cash receipts, Cash payments, Choose a business transaction code or create a new one,

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Enter all required data (amount, Cost Centre, Vendor / Customer account etc.) Save or Post your transaction, Print cash journal document

Set up print parameter for cash journals

Define check lots

FCH1

Define check void reason EDI Partner Profile

FCHV WE20

Check lot will determine the check number that is used on payments. SAP does not allow the user to void a check without a valid void reason. You must at least have one reason.

Bank statement processing

Processing of electronic bank statement consists of two phases: You need to import the bank data into the system (sometimes it is necessary to transfer the file into a format readable by SAP before), Run the post processing transactions - clear and post the items that have not been posted automatically. The transfer program (for example: MultiCash) uses the bank data to generate two files for further processing, STATE.TXT and ITEM.TXT. STATE.TXT contains bank statement header information and ITEM.TXT contains the transaction information. Using this format, a number of bank statements can be imported simultaneously. For the import, you need to enter the format, along with the two file names, and stipulate the type of further processing. The system then automatically makes the postings to the bank account, bank clearing account, customer account, and, if required, vendor account, along with the payment clearing. You have two options here: Immediate posting create a batch input session, then run it.


54

We propose to use MT940 format file for Electronic Bank Payments.

PAYMENT TERMS

Maintain Terms of Payment

(T. Code OBB8)

Payment Terms are conditions established between business partners to settle the payment of invoices.

The conditions define the invoice payment due date and the cash discount offered for early settlement of the invoice. R/3 is delivered with typical payment term keys; however, new payment terms can be defined in configuration. Payment terms enable the system to calculate a cash discount and invoice due date. In order to perform this calculation, the system needs the following three data elements: Baseline Date: The date from which the due date is derived. Cash Discount Periods: The period during which the discount is allowed to be taken. Cash Discount Percentage Rate: The rate used to calculate the discount value. Payment terms can also be configured for installment plans. In this case, each installment may have a different payment term assigned to it.

Maintain terms of payment for installment payments

(T. Code OBB9)


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Dunning Dunning

IMG>BizTrans>Dunning Defining Dunning Area

T Code OB61

Dunning Areas is a organizational units with in the company code. The dunning area can correspond, for example, to a profit center, a distribution channel, a sales organization or a business area.

The individual dunning areas can use different procedures or the same dunning procedure. The dunning areas with the required dunning procedures are to be entered into the customer or vendor master record if you use different dunning procedures. Otherwise, the system uses the standard dunning procedure. The dunning area is then entered in the line item. The system enters the dunning area into the master record automatically with the corresponding data.

Define Dunning Keys Define Dunning Block Reasons (optional)

( T Code OB17) ( T Code OB18)

Reasons for not dunning a particular line item or a particular Customer or vendor.

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Define Dunning Procedure

(T. Code FBMP)

Dunning block reason defined at customer master for excluding a particular customer or it can also enter for a line item while entering line item Besides the main configuration, there are five other segments to be configured for dunning as dunning procedures. In the configuration we will define

main screen

Dunning interval days, days between the dunning levels - No of dunning levels - Total due items from dunning level , total of due item from the defined dunning levels. 1 - Min days in arrears (acct); These minimum days in arrears have no influence on calculating the days overdue. - Line item grace period ; Grace periods per line item which are taken into consideration during determination of the due date for the dunning run. Here you maintain Dunning Level Dunning Charges Dunning Minimum Amount Dunning txt Special G/L indicator.

Define Dunning grouping Define Interest

(T Code OBAQ) (T Code OB42)

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Rates(optional) Assign Dunning (T. Code XD02) Procedure to Customer / Vendors Accounts Define Correspondence (T. Code OB77) Types Assign Company Codes to Correspondence company Codes Assign Programs for (T. Code OB78) Correspondence Types Dunning Run (T. Code F150)

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Process

Basic AP Settings

58

Accounts Payable Core Settings Description/Task Transaction Effect in FICO code Example of which could be: Define Account Groups (T.Code One-Time Vendor(OTVD) with Screen Layout OBD3)

Create Number Ranges for Vendor Accounts

(T .Code XKN1)

Document Types for Number Ranges Assign Number Ranges to Vendor Account Groups Create Tolerance Group for Vendors Define cash discount base for Incoming Invoices Define Accounts for Cash Discount Taken

(T. Code OBA7) (T. Code – OBAS)

Special Vendor(SPVD) Goods Supplier(GOSL) Domestic Supplier(DOML) Regular Vendor(REGV) Example Vendor(REGV)1-999 Note! Number range must not overlap

(T. Code OBA3)

(T. Code – OBXU)

Prior to this make sure you’ve created G/L accounts for 1Reconciliation 2 Cash Discount Taken(Revenue) (DR) Enter COA Save rules first

Define Accounts for Lost Cash Discount

(T. Code – OBXV)

Define Reason Codes

(T. Code OBBE)

Define Accounts for

(T. Code –

Enter COA Save rules first Enter (tick) for debit and credit 2) Cash Discount Lost (Expenses)(CR) e.g 01>wrong entry>Entry made wrongly 02>Negative postings>Posted Negatively

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Prior to this make sure you’ve Over payments / Under OBXL) created G/L accounts for Over Payments

payment(Dr)/Underpayment (Cr) In the account are determined based on field, click on Debit/Credit as well as Reason Codes.

Define Accounts for Bank Charges

(T. Code – OBXK)

Define Dunning Procedure Create Vendor Master Record

(T. Code FBMP) (T. Code XK01/FK01)

Credit Cash Under Payment Debit Cash Over Payment. Prior to this make sure you’ve created G/L accounts for Bank Charges.

Enter COCD & Account group Click enter Then give details of the company you want to create. Bank key= six number Bank account=eight number Vat = 11 digits Eg GB226789829

Copy Vendor Master Record

(T. Code – FK15)


AP Processes

AP Business Transactions Invoice Posting – “Direct Trans Code: F-43 Invoices Enter Vendor Invoices Trans Code: FB60

Direct Invoice– “Posting to an Asset

Trans Code: F-43

Credit Memos

Trans Code: F-41

Enter Vendor Credit Memo Trans Code: FB65

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30 cr vendor acc,40 debit expense acc Posting an invoice received from a vendor will: Create the Invoice Receipt Document. Update the Material master record when appropriate. Update Purchase Order History when appropriate. Post entries to the appropriate G/L Accounts. Update the Vendor Account (sub-ledger). When the Vendor Invoice is posted, a debit is posted to the GR / IR Clearing Account (and cleared) and a credit is posted to the Vendor Account (subledger). At the same time, a credit is posted to the appropriate G/L Reconciliation Account (Accounts Payable Account) assigned to the Vendor. 30 cr vendor acc , 70 debit asset , trans type 100 for external asset acquisition 21dr vendor , 50 cr expense acc In case where a Your firm is overcharged by a vendor. For this reason your company receives a credit memo which can be deducted from the original invoice. In vendor credit memo the R/3 system defaults the document type KG

Display Document

Trans code: FB03

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Change A Document Trans code: FB02 Display Document Trans code: Changes FB04 To park an invoice Trans code: F-63 To park a credit memo Trans code: F-66 Change Parked Documents Trans code: FBV2 Change Parked Document Trans code: Header FBV4 Display a Parked Trans code: Document FBV3 Display Changes to a Trans code: Parked Document FBV5 Delete Parked Documents Trans code: FBV0 Post Parked Documents : Trans code: FBV0 Reversal of Individual Trans code: Documents FB08 Vendor down payment Trans code:F-47 Post Vendor down Trans code:F-48 payment Post Manual Outgoing Trans code:F-53 Payment Post Debit for Manual Trans code:F-31 outgoing payments Mass Reversal of Trans code: F.80 Documents Create Posting for Trans code:F.14 Recurring Entries Cr gr/ir acc Post Goods Receipt Trans code: Dr expense account MIGO/MB01 Change Goods Receipt Trans code: MB02 Display Goods Receipt : Trans code: MB03 Reverse (Cancel) Goods Trans code: Receipt MBST Goods Return : Trans code: MB01 Cr Vendor Acc Invoice Verification Trans code: Debit gr/ir Acc

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi MIRO Display Invoice Trans code: Verification Documents MIRO . Reversal of Individual Trans code: Logistics Invoice MR8M Documents Process Automatic Clear F.13 Vendor transfer post/ F-42 without clearing Manually Clearing Vendor Trans code: F-44 Line Items Display / Vendor Change Trans code: Line Items FBL1N Reset Vendor Cleared Trans code: Items FBRA Display Vendor Initial (T. Code – Screen FK03) View Vendor Account (T. Code – Display (line items) FBL1N) Display /Change Vendor (T.Code-FK10N) Account Balance Display Report (T. code- F.98)

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AP Payment Run Payment Run

Maintain Payment Program Trans code: FBZP

The systems take into account in a payment run Payment method specifications in the IMG. Specifications in the vendor master records Information in the documents(incoming invoices) Specifications made when maintaining the payment run parameters.

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Perform Automatic Trans code: F110 The payment run considers the following dates Payment Run for Checks: a)Customer due date Maintain Header Data b)Vendor due date c)Documents entered date

The payment run: Posts payment documents. Clears open items. Supplies data for the payment media print programs. •

• •

The actual Payment Run can be started immediately or scheduled to run at a later date and / or time. The Payment Run is executed in batch mode. Every payment run of the payment program is identified by two fields: Run Date=Todays date Identification= The run date does not have to be the actual date when the program is executed but this is recommended. Its main purpose is to help identify the program run.

The field “Identification” is used to differentiate between program runs that have the same run date.

Posting date =todays date Doc ent up to=todays date Customer item due by=today’s date+ 7days Company code= Payment Mthd= Value date=Today+30days Click on additional Log Activate the following

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Due Date Check, Payment Method Selection in All Cases, Line items of the payment documents

Choose Printout/Date Medium.(YOU MAY SKIP)

Click on Proposal Icon Click on the start immediately check box

Click on the Green tick box Click on enter Go to the main menu> edit>payment>schedule program>click on it

Select start immediately check box Click on the green tick button Press the enter key Go to Edit>payments>payment list>click on it The Payment Program selects Open Items to be paid depending on the following: •

•

Date of the Payment Run Next Posting Date

While editing the parameters, an Additional Log can be requested for test purposes. If the Proposal Payment Run does not pay certain Open Items, the


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reasons are detailed in this log. On the basis of this information, the user can decide how to resolve the

situation Copying the Parameters of a Previous Check Run: Posting a Manual Payment aka “Hot Checks Posting a Manual Partial Payment of Open Line Item Reprint Checks (Includes Voiding Old Check To Print Checks from the Spool Cancel Payment / Void Checks Display Check Register Display Check Display Payment Document Perform Vendor Balances Inquiry Create Manual Check Information Payment List

Trans code: F110 Trans code: F-58. Trans code: F-58

Trans Code: FCH7 Trans Code: SP01 Trans Code: FCH8 Transaction Code: FCHN Trans Code: FCH1 Trans Code: FCH2 Trans code: FK10N FCH5 S_P99_4100009 9

Doc Type KZ

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi AP Procurement Process Procurement Process 1

Doc type NB

Create Requisition Change Requisition Display Requisition Individual release of Purchase Requisition Collective release of Purchase Requisition List Requisition (General) List Requisition (Acc. Ass)

ME51 ME52 ME53 ME54

2

Request for quotation Requisition For Quotation, list display by collective number

ME41 ME4S

Doc type NV

3

Outline Agreement / Term Contract Outline agreements, list display by general criteria Change Outline Agreement Display Outline Agreement by Material or Service Release Contract(Outline Agreement) General Evaluation of An Outline Agreement (OA) To Print Contract:

ME31/ME31K

Doc type NB

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ME55 ME5A ME5K

ME3K ME32K ME3M

ME35K ME80RN ME9K

Create Purchase Order ME21N (Known vendor) Create Purchase Order ME25 (Unknown vendor) Change Purchase Order ME22 General Evaluation of a ME80FN Purchase Order Release Purchase order ME28 Display Purchase Order ME23N

No Accounting Impact

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Display Purchase order ME2L by Vendor Display Purchase order ME2N by PO number Display Purchase order ME2K by Account Assignment Display Purchase order ME2N by Open items Report Purchase order ME2N Purchasing Order MCE1 Analysis Info record per vendor ME1L Purchasing Order Price ME1P history

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Goods Receipt for PO

MIGO

Debit Inventory Acc Credit GR/IR acc The posting of a Goods Receipt results in the following: A Material Document is created (stock quantity is increased).An Accounting Document is created (G/L Accounts are updated).Purchase Order history is updated. When a Goods Receipt is posted, a debit to the stock account and a credit to the GR / IR (Goods Receipt / Invoice Receipt) Clearing account is posted

101 Good receipt

Cancellation of Goods Receipt

MIGO

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi The Vendor Invoice gets Invoice verification/Post MIRO/MR01 included in the Purchase Document

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Order history to update the status of the Purchase Order Line Item. A Debit is posted to the GR / IR Clearing Account to reverse the original entry. An open item (credit) is created in the Vendor Account (sub-ledger) with a corresponding credit to the appropriate Reconciliation (G/L) Account defined in the Vendor master record. The open item represents the payable to the vendor and remains open until a vendor payment is processed

Change Invoice Document Delete Invoice Document Display Vendor Display Vendor Line Items 7

Payment

MR2M MR5M XK03 FBL1N

The payment on account transaction results in the following entry on the Funds’ balance sheet DR Vendor Number (recon xxxx) CR 101005 Inter-company cash As you will note, the balance against the vendor is a debit (reverse of the normal). In order to settle this item, upon receipt/entry of the invoice into SAP, the following entry will occur: DR GL Expense Account/Inventory


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account CR Vendor Number (recon xxxx) For a purchase order the entries will be as follows: GoodsReceipt: DR GL Expense Account/Inventory account CR GR/IR Clearing (xxxxx) Invoice Verification: DR GR/IR Clearing (xxxxxx) CR Vendor Number (xxxxxxx)

The vendor account (open items) must be manually “cleared”, a process that normally is automatically performed as open items are paid. If you fail to do complete this procedure, the vendor account will not be cleared and will retain a debit balance with no offsetting entry. After payment, the desired balance in any vendor account should be zero.

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Account Receivable Basic Settings Process

Description/Task Create Account Groups

Create Number Ranges for Customer Accounts Assign Number Ranges to Customer Account Groups Define Document Types

Transaction code Effect in FICO (T. Code – OBD2) (T. Code – XDN1) (T. Code – OBAR)

(T. Code OBA7) (T. Code – FS00)

Create General Ledger Account “Accounts Receivables Define Accounts for (T. Code –OB09) Exchange Rate Differences Create Accounts for Bank (T. Code –OBXK) Charges Customers Create General Ledger (T. Code – FS00) Account – Customer Down Payments Received

Create General Ledger (T. Code – FS00) Account – Reconciliation Create Reconciliation for (T. Code – OBXR) Down Payments

Account group Liabilities, sort code 031 or 026 , reconciliation account customers, GO67

double click on Acct type D and SPL. GL A In the recon. Acct field (Enter GL Account - Accounts Accounts Receivables) In SPl. GL Account field (Enter GL Account – Customer Customer Advances Advances / Down

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Payments)

Create Customer Master Record Change A Customer Master Record Centrally

(T. Code – XD01)

Display a Customer Master Record Centrally Display Changes to a Customer Block/Unblock Customer Mark Customer for Deletion Create Tolerance Groups for Customers Create Tolerance Groups for Employees

(T Code: XD03)

Create Customer Invoice

(T. Code - F22/FB70)

(T Code: XD02)

(T Code: XD04) (T Code: XD05) (T Code: XD06) (T. Code – OBA3)

Invoice & Payment

Define Accounts for Cash (OBXI) Discount Customer Payment (T. Code – F-28) Receipt

PstKey 01 = (Debit Customer – Invoice), PstKey 51 Credit Revenue Account Document Type: = Customer Invoice

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Post Incoming Payment (T.Code-F-28)

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You can use this to process under payment, over payment (difference needs to be credited to customer account) and Overpayment (the difference is due to a late fee – the paper invoice doesn’t show the late fee therefore neither does the open item in the system). Dedit the Main bank account(Pst ky 40) Credit the Customer Account Pst ky 15) Invoice Payment

PstKey40 Debit Bank Account, Pst Key 19 Credit Customer

Post Customer Down Payment

(T.Code-F-29)

Unblock Invoice for Payment Enter Customer Credit Memo

(T.Code- FBL5N ) (T. Code – F-27)

Credit memos are used to reduce the amount of a customer's debt (a credit is applied to the customer's account reducing the total amount due) caused by events occurring after the receivable was set up. Document Type: DG = Customer Credit Memo Pst Key: 11 (Credit Memo – Credit Customer) Account: Enter Customer Number. Post Key: 40 Debit Entry (Account: General ledger revenue account

Create Customer Credit Memo

(T. Code –FB75)

A customer may be issued a credit memo for numerous reasons such as inadequate


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goods, damaged goods, etc. Regardless of the reason, the credit memo posting is similar to other standard document postings within the SAP R/3 system. The basic document entry requirements are the same, in accordance with certain configuration settings. Once posted, the credit memo is applied against the customer a account balance, and subsequently offsets future billings.

Returned checks

(T. Code – F-02)

Payment with Printout Accounts Receivable

Customer Transfer

(T. Code –F.21)

When a check is returned from the bank, the transaction is posted to the Customer with the use of Special GL indicator R . This result in the amount being recorded to the balance sheet account xxxx (Please note that a valid customer account must be created prior to posting any invoice or returned check item.) Pst Key: 09 = (Special G/L Debit), Account: Customer Number, Sp. G/L R (for returned Check), Post Key: 50 = Credit Entry Account: Cash account-Local Depository Account The need to post a payment and print a refund check without running the payment program for credit memos. This process is used if

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Posting without Clearing Account Receivables

Customer Displays

Customer Master Data Comparison Customer Balances View Customer Line Items Display Customer Balances Change Customer Line Items Customer Account Analysis Create Evaluation Customer aging report Report Selection

(T. Code –F.2D) (T. CodeS_ALR_87012172) (T. Code- FBL5N) (T. Code – FD10N) (T. Code – FB09) (T. Code – FD11) (T. Code – F.29) (T. Code: F.99)

Account Clearing

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you need to transfer a value from one customer to (usually) another customer. Since this transfer happens without clearing you run this transaction without selecting open items and therefore the amount you are transferring out is not dependent on any prior postings to that customer PstKey12 (Reverse Invoice) for a Customer /Credit against the first account PstKey 01 (Invoice) for a Customer /Debit against the second account


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Clearing is the process of matching open debit entries with open credit entries within the same account. The system assigns a Clearing Number to the matched items.

Clearing

The system is able to post a line item and clear it against an open item or items in one transaction (Post With Clearing).

Customer Account Clearing Manual Clearing of Open Items Automatic Clearing /G/L Account

(T. Code – F-32)

Resetting Cleared Items Assign and Clear Open Items Edit Assigned Open Items

(T. Code FBRA) (T. Code FB15)

(T. Code F-32) (T. Code F.13)

(T. Code FB17)

the user only specifies the account to be cleared. The system then selects open line items with matching amounts and Assignment Numbers and clears them automatically. The system will also generate this document header if open items are cleared by running the clearing program. If the clearing date is not specified then the date on the clearing document will default to the most recent date of either the Document Date or Posting Date of the documents that contain the line items selected for clearing .


Correspondence Correspondence

Account Statements/Request Correspondence Maintain Correspondence Delete Correspondence Request

(T. Code: FB12)

Print Letters (Customer): Bulk Printing of Account Statements Reprint Quarterly Account Statement

(T .Code:F.65 ) (T .Code:F.27 )

(T. Code: F.64) (T .Code: F.63)

(T .Code:F.61 )

Document Maintenance Documents

Display/ Searching for Documents Changing Documents .Display Documents Changes Post/ Deleting Parked documents Reversing Documents

(T. Code: FB03) (T. Code: FB02) (T. Code: FB04) (T. Code: FBV0) (T. Code: FB08)

Recurring Entries (e.g. Standing Order)

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Recurring Entries(e.g. Standing Order)

Recurring Entry Change Recurring Entry Create Posting Documents from Recurring Entries List Recurring Entry

(T. Code: FBD1/F.15) (T. Code: FBD2) (T. Code F.14)

(T. Code F.15)

Sales Cycle Sales Cycle 1

Create Inquiries

(T. Code VA11)

Inquiry: A document created in the Sales & Distribution module that records information about products possibly desired by a prospective customer

The following activities can be executed in an Inquiry: – Automatic pricing – Manual availability check

A typical business transaction within a sales and distribution department generally begins through contact with the customer. The sales representative maintains this contact through regular visits, telephone conversations or by organizing a mailing campaign. Or The customer enquires for a product/service or

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Change Inquiries Display Inquiries Create Quotations

(T. Code VA12) (T. Code VA13) (T. Code VA21)

Quotation: A document created in Sales & Distribution, which


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records the response to an inquiry. The following information can be recorded in a Quotation: – Material Number – Price – Alternative Items As a result of this contact, the customer becomes interested in a product. To obtain more information, he/she then submits a request for quotation (RFQ) regarding the product (referred to as a material in R/3) and its price. The sales representative responds to this RFQ and creates a quotation. This may involve negotiations about discounts and other conditions.

For the RFQ document, the system determines the price for a specific material quantity. However, the system does not check to see if that material is available. If the RFQ document for a desired quotation already exists, the data from that RFQ can be copied into the quotation.

The quotation document contains a binding price listing for the quantity of the requested material and the time period during which the price will remain in effect. Simultaneously, an availability check is being run which determines when, and how much of, the desired material can be delivered.

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Change Quotations (T. Code VA22) Display Quotations (T. Code VA23) Create Sales Orders (T. Code VA01) Sales Order: A document

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created in Sales & Distribution that records the material number, quantity, price and delivery date of a product to be purchased by a customer. Should the customer then decide to buy, this will result in an order. An order can be generated from the quotation as a follow-up function. The data from the quotation is copied into the order during this process. You achieve the same result when you create an order and use an existing quotation as a reference. Both of these procedures can be used for all document types that may be used as references for the order. the document types are: a RFQ, a quotation, an existing order, a contract or scheduling agreement and an invoice. There are also different types of documents within order processing. The document type that is used most frequently is the standard order. Aside from this, there are also the document types that result from outline agreements being made. When you close an outline agreement with a customer, you determine the time period during which the customer will accept the product. There are two types of outline


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agreements. One is the scheduling agreement, in which the individual components of the order are determined along with their delivery dates. The other type is the contract, which only covers the acceptance of a total quantity within a designated time period. The release order then causes individual deliveries to be made in the form of standard orders. There may be times, however, when you would like to make use of a quotation where the validity has already expired, or when you wish to combine items from several quotations into a single order. A Sales Order is a contractual agreement between a Sales Organization and a customer concerning goods to be delivered or services rendered. Information in a Sales Order includes the following: – Customer Number – Material Number – Order Quantity – Price – Delivery Date Sales Orders can be created with reference to: – a Quotation – another Sales Order – a Contract – a Billing Document


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When a Sales Order is processed, the system can automatically execute the following functions: Credit Checking – Pricing – Material Availability Checking – Transferring requirements to Materials Requirements Planning (MRP) – Shipping Point and Route Determination Pricing details in the Sales Order include the amounts that will eventually be posted to the General Ledger for Cost of Goods Sold and Revenue

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Change Sales Orders Display Sales Orders Create Delivery Note With Reference to Sales Order) Without Order Reference

(T. Code VA02) (T. Code VA03) (T. Code VL01N) (T.Code VL01NO)

The Delivery Note is a document created in the Sales & Distribution module that initiates the shipping activities associated with delivering materials to a customer. The Delivery Note serves as a basis for: – Picking the material – Creating Shipping Documents – Transportation – Billing – Delivery Notes contain the following information: – Material Number – Actual Quantity


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Delivered – Picking Information (from where the Material is sourced) – Billing Status No financial accounting transaction is recorded when a Delivery Note is created.

he material quantity that is to be delivered to a customer on the requested date is fixed in the item. However, only those quantities of the material which are confirmed in a scheduled delivery, which can be thought of as a schedule line, can be taken in the delivery.

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Create Good Issue - Outbound Delivery Single Document

(T. Code VL02N)

As soon as an item is entered, the system runs a check to determine if the order quantity will be available by the desired date. A Goods Issue is a document, posted in the Sales and Distribution module, that is used as the source document for recording changes in stock levels associated with delivering materials to customers and for recording the financial impact of such transactions in the General Ledger. Shipping activities must already be completed before a Goods Issue can be posted for a delivery. After a Goods Issue has been posted, no quantity changes can be made to the Delivery Note. Goods Issue for a Sales Order:


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Reduces warehouse stock Contains information used in automatic account assignment such as the Movement Type (used to identify the transaction as a Goods Issue) and the Plant from which the material was shipped. As a result of a Goods Issue, integration to the Financial Accounting module occurs with the automatic creation of an Accounting Document containing the following accounting entries: Debit to the Cost of Goods Sold G/L Account Credit to the appropriate Inventory G/L Account Debit to the Cost of Goods Sold G/L Account Credit to the appropriate Inventory G/L Account

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Create Good Issue -Collective Processing Via Outbound Delivery Monitor Create Good Issue -Schedule Background Processing Create Good Issue -Cancellation/Reversal Create Billing Document

(T. Code VL06G )

(T. Code VL23)

(T. Code VL09) (T. Code VF01)

The Billing Document is a document, posted in the Sales & Distribution module, that supports the creation of Customer Invoices, Credit or Debit Memos, and the recording of the financial impact of these transactions in the General


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Ledger. The Billing Document Type identifies what Billing Document is being created in the system. Billing Documents in the Sales & Distribution module include: Order-related Invoice Credit Memo Debit Memo Billing Documents are created by referencing Delivery Notes. Some of the creation scenarios include: Creating individual Billing Documents for one Delivery Note. Creating individual Billing Documents for two or more Delivery Notes. Billing Document Types are automatically proposed based on the Sales Document on which they are based. As a result of a Billing Document, integration to the Financial Accounting module occurs with the automatic creation of an Accounting Document containing the following accounting entries: Debit to the Customer Account (sub-ledger) and the appropriate G/L Reconciliation Account assigned to it. Credit to the appropriate G/L Revenue Account.


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Debit to the Customer Account (sub-ledger) and the appropriate G/L Reconciliation Account assigned to it. Credit to the appropriate G/L Revenue Account

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Change Billing Document Display Billing Document Billing due list Cancel Billing Create Incoming Payments

(T. Code VF02) (T. Code VF03) (T. Code VF04) (T. Code VF11) (T. Code F28/F-06))

Customer payments can be received directly and entered in the system manually, or they can be processed through a Lockbox. When the Accounts Receivable Department receives payment from the customer, the Accounts Receivable account is cleared (with a credit) and a Debit posting is made to the Cash account for the same amount

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Special G/L Transactions Bills of Exchange Process Bills of Exchange

Description/Task

Transaction code

Effect in FICO

Create General Ledger Accounts

(T. Code – FS00)

Bills Discounting Accounting

(T. Code – FS00)

Account type (Asset) Select Customers (Recon. Acct type for Acct. Type), Select line item display and Sort key 031 Account type (Liabilities) Sort Code 001 Only balance in local currency FSV (GO67)

Link between Sundry Debtors and Bills of Exchange

(T. Code – OBYN)

Select D & W and double click on it. In the Recon. Acct field (Enter Accounts Receivables Account) In the Special GL field (Enter BOE Receivables Account) and save

Link between Bank C/A, Sundry Debtors Account & Bank Bills Discounting

(T. Code – OBYK)

Customer Sales Invoice Bills of Exchange Receipt

(T. Code – F-22) (T. Code – F-36)

Bills of Exchange (T. Code – F-33) Discounting Reverse Contingent (T Code – F-20) Liability

In the Bank Acct field (enter bank sub account) Usage (discounting) In the Special GL field (W) In the Customer Recon. Acct field (enter Accounts Receivables Account) In the bank sub account for liabilities field (Enter Bills discounting Account) AND SAVE

Dr Bills Receivable Account Cr Accounts Receivable / Customer Account

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi View Customer Wise / Due wise Bills of Exchange Bill Charges and (T. Code – OBYH) Account Determination or Assignment

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Please make sure that you have created GL Accounts for Collection Charges, Discount Charges and assign these accounts to the relevant transaction keys. Go to menu bar item edit Copy Rules In the Dialog Box From = INT To = Your Company Code

Select each item of description and assign General Ledger Account for each transaction key. Bank Discount Charges BDS / Bank Collection Charges BIK Bank of BOE Tax BWS / Revenue from Discount Charges DSK Revenue from Collection Charges INK / Revenue from BOE Tax WST

Prepare BOE Charges Statement

(T. Code – OB73)

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Special G/L Transactions down Payment to Vendors Down Payment to Vendors

Creating a General (T. Code – FS00) Ledger Account - Down payment to vendors

Define alternative (T. Code – OBYR) Reconciliation account for down payments

Posting Down Payments Display Change Line Items (FBL1N) Posting Vendor Invoice Down Payment Clearing ( Clearing Vendor Normal Items Vendor Statement of Accounts Request for Correspondence / Statement Maintain Request / Correspondence

Account type(Liabilities) Sort code: (vendor number) Reconciliation (Vendor) FSV( G026) In the Recon. Account field, Enter Accounts Payables Account In the special GL Account, Enter Reconciliation Account (Vendor Advances / Down Payments) Press Enter key and save

(T. Code – F-48) (FBL1N) T. Code – F-43 T. Code – F-54 (T. Code – F-44) (T. Code – OB78 (T. Code – FB12)

(T. Code – F.64)

Special G/L Transactions Down Payment from Customer

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Down Payment from Customer

Create G/L Account (Advances from Customers) Link the advances from Customers (G/L) to sundry Debtors (AR/GL Acc-Reconciliation) Define alternative reconciliation Down Payment Receipt Enter sales Invoice Transfer of advance amount from customer to normal account by clearing GL Account (F-39) Open Item Account Clearing Reset Cleared Items

(OBXR) (F-29) (F-22)

(F-44) (FBRA)

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Credit Management Credit Management

Overview of Credit Management: Define Credit Control Area Assign Company Code(s) to Credit Control Area Define Customer Credit Groups Define risk categories Define Credit Rep Groups. Define Credit Rep as an employee Associate partner role with Credit Rep Group Define default values for new customer Additional texts for the Credit Manager Tables – Model Transfer Change View ‘Specify Data Volume for A/R Info System’: Overview Change View ‘A/R Info System – Select Evaluations’: Overview Define Background Job

Process

T. code – F.31 (T. code – OB45)

(T. code: OB38

(Transaction Code – OBVU (T.Code OB02) (T code – OB02) (T code: PA40) (T. code: OB51) T code: OB45

(T code F.30 reports ) (T. Code – FY01) (T. Code – OBAN)

T. Code – OBAJ)

(T. Code – F.29)

Asset Accounting Description/Task Transaction code

Effect in FICO

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Asset Accounting

Copy Reference Chart of Depreciation

(T. Code – EC08)

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Key figures that directly affect fixed assets include the capitalization ratio and the fixed-assets-to-net-worth ratio. COD is created at client level Specification of individual depreciation area are grouped together in a Chart of depreciation There’s a special COD for each country, which takes the depreciation regulations applying to that country into account

Copy from OGB-> Chart of Depreciation

Specify description of Chart of depreciation Copy / Delete (T. Code – Depreciation Area OADB)

Your

Each depreciation area within the Chart of depreciation makes use of different valuation types. Valuation types are used to stipulate criteria for calculating the value of an asset. Depreciation area could be either one of the following :01 Book depreciation (Local Currency) :02 Cost-Accounting Depreciation (Mgt Reporting) :30 Group Reporting GBP (Group IAS Reporting) CONFIG Go to Edit from the main menu > Selections > Select All (F7) Click on it Deselect 01 (Book Depreciation)

You have actually selected only 01 (Book Depr eciation)


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But the system will select 30 by itself ENTER DELETE

Assign chart of (T. code – OAOB) depreciation to your company code Valuation Type

How to maintain asset class How to maintain asset class How to maintain asset class How to maintain asset class

Each company code is allocated to one chart of depreciation, and several company codes can be allocated to the same chart. Valuation types are used to stipulate criteria for calculating the value of an asset. Each Depreciation area within the Chart of depreciation makes use of different valuation types. The valuation type could include the parameters which control the normal depreciation for each of the assets.

Specify Account Determination Select the existing screen layout and Click on copy as button

Create Screen Layout Rules Define Number (T. Code – AS08) Range Intervals Define Asset Classes

(T. Code – OAOA

The minimal classification of asset classes is determined by legal requirements. The same types of assets are allocated to the same asset class. Examples of asset class are Buildings, Plants and equipments, Office equipment, Trade marks, Furniture, low value asset, asset under construction.

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The allocated asset number is also determined by the asset class. Asset class also controls the account determination for the postings of G/L accounts. (Value of assets belonging to the same asset class is then transferred to the same main G/L accounts The function of asset class includes:

1. Account number assignment. 2. Screen Layout. 3. Number allocation 4. Definition of default values Example of the type of information assigned within ach of the asset classes are: Suggestions concerning the depreciation process 1.

Expected useful life 2. Valuation basis Config Enter new entries Specify : Acc det,scr lyt, base unit, number range, etc Inventory data (tick include asset)

Create G/L accounts in FI

(T.Code FS00)

Create G/L accounts in FI a.

Acquisition/Production of Asset (Buildings) b. Sale of asset (Sales of Buildings) c. Profit on sale of asset (Profit on Sale of Buildings) d. Loss on sale of asset

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(Loss on Sale of Buildings) e. Retirement / Scrapping f. Depreciation (Expenses) g. Accumulated Depreciation Account (Accumulated Depreciation on Buildings) H. Special Depreciation Using FS00

Enter GL Account Number Company code Select account group (Assets) Select balance sheet accounts radio button Enter short text Long text and Click on control data

Select only balances in local currency check box Select line item display check box Sort key (018) And click on create / bank / interest button Filed status group G007 Save Using the above method please create the following general ledger master records Sale of Buildings…Other assets (Account Group Income) Only balances in local currency Sort key 018 Field Status Group G052 (Accounts for Fixed Asset Retirement) Accumulated Depreciation on Buildings…Other assets (Account Group Assets) Reconciliation Account


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(Select) Sort Key 018 Field Status Group G007 Profit on Sale of Buildings… Other assets (Account Group Income) Sort key 018 Field Status Group G001 Loss on Sale of Buildings… Other assets (Account Group Income) Sort key 018 Field Status Group G001 Depreciation on Buildings… Other assets (Account Group Expenses) Sort key 018 Field Status Group G001 Scrapping on Buildings… Other assets (Account Group Expenses) Sort Key 018 Field Status G018

Integration with General Ledger GL Accounts

Menu Path >SPRO Highlight and double click >Financial Accounting acquisition >Asset Accounting In the acquisition Acquis. and >Integration with the production costs field > General Ledger> Enter GL Buildings Account Assign GL Accounts > Click on the process In the Retirement Account button

Assignment Clearing Account revenue from asset sale field >Enter GL Account (Sale of Buildings A/C) In the gain from asset sale field >Enter Gain on Sales of Buildings Account In the Loss from Asset Sale field >Enter Loss on sale of buildings account In the loss made on asset retirement w/o reven. Field >enter scrapping on buildings account Highlight and double click


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Depreciation

In the ordinary depreciation account assignment Enter accumulated depreciation on buildings account in the first field Enter depreciation on buildings in the second field and save

Deactivation of Tax Depreciation and Consolidated Depreciation in Asset Classes

(T. Code – OAYZ)

Select your Asset Class and

The calculation stipulations for each of the valuation aims are grouped into one Depreciation area. Double click on depreciation areas Activate deactivate button of 01 Book Depreciation Give layout rule is 2000 (select from the list) The Depreciation areas trade balance sheet and the balance sheet for tax purposes are responsible for valuing fixed assets within the scope of trade and tax laws.

Company interests can be taken into account within the scope of the depreciation area cost accounting .

Define Screen Layout Rule for Asset Master Data

For example, company specifications concerning the depreciation periods, the calculation of replacement values and the calculation from imputed interest can be carried out here. Select buildings Or other assets Double click on Logical Field Groups

Select 2 (Posting Information) and Double click on Field Group Rules


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Make 10 Capitalization date as required field Select check box for Main number and sub number Save

Create Screen Layout (T. Code – AO21) for Asset Depreciation Areas

Select 2000 from the list and Double click on Field Groups Rules

Specify Document Type for Posting of Depreciation

(T. Code – FBN1 /OBA7)

Make Depreciation Key as required entry Select Main Number and Sub Number check boxes and save Click on Define Document Types Click on position button Select AF(Doc Type) and double click on it (Number range 04)

Specify Intervals and Posting Rules

(T. Code – OAYR)

Enter company code, highlight company code and click on posting rules. Select 01 Book Depreciation and Click on details button Select Monthly Posting Radio Button and save

Specify Rounding Off (T. Code – Net Book Value OAYO)

Select your company code and double click on Rounding Specifications Select 01 book depreciation Click on automatic calculated depreciation Click on rounding whole number.

Define Base Method

Base Method Type of depreciation (ordinary or special depreciation) we have to specify treatment of end of depreciation.


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Base methods are valid in all charts of depreciation. You assign base methods to depreciation keys. Normally the base methods supplied by SAP are sufficient and it not recommended for creating new methods to use. Activities Enter a technical name and a description for the base method. Maintain the base method. It is particularly important to enter a depreciation type and the depreciation calculation method.

For multi level base method choose EXPLICIT [0012] method, so that the system does not calculate depreciation, and therefore no errors. After changing key, remember to activate. In AW01N to see the depreciation of second year “comparisons”. Click on process button Select 0014 and Click on copy as button Change the name as RB01 (Base method for RECO) and save

Define Decline Balancing Method

(T.Code AFAMD)

Click on New Entries Enter Declining Balance Method Name Description of the Method is Minimum / Maximum Percentage Method and save

E.g. 10%min 12.5% max declining method MAX %=12,5% Min%=10% Define Maximum Amount Methods

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi In this step, you define multiDefine Multi Level (T. Code – level methods. You then Method AFAMS) assign them to depreciation keys. Each level represents a validity period for a given percentage rate. Activities 1. Maintain the multi-level methods and their descriptions. 2. Enter the characteristics of the multi-level methods. Depreciation -> Depreciation Methods -> Declining MultiPhase Depreciation Depreciation -> Calculation Methods -> Multi-Level Method Enter Chart of Depreciation Press enter key Enter name to Multilevel Method Description as 10% for RECO Validity Start >from ordinary depreciation start date Save and go back Select your method (R01) and double click on levels In the Acquisition Year >Enter 9999 In the years field >Enter 999 In the periods field >Enter 000 In the base value field >01 (Acquisition Value) In the percentage field > 5% and save

Define Period Control (T. Code Methods -AFAMP)

Period control function determines the start and end of depreciation calculation at the time of acquisition and retirement, transfer and subsequent acquisition. Click on New Entries Period Control Method Period control method of the depreciation key for calculating depreciation or imputed interest


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Period control: Acquisition Period control used for acquiring transactions (in the year of capitalization). Period control: Acquisition in the following year Period control used with subsequent acquisitions. Period control: Retirement Period control used with retirements. Period control : Transfer Period control used with transfer postings.

Maintain Depreciation (T.Code Key) -AFAMA)

In the Period Control Method field > Enter 006 as name of the method In the description >Enter 01/06/06/06/06 In the acquisition field >01 (Prorate at period start date) In the acquisition in following year field >06 (At the start of the year) In the retirement field > 06 (At the start of the year) In the transfer field >06 (At the start of the year) Save . The depreciation key (Valuation key) controls the depreciation method used. E.g. Straight line, Reducing Balance. You can use a SAP standard depreciation Key (LINR) across all the depreciation areas. This is for straight line depreciation calculation pro-rated per period for acquisition and disposal You maintain depreciation keys by assigning calculation methods to them. You can divide the duration of depreciation into several phases. When you enter a changeover method for one of these phases, the system changes over to the next phase as soon as the event specified in the changeover method has occurred. The system then uses the depreciation calculation that is specified in the calculation method for this phase.


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Enter Depreciation Key(Linr) and description Select Period control according to fiscal years check box Select depreciation to the day check box

Manual Depreciation Definition Depreciation area (T. Code - OAYZ) Create Asset Master (T. Code - AS01) Record

Time dependent data is all data which can be altered during the useful life of an asset. Example is the cost centre to which the asset concerned is allocated. In Asset Master You will enter fields such as :Asset Class description :Account determination(from asset class) : Serial number (The serial number enables the manufacturer to uniquely identify the asset. The manufacturers’ serial number maybe required when making inquiries of the manufacturer. :Capitalized on (could be first day in the month of invoice receipt or on project go live) :Cost centre :Vendor :Depreciation key :Useful life

Change Asset Master Block Asset Master Record Delete Asset Master Record

(T. Code - AS02) (T. Code - AS05) (T. Code - AS06)

Display Asset Master (T. Code - AS03) Create Sub Asset (T. Code – AS11) Master

Before an asset can be deleted, it must have a zero net book value (NBV). SAP also requires a one-year minimum retention for assets with transaction postings.

An asset sub-Master is created when an item associated to the original asset is purchased that increases the value of the asset and allows the asset to do something it could not do before. Or if the additional purchase will increase the recommended useful life of the asset. A sub-number is


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also created for the sales tax paid for a vehicle purchase

Asset Explorer/ Sub Asset with Values Change Asset Fiscal Year Asset Balances Asset History sheet

(T. Code – AW01N) (T. Code –AJRW)

Process Asset Depreciation

(T. Code –AFAB)

Document Reverse Display Documents Change Document

(T. Code AB08 ) (T. Code AB02) (T. Code AB03)

(T. Code –AR01) This is required for balance sheet, and is produced on the basis of the defined asset classes.

Asset Documents

Asset Postings Acquisition

To reduce Asset cost

Asset Acquisition (T. Code – F-90) from external vendor

Asset Acquisition w/Autom. Offsetting Entry Clearing Offsetting Entry Acquisition from in house production From Affiliated Company Credit memo in Invoice Year

Asset must be capitalized and a start date for the depreciation must be determined. The document type is determined by the type of entry, in some case it is a creditor invoice with the abbreviation KR Pstky 31 Cr Vendor PstKy 70 Debit Asset Account

(T. CodeABZON) (T. Code – F-91) (T. Code – ABZE) (T. Code – ABZP) (T. Code – ABGL)

A credit memo must be applied to correct the cost of an asset that was capitalized in the system during the current year. credit memo reduces the acquisition and pr oduction costs of an


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asset and, essentially, represents the opposite of an invoice for a purchased asset. It is possible to post the credit memo when posting an external acquisition, either integrated with a vendor, or to a clearing account. This document describes the process for posting the credit memo to a clearing account. When credit memos are received for a fiscal year that is already closed, the system cannot correct the depreciation posted in the closed fiscal year. Therefore, the accumulated depreciation for the closed fiscal year must be corrected manually using a Write-Up transaction to complete this activity.

Credit memo in Next (T. Code – ABGF) Year

Capitalization

Post capitalization

(T. Code – ABNAN)

A credit memo reduces the acquisition and production costs of an asset and, essentially, represents the Opposite of an invoice for a purchased asset.

(This transaction is used to post values to an asset that was acquired in a prior fiscal year. Asset is capitalized by the first accrual posting, normally when an invoice is received.

AUC

Asset Exchange 1 2

Create Asset Shell Distribute AUC Settle AUC

(T. Code –AS01 (T. Code – AIAB) (T. Code – AIBU)

Create New asset Create Purchase Requisition

(T. Code -AS01) (T. Code- ME51)

DR Real Estate CR AUC

Complete the purchase requisition, purchase order, goods receipt, invoice receipt


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and vendor payment transactions using the normal processes for all purchased assets. Book all postings to the NEW asset number; do NOT charge anything to the old asset.

Change Requisition close each line item Requisition Approval Create Purchase Order Change Purchase Order - delete (trash can) Purchase Order Approval

(T. Code -ME52) (T. Code -ME54) (T. Code -ME21N) (T. Code -ME22N) (T. Code -ME28)

Sometimes PO is allocated to Supplier number

Goods Receipt

(T. Code -MIGO)

Invoice Payment/Verification.

(T. Code -MIRO)

3

Transfer the old asset to the new asset

(T.Code-ABUMN)

When goods are delivered, the Good received department enters a delivery note into the system. A posting is then entered into the good received stock. In the invoice verification module, the invoice is entered together with the delivery note. This initiates an adjustment posting from the goods received stock and at the same time sets up a record in accounts payable. After the transfer, the old asset will have a net book value of zero

4

Change status of old asset

(T. Code -AS02)

Create New asset Transfer the old asset to the new asset

(T. Code -AS01) (T.Code-ABUMN)

Ass et Exchange (Even) 1 2

After the transfer, the old asset will have a net book value of zero

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi 3


(T. Code -AS02)

Transfer within Company Code Intercompany Asset Transfer Display Transfer Asset

(T.Code ABUMN)

Asset retirement by scrapping

(T.Code-ABAVN)


(T. Code -AS02)

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Process Asset Transfer

Asset Disposition (Scrapping) 1

2

Sale to Unknown Customer 1

2 Sale to Unknown

(T.Code ABT1N) (T. Code -AS03)

Asset retirement (with revenue) by sale to unknown customer

(T.Code-ABAVN)

Change Status of old asset

(T. Code -AS02)

This transaction is used to retire an asset that is no longer useable; damaged/scrapped, missing/stolen and/or sold. This transaction is also used to reduce the value of an asset. Upon completion of this transaction, the Status in the asset master record is changed to indicate the retirement, using transaction AS02. This would result in the asset being de-activated in the asset register, and the loss if any being transferred to the P&L

The result of this posting would be as follows CR Asset Cost DR Accumulated depreciation CR/DR Loss/Gain in the P&L

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Customer 1

2 3 4

(Sale to Employee) 1 2 3 4

Asset retirement (with revenue) by sale to known customer Change status of old asset

(T.Code-ABAVN)

Create AR Master Record (Customer) Enter Transaction

(T. Code – XD01/FD01) (T. Code –F-92)

Asset retirement Change status of old asset

(T.Code-ABAVN) (T. Code -AS02)

Create AR Master Record (Employee) Enter Customer Invoice(Employee)

(T. Code – XD01/FD01) (T. Code –FB70)

(T. Code -AS02)

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Change the status to “Sold to Customer”.

This will create a receivable in the customer account together with the relevant postings in the asset register and P&L.

Change the status to “Sold to Employee”.

debit the customer (employee) and credit account xxxxx Revenue from Asset Sale.

This transaction will credit the G/L asset reconciliation account, to debit accumulated depreciation and to debit/credit a gain/loss account for the difference. The gain or

Gift to Employee

loss is the difference between asset cost and accumulated depreciation

1 2 Lost, Stolen, Damaged 1 2





Change the status to “Gift to Employee”.

Change the status to “Lost, Stolen or Destroyed”.

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi 3 Asset being purchased As a result of Insurance Settlement 1 2 3

Manual Adjustment. (The asset was booked some time ago, and you unbook the asset and expense in the current period 1

2 3

Enter Invoice

Create New asset Post Value to Asset Enter Invoice

General G/L Posting


(T. Code –FB70)

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debit the insurance company and credit account xxxxxx Insurance Settlement

(T. Code -AS01) (T. Code –FB70)

(T. Code –F-02)


credit the customer (insurance co.) and debit the appropriate cash account where check is deposited.

credit the asset and debit the proper expense account depending on the nature of the expense.

Change the status to “Reversed Asset in Error”.

A charitably loaned (Asset is returned to the owner) 1

General G/L Posting

(T. Code –F-02)

Credit the account (investment) and debit the original liability account (F02). Neither side of the transaction is budget-relevant

2 3 Asset sale to a (Non Customer) 1

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Asset retirement (T.Code-ABAVN) Change the status to Change status of old (T. Code -AS02) “Returned to owner”. asset

Asset sale without customer

(T.Code-ABAON)

This process will take place when a current asset is being traded-in to purchase a new asset.

Asset Trade-In Procedures

1 2 3

4

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Asset retirement Create New asset Purchase New Asset Via Purchase Order/ Direct Invoice

Journal Entry

(T.Code-ABAVN) (T. Code -AS01) (T. Code -ME51, ME52,ME54, ME21N,ME22N, ME28,MIGO, MIRO. F-43

Pstky 31 Cr Vendor Pstky 70 Dr Asset

(T. Code –F-02) If the old asset had a net book value a journal entry must be completed to adjust the value of the new asset.

Retirement of Asset (To be used as a Trade-in on A New Asset) 1

Asset retirement

(T.Code-ABAVN)

Retire the current asset without revenue. The asset is retired without revenue because we never receive actual money for the asset Dr Accumulated Depreciation

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Cr Asset Acquisition Acquisition of New Asset from Trade-in 1 2

Create New asset G/L entry

Asset Explorer

(T. Code -AS01) (T. Code –F-02)

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Once the new asset master record has been created and the purchasing process completed, the monetary value of the new asset will be the purchase price of the new asset plus the amount received for the old asset. A manual journal entry will need to be made to adjust the value of the new asset. If the net value of the old asset is zero, no adjustment is necessary. This is the general Journal voucher entry for manual adjustment. Dr Asset(New) Cr (Loss Account)

(T. CodeAW01N ) (T. Code-AW01 )

Display Asset Values Asset Balances

(T. Code-AR01 )

Asset Report

Asset Retirements Asset Transactions

S_ALR_87012052 S_ALR_8701204 8

This transaction allows you to pull up a list of assets to view acquisition value, book value and accumulated depreciation value. It also allows you several different viewing options, individual asset or groups of assets, e.g. asset history, asset acquisition, asset retirement, etc.

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Asset Acquisitions S_ALR_87012050 directory of un posted S_ALR_87012056 assets

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Recreation of the Log for a Depreciation Posting Run Asset Accounting

Log for Depreciation Run

(T. Code-AFBP)

account group and per depreciation area) o The planned annual depreciation The depreciation posted up to this period The depreciation to be posted in this period this list also identifies Assets with errors and the reason for the error Accounts that are not defined Procedure

Posting Depreciation Run

Depreciation Run

(T. Code-AFAB)

This is normally carried out as part of month end processing. You enter the company code, fiscal year, type of depreciation run.

Asset Clearing

Asset Clearing

(T. Code-F-03)

Year End Closing

(T. Code-AJAB)

Year End Closing Year-end closing program, you use the year-end closing program to close the fiscal year for one or more company codes from an accounting perspective. Once the fiscal year is closed, you can no


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longer post or change values within Asset Accounting (for example, by recalculating depreciation). The fiscal year that is closed is always the year following the last closed fiscal year. You cannot close the current. PERFORM THE FOLLOWING BEFORE RUNNING ASSET ACCOUNTING YEAR-END CLOSING PROCEDURE: Determine the company codes that are to be closed. In Asset Customizing, check what the last closed fiscal year was (Accounting _ Financial Accounting _ Fixed Assets _ Periodic Processing _ YearEnd Closing _ Undo _ Entire Company Code). If you want to make corrections in a fiscal year that is already closed, you can reset to the last closed fiscal year here. Check hether all low value assets have been capitalized. If LVAs(Low Value Assets) were collected in a profit and loss account,the balance from this account must be capitalized to an asset. Settle all assets under construction that were completed in the fiscal year you want to close. Start the program for recalculating depreciation, in order to include any possible changes in the depreciation terms for assets in the fiscal year to be closed

Run the last regular depreciation posting run. If the depreciation amounts changed since the last regular posting run, you can start additional posting run. You can start additional Posting


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Runs for Special Periods. Run reports on the current asset values. Analyze, whether these values meet the requirements

Open New Depriciation Area

1

2

3 4 5

6

Assign Financial Statement Version to company code and deprecation area Make Depreciation Key default available for change by Screen Layout Assign Tax book to Asset Classes Change name of tax book (optional) Specify rules for value takeover

T-code OAYN

T-code AO21

Drill into screen layout rule, then check ‘Asset class’ to maintain at the asset class level

T-code OAYZ T-code OADB T-code OABC

Specify depreciation area applicability for transactions

(Deselecting ‘Ident’ (for identical) here allows adjustment postings to book 10 only)

menu path: Asset Accounting (Lean Implementation) Depreciation Areas Specify Allowed Depreciation Types for Depreciation Areas Make tax book applicable for all activities used by book 01

7

Set Transfer of Depreciation Terms

T-code OABD

(Deselecting ‘Ident’ (for identical) here allows different depreciation schedules to book 10 vs.

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi book 01)

8

9

To Post Asset that has not been posted in a closed Fiscal Year 1

2 3

4

5

6

Create Tax Adjustment Transaction Types for book 10 Copy 100 to Z transaction type

T-code AO73

Restrict to Book 10

T-code OAYA

Post-Production: Activate on existing asset base

T-code AFBN

Reverse fiscal year closed by following the 'Reverse Year-end Closing' procedure. Open the accounting fiscal year Post the fixed asset acquisitions in the reopen fiscal year. Repeat depreciation run for the last period of that closed fiscal year. Repeat depreciation run for the last period depreciation run of the current fiscal year. Closed fiscal year by following the 'Yearend closing' procedure.

T-code OB52

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7

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Closed the accounting T-code OB52 fiscal year

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FI-MM/SD Integration FI-MM Material Master

Material master has various views right from Basic views to Purchasing views, production, sales and distribution and accounting and controlling views.

To view valuation class (accounting 1 view )

Movement type

(T. Code MM03)

In the accounting view of Material master amongst other values we have a Valuation Class field. This Valuation class is the vital link which ensures that Accounting documents are posted automatically. Examples of Valuation Class could be Finished Goods,Semi Finished goods, Raw Material The combination of this Valuation Class+ the Movement Type(which I have defined below) helps in determining the Gl accounts. Read this statement twice to understand how gl accounts are automatically updated . All Material movements in MM happen with respect to a Movement Type. For eg Goods receipt is defined with movement type 101 Goods issue to production order is defined with movement type 261 Scrapping of goods is defined with movement type 551 Goods delivered to the customer with movement type 601 Initial upload of stock is defined


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with movement type 561

MM Transaction

Good Receipt of Raw Material against a purchase order

(T.Code OBYC)

SAP helps us to have different gl accounts for the various movements for the same material by linking this movement type to a transaction key. Goods Receipt of Raw Material against a purchase order:Movement type for goods receipt against purchase order is 101. The accounting entry posted is as follows:Debit Inventory of Raw Material.

You need to update the BSX transaction key with the GL code Inventory of Raw material account. Double click BSX and select Valuation modif. and valuation class. Credit GR/IR (Goods Receipt/Invoice Receipt)

For the GR/IR account you need to update the WRX transaction key with the GL code GR/IR Movement type used for posting – 101(GR agst prod order)

Goods receipt ( made for finished goods against a production order)

Debit Finished goods

In transaction key BSX for the valuation class finished goods we attach the Finished goods GL code.

Credit Change in Finished goods

Good issue

(T.Code OBYC)

For change in Finished goods we update transaction key GBB and general modification key AUF. Raw material is issued to the production order. Movement type used for posting

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the above transaction is 261 – Goods issue to order Debit Raw material consumption Credit Inventory of Raw Material

The transaction Key GBB needs to be updated. GBB key is used for various offsetting posting entries. Within GBB transaction there are various account grouping (general modification).

Goods Issue (Posted for sales)

(T.Code OBYC)

In this case you need to update general modification VBR with the Raw Material consumption account. Movement type used for posting – 601 Debit Cost of goods sold transaction key GBB is updated with general modification key VAX

Goods scrapped (T.Code OBYC)

Credit Inventory of Finished goods Movement type use for posting – 551. Debit Raw material scrapped

The Raw Material scrapped account is attached to transaction GBB key and general modification key.

Goods issue (sampling for quality)

(T.Code OBYC)

Credit Inventory Material Movement type 331

Raw Debit consumption.

of

Raw

Material

Raw Material consumption account is attached to GBB and general modification key VQP is Credit Inventory raw material

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Movement type used for posting Initial stock (T.Code OBYC) – 561 upload

Debit Inventory of Raw Material The transaction key GBB Credit Stock data takeover account

The transaction Key BSA

To help identify the identifier in GBB Transaction Key

(T.Code OMWB) STEP 1 Go to options>simulation>application area Select: simulation for Inventory management movements. STEP 2 Go to options>simulation>input mode Select :the input of material number or input of valuation STEP 3 Go to options>simulation>account check Select :No check of referenced G/L accounts STEP 4 Click on simulate STEP 5 Select :Valuation class(e.g.3000), Movement type(e.g. 261). STEP 6 Double click on GL ORDER for example, so that it becomes blue. STEP 7 Click on Account Assignments. Now here it shows the offsetting entry posting and the required account modifier. In this case the general modification required is VBR.

Thus simulation helps us in finding the general modification required for transaction key GBB

FI-SD

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi All (T.Code-VKOA)

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Billing transactions happening in the Sales and distribution module will result in FI postings. All accounting entries with respect to the billing will have one side of the account as a Customer or receivable and the other side to be a revenue account Eg Debit Customer Credit Revenue Account You have to bear in mind that the customer account gets picked up from the customer master data. All we need to do is to configure the revenue account or the discounts and Sub charges.

You make the allocation for each of these through access sequences. SAP provides the following six ways of determining the Gl accounts in SD.

1) Application (key for

Pricing Procedures

the Sales and Distribution application) 2) Account determination type 3) Chart of accounts (from the FI System 4) Customer account assignment group 5) Materials account assignment group 6) Account key The account keys are attached to the condition type in the sales pricing procedure.

IMG >Sales and Distribution>Basic Functions >Pricin g >Pricing Control Step 1 Define And Click on Maintain pricing Assign Pricing procedure Step2

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Procedures

Highlight what ever procedure, and double click on control

Controlling General Controlling Maintain Controlling (T. Code –OX06) Area (Enterprise) Maintain Controlling (T. Code – OKKP)

Enter Company Code Enter Name

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Area (Controlling)

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In the Assignment Field > Select Controlling area same as company code In the currency setting Select 10 (company code currency) Enter fiscal year variant Give a name to cost center standard hierarchy and then System will give a message Click on Yes button and save

Enter fiscal year In Activate Components Cost centers >Component Active Select AA Activity Type Check box Order Management >Component Active Commitment Management >Component Active Profit Analysis >Component Active The Reconciliation ledger is used to reconcile the change in values that affect the balance sheet with data in the Financial Accounting module. When a controlling area is created, it is immediately active.

Select Check Box Profit Center Projects Sales Orders Cost Objects Real Estate Management and save

Maintain

Number (T. Code – KANK)

Every transaction initiated

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Ranges Ranges for Controlling Controlling Documents

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in t he CO module gene genera rate tess a docu docume ment nt.. Example Exampless of transactio transactions ns in CO are planning primary costs, or making an asses assessm sment ent of actual actual costs Each document created in the system has a number. Thes Thesee numb number erss can can be assig assigned ned manua manually lly (i.e. (i.e. externally by the user) or inte nterna rnally lly by the the R/3 system. Transactions, Transactions, and therefore docum document ent num number bers, s, are orga rganize nized d in the the R/3 syste system m in Numb Number er range range groups. A range ange of docum ocumeent numb number erss is assi assign gned ed to each group, so that docum document entss relati relating ng to a particular type of tran transa sact ctio ion n are are easi easily ly recognized zed by their numbers.

Enter Company Code and Click on Groups Select COIN and From the Main menu >Go To >Insert ente enterr the the name name of txt txt as well as number range e,g 1-49999 press enter, then then it show showss you you your your number range, however , sometimes coin does does not not get get assi assigne gned, d, there fore, you would have to assign it by checking the box which is assigned assigned to your number range and the double click on COIN, which then turns blue, and then you right click click then select maintain maintain

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi button . you then get a msg COIN CO through to FI.

Main Mainta tain in Oper Operat atin ing g Concern Maintain CO Versions

Postings

(T. Code – KEP8) (T. Code – OKEQ)

Select lect 0 Versio rsion n and double click on Controlling area settings Enter controlling area Click on Settings for fiscal years Please make sure that all chec check k boxe boxess of all all the the years have to be selected and do not select lect any any chec check k box box for for vers versio ion n locked. Save

Create GL Account for (T. Code – FS00) “Raw Material – Controlling Account”

Cost Element Accounting Cost Element Accounting

Activate Reconciliation Ledger

(T. Code – KALA)

The reconcili reconciliation ation ledger ledger is a tool tool used used to portray portray tran transa sact ctio ion n figu figure ress in


123

controlling in summarized from. In the reconciliation ledger, controlling data is tota totale led d and and valu valuate ated. d. It shows you the data in all controlling applications for a cost element as well as totals for company codes, business areas, areas, object type, and object classes and so on. The reconcili reconciliation ation ledger ledger has the following task It recon reconcil ciles es contro controlli lling ng with financial accounting It provides an overview of all cost incurred The reconcili reconciliation ation ledger ledger contains information about data flows : Which business transaction causes the data flow Betwe Between en whic which h obje object ct type, object classes Between Between which which company company codes, codes, business business areas and functional areas The SAP SAP R/3 syste ystem m summari sum marizes zes informat information ion about about which which costs costs were were incurred incurred on which which object object (cost center, orders and so on). It also summarizes data for object of the same object type ype, com compan pany code code,, business area, object class and functional area. Postings in the reconc reconcili iliati ation on ledger ledger are differentiated according to the following following criteria criteria and creating a total. Account (cost element) Company code Business area Functional area Origin (subdivision of the cost element) Object Object type (cost center, center, internal order, project and

124

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi so on) Object class

Activate the reconciliation Ledger in your controlling area at the start of a new posting period. If necessary, repost for previous periods in your controlling area to do so choose reconciliation ledger > Repost

Assign reconciliation document type to CO Maintain the CO –FI automatic account assignment configuration Reconciliation Posting Assign Reconciliation Ledger Number range Create (Primary Cost Element)

(T. Code – OKKP) (T. Code – OBYB)

(T. Code – OK13) (T. Code – KA01)

Before creating Primary cost make sure that they are created in the GL accounts Sort code: Posting date Field status: G004 cost They are those which are created from FI general Ledger Accounts and impact the financial accounts eg. Traveling expenses, consumption account in fact any Profit and Loss GL account

The integrated nature of the R/3 System means that you need to create expense accounts in Financial Accounting with corresponding primary costs elements in Controlling.

125


This ensures that you can reconcile expenses in FI with primary costs in CO.

Before you can create primary cost elements in CO, you first need to create them as G/L accounts in FI. All primary elements can directly.

cost post

To be able to post to a primary cost element, you require a costcarrying object (such as a cost center) to identify the origin of the costs. Examples of primary cost elements are material costs and salary costs Primary cost elements are for actual costs

You only create primary cost elements if the chart of accounts contains the corresponding G/L account. The R/3 system uses the name from the master data for G/L accounts in FI for the cost element. However, you can change this name in CO.

Configuration

In the cost element field press F4 and


126

select the account you want to make as cost element Enter valid from/ to and Press enter key The period of validity should begin on the first day of the current fiscal year. Only then are backdated postings possible.

Create (Secondary Cost Element)

(T. Code – KA06)

They are those which are created only in controlling and do not affect the financials of the company. It is used for internal reporting only. The postings to these accounts do not affect the Profit or Loss of the company. These are used to record internal value flows like activity allocations, assessments and settlements.

Secondary Cost elements are created in and for CO for the purpose of Allocation of Costs within CO. for example IF you want to debit one cost object and Credit another cost object. The Carrier of such transaction would be the Secondary cost element Secondary cost elements are posted indirectly. Secondary cost elements are created for all specified cost


127

elements, and the name is taken from the cost element category. The following categories exist for secondary cost elements: 21 Internal Settlement: Cost elements of this category is used to settle order costs to objects in controlling such as cost centers, pa segments etc. 31 Order/Results Analysis:

When you create a cost element, you must assign a cost element category. This assignment determines the transactions for which you can use the cost element. For example, category 01 (general primary cost elements) is used for the standard primary postings from Financial Accounting or Materials Management.

it is always helpful to segregate the secondary cost elements from primary by using distinct account number ranges for each Cost Elements Default Settings Create a Batch Input Session

(T. Code – OKB2)

(T. Code – OKB3)

Enter controlling area Valid from Valid to Session name Batch input user Click on execute button.

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Then you can see the list of the GL Accounts will become cost elements but make sure that you have to each and every account and change the field status group from G001 to G004 then only you will be able to use them as cost elements

Note! Check for cost elements that have been accidentally included. Once master dater has been created in the system, it will exist until validity period expires. Execute Session

Batch

Input

(T. Code – SM35)

Whatever the name you have given in the create batch input session will appear in this process. Select the process and Click on process executable button. Once you click process button

on

A small window appears then Select display errors only and click on process button.

You can run the batch job online or in the background , but for performance reasons, it is recommended that the program be run in either background or display error only mode.


Create Groups

Cost

Element

Displaying the cost elements in cost center groups

(T. Code – KAH1)

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Correct any fallout or errors after processing. When running a batch online, you can correct any errors as they appear. A cost element group is always created with reference to a chart of accounts. The one that is used is determined by the controlling area in which you are working. The group can be used in all controlling areas that work with the same chart of accounts.

(T.Code KAH3 )

Cost Centre Accounting Cost Centre Accounting

Maintain cost centre categories

(T. Code – OKA2)

Cost centers can be organized around many different criteria. They can be based around areas of responsibility,


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or according to physical or accountingcharacteristics. Something to remember is that, a new cost centre would absorb the settings that are configured here; any future changes to a category will not have a retroactive impact on previously created cost centres. To affect, an existing cost centre, you must make desired changes manually

Define time- based field for cost centre Create Cost Centers

(T. Code – OKEG) (T. Code – KS01)

Cost center is an organizational unit & area of responsibility. It is a cost object where cost is collected. There is only one standard hierarchy for each controlling area. Each new cost center must be assigned to an end node of the standard hierarchy. Enter Cost Center Name,Validity date Press enter key Please make sure that you select from the list AND do not select Numeric values only Characteristics values can be selected. Enter cost center name and description Person responsible (optional) Department Cost center category (SELECT FROM THE


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LIST) Hierarchy area (will be displayed automatically) Business area Currency and . Remember, cost centre should be assigned to the lowest node on the standard hierarchy, if you attempt to enter master at summary level, SAP will stop the assignment with an error.

Create Cost Groups

Center

(T. Code – KSH1)

Field Status Variant (T. Code – OBC4) Run Cost Center (T. Code – Reports S_ALR_87013611)

How to see cost center wise data

(T. Code – KSB1)

Create Secondary Cost Element

(T. Code – KA06)

Create Activity Types

(T. Code – KL01)

Enter name to Cost Center Group and Press enter key Enter Controlling Area Fiscal year From period to period Plan Version (automatically appears) but make sure that it will be 0 version Enter cost center group or value (any cost center you want to take the report for) Cost element group or Value Enter cost center or cost center group Enter cost element or cost element group Posting date from /to Display variant >1SAP (select from the list) Enter Cost element name Cost Center > 555 or any Valid from /to Click on Master Data on the tool bar Enter for example, Name > Cafeteria Description >Canteen Expenses Element Category >43 (select from the list) and save Similarly you can create Telephone Expenses / Bank Charges / Medical expenses The performance of a cost

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center must be measured in order to make an internal performance allocation. Measurement units, such as direct labor hours, quantities or number of units, are used. Activity Type is nothing but an activity, which involves in operations expenditure for example telephone expenses, machinery repairs, procurement expenses etc.

Typical examples of activity types for cost centers are machine hours , administrator hours , CPU minutes or units produced. Working with the complete costs of a cost center from an actual or planned activity, a price can be calculated for each activity type.

You can assign one activity type, multiple activity types, or no activity types to a cost center.

Enter Activity type name and description Valid from/to and click on Master data Enter Name and description > Labor charges Enter Cost center category Choose Activity types. For an activity type, you must first specify whether or not an allocation is possible. Choose allocation cost field(secondary cost)


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The entry made in the Activity type category field will also indicate the allocation status of the activity type. The activity category that is given here must correspond to the specification made above regarding allocation. The value 1 stands for normal activities, which can be cleared between cost centers. That means that a credit will be posted for the submitting cost center, and a debit will be posted for the receiving cost center. Non-clearable activities are required if a cost center does not submit any service or activity to another center, but would like to determine its labor utilization rate internally. Direct labor minutes, however, are clearable activities. Finally, the secondary cost element is entered in the Cost element field. It will be used to develop the internal cost allocation for the activity. The Activity price indicator determines which procedure

Create Statistical Key Figures

(T. Code – KK01)

Will be used to determine the price scale with which this activity type will be cleared. Statistical key figures are used in the R/3 system for analyses and evaluations. They can also serve as base values for assessment or cost distributions. For example, it is possible that the costs for a


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telephone system, or basic telephone charges, might be divided up between individual cost centers. Examples of statistical key figures are surface area, space, number of employees, work centers or telephone units. The standard for the distribution would be a statistical key figure - in this case the number of phones in a particular cost center.

Key figures defined as fixed values are valid as of the posting period, and in all subsequent posting periods of the fiscal year. E.g. number of telephone calls Examples of fixed values include surface area (in square meters) and space (in cubic meters).

Fixed values remain constant over a long period of time They can, of course, also be changed. The new value is then used from the point in time when it was changed, and onwards for all following periods.

Key figures defined as Totals values are valid only in the posting period in which they are entered. Examples of summarized values include number of employees, number of work centers or number of telephone units These Total values are not carried over to the

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi following periods.

Summarized Summarized values can vary from period to period.

Enter Name. In the Stat. Key. Fig. UN field >Select % or any other measurement unit. Select total or fixed values radio button and Save Note: The statistical key figures are not automatically updated from Controlling to Profit Center Accounting. You have to carry this out manually in Profit Center Accounting by calling up the appropriate report.

Assign Transactions to Statistical Key Figures General Postings

(T. Code – KANK) (T.Code F-02)

Create General Ledger (T. Code – FS00) Accounts Distribute Distribute expenses to (T. Code – KB31N) other Cost Centers

For example example Debit Debit (40) > Canteen Expenses (select from the list) Amount unt > 500 5000 0 Text > payment of canteen expenses Credit (50) > Bank or Cash Amount unt > 500 5000 0

Enter Document Date and posting date Document text Screen variant (01SAP Cost center) will be appeared automatically In the receiving cost center field (enter the cost center to which the expenses have to allocated using the percentage rates). rates). In the statistical Key figure field >enter the SKF through which we can

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi allocate the expenses.

In the total quantity field > Enter the percentage rate In the text field > Enter the text and save Please make sure that you will be assigned the number range to Process come to RKS before you come enter statistical key figures

To see the balance in service cost center Display the cost center hierarchy Display the cost center hiera hierarc rchy hy along along with with the master data Displ Displayi aying ng the cost cost elements in cost center groups) Maintain Automatic Assignment

(T. Code OKB9)

Automatic account assignment assignment is used only for actual postings if, for example, cost element 459000 is to be posted in company company code US01, an order from the controlling area will be proposed for for the account assignment assignment (e.g., order number 10000082) You can now find out about the BArin column column by clicking on it, otherwise click on "Continue".

Setting Up screen Variant

The cost accounting object can be entered in the columns for a cost center, an internal order or a profit centre. Actual postings include, amongst other things, repostings of costs and revenues, internal activity allocations, and statistical key figures.


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Unlike with periodic allocations, each transaction in this process is entered manually. A large amount of information must be entered. For activity allocation, for example, you must enter the sending cost center, the activity type, the amount and unit of activity, the receiving cost center, a receiver order or other cost accounting object.

To facilitate this, the R/3 System provides screen templates which only contain those fields that are needed

Period Allocations

to enter your current transaction. If these screens do not meet your needs, you can design others in Customizing. Procedures like these, which are repeated, can be automated. Some preparations are required to make this possible. The following questions must be answered:

Which cost managing objects allocate your costs and Which cost accounting objects are the receivers? Which expenses or activities are to be allocated? Which criteria or keys/codes should be used for the allocation? You must also indicate if

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the sending and the receiving cost center must be iteratively processed.

1)Periodic Reposting

(T. Code – KSW5)

In Cost Accounting, at the end of an accounting period There are periodic allocations which must be carried out. These are: Reposting which are credited to clearing cost centers. But the reference to the original document remains intact.

Periodic Reposting allows for any CO object to be sender or receiver. Due to the method in which they post, both periodic reposting and distributions will allocate primary cost only Config

In the screen for creating header data for periodic reposting there is an additional option: as well as the object currency and the transaction currency, you can also include the consumption data. The assessment cost element is not included in the segment data because the cost element remains intact during a primary cost reposting. To make this work, the cost element that is to be posted must be entered without fail.


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For reposting, orders can still be used as senders.

Repost Line Using FI (T. Code – KB61) Document Assign Process RKU1 (T. Code – KANK) to Controlling Area Manual Re postings of (T. Code – KB11N) Costs

Reposting are only performed in Controlling and have no effect on Financial Accounting. However, if an incorrect cost element was posted, the reposting must be done in Financial Accounting.

Manual Re postings of Costs :Display (T. Code – KB13N) Manual Re postings of (T. Code – KB14N) Costs: Reverse Planning Department (T. Code – KP06) Wise Periodic Allocation 2

(T. Code – KA06)

Create Assessment Cost Element Similar to Create Secondary Cost Element

Determine Assessment Receiver types Define Assessment

Because assessment allows you to settle both primary and secondary cost, a new type of cost element called an assessment element must be created. The assessment element is a secondary cost element used to post both the sender and receiver during processing. The cost element category should be 42.

(T. Code – KCAU) (T. Code – KSU1)

In the Cycle field, you must give the new cycle an identification code. It can be up to six characters in length. Press Enter. If this were a new cycle, you would need to indicate when the period of validity ends and provide descriptive text about the cycle. The object- and the transaction currency could

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be included in the procedure and also if a separate document should be created for each of them. Be aware that this would greatly increase the volume of data. A segment can be attached to a cycle, hence you click on the ATTACH SEGMENT Every segment in a cycle should be given a meaningful name and some descriptive text. You must specify a assessment cost element Sender and Recvr

The sender and the receiver of the assessment can be more closely defined in the Allocation characteristics field group. Receiver Factors

Tracing

For the tracing factor in this case, you may consider actual or planned costs and consumption, statistical key figures and activities.

Create Cycle

Assessment (T. Code S_ALR_87005742)

The tracing factor can be restricted to individual cost elements, statistical key figures or activity types. The sender and receiver relationships and the corresponding distribution rules are stored in R/3 as Cycles. It is generally sufficient to define one cycle for reposting, distribution, assessment, and indirect activity allocation for the entire controlling area.


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Breaking down into several cycles that are processed in sequence can be very practical, if, for example, you would like to clear departments within the company independently. A cycle is divided into segments. A segment contains the senders and receivers who are subject to the same allocation rules. Cycles are generally created and maintained in Customizing. However, this can also be done in the application. Using an assessment cycle, we will learn how to create and maintain cycles.

Procedure of creating Assessment Cycle.

In the Cycle field, you must give the new cycle an identification code. It can be up to six characters in length.

Assessment Cycle Run Assign Process Called RK1U (Actual Overhead Assessment)

(T. Code – KSU5)

Periodic Allocation 3 Distributing primary costs. When this is done, the reference to the original document is removed.

Distribution

Specify receiver type for distribution Define Distribution

(T. Code – KSV1)

Enter Distribution ID as well as starting Date

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Press Enter

Enter Text Description of Distribution. In the header data there is the consumption data as well as the object currency and the transaction currency. As with reposting, but unlike with assessments, Segment data does not include an assessment cost element because the cost element remains intact through the distribution. As with assessment, only cost centers may be used as senders.

Periodic Allocation 4

Indirect activity allocation, i.e., the allocation of quantities and the retroactive identification of an activity quantity.

Indirect Activity Allocation

With the indirect activity allocation, be aware of the following distinctive features.

Define sender and receiver categories for Indirect activities Define activity types for indirect activity allocation Create actual Indirect Activity Allocation

(T.Code KCAL)

(T.Code KL01)

(T.Code KSC1)

In the screen for creating header data for indirect activity allocation, there is no option for iterative processing. Only the output quantity from a single activity type can be included in the activity allocation. With regards to the segment, you can see that only sender rules on

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quantity are available for indirect activity allocation. The sender is always a cost center in connection with an activity type. Therefore, you must always enter at least one cost center and at least one activity type.

Period allocation costing Percentage method

Furthermore, one cost center can clear several activity types, and several cost centers can clear one activity type - or a combination of the two is also possible. In SAP’s Controlling, imputed costs are irregular costs (e.g., vacation bonuses) which are spread out over all posting periods throughout the fiscal year. The complete expense is posted in Financial accounting. In cost accounting, the expense is spread out over the periods that it affects, e.g., over all 12 periods in the year. The affected cost centers are debited in cost accounting. At the same time an imputed cost object is credited. The imputed cost object can be a cost center or an internal work order. A costing sheet must be setup to carry out the imputed cost calculation automatically. It contains the rules for the calculation. All imputed costs for a controlling area are


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grouped into a costing sheet. There is only one valid sheet for each controlling area at any given time. The cost elements whose posted values form the basis for the imputed cost calculation are stored in the so-called base conditions. In the additional conditions, you should define the percentage that should be added to the base condition values. In the actual cost system, the imputed costs are determined on the basis of amounts that have actually been posted.

Periodic Report

Cost centre>info sys> standard report.

There are a number of standard reports for Cost Center Accounting that comes with the system. For example, cost center reports or cost element reports are often used to compare actual values with planned or target value The reports are always assigned to a client. If the original delivery client was customized to meet company-specific needs, the standard reports are already available but not activated But if a new client is set up, the standard reports must be imported. This can be done when the client is created, or later using an import feature. Click on the Standard reports node to open the next hierarchical level. You can use the Import standard reports feature to import selected standard

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reports from client 000

Specify report language

(T.Code GCRS)

General report

(T.Code OKB6)

The Report language feature can be used to specify the language in which the Report Writer should generate the report. The report will always be displayed in this language. When generating reports, the data from the SAP database is prepared for analysis through the report. First you come to a dialog box that offers both Processing modes. When it is going to take some time to generate, it is a good idea to select background processing. If you are only generating one report, you can select online processing. If you select online processing, this gives a list of all reports/report groups in the client, all the report groups are selected again.

Assuming you want to generate report group Area: Cost Centers, you deselect everything. then you select the required report group Then you click on generate button. In the status bar you see a message that the report group is being generated. It also shows the progress of the generating process


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Profitability Analysis Profitability Analysis

Profitability Analysis is used to present a company's operating profit and show the sources of this profit. A company might want to compare the operating profits from products that were procured against the operating profits from products that are manufactured in-house. Often, analyses of sales statistics on products, customers, and target revenues are not enough to evaluate a company's success adequately.

There are two types of PA

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Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Cost based

Costing-based profitability analysis is used as a fast evaluation tool for Sales Controlling. In costing-based profitability analyses, data can be transferred at two different points: when the order is received, or when the invoice is posted.

Valuation is performed using costing-based estimated values. Account based

Account-based profitability analyses, on the other hand, are always reconciled with Financial Accounting, but are available at a much later stage than costing-based profitability analyses In account-based Profitability Analysis, different valuation bases can be used The costs of the sales volume and revenue deductions are transferred using the account-based estimated value. The product costs are transferred when the goods issue is posted. The revenue and revenue deductions are transferred to Profitability Analysis when the revenue is posted. This means that it is not possible to transfer data when the order is received.

Data Flow in PA

When data is transferred from the Sales and Distribution system, the


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appropriate operating concern is identified from the company code and the controlling area. A line item is generated in Profitability Analysis for each item in the order or billing document. This line item is passed on to Profitability Analysis along with all the characteristics that have been defined in Profitability Analysis, and those contained in the order In account-based Profitability Analysis, a line item is passed on in the same way for each item, and cost or revenue element

Maintain Characteristic

(T. Code – KEA5)

If you want to look at the characteristics for a specific operating concern, you choose the option. Chars from Operating Concern. Or Select All Characteristics If otherwise. You can define your characteristics If the characteristic's ID begins with the letters WW, (Max of four to five digits) it means that it was defined by the user (in other words, it was not predefined in the system)

Sometimes, Characteristics such as sales order and company code, which the system always takes into account, do not appear in the list So you would have to create

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi (T. Code – KEA0) Maintain value fields

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If you want to look at the Fields for a specific operating concern, you choose the option. Fields from Operating Concern. Or Select All Characteristics If otherwise. You can define your Fields If the Fields ID begins with the letters VV(Max of four to five digits) it means that it was defined by the user (in other words, it was not predefined in the system)

Maintain Operating Concern

(T. Code – KEA0)

Sometimes, Characteristics such as sales order and company code, which the system always takes into account, do not appear in the list So you would have to create In order to use Profitability Analysis (CO-PA), you have to define operating concerns. An operating concern is an organizational unit in Financials. The structure of an operating concern is determined by analysis criteria (characteristics) and the values to be evaluated (value fields).

1.) Define attributes (Attributes, controls the time frame buckets in which CO-PA is updated). Attributes are Fiscal year variant : this should match that of the controlling area, once set, it cannot be changed unless it is change to a FYV that has more posting

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period than the original Fiscal Year Variant assigned. Currencies: COPA stores values in only one currency By maintaining the attributes, you make an operating concern "known. 2). Create Data Structure STEPS 1. Click on process button and press enter key

Then the following message will appears click YES button 2. Then enter the name for operating concern and description Select costing based check box And click on create button (data structures) Save. When you click the save button again you click on create data structures button (left side bottom ) You can select When the below screen appears, Click on Activate Icon (left side top)

Data structure controls which characteristics or value fields will be used in the operating concern Note! Once a characteristic is included in Operating Concern, and is posted to, it is next to impossible to delete the characteristics. Value fields are what exactly stores the values (relating to both currency

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and quantity. A value field should group similar types of currency transactions (eg. Revenue , Sales discount, COGS) into one bucket, unlike characteristics , there are no fixed value fields , you must choose each value field you would like to use

Set Operating Concern Assign Controlling Area to Operating Concern

Mapping of SD Condition Types to Value Fields

(T. Code – KEBD)

>Enterprise Structure >Assignment >Controlling >Assign controlling area to Operating Concern > (T. Code – KE4I)

SD uses condition to represent different activities when creating a billing document. The conditions are given values based upon the configuration of each condition type. You would need to work closely with the SD team to determine what condition types they are using. e.g. KF00 -Outgoing Price,RB00- Sales Discount or PTBLInvoice Amount.

Mapping of Condition Types Quantity Fields

SD to

(T. Code – KEN1)

The +/- field allows you to change the natural sign of the incoming value into COPA. Example of Quantity Value fields are BRGEW- Gross Weight FKLMGBilling Quantity in SKU(Stock keeping unit FKIMG-Invoiced Quantity. The quantity field you use depends on your business


Activate Analysis

Profitability

Direct Postings from FI / MM

(T. Code – KEKE)

(T. Code – KE12)

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requirements. The quantity fields are also used in calculation to determine profitability by sales quantity. Enter controlling area and fiscal year Press enter key In the active status field press F4 Select status 2 (component status active for costing based analysis) and save Select FI and double click on Assignment Lines Select 10 >Direct Costs from FI and Select 60 >PRD Material Ledger Single Level And double click on SOURCE button Assign cost elements by using Cost Accounts or Cost Element Groups and in the source area select the check box “Costs / Revenues” Save And double click on “Value Fields” Click on new entries In the “quantity / value” field (select quantity field from the list) and in the “value field” field (select ABSMG (for sales quantity) and save.

Define Number Ranges for Actual Postings

(T. Code – KEN1)

Enter Operating concern Click on change intervals button Go back Click on Maintain Groups Then the following screen appears Select Order Re Projects and Change interval Insert interval Save

Execute a Report on

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Profitability Analysis Report Overview Define Number Ranges for planning Data

(T. Code – KE3M) (T-.Code - KEN2)

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In this step, you define a number range for updating plan line items in each of your operating concerns. In profit planning, the system automatically assigns a number, which lies within your selected interval. Since the system does this automatically, the indicator "Ext" is not checked off. Prerequisites You must have system authorization for maintaining number ranges. You need to have defined the operating concern completely. Actions Define a number range. Notes on transporting You transport number range objects as follows In the initial screen, choose Interval -> Transport.

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

Define Planning Layout

Dependent tables are not transported or converted In the first step, you specify an ID and a description for the planning layout. Click on create button.


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It Takes you to a new Planning Layout, Here, you specify the first characteristic that is to be included in the planning layout. You specify the product characteristics.

Maintain Versions (0) Assign Quantity Fields

(T. Code – KES1) (T.Code – KE4M)

Profit Centre Accounting


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The Profitability Analysis is used in the SAP R/3 system for the internal analysis of units which, for the most part, can be defined by the user.

Profit Centre Accounting

This analysis is geared towards the market, or in other words, products, product groups, customers, customer groups and markets.

Maintaining Standard Hierarchy

T.Code KCH2

A so-called standard hierarchy is defined in the SAP R/3 system to which all profit centers have to be assigned. The standard hierarchy can, therefore, be referred to as a complete group of profit centers.

Maintain

Controlling

(T. Code – OKE5)

Configuring SAP R/3 System Financial Controlling (FICO) (Business Processes & Transaction Codes) Compiled by SAP FICO Consultant Ademola Oduyemi Area for Profit Center

Create a Dummy Profit Center

(T. Code – KF59)

Create Profit Center Assignment of Profit Center to Cost Center Create General Ledger Master Record Create a Revenue Element Maintain Automatic Account Assignment of Revenue Element Maintain Documents Types for Profit Center Accounting Define Number Ranges to Local Documents Choose Additional Balance Sheet Accounts

(T. Code – KE51) (T. Code – KS02)

Derivation Rule for finding the profit center

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. This is the default profit centre for the entire controlling. There can be only one dummy profit centre per controlling area

(FS00) (T. Code – KA01) (T. Code – OKB9)

(T. Code – GCBX)

(T. Code – GB02)

(T. Code – 3KEH)

Click on new entries Enter in the account from field give the starting account and in the account field last account number available in the list of accounts you have in the company code and save

(T. Code – 3KEI)

Click on the create icon, Enter a header E.g. ( Business Area Derivation Rule) Enter from account number to account number > Business area and profit center name and save.

Creation of Center Group

Profit

(T. Code – KCH1)

A profit center group is a hierarchical structure of

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profit centers. You can use profit center groups to group profit centers together according to company-specific criteria. Profit center groups are used for reporting, allocations or in various planning functions, where it does not make sense to enter or display data at the lowest level (with a high level of detail). The standard hierarchy is a special type of profit center group. It has to contain all profit centers belonging to the controlling area and reflect the organizational structure of Profit Center Accounting. Before a profit center hierarchy can be built it is necessary to create profit center groups. Profit center groups are the main elements in the hierarchy and without them it is not possible to assign profit centers to a hierarchy Naming convention

A profit center group can have a maximum of 10 characters. The standard naming convention below is to be used when creating new groups and hierarchies. Position 1: L for local structure, Z for maintenance by SASC Position 2&3: Company ID 24 Position 4&5: SH for standard hierarchy Position 6:

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C of cost center hierarchy or P for profit center Position 7&8: ZZ for highest level or business unit ID Position9&10: Running number The Highest node in the profit center standard hierarchy is Z24SHP0000. (0000 = highest level) Enter( For example ZZ2HT)

Create Profit center group: Structure

Type a description against the profit center group and click on to create a node on a lower level. (A node is a branching point in a hierarchy structure. Beneath a node there may be sub nodes) You can create your groups successively in the group structure display. To do so, select the node from which you want to extend the group, and choose Insert at same level or Insert at lower level.

Set control parameters for actual data

(T. Code – 1KEF)

This defines how postings will update in PCA environment. Prior to accessing this window, it is important that the proper controlling area is set, as you won’t be given the opportunity later. The setting here are maintained by fiscal year. Select new entries Enter fiscal year >This is the period for which the company is to create its balance sheet and inventory. Line item > select this


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option if you want to write line item documents for each item you transfer actual data.

Set control parameters for Actual Data Plan Versions

(T. Code – 0KE5) (T. Code –OKEQ)

Here make the setting required for updating the actual and plan data. This helps control whether plan data from applications is updated automatically in PCA or if you have to manually transfer the postings. For automatic updates into PCA,you should expect interaction to come only cost centre accounting or internal order accounting. All others are manually transferred. Enter settings for fiscal year and currency. Procedures Highlight 0 plan version Click on setting for profit center accounting.

Select new entries Enter fiscal year Select on line transfer check box Select line items check box Exchange rate type M and save

Profit center actual line item

(T. Code – KE5Z)

Internal orders Internal orders

Thus internal order is used to monitor costs for short term events, activities. It helps in providing more information than that is provided on the cost centers.


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It can be widely used for various purposes, If used intelligently it is a real handy tool. Internal order is basically a cost object which is used to monitor cost of a time restricted job. There are various types of internal order the common ones being a Real order where you collect costs and settle it at the month end

(T. Code 1. Activate Order Management in Controlling Area 2. Order Master Data: Define Order types

(T. Code KOT2_OPA)

The order type subdivides orders according to their purpose. An order type includes the following administrative information for orders: Is the classification active? Is Commitments Management active? Are revenue postings allowed (an order with revenues can only be settled to a GL-account or a business segment)? Is the plan integration with Cost Center Accounting active?

How is the status management being used? Which order layout should the master data display determine? What are the residence times for order archiving? Overview order types: $$

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Internal Order Model Order A001 Accrual calculation order F001 Factory Orders F002 Intra Company orders I001 Internal Order Marketing I002 Internal Order Sales I003 Internal Order Service I004 Internal Order General Admin I005 Internal Order R&D I006 Default order assignment (settlement CCA) L001 Belgian capital expenditure P001 Project support order P002 Asset

Rental

P003 FXA Project Control Order: COS P004 FXA Project Control Order: R&D P005 FXA Project Control Order: Marketing/S. P006 FXA Project Control Order:


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Admin R001 Remaining COS order STAT Statistical Internal Order X001 Default order assignment (excl. from CO)

An Internal order is created under an Order type. An order type is used for storing various control parameters and various defaults while creating an internal order. It is used for classifying various types of internal orders according to usage for e.g. Real orders for trade fairs, real orders for Capital investment measure, Statistical orders for motor vehicle expenses. The order type is clientspecific, which means that every order type can be used in all controlling areas. A number range is assigned to the internal order type.

(T. Code KONK) 3. Maintain Number Ranges for Orders

Number Ranges Number Range needs to be assigned to the internal order type. Number range can be internal or external. In Internal numbering system automatically assigns a number from the given number range. In external numbering the user has to manually assign the number from the given number range. Procedure Click on the order type


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you’ve created, click on edit> select element

(T. Code 4. Define Model Orders

Check the box of the group, then, edit>assign element group, then you will see that it has been assigned, then you save Model orders are not orders in the commercial sense, but serve merely as references for creating "normal" orders. Model orders contain default values for the orders in an order type. The Model order is assigned as the reference order in the order type. When you create a new order, all the fields active in the relevant order type are copied from the model order to the new order.

(T. Code KOH1) 5. internal order groups

Order groups are used for several purposes: Order planning, reports, settlement, collective processing and surcharges. Since at any time all groups are offered in a specific system, the group name needs to distinguish whether the group is maintained locally or centrally by the SAS (Z*). Reporting groups can be created and changed locally adhering to the above structure. They are not available on the template system.

(T. Code 6. Maintain UserDefined Planner Profiles

(T. Code OKOS) 7. Maintain Planner Profile


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for Overall Planning (T. Code OKOB) 8. Define Budget Profile 9. Maintain settlement cost element

(T. Code KA01 Primary KA06 Secondary)

Settlement cost elements are used in a specific case to act as the sending and receiving account during settlement. If settlement element is activate within settlement assignment, either a primary or secondary cost element will be needed to facilitate the posting. The receiving object will determine whether you use a primary or secondary element. If the receiver is external to CO, like a G/L account or fixed asset, a primary cost element(22) must be used because of the necessary FI impact.

(T. Code OK06) 10. Settlement: Maintain Allocation structure

If the receiver is internal within CO, like cost center, a secondary cost element is required (21). This defines which cost elements on the order can be settled. This group of cost element is called the origin. It also determines which cost element will be used to debit and credit the sending order or receiving object.

(T. Code 11. Maintain Settlement Profile

(T. Code. SNUM) 12. Maintain Number Ranges for

The first step here is to create a group number to which controlling area can be assigned. The second step is to


assign your controlling area to the new range.

Settlement Documents 13. Orders: Actual/Plan/Va riance Report 14. Orders: Current Period/ Cumulative 15. List Orders 16. List Orders by cost elements 17. List Cost Elements by Orders

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(T. Code

(T. Code S_ALR_87012994) (T. Code S_ALR_87012995) (T. Code S_ALR_87012996) (T. Code S_ALR_8701299v) (T. Code okkp)

18. Activate Order Management in Controlling Area

Year End Closing Activities FI

Select posting period for new fiscal year Carry the balance forward

( (T.Code F.16)

If you tick the postings are not performed, they are only displayed. Problems Encountered After I carried out the test run, I was given an error msg which say that Retained Earning account is not specified as a balance sheet account.

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The reason was that I had assigned it as being a P/L account

Solution

Create a new GL account called it retained earnings under assets. Went into trans OB53 then reassigned the GL account I created as being the new retained earning account. Prepare the balance sheet

AA MM HR Account Payable

Periodic Closing> Closing> Regroup>GR/IR Clearing (T. Code F.19) And Periodic Closing> Closing>Valuate> Foreign Currency Valuation (T. Code F.05)

Close the posting period for the old fiscal year Create the Balance S_ALR_87012284 sheet and P/L Statement Balance Sheet / Profit and Loss Statement Post Depreciation Perform inventory and material valuation Post wages and salaries of last posting period.

Sap Fico Transaction Code by Demo

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