This post was published to OM SAP at 8:32:41 AM 10/27/2010
SAP FI Certification Material 1.1
Organizational Units 1. Client ○ ○ ○
At highest level in ERP system Data entered at client level used for all organizational units Each client has its own set of master data
1. Import Important ant organi organizat zation ional al units units in FI Company code: Independent legal entity ○ ○ For external purpose •
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Business Area ○ For internal purpose ○ Can be used across company codes ○ Can have financial statement for each Business Area
1. Create Create compan company y code code step steps s Copy co. code Copies : ○ Definition (company name) ○ Global parameters (COA, Fiscal year, Co code default) ○ Tables ○ G/L a/c’s ○ Account determination Now edit this data ○ Address Company code currency: This is company code / local currency. All ○ other currencies are foreign currencies. ○ Language Key ○ Country key: This is home country. All other countries are foreign countries • •
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Exer Ex erci cise se:: Org Organ aniz izat atio iona nall Un Unit its s
1. Copy Copy comp compan any y cod code e Tcode: EC01 Data : MR03 • •
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Change company code definition Tcode: SPRO – ES- Def. – FA- Edit, copy, Del- Check co. code- Edit company code data Data: Co. code MR03 Country US Currency USD Language EN
1. Enter company company code Global Global Parame Parameters ters Company code MR03 Company 1000 COA INT Fiscal Year Variant 33 Field st status va variant 1000 Posting Period MR05 Variant
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Variant Principle
1. Variant Variant Principle: Principle: A 3 step step method method to assign assign properties properties to one / more objec objects ts 2. Steps: ○ Define variant ( K4 Fiscal year variant) ○ Determine values for the variant defined: Variant properties ○ Assign variant to objects : Assign variant K4 to object company code
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Fiscal Year 1. Fiscal Year Variant: ○ Define a fiscal year with posting periods Fiscal year contain posting periods + Special posting periods ○ ○ Maximum periods = 16 System derive period for a document from the posting date ○ ○ Special posting period: ○ Used for yearend closing transactions. Posting date falls in last period, can post in special posting period ○ E.g.: FY with PP = 12 and special period = 4. Transaction date falls in 12th posting period can post in 4 th special (16 th) period. 2. Year Indep Independe endent nt Fiscal Fiscal Year Year Variant: Variant: FYV uses same number of periods each year Posting period start and ends on the same date every year • •
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Can be Calendar Year .Here PP = 12 months of the year Can be non calendar year Here PP # 12 months of the year. PP can be from 1 to 16. ○ ○ Need to assign end date for each posting period ○ Need to assign indicator -/+ as required ○ e.g Apr to Mar. For Jan, Feb & Mar year shift of -1 as belongs to old fiscal year
Exercise: Fiscal Year 1. When is the year year specific specific fisca fiscall year varian variantt used? One fiscal year has fewer posting periods than others Start and End dates of posting periods differ from year to year 1. Mainta Maintain in a Fisca Fiscall Year Year Varian Variantt Tcode: OB29 Data: FYV : 33 • •
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1. Assign Assign Fiscal Fiscal Year Variant Variant (33) (33) to company company code code MR03 MR03 Tcode: OB37 1. Cre Create ate a FYV FYV (Non (Non calen calendar dar year year FYV) FYV) Tcode: OB29 Data: •
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FYV Description Number of posting periods Number of special periods Provide necessary year shift
64 4 periods 4 ( Each period has 4 months) 1
1. Defi Define ne bas base e curre currenc ncy: y: Tcode: SAP Net weaver – General settings – Currencies – Check Exchange Rate Type •
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Master Data:
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Genera rall Led edg ger Ac Acco cou unts 1. Char Chartt of of Acc Accou ount nts: s: A variant that contain basic of GL a/c •
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Has a 4 character ID Define properties of GL a/c like language, Length of GL accounts COA assigned to a company code
1. Defini Definitio tion n of Chart Chart of of Accou Accounts nts Tcode: OB13 Define: COA key ○ ○ Description ○ Maintenance language ○ Length of GL a/c ○ Manual / Automatic creation of cost elements Group chart of account ○ ○ Blocked / unblocked. If COA blocked, no GL a/c can be created for this COA • •
1. Direct Directory ory of of GL a/c in COA: COA: Tcode: SE38 – RFSKPL00 •
1. One COA can can be assigned assigned to one / more company company codes codes (variant (variant principl principle) e)
2. COA cont contain ain info informa rmatio tion n about about GL in Company code segment and COA segment Co. code Segment: ○ To use one of the GL account from COA need to create a company code segment Control data ○ ○ Bank / Interest ○ Information Chart of Account Segment: Type / Description ○ ○ Key word in COA ○ Information in COA
1. Bala Balanc nce e shee sheett a/c a/c
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Balance C/F to the same a/c
1. P/L a/ a/c: Balance carried forward to retained earnings a/c and balance set to zero A key is assigned to RE a/c which is the entered in the P/L statement a/c type •
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1. Acco Account unt Gro Group up for for GL GL a/c a/c Grouping of similar types of accounts. E.g. cash a/c, liquid funds a/c, fixed assets a/c, Expense a/c Account group has a number range. For G/L accounts it’s always internal number assignment Account group controls the display of fields (Field status: Display/ Change ...) in the GL master (FS00) (FS00) •
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1. Fiel Field d Stat Status us Field status enable control and display of GL a/c’ master data fields Field status ranking: • •
Status
Field Status
Rank
Hide Display Required Optional
Not used Field display only Field required value
1 2 3 4
1. Reconc Reconcili iliati ation on accou account nt This is a vendor / customer GL a/c in COA. Its corresponding account exist in vendor / customer sub ledger All postings to sub ledger posted to reconciliation GL a/c in GL Reconciliation a/c type: D: Customers, K: Vendors, Assets Cannot post directly to reconciliation a/c Details of customer / vendor reconciliation a/c: SE38 – RFDKVZ00 •
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1. Line Line Item Item Disp Displa lay y Show each transaction as a line in a GL a/c display Line Item display not possible in following cases: Reconciliation a/c (Line item display in sub ledger) Revenue a/c (Sales) • • • •
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Material Stock a/c Tax a/c (Tax amount per line item checked when document displayed)
1. Open Open Item Item Mana Manage geme ment: nt: These a/c have line item display activated Open Item display mandatory for a/c with offsetting entries OI management used for following a/c types: Bank clearing a/c ○ ○ GRIR a/c ○ Salary clearing a/c • • •
1. Acco Account unt Curr Currenc ency y Can select company code currency / Local currency as Account currency Can also select foreign currency as account currency Where LC = A/C currency, can post in any currency Where FC = A/C currency can post in only the FC to this GL a/c. •
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1. Only Only balanc balance e in Loca Locall currenc currency: y: If selected transaction figures to this a/c posted in local currency only To be selected for clearing a/c like GRIR to avoid difference due to exchange rates fluctuation You would set this indicator for accounts in which you do not want the system to update transaction figures separately by currency. • •
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1. GL acc accou ount nt cre creat atio ion n FS00 FSP0 FSS0 OBY2 OBY2 OBY7
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One step centrally COA Segment Co. Code segment Copy Co py co. code seg segment ment fro from anoth nother er comp compan any y code Copy CO COA Segment from an another CO COA
Custo tom mer / Ven end dor Ac Acco cou unts 1. Customer Customer / Vendor Vendor Master Master Data Data have have 3 segments segments General data: ○ At client level •
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Company code data: ○ Any company code that wishes to do business with customer / vendor has to have a company code segment Customer: ○ Sales area segment Vendor: ○ Purchasing org. Segment
1. SE38 SE38 – RFBIDE RFBIDE10 10 / RFBIKR RFBIKR10: 10: To transfer customer / vendor master data from Source Company code to another company code •
1. Can activa activate te automa automatic tic duplic duplicatio ation n check check
2. Accoun Accountt Group Group for custo customer mer / Vendo Vendor: r: Once a customer / vendor created cannot change its a/c group in FI Controls field status of customer / vendor master records Controls customer / vendor number range • • •
1. Numb Number er Rang Range: e: Can be internal / external Each number range can be assigned to one / more account group • •
1. Special Special Custome Customerr / Vendor Vendor master master record record These are one time customer / vendor No information about customer / vendor entered in the master record Customer / Vendor information entered at the time of document posting Special customer / vendor master record cam be used for more than one Customer / vendor • • •
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1. Dual Dual Contro Controll Princi Principle ple Can define certain customer / vendor fields in SPRO as sensitive. For e.g. vendor bank address •
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Now if these fields are changed customer /vendor is blocked for payment Block removed when a second person with authorization confirms / reject such change
Exer Ex erci cise se Ge Gene nera rall Ledg Ledger er,, Cus Custo tome mer, r, Ve Vend ndor or
1. Co Copy py GL GL Acco Account unt grou group p Tcode: OBD4 Data: • •
Copy from SAKO ERG
Copy To CD05 AE05
1. Cre Create ate a GL a/c a/c in GL a/c a/c grou group p AE05 AE05 Tcode: FS00 Data: 176499 (Expense a/c) • •
1. Disp Displa lay y CO COA: A: Tcode: SAP Easy – FA – GL – Info System – GL Reports – Master Data – GL a/c list •
1. Reconcilia Reconciliation tion a/c (Vendor (Vendor / Customer) Customer) contain contain total of sub ledger ledger transacti transaction on figures
2. Cre Create ate a/c group group for for custom customer er Tcode: SPRO – FA – AR/AP – CA – MD – Preparation for creating CMD – Define a/c group with screen layout Data: Copy from KUNA to D05 •
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1. Assign Assign numbe numberr range range to a/c grou group p (D05) (D05) Tcode: SPRO – FA – AR/AP – CA – MD – Preparation for creating CMD •
1. Create Create customer customer A/C A/C in the accou account nt group group D05 D05 Tcode: FD01 / Sap Easy •
1. Search Search term field field in Vendor Vendor master master record record Controlled by field status group Search term A: Required entry so appear Search Term B: Suppressed entry so not appear • • •
1. Define Define sensitiv sensitive e fields fields for dual control control Tcode: SPRO – FA – AR/AP – Vendor a/c – Master data – Preparation for creating vendor master - Define sensitive fields for dual control •
1. Confirm Confirm customer customer / vendor vendor master master changes changes (Dual (Dual control) control) Customer: FD09 Vendor: FK09 • •
1. Numb Number er Assi Assign gnme ment nt GL a/c: Only external number assignment Customer / Vendor master Record: Can have either external / internal number assignment • •
1. Cre Create ate a Vend Vendor or a/c group group Tcode: SPRO- FA- AR/AP – MD – Preparation for creating vendor master record – Define screen layout •
1. Assign Assign numbe numberr range range to vendor vendor a/c a/c group group
2. Crea Create te Vendo Vendorr a/c a/c:: Tcode: FK01 •
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Bank Accounts 1. Bank Bank mast master er Re Reco cord rd Bank master record table: BNKA Change to bank master record / Display of bank changes: SE38 – RFBKABL0 • •
1. Hous House e Bank ank House bank contain bank master data Bank account information for electronic payment GL a/c for each bank account in the HB • • •
1. Bank ank Type: ype: In customer / vendor master record field bank type is used to distinguish different banks While processing vendor invoice (MIRO/FB60) user can chose the bank to which payment will be made by APP by selecting bank type in partner bank field •
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1. Cre Create ate Bank Bank maste masterr record record:: FI01 FI01
2. Defi Define ne HB: HB: FI1 FI12 2
3. Cre Create ate a saving saving a/c: a/c: FI12 FI12
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Document Control
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Document St Structure 1. Docu Docume ment nt Prin Princi cipl ple: e: A document is saved for every posting Every document is identified by: ○ Document number Company code ○ ○ Fiscal Year (Tcode: FB03) • •
1. Docu Docume ment nt Segm Segment ent Document Header Document Line Items (2- 999 line items) • •
1. Docu Docume ment nt Type Type Tcode : OBA7 Document Type defined at client level & applicable for all company codes Document Types : AB (Post all GL ac), DG ( Customer and GL), RV (Customer Invoice), RE ( MM billing document) Document Type Controls: ○ Properties: Number Range Reverse Document Type Authorization group ○ A/C Types Allowed: Asset Customer Vendor Material GL ○ Control data: Negative Postings permitted Intercompany posting Net document Type: system automatically deduct cash discounts from vendor invoices that are posted with this document type ○ Required during document Entry: Reference Number Document Header text • •
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1. Docu Docume ment nt Numb Number er Rang Range: e: Can be internal / external Up to a Future Fiscal Year : Beginning of next fiscal year system uses number following the last number of the current fiscal year For Each Fiscal Year: System starts with a new number each fiscal year A document number range can be assigned to (02) multiple document types • •
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1. Post Postin ing g Key Key PK defined at client level & so valid for all company codes PK Control: ○ D/C indicator • •
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Account type that can be posted ( Customer / Vendor / GL/ Asset / Material) Other Attributes Whether line item connected with payment ( select where incoming / outgoing payment transactions) Indicator whether PK used for entering special GL transactions Maintain field status: (Field status : Suppress, Required, Optional) General Data (Assignment number, Text, Invoice reference) Additional a/c assignments (Cost center, PC, Sales Order) Payment transactions (Due date, Value date, Payment terms, Reason code)
1. Fiel Field d Stat Status us Vari Varian antt FSV is a Group of Field status groups ( G001, G003, G004, G005) Field status group: Is a group of similar features. E.g FSG G001: general characteristic, G003: Material consumption a/c general data, additional a/c assignment etc master fields, fields, G004 : Cost Account Account general data, data, payment transactions, additional a/c assignments etc FSG assigned to GL a/c in tcode FS00 to decide field status of these GL a/c during transactions FSV is assigned to a company code • •
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Posting Periods 1. Post Postin ing g Peri Period od PP is defined in Fiscal Year Variant Usually current PP is open and all other PP close to prevent posting to incorrect PP Can have as many PP open as required • •
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1. Postin Posting g Period Period Varia Variant nt Several company codes can use the same PPV •
1. Post Postin ing g peri period od chec check k PP for a document is determined by the posting date PPV must contain the a/c type + • •
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Other a/c types are for further control of accounts D/K/S/M. Account type + must always be open if posting to be made to any other a/c type
1. Ye Year ar End End Clo Closi sing ng During year end 2 periods are open. Special PP for the last fiscal year and normal PP for the current fiscal year E.g. FY: Apr to Mar. In Apr Special PP 13 and normal PP 1 are open •
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Posti tin ng Auth tho ori riz zat atio ion ns 1. Tole Tolera ranc nce e Group Group Tcode: SPRO-FA-FAGS – Document – Line Item – Define tolerance group per employee Specify Upper limit for following: Amount per document: Maximum permitted posting amount per ○ document for this user group. ○ Amount per Open Item: Maximum posting amount permitted per customer or vendor item for this user group ○ Cash discount per Line Item: Maximum cash discount percentage rate which may be assigned by an employee of the user group. The percentage rate is checked during the entry, change and clearing of open items •
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1. Can create create any number of tolera tolerance nce group group 2. Tolerance Tolerance group group “_____” “_____” blank applies applies to all user user not assigned assigned to any specific specific tolerance group
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Exercises: 1. Simple Simple documen documentt post posting ing GL a/c posting
FB50
Vendor Invoice
FB60
Vendor Credit Memo
FB65
Customer Invoice
FB70
Customer Credit Memo
FB75
Define/ Display / Copy document number range
FBN1
Display cu customer liline it item
FBL1N
2. Button Button Tree: Access Access screen screen variants, variants, A/C assignment assignments, s, Held document documents s
3. Make the text text field field mandatory mandatory for GL a/c a/c At client level: GL a/c posting document type: AB. For document type AB in tcode OBA7 make the text field as required entry At company code level: Find out FSV for the company code in OBY6. For this FSV in field status group G001 (General) make the text field as required. Now assign this FSG to the GL a/c in FS00 •
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1. Define Define varian variantt for for open open PP Tcode: SPRO-FA-FAGS-Document-PP- Define variant for open posting period •
1. Define Define which which periods periods are open open for a posting posting period period varia variant nt Tcode: OB52 •
1. Assign Assign PPV to a compa company ny code code Tcode: SPRO-FA-FAGS-Document-PP- Define variant for open posting period •
1. Create Create a toler toleranc ance e group group SUPV SUPV Tcode: SPRO-FA-FAGS – Document – Line Item – Define tolerance group per employee •
1. Assign Assign toleranc tolerance e group SUPV to your your ID SAPUSER SAPUSER Tcode: SPRO-FA-FAGS – Document – Line Item – Define tolerance group per employee •
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Posting Control
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Default Va Values 1. Using editing editing option option config config screen screen for for different different views views Document entry: Fields hidden (for specified user) if not relevant Document display: Use list viewer for different display options Open Items: • • •
1. When user user log in in his ID has followi following ng properti properties: es: Language Date format Decimal notation • • •
1. Ca Can n cont contro rol: l: Whether fiscal year is proposed when document displayed / changed CPU date proposed as value date • •
1. Maximum Maximum exchange exchange rate differe difference nce between between exchange exchange rate rate in document document header and exchange rate in table TCURR. If it exceed warning display can be set
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Change Co Control 1. Docu Docume ment nt Cha Chang nge e Document header: Only text and reference fields can be changed Line Item: No change can be made to amount, account and PK • •
1. When a document document is change changed d following following inform informatio ation n is logged logged Fields that was changed New and Old values User who made changes Time and date of change • • • • •
1. Displ Display ay chang changed ed docu document ments s Tcode : SE38 – RFBABL00 •
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Document Reversal 1. Can reverse reverse GL, Custom Customer, er, and and vendor vendor document document
2. Documen Documentt can can be reverse reversed d by: by: Normal reversal posting Negative posting • •
1. Reve Revers rsal al Re Reas ason ons: s: The reason for the reverse posting is noted in the reversed document. The field is therefore used as information as to why a reversal was necessary. The reason for reversal also determines: ○ Whether the reverse document is allowed to have an alternative posting date ○ Whether the reverse document is to be created from negative postings •
1. Documents Documents with with cleared cleared items cannot cannot be reversed. reversed. Reset Reset the cleared cleared items items in FBRA
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Paym Pa ymen entt Ter Terms ms an and d Cas Cash h Dis Disco coun unts ts 1. Term Terms s of pay payme ment nt Enable the system to calculate cash discount and Invoice due date. To calculate Invoice due date and cash discount system needs following information: Base Line Date: Date from which Invoice due date is calculated Cash discount % and Cash discount Terms •
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1. Terms of payment payment can can be specified specified in customer customer / vendor vendor master master record in: Company code segment Sales Area segment Purchase Org. segment • • •
1. Terms Terms of of Payme Payment nt defa default ulted: ed: FI Invoice: Entered in company code segment Sales Order: Entered in Sales Area Segment Purchase Order: Entered in Purchase Org. Segment • • •
1. Cred Credit it Me Memo mos s Credit Memos related to Invoices: ○ Enter Invoice number in Invoice reference field under payment Tab during credit memo entry. ○ Invoice Terms of Payment copied to the credit memo ○ Invoice and credit memo due on the same date •
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Credit Memo not related to the Invoice ○ For credit memo terms of payment to be valid enter V in invoice reference under payment Tab
Cros Cr oss s Co Comp mpan any y cod code e Tra Trans nsac acti tion ons s 1. Cross Cross compa company ny code code transac transactio tions ns Transactions involve 2/ more company codes. E.g.: ○ 1 company code purchase for multiple company codes 1 company code pays for multiple company codes ○ ○ 1 company code sells for multiple company codes •
1. One document document can can be posted in in one company company code code so in cross company company code code transaction system post document in both company codes The documents are linked by a clearing a/c There are two or more documents linked with a common reference : 1st company code + 1 st company code document number + Fiscal Year ○ • •
1. Tax postin posting g in cross company company code code transac transactions tions Whole amount of tax posted to the company code of 1 st line If tax is to be distributed use report: SE38 – RFBUST10 • •
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Exercise 1. Ensure document document assignment assignment field field is not changed changed in tcode tcode FB02( Restricti Restriction on at company code level) Tcode : SPRO – FA – FAGS – Document – Line Item – Document change ○ rules Ne w entries – Field name assignment (BSEG-ZUNOR) – Applicable for ○ what a/c type (S/K/D/A) – Company code 2. Ensure document document assignment assignment field field is not changed changed in tcode tcode FB02( Restricti Restriction on at client level) ○ Tcode : OBA7 3. Prereq Prerequis uisite ite for for negative negative revers reversal: al: Company code allow negative posting (OBY6) ○ ○ Reversal reason code allow negative posting ( SPRO- FA- GL – BT – Adjustment posting – Define reason for reversal) 4. FI Docu Document ment reversa reversall : FB08 FB08 5. Reset Reset clea cleared red items: items: FBRA FBRA 6. Cre Create ate a new new terms terms of Paym Payment ent ○ Tcode : SPRO – FA – AR/AP- BT – Incoming invoices / Credit Memos – Maintain terms of payment – New entries Terms of payment AC03 Customer Blank
Blank
Vendor
Select
Defa Defaul ultt ba base lin line e da date
Post osting ing dat date e
%
%%
No. of days
Blank
%
2%
No. of days
14
No. of days
30
Explanation area of payment terms automatically defaulted
7. Assign Assign terms terms of paym payment ents s to vendor vendors s ○ Tcode: Easy – accounts – FA – AP – MR – Change – Company code data – Payment transactions 8. Base Baseli line ne Date Date ○ Date system uses to calculate vendor/ customer invoice due date and cash discount amount 9. Taxes axes ste steps ps:: ○ Create a new tax code (FTXP) ○ Assign a GL A/C to tax code to enable automatic postings (FTXP) ○ Define the tax code to be used in enjoy transaction ( OBZT, SPRO – FA – FAGS – AR/AP – BT – Outgoing invoice – Define tax code per transaction) ○ Post a customer / vendor invoice to show automatic posting 10.Create a new tax code ○ Tcode : FTXP Country Tax code Account Type Acct Key Tax Percent COA Tax a/c
GB 03 Output tax MWS 20% INT 175000
11.Configure automatic postings for cross company code transactions ○ Tcode: OBYA 12.Display cross company code documents ○ Tcode: Easy – Accounts- FA – AP – Document – Cross company code transactions Tcode : FBU2 / FBU3 / FBU8 ○
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Clearing
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Clearing 1. Two Two way ways s to to cle clear ar OI ○ Account clearing (F-32) ○ Post with clearing
2. Documen Documents ts with with OI cannot cannot be be achiev achieved ed 3. Post Post a cust custom omer er Invo Invoic ice e ○ Tcode: FB70 Customer a/c Dr To sales a/c
5000 5000
4. Post Post a custom customer er cred credit it memo memo ○ Tcode: FB75 Sales a/c Dr
5000
To Customer a/c
5000
5. Post Postin ing g with with Cle Clear aring ing Invoice is posted to customer Customer pays invoice and payment assigned to the Open Item Invoice cleared with above payment & balance is zero • • •
1. Clearing Clearing transac transaction tion creates creates a clearing clearing document document Clearing document no line items as no account posting •
1. Clea Cleari ring ng Tcod Tcode: e:
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Automatic: F.13 Manual: F-03
1. Automa Automatic tic Cleari Clearing ng Prog Program ram Program groups items in a GL a/c where they have same entries in the following fields: ○ GL a/c number ○ Currency ○ Special GL indicator Five definition criteria ( Assignment field) ○ If balance is Zero in Local currency, program clears the items Account to be cleared defined in SPRO •
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Automatic Program does not clear following items: ○ Noted Items (Only information) ○ Statistical posting ( Same a/c both D/C posting) Down Payments ○ ○ Items with withholding tax entries Assignment Field: Value comes from sort fields fields in FS00 FS00
Tolerances: 1. Tole Tolera ranc nces es:: Rules that define acceptable differences during posting •
1. Type Types s of Tol Tolera eranc nces es:: Employee Tolerance Group: ○ Upper limit for posting transaction ○ Permitted payment differences •
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GL a/c Tolerances ○ Permitted payment differences (Clearing a/c, GRIR)
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Customer / Vendor Tolerance Group provides for Permitted payment differences ○ ○ Posting residual item for payment differences
1. Tolera Tolerance nce Group Group defi defined ned in in 2 steps: steps: Group Definition: Tolerance group defined by: ○ Group key ○ Company code ○ Currency code The Key “___” blank is required as minimum tolerance group •
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1. Tolera Tolerance nce Grou Group p Assig Assignmen nment: t: Employee Tolerance Group: Assigned to employees GL a/c Tolerance Group: Assigned to GL a/c in FS00 Customer / Vendor Tolerance Group: Assigned to customer / vendor in customer/ vendor master records If no tolerance group assigned then blank tolerance group applies • • •
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1. Automatic Automatic clearing clearing of Paymen Paymentt differe differences nces Payment differences should be with in both tolerance (amount & %) to be cleared automatically Entries in tolerance group always cleared in Local currency / company code currency •
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1. Manual Processing Processing of Payment Payment Differ Differences ences High payment differences can be manually processed as follows: ○ Partial Payment: Post as partial payment. Document remains open ○ Residual Item: Post payment differences as residual item. Original document and payments are cleared. A new document is created for the residual item Write off: The difference is w/off to an a/c. Manual a/c assignment for ○ w/off •
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Reason Codes: 1. Reason Reason codes used used to analyze analyze and and post post payment payment differenc differences es 2. To assign assign more than one reason reason code code to a payment payment differenc difference e click click distribute distribute differences 3. Reason Reason code code functi functions ons:: ○ Control type of payment notice sent to the customer ○ Control account to which residual item posted Exclusion of residual item from credit limit check ○
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Exch cha ange Rat Rate e Di Diff ffe eren ence ces s 1. When clearing clearing open open items against against payment payment received received exchange exchange rate rate difference may occur due to exchange rate fluctuation. This is posted to exchange rate difference realized account 2. Exchange Exchange rate differenc difference e also occurs occurs when valuating valuating foreign foreign currency currency open items for financial statements. These are posted to separate Exchange rate difference account and reverse in next period.
1. Create Create a Reason Code Code goods goods damaged damaged in transit transit (Z03) (Z03) to w/off diffe difference rence to GL a/c mapped to this reason code ○ Tcode: SPRO – FA – AR/AP – BT – Incoming payments – Incoming payments Global settings – Overpayment / Underpayment – Define Reason codes ○ Data: Reason code Z03 Text C
Damaged in Transit Charge of difference via a separate a/c
Type of correspondence with customer
2. Map GL a/c a/c to to Reas Reason on code code Tcode: OBXL Data: 881000 • •
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Cash Journal
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Cash Journal 1. Cash Journal: Journal: A tool tool for managi managing ng cash. cash. Supports Supports posting posting cash receip receiptt and payments 2. Features: es: Create separate cash journal for each currency ○ ○ Post to customer / vendor / GL account (D/K/S) ○ Run several cash journal for a company code
3. Steps in in creating creating a new new cash Journal: Journal: Specif Specify y following following ○ Company code in which cash journal will be created ○ GL a/c’s to which CJ entries will be posted ○ Currency in which CJ runs
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Special GL Transactions 1. Types Types of Spec Special ial GL GL transa transacti ctions ons ○ Down Payments: Down Payment Request Down Payment Bill of Exchange ○ BOE Request BOE Other Transactions ○ Individual value Adjustments (PBDD) Guarantee Interest
2. Down Down pay payme ment nt Req Reque uest st ○ Noted Items, Not included in GL ○ Only 1 line ○ Reminders
Payment Program and Dunning Program can access noted items FBL5N : Noted Items DP Request – Down payment received – DP request considered – Customer Invoice received – DP cleared against customer Invoice
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3. Down Down Paym Paymen entt ○ Part of Financial statement. Create a proper posting in GL a/c ○ FBL5N – Special GL items
4. Guarantee ntee Automatic offsetting entries ○ ○ Displayed in Notes to accounts Customer alternative alternative Reconciliation Reconciliation a/c Dr To Guarantee Clearing a/c Guarantee Clearing a/c
Dr
To Customer alternative reconciliation a/c
5. Configurat Configuration ion of of Specia Speciall GL Transacti Transactions: ons: FBKP Custom er
Reconciliation Reconciliation a/c (FD03)
Alternative Reconciliation (FBKP)
Spl. Transacti on Type
21003
140000
196100
G
A/C Type (D/K/S/A /M)
Spl GL Indica tor
Description
Reconciliati on a/c
Alternativ e Reconcili ation a/c
D
F
140000
196000
D D
A E
140000 140000
170000 142000
D
G
Down Payment Request Down Payment Reserve for Bad Debt Guarantee
140000
196100
1.1
Exercises
1.1. 1. 1.1 1
Ente En terr a Guar Guaran ante tee: e: ○ ○
○
Tcode: F-38 Tcode: easy – A/C – FA – AR – Document Entry – Other – Statistical Posting Data: Document Type PK Customer Due on
DA 09 100196 After 3 months
2. Disp Displa lay y Gua Guara rant ntee ee Tcode: FBL5N (Select special GL transaction) ○
3. Reverse Reverse Statis Statistical tical Posting Posting / Guarantee Guarantee ○ Tcode: F-19 ○ Tcode: easy – A/C – FA – AR – Document – Special GL Transaction – Reverse statistical posting
1.1.1. 1.1 .1.1 1 Cre Create ate a Down Down Payme Payment nt Reque Request: st: ○ ○
Tcode: F-37 Data: Special GL indicator: A
2. Display Display Down Down Payment Payment Request Request of Custome Customerr ○ Tcode: FBL5N ○ Select Noted Items
3. Create Create a Down payment payment agains againstt the DP request request created created earli earlier er Tcode: F-29 ○
4. Post Post a Cust Custom omer er Invo Invoic ice e ○ Tcode: FB70
5. Clear Clear Customer Customer Invoice Invoice agains againstt down down payment payment ○ Tcode: F-39 Customer Click process DP Double click Transfer Posting Save
100196
1.1.1. 1.1 .1.1 1 Ind Indivi ividua duall Adjustme Adjustments nts (PBDD) (PBDD) ○
○ ○ ○
Use Special GL transaction E to make an individual value adjustment of 6000 Tcode: F-21 Tcode: Easy – A/C – FA – AR – DE – Other – Transfer w/o clearing Data:
Posting date
Last day of current month
PK
19
Customer
100196
Special GL Indicator
E
PK
40
GL a/c ( Bad Debt / Uncollectible)
210100
A/C Entry
Bad Debt / Uncollectible Expense a/c (210100) Dr To Allowance for Bad debt (PBDD: 142000 alternative reconciliation a/c for customer 100196) B/S account
6000
6000
2. Reverse Reverse Individ Individual ual Value Value Adjustment Adjustment / PBDD PBDD Tcode: FB08 ○
1
Held / Park Documents 1. 2 ways of of saving saving FI documents documents w/o w/o fully fully completin completing g it: 2. Held Held docu docume ment nt:: ○ Document is incomplete No document number is assigned ○ ○ No a/c balance are updated ○ Not considered for reports ○ Document can be found under only user ID
3. Park Park Doc Docum umen ent: t: ○ Document number is assigned Considered for reports ○ ○ Document can be found with any user ID
○
Can be used as part of principle of dual control
