Sap Fico Notes

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SAP FINANCIAL (FI) NOTES

FULL CUSTOMIZATION PART WITH END USER AREA

WRITTEN BY:

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INTRODUCTION

SAP stands for System Application and Products in data Processing FI stands for Financials

CO stands for Controlling Version : ECC6

ECC stands for ERP Central Component

SAP was released in 1972 – It head quarters in Germany What is ERP?

ERP stands for Enterprise Resource planning, it is integrated all functions in one system.

Organization |

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Purchase Dept. Store Dept. Production Dept. Accounts Dept.

Will have no of departments in organization. ERP integrate all the functions into one system.

It will facilitate free flow of data among the departments. Advantages:

Once stores person updates in the system – It can be shared by account person. No mismatch in reporting – Data Source is only one once updation.

Store Department at Factory: Where the material is received are updates his records send the bill to account person.

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CUSTOMISATION PART

1. DEFINE COMPANY:

Path: Tools - Customizing –IMG (implementation guide) - Execute project (trns.code SPRO)

SPRO stands for SAP Project Reference Object

Select SAP reference IMG button: This is called customization area or configuration area or implementation area

Select IMG activity button

Path: SPRO- Enterprise structure - Definition - Financial accounting - Define company (Tr code is OX15)

It we select IMG activity documentation button: It gives description part about company To select IMG activity button: To do customization

Select new entries button

Company : VMH

Company name : MAHESHNAIDU GROUP OF COMPANY Name of company2 : Blank

Street : Ameerpet Postal code : 500034 Country : IN Language key : EN Currency : INR Select save button or Ctrl+s

By default it gives the latest request we have to create our own request and afterwards to transport to production clients

Select create request button (F8)

Give the short description : FI basic settings for MAHESH NAIDU Mills Ltd Press enter

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Press enter once again to save in the request. We get a message data was saved: Data was saved in two places: 1. Development client 800 2. In Transport request

2. DEFINE COMPANY CODE ( Tr code is OX02)

Path: Enterprise structure - Definition- financial accounting - edit, copy, delete, check company code

Edit company code data Select new entries button Give company code : VMH City : Hyderabad Country : IN

Currency : INR Language : EN Select save button or Ctrl+s

Title : Select company

Name : MAHESH NAIDU mills ltd Street : Ameerpet

Post code : 500034 City : Hyderabad Country : IN

Press enter

To select our request number select dropdown button beside request number. We can see here number of requests.

Select request number by seeing the description. Press enter to save in the request.

Description can be same should be different

3. ASSIGN COMPANY CODE TO COMPNAY

Path: SPRO - Enterprise structure - Assignment - Financial accounting - Assign company code to company ( Tr code is OX16)

Select position button give the company code VMH enter For company VMH assign company VMH

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Select save button or Ctrl+s

Select dropdown beside request number

Select your request number & Press enter to save in the request 4.Define Business Areas

path: SPRO- Enterprise structure- Definition -financial accounting- define business area ( Tr code is OX03)

Business area : VMHH

Description : Hyderabad VMH Business area : VMHB

Description : Bangalore VMH Select save button or C trl+s

Press enter to save in your request

5. CREATION OF CHART OF ACCOUNTS

path: SPRO - Financial accounting- General ledger accounting - GL accounts - Master Data-Preparation - Edit chart of accounts list (TR.CODE.OB13)

Select new entries button.

Chat of accounts : VMH

Description : Chart of Accounts for MAHESH NAIDU group Maintenance language : English

Length of GL account no. : 6 (min 6 max 10)

Controlling integration : select manual creation of cost elements Group chart of accounts : Blank

Under status deselect blocked check box (do not select blocked check box) Select save button or Ctrl+s

Select your request and press enter to save in your request

6. ASSIGN COMPANY CODE TO CHART OF ACCOUNTS

Path: SPRO- Financial accounting - General ledger accounting- GL Accounting- Master data-Preparation-Assign company code to chart of accounts. (Tr .code OB62)

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Give the company code : VMH Press Enter

Press enter to save in your request 7. DEFINE ACCOUTN GROUP CUSTOMIZATION (TR.CODE.OBD4)

path: SPRO-Financial accounting-General ledger accounting- GL accounts-master data-preparations-Define account group

select new entries button Chart of accounts Account group Name From account To account VMH SCPL Share Capital 100000 100099

VMH RSPL Reserves & Surplus 100100 100199 VMH ACDN Accumulated depreciation 100200 100299

VMH SCLN Secured Loans 100300 100399

VMH UNSL Unsecured loan 100400 100499

VMH CLPL Current Liabilities and Provisions

100500 100599

VMH FAST Fixed Assets 200000 200099

VMH CAST Current Assets loans & Advances

200100 200199

VMH SALE Sales 300000 300099

VMH OTHER Other Income 300100 300199

VMH INCR Increase / Decrease in stocks

300200 300299 VMH RMCL Raw material consumption 400000 400099

VMH PRSN Personnel cost 400100 400199

VMH MFRG Manufacturing Expenses 400200 400299 VMH ADMN Administration Expenses 400300 400399

VMH INTR Interest 400400 400499

VMH DEPR Depreciation 400500 400599

Select save button on Ctrl+s

Select your request and press enter and save in your request

8.

Retained earnings accounts:

Path: SPRO – Financial accounting – General ledger accounting – GL Accounts – Master Data – Preparations – Define retained earnings account.

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Give you chart of accounts VMH enter. The transaction code is OB53 . Account assignment

P & L Statement type ‘X’ Account 100100

9. Fiscal year

Fiscal year Fiscal year variant

Indian companies periods April to March +4 special periods V3 US Companies Jan to Dec.+4 Special Periods K4 July to June+4 Special periods V6 Oct. to Sep+4 special periods V9

SAP known only calendar year periods –we have to convert calendar year periods to our accounting year periods.

Month Days Periods Year shift

January 1 31 10 -1 February 2 29 11 -1 March 3 31 12 -1 April 4 30 1 0 May 5 31 2 0 June 6 30 3 0 July 7 31 4 0 August 8 31 5 0 September 9 30 6 0 October 10 31 7 0 November 11 30 8 0 December 12 31 9 0

Path: SPRO – Financial accounting – Financial accounting Global settings – Fiscal year – Maintain fiscal year variant (Maintain shortened fiscal year) (Trs.code is OB29)

Select position button fiscal variant V3 Press enter

Select fiscal variant V3 Double click on period’s folder

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Select back arrow

No. of posting periods : 12 No. of special periods : 4 Select save button or Ctrl+s

Select your request press enter and press enter save in your request. Select Fiscal year variant :B1

Double click on period’s folder. Select new entries button First column Month Second column Day Third column Period Last column Year shift

Month Day Period Year Shift

1 31 10 -1 2 29 11 -1 3 31 12 -1 4 30 1 0 5 31 2 0 6 30 3 0 7 31 4 0 8 31 5 0 9 30 6 0 10 31 7 0 11 30 8 0 12 31 9 0

Select save button

10. Assign company code to a Fiscal year variant

Path: SPRO – Financial accounting – Global settings – Fiscal year – Assign company code to a Fiscal year variant (Trs.code is OB37)

Select position button

Give your company code : VMH Press enter

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Assign fiscal variant : V3 Select save button

Ignore the warning message press enter and press enter to save in the request.

11. POSTING PERIODS

Define variants for open posting periods:

Path: SPRO – Financial accounting global setting – Document – posting periods-Define variants for open posting periods (tc is obbo)

Variant Name

VMH posting period variant for VMH Ctrl+s, press enter in save

Assign posting period variant to company code:

Path: SPRO-Financial Accounting- Financial accounting global settings-

Document – posting periods – assign posting period variant company code. (tc is obbp)

Give the company code VMH

For company code VMH assign variant VMH select save button or Ctrl+s Press enter to save in your request.

Define open and closed posting periods for variant::

Path: SPRO – Financial accounting Global settings – Document – Posting periods- open and close posting periods.(tc is ob52)

Select new entries button.

Vare : Select VMH

Account type (A): Select + (valid for all accounts type) From Account Blank

To account Blank From period one (1) 1

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To period 12 Year (Fiscal year) 2008 From period2 13

Year 2008

To period 16

Year 2008

Second column is option (from period 2) Authorization group (Au.Gr): Blank Select save button or Ctrl+s

Select your request and press & enter to save in your request.

12. Document type and no. ranges

Path: SPRO-Financial accounting-Financial accounting Global settings – Document –Document Header-Define Document Types (Tr.code:OBA7) Select position button

Document type select : SA GL Account document

Press Enter

Select type : SA Select details button (Ctrl+shift+F2)

Number range : 01

Select number range information button Give the company code : VMH Select change intervals button (↓)

Select interval button

No. range : 01

Year : 2008

From number : 1

To Number : 100000

Current number : 0 Deselect external (Ext) check box

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If we select external check box, we have to give at the time of posting what should be the document number.

Select press enter.

Ignore warning message press enter

13. Field status variant and field status groups

Path: SPRO- Financial accounting – Financial global settings – Document –Line item-Controls- Define filed status variants (OBC4)

Select field status variant 1000 that is IDES group Select copy as button (F6)

Change filed status variant (FSTV) to VMH

Change field status name to field status VAR for VMH Press enter

Select copy all button

We get a message number of dependent entries copies 49 Press enter

Select your request and press enter to save in your request.

Select field status variant : VMH Double click on field status group’s folder

Double click field status on G001 that general (with, text, allocation) Double click on General data

Text make it required entry filed Select next group button

Select next page or page down button two times. Business areas make it as required entry field Select Save

Double click on field status group G005 That is Bank A/c obligatory value date

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Double click on General data

Texts make it as required entry field Select next group button

Select next page or page down button two times. Business area makes it as required entry field. Select next group button two times,

Value date make it as required entry filed. Select Save button

14. Assign company code to field status variant :

Path: SPRO-Financial accounting-Financial accounting Global settings-Document – Line time-Controls-Assign company code to field status variants.

(OBC5)

Give the company code : VMH Press enter

For company code : VMH Assign field status variant : VMH Select save button or Ctrl+s

TOLERANCE GROUPS:

15. Define Tolerance group G/L Accounts

Path :SPRO – Financial accounting – General Leger Accounting –Business transactions-open item clearing –clearing difference- Define tolerance groups for G/L Accounts(OBA0)

Company code : VMH Tolerance group : Blank

Description : Tolerance group for VMH Debit posting : 0

Credit posting : 0 Debit percentage : 0

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Credit percentage : 0 Select Save button

Select your request and press enter and save in your request.

16. Tolerance group for employees

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Path: SPRO-Financial Accounting –General Ledger Accounting –Business transactions – Open Item clearing - Clearing differences – Define tolerance groups for employees.(OBA4)

Group : Blank

Company code : VMH

Upper limits for posting

Amount per document (Maximum Amount 9999999999)

Amount per open item account item 9999999999 cash discount per line item 10 Permitted payment difference : Blank

Select Save

Press enter to save in your request.

17. ASSIGN TOLERANCE GROUP FOR COUNTRY

SPRO-Financial accounting –Financial accounting global settings-Tax on sales / Purchases - Basic settings - Assign country calculation procedure (OBBG) Select position button

Give the country IN for India Press enter

For country IN assign procedure TaxUS Sales Tax – USA

Press enter to save in your request.

18. Maintain controlling area

path :- →controlling → general controlling → organization → maintain controlling area → double click on maintain controlling area (OKKP)

Select new entries button Controlling area : VMH

Assignment control : controlling area same as company code Currency setting :

Currency type : 10 (company code currency) Other settings :

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Cctr.std. hierarchy : VMHHIER Select save button

If we got message Select “yes” button

Double click on activate components /control indicators Select new entries button

Controlling area for : VMH Fiscal year : 2013

Cost centers : component active Select ■ AA.activity type check box Order management : component active Profit center ACCTG: check box select ■ Select save button

If we get message Press enter

Maintain controlling area settings

SPRO→ controlling → profit center accounting → basic settings → controlling area settings → maintain controlling area settings → maintain controlling settings

(OKKS FOR YOUR COMPANY) (TC IS 0KE5)

Controlling area : VMH (okks) Controlling area : VMH

Standard hierarchy : VMHPCTRGR NAME; controlling are for VMH

Select Elim. Of int. business vol : check box

FCTR local currency type : 20 (controlling area currency Select STORE transaction currency check box

Profit center local currency : inr (it will come automatically) Select save button

Classify G/L Account for document splitting s

Spro : financial Accounting (NEW) → general ledger Accounting (NEW)→ business transactions → document splitting → classify G/L Accounts for document splitting Chart of Account : VMH

Press enter

Select new entries button Select three columns

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Acct from Acct To cat description 100000 299999 01000

300000 399999 30000 it will come automatically 400000 499999 20000

Select save button

DEFINE DOCUMENT SPLITTING CHARACTERISTIC FOR GENERAL

LEDGER ACCOUNTING

SAME FATH AND NEXT STEP

Deselect all check boxes

Select save button

ACTIVITE DOCUMENT SPLITTING

SAME PATH AND NEXT STEP

Select document splitting check box■ Select save button

leading ledger

MAINTAIN GLOBAL PARAMATERS

Path: →spro→ financial Accounting→ financial Accounting global settings → company code → enter global parameters (OBY6)

Company code : VMH Press enter

Select company code : VMH Select details button

Select propose fiscal year ■ check box

Select defened default value data ■ check box Select negative posting permitted ■ check box Select Additional data button

TDS NO ABCD 1213456 TAN NO 123456 ABCD

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Select back arrow Select save button

CREATION OF GENERAL LEDGER MASTERS

Path: Accounting →Financial accounting –General Ledger-Master records –GL Accounts-Individual Processing –Centrally (Tr. Code is FS00)

1) 100100 RESERVES AND SURPLUS Give the GL account 100100

Company code VMH

From the menu select → GL Account →create Account group: select reserves & surplus

Select balance sheet account radio button ● Short text: surplus in P & L Account

GL Account Large text: Surplus in profit & Loss Account Select control data tab

Select only balances in local currency in check box■ We have kept

Tolerance group: Blank

Select line item display check box■ Short key select 001 posting data Select create / bank / interest

Field status group G001 General (with text, allocation) Select Save button

2) 100000 SHARECAPITAL GL Account : 100000 Company code : VMH Select with template button

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Change account group to Share capital Select balance sheet a/c radio button●

Change short text to : equity Share capital

Change GL account long text to : Equity share capital Other filed are common & select save button

3) 200100 CASH ACCOUNT (current assets and loans and advances ) GL Account 200100

Company code : VMH Select with template button

Give the GL Account 100100 surplus in P & L account Company code : VMH

Press enter

Change account group to current assets, loans & advances Change short text to Cash account

Select balance sheet a/c radio button

Change GL account long text to Cash account Select create / bank / interest tab

Change filed status group to: G005 bank accounts (Obligatory value date) Select relevant cash flow check box,

Select save button or Ctrl+s To view the accounts created

4) 400100 SALARIES ACCOUTN (personal cost) Creation of GL masters (FS00)

Give the GL Account 400100 Company code : VMH Select with template button

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Change account group to personnel cost (Staff cost) Select P & L statement radio button

Change short text to : Salaries A/c Change long text to : Salaries A/c Other fields are common

5) 400300 RENT ACCOUTN (administration cost) GL A/c No : : 400300

Give the GL account : 400100 salaries Company code : VMH

Press enter

Change account group to Administration Change short text to : Rent account Change long text to : Rent account Other fields are common

6) 100500 OUTSTANDING EXPENCES(current liabilities and provisions) GL Account : 100500

Give the GL account : 100000 (Equity share capital) Company code : VMH

Press enter

Account group to: Current liability & Provisions. Change short text to : Outstanding expenses

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Change GL Account: Outstanding expenses Select control data tab

Select open item management check box Select save button

7) 100300 SECURED LOANS

Give the GL account no. : 100300

Company code : VMH

Select with template button

Give the GL Account no. : 100000 Equity share capital

Company code : VMH

Press enter

Change the account group to : secured loans Change short text to : SBI rupee term loan Change GL account long text to : SBI rupee term loan Change GL Account text to SBI rupees term loan

Select Create / Bank / Interest tab

Field status group change to : G005 Interest indicator select : G1 Select save button

8) 400400 UNSECURED LOANS GL Account no. : 400400 Company code : VMH Select with template button

Give the GL account no. : 400100 salaries account Company code : VMH

Press enter

Select type / Description tab Change account group to interest Change short text to interest a/c

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GL account long text: Interest account Select save button

9) 100301 SBI RUPEE TERM LOAN

Give the GL account no.100301

Company code : VMH

Give the GL account no : 100300 (SBI Rupee Term Loan)

Company code : VMH

Press enter

Change short text and long test to : SBI FC term loan Select control data tab

Account currency change to USD

Deselect only balance and loan currency check box Select create / bank / Interest tab

Interest indicator : Blank Delete the dates

Select save button

10) 300100 OTHER INCOME

GL Account : 300100

Company code : VMH

Give the GL account no. : 400300 Rent account

Company code : VMH

Press enter

type/ Description Select tab

Change account group to : other income

change short text and GL account long text to : exchange gain Select save button

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11) 400301 EXCHANGE LOSS GL Account : 400301

Company code : VMH

Give the GL account no.400300 rent account

Company code : VMH

Press enter

Change short text and GL account long text to : exchange loss Select save button

12) 200120 RAWMATERALS Give the GL account no.200120

Give the GL account no.200100 Cash A/c Company code : VMH Press enter

Change short text and GL A/c long text to: Inventory RM (Raw material)

Select create /bank /interest tab

Field status group change to : G001 Deselect relevant to cash flow check box Select save button

13) 100501 SUNDRY CREDITORS TO RAW MATERIALS GL Account No.100501

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Give the GL A/c No.100500 (Outstanding exp) Company code : VMH Press enter

Select type/ Description tab

Change short test and GL account long test to : Sundry Creditor to RM Select control data tab

Deselect only balances in local currency check box Reconciliation account for account type select vendor Deselect open item management check box

Sort key :Select : 012 vendor number Select create /bank /interest tab

Field status group change to : G067 (reconciliation accounts) Select save button

14) 200105 SBI CURRENT ACCOUNT Give the GL account no.200105

Give the GL account no. : 200100 Cash A/c Company : VMH

Press enter

Change short text and GL account long text  SBI current A/c Select save button

15) 200150 CURRENT ASSETS AND LOANS AND ADVANCES (Advance to vendors)

GL A/c No. : 200150 Company code : VMH Select with template button

Give the GL account no.100501 (Sundry creditor’s raw material) Company code : VMH

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Change account group to: current assets loans & advances

Change short text and GL account long text to : Advance to vendors Other fields are common

16) 300101 Cash discount received other income Give the GL A/c no. : 300101

Give the GL account 300100 exchange gain Company code : VMH

Press enter

Change short text and GL account long text to cash discount received. Select save button

17) 200110 SUNDRY DEBITORS Give the GL account no. : 200110

Company code : VMH

Give the GL account no.200150 advance to vendors

Company code : VMH

Press enter

Change short text and GL account long text to ; Sundry Debtors Select control data tab

Change reconciliation account for account type to customers Change sort key to 031 customer number

Select Create / Bank / Interest tab

Field status group : G067 Select save button

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18) 300000 SALES ACCOUNT

GL account no : 300000

Company code : VMH

Change GL account 300100 Exchange gain

Company code : VMH

Press enter

Select type/description tab

Change the account group to sales/.

Change short text and GL account loge text to : sales account Other fields are common

19) 100502 advance from customer current liabilities & provisions Give the GL account no. : 100502

Give the GL account no. : 200110 Sundry debtors Company code : VMH

Press enter

Change account group to : current liability & provisions

Change short & GL account long text : advance from customers Select save button

20) 200111 current assets & loans & advances (Sundry debtor’s bill of exchange)

Give the GL account no. : 200111 Company code : VMH

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Select with template

Give the GL account no.200110 Sundry debtors Company code : VMH

Press enter

Change short text to sundry debtor’s bill of exchange

Change GL account long text to sundry debtors (bill of exchange) Other fields are common

21) 100302 SBI BILL DISCOUNTING

GL account no. : 100302 Company code : VMH Select with template with button

Give the GL account no. : 100300 SBI Rupee Term loan Company code : VMH

Change short text and GL account long text to SBI bill discounting Select control data tab

Select open item management check box Select create /bank /interest tab

Select post automatically only check box Select save button

22) CREATE 3 GL MASTERS

1. VAT receivable Current assets, 2. VAT payable Loans & Advances Current liability

Give the GL account no. : 200155 Company code : VMH Select with template button

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Give the GL account no. : 200120 (Inventory RM) Company code : VMH

Press enter

Change short and GL long text to VAT receivable Select create / Bank /Interest tab

Field status group change to G041 (Tax office clearing accounts) Select save button

VAT PAYABLE

Give the GL account no.100505 Company code : VMH Select with template button

Give the GL account no. : 200155 Company code : VMH Press enter

Select type/Description tab

Change account group to current liability and provisions Change short text and GL account long text to VAT payable Select save button

Give the GL account no. : 200120 Company code : VMH

From the menu select GL account change Select control data tab

Tax category : Select * (All tax types allowed) Select posting without tax allowed check box

Select save button

Ignore the warning message press enter GL Account 300000 Sales A/c Company code VMH

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Tax category : select *

Select posting without tax allowed check box Select save button

Ignore the message press enter

22) 200130 WAGES ACCOUTS

Give the GL A/c no. : 200130 Wages A/c Company code : VMH

Give the GL A/c no.200105 SBI A/c Company code : VMH Press enter

Change short text and GL Account long text to IDBI main bank Select save button

23) 200131 SBI CHECK ISSUE

GL A/c No. : 200131 Company code : VMH Select with template button

Give the GL A/c NO.200130 Company code : VMH Press enter

Change short text and GL A/c long text to IDBI check issue Select control data tabs

Select open item management check box Select save button

23) 200132 DBI CHECK DEPOSIT GL A/c No. : 200132 Company code : VMH

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Give the GL A/c No. : 200131 Company code : VMH Press enter

Select type/description tab

Change short text and GL A/c long text to IDBI check deposit Select save button

24) 400304 BANK CHARGES GL A/c No. : 400304 Company code : VMH Select with template button

Give the GL A/c No. : 400300 Rent A/c Company code : VMH

Press enter

Change GL A/c short text and GL A/c long text to Bank charges Select save button

25. 400200 MANUFACTRING COST

1. Conversion charges under manufacturing group

2. TDS on contractors under Current Liabilities & Provision group

MANUFACTRING COST

Give the GL A/c No. : 400200 Company code : VMH Select with template button

Give the GL A/c : 400100 Salaries A/c Company code : VMH

Press enter

Change the A/c group to manufacturing expenses

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Select save button

TAX DEDECTION SYSTEM Give the GL Account no. : 100510 Company code : VMH Select with template button

Give the GL A/c No.100500 outstanding exp. Company code : VMH

Press enter

Change short text and GL account long text to TDS on Contractors Select save button

Creation of 15 General ledger master FS00

S.No. GL Account No. Account No. to copy Parameters to Maintain 1 200000 Land 200110 Sundry debtors

-Account group –Fixed assets -200000-20009

-Change the account group Fixed Assets

-Sort key -018 Asset number

Reconciliation A/c for account type – Asset

-Field status group 067 Reconciliation accounts.

2 200005

Buildings

200000Land -Do -

3. 200010

Plant & Machinery

-Do- -Do -

4. 200015

Furniture & Fixtures

-Do- -Do -

5. 200020

Vehicles

-Do- -Do -

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Capital work in progress -Do - 7 100200 Accumulate depreciation- Building

-Do- Account group-Accumulate depreciation

-100200-100299

-Sort key -018 Asset number

-Reconciliation A/c for account type – Assets

-Field Status group- 067 Reconciliation accounts

8 100205

Accumulated

depreciation –Plant & Machinery 100200 Depreciation -Buildings -Do - 9. 100210 Accumulated depreciation –Furniture & Fixtures -Do- -Do- 10 100215 Accumulated depreciation –Vehicles -Do- -Do- 11. 300102 Assets sales 300100 Exchange gain

Account group –other income 300100-300199

Sort key -018Asset number Field status group G052 12 300103 Profit on asset

sale

-Do- -Account group other Income -300100-300199

-Sort key 018 Asset number -Field status group -G001

13 400302 Loss on asset sale -Do- -Do- 14 400303 Loss due to scrapping -Do- -Do-

15 400500 Depreciation Change the Account group Depreciation

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400500-400599

Sort key -018 Asset number Filed status group-G001

CREATION OF PROFIT CENTER

PATH →Accounting financial accounting general ledger master records

profit center individual processing create

(

tc is ke 51)

Profit center : 1000 Press enter

Analysis period 01.04.2013 (establish meant date) Name : export

Long text : export

Person response : Mr. Maheshnaidu Profit center group: VMHPCTRGRP Segment: VMHH (H means Hyderabad) Select activate button (I)

ANOTHER PROFIT CENTER

Profit center : import

Copy

Copy from profit center : export Press enter

Change name: import

Change long text: import center for import Change person response: Mr. Mahesh

NOTE: other fields are common

Select activate button ( i )

NOTE: message will appear profit center import has been created

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Posting of transactions

Path: Accounting – Financial Accounting –General Ledger→ document entry→ enter general posting for ledger (tc is FB01L)

Posting transaction : today date

Document date : In case of purchases document date will be party bill date- we can enter manually 30.09.2008 or select F4- It gives calendar and select F-2 – It selects today’s date .

Posting date : Ledger updation will be based on posting date period will appeal automatically based on

Posting date : 30.09.2008 (today states) Reference : Party bill No

Doc No : 1

Normal cases

Document date (F4) : 30.09.2008

Posting date: will come automatically this is server date.

Type : SA

Company code : VMH

Currency : INR

System does not know debits and credits to differentiate between debit and credit SAP Has given posting keys

Posting key 40 GL account Debit Positing key 50 GL Account Credit Posting key: Select 40

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GL long text : *Cash* Company code : VMH GL Account : 2* Press enter

Select account No.200100 Press enter

200100 Cash account – Filed status GRP-G005

Text Business Area Value date required

In enter global parameters select define default value date check box

Amount : 400000

Business area : VMHH (profit center) Text : Equity share capital receipt Posting key : Select 50

Select account : 100000 Equity share capital Press enter

Amount enters : *(star)

Note: * (star) Means debits and credits equal Business area : VMHH

Text Enter : +

‘+ ‘(plus) mean copies the last line item narration in the same document. Press enter

From the menu select document simulate (Shift +F9) In one document we can have 999 line items.

We get a message document 1 was posted in company code: VMH

How to view the last posted document 1. From the menu select document display. Select display document header button or (F5)

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Display document

Path: Accounting – Financial accounting – General ledger-Document –Display (Tr.Code:FB03)

Select document list button

Give the company code : VMH

Document type : SA

Select executive button (F8)

To view last one week posted document 24/09/2008 to 1/10/2008

Select execute button

To view self (documents posted by us) Select own documents only check box

To view documents posted by a specific user

From the menu select –> Edit –> Dynamic –> Selections (Shift +F4) User name: SAPUSER

Select execute (F8) button Double click on document no.1

Change document :

Path: Accounting – Financial Accounting –General ledger-Document –Change (Trs.code is FB02)

Document No. : 1

Company code : VMH

Fiscal year : 2008

Press enter

Double click on first line item cash account

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Account display:

Path: Accounting – Financial Accounting –General ledger – Account – Display balances (Trs.code is FS10N)

To view more than one account transactions select multiple selection button beside GL Account no.

We want to view random account numbers transactions. Press select single value tab.

Give the account no. 100100 200100 Select copy button

To view continuous account numbers transactions Press select ranges tab

Low limit : 100000 Upper limit : 100099 Select copy button

Select exclude single value tab Singe value : 100050 Select copy button

select exclude intervals tab

Low limit : 100050

Upper limit : 100059 Select copy button

To view only one account

Select drop down button beside GL Account Give the company code : VMH Press enter

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Company code : VMH Fiscal year : 2008

Select execute (F8) button

Double click on cumulate balance amount Double click on document No.1

Select call up document overview button (F9) Select back arrow (F3)

Display will come like this

Document Number Posting date Text Amount

1 100000 2 200000 3 300000 --- Total Amount 600000 ======

How to create our own line layout: Select change layout button (Ctrl+F8) Select the field which are not required

Select right arrow or hide selected fields button From hidden fields column

Select posting date

Select left arrow show select field’s button change column positions

Column Pos Length

Document No. 1 10

Amount in local currency 4 20

Text 3 35

Posting date 2 10

Change text length 35 characters for amount in local currency select total check box Select copy button

How save the layout:

Select save layout button (Ctrl+s)

Option 1 Option 2

Common to User specific All

Layout : / VMH

Deselect user – specific check box

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Select save button

Select back arrow two times Select execute button

Double click cumulate balance amount

How to choose our layout:

Press select layout button (Ctrl+s)

Select : VMH

How to make default line layout:

From the menu select settings – layout - Administration Keep the cursor on /VMH

Select define default setting button Select save button

Select back arrow three times

Give the account no.200100 cash account Execute (F8)

Double click on cumulative balance amount

Sample document:

Steps:

1. Create 3GL masters

A) Salaries A/c Personnel cost B) Rent A/c Administration

C) Outstanding expenses – Current liabilities & Provision 2. Difference no. range interval for no. range X2

3. Creation of sample document

4. posting of transaction by copying sample document

To check account groups for giving account numbers. The transaction code is OBD4 (Check GL masters)

2. Define no. range interval for no. range X2:

Path: SPRO – Financial accounting –Financial accounting global settings – Document – Document number ranges- (Trs.code is FBN1)

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Select change intervals button Select interval button

No. range : X2

Year : 2008

From number : 500001 To number : 500100 Press enter & save button

Ignore the message press enter

3. Creation of sample document templates

Path: Accounting – Financial accounting – General ledger - Posting – Reference documents – Sample document (F-01)

Document date : 30.09.2008 Posting date : 30.09.2008 Type : SA

Company code : VMH Posting key : 40

Accounting : 400100 (salaries a/c) Press enter

Ignore the warning message press enter Amount : 500000

Text : Salaries provision for the month Posting key : 40

Account : 400300 (Rent account) Enter

Account : 75000 Business area : VMHH

Text : Rent provision for the month Posting key : 50

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Account no. : 100500 (outstanding exp) Press enter

Amount enters :

*

Text : Provision for the month Select save button or Ctrl+s

We get a message document 500001 was stored in company code: VMH

4. Posting of transaction by coping sample document : F-02)

From the menu select document post with reference. Give the document no. : 500001

Company code : VMH

Fiscal year : 2008

Select display line items check box Press enter

Change the document date : 31.10.2008

Posting date : 31.10.2008

Press enter

Ignore the warning message press enter Change the amount to 600000

Text : Add October (Salaries for the month of October)

Amount : 0

Press enter

Line item having zero will not update records Ignore the warning message

Amount enters : * (star) For text : Add October From the menu select document simulate Select save button or Ctrl+s

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Hold Document It is a temporary document

This is user for adjustment purpose or at the time of posting we do not know either debit or credit.

This document can be deleted there is no tracking for this document. A) Loans to Directors

Create as hold document a once he gives money back delete the document. B) Payment to a party –purpose of payment we don’t know

Cash balance = Account balance +/ Hold documents Hold documents will not update records

Steps:

1. Run a program called “RFTMBLU” for conversion of hold documents 2. Creation of hold documents

3. Delete / complete hold documents

1. Run a program called “RFTMBLU” for conversion of hold documents

Path: Tools – ABAP Workbench- Development –ABAP Editor (SE38) Program : give the program name: RFTMPBLU

Select execute button

Select no. termination for read error check box ■ Select execute button

Message will come: no conversion necessary all held document are correct

2. Creation of hold documents

Use the transaction code (F-02) (FB01L)

Document no 1

Document date : Today date

Type : SA

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Posting key : 50

Account no. : 200100 (cash account) Press enter

Give the amount : 5000 Business area : VMHH

Text : Amount paid to Mr.X From the menu select document hold

Tem parry document no. : VMH Select hold document button

We get a message document VMH was held

Second document 2

Give the document date: Today date

Type : SA

Company code : VMH Posting key : 40 Account 200100 (Cash account) Press enter

Give the amount 20000

Text : Hold document testing Posting key : 50

Account no. : 100000 (Equity share capital) Press enter

Amount enters : * (Star) Business area : VMHH

Text : +

From the menu select Document –> Hold

Give the temporary document no. 123456 (give any number) Select hold document button

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3. Delete / Complete hold document (tc is FB01L) Select hold document button

Keep the cursor on document number 123456 Select delete button

select yes button select back arrow (F3) select document list button

4. Hold document and complete document (FB01L)

Select hold document button Select document list button

Select document no 12345 (double click) Select choose button

Give posting key : 40

Account no. : 100000 Equity share Press enter

Amount Enter :

*

(Star)

Business Area : VMHH (profit center)

Text : +

From the menu select document →Simulate and save button

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Park Documents

(This is used for approvals Cashier)

Steps:

1. Posting of packed document by cashier 2. Informed to Sr. person for release –Be cashier

3. Display packed document and change date and amount 4. After change, inform to Cashier about approval

5. Display changes to packed document

1. Posting of Parked Document

Path: Accounting – Financial accounting – General Ledger- Posting-General document parking (F-65)

Give the document date : Today date

Document type : SA

Company code : VMH

Posting key : 40

Account : 200100 (Cash account) Press enter

Amount : 9999

Text : park document testing Posting key : 50

Account : 100000 (Equity share capital) Press enter

Amount enters : * (Star)

Text : +

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2. To check whether parking updates record or not:-

A/C number : 400100 Company code : VMH Fiscal year : 2012 Select execute button

Double click on cumulate balance amount

3. Informed to Senior Person for release parked document From the menu select system –>short message

Give the title : Please release Doc.No.3 Receipt user id of senior person (sap user)

Recipient type : Select SAP logon name Select express mail check box (Screen down right side) Select send button (Shift+F8)

From the menu select system –> Create session

4. Display parked document and change date and amount then release Path: Accounting –Financial accounting – General ledger-Document – parked documents- post / delete (FBV0)

Give the company code : VMH Enter by user ID : Cashier Execute (F8)

Double click on document no.3 To change the date

Select document header button

Change document date and posting date to 5.10.2008 Select back arrow

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Change amount 6000 Debit 6000 Credit Select back arrow

From the menu select document post

5. System messages send cashier about release From the menu select –System –>Short message.

Title document no.3 released Recipient User Id of Cashier Recipient type

Select SAP logon name

Select express mail check box Select send button (left side upper)

From the menu select system –> Create session

Change account group to Current liability & Provisions. Change short text to outstanding expenses

4 .Display changes made to parked (released) document”

Path: Accounting –Financial accounting – General ledger-Document - Parked Documents-Display changes (FBV5)

Company code : VMH Document No : 3 Fiscal year : 2008 Press enter

Select all changes button TO VIEW USER ID NAME

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FOREIGN CURRENCY TRANSACTIONS

1. Check exchange rate type

Bank buying Exports G type Bank selling Imports / Expenditure B type Average rate MM /SD users’ type

Path: SPRO-SAP Net weaver- General Settings – Currencies – Check exchange rate types

Exchange rate type: B (enter B) Enter

2. Define translation rates for currency translation: Giving conversion factors for two currencies

Path: SPRO – SAP Net weaver- General settings – Currencies – Define translation Ratios for currency translation

The message select yes button. Select new entries button

Exchange rate type from to valid (from) Ratio (from) Ratio (to)

G (Bank buying) USD INR 01.10.2008 1 1 B (Bank selling) USD INR 01.10.2008 1 1 M (Average rate) USD INR 01.10.2008 1 1 Select save button or Ctrl+s

Press enter

Create your request

Short text: G/L customization for VMH (description) Press enter to save in your request

3. Enter exchange rates:

Path: SPRO- SAP Net weaver- General settings- currencies – Enter exchange rates

Forex Table

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For each day end for each type we can enter only one rate. Select new entries button

Exchange type Valid from R from currency Director Quotation To

G 10.10.2008 1 USD 47.00 INR

B 10.10.2008 1 USD 47.50 INR

M 10.10.2008 1 USD 47.10 INR

Press enter and save button and enter to save in your request. Exchange rates entry at the End User Area:

Path: Accounting – Financial accounting – General ledger-Environment – Current settings – Enter translation rates) (S_BSE_68000174)

Select position button Exchange rate type : g From currency : usd To currency : inr Valid from : 5.3.2012

Foreign currency postings for end user area:

SCENARIO :1 SCENARIO 2

When exchange rate is not entered at When exchange rate is entered at the the time of posting. Time of posting

a. IF we don’t enter the rate at the time of posting, it takes rate from Forex table

b. If take the latest date rate

01.10.2008 45

10.10.2008 47

Enter date : 15.10.2008 Posting date : 09.10.2008

c. To enter default exchange rate type based on document type. General ledger posting : SA Bank selling rate Purchase INV posting (FI purchases) : KR Bank selling rate MM Purchases : RE Bank selling rate Sales invoice posting (FI Sales) DR Bank buying rate

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If we do not specify system takes average rate.

1. To enter default exchange rate type B (Bank selling rate) for document type ‘SA’

Use the Tr. Code is OBA7

Select type : SA

Select details button

Under default values exchange rate type for foreign currency documents. Select B (Bank selling rate)

Save

2. Posting of transaction (FB01L)

Give the document date : To days date

Type : SA Company code : VMH Currency : USD Rate : Blank Posting key : 40 Account : 400100 (salary) Press enter

Give the amount : 1000 Business area : VMHH

Text : Salary payment Press enter

Posting key : 50

Account : 200100 (cash account) Press enter

Amount : *

Text : +

From the menu select Document ->Simulate Select save button

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Month end provision

Option 1: Accrual / Deferral document :

Steps

1. Creation of reversal reason and reversal reason should allow us to reverse on any day.

2. Enter accrual / Deferral documents

A) Rent Provision 08.10.2008 B) Salary provision 31.10.2008

3. Reversal of accrual / deferral documents in one step

1.Creation of reversal reason and reversal reason should any day. Path: SPRO- Financial accounting –General ledger accounting-Business

transactions –Adjustment posting / Reversal - Define reason for reversal Select new entries button

Reason : 11

Text : Real / Deferral Reversal reason for VMH Select neg. posting check box ■

Select alternative position date check box ■ Select save button or Ctrl+s

Save in your request

CREATION OF ACCURAL / DEFFERAL DOCUMENT (Rent provision)

Path: Accounting – Financial Accounting – General ledger –Periodic processing – Closing – Valuate- Enter Accrual / Deferral Document (FBS1)

Type : SA

Company code : VMH Reversal reason : Select 11

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Posting key : 40

Amount : 400300 (Rent A/c) Press enter

Amount : 50000

Text : Rent provision for October Posting key : 50

Amount : *(star)

Text : +

From the menu select document –>Simulate and save Salaries provision: (Tr. Code is FBS1) Document date : 3110.2008 Posting date : 31.10.2008 Type : SA Company code : VMH Reversal reason : 11 Reversal date : 01.11.2008 Posting key : 40

Account : 400100 (Salaries A/c) Press enter

Ignore the warning message press enter Give the amount 100000 Business area VMHH

Text : Salaries provision for the month of October Posting key : 50

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Press enter

Amount : *

Text : +

From the menu select document –> Simulate and save

Reversal accrual / Deferral document ( display )

Path: Accounting – Financial Accounting – General Ledger – Periodic

processing – Closing –Valuate – Reverse accrual / Deferral Document ( F.81) Give the company code : VMH

Reverse posting date : 01.11.2008 Select text run check box

Execute (F8)

Select reversal documents button Select back arrow

OPTION 2 : Open Item Management (FB01L)

This is used vendors customers / Balance Sheet items where clearing is required. We have to select open item management check box

While crating the GL accounts Outstanding Expenses

Salaries A/c 500000 Wagers A/c 300000 Bank 25000 Rent a/c 25000 We can see the account in 3 ways

1. Open items: Payable – Salaries and wages 2. cleared items : Paid rent and bank

3. All items : Payable + paid

3. Scenarios

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Full Clearing Partial clearing Residual items method Provisional and payment –

Same amounts

A) Rent Provision Document Date & posting date : 13.10.2008

Type : SA

Company code : VMH

Posting key : 40

Account no. : 400300 (Rent A/c.) Press enter

Give the amount : 15000

Text : Rent provision

Posting key : 50

Amount : * (enter star)

Text : +

From the menu select Document –> Simulate and save

B) How to view open item managed account transactions:

Path: Accounting – Financial Accounting – General Ledger - Account – Display / Change line items (new) (Tr. Code is FAGLL03)

Give the GL Account : 100500 (outstanding exp)

Company code : VMH

Select open items radio button Select normal items check box Select execute (F8)

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OUT GONG PAYMENT WITH CLEARING:

Path: Accounting – Financial Accounting – General Ledger - Posting – Outgoing payments (F-07)

Give the document date : Today’s date

Type : SA

Company code : VMH

Clearing text : outgoing payment Account Under bank data : 200100 (Cash A/c.) Business Area (profit center) : VMHH

Amount : 15000

Text : Outgoing payment

Account under open item selection: 100500 (outstanding expenses)

Amount type : S(S is default) (S: Stands for GL Accounts) Select process open items button

Select partial payment tab

Double click on payable amount 15000 Document – > Simulate and save

How to view open item account transactions Tr.Code is (FAGLL03) Give the GL Account no : 100500 (outstand expenses)

Company code : VMH Select cleared items radio button

Clearing data : Today’s date Select normal items check box

Execute (F8) Select back arrow

Select open item radio button Execute

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We test how to view bill wise outstanding:

Rent Provision (FB01L)

Type : SA

Company code : VMH

Reference : 3456

Posting key : 40

Account No. : 400300 (Rent a/c) Press enter

Amount : 40000

Business Area : VMHH

Text : Rent provision Posting key : 50

Account No. : 100500 (Outstanding exp.) Press enter

Amount : * (enter star) Text : +

From the menu select Document –Simulate and save

Outgoing payment using partial clearing method: ( Tr. Code F-07)

Document Date : Today’s Date

Type : SA

Company code : VMH Reference : 3456

Clearing text : Outgoing payment Account under bank data: 200100 (Cash a/c) Business area : VMHH

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Account : 5000

Account under open item selections 100500 (outstanding exp) Select process open items button

Keep the cursor on the amount field of line item against which we want to adjust. Select partial payment tab

Creates payment amount column Double click amount 40000

Double click on payment amount 40000 From the menu select Document – >Simulate Gives a message correct the marked Line items Double click on blue font line items

Text enters : + Select save button or Ctrl +S

Go and see open item account transactions The Transaction is code is FAGLL03

Give the GL account : 100500 (outstanding Exp.) Company code : VMH

Select open items radio button. Select normal items check box Select execute button

To view bill wise outstanding

Select change layout button (Ctrl+F8) From the hidden fields column

Select reference field

Select amount in local currency under column contain. Select left arrow or show selected field’s button

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Keep the cursor on reference Select subtotal button

To make balance payment of 35000 and cleared provision and part payment (F-07) Give the document date : Today date

Type : SA

Company code : VMH

Reference : 3456

Clearing Text : Outgoing payment Amount under bank date : 200100 (Cash A/c) Business Area : VMHH

Amount : 35000

Account : Under open item selection 100500(outstanding exp)

Account type : S

Select process open item button Double click on provision 40000 Double click on part payment 5000

From the menu select document –> Simulate and save

Go and see open item managed account transactions (FAGLL03) Give the GL Account o. : 100500(outstanding exp)

Company code : VMH Select cleared items radio button Select normal items check box Select execute button

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Residual items method: Rent provision FB01L

Give the document date : Today date

Type : SA

Company code : VMH Posting key : 40

Account no. : 400300 (Rent account) Press enter

Amount : 30000

Text : Rent provision Posting key : 50

Amount : *

Text : +

From the menu select Document ->Simulate and save

Outgoing Payment Using Residual Items Method: (F-07)

Give the document date : SA

Company code : VMH

Clearing Text : outgoing payment Account under bank date : 200100 (Cash a/c)

Amount : 2000

Text : outgoing payment

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Select process open item button

Account : Under open item selection 100500 (outstanding exp) Keep the cursor on the amount filed of the line item against which we want adjust.

Select residual items tab

It creates residual items column Double click on next amount 30000 Double click on residual items amount

From the menu select Document –> Simulate

It gives the message correct the marked line items. Double click on blue font line item.

Text enters : + Select save button

Go and see the open item managed account transactions (FBL3N):

Give the GL Account no. : 100500 (outstanding exp.)

Company code : VMH

Select open items radio button Select normal items check box Select execute button

REVERSELS

1. Individual Document Reversal 2. Reversal of Reversed document 3. Mass Reversal

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5. Account Deferral document reversal 1. Individual Document Reversal

Path: Accounting – Financial Accounting – General ledger – Document – Reverse – Individual Reversal (FB08)

Give the document no. : 1

Company code : VMH

Fiscal year : 2008

Select 01 reversal reason

Posting date : Blank Select display before reversal button Select back arrow

From the menu select Document –>Display Select Go to Display document Head button (F5) Double click on document no.1

Select display document header button 1. Posted Documents 1 2 3 4 5 6 Reversals for 1 7 Reversals for 2 2. Document type and no./ranges : OBA7 Select type : SA

Select details button

Number range : 01 Reversal Doc.type : AB 3. Document display : FB03 Company code : VMH

Doc. Type : SA original documents AB Reversed documents

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2. Reversal of Reversed Document

To reverse Doc No.2 By mistake we have reversed Doc.No.1 and it has generated Doc.No.18

Use transaction code FB01L

From the menu select post with reference Give the document no. : 18

Company code : VMH

Fiscal year : 2008

Select generate reverse posting check box ■ Select display line items check box ■

Press enter Enter once again

Change the text to reversal for Doc No.18 Press enter

Text : +

Press enter

Select save button Press enter

From the menu select Document ->Display Select display document header button 3. Mass Reversal

A)To reverse more than one document at time we use mass reversal.

B) The documents to be reversed can be continuous numbers or random numbers. Path: Accounting – Financial accounting – General ledger – Document –

Reverse – Mass reversal (F.80) Give the company code : VMH To reverse random numbers

Select multiple selection buttons beside document no. (-->) Under single values

Give document no .2 4 Select copy button Reason for reversal 01

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Select test run check box ■ Select execute button

Select reverse documents button

4. Cleared Items Reversal

1. Go and see open item managed account transactions (FAGLL03)

Give the GL Account Number 100500 (outstanding exp)

Company code : VMH

Select clear items radio button Select execute button

2. Reset cleared items

Path: Accounting – Financial accounting – General ledger-Document –Reset clear items (Trs.code is FBRA)

Clearing document : 10 Company code : VMH Fiscal year : 2008 Press enter

Select save button or Ctrl +S

Select resetting and reverse button Reversal reason : 01 Press enter

We get a message clearing 10 reset Press enter

Go and see open item managed account transactions Tr code is FBL3N

Give the GL Account no.100500 outstanding expenses Company code : VMH

Select open item radio button ● Select execute button

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INTEREST CALCULATIONS

Balance Interest calculation Item interest calculation

S Type P Type

GL Account Vendor / Customers

Define interest calculation type:

Path: SPRO- Financial accounting – General ledger accounting- Business transactions – Bank account interest calculation – Interest calculation Global settings – Define interest calculation types

Select new entries

Interest indication : G1

Name : 10% Monthly

Interest calculation type : Select S (Balance interest calculation (s)

Prepare account balance interest calculation:

Path: SPRO- Financial accounting – General ledger accounting- Business transactions – Bank account interest calculation – Interest calculation Global settings- prepare account balance interest calculation (Tr. Code OBAA) Select new entries button

Interest calculation indicator : G1

Interest calculation frequency : Select 01 (monthly) Calendar type : Select G (28,,,,,,,31/365) Output control

Select balance plus interest check box Select save button

Press enter to save in your request Calendar Type

In case of rupee loans we use G Calendar In case of foreign currency loans we use F calendar.