Business Partner Accounting

Transcription

1 AC / Accounts Receivable and Payable Processing Business Partner Accounting SAP AG 1999 SAP AG R/3 System Release 4.6C November 2000 Material number:

2 Copyright Copyright 2000 SAP AG. All rights reserved. Neither this training manual nor any part thereof may be copied or reproduced in any form or by any means, or translated into another language, without the prior consent of SAP AG. The information contained in this document is subject to change and supplement without prior notice. All rights reserved. Trademarks: Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft, WINDOWS, NT, EXCEL, Word and SQL Server are registered trademarks of Microsoft Corporation. IBM, DB2, OS/2, DB2/6000, Parallel Sysplex, MVS/ESA, RS/6000, AIX, S/390, AS/400, OS/390, and OS/400 are registered trademarks of IBM Corporation. ORACLE is a registered trademark of ORACLE Corporation, California, USA. INFORMIX -OnLine for SAP and Informix Dynamic ServerTM are registered trademarks of Informix Software Incorporated. UNIX, X/Open, OSF/1, and Motif are registered trademarks of The Open Group. HTML, DHTML, XML, XHTML are trademarks or registered trademarks of W3C, World Wide Web Consortium, Laboratory for Computer Science NE43-358, Massachusetts Institute of Technology, 545 Technology Square, Cambridge, MA JAVA is a registered trademark of Sun Microsystems, Inc., 901 San Antonio Road, Palo Alto, CA USA. JAVASCRIPT is a registered trademark of Sun Microsystems, Inc., used under license for technology invented and implemented by Netscape. SAP, SAP Logo, mysap.com, mysap.com Marketplace, mysap.com Workplace, mysap.com Business Scenarios, mysap.com Application Hosting, WebFlow, R/2, R/3, RIVA, ABAP, SAP Business Workflow, SAP EarlyWatch, SAP ArchiveLink, BAPI, SAPPHIRE, Management Cockpit, SEM, are trademarks or registered trademarks of SAP AG in Germany and in several other countries all over the world. All other products mentioned are trademarks or registered trademarks of their respective companies. Design: SAP Communications Media

3 Financial Accounting I AC010 Financial Accounting and Reporting HR051 Level Change Vendor or Customer Master Data via Internet Human Resources Essentials I HR052 Human Resources Essentials II 5 days 1 1 day 2 days AC200 3 days General Ledger/ Accounts Payable/ Accounts Receivable Interest Calculation of open and/or cleared items AC305 Asset Accounting AC220 2 h 4 days 5 Special Purpose Ledger AC270 3 days Travel Management Travel Expenses Level 3 AC205 Financial Closing AC201 2 days Periodic Processing in Accounts Payable/ Accounts more e-learnings 2 days AC260 1 day Additional Financial Functionality x AC275 2 days Travel Management Travel Planning

4 Course Prerequisites AC010 - Financial Accounting and Reporting Basic knowledge in Financial Accounting

5 Target Group Audience: Project team members responsible for the basic configuration of the R/3-FI-module Project team members responsible for the configuration of FI- GL/AP/AR Duration: 5 days Notes to the user The training materials are not teach-yourself programs. They complement the course instructor s explanations. On the sheets, there is space for you to write down additional information.

6 Introduction Course Goals Course Objectives Course Content Course Overview Diagrams Main Business Scenario SAP AG AC

7 Course Goals This course will enable you to: carry out the core configuration of R/3 s financial accounting module perform core business processes SAP AG AC

8 Course Objectives At the conclusion of this course, you will be able to: create financial accounting organiational units maintain financial accounting master data influence creation and display of financial transactions generate automatic financial data transactions perform financial data analysis SAP AG AC

9 Contents Chapter 1 Introduction Chapter 5 Posting Control Chapter 2 Chapter 3 Chapter 4 Basic Settings Master Data Document Control Chapter 6 Chapter 7 Chapter 8 List Viewer and Table Control Clearing Cash Journal Appendix SAP AG AC

10 Main Business Scenario Your company GR## is bidding for a consulting contract. In order to do this, your company has to prepare a prototype to present to the prospective client s steering committee. The client will award the contract to a consulting company based upon the quality of this presentation. You are a part of the team which is responsible for configuring the core FI component. SAP AG AC

11 Symbols Used in this Course (1) Client or Client level Company code or company code segment Document Line items D Acct 1 C Acct 2 Document Document header Business area Document line item Dec. Jan. Nov Oct Sept. 08 Aug. 07 July 01 Feb. 02 Mar Apr May Fiscal year or June fiscal year variant Tax ID A0 V0 0O 0I 0I Tax ID SAP AG AC

12 Symbols Used in this Course (2) Currencies House bank Partner bank Chart of accounts, account, or chart of account segment DT Document type Account groups PK Posting key SAP AG AC

13 Basic Settings Organiational Units Š Company Codes Š Business Areas The Variant Principle The Fiscal Year Currencies Š Currency Codes Š Exchange Rate Types Š Maintaining Exchange Rates SAP AG AC

14 Basic Settings: Objectives At the conclusion of this unit, you will be able to: map the accounting structure of your company to an R/3-FI-Structure by using R/3-organiational units define a R/3-fiscal year maintain exchange rates using different tools SAP AG AC

15 Basic Settings: Business Scenario Your prospective client wants to ensure that its organiational structure can be replicated in the R/3-system and asks you to verify this for the financial accounting application. The head accountant wishes to know how posting periods are defined in R/3 and how postings are assigned to them. The enterprise has a number of foreign customers and vendors and therefore postings in different currencies must be possible. You must verify that R/3 can handle foreign currency postings. SAP AG AC

16 Organiational Units: Objectives At the conclusion of this topic, you will be able to: describe the meaning of organiational units company code and business area and determine their differences create a company code using the copy company code functionality SAP AG AC

17 Organiational Units in R/3 FI Client 000 Client 001 Client Company Code 1000 Company Code 2000 Company Code 3000 Company Code 4000 Business area 1000 Business area 2000 The client is the highest level in the R/3 system hierarchy. Specifications or data which shall be valid for all organiational units in all R/3 applications are entered at the client level, eliminating the need to enter this information more than once (e.g. exchange rates). Each client is a self-contained unit which has separate master records and a complete set of tables and data. Users must enter a client key and have a user master record in the client in order to log on to the system. Main FI organiational units: ycompany code (external purposes) A Company Code represents an independent balancing/legal accounting entity. An example would be a company within a corporate group. Balance sheets and profit/loss statements required by law, can be created at the company code level. Therefore, a company code is the minimum structure necessary in R/3 FI. In an international business, operations are often scattered across numerous countries. Since most government and tax authorities require the registration of a legal entity for every company, a separate company code is usually established per country. ybusiness area (internal purposes) Business areas represent separate areas of operation within an organiation and can be used across company codes. They are balancing entities which are able to create their own set of financial statements for internal purposes. The use of business areas is optional. SAP AG AC

18 Creating a Company Code To create a company code copy an existing company code using the organiation copy function, which copies: the definition global parameters customiing tables (approx. 315 tables) general ledger accounts (if desired) account determination After using this function, only the desired changes between the original and the new company code have to be maintained. Note : The IMG suggests the order ycopy, delete, check company code yedit company code data Copy the company code from an existing company code. This has the advantage that you also copy the existing company code-specific parameters. After copying, you can edit data in your new company code. You have to select a four-character alpha-numeric key as the company code key. This key identifies the company code and must be entered later when posting business transactions or creating company code-specific data. Note : The use of the organiation copy function is not required. It is also possible to define the company code and fill the customiing tables from scratch. SAP AG AC

19 Company Code Components Definition of a company code 4 character company code key Company name City Country Currency Language Address Global Parameters Chart of accounts Fiscal year Company code defaults The editing of the company code data includes: ythe address data is required for correspondence and is recorded on evaluation reports. yfor each company code a currency must be specified. Accounts are managed in the company code currency. All other currencies are indicated as foreign. The system converts the amounts posted in a foreign currency into this currency. The currency defined in the company code is known as the local currency within R/3. ythe country key specifies which country is to be regarded as the home country. The system interprets all other countries as foreign. This is important with business or payment transactions, since different forms are needed for foreign payment transactions, and the system supports different formats for addresses for foreign correspondence. ya language key must be entered so that the system can create texts automatically in the correct language; for example, when issuing checks. When defining a business area, only a 4 digit alpha-numeric key and a short description are needed. SAP AG AC

20 Country Templates US01 DE01 (chart GKR) FR01 CC 0001 DE02 (chart IKR) GB01 etc. CC 1000 JP01 etc. In the R/3-standard system company code 0001 is a template for a general company code with chart of accounts INT and no special country-specifications. If you need a company code in a country for which a country template exists, you can use the country version program which copies the country-specific customiing tables from the specific country template into company code Upon completion, company code 0001 will be customied for the selected country. You should then copy this company code into your new desired company code. You may then start the country version program again to create a template for another country and so on. Note: The country version program not only creates a country-specific company code template but also a country-specific template for controlling areas, plants, purchasing organiations, sales organiations, credit control areas, financial management areas,etc. Attention: Do not forget to copy the template before you proceed further. Do not use company code 0001 as your productive company code because the country version program always uses this company code as the target company code. Furthermore, you should run the country version program only in a new installation of R/3 and not in an upgrade installation because the structure of the country-specific customiing may have changed from one R/3 release to another. SAP AG AC

21 The Variant Principle: Objectives At the conclusion of this topic, you will be able to: explain the use and advantages of the variant principle SAP AG AC

22 The Variant Principle The variant principle is a three step method used in R/3 to assign special properties to one or more R/3 objects. The three steps are: 1. Define the variant, 2. Populate the variant with values, 3. Assign the variant to R/3-objects. This principle is used for field status posting periods fiscal years... The variant principle is a widely used method in R/3 to assign special properties to one or more R/3-objects. For example using creating a company code as an example; ydefine the variant: K4 is our fiscal year variant ypopulate the variant with values: we define the properties of K4 to be calendar year yassign the variant to R/3 objects: we assign K4 to multiple company codes that use that calendar The main advantage for using variants is that it is easier to maintain properties which are common among several business objects. Note: On this slide the variant principle is discussed in general so that you will recognie it in other areas of the course. SAP AG AC

23 The Fiscal Year: Objectives At the conclusion of this topic, you will be able to: explain the necessity and use of a fiscal year variant and the different types of posting periods define a fiscal year variant which matches your requirements assign the fiscal year variant to a company code SAP AG AC

24 The Fiscal Year The fiscal year can be defined as... Year-independent ==> the same number and dates for the periods every year Year-dependent ==> periods can vary from year to year To separate business transactions into different periods, a fiscal year with posting periods has to be defined. The fiscal year is defined as a variant which is assigned to the company code. The fiscal year variant contains the definition of posting periods and special periods. Special periods are used for postings which are not assigned to time periods, but to the process of year-end closing. In total,16 periods can be used. The system derives the posting period from the posting date. When the posting date falls within the last normal posting period, the transaction may be posted into one of the special periods. Example: Above you see a fiscal year with 12 posting periods and 4 special periods. If the posting date falls in the 12th period, the transaction can instead be posted in one of the four special periods. Standard fiscal year variants are already defined in the system and can be used as templates. Note: The fiscal year variant does not include the information as to whether a period is open or closed; this is maintained in another table. The fiscal year variant only defines the amount of periods and their start and finish dates. SAP AG AC

25 The Year - Independent Fiscal Year Variant Calendar year = Fiscal year Calendar year different than fiscal year -1 Nov. Oct. Sept De Aug. 07 Jan Feb May Mar Apr. -1 Mar -1 Feb. 06 Jan. 05 Dec. Nov. 04 Apr. May 01 June 02 July 03 Aug. July June Oct. Sept. The posting periods correspond to the months in the year Begin: April/1/2000 End: March/31/2001 Which fiscal year and posting period was used on Jan.15, 2000 for postings? These postings were completed in posting period 5 of the previous fiscal year If each fiscal year of a fiscal year variant uses the same number of periods, and the posting periods always start and end at the same day of the year, the variant is called year-independent. A yearindependent fiscal year variant can be defined as ythe calendar year ya non-calendar year If the fiscal year is defined as the calendar year, the posting periods are equal to the months of the year. Therefore a calendar year variant must have 12 posting periods. If the fiscal year is defined as a non-calendar year, the posting periods need to be defined by assigning ending dates to each period. A non-calendar year can have between 1 and 16 posting periods. If the non-calendar year does not start at January 1st the periods of the year which belong to the former or the coming fiscal year must get an annual displacement indicator (-1, +1). The example above on the right shows a non-calendar year with 6 posting periods which goes from April to March. The months January to March therefore still belong to the old fiscal year and need to have the annual displacement indicator -1. If the fiscal year differs from the calendar year, but the posting periods correspond to calendar months, the day limit for February should be 29 to be prepared for leap years. Fiscal years are normally year-independent. SAP AG AC

26 The Year - Dependent Fiscal Year Variant Full years with different period dates Shortened fiscal year 199a b e c 199d A fiscal year variant has to be defined as year-dependent if the start and the end date of the posting periods of some fiscal years will be different from the dates of other fiscal years, and/or if some fiscal years shall use a different number of posting periods. If all of the years of a year-dependent fiscal year variant have the same number of periods, only the different period dates for the different years have to be defined (see example to the left). If one year of a fiscal year variant has less posting periods than the others, it is called a shortened fiscal year (see example on the right). This could be required if closing has to be made before the end of the normal fiscal year; (e. g. if the beginning of the fiscal year should be changed or if the company was sold). The shortened fiscal year and its number of posting periods has to be specified before definition of the period dates. For this year only a lesser number of posting periods can be assigned. SAP AG AC

27 Currencies: Objectives At the conclusion of this topic, you will be able to: define currencies in the R/3-system explain the meaning of different exchange rate types maintain exchange rates use the different tools which help in exchange rate maintenance define direct or indirect quotation as the standard quotation for the exchange rate SAP AG AC

28 Currency and Exchange Rate Types Currency Codes, e.g. USD GBP JPY Exchange rate types: historical rate bank selling rate bank buying rate average rate the rate on certain key dates... rate 1 0,5 0 time Every currency which will be used has to be identified by a currency code. Most of the world s currencies are already defined in the SAP R/3-System. Each currency code can have a validity date. For every combination of two currencies, different exchange rates can be maintained which are distinguished by an exchange rate type. These different exchange rates can be used for various purposes such as: valuation, translation, conversion, planning, etc. SAP AG AC

29 Translation factors The relation between currencies have to be maintained per exchange rate type and currency pair in the translation factors. This usually has to be performed only once. Because inflation can dramatically change the relationship between currencies, translation factors can be maintained on a time-dependent basis (since 4.0A). SAP AG AC

30 Maintaining Exchange Rates Exchange rate type From To Valid from Exchange rates Every used exchange rate type! Every day? A lot of daily work! ==> tools offer help Every currency combination! Maintaining exchange rates is an on-going task. To reduce maintenance, R/3 offers several tools. For each exchange rate type one of the following tools can be used: yinversion (of the tools available, inversion is the oldest and is seldom used today) ybase Currency yexchange Rate Spreads Note: Just one of these three tools can be used per exchange rate; however, for different exchange rate types different tools can be used. Furthermore: the program RFTBFF00 maintains the exchange rate table automatically by uploading an input file in multicash-format. Another option for transferring exchange rates is offered by the program RFTBDF07, which uses a data-feed interface to transfer data in real-time, if the external data-feed supports real-time exchange rate supply. With Remote Function Call (RFC), a direct connect is set up directly between an external system and a SAP System. You can find information on the file format, data suppliers, file structures and so on in the documentation for this program. SAP AG AC

31 Exchange Rate Spreads Selling rate B Average rate M + spread - spread Exchange rate spread Exchange rate spread Buying rate G Exchange rate spreads between the bank buying/selling rate and average rate usually remains constant. If the exchange rate spread of an exchange rate type is entered into the system, only the average rate has to be maintained since the buying and the selling rate can be derived by adding/subtracting the exchange rate spread to/from the average rate. Combination of base currency and exchange rate spreads: A very efficient combination of the exchange rate tools is yusing a base currency for the average rate (M) yusing the exchange rate spreads to calculate the buying and selling rates (B and G) SAP AG AC

32 Base Currency Average rate To maintain: Average rate Calculated: A base currency can be assigned to an exchange rate type. It is then only necessary to maintain exchange rates for all other currencies into this base currency. An exchange rate between two foreign currencies is calculated by combining the two rates between each currency and the base currency. Note: A base currency can only be used for an average rate (e.g. M), not for a selling or buying rate. Until 4.0A it was only possible to use one base currency per exchange rate type. Legal requirements may make it necessary to use different base currencies for the exchange rates with different currencies. yexample: The base currency of the group is USD. One company code of the group lies in Mexico. In Mexico it is a legal requirement that all company codes have to use the local currency MXN as the base currency. ysolution: To all currency pairs with MXN of the normal exchange rate type a derived exchange rate type gets assigned which has the base currency MXN. Normally the base currency USD is used; however, for all exchange rates with the currency MXN, the base currency MXN is used. SAP AG AC

33 EURO Base currency switches to EURO derived exchange rate types are used in translation Special translation regulations no inversion calculations no cross rates six significant figures Fixed exchange rates between participating currencies At the beginning of the currency union, the base currency has to be switched to EURO. This can be done by defining a new exchange rate type with the base currency EURO valid from the day of the beginning of the European Monetary Union (EMU). This new exchange rate type then has to be entered as the derived exchange rate type of the former exchange rate type. Special translation regulations for the EMU have to be followed, e.g. rounding rules. For each exchange rate type you can choose whether these regulations should be followed or not. The exchange rates of an exchange rate type can be fixed, i.e. the system checks whether the manually entered exchange rate varies from the fixed exchange rate. SAP AG AC

34 Triangulation as of January 1, 1999 German DEM Euro EUR French FRF Since January 1, 1999 in EU countries, officially you may only calculate rates via the EURO. There are no longer any direct exchange rate relations between the participating countries. Please see Note No and EURO Conversion with the SAP System is set up, is covered in the course CA990. SAP AG AC

35 Direct/Indirect quotation of exchange rates Direct Quotation 1 0,92000 Indirect Quotation 1 1,08696 Base Currency = Euro All R/3 applications and functions process exchange rates using the direct quotation as well as the indirect quotation. Whether the exchange rate is defined or communicated using the direct or indirect method of quotation depends on the market standard or the individual business transaction. The use of indirect quotation is neither application nor country-specific - it affects all the components in which exchange rates are used. The direct quotation is also known as the price notation: The currency value is expressed in the local currency per unit of foreign currency. The indirect quotation is also known as the volume notation: The currency value is expressed in units of the foreign currency per unit of the local currency. Example: ylocal currency: EUR, foreign currency: USD - direct quotation: 1 USD = EUR One unit of foreign currency USD costs the displayed number of units of local currency - indirect quotation: 1 EUR = USD For one unit of the local currency EUR you will receive the displayed number of units of the foreign currency. For each currency pair you can define either the direct quotation or the indirect quotation as the standard notation for the exchange rate. If the exchange rate you enter does not have the same quotation as the standard quotation set up here, the exchange rate is highlighted to show this. SAP AG AC

36 Design of exchange rate in different quotations Transaction with exchange rate in Direct Quotation (local currency EUR): 1 USD = 0,92000 EUR Curr/ExchRate USD 0,92000 Transaction with exchange rate in Indirect Quotation (local currency EUR): 1 EUR = 1,08696 USD Curr/ExchRate USD /1,08696 Exchange rates can be entered as a direct or indirect quotation. You can maintain two prefixes that can be used to differentiate between direct and indirect quotations exchange rates during input and display. If you don t set up a prefix, the standard setting is valid: y (blank, without a prefix) for direct quotation exchange rates y / for indirect quotation exchange rates Scenario 1: If you use mainly direct quotation exchange rates and indirect quotation occurs seldom, use the default configuration. In this way you can enter direct quotation exchange rates without a prefix. Scenario 2: If, in addition to direct quotation exchange rates, the handling of indirect quotation is required, you should define a prefix that is not blank for both quotation types, e.g.: y * for direct quotation exchange rates, / for indirect quotation exchange rates yif you follow this suggestion, the configuration does not allow exchange rates to be entered without a prefix, an error message occurs. Thus users are forced to consider which the correct quotation is and enter the rate with a valid prefix. Scenario 3: If indirect quotation is the major notation at your company, you can configure the settings this way: y * for direct quotation exchange rates, (blank) for indirect quotation exchange rates ythis configuration allows indirect quotation exchange rates to be entered without a prefix whereas the less used direct quotation exchange rates have to be entered with a prefix. SAP AG AC

37 Basic Settings: Summary The main organiational units in R/3-financial accounting are the company code and business area. Posting periods and special periods are defined in a fiscal year variant. For conversion of currencies exchange rates have to be maintained in the system. R/3 offers several tools to facilitate maintenance. SAP AG AC

38 Exercises Unit: Basic Settings Topic: Organiational Units At the conclusion of this exercise, you will be able to: Create a company code The company of your client is a medium sied enterprise based in the course country. The enterprise is a single legal entity. 1-1 Create a company code GR## that reflects the enterprise of your client. In the rest of this course, you will be working within this company code The company code 0001 already contains the country specifics for your country. Copy company code 0001 into your new company code GR##. Don t copy the general ledger accounts at this point! We will do this at a later stage Change the definitions of your company code GR##: Company name: Group ## Country: Currency: Language: Course country Local currency Local language You are free to complete the other fields Review the global parameters for your company code that were copied when you created your company code. 1-2 Find all of the organiational elements that a company code can be assigned to using the IMG. Use the Binoculars Icon,, to search for assign company code. 1-3 T/F: You can assign a company code to a business area. SAP AG AC

39 Basic Settings Exercises Unit: Basic Settings Topic: The Fiscal Year At the conclusion of this exercise, you will be able to: Create a calendar year based fiscal year variant and to assign it to your company code Create a quarter based fiscal year variant The enterprise operates in a fiscal year that corresponds to the calendar year. The head accountant wants four special periods for postings concerning year-end closing. 2-1 Which of the predefined fiscal year variants are - calendar-year? - year-dependent? 2-2 For what purposes are year-dependent fiscal year variants usually used? 2-3 Create a calendar year variant ## for your company with 12 posting periods and four special periods Add 30 to your group number since some of the existing data begins with 01, 02, etc. For example, if your group number is 02, you would add and enter 32 for your fiscal year variant. 2-4 Assign the fiscal year variant that you created to your company code GR##. 2-5 Create a fiscal year variant ## + 40 for a fiscal year with just four posting periods and one special period. The length of one posting period is three months. The fiscal year runs from April to March SAP AG AC

40 Basic Settings Exercises Unit: Basic Settings Topic: Currencies At the conclusion of this exercise, you will be able to: Check your knowledge about the possibility of maintaining exchange rates in R/3 The enterprise has customers and vendors in several foreign countries. The head accountant is worried that it will be a substantial amount of daily work to keep the exchange rates up-to-date within the system. You need to convince him that it is much less work than expected if the tools R/3 offers are used. 3-1 Name the tools for maintaining the exchange rates: 3-2 In R/3, currencies are defined by. 3-3 Name three commonly used exchange rate types and what they are used for: 3-4 List the IMG path where base currency is defined? 3-5 What is the difference between a participating and non-participating currency? SAP AG AC

41 Basic Settings Solutions Unit: Basic Settings Topic: Organiational Units 1-1 Create a company code GR## that reflects the enterprise of your client. In the rest of this course you will be working within this company code IMG Menu Path Options: IMG Menu Path: Tools o AcceleratedSAP o Customiing o Edit Project o SAP Reference IMG Pushbutton IMG Transaction Code: SPRO Copy company code: IMG: Enterprise Structure o Definition o Financial Accounting o Define, copy, delete, check company code o Copy, delete, check company code Organiational object o Copy org.object Field Name or Data Type Values From Company code 0001 To Company code GR## Select Enter. Field Name or Data Type Values G/L accounts in company codes No!!! Change local currency No Reply to the information message, Certain data was not copied dialog window by selecting Enter. Confirm any information messages by selecting Enter and continue copying. Confirm the Enter intervals without overlap dialog box by selecting the red X Select the green arrow to return to the dialog box and select Edit company code data or follow the next menu path. Change definition of company code: SAP AG AC

42 IMG: Enterprise Structure o Definition o Financial Accounting o Define, copy, delete, check company code o Edit company code data Select GR##. Field Name or Data Type Values Company name Group ## City Country Currency Language Select Save. any city Your country Local currency Local language Review the global company code parameters. IMG: Financial Accounting o Financial Accounting Global Settings o Company Code oenter Global Parameters Drill down on your company code to review the global parameters. Checklist Congratulations! You have just created your own company code! 1-2 Search for elements that are assigned to a company code. Use the Binoculars Icon,, to search for assign company code! Assign Company Code Assign Company Code Workflow Variant for Release for Payment Assign Company Code for EDI Incoming Invoice Assign Company Code for EDI Payment Advice Notes Assign Company Code to Chart of Accounts Assign Company Code to Document Date for Tax Determination Assign Company Code to Field Status Variants Assign Company Code to Plant Assign Company Code to Rule Type SAP AG AC

43 Assign Company Code to a Fiscal Year Variant Assign Company Codes to Correspondence Company Codes Assign Company Codes to Tax on Sales/Purchases Group Assign company code to company Assign company code to controlling area Assign company code to credit control area Assign company code to financial management area 1-3 False. Business areas are not assigned to company codes. They can report across company codes. SAP AG AC

44 Basic Settings Solutions Unit: Basic Settings Topic: The Fiscal Year 2-1 Verify properties of fiscal year variants. IMG: Financial Accounting o Financial Accounting Global Settings o Fiscal Year o Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year) Calendar year: 01, K1, K2, K3, K4 Year-dependent: AA, AM, R1, UL, WK 2-2 Purposes of the year-dependent fiscal year variants. The year-dependent fiscal year variants are used: - if start and end date of the posting periods differ from year to year - if one fiscal year has fewer posting periods than the others (shortened fiscal year) 2-3 Create calendar year variant. IMG: Financial Accounting o Financial Accounting Global Settings o Fiscal Year o Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year) Edit o New entries Field Name or Data Type Values FV ## + 30 Add 30 to your group number since some of the existing data begins with 01, 02, etc. For example, if your group number is 02, you would add and enter 32 for your fiscal year variant. Field Name or Data Type Values Description Calendar year variant ## Calendar-yr X Number of posting periods 12 No.of special periods 4 Select Save. SAP AG AC

45 2-4 Assign fiscal year variant to company code. IMG: Financial Accounting o Financial Accounting Global Settings o Fiscal Year o Assign Company Code to a Fiscal Year Variant Field Name or Data Type Fiscal year variant ## Select Save. Values 2-5 Define a fiscal year variant with 4 posting periods and one special period. IMG: Financial Accounting o Financial Accounting Global Settings o Fiscal Year o Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year) Edit o New entries Field Name or Data Type Values FV ## + 60 Description 4 periods Group ## No. posting periods 4 No. special periods 1 Select Save. Select the green arrow to return to the Overview screen Define period dates: Highlight Fiscal year variant ## Under the Dialog Structure, drill down on Periods. Edit o New Entries Month Day Period Year shift Select Save. Checklist You just created a calendar-year fiscal year variant, assigned it to your company code. You also created a non-calendar fiscal year variant. SAP AG AC

46 Basic Settings Solutions Unit: Basic Settings Topic: Currencies 3-1 Inversion Base Currency Exchange Rate Spreads 3-2 Currency Code 3-3 M: Average rate for posting and clearing B: bank buying rate S: bank selling rate Euro: fixed exchange rate type for countries in the EMU 3-4 General Settings o Currencies o Check exchange rate types 3-5 A participating currency is the currency of the country participating in the European Monetary Union. As of January 2000, those countries include: Austria, Belgium, Finland, France, Germany, Ireland, Italy, Luxembourg, Netherlands, Portugal and Spain. A non-participating currency is the currency of a country not participating in the EMU. SAP AG AC

47 Master Data G/L Accounts Chart of Accounts Account Groups Reconciliation Accounts Customer/Vendor Accounts Types of Maintenance Account Groups Number Ranges Relations between Customer/Vendor Accounts Bank Master Data SAP AG AC

48 Master Data: Objectives At the conclusion of this unit, you will be able to create, maintain and control: G/L Accounts Customer/Vendor Accounts Bank Master Data SAP AG AC

49 Master Data: Business Scenario The accounting department uses some data which remains unchanged for long periods of time and which is often referred to by other data. This data is called master data. In FI, master data includes general ledger and sub ledger accounts, as well as bank master records. The head accountant wishes to know how accounts are structured, how they can be influenced, and how they may relate to each other. SAP AG AC

50 G/L - Accounts: Objectives At the conclusion of this topic, you will be able to: define and use a chart of accounts describe the structure of a G/L account control the appearance of a G/L account name and explain different types of G/L accounts create G/L accounts using different methods discuss methods to change multiple GL accounts simultaneously explain advantages and disadvantages of group and country charts of accounts SAP AG AC

51 Chart of Accounts The three steps to create and use a chart of accounts : Define the chart of accounts, Define the properties of the chart of accounts, Assign the chart of accounts to company codes. INT IKR CAUS The chart of accounts is a variant which contains the structure and the basic information about general ledger accounts. You define the chart of accounts with a 4 character identifier. You define the components of the chart of account, e.g. language, length of the G/L account number, group chart of accounts, status. The chart of accounts has to be assigned to every company code which would like to create accounts based on the defined structure. SAP AG AC

52 Define Chart of Accounts The definition of a chart of accounts contains: Chart of accounts key Description General Information Maintenance language Length of the G/L account number Controlling Integration Manual or automatic creation of cost elements Consolidation Status Group chart of accounts INT Blocked indicator The maintenance language is the language in which account descriptions are maintained. The length of the G/L account number can be from 1 to 10 digits. Using the type of integration between G/L accounts and cost elements, you can control how the cost element master data is maintained when maintaining the master records of G/L accounts. You can manually maintain the cost elements, but it is also possible to have the cost elements automatically be created when creating G/L accounts. However, this is only possible if a default value has been entered for the cost element type, since the system assume that no cost element needs to be created if no default value exists. A group account number can be entered into a G/L-account. This group account number is used for reporting across company codes which use different charts of accounts. If a group chart of accounts is entered into the chart of accounts, the system makes this field a required entry in the G/L master account and verifies that the group account number entered exists in the group chart of accounts. A chart of accounts which is not yet completed can be blocked so that no company code can use it until ready. You can create a directory of G/L accounts in your chart of accounts for information or documentation purposes using the program RFSKPL00. The G/L chart of accounts is used to display G/L account master records and for printing G/L account lists. SAP AG AC

53 Assign Chart INT CC1000 CC2000 CAUS CC3000 Every single company code needs to have a chart of accounts assigned to it. Several company codes can share the same chart of accounts (variant principle). The R/3 CO component uses the same chart of accounts as the FI module. If company codes intend to use cross company code controlling, they must use the same chart of accounts. In the example above, company codes 1000 and 2000 can do cross company code controlling,but company codes 2000 and 3000 cannot. Via program RFSKVZ00, you can create a G/L account directory with chart of accounts and company code specific data. SAP AG AC

54 Chart of Accounts Segment Name Control Consolidation Name Control Consolidation Name Control Consolidation Chart of accounts - segments The chart of accounts contains basic information about the accounts. Information per account is bundled into what is called the chart of account-segment. It contains the: yaccount number yname of the account (as short and as long text) ycontrol fields (discussed on the following slides) yconsolidation fields You can translate the chart of accounts into other languages in order to be able to display the account name in the appropriate logon language when displaying master data and posting. If the chart of accounts has not been translated into the appropriate logon language, the account name appears in the maintenance language. Texts with different information can be assigned to each chart of accounts-segment. SAP AG AC

55 Fields in the Chart of Account Segment The Chart of Account segment consists of several groups of fields: Type/Description Control in chart of accounts Description Consolidation data in chart of accounts Key Word/Translation Key words in chart of accounts Translation Information Information in chart of accounts G/L texts in chart of accounts G/L Account Chart of accounts INT Information in G/L chart Account of accounts Created on Chart of accounts INT Created by G/L Account Key words in chart of accounts Group chart of accts Language Chart of accounts INT Key Word G/L texts in chart of accounts Control in chart of accounts Account group Language Key Sample account Description Translation P+L statement account type 1st line Balance Sheet account More text indicator Language Key Description Other language Short indicator text Short text Long Text G/L account long text Consolidation in chart of accounts Trading partner Group account number The information entered in the Chart of Account segment is unique whether users have one or multiple company codes. This is how the name remains the same and is consistent across company codes. The information is entered once. Whenever you enter information for a company code for an account number, the information from the Chart of Account segment is accessed automatically, so you do not have to enter it again. Texts entered for the Chart of Account segment are managed by text ID and language. Texts can be display using the program Account assignment manual (RFSKTH00). Key words facilitate the search for account numbers. You can define and change the layout of the tab pages for individual processing of G/L account master data. You can define: ythe number of tab pages ythe title of the tab pages ythe field groups desired and their position on the tab pages The layouts can be selected for central processing, processing in the chart of accounts area, and for processing in the company code area. The standard system includes layouts with the naming convention starting with SAP; you can copy them, change them as needed, and then assign them to your chart of accounts or account groups. SAP AG AC

56 Company Code Segment Company Code-Segment The Company Code does not use account Company Code-Segment Account Account To use one of the accounts from the assigned chart of accounts in your company code, a company code-segment has to be created. This company code-segment is added to the chart of accountsegment, and together they form the account. Information in the company code segment is specific for this company code. This information controls entry of accounting documents and management of accounting data. In the example on the slide, the company code does not use account , although a different company code in the group may use it. It could be, for example, a foreign currency account in the currency of a country in which the company code shown does not have any business partners, although a different company code might. SAP AG AC

57 Fields in the Company Code Segment The Company Code segment consists of several groups of fields: Control Data Account control Account Management Joint Venture Bank/interest Document Creation Bank/Financial Details Interest Calculation Information Information G/L Account texts G/L Account Chart of accounts Company Code G/L Account Information Created On Created By Chart of Ac Country Ch Country FM area CO area Chart of accounts Company Code INT 1000 Control of document G/L creation Account Field status gr Auto Posting Supplement Account Control INT 1000 Chart of accounts Company Code Bank/Financial Details Acct currency G/L Account texts Planning Leve Tax category Account As Rel.Cash Flow Altern. account Accounting Commitment I Additional I House Bank Account Management OI Management Interest Calculation information Line Items Interest Indic. Sort Key Int.calc.freq. Authoriation Joint Venture Recovery Ind INT 1000 The Company Code segment for the same G/L account can be different depending on the needs of the company code. For example, one company code may collect tax when using expense accounts and would flag the tax category field, whereas another company code may not. You define the information that is pertinent to each company code: ycurrency ytax yreconciliation account yline item display ysort key yfield status group yhouse bank yinterest calculation information As mentioned before in the Account Chart segment, texts are managed by text ID and language. Texts can be displayed by the report Account assignment manual. SAP AG AC

58 One Chart of Accounts, Several Company Codes Company Code-Segment Company Code-Segment Account in CC 1000 Account in CC 2000 Every company code that needs to use an account from the assigned chart of accounts has to create its own company code segment. Because the number and name of the account is maintained at the chart of account level, the account will have the same name and number in all assigned company codes. SAP AG AC

59 Balance Sheet and P+L Statement Accounts P+L statement acct type Balance sheet account P+L statement acct type Balance sheet account Carry forward yy yy yy X := yy In the chart of accounts-segment, it is necessary to indicate whether the account will be a balance sheet or a profit+loss statement account. These two types of accounts are treated differently in the closing procedure. yfor balance sheet accounts, the balance is carried forward to the same account. yfor P+L statement accounts, the balance is carried forward to a retained earnings account and the P+L statement account is set to ero. The account to which the balance is carried forward is assigned to a key (e.g. x) and this key is entered in the field P+L statement account type in the chart of accounts-segment. In customiing, users define the retained earnings account and during G/L master record creation, it is assigned to expense accounts. If there is only one retained earnings account, R/3 will automatically use the one defined in customiing. If there are more than one retained earnings account, during master record creation, the user will have the option to choose the retained earnings account per P+L account. SAP AG AC

60 Account Groups for the G/L Accounts Cash accounts Company code segment General Ledger C Matl P/L Liab... Cash Asst Account group control Chart of accts sgmnt Konto Cash Account group The number ranges of the accounts The field status of the fields in the company code segment of the master record Since a chart of accounts contains many different types of accounts, they can be bundled into different account groups. Usually one account group bundles accounts with the same tasks within the general ledger, e. g. cash accounts, material accounts, asset accounts, profit and loss accounts,... By assigning a number range to an account group, you can ensure that accounts of the same type are within the same number range. Number intervals for G/L account master records can overlap. The account group has to be entered in the chart of accounts-segment and controls the appearance of the company code segment of a G/L account. For example, for all of your cash accounts, you want to be able to view all of the detailed line items. In customiing, for your Cash Accounts account group, you would alter the field status to make line item display a required entry. R/3 delivers predefined account groups. SAP AG AC

61 The Field Status Chart of accts segment G/L account Chart of accounts Control in chart of accounts Account group Sample account P&L account Balance sheet acct Name Short text G/L account long text Partner company Group account number INT Consolidation in chart of accounts Company code segment G/L account Chart of accounts Company code Account control Account currency Tax category Alternative account number Account management Open item management Line item display Sort key Authoriation group Joint Venture Cost type INT 1000 Each field has one of the following properties: Suppressed Display Required entry Possible entry? The field status makes it possible to influence the appearance of an account s master data. yfields which are not used can be suppressed. yfields which have an entry that should not be changed can be set to display only (even in change mode) yfields which must have an entry can be made required fields. yfields that can be entered, but are not required, can be set to optional entry. Certain fields are grouped together and their field status is valid for the entire group, e. g. interest calculation indicator, interest cycle, and last interest calculation key date. The fields Currency and Field status group are always required fields. Their status cannot be changed. Note: Fields which are suppressed may contain values and these values still take effect! SAP AG AC

62 Master Data Field Status (1) Used in which account group? Field Account Cash Account Group Account groupdependent field status? SAP AG AC

63 Master Data Field Status (2) Used with which transaction? Field Master Data Create Change Display Transactiondependent field status? Priority Used in which account group? Account groupdependent field status Account Cash Account Group The fields displayed on the general ledger master record are not only controlled by the account group, but also by the master data transaction that you are using (transaction dependent control) i.e. create, change, display. Once the master record is created and you do not want sensitive fields changed, on the master record change transaction in customiing, you specify that a certain field is not changeable. For example, you want the currency of your cash account to be GBP and you do not want it to be changed, customie the master record change transaction to have the field be display only For each field, the field status definitions from the account group and the transaction are taken into consideration and the one with higher priority is used. The priorities are (starting with the highest): ysuppress ydisplay yrequired entry yoptional entry Fields which are accessed with the transaction master record display are always either displayed or suppressed since you cannot make an entry in a display transaction. If you do not want to use the transaction dependent field status control, set all field status definitions as optional entry, as this has the lowest priority and will therefore not conflict with the account group control. SAP AG AC

64 Reconciliation Accounts General Ledger Recon. account. for acct type: D Trade Receivables aa bb Recon. Account. for acct type: K Trade Payables cc dd Sub-ledgers Accts Rec. Customer aa bb Accts Pay. Vendor cc dd Reconciliation accounts are general ledger accounts assigned to the business partner master records to record all transactions in the sub-ledger. Any postings to the sub-ledger accounts automatically updates the balances of the assigned reconciliation accounts. In this way, the general ledger is always up-to-date. You define a G/L-account as a reconciliation account by entering the type of reconciliation account that it is into the field Recon.account for acct type. yd for customers yk for vendors The reconciliation account is then only valid for the specified account type. Typical reconciliation accounts are the accounts Trade Receivables and Trade Payables. Note: It is not possible to post to reconciliation accounts directly. If you want to view the related business partner accounts of a certain reconciliation account, you can select the field for the reconciliation account as a dynamic selection in the customer or vendor list (RFDKVZ00 or RFKKVZ00). SAP AG AC

65 Line Item Display Account without line item display Index to documents Transaction figure / debit Transaction figure / credit Account with line item display Doc. X, item 1 Doc. Y, item 9 Doc. Z, item Further important fields Doc. A, item 3 Doc. B, item 2 Doc. C, item Further important fields Transaction figure / debit Transaction figure / credit Transaction figures are the sums of line items on the debit or credit side. The balance is the difference between the debit and the credit transaction figure. The field line item display is a control field in the company code segment of an account. yfor accounts without line item display only the transaction figures are updated when a document is posted to this account. When a user wants to look at this account on-line, they will only be able to view the balance. yfor accounts with line item display the most important data from the posted line items is stored in a special index table. Because this data is also stored in the documents, it is redundant and needs additional storage and system time. When a user wants to look at this account on-line, they will be able to view both the balance and the individual line item details. Because of system resources which are needed by the line item display, it should not be used for accounts where the line item data can be more easily accessed in another way, e.g. yreconciliation accounts (line items are managed in the sub-ledgers) ysales revenue accounts (line items are managed by the SD-application) ymaterial stock accounts (line items are managed by the MM-application) ytax accounts (Tax items make sense only in connection with the document; the tax amounts were already checked when the document was posted.) SAP AG AC

66 Open Item Management Account without open item management Doc. X, item 1 + Further Doc. A, item 3 important fields Doc. Y, item 9 Doc. Z, item 4... Doc. B, item 2 Doc. C, item Further important fields Transaction figure / debit Transaction figure / credit Account with open item management Doc. X, item 1 Doc. Y, item 9 Doc. Z, item further important fields Doc. A, item 3 Doc. B, item 2 Doc. C, item further important fields Transaction figure / debit Transaction figure / credit Items in accounts with open item management are specified as open or cleared. Accounts with open item management must have line item display activated. General ledger accounts should be administered with open item management when you need to check whether there is an offsetting posting for a given business transaction. Open and cleared items can be displayed separately, and therefore it is easy to see which business transactions still need to be cleared. You should use open item management for: ybank clearing accounts, yclearing accounts for goods receipt/invoice receipt, and ysalary clearing accounts. You can only set or cancel open item management if the account has a ero balance. SAP AG AC

67 Account in Local Currency Debit Account in local currency Doc. X, item 1, Doc. Y, item 9 Doc. Z, item 4 local c. curr. 1 local c. local c. curr. 2 curr. 3 Transaction figures / debit curr. 1 curr. 2 curr. 3 Transferred amounts Posted amounts (transaction currency) The account currency can be either ythe local currency, or ya foreign currency. The local currency is defaulted as the account currency when a G/L account is created. If the account currency is the local currency, the account can be posted to in any currency. In the line item, the amount is transferred into the local currency. Transaction figures are kept per currency, i.e. ylocal currency (sum of all amounts transferred to local currency) ycurrency 1 (sum of all amounts posted in currency 1, may be the local currency) ycurrency 2 (sum of all amounts posted in currency 2) ycurrency 3 (sum of all amounts posted in currency 3) yetc. This is valid whether or not line item display is activated. SAP AG AC

68 Only Balances in Local Currency Debit Account in local currency Doc. X, item 1, local c. curr. 1 Doc. Y, item 9 local c. curr. 2 Doc. Z, item 4 local c.... curr. 3 Transaction figures / debit local c. local c. Transferred curr. 2 amounts Posted amounts (transaction currency) If the box Only balances in local currency is marked in the master data record, only transaction figures for amounts transferred to local currency are managed. This indicator should be set for clearing accounts from which you wish to be able to clear items simply by ero-balancing the amounts in local currency. Then no difference postings caused by exchange rate differences have to be made. The indicator has to be set in cash discount and GR/IR clearing accounts. It must not be set in reconciliation accounts for customers or vendors. The indicator is usually set in balance sheet accounts which are not kept in foreign currencies and not managed on an open item basis. SAP AG AC

69 Account in Foreign Currency Debit Doc. X, item 1, local c. Doc. Y, item 9 local c. Doc. Z, item 4 local c. Account in foreign currency for. c. for. c. for. c. Transaction figures / debit local c. for. c. Transferred amounts Posted amounts (transaction currency) Accounts having a foreign currency as its account currency can only be posted to in this foreign currency. SAP AG AC

70 Methods for Creating G/L Accounts Manual Two-Step: Š 1. Chart of Accounts Segment, 2. Company Code Segment Š One-Step: Create both segments simultaneously Copying Copying an individual GL account with reference to another GL account Copy the entire company code segment Copy the entire chart of accounts segment Data Transfer Upload a new chart of accounts from an external system e.g. flat file Manual Creation: ywith the two step method, the chart of accounts segment is created separately from the company code segment. This allows for creating the GL account only in the chart of accounts or in multiple company codes. yuse the one step method to create a GL account in a specified company code. Repeat step 2 of the two step method, create in the company code segment, to create the GL account in additional company codes as needed. Creating GL accounts by copying : yto create an account that has the same properties as an existing account, i.e. another cash account, create the new account with reference to the existing account and change the account title accordingly. yif all of the GL accounts in an existing company code are required in another company code, the entire company code segment can be copied to the new company code. ythe entire chart of accounts can be copied into a new chart of accounts as well, including account determination. The financial statement version can also be copied. Data Transfer: yto reduce data entry, programs like RFBISA00, Batch Input Interface for G/L Account Master Data, can be modified by the ABAP team to accommodate uploading new chart of accounts information. SAP AG AC

71 Collective Processing You can change collectively the following information: Chart of Accounts Company Code Description G/L Account Chart of accounts G/L Account INT Chart of accounts G/L Account INT Control in chart of accounts Chart of accounts INT Account group Control in chart of accounts Sample account Account group P+L statement account type Control in chart of accounts Sample account Balance Sheet account Account group P+L statement Sample account account type Description Balance Sheet P+L account statement account type Short text Special Description Balance Sheet account G/L account long text Short text Description Special G/L account long Short text text Special Trading partner G/L account long text Group account Consolidation number in chart of accounts Trading partner Consolidation in chart of accounts Group account Trading number partner Group account number The SAP R/3 System provides collective processing functions for the G/L account master. You can change the master data in the chart of accounts area, company code specific data or the names of several G/L accounts at the same time. The G/L accounts can be from different charts of accounts. You can make changes to the displayed G/L accounts: yyou can select the fields to be changed yyou can change the values of the fields displayed. Enter the new values in the header New to replace the existing values. For all G/L accounts selected, the old value is replaced with the new value NOTE: Changes to existing G/L accounts are effective once saved and could have extensive consequences. You should thus verify your changes before saving. SAP AG AC

72 Group Chart of Accounts (1)? Operational Chart of Accounts CAUS CC1000 Internal Reporting? Operational Chart of Accounts CAFR External Reporting CC2000 SAP AG AC

73 Group Chart of Accounts (2) Internal Reporting Operational Chart of Accounts CAUS group account number: Group Chart of Accounts INT group account number: Operational Chart of Accounts CAFR group account number: group account number: CC1000 External Reporting CC2000 For internal purposes, reporting over several company codes may be desirable, e.g a balance sheet shall be generated which contains the financial positions of several company codes. This is no problem as long as all company codes use the same chart of accounts. However, some company codes may have to use special charts of accounts because of legal requirements. If this is the case for internal reporting, then: ya group chart of accounts can be used. This chart has to contain all of the group accounts. ythe group chart of accounts has to be assigned to each operational chart of accounts. If this is done, the field group account number in the chart of account segments of the operational charts of accounts becomes a required entry field. yin the chart of account-segment of every operational account, the group account number has to be entered. Different accounts of one operational chart of accounts can point to the same group account. ya financial statement version, for the group chart of account, has to be used. Disadvantage: Because the company codes use different operational charts of accounts, no intercompany code controlling can be performed. SAP AG AC

74 Country Chart of Accounts (1) Company Code-Segments CC1000? CC1000 Internal Reporting + + Operational Chart of Accounts INT Company Code -Segments CC2000 External Reporting? CC2000 SAP AG AC

75 Country Chart of Accounts (2) Internal Reporting Country Chart of Accounts CAUS Company Code-Segments CC1000 Altern. Acc. no. Altern. Acc. no Operational Chart of Accounts INT Company Code -Segments CC2000 Altern. Acc. no. Altern. Acc. no CC1000 External Reporting Country Chart of Accounts CAFR CC2000 An alternative to using a group chart of accounts is to use a country charts of accounts. While every company code uses the same operational chart of accounts, the company codes which require a different chart of accounts for external reporting can: yhave a country chart of accounts assigned yhave the country chart of account number (alternative number) entered in every company code segment. Every country account number can only be used once. Note: Since all company codes post into the same operational chart of accounts, cross-company code controlling is possible. Disadvantage: Accounting clerks who may be familiar with the country charts of accounts may have to get used to using the operational chart of accounts. SAP AG AC

76 Scenario: Group Charts of Accounts Group chart of accounts INT CAUS Operating chart of accounts Operating chart of accounts Spain Germany England USA Canada CAES GKR CAGB CANA CACA Country-specific charts of accounts In the scenario of an international group as shown on the slide, cross-company code controlling is possible for the European company codes, since the company codes in Spain, Germany and Italy all use the same operating chart of accounts. The European company codes all use chart of accounts INT as their operating chart of accounts. Cross-company code controlling is also possible in North America. the company code in the United States and the one in Canada both use chart of accounts CAUS as their operating chart of accounts. To enter reports using the country chart of accounts, the board of the group has decided to enter country-specific charts of accounts for the company codes. The board also decided that the group could do without Controlling for Europe and North America combined, but that they would like consolidation to take place. For this reason, a group chart of accounts (CONS) was set up for the operating charts of accounts INT and CAUS. SAP AG AC

77 Customer/Vendor Accounts: Objectives At the conclusion of this topic, you will be able to: describe the structure of customer and vendor accounts discuss the similarities and differences between customer and vendor accounts control and maintain customer and vendor accounts name and explain different relationships between customer/vendor accounts SAP AG AC

78 The FI - View of the Customer/Vendor Account Client level address General data... Account in CC 1000 Account in CC 2000 Company Code- Segment CC1000 Company Code Segment CC2000 Like G/L accounts, customer/vendor accounts have two segments: ya segment with general data on the client level. This data can be accessed throughout the whole organiation. ya segment with company code specific data on the company code level. Any company code who wishes to do business with a specific customer or vendor has to create a company code segment for him. By doing this, a customer/vendor account is created. Using program RFBIDE10/RFBIKR10, you can transfer maintained customer/vendor master records from a source company code to a different company code. SAP AG AC

79 The SD - View of the Customer Account Client level address General data... Account in sales area 001 Account in sales area 002 A A A Sales area segment Sales area 001 A A A Sales area segment Sales area 002 Because the sales and distribution department also stays in contact with a customer and has to know specific data about this customer, a sales area segment can be created for each customer. Any sales area which wants to do business with a customer has to create a sales area segment first. The sales area segment contains sales area specific data. SAP AG AC

80 The MM - View of the Vendor Account Client level address General data... Account in Purchasing Org 001 Purchasing Organiation segment Account in Purchasing Org 002 Purchasing Organiation segment Just as there is a sales area segment for customers, there are purchasing organiation segments for vendors. Any purchasing organiation which wants to do business with a vendor has to create a purchasing organiation segment first. The purchasing organiation segment contains purchasing organiation specific data. SAP AG AC

81 The Complete Customer Account Client level address General data... Account in CC 1000 Account in sales area 001 Company Code- Segment CC1000 A A A Sales area segment Sales area 001 A complete customer account consists of the following three segments: ygeneral data at the client level ycompany code segment ysales area segment Usually at a minimum, the sales area segment of the sales area which is assigned to the company code has to be created. Note: There may be other sales areas doing business with the customer as well. The account number is assigned to the customer at the client level. This ensures that the account number for a customer is the same for all company codes and sales areas. SAP AG AC

82 The Complete Vendor Account Client level address General data... Account in CC 2000 Account in Purchasing Org 002 Company Code- Segment CC2000 Purchasing Organiation segment A complete vendor account consists of the following three segments: ygeneral data at the client level ycompany code segment ypurchasing organiation segment Usually at at minimum, the purchasing organiation segment of the purchasing organiation which is assigned to the company code has to be created. Note: There may be other purchasing organiations doing business with the vendor as well. The account number is assigned to the vendor at the client level. This ensures that the account number for a vendor is the same for all company codes and purchasing organiations. SAP AG AC

83 Central Versus De-central Maintenance (AR) Accts Rec. FI Maintenance Accounts Receivable Central Maintenance Client level + Company Code- Segment Gen. data AA A + Sales and Distribution Central Maintenance Sales area segment SD Maintenance Client level + Gen. data Company Code- Segment Client level AA A + Gen. data Sales area segment The system offers separate functions for maintaining customer master records depending on the requirements of your organiation. They can be maintained centrally for all areas or separately for Financial Accounting and Sales and Distribution. For the rest of this course we will focus just on the FI-side of the customer master record. Note: when implementing both Accounts Receivable and Sales and Distribution, members of both of these implementation teams must work together to decide how to configure customer master records and who will be responsible for their maintenance. SAP AG AC

84 Central Versus De-central Maintenance (AP) Accounts Payable Purchasing Accts Pay. FI Maintenance Central Maintenance (decentral maintenance) Client level Company Code- Segment Gen. data + + Central Maintenance Purch. Org. Segment MM Maintenance (decentral maintenance) Client level + Gen. data Company Code- Segment Client level + Gen. data Purch. Org. Segment Just as with customer master data, vendor master data can be maintained centrally for all areas or separately for Financial Accounting and Materials Management. For the rest of this course we will focus just on the FI-side of the vendor master record. Note: when implementing both Accounts Receivable and Materials Management, members of both of these implementation teams must work together to decide how to configure customer master records and who will be responsible for their maintenance. SAP AG AC

85 Compare Master Data Incomplete customer accounts Client level General data Client level General data Company code segment?? AA A Sales area segment Incomplete vendor accounts Client level General data Client level General data Company code segment?? Purchase org. segment When using MM and/or SD, customers and vendors need to be maintained for all modules. It is easiest to create customer/vendor master records centrally to ensure that they are set up correctly. However, in some cases, MM/SD creates their segments of the master record and then FI creates their segments of the master record. In this case, there is the risk of creating incomplete or duplicate master records. To find and correct these incomplete accounts, you can run report RFDKAG00, Customer Master Data Comparison, or RFKKAG00, Vendor Master Data Comparison, and make the necessary corrections. Creation of duplicate accounts can be prevented by: yusing the matchcode before creating a new account yswitching on automatic duplication check SAP AG AC

86 Pages of the Customer/Vendor Account Each account segment consists of several pages with different groups of fields: General Data Address Control Data Payment Transactions + Texts Company Data Accounting Information Payment Transactions Correspondence Insurance Withholding Tax + Texts Customer Customer Customer Customer 1000 Company Code 0001 Address Control Data 1000 Paym. Trans. Group 1... Group 2... Acc. Info. Customer 1000 Paym. Trans. Company Code 0001 Customer 1000 Correspondence Company Code 0001 Customer 1000 Company Code 0001 Customer 1000 Company Code 0001 Insurance Withholding Tax. If you want to change or display an account, you can go directly to every page by selecting it on the initial display screen. Important fields are: ysearch term: should be filled with a short version of the vendor name according to company rules/desires. New to 4.6 is an additional search field. ygroup key: Customers or vendors who belong to one corporate group can be bundled together by a user-defined group key. This group key can be used for running reports, transaction processing or for matchcodes. yaccounting clerk: The accounting clerk s name has to be stored under an ID and this ID can be entered in the customer/vendor master record of the account he or she is responsible for. The accounting clerk s name is then printed on correspondence and his ID is used to sort dunning and payment proposal lists. Explanatory texts can be entered in every segment. Line item display and open item management are always preset to on for every customer/vendor account. New customer and vendor master records can also be created with reference to an existing master record. Only non-customer/ vendor specific data is copied from the reference account into the new account, i.e. no address information, etc. Copied data should be checked and changed, if necessary, before saving the record. It is a good idea to create a template account for every account group. SAP AG AC

87 AP/AR Account Groups AR accounts AP accounts The account group controls: Accounts Receivable C AR Dom For CPD Accounts Payable C AP Dom For CPD The number ranges of the accounts, The status of the fields in the master record, If the account is a one time customer or vendor When creating customer/vendor master records, the account group is entered on the initial create screen. In financial accounting, once the customer/vendor account is created, its account group cannot be changed. However, when using partner functions in sales and distribution, in some cases the account group can be changed from, for example, an ordering address to a ship-to address. Please refer to the SAP Library in Sales and Distribution for more details. SAP AG AC

88 AP/AR Number Ranges external numbering Acc CPD Account Group internal numbering 00 Current number internal numbering Acc For Acc Dom Account Group Account Group There are separate number ranges for customer and vendor accounts. The range of possible account numbers is divided into smaller number ranges. Number ranges are not allowed to overlap. For each number range you can set whether the numbering will be internally or externally assigned. Internal number assignment means that the numbers are assigned by R/3 in sequential order. With external number assignment, the numbers are entered manually by the user creating the master record. External numbers can be alphanumeric. With internal numbering for a new account the system always assigns the next number available in the range. Therefore, it can display the current number which informs you how many numbers are still left within a given number range. With external numbering, the user chooses the account number. Numbers don't have to be assigned in sequence; therefore, a current number cannot be displayed. Each number range can be assigned to one or more account groups. SAP AG AC

89 Regular Versus One-Time Accounts Account 1000 Address Name Street City... Communication Language Telephone... Address Account CPD Address Address Name... Communication Language... + other customer/vendor specific information (bank details, etc.) Document no customer/vendor specific information (no bank details,...) Document + customer/vendor specific information (bank details,...) For all customers or vendors with whom you rarely do business, a special customer and a special vendor master record should be created. Those master records are for one-time accounts. In contrast to other master records, no data specific to a single customer/vendor is stored in the onetime master record, since this account is used for more than one customer/vendor. Therefore, the customer-specific fields should be suppressed. The customer/vendor specific data for one time customers/vendors are entered into the document at the time of posting. SAP AG AC

90 Field Status of Fields in Master Record Account group Cust. Account 1000 Address Name Street City... Communication Language Telephone... Address Account 1000 Company code 0001 Account management Reconc.acct Central... Authoriation Int.calc. Interest ID Interest cycle... Account 1000 Sales organiation 1000 Dist.channel 10 Divi. 00 Order Customer area Sales office Salesperson group... Price determ./statistics Price group Cust. plan... AA A The account group is used to control the fields displayed in the master record. For example, to ensure that all correspondence has complete address information, alter the field status so that all address fields are marked as required entry. SAP AG AC

91 Control of the Field Status (1) Field Account Account Group Account groupdependent field status Used in which account group?? Priority SAP AG AC

92 Priority Control of the Field Status (2) Used with which transaction? Field Used in which account group? Master Data Create Change Display Account Account Group Transactiondependent field status Account groupdependent field status? SAP AG AC

93 Priority Control of the Field Status (3) Used with which transaction? Field Used in which account group? Used in which company code? Master Data Create Change Display Account Account Group Transactiondependent field status Account groupdependent field status Company codedependent field status? The layout of customer/vendor master data screens can be affected by several factors: Account group control : Usually the field status is controlled only by the account group. This way all accounts of one account group will have the same screen layout. Transaction dependent control : If desired, the field status can also depend on the master data transaction Create, Change, and Display. The transaction dependent field status should be set on display for the transaction change if the field should not be changed after creation, e.g. the field reconciliation account. Company code dependent control : The field status can also be controlled per company code. Fields which are not used in one company code can be suppressed while they are entry fields in others. Field status definitions of account groups, the transaction, and company code are combined and the one which has highest priority is used. Fields which are accessed with the transaction display are always either displayed or suppressed since you cannot make an entry in a display transaction. If you do not want to use transaction dependent or company code dependent field status control, set all field status definitions as optional entry since this has the lowest priority and will therefore not conflict with the account group control. SAP AG AC

94 Dual Control Principle Account 1000 Address Address Name Street City... Communication Language Telephone... Account 1000 Company code 0001 Account control Recon.acct. Central... Authoriation Interest Interest ID Interest cycle... Account 1000 Sales organiation 1000 Distr.channel 10 Divsn 00 Order... Sales district Sales office Sales group Pricing/Statistics Price group Cust.pric.proc.... AA A You now can have one person making changes to a customer or vendor while another person is responsible for validating the changes, usually for critical customer/vendor changes. First you have to define the fields for dual control in the customer/vendor master records in the IMG. If you define a field in the customer/vendor master record as sensitive, the corresponding customer/vendor is blocked for payment if the entry is changed. The block is removed when a second person with authoriation checks the change and confirms or rejects it. The confirmation for the changes can be made for a single customer/vendor or you can get a list. This list can be restricted by: ycustomer/vendor ycompany code yaccounts not yet confirmed yaccounts refused yaccounts to be confirmed by me. yyou can display the changes to customer and vendor master records for multiple accounts using the reports RFDABL00 or. SAP AG AC

95 Clearing Customer/Vendor Client level Cust. A Account control Vendor Vend. B Client level Vend. B Account control Customer Cust. A and and Autom. Paym. Tr. Clrg with vend. X Autom. Paym. Tr. Clrg with cust. X Cust. A Vend. B If a customer is also a vendor, or vice versa, the payment and the dunning program can clear open items against each other. Open items of the assigned account can also be displayed on the line item display and the open item selection screen. To use this clearing, the following steps must be taken: ythe vendor account number must be entered into the customer account and the customer account number must be entered into the vendor account yeach company code can decide separately whether it wants to clear a customer with a vendor. If clearing is to be used, the field Clrg with vend. in the customer account must be marked and vice versa. In you set the Account control and status indicator in the Further selections section of the programs for the customer and vendor directories (RFDKVZ00 or RFKKVZ00), you can view the partner relations of the customer or vendor in the output of the report. SAP AG AC

96 Alternative Payer/Payee Cust. A Vend B. Client level Paym. Trans. Alt. Payer Cust. Y Client level Paym. Trans. Alt. Payee Vend. M or or + Autom. Paym. Tr. Alt. Payer Cust. Z + Autom. Paym. Tr. Alt. Payee Vend. N Cust. A bank account of Y or Z To address or bank account of M or N Vend. B At the client and company code level, an alternative payer/payee can be entered. The input into the company code segment has higher priority than at the client level. There are several options to use this functionality within the master record. If you select the Individual specification field, during invoice entry, you can enter individual payee/payer information on a customer/vendor that is not created in R/3. If the alternative payee/payer is an existing customer or vendor, the vendor/customer number(s) can be entered on the master record as a permitted payee/payer. During invoice entry, one of these payer(s)/payee(s) can be chosen using matchcodes. If an alternative payer is entered, the money to clear the due open items of the account is collected from the alternative payer. If an alternative payee is entered, the money the company has to pay to clear the items due is sent or transferred to the alternative payee (the amount normally sent to the vendor would be sent, for example to the company managing the bankruptcy). If you set the Payment data indicator in the report for the customer of vendor directory (RFDKVZ00 or RFKKVZ00) in the Additional selections section, you can see the alternative payer/payee for the customer of vendor. SAP AG AC

97 Head Office/Branch Client level Cust. A... Client level Vend. B... and and Accounting Inform. Head Office Cust. X Accounting Inform. Head Office Vend. Y Cust. A Cust. X 10 Vend. Y 10 Vend. B M Zentrale Headquarters Zentrale Headquarters M Branch Filiale Branch Filiale Customers in some industries place orders locally (i.e. via their branches), but pay invoices centrally (from headquarters). This can be reflected in R/3 via head office and branch accounts. All items posted to a branch are automatically transferred to the head office account. Usually, it is the head office which is dunned and has to pay or has to be paid. But if the field decentralied processing is marked in the head office master record, the branch account is used by the dunning and payment programs instead. If you set the account control and status indicator in the further selections area in the report for the customer or vendor directory (RFDKVZ00 or RFKKVZ00), you can see the possible headquearters for the branches in the output. SAP AG AC

98 Bank Master Data: Objectives At the conclusion of this topic, you will be able to: create bank master data define your house banks define your accounts within your house banks maintain the link between bank and G/L accounts SAP AG AC

99 Bank Master Data (1) Bank Directory Contains addresses and general control data Bank Master Data Client level Bank country Bank key Address... Control data... Banks You have to enter bank master data for every bank used in the system (such as house banks and banks of customers and vendors. Bank master data is saved centrally in the bank directory (report RFBKVZ00 provides a list of banks - table BNKA - with their master data). Each land is uniquely identified by its country and bank key. Bank master data includes address information and control data such as the SWIFT code, postal account data and bank group (for bank optimiation). You can display changes to the bank master data using the report RFBKABL0. SAP AG AC

100 Bank Master Data (2) House Bank Data Bank Master Data Client level Bank country Bank key Address... Control data... Company Code House Bank-ID House bank data Bank country Bank key House bk comm. data... + DME/EDI-data Banks Banks used by your company to complete transactions are defined as house banks. House banks are created in Customiing and contain information such as bank master data, data for electronic payments, the bank accounts for each house bank and the G/L accounts per bank account. Based on the house bank ID and the bank types (suggestion: use, if possible, logical abbreviations for the house bank ID and bank types to simplify the use for other users) the payment program determines the banks to be used. SAP AG AC

101 Bank Master Data (3) House Bank Data Bank Master Data Client level Bank country Bank key Address... Control data... Company Code House Bank-ID House bank data Bank country Bank key House bk comm. data... + DME/EDI-data Customer/Vendor Master Data Banks Client level Customer/Vendor Bank Details Ctry Bank key Account Bank type Collection Bank master data can be created four ways: ywhen entering bank information in the customer or vendor master record, or in the house bank configuration: yusing the Create Bank transaction in the Accounts Receivable/Payable master record menu ythe bank directory can be imported from disk or tape using program RFBVALL_0, Country Specific Transfer of Bank Data. The disk with the bank directory can be obtained from one of the country s banking organiations. It should be updated regularly. yfor customers using the lockbox functionality, a batch input session can be created that automatically updates customer banking information in the master record. When entering bank information in customer or vendor master records, you can use the information already stored in the bank directory for previously entered banks. You merely have to enter the country and the bank key; the system then establishes the name and address of the bank. In customer and vendor master records, the Bank type field is used to distinguish between different banks. If invoices are being processed and the customer/vendor has more than one bank, the user can select one of the banks in the partner bank field using the match code. SAP AG AC

102 Bank Accounts (1) Bank account at house bank Bank Account in SAP System House Bank-ID Account-ID Bank acc. data Bank account Currency G/L-Account Each bank account is represented in the SAP System via a combination of house bank ID and account ID. This combination is entered in a G/L account (next slide), which represents the bank account in the General Ledger. SAP AG AC

103 Bank Accounts (2) Bank account at house bank Bank Account House Bank-ID Account-ID Bank acc. data Bank account Currency G/L-Account G/L Account Account no Account control Account currency Bank/Fin. details House bank Account ID Bank accounts that are managed by house banks have to be defined as well. The accounts can be identified by an account-id, which is unique per house bank. The bank account data contains the number of the account at your bank, the account currency and the G/L account which reflects the postings on your bank account in the general ledger. For every bank account, a G/L account must be created. This G/L account is assigned to the bank account and vice versa. Both accounts have to have the same account currency. SAP AG AC

104 Master Data: Summary G/L accounts consist of a chart of account segment and a company code segment Customer/vendor accounts consists of general data, company code data and sales/purchasing data. Account groups control the appearance of master records. Bank master data must be defined for all bank details used in the system. SAP AG AC

105 Exercises Unit: Master Data Topic: General Ledger Accounts In this exercise you will Create and use a chart of accounts Create general ledger accounts Create account groups Check your knowledge about general ledger accounts The accounting executive has requested the enterprise s chart of accounts be based on the standard R/3 template for its country. The accounting department requires additional general ledger accounts to handle authoried travel expenses and disbursements. An authoried travel expense is an expense over 10,000 units local currency approved by the accounting executive. The expense account numbers must fall within the range of AE0000 to AE9999. The disbursement account numbers must fall within the range CD0000 to CD A G/L account consist of which segments? 1-2 Create the chart of accounts segment, C##, for your company code by copying the standard template for your country. Use the description "Chart ##." Next, assign your company code GR## to chart of accounts C##. You will then see a message stating You have not printed the proposal list yet. It can only be printed prior to copying. Do you still want to copy? Select Yes! Afterwards, assign company code GR## to your chart of accounts C##. 1-3 The accounts in an existing company code are already configured for your country. To create the accounts, copy that company code s segments to GR##. Your instructor will provide you with the company code to copy from. Perform a test run first, then a productive run. SAP AG AC

106 Select Enter if you receive the warning that the company codes have different chart of accounts. Select Enter if you receive a message stating that you are making a production run. 1-4 When you copied the chart of accounts the system also copied the account groups to your new chart of accounts. For the general ledger accounts mentioned in the business scenario the accounting department needs two special account groups, one for the expenses and one for the disbursements. Copy within your chart of accounts the account group "ERG." to the new account groups AE## and CD## with the descriptions "Authorited expenditures ## and Cash payments ##" - change the number range accordingly, AE0000-AE9999 and CD0000-CD Create 3 general ledger accounts: 2 for authoried expenses (one for entertainment expenses and on for rental cars) and one for cash disbursements. Use a reference account when creating the account. The course instructor will provide you with the number. Use the new account group G## for the new accounts. Then, display the chart of accounts for your company code. Account number: Reference number: AE01##, AE02##, CD03## Listed on the data sheet 1-6 Name the possible field status definitions in the order of their priority: 1-7 Different company codes are able to use the same. 1-8 The controls field display on the company code section of the GL master record. 1-9 sum up the transaction figures of their assigned sub-ledgers True or false Reconciliation accounts are updated on a daily basis It is always possible to display the line items of a G/L account G/L accounts with open item management need to have line item display active. SAP AG AC

107 G/L accounts that are managed in local currency can only be posted to in this currency G/L accounts that are managed in a foreign currency can only be posted to in this foreign currency If company codes use different operating charts of accounts, no crosscompany code controlling is possible. SAP AG AC

108 Master Data Exercises Unit: Master Data Topic: Customer/Vendor Accounts In this exercise you will Create customer/vendor account groups Create customer/vendor accounts Check your knowledge about customer/vendor accounts Customer and vendor master data are created by the accounting department. Customer accounts: Account number shall be assigned automatically Payment terms always need to be provided by the accounting clerk Vendor accounts: Account number shall be assigned by the clerk The AP supervisor wants to be able to work with advanced searching capabilities: both search terms need to be filled in for. Verify that search term A is a sensitive field for changes Please don t change the number ranges since they are valid for all company codes! 2-1 Create an account group D## with the description "Customers ##" for the regular customer accounts. Do this by copying the account group KUNA and configuring D## according to the requirement in the business scenario. Assign the number range 02 to the account group. 2-2 Create a regular customer with the new account group D##. Complete the following fields with the data below: Search term: GR## Group: AC200 Reconciliation account: Trade Receivables - domestic Payment terms: Create an account group K## with the description "Vendors ##" for the regular vendor accounts. Do this by copying the account group KRED and configuring K## according to the requirement in the business scenario. Assign the number range XX to the account group. Note: XX is the number range, NOT your group number! SAP AG AC

109 2-4 Create a regular vendor, Vendor ##, with the new account group K##. Complete the following fields with the data below: Search term: GR## (You just remembered that it is not possible to enter a second term. Why is this? -- Solution in exercise 2-5.) Group key: AC200 Reconciliation account: Trade Payables Cash Management group (Planning group): A1 Payment terms: Upon further review of your master records, you find that one of the requirements was not fulfilled: both search terms could not be entered in the vendor master record Verify that the fields for search terms are required entries in the master record Verify that the field "Search term 2" was marked as a required entry in the account group What is the cause of the field not being displayed on the master record? Investigate the transaction dependent field status for creating vendor master records Investigate why this occurred. Hint: drill down on the text icon next to the IMG Activity. 2-6 On second thought, the accounting executive decides that the type of vendor will be recorded in the first search term it is in this e.g., supplies, equipment, etc. and the company code number in the second search term. The first search term is a sensitive field and the accounting supervisor must validate any changes to this field Make Search Term A a sensitive field Update your vendor master record with the new information Confirm the changes that your neighbor made to their vendor master record. 2-7 A complete customer account consists of the following parts: 2-8 A complete vendor account consists of the following parts: 2-9 True or false The customer/vendor accounts must always be maintained centrally One number range can only be assigned to one account group.. SAP AG AC

110 2-10 number assignment means that R/3 assigns the number automatically You maintain a customer/vendor master record when you create both the FI and SD/MM segments simultaneously General ledger accounts have number assignment, whereas customers and vendor master records can have and number assignment There are sections of the accounting segment of a customer/vendor master record. Bonus: list them SAP AG AC

111 Master Data Exercises Unit: Master Data Topic: Bank Master Data In this exercise you will Create a new bank master record manually Define the new bank as your house bank. Define a bank account. Connect the bank account to a G/L account. A new bank, "Piggy Bank", is founded and the enterprise decides to choose it as its house bank. They open an account at new bank with the account number The new bank is not yet in the R/3 bank directory. Therefore, enter the new bank manually. The bank key will be given to you by your instructor. 3-2 Define the new bank as a house bank with the ID "HB##." 3-3 Create the bank account, AC##, and connect it to the general ledger account given to you by your instructor. SAP AG AC

112 Solutions Unit: Master Data Topic: General Ledger Accounts 1-1 Chart of accounts-segment Company code-segment 1-2 Create a chart of accounts and copy the chart of accounts segment into your new chart. IMG: Financial Accounting o General Ledger Accounting o G/L Accounts o Master Records o G/L Account Creation o Alternative Methods o Copy G/L Accounts o Copy Chart of Accounts Field Name or Data Type Accts in chart/accts FI account determination Remaining Selections Select Enter. Field Name or Data Type Chart of accounts Values BLANK Values C## Chart of accounts name Chart ## Reference chart of accounts Listed on the data sheet Chart of accounts o Check copying capability You will be able to review the general ledger accounts you are about to copy. To continue and actually perform the copy, follow this menu path. Chart of accounts o Copy chart of accounts You will then see a message stating You have not printed the proposal list yet. It can only be printed prior to copying. Do you still want to copy? Select Yes! Assign chart of accounts to company code. SAP AG AC

113 IMG: Financial Accounting o General Ledger Accounting o G/L Accounts o Master Records o Preparations o Assign Company Code to Chart of Accounts Enter the following values for your company code: Field Name or Data Type Chrt/accts Select Save. Values C## 1-3 Copy company code segments of the chart of accounts. IMG: Financial Accounting o General Ledger Accounting o G/L Accounts o Master Records o G/L Account Creation o Alternative Methods o Copy G/L Accounts o Copy Company Code Field Name or Data Type Company code Copy from Company Code Select Execute. Values GR## Listed on the data sheet Choose Enter if you receive the warning that the company codes have different chart of accounts. Do not forget to deactivate the "Test run" indicator in the program control prior to the update run. Choose Enter if you you receive a warning that you are executing an update run. Review the list of accounts that are about to be copied. Select the green arrow to return to the main copy menu. Remove the flag from the Test Run checkbox and Execute the program again to actually copy the general ledger accounts. Checklist You ve just created your chart of accounts by copying an existing chart and then assigned it to your company code. 1-4 Copy G/L account group. IMG: Financial Accounting o General Ledger Accounting o G/L Accounts o Master Records o Preparations o Define Account Group Scroll down to your chart of accounts C##. SAP AG AC

114 Select the All, all accounts, and ERG, P&L accounts for your chart of accounts. Follow this menu, Edit o Copy as.. and overtype the following information: Field Name or Data Type Values Overtype the ERG account group with this information Acct group AE## Description Authoried Expenses ## From account To account AE0000 AE9999 Overtype the SAKO account group with this information Acct group Description From account To account Select Enter and then Save. CD## Cash disbursements## CD0000 CD Create General Ledger Account (Expense Accounts): Easy Access Menu: Accounting o Financial accounting o General ledger o Master records oindividual processing o Centrally Or transaction code: FS00 Field Name or Data Type Values G/L account AE01## Company code GR## Choose "G/L account -> Create with reference". Field Name or Data Type Account number Company code Select Enter. Field Name or Data Type Account group Short text Long text Values Listed on the data sheet GR## Values AE## (only the description will show on screen) Entertainment Entertainment Expense SAP AG AC

115 Select Save. Repeat this process to create the additional expense account AE02## for Sport s Car Rental Expense. Create General Ledger Account (Cash Disbursement Accounts): Easy Access Menu: Accounting o Financial accounting o General ledger o Master records oindividual processing oindividual Processing ocentrally Or transaction code: FS00 Field Name or Data Type G/L account Company code Values CD## GR## Choose "G/L account -> Create with reference". Field Name or Data Type Account number Company code Values Listed on the data sheet GR## Select Enter. Field Name or Data Type Values Account group Cash Disbursements ## Short text Long text Disbursements GR## Cash Disbursements GR## Select Save. Display your chart of accounts: Easy Access Menu: Accounting, Financial Accounting, General Ledger, Information System, General Ledger Reports, Master Data, G/L Account List, Drill down on G/L Account List On the selection screen, enter the following information Field Name or Data Type Chart of Accounts Values C## Company Code Select Execute. GR## This report shows you master record details of every general ledger account. Scroll down to the end of the report to see your new G/L accounts. The system sorts from 01 to ZZ, i.e. numbers first, letters second. SAP AG AC

116 Select the green arrow to return to the selection screen. Remove all of the checkmarks from the boxes in the Output Control section and re-run the report. Now the report will give you the account number and title. You will learn more about running reports in a later unit. Checklist You ve just added three new general ledger accounts to your chart of accounts and ran a report to review the chart of accounts for your company code. 1-6 Suppress Display Required Entry Optional Entry 1-7 Chart of accounts 1-8 Account Group 1-9 Reconciliation Accounts 1-10 True or false False. The reconciliation accounts are real-time, up-to-date False. It is only possible to display the line items if the account is managed with active line item display True False. G/L accounts in local currency can be posted in any currency True True. Cross-company code controlling is possible if the same operating chart of accounts is used for each company code. SAP AG AC

117 Master Data Solutions Unit: Master Data Topic: Customer/Vendor Accounts 2-1 Create account group for customers. IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Customer Accounts o Master Records o Preparations for Creating Customer Master Records o Define Account Groups with Screen Layout (Customers) Select KUNA General customers Edit o Copy as... Overtype the following data: Field Name or Data Type Account group Values D## Description Customers ## Drill down on Company code data to edit the field status. Drill down on Payment transactions. Field Name or Data Type Terms of payment Select Save. Values Required Entry Assign number range to account group: IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Customer Accounts o Master Records o Preparations for Creating Customer Master Records o Assign Number Ranges to Customer Account Groups Field Name or Data Type Group Values D## Number range 02 Select Save. 2-2 Create customer. Easy Access Menu: Accounting o Financial accounting o Accounts receivables o Master records o Create SAP AG AC

118 Field Name or Data Type Account group Customer Company code Reference customer Reference company code Select Enter. Address Tab: Field Name or Data Type Name Street/House Number Search term 1/2 Postal Code/City Country/Region Select the Control data tab. Field Name or Data Type Group Values D## - Customers ##(only the description will show on the screen) Blank GR## Blank Blank Values Your choice. Be Creative! Your choice GR## Your choice Your country Values AC200 Select the Company code data pushbutton. Select the Account management tab Field Name or Data Type Recon. Account Select the Payment transactions tab. Field Name or Data Type Values Select the drop down box and select Trade Receivables - domestic Values Terms of payment 0002 Select Save. Record your customer number: 2-3 Create account group for vendors. IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Define Account Groups with Screen Layout (Vendors) Select "KRED Vendors." Edit o Copy as... SAP AG AC

119 Overtype the following values: Field Name or Data Type Account group Values K## Description Vendors ## Drill down on General data to edit the field status. Drill down on Address. Field Name or Data Type Search Term B Select Save. Values Assign number range to account group: Required entry IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Assign Number Ranges to Vendor Account Groups Field Name or Data Type Group Number range Values K##, XX Note: XX is the number range, NOT your group number! Select Save. 2-4 Create a regular vendor Easy Access Menu: Accounting o Financial accounting o Accounts payables o Master records o Create Field Name or Data Type Vendor Company code Account group Select Enter. Address Tab: Field Name or Data Type Name Street/House Number Search term 1 Search term 2 Postal Code/City Country/Region Values Vendor## GR## K## Values Your choice. Be Creative! Your choice GR## Vendor s last name Your choice Your country SAP AG AC

120 (You may have noticed that you cannot enter a second search term. Why is this the case? The answer is found in exercise 2-5!) Goto o Next screen Field Name or Data Type Group Values AC200 Goto o Next screen, "Payment Transactions" Goto o Next screen, "Accounting Information, Accounting" Field Name or Data Type Recon. Account Cash mgmnt group Values Select the drop down box and select Trade Payables Goto o Next screen, "Payment Transactions, Accounting" Field Name or Data Type A1 Values Payt terms 0001 Select Save. 2-5 Upon further review of your master records, you find that one of the requirements was not fulfilled: both search terms were not filled out on the vendor master record Verify that the field was a required entry on the master record. Easy access menu: Accounting o Financial Accounting o Accounts Payable o Master Records o Change Field Name or Data Type Values Vendor Vendor ## Company Code GR## Address Select Enter. The second search term does not show up on the screen in the Search Terms section. The screen has a blank space where the second search term field should be Investigate vendor account group field status: verify that the field is marked as a required entry. IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Define Account Groups with Screen Layout (Vendors) Drill down on your account group K##. SAP AG AC

121 Drill down on General data to view the field status. Drill down on Address. Verify the following data. Field Name or Data Type Search Term B Values Required entry Investigate transaction dependent fields status: verify that the field is marked as a required entry. IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Define Screen Layout per Activity (Vendors) Drill down on Create Vendor (Accounting). Drill down on General data to view the field status. Drill down on Address. Verify the following data. If this is not the entry, make the correction. Field Name or Data Type Search Term B Select Save. Values Required entry Verify the same information for the Vendor Change transaction. Green arrow back to the overview screen Drill down on Change Vendor (Accounting) Drill down on General data to view the field status. Drill down on Address Make sure the Search Term B is a required entry Save Hiding a field has the highest priority, followed by a display field, a required field and then an optional field. The result: Account Group Transaction Result Required Hide Hide SAP AG AC

122 2-6 Accommodate changes in master data requirements Validate that Search Term A a sensitive field. IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Vendor Accounts o Master Records o Preparations for Creating Vendor Master Records o Define Sensitive Fields for Dual Control Select New Entries. Select the down arrow and drill down on Search Term A. Select Save. Defining sensitive fields is not company code specific. Consequently, this field may have already been set up by your instructor or another participant Change vendor master record. Easy access menu: Accounting, Financial Accounting, Accounts Payable, Master Records, Change Field Name or Data Type Values Vendor Vendor ## Company Code Address 9 Select Enter. Field Name or Data Type Search term 1 Search term 2 GR## Values Supplies GR## Select Enter at the information message telling you that your changes need to be confirmed. Select Save Confirm vendor master record changes. Easy access menu: Accounting, Financial Accounting, Accounts Payable, Master Records, Confirmation of change, Single Field Name or Data Type Vendor Company Code Select Enter. Values Vendor ## of your neighbor GR## of your neighbor SAP AG AC

123 Select the Changes to sensitive fields pushbutton to review the changes. Drill down several times on the field name to see detailed information about the change. Select the green arrow to the main screen. Select the Confirm pushbutton to confirm your neighbor s change. Select Save. Checklist You have just.. created new account groups for customer and vendor master records, created a new customer and vendor master record, defined the first search term as a sensitive field on the vendor master, made a change to your vendor, and confirmed your neighbor s changes to their vendor master. 2-7 General data Company code segment Sales area segment 2-8 General data Company code segment Purchasing organiation segment 2-9 True or false The customer/vendor accounts must always be maintained centrally. False. Customer/vendor accounts can be maintained centrally or decentrally One number range can only be assigned to one account group Internal 2-11 Centrally False. A number range can be assigned to several account groups G/L: external Customers and vendors: internal and external 2-13 Seven. General Data: Address, Control, Payment Transactions, Company Code Data: Accounting Info, Payment Transactions, Correspondence, Withholding Tax (Vendor)/Insurance (Customer) SAP AG AC

124 Master Data Solutions Unit: Master Data Topic: Bank Master Data 3-1 Create bank master record. Easy Access Menu: Accounting o Financial accounting o Banks o Master data o Bank master record o Create Field Name or Data Type Bank country Bank key Select Enter. Field Name or Data Type Bank name Region Street City Branch Select Save. Values course country Listed on the data sheet Values Piggy Bank Your choice Your choice Your choice Your choice 3-2 Define house bank. IMG: Financial Accounting o Bank Accounting o Bank Accounts o Define House Banks Field Name or Data Type Company code ENTER Edit o New entries Field Name or Data Type House banks Bank country Select Enter. Field Name or Data Type Bank key Select Save. Values GR## Values HB## course country Values Bank key of your business bank SAP AG AC

125 3-3 Create bank account. IMG: Financial Accounting o Bank Accounting o Bank Accounts o Define house banks Field Name or Data Type Values Company code GR## Select your house bank HB##. Double-click on the bank accounts Edit o New entries Field Name or Data Type Values House bank HB## Acct ID AC## Text Bank account ## Field Name or Data Type Values Bank account Currency local currency G/L account Listed on the data sheet Select Save. Enter bank account ID into G/L account. Easy Access Menu: Accounting o Financial accounting o General ledger o Master records o Individual Processing o Centrally Or transaction code: FS00 Field Name or Data Type Acct number Values Listed on the data sheet Select the Create /bank/interest tab G/L account -> Change Field Name or Data Type House bank Account ID Values HB## AC## Select Save. SAP AG AC

126 Checklist You have just added your bank to the bank directory, designated your bank as a house bank, created a bank account for your bank, and associated a general ledger account to your house bank. SAP AG AC

127 Document Control Overview Document Header Document Types Document Number Ranges Line Items Posting Keys Field Status in Posting Keys Field Status Groups Posting Periods Posting Authoriations Basic FI Documents SAP AG AC

128 Document Control: Objectives At the conclusion of this unit, you will be able to: Classify and reconcile R/3 documents with the original documents Influence the fields of document header and line items Open and close posting periods Assign posting authoriations to users Post basic FI-documents SAP AG AC

129 Document Control: Business Scenario Every day hundreds of financial documents are created in the enterprise. To support the filing of original documents, the documents have to be divided into several categories. Different financial business transactions need different data within the documents. Some extra data may even be required for special postings. The accounting department wants to be sure that it is impossible to post to a previous posting period. Head accountants should have more posting authority than their staff. SAP AG AC

130 Document Overview: Objectives At the conclusion of this topic, you will be able to: Display FI documents Describe the structure of FI documents SAP AG AC

131 The R/3 FI Document Overview Document Number Company Code Fiscal Year Document Date Posting Date Period Currency Items PK PK Acct Description Acct Description Amount + Amount Detail Document Header Account Line Item 1 / Amount Tax Code DT PK Additional Details Business Area Cost Center Text... The R/3 system uses the document principle: Postings are always stored in document form. The document remains as a complete unit in the system until it is archived. A document is identified by the combination of ydocument number ycompany code yfiscal year The R/3 FI document consists of ya document header (information which applies to the entire document) y2 to 999 line items (information which is specific to that line item). When posting documents via the AC interface (for example from SD, MM, or other applications), FI line items are created, which are identical in almost every field. If you wish to summarie FI documents, follow the instructions in note and see the reference to other notes. The header and the line items can also be shown in detail. Two of the most important control keys are: ythe document type for the header ythe posting key for the line items SAP AG AC

132 The SAP Document Principle DOCUMENT BALANCE SHEET PROFIT & LOSS Assets Liabilities & Equity Revenues Citibank Fuji Bank Expenses Common Stock Document No: Date: X Company Code: XXXX Currency: $$$... Debit Credit Stock Citibank Fuji Bank Total: The R/3 system records at least one document for every business transaction. Each document receives a unique document number. R/3 can assign the document numbers (= internal assignment) or the user can assign the number at document entry time (= external assignment). A business event might trigger more than one document within R/3. When goods are received from a vendor, a material document is created to keep track of details important to inventory tracking. An accounting document is created to track financially relevant information, such as G/L accounts and amounts. Many business events occur throughout R/3 for which a document is created, but no accounting document is produced because there is no financial impact. An example of this would be a purchase order. R/3 will link related documents together in the system, to provide a complete picture of any business transaction within the system. With report RFBELJ00, you can you can create a compact document journal that contains the most important data for the documents selected. This journal contains information for the document headers and line items and displays them in table form. You can use the programs RFBUEB00 and RFBUEB01 to search for document in the system. SAP AG AC

133 Document Header: Objectives At the conclusion of this topic, you will be able to: Classify documents by the use of document types Use the document type to control the document header SAP AG AC

134 Document Types DZ Customer Payments Customer Payment DZ Items Customer G/L KR Original Documents Vendor Invoices Vendor Invoice No R/3 Documents KR Ref. No Items Vendor G/L The document type controls the document header and is used to differentiate the business transactions to be posted, e.g. customer invoice, vendor payments, etc. Document types are defined at the client level and are therefore valid for all company codes. The standard system is delivered with document types which can be used, changed, or copied. Major controls of document types are: ythe number range of document numbers, and ythe account types allowed for posting Document type further controls: ythe field status of the header fields Text and Reference Number, and yif invoices are posted with the net method. In the procedure recommended by SAP for filing original documents, the document type controls document filing. Always store the original documents under the number of the data processing document. If the original document has an external number: yenter the external number of the original document into the reference number field in the header of the data processing document, and yrecord the data processing document number in the original document. SAP AG AC

135 Important Standard Document Types DR Customer Invoices DG Customer Credit Memos DZ Customer Payments G/L account Postings KR SA Vendor Invoices KG Vendor Credit Memos KZ Vendor Payments KN AB General Documents Vendor net invoices and credit memos Document type AB allows postings to all account types. All other document types limit the types of accounts you can post to. Document type DG, for example, allows you to post to customer (D) and G/L accounts (S) only. To transfer billing documents from the R/3 billing system, the standard system uses the document types: yrv, the default document type for SD billing documents (customer invoices). yre, the default document type for MM billing documents (vendor invoices). When internal number assignment is used, the system assigns a new number to each document in the Financial Accounting component. In external number assignment, the system transfers the billing document number to the FI document as long as this number has not already been assigned. The payment program uses the document type ZP for its automatic postings. SAP AG AC

136 Document Number Ranges current numbers current numbers external numbering 01 internal numbering defined until fiscal year in the future 00 internal numbering defined per fiscal year EX 02 SB 01 DR 00 The document number range defines the allowable range in which a document number must be positioned and cannot overlap. yinternal numbering: The system stores the last used document number from the number range in the field current number and takes the subsequent number for the next document (examples 00 and 01 above) yexternal numbering: The user enters the original document number, or the number is transferred automatically from a pre-invoicing system. The numbers usually are not used in sequence and therefore the system cannot store a current number (example 02). The numbers may be alphanumeric. ythe document number range has to be defined for the year in which it is used. Document number ranges can be defined: yuntil a fiscal year in the future: At the beginning of each fiscal year the system continues to take the next number after the current number. It does not restart at the lower limit. yper fiscal year: At the beginning of each fiscal year the document numbering starts again at the lower limit. This helps to avoid reaching the upper limit of a range. One number range can be assigned to several document types. You have the option of copying the interval from other document number ranges of one company code to a different company code, as well as copying an interval from one fiscal year to a different one. Using report RFNUM00, you can find the gaps in the document number assignment. SAP AG AC

137 Line Items: Objectives At the conclusion of this topic, you will be able to: Describe the control functions of posting keys Explain how the field status of a line item s fields is influenced. SAP AG AC

138 Functions of the Posting Keys (1) Account Line Item 1 / Amount Tax Code Detail view BS The posting key has control functions within the line items. Additional Details Business Area Cost Center Text... SAP AG AC

139 Functions of the Posting Keys (2) Account Detail view Line Item 1 / BS Amount Tax Code Additional Details Business Area Cost Center Text S, D, K, A, M? The Posting Key has control functions within the line items. It controls: 1. To which type of account the line item can be posted to SAP AG AC

140 Functions of the Posting Keys (3) Account Detail view Line Item 1 / PK Amount 2. debit, Tax Code credit? Additional Details Business Area Cost Center Text S, D, K, A, M? The Posting Key has control functions within the line items. It controls: 1. To which type of account the line item can be posted to 2. if the item is posted as a debit or credit SAP AG AC

141 Functions of the Posting Keys (4) Account Detail view Line Item 1 / PK Amount Tax Code 1. S, D, K, A, M? 2. debit, credit? Additional Details Business Area Cost Center Text Field Status? The Posting Key has control functions within the line items. It controls: 1. on which type of account the line item can be posted to 2. if the item is posted as a debit or credit 3. the field status of additional details Like document types, posting keys are defined at the client level. In addition to the above mentioned control functions, the posting key indicates: ywhether the line item deals with a payment transaction or not. This information is required in analying payment history and creating payment notices. ywhether the sales figures of the account should be updated by the transaction, e.g. when posting a customer invoice. Posting keys have been enhanced with the new Enjoy SAP functionality. In the standard transactions, posting keys are labeled debit and credit. In Customiing, R/3 delivers the following default values: yfor GL Transactions: debit is posting key 40, credit is posting key 50. yfor Customer Invoices: debit is posting key 01, credit is posting key 50. yfor Vendor Invoices: credit is posting key 31, debit is posting key 40. SAP AG AC

142 Field Status within a FI-Document The field status within a FI-document is controlled by three factors... the account type the field status of the posting key the field status of the account The text above only applies to the standard entry functions not for special or fast entry functions. SAP AG AC

143 Document Field Status (1) Field relevant for postings on accounts of this type? no suppress yes SAP AG AC

144 Document Field Status (2) Field relevant for postings on accounts of this type? no suppress PK... PK... Posted with which posting key? yes Posting keydependent field status? SAP AG AC

145 Document Field Status (3) Field relevant for postings on accounts of this type? no suppress PK... Posted with which posting key? yes Posted on which account? Account PK... Posting keydependent field status? Priority Accountdependent field status During document entry, different fields are displayed depending on the transaction and the accounts used. For example, when posting expenses, a cost center and tax information is usually required. However, when posting cash, this same information is not necessary. These different displays during document processing are controlled by field status. As a general rule, you customie the account-dependent field status on general ledger accounts. For customer and vendor processing, you customie the field status on the posting key as necessary. Just as in the field status definition in G/L accounts, the field status with the higher priority applies. The priority is shown above. Exceptions of the rule above: yif business areas shall be used, the field business area has to be ready for input. It is switched on by enabling business area balance sheets for the company code. With the field status, you can only decide if it shall be a required or an optional entry field. ytax fields are only ready for entry if the G/L account is set up as tax-relevant. The field status definitions suppress and required entry cannot be combined. This combination causes an error. SAP AG AC

146 Field Status Groups Field Status Groups Variant Comp. Code Cash Accounts Text: Required Cost Center: Sup. Allocation: Opt.... G GR01 GR02 GR03. Expense Account Text: Optional Cost Center: Req. Allocation: Opt.... G002 General Accts.... Revenue Accts. Material. Accts. Text: Optional. G003 GR04 GR05 :. Account number 8090 Account Document number Entry 1222 Control Field Status Group Document Entry Control G001 Account number 1111 Field Status Group Document Entry Control G001 Field Status Group G001 For each category of general ledger account, e.g., cash accounts, expense accounts, you need to determine the status of every document entry field. Will text be required, suppressed or optional for document entry when using these GL accounts? Will cost center be required, suppressed or optional for document entry when using these GL accounts? Etc. etc. These rules are grouped into field status groups for each category of general ledger accounts. Field status groups are assigned on the respective general ledger master records. The field status groups are collected under one field status variant. The field status variant is assigned to your company code(s). No posting can be made until this is complete. Typically, the same field status variant is assigned to all of your company codes so that the same rules apply across company codes.. R/3 delivers a standard set of field status groups. It is recommended to copy the standard delivered field status groups and modify as necessary. If a document is posted to a sub ledger account, the field status group of the reconciliation account will apply. SAP AG AC

147 Standard Posting Keys Customers Assets Vendors Materials G/L For G/L-Postings out of Materials Management SAP recommends that you use these standard delivered posting keys. If you change them or define new posting keys, all tables containing a reference to these keys must also be maintained. Posting keys for assets and materials may only be used if the corresponding SAP components are implemented. By influencing the field status definitions of posting keys and the field status group, the field status can be made transaction-dependent and account-dependent. ysince the sub ledger accounts do not have a field status group, differentiation in the sub ledger postings is mainly made by different posting keys. Therefore, there are a lot of posting keys for sub ledger postings. In general ledger postings differentiation is mainly made by different field status groups. Therefore, only two posting keys (40 and 50) are needed for general ledger postings. SAP AG AC

148 Posting Periods: Objectives At the conclusion of this topic, you will be able to: Open and close posting periods for one or several company codes Describe how certain account types can be open and closed differently SAP AG AC

149 Posting Periods Open posting periods during the fiscal year Open posting periods during the closing procedure open open open Posting periods are defined in the fiscal year variant. To prevent documents from being posted to a wrong posting period, desired periods can be closed. Usually the current posting period is open and all other periods are closed. At the end of a period it is usually closed and the next period is opened. A period is opened by entering a range into the posting period variant which encompasses this period. It is possible to have as many periods open as desired. During the procedure of financial closing, some special periods may also be open for closing postings. During the time of the closing procedure, two period ranges have to be open at the same time. Therefore, two period ranges can be entered in the posting period table. SAP AG AC

150 The Posting Period Variant Posting Period Variant Company Code 1000 Company Code 2000 Company Code 3000 Company Code 4000 Several company codes can use the same posting period variant. The closing and opening of periods is then done at the same time for all assigned company codes, thus making period maintenance easier. SAP AG AC

151 Period Checks per Account Type FI-Document Account Types From Acct To Acct Document Header + Items 001 PK 002 PK S, D, K, A, or M S, D, K, A, or M ZZZZZZZZZ ZZZZZZZZZ General ledger accounts At the document header level, R/3 checks the periods that are allocated to the account type +. This is the first check. Therefore the account type + must be open for all periods which are supposed to be open for any other account type. The account type + is the minimum entry in the posting period variant. Posting periods can be handled differently for different account types, i.e. for a certain period, postings on customer accounts may be possible while postings on vendor accounts may not. At the line item level, R/3 checks the account type of the posting key to verify that the period is open for the assigned account type. The account range always contains G/L accounts. By entering certain reconciliation accounts behind sub ledger account types, these sub ledger accounts can be treated differently than accounts which have a different reconciliation account. SAP AG AC

152 Two Period Ranges Open posting periods during the closing procedure open open 03 Range 1 Range 2 Optional: Authoriation group restricts posting authoriation to special users During the time of the closing procedure two period ranges have to be open at the same time. Therefore, two period ranges can be entered in the posting period table. An authoriation group may be assigned to the first range. Then, only users belonging to this authoriation group have the permission to post into the first period range. It makes sense to use the first range for the special periods and authorie only the accountants involved in closing to post into the special periods. The user must have the authoriation for the authoriation object F_BKPF_BUP (accounting document: authoriation for posting periods) with the same value in the field authoriation group as in the posting period table. SAP AG AC

153 Determining the Posting Period when Posting Entry Transaction Invoice Basic data Payment Tax Detail Note Balance Vendor Invoice date Posting date Reference Vendor## Doc.type KR System calculates Accounting document Doc.type... Period... Fiscal year... KR Display of the transaction figures of the account per period Balance display 2000 Period Debit , Credit , When entering a document, among other items, you enter the posting date - the system automatically determines the posting period and fiscal year based on the posting date entered. In the document overview, the posting date, posting period, and fiscal year are displayed. The determined posting period is entered in the document and the transaction figures for this posting period are updated. If you display the balances of an account, the transactions figures for the posting periods are displayed. SAP AG AC

154 Posting Authoriations: Objectives At the conclusion of this topic, you will be able to: Control the amounts that special groups of accounting clerks are allowed to post SAP AG AC

155 Maximum Amounts The maximum amounts are defined per company code in tolerance groups. This is also where the processing of payment differences is controlled. Group Company Code Currency Upper limits for posting procedures Amount per document Amount per open item account item Cash discount per line item Permitted payment differences... In this section we are focusing on the Upper limits for posting procedures within tolerance groups. Here, it is possible to enter an upper limit for ythe total amount per document ythe amount per customer/vendor item ythe cash discount percentage a user with this tolerance group is able to grant. The currency is the company code currency. SAP AG AC

156 Assigning Posting Authoriations Accounting clerks Group Company Code Currency Upper limits for posting procedures Low limits Chief accountant Group Company Code Currency Boss Upper limits for posting procedures Higher limits You can create as many tolerance groups as you like. Every user can be explicitly assigned to a tolerance group. If a user is not assigned to any special tolerance group, then entries in the tolerance group are valid for them. This is the default tolerance group. Usually the tolerance group contains values which are to be valid for the largest group of employees. For any employees who have especially high or low limits, a special tolerance group should be created and assigned to their user logon ID s. SAP AG AC

157 Basic FI Documents: Objectives At the conclusion of this topic, you will be able to: Post basic FI documents SAP AG AC

158 Basic R/3 FI Postings G/L account postings Cash Bank Expense Vendor Vendor invoices and credit memos postings Input tax Customer invoices and credit memo postings Customer Sales Output tax The R/3 Financial module uses one document posting transaction for a lot of different postings, e.g. ygeneral Ledger Account Postings yaccounts Receivable Invoice Postings yaccounts Receivable Credit Memo Postings yaccounts Payable Invoice Postings yaccounts Payable Credit Memo Postings SAP AG AC

159 Basic FI Posting: Header and 1st Line Item Transaction Invoice Basic Data Payment Tax Details Notes Customer Invoice date Posting date Reference Amount Tax Amount Text Company Code Account # Doc. type DR USD I0 AP Tax Exempt IDES Company Code Customer: Isis T. Greaca 230 Sterling Ave Chicago IL United States Bank Account: The design of the R/3 posting transaction for G/L, A/P and A/R document entry has been changed to enable the user to make postings quicker and easier, with as little training as possible. The new entry transactions display the most important input fields on one screen. You enter the general data for the document in the document header. This information includes the invoice and posting dates, text, and so on. For the entry of incoming invoices and credit memos, you can define a document type per transaction. This document type then appears as the general default value. You can change the default document type at any time, as long as the document type field is an entry field. If you do not define a default document type, the system provides standard document types as the default, such as KR for vendor invoices. Important entry fields are in the foreground on a tab page. Less often used fields are on the tab pages that are not displayed. With A/P and A/R invoices, the business partner account data is entered in this section along with the invoice or credit memo amount. When selecting enter, the business partner master data is also displayed such as the account name, address and bank details. Additional information about the business partner, such as open line items, can be displayed by selecting the open items icon. In addition to the header and line item data (see the next slide), you have an information area that shows the display balance. Via the Tree on button, you can access the entry variants, account assignment models, and noted documents, which can be used as templates. The user can navigate in the tree structure on the left hand side of the screen. SAP AG AC

160 Basic FI Posting: Additional Line Items Transaction Invoice Basic Data Payment Tax Details Notes Customer Invoice date Posting date Reference Amount Tax Amount Text Company Code Account # Doc. type DR USD I0 AP Tax Exempt IDES Company Code Customer: Isis T. Greaca 230 Sterling Ave Chicago IL United States Bank Account: G/L Acct. Short Text D/C Doc. Curr. Amt Tax Code Expense Acct Debit I0 Debit Debit... Enter the additional line item data in the table contained in the lower section of the screen. The account names are displayed after the entry is made and confirmed. You can select various fields and columns and can change the with and order of the columns and fields. You can also copy line items. In the top hand section of the screen, you can choose between Park, Post or Note, to complete the document entry, once the document balances. The previous transactions for entering postings are still available in the system. You can complete complex postings by going to the existing posting transaction for complex postings. From this transactions, you cannot return to the initial screen. You can enter a text for each document line item. This item can be used internally or externally. If you want to use the texts for external purposes, such as the output of correspondence, dunning notices, payment advice notes, and so on, enter a * prior to the text. The * is removed when the information is printed. In the configuration, you also have the option of entering standard texts under four-digit keys. These texts are included in the line item if the related key is entered in the text field during document entry. SAP AG AC

161 Document Control: Summary The document type controls the header which is valid for an entire document. The posting key controls the line item. The posting period variant controls whether or not it is possible to post to a given period or periods within either a single company code or a group of company codes. Tolerance groups contain limits for amounts and discounts up to which accountants are authoried to post. SAP AG AC

162 Exercises Unit: Document Control Topic: Document header In these exercises you will: Check your knowledge about document types and number ranges Create a document type and a number range Check the assignments of number ranges to document types Every day hundreds of financial documents are created in the enterprise. To support the filing of the original documents, the documents have to be divided into several categories. The internal auditors require that all authoried expense documents be identifiable by a unique document type and are within an exclusive number range. The authoriation reference number from the accounting executive must be entered into the document header. 1-1 What are the major control functions of the document type? 1-2 If the user assigns the document number manually, this is number assignment. 1-3 numbers may be alphanumeric. 1-4 True or false? Every company code may define its own document types Every company code may define its own document number ranges At the beginning of a new fiscal year the system always starts the document numbering again at the lower limit of the number range Document number ranges must not overlap. 1-5 How many number ranges can be assigned to a document type at one time? SAP AG AC

163 1-6 Your client s head accountant wants the following: Standard document types to categorie documents Internal document numbering, The document numbers to fall into the following number ranges: SA GL Account Postings DZ Customer Payments KZ Vendor Payments DG Customer Credit Memos KG Vendor Credit Memos DR Customer Invoices KR Vendor Invoices ZP Payment Program Posting Verify that the above number ranges are created for your company code and are assigned to the corresponding document types. If the document number ranges do not exist, copy them from company code 0001 or your country specific company code. 1-7 Create document type ## which shall be used for authoried expense documents (see business scenario, name: Auto.expenditure ##). Assign the document number range 99: to this document type with internal numbering. The reference field on the document header should be a required entry in every document. SAP AG AC

164 Document Control Exercises Unit: Document Control Topic: Line Items In these exercises you will: Check your knowledge about posting keys and document field status Create a field status group and assign it to an account. Different financial business transactions need different data in documents. Some data even may be required for special postings. For example: The client requires that each line item entry to the authoried expense account has a detailed line description in order to justify the expense. 2-1 What are the major control functions of a posting key? 2-2 Name 2 components that influence the field status of document fields? 2-3 In the following scenarios, state how the text field will be treated on the document entry screen: Posting Key Field Status Group Document entry screen Text Suppressed Text Optional Text Optional Text Required Text Required Text Suppressed 2-4 What are the standard posting keys for G/L account postings and on which side of the account do they post to? 2-5 True or false? Posting keys are defined at client level. SAP AG AC

165 2-6 group controls field display during document entry. 2-7 Every account has a field status group. 2-8 To track the types of cars that are rented, make the text field a required entry on line items for the Sports Car Rental expense account. Create a new field status group, FS##, Authoried Expenses. Create this field status group by copying field status group G001 in field status variant Make the field text a required entry. Assign this field status group to your account for authoried expenses. SAP AG AC

166 Document Control Exercises Unit: Document Control Topic: Posting Periods In these exercises you will: Check your knowledge of posting period variants. Create a posting period variant and assign it to your company code. The accounting department requires that at the end of a posting period that the sub-ledgers are closed; however, the general ledger accounts stay open in order to have time to reconcile the FI and CO ledgers for the last period. 3-1 Create a posting period variant "PP##" with the name "Posting periods GR##" that fulfill the requirements of the accounting department, i.e. that the sub-ledgers are only open for the current month, while the general ledger be open for both the current and previous months. Assign this posting period variant to your company code. 3-2 Fill in the blank: The posting period variant is assigned to the is the minimum entry in a posting period variant The account range in the posting period variant consists of. 3-3 True or False The opening and closing of posting periods happens automatically Not more than two periods can be open at the same time The authoriation group in the posting period variant applies only to the special periods. SAP AG AC

167 Document Control Exercises Unit: Document Control Topic: Posting Authoriations In these exercises you will: Create tolerance groups Assign a tolerance group to your user The internal auditors have requested that the following maximum authoriations for the accounting department be permitted: Accounting clerk units course currency per document units course currency per open line item 5% discount Accounting supervisor units course currency per document units course currency per open line item 10% discount 4-1 The tolerance group for accounting clerks is the blank tolerance group. You must create a new tolerance group, SUPV, for the accounting supervisor according to the data in the aforementioned business scenario. 4-2 Assign the accounting supervisor tolerance group to your own user. SAP AG AC

168 Document Control Exercises Unit: Document Control Topic: Basic FI documents In these exercises you will: Post basic FI documents Now that you completed the configuration of document control according to the client s needs, the client has asked to test your specifications. You are to post some basic FI documents. 5-1 General ledger account posting units cash of local currency are drawn from the house bank account and put into petty cash. Post this transaction. (The petty cash -account is supplied to you by your instructor.) The other account is the account which you assigned to your bank account. Note the document number on your data sheet. Select the Worklist Off pushbutton to have the journal entry fill the entire screen. 5-2 Vendor invoice Your Accounting Manger rented a car for an out of town conference. Post a vendor invoice of units course currency to the vendor account you created earlier. Choose the option calculate tax and use tax code 1I (Input tax 10%). Enter the authoriation number A## as given to you by the chief accountant. Post the expense to the Sport s Car Rental Expense, AE02##, account you created. Use the document type ## and enter a description (Conference ##) in the required line item field. Note the document number on your data sheet. SAP AG AC

169 Select the Worklist Off pushbutton to have the journal entry fill the entire screen. 5-3 Vendor invoice While at the conference, the Accounting Manager took clients out to dinner. Post an additional invoice for units course currency to the Entertainment Expense account, AE01##, following the same criteria as in the previous exercise. Record your new document number: 5-4 Customer invoice Post a customer invoice of units course currency to your customer account. Choose the option calculate tax and use tax code 1O (Output tax (training) 10%). Post the revenue side of the transaction to the account which is supplied by your instructor. Note the document number on your data sheet. Select the Worklist Off pushbutton to have the journal entry fill the entire screen. 5-5 Customer credit memo Post a credit memo of units course currency to the customer account you created earlier. Note the document number on your data sheet. Select the Worklist Off pushbutton to have the journal entry fill the entire screen. 5-6 Display your customer s and/or vendor s line items to review the postings you have made. SAP AG AC

170 Solutions Unit: Document Control Topic: Document Header 1-1 The number range of the document number. The account types allowed for postings. 1-2 External 1-3 External 1-4 True or false? False. The same document types are valid for every company code since they are defined at the client level True False. The system only restarts numbering at the beginning of a new year if the document range is defined per year True 1-5 You enter one number range for every document type. You can use one number range for multiple document types. 1-6 Your client s head accountant wants the following: Standard R/3 document types to categorie documents Internal document numbering The document numbers to fall into the following number ranges: SA GL Account Postings DZ Customer Payments KZ Vendor Payments DG Customer Credit Memos KG Vendor Credit Memos DR Customer Invoices KR Vendor Invoices ZP Payment Program Posting SAP AG AC

171 Check definition of number ranges: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Number Ranges o Define Document Number Ranges Field Name or Data Type Company Code Interval o Change Values GR## Check if the number ranges are defined as stated in the question. If they are not, copy the number ranges from company code (Copy number ranges from source to target fiscal year) IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Number Ranges o Copy to Company Code Field Name or Data Type Number range number Values 01 to ZZ Fiscal Year 1900 to 9999 Source Company Code Target Company Code Select Execute. 1-7 Create number range or your country specific company code GR## Verify assignment of number ranges to document types: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Header o Define Document Types Drill down on each document type to check if they are assigned to the correct number ranges. IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Number Ranges o Define Document Number Ranges Field Name or Data Type Company Code Interval o Change Edit o Insert Interval Values GR## SAP AG AC

172 Field Name or Data Type No 99 Year Values current year From number To number Current number 0 Ext ENTER. Select Save. blank Confirm the "Transport number range intervals" dialog box via ENTER. Create document type: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Header o Define Document Types Edit o New Entries Field Name or Data Type Values Document type ## authoried expense Number range 99 Reversal Document Type AB Account types allowed: Assets X Customer X Vendor X Material X G/L account X Reference number X Select Save. Select the green arrow to go back one screen to enter the description: Field Name or Data Type Values Description Authrd expenses ## Select Save. Checklist You have just created a new document number range and document type. You have assigned a number range to your document type. SAP AG AC

173 Document Control Solutions Unit: Document Control Topic: Line Items Determination of which account type can be posted to. - Side of the account (debit or credit). - Field status of additional data. 2-2 Field status group, posting key. 2-3 Answer: Suppressed, Required, Error 2-4 Debit, posting key 40 Credit, posting key True or false? True 2-6 Field Status 2-7 General Ledger 2-8 Create a new field status group with text required and assign it to the Sports Car Rental Expense account AE02##. Determine the field status variant assigned to your company code: IMG: Financial Accounting o Financial Accounting Global Settings o Company Code o Enter Global Parameters. (alternatively: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Line Item o Control o Assign Company Code to Field Status Variants) Select your company code via a double click. Record the field status variant assigned to your company code: Copy a new field status group: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Line Item o Controls o Define and Process Field Status Variants and Groups Select the field status variant assigned to your company code.. SAP AG AC

174 Under the Dialog Structure, drill down on Field status groups. Select G001. Edit o Copy as... Overtype the following data: Field Name or Data Type Values Field status group FS## Text Authoried expenses ## Select Enter. Select Save. Do not back out of this screen at this time. Change field status in field status group: Drill down on "FS##." Drill down on "General data." Field Name or Data Type Text Select Save. Values Req. entry Assign field status group to G/L account: Easy Access Menu: Accounting Financial Accounting General Ledger Master records Individual processing In company code Or transaction code: FS00 Field Name or Data Type Values G/L account AE02## Company code GR## G/L account -> Change Select the Create/bank/interest Tab. Field Name or Data Type Field status gp Select Save. Values FS## Checklist You have created a new field status group and assigned it to your Entertainment Expense account. SAP AG AC

175 Document Control Solutions Unit: Document Control Topic: Posting Periods 3-1 Create a posting period variant. IMG: Financial Accounting o Financial Accounting Global Settings o Document o Posting Periods o Define Variants for Open Posting Periods Edit o New Entries Field Name or Data Type Variant Name Values PP## Posting Periods GR## Select Save. Define the periods in your variant. IMG: Financial Accounting o Financial Accounting Global Settings o Document o Posting Periods o Open and Close Posting Periods At this stage you can either create or copy from existing intervals. To create: Edit o New Entries Field Name or Data Type 1 st line Var. A From acct To account From per.1 Year To period Year Values PP## + Valid for all accounts blank blank previous month previous month s year current month current year SAP AG AC

176 Field Name or Data Type 2 nd line Var. A From acct To account From per.1 Year To period Year Values PP## D Blank ZZZZZZZZZZ Current month Current year Current month Current year Field Name or Data Type 3 rd line Var. A From acct To account From per.1 Year To period Year Values PP## K Blank ZZZZZZZZZZ Current month Current year Current month Current year Field Name or Data Type Values 4 th line Var. PP## A S From acct Blank To account ZZZZZZZZZZ From per.1 Current month Year Current year To period Current month Year Current year Select Save. A different option... To copy from an existing interval: SAP AG AC

177 IMG: Financial Accounting o Financial Accounting Global Settings o Document o Posting Periods o Open and Close Posting Periods Select account types D, K and S the 0001 posting period. Edit o Copy As Overtype the following information for each account type: Field Name or Data Type Values Var. PP## Verify that the data is correct referencing the data above. Select Save. Assign open posting period variant to company code: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Posting Periods o Assign Variants to Company Code Field Name or Data Type Cocd Variant Select Save. Values GR## PP## Checklist You have just created a variant for open posting periods defined when the periods are open assigned the posting period variant to your company code. This is an example of the variant principle. 3-2 Fill in the blank: Company code (plus sign) GL accounts 3-3 True or False: False. The posting period variant that contains the open periods has to be maintained manually False. As many periods as desired can be open; however, only two period ranges can be open at the same time False. The authoriation group applies to the first period range. This can also be a range of normal posting periods. SAP AG AC

178 Document Control Solutions Unit: Document Control Topic: Posting Authoriations 4-1 Modify blank tolerance group: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Line Item o Define Tolerance Groups for Employees Drill down on company code GR##. Field Name or Data Type Values Amount per document Amount per open item account item Cash discount per line item 5% Select Save. Green arrow back to the overview screen. Create tolerance group "SUPV." Select the tolerance group you just modified. Edit o Copy As.. Overtype the following information: Field Name or Data Type Group Company code Values SUPV GR## Amount per document Amount per open item account item Cash discount per line item 10% Select Enter. Select Save. SAP AG AC

179 4-2 Assign tolerance group to user. IMG: Financial Accounting o Financial Accounting Global Settings o Document o Line Item o Assign Users to Tolerance Groups (Employees) Edit o New Entries Field Name or Data Type User name Tolerance group Values your user name SUPV Select Save. Checklist You have just created a new tolerance group for supervisors, added new tolerance limits to the supervisor s group, and assigned your user id to the supervisor s tolerance. This is an example of the variant principle. SAP AG AC

180 Document Control Solutions Unit: Document Control Topic: Basic FI Documents 5-1 General ledger posting. Easy Access Menu: Accounting o Financial Accounting o General Ledger o Document Entry o G/L account posting If prompted, enter your Company code, GR##, then select Enter. Select the Worklist Off pushbutton to have the journal entry fill the entire screen. Field Name or Data Type Basic data Doc. Date Posting date First item G/L acct D/C Values current date current date Petty cash account listed on the data sheet Debit Doc. currency amount Second item G/L acct D/C House Bank G/L Account listed on the data sheet Credit Doc. currency amount Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: SAP AG AC

181 5-2 Vendor Invoice Easy Access Menu: Accounting o Financial Accounting o Accounts payable o Document entry o Invoice If prompted, enter your Company code, GR##, then select Enter. Select the Worklist Off pushbutton to have the journal entry fill the entire screen. Field Name or Data Type Basic data Vendor Invoice date Document type Posting date Reference Values your vendor current date Authoried expenses (if the document type field is not available for entry, choose the "Editing options" button and select "document type ready for input) current date A## Amount Currency Calculate tax Company code currency Tax Code 1I (Input tax (training) 10%) Items G/L acct D/C AE02## Debit Doc.currency amount Tax code 1I (Input tax (training) 10%) Text Conference ## Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: SAP AG AC

182 5-3 Repeat the steps above to post an additional invoice to your vendor for units course currency to Entertainment Expense AE01##. Record your new document number: 5-4 Customer invoice Easy Access Menu: Accounting o Financial Accounting o Accounts Receivable o Document entry o Invoice If prompted, enter your Company code, GR##, then select Enter. Select the Worklist Off pushbutton to have the journal entry fill the entire screen. Field Name or Data Type Basic data Customer Invoice date Posting date Values Your customer Current date Current date Amount Currency Calculate tax Tax Code Items G/L acct D/C Company code currency 1O (Output tax (training) 10%) Revenue account listed on the data sheet Credit Doc. currency amount Tax 1O (Output tax (training) 10%) Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: 5-5 Customer credit memo Easy Access Menu: Accounting o Financial Accounting o Accounts Receivable o Document entry o Credit memo SAP AG AC

183 If prompted, enter your Company code, GR##, then Select Enter. Select the Worklist Off pushbutton to have the journal entry fill the entire screen. Field Name or Data Type Basic data Customer Document date Posting date Values Amount 5500 Currency Calculate tax your customer Current date Current date Company code currency Tax Code 1O (Output tax (training) 10% Items G/L acct D/C Revenue account listed on the data sheet Debit Doc. currency amount 5500 Tax 1O (Output tax (training) 10% Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: 5-6 Display your customer s and/or vendor s line items to review the postings you have made. Display customer/vendor line items: Easy Access Menu: Accounting o Financial Accounting o, Accounts Receivable OR Accounts Payable o Account o Display/Change Line Items Field Name or Data Type Customer or Vendor Account Company code Values Enter your customer or vendor number GR## Select Execute. SAP AG AC

184 Checklist You have just posted two vendor invoices, a customer credit memo and a customer invoice. You then displayed the line items to review your postings. SAP AG AC

185 Posting Control Default Values Change Control Payment Terms and Discounts Taxes Cross-Company Code Transactions Document Reversal SAP AG AC

186 Posting Control: Objectives At the conclusion of this unit, you will be able to: Set default values Discuss rules governing changes to documents Outline the structure of taxes Configure payment terms and automatic discount postings Configure and post cross-company code transactions Perform document reversal SAP AG AC

187 Posting Control: Business Scenario The users do not wish to duplicate data capture and require the system to provide data defaults. The internal auditors require control of the changing of posted documents. Tax is charged on transactions and system settings in the system must be investigated. A foreign subsidiary is planned and exchange rate controls and inter-company postings must be provided for. SAP AG AC

188 Default Values: Objectives At the conclusion of this topic, you will be able to: Set and describe user default values Identify system and accounting function defaults SAP AG AC

189 User Defaults Parameter IDs User master Language: EN, DE, FR, ES, IT, AF,... DD.MM.YYYY or MM/DD/YYYY Output device Date format? 12, or Decimal display Itm PK Acct Amt Text Document display Parameter ID s allow users to set default values for fields whose value does not change very often e.g. company code, currency. During transaction processing, these values will default into the fields thus saving time, reducing keystrokes and improving accuracy. Editing options allow users to change their R/3 screens in the following areas: ydocument entry: users can hide fields that may not be relevant for their jobs like foreign currency or cross company code transactions. ydocument display: users can set different display options when querying documents. yopen items: users choose line layout displays and posting options for processing open items i.e. users have the option to enter the amount of a partial payment or the balance of the new open item. When users log onto R/3, their user id has particular properties i.e. logon language, date formatting, decimal notation, that will follow the user throughout the system. Users also have the option to set a default printer for themselves. SAP AG AC

190 System and Accounting Defaults When entering a vendor invoice KR 31 Debit Credit Dec. Jan. Nov Feb Oct Mar Sept Apr. Aug May July June Allow fiscal year default Maximum exchange rate difference R/3 provides some basic defaults during document processing. R/3 always proposes the current date as the posting date and the entry date during document processing. However, the entry date cannot be changed. If you have already created a document, the system includes the company code used for the last document when entering the next document. R/3 adheres to the Document Principle : all documents must balance before they can be posted. As you process various accounting transactions, default document types and posting keys are defined per transaction in customiing. A vendor invoice will have the document type KR; the credit entry will be posted using posting key 31. A customer invoice will have the document type DR; the debit entry will be posted using the posting key 01. In the system, you can control whether fiscal year is entered as a default value when displaying or changing documents. In company codes that mainly used fiscal year-dependant document number assignment, is is useful to obtain a fiscal year default value No only do you obtain the document number of the last document processed, you also obtain the related fiscal year as a default. You can also have the system provide the CPU date as the default value for the key date. At the company code level, specify the maximum exchange rate difference between the exchange rate entered in the document header of a transaction and the rate in the exchange rate table If the system finds a difference which exceeds the percentage rate specified, a warning message is given. In this way, incorrect entries can be recognied and corrected in time. SAP AG AC

191 Document Change Rules: Objectives At the conclusion of this topic, you will be able to: Discuss the rules governing changes to documents Change documents Analye changes to documents SAP AG AC

192 Changing Documents Fields that can be changed in the header (if desired) Doc. hdr Document no. Company code Fiscal year Doc. Date Posting date Period Currency Document header text Reference Account Item 1 / Invoice / 31 Amount Tax ID Fields that can be change in the line items (if desired) Additional information Business area Cost center Such as payment terms, text, assignment Users can change documents that have already been posted. However, based on different rules, only certain fields can be changed. These rules are either system imposed or customied. Certain fields in both the document header and the line items can be changed. ydocument header: only the reference number and text fields can be changed yline items: the system does not allow changes to the amount, the posting key, the account or any other fields that would affect the reconciliation of a posting. As users make changes to documents, the following information is logged: ythe field that was changed ythe new and old values ythe user who made the change ythe time and date of the change SAP AG AC

193 Document Change Rules Different document change rules based on: Account type: A, D, K, M, S Special G/L transactions: Down payment, Down payment requests,... Company code Prerequisites for field changes: Posting period open Line item not cleared Posting as debit / posting as credit No invoice-related credit memo No credit memo from down payment Account Cr. memo ZB 0003 Invoice relation / / To differentiate change rules for each field as follows: yaccount type: The account type allows users to differentiate a rule between A/R, A/P and G/L. ytransaction class: Transaction classes are only used for special GL transactions for bills of exchange and down payments. ycompany code: If the field is blank, the rule applies to every company code. The conditions for changing a field are predefined,users may change these conditions as follows: ythe posting period is still open ythe line item is not yet cleared ythe line item is either a debit on a customer account or a credit on a vendor account. ythe document is not an invoice related credit memo ythe document is not a credit memo from a down payment With report RFBABL00, you can display document changes that affect multiple documents. In this report, you can use the selection options to display information such as the company code, document numbers, fiscal year, change data and user name of the person who made the change. SAP AG AC

194 Payment Terms and Discounts: Objectives At the conclusion of this topic, you will be able to: Configure a payment term Configure automatic discount postings SAP AG AC

195 Payment Terms Company Invoice M The payment terms are used to define: baseline date for due date calculation cash discount periods cash discount percentage rates And the terms are allocated to a customer/vendor master record defaulted by the system or entered by the user used in transaction line items to determine payment conditions Terms of payment are conditions established between business partners to settle the payment of invoices. The conditions define the invoice payment due date and the cash discount offered for early settlement of the invoice. Within R/3, some common payment terms have been predefined; new payment terms may be created as required. Payment terms enable the system to calculate a cash discount and invoice due date. In order to perform this calculation, the system needs the following three data elements: ybaseline date: The date from which the due date is derived. ycash discount periods: The period during which the discount is allowed to be taken. ycash discount percentage rate: The rate used to calculate the discount value. When processing a document, the payment term is entered in order for the system to calculate the required conditions of payment. The payment term will be defaulted if it has been assigned on the master record, or can be entered or changed by the user during transaction processing. SAP AG AC

196 Payment Terms in Invoices A A A Delivery and payment terms Payment Terms 0001 SD Outgoing Inv. Payment terms 0001 Payment Data Payment Terms 0001 FI Invoice Payment terms 0001 Conditions Payment Terms 0001 MM Incoming. Inv. Payment terms 0001 Payment terms can be entered into the company code segment, sales area segment, and purchasing segment of a customer / vendor master record Which payment terms are defaulted when posting an invoice depends on where the invoice is created: yif the invoice is created in FI, the payment terms from the company code segment are defaulted. yif a customer invoice is created in SD, the payment terms from the sales area segment are defaulted. When posting the SD-invoice, payment terms are copied to the FI-invoice (which is created automatically). yif a vendor invoice is created in MM, payment terms from the purchasing segment are defaulted. When posting the MM-invoice, the payment terms are copied to the FI-invoice (which is created automatically). You should ensure that entries in the sales area segment and company code segment (customers) as well as entries in the purchasing segment and company code segment (vendors) are identical. When entering a vendor invoice, you can also set a fixed cash discount amount or a cash discount percentage rate. That is, the cash discount is granted independently of the payment period / date. To do this, you must make the appropriate entry in the field discount. SAP AG AC

197 Payment Terms in Credit Memos Invoicerelated Credit Memos, subsequent invoices Document invoice number Cred. M., sub. Inv. Payment terms 0003 Invoice Reference / 20xx / 10 Line item Fiscal year of invoice Invoice Payment terms! Data was copied Other Credit Memos Cred. M., sub. Inv. Payment terms 0003 Invoice Reference / / Cred. M., sub. Inv. Payment terms 0003 Invoice Reference V / / Payment terms are not valid - - due at baseline date Payment term is valid Invoice related credit memos: Credit memos can be linked to the original invoice by entering the invoice number in the invoice reference field during document entry. In this case, the payment terms are copied from the invoice so that the invoice and the credit memo are due on the same date. Other credit memos: Payment terms in other credit memos are not valid and are due at the document date. To activate the payment terms on these non-invoice related credit memos, enter a V in the invoice reference field during document entry. SAP AG AC

198 Payment Terms: Basic Data Company code Invoice M General Day limit Pmnt terms 0009 Pmnt terms 0009 Day limit 15 Day limit 31 Description With a 15 day limit: 2% cash discount until the 15th of the next month Until the end of the following month without a discount With a 31 day limit: 2% cash discount until the end of the next month Until the end of the second month without a discount Acct type Customer Vendor General: ythe day limit is the calendar day up to which the payment term may apply, allowing date dependent payment terms. ythe description of a payment term consists of three elements: A system determined explanation which is a sales related description for printing on invoices, and a user defined explanation. ydie account type determines the subsidiary ledger in which the payment term can be used. If you use payment terms for vendors and customers, it is useful to maintain them using different payment term keys and then to only use them for one account type: This avoids such mishaps as changing the cash discount from 3% to 2% for terms you use for a customer without changing the terms for a vendor (unintentionally) at the same time. SAP AG AC

199 Payment Terms: Payment Control Payment control Blocked Block key Payment method Payment Control: ywith the help of block keys, which can be entered in line items or accounts, it is possible to block line items or accounts for payment or entry. These block keys can also be entered in payment terms. ya payment method (for each country, the system has payment methods defined that you can use in that country) is entered in the line items or the accounts. Like payment blocks, payment methods can be entered in the payment terms. A block key and payment method defined in a payment term will be defaulted in the line item when the payment term is used. If you are using SD, pay special attention to note as well as note SAP AG AC

200 Baseline Date BASELINE DATE Default baseline date Calculation of baseline date Payment terms: 0001 Default for baseline date No default Document date Posting date Entry date MM.DD.YYYY Calculation Fixed day: 01 Additional months: 1 MM.01.YYYY MM+1.DD.YYYY Baseline Date The baseline date is the starting date the system uses to calculate the invoice due date. The following rules apply when defining the calculation of the baseline date: ythe default values from which the baseline date can be determined are as follows: - No Default'; Posting Date'; Document Date' or Entry Date yspecifications for calculating the baseline date: - The specified fixed day used to override the calendar day of the baseline date. - The number of month(s) to be added to the calendar month of the baseline month. For more information on how the system uses default values for the payment baseline date and the change to the payment due date via additional months, see note SAP AG AC

201 Cash Discount CASH DISCOUNT Discount percentage rates Discount periods 14 days 30 days 45 days Number of days (or calculation) Baseline Date 3% 2% 0% Overdue Discount 1 Discount 2 Due net Cash discount date To calculate the cash discount, a percentage rate is entered into the payment term. The number of days that the percentage is valid for is also entered on the same line. Additional fixed days or months can be added on as well. The days and months specified in the payment term are used in conjunction with the baseline date to calculate the correct discount amount for the payment date. Up to three discount periods can be entered. SAP AG AC

202 Day Limits Invoice Baseline date Payment terms 0001 Baseline date d day limit 1 of 0001 Baseline date d day limit 2 of /day limit /day limit 2 Different payment terms Day limits allow date dependent payment terms. Several versions of a payment term s key can be defined with each version having a different day limit. The day limit is the posting day up to which the payment term version may apply. In the case of payment terms that depend on whether the base date of the payment terms is prior to the 15th, a twopart payment term can be entered under the same payment term key. The payment term key is updated to include the entry of the day limit entered. In this manner, two entries exist in which different payment terms can be entered. The following payment terms require a date to be entered for the day limit: ydocuments with an invoice date between the 1st and the 15th and due at the end of the following months ydocuments with a later invoice date and due on the 15th of the following month SAP AG AC

203 Payment Installments Payment installments Installment number Percentage Payment terms for installments Installments Payment terms: R001 Payment terms Holdback/Retainage R001 1 R001 1 R % ZR01 30% ZR02 30% ZR03 Payment terms for installments First payment due within 15 days 2nd payment due within 30 days 3rd rate due within 45 days Time An invoice can be paid over several months using an installment plan, or a portion of the invoice amount may be retained for payment at a later date. The total invoice amount is divided into appropriate amounts as per the plan and each separate amount is then due on different dates. The system will perform the above function automatically by using a holdback/retainage payment term. A holdback/retainage term is defined by setting the holdback/retainage flag and not assigning discount days or percentages. The holdback/retainage payment term is further defined using an installment number, installment percentage rate and an installment payment term. The percentage rates specified must total 100%. The system will create a line item for each installment specified. Each line item amount will be equivalent to the installment percentage rate of the total primary amount, and the sum of the line item amounts will equal the total primary amount. The line items will have payment terms as defined by the installment plan. SAP AG AC

204 The Cash Discount Base Amount Items Invoice 001 Customer/Vendor Account 002 G/L Account line item G/L Account line item Fixed Assets Fixed Assets 2 Net Cash Discount Base 006 Taxes Gross Cash Discount Base Depending on the national regulations of your country, the cash discount base amount will be the net value (sum of G/L account and fixed assets line items, taxes not included) or gross value (including taxes). You must decide per company code or per jurisdiction code how the system determines the cash discount base amount. SAP AG AC

205 Posting Cash Discounts - Gross Procedure Accounts Receivable Customer Revenue Cash Discount granted Incoming Payments Accounts Payable Vendor Expense 1000 Cash Discount taken Outgoing Payments The cash discount amount is entered in the invoice either manually or automatically by the system using the rates in the payment terms. It can be changed even after the invoice is posted. When an open item on a customer or vendor account is cleared, the possible cash discount is posted automatically to an account for cash discount granted or cash discount taken. The accounts for cash discount granted or cash discount taken are defined in configuration. SAP AG AC

206 Vendor Net Procedure - Payment Paying within the Cash Discount Period Vendor Expense 970 Lost Cash Discount Cash Discount Clearing Outgoing Payments 970 Paying after Cash Discount Deadline Vendor Expense Lost Cash Discount Cash Discount Clearing Outgoing Payments Posted with net document type If you post a vendor invoice with a document type for the net procedure, the amount posted to the expense or balance sheet account is reduced by the cash discount amount. The same amount is also posted to a cash discount clearing account to clear the document. When using the net procedure, the cash discount amount is automatically posted when the invoice is posted. When you clear the document, the system carries out a clearing posting to the cash discount clearing account. If the invoice is paid after the cash discount deadline, the lost cash discount is posted to a separate account. The cash discount clearing account must be managed on an open item basis. SAP AG AC

207 Taxes: Objectives At the conclusion of this topic, you will be able to: Outline the structure of taxes Create tax codes and configure tax accounts Note: You will not learn the handling and configuration of tax reporting and withholding tax. These topics are taught in the course AC205 - Financial closing and the AC260 respectively. SAP AG AC

208 Taxes When posting an invoice SAP allows for: Taxes to be levied on the invoice amount as Value-added tax Tax on Purchases Additional tax Withholding tax with the provision for two taxation types: Federal/country level State/jurisdictional level SAP provides for different forms of taxation systems that are found in various countries yvalue-added tax ytax on Purchases yadditional tax (country-specific, e.g. investment tax in Norway, clearing tax in Belgium) ywithholding tax (not taught in this course) Two types of taxation can be represented in the R/3 system: ytaxes are levied at a country/federal level, with uniformly defined rates. ytaxes are levied at a state/jurisdictional level, with rates been defined by the state/jurisdiction. Due to the complications involved with this type of taxation(i.e. there are over 67,000 possible jurisdictions), third party software is often used to determine the tax allocation. SAP provides a generic interface software to support this. In some countries (e.g. Canada, India, Brail) taxes are even levied on both levels. Sales and use taxes are typical examples of taxes below federal level. SAP AG AC

209 Tax Assistance Company Invoice M The system provides assistance with: Calculating tax amounts Posting to specified G/L accounts Performing tax adjustments Tax reporting And the system determines taxes from: A base amount which has a cash discount included or excluded A tax code to validate or calculate the tax amount The FI system assists with the management of taxes calculated by: ychecking the tax amount entered or automatically calculating the tax. yposting the tax amount to G/L accounts. yperforming tax adjustments for cash discounts or other forms of deductions The expense or revenue amount is the base amount, which can include a cash discount (tax base is gross) or exclude a cash discount (tax base is net). The tax code is used to provide the calculation procedure required to perform taxation functions within R/3. National regulations determine whether the tax base amount must be: ynet (taxable expense or revenue items minus cash discount) ygross (taxable expense or revenue items including cash discount) This must be specified per company code or per the highest level of the jurisdiction code. SAP AG AC

210 Value - Added Tax Prior tax (Input tax) Turnover tax (Output tax) Vendors I O Customers VAT I : Tax receivables O: Tax liabilities Tax Authority Value-added tax is calculated as the balance between turnover tax (R/3-term: output tax) and prior tax (R/3-term: input tax). youtput tax is calculated using the net price of products and is charged to customers. The output tax is a liability which the enterprise owes to the tax authority. yinput tax is calculated using the net invoice amount and is charged by vendors. The paid input tax is a receivable which the enterprise claims from the tax authority. Only the tax which is levied on the value added to the goods by the enterprise has to be remitted to the tax authority. Tax authorities can set a nondeductible portion for input tax which cannot then be claimed as a deduction from the the calculation of tax due. The amount can be posted to a separate expense account, or it can be distributed to the G/L account and assets line items. SAP AG AC

211 Tax on Purchases - Sales Tax Vendor collects sales tax Customer Revenues Customer Vendor Expense Sales tax (Output tax) Use tax (Input tax) Tax Authority of customer s jurisdiction Taxes on purchases consist of sales tax and use tax. Both taxes only apply to goods which are consumed by the customer. Goods that are used in production or for resale to a third party remain untaxed. If a taxable good is sold, either sales or use tax is levied. Therefore, every good is only taxed once. This slide shows a posting of sales taxes. Sales tax is collected by a vendor on a sale and remitted to the jurisdiction of the customer. The system calculates sales tax based on material and customer location and posts it in Sales and Distribution (SD) and Materials Management (MM). If customers are exempt from taxation, you can specify this in their master records by entering the appropriate indicator. SAP AG AC

212 Taxes on Purchases - Use Tax Vendor does not collect sales tax Customer performs self assessment Revenues Customer Vendor Expense Sales tax (Output tax) Use tax (Input tax) Tax Authority of jurisdiction where goods are consumed Taxes on purchases consist of sales tax and use tax. Both taxes only apply to goods which are consumed by the customer. Goods that are used in production or for resale to a third party remain untaxed. If a taxable good is sold either sales or use tax is levied. Therefore, every good is only taxed once. This slide shows a posting of use taxes. The customer only has to pay use tax if he was not already charged sales tax by the vendor. This may be the case if the vendor does not have a presence in the state of the customer or if the customer has a self-assessment permit. Use tax is self assessed by the customer and remitted to the jurisdiction where the goods are consumed. SAP AG AC

213 Tax Procedure for Calculations Tax Procedure Step Condition Tax type From Step Account key 100 BASB Base amount MWAS Output tax 100 MWS 120 MWVS Input tax 100 VST nnn xxxx Any other tax nnn xxx Condition types Tax calculation rules Tax accounts G/L accounts assigned per rules Every country needs a tax procedure (calculation procedure) assigned to it to perform tax calculations. R/3 is delivered with pre-configured tax procedures for most countries. The tax procedure contains: ythe order of steps which have to be taken in the tax calculation procedure (the from step indicates where the system is to obtain the amount value for the step ). ytax types (condition types) which are valid for the country. The R/3 system is delivered with required condition types for all types of tax calculations and the tax procedures already contain the correct condition types. yaccount/process keys which contain further specifications and are used for the automatic account assignment for taxes of a certain type. Account keys have been predefined in R/3 and it is recommended that standard account keys be used. For the USA two tax procedures are relevant ytaxusj Standard tax procedure including handling of jurisdiction codes ytaxusx Tax procedure used when employing an external tax package Condition types are tax calculations that are valid for the country. The base amount is an expense or revenue item. SAP AG AC

214 Jurisdiction Codes State code County code City code Sub-city code e.g. e.g. e.g. e.g. Tax Procedure A jurisdiction code is a combination of the codes of tax authorities which claim taxes on a sale with independent tax rates. Up to four tax levels below federal level are possible: state level, country level, city code, or sub-city code. Two steps are necessary to use jurisdiction codes: ythe structure of the jurisdiction code needs to be defined by assigning the lengths of the level codes to the tax procedure. This activity also automatically switches over tax processing for this tax procedure to the tax jurisdiction code method. ythe jurisdiction codes need to be defined on every level, e.g for state level for county level for city level for sub-city level When posting taxes with a jurisdiction code, the taxes may be entered per jurisdiction code or per tax level. SAP AG AC

215 Tax Code Tax code A0 V0 0O 0I 0I The tax code is used to: verify the amount of tax calculate the amount of tax calculate additional tax portion verify the tax type determine the G/L account show tax correctly on tax forms State The tax code is entered when the document is posted and it is the main link to the tax calculation. Depending on whether or not the country uses a taxation procedure with jurisdictional taxation: ythe tax code is linked to a country code. ythe tax code is linked to a combination of country code and jurisdictional code. The tax codes within a jurisdictional taxation method are time-dependent. You can choose in configuration if the document date or the posting date shall be valid for the tax calculation. SAP AG AC

216 Tax Rates Tax code A0 V0 0O 0I 0I Tax type Account key Rate Level Fr. Level Condition Base amount BASB Output tax MWS MWAS Input tax VST MWVS Any other tax xxx nnn nnn xxxx The tax code contains (in addition to other information) the tax rates. Tax rates are assigned to the tax types which are included in the tax procedure. A tax code may have several tax rates entered for different tax types (if a line item shall be taxed with several tax types), but usually only one tax rate is entered. yexample for tax code with more than one tax rate: - 10% input tax on a line item with 40% of the tax non-deductible. - Rates: Input tax: 6%, non-deductible input tax: 4% Some postings to tax-relevant G/L accounts may have a tax rate of ero. This may be the case for: yitems which are tax-exempt but have to be reported to the tax authorities. For these items a special tax code with a tax rate of ero is created. yitems which are created by non-taxable transactions like goods issue delivery, goods movement, etc. A special tax code must be assigned to these transactions. The tax type definition determines if the base amount is percentage included or percentage separate. If the system detects a deviation between the tax calculated and the tax amount entered it either outputs an error (check indicator set) or a warning (check indicator not set). The check indicator should not be set for input tax codes because the user must post the tax from the invoice regardless of its correctness. SAP AG AC

217 Tax Postings Posting as separate line item (standard case) Vendor Expense Input tax Distribute to relevant expense/revenue items (process NVV for sales tax payables or other non-deductible input taxes) Vendor Expense Input tax Tax postings: ythe taxes calculated by the system are usually posted via a separate line item to a special tax account. This is the standard scenario. ytaxes with certain process/account keys (e.g. NVV) are distributed to the relevant expense/revenue item. This is the case for sales tax payables or may be used for other nondeductible input taxes. SAP AG AC

218 Automatic Tax Account Assignment Account key Output tax Input tax MWS VST Chart of accounts INT Chart of accounts: INT Account key: MWS Account: RULES Tax accrual POSTING KEYS Accounts are determined based on Debit/Credit Tax Code Posting key Debit : 40 Credit : 50 For the system to perform automatic tax account assignment, the account/process keys which generate a separate line item for the tax posting need to have the necessary data assigned to them. This necessary data are: ythe posting keys (40 and 50 are recommended), yrules which determine on which fields the account determination is based (account determination may be based on tax code or on account key) ythe tax accounts When exchange rate differences occur because of tax adjustments in foreign currencies, these exchange rate differences are usually posted to the normal account for exchange rate differences. However, it is possible to specify per company code that the exchange rate for tax items can also be entered manually or is determined by the posting or the document date. The resulting differences are posted to a special account. SAP AG AC

219 Tax Accounts Tax accounts + Tax category: < Input tax account > Output tax account Post automatically only 9 Tax accounts, i.e. accounts which contain tax items, are defined by entering either < for input taxes > for output taxes into the field tax category. The properties of the tax code contain the information if the tax posted is an input or an output tax. The check mark post automatically only should be set to avoid manual tax postings. SAP AG AC

220 Other G/L Accounts Other G/L accounts Tax category: not tax-relevant - + * XX only postings with input tax codes only postings with output tax codes all tax codes allowed predefined tax code All other G/L accounts may have one of the following entries in the field tax category : for non tax-relevant posting (e.g. bank postings) - for postings which need an input tax code (e.g. reconciliation account trade payables ) + for postings which need an output tax code (e.g. reconciliation account trade receivables ) * for postings which need any tax code xx for postings with the predefined tax code xx The properties of the tax code contain the information on whether or not the tax posted is an input or an output tax. When the field postings without tax allowed is checked, it is possible to post to this G/L account without specifying a tax code. This is especially necessary for tax postings within a jurisdiction code tax procedure to foreign customers who do not have a jurisdiction code. Note: Accounts for cash discounts need an entry in the field tax category if the system is supposed to post tax adjustments. SAP AG AC

221 EU Single Market - VAT Processing Output Tax 0% Output Tax 0% Non-EU country Acquisition Tax = Input Tax Import Tax = Input Tax Deliveries to customers in third party countries are tax exempt (output tax 0%). The customer has to pay import tax which is usually equal to the inner-country input tax. Within the EU single market generally the country of destination-principle applies. This means that deliveries are tax exempt (output tax 0%) with acquisition tax being levied in the country of destination. The barriers have been replaced by more extensive reporting for deliveries between companies in EU countries: ythe acquisition tax is self-assessed by the customer and has to be reported to the tax authorities in an extended advance return for tax on sales/purchases. In the same report, the acquisition tax can be claimed as input tax. So, in fact, the company does not have to pay any taxes for the acquisition and the acquisition tax is just a tool to report the EU acquisitions to the tax authorities. ythe vendor has to report the tax-exempt deliveries/goods movements to their tax authorities in an EU sales list. This sales list also contains the receivers of the goods. To identify the receivers every company is assigned a VAT registration number. This number must be specified on every invoice between EU companies. SAP AG AC

222 Acquisition Tax Codes Vendor Tax ID Expense A0 V0 0O 0I 0I Acquisition output tax Acquisition input tax Special tax codes: ythe acquisition tax code is a tax code which generates two posting lines. It posts the acquisition tax to the credit side of the acquisition output tax account and the same amount to the debit side of the acquisition input tax account. ythe output tax code for the tax exempt deliveries needs to have an EC code for goods, services, and subcontracting within the EU to extract the relevant sales for the EU sales list. Because of technical reasons, it is necessary to assign a tax account to the tax code although no tax is posted. SAP AG AC

223 Cross-Company Code Transactions: Objectives At the conclusion of this topic, you will be able to: Understand the process of cross-company code transactions Post cross-company code transactions SAP AG AC

224 Cross-Company Code Transaction (1) Company Code 1000 Company Code 2000 Account Document Items D Account 1 C Account 2 Account SAP AG AC

225 Cross-Company Code Transaction (2) Company Code 1000 Company Code 2000 Account Document Items D Account 1 C Account 2 Account Document Items D Account 1 C Clearing 2000 Cross-Company Code Transaction 2 Documents 1 cross-company code number Document Items D Account 2 C Clearing 1000 Clearing CC Clearing CC 1000 A cross-company code transaction involves two or more company codes in one business transaction. Examples for a cross-company code transaction are: yone company code makes purchases for other company codes (Central Procurement) yone company code pays for other company codes (Central Payment) yone company code sells goods to other company codes A cross-company code transaction posts to accounts in several company codes. This cannot be done by posting only one document because a document is always assigned to exactly one company code. Instead, the system will post a separate document in each company code involved. In order to balance debits and credits within these documents, the system generates automatic line items which are posted to clearing accounts, i.e. either payables or receivables between the company codes. The documents which belong to one cross-company code transaction are linked by a common crosscompany code transaction number. Using program RFBVOR00, you can display cross-company code transactions. SAP AG AC

226 Example: Central Procurement Posting CC 1000 Posting CC 2000 Cross company code transaction no XX Document no Document no Vendor 110 Expense 80 Expense 20 Input tax 10 CC CC In this slide you see an example for a cross-company code transaction (central purchasing): A vendor delivers equipment to company code 1000 and other equipment to company code 2000, but sends only one invoice for all the equipment to company code You enter a part of the expense and post the invoice to the vendor account in company code When entering the invoice, you have to post the other part of the expenses in company code The clearing postings and the tax posting are generated automatically. The tax is not distributed between the company codes according to their expenses. Therefore, this functionality may only be used if the transaction itself is not tax-relevant or if the company codes form a taxable entity. The tax calculated is always posted to the company code of the first position. Therefore, to ensure that the tax is posted to the same company code as the invoice, the invoice position should always be entered first. Certain countries tax regulations (e.g. in Japan and Denmark) require that the tax amounts are posted in the company codes in which the expenses occurred. Therefore, the tax must be distributed from the first company code to the other company codes according to their expense amount. This can be done by using the report RFBUST10. SAP AG AC

227 Clearing Accounts COMPANY CODE 1000 Posted in 1000 Cleared against 2000 COMPANY CODE 2000 Posted in 2000 Cleared against 1000 Receivable Payable Receivable Payable The clearing accounts must be defined in every company code before a cross-company code transaction may be carried out. The clearing accounts may be G/L accounts, customer, or vendor accounts. In the configuration you must assign clearing accounts to every possible combination of two company codes to allow cross-company code postings between these combinations (, i.e. three company codes need 3*2= 6 clearing accounts) To decrease the number of clearing accounts, you can use just one company code as the clearing company code. In this case, you only must assign clearing accounts to every combination of the clearing company code to the other company codes, ( i.e. three company codes need 2*2= 4 clearing accounts) Posting keys must be assigned to the clearing accounts to identify their account types. SAP AG AC

228 Cross-Company Code Document Number Cross-Company Code Transaction Number Beleg Posten S Konto 1 H Konto YYYY Document Number in CC Document Number 1000 First company code Document Number in CC Document Number 2000 Subsequent company codes When the cross-company code document is posted, the system generates a cross-company code document number to link all of the new documents together. The document number is a combination of the document number of the first company code, the first company code number and the then fiscal year. It is stored in the document header of all of the documents created for a complete audit trail. Cross-company code documents may be reversed: the system can reverse every document that was created with the cross-company document, or the individual documents can be reversed separately. SAP AG AC

229 Document Reversal: Objectives At the conclusion of this topic, you will be able to: Perform and influence document reversal SAP AG AC

230 Reversing Documents Company M Document Account 1 2,050 Account 2 Document entered incorrectly Document Items D Account 1 C Account 2 2,500 2,050 Company M Document 2,500 Account 1 2,050 Account 2 2,050 Document corrected by Reversal Reverse with a standard reversal posting Reverse with a negative posting Account 1 Company M Document 2,500 Account 2 Document re-entered correctly 2,500 2,500 It is possible for a user to make an input error. As a result, the document created will contain incorrect information. In order to provide an audit of the correction, the user must first reverse the document in error, and then capture the document correctly. The system provides a function to reverse G/L, A/R and A/P documents both individually or in mass. A document may be reversed either by: yentering a standard reversal posting or yentering a negative posting. When reversing a document, a reversal reason code must be entered to explain the reversal. The reason code also controls if the reversal date is allowed to be different from the original posting date. Documents with cleared items cannot be reversed. The document must first be reset. SAP AG AC

231 Standard Reversal Postings, Negative Postings Beleg Posten S Konto 1 H Konto 2 Incorrect posting Account Account 2 Standard reversal posting Account Account Negative posting Account Account The standard reversal posting causes the system to post the debit in error as a credit and the credit in error as a debit. The standard reversal posting causes an additional increase in the transaction figures. The negative posting also posts the debit in error as a credit and the credit in error as a debit. This time the posted amount is not added to the transaction figures but it is subtracted from the transaction figure of the other side of the account. This sets the transaction figures back to as they were before the incorrect posting took place. Normally the system uses the standard reversal posting to reverse documents. The following requirements have to be fulfilled to perform negative postings: ythe company code must allow negative postings. ythe reversal s reason code must be specified for negative postings. Negative postings can also be used to perform transfer postings of faulty line items. The item is removed from the wrong account by a negative posting (resetting the transaction figures) and posted to the correct account by a normal posting. This can only be done with a document type that allows negative postings. SAP AG AC

232 Posting Control: Summary Default values can be set to assist with data capture. Change rules govern the changing of processed documents. Payment terms influence cash discounts and control when an item is due. Taxes, cash discounts, exchange rate differences, and company code clearing are posted automatically. These automatic postings can be configured. Incorrect documents can be reversed by a standard reversal posting or a negative posting. SAP AG AC

233 Exercises Unit: Posting Control Topic: Default Values In this exercise you will: Check your knowledge of the sources of default values. Set default values. The users do not wish to duplicate data capture and therefore require the system to provide data defaults. 1-1 List some sources of values that are defaulted by the system when a document is entered. 1-2 If the users want to make sure that they don t accidentally change the document type during document entry, where can they make that setting? 1-3 The value date is required to determine the availability of the transaction in Cash Management. Activate the function that proposes the value date when processing a document. 1-4 The maximum exchange rate deviation has been set to 10%. The financial accountant has expressed concern that this percentage is too high. You are required to set the maximum exchange rate deviation for your company to 5%. SAP AG AC

234 Posting Control Exercises Unit: Posting Control Topic: Document Change Rules In this exercise you will Configure document change rules The allocation field of a line item contains data important to the sequencing of the line items for viewing. Internal auditors have requested that you prevent the allocation field from been changed subsequent to the creation of a transaction. 2-1 Verify that the allocation field can be changed in one of the basic FI documents you posted in the unit before. If so, alter the change rules for account types D, K and S in your company code to prevent further changes to the allocation field. After this, demonstrate that the allocation field cannot be changed. Hint: The field-name of the allocation-field is "BSEG-ZUONR" SAP AG AC

235 Posting Control Exercises Unit: Posting Control Topic: Payment Terms and Discounts In this exercise you check your knowledge of payment terms and cash discounts configure a payment term The company uses different terms of payment. Cash discounts are supposed to be posted automatically by the system. The company has negotiated new terms of payment with a vendor. 3-1 You are required to implement a new payment term code, AC##, and test it to ensure it works. The new terms negotiated with your vendor are: 5% for immediately payment, 2% for payment within 15 days, net for payment within 30 days and the posting date is the baseline date. 3-2 Allocate the new payment terms to your vendor. 3-3 Test your new payment term by posting an invoice. Post an invoice about units local currency to your vendor. Use your account for entertainment expenses for the debit posting. 3-4 True and False Credit memos can be made invoice-related to ensure that invoice and credit memos are due at the same date The day limits define the dates of the discount periods Every installment item of a holdback/retainage payment term must in turn have a payment term. 3-5 Payment terms is a field in the and segment of the customer master record. SAP AG AC

236 3-6 The is the date the system uses to begin calculating the invoice due date. 3-7 Which cash discount accounts are used in the net procedure? 3-8 Which cash discount accounts are used in the gross procedure? SAP AG AC

237 Posting Control Exercises Unit: Posting Control Topic: Taxes At the conclusion of this exercise, you will be able to: Check your knowledge of the handling of taxes in R/3 Create a new tax code Post a vendor invoice with taxes Management has requested that due to time constraints, you should provide the basic tax requirements of your country for the prototype. It was suggested that you use your country s R/3 tax template. 4-1 Name the two types of taxation which can be represented in the R/3 system. 4-2 What is the necessary data for the automatic tax account assignment? 4-3 Create a new tax code. Complete either or according to your country s requirements Non jurisdictional taxes: The federal government of your country implements a tax reform and sets the value-added tax rate to 20%. Create the new output tax code ## to adjust to the new tax requirements Jurisdictional taxes: Your instructor provides you with the code of a jurisdiction that just changed its sales tax rate to 5%. Your company code has a presence in this jurisdiction and is therefore obliged to collect sales tax. Create a new tax code ## to adjust to the new tax requirements Define your new tax code as relevant for incoming invoices in FI and thus making it available for the new Enjoy Transaction entry screen. 4-4 Customer invoice Post a customer invoice of units course currency to your customer account. Choose the option "calculate tax" and use the new tax code you created and its jurisdiction code. Post the revenue side of the transaction to the account that is supplied by your instructor. Note the document number on your data sheet. SAP AG AC

238 Posting Control Exercises Unit: Posting Control Topic: Cross-company code transactions At the conclusion of this exercise, you will be able to: Check your knowledge of cross-company code transactions Configure your company code to perform cross-company code transactions Post a cross-company code transaction Management is considering setting up a foreign subsidiary and is concerned with R/3 s ability to handle cross company postings. 5-1 List two examples for cross-company code transactions: 5-2 True and False A cross-company code transaction consists of at least two documents Tax amounts of a cross-company code transaction are automatically distributed to the company codes in which the expenses/revenues occurred Cross-company code clearing accounts must be G/L accounts The company code of a cross-company code transaction may have different local currencies. 5-3 Describe how the system creates the cross-company code transaction number. 5-4 Create cross-company clearing accounts and configure the automatic postings for the cross-company postings. SAP AG AC

239 5-4-1 Create a cross-company code clearing account (1945##) in your company code to process cross-company transactions involving your instructor s company code. Do this by copying the G/L account Set the field status group in both accounts to G001. Define the account to be posted automatically by the system when completing cross-company code transactions. If the with reference push button is not active, follow the menu path Settings, Start Activity, and select the Create GL Account with Reference radio button. Select the green arrow to return to the Easy Access Menu and restart the transaction. Once in the transaction, select Enter to display a new window and enter the following information: Configure the automatic postings for the cross-company transaction. 5-5 Post an example for central purchasing. You receive an invoice from your vendor for units country currency for material you purchased for the instructor s company code. Using the tax ID 1I (input tax (training) 10%). Post and crosscompany invoice to record the invoice on your company code and record the expense on the instructor s company code. Record your document number(s). Select the Worklist Off pushbutton to have the journal entry fill the entire screen. Use the horiontal scroll bars if you don t see all of the fields that you need. 5-6 View your cross-company document. SAP AG AC

240 Posting Control Exercises Unit: Posting Control Topic: Document Reversal In this exercise you will: Check your knowledge of document reversal Configure your company code to allow negative postings Reverse a document Once in a while it happens that a document is entered and posted incorrectly. In this case, it needs to be reversed and re-entered correctly. Management wishes it possible to correct transaction figures when reversing a document. 6-1 Name the two possible ways to reverse a document in R/ What two requirements must be met in order to process negative postings. 6-3 Set the indicator that allows negative postings to be made in your company code. 6-4 Check which reason codes can be used to perform reversal by negative postings. 6-5 Post another G/L document for using the Sports Car Rental account and then review the balance of the account. 6-6 Reverse the G/L document you just created and then review the account balance to see the impact of a negative reversal. SAP AG AC

241 Solutions Unit: Posting Control Topic: Default Values 1-1 User master records Parameter memory System data Account master record Accounting functions 1-2 From a G/L, A/P, or A/R posting screen, select the Editing options pushbutton. Field Name or Data Type Document Type Option Select Save. Values Document type hidden 1-3 Activate value date proposal. IMG: Financial Accounting o Financial Accounting Global Settings o Document o Default Values for Document Processing o Default value date Field Name or Data Type CoCd Propose value date Select Save. Values GR## 1-4 Change maximum exchange rate. IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Header o Maximum Exchange Rate Difference o Define Maximum Exchange Rate Difference per Company Code Field Name or Data Type CoCd Values GR## Max. exch. rate diff. Enter 5% Select Save. SAP AG AC

242 Checklist You have just set system defaults that will impact transactions going forward. SAP AG AC

243 Solutions Unit: Posting Control Topic: Document Change Rules 2-1 Can the allocation field be changed? Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document o Change Field Name or Data Type Document number Company code Fiscal year Select Enter. Values From the previous unit GR## current year Drill down on the customer line item and note that the allocation field can be changed! Create a new change rule: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Line Item o Define Document Changes Rules Edit o New Entries Field Name or Data Type Field name Account type Transaction type Company code Field is modifiable Select Save. Values BSEG-ZUONR S BLANK GR## BLANK Copy the new change rule to create rules for the account types "D" and "K." Select the green arrow to return to the Overview screen. Highlight the rule you just created. Edit o Copy as SAP AG AC

244 Field Name or Data Type Values Field name BSEG-ZUONR Account type D Transaction type BLANK Company code GR## Field is modifiable BLANK Select Enter. Highlight the rule you just created. Edit o Copy as Field Name or Data Type Field name Account type Transaction type Company code Field is modifiable Select Enter. Select Save. Values BSEG-ZUONR K BLANK GR## BLANK To verify that field is no longer modifiable, repeat the first step. Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document o Change Field Name or Data Type Document number Company code Fiscal year Select Enter. Values From previous unit GR## current year Drill down on the customer line item and note that the allocation field is no longer modifiable. Checklist You just created a document change rule that states for customer, vendor and general ledger postings, the allocation field is not modifiable after posting. What value can you see for your company with this functionality? SAP AG AC

245 Solutions Unit: Posting Control Topic: Payment Terms and Discounts 3-1 Create payment term. IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Outgoing Invoices/Credit Memos o Maintain Terms of Payment Edit, New Entries Field Name or Data Type Values Payment terms AC## Account type Customer Vendor Default for baseline date Posting date Payment terms Term 1 Percentage 5% No. of days BLANK Term 2 Percentage 2% No. of days 15 Term 3 Percentage BLANK No. of days 30 Select Enter. Notice in the Explanations area, the payment terms are automatically described in words. Verify that you configured the payment terms accordingly. Select Save. 3-2 Enter payment term in vendor master record. Easy Access Menu: Accounting o Financial accounting o Accounts Payable o Master Records o Change SAP AG AC

246 Field Name or Data Type Vendor Company code Company code data Payment transactions Select Enter. Values Your vendor GR## Field Name or Data Type Payment terms Select Save. Values AC## 3-3 Post a vendor invoice Easy Access Menu: Accounting o Financial accounting o Accounts payable o Document entry o Invoice If prompted, enter your Company code, GR##, then Select Enter. Field Name or Data Type Basic data Vendor Invoice date Posting date Values your vendor current date current date Amount Currency Calculate tax Tax code Items G/L acct D/C course currency I0 AE01## Debit Doc. currency amount Tax Code Tax jurisdiction code Text Listed on the data sheet Listed on the data sheet Dinner for Staff Select the Payment Tab to verify that the payment terms have defaulted in from the vendor master record. Document o Simulate SAP AG AC

247 Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: Checklist You have just created a new payment term and assigned it to your vendor master record. When you posted an invoice, the new payment term was defaulted from the vendor master record. Display the line item to verify this happened by following this menu path: Accounting Financial Accounting Accounts Payable Account Display Line Items. Enter your vendor number and company code into the selection screen and execute the report. Drill down on the line item you d like to see detailed payment term information. 3-4 True and False True False. The day limits are used to store several versions of payment terms under the same payment term key True. 3-5 Company code and sales area 3-6 Baseline date 3-7 Cash discount clearing account Lost cash discount account 3-8 Cash discount granted account Cash discount taken account SAP AG AC

248 Solutions Unit: Posting Control Topic: Taxes 4-1 Taxation on federal/country level 4-2 Rules Taxation on state/jurisdictional level Posting keys Tax accounts 4-3 Create a new tax code. Complete either or according to your country s requirements Non-Jurisdictional taxes: Create tax code. IMG: Financial Accounting o Financial Accounting Global Settings o Taxes on Sales/Purchases o Calculation o Define Tax Codes for Sales and Purchases Field Name or Data Type Country Select Enter. Values course country Field Name or Data Type Values Tax code ## Select Enter. Field Name or Data Type Values Tax code ## Description output tax 20% Tax type A Check Select Enter. Field Name or Data Type Values Tax type Output Tax AccKy MWS Tax percent. rate 20% SAP AG AC

249 Assign a tax account. Select the Tax accounts push button. Field Name or Data Type Chart of accounts Select Enter. Values C## Field Name or Data Type MWS Select Save. Values Taxes Payable account listed on the data sheet Jurisdictional taxes: Create tax code. IMG: Financial Accounting o Financial Accounting Global Settings o Taxes on Sales/Purchases o Calculation o Define tax codes for sales and purchases Field Name or Data Type Country Select Enter. Values Course country Field Name or Data Type Values Tax code ## Jurisdict. Code Listed on the data sheet Select Enter. Field Name or Data Type Values Tax code ## Description Sales tax 5% Tax type A Check Select Enter. Field Name or Data Type Values Tax type A/R Sales tax 3 AccKy MW3 Tax percent. rate 5 SAP AG AC

250 Assign a tax account: Select the Tax accounts push button. Field Name or Data Type Chart of accounts Select Enter. Values C## Field Name or Data Type MW3 Select Save. Values Taxes Payable account listed on the data sheet Define your tax code for the Enjoy transaction. IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Outgoing Invoices/Credit Memos o Outgoing Invoices/Credit Memos Enjoy o Define Tax Code for Transaction Field Name or Data Type Country key Select Enter. Select New Entries Values Course country Field Name or Data Type Tax ## Transaction Select Save. Values Outgoing invoices in Financial Accounting SAP AG AC

251 4-4 Customer invoice Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Invoice Field Name or Data Type Values Basic data Customer Your customer Invoice date Current date Posting date Current date Amount Currency/rate Course currency Calculate tax Tax Code Your new tax code Select Basic Data tab Items G/L acct Listed on the data sheet D/C Credit Doc. currency amount Tax jurisdiction code jurisdiction code of tax Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: Checklist You have just created a new tax code, assigned a general ledger account to the tax code to make possible automatic postings and defined your tax code to be used in the Enjoy transaction, and created a customer invoice demonstrating the automatic tax postings. SAP AG AC

252 Solutions Unit: Posting Control Topic: Cross-company code transactions 5-1 Central purchasing Central payment 5-2 True and False True False. The tax is completely posted to the first company code False. Cross-company code clearing accounts can be G/L accounts as well as customer/vendor accounts True. Note: It was necessary in a former R/3 release that the companies have the same local currencies. This requirement is no longer necessary. 5-3 The cross-company code transaction number is a combination of the document number in the first company code, the first company code number, and the fiscal year. 5-4 Create cross-company clearing accounts and configure the automatic postings for the cross-company postings Create General Ledger Account: Easy Access Menu: Accounting o Financial accounting o General ledger o Master records oindividual processing ocentrally Or transaction code: FS00 Field Name or Data Type Values G/L account 1945## Company code GR## Press the with reference push button. Field Name or Data Type Values Account number Company code Select Enter. GR## SAP AG AC

253 Field Name or Data Type Short text Long text Values Select the Create/bank/interest tab. My clearing account My cross-company clearing account Field Name or Data Type Field status group Post automatically only Select Save. Values G Configure the automatic postings IMG: Financial Accounting o General Ledger Accounting o Business Transactions o Prepare cross-company code transactions In the Company Code Clearing dialog window: Field Name or Data Type Company code 1 Company code 2 Select Enter. Values Your company code Your instructor s company code In the section Posted in your company code, enter the following information Field Name or Data Type Values Receivable Debit posting key 40 Account debit Your clearing account Payable Credit posting key 50 Account credit Your clearing account SAP AG AC

254 In the section Posted in the instructor s company code, enter the following information Field Name or Data Type Receivable Debit posting key 40 Account debit Payable Credit posting key 50 Account credit Select Save. 5-5 Cross-company invoice Values Instructor s clearing account Instructor s clearing account Easy Access Menu: Accounting o Financial accounting o Accounts payable o Document entry o Invoice Field Name or Data Type Basic data Vendor Invoice date Posting date Values Your vendor number Current date Current date Amount Currency/rate Calculate tax Tax ID Items G/L acct D/C Course currency 1I (10% Input tax) Listed on the data sheet Debit Doc. currency amount Tax Code Tax jurisdiction code Company code Cost center Document o Simulate I0 Listed on the data sheet Instructor s company code Listed on the data sheet Review your document. Drill down on a line item to view or change line item details. Notice the cross-company clearing account entries. Select Post to save your document. Document number: SAP AG AC

255 5-6 Display your cross-company document. Easy Access Menu: Accounting o Financial Accounting o Accounts Payable o Document o Cross CC transaction o Display Enter your document number, if necessary. Select Enter to display your document. Checklist You have just created new inter-company general ledger accounts, configured the automatic postings for inter-company clearing with your instructor s company code and, you posted an intercompany document. SAP AG AC

256 Solutions Unit: Posting Control Topic: Document Reversal 6-1 Standard reversal posting Reversal by negative posting The company code must allow negative postings. 2. The reversal s reason code must be specified for negative postings. 3. The document type has to allow for negative postings. 6-3 Allow negative postings in company code IMG: Financial Accounting o General Ledger Accounting o Business Transactions o Adjustment Postings/Document Reversal o Permit negative posting Field Name or Data Type CoCd Negative postings allowed Select Save. Values GR## 6-4 Check reason codes. IMG: Financial Accounting o General Ledger Accounting o Business Transactions o Adjustment Postings/Document Reversal o Define reasons for reversal The indicator negative posting is next to the reason codes 01, 02, 03, 04, 05, 06, 07, RE. 6-5 Post a GL document. Easy Access Menu: Accounting o Financial Accounting o General Ledger o Document Entry o G/L account posting If prompted, enter your Company code, GR##, then select Enter. Select the Worklist Off pushbutton to have the journal entry fill the entire screen. SAP AG AC

257 Field Name or Data Type Values Basic data Doc. Date current date Posting date current date First item G/L acct AE02## D/C Debit Doc. currency amount Tax Code Listed on the data sheet Jurisdiction Code Listed on the data sheet Text Negative posting test Second item G/L acct D/C Credit Doc. currency amount Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: Check the balance on the account and identify the document type: Easy Access Menu: Accounting o Financial accounting o General Ledger o Accounto Display Balances Field Name or Data Type Values GL Account AE02## Company Code GR## Fiscal Year Current year Select Execute. Record the balances for the current period. Debit Credit Drill down on the debit balance for the current period to view the line items that comprise the account balance. The SA document type is a G/L posting. SAP AG AC

258 Verify if the document type allows for negative postings: IMG: Financial Accounting o Financial Accounting Global Settings o Document o Document Header o Define Document Types Drill down on the SA document type. In the Control data section, verify that the checkbox for Negative postings allowed is checked. 6-6 Perform negative reversal. Easy Access Menu: Accounting o Financial accounting o General Ledger o Document o Reverse o Individual reversal Field Name or Data Type Document no. Company code Fiscal year Reversal reason Values noted number of the G/L document GR## current year RE (or any other which performs document reversal) Goto o Display before reversal Select the green arrow to return to the previous menu. Select Post to save your document. Document number: Check the balance on the account: Easy Access Menu: Accounting o Financial accounting o General Ledger o Accounto Display Balances Field Name or Data Type Values GL Account AE02## Company Code GR## Fiscal Year Current year Select Execute. Record the balances for the current period. Debit Credit Compare these values to the balances recorded before the reversal. SAP AG AC

259 Checklist You have just configured your company code to allow negative postings, validated which document types allow for negative postings and identified the reason codes used with negative postings. SAP AG AC

260 List Viewer and Table Control SAP List Viewer Table Control SAP AG AC

261 SAP List Viewer and Table Control: Unit Objectives At the end of this unit, you will be able to: Explain the term SAP List Viewer Use the functions of the SAP List Viewers based on the example of customer line items Define your own views of tables using table controls SAP AG AC

262 Business Scenario The CFO want to know how lists in the SAP System can be set up to same a uniform appearance The CFO would also like to learn more about the table control functions SAP AG AC

263 SAP List Viewer: Customer Line Item List Customer Line item List Customer Line Item List Customer Name Customer Group AC200-## Location Nashville St Assignment Doc. no. Type Doc.date S Due date Amount in LC Loc.curr. Clear.doc. Text DG EUR DR EUR DR EUR DZ EUR DR EUR DZ EUR DR EUR The SAP List Viewer is a generic display tool that creates an ergonomic list from the data provided. The List Viewer is a uniform, simply method for displaying lists in the SAP System. For all lists, a uniform interface and list presentation is available. With the List Viewer, you can display simple as well as hierarchical lists sequentially. In the SAP List Viewer, various functions are available such as sort, total, filter, and so on. The display of the lists can be changed without the previous selection of data. Changes list layouts can be saved as variants. SAP AG AC

264 SAP List Viewer: Functions Customer Line Item List Customer Line Item List Customer Name Customer group AC200-## Location Nashville St Assignment Doc.no. Type Doc.date S Due date Amount in LC LCurr. Clear.doc. Text DG EUR DR EUR DR EUR DZ EUR DR EUR DZ EUR DR EUR Some of the functions of the SAP List Viewer: Select detail: To obtained detailed information about a row, you first select the corresponding row. Select columns: To select a column, click once on the column header. To select more than one column, select one column, choose the shift or CTRL key and select the desired columns. You can sort a list in ascending or descending order. You can sort a list by selecting the desired column and then choosing the desired function. In the same manner, you can set a filter. Total: Using certain values, you can create totals and subtotals. You can form totals by selecting the desired column and then choosing the corresponding symbol. SAP AG AC

265 SAP List Viewer: Display Variants and Fields Customer Line Item List Customer Line Item List Customer Name Customer Group AC200-## Change Layout Location Nashville St Assignment Column selection Sort Filter Document no.. Art Belegdatum S Fälligkeit Betrag in HW Lcurr. Clear.doc. Text Column selection Columns available DG EUR DR EUR Symbol DR open/clrd Net due date EUR Assignment Doc.number Doc.type DZ EUR DR EUR Doc.date DZ EUR DR EUR Clearing date Payment date Doc.currency You can use the SAP standard variants or set up your own display variants. Here you can define the view of a list to meet your requirements. You can select the fields you want to display from the list of available fields. You can remove the fields you do not want to display from the selection. You can also sort the fields to display them in the order you desire. You can define a display variant as the initial variant. This is always selected for the list output is you do not select a different display variant. SAP AG AC

266 Table Control (Vendor Invoice) Enter Vendor Invoice Enter Vendor Invoice Tree off Hold Simulate Park Editing options Basic data Vendor Invoice date Posting date Reference Amount Tax amount Payment Table Control St. G/L acct Short text D/C Amount DC Amount LC Ta CCTR Bu.area With the table settings function, you can change the basic settings of a table in the system in a socalled table control. This is especially useful for tables with columns you do not need or for which you would like to change the width. Via Drag&Drop you can change the position and width of columns. SAP AG AC

267 Variants Variant: Own table setting St. G/L acct Shrt txt D/C Amount DC Amnt St CCTR Bu. Select variant Current setting Standard setting Basic setting Basic setting Manage variants Variant AC Create Delete Close Accept Administrator i X You can saved the changed table settings as a variant. For any given table, you can create multiple variants. The already existing variant is the "basic setting". This is the setting as defined by SAP. You can delete your own variants but not the basic setting. The table settings are saved in the user context. The system used the currently valid variant until you exit the application. If you start the application at a later time, the system uses the valid standard setting for this table. You can change table settings if the table control symbol is displayed in the upper right-hand corner of the table. SAP AG AC

268 List Viewer and Table Control : Summary Using the SAP List Viewer, lists in the SAP System have a uniform appearance. The SAP List Viewer provides the same functions, no matter where it is used. With the table control, users have a tool with which they can create their own table views. SAP AG AC

269 Clearing Open Item Clearing Incoming and Outgoing Payments Payment Differences Exchange Rate Differences SAP AG AC

270 Clearing: Objectives At the conclusion of this unit, you will be able to: Clear an account Post various payments and payment differences Explain exchange rate differences Reset cleared items SAP AG AC

271 Clearing: Business Scenario Certain general ledger accounts need to be reconciled matching debits and credits. The auditors want to know how to manage these types of accounts. Customers pay their invoices and payment differences may occur out of various reasons. Payments were posted against the incorrect invoices and need to be corrected. Customers make short payments or request claims for shortages SAP AG AC

272 Open Item Clearing: Objectives At the conclusion of this topic, you will be able to: Describe the clearing process Clear an account Post with clearing SAP AG AC

273 Open Item Clearing January Company M Company M Invoice Invoice 1 2 Open item account 2,000 5,000 3,000 Check Deposit February Can be cleared CLEARING AN ACCOUNT 3 POST WITH CLEARING Open items are incomplete transactions, such as a vendor invoice which has not been paid. In order for an open item transaction to be considered complete, the transaction must have been cleared. A transaction is considered cleared when an offset value is posted to an item or group of items, so that the resulting balance of the items is ero. Documents with open items cannot be archived and stay in the system until all open items are cleared. An example of posting with clearing (depicted above): yan invoice posted to a customer s account. This invoice is regarded as an open item because at this point it is unpaid. ythe customer pays the invoice and the payment is allocated to it. ythe invoice is cleared with the payment and the resulting balance is ero. An example of account clearing: ymanually clearing an open invoice with a related credit memo and payment on account. A clearing transaction always creates a clearing document. SAP AG AC

274 Posting with Clearing (1) POST AND CLEAR Clearing account Entered manually Items Clearing document D Clearing account 5000 Open item account SAP AG AC

275 Posting with Clearing (2) POST AND CLEAR Clearing account selected Open item account 1. Entered manually Items Clearing document D Clearing account SAP AG AC

276 Posting with Clearing (3) POST AND CLEAR Clearing account selected Open item account 1. Entered manually Clearing document Items D Clearing account 5000 C Open item account Created automatically SAP AG AC

277 Posting with Clearing (4) POST AND CLEAR Clearing account selected Open item account 1. Entered manually Items Clearing document D Clearing account Created automatically 4. cleared Using the posting with clearing function, enter the document line items and then select the open items that are to be cleared. yif the total amount of selected open items equals the amount of entered line items, the system clears the open items by creating one or more offsetting entries. yif the total amount of selected open items does not equal the amount of entered line items, the system allows you to post the differences. Posting with clearing can be done for several accounts, account types and for any currency simultaneously. The posting with clearing transaction may be performed manually or automatically by using the automatic payment program. SAP AG AC

278 Account Clearing ACCOUNT CLEARING Open item account Account clearing Clearing document Open item account Items Using the account clearing function, choose and match those existing open items from an account that balance to ero. The system marks them as cleared and creates a clearing document. The clearing document number and the clearing date is entered in the cleared open items. The clearing date can be the current date or a date that the user determines. The account clearing function will work for any open item managed account in G/L, A/R and A/P. It is generally used with bank sub-accounts and clearing accounts. With this transaction you can only clear items from one account. Since most of the time postings do not have to be made during account clearing, the clearing document usually contains no line items. However, if line items from different business areas are part of the clearing procedure, the system may require clearing entries to balance the business areas. The account clearing transaction may be performed manually or automatically by using the automatic clearing program. SAP AG AC

279 Automatic Clearing Program Account clearing Open item acct 2,000 3,000 5,000 Clearing possible Functions of clearing Groups items per account together If balance is ero, items are marked for clearing Prerequisites for clearing Accounts must be managed on an open item basis Accounts to be cleared must be defined Items not cleared noted items statistical postings, down payments, bills of exchange items with withholding tax entries The user can clear open items for A/R, A/P and G/L accounts with the automatic clearing program. The program groups items together from an account which have the same: yreconciliation account number, ycurrency, yspecial G/L indicator, and yfive freely defined criteria from document header or item i.e. allocation field, reference number, etc. If the balance, in local currency, of the items within a group is ero, the system automatically clears them and creates clearing documents. All accounts requiring automatic clearing need to be defined via customiing. The automatic clearing program will not clear: ynoted items ystatistical postings and certain special G/L transactions (down payments and bills of exchange) yitems with withholding tax entries. SAP AG AC

280 Sort Field also known as Assignment Field Master Record: Account Management Sort key Posting Date Line Item Display Assignment Amount Post date Doc # /03/ /10/ /12/ SD document Invoice Reference Zuordnung Items Accounting document Invoice Reference Items 01 Assignment Assignment... The assignment field is populated automatically onto line items, during document entry, based on the default sort indicator set in the master record. The assignment field can be a combination of up to 4 fields with a maximum of 18 characters. For example, to display the document number (10 characters) and the posting date (6 characters), these 2 field names are included in the assignment field definition. For example, if the sort key is set to purchase order number, in the business partner master record, then the assignment field in the business partner line item is populated with the purchase order number. However, if the sort key is set to cost center in a general ledger master record, then the assignment field in the general ledger line item is populated with the cost center when this G/L account is posted to. The sorting of line items in the line item display and the clearing functions are based on the value displayed in the assignment field, for example: yif an invoice is posted in SD, an account document is created in FI. The account document has a document number that generally is not identical to the SD invoice number. Using the reference and the assignment you can determine which SD document is the basis for the accounting document. The reference and assignment in the FI invoice is copied for the reference and assignment in the SD invoice document. You can define the number to be transferred as the assignment number (order, assignment, delivery, or invoice number) and the reference number from the SD document to FI. You can then make selections using these fields. SAP AG AC

281 Assignment of Open Items via the Internet External Non-SAP System Work- place 2 1 to business partner Log on to SAP System of sender Which invoices belong to which payments? User-specific business-html-form Scenario: Customer makes a payment but does not specify which invoices are to be cleared Assign open items:your account 7411 Invoice 1 <-> Payment 1 4 Internal mail 3 Save Company border Clerk s inbox: Unread documents Execute document = Link to transaction Clearing 5 SAP Workflow You obtain payment from a customer. However, no assignments are entered for this payment in regards to the open items to be cleared by it. Result: You are not certain as to which invoices belong to this payment... You decide to send an to this business partner asking for the assignment of this payment to open items. The contains a link that allows the partner to log on to your system. The business partner thus can log on to your system and make the assignment. You have to first set up the authoriation for the business partner. Once the business partner has made the assignment and possibly additional comments, he/she confirms the assignment. Per SAP Workflow, you obtain a mail that the customer has made the assignment. You now can check the assignment, confirm it, and clear it. The advantages of this procedure: You obtain the requested information quickly and easily. Misunderstandings are avoided and you save time and phone costs. SAP AG AC

282 Incoming and Outgoing Payments: Objectives At the conclusion of this topic, you will be able to: Post various incoming and outgoing payments Reset cleared documents SAP AG AC

283 The Manual Payment Process POST AND CLEAR Document header 1. Payment header 2. Bank data 3. Select open items Process open items 1. Activate items 2. Activate cash discount Post 1. Display overview 2. Post A manual payment is a transaction that clears an open item, typically an invoice, by manually allocating an offsetting amount to the open item. An incoming payment, typically used in Accounts Receivable, clears an open debit amount. An outgoing payment, typically used in Accounts Payable, clears an open credit amount. A manual payment is processed in three steps: 1. Document header information is filled out. 2. Open items are selected to be cleared. 3. The transaction is saved. Payment differences will be discussed later in the unit. SAP AG AC

284 Document Header: Payment Header Document date Type KZ/DZ Company code 3000 Posting date Period 06 Currency USD Reference Translation date Doc Header text Clearing text Invoice # or Cheque # POST AND CLEAR The data entered in the document header is similar to the data entered when posting invoices. There are 3 sections to the document header: the payment header, the bank data and open item selection. Enter the following information in the payment header section of the document header: ythe document date is entered. This is the date on the physical document. ythe document type is defaulted by the system (see Posting Control - Default Values ). KZ is a vendor payment; DZ is a customer payment. ythe company code is entered or defaulted by parameter default (see Posting Control - Default Values ). ythe period details are the posting date and the posting period. The current date is defaulted as the posting date and the posting period is determined from the posting date. ythe currency details are the currency code, exchange rate and the translation date. If no exchange rate or translation date is entered, the exchange rate from the exchange rate table on the posting date is used. yany references needed to identify the incoming payment may be entered in the reference document number, document header text, and clearing text. SAP AG AC

285 Document Header: Bank Data Document date Type KZ/DZ Company code 3000 Posting date Period 06 Currency USD Reference Translation date Doc Header text Clearing text Invoice # or Cheque # Bank Data Account Pmt. Clearing Acct # Business Area Amount Amount in LC Bank Charges LC Bank Charges Text Allocation POST AND CLEAR Enter the following bank data into the next section of the document header: ythe account is a general ledger account number used for incoming payment or outgoing payment clearing and must be entered. ythe payment amount is the total value of the payment being processed. ythe bank may charge bank charges for their services which are automatically posted to a special expense account. In incoming payments, the system adds the bank charges to the payment amount to form the clearing amount. In outgoing payments, it subtracts the bank charges from the payment amount to form the clearing amount. This way, the payer always has to pay the bank charges. ythe value date is the date used to evaluate the cash management position in the Cash Management module. It may be defaulted by the system (see Posting Control - Default Values ). ythe text is any narrative required for this line item and is optionally entered. Start the line with * to make it an external text which may be printed on correspondences. The user can also choose an entry from a list of standard texts. ythe assignment number is either created by the system or may be entered manually. SAP AG AC

286 Document Header: Open Item Selection Process Open Items Document date Type KZ/DZ Company code 3000 Posting date Period 06 Currency USD Reference Translation date Doc Header text Clearing text Invoice # or Check # Bank Data Account Pmt. Clearing Acct # Business Area Amount Amount in LC Bank Charges LC Bank Charges Text Allocation Open Item Selection Account Account type Pmt Advice no. Dist. by age Auto search Business Partner D or K Standard OI Other Accounts Additional Selections ~ None Amount Document number Posting Date Others POST AND CLEAR Enter the following open item selection data in the next section of the document header: yaccount and account type In this section, account refers to the business partner s account number and their account type. K refers to vendors and D refers to customers. The account and account type are required to determine the account in which the open items reside. You can also enter a work list in the account field to process the open items from a group of accounts. ystandard open items and/or Special G/L transactions Standard open items and/or special G/L transaction open items may be selected for processing. ypayment advice note number The payment advice note number of an entered payment advice may be used to select the open items required for processing. yother accounts Other accounts from within FI may be selected for simultaneous processing of open items. yadditional selection Additional selections, defined in customiing, may be used to select the open items required for processing. Distribute by age or Automatic search may be used to speed up the selection process. SAP AG AC

287 Process Open Items Standard Partial Pmt Residual Pmt Doc # DT PK Gross Amt.. Cash Disct. % KR KR KR % KR % KG No. of items Display item Amount Entered Assigned Posting w/ clearing Difference Posting Not Assigned 0 The next screen lists all of the unmatched, open items. These could be payments, debit or credit memos or invoices. Depending on your settings, all of the items may be selected or de-selected when you initially get to this screen. The first step in processing open items is to activate the required line items to allocate a payment. The amount entered is allocated to the appropriate line item in proportion to the item amount and discount. The activation or deactivation of a line item may be done in a number of ways: yediting options for open items: Set flag to selected items initially inactive. ymouse clicking: Double click the mouse on the amount of the required item. ypull-down Menus and function keys: Select items and use pull-down menus or function keys to perform functionality required. The document may be posted when amount entered is equal to assigned. The cash discount granted is determined by the payment term of the line item and is taken into consideration in calculating the assigned amount. The cash discount may be changed by overwriting the absolute discount value or changing the discount percentage. It may not exceed the limits set in the tolerances groups. SAP AG AC

288 Posting Payments Overview details Simulate to review automatically generated items Correct any mistakes Post POST AND CLEAR The last step is to do a final check of the document entered. By selecting document, simulate, all line items, including any automatically generated, can also be reviewed. If the debits and credits balance, the completed document may be posted. If the document is later determined to be in error and needs to be corrected, reset the cleared items first and then reverse the document. The original posting must be re-entered correctly. SAP AG AC

289 Automatic Postings When Clearing Open Items Open item account 2,000 5,000 3,000 Can be cleared Cash discounts paid or received Cash discount clearing (net method) Tax adjustments Exchange rate differences Bank charges Clearing entries for cross-company code payments Over- or underpayments within tolerances If necessary, the system performs automatic postings when clearing open items. The configuration of most of these automatic postings is covered in other units. Bank charges may be entered when entering the bank item and are automatically posted to an assigned G/L-account. To perform manual cross-company code payments, a clearing procedure (either incoming payments or outgoing payments ) has to be assigned to the combination of the clearing company code and the company code which has to be cleared. After performing these task, items from both company codes will be displayed when selecting open items. The handling of over- and underpayments is covered in the topic Payment Differences. SAP AG AC

290 Resetting Cleared Items Open item account Reset cleared items Open item account Line items cleared in error Cancel clearing by resetting clearing document and cleared items Clearing document Items... Reset... Users can cancel clearing transactions for individual documents. When the user reset cleared items, the clearing data is removed from the line items. The changes are logged and can be displayed in changed documents. In A/R, the payment history and the credit limit will be corrected, if applicable. SAP AG AC

291 Payment Differences: Objectives At the conclusion of this topic, you will be able to: Post payment differences Describe tolerance groups and their role for posting payment differences Create partial and residual payments Create reason codes SAP AG AC

292 Tolerance Groups Tolerances: rules that define acceptable differences during posting Tolerance group for employees Upper limits for transactions Allowed payment differences Tolerance group for G/L accounts Allowed payment differences Tolerance group for customers/vendors Preset values for clearing procedures Allowed payment differences Information for posting residuals from payment differences Tolerances for payment advice information In FI, tolerances are divided into two types: employee tolerance groups and customer/vendor tolerance groups. The employee tolerance group is used to control: yupper limits for posting procedures ( posting authoriations ) ypermitted payment differences. The customer/vendor tolerance group is used to provide specifications for: yclearing procedures, ypermitted payment differences, yposting residual items from payment differences, ytolerances for payment advices. SAP AG AC

293 Configuration of Tolerance Groups Define the group per company code Employees Š Staff Accountant I Š Staff Accountant II Š Accounting Supervisor Customers/Vendors Š Good customers/vendors Š Not so good customers/vendors Š Cash only customers/vendors Define tolerances permitted payment differences Assign tolerance groups User master records Customer/Vendor master records Two steps have to be taken to use tolerance groups: ygroup definition: - The tolerance group is defined by a group code, company code and a currency code. - The group code is a four character alphanumeric code. - A blank code, (blank) is considered the default tolerance group and is the minimum tolerance group required. Group assignment yemployee tolerance groups may be assigned to employees. yg/l account tolerance groups can be assigned to G/L account master records. ycustomer/vendor tolerance groups may be assigned to a customer or vendor master record. yif no tolerances are assigned, the default tolerance group (blank) applies. SAP AG AC

294 Permitted Payment Differences (1) Tolerance Group for Employees Permitted payment differences Revenue Expense Amount Percent Cash Discount adj. to 1% % 2.00 Tolerance group for Customers/Vendors Permitted payment differences Amount Percent Cash Discount adj. to Revenue Expense % 1% SAP AG AC

295 Permitted Payment Differences (2) Tolerance Group for Employees Permitted payment differences Revenue Expense Amount Percent Cash Discount adj. to 1% % 2.00 Unauthoried deductions Cash discount adjustment Tolerance group for Customers/Vendors Permitted payment differences Amount Percent Cash Discount adj. to Gain Loss % 1% The specifications for permitted payment differences can be found in both types of tolerance groups. They control the automatic posting of cash discount adjustments and unauthoried deductions. The system will take the entries in both groups into account during clearing. The payment difference has to be within both tolerances to be handled automatically, e.g. ya payment difference has to be lower than 2.00 to be posted automatically as a cash discount adjustment. ya payment difference has to be lower than and as well as lower than 1% of the open amount to be posted automatically as an unauthorised deduction. The entries in the tolerance groups are always in local currency. SAP AG AC

296 Payment Differences Invoice(s) Incoming payment Cash discount Difference Cash discount: Unearned cash discount: 0 3 Stop! Difference too large for clearing! A payment difference normally occurs during the clearing of an open item. The difference is then compared to tolerance limits of the employee and the customer/vendor and is handled accordingly yinside tolerances youtside tolerances posted automatically as either cash discount adjustment or unauthoried deduction must be processed manually SAP AG AC

297 Processing Payment Differences Processing payment differences Within defined tolerances Outside of tolerances Automatic cash discount calculation Manual cash discount calculation Partial payment Residual items Automatic posting of unauthoried discounts Clear difference manually Akontoahlung If the payment difference is immaterial, it may be processed automatically by allowing the system to adjust the cash discount or to charge it off to a special account. The limits to which a payment difference is considered to be immaterial are defined in tolerance groups. Within the tolerance group for an employee, it is possible to allow an adjustment of the cash discount (within defined limits), so that the employee has the authoriation to make the adjustment. If the payment difference is too high to be immaterial, the payment must be processed manually. The payment may be posted as: ya partial payment, ythe payment difference may be posted as a residual item, ythe payment difference can be posted to an account assigned to a reason for the difference or via a manual input posted to a new item. ypayment on account. SAP AG AC

298 Partial and Residual Payments Customer/Vendor Invoice reference Partial Payment Partial Payment both items remain on the account Customer/Vendor Residual Item payment term Residual Item Š from cleared item Š fixed payment term Payment Diff. Customer/Vendor new document referencing originals Charge off difference If the payment difference is outside tolerances it has to be processed manually. The user can: ypost the payment as a partial payment where all documents remain as open items on the account. ypost the payment difference as a residual item where only the new residual item is left on the account, clearing the original document and the payment. A new document number is created referencing the original documents. ypost the payment difference as a difference posting to another account using reason codes with automatic account assignment. ycharge of the difference (manual account assignment) There are certain entries in the customer/vendor tolerance group that control residual payments. These specify: ywhether the payment term of the residual payment shall be equal to the payment term of the cleared item or whether it is a fixed value ywhether the cash discount shall be granted only for the payment and not for the whole amount yby using a dunning key whether the residual item shall have a maximum dunning level or shall be printed separately. If the reason of the payment difference is known, a reason code may be entered. SAP AG AC

299 Reason Codes Code DDG DG FR MD Text Corres.. Charge off Disputed Damaged Goods Disputed SAP01 X Damaged Goods SAP01 Freight SAP01 Misc.. Deductions SAP01 X Pmt. differences by reason Code Debit Credit MD Reason Codes are used to describe the reason for payment differences. To assign more than one reason code to a payment difference, click on distribute difference. Reason codes can be assigned to: ydifference postings ypartial payments yresidual items The reason code can be used to analye and post-process payment differences. Their further optional features are: ycontrol of the type of payment notice which is sent to the customer. ycontrol the account where a residual item is posted. yautomatic posting of a residual item to a specified G/L account. yexclusion of residual items from credit limit checks because they are disputed. SAP AG AC

300 Exchange Rate Differences: Objectives At the conclusion of this topic, you will be able to: Illustrate the principles of exchange rate differences SAP AG AC

301 Realied Exchange Rate Differences Outgoing Payments 40 LC 10 FC Rate : LC Foreign Vendor 10 FC Open Item Rate : LC 10 FC 20 LC Exchange Rate Differences 20 LC When clearing open items in a foreign currency, realied differences may occur due to fluctuations in exchange rates. This fluctuation causes exchange rate differences that the system automatically posts as realied gains or losses. The system automatically posts to the Revenue/Expense accounts defined for exchange rate differences in configuration, thus eliminating the possibility of incorrect entries. The realied difference is stored in the cleared line item. Exchange rate differences are also posted when open items are valuated for the balance sheet. These exchange rate differences from valuation are posted to another exchange rate difference account and to a balance sheet adjustment account. When clearing an open item that has already been valuated, the system reverses the balance sheet correction account and posts the remaining exchange rate difference to the account for realied exchange rate differences. SAP AG AC

302 Account Determination Account Determination Account Currency Type USD DEM 10 Realied exchange rate difference Expense/Loss Realied Revenue/Gain exchange rate difference Expense/Loss Realied exchange Revenue/Gain rate difference Expense/Loss Revenue/Gain All reconciliation accounts and all general ledger accounts with open item transactions in foreign currency must be assigned to the revenue/expense accounts for realied losses and gains. One Gain/Loss account can be assigned: yto all currencies and currency types yper currencies and currency types yper currency yper currency type SAP AG AC

303 Clearing: Summary Two basic transactions are used for clearing: Clearing an account Posting with clearing (e.g. payments) For every clearing transaction a clearing document is created. Payment differences may be processed automatically or manually. Posting payment differences are controlled by entries in tolerance groups. SAP AG AC

304 Exercises Unit: Clearing Topic: Open Item Clearing At the conclusion of this exercise, you will be able to: Check your knowledge of open item clearing Clear an account Open items need to be cleared to be complete. R/3 offers two basic transactions to perform clearing. 1-1 Name the two basic transactions which are used to clear open items. 1-2 True and False Documents with open items cannot be archived because open items represent incomplete transactions A clearing document must have at least two line items "Posting with clearing" can be done for several accounts The posting keys to be used in the clearing document are stored in "clearing procedures." The automatic clearing program is unable to perform automatic postings. 1-3 Clearing a credit memo with an open invoice is an example of clearing. 1-4 Posting a payment to an open invoice leaving a ero balance on the account is an example of clearing. SAP AG AC

305 1-5 Post a customer invoice of units local currency. Also change the default value for the payment terms to Use the tax ID 1O (output tax (training) 10%). Next, clear this item with your previously created credit memo of the same amount. Analye the line items in the customer s account prior to and after clearing. All open items have been selected for processing. There are several ways to de-activate each item, (except the offsetting invoice and credit memo): Drill down on each item s amount (Gross). Select the select all icon towards the bottom of the page Select the de-activate items icon items to deactivate all the line Drill down on the amounts of the individual items that you want to clear together. For future transactions: select the editing options pushbutton Select selected items initially inactive checkbox and the next time you process the transaction, all of the items will be de-activated Note: To clear the discount, type in 0 (ero) in the Cash discnt field. SAP AG AC

306 Clearing Exercises Unit: Clearing Topic: Incoming and Outgoing Payments At the conclusion of this exercise, you will be able to: Post an incoming payment with cash discount Customers generally pay outstanding invoices and frequently take advantage of cash discounts. 2-1 Your have received a payment of units of local currency from your customer to clear the open item of units which you have posted in the unit Document control." In case you did not grant cash discount when you entered the invoice, enter 6600 units cash discount manually. Use bank account SAP AG AC

307 Clearing Exercises Unit: Clearing Topic: Payment Differences At the conclusion of this exercise, you will be able to: Create a damage goods disputed reason code Post an incoming payment with cash discount and a reason code. Customers generally pay outstanding invoices in full but try to receive the full cash discount. 3-1 A item clears the invoice and the payment to create a new outstanding item. 3-2 A payment leaves the open invoice and the incoming payment as open items on the customer s account. 3-3 You are experiencing short payments from customers due to stock been damaged in transit and want to track these amounts. You decide to create a Goods damaged in transit reason code, Z##, to just charge off the difference. 3-4 Your have received a payment of units of local currency from your customer and you must post this against the open item for units. Your customer is disputing the difference because of damage caused by transit. Post the difference as residual item. SAP AG AC

308 Clearing Exercises Unit: Clearing Topic: Exchange Rate Differences In this exercise you will: Check your knowledge of the posting of payment differences. Management is considering purchasing goods from a foreign country and would like to control any exchange rate differences. 4-1 True and False The R/3 system generates the exchange rate differences automatically G/L accounts have to be defined for exchange rate losses or gains. 4-2 List the number of ways the G/L account can be determined for exchange rate differences. SAP AG AC

309 Solutions Unit: Clearing Topic: Open Item Clearing 1-1 Account Clearing Posting with clearing 1-2 True and False True False. A clearing document may have no line items True True False. As of 4.0 the automatic clearing program is able to perform automatic postings. 1-3 Account clearing 1-4 Posting with clearing 1-5 Customer invoice Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Invoice Field Name or Data Type Values Basic data Customer your customer Invoice date current date Posting date current date Amount Currency course currency Calculate tax Tax Code 1O Output tax 10% Payment terms 0001 Items 1st detail line G/L acct Listed on the data sheet D/C C Doc. currency amount Tax code 1O Output tax 10% SAP AG AC

310 Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: View the line items on your customer s account: Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Display/Change Line Items Field Name or Data Type Account Company Code Line Item Selection Values your customer GR## All items radio button Select Execute to view all of the line items posted to your customer s account. Note that both the invoice and credit memo are open items. Clear the account. Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Clear Field Name or Data Type Account Company code Values your customer GR## Select the Process Open Items pushbutton. All open items may have been selected for processing. There are several ways to de-activate each item, (except the offsetting invoice and credit memo): Drill down on each item s amount (Gross). Select the select all icon towards the bottom of the page Select the deactivate items icon to deactivate all the line items Drill down on the amounts of the individual items that you want to clear together. for future transactions: select the editing options pushbutton Select selected items initially inactive checkbox and the next time you process the transaction, all of the items will be deactivated Note: To clear the discount, type in 0 (ero) in the Cash discnt field. SAP AG AC

311 Select Post to save your document. Document number: View the two line items on your customer s account: Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Display/Change Line Items Field Name or Data Type Account Company Code Line Item Selection Values your customer GR## All items radio button Select Execute to view all of the line items posted to your customer s account. Note that both the invoice and credit memo are now cleared items. SAP AG AC

312 Solutions Unit: Clearing Topic: Incoming and Outgoing Payments 2-1 Incoming payment Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment Field Name or Data Type Values Document header Document date current date Document type DZ Company code your company code Posting date current date Currency/rate local currency Bank data Account Amount Value date current date Open item selection Account your customer Process open items Select the invoice. If necessary, enter a cash discount. When the Not assigned value equals ero, you can Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: Checklist You have just performed two types of clearing Account clearing: you cleared an open invoice with an open credit memo. Post with clearing: you posted an incoming customer payment with an open invoice. SAP AG AC

313 Solutions Unit: Clearing Topic: Payment Differences 3-1 Residual item 3-2 Partial payment 3-3 Define charge off reason code IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Incoming Payments o Incoming Payments Global Settings o Overpayment/Underpayment o Define Reason Codes Field Name or Data Type Company code Select Enter. Edit o New Entries Field Name or Data Type RC Short text Long text C (Charge off) Select Save. Values GR## Values Z## Damage in transit (e.g.) Goods damaged in transit (Hint: this is the 2 nd check box) Configure automatic write off postings: IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Incoming Payments o Incoming Payments Global Settings o Overpayment/Underpayment o Define Accounts for Payment Differences Field Name or Data Type Reason Debit/Credit Select Save. Values Z## Listed on the data sheet SAP AG AC

314 3-2 Incoming payment with difference Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment Field Name or Data Type Document header Document date Document type Company code Posting date Currency/rate Bank data Account Values Current date DZ Your company code Current date Local currency Amount Value date Open item selection Account Process open items Your house bank G/L account Current date Your customer For this exercise, clear out any cash discount amounts by deleting the amounts or entering 0% and then selecting Enter. Create residual item: Select the Res. items Tab. Enter the short payment amount by entering the following values or drilling down on the Residual Item field. Checklist Field Name or Data Type Values Residual items RCd Document o Simulate Z## Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: You have just created a charge-off reason code, posted an incoming payment with a difference, created a residual item and SAP AG AC

315 assigned the charge-off reason code. SAP AG AC

316 Clearing Solutions Unit: Clearing Topic: Exchange Rate Differences 4-1 True and False True True 4-2 A single G/L account can be used for all currencies and currency types. A single G/L account can be used per currencies and currency types. A single G/L account can be used per currency. A single G/L account can be used per currency type. SAP AG AC

317 Clearing Open Item Clearing Incoming and Outgoing Payments Payment Differences Exchange Rate Differences SAP AG AC

318 Clearing: Objectives At the conclusion of this unit, you will be able to: Clear an account Post various payments and payment differences Explain exchange rate differences Reset cleared items SAP AG AC

319 Clearing: Business Scenario Certain general ledger accounts need to be reconciled matching debits and credits. The auditors want to know how to manage these types of accounts. Customers pay their invoices and payment differences may occur out of various reasons. Payments were posted against the incorrect invoices and need to be corrected. Customers make short payments or request claims for shortages SAP AG AC

320 Open Item Clearing: Objectives At the conclusion of this topic, you will be able to: Describe the clearing process Clear an account Post with clearing SAP AG AC

321 Open Item Clearing January Company M Company M Invoice Invoice 1 2 Open item account 2,000 5,000 3,000 Check Deposit February Can be cleared CLEARING AN ACCOUNT 3 POST WITH CLEARING Open items are incomplete transactions, such as a vendor invoice which has not been paid. In order for an open item transaction to be considered complete, the transaction must have been cleared. A transaction is considered cleared when an offset value is posted to an item or group of items, so that the resulting balance of the items is ero. Documents with open items cannot be archived and stay in the system until all open items are cleared. An example of posting with clearing (depicted above): yan invoice posted to a customer s account. This invoice is regarded as an open item because at this point it is unpaid. ythe customer pays the invoice and the payment is allocated to it. ythe invoice is cleared with the payment and the resulting balance is ero. An example of account clearing: ymanually clearing an open invoice with a related credit memo and payment on account. A clearing transaction always creates a clearing document. SAP AG AC

322 Posting with Clearing (1) POST AND CLEAR Clearing account Entered manually Items Clearing document D Clearing account 5000 Open item account SAP AG AC

323 Posting with Clearing (2) POST AND CLEAR Clearing account selected Open item account 1. Entered manually Items Clearing document D Clearing account SAP AG AC

324 Posting with Clearing (3) POST AND CLEAR Clearing account selected Open item account 1. Entered manually Clearing document Items D Clearing account 5000 C Open item account Created automatically SAP AG AC

325 Posting with Clearing (4) POST AND CLEAR Clearing account selected Open item account 1. Entered manually Items Clearing document D Clearing account Created automatically 4. cleared Using the posting with clearing function, enter the document line items and then select the open items that are to be cleared. yif the total amount of selected open items equals the amount of entered line items, the system clears the open items by creating one or more offsetting entries. yif the total amount of selected open items does not equal the amount of entered line items, the system allows you to post the differences. Posting with clearing can be done for several accounts, account types and for any currency simultaneously. The posting with clearing transaction may be performed manually or automatically by using the automatic payment program. SAP AG AC

326 Account Clearing ACCOUNT CLEARING Open item account Account clearing Clearing document Open item account Items Using the account clearing function, choose and match those existing open items from an account that balance to ero. The system marks them as cleared and creates a clearing document. The clearing document number and the clearing date is entered in the cleared open items. The clearing date can be the current date or a date that the user determines. The account clearing function will work for any open item managed account in G/L, A/R and A/P. It is generally used with bank sub-accounts and clearing accounts. With this transaction you can only clear items from one account. Since most of the time postings do not have to be made during account clearing, the clearing document usually contains no line items. However, if line items from different business areas are part of the clearing procedure, the system may require clearing entries to balance the business areas. The account clearing transaction may be performed manually or automatically by using the automatic clearing program. SAP AG AC

327 Automatic Clearing Program Account clearing Open item acct 2,000 3,000 5,000 Clearing possible Functions of clearing Groups items per account together If balance is ero, items are marked for clearing Prerequisites for clearing Accounts must be managed on an open item basis Accounts to be cleared must be defined Items not cleared noted items statistical postings, down payments, bills of exchange items with withholding tax entries The user can clear open items for A/R, A/P and G/L accounts with the automatic clearing program. The program groups items together from an account which have the same: yreconciliation account number, ycurrency, yspecial G/L indicator, and yfive freely defined criteria from document header or item i.e. allocation field, reference number, etc. If the balance, in local currency, of the items within a group is ero, the system automatically clears them and creates clearing documents. All accounts requiring automatic clearing need to be defined via customiing. The automatic clearing program will not clear: ynoted items ystatistical postings and certain special G/L transactions (down payments and bills of exchange) yitems with withholding tax entries. SAP AG AC

328 Sort Field also known as Assignment Field Master Record: Account Management Sort key Posting Date Line Item Display Assignment Amount Post date Doc # /03/ /10/ /12/ SD document Invoice Reference Zuordnung Items Accounting document Invoice Reference Items 01 Assignment Assignment... The assignment field is populated automatically onto line items, during document entry, based on the default sort indicator set in the master record. The assignment field can be a combination of up to 4 fields with a maximum of 18 characters. For example, to display the document number (10 characters) and the posting date (6 characters), these 2 field names are included in the assignment field definition. For example, if the sort key is set to purchase order number, in the business partner master record, then the assignment field in the business partner line item is populated with the purchase order number. However, if the sort key is set to cost center in a general ledger master record, then the assignment field in the general ledger line item is populated with the cost center when this G/L account is posted to. The sorting of line items in the line item display and the clearing functions are based on the value displayed in the assignment field, for example: yif an invoice is posted in SD, an account document is created in FI. The account document has a document number that generally is not identical to the SD invoice number. Using the reference and the assignment you can determine which SD document is the basis for the accounting document. The reference and assignment in the FI invoice is copied for the reference and assignment in the SD invoice document. You can define the number to be transferred as the assignment number (order, assignment, delivery, or invoice number) and the reference number from the SD document to FI. You can then make selections using these fields. SAP AG AC

329 Assignment of Open Items via the Internet External Non-SAP System Work- place 2 1 to business partner Log on to SAP System of sender Which invoices belong to which payments? User-specific business-html-form Scenario: Customer makes a payment but does not specify which invoices are to be cleared Assign open items:your account 7411 Invoice 1 <-> Payment 1 4 Internal mail 3 Save Company border Clerk s inbox: Unread documents Execute document = Link to transaction Clearing 5 SAP Workflow You obtain payment from a customer. However, no assignments are entered for this payment in regards to the open items to be cleared by it. Result: You are not certain as to which invoices belong to this payment... You decide to send an to this business partner asking for the assignment of this payment to open items. The contains a link that allows the partner to log on to your system. The business partner thus can log on to your system and make the assignment. You have to first set up the authoriation for the business partner. Once the business partner has made the assignment and possibly additional comments, he/she confirms the assignment. Per SAP Workflow, you obtain a mail that the customer has made the assignment. You now can check the assignment, confirm it, and clear it. The advantages of this procedure: You obtain the requested information quickly and easily. Misunderstandings are avoided and you save time and phone costs. SAP AG AC

330 Incoming and Outgoing Payments: Objectives At the conclusion of this topic, you will be able to: Post various incoming and outgoing payments Reset cleared documents SAP AG AC

331 The Manual Payment Process POST AND CLEAR Document header 1. Payment header 2. Bank data 3. Select open items Process open items 1. Activate items 2. Activate cash discount Post 1. Display overview 2. Post A manual payment is a transaction that clears an open item, typically an invoice, by manually allocating an offsetting amount to the open item. An incoming payment, typically used in Accounts Receivable, clears an open debit amount. An outgoing payment, typically used in Accounts Payable, clears an open credit amount. A manual payment is processed in three steps: 1. Document header information is filled out. 2. Open items are selected to be cleared. 3. The transaction is saved. Payment differences will be discussed later in the unit. SAP AG AC

332 Document Header: Payment Header Document date Type KZ/DZ Company code 3000 Posting date Period 06 Currency USD Reference Translation date Doc Header text Clearing text Invoice # or Cheque # POST AND CLEAR The data entered in the document header is similar to the data entered when posting invoices. There are 3 sections to the document header: the payment header, the bank data and open item selection. Enter the following information in the payment header section of the document header: ythe document date is entered. This is the date on the physical document. ythe document type is defaulted by the system (see Posting Control - Default Values ). KZ is a vendor payment; DZ is a customer payment. ythe company code is entered or defaulted by parameter default (see Posting Control - Default Values ). ythe period details are the posting date and the posting period. The current date is defaulted as the posting date and the posting period is determined from the posting date. ythe currency details are the currency code, exchange rate and the translation date. If no exchange rate or translation date is entered, the exchange rate from the exchange rate table on the posting date is used. yany references needed to identify the incoming payment may be entered in the reference document number, document header text, and clearing text. SAP AG AC

333 Document Header: Bank Data Document date Type KZ/DZ Company code 3000 Posting date Period 06 Currency USD Reference Translation date Doc Header text Clearing text Invoice # or Cheque # Bank Data Account Pmt. Clearing Acct # Business Area Amount Amount in LC Bank Charges LC Bank Charges Text Allocation POST AND CLEAR Enter the following bank data into the next section of the document header: ythe account is a general ledger account number used for incoming payment or outgoing payment clearing and must be entered. ythe payment amount is the total value of the payment being processed. ythe bank may charge bank charges for their services which are automatically posted to a special expense account. In incoming payments, the system adds the bank charges to the payment amount to form the clearing amount. In outgoing payments, it subtracts the bank charges from the payment amount to form the clearing amount. This way, the payer always has to pay the bank charges. ythe value date is the date used to evaluate the cash management position in the Cash Management module. It may be defaulted by the system (see Posting Control - Default Values ). ythe text is any narrative required for this line item and is optionally entered. Start the line with * to make it an external text which may be printed on correspondences. The user can also choose an entry from a list of standard texts. ythe assignment number is either created by the system or may be entered manually. SAP AG AC

334 Document Header: Open Item Selection Process Open Items Document date Type KZ/DZ Company code 3000 Posting date Period 06 Currency USD Reference Translation date Doc Header text Clearing text Invoice # or Check # Bank Data Account Pmt. Clearing Acct # Business Area Amount Amount in LC Bank Charges LC Bank Charges Text Allocation Open Item Selection Account Account type Pmt Advice no. Dist. by age Auto search Business Partner D or K Standard OI Other Accounts Additional Selections ~ None Amount Document number Posting Date Others POST AND CLEAR Enter the following open item selection data in the next section of the document header: yaccount and account type In this section, account refers to the business partner s account number and their account type. K refers to vendors and D refers to customers. The account and account type are required to determine the account in which the open items reside. You can also enter a work list in the account field to process the open items from a group of accounts. ystandard open items and/or Special G/L transactions Standard open items and/or special G/L transaction open items may be selected for processing. ypayment advice note number The payment advice note number of an entered payment advice may be used to select the open items required for processing. yother accounts Other accounts from within FI may be selected for simultaneous processing of open items. yadditional selection Additional selections, defined in customiing, may be used to select the open items required for processing. Distribute by age or Automatic search may be used to speed up the selection process. SAP AG AC

335 Process Open Items Standard Partial Pmt Residual Pmt Doc # DT PK Gross Amt.. Cash Disct. % KR KR KR % KR % KG No. of items Display item Amount Entered Assigned Posting w/ clearing Difference Posting Not Assigned 0 The next screen lists all of the unmatched, open items. These could be payments, debit or credit memos or invoices. Depending on your settings, all of the items may be selected or de-selected when you initially get to this screen. The first step in processing open items is to activate the required line items to allocate a payment. The amount entered is allocated to the appropriate line item in proportion to the item amount and discount. The activation or deactivation of a line item may be done in a number of ways: yediting options for open items: Set flag to selected items initially inactive. ymouse clicking: Double click the mouse on the amount of the required item. ypull-down Menus and function keys: Select items and use pull-down menus or function keys to perform functionality required. The document may be posted when amount entered is equal to assigned. The cash discount granted is determined by the payment term of the line item and is taken into consideration in calculating the assigned amount. The cash discount may be changed by overwriting the absolute discount value or changing the discount percentage. It may not exceed the limits set in the tolerances groups. SAP AG AC

336 Posting Payments Overview details Simulate to review automatically generated items Correct any mistakes Post POST AND CLEAR The last step is to do a final check of the document entered. By selecting document, simulate, all line items, including any automatically generated, can also be reviewed. If the debits and credits balance, the completed document may be posted. If the document is later determined to be in error and needs to be corrected, reset the cleared items first and then reverse the document. The original posting must be re-entered correctly. SAP AG AC

337 Automatic Postings When Clearing Open Items Open item account 2,000 5,000 3,000 Can be cleared Cash discounts paid or received Cash discount clearing (net method) Tax adjustments Exchange rate differences Bank charges Clearing entries for cross-company code payments Over- or underpayments within tolerances If necessary, the system performs automatic postings when clearing open items. The configuration of most of these automatic postings is covered in other units. Bank charges may be entered when entering the bank item and are automatically posted to an assigned G/L-account. To perform manual cross-company code payments, a clearing procedure (either incoming payments or outgoing payments ) has to be assigned to the combination of the clearing company code and the company code which has to be cleared. After performing these task, items from both company codes will be displayed when selecting open items. The handling of over- and underpayments is covered in the topic Payment Differences. SAP AG AC

338 Resetting Cleared Items Open item account Reset cleared items Open item account Line items cleared in error Cancel clearing by resetting clearing document and cleared items Clearing document Items... Reset... Users can cancel clearing transactions for individual documents. When the user reset cleared items, the clearing data is removed from the line items. The changes are logged and can be displayed in changed documents. In A/R, the payment history and the credit limit will be corrected, if applicable. SAP AG AC

339 Payment Differences: Objectives At the conclusion of this topic, you will be able to: Post payment differences Describe tolerance groups and their role for posting payment differences Create partial and residual payments Create reason codes SAP AG AC

340 Tolerance Groups Tolerances: rules that define acceptable differences during posting Tolerance group for employees Upper limits for transactions Allowed payment differences Tolerance group for G/L accounts Allowed payment differences Tolerance group for customers/vendors Preset values for clearing procedures Allowed payment differences Information for posting residuals from payment differences Tolerances for payment advice information In FI, tolerances are divided into two types: employee tolerance groups and customer/vendor tolerance groups. The employee tolerance group is used to control: yupper limits for posting procedures ( posting authoriations ) ypermitted payment differences. The customer/vendor tolerance group is used to provide specifications for: yclearing procedures, ypermitted payment differences, yposting residual items from payment differences, ytolerances for payment advices. SAP AG AC

341 Configuration of Tolerance Groups Define the group per company code Employees Š Staff Accountant I Š Staff Accountant II Š Accounting Supervisor Customers/Vendors Š Good customers/vendors Š Not so good customers/vendors Š Cash only customers/vendors Define tolerances permitted payment differences Assign tolerance groups User master records Customer/Vendor master records Two steps have to be taken to use tolerance groups: ygroup definition: - The tolerance group is defined by a group code, company code and a currency code. - The group code is a four character alphanumeric code. - A blank code, (blank) is considered the default tolerance group and is the minimum tolerance group required. Group assignment yemployee tolerance groups may be assigned to employees. yg/l account tolerance groups can be assigned to G/L account master records. ycustomer/vendor tolerance groups may be assigned to a customer or vendor master record. yif no tolerances are assigned, the default tolerance group (blank) applies. SAP AG AC

342 Permitted Payment Differences (1) Tolerance Group for Employees Permitted payment differences Revenue Expense Amount Percent Cash Discount adj. to 1% % 2.00 Tolerance group for Customers/Vendors Permitted payment differences Amount Percent Cash Discount adj. to Revenue Expense % 1% SAP AG AC

343 Permitted Payment Differences (2) Tolerance Group for Employees Permitted payment differences Revenue Expense Amount Percent Cash Discount adj. to 1% % 2.00 Unauthoried deductions Cash discount adjustment Tolerance group for Customers/Vendors Permitted payment differences Amount Percent Cash Discount adj. to Gain Loss % 1% The specifications for permitted payment differences can be found in both types of tolerance groups. They control the automatic posting of cash discount adjustments and unauthoried deductions. The system will take the entries in both groups into account during clearing. The payment difference has to be within both tolerances to be handled automatically, e.g. ya payment difference has to be lower than 2.00 to be posted automatically as a cash discount adjustment. ya payment difference has to be lower than and as well as lower than 1% of the open amount to be posted automatically as an unauthorised deduction. The entries in the tolerance groups are always in local currency. SAP AG AC

344 Payment Differences Invoice(s) Incoming payment Cash discount Difference Cash discount: Unearned cash discount: 0 3 Stop! Difference too large for clearing! A payment difference normally occurs during the clearing of an open item. The difference is then compared to tolerance limits of the employee and the customer/vendor and is handled accordingly yinside tolerances youtside tolerances posted automatically as either cash discount adjustment or unauthoried deduction must be processed manually SAP AG AC

345 Processing Payment Differences Processing payment differences Within defined tolerances Outside of tolerances Automatic cash discount calculation Manual cash discount calculation Partial payment Residual items Automatic posting of unauthoried discounts Clear difference manually Akontoahlung If the payment difference is immaterial, it may be processed automatically by allowing the system to adjust the cash discount or to charge it off to a special account. The limits to which a payment difference is considered to be immaterial are defined in tolerance groups. Within the tolerance group for an employee, it is possible to allow an adjustment of the cash discount (within defined limits), so that the employee has the authoriation to make the adjustment. If the payment difference is too high to be immaterial, the payment must be processed manually. The payment may be posted as: ya partial payment, ythe payment difference may be posted as a residual item, ythe payment difference can be posted to an account assigned to a reason for the difference or via a manual input posted to a new item. ypayment on account. SAP AG AC

346 Partial and Residual Payments Customer/Vendor Invoice reference Partial Payment Partial Payment both items remain on the account Customer/Vendor Residual Item payment term Residual Item Š from cleared item Š fixed payment term Payment Diff. Customer/Vendor new document referencing originals Charge off difference If the payment difference is outside tolerances it has to be processed manually. The user can: ypost the payment as a partial payment where all documents remain as open items on the account. ypost the payment difference as a residual item where only the new residual item is left on the account, clearing the original document and the payment. A new document number is created referencing the original documents. ypost the payment difference as a difference posting to another account using reason codes with automatic account assignment. ycharge of the difference (manual account assignment) There are certain entries in the customer/vendor tolerance group that control residual payments. These specify: ywhether the payment term of the residual payment shall be equal to the payment term of the cleared item or whether it is a fixed value ywhether the cash discount shall be granted only for the payment and not for the whole amount yby using a dunning key whether the residual item shall have a maximum dunning level or shall be printed separately. If the reason of the payment difference is known, a reason code may be entered. SAP AG AC

347 Reason Codes Code DDG DG FR MD Text Corres.. Charge off Disputed Damaged Goods Disputed SAP01 X Damaged Goods SAP01 Freight SAP01 Misc.. Deductions SAP01 X Pmt. differences by reason Code Debit Credit MD Reason Codes are used to describe the reason for payment differences. To assign more than one reason code to a payment difference, click on distribute difference. Reason codes can be assigned to: ydifference postings ypartial payments yresidual items The reason code can be used to analye and post-process payment differences. Their further optional features are: ycontrol of the type of payment notice which is sent to the customer. ycontrol the account where a residual item is posted. yautomatic posting of a residual item to a specified G/L account. yexclusion of residual items from credit limit checks because they are disputed. SAP AG AC

348 Exchange Rate Differences: Objectives At the conclusion of this topic, you will be able to: Illustrate the principles of exchange rate differences SAP AG AC

349 Realied Exchange Rate Differences Outgoing Payments 40 LC 10 FC Rate : LC Foreign Vendor 10 FC Open Item Rate : LC 10 FC 20 LC Exchange Rate Differences 20 LC When clearing open items in a foreign currency, realied differences may occur due to fluctuations in exchange rates. This fluctuation causes exchange rate differences that the system automatically posts as realied gains or losses. The system automatically posts to the Revenue/Expense accounts defined for exchange rate differences in configuration, thus eliminating the possibility of incorrect entries. The realied difference is stored in the cleared line item. Exchange rate differences are also posted when open items are valuated for the balance sheet. These exchange rate differences from valuation are posted to another exchange rate difference account and to a balance sheet adjustment account. When clearing an open item that has already been valuated, the system reverses the balance sheet correction account and posts the remaining exchange rate difference to the account for realied exchange rate differences. SAP AG AC

350 Account Determination Account Determination Account Currency Type USD DEM 10 Realied exchange rate difference Expense/Loss Realied Revenue/Gain exchange rate difference Expense/Loss Realied exchange Revenue/Gain rate difference Expense/Loss Revenue/Gain All reconciliation accounts and all general ledger accounts with open item transactions in foreign currency must be assigned to the revenue/expense accounts for realied losses and gains. One Gain/Loss account can be assigned: yto all currencies and currency types yper currencies and currency types yper currency yper currency type SAP AG AC

351 Clearing: Summary Two basic transactions are used for clearing: Clearing an account Posting with clearing (e.g. payments) For every clearing transaction a clearing document is created. Payment differences may be processed automatically or manually. Posting payment differences are controlled by entries in tolerance groups. SAP AG AC

352 Exercises Unit: Clearing Topic: Open Item Clearing At the conclusion of this exercise, you will be able to: Check your knowledge of open item clearing Clear an account Open items need to be cleared to be complete. R/3 offers two basic transactions to perform clearing. 1-1 Name the two basic transactions which are used to clear open items. 1-2 True and False Documents with open items cannot be archived because open items represent incomplete transactions A clearing document must have at least two line items "Posting with clearing" can be done for several accounts The posting keys to be used in the clearing document are stored in "clearing procedures." The automatic clearing program is unable to perform automatic postings. 1-3 Clearing a credit memo with an open invoice is an example of clearing. 1-4 Posting a payment to an open invoice leaving a ero balance on the account is an example of clearing. SAP AG AC

353 1-5 Post a customer invoice of units local currency. Also change the default value for the payment terms to Use the tax ID 1O (output tax (training) 10%). Next, clear this item with your previously created credit memo of the same amount. Analye the line items in the customer s account prior to and after clearing. All open items have been selected for processing. There are several ways to de-activate each item, (except the offsetting invoice and credit memo): Drill down on each item s amount (Gross). Select the select all icon towards the bottom of the page Select the de-activate items icon items to deactivate all the line Drill down on the amounts of the individual items that you want to clear together. For future transactions: select the editing options pushbutton Select selected items initially inactive checkbox and the next time you process the transaction, all of the items will be de-activated Note: To clear the discount, type in 0 (ero) in the Cash discnt field. SAP AG AC

354 Clearing Exercises Unit: Clearing Topic: Incoming and Outgoing Payments At the conclusion of this exercise, you will be able to: Post an incoming payment with cash discount Customers generally pay outstanding invoices and frequently take advantage of cash discounts. 2-1 Your have received a payment of units of local currency from your customer to clear the open item of units which you have posted in the unit Document control." In case you did not grant cash discount when you entered the invoice, enter 6600 units cash discount manually. Use bank account SAP AG AC

355 Clearing Exercises Unit: Clearing Topic: Payment Differences At the conclusion of this exercise, you will be able to: Create a damage goods disputed reason code Post an incoming payment with cash discount and a reason code. Customers generally pay outstanding invoices in full but try to receive the full cash discount. 3-1 A item clears the invoice and the payment to create a new outstanding item. 3-2 A payment leaves the open invoice and the incoming payment as open items on the customer s account. 3-3 You are experiencing short payments from customers due to stock been damaged in transit and want to track these amounts. You decide to create a Goods damaged in transit reason code, Z##, to just charge off the difference. 3-4 Your have received a payment of units of local currency from your customer and you must post this against the open item for units. Your customer is disputing the difference because of damage caused by transit. Post the difference as residual item. SAP AG AC

356 Clearing Exercises Unit: Clearing Topic: Exchange Rate Differences In this exercise you will: Check your knowledge of the posting of payment differences. Management is considering purchasing goods from a foreign country and would like to control any exchange rate differences. 4-1 True and False The R/3 system generates the exchange rate differences automatically G/L accounts have to be defined for exchange rate losses or gains. 4-2 List the number of ways the G/L account can be determined for exchange rate differences. SAP AG AC

357 Solutions Unit: Clearing Topic: Open Item Clearing 1-1 Account Clearing Posting with clearing 1-2 True and False True False. A clearing document may have no line items True True False. As of 4.0 the automatic clearing program is able to perform automatic postings. 1-3 Account clearing 1-4 Posting with clearing 1-5 Customer invoice Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Invoice Field Name or Data Type Values Basic data Customer your customer Invoice date current date Posting date current date Amount Currency course currency Calculate tax Tax Code 1O Output tax 10% Payment terms 0001 Items 1st detail line G/L acct Listed on the data sheet D/C C Doc. currency amount Tax code 1O Output tax 10% SAP AG AC

358 Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: View the line items on your customer s account: Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Display/Change Line Items Field Name or Data Type Account Company Code Line Item Selection Values your customer GR## All items radio button Select Execute to view all of the line items posted to your customer s account. Note that both the invoice and credit memo are open items. Clear the account. Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Clear Field Name or Data Type Account Company code Values your customer GR## Select the Process Open Items pushbutton. All open items may have been selected for processing. There are several ways to de-activate each item, (except the offsetting invoice and credit memo): Drill down on each item s amount (Gross). Select the select all icon towards the bottom of the page Select the deactivate items icon to deactivate all the line items Drill down on the amounts of the individual items that you want to clear together. for future transactions: select the editing options pushbutton Select selected items initially inactive checkbox and the next time you process the transaction, all of the items will be deactivated Note: To clear the discount, type in 0 (ero) in the Cash discnt field. SAP AG AC

359 Select Post to save your document. Document number: View the two line items on your customer s account: Easy Access Menu: Accounting o Financial Accounting o Accounts receivable o Account o Display/Change Line Items Field Name or Data Type Account Company Code Line Item Selection Values your customer GR## All items radio button Select Execute to view all of the line items posted to your customer s account. Note that both the invoice and credit memo are now cleared items. SAP AG AC

360 Solutions Unit: Clearing Topic: Incoming and Outgoing Payments 2-1 Incoming payment Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment Field Name or Data Type Values Document header Document date current date Document type DZ Company code your company code Posting date current date Currency/rate local currency Bank data Account Amount Value date current date Open item selection Account your customer Process open items Select the invoice. If necessary, enter a cash discount. When the Not assigned value equals ero, you can Document o Simulate Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: Checklist You have just performed two types of clearing Account clearing: you cleared an open invoice with an open credit memo. Post with clearing: you posted an incoming customer payment with an open invoice. SAP AG AC

361 Solutions Unit: Clearing Topic: Payment Differences 3-1 Residual item 3-2 Partial payment 3-3 Define charge off reason code IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Incoming Payments o Incoming Payments Global Settings o Overpayment/Underpayment o Define Reason Codes Field Name or Data Type Company code Select Enter. Edit o New Entries Field Name or Data Type RC Short text Long text C (Charge off) Select Save. Values GR## Values Z## Damage in transit (e.g.) Goods damaged in transit (Hint: this is the 2 nd check box) Configure automatic write off postings: IMG: Financial Accounting o Accounts Receivable and Accounts Payable o Business Transactions o Incoming Payments o Incoming Payments Global Settings o Overpayment/Underpayment o Define Accounts for Payment Differences Field Name or Data Type Reason Debit/Credit Select Save. Values Z## Listed on the data sheet SAP AG AC

362 3-2 Incoming payment with difference Easy Access Menu: Accounting o Financial accounting o Accounts receivable o Document entry o Incoming payment Field Name or Data Type Document header Document date Document type Company code Posting date Currency/rate Bank data Account Values Current date DZ Your company code Current date Local currency Amount Value date Open item selection Account Process open items Your house bank G/L account Current date Your customer For this exercise, clear out any cash discount amounts by deleting the amounts or entering 0% and then selecting Enter. Create residual item: Select the Res. items Tab. Enter the short payment amount by entering the following values or drilling down on the Residual Item field. Checklist Field Name or Data Type Values Residual items RCd Document o Simulate Z## Review your document. Drill down on a line item to view or change line item details. Select Post to save your document. Document number: You have just created a charge-off reason code, posted an incoming payment with a difference, created a residual item and SAP AG AC

363 assigned the charge-off reason code. SAP AG AC

364 Clearing Solutions Unit: Clearing Topic: Exchange Rate Differences 4-1 True and False True True 4-2 A single G/L account can be used for all currencies and currency types. A single G/L account can be used per currencies and currency types. A single G/L account can be used per currency. A single G/L account can be used per currency type. SAP AG AC

365 Cash Journal Cash Journal Assignment Set up Cash Journal Accounting Transaction Types Create Accounting Transaction Posting with Cash Journal Transaction (ENJOY) SAP AG AC

366 Cash Journal: Objectives At the conclusion of this topic, you will be able to: Describe the new ENJOY-SAP functionality Cash Journal List the accounting transactions which are supported by the cash journal Create a cash journal accounting transaction SAP AG AC

367 Cash Journal: Business Scenario The head accountant wishes to know how the accounting transactions cash receipts and cash payments are supported by the SAP- System. A lot of financial documents, like cash expenses and cash revenues, have to be posted in the enterprise every day. To make life easier a single screen to create, display and change cash documents, is required by the accounting department. SAP AG AC

368 Cash Journal Assignment Company Code xxxx EUR Cash Journal 0001 USD Cash Journal 0002 GBP Cash Journal 0003 The cash journal is a new tool for managing cash in the ENJOY-Release 4.6. It supports posting cash receipts and payments. With this new tool you can: yhave a separate cash journal for each currency ypost to customer, vendor and general ledger accounts yrun several cash journals in each company code ychoose a random number for cash journal identification (a four digit alphanumeric key) SAP AG AC

369 Set up Cash Journal EUR Cash Journal 0001 USD Cash Journal 0002 EUR Petty Cash USD Petty Cash Cash journal document types: G/L account postings AB Outgoing Payments KZ DA Incoming Payments KA DZ To set up a new cash journal for a company code, you have to enter the appropriate data for the following fields: ythe company code in which you want to use the cash journal ythe 4 digit cash journal identification and name ythe G/L accounts to which you want to post the cash journal accounting transaction ythe currency in which you want to run the cash journal ythe document types for: - G/L account postings - Outgoing payments to vendors - Incoming payments from vendors - Outgoing payments to customers - Incoming payments from customers SAP AG AC

370 Accounting Transactions Types Cash X Expense X Expense (E) X Cash Revenue X Revenue (R) Cash X X Bank Cash transfer from cash journal to bank (B) X Cash Bank X Cash transfer from bank to cash journal (C) X Cash X X AR X Customers-incoming/outgoing payment (D) X Cash X X AP X Vendors-outgoing/incoming payment (K) Within the cash journal you process different transactions that are setup beforehand using accounting transaction types. Below are standard accounting transaction types and their associated postings: yexpense (E) yrevenue (R) ycash transfer: Expense / Cash Cash / Revenue - cash journal to bank (B) Bank / Cash Journal - bank to cash journal (C) Cash Journal / Bank yaccounts receivable (D): - Customer-incoming payment Cash / AR - Customer-outgoing payment AR / Cash yaccounts payable (K): - Vendors-outgoing payment AP / Cash - Vendors-incoming payment Cash / AP SAP AG AC

371 Creating Business Transactions Cash Sale A0 V0 0O 0I Company Code xxxx Transaction number Revenue Account Tax Code There are two places where you can define a new cash journal accounting transactions: in the cash journal itself or in the implementation guide. Depending on the type of transaction you are posting, you can name it accordingly, e.g. for cash sales postings, you can name the accounting transaction Cash Sale. To create accounting transaction, select the following: ythe company code in which the accounting transaction should be created ythe accounting transaction type, (Note: you cannot make an entry in the field G/L account for accounting transaction types D and K) yselect a tax code for E (Expense) and R (Revenue), transactions which determines the accounting transaction control. Once saved, the accounting transaction will be assigned a number automatically. During document entry, the accounting transaction can be called up by it s name or it s number. SAP AG AC

372 Posting with Cash Journal Transaction (ENJOY) Data selection Display period Petty cash Company code December 31 Friday Balance display for displayed period Opening balance + Total receipt - Total payments =Closing balance Number of receipts / Number of payments Business transactions (Payments / Receipts) Bank to Journal Journal to Bank Cash In Cash Out Office Supplies Flowers Stamps Turtle food... The cash journal is one of the new ENJOY-single screen-transactions: you can create, display and change cash documents on one screen. You can save cash journal entries locally in the cash journal subledger, you can also copy and delete them. The cash journal entries saved are posted to the general ledger, e.g. at the end of the working day. It s possible to print the cash journal entries you have saved (receipts) as well as the cash journal entries posted in the time period displayed. The print forms are selected in Customiing. The follow-on documents arising from cash journal entries posted in the SAP-System are displayed. Copying and deleting cash journal entries saved and displaying the deleted cash journal documents are further functions available. As of release 4.6C you can enter checks in the cash journal. SAP AG AC

373 FBCJ: View See the following notes: Note : Posting date cannot be entered Note : Reversal of previously posted documents not possible Note : Expense and tax split SAP AG AC

374 Cash Journal: Summary The cash journal is a Bank Accounting subledger for the management of cash in a business. It can be used independently of other posting transactions. Cash journal entries are saved locally in the cash journal subledger. All balances are automatically calculated and displayed. The cash journal entries saved are posted to the general ledger. The follow-on documents from cash journal entries posted are displayed. SAP AG AC

375 Exercises Unit: Cash Journal Topic: Cash Journal At the conclusion of this exercise, you will be able to: Check your knowledge about the cash journal Create G/L Account for cash journal Set up your cash journal Post an incoming payment Control the balances automatically calculated and displayed Check the follow-on documents The accounting department requires a special general ledger account to handle the cash journal. Our department pays some of the office supplies, e.g. pens, cash. Cash expenses have to be saved locally and have to be posted to the general ledger every day. 1-1 Create a G/L Account, 1001##, for the cash journal in your company code. Create your G/L account with the reference account Ensure that the new G/L account can only be posted automatically and the account currency corresponds to the company code currency. 1-2 Create cash journal, 10##, for your company code using the course currency. The document type for G/L Posting is document type AB, for payments to/from vendors KZ, for payments to/from customers DZ. Name your cash journal Cash ## and create number range for your cash journal documents. 1-3 Create an accounting transaction for purchasing writing material for your company code. Create an expense transaction, E, using the office supply account, with the appropriate tax code for your country. Create a cash receipt transaction, C, to record cash transfers from your bank account to the cash journal. Use GL account as the bank account for the offsetting postings of G/L account postings. 1-4 Use the new ENJOY-single screen-transaction! Buy office supplies, worth 120 units local currency, and create a cash document. Don't forget: before you buy the office supplies you also need some money in your new cash journal. Transfer 1000 (local currency) from bank to cash journal Save your cash journal entries locally in your cash journal subledger. Control the balance display for displayed period. Post the saved cash journal entries to the general ledger and check the follow-on documents. SAP AG AC

376 Solutions Unit: Cash Journal Topic: Cash Journal 1-1 Create a GL account to be used with your cash journal. IMG: Financial Accounting o Bank Accounting o Business Transactions o Cash Journal o Create G/L Account for Cash Journal Or: Easy Access Menu(SAP standard menu: Accounting o Financial accounting o General ledger o Master records o Individual Processing o Create Or: Transaction code: FS00 Field Name or Data Type Values Account number 1001## Company Code GR## Select the Create with reference pushbutton. Field Name or Data Type Values GL Account Company Code GR## Select Enter. Type/description tab: Field Name or Data Type Values Short text Petty Cash ## Long text Petty cash for cash journal Create/bank/interest tab: Field Name or Data Type Post automatically only Select Save. Values SAP AG AC

377 1-2 Create cash journal. IMG: Financial Accounting o Bank Accounting o Business Transactions o Cash Journal o Set up Cash Journal Select the New Entries pushbutton and enter the following information Field Name or Data Type Company Code Values GR## Cash Journal ID number 10## Account number 1001## Currency Doc. type: GL posting Doc. type: payment to vendor Doc. type: payment from vendor Doc. type: payment from customer Doc. type: payment to customer for GL Posting Name Select Save. Local currency AB KZ KZ DZ DZ Set up number ranges for your cash journal. Group ## Cash Journal IMG: Financial Accounting o Bank Accounting o Business Transactions o Cash Journal o Define Number Range Intervals for Cash Journal Documents Field Name or Data Type Values Company Code GR## Select Change Interval pushbutton. Select Insert Interval. Field Name or Data Type Values No 01 From To Select Insert. Select Save. Select Enter at the information message about transporting number ranges. SAP AG AC

378 1-3 Create accounting transactions to use in your cash journal. IMG: Financial Accounting o Bank Accounting o Business Transactions o Cash Journal o Create, Change, Delete Accounting transactions Select the New Entries pushbutton and enter the following information Field Name or Data Type Values Expense Transaction Company code GR## Transaction type E GL Account Listed on the data sheet Tax Code Listed on the data sheet Transaction Name Office Supplies ## Cash Transaction Company code GR## Transaction type C GL Account Transaction Name Bank to Cash Journal ## Select Save. 1-4 Record transactions using the cash journal. Easy Access Menu: Accounting o Financial accounting o Banks o Inputo Cash Journal Field Name or Data Type Values Company code GR## Cash journal 10## Select Enter. Record the cash transfer to the cash journal: Select the Receipts tab and enter the following information Field Name or Data Type Values Transaction Bank to Cash Journal ## Amount units local currency Text Transfer funds to cash journal Select the Save pushbutton. SAP AG AC

379 Record the expense to the cash journal (for only company codes WITHOUT jurisdictional taxes): Select the Payments tab and enter the following information Field Name or Data Type Values Transaction Office Supplies ## Amount Text Select the Save pushbutton. 120 units local currency Cash for office supplies To post your entries to the subledger, select the Post pushbutton. To view the accounting documents Go to FI Follow-on documents. SAP AG AC

380 Appendix Contents: This section contains supplementary material to be used as reference This material is not part of the standard course Therefore, the instructor might not cover this during the course presentation SAP AG AC

381 Reporting Tools Executing Reports User Roles and Reporting SAP AG AC

382 Reporting Tools: Objectives At the conclusion of this unit, you will be able to: Create report variants Execute reports using different methods Organie reports SAP AG AC

383 Reporting Tools: Business Scenario Executives throughout the enterprise need to access the same data using different selection criteria Executives require the means to organie reports and access them quickly and easily. SAP AG AC

384 Reporting Overview: Objectives At the conclusion of this topic, you will be able to: List different types of reporting tools Execute reports Create templates with static and variable selection criteria SAP AG AC

385 Reporting Tools... Variants Run the same report consistently with the same selection criteria Store values as variables Area Menus Tree structure Graphical display of groups of reports Allows users to execute frequently used reports quickly and easily R/3 give you two tools to use when executing reports: variants and area or reporting menus. Several report variants can be created for a single report so that different users can access the same report with their own specific data selections. Area menus, formerly called report trees, organie reports into categories in an expanding tree structure. There are area menus for each of the application areas. SAP AG AC

386 Where are Reports? Application Area Information System Access reports using same tree structure General Reporting Execute reports by entering the specific report name Must know the report name The same report menus in the application area can be accessed from the information system as well. The reports are broken down into different logical categories within each application area i.e. balance reports, line item reports and master data reports. From the main SAP menu, System, Services, Reporting takes users to general reporting. Next, enter the eight character program name, enter selection criteria and then execute the report. If you do not know the technical program name, wild cards can be used to bring up a list of reports to choose from. SAP AG AC

387 Report Name Structure Most financial reports begin with an RF prefix... A further breakdown; RFKKVZ00 RFDEPL00 RFBILA00 RFK : Vendor reports Š RFKKVZ00: Vendor list Š RFKOFW00: Vendor date forecast RFD : Customer reports Š RFDEPL00: List of customer line items Š RFDKAG00: Customer master data comparison RFB : G/L reports Š RFBELJ00: Compact document Journal Š RFBILA00: Balance sheet, P&L report R/3 standard delivered reports have an eight character report name with some built-in logic. For example, in accounts payable, the vendor list is RFKKVZ00, but in accounts receivable, the customer list is RFDKVZ00. The difference between the reports is the account type: RFK for vendor, and RFD for customer. This naming convention is found across various reports. SAP AG AC

388 Report Variants To keep the selection criteria consistent each time a report is executed Enter the desired criteria Save as a variant RFBELJ00: Compact Document Journal Company Code Document Number Fiscal Year to 1 to to A report variant is a tool to save selection criteria of frequently used reports so that the same criteria can be evaluated consistently over time. Multiple variants can be created for the same report with different selection criteria On the main selection screen, enter as many or as few selection criteria as desired. Once complete, select the Save icon to create the variant. On the next screen, name and describe the variant. Users also have the option to assign some fields special properties such as hidden, protect, required, etc. After saving again, the next time users execute the report, they can use the variant with the saved selection criteria. SAP AG AC

389 User Roles and Reporting: Objectives At the conclusion of this topic, you will be able to: Explain the use of roles Create an activity group for reporting SAP AG AC

390 User Roles Accounting Supervisor Account Balances Display Line Items Open/Close Periods G/L, AP, AR Reports Staff Accountant Post Journal Entries GL Account Balances Display GL Line Items G/L Reports AP Accountant Post Outgoing Pmts AP Account Balances Display AP Line Items AP Reports Every user works with his or her own role-based menus Role based menus contain transactions and reports relevant to a user s job responsibilities All users manage their own favorites in the menus SAP provides more than 150 common roles for a quick start Desktop and web features can be integrated as well In Release 4.6C, SAP has included a set of role templates that you can use as is or change to meet your company s requirements. Each template contains an individual user menu. The R/3 Release role templates are an integrated component of the mysap.com Workplace As an administrator, additional functions are available in the initial transaction SAP Easy Access. With this expanded selection of functions, you can assign any of the many user roles to a user. The user automatically has a user menu for his work as well as his transactions and reports. A role describes a business context a person acts in. A role has dedicated information and functionality needs. A person may play several roles i.e. staff accountant, foreign currency accountant, etc. A role may span applications and content i.e. accounts receivable, sales and distribution, web links. Roles are delivered as pre-configured templates which can be extended or changed. SAP AG AC

391 Roles Process vendor master records: Create, change vendors Vendor master record check Clear vendor line items: Customer clearing ABAP program: Automatic clearing Display G/L account documents Display documents Change documents Roles are a collection of functions that are parts of a workplace. They can include transaction codes, reports, web addresses and application menus. Before you create your own roles, you should check the roles included in the standard system to see if they meet your needs. If you want to make changes to them, you simply use it as a template and create a new role. Note that SAP roles begin with the prefix SAP_. If you want to create your own user roles, use a different naming convention. In the Role maintenance screen, you enter the name of the role you want to create. From the Create a role maintenance screen in the Menu tab page, you select the transactions, reports and other items the user needs for their activity group: yenter the transaction codes that should be included yspecify the reports for which the user of this role should have access. If the reports have variants, the role can be configure so that the report can be executed with the variant yenter the complete menu path such as transactions from the accounts payable menu ycopy transactions from other activity groups yuse drop&drag to select components and place them in the folders of the menu yenter the web addresses of sites frequented often SAP AG AC

392 Composite Roles G/L Accountant SAP_WP_Staff_Accountant Users Ciesla Bauer Brenner Glover Noel Kuhn Kanter Contains various roles Simplifies user administration Roles can be combined in composite roles. The user is able to copy all menus of individual roles to the composite role, to structure and adapt it. Composite roles consist of single roles. The user assigned to a composite role is automatically inserted in the assigned roles when a comparison is made. It is useful to set up composite roles if some of your employees need authoriations for multiple single roles: rather than assigning each user to each role individually, you can use a composite role and assign the users to this composite role. When the users are assigned to these composite roles, they obtain access to all the functions of the assigned single roles. SAP AG AC

393 Reporting Tools: Summary There are various places to run reports in R/3 General reporting Reporting menus User roles assist users in accessing the most frequently used transactions for their daily jobs quickly and easily. Activity groups are clusters of role related transactions, reports and R/3 menus. SAP AG AC

394 Exercises Unit: Reporting Tools Topic: User Roles and Reporting In this exercise you will Create a report variant Executives throughout the enterprise want to replicate the same report using the same selection criteria. 1-1 Create Variants Create a variant called AC200-1-## for the Compact Document Journal, RFBELJ00, so that only the documents for your company code are displayed Create another variant, AC200-2-##, so that the company code is not modifiable, the fiscal year is a required entry, the document number and posting date are optional fields and all of the remaining fields are not displayed. 1-2 List the menu path to find the report documentation. SAP AG AC

395 Exercises Unit: Reporting Tools Topic: User Roles and Reporting At the conclusion of this exercise, you will be able to: Create a role-based menu. Executives require the means to organie reports and access them quickly and easily 2-1 The is a collection of reports, transactions and menus for a particular user, such as a staff accountant. 2-2 The is a collection of the aforementioned roles. 2-3 User id s are assigned to a activity group. 2-4 Create an individual role Z_AC200_Group##_AG. Create folders within the role for each type of transaction/report you will add e.g., transactions and reports. Include the following transactions and reports in your role Compact Document Journal, RFBEJ Compact Document Journal, RFBEJ00, using the report variant created in the previous exercise, AC200-2-## Cash Journal, FBCJ, and G/L Account Line Items, FBL3N Add create vendor, customer and GL master record menus mysap.com web site 2-5 Create a composite role, Z_AC200_Group##, consisting of your single role. Assign your user ID to the composite activity group. SAP AG AC

396 Solutions Unit: Reporting Topic: Reporting Overview 1-1 Create Variants Create a variant called AC200-1-## for the Compact Document Journal, RFBELJ00, so that only the documents for your company code are displayed. Create a variant: Menu Path: System o Services o Reporting Field Name or Data Type Values Program RFBELJ00 Select Execute. Enter the selection criteria that you want to use on a consistent basis. Field Name or Data Type Company code Fiscal year Posting date Values GR## Current year Current date: the dates of the course Menu Path: Go to o Variants o Save as variant... Field Name or Data Type Variant Description Select Save. Values AC200-1-## Enter brief description Create another variant, AC200-2-##, so that the company code is not modifiable, the fiscal year is a required entry, the document number is an optional field and all of the remaining fields are not displayed. Create a variant: Menu Path: System o Services o Reporting SAP AG AC

397 Field Name or Data Type Values Program RFBELJ00 Select Execute. Enter the selection criteria that you want to use on a consistent basis. Field Name or Data Type Company code Fiscal year Posting date Values GR## Current year Current date Menu Path: Go to o Variants o Save as variant... Field Name or Data Type Values Variant AC ## Description Company Code Doc number Fiscal year Posting date All other fields Select Save. Enter brief description Protected Leave blank Required field Leave blank Select hide field 1-2 List the menu path to find the report documentation. Report documentation From the selection screen of the report: Help o Application help SAP AG AC

398 Solutions Unit: Reporting Tools Topic: User Roles and Reporting 2-1 Role 2-2 Composite role 2-3 Composite role 2-4 Create an individual role: From the main Easy Access Menu, select the Create Menu pushbutton from the toolbar. Field Name or Data Type Role View: Basic Maintenance Values Z_AC200_Group##_AG Select Select the Create pushbutton. Field Name or Data Type Values Description Role: Group ## Select Save. Create folders for your role: Select the Menu tab. Select the Create Folder icon,, to create new folders. Field Name or Data Type File Name Select Enter. Values Transaction Codes Place your cursor on the role menu and then select the Create Folder icon to create a folder for reports. SAP AG AC

399 2-4-1 Add Compact Document Journal, RFBELJ00. Place your cursor on the Reports folder you just created. Select the Report pushbutton to add a report to the role. Field Name or Data Type Report Select Enter. Select Save. Values RFBELJ Add Compact Document Journal, RFBELJ00, using the report variant created in the previous exercise, AC200-2-##. Place your cursor on the Reports folder you created in the previous exercise. Select the Report pushbutton again to add a report to the role. Field Name or Data Type Report Variant Skip selection screen Values RFBELJ00 AC200-2-XX Select Enter. Now when you execute this report, it will skip the selection screen and use the selections you designated in your variant. Select Save. If applicable, select the Local Object pushbutton in the Create Object Directory Entry window box Add Cash Journal, FBCJ, and G/L Account Line Items, FBL3N. Put the cursor on the Transaction code folder you created in the previous exercise. Select the Transaction pushbutton to add a transaction to the role. Field Name or Data Type Transaction Code Transaction Code Select Assign Transactions. Select Save. Values FBCJ FBL3N Add the vendor, customer and GL master record menus. Place your cursor on the Role Menu folder. Select the From the SAP menu pushbutton to add an SAP menu. Expand the folder following this menu path; Menu path: SAP R/3 System, Accounting o Financial Accounting o General Ledger o Master Records. Select the checkbox to include this menu in your role. SAP AG AC

400 Menu path: SAP R/3 System, Accounting o Financial Accounting o Accounts Receivable o Master Records. Select the checkbox to include this menu in your role. Menu path: SAP R/3 System, Accounting o Financial Accounting o Accounts Payable o Master Records. Select the checkbox to include this menu in your role. When all of the paths are checked, select the Transfer pushbutton. Change the name of the folder with the SAP menus: Place your cursor on the SAP R/3 System folder and select the Change node text icon. Field Name or Data Type Text Select Enter. Select Save. Values Master Data Menus Add the mysap.com web site Place your cursor on the role menu folder and select the Web Address pushbutton to add a web address: Field Name or Data Type Values Web address or file Select Enter Text mysap.com Web address or file Select Enter. Select Save. If you want to change the order of your folders, place your cursor on the folder you want to move and use the up and down arrows,, to move it to the desired location. Use the green arrow to return to the main SAP menu. Checklist You have just created a role that consists of reports, transactions and a web site. SAP AG AC

401 2-5 Create a composite role, Z_AC200_Group. From the main Easy Access Menu, select the Create Menu pushbutton from the toolbar. Field Name or Data Type Role View: Basic Maintenance Type: Composite Role Select the Create pushbutton. Field Name or Data Type Description Select Save. Values Z_AC200_Group## Select Select Values Group ## Composite Role Assign your individual role to your composite role Select the Activity Groups tab. Select the Insert icon and scroll down to find your individual role Z_AC200_Group##_AG and check the box next to it. Select Enter. Select Save. Copy the menu from the individual role to the composite role: Select the Menu tab. Select the Read Menu tab from Copy Menus section. This copies the menus from the role to the composite role for further editing or re-organiing as necessary. Assign users to the composite role: Select the User tab. Field Name or Data Type User ID Select Enter. Select Save. Values Your user id Log off and then log back on to see your changes. Spend some time running your reports with and without the report variants, explore the menus and transaction codes that and see if you can link to mysap.com. Due to security on the training system, you may not be able to access the web site. To return to the main SAP menu, select the icon. Checklist You have just created a composite role and assigned your individual activity group to it. When you log off and log back on to the system, your user menu is active with all of the menus and transactions that you defined in your individual activity group. SAP AG AC

402 Introduction to Implementation Guides SAP AG AC