FI300 FI Customizing: G/L, A/R, A/P

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1 FI300 FI Customizing: G/L, A/R, A/P

2 Course Goals This course will prepare you to: Carry out the core configuration of mysap ERP s Financial Accounting module Perform core FI business processes 2 NOTES: FI300 Page 2

3 Course Objectives After completing this course, you will be able to: Create organizational units for Financial Accounting Maintain master data Influence the entry of posting transactions Analyze and explain posting transactions 3 NOTES: FI300 Page 3

4 FI300: FI Customizing G/L, A/R, A/P Course Topics Page Unit 1: Basic Settings 5 Unit 2: Master Records 31 Unit 3: Document Control 87 Unit 4: Posting Control 113 Unit 5: Clearing 133 Unit 6: Cash Journal 163 Unit 7: Logistics Integration NOTES: FI300 Page 4

5 Unit 1 Basic Settings NOTES: FI300 Page 5

6 Basic Settings Overview Create company code, business areas, tools that help you to reflect your company in the SAP ERP system Fiscal year Currencies Variant principle 6 NOTES: FI300 Page 6

7 Basic Settings 1 After completing this unit, you will be able to: Map accounting structures Explain company code and business area and their differences Create a company code Explain the use and advantages of the variant principle Explain the necessity and use of a fiscal year variant Explain different types of posting periods 7 NOTES: FI300 Page 7

8 Basic Settings 2 Define a fiscal year variant according to your requirements Assign the fiscal year variant to a company code Define currencies in the mysap ERP system Explain the meaning of different exchange rate types Maintain exchange rates Use the different tools for maintaining exchange rates Explain the options for maintaining exchange rates Define direct or indirect quotation as the standard quotation for the exchange rate 8 NOTES: FI300 Page 8

9 Organizational Units in mysap ERP FI 9 NOTES: The client is the highest level in the mysap ERP Financials system hierarchy. Specifications or data that is valid for all organizational units in all mysap ERP applications are entered at the client level, eliminating the need to enter this information more than once (for example, exchange rates). Each client is an independent unit with 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. Important organizational units in Financials: Company Code (for external purposes) A company code represents an independent balancing/legal accounting entity. An example would be a company within a corporate group. Financial statements required by law can be created at company code level. Therefore, a company code is the minimum structure necessary in mysap ERP Financials. 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 created per country. Business Area (for internal purposes) Business areas represent separate areas of operation within an organization and can be used across company codes. They are balancing entities that can create their own set of financial statements for internal purposes. The use of business areas is optional. FI300 Page 9

10 Creating a Company Code 10 NOTES: The IMG suggests the following order: Copy, Delete, Check Company Code Edit Company Code Data Copy 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 digit alphanumeric key as the company code key. This key identifies the company code and, for example, must be entered later when posting business transactions or creating company code-specific master data. FI300 Page 10

11 Company Code 11 NOTES: The activity Edit Company Code Data includes: The address data is required for correspondence and is recorded on evaluation reports. You must define a currency for each company code. Accounts are managed in the company code currency. All other currencies are interpreted as foreign. The system translates the amounts posted in a foreign currency into the company code currency. The currency defined in the company code is known as the local currency. You must enter a language key so that the system can create texts automatically in the correct language; for example, when issuing checks. The country key specifies which country is to be regarded as the home country. The system interprets all other countries as foreign. This is important for business or payment transactions, since different forms are required for foreign payment transactions. The system also supports different address formats for foreign correspondence. When you define a business area, you only have to enter a four digit alphanumeric key and a short description. FI300 Page 11

12 Country Templates 12 NOTES: In the mysap ERP 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 for a country that has a country template, you can use the country installation program to copy the country-specific tables from the country template to company code Company code 0001 is then configured for the corresponding country. You should then copy this company code into your new company code. You may then start the country installation program again to create a template for another country and so on. FI300 Page 12

13 Exercise 1 Create a company code 13 NOTES: FI300 Page 13

14 The Variant Principle 14 NOTES: The following example should explain this principle: Create a fiscal year variant Define the variant: K4 is your fiscal year variant Define values for the variant K4: Define the properties of fiscal year K4 Assign the variant to mysap ERP objects: Assign K4 to various company codes that use this fiscal year. The main advantage for using variants is that it is easier to maintain properties which are common among several business objects. FI300 Page 14

15 The Fiscal Year 15 NOTES: To assign business transactions to different periods, you have to define a fiscal year with posting periods. You define the fiscal year as a variant that 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 that are not assigned to time periods, but to the process of year-end closing. In total, you can define 16 periods. The system derives the posting period from the posting date. If the posting date falls within the last normal posting period, you can post the transaction in one of the special periods. FI300 Page 15

16 Year-Independent Fiscal Year Variant 16 NOTES: If each fiscal year of a fiscal year variant uses the same number of periods, and the posting periods always start and end on the same day of the year, the variant is year-independent. A year-independent fiscal year variant can be defined as: Calendar year 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 fiscal year that is a calendar year must have 12 posting periods. If the fiscal year is defined as a non-calendar year, you have to define the posting periods by assigning end dates to each period. A non-calendar year can have between 1 and 16 posting periods. If the non-calendar year does not start on January 1st, the periods of the year that belong to the former or the coming fiscal year must have an indicator -1 or +1. FI300 Page 16

17 Year-Specific Fiscal Year Variants 17 NOTES: A fiscal year variant has to be defined as year-specific if one of the following conditions is fulfilled: The start and end dates of the posting periods for some fiscal years are different to the dates for other fiscal years. Some fiscal years use a different number of posting periods. If all of the fiscal years of a fiscal year variant have the same number of posting periods, only the different period dates for the different years have to be defined (see example on 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, for example, if closing has to be carried out before the end of the normal fiscal year; (for example, if the beginning of the fiscal year should be changed or if the company was sold). You have to define the shortened fiscal year and its number of posting periods before you can define the period dates. For this year, you can only assign a lower number of posting periods. FI300 Page 17

18 Exercise 2 Create a calendar year-based fiscal year variant and assign it to your company code Create a quarter-based fiscal year variant 18 NOTES: FI300 Page 18

19 Currencies After completing this lesson, you will be able to: Define currencies in the mysap ERP system Explain the meaning of different exchange rate types Maintain exchange rates Use the different tools for maintaining exchange rates Explain the options for maintaining exchange rates 19 NOTES: FI300 Page 19

20 Currencies and Exchange Rate Types 20 NOTES: A currency key must be assigned to every currency used. Most currencies are already defined in the SAP System with standard international currency keys. Each currency key can have a validity date. For every combination of two currencies, you can maintain different exchange rates which are distinguished by an exchange rate type. These different exchange rates can be used for various purposes such as valuation, conversion, translation, and planning. FI300 Page 20

21 Translation Ratios 21 NOTES: The relationship between currencies must be maintained per exchange rate type and currency pair using translation ratios. This usually has to be performed only once. Because inflation can heavily influence the relationship between currencies, translation ratios can be maintained on a time period basis. FI300 Page 21

22 Maintaining Exchange Rates 22 NOTES: Maintaining exchange rates is an on-going task. To reduce maintenance, mysap ERP offers several tools. For each exchange rate type you can use one of the following tools: Inversion (of the tools available, inversion is the oldest and is seldom used today) Base currency Exchange rate spreads Hint: You can only use one of these tools for each exchange rate type. You can however use different tools for different exchange rate types. FI300 Page 22

23 Exchange Rate Spreads 23 NOTES: Exchange rate spreads between the bank buying/selling rate and average rate usually remain constant. If the exchange rate spread of an exchange rate type is entered in the system, you only have to maintain the average rate 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: Using a base currency for the average rate (M) Using the exchange rate spreads to calculate the buying and selling rates (B and G) FI300 Page 23

24 Base Currency 24 NOTES: A base currency can be assigned to an exchange rate type. You then only have to maintain exchange rates for all other currencies into this base currency. A translation between two foreign currencies is calculated via the base currency, that is, by combining two exchange rates. Legal requirements may make it necessary to use different base currencies for the translation into different currencies. FI300 Page 24

25 Direct/Indirect Quotation of Exchange Rates 25 NOTES: All mysap ERP applications and functions process exchange rates using direct quotation as well as 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. In direct quotation, one unit of foreign currency is quoted for the local currency, whereas in indirect quotation, one unit of local currency is quoted for the foreign currency. Example: Local 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 USD = EUR 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. FI300 Page 25

26 Exchange Rates with Different Quotations 26 NOTES: 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 quotation exchange rates during input and display. If you do not enter a prefix, the standard setting is valid: " " (blank, without a prefix) for direct quotation exchange rates " / " for indirect quotation exchange rates Scenario 1: If you mostly work with direct quotations and only rarely use indirect quotations, you should use the standard setting. In this way you can enter direct quotation exchange rates without a prefix. Scenario 2: If you increasingly use indirect quotations as well as direct quotations, you should define a separate prefix for both, for example: " * ". for direct quotation exchange rates, " / " for indirect quotation exchange rates If you follow this suggestion, the configuration does not allow exchange rates to be entered without a prefix, an error message occurs. Users are therefore forced to consider which is the correct quotation and enter the rate with a valid prefix. 3. Scenario: If you use mostly indirect quotations, you can check the setting as follows: " * " for direct quotation exchange rates, " " (blank) for indirect quotation exchange rates This 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. In SAP Note no you will find an overview of FAQs about currency translation. FI300 Page 26

27 Exercise 3 Check your knowledge about maintaining exchange rates in mysap ERP 27 NOTES: FI300 Page 27

28 Unit Summary - Basic Settings 1 You should now be able to: Map the accounting structure of your company using mysap ERP FI Org Units Explain company code and business area Create a company code Explain the use and advantages of the variant principle Explain the necessity and use of a fiscal year variant Explain different types of posting periods 28 NOTES: FI300 Page 28

29 Unit Summary - Basic Settings 2 Define a fiscal year variant according to your requirements Assign the fiscal year variant to a company code Define currencies in the mysap ERP system Explain the meaning of different exchange rate types Maintain exchange rates Use the different tools for maintaining exchange rates Explain the options for maintaining exchange rates Define direct or indirect quotation as the standard quotation for the exchange rate 29 NOTES: FI300 Page 29

30 30 NOTES: FI300 Page 30

31 Unit 2 Master Records NOTES: FI300 Page 31

32 Master Records Overview G/L Accounts Customer/Vendor Accounts Bank Accounts Document Structure Posting Periods Posting Authorizations Simple Documents in mysap ERP Financials 32 NOTES: FI300 Page 32

33 General Ledger Accounts (1) After completing this unit, you will be able to: Define and use a chart of accounts Describe the structure of a general ledger account Control the format of a general ledger account Name and describe different types of general ledger accounts Create, maintain, and control general ledger accounts Describe how you can change several general ledger accounts at the same time Explain the advantages and disadvantages of group and country charts of accounts 33 NOTES: FI300 Page 33

34 General Ledger Accounts (2) Describe the structure of customer and vendor accounts Discuss the similarities and differences between general ledger and customer and vendor accounts Control and maintain customer and vendor accounts Explain relationships between customer and vendor accounts Maintain bank master data Define house banks Create accounts at your house banks Maintain the links between bank and G/L accounts 34 NOTES: FI300 Page 34

35 Chart of Accounts 35 NOTES: 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 four character ID. You define the individual components of the chart of account, for example, language, length of the G/L account number, group chart of accounts, status. The chart of accounts must be assigned to every company code for which accounts are to be set up based on the structure concerned. FI300 Page 35

36 Define Chart of Accounts 36 NOTES: The maintenance language is the language in which account descriptions are maintained. The length of the G/L account numbers can be from 1 to 10 digits. Via the type of integration between general ledger accounts and cost types, you can control to what extent the cost master record is maintained when you maintain the G/L account master records of profit and loss statement accounts. You can maintain cost types manually, but you can also maintain them automatically: When you save a new G/L account, the corresponding cost type is created automatically. The prerequisite however, is that a default value for the cost element category is defined for this cost element, since if no default value exists, the system assumes that no cost element is to be created. You can assign a group account number for each G/L account. This account number is used for cross-company code reporting if the company codes use different charts of accounts. If you enter a group chart of accounts in the chart of accounts, the system defines that you have to enter a group account number in the corresponding field in the G/L account definition (required entry field) and checks whether the group account number you have entered exists in the group chart of accounts. A chart of accounts that is not yet completed can be blocked so that no company code can use it until it is ready. You can get a directory of the G/L accounts in your chart of accounts for information or for documentation purposes via report RFSKPL00. You use the G/L account plan to display G/L account master data and to print G/L account lists. FI300 Page 36

37 Assigning the Chart of Accounts 37 NOTES: Every company code must have a chart of accounts assigned to it. One chart of accounts can be assigned to several company codes (variant principle). The Management Accounting module 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. You can use report RFSKVZ00 to view the G/L account directory with chart of account- and company code-specific data. FI300 Page 37

38 Chart of Accounts Segment 38 NOTES: The chart of accounts contains basic information about the accounts. The information for an account is summarized in a chart of accounts segment. It contains: Account number Name of the account (as short and as long text) Control fields (see the following graphics) Consolidation 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 when 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. FI300 Page 38

39 Fields in the Chart of Accounts Segment 39 NOTES: The information entered in the chart of account segment for a G/L account applies to all company codes. You only enter this information once. Whenever you enter information for a company code for an account number, the information from the chart of accounts segment is accessed automatically, so you do not have to enter it again. Texts entered for the chart of accounts segment are managed by text ID and language. You can display texts using the report Account Assignment manual (RFSKTH00). You can search for account numbers using keywords. You can define and change the layout of the tab pages for the individual processing of the G/L account master data. You can define: The number of tab pages The title of the tab pages The field groups that you require and their position on the tab pages You can select the layouts for central processing, and processing in the chart of accounts- and company code-specific area. The standard system contains layouts for these editing functions (they start with SAP). You can copy these layouts, adjust them to meet your requirements, and then assign them to your chart of accounts or your account groups. FI300 Page 39

40 Company Code Segment 40 NOTES: To use one of the accounts from the assigned chart of accounts in your company code, you must create a company code segment for the account. This company code segment is added to the chart of accounts segment, and together they form the account. The company code segment contains information that refers exclusively to the company code concerned. This information controls the entry of accounting documents and the management of accounting data. In the graphic., the company code does not use account but another company code in our group may do. This could be, for example, a foreign currency balance sheet account that is managed in the currency of the country in which the company code in the graphic does not have any business partners, but another company code in the group does. FI300 Page 40

41 Fields in the Company Code Segment 41 NOTES: The company code segment for the same G/L account can be different depending on the requirements of the company code. For example, for a specific company code you set the indicator "Tax Category", whereby expense accounts are then not used for tax. For other company codes, you might not set the indicator. You define the information that is relevant to each company code: Currency Taxes Reconciliation account Line item display Sortkey Field status group House bank Interest calculation information As mentioned in the graphic for the chart of accounts segment, texts are managed by text ID and language. You can display texts using the report "Account Assignment Manual". FI300 Page 41

42 One Chart of Accounts, Several Company Codes 42 NOTES: Every company code that wants 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 in the chart of accounts, the account has the same name and number in all assigned company codes. FI300 Page 42

43 Balance Sheet and P&L Statement Accounts 43 NOTES: In the chart of accounts segment, you have to specify whether the account is a balance sheet or a profit and loss statement account. These two types of accounts are treated differently in the closing procedure. For balance sheet accounts, the balance is carried forward to the same account. For profit and loss statement accounts, the balance is carried forward to a retained earnings account and the profit and loss statement account is set to zero. A key (for example, X) is assigned to the account to which the balance is carried forward. You enter this key in the field.profit and Loss Statement Type in the chart of accounts segment. In Customizing, users define the retained earnings account that is assigned to expense accounts during G/L account master record creation. If there is only one retained earnings account, the system automatically uses the one defined in Customizing. If there is more than one retained earnings account, when you create a master record, you can select the retained earnings account for each profit and loss statement account. FI300 Page 43

44 Account Groups for G/L Accounts 44 NOTES: Since a chart of accounts contains many different types of accounts, they can be grouped into different account groups. Usually, one account group groups accounts with the same tasks within the general ledger, for example, cash accounts, material accounts, asset accounts, profit and loss statement accounts, and so on. 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. You must enter the account group in the chart of accounts segment; it 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 display all of the line items. In customizing, for your Cash Accounts account group, change the field status to make line item display a required entry. mysap ERP delivers predefined account groups. FI300 Page 44

45 Field Status 45 NOTES: The field status enables you to control the display and maintenance of an account.s master data. You can assign fields that you do not use the status Hide. Fields whose values must not be changed can have the status Display (even in change mode). For fields where you must enter a value, you can define the status Required Entry. Fields that can contain an entry, 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, for example, interest calculation indicator, interest cycle, and last interest calculation key date. The fields Account Currency and Field Status Group are always required entry fields. This status cannot be changed. Fields that are hidden may still contain values that are taken into consideration. FI300 Page 45

46 Field Status for Master Data 46 NOTES: The fields displayed in the general ledger account master record are not only controlled by the account group, but also by the transaction that you are using to edit the master data (transaction-specific control), for example Create, Change, Display. If you do not want certain fields to be modifiable after you have created a master record, in the change master data transaction in Customizing, specify that a certain field is not modifiable. For example, you want the currency of your cash account to be GBP and you do not want this to be modifiable. In the transaction Change Master Data in Customizing, assign the status Display to the relevant field. 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): Hide Display Required entry Optional entry Fields that are accessed with the transaction Display Master Data are always either displayed or hidden since you cannot make an entry in a display transaction. If you do not want to use the transaction-specific control, set the field status for all fields to optional. Since this field status has the lowest priority, the account groupspecific control is always used. FI300 Page 46

47 Reconciliation Accounts 47 NOTES: Reconciliation accounts are general ledger accounts assigned to the business partner master records to record all transactions in the sub-ledger. All postings to the subledger accounts are automatically posted to the assigned reconciliation accounts. The general ledger is therefore always up to date. You define a G/L-account as a reconciliation account by entering one of the following account types in the field Reconciliation Account for Account Type: D for Accounts Receivable K for Accounts Payable The reconciliation account is then only valid for the account type specified. Typical reconciliation accounts are the accounts Receivables and Payables. Note: You cannot post amounts directly to reconciliation accounts. If you want to look at the business partner accounts assigned to a specific reconciliation account, you can select the field for the reconciliation account in the customer or vendor list (RFDKVZ00 or RFKKZV00) via the free selections. FI300 Page 47

48 Line Item Display 48 NOTES: Transaction figures are the totals of line item postings 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. For 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 online, they can only view the balance. For 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 online, they can view both the balance and the individual line items. You can use report RFSEPA01 to subsequently activate the line item display - read the documentation for this report before you execute it. Since the line item display takes up additional system resources, you should only use it if there is no other way of looking at the line items. You should not activate the line item display for: Reconciliation accounts (line items are managed in the subledgers) Revenue accounts (line items are managed by the Sales order Management application) Material stock accounts (line items are managed by the Purchasing Management application) Tax accounts (Tax items are only useful in connection with the document; the tax amounts were already checked when the document was posted.) FI300 Page 48

49 Open Item Management 49 NOTES: Items in accounts with open item management are specified as open or cleared. Accounts with open item management must have line item display activated. Open item management is a prerequisite if you need to check whether there is an offsetting posting for a given business transaction. You can display open and cleared items separately, and therefore it is easy to see which business transactions still need to be cleared. You should use open item management for the following accounts: Bank clearing accounts Clearing accounts for goods receipt/invoice receipt Salary clearing accounts. You can only activate or deactivate open item management if the account has a zero balance. FI300 Page 49

50 Account in Local Currency 50 NOTES: You can select one of the following currencies as account currency: Local currency Foreign currency As standard, the local currency is proposed as the account currency when you create a G/L account. If the account currency is the local currency, the account can be posted to in any currency. The other currencies are translated into the local currency for each line item. Transaction figures are managed for each currency: Local currency (total of all posting amounts translated into local currency) Currency 1 (total of all amounts posted in currency 1, may be the local currency) Currency 2 (total of all amounts posted in currency 2) Currency 3 (total of all amounts posted in currency 3) And so on. This applies whether or not line item display is activated. FI300 Page 50

51 Only Balances in Local Currency 51 NOTES: If the "Only Balances in Local Currency" checkbox is set in the master data record, transaction figures are only managed for amounts converted to the local currency. You should select this field for clearing accounts where you want to clear accounts by assigning items with the same local currency amount with one another, without necessitating exchange rate difference postings. The indicator must 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 that are not managed in foreign currencies and not managed on an open item basis. FI300 Page 51

52 Account in Foreign Currency 52 NOTES: Accounts with a foreign currency as the account currency can only be posted to in this foreign currency. Manually Two-step: 1. Chart of accounts segment 2. Company code segment One-step: Create both segments simultaneously Copying Copying an individual G/L account with reference to another G/L account Copy the entire company code segment Copy the entire chart of accounts segment Data Transfer Transfer a new chart of accounts from an external system FI300 Page 52

53 Methods for Creating G/L Accounts Manually Two-step: 1. Chart of accounts segment 2. Company code segment One-step: Create both segments simultaneously Copying Copying an individual G/L account with reference to another G/L account Copy the entire company code segment Copy the entire chart of accounts segment Data Transfer Transfer a new chart of accounts from an external system 53 NOTES: Create Manually: With the two step method, you create the chart of accounts segment separately from the company code segment. This allows you to create the G/L account only in the chart of accounts segment or in multiple company code segments. Use the one-step method to create a G/L account in a specified company code. Repeat step 2 of the two-step method, that is, creation in the company code segment, to create the G/L account in additional company codes as needed. Creating G/L Accounts by Copying : To create an account that has the same properties as an existing account, that is, another cash account, create the new account with reference to the existing account and change the account name accordingly. If all of the G/L accounts in an existing company code are required in another company code, you can copy the entire company code segment to the new company code. You can also copy the entire chart of accounts to a new chart of accounts, including the account determination. You can also copy the financial statement version. Data Transfer: To reduce data entry, programs such as RFBISA00, Batch Input Interfaces for G/L Account Master Data, can be modified by the ABAP team to transfer new charts of accounts. FI300 Page 53

54 Collective Processing 54 NOTES: The mysap ERP System provides collective processing functions for the G/L account master records. You can change the master data in the chart of accounts segment, company code segment, 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: You can select the fields to be changed You can change the values of the fields displayed. Enter the new values in the column 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 therefore check your changes before saving. FI300 Page 54

55 Group Chart of Accounts 55 NOTES: For internal purposes, cross-company code reporting may be useful, for example, financial statements that contain the items 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, the following procedure applies for internal reporting: A group chart of accounts can be used. This group chart of accounts must contain all of the group accounts. The group chart of accounts must 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 is a required entry field. You must enter the group account number in the chart of accounts segment of the operational account. Different accounts of one operational chart of accounts can refer to the same group account. You must use a financial statement version for the group chart of accounts. Disadvantage: Because the company codes use different operational charts of accounts, you cannot carry out cross-company code controlling. FI300 Page 55

56 Country Chart of Accounts 56 NOTES: An alternative to using a group chart of accounts is to use a country chart of accounts. All company codes use the same operational chart of accounts. Company codes that nevertheless require a special chart of accounts for external reporting have the following option: A country chart of accounts is assigned. The country chart of accounts number (alternative account number) is entered in every company code segment. Every country chart of accounts number can only be used once. Note: Since all company codes use the same operational chart of accounts for postings, you can carry out cross-company code controlling. Disadvantage: Accounting clerks who may be familiar with the country charts of accounts first have to get used to using the operational chart of accounts. FI300 Page 56

57 Scenario: Charts of Accounts for a Group 57 NOTES: In the scenario of an international group as shown in the graphic, cross-company code cost accounting is possible for the European company codes, since the company codes in Spain, Germany, and England all use the same operational chart of accounts. The European company codes all use chart of accounts INT as their operational chart of accounts. The company code in the United States and the one in Canada both use chart of accounts CAUS as their operational chart of accounts. Cross-company code controlling is therefore also possible in North America. To create reports using the country chart of accounts, the board of the group has decided to define country-specific charts of accounts for the company codes. The board also decided that the group does not need controlling for Europe and North America combined, but that they would like consolidation to take place. Therefore, a group chart of accounts (CONS) was set up for the operating charts of accounts INT and CAUS. FI300 Page 57

58 Exercise 4 Create and use a chart of accounts Create general ledger accounts Create account groups Check your knowledge about general ledger accounts 58 NOTES: FI300 Page 58

59 The FI View of Customer/Vendor Accounts 59 NOTES: Just like general ledger accounts, customer and vendor accounts also have two segments: One segment at client level, that contains general data. This data can be accessed throughout the whole organization. A segment at company code level, that contains company code-specific data. Any company code that wishes to do business with a specific customer or vendor has to create a company code segment for this customer or vendor. This also creates a customer or vendor account. Using reports RFBIDE10/RFBIKR10, you can transfer customer/vendor master data maintained in a source company code into another company code. FI300 Page 59

60 The Sales View of the Customer Account 60 NOTES: 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 that wants to do business with a customer has to create a sales area segment first. The sales area segment contains sales area-specific data. FI300 Page 60

61 The MM View of the Vendor Account 61 NOTES: Just as there is a sales area segment for customers, there are purchasing organization segments for vendors. Any purchasing organization that wants to do business with a vendor has to create a purchasing organization segment first. The purchasing organization segment contains purchasing organization-specific data. FI300 Page 61

62 The Complete Customer Account 62 NOTES: A complete customer account consists of the following three segments: General data at the client level Company code segment Sales area segment Usually, the sales area segment must at least be created for the sales area assigned to the company code. 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. FI300 Page 62

63 The Complete Vendor Account 63 NOTES: A complete vendor account consists of the following three segments: General data at the client level Company code segment Purchasing organization segment Usually at least the purchasing organization segment for the purchasing organization assigned to the company code must be created. There may be other purchasing organizations 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 organizations. FI300 Page 63

64 Central Versus De-central Maintenance (AR) 64 NOTES: The system offers separate functions for maintaining customer master records depending on the requirements of your organization. These data records 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 on the maintenance of customer master records in Financial Accounting. FI300 Page 64

65 Centralized Versus Decentralized Maintenance (AP) 65 NOTES: As for customer master records, vendor master records can be maintained centrally for all areas or separately for Financial Accounting and Materials Management. For the rest of this course we will focus on the maintenance of vendor master records in Financial Accounting. FI300 Page 65

66 Compare Master Data 66 NOTES: If you use the components Purchasing Management and/or Sales order management customers and vendors must be maintained for both components. It is easiest to create customer/vendor master records centrally to ensure that they are set up correctly. However, in some cases, Purchasing Management/Sales order management creates their own segments of the master record and FI creates its own segments. 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. You can then correct the accounts. You can prevent the creation of duplicate accounts as follows: Use the matchcode before you create a new account Activate the automatic duplication check FI300 Page 66

67 Pages of the Customer/Vendor Account 67 NOTES: If you want to change or display an account, you can go directly to every page by selecting it on the initial screen. Important fields are: Search Term: You can enter an abbreviation for the customer/vendor name in this field. The format is defined by company guidelines and practices. As from 4.6 there is an additional search field. Customers or vendors who belong to one corporate group can be grouped together by a user-defined group key. This group key can be used for running reports, transaction processing, or for matchcodes. Clerk/accounting: The name of the clerk must be saved under an ID. You can enter this ID in the customer/vendor master records for which the clerk concerned is responsible. The name of the clerk is then printed on correspondence automatically. You can also use this ID for sorting dunning and payment proposal lists. You can enter explanatory texts in every segment. Line item display and open item management are configured as standard for every customer/vendor account. You can also create new customer and vendor master records with reference to an existing master record. Only data that does not refer directly to the customer/vendor is copied from the reference account to the new account, that is, no address data, and so on. Copied data must be checked, and if necessary changed, before you save the data record. We recommend that you create a reference account for every account group. FI300 Page 67

68 Account Groups for Customers/Vendors 68 NOTES: The mysap ERP System uses the IBAN in addition to the standard countryspecific bank details. You can enter an IBAN as part of the bank details for customer/vendor master data, and in the Customizing settings for your house bank. The IBAN can only be entered in a vendor or customer master record if the business partner provides his or her IBAN and requests the entry. For this reason, you cannot automatically generate and save the IBANs for several master records. You have to enter the IBAN manually in each master record. For certain countries, the system generates a proposal. When you enter an IBAN for new bank details, the system can generate the country-specific bank details for certain countries. If necessary, make sure that the payment medium programs used can also output the IBANs. When you create customer/vendor master records, enter the account group on the initial screen. In Financial Accounting, once the customer/vendor account has been created, you can no longer change the account group. However, if you use partner roles in Sales and Distribution, in some cases the account group can be changed from, for example, an ordering address to a ship-to address. For more information see the SAP Library in Sales and Distribution. FI300 Page 68

69 Number Ranges for Customers/Vendors 69 NOTES: There are separate number ranges for customer and vendor accounts. The range of possible account numbers is divided into smaller number ranges. Number ranges must not overlap. For each number range you can define whether the number assignment is internal or external. Internal numbers are assigned by the system, whereas external numbers are entered by the user who creates the record. External numbers may be alphanumeric. With internal number assignment, the system always assigns the next number available in the range to a new account. If you want to know how many numbers are left in a specific number range, you can display the Current Number. With external number assignment, the user chooses the account number. Numbers do not 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. FI300 Page 69

70 Normal Account or One-Time Account 70 NOTES: For all customers or vendors with whom you rarely do business, create a special customer and a special vendor master record. These master records contains receivables and payables for one-time customers/vendors (one-time accounts). In contrast to other master records, a one-time account master record does not contain any information about a specific customer/vendor since this account is used for more than one customer/vendor. Therefore, the customer-/vendorspecific fields should be hidden. You enter the customer-/vendor-specific data for one-time customers/vendors in the document during posting. FI300 Page 70

71 Status of the Fields in the Master Record 71 NOTES: 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, change the field status so that all address fields are marked as.required entry. FI300 Page 71

72 Control of the Field Status 72 NOTES: 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 means that all accounts of one account group have the same screen layout. Transaction-specific control: The field status can be dependent on the master data transaction ("Create", "Change" or "Display"). The transaction-specific field status must be set to "Display" for the transaction "Change" if the field should not be changed after creation, for example, the field "Reconciliation Account". Company code-specific control: You have already seen the account group-specific and the transaction-specific field status with the general ledger account groups. You can control the field status for fields in the company code segment of customer and vendor master records via the company code-specific screen layout. You can hide fields that are not used in a specific company code, but enter values in these fields in other company codes. For example, if a company code does not want to use the dunning program, hide the relevant fields for this company code. The account group-specific field status, the transaction-specific field status and the company code-specific field status are compared, and the field status with the highest priority is used. Fields that are accessed with the transaction "Display" are always either displayed or hidden, since you cannot make an entry in a "display" transaction. If you do not want to use the transaction-specific or company code-specific control, set the field status for all fields to optional. Since this field status has the lowest priority, the account group-specific control is always used. FI300 Page 72

73 Dual Control Principle 73 NOTES: You now can define that one person makes changes to customer or vendor master data while another person is responsible for confirming 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 authorization 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: Customer/vendor Company Code Accounts not yet confirmed Accounts rejected Accounts to be confirmed by me You can display the customer or vendor master record for all accounts using reports RFDABL00 or RFKABL00. FI300 Page 73

74 Customer/Vendor Clearing 74 NOTES: If a customer is also a vendor, or vice versa, the payment and the dunning program can clear open items against each other. The open items of the assigned account can also be displayed in the line item display and the open item selection screens. To clear open items, you have to carry out the following steps: The vendor account number must be entered in the customer account and the customer account number must be entered in the vendor account Each company code can decide separately whether it wants to clear open items between customers and vendors. If clearing is to be used, you have to select the field Clearing with Vendor" in the customer account or the corresponding field in the vendor account. If you set the indicator Account Control and Status in the area Additional Selections in the report for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when you print the report you can see the partner relationships for the respective customer or vendor. FI300 Page 74

75 Alternative Payer/Payee 75 NOTES: At the client and company code level, you can enter an alternative payer/payee. The entry in the company code segment has higher priority than the entry at client level. There are several options for using this function within the master record. If you set the "Individual Specifications" indicator, you can enter information about an individual payer/payee for a customer/vendor that has not been created in mysap ERP. If the alternative payer/payee is an existing customer or vendor, you can enter the customer/vendor account number as permitted payee/payer in the master record. During invoice entry, you can choose one of these payer(s)/payee(s) using matchcodes. If you enter an alternative payer, the amount to clear the due open items in the account is paid by the alternative payer. If you enter an alternative payee, the amount that the company has to pay to clear the open items due is paid to the alternative payee (the payments that normally go to the vendor would go, for example, to the bankruptcy administrator). If you set the "Payment Data" indicator in the "Additional Selections" area in the report for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when you print the report you can see the alternative payer for the respective customer or the alternative payee for the vendor. FI300 Page 75

76 Head Office/Branch 76 NOTES: Customers in some industries place orders locally (that is, via their branches), but pay invoices centrally (from the head office). There is a difference between the goods flow and the cash flow. You can reflect this in the SAP System via head office and branch accounts. All items posted to a branch account are automatically transferred to the head office account. Usually, dunning notices go to the head office and it is the head office that makes and receives payments. However if the "Decentral Processing field is selected in the head office master record, the dunning and payment programs use the branch account instead. If you set the "Account Control and Status" indicator in the "Additional Selections" area in the report for the customer or vendor list (RFDKVZ00 or RFKKVZ00), when you print the report you can see the possible head offices for each of the branches. FI300 Page 76

77 Exercise 5 Create customer/vendor account groups Create customer/vendor accounts Check your knowledge about customer/vendor accounts 77 NOTES: FI300 Page 77

78 Bank Master Data (1) 78 NOTES: Every bank that is used in the system (for example, as a house bank or as a customer/vendor bank) you have to create a bank master record. Bank master records are stored centrally in the bank directory (report RFBKVZ00 issues a list of banks - table BNKA - with their master data). Every record is identified by the bank country and the bank key. Bank master records include address data and control data, such as the SWIFT Code, postal giro data, and bank group (for payment optimization). You can display changes to the bank master data for all banks using report RFBKABL0. FI300 Page 78

79 Bank Master Data (2) 79 NOTES: Banks that your company uses are defined as house banks. You create house banks in Customizing and they contain bank master data, information for electronic payment transactions, bank accounts per house bank, and general ledger accounts per bank account. Using the house bank ID and the bank types (tip: Use appropriate abbreviations for the house bank ID and bank type - it simplifies the situation for yourself and other users), the payment program determines the banks to be used. FI300 Page 79

80 Bank Master Data (3) 80 NOTES: Bank master data can be created four ways: When entering bank information in the customer or vendor master record, or in the Customizing for house banks Using the Create Bank transaction in the Accounts Receivable/Payable master data menu The 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 organizations. The bank directory should be updated regularly. Customers that use the lockbox function can create a batch input session that automatically updates customer banking information in the master record. When you enter bank details in the customer and vendor master record, you can access banks already created in the bank directory. Then you only have to enter the bank country and the bank key; the name and address of the bank are determined automatically. In the customer/vendor master record, the field.bank Type. is used to distinguish between different banks. When processing invoices, if the customer/vendor has more than one bank, the user can choose a bank by using the matchcode in the partner bank field. FI300 Page 80

81 Bank Accounts (1) 81 NOTES: Each bank account is reflected in the SAP System by a combination of house bank ID and account ID. This combination is entered in a G/L account that represents the bank account in the general ledger. FI300 Page 81

82 Bank Accounts (2) 82 NOTES: You must also define bank accounts that are managed at the house banks. 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 relevant G/L account. 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. FI300 Page 82

83 Exercise 6 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 83 NOTES: FI300 Page 83

84 Unit Summary - Master Records 1 You should now be able to: Define and use a chart of accounts Describe the structure of a general ledger account Control the format of a general ledger account Name and describe different types of general ledger accounts Create, maintain, and control general ledger accounts Describe how you can change several general ledger accounts at the same time Explain the advantages and disadvantages of group and country charts of accounts 84 NOTES: FI300 Page 84

85 Unit Summary - Master Records 2 Describe the structure of customer and vendor accounts Discuss the similarities and differences between general ledger and customer and vendor accounts Control and maintain customer and vendor accounts Explain relationships between customer and vendor accounts Maintain bank master data Define house banks Create accounts at your house banks Maintain the links between bank and G/L accounts 85 NOTES: FI300 Page 85

86 86 NOTES: FI300 Page 86

87 Unit 3 Document Control NOTES: FI300 Page 87

88 Document Control Overview Document Structure Posting Periods Posting Authorizations Simple Documents in mysap ERP Financials 88 NOTES: FI300 Page 88

89 Document Control After completing this unit, you will be able to: Classify mysap ERP FI documents Display mysap ERP FI documents Describe the structure of mysap ERP FI documents Open and close posting periods Open and close posting periods differently for different account types Define the amounts that specific groups of accounting clerks are allowed to post Assign users to a tolerance group for highest amounts Post simple documents in mysap ERP FI 89 NOTES: FI300 Page 89

90 mysap ERP FI Document 90 NOTES: The client requires that each item in the authorized expense account has a detailed description that justifies the expense. The mysap ERP System works according to the document principle: A document is saved for every posting. The document remains as a complete unit in the system until it is archived. Every document is uniquely identified by the following fields: Document number Company code Fiscal year Documents in mysap ERP Financials include the following: A document header (information that applies to the entire document) Between 2 and 999 document items (information that applies to the line items) If you post documents via the Accounting interface (for example, from Sales order Management, Purchasing Management, or other applications), this results in items in the mysap ERP Financials document that are identical in almost all of the fields. FI300 Page 90

91 Document Types 91 NOTES: The document type controls the document header and is used to differentiate the business transactions to be posted, for example, customer invoices, vendor payments, and so on. Document types are defined at client level and, therefore, are valid for all company codes. The standard system is delivered with document types that can be changed or copied. Document types define the following: Number ranges for document numbers Account types permitted for postings Document types also define the following: The field status of the fields Document Header Text and Reference Number in the document header Whether invoices are posted with the net procedure In the procedure recommended by SAP for storing original documents, the document type controls document storage. Always store the original documents under the number of the system document. If the original document has an external number: Enter the external number of the original document into the Reference Number field in the header of the system document Note the number of the system document in the original document FI300 Page 91

92 Important Standard Document Types 92 NOTES: 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 mysap ERP billing system, you need one of the following document types: RV, the default document type for SD billing documents (customer invoices) RE, 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 mostly the document type ZP for its automatic postings. FI300 Page 92

93 Document Number Ranges 93 NOTES: The document number range defines the number range for the document numbers that are to be assigned. These number ranges must not overlap. Internal number assignment: The system saves the last document number used from the number range in the field Current Number and as the next document number, assigns the number following the current number. External number assignment: The user enters the number of the original document, or the number is assigned automatically from another system. The numbers are usually not used in sequence and therefore the system cannot store a current number (example 02). The numbers may be alphanumeric. The document number range must be defined for the year in which it is used. There are two options: Up to a future fiscal year: At the beginning of a new fiscal year, the system uses the number following the current number as the next number. It does not restart at the first number of the number range. For each fiscal year: At the start of a new fiscal year, the system starts again with the first number of the number range. This helps to ensure that the number range is sufficient. One number range can be assigned to several document types. You can copy the intervals of document number ranges from one company code to another, or copy intervals from one fiscal year to another. You can use report RFBNUM00 to find gaps in the document number assignment. FI300 Page 93

94 Functions of the Posting Keys 94 NOTES: Like document types, posting keys are defined at client level. In addition to the above mentioned control functions, the posting key specifies the following: Whether the line item is connected to a payment transaction or not. This information is required for analyzing the payment history and creating payment notices. Whether the posting is sales-relevant and the sales figure of the account is to be updated by the transaction, for example, by the posting of a customer invoice. Posting keys have been enhanced with the new Enjoy SAP functions. In the standard transactions, posting keys are labeled.debit. and.credit.. In Customizing, mysap ERP delivers the following default values: For G/L account posting: "Debit" is posting key 40, "credit" is posting key 50. For customer invoices: "Debit" is posting key 01, "credit" is posting key 50. For vendor invoices: "Credit" is posting key 31, "debit" is posting key 40. FI300 Page 94

95 Document Field Status 95 NOTES: 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 the field status. As a general rule, you customize the account-specific field status for general ledger accounts. For customer and vendor processing, you customize the field status specific to 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 to this rule: If business areas are used, the business area field must be ready for input. It is activated by enabling business area financial statements for the company code. You can only use the field status to define whether the field is a required or an optional entry field. Entries in tax fields are only possible if the general ledger account is relevant for tax. The field status Hide cannot be combined with the field status Required entry. This combination causes an error. FI300 Page 95

96 Field Status Groups 96 NOTES: For each group of general ledger accounts, for example, cash accounts, expense accounts, you have to define the status of every document entry field. When using these G/L accounts, should the text field for document entry be a required field, an optional field, or a hidden field? Will the cost center field be required, hidden, or optional for document entry when using these G/L accounts? And so on. This information is divided into field status groups for each group of G/L accounts. You assign field status groups to the respective general ledger accounts in the general ledger account master records. The field status groups are summarized in 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, you assign the same field status variant to all of your company codes so that the same field status information applies across company codes. mysap ERP delivers a standard set of field status groups. We recommend you copy the standard delivered field status groups and modify them as necessary. If a document is posted to a subledger account, the field status group of the reconciliation account is used. FI300 Page 96

97 Standard Posting Keys 97 NOTES: SAP recommends that you use the standard posting keys delivered. If you change them or define new posting keys, all tables containing a reference to these keys must also be updated. Posting keys for assets and materials may only be used if the corresponding SAP components are installed. By changing the field status definitions of posting keys and the field status group, the field status can be made transaction-dependent and account-dependent. Since the subledger accounts do not have a field status group, differentiation in the subledger postings is mainly made via different posting keys. Therefore, there are a lot of posting keys for subledger accounts. In general ledger postings, differentiation is mainly made via different field status groups. Therefore, only two posting keys (40 and 50) are needed for general ledger postings. FI300 Page 97

98 Exercises 7-8 E7: Check your knowledge of document types and number ranges Create a document type and a number range Check the assignments of number ranges to document types E8: Check your knowledge about posting keys and document field status Create a field status group and assign it to an account 98 NOTES: FI300 Page 98

99 Posting Periods 99 NOTES: Posting periods are defined in the fiscal year variant. To prevent documents from being posted to an incorrect posting period, you can close certain posting periods. Usually the current posting period is open and all other periods are closed. At the end of a period this period is usually closed and the next period is opened. You open a posting period by entering a range in the posting period variant that encompasses this period. You can have as many posting periods open as desired. During period closing, you open special periods for closing postings. During closing, two period intervals must be open at the same time. Therefore, two period intervals can be entered in the posting period table. FI300 Page 99

100 The Posting Period Variant 100 NOTES: Several company codes can use the same posting period variant. For all company codes assigned, the posting periods are opened and closed simultaneously. This simplifies the period maintenance. FI300 Page 100

101 Period Checks per Account Type 101 NOTES: In the document header, the periods assigned to the account type + are checked. This is the first check. Therefore the account type + must be open for all periods that are supposed to be open for any other account type. The posting period variant must contain at least the account type +. If the posting periods for different account types are all to be handled in the same way, the control via the + entry is sufficient. Posting periods can be handled differently for different account types, that is, for a certain posting period, postings to customer accounts may be permitted while postings to vendor accounts may not. At the line item level, the system checks the account type of the posting key to ensure that the period is open for the assigned account type. The account interval always contains G/L accounts. By entering certain reconciliation accounts behind subledger account types, these subledger accounts can be treated differently to accounts that have a different reconciliation account. FI300 Page 101

102 Two Period Intervals 102 NOTES: During closing, two period intervals must be open at the same time. Therefore, two period intervals can be entered in the posting period table. An authorization group may be assigned to the first period interval. Then, only users belonging to this authorization group have the permission to post in the first period interval. It makes sense to use the first range for the special periods and authorize only the accountants involved in closing to post in the special periods. The user must have the authorization for the authorization object F_BKPF_BUP (Accounting document: Authorization for posting periods), whereby the value in the authorization group field must be the same as the value in the posting period table. FI300 Page 102

103 Determination of Posting Periods during Posting 103 NOTES: 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 posting period determined is entered in the document and the transaction figures for this posting period are updated. If you display the balance of an account, the transactions figures for the posting periods are displayed. FI300 Page 103

104 Exercise 9 Check your knowledge of posting period variants Create a posting period variant and assign it to your company code 104 NOTES: FI300 Page 104

105 Posting Authorizations 105 NOTES: In tolerance groups you can enter upper limits for the following: Total amount per document Amount per customer/vendor item Cash discount a user with this tolerance group is able to grant The currency is the local currency of the company code. FI300 Page 105

106 Assigning Posting Authorizations 106 NOTES: 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 that 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. FI300 Page 106

107 Exercise 10 Create tolerance groups Assign a tolerance group to your user 107 NOTES: FI300 Page 107

108 Simple Postings in mysap ERP FI 108 NOTES: The mysap ERP Financials Accounting module uses one posting transaction for several different postings, for example: G/L account postings Customer invoice postings Customer credit memo postings Vendor invoice postings Vendor credit memo postings FI300 Page 108

109 Simple Postings in mysap ERP FI: Header and 1st Item 109 NOTES: The design of the posting transaction for entering documents in vendor, customer, and G/L accounts has been changed to enable the user to make postings quicker and easier, with as little training as possible. The new single screen transactions display the most important input fields on one screen. You enter the general data for the posting document on the screen in the document header, for example, invoice and posting date, text, and so on. For entering invoice and credit memos received, you can define a document type for each transaction, which then appears as a general default value. You can overwrite this proposed document type at any time as long as the document type field is ready for input during document entry. If you do not define a document type, the system proposes standard document types; for example, KR for entering vendor invoices. The important input fields are in the foreground on a tab page and the fields used less frequently are on the subsequent tab pages. With customer and vendor invoices, you enter the business partner account data in this section together with the invoice or credit memo amount. When you then choose Enter, the business partner master data is also displayed alongside the account name, address, and bank details. You can display an open item list by pressing the Open Items button. In addition to the header and item data (see next graphic), the entry screen also contains an information area where you can see the display balance. Via the button Tree, you can access screen variants, account assignment templates, and held document that you can select as templates. Users can navigate from a tree structure on the left hand side of the screen. FI300 Page 109

110 Simple Postings in mysap ERP FI: Additional Line Items 110 NOTES: Enter the additional line items for the document in the table in the bottom section of the screen. The account name appears once you have made and confirmed your entries. You can select different fields or columns and change the size and sequence of the columns and fields. You can also copy line items. At the top of the screen, you can select from Park, Post, or Hold, to complete the document entry transaction once the balance is zero. You can still use the standard transaction for entering postings. For complex postings you can access the complex posting transaction via the menu. You cannot return to the initial screen from this complex posting transaction. You can enter an explanatory text for the line item. This item text can be used internally and externally. If you want to use the texts for external purposes, for example, in correspondence, dunning notices, payment advice notes, and so on, enter a * in front of the text (the * is removed for the printout). In Customizing, you can define text templates under a four digit key - these text templates are copied into the line item when you enter the relevant key in the text field during document entry. FI300 Page 110

111 Exercise 11 Post simple documents in Financial Accounting 111 NOTES: FI300 Page 111

112 Unit Summary - Document Control You should now be able to: Classify mysap ERP Financials documents Display mysap ERP Financials documents Describe the structure of mysap ERP Financials documents Open and close posting periods Open and close posting periods differently for different account types Define the amounts that specific groups of accounting clerks are allowed to post Assign users to a tolerance group for highest amounts Post simple documents in mysap ERP Financials 112 NOTES: FI300 Page 112

113 Unit 4 Posting Control NOTES: FI300 Page 113

114 Posting Control Overview Default Values Change Control Document Reversal Cross-Company Code Transactions 114 NOTES: FI300 Page 114

115 Posting Control After completing this unit, you will be able to: Define default values Configure user-specific default values Determine default values in the system and the configuration Explain the rules governing changes to documents Change documents Analyze changes to documents Reverse documents Find reversal reasons in Customizing Explain cross-company code transactions Post cross-company code transactions 115 NOTES: FI300 Page 115

116 Default Values for User Settings 116 NOTES: Parameter IDs allow users to set default values for fields whose value does not change very often, for example, company code, currency. When you execute the transaction, these values appear in the corresponding fields automatically. You therefore do not have to enter these values manually and can prevent input errors. Using the editing options, you can configure your screens for the following areas: Document entry: Users can.hide. fields that may not be relevant for their work, such as foreign currency or cross-company code business transactions. You can also use special editing options for the single screen transactions. Document display: Using the List Viewer, the user can select different display options for displaying documents. Open items: Users choose line layout displays and posting options for processing open items, that is, users can enter the amount of a partial payment or the balance of the new open item. When users log onto mysap ERP, their user ID has specific properties, that is, logon language, date formatting, decimal notation, that apply to him throughout the system. Users can also set a default printer for themselves. You can simplify the work for user maintenance by first creating a dummy user and maintaining the values in accordance with the accounting requirements and then copying this user. FI300 Page 116

117 System and Accounting Defaults 117 NOTES: The system provides you with basic default values for document entry. For example, during document entry, the current data is proposed as the posting date. If you have already entered a document, for the next document, the system proposes the company code that you entered in the last document. The system uses the document principle : The balance of a document must be zero before it can be posted. To enter the different business transactions in accounting, the system offers you predefined document types and posting keys in the configuration. For example, a vendor invoice has document type KR, the credit posting is carried out with posting key 31. In the system, you can control whether the fiscal year is proposed when you display or change documents. In company codes with (mostly) year-specific document number assignment, it is helpful if the fiscal year is proposed - the system then proposes the document number of the last document processed and the relevant fiscal year. You can also have the CPU date proposed as value date. At company code level, enter the maximum difference permitted between the exchange rate in the document header of a business transaction and the exchange rate in the exchange rate table. If the system determines that this percentage maximum difference has been exceeded, it issues a warning message. In this way, incorrect entries can be recognized and corrected in time. FI300 Page 117

118 Exercise 12 Explain the source of default values Define default values. 118 NOTES: FI300 Page 118

119 Changing Documents 119 NOTES: Users can change documents that have already been posted. However, based on different rules, only certain fields can be changed. These rules can either be predefined by the system or be user-specific. Certain fields in both the document header and the line items can be changed. Document header: Only the reference number and text fields can be changed Line items: The system does not permit 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: The field that was changed The new and old values The user who made the change The time and date of the change FI300 Page 119

120 Document Change Rules 120 NOTES: You can differentiate between document change rules according to the following criteria: Account type: The account type allows users to define rules for customer, vendor, or G/L accounts. Transaction class: Transaction classes are only used for special G/L transactions for bills of exchange and down payments. Company code: If the field is blank, the rule applies to every company code. The conditions for changing a field are predefined. You can change them as follows: The posting period is still open The line item is not yet cleared The line item is either a debit in a customer account or a credit in a vendor account The document is not a credit memo for an invoice The document is not a credit memo from a down payment You can display document changes for all documents with report RFBABL00. In this report you have selection options including the company code, the document numbers, the fiscal year, the change date, and the user name of the person making the change. FI300 Page 120

121 Exercise 13 Apply the rules for changing documents 121 NOTES: FI300 Page 121

122 Reverse Documents 122 NOTES: Users can make errors when they enter documents. As a result, the document created contains incorrect information. In order to log the adjustments, the incorrect document must first be reversed. The document can then be re-entered correctly. The system provides a function to reverse G/L, customer, and vendor documents both individually or in a mass reversal. A document can be reversed by: Normal reversal posting Negative posting When you reverse a document, you have to enter a reversal reason that explains the reversal. The reversal reason also controls whether the reversal date is allowed to be different to the original posting date. Documents with cleared items cannot be reversed. The document must first be reset. FI300 Page 122

123 Normal Reversal Posting, Negative Posting 123 NOTES: The normal reversal posting causes the system to post the incorrect debit as a credit and the incorrect credit as a debit. The normal reversal posting therefore causes an additional increase in the transaction figures. The negative posting also posts the incorrect debit as a credit and the incorrect credit as a debit. This time the posted amount is not added to the transaction figures, but is subtracted from the transaction figures 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 normal reversal posting to reverse documents. The following prerequisites must be fulfilled to enable negative postings: The company code permits negative postings The reversal reason must be defined for negative reversal. Negative postings can also be used to perform transfer postings of incorrect 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 explicitly allows negative postings. FI300 Page 123

124 Exercise 14 Reverse documents Configure your company code to allow negative postings 124 NOTES: FI300 Page 124

125 Cross-Company Code Transaction (1) 125 NOTES: A cross-company code transaction involves two or more company codes in one business transaction. Examples: One company code makes purchases for other company codes (Central Procurement) One company code pays invoices for other company codes (Central Payment) One 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 creates and posts a separate document in each company code involved. FI300 Page 125

126 Cross-Company Code Transaction (2) 126 NOTES: In order to balance debits and credits within these documents, the system generates automatic line items which are posted to clearing accounts, for payables or receivables. The documents which belong to one cross-company code transaction are linked by a common cross-company code transaction number. You can use report RFBVOR00 to display cross-company code transactions. FI300 Page 126

127 Central Procurement (Example) 127 NOTES: A vendor delivers goods to company code 1000 and other goods to company code 2000, but sends only one invoice for all the goods 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 expense in company code The clearing postings and the tax postings are created automatically. The tax is not distributed between the company codes according to their expenses. Therefore, this function 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 item. Therefore, to ensure that the tax is posted to the same company code as the invoice, the invoice item must always be entered first. Certain countries. tax regulations (for example, 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. You can do this using report RFBUST10. FI300 Page 127

128 Clearing Accounts 128 NOTES: Clearing accounts must be defined in every company code before a crosscompany 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 (for example, three company codes need 3*2= 6 clearing accounts). To reduce the number of clearing accounts, you can use just one company code as the clearing company code. In this case, you only have to assign clearing accounts to every combination of the clearing company code and the other company codes, (that is three company codes need 2*2= 4 clearing accounts). Posting keys must be assigned to the clearing accounts to identify their account types. FI300 Page 128

129 Cross-Company Code Document Number 129 NOTES: 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 fiscal year. It is stored in the document header of all of the documents created for a complete audit trail. Cross-company code documents can be reversed: To do this, use the reversal function for cross-company code transactions. FI300 Page 129

130 Exercise 15 Configure your company code to perform cross-company code transactions Post a cross-company code transaction 130 NOTES: FI300 Page 130

131 Unit Summary - Posting Control You should now be able to: Define default values Configure user-specific default values Determine default values in the system and the configuration Explain the rules governing changes to documents Change documents Analyze changes to documents Reverse documents Find reversal reasons in Customizing Explain cross-company code transactions Post cross-company code transactions 131 NOTES: FI300 Page 131

132 132 NOTES: FI300 Page 132

133 Unit 5 Clearing NOTES: FI300 Page 133

134 Clearing Overview Clearing Open Items Incoming and Outgoing Payments Payment Differences Exchange Rate Differences 134 NOTES: FI300 Page 134

135 Clearing After completing this unit, you will be able to: Explain the clearing process Clear an account Post with clearing Post incoming and outgoing payments Reset clearing Post payment differences Describe tolerance groups and their role for posting payment differences Post partial and residual payments Create and use payment difference reason codes Explain the system treatment of exchange rate differences 135 NOTES: FI300 Page 135

136 Open Item Clearing 136 NOTES: Open items are incomplete transactions, such as invoices that have not been paid. For a transaction to be considered as completed, it must be cleared. A transaction is cleared when a clearing posting has been carried out for an item or group of items, so that the resulting balance of the items is zero. Documents with open items cannot be archived and stay in the system until all open items are cleared. Example for posting with clearing: An invoice is posted to a customer account. This invoice is regarded as an open item because at this point it is unpaid. The customer pays the invoice and the payment is assigned to the open item. The invoice is cleared with the payment and the resulting balance is zero. Example for account clearing: Manually clearing an open invoice with a related credit memo and payment on account. A clearing transaction always creates a clearing document. FI300 Page 136

137 Post with Clearing 137 NOTES: When you use the "posting with clearing" function, enter the clearing document amount and then select the open items that are to be cleared. If the total amount of selected open items equals the amount of the clearing document, the system clears the open items by creating one or more clearing items. If the total amount of selected open items does not equal the amount of the clearing document, the system allows you to post the difference. Posting with clearing can be carried out for several accounts, account types, and for any currency simultaneously. You can carry out the posting with clearing transaction manually or automatically using the automatic payment program. FI300 Page 137

138 Account Clearing 138 NOTES: Using the account clearing function, choose those open items from an account that balance to zero. The system marks them as cleared and creates a clearing document. The clearing document number and the clearing date is entered in the cleared items. The clearing date can be the current date or a date that the user determines. The account clearing function works for any accounts managed on an open item basis in the general ledger and the subledgers. Since most of the time postings do not have to be made to clear items within an account, the clearing document usually contains no line items. However, if the items to be cleared belong to different business areas, the system may have to carry out clearing postings to balance the business areas to zero. The account clearing transaction may be performed manually or automatically using the clearing program. FI300 Page 138

139 Automatic Clearing Program 139 NOTES: The user can clear open items for general ledger and subledger accounts with the automatic clearing program. The program groups items from an account together where they have the same entries in the following fields: Reconciliation account number Currency Special G/L indicator Five freely defined criteria from document header or line item, for example, assignment field, reference number, and so on. If the balance, in local currency, of the items within a group is zero, the system automatically clears them and creates clearing documents. All accounts requiring automatic clearing must be defined in Customizing. The automatic clearing program does not clear: Noted items Statistical postings and certain special G/L transactions (down payments and bills of exchange) Items with withholding tax FI300 Page 139

140 The Assignment Field as Sort Field 140 NOTES: The assignment field of a line item is filled automatically 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 the purchase order number in the business partner master record, then the assignment field in the business partner line item is filled with the purchase order number. However, if the sort key is set to the cost center in a general ledger master record, then the assignment field in the general ledger line item is filled with the number of the cost center when that G/L account is used. The line item sorting in the line item display and clearing functions is based on the assignment field. An application example: When an invoice is posted in Sales order Management, an accounting document is created in Financial. The accounting document has a document number that is normally different to the number of the Sales order Management invoice. You can use the reference and the assignment to trace which document in Sales order Management the accounting document is based on. The reference and the assignment in the Financial invoice are copied from the reference and the assignment in the Sales order Management billing document. You can define which numbers (purchase order, order, delivery, or billing document number) are copied into the Sales order Management document as reference and assignment and then transferred to Financial Accounting. You can then use these fields as selection criteria in Financial Accounting. FI300 Page 140

141 Exercise 16 Explain both options for clearing open items Clear an account 141 NOTES: FI300 Page 141

142 The Manual Payment Process 142 NOTES: A manual payment is a transaction that clears an open item, typically an invoice, by manually assigning a clearing document. 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: Data is entered in the document header. Open items are selected to be cleared. The transaction is saved. FI300 Page 142

143 Document Header - Payment Header 143 NOTES: The data entered in the document header is similar to the data entered when posting invoices. The document header consists of three sections: The payment header, the bank data, and the open item selection. Enter the following information in the payment header section of the document header: Enter the document date. This is the date on the physical document. The system proposes the document type dependent on the transaction called. If the company code is not proposed, you have to enter it. The period specifications include the posting date and the posting period. The current date is defaulted as the posting date and the posting period is derived from the posting date. The currency specifications include the currency code, the exchange rate and the date for currency translation. If no exchange rate or translation date is entered, the exchange rate from the exchange rate table on the posting date is used. Any references needed to identify the incoming payment may be entered in the reference document number, document header text, and clearing text fields. FI300 Page 143

144 Document Header - Bank Data 144 NOTES: Enter the following bank data in the next section of the document header: The account is a general ledger account used for incoming or outgoing payments. The payment amount is the total payment amount. The bank may charge bank charges for its services, and these are posted automatically to a special expense account. With incoming payments, the system adds the bank charges to the payment amount to form the clearing amount. With outgoing payments, it subtracts the bank charges from the payment amount to determine the clearing amount. The value date is the date used to evaluate the position in Cash Management. It may be defaulted by the system. The text is an optional description of the item. Start the line with * to enable the text to be printed on correspondence. You can also work with text templates - the user can select an entry from a list of standard texts. The assignment number is either created by the system or you can enter it manually. FI300 Page 144

145 Document Header - Open Item Selection 145 NOTES: Enter the following open item selection data in the next section of the document header: Account and account type: In this area, Account refers to the account number of the business partner and the account type for this account. The account and account type are required to determine the account that contains the open items. Normal open items and/or special G/L transactions: You can select normal open items and/or special G/L transactions for processing. Payment advice note number: You can use the number of a payment advice note (either entered manually or created by the system) to select the open items. Other accounts: You can select other accounts in FI to process their open items at the same time. Additional selections: You can use additional selection criteria defined in the configuration to select open items. You can use Distribute by Age or Automatic Search to speed up the selection process. FI300 Page 145

146 Process Open Items 146 NOTES: The next screen lists all of the unassigned, open items. These could be payments, debit or credit memos, or invoices. Depending on your settings all of the items can be active or inactive. The first step in processing open items is to activate the required line items before you can assign a payment. The amount entered is assigned to the appropriate line items and their cash discount. There are several options for activating or deactivating line items: Selection of editing options for open items: Select Selected Item Initially Inactive. Double click on the amount. Selection from action menus and function keys: There are different menus and keys available. You can post the document if the amount entered is the same as the amount assigned. The cash discount granted is determined by the terms of payment of the line item. The cash discount is taken into consideration for calculating the assigned amount. You can change the cash discount by overwriting the absolute cash discount or by changing the cash discount percentage rate. It must not exceed the limits set in the tolerances. FI300 Page 146

147 Posting the Payment 147 NOTES: You can then check the document you have entered. Via Document Simulate you can display all of the items including those created automatically. If the debits and the credits agree, you can post the complete document. If you subsequently discover that the document contains an error that has to be corrected, reset the cleared items and then reverse the document. You then have to re-enter the original posting correctly. FI300 Page 147

148 Automatic Postings for Clearing Open Items 148 NOTES: If necessary, the system carries out automatic postings during clearing. We have already seen the configuration for most of these automatic postings in previous lessons. You can enter bank charges when you enter the bank data; they are automatically posted to the G/L account. In order to perform cross-company code payments you have to assign a clearing transaction (either Incoming Payment or Outgoing Payment ) to the combination of paying company code and the company code for which the payment is being made. Then, when you select open items, open items are displayed from each company code. FI300 Page 148

149 Resetting Clearing 149 NOTES: Users can reset clearing for individual documents. When you reset clearing, the clearing data is removed from the items. The changes are logged and can be displayed in change documents. In Accounts Receivable, the payment history and the credit limit are corrected, if applicable. FI300 Page 149

150 Exercise 17 Post an incoming payment with cash discount 150 NOTES: FI300 Page 150

151 Tolerance Groups 151 In NOTES: FI there are three types of tolerances: 1. Employee tolerance group Upper limits for posting transactions. Permitted payment differences 2. G/L account tolerance Permitted payment differences (for example, for automatic clearing procedures). 3. Customer/vendor tolerance groups Clearing transactions Permitted payment differences Posting residual items from payment differences Tolerances for payment advice notes You have to carry out two steps to use tolerance groups: 1. Group definition The tolerance group is defined by a group key, company code, and a currency code. The group key is a four character alphanumeric key. The key (BLANK) is the standard tolerance group and is required as the minimum tolerance group. 2. Group assignment Employee tolerance groups may be assigned to employees. G/L account tolerance groups may be assigned to G/L account master records. Customer/vendor tolerance groups may be assigned to a customer or vendor master record. If no tolerances are assigned, the default tolerance group (blank) applies. FI300 Page 151

152 Permitted Payment Differences 152 NOTES: 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 unauthorized customer deductions. The system takes the entries in both groups into account during clearing. The payment difference has to be within both tolerances to be handled automatically, for example: A payment difference has to be lower than 3.00 and 2.00 currency units to be written off automatically as a cash discount adjustment. A payment difference has to be lower than and currency units as well as lower than 2.5% and 2.0% of the open amount to be written off automatically as an unauthorized deduction. The.lower. of the two tolerances always applies: For an open amount of 1,000 currency units, that would be an unauthorized customer deduction of 20 currency units; for an open amount of 100,000 currency units that would be an unauthorized customer deduction of 100 currency units. The entries in the tolerance groups are always in local currency. FI300 Page 152

153 Payment Differences 153 NOTES: A payment difference normally occurs during the clearing of an open item. The difference is then compared to the tolerance groups of the employee and the customer/vendor and is handled accordingly. Within tolerances Automatically posted as either cash discount adjustment or unauthorized deduction Outside tolerances Processed manually FI300 Page 153

154 Processing Payment Differences 154 NOTES: If the payment difference is immaterial, it may be processed automatically by allowing the system to adjust the cash discount up to certain amounts or to write 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, you can allow an adjustment of the cash discount (within defined limits), so that the employee has the authorization to make the adjustment. If the payment difference is too high to be immaterial, it must be processed manually: The payment may be posted as: Partial payment The payment difference may be posted as a residual item The payment difference can be posted to an account assigned to a reason code or written off by manually entering a new posting item. Payment on account FI300 Page 154

155 Partial and Residual Payments 155 NOTES: If the payment difference is outside of the tolerances it has to be processed manually. The user can: Post the payment as a partial payment, where all the documents remain in the account as open items Post the payment difference as a residual item, whereby only the residual item remains in the account and the original document and the payment are cleared. A new document number is created with reference to the original documents. Post the payment difference to a different account as a difference posting using reason codes and automatic determination. Write off the difference (manual account assignment) The customer/vendor tolerance groups contain entries that control the residual items. These specify: Whether the terms of payment of a residual item are the same as those of the cleared item or whether the terms of payment are fixed Whether cash discount is granted only partially and not for the whole amount By specifying a dunning key, whether the residual item has a maximum dunning level or is printed separately If you know the reason for a payment difference, you can enter a reason code. FI300 Page 155

156 Reason Codes 156 NOTES: Reason codes are used to describe the reason for the payment difference. To assign more than one reason code to a payment difference, click on Distribute Difference. Reason codes can be assigned to: Difference postings Partial payments Residual items The reason code can be used to analyze and post-process payment differences. Additional optional functions are: Control of the type of payment notice which is sent to the customer Control the account where a residual item is posted Automatic posting of a residual item to a specified G/L account. Exclusion of residual items from credit limit checks because they are disputed FI300 Page 156

157 Exercise 18 Enter a partial payment Create a reason code for damaged goods Post an incoming payment with cash discount and a reason code 157 NOTES: FI300 Page 157

158 Realized Exchange Rate Differences 158 NOTES: When clearing open items in a foreign currency, exchange rate differences may occur due to fluctuations in exchange rates. The system posts these exchange rate differences automatically as realized gains or losses. The system posts the differences automatically to the revenue/expense account for exchange rate differences that you defined during configuration. This prevents incorrect postings. The realized difference is stored in the cleared line item. Exchange rate differences are also posted when open items are valuated for the financial statements. These exchange rate differences from valuation are posted to another exchange rate difference account and to a financial statement 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 realized exchange rate differences. FI300 Page 158

159 Account Determination 159 NOTES: All reconciliation accounts and all G/L accounts with open item transactions in foreign currency must be assigned revenue/expense accounts for realized losses and gains. One gain/loss account can be assigned: To all currencies and currency types Per currencies and currency type Per currency Per currency type FI300 Page 159

160 Exercise 19 Explain the basics of exchange rate differences 160 NOTES: FI300 Page 160

161 Unit Summary - Clearing 1 You should now be able to: Explain the clearing process Clear an account Post with clearing Post incoming and outgoing payments Reset clearing Post payment differences 161 NOTES: FI300 Page 161

162 Unit Summary - Clearing 2 Describe tolerance groups and their role for posting payment differences Post partial and residual payments Create and use payment difference reason codes Explain the system treatment of exchange rate differences 162 NOTES: FI300 Page 162

163 Unit 6: Cash Journal NOTES: FI300 Page 163

164 Unit Objectives After completing this unit, you will be able to: Create a cash journal and assign it to a general ledger account Explain business transaction categories Create business transactions Save and post business transactions in the cash journal 164 NOTES: FI300 Page 164

165 Lesson: Cash Journal Configuration Create a cash journal and assign it to a general ledger account Explain business transaction categories Create business transactions 165 NOTES: FI300 Page 165

166 Cash Journal Assignment 166 NOTES: The cash journal is a tool for managing cash that was offered with R/3 release 4.6. It supports posting cash receipts and payments. With this tool you can: Create a separate cash journal for each currency Post to customer, vendor, and general ledger accounts Run several cash journals in each company code Choose a random number for cash journal identification (a four-digit alphanumeric key) FI300 Page 166

167 Setting Up the Cash Journal 167 NOTES: To set up a new cash journal for a company code, you have to enter the appropriate values for the following fields: The company code in which you want to use the cash journal The four digit cash journal identification and name The G/L accounts to which you want to post the cash journal business transactions The currency in which you want to run the cash journal The document types for: G/L account postings Outgoing payments to vendors Incoming payments from vendors Outgoing payments to customers Incoming payments from customers FI300 Page 167

168 Business Transaction Types Within the cash journal you process different transactions that you have to set up beforehand using business transaction categories. 168 NOTES: Below are standard business transaction categories and their postings: Expense (E) Expense/Cash desk Revenue (R) Cash desk/revenue Cash transfer: From cash journal to bank (B) Bank/Cash desk From bank to cash journal (C) Cash desk/bank Accounts receivable (D) Customer payment receipt Cash office / customer Customer outgoing payment Customer / cash office Accounts payable (K) Vendor payment issue Vendor / cash office Vendor incoming payment Cash journal/vendor FI300 Page 168

169 Creating Business Transactions You can define new business transactions for the cash journal in two places: In the cash journal itself or in the Implementation Guide (IMG). 169 NOTES: When you give the business transaction a name, you can base it on the type of business transaction. For example, for the business transaction for creating postings to cash sales, you could assign the name "Cash Sale". To create a business transaction, make the following settings: The company code in which the business transaction should be created The type of business transaction (note: You cannot make entries in the "G/L Account Number" field for the cash journal business transactions D and K) Specify tax codes for the business transactions E (Expense) and R (Revenue) For business transaction categories E, R, C, and B, you can set and indicator to enable the general ledger account for the business transaction to be changed when the document is entered. In this case, the general ledger account is only a default value. For business transaction categories E and R, you can set and indicator to enable the tax code for the business transaction to be changed when the document is entered. If no tax code has been defined, you have to specify one (if required for the account) when you create the document. Once saved, the business transaction is assigned a number automatically. During document entry, the business transaction can be called up by its name or its number. You can set an indicator that blocks the business transaction for further postings. FI300 Page 169

170 Exercise 20 Create a G/L account for the cash journal Set up your cash journal 170 NOTES: FI300 Page 170

171 Lesson: Cash Journal Transaction Save and post business transactions in the cash journal 171 NOTES: FI300 Page 171

172 Posting Business Transactions in the Cash Journal 172 NOTES: The cash journal is one of the Enjoy business transactions that you can process on a single screen. On this screen, you can enter, display, and change cash journal entries. You can save cash journal entries locally in the cash journal subledger, and copy or delete them. The cash journal entries saved are posted to the general ledger, for example, at the end of the working day. You can also 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 Customizing. The follow-on documents that are posted as a result of cash journal entries are displayed. You can also copy and delete cash journal entries saved and display the deleted cash journal entries. From Release 4.6C, you can also enter checks in the cash journal. FI300 Page 172

173 Cash Journal Document with Document Split 173 NOTES: In the SAP system you can enter a cash journal document with a document split. In other words, a cash journal document can contain several items with different tax codes and/or account assignments relevant to cost accounting. When the cash journal document is forwarded to Financial Accounting, only one accounting document is therefore created. FI300 Page 173

174 Cash Journal Document with One-Time Account 174 NOTES: In the cash journal you can create a business transaction linked to a one-time account. If you use a one-time account in the cash journal, the dialog box for entering the one-time data is called automatically and the entries saved in the cash journal. FI300 Page 174

175 Exercises 21, 22, 23 E21: Post an incoming payment Control the balances calculated and displayed automatically Check the follow-on documents E22 Use the document split function in the cash journal E23 Post cash journal documents to one-time accounts 175 NOTES: FI300 Page 175

176 Unit Summary In this unit, you learned: How to create a cash journal and assign it to a general ledger account Business transaction categories How to create business transactions How to save and post business transactions in the cash journal 176 NOTES: FI300 Page 176

177 Unit 7 Logistics Integration NOTES: FI300 Page 177

178 Logistics Integration Overview Logistics - General Procurement Process 178 NOTES: FI300 Page 178

179 Logistics Integration After completing this unit, you will be able to: Describe the central mysap ERP objects in Logistics Describe how a basic procurement process is handled in mysap ERP Discuss the configuration of the account determination with the Purchasing management project team 179 NOTES: FI300 Page 179

180 Plants 180 NOTES: The most important organizational unit in Logistics is the plant. A plant must always be assigned to exactly one company code. FI300 Page 180

181 Valuation Levels -> Valuation Areas 181 NOTES: The valuation level can either be at the level of the company code or the plant. This setting is valid for the whole client. Once you have defined the valuation level you can no longer change it. If it is absolutely necessary to subsequently change the valuation level, contact your SAP consultant since this requires conversion of data. The valuation level defines the valuation area: If the valuation level is the company code level, then the valuation area is the company code. If the valuation level is the plant level, the valuation area is the plant. The valuation area controls material valuation postings: If the valuation area is the company code all plant stocks of a material are managed in a joint stock account. The unit price is identical for all plants. If the valuation area is the plant, the material stocks for each plant can be managed in different accounts. The price can be different for each plant. We recommend that you use valuation at plant level. FI300 Page 181

182 Views of the Material Master Record 182 NOTES: This graphic shows the views of the material master record and the levels at which they can be maintained. The views Accounting are maintained at valuation level, that is, either at plant or company code level. These views contain the data for the link to mysap ERP Financials. If parts of a material stock are to be valuated differently than other parts, you can use separate valuation. Each part of a material stock is assigned to a valuation type, and the views Accounting 1 + 2, which contain the valuation data, can be maintained differently for each valuation type. FI300 Page 182

183 Division 183 NOTES: The division is an organizational unit that is used in Sales Order Management to assign sales or profits from salable materials or services to areas of responsibility. In addition, the division is used for the automatic business area assignment for Logistics transactions in Financials. You assign each material to a division by entering the division in the material master record. FI300 Page 183

184 Exercise 24 Check your knowledge about mysap ERP objects that are important for both Logistics applications, Purchasing Management and Sales order Management. 184 NOTES: FI300 Page 184

185 Plant-Specific Purchasing 185 NOTES: Procurement for a plant is carried out by purchasing organizations which are assigned to the plant. Plant-specific purchasing A purchasing organization is assigned to only one plant. The purchasing transactions have to be posted in the company code that is assigned to this plant. One or more purchasing organizations can be assigned to one plant. FI300 Page 185

186 Company Code-Specific Purchasing 186 NOTES: Company Code-Specific Purchasing A purchasing organization is assigned to several plants that are all assigned to the same company code. For the purchasing transaction posting to happen automatically, the purchasing organization has to be assigned to this company code. FI300 Page 186

187 Group-Wide Purchasing 187 NOTES: Group-Wide Purchasing A purchasing organization is assigned to several plants that are assigned to different company codes. In this case the correct company code must be entered manually when the purchasing transaction is posted. The three organizational structures shown in the last three graphics can be combined as required. FI300 Page 187

188 Standard Three-Step Reconciliation 188 NOTES: The three-step reconciliation is the standard procedure for posting procurement transactions. The three steps are: 1. Purchase order This transaction takes place exclusively in Purchasing Management. Nothing is posted in mysap ERP Financials. 2. Goods receipt In order to update the inventory, a material document is created in Purchasing Management. Simultaneously an mysap ERP Financials document is created which posts the valuated goods to the material stock or consumption account (debit) and to a goods receipt/invoice receipt account (credit). 3. Invoice receipt The vendor invoice is posted in Purchasing Management and simultaneously an mysap ERP Financials document is created which posts the invoice amount to the Goods receipt/invoice receipt account (debit) and the vendor account (credit). The two last steps may be processed in reversed order depending on the sequence of incoming goods and incoming invoices. The goods receipt/invoice receipt (GR/IR) account is managed on an open item basis. It is used to ensure that a goods receipt exists for every invoice and vice versa. The document types of the mysap ERP Financials documents can be assigned in Customizing. FI300 Page 188

189 Procurement Cycle 189 NOTES: Determination of requirements: The department responsible can manually send a requirement for materials to the purchasing department using a purchase requisition. Determination of the source of supply: The system helps the buyer determine possible sources of supply. You can use the determination of the source of supply to create requests and then enter the quotations. You can also access existing purchase orders and conditions in the system. Vendor selection: The system simplifies the selection of vendors by making price comparisons between the various quotations. It automatically sends rejection letters. Purchase order processing: The system provides you with entry help when you are creating purchase orders. Purchase order monitoring: The buyer can monitor the processing status of the purchase order in the system. For example, you can determine at any time whether a goods receipt or invoice receipt has taken place for the corresponding purchase order item. The system also supports dunning procedures. Goods receipt: The system compares the goods receipt quantity with the purchase order quantity. Invoice verification: The system checks the vendor invoices for accuracy and content. Payment processing: The vendor payment normally takes place in Financial Accounting. FI300 Page 189

190 Purchase Order 190 NOTES: The purchase order is a formal request to a vendor to supply certain goods or services under the conditions stated. In the purchase order, you also define whether the material is to replenish your inventory or whether you need the material for immediate consumption (for example, cost center, asset, or project). The goods receipt and the invoice verification usually take place based on the purchase order. You can save time entering data if you create purchase order items with reference to an existing purchase order or purchase requisition, quotation, or contract. Hint: You can of course enter a purchase order in the system with no reference to previous transaction documents. When you enter purchase order data, the system suggests default values. For example, it suggests the ordering address and the payment and freight terms from the vendor master record. If a material master record already exists, the material short text and the material group are proposed from this master record. If there is already a purchasing information record in the system, the system copies a price proposal into the purchase order. You either send the purchase order to a vendor or carry out a stock transport order in another plant belonging to your company or group. FI300 Page 190

191 Structure of a Purchase Order 191 NOTES: The purchase order, just like other purchasing documents in the SAP System, consists of a document header and one or more items. The document header contains information relevant for the whole purchase order. For example, the document currency, the document date or the terms of payment. The item part of the document contains data that describes the material or services ordered. For each item, you can maintain additional information, for example, delivery schedule lines or item-specific texts. In a purchase order, you can procure materials or services for all plants connected to your purchasing organization. FI300 Page 191

192 Purchase Order Transactions - ME21N/ME22N/ME23N 192 NOTES: The purchase order transaction (ME21N) is a single screen transaction. This means that you can enter all relevant data on one central screen. The single screen transaction is divided into four screen areas: Header: Here you can enter all data that is relevant for the whole purchase order, for example, vendor address or the organizational levels. Item overview: Here you can enter your items and the most important data for them, for example, Material, Quantity, Price. Item detail: Here, if required, you can enter additional data for a certain item, for example, texts, account assignment specifications, and confirmations. Document overview: In the document overview, you can display different purchasing documents, for example, purchase orders, requests for quotations, and purchase requisitions. The personal settings enable you to take account of user-specific requirements. There is also a help function that you can display, just like the document overview. You can hide or display this help area. If you have accessed the help, you can work in the transaction at the same time. FI300 Page 192

193 Purchase Order Entry 193 NOTES: Before you start entering your purchase order data, you should maintain your personal settings (if you have not already made appropriate entries in your user parameters). There you can enter default values for the organizational data and the items, for example, the purchasing organization and the purchasing group. If you do this you do not have to enter these values for each purchase order. The personal settings have priority over the user parameters. Choose the purchase order type (1) and specify the vendors from whom you want to order (2). If the system cannot determine the organizational data from the default values or the user master record, you have to enter these manually in the header data (3). Now you can enter the individual items (4). To do this you have to specify the material, the required quantity, the required delivery date, and the price. You also have to enter the plant, for which the goods are being required at item level. If there is a purchasing information record for the material and the vendor, the net price is proposed from this record. If you have not entered a delivery date, this is calculated from the planned delivery time in the information record. When you subsequently save, the system assigns a number for the purchase order (5). FI300 Page 193

194 Goods Receipt 194 NOTES: If goods are delivered on the basis of a purchase order, it is very important for all departments that the goods receipt refers to this purchase order. When you enter the goods receipt, the system proposes all of the open items from the purchase order. This simplifies the entry and the goods receipt check. You can therefore check, for example, whether the correct material has been delivered in the correct quantity. The goods receipt posting with purchase order reference automatically updates the purchase order history for a purchasing document item. This enables the buyer to recognize outstanding deliveries and to send dunning notices if necessary. You can enter several goods receipt items for one purchase order item at once. This is useful, for example, if the material is delivered in batches or is distributed over several storage locations. The goods receipt data is entered in one single material document. When you post the goods receipt to the warehouse, the system creates a material document. It contains information about the material and quantity delivered. The storage location of the plant at which the material is stored is also noted in the document. If the goods receipt is valuated, an accounting document is also created. This document contains the accounting effects of the material movement. FI300 Page 194

195 Goods Movement - Transaction MIGO 195 NOTES: The goods movement transaction (MIGO), like the purchase order (ME21N), is also a single screen transaction. The subdivision into four screen areas (header data, item overview, item detail, document overview) and the navigation options are the same as for the purchase order. You can also maintain personal default values in this transaction by selecting Settings Default Values. You control whether you are entering a goods receipt, goods issue, return, or a cancellation via the transaction field. Which documents you can refer to when you are entering a goods movement or whether you need a reference at all depends on the transaction you select. If you use the document overview, make sure that this cannot be influenced by the user. The documents displayed in the overview are added automatically by the system. These are documents (purchase orders, orders, reservations) that you have referred to during posting of a goods movement and the material documents thus created. The document overview in transaction MIGO does not support a document search. If you do not know the number of a document, use the icon Find Document. To terminate processing in MIGO, you do not have to leave the transaction. Just choose Restart and you can start again. FI300 Page 195

196 Entry of Goods Receipt for Purchase Order 196 NOTES: The most important steps for entering the goods receipt are shown in the graphic. Choose Goods Receipt (1) as the transaction and Purchase Order (2) as the reference document. Before you enter the purchase order number, check the default value for the movement type (3). You can enter the purchase order directly or via the Search (binoculars) (4). When you choose Execute (5), the items are moved from the purchase order to the item overview. Enter the document date and the delivery note number in the header data (6). Then process the items. Select the items that were delivered with the OK indicator. If necessary, change the proposed quantity and enter the storage location (7). Finally post the goods receipt (8). FI300 Page 196

197 Invoice Receipt 197 NOTES: In Materials Management, the procurement process is completed by the invoice verification. Here, invoices and credit memos are entered and checked for accuracy. However, payment and evaluation of the invoices are not part of invoice verification. The relevant information is passed on to other departments. The invoice verification is the connection between Materials Management and external and internal accounting. When you enter an invoice with a reference to a purchase order, the system proposes data from the purchase order and the goods receipts for the purchase order, for example, vendor, material, quantity still to be invoiced, terms of payment, and so on. If there are variances between the purchase order or goods receipt and the invoice, the system warns the user, and depending on how the system is configured, blocks the invoice for payment. The posting of the invoice completes the invoice verification process. The purchase order history is updated. Financial Accounting initiates payment of the open invoice items. FI300 Page 197

198 Information in an Invoice 198 NOTES: In invoice verification, you first enter all the relevant data for the vendor invoice (gross amount, proportionate tax on sales/purchases, invoice date, and so on). The system checks this data in subsequent processing steps and compares it with data that already exists in the system (for example, purchase order document and goods receipt document). FI300 Page 198

199 Invoice Verification with Purchase Order Reference 199 NOTES: If possible, invoices should be posted with reference to a purchase order. The advantage of this is that the system proposes the order prices from the purchase order document and the goods receipt quantities from the existing goods receipts documents for the purchase order. You can also assign the invoice items to a purchase order via the number of the delivery note or bill of lading if these numbers have been entered in the goods receipt. If the invoice values exceed the expected values, the system can block the invoice for payment if the defined tolerances have been exceeded (if the invoice price is greatly different to the purchase order price). FI300 Page 199

200 Entry of Invoice for Purchase Order 200 NOTES: The most important steps for entering the invoice are: Choose the invoice transaction (1). In the document header, enter the document date, the invoice number of the vendor invoice (reference) the gross invoice amount, and the tax amount with tax code (2). Then define the assignment to a procurement transaction. You can refer to purchase orders and delivery notes for goods receipts (3). In the item list, the system proposes all purchase order items that fulfill the assignment criteria concerned (4). Compare the proposed invoice items with the items on the vendor invoice and if necessary, correct the proposed values. The items to be posted must be highlighted (yellow). If the balance is zero (5) the invoice can be posted (6). FI300 Page 200

201 Valuation of Goods Receipt 201 NOTES: Goods receipts must be valuated before they are posted in FI. The type of valuation is defined by the entry in the price control indicator in the material master record. The price control indicator can be: V: Moving average price The goods received are valuated based on the purchase order price. The moving average price is calculated by dividing the total value by the total inventory. It is used as the clearing price for goods issues. S: Standard price The standard price is entered in the material master record. The goods received are valuated with the standard price. Any differences between the valuated goods received and the purchase order amount is posted to a price difference account. In a case where goods arrive after the invoice, they can be valuated directly with the invoice amount. Planned delivery costs are posted in one of the following ways: Moving average price V: They are added to the inventory/consumption posting (debit) and posted to a clearing account (credit). Standard price S: They are added to the price differences (debit) and posted to a clearing account (credit). FI300 Page 201

202 Invoice Receipt 202 NOTES: An invoice receipt can be posted with reference to a purchase order, goods receipt, or vendor. The invoice receipt is posted to the GR/IR account (debit) and the vendor account (credit). The invoice receipt posting does not clear the goods receipt posting in the GR/IR account. Invoice verification is carried out for all invoice receipts. Invoices are blocked for payment if data concerning quantity, price, purchase order price, or delivery date is not within tolerances defined for the purchase order or the goods receipt. Blocked invoices can be released manually or automatically if the blocking reason is no longer valid. When the invoice is released, the baseline date for payment may be changed. As long as the variances are within tolerance limits the invoice is not blocked. Any variance is posted to one of the following accounts: Moving average price V: Material inventory account. The moving average price is recalculated. Standard price S: Price difference account Credit memos are handled the same way. FI300 Page 202

203 Stock Material/Consumable Material 203 NOTES: The account for stock material is determined by automatic account assignment. The consumption account for consumable material can be assigned manually. The standard consumption account is proposed automatically. Furthermore, consumable material must always be assigned to a cost object (cost center, order, and so on.) The account assignment category tells the system whether the material is a stock material or consumable material. If no account assignment category is assigned to the item in the purchase order the material is handled as stock material. The material inventory account is assigned automatically. If an account assignment category is assigned to the item the material is handled as consumable material. The account assignment category determines which kind of cost object has to be entered. FI300 Page 203

204 Movement Type: Examples 204 NOTES: The movement type is a three digit key for differentiating between goods movements in the SAP System. Goods receipts, goods issues, or stock transfers are examples of goods movements. In inventory management, the movement type has important control functions. It plays a central role in the automatic account determination in the SAP System. Together with the other influencing factors, the movement type determines, for example, which stock or consumption accounts are updated in Financial Accounting. The movement type also controls the screen layout for document entry or the update of the quantity fields. FI300 Page 204

205 Movement Types -> Transaction Key 205 NOTES: Every time a goods movement is posted, you have to enter a movement type for each item. The movement type contains MM- and FI-specific information about the type of movement. A general posting document is assigned to each movement type. This posting document is a kind of template for FI documents that are created by the goods movement. It does not contain any accounts, but contains a transaction key that is used to carry out the automatic account determination. Since frequently, different charts of accounts are used, general posting records are assigned to each transaction in a value string. This value string does not contain any fixed G/L account numbers. Instead it contains the transaction key for each posting transaction (posting to an inventory account BSX, price difference account PRD, GR/IR clearing account WRX, and so on). FI300 Page 205

206 Overview of Automatic Account Determination 206 NOTES: Dependent on the different influencing factors, that is, The chart of accounts assigned The commercial transaction The plant in which this transaction is posted Possibly the material itself The program determines to which G/L accounts postings have to be made. FI300 Page 206

207 Valuation Grouping Code 207 NOTES: The valuation grouping code (specific to the valuation area) is the key for the account determination. It enables a differentiation for the G/L account assignment within a chart of accounts according to valuation areas. By activating/deactivating the valuation grouping codes, you can activate or deactivate the dependency of the account determination from the valuation area. If the valuation grouping code is active, a valuation grouping code must be assigned to each valuation area. Valuation areas that have the same account assignment (the valuation area is the level at which the material valuation is carried out - corresponds to a plant or all plants of a company code) are assigned to the same valuation grouping code. For each valuation grouping code within a chart of accounts, the automatic account determination must be configured separately. FI300 Page 207

208 Valuation Class 208 NOTES: The valuation class enables you to differentiate by material for the G/L account assignment. You assign materials to a valuation class per valuation area in the accounting view. Via the assignment of the permitted valuation classes to a material type, you can indirectly make restrictions to the permitted valuation classes for the material. The valuation classes permitted depend on the material type. Several valuation classes can be permitted for one material type. The relationship between valuation classes and material types is established using the account class reference. The account class reference is a summarization of valuation classes. A material type is assigned to only one account class reference. You have several options for grouping: 1. Configure the determination of G/L accounts uniformly for all materials of a material type (or several material types). 2. Define the determination of different G/L accounts for different materials of a material type. 3. Assign different G/L accounts to different materials within a group of material types. FI300 Page 208

209 Automatic Business Area Assignment 209 NOTES: The division is used for automatic business area assignment. A business area can be assigned to a combination of valuation area and division. FI300 Page 209

210 Exercise E25 Demonstrate your knowledge about the standard procurement process in Purchasing Management and the link to mysap ERP Financials. E26 Create and process purchase orders for stock material Display the purchase order form and print it E27 Enter goods receipts for existing purchase orders Check the purchase order update as a result of the goods receipt E28 Enter an invoice in the mysap ERP System using the Logistics invoice verification Explain the effects of the invoice verification on the update in Financial Accounting 210 NOTES: FI300 Page 210

211 Lesson: Sales Order Management Describes how a basic sales process is handled in mysap ERP Discusses the configuration of the account determination with the sales project team 211 NOTES: FI300 Page 211

212 Sales Organizations, Distribution Channels 212 NOTES: A sales organization is the organizational unit that sells and distributes products, negotiates terms of contract, and is responsible for these transactions. Every sales organization represents a selling unit in the legal sense, being responsible, for example, for product liability and other recourse claims made by customers. Each Sales order management business transaction is processed within a sales organization. A sales organization must be assigned to exactly one company code. Several sales organizations can be assigned to the same company code. Goods are sold by sales organizations using different distribution channels (for example, retail, wholesale, direct merchandising). A distribution channel can be used by several sales organizations. FI300 Page 212

213 Distribution Chains - Plants 213 NOTES: A sales organization and a distribution channel form a distribution chain. A distribution chain can be assigned to one or more plants. The sales organization sells goods from these plants using the distribution channel of the distribution chain. The material master record contains sales data that is defined per distribution chain. Sales transactions are posted automatically in the company code assigned to the sales organization. FI300 Page 213

214 Sales Area 214 NOTES: Divisions can be assigned to sales organizations. A sales organization, a distribution channel, and a division can make up a sales area. The division specifies which products can be sold by the assigned distribution chain. For every sales area you can negotiate customer-specific agreements on, for example, partial deliveries or pricing and terms of payment. Within a sales area you can create statistics or carry out separate marketing activities. FI300 Page 214

215 Overview of Sales Processes 215 NOTES: Effective sales order processing links all sales activities in a chain of closely integrated processes. The mysap ERP application component Sales and Distribution makes this sales order processing possible. The individual steps in a sales process are reflected by electronically linked documents. The mysap ERP sales process begins with establishing and maintaining customer relationships and ends with billing for goods delivered or services provided to customers. The posting of customer incoming payments is part of the mysap ERP application component Financial Accounting. Sales order processing can begin with presales activities. Example: In response to a customer request, you create and send a quotation. As part of order processing you create a sales document. During procurement, the system uses the data defined to determine the supplier of the goods. As part of shipping processing, you organize and execute the goods delivery. In the billing process, you create the invoice and send all the required data to accounting. As part of payment processing you check the open items and post incoming payments. FI300 Page 215

216 Sales Process 216 NOTES: The basis of the sales process is the sales order. After receiving an inquiry from a customer you have to create a sales order to start the process. The sales order is generated at the distribution chain level. The ordered items may belong to different divisions. The sales order is an Sales order Management document and does not lead to posting in Financial Accounting. Once you have entered the sales order, the system performs an availability check for the desired delivery date. On the day of shipping, a delivery document is created. The delivery can only be billed once the goods have been picked from the warehouse inventory and posted as a goods issue. For the picking process, you can use the warehouse management functions. You have to create a transport request that then generates the picking request. The requested goods are taken from the warehouse and prepared for the delivery. A goods issue document is created in Purchasing Management and an accounting document is created in Financial to post the goods issue to the correct G/L accounts. The last step in Sales and Distribution is billing. A billing document is created in Sales order Management and a printed invoice is sent to the customer. Simultaneously, an Financial document is created to post the receivables and revenues to the correct accounts. FI300 Page 216

217 Documents in the Sales Processes 217 NOTES: The above graphic represents the relationship between the processes in sales order processing in mysap ERP. From top to bottom, the sequence represents the order of events in the sales process. Sales activities and promotions are documents for sales support in pre-sales. Sales documents are documents entered during pre-sales and order processing. Examples of sales document types are inquiries, quotations, contracts, scheduling agreements, and standard orders. Deliveries, transport requests, and transports are documents within 1 processing. The goods issue document contains the stock changes and is the basis for the relevant accounting documents. The billing document is a document in billing and is the basis for the relevant accounting documents. FI300 Page 217

218 Creating an Order 218 NOTES: You always create a sales document within a sales order. An order can however refer to an existing business transaction. For example, one or more inquiries and quotations can be reference documents. In this case, the mysap ERP system copies the relevant data into the order. A quotation can also result in several sales orders. This enables you to summarize quotations for each customer individually. FI300 Page 218

219 Sales Document Structure A sales document has three levels: Header Item Schedule line The data is split over these levels. 219 NOTES: Sales document header The data in the document header is valid for the entire document. This includes, for example, customer-specific data. Sales document items Each item in the sales document can contain its own data. This includes, for example, material-specific information and details about the quantities ordered. Each sales document can have several items, whereby the individual items can be controlled differently. Examples include material items, service items, free of charge items, or text items. Item schedule lines Schedule lines contain information about the delivery, for example the quantity and date. This information belongs specifically to one item. Each item that has a delivery in the subsequent Sales order management process must have at least one schedule line. It can have several schedule lines, for example, if the quantity purchased is to be delivered in several partial deliveries on different dates. To process the sales documents efficiently, the data can be displayed and processed in different views. The views are grouped into overview, header, and item screens. You generally enter a new sales document on an overview screen. FI300 Page 219

220 Creating a Delivery 220 NOTES: You create deliveries for orders that are due for delivery in a shipping point. The mysap ERP system copies the relevant data from the order into the delivery. You can create one or more deliveries from the order. You can also combine items from several orders in one delivery. To combine them successfully, the orders must all have the same characteristics that are essential for the shipping process, for example: Shipping point Due date Ship-to address The mysap ERP system can create deliveries either online or, for example, as a background job to be executed outside of normal working hours. FI300 Page 220

221 Delivery Document Structure A delivery document has two levels: Header Item The data is split over these levels. 221 NOTES: Delivery document header The data in the document header is valid for the entire document. This includes, for example, data for the ship-to-party and the schedules for shipping processing. Delivery document item Each item in the delivery document contains its own data. This includes, for example, data about the material, the quantities and weights to be delivered, and stock information. Each delivery document can have several items, whereby the individual items can be controlled differently. Examples include material items, free of charge items, or text items. In contrast to the sales the document, the delivery document does not contain any schedule lines. Each schedule line in a sales document can become an item in the delivery document. To process delivery documents efficiently, the data can be read and processed in different views. The views are grouped into overview, header, and item screens. FI300 Page 221

222 Picking 222 NOTES: You create a transport request for a delivery. A transport request is created for a warehouse number. Only the deliveries due for picking are selected. The mysap ERP system copies the relevant data from the delivery. The mysap ERP system can summarize several deliveries in a group of transport requests, as long as these deliveries have the same warehouse number. You can restrict the selection of deliveries further, for example via the picking date and specific shipping points. In order to optimize picking, you can create picking lists which include all relevant deliveries. In order to make the work of the picker easier, you can sort the list according to storage bin and material and total the quantities per material. The mysap ERP system can create transport requests either online or as a background job to be executed outside of normal working hours. FI300 Page 222

223 Posting the Goods Issue 223 NOTES: When you post the goods issue the following take place automatically: The quantities in inventory management and the delivery requirements in planning are updated. The change in value is posted to the stock accounts in Materials Management (the postings in the related accounting document are based on the clearing price of the material). The system creates additional documents for accounting, for example, for Controlling. The billing worklist is created. The status is updated in all relevant sales documents. FI300 Page 223

224 Creating a Billing Document 224 NOTES: You can create an invoice for an individual delivery or an individual sales order. You can group invoices using selection criteria such as customer, billing date, and destination country. The SAP system can group deliveries in one billing document, provided these deliveries share some essential billing characteristics such as: Payer Billing date Destination country The SAP system can create invoices either online or as a background job to be executed outside of normal working hours. FI300 Page 224

225 Billing Document Structure 225 NOTES: A billing document has two levels: Header and item. The data is split over these levels. Billing document header The data in the document header is valid for the entire document. This includes, for example, data for the payer and the billing date. Billing document item Each item in the billing document contains its own data. This includes, for example, details about the material, the billing quantities, and the net values of the items. Each billing document can have several items. To process billing documents efficiently, the data can be read and processed in different views. The views are grouped into overview, header, and item screens. FI300 Page 225

226 Effects of the Billing Document 226 NOTES: When you save the billing document, the system automatically generates all the required documents for accounting. To do this, the SAP system carries out a debit posting to the receivables account of the customer and a credit posting to the revenue account in Accounting. The accounting document shows all of the postings in Financial Accounting that refer back to the price determination in Sales order management, for example, the receivable in the customer account or the sales revenues and taxes in the corresponding G/L accounts. When you save the billing document, you can have the system create additional documents for Accounting, for example, for the components Management Accounting, Profitability Analysis, or Consolidation. The following also occurs when you post the billing document: The status is updated in all relevant sales, delivery, and billing documents The Sales order management statistics are updated in the Sales order management information system The customer credit account is updated FI300 Page 226

227 Document Flow 227 NOTES: The documents in a sales process are linked to each other using the document flow. This enables you to access the history and the current status of your sales processes at any time. You can display the document flow as a list of linked documents. All preceding and succeeding documents are displayed, depending on the document you access the list from. From this list you can display the relevant documents or call up status reports for the documents. This provides you with an overview of the progress of your sales processes at any time and you can answer customer questions quickly and reliably. FI300 Page 227

228 Valuation of Goods Issues 228 The goods issued are either valued with the moving average price or the standard price. This depends on the entry in the Price Control field in the material master record. The NOTES: amount is posted to the account for cost of goods manufactured (debit) and to the material stocks account (credit). The accounts in Materials Management are determined using automatic account determination. FI300 Page 228

229 Billing Documents 229 NOTES: When an invoice is posted in Sales Order Management, an accounting document is created in Financials. The accounting document has a document number that is normally different to the number of the Sales Order Management invoice. You can use the reference and the assignment to trace which document in Sales Order Management the accounting document is based on. The reference number and assignment number in the Financials invoice are copied from the reference number and the assignment number in the Sales Order Management billing document. You can specify which numbers are copied to the Sales Order Management document as reference or assignment numbers and then passed on to Financials. Customer purchase order number Sales order number Delivery number External delivery number Billing document number When a posting block is set in the Sales Order Management invoice, the system does not create the Financials document immediately. The invoice must be released manually or automatically for the Financials document to be posted. For each Sales Order Management billing document type you can specify an Financials document type. If you do not specify a document type, the system uses document type RV. FI300 Page 229

230 Account Keys 230 NOTES: The amounts for gross prices plus surcharges and deductions (charges, discounts), freight costs, and taxes are calculated in Sales order management using a calculation procedure. As a criteria for the automatic account determination, account keys are assigned to these amounts to differentiate between the transactions and assign them to different G/L accounts. The following account keys are predefined in the standard SAP system:. ERF Freight revenues. ERL Revenue. ERS Sales deductions. EVV Cash settlement. MWS Tax on Sales and Purchases FI300 Page 230

231 Automatic Account Assignment 231 NOTES: You can set up posting to revenue accounts using various criteria which are defined in a field catalog. One important criteria is the account key introduced earlier. Furthermore, in the standard system, the following additional criteria are used: Sales Organization The sales organization is assigned to a company code which determines the chart of accounts used. Customer Account Assignment Group You can use the account assignment group to group customers for the account assignment. Material Account Assignment Group You can use this group to group materials for the account assignment. Several tables contain G/L accounts that are dependent on different criteria. The system checks the tables in a defined sequence. If it finds an account that is assigned to a combination of criteria that agrees with the Sales Order Management invoice, this account is used for the posting. If the system does not find an account, it checks the next table which is based on less criteria. FI300 Page 231

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