AC010

AC010
Overview to Financial Accounting
and Reporting
Date
Training Center
Instructors
Education Website
Participant Handbook
Date: November 2001
Course Duration: 5 Day(s)
Material Number: 50051798
An SAP course - use it to learn, reference it for work
Copyright
Copyright © 2001 SAP AG. All rights reserved.
No part of this publication may be reproduced or transmitted in any form or for any purpose
without the express permission of SAP AG. The information contained herein may be changed
without prior notice.
Some software products marketed by SAP AG and its distributors contain proprietary software
components of other software vendors.
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•
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•
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•
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Disclaimer
THESE MATERIALS ARE PROVIDED BY SAP ON AN "AS IS" BASIS, AND SAP EXPRESSLY
DISCLAIMS ANY AND ALL WARRANTIES, EXPRESS OR APPLIED, INCLUDING
WITHOUT LIMITATION WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A
PARTICULAR PURPOSE, WITH RESPECT TO THESE MATERIALS AND THE SERVICE,
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PROFITS, WHICH MAY RESULT FROM THE USE OF THESE MATERIALS OR INCLUDED
SOFTWARE COMPONENTS.
About this Handbook
This handbook is intended to complement the instructor-led presentation of
this course, and serve as a source of reference. It is not suitable for self-study.
Typographic Conventions
The following typographic conventions are used in this guide.
Type Style
Description
Example text
Words or characters that appear on the screen.
These include field names, screen titles,
pushbuttons as well as menu names, paths, and
options.
Also used for cross-references to other
documentation both internal (in this
documentation) and external (in other locations,
such as SAPNet).
Example text
Emphasized words or phrases in body text, titles
of graphics, and tables
EXAMPLE TEXT
Names of elements in the system. These include
report names, program names, transaction codes,
table names, and individual key words of a
programming language, when surrounded by body
text, for example SELECT and INCLUDE.
Screen output. This includes file and directory
names and their paths, messages, names of
variables and parameters, and passages of the
source text of a program.
Example text
November 2001
Example text
Exact user entry. These are words and characters
that you enter in the system exactly as they appear
in the documentation.
<Example text>
Variable user entry. Pointed brackets indicate
that you replace these words and characters with
appropriate entries.
© 2001 SAP AG. All rights reserved.
iii
AC010
Icons in Body Text
The following icons are used in this handbook.
Icon
Meaning
For more information, tips, or background
Note or further explanation of previous point
Exception or caution
Procedures
Indicates that the item is displayed in the
instructor’s presentation.
iv
© 2001 SAP AG. All rights reserved.
November 2001
Contents
Course Overview.............................................................................. vii
Course Goals.................................................................................vii
Course Objectives ...........................................................................vii
Unit 1: Navigation ..............................................................................1
Navigation ..................................................................................... 2
Unit 2: General Ledger Accounting ...................................................... 31
Organizational Structures for Financial Reporting ..................................... 33
G/L Master Records ....................................................................... 44
Accounting Transactions – Processing in the General Ledger ....................... 68
Unit 3: Accounts Payable ................................................................... 97
Accounts Payable Master Records in FI ................................................. 99
Daily Accounting Transactions in Accounts Payable .................................. 110
Integration with Materials Management ................................................ 144
Closing Operations in Accounts Payable ............................................... 157
Unit 4: Accounts Receivable..............................................................183
AR Master records in FI................................................................... 185
Daily Accounting Transactions in Accounts Receivable ............................. 197
Integration with SD ........................................................................ 231
Credit Management ....................................................................... 248
Closing Operations in AR................................................................. 263
Unit 5: Bank Accounting...................................................................287
Master Records in FI-BL .................................................................. 288
Business Transactions in Bank Accounting ............................................ 298
Unit 6: Preparing Financial Statements ................................................323
Financial Closing in the General Ledger................................................ 324
Cost-of-Sales Accounting................................................................. 343
November 2001
© 2001 SAP AG. All rights reserved.
v
Contents
AC010
Unit 7: Asset Accounting ..................................................................355
Master Records in Asset Accounting ................................................... 356
Standard Accounting Transactions in Asset Accounting.............................. 370
Closing Procedures in Asset Accounting ............................................... 390
Unit 8: Travel Management ................................................................407
Master Data in Travel Privileges ......................................................... 408
Accounting Transactions in Travel Management....................................... 417
Appendix 1: Appendix
...................................................................435
Glossary .......................................................................................451
Index ............................................................................................473
vi
© 2001 SAP AG. All rights reserved.
November 2001
Course Overview
This course covers the basic structure and procedures of financial accounting
in the SAP R/3 System. After completing this course, you will be able to
perform essential functions in Financial Accounting. The knowledge gained
in this course will also help you become a more productive member of your
project implementation team.
Target Audience
This course is intended for the following audiences:
•
FI project team members and users of the FI R/3 module
Course Prerequisites
Required Knowledge
•
Knowledge of basic accounting principles
Recommended Knowledge
•
SAP01
Course Goals
This course will prepare you to:
•
•
•
Understand the most basic structure and procedures of financial
accounting within the SAP system
Perform essential functions in financial accounting
Support project teams with important decisions
Course Objectives
After completing this course, you will be able to:
•
•
•
November 2001
Explain the roles of various applications in financial accounting
Explain how the financial accounting modules relate to each other
Perform typical accounting transactions in the application components of
financial accounting
© 2001 SAP AG. All rights reserved.
vii
Course Overview
viii
AC010
© 2001 SAP AG. All rights reserved.
November 2001
Unit 1
Navigation
Unit Overview
With the introduction of SAP R/3 version 4.6, SAP defined new standards of
how all SAP application components look and feel. With the user and user
roles in mind, all SAP application component’s navigation is similar. With
easy-to-use screens, the employee can work quickly while having the freedom
to customize their work space.
In the following lesson, you will learn the basics of navigating an SAP system.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
Log on to any SAP system
Navigate a basic path and personalize an SAP system
Search for information and obtain help using the different help methods
in the SAP system
Unit Contents
Navigation............................................................................... 2
Exercise 1: Logging on to SAP Systems ......................................... 13
Exercise 2: Navigating Menus...................................................... 17
Exercise 3: Creating Favorites Using the Menu Bar............................. 21
Exercise 4: Creating Website Links in the Favorites List ....................... 23
November 2001
© 2001 SAP AG. All rights reserved.
1
Unit 1: Navigation
AC010
Lesson: Navigation
Lesson Overview
In this lesson, we explain and demonstrate how to log on to the SAP system
and familiarize participants with the layout and navigation of the system.
We also discuss some of the options available for personalizing the system
based on the users’ requirements and/or preferences. Lastly, we introduce the
various types of online help available in SAP and develop an understanding
of how to search for information.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Log on to any SAP system
Navigate a basic path and personalize an SAP system
Search for information and obtain help using the different help methods
in the SAP system
Business Example
In order to efficiently use the SAP system, new users need to familiarize
themselves with the screens and navigation in the SAP system and define
personal settings based on their individual business requirements.
Logon Process
Before you log on the first time, your system administrator will give you
an initial password. During the logon process, you should create a new
password, one that you alone will know. Use your own password whenever
you log on. These procedures may differ somewhat at your company. For
more information, contact your system administrator.
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Figure 1: Logging on to an SAP System
The SAP logon icon now appears in both the task bar (together with the SAP
Release number) and the system tray (that is, the bottom right-hand corner
of your desktop).
When you select the Tab key after you have entered data in a field, the cursor
moves to the beginning of the next field. However, if you enter the maximum
number of characters possible in a field, you do not have to select Tab. For
example, the maximum number of characters you can enter in the Client field
is three. If you enter 001 in the Client field, the cursor automatically moves to
the beginning of the next field.
If there are system-wide messages, the System Messages dialog box appears.
After you have read the messages, choose Continue (or Enter) to close the
dialog box.
Layout, Navigation, and Personalization
Menus allow you to find a specific transaction when you do not know the
transaction code. The menu is organized according to the task you are
performing in the SAP system.
The menus are drop down; therefore, when you choose a menu item, further
options appear. Sometimes not all of the available menus fit on one line in the
menu bar. In this case, they wrap to the next line. The dropdown principle
stays the same.
November 2001
© 2001 SAP AG. All rights reserved.
3
Unit 1: Navigation
AC010
Figure 2: General Screen Layout
Navigation Tree
In SAP Easy Access, you can create a Favorites list containing:
•
•
•
4
Transactions
Files
Web addresses
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Figure 3: Navigation Tree
Role-Based Menus
Roles or user menus are collections of activities used in business scenarios.
Users access the transactions, reports, or Web-based applications through user
menus. Users can change aspects of assigned roles, for example, by creating
their own favorites list.
When assigned a role, users are assigned not only the menu, but also the
authorizations they require to access the information, ensuring that the
business data is always secure. Authorization profiles are generated according
to the activities contained in the role, thus restricting the authorizations of
each user in the SAP system to only those activities.
In the mySAP.com Workplace, the user uses a Web browser to view and
execute the required tasks and activities. Roles can be assigned here as well.
The system administrator can tailor the user menu to the personal
requirements of each user by adding or deleting menu entries.
November 2001
© 2001 SAP AG. All rights reserved.
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Unit 1: Navigation
AC010
Figure 4: Role-Based Menus
Multiple Sessions
You can create a session at any time, and you will not lose any data in sessions
that are already open. You can create up to six sessions. Each session is
independent of the others. For example, closing the first session does not
cause the other sessions to close.
Too many open sessions can result in slower system performance. For this
reason, your system administrator may limit the number of sessions you can
create to fewer than six. You can move between sessions without losing
any data, as long as you remain logged on to the SAP system. Moving to a
different session is like putting a telephone call on hold; you can resume the
call whenever you are ready.
6
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Figure 5: Multiple Sessions
To move between sessions, click any part of the window that contains the
session you want to use (or use Alt + Tab).
The window you choose becomes the active window by moving in front of all
the other windows on your screen.
If you have several sessions open, you can minimize the sessions you are not
using. When you need to use one of these sessions later, you can restore it by
selecting the appropriate symbol in the status bar. By minimizing the sessions
you are not using, you can significantly reduce the system load.
After you are done using a session, it is a good idea to end it. Each session
uses system resources that can affect how fast the SAP system responds to
your requests. Before you end a session, save any data you want to keep.
When you end a session, the system does NOT prompt you to save your data.
Status Bar
The status bar provides general information on the SAP system and the
transaction or task on which you are working. At the left of the status bar,
system messages are displayed. The right end of the status bar contains
three fields; one has server information, and the other two contain status
information.
November 2001
© 2001 SAP AG. All rights reserved.
7
Unit 1: Navigation
AC010
Figure 6: Status Bar
•
At the far left of the status bar:
–
–
•
•
Identifies error messages
Identifies other system messages
To hide (or display) the status fields, choose the icon to the left (or right).
To display the following system information, choose in the first status
field:
–
–
–
–
–
–
System
Client
User
Program
Transaction
Response time
The second status field displays the server to which you are connected. The
third status field specifies your data entry mode. By choosing this field, you
can toggle between the Insert (INS) and Overwrite (OVR) modes.
8
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Help Features
The R/3 System provides comprehensive online help. You can display the
help from any screen in the system. You can always request help using the
Help menu or using the relevant icon. The Help menu contains the following
options:
Application help
Displays comprehensive help for the current application. Selecting this
menu option in the initial screen displays help on getting started with
R/3.
SAP Library
All online documentation can be found here.
Glossary
Allows a search for definitions of terms.
Release notes
Displays notes that describe functional changes that occur between R/3
releases.
SAPNet
Enables you to log on to SAPNet.
Feedback
Enables you to send a message to the SAPNet R/3 front end, SAP’s
service system.
Settings
Allows you to select settings for help.
November 2001
© 2001 SAP AG. All rights reserved.
9
Unit 1: Navigation
AC010
Figure 7: Getting Help
Use F1 for help on fields, menus, functions and messages. F1 help also
provides technical information on the relevant field, including, for example,
the parameter ID, which you can use to assign values to the field.
Use F4 for information on what values you can enter. You can also access F4
help for a selected field using the button immediately to the right of that field.
If input fields are marked with a small icon with a checkmark, then you can
only continue in that application by entering a permitted value.
You can flag many fields in an application to make them either required entry
fields or optional entry fields. You can also hide fields using transaction or
screen variants, or customizing.
10
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Figure 8: Field Help: Using F1 and F4
November 2001
© 2001 SAP AG. All rights reserved.
11
Unit 1: Navigation
12
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Exercise 1: Logging on to SAP Systems
Exercise Objectives
After completing this exercise, you will be able to:
•
Understand the basics of creating a log on entry
•
Log on to a SAP System
Business Example
As an employee of a company that manages their business with SAP, you need
to gain access to a SAP system to do your daily business transactions.
Task
In this exercise, you will first create a log-in entry to identify which system
you would like to gain access to. You will then access that system with the
appropriate client, user ID and password.
1.
Create an entry in the SAP GUI login screen based upon the information
provided by the instructor.
Field
Information
Description
AC010 Class
Client
Application Server
SAP Router String
System Number
2.
You have now created a login entry. You will use this entry to gain access
to the SAP system you have identified with the information provided.
Field
Information
User
AC010##
Password
<to be provided by the
instructor
Client
<to be provided by the instructor
Language
EN
New Password
November 2001
© 2001 SAP AG. All rights reserved.
13
Unit 1: Navigation
AC010
Solution 1: Logging on to SAP Systems
Task
In this exercise, you will first create a log-in entry to identify which system
you would like to gain access to. You will then access that system with the
appropriate client, user ID and password.
1.
Create an entry in the SAP GUI login screen based upon the information
provided by the instructor.
Field
Information
Description
AC010 Class
Client
Application Server
SAP Router String
System Number
a)
b)
c)
d)
e)
f)
g)
h)
2.
Locate the SAP Logon program from your desktop. There are a
variety of ways to find it and a variety of places it could reside on
your desktop. These variables depend on how the GUI software
was installed. Consult your technical support if you cannot find
the application.
Choose New
Enter Description: AC010 Class
Enter Application Server: <to be provided by the
instructor>
Enter SAP Router String: <to be provided by the
instructor>
Choose R/3 as the SAP system
Enter System Number:<to be provided by the instructor>
Choose OK
You have now created a login entry. You will use this entry to gain access
to the SAP system you have identified with the information provided.
Continued on next page
14
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Field
Information
User
AC010##
Password
<to be provided by the
instructor
Client
<to be provided by the instructor
Language
EN
New Password
a)
b)
c)
d)
e)
f)
Choose the entry you created in the above exercise step
Choose Log on
Enter Client: <provided by the instructor>
Enter Password: <provided by the instructor>
Enter Language: <Instructor will provide appropriate
language code>
Select Enter
Note: You might be asked to change your password, if so,
continue with the following steps. If you are not asked, skip
to solution step J.
Note: A password change dialog box displays.
g)
h)
i)
j)
November 2001
Enter New Password: <enter your own new password>
Enter Repeat Password: <repeat the entry again to
confirm the password change>
Select Enter
Enter as many times as needed reading any system messages that
might be displayed until you get to the SAP Easy Access screen.
© 2001 SAP AG. All rights reserved.
15
Unit 1: Navigation
16
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Exercise 2: Navigating Menus
Exercise Objectives
After completing this exercise, you will be able to:
•
Locate specific folders in the SAP Easy Access Menu
•
Navigate the SAP Easy Access Menu to locate specific transaction
Business Example
As a new user working on a SAP System, you need to locate specific
transactions in the SAP System.
Task
In this exercise, you will locate a variety of transactions by navigating the
SAP Easy Access Menu
1.
What are the names of the transactions that are located under the folder
Order in Sales and Distribution?
FIELD
TRANSACTION NAME
Transaction
Transaction
Transaction
2.
What are the names of the transactions that are located under the folder
Document Entry in General Ledger?
FIELD
TRANSACTION NAME
Transaction
Transaction
Transaction
Transaction
Transaction
Transaction
Transaction
November 2001
© 2001 SAP AG. All rights reserved.
17
Unit 1: Navigation
AC010
Solution 2: Navigating Menus
Task
In this exercise, you will locate a variety of transactions by navigating the
SAP Easy Access Menu
1.
What are the names of the transactions that are located under the folder
Order in Sales and Distribution?
FIELD
TRANSACTION NAME
Transaction
Transaction
Transaction
a)
b)
c)
2.
Choose
SAP Standard Menu The triangle to the left of the SAP
Menu folder
Choose
Logistics The triangle to the left of the logistics folder
d)
Choose
Sales and Distribution The triangle to the left of the Sales
and Distribution folder
Choose
Sales The triangle to the left of the Sales folder
e)
f)
Choose
Order The triage to the left of the Order folder
Record your results:
FIELD
TRANSACTION NAME
Transaction
Create
Transaction
Change
Transaction
Display
What are the names of the transactions that are located under the folder
Document Entry in General Ledger?
FIELD
TRANSACTION NAME
Transaction
Transaction
Transaction
Continued on next page
18
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
FIELD
TRANSACTION NAME
Transaction
Transaction
Transaction
Transaction
a)
b)
c)
Choose
General Ledger The triangle to the left of the General
Ledger folder
d)
Choose
Document Entry The triangle to the left of the Document
Entry folder
Record your results:
e)
November 2001
Choose
Accounting The triangle to the left of the Accounting
folder
Choose
Financial Accounting The triangle to the left of the
Financial Accounting folder
FIELD
TRANSACTION NAME
Transaction
Enter G/L Account
Document
Transaction
Cash Journal Posting
Transaction
Edit or Park G/L
document
Transaction
Post with Clearing
Transaction
Incoming Payments
Transaction
Outgoing Payments
Transaction
Valuate Foreign
Currency
Transaction
General Posting
© 2001 SAP AG. All rights reserved.
19
Unit 1: Navigation
20
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Exercise 3: Creating Favorites Using the
Menu Bar
Exercise Objectives
After completing this exercise, you will be able to:
•
Navigate to transactions you would like to save as favorites
•
Use the Menu bar to create and store a favorite transaction
Business Example
Each SAP user will have specific transactions, files, or Websites that they
access frequently.
Task
In this exercise, you will create a variety of transactions as favorites that will
appear as favorites on your SAP Easy Access Navigation area.
November 2001
1.
Create a favorite for the transaction Post Incoming Payment in Accounts
Receivable. This is transaction code F-28.
2.
Create a favorite for the transaction Display Customer (Centrally) in Sales
and Distribution. This is transaction code XD03.
3.
Create a favorite for the transaction Maintain HR Master Data in Human
Resources. This is transaction code PA30.
© 2001 SAP AG. All rights reserved.
21
Unit 1: Navigation
AC010
Solution 3: Creating Favorites Using the
Menu Bar
Task
In this exercise, you will create a variety of transactions as favorites that will
appear as favorites on your SAP Easy Access Navigation area.
1.
Create a favorite for the transaction Post Incoming Payment in Accounts
Receivable. This is transaction code F-28.
a)
Choose Accounting → Financial Accounting → Accounts Receivable
→ Document Entry
b)
c)
Choose
Incoming Payment
Choose Favorites → Add
Note: This Menu path is at the top of your window.
2.
Create a favorite for the transaction Display Customer (Centrally) in Sales
and Distribution. This is transaction code XD03.
a)
Choose Logistics → Sales and Distribution → Master Data → Business
Partners → Customer → Display
b)
c)
Choose
Complete
Choose Favorites → Add
Note: This Menu path is at the top of your window.
3.
Create a favorite for the transaction Maintain HR Master Data in Human
Resources. This is transaction code PA30.
a)
b)
c)
Choose Human Resources → Personnel Management → Administration
→ HR Master Data
Choose
Maintain
Choose Favorites → Add
Note: This Menu path is at the top of your window.
22
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Exercise 4: Creating Website Links in the
Favorites List
Exercise Objectives
After completing this exercise, you will be able to:
•
Understand how to create Websites as favorites
•
Create and store three favorite Websites in your favorites list
Business Example
Periodically you need to access Websites as part of your job functions. You
would like to be able to store the Websites as favorites for quick access right
from your SAP system.
Task
You will create and save three Websites as favorites in the navigation area of
your SAP system
November 2001
1.
Create as a favorite a link to the Website www.sap.com
2.
Create as a favorite a link to the Website www.yahoo.com
3.
Create as a favorite a link to the Website www.maps.com
© 2001 SAP AG. All rights reserved.
23
Unit 1: Navigation
AC010
Solution 4: Creating Website Links in the
Favorites List
Task
You will create and save three Websites as favorites in the navigation area of
your SAP system
1.
2.
3.
24
Create as a favorite a link to the Website www.sap.com
a)
b)
Choose Favorites → Add Other Objects
Choose Web address or file
c)
d)
e)
Choose
Enter
Enter Text: sap
Enter Web address or file: http://www.sap.com
f)
Choose
Enter
Create as a favorite a link to the Website www.yahoo.com
a)
b)
Choose Favorites → Add Other Objects
Choose Web address or file
c)
d)
e)
Choose
Enter
Enter Text: yahoo
Enter Web address or file: http://www.yahoo.com
f)
Choose
Enter
Create as a favorite a link to the Website www.maps.com
a)
b)
Choose Favorites → Add Other Objects
Choose Web address or file
c)
d)
e)
Choose
Enter
Enter Text: maps
Enter Web address or file: http://www.maps.com
f)
Choose
Enter
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Navigation
Lesson Summary
You should now be able to:
•
Log on to any SAP system
•
Navigate a basic path and personalize an SAP system
•
Search for information and obtain help using the different help methods
in the SAP system
November 2001
© 2001 SAP AG. All rights reserved.
25
Unit Summary
AC010
Unit Summary
You should now be able to:
•
Log on to any SAP system
•
Navigate a basic path and personalize an SAP system
•
Search for information and obtain help using the different help methods
in the SAP system
26
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Test Your Knowledge
1.
You can only have one SAP R/3 session open at a time.
Determine whether this statement is true or false.
True
False
2.
Which of the following is not part of the information required to log on
to the SAP system?
Choose the correct answer(s).
A
B
C
D
3.
Enter a specific client number
Enter your user ID
Enter your password
Customize your settings
What menus are standard on all SAP screens?
Choose the correct answer(s).
A
B
C
D
4.
System
Help
Both A and B
None of the above
Which of the following provides general information on the SAP system
and transaction or task you are working on?
Choose the correct answer(s).
A
B
C
D
5.
Status Bar
Menu Path
Role Bar
None of the above
In the SAP Easy Access menu, you can create a favorites list containing:
Choose the correct answer(s).
A
B
C
D
November 2001
Web addresses
Transactions
Files
All of the above
© 2001 SAP AG. All rights reserved.
27
Test Your Knowledge
6.
28
AC010
List three types of online help that are available in the SAP system.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Answers
1.
You can only have one SAP R/3 session open at a time.
Answer: False
You can create up to six sessions. Each session is independent of the
others.
2.
Which of the following is not part of the information required to log on
to the SAP system?
Answer: D
You do not customize your settings until you are already logged on to
the SAP system.
3.
What menus are standard on all SAP screens?
Answer: C
The System menu contains functions that affect the system as a whole,
such as Create session, User profile, and Log off. The Help menu provides
various forms of online help.
4.
Which of the following provides general information on the SAP system
and transaction or task you are working on?
Answer: A
The Status Bar contains information on system messages, as well as
system information such as client, user, transaction codes and response
time.
5.
In the SAP Easy Access menu, you can create a favorites list containing:
Answer: D
Favorites can consist of Web links, standard and customer transaction
codes, and links to other files, such as Word documents or PowerPoint
files.
November 2001
© 2001 SAP AG. All rights reserved.
29
Test Your Knowledge
6.
AC010
List three types of online help that are available in the SAP system.
Answer: Application Help, SAP Library, Glossary, Release Notes,
SAPNet, Feedback, Settings, F1, and F4
Application Help
Displays comprehensive help on the current application; selecting
this menu option in the initial screen displays help on getting
started with R/3.
SAP Library
This is where all online documentation can be found.
Glossary
Enables you to search for definitions of terms.
Release Notes
Displays notes that describe functional changes that occur between
R/3 releases.
SAPNet
Enables you to log on to SAPNet.
Feedback
Enables you to send a message to the SAPNet R/3 front end, SAP’s
service system.
Settings
Enables you to select settings for help.
F1
Field level help that provides information about the field.
F4
Field level help that provides a list of field values or, in the case of
an extensive list, an option to search for the information.
30
© 2001 SAP AG. All rights reserved.
November 2001
Unit 2
General Ledger Accounting
Unit Overview
We will begin our study of financial accounting with General Ledger.
We will first study key organizational elements in financial accounting. Then
we will study G/L master records, and, finally, creating postings, using both
the Enjoy and Complex document entry screens.
Many of the concepts learned in this unit will apply to other units in the course.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
•
•
November 2001
Describe the purpose of company codes and business areas
Describe the options for assigning company code(s) to a controlling area
Display a chart of accounts
Display the G/L account directory
Create G/L accounts
Describe the special role of reconciliation accounts
Maintain a financial statement version
Discuss the use of country and group charts of accounts
Perform G/L postings using the new Enjoy transaction screen and the
traditional Complex screen
Explain how an FI document is structured
Query a G/L account.
Run the balance sheet
Define a cost element
© 2001 SAP AG. All rights reserved.
31
Unit 2: General Ledger Accounting
AC010
Unit Contents
Organizational Structures for Financial Reporting ............................... 33
Exercise 5: Organizational Structures for Financial Reporting ................ 41
G/L Master Records ................................................................ 44
Exercise 6: General Ledger Account Master Data .............................. 53
Accounting Transactions – Processing in the General Ledger ................. 68
Exercise 7: Daily Accounting Transactions in the General Ledger ............ 77
32
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Organizational Structures for Financial Reporting
Lesson: Organizational Structures for Financial Reporting
Lesson Overview
Organizational elements exist in all key modules in R/3. The key Financial
(FI) organizational elements we will discuss here are company code and
business area. The Controlling (CO) application’s key organizational element
is a controlling area. We will study the options for assigning one or several
company codes to a controlling area.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe the purpose of company codes and business areas
Describe the options for assigning company code(s) to a controlling area
Business Example
IDES consists of nine companies all over the world. Each company must fulfill
national reporting requirements and is, therefore, represented by a company
code.
IDES includes a very diversified group of companies. The various companies
work in three different business segments, which are represented by business
areas in R/3.
Company Code
Figure 9: Company Code
A company code is an independent accounting entity (the smallest
organizational element for which a complete self-contained set of accounts
can be drawn up). An example is a company within a corporate group. A
company code has a unique, four-character key, which can be alphanumeric.
November 2001
© 2001 SAP AG. All rights reserved.
33
Unit 2: General Ledger Accounting
AC010
The general ledger is kept at the company code level and is used to create
the legally required balance sheets and profit-and-loss statements for the
company code.
A company code designation is required for every financially based
transaction entered into R/3. This is done either manually or automatically by
deriving the company code from other data elements.
IDES International
Figure 10: IDES International
IDES operates worldwide and has subsidiaries in North America, Europe and
Asia. Each affiliate (company code) is a legal entity that is required by law to
provide financial records according to country-specific regulations.
34
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Organizational Structures for Financial Reporting
IDES Company Codes
Figure 11: IDES Company Codes
The affiliates of IDES are set up as company codes in the R/3 System and are
uniquely identified by four-character codes. Each company code has a local
currency. The local currency of IDES AG is the UNI, a fictitious currency
used in SAP training courses. Amounts posted in foreign currencies are
automatically converted to the local currency.
November 2001
© 2001 SAP AG. All rights reserved.
35
Unit 2: General Ledger Accounting
AC010
Business Area
Figure 12: Business Area
The business segments, or branches, in which a group operates can be set up
in the R/3 System as business areas. They provide an additional evaluation
level for the purpose of, for example, segment reporting. Use of business
areas is optional.
36
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Organizational Structures for Financial Reporting
IDES Business Areas
Figure 13: IDES Business Areas
Business areas are generally company-code independent; that is, you can
make postings to them from any company code. The Business area field shows
up as an additional account assignment when posting to an account as long
as the field is turned on in configuration. The field can be made a required
entry during posting.
On the bottom of the slide, you can see the three business areas of the IDES
group. If certain company codes are not active in specific business areas,
you can use a validation to prevent postings to this business area from the
company codes specified.
In our course, we will use additional business areas when completing our
exercises (BA##, where ## represents a student’s group number). This will
allow us to separate one student group’s work from another when posting to
the same account. We will see the Business area field when we create postings
in the next lesson.
November 2001
© 2001 SAP AG. All rights reserved.
37
Unit 2: General Ledger Accounting
AC010
Controlling Area
Figure 14: Controlling Area
The controlling area is the key organizational element in the controlling
application, which is the managerial accounting module. A controlling
area identifies a self-contained organizational structure for which costs and
revenues can be managed and allocated. It represents a separate unit of cost
accounting.
One or more company codes can be assigned to a controlling area, which
enables cross-company code cost accounting among the assigned company
codes. However, assigning more than one company code to the same
controlling area is only possible if the assigned company codes all use the
same operating chart of accounts and fiscal calendar year, called a fiscal year
variant.
38
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Organizational Structures for Financial Reporting
IDES Controlling Areas
Figure 15: IDES Controlling Areas
The IDES group uses five controlling areas:
•
•
•
•
•
November 2001
1000 for Germany, the United Kingdom, Portugal and Spain
2000 for France
3000 for the USA and Canada
5000 for Japan
6000 for Mexico
© 2001 SAP AG. All rights reserved.
39
Unit 2: General Ledger Accounting
40
© 2001 SAP AG. All rights reserved.
AC010
November 2001
AC010
Lesson: Organizational Structures for Financial Reporting
Exercise 5: Organizational Structures for
Financial Reporting
Exercise Objectives
After completing this exercise, you will be able to:
•
Determine which controlling area company code 1000 is assigned to
Business Example
Company codes must be assigned to a controlling area in order to use the
controlling module.
Task Controlling Area for Company Code 1000
Determine which controlling area company code 1000 is assigned to.
1.
November 2001
Determine which controlling area company code 1000 is assigned to by
examining the Company Code Information tab in a General Ledger (G/L)
account.
© 2001 SAP AG. All rights reserved.
41
Unit 2: General Ledger Accounting
AC010
Solution 5: Organizational Structures for
Financial Reporting
Task Controlling Area for Company Code 1000
Determine which controlling area company code 1000 is assigned to.
1.
Determine which controlling area company code 1000 is assigned to by
examining the Company Code Information tab in a General Ledger (G/L)
account.
a)
b)
c)
d)
42
Accounting → Financial accounting → General Ledger → Master Records
→ Individual processing → In Company code.
Field name or data type
Values
G/L Account no.
113100
Company code
1000
Select Display (the eye-glasses).
Select the Information tab.
Company code 1000 is assigned to controlling area 1000, CO Europe.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Organizational Structures for Financial Reporting
Lesson Summary
You should now be able to:
•
Describe the purpose of company codes and business areas
•
Describe the options for assigning company code(s) to a controlling area
November 2001
© 2001 SAP AG. All rights reserved.
43
Unit 2: General Ledger Accounting
AC010
Lesson: G/L Master Records
Lesson Overview
In this lesson, we will examine General Ledger (G/L) accounts in detail. We
will also discuss the reasons that a company code may need to be assigned
to more than one chart of accounts.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
•
•
Display a chart of accounts
Display the G/L account directory
Create G/L accounts
Describe the special role of reconciliation accounts
Maintain a financial statement version
Discuss the use of country and group charts of accounts
Business Example
A company code must be assigned to an operating chart of accounts in order
for postings to occur for that company code. A chart of accounts is a list of
G/L accounts to which one or more company codes may post. In order to
post to a G/L account, a company code must have its own specific segment
of the G/L account master record created in addition to the chart of accounts
segment, which just exists once and pertains to all company codes.
IDES AG has decided to sell more stock. IDES AG requires a new G/L account
for that increase in equity.
44
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
Figure 16: Charts of Accounts
Each general ledger is set up according to a chart of accounts. The chart of
accounts contains the definitions of all G/L accounts in an ordered form.
The definitions consist mainly of the account number, account name, and the
type of G/L account, that is, whether the account is a P&L-type account or a
balance-sheet-type account.
You can define an unlimited number of charts of accounts in the R/3 System.
Many country-specific charts of accounts are included in the standard system.
November 2001
© 2001 SAP AG. All rights reserved.
45
Unit 2: General Ledger Accounting
AC010
Figure 17: Chart of Accounts Assignment
For each company code, you must specify one chart of accounts for the
general ledger. This chart of accounts is assigned to the company code in
configuration and is referred to as its operating chart of accounts.
A chart of accounts can be used by multiple company codes (see diagram).
This means that the general ledgers of these company codes have identical
structures.
Figure 18: Company Code Specific Settings
46
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
Before you can use an account in a company code, you have to maintain the
account definition at the chart of accounts level. You then create company
code-specific settings, which are only valid in the company code. An example
of a company code-specific setting is defining the account currency. Most of
the accounts in company code 1000 use the UNI currency, whereas company
code 3000 uses USD for most of its accounts. When the account currency is
the local currency of the company code, one can post to that account in any
currency.
Figure 19: G/L Master Record (Central View)
November 2001
© 2001 SAP AG. All rights reserved.
47
Unit 2: General Ledger Accounting
AC010
Figure 20: Account Groups for G\L Accounts
Account groups are used to organize and manage a large number of G/L
accounts. Whenever a new G/L account is created, an account group must
be specified for it.
Accounts with the same account group normally have similar business
functions. You could, for example, have an account group for cash accounts,
one for expense accounts, one for revenue accounts, and one for other balance
sheet accounts. Account groups have a range of numbers assigned to them,
which allows you to control which account numbers are allowed for cash
accounts, for expense accounts, etc.
Account groups also control the appearance of the company code segment
of G/L accounts. That is, account groups control which fields are required
for data entry, which fields are optional for data entry, and which fields do
not show up at all in the company code segment.
48
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
Figure 21: Reconciliation Accounts
Reconciliation accounts connect subsidiary ledgers with the general ledger
in real time. This means that a posting to a subsidiary ledger posts to the
corresponding reconciliation account in the general ledger at the same time.
The subsidiary ledgers, which are connected to the general ledger via
reconciliation accounts, are the accounts payable (AP), accounts receivable
(AR), and asset ledgers.
Figure 22: Transaction Figures
November 2001
© 2001 SAP AG. All rights reserved.
49
Unit 2: General Ledger Accounting
AC010
A transaction figure is the total of all debit and/or credit postings for an
account. In general, the R/3 System keeps one transaction figure for debits
and one transaction figure for credits, per account. The financial statements
for the company code are calculated using these transaction figures.
If a G/L account has line item display marked in its master record, one can
drill down from the balance of the account to the line items and then to the
documents.
If using business areas, transaction figures are also kept per business area (see
slide). If you create a financial statement for the business area, the transaction
figures for that specific business area are used to supply information for the
financial statements.
Figure 23: Financial Statement Version
A general ledger is kept in order to provide the information needed to create
a balance sheet and a profit-and-loss statement. These reports have to meet
country-specific requirements. IDES, for example, would need to create
financial statements based on HGB (German standards) for company code
1000 (Germany), and based on US-GAAP for company code 3000 (USA).
To meet the various reporting requirements, various financial statement
versions have be created in the R/3 System. In these financial statement
versions, you define exactly which accounts are to appear in which line items
of the financial statement. Many financial statement versions are included in
the R/3 System.
50
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
When running financial statement reports, select a financial statement version
that contains the details of the report structure.
Figure 24: IDES - Operating Chart of Accounts
The IDES company codes use the following charts of accounts:
•
•
•
•
INT is used by company codes 1000, 2000, 2100, 2300, and 6000.
CAUS is used by company codes 3000 and 4000.
CAFR is used by company code 2200.
CAJP is used by company code 5000.
It was particularly important to the IDES board of directors that the European
company codes – Germany, United Kingdom, Portugal and Spain – all belong
to the same controlling area, since a great deal of activity takes place among
these company codes. Therefore, all four company codes had to be assigned to
the same operating chart of accounts (INT).
However, Germany, the United Kingdom and Spain must report their financial
reports to authorities in their countries using the country-specific chart of
their country. In order for it to be possible for external reports to contain the
account numbers used in those individual countries, a country-specific chart
of accounts was created for those three company codes. These country-specific
charts of accounts meet the requirements of the respective countries.
November 2001
© 2001 SAP AG. All rights reserved.
51
Unit 2: General Ledger Accounting
AC010
When a posting is made to the operating chart of accounts, INT, another
posting is automatically made to the country chart that the company code is
assigned to. In the company code segment of the master record, each G/L
account must be assigned to an account from the country chart of the company
code. This is done using the Alternative account number field.
Because not all company codes of the IDES group use the same operating
chart of accounts, a Group Chart of Accounts, CONS, is being used for
consolidation purposes. The operating charts of accounts are assigned to this
group chart in configuration.
Once an operating chart has been assigned to a group chart, the Group account
number field becomes required in the chart of accounts segment of the master
record.
52
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
Exercise 6: General Ledger Account Master
Data
Exercise Objectives
After completing this exercise, you will be able to:
•
Display the company code settings for several G/L accounts
•
Run the chart of accounts report
•
Create the G/L account directory
•
Create a G/L account
•
Edit the financial statement version
Business Example
The IDES group consists of nine companies that are legal entities. They are
set up in the R/3 System as company codes. Each company code has its own
complete general ledger, or list of accounts it can post to.
In the general ledger, very few daily transactions are completed. Most of
the daily transactions are completed in subsidiary ledgers, such as accounts
receivable and accounts payable. The following exercises are to help you
become more acquainted with master records in General Ledger Accounting.
In order to learn how to create a journal entry, you will post an increase in
capital for IDES Germany in the next lesson. To do this, you will create a new
G/L account in this lesson that you will then post to in the next lesson.
Task 1 Display the chart of accounts
Display the chart of accounts report and then display the details of account
113100 within that chart.
1.
Display the chart of accounts INT.
2.
Display the details of account 113100 within the chart.
What is the long definition of this G/L account in the maintenance
language?
3.
What is the account group for this G/L account?
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
53
Unit 2: General Ledger Accounting
AC010
4.
Check whether it is possible to translate the name of this account into
other languages, and whether you can create key words to search for
this account.
5.
Can you add other information to the G/L account?
6.
The definition of the account contains some control parameters. Here, for
instance, you define whether the account is a P&L statement account or a
balance sheet account. What type of account is account 113100?
Task 2 Observe company code-specific settings
Company code data has to be created for a G/L account in order to provide
the settings specific to a company code. Without the company code-specific
settings for a G/L account, the account cannot be posted to in that company
code.
1.
Look at the company-code settings of G/L account 113100 in company
codes 1000 and 2000. What is the account currency in company code
1000?
Company code 2000?
Task 3 Identify reconciliation accounts
Identify reconciliation accounts for subledger accounts.
1.
View the company code specific settings for G/L account 160000 in
company code 1000. Is this account a reconciliation account? If so, for
which subsidiary ledger? Make the same determination for accounts
140000 and 2000.
2.
Can you make G/L account postings to these accounts?
Task 4 Display a G/L account list
Display a G/L account list for a company code.
1.
Create the G/L account list of company code 3000 (IDES USA). Does this
tell you which operating chart of accounts is used by this company code?
2.
What is the difference between a chart of accounts list and a G/L account
list?
Continued on next page
54
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
Task 5 Determine the placement of account 160000 in
financial statement version INT
The balance sheet and income statement report can be run using different
versions, called financial statement versions. Some versions can be very
detailed, such as for the controller, and others can be very summary in nature,
such as for the board of directors. In order for an account to show up at a
proper location in the balance sheet or income statement, it must be included
in the financial statement version used when the balance sheet/income
statement is run. If it is not put in the financial statement version, it will show
up at the bottom of the income statement under a category called Unassigned
Accounts.
1.
The financial statement version we will use when we run the balance
sheet/income statement for company code 1000 is INT, the same name as
the chart of accounts. Note the location of account 160000 in the financial
statement version INT. Note its financial statement item name and all
items above it in the financial statement version hierarchy.
Task 6 Create a G/L account
For a planned increase in capital, IDES Germany (company code 1000) needs
a new G/L account.
1.
Check the chart of accounts.
The parent company is responsible for assigning account numbers and
maintaining the charts of accounts for the IDES group. Based on the new
requirement, the parent company should have created G/L account 700##
in chart of accounts INT. Check whether this account has been created.
Note: ## is your group number.
Task 7 Maintain the company code-specific settings
Create the company code 1000 segment for G/L account 700##.
1.
Before postings can be made to account 700## in company code 1000, you
need to create the company code-specific settings. The account should
have a structure similar to that of account 70 000. For this reason, use
this account as a reference.
Make certain that the account in Company Code 1000 uses the UNI
currency, line item display is activated, sort key 001 is entered, and the
alternative account number is removed.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
55
Unit 2: General Ledger Accounting
AC010
Save the account and remain in the G/L master record screen for the
next task.
Task 8 Maintain the financial statement version
Enter the new G/L account 700## in the financial statement version INT so
that it appears in an appropriate location when the balance sheet is run.
1.
56
The new account has to be entered in financial statement version INT.
Enter it in the same financial statement item as reference account 70 000.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
Solution 6: General Ledger Account Master
Data
Task 1 Display the chart of accounts
Display the chart of accounts report and then display the details of account
113100 within that chart.
1.
Display the chart of accounts INT.
a)
b)
2.
Accounting → Financial Accounting → General Ledger → Information
system → General Ledger reports → Master Data → Chart of Accounts
→ SAP minimal variant.
Field Name
Value
Chart of Accounts
INT
Run the report by selecting Execute.
Display the details of account 113100 within the chart.
What is the long definition of this G/L account in the maintenance
language?
a)
Drill down on line 113100.
Hint: Use Search (binoculars) to find the account. Choose
Search again in the Find pop-up box. Put your cursor on the
yellow highlighted account, 113100. This will take you to the
location of account 113100 in the list of G/L accounts. Drill
down on account 113100 and select Display.
You should see the following:
G/L account long text: Deutsche Bank-(domestic)
3.
What is the account group for this G/L account?
a)
Account Group: Liquid Funds Accounts
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
57
Unit 2: General Ledger Accounting
4.
Check whether it is possible to translate the name of this account into
other languages, and whether you can create key words to search for
this account.
a)
5.
Select the Key word/translation tab. Here, you can translate the
account name and enter key words by language to search for the
account.
Can you add other information to the G/L account?
a)
6.
AC010
Yes. Select the Information tab. Here, you can enter G/L texts for
various purposes.
The definition of the account contains some control parameters. Here, for
instance, you define whether the account is a P&L statement account or a
balance sheet account. What type of account is account 113100?
a)
b)
Select the Type/Description tab. The account is marked as a balance
sheet account.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Observe company code-specific settings
Company code data has to be created for a G/L account in order to provide
the settings specific to a company code. Without the company code-specific
settings for a G/L account, the account cannot be posted to in that company
code.
1.
Look at the company-code settings of G/L account 113100 in company
codes 1000 and 2000. What is the account currency in company code
1000?
Continued on next page
58
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
Company code 2000?
a)
b)
Accounting → Financial Accounting → General Ledger → Master
Records → Individual Processing → In Company code.
Field Name
Value
G/L Account
113100
Company code
1000
Select the Display icon (the eye glasses.
The account currency is UNI.
c)
d)
Remain in the same screen. Enter the following data.
Field Name
Value
G/L Account
113100
Company code
2000
Select the Display icon.
The account currency is GBP.
e)
Remain in this screen for the next task.
Task 3 Identify reconciliation accounts
Identify reconciliation accounts for subledger accounts.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
59
Unit 2: General Ledger Accounting
1.
AC010
View the company code specific settings for G/L account 160000 in
company code 1000. Is this account a reconciliation account? If so, for
which subsidiary ledger? Make the same determination for accounts
140000 and 2000.
a)
b)
If you returned to the SAP Easy Access menu in the previous task,
follow: Accounting → Financial accounting → General Ledger → Master
records → Individual processing → In Company code.
Field Name
Value
G/L account
160000
Company code
1000
Select the Display icon.
The reconciliation account for the Account type field is in the Control
data tab in the Company code section. The value Vendors is entered
in this field. Thus, this account is a reconciliation account for
accounts payable.
c)
Determine if accounts 140000 and 2000 are reconciliation accounts
by repeating the steps above.
Account 140000: Reconciliation account for customers.
Account 2000: Reconciliation account for assets.
2.
Can you make G/L account postings to these accounts?
a)
b)
No. Reconciliation accounts cannot be posted to directly in
the general ledger; they can only be posted to indirectly using
subsidiary ledgers. We will learn more about how reconciliation
accounts are posted to in the AR, AP and Assets units.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 4 Display a G/L account list
Display a G/L account list for a company code.
Continued on next page
60
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
1.
Create the G/L account list of company code 3000 (IDES USA). Does this
tell you which operating chart of accounts is used by this company code?
a)
b)
c)
d)
2.
Accounting → Financial accounting → General Ledger → Information
system → General ledger reports → Master data → G/L account list →
SAP minimal variant.
Field Name
Value
Company code
3000
Run the report by selecting Execute.
Yes. The name of the chart of accounts is in the third line of the
report: CAUS.
Return to the SAP Easy Access menu by typing /N in the command
field.
What is the difference between a chart of accounts list and a G/L account
list?
a)
The chart of accounts list contains the accounts for which the chart of
accounts segment has been created. The chart of accounts segment
contains general information about the account that pertains to all
company codes that can post to the accounts in the list.
The G/L account list is usually a subset of the chart of accounts list.
It lists the accounts for which the company code-specific settings
have been created for a specific company code. Unlike the chart of
accounts list, however, it is not a drilldown report.
Task 5 Determine the placement of account 160000 in
financial statement version INT
The balance sheet and income statement report can be run using different
versions, called financial statement versions. Some versions can be very
detailed, such as for the controller, and others can be very summary in nature,
such as for the board of directors. In order for an account to show up at a
proper location in the balance sheet or income statement, it must be included
in the financial statement version used when the balance sheet/income
statement is run. If it is not put in the financial statement version, it will show
up at the bottom of the income statement under a category called Unassigned
Accounts.
Continued on next page
November 2001
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61
Unit 2: General Ledger Accounting
1.
AC010
The financial statement version we will use when we run the balance
sheet/income statement for company code 1000 is INT, the same name as
the chart of accounts. Note the location of account 160000 in the financial
statement version INT. Note its financial statement item name and all
items above it in the financial statement version hierarchy.
a)
b)
c)
d)
e)
Accounting → Financial accounting → General Ledger → Master records
→ Individual processing → In company code.
Field Name
Value
G/L account
160000
Company code
1000
Select the Display icon.
Select Edit financial statement version.
Field name or data type
Value
Financial statement version
INT
Select Continue (enter).
Account 160000 is found in the financial version as follows:
Liabilities → Payables → Accounts payable → Due within one year.
f)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 6 Create a G/L account
For a planned increase in capital, IDES Germany (company code 1000) needs
a new G/L account.
1.
Check the chart of accounts.
Continued on next page
62
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
The parent company is responsible for assigning account numbers and
maintaining the charts of accounts for the IDES group. Based on the new
requirement, the parent company should have created G/L account 700##
in chart of accounts INT. Check whether this account has been created.
Note: ## is your group number.
a)
b)
Accounting → Financial Accounting → General Ledger → Master
Records → Individual Processing → In Chart of Accounts.
Field Name
Value
G/L account
700##
Chart of accounts
INT
Select the display icon.
The account should exist.
c)
Return to the SAP Easy Access menu.
Task 7 Maintain the company code-specific settings
Create the company code 1000 segment for G/L account 700##.
1.
Before postings can be made to account 700## in company code 1000, you
need to create the company code-specific settings. The account should
have a structure similar to that of account 70 000. For this reason, use
this account as a reference.
Make certain that the account in Company Code 1000 uses the UNI
currency, line item display is activated, sort key 001 is entered, and the
alternative account number is removed.
Continued on next page
November 2001
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63
Unit 2: General Ledger Accounting
AC010
Save the account and remain in the G/L master record screen for the
next task.
a)
b)
c)
d)
e)
f)
g)
Accounting → Financial accounting → General Ledger → Master records
→ Individual processing → In company code.
Field Name
Value
G/L account
700##
Company code
1000
Select the Create with reference push button.
Fill in the following data.
Field Name
Value
G/L account
70000
Company code
1000
Select Enter.
Check that the default entries are correct and remove the alternative
account number in the Control data tab.
Select Save.
Remain in this screen to continue with Task 8.
Task 8 Maintain the financial statement version
Enter the new G/L account 700## in the financial statement version INT so
that it appears in an appropriate location when the balance sheet is run.
1.
The new account has to be entered in financial statement version INT.
Enter it in the same financial statement item as reference account 70 000.
a)
If you did not remain in the previous screen, follow: Accounting →
Financial accounting → General Ledger → Master records → Individual
processing → In company code.
Fill in the following data.
b)
c)
d)
64
Field Name
Value
G/L account
700##
Company code
1000
Select Change.
Select Edit financial statement version.
Enter the following in the Select Financial Statement Version pop-up
box.
Continued on next page
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
e)
Field name
Value
Financial statement version
INT
Select Choose.
If you did remain in the screen from the previous exercise, the
financial statement should be automatically expanded to show
you where the reference account, 70 000, is located in the financial
statement version. If you had to re-enter the screen and do not see
the financial statement version opened automatically to where
account 70 000 is located, follow the directions in the note below.
f)
g)
h)
Select Subscribed capital and choose the Assign accounts push button
at the top of the screen. Insert the interval of 700## to 700## in
the From account To account line. Select D & C (for debit and credit
balance). It you do not see a free line to enter your account, use the
Next page icon at the bottom of the dialogue box to move to a blank
line to enter your account. Do not type over an existing account,
as you will replace it with your account!
Select Continue (enter).
Select Save.
Note: If you exited the screen from the previous exercise
and then re-entered the company code screen of the master
record, the financial statement version will not expand
automatically to show the location of the reference account,
70 000. In that case, you will need to do the following after
selecting Financial statement version for INT.
•
•
•
•
•
November 2001
Put your cursor on the top line INT and then select
the Expand subtree icon (the second icon at the top left
of the screen).
The financial statement version will be expanded
completely. Use Find (the binoculars at the top of the
screen) to search for account 70 000 (Ordinary Share
Capital). Select account 70 000 in the find pop–up box.
The account is found under the financial statement
item Subscribed capital.
Select Subscribed capital and choose the Assign accounts
push button. Insert the interval of 700## to 700##.
Select D & C (for debit and credit balance).
Select Continue.
Select Save.
Continued on next page
© 2001 SAP AG. All rights reserved.
65
Unit 2: General Ledger Accounting
AC010
•
66
Return to the SAP Easy Access menu.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: G/L Master Records
Lesson Summary
You should now be able to:
•
Display a chart of accounts
•
Display the G/L account directory
•
Create G/L accounts
•
Describe the special role of reconciliation accounts
•
Maintain a financial statement version
•
Discuss the use of country and group charts of accounts
November 2001
© 2001 SAP AG. All rights reserved.
67
Unit 2: General Ledger Accounting
AC010
Lesson: Accounting Transactions – Processing in the
General Ledger
Lesson Overview
In this lesson, we will learn how to create G/L postings using both the Enjoy
and the traditional Complex posting screen. We will study the structure of a
financial (FI) document and see the results of our postings by analyzing the
accounts we have posted to and by running the balance sheet. We will also see
how FI and CO are integrated by using cost elements.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
•
Perform G/L postings using the new Enjoy transaction screen and the
traditional Complex screen
Explain how an FI document is structured
Query a G/L account.
Run the balance sheet
Define a cost element
Business Example
Accountants create many journal entries as part of their daily work. In SAP,
accountants can use a single-entry Enjoy screen for most of their postings. In
some cases, the traditional Complex screen is used. Either way, G/L postings
automatically show up on the balance sheet and P & L statement and can be
seen when one queries an account that has been posted to.
IDES is going to sell some new stock. This business transaction will be
reflected in a new G/L posting to the new equity account we created in the
previous lesson.
68
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
Figure 25: G/L Account Postings
Beginning with release 4.6 , you can comfortably create and post a G/L
account document using a one-screen transaction. The entry screen is divided
into the following areas:
Work templates
Here, you can select screen variants, account assignment templates, or
held documents as references. A held documents is a document that a
user saves without posting it, with the idea that the user will complete
and post the held document later.
To return to the original line layout of the GL document entry table, right
click on the screen, and select "Reset screen variant".
Header data
Header data applies to the whole document, such as posting date and
document type. Some of the header data can be in display format only, or
hidden from the user via editing options.
Line item information
Here, the line items of the document are entered.
Information area
Here, the debit and credit balances are displayed by using a traffic light
icon.
November 2001
© 2001 SAP AG. All rights reserved.
69
Unit 2: General Ledger Accounting
AC010
Figure 26: G/L Document Entry Enjoy Screen
Figure 27: Standard/Complex Postings
70
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
Complex or general postings in release 4.6 correspond to the old, more
difficult standard posting transaction, FB01.
Since not all of the posting transactions were revamped for release 4.6, it is
often still necessary to have a good command of the general/complex posting
method.
November 2001
1.
In the initial screen, you enter the data for the document header.
Additionally, you enter the posting key and the account for the first line
item. The posting key provides the system with information regarding
the account type (G/L account, customer, vendor, asset and material)
and can influence the layout of the entry screen for the line item, which
will be seen in the next screen. The key driver of the layout of the entry
screen for the line item is the field status group of the account that is
being posted to. We saw the field status group in the company code
segment of G/L master records.
2.
With this information (posting key and field status group of the account
to be posted to), the detailed entry screen for the first line item is set up.
When you select Enter, you proceed to the second screen, which contains
the Amount field and Additional account assignment fields for the first line
item, such as business area, text, cost center, etc.
3.
At the bottom of the second screen, you enter the posting key and
account for the second line item of the posting. When you select Enter,
you proceed to the third screen, which contains the amount field and
Additional account assignment fields for the second line item. You continue
with this same process for all the line items that make up the posting.
4.
In order to pass information from FI to CO (the controlling module),
a cost element must exist for the G/L expense account that is being
posted to. Starting with the 4. 6 release, a primary cost element can be
created automatically when a new G/L account is created. Cost/revenue
elements only exist for P&L accounts. You can branch to the cost element
from the G/L master record.
© 2001 SAP AG. All rights reserved.
71
Unit 2: General Ledger Accounting
AC010
Figure 28: G/L Document Entry Complex First Screen
72
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
Figure 29: G/L Document Entry Complex Second Screen
Figure 30: Important Standard Document Types
November 2001
© 2001 SAP AG. All rights reserved.
73
Unit 2: General Ledger Accounting
AC010
In order to distinguish between the various FI transactions, document types
are used. Each document is assigned to one document type, which is entered
in the document header. Document numbers are provided by the document
number ranges assigned to one or more document types.
For G/L account postings, document type SA is most often used, although
other document types are possible, such as accrual/deferral documents,
valuation documents, and so on.
Figure 31: Posting Key
Each document line item contains one posting key. This is an instrument
that is used for internal control and is entered in the Complex posting screen
to tell the system:
•
•
Which account type is being posted to
Whether the line item is a debit or credit posting
In the new Enjoy transaction, you no longer need to enter the posting key.
Instead, debit represents posting key 40 and credit represents posting key
50. These posting keys appear in the document and their control functions
are still relevant.
74
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
Figure 32: Standard Posting Keys
In the R/3 System, there are a large number of standard posting keys. Each
posting key is used for posting either a debit or a credit to one account type.
For postings in the general ledger, you need only two posting keys:
•
•
40, for debit items
50, for credit items
Figure 33: Account Information
November 2001
© 2001 SAP AG. All rights reserved.
75
Unit 2: General Ledger Accounting
AC010
For account information, balance display and line item display are available.
Line item display is available only for G/L accounts that have that Function
checked off in their master record.
The balance display is an overview of the saved transaction figures of an
account. You can drill down from the balance to a list of the items that make
up the balance.
From this line item list, you can drill down to the document containing this
line item. From there you can see the complete transaction by selecting
Document overview.
If there is an original document for this R/3 document, and if it was archived
optically, you can display it as well.
76
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
Exercise 7: Daily Accounting Transactions
in the General Ledger
Exercise Objectives
After completing this exercise, you will be able to:
•
Post G/L account documents using both the enjoy and complex screens
•
Complete an account query
•
Run the balance sheet
•
Understand the role of cost elements and observe a cost element from a
G/L master record
Business Example
IDES has just sold 200,000 UNI worth of new stock. You must create a G/L
posting to reflect this business event.
Task 1 Post an increase in capital
Post the increase in capital of 200,000 UNI to account 700##. Use account
113100, Cash, for the offsetting line item. The posting record is:
Debit: Cash
Credit: Increase in Capital
Use the With business area screen variant. Post the transaction to business
area BA##.
Enter Increase in capital, group ## for the short text.
1.
Enter the increase in capital using the "Enjoy" screen.
2.
Display the document. What is the meaning of the PK column and its
entries, 40 and 50?
Task 2 Query an account
To make certain that the posting was actually completed properly, check the
balance of account 113100 for your business area only and drill down to
the document.
1.
Display the balance.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
77
Unit 2: General Ledger Accounting
AC010
Check the transaction figures and the balance of account 113100 in
company code 1000 and business area BA##.
Why do you only see one balance of 200,000 UNI? Did not all groups
make their debit posting to this account? What happened to the postings
of the other groups?
2.
What would you have to do in order to see the entire amount that was
posted by all groups to this account during the last exercise?
3.
Display the line items of account 113100 for your business area, BA##,
only.
Drill down on the balance display to see all line items that were posted to
this account for your business area.
Choose various line layouts in order to see additional information in
the line item list.
4.
Display your document.
Go to the document display by drilling down on the line item display.
Task 3 Create a Complex posting
Post the same accounting transaction (increase in capital) as you did in Task 1
using the complex/general posting transaction. Use document type SA.
1.
Use the G/L document entry Complex screen to debit account 113100
and credit account 700## for your business area, BA##.
Task 4 Display account balances
To display a list of all G/L account balances, SAP offers standard reports. Run
one of these reports.
1.
Create the G/L account balance list report.
Start the G/L account balance list for the current posting period and
company code 1000. Find the balance of account 113100. What is the
balance in your business area, BA##?
Task 5 Run the balance sheet
Run the balance sheet to see if the postings to your new account 700## show
up under a logical heading.
Continued on next page
78
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
1.
Run the balance sheet for your account using financial statement version
INT. If your postings show up at the end of the balance sheet under
Accounts not assigned, you must alter your financial statement version to
include your new account. Run the balance sheet for the current posting
period and company code 1000. Use financial statement version INT
and the Classical list view.
Task 6 View Cost Elements
View the cost element for an expense account. A cost element must be created
in order to post to objects in controlling, such as cost centers and/or internal
orders. With the release of 4.6, a cost element can be created automatically
when a new P&L account is created. Display the cost element for G/L account
475000.
1.
November 2001
Display account 475000 centrally.
© 2001 SAP AG. All rights reserved.
79
Unit 2: General Ledger Accounting
AC010
Solution 7: Daily Accounting Transactions
in the General Ledger
Task 1 Post an increase in capital
Post the increase in capital of 200,000 UNI to account 700##. Use account
113100, Cash, for the offsetting line item. The posting record is:
Debit: Cash
Credit: Increase in Capital
Use the With business area screen variant. Post the transaction to business
area BA##.
Enter Increase in capital, group ## for the short text.
1.
Enter the increase in capital using the "Enjoy" screen.
a)
b)
c)
d)
e)
f)
g)
Accounting → Financial accounting → General ledger → Document entry
→ Enter G/L Account Document.
If the pop-up box for the company code appears, enter company
code 1000.
Note: If you do not need to enter a company code, then the
company code has already been determined during the last
posting made. You can change the company code in the
header by choosing Environment → Change company code
from the top of the Document entry screen.
Company code pop-up box:
Field name or data type
Value
Company code
1000
Select Continue (enter).
Header data:
Field name or data type
Value
Document date
<today’s date>
Posting date
<today’s date>
Short text
Increase in capital ##
Select Continue (enter).
Select the Tree-on push button if no screen variants appear on the left.
Continued on next page
80
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
Open the Screen variants for items folder. In the left column, select the
With business area screen variant.
1. Item
Field name or data type
Value
G/L account
700##
D/C
Credit
Amount in Doc. currency
200000
Business area
BA##
2. Item
h)
Field name or data type
Value
G/L account
113100
D/C
Debit
Amount in Doc. currency
200000
Business area
BA##
Select Post (the "Save" icon).
Note: The Save icon becomes the Post icon when creating a
transaction.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
81
Unit 2: General Ledger Accounting
2.
AC010
Display the document. What is the meaning of the PK column and its
entries, 40 and 50?
a)
Hint: You can display the last document posted from the
drop-down menu path: Document → Display at the top of the
document entry screen. Or follow the full menu path given
in step A below.
b)
Accounting → Financial Accounting → General ledger → Document
→ Display. The last document you posted should default into the
document number field. Hit Enter to see the document.
PK: Posting key (indicates if the line item is a debit or credit)
40: Posting key for debit postings in the general ledger
50: Posting key for credit postings in the general ledger
c)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Query an account
To make certain that the posting was actually completed properly, check the
balance of account 113100 for your business area only and drill down to
the document.
1.
Display the balance.
Check the transaction figures and the balance of account 113100 in
company code 1000 and business area BA##.
Continued on next page
82
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
Why do you only see one balance of 200,000 UNI? Did not all groups
make their debit posting to this account? What happened to the postings
of the other groups?
a)
b)
Accounting → Financial accounting → General ledger → Account →
Display balances.
Field name or data type
Value
G/L account
113100
Company code
1000
Fiscal year
<current year>
Business area
BA##
Select Execute.
You see a balance of 200,000 UNI because you have limited the
selection to your own business area, BA##. All other groups posted
to different business areas. Since the transaction figures are kept
per business area, you can view the account balance for just your
business area.
2.
What would you have to do in order to see the entire amount that was
posted by all groups to this account during the last exercise?
a)
3.
To view the total balance for all business areas, you would have to
re-run the report, leaving the Business area field blank.
Display the line items of account 113100 for your business area, BA##,
only.
Drill down on the balance display to see all line items that were posted to
this account for your business area.
Choose various line layouts in order to see additional information in
the line item list.
a)
b)
c)
4.
Drill-down on the balance of the current period.
In the line item list, choose the Select Layout icon in the middle—top
of the screen in order to select a different line layout.
Select the standard line layout.
Display your document.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
83
Unit 2: General Ledger Accounting
AC010
Go to the document display by drilling down on the line item display.
a)
b)
c)
Drill-down on the line item with business area BA## to access the
detail view of the item.
Choose the Document overview icon to access the document display.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 3 Create a Complex posting
Post the same accounting transaction (increase in capital) as you did in Task 1
using the complex/general posting transaction. Use document type SA.
Continued on next page
84
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
1.
Use the G/L document entry Complex screen to debit account 113100
and credit account 700## for your business area, BA##.
a)
b)
c)
d)
e)
Accounting → Financial accounting → General ledger → Document
entry → Others → General posting.
Field name or data type
Value
Document date
<today’s date>
Document type
SA
Company code
1000
Posting date
<today’s date>
Period
Current period
Currency
UNI
Posting key
40
Account
113100
Choose Enter.
Field name or data type
Value
Amount
200,000
Business area
BA##
Posting key
50
Account
700##
Choose Enter.
Field name or data type
Value
Amount
200,000
Business Area
BA##
Select Post.
Return to the SAP Easy Access menu.
Task 4 Display account balances
To display a list of all G/L account balances, SAP offers standard reports. Run
one of these reports.
1.
Create the G/L account balance list report.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
85
Unit 2: General Ledger Accounting
AC010
Start the G/L account balance list for the current posting period and
company code 1000. Find the balance of account 113100. What is the
balance in your business area, BA##?
a)
b)
c)
Accounting → Financial accounting → General ledger → Information
system → General ledger reports → Account Balances → General → G/L
account balances → SAP minimal variant.
Field name or data type
Value
Company code
1000
Fiscal year
<current year>
Reporting periods
<current posting
period>
Select Execute.
Scroll to account 113100 in the list or use the binoculars to find it.
The balance in business area BA## is 400,000.
d)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 5 Run the balance sheet
Run the balance sheet to see if the postings to your new account 700## show
up under a logical heading.
1.
Run the balance sheet for your account using financial statement version
INT. If your postings show up at the end of the balance sheet under
Accounts not assigned, you must alter your financial statement version to
Continued on next page
86
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
include your new account. Run the balance sheet for the current posting
period and company code 1000. Use financial statement version INT
and the Classical list view.
a)
b)
c)
d)
Accounting → Financial accounting → General ledger → Information
system → General ledger reports → Balance Sheet/Profit+Loss Statement
Cash Flow → General → Actual/Actual Comparisons → Balance
Sheet/Profit+Loss Statement.
Field name or data type
Value
G/L account
700##
Company code
1000
Financial statement version
INT
Reporting year
<current year>
Comparison year
<previous year>
Reporting periods
<current posting
period>
Select Classical list under List output.
Select Execute.
Return to the SAP Easy Access menu.
Task 6 View Cost Elements
View the cost element for an expense account. A cost element must be created
in order to post to objects in controlling, such as cost centers and/or internal
orders. With the release of 4.6, a cost element can be created automatically
when a new P&L account is created. Display the cost element for G/L account
475000.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
87
Unit 2: General Ledger Accounting
1.
AC010
Display account 475000 centrally.
a)
b)
c)
Accounting → Financial Accounting → General Ledger → Master
Records → Individual Processing → Centrally.
Field name or data type
Value
G/L account
475000
Company code
1000
Select the Display icon.
Select the Edit Cost Element push button.
This shows you the cost element for account 475000. Notice that the
cost element has the number as the G/L account. Do not change
anything for this cost element; just observe it.
d)
88
Return to the SAP Easy Access menu.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions – Processing in the General Ledger
Lesson Summary
You should now be able to:
•
Perform G/L postings using the new Enjoy transaction screen and the
traditional Complex screen
•
Explain how an FI document is structured
•
Query a G/L account.
•
Run the balance sheet
•
Define a cost element
November 2001
© 2001 SAP AG. All rights reserved.
89
Unit Summary
AC010
Unit Summary
You should now be able to:
•
Describe the purpose of company codes and business areas
•
Describe the options for assigning company code(s) to a controlling area
•
Display a chart of accounts
•
Display the G/L account directory
•
Create G/L accounts
•
Describe the special role of reconciliation accounts
•
Maintain a financial statement version
•
Discuss the use of country and group charts of accounts
•
Perform G/L postings using the new Enjoy transaction screen and the
traditional Complex screen
•
Explain how an FI document is structured
•
Query a G/L account.
•
Run the balance sheet
•
Define a cost element
90
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Test Your Knowledge
1.
A legal entity is represented by a company code company code in SAP.
Fill in the blanks to complete the sentence.
2.
Key business segments are represented by business areas business areas
in SAP.
Fill in the blanks to complete the sentence.
3.
More than one company code can be assigned to a controlling area.
Determine whether this statement is true or false.
True
False
4.
To which chart of accounts must a company code be assigned in order
for postings to occur?
Choose the correct answer(s).
A
B
C
D
E
Group
Country
Operating
None of the above
All of the above
5.
What are the two parts of a G/L account and what are the two reports
that show those parts?
6.
The account group account group has a range of numbers assigned to it
and controls the screen layout of the company code segment of a G/L
account.
Fill in the blanks to complete the sentence.
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Test Your Knowledge
7.
AC010
Reconciliation accounts can be posted to directly.
Determine whether this statement is true or false.
True
False
8.
The financial statement version financial statement version determines
the structure of a balance sheet and income statement as far as which
accounts map to which line items on the report.
Fill in the blanks to complete the sentence.
9.
A document consists of two parts: a header header and
line items line items.
Fill in the blanks to complete the sentence.
10. For postings to G/L accounts, there are two posting keys: 40 40 for debit
and 50 50 for credit.
Fill in the blanks to complete the sentence.
11. It is possible to drill down from an account balance to the line items that
make up that balance for all G/L accounts.
Determine whether this statement is true or false.
True
False
12. A posting key allows posting to just one account type.
Determine whether this statement is true or false.
True
False
13. When a document is posted, a number is assigned to that
document. This number comes from number range assigned to the
document type document type in the header of that document.
Fill in the blanks to complete the sentence.
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Test Your Knowledge
14. In order for information to pass over to the controlling module
when posting to an expense account as part of an FI transaction, a
cost element cost element must exist for the expense account that is
being posted to.
Fill in the blanks to complete the sentence.
15. When a transaction is posted in FI, it automatically appears on the
balance sheet.
Determine whether this statement is true or false.
True
False
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AC010
Answers
1.
A legal entity is represented by a company code in SAP.
Answer: company code
2.
Key business segments are represented by business areas in SAP.
Answer: business areas
3.
More than one company code can be assigned to a controlling area.
Answer: True
In order for this to occur, the company codes must have the same
operating chart of accounts and fiscal year variant.
4.
To which chart of accounts must a company code be assigned in order
for postings to occur?
Answer: C
A company code must be assigned to an operating chart of accounts.
In addition, a company code can be assigned to a country chart of
accounts. The country chart is required for country-specific reporting.
An operating chart of accounts can be assigned to a group chart for
consolidation purposes.
5.
What are the two parts of a G/L account and what are the two reports
that show those parts?
Answer: The two segments are the chart of accounts segment and the
company code segment. The chart of accounts report is a list of accounts
for which the chart of accounts segment has been created. The G/L
account report is a list of accounts for which the company code segment
has also been created.
6.
The account group has a range of numbers assigned to it and controls the
screen layout of the company code segment of a G/L account.
Answer: account group
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Test Your Knowledge
7.
Reconciliation accounts can be posted to directly.
Answer: False
You can only post to a reconciliation account through a subledger
account.
8.
The financial statement version determines the structure of a balance
sheet and income statement as far as which accounts map to which line
items on the report.
Answer: financial statement version
9.
A document consists of two parts: a header and line items.
Answer: header, line items
10. For postings to G/L accounts, there are two posting keys: 40 for debit
and 50 for credit.
Answer: 40, 50
11. It is possible to drill down from an account balance to the line items that
make up that balance for all G/L accounts.
Answer: False
Only G/L accounts that have Line item display checked off in their master
record allow drilling down to the line items from the account balance.
12. A posting key allows posting to just one account type.
Answer: True
The posting key tells the system exactly what account type is going to be
posted to: G/L, customer, vendor, asset or material.
13. When a document is posted, a number is assigned to that document. This
number comes from number range assigned to the document type in the
header of that document.
Answer: document type
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AC010
14. In order for information to pass over to the controlling module when
posting to an expense account as part of an FI transaction, a cost element
must exist for the expense account that is being posted to.
Answer: cost element
15. When a transaction is posted in FI, it automatically appears on the
balance sheet.
Answer: True
The account must be assigned to an appropriate line item in the financial
statement version used when running the balance sheet. Otherwise, the
posting will appear at the end of the financial statement in a category
called Accounts not assigned.
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November 2001
Unit 3
Accounts Payable
Unit Overview
In this unit we will begin by studying the vendor master record. We will
then continue by looking at some of the daily activities that are performed
in the accounts payable (AP) department, such as creating invoices and
credit memos, creating a recurring document, and executing the recurring
document program. We will also study the ways of processing payments. We
will look at the integration points with materials management (MM) and
the organizational elements that are applicable to materials management.
Finally, we will take a look at closing activities necessary to prepare financial
statements in accounts payable, such as accounting for open invoices in a
foreign currency. Many of the concepts in this unit will also apply to accounts
receivables (AR).
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
November 2001
Create a list of vendors
Maintain an AP master record in FI
Describe the role of an account group
Post vendor invoices and credit memos in FI
Create a recurring document and execute the recurring entries program
Post a manual outgoing payment and print a check
Run the automatic payments program
Check account balances, line items and documents
Describe the most important organizational units in MM
Describe and track the basic purchasing process in MM and describe its
effect in FI
Print balance confirmations
© 2001 SAP AG. All rights reserved.
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Unit 3: Accounts Payable
•
•
AC010
Revalue foreign currency open items
Regroup payables according to due date
Unit Contents
Accounts Payable Master Records in FI .......................................... 99
Exercise 8: Vendor Master Data .................................................. 103
Daily Accounting Transactions in Accounts Payable ........................... 110
Exercise 9: Accounting Transactions Within a Period in Accounts Payable . 121
Integration with Materials Management .......................................... 144
Exercise 10: Integration with Materials Management .......................... 149
Closing Operations in Accounts Payable ........................................ 157
Exercise 11: Closing Procedures in Accounts Payable ........................ 163
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AC010
Lesson: Accounts Payable Master Records in FI
Lesson: Accounts Payable Master Records in FI
Lesson Overview
In this lesson we will review an existing vendor master record and create a
new vendor master record in the R/3 System. We will also examine how
the account group controls the appearance and numbering of vendor master
records.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Create a list of vendors
Maintain an AP master record in FI
Describe the role of an account group
Business Example
A foreign employee is expected to arrive in Hamburg next month and IDES
Germany has to take care of his housing. With the help of a local realtor, a nice
apartment has been found and IDES has just signed the tenancy agreement.
The accounting department needs to create an accounts payable (AP) master
record representing the landlord to create and track the rent payments.
Figure 34: Vendor Account in SAP FI
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As with G/L accounts, vendor accounts are made up of two areas:
•
•
A vendor account is defined for all company codes at the client level.
General data, such as the vendor’s name and address, is stored here.
Postings cannot be made to the account in a company code until company
code-specific settings have been created, which contain details that
apply to just that company code, such as the agreed terms of payment.
Figure 35: Initial Screen to Display a Vendor Master Record
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AC010
Lesson: Accounts Payable Master Records in FI
Figure 36: Account Groups for Vendors
In the same way as G/L accounts, vendor accounts can be combined in
various account groups, so that they can be organized and managed more
easily. However, the account group controls the screen layout of all sections of
the vendor master record, not just the company code section, as is the case for
G/L account groups.
The accounts in an account group usually have similar characteristics. For
example, you could have one account group for domestic vendors, one for
vendors abroad, one for affiliated vendors, and one for one-time accounts.
Number ranges are assigned to account groups. These number ranges are
usually internal where the system assigns you a number when you save the
vendor master record. However, some number ranges are external. With
external number ranges, you fill in the vendor code when creating the vendor
master record.
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AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounts Payable Master Records in FI
Exercise 8: Vendor Master Data
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a list of vendors
•
Create and maintain a vendor master record
Business Example
Accounting transactions involving vendors are recorded in the accounts
payable subledger. The accounts are divided into account groups so that a
large number of vendors can be organized more easily.
Task 1 Create a vendor list
You wish to have the system create an overview of the existing vendor master
data by listing these records. You are particularly interested in the accounts in
account group KRED.
1.
Create a list of all vendors in company code 1000.
2.
Create the list for a specific account group.
Use a dynamic selection to create a list of all vendors in account group
KRED.
Task 2 Create a vendor master record
IDES Germany is expecting a foreign employee to arrive next month who will
be spending a year in Germany. A real estate agency is helping IDES find an
apartment for the employee. The rental agreement has been signed, and the
accounting department now has to create a master record for the landlord that
can be used for making and monitoring the monthly rental payments.
1.
In company code 1000, create the master record VMIETER## for the
landlord. The master record should belong to account group VEND.
IDES has created a reference account for each account group so that
master data can be entered as easily and accurately as possible. The
reference account for the account group VEND is AGENCY00.
2.
In the address screen, enter the search term AC010 and name and address
information.
Continued on next page
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Unit 3: Accounts Payable
3.
AC010
Accept all the values that are copied from the reference account as default
values except for the language.
Task 3 Maintain the vendor master record
Check the terms of payment. According to the rental agreement, the rent is
always to be paid by check immediately and without cash discount. Which
payment terms and payment methods could you use? Enter these in the
vendor master record.
104
1.
The landlord wishes to receive the rental payment by check. Define the
appropriate payment methods.
2.
Save the master record.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounts Payable Master Records in FI
Solution 8: Vendor Master Data
Task 1 Create a vendor list
You wish to have the system create an overview of the existing vendor master
data by listing these records. You are particularly interested in the accounts in
account group KRED.
1.
Create a list of all vendors in company code 1000.
a)
b)
c)
2.
Accounting → Financial accounting → Accounts payable → Information
system → Reports for Accounts Payable Accounting → Master data →
Vendor List.
Field name or data type
Value
Company code
1000
Select Execute.
Return to the vendor list initial screen for the next exercise.
Create the list for a specific account group.
Use a dynamic selection to create a list of all vendors in account group
KRED.
a)
b)
c)
d)
e)
Vendor list initial screen:
Field name or data type
Value
Company code
1000
Choose the Dynamic selections icon at the top left of the screen.
In the hierarchy structure on the left side of the screen, select Account
group and choose Adopt selected items (icon to the left of the trash can)
to bring it under the Dynamic selections list on the right.
Field name or data type
Value
Account group
KRED
Select Execute. The list of vendors in company code 1000 that were
created using account group KRED is displayed.
Return to the SAP Easy Access menu.
Continued on next page
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Unit 3: Accounts Payable
AC010
Task 2 Create a vendor master record
IDES Germany is expecting a foreign employee to arrive next month who will
be spending a year in Germany. A real estate agency is helping IDES find an
apartment for the employee. The rental agreement has been signed, and the
accounting department now has to create a master record for the landlord that
can be used for making and monitoring the monthly rental payments.
1.
In company code 1000, create the master record VMIETER## for the
landlord. The master record should belong to account group VEND.
IDES has created a reference account for each account group so that
master data can be entered as easily and accurately as possible. The
reference account for the account group VEND is AGENCY00.
a)
Accounting → Financial accounting → Accounts payable → Master
records → Create.
Field name or data type
Value
Vendor
VMIETER##
Company code
1000
Account group
VEND
Reference
b)
2.
AGENCY00
Company code
1000
Select Enter or the Next screen icon.
In the address screen, enter the search term AC010 and name and address
information.
a)
3.
Vendor
Enter the search term AC010 and make up a name and address for
the vendor. Enter a complete German address, including a street
name and city.
Accept all the values that are copied from the reference account as default
values except for the language.
a)
1st Screen: Address
Continued on next page
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November 2001
AC010
Lesson: Accounts Payable Master Records in FI
b)
c)
Field name or data type
Value
Name
<name of your choice>
Search term
AC010
Other street address fields
<enter a complete
German address
including a street,
city, region and
country>
Language
<the language of your
country>
Select Enter.
2nd Screen: Control
Accept any defaults and leave all other fields blank.
Select Enter.
d)
3rd Screen: Payment transactions
Leave all fields blank.
Select Enter.
e)
4th Screen: Accounting information
The displayed data was copied from the reference vendor. Do not
change the data.
Select Enter.
f)
5th Screen: Payment transactions accounting
The displayed data was copied from the reference vendor. Do not
change the data.
Select Enter.
g)
6th Screen: Correspondence Accounting
The displayed data was copied from the reference vendor. Do not
change the data.
h)
i)
Select Save.
Return to the SAP Easy Access menu.
Continued on next page
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Unit 3: Accounts Payable
AC010
Task 3 Maintain the vendor master record
Check the terms of payment. According to the rental agreement, the rent is
always to be paid by check immediately and without cash discount. Which
payment terms and payment methods could you use? Enter these in the
vendor master record.
1.
The landlord wishes to receive the rental payment by check. Define the
appropriate payment methods.
a)
b)
c)
Accounting → Financial accounting → Accounts payable → Master
records → Change.
Field name or data type
Value
Vendor
VMIETER##
Company code
1000
Company code data: Payment
transactions
Select this screen
Select Enter.
Payment terms: 0001 or ZB00
Payment methods: Confirm that C and S are entered.
2.
Save the master record.
a)
b)
108
Select Save.
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounts Payable Master Records in FI
Lesson Summary
You should now be able to:
•
Create a list of vendors
•
Maintain an AP master record in FI
•
Describe the role of an account group
November 2001
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Unit 3: Accounts Payable
AC010
Lesson: Daily Accounting Transactions in Accounts
Payable
Lesson Overview
In this lesson we will discuss in detail daily transactions with accounts
payable (AP). We will study the AP Invoice screen. We will also take a look at
how to set up the recurring entry program. Finally, we will study multiple
ways to process payments in R/3.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
•
Post vendor invoices and credit memos in FI
Create a recurring document and execute the recurring entries program
Post a manual outgoing payment and print a check
Run the automatic payments program
Check account balances, line items and documents
Business Example
A foreign employee is expected to arrive in Hamburg next moth and IDES
Germany has to take care of his housing. With the help of a local realtor, a nice
apartment has been found and IDES has just signed the tenancy agreement.
The commission for the realtor is 4,000 UNI. Since IDES uses the services of
this realtor quite frequently, a master record already exists. The invoice for the
commission is sent directly to the accounting department and has to be posted.
The rent for the apartment is 2,000 UNI per month. To automatically create an
open item in the landlord’s account each month, the accounting department
uses the recurring entries program. The rent itself is paid automatically by
running the payment program periodically.
The realtor urgently needs the money and asks IDES for a fast payment.
Therefore, the accountant creates a check for 4,000 UNI and posts the payment.
To see if every transaction was posted correctly, the accountants check the
accounts after each transaction.
110
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
Figure 37: Enjoy Invoice/Credit Memo Entry
Since release 4.6, you can easily create and post a vendor invoice or credit
memo using a one-screen transaction. This type of invoice entered directly in
A/P is a miscellaneous invoice, without reference to a purchase order. The
A/P entry screen is divided into the following areas:
Work templates
Here, you can select screen variants, account assignment templates, or
held documents as references.
Header and vendor data
Document header and vendor line item data is entered here.
Line item information
The G/L line items for the document are entered here.
Information area
The document balance and information about the vendor is displayed
here.
This transaction can also be used to create documents in a foreign currency.
The foreign currency amount is translated into local currency using defined
exchange rates.
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Unit 3: Accounts Payable
AC010
Figure 38: Vendor Enjoy Invoice Screen
Figure 39: CO Account Assignment Logic
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AC010
Lesson: Daily Accounting Transactions in Accounts Payable
When entering an expense item for an operating expense, you must also enter
one real controlling (CO) object, such as a cost center or internal order. This
means that when the item is posted, a CO document is created as well as
an FI document. A primary cost element must exist for the G/L account in
order for this to happen. The CO document posts the costs corresponding
to the expense to the real CO object.
As well as the true CO object, you can also enter additional statistical CO
objects to which the costs are statistically posted for information purposes
(which means they are non-allocatable).
Figure 40: The Recurring Entry Program
For postings that recur on a regular basis, such as payments for rent or interest,
legal fees, and property taxes, you can use the recurring entry program to
automatically generate the necessary documents.
Recurring business transactions must be stored in the system as recurring
entry original documents for this to be possible. Each recurring entry original
document contains the date of the first and last postings, the frequency at
which posting should be made, and the date of the next planned posting.
The recurring entry program must be started at regular intervals within a
specified period. The program selects all recurring entry original documents
in which the date of the next posting falls within the specified period, and
then generates a batch input session.
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Unit 3: Accounts Payable
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When the batch session is processed, an FI document that corresponds to the
original document is posted, and the date of the next posting is changed in the
recurring entry original document.
Figure 41: Elements of the Payment Transaction
All payment transactions include the elements shown on the slide.
A payment transaction can be carried out either manually or automatically
by means of the payment program.
The standard system contains common payment methods and corresponding
forms that have been defined separately for each country.
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Lesson: Daily Accounting Transactions in Accounts Payable
Figure 42: Overview of the Automatic Payment Program
Figure 43: Parameters
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Unit 3: Accounts Payable
AC010
The automatic payment program was developed for international payment
transactions with customers and vendors, and can be used for both incoming
and outgoing payments. However, it is more commonly used for outgoing
payments.
The automatic payment process comprises several steps.
The first step involves maintaining the parameters. You use the parameters
to define which accounts and items the payment program is to include in
the automatic payment run.
Figure 44: Proposal Run
The second step of the payment program is the proposal run. During the
proposal run, the system:
•
•
•
116
Checks the accounts and documents specified in the parameters for due
items
Groups items due for payment
Selects the relevant payment methods, house banks, and partner banks
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
Figure 45: Edit Proposal
The third step of the payment program involves checking and editing the
payment proposal. This step can be omitted, but you are advised to check
that the data is accurate before actually running the payment program.
Figure 46: Payment Run
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Unit 3: Accounts Payable
AC010
The fourth step of the payment program is the actual payment run.
During the payment run, the system:
•
•
•
Posts payment documents
Clears open items
Prepares data for the printing of payment media
Figure 47: Print Payment Media
The final step of the payment run is printing.
Payment media are generated in this step, which means that one of the
following occurs:
•
•
•
Payment media, i.e., checks, are printed.
IDOCS are generated for Electronic Data Interface (EDI).
Payment data is sent to DME (Data Medium Exchange) administration.
The system comes standard with payment media programs for many countries
and many payment methods. In our exercise, we will run the payment
program for printing checks in Germany: RFFOD__S. In the United States, the
program RFFOUS_C is used. Note that the payment program name contains
the code for the country and for the payment method.
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AC010
Lesson: Daily Accounting Transactions in Accounts Payable
You can skip the payment proposal and proceed directly to the payment run,
which allows you to post the accounting transactions that clear the open
items immediately after entering the parameters. Also, you can combine the
payment run step with the payment media step by entering a variant for
the payment media program in the Printout/data medium tab before running
the payment program.
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AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
Exercise 9: Accounting Transactions Within
a Period in Accounts Payable
Exercise Objectives
After completing this exercise, you will be able to:
•
Post a vendor invoice
•
Post a manual outgoing payment and print a check
•
Create a recurring entry document and generate recurring entries
•
Carry out automatic payment
Business Example
IDES uses R/3 as an integrated system. Therefore, the open vendor items are
normally posted to the vendors’ accounts via invoice verification in materials
management (MM). Vendor invoices are only posted directly in accounts
payable in exceptional cases, such as the previous rent scenario.
Task 1 Post a vendor invoice and check the posting
The real estate agency charges a commission of 4,400 UNI for finding the
apartment, including 10% input tax (tax code 1I), which is 400 UNI. As IDES
has often used the services of this real estate agency, a master record already
exists for it. The number of the master record is Agency##. The commission
invoice has the previous day as the invoice date and was sent directly to the
accounting department, without going via invoice verification in MM. The
invoice contains the invoice number 1##.
1.
Post the invoice to your cost center, CC##. Use the With cost center
entry variant. Use G/L account 470000 as the offsetting account. Enter
the invoice number in the Reference field and enter Real estate
commission group ## as the text.
Write down the accounting document number.
2.
Use the balance display to check whether an open item was created for
the vendor account when your document was posted. Identify the open
item that was generated by your document.
Continued on next page
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Unit 3: Accounts Payable
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3.
View the whole document by selecting the document overview icon.
Although you only entered two items (a vendor item and an expense
item), the displayed document also contains a third item. What sort of
item is it, and how was it generated?
4.
Which reconciliation account is defined in the master record of the
vendor Agency ##?
5.
Check whether the commission amount has been posted to the
reconciliation account in the General Ledger. To do so, limit the balance
display to your business area, BA##.
Task 2 Create recurring entries
The rent is 2,000 UNI per month (input tax is 0%, tax code 0I), and is due on
the first of every month. The rental payments should start next month. The
rental agreement has the number 0815 and is valid for exactly one year, since
the employee will then return to his native country. To ensure that the posting
and payment of the open rent item is not forgotten, the open item should
be generated automatically.
1.
Create a recurring entry document for the rent payable. The document
should be document type KR. Enter Contract 0815 as the Reference.
You have already created the vendor account VMIETER## for the
landlord. Use the text edit format RENT for the item text. The offsetting
entry is made to account 470000 (occupancy costs). Debit the rent to this
account. The employee works for cost center CC##.
2.
The recurring entry program must be run once a month so that actual
documents are generated from the monthly recurring entry documents.
Start the recurring entry program.
3.
To assist you with the entries on the selection screen, report variant
AC010 was created.
Use this variant and replace ## with your group number in the three
indicated fields. Enter the first of the next month as the settlement period.
Note: It is important that you use only the recurring entry
documents for your own user, AC010–##, so that each group can
carry out its own recurring entries.
4.
The recurring entry program generates a batch input session that must be
processed so that the actual documents are posted.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
Have the system process the batch input session in the foreground so that
you can see how batch input processing works. The batch input session
would normally be much larger (depending on the number of recurring
entry documents), and would be processed in the background.
Caution: Process only the session that you have created yourself.
5.
Check whether the batch input session has generated an open item for
the rent payable.
Task 3 Post a manual outgoing payment with check
printing
The real estate agency, Agency##, requires the money urgently, and asks the
accounting department to make the payment quickly.
1.
Post a manual outgoing payment with simultaneous check printing. The
payment is to be made via house bank 1000. Enter LP01 as the printer.
Have the system calculate the payment amount.
Use payment method C (pre-numbered checks) and check lot 1. This
indicates a lot of pre-numbered check forms that are already in the
system.
2.
Write down the number of the payment document.
3.
Check whether the outgoing payment has cleared the original open item,
and write down how much cash discount was calculated and posted.
Task 4 Create an automatic payment
IDES has the AP department run the payment program once a week. The rent
is paid automatically by the payment program at the beginning of the next
month, together with all the other open vendor items.
1.
Create your own payment run with the first of the next month as the run
date, and your business area, BA##, as the identification.
2.
Maintain the payment run parameters so that the payment run selects all
documents that have been entered up until the first of next month for
your landlord’s account, VMIETER-##, in company code 1000. Any
payments in this run should be made by check (payment method S) and
posted on the first of next month. You must enter the posting date of the
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Unit 3: Accounts Payable
AC010
next payment run so that the system can decide whether the payment has
to be made in this payment run, or whether it could wait until the next
payment run. The next payment run is a week after the posting date.
Note: IDES normally has the system include all vendors in the
payment run, and also specifies all payment methods that are
used.
Hint: For test purposes, it is advisable to activate the additional
log so that any errors that occur can be more easily traced.
Activate the additional log for your payment run.
3.
Have the system start generating the payment proposal by scheduling
the proposal to start immediately. IDES usually schedules the payment
proposal to be processed in the background at times when the system is
less busy (at night, for example).
Keep updating the status until a message is displayed to tell you that the
payment proposal has been created.
4.
Accounts payable clerks print out the payment proposal and check the
payments before the actual payment run takes place. This prevents any
incorrect payments from being made. If necessary, you can then edit the
payment proposal by editing the exception list, removing items from the
payment run, or changing payments.
Have the system display the payment proposal on the screen.
5.
You need to define variants for the print programs before the payment
media and payment advice notes can be printed. Since payments can
only be made by check in this payment run, you only need to choose a
variant for the appropriate print program, RFFOD__S. Use the Scheck
variant, which has already been set up.
6.
After the payment proposal has been checked and accepted as correct,
the actual payment run is started, which posts the payments. By having
selected a variant for the print program ahead of time, we can also print
the check in this step.
Start the payment run by scheduling it to start immediately. IDES
usually schedules the payment run in the same way as the payment
proposal, to be processed in the background at times when the system
is less busy. Select the Create payment medium check box in the Schedule
Payment pop-up box to print out the check with the payment run.
Continued on next page
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AC010
Lesson: Daily Accounting Transactions in Accounts Payable
7.
Go to the output controller to view the automatically created check.
8.
Check whether the automatic payment run has cleared the original
open item. Drill down from the balance of the vendor’s account to the
payment document. Then view the complete payment document by
using the document overview icon.
Task 5 Display the due date analysis report
To gain an overview of the open items that are due in the future, you can
display a drilldown report for due date analysis.
1.
Carry out this report for company code 1000.
Note: Drilldown reporting is another SAP reporting tool, in
addition to the classic ABAP reports, SAP Query, and the
Accounts Receivable/Accounts Payable Information System.
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Solution 9: Accounting Transactions Within
a Period in Accounts Payable
Task 1 Post a vendor invoice and check the posting
The real estate agency charges a commission of 4,400 UNI for finding the
apartment, including 10% input tax (tax code 1I), which is 400 UNI. As IDES
has often used the services of this real estate agency, a master record already
exists for it. The number of the master record is Agency##. The commission
invoice has the previous day as the invoice date and was sent directly to the
accounting department, without going via invoice verification in MM. The
invoice contains the invoice number 1##.
1.
Post the invoice to your cost center, CC##. Use the With cost center
entry variant. Use G/L account 470000 as the offsetting account. Enter
the invoice number in the Reference field and enter Real estate
commission group ## as the text.
Write down the accounting document number.
a)
b)
c)
d)
e)
Accounting → Financial Accounting → Accounts Payable → Document
entry → Invoice.
Enter the company code, if the company code pop-up box appears.
Field name or data type
Value
Company code
1000
Select Enter.
Basic data:
Field name or data type
Value
Vendor
Agency##
Invoice date
<yesterday’s date>
Posting date
<today’s date>
Select Enter. Note the link to the vendor master record on the right
of the screen.
Field name or data type
Value
Amount
4400
Tax amount/tax code
400 (code 1I – input
tax training 10%)
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
f)
g)
h)
i)
2.
Field name or data type
Value
Reference
1##
Text
Real estate commission
group ##
Select Tree-on. In the Screen variants for items folder, select the with
cost center screen variant.
Field name or data type
Value
G/L account
470000
D/C
Debit
Doc. currency amount
4000
Tax code
1I
Cost center
CC##
Select Post.
Write down the accounting document number.
Return to the SAP Easy Access menu by typing /N in the command
field.
Use the balance display to check whether an open item was created for
the vendor account when your document was posted. Identify the open
item that was generated by your document.
a)
b)
c)
Accounting → Financial Accounting → Accounts Payable → Account
→ Display balances.
Field name or data type
Value
Vendor
Agency##
Company code
1000
Fiscal year
<current year>
Select Execute.
Double-click on the balance of the current month.
A list of open items appears. Use the document number you wrote
down to identify your document.
Continued on next page
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Unit 3: Accounts Payable
3.
4.
AC010
View the whole document by selecting the document overview icon.
Although you only entered two items (a vendor item and an expense
item), the displayed document also contains a third item. What sort of
item is it, and how was it generated?
a)
Drill down on this line item, and then choose the Document overview
icon.
Note: An input tax item has been automatically generated.
The tax code you entered determines which account the
tax is posted to.
b)
Return to the SAP Easy Access menu by typing /N in the command
field.
Which reconciliation account is defined in the master record of the
vendor Agency ##?
a)
Accounting → Financial Accounting → Accounts Payable → Master
records → Display.
Field name or data type
Value
Vendor
Agency##
Company code
1000
The reconciliation account is found on the Accounting info screen of
the company code data. In this case, it has the number 160000.
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AC010
Lesson: Daily Accounting Transactions in Accounts Payable
5.
Check whether the commission amount has been posted to the
reconciliation account in the General Ledger. To do so, limit the balance
display to your business area, BA##.
a)
b)
c)
Accounting → Financial Accounting → G/L Accounting: Account →
Display balances.
Field name or data type
Value
G/L account
160000
Company code
1000
Fiscal year
Current year
Business area
BA##
Select Execute.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Create recurring entries
The rent is 2,000 UNI per month (input tax is 0%, tax code 0I), and is due on
the first of every month. The rental payments should start next month. The
rental agreement has the number 0815 and is valid for exactly one year, since
the employee will then return to his native country. To ensure that the posting
and payment of the open rent item is not forgotten, the open item should
be generated automatically.
1.
Create a recurring entry document for the rent payable. The document
should be document type KR. Enter Contract 0815 as the Reference.
You have already created the vendor account VMIETER## for the
landlord. Use the text edit format RENT for the item text. The offsetting
entry is made to account 470000 (occupancy costs). Debit the rent to this
account. The employee works for cost center CC##.
a)
Accounting → Financial Accounting → Accounts Payable → Document
entry → Reference documents → Recurring document.
Field name or data type
Value
First run on
<1st of the next month>
Last run on
<1st of the preceding
month of next year>
Interval in months
1
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Unit 3: Accounts Payable
b)
c)
d)
e)
f)
g)
2.
AC010
Field name or data type
Value
Run date
1
Document type
KR
Reference
Contract 0815
Posting key (PstKy)
31
Account
VMIETER##
Select Enter.
Enter Recurring Entry: Add Vendor item
Field name or data type
Value
Amount
2000
Payment terms
ZB00
Text
=RENT
Posting key (PstKy)
40
Account
470000
Select Enter. Hit Enter again if you receive a message about having
changed the payment terms.
Enter Recurring Entry: Add G/L account item
Field name or data type
Value
Amount
2000
Tax code
0I (input tax training
0%)
Cost center
CC##
Select Post. Write down the document number. Note the message
about the document being stored, not posted.
Return to the SAP Easy Access menu by typing /N in the command
field.
The recurring entry program must be run once a month so that actual
documents are generated from the monthly recurring entry documents.
Start the recurring entry program.
a)
Accounting → Financial Accounting → Accounts Payable → Periodic
processing → Recurring entries → Execute.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
3.
To assist you with the entries on the selection screen, report variant
AC010 was created.
Use this variant and replace ## with your group number in the three
indicated fields. Enter the first of the next month as the settlement period.
Note: It is important that you use only the recurring entry
documents for your own user, AC010–##, so that each group can
carry out its own recurring entries.
a)
b)
From the top of the screen follow: Goto → Variants → Get or use the
Get Variant icon in the top left of the screen.
Choose variant AC010.
The displayed variant should contain the following data.
c)
d)
Field name or data type
Value
Company code
1000
Settlement period
<1st of the next month>
User
AC010-##
Batch input session name
SAPF120-##
User name
AC010-##
Replace ## with your group number in the three fields indicated
above.
Select Execute.
Note: A message should appear in the status bar informing
you that session SAPF120-## was created. If this message
does not appear, one of the following has happened:
•
•
•
4.
The recurring entry original document was not created
correctly.
Your selections for the recurring entry program were
incorrect.
Another group has generated your recurring entry.
The recurring entry program generates a batch input session that must be
processed so that the actual documents are posted.
Continued on next page
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Unit 3: Accounts Payable
AC010
Have the system process the batch input session in the foreground so that
you can see how batch input processing works. The batch input session
would normally be much larger (depending on the number of recurring
entry documents), and would be processed in the background.
Caution: Process only the session that you have created yourself.
a)
b)
c)
d)
From the top of any screen follow: System → Services → Batch input
→ Sessions.
On the Batch Input: Session overview screen, select session
SAPF120–## by putting your cursor on the box to its left.
Choose the Process push button.
Select the run mode Process/Foreground. Then, select Process. Observe
how the system enters values from the session on a sequence of
screens. Accept each screen and by-pass any messages by choosing
Enter.
When you see "Processing of batch input session completed", select
Exit batch input.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
5.
Check whether the batch input session has generated an open item for
the rent payable.
a)
b)
Accounting → Financial Accounting → Accounts Payable → Account
→ Display balances.
Field name or data type
Value
Vendor
VMIETER##
Company code
1000
Fiscal year
<current year>
Select Execute.
You should see a balance of 2,000 UNI for next month.
c)
Drill-down on the balance of the next month.
The automatically generated rent item is displayed. Drill-down on
this item to reach the document item itself, and then choose the
Document header icon (the hat) to display the document header. The
document header dialog box contains a reference to the recurring
entry document and to the batch input session name.
d)
Close the header box and Return to the SAP Easy Access menu by
typing /N in the command field.
Task 3 Post a manual outgoing payment with check
printing
The real estate agency, Agency##, requires the money urgently, and asks the
accounting department to make the payment quickly.
1.
Post a manual outgoing payment with simultaneous check printing. The
payment is to be made via house bank 1000. Enter LP01 as the printer.
Have the system calculate the payment amount.
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Unit 3: Accounts Payable
AC010
Use payment method C (pre-numbered checks) and check lot 1. This
indicates a lot of pre-numbered check forms that are already in the
system.
a)
Accounting → Financial Accounting → Accounts Payable → Document
entry → Outgoing payment → Post + print forms.
Payment with Printout: Header Data
Hint: If you do not see this header screen, use the green
arrow (back) to return to it. Once you access this header
screen when you log on, the system assumes you want to
keep the same header information for all single checks. Thus
this screen is skipped after you enter data into it the first time.
b)
c)
d)
Field name or data type
Value
Company code
1000
Payment method
C
House bank
1000
Check lot number
1
Printer for forms
LP01
Calculate payment amount
Select
Recipient’s lang.
Select
Choose the Enter payments push button.
Field name or data type
Value
Vendor
Agency##
Adopt all of the other data.
Choose the Process open items push button.
Deselect all items except the item with your own business area for
4,400 UNI.
e)
Select Post.
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
2.
Write down the number of the payment document.
a)
b)
c)
d)
e)
Write down your document number.
Confirm information about the document number. You will be
linked directly to the spool list.
Select Internationaler Scheck.
Place the cursor on the correct spool file check box. Choose Display
contents (eyeglasses). The check is displayed and can be printed
from the printer that is installed. You may need to select Page down
to reach the second page of the check.
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
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Unit 3: Accounts Payable
3.
AC010
Check whether the outgoing payment has cleared the original open item,
and write down how much cash discount was calculated and posted.
a)
b)
c)
Accounting → Financial Accounting → Accounts Payable → Account
→ Display balances.
Field name or data type
Value
Vendor
Agency##
Company code
1000
Fiscal year
<current year>
Select Execute.
Drill-down on the balance column of the current month.
The original open item has been cleared and a payment item with
the number you wrote down has been added.
d)
e)
Put your cursor on the payment document line item (document
type KZ) and then select the Display check information icon at the top
of the screen to see information about the check you just created.
Choose Back (Green Arrow).
Drill-down on the payment item and go to the document overview
from there. In the document, you will see the item for posting the
cash discount received.
Because the vendor AGENCY ## grants a 3% cash discount for
payment made within 14 days, you receive a cash discount of 120
UNI on your payment of 4000 UNI. 12 UNI are posted to the input
tax account as a tax on sales/purchases.
f)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 4 Create an automatic payment
IDES has the AP department run the payment program once a week. The rent
is paid automatically by the payment program at the beginning of the next
month, together with all the other open vendor items.
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
1.
Create your own payment run with the first of the next month as the run
date, and your business area, BA##, as the identification.
a)
b)
Accounting → Financial Accounting → Accounts Payable → Periodic
processing → Payments.
Field name or data type
Values
Run date
<1st of the next month>
Identification
BA##
Select Enter.
The status of the new payment run is: No parameters entered as yet.
2.
Maintain the payment run parameters so that the payment run selects all
documents that have been entered up until the first of next month for
your landlord’s account, VMIETER-##, in company code 1000. Any
payments in this run should be made by check (payment method S) and
posted on the first of next month. You must enter the posting date of the
Continued on next page
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137
Unit 3: Accounts Payable
AC010
next payment run so that the system can decide whether the payment has
to be made in this payment run, or whether it could wait until the next
payment run. The next payment run is a week after the posting date.
Note: IDES normally has the system include all vendors in the
payment run, and also specifies all payment methods that are
used.
Hint: For test purposes, it is advisable to activate the additional
log so that any errors that occur can be more easily traced.
Activate the additional log for your payment run.
a)
b)
c)
d)
e)
Choose the Parameter tab.
Field name or data type
Value
Posting date
<1st of the next month>
Documents entered up to
<1st of the next month>
Company codes
1000
Payment methods
S
Next posting date
<one week after the
posting date>
Vendor
VMIETER##
Select Save.
Choose the Additional log tab.
Field name or data type
Value
Due date check
Select (first box)
Payment method selection in all
cases
Select (second box)
Line items of the payment
documents
Select (fourth box)
Vendors
VMIETER##
Select Save.
Go back to the Status tab.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
3.
Have the system start generating the payment proposal by scheduling
the proposal to start immediately. IDES usually schedules the payment
proposal to be processed in the background at times when the system is
less busy (at night, for example).
Keep updating the status until a message is displayed to tell you that the
payment proposal has been created.
a)
Choose Schedule proposal.
Select Start immediately.
b)
Select Enter.
Keep updating the status by hitting enter or the Status push button
until a message is displayed to tell you that the payment proposal
has been created.
4.
Accounts payable clerks print out the payment proposal and check the
payments before the actual payment run takes place. This prevents any
incorrect payments from being made. If necessary, you can then edit the
payment proposal by editing the exception list, removing items from the
payment run, or changing payments.
Have the system display the payment proposal on the screen.
a)
b)
Choose Display proposal.
You should see a check listed for 2,000 UNI.
Hint: If no payments are displayed on the screen, or only
the exception list is displayed, you have made an error
somewhere. Look at the proposal log from the initial screen
by selecting Display proposal log to see if you can find the
error. Delete the payment proposal (Edit → Proposal →
Delete) and remove the error. Then restart the payment
proposal. Repeat this process until payments are displayed
in the proposal.
c)
Return to the Status tab.
Continued on next page
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Unit 3: Accounts Payable
5.
You need to define variants for the print programs before the payment
media and payment advice notes can be printed. Since payments can
only be made by check in this payment run, you only need to choose a
variant for the appropriate print program, RFFOD__S. Use the Scheck
variant, which has already been set up.
a)
b)
c)
6.
AC010
Choose the Printout/data medium tab.
Field name or data type
Value
Variant for RFFOD__S
SCHECK
Select Save.
Return to the Status tab.
After the payment proposal has been checked and accepted as correct,
the actual payment run is started, which posts the payments. By having
selected a variant for the print program ahead of time, we can also print
the check in this step.
Start the payment run by scheduling it to start immediately. IDES
usually schedules the payment run in the same way as the payment
proposal, to be processed in the background at times when the system
is less busy. Select the Create payment medium check box in the Schedule
Payment pop-up box to print out the check with the payment run.
a)
b)
c)
d)
e)
Choose Schedule payment run.
Select Start immediately.
Select Create payment medium.
Select Enter.
Keep updating the status by choosing Enter until a message is
displayed to tell you that the payment run has been carried out and
posting orders have been created.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
7.
Go to the output controller to view the automatically created check.
a)
b)
c)
d)
8.
View the cheque in the spool list. From the top of any screen follow:
System → Services → Output controller.
Field name or data type
Value
Created by
AC010-##
Select Execute.
Select the Spool request for the check and view it by using the display
contents icon.
Return to the SAP Easy Access menu.
Check whether the automatic payment run has cleared the original
open item. Drill down from the balance of the vendor’s account to the
payment document. Then view the complete payment document by
using the document overview icon.
a)
b)
c)
Accounting → Financial Accounting → Accounts Payable → Account
→ Display balances.
Field name or data type
Value
Vendor
VMIETER##
Company code
1000
Fiscal year
<current year>
Select Execute.
Drill-down on the balance column of the next month.
The original open item has now been cleared and a payment item
(document type ZP) has been created. Drill down on the document
and select the document overview icon to see the complete transaction.
d)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 5 Display the due date analysis report
To gain an overview of the open items that are due in the future, you can
display a drilldown report for due date analysis.
Continued on next page
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Unit 3: Accounts Payable
1.
AC010
Carry out this report for company code 1000.
Note: Drilldown reporting is another SAP reporting tool, in
addition to the classic ABAP reports, SAP Query, and the
Accounts Receivable/Accounts Payable Information System.
a)
b)
c)
Accounting → Financial Accounting → Accounts Payable → Information
system → Reports for Accounts Payable Accounting → Vendors: Items →
Due Date Analysis for Open Items.
Field name or data type
Value
Company code
1000
Open items at key date
<today’s date>
Select Execute.
Enter past any information message.
At the bottom of the screen, you see all the due and non-due items
ordered by days.
The column on the left contains the characteristics you can use
to restrict the display. If you select the characteristic Vendor, for
example, a list of all vendors and the totals of each of their due and
non-due open items is displayed on the right.
Hint: By drilling down on a vendor, you can limit the day
period split on the bottom part of the screen to this one
vendor.
d)
142
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Payable
Lesson Summary
You should now be able to:
•
Post vendor invoices and credit memos in FI
•
Create a recurring document and execute the recurring entries program
•
Post a manual outgoing payment and print a check
•
Run the automatic payments program
•
Check account balances, line items and documents
November 2001
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Unit 3: Accounts Payable
AC010
Lesson: Integration with Materials Management
Lesson Overview
In this lesson, we will walk through creating a simple purchase order, and
continue the process with goods receipt and invoice verification in materials
management (MM). We will discuss the integration points with financial
accounting during the goods receipt and invoice verification steps of the
purchasing process.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe the most important organizational units in MM
Describe and track the basic purchasing process in MM and describe its
effect in FI
Business Example
The plant in Hamburg (1000) needs 10 auto cylinder heads and the responsible
purchasing organization places an order from a known vendor.
A few days later first the goods, and then the invoice, arrive.
Figure 48: IDES Plants in Germany
144
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with Materials Management
The central organizational object in logistics in the plant. A plant is an
operating area or branch within a company. A plant can be a central delivery
warehouse, a regional sales office, a manufacturing facility, a corporate
headquarters, or a maintenance plant. A plant must be assigned to a single
company code. However, one or more plants can be assigned to the same
company code.
IDES company code 1000 (Germany) has the following plants assigned to it:
•
•
•
•
•
1000
1100
1200
1300
1400
(Hamburg)
(Berlin)
(Dresden)
(Frankfurt)
(Stuttgart)
All company code-relevant transactions from these plants are posted in
company code 1000 because these plants are assigned to company code 1000.
Figure 49: IDES Purchasing in Germany
Purchasing for the plants is completed by the purchasing organization.
A purchasing organization is an organizational element that negotiates
conditions of purchase with vendors for one or more plants.
Each country in which IDES plants operate has one purchasing organization.
Each purchasing organization purchases for all plants in the country and posts
the purchases in the company code of that country.
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AC010
In Germany, for example, purchasing organization 1000 takes care of
purchasing for all German plants (Hamburg, Berlin, Dresden, Frankfurt and
Stuttgart). Postings are made in German company code 1000 because all the
German plants are assigned to company code 1000 in configuration.
Figure 50: Purchasing Data in the Vendor Master Record
In order for the procurement process to be used in materials management for
a vendor, a third part of the vendor master record, the purchasing data, must
exist for that vendor. The purchasing data is specific to a single purchasing
organization, just like the company code data of the master record is specific
to a single company code. Just like there can be multiple company code
segments of the vendor master record, there can be multiple purchasing data
segments of the vendor master record, each one representing data specific to
one purchasing organization.
You can access the purchasing data of the vendor master record in AP through
the Maintain centrally menu within vendor master records.
146
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November 2001
AC010
Lesson: Integration with Materials Management
Figure 51: Three-Stage Verification (Standard)
Three-step verification, commonly referred to as the "three-way match," is
the standard procedure for posting procurement transactions in MM. The
procedure contains three steps.
1.
Purchase order: A purchase order is created in MM. No postings are
made in FI.
2.
Goods receipt: To update the receipt of the inventory or a consumable, a
material document is created in MM. At the same time, a document is
created in FI, with which the value of the goods is posted to the materials
account as a debit and the goods receipt/invoice receipt clearing account
(GR/IR) is posted to as a credit in the general ledger.
3.
Invoice verification: The vendor invoice is posted via invoice verification
in MM, which automatically creates a document in FI. The FI document
contains the invoice amount that is posted to the goods receipt/invoice
receipt account (debit) and the vendor account (credit).
The last two steps can be completed in reverse order, depending on the order
the goods and the invoice are received.
The goods receipt/invoice receipt clearing account ensures that goods were
received for each invoice, and vice versa.
November 2001
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Unit 3: Accounts Payable
AC010
Figure 52: Enjoy Purchase Order Screen
148
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with Materials Management
Exercise 10: Integration with Materials
Management
Exercise Objectives
After completing this exercise, you will be able to:
•
Complete the purchasing process that originates in materials
management
Business Example
IDES buys from vendors using an integral process that begins in MM, with
accounting documents automatically created.
Task 1 Create a purchase order
Create a purchase order from a purchase requisition.
1.
Create a purchase order by copying information from the purchase
requisition that has the requirement tracking number ##. The purchase
order is for the purchasing organization IDES Deutschland, purchasing
group Corporate Purchasing, and company code IDES AG. The vendor
is 1006 (Blacks AG).
Task 2 Post a goods receipt
IDES has received the flat screen.
1.
Post a goods receipt in reference to the purchase order you just created.
Use today’s date as the document and posting date. (Although in most
cases, the goods receipt and invoice receipt would arrive on separate
days in the future, we will have everything happen today to simplify
the exercise).
Task 3 Carry out invoice verification
IDES has received the invoice from the vendor. Enter the details of the
invoice. They will be compared to the purchase order and to the goods receipt
document.
1.
Enter the invoice from the vendor for the purchase order you created.
The amount is 7,700, including tax of 10% (tax code 1I). Use today’s date
as the posting and invoice date.
Continued on next page
November 2001
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Unit 3: Accounts Payable
AC010
Task 4 Display the purchase order history and follow-on
documents
All the related documents created in the purchasing process can be seen in the
purchase order history tab of the purchase order.
1.
150
Display your purchase order. Select Purchase order history, which is
located in the third part of the purchase order. Display the goods receipt
and invoice receipt documents from this tab, and also display their
corresponding FI documents. Check the posting records for each FI
document.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with Materials Management
Solution 10: Integration with Materials
Management
Task 1 Create a purchase order
Create a purchase order from a purchase requisition.
1.
Create a purchase order by copying information from the purchase
requisition that has the requirement tracking number ##. The purchase
order is for the purchasing organization IDES Deutschland, purchasing
group Corporate Purchasing, and company code IDES AG. The vendor
is 1006 (Blacks AG).
a)
Logistics → Materials Management → Purchasing → Purchase Order →
Create → Vendor/Supplying Plant Known.
If documentation about the Enjoy PO transaction appears on the left
side of the screen, close it by choosing Close.
b)
c)
Display the document overview part of the screen by choosing
Document overview on.
In the document overview section of the screen, choose Selection
variant, which is the tri-color icon above the Hierarchy button. Select
Purchase requisitions from the drop-down list.
Field name or data type
Value
Requirement tracking number
##
Hint: Delete any data that may have defaulted into any
other fields under Program selections.
d)
e)
f)
Select Execute.
A purchase requisition is displayed as a small piece of paper below
Purch. req/ Req. item in the document overview window. Select this
purchase requisition and drag it to the shopping basket located at
the top left part of the screen. If two purchase requisitions appear,
select the first one. The data from the purchase requisition is
automatically transferred to the purchase order.
Complete the purchase order header with the following information
in the Org. data tab.
Continued on next page
November 2001
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Unit 3: Accounts Payable
g)
h)
i)
j)
k)
AC010
Field name or data type
Value
Purchasing organization
1000 (IDES Deutschland)
Purchasing group
100 (Corporate Purchasing)
Company code
1000 (IDES AG)
Vendor (located above the tabs)
1006(Blacks AG)
To display the item, expand the item overview part of the screen
(middle part) if it is not already expanded. You should see that one
flat screen is being purchased. Make sure a PO Quantity of 1 is
entered. If not there, enter it. Change the delivery date to today.
Hit enter.
Expand the item details part of the screen (bottom part) if it is not
already expanded. Look in the Account assignment tab to see the
additional account assignments, such as the cost center CC## and
BA##.
Select Save to create the purchase order.
Write down the purchase order number. You will need this number
in the next steps of this exercise.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Post a goods receipt
IDES has received the flat screen.
Continued on next page
152
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with Materials Management
1.
Post a goods receipt in reference to the purchase order you just created.
Use today’s date as the document and posting date. (Although in most
cases, the goods receipt and invoice receipt would arrive on separate
days in the future, we will have everything happen today to simplify
the exercise).
a)
b)
c)
Logistics → Materials Management → Purchasing → Purchase Order →
Follow-on functions → Goods receipt.
Field name or data type
Value
Document and posting date
<today’s date>
Purchase Order (field in top
middle part of screen)
<your purchase order
number>
Select Enter.
Confirm any messages with Enter.
The goods receipt item is displayed in the Material tab at the bottom
of the screen. Scroll down to the very bottom of the screen. Select
the box to the left of Item OK. You may need to close the middle part
of the screen to see the box to select.
d)
e)
f)
Select the Post icon.
Write down your goods receipt document number.
Return to the SAP Easy Access menu.
Task 3 Carry out invoice verification
IDES has received the invoice from the vendor. Enter the details of the
invoice. They will be compared to the purchase order and to the goods receipt
document.
Continued on next page
November 2001
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Unit 3: Accounts Payable
1.
AC010
Enter the invoice from the vendor for the purchase order you created.
The amount is 7,700, including tax of 10% (tax code 1I). Use today’s date
as the posting and invoice date.
a)
b)
c)
d)
e)
f)
Logistics → Materials Management → Logistics Invoice Verification →
Document Entry → Enter Invoice .
Field name or data type
Value
Invoice and posting date
<today’s date>
Amount
7700
Calculate tax
Select this box
Tax code
1I (Input tax training 10%)
Purchase order(field in middle
left of screen)
<your purchase order
number>
Select Enter.
The purchase order item is displayed (the flat screen). Check that the
tax code for the item is the same as in the header of the document. If
not, change it to 1I (Input tax training 10%).
Select Post (the Save icon).
Write down the invoice receipt number.
Return to the SAP Easy Access menu.
Task 4 Display the purchase order history and follow-on
documents
All the related documents created in the purchasing process can be seen in the
purchase order history tab of the purchase order.
Continued on next page
154
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with Materials Management
1.
Display your purchase order. Select Purchase order history, which is
located in the third part of the purchase order. Display the goods receipt
and invoice receipt documents from this tab, and also display their
corresponding FI documents. Check the posting records for each FI
document.
a)
Logistics → Materials Management → Purchasing → Purchase order
→ Display.
The purchase order is displayed. If your purchase order does not
default in the field at the top of the screen, choose the Other purchase
order icon (to the right of the change/display icon) to enter your PO
number and then choose Other document.
b)
Expand the Item details section in the lower part of the screen if it is
not already expanded.
In the item details section, choose the Purchase order history tab.
c)
d)
e)
f)
Select the goods receipt document number.
Open the header part of the document if it is not already expanded
by selecting Head.data. Choose the Doc. info tab.
Choose the FI docmts button.
Choose Accounting document.
The posting record is:
Debit: OEM products consumed 7,000
Credit: GR/IR clearing account — Goods Rcvd/Invoice Rcvd 7,000
g)
h)
i)
j)
Go back to the Display purchase order screen by selecting the green
arrow, closing the accounting documents pop-up window, and
selecting the green arrow again.
Select the invoice receipt document number.
Choose the Follow-on documents button.
Choose Accounting document
The posting record is:
Debit: GR/IR clearing account 7,000
Debit: Input tax 700
Credit: Blacks AG 7,700
November 2001
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155
Unit 3: Accounts Payable
AC010
Lesson Summary
You should now be able to:
•
Describe the most important organizational units in MM
•
Describe and track the basic purchasing process in MM and describe its
effect in FI
156
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in Accounts Payable
Lesson: Closing Operations in Accounts Payable
Lesson Overview
In this lesson, we will learn to how to run balance confirmations for our
vendors. We will also run the foreign currency revaluation program for
vendor open items.
In some countries, payables must be grouped on the balance sheet based on
their remaining life. In R/3, there is a program called "regrouping of payables"
to handle this process.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Print balance confirmations
Revalue foreign currency open items
Regroup payables according to due date
Business Example
At the end of the month and/or year, several activities must be performed in
AP, including sending confirmation of balances to vendors, accounting for
open items in a foreign currency, and regrouping payables according to their
remaining life (in certain countries only).
November 2001
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Unit 3: Accounts Payable
AC010
Accounts Payable Closing Operations
Figure 53: Accounts Payable Closing Operations
Year-end closing can be divided into two main sections.
•
•
Legal requirements (procedures required by the government authorities)
Technical and organizational requirements (procedures that are
technically required or needed to support the accounting organization)
In this course, we will focus only on the legal requirements. The two-day level
three course, AC205, covers both the legal and technical tasks of closing.
At the beginning of the fiscal year, the balance carry forward program is run,
carrying forward the balances of the vendor accounts to the next fiscal year.
The posting periods of the old fiscal year are blocked and the special periods
for closing postings for fiscal year end adjustments are opened.
Afterwards, the balances with selected vendors are confirmed, the foreign
currency documents are valuated, and the payables are regrouped according
to remaining life (required only in certain countries).
Once complete, the special periods can be closed.
158
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November 2001
AC010
Lesson: Closing Operations in Accounts Payable
Balance Confirmations
Figure 54: Balance Confirmations
The program for creating balance confirmations also creates reply requests
for a freely definable number of vendors, a reconciliation list, and a results
table. The balance confirmations and reply requests are sent to the vendors;
the lists are used as a control measure. For IDES, this control is carried out by
the internal audit department.
The vendors check the balance information they receive and send their replies
to the control center audit department, which compares the replies with the
reconciliation list and enters the results in the results table.
November 2001
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Unit 3: Accounts Payable
AC010
Foreign Currency Valuation
Figure 55: Foreign Currency Valuation
A foreign currency valuation is necessary if vendor accounts contains open
items in a foreign currency. The amounts of these open items were translated
into the local currency at the time they were entered using the exchange rate
which was valid on the posting date.
The exchange rate is probably different at the time of closing, and open items
need to be valuated again. A program valuates the open items using the new
exchange rate and enters the valuation difference in the valuated line items. It
also creates the valuation postings:
•
•
Debit: expense from foreign currency valuation; Credit: balance sheet
adjustment account
Debit: balance sheet adjustment account; Credit: revenue from foreign
currency valuation
A valuation cannot be made by posting to the payables account, since
reconciliation accounts cannot be directly posted to. For this reason,
the amount is posted to an adjustment account, which appears near the
reconciliation account on the balance sheet.
160
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November 2001
AC010
Lesson: Closing Operations in Accounts Payable
A valuation method determines how the individual line items are valuated.
This has to be set up in conjunction with the country-specific valuation
regulations. It defines, for example, whether the lowest value principle, the
strict lowest value principle, or a general principle (also with revenue from the
valuation) is to be used for valuation.
Regroup Payables
Figure 56: Regroup Payables
Payables and receivables have to be listed separately in the balance sheet.
Since it is possible for some vendors to have a debit balance, these accounts
need to be changed to vendors with a debit balance prior to creating the
financial statements.
In many countries it is also necessary to group payables in the balance sheet
based on their remaining life.
Both regroupings are carried out using a special program. At the same time,
these regrouping are removed on the first day of the next period, since
regroupings are not necessary for daily processing.
November 2001
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Unit 3: Accounts Payable
AC010
On the slide, you can see that the receivables with long remaining terms have
been reposted to different accounts to facilitate the creation of the financial
statements. Additionally, vendors with a debit balance are regrouped. An
adjustment account is used as the offsetting account here as well, since
adjustments cannot be posted directly to a reconciliation account.
Note: The foreign currency valuation, as well as the regrouping, can be
completed in different ways to meet various legal requirements. The
results are then posted to various accounts that are used by different
financial statement versions.
Note: The regrouping program is also used when the reconciliation
account of a vendor has been changed during the year.
162
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in Accounts Payable
Exercise 11: Closing Procedures in
Accounts Payable
Exercise Objectives
After completing this exercise, you will be able to:
•
Print balance confirmations
•
Valuate open items in foreign currency
•
Regroup payables by remaining term (optional)
Business Example
Depending on legal requirements, various procedures need to be completed
in the subsidiary ledgers before financial statements can be created in the
general ledger.
Task 1 Print balance confirmations
IDES must send balance confirmations to selected vendors as part of their
annual audit process.
1.
Print a balance confirmation for vendor 1000.
To assist you with the entries in the selection screen, report variant
AC010 was created.
2.
What is the reconciliation key date (check date) for the balance
confirmation?
3.
By which date does IDES expect to have the balance confirmations
returned by the vendors (date of reply)?
Task 2 Revalue foreign currency
Vendors abroad often create their invoices in the currency of their own
country. If his currency is not the same as the company code currency, the
system treats it as a foreign currency and translates it into local currency using
a defined exchange rate.
When the financial statement is prepared, the open items in foreign currency
have to be revaluated according to country-specific requirements because the
exchange rate may have changed since the open items were created.
Continued on next page
November 2001
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163
Unit 3: Accounts Payable
1.
AC010
The accounting department discovers an invoice from the vendor
Agency## that has not yet been posted. It is dated the 15th of the
previous month. Fortunately, the last posting period is still open, so
the invoice can still be posted in this period before the month-end
closing is carried out. This is an invoice in USD, without any tax on
sales/purchases (tax code 0I).
Post the invoice with the number 2## (reference) for 5,000 USD
on the last day of the previous month. Use account 470000 as the
offsetting account. Use tax code 0I. Use the entry variant With cost
center to post the cost to your cost center, CC##.
2.
Before posting the document, select the Local currency tab. Here you will
find the amount translated into local currency using the latest exchange
rate from the table. Change the exchange rate to 2.00000 and hit enter.
3.
Enter the G/L line item using the with cost center entry variant.
4.
Carry out the foreign currency valuation for the vendor account
Agency## only.
To assist you with the entries in the selection screen, report variant
AC010 was created.
Use this variant and replace ## with your group number in all relevant
tabs.
5.
On which key date is the valuation carried out?
6.
Run the batch input session in the foreground.
Task 3 Regroup payables (optional)
Many governments require that payables (and receivables) be ordered
according to remaining term. In Europe, for example, accounting convention
93 requires this classification, and the standard SAP system provides the
necessary sorted list.
1.
Post an invoice with a remaining term of two years.
Post an invoice with the number 3## (reference) for 6,000 UNI for vendor
Agency##. Use account 470000 as the offsetting account. Use tax code 0I.
The invoice and posting dates are both the 15th of the previous month.
Use the entry variant with cost center to post the cost to your cost center,
CC##.
Continued on next page
164
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in Accounts Payable
2.
Before posting the document, select the Payment tab. You will find the
terms of payment here, as well as other information. Change the terms
of payment to ZB99. These terms of payment have been defined with a
term of 24 months.
3.
Write down the accounting document number.
4.
Carry out the regrouping by remaining term.
To assist you with the entries in the selection screen, report variant AC010
was created. Use this variant and replace ## with your group number
in the Selections and Postings tabs.
November 2001
5.
What is the reconciliation key date for the regrouping?
6.
On which document date is the regrouping reversed?
7.
Run the batch input session in the foreground.
8.
Go to the balance display for account 160020 in business area BA##. This
is the balance sheet account that is configured to record payables with
a remaining term of one to five years. What do the transaction figures
show?
© 2001 SAP AG. All rights reserved.
165
Unit 3: Accounts Payable
AC010
Solution 11: Closing Procedures in
Accounts Payable
Task 1 Print balance confirmations
IDES must send balance confirmations to selected vendors as part of their
annual audit process.
1.
Print a balance confirmation for vendor 1000.
To assist you with the entries in the selection screen, report variant
AC010 was created.
a)
b)
c)
Accounting → Financial accounting → Accounts payable → Periodic
processing → Closing → Check/count → Balance confirmations: Print
From the top of the screen follow: Goto → Variants → Get.
Choose variant AC010.
Select Execute to run the report.
The balance confirmation is displayed. If this is not in your native
language, green arrow (back) once to display the report in the
language of your country.
2.
What is the reconciliation key date (check date) for the balance
confirmation?
a)
3.
End of last month (date may vary)
By which date does IDES expect to have the balance confirmations
returned by the vendors (date of reply)?
a)
b)
Ten days from today’s date (date may vary)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Revalue foreign currency
Vendors abroad often create their invoices in the currency of their own
country. If his currency is not the same as the company code currency, the
system treats it as a foreign currency and translates it into local currency using
a defined exchange rate.
When the financial statement is prepared, the open items in foreign currency
have to be revaluated according to country-specific requirements because the
exchange rate may have changed since the open items were created.
Continued on next page
166
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in Accounts Payable
1.
The accounting department discovers an invoice from the vendor
Agency## that has not yet been posted. It is dated the 15th of the
previous month. Fortunately, the last posting period is still open, so
the invoice can still be posted in this period before the month-end
closing is carried out. This is an invoice in USD, without any tax on
sales/purchases (tax code 0I).
Continued on next page
November 2001
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167
Unit 3: Accounts Payable
AC010
Post the invoice with the number 2## (reference) for 5,000 USD
on the last day of the previous month. Use account 470000 as the
offsetting account. Use tax code 0I. Use the entry variant With cost
center to post the cost to your cost center, CC##.
a)
Accounting → Financial accounting → Accounts payable → Document
entry → Invoice.
Enter the company code, if the pop-up box appears
b)
c)
d)
Field name or data type
Value
Company code
1000
Select Enter.
Field name or data type
Value
Vendor
Agency##
Invoice date
<15th of the previous
month>
Posting date
<last day of the
previous month>
Select Enter.
A warning may appear, informing you that a posting is being made
to the previous period. Confirm this message by selecting Enter.
The master record of the vendor is displayed on the upper right
hand side of the screen.
e)
Vendor data (con’t):
Field name or data type
Value
Amount
5000 USD
Tax code
OI(tax code: input training 0%)
Reference
2##
Continued on next page
168
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in Accounts Payable
2.
Before posting the document, select the Local currency tab. Here you will
find the amount translated into local currency using the latest exchange
rate from the table. Change the exchange rate to 2.00000 and hit enter.
a)
Field name or data type
Value
Exchange rate
2.00000
Hit Enter.
Note: We are changing the exchange rate from the latest rate
in the table so that when the revaluation program is run
in the next step, the exchange rate it uses (from the table)
will be different than the one in the invoice. As a result, an
unrealized gain or loss will be calculated.
b)
3.
Enter the G/L line item using the with cost center entry variant.
a)
b)
c)
d)
4.
Enter past the messages about the exchange rate having been
changed.
In the left column, select the with cost center entry variant in the
Screen variants for items folder.
Field name or data types
Value
G/L account
470000
D/C
Debit
Doc. currency amount
5000
Tax code
0I
Cost center
CC##
Select Post. Enter past any messages.
Write down the accounting document number.
Return to the SAP Easy Access menu by typing /N in the command
field.
Carry out the foreign currency valuation for the vendor account
Agency## only.
To assist you with the entries in the selection screen, report variant
AC010 was created.
Continued on next page
November 2001
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169
Unit 3: Accounts Payable
AC010
Use this variant and replace ## with your group number in all relevant
tabs.
a)
Accounting → Financial accounting → Accounts payable → Periodic
processing → Closing → Valuate → Open items in foreign country →
Goto → Variants → Get.
Hint: Delete created by in the Find variant window. Select
Execute in the pop-up box to continue.
b)
c)
d)
Choose variant AC010.
Replace ## with your group number on the Postings and Selections
tabs.
Select Execute.
A list of all items to be valuated appears.
e)
5.
On which key date is the valuation carried out?
a)
6.
Choose the Postings button. The two documents (valuation and
reverse document) are displayed in list format.
Last day of the previous month.
Run the batch input session in the foreground.
a)
Process the batch input session created by the program.
From the top of the screen follow: System → Services → Batch input
→ Sessions.
b)
c)
d)
e)
f)
g)
Select the session SAPF100–##.
Choose Process.
Select Process/Foreground.
Choose Process.
Confirm the subsequent screens by choosing Enter until the session
has finished running.
Return to the SAP Easy Access menu by selecting Exit batch input.
Note: IDES runs the valuation report for all accounts
simultaneously. Since this valuation does not form a part of
the legal year-end closing, the valuations are not noted in
the documents, and the postings will be reversed on the
first day of the next period.
Continued on next page
170
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November 2001
AC010
Lesson: Closing Operations in Accounts Payable
Task 3 Regroup payables (optional)
Many governments require that payables (and receivables) be ordered
according to remaining term. In Europe, for example, accounting convention
93 requires this classification, and the standard SAP system provides the
necessary sorted list.
1.
Post an invoice with a remaining term of two years.
Post an invoice with the number 3## (reference) for 6,000 UNI for vendor
Agency##. Use account 470000 as the offsetting account. Use tax code 0I.
The invoice and posting dates are both the 15th of the previous month.
Use the entry variant with cost center to post the cost to your cost center,
CC##.
a)
Accounting → Financial accounting → Accounts payable → Document
entry → Invoice.
Enter company code 1000, if required.
b)
c)
Field name or data type
Value
Company code
1000
Select Enter.
Field name or data type
Value
Vendor
Agency##
Invoice date
<15th of the previous
month>
Posting date
<15th of the previous
month>
Select Enter.
A warning appears, informing you that a posting is being made to
the previous period. Confirm this message by choosing Enter.
The master record of the vendor is displayed on the upper right
hand side of the screen.
d)
Vendor item:
Field name or data type
Value
Amount
6000 UNI
Continued on next page
November 2001
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171
Unit 3: Accounts Payable
e)
AC010
Field name or data type
Value
Tax code
0I (tax code: Input tax training
0%)
Reference
3##
In the left column, select the with cost center entry variant.
G/L item:
2.
b)
c)
G/L account
470000
D/C
Debit
Doc. currency amount
6000
Tax code
0I
Cost center
CC##
Choose the Payment tab.
Field name or data type
Value
Terms of payment
ZB99
Select Enter. Confirm any warning messages by choosing Enter.
Select Post.
Write down the accounting document number.
a)
b)
4.
Value
Before posting the document, select the Payment tab. You will find the
terms of payment here, as well as other information. Change the terms
of payment to ZB99. These terms of payment have been defined with a
term of 24 months.
a)
3.
Field name or data types
Write down the accounting document number for future reference.
Return to the SAP Easy Access menu by typing /N in the command
field.
Carry out the regrouping by remaining term.
Continued on next page
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November 2001
AC010
Lesson: Closing Operations in Accounts Payable
To assist you with the entries in the selection screen, report variant AC010
was created. Use this variant and replace ## with your group number
in the Selections and Postings tabs.
a)
b)
c)
d)
e)
Accounting → Financial accounting → Accounts payable → Periodic
processing → Closing → Regroup → Receivables/payables → Goto →
Variants → Get.
Delete Created by and select Execute to continue to the next screen.
Choose variant AC010
On the postings and selections tab pages, replace ## with your group
number.
Select Execute.
A list of all items to be regrouped appears.
f)
5.
What is the reconciliation key date for the regrouping?
a)
6.
Last day of previous month
On which document date is the regrouping reversed?
a)
7.
Choose Postings. The two documents (regrouping and reverse
document) are displayed in list format.
First day of this month
Run the batch input session in the foreground.
a)
Process the batch input session.
From the top of the screen follow: System → Services → Batch input
→ Sessions.
b)
c)
d)
e)
f)
g)
Select the session SAPF101–##.
Choose Process.
Choose Process/Foreground.
Choose Process.
Confirm the following screens by choosing Enter until the session
has finished running.
Return to the SAP Easy Access menu by selecting Exit batch input.
Continued on next page
November 2001
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Unit 3: Accounts Payable
8.
AC010
Go to the balance display for account 160020 in business area BA##. This
is the balance sheet account that is configured to record payables with
a remaining term of one to five years. What do the transaction figures
show?
a)
b)
Accounting → Financial Accounting → General Ledger → Account →
Display balances.
Field name or data type
Value
G/L account
160020
Company code
1000
Fiscal year
<current year>
Business area
BA##
Select Execute.
The transaction figures show that 6,000 UNI were posted to this
account for the last period. This is your regrouping for the purpose
of creating the financial statement. You can also see that the 6,000
UNI posting was reversed in the next period.
c)
174
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in Accounts Payable
Lesson Summary
You should now be able to:
•
Print balance confirmations
•
Revalue foreign currency open items
•
Regroup payables according to due date
Related Information
There is a two-day closing class (AC205) that focuses on both legal and
technical aspects of closing in accounts payable.
November 2001
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175
Unit Summary
AC010
Unit Summary
You should now be able to:
•
Create a list of vendors
•
Maintain an AP master record in FI
•
Describe the role of an account group
•
Post vendor invoices and credit memos in FI
•
Create a recurring document and execute the recurring entries program
•
Post a manual outgoing payment and print a check
•
Run the automatic payments program
•
Check account balances, line items and documents
•
Describe the most important organizational units in MM
•
Describe and track the basic purchasing process in MM and describe its
effect in FI
•
Print balance confirmations
•
Revalue foreign currency open items
•
Regroup payables according to due date
176
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Test Your Knowledge
1.
Vendor Accounts are made up of two segments. What are they?
2.
The account group controls only the company code section of the vendor
master record.
Determine whether this statement is true or false.
True
False
3.
The reconciliation account can be found in the
company code company code segment of the vendor master
record.
Fill in the blanks to complete the sentence.
4.
When creating a vendor master record, you can use the functionality of a
reference vendor. What is a reference vendor?
5.
When using the Enjoy screen to do vendor postings in R/3, an
information section pops up when you put the vendor number in and
select Enter. What can we use it for?
6.
The primary cost element primary cost element is used in CO in order to
post to cost objects in controlling.
Fill in the blanks to complete the sentence.
November 2001
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177
Test Your Knowledge
7.
AC010
For postings to recur on a regular basis, the
recurring entry program recurring entry program can be used to
generate the necessary documents.
Fill in the blanks to complete the sentence.
8.
The parameters for the payment program define which
company codes company codes, vendors vendors and
invoices invoices to include in the automatic payment run.
Fill in the blanks to complete the sentence.
9.
During the proposal stage of the payment program, you cannot make
any edits to what R/3 proposes to pay.
Determine whether this statement is true or false.
True
False
10. The two key organizational elements in MM are the plant plant ,
which is an operating area or branch within a company, and the
purchasing organization purchasing organization, which negotiates
conditions of purchase with vendors.
Fill in the blanks to complete the sentence.
11. A complete vendor master record consists of three parts:
general data general data, company code data company code data, and
purchasing organization data purchasing organization data.
Fill in the blanks to complete the sentence.
12. When a purchase order is created, a financial document is also created.
Determine whether this statement is true or false.
True
False
13. In R/3, one can post adjustments into special special periods (such as
periods 13–16) for year-end closing adjustments.
Fill in the blanks to complete the sentence.
178
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November 2001
AC010
Test Your Knowledge
14. If the exchange rate has moved in your favor since a vendor invoice
was posted, the following Debit and Credit transaction is created by the
foreign currency revaluation program:
15. The regrouping payables program can be used for three purposes. What
are they?
November 2001
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Test Your Knowledge
AC010
Answers
1.
Vendor Accounts are made up of two segments. What are they?
Answer: General data, which exists at the client level,
and company code data, which is specific to a particular company code
Later, we will learn that there is also a third segment, the purchasing
segment.
2.
The account group controls only the company code section of the vendor
master record.
Answer: True
Later, we will learn that the account group also controls the purchasing
segment of the vendor master record.
3.
The reconciliation account can be found in the company code segment of
the vendor master record.
Answer: company code
4.
When creating a vendor master record, you can use the functionality of a
reference vendor. What is a reference vendor?
Answer: A reference vendor is used to have defaulted data come over
when creating a new vendor master record.
5.
When using the Enjoy screen to do vendor postings in R/3, an
information section pops up when you put the vendor number in and
select Enter. What can we use it for?
Answer: It can be used to view or make changes to the vendor master
record while making a posting. You don’t have to open up a new session
or go out of the Vendor Posting screen. You can also link to open items in
the vendor’s account.
6.
The primary cost element is used in CO in order to post to cost objects
in controlling.
Answer: primary cost element
180
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
7.
For postings to recur on a regular basis, the recurring entry program can
be used to generate the necessary documents.
Answer: recurring entry program
8.
The parameters for the payment program define which company codes,
vendors and invoices to include in the automatic payment run.
Answer: company codes, vendors, invoices
9.
During the proposal stage of the payment program, you cannot make
any edits to what R/3 proposes to pay.
Answer: False
Editing the payment proposal allows the user to make changes to what
the system proposes to pay.
10. The two key organizational elements in MM are the plant , which is
an operating area or branch within a company, and the purchasing
organization, which negotiates conditions of purchase with vendors.
Answer: plant, purchasing organization
11. A complete vendor master record consists of three parts: general data,
company code data, and purchasing organization data.
Answer: general data, company code data, purchasing organization data
12. When a purchase order is created, a financial document is also created.
Answer: False
A financial document is created when goods are received and when the
invoice is received, but not when the purchase order is created.
13. In R/3, one can post adjustments into special periods (such as periods
13–16) for year-end closing adjustments.
Answer: special
November 2001
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181
Test Your Knowledge
AC010
14. If the exchange rate has moved in your favor since a vendor invoice
was posted, the following Debit and Credit transaction is created by the
foreign currency revaluation program:
Answer: Debit: Balance sheet adjustment.account. Credit: Revenue for
foreign currency valuation account.
15. The regrouping payables program can be used for three purposes. What
are they?
Answer: 1. Regroup payables into three categories according to
remaining life; 2. Move vendors with debit balances to a different
account; 3. Move balances from the old reconciliation account to the
new reconciliation account for vendors whose reconciliation account
has changed.
182
© 2001 SAP AG. All rights reserved.
November 2001
Unit 4
Accounts Receivable
Unit Overview
Many of the concepts we will cover in accounts receivable were introduced in
the accounts payable unit, such as account groups and posting to a subledger
account using both the Enjoy and the Complex posting screens. In addition
to seeing how many of the concepts we learned in the accounts payable unit
apply to accounts receivable, we will be introduced to some new tasks, such as
applying cash from customers and sending them correspondence, including
dunning letters. Also, we will see how the sales order process works from the
sales and distribution (SD) perspective and how FI documents are created
automatically during the delivery and billing steps. Finally, we will see how
credit to customers is managed in R/3.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
•
•
•
•
•
•
•
November 2001
Maintain an AR master record in FI
Describe the role of an account group
Create and change customer invoices in FI
Post a manual incoming payment
Request customer correspondences
Analyze customer accounts
Use the AR Information System
Describe the most important organizational units in SD
Perform the basic sales process in SD and observe its effect in FI
Maintain credit management master data
Check and release blocked SD documents
Post value adjustments
Run the balance carry forward program
© 2001 SAP AG. All rights reserved.
183
Unit 4: Accounts Receivable
AC010
Unit Contents
AR Master records in FI ............................................................ 185
Exercise 12: Customer Master Data ............................................. 189
Daily Accounting Transactions in Accounts Receivable ....................... 197
Exercise 13: Accounting transactions Within a Period in Accounts
Receivable ........................................................................... 209
Integration with SD.................................................................. 231
Exercise 14: Integration with SAP R/3 Sales and Distribution ................ 237
Credit Management................................................................. 248
Exercise 15: Credit Management ................................................. 253
Closing Operations in AR .......................................................... 263
Exercise 16: Closing Procedures in Accounts Receivable .................... 269
184
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: AR Master records in FI
Lesson: AR Master records in FI
Lesson Overview
In this lesson, we will learn how to maintain customer master records.
Many of the concepts learned in the accounts payable unit apply to accounts
receivable, such as account groups and reconciliation accounts.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Maintain an AR master record in FI
Describe the role of an account group
Business Example
A customer calls IDES to inform the accounting department of a change of
address. IDES has a new foreign customer located in the United States. A new
master record must be created for this customer.
Figure 57: Customer Account in SAP FI
As with G/L accounts and vendor accounts, customer accounts are also made
up of two areas.
November 2001
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Unit 4: Accounts Receivable
AC010
General Data
A customer account is defined for all company codes at the client level.
General data, such as the customer’s address, is stored here. General data
exists just once and pertains to all company codes that have business
with the customer.
Company Code Segment(s)
Postings cannot be made to the customer account for a company code
until company code-specific settings have been created. The company
code segment contains information that pertains to just one company
code, such as agreed terms of payment.
Figure 58: Company Code View of the Customer Master Record
186
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: AR Master records in FI
Figure 59: Account Groups for Customers
In the same way as for G/L accounts and vendor accounts, customer accounts
can be combined in various account groups, so that they can be organized and
managed more easily.
The accounts in an account group usually have similar characteristics. For
example, you could have one account group for domestic customers, one for
customers abroad, one for affiliated customers, and one for one-time accounts.
Account groups have a number range assigned to them. Number ranges are
of two types:
•
•
Internal: You do not fill in the customer code when creating the customer.
Instead, the system assigns you a customer code from the number range
assigned to the account group when the new customer master record
is created.
External: You fill in the customer code when creating the customer. The
code can be alphanumeric, if the number range allows for that.
Account groups define the layout of all parts of the customer master record.
That is, they determine which fields are optional, required, displayed, or
suppressed (hidden).
November 2001
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Unit 4: Accounts Receivable
188
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: AR Master records in FI
Exercise 12: Customer Master Data
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a list of customers
•
Use the match code search function to look up a customer master record
•
Maintain a customer master record
Business Example
Accounting transactions involving customers are recorded in the accounts
receivable subledger. The accounts are divided into account groups so that a
large number of customers can be organized more easily.
Customer master data creation is usually initiated by sales and distribution,
since they generally make the first contact with customers. However, creation
and maintenance and can also be completed by accounting.
Task 1 Create a customer list
Create a customer list for company code 1000. Afterwards, create a list of all
customers in account group KUNA.
1.
Create a list of all customers in company code 1000.
2.
Use a dynamic selection to create a list of all customers in account group
KUNA.
Task 2 Maintain customer master records
The Becker company of Berlin-Harmsdorf (Postal code 134##) called IDES to
inform IDES of a change to the company’s address. The Becker representative
does not know the IDES customer number and will look it up by using the
customer’s postal code.
1.
Use Find (binoculars to left of customer field) to search for customer by
its postal code.
Write down the number of the customer account.
2.
Enter the changes.
The company has moved to Alexander Pl.##. The postal code has
changed to 101##.
Continued on next page
November 2001
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189
Unit 4: Accounts Receivable
AC010
Make the changes to the customer master record, but do not change
the country!
3.
Becker is also a customer of IDES Canada. Do you need to send the
changes to Canada so that the accounting department there has the most
current information?
If no, why not?
If yes, what additional steps does IDES Canada need to complete?
Task 3 Track changes
So that changes to master records can be tracked, a change document is
created for every change made, recording the exact changes made.
1.
Display the change document for the changes you just made to the
master record Customer##. What information is contained in the change
document?
Task 4 Display changes to multiple accounts
To see what changes were made to all customer accounts today, execute the
related program.
1.
Run the report that displays changes to customer master records.
Task 5 Create a new foreign customer in company code
1000
IDES has just obtained a new foreign customer in the United States. Create
the new customer master record. The code for the new master record will
be New##, which you will assign externally, instead of having the system
assign you a number. Use Customer## as a reference when creating the new
record. The system will use the account group (KUNA: General Customers)
of the reference customer. Therefore, you should not need to fill in the field
account group.
1.
190
Create New## in company code 1000. Use Customer## in company
code 1000 as a reference. Fill in a name and an address of your choice.
Choose the reconciliation account for foreign customers. Choose a term
of payment that requires immediate payment with no discounts.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: AR Master records in FI
Solution 12: Customer Master Data
Task 1 Create a customer list
Create a customer list for company code 1000. Afterwards, create a list of all
customers in account group KUNA.
1.
Create a list of all customers in company code 1000.
a)
b)
2.
Accounting → Financial accounting → Accounts receivable →
Information system → Reports for Accounts Receivable Accounting →
Master Data → Customer List.
Field name or data type
Value
Company code
1000
Select Execute.
Use a dynamic selection to create a list of all customers in account group
KUNA.
a)
b)
c)
d)
e)
f)
Return to Customer List by hitting the green arrow once.
Field name or data type
Value
Company code
1000
Choose Dynamic selections (third icon on the top left of the screen).
In the hierarchy structure on the left side of the screen, select Account
group and Adopt selected items (arrow to left of trash can) to include
the field in the dynamic selections list to the right.
Dynamic Selection input:
Field name or data type
Values
Account group
KUNA
Select Execute.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Maintain customer master records
The Becker company of Berlin-Harmsdorf (Postal code 134##) called IDES to
inform IDES of a change to the company’s address. The Becker representative
does not know the IDES customer number and will look it up by using the
customer’s postal code.
Continued on next page
November 2001
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191
Unit 4: Accounts Receivable
1.
AC010
Use Find (binoculars to left of customer field) to search for customer by
its postal code.
Write down the number of the customer account.
a)
b)
c)
d)
e)
f)
g)
2.
Accounting → Financial accounting → Accounts receivable → Master
records → Change.
Select Find (the binoculars).
Cust. search using addr. attrib. pop-up box:
Field name or data type
Value
Postal code
134##
Select Enter.
Write down the number of the customer account found: Customer##
Select the entry found.
Select Continue.
Enter the changes.
The company has moved to Alexander Pl.##. The postal code has
changed to 101##.
Make the changes to the customer master record, but do not change
the country!
a)
b)
c)
d)
3.
Enter the following data:
Field name or data type
Value
Street/number
Alexander Pl.##
Postal code
101##
Select Save.
Enter past the message about the VAT tax.
Return to the SAP Easy Access menu.
Becker is also a customer of IDES Canada. Do you need to send the
changes to Canada so that the accounting department there has the most
current information?
If no, why not?
If yes, what additional steps does IDES Canada need to complete?
a)
No. Since the customer address is part of the general data, the
address is valid for all company codes. IDES Canada does not need
to do anything.
Continued on next page
192
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: AR Master records in FI
Task 3 Track changes
So that changes to master records can be tracked, a change document is
created for every change made, recording the exact changes made.
1.
Display the change document for the changes you just made to the
master record Customer##. What information is contained in the change
document?
a)
b)
c)
Accounting → Financial accounting → Accounts receivable → Master
records → Display changes.
Field name or data type
Value
Customer
Customer##
Company code
1000
Select Continue.
Drill down on one of the fields listed.
The date of the change, the new value, and the old value are all
displayed.
d)
Drill down on the change.
The time of the change and the user name of the person who made
the change are displayed.
e)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 4 Display changes to multiple accounts
To see what changes were made to all customer accounts today, execute the
related program.
Continued on next page
November 2001
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193
Unit 4: Accounts Receivable
1.
AC010
Run the report that displays changes to customer master records.
a)
b)
Accounting → Financial accounting → Accounts receivable →
Information system → Reports for Accounts Receivable Accounting →
Master Data → Display Changes to Customers.
Field name or data type
Value
Changed on
<today’s date>
Select Execute.
A list of all changes made is displayed.
c)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 5 Create a new foreign customer in company code
1000
IDES has just obtained a new foreign customer in the United States. Create
the new customer master record. The code for the new master record will
be New##, which you will assign externally, instead of having the system
assign you a number. Use Customer## as a reference when creating the new
record. The system will use the account group (KUNA: General Customers)
of the reference customer. Therefore, you should not need to fill in the field
account group.
1.
Create New## in company code 1000. Use Customer## in company
code 1000 as a reference. Fill in a name and an address of your choice.
Choose the reconciliation account for foreign customers. Choose a term
of payment that requires immediate payment with no discounts.
a)
Accounting → Financial Accounting → Accounts Receivable → Master
Record → Create.
Field name or data type
Value
Customer
New##
Company Code
1000
Continued on next page
194
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: AR Master records in FI
Field name or data type
Value
Reference customer
Customer##
Reference company code
1000
Hint: If you get a message about the reference customer
having a different account group than you have selected,
then you selected an account group by mistake. Change the
data in the field account group to either Select (no account
group selected, ie: use the account group of the reference
customer), or General Customers, which is the account
group of the reference customer, Customer##.
b)
c)
d)
e)
f)
g)
h)
November 2001
Select Continue.
Fill in the following data in the Address tab.
Field name or data type
Value
Name
<your choice>
Search term
Group##
Street/house number
<your choice>
Postal code/city
<your choice of a US
postal code and city>
Country
US
State
<your choice of a U.S.
state>
Language
English
Select the Company code button.
Select the Account Management tab.
Field name or data type
Value
Recon. Account
141000 (foreign customers)
Select the Payment transactions tab.
Field name or data type
Value
Terms of payment
0001 or ZB00
Select Save.
Close the dialogue box used to create a new customer by choosing
the X (cancel). This will take you back to the SAP Easy Access menu.
© 2001 SAP AG. All rights reserved.
195
Unit 4: Accounts Receivable
AC010
Lesson Summary
You should now be able to:
•
Maintain an AR master record in FI
•
Describe the role of an account group
196
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Lesson: Daily Accounting Transactions in Accounts
Receivable
Lesson Overview
Although most transactions with customers are entered in sales and
distribution (SD), invoices can also be entered in accounting. These are
miscellaneous invoices that do not pertain to a sales order.
Payments are handled in accounting, and we will learn how to process an
incoming payment with an underpayment (a short pay). In addition, we will
learn how to create correspondence for customers, including dunning notices
and we will be introduced to the set of reports in the A/R Information System.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
•
•
Create and change customer invoices in FI
Post a manual incoming payment
Request customer correspondences
Analyze customer accounts
Use the AR Information System
Business Example
•
•
•
November 2001
Customer## states on the phone that on the last invoice he received
from IDES, the payment terms did not contain the usual 3 percent cash
discount. After a quick check with the sales department, it turns out that
this is an error and that the customer should get his normal cash discount.
The accounting department receives a payment advice which states that
a customer is going to pay only 80 percent of the invoice amount because
the delivery was incomplete. When the check arrives, the accountant
posts the difference as a residual item.
Some important customers wish to receive monthly account statements.
Once a month, a special report needs to be started to select these
customers and print the account statements. This report is usually started
automatically by a job. For demonstration purposes the accountant
allows you to run the report online. Other customers do not pay their
invoices on time, and must be sent a dunning notice.
© 2001 SAP AG. All rights reserved.
197
Unit 4: Accounts Receivable
AC010
Figure 60: Enjoy Invoice/Credit Memo Entry
Almost all customer invoices and credit memos reach accounts receivable via
the integrated SD module, but it is also possible to use the Enjoy transaction
for invoice/credit memo entry in exceptional cases, where a sales order is not
referenced. The Enjoy document entry screen is divided into the following
areas:
Work templates
Here, you can select screen variants, account assignment templates, or
held documents as references.
Header and customer data
Document header and customer line item data is entered here.
Line item information
The G/L line items for the document are entered here.
Information area
The document balance and information about the customer is displayed
here, including a link to the master record and open items.
This transaction can also be used to create documents in a foreign currency.
The foreign currency amount is translated into local currency using defined
exchange rates.
198
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Figure 61: Customer Enjoy Invoice Screen
Figure 62: Incoming Payments
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Unit 4: Accounts Receivable
AC010
Incoming payments can be dealt with in a number of ways in different
companies and countries. Incoming payments are basically posted as shown
on this slide.
•
•
•
If the customer pays his or her open items to the full amount, or with an
authorized deduction of cash discount, the items are cleared.
If a minor payment difference exists, this can be charged off automatically.
The maximum amount that constitutes a minor payment difference is
defined in tolerance group settings.
Any greater payment difference (outside of tolerance) must be dealt with
manually. There are two methods of posting underpayments:
–
–
Partial payment: The item being short-paid does not clear. A new
open item in the amount of the payment is created on the credit side.
This credit entry shows up right above the open item being paid and
it references the open item being short-paid.
Residual item: The open invoice is cleared and a new open item
(residual item) in the amount of the payment difference is created.
Figure 63: Process incoming payment screen
200
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Figure 64: Dunning Functions
The R/3 System provides you with a tool that automatically analyzes all the
open items and duns any items that are overdue. The system determines a
dunning level, which is in accordance with the number of days in arrears. The
dunning level determines which dunning charges and interest are charged, as
well as which dunning text is selected. The dunning history keeps a record of
which dunning notices have been issued.
You can trigger automatic dunning for a single account (individual dunning
notice), or you can have the dunning program carry out automatic dunning
for a selected number of accounts.
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Unit 4: Accounts Receivable
AC010
Figure 65: Dunning Procedure
Dunning is controlled by the dunning procedure. A dunning procedure must
be entered in every customer and/or vendor account that is to be included
in automatic dunning.
A dunning procedure that is valid for one-time customers is entered in
one-time accounts.
You can define as many different dunning procedures as you wish. The R/3
System comes with a number of standard dunning procedures that can be
used as a template for additional procedures.
Figure 66: Parameters
202
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
You can specify how the dunning run is to be executed by entering parameters
in the dunning program. You can use the parameters of an existing dunning
run as a template and adjust the dates to meet your requirements. Typical
parameters are the company codes and accounts that are to be included in
the dunning run.
Figure 67: Dunning Run
During the dunning run, accounts are selected and checked for overdue items.
The system then checks whether dunning notices should be sent and assigns
the relevant dunning levels. All dunning data is stored in a dunning proposal.
November 2001
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Unit 4: Accounts Receivable
AC010
Figure 68: Changing the Dunning Proposal
The dunning proposal can be edited, deleted, and recreated as often as
required until the accounting clerk is satisfied with the result.
The dunning proposal is not a mandatory step, and therefore can be omitted.
By not selecting Dunn print with scheduling, the system will not produce a
proposal. Rather, it will print the dunning notices as soon as the program
has been executed.
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AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Figure 69: Printing Dunning Notices
In one step, the system prints the dunning notices and updates the dunning
data in the master records and documents, including the dunning dates and
levels .
Figure 70: Correspondence
November 2001
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Unit 4: Accounts Receivable
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Correspondence relating to daily business first has to be requested before it
can be printed. A correspondence request can be carried out:
•
•
•
Automatically when special transactions, such as bill of exchange charges
(bill of exchange charges statement) or payment differences (payment
notice) are posted
Manually by the accounting clerk
Using a request program that creates a high volume of correspondence
requests simultaneously (periodic account statements, internal
documents, standard letters)
Requested correspondence is stored in a correspondence request table and
can be printed via a trigger program.
Figure 71: Accounts Receivable Information System
The AR Information System enables you to carry out quick analyses of
important accounting data, such as:
•
•
•
•
•
206
Due date breakdown
Customer payment history
Currency risk for customers abroad
Overdue items
Number of days (DSO days) that a customer takes, on average, to pay
an invoice
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
•
Customer cash discount history (terms offered/terms taken)
These analyses are based on preselected datasets (views) that must be
generated or updated at regular intervals by means of a background run from
the SAP database. New in 4.6 is a job wizard to walk you through the process.
Note: Accounts payable contains an AP Information System that is
structured in the same way.
Note: You can use the account analysis evaluations to analyze
individual customer accounts.
November 2001
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Unit 4: Accounts Receivable
208
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Exercise 13: Accounting transactions Within
a Period in Accounts Receivable
Exercise Objectives
After completing this exercise, you will be able to:
•
Change a document
•
Create a customer invoice in AR
•
Manually post an incoming payment with a difference
•
Print a periodic account statement
•
Create automatic dunning notices (optional)
•
Run reports in the AR information system
Business Example
Since IDES uses the application component SD, customer invoices are usually
posted directly in SD and not in accounts receivable. However, miscellaneous
invoices can be posted in AR in financial accounting. Accounts receivable
is also responsible for processing incoming payments, correspondence and
dunning.
Task 1 Make and check changes to documents
Becker from Berlin (Customer##) claims that the 5000 UNI invoice for order
800000##, which it received recently from the IDES sales organization,
contains incorrect payment terms. Instead of the usual 3 percent cash discount
for payments within 14 days, the terms stated are payment due upon receipt.
After speaking to the sales organization, you determine that the wrong terms
were entered and the customer should receive the normal cash discount.
1.
IDES has configured their system in such a manner that the order number
is always displayed in the Assignment field of the customer document.
Select the invoice using this field and change the payment terms to ZB01.
This is an invoice for 5000 UNI.
Make a note of the number of the changed document.
Task 2 Track changes
Check whether the system created a change document for the changes you
just made.
Continued on next page
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Unit 4: Accounts Receivable
1.
AC010
Display your changes by linking to them from the display of your
document.
Task 3 Create a 500 UNI miscellaneous invoice for your
new customer in company code 1000 using the Enjoy
screen in AR
IDES has just sold some goods to your new customer, New##. Create an
invoice for 500 UNI using the Enjoy screen in AR.
1.
Create the 500 UNI invoice for New##. Use account 800200 as the offset
account. Use tax code 0O (output tax training 0%). Simulate and add text
to the document before posting it.
Task 4 Create an AR invoice using the Complex posting
screen
Although most invoices are created through the SD process, invoices can be
created in accounting. These invoices are not related to a sales order. They can
be created using either the Enjoy or Complex screens in AR. In this exercise,
you will create a new invoice using the Complex screen.
1.
Create a 700 UNI invoice using today’s date for your new customer,
New##. Use the Complex screen and credit account 800200, revenue.
Use tax code 0O (output tax training 0%). Display the overview of your
transaction before posting it.
Task 5 Post manual incoming payment with difference
Accounts receivable receives a check and payment information saying that
Becker ## (Customer##) is only paying 80 percent of a 5,000 UNI invoice
amount, since the order was incomplete. Therefore, the check was made out
for only 4,000 UNI.
1.
Post the incoming payment.
Post the 4,000 UNI check to Incoming payment account 113108. Use
today’s date for the document and posting dates and create a residual
item for the payment difference. Record the document number.
Task 6 Check customer accounts
Check whether the open item for 5,000 UNI was actually cleared and whether
a residual item was created.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
1.
Display all the line items of Customer## to see if the invoice cleared and
if a residual item was created for the difference.
Task 7 Run automatic dunning (optional)
IDES uses the R/3 dunning program to inform customers of overdue
payments on line items. Most of the dunning parameters are saved in
so-called dunning procedures, which have to be entered in the customer
master record so that the account can be dunned. IDES runs the dunning
program every week.
1.
Checking master records.
Check whether dunning procedure 0001 is entered in the master record of
Customer##. If not, make this entry. Also, in order for the dunning letter
to be printed out in the language of your country, you must change the
language to the language of your country at the bottom of the Address tab.
2.
Creating a dunning run and maintaining the parameters.
Today is the day on which the dunning program is to be run. Create a
dunning run using today as the run date and your business area, BA## as
the identification. Make your entries so that all documents that have been
posted up to today for Customer## in company code 1000 are selected.
Normally, IDES makes the dunning run for all customers.
Hint: For test purposes, it is advisable to activate the additional
log so that any errors that occur can be more easily traced.
Activate the additional log for your dunning run.
3.
Creating a dunning proposal.
Have the system start generating the dunning proposal by scheduling the
proposal to start immediately. Do not start the printing of the dunning.
IDES usually schedules the dunning proposal to be processed in the
background at times when the system is less busy (at night, for example).
Keep updating the status until a message is displayed to tell you that the
dunning selection has been created.
4.
November 2001
Accounts receivable clerks print out the dunning selection and check
the dunning proposal before the actual dunning run takes place. This
helps prevent the sending of incorrect dunning notices. You can also
make changes to the dunning proposal, such as removing items from the
dunning run or lowering the dunning levels.
Continued on next page
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AC010
Check the dunning proposal on the screen and determine whether
Customer## will be dunned.
5.
After the dunning proposal has be checked and approved, the actual
dunning run is started. It creates the dunning notices and enters the
dunning data (dunning level and dunning date) in the master record
and documents.
Start the dunning run by scheduling it to start immediately. Use printer
LP01 as the output device.
IDES usually schedules the dunning run in the same way as the dunning
proposal, to be processed in the background at times when the system
is less busy.
6.
Update the status by selecting Enter until the dunning run has been
completed and the postings are created.
7.
Go to the output controller to view the automatically-created dunning
notice.
8.
Check the customer account.
Check whether the dunning run updated the dunning data in the master
record of Customer##.
Task 8 Print account statements
Many customers would like a monthly statement from IDES in order to
check their records. This needs to be indicated in the master records of these
customers and a special program has to be started every month. The program
selects these customers and creates an account statement for them.
1.
Check whether this setting has been made for customer Becker of Berlin
(Customer##) so that Becker gets a monthly account statement. If not,
make this setting. Also, change the language in the address screen of the
master record to the language of your country, if you have not already
done so in the optional dunning exercise.
2.
In order to print monthly statements, a program has to be started once a
month. It selects the master records with the entry 2 (monthly account
statement) and requests the account statements. The account statements
can be printed directly after the request is made or at a later time.
The request program for monthly account statements is normally started
automatically by a job on the first of the month. The IDES accountant will
allow you to run this program manually to help you learn the system.
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Use variant AC010 and select Customer##.
3.
Send the account statements directly to printer LP01 and check the
output assignment.
Task 9 Use the AR Information System
The AR Information System is an additional reporting tool in FI. It does not
access the entire database, but only a preselected dataset.
1.
Creating a preselected dataset (optional, as your instructor may run this
program for the whole class).
Create the preselected dataset by creating a job with the name Info
system##. Use the job wizard, which executes the ABAP program
RFDRRGEN immediately using variant SAP_VARI.
Access the job overview, where you can determine when the job is
complete.
Hint: Technically speaking, your instructor or one student group
could create the dataset. The purpose of this optional assignment
is to help you become more familiar with job management.
If system response time is impeded by the scheduling of the jobs,
skip this task and continue with the next.
2.
Due-date analysis using the customer information system.
Using the customer information system, create a due-date analysis for
company code 1000 per business area.
What is the total due in your business area BA##?
Which customers in your business area still have outstanding balances?
Task 10 Account analysis
Use the account analysis to check the payment history of Customer##. From
the account analysis, drill down to your payment document and check the
header of the document to see that you created it.
1.
November 2001
Drill down your 4,000 payment document. Then review the overview
and header of the document.
© 2001 SAP AG. All rights reserved.
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Unit 4: Accounts Receivable
AC010
Solution 13: Accounting transactions Within
a Period in Accounts Receivable
Task 1 Make and check changes to documents
Becker from Berlin (Customer##) claims that the 5000 UNI invoice for order
800000##, which it received recently from the IDES sales organization,
contains incorrect payment terms. Instead of the usual 3 percent cash discount
for payments within 14 days, the terms stated are payment due upon receipt.
After speaking to the sales organization, you determine that the wrong terms
were entered and the customer should receive the normal cash discount.
1.
IDES has configured their system in such a manner that the order number
is always displayed in the Assignment field of the customer document.
Select the invoice using this field and change the payment terms to ZB01.
This is an invoice for 5000 UNI.
Make a note of the number of the changed document.
a)
b)
c)
d)
e)
f)
g)
h)
i)
Accounting → Financial Accounting → Accounts Receivable → Account
→ Display/change line items.
Field name or data type
Value
Customer account
Customer##
Company code
1000
Select Execute.
Search for the open item using 800000## (order number) under
Assignment, and select it.
Switch to change mode by selecting the Display -> Change icon at
the top left of the screen.
Change the payment terms to ZB01.
Write down the number of the document you are changing.
Select Save.
Enter past the warning about changing the terms.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Track changes
Check whether the system created a change document for the changes you
just made.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
1.
Display your changes by linking to them from the display of your
document.
a)
b)
c)
d)
e)
Accounting → Financial Accounting → Accounts Receivable →
Document → Display changes.
The document number of the changed document should be
defaulted. If it is not, enter it.
Select Enter.
The result of changing the terms of payment is displayed. You can
drill down to the additional detail of any line item by selecting
that item.
Return to the SAP Easy Access menu.
Task 3 Create a 500 UNI miscellaneous invoice for your
new customer in company code 1000 using the Enjoy
screen in AR
IDES has just sold some goods to your new customer, New##. Create an
invoice for 500 UNI using the Enjoy screen in AR.
Continued on next page
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Unit 4: Accounts Receivable
1.
AC010
Create the 500 UNI invoice for New##. Use account 800200 as the offset
account. Use tax code 0O (output tax training 0%). Simulate and add text
to the document before posting it.
a)
b)
c)
d)
e)
Accounting → Financial Accounting → Accounts Receivable →
Document Entry → Invoice
Field name or data type
Value
Customer
New##
Invoice/posting date
<today’s date>
Amount
500
Tax code
0O
Calculate tax
select
Fill in the following data in the G/L table.
Field name or data type
Value
G/L account
800200
D/C
Credit
Amount in doc. curr.
500
Tax code
0O
Select Simulate. Drill down on the customer line item to add text of
your choice to the document. Select Back (green arrow).
Select Post (the Save icon).
Record the document number.
Task 4 Create an AR invoice using the Complex posting
screen
Although most invoices are created through the SD process, invoices can be
created in accounting. These invoices are not related to a sales order. They can
be created using either the Enjoy or Complex screens in AR. In this exercise,
you will create a new invoice using the Complex screen.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
1.
Create a 700 UNI invoice using today’s date for your new customer,
New##. Use the Complex screen and credit account 800200, revenue.
Use tax code 0O (output tax training 0%). Display the overview of your
transaction before posting it.
a)
b)
c)
d)
e)
Accounting → Financial Accounting → Accounts Receivable →
Document Entry → Other → Invoice General.
Field name or data type
Value
Document/posting date
<today’s date>
Company code
1000
Currency
UNI
Document type
DR
Posting key
01
Account
New##
Select Enter.
Enter the following data in the second screen.
Field name or data type
Value
Amount
700
Tax code
0O
Posting key
50
Account
800200
Select Enter.
Enter the following data in the third screen.
Field name or data type
Value
Amount
700
Tax code
0O
Select the Document Overview icon to review your transaction before
posting. Select Post.
f)
Record your document number.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
AC010
Task 5 Post manual incoming payment with difference
Accounts receivable receives a check and payment information saying that
Becker ## (Customer##) is only paying 80 percent of a 5,000 UNI invoice
amount, since the order was incomplete. Therefore, the check was made out
for only 4,000 UNI.
1.
Post the incoming payment.
Continued on next page
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Post the 4,000 UNI check to Incoming payment account 113108. Use
today’s date for the document and posting dates and create a residual
item for the payment difference. Record the document number.
a)
Accounting → Financial Accounting → Accounts Receivable →
Document entry → Incoming payment.
Field name or data type
Value
Document and posting dates
<today’s date>
Company code
1000
Bank data
Field name or data type
Value
Account
113108
Amount
4000
Open item selection
b)
c)
d)
e)
f)
g)
Field name or data type
Value
Account
Customer##
Choose the Process open items push button.
Deselect all but the 5,000 UNI open item by drilling down on the
amounts of the invoices not selected. The 5,000 UNI invoice should
remain highlighted (in a color), while the deselected invoices should
turn black.
Select the Res. items tab. Drill down in the empty field labeled
Residual items, next to the highlighted item. The residual item
amount is calculated and entered in the field automatically.
Post by choosing the Save icon.
Record the document number.
Return to the SAP Easy Access menu.
Task 6 Check customer accounts
Check whether the open item for 5,000 UNI was actually cleared and whether
a residual item was created.
Continued on next page
November 2001
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219
Unit 4: Accounts Receivable
1.
AC010
Display all the line items of Customer## to see if the invoice cleared and
if a residual item was created for the difference.
a)
b)
c)
d)
e)
Accounting → Financial Accounting → Accounts Receivable → Account
→ Display/change line items.
Field name or data type
Value
Customer account
Customer##
Company code
1000
All items
select
Select Execute.
Search for the 5,000 UNI item. It should now be a cleared item.
Search for the residual item using the document number you wrote
down. It should appear as a new open item.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 7 Run automatic dunning (optional)
IDES uses the R/3 dunning program to inform customers of overdue
payments on line items. Most of the dunning parameters are saved in
so-called dunning procedures, which have to be entered in the customer
master record so that the account can be dunned. IDES runs the dunning
program every week.
1.
Checking master records.
Continued on next page
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Check whether dunning procedure 0001 is entered in the master record of
Customer##. If not, make this entry. Also, in order for the dunning letter
to be printed out in the language of your country, you must change the
language to the language of your country at the bottom of the Address tab.
a)
b)
c)
d)
e)
f)
g)
h)
2.
Accounting → Financial Accounting → Accounts Receivable → Master
records → Change.
Field name or data type
Values
Customer
Customer##
Company code
1000
Select Continue.
Change the language to the language of your country at the bottom
of the Address tab.
Select the Company code data button.
Select the Correspondence tab.
Field name or data type
Value
Dunn.procedure
0001
Select Save.
Enter past the message about the VAT tax.
Return to the SAP Easy Access menu.
Creating a dunning run and maintaining the parameters.
Today is the day on which the dunning program is to be run. Create a
dunning run using today as the run date and your business area, BA## as
the identification. Make your entries so that all documents that have been
posted up to today for Customer## in company code 1000 are selected.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
AC010
Normally, IDES makes the dunning run for all customers.
Hint: For test purposes, it is advisable to activate the additional
log so that any errors that occur can be more easily traced.
Activate the additional log for your dunning run.
a)
b)
Accounting → Financial Accounting → Accounts Receivable → Periodic
processing → Dunning.
Field name or data type
Value
Run on
<today’s date>
Identification
BA##
Select Continue.
The status of the new dunning run is: No parameters maintained
c)
d)
e)
f)
g)
3.
Choose the Parameter tab.
Field name or data type
Value
Dunning date
<today’s date>
Documents posted up to
<today’s date>
Company code
1000
Custom. account
Customer##
Select Save.
Choose the Additional log tab.
Field name or data type
Value
Custom. account
Customer##
Select Save.
Return to the Status tab.
Creating a dunning proposal.
Have the system start generating the dunning proposal by scheduling the
proposal to start immediately. Do not start the printing of the dunning.
IDES usually schedules the dunning proposal to be processed in the
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
background at times when the system is less busy (at night, for example).
Keep updating the status until a message is displayed to tell you that the
dunning selection has been created.
a)
b)
c)
Choose Schedule dunning run.
Select Start immediately.
Select Schedule.
Keep updating the status by choosing Enter until the message
"Dun.selection is complete" is displayed.
4.
Accounts receivable clerks print out the dunning selection and check
the dunning proposal before the actual dunning run takes place. This
helps prevent the sending of incorrect dunning notices. You can also
make changes to the dunning proposal, such as removing items from the
dunning run or lowering the dunning levels.
Check the dunning proposal on the screen and determine whether
Customer## will be dunned.
a)
b)
Select Change dunning notices.
Select Execute. You should see a 10,000 UNI item listed.
Hint: If no items to be dunned are displayed on the screen,
you have made an error somewhere. From the initial screen,
look at the proposal log by following:Extras → Dunning
run log to see if you can find the error. Delete the dunning
proposal (choose Delete dunning run) and remove the error,
then restart the dunning proposal. Repeat this process until
the item to be dunned is displayed in the proposal.
c)
5.
Return to the initial screen of the dunning program.
After the dunning proposal has be checked and approved, the actual
dunning run is started. It creates the dunning notices and enters the
dunning data (dunning level and dunning date) in the master record
and documents.
Start the dunning run by scheduling it to start immediately. Use printer
LP01 as the output device.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
AC010
IDES usually schedules the dunning run in the same way as the dunning
proposal, to be processed in the background at times when the system
is less busy.
a)
b)
Return to the initial dunning screen.
Choose Schedule dunning notice printout.
Output device: LP01
c)
d)
Select Continue.
Select Start immediately.
Output device: LP01
e)
6.
Update the status by selecting Enter until the dunning run has been
completed and the postings are created.
a)
7.
Keep updating the status by choosing Enter until the message "Dun.
printout is complete" is displayed.
Go to the output controller to view the automatically-created dunning
notice.
a)
b)
c)
d)
8.
Select Print.
From the top of the screen follow: System → Services → Output
controller.
Field name or data type
Value
Created by
AC010-##
Select Execute.
Select the spool request LISTS1S by checking the box to the left of
the line. Display the dunning letter by choosing the Display contents
icon (the eye glasses).
Return to the SAP Easy Access menu.
Check the customer account.
Continued on next page
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November 2001
AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Check whether the dunning run updated the dunning data in the master
record of Customer##.
a)
b)
c)
d)
Accounting → Financial Accounting → Accounts Receivable → Master
records → Display.
Field name or data type
Value
Customer
Customer##
Company code
1000
Select Continue.
Select Correspondence. The Last dunned and Dunning level fields
should contain entries.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 8 Print account statements
Many customers would like a monthly statement from IDES in order to
check their records. This needs to be indicated in the master records of these
customers and a special program has to be started every month. The program
selects these customers and creates an account statement for them.
Continued on next page
November 2001
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225
Unit 4: Accounts Receivable
1.
Check whether this setting has been made for customer Becker of Berlin
(Customer##) so that Becker gets a monthly account statement. If not,
make this setting. Also, change the language in the address screen of the
master record to the language of your country, if you have not already
done so in the optional dunning exercise.
a)
b)
c)
d)
e)
f)
2.
AC010
Accounting → Financial Accounting → Accounts Receivable → Master
records → Change.
Field name or data type
Value
Customer
Customer##
Company code
1000
Select Continue.
Change the language to the language of your country at the bottom
of the address tab, if you have not already done so in the optional
dunning exercise.
Select the Company code data button.
Select the Correspondence tab. The Bank statement field should contain
the value 2 (monthly account statement). If it is not there, enter it
and select Save. Hit enter past the message about the VAT tax.
Hit cancel (X) in the Change Customer: Initial Screen pop-up box to
return to the SAP Easy Access menu.
In order to print monthly statements, a program has to be started once a
month. It selects the master records with the entry 2 (monthly account
statement) and requests the account statements. The account statements
can be printed directly after the request is made or at a later time.
The request program for monthly account statements is normally started
automatically by a job on the first of the month. The IDES accountant will
allow you to run this program manually to help you learn the system.
Use variant AC010 and select Customer##.
a)
b)
Accounting → Financial Accounting → Accounts Receivable → Periodic
processing → Print correspondence → Periodic account statements →
Goto → Variants → Get.
Choose variant AC010.
Replace ## with your group number.
c)
d)
Select Execute.
Confirm information about the account statement by hitting Enter.
Continued on next page
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AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
3.
Send the account statements directly to printer LP01 and check the
output assignment.
a)
Answer Yes to "Would you like to issue the Request?"
Output device: LP01
b)
c)
d)
e)
f)
Select Continue.
From the top of the screen follow: System → Services → Output
controller.
Select Execute.
Select and display the request SAP06 using the Display contents icon
(the eye glasses).
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 9 Use the AR Information System
The AR Information System is an additional reporting tool in FI. It does not
access the entire database, but only a preselected dataset.
1.
Creating a preselected dataset (optional, as your instructor may run this
program for the whole class).
Create the preselected dataset by creating a job with the name Info
system##. Use the job wizard, which executes the ABAP program
RFDRRGEN immediately using variant SAP_VARI.
Continued on next page
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Unit 4: Accounts Receivable
AC010
Access the job overview, where you can determine when the job is
complete.
Hint: Technically speaking, your instructor or one student group
could create the dataset. The purpose of this optional assignment
is to help you become more familiar with job management.
If system response time is impeded by the scheduling of the jobs,
skip this task and continue with the next.
a)
b)
c)
d)
e)
f)
g)
h)
i)
j)
k)
2.
Accounting → Financial Accounting → Accounts Receivable →
Information system → Tools → Configure → Create evaluations.
Choose the Job wizard button.
Select Continue.
Field name or data type
Value
Job name
Info system ##
Select Continue (twice).
Field name or data type
Value
ABAP program name
RFDRRGEN
Variant
SAP_VARI
Select Continue (twice).
Select Immediately.
Select Continue (twice), and then select Complete.
Select Job overview.
Select Execute.
Choose Refresh (icon in top left corner) until the status "Finished"
is displayed.
Return to the SAP Easy Access menu by typing /N in the command
field.
Due-date analysis using the customer information system.
Using the customer information system, create a due-date analysis for
company code 1000 per business area.
What is the total due in your business area BA##?
Continued on next page
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AC010
Lesson: Daily Accounting Transactions in Accounts Receivable
Which customers in your business area still have outstanding balances?
a)
b)
c)
d)
Accounting → Financial Accounting → Accounts Receivable →
Information system → Tools → Display evaluations.
Choose the Change path button.
Follow: Customer standard evaluations → for business area (open folder
for your business area) → Due date analysis → to company code.
Drill down on company code IDES AG 1000.
Customers Becker## and Poirot## are shown as having overdue
items. You can drill down on their balances to their line items and
documents if you wish.
e)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 10 Account analysis
Use the account analysis to check the payment history of Customer##. From
the account analysis, drill down to your payment document and check the
header of the document to see that you created it.
1.
Drill down your 4,000 payment document. Then review the overview
and header of the document.
a)
b)
c)
d)
e)
f)
g)
h)
November 2001
Accounting → Financial Accounting → Accounts Receivable → Account
→ Analysis.
Field name or data type
Value
Customer
Customer##
Company code
1000
Fiscal year
<current year>
Select Enter.
Choose the Payment history tab. You should see one payment listed.
Choose the Account Balance tab. Drill down on the DC balance line
for the current month.
Drill down on the document with document type DZ.
Select the Document Overview icon.
Select the Header icon (the hat).
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
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AC010
Lesson Summary
You should now be able to:
•
Create and change customer invoices in FI
•
Post a manual incoming payment
•
Request customer correspondences
•
Analyze customer accounts
•
Use the AR Information System
230
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with SD
Lesson: Integration with SD
Lesson Overview
Up until now, we have entered customer invoices in AR. Now we will go
through the sales process in sales and distribution (SD) and see where
accounting documents are automatically created.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Describe the most important organizational units in SD
Perform the basic sales process in SD and observe its effect in FI
Business Example
Sales organization 1000 receives a sales order from Customer## for two steel
pumps.
At the required delivery date, an outbound delivery is created, the pumps are
picked from the warehouse, a good issue is posted, and the customer is billed.
Figure 72: IDES Sales Organizations and Distribution Channels in
Germany
November 2001
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Unit 4: Accounts Receivable
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The sales organizations are legally responsible for sales in R/3. One company
code may be linked to several sales organizations. The IDES company code
1000 uses the sales organizations 1000 (Frankfurt) and 1020 (Berlin), for
example. This means that any accounting-relevant transactions in either of
these sales organizations are posted in company code 1000.
Each sales organization can use different distribution channels to sell goods.
In principle, a distribution channel can also be used by two different sales
organizations. Distribution channels used by IDES are:
•
•
•
•
•
•
•
Final customer sales
Resellers
Service
Factory sales
Store chains
Industrial customers
Pharmaceutical customers
The combination of a sales organization and a distribution channel is also
known as a distribution chain.
Figure 73: Distribution Chains for IDES Plant Hamburg
232
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with SD
A sales organization combined with a distribution channel is called a
Distribution Chain. Distribution chains sell goods from the plants. Both of
the IDES distribution chains, 1000-10 and 1000-12, sell goods from the IDES
plant in Hamburg and post the sales in IDES company code, 1000, which
is also assigned to the plant.
Figure 74: Divisions
Divisions typically represent key product lines of an organization.
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Figure 75: Sales Areas
The divisions are assigned to the distribution chain from which they can be
sold. The combination of distribution chain and division is a sales area.
Customer-specific arrangements, regarding partial deliveries or terms of
payment, for example, can be made for each sales area. Statistics can be
created and separate marketing activities carried out within a sales area.
Figure 76: Sales Area Data in the Customer Master Record
234
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with SD
A sales area (the combination of sales organization, distribution channel and
division) must define sales area-specific settings for a customer before it can
start doing business with that customer. These could be special conditions and
terms of payments that the customer has arranged with the specific sales area.
Figure 77: Sales Process
The sales order forms the basis of the sales process. Once a customer has
placed an order, a sales order must be created at the start of the process. The
sales order is generated at the distribution chain level. The ordered items can
be from different divisions. The sales order is a document in SD and does
not cause any postings in financial accounting. When the sales order has
been entered, the system carries out an availability check for the required
delivery date.
On the day of shipping, an outbound delivery document is created. Billing
for the delivery can only take place when the goods have been taken from the
warehouse stock and posted as a goods issue, which is a separate step in
the delivery process.
The warehouse management function is used for picking. A transfer order
has to be created, which generates the pick order. The requested goods are
taken from the warehouse and prepared for delivery.
November 2001
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Unit 4: Accounts Receivable
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The goods to be delivered are posted as a goods issue. A goods issue
document is created in MM, and an accounting document is created in FI so
that the goods issue is posted to the correct G/L accounts. The accounting
document debits cost of goods sold and credits inventory.
The last stage in the sales process is billing. A billing document is created
in SD, and a printed invoice is sent to the customer. At the same time, a
document is created in FI so that the receivable and revenue can be posted
to the correct accounts. The accounting document debits the customer and
credits revenue.
Document flow is a tool that allows one to view the related documents in
the process.
Figure 78: Sales Order Entry Screen
236
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with SD
Exercise 14: Integration with SAP R/3 Sales
and Distribution
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a sales order
•
Create an outbound delivery
•
Create a billing document
•
Display the document flow for this process from the customer account
Business Example
Customer invoices are not usually posted directly in FI, but are posted to
accounts receivable from billing in SD. A normal sales process at IDES
consists of receiving a sales order, creating an outbound delivery, and billing.
Normally, these steps occur over several days. However, we will complete all
steps as of today to facilitate the exercise.
Task 1 Carry out a sales process
The sales organization in Frankfurt (1000) receives a purchase order from the
company Becker ## (Customer##). The company orders two pumps, model
Cast steel IDESNORM 170-230. The material has the material number P-109.
The purchase order has the number 12## and is dated today.
1.
Create the sales order as a standard order and write down its number.
The distribution channel used is Final customer sales. The division is
Cross-division sales. The customer has requested that delivery be made
one week from today.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
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Task 2 Create outbound delivery
On the customer’s requested delivery date, shipping point 1000 creates the
outbound delivery, the goods are taken from the warehouse (picking), and
the goods issue is posted. Carry out this process.
Hint: In an real situation, collective transactions are usually used to
generate and process a large volume of the following documents.
You will carry out the steps for individual processing here so that
the procedure is clearer.
1.
Create the outbound delivery.
2.
Pick the delivery by creating a transfer order for warehouse management.
The goods are in the Hamburg warehouse (010). The process should
be system-guided.
3.
Write down the transfer order number.
4.
Go back to the outbound delivery and post the goods issue. Choose
Environment → Document flow to find out the number of the goods issue
delivery document.
5.
Write down the goods issue:delivery document number.
6.
View the goods issue delivery document. From here, go to the
accompanying accounting document and write down the accounting
transaction.
Task 3 Bill the customer
The customer must now be charged for the delivery. Bill the customer for the
delivery. Then write down the billing document number.
1.
Create the billing document.
2.
Display the billing document on the screen and from here, go to the
accompanying accounting document. What information does the
accounting transaction contain?
Task 4 Transfer the billing document information to AR
Check that the billing document can be viewed from the customer’s line items.
1.
Display the line items of Customer## as of one week from today.
Continued on next page
238
© 2001 SAP AG. All rights reserved.
November 2001
AC010
November 2001
Lesson: Integration with SD
2.
From the line items, drill down on the document with document type RV.
Branch to the original document.
3.
From the original billing document, branch to the display of the
document flow to see the documents in the sales order process. What is
the status of each document?
© 2001 SAP AG. All rights reserved.
239
Unit 4: Accounts Receivable
AC010
Solution 14: Integration with SAP R/3 Sales
and Distribution
Task 1 Carry out a sales process
The sales organization in Frankfurt (1000) receives a purchase order from the
company Becker ## (Customer##). The company orders two pumps, model
Cast steel IDESNORM 170-230. The material has the material number P-109.
The purchase order has the number 12## and is dated today.
Continued on next page
240
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with SD
1.
Create the sales order as a standard order and write down its number.
The distribution channel used is Final customer sales. The division is
Cross-division sales. The customer has requested that delivery be made
one week from today.
a)
b)
c)
d)
e)
f)
g)
Logistics → Sales and Distribution → Sales → Order → Create.
Field name or data type
Value
Order type
OR (Standard order)
Sales org.
1000
Distribution channel
10
Division
00
Select Enter.
Field name or data type
Value
Sold-to-party
Customer##
Purch.order no.
12##
Purchase order date
<today’s date>
Req. delivery date
<today’s date plus
seven days>
Material
P-109
Order quantity
2
Select Enter to see the data that is transferred into the sales order
from the customer and material master records.
Enter past the information about the billing date.
Select Save.
Write down the standard order number.
Return to the SAP Easy Access menu.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
AC010
Task 2 Create outbound delivery
On the customer’s requested delivery date, shipping point 1000 creates the
outbound delivery, the goods are taken from the warehouse (picking), and
the goods issue is posted. Carry out this process.
Hint: In an real situation, collective transactions are usually used to
generate and process a large volume of the following documents.
You will carry out the steps for individual processing here so that
the procedure is clearer.
1.
Create the outbound delivery.
a)
b)
c)
d)
Logistics → Sales and Distribution → Shipping and Transportation →
Outbound delivery → Create → Single document → With reference
to sales order .
Field name or data type
Value
Shipping point
1000
Selection date
Req. delivery date (one
week from today)
Sales Order
Your sales order number
(should default in)
Select Enter.
The delivery overview is displayed.
Select Save.
Write down the delivery number.
Note: Before the goods issue can be posted, the goods have
to be picked, which will be our next step.
e)
2.
Return to the SAP Easy Access menu.
Pick the delivery by creating a transfer order for warehouse management.
Continued on next page
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with SD
The goods are in the Hamburg warehouse (010). The process should
be system-guided.
a)
b)
Logistics → Sales and Distribution → Shipping and Transportation →
Picking → Create Transfer Order → Single Document.
Field name or data type
Value
Warehouse number
010
Delivery
<delivery number you
wrote down>(It should
default in.)
Control
System-guided
Select Enter.
The transport order is displayed
c)
3.
Write down the transfer order number.
a)
b)
4.
Select Post.
Write down the transfer order number.
Return to the SAP Easy Access menu.
Go back to the outbound delivery and post the goods issue. Choose
Environment → Document flow to find out the number of the goods issue
delivery document.
a)
b)
Logistics → Sales and Distribution → Shipping & Transportation → Post
Goods Issue → Outbound Delivery Single Document.
Field name or data type
Value
Outbound delivery
<delivery number you
noted>(should default in)
Select the Post goods issue button.
Note: The message "Delivery xxx has been saved" appears.
This is the changed delivery for which the goods issue is
now ready.
c)
From the top of the Change Outbound Delivery screen follow:
Environment → Document flow.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
5.
Write down the goods issue:delivery document number.
a)
6.
AC010
The document flow is displayed. Write down the goods issue: delivery
document number. Remain in this screen for the next step.
View the goods issue delivery document. From here, go to the
accompanying accounting document and write down the accounting
transaction.
a)
b)
Select the GD goods issue:delvy document.
Choose the Display document button. Choose the current year. Hit
Enter in the pop-up box.
The material document is displayed.
c)
d)
Choose the Accounting docs button.
Choose Accounting document.
The accounting transaction is:
Credit: Finished goods inventory 2073.86Debit: Cost of goods sold 2073.86
Note: The amount of the goods issued was taken from the
material master record and was calculated there by product
cost controlling. The amount could vary.
e)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 3 Bill the customer
The customer must now be charged for the delivery. Bill the customer for the
delivery. Then write down the billing document number.
Continued on next page
244
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with SD
1.
Create the billing document.
a)
b)
c)
2.
Logistics → Sales and Distribution → Billing → Billing document →
Create.
Field name or data type
Value
Document
<delivery number you
noted>
Select Save.
Write down the billing document number. Remain in this screen
for the next step.
Display the billing document on the screen and from here, go to the
accompanying accounting document. What information does the
accounting transaction contain?
a)
b)
From the top of the screen follow: Billing Document → Display.
Field name or data type
Value
Billing document
<billing document
number you noted>
Select Enter.
The invoice is displayed.
c)
d)
Select the Accounting Overview button.
Choose Accounting document.
The accounting document is displayed. The accounting transaction
is:
Debit: Customer## 12,100
Credit: Sales revenue 11,000Credit: Output tax 1,100Note: The amounts are determined by price determination
in SD and could vary from the values here.
e)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 4 Transfer the billing document information to AR
Check that the billing document can be viewed from the customer’s line items.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
1.
AC010
Display the line items of Customer## as of one week from today.
a)
Check that the billing document can be viewed from the customer’s
line items.
Accounting → Financial Accounting → Accounts Receivable → Account
→ Display/Change Line Items.
b)
2.
Value
Customer account
Customer##
Open at key date
<one week from
delivery>
Select Execute.
From the line items, drill down on the document with document type RV.
Branch to the original document.
a)
b)
3.
Field name or data type
Drill down on the RV document type document.
From the top of the screen follow: Environment → Original Document.
From the original billing document, branch to the display of the
document flow to see the documents in the sales order process. What is
the status of each document?
a)
b)
The billing document is displayed
From the top of the screen follow: Environment → Display Document
Flow.
The key documents in the sales order process are displayed. All
documents are completed except for the accounting document,
which is not cleared because the customer has not yet paid the
invoice.
c)
246
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Integration with SD
Lesson Summary
You should now be able to:
•
Describe the most important organizational units in SD
•
Perform the basic sales process in SD and observe its effect in FI
November 2001
© 2001 SAP AG. All rights reserved.
247
Unit 4: Accounts Receivable
AC010
Lesson: Credit Management
Lesson Overview
In this lesson we will study how credit limits are set up for customers. We will
also observe the credit control process by having a sales order blocked for
delivery when its value would put the customer over its credit limit.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Maintain credit management master data
Check and release blocked SD documents
Business Example
IDES needs to monitor its credit exposure to customers worldwide. Customers
need to be rated and credit limits set up for them. IDES has put controls in
process that stop a sales order from being delivered when its value puts a
customer over its credit limit.
Figure 79: IDES Credit Control Area
248
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Credit Management
The organizational unit used for credit control is the credit control area. A
credit control area can be assigned to individual company codes (decentralized
organization) or to a group of company codes (centralized organization).
A credit control area is generally managed by a separate credit department,
which is divided into a number of credit representative groups. Each group
consists of several credit representatives.
The IDES group uses four credit control areas:
•
•
•
Mexico and Japan each have a separate credit department (credit control
area 5000 and 6000).
The USA and Canada have centralized credit control in credit control
area 3000.
Credit control is also centralized for all company codes in Europe (credit
control area 1000).
Figure 80: Credit Management Master Record
The credit department sets up a separate credit management master record,
which is an extension of the customer master record, so that data relevant to
credit management can be maintained and monitored.
The credit management master record consists of:
November 2001
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249
Unit 4: Accounts Receivable
•
•
•
AC010
General data, which is relevant for all credit control areas. This includes
the customer’s address and communication data, and the maximum total
limit that can be permitted for the sum of all granted credit limits.
Credit control area data, which is only relevant for a specific credit
control area. This includes the credit limit at the credit control area level,
and the customer’s risk category and credit representative group.
An Overview, which contains the most important data from all sections.
Figure 81: Credit Control Process
Credit control is carried out as follows at IDES:
250
1.
When the order is placed, a check is run to see whether the customer’s
credit limit would be exceeded if the order were to be accepted. If this is
not the case, the sales process can be carried out in the usual way.
2.
If the credit limit is exceeded, the order is blocked for delivery and the
credit department has to act. The responsible credit representative can
either be notified automatically via remote mail, or can regularly use a
report to check a list of all blocked orders.
3.
The credit representative then clarifies the situation, either by using the
credit information system or by calling the customer.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Credit Management
4.
November 2001
Once clarification has been made, the credit representative releases the
order, and the transaction can be processed in SD in the usual way. If the
credit representative decides not to release the order, the order is rejected.
© 2001 SAP AG. All rights reserved.
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Unit 4: Accounts Receivable
252
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Credit Management
Exercise 15: Credit Management
Exercise Objectives
After completing this exercise, you will be able to:
•
List customers with missing credit management data
•
Maintain credit management master records
•
Check and release blocked SD documents
Business Example
Credit department 1000 is responsible for the European IDES company codes.
It monitors:
•
•
Whether credit management data exists for every customer
Whether credit limits have been exceeded, and decides on appropriate
action
Task 1 List customers with missing credit data
Credit management master data must be maintained for each customer in
order for the automatic credit control to work. To ensure that this is not
forgotten, the credit department runs a program every day that lists all
the customers for whom credit management master data has not yet been
maintained.
1.
Start this program for company code 1000. You will find Customer##
among the listed master records.
Hint: An alternative procedure is to define credit data for new
customers in customizing, which is then used automatically.
However, we will not use this method here.
Task 2 Maintain credit management master data
Maintain the credit management master data for Customer##.
1.
Central data
Assign a maximum total limit of 1,000,000 UNI for all credit control
areas, and a maximum limit of 500,000 UNI for each individual credit
control area.
Continued on next page
November 2001
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253
Unit 4: Accounts Receivable
2.
AC010
Data for credit control area 1000
The customer should have a credit limit of 200,000 UNI for credit control
area 1000. Assign the customer to the risk category for customers with
low risk (001), and also to the relevant credit representative group (001).
Task 3 Create a large order
Customer## gives the sales organization Frankfurt (1000) an unusually large
order for 50 pumps, model Cast steel IDESNORM 170–230 (material P-109).
The purchase order has the number 13## and is from yesterday.
1.
Create the sales order as a standard order. The distribution channel
used is Final customer sales. The division is Cross-division sales.
The customer has requested that delivery be made one week after the
purchase order date. Save the sales order.
2.
The dynamic credit check reports that the credit limit has been
exceeded! Enter past this message to save the order. Write down the
sales order number.
Task 4 Display and release a blocked SD document
The credit department runs a program twice every day that lists all SD
documents that have been blocked as a result of credit checks.
Start this program for the credit representative group for customers with low
risk in credit control area 1000.
Hint: In urgent situations (such as for deliveries at short notice), the
credit department can also be notified by mail (T code: SO01).
1.
Run the Blocked SD documents report. Select display variant 001.
2.
Before you release the order, go to the credit overview and display the
data for Customer##.
By calling the customer, you establish that the customer now wishes to
make IDES AG his main supplier of pumps, and that this order is only
the first of many.
3.
Release the order.
Continued on next page
254
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Credit Management
Task 5 Raise the credit limit
IDES decides to raise the credit limit to the maximum allowed.
1.
November 2001
Increase the credit limit to 500,000 in credit control area 1000 for the new
major customer, Customer##.
© 2001 SAP AG. All rights reserved.
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Unit 4: Accounts Receivable
AC010
Solution 15: Credit Management
Task 1 List customers with missing credit data
Credit management master data must be maintained for each customer in
order for the automatic credit control to work. To ensure that this is not
forgotten, the credit department runs a program every day that lists all
the customers for whom credit management master data has not yet been
maintained.
1.
Start this program for company code 1000. You will find Customer##
among the listed master records.
Hint: An alternative procedure is to define credit data for new
customers in customizing, which is then used automatically.
However, we will not use this method here.
a)
b)
Accounting → Financial Accounting → Accounts receivable → Credit
management → Credit management info system → Missing data.
Field name or data type
Value
Company code
1000
Select Execute.
Customer## should appear in this list. Use Search (binoculars) to
find your customer in the list.
c)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Maintain credit management master data
Maintain the credit management master data for Customer##.
1.
Central data
Continued on next page
256
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Credit Management
Assign a maximum total limit of 1,000,000 UNI for all credit control
areas, and a maximum limit of 500,000 UNI for each individual credit
control area.
a)
b)
c)
d)
2.
Accounting → Financial Accounting → Accounts receivable → Credit
management → Master data → Change.
Field name or data type
Value
Customer
Customer##
Credit control area
1000
Central data and status
Select
Select Enter.
Central Data
Field name or data type
Value
Total amount
1,000,000
Individual limit
500,000
Currency
UNI
Select Enter.
Data for credit control area 1000
The customer should have a credit limit of 200,000 UNI for credit control
area 1000. Assign the customer to the risk category for customers with
low risk (001), and also to the relevant credit representative group (001).
a)
b)
c)
d)
Status Screen
Field name or data type
Value
Credit limit
200,000 (Do not hit enter at
this point!)
Risk category
001
Credit rep. group
001
Select Save.
Check the credit master record to be sure that you have added the
risk category and credit rep. group as indicated above.
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
AC010
Task 3 Create a large order
Customer## gives the sales organization Frankfurt (1000) an unusually large
order for 50 pumps, model Cast steel IDESNORM 170–230 (material P-109).
The purchase order has the number 13## and is from yesterday.
1.
Create the sales order as a standard order. The distribution channel
used is Final customer sales. The division is Cross-division sales.
The customer has requested that delivery be made one week after the
purchase order date. Save the sales order.
a)
b)
c)
d)
e)
Logistics → Sales and Distribution → Sales → Order → Create.
Initial Sales Order Screen
Field name or data type
Value
Order type
OR (Standard order)
Sales org.
1000
Distribution channel
10
Division
00
Select Enter.
Sales Order Overview Screen
Field name or data type
Value
Sold-to party
Customer##
Purch. order no.
13##
Purchase order date
<yesterday>
Req. delivery date
<PO date plus seven
days>
Material
P-109
Order quantity
50
Save the sales order. Enter past the message about the change in
the billing date.
Continued on next page
258
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Credit Management
2.
The dynamic credit check reports that the credit limit has been
exceeded! Enter past this message to save the order. Write down the
sales order number.
a)
b)
c)
d)
The message is displayed: ""Dynamic credit check has been
exceeded"."
Select Enter to confirm that you have read the message and to save
the sales order.
Write down the standard order number.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 4 Display and release a blocked SD document
The credit department runs a program twice every day that lists all SD
documents that have been blocked as a result of credit checks.
Start this program for the credit representative group for customers with low
risk in credit control area 1000.
Hint: In urgent situations (such as for deliveries at short notice), the
credit department can also be notified by mail (T code: SO01).
1.
Run the Blocked SD documents report. Select display variant 001.
a)
b)
c)
Accounting → Financial Accounting → Accounts receivable → Credit
management → Exceptions → Blocked SD documents.
Field name or data type
Value
Credit control area
1000
Credit rep. group
001
Delete all other defaulted data.
Select Execute.
A list of all blocked documents is displayed.
d)
e)
f)
Select Choose display variant (push button Choose).
Select 001.
Select the SD document of your Customer##, whose name is Becker
##, by selecting the check box to the left of the line. Remain in this
screen for the next step.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
2.
AC010
Before you release the order, go to the credit overview and display the
data for Customer##.
By calling the customer, you establish that the customer now wishes to
make IDES AG his main supplier of pumps, and that this order is only
the first of many.
a)
b)
From the top of the screen follow: Environment → Credit overview.
Select Execute.
In the credit overview, the most important credit information is
displayed and you can branch from here to other evaluations.
Remain in this screen for the next step.
3.
Release the order.
a)
b)
c)
d)
e)
Use the green arrow twice to go back to the list of blocked SD
documents.
Select your sales order.
Select Release (second icon from the left-the flag). This will turn the
sales order line green.
Select Save.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 5 Raise the credit limit
IDES decides to raise the credit limit to the maximum allowed.
Continued on next page
260
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Credit Management
1.
Increase the credit limit to 500,000 in credit control area 1000 for the new
major customer, Customer##.
a)
b)
c)
d)
November 2001
Accounting → Financial Accounting → Accounts receivable → Credit
management → Master data → Change.
Field name or data type
Value
Customer
Customer##
Credit control area
1000
Status
Select
Select Enter.
Field name or data type
Values
Credit limit
500,000
Select Save.
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
261
Unit 4: Accounts Receivable
AC010
Lesson Summary
You should now be able to:
•
Maintain credit management master data
•
Check and release blocked SD documents
262
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in AR
Lesson: Closing Operations in AR
Lesson Overview
In this lesson, we will learn to adjust for bad debt expense using a value
adjustment program. We will also run the balance carry forward program for
a customer.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Post value adjustments
Run the balance carry forward program
Business Example
At month end, most organizations need to make estimates of bad debt
expense with the offset to a reserve account. The value adjustment program
can help you fine tune your estimate by using a value adjustment key. Since
this estimate is generally made for reporting purposes, the bad debt expense
transaction is usually reversed at the beginning of the next month. At year
end, a permanent bad debt expense estimate is made.
At the end of the year, the balance carry forward program is run to transfer
balances from the old fiscal year to the new one.
November 2001
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Unit 4: Accounts Receivable
AC010
Figure 82: Accounts Receivable Closing Operations
At the start of the new fiscal year, the balance carry forward program is run,
which ensures that the balance on customer accounts is carried forward to the
new fiscal year. The posting periods of the old fiscal year are then blocked and
the special periods for closing entries are opened.
After this, balance confirmations are sent, foreign currency documents are
valuated, value adjustments are carried out for bad debt expense estimates,
and receivables are reclassified into short and long-term categories for the
financial statement.
The special periods can then be closed.
Balance confirmations, foreign currency valuations, and regroupings are
carried out in the same way as in accounts payable. For this reason, this lesson
concentrates on how value adjustments are performed.
264
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in AR
Figure 83: Value Adjustments Parameters
You can use a valuation program to carry out value adjustments. The program
functions in the same way as the dunning and payment programs. Each
valuation run is clearly identified by the Run date and Identification fields.
You can specify how the valuation is to be executed by entering parameters
for the valuation run. You can use the parameters of an existing valuation run
as a template. These parameters include the valuation method, valuation area
and posting specifications.
November 2001
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265
Unit 4: Accounts Receivable
AC010
Figure 84: Valuation Run
The valuation run analyzes the accounts and documents defined in the
parameters and creates a valuation proposal, which can then be edited, if
necessary. The valuations can be:
•
•
266
Entered manually in the document at an earlier date (individual value
adjustment)
Determined using a value adjustment key contained in the customer
master record. A valuation that is a certain percentage of the overdue
amount is determined, based on the number of days in arrears (flat-rate
individual value adjustment). Several valuation keys can be created for
customers of varying credit strength. That way, overdue receivables
from weaker customers will be reduced more than those for stronger
customers.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in AR
Figure 85: Transfer
The last stage of the valuation process is the transfer. G/L documents post the
valuation, and the valuation is also entered in the valuated documents, so that
the valuation can be traced at any time.
Note: The valuations can be carried out in different ways if the
financial statement is created using different sets of accounting
standards. The differing results are then posted to separate accounts
that are used in different financial statement versions.
Note: The valuation run can also be used to discount open receivables,
which means they are valuated at their net present value. This is a
requirement in some countries.
November 2001
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Unit 4: Accounts Receivable
268
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in AR
Exercise 16: Closing Procedures in
Accounts Receivable
Exercise Objectives
After completing this exercise, you will be able to:
•
Make adjustments to customer accounts in accounts receivable for bad
debt expense estimates
•
Run the balance carry forward program
Business Example
Depending on legal requirements, various procedures need to be completed
in the subsidiary ledgers before financial statements can be created in the
general ledger. Estimates of bad debt expense can be made using the value
adjustment program.
At the end of the year, the balance carry forward program must be run.
Task 1 Complete value adjustments for bad debt
IDES wants to make a 5 percent adjustment on all foreign receivables that are
overdue by more than 30 days at the time the adjustment is made. A value
adjustment key was set up in configuration and must be entered into the
master record of all foreign customers.
1.
Check whether valuation adjustment keyAB has been entered in the
master record of customer Foreign##. If not, enter it.
Task 2 Start a valuation run
As part of closing procedures, a valuation run must be started in order to
carry out the valuation adjustment.
1.
Use today’s date as the run date and your business area, BA##, as the
identification.
2.
The key date is the last day of the previous month. Use the valuation
method Individual value adjustment. Use the last day of the previous
month as the posting date and the first day of the current month as the
reversal date. The document type is SB. Remember to set the indicator
to generate postings.
Continued on next page
November 2001
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Unit 4: Accounts Receivable
3.
AC010
Enter Foreign## in the Selection Options screen.
Note: In the Selection options screen, make certain you only select
your customer Foreign## in company code 1000, so that each
group can complete the exercise on its own.
Activate the additional log by entering your customer, Foreign##, in
the Customer account trace field.
4.
Start the valuation run.
5.
Display the valuation list. Two items should have been selected, one
of which should have been reduced in value by 500 UNI. A value
adjustment is not yet necessary for the other item because it is not 30
days past due.
Hint: If no valuations are displayed in the screen, you have made
and error somewhere. Look at the proposal log from the initial
screen to see if you can find the error. Delete the proposal ( Edit →
Proposal → Delete) and remove the error. Restart the valuation run.
Repeat this process untill valuations are displayed in the proposal.
6.
Transfer the valuation to FI.
7.
Check whether the postings were made by looking at the balances of
account 142100 (allowance for doubtful accounts) in company code 1000
in business area BA##.
8.
If no balance exists in this account for your business area, check your
batch jobs to see if job F107–AC010## exists. This job is created when the
batch job did not process automatically. Process this batch job with the
selection Display errors. Correct any errors to finish processing the job,
then re-check the balance of account 142100.
Task 3 Run the balance carry forward program
At the end of each year, the balance carry forward program is run for balance
sheet accounts. The balances from previous years show up in the first row
of the balance report.
1.
270
Check the balance for customer New## for the following year. Then, run
the balance carry forward program for the following year for New##.
Re-check the balance in the customer account again for the following year
to verify that the balance from the current year has been carried forward.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in AR
Solution 16: Closing Procedures in
Accounts Receivable
Task 1 Complete value adjustments for bad debt
IDES wants to make a 5 percent adjustment on all foreign receivables that are
overdue by more than 30 days at the time the adjustment is made. A value
adjustment key was set up in configuration and must be entered into the
master record of all foreign customers.
1.
Check whether valuation adjustment keyAB has been entered in the
master record of customer Foreign##. If not, enter it.
a)
b)
c)
Accounting → Financial accounting → Accounts receivable → Master
records → Change.
Field name or data type
Value
Customer
Foreign##
Company code
1000
Select Continue (enter).
Select the Company code data button.
Select the Account management tab.
d)
e)
AB has to be entered in the Value adjustment field. If it is not there,
enter it and save the change to the master record. Enter past the
message about the VAT tax.
Return to the SAP Easy Access menu.
Task 2 Start a valuation run
As part of closing procedures, a valuation run must be started in order to
carry out the valuation adjustment.
Continued on next page
November 2001
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271
Unit 4: Accounts Receivable
1.
Use today’s date as the run date and your business area, BA##, as the
identification.
a)
b)
2.
Accounting → Financial accounting → Accounts receivable → Periodic
processing → Closing → Valuate → Further valuations.
Field name or data type
Value
Run on
<today’s date>
Identification
BA##
Select Enter to see the message about the status of the run (No
parameters entered as yet).
The key date is the last day of the previous month. Use the valuation
method Individual value adjustment. Use the last day of the previous
month as the posting date and the first day of the current month as the
reversal date. The document type is SB. Remember to set the indicator
to generate postings.
a)
3.
AC010
Select Maintain.
Field name or data type
Value
Key date
<last day of the
previous month>
Val. method
3 (Reserve for bad debt)
Currency type
10
Postings
Select
Posting date
<last day of the
previous month>
Rev.post.date
<first day of current
month>
Document type
SB(in the left section of the
screen)
Enter Foreign## in the Selection Options screen.
Note: In the Selection options screen, make certain you only select
your customer Foreign## in company code 1000, so that each
group can complete the exercise on its own.
Continued on next page
272
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in AR
Activate the additional log by entering your customer, Foreign##, in
the Customer account trace field.
a)
b)
c)
4.
Choose Selection options.
Field name or data type
Value
Company code
1000
Customer account
Foreign##
Customer account trace
Foreign## (This activates the
additional log.)
Select Execute.
Select Save.
Start the valuation run.
a)
b)
c)
d)
Select Dispatch.
Select Start immediately.
Select Enter to dispatch.
Select Enter until you see the status that the valuation run is finished.
Remain in this screen for the next step.
Continued on next page
November 2001
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273
Unit 4: Accounts Receivable
5.
AC010
Display the valuation list. Two items should have been selected, one
of which should have been reduced in value by 500 UNI. A value
adjustment is not yet necessary for the other item because it is not 30
days past due.
Hint: If no valuations are displayed in the screen, you have made
and error somewhere. Look at the proposal log from the initial
screen to see if you can find the error. Delete the proposal ( Edit →
Proposal → Delete) and remove the error. Restart the valuation run.
Repeat this process untill valuations are displayed in the proposal.
a)
b)
From the top of the screen follow: Edit → Valuation run → Value list.
Continue past the pop-up box about the program.
A list with all proposed valuations is displayed. This should be a
valuation for 500 UNI for the 10,000 UNI item.
Hint: If no valuations are displayed in the screen, you have
made and error somewhere. Look at the proposal log ( Edit
→ Valuation run → Display log) from the initial screen to see if
you can find the error. Delete the proposal ( Edit → Proposal
→ Delete) and remove the error. Restart the valuation run.
Repeat this process until valuations are displayed in the
proposal.
c)
6.
Return to the initial screen by choosing the green arrow.
Transfer the valuation to FI.
a)
b)
c)
Select Forward.
Select Start immediately.
Select Enter to dispatch.
Selected Enter until you see the message "Transfer finished."
d)
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
274
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in AR
7.
Check whether the postings were made by looking at the balances of
account 142100 (allowance for doubtful accounts) in company code 1000
in business area BA##.
a)
b)
Accounting → Financial Accounting → General Ledger → Account →
Display balances.
Field name or data type
Value
G/L account
142100
Company code
1000
Fiscal year
<current year>
Business area
BA##
Select Execute.
The account should have a credit balance of 500 UNI in the previous
period. In the current month, the posting was reversed.
8.
If no balance exists in this account for your business area, check your
batch jobs to see if job F107–AC010## exists. This job is created when the
batch job did not process automatically. Process this batch job with the
selection Display errors. Correct any errors to finish processing the job,
then re-check the balance of account 142100.
a)
b)
If you see no balance in the account, go to your batch jobs: From the
top of the screen follow: System → Services → Batch input → Sessions.
See if job F107–AC010## exists. If so, process it in Display errors
only mode. As you select Enter to view the screens with errors,
correct any errors that are preventing this batch job from proceeding
automatically. Once the batch job is processed, check account 142100
again to see if there is a balance of 500 UNI as described above.
Task 3 Run the balance carry forward program
At the end of each year, the balance carry forward program is run for balance
sheet accounts. The balances from previous years show up in the first row
of the balance report.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
275
Unit 4: Accounts Receivable
1.
AC010
Check the balance for customer New## for the following year. Then, run
the balance carry forward program for the following year for New##.
Re-check the balance in the customer account again for the following year
to verify that the balance from the current year has been carried forward.
a)
Accounting → Financial Accounting → Accounts Receivable → Account
→ Display balances.
Field name or data type
Value
Customer
New##
Company code
1000
Fiscal Year
<next year>
Execute.
You should see a message: "No data for fiscal year — next year."
b)
c)
d)
e)
f)
276
Enter through the message and return to the SAP Easy Access menu.
Accounting → Financial Accounting → Accounts Receivable → Periodic
Processing → Closing → Carryforward → Balances.
Field name or data type
Value
Company code
1000
Carryforward to fiscal year
<next year>
Select Customers
Check box
Customers
New##
Test mode
Deselect
Select Execute. Enter past the message about the current fiscal year.
Re-run the account balance report for customer New##: Accounting
→ Financial Accounting → Accounts Receivable → Account → Display
balances.
Field name or data type
Value
Customer
New##
Company Code
1000
Fiscal Year
<next year>
Select Execute. You should see the balance from the current year
carried forward to the first row of the report.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Operations in AR
Lesson Summary
You should now be able to:
•
Post value adjustments
•
Run the balance carry forward program
November 2001
© 2001 SAP AG. All rights reserved.
277
Unit Summary
AC010
Unit Summary
You should now be able to:
•
Maintain an AR master record in FI
•
Describe the role of an account group
•
Create and change customer invoices in FI
•
Post a manual incoming payment
•
Request customer correspondences
•
Analyze customer accounts
•
Use the AR Information System
•
Describe the most important organizational units in SD
•
Perform the basic sales process in SD and observe its effect in FI
•
Maintain credit management master data
•
Check and release blocked SD documents
•
Post value adjustments
•
Run the balance carry forward program
278
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Test Your Knowledge
1.
The account group account group determines the screen layout of the
customer master record and has a number range assigned to it.
Fill in the blanks to complete the sentence.
2.
The general data section of the customer master record must be created
separately for every company code that does business with that customer.
Determine whether this statement is true or false.
True
False
3.
The reconciliation account reconciliation account ties the posting of a
customer to the general ledger.
Fill in the blanks to complete the sentence.
4.
When a short pay for an incoming payment is processed using the partial
payment method, the invoice being partially paid is cleared and a new
open item in the amount of the payment difference is created.
Determine whether this statement is true or false.
True
False
5.
6.
Miscellaneous invoices that do not pertain to a sales order can only be
entered in AR using the Enjoy document entry screen.
Determine whether this statement is true or false.
True
False
7.
You can run a report with up-to-date information at any time in the AR
Information System.
Determine whether this statement is true or false.
True
False
November 2001
© 2001 SAP AG. All rights reserved.
279
Test Your Knowledge
8.
AC010
How can you tell if a customer has been dunned?
Choose the correct answer(s).
A
B
C
D
9.
Look in the correspondence section of his master record
Look at the line items in his account using the dunning screen
layout
Both A and B
None of the above
A Sales Area consists of a sales organization sales organization, a
distribution channel distribution channel, and a division division.
Fill in the blanks to complete the sentence.
10. When a delivery is initially created, accounting transactions are
automatically generated.
Determine whether this statement is true or false.
True
False
11. When the billing document is created in SD, an accounting document
that debits the customer the customer and credits revenue revenue is
automatically generated.
Fill in the blanks to complete the sentence.
12. The organizational element that is required to maintain credit limits is the
Choose the correct answer(s).
A
B
C
D
Controlling area
Sales area
Credit control area
None of the above
13. If the value of a sales order would put a customer over its credit limit,
the sales order cannot be created.
Determine whether this statement is true or false.
True
False
280
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
14. The limit that specifies that a single credit control area cannot have more
than a certain amount of the total limit is set up for a customer in which
segment of the credit management master record?
Choose the correct answer(s).
A
B
C
D
Overview
General data
Credit control area data
None of the above
15. A value adjustment key value adjustment key must be entered in a
customer’s master record in order for that customer to be included in the
valuation program to estimate bad debt expense.
Fill in the blanks to complete the sentence.
16. The value adjustment program creates the following transaction,
which is then reversed at the beginning of the next month: Debit:
Bad Debt Expense Account Bad Debt Expense Account . Credit:
Reserve for Bad Debt Expense Reserve for Bad Debt Expense.
Fill in the blanks to complete the sentence.
17. Once the balance carry forward program for customers is run for the next
fiscal year, the balances from the prior year show up in the first row of
the account balance report.
Determine whether this statement is true or false.
True
False
November 2001
© 2001 SAP AG. All rights reserved.
281
Test Your Knowledge
AC010
Answers
1.
The account group determines the screen layout of the customer master
record and has a number range assigned to it.
Answer: account group
2.
The general data section of the customer master record must be created
separately for every company code that does business with that customer.
Answer: False
The general data section exists just once and contains data that pertains
to all company codes.
3.
The reconciliation account ties the posting of a customer to the general
ledger.
Answer: reconciliation account
4.
When a short pay for an incoming payment is processed using the partial
payment method, the invoice being partially paid is cleared and a new
open item in the amount of the payment difference is created.
Answer: False
This statement pertains to a residual item.
6.
Miscellaneous invoices that do not pertain to a sales order can only be
entered in AR using the Enjoy document entry screen.
Answer: False
Miscellaneous invoices can also be entered in AR using the traditional
Complex screen. In this case, posting key 01 is entered to debit the
customer.
282
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
7.
You can run a report with up-to-date information at any time in the AR
Information System.
Answer: False
You must create the evaluations before running the reports. The
information in the AR Information System is only as current as the last
time the evaluations were run, via report RFDRRGEN.
8.
How can you tell if a customer has been dunned?
Answer: C
The system tracks dunning notices sent by filling in the date and level
of the last dunning notice sent in both the correspondence section of the
master record and in the document(s) dunned.
9.
A Sales Area consists of a sales organization, a distribution channel,
and a division.
Answer: sales organization, distribution channel, division
10. When a delivery is initially created, accounting transactions are
automatically generated.
Answer: False
The accounting transaction is not created until post goods issue occurs.
At that point, cost of goods sold is debited and inventory is credited.
11. When the billing document is created in SD, an accounting document
that debits the customer and credits revenue is automatically generated.
Answer: the customer, revenue
12. The organizational element that is required to maintain credit limits is the
Answer: C
Company code(s) are assigned to a credit control area, where credit
limits are maintained for the company code(s) assigned to that credit
control area.
November 2001
© 2001 SAP AG. All rights reserved.
283
Test Your Knowledge
AC010
13. If the value of a sales order would put a customer over its credit limit,
the sales order cannot be created.
Answer: False
Depending on the configuration of the credit management module, there
are choices as to what happens when credit limits are exceeded. It is very
common for a sales order that puts a customer over its limit to be saved,
but the sales order is blocked for delivery.
14. The limit that specifies that a single credit control area cannot have more
than a certain amount of the total limit is set up for a customer in which
segment of the credit management master record?
Answer: B
The general data contains information that pertains to all credit control
areas, such as the total limit allowed for all credit control areas and how
much of that limit a single credit control area can have.
15. A value adjustment key must be entered in a customer’s master record
in order for that customer to be included in the valuation program to
estimate bad debt expense.
Answer: value adjustment key
One can create several value adjustment keys for various groups of
customers. That way, receivables that are overdue for weak customers
can be reduced by a higher percentage than for strong customers.
16. The value adjustment program creates the following transaction, which
is then reversed at the beginning of the next month: Debit: Bad Debt
Expense Account . Credit: Reserve for Bad Debt Expense.
Answer: Bad Debt Expense Account, Reserve for Bad Debt Expense
If this transaction is not created, check the error batch session: job
F107–Name of Run.
284
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
17. Once the balance carry forward program for customers is run for the next
fiscal year, the balances from the prior year show up in the first row of
the account balance report.
Answer: True
The carried forward balances show up in the first row, which is labeled
Bal. carried forward.
November 2001
© 2001 SAP AG. All rights reserved.
285
Unit Summary
286
AC010
© 2001 SAP AG. All rights reserved.
November 2001
Unit 5
Bank Accounting
Unit Overview
In this unit, we will be introduced to bank master records and learn what a
house bank is. We will also study the new petty cash journal and learn how
to post a check deposit list. We will see how posting the check deposit list
clears the invoices paid.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
Maintain the bank directory
Describe the relationship of G/L accounts to bank accounts
Maintain bank data for a customer
Enter transactions into the cash journal
Create and process a check deposit list
Unit Contents
Master Records in FI-BL ........................................................... 288
Exercise 17: Bank Master Data ................................................... 291
Business Transactions in Bank Accounting...................................... 298
Exercise 18: Business Transactions in Bank Accounting ...................... 307
November 2001
© 2001 SAP AG. All rights reserved.
287
Unit 5: Bank Accounting
AC010
Lesson: Master Records in FI-BL
Lesson Overview
In this lesson, we will study bank master records and learn the difference
between house and non-house banks. We will see how bank accounts are
linked to G/L accounts. We will create a new bank which will be the bank
of our customer, New##. Once created, that bank will show up in a list of
banks called the bank directory.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Maintain the bank directory
Describe the relationship of G/L accounts to bank accounts
Maintain bank data for a customer
Business Example
IDES receives a letter from the UNI-Bank which informs it about a change in
its name because it has been taken over by Interbank. The name change has
to be entered into the R/3 System. Customer New## calls IDES to give it the
details of its bank, which must be entered in its customer master record.
Figure 86: Bank Directory
288
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in FI-BL
The bank directory contains the addresses and valid control data (such as
Swift code) of all banks used in the SAP system.
The bank directory can be:
•
•
Automatically imported, as long as the bank directory is available on
diskette and an import program exists for this data
Manually created
If a bank is set up in the bank directory, its basic data can be accessed, for
example, when entering the bank information in a customer or vendor master
record. You would only need to enter the country of the bank and the bank
key; the system would determine the name and address from the bank
directory table. If the bank does not already exist in the bank directory, it can
be created "on the fly" and thus added to the bank directory as it is added to
the master record of a customer or vendor.
Figure 87: Bank Accounts
House banks are banks where we (the company code) have an account(s).
When we created a single check in the accounts payable unit, we used the
Deutsche Bank of Hamburg. That house bank had the house bank ID 1000 .
Each house bank is represented in the SAP system by a house bank ID, and
each account at that bank is represented by an account ID. These IDs are
codes of up to four digits, which can be alphanumeric. The house bank ID and
account ID are then entered in a G/L account master record, which represents
a bank account in the general ledger. There is thus a relationship:
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Bank account at house bank <—> combination house bank and account
ID <—> G/L account
One can maintain house banks for a company code via Accounting → Treasury
→ Treasury Management → Basic Functions → House Banks
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AC010
Lesson: Master Records in FI-BL
Exercise 17: Bank Master Data
Exercise Objectives
After completing this exercise, you will be able to:
•
Describe the connection between the bank account and the general ledger
•
Change an entry in the bank directory
•
Add the details of a new U.S. bank to the master record of a customer
Business Example
It is possible to perform all accounting-based business transactions involving
direct incoming or outgoing payments centrally in bank accounting. Although
some people refer to a bank ledger, bank accounting is not really a subledger
module like accounts payable, accounts receivable or asset accounting; it does
not have subledger master records. Instead, all bank accounts are represented
by G/L accounts.
Task 1 Identify bank accounts
Every IDES company code has accounts at one or more house banks. Every
bank account is assigned to exactly one G/L account. On the general ledger,
this G/L account reflects all postings performed by the bank on the assigned
bank account. In company code 1000, for example, G/L account 113100 is a
G/L account representing a bank account.
1.
Take a look in the company code-specific settings of G/L account 113100
to see which bank account this G/L account represents.
Task 2 Change the bank directory
The bank directory contains the name and addresses of all banks in a certain
country. You can access the bank directory both from subledger accounting
and from bank accounting when entering bank details in a customer master
data record, for example.
In some countries (Germany and the U.S., for example), it is possible to
automatically and regularly update the bank directory using a file available
from the banks and an import report. However, if you are aware of changes to
bank data from accounting in advance, you can also enter these manually.
Continued on next page
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Unit 5: Bank Accounting
1.
AC010
The bank group UNI—Bank has been taken over by the bank group
Interbank. Change the description of the bank with bank key 900000##
from UNI—Bank## to Interbank##.
Task 3 Enter bank master data
Your new customer gives you the details of their bank. Enter this information
in the master record of New##.
1.
Create a new U.S. bank with the bank key 1234567## by entering it in the
Payment transactions tab of the general data segment for customer New##.
Enter a name and U.S. address information of your choice. Enter your
customer’s bank account number, 122333##.
Task 4 Display the new bank in the bank directory
The bank directory is a list of banks that have been entered in your system.
Whenever you create a bank, it automatically shows up in the bank directory.
1.
292
Run the bank directory report for U.S. banks to see if your new bank,
1234567##, is now listed in the directory.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in FI-BL
Solution 17: Bank Master Data
Task 1 Identify bank accounts
Every IDES company code has accounts at one or more house banks. Every
bank account is assigned to exactly one G/L account. On the general ledger,
this G/L account reflects all postings performed by the bank on the assigned
bank account. In company code 1000, for example, G/L account 113100 is a
G/L account representing a bank account.
1.
Take a look in the company code-specific settings of G/L account 113100
to see which bank account this G/L account represents.
a)
b)
c)
Accounting → Financial Accounting → General Ledger → Master records
→ Individual processing → In company code.
Field name or data type
Value
G/L account
113100
Company code
1000
Select the Display icon.
Select the Create/Bank/Interest tab. The house bank and account ID
fields are located under the Bank/Financial details in company code
segment of the tab. The entries here indicate that this account is
assigned to Deutsche Bank current account in DEM 1000 at house
bank 1000 with the bank key 20050000 (see the possible entries in
the fields to see the links).
Note: Bank 1000 was used when we created a single
payment in the accounts payable unit.
d)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Change the bank directory
The bank directory contains the name and addresses of all banks in a certain
country. You can access the bank directory both from subledger accounting
and from bank accounting when entering bank details in a customer master
data record, for example.
Continued on next page
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In some countries (Germany and the U.S., for example), it is possible to
automatically and regularly update the bank directory using a file available
from the banks and an import report. However, if you are aware of changes to
bank data from accounting in advance, you can also enter these manually.
1.
The bank group UNI—Bank has been taken over by the bank group
Interbank. Change the description of the bank with bank key 900000##
from UNI—Bank## to Interbank##.
a)
b)
c)
d)
Accounting → Financial Accounting → Banks → Master Data → Bank
Master Record → Change.
Field name or data type
Value
Bank country
DE
Bank key
900000##
Select Enter.
Field name or data type
Value
Bank name
Interbank##
Select Save.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 3 Enter bank master data
Your new customer gives you the details of their bank. Enter this information
in the master record of New##.
Continued on next page
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AC010
Lesson: Master Records in FI-BL
1.
Create a new U.S. bank with the bank key 1234567## by entering it in the
Payment transactions tab of the general data segment for customer New##.
Enter a name and U.S. address information of your choice. Enter your
customer’s bank account number, 122333##.
a)
b)
c)
d)
e)
f)
g)
Accounting → Financial Accounting → Accounts Receivable → Master
Record → Change.
Field name or data type
Value
Customer
New##
Company code
1000
Select Enter and then select the General data button.
Select the Payment transactions tab. Enter the following data.
Field name or data type
Value
Ctry
US
Bank key
1234567##
Bank account
122333##
Select Enter.
Fill in the details of the address section of the bank in the pop-up
box. Use any name and address you want.
Select Enter and Save.
Return to the SAP Easy Acccess Menu.
Task 4 Display the new bank in the bank directory
The bank directory is a list of banks that have been entered in your system.
Whenever you create a bank, it automatically shows up in the bank directory.
Continued on next page
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Unit 5: Bank Accounting
1.
AC010
Run the bank directory report for U.S. banks to see if your new bank,
1234567##, is now listed in the directory.
a)
b)
Accounting → Financial Accounting → Banks → Master Data → Bank
Master Record → Display Bank Directory.
Field name or data type
Value
Bank country
US
Select Execute.
Check to see if your bank is listed. It should be.
c)
296
Return to the SAP Easy Access menu.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in FI-BL
Lesson Summary
You should now be able to:
•
Maintain the bank directory
•
Describe the relationship of G/L accounts to bank accounts
•
Maintain bank data for a customer
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Unit 5: Bank Accounting
AC010
Lesson: Business Transactions in Bank Accounting
Lesson Overview
In this lesson we will use the new petty cash journal. We will then see that
open items from customers can be cleared by posting a check deposit list. In
addition, the posting updates our cash position in cash management reports.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Enter transactions into the cash journal
Create and process a check deposit list
Business Example
In release 4.6, SAP introduced an online petty cash journal. IDES uses this
functionality to track petty cash transactions online.
Processing of incoming checks is handled differently in IDES’s company
codes, depending on the country where they are located.
•
•
298
Company code 1000 (Germany) receives the checks directly from its
customers and sends the checks to the bank with a check deposit list.
Company code 3000 (U.S.) uses their house bank’s lockbox service and
receives lockbox data files containing information about the checks
received.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Business Transactions in Bank Accounting
Figure 88: Cash Journals
Since the 4.6 release, SAP offers cash journals to manage petty cash. You can
create cash journals that are uniquely identified by a four-character code.
Each cash journal should be assigned to one G/L account, which represents
the petty cash journal account in the general ledger. It is, however, possible,
to connect multiple cash journals to one G/L account. Cash transactions are
saved separately in the cash journal and are transferred periodically (for
example, daily) to the general ledger.
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Figure 89: Cash Journal Transaction
The cash journal has the form of a new Enjoy transaction. The data entry
screen is divided into three sections.
Data selection
Here, the time period of the data can be selected.
Balance display
This displays the totals of incoming and outgoing cash and the beginning
and ending balance.
Accounting transactions
Here, the cash journal transactions can be entered. For all transactions in
the cash receipts tab, the petty cash account is automatically debited. In
the cash payments tab, the petty cash account is automatically credited.
The offset account for each transaction (and tax code if required) are
set up ahead of time in configuration. The Check Receipts tab is used
to input information about customer payments made with checks. For
this transaction, the petty cash account is automatically debited and
the customer account is automatically credited. The check number
automatically appears in the text field of the document which appears
in the customer account.
Accounting transactions are saved separately in the cash journal and are
transferred periodically to the general ledger. The transferred transactions
can be printed as a journal.
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AC010
Lesson: Business Transactions in Bank Accounting
A receipt can be printed for each individual transaction.
Figure 90: Types of Cash Journal Transactions
On this slide, the possible types of cash journal transactions and their
corresponding posting records are represented.
There can be many concrete accounting transactions with specified bank
clearing accounts, revenue accounts and expense accounts, all with a
descriptive text. An example of an accounting transaction of type expense
posting would be cash purchase of office supplies using the expense account
Office supplies. The accounting transactions are set up in customizing
but can also be created directly from the application, if a new accounting
transaction is deemed necessary during daily operations.
Note: Although customer and vendor payments can be made using
the cash journal, the payment does not clear the open item. That needs
to be done in second step in accounts payable or accounts receivable
by using Account → Clear and selecting the invoice and its payment.
Note: Incoming and outgoing bank payments are not posted directly
to bank accounts. Rather, they are first posted to bank clearing
accounts. The bank clearing accounts are then cleared when processing
the account statement from the bank.
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Figure 91: Processing Incoming Checks
The processing of incoming checks in handled differently internationally. The
two most common procedures are represented on the slide based on IDES
company codes 1000 (Germany) and 3000 (USA). In Germany, payments
are often made using bank transfers; in the United States, checks are the
most common method of payment. For this reason, the number of incoming
checks in Germany is relatively small and can be handled by the accounting
department. In the U.S., many companies take advantage of a special service
provided by their banks, the so-called lockbox, which relieves them of
considerable work.
Germany: The checks are sent directly from the customers to the IDES AG
accounting department. The paid items are cleared, the checks received are
posted to special incoming check accounts, and the checks and a check deposit
list are sent to the bank. The bank collects the money from the customers
and posts it to the bank account. The posting appears on the bank account
statement and the amount received clears the incoming check account in the
general ledger.
U.S.: The checks are sent directly from customers to the company’s lockbox.
The bank collects the money and records the checks and payment information
in a lockbox file. The bank sends this lockbox file to the accounting
department. By posting the lockbox data, the paid items are cleared in
accounts receivable and the check amounts are posted directly to the bank
incoming checks G/L account.
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AC010
Lesson: Business Transactions in Bank Accounting
Figure 92: Depositing Checks
The process for depositing checks is as follows:
November 2001
1.
The incoming checks can be processed manually or with a check scanner.
2.
After all checks have been entered, a list of checks to be deposited is
available in the system and can be corrected if necessary.
3.
The check deposit lists can be printed out and sent to the bank along
with the checks.
4.
Batch input sessions are created from the check deposit lists and have to
be processed in order to create the related postings.
5.
Beginning with release 4.0, posting can be completed directly, that is,
without a batch input session.
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Figure 93: Posting a Check Deposit
Two batch input sessions are created when the check deposit list is posted,
and both sessions have to be processed in order to create the related postings
in G/L. These two sessions are: a subledger accounting session and a bank
ledger accounting session.
•
•
The subledger accounting session is generally processed from accounts
receivable and clears the open items paid. The offsetting posting is made
to a check clearing account. The items to be cleared are found based on
the data included on the check deposit list provided (such as delivery
number, document number, and so on).
The bank ledger accounting session is generally processed by the
banking department (or cash management) and posts the check amounts
to the incoming checks account; the offsetting posting is posted to the
check clearing account.
The bank ledger accounting session should be processed first, so that cash
management receives the most up-to-date information in a timely manner.
When processing the subledger accounting session, payment differences may,
in certain cases, need to be dealt with manually.
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AC010
Lesson: Business Transactions in Bank Accounting
Figure 94: Lockbox
When using a lockbox, the customers send their checks and payment
information directly to the bank. The bank is paid a fee to input the data about
the checks received. The bank saves the check and payment information in a
file and sends it to the accounting department using data transfer (diskette,
data line, or EDI).
The lockbox file is recorded in the SAP system. The incoming checks account
is posted to and the paid invoices are cleared. Complete payment information
allows the R/3 System to proceed reliably with the clearing. If the system
cannot find an invoice to be paid, the payment information has to be processed
manually afterwards using the Post processing functionality.
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306
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Business Transactions in Bank Accounting
Exercise 18: Business Transactions in Bank
Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Enter business transactions in the cash journal
•
Perform a manual check deposit transaction
Business Example
Many companies track petty cash receipts manually. With the new cash
journal functionality in R/3, companies can now track these receipts and
payments in the system.
In different countries, the automatic handling of incoming payments by check
is performed differently. Here are two examples:
•
•
In Germany, the checks are sent from the customers directly to the
accounting department of company code 1000. Here, a check deposit list
is created, and this is sent, along with the checks, to the house bank.
In the United States, company code 3000 uses its house bank’s lockbox
service. The house bank receives the checks directly and enters the check
data. This data is sent as a file to the accounting department and is
imported there.
Task 1 Cash journal
The accounting department of company IDES, Germany (company code 1000),
manages petty cash in order to be able to effectively handle cash deposits
and cash payments. Open cash journal 10## and perform the following
transactions:
1.
The accounting department urgently needs paper for the printer and
sends employee Paul Doall to the nearest office supplies store. He pays
the purchase price of 30 UNI from his own pocket and then goes to the
company code’s cash register to get his money back. Enter the outgoing
cash payment for office supplies. Debit the expense to your cost center,
CC##.
2.
Print a receipt for the cash register. This must be signed by the cash
recipient.
Continued on next page
November 2001
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Unit 5: Bank Accounting
AC010
3.
At the end of the week, the total amount of petty cash is brought to the
bank. Enter this transaction.
4.
At the end of every day, all entered transactions are forwarded to the
general ledger, where they are updated. Carry out this procedure and
then display the accounting documents generated for each item.
Task 2 Manual check deposit transaction
Every day, IDES Germany receives a large number of checks that need to be
deposited at the house banks. To keep the effort of entering all these checks to
a minimum, IDES usually uses a check reader and imports the entered data
into the R/3 System by means of a report.
To test the functions of the check deposit transaction and to better understand
it, you should now manually enter two of the checks received.
These two checks reached the accounting department of company code
1000, each with a payment advice note. The first check is from customer
Customer## (Becker ##), and the second one is from customer Foreign##
(Poirot ##). The customers specify in the payment advice note which of their
orders they wish to pay for with the checks.
The accountant explains to them that the system is configured in such a way
that the order number is always automatically entered in the Reference field
on the accounting document when it is transferred to financial accounting.
1.
The first time you use the check deposit transaction, you are asked to
store specifications based on the following entries.
Select Internal bank determination to indicate that you wish to assign your
house banks using the house bank ID (rather than with the bank key).
Use variant 1001 as the entry variant.
Use further processing type 1 to have the postings created by means of
batch input. This is always advisable if a large number of postings is
involved, as is usually the case for IDES.
2.
The checks are to be sent to the house bank with bank ID 1000 and to the
checking account with account ID 1000.
Name the check deposit transaction list ## (for group ##) and specify
your user name, AC010–##.
Continued on next page
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Business Transactions in Bank Accounting
The account the checks are posted to is stored as a transaction in
configuration. Choose transaction 0001 (Check deposit via interim
account).
Use today as the posting date. Experience shows that the check amounts
are credited to the bank account three working days later.
Name the batch input session for the bank postings Bank##, and name
the batch input session for the subledger postings, Customer##.
3.
All data relevant to the bank for further processing and the data needed
for the selection of the paid items is entered – per check – in the items of
the check deposit transaction list. You receive the following data from the
checks and the payment advice notes
Check
Number
Amount
Issuer
Bank Key
Bank
Acct
No.
Reference
145
15,000
Poirot ##
10020030
222222
600000##
254
9700
Becker ## 10050000
333333
500000##
Use this information to enter the items in the check deposit transaction
list and then save your entries.
4.
Print the check deposit transaction list you entered (individual list) with
printer LP01 and look at the print request. This list is given to the bank
together with the checks.
5.
Create the batch input sessions for the updating of the check deposit list.
First process the batch input session Bank## and then the session
Customer##.
November 2001
6.
To check and see whether check processing has in fact cleared the paid
open items, display all the items for account Customer## (Becker ##).
7.
How can you tell which item was created by the batch input session?
8.
What are the details of the posted document?
© 2001 SAP AG. All rights reserved.
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Unit 5: Bank Accounting
AC010
Solution 18: Business Transactions in Bank
Accounting
Task 1 Cash journal
The accounting department of company IDES, Germany (company code 1000),
manages petty cash in order to be able to effectively handle cash deposits
and cash payments. Open cash journal 10## and perform the following
transactions:
1.
The accounting department urgently needs paper for the printer and
sends employee Paul Doall to the nearest office supplies store. He pays
the purchase price of 30 UNI from his own pocket and then goes to the
Continued on next page
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November 2001
AC010
Lesson: Business Transactions in Bank Accounting
company code’s cash register to get his money back. Enter the outgoing
cash payment for office supplies. Debit the expense to your cost center,
CC##.
a)
b)
c)
d)
2.
Accounting → Financial Accounting → Banks → Outgoings → Cash
journal.
Field name or data type
Value
Company code
1000
Cash journal
10##
Select Continue.
Select the Cash Payments tab.
Field name or data type
Value
Business transaction
Purchase of office
supplies (Select from
possible entries. Enter through
the first pop-up box.)
Amount
30
Receipt recipient
Paul Doall
Text
Printer paper
Cost center
CC##
Select the Save all Entries button. Note the yellow traffic light in
the document status field.
Print a receipt for the cash register. This must be signed by the cash
recipient.
a)
b)
Select the business transaction you just created by putting your
cursor to the left of that line in the Cash payments tab.
Select the Print receipt button at the bottom of the screen.
Output device: LP01
c)
Select Continue.
The receipt is displayed.
d)
Select Back (green arrow).
Continued on next page
November 2001
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Unit 5: Bank Accounting
3.
At the end of the week, the total amount of petty cash is brought to the
bank. Enter this transaction.
a)
b)
4.
AC010
Select the Cash Payments tab.
Field name or data type
Value
Business transaction
Cash transfer to the
bank (select from possible
entries)
Amount
Cash register closing
balance
Select the Save all Entries button.
At the end of every day, all entered transactions are forwarded to the
general ledger, where they are updated. Carry out this procedure and
then display the accounting documents generated for each item.
a)
b)
c)
Select the Post all entries button. Note that the traffic light is now
green.
To display the document just generated, select the Cash Transfer to
Bank item and then choose the Follow-on documents button at the
bottom of the screen. Select the accounting document.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Manual check deposit transaction
Every day, IDES Germany receives a large number of checks that need to be
deposited at the house banks. To keep the effort of entering all these checks to
a minimum, IDES usually uses a check reader and imports the entered data
into the R/3 System by means of a report.
To test the functions of the check deposit transaction and to better understand
it, you should now manually enter two of the checks received.
These two checks reached the accounting department of company code
1000, each with a payment advice note. The first check is from customer
Customer## (Becker ##), and the second one is from customer Foreign##
(Poirot ##). The customers specify in the payment advice note which of their
orders they wish to pay for with the checks.
The accountant explains to them that the system is configured in such a way
that the order number is always automatically entered in the Reference field
on the accounting document when it is transferred to financial accounting.
Continued on next page
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Business Transactions in Bank Accounting
1.
The first time you use the check deposit transaction, you are asked to
store specifications based on the following entries.
Select Internal bank determination to indicate that you wish to assign your
house banks using the house bank ID (rather than with the bank key).
Use variant 1001 as the entry variant.
Use further processing type 1 to have the postings created by means of
batch input. This is always advisable if a large number of postings is
involved, as is usually the case for IDES.
a)
b)
Accounting → Financial Accounting → Banks → Incomings → Check
deposit → Manual entry.
Enter specifications.
Note: If this pop up box does not appear, follow from the top
of the screen: Settings → Specifications.
c)
d)
2.
Field name or data type
Value
Internal bank determination
Select
Start variant
1001
Further processing type
1
Select Continue.
Confirm information about line layouts if they appear.
The checks are to be sent to the house bank with bank ID 1000 and to the
checking account with account ID 1000.
Name the check deposit transaction list ## (for group ##) and specify
your user name, AC010–##.
The account the checks are posted to is stored as a transaction in
configuration. Choose transaction 0001 (Check deposit via interim
account).
Use today as the posting date. Experience shows that the check amounts
are credited to the bank account three working days later.
Continued on next page
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Unit 5: Bank Accounting
AC010
Name the batch input session for the bank postings Bank##, and name
the batch input session for the subledger postings, Customer##.
a)
b)
3.
Edit the header of the check deposit transaction list.
Field name or data type
Value
Company code
1000
House bank
1000
Account ID
1000
Group
##
User name
AC010–##
Transaction
0001
Posting date
<today’s date>
Value date
<today’s date + 3 days>
Currency
UNI
Bank posting session
Bank ##
Subledger session
Customer ##
Select Enter.
All data relevant to the bank for further processing and the data needed
for the selection of the paid items is entered – per check – in the items of
the check deposit transaction list. You receive the following data from the
checks and the payment advice notes
Check
Number
Amount
Issuer
Bank Key
Bank
Acct
No.
Reference
145
15,000
Poirot ##
10020030
222222
600000##
254
9700
Becker ## 10050000
333333
500000##
Continued on next page
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November 2001
AC010
Lesson: Business Transactions in Bank Accounting
Use this information to enter the items in the check deposit transaction
list and then save your entries.
a)
Enter items in the check deposit list.
Field name or data type
Value
1. Item
Check number
145
Amount
15,000
Issuer
Poirot ##
Bank key
10020030
Bank account
222222
Reference
600000##
2. Item
b)
4.
254
Amount
9700
Issuer
Becker ##
Bank key
10050000
Bank account
333333
Reference
500000##
Select Save.
Print the check deposit transaction list you entered (individual list) with
printer LP01 and look at the print request. This list is given to the bank
together with the checks.
a)
b)
5.
Check number
Select the Print individual list button.
Field name or data type
Value
Output device
LP01
Choose the Print Preview button at the bottom of the pop-up box.
Use the green arrow to go back to the Edit Check Deposit List screen.
Create the batch input sessions for the updating of the check deposit list.
Continued on next page
November 2001
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Unit 5: Bank Accounting
AC010
First process the batch input session Bank## and then the session
Customer##.
a)
Choose Post individual list (the save icon).
The batch input sessions have been created. You will see information
about them in the Post Bank Statement/Check Deposit List screen.
b)
c)
d)
e)
f)
g)
From the top of the screen follow: System → Services → Batch input
→ Sessions.
Select Bank ##, select Process, and choose Process/foreground.
Choose Process.
Confirm screens by selecting Enter until the batch input session
has been processed completely.
Select Session Overview to return to the list of batch jobs.
Select Customer ## and repeat the same steps.
Hint: When you reach the screen Post with Clearing: Select
Open Items, do NOT attempt to enter your customer the
account field. Just continue to select Enter. The system will
find the invoice via its reference number, which has the field
name XBLNR. Enter past that screen also and the system
should find and clear the invoice.
h)
6.
Choose Exit batch input when the session has been processed.
To check and see whether check processing has in fact cleared the paid
open items, display all the items for account Customer## (Becker ##).
a)
b)
Accounting → Financial Accounting → Accounts Receivable: Account →
Display/change line items.
Field name or data type
Value
Customer account
Customer##
Company code
1000
All items
Select
Select Execute.
Continued on next page
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November 2001
AC010
Lesson: Business Transactions in Bank Accounting
7.
How can you tell which item was created by the batch input session?
a)
8.
What are the details of the posted document?
a)
b)
c)
d)
November 2001
The item created by the batch input session can be found with the
cleared items. The item text for the payment document includes the
check number, the account number and the bank key (in Germany,
the bank ID number).
Drill down on the payment document, with document type DZ.
Select the Document overview icon.
The document items include:
113117
Deutsche Bank
Adjustment
(Clearing Account)
9,700.00
880000
Customer discounts
258.62
Customer##
Becker ##
10,000.00-
175000
Output tax
41.38
Choose Document header (the hat icon). Here, you will see that the
document has been created by the session Customer ##.
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
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Unit 5: Bank Accounting
AC010
Lesson Summary
You should now be able to:
•
Enter transactions into the cash journal
•
Create and process a check deposit list
318
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Unit Summary
Unit Summary
You should now be able to:
•
Maintain the bank directory
•
Describe the relationship of G/L accounts to bank accounts
•
Maintain bank data for a customer
•
Enter transactions into the cash journal
•
Create and process a check deposit list
November 2001
© 2001 SAP AG. All rights reserved.
319
Unit Summary
320
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Test Your Knowledge
1.
For house banks, the bank key is tied to a bank ID bank ID and the
account is tied to an account ID account ID.
Fill in the blanks to complete the sentence.
2.
All bank accounts are represented by G/L accounts in SAP.
Determine whether this statement is true or false.
True
False
3.
Before the details of a bank can be entered in a customer or vendor
master record, that bank must exist in the bank directory.
Determine whether this statement is true or false.
True
False
4.
When we enter a transaction in the Cash payments tab of the cash journal,
we are automatically crediting crediting the petty cash journal account.
Fill in the blanks to complete the sentence.
5.
When we process the subledger session created when a check
deposit list is posted, we credit the customer the customer and debit
unapplied cash unapplied cash.
Fill in the blanks to complete the sentence.
6.
When we process the bank session created when a check deposit
list is posted, we credit unapplied cash unapplied cash and debit
checks received checks received.
Fill in the blanks to complete the sentence.
November 2001
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321
Test Your Knowledge
AC010
Answers
1.
For house banks, the bank key is tied to a bank ID and the account is
tied to an account ID.
Answer: bank ID, account ID
2.
All bank accounts are represented by G/L accounts in SAP.
Answer: True
Because of the term, bank ledger, some people think that some bank
accounts are subledger accounts. This is not true. There is a hierarchy set
up for a bank’s accounts, which consists of available cash and in-transit
accounts, but these are all G/L accounts.
3.
Before the details of a bank can be entered in a customer or vendor
master record, that bank must exist in the bank directory.
Answer: False
You can create a bank "on the fly" by entering its details as it is entered
in the master record of a customer or vendor. The bank will then
automatically appear in the bank directory report.
4.
When we enter a transaction in the Cash payments tab of the cash journal,
we are automatically crediting the petty cash journal account.
Answer: crediting
5.
When we process the subledger session created when a check deposit list
is posted, we credit the customer and debit unapplied cash.
Answer: the customer, unapplied cash
6.
When we process the bank session created when a check deposit list is
posted, we credit unapplied cash and debit checks received.
Answer: unapplied cash, checks received
322
© 2001 SAP AG. All rights reserved.
November 2001
Unit 6
Preparing Financial Statements
Unit Overview
In this unit, we will see an overview of key steps to close G/L including
entering and reversing accrual documents, analyzing the GR/IR account, and
running financial statements. We will be introduced to the new schedule
manager, which will help us organize and track our closing activities. We will
learn the difference between cost-of-sales and period accounting and how the
functional area is used in cost-of-sales accounting.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
Complete accruals/deferrals
Analyze the GR/IR clearing account
Run financial statements
Explain how cost-of-sales accounting is set up
Explain the need and the role of the functional area
Start the program that creates a profit and loss statement based on
cost-of-sales accounting
Unit Contents
Financial Closing in the General Ledger ......................................... 324
Exercise 19: Closing Procedures in the General Ledger ...................... 333
Cost-of-Sales Accounting .......................................................... 343
Exercise 20: Cost of Goods Sold Accounting ................................... 347
November 2001
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323
Unit 6: Preparing Financial Statements
AC010
Lesson: Financial Closing in the General Ledger
Lesson Overview
This lesson gives an overview of G/L closing with an introduction to the
schedule manager. Key topics covered are creating/reversing accruals,
regrouping the goods receipt/invoice receipt (GR/IR) clearing account, and
running financial statements.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Complete accruals/deferrals
Analyze the GR/IR clearing account
Run financial statements
Business Example
At the end of the fiscal year, the IDES company codes have to create financial
statements according to the countries’ legal requirements.
As of release 4.6, IDES uses the schedule manager to control the activities in
the financial closing process.
To keep the closing process understandable and easy to follow, IDES first
closes the subledgers before closing the General Ledger. The closing activities
are performed in the order recommended by SAP.
324
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November 2001
AC010
Lesson: Financial Closing in the General Ledger
Figure 95: General Ledger Closing
At the start of the new fiscal year, the balance carry forward program is run.
This ensures that the balances of the G/L accounts are carried forward to the
new fiscal year.
The posting periods of the old fiscal year are then blocked and special periods
for closing entries are opened. Technical reconciliation between transaction
figures and documents guarantees that documents are posted without any
technical errors.
The foreign currency documents are then valuated, accrual/deferral postings
are made, and the GR/IR clearing accounts are analyzed, updating the
accounts affected.
If you wish to create business area financial statements, you need to make
adjustment postings for the business areas. The balances of the business areas
are then set to zero.
The special periods can then be closed.
For documentation purposes, the balance audit trail is made and the financial
statements are created. Additional reports are prepared for legal reporting
purposes.
November 2001
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325
Unit 6: Preparing Financial Statements
AC010
Figure 96: Schedule Manager
In release 4.6, the schedule manager is available for planning, completing and
monitoring complex work processes.
A work process is created as a task plan in the schedule manager. Such a task
plan contains nothing more than a list of tasks. Within the work plan, the
tasks can be grouped in task groups. Tasks can be:
•
•
•
•
Transactions or programs to be run online
Programs with a variant to be run in the background
Workflow definitions
Notes acting as place holders to describe tasks not processed in the R/3
System
The employees who are given responsibility for a task can plan their task from
the task plan, from the daily overview, or, if necessary, complete it online.
The schedule manager is especially useful for closing procedures, but can
also be used for daily processing. It can be used in all subsidiary ledgers
in FI and CO.
326
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November 2001
AC010
Lesson: Financial Closing in the General Ledger
Figure 97: Accruals/Deferrals for Revenues & Expenses
Revenues and expenses, which were posted in a specific posting period, often
originate in a different period. For this reason, such revenues and expenses
must be accrued; that is, they must be divided over the periods in which they
are incurred.
There are two methods available in the system to make these postings:
accruals and deferrals.
Accruals
Situation: The expense or revenue belongs to the current period, from an
accounting point of view, but is not posted until a later period, because
the invoice has not yet been sent/received.
Deferrals
Situation: The expense or revenue was posted in the current period
(invoice sent/received), but the actual business transaction, or part of it,
is actually incurred in a future period.
Accruals and deferrals are handled in FI in different ways.
In the slide, you see an example of an invoice that is received and posted in
the seventh period. Since this invoice was created for property that will be
used during the entire year, the expense of 120 must be evenly divided over
all periods. Accrual postings thus need to be made for the first six periods,
each with the amount of 10. An amount of 50 has to be distributed over the
last five months once the invoice is received.
November 2001
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327
Unit 6: Preparing Financial Statements
AC010
Figure 98: Using the Recurring Entry Program for Accruals/Deferrals
Accruals/deferrals have to be made when an expense or a revenue will occur
in the future, but the actual business transaction is completely or partially
paid for in the current period. The recurring entry program is ideal for these
situations, since the same amount is posted in every period to the same
accounts.
328
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Financial Closing in the General Ledger
Figure 99: GR/IR Analysis
The GR/IR clearing account contains a list of all goods and invoices received.
If, at the end of a period, the balance of this account is not zero, there are either
•
•
Goods that were billed but not yet delivered
Goods that were delivered but not yet invoiced
When the books are closed, these balances need to be listed as either an asset
(Goods billed but not yet delivered account) or a liability (Goods delivered
but not yet invoiced account) in the financial statements.
A special program analyzes the GR/IR account and posts the balances to either
the Goods billed but not yet delivered account or the Goods delivered but not yet
invoiced account. The postings are reversed on the first day of the next period,
since repostings during daily business would lead to erroneous figures.
A clearing posting is normally completed using a correction account. The
GR/IR clearing account and its correction account are sometimes just shown
in the appendix of the financial statement.
The details of how this is handled varies by country. In the United States,
for example, there is a legal liability that must be recorded when goods are
received but not invoiced. There is no legal liability when invoices have been
received but the related goods have not been received.
November 2001
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329
Unit 6: Preparing Financial Statements
AC010
Figure 100: Balance Audit Trail
Normally, there are legal requirements that make it necessary to determine
(even years later) the balance of an account by totaling the document line
items posted to the account. As long as the documents related to this account
and period are still in the system, this is not a problem.
It is usually necessary, however, to archive and delete older documents from
the system, in order to improve system performance. To be able to track
the account balance after archiving, you need to run the balance audit trail
program prior to archiving. This program creates a compact journal and puts
it in a file.
Once a year, the accumulated contents of this working file can be archived or
printed out.
Note: If archiving is only completed once a year, a working file does
not need to be created, since the compact journal can be created
directly from the database.
330
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Financial Closing in the General Ledger
Figure 101: Preparing Financial Statements for Period Accounting
To assist in creating financial statements, there are two options available in
the R/3 System:
•
•
Using an ABAP program
Using the G/L account information system
Both options allow you to
•
•
•
•
•
•
November 2001
Use various financial statement versions
Create individual and total financial statements for company codes
Create individual and total financial statements for business areas
Create financial statements using the operating chart of accounts
Create financial statements using the country-specific chart of accounts
Create comparative financial statements for comparing two fiscal years
or for comparing plan and actual data
© 2001 SAP AG. All rights reserved.
331
Unit 6: Preparing Financial Statements
AC010
Figure 102: Reporting
To support legal reporting requirements, there are currently a number
of reports that meet country-specific requirements. There is a list of
country-specific reports for completing VAT tax forms, support for the
consolidated EU report, and other reports for additional legal reporting
requirements (such as a report for international trade as required by German
law).
332
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Financial Closing in the General Ledger
Exercise 19: Closing Procedures in the
General Ledger
Exercise Objectives
After completing this exercise, you will be able to:
•
Post and reverse accrual/deferral postings
•
Create financial statements
Business Example
At the end of the fiscal year, the companies in the IDES group have to create
accruals, which are typically reversed at the beginning of the month. After
closing activities have been completed, financial statements are run.
Task 1 Post a journal entry for insurance expense
The IDES group purchased an insurance policy which costs 6000 UNI (0%
VAT) per year. The premium was paid in full last month, providing insurance
for the 12 following months.
1.
Post the insurance invoice for 6000 UNI using vendor 1921, Global
Insurance, and use the first of last month as the posting and document
date. The insurance contract number is 100##. Use this as a reference.
Enter Insurance premium BA## as text.
Use the With cost center variant.
For the offsetting posting, use account 466000, Insurance, and tax code 0I
(Input tax training 0%). Charge the amount to your cost center, CC## .
Write down the accounting document number.
Task 2 Post accruals/deferrals
Only part of the insurance premium can be charged to last month. Thus,
the insurance expense needs to be assigned to multiple periods. Create an
accrual/deferral document, which moves the correct amount of the insurance
premium to the subsequent periods.
1.
Post the document using document type SB, the last day of the previous
period as the posting date, and the first of the current month as the
reversal date. For the reversal reason, select Accrual/deferral posting. The
Continued on next page
November 2001
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333
Unit 6: Preparing Financial Statements
AC010
account for the invoice accrual/deferral postings is # 98000 and the
amount is 5500 UNI. Enter Accrual for insurance premium BA## as
the text for the item.
2.
Reverse the accrual/deferral document by running the reversal report.
To assist you with the entries in the selection screen, report variant
AC010 was created.
Use this report and replace ## with your group number.
Write down the document number of the reversal posting.
Note: IDES only runs this program once in order to reverse all
accrual/deferral documents at the same time.
3.
Check the effect of the documents by viewing the transaction figures of
account 466000 (Insurance) in your business area, BA##.
4.
What is the balance listed for this G/L account for the previous period?
5.
What amount is posted to the current period?
Task 3 Create the compact journal (document journal)
Display the documents you created this week by running the Compact
document journal report.
1.
Create the compact document journal for company code 1000 and the
current week. Fill in your user ID as dynamic selection.
Task 4 Create financial statements
When IDES closes its books, it runs financial statements showing an
actual/actual comparison for the previous period.
1.
334
Create financial statements for company code 1000 using an actual/actual
comparison for the previous period. Use financial statement version
INT. Create the report first for the entire company code and then for
your business area BA##.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Financial Closing in the General Ledger
Solution 19: Closing Procedures in the
General Ledger
Task 1 Post a journal entry for insurance expense
The IDES group purchased an insurance policy which costs 6000 UNI (0%
VAT) per year. The premium was paid in full last month, providing insurance
for the 12 following months.
1.
Post the insurance invoice for 6000 UNI using vendor 1921, Global
Insurance, and use the first of last month as the posting and document
date. The insurance contract number is 100##. Use this as a reference.
Enter Insurance premium BA## as text.
Use the With cost center variant.
For the offsetting posting, use account 466000, Insurance, and tax code 0I
(Input tax training 0%). Charge the amount to your cost center, CC## .
Write down the accounting document number.
a)
b)
c)
d)
e)
f)
Accounting → Financial accounting → Accounts Payable → Document
entry → Invoice.
Enter the company code, if not already entered.
Field name or data type
Value
Company code
1000
Select Enter.
Field name or data type
Value
Vendor
1921
Invoice date
<first day of the
previous month>
Posting date
<first day of the
previous month>
Select Continue.
Confirm the message about adjusting the period with the posting
date. The master record of the vendor is displayed in the upper
right-hand side of the screen.
Enter the vendor posting data.
Continued on next page
November 2001
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335
Unit 6: Preparing Financial Statements
g)
AC010
Field name or data type
Value
Amount
6000
Tax amount
0 (0I Input tax training 0%)
Reference
100##
Text
Insurance premium BA##
In the left column, select the With cost center screen variant.
Hint: If the screen variants are not visible, select Tree on and
open the folder "Screen variants for items".
h)
i)
j)
k)
G/L Line item:
Field name or data type
Value
G/L account
466000
D/C
Debit
Doc. currency amount
6000
Tax code
0I
Cost center
CC##
Select Post.
Write down the accounting document number.
Return to the SAP Easy Access menu.
Task 2 Post accruals/deferrals
Only part of the insurance premium can be charged to last month. Thus,
the insurance expense needs to be assigned to multiple periods. Create an
accrual/deferral document, which moves the correct amount of the insurance
premium to the subsequent periods.
1.
Post the document using document type SB, the last day of the previous
period as the posting date, and the first of the current month as the
reversal date. For the reversal reason, select Accrual/deferral posting. The
Continued on next page
336
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Financial Closing in the General Ledger
account for the invoice accrual/deferral postings is # 98000 and the
amount is 5500 UNI. Enter Accrual for insurance premium BA## as
the text for the item.
a)
b)
Accounting → Financial accounting → General Ledger → Periodic
processing → Closing → Valuate → Enter Accrual/deferral Doc.
Field name or data type
Value
Document date
<last day of previous
period>
Document type
SB
Company code
1000
Posting date
<last day of previous
period>
Currency
UNI
Reversal reason
05
Reversal date
<first day of current
period>
Posting key (PstKy)
40
Account
98000
Choose Enter.
Confirm message about the period by hitting enter.
c)
d)
Second screen:
Field name or data type
Value
Amount
5500
Tax code
0I
Business area
BA##
Text
Accrual for insurance
premium BA##
Posting key (PstKy)
50
Account
466000
Select Enter.
Continued on next page
November 2001
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337
Unit 6: Preparing Financial Statements
e)
AC010
Field name or data type
Value
Amount
*
Tax code
0I
Cost center
CC##
Text
+
Select Enter.
Note: Note that the text is copied from the first line item
to the second line item because of having typed "+" in the
text field
f)
g)
2.
Select Post. Write down the document number.
Return to the SAP Easy Access menu by typing /N in the command
field.
Reverse the accrual/deferral document by running the reversal report.
To assist you with the entries in the selection screen, report variant
AC010 was created.
Use this report and replace ## with your group number.
Write down the document number of the reversal posting.
Note: IDES only runs this program once in order to reverse all
accrual/deferral documents at the same time.
a)
b)
c)
d)
e)
f)
g)
Accounting → Financial accounting → General Ledger → Periodic
processing → Closing → Valuate → Reverse Accrual/deferral document.
From the top of the screen, follow: Goto → Variants → Get.
Select AC010.
Replace ## with your group number.
Select Execute.
Write down the document number of the reversal posting.
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
338
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Financial Closing in the General Ledger
3.
Check the effect of the documents by viewing the transaction figures of
account 466000 (Insurance) in your business area, BA##.
a)
b)
4.
Field name or data type
Value
G/L account
466000
Company code
1000
Fiscal year
<current fiscal year>
Business area
BA##
Select Execute.
What is the balance listed for this G/L account for the previous period?
a)
5.
Accounting → Financial accounting → General Ledger → Account →
Display balances.
By looking at the transaction figures, you will see that the balance of
the account in the previous period is only 500 UNI, which is also the
amount that was supposed to be charged to this period.
What amount is posted to the current period?
a)
b)
The remaining insurance premium paid of 5500 UNI was moved
forward to the current period.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 3 Create the compact journal (document journal)
Display the documents you created this week by running the Compact
document journal report.
Continued on next page
November 2001
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339
Unit 6: Preparing Financial Statements
1.
AC010
Create the compact document journal for company code 1000 and the
current week. Fill in your user ID as dynamic selection.
a)
b)
c)
d)
Accounting → Financial accounting → General Ledger → Information
system → General ledger reports → Document → General → Compact
document journal → SAP minimal variant.
Field name or data type
Value
Company code
1000
Posting date
<period of current
week>
Select the Dynamic selections icon at the top of the screen. Fill in your
user ID, AC010–##, in the User Name Field.
Select Execute.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 4 Create financial statements
When IDES closes its books, it runs financial statements showing an
actual/actual comparison for the previous period.
Continued on next page
340
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Financial Closing in the General Ledger
1.
Create financial statements for company code 1000 using an actual/actual
comparison for the previous period. Use financial statement version
INT. Create the report first for the entire company code and then for
your business area BA##.
a)
b)
Accounting → Financial accounting → General ledger → Information
system → General ledger reports → Balance Sheet/Profit and Loss
Statement/Cash Flow → General → Actual/actual comparisons → Periodic
actual/actual comparison.
Field name or data type
Value
Company code
1000
FIS annual rep. struc
INT
Fiscal year (period)
<current fiscal year>
Period (per. eval)
<last period>
Select Execute.
The financial report for the last period compared to the same
period of the previous year is displayed. You can drill down to the
transaction figures of the accounts in the financial statement.
c)
d)
e)
November 2001
Open the Commercial Balance Sheet folder under the Financial
Statement Items column if it is not already open. Open up more
folders and select an account. With your cursor on an account, from
the top of the screen follow: Go to → Line Items to drill down to
the line items for the account.
Return to the selection screen. Answer "No" when asked if you want
to save the data upon exiting the report. Re-run the report using the
same data but just for your business area, BA##.
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
341
Unit 6: Preparing Financial Statements
AC010
Lesson Summary
You should now be able to:
•
Complete accruals/deferrals
•
Analyze the GR/IR clearing account
•
Run financial statements
Related Information
There is more detail on the schedule manager in the Delta FI class and in
AC205.
342
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Cost-of-Sales Accounting
Lesson: Cost-of-Sales Accounting
Lesson Overview
In this lesson, we will learn the difference between period and cost-of-sales
accounting and will be introduced to the organizational element functional
area.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Explain how cost-of-sales accounting is set up
Explain the need and the role of the functional area
Start the program that creates a profit and loss statement based on
cost-of-sales accounting
Business Example
Many countries in Europe use period accounting, while most countries in
North America use cost-of-sales accounting. The functional area allows
companies using cost-of-sales accounting to break down account balances by
function within the organization for reporting purposes.
Figure 103: Period Accounting
November 2001
© 2001 SAP AG. All rights reserved.
343
Unit 6: Preparing Financial Statements
AC010
Two basic methods for structuring profit and loss statements are available:
•
•
Period accounting
Cost-of-sales accounting
Both methods result in the same net profit or loss for the period. The method
used may be legally required or simply based on business considerations.
For example, many European companies who used to use period accounting
are now switching to cost-of-sales accounting because of more international
investors.
With period accounting, the total costs of production for the period are
subtracted from revenue to calculate gross operating profit. The total
production costs for a period equal the change in inventory.
The total costs for a period are broken down by expense types; that is, the
balances of similar expense accounts are added together (such as various
accounts for personnel expense). This breakdown distributes the expenses to
the various production factors.
Figure 104: Cost-of-Sales Accounting
With cost-of-sales accounting, cost of goods sold is subtracted from revenue
to arrive at gross operating profit, instead of total costs of production being
subtracted, as occurs in period accounting.
344
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Cost-of-Sales Accounting
Unlike period accounting, in which the expenses are broken down by
expense types, the expenses are listed according to their function within the
organization, such as manufacturing, sales, administration, research and
development (R&D), production, and so on. These functions are represented
by functional areas.
Figure 105: Derivation of Functional Area
When cost-of-sales accounting is selected, an additional field, functional area,
is included in the coding block (that is, the list of all account assignment
objects) for the account. An entry is made in this functional area field via:
•
•
•
•
1. A manual entry in the field
2. Automatic entry of the functional area through means of a substitution
3. Automatic copying of the functional area entered from the master data
of the P&L account
4. Automatic copying of the functional area entered from the master
data of the CO cost object
The aforementioned order is also the order of priority for deriving the
functional area. In other words, manual entries have the highest priority and
data from the CO object has the lowest priority. The system should, however,
be set up so that a manual entry is normally not necessary, but rather that
the functional area is derived from a substitution, the CO cost object, or the
P&L account.
The most popular choice is using a substitution rule based on the cost center
entered in the line item additional account assignment.
November 2001
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Unit 6: Preparing Financial Statements
AC010
Figure 106: Cost-of-Sales Accounting Ledger
To create financial statements based on cost-of-sales accounting, the SAP
system needs transaction figures for the functional areas. In the standard
general ledger, however, transaction figures are only kept for the company
code and business area. For this reason, a cost-of-sales accounting ledger
has to be used so that transaction figures for the functional areas can be kept
as well.
Using a special financial statement report, these transaction figures can be
accessed and a profit and loss statement can be made based on cost-of-sales
accounting.
If additional transaction figures need to be kept for existing or new account
assignment fields, the application component special purpose ledger can
facilitate this by:
•
•
346
Extending the coding block.
Using a customer-defined ledger that contains additional transaction
figures. These figures can then be valuated with the tools of the special
purpose ledger (Report Painter, Report Writer).
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Cost-of-Sales Accounting
Exercise 20: Cost of Goods Sold Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Create a profit and loss statement based on cost-of-sales accounting
Business Example
Based on legal requirements and business considerations, a company creates
a profit and loss statement based on period accounting or cost-of-sales
accounting. To use the cost-of-sales method, functional areas have to be
entered or derived in the SAP system and included in the documents.
Task 1 Display the functional area in documents
Functional areas usually default into documents based on the cost center
entered.
1.
During this course, you have posted various invoices to the vendor
account Agency##. View these invoices and find the functional area in
the documents.
Task 2 Create a P&L based on cost-of-sales accounting
IDES creates a P&L based on cost-of-sales accounting.
November 2001
1.
Create a profit and loss statement based on cost-of-sales accounting for
company code, 1000. Use the classic drilldown report.
2.
Create the same report for your business area, BA##.
© 2001 SAP AG. All rights reserved.
347
Unit 6: Preparing Financial Statements
AC010
Solution 20: Cost of Goods Sold Accounting
Task 1 Display the functional area in documents
Functional areas usually default into documents based on the cost center
entered.
1.
During this course, you have posted various invoices to the vendor
account Agency##. View these invoices and find the functional area in
the documents.
a)
b)
c)
d)
e)
f)
Accounting → Financial accounting → Accounts Payable → Account →
Display/change line items.
Field name or data type
Value
Vendor account
Agency##
Company code
1000
Select Execute.
Drill down on an item.
Select the Document overview icon.
Drill down on the expense item.
Select the More button in the middle right of the screen.
You see the functional area here, such as 0400, for administrative
costs.
g)
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Create a P&L based on cost-of-sales accounting
IDES creates a P&L based on cost-of-sales accounting.
Continued on next page
348
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Cost-of-Sales Accounting
1.
Create a profit and loss statement based on cost-of-sales accounting for
company code, 1000. Use the classic drilldown report.
a)
b)
Accounting → Financial accounting → General Ledger → Information
system → General ledger reports → Balance sheet/profit and loss
statement/cash flow → General → Actual/actual comparisons → Profit
and Loss Statement using cost of goods sold.
Field name or data type
Value
Company code
1000
Fiscal year
<current year>
Classic Drilldown report
Select this radio button under
output type
Select Execute.
The P&L based on cost of goods sold is displayed for company
code 1000.
c)
2.
Create the same report for your business area, BA##.
a)
b)
November 2001
Select Functional area at the top left of the screen to see the P&L items
by functional area. Select Never Display Again to enter past a message
about using a hotspot. You can scroll through the data for the
various functional areas by using the up and down arrows next to
Functional area which should appear at the top center of your screen.
Return to the selection screen and run the same report for company
code 1000 and your business area BA##. Answer NO to the question
about saving the data.
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
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Unit 6: Preparing Financial Statements
AC010
Lesson Summary
You should now be able to:
•
Explain how cost-of-sales accounting is set up
•
Explain the need and the role of the functional area
•
Start the program that creates a profit and loss statement based on
cost-of-sales accounting
350
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Unit Summary
Unit Summary
You should now be able to:
•
Complete accruals/deferrals
•
Analyze the GR/IR clearing account
•
Run financial statements
•
Explain how cost-of-sales accounting is set up
•
Explain the need and the role of the functional area
•
Start the program that creates a profit and loss statement based on
cost-of-sales accounting
November 2001
© 2001 SAP AG. All rights reserved.
351
Unit Summary
352
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Test Your Knowledge
1.
The tool that allows you to organize your closing activities is the
schedule manager schedule manager.
Fill in the blanks to complete the sentence.
2.
In G/L, one creates and then reverses accrual/deferrals in the
Valuate Valuate folder, which is under the Closing folder of the SAP Easy
Access menu.
Fill in the blanks to complete the sentence.
3.
If there is a credit balance in the GR/IR account when
the books are to be closed, the Regroup GR/IR
program moves that balance to an account called
Goods Received but not Invoiced Goods Received but not Invoiced.
Fill in the blanks to complete the sentence.
4.
In most cases, the functional area is derived from the cost center entered
in a transaction.
Determine whether this statement is true or false.
True
False
5.
In cost-of-sales accounting cost-of-sales accounting the cost of goods sold
is subtracted from revenue to calculate the gross operating profit.
Fill in the blanks to complete the sentence.
November 2001
© 2001 SAP AG. All rights reserved.
353
Test Your Knowledge
AC010
Answers
1.
The tool that allows you to organize your closing activities is the schedule
manager.
Answer: schedule manager
2.
In G/L, one creates and then reverses accrual/deferrals in the Valuate
folder, which is under the Closing folder of the SAP Easy Access menu.
Answer: Valuate
3.
If there is a credit balance in the GR/IR account when the books are to be
closed, the Regroup GR/IR program moves that balance to an account
called Goods Received but not Invoiced.
Answer: Goods Received but not Invoiced
4.
In most cases, the functional area is derived from the cost center entered
in a transaction.
Answer: True
Although there are other options to enter a functional area, substitution
based on the cost center is still the most often used method.
5.
In cost-of-sales accounting the cost of goods sold is subtracted from
revenue to calculate the gross operating profit.
Answer: cost-of-sales accounting
354
© 2001 SAP AG. All rights reserved.
November 2001
Unit 7
Asset Accounting
Unit Overview
In this unit, we will be introduced to asset master records and see how posting
to them is connected to the General Ledger through a reconciliation account.
We will be introduced to the new Asset Explorer report and will see how it
summarizes posted and planned activity for an asset. Finally, we will study
some of the key steps in closing assets, such as running depreciation and
executing the Asset history sheet report.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
•
•
Maintain an asset master record
Describe the role of an asset class
Describe the role of depreciation areas in asset accounting
Post various asset transactions
Print inventory lists
Create asset history sheets
Unit Contents
Master Records in Asset Accounting ............................................. 356
Exercise 21: Asset Master Data .................................................. 363
Standard Accounting Transactions in Asset Accounting ....................... 370
Exercise 22: Accounting Transactions Within a Period in Asset Accounting 377
Closing Procedures in Asset Accounting ........................................ 390
Exercise 23: Closing Procedures in Asset Accounting ........................ 395
November 2001
© 2001 SAP AG. All rights reserved.
355
Unit 7: Asset Accounting
AC010
Lesson: Master Records in Asset Accounting
Lesson Overview
We will begin our study of assets by discussing the asset master record.
The key components of the asset master record will be examined and we will
see how we can view the link to the general ledger reconciliation account
from the asset master record. We will study the asset class and learn how it is
similar to the account group in G/L, AP and AR.
We will study deprecation areas and examine how depreciation is calculated
in the R/3 System.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
•
Maintain an asset master record
Describe the role of an asset class
Describe the role of depreciation areas in asset accounting
Business Example
IDES groups their asset master records into categories using asset classes.
IDES acquires a new building close to Walldorf. The asset master record needs
to be created. The building has a useful life of 50 years.
Assets need to be valuated differently depending on the purpose of the
valuation (e.g., commercial or tax valuation). IDES uses the standard SAP
solution for calculating these valuations, which are shown in the commercial
balance sheet.
Although IDES uses several depreciation areas, only one depreciation area
(01– book depreciation) is posted to the general ledger via the reconciliation
account when the depreciation program is run. The role of the other
depreciation areas is country-dependent. Some of the other depreciation
areas may post periodically to G/L accounts. For example, they post to G/L
accounts that are used in a tax balance sheet. Additional depreciation areas
may not post to the G/L at all and are just used for additional asset reporting.
356
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in Asset Accounting
Figure 107: Assets in FI Organizational Units
Each asset belongs to a company code and business area. All postings made
for the asset (acquisitions, retirements, depreciation, etc.) are posted in the
assigned company code and business area.
Additionally, you can assign the asset to various CO objects (cost center,
internal order, activity type, etc.) and logistic organizational units (for
reporting and selection purposes only).
Figure 108: Asset Class
November 2001
© 2001 SAP AG. All rights reserved.
357
Unit 7: Asset Accounting
AC010
The asset class is the main criteria for defining the asset; each asset must be
assigned to an asset class. In the asset class, you can define certain control
parameters and default values for depreciation and other master data.
The asset class is similar to the account group in that it defines the screen
layout of the asset master record and has a number range assigned to it.
Assets that do not appear in the same line item of the balance sheet (such
as buildings and equipment) are typically assigned to different asset
classes. Additionally, there is at least one special asset class for assets under
construction and one for low-value assets. The asset classes used by IDES
for this are:
•
•
4000: For assets under construction
5000: For low-value assets
Note: You can also create asset classes for intangible assets and leased
assets. There are functions available for processing leases.
Note: The application component Plant Maintenance (PM) is used
for the technical management of assets. The application component
Treasury (TR ) is used for managing financial assets.
Figure 109: Depreciation Areas
358
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in Asset Accounting
It often occurs that asset balances and transactions need to be valuated
differently for various purposes. You may, for example, use various valuation
methods for:
•
•
•
•
•
Financial statements based on regional requirements
Financial statements for tax purposes (if a different deprecation method
is allowed)
Controlling (costing)
Parallel accounting methods for group financial statements (per IAS,
US-GAAP, etc.)
Replacement value (using an index figure)
In order to keep more than one valuation basis, so-called depreciation areas
are kept in the R/3 System. Separate transaction figures are kept in each area:
•
•
Per asset and depreciation area
For individual value components such as balances, depreciation,
remaining book value, etc.
Figure 110: Control Data in Depreciation Areas
Various data is stored in the asset master record for depreciation areas which
control the calculation of normal and special depreciation for the special
depreciation areas. You can thus use a different depreciation method for
general business procedures than the depreciation method required by the tax
authorities.
November 2001
© 2001 SAP AG. All rights reserved.
359
Unit 7: Asset Accounting
AC010
Figure 111: Account Determination
Since the depreciation areas in asset accounting do not exist in the general
ledger, these values have to be posted to various G/L accounts in the general
ledger. The G/L accounts are then used in various financial statement versions
(financial statements per GAAP, financial statements for tax authorities, group
financial statements, and so on).
These G/L accounts are:
•
•
Balance sheet accounts, which record the adjustments to the asset’s value
Depreciation accounts for depreciation and appreciation
The assignment of the G/L accounts to various valuation areas is saved in a
single account assignment key, which is entered in the asset class and defaults
into the asset master record. Assets of the same asset class all have the same
account assignment key, that is, their values are all posted to the same
reconciliation accounts. From the master record, you can drill down on the
account assignment key to the APC account (Acquisition and Production
Cost), the reconciliation account posted to when the asset is acquired.
Note: Many companies prefer to keep parallel valuations in asset
accounting (either statistically or for information purposes) and not in
the general ledger. In this case, you do not need to make the related
G/L account assignments.
360
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in Asset Accounting
Figure 112: Group Assets and Subnumbers
For reporting purposes, components of an asset can be kept under asset
subnumbers, and assets can be combined into group assets.
The main asset is assigned the subnumber 0, allowing the asset subnumbers to
be assigned as desired.
A group asset has its own master data. Several main assets can be assigned
to a group asset. Depreciation is calculated at the group asset level. This is
important in certain industries, such as telecommunications.
November 2001
© 2001 SAP AG. All rights reserved.
361
Unit 7: Asset Accounting
362
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in Asset Accounting
Exercise 21: Asset Master Data
Exercise Objectives
After completing this exercise, you will be able to:
•
Create an asset balance list
•
Create asset master data
Business Example
Accounting transactions involving assets are recorded in the asset accounting
subsidiary ledger. The asset accounts are divided up into asset classes so that
the large number of assets are organized in a logical manner.
Task 1 Create asset balance lists
Note: The date format may vary per country from the month/day
format used in the exercises.
IDES runs the asset balance list using different parameters to see various views
of assets it has on the books. Create an asset balance list for company code 1000
in depreciation area 01 (book depreciation) on December 31 of the current
fiscal year. Afterwards, create a list of all personal computers in company code
1000, then of all low value assets and finally of all assets under construction.
1.
Create a complete asset balance list of all assets in depreciation area 01,
book depreciation, of company code 1000 as of 12/31 of the current fiscal
year. List all assets.
2.
Create a complete asset list of all personal computers in depreciation area
01 (book depreciation) for company code 1000 as of 12/31 of the current
fiscal year. List all assets.
3.
Create a list of all asset balances of all low value assets (asset class 5000)
in company code 1000 as of 12/31 of the current fiscal year.
Create this asset balance list first for depreciation area 01 (book
depreciation) and then for depreciation area 20 (cost accounting).
4.
Why do the values in these two depreciation areas vary?
5.
Create an asset balance list of all assets under construction (asset class
4000) in depreciation area 01, book depreciation, for company code 1000
as of 12/31 of the current fiscal year.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
363
Unit 7: Asset Accounting
6.
AC010
Why is the depreciation of the listed assets under construction zero?
Task 2 Create asset master data
IDES is to purchase an office building for the plant in Hamburg (1000). Before
it can be activated, an asset master record has to be created in asset class
1100 (Buildings) with the name Office building Hamburg ##. In Germany,
buildings have a legal useful life of 50 years
364
1.
Assign this building to your cost center, CC## and business area ,BA##.
Write down the asset number.
2.
In how many depreciation areas will the asset values be posted to?
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in Asset Accounting
Solution 21: Asset Master Data
Task 1 Create asset balance lists
Note: The date format may vary per country from the month/day
format used in the exercises.
IDES runs the asset balance list using different parameters to see various views
of assets it has on the books. Create an asset balance list for company code 1000
in depreciation area 01 (book depreciation) on December 31 of the current
fiscal year. Afterwards, create a list of all personal computers in company code
1000, then of all low value assets and finally of all assets under construction.
1.
Create a complete asset balance list of all assets in depreciation area 01,
book depreciation, of company code 1000 as of 12/31 of the current fiscal
year. List all assets.
a)
b)
Accounting → Financial accounting → Fixed assets → Infomation System
→ Reports on Asset Accounting → Asset Balances → Balance Lists →
Asset Balances → By Asset Class.
Field name or data type
Value
Company code
1000
Report date
<12/31 of current
fiscal year>
Depreciation area
01
List assets
Select
Use ALV grid
Select
Select Execute.
Note: Green arrow back to the selection screen of the report
before proceeding to the next exercise.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
365
Unit 7: Asset Accounting
2.
AC010
Create a complete asset list of all personal computers in depreciation area
01 (book depreciation) for company code 1000 as of 12/31 of the current
fiscal year. List all assets.
a)
b)
Asset Balances Screen:
Field name or data type
Value
Company code
1000
Asset class
3200(Personal Computer)
Report date
<12/31 of current
fiscal year>
Depreciation area
01
List assets
Select
Select Execute.
Note: Green arrow back to the selection screen of the report
before proceeding to the next exercise.
3.
Create a list of all asset balances of all low value assets (asset class 5000)
in company code 1000 as of 12/31 of the current fiscal year.
Create this asset balance list first for depreciation area 01 (book
depreciation) and then for depreciation area 20 (cost accounting).
a)
b)
Asset Balances Screen:
Field name or data type
Value
Company code
1000
Asset class
5000(Low Value Assets)
Report date
<12/31 of current
fiscal year>
Depreciation area
01
List assets
Select
List assets
Select
Select Execute. Scroll to the right to see the book values.
Continued on next page
366
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in Asset Accounting
4.
Why do the values in these two depreciation areas vary?
a)
The book values for area 01 (book depreciation) are all zero. This is
due to the nature of low value assets, which are fully depreciated in
the period of acquisition.
In cost accounting depreciation area 20, the book values are greater
than zero, since all costs are to be calculated in controlling (even
small amounts).
Note: Green arrow back to the selection screen of the report
before proceeding to the next exercise.
5.
Create an asset balance list of all assets under construction (asset class
4000) in depreciation area 01, book depreciation, for company code 1000
as of 12/31 of the current fiscal year.
a)
b)
6.
Asset Balances Screen:
Field name or data type
Value
Company code
1000
Asset class
4000(Assets under
construction)
Report date
<12/31 of current
fiscal year>
Depreciation area
01
List assets
Select
List assets
Select
Select Execute.
Why is the depreciation of the listed assets under construction zero?
a)
b)
There is no depreciation since assets under construction may not
be depreciated.
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
367
Unit 7: Asset Accounting
AC010
Task 2 Create asset master data
IDES is to purchase an office building for the plant in Hamburg (1000). Before
it can be activated, an asset master record has to be created in asset class
1100 (Buildings) with the name Office building Hamburg ##. In Germany,
buildings have a legal useful life of 50 years
1.
Assign this building to your cost center, CC## and business area ,BA##.
Write down the asset number.
a)
b)
c)
d)
e)
f)
2.
Accounting → Financial accounting → Fixed assets → Asset → Create →
Asset.
Field name or data type
Value
Asset class
1100(Buildings)
Company code
1000
Number of similar assets
1
Select Master data.
Field name or data type
Value
Description
Office building Hamburg
##
Select the Time dependant tab.
Field name or data type
Value
Business area
BA##
Cost center
CC##
Plant
1000
Select Save.
Write down the asset number. Do not include the zero at the end.
Remain in the Create Asset: Initial screen for the next exercise.
In how many depreciation areas will the asset values be posted to?
a)
b)
Select Depreciation areas.
Eight depreciation areas are used.
Because the depreciation keys for the various depreciation areas are
different, different calculations are being driven.
c)
368
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Records in Asset Accounting
Lesson Summary
You should now be able to:
•
Maintain an asset master record
•
Describe the role of an asset class
•
Describe the role of depreciation areas in asset accounting
November 2001
© 2001 SAP AG. All rights reserved.
369
Unit 7: Asset Accounting
AC010
Lesson: Standard Accounting Transactions in Asset
Accounting
Lesson Overview
In this lesson we will discuss daily transactions with assets. We will post an
acquisition to the building we created in the previous lesson and create an
asset under construction, which will be settled to the building.
We will also review the asset explorer and see how it is updated by posting
transactions to the asset.
Lesson Objectives
After completing this lesson, you will be able to:
•
Post various asset transactions
Business Example
The building is worth 1,000,000 UNI, which has to be posted as an acquisition
to the new asset record and as a liability on vendor Agency##.
Figure 113: Transaction Type
370
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
The transaction type is an addition to the asset posting keys 70 (debit) and
75 (credit). It has to be included when posting to an asset account. The
transaction type is necessary for asset accounting, since it specifies exactly
where the asset posting is listed in the asset history sheet.
The transaction type is the distinguishing characteristic of the various asset
postings, which include:
•
•
•
•
•
•
Buying and selling
Credit memos
Acquisitions from internal production
Adjustment postings
Retirements without revenue
Depreciation and appreciation
Figure 114: Asset Transactions
Asset transactions (acquisitions, retirements) can be posted in various ways
to meet the organizational and business requirements of the company. In
FI-AA you can post:
•
•
•
November 2001
Without a vendor or a purchase order; the offsetting entry is made to a
G/L clearing account
To a vendor, but without reference to a purchase order
Via materials management using the MM functions (purchase order,
goods receipt and invoice receipt)
© 2001 SAP AG. All rights reserved.
371
Unit 7: Asset Accounting
AC010
When posting to accounts of two subsidiary ledgers, i.e., to the asset and to
the vendor, the reconciliation accounts of both subsidiary ledgers are updated
in the general ledger.
Figure 115: Document Entry Screen for Asset Acquisition
372
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
Figure 116: Assets Under Construction
The expenses for assets under construction can be managed in two ways:
•
•
In the application component Investment Management (IM), you can
create, post and manage investment orders or investment management
projects. These orders or projects are then reconciled with the asset under
construction. IM provides extensive functions for supporting investment
procedures.
If IM is not used, the asset under construction can be posted to directly
in asset accounting.
Once the asset is complete:
•
•
November 2001
Master data must be created (if it does not already exist) for the asset
the AUC will be settled to.
The values from the asset under construction account have to be settled
to one or more completed assets. The expenses are distributed to one or
more assets using a settlement rule, which defines what percentage
of the AUC goes to which asset.
© 2001 SAP AG. All rights reserved.
373
Unit 7: Asset Accounting
AC010
Figure 117: Asset Explorer
Beginning in release 4.6, the asset explorer offers a clear overview of the
activity for an asset. You can see transactions that have been posted to the asset
plus planned and posted depreciation per depreciation area, per period, for
each fiscal year. You can drill down to the details of the FI transactions. Also,
you can conveniently switch to view another asset without leaving the screen.
374
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
Figure 118: Asset Explorer
November 2001
© 2001 SAP AG. All rights reserved.
375
Unit 7: Asset Accounting
376
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
Exercise 22: Accounting Transactions
Within a Period in Asset Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Post an asset acquisition
•
Scrap an asset
•
Create, post to, and settle an asset under construction
Business Example
Asset transactions are posted to using a transaction key, along with one of
two posting keys: 70 and 75. IDES needs to add value to the office building
in Hamburg by acquiring it. Afterwards, an addition to the building will be
created as an asset under construction (AUC) and settled to the building.
Finally, IDES realizes that a robot it purchased a while ago is outdated and
must be scrapped.
Task 1 Asset acquisition
IDES will purchase the building from real estate agency, vendor Agency##.
This agency has already done business with IDES and thus the vendor master
record already exists. The building is worth 1,000,000 UNI, not including tax
of 10%.
1.
Post the asset acquisition completely; that is, post the asset acquisition
and the amount payable to the vendor in one document. The date of the
invoice and posting is today.. Input tax of 10% (1I) is in addition to the
net amount. Payment terms come from three installment payments.
Make certain you use the correct payment terms (R001). Use transaction
type 100 (External asset acquisition).
2.
Record the document number:
3.
Display the document
View this document in the document overview.
4.
Which three accounts were posted to in this document and to which
ledgers do they belong?
5.
How can you tell that the amount is due in three payments?
Continued on next page
November 2001
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377
Unit 7: Asset Accounting
AC010
6.
Use the asset explorer to check the values of the new asset in depreciation
area 01 (book depreciation).
7.
What are the planned and posted depreciation values for the current
year?
Task 2 Scrapping
At the beginning of the current fiscal year, IDES purchased a used robot for
500,000 UNI and estimated that it could be used for another three years.
Unfortunately, the company determined at the end of September of the current
fiscal year that the robot’s technology is out of date. IDES decides to scrap the
robot, even though the book value is still positive. The robot is being scrapped
because no profit could be made in an attempt to sell it.
1.
Post the scrapping of the robot with the asset number Robot## on
September 30 of the current fiscal year.
2.
Printing the asset history chart for the Robot
In order to have the data for the scrapped asset (Robot##) in printed form,
IDES accounting wants to create an asset record for this asset. To do so,
run the asset history report for company code 1000 and asset Robot##.
Task 3 Assets under construction
The capacity of the purchased building is not sufficient for current needs and
the building thus requires an addition. During construction, the expenses
are posted to a master record for assets under construction (AUC) (asset
class 4000) and then calculated into the cost of the building when the AUC is
completed and settled to the building.
1.
Create master data for assets under construction.
Create a master data record for the asset under construction Office
building addition ##. Assign this building to your cost center, CC##,
your business area, BA##, and the plant in Hamburg (1000).
Write down the asset number.
2.
For the construction of the addition, invoices are received that have to
be posted to the asset under construction. Post an invoice to your asset
under construction for 100,000 UNI plus input tax of 10% (1I) using
today’s date. The invoice is from vendor Agency##. Use transaction
type 100.
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November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
3.
Once the asset is completed, it has to be converted from an asset under
construction (AUC) into an asset.
Before you can convert an AUC, you have to define a distribution rule to
determine which part of the AUC is to be settled to which asset(s).
Specify that the entire amount is to be charged to the building as of today.
November 2001
4.
Complete the settlement for your asset under construction.
5.
Using the asset explorer, check whether the settlement was completed
properly.
© 2001 SAP AG. All rights reserved.
379
Unit 7: Asset Accounting
AC010
Solution 22: Accounting Transactions
Within a Period in Asset Accounting
Task 1 Asset acquisition
IDES will purchase the building from real estate agency, vendor Agency##.
This agency has already done business with IDES and thus the vendor master
record already exists. The building is worth 1,000,000 UNI, not including tax
of 10%.
1.
Post the asset acquisition completely; that is, post the asset acquisition
and the amount payable to the vendor in one document. The date of the
invoice and posting is today.. Input tax of 10% (1I) is in addition to the
Continued on next page
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
net amount. Payment terms come from three installment payments.
Make certain you use the correct payment terms (R001). Use transaction
type 100 (External asset acquisition).
a)
b)
c)
Accounting → Financial accounting → Fixed assets → Posting →
Acquisition → External acquisition → With vendor.
Field name or data type
Value
Document date/Posting date
<today>
Posting key (PstKy)
31
Account
Agency##
Select Enter.
Field name or data type
Value
Amount
1,100,000
Tax amount
100,000
Tax code
1I (Input tax training 10%)
Payment terms
R001
Posting key (PstKy)
70
Account
<your asset> (do not include
the 0 at the end)
Transaction type
100 (Acquisition from
purchase)
Select Continue.
Confirm warning about changing the payment terms by hitting
enter.
d)
Field name or data type
Value
Amount
*
Tax code
1I
Reference Date
<today’s date>
Select Post.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
381
Unit 7: Asset Accounting
2.
AC010
Record the document number:
a)
Write down your document number.
Note: Do not exit this screen before proceeding to the next
exercise.
3.
Display the document
View this document in the document overview.
a)
4.
From the top of the screen follow: Document → Display.
Which three accounts were posted to in this document and to which
ledgers do they belong?
a)
This document is posted to the accounts of the following ledgers:
•
•
•
5.
How can you tell that the amount is due in three payments?
a)
b)
6.
Your asset: Asset subsidiary ledger
Agency##: AP subsidiary ledger
154000: General ledger
You can see that the amount is due in three payments since the total
is divided into three items in accounts payable.
Return to the SAP Easy Access menu by typing /N in the command
field.
Use the asset explorer to check the values of the new asset in depreciation
area 01 (book depreciation).
a)
b)
Accounting → Financial accounting → Fixed assets → Asset → Asset
Explorer.
Field name or data type
Value
Company code
1000
Asset
<your asset>
Select Depreciation area 01 (book depreciation).
Continued on next page
382
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
7.
What are the planned and posted depreciation values for the current
year?
a)
b)
The planned depreciation is 50,000 UNI. Select the Posted values tab.
The posted depreciation is still zero, since the depreciation is posted
by a depreciation run that has not occurred yet.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Scrapping
At the beginning of the current fiscal year, IDES purchased a used robot for
500,000 UNI and estimated that it could be used for another three years.
Unfortunately, the company determined at the end of September of the current
fiscal year that the robot’s technology is out of date. IDES decides to scrap the
robot, even though the book value is still positive. The robot is being scrapped
because no profit could be made in an attempt to sell it.
1.
Post the scrapping of the robot with the asset number Robot## on
September 30 of the current fiscal year.
a)
Accounting → Financial accounting → Fixed assets → Posting →
Retirement → Asset Retirement by Scrapping.
If prompted, enter company code 1000.
b)
c)
2.
Field name or data type
Value
Asset
Robot##
Document date
<09/30 of the current
fiscal year>
Posting date
<09/30 of the current
fiscal year>
Asset value date
<09/30 of the current
fiscal year>
Select Save.
Return to the SAP Easy Access menu by typing /N in the command
field.
Printing the asset history chart for the Robot
Continued on next page
November 2001
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383
Unit 7: Asset Accounting
AC010
In order to have the data for the scrapped asset (Robot##) in printed form,
IDES accounting wants to create an asset record for this asset. To do so,
run the asset history report for company code 1000 and asset Robot##.
a)
b)
Accounting → Financial accounting → Fixed assets → Info system →
Reports on Asset Accounting → History → Asset History.
Field name or data type
Value
Company code
1000
Asset number
Robot##
Depreciation Area
01
Delete any other defaulted data. Select Execute.
Task 3 Assets under construction
The capacity of the purchased building is not sufficient for current needs and
the building thus requires an addition. During construction, the expenses
are posted to a master record for assets under construction (AUC) (asset
class 4000) and then calculated into the cost of the building when the AUC is
completed and settled to the building.
1.
Create master data for assets under construction.
Create a master data record for the asset under construction Office
building addition ##. Assign this building to your cost center, CC##,
your business area, BA##, and the plant in Hamburg (1000).
Continued on next page
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
Write down the asset number.
a)
b)
c)
d)
e)
f)
Accounting → Financial accounting → Fixed assets → Asset → Create →
Asset.
Field name or data type
Values
Asset class
4000 (Asset under construction)
Company code
1000
Number of similar assets
1
Select Master data.
Field name or data type
Value
Description
Office building
addition##
Select the Time dependent tab.
Field name or data type
Value
Business area
BA##
Cost center
CC##
Plant
1000
Select Save.
Write down the asset number. Do not include the zero at the end.
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
November 2001
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385
Unit 7: Asset Accounting
2.
For the construction of the addition, invoices are received that have to
be posted to the asset under construction. Post an invoice to your asset
under construction for 100,000 UNI plus input tax of 10% (1I) using
today’s date. The invoice is from vendor Agency##. Use transaction
type 100.
a)
b)
c)
d)
e)
3.
AC010
Accounting → Financial accounting → Fixed assets → Posting →
Acquisition → External acquisition → With vendor.
Field name or data type
Value
Document & posting dates
<today’s date>
Posting key (PstKy)
31
Account
Agency##
Select Enter.
Field name or data type
Value
Amount
110,000
Tax
10,000
Tax code
1I (Input tax training 10%)
Posting key (PstKy)
70
Account
Your asset under
construction (office
building addition)
Transaction type
100 (Acquisition from
purchase)
Select Enter.
Field name or data type
Value
Amount
*
Tax code
1I
Select Post. Write down the document number.
Return to the SAP Easy Access menu by typing /N in the command
field.
Once the asset is completed, it has to be converted from an asset under
construction (AUC) into an asset.
Continued on next page
386
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
Before you can convert an AUC, you have to define a distribution rule to
determine which part of the AUC is to be settled to which asset(s).
Specify that the entire amount is to be charged to the building as of today.
a)
Accounting → Financial Accounting → Fixed Assets → Posting →
Capitalize Asset u. Const. → Distribute.
Field name or data type
Value
Company code
1000
Asset
<your asset under
construction> (office
building addition)
Settings: Layout; Addit. area
Delete any defaults in these
fields; leave blank
b)
c)
Select Execute.
Select the document for 100,000 UNI. Note that is has a red light
under Status.
Note: Once you Execute, you are brought to the Settlement
AUC: Line item list screen. You must highlight the line by
selecting the box in the left-hand column.
d)
e)
From the top of the screen follow: Edit → Enter Distribution rules.
Enter the following data:
f)
g)
h)
Field name or data type
Value
CAT (account assignment
category)
FXA (Asset)
Settlement receivers
<your office building>
%
100
Select Back. Note the green light now under Status.
Select Save. You should receive a message at the bottom of the screen
stating that the distribution rules have been saved.
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
387
Unit 7: Asset Accounting
4.
AC010
Complete the settlement for your asset under construction.
a)
b)
Accounting → Financial accounting → Fixed assets → Posting →
Capitalize Asset u. Const. → Settle.
Field name or data type
Value
Company code
1000
Asset
<your asset under
construction> (office
building addition)
Document date
<today’s date>
Posting date
<today’s date>
Text
Completion of addition
Text run
Deactivate
Detail list
Activate
Select Execute.
The receiver list is displayed and a message appears in the status
bar that an asset transaction has been posted.
c)
5.
Using the asset explorer, check whether the settlement was completed
properly.
a)
b)
c)
d)
388
Return to the SAP Easy Access menu by typing /N in the command
field.
Accounting → Financial accounting → Fixed assets → Asset → Asset
Explorer.
Field name or data type
Value
Company code
1000
Asset
<your office building>
Select Enter and then select Depreciation area 01 (book depreciation)
under the Asset Values folder on the left.
The acquisition with the transaction type 346 should be in the
planned values under Transactions at the bottom of the screen.
Return to the SAP Easy Access menu by typing /N in the command
field.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Standard Accounting Transactions in Asset Accounting
Lesson Summary
You should now be able to:
•
Post various asset transactions
November 2001
© 2001 SAP AG. All rights reserved.
389
Unit 7: Asset Accounting
AC010
Lesson: Closing Procedures in Asset Accounting
Lesson Overview
In this lesson we will study some of the closing operations in asset accounting.
As with the other units, asset accounting closing operations are divided into
technical and legal tasks.
We will perform the activities of creating an inventory list and an asset history
sheet in R/3.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Print inventory lists
Create asset history sheets
Business Example
At the end of the month/year, IDES runs depreciation and creates various
asset reports, including the asset history sheet.
Figure 119: Asset Closing
390
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Procedures in Asset Accounting
Closing can roughly be divided into two types of work:
•
•
Legal requirements (mandates required by the government)
Technical/organizational tasks (preparatory steps that are necessary
technically or that support the accounting organization)
With the Fiscal Year (FY) Change Program program, the new year is opened.
This allows one to post to assets in the new fiscal year.
Separately, the Year-End Close program carries the balances of the asset
master records forward to the new fiscal year and closes the old fiscal year.
These two programs are generally not executed at the same time. The year-end
close program is generally executed just after the auditors have finished their
work and before the G/L is ready to close for the year. On a calendar year,
the fiscal year change program is executed on or before January first and the
year-end close program is typically executed in late March, before the books
are presented for external purposes.
At the beginning of the new fiscal year, a technical reconciliation is performed,
which compares the transaction figures in asset accounting with the
corresponding figures in the G/L accounts.
Afterward, inventory is taken and adjustment postings are made, should
any corrections be needed.
The depreciation posting run posts the depreciation to the general ledger.
Since only one depreciation area can post its asset postings to the general
ledger (typically book depreciation), the additional, relevant depreciation
areas are posted to the general ledger using periodic asset account postings
program. These additional depreciation postings are only necessary in some
countries.
The asset history sheet can now be created, which is a required report in
Germany. It is a useful report in all countries, as it shows the beginning and
ending book values of the assets and the transactions involved.
November 2001
© 2001 SAP AG. All rights reserved.
391
Unit 7: Asset Accounting
AC010
Figure 120: Inventory
You can create one or several inventory lists with the R/3 System for the
inventory process. The lists are given to employees who complete the
inventory check. They note any discrepancies and return the list to the
accounting department, and the accountants enter the corrections in the
system.
Figure 121: Depreciation Posting Run
392
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Procedures in Asset Accounting
All depreciation (normal depreciation, special depreciation and unplanned
depreciation) is initially kept in the form of planned values in asset accounting.
Only after the depreciation posting run has been completed is the depreciation
actually posted in asset accounting. Additionally, a batch input is created
which contains the postings for the G/L accounts. When this is run, the
depreciation is posted to the corresponding depreciation accounts in the
general ledger and to the assigned CO cost object assigned to the asset master
record.
Figure 122: Asset History Sheet
The asset history sheet is the most important and most complete evaluation
available for closing. As with financial statements, the structure of the asset
history sheet is based heavily on country-specific requirements. It is thus
possible to create many asset history sheet versions.
Each asset history sheet version contains various history sheet groupings,
such as:
•
•
•
•
•
•
November 2001
Book values at the beginning of the fiscal year
Acquisitions
Retirements
Adjustment postings
Depreciation
Book values at the end of the fiscal year
© 2001 SAP AG. All rights reserved.
393
Unit 7: Asset Accounting
394
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Procedures in Asset Accounting
Exercise 23: Closing Procedures in Asset
Accounting
Exercise Objectives
After completing this exercise, you will be able to:
•
Print an inventory list
•
Create the asset history sheet
Business Example
Depending on legal requirements, various procedures need to be completed
in the subsidiary ledgers before financial statements can be created in the
general ledger.
Task 1 Inventory list
In order to carry out an inventory count, an inventory list needs to be created
with the SAP system. Here, the variances between the actual inventory and
the listed inventory can be noted. The variances determined then need to be
posted in the system.
1.
Create an inventory list for plant 1000 in company code 1000.
To assist you with the entries in the selection screen, report variant
AC010 was created. Change the date of the report to December 31 of
the current year.
2.
Which assets were listed in your cost center CC## on the report date?
Hint: Use the find icon (binoculars) to search for your robot
in the list.
Task 2 Asset history sheet
The asset history sheet is a required part of the external financial statements in
Germany. However, it is a useful, important report for all countries.
1.
Create the asset history sheet for your business area, BA##, in company
code 1000 for December 31 of this year.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
395
Unit 7: Asset Accounting
AC010
To assist you with the entries in the selection screen, report variant
AC010 was created. Use this variant and replace ## with your group
number in the business area field. Identify the asset history sheet version
used in the variant.
2.
396
Which depreciation area was used by this variant for the values
displayed? Determine the book value of your building. Determine where
the system takes you when you drill down on the book value amount of
your building.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Procedures in Asset Accounting
Solution 23: Closing Procedures in Asset
Accounting
Task 1 Inventory list
In order to carry out an inventory count, an inventory list needs to be created
with the SAP system. Here, the variances between the actual inventory and
the listed inventory can be noted. The variances determined then need to be
posted in the system.
1.
Create an inventory list for plant 1000 in company code 1000.
To assist you with the entries in the selection screen, report variant
AC010 was created. Change the date of the report to December 31 of
the current year.
a)
b)
c)
d)
e)
2.
Accounting → Financial Accounting → Fixed Assets → Information
System → Reports on Asset Accounting → Asset Balances → Inventory
Lists → Physical Inventory List → by Plant.
Goto → Variants → Get.
Select the AC010 variant.
Change the report date to 12/31/current year.
Select Execute.
Which assets were listed in your cost center CC## on the report date?
Hint: Use the find icon (binoculars) to search for your robot
in the list.
a)
b)
At the report date, your cost center, CC##, shows the asset Robot##.
Since you scrapped the asset in a previous exercise, the value
displayed here is 0 UNI.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Asset history sheet
The asset history sheet is a required part of the external financial statements in
Germany. However, it is a useful, important report for all countries.
1.
Create the asset history sheet for your business area, BA##, in company
code 1000 for December 31 of this year.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
397
Unit 7: Asset Accounting
AC010
To assist you with the entries in the selection screen, report variant
AC010 was created. Use this variant and replace ## with your group
number in the business area field. Identify the asset history sheet version
used in the variant.
a)
Accounting → Financial Accounting → Fixed Assets → Information
System → Reports on Asset Accounting → Notes to Financial Statements
→ → International → Asset History Sheet → Go to → Variants → Get.
Choose variant AC010.
Field name or data type
Value
Company code
1000
Business Area
BA##
List assets
Select
Report Date
12/31 of current year
History sheet version
HGB1
Use ALV grid
Select
Note: Delete the asset class if one defaults in.
b)
Which asset history sheet version is used in the variant?
Hint: To find the asset History sheet version field, scroll down
on the Asset History Sheet Selection screen.
c)
d)
The asset history sheet version is In compl.w/EC directive 4(13 col.).
Select Execute to run the report.
Continued on next page
398
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Closing Procedures in Asset Accounting
2.
Which depreciation area was used by this variant for the values
displayed? Determine the book value of your building. Determine where
the system takes you when you drill down on the book value amount of
your building.
a)
b)
The depeciation area is 01 Book Depreciation.
What is the book value of your building?
Hint: Scroll to the right of the report to find the book value
column.
The book value amount will vary depending on when the asset
was purchased.
c)
Drill down on the book value amount of your building. What do
you see?
You are taken to the Asset Explorer for your building!
November 2001
© 2001 SAP AG. All rights reserved.
399
Unit 7: Asset Accounting
AC010
Lesson Summary
You should now be able to:
•
Print inventory lists
•
Create asset history sheets
400
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Unit Summary
Unit Summary
You should now be able to:
•
Maintain an asset master record
•
Describe the role of an asset class
•
Describe the role of depreciation areas in asset accounting
•
Post various asset transactions
•
Print inventory lists
•
Create asset history sheets
Related Information
AC305 is a four-day class that covers more complicated asset transactions,
including the configuration of assets.
November 2001
© 2001 SAP AG. All rights reserved.
401
Unit Summary
402
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Test Your Knowledge
1.
When creating an asset master record, how is the asset number assigned ?
2.
What does the account determination key do for the asset?
3.
Each asset belongs to a company code company code and a
business area business area.
Fill in the blanks to complete the sentence.
4.
What must we use to post to an asset in conjunction with the posting key?
5.
A transaction type tells us where the posting is placed on the
asset history sheet asset history sheet.
Fill in the blanks to complete the sentence.
6.
November 2001
What are the various methods acquisitions and retirements can be posted
in FI-AA?
© 2001 SAP AG. All rights reserved.
403
Test Your Knowledge
AC010
7.
What is the purpose of the asset explorer?
8.
Depreciation is actually posted in asset accounting only after we do a
depreciation run depreciation run.
Fill in the blanks to complete the sentence.
9.
404
The asset history sheet gives us what type of information?
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Answers
1.
When creating an asset master record, how is the asset number assigned ?
Answer: The asset number is assigned by the asset class.
2.
What does the account determination key do for the asset?
Answer: It bridges the asset to the G/L. The reconciliation account is
attached to it in configuration.
3.
Each asset belongs to a company code and a business area.
Answer: company code, business area
4.
What must we use to post to an asset in conjunction with the posting key?
Answer: A transaction type
5.
A transaction type tells us where the posting is placed on the asset
history sheet.
Answer: asset history sheet
6.
What are the various methods acquisitions and retirements can be posted
in FI-AA?
Answer:
•
•
•
7.
Without a vendor or PO; the offsetting entry is made to a G/L
clearing account
To a vendor, but without reference to a purchase order
Via MM by creating a PO
What is the purpose of the asset explorer?
Answer: The asset explorer gives a clear overview of the activity for an
asset per depreciation area and fiscal year for planned values, posted
transactions, posted amounts, posted and planned depreciation, and
depreciation parameters.
November 2001
© 2001 SAP AG. All rights reserved.
405
Test Your Knowledge
8.
AC010
Depreciation is actually posted in asset accounting only after we do
a depreciation run.
Answer: depreciation run
9.
The asset history sheet gives us what type of information?
Answer: The asset history sheet is a complete evaluation for closing.
It has groupings such as:
•
•
•
•
•
•
406
Book values at the beginning of the year
Acquisitions
Retirements
Depreciation
Adjustments
Book values at the end of the year
© 2001 SAP AG. All rights reserved.
November 2001
Unit 8
Travel Management
Unit Overview
In this unit, we will be introduced to the new travel manager. We will learn
about the mini master record and how to input an expense report into SAP.
Finally, we will transfer the details of our trip to FI and see how accounting
transactions are created. We will see how the employee can be reimbursed via
accounts payable by having a vendor master record created for the employee.
Unit Objectives
After completing this unit, you will be able to:
•
•
•
•
Maintain travel privileges
Create a vendor master record from an employee mini master
Enter trip costs
Settle trip data in accounting
Unit Contents
Master Data in Travel Privileges................................................... 408
Exercise 24: Master Data in Financial Accounting – Travel Management... 411
Accounting Transactions in Travel Management ................................ 417
Exercise 25: Accounting Transactions in FI-TV ................................. 421
November 2001
© 2001 SAP AG. All rights reserved.
407
Unit 8: Travel Management
AC010
Lesson: Master Data in Travel Privileges
Lesson Overview
In this lesson we will learn about the necessary Personnel Master Record
infotypes required to allow an employee to input expense reports into the
R/3 System. It is possible to utilize the travel and expense system without
utilizing human resources because of something called a mini master. We will
take a look at the Travel Privileges infotype, which governs what parameters an
employee has when he/she travels and submits expenses.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Maintain travel privileges
Create a vendor master record from an employee mini master
Business Example
IDES uses travel management to set up expense reports for its employees.
Since IDES reimburses its employees in accounts payable, a vendor master
record must exist for each employee who travels. SAP has a program that will
create vendors based on employee records.
408
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Data in Travel Privileges
Figure 123: Personnel Master Data in HR and in FI-TM
Employee data is saved as HR master data. Since the HR master data can
be quite large, its data is stored in data groups that are organized based on
contents. One such data group is an infotype. For example, city, street, and
number are part of the address of an employee and are thus saved (along with
other data) in the infotype Addresses.
IDES is using the HR application component and is thus able to save and
valuate a large amount of data in the infotypes of HR master data.
Companies that are not using HR are also able to create smaller HR master
data, the so-called mini master record, in travel management. The FI-Travel
Management (FI-TM) mini master record only contains the following
infotypes:
•
•
•
•
•
•
•
November 2001
Personnel actions (list of all completed personnel actions)
Organizational assignment (such as company code, business area, and
cost center)
Personal information
Addresses
Bank Details
Travel privileges (control parameters such as assignment of travel
restrictions for the employee and determination of travel reimbursement)
Travel preferences
© 2001 SAP AG. All rights reserved.
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Unit 8: Travel Management
AC010
Figure 124: Vendor Master Record for an Employee
The IDES group reimburses employees for travel expenses using financial
accounting. In order for the payment program to be able to complete this
work, a vendor master record has to be created for every employee who
travels. These personnel-related vendor records can be created automatically
using a program. The program creates a batch input that then has to be
processed.
The personnel number is entered in the vendor master record.
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Data in Travel Privileges
Exercise 24: Master Data in Financial
Accounting – Travel Management
Exercise Objectives
After completing this exercise, you will be able to:
•
Expand a personnel master record to include travel privileges
•
Generate vendors for personnel master records automatically
Business Example
Travel management is used to plan trips efficiently, to enter travel expenses as
simply as possible, and to settle the trips.
The travel expenses are transferred from travel management to FI and the
reimbursement amount is paid out to the employee by IDES accounts payable.
Task 1 Create Travel Privileges
An employee in the personnel area 1000 (Hamburg) goes on his first business
trip for IDES Germany. So that his trip can be planned and settled in travel
management, you have to expand his personnel master record to include
the trip privileges area.
1.
Create the trip privileges area of the employee master record.
The employee has the personnel number 20##.
Accept the default values without making any changes.
Task 2 Create Vendors
At IDES Germany, travel expenses are paid out by financial accounting using
the payment program. To be able to do this, a vendor master record must
exist for each employee who travels. This can then be used to process the
payments. You can create these vendors automatically using a report.
1.
Start the report for Creating Vendors from Personnel Master Records.
Use the report to create a vendor for employee 20##.
To help you fill in the selection screen use the report variant AC010.
Replace ## with your group number in the 3 indicated fields at the
bottom of the screen under "Process Mode".
Continued on next page
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Unit 8: Travel Management
AC010
Make sure the Client field at the bottom of the screen is the client you
are working in.
Note: Be sure to restrict the selection to your personnel number,
20##, so that each group has the opportunity to create their own
vendor.
The variant AC010 forces you to restrict the selection to exactly
one personnel number. In production operation the report would,
of course, be run for a greater number of personnel numbers.
2.
Start the Batch Input Session
The report has created a batch input session that has to be run to create
the vendor master records.
Run the session A/P_ACC## in the foreground.
412
3.
Check the vendor that has just been created automatically. To find the
correct vendor use the matchcode Vendor by Personnel Number.
4.
Make a note of the vendor number:
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Data in Travel Privileges
Solution 24: Master Data in Financial
Accounting – Travel Management
Task 1 Create Travel Privileges
An employee in the personnel area 1000 (Hamburg) goes on his first business
trip for IDES Germany. So that his trip can be planned and settled in travel
management, you have to expand his personnel master record to include
the trip privileges area.
1.
Create the trip privileges area of the employee master record.
The employee has the personnel number 20##.
Accept the default values without making any changes.
a)
b)
Accounting → Financial accounting → Travel Management →
Person-Related Master Data → Maintain.
Field Name or Data Type
Value
Personnel number
20##
Select Enter.
Note: The infotypes possible in the mini master record are
displayed. If there is a tick next to it, this means that the
respective infotype has been created. There is no tick next to
the Travel Privileges infotype, so you must now create it.
c)
d)
Select Travel Privileges in the list of Travel expenses info types.
Select Create (piece of paper icon in left top of screen).
Do not make any changes
e)
f)
Select Save.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Create Vendors
At IDES Germany, travel expenses are paid out by financial accounting using
the payment program. To be able to do this, a vendor master record must
exist for each employee who travels. This can then be used to process the
payments. You can create these vendors automatically using a report.
1.
Start the report for Creating Vendors from Personnel Master Records.
Continued on next page
November 2001
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Unit 8: Travel Management
AC010
Use the report to create a vendor for employee 20##.
To help you fill in the selection screen use the report variant AC010.
Replace ## with your group number in the 3 indicated fields at the
bottom of the screen under "Process Mode".
Make sure the Client field at the bottom of the screen is the client you
are working in.
Note: Be sure to restrict the selection to your personnel number,
20##, so that each group has the opportunity to create their own
vendor.
The variant AC010 forces you to restrict the selection to exactly
one personnel number. In production operation the report would,
of course, be run for a greater number of personnel numbers.
a)
b)
c)
d)
e)
2.
Accounting → Financial accounting → Travel Management →
Person-related master data → Create vendors.
Goto → Variants → Get.
Select variant ACO10.
Replace ## with your group number in the three fields at the bottom
of the screen under "Process Mode". You will probably need to scroll
down to see the fields.
Field Name or Data Type
Value
Personnel number
20##
Name of job; Name of batch input
session; User in work file
Client
Replace ## with your group
number in these three fields
<the client you are
working in>
Select Execute. You should see a report stating that one personnel
record has been selected.
Start the Batch Input Session
The report has created a batch input session that has to be run to create
the vendor master records.
Continued on next page
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© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Master Data in Travel Privileges
Run the session A/P_ACC## in the foreground.
a)
b)
c)
d)
e)
f)
3.
Check the vendor that has just been created automatically. To find the
correct vendor use the matchcode Vendor by Personnel Number.
a)
b)
c)
d)
4.
From the top of the screen follow: System → Services → Batch input
→ Sessions.
Select session A/P_ACC##.
Select the Process button from the top of the screen.
Select the Process/Foreground radio button and then select the Process
button in the pop-up box.
Confirm each vendor master record screen by choosing Enter until
the whole batch input session has been completed.
Return to the SAP Easy Access menu by selecting Exit Batch Input.
Accounting → Financial accounting → Accounts payable → Master
records → Display.
Remove any default values from the vendor field and choose the
possible values icon at the end of the Vendor field.
Choose the Vendors by Personnel Number matchcode tab.
Field Name or Data Type
Value
Personnel number
20##
Company code
1000
Select Start Search (Enter).
Make a note of the vendor number:
a)
Choose the vendor displayed by drilling down on its vendor
number.
Make a note of the vendor number.
b)
c)
November 2001
Select all views (use the select all icon at the top left of the screen)
and go through all of the screens. Note that the personnel number is
entered in the Accounting Information Accounting screen.
Return to the SAP Easy Access menu.
© 2001 SAP AG. All rights reserved.
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Unit 8: Travel Management
AC010
Lesson Summary
You should now be able to:
•
Maintain travel privileges
•
Create a vendor master record from an employee mini master
416
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions in Travel Management
Lesson: Accounting Transactions in Travel Management
Lesson Overview
In this lesson we will focus on entering expenses into the system using the
TRIP transaction (Enjoy screen). We will then follow it through the system
by sending the expenses to FI to have the employee reimbursed via accounts
payable.
Lesson Objectives
After completing this lesson, you will be able to:
•
•
Enter trip costs
Settle trip data in accounting
Business Example
The employees of IDES use the travel management functionality to enter their
expense reports. Before doing so, the employee must have a mini master
record created in the system. IDES reimburses their employees for their trip
expenses by issuing them a check. Therefore, each employee must be created
as a vendor in the AP module in order to be reimbursed.
Figure 125: Travel Manager (Enjoy)
November 2001
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Unit 8: Travel Management
AC010
In travel manager (Transaction Code: TRIP), the employee has a complete
overview of all his/her travel and related travel objects. There are three types
of travel objects: travel requests, travel plans and travel expenses.
Each of these objects can be created or changed with the travel manager.
Depending on how travel management is organized in the company, all travel
objects, or only part of them, can play a role in the travel process.
•
•
•
With travel request, the employee notifies the company that he/she
is to take a business trip, and, depending on configuration, sends this
information on to an internal travel office.
The travel plan can be used to plan the details of a trip and to book
the means of travel. This takes the travel preferences that are saved as
infotypes into consideration. A travel plan can be entered by an internal
travel agent or by the employee.
Travel expenses are a collection of expense-related travel information.
They are the basis for the calculation of travel reimbursement according
to country-specific regulations for the posting in Financial Accounting.
If the amounts are taxable for the employee, these amounts can be
transferred to human resources.
Figure 126: Travel Expenses
418
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions in Travel Management
Travel expenses are the central object in the travel process. The travel
information is entered manually or can be obtained from the travel request
or travel plan and then corrected. Although travel requests and travel plans
offer optional functions, travel expenses are necessary for travel management.
Prior to the actual calculation, the results can be simulated.
The travel expenses can be entered by the employee or by the expense
department. If the data was entered by the employee, the accounting
department has to check and approve the documents prior to payment.
For the settlement, the system calculates a total amount to be paid based
on the travel information, reimbursement records and settlement rules, and
saves this information in the database.
The settlement calculations are then sent to FI using a special posting run.
November 2001
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Unit 8: Travel Management
420
AC010
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions in Travel Management
Exercise 25: Accounting Transactions in
FI-TV
Exercise Objectives
After completing this exercise, you will be able to:
•
Query the travel overview of an employee
•
Create travel expenses
•
Settle trips
•
Transfer trip receipts to FI
Business Example
An employee goes on a business trip and enters incurred travel expenses in
the R/3 System upon his return. The expense department settles the trips and
transfers the receipts to financial accounting.
Task 1 Query Trip Overview
All trips taken by an employee can be seen in the travel manager.
1.
Use the travel manager to obtain an overview of all the trips created for
the employee Anja Muller (personnel number 1000).
2.
Where did she go on her second trip and why? When did this trip begin
and end?
Task 2 Enter Travel Expenses
Since you have created the travel privileges for the employee John Doe ##,
he can now go on his business trip to Berlin. He has to visit an important
customer there. He will leave today at 16:00 and fly to Berlin. He will take
a return flight tomorrow, to be back at 22:00. IDES Germany reimburses
meals with a per diem amount. IDES has already paid for the flight, but this
must still be entered by John Doe ## so that the total travel expenses can be
calculated correctly. The flight costs 900 UNI. John Doe ## also has a receipt
for a taxi journey for 25 UNI and a hotel bill of 200 UNI, both for today.
1.
Enter the travel expenses for this trip. Always accept the input tax rates
proposed by the system.
Continued on next page
November 2001
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Unit 8: Travel Management
2.
AC010
You can display the reimbursement amount John Doe ## will receive even
before you save the trip. How much is the total reimbursement amount?
How high are the total costs of the trip?
Task 3 Settle Trips
Once the expense receipts have been checked, the expense department wants
to settle the trip. Employee 20## belongs to payroll area D2.
1.
Settle the trip using the variant AC010. Enter the period in which the trip
ended and the personnel number, 20##.
Task 4 Transfer the trip data to FI
The transfer of receipts to FI consists of two steps: create posting run and
manage posting run. Carry these out one after the other.
422
1.
Create these using variant AC010. Enter the period in which the trip
ended and the personnel number, 20##. Call the posting run after your
business area, BA##.
2.
Now post the trips to FI.
3.
Check how the document has posted in financial accounting by
displaying the vendor line items for employee 20##.
4.
Name the posting items (Amounts may vary).
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions in Travel Management
Solution 25: Accounting Transactions in
FI-TV
Task 1 Query Trip Overview
All trips taken by an employee can be seen in the travel manager.
1.
Use the travel manager to obtain an overview of all the trips created for
the employee Anja Muller (personnel number 1000).
a)
b)
2.
Accounting → Financial Accounting → Travel management → Travel
manager.
Field Name or Data Type
Value
Personnel number
1000
Select Continue.
Where did she go on her second trip and why? When did this trip begin
and end?
a)
b)
c)
d)
Select list of all trips. Open the Paid Trips folder.
Open the folder for the Enjoy Project trip (second trip from the
bottom). Drill down on Travel expenses for her Enjoy Project trip.
Answer "yes" to the question, "Do you really want to change the
trip data?"
Her second trip took her to Munich to an EnjoyProject. She left on
January 1, 1998 at 10:00 and returned on January 4, 1998 at 17:00.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 2 Enter Travel Expenses
Since you have created the travel privileges for the employee John Doe ##,
he can now go on his business trip to Berlin. He has to visit an important
customer there. He will leave today at 16:00 and fly to Berlin. He will take
a return flight tomorrow, to be back at 22:00. IDES Germany reimburses
meals with a per diem amount. IDES has already paid for the flight, but this
must still be entered by John Doe ## so that the total travel expenses can be
calculated correctly. The flight costs 900 UNI. John Doe ## also has a receipt
for a taxi journey for 25 UNI and a hotel bill of 200 UNI, both for today.
Continued on next page
November 2001
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Unit 8: Travel Management
1.
AC010
Enter the travel expenses for this trip. Always accept the input tax rates
proposed by the system.
a)
b)
c)
d)
e)
f)
g)
h)
Accounting → Financial Accounting → Travel management → Travel
manager.
Field Name or Data Type
Value
Personnel number
20##
Select Continue.
Select Creating a travel expense report.
Choose trip schema Business Trip.
Select Enter.
General trip data:
Field Name or Data Type
Value
Trip beginning
<today>, 16.00 (time)
Trip end
<tomorrow>, 22.00
(time)
First destination
Berlin
Trip country
DE
Reason for trip
Business trip
Expense receipts:
Field Name or Data Type
Value
Exp. receipt 001
Airfare, paid (select from
possible entries)
Amount
900 Universal Currency
On
today
Select the Add to table button.
The receipt is displayed in the receipt list table at the bottom of
the screen.
i)
Expense receipts:
Continued on next page
424
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions in Travel Management
j)
Field Name or Data Type
Value
Exp. receipt 002
Taxi
Amount
25 Universal Currency
On
today
Select Add to table.
The receipt is displayed in the receipt list.
k)
l)
Expense Receipts:
Field Name or Data Type
Value
Exp. receipt 003
NgtHotel
On
<today>
Amount
200 Universal Currency
Select Add to table.
The receipt is displayed in the receipt list.
2.
You can display the reimbursement amount John Doe ## will receive even
before you save the trip. How much is the total reimbursement amount?
How high are the total costs of the trip?
a)
Select the Results (Calculate expense report) button at the top left of
the screen. Scroll down to see the whole expense report
The employee will receive a total reimbursement of 225 UNI.
The total cost of the trip amounts to 1,155 UNI.
Note: The amounts will vary if you did not enter the dates
and times exactly as specified in the exercise because of per
diem allowances for meals.
b)
c)
d)
Select Back (Green arrow).
Select the Approve button. This will save and approve the report in
one step.
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
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Unit 8: Travel Management
AC010
Task 3 Settle Trips
Once the expense receipts have been checked, the expense department wants
to settle the trip. Employee 20## belongs to payroll area D2.
1.
Settle the trip using the variant AC010. Enter the period in which the trip
ended and the personnel number, 20##.
a)
b)
c)
d)
e)
Accounting → Financial Accounting → Travel management → Travel
expenses → Periodic processing → Settle trips.
Goto → Variants → Get.
Select variant ACO10.
Field Name or Data Type
Value
Other period
<period and year when
the trip ended>
Personnel number
20##
Select Execute. You should see Personnel numbers accounted: 1.
Return to the SAP Easy Access menu by typing /N in the command
field.
Task 4 Transfer the trip data to FI
The transfer of receipts to FI consists of two steps: create posting run and
manage posting run. Carry these out one after the other.
Continued on next page
426
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions in Travel Management
1.
Create these using variant AC010. Enter the period in which the trip
ended and the personnel number, 20##. Call the posting run after your
business area, BA##.
a)
b)
c)
d)
e)
2.
Accounting → Financial Accounting → Travel management → Travel
expenses → Periodic processing → Transfer to accounting → Create
posting run.
Goto → Variants → Get.
Select variant AC010.
Field Name or Data Type
Value
Other period
<period and year when
the trip ended>
Personnel number
20##
Posting Run: Name
BA## (replace ## with your
group number)
Select Execute. You should see a green traffic light and Processed
personnel numbers: 1.
Return to the SAP Easy Access menu by typing /N in the command
field.
Now post the trips to FI.
a)
Accounting → Financial Accounting → Travel management → Travel
expenses → Periodic processing → Transfer to accounting → Manage
posting runs.
Note: After following the menu path above, you are at the
Posting Run Management screen. At this point you must
select Execute.
b)
c)
Put your cursor directly on the posting run BA##
Select the Post button.
Select the option to post the documents immediately. You should
see a green traffic light indicating your posting run has been
successfully posted to accounting.
d)
Return to the SAP Easy Access menu by typing /N in the command
field.
Continued on next page
November 2001
© 2001 SAP AG. All rights reserved.
427
Unit 8: Travel Management
3.
AC010
Check how the document has posted in financial accounting by
displaying the vendor line items for employee 20##.
a)
b)
Accounting → Financial Accounting → Accounts payable → Account →
Display/change line items.
Field Name or Data Type
Value
Vendor account
<vendor number for
employee 20##>
Company code
1000
Select Execute.
You should see a line item for 255 UNI displayed.
4.
Name the posting items (Amounts may vary).
a)
b)
Drill down on the line item.
Select the Document overview icon.
The document items are:
John Doe ##: 255.00Travel Expenses Clearing: 900.00Travel exp./accommod.: 200.00
Travel exp./meals: 30.00
Travel Exp. Drive/Fl.: 23.15
Travel Exp. Drive/Fl.: 900.00
Input tax: 1.85
428
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Lesson: Accounting Transactions in Travel Management
Lesson Summary
You should now be able to:
•
Enter trip costs
•
Settle trip data in accounting
November 2001
© 2001 SAP AG. All rights reserved.
429
Unit Summary
AC010
Unit Summary
You should now be able to:
•
Maintain travel privileges
•
Create a vendor master record from an employee mini master
•
Enter trip costs
•
Settle trip data in accounting
430
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Test Your Knowledge
Test Your Knowledge
1.
In order to use travel management, the
mini-master record mini-master record, a sub-set of a full
employee master record, must be created.
Fill in the blanks to complete the sentence.
2.
What key infotype must be created before an employee can travel?
3.
What program automatically converts an employee to a vendor?
4.
The transaction code for the Travel Manager is TRIP TRIP.
Fill in the blanks to complete the sentence.
5.
In the Travel Manager screen, an employee has the option of
entering a travel request travel request, a travel plan travel plan or
travel expenses travel expenses.
Fill in the blanks to complete the sentence.
6.
When a trip is settled settled, the R3 system calculates a total amount to
be paid based on the travel information, reimbursement record, and
settlement rules.
Fill in the blanks to complete the sentence.
November 2001
© 2001 SAP AG. All rights reserved.
431
Test Your Knowledge
AC010
Answers
1.
In order to use travel management, the mini-master record, a sub-set of a
full employee master record, must be created.
Answer: mini-master record
2.
What key infotype must be created before an employee can travel?
Answer: infotype 17: Travel Privileges
3.
What program automatically converts an employee to a vendor?
Answer: The program, "Create Vendors", RPRAPA00, Transaction Code
PRAA, creates vendor master records for employees.
4.
The transaction code for the Travel Manager is TRIP.
Answer: TRIP
5.
In the Travel Manager screen, an employee has the option of entering a
travel request, a travel plan or travel expenses.
Answer: travel request, travel plan, travel expenses
6.
When a trip is settled, the R3 system calculates a total amount to be paid
based on the travel information, reimbursement record, and settlement
rules.
Answer: settled
432
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Course Summary
Course Summary
You should now be able to:
•
•
•
November 2001
Explain the roles of various applications in financial accounting
Explain how the financial accounting modules relate to each other
Perform typical accounting transactions in the application components of
financial accounting
© 2001 SAP AG. All rights reserved.
433
Course Summary
434
AC010
© 2001 SAP AG. All rights reserved.
November 2001
Appendix 1
Appendix
Figure 127: Simplifying Postings
•
•
•
Reference documents, sample documents, and the hold/set data
function all aid in reducing the number of entries necessary in a new
document.
Reference documents are previously posted documents that can be
used as a template.
Sample documents are model documents that may also be copied into
a new posting.
The hold/set data function allows for the automatic entering of certain data
when repeating a posting.
November 2001
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435
Appendix 1: Appendix
AC010
Figure 128: Posting Using Reference Documents
When posting a document, it is sometimes easier to use a previously (or
frequently) used account assignment. This is done with reference documents.
In this example, the user copies an existing document to post a new one. This
is done by simply indicating the reference document at the time of posting.
Figure 129: G/L Quick Entry of G/L Line Items
There is a separate screen for fast entry of G/L account line items.
436
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Appendix 1: Appendix
In regular line-item posting, each line item requires a new screen. G/L fast
entry uses line item templates that have only the predefined fields available.
The limited selection usually has a length of one or two rows; this allows
multiple line items to appear on the same screen, simplifying the entry of
multiple document line items.
In customizing, it is possible to configure various entry variants to fulfill
different end-user requirements.
Figure 130: Account Assignment Model
•
•
•
November 2001
The account assignment model includes the line items that will be
defaulted into the document.
The account assignment model can contain any number of line items and
includes the posted amount and the posted document.
The posting in the account assignment model does not need to be
complete. For example, the account might be included in the model,
whereas Cost center and Amount fields are left blank to be completed in
the final posting when the model is used.
© 2001 SAP AG. All rights reserved.
437
Appendix 1: Appendix
AC010
Figure 131: Parameter IDs
Parameter IDs are used to determine the default value for a field in the user
master record.
The advantage of this procedure for the user is that he or she no longer has
to specifically enter a field value on the screen. For example, if the user only
has authorization for company code 1000, the system automatically enters the
value 1000 in fields that display the company code.
Figure 132: Document Parking
An incomplete document can be parked and posted at a later date. This can
be completed by the same user or a different one.
Document parking has the advantage of creating document data that can be
used for online evaluations. However, is does not have to be maintained until
the document(s) are completely entered and posted. For example, you can use
amounts from parked documents for the advance tax on a Sales/purchase report.
Substitutions and validations are not available for document parking;
however, they can be used when the document is posted.
438
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Appendix 1: Appendix
Figure 133: Posting a Parked Document
You can post parked documents either individually or via a list. If you post
several parked documents via a list, the system issues a list when you have
finished, detailing which documents were successfully posted.
From this list you can carry out any necessary post-processing with any
parked documents that could not be posted due to missing vital information,
such as a missing account assignment. You can also create a batch input
session to post the parked documents.
Figure 134: Validation
November 2001
© 2001 SAP AG. All rights reserved.
439
Appendix 1: Appendix
AC010
Figure 135: Substitution
Report Variants
•
•
•
•
440
A report variant provides a way of storing predefined selection criteria
for a report.
An individual report can have multiple report variants defined for it;
however, an individual variant can be used for only one report.
Variants are required for reports run in the background.
Report variants allow standardized report settings in order to provide
consistent report output. They are also helpful when executing reports
that require complex data selection criteria.
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Appendix 1: Appendix
Figure 136: Customer-Defined Special Purpose Ledgers
Figure 137: Special Purpose Ledger and Reporting
November 2001
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441
Appendix 1: Appendix
AC010
Figure 138: The Structure of the Special Purpose Ledger (FI-SL)
Figure 139: Coding Block Enhancement
442
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Appendix 1: Appendix
Figure 140: Report Painter/Report Writer
Figure 141: Report Painter
November 2001
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443
Appendix 1: Appendix
AC010
Figure 142: Basic Structure of Reports
Figure 143: Additional Painter Functionality
444
© 2001 SAP AG. All rights reserved.
November 2001
AC010
Appendix 1: Appendix
Figure 144: EC-CS Data Flow
Enterprise Consolidations (EC-CS) consolidates at the organizational units
company, business area, and profit center. If the operating applications and
the consolidation system are in one system and client, the data can be sent
online to the consolidation system
Additionally, data can be retrieved from other R/3 Systems per periodic
extract or rollup.
Periodic extract
In the sender system, you extract the reporting data with the financial
statement program. In the receiver system, a program reads the data
extract and posts the information.
Rollup
Rollup is a standard tool in the SAP system for transferring data records
from a sender table to a receiver table. It is used for the transfer of Profit
Center Accounting (EC-PCA) data to EC-CS. You can also implement it if
you want to transfer data from various R/3 Systems or clients to EC-CS
and want to set up the profit and loss statement based on cost-of-sales
accounting.
For data transfer from non-SAP systems, you can send the data offline with
EC-CS creation forms, MS-Access, or MS Excel.
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Figure 145: EC-CS Organizational Units
With EC-CS, you can perform legal and management consolidations. The
bases for this are the company, business area, and profit center. For each
consolidation type, a view is created.
The group structure with a view can be represented in various hierarchies.
IDES uses a hierarchy for legal representation and one for regional
representation.
EC-CS forms the company structure using consolidation groups and units.
Per hierarchy, consolidation groups are defined. They represent the levels at
which the consolidation is completed. Consolidation groups can be subgroups
(company consolidation); business areas (business area consolidation); profit
centers; or hierarchy nodes (profit center consolidation).
The objects to be consolidated that lie below consolidation groups are
consolidation units. Depending on the consolidation type, these are
companies, combinations of companies and business areas, or combinations of
companies and profit centers.
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Appendix 1: Appendix
Figure 146: Status Monitor
Consolidation is performed with the help of two monitors. They contain all
the procedures to be carried out.
Data monitor
Prior to consolidation, the data to be consolidated has to be prepared at
the level of the consolidation units.
The data monitor contains all preparatory procedures and their current
status. Procedures in the data monitor could be: creation of financial
data and additional financial data (additionally, for the consolidation
of relevant data); validation of the financial data; manual adjustment
postings; currency translation; apportionment; or validation of adjusted
financial data.
Consolidation monitor
At the level of the consolidation group, the prepared data of the
consolidation units is finally consolidated.
Procedures in the consolidation monitor could be: consolidation of
payables, sales, costs and expenses, investment income and capital, or
the validation of consolidated values.
If the system settings are correct and the financial data was properly created,
the system carries out the consolidation steps via the press of a button. The
automatically created postings are displayed in the log. Milestones are used to
stop the automatic consolidation update at the procedures that are marked
accordingly. The next procedure is started separately.
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Figure 147: Data Transfer to EC-CS
The manner in which data is transferred to consolidation depends on the
data transfer method.
Direct update/rollup
Value items with the same names as the accounts of the group chart of
accounts have to be in the consolidation chart of accounts for EC-CS. You
create the group account of the sender system in the master data of the
operating chart of accounts
Periodic extract
The operating accounts are assigned to a group financial statement
version in the sender system.
The items of the consolidation chart of accounts in the receiver system
correspond to the line items of this financial statement version. In the FI
sender system, you extract the financial data with the financial statement
program.
In the EC-CS receiver system, a program reads the data extract and posts
the information.
The EC-CS consolidation chart of accounts consists of value items, under
which the values are kept, and totals items, which contain the totals of the
value items below them in the structure.
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Appendix 1: Appendix
You can use multiple consolidation charts of accounts to meet various
requirements.
•
•
•
Consolidation chart of accounts for financial accounting (group financial
statement based on US-GAAP, for example)
Condensed chart of accounts
Chart of accounts with key figures
Figure 148: SAP Consolidation-Future Development
•
•
•
•
•
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The consolidation engine contains all of the consolidation functions.
Consolidation is performed using the consolidation engine. The
consolidated data can be updated in the OLTP (Online Transactional
Processing) System (R/3 EC-CS) or in BW (SEM-BCS).
The data structures are based on tables and can be partially defined by
the customer.
The Business Information Warehouse (BW) contains business data,
including the consolidated data.
This data is stored in a multidimensional data cube.
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Figure 149: SAP Strategic Enterprise Management
Complex group companies have to be effectively managed.
Since the success of top managers not only depends on the right company
strategy but also on implementing it quickly, SAP has developed the
new dimensions component Strategic Enterprise Management (SEM) for
optimizing company management.
SEM-BCS is the component with which you can perform legal and
management consolidation.
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Glossary
ABAP
Advanced Business Application Programming(ABAP): SAP’s fourth
generation programming language, which is specifically designed for
integrated standards software applications. ABAP also supports all of the
steps involved in improving the client/server solution, from prototyping
through implementation and testing, to final optimization. The latest
extens of ABAP is ABAP Objects.
ABAP/4
Advanced Business Application Programming Language
ABAP/4 Query
ABAP/4 Queries provide user with basic lists, sorted and totalled by
various criteria. Statistics and ranked lists are also available.
account assignment
Specification of which accounts to post to from a business transaction.
See also Additional account assignment.
account assignment model
Template used for document creation in which default values are
provided for the posting of a business transaction. An account assignment
model may contain any number of G/L line items and can be changed
or enhanced as needed. Unlike sample documents, account assignment
models may contain incomplete G/L line items.
account determination
Automatic system function that determines the accounts for posting
amounts in Financial Accounting.
account group
Attributes which determine the creation of master records. The account
group determines: the data that is relevant for the master record and a
number range from which numbers are selected for the master records.
An account group must be assigned to each master record.
account types
Key that specifies the accounting area to which an account belongs.
Examples of account types are: asset accounts, customer accounts, vendor
accounts, and G/L accounts. The account type is required in addition
to the account number in order to identify an account, since the same
account number can be used for each account type.
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accrual entries
Accrual & Deferral Entries are adjustment postings which are necessary at
the end of a posting period. They are typically reversed in the following
period. R/3’s accrual program books the accrual to the G/L, then specifies
the date upon which the reversal should be effective. A reversal program
is executed to select and reverse the applicable accrual documents.
activity types
Activity types describe the activity produced by a cost center and are
measured in units of time or quantity. Examples: machine hours, labor
hours.
additional account assignment
All entries in a line item that are made in addition to account number,
amount, and posting key. These can include: payment terms, payment
method, and cost center.
allocation field
The allocation field is an additional reference field for line items. It is
contained on every posted line item. Line items can be sorted in the line
item directory by the content of this field. The allocation field is either
filled automatically (sort key in the master record) or manually (entry
in a line item).
application help
Context-sensitive help available in the menu Help. This function allows
users to display documentation about the current transaction, program,
or screen. The documentation to be displayed must be predefined
explicitly in the Knowledge Warehouse. If no specific documentation
has been defined, the SAP Library is displayed. From there, users can
navigate to the relevant documentation.
ASAP (Accelerated SAP)
Standard methodology for efficiently implementing and continually
optimizing your SAP software. ASAP supports the implementation of
the R/3 System and of mySAP.com Components and can also be used
for upgrade projects. It provides a wide range of tools that helps you in
all stages of your implementation project – from project planning to the
continual improvement of your SAP System. The two key tools in ASAP
are: The Implementation Assistant, which contains the ASAP Roadmap,
and provides a structured framework for your implementation,
optimization or upgrade project. The Question & Answer database
(Q&A), which allows you to set your project scope and generate your
Business Blueprint using the SAP Reference Structure as a basis.
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asset class
The main criterion for classifying fixed assets according to legal and
management requirements. For each asset class, control parameters and
default values can be defined for depreciation calculation and other
master data. Each asset master record must be assigned to one asset
class. Special asset classes are, for example: assets under construction,
low-value assets, leased assets, financial assets, and technical assets.
Asset Explorer
Tool for displaying asset values. It displays: both planned and posted
asset balance sheet values and depreciation, all transactions on the asset,
and developments in a business area over several fiscal years.
assets
Sum of a company’s assets and prepaid/deferred items. These are
displayed on the left hand side of the balance sheet.
automatic account assignment
Automatic function (in financial accounting) during posting transactions,
whereby the system assigns the items to their appropriate accounts,
without the user having to make any entries.
balance audit trail
Record of all transactions posted to an account within a certain period.
The balance audit trail shows the balance at the start of a given period
and the way in which the balance of the account changed by the end of
the period.
balance carried forward
At the end of the fiscal year, the balances of all balance sheet items are
carried forward from the prior year into the new year as the opening
balance. Statistical items can be carried forward if required. The
carryforward of income statement items is controlled by selected items.
This is particularly important for the carryforward of retained earnings, if
the appropriation of retained earnings is shown at the end of the income
statement. Consolidation transaction types are carried forward to their
assigned carryforward transaction type.
balance confirmation
Method of correspondence listing individual amounts you want your
customer or vendor to confirm. You request your customer or vendor to
confirm these amounts no matter whether or not they correspond to the
amounts kept in their accounting system.
Balance Sheet Account Valuation
Program RFSBEW00 valuates General Ledger accounts managed in a
foreign currency at a key date specified in the selection parameters.
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Balance Sheet Readjustment Program
Program SAPF180 ensures zero balances per business area necessary
for creating business area balance sheets. If profit center accounting is
activated, readjustments are made for profit centers as well. It distributes
Receivables & Payables, tax postings, cash discount postings and
valuated exchange rate differences.
bank master data
The information on a bank required to carry out business transaction
with the bank. This information is stored centrally in the R/3 System
and includes the name and address of the bank and any country-specific
information as appropriate.
baseline date
In project management a date that is included in the baseline plan of a
project. Used to compare with current planned dates to determine any
delays. In the Project System baseline dates are one of four date types
for events.
bill of exchange
Promise to pay in the form of an abstract payment paper detached from
the original legal transaction.
branch account
Account that is used to represent the head office/branch relationship of
a customer or vendor in the R/3 System. Purchase orders, deliveries
or invoices entered for branch accounts are posted to the head office
account. Each branch account must be linked to a head office account.
business area (FI)
Organizational unit of financial accounting that represents a separate area
of operations or responsibilities within an organization and to which
value changes recorded in Financial Accounting can be allocated. You
can create financial statements for business areas, and you can use these
statement for various internal reporting purposes.
cash journal
A double-entry compact journal managed in account form that records
the postings for cash transactions. By setting the cash balance at the
beginning of the day, the cash journal shows the cash balance at any time
by adding the cash receipts and deducting the cash expenses. The cash
journal also serves as a basis for entries in the general ledger and thereby
represents the Cash G/L account.
chart of accounts
A classification scheme consisting of a group of general ledger (G/L)
accounts. A chart of accounts provides a framework for the recording of
values, in order to ensure an orderly rendering of accounting data. The
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Glossary
G/L accounts they contain are used by one or more company codes. For
each G/L account, the chart of accounts contains the account number,
the account name and other, technical information. A chart of accounts
must be assigned to each company code. This chart of accounts is the
operative chart of accounts and is used in both financial accounting and
cost accounting. Other charts of accounts include: Country-specific charts
of accounts. These are structured in accordance with legal requirements
of the country in question, group chart of accounts This is structured in
accordance with requirements pertaining to Consolidation.
clearing
Procedure by which the open items belonging to one or more account
are indicated as cleared (paid). Open items can be cleared if the credit
amount used to clear the item equals the debit amount of the item to
be cleared. For example, an invoice of 45 dollars may be cleared by a
payment amount of 45 dollars.
client
In commercial, organizational and technical terms, a self-contained unit
in an R/3 System with separate master records and its own set of tables.
company code
The smallest organizational unit for which a complete self-contained set
of accounts can be drawn up for purposes of external reporting. This
includes recording all relevant transactions and generating all supporting
documents required for financial statements.
company code currency/local currency
This is the currency of the company code in which the document is
attached. R/3 will always store the company code currency.
CONS
A group chart of accounts
consolidation group
A user-defined group of multiple consolidation units for purposes of
consolidation and reporting.
consolidation unit
Smallest element of the corporate group structure that is used as the basis
for performing a complete consolidation.
controlling area
Organizational unit within a company, used to represent a closed system
for cost accounting purposes. A controlling area may include single
or multiple company codes that may use different currencies. These
company codes must use the same operative chart of accounts. All
internal allocations refer exclusively to objects in the same controlling
area.
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correspondence
The printed correspondence of a company. It includes: order
confirmations, dunning notices, and payment notification.
cost center
Organizational unit within a controlling area that represents a defined
location of cost incurrence. The definition can be based on: functional
requirements, allocation criteria, physical location, or responsibility for
costs.
cost element
A cost element classifies the organization’s valuated consumption of
production factors within a controlling area. A cost element corresponds
to a cost-relevant item in the chart of accounts.
cost of sales
The cost of goods manufactured for the products sold. The cost of goods
sold can be compared against the sales revenues. The cost of goods sold
does not contain costs for finished or semifinished products still in the
inventory. The cost of goods sold is usually calculated at the point of
goods issue. In contrast to the period accounting method, the posting is
made to an account Cost of goods sold and not to Change in stock. This
can be defined in Customizing for goods issues.
country chart of accounts
The chart of accounts provides an alternative account number structure
to meet localized reporting requirements. It is sometimes referred to as
the Alternative Chart of Accounts.
credit control area
Organizational unit that represents an area responsible for granting and
monitoring credit. This organizational unit is either a single company
code or, if credit control is performed across several company codes,
multiple company codes. Credit information can be made available per
customer within a credit control area.
cross company posting
Posting transaction involving several company codes. The system creates
a document for each company code involved. Cross company code
posting are used to process centralized purchasing or payments.
data monitor
The data monitor manages the transfer of individual financial statement
data into the Consolidation system. It has the following basic functions:
to display the import procedure of companies, to display the import
statuses of companies, and to perform data import for one company
or jointly for several companies.
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data transfer
Movement of reported financial data into the consolidation system, and
the transmission of consolidation data to other systems. A data transfer
method is specified for each company before data is imported into the
Consolidation system. For example, consolidation data can be transferred
to the SAP Executive Infomation System (EIS) or to other consolidation
systems during step consolidation.
depreciation area
An area showing the valuation of a fixed asset for a particular purpose
(for example, for individual financial statements, balance sheets for tax
purposes, management accounting values, and so on). Along with real
depreciation areas, it is possible to define derived depreciation areas.
The values for these derived areas are calculated from those of two or
more real areas.
division
An organizational unit based on responsibility for sales or profits from
saleable materials or services.
document change rules
Documents can be changed using the original document number based
on document change rules. They determine which fields and under what
circumstances fields can be changed.
document flow
Representation in the system of the sequence of documents for a
particular business transaction. A document flow could, for example,
consist of a quotation, a sales order, a delivery, and an invoice.
document principle
Principle according to which postings are always stored in document
form (no posting without document). The document remains as a
complete unit and can be displayed at any time until it is archived.
document type
Key that distinguishes the business transactions to be posted. The
document type determines where the document is stored as well as the
account types to be posted.
drilldown reporting
Tool for evaluating the data of an application according to its
characteristics and key figures. Drilldown reporting allows you to
generate simple data-driven lists (ad-hoc reports) as well as complex
formatted reports (using forms). Using hierarchies, variables, formulae,
cells and key figures, you can generate reports that satisfy all user
requests. Available functions include database navigation and interactive
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list processing (sorting, ranked lists, ABC analyses, exceptions etc.)
Drilldown reporting is also linked to SAP Graphics, SAP Mail and the
Excel List Viewer.
dunning
The process of notifying vendors to ensure the resubmission of vendor
declarations that are about to reach their expiration dates. If a vendor
declaration expires, it is no longer valid proof of a product’s origin.
dunning procedure
Pre-defined procedure specifying how customers or vendors are dunned.
For each procedure, the user defines dumber of dunning levels, dunning
frequency, amount limits, and texts for the dunning notices.
EnjoySAP
With the EnjoySAP initiative, SAP has developed a holistic approach
to designing user interfaces that are visual, interactive and personal.
The three key facets that simplify software are: the visual aestethics of
software that make its use obvious at first glance, the understanding of
how people interact with the software for high-speed usability, and the
personalization of software designed for each individual’s needs. These
new features and functions of SAP R/3 4.6 are accessible through Web
browsers or traditional client/server connections to ensure maximum
openness and flexibility.
ERS (Evaluated Receipt Settlement)
Evaluated Receipt Settlement (ERS): Procedure for automatic settlement
of goods receipts: Evaluated receipt settlement involves an agreement
between the vendor and the buying company that the former does not
issue invoices for purchasing transactions. Instead, the invoice document
is posted automatically in the buying company’s system based on data
from the PO and goods receipts. Using this procedure precludes invoice
variances (for example, the charging of too high a price by the vendor).
exchange rate tables
Exchange rate tables are user maintainable. They contain dates with
applicable translation rates for foreign currency transactions. The system
will default to the rates entered in this table if no rate is specifically
entered on a transaction.
exchange rate type
Key representing a type of exchange rate in the system. For example, you
can define a buying rate, bank selling rate, or average rate as a particular
exchange rate type. This is then used when translating or converting
currency amounts in the system.
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Glossary
FI-CO Reconciliation Program
The RKAKALFI report is used when a business has one or more
companies tied to the same controlling area and cross-company CO
allocations and cross-business area postings take place. This report
will then compare total postings in FI and CO per company and create
adjusting entries.
field status
The goal of R/3 is to ensure accurate and efficient data entry. The use of
field status functionality allows the appropriate combination of fields
to be presented at data entry time preventing errors of inclusion and
exclusion. Individual fields can be required, suppressed or optional,
depending on the user defined configuration of R/3.
financial calander
The Financial Calendar provides a quick, centralized overview of
Accounting Activities planned or already performed, where the user can
monitor and plan Financial Accounting tasks centrally as they arise.
financial management area
The financial management area is found in the treasury component of
R/3. It subdivides an enterprise into units that can carry out independent
cash budget management and independent funds management.
financial statement version
Hierarchical positioning of G/L accounts. This positioning can be based
on specific legal requirements for creating financial statements. It can
however be a self-defined order.
foreign currency valuation
Procedure for determining at a key date the value of the current assets
and liabilities posted in foreign currency. Assets and liabilities are
valuated using the unit account method of valuation which means that
the individual open items are valued. If this is not possible (because the
account is not managed on an open item basis) the balance of the account
is valuated instead.
functional area
Organizational unit in Accounting that classifies the expenses of an
organization by functions such as: administration, sales and distribution,
marketing, production, and R&D. Classification takes place to meet the
needs of cost-of-sales accounting.
G/L fast entry
In regular line item posting, each line item requires a new screen with the
possible fields available presented to the user. G/L fast entry uses line
item templates that have only the predefined fields available. This limited
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selection is usually 1 or 2 lines in length, therefore many line items fit
on the same screen, making multiple line item entry much quicker for
standardized entries.
general ledger
A ledger designed to present the values used in creating financial
statements. It records values at company code level.
general ledger account master record
Data record containing information that controls the entering of data to
a G/L account and the management of the account. This includes for
example the currency in which an account is managed.
General Ledger Information System
The general ledger information system, which is based on the R/3
System’s Executive Information System (EIS) functionality, is a
dialog-oriented information system that is capable of evaluating a
dataset according to all characteristics contained in the data description.
Both G/L account transaction figures as well as balance sheet and
P&L structures serve as the primary database for the general ledger
information system. Balance sheet key figure reports and financial
statement versions are available as report types.
glossary
Terminological dictionary containing the terminology of a specific subject
field or of related subject fields and based on terminology work.
goods issue
Term used in inventory management to describe a reduction in warehouse
stock due, for instance, to a withdrawal of stock or the delivery of goods
to a customer.
goods receipt
Term from the field of inventory management denoting a physical inward
movement of goods or materials. The SAP System differentiates between
the following kinds of goods receipt: goods receipt with reference to a
purchase order, goods receipt with reference to a production order, and
other goods receipts (without reference).
Goods Received/Invoice Received Reclass
This program, (RFWERE00), analyzes goods receipts and invoices
received clearing accounts and generates adjustment posting to classify
business transactions correctly for balance sheet presentation.
GR/IR account
This general ledger account that includes postings for goods received
but not yet invoiced, and also postings for goods invoiced but not yet
received.
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group company
A group company is the legal unit of consolidation to which company
codes are assigned.
GUI
Graphical User Interface(GUI): refers to the display of software on a screen
using graphics, symbols and icons rather than text alone. An example of a
GUI is Microsoft’s "windows" format. Within the EnjoySAP initiative SAP
has developed a holistic approach to designing user interfaces that are
visual, interactive and personal. This initiative includes a user friendly
GUI. Web browsers have now emerged as the standard GUI throughout
the Internet. Browsers are a key enabler of mySAP.com, and SAP will
make all SAP business functionality available in browser applications.
header
Row of text that appears at the top of each page of a report.
Holdback/Retainage
Holdback/ Retainage are payment terms which consist of proportional
installment payments. Each installment payment can carry its own
payment term definition.
house bank
A business partner that represents a bank via which you can process your
own internal transactions.
IDES
International Demonstration and Educations System; IDES contains
several sample companies that typify relevant business processes. It
has simple user guidance and varied master and transaction data, so
extensive scenarios can be enacted. IDES is the basis system for internal
and external training.
IMG (Implementation Guide)
Tool for configuring the SAP System to meet customer requirements. The
Implementation Guide (IMG) explains all the steps in the implementation
process, tells you the SAP standard (factory) Customizing settings and
describes the system configuration activities. The hierarchical structure of
the IMG is based on the application component hierarchy and lists all the
documentation which is relevant for implementing the SAP System. The
main component of the Implementation Guide is the IMG activities which
go to Customizing, where the relevant system settings are made. You can
also document projects in the IMG. The SAP Reference IMG contains
all IMG activities, sorted by application component and into General
settings and Enterprise structure. The Enterprise IMG is a subset of the
SAP Reference IMG containing only the IMG activities required for the
application component to be implemented. (Note: The Enterprise IMG
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no longer exists after R/3 Release 4.6A.) The Project IMG is a subset of
the Enterprise IMG (until Release 4.5B) or the SAP Reference IMG (from
Release 4.6A) containing the IMG activities required for the application
component to be implemented in a specified Customizing project. Project
views can be based on a Project IMG and specified attributes, for use in
Release Customizing (Delta Customizing or Upgrade Customizing).
input tax
Tax that is charged by the vendor. A claim for refund of the deductible
portion of input tax can be submitted to the tax authorities.
internal order
Instrument used to monitor costs and, in some instances, the revenues of
an organization. Internal orders can be used for the following purposes:
monitoring the costs of short-term jobs, monitoring the costs and revenues
of a specific service, and ongoing cost control. Internal orders are divided
into the following categories: overhead orders can be used for short-term
monitoring of the indirect costs arising from jobs. They can also be used
for continuous monitoring of subareas of indirect costs. Overhead orders
can collect plan and actual costs independently of organizational cost
center structures and business processes, enabling continous cost control
in the enterprise. Investment orders monitor investment costs that
can be capitalized and settled to fixed assets. Accrual orders monitor
period-based accrual between expenses posted in Financial Accounting
and accrual costs in Controlling. Orders with revenues monitor the costs
and revenues arising from activities for partners outside the organization,
or from activities not belonging to the core business of the organization.
invoice
Message to the buyer of goods or services that contains, among other
things, the following information: name of the goods or services, quantity
sent, and remuneration due.
invoice receipt
Term from Invoice Verification describing the receipt of an invoice issued
by a vendor (creditor). The R/3 system differentiates between the
following cases: invoice receipt referencing a purchase order, invoice
receipt referencing a goods receipt, and invoice receipt without reference.
invoice verification
Term for the entry and checking of incoming (vendor) invoices (also
known as invoice matching, invoice validation, and invoice clearance).
In invoice verification, vendor invoices are compared with the purchase
order and the goods receipt, and are checked in three ways: content,
price, and quantity.
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local currency
Currency of a company code (country currency) in which the local ledgers
are managed. Opposite: foreign currency.
lockbox
Procedure for rapid deposit of checks used mainly in the U.S.A. Checks
that are sent by the business partner to the bank or the lockbox provider
(service company that processes checks) are credited to the payee’s
account. The information entered is forward to the payee per file transfer.
lockbox processing
Payment transactions in the USA are largely made in the form of checks.
In order to process these payments quickly, banks offer lockbox services
where customers can send their payments directly to a lockbox at a bank.
The bank deposits the checks and sends check deposit information to
the payee via file transfer.
master record
Data record containing master data, that is, data which remains
unchanged over a reasonably long period of time. A vendor master
record contains the vendor’s name, address and bank details, for example.
A user master record in the SAP System includes the person’s system
authorizations, standard printer, start transactions, and so on.
net procedure
Procedure where cost or inventory postings are reduced automatically by
the expected cash discount when an invoice is posted. As a result, it is
possible to post exact acquisition values less the cash discount.
note item
Special item that does not affect the account balance. When you post a
noted item, a document is generated; the item can be displayed via a line
item display. Certain noted items are processed by the payment program
or dunning program. Example: down payment request.
number ranges
Range of numbers that you can assign to business objects - or their
sub-objects – of the same type. Examples of such objects are business
partners, G/L accounts, orders, posting documents and materials. Each
number range has one or more number range intervals and a number
assignment type. There are two types of number assignment: Internal:
When storing a data record, the R/3 System automatically assigns a
sequential number, which lies in the relevant number range interval.
External: In this case, the number is assigned by the user or by an external
system, both of whom must ensure that the number lies in the relevant
number range interval. Example: Domestic business partners: Number
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range 01, number range interval 100,000 – 199,999, internal assignment
and Foreign business partners: Number range 02, number range interval
200,000 – 299,999, external assignment.
one-time account
Account on which the transaction figures for a group of
customers/vendors with whom you only conduct business once or rarely
are recorded. One-time accounts require a special master record. Certain
customer/vendor data such as address and bank details, is not entered
in the master record but in the document itself.
open FI interface
The standard financial accounting functions are not always sufficient
to meet the specific demands of certain customers or industries. It is
not always practical to extend the standard system. At the same time
modifications to the standard system should be avoided or at least kept
to a minimum. The Open FI Interface enables enhancement of standard
functions without having to modify the standard system.
open item management
Stipulation that the items in an account must be used to clear other line
items in the same account. Items must balance out to zero before they can
be cleared. The account balance is therefore always equal to the sum of
the open items.
open item valuation
Stipulation that the items in an account must be used to clear other line
items in the same account. Items must balance out to zero before they can
be cleared. The account balance is therefore always equal to the sum of
the open items.
operating chart of accounts
Each company code in R/3 uses the G/L accounts from only one chart
of accounts for account validation at journal entry time. This is called
the operating chart.
operating concern
Represents a part of an organization for which the sales market is
structured in a uniform manner. By setting off the costs against the
revenues, you can calculate an operating profit for the individual
market segments, which are defined by a combination of classifying
characteristics (such as product group, customer group, country, or
distribution channel). The market segments are called profitability
segments. You can assign multiple controlling areas to one operating
concern.
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AC010
Glossary
organizational elements
A company’s enterprise structure is mapped to the SAP applications
using organizational elements.
outbound delivery
Process of picking goods, reducing the storage quantity and shipping the
goods. The outbound delivery process begins with goods picking and
ends when the goods are delivered to the recipient. In the SAP System,
this operation is represented by the outbound delivery document, which
is generated during the following activites: goods shipment based on a
sales order, stock transfer order, and goods return (to the vendor).
output tax
Tax levied on customers at all levels of production and trade. Output
tax represents a tax liability.
parallel currency
R/3 always stores the transaction currency and the local currency of a
transaction. It is possible to configure R/3 to capture 2 additional or
parallel currencies. The user can display the transaction in any of the
currencies being stored. Postings to exchange rate difference accounts are
made automatically.
parameter ID’s (PID’s)
Parameter ID’s are used to determine the default value for a field in the
user master record. The advantage of this procedure for the user is that
he or she no loner has to specifically enter a field value on the screen.
parked document
An incomplete document may be temporarily stored within R/3 and then
posted at a later date; this may be done by the same or a different user.
partial payment
Payment in partial settlement of an outstanding invoice amount.
payment program
Program for making the payments specified in payment requests. The
payment program generates documents, which are used by the programs
for generating payment media to create payment forms and lists result in
postings to the payment processing accounts in Financial Accounting.
payment terms
Payment terms are defined as 4 character alphanumeric keys. R/3 is
delivered with typical payment term keys; however, new payment terms
can be defined in configuration. Each term consists of up to 3 possible
combinations of due date and discount availability.
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Glossary
AC010
period accounting
Type of presentation that shows all the costs of a period. Whereas
cost-of-sales accounting includes only the costs incurred for the revenue
received (an increase in the finished goods inventory cannot be reported
as revenue), period accounting includes all the costs of the period
regardless of whether the corresponding revenue was earned in that
period.
personnel area
Organizational unit representing an area within an enterprise delimited
according to personnel administration, time management, and payroll
accounting criteria.
picking
The process of issuing and grouping certain partial quantities (materials)
from the warehouse on the basis of goods requirements from the Sales or
the Production department. Picking can take place using transfer orders
or picking lists. We distinguish between picking from fixed storage bins
and random picking.
plant
A plant can manufacture product, distribute product, or provide a service;
the central organizational unit of Production Planning.
posting key
Two-digit numeric key that determines the way line items are posted.
This key determines several factors including the: account type, type of
posting (debit or credit), and layout of entry screens.
posting period
Period within a fiscal year for which transaction figures are updated.
Every transaction that is posted is assigned to a particular posting period.
The transaction figures are then updated for this period.
posting period variant
Company codes are attached to a posting period variant. This variant
controls the opening and closing of fiscal periods within R/3.
primary cost
Primary elements are cost or revenue items in the chart of accounts with
corresponding general ledger (G/L) accounts in Financial Accounting.
When creating a primary cost element or revenue element, it must be
listed first as a G/L account in the Financial Chart of Accounts.
profit center
Organizational unit in Accounting that reflects a management-oriented
structure of the organization for the purpose of internal control.
Operating results for profit centers can be analyzed using either the
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AC010
Glossary
cost-of-sales approach or the period accounting approach. By analyzing
the fixed capital as well, you can expand your profit centers for use as
investment centers.
profitability segment
Object within Profitability Analysis to which costs and revenues are
assigned. A profitability segment corresponds to a market segment. You
can calculate the profitability of a profitability segment by comparing
its sales revenues against its costs. A profitability segment in an
operating concern is defined by a combination of characteristic values.
Characteristics can be concepts that already exist in the system (customer,
product, sales organization, and so on), or you can define your own
concepts (such as order size class). Example: Profitability segment
1: Product Prod-1132/ Customer 100267 and Profitability segment
2: Industry Chemicals/ Country USA/ Product group Laboratory
instruments.
purchasing organization
Organizational unit within Logistics, subdividing an enterprise according
to the requirements of Purchasing. A purchasing organization procures
materials and services, negotiates conditions of purchase with vendors,
and bears responsibility for such transactions. The form of procurement is
specified through the assignment of purchasing organizations to company
codes and plants. Possible forms are as follows: enterprise-wide: one
purchasing organization procures for all the company codes of a certain
client (that is, for all the individual companies of a certain corporate
group), company-specific: one purchasing organization procures for just
one company code, plant-specific: one purchasing organization procures
for one plant, and mixed forms are possible, which are replicated in the
system with the aid of reference purchasing organizations. A purchasing
organization may access and use the more favorable conditions and
centrally agreed contracts of the reference purchasing organization
assigned to it.
real-time
In a data query, this is a timely process without any noticeable time delay
between the callup and display of the data.
reconciliation account
G/L account, to which transactions in the subsidiary ledgers, (such as
in the customer, vendor or assets areas), are automatically updated. It is
generally the case that several subledger accounts post to a common
reconciliation account. This ensures that the developments in the
November 2001
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Glossary
AC010
subledger accounts are accurately reflected in the general ledger (i.e. in
line with balance sheet conventions). Example: A reconciliation account
for all overseas customers.
recurring entry
A periodically recurring posting made by the recurring entry program
on the basis of recurring entry original documents. The procedure is
comparable with a standing order by which banks are authorized to debit
rent payments, payment contributions or loan repayments.
recurring journal entries
Recurring Journal Entries are business transactions that are repeated
regularly. Therefore recurring reference documents can be created within
R/3 to speed periodic processing. These reference documents are then
selected and processed at periodic intervals. The actual update to the
G/L uses batch entry processing.
reference document
Document that is used as a reference to post an accounting document.
Accounting documents and sample documents can be used as reference
documents.
release notes
Display notes that describe functional changes between R/3 releases.
report painter
Tool for creating reports that meet specific business and reporting
requirements. The Report Painter allows the user to report on data from
various applications. It uses a graphical report structure which forms the
basis for the report definition. When defining the report, the user works
with a structure that corresponds to the final structure of the report when
the report data are output. The R/3 System is delivered with several row
and column models, which can be used as building blocks to help the
user create reports quickly and simply.
report tree
Hierarchical structure that can contain standard SAP reports and/or
user-defined reports. In an R/3 System, there can be any number of
report trees, and the nodes of each report tree can offer any number of
reports and pregenerated lists. SAP delivers a standard hierarchy of
report trees containing reports across a range of applications, but you can
modify the structure to create solutions that gives users access to just the
information they require. Some users may need to start many reports,
while others may only want to run one or two reports.
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November 2001
AC010
Glossary
report variant
Set of criteria that determine the content of a report. A report variant
lets you determine which rows, texts and columns the system displays
when you call up a report.
residual item
Item representing any difference that occurs when an open item is
cleared. The residual item is carried forward to the account the open
items of which gave rise to the residual item.
sales area
A sales area is a specific combination of sales organization, distribution
channel and division.
sales organization
Organizational unit within Logistics which structures the company
according to its sales requirements. A sales organization is responsible
for selling materials and services.
SAP
Europe’s biggest software company from Walldorf/Germany; market
leader in enterprise-software and important player in Internet
applications.
SAP Library
Enables user to select settings from help.
SAP SEM
SAP Strategic Enterprise Management is a suite of tools and processes
that managers and and executives can use to introduce enterprise-wide,
value-chain-orientated management practices. SAP SEM provides an
integrated, realtime overview of the performance of a company - over
and beyond its orgaizational structures. This enables managers to gauge and even increase - the value of their company.
SAPNet
SAPNet is the intranet portal of SAP that provides a role-based and
personal interface, and uses a Web browser as GUI . SAPNet is also
available to SAP partners and customers who have a role-based view
on SAPNet. Employees can personalize SAPNet to their individual
needs and can use SAPNet as personal inbox and central access point to
Employee Self Service and procurement.
SAPscript
R/3 text management and form printing tool. SAPscript consists of five
components: an editor for entering and editing text, styles and forms for
designing the print layout, a composer which is the central module for
output formatting, a programming interface for integrating SAPscript
November 2001
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Glossary
AC010
components in your own application programs and programming the
output via forms, and various database tables for storing texts, styles
and forms.
schedule manager
Uses extensive automation to enable, or simplify the definition,
scheduling, execution and control of periodically recurring tasks, such as,
period-end closing.
secondary cost element
Cost element that is used to allocate costs for internal activities. Secondary
cost elements do not correspond to any G/L account in Financial
Accounting. They are only used in Controlling and consequently cannot
be defined in FI as an account.
settings
Enables user to select settings from help.
special G/L indicator
Indicator that identifies a special G/L transaction. Special G/L
transactions include down payments and bills of exchange.
special period
Special posting period that divides up the last normal posting period for
closing operations.
special purpose ledger
Application used for customer-defined ledgers, which contain
information for reporting purposes. The customer-defined ledger can
be used as the general ledger or as a subledger and may contain the
account assignments desired. The account assigments can be either SAP
dimensions from various applications or customer-defined dimensions.
Example SAP dimension: account, business area, and profit center.
Customer defined dimension: region
standard heirarchy
Tree structure containing all the cost centers in a controlling area from the
Controlling (CO) standpoint. You assign a cost center to an end node of
the standard hierarchy in the master data maintenance of the cost center,
or in the enterprise organization. This ensures that the standard hierarchy
contains all the cost centers in that controlling area. When you define the
controlling area, you specify the name of the top node of the standard
hierarchy in that controlling area.
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November 2001
AC010
Glossary
statistical key figures
Statistical values describing: cost centers, orders, business processes, and
profit centers. There are two types of statistical key figures: fixed value
and total value. Fixed values are carried forward from the current posting
period to all subsequent periods. Totals values are posted in the current
posting period only.
status bar
The system uses one of the output fields of the status bar to display
messages issued by the primary window. Other fields in the status bar
provide information on the system status. The status bar extends along
the entire width of the lower edge of the primary window.
subledger accounting
Accounting at the subsidiary ledger level, such as customer, vendor, asset.
Subledgers give more details on the postings made to the reconciliation
accounts in the general ledger.
substitution
Process of replacing values as they are being entered into the SAP R/3
System. Entered values are checked against a user-defined Boolean
statement (prerequisite). If the statement is true, the system replaces
the specified values. Substitution occurs before data is written to the
database.
SWIFT code
Society for Worldwide Interbank Financial Telecommunication. Within
the context of international payment transactions, the SWIFT code
(standard throughout the world) enables banks to be identified without
the need to specify an address or bank number. SWIFT codes are used
mainly for automatic payment transactions.
tax code
Two-digit code that represents the specifications used for calculating
and displaying tax. Examples of the specifications defined under the tax
code are: tax rate, type of tax (input tax or output tax), and calculation
method ( % included or % separate).
transaction currency
Transaction currency is that in which a business transaction is processed
and booked. The business transaction can be posted in the transaction
currency as well as in the local currency. This usually occurs when the
trading partners use different local currencies.
transaction figures
Sum of all postings to an account, broken down by posting period and
debit and credit.
November 2001
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Glossary
AC010
transaction type
The object that classifies the business transaction (for example,
acquisition, retirement, transfer and so on), and determines how the
transaction is processed in the system. The transaction type is the basis for
the assignment of the business transaction to a column in the asset history
sheet. Every transaction type belongs to a specific transaction type group.
transfer order
Instruction to move materials from a source storage bin to a destination
storage bin within a warehouse complex at a specified point in time. A
transfer order consists of items that contain the quantity of the material
to be moved and specifies the source and destination storage bins. A
transfer order can be created based on a customer delivery, a transfer
requirement or a posting change notice. Source and destination storage
bins can be in different warehouses.
UNI
A ficticious currency used in SAP training courses.
validation
Process of checking values and combinations of values as they are entered
into the SAP System. Entered values are checked against a user-defined
Boolean statement (prerequisite). If the statement is true, the system
validates the data using a second Boolean statement (check). If the check
statement is true, the system posts the data. If the check statement is false,
the system issues a user-defined message. Depending on the message
type, the posting may be blocked. Validation occurs before the data is
posted so that only valid data is posted.
valuation
Balance sheet term: the calculation of the value of all fixed and current
assets and of all payables at a certain time and in line with the appropriate
legal requirements.
vendor master data
Collective term for all vendor master records. The vendor master contains
the data of all vendors that a company conducts business with.
vendor master record
Data record containing all the information necessary for any contact with
a certain vendor, in particular for carrying out business transactions. This
information includes, for example, address data and bank data.
worklist
When displaying account balances or line items, you can use worklists
to rapidly query a series of accounts at the same time. Worklists can
be defined for the following objects: BUKRS (company code), KUNNR
(customer), LIFNR (vendor) and SAKNR (G/L account).
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November 2001
Index
A
account assignment key, 360
account group, 48, 101, 187
company code segment,
48
number range, 101, 187
range of numbers, 48
account ID, 289
accounting transaction
cash journal, 300
accounts payable
closing, 158
year-end closing, 158
accounts payable closing
legal requirements, 158
technical and
organizational
requirements, 158
accounts receivable
closing, 264
accounts receivable closing
balance carry forward
program, 264
balance confirmation, 264
foreign currency
valuation, 264
process, 264
regrouping, 264
valuation program, 265
accruals, 327
recurring entry program,
328
application help, 9
AR Information System, 206
archiving
November 2001
balance audit trail
program, 330
asset
asset class, 358
asset explorer, 374
asset subnumber, 361
business area, 357
closing, 391
company code, 357
group assets, 361
transaction, 371
valuation methods, 359
asset class, 358
account assignment key,
360
asset closing, 391
asset history sheet, 391,
393
depreciation posting run,
391, 393
fiscal year change
program, 391
legal requirements, 391
technical and
organizational
requirements, 391
asset explorer, 374
asset history sheet, 391, 393
groupings, 393
asset posting
transaction type, 371
asset subnumber, 361
asset transaction, 371
assets under construction
(AUC), 373
© 2001 SAP AG. All rights reserved.
473
Index
AC010
expense management,
373
settlement rule, 373
automatic dunning, 201
procedure, 202
automatic payment program,
115–116
editing payment
proposal, 117
parameters, 116
payment run, 118
printing, 118
process, 116
proposal run, 116
B
balance audit trail program,
330
balance carry forward
program, 158, 264, 325
process, 158
balance confirmation, 159,
264
balance display, 76
bank
bank directory, 289
house bank, 289
bank directory, 289
automatic, 289
manual, 289
bank ledger accounting
session, 304
billing, 236
business area, 36
asset, 357
C
cash journal, 299
accounting transaction,
300
Enjoy transaction, 300
cash journal transaction
types, 301
474
© 2001 SAP AG. All rights reserved.
chart of accounts, 45
country-specific, 45
group, 52
operating chart of
accounts, 46
chart of accounts assignment
assignment, 46
check deposit list, 304
bank ledger accounting
session, 304
subledger accounting
session, 304
clearing posting, 329
client level, 100
company code, 33
asset, 357
credit control area, 249
general ledger, 34
plant, 145
company code segment, 186
company code specific
settings
company code-specific
settings, 47
company code-specific
settings, 100
complex posting, 71
general posting, 71
posting key, 74
process, 71
controlling (CO) object, 113
controlling area, 38
company code, 38
correspondence, 206
correspondence request, 206
automatic, 206
manual, 206
request program, 206
request table, 206
cost-of-sales accounting, 344
cost-of-sales accounting
ledger, 346
November 2001
AC010
Index
functional area, 345
cost-of-sales accounting
ledger, 346
credit, 74
Enjoy transaction, 74
credit control
credit control area, 249
process, 250
credit management master
record, 249
credit control area date,
250
general data, 250
overview, 250
credit memo, 111
customer account, 185
account group, 187
company code segment,
186
credit management
master record, 249
general data, 186
sales area-specific
settings, 235
D
debit, 74
Enjoy transaction, 74
deferrals, 327
recurring entry program,
328
depositing check
process, 303
depreciation area, 359
asset master data, 359
G/L account, 360
depreciation posting run,
391, 393
distribution chain, 232
division, 234
sales area, 234
distribution channel, 232
distribution chain, 232
November 2001
division
sales area, 234
document flow, 236
document header, 69, 111
document type, 74
document type, 74
dunning, 201
automatic, 201
dunning history, 201
dunning level, 201
dunning notice, 205
dunning program, 201
dunning run, 203
individual dunning
notice, 201
parameters, 203
procedure, 202
proposal, 204
dunning history, 201
dunning level, 201
dunning notice
printing, 205
dunning procedure, 202
dunning program, 201
dunning proposal, 204
dunning run, 203
E
Enjoy transaction, 74
cash journal, 300
credit, 74
credit memo, 198
debit, 74
foreign currency, 198
header and customer
data, 198
information area, 198
invoice, 198
line item, 198
work templates, 198
exchange rate, 160
expenses
accruals, 327
© 2001 SAP AG. All rights reserved.
475
Index
AC010
deferrals, 327
F
F1 help, 10
F4 help, 10
favorites, 4
feedback, 9
financial statement
creating, 331
financial statement version,
50
fiscal year change program,
391
fiscal year variant, 38
foreign currency valuation,
160, 264
exchange rate, 160
valuation method, 161
valuation posting, 160
functional area, 345
entries, 345
G
G/L account, 69
balance display, 76
cash journal, 299
closing, 325
cost element, 113
depreciation area, 360
line item, 111
valuation area, 360
G/L account closing
process, 325
general ledger, 34
chart of accounts, 45
petty cash journal
account, 299
general posting, 71
complex posting, 71
process, 71
glossary, 9
goods issue, 236
goods receipt, 147
476
© 2001 SAP AG. All rights reserved.
GR/IR account
clearing posting, 329
GR/IR clearing account, 329
group assets, 361
master data, 361
group chart of accounts, 52
H
help, 9
application help, 9
F1 help, 10
F4 help, 10
feedback, 9
glossary, 9
release notes, 9
SAP Library, 9
SAPNet, 9
settings, 9
house bank, 289
account ID, 289
house bank ID, 289
house bank ID, 289
HR master data
infotypes, 409
mini master record, 409
I
incoming check, 302
lockbox, 302, 305
incoming payment, 200
partial payment, 200
residual item, 200
individual dunning notice,
201
information area, 69
infotypes, 409
inventory
inventory list, 392
inventory list, 392
invoice receipt, 147
L
line item, 69
posting key, 74
November 2001
AC010
Index
navigation tree, 4
number range, 101, 187
external, 187
internal, 187
posting transactions
complex, 71
general, 71
process, 71
procurement transaction
three-step verification,
147
profit and loss statements
cost-of-sales accounting,
344
period accounting, 344
proposal run
process, 116
purchase order, 147
purchasing data, 146
purchasing organization, 145
O
R
lockbox, 302, 305
logon process, 3
M
menus, 3
role-based, 5
mini master record, 409
infotypes, 409
multiple session, 6
mySAP.com Workplace, 5
roles, 5
N
operating chart of accounts,
46
outbound delivery
document, 235
P
partial payment, 200
payables
regrouping, 161
payment run
process, 118
payment transaction, 114
automatic, 114
manual, 114
period accounting, 344
pick order, 235
picking, 235
pick order, 235
transfer order, 235
warehouse management,
235
plant, 145
company code, 145
posting key, 74
standard, 75
November 2001
R/3 System
help, 9
logon process, 3
menus, 3
multiple sessions, 6
navigation tree, 4
online help, 9
roles, 5
status bar, 7
receivables
regrouping, 161
reconciliation account, 49
recurring business
transactions, 113
recurring entry program,
113, 328
regrouping, 264
payables, 162
receivables, 162
release notes, 9
reporting
legal reporting
requirements, 332
residual item, 200
revenues
© 2001 SAP AG. All rights reserved.
477
Index
AC010
accruals, 327
deferrals, 327
roles, 5
mySAP.com Workplace, 5
S
sales
billing, 236
document flow, 236
goods issue, 236
outbound delivery
document, 235
picking, 235
process, 235
sales area, 234
sales order, 235
sales organization, 232
sales area, 234
sales area-specific settings,
235
sales order, 235
sales organization, 232
distribution chain, 232
distribution channel, 232
SAP Easy Access
favorites, 4
navigation tree, 4
SAP Library, 9
SAPNet, 9
feedback, 9
schedule manager, 326
task plan, 326
setttlement rule, 373
special purpose ledger, 346
standard posting key, 75
status bar, 7
subledger accounting
session, 304
subsidiary ledger
accounts payable, 49
accounts receivable, 49
asset, 49
reconciliation account, 49
478
© 2001 SAP AG. All rights reserved.
T
task plan, 326
tasks, 326
three-step verification, 147
goods receipt, 147
invoice receipt, 147
purchase order, 147
traffic light, 69
transaction figure, 50
business area, 50
credit, 50
debit, 50
transaction type, 371
transfer order, 235
travel expenses, 418–419
approval, 419
settlement, 419
travel management
mini master record, 409
travel manager, 418
vendor master record,
410
travel manager, 418
travel objects, 418
travel objects, 418
travel expenses, 418–419
travel plan, 418
travel request, 418
travel plan, 418
travel request, 418
V
valuation
process, 267
transfer, 267
value adjustment key,
266
valuation area
G/L account, 360
valuation method, 161
valuation posting, 160
valuation program, 265
valuation run, 265
November 2001
AC010
Index
valuation run, 265–266
manual, 266
value adjustment
valuation program, 265
value adjustment key,
266
vendor account, 100
account group, 101
balance carry forward
program, 158
balance confirmation, 159
client level, 100
company code-specific
settings, 100
November 2001
foreign currency
valuation, 160
information area, 111
line item, 111
purchasing data, 146
vendor invoice, 111
vendor line item, 111
vendor master record, 410
W
warehouse management, 235
work templates, 69, 111
© 2001 SAP AG. All rights reserved.
479
Index
480
AC010
© 2001 SAP AG. All rights reserved.
November 2001
Feedback
SAP AG has made every effort in the preparation of this course to ensure the
accuracy and completeness of the materials. If you have any corrections or
suggestions for improvement, please record them in the appropriate place in
the course evaluation.
November 2001
© 2001 SAP AG. All rights reserved.
481