A number range can be assigned to several account groups. To support the filing of original documents, the documents have to be divided into several categories. Some extra data may even be required for special postings.
Business Area Cost Center Text The document remains as a complete unit in the system until it is archived. If you wish to summarize FI documents, follow the instructions in note and see the reference to other notes. Each document receives a unique document number. When goods are received from a vendor, a material document is created to keep track of details important to inventory tracking.
An example of this would be a purchase order. This journal contains information for the document headers and line items and displays them in table form. Document types are defined at the client level and are therefore valid for all company codes. The standard system is delivered with document types which can be used, changed, or copied. Always store the original documents under the number of the data processing document. In external number assignment, the system transfers the billing document number to the FI document as long as this number has not already been assigned.
The numbers may be alphanumeric. The document number range has to be defined for the year in which it is used. It does not restart at the lower limit. This helps to avoid reaching the upper limit of a range.
You have the option of copying the interval from other document number ranges of one company code to a different company code, as well as copying an interval from one fiscal year to a different one.
Field Status? Posted with which posting key? Po de stin g sta pend ke tus en y- t fi e ld? Posted with which Posted on Account posting key? Po de stin t- g sta pend ke o un ent tus en y- c d s t fi Ac pen tatu e ld de ld s Priority fie? For example, when posting expenses, a cost center and tax information is usually required.
However, when posting cash, this same information is not necessary. These different displays during document processing are controlled by field status. For customer and vendor processing, you customize the field status on the posting key as necessary. The priority is shown above. With the field status, you can only decide if it shall be a required or an optional entry field. This combination causes an error. G GR02 Allocation: Opt. G Allocation: Opt. General Accts.
Revenue Accts. Material Accts. Text: Optional … GR05 Account number :. Will text be required, suppressed or optional for document entry when using these GL accounts?
Will cost center be required, suppressed or optional for document entry when using these GL accounts? No posting can be made until this is complete. It is recommended to copy the standard delivered field status groups and modify as necessary. If you change them or define new posting keys, all tables containing a reference to these keys must also be maintained. Therefore, there are a lot of posting keys for sub ledger postings.
Therefore, only two posting keys 40 and 50 are needed for general ledger postings. At the end of a period it is usually closed and the next period is opened. A period is opened by entering a range into the posting period variant which encompasses this period. It is possible to have as many periods open as desired. Therefore, two period ranges can be entered in the posting period table. The closing and opening of periods is then done at the same time for all assigned company codes, thus making period maintenance easier.
This is the first check. By entering certain reconciliation accounts behind sub ledger account types, these sub ledger accounts can be treated differently than accounts which have a different reconciliation account. Then, only users belonging to this authorization group have the permission to post into the first period range.
It makes sense to use the first range for the special periods and authorize only the accountants involved in closing to post into the special periods. KR Period The determined posting period is entered in the document and the transaction figures for this posting period are updated.
Group Company Code Currency Upper limits for posting procedures Amount per document Amount per open item account item Cash discount per line item Permitted payment differences Every user can be explicitly assigned to a tolerance group.
This is the default tolerance group. Greaca Posting date The new entry transactions display the most important input fields on one screen. This information includes the invoice and posting dates, text, and so on.
For the entry of incoming invoices and credit memos, you can define a document type per transaction. This document type then appears as the general default value. You can change the default document type at any time, as long as the document type field is an entry field.
If you do not define a default document type, the system provides standard document types as the default, such as KR for vendor invoices. Less often used fields are on the tab pages that are not displayed. When selecting enter, the business partner master data is also displayed such as the account name, address and bank details.
Additional information about the business partner, such as open line items, can be displayed by selecting the open items icon. The user can navigate in the tree structure on the left hand side of the screen.
Amt Tax Code The account names are displayed after the entry is made and confirmed. You can also copy line items. From this transactions, you cannot return to the initial screen. This item can be used internally or externally. These texts are included in the line item if the related key is entered in the text field during document entry. To support the filing of the original documents, the documents have to be divided into several categories. The internal auditors require that all authorized expense documents be identifiable by a unique document type and are within an exclusive number range.
The authorization reference number from the accounting executive must be entered into the document header. If the document number ranges do not exist, copy them from company code or your country specific company code. Assign the document number range - to this document type with internal numbering.
The reference field on the document header should be a required entry in every document. Different financial business transactions need different data in documents. Some data even may be required for special postings. For example: The client requires that each line item entry to the authorized expense account has a detailed line description in order to justify the expense. Posting keys are defined at client level. Create a new field status group, FS , Authorized Expenses. The accounting department requires that at the end of a posting period that the sub-ledgers are closed; however, the general ledger accounts stay open in order to have time to reconcile the FI and CO ledgers for the last period.
Assign this posting period variant to your company code. You must create a new tolerance group, SUPV, for the accounting supervisor according to the data in the aforementioned business scenario. You are to post some basic FI documents. Post this transaction. The other account is the account which you assigned to your bank account. Note the document number on your data sheet.
Select the Worklist Off pushbutton to have the journal entry fill the entire screen. Post a vendor invoice of units course currency to the vendor account you created earlier. Enter the authorization number A as given to you by the chief accountant. Use the document type and enter a description Conference in the required line item field. Post an additional invoice for units course currency to the Entertainment Expense account, AE01 , following the same criteria as in the previous exercise.
Post the revenue side of the transaction to the account which is supplied by your instructor. The account types allowed for postings. The same document types are valid for every company code since they are defined at the client level. The system only restarts numbering at the beginning of a new year if the document range is defined per year.
You can use one number range for multiple document types. If they are not, copy the number ranges from company code Checklist You have just created a new document number range and document type. You have assigned a number range to your document type. Select G Edit o Copy as Do not back out of this screen at this time. Change field status in field status group: Drill down on "FS.
Checklist You have created a new field status group and assigned it to your Entertainment Expense account. Define the periods in your variant. A different option PP Verify that the data is correct referencing the data above. This is an example of the variant principle. The posting period variant that contains the open periods has to be maintained manually. As many periods as desired can be open; however, only two period ranges can be open at the same time.
The authorization group applies to the first period range. This can also be a range of normal posting periods. Green arrow back to the overview screen. Create tolerance group "SUPV. Edit o Copy As.. Drill down on a line item to view or change line item details. Select Post to save your document. You then displayed the line items to review your postings.
During transaction processing, these values will default into the fields thus saving time, reducing keystrokes and improving accuracy. Users also have the option to set a default printer for themselves. However, the entry date cannot be changed.
A vendor invoice will have the document type KR; the credit entry will be posted using posting key A customer invoice will have the document type DR; the debit entry will be posted using the posting key In company codes that mainly used fiscal year-dependant document number assignment, is is useful to obtain a fiscal year default value — No only do you obtain the document number of the last document processed, you also obtain the related fiscal year as a default. You can also have the system provide the CPU date as the default value for the key date.
In this way, incorrect entries can be recognized and corrected in time. Company code Fiscal year Fields that can Doc. Date Posting date Period Currency However, based on different rules, only certain fields can be changed.
These rules are either system imposed or customized. Company code: If the field is blank, the rule applies to every company code. In this report, you can use the selection options to display information such as the company code, document numbers, fiscal year, change data and user name of the person who made the change.
The conditions define the invoice payment due date and the cash discount offered for early settlement of the invoice. When posting the SD-invoice, payment terms are copied to the FI-invoice which is created automatically. If a vendor invoice is created in MM, payment terms from the purchasing segment are defaulted.
Data was copied Document invoice Line item number Fiscal year of invoice Cred. In this case, the payment terms are copied from the invoice so that the invoice and the credit memo are due on the same date. Other credit memos: Payment terms in other credit memos are not valid and are due at the document date.
Die account type determines the subsidiary ledger in which the payment term can be used. These block keys can also be entered in payment terms.
Like payment blocks, payment methods can be entered in the payment terms. If you are using SD, pay special attention to note as well as note The number of days that the percentage is valid for is also entered on the same line. Additional fixed days or months can be added on as well. In the case of payment terms that depend on whether the base date of the payment terms is prior to the 15th, a two- part payment term can be entered under the same payment term key.
The payment term key is updated to include the entry of the day limit entered. In this manner, two entries exist in which different payment terms can be entered. You must decide per company code or per jurisdiction code how the system determines the cash discount base amount. It can be changed even after the invoice is posted. The same amount is also posted to a cash discount clearing account to clear the document.
SAP provides a generic interface software to support this. Canada, India, Brazil taxes are even levied on both levels. Output tax is calculated using the net price of products and is charged to customers. Input tax is calculated using the net invoice amount and is charged by vendors. Both taxes only apply to goods which are consumed by the customer. Goods that are used in production or for resale to a third party remain untaxed.
If a taxable good is sold, either sales or use tax is levied. Therefore, every good is only taxed once. Sales tax is collected by a vendor on a sale and remitted to the jurisdiction of the customer. If customers are exempt from taxation, you can specify this in their master records by entering the appropriate indicator. If a taxable good is sold either sales or use tax is levied. The customer only has to pay use tax if he was not already charged sales tax by the vendor.
Use tax is self assessed by the customer and remitted to the jurisdiction where the goods are consumed. Up to four tax levels below federal level are possible: state level, country level, city code, or sub-city code. This activity also automatically switches over tax processing for this tax procedure to the tax jurisdiction code method. The jurisdiction codes need to be defined on every level, e.
Depending on whether or not the country uses a taxation procedure with jurisdictional taxation: the tax code is linked to a country code.
You can choose in configuration if the document date or the posting date shall be valid for the tax calculation. Tax rates are assigned to the tax types which are included in the tax procedure. A tax code may have several tax rates entered for different tax types if a line item shall be taxed with several tax types , but usually only one tax rate is entered.
This may be the case for: items which are tax-exempt but have to be reported to the tax authorities. A special tax code must be assigned to these transactions. The check indicator should not be set for input tax codes because the user must post the tax from the invoice regardless of its correctness. This is the standard scenario. This is the case for sales tax payables or may be used for other non- deductible input taxes.
However, it is possible to specify per company code that the exchange rate for tax items can also be entered manually or is determined by the posting or the document date. The resulting differences are posted to a special account. The properties of the tax code contain the information if the tax posted is an input or an output tax. This is especially necessary for tax postings within a jurisdiction code tax procedure to foreign customers who do not have a jurisdiction code.
In the same report, the acquisition tax can be claimed as input tax. So, in fact, the company does not have to pay any taxes for the acquisition and the acquisition tax is just a tool to report the EU acquisitions to the tax authorities. This sales list also contains the receivers of the goods.
To identify the receivers every company is assigned a VAT registration number. This number must be specified on every invoice between EU companies. Because of technical reasons, it is necessary to assign a tax account to the tax code although no tax is posted. This cannot be done by posting only one document because a document is always assigned to exactly one company code.
Instead, the system will post a separate document in each company code involved. Document no. You enter a part of the expense and post the invoice to the vendor account in company code When entering the invoice, you have to post the other part of the expenses in company code The clearing postings and the tax posting are generated automatically.
Therefore, this functionality may only be used if the transaction itself is not tax-relevant or if the company codes form a taxable entity. Therefore, to ensure that the tax is posted to the same company code as the invoice, the invoice position should always be entered first.
Therefore, the tax must be distributed from the first company code to the other company codes according to their expense amount. In this case, you only must assign clearing accounts to every combination of the clearing company code to the other company codes, i. It is stored in the document header of all of the documents created for a complete audit trail. As a result, the document created will contain incorrect information. In order to provide an audit of the correction, the user must first reverse the document in error, and then capture the document correctly.
The reason code also controls if the reversal date is allowed to be different from the original posting date. The document must first be reset. The standard reversal posting causes an additional increase in the transaction figures.
This time the posted amount is not added to the transaction figures but it is subtracted from the transaction figure of the other side of the account. This sets the transaction figures back to as they were before the incorrect posting took place. The following requirements have to be fulfilled to perform negative postings: The company code must allow negative postings. The item is removed from the wrong account by a negative posting resetting the transaction figures and posted to the correct account by a normal posting.
This can only be done with a document type that allows negative postings. These automatic postings can be configured. The users do not wish to duplicate data capture and therefore require the system to provide data defaults. Activate the function that proposes the value date when processing a document. The financial accountant has expressed concern that this percentage is too high. Internal auditors have requested that you prevent the allocation field from been changed subsequent to the creation of a transaction.
After this, demonstrate that the allocation field cannot be changed. Cash discounts are supposed to be posted automatically by the system. The company has negotiated new terms of payment with a vendor. Course based on software release. The course works with activated new General Ledger Accounting.
Can't find a suitable date? Booking for people? Alerting is not available for unauthorized users. Assigned Tags. Similar Blog Posts. Related Questions. You must be Logged on to comment or reply to a post. Karnika Vidyasagar. Great Blog!! Like 1 Share. However, this is only possible if a default value has been entered for the cost element type, since the system assume that no cost element needs to be created if no default value exists.
This group account number is used for reporting across company codes which use different charts of accounts. Several company codes can share the same chart of accounts variant principle.
If company codes intend to use cross company code controlling, they must use the same chart of accounts. In the example above, company codes and can do cross company code controlling,but company codes and cannot.
Information per account is bundled into what is called the chart of account-segment. If the chart of accounts has not been translated into the appropriate logon language, the account name appears in the maintenance language. This is how the name remains the same and is consistent across company codes. Whenever you enter information for a company code for an account number, the information from the Chart of Account segment is accessed automatically, so you do not have to enter it again.
You can define: y The number of tab pages y The title of the tab pages y The field groups desired and their position on the tab pages The layouts can be selected for central processing, processing in the chart of accounts area, and for processing in the company code area. The standard system includes layouts with the naming convention starting with SAP; you can copy them, change them as needed, and then assign them to your chart of accounts or account groups.
This information controls entry of accounting documents and management of accounting data. It could be, for example, a foreign currency account in the currency of a country in which the company code shown does not have any business partners, although a different company code might.
Cash Flow Altern. Sort Key Int. For example, one company code may collect tax when using expense accounts and would flag the tax category field, whereas another company code may not.
Because the number and name of the account is maintained at the chart of account level, the account will have the same name and number in all assigned company codes. The account to which the balance is carried forward is assigned to a key e. Usually one account group bundles accounts with the same tasks within the general ledger, e.
For example, for all of your cash accounts, you want to be able to view all of the detailed line items. Their status cannot be changed. Account Cash unt Acco p Grou up- o d t gr fiel oun ent c nd Ac pe s de atu st? Once the master record is created and you do not want sensitive fields changed, on the master record change transaction in customizing, you specify that a certain field is not changeable.
For example, you want the currency of your cash account to be GBP and you do not want it to be changed, customize the master record change transaction to have the field be display only.
Accts Rec. In this way, the general ledger is always up-to-date. X, item 1 Further Doc. A, item 3 Further Doc. Z, item 4 fields Doc. C, item 7 fields The balance is the difference between the debit and the credit transaction figure. When a user wants to look at this account on-line, they will only be able to view the balance. Because this data is also stored in the documents, it is redundant and needs additional storage and system time. When a user wants to look at this account on-line, they will be able to view both the balance and the individual line item details.
X, item 1 further Doc. Y, item 9 important Doc. Open and cleared items can be displayed separately, and therefore it is easy to see which business transactions still need to be cleared.
X, item 1, local c. Y, item 9 local c. Z, item 4 local c. In the line item, the amount is transferred into the local currency. Transferred curr. Then no difference postings caused by exchange rate differences have to be made.
Chart of Accounts Segment, 2. This allows for creating the GL account only in the chart of accounts or in multiple company codes. Repeat step 2 of the two step method, create in the company code segment, to create the GL account in additional company codes as needed. The financial statement version can also be copied.
Enter the new values in the header New to replace the existing values. You should thus verify your changes before saving. However, some company codes may have to use special charts of accounts because of legal requirements.
If this is the case for internal reporting, then: y a group chart of accounts can be used. This chart has to contain all of the group accounts. Different accounts of one operational chart of accounts can point to the same group account.
While every company code uses the same operational chart of accounts, the company codes which require a different chart of accounts for external reporting can: y have a country chart of accounts assigned y have the country chart of account number alternative number entered in every company code segment.
Every country account number can only be used once. The European company codes all use chart of accounts INT as their operating chart of accounts. This data can be accessed throughout the whole organization. Any company code who wishes to do business with a specific customer or vendor has to create a company code segment for him. The sales area segment contains sales area specific data.
The purchasing organization segment contains purchasing organization specific data. Note: There may be other sales areas doing business with the customer as well. This ensures that the account number for a customer is the same for all company codes and sales areas. Note: There may be other purchasing organizations doing business with the vendor as well. This ensures that the account number for a vendor is the same for all company codes and purchasing organizations.
Cen e tral Gen. They can be maintained centrally for all areas or separately for Financial Accounting and Sales and Distribution. Code- Segment Segment Gen. In this case, there is the risk of creating incomplete or duplicate master records. Company Code Customer Paym. Group New to 4. This group key can be used for running reports, transaction processing or for matchcodes.
The accounting clerk's name is then printed on correspondence and his ID is used to sort dunning and payment proposal lists. Copied data should be checked and changed, if necessary, before saving the record. It is a good idea to create a template account for every account group.
However, when using partner functions in sales and distribution, in some cases the account group can be changed from, for example, an ordering address to a ship-to address. The range of possible account numbers is divided into smaller number ranges. Number ranges are not allowed to overlap. With external number assignment, the numbers are entered manually by the user creating the master record. External numbers can be alphanumeric. Numbers don't have to be assigned in sequence; therefore, a current number cannot be displayed.
Communication Communication Language Language Telephone Therefore, the customer-specific fields should be suppressed. Communication Language Telephone Authorization Salesperson group Price determ. Master Data Account Create unt Acco Change Gro u p Display dependent Tr Account - de ans de d group- status st pe ac c o l at nd tio us e n field ny t fie nt - pa den f ie m n ld Co epe us d tat s Priority? This way all accounts of one account group will have the same screen layout.
Fields which are not used in one company code can be suppressed while they are entry fields in others. Account Account Company code Sales organization Distr. Central Sales office The block is removed when a second person with authorization checks the change and confirms or rejects it.
A Vend. B Customer Cust. A and and Autom. Clrg with vend. X Clrg with cust. X Cust. Open items of the assigned account can also be displayed on the line item display and the open item selection screen.
A Vend B. Client Client level Alt. Payer Cust. Y level Alt. Payee Vend. M or or Autom. Z Alt. A To address or Vend. The input into the company code segment has higher priority than at the client level. A Client Vend.
B level Accounting Inform. Head Office Cust. X Head Office Vend. Y Cust. A Cust. X Vend. Y Vend. Usually, it is the head office which is dunned and has to pay or has to be paid. Each land is uniquely identified by its country and bank key. Bank master data includes address information and control data such as the SWIFT code, postal account data and bank group for bank optimization. It should be updated regularly. You merely have to enter the country and the bank key; the system then establishes the name and address of the bank.
The accounts can be identified by an account-ID, which is unique per house bank. Both accounts have to have the same account currency. The accounting department requires additional general ledger accounts to handle authorized travel expenses and disbursements. An authorized travel expense is an expense over 10, units local currency approved by the accounting executive.
The expense account numbers must fall within the range of AE to AE The disbursement account numbers must fall within the range CD to CD Use the description "Chart. It can only be printed prior to copying. Do you still want to copy? Select Yes! Afterwards, assign company code GR to your chart of accounts C.
Your instructor will provide you with the company code to copy from. Perform a test run first, then a productive run. Select Enter if you receive a message stating that you are making a production run. For the general ledger accounts mentioned in the business scenario the accounting department needs two special account groups, one for the expenses and one for the disbursements.
Copy within your chart of accounts the account group "ERG. Use a reference account when creating the account. The course instructor will provide you with the number. Use the new account group G for the new accounts. Then, display the chart of accounts for your company code. Do this by copying the account group KUNA and configuring D according to the requirement in the business scenario. Assign the number range 02 to the account group. Do this by copying the account group KRED and configuring K according to the requirement in the business scenario.
Assign the number range XX to the account group. Complete the following fields with the data below: Search term: GR You just remembered that it is not possible to enter a second term.
Why is this? Group key: AC Reconciliation account: Trade Payables Cash Management group Planning group : A1 Payment terms: Upon further review of your master records, you find that one of the requirements was not fulfilled: both search terms could not be entered in the vendor master record.
Investigate the transaction dependent field status for creating vendor master records. Hint: drill down on the text icon next to the IMG Activity.
The first search term is a sensitive field and the accounting supervisor must validate any changes to this field. A new bank, "Piggy Bank", is founded and the enterprise decides to choose it as its house bank. They open an account at new bank with the account number Therefore, enter the new bank manually. The bank key will be given to you by your instructor. To continue and actually perform the copy, follow this menu path.
Choose Enter if you receive the warning that the company codes have different chart of accounts. Do not forget to deactivate the "Test run" indicator in the program control prior to the update run. Choose Enter if you you receive a warning that you are executing an update run.
Review the list of accounts that are about to be copied. Select the green arrow to return to the main copy menu. Remove the flag from the Test Run checkbox and Execute the program again to actually copy the general ledger accounts. This report shows you master record details of every general ledger account. The system sorts from 01 to ZZ, i. Select the green arrow to return to the selection screen. Now the report will give you the account number and title. You will learn more about running reports in a later unit.
The reconciliation accounts are real-time, up-to-date. It is only possible to display the line items if the account is managed with active line item display. Cross-company code controlling is possible if the same operating chart of accounts is used for each company code. Drill down on Payment transactions. Be Creative! Account Select the drop down box and select Trade Receivables - domestic Select the Payment transactions tab. Drill down on Address. Select Save. Why is this the case? The answer is found in exercise !
The second search term does not show up on the screen in the Search Terms section. The screen has a blank space where the second search term field should be.
Verify the following data. If this is not the entry, make the correction. Verify the same information for the Vendor Change transaction. Select the down arrow and drill down on Search Term A. Defining sensitive fields is not company code specific. Consequently, this field may have already been set up by your instructor or another participant.
Drill down several times on the field name to see detailed information about the change. Select the green arrow to the main screen. You have just.. A number range can be assigned to several account groups. To support the filing of original documents, the documents have to be divided into several categories. Some extra data may even be required for special postings. The document remains as a complete unit in the system until it is archived.
When posting documents via the AC interface for example from SD, MM, or other applications , FI line items are created, which are identical in almost every field. If you wish to summarize FI documents, follow the instructions in note and see the reference to other notes.
Each document receives a unique document number. When goods are received from a vendor, a material document is created to keep track of details important to inventory tracking. An example of this would be a purchase order. This journal contains information for the document headers and line items and displays them in table form.
Document types are defined at the client level and are therefore valid for all company codes. The standard system is delivered with document types which can be used, changed, or copied. Always store the original documents under the number of the data processing document.
If the original document has an external number: y enter the external number of the original document into the reference number field in the header of the data processing document, and y record the data processing document number in the original document. In external number assignment, the system transfers the billing document number to the FI document as long as this number has not already been assigned. The numbers may be alphanumeric. It does not restart at the lower limit.
This helps to avoid reaching the upper limit of a range. You have the option of copying the interval from other document number ranges of one company code to a different company code, as well as copying an interval from one fiscal year to a different one. Field Status? This information is required in analyzing payment history and creating payment notices.
Posted with which posting key? Po de stin g sta pend key tus en - t fi eld? Posted with which Posted on Account posting key? Po de stin t- g sta pend key o un ent tus en - c d s t fi Ac pen tatu eld de ld s Priority?
For example, when posting expenses, a cost center and tax information is usually required. However, when posting cash, this same information is not necessary. These different displays during document processing are controlled by field status.
For customer and vendor processing, you customize the field status on the posting key as necessary. The priority is shown above.
It is switched on by enabling business area balance sheets for the company code. With the field status, you can only decide if it shall be a required or an optional entry field.
This combination causes an error. G GR02 Allocation: Opt. G Allocation: Opt. General Accts. Revenue Accts.
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