Fil Fico Guide Libre 1

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Strictly for Internal Circulation for Flemingo International Limited

SAP FICO

USER GUIDE

Prepared By:

Jayachandran.KSMBA (Fin), SAP FI


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KS.JAYACHANDRAN – SAP FI

Contents

1. INTRODUCTION

1.1 Financial Accounts Overview………………………………………………………………………………………1

1.2 Structures in SAP Finance……………………………………………………………………………………………2

2. GENERAL LEDGER

2.1 Finance Organisational Structures & Master Data General Ledger Accounting…………..4

2.2 Accounting Transactions in General Ledger

2.2.1 Park Document…………………………………………………………………………………………… 6

2.2.2 Post parked Document………………………………………………………………………………… 7

2.2.3 Enter General Ledger Account Document…………………………………………………… 92.2.4 Change General Ledger Accounting Document……………………………………..…… 11

2.2.5 Display General Ledger Document………………………………………………………… ..… 12

2.2.6 General Ledger Document Reversal ………………………………………………………….. 14

2.2.7 Clear General Ledger Account………………………………………………………………..…… 16

2.2.8 Post with Clearing…………………………………………………………………………………… ..… 18

2.3 GL Period End Closing

2.3.1 Create Recurring Entry Document………………………………………………………………… 21

2.3.2 Change Recurring Document………………………………………………………………………… 23

2.3.3 Create Posting from Recurring Documents………………………………..………………… 25

2.3.4 Delete Recurring Document …………………………………………………………………………. 27

2.3.5 Enter Accrual / Deferral Document ……………………………………………………………. 29

2.3.6 Reversing Posting for Accruals / Deferred Documents…………………………………. 31

2.3.7 Foreign Currency Valuation …………………………………………………………………………. 33

2.4 General Ledger Reporting

2.4.1 Execute Financial Statements………………………………………………………………………. 37

2.4.2 Display G/L Balances…………………………………………………………………………………… .. 38

2.4.3 GL Account Line Item Display………………………………………………………..……………… 39

3. ACCOUNTS PAYABLE3.1 Accounting Transactions in AP

3.1.1 Vendor Invoice Parking…………………………………………………………………………………. 42

3.1.2 Change Parked document…………………………………………………………………………….. 44

3.1.3 Display Parked Document…………………………………………………………………………….. 45

3.1.4 Posting / Delete Parked Document ………………………………………………………………. 46

3.1.5 Vendor Invoice……………………………………………………………………………………………… 47

3.1.6 Park / Edit Credit Memo……………………………………………………………………………….. 49

3.1.7 Post Credit Memo…………………………………………………………………………………..……. 51

3.1.8 Post Outgoing payment………………………………………………………………………………… 53

3.1.9 Display Accounting document………………………………………………………………………. 56


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3.1.10 Clear Vendor Account…………………………………………………………………………………… 58

3.1.11 Reset Cleared items……………………………………………………………………………………… 60

3.1.12 Document Reversal ……………………………………………………………………………………… 62

3.2 Advance Payments in Accounts Payable3.2.1 Down Payment Request………………………………………………………………………………. 64

3.2.2 Post Vendor down payment…………………………………………………………………………. 65

3.2.3 Clear Vendor down payment………………………………………………………………………… 67

3.3 Automatic outgoing Payment process & Check voiding

3.3.1 Automatic payment Run Process………………………………………………………………….. 70

3.3.2 Voiding of Unused Checks……………………………………………………………………………. 75

3.3.3 Void Issued checks ……………………………………………………………………………………… 76

3.3.4 Cancel Check payment…………………………………………………………………………………. 77

3.3.5 Display the Check Register……………………………………………………………………………. 78

3.4 Correspondences & Foreign Currency Revaluation

3.4.1 Vendor Correspondence Request…………………………………………………………………. 80

3.4.2 Maintain Correspondence……………………………………………………………………………. 81

3.4.3 Foreign Currency Revaluation………………………………………………………………………. 82

3.5 Vendor Report

3.5.1 Display Vendor Balance………………………………………………………………………………… 85

3.5.2 Vendor Line Item Display……………………………………………………………………………… 87

3.5.3 Vendor payment History with IO Sorted List………………………………………………… 90

4. ACCOUNTS RECEIVABLE4.1 Accounting Transactions in Accounts Receivable

4.1.1 Park Customer Invoice………………………………………………………………………………….. 92

4.1.2 Post Customer Invoice………………………………………………………………………………….. 93

4.1.3 Post Customer Credit Memo………………………………………………………………………… 95

4.1.4 Change Parked Document……………………………………………………………………………. 96

4.1.5 Display Accounting Document……………………………………………………………………… 97

4.1.6 Post Incoming Payments……………………………………………………………………………… 99

4.1.7 Reset Cleared Items……………………………………………………………………………………… 101

4.1.8 Document Reversal ……………………………………………………………………………………… 103

4.1.9 Clear Customer Account………………………………………………………………………………. 104

4.2 Customer Account Reports

4.2.1 Customer Balance Display…………………………………………………………………………….. 107

4.2.2 Customer Account Analysis …………………………………………………………………………. 109

4.2.3 Display / Change Line Items …………………………………………………………………………. 110

5. BANK AND CASH TRANSACTIONS

5.1 Cash Journal (Petty Cash Transactions)

5.1.1 Recording a Cash Receipt……………………………………………………………………………… 113

5.1.2 Enter an Expense Transaction………………………………………………………………………

1155.1.3 Reverse Cash Journal……………………………………………………………………………………. 117


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6. ASSET MANAGEMENT

6.1 Overview of Acquire To Retire process……………………………………………………………………… 119

6.2 Asset Master Maintenance6.2.1 Creating Fixed Asset Master Data…………………………………………………………………. 121

6.2.2 Change Asset Master……………………………………………………………………………………. 122

6.2.3 Display Asset Master…………………………………………………………………………………….. 123

6.2.4 Lock Fixed Asset……………………………………………………………………………………………. 124

6.3 Asset Accounting – Business Transactions

6.3.1 Asset Acquisition………………………………………………………………………………………….. 125

6.3.2 View Asset Values………………………………………………………………………………………… 127


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KS.JAYACHANDRAN – SAP FI 1

1. INTRODUC TION

1.1 Financial Accounting Overview

The Financial Accounting (FI) application component fulfills all the international

requirements that must be met by the financial accounting department of an

organization. It provides the following features:

Management and representation of all accounting data

All business transactions are recorded according to the document principle,

which provides an unbroken audit trail from the financial statements to the

individual documents.

Open and integrated data flow

Data flow between Financial Accounting and the other components of the

SAP System is ensured by automatic updates.

Data is available in real time within Financial Accounting. Postings made in

the subledgers always generate a corresponding posting in the general

ledger.

Preparation of operational information to assist strategic decision-making within

the organization

Integration of Financial Accounting with other components

All accounting-relevant transactions made in Logistics (LO) or Human Resources (HR)

components are posted real-time to Financial Accounting by means of automatic

account determination. This data can also be passed on to Controlling (CO).

This ensures that logistical goods movements (such as goods receipts and goods

issues) are exactly reflected in the value-based updates in accounting.


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Integration within Financial Accounting

Every posting that is made in the subledgers generates a corresponding posting to

the assigned G/L accounts. This ensures that the subledgers are always reconciled

with the general ledger.

Features

The Financial Accounting application component comprises the following sub-

components:

General Ledger (FI-GL)

Accounts Payable (FI-AP)

Accounts Receivable (FI-AR)

Bank Accounting (FI-BL)

Asset Accounting (FI-AA)

Funds Management (FI-FM)

Travel Management (FI-TV) Special Purpose Ledger (FI-SL)

1.2 Structures in SAP Finance

Ledgers

New General Ledger Accounting, unlike Classical general ledgers, enable parallel

accounting to meet the requirements of several, varying accounting principle

requirements. For example in a globalized environment, an international business

may produce one Statement to suit IFRS, GAAP, etc. SAP has only one leading

ledger (that corresponds to the local accounting principle eg. IFRS) yet at the same

time may have Non-Leading Ledger to enable reporting to meet GAAP


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Chart of Accounts and Company code

Chart of Accounts is a variant that contains parameters for General Ledgers. These

are assigned to the Company Code before the Company Code can be used.


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2. GENERAL LEDGER

2.1 Finance Organizational Structures & Master Data General Ledger

Accounting

General ledger accounts are master data that is used in day to day transaction

processing in various modules of the SAP ERP system.

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 of a balance

sheet type account. The general ledger contains a record of all relevant

accounting transactions from a business point of view in the G/L accounts. In order

to keep a clear overview, the general ledger often only contains collective postings.

In such cases, the information posted is displayed in more detail in the subsidiary

ledgers, which provide their information to the general ledger in summarized form.

There are various methods of creating the general ledger master record but before

its creation there are requirements that need to be fulfilled first:

Master data must be maintained centrally to ensure data integrity


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2.2. Accounting Transactions in General Ledger

Transaction processing in General Ledger will relate to processing of General Ledger

journals and performing account enquiries in the General Ledger.

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:

Header data (here, the data for the document header is compiled) Line item

information (here, the line items for the document are entered)

Information area (here, the debit and credit totals are displayed) Apart from

the single screen general ledger accounting transactional processing SAP

also offer the general parking and posting methods and it is necessary to

have a good command of how it operates.

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, material) and determines the layout of the entry screen for

the line item.

With this information, the entry screen for the first line item is set up. You enter the

data for the first line item and access the next screen by entering the posting key

and account for the next line item.

In the next screen, you enter the information for the second line item and continue

to the next line item(s) as needed in the same manner.

Journals can also be processed in foreign currency in the general ledger.


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2.2.1 Park Document – FV50

Journals that have been parked need to be checked before they are posted

(approved) in the system. The system allows you to change parked document in the

event that it contains some errors.

Steps:

1. Access transaction by:

SAP Access Menu Accounting → Financial Accounting → General Ledger

→ Posting → Edit / Park GL document

Transaction code FV50

1. Update the following required and optional fields

Field Name Description

Doc. Date Date of the document

Currency Document currency

Posting Date Date of entry

Reference Document description

Document Header

Text

Journal Description

G/L acct GL Account Number

D/C Code identifying whether line item is a debit or a credit

Amount doc.curr. Amount to be posted for the line item

2. Click on the Enter button


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3. Click on Save as Completed button to record you

changes.

4. A message will appear on the status bar: Document xxxxxxx was parked

5. Click on the Back button to go back to SAP Easy Access screen.

2.2.2. Post Parked Document – FBV0

Posting is similar to signing a document and is a supervisory function therefore you

are also required to subject the parked journal to scrutiny before approving byposting.

After parking journals are checked, and if they are correct they will be posted.

Steps :


SAP Access

Menu

Accounting → Financial Accounting → General Ledger →

Documents → Parked Documents → Post/Deletet

Transaction code FBV0

Edit Parked G/L Account Document


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2. Update the following required and optional fields:


Company code Company code for which the parked document has

been created

Document Number The parked document number

Fiscal year The fiscal year in which the parked document

3. Click on the Enter button:

4. Click on Simulate button to simulate the posting

5. Click on the Back button

6. Click on the Post button

7. A message will appear informing you that a document number was posted in

company XXXX.

Note : you can post other journals from this screen without exiting to the post

document initial screen.


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8. Click on the button

9. Click on the arrow

10. Select the Parked document to be posted by double clicking on it.

11. Click on the Post button

12. A message will appear informing you that a document beginning with

number XXX was posted in Company code XXXX


14. Click on the Exit button or press Shift-F3 until the SAP Easy Access screen is

displayed

2.2.3. Enter General Ledger Account Document – FB50

The SAP System allows you to carry out postings direct into the General Ledger

accounts without going through the parking functionality please note that this

depends on the roles assigned to you.

Steps :

1. Access transaction by :

SAP Access Menu Accounting → Financial Accounting → General

Ledger → Posting → Enter GL Account Document

Transaction code FB50


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Doc. Date Date of the document



Document Header Text Journal Description

G/L acct GL Account Number

D/C Code identifying whether line item is a debit or a

credit

Amount doc.curr. Amount to be posted for the line item

3. You can simulate document before posting. To do so, click Simulate

button. Simulation enables the user to review the journal as if it

had been posted including any system generated postings. The system also

validates the posting data.

4. Click Back button

5. To Post the document, click Save button.

6. The system will generate a document number please take note of that

number.

7. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access

screen.


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2.2.4. Change General Ledger Accounting Document-FB02

Transaction fed in by other modules especially from logistics, lack certain

information.

You are required to add more information to the automatically created financial

documents, e.g. Text field, via document change. SAP system allows you to change

certain fields these are text, assignment, document header text and reference fields.

However, amount and account fields cannot be changed.

Steps :

1. Access transaction by :

SAP Access

Menu


Document → Change

Transaction

code

FB02

2. Enter the document number xx0000xxx

3. Enter the Company Code XXXX

4. Enter the Fiscal Year XXXX or leave field blank

5. Click on the Enter button to proceed.

6. Double click on the first line item to make changes.

7. You can change the contents of the following fields:


Assignment The Assignment number is an additional information reference

Text Additional document description


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8. Click on the Document header button or press F5

9. You can change the contents of the following fields:


Document header text Explanation or note that applies to the whole

document

Reference Explanation or note that applies to the document

10. Click on the Continue button or press Enter

11. Click on the Save button or press Ctrl+S

12. A message will appear on the status bar informing you of what has

happened to the document you changed.


Screen.

2.2.5. Display General Ledger Document – FB03

Journals can be displayed by authorized users at any time by using display GL

Journal transaction. Users can search for the specific journal using a number of

search criteria including document number, journal date, type, user and generally

any other information on the original journal.

This function aids users in executing general ledger document queries and users can

display single journal or journal lists.


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Display a journal document.

Steps:


SAP Access

Menu


Document → Display

Transaction

code

FB03

2. Enter the Document Number xx000000xx


4. Enter the Fiscal Year XXXX or leave field blank.

5. Click on the Enter button to proceed.

6. Click on the button to change you screen view.

Note : the system will show you more fields not shown under entry view

7. Click on the Document header button

8. Analyze it and Click on the Enter Continue / Confirm button to leave

the displayed document header sub screen.

9. Click on the Back button to the display document initial screen.

Use document search function : when you don’t know the document

number.


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10. Click on the button.


12. Enter the Fiscal Year XXXXX

13. Enter in the dd.mm.yyyy to dd.mm.yyyy posting date field.

14. Click in the check box

15. Click on the Execute button to proceed and a list of the documents

that you processed will be displayed

16. Double click on the Document number to view other details

17. To exit this transaction, click on the Exit button or press Shift-F3 until the

SAP Easy Access screen is displayed.

2.2.6. General Ledger Document Reversal – FB08

The General ledger journal you posted earlier was posted to the wrong accounts.

Reverse the journal and re park and post to the correct accounts. The reversal

document posts ‘opposite’ entries to the ledger.

The system offers various ways of reversing journals the “automatic reversal” process

or the manual reversal process. The manual process involves (credit memo) parking,

checking and posting with complete opposite posting keys to the original

document.


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Steps :


SAP Access Menu Accounting → Financial Accounting → General Ledger →

Document → Reverse → Individual Reversal


2. Update the required and optional fields by capturing the necessary data:


Company

code

Company code for which the parked document has been created

Document

Number

The parked document number

Fiscal year The fiscal year in which the parked document


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3. Click the Enter button to confirm the entries.

4. Click the button to have an overview of the documentyou about to reverse.

5. Click on the Back button

6. Click on the Save button or press Ctrl+S to post the reversal.

7. A message will appear on the status bar: Document XXXX was posted in

Company Code XXXX

8. Click on the Exit button or press Shift + F3 to return to the SAP Easy Access

screen.

2.2.7. Clear General Ledger Account – F-03

Some GL Accounts are managed as Open Item accounts. The system provided a

clearing function that allows assigning and ‘clearing’ of debits to credits based on

legitimate assignment reasons. Unmatched items therefore remain on the account

as OPEN and represent the balance of the account to be reconciled. The clearing

can be made at the time of the second posting, or alternatively later on after the

debit and credit have been posted to the account.

Note: For the general ledger account to be cleared OPEN item management must

be active. Refresh memory g/l master data creation

There are some postings in G/L (General Ledger) that have not been cleared. You

want to clear these posting.


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Steps :


SAP Access

Menu


Account → F-03 Clear

Transaction code F-03


Note :- This function differs from posting with a clearing transaction or posting with a

payment in the following ways: You do not need to enter a document header. You

can only clear open items from one general ledger account.


Account Code identifying the General Ledger account

Company

Code

Code identifying a separate legal entity

Currency Code identifying the type of currency used in a transaction or for all

transaction pertaining to a specific account

3. Click on the button or press Shift+F4. The system will display

open items that fulfill previously entered criteria:


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4. Choose and select the items you want to clear. Double click on each of the

items. The system will highlight these items in blue. When the value in the field

“Not assigned” is equal to “0”, you can clear open items. If the value is not

zero, the difference in the amount must be treated as partial or residual items.

5. Check your document before posting. Select Document → Simulate.

6. Click on Save button or press Ctrl + S

7. A message will appear on the status bar that document XXXX was posted in

company Code XXXX

8. Click on the Back button or press F3


screen

2.2.8. Post with Clearing – F-04

The SAP system allows you to post a transaction and at the same time clear the

account(s) that are involved.

Steps :


SAP Access

Menu


Posting → Post with Clearing



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2. Update the following required fields :


Doc.date Date of the document


Company Code Company Code


Document

Header Text

Payment of ……

3. Click on the Radio button


5. Enter amount xxxxxx in the amount field.

6. Enter appropriate profit Centre.


8. Enter General Ledger account xxxx in the account field



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10. All open items are selected by default. To deselect the items first click the

Select All button.

11. Then click Deactivate items button. All the open items are now

deactivated (they are no longer highlighted in blue)

12. Now you need to choose and select the items you want to clear. Double

click on the Gross field for each of those items to be cleared.

13. You will need to select one or more documents to balance this clearing Scroll

through the remaining documents and select this document.

Note : The system will highlight these items in blue. When the value of the field

not assigned is equal ‘0’ and you can clear open items. See scree below

14. To check your document before posting. Select Document → Simulate.

15. Click the Save button.

16. The message bar displays: “Document xxxxxxx was posted in company code

XXXX”


screen.

Post with Clearing Process open items


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2.3 GL Period End Closing

The closing of a period is performed in three sets of steps: pre-closing, managerial

closing and financial closing.

Pre-Close activities ensure that all necessary entries have been posted in the

General Ledger (G/L), including entries from feeder systems/sub ledgers and

accruals and recurring entries posted directly to the G/L. Pre-close activities

occur in both the old and new months.

Managerial Close activities involve the re-assignment of costs throughout the

entire organization, using the allocation and settlement functionality provided

within Controling (CO).

Financial Close activities include final adjustments to valuations and balances

prior to the final close and preparation of reports. Adjustments from the cost

flows recorded in the managerial closing activities are updated to FI throughthe reconciliation ledger posting.

2.3.1. Create Recurring Entry Document – FBD1

The recurring entry document function automates postings of transactions that

repeat every month (same amount, same account) such as payments for rent or

interest, legal fees, and property taxes,. It is not a ‘real’ accounting document and

therefore does not affect the account balance.

The system uses the recurring entry original document that you create as a

reference when you execute the recurring postings at period end. It will

automatically generate the accounting documents and postings.


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Steps :


SAP Access

Menu


Posting → Reference Documents → Recurring Document →

Create

Transaction

code

FBD1



Company Code Code identifying a separate legal entity

First run on Date from which the first recurring entry will be carried out

Last run on Date to which the final recurring entry is to be carried out.

Interval in

Months

Intervals, in months, between each run of the recurring entry

Document Type The document type classified accounting documents. It is noted

in the document header.

Reference The reference document number can contain the document

number of the customer/vendor. However it may contain a

different value

Document

Header text

The document header text contains explanations or notes which

apply to the document as a whole, that is, not only for certain line

items


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3. Call up fast entry screen by clicking on Fast Data Entry button.


PK DR/CR indicator

Account GL account

Amount Amount of Line item

PK DR/CR indicator

Account GL account

Amount Amount of Line item

4. Click the Post button.

Note : A message will appear on the status bar informing you that document

xx0000xx was stored in Company Code XXXX


screen.

2.3.2. Change Recurring Document – FBD2


repeat every month (same amount, same account) e.g. Accruals / Deferrals

postings. It is not a ‘real’ accounting document and therefore does not affect the

account balance.


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Steps :



Document → Reference Documents → Recurring

Document → CFDB2 - Change

Transaction code FBD2



Company

Code


Document

number

Recurring document number

Fiscal Year Description of the Fiscal year



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4. Double click on the one of the document line items.

5. Click on the Document Header button.

6. Make the modification in the document header field

7. Click the Save button. A message will appear on the status bar informing

you that document xxxx has been changed


screen.

2.3.3. Create Postings from Recurring Documents – F.14

Recurring Journals are reference documents that have been created. They contain

posting information that will be used by the recurring document posting program.

Steps :



Periodic Processing → Recurring Entries → Execute

Transaction code F.14


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Document number Enter a number of the document you want to change

Fiscal Year Number of the Fiscal year

Settlement Period Accounting dates for selection of due Recurring documents

3. Press Execute button the system will generate a message “Session

SAPF120” has been created.

4. Click on the menu – System→ Services → Batch Input → Sessions



Created by User ID who created Batch Session

Note : Processing Options

Process Foreground: the system will immediately generate the documents online.

You will have to confirm every entry screen generated. Only recommended if you

have a law volume of transactions and screens (see # of screens above) and you

wish to verify the same of the transaction details directly.

Display Errors only: the system will process the transactions without displaying them

online. However if there are any errors or problems (e.g. GL account does not exist)

the system will display this for corrective action.

Background: the system processes the transactions in background mode. This is

generally the normal action and a “low priority processing” option. The system will

process the data during times of ‘low’ system activity/priority. The system processes


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the job. Users have to check the job status and job log to verify that processing has

been completed and without errors.

6. If there are several batches under your user select the one you want to

process by clicking on it once.


8. Select the Radio button

9. Click on the button to commence processing.

10. Press Enter for each screen until you reach the final screen where the

system generates the message Batch input has been completed.

The system generates the transactions and screens based on the original

recurring document.

11. Click on the button to return to the SAP Easy Access screen.

2.3.4. Delete Recurring Document – F.56


repeat every month (same amount, same account) e.g. Accruals / Deferrals

postings. It is not a ‘real’ accounting document and therefore does not affect the

account balance.

A recurring document is no longer required. You will now delete the recurring

document. Note:- Before performing this, go to FBD2 (Change) give the recurring

entry document number that you want to delete then click view select Recurring

Entry Data and set the deletion indicator and save it.

Realize Recurring Entry : Header Data


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Steps :



Document → Reference Documents → Recurring Document

→ Delete





Document Number Recurring document number

Fiscal year Description of Fiscal Year

Test run This will display the documents but not delete them

3. Click on the Execute button

Note : The screen lists the Recurring Documents with deletion indicators selected will

be displayed.

4. Click the Back button

5. Deselect the Test Run indicator


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6. Click on the Execute button

7. A message will appear that this is a production run. Press enter to accept.

8. Click on the Execute button to check whether your deletion was

successful.


screen.

2.3.5 Enter Accrual/Deferral Document – FBS1

This function allows you to automatically post accruals and deferrals:

Accruals – an accrual is any expenditure before the closing key date, which

represents an expense for any period after this date.

Deferrals – Deferred income is any receipts before the closing key date that

represent revenue for any period after this date.

Accrual/deferral documents are created and have a ‘reversal date’. The accruals

can be reversed automatically.

Steps :



Periodic Processing → Closing → Valuate → Enter Accrual /

Deferral Doc

Transaction code FBS1


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Document date Date the transaction occurred

Type Document type code

Posting date Date that the business transaction occurred

Period Number identifying a fiscal month

Reversal reason Code of reversal reason

Reversal date Date on which the reverse posting is to be made. Normally

the 1st day of next month

Posting key In this field, the posting key which the next document line

item should be entered is specified

Account Code identifying the General Ledger, Vendor, or General

Ledger Account

3. Click on the Enter button to confirm your entries.



Amount Amount of the line item

Cost center Code identifying an organizational unit to which costs or

asses are assigned

Posting Key In this field, the posting key which the next document line


Account Code identifying the General Ledger, Vendor, or General

Ledger account

Enter Accrual/Deferral Doc. Correct G/L account item


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5. Click on the Enter button or press Enter to confirm your entries.

Field Name Description Values


Cost center Code identifying an organizational

unit to which costs or assets are

assigned

Example : Only required for

posting to P/L accounts

6. Select form the menu Document → Simulate

7. Click on the Save button or press Ctrl + S

8. A message will appear on the status bar: document XXXXXX was posted in

Company Code XXXX


screen.

2.3.6 Reversing Posting for Accruals / Deferred Documents – F.81

This function allows you to reverse previously posted accrual / deferral. The system

posts a reversal by entering an identical amount to the opposite side of the

account, thereby offsetting the original amount.

Enter Accrual/Deferral Doc. Display Overview


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Steps :


SAP Access Menu Accounting → Financial Accounting → Periodic

Processing → Closing → Valuate → EF.81 → Accrual /

Deferral Document




Company code Enter required company code

Document number Number of the SAP Accrual document

3. Click in the check box.

4. Click Execute button. The system will display a list of documents that are

to be reversed.


6. Deselect check box

Reverse Posting of Selection Documents : Log Test run


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7. Click Execute button

8. A list will be displayed showing the original documents together with their

reversal documents.

Note : a message will appear on the status bar: “ All documents were

reversed”.


screen.

2.3.7. Foreign Currency Valuation – FAGL_FC_VAL

You carry out the foreign currency valuation before you can create the financial

statements.

The valuation includes the following accounts and items:

Foreign currency balance sheet accounts, that is, G/L accounts that you run in

foreign currency (the balances of the G/L accounts in foreign currency are

valuated) Open items (customers, vendors, G/L accounts) posted in foreign

currency (the line items are valuated)

Reverse Posting of Selection Documents : Log Test run


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Steps :


SAP Access Menu Accounting → Financial Accounting → Accounts Payable →

Periodic Processing → Closing → Valuate → Foreign

Currency Valuation of open items New)

Transaction code FAGL_FC_VAL



Company code Company code

Evaluation Key Date Key date for the foreign currency valuation

Valuation method A unique key for determining a foreign currency

valuation method. This key can be valid for cross-

chart of accounts.

Create Posting Check the checkbox to select

Batch input session Name Code identifying the batch session that is Created


Posting period Fiscal month when the transaction posts to the

General Ledger

Reversal posting date Date when you want to post a reverse. Normally the

1st day of next month

Reverse posting period Posting period for reversal


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3. Click on the tab

4. Select by clicking in the check box.

5. Select by clicking in the check box, if so required.

You can select only particular General Ledger / General Ledger accounts to be

valuated. If you leave the selection fields empty (like in our example), all the

accounts will be selected for valuation.

6. Click on the Execute button to perform valuation.

Note: The system does not create the postings immediately but creates a batch

input session instead.


8. To post the valuation, you need to process the Batch Input Session that

you’ve just created. You can open another SAP session. From the main menu

choose System → Services→ Batch input → Sessions

9.

Select the session you want to process. (Select the row that contains your

Batch input session, , e.g FAGL_FC_VAL


11. Click in the Radio button

12. Click on the button to begin the posting of documents

13. Once the session is processed, you need to check the results. To analys your

batch input session, follow the menu path:14. From the main menu choose System → Services → Batch input → Sessions

15. Select the row that contains your Batch Input Session FAGL_FC_VAL

16. The analysis button the system will display the details regarding the

session that was processed



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18. As a result of valuation some accounting documents were posted. To display

them record one document number and use the transaction FB03

(Document Display):



Document number Number of the document

Company code Enter here company code number

Fiscal year Fiscal year number.

20. Click on the Enter button or press Enter to confirm your entries

21. In order to display your document in local currency, click on the

button



screen


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2.4. General Ledger ReportingA general ledger is kept in order to provide the information needed to create a

balance sheet and a profit and loss statement.

2.4.1. Execute Financial Statements

Steps :


SAP Access

Menu


Information systems → General Ledger Reports (New) →

General → Actual Comparisons → Financial Statement

Transaction code S_ALR_87012284 / F.01

2. Enter 8888 in the chart of accounts field.

3. Enter one or range XXXXXX to XXXXXX in the company code field.

4. Select the currency (blank for default)

5. Select the financial statement version field.

6. Enter XXXX in the Reporting year field.

7. Enter 1 to 12 in the Reporting period fields.


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8. Enter XXXXX in the Comparison year field

9. Enter 1 to 12 in the Comparison year fields.

10. Click Execute button


screen.

2.4.2. Display G/L Balances – FAGLB03

The SAP system offers a functionality which enables you to have a quick view of the

General Ledger accounts balances; you have been tasked analyse and report on

the balances in one of the accounts under your department

Steps :



Account → Display Balances (new)

Transaction code FAGLB03

2. Enter xxxxxxxx to xxxxxxxx in account number fields

3. Enter XXXX in Company code field

4. Enter YYYY in Fiscal year field.

5. Click Execute button.


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7. A pop up screen will be displayed within the main screen and will contain a

listing of the General ledger accounts. To view balances in a single G/L

account double Click the G/L account number within the below screen.

8. A listing of General Ledger line items will be displayed.

9. Click button to change layout of the displayed items.

10. Select Column content you want to remove or add.

11. Click on the hide selected fields button or Click on the show selected

fields button


13. Your report will be adjusted to incorporate the changes you have made


screen.

2.4.3. GL Account Line Item Display – FBL3N

FBL 3N enables users to gather and display information on GL Account Line items.

Users can view information on all items, or narrow the transaction to include open or

cleared ones only. Further, screen option allows you to establish vairnats to use

regularly and select specific criteria for this display.

Steps :



Account → Display / Change Line items

Transaction code FBL3N


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2. Enter xxxxxxxx to xxxxxxxx in account number fields

3. Enter XXXX in Company code field

4. Select the Line Item Selection Radio Button

5. Select the check box for Normal / Noted / Parked items

6. The Dynamic Selection Criteria allows you to narrow the parameters of

the selection even further.


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7. Click Execute button.

8. Double click on individual document number to see additional details .

9. Click button to change layout of the displayed items.


screen.


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3. ACCOUNTS PAYABLE

Accounts Payable records all accounting transactions for dealings with suppliers.

Much of its data is obtained from procurement (Materials Management)

3.1 Accounting Transactions in AP

3.1.1 Vendor Invoice Parking

Using this standard accounting function, you can enter invoice in the system without

posting the Accounts Payable sub ledger. The PARKED Invoice is subsequently

checked, approved and posted to Accounts Payable. You can also park an

incomplete document.

Steps :


SAP Access

Menu

Accounting → Financial Accounting → Accounts Payable →

Document Entry → Document Parking → Park Document



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2. Update the required and optional fields :


Document Date Date of Invoice

Company code Company code is an organizational unit within financial

accounting

Posting Date Date for posting to Ledger

Currency Invoice Currency

Reference Vendor Invoice Number

Doc Header Text The document header text contains explanations or notes

which apply to the document as a whole, that is, not only

for certain line items.

Posting Key In this field, the posting key with which the next document

line item should be entered is specified

Vendor Vendor Code

3. Click on the Enter button to confirm the entries.

4. Enter value in the amount field for the first item.

5. Enter Text that describes the transaction in the text field.

6. Enter Posting Key 40 in the PstgKey field.

7. Enter General Ledger Account xxxxxxx being charged/debited in the

account field.


9. Enter a * (star) in the Amount field for the Second item then press enter to

adopt the amount from the first line item.

10. Select Tax Code in the Tax code field

11. Enter Cost Center in cost center field.

12. +(plus) in the text field then press Enter to adopt the text from the first line

item.


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13. Click on the Document overview button

14. Click on the Save button or press Ctrl+S to park the Invoice.

15. The System will display a message at the status bar: Document Number : xxx

as parked in Company Code XXXX.


screen.

3.1.2. Change Parked document.

* Parked Vendor’s invoices need to be verified before they are posted; therefore

errors can be corrected before being posted. A document had been parked but

did not contain adequate text and also that there were no reference details

entered on the document.

* You are required to correct the document before posting.

Steps :


SAP Access

Menu


Document Entry → Document Parking → Park / Edit Invoice Transaction

code

FBV2



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accounting

Fiscal Year The fiscal year in which the parked document


4. Enter Reference in the Reference field (in the Edit Parked Document Screen)

5. Change data in the text field

6. Click on the Save button to record you changes.

7. A message will appear on the status bar; a preliminary posted document

XXXXXX has been changed

8. Click on the Exit button or press Shift+F3 until the SAP Easy Access screen is

displayed.

3.1.3. Display parked Document

A parked document is subject to a verification process before it can be posted, the

SAP system allows for the display of such documents so that this process can be

fulfilled.

Steps :


SAP Access

Menu


Document Entry → Document Parking → Park / Edit Invoice

Transaction

code

FBV3


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accounting

Document

Number

The parked document number


3. Click on the Enter button.

4. Click on the each tab button to display

data.

5. To exit this transaction, click on the Exit button or press Shift+F3 until the

SAP Easy Access screen is displayed

3.1.4 Posting / Delete Parked Document (FB60) / (F-43)

A vendors’ Invoice was parked twice for the same service however it was picked

before it was posted. In the SAP system a parked document can be deleted but

once a document is posted it can not be deleted. It will only be regularized by

entering a reversal document.

You can choose to post the parked document in this environment or choose to

delete it.

Delete the parked document


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Steps :


SAP Access Menu Accounting → Financial Accounting → Accounts Payable →

Document → Parked Document → Post/Delete

Transaction code FBV0

2. You can choose from the menu Document → Select parked document




accounting

Document Number The parked document number


4. Click on the Enter button.

5. Select from menu Document → Delete parked document

6. A message will appear on the status bar: Parked document xxxxxxx deleted..

7. To exit this transaction, click on the Exit button or press Shift+F3 until the


3.1.5 Vendor Invoice

This transaction allows you to enter vendor invoices. It creates postings in Accounts

Payable Sub Ledger and updates also the relevant GL Accounts (e.g. reconciliation

account). You can use this transaction to post the invoices that do not pass through

Purchasing Department, Instances of when a vendor invoice will be posted by AP

will be payments for electricity bills, telephone charges etc.


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Steps :


SAP Access Menu Accounting → Financial Accounting → Accounts

Payable → Document Entry → Invoice


2. Click on the button and Enter company code



Vendor Code identifying the vendor account

Invoice date Invoice date

Reference Additional document description

Amount Invoice Amount

Text Description of line item

G/L Account The account being charged or debited

D/C Code identifying whether line item is a debit or credit

Amount in doc Curr Amount to be posted for the line item


Cost Center Cost Center

4. Click on the tab.

5. Enter new Payment terms

6. Enter Payment method

7. Click on the button to replicate an overview of a document before

posting.

8. Click on the Save button or press Ctrl+S to post the Invoice.


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9. The system will display the number of the document generated by this

Invoice.

Document Number : xxxxxxx was posted in Company Code

10. Click on the Exit button or press Shift+F3 to return to the SAP Easy

Access Screen.

3.1.6 Park / Edit Credit Memo – F-66

Using the standard accounting function, you can enter a credit memo in the system

without posting the Accounts Payable sub ledger. The Parked credit memo is

subsequently checked, approved and posted to Accounts Payable.

Credit memos have the effect have reducing our liabilities under the vendor’s

accounts. Vendors normally issues credit notes when we return purchased goods or

if we had overpaid them.

Steps :


SAP Access

Menu


Document Entry → Document Parking → Credit Memo parking

Transaction

code

F-66


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Document Date Date of Invoice


accounting


Currency Invoice Currency


Doc Header Text The document header text contains explanations or notes which

apply to the document as a whole, that is, not only for certain

line items.

Posting Key In this field, the posting key with which the next document line


Vendor Vendor Code


4. Enter value in the amount field.

5. Enter Text that describes the transaction in the text field.

6. Enter Posting key 50 in the PstgKey field

7. Enter General Ledger Account xxxxx being charged / debited in the account

field.


9. Enter * a start in the Amount field.

10. Enter Cost Center in cost center field.


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11. Click on the Document overview button.

12. Click on the Save button or press Ctrl+S to park the invoice

13. The system will display the number of the document generated by this

Invoice.

Document Number xxxxxxx was parked in the Company Code xxxx


screen.

3.1.7 Post Credit Memo – FB65

The vendor invoiced for an excess amount and vendor issued a credit memo to

correct this mistake. So here we need to post the received vendor credit memo.

Steps :


SAP Access

Menu


Document Entry → Credit Memo


2. Click on the button and Enter Company code xxxx in the

field.


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3. On the main screen Update the following required and optional fields :


Vendor Code identifying the vendor account

Document date Credit note date

Posting Date Date that the business transaction occurred


Amount Amount to be posted to

Calculate Tax Indicator whether tax is to be calculated

Tax Code Represent the tax chargeable

G/L Account The Account being charged or debited

D/C Code identifying whether line item is a debit or credit

Amount doc.

Curr.

Document currency. By default system proposes the Company

code currency, but a user can change it.


Cost Center Cost Center


5. Click on the Tab



Inv. Ref (Invoice) Enter the Document Number which refers to a original

invoice. Entering the original invoice will copy the invoice

details from the original invoice. Imp Note: This will facilitate

in clearing the vendor account at a later point in time.

Inv. Ref (Fiscal Year) The fiscal year the invoice was created in


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8. A message will appear on the status bar that Data was copied.

9. Click on the button to replicate an overview of a document

before posting.

10. Click on the Save button or press Ctrl+S to post the invoice

11. The System will display the number of the document generated by this

Invoice.

Document Number : xxxxx was posted in Company Code


screen.

3.1.8 : Post Outgoing Payment F-53

This functionality is used to process outgoing vendor payment but can only process

single vendor accounts at any time.

A request has been made for the processing of an urgent payment which cannot

wait for the normal payment run process. Invoices have been parked checked and

approved (posted) process the payment

Steps :


SAP Access

Menu


Document Entry → Other → Outgoing Payment → Post

Transaction

code

F-53


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2. Update the following required and optional fields :


Document date Date of the invoice

Company Code The company code is an organizational unit within financial

accounting.



Doc Header Text The document header text contains explanations or notes which

apply to the document as a whole, that is, not only for certain

line items.

Clearing Text This text is copied into all clearing entries which are created

within the current processing

3. Update the following fields under bank data box


Amount Amount to be paid in total

Value Date The value date is used in bank account and bank sub-accounts. This

is a date at which the payments will be honored by the bank

4. Update the following required and optional fields under

box.


Account Vendor Account to be cleared

Account

Type

The account type determines whether the general ledger or one of

the sub ledger issued


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6. All open items are selected by default. To deselect the items first click the

Select All button.

7. Then click on Deactivate Items button. All the open items are now

deactivated (they are no longer highlighted in blue).

8. Now you need to choose and select the items youwant to clear. Double

click on the Gross Group field for each of those items to be cleared.

9. You will need to select one or more documents to balance this clearing.

Scroll through the remaining documents and select this document.

Note : The system will highlight these items in blue. When the value of the field not

assigned is equal 0 and you can clear open items. See Screen below

10. You can check your document before postings. Select Document → Simulate.

11. To post your entries, click the Save button.

12. The message bar displays : “Document XXXX was posted in company code “


Screen.


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3.1.9 Display Accounting Document – FB03

Documents entered in the system can be viewed as and when they are required.

You are required to display a Vendors’ document. This function will you allow to

quickly address queries pertaining to individual invoices / documents.

Steps :


SAP Access Menu Accounting → Financial Accounting → Accounts Payable

→ Document → Display


2. If you know the required document number, enter it in the field “document

number” . If you don’t , click Button to search for documents.

3. The system will display a screen where you can enter your search criteria:



Company Code The company code is an organizational unit within financial

accounting

Fiscal Year Fiscal year number

Document Type Code identifying the method that the system uses to process the

transaction



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5. Click Execute button to start searching

6. The system will display a list of documents that fulfill your criteria

7. To display your document, simply double click on it. The system will display a

take you to document overview:

Or from the initial screen display Vendor Document

8. Enter the Document number you have on hand.

9. Enter the Company code XXXX

10. Enter the Fiscal Year XXXXXX or leave field blank,.

11. Click on the Enter button to proceed

12. Click on the button to change you screen view

Note : the system will show you more fields not shown under entry and you

can be able to and a change your document from this document display

screen.

13. Click on the menu Document → Display → Change

14. Click on the Document Header button if you want to change header

details

15. Identify fields that can be changed and change header text

16. Analys it and Click on the Enter continue / Confirm button to leave the

displayed document header sub screen

17. To store your changes in the document, click Save button

18. To exit this transaction, click on the Exit button or press Shift-F3 until the



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3.1.10 Clear Vendor Account F-44

The function allows you to clear open items on Vendor account. You have to

identify open items that can be matched in terms of debits and credits.

Steps :


SAP Access

Menu


Account → Clear




Account Code identifying the Vendor account

Clearing date Date when you want the transaction to be cleared. It is used

later in a header of a clearing document

Company code Number of the company code that the vendor belogs to

Currency Currency code

Note : you can clear also the transactions posted in different currencies. The

system will automatically calculate and post exchange rate differences.


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3. Click the Enter button. The system will display open items that fulfill

previously entered criteria :

4. All open items are selected by default . To deselect the items first click the

Select all button.

5. Then click Deactivate items button. All the open items are nowdeactivated (they are no longer highlighted in blue).

6. Now you need to choose and select the items you want to clear. Double

click on the Gross field for each of those items to be cleared.

7. You will need to select one more document to balance this clearing. Scroll

through the remaining documents and select this document.

Note : The system will highlight these items in blue. When the value of the field not

assigned is equal 0 and you can clear open items. See screen below

8. You can check your document before postings. Select Document → Simulate

9. To post your entries, click the Save button. No “real” posting took place,

but the system stored a clearing document.

10. The message bar displays: “Document xxxxxx was posted in company code

xxxx”


screen.


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3.1.11. Reset Cleared Items – FBRA

A Posting with clearing had been made to a wrong Vendor account due to

similarities in name therefore the outgoing payment document has to be reversed to

enable the correct transaction to take place.

Note : An Accounting Document that contains line items have cleared been cannot

be reversed it requires that the cleared items be reset first.

Display the clearing document and its line items, and then reset the cleareddocument.

Steps :


SAP Access

Menu


Document → Reset Cleared Items

Transaction code FBRA



Clearing

document

Number of the document to be reset

Company

code


Fiscal Year Fiscal year number


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3. Click the Accounts button. The system will display all the accounts

involved in clearing operation:

4. Click the Continue button to continue

5. Click the Items button to display documents cleared by the clearing

operation

6. Click on the Save button or press Ctrl+S to post the resetting

7. A screen reversal of clearing document will be displayed with 2(two) options

to select from.

- Only Resetting will remove the clearing from the document that was

cleared and changes the documents’ status from cleared item to open

item

- The clearing document also changes status to an open item and this has

effect on the overall Vendor Account

- Resetting and reversing will reset the cleared line items and also reverses

the clearing document.

8. Click on Only Resetting button

Note : Only resetting will remove the clearing document from the cleared

document and restore it to its pre-clearing state i.e. open item stage. The

clearing document will also be found under the open items of the Vendor

Account and must be removed from this environment by the reversal process.

A message will appear on the status bar clearing document xxxxxxxxx reset.

9. Click on the Exit button or press Shift+F3


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Note : if you choose the later button the system will reset and reverse the clearing

document in one transaction. For you to carry out a transaction where you are

going to select on resetting and reversing you have to start with a new document.Otherwise the above resetting transaction is complete.

If you choose to Click on Resetting and Reversing button you will proceed as follows

10. Enter 01 in the Reversal Reason field.

11. A message clearing reset will appear

12. Click the continue button

13. A message will appear that document XXXXX was posted in Company code

XXXX


screen

3.1.12. Document Reversal (Individual Reversal) document – FB08

Sometimes posted document contains incorrect information. This function allows

you to reverse an incorrect document. A document to be reversed cannot include

already cleared items. If you want to reverse document that was already cleared,

you need to reset all cleared items before posting a reversal.

This is also a function that allows mass document reversal (Transaction code), unlike

resetting clearing documents which only allow resetting one clearing document at a

time.

Steps :


SAP Access Menu Accounting → Financial Accounting → Accounts Receivable

→ Document → Reverse → Individual Reversal



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Document no The document that is to be reversed

Reversal Reason The reason the document will be reversed

3. Click the Display document before reversal button or

press F5

4. Click the Back button or F3

5. Click on the Save button or press Ctrl + S

6. The system will post a reversal document and a message will appear on thestatus bar “Document xxxxxx was posted in Company Code xxxx”


screen


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3.2 Advance Payments in Accounts Payable

3.2.1 Down Payment Request F-47

Down payment request function does not create posting but only stores information

in the systems that can be used later to post a “normal” down payment manually or

using the automatic payment program.

Steps :


SAP Access Menu Accounting → Financial Accounting → Accounts

Receivable → Document → Entry → Down Payment →

Request





Type Document type

Company code Code identifying a separate legal entity


Currency / date Code identifying the currency used in the transaction

Reference Doc. Description

Account Code identifying the vendor account

Trg. Sp. G/L ind. Special GL transaction code. You determine the special

G/L indicator for a down payment request in this field with

which the corresponding down payment is to be posted

later


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3. Click the New item button to enter Down Payment line item.




Calculate Tax The system calculates the taxes automatically

Due on Date when the down payment is due

5. Click the Enter button to confirm your entries

6. Click the Overview button to display a document before posting

7. Click the Save button to post the down payment request

8. A message will appear on the status bar informing you that “Document XXXX

was posted in company code XXXXX”

9. Click on the Exit button or press Shift+F3 to return to the SAP Easy Access screen

3.2.2. Post Vendor down payment F-48

A down payment is an advance payment for a service or goods and down

payment is a function that allows you to post the document to an alternative GL

account instead of “normal” vendor’s reconciliation account.

Steps :


SAP Access

Menu


Document Entry → Down Payment → F-48 down payment

Transaction

code

F-48


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2. Update the required and optional fields



Type Document type

Company code Code identifying a separate legal entity


Currency / date Code identifying the currency used in the transaction

Reference Doc. Description

Account Code identifying the vendor account

Special G/L ind Enter the required special GL transaction code

Account Bank account number


3. You can use an existing down payment request to post the down payment.

Click the Request button.

4. Select the Down payment request number, by selecting the row containing

the document number like XXXXX by clicking anywhere on that row.

5. Click on the button. The system will display a

document overview

6. Click on the Save button to post the down payment

7. The message bar displays “Document XXXX was posted in company code

XXXX”

Post Vendor Down Payment Display Overview


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Note : Before proceeding to clear down payment you are required to post

vendor invoice (FB60) so that invoice and down payment can clear. In case if

the invoice amount is more than down payment then rest of the balance will bepaid through normal payment and the clearing will automatically take place for

the balance


screen.

3.2.3 Clear Vendor down payment F-54

This function allows you to post a clearing document manually. You can use it e.g.

to clear a down payment (posted with special GL transaction) with another vendor

document (e.g. vendor invoice)

Steps :


SAP Access

Menu


Document Entry → Do

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