Instructor Led Training Presentation Sample - TSV

General Ledger
Accounting
Welcome All
Welcome and thank you for coming to the SAP ECC General
Ledger Accounting course.
There are three levels of coursework:
1) Overview & Navigation
2) Process Overview Training
3) Role-based Training
This is a Level 3 course. It is intended to give you a frame
of reference and the practical skills for the activities you
will be involved in when SAP is in place. We realize your
time is valuable and we have kept that in mind when
creating this course.
Again, we thank you for your time and cooperation.
Success is only possible with your involvement.
General Ledger Accounting
Content
Course Content
Course Objectives
Prerequisites and Roles
Course Content
Unit 1 Overview
Unit 2 General Ledger Journal Entries
Unit 3 General Ledger Reporting
Course Objectives
Describe the organizational structures and objects of
General Ledger Accounting in SAP ECC
Execute standard and other journal-entry
transactions
Display general ledger documents and report general
ledger data
Prerequisites and Roles

Prerequisites
General Accounting Knowledge
SAP Basic Navigation
Finance Process Overview
Roles
General Ledger Accountants
Unit 1 Overview
Unit Learning Objectives

At the end of this unit you should be able to:
Explain the difference between Financial Accounting
(FI) and Controlling (CO) modules of SAP
Describe the management of the Chart of Accounts
with the FI Module
Define general ledger accounts and account types
Display the Chart of Accounts and General Ledger
master records
Describe the methods
and process flows for
postings to general
ledger accounts
Topic Overview
Comparison of FI and CO Modules

FI and the Chart of Accounts
General Ledger Accounts and Account Types
Displaying General Ledger Account Master
Records
Accounting External and Internal
FI module
External Acctg.
BALANCE SHEET
INCOME STATEMENT
RETAINED EARNINGS
LIQUIDITY CALCULATION
CO module
Internal Acctg.
COST CENTER REPORTS

PROFIT MARGIN
PROFITABILITY REPORTS
10
Financial Accounting (FI) Module

Designed for automated financial management and
external reporting using a defined Chart of Accounts
Changes to Chart of Accounts affect all applications
and all transactions posted immediately after those
changes are made
Change documents are created for the audit trail when
changes are made to the Chart of Accounts
11
Display Chart of Accounts (S_ALR_87012326)

Display part or all of the Chart of Accounts by
entering selection criteria
Dynamic
Dynamic
Selection
Selection
Always
Always
1000
1000
Option
Option
Enter
Enter one
one or
or
more
codes
more codes
Other
Other
options
options
12
Topic Postings
Sources of Postings
Postings in Reconciliation and Sub-ledger
Accounts
13
Sources of Postings for General Ledger Accounts

G/L accounts receive posting from three sources:
Automatic postings from MM, SD, AA, CO modules
Interface postings via batch feed from non-SAP
applications (i.e. legacy data transfers)
Manual postings entered by end-users:
Journal entries with SAP transactions
14
Postings to the General Ledger

Automatic postings
Materials
Materials
Management
Management
Sales
Salesand
and
Distribution
Distribution
Interface postings
Batch feeds
from
external systems
Asset
Asset
Management
Management
Uploads
from
MS Excel
FI
FI -- GL
GL
Journal postings
Controlling
Controlling
SAP
manual-entry
transactions
15
Reconciliation and Sub-Ledger Accounts

Trade
Trade
TradeAccounts
Accounts
TradeAccounts
Accounts
Receivable
Payable
Receivable
Payable
General
Ledger
#1200000
#2000000
General Ledger
#1200000
#2000000
Reconciliation
Reconciliation
$10,000
$14,000
Accounts
Accounts
Automatic
Postings
Automatic
Postings
postings
occur
here
postings
occur
here
Millennium
MillenniumShoes
Shoes
Customer#
100386
Customer# 100386
$14,000
Active
ActiveSales
SalesCo
CoInc
Inc
Vendor#
100052
Vendor# 100052
Sub-Ledger
Sub-Ledger
Accounts
Accounts
$10,000
Postings
Postings
occur
occur here
here
Sales
Sales
Order
Order
Document
Document
Vendor
Vendor
Invoice
Invoice
Document
Document
16
Topic Master Records
General Ledger Master Records

Chart of Account and Company Code Data
General Ledger Master Record Displays
Customer and Vendor (Sub-ledger) Master
Record Displays
17
G/L Accounts Master Records

Each G/L account has a master record that defines
and controls entries into it and its management
This master record must be created at the Chart of
Accounts (COA) level, then updated with transaction
FS00
Creation of G/L Accounts will be strictly controlled
G/L Accounts are created at one central location
G/L Account Groups:

Range of G/L accounts that represent
a financial statement Line
Determine the type of data that are
collected in accounts master records
18
Chart of Account and Company Code Data

G/L master records contain two types of data so that
company codes that share a Chart of Accounts can
use the same G/L accounts:
Chart of Accounts data, such as the account number,
that is the same for all company codes
Company code data, such as the currency or prevailing
taxes, that can differ from one company code to the
next
Display reconciliation account

master records:
Chart of Accounts data only
Company Code data only
Both or centrally
19
General Ledger Master Record Display (FS00)

...for
...for tabs
tabs
Click...
Click...
Enter
Enter
Chart of Accounts data

Company Code data
20
Sub-Ledger Account Displays

Display customer and vendor master records with
transactions FD03 and FK03 (respectively)
21
Demonstrations and Exercises

Demonstration of Display G/L Account Centrally
(FS00)
Demonstration of Display Vendor (FD03)
Exercise 01, Task 01: Display company code data for
a G/L account
Exercise 01, Task 02: Display a customers master
record
22
Unit 1 Summary
Explain the differences between Financial Accounting
(FI) and Controlling (CO) modules of SAP
Describe the management of the Chart of Accounts
with the FI Module
Define general ledger accounts and account types
Display the Chart of Accounts and General Ledger
master records
Describe the methods and process
flows for postings to general ledger
accounts
23
Unit 2 Journal Entries
24

Post, park, change, display and reverse general
ledger account documents, including accruals,
recurring entries and cross-company transactions
Display general ledger account balances and other
sorts of account data
Clear general ledger accounts
25
Topic Introduction to General Ledger Transactions
Design of the Journal Entry Screens

Editing Options
Document Types
Journal Entry Transactions
26
Journal Entry Screens

The Enter G/L Account Document (FB50) transaction
screen represents the general layout and operation
of SAP journal-entry screens
Note: General ledger accounts are also organized
into field status groups:
Accounts in different field status groups may have
slightly different sets of fields on their screens
Fields can be variably granted statuses of:
Optional: data entry is discretionary
Mandatory: data entry is required
Suppressed: field is hidden
27
Journal Entry Screens: General Layout
Header
Header
Balance
Balance
Accounting
Accounting
spreadsheet
spreadsheet
(line-item
(line-item table)
table)
28
Journal Entry Screens: Header
Doc
Doc type
type
Balance
Balance status
status
29
Document Types
Document type codes are
used to identify the type of
business transaction that
is being posted
Document type is defined
for every posting to G/L
accounts
Customers
Customers
Vendors
Vendors
GL
GL
30
Document Types for Posted Journal Entries

Business
BusinessProcess
Process
Vendor
Vendor Invoice
Invoice
Document
DocumentType
Type
KR
Accounting
AccountingDoc.
Doc.
Name:
Amount:
Type: KR
# 18000001
Customer
Customer Payment
Payment
DZ
Name:
Amount:
Type: DZ
# 51000001
G/L
G/L Journal
Journal Entry
Entry
SA
Name:
Amount:
Type: SA
# 1000701
31
Journal Entry Screens: Line-Item Table
Must
Must use
use scroll
scroll bar
bar or
or
arrows
arrows to
to see
see all
all fields
fields
Select
Select
line
line item
item
Display
Display
line
line item
item
Select/
Select/
deselect
deselect
Delete
Delete or
or
add
add rows
rows
Copy
Copy lines
lines
and
and fields
fields
Sort
Sort up
up
or
down
or down
32
Application Toolbar
Navigation
Navigation
frame
frame
control
control
Change
Change
company
company
code
code
Test
Test run
run
of
of entry
entry
Park
Park
document
document
Set
Set up
up
screen
screen
defaults
defaults
33
Editing Options
Save
Save
selections
selections
Select
Select any
any options
options
Recommended
Recommended
34
Journal Entry Transactions: Five Steps
4.
4. Test
Test
3.
3. Confirm
Confirm balance
balance
of
of credits,
credits, debits
debits
1.
1. Enter
Enter
header
header data
data
2.
2. Enter
Enter credit
credit
and
and debit
debit data
data
5.
5. Post/park
Post/park and
and
note
note messages
messages
35
Journal Entry Transactions: System Messages

One of three possible messages appears when you
post or park a G/L account document:
Informational: that the document was posted or parked
and a document number assigned
Warning: that something should be checked or
maintained, although you can still post or park
Error: that something is really wrong, and you cant
post or park until you fix it
Want to know more? Double-click the message line.
36
Account Assignment Templates

Enter the header, account and cost object data for a
often-executed transaction, then save as a template that
can be recalled at any time
37
Selecting an Account Assignment Template

Click
Click to
to
display
display tree
tree
Double-click
Double-click
template
template
Template
Template data
data
are
populated
are populated
38

Demonstration of Enter G/L Account Document
(FB50), including editing options and template
Exercise 02, Task 01: Create an account template
39
Topic Standard Journal Entry Transactions

Post, park, change and display general
ledger account documents
Reverse posted documents
Display general ledger account balances
40
Post or Park a G/L Account Document (1)

Post and park with the Enter G/L Account Document
(FB50) transaction:
Set up for automatic document type SA
One-screen entry of all data
Step 1: Enter document date and any reference or

header text, and confirm (or change) company code
Change
Change
Co
Co Code
Code
41

Step 2: Enter balanced credit and debit data
Step 3: Confirm that all entries are balanced
Balanced
Balanced
Line
Line item
item
complete
complete
Enter
Enter aa line,
line, press
press
Enter
Enter to
to confirm
confirm
42

Step 4: Simulate and verify (optional)
1.
1. Click...
Click...
3...and
3...and return
return
2...review...
2...review...
43

Step 5: Post or park (and note document number)
Step 6: Check and respond (if needed) to message
Post
Post or
or
park
park
Document
Document
number
number
Company
Company
code
code
44

Demonstration of Enter G/L Account Document
(FB50) with posting and parking
Exercise 02, Task 02: Post (2) and park (2) general
ledger account documents
45
Post a Parked G/L Account Document: FBV0

Once parked, an account document can be recalled
and posted with the Post Parked Document (FBV0)
transaction
Click
Click to
to
continue*
continue*
Input
Input
*Dont press the Enter key: that calls up a document list
46
Transaction FBV0: Completion

Completing the transaction
2.
2. Simulate
Simulate
3.
3. Post
Post
1.
1. Edit
Edit
47

Demonstration of Post Parked Document (FBV0)
Exercise 02, Task 03: Post one (1) parked document
48
Change a G/L Account Document: FB02

Change an account document with the Change
Document (FB02) transaction
Click
Click to
to
continue*
continue*
Enter
Enter
data
data
*Dont press the Enter key: that calls up a document list
49
Transaction FB02: Completion

Edit the document, then park or post
Parked documents: change nearly all data
Posted documents: change only text, assignment data
Park
Park
Post
Post
50
Display a G/L Account Document: FB03

Display an account document in the same way with the
Display Document (FB03) transaction
ReadReadonly
only
51
Reverse a Document
To change a posted G/L account document:
Reverse it with transaction FB08, creating a counterbalancing reversal document
Re-enter it with FB50
Post
Post
Input
Input
Always
Always 11
New
New doc
doc
number
number
52

Demonstration of Change Document (FB02) for
parked document, still parked when completed
Exercise 02, Task 04: Change a parked document
Exercise 02, Task 05: Reverse a posted document
53
Topic Other Journal Entry Transactions

Recurring Entries
Accruals and Deferrals
54
Recurring Entries (1)

Recurring entries are used to automatically execute
transactions that occur on a regular periodic basis
Fewer manual transactions are performed
Transactions are typically for:

Vendor invoices for regularly-supplied material/service
Journal entries for the same dollar amount, account
and Cost Center, posted on a regular basis, such as
Rent
Amortization of Prepaid
55
Recurring Entries (2)

Three steps in the process:
1. Create Recurring Document (FBD1) creates documents
that defines:
Posting frequency and duration

Document type (SA for G/L account documents)
Dollar value and responsible cost collector (cost center)
General ledger account codes
2. Post Recurring Document (F-14) posts one or more

recurring documents on regular basis (e.g., monthly):
Defines the settlement period, the date of their next
posting in the general ledger
3. Batch Posting (SM35) completes the posting of the

recurring entry documents
Should be run in background
Automated, not done by the typical end user
56
Step 1. Create Recurring Entry (FBD1): Header Data
Enter
Enter
Enter
Enter
G/L
G/L acct
acct
document
document
PK
PK 40
40 =
=
Debit
entry
Debit entry
57
Create Recurring Entry: Add G/L Account Item (1)
Enter
Enter
Enter
Enter
PK
PK 50
50 =
=
Credit
Credit entry
entry
58
Create Recurring Entry: Add G/L Account Item (2)
Enter
Enter
Enter
Enter
Post
Post and
and
make
make note
note
59
Step 2. Post Recurring Entry Document (F.14)
Dynamic
Dynamic
Selection
Selection
Enter
Enter one
one or
or
more
more docs
docs
G/L
G/L acct
acct
document
document
NOTE:
Date
Date of
of
next
next posting
posting
Execute,
Execute,
then
then note
note
Step 3. Batch
processing is
scheduled and
done background
automatically.
60

Demonstration of Create Recurring Entry (FBD1)
Demonstration of Post Recurring Entry Document
(F.14)
Exercise 02, Task 07: Create and post a recurring
document
61
Create Accrual Document (FBS1): Header Data

Enter header, reversal date and first line item on
Header Data screen, then press Enter
Complete
Complete
header
header
Date
Date for
for
reversal
reversal
PK
PK 50
50 =
=
Credit
Credit entry
entry
62
Create Accrual Document: Add G/L account item

(1)
Add dollar value and second line item on Add G/L
account item screen, then press Enter
Value
Value
40
40 =
= Debit
Debit
entry
entry
63
Create Accrual Document: Add G/L account item

(2)
Add dollar value and cost center on next Add G/L
account item screen, post, note document number
Enter
Enter
Enter
Enter
64

Demonstration of Enter Accrual/Deferral Document
(FBS1)
Exercise 02, Task 08: Create an accrual document
65
Reverse Accrual Documents (F.81): Initial Screen

Enter selection criteria to display list of accrual docs
Execute in Test Run mode and as a background job
Execute
Execute
66
Reverse Accrual Documents: Output
Double-click
Double-click
to
to display
display
67
Reverse Accrual Documents: Completion

Click Reverse Documents to reverse all documents
68
Unit 2 - Summary
You are now able to:
Post, park, change, display and reverse general
ledger account documents, including accruals,
recurring entries and cross-company transactions
Display general ledger account balances and other
sorts of account data
69
Unit 3 General Ledger

Reporting
70

Set-up and execute some commonly used general
ledger reports
71
Topic Introduction to General Ledger Reports

Commonly Used General Ledger Reports
Reporting in SAP
Initial Screens and Report Outputs
72
Commonly Used General Ledger Reports
Report
Purpose
G/L Account Balance Display

FAGLB03
Display summary of debit and credit entries to an account, with

selection criteria for cost and profit centers
Drill down to detailed entry records
G/L Line Item Display

FBL3N
Display summary of open, cleared or both line items for one or

more accounts
Drill down to detailed entry records for items
Chart of Accounts Report*

S_ALR_87012326
Display names and codes of accounts

Drill down to master records of accounts
G/L Master Data Accounts List

S_ALR_87012328
Display master data for one or more accounts
Trial Balance
S_ALR_87012301
Display general ledger debits and credits for all selected

companies for a given period
*Demonstrated in Unit 1
73
Reporting in SAP
Most reports are run by request on an ad hoc basis
Initial screens of most reporting transactions are
flexible in defining the objectives of the report
SAP R/3
Database
74
Initial Screens of Reporting Transactions

Enter one or more selection criteria that define the
objects to be listed in the report:
Enter one code or a range of codes directly on the
initial screens
Enter multiple codes or ranges of codes on multiple
selection screens
Number of selection criteria controls the length and

precision of the report:
Less selection criteria yields a long, broad report
More selection criteria yields a short, precision report
75
Example of Selection Criteria

Chart of Accounts Report (S_ALR_87012326)
Limit
Limit to
to
select
select G/L
G/L
accounts?
accounts?
Dynamic
Dynamic
Selection
Selection
Always
Always
1000
1000
Other
Other
possible
possible
limitations
limitations
76
Multiple Selection Screens

Enter multiple codes and multiple ranges of codes
Click
Click
Enter
Enter
multiple
multiple
values
values
Enter
Enter
multiple
multiple
ranges
ranges
Exclude
Exclude
multiple
multiple
values
values
Exclude
Exclude
multiple
multiple
ranges
ranges
77
Report Output Format

Most reports are displayed in a line-item format
One line (or one set of lines) presents summary data
on one object that meets the selection criteria
Example: Output of the
Chart of Accounts Report
(S_ALR_87012326)
78
Report Output Drill-Down

Double-click a line item to drill down to its detailed records
DoubleDoubleclick
click
79
Topic General Ledger Reports

General Ledger Account Balance Display
(FAGLB03)
General Ledger Line-Item Display (FBL3N)
General Ledger Master Data Account Lists
(S_ALR_87012328)
Trial Balance (S_ALR_87012301)
80
G/L Account Balance Display (FAGLB03) Initial Screen

Example: Account 6160000, Company Code 1011
and 1012, for fiscal year 2006
81
G/L Account Balance Display: Output
82
G/L Account Balance Display: Drill-down 1
Double-click...
Double-click...
...for
...for aa linelineitem
item report
report
83
G/L Account Balance Display: Drill-down 2
Double-click...
Double-click...
...for
...for journal
journal
entry
entry display
display
84
G/L Account Balance Display: Controlling Aspects (1)

Can be set up to report account balances for specific
cost and profit centers only
85
G/L Account Balance Display: Controlling Aspects (2)
All
All profit
profit
centers
centers
One
One profit
profit
center
center
86

Demonstration of G/L Account Balance Display
(FAGLB03)
Exercise 03, Task 01: Display G/L account balances
and financial documents for a cost center
87
G/L Line Item Display (FBL3N): Initial Screen

Enter
Enter one
one or
or
more
more accounts
accounts
Dynamic
Dynamic
Selection
Selection
Enter
Enter one
one or
or
more
more Co
Co Codes
Codes
Select
Select linelineitem
item type
type
Dates
Dates are
are
optional
optional
Other
Other
options
options
88
G/L Line Item Display (FBL3N): Output

Display,
Display, change
change
or
or mass
mass change
change
Selection
Selection
boxes
boxes
89
G/L Line Item Display (FBL3N): Drill-down
DoubleDoubleclick
click
90

Demonstration of G/L Line Item Display (FBL3N)
Exercise 03, Task 02: Display line-item reports and
financial documents for a G/L account
91
G/L Master Data Account Lists (S_ALR_87012328)

Dynamic
Dynamic
Selection
Selection
Enter
Enter one
one or
or more
more
G/L
G/L account
account codes
codes
Always
Always
1000
1000
Other
Other
options
options
92
G/L Master Data Account Lists: Output
93
Trial Balance (S_ALR_87012301)
Dynamic
Dynamic
Selection
Selection
Enter
Enter one
one or
or more
more
G/L
account
G/L account or
or
company
codes
company codes
Other
Other
options
options
Other
Other
options
options
94
Trial Balance Output
95
Unit 3 - Summary
Set-up and execute some commonly used general
ledger reports
96
Course Summary
Describe the organizational structures and objects
of General Ledger Accounting in SAP ECC
Execute standard and other journal-entry
transactions
Display general ledger documents
and report general ledger data
97

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General Ledger

General Ledger Accounting

General Ledger Accounting

General Ledger Accounting

General Ledger Accounting

Prerequisites and Roles

General Ledger Accounting

General Ledger Accounting

Unit Learning Objectives

General Ledger Accounting

Comparison of FI and CO Modules

General Ledger Accounting

Accounting External and Internal

COST CENTER REPORTS

General Ledger Accounting

Financial Accounting (FI) Module

General Ledger Accounting

Display Chart of Accounts (S_ALR_87012326)

General Ledger Accounting

General Ledger Accounting

Sources of Postings for General Ledger Accounts

General Ledger Accounting

Postings to the General Ledger

General Ledger Accounting

Reconciliation and Sub-Ledger Accounts

General Ledger Accounting

Topic Master Records

General Ledger Master Records

General Ledger Accounting

G/L Accounts Master Records

G/L Account Groups:

General Ledger Accounting

Chart of Account and Company Code Data

Display reconciliation account

General Ledger Accounting

General Ledger Master Record Display (FS00)

Chart of Accounts data

General Ledger Accounting

Sub-Ledger Account Displays

General Ledger Accounting

Demonstrations and Exercises

General Ledger Accounting

General Ledger Accounting

Unit 2 Journal Entries

General Ledger Accounting

Unit Learning Objectives

General Ledger Accounting

Topic Introduction to General Ledger Transactions

Design of the Journal Entry Screens

General Ledger Accounting

Journal Entry Screens

General Ledger Accounting

Journal Entry Screens: General Layout

General Ledger Accounting

Journal Entry Screens: Header

General Ledger Accounting

Document Types for Posted Journal Entries

General Ledger Accounting

Journal Entry Screens: Line-Item Table

General Ledger Accounting

General Ledger Accounting

General Ledger Accounting

Journal Entry Transactions: Five Steps