Financial Accounting TFIN 52

Summary

Prepared by:
Zeeshan R Haryani

Unit 5 Information System

Lesson 1 Report Selection

There is a new graphical design, which makes it even simpler to process and display lists and reports
using the ALV Grid Control.
Important List Viewer functions:
o Deleting and inserting columns
o Arranging the values in columns in ascending or descending order
o Calculating totals or subtotals across one or more columns within a list
o Using layouts to save an individual report structure so that you can use it again later
o Set filter: You can choose to have only those lines displayed that meet certain criteria.
o You can add any number of asset input fields to ALV reports in FI-AA using
FIAA_SALVTAB_* structure
A sort variant consists of a maximum of five sort levels which are determined via ABAP Dictionary
fields.

Lesson 2 Value Simulation

Use the Asset Explorer to create a preview of how the values for individual assets will develop by
means of simulated transactions and/or simulated depreciation terms.
Simulation, in this context, refers to an experimental change to depreciation parameters affecting the
valuation of assets. This change can apply to a single asset, the entire asset portfolio, or parts of it.
Simulation versions allow you to simulate a change of depreciation logic.
For each area, asset class, and depreciation key, specifies which depreciation key and useful life
should be chosen as alternatives for simulation. The validity interval excludes assets with a
capitalization date that lies outside that range.

Lesson 3 Assets History Sheet

The asset history sheet is a very important and comprehensive year-end report or intermediate report.
You can create it using various sort versions and totals at any group level, just like any other report.
You can create a compact totals list that does not contain information on the individual assets.
You can also define your own history sheet versions:
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Financial Accounting TFIN 52

Summary

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Zeeshan R Haryani

o Size: No more than 10 rows and 8 columns

o Store the headers of the history sheet items
o Define how the values are supplied to the history sheet items

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Financial Accounting TFIN 52

Summary

Prepared by:
Zeeshan R Haryani

Unit 6 Standard Reports in General Ledger Accounting, Accounts

Receivable Accounting and Accounts Payable Accounting
Lesson 1 Information System

You can find the reports you require in various places in the system:
o You can access important reports using the information system for each area (General
Ledger, Accounts Receivable, and Accounts Payable) and on the general report selection
screen.
o Reports are also included in role-based user menus.
o Under System, choose System Services Reporting. You must know name of that ABAP
report.
The reports that start with RF are differentiated by account type. Reports start with RFK_____ (for
vendors), RFD_____ (for customers), RFS_____ (for G/L accounts), and RFB_____ (for document
reports).

Lesson 2 Report Variant and Variables

You can define multiple report variants for one report. These report variants contain different
selection criteria. A variant is a selection memory for a specific quantity of saved selection criteria.
Enter variant attributes for your variant; first a Variant name, and then the Description.
If you select the only for background processing field, then the variant is only permitted for
background processing. If you do not select the field, the variant is permitted for background and
online processing.
If you select the Protect variant field, then only you can change the variant.
System variants are only displayed in the catalog and not in F4 Input Help if you select the rrelevant
indicator.
If you call up the report and use a variant, but still want to display certain values up to the current
date (for example, open items up to a certain key date), you can use selection variables.
Currently, the following two types of selection variables are supported (but not for each selection
criterion):
o Table variables from TVARV
o Dynamic date calculation
Table variables from TVARV: You use these variables when you store statistical information that
can be used in different reports. This means that when you save the attributes for the variant, you can
maintain parameters in table TVARV that contain your selection options, single values, and/or
intervals by choosing Maintain environment Selection variables. Once you have maintained these
selection variables in table TVARV, you can use them in any other report variants and reports.
Dynamic date calculations: The prerequisite for using these variables is that the corresponding
selection criterion in the program is type D (date). If you change the selection variable from type T
to type D, the Name of Variables field is no longer ready for input. You can only set values using
input help.

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Financial Accounting TFIN 52

Summary

Prepared by:
Zeeshan R Haryani

Unit 7 List Viewer

Lesson 1 SAP List Viewer Design

The SAP List Viewer is a generic display tool that creates a standard ergonomic list from predefined
data. The List Viewer standardizes and simplifies the use of lists in the SAP system by providing a
uniform interface and list preparation function. You can use the List Viewer to display simple and
hierarchical
hical sequential lists. The SAP List Viewer contains a number of interactive functions such as
sorting, summation, filters, and so on. You can change the layout of lists without selecting data first
and save the changed list layout in variants.
Once you have selected multiple items, you can carry out a mass change in the corresponding
documents.
You can choose whether you want to branch to the document item view or the document overview
of the document display. The accounting editing options contain a corresponding checkbox.
Some of the functions provided by the SAP List Viewer include the following generic crossapplication functions:
o You can sort the list in ascending or descending order.
o You can set and delete filters the same way.
o Summation: You can cre
create totals and subtotals for specific values. Create totals by selecting
the required column and then choosing the appropriate icon.
In addition to the display variants provided by SAP, you can also create your own display variants.
This allows you to define your own specific view of a list.
You can also add special fields to the column set in addition to the fields that are already displayed.
For more information, refer to SAP Notes 215798 and 420591.
If you require offsetting account information, refer to SAP Note 112312. This is not a modification
of the standard system, but a business transaction event.
When you display the list, you can choose between the ALV classic list and the ALV grid control
(grid design).
The ALV classic list is the list that is displayed
when no specific settings have been made.
d
Using parameter IDs, you can enter user default values in fields where the value usually remains
constant.

Lesson 2 Selections

You can use specific selection criteria to choose line items that you want to evaluate.
These selection criteria refer to:
o The accounts in which you want to see line items in specific company codes
o Selection criteria that you can choose using search help
o The selection of line items themselves, based on their status and category
o In addition, you can also choose the following for the list output:
Layout
Maximum number of items
If you select the Work lists Available field, you can activate and deactivate the input fields for work
lists on the selection screen for each line item list. If the work lists exist, when you select the Work
list Input Fields Active field when you call up the selection screen for the line item display, this
selection screen is displayed with input fields for work lists.
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Financial Accounting TFIN 52

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Zeeshan R Haryani

If you select items using search help, the system provides input help for the G/L account line item
list:
o G/L account number in chart of accounts (also in combination with the company code
specification)
o G/L account name (G/L account long text) in chart of accounts (also in combination with the
company code specification)
o G/L accounts with deletion and block indicators
o Keywords
o Alternative account numbers
When you select items using search help, the system offers input help for the vendor line item list:
o General vendor data (search term, postal code, city, name, and number of vendor)
o Vendor country/company code
o Vendor by personnel number
o Vendor by purchase, material, or plant reference
When you select items using search help, the system offers input help for the customer line item list:
o General customer data (search term, postal code, city, name, and number of customer)
o Customer country/company code/account group
o Customers with rental agreement
o Customers for each sales group or with plant reference
o Head office customers
When you select open items, you select items that are or were open at a specific time. The current
date is proposed by default.
If you choose Cleared Items, the system displays items that were cleared by the clearing date
specified and that were still open on the key date. If you do not specify the clearing date and the key
date, the system displays all the cleared items.
If you want to see open and cleared items, choose All Items. You can restrict this selection using the
posting date
The system automatically fills the assignment field for a line item according to the Sort Field entry
in the master record when you post items.
The assignment field can be a combination of up to four fields with a maximum of 18 characters.

Lesson 3 Changing the Screen Layout

SAP provides various standard layouts that you can supplement with other (standard) layouts.
Standard layouts start with a slash (/). You can choose a standard layout as your default layout. If the
indicator for a display variant is set as the initial variant, this variant is always used for the list output
unless you explicitly specify an alternative display variant.
The following order applies: User-specific initial screen (set as default) has priority over general
initial variant (set as default).

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Financial Accounting TFIN 52

Summary

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Zeeshan R Haryani

Unit 8 Drilldown Reporting in Financial Accounting

Lesson 1 Architecture of Drilldown Reporting

Drilldown reporting is a dialog-oriented information system for evaluating data from the FI, GL,
AR, and AP databases.
SAP Graphics, SAPmail, and various printing functions are connected to drilldown reporting
together with Microsoft Word for Windows and Microsoft Excel.
The following report types can be used for G/L account evaluations:
o 1. Reports for financial statement analysis: These reports are based on the financial statement
versions defined in Financial Accounting. You can carry out any number of variance
analyses based on actual and plan data (annual, half-year, quarterly, and monthly).
o 2. Key figure reports: For key figure reports, the system takes into account only the financial
statement items in the financial statement version that you need for the calculation of specific
key figures. This is not the case for financial statement analysis reports. Financial statement
version key figures could be for example, equity ratio (stockholders equity: total equity),
debt-equity ratio (external capital: stockholders equity), and capitalization ratio (fixed
assets: total assets). You can create key figures from report rows and/or columns using an
integrated formula interpreter.
o 3. Balance display:
You can use the following report types for customer or vendor drilldown reports:
o a) Balance display
o b) Line item analysis
A report definition can contain characteristics, key figures, and forms. A report is a number of
interactive, controllable report lists and graphics that are displayed on the screen.
Drilldown reporting provides useful functions for navigating within the dataset .It also contains
several additional functions that can be used to process a report interactively (sorting, specification
of conditions, ranked list, and so on). You can send report lists (for example, as a fax), display them
on the Internet, or transfer them as files to Microsoft Word and Microsoft Excel.
Drilldown reporting also contains functions for printing reports. There are various print preparation
Functions for you to structure your report as you require (such as page break, headers and footers,
and underlining).
A form describes the basic content and formal structure of report lists. A form can be seen as a semisemi
finished product for a report; it is later completed with characteristics and key figures when you
define the report. Characteristics appear in the form as well as in the report. You can choose key
figures either in the form or the report.

Lesson 2 Characteristics and Key Figures

Characteristics specify the classification options for the dataset. Examples of characteristics are
company code, business area, and plan/actual indicator. The time reference (fiscal year, period) is
also a characteristic.
Characteristic values are concrete forms of a characteristic.
A combination of characteristics and characteristic values is generally called an object in drilldown
reporting.
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Financial Accounting TFIN 52

Summary

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Zeeshan R Haryani

Key figures are not just values and quantities, but also calculations involving these values and
quantities with user-defined formulas.
The following are examples of key figures:
o Value: Balance sheet value, debit total, sales/purchases
o Quantity: Number of employees, sales quantity
o Calculation: Sales per employee, plan/actual variance
There are two types of list for displaying information: The detail list and the drilldown list.
o In a drilldown list, several objects (for example, assets under construction, vehicles, and
chemicals) are formatted using a selection of key figures. Usually, the key figures are in the
columns of the list (for example, balance sheet value, total debit postings, total credit
postings). The rows contain the characteristic values of all the characteristics that are drilled
down.
o In a detail list, an individual object (for example, business area) is formatted for all key
figures according to the form. Usually, the key figures are in the rows of the detail list (for
example, balance sheet value, total debit postings, total credit postings).

Lesson 3 Form Types

The following form types exist:

o Single-axis form without key figure
If you are using a single-axis form without key figures, you define either the form rows or
columns with characteristics. When you access the initial screen, the system displays an
empty list with columns.
o Single-axis form with key figure
If you are using a single-axis form with key figures, you define either the form rows or
columns with key figures and characteristics. When you access the initial screen, the system
displays an empty list with rows.
o Dual-axis form with key figure
If you are using a dual-axis form with key figures, you define the form rows and the columns
with key figures and characteristics. When you access the initial screen, the system displays
an empty list containing rows and columns. You are free to define whether the rows contain
key figures and the columns contain characteristics, or vice versa. It depends on what you
want to report.
When you create a form, you define the name and the type of form that you want to process
In a single-axis form with no key figures, you make selections only in the characteristics columns.
o The drilldown list contains a two-line column heading. The key figures (for example, balance
sheet value, total debit postings, total credit postings) are in the first row and the
characteristics that you selected in the form (for example, fiscal year, prior year, and
variance) are listed below. The values for the drilldown characteristics are in the rows (for
example, assets under construction, vehicles, and chemicals for the business area).
o In the detail list, the characteristics chosen in the form are contained in the columns, and the
key figures are contained in the rows. The detail list displays the results of a selected
characteristic value (for example, assets under construction for business area).
In a single-axis form with key figures, the key figures are integrated with characteristics in the rows
of the form (for example, fiscal year balance sheet value, prior year balance sheet value with
variance).
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Financial Accounting TFIN 52

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Zeeshan R Haryani

o In the report definition, only the drilldown characteristics are chosen (for example, business
area, financial statement item account number, and so on). In the drilldown list, the key
figures integrated with the characteristics are the columns of the form, and the values of the
drilldown characteristics form the rows (for example, assets under construction, vehicles,
chemicals, and so on)
o The detail list has one column and contains the selected characteristic value for which you
want to report (for example, assets under construction), and the key figures are in the rows.
Therefore, for single-axis forms with key figures, the key figures are defined in the rows by
default.
In a form with two axes (matrix), both the rows and columns are defined using key figures or
characteristics. The key figures have to be in either the rows or the columns of the form, but you can
enter the characteristics in the rows and the columns.
o When you define the report, you then choose only the drilldown characteristics (for example,
business area, company code, account number, and so on).

Lesson 4 Navigation in Reports

If you want to switch from the drilldown list to the detail list, choose the Detail list symbol. All of
the row selection symbols are then highlighted in a different color.
If the basic list is defined as the detail list for a report, the detail list is the first screen to be displayed
when you execute your report. If you want to switch from the detail list to the drilldown list, choose
Drilldown list. The system then highlights all the free characteristics in the navigation block. Choose
a characteristic by clicking it. The system then displays the drilldown list.
The navigation area for the drilldown list contains additional characteristics that you can use. If you
want to exchange the FS item with another characteristic, for example, Period, first click FS item
and then Period. The two characteristics then change places: FS item is now available for selection
in the navigation block, and Period is drilled down for all characteristic values.

Lesson 5 Form & Report Definition

SAP delivers standard forms, which you can use as templates to create your own forms. The names
for these standard forms are 0SAPBLNCE-01 through 0SAPBLNCE-NN, and you cannot use these
names for your own forms.
Step for creating Form
o Defining characteristics for all columns (general selections):
o You first define the characteristics that you want to be valid for all columns in your form.
Since you want to enter actual data in all the columns of your form, you can define this
general characteristic by choosing Edit General Selections.
o A dialog box appears for you to select the characteristics for the general selections. In the
dialog box, add the characteristic Record type to the table of selected characteristics and
define the value 0 for actual data.
o Once you have defined the general characteristics, you can then define the characteristics of
the individual columns.
o A dialog box appears, in which you can select Key figure with characteristics. A second
dialog box appears. Choose Balance sheet value (BILWERT) from the list of available key
figures. In this case, the key figure reflects the values of the balance sheet that you want to
evaluate for your report.
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Financial Accounting TFIN 52

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o Then define the characteristic values for the characteristics that you have selected.
o You can enter three different lengths of text. These are then used as the column headings for
the elements. You can enter a short, medium, and long text. Using the text type, you can later
determine which text is used for each column. If you want to enter a two-line heading, you
must separate the two lines using a semicolon (;).
o In the third column, you define the variance between the first and the second column.
o To do this, place the cursor on the third column and choose Edit Element Define
Element.
o On the following screen, choose Formula. The formula editor appears, in which you define
the formula that is to be used to calculate the variance. Using the formula editor, you can
perform standard arithmetic operations (+, -, *, /) with any elements.
o Save the form.
Steps for Creating Report
o Enter the name of a new report or choose the name of the report whose definition you want to
change. You can choose a reference report if necessary.
o On the Characteristics tab, the system displays a list containing all the available
characteristics. In the characteristic list, select the characteristics that you want to use for
your evaluation in the report, and use the arrow buttons to add them to the report. These
characteristics are the drilldown characteristics that you use to navigate in the report.
o Using the Sort characteristics function, you can determine the order of the characteristics in
the navigation block of the report list for the executed report. The number of characteristics
offered for selection is restricted by the selection criteria defined in the form. If you have
already specified a characteristic in the form, it is no longer offered for selection.
o Once you have selected a characteristic, all the values for this characteristic are included in
the report. There are various ways of restricting the value quantity of a characteristic for
output in the report.
o On the Characteristics tab, you can restrict the characteristic values for each drilldown
characteristic chosen. There are various options dependent on the report definition and the
characteristic selected.
You do not make an entry. If you do not make any of the restrictions described below,
the system selects all the characteristic values when you run the report.
You define a characteristic value for a characteristic. The characteristic and the
characteristic value then appear above the navigation block on the report list and have
been defined (that is, you cannot use the characteristic as a drilldown characteristic).
You use a variable for characteristic values

Lesson 6 Report/Report Interface and Report Assignment

If you want to report on a number of characteristics or changing combinations of characteristics, you

would have to define a very comprehensive report that might not actually be executable online due
to the large volume of data. The report/report interface enables you to link several individual reports,
each with a limited number of characteristics, to perform flexible data evaluations online. Recipient
objects can be other drilldown reports, report portfolios, BW reports, ABAP reports, Report Writer
reports, or transactions.
Using the report-report interface you can, for example:
o Link reports that contain different characteristics in an application. This enables you to report
on a larger number of characteristics than with individual reports.
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Financial Accounting TFIN 52

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Zeeshan R Haryani

o Link reports created in the different application classes.

You assign the recipient reports in the report definition by choosing Options. Choose Report
Assignment and define the report type (report portfolio, BW report, drilldown report, ABAP report,
Report Writer, or transaction).

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Financial Accounting TFIN 52

Summary

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Zeeshan R Haryani

Unit 9 Special GL Transactions

Lesson 1 Application view for Special GL Transactions

Transactions in the sub ledgers (accounts receivable and accounts payable, for example) are also
posted on the reconciliation accounts in the general ledger. The reconciliation account to be posted
to is entered in each customer/vendor master record. The Reconciliation Account field can be found
in the company code segment of the customer/vendor master record.
If, for example, a customer invoice or customer credit memo is entered on an account receivable, it
is posted in the same way on the created reconciliation account.
Special G/L transactions are transactions in the accounts receivable and payable, which are displayed
separately in the general ledger and the sub ledgers. This may be necessary for internal reasons or for
certain report purposes.
Special G/L transactions can be divided roughly into three classes:
o Down payments
o Bills of exchange
o Other transactions
There are three ways (special general ledger types) of transferring special general ledger entries to
the system.
o Automatic offsetting entries (statistical) are transactions that are always posted on the same
offsetting account. They are usually included in the notes to financial statements. Example:
Posting of a guarantee of payment.
To simplify the posting procedure, the number of the account for the offsetting entry is
defined in Customizing. The system then makes the offsetting entries automatically. When
you clear open items in the respective account, the system clears the respective items in the
offsetting account automatically.
These transactions are called statistical postings, since they are generally only shown in the
notes to the financial statements (or not at all).
o Noted items are individual account assignments that are only used to remind the respective
department of due payments or payments to be made and are not intended to be displayed in
the general ledger. Example: Down payment request.
Noted items are special G/L transactions with informational character which only remind the
user about due payments or payments to be made and are not displayed in the general ledger
or added to it. Only one line item is updated if a noted item is created. No offsetting entry is
Made. As a result, no zero balance check is made. The payment program and the dunning
program can access noted items for further processing.
o Free offsetting entries are part of the financial statements. They are postings with freely
definable offsetting entries. Example: The bank posting of a received down payment.
Special G/L transactions defined as free offsetting entries create proper postings in the
general ledger. The alternative reconciliation account is debited or credited automatically,
depending on the type of posting. The G/L account for the offsetting entry must be entered
by the user
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Financial Accounting TFIN 52

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Zeeshan R Haryani

Down Payment in the Customer Area - The procedure is as follows:

o Down payment request: Down payment requests are noted items. They do not change any
account balances. You can issue dunning notices and make payments automatically based on
down payment requests.
o Down payment received: Received down payments are displayed as payables on your
accounts. They must not change the balance of the Receivables reconciliation account.
Received down payments are administered in the Down Payments Received alternative
reconciliation account, in the Payables area on the financial statements.
o Customer invoice: The customer receives an invoice whenever goods are supplied or services
performed.
o Posting a down payment clearing with invoice: The down payment is no longer considered a
down payment from this point. The amount should/must be displayed as payment on the
normal reconciliation account.
o 5. Clearing of the items during the payment of the customers balance

Disputed or doubtful receivables are entered as individual value adjustments when preparing the
balance statements for year-end closing. The special general ledger procedure is suitable here, since
the transaction is entered in the customer account as well as posted to the special G/L account,
Individual Value Adjustments for Receivables.
Description of the procedure for individual value adjustments:
o The receivable is entered to the customer account.
o The individual value adjustment (without tax) is entered. The expenses are now at the right
place on the Expense for Individual Value Adjustment account for the income statement
reporting.
o The individual value adjustment is cleared after the key date for the balance sheets, meaning
it is reversed.
o The final value adjustment is made after you ascertain that the receivable is uncollectable. In
this case the Expenses for Uncollectable Receivables account are posted to. No special G/L
account is used, since adjustment postings must be made on the regular customer
reconciliation account.
Bills of exchange are a type of short-term financing. If an invoice is paid with a bill of exchange, the
payment period is extended for your customers (for example, to three months). If you wish, you can
pass on the bill of exchange to a third party to refinance it. It can be discounted at a bank prior to the
due date, which means the bank charges interest.
Bills of exchange are treated like special G/L transactions in the SAP system. These transactions are
therefore automatically recorded in the sub ledger, separately from other transactions, and posted to
a special G/L account. As a result, you can obtain an overview of the activities concerning bills of
exchange at any time. You can post receivable and payable bills of exchange and incoming and
outgoing checks and bills of exchange.
Example of a receivable bill of exchange free of charge as displayed above:
o The receivable is entered to the customer account.
o The customer initiates the payment with a bill of exchange. The account balance is now
registered as a receivable bill of exchange and not as the normal balance of the account
receivable.
o The bank collects the money from the account of the customer on a fixed date.
o The collected amount is transferred to your company account.
o The amount is posted to the account of the customer and the respective accounts cleared.

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Financial Accounting TFIN 52

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Zeeshan R Haryani

Lesson 2 Configuration of Special GL Transactions

Special G/L transactions are posted from the application side using special posting keys and special
G/L indicators. The posting keys require a special configuration for this. The special G/L
transactions in the standard system are assigned the posting keys 09, 19, 29, and 39.
The special G/L accounts have been defined as reconciliation accounts for the D or K account types.
In contrast to normal reconciliation accounts (customers/vendors), the line item display is
generally active for special G/L accounts. This means a list of the line items can be displayed.
The special G/L indicator defines the particular configuration of a special G/L transaction and the
account type (customer or vendor account).
Under properties of special GL,
o Relevance for credit limit check: You can include special G/L transactions in the credit limit
check for customers. Noted items are generally not taken into account. All other transactions
can be selected accordingly as desired by the user.
o Warning against commitments: You can define a warning message to notify the user of the
existence of a special G/L transaction when posting to a customer or vendor account.
o Target special G/L indicator: This entry is only relevant for noted items. For noted items, you
can set which special G/L indicators are allowed to be added as target special G/L indicators
when entering (applying) a payment request. The target special G/L indicator is used in the
standard system for down payment requests.
o Special G/L transaction class: The special G/L transaction class determines whether the
transaction is a down payment, a bill of exchange, or any other type of transaction.
o Posting key: Only these posting keys can be used with the respective special G/L indicators.

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Financial Accounting TFIN 52

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Zeeshan R Haryani

Unit 10 Parking Documents

Lesson 1 Basics of Parking Documents

Document entry can be I interrupted for a variety of reason. The user departments looking for a way
of temporarily saving the data entered up to the point of interruption, to resume entry at a later time.
There are two different ways of saving documents (without performing proper Financial Accounting
posting):
o HOLDING documents
The Hold Document function lets you save data that has been entered temporarily, to
continue entry at a later time. Documents held by the system do not have to be complete. No
account balances are updated and the data of the document is not available for evaluation. No
document number is assigned. The person making the entries is asked to name the document
after selecting the Hold Document function. The document can be found under this name at a
later time.
o PARKING documents
Document parking enables you to enter incomplete documents in the SAP system without
having to run the extensive input checks. When parking documents, the system assigns a
document number via the document type in the same way as with normal Financial
Accounting postings. The user must pass on the number if it has been assigned externally.
Data from parked documents is available to the system for real-time evaluations.
Data can be parked for accounts receivable, accounts payable, G/L accounts, and assets. Only
receipts can be entered for assets, however. Postings for down payments cannot be parked. No data,
such as transaction figures, can be updated when parking documents. The only exception to this is
cash management.
The tax amounts calculated on the basis of the parked document can be used to assert claims with
regard to tax in due time at the tax authorities.
Substitutions are not supported by the document parking feature. If you want to use substitutions
with parked documents, you have to turn them into accounting documents first.

Lesson 2 Parking Documents & Processing Parked Documents

Areas of use for document parking

o Temporary storage of input values when parking documents
o Helpful for displaying multilevel models when parking documents (for example, dual-control
principle, approval procedures)
o Work assignment using work lists (streamlining/acceleration of workflows)
Ways of using document parking
o Customer accounts (invoices and credit memos)
o Vendor accounts (invoices and credit memos)
o G/L accounts (G/L account postings)
The document change rules that are saved for documents posted in the system do not apply to parked
documents. The currency, the document type/number, and the company code cannot be changed.
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Financial Accounting TFIN 52

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Whenever a parked document is posted, the data from that parked document is deleted, a document
is written to the document database, and the respective data (transaction figures and so on) is
updated. The document number of the parked document becomes the number of the posted
document.
You can delete parked documents that you do not want to post. Note that the document number of
the deleted document cannot be reused in such cases. The document has status Z: Parked document
that was deleted.
Document parking is linked to the account display and reporting functions in Financial Accounting.
Numerous reports can evaluate parked documents.

Lesson 3 Document Parking and Workflow

In SAP Business Workflow, the four process dimensions

o Organizational structure (Who?)
o Process structure (When? In what order? Under what circumstances?)
o Function (What?)
o Information (With which data?
The process to be modeled as a workflow is saved in the system as parameters, using a graphic
definition tool. During the process, the workflow manager that is, the system - performs all the
tasks that were conceived when the process was defined. As a result, users are relieved of any
avoidable organizational tasks and can concentrate on the aspects of their actual work.
Simply, workflow means: The right work at the right time for the right employee.
SAP Business Workflow has three-tier architecture. This modularization of components provides the
foundation for a high degree of flexibility.
o The right work: Whatever you wish to do during the workflow, it must be implemented in the
Business Object Repository as a method of a business object type.
o At the right time: The process level describes the business process as a sequence of
individual steps. The workflow definition is the total of all steps put together. Individual
steps can refer to methods of the BOR (Business Object Repository), but they can also be
used to control the process - for example, to enable loop-type processing, query conditions,
or provide values in the interface (= container). Workflow Builder is the tool you use to
maintain the process level.
o For the right employee: The organizational level establishes a link to the organizational
structure.
The business process is stored in the workflow definition. The event-driven process chain (EPC) is
used to display the process. Single-step tasks are essential elements of the workflow definition.
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Single-step tasks
Represent the SAP functions from a business point of view
Every single-step task uses precisely one method
The SAP Business Workflow is based on an object-oriented structure. Objects are defined in the
object repository provided by SAP. Object methods
o Represent the SAP functions from the view of the business object (technical view - for
example, create, delete, change)
o Provide a uniform, transparent interface for SAP functions (transactions, function modules,
reports, ...)
o Are used to encapsulate the functions
The processors responsible for a specific activity in the workflow are defined either by their
assignment to an object of the organizational structure or by means of a rule. Rules are used to
determine the responsible processors dynamically, that is, independently of information that is only
available at runtime.
Workflows are usually initiated by a triggering event. Events are used to display the changes in
status of objects within the system. Like methods, they are defined in the object repository for each
object type. Events are triggered in the respective applications.
WHAT Is Carried Out? Workflow-Related Tasks
o Posting invoices
o Releasing purchase requisitions
o Changing material masters
o Approving leave
o Creating customer accounts
o Deleting purchase orders
o Creating requirement coverage requests via the Internet
Tasks represent steps of the business process. The process you want to model must be broken down
into individual tasks during the definition. The definition of the workflow determines the tasks and
the order in which they are to be carried in the process.
The Workflow Builder is the main tool of the Web Flow Engine. It allows workflow definitions to
be created, changed, tested, and displayed.
Each task must be assigned possible processors. This is the group of employees at your company
who come into question for carrying out the respective task.
The Business Workplace consists of three screen areas:
o Selection tree: You can find the selection tree on the left side of the Business Workplace.
From here, you can select work items to be executed, workflows you have started, and
documents.
o Work list: The work list is displayed at the top right of the Business-Workplace screen in
case you want to mark the Workflow folder. The system automatically puts the entries in
groups in this folder. There are special folders in which you can find overdue work items or
missed deadline work items. If you mark Inbox in the selection tree, you can see all work
items and documents in this area of the screen.
o Work item preview: The work item selected from the work list is displayed in a preview at
the bottom right of the screen. Not all functions of the work item display or workflow log are
available. It is possible for the user to make a decision from within the work item preview.
The Web Flow Engine determines the recipients of the work item. All selected recipients can view
the work item and perform it at their Business Workplace. Only one user can perform the work item,
however. If, therefore, a user starts to perform the work item, the other recipients are unable to
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execute this work item. A recipient can accept a work item. An accepted work item can only be
performed by the user who has accepted it.
Workflow variants can be created for document parking in Customizing of FI. Whether the
document release is supposed to be active is specified here together with the minimum amount for
which this is necessary.
The company codes can be assigned workflow variants. No documents are released if any company
code is not assigned a workflow variant. The workflow variant and the corresponding company
codes must have the same currency.
The release group is required to determine the release approval path at the time of processing. The
release approval path is determined by the workflow variant in connection with the document type
and release group.
The sub workflows that is initiated by releasing the amount and who is to release are determined by
the release approval path and the particular amount. If no release group is defined, the initial release
group is then used for access.

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Unit 11 Validation & Substitution

Lesson 1 Basics of Validation / Substitution

The validation function helps you to check the entered values and value intervals. When data is
entered in the system, the Rule Manager validates the data according to the validation rules.
In substitution, the values entered into the SAP system are validated according to a prerequisite
defined by the user. If the prerequisite is met, the system replaces the values entered with other
values.
The following measures are required to execute validation/substitution:
o Decide for which area of application validation/substitution should apply.
o Correct call up point for the validation/substitution must be selected.
o The validation/substitution must be defined.
o You must assign your validation/substitution to an appropriate organizational unit
o activate it
The application area is where the validation, substitution, or rule is used. The following application
areas use validations and substitutions:
o FI Financial Accounting,
o CO Cost Accounting,
o AM Asset Accounting,
o GL Special Purpose Ledger,
o CS Consolidation (validations only),
o PS Project System,
o RE Real Estate,
o PC Profit Center Accounting (substitutions only),
o GA Allocations (FI-SL) (substitutions only)
Call up points is specific places in an application that specify the exact location where a
validation/substitution occurs.
The combination of application area and call up point determines the Boolean class for a validation,
substitution, or rule. Boolean classes establish the dimensions that can be used in the definition of
validations, substitutions, and rules. They also specify which message classes can be used for
validation messages.
Three call up points have been provided for FI:
o 1. Document header
o 2. Document line
o 3. Complete document
The fields that are available for call up point 1 are also available here for possible cross-validations.
At the Complete document call up point, you can use only those numeric fields with which you
primarily execute mathematical calculations.

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The formula editor provides a user-friendly interface for entering arithmetic and logical statements.
You can work in the Formula Builder using three different settings:
o The default setting when you call up the Formula Builder is Short descriptions. All operands
(such as table fields, sets, exits, and so on) are displayed using their respective descriptions.
o If you want to enter statements using the technical names of the operands rather than the
descriptions, change the setting by choosing Settings Technical names.
o By setting Expert mode, the technical names of the operands are displayed. You can also
enter a statement directly. In this case, the statement field is ready for input.
The following elements are available to enter rules for the prerequisites (validation & substitution)
and checks (validation):
o Operands
o Logical operators (Boolean terms) and
o Comparison operators.

You must assign your validation/substitution to an appropriate organizational unit it means a

validation/substitution can be valid for several company codes at the same time.
Only one validation/substitution can be activated for one company code for a call up point.
Furthermore, the validation/substitution for the correct call up point must be activated.
o Inactive
o Active for dialog and batch
o Active except for batch input

Lesson 2 Definition and Execution of Validation in Financial Accounting

Validation enables the customer-specific validation of certain fields / field combinations / document
types.
Validation consists of several steps (up to 999 are possible), each with 3 parts:
o Prerequisite
o Check
o Message
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If the prerequisite statement is satisfied (TRUE), a check is performed. If the result of the check is
FALSE, the system posts a message.
You can use a predefined message or create a new message for validation.
A message can contain up to four fields. Messages can have different meanings:
o I = Information
o W = Warning
o E = Error (requires the entry to be corrected)
o A = Cancel
The & character is used as a wildcard for field values to be output in the message.
You can do the following in a logical statement:
o 1. Compare fields with one another:
This statement is TRUE if the date in the document date field is not the same as the
date in the posting date field.
o 2. Validate field contents for certain values:
In this example, the document type must be SA.
o 3. Check or compare only a part of the field.
If you want to execute such a partial check, enter the following:
Example: BSEG-HKONT :3:
The system checks only the third digit of the Account field to determine if a condition
is TRUE.
Example: BSEG-HKONT :1-3:
The system checks only the first three digits of the Account field to determine if a
condition is TRUE.
Example: BSEG-HKONT: 3-:
The system checks from digit 3 to the end of Account field to determine if a condition
is TRUE.
o 4. Compare text patterns in your statements using the LIKE keyword.
Example: BSEG-KOSTL LIKE *3*3
Within text pattern searches, you can also use the + sign to represent a single character.

Lesson 3 Definition and Execution of Substitution in Financial Accounting

Substitution permits the customer-specific enhancement (substitution) of certain field contents.

Substitution consists of several steps (up to 999 are possible), each with two parts:
o Prerequisite
o Replacement
If the prerequisite is satisfied (TRUE), substitution is performed.
For each of the fields you selected, a dialog box appears in which you can define the substitution
method. You can choose between:
o Constant value
o Exit
o Field-field assignment
You can then later enter a constant value, the name of an exit to be carried out at runtime or the
name of a field, the content of which is to be used for the substitution.
A substitution step contains the following components:
o Prerequisite
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The prerequisite statement establishes which conditions must be fulfilled before the
substitution can be performed. If the prerequisite statement not fulfilled (false), the
transaction is continued without substitution. If the prerequisite statement is true, the
transaction is continued with the substituted value(s).
o Substitution value(s)
The substitution value is a numerical value or a string of letters that replaces the value
entered. A single substitution process can replace more than one value.

Lesson 4 Additional Technique for Substitution/Validation

A rule is a logical statement that you can use in a prerequisite statement, a check, or another rule.
A rule permits complex logic to be summarized; it can be reused. Technically, a rule is nothing more
than, for example, a prerequisite or check of a validation.
The rule name can be a maximum of 11 characters long.
A set is a flexible data structure for mapping ordered amounts and hierarchies. Sets are maintained
and administrated centrally.
They are used in almost every component of the FI-SL system: in Boolean logical formulas in
validation, substitution and ledger selection, during allocation (assessment / distribution), in
planning, in roll-ups, in currency conversion, and so on.
To improve system performance, you should use basic or single-dimension sets rather than long lists
of Boolean statements or user exits.
You can use multisets (a combination of sets for various fields [dimensions]) to execute crossvalidation with values of different characteristics.

Lesson 5 Validation Rule for Account Assignment combination

With introduction of new validation rule for account assignment, now we can do following
o The validation is not scenario-dependent.e.g you want to check / validate the presence of a
segment this is performed without checking if the scenario Segmentation (FIN_SEGM) is
assigned to a ledger.
o In the application, the validations for account assignment combinations are checked when
simulating the FI documents, not during posting.
o The validation accesses the entry view and not the general ledger view (just as transaction
code OB28).
Invalid account assignment combinations = Non-valid combinations
Valid account assignment combinations = Valid combinations
The validation type specifies whether the defined rules or account assignment entries are to be
checked with regard to their validity. It also specifies how the system is to interpret the rule later.

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Unit 12 FI Archiving
Lesson 1 Basics of Parking Documents

Data archiving in SAP lets you safely remove application data that is no longer required for day-today activities from the database. This transferred data is saved to archive files that can be accessed at
a later time. The result is a lean database that can be administered efficiently and inexpensively.
Data archiving is the consistent transfer of data objects from SAP system database tables; all the
table entries that characterize a data object are written to an archive file outside the database.
Business consistency is ensured by SAP archiving programs that, based on archiving objects, store
all relevant table entries together elsewhere.
Data is archived in online mode, in other words, the system does not have to be shut down during
archiving.
Archiving is not
o Reorganization because during database reorganization, data is removed from and loaded
back into the database to optimize the physical distribution of data on the hard disk.
o A backup means storing the contents of the database to avoid data loss in case of system
failures. The goal is to restore the database as closely as possible to the condition it was in
before the failure. Backups are generally made at fixed intervals and according to a fixed
procedure. Reloading the saved data is called restoring.
o The storage of documents is generally considered to be the electronic storage and
administration of documents on storage systems outside of the SAP system. The documents
are transferred to a document storage system; the SAP system then contains a link pointing to
the externally stored document and permitting access.
o Only data from completed business processes can be archived. Test data seldom reaches this
status.

Data must be archived in such a manner that it can be called up at any time for queries. These
queries can come from, for example, tax authorities.
Data is archived independently of the version of the hardware and software (metadata is stored). In
this way, archived data can be easily called up, even after a system upgrade.
The actual data archiving process has three steps:
o Generating the archive file(s): In the first step, the write program generates one (or more)
archive file(s). Then the data to be archived is read from the database and written to the
archive file(s).
o Storing the archive file(s): After the write program has finished generating the archive files,
they can be stored.
o Deleting data: The deletion program first reads the data in the archive file and then deletes
the corresponding records from the database.
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Lesson 2 Preparatory Activities System Settings

A central element in data archiving is the archiving object. It defines the smallest unit that can be
archived in and deleted from the database in its entirety and describes how and which database
objects must be accessed to completely archive a business object.
An archiving object is basically made up of three components:
o Data declaration part
o Customizing settings
o Programs
The data declaration part describes all the relevant database objects that characterize an application
object.
The Customizing settings are used to set archiving object-specific parameters for an archiving
procedure.
Among other things, archiving object programs include:
o A write program that writes the data objects sequentially in the archive files,
o A deletion program that deletes from the database all the data objects that could be read in
the archive file beforehand, and
o A display program that permits archived data objects to be read.

Step 1: Basis Customizing

In Basis Customizing (transaction FILE), a logical file path is defined if one does not already exist as
a global path for data archiving and a physical path is assigned to it. The logical path is used merely
as a bookmark for the physical path that is generated at runtime. (This is executed by Basis Support /
System Administration employees.)
Step 2: Cross-Archiving Object Customizing
The parameters set here apply to all application and archiving objects for using all archiving objects.
Therefore, these settings are executed by the Basis administrator.
Information provided by the data archiving monitor includes:
- Overview of all archiving objects that have run
- Detailed information about the individual archiving procedures
- Progress bars while processing archive files
- help analyzing open alerts
Step 3: Archiving Object-Specific Customizing
The parameters that can be set here apply only to the corresponding archiving object. In archiving
object-specific Customizing, settings for the deletion program are maintained in addition to a logical
file name for the specific archiving object.
Here, you can set whether the deletion program is to be executed automatically after an archive file
is generated. Among other things, one variant each for the test run and the production run is created
and the maximum size of an archive file is specified in this area.
Basic logic is used in the programs for archiving Financial Accounting data. It should, for instance,
only be possible to remove master data from the system if a deletion indicator has been set in the
master record from the application side. In this way, it can be ascertained that a master record is no
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longer required by the department and is thus available for archiving or is scheduled for archiving
according to the wishes of the department.

Deletion indicators can/must be set for customers/vendors not only in FI, but also in MM/SD.
In the case of customers/vendors, there are also validations for:
o - Customer = ?vendor
o - Alternative payee
You can specify the minimum runtime for accounts in days in Customizing. When documents are
archived, a check is made whether this minimum runtime has been maintained.
You should determine the minimum runtime of documents, depending on either the account type or
the account, if all the accounts of an account type or if certain accounts are of interest.
You can specify the minimum runtime in days depending on the document type in Customizing.
When documents are archived, a check is made whether this minimum runtime has been maintained.
If there is no entry or if a runtime value is empty, the system uses a minimum runtime of 9999 days.
The data relevant for specifying the document runtime are the posting date (the clearing date in the
case of open item-managed accounts) and the key date for the archiving procedure. The
correspondingly longer definition of the runtime (document types / account types) determines how
long the document resides in the system.

Lesson 3 Executing Archiving in Financial Accounting Using example

Generally, the documents are archived first (due to the checks executed during archiving). If these
are removed from the system, the transaction figures are archived, followed by the master data.
However, you can also archive only documents over the long term, for example.
The specific archiving procedure is scheduled and processed as a background job. It selects the data
objects from the database. The constraints that characterize a data object are considered here. Then
every data object is checked whether it may be archived. If so, the data object is written to the
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archive file. If Customizing is set so the deletion program is to run automatically, the associated
deletion procedure is started automatically when a file is closed.
An archiving procedure is scheduled using transaction SARA by pressing the Write pushbutton. This
is divided into 4 steps:
o Create an archiving variant
o Specify the execution user
o Specify the start time
o Define the spool parameters
The data that are to be archived for the selected archiving object are specified in the archiving
variants. As a rule, archiving variants can be reused only if the associated jobs are deleted. The
definition of the variant must also include whether a test run or a productive run is involved.
In FI, for example, you can archive master records, documents, and transaction figures. You can
make the archived data available again using retrieval programs. During every archiving procedure,
the system generates administration data with information about the archived/regenerated data.
Various system administration tools are available to monitor archiving procedures:
o Background processing tools
Job logs
Spool lists (if generated)
o System monitoring tools
Monitor for data archiving in the CCMS monitor sets
The default log contains the number of archived data objects, the affected tables, the number of
processed table entries and the file sizes. In application-specific logs, the archiving contents can be
defined down to the document level.
The document header must fulfill the following criteria before it can be archived:
o The document type runtime must have been exceeded.
o The document must have been in the system for longer than the minimum number of days
(minimum duration).
o Documents with a withholding tax remain in the system for at least 455 days.
o Recurring, parked, or sample documents are not taken into account.
The document position must fulfill the following criteria before it can be archived:
o The document must no longer contain open items. The system takes into account only
cleared items or those without open item management.
o The account type runtime must have been exceeded.
For the runtimes, a key date is used as a reference date; this can be specified for every program run.
If no explicit key data is provided, it is set to the current execution date.
The most important requirement for archiving user data is that this data belongs to completed
transactions/periods and are thus no longer required for current business processes. However, it may
happen that this data needs to be accessed even after archiving, such as in the case of a complaint,
for evaluations or for internal or external revisions.
The Archive Development Kit (ADK) stores the data in such a manner that read access is possible at
any time. A requirement for this is the existence of suitable reading programs that are provided by
the corresponding archiving object. They are used to read the archived data objects according to the
selection criteria and to display them in a form suitable for the user. FI provides very user-friendly
access to previously archived data. Users are asked whether they also want to view the archived data.
If so, the display is as user-friendly as access to data located in the system.
A transaction figure is the total number of postings on an account in debit or credit. In the SAP
system, one transaction figure is usually maintained for credit and one for debit for each account.
The financial statement of the company code is created according to these transaction figures.
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Transaction figures can be archived only if periods open for posting are no longer in the period to be
archived. The periods for posting must be closed for the entire period to be archived.
G/L accounts, customers, vendors, and bank data can be archived in Financial Accounting if the
department agrees and the legal requirements have been fulfilled. If a master record is no longer
required for postings by the department, a posting block is usually set as a first step. If this master
record is not required for a long time, the deletion flag is set. The deletion flag shows a user who is
processing the master record that this master record has been flagged for deletion. The deletion flag
is one of the requirements that are checked by the system before master data are archived. This
ensures that the department has no objections against archiving the master data. Therefore, it should
be carefully checked which employees can receive the authorization for setting deletion flags when
issuing these authorizations.

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