Chapter 1 Introduction To SAP

CHAPTER 5 GL TRANSACTION POSTINGS & REPORTS
Table of Contents
1. GL Transactions Posting ................................................................................. 2
1.1 GL Document posting – F-02 .......................................................................... 2
1.2 GL Document posting using Enjoy Transaction – FB50 .................................. 4
1.3 Post Document with Reference ....................................................................... 5
2. Display Document (FB03) ............................................................................... 6
3. Reversal of GL entry (FB08) ........................................................................... 8
4. Hold Documents ............................................................................................ 10
5. Park Documents ............................................................................................ 13
6. Sample Documents ....................................................................................... 14
7. Recurring Documents.................................................................................... 16
8. GL Reports .................................................................................................... 23
9. GL Account Balance Display ......................................................................... 28
1 venkat.emani@yahoo.com
1 GL Transactions Posting
1.1 GL Document posting – F-02
Via Menus Accounting  Financial Accounting  General Ledger  Posting 

General Posting
Via Transaction Code F-02
Enter information in the fields as specified below:
Press ENTER
Press ENTER.
Press ENTER.
Select Document Simulate
Click on
Message: Document 1000000001 posted in Company code 1009
1.2 GL Document posting using Enjoy Transaction – FB50

Via Menus Accounting  Financial Accounting  General Ledger
 Document Entry  Enter General Ledger Document
Via Transaction Code FB50
2
Click on and provide company code
From Menu, Select Document Simulation
Click on Message: Document 1000000003 was posted in company code 1009
2.1 Post Document with Reference
Via Menus Accounting  Financial Accounting  General Ledger 

Document Entry  Enter General Ledger Document
This transaction helps to post a new accounting document using a previously posted
document as reference. You can use this functionality to speed up the data entry.
Prerequisite: You must have posted some documents already
Select Go to from menu  Select Post with reference.
Give reference Document number details and
Select
Press Enter and give amount and text as required for both Debit and Credit lines.
Save
Message: Document no. 1000000004 posted in company code 1009
3 Display Document (FB03)
To view documents posted by you only – tick „own documents only‟

In SAP R/3 system FI document is uniquely identified by a combination of (Document
Number+ Company code+ Fiscal year.)
Via Menus Accounting Financial Accounting General Ledger

Document Display
Enter information in the fields as specified in the table below:
Note:
If you do not know the specific document or reference number you wish to display, click on
the Document List button , enter the parameters that you do know, as
follows:
Click on to go to Dynamic selection input screen.
Press execute button to display list, the following document list appears:
Double click on the document number to view document.
On the screen “Document Overview” (shown above,) you will see all line items for the
document. If you wish to see more details for a specific line item, double-click on it. You
may also click on the Document Header icon or hit F5 to see the header information
for the document. If you desire to make changes to the document, click the Display->
Change icon or hit Shift + F1. In order to return to the “Document Overview” screen, click
on the Overview icon or click on the back icon.
To return to the “Display Document: Initial Screen”, click on the back icon or press
F3.
4 Reversal of GL entry (FB08)
Trigger: An incorrect document has been entered into the system. This BPP describes
the procedures to process a reversing document entry (for GL, AP and AR documents).

Document  Reverse  Individual Reversal
On screen “Reverse Document: Header data”, enter information in the fields as specified in
the table below:
You can select the option to verify that the document you chose
to reverse is the correct document. You must select to return to the previous screen to
either save the reversal entry or abort the reversing procedure.
Post the reversing document by selecting Document  Post or the Save icon. The
system generates a reversing document posting the proper reversing debit and credit
amounts. You will receive a message at the bottom of the screen stating “Document
1000000002 was posted in company code 1009”.
4.1 Creating Reasons for Reversals

Via Menus IMG Financial Accounting(New)  General Ledger(New) 
Business Transactions  Adjustment Posting/Reverse  Define
reasons for Reversal
Select
Click on
5 Hold Documents
If you want to hold the document temporarily e.g. when you are not sure about the details to
be entered in the documents you can hold the document and continue when you get the
required details.

After entering some of the details in FB50, select Document from menu and select Hold
Select Message
Competing and Posting a Held Document at a later stage
Select Edit Select Held Document
Give your held document number
Select and give the complete details
Save
Message: Document 1000000004 was posted in company code 1009
Note: Error while holding the Document
In case if you get the below error while holding Document
Go to transaction SE38 and give program name RFTMPBLU
Execute and select the check box in the below screen
Execute
Message
6 Park Documents

Message

Document  Parked Document  Post/Delete
Via Transaction Code FBV0
Give Parked Document number
Press Enter
Save
Message: Document 1000000005 was posted in company code 1009
7 Sample Documents
Before configuration and execution of Sample documents, please the number range
required is in place.
Go to FBN1 and give company code

Document Entry  Reference Documents  Sample Document
Via Transaction Code F-01
Enter details like below
Save Message: Document 9900000001 was stored in company code 1009

Posting a Document using Sample Document as reference
Use transaction FB50 and select from menu Go to Post with reference
and give Sample document number in below screen
Press Enter and Save

Note: Document will be posted same as Sample document, if you want you can change the
details
Message : Document 1000000007 was posted in company code 1009.
8 Recurring Documents
Before configuration and execution of recurring documents, please the number range
required is in place
Go to FBN1 and give company code
1.1 Defining Run Schedule

Via Menus IMG  Financial Accounting(New)  Financial Accounting Global
Settings  Document  Recurring Entries  Define Run Schedule
Via Transaction Code OBC1
Select new entries and give schedule name and description
Select
Save
1.2 Enter Run dates
Via Menus IMG  Financial Accounting(New)  Financial Accounting

Global Settings  Document  Recurring Entries  Enter
Run Dates
Via Transaction Code OBC2
Select Run Schedule
Select
Save
1.3 Create Recurring Document

Document Entry  Reference Documents  Recurring
Document
Via Transaction Code FBD1
Update below details:
Press ENTER
Press ENTER
Press ENTER
Click on
Message: Document 8800000001 was stored in company code 1009.
1.4 View Recurring Document

Periodic Processing Recurring Entries  F.15 Lists
Via Transaction Code F.15
Provide below details:
Click on
1.5 Execute Recurring Document

Periodic Processing Recurring Entries  F.14 Execute
Via Transaction Code F.14
To post recurring entry in a period/s, you can execute this transaction. Provide
below details and execute.
In this example, entries to be posted from January to July 2011.
Click on
System message
To execute the session created above go to SystemServicesBatch Input Sessions
Select the job and click on
Select Display errors and Process in the below screen.
Message: Processing of batch input session completed.
Select “Exit batch input”
We can go to FBL3N and see entries posted in GL Account in involved in Recurring

Entries.
9 GL Reports
If an account contains a lot of items, you should limit the selection to particular items in
order to improve system performance. To do this, you use selection criteria.
9.1 GL Account Line item Display

Via Menus Accounting Financial Accounting GL Account
Display/Change Line Items
Via Transaction Code FBL3N
On the screen “GL Line Item Display”, enter information in the fields as specified in the
table below:
Click on the “Execute” icon to display the line items. The following screen will be
displayed.
If there are other fields that need to be displayed you can pick and choose those fields by
changing the variant. Such fields may include Reference key1, amount in local currency,
invoice reference, etc. Click on the “Change Layout” icon to access the screen shown
below. Click on the box to the left of the desired field(s) under the „Hidden Fields‟ column
on the right and use the arrow to bring that field to the left hand column. You may also
change the order of the columns to be displayed by changing the position („Pos.‟) number
of the column. Note, however, that all selected fields may not be displayed on the screen if
the total character length is longer than the screen allows. If this is the case, then remove
the undesired fields from the variant. Click on . This will bring the additional
fields into the display screen.
The new layout appears as below:
Go to Settings  Layout  Save. New pop up comes up

Save this new variant for future use by clicking on “Save Layout” icon. The following
pop-up box will appear and you will need to type in the name of the new display variant and
a description.
Click on the to save the newly created variant. You will see the following
message at the bottom of the screen
From the screen „GL Line Item Display‟ you can access the individual documents by
double-clicking on the document number. The first line item of the document will be
displayed. To see an overview of the document, with all line items listed, click on the
“Overview” icon.
Document Overview appears as below:
Within the document, there are certain fields that can be changed. To go from the display
mode to the change mode, click on the line item you want to change, then click on the
“Change” icon. The fields that can be changed will appear in white as shown on the
following screen.( Red color in the screenshot)
The changed data appears as below
After making any necessary changes, click on Save or Cntrl+S. You will see the
following message at the bottom of the screen.
There is a lot of functionality within the “GL Line Item Display” transaction. For example,
you can sort and/or sub-total by particular fields. The key, however, is to manipulate the
selection criteria so you can better control exactly what is shown on the screen.
To exit the „GL Line Item Display‟ transaction, press Exit or Shift + F3.
In case the user wants to have the default layout every time he goes to FBL3N, please
proceed as below:
Via Menus AccountingFinancial AccountingGeneral

LedgerEnvironmentUser parameters FB00 Editing options
Select tab Page and click on it
In G/L Account Layout attach the newly created layout.
 With this for each user each time he views the report FBL5N, the layout would be
the one attached here in this FB00.
 The same way layouts can be created and attached for Open item reports also.
Click on icon. You will observe a message.
Go to optionChange user master
Press F3 to exit the report.
10 GL Account Balance Display
General Ledger balance per period for entire year.
Via Menus Accounting Financial Accounting General Ledger

Account FS10N: Display Balances
Via Transaction Code FS10N
On the screen, “GL Balance Display”, enter information in the fields as specified in the table
below.
Click on to have multiple selection criteria as shown in the above sub-screen. Click on
the “Execute” icon to display the line items. The following screen will be displayed.
Period 1-12 are the Jan to Dec. And 13-16 are special periods.
Double click in an amount field to see the detail line items associated with that balance. It
is important to note, however, that the line items displayed depend upon in which field you
double-clicked. For example, if you double-clicked on the „Credit‟ field, you will only see the
credits posted to the account in that period.
Click on to get only the summary
Click on to expand the details of a summary. These options are available in Most of the
SAP standard reports.
To view all of the line items associated with the period balance, double click in the
„Cumulative Balance‟ field
From the screen “GL Line Item Display”, all of the features of transaction FBL5N,
Display/Change GL Line Items, are possible from this point. For example, you have the
ability to change certain fields in the document, change the display variant, view additional
data on this customer. The report as per user variant /SNA can selected
To view a prior Period, press Back or F3. Use to go to left/right screens

To exit the „GL Line Item Display‟ transaction, press Exit or Shift + F3.

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CHAPTER 5 GL TRANSACTION POSTINGS & REPORTS

1.1 GL Document posting – F-02

Via Menus Accounting  Financial Accounting  General Ledger  Posting 

Select Document Simulate

1.2 GL Document posting using Enjoy Transaction – FB50

Click on and provide company code

From Menu, Select Document Simulation

Click on Message: Document 1000000003 was posted in company code 1009

2.1 Post Document with Reference

Via Menus Accounting  Financial Accounting  General Ledger 

Give reference Document number details and

Message: Document no. 1000000004 posted in company code 1009

3 Display Document (FB03)

To view documents posted by you only – tick „own documents only‟

Via Menus Accounting Financial Accounting General Ledger

Click on to go to Dynamic selection input screen.

Double click on the document number to view document.

on the Overview icon or click on the back icon.

4 Reversal of GL entry (FB08)

Via Menus Accounting  Financial Accounting  General Ledger 

4.1 Creating Reasons for Reversals

Via Menus Accounting  Financial Accounting  General Ledger 

Competing and Posting a Held Document at a later stage

Select Edit Select Held Document

Give your held document number

Select and give the complete details

Go to transaction SE38 and give program name RFTMPBLU

Execute and select the check box in the below screen

Via Menus Accounting  Financial Accounting  General Ledger 

Via Menus Accounting  Financial Accounting  General Ledger 

Give Parked Document number

Message: Document 1000000005 was posted in company code 1009

Go to FBN1 and give company code

Via Menus Accounting  Financial Accounting  General Ledger 

Enter details like below

Save Message: Document 9900000001 was stored in company code 1009

and give Sample document number in below screen

Press Enter and Save

Message : Document 1000000007 was posted in company code 1009.

1.1 Defining Run Schedule

Select new entries and give schedule name and description

1.2 Enter Run dates

Via Menus IMG  Financial Accounting(New)  Financial Accounting

Select Run Schedule

1.3 Create Recurring Document

Via Menus Accounting  Financial Accounting  General Ledger 

1.4 View Recurring Document

Via Menus Accounting  Financial Accounting  General Ledger 

Provide below details:

1.5 Execute Recurring Document

Via Menus Accounting  Financial Accounting  General Ledger 

In this example, entries to be posted from January to July 2011.

To execute the session created above go to SystemServicesBatch Input Sessions

Select the job and click on

Select Display errors and Process in the below screen.

Message: Processing of batch input session completed.

Select “Exit batch input”

We can go to FBL3N and see entries posted in GL Account in involved in Recurring

9.1 GL Account Line item Display

The new layout appears as below:

Go to Settings  Layout  Save. New pop up comes up

Document Overview appears as below:

The changed data appears as below