FIGL 200 Manual

General Ledger Accounting
FIGL 200
http://www.purdue.edu/onepurduehelp
G/L Accounting
Course Content
Introduction Unit 1 FI, FM, and CO Overview Unit 2 Master Data Unit 3 Document Handling Unit 4 Reversing Documents Unit 5 Create Recurring Entries Unit 6 Create Accrual Entries Unit 7 Additional Features of Document Processing Course Summary
G/L Accounting
Course Objectives (1)

You will be able to:
Explain the differences between FI, CO and FM Display various general ledger master records Execute general ledger account listings Park, create and maintain G/L documents Display G/L line items and balances Reverse G/L documents Drilldown from the G/L account to the line items
G/L Accounting
Course Objectives (2)

You will be able to:
Create and process recurring entries Create account assignment templates Create and reverse accrual entries Utilize features within the document entry programs
G/L Accounting
Prerequisites and Roles
Prerequisites:
SAP Overview & Navigation NAV 050 FI/CO FM Process Overview FICOFM 100
Roles:
G/L Accountants Accounting Clerks
G/L Accounting
Benefits
Purchasing, A/P and G/L Integrated

Real-time update of G/L Less reconciliation required
Less time spent resolving issues

Increase in automated entries Streamlining of process
Online visibility to document flow

Can track entries to originator for quick resolution
Common master data
G/L Accounting
Unit 1 FI, CO and FM Overview
Topic 1: FI, CO and FM
G/L Accounting
Unit Objectives
At the end of this unit you will:

Describe the difference between FI, FM, and CO Describe the purpose of Financial Accounting (FI), Funds Management (FM), and Controlling (CO) Explain the OnePurdue Enterprise Structure
G/L Accounting
Key Attribute Changes in OnePurdue

Legacy System
Loosely organized group of computer systems that allow the University to do business. Many are 20-30 years old. Processing is time delayed (batch environment) based on the system and the data needed to accomplish a given task. Data from Legacy systems is often incompatible and requires special treatment to be used by other systems.
OnePurdue System
Tightly organized set of flexible usercentric applications that integrate all Purdue enterprise data, information and processes. Processing for most transactions is immediate or real time".
Single data repository for all Purdue enterprise data.
G/L Accounting
OnePurdue Key Components
BW
PM
TR
GM PS CD CM
FI
WM SRM MM
New Dimension Components
PS
CO
HR
FM
OnePurdue Core Components
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BW SRM PM WM MM TR PS HR GM PSCD CM FI CO FM
Business Warehouse Supplier Relationship Management Plant Maintenance Warehouse Management Materials Management Treasury Project Systems Human Resources Grants Management Public Sector Collections and Disbursements Campus Management Financial Accounting Controlling Funds Management
G/L Accounting
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Financial Accounting (FI)

General Ledger Accounting (GL) Provides a comprehensive picture of external accounting utilizing general ledger accounts. Accounts Payable (AP) Manages accounting transactions for vendors. It is also an integral part of the purchasing system. Accounts Receivable (AR) Records and manages accounting transactions for all customers (sponsors). It is also an integral part of grants management. Asset Accounting (AA) Manages assets from acquisition through retirement. The system calculates depreciation, interest and other values.
FI
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G/L Accounting
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Financial Accounting manages all information in OnePurdue according to legal requirements (GASB, GAAP, NACUBO, etc)
General Ledger Accounting Accounts Payable Accounting Accounts Receivable Accounting Public Sector Collections and Disbursements Asset Accounting Treasury (Bank Accounting)
Financial Accounting records total asset, liability, Net Assets, expense/revenue by G/L account number, company code, fund, functional area, and business area
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GASB Governmental Accounting Standards Board GAAP Generally Accepted Accounting Principles NACUBO National Association College and University Business Officers
G/L Accounting
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Financial Accounting
FI tracks what expenses/revenues occurred through a general ledger account number, business area and fund
Detail Line Items
Account Balance
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The general ledger stores all transaction figures by G/L account number only. This is all that is required for the trial balance.
G/L Accounting
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Controlling

Cost Center Accounting (CCA) An area of responsibility for tracking revenue and expense by department Orders Orders are a cost collector. Used to monitor costs. Orders include:
Real internal orders (Cont. Ed. & Conferences) Statistical internal orders (DREF) Work orders (WL - EWOTS)
CO
WBS Elements Used for larger capital projects like buildings
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G/L Accounting
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Controlling (CO)
The Controlling module captures a companys flow of revenue and expenses.
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Controlling
CO tracks where the expenses/revenues occurred through a Cost Center, Internal Order or WBS Element Purdue will not utilize the cost center reporting in CO. Fund center reports will be utilized
Total Expense by Account and Order

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Unlike FI, Controlling breaks down the transactions figures for reporting. This is accomplished using Cost Centers, Internal Orders and WBS Elements.
G/L Accounting
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Funds Management (FM)
Funds Accounting FM provides a budgetary, actual and commitment, view of transactions by fund, fund center, funded program, commitment item and functional area. Budgetary Controls FM controls the commitment and spending of funds. Budget Execution FM supports budget execution, including reporting and monitoring of actual and commitment activity. Budgetary Basis Reporting FM is the module for public sector budgetary and financial reporting requirements
FM
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FM supports budgetary controls over committing and spending funds. FM supports budget execution, including reporting and monitoring of actual activity. FM provides a budgetary view (actuals + commitments) of transactions by fund, program, organization, and nature of expense, revenue or budget. FM is an additional component vital to meeting the requirements of public sector budgetary and financial reporting requirements
G/L Accounting
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Funds Management provides a budgetary, actual and commitment, view of transactions by:
Fund Funds Center Funded Program Commitment Item Functional Area Grant
Fund Accounting or Funds Management - the fund and funds center to which the commitment is posted Cost Center and Funds Center are linked by common numbering. If the cost center number is 4030004002, the funds center number is 4030004002
When you buy goods or services, they are charged to a cost center and at the same time a commitment is made to a funds center
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Funds Management
FM tracks where the costs; actuals and commitments have been encumbered by funds center and by fund
Total by fund and funds center
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Key Terminology Changes

Before OnePurdue
Database, Mainframe Program, Screen, Window, Process Tree Menu, Nav Menu Object Code Campus Fund Department Vendors, Customers Project Functional Class Client Transaction Code SAP Easy Access Menu G/L Account, Cost Element, Commitment Item Business Area Fund Cost Center/ Funds Center Business Partner Funded program/Real Internal Order/Fund Functional Area
In OnePurdue
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Key Terminology for Financials

OnePurdue Term
Fund Funds Center Funded Program
Definition
A fund represents the lowest level source of funding required for budgeting and monitoring. Funds centers represent the organizational areas of responsibility for budgetary monitoring and reporting. The funded program is used for detailed budgeting and expenditure control of temporary, discrete groups of activities. Represents budget classifications of revenues and expenditures in the Funds Management module. There is a one to one relationship with a G/L Account. Used to classify budget and actual data by function for management reporting purposes. An object used to maintain details such as terms and conditions of funding and administration of a sponsors award.
Commitment Item Functional Area Grant
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Functional Area is used to classify budget and actual data by function for Management reporting purposes. Commitment Items represent budget classifications of revenues and expenditures in the Funds Management Module. Commitment items are linked to the G/L account in FI and the revenue and cost elements in CO. With this link, transactions posted to the G/L account or revenue or cost elements are posted automatically to FM. Commitment Items also can be arranged in a multi-level hierarchy where the top nodes are defined for reporting and/or controlling levels. Funds Center represents the lowest level area of responsibility for budgetary monitoring and controlling costs by area of responsibility. Funds centers can be arranged in a multilevel hierarchy where a parent-child relationship is defined for reporting and/or controlling levels. Fund Centers will have a one-to-one relationship with cost centers. An organizational unit within the Funds Management (FM) Module. Funded Program enables an organization to record budget, control postings, and monitor the performance of internal projects; it can vary from simple activities to complex projects, can cross fiscal years, funding sources, and organizational units. Funded program tracks budget for non-recurring projects or programs that are funded by multiple fund centers. The company will set up Funded Program for internal orders. Funded program should provide a level of detail that will allow appropriate budgetary control and internal/external management information. It provides the means to budget internal orders.
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OnePurdue Terminology and Definitions

Term
Business Area
Description
Business Area in OnePurdue identifies the campus that owns the transaction. It enables financial reporting by campus. The equivalent of a G/L account within Controlling (CO). Revenue and expenses posted to a G/L account are automatically posted to CO via the cost element of the same number. (office supplies = 524125) An organizational unit in OnePurdue that defines the location where a cost is incurred such as a department. A cost collector in OnePurdue used to monitor costs. Includes: Real Internal Orders, Statistical Internal Orders, Work Orders A capital project Example: construction of a new building on campus
Cost Element
Cost Center Order
WBS Element
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Enterprise Structure and Financial Master Data

FI (Financial) Company Code (3 Characters) Business Area (2 Characters) G/L Account (6 Characters) CO (Controlling) Controlling Area (3 Characters) Business Area (2 Characters) Cost Element (6 Characters) Commitment Item (6 Characters) Fund (8 Characters) Cost Center (10 Characters) Internal Order WBS Elements Functional Area (4 Characters) Funds Center (10 Characters) Funded Program (10 Characters) Functional Area (4 Characters) Grant (6 Characters) Grant (6 Characters) FM (Funds Management) Financial Mgmt Area (3 Characters) Business Area (2 Characters) Sponsored Class (5 Characters) Fund (8 Characters) Funds Center (10 Characters) Sponsored Program (10 Characters) GM (Grants Management)
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Enterprise Structure Basics

FI (Financial)
Company Code (3 Characters)
CO (Controlling)
Controlling Area (3 Characters)
FM (Funds Management)
Funds Mgmt Area (3 Characters)
In OnePurdue
Company Code = PUR A legal entity (a balanced set of books) Controlling Area = PUR Captures a companys flow of revenue and expenses Funds Management (FM) Area = PUR Represents the Universitys actual spending compared to budget
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Business Area
FI
(Financial)
CO
(Controlling)
Business Area (2 Characters)
Business Area (2 Characters)
Purdue University has four Business Areas each representing a campus. 10 = Calumet 20 = Fort Wayne 30 = North Central 40 = West Lafayette
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FI, CO and FM Integration
FI
Financial Accounting Company Code
CO
Management Reporting
FM
Funds Management
DATA
Controlling Area Cost Center Internal Order Primary and Secondary Cost Elements
DATA
Financial Management Area Funds Center Fund Commitment Items
Business Area General Ledger Accounts
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FI is used for statutory reporting and provides balance sheets and income statements by both company code and business area. FM is used for commitment accounting where the budget controls are established CO is used for management reporting, this is the module where certain cost allocations performed for internal reporting and reports for internal orders are generated, including statistical internal orders. Because a transaction is posted to the FI, FM, and CO modules at the same time. FI, FM, and CO fields are required to enable posting in the modules.
G/L Accounting
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Unit Review
You are now able to:
Describe the difference between FI, FM, and CO Describe the purpose of Financial Accounting (FI), Funds Management (FM), and Controlling (CO) Explain the OnePurdue Enterprise Structure
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Unit 2 Master Data
Topic 1: Master Data Topic 2: Chart of accounts listings and reports
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Unit Objectives

Explain OnePurdue Master Data Look up G/L accounts Display and run report on G/L accounts
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Before OnePurdue
Object Code Accounts Payable, Accounts Receivable and Asset trade accounts Revenue, Expense Fund Addition and Fund Deduction Clearing Accounts Audit Trail
In OnePurdue
G/L Account/Commitment Item Reconciliation Account P&L (Profit & Loss) Accounts Open Item Managed G/L accounts Audit Trail
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Pending / Clearing Accounts = Open Item Managed G/L accounts
G/L Accounting
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Key Process Changes

Before OnePurdue
Object code is five digits
In OnePurdue
GL account is six digits Manual journal entries parked in real time decentralized. Posting is still centralized. Accounts handled differently in different modules (GM, FM, CO, FI) Integration with A/P and Purchasing. Entries automatically posted at transaction time
Manual journal entries posted centrally All GL accounts handled on same system (FMIS) Some A/P and Purchasing postings were posted using on-line entry.
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Topic 1: Master Data
Master Data Integration General Ledger Master Records
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Master Data: Financial Accounting (FI)
GL Accounts make up the GL specific master data FI master data is integrated with master data from other areas of One Purdue
Vendor master Customer Master (Sponsor)
Master Record Vendor/ Customer
General Ledger (GL) Accounts

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GL account master data is comprised of Chart of Accounts Account Group (groups like g/l accounts together) GL account master data is assigned per company code which controls the entry of data to the account and the management of the account. The Chart of Accounts contains the accounts that are valid within a company code. Vendor master data funnels information from SRM to FI Accounts Payable. Customer master data funnels information from GM to FI Accounts Receivable Material master data funnels information from SRM to FI for invoice postings.
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Master Data
Data that is shared across applications:

General Ledger Accounts Vendor Customer (Business Partner) Cost Centers Internal Orders Material (Part #) Asset
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Account Relationship (Master Data)
Financial
FI Accounting
General Ledger Account 524125 Office Supplies
DATA
CO
Revenue and Expense Collector
FM
Commitment Accounting
Cost Element 524125 Office Supplies

DATA
Commitment Item 524125 Office Supplies
Note: The number of the GL account, cost element and commitment item remains the same 524125! This is not always the case (asset numbers are different).
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FI Object Codes are now called general ledger Accounts in OnePurdue Transactions are posted in FI through the general ledger account A general ledger account has a corresponding commitment item in FM and a PCE (Primary Cost Element) in CO General ledger accounts represent the WHAT of a transaction in CO. Office supplies = 524125 NOTE: Not all general ledger accounts have a one-to-one corresponding commitment item.
G/L Accounting
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G/L Master Data
All accounts used by Purdue are in Chart of Accounts CPUR G/L accounts have corresponding commitment items in Funds Management (not always one-to-one) Revenue & expense accounts in G/L have an associated cost element in CO Postings to the general ledger flow to CO through a cost element and to a commitment item in FM
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G/L Accounting
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G/L Master Data
Postings to P&L G/L accounts that have an associated cost/revenue element require a cost center, WBS element, or internal order Postings to A/P flow to the general ledger through a reconciliation account setup in the vendor or customer master record Automatic posting accounts are set up to prevent the general ledger from getting out of sync with the subsystems
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G/L Accounting
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FI-G/L Chart of Accounts
Organized listing of all G/L accounts required to support financial management reporting In OnePurdue, G/L account ranges are as follows: FMIS (Legacy) OnePurdue
1YYYYY 2YYYYY 3YYYYY 4YYYYY 5YYYYY 4YYYYY 5YYYYY Assets Liabilities Net Assets Revenue Expense Budgeted Income Budgeted Expense
1-xxxx 2-xxxx 3-xxxx 4-xxxx 5-xxxx 6-xxxx 7-xxxx
Assets Liabilities Net Assets Revenue Expense Budgeted Revenue Budgeted Expense
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A company code can belong to only one chart of accounts. Purdue uses one chart of AccountsCPUR, therefore, company code PUR is assigned to chart of accounts CPUR Accounts starting with 1, 2, & 3 only in the FI module (Balance Sheet) Accounts starting with 4 & 5 exist in both FI, FM, & CO modules (P&L)
G/L Accounting
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Lookup a G/L Account FS00
Used when there is a need or desire to display a G/L account because a user may not be familiar with the G/L account number displayed on a report or document Displays the G/L account and the account attributes that have been defined Will indicate if balance sheet or Income/Expense account
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Input Fields: G/L account: Key in the 6-digit number of the G/L account Company code: Enter the Company code, it is always PUR
G/L Accounting
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Lookup a P&L Account FS00
Enter the G/L Account number (beginning with a 4 or 5) and the Company Code
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G/L Accounting
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G/L Account Display Important Fields
Determine if an account is:

Balance Sheet or P&L Reconciliation Account Open Item Management (clearing accounts) Line Item Display (Drilldown)
Not usually activated on Reconciliation Accounts. The detail resides in the sub-ledger and can be viewed there
Audit trail
Records the before and after values in the changed field Records the date and time the field was changed Records the user id who changed the field
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Topic 2: Chart of Accounts Listings & Reports
Display G/L Account Numbers Reports of G/L Account Numbers
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Reports in OnePurdue
Reports are:
Run on request Allow users to specify selection criteria Allow users to change output format
Report Output can be:

Viewed on the screen Sent to a printer Exported to MS Excel
Reporting
Remember, some reporting data is sensitive be cautious when downloading data

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G/L Master Data Reports
Two reports:
S_ALR_87012326 Chart of Accounts S_ALR_87012328 G/L account List
G/L Master Data reports have many options for data selection
Individual Account Range of Accounts List of Accounts Accounts marked for deletion Balance Sheet Accounts only P&L Accounts only
Accounting
Selection criteria can be saved for future use

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G/L Accounting
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G/L Account Report S_ALR_87012326
Used to display G/L account master data and print out G/L account lists. It can be used for informational and documentation purposes You can specify selection criteria to limit the number of G/L accounts printed. The system displays the G/L account number and long text first. Double click an account in the list to display additional master data. All G/L accounts are valid on all Funds, unlike legacy.
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G/L Accounting
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GL Chart of Account S_ALR_87012326

Enter the G/L account number or a range of numbers
Click on the Execute icon
List with only Account and Account Description
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Input Fields: G/L Account: Enter the 6 digit G/L account number.
G/L Accounting
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Instructor Demonstration
Display a general ledger master record Execute the two reports discussed in this unit
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Unit Exercises
Exercise 2.1 - Display a General Ledger Account FS00

Display a P&L account Display a reconciliation account
Exercise 2.2 - Run a Chart of Account Report S_ALR_87012326 Exercise 2.3 - Run a G/L Account List S_ALR_87012328
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Unit Review
Work with FI Master Data Execute reports utilizing various reporting functionality
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Unit 3 Document Handling
Topic 1: The Document Principle Topic 2: Park G/L documents Topic 3: Change and Display G/L documents Topic 4: Create G/L documents Topic 5: Execute various balance and line item displays
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Unit Objectives

Explain the OnePurdue document principle Describe automatic postings to the general ledger Park documents for later update Create manual entries to the general ledger Repost entries from one statistical internal order to another Execute various balance and line item displays
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Before OnePurdue
FIJV and Paper JVs Transaction Code N/A Audit Trail N/A
In OnePurdue
G/L Document (KB61 and FV50) Document Type Document Number Range Audit Trail Parking a document
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G/L Document Documents are created in OnePurdue. A G/L document can be a journal entry, corrective posting, etc. Replaces FIJVs. Document Type A way to classify documents within OnePurdue. The classifications are: KR for invoices; DZ for payments; SA for G/L entry Document Number Range Internal number assignments which are used for documents generated in the system. Audit Trail A record of all data input, changes, additions, and deletions for a particular entry. All documents have a complete audit trail. Parking a Document Setting aside a journal entry/document within OnePurdue for any of the following reasons: Some information is missing so the document cannot be completed There are too many line items to complete at one time The entry is not balancing and the error has not been found Document is complete but is waiting to be approved by Central Accounting
G/L Accounting
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Key Process Changes

Before OnePurdue FIJV process In OnePurdue Use KB61 to correct a posting to the incorrect statistical internal order Use FV50 to re-class expenditures, recharge cost centers
FIJV process
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Topic 1: The Document Principle
Automated and manual entries in all OnePurdue Modules are called documents Documents have a complete audit trail Document types are used to identify the origin of a document Document types are used for every transaction to a G/L account Each document type is assigned to a number range All documents can be traced to the user ID, transaction code, and time of entry
Documents
Documents
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Transactions = Documents
Business Process Document Type Accounting Doc.
Vendor Invoice
KR
Name: Amount: Type: KR
# 18000001
Goods Receipt
WE
Name: Amount: Type: WE
# 51000001
G/L Journal Entry
SA
Name: Amount: Type: SA
# 1000701
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The document type has the following functions: Differentiating between business transactions. The document type tells the user instantly what sort of business transaction the document represents. This is useful, for example, when displaying line items for an account and other reporting options. The document type controls the posting to account types (vendor, customer, material, asset or G/L accounts). The document type determines which account types that particular document can be posted to. Assigning document numbers. A number range is assigned to every document. The number range assigns the document number in a sequential order. Documents are a result of transactions carried out in the system. Vendor Invoice, reversing an FI document, Budget adjustment in FM
G/L Accounting
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G/L Account Postings
Automated general ledger postings Manual general ledger postings Parking documents
Business Process
Processes
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Postings to the General Ledger

OnePurdue
HR Materials Management Batch feeds from legacy systems
FI - GL
Sales and Distribution (Grants) Student
Manual Entry
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Three methods for posting to the general ledger: 1. Automatic postings: From MM, SD, and HR modules (ESA will be included when it goes live.) 2. Interface postings via batch feed from non-OnePurdue applications 3. Manual postings: Entered by end-user
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Automated G/L Postings
The following entries are all posted to the G/L and are immediately reflected in the Balance Sheet and P&L:
Goods receipt Credit to GR/IR and Debit to expense or inventory Invoice Entry Credit to A/P (vendor) and Debit to GR/IR and entries to Tax and Freight accounts Payments Debit to A/P and Credit to Cash
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Parking and Posting Journal Entries
There are two t-codes for journal entries:

FV50 Parking a journal entry
No financial update is made until the parked document is then posted Parking assists in the segregation of duties. One user parks the document while another user posts the parked document
FB50 Post the document to the general ledger

Updates the general ledger as well as all other affected modules The document must be reversed if there are errors in the general ledger account, cost center, fund, etc.
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Topic 2: Park G/L documents FV50
OnePurdue will use JV upload for entries like:

CMIP UEP
Other typical manual journals will be:

Reclass expenditures Recharge cost centers Transfer funds from one B/S account to another
Accounting Doc.
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G/L Accounting
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Key Process Changes Parking a Document

Before OnePurdue In OnePurdue
Department personnel will enter the financial transaction in OnePurdue using FV50. System validates transaction Departmental personnel may only Save as Completed and not post the transaction Department will park transaction for Central Accounting to review and to approve using FV50. Once complete, department will make print screen of document, attach any appropriate back up, obtain approval signatures, and forward to responsible accounting office. (Accounting Services)
Departments prepare using online Word document
Print form, sign, and attaches appropriate back up
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Key Process Changes Parking a Document

Before OnePurdue
Routes form to responsible accounting office for approval and data entry
In OnePurdue
The information will be forwarded to responsible accounting office. (Central Accounting) Responsible accounting office will review the G/L document in the system upon receiving the paper copy, audit transaction, enter reference field to indicate accounting office approval and Post Responsible accounting office will also run periodic reports to ensure no old outstanding parked documents and follow up with creators or delete transaction Signed screen print with back up will be filed in Central Files.
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Parking G/L Account Documents FV50

Reasons for parking journal entries Do not have all information to complete entry Too many line items to complete at one time Accounting Doc. Entry is not balancing and you cant find error Entry is complete and you must wait for the Central Accounting office to review and post
PARK
Parked journal entries are given the next number in the G/L document sequence. They retain this number after they are posted
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Example: You are performing month-end closing entries, you realize you are missing two cost center numbers for a ten line item G/L document. Enter the ten line items in which two of the line items do not have cost centers associated with them. Park your document. The system creates the document, parks the transaction figures for the accounts affected, and displays a system generated document number when the document is parked. The user needs to record this document number for future reference.
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Parking G/L Account Documents FV50
Parked journal entries can be viewed when displaying account balances if you choose Parked Documents in the Selection Criteria. Be sure all parked documents have been posted or cancelled prior to month-end closing! Certain users will park completed documents before notifying the central accounting office that the documents are ready for final review and posting
Accounting Doc.
PARK
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Parking: Assigns a document number Visible on the general ledger account display (statistical or informational posting only) Does NOT update the financial system Does NOT perform on-line data validations Following are the most critical steps involved in entering and parking a document: Call up the required document entry function because the system offers several functions such as posting, parking, etc. Each function is designed for a specific business transaction. The general ledger document entry function allows the user to post one or more debits along with one or more credits to G/L account balances. Enter the document header data. Enter the line items. Enhance or correct the line item as needed. Park the document. Tips and Tricks To insert todays date in a date field, use the key strokes F4 followed by F2 instead of using the drop-down calendar feature. Use the icons below to copy, delete, sort and view the details of the line items.
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Manual G/L Parking Screens

Messaging and online validation of data entry
Header and Header tabs
Line items
Line item icon maintenance

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Parking a Journal Entry FV50
Click the Save as completed icon
Message the document is parked
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When parking a document for Central Accounting to review, if ALL data has been entered and the document is considered to be complete, you must click the Save As Completed button to validate the master data in the document. This button does update FM which impacts the budget. If the document is not complete, you can park the document by selecting from the Menu Bar Document / Park or press F8. Input Fields: Document Date: Date of the Document Posting Date: Defaults to system date Document Type: Examples: Accounting document, vendor invoice, etc. Company Code: Enter company code (can be set up as a default) Currency: USD Reference: Required field used to enter user desired text. Place initials of central accounting office who will post the document in this field. Doc. Header Text: Required field used to enter the description of the document Debit/Credit: Whether the line will be a debit or a credit Account: Appropriate G/L account number to which the transaction will be posted Cost Center: Required if using a P&L G/L account Fund: Required if using a balance sheet G/L account or a P&L account
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Screen Variants - ZPURDUE
Using the tree on functionality, use the ZPURDUE screen variant Removes fields that are not relevant to Purdue processes
Click the Tree on push button to activate the tree structure
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Posting a Parked Document FV50
Parked documents can be completed, reviewed, audited, and then posted at a later date by Central Accounting Parked documents can be posted either individually or via a list To post several parked documents via a list, the system issues a list of parked documents from which to choose. From this list, you can carry out any necessary processing to parked documents that could not be posted due to incorrect information, such as an inappropriate G/L account.
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Post a Parked Journal Entry FV50
1. Park the document no data validation performed 2. Save as completed park the document with data validation 3. Post post (financial transaction created) the document
Note: Both the Save as completed and the Post push buttons all required fields with valid values must be completed
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Tips & Tricks You will need to know the document number in order to do this transaction. You may narrow your list of parked documents by populating any of the available fields on the screen. Input Fields: Document number: Enter the document number Fiscal year: Enter the fiscal year in which the document was entered
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Create a parked journal entry FV50

Highlight the posting icons (save and save as completed) Highlight the various screen components
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Line Item Icons
Detail
Sort
Select blocks
Add/delete
Duplicate lines/fields
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These icons save you time when maintaining line items. For example, the copy line icon allows you to copy an entire line item, saving time and keystrokes. The Detail icon allows for the detail of a selection to be viewed. The Select blocks icon selects or de-selects lines in the document. The Add/Delete icon inserts lines to or deletes lines from a document. The Duplicate lines/fields icon will duplicate selected information into a new line on a document. The Sort icon sorts selected columns either in order or reverse order.
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Header Text
Reference and Header text
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Text is used in various fields to describe a transaction or make notations of an event. The reference field at the header will be used to identify the document Text is also at the document level: access the document level text using the menu bar: Extras / Document Text
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Data Validation and Messages
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The system provides various messages to provide the user information regarding error and warning messages. The message will generally appear at the bottom of the screen. Depending upon the type of message, certain actions may be required to clear the message. An Information message provides some information regarding the transaction being processed that is pertinent to the entry. Information messages can be noted and then bypassed. The message will be denoted by a green circle containing a check mark. A Warning message alerts the user to potential issues with the entry or transaction. It allows for data to be corrected or changed before further processing or bypassed completely. The message will be denoted by a yellow circle containing an exclamation mark. An Error message stops processing and the transaction must be corrected prior to being completed or posted. The message will be denoted by a red circle containing an "x". An Abend message will appear when a transaction or program terminates under abnormal conditions. (rarely seen)
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Create a parked journal entry FV50 using the line item icons and features within the program
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Creating Journal Entries FV50
Parking/posting of G/L account documents is necessary for the Universitys daily business process and period end closing. Cost accounts require a cost center or internal order A general ledger posting to a cost account will create an automatic posting to Controlling
Accounting Doc.
CREATE
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Example: Central Accounting receives the document and uses the information to review, verify for accuracy, and post the entry. The document header contains information that is valid for the whole document, such as the document date, reference, and document header text. It also includes controlling information, such as the document type. The line items only contain information on the particular item in question, for instance a G/L account number and amount. Whether any additional information is present depends on the business transaction involved. Reference Field is user defined where the document will be filed. Doc. Header Text Field should contain the Journal Description The first time you access the Enter G/L Account Document screen, certain fields will be completed automatically. After your first entry, the system will retain and display select field information, such as Company Code and Currency. Green checkmarks will appear in the Status column confirming that the entry was accepted by the system.
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Creating Journal Entries (2) FV50
Incomplete documents can be parked and completed later Every G/L account document consists of a document header and two or more line items Only certain authorized users in Central Accounting or SPS will be able to post documents Decentralized users will be able to park documents, but not post documents
Accounting Doc.
CREATE
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Following are the most critical steps involved in entering and posting a document: Call up the required document entry function because the system offers several functions. Each function is designed for a specific business transaction. The general ledger document entry function is used to post debits and/or credits to G/L account master records. Enter the document header data Enter the line items Enhance or correct the line item as needed Post the document The system creates the document, updates the transaction figures for the account affected, and displays an internally assigned document number when the document is posted or parked.
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Topic 3: Post G/L documents FB50
If you have been provided the security, and approvals are not needed, you can bypass the parking functionality and directly post to the general ledger using FB50 Immediate update to the general ledger and all affected modules Minimal changes can be made to a posted document If a change is needed (cost center, fund, etc.); you must reverse the document and repost The transaction looks much like the parking screen FV50 If a journal entry is incomplete, you can park the document and save until you are ready to complete it
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Create G/L Journal Entries FB50

Select Simulate if you wish to view the document before posting
Reference and Doc. Header Text are both required fields
Enter debits and credits until entry is balanced and then Save
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Simulate The Simulate push button is a dry-run and a user can view the document before posting. This provides a good way to review the document before posting Input Fields: Document Date: Date of the document Posting Date: Defaults to todays date Company code: Enter the company code PUR Currency: USD will default from the company code PUR Reference: Where the document will filed Document Header Text: Description of the business transaction G/L Account: Appropriate G/L account number to which the transaction will be posted Debit/Credit: Whether the line will be a debit or a credit Amount: Enter the amount of the transaction Cost centers: Valid cost center NOTE: the cost center will derive the funds center in FM Fund: enter a valid fund Text: Enter a description for this line item, if appropriate
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Create a journal entry FB50 Demonstrate the similarities and differences between FB50 and FV50 Park a journal entry from the FB50 transaction
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Unit Exercises
Exercise 3.1 Park a G/L Account Document FV50 Exercise 3.2 Post a G/L Account Document FV50 Exercise 3.3 Enter G/L Account Posting FB50
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Topic 4 Statistical Internal Orders
Statistical internal orders replace the current DREFs Statistical internal orders will be created by decentralized staff and costs will be posted to them If an error occurs, and the incorrect order was charged, simply charge the correct order using transaction code KB61
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Internal Order Definition
CO Objects: Real vs. Statistical A distinction is made between real (true) and statistical CO objects:
Real objects:
True objects can allocate their costs to other CO objects (cost centers) Used for Continuing Education and plant maintenance work orders REAL
Statistical objects
Cannot reallocate their costs and only bear their costs for information purposes Used for DREFs STATISTICAL
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Key Process Changes Changing a Statistical Order
Scenario: It was discovered that in a financial transaction, $4,000 of expenses were charged to the incorrect Statistical Internal Order (SIO) A correcting entry needs to be made Before OnePurdue In OnePurdue
Go to transaction code KB61 in Controlling.
When a DREF needed to be changed in a transaction, access FIJV and BADR to change the DREF number
Enter the document number (FI document number) Change the statistical internal order (SIO) to the desired SIO Save your changes and record your CO document number
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Internal Order Types

Order Type
CENC
Number Range
5100000000 5199999999 5000000000 5099999999
Int. Ext
Int. Int.
Stat. or Real
Real
Usage and Responsibility

Used by continuing education for seminars, etc. master data centralized Used by continuing education for seminars, etc. master data centralized
CECR
Real
DEXP
7500000000 7599999999 7000000000 7099999999

8000000000 8099999999 6500000000 6599999999
Int.
Stat.
Used for DREF master data decentralized Used for DREF master data decentralized. ONLY used by AG, Vet and CFS
Used only for Grants Management
FAPP
GRNT
Ext.
Int.
Stat.
Real
RCPM
Int.
Real
Used by Calumet only for physical plant master data centralized at Calumet
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Example: Order Type DEXP (Statistical)
1
Create IO From type KO01
Create & update IO Group KOH1
3
Plan on the order KO12
Release & post costs to the order
5
Run IO reports
6
Close Out Order KO02
Example: The School of Agriculture hired a new professor and start-up costs need to be tracked separately The cost center will be charged these costs but the statistical internal order will also be used so that these costs can easily be analyzed (the internal order allows the information to be posted into a different bucket). Create a statistical order using transaction code KO01 Use order type DEXP (statistical DREF) Statistical orders are used to capture information only KO02 to close out the internal order
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Repost Costs to a Statistical Internal Order
If costs are posted to the incorrect statistical order, select transaction KB61 to correct the entry Change/enter the correct statistical order number Save your document and receive a CO document number
Use KB63 to display your document KB64 to reverse your entries
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Display an internal order master record KO03 Move costs from one statistical order to another KB61 View the results in the document display in CO
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Unit Exercises
Exercise 3.4 Order Concepts Exercise 3.5 Move costs from one statistical internal to another KB61 Display the results
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Topic 5: Change & Display Documents
There are various transaction codes to change and display documents
Accounting Doc.
DISPLAY
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Documents
The following transaction codes are used when you wish to maintain a parked and/or posted document
Parked Documents FBV3 FBV2 FBV0 FAGLL03 Posted FI Documents FB03 FB02 N/A FAGLL03 Purpose Display a document Change a document (line item fields) Delete a parked document (cannot delete a FI document) Display line items by general ledger account(s)
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Change & Display Documents
Used to display a single document or a list of documents. List option provides a means to search for all documents created by a user ID, document type, reference field, etc. There are different transaction codes for displaying parked and posted documents Tip: After your first entry, the system will retain and display select field information, such as company code and fiscal year
Accounting Doc.
DISPLAY
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Display Document FB03
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Tips & Tricks: To display a G/L document, you will need the document number. If you dont know the document number, first enter the Company Code, Fiscal Year, and Document Type. Click on the Document list button to set the desired search parameters to find your document. Input Fields: Document number: Key the Document Number of Accounting Document Company code: Enter the company code Fiscal year: Enter the fiscal year
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Display a Parked Document FBV3
The document display program for parked documents has a different look to it The document maintains the tab structure and the data entry layout
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Change G/L Journal Entry FB02
Used to make changes to a single document. If the document number is unknown, documents can be searched by clicking on the document list button. Changes to amounts or accounts must be done by reversing the entry completely and re - entering it with the correct data. This transaction will be used by all users who are authorized to post financial transaction in FI. However, only authorized users in Central Accounting are allowed to change header information.
Accounting Doc.
CHANGE
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Example: The header text was missing from one of the journal entries during review of the monthly ledger sheet. The user can add the header text via FB02. FB02 is used only by authorized users who can post document. Example: If the user found out the reference field is incorrect. They can change it via FB02.
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Changing a G/L Journal Entry
It is not possible to change:

Amounts G/L Accounts Cost Center Funds center Fund
It is possible to change:
Text Fields Reference Field Header Text
CHANGE
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Change G/L Journal Entry FB02
Enter the Document Number, Company and Fiscal Year
Change Text or Assignment fields
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Note only the fields which are not grayed out may be changed. You may proceed to the other line item by using the up and down black arrows. You may click on the document header icon to change selected fields in the document header. NOTE: Only authorized users can change the fields in document header. Input Fields: Document number: Number of a previously posted document Company code: Enter the appropriate company code Fiscal year: Fiscal year in which the document was posted Fields that are changeable: Text Reference
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Change a Parked Document FBV2
Most fields are changeable on a parked document
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This screen looks like the Display Parked document screen. All the fields in white can be changed. Unlike a posted document, most of the fields can be changed because it has not been posted to the general ledger and other integrated modules.
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Document Changes FB04
Used to display changes to a single document or a list of documents. If the document number is unknown, documents can be searched by clicking on the document list button Changes to amounts or accounts must be done by reversing the entry completely and re-entering it with the correct data
Accounting Doc.
DISPLAY CHANGES
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The Multiple Display option provides a means to search for all documents changed by a user ID, as well as many other selections Only the reference and text fields can be changed using this transaction.
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Document Changes FB04

Enter the Company Code, Document Number, and Fiscal Year, then press Enter
Double-click to view details. If you drill-down again, you can view the date, time and user who made the change
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To display the details of any change, double-click on that line in the overview screen. Input Fields: Document number: Key document number Company code: Enter company code Fiscal year: Enter fiscal year From change date: Enter the change date
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Document Integration (1)
In OnePurdue, one transaction can affect many modules and therefore, several documents will be created To view the various documents from FB03, go to the menu bar: Environment / Document Environment
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Document Integration (2)
In this example, three documents, in addition to the FI document were created Three modules were updated: CO (Controlling), FM (Funds Management), and GM (Grants Management)
CO document FM document GM document
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Double-click on any of the documents in the dialog box to navigate to the desired document and see the details.
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Change a journal entry after it has been posted Create or display a journal entry to illustrate the document integration
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Unit Exercises
Exercise 3.6 Display a G/L document FB03 Exercise 3.7 Display a parked document FBV3 Exercise 3.8 Change a G/L document FB02 Exercise 3.9 Change a parked document FBV2 Exercise 3.10 Display document changes FB04
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Topic 6: Execute various balance and line item displays
G/L Account Balance Display New (FAGLB03) Organizes data by total:

Debits Credits Current Year Balance Accumulated Balance
Drilldown on any of the columns to see the list of line items that make up the balance View by account and by period
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Example: Administrative staff needs to know how much the University spent on animal care for research in August, so they can report it to the EVP for Research. Use this transaction to display G/L account 525325 Animal Care Supplies and run a report to get the data
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Display Balances New (FAGLB03)

Enter account number and enter the business area if you wish to narrow your selection
Drill down on any balance
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To see more data about a particular line of information, double-click on the item and the system will display more detail. Use the Overview icon Input Fields: G/L Account: Enter the G/L account number or use the drop-down menu to find the G/L account number Company code: Enter the company code Fiscal year: Enter the fiscal year that you want to view Business area: Enter the business area if you only want to view the data from a particular business area. This should be used only to revenue and expense accounts. For balance sheet accounts must use SPL. to display the original document posting.
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G/L Line Item Display/Change Line Items (New) FAGLL03
Change the display format to meet your needs Add fields to the display:
Cost Center
Eliminate fields
For example:
Assignment Posting Key Currency
Double-click a line item to drill down to further detail
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Not all accounts require line item display. Some cases in which line item display is not necessary are: Reconciliation accounts A/R and A/P Asset accounts This is the report where parked data is selected and displayed. To select parked documents click on the Entry View Icon. Check Mark On Parked Items option and execute report. Parked items will be designated by a yellow triangle in the status column.
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G/L Line Item Display/Change Line Items (New) FAGLL03

Enter account number or range of account numbers
Requested data is displayed
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Click on the Eyeglass icon
to display the document.
After you have drilled down to the individual line item level, click on the Next or Previous icon to move through the rest of the line items. Click on the Overview icon Click on the Hat icon to review the document.
to review the Header information
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Changing the Display Format
Through a series of icons, the display can be changed

Sort Download Drilldown Filter Add/delete columns Totals and sub-totals
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Reporting Toolbar
You can use the reporting toolbar to customize the report

The reporting toolbar displays the most common functions that appear on most reports as well as some report-specific icons. Not all icons will appear on the reporting toolbar for all reports.
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Drilldown into Report Details

You can drilldown to greater levels of detail from the report data and view the source document
2
Click to view the source document. View the details of the selected document. Click to view additional information
1
Check the box next to the row on which you want to drill-down
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Sort Report Data
You can sort the report data in ascending or descending order by a selected column.
For example, sort the data by posting date in ascending order
Click to sort the selected column in ascending order or click to sort in descending order
Select the column by which you want to sort the report data.
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Filter Report Data
You can filter the report data to restrict the display to one or more values in a selected column
For example, you want to view data for only a few funds centers 2
Click to select the filter values
Select a column by which you want to filter report data.
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Totals, Sub-totals and Print Preview
Total: Select a column with numbers and then click this icon to calculate the total amount for all the rows.
Subtotals: Select a column and then click this icon to subtotal the data by the selected column. For example, select the Vendor column to view invoice amounts for each vendor. Print Preview: Use this icon to view the report on line before printing
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MS Office Icons, Send, and Graphing
Microsoft Excel View: Calls up interactive excel You can view data in an Excel format
ABC Analysis: not used
Graph: Graph the results rarely used
Word Processing: Use this icon to view the report on line before printing Local File: Send to a local file
Send: Sent this report to another OnePurdue user or to their MS Outlook address
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The Send icon allows you to send this report to another OnePurdue user or to their Outlook email address.
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114
Display Variants
You can change or customize the layout of a report by:

Changing the position of the columns Changing the width of the columns Hiding columns Adding columns
Once you have customized the report layout to meet your needs, you can save the layout for future use. A customized report layout is called a display variant.
Note: Do not confuse display variants with selection criteria variants.

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Create Display Variant

Complete the following steps to save a customized report 1 layout as a display variant. Click to change the layout of the report.
Change the position and length of the columns, as needed.
3
Select a column that you want to . hide and click Note: If any columns appear in the Hidden fields pane you can unhide them by selecting the column and clicking .
4
Click to continue. The report layout will reflect the changes made here.
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Save Display Variant

Once you have customized the report layout, you can save it as a display variant.
1
Click to save the current layout of the report.
Enter a Layout name and a Description of the display variant and check the User-specific box.
Click to continue. The layout will be saved as a display variant.
Note: Refer to the Name a New Selection or Display Variant slide for information on variant naming conventions
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Using Display Variants
You do not need to re-enter your selection criteria each time you open a report. You can use a display variant instead.
You can recall the display variant the next time you execute the report. The report data will be automatically displayed according to the saved layout. A report can have several different display variants, with each display variant using a different layout.
Display variants save time!

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Execute the line item and balance displays discussed in this unit
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Unit Exercises
Exercise 3.11 Display/Change Items (New) FAGLL03 Exercise 3.12 Display Balances (New) FAGLB03
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Unit Review

Explain the OnePurdue document principle Describe automatic postings to the general ledger Park documents for later update Create manual entries to the general ledger Repost entries from one statistical internal order to another Execute various balance and line item displays
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Unit 4 Reversing and Clearing Documents
Topic 1: Reverse a Document
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Unit Objectives

Reverse an FI document
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Topic 1: Reverse Document (FB08) (1)
Reasons for reversing a document:

Incorrect document is posted in the system
Can be reversed only if the these conditions are met:

Contains no clearing items Contains only vendor, customer, or G/L line items Originally posted within FI system Contains only valid values, such as business area, cost centers, and funds
124
Reasons The amount is wrong The G/L account is wrong The cost center is wrong The entry should not have been made Example: Central Accounting user found out that document 100000097 was posted incorrectly, and it must be reversed in the current posting period. This transaction will allow the user to reverse the document and keep a proper audit trail by document number. You should always keep documentation as why you need to reverse the document and whether any new document is posted. Certain rules apply to reversals Document must have been created in FI Reversal can only take place in an open period The document can be displayed prior to reversal. A new document number is created for the reversal. You can view the reversal document via transaction FB03. On the header of the reversal document, there is a message indicating that it is a Rev. doc. for 100000097 / 2006 There are several reversal reasons to choose normally use 01 to reverse in the current period. If you need to reverse an entry in a prior period, you need to be sure the period is open.
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Reverse Document (FB08) (2)
Documents are usually reversed in the same period as the original document was posted The reversal document can be viewed via FB03 Reversing an entry creates a new document with opposite debits and credits.
A new document number is created Reversal is displayed in the G/L account
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Reverse a Document FB08
Use Reversal reason 01 to reverse in the current period
126
The system generates a reversing document posting the proper reversing debit and credit amount After saving the reversal, the system displays the message, Document 100000110 was posted in company code PUR Tips & Tricks Place the cursor on any field and right click to identify some F-key which will assist in problem solving or use the help feature for an explanation of that field. Input Fields: Company code: Enter the company code Document number: Enter the document number that is to be reversed Fiscal year: Enter the fiscal year Document type: Enter the document type
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Reverse a document Display the document before the reversal process
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Unit Exercises
Exercise 4.1 Reverse a document FB08 Exercise 4.2 Display your document FB03
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Unit Review

Reverse an FI document Clear open items on a general ledger account
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Unit 5 Create Recurring Documents
Topic 1: Recurring Entries Topic 2: Account Assignment Templates
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Unit Objectives

Create Recurring Entries Post Recurring Entries via a batch session Delete Recurring Entries Create Account Assignment Templates Use Account Assignment Templates
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131

Before OnePurdue
Recurring Entry Batch N/A
In OnePurdue
Recurring entry Batch Sessions Account Assignment Templates
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Topic 1: Recurring Entries
Recurring entries are standard entries that are set up to repeat for a specified period of time
Monthly Quarterly On a specific schedule
Recurring entries always have the same dollar amount and accounts During month-end processing, all recurring entries can be posted by a batch job. The job can be run more frequently if required
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Recurring Entry Process
To create a recurring entry:

Identify the need for a recurring entry Create in OnePurdue (similar to creating a journal entry) Identify posting frequency Save the entry
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Enter Recurring Entry FBD1
Recurring entries are business transactions that are repeated regularly, such as rent and leases for facilities, vehicle leases for Purdue owned cars and vans and month end recharges Recurring entries can be defined for G/L accounts, customers, or vendors The following data never changes in recurring entries:
Posting Key (object which identifies the account; vendor, G/L account, etc. and debit or credit of the line item) Account Line item amounts
135
The user enters this recurring data into a recurring posting document that does not update the transaction figures. The recurring entry posting program uses this document as a basis for creating accounting documents. Via the recurring posting document, the user can specify exactly when the system should carry out a posting using the data contained within it. To set the dates for the recurring entries, the user can specify a certain posting frequency in the recurring posting document by entering a period in months. The user also can specify the exact day for the posting by entering a day of a month.
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135
Enter a Recurring Entry FBD1
SA is used for G/L Recurring Entries
136
Input Fields: Company code: Enter the 4-digit company code First run on: Enter the date from which the first recurring entry is to be carried out Last run on: Enter the date to which the last recurring entry is to be carried out Interval in months: Interval in months, between each run of the recurring entry. This will post on same date each month (start date is used) Run date: Calendar date on which the recurring entry is to be carried out Run schedule: Any schedule not based on month, such as weekly Copy Texts (Checkbox): Copies entered texts into the posting document when it is created Document type: Enter the document type for the transaction Reference: Where the original document is stored Document Header Text: Description or explanation of the transaction Posting Key 40 G/L Debit 50 G/L Credit Account G/L Account
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Create Postings F.14
Used when there is a need to post the recurring entry on a monthly basis Two ways of setting the dates for the recurring entry:
Specify a certain frequency in the recurring posting document by entering a number indicating a period of months. By also entering a day of a month, the exact day of posting can be specified (Limited) Define a run schedule
137
Example: During the closing process for the month of May, the Central Accounting user must post the recurring entries for the Computer service maintenance contract. The prepaid expense needs to be allocated to various cost centers. The user will use this transaction to post the recurring entry.
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Create Posting Documents F.14
F.14 triggers a batch input session which needs to be completed in the next step
138
Input Fields: Company code: Enter the company code Document number: Enter the recurring document number which is to be posted Fiscal year: Enter the fiscal year Document type: Enter the document type to be posted Settlement period: Enter the settlement period for the entry to be posted Settlement period to: Settlement period to date Processing in the background means the system will process in the background automatically, and you will get a message once it is finished. Processing in the foreground means you will see every step in the process, and you will need to press ENTER to proceed to the next step. The advantage to foreground processing is that it makes it easy to detect errors; you will know which step has an error. However, some recurring documents have hundreds of lines, so it is not realistic to press Enter for every line item. You also can view this document by typing FB03 in the Command box. The document number for the most recent recurring entry you have posted will be displayed by the system.
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Recurring Entries Batch Session
SM35 brings you to this screen to process your batch input session
NOTE: Typically a system administrator will execute this transaction. This transaction is one of the scheduled month end programs
139
Recurring entries do not get posted when they are entered into the system. A separate transaction, F.14 needs to be executed on a regular interval. This transaction will create a batch session in the SAP system, which must be processed further using transaction SM35. Transaction SM35 is used to process the batch input session created. Once SM35 is run, the accounting documents are posted, the transaction figures of the accounts posted to are updated, and the recurring entry documents themselves are updated. Using SM35 requires additional security via naming conventions. Document Type SA recurring entries must start with FA.
G/L Accounting
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Delete a Recurring Entry F.56
Delete a recurring entry when:

Amounts or accounts have changed You no longer need the entry
Deleting a recurring entry requires two steps:

Mark the entry for deletion using the Change transaction
This prevents the entry from being included in the batch update
Perform actual deletion using the Delete transaction

This step removes the entry from OnePurdue
140
The deletion can be done in test mode to be sure you are affecting only the documents you wish to delete
G/L Accounting
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Create a recurring entry document Execute the batch to generate the recurring entry Execute the batch session
141
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Unit Exercises
Exercise 5.1 Create a recurring entry template FBD1 Exercise 5.2 Create the batch F.14 Exercise 5.3 Execute the bath session SM35
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Topic 2: Account Assignment Templates FV50 or FB50
Used to create a template for daily journal entries, such as cash transmittal postings. A template can be created with the account assignments and saved as a model to be used each time. Changes can be made each time before posting the transaction Can be utilized by any user who is authorized to enter journal entry
143
Example: A business services manager who is responsible for Engineering accounting must record the accounts receivable for bad debt allowance, etc. every month. Instead of keying the same journal entry every month, the user can create an account assignment model for the monthly journal entry and use it multiple times. To change an existing account assignment model, enter the model name on the Account Assignment Model: Initial Screen and then click on the Display Change icon. Click on the Line Items icon to open the Account Assignment Model. Change Line Items screen. Any of the fields may be changed. When finished. Click the Save icon. The system displays the message, Account assignment model was saved. Account Assignment Model is a journal entry template.
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Using Account Assignment Templates
There are two ways to use Account Assignment templates within the FB50 transaction
By using the Edit menu By using the Tree On
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Using Acct. Assignment Templates FV50
Choose Edit / Account Assignment Templates / Select Account Assignment Template
Choose the correct template to automatically fill in the line items
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Using Acct. Assignment Templates FV50

Click to turn on the tree view
Double-click on the appropriate Account Assignment template to choose
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Create an account assignment template Create a journal entry using the account assignment template
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Unit Exercises
Exercise 5.4 Create an account assignment template FV50 Exercise 5.5 Park a document using your account assignment template FV50 Exercise 5.6 Change the account assignment template - FV50
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Unit Review

Create a recurring entry Change a recurring entry Create the batch session to generate the entries Describe the batch execution process Create an account assignment template Create a parked journal entry using your account assignment template
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Unit 6 Create Accrual Entries
Topic 1 Create Accrual Entries Topic 2 Change and Display Accrual Entries Topic 3 Reverse Accrual Entries
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150
Unit Objectives

Create accrual documents Change and display accrual documents Reverse accrual documents
151
G/L Accounting
151
Enter Accrual/Deferral Doc FBS1
Used for things such as Continuing Education receivables and other miscellaneous receivables & payables at fiscal year-end, etc. An accrual entry can be posted by keying the document, using an account assignment model if it is a recurring entry, or using the fast data entry if it has many line items
152
Example: At fiscal year end, the invoice for the month of Junes banking service fee will not be received until July. Treasury Services must record the banking fee for the month of June on an accrual basis, so that the Universitys financial statement will reflect the appropriate expense and liabilities. The University is based on accrual accounting, so payables, receivables, and deferrals must be set up at the close of each month or fiscal year. Payables are created to account for expenses or liabilities that have been incurred in the month or fiscal year, but will not be paid until the next month or next fiscal year. Receivables include refunds or revenues that were earned in the month or fiscal year, but the funds are not received until next month or next fiscal year. Deferrals are prepayments from customers or funds that have already been received in the month or fiscal year, but we will provide the services in the future. Tips & Tricks: For the recurring entries, you can create an account assignment model. Then you will only need to modify the amount on the account assignment and post it.
G/L Accounting
152
Enter Accrual/Deferral Doc FBS1
Use 05 for the Reversal reason
153
Input Fields: Document date: The date of the document Document type: Accrual posting AB Company code: Will default to PUR Posting date: The day the document is entered. The system will default to todays date Reference: Identifying the document or entry Period: The accounting period to be updated. The system will determine this based on the Posting date. Document number: System generated Doc. Header Text: Description or explanation of the transaction Reversal reason: Reason for reversal of the document use 05 Reversal date: The date on which the document is to be reversed Posting key: Indicate debit or credit. Use the drop-down menu or enter the posting key. G/L Account: G/L account number. Use the drop-down menu or enter the G/L account number Fund: Type of fund. Use the drop-down menu or enter the Fund Cost center: Cost center number. Use the drop-down menu or enter the cost center
G/L Accounting
153
Change or Display an Accrual Document
To change or display an accrual document go to the menu bar within the FBS1 transaction code
Document / Change or Display
In FBS1, select Document on the Menu Bar
154
G/L Accounting
154
Reverse Accrual/Deferral Documents F.81
Used to reverse the accrual entries for the prior posting period Performed by Central Accounting Can be reversed individually or via a list Typically part of the closing schedule and executed at month end
155
Example: The Treasury Service accrued the June monthly banking service fee based on the contract with the bank at the closing of last fiscal year. This entry will need to be reversed when the invoice for the banking service fee is received in the month of July, so the University can pay the actual invoice and the same fee wont be booked twice.
G/L Accounting
155
Reverse Accrual/Deferral Documents F.81
156
Input Fields: Company code: Enter the company code Document number: Enter the document number that is to be reversed Fiscal year: Enter the fiscal year Document type: Enter the document type
G/L Accounting
156
Create an accrual document FBS1 Change/Display an accrual document FBS1 Reverse an accrual document F.81
157
G/L Accounting
157
Unit Exercises
Exercise 6.1 Create an accrual document FBS1 Exercise 6.2 Reverse an accrual document F.81
158
G/L Accounting
158
Unit 7 Additional Features of Document Processing
Topic 1 Features in FB50 Topic 2 Editing Options FB00
159
G/L Accounting
159
Unit Objectives

Create journal entries using the various features in FB50 Change your personal settings using FB00
160
G/L Accounting
160
Topic 1 Features in FB50
Using screen variants Tree on and tree off Utilizing text Menu bar options
161
All the features described in this topic for FB50 work identically for FV50.
G/L Accounting
161
Screen Variants - ZPURDUE
Using the tree on functionality, use the ZPURDUE screen variant Removes fields that are not relevant to Purdue processes
162
Screen Variant, ZPURDUE, also available in FV50.
G/L Accounting
162
Tree on
It is also possible to use the tree on to access account assignment templates. When not in use, close the tree to allow more screen area
163
G/L Accounting
163
Available Text in Documents
If document level text exists, the checkbox text exists will be activated Can view while using transaction code FB03 Enter text at the:
document level header level line item level
164
Three types of text within FI documents Document level access using the menu bar: Extras / Text Header level located in the header, below the reference field Line item level located in the line item Use the text features to eliminate phone calls between departments
G/L Accounting
164
Entering and Printing Document Level Text
To enter document level text, go to the menu bar Extras / Document texts Choose a text category and double click on the category To print document level text use the printer icon
165
This process addresses document level text only. Both header text and line item text are printing when you print the document in the display as list mode. To print header and line item text, print the document in the display as list mode. To print document level text you must display the document level text and select the printer icon
G/L Accounting
165
Duplicating Line Item Text
There are tools within SAP that save you time and keystrokes Use the + to copy line item text from one line item to the next
input the text in the first line item in the 2nd line item input a + press enter
166
G/L Accounting
166
Menu Bar Functions
Quickly move from create to change and display Post with reference use this feature to copy an existing document
Any document can be used as a reference Saves time and eliminates keystroke errors
Document Texts
167
G/L Accounting
167
Topic 2 Editing Options FB00
Editing options are a convenient way to customize your settings Benefits:

view reports with a more features Eliminate fields in data entry programs that are not relevant to Purdue Set defaults for displays, etc.
They are user specific Access FB00
168
G/L Accounting
168
FB00 Example
In this example, the document display is set to classic display. For additional reporting functionality, change it to the ALV classic list or the ALV grid control Additional features include, sorting line items by column, totals and sub-totals, etc.
169
G/L Accounting
169
Create G/L documents using the various functionality in the unit Change Editing Options
170
G/L Accounting
170
Unit Exercises
Exercise 7.1 Create G/L documents - FB50 Exercise 7.2 Change your Editing Options FB00
171
G/L Accounting
171
Unit Review
Create documents using the features within the OnePurdue System Change settings in Editing Options
172
G/L Accounting
172
Course Summary (1)

Explain the differences between FI, CO and FM Display various general ledger master records Execute general ledger account listings Park, create and maintain G/L documents Display G/L line items and balances Reverse G/L documents Drilldown from the G/L account to the line items
173
G/L Accounting
173
Course Summary (2)

Create and process recurring entries Create account assignment templates Create and reverse accrual entries Utilize features within the document entry programs
174
G/L Accounting
174

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General Ledger Accounting

Course Objectives (1)

Course Objectives (2)

Prerequisites and Roles

Purchasing, A/P and G/L Integrated

Less time spent resolving issues

Online visibility to document flow

Common master data

Unit 1 FI, CO and FM Overview

Topic 1: FI, CO and FM

At the end of this unit you will:

Key Attribute Changes in OnePurdue

Single data repository for all Purdue enterprise data.

OnePurdue Key Components

OnePurdue Core Components

Financial Accounting (FI)

Financial Accounting (FI)

Detail Line Items

WBS Elements Used for larger capital projects like buildings

Total Expense by Account and Order

Funds Management (FM)

Funds Management (FM)

Funds Management (FM)

Total by fund and funds center

Key Terminology Changes

Key Terminology for Financials

Commitment Item Functional Area Grant

OnePurdue Terminology and Definitions

Cost Center Order

Enterprise Structure and Financial Master Data

Enterprise Structure Basics

Business Area (2 Characters)

Business Area (2 Characters)

FI, CO and FM Integration

Financial Accounting Company Code

Financial Management Area Funds Center Fund Commitment Items

Business Area General Ledger Accounts

Unit 2 Master Data

Topic 1: Master Data Topic 2: Chart of accounts listings and reports

At the end of this unit you will:

Key Terminology Changes

Pending / Clearing Accounts = Open Item Managed G/L accounts

Key Process Changes

Topic 1: Master Data

Master Data Integration General Ledger Master Records

Master Data: Financial Accounting (FI)

Master Record Vendor/ Customer

General Ledger (GL) Accounts

Data that is shared across applications:

Account Relationship (Master Data)

Revenue and Expense Collector

Cost Element 524125 Office Supplies

Commitment Item 524125 Office Supplies

G/L Master Data

G/L Master Data

FI-G/L Chart of Accounts

1-xxxx 2-xxxx 3-xxxx 4-xxxx 5-xxxx 6-xxxx 7-xxxx

Lookup a G/L Account FS00

Lookup a P&L Account FS00

G/L Account Display Important Fields

Determine if an account is:

Topic 2: Chart of Accounts Listings & Reports

Display G/L Account Numbers Reports of G/L Account Numbers