Professional Documents
Culture Documents
Implementation Project
Prerequisites
The settings have been made for accounts payable accounting.
Process Flow
You can execute the following transactions in master data processing
• Create
• Change
• Display
• Block/unblock
• Mark for deletion
• Display changes
Result
Vendor master records have been created and can be posted.
Choose Enter.
Country R IN Example
Region O 10 - Karnataka Assign Vendor
State
Language R English Example
Telephone O 080-565998 Example
Choose Enter.
Choose Enter.
Choose Enter.
If the Bank details are not maintained in the system earlier, system proposes the pop
window to enter the Bank name and address.
6. In the Create Vendor: Accounting Information Accounting screen, enter the required data.
Choose Enter.
7. In the Create Vendor: Payment Transactions Accounting screen, enter the required data.
Choose Enter.
9. In the Create Vendor: Withholding Tax Accounting screen for the country IN make
the following entries, if the vendor subject to with holding tax:
If the vendor services / supplies subject to with holding tax, only then should you
maintain the above details
System allows the multiple withholding tax codes. You can maintain all the
applicable withholding tax codes. System proposes the tax codes assigned in the
master record automatically at the time of document processing. If withholding
tax not applicable to the particular transactions, the same Withholding tax type
and withholding tax code can be removed before posting the document.
Result
The vendor master record has been created under the number you entered.
If you choose an account group with internal number assignment to create the vendor
account, the system automatically assigns the next available number in the corresponding
number range that has been assigned to the account group.
Process Flow
This scenario shows the following steps
• Create Down Payment Request
• Post Down Payment
• Post Vendor Invoice
• Clear Down Payment
Prerequisites
Vendor master record must be created using the “Accounts Payable Accounting: Master
Data” and do not maintain any values in the Withholding Tax Accounting details screen.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 Menu Accounting → Financial Accounting → Accounts Payable →
Document Entry → Down Payment → Request
Transaction code F-47
2. On the Down Payment Request: Header Data screen, make the following entries:
Field name User action and Comment
values
3. Choose Enter.
4. On the Down Payment Request: Add Vendor Item screen make the following entries:
Field name User action and Comment
values
Amount 25000
Bus.Pl/Secn.Code Leave blank Enter Section code, if the vendor is subject to
withholding tax
Due On Today’s date + 1 Due date of the down payment
Text Advance Payment Enter the relevant text applicable to this line item
to the Vendor
5. On the Down Payment Request: Add Vendor Item screen choose the Withholding tax push
button. System will display the pop window Enter Withholding tax Information. With holding
Tax codes will be default from the vendor master record. If the transaction is not relevant for
withholding tax, remove the withholding tax code in the pop up screen and choose Enter.
6. To post the down payment request document Choose Document Post.
Result
The system displays the message Document 170000000x was posted in company code PAPL.
Make a note of the document number.
Example
Document 1700000000 was posted in company code PAPL
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 Menu Accounting → Financial Accounting → Accounts Payable →
Document → Down Payment → Down Payment
Transaction code F-48
2. On the Post Vendor Down Payment: Header Data screen make the following entries
Field name User action and Comment
values
Document Date Today’s date
Posting Date Today’s date
Type KZ Bank Payment SBI
Company Code PAPL Parle Agro Pvt Ltd
Currency INR
Reference Adv Payment 453 Advance Payment reference text
Account 1115
Sp.G/L ind. A Enter the Special GL Indicator.
Bank – Account 24520100
Bank - Amount 25000
Value date Today’s date Today’s date defaulted by the system, if
required can be changed
Bank -Text C.No. 100 Enter the relevant reference data as required
Result
The system displays the message Document 1500000000 was posted in company code PAPL.
Make a note of the document number.
Posting an Invoice
1. To post a vendor invoice for office supplies, choose the following menu path:
SAP R/3 Menu Accounting → Financial Accounting → Accounts Payable →
Document Entry → Invoice
Transaction code FB60
2. Enter the following data if it is not already defaulted in the system:
Field name User action and Comment
values
Company Code PAPL Parle Agro Pvt Ltd
3. If the Company code is not defaulted use the following option to assign PAPL as the
company code.
Other Field Values defaulted by the system in the Payment Tab (baseline date and Payment
Terms). If required you can change the default value.
If the Withholding tax information is not maintained in the Vendor Master Record, system will
not display any data in the Withholding Tax tab
5. Enter the following data for the item:
Field name User action and Comment
values
G/L Acct 58102000 Office supplies
D/C Debit
Amount in Doc. Curr. 50000 Enter the gross amount. The system
calculates the input tax automatically.
Tax Code V0 Input Tax Zero
Jurisdiction Code IN00 Jurisdiction code
IN00
Text Stationery Items Enter the line item relevant text
purchased
Cost Center Example Enter the valid cost center, if the cost
1201-Purchasing accounting assignment as applicable
7. To post the document into the system use menu path Document → Post or Choose Post
(Ctrl+S).
Displaying a Document
1. To display the posted invoice document, choose the following menu path:
SAP R/3 Menu Accounting → Financial Accounting → Accounts Payable →
Document → Display
Transaction code FB03
Choose Enter.
On the screen that follows, the posted document is displayed in the document overview
along with all the document header information (such as the document number, posting
date, invoice date, and the individual posting lines).
Double-Click one of the posting lines (or choose the magnifying glass icon) to display the
details for that posting line.
You can then choose Display → Change (Shift+F1) to switch to the change mode and
change certain details in the document, such as the terms of payment.
Alternatively, you can also go directly from the document overview to the change mode
of a posting line. To do so, position the cursor on the posting line you require and choose
Change Row (Ctrl+Shift+F11).
You cannot change vendor or G/L accounts, amounts, tax amounts, or tax codes. If
you detected an error when posting the document, you have to reverse it.
Prerequisites
SAP R/3 component involved: SAP FI and, if necessary, SAP LO-MM, depending on
where the invoice is created.
Create Vendor Master manually.
Process Flow
This scenario shows you how to enter a vendor invoice for office supplies in the SAP
system and, if necessary, how to reverse this invoice.
Each day, you receive vendor invoices that you have to post manually in the SAP system.
Once you have posted the invoice, you display the posted document. This enables you to
check whether you have posted the document correctly. If you detect any errors, you have
to reverse the document and post a new, corrected document in the system.
Posting an Invoice
1. To post a vendor invoice, access the transaction choosing one of the following navigation
options:
Menu path Accounting → Financial Accounting → Accounts Payable →
Document Entry → Invoice
Transaction code FB60
2. Enter the following data if the company code PAPL is not defaulted in the system:
Field name User action and Comment
values
Company Code PAPL Parle Agro Pvt Ltd
3. Choose Enter.
4. Enter the following basic data on the Enter Vendor Invoice: Company Code PAPL
screen:
Other Field Values defaulted by the system in the Payment Tab (baseline date and Payment
Terms). If required you can change the default value.
If the Withholding tax information is not maintained in the Vendor Master Record, system will
not display any data in the Withholding Tax tab
Choose Enter.
On the screen that follows, the posted document is displayed in the document overview
along with all the document header information (such as the document number, posting
date, invoice date, and the individual posting lines) including the input tax line, which is
posted automatically.
Double-click one of the posting lines (or choose the magnifying glass icon) to display the
details for that posting line.
You can then choose Document → Display <-> Change (Ctrl+F1) to switch to the
change mode and change certain details in the document, such as the terms of payment,
Base Line date, Assignment and Text can be changed.
Alternatively, you can also go directly from the document overview to the change mode
of a posting line. To do so, position the cursor on the posting line you require and choose
Change Row (Ctrl+Shift+F11).
You cannot change vendor or G/L accounts, amounts, tax amounts, or tax codes. If you
detected an error when posting the document, you have to reverse it.
If you do not enter a posting date, the document is posted under today’s date.
You can use the search help function to find the number of the document to be
reversed if you have forgotten it. Choose Find Documents (Shift+F8).
You can display the document again to check it before you reverse it. To do so,
choose Display Before Reversal (F5).
Note that a document that has been reversed cannot be reversed a second time.
The original document should not contain any cleared line items.
3. Choose Enter.
On the screen that follows, the posted reversal document is displayed in the document
overview along with all the relevant information. In the document header (Reversal
document for), you can see the original invoice document number that was reversed
with this document.
The document header of the reversal document contains the number of the reversed
invoice document. The document header of the invoice document contains the
number of the reversal document.
Double-click item 1. The document reversal date (in the Clearing field) and the
reversal document number (clearing document) are displayed in the vendor item in
the detail screen.
Process Flow
The process is divided as follows:
1. Create a vendor invoice
2. Outgoing Payment
3. Display the Payment Document
4. Display the Vendor Account
Prerequisites
SAP R/3 component involved: SAP FI and, if necessary, SAP LO-MM, depending on
where the invoice is created.
Create Vendor Master manually without Withholding Tax Assignment.
Procedure
1.Access the transaction choosing one of the following navigation options: Formatted: Bullets and Numbering
If the Vendor is subject to Withholding tax, the following values will be defaulted from the
vendor master record and enter the following values. If the vendor is not relevant to
Withholding tax, keep the Withholding Tax Codes as blank.
5.Enter the following data for the item: Formatted: Bullets and Numbering
6.To check the document before it is posted, choose Simulate (F9). Formatted: Bullets and Numbering
This enables you to display the document, including the Withholding Tax to be
posted, on the screen. If required, you can edit the line items by using the Reset
pushbutton.
Choose Post or (Ctrl+S).
At the bottom of the screen, the system outputs the message: Document 1900000002
was posted in company code PAPL, where xx are the sequential document numbers
posted by the system.
7. Make a note of the invoice document number.
Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu Accounting → Financial Accounting → Accounts Payable →
Document Entry → Outgoing Payment → Post
Transaction code F-53
2. On the Post Outgoing Payments: Header Data screen, make the following entries:
Field name Description R/O/ C User action and values Comment
Document Document Date R Today’s date Enter the
Date document date
Posting Date Posting date of the R Today’s date Enter the
document document
posting date
Document Document type to be R KZ – Vendor Payment Defaulted by the
Type used system. If you
are using bank
wise document
types use the
relevant
document type.
Company Company Code R PAPL
Code
Currency Document currency R INR Document
Currency
Reference Reference O C.NO.100 Enter reference
text. Say
Cheque no. etc.
Doc. Header Document Header O Payment to Vendor Enter common
Text Text text for all line
items in the
document
Clearing Text Text for the clearing O This text will be
line item transferred to
the clearing line
item
4. On the Post Outgoing payments; Process Open Items screen, check the line items are
selected (active ) or not selected. If all are in active mode
System will open a commend box for all the open line items.
Using the Editing options user defaults for open items processing can be set as selected
or de-selected. T.code – FB00, under open Items tab select the check box for “Selected
items initially inactive”. With this option system will not propose the line items initially as
selective.
5. Select the line item, by double click on the line item Amount.
6. Ensure the ‘amount not assigned’ to Zero, in right and bottom side of the screen.
Results
You have posted the outgoing payment document to a Vendor.
Example
Document 1500000001 was posted in company code PAPL.
3 Displaying a Document
1.To display the posted invoice document, access the transaction choosing one of the following Formatted: Bullets and Numbering
navigation options:
Menu path Accounting → Financial Accounting → Accounts Payable →
Document → Display
Transaction code FB03
2.On the Display Document: Initial screen, enter the following data: Formatted: Bullets and Numbering
On the screen that follows, the posted document is displayed in the document overview
along with all the document header information (such as the document number, posting
date, invoice date, and the individual posting lines) tax line items if any, which is posted
automatically.
You can then choose Document → Display <-> Change (Ctrl+F1) to switch to the
change mode and change certain details in the document, such as Assignment and Text
can be changed.
In the Vendor Line item details screen you can notice the clearing document number and
clearing document date will be assigned in the original invoice document.
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Payable →
Account → Display Balances
Transaction code FK10N
Result
The summary transaction figures are displayed posting period wise with debit, credit,
balance, Cumulative balance, Sales / Purchases and at the end total.
If you double click on any of the fields corresponding details will be displayed.
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Payable →
Account → Display/Change Line Items
Transaction code FBL1N
2. In the Vendor Line Item Display screen, enter the required data.
Result
If you choose All Items, the system displays all the account items. You can also choose to
display only open items or cleared items in the line item selection radio button option.
Two house banks are created (CITI and SBI) and Payment Program configured for CITI.
Purpose
The payment program enables you to carry out automatic domestic and international
payment transactions with vendors and customers. It creates the payment documents and
makes the data available for the payment medium programs. These ABAP programs
either print a payment list or payment form (checks, for example), or create data
media/files, which can then be sent to the bank on disk or with special bank software.
After a successful payment run, the open customer or vendor items are paid, the items
cleared, and payment media created, which you can send to the bank or print a check and
payment advice.
In the open item, you can specify a payment currency different than the document
currency. You can also specify an amount that is then paid instead of the gross amount of
the item. This means that it represents the gross amount of the item in the payment
currency.
Please create the following vendor master data with address details that are used in this
document:
If several payment methods are specified in the master record and none is specified in the item,
the payment program chooses an appropriate method. The program checks the payment
methods you specified for the payment run to determine whether they are permissible (they are
checked in the same order you specified them).
For more information on creating customers and vendors, see the relevant documentation.
Please create following vendor open invoices which will be used in this document (offset
account is 58100000).
Business partner Invoice amount Posting Date
Vendor P1000 10000 INR Today’s date
Vendor P1001 20000 INR 2 month before today
Vendor P1002 50000 INR 20 days before today
2. Enter the required data in the Automatic Payment Transactions: Status screen.
The status of the payment run is displayed on the Status tab page, thereby enabling you to
monitor which steps the payment program has carried out.
2. Enter the required data in the Automatic Payment Transactions: Parameters screen.
Scheduling Proposals
Editing Proposals
Field name Description User action and values Comment
In the screen for editing
proposals, you can release
or block items for payment.
Choose Edit → Proposal →
Edit.
The system displays the
Accounting Clerk dialog box.
All Accounting When you choose this option, all The All Accounting Clerks
Clerks the payments in a payment radio button is selected by
proposal run are selected for default.
processing. You can now edit all the
documents displayed.
For more information, see
the documentation for the
payment program.
When all the required items
have been changed, the
payment run can be
scheduled.
Create Payment After the payment run has been Create Variant for the
Medium completed, the payment media program RFFOUS_C and
are created. This step can be assign the Variant name in
scheduled by choosing this the Printout / data medium
option. tab.
Start Date You can schedule the payment The system proposes today’s
Start Time run for this date and time. date, and the time is
defaulted to 00:00:00.
Start When you set this flag, the Set flag
Immediately program starts immediately.
Job Name Assign the Print Job name. F110-20031224-P1-1
System will default as follows:
F110-20031224-P1-? Make
your identification at the end of
the print job
Choose Enter
System will display the
following message
Print job F110-20031224-P1-
1 has been schedule. The
print job can be viewed by
the user in the own spool
request (Transaction .code
– SP02)
Exit the payment list with F3.
Exit the payment program
with F3.
Prerequisites
The accounts receivable accounting settings have been made.
Process Flow
You can execute the following transactions in master data processing:
• Create
• Change
• Display
• Block/unblock
• Set deletion flag
• Display changes made
Result
Customer master records have been created and can be posted.
Before you start posting, check whether the company code has the required value
(transaction code FB70). If not, set the required company code. (In this case, this would
be PAPL.)
Choose Enter.
3. On the Address tab page in the Create Customer: General Data screen, enter the required
data.
4. On the Control Data tab page in the Create Customer: General Data screen, enter the
required
data.
5. On the Payment Transactions tab page in the Create Customer: Company Code Data
screen,
enter the required data if you require a bank connection.
Choose Company Code Data push button on the application menu tool bar.
6. On the Account Management tab page in the Create Customer: Company Code Data
screen,
enter the required data.
7. On the Payment Transactions tab page in the Create Customer: Company Code Data
screen,
enter the required data.
8. On the Correspondence tab page in the Create Customer: Company Code Data screen,
enter
the required data.
Result
The customer master record C100 has been created.
The account can now be posted.
Result
The customer master record C200 has been created. The account can now be posted.
Prerequisites
Alternative reconciliation accounts for posting the down payment requests and the down
payments.
Process Flow
• Down payment request
• Down payment
• Invoice
• Down payment clearing
• Payment and clearing
Result
Unlike partial payments, down payments are reported separately in the balance sheet.
Prerequisites
Customizing for special general ledger transaction F with alternative general ledger
account 70000300.
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Receivable →
Document Entry → Down Payment → Request
Transaction code F-37
2. On the Customer Down Payment Request: Header Data screen, enter the required data.
Result
The system posts the down payment request and assigns a document number based on the
document type – 1400000000.
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Receivable →
Document Entry → Down Payment → Down Payment
Transaction code F-29
2. On the Post Customer Down Payment: Header Data screen, enter the required data.
If you post a down payment without a request, proceed as described in steps 1 and
2.
Instead of Requests, choose New Item.
5. In the Post Customer Down Payment: Add Customer Item screen, enter the required data.
Result
The document posts the bank account 24520100 on the debit side and the customer with
the alternative reconciliation account 13140000 on the credit side.
Posting an Invoice
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Receivable →
Document Entry → Invoice
Transaction code FB70
2. Enter the following data if the company code PAPL is not defaulted in the system:
Field name User action and Comment
values
Company Code PAPL Parle Agro Pvt Ltd
Choose Enter.
Result
The system posts the accounting document 1800000000.
Clearing
Use
After you have issued the final invoice, you can clear the down payment with the invoice.
You carry out a transfer posting to the normal reconciliation account 24430000.
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Receivable →
Document Entry → Down Payment → Clearing
Transaction code F-39
2. In the Clear Customer Down Payment: Header Data screen, enter the required data.
A message then appears at the bottom of the screen requesting you to correct the marked
line items. Choose the line item highlighted in color by double-clicking it. Enter the text Down
payment clearing.
5. To save your entries choose Save icon or press Ctrl+S.
Result
The down payment is cleared and the balance of account 13140000 is zero again. The
system posts a new item in the customer account and in account 24430000. The new item
can now be handled as a partial payment, and included and cleared when an incoming
payment is received or cleared individually.
Example
Document 1600000000 was posted in company code PAPL
Prerequisites
• Document types (DR, DG) are defined in Customizing
• The currency and exchange rate are maintained in Customizing
• Accounts and, if necessary, posting keys must be defined for automatically created
items: taxes on sales/purchases, cash discount, correction of tax on sales/purchases
when cash discount is used, realized exchange rate differences, and payment
differences
• Document number intervals are created and are assigned to the validity period and
document types
• Tax codes for tax on sales/purchases are created in the TAXINJ tax procedure, and
account determination is maintained
Result
Once the system has successfully checked all of the data entered, the document is saved
and stored in the database. During this process, the system updates the document file, the
customer account balance, and the G/L account balance.
You can change some of the fields in the documents that have already been posted. This,
however, depends on certain conditions that are specified in the system. This is
necessary, since any arbitrary changes you make to the documents can result in undesired
manipulations and, consequently, you will not be able to carry out any reconciliation
tasks.
Procedure
1.Access the transaction choosing one of the following navigation options: Formatted: Bullets and Numbering
When you post the document, the system assigns a document number. Make a note of this
number because you will need it for the following transactions.
Result
The document is posted to the database and the G/L account and customer transaction
figures are updated.
Example
Document 1800000001 was posted in company code PAPL
Procedure
1. Access the transaction choosing one of the following navigation options:
2. On the Basic Data tab page in the Enter Customer Credit Memo: Company Code PAPL
screen,
enter the required data.
3. On the Payment tab page in the Enter Customer Credit Memo: Company Code XXXX screen,
enter the required data.
Result
When you post the document, the system assigns a document number. The document is
posted to the database and the G/L account and customer transaction figures are updated.
If you post the credit memo with reference to the invoice, the system automatically
transfers the terms of payment from the invoice to the credit memo.
Example
Document 1600000001 was posted in company code PAPL.
Procedure
1. Call up the transaction as follows:
2. In the Reverse Document: Header Data screen, enter the required data.
Result
When you save your entries, the system reverses the source document. Depending on
which reason for reversal you chose, a new document is posted in order to clear the
transaction figures or the transaction figures are simply saved again (actual reversal).
Prerequisites
Customer Invoice must be posted in the system. Post an customer invoice for an amount
of Rs.40000/- using the Customer Invoice procedure.
Procedure
1. Access the transaction choosing one of the following navigation options::
2. On the Post Incoming Payments: Header Data screen, make the following additional
entries:
4. Choose the invoice item need to be cleared by double-click the line item amount, if all the
line items are selected double-click on the line item amount to de-select the same.
Result
The invoice has now been cleared and the corresponding items have been posted to bank
clearing accounts.
Example
Document 1400000002 was posted in company code PAPL
Displaying a Balance
Use
Displaying customer account balances.
Procedure
8. Call Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Receivable →
Account → Display Balances
Transaction code FD10N
Result
The transaction figures are displayed.
Prerequisites
Line layout variants, totals variants, and selection fields have been maintained in
Customizing.
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Receivable →
Account → Display/Change Line Items
Transaction code FBL5N
2. In the Customer Line Item Display screen, enter the required data.
5. Review the Customer line items on the Customer Line Item Display screen.
Result
If you choose All Items, the system displays all the account items. You can also choose to
display only open items or cleared items.
Prerequisites
The system contains open items that can be cleared in the form of a customer invoice or a
corresponding customer credit memo to the same amount, for example.
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Receivable →
Account → Clear
Transaction code F-32
2. In the Clear Customer: Header Data screen, enter the required data.
Result
The open account items are now displayed and can be selected for clearing.
Prerequisites
The system contains open items that can be cleared in the form of a customer invoice or a
corresponding customer credit memo to the same amount, for example.
To perform the Automatic Clearing System will compare the input values of Assignment,
Business Area and Trading partner fields in addition to the amount. The input field
values have to be the same in the both line items to perform the Automatic clearing.
Procedure
1. Access the transaction choosing one of the following navigation options:
Menu path Accounting → Financial Accounting → Accounts Receivable →
Periodic Processing → Automatic Clearing → Without
Specification of Clearing Currency
Transaction code F.13
2. In the Automatic Clearing without Definition of Clearing Currency (SAPF124)
screen, enter the required data.
Field Description R/O/C User action and values Comment
name
Company code R PAPL
Fiscal year O Current year
Select customers O X Select the
account type
Customer to
execute the
clearing
Customer Accounts O 9 Enter the
customer
account to clear
Clearing Date R Today’s Date Example – Give
the posting date
of the clearing
document
Test Run O Activate the check box Review the
process in the
Test run. After
satisfying the
results run the
Result
All the open items that have identical debit and credit amounts are cleared. A log is
created.
Prerequisites
The settings have been made for General Ledger Accounting.
Process Flow
You can execute the following transactions in master data processing
• Create
• Change
• Display
• Block/unblock
• Mark for deletion
General Ledger Account Master Record can be created as follows:
• Centrally
• Chart of Account Level creation and Company Code Level Creation
In the procedure it has been discussed how to create centrally the General Ledger
Account Master Record.
Result
General Ledger Account master records have been created and can be posted.
Choose the
“Control
Data” tab to
continue.
Account Identifier of the R INR The default
currency currency in which the currency is the
account will be one that is
managed maintained in
the Company
Code PAPL.
Use the drop
down
Menu to change
Only Indicates that balance O
Balances in is updated only in local
Local currency when users
Currency post items to this
account.
Exchange Key for calculating O Use the drop
Rate exchange rate down
Difference differences menu
Key
Result
You have created the general ledger account master record and you can use to post the
transactions. If required create the GL Account as Cost Element.
Prerequisites
If you want to use this method, you have to enter a recurring entry document, which the
system uses as a reference. The recurring entry document is not an accounting document
and, therefore, does not alter the account balance.
Necessary master data created in the system.
2. In the Enter Recurring Entry: Header Data screen, enter the required data.
Currency/Rate INR
Reference Rent-Office1
First line item
PstKy 31
Account A3000
3. Save the document and make a note of the document number for the following
transactions. Document 9100000000 was stored in company code PAPL
The document is now entered as a recurring entry document, but has not yet been posted
to the vendor account and General Ledger Account. The document is assigned a separate
document number.
2. To display or change a recurring entry document, enter the required data in the Display
Recurring Document: Initial Screen or Change Recurring Document: Initial Screen.
The “Change Document” function does not carry out an automatic check (check
example: document balance – debit / credit – results in zero).
Before deleting a recurring entry document, you have to set the deletion indicator for
the document in the Change Recurring Document: Recurring Entry Data dialog box
by choosing View → Recurring Entry Data…. You can then call up the screen for
deleting the document by choosing Document → Delete. You have to specify the
company code, document number, fiscal year, and the reference document type (D).
Choose Test Run to display the documents before you delete them. When you start
this program as an update run, the system will prompt you to reconfirm your entries.
The above-mentioned points will not be illustrated in this example.
The system displays a list of the existing recurring entry original documents. You can
select documents that are still to be executed, and/or documents that will not be executed
until the next time the recurring entry program is run.
The list displays the date of the next posting run.
2. In the Create Posting Documents from Recurring Documents screen, enter the required data.
Please check manually whether all documents of a session were posted. You can see this is
the session overview.
If a session was processed in the foreground, the selection screen Session Successfully
Processed appears after the posting. Confirm the selection screen with Enter.
2. In the List of Vendor Open Items screen, enter the required data.
Purpose
You only have to regroup GR/IR clearing accounts when postings are carried out in
SAP FI from the integrated SAP R/3 component SAP LO-MM.
When the MM component is used, items are posted to the GR/IR clearing account.
Example:
Goods receipt = Balance sheet account to GR/IR clearing
Invoice receipt = GR/IR clearing to vendor
In this way, the GR/IR account is cleared with the correct purchase order and value
quantity once the goods receipt and invoice receipt have been posted.
Prerequisites
You require an account for adjustment postings so that you can make a transfer posting
for the GR/IR clearing account transactions. You display this account in a balance sheet
item along with the GR/IR clearing account. You require two additional accounts so that
you can display the transactions that are “delivered, but not invoiced” and “invoiced, but
not delivered” in the balance sheet.
Output List
The line item display lists all the documents in the GR/IR account for which transfer
postings have been made. It also lists all the postings and displays error messages, if any.
Prerequisite
The exchange rate table must be maintained on a regular basis (transaction OB08).
Valuation methods:
When valuating the accounts, the program requires a number of specifications, such as
the exchange rate and procedure that are to be used for the valuation. You can use
valuation methods to group these basic specifications together so that you do not have to
keep reentering them. You enter the required valuation method during the valuation run.
To ensure that foreign currencies can be valuated, amounts must have been posted
to the appropriate bank accounts.
If required, make further postings in the same way using higher or lower exchange rates and by
swapping the debit/credit account assignments (swap the posting keys).
The sample data specified can be used for confirming balances manually.
Balances confirmations can be printed for customers and vendors.
2. The first example illustrates a customer balance confirmation, and the second a vendor
balance confirmation. Enter the required data in the screen.
You need define your own firms towards balance confirmation letters. At
present SAP R/3 pre-defined forms has been assigned.
You also have to maintain the company code address ID (enter manually to define
the appropriate company data). If this address is not maintained in the company
code, the program terminates. You have to maintain the address in Customizing.
To fulfill the period definition of expenses, you can enter accrual / deferral documents
and, in a subsequent step, cancel them (collective processing).
The reversal date you define in the accrual / deferral document becomes the posting date
of the canceling document.
Reverse posting:
The program creates a list of all documents and specifies whether a reverse posting is
possible (test run) or has been made (update run). You can print the list out. After the test
run, the reverse postings can be created from the list of all the documents for which a
reverse posting is possible.
Prerequisites
You have posted a document in this fiscal year, but the expense, for example, also applies
to the following year.
For example, you post an invoice for rent amounting to INR 11,000.00, which is issued
over a period from 01.03.current FY to 28.02.current FY+1.
1. Call up the transaction as follows:
2. In the Enter Vendor Invoice: Company Code PAPL screen, enter the required data.
5. In the G/L Account Line Item Display screen, enter the required data.
2. In the Enter Accrual/Deferral Doc.: Header Data screen, enter the required data.
<<< Header Data >>>
Enter
4. Call up the line items for account 58062000 of 31.03.of the current fiscal year as follows:
5. In the G/L Account Line Item Display screen, enter the required data.
Procedure
3. Call up the line items for account 58062000 and compare with the descriptions provided in the
previous steps.
Closing Reports
Balance Sheets and P&L Statements
Prerequisites
You have already made the preparatory postings for the balance sheets and P&L
statements and valuated the foreign currency balance sheet accounts and open items in
foreign currencies. For more information, refer to the documentation on preparing
balance sheets.
Every new account must be included in the financial statement version.
Process Flow
1. Call up the transaction as follows:
Result
A financial statement version contains items that are particularly relevant to the financial
statement report and general ledger information system.
The retained earnings or losses and the P&L results are calculated by the report that
creates the balance sheet and P&L statement. Under Accounts Not Assigned, the report
also lists the accounts that have not been assigned to an item in the financial statement
version.
The retained earnings or losses are determined from the asset accounts, liabilities and
owner’s equity accounts, as well as the accounts that could not be assigned. The balance
of all the other accounts is derived from the P&L result.
The report for creating balance sheets and P&L statements does not make any postings; it
only calculates the balance sheet and P&L result and displays this in the balance sheet
and P&L statement.
Prerequisites
• Printing accounting documents
• Printing ledger details
Result
The accounting documents or ledger details are printed out.
Result
The accounting documents are printed out.
Creating Asset
Use
To create an Asset Master, which will uniquely identify the asset.
Procedure
1. Access the activity choosing one of the following navigation options:
3. In the Depreciation area tab, double click on row for depreication area 15.
4. On the Create Asset : Depreciation Area Tax bal.sht. Screen make the following entries:
5. Save your entries. System issues a message with the number (Example: 60003-0) of the
asset created.
Result
The asset master record has been created under the number (Example: 60000-0) in company
code PAPL and asset class 20200000.
You can also use the following functions to maintain your fixed assets:
Prerequisite
Asset master records have been created and posted to in the system.
Procedure
1. Access the activity choosing one of the following navigation options:
Result
The Planned Values tab page shows all the transactions that change the acquisition and
production costs, all the depreciation values that have been calculated for the asset
(including proportional value adjustments), the net book value, and any calculated interest.
Result
The asset has been capitalized with the amount specified. In the asset master record, the
capitalization and depreciation start dates were set when the first acquisition was posted.
Procedure
1. Access the activity choosing one of the following navigation options:
Result
The asset has been capitalized with the amount specified. In the asset master record, the
capitalization and depreciation start dates were set when the first acquisition was posted.
Procedure
1. Access the activity choosing one of the following navigation options:
Result
A partial retirement has been recorded for the specified asset. The gains or losses realized
were calculated automatically and posted to the accounts defined in Customizing. If the
asset retirement was a complete retirement, the retirement date was set automatically in the
asset master record upon posting.
Procedure
1. Access the activity choosing one of the following navigation options:
Result
A partial retirement has been recorded for the specified asset. The gains or losses realized
were calculated automatically and posted to the accounts defined in Customizing. If the
asset retirement was a complete retirement, the retirement date was set automatically in the
asset master record upon posting.
Procedure
1. Access the activity choosing one of the following navigation options:
Quantity Number of O
assets being
retired
(collective
management)
with partial
retirement
From O Activate
Cur.Yr.Acq.
Result
A partial retirement has been recorded for the specified asset. The gains or losses realized
were calculated automatically and posted to the accounts defined in Customizing. If the
asset retirement was a complete retirement, the retirement date was set automatically in the
asset master record upon posting.
Post-Capitalization
Use
Post-capitalization represents subsequent corrections to the acquisition and production costs
(APC) of a fixed asset. An example of when you need this type of correction is if you
neglect to add expenditures and costs linked with the acquisition or assembly of an asset to
its APC in a fiscal year that is now closed. This example can apply to both part assets and
entire complex fixed assets.
The following example is based on an entire complex fixed asset.
Procedure
1. Access the activity choosing one of the following navigation options:
Use
Assets under construction can be managed for summary settlement or by line item. In the
case of summary management, the entire expenses incurred are transferred once or several
times to the asset(s) in the completed tangible fixed assets at the time of completion. When
assets under construction are managed by line item, you can enter settlement rules for every
line item assigned to the AuC.
Prerequisites
The following example is based on assets under construction managed by line item. Asset
class 29501000 has been identified in Customizing as managed by line item for this
purpose. Asset class 29500000 is available for assets under construction managed for
summary settlement. In the case of assets under construction managed for summary
settlement, a transfer is made at the time of completion, as described above, using
transaction ABUMN.
First, create an asset master record in asset class 29500000, as described in the section on
master data maintenance. Next, post an acquisition to this asset under construction. To do
so, use one of the methods described in the section on acquisitions. Finally, create an asset
master record in asset class 20200000.
Alternatively, you can use asset 96 as the asset under construction and asset 7 as the
completed asset once. The two assets are created with the LSMW. In the following example,
it is assumed that the AuC has been completed and has yet to be transferred to the
completed fixed assets.
Procedure
1. Access the activity choosing one of the following navigation options:
5. To go back to the line item overview, choose F3. To save the settlement rule, choose
Save (F11). Then choose Settlement (Shift+F8). This calls up transaction AIBU (AuC
Settlement).
Result
When the settlement is carried out, an intracompany transfer is made between the asset
under construction and the asset in the completed fixed assets.
You can display the document for this intracompany transfer using the Asset Explorer
(transaction AW01N). You can access this transaction from both the asset under
construction and the completed asset.
Use
Down payments for assets under construction are fixed asset acquisitions that have to be
capitalized and reported as a separate item on the balance sheet. For this reason, down
payment postings use separate, special transaction types and are posted to separate accounts
in the SAP R/3 System.
Prerequisites
The transaction types for down payments must be permitted in Customizing for the asset
under construction (AuC) classes. First, create an asset master record for an AuC in class
29500000
Procedure
1. Access the activity choosing one of the following navigation options:
Result
The down payment request did not result in a posting to the asset.
Procedure
1. Access the activity choosing one of the following navigation options:
Result
An asset line item with transaction type 180 has been generated for the asset under
construction as a result of the posting transaction described above. When you posted the
down payment, a posting was made to the account for tangible asset down payments defined
in Customizing for Asset Accounting rather than the balance sheet asset account. The
offsetting account for this is the clear down payments on tangible assets account that is also
defined in Customizing for Asset Accounting.
Procedure
Next, use transaction F-90 to post the final settlement as described in the section on
acquisitions integrated with Accounts Payable Accounting. Make a note of the document
number.
Result
An asset line item with transaction type 100 has been generated for the asset under
construction as a result of the posting transaction for the final settlement.
Procedure
1. Access the activity choosing one of the following navigation options:
3. Choose Enter.
4. Select the down payment you posted. In the Transfer Posting column, enter the amount
to be cleared. Then choose Post. A message appears at the bottom of the screen
requesting you to correct the relevant line items. Choose the highlighted line item by
double-clicking it. You still have to enter a text here. Enter the text Down payment
clearing.
Result
An asset line item with transaction type 181 has been generated for the asset under
construction as a result of the posting transaction for the clearing the down payment
described above.
Direct Capitalization
Use
Asset investments that do not have an asset under construction (AuC) phase are usually
capitalized directly in Asset Accounting. You might, however, want to manage cost
accounting information at the same time. For example, you might want to manage planned
values, budgets, and commitments in order to make target/actual comparisons. For this
reason, the SAP FI-AA Asset Accounting component allows you to post asset transactions
both directly to the asset and as statistics to an internal order at the same time. This is made
possible by the Direct Capitalization component. Direct capitalization refers to asset
acquisitions that do not have an ‘under construction’ phase. Instead, they are capitalized and
depreciated immediately.
In the first step, you create a CO internal order. You can plan and/or budget this order. Next,
you create an asset master record in the appropriate asset class. The CO internal order you
created is stored in the asset master record. You post the acquisition directly to the asset
master record. During this process, the internal order is updated statistically. This enables
you to then make a plan (or budget)/actual comparison at internal order level.
You can use report RACKAR00 in Customizing to create all of the fixed asset balance sheet
accounts in depreciation area 01 as statistical cost elements. Once you have executed the
function in update mode, the balance sheet asset accounts are created as statistical cost
elements with cost element category 90 = ‘Statistical balance sheet account’.
The above prerequisites have been met in the system.
Periodic Processing
Purpose
The steps described in the following section must be carried out periodically at monthly or
yearly intervals.
Prerequisites
The order in which the individual steps are carried out is determined by the other
components in use, such as SAP FI-CO and SAP FI.
Prerequisites
Document type AF has been defined in Customizing for posting depreciation. In the
Customizing definition of the document type, number range 03 has been specified with
external number assignment.
The Customizing settings also specify that depreciation in depreciation areas 01 (book
depreciation), and 20 (cost-accounting depreciation) is posted in the general ledger.
You can define the depreciation posting cycle by specifying the length of time in posting
periods between two posting runs. The system is set in such a way that depreciation is
posted monthly.
You do not have to keep strictly to this posting cycle. You can also choose an unplanned
depreciation posting run using an indicator on the initial screen of the depreciation posting
run. When you set this indicator, you can skip over several periods and post the total
depreciation for all of the skipped periods in one period. The system supports two different
procedures for distributing the forecasted depreciation over the posting periods. The
difference between the two procedures becomes evident when you process acquisitions
within the fiscal year or handle post-capitalization.
With the catch-up method, depreciation due on a transaction within the fiscal year (from the
depreciation start date, according to period control, up to the current period) is posted in one
total. The depreciation posting program posts this amount in the period in which the posting
date of the acquisition lies.
With the smoothing method, the annual depreciation amount determined is distributed
equally over the periods from the current posting period to the year end.
The catch-up procedure is configured in the system for all depreciation areas.
For each depreciation area, you have to specify whether depreciation is to be posted to the
cost center and/or to the order. This information is taken from the asset master record and
passed on to Financial Accounting as an additional account assignment.
For depreciation area 20, the system is set to assign the cost-accounting depreciation and
interest to the cost center
Procedure
1. Access the activity choosing one of the following navigation options:
Explanations:
• Planned Posting Run
You can post to the next period that is specified according to the posting cycle. During a
regular posting run of this kind, the system does not allow you to limit the run to
particular assets.
• Repeat Run
You can request a repeat posting run for the last period posted. You might need to carry
out a repeat run if the depreciation terms were changed for individual assets in
connection with the year-end closing, for example. During a repeat posting run, the
system only posts the differences that resulted between the first posting run and the
repeat posting run. You can limit the run to particular assets.
• Restart
If a posting run terminated for technical reasons and changes had already been made to
the database, you have to restart the program in restart mode. Using the restart mode
ensures that all system activities that were interrupted by the termination are repeated.
• Unplanned Posting Run
3. Once you have made all the necessary entries, execute the depreciation posting run in
the background (Program → Execute in Background)
5. To start the depreciation posting run, save the start time values.
You can accept the default values on the selection screen. Choose F8 to execute the
program.
The job always appears under the name RAPOST2000. The Status column shows the
current status of the job. Choose Refresh or F8 to update the information. As soon as the
status of the job is "Finished", select your job and choose Spool. To go from the overview to
your list, choose F6. When this list was generated, the fixed assets in question were also
updated to include the posted depreciation. The planned depreciation for every complex
fixed asset is not totaled for each posting level and posted directly to Financial Accounting
until the periodic depreciation posting run has been executed.
Procedure
1. Access the activity choosing one of the following navigation options:
The procedure from this point onwards (job monitoring) is the same as for the depreciation
run.
You can process the batch input session as follows:
Result
If assets with reserves for special depreciation or transferred reserves involve postings, such
as retirements, that change the accumulated depreciation, the relevant accumulated
depreciation postings are posted to the accounts defined in Customizing.
Procedure
1. Access the activity choosing one of the following navigation options:
In addition to the selection fields above, there are various other fields that you can use to
limit the report to particular complex fixed assets.
6. Execute the report. You can execute the report in the background. The section on
depreciation posting runs contains information on monitoring the job and spool.
You can execute the report more than once. The value that already exists in a Controlling
object for the cost element and period is overwritten during this process.
Result
The system does not create a batch input session. The planned costs are posted directly to
the assigned Controlling objects and can be evaluated by means of cost center reporting or
internal order reporting. The cost element that is specified in Customizing for Asset
Accounting as the expense account for the respective depreciation type is used.
Prerequisites
The fiscal year change can only be carried out (even in test mode) for the new fiscal year.
The earliest that you can carry out a fiscal year change is in the last month of the old fiscal
year. Before you can change to fiscal year YYYY, you must have already closed fiscal year
YYYY-2. You can have a maximum of two fiscal years open for posting at one time.
No business transactions can be posted in a new fiscal year before the fiscal year change.
You can continue to post in the old fiscal year, even after the fiscal year change. The system
automatically corrects any values that have already been carried forward and that are
affected by postings in the past.
The fiscal year change has to be carried out as background processing for performance
reasons. You can carry out test runs with fewer than 1,000 assets in the foreground.
Procedure
1. Access the activity choosing one of the following navigation options:
If the company code has been set to “production” (company code status = blank), you
cannot carry out the fiscal year change until the last month of the current fiscal year (in
Result
If you started the report in update mode, the asset values from the previous fiscal year are
carried forward cumulatively into the new fiscal year. Postings can now be made to the new
fiscal year.
Year-End Closing
Use
You can use the year-end closing program to close the fiscal year for one or more company
codes from an accounting perspective. Once the fiscal year is closed, you can no longer post
or change values within Asset Accounting (for example, by recalculating depreciation). The
fiscal year that is closed is always the year following the last closed fiscal year. You cannot
close the current fiscal year.
The year-end closing in Asset Accounting must be performed before the year-end closing in
General Ledger Accounting.
The fiscal year change has to be carried out in Asset Accounting before the year-end closing
(SAP FI-AA).
Prerequisites
You have to carry out the year-end closing as background processing for performance
reasons. Start the program, therefore, as a background job (on the selection screen for the
program: Program → Exec. in Background). You can carry out test runs with fewer than
1,000 assets in the foreground.
The system only closes a fiscal year in a company code if
• The system found no errors during the calculation of depreciation (such as
incorrectly defined depreciation keys)
• Planned depreciation from the depreciation areas to be posted has been completely
posted to the general ledger
• Balances from depreciation areas that are posted periodically have been completely
posted to the general ledger
• All assets acquired in the fiscal year have already been capitalized
Procedure
1. Access the activity choosing one of the following navigation options:
Result
If you have performed the year-end closing in update mode, you can no longer post to the
closed fiscal year.