Professional Documents
Culture Documents
The agenda
1 2 3 4
Documents
Taxes
5 6 7
Integration with MM
Navigation in SAP
Enter the Client, User name, Password and Language in this screen
in the same session (window) Enter: /nxxxx (xxxx = transaction code). in an additional session, Enter: /oxxxx (xxxx = transaction code). To end the current transaction Enter: /n. Caution: Unsaved changes are lost without warning
10
SAP Modules
SD
Financial Accounting
FI
MM
Product Planning
PP
R/3 R/3
HR
CO
Controlling
TR
Treasury
Quality Mgmt.
Project System
IS
Industry Solutions
11
SAP Integration
12
Enterprise Management
EIS Consolidation Budgeting Profit Centers
TR
Cash Management Treasury Management Market Risk Management Funds Management
FI
General Ledger Legal Consolidation Accounts Receivable Accounts Payable Asset Accounting
CO
Overhead Cost Controlling Activity-Based Costing Product Costing Profitability Analysis
IM
Capital Budgeting
Preparation
Budget release
Execution
13
SAP AG 1999 14
To create a company code, copy an existing company code using the organization copy function, which copies:
the definition global parameters customizing tables (approx. 315 tables) general ledger accounts (if desired) account determination After using this function, only the desired changes between the original and the new company code have to be maintained.
SAP AG 1999 15
The three steps to create and use a chart of accounts : Define the chart of accounts, Define the properties of the chart of accounts, Assign the chart of accounts to company codes.
INT
IKR
CAUS
SAP AG 1999 16
General Information
Maintenance language Length of the G/L account number
INT
Controlling Integration
Manual or automatic creation of cost elements
Consolidation
Group chart of accounts
Status
Blocked indicator
SAP AG 1999 17
CC1000
INT
CC2000
CAUS
CC3000
SAP AG 1999 18
Operational Chart of Accounts CAUS 00010 group account number: 000001 00020 group account number: 000002
CC1000
External Reporting
Internal Reporting
Operational Chart of Accounts CAFR 0002 0001 group account group account number: 000001 number: 000002
CC2000
SAP AG 1999 19
Country Chart of Accounts CAUS 00010 00020 ... ... Company Code -Segments CC1000 Altern. Acc. no. Altern. Acc. no. 00010 00020 + + Operational Chart of Accounts INT 000001 000001 ... ... + + Company Code -Segments CC2000 Altern. Acc. no. Altern. Acc. no. 0001 0002 Country Chart of Accounts CAFR 0001 0002 ... ... CC1000
External Reporting
Internal Reporting
CC2000
SAP AG 1999 20
Variant Principle
Variant Principle is SAPs method of assigning special properties to R/3 objects. Examples of Variants include Fiscal year variant Posting period variant Field status variant Steps in variants include Define the variant Populate the variant with values Assign the variant to the R/3 Object (ex: Company code)
21
-1 Feb.
Mar 06
Aug.
Aug.
Begin: April/1/2000 End: March/31/2001 The posting periods correspond to the months in the year
Which fiscal year and posting period was used on Jan.15, 2000 for postings? These postings were completed in posting period 5 of the previous fiscal year
SAP AG
1999
22
23
24
Currencies
A company code can have one local currency. Transactions can occur in any different currency. This is called Transaction Currency. Exchange rates are maintained for converting Transaction Currency to Local Currency.
25
26
1 1 1 100
SAP AG 1999 27
From
To
Valid from
Exchange rates
Every day ?
SAP AG 1999
28
29
Hands-on exercises
Login and navigate in SAP R/3 Calling functions Create company code Fiscal year variant
30
Master Data
32
SAP AG
1999
34
Chart of Accounts segment contains data that is consistent across R/3 system. Company Code segment data contains data that is relevant for a specific company code. For the GL account to be used in a company code, both the segments must be maintained.
35
Creating GL Accounts
Manual
Two -Step:
1. Chart of Accounts Segment, 2. Company Code Segment One -Step: Create both segments simultaneously
Copying
Copying an individual GL account with reference to another GL account Copy the entire company code segment Copy the entire chart of accounts segment
Data Transfer
Upload a new chart of accounts from an external system e.g. flat file
SAP AG 1999 36
37
Carry forward
000001 yy
SAP AG 1999
38
39
40
Konto 001111
General Ledger
Cash
000000 -099999
Cash
000000 -099999
C
100000 -199999
Asst
200000 -299999
Matl
300000 -399999
400000 -499999
P/L
The number ranges of the GL accounts The field status of the fields in the company code segment of the master record
Liab
500000 -599999
...
600000 -699999
SAP AG 1999 41
Field Status
Field Status determines whether a field must be Suppressed Displayed Required Optional Field Status is relevant according to type of transaction: Creation Change Display
42
001111 INT
Account group
Sample account P&L account Balance sheet acct Name Short text G/L account long text Consolidation in chart of accounts Partner company Group account number
SAP AG 1999
44
Reconciliation Accounts
Sub-ledger accounts are called as Reconciliation Accounts in SAP. Examples of Reconciliation Accounts in SAP are: Accounts Receivable Accounts Payable Fixed Assets Stocks The entries are always made in the sub-ledger, and not in the GL account. Each transaction updates the Reconciliation and GL account in real-time. This ensures that the sub-ledgers are never out of balance with the main account.
45
General Ledger
Accts Rec.
Accts Pay.
Customer bb aa
Vendor cc dd
SAP AG 1999 46
AR accounts
AP accounts
The account group controls: The number ranges of the accounts, The status of the fields in the master record, If the account is a one time customer or vendor.
Accounts Receivable
000000 -099999
Accounts Payable
AR C
100000 -199999
AP
000000 -099999
C
100000 -199999
Dom.
200000 -299999
Dom.
200000 -299999
For.
300000 -399999
For.
300000 -399999
CPD
400000 -499999
CPD
400000 -499999
0001
500000 -599999
0001
500000 -599999
...
600000 -699999
...
600000 -699999
SAP AG 1999 47
Client level
Account 12345 in sales area 001 Sales area segment Sales area 001
A A A
SAP AG 1999 48
Client level
SAP AG 1999 49
50
Account 1000
Address Name Street City ... Communication Language Telephone ...
Address
Account CPD
Address Name ...
Address
no customer/vendor specific information (no bank details, ...) Document + customer/vendor specific information (bank details,...)
SAP AG 1999 51
52
Cust. A Client level Account control Vendor and Autom. Paym. Tr. Clrg with vend. Vend. B Client level
Vend. B Account control Customer and Autom. Paym. Tr. Clrg with cust. Cust . A
Cust. A 10 10
Vend. B 10 10
SAP AG 1999
53
Cust. A Client level Paym. Trans. Alt. Payer Cust. Y or Autom. Paym. Tr. + Alt. Payer Cust. Z + Client level
Vend B. Paym. Trans. Alt. Payee Vend. M or Autom. Paym. Tr. Alt. Payee Vend. N
Cust. A 10 10
SAP AG 1999
bank account of Y or Z
Vend. B 10 10
54
Hands-on exercises
Edit G/L Account Company Code data Display changes in company code data Create customer Create Vendor
55
House Bank Data Company Code House Bank -ID House bank data Bank country Bank key House bk comm. data ... + DME/EDI -data
Bank Master Data Bank country Bank key Address ... Control data ...
Client level
Banks
SAP AG 1999 57
58
Bank Account House Bank -ID Account -ID Bank acc. data Bank account Currency G/L -Account
G/L Account Account no Account control Account currency Bank/Fin. details House bank Account ID
SAP AG 1999 59
60
Documents
61
Every day hundreds of financial documents are created in the enterprise. To support the filing of original documents, the documents have to be divided into several categories. Different financial business transactions need different data within the documents. Some extra data may even be required for special postings. The accounting department wants to be sure that it is impossible to post to a previous posting period. Head accountants should have more posting authority than their staff.
SAP AG 1999 62
DR
DG
KG
KR
AB
SAP AG 1999 63
KN
KZ
SA
DZ
64
Structure of FI Document
Overview Document Number Document Date Currency .. Items 001 002 . PK PK . Acct Acct . Company Code Posting Date ... Fiscal Year Period ...
Description Description .
Amount Amount
+ .
PK
SAP AG 1999 65
Field relevant for postings on accounts of this type? Posted with which posting key?
PK PK
no
suppress
... ...
yes
Account
Priority Priority
SAP AG 1999 66
Sample FI Document
67
Detail view
Account Line Item 1 / PK Amount Tax Code 2. debit, credit ? 1. S, D, K, A, M ?
The Posting Key has control functions within the line items. It controls: 1. on which type of account the line item can be posted to 2. if the item is posted as a debit or credit 3. the field status of additional details
3. Field Status ?
SAP AG 1999 68
Customers 01 02 03 04 05 06 07 08 09 11 12 13 14 15 16 17 18 19
Vendors 21 22 23 24 25 26 27 28 29 31 32 33 34 35 36 37 38 39
G/L 40 80 81 83 84 85 86 50 90 91 93 94 95 96
Assets 70 75
Materials 89 99
SAP AG 1999 69
9999999999 02 9000000000 8000000000 7000000000 6000000000 5000000000 4000000000 3000000000 2000000000 1000000000 0000000000
SAP AG 1999 70
external numbering current numbers 01 internal numbering defined until fiscal year in the future current numbers 00 internal numbering defined per fiscal year 1998 1999 2000 2001...
12 11 10 09 08 07
01 02 03 04 05 06
13
14
15
16
12 11 10 09 08 07
01 02 03 04 05 06
SAP AG 1999 71
72
Simple FI entries
Cash 5000
Bank 5000
Expense
1 2
100000
1000
Customer
1 2
220000
5500
SAP AG 1999
Different document change rules based on: Account type: A, D, K, M, S Special G/L transactions: Down payment, Down payment requests, . . . Company code
Prerequisites for field changes Posting period open Line item not cleared Posting as debit / posting as credit No invoice -related credit memo
Z B 0003 /
74
Document reversal
Document
Items
Account 1 M Document
Company
D Account 1 C Account 2
2,050 Account 2
2,500
2,050
Account 1 M Document
Company
2,050 Account 2
2,500
2,050
Account 1 M Document
Company
2,500 Account 2
Document re
-entered correctly
2,500
75
Correction options
Beleg
Posten
S Konto 1 H Konto 2
Standard reversal posting Incorrect posting Account 1 2050 2050 Account 2 2050 0 2050 0 Negative posting Account 1 2050 2050 -2050 0
SAP AG 1999 76
2050
Account without line item display Index to documents Transaction figure / debit Account Transaction figure / credit
with line item display Doc. A, item 3 Doc. B, item 2 Doc. C, item 7 ... Further important fields
SAP AG 1999 77
Accounts Payable FB60 FB65 F-43 FB08 Invoice Credit Memo Vendor Invoice (With Special GL indicator) Individual Reversal of Document
78
79
without
open item management Doc. A, item 3 Doc. B, item 2 Doc. C, item 7 ... Further important fields
Transaction figure / debit Account Doc. X, item 1 Doc. Y, item 9 Doc. Z, item 4 ...
with open item management Doc. A, item 3 Doc. B, item 2 Doc. C, item 7 ... further + important fields
81
Clearing concept
Company
January
1 2 3 4 5 6 7 8 9 10 11 12 13 14 16 17 18 19 20 21 22 23 24 25 26 27 28 29 29 30 31
M M
1
Open item account 2,000 3,000 5,000
2
Check Deposit
Company Invoice
February
1 2 3 4 5 6 7 8 9 10 11 12 13 14 16 17 18 19 20 21 22 23 24 25 26 27 28 29 29 30 31
Invoice
Can be cleared
SAP AG 1999 82
ACCOUNT CLEARING
Clearing document
Items
SAP AG 1999 83
Taxes
84
verify the amount of tax calculate the amount of tax calculate additional tax portion verify the tax type determine the G/L account show tax correctly on tax forms
Tax code
A0 V0 0O 0I 0I
State
SAP AG 1999 85
Tax code
A0 V0 0O 0I 0I
Tax type Base amount Output tax Input tax Any other tax
Account key
Rate
Level 100
16.000
SAP AG 1999 86
87
Posting of taxes
Posting as separate line item (standard case) Vendor Expense Input tax
Distribute to relevant expense/revenue items (process NVV for sales tax payables or other non deductible input taxes) Vendor Expense Input tax
SAP AG 1999 88
Account key
Output tax Input tax MWS VST
INT MWS Tax accrual POSTING KEYS Posting key Debit Credit : 40 : 50
89
90
91
Manual payments
Document header
1. Payment header 2. Bank data 3. Select open items
Post
1. Display overview 2. Post
SAP AG 1999 92
Outgoing payments
7
Cash 10 Vendor 10 10
Manual
SAP AG 1999
Automatic
93
94
Sample APP
95
Open item account 2,000 3,000 5,000 5,000
Cash discounts paid or received Cash discount clearing (net method) Tax adjustments Exchange rate differences Bank charges Clearing entries for cross payments -company code
Can be cleared
SAP AG 1999 96
Outgoing Payments
40 LC
10 FC
40 LC
10 FC
SAP AG 1999 97
Complete payment
Post partial payment Customer 8000 5000 Partial payment Residual item
98
99
100
Partial Payment
Invoice reference
Customer/Vendor 8000 3000 5000 Residual Item
Residual Item
payment term
Payment 3000
Diff .
Open item account 2000 3000 5000 1000 Reset cleared items
Line items cleared in error Cancel clearing by resetting clearing document and cleared items
Items
... ...
Clear GL Account Clear Customer Clear Vendor Post outgoing payment (Partial Payment) Incoming Payment
103
Integration with SD
105
CO
FI BL
FI TV
FI AA
MM
FI AP
FI GL
General Ledger
FI AR
SD
SD Organization structure
IDES Distribution
Chains in Germany
Company code Germany 1000
A A A
A A A
Distribution channel 10 Fin .cust .sales Distribution channel 12 Resellers Distribution channel 14 Service Distribution channel 16 Factory sales
SAP AG 1999
Distribution channel 20 Store chains Distribution channel 22 Indust .customers Distribution channel 24 Pharmaceutical customers
107
1000
A AA
Sales organization 1000 Frankfurt Distribution channel 10 Final customer sales Distribution chain 1000 10
A AA
Sales organization 1000 Frankfurt Distribution channel 12 Reseller Distribution chain 1000 12
Divisions
A AA
Sales organization 1000 Frankfurt Distribution channel 10 Final customer sales Distribution chain 1000 10
PLUS
PLUS
CC 1000
Customer
SAP AG 1999
X in company code
1000
SD Sales
Sales order
FI No document
Transfer
Picking
order
Goods issue
Goods issue
Document
Line items ... ...
SD SD Billing
Billing document
MM FI
Invoice
Line items ... ...
Integration with MM
112
MM Integration with FI
Purchasing Organization
MM
Order amount
FI GR/IR
2 1
FI No document
Invoice receipt
Invoice verification document
Document
Line items GR/IR Vendor Tax
Vendor
2
MM
SAP AG 1999
FI
115
Recurring entry
The Recurring Entry Program
Template: Recurring entry original document First posting Last posting Next posting Interval in Months: Line items 001 40 Expense 002 31 Vendor 01.01.XX 12.01.XX 02.01.XX 1 1000 1000Batch input session Recurring entry program Settlement period: 02.01.XX - 02.29.XX
SAP AG 1999
116
Recurring Entry Document Display Recurring Document Execute Recurring Entries Recurring Entry List
117