Step by Step Sap GL User Manual

Zee Entertainment Enterprises
Ltd & Zee News Limited

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General Ledger Version No. :-
Date of issue :-
Page 1 of 110
Table of Contents for General Ledger
Table of Contents for General Ledger.........................................................................................1
Scope of General Ledger...........................................................................................................12
Master Records..........................................................................................................................14
G/ L Accounts...........................................................................................................................14
Master Records -Individual Processing.....................................................................................14
Master Record -Creation...........................................................................................................15
To Create General Ledger Master Record the transaction path is by: ..................................15
On the screen Settings click on Hierarchy display....................................................................15
Standard icons used in SAP.......................................................................................................16
Edit G/L Account Centrally fill the fields as per table below...................................................17
Press Control Data tab and fill the fields on the screen display below as per table below......18
Note : (i) On the first screen itself : Edit Financial Statement version and Edit Cost Element
tab are available. These can also be updated simultaneously. ..................................................21
(ii) GL Master can be created by with reference also. In that case press with reference tab
and give the GL account no and company code and all the fields of reference account number
will get filled and change the necessary fields for new master and press save icon.................21
Master Record – Change...........................................................................................................22
Master Record – Display...........................................................................................................23
To display General Ledger Master Record access transaction by :-.........................................23
Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K

Approved by : Mehul Shah, Dinesh Garg & Sivananda L
Classification: For Internal Use Only
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On the screen Edit G/L Account Centrally fill GL account number to be displayed and
company code. Press display tab and by pressing Control data, Create/bank/interest tab all the
master data fields can be viewed...............................................................................................23
Master Records -Collective Processing.....................................................................................23
Master Records -Display Changes............................................................................................26
To display change made General Ledger Master Records access transaction by.....................26
On the Central G/L Account Changes: Initial screen write the account number and company
code in which changes are to be viewed and from change date, changed by and time fields can
also be filled optionally to restrict the changes to be displayed as shown in screen displayed
below:........................................................................................................................................26
Press ENTER or green tick the following screen will be displayed........................................26
Press the tab and all the changes made in the GL Master will be displayed............................27
Select any field by clicking the cursor on it and press tab or F2. User name and time etc. by
whom the changes are made will be displayed.........................................................................27
To do General Ledger (Journal Vouchers) entries access transaction by:-...............................29
On the screen enter G/L account document enter the fields as per table below:......................29
For Verifying/ Checking the entry is complete in all respects Press the simulate tab and it will
show the General entry to be passed as displayed in the screen below and verify at this point
that whether the GL entry to be passed is correct or not...........................................................31
General Ledger – Document Entry (General Posting)..............................................................32
Another method to do General Ledger (Journal Vouchers) entries/ Vendor Invoices/ Customer
Invoices etc. is by:.....................................................................................................................32

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In the next screen fill in the relevant details for amounts, tax details, narration etc.................33
Similarly the details for the next line need to be entered; multiple line entry is possible in the
same documents. Verify the entry by clicking on Documents  Simulate..............................35
Document Entry- Parked Document.........................................................................................37
To park GL Document..............................................................................................................37
On the screen enter G/L account document enter the fields as per table below:-.....................37
Press save icon and system will give message that Document ------- was parked in company
code----......................................................................................................................................39
Account Assignment Model......................................................................................................40
To create Account assignment model:......................................................................................40
1.4.In the entry screen select the Post Key (PK) as 40 –Debit entry & 50 –Credit entry and
Company Code (CoCd) -1000 alongwith the G/L accounts and Cost Centres like shown
below:........................................................................................................................................41
Document –Change...................................................................................................................43
To change document access transaction by:-............................................................................43
On the screen change document: initial screen enter G/L document number to be changed,
company code and fiscal year as displayed in screen below. Alternatively the Document No.
can also be searched from the Document list............................................................................43
Double click on the line item and make the changes required in assignment field and text
fields as displayed below (only field available for entry will be displayed in white and the rest
are in blue depicting that they cannot be changed)...................................................................44
Press save icon and system will give message that “Changes have been saved”....................45

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Document -Change Line item...................................................................................................46
We can also specify the exact Line item (Rows) of the document to be changed; it displays a
single row for changing.............................................................................................................46
On the screen change document: initial screen enter G/L document number to be changed,
company code, fiscal year and in the Item Number Mention the Line item Row number as
displayed in screen below. Alternatively the Document No. can also be searched from the
Document list............................................................................................................................46
To Display document access transaction by:-...........................................................................47
On the screen Display document: initial screen enter G/L document number to be displayed,
company code and fiscal year as displayed in screen below :-.................................................47
By double clicking on the line item line item can be displayed as displayed in the screen
below :-......................................................................................................................................48
Document- Display Changes.....................................................................................................51
To Display document access transaction by:............................................................................51
On the screen “Document Changes: Initial Screen” write company code, document number,
fiscal year as displayed in the screen below. Write the changed by to view the changes made
by particular person and from change date to further restrict the changes................................51
Press ENTER or green tick and the Document Changes: Changed Fields screen will be
displayed....................................................................................................................................51
Press ALL CHANGES tab and changes made will be displayed as displayed below :-.........52
Select the line item by clicking once on it and press or f2, date, Details of changes like Time
of Change and changed by etc. will be displayed.....................................................................52

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Parked Document – Post/Delete................................................................................................54
To post parked documents access transaction by:-...................................................................54
On Post parked document: initial screen write company code, parked document number to be
posted and fiscal year as displayed in the screen below. By pressing document list all the
parked documents list can be obtained......................................................................................54
...................................................................................................................................................55
Press enter by mentioning the Document No. and double click the highlighted Document No.
for going into Edit Parked GL document screen will be displayed as displayed below :-........55
Press save/post icon and the system will give message that document was posted in company
code...........................................................................................................................................56
Parked Document – Change......................................................................................................58
To change parked documents access transaction by:-...............................................................58
Change the required fields as per requirement. Here even Account Number and amount etc.
can also be changed unlike the normal posted documents where only assignment field and text
field can be changed..................................................................................................................59
Parked Document – Display......................................................................................................61
To display parked documents access transaction by:-...............................................................61
On Display Parked document: initial screen write company code, document number to be
displayed and fiscal year as displayed in the screen below. By pressing list tab all the parked
documents list can be obtained..................................................................................................61
Press ENTER and the following screen will be displayed :-....................................................61
By double clicking on the line item line item data can be viewed............................................62

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To display changes made in parked documents procedure is same as explained in Document
display changes. ........................................................................................................................64
To access transaction:-..............................................................................................................64
On the screen “Parked Document Changes: Initial Screen” write company code, document
number, fiscal year as displayed in the screen below. Write the changed by to view the
changes made by particular person and from change date to further restrict the changes........64
Press ENTER or green tick and the Document Changes: Changed Fields screen will be
displayed....................................................................................................................................65
..................................................................................................................................................65
Press ALL CHANGES tab and changes made will be displayed as displayed below:-..........65
Select the line item by clicking once on it and press or f2, date, Details of changes like Time
of Change and changed by etc. will be displayed:-...................................................................65
Document –Recurring Document..............................................................................................67
To create Recurring Entries access transaction by:-.................................................................67
Press Enter and the following screen will be displayed and fill the fields as per table below:-
...................................................................................................................................................69
...................................................................................................................................................71
Press Enter and on the second entry fill the fields as table below:-..........................................71
1.7.Press the simulate tab and it will show the General entry to be passed as displayed in the
screen below:-............................................................................................................................73
Press Save Icon and system will give message that Document------------------was stored in
company code. ..........................................................................................................................73

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Recurring Entries- Post.............................................................................................................74
To post recurring entries access transaction by :-.....................................................................74
On the screen Create Posting Document from Recurring Documents enter fields as per table
below:-.......................................................................................................................................74
Press Execute icon and system will generate the batch input session and going through
System –Services-Batch input (SM35) run the batch input session and document will be
posted in the system. Session can be run in foreground or Display error mode of Back
Ground. It is recommended to run the batch in Display error mode so that any discrepancies
can be rectified..........................................................................................................................75
...................................................................................................................................................76
Recurring Entries- List..............................................................................................................77
To display a list of all the recurring documents with their Next due date access transaction
by:-.............................................................................................................................................77
On the screen Recurring Entry Documents write the company code and Fiscal year as
displayed below, list of all the recurring documents created during the fiscal will be displayed.
List can be restricted by filling the further selection parameters..............................................77
Recurring Documents – Change/Display/Display Changes......................................................79
To Access transaction ...............................................................................................................79
Document – Reverse.................................................................................................................80
To reverse general ledger document access transaction by :-...................................................80

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On the screen “Reverse Document: Header Data” write the document number to be reversed,
company code, fiscal year and reversal reason and posting date of reversal as displayed in the
screen below :-...........................................................................................................................80
Press Enter or and the document to be reversed will be displayed..........................................81
After verifying the document to be reversed come back by pressing the tab and press
save/post icon and system will give message that “Document------ was posted in company
code -----“. Reversal posts a new document exactly opposite the document to be reversed.. . .81
Account – Display Balances......................................................................................................84
To display Gl Account balances access transaction by:-..........................................................84
On the G/L Account display balances screen write GL account to be displayed, Company
Code and Fiscal year.................................................................................................................84
Press EXECUTE TAB and the GL Account Balance Display Screen will be displayed .......84
By double clicking on the Debit / Credit or Cum balance column detail of transaction can be
obtained as detailed below........................................................................................................86
On this screen all the dynamic menus for display, change, sorting and summations etc.
available. All the functions can be used as per requirement. Layout of displaying the Line item
can be changed as per requirement by pressing the Change Layout tab and same can be saved
also.............................................................................................................................................86
To display GL Account Line Items access transaction by .......................................................88
On the GL Account display line items write GL Account, Company code and open items key
date and tick box Normal items as displayed on the screen below. Other items can be selected

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as per requirement. Ledger can also be changed by selecting the tab. To view Country
Specific ledger it can be used....................................................................................................88
Press Execute icon or F8 Key system will display the line items as displayed below :-..........89
By double clicking on the line item document can be displayed and all the facilities for
sorting, changing, summations etc. are available. Display line items variant can also be
changed and fields for display can be selected as per requirement...........................................91
Periodic Processing...................................................................................................................92
Period End Accrual Posting......................................................................................................92
To Post Period End Accrual Posting Document access transaction by:-..................................92
On the screen Accrual/Deferral Document entry screen will be displayed as below:-.............92
Press Enter, in the Next Screen fill the necessary information.................................................93
Simulate the document through the dropdown menu in Document and below screen is display
...................................................................................................................................................96
Save the Document it will show document posted ...................................................................96
Reverse Accrual/Deferral Document........................................................................................97
1.9.Type F.81 and press enter following screen will be displayed...........................................97
Press the execute Tab button above the screen, document reversal will be done in system....98
Note : Double click the line item to see the entry.....................................................................98
Reporting...................................................................................................................................99
To transfer Service Tax GL Account Line Item balances access transaction by :-...................99
At the initial run click “Do not update” in the Type of Run and hit Enter or click on the
Execute Tab...............................................................................................................................99

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The following Output will be displayed :-..............................................................................101
.................................................................................................................................................101
Then change and click the Options as shown in screen below:-.............................................102
.................................................................................................................................................102
Then through batch processing, transaction code “SM35”, process the batch name
“RFUMSV50”.........................................................................................................................102
Information System ................................................................................................................103
Various Number of standard reports are available in General Ledger for Balance Sheet,
Account Balance, Line Items, Master Record which can be viewed as per requirement.......103
Environment............................................................................................................................106
Enter Translation Rates...........................................................................................................106
The Exchange Rates for translating the Transaction currency into the Local Currency i.e.
Company Code currency is by :-.............................................................................................106
By selecting the Exchange Rate type “M”, enter the Valid from and Currency rate from
“USD” to “INR”......................................................................................................................107
.................................................................................................................................................107
Open and Close Posting period...............................................................................................108
1.10.Specify the Account Type which needs to be closed alongwith the From/ To Period &
Year.........................................................................................................................................108
Functional Defecits..................................................................................................................109
The system does not provide for the following :-...................................................................109
Cash Flow Statement as per AS – 3........................................................................................109

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Projected Cash Flow Statement...............................................................................................109
Developments..........................................................................................................................110
Following are the developments which are being developed -...............................................110

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Scope of General Ledger

1.1. Purpose
The central task of G/L accounting is to provide a
comprehensive picture for external accounting and accounts.
Recording all business transactions (primary postings as well
as settlements from internal accounting) in a software system
that is fully integrated with all the other operational areas of a
company ensures that the accounting data is always complete
and accurate.
Genera
1.2. Features
The SAP FI General Ledger has the following features:
• Free choice of level: corporate group or company
• Automatic and simultaneous posting of all sub-ledger
items in the appropriate general ledger accounts
(reconciliation accounts)
• Simultaneous updating of general ledger and cost
accounting areas

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• Real-time evaluation of and reporting on current

accounting data, in the form of account displays, financial
statements with different financial statement versions and
additional analyses.
Essentially, the general ledger serves as a complete record
of all business transactions. It is the centralized, up-to-date
reference for the rendering of accounts. Actual individual
transactions can be checked at any time in realtime
processing by displaying the original documents, line items,
and transaction figures at various levels such as:
 Account information
 Journals
 Totals/transaction figures
 Balance sheet/profit and loss evaluations
1.3. Scope & Objectives

• To capture the financial data in the system.
• To Record all types of accounting entries.
• To create a better control on Accounts & Finance.
• To make an error free atmosphere through consolidated
account.
• To prepare all types of reports as and when required by the
management.
• To enable end-users friendly with each and every screen of
the system.
• To create integrated, live, centralized data, reports & useful
information available at every center.

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Master Records
G/ L Accounts
Definition
G/L account master records contain the data that is always
needed by the general ledger to determine the account's
function. The G/L account master records control the posting
of accounting transactions to G/L accounts and the processing
of the posting data.
Use
Before you can make postings to a G/L account, you have to
create a master record in the system for the account.
Structure
G/L account master records are divided into two areas so that
company codes with the same chart of accounts can use the
same G/L accounts.
Master Records -Individual Processing

 Centrally (T.Code= FS00)
Centrally created data is updated to the Chart of Accounts
and the Company code area and can be extended to
Controlling area.
 Chart of accounts area (T.Code= FSP0)

The chart of accounts area contains the data that is valid
for all company codes, such as the account number. For
ZEEL/ZNL Common Chart of Account -1000 has been
created, while for ZEEL, ZNL, DISH TV & WWIL the Group
Chart of Account –ESEL has been created in the system.
 Company code specific area (T.Code =FSS0)

The company code specific area contains data that may
vary from one company code to another, such as the
currency in which the account may be posted.
It is always advisable to create the General Ledgers Centrally.

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Master Record -Creation
To Create General Ledger Master Record the transaction path is

by:
Via Menu Accounting → Financial Accounting → General Ledger
→ Master Records → G/L Accounts → Individual
Processing → Centrally
By Transacn FS00
Code
On the screen Settings click on Hierarchy display

This will display the accounts in navigation tree of the Account
Groups created in a Alphabetical format. This helps in knowing
the last G/L Account number generated for that group.
Account Groups have been created for Balance Sheet and Profit &
Loss A/c and error message will be prompted if any G/L account No.
specified does not fit in the Account Group Range.

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Standard icons used in SAP
1. Find
2. Create
3. Display
4. Change
5. Copy
6. Block
7. Set for deletion
8. Change Company code
9. Update
10. Print view

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Edit G/L Account Centrally fill the fields as per table below
Click on option Create icon and the following Screen will be

displayed
Specify the G/ L Account Select Account Group for which

No. & Company Code the G/L Account is to be created
Choose between P&L

statement acct and Balance
Sheet Account
Specify a G/L Acct Short

Text (Width -20 char) &
Long Text (Width -50 char)

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Press Control Data tab and fill the fields on the screen display
below as per table below
Fields Description R/O

Account INR or as applicable to the company code R
Currency
Only Balance in This is required to be filled in Balance Sheet O
Local Currency Accounts where we do not want to update the
account with any other currency.
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Tax Category Accounts which are relevant to tax are assigned O

with tax category. * is assigned for all type of
taxes and Account also can be created for input
tax or output tax only. Select from the drill down
option.
Posting If posting without tax is to be allowed then tick it O
Without Tax
allowed
Reconciliation This field is required to be populated only when O
Account for account to be opened is a reconciliation account
Account Type for Vendors - K, Receivables - D or Assets – A.
Select the required indicator.
Line Item Select. Where line item display is not required do R
display not tick it as its required in Reconciliation
accounts
Sort Key As applicable , drill down available O

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Press create/ bank/ interest tab and fill the fields as per
table below

Field Status As applicable. Drill down available. It determines R
Group the screen layout for document entry.
Following Field Status Group will be
populated for selection purpose
General
Receivables/payables clearing
Asset accts (w/o accumulated depreciation)
Revenue accounts
Expense Accounts
Material consumption accounts
Bank accounts (obligatory value date)
General (with text, assignment)
Material accounts

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General (obligatory text)

Asset Retirement Accounts
Post It is required to be selected when transaction in O
automatically the account are generated automatically. Like
only Tax Accounts, Inventory Accounts etc.
Relevant to It is required to be selected only in the case of O
Cash Flow Cash and Bank Accounts.
House Bank Populate it when Bank is opened as House Bank O
Also.
Account ID Populate it when Bank is opened as House Bank O
Also.
Press save icon and system will give message that “Data Saved”.
Note : (i) On the first screen itself : Edit Financial Statement version and
Edit Cost Element tab are available. These can also be updated
simultaneously.
(ii) GL Master can be created by with reference also. In that case

press with reference tab and give the GL account
no and company code and all the fields of reference account
number will get filled and change the necessary fields for new
master and press save icon.

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Master Record – Change

To Change General Ledger Master Record access transaction by
Via Menu Accounting → Financial Accounting → General Ledger →

Master Records → G/L Accounts → Individual Processing
→ Centrally
By Transaction FS00
Code
On the screen Edit G/L Account Centrally either select from the list
appearing in the left had side or manually enter the GL account number
to be changed and company code as shown in the screen displayed
below. Click Change icon all the fields will become white and scroll
through all the screens like control data, create/bank/interest and
make the changes required and press save icon and system will give
message that “Data saved”.

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Master Record – Display
To display General Ledger Master Record access transaction by :-

Master Records → G/L Accounts → Individual Processing
→ Centrally
By Transaction FS00
Code
On the screen Edit G/L Account Centrally fill GL account number to be

displayed and company code. Press display tab and by pressing
Control data, Create/bank/interest tab all the master data fields can be
viewed.
Master Records -Collective Processing

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This method can be used for changing many objects created can be
changed simultaneously in mass maintenance. When you save your
changes, the system checks them for consistency. They then take
immediate effect for all objects chosen. You should use this function is
you want to make systematic changes to multiple G/L account master
records, such as changing the P&L statement account type of multiple
P&L accounts. With collective processing, you can change the master
records of existing G/L accounts.
Note :- You cannot create G/L accounts, you can only change the
ones already created.

Master Records → G/L Accounts → Collective Processing
By Transaction OB_GLACC11 - Chart of Accounts Data
Code With this function, you can change the master data in
the chart of accounts area of multiple G/L accounts.
OB_GLACC12 - Company Code Data
With this function, you can change the master data in
the company code specific area of multiple G/L
accounts
OB_GLACC13 – Descriptions
With this function, you can change the account names
of multiple G/L accounts, which can even be in different
charts of accounts
First Select the Range of G/L Accounts to be changed –
Click Execute
After making the necessary changes to the Short & long Text click on
Save .
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Master Records -Display Changes
To display change made General Ledger Master Records access transaction

by
Master Records → G/L Accounts → Display Changes →
Centrally
By Transaction FS04
Code
On the Central G/L Account Changes: Initial screen write the account
number and company code in which changes are to be viewed and
from change date, changed by and time fields can also be filled
optionally to restrict the changes to be displayed as shown in screen
displayed below:
Press ENTER or green tick the following screen will be displayed.

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Press the tab and all the changes made in the GL Master will be
displayed
Select any field by clicking the cursor on it and press tab or F2. User
name and time etc. by whom the changes are made will be displayed.

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1. General Ledger – Document Entry (Posting)
To do General Ledger (Journal Vouchers) entries access transaction by:-

Posting → Enter GL Account Document
By Transaction FB50
Code
On the screen enter G/L account document enter the fields as per table
below:
We can change the Currency from

default INR to the Document
entry currency, Local currency
amount in INR picked up
automatically from rates
maintained

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Doc. Date Date of the document which is to entered in the R

system
Posting Date on which Document is to be posed in the R
Date Books
Reference Reference of document i.e. bill No./ Invoice No., O
Expense reference etc. Which you want to track in
future but its always better to do the same in line
item fields because header text will not reflect in
report auto mode.
GL Account GL Account no. to be debited and credited (drill R
down available)
D/C Debit or credit as the case R
Amount Amount R
Assignment Expense Reference text like Invoice Number, O
Telephone, Cheque Number etc
Text Narration in both the line items. O
Cost In the case of Expenditure Heads debited as R
Center applicable (Drill down)
Profit As and when you entered Cost Center, it’s R
Center automatically pick respective Profit Center as per
the case because every Cost Center assigned to
one Profit Centre. You can also manual fill the
Profit Center Field as Drill Down available. System
will not allow wrong assignment of profit Center so
it’s better to fill only correct Cost Center, other
cost object system will automatically pick.
Business As and when you entered Cost Center, it’s R
Area automatically pick respective Business Area as per
the case because every Cost Center attached with
One Business Area. You can also manual fill the
Business Area Field as Drill Down available.
System will not allow wrong assignment of
Business Area so it’s better to fill only correct Cost
Center, other cost object system will automatically
pick.
If the entry is pending a Red dot appears in the first column –Status
else a Green tick is displayed
Note :
i. If there more rows in a document rows can be inserted by tab.
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ii. If a row is to be deleted press tab.

iii. If a row is to be copied select the row and press the tab.
iv. To sort the Line Items use the tabs
v. To view the details of the line item select the line item and press
the tab.
vi. To Change the company codes press tab and we
can change the company codes for document posting purpose
before the start of document entry.
For Verifying/ Checking the entry is complete in all respects Press the
simulate tab and it will show the General entry to be passed
as displayed in the screen below and verify at this point that whether
the GL entry to be passed is correct or not.
After verifying the document to be posted, press post/save icon

and system will give message that “Document------------was posted
in company code ------). Alternatively the document can be kept on
hold by Park option and which will be affected to the G/L only when
it is posted.

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General Ledger – Document Entry (General Posting)
Another method to do General Ledger (Journal Vouchers) entries/ Vendor

Invoices/ Customer Invoices etc. is by:
Posting → General Posting
By Transaction F-02
Code
Sample list of Document Types that can be selected is given below:-
Doc
. Doc.
Doc. Description Doc. Description
Typ Type
e
DA Customer Document KA Vendor Document
Customer Credit
DG KG Vendor Credit Memo
Memo
DR Customer Invoice KN Net Vendors
DZ Customer Payment KP Account Maintenance
HR HR Payroll Posting KR Vendor Invoice

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In the next screen fill in the relevant details for amounts, tax details,
narration etc.

Amount Amount R
Tax Code Select the relevant Tax Code, if applicable, from the O
drop down list Eg:-S1 for Service Tax
Calculate The check box should always be ticked where Tax O
Tax calculations are applicable.
Business Business Place to be selected for the TAN area from R
Place where the e-TDS is going to be filed.
Business Common business area “1000” has been defined for R
Area ZEEL/ZNL
Cost All expense entries require a Cost Centre to be R
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Center mentioned to which the costs will be accounted

WBS Select the appropriate WBS element fr booking O
Element Project Costs pertaining to Commissioned
Programmes, events, movies etc.
Assignment Expense Reference text like Invoice Number, O
Telephone, Cheque Number etc
Cost In the case of Expenditure Heads debited as R
Profit As and when you entered Cost Center, it’s R
Center automatically pick respective Profit Center as per
the case because every Cost Center assigned to one
Profit Centre. You can also manual fill the Profit
Center Field as Drill Down available. System will not
allow wrong assignment of profit Center so it’s
better to fill only correct Cost Center, other cost
object system will automatically pick.
Business As and when you entered Cost Center, it’s R
Area automatically pick respective Business Area as per
the case because every Cost Center attached with
One Business Area. You can also manual fill the
Business Area Field as Drill Down available. System
will not allow wrong assignment of Business Area so
it’s better to fill only correct Cost Center, other cost
object system will automatically pick.

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Similarly the details for the next line need to be entered; multiple line
entry is possible in the same documents. Verify the entry by clicking
on Documents  Simulate

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Verify the Contents of the Document and click on Save option, the
document will be saved and message appears at the left-hand side bottom
of the screen

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Document Entry- Parked Document

In SAP we have the facility of parking a document. In this facility
document number is created but it is not posted in the accounts.
However, parked documents effect can be viewed in the accounts. In
the case of parked documents incomplete documents even a single line
item can be entered. In the case of incomplete document, before
posting these have to be completed first. Parked documents have to be
posted later or unless deleted. In the case of parked document even
amount can be changed or deleted along with the other fields unlike
normal posted documents where only text and assignment fields can be
changed.
Parked documents can be completed, checked, and then posted at a

later date - if necessary by a different accounting clerk.
You can park data relating to customer, vendor, G/L, and asset
accounts. There is an additional fast entry function for G/L accounts.
For assets, you can only enter acquisitions. In addition, you can park
tax information and special G/L indicators, although you cannot park
special G/L indicators for bills of exchange and down payments.
To park GL Document

Posting → Edit or Park GL Document
By Transaction FV50
Code
On the screen enter G/L account document enter the fields as per table
below:-

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Doc. Date Date of the document which is to entered in the R
system
Reference Reference of document ie bill etc. O
GL Account GL Account no. to be debited and credited (drill R
down available)
D/C S -Debit or H -Credit as the case R
Amount Amount R
Cost In the case of Expenditure Heads debited as O

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Press save icon and system will give message that Document -------
was parked in company code----.
Note : In the Case of Parked Documents even single line items can
be posted. In the case of Authorization scenario where all the
documents are required to be parked first and then posted by some
other person in that case it is recommended to use
tab for parking the document. By using this tab,
for parking a document, system will ensure that document to be
parked is complete in all respect i.e. all the required fields are
populated.

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Account Assignment Model

A reference/ template for document entry that provides default
values for posting business transactions. An account assignment
model can contain any number of G/L account items and can be
changed or supplemented at any time. In contrast to sample
documents, the G/L account items for account assignment models
may be incomplete.
To create Account assignment model:
Via Menu Accounting → Financial Accounting → General Ledger → Posting →

Reference documents → Account Assignment Model
Transaction FKMT
Code

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Fields Description
Acct assignment model Give Name here for identification
Currency INR
Company Code As Applicable
Sample text If you want to provide an explanatory text for

the account assignment model
Calculate tax Put a tick n the Check box if Taxes are to be

calculated automatically during posting.
1.4. In the entry screen select the Post Key (PK) as 40 –Debit entry
& 50 –Credit entry and Company Code (CoCd) -1000 alongwith the
G/L accounts and Cost Centres like shown below:

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Click on Save button and the following message appears.

. The template can only be used for G/L
accounts. Using Posting option F-02 - General Posting, we can enter the
Document date & Reference and select the Acct model through the
button.

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Document –Change
In the case of posted documents only text and assignment fields can
be changed.
To change document access transaction by:-

Document → Change
By Transaction FB02
Code
On the screen change document: initial screen enter G/L document

number to be changed, company code and fiscal year as displayed in
screen below. Alternatively the Document No. can also be searched
from the Document list.
1.5. Press ENTER or Green tick and the following screen Change
Document: Data Entry view will be displayed :

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Double click on the line item and make the changes required in
assignment field and text fields as displayed below (only field available
for entry will be displayed in white and the rest are in blue depicting
that they cannot be changed)

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Press save icon and system will give message that “Changes have
been saved”.
Note : In the Posted Document only Assignment and Text Field can
be changed marked in red. NO other Field Can be changed in the
Posted Documents.

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Document -Change Line item
We can also specify the exact Line item (Rows) of the document to be
changed; it displays a single row for changing.

Document → Change line items
By Transaction FB09
Code
On the screen change document: initial screen enter G/L document

number to be changed, company code, fiscal year and in the Item
Number Mention the Line item Row number as displayed in screen
below. Alternatively the Document No. can also be searched from the
Document list.
Make the necessary changes and Press save icon and system will give
message that “Changes have been saved”.

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2. Document -Display
To Display document access transaction by:-

Document → Display
By Transaction FB03
Code
On the screen Display document: initial screen enter G/L document

number to be displayed, company code and fiscal year as displayed in
screen below :-
Press enter or green tick and the Display Document Document Entry
View will be displayed.

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By double clicking on the line item line item can be displayed as displayed
in the screen below :-

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Note : i. If Text or Assignment is required to be changed, it can be

changed by pressing the icon.
ii. By pressing the header tab, document header can be
displayed which will also display along with other entries, entry
date, entered by, time of entry, parked by etc.
iii. By selecting the display another document tab, we can
switch to another document.
iv. By pressing the tab line items can be switched over.

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The Scanned Documents such as Invoice, Delivery Challans etc. can be

attached to the Document through FB-03 option.
The document first needs to be converted into a PDF format and then click
on appearing on the left hand top corner, next to “Display
Document: Data Entry View”, the following mini screen will appear -
Click on the attachment list icon and the following screen will appear –
Click on Create New icon “Create Attachment”, browse/ search

for the file and attach the file, a message will be displayed at the bottom
right hand corner .

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Document- Display Changes
To Display document access transaction by:

Document → Display Changes
By Transaction FB04
Code
On the screen “Document Changes: Initial Screen” write company code,

document number, fiscal year as displayed in the screen below. Write
the changed by to view the changes made by particular person and
from change date to further restrict the changes.
Press ENTER or green tick and the Document Changes: Changed Fields
screen will be displayed.

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Press ALL CHANGES tab and changes made will be displayed as

displayed below :-
Select the line item by clicking once on it and press or f2, date, Details
of changes like Time of Change and changed by etc. will be displayed.

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Parked Document – Post/Delete
To post parked documents access transaction by:-

Document → Parked Documents → Post/Delete
By Transaction FBV0
Code
On Post parked document: initial screen write company code, parked

document number to be posted and fiscal year as displayed in the
screen below. By pressing document list all the parked documents list
can be obtained.

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Press enter by mentioning the Document No. and double click the
highlighted Document No. for going into Edit Parked GL document
screen will be displayed as displayed below :-

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Press save/post icon and the system will give message that
document was posted in company code.

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Note: Here parked document can be deleted also. To delete parked

document instead of pressing post/save icon from Document drill
down and select Delete parked document tab and system will ask for
confirmation and document will be deleted.
Only parked documents can be deleted.
Posted documents cannot be deleted these can be changed only.

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Parked Document – Change

You can change a parked document and complete it step by step. A
large number of header and item fields can be changed during this
process, including the amounts.
You can make changes to:
• Individual documents.
• Individual items.
• Several documents simultaneously using a list.
• Other values via the line items
To change parked documents access transaction by:-

Document → Parked Documents → Change
By Transaction FBV2
Code
On Change parked document: initial screen write company code, parked

document number to be change and fiscal year as displayed in the screen
below. By pressing list tab all the parked documents list can be obtained.
Press enter or green tick and the following screen will be displayed:

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Change the required fields as per requirement. Here even Account Number
and amount etc. can also be changed unlike the normal posted
documents where only assignment field and text field can be changed.

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1.6. Press Save/Post icon and system will give message that
Preliminary posted document-----------was changed.

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Parked Document – Display
To display parked documents access transaction by:-

Document → Parked Documents → Display
By Transaction FBV3
Code
On Display Parked document: initial screen write company code, document

number to be displayed and fiscal year as displayed in the screen
below. By pressing list tab all the parked documents list can be
obtained.
Press ENTER and the following screen will be displayed :-

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By double clicking on the line item line item data can be viewed.

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3. Parked Document – Display Changes
To display changes made in parked documents procedure is same as

explained in Document display changes.
To access transaction:-

Document → Parked Documents → Display Changes
By Transaction FBV5
Code
On the screen “Parked Document Changes: Initial Screen” write company

code, document number, fiscal year as displayed in the screen below.
Write the changed by to view the changes made by particular person
and from change date to further restrict the changes.

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Press ENTER or green tick and the Document Changes: Changed Fields
screen will be displayed.
Press ALL CHANGES tab and changes made will be displayed as

displayed below:-
Select the line item by clicking once on it and press or f2, date, Details
of changes like Time of Change and changed by etc. will be displayed:-

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Document –Recurring Document
Recurring Entries are entries, which are to be posted regularly in the

system. In such cases we can create the entries once and
periodically runs can be executed to post the entries. This process is
comparable to the standing order you give to your bank to deduct
your rent, premium payments, or loan repayments. The following
data never changes in recurring entries:
• Posting key
• Account
• Amounts
To create Recurring Entries access transaction by:-

Posting → Reference Documents → Recurring Entries
By FBD1
Transaction
Code

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First Run on Date on which first run is to be executed R
Date of Last Run Date on which Last run is to be executed R

Interval in month As applicable R
Run date The date on which the Recurring entry should O
run on
Document Type SA if GL Account or as applicable R
Reference Name of the party as applicable O
Posting Key 40 for Debit GL Account R
Account GL Account number to be debited R
Press Enter and the following screen will be displayed and fill the fields as
per table below:-

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Amount Amount to be posted R
Cost Center Cost Center to be debited R
Assignment As Applicable O
Text As Applicable O
Posting Key 50 for GL and as applicable for the account R
type
Account Account to be credited (Say Vendor/ Prepaid R
Expenses/ Accrued Expenses.)

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Press Enter and on the second entry fill the fields as table below:-

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Amount As Applicable R
Assignment As applicable O
Text As Applicable R
More Data As Applicable (we can input reference text R
Reference Key 1,2,3 in these field for future references like in
case of AMC, Prepaid Expenses etc Start
date, End Date, Nature etc)

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1.7. Press the simulate tab and it will show the General
entry to be passed as displayed in the screen below:-
Press Save Icon and system will give message that

Document------------------was stored in company code.
.

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Recurring Entries- Post
To post recurring entries access transaction by :-

Periodic Processing → Recurring Entries → Execute
Transaction F.14
Code
On the screen Create Posting Document from Recurring Documents enter

fields as per table below:-

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Company Code As Applicable R
Recurring Recurring document to be posted, R
Document No. range can also be given
Settlement Period Range of period from which Recurring R
Doc. To be selected. Say 01.02.2010
to 28.02.2010
Batch Input Batch Input session Name O
Session
Press Execute icon and system will generate the batch input session
and going through System –Services-
Batch input (SM35) run the batch input session and document will be
posted in the system. Session can be run in foreground or Display
error mode of Back Ground. It is recommended to run the batch in
Display error mode so that any discrepancies can be rectified.
Select the Session & Press the

Process TAB

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Press the Process button
The system will create the FI document, hit enter at all stages until the
following screen appears:-
Press this button to complete the

session and press back arrow key
to come out of screen. Accounting
document posted.

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Recurring Entries- List
To display a list of all the recurring documents with their Next due date
access transaction by:-

Periodic Processing → Recurring Entries → Lists
Transaction F.15
Code
On the screen Recurring Entry Documents write the company code and
Fiscal year as displayed below, list of all the recurring documents
created during the fiscal will be displayed. List can be restricted by
filling the further selection parameters.

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1.8. Press EXECUTE tab or F8 list will be generated displaying all the
detail of Recurring document as displayed below :-

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Recurring Documents – Change/Display/Display Changes

Recurring document can also be displayed, changed, deleted.
Transaction is done the same way as the normal documents.
To Access transaction
Recurring Accounting → Financial document → General Ledger
Document → Document → Reference Document → Recurring
Document →
FBD2 – Change
FBD3 – Display
FBD4 - Display Changes
F.56 – Delete

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Document – Reverse
To reverse general ledger document access transaction by :-

Document → Reverse → Individual Reversal
By Transaction FB08 - Individual Reversal OR
Code F.80 - Mass Reversal
On the screen “Reverse Document: Header Data” write the document

number to be reversed, company code, fiscal year and reversal reason
and posting date of reversal as displayed in the screen below :-

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Press Enter or and the document to be reversed will

be displayed.
After verifying the document to be reversed come back by pressing the

tab and press save/post icon and system will give message that
“Document------ was posted in company code -----“. Reversal posts a
new document exactly opposite the document to be reversed.
Note: i. Reversal Document no. gets populated in the Header of the
Reversed Document and on the document display screen
(FB03) it can be viewed in the header portion and by pressing
the Icon reversal document can be
displayed.

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Account – Display Balances
To display Gl Account balances access transaction by:-

Account → Display Balances
By Transaction FS10N - Display Balances OR
Code FAGLB03 - Display Balances (New)
On the G/L Account display balances screen write GL account to be

displayed, Company Code and Fiscal year.
Press EXECUTE TAB and the GL Account Balance Display Screen will be
displayed

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By double clicking on the Debit / Credit or Cum balance column detail of

transaction can be obtained as detailed below
On this screen all the dynamic menus for display, change, sorting and
summations etc. available. All the functions can be used as per
requirement. Layout of displaying the Line item can be changed as per
requirement by pressing the Change Layout tab and same can be
saved also.
By double clicking on the line item Document can be displayed

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4. Account -Display /change Line Items
To display GL Account Line Items access transaction by

Account → Display /change Line Items
By Transaction FAGLL03
Code
On the GL Account display line items write GL Account, Company code and
open items key date and tick box Normal items as displayed on the
screen below. Other items can be selected as per requirement. Ledger
can also be changed by selecting the tab. To view
Country Specific ledger it can be used.

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Press Execute icon or F8 Key system will display the line items as
displayed below :-

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By double clicking on the line item document can be displayed and all the
facilities for sorting, changing, summations etc. are available. Display
line items variant can also be changed and fields for display can be
selected as per requirement.

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Periodic Processing
Period End Accrual Posting

This transaction will be useful for making those month end
provision for MIS Purpose which later on need to be reverse on
the first date of next month after finalization MIS for the last
month. With the help of this transaction Code, reversal of this
type of provisions can be automated while posting provision in
last month.
To Post Period End Accrual Posting Document access transaction by:-

Periodic Processing → Closing → Valuate → Enter
Accrual/ Deferral Document
Transaction FBS1
Code
On the screen Accrual/Deferral Document entry screen will be displayed as

below:-

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Press Enter, in the Next Screen fill the necessary information

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Simulate the document through the dropdown menu in Document and

below screen is display
Save the Document it will show document posted

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Reverse Accrual/Deferral Document

Periodic Processing → Closing → Valuate → Reverse
Accrual/Deferral Document
Transaction F.81
Code
1.9. Type F.81 and press enter following screen will be displayed
Enter the Reason for Reversal

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Press the execute Tab button above the screen, document reversal will
be done in system.
Note : Double click the line item to see the entry.

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Reporting
The Tax Reports function will be used for transferring Deferred
Service Tax Liability to Actual Service Tax Liability A/c on the basis
of Payments made to Vendors/ Receipts from Customers.
To transfer Service Tax GL Account Line Item balances access transaction

by :-

Reporting → Tax Reports → General → Deferred Tax →
Deferred Tax Transfer (New)
By Transaction S_AC0_52000644
Code
At the initial run click “Do not update” in the Type of Run and hit Enter or
click on the Execute Tab.

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The following Output will be displayed :-

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Then change and click the Options as shown in screen below:-
Then through batch processing, transaction code “SM35”, process the

batch name “RFUMSV50”.

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Information System
Various Number of standard reports are available in General Ledger

for Balance Sheet, Account Balance, Line Items, Master Record
which can be viewed as per requirement.
Via Menu Accounting → Financial Accounting → General

Ledger → Information System → General
Ledger Reports (New)
S_PL0_86000028 - Financial Statement Actual/Actual Comparison
S_ALR_87012284 - Financial Statement
S_PL0_86000029 - Financial Statement Plan/Actual Comparison
S_ALR_87012277 - GL Account Balances
S_PL0_86000030 - GL Account Balances (New)
S_PL0_86000031 - Transactions Figures : Account Balance
S_ALR_87012301 - Totals and Balances
S_PL0_86000032 - Structured Account Balances
S_ALR_87012282 - G/L Line Items, List for Printing
S_ALR_87012332 - G/L Account Statements
S_AC0_52000887 - Receivables: Profit Center
S_AC0_52000888 - Payables: Profit Center

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Press the execute Tab button above the screen.

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Environment
Enter Translation Rates
The Exchange Rates for translating the Transaction currency into the Local
Currency i.e. Company Code currency is by :-

Environment → Current Settings → Enter Translation
Rates
By Transaction S_BCE_68000174
Code

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By selecting the Exchange Rate type “M”, enter the Valid from and
Currency rate from “USD” to “INR”

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Open and Close Posting period

Environment → Current Settings → Open and Close
Posting Periods
By Transaction S_ALR_87003642
Code
1.10. Specify the Account Type which needs to be closed alongwith

the From/ To Period & Year.

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Functional Defecits
The system does not provide for the following :-
Cash Flow Statement as per AS – 3
Projected Cash Flow Statement

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Developments
Following are the developments which are being developed -.
1 Detailed General Ledger Balances Statement

Profit Centre wise and Cost Centre wise
2
-monthly expenses Statement Summary
3 Booking of FMS Expenses episode wise
Inter Profit centre Movie Pricing based on
4
Policy
5 Month wise summary of Revenue balances
Employee wise Advance Statement alongwith
6
Currency
Loan Summary giving details of Loans Taken,
7
Interest Paid/ Payable and Loans Repaid
Details of Balances in GRIR & SRIR Provision
8
accounts
Details of Investments made, dividend recd,
9 investments sold, profit/ (loss) on sale of
investments etc.
10 Employee wise Reimbursement paid details
Programme wise details of Direct Exps.
11
Accounted
Travel Statement for each employee exps.
12
Incurred alongwith currency & provisions
Activity/ Programme wise details of Marketing
13
Expenses
14 Debit Note Register
15 Credit Note Register
16 Journal & Reversible Journal Register


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Table of Contents for General Ledger

Table of Contents for General Ledger.........................................................................................1

Scope of General Ledger...........................................................................................................12

Master Records -Individual Processing.....................................................................................14

Master Record -Creation...........................................................................................................15

On the screen Settings click on Hierarchy display....................................................................15

Standard icons used in SAP.......................................................................................................16

tab are available. These can also be updated simultaneously. ..................................................21

Master Record – Change...........................................................................................................22

Master Record – Display...........................................................................................................23

To display General Ledger Master Record access transaction by :-.........................................23

Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K

master data fields can be viewed...............................................................................................23

Master Records -Collective Processing.....................................................................................23

Master Records -Display Changes............................................................................................26

Press ENTER or green tick the following screen will be displayed........................................26

whom the changes are made will be displayed.........................................................................27

To do General Ledger (Journal Vouchers) entries access transaction by:-...............................29

that whether the GL entry to be passed is correct or not...........................................................31

General Ledger – Document Entry (General Posting)..............................................................32

Invoices etc. is by:.....................................................................................................................32

Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K

same documents. Verify the entry by clicking on Documents  Simulate..............................35

Document Entry- Parked Document.........................................................................................37

Account Assignment Model......................................................................................................40

To create Account assignment model:......................................................................................40

To change document access transaction by:-............................................................................43

can also be searched from the Document list............................................................................43

are in blue depicting that they cannot be changed)...................................................................44

Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K

Document -Change Line item...................................................................................................46

single row for changing.............................................................................................................46

To Display document access transaction by:-...........................................................................47

company code and fiscal year as displayed in screen below :-.................................................47

Document- Display Changes.....................................................................................................51

To Display document access transaction by:............................................................................51

of Change and changed by etc. will be displayed.....................................................................52

Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K

Parked Document – Post/Delete................................................................................................54

To post parked documents access transaction by:-...................................................................54

parked documents list can be obtained......................................................................................54

Parked Document – Change......................................................................................................58

To change parked documents access transaction by:-...............................................................58

field can be changed..................................................................................................................59

Parked Document – Display......................................................................................................61

To display parked documents access transaction by:-...............................................................61

documents list can be obtained..................................................................................................61

Press ENTER and the following screen will be displayed :-....................................................61

Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K

To display changes made in parked documents procedure is same as explained in Document

display changes. ........................................................................................................................64

of Change and changed by etc. will be displayed:-...................................................................65

Document –Recurring Document..............................................................................................67

To create Recurring Entries access transaction by:-.................................................................67

company code. ..........................................................................................................................73

Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu K

Recurring Entries- Post.............................................................................................................74

To post recurring entries access transaction by :-.....................................................................74

Recurring Entries- List..............................................................................................................77

List can be restricted by filling the further selection parameters..............................................77

Recurring Documents – Change/Display/Display Changes......................................................79