User Training Manual: P A-Sure

PROJECT A-SURE
User Training Manual
Financial Accounting
GENERAL LEDGER
MONTH END ACCRUALS
CUSTOMER: PTCL
IMPLEMENTATION PARTNER: SIEMENS PAKISTAN
Date: 17 November, 2007

Author(s): Siemens Pakistan Engineering Company Limited
Document Number
Document Number
Document Date
FI-GL-002.01/001
17 November, 2007
Version History
Version Number
17 November
2007
01 / 001
FIGL002.01/001
Version Date
Summary of Changes
NA
Ref: Minutes of Review

NA
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TABLE OF CONTENTS
1. SAP EASY ACCESS .................................................................................................. 9
1.1. REQUIRED USER INPUT ......................................................................................................... 9
1.2. SAP SCREEN SNAP .............................................................................................................. 9
1.3. DESCRIPTION ........................................................................................................................ 9
2. DOCUMENT DATE .................................................................................................. 10

2.1. REQUIRED USER INPUT ....................................................................................................... 10
2.2. SAP SCREEN SNAP ............................................................................................................ 10
2.3. DESCRIPTION ...................................................................................................................... 10
3. DOCUMENT TYPE ................................................................................................... 11

3.2. SAP SCREEN SNAP ............................................................................................................ 11
3.3. DESCRIPTION ...................................................................................................................... 11
4. COMPANY CODE .................................................................................................... 12

4.2. SAP SCREEN SNAP ............................................................................................................ 12
4.3. DESCRIPTION ...................................................................................................................... 12
5. POSTING DATE ....................................................................................................... 13

5.2. SAP SCREEN SNAP ............................................................................................................ 13
5.3. DESCRIPTION ...................................................................................................................... 13
6. CURRENCY .............................................................................................................. 14
6.2. SAP SCREEN SNAP ............................................................................................................ 14
6.3. DESCRIPTION ...................................................................................................................... 14
7. DOCUMENT HEADER REFERENCE...................................................................... 15
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7.2. SAP SCREEN SNAP ............................................................................................................ 15
7.3. DESCRIPTION ...................................................................................................................... 15
8. DOCUMENT HEADER TEXT ................................................................................... 16

8.2. SAP SCREEN SNAP ............................................................................................................ 16
8.3. DESCRIPTION ...................................................................................................................... 16
9. REVERSAL REASON .............................................................................................. 17

9.2. SAP SCREEN SNAP ............................................................................................................ 17
9.3. DESCRIPTION ...................................................................................................................... 17
10. REVERSAL DATE.................................................................................................. 18

10.1. REQUIRED USER INPUT ..................................................................................................... 18
10.2. SAP SCREEN SNAP .......................................................................................................... 18
10.3. DESCRIPTION .................................................................................................................... 18
11. POSTING KEY ....................................................................................................... 19

11.2. SAP SCREEN SNAP .......................................................................................................... 19
11.3. DESCRIPTION .................................................................................................................... 19
12. ACCOUNT .............................................................................................................. 20

12.2. SAP SCREEN SNAP .......................................................................................................... 20
12.3. DESCRIPTION .................................................................................................................... 20
13. AMOUNT ................................................................................................................ 21

13.2. SAP SCREEN SNAP .......................................................................................................... 21
13.3. DESCRIPTION .................................................................................................................... 21
14. COST CENTER ...................................................................................................... 22
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14.2. SAP SCREEN SNAP .......................................................................................................... 22
14.3. DESCRIPTION .................................................................................................................... 22
15. FUNCTIONS ........................................................................................................... 23

15.2. SAP SCREEN SNAP .......................................................................................................... 23
15.3. DESCRIPTION .................................................................................................................... 23
16. PRODUCTS-TELECOM ......................................................................................... 24

16.2. SAP SCREEN SNAP .......................................................................................................... 24
16.3. DESCRIPTION .................................................................................................................... 24
17. CONTINUE ICON ................................................................................................... 25

17.2. SAP SCREEN SNAP .......................................................................................................... 25
17.3. DESCRIPTION .................................................................................................................... 25
18. POSTING FOR NEXT LINE ITEM.......................................................................... 26

18.2. SAP SCREEN SNAP .......................................................................................................... 26
18.3. DESCRIPTION .................................................................................................................... 26
19. ACCOUNT NUMBER FOR NEXT LINE ITEM ....................................................... 27

19.2. SAP SCREEN SNAP .......................................................................................................... 27
19.3. DESCRIPTION .................................................................................................................... 27
20. AMOUNT ................................................................................................................ 28

20.2. SAP SCREEN SNAP .......................................................................................................... 28
20.3. DESCRIPTION .................................................................................................................... 28
21. PROFIT CENTER ................................................................................................... 29
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21.2. SAP SCREEN SNAP .......................................................................................................... 29
21.3. DESCRIPTION .................................................................................................................... 29
22. LINE ITEM TEXT .................................................................................................... 30

22.2. SAP SCREEN SNAP .......................................................................................................... 30
22.3. DESCRIPTION .................................................................................................................... 30
23. SIMULATE .............................................................................................................. 31

23.2. SAP SCREEN SNAP .......................................................................................................... 31
23.3. DESCRIPTION .................................................................................................................... 31
24. SAVE ...................................................................................................................... 32

24.2. SAP SCREEN SNAP .......................................................................................................... 32
24.3. DESCRIPTION .................................................................................................................... 32
25. DOCUMENT ........................................................................................................... 33

25.2. SAP SCREEN SNAP .......................................................................................................... 33
25.3. DESCRIPTION .................................................................................................................... 33
26. DISPLAY................................................................................................................. 34
26.2. SAP SCREEN SNAP .......................................................................................................... 34
26.3. DESCRIPTION .................................................................................................................... 34
27. DISPLAY DOCUMENT - DATA ENTRY VIEW...................................................... 35

27.2. SAP SCREEN SNAP .......................................................................................................... 35
27.3. DESCRIPTION .................................................................................................................... 35
NONE. ............................................................................................................................. 35
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28. SAP EASY ACCESS .............................................................................................. 36

28.2. SAP SCREEN SNAP .......................................................................................................... 36
28.3. DESCRIPTION .................................................................................................................... 36
29. COMPANY CODE .................................................................................................. 37

29.2. SAP SCREEN SNAP .......................................................................................................... 37
29.3. DESCRIPTION .................................................................................................................... 37
30. FISCAL YEAR ........................................................................................................ 38

30.2. SAP SCREEN SNAP .......................................................................................................... 38
30.3. DESCRIPTION .................................................................................................................... 38
31. REVERSE POSTING DATE................................................................................... 39

31.2. SAP SCREEN SNAP .......................................................................................................... 39
31.3. DESCRIPTION .................................................................................................................... 39
32. EXECUTE TEST RUN ............................................................................................ 40

32.2. SAP SCREEN SNAP .......................................................................................................... 40
32.3. DESCRIPTION .................................................................................................................... 40
33. LOG TEST RUN ..................................................................................................... 41

33.2. SAP SCREEN SNAP .......................................................................................................... 41
33.3. DESCRIPTION .................................................................................................................... 41
34. EXECUTE PRODUCTION RUN ............................................................................. 42

34.2. SAP SCREEN SNAP .......................................................................................................... 42
34.3. DESCRIPTION .................................................................................................................... 42
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35. LOG UPDATE ........................................................................................................ 43

35.2. SAP SCREEN SNAP .......................................................................................................... 43
35.3. DESCRIPTION .................................................................................................................... 43
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1. SAP Easy Access

1.1. Required User Input
Enter transaction code "FBS1" in the command line and press enter.
1.2. SAP Screen Snap
1.3. Description
Follow the menu path as shown in the screen snap and double click on "FBS1 - Enter Accrual / Deferral
Document" OR Enter transaction code "FBS1" in the command line and press enter.
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2. Document Date
Enter document date then press tab.
2.3. Description
The document date is the date on which the original document was issued. The document date may not
be the same as the posting date on which G/L account balances or customer and vendor balances are
updated. The document date can be the issue date of an invoice or a payment, for example.
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3. Document type
Enter document type then press tab.
3.3. Description
The document type classifies the accounting documents. It is stored in the document header. Attributes
that control the entry of the document, or which are themselves noted in the document, are defined for
each document type.
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4. Company Code
Enter company code then press tab.
4.3. Description
The company code is an organizational unit within financial accounting. Enter "1100" for PTCL or "1300"
for Paknet.
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5. Posting Date
Enter posting date then press tab.
5.3. Description
Date which is used when storing the document in Financial Accounting or Controlling.
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6. Currency
Enter currency key then press tab.
6.3. Description
Currency Key represents the currency for amounts in the document.
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7. Document Header Reference

Enter document header reference then press tab.
7.3. Description
The reference document number can contain the document number of the customer/vendor. However it
may contain a different value. The reference document number is used as a search criterion when
displaying or changing documents. In correspondence, the reference document number is sometimes
printed in place of the document number.
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8. Document Header Text

Enter document header text then press tab.
8.3. Description
The document header text contains explanations or notes which apply to the document as a whole, that
is, not only for certain line items.
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9. Reversal Reason
Enter reversal reason and press tab.
9.3. Description
Reversl reason code is the reason for reversing a document. Press F4 to see and select possible values.
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10.
Reversal Date
10.1.
Required User Input
Enter reversal date then press tab.
10.2.
SAP Screen Snap
10.3.
Description
Enter planned date for the Reverse Posting. It is the date on which the reverse posting is to be made.
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11.
Posting key
11.1.
Required User Input
Enter posting key for GL account debit then press tab.
11.2.
SAP Screen Snap
11.3.
Description
Posting key specifies the nature of the account (e.g. GL account, Customer account, Vendor account etc.)
and controls the debit / credit indicator of the amount. Press F4 to see and select possible values.
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12.
Account
12.1.
Required User Input
Enter account number then press enter.
12.2.
SAP Screen Snap
12.3.
Description
Account number for which posting is to be made. Account number could be GL number, customer number
or vendor number depending on posting key selected.
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13.
Amount
13.1.
Required User Input
Enter 45000 then press tab.
13.2.
SAP Screen Snap
13.3.
Description
During document entry, enter the amount manually. In the last line item, you can enter a "*" - the amount
of the final line item is then the balance of all the line items previously entered. Amounts you enter may be
changed automatically by the system if automatic postings are made during postings e.g. Tax
adjustments, Cash discount adjustments.
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14.
Cost Center
14.1.
Required User Input
Enter "3091" as cost center number then press enter.
14.2.
SAP Screen Snap
14.3.
Description
Enter cost center number.
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15.
Functions
15.1.
Required User Input
Enter 110102 as function code then press tab.
15.2.
SAP Screen Snap
15.3.
Description
Enter function code if prompted by the system. The code will be used for function wise reporting of
expenses and income.
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16.
Products-Telecom
16.1.
Required User Input
Enter 120000 as product code then press enter.
16.2.
SAP Screen Snap
16.3.
Description
Enter product code if prompted by the system. The code will be used for product wise reporting of
expenses and income.
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17.
Continue icon
17.1.
Required User Input
Click on continue icon.
17.2.
SAP Screen Snap
17.3.
Description
Click on "Continue" icon to proceed.
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18.
Posting for next line item
18.1.
Required User Input
Enter "50" as posting key then press Enter.
18.2.
SAP Screen Snap
18.3.
Description
Enter posting key for next line item. Posting key specifies the nature of the account (e.g. GL account,
Customer account, Vendor account etc.) and controls the debit / credit indicator of the amount. Press F4
to see and select possible values.
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19.
Account number for next line item
19.1.
Required User Input
Enter 2231003 as GL account number and press enter.
19.2.
SAP Screen Snap
19.3.
Description
Enter account number for which next line item posting is to be made. Account number could be GL
number, customer number or vendor number depending on posting key selected. Use F4 to see and
select possible values.
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20.
Amount
20.1.
Required User Input
Enter "*" in the amout field then press Tab.
20.2.
SAP Screen Snap
20.3.
Description
During document entry, enter the amount manually. In the last line item, you can enter a "*" - the amount
of the final line item is then the balance of all the line items previously entered. Amounts you enter may be
changed automatically by the system if automatic postings are made during postings e.g. Tax
adjustments, Cash discount adjustments etc.
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21.
Profit Center
21.1.
Required User Input
Enter "903" as profit center and press tab.
21.2.
SAP Screen Snap
21.3.
Description
A profit center is a management-oriented organizational unit used for internal controlling purposes.
Dividing your company up into profit centers allows you to analyze areas of responsibility and to delegate
responsibility to decentralized units, thus treating them as "companies within the company". Press F4 to
see and select possible values. Always use controlling "1100" to search for profit center.
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22.
Line item text
22.1.
Required User Input
Enter "Electricity Expense" in line item text, then press Enter
22.2.
SAP Screen Snap
22.3.
Description
Line item text contains an explanatory text on the line item. Enter a text manually or transfer a standard
text. To transfer a standard text you enter the corresponding text variable with a prefixed equals sign
(=XXXX).
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23.
Simulate
23.1.
Required User Input
Choose "Simulate" from the document menu.
23.2.
SAP Screen Snap
23.3.
Description
To simulate the document click on Menu bar --> Document --> Simulate. It shows overview of accounting
document after execution of all Substitutions, execution of all validations and creation of automatically
created line Items.
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24.
Save
24.1.
Required User Input
Click icon to save entry
24.2.
SAP Screen Snap
24.3.
Description
Press save button to store accounting entries.
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25.
Document
25.1.
Required User Input
Select document from the menu bar.
25.2.
SAP Screen Snap
25.3.
Description
Note down the document number created. To display posted document go to Menu Bar --> Document -> Display.
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26.
Display
26.1.
Required User Input
Choose "Display" from the menu.
26.2.
SAP Screen Snap
26.3.
Description
Note down the document number created. To display posted document go to Menu Bar --> Document -> Display.
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27.
Display Document - Data Entry View
27.1.
Required User Input
None.
27.2.
SAP Screen Snap
27.3.
Description
None.
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28.
SAP Easy Access
28.1.
Required User Input
Enter transaction code "F.81" in the command line and press enter.
28.2.
SAP Screen Snap
28.3.
Description
Follow the menu path as shown in the screen snap and double click on "F.81 - Reverse Accrual / Deferral
Document" OR Enter transaction code "F.81" in the command line and press enter.
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29.
Company Code
29.1.
Required User Input
Enter "1100" as company code, then press Tab.
29.2.
SAP Screen Snap
29.3.
Description
The company code is an organizational unit within financial accounting. Enter company code "1100" for
PTCL or "1300" for Paknet.
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30.
Fiscal Year
30.1.
Required User Input
Enter "2008" as fiscal year, then press Tab.
30.2.
SAP Screen Snap
30.3.
Description
Period, 12 months as a rule, for which the company is to create its inventory and balance sheet.
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31.
Reverse posting date
31.1.
Required User Input
Enter "01.10.2007" as reverse posting date, then press Tab.
31.2.
SAP Screen Snap
31.3.
Description
Enter reverse posting date as selection criteria. It is the date on which the reverse posting is to be made.
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32.
Execute Test Run
32.1.
Required User Input
Click execute icon to run the test reversal.
32.2.
SAP Screen Snap
32.3.
Description
Ensure that check box of Test Run is marked and press execute button.
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33.
Log Test Run
33.1.
Required User Input
Click back button on standard toolbar to go back.
33.2.
SAP Screen Snap
33.3.
Description
Check the log to ensure that all documents can be reversed.
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34.
Execute production run
34.1.
Required User Input
Click on execute icon on the standard toolbar.
34.2.
SAP Screen Snap
34.3.
Description
Ensure that test run check box is not marked and press execute icon to start production run / update run
of accrual reversal.
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35.
Log Update
35.1.
Required User Input
35.2.
SAP Screen Snap
35.3.
Description
Check the document details. Ensure that all documents have been reversed.
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PROJECT A-SURE

User Training Manual

Date: 17 November, 2007

Ref: Minutes of Review

2. DOCUMENT DATE .................................................................................................. 10

3. DOCUMENT TYPE ................................................................................................... 11

4. COMPANY CODE .................................................................................................... 12

5. POSTING DATE ....................................................................................................... 13

7. DOCUMENT HEADER REFERENCE...................................................................... 15

7.1. REQUIRED USER INPUT ....................................................................................................... 15

8. DOCUMENT HEADER TEXT ................................................................................... 16

9. REVERSAL REASON .............................................................................................. 17

10. REVERSAL DATE.................................................................................................. 18

11. POSTING KEY ....................................................................................................... 19

12. ACCOUNT .............................................................................................................. 20

13. AMOUNT ................................................................................................................ 21

14. COST CENTER ...................................................................................................... 22

14.1. REQUIRED USER INPUT ..................................................................................................... 22

15. FUNCTIONS ........................................................................................................... 23

16. PRODUCTS-TELECOM ......................................................................................... 24

17. CONTINUE ICON ................................................................................................... 25

18. POSTING FOR NEXT LINE ITEM.......................................................................... 26

19. ACCOUNT NUMBER FOR NEXT LINE ITEM ....................................................... 27

20. AMOUNT ................................................................................................................ 28

21. PROFIT CENTER ................................................................................................... 29

21.1. REQUIRED USER INPUT ..................................................................................................... 29

22. LINE ITEM TEXT .................................................................................................... 30

23. SIMULATE .............................................................................................................. 31

24. SAVE ...................................................................................................................... 32

25. DOCUMENT ........................................................................................................... 33

27. DISPLAY DOCUMENT - DATA ENTRY VIEW...................................................... 35

28. SAP EASY ACCESS .............................................................................................. 36

29. COMPANY CODE .................................................................................................. 37

30. FISCAL YEAR ........................................................................................................ 38

31. REVERSE POSTING DATE................................................................................... 39

32. EXECUTE TEST RUN ............................................................................................ 40

33. LOG TEST RUN ..................................................................................................... 41

34. EXECUTE PRODUCTION RUN ............................................................................. 42

35. LOG UPDATE ........................................................................................................ 43

1. SAP Easy Access

1.2. SAP Screen Snap

2.2. SAP Screen Snap

3.2. SAP Screen Snap

4.2. SAP Screen Snap

5.2. SAP Screen Snap

6.2. SAP Screen Snap

Currency Key represents the currency for amounts in the document.

7. Document Header Reference

7.2. SAP Screen Snap

8. Document Header Text

8.2. SAP Screen Snap

9.2. SAP Screen Snap

Required User Input

Enter reversal date then press tab.

SAP Screen Snap

Required User Input

Enter posting key for GL account debit then press tab.

SAP Screen Snap

Required User Input

Enter account number then press enter.

SAP Screen Snap

Required User Input

Enter 45000 then press tab.