Financial Accounting TFIN 52 Summary

Prepared by: Zeeshan R Haryani

Financial Accounting TFIN 52 Summary

Prepared By Zeeshan Raza Haryani ACA, ACCA Finalist Certified FICOBW

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Financial Accounting TFIN 52 Summary

Prepared by: Zeeshan R Haryani

Unit 1 – Organizational Structure ..................................................................................................................... 4 Lesson 1 – Assignment Company Code - Chart of Accounts - Chart of Depreciation ................................ 4 Lesson 2 – Cost Accounting Assignment ..................................................................................................... 5 Lesson 3 – Introduction to Assets Class ....................................................................................................... 5 Unit 2 – Master Data ......................................................................................................................................... 7 Lesson 1 – Function of Assets class ............................................................................................................. 7 Lesson 2 –Assets Master Record .................................................................................................................. 9 Lesson 3 – Mass Change............................................................................................................................... 9 Unit 3 – Assets Transactions........................................................................................................................... 11 Lesson 1 – Assets Acquisition .................................................................................................................... 11 Lesson 2 – Assets Retirement ..................................................................................................................... 12 Lesson 3 – Intercompany & Intracompany Assets Transfer ....................................................................... 13 Lesson 4 –Assets Under Construction ........................................................................................................ 13 Lesson 5 – Unplanned Depreciation ........................................................................................................... 14 Unit 4 – Periodic Processing and Valuation ................................................................................................... 15 Lesson 1 – Function of Assets class ........................................................................................................... 15 Lesson 2 – Fiscal Year Change and Year End Closing in Assets ............................................................... 18 Unit 5 – Information System........................................................................................................................... 19 Lesson 1 – Report Selection ....................................................................................................................... 19 Lesson 2 – Value Simulation ...................................................................................................................... 19 Lesson 3 – Assets History Sheet ................................................................................................................. 19 Unit 6 – Standard Reports in General Ledger Accounting, Accounts Receivable Accounting and Accounts Payable Accounting ........................................................................................................................................ 21 Lesson 1 – Information System .................................................................................................................. 21 Lesson 2 – Report Variant and Variables ................................................................................................... 21 Unit 7 – List Viewer ....................................................................................................................................... 22 Lesson 1 – SAP List Viewer Design........................................................................................................... 22 Lesson 2 – Selections .................................................................................................................................. 22 Lesson 3 – Changing the Screen Layout..................................................................................................... 23 Unit 8 – Drilldown Reporting in Financial Accounting ................................................................................. 24 Lesson 1 – Architecture of Drilldown Reporting ....................................................................................... 24 Lesson 2 – Characteristics and Key Figures ............................................................................................... 24 Lesson 3 – Form Types ............................................................................................................................... 25 Lesson 4 – Navigation in Reports ............................................................................................................... 26 Lesson 5 – Form & Report Definition ........................................................................................................ 26 Lesson 6 – Report/Report Interface and Report Assignment ..................................................................... 27 Unit 9 – Special GL Transactions ................................................................................................................... 29 Lesson 1 – Application view for Special GL Transactions ........................................................................ 29 Lesson 2 – Configuration of Special GL Transactions ............................................................................... 31 Unit 10 – Parking Documents ......................................................................................................................... 32 Lesson 1 – Basics of Parking Documents ................................................................................................... 32 Lesson 2 –Parking Documents & Processing Parked Documents .............................................................. 32 Lesson 3 –Document Parking and Workflow ............................................................................................. 33

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Financial Accounting TFIN 52 Summary

Prepared by: Zeeshan R Haryani

Unit 11 – Validation & Substitution ............................................................................................................... 36 Lesson 1 – Basics of Validation / Substitution ........................................................................................... 36 Lesson 2 – Definition and Execution of Validation in Financial Accounting ............................................ 37 Lesson 3 – Definition and Execution of Substitution in Financial Accounting ......................................... 38 Lesson 4 – Additional Technique for Substitution/Validation ................................................................... 39 Lesson 5 – Validation Rule for Account Assignment combination ........................................................... 39 Unit 12 – FI Archiving.................................................................................................................................... 41 Lesson 1 – Basics of Parking Documents ................................................................................................... 41 Lesson 2 – Preparatory Activities – System Settings ................................................................................. 42 Lesson 3 – Executing Archiving in Financial Accounting Using example ................................................ 43

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Financial Accounting TFIN 52 Summary

Prepared by: Zeeshan R Haryani

Unit 1 – Organizational Structure
Lesson 1 – Assignment Company Code - Chart of Accounts - Chart of Depreciation
          The client is the highest level in the SAP system hierarchy. It also denotes the specific logical system you are working on. Specifications that you make on this level apply to all company codes. Each company code is an independent accounting unit. The legally required balance sheet and profit and loss statement are created at this level. Each business area is to be regarded as a financially separate unit for which an internal balance sheet and profit and loss statement can be created. Asset Accounting (FI-AA) works with the chart of accounts assigned to the company code in Financial Accounting (FI). The chart of depreciation must be country-specific. Each depreciation area represents a specific type of valuation (for example, book depreciation or tax depreciation, and so on). Each company code uses one (operative) chart of accounts and one chart of depreciation. All or several company codes can work with the same chart of accounts and the same chart of depreciation. The depreciation areas in a chart of depreciation are defined with a two-digit numeric key. Depreciation area 01 is always what is known as the leading depreciation area. The leading area 01 (currently) reflects the local accounting principles in each sample chart of depreciation. Other depreciation areas can contain the following valuations, for example: o Tax balance sheet valuation o Costing-based valuation o Valuation approaches in other currencies and/or valuation approaches (=> such as group valuation) o Capital tax valuation o Differences between book and country-specific tax-based depreciation Asset portfolios and transactions are often valued differently for different purposes; for example, different valuation approaches should/have to be used for: o ... Book depreciation (according to local requirements) o ... Balance sheets for tax purposes (insofar as another valuation is permitted) o ... Internal accounting (=> cost accounting) o ... Parallel accounting, such as for creating a consolidated balance sheet according to IFRS and/or US GAAP. These various valuation approaches are mapped in the SAP system by means of depreciation areas. Steps in Assets Accounting o First, completely set up the company code(s) in Financial Accounting. o Then allocate a chart of depreciation to the company code (in a separate project, if possible). o * The company code is then expanded by means of various Customizing activities to include the necessary data and information. o The company code is then ready for use by Asset Accounting

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Examples of asset classes are the Vehicles. There is also at least one special asset class each for assets under construction and low value assets. It is also possible to assign objects from other applications (with controlling functions) in addition to original the CO objects. For each depreciation area. Fixtures and Fittings and Machines classes.     Lesson 3 – Introduction to Assets Class       Assets are assigned to asset classes. Asset classes are created at client level. include one or more company codes. The technical management of assets is d one using (logistical) Plant Maintenance or Enterprise Asset Management (=> EAM). examples: o WBS element o Real estate object o Maintenance order: as purely statistical information o Objects from Public Sector Management (=> PSM) As such we can post the following (CO) objects: o A cost center o A (real) order o A cost center and a statistical order o A WBS element o A cost center and a statistical WBS element o A real estate object o Objects from Public Sector Management However. they are not changeable. you can propose the depreciation attributes for the assets. so you can complete the asset class with default values for the depreciation terms for each depreciation area. They are also assigned to at least one chart of depreciation *. Page 5 of 45 . in turn.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Lesson 2 – Cost Accounting Assignment  In the master record. you can choose that they be specified by the system. If the depreciation attributes are specified by the system. Asset classes consist of a master data section and a depreciation area section. it is not possible to assign an asset to two cost centers. you can assign the following basic Cost Accounting objects to an asset: o Cost center o (Internal) order: the order can be “real” or “statistical” o Activity type: as purely statistical information These CO objects are assigned to a controlling area which can. This will be addressed in further detail in the next chapter.

financial statements are not created / required for the values of all depreciation areas. It is a part of Financial Supply Chain Management (=> FSCM). With periodic asset value posting (program RAPERB2000).Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani        The Treasury system is used to manage financial assets. You can post both the asset values and the depreciation values from the individual depreciation areas to separate financial statement accounts or profit and loss accounts. periodically) o (4) Area posts asset values and depreciation (depreciation is. posted periodically) o The settings (5) and (6) are only required when using the Ledger Approach in the New General Ledger. which do not post any values to the general ledger. When using the Account Approach (see Periodic Processing and Depreciation unit) . However. you have the following options: o (0) Area does not post (no values posted to FI) o (1) Area posts in real-time (asset values are posted to FI online – periodic depreciation) o (2) Area posts asset values and depreciation periodically o (3) Area only posts depreciation (of course. Depreciation is always posted on a periodic basis. if the asset report is also to create financial statements items for these areas in FIAA Reporting. You can also define depreciation areas for reporting purposes only. you enter the financial statement versions to be used for each depreciation area. You specify in the financial statement version the financial statement item or the profit and loss statement item in which the account values should appear. you can post asset values from depreciation areas other than area 01 to the general ledger. In Customizing for Asset Accounting. you can manage different valuation approaches for each asset in depreciation areas. of course. With FI-AA. Program RAPOST2000 is used for this. Page 6 of 45 .

suppress). In addition to the information on the field selection (required entry. account assignment objects can also be used for making APC postings. The screen layout determines which input fields in the asset master records can be processed or whether these fields are to be defined as required fields or if the fields are not displayed at all. such as direct Page 7 of 45           . you can reduce the time and effort needed to create new asset master records The asset class is the main selection criterion in all standard reports in FI-AA. or specify cross-company code number assignment. You can assign each company code its own number ranges. optional entry. The maintenance level specifies at which level maintenance of each data field is permitted possible maintenance levels are: o Asset class o Main asset number o Sub number On the one hand. By entering useful default values. however. You define number assignment as either internal or external. The number range controls the assignment of the number of the asset master record. It also determines whether the master data fields are allowed to be used as a reference. display. An asset class consists of two main sections: o A master data section with control data and default values for the administrative data in the asset master record o A depreciation section with control parameters and default values for depreciation terms for each depreciation area When you create asset master records. you need only one account determination key to post asset values of the asset of one class to different accounts in different charts of accounts For those depreciation areas that post depreciation to the general ledger.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 2 – Master Data Lesson 1 – Function of Assets class  The asset class definitions apply to all company codes in a client. the screen layout specifies the maintenance level of master data fields. you must assign the following additional G/L accounts: o For ordinary depreciation: o Accumulated depreciation accounts o Expense accounts o Revenue accounts for a write-up o For unplanned depreciation: o Accumulated depreciation accounts o Expense accounts o Revenue accounts for a write-up o And for revaluations of depreciation and for interest (cost accounting area). if necessary/desired. on the other hand. this data is automatically adopted from the asset class you specify. you can post (cost-accounting) depreciation to account assignment objects. If you use different company codes with different operational charts of accounts.

if several assets are to be assigned to an asset super number (for example. For each type of management. Defining allowed entries for user fields and other information fields: In the asset master record the following fields are available as standard for general and user-specific structure of fixed assets: o Evaluation groups (evaluation group 1 to 5): These are asset master record fields that are used to map customer-defined / customer-specific information. o Asset super number: This can be assigned to an asset. Asset sub numbers can receive their own individual depreciation terms. Page 8 of 45 .Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani            capitalization as part of an investment measure (when the IM component is also in use) or for (statistical) budget monitoring for asset purchases. If you select collective management for low-value assets. By choosing the standard depreciation key 0000 you can ensure that depreciation is not calculated for assets under construction in depreciation areas (at least for the depreciation areas in the financial statement). The maintenance level guarantees that depreciation is controlled uniformly. Main asset number: The control of valuation is uniform at the level of the asset master record. It integrates internal orders and projects with assets under construction. o Environmental protection indicator: In this field you can save the reason for an environmental protection investment (for example. These screen layout rules also contain a maintenance level. All asset sub numbers that belong to this asset master record adopt these values from the main number. Assets under construction (AuC) require a separate asset class and corresponding G/L account. The layout defines: o The number of tab pages o The names of the tab pages o The logical field groups (groups / field group boxes. Asset sub number: Valuation can be controlled more flexibly. business unit or production line). Asset class: This maintenance level ensures uniform control of valuation at asset class level. and can be changed there. you can still post credit memos. Even after an asset under construction has been fully capitalized. However. such as the visible logical field groups General data and Posting information in the figure above). This is useful. special tax depreciation and investment support are also possible for assets under construction. a base unit of quantity must be specified for this asset class. There are three options: o 1. For this to be possible you must permit negative (APC) values in the detail screen of the depreciation data section. You can choose whether to manage low value assets (LVAs) using individual management or collective management. that are to appear on the tab pages. replacement acquisition). o 2. new climate-protection regulations). SAP supplies screen layout rules 1000 and 2000 in the standard system. you enter a screen layout rule for each depreciation area. These rules apply to the (input) fields of the in the depreciation data section / depreciation area. o 3. The entries made in the asset class are adopted in the asset master record. o Reason for investment: In this field you can enter an explanation for a capital investment (for example. Investment Management (IM) is available to help you manage more extensive asset investments. you have to set up a separate asset class. for example. In each asset class. because they have to be shown separately in the financial statement. You can specify a layout for the master data of each asset class. You can also enter down payments on assets under construction in accounts payable accounting processes.

You can set up the system so that when you create an asset master record. In the dialog window that appears. where they can be changed on a monthly basis. the name of the user and the old and new contents of fields are stored. Now (only) the work list still has to be processed. the Company Code and the Inventory Number). The saved substitution rule must then be assigned to a company code o 3. The purpose is a pre-defined standard task in the system (for example. Check whether your mass change was successful by displaying the assets or running an appropriate report. for example. Create a substitution rule to specify which fields you want to change and how you want to change them o 2. o 5. change master data). Enter a description and select a purpose for your work list. Using the program called. Several pieces of equipment can be assigned to an asset. o 7. You can divide up assets by sub numbers. If you change master data in the asset at a later point in time. you may want to manage these component assets as separate sub numbers. the system creates a change document. A substitution rule consists of two parts: Page 9 of 45  . Each time you change an asset master record. The change document contains a list of fields that were changed and the number of changes to a field. If a fixed asset is made up of many component assets. if: o You want to manage the values for subsequent acquisitions in following years separately for example. o You want to manage the values for individual parts of assets separately. Some information in the asset master record can be managed as time-dependent data. In addition. o You want to split the asset according to various technical aspects   Lesson 3 – Mass Change  The individual steps for a mass change to asset master data can be summarized as follows: o 1. the system automatically creates an equipment master record while copying the values of certain master data fields (for example. Shift operation and asset shutdown can have a direct effect on depreciation.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Lesson 2 –Assets Master Record        When you create an asset master record. o 4. you have two options: o Enter the company code and asset class for the new asset master record o Use an existing asset master record as a reference When creating asset master records. buildings. This is of particular significance for the assignment of assets to CO organizational units. cost center or project). select the master data to be changed and press the Create Work list pushbutton in the results screen. Therefore you should enter them in the time-dependent data. o 8. The method for assigning equipment to an asset was to enter the asset number in the relevant master record still exists. o 6. This might be useful for both technical and accounting reasons. you can create multiple similar assets. the system then automatically updates the fields in the equipment master record and the other way around. Create a list of assets to be changed (=> a work list). select the defined substitution rule for the mass change and save your data. but a piece of equipment can only belong to one asset.

Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani o 1. Conditions that identify the records to be selected: You can create conditions using the Form Editor or in expert mode. or user exits Page 10 of 45 . These can be constant values. o 2. To use expert mode. Substitutions (if the conditions are met) that identify the replacement values. field-field assignments. you have to know the (technical) field and table descriptions of the input fields involved.

o In FI-AA with offset clearing: The first posting is usually made in FI-AP. you must enter a transaction type. and writes this date to the depreciation areas in the asset master record. o In Materials Management (MM): The posting/activation of the assets takes place in Logistics. but without a link to a purchase order and without integration with Accounts Payable. The following information is automatically set in the asset master record at the time of the first acquisition posting: o Date of asset capitalization (derived from the asset value date). for both departments to make postings in the opposite order: An asset is entered with automatic offsetting entry.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 3 – Assets Transactions Lesson 1 – Assets Acquisition  Acquisition of an asset from a business partner: External acquisition: o In FI-AA with integration with accounts payable. Document splitting is a functionality that is enabled by the new G/L. for example. o Acquisition year and acquisition period (derived from the posting date) In Customizing for Asset Accounting. but without reference to a purchase order. The transaction type identifies the different transactions in the asset history sheet. The system determines the start date for ordinary depreciation using the asset value date of the acquisition posting and the period control method (see Deprecation Key for more information). Transaction type When posting to assets. book values and transactions directly in the Asset Explorer in a print preview format. you capitalize production costs by creating an investment measure (=> order/project) in Investment Management (IM) and settling to an asset under construction and then to the final asset. o Date of initial acquisition on the relevant master record (also derived from the asset value date). usually if an incoming invoice is available. you can enter default values for the asset value date for each type of accounting transaction. It is also possible. Acquisition from in-house production is the capitalization of goods or services that are partially or completely produced in your own enterprise. the system automatically enters the vendor in the origin data field of the asset master record. Standard (document splitting) characteristics are the profit center. or the segment. The asset posting then also clears the clearing account. When you post the acquisition integrated with FI-AP. The offsetting account also has to be cleared. You can display planned values. and you can print and export this information. o In FI-AA with automatic offsetting entry. the business area. however. Generally. It is used to create (complete) balance sheets on characteristics under the company code. The posting date and the asset value date must always be in the same fiscal year! Page 11 of 45             . and the clearing account is cleared with the credit creation of the incoming invoice. The asset value date is the actual date the asset is updated and determines the depreciation start date along with the deprecation key (for each depreciation area).

Transaction types must be used with every posting. The system automatically determines the proportional value adjustments (depreciation) up to this period that apply to the part of the asset being retired. Reasons for not making integrated postings: o The invoice arrived before the asset o The asset has already been delivered and should be used. amongst other things.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani      The number range interval for the assignment of FI document numbers is defined in the document type. Transaction types identify acquisitions. the system automatically calculates how long depreciation is (allowed to be) posted for the asset. The first process steps in case of FI-AA and MM could proceed as follows: o Create Purchase Requisition (optional) o Create Asset Master Record if required o Create Purchase Order (from PReq) with assignment category A (=> A = asset). you determine whether the asset is posted directly to Asset Accounting when the goods receipt is posted (=> valuated goods receipt). you can specify an asset master record number in the Item Detail screen area. the FI document number range interval should be created specifically for the company-code. retirements. Using the period control method (=> period control key of the depreciation key). Lesson 2 – Assets Retirement  There are different ways of posting retirements: o Retirement with revenue and customer (=> integrated asset retirement) o Retirement with revenue. o Process the work list. but the invoice has not been delivered. If asset acquisition postings are not integrated. At the same time. and transfers. and thereby capitalized. you would normally use a clearing account. or whether capitalization does not take place until the invoice (=> invoice receipt) is posted (non-valuated goods receipt). o Goods receipt When you enter the purchase order. and cancels this depreciation. This should be a general ledger account with open item management to guarantee that you can clear the account (later). Although the document type is defined across all clients. o Select a purpose for the work list:  Retirement without revenue  Retirement sale (with revenue) o Enter the revenue distribution. o Create a work list. but without customer (=> not integrated) o Retirement without revenue (=> Asset retirement by scrapping) o The first three points can each be entered either as complete or as partial retirement o Mass asset retirement (with work list) o Retirement of several assets (within the manually posted retirement transaction). The system determines the period for the asset retirement based on the asset value date of the asset retirement (= asset retirement date). In the purchase order. the system posts the asset retirement. follow these steps: o Use an asset report to create a list of the assets to be retired. Page 12 of 45     . or edit the work list before releasing it. To carry out a mass retirement.

o If there is no gain or loss on the asset retirement. o Using the Net Method. If a corresponding cross-company depreciation area is not defined. the system enters an asterisk (*) as a generic entry for the cross-company areas.. o When you use the Net method or the New Value Method. and are therefore always represented as intra-company transfers (=> with intracompany transfer transaction types and the gross method). The following distinction is made for transfers: o . this method transfers the historical values of the asset to the target company code. When this is the case. Part of the asset must thus be transferred to a new asset.        Lesson 4 –Assets under Construction  Assets under construction have two phases that are relevant to Asset Accounting: Page 13 of 45 . Possible reasons for intercompany code transfers: o A master record was created and posted to in the wrong class (in the previous year). depending on circumstances: o transactions within one company code (=> Intra-company Transfer) or o Transactions between different company codes (=> Intercompany Transfer). In the case where both company codes belong to the same company. the system capitalizes the amount of the sales revenue on the target asset. If company codes are assigned to different charts of depreciation. Whether it is a transfer within a legal unit (within a company). o You would like to split up an asset or move part of an asset. The individual company code is not an independent legal entity.. This arrangement can also be redefined using a relationship type it is a relationship type 01 transfer. o If you select the Gross transfer method. the net book value (of the source company code) is capitalized on the target asset. o • . o When you use the New Value Method.. SAP refers to a transfer of relationship type 02. The standard SAP assumption is that transfers of relationship type 02 (=> two company codes but one company (number)) are always transfers within one legal unit (=> the company within a corporate group). The system uses transfer variant 4 by default for intra-company asset transfers. you must define cross-company depreciation areas before asset transfer. the sales revenue equals the net book value of the asset. or whether the transfer is taking place between legally independent organizational units (=> company codes) which are each assigned to a different company. The Transfer function can be used when: o an asset has been sold to another company code. the charts may contain different depreciation areas (=> different keys/different area IDs) but have the same functions.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Lesson 3 – Intercompany & Intra-company Assets Transfer   Asset Accounting distinguishes between different types of transfers. One of the functions of the transfer variant is to determine the transaction types with which the transfer is recorded in the source and the target asset. and does not create balance sheets for external purposes. o You would like settle an asset under construction and transfer it to a finished asset.. you have to enter sales revenue. The transfer method is used to control how the values are transferred from the source to the target company code.

As you have only manually scheduled the depreciation.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani       o The under construction phase o The useful life phase The assets have to be shown in two different balance sheet items during these two phases. they have to be managed using different objects or asset master records for the under-construction phase and for the completed asset(s). Therefore. Proceed as follows to settle the asset under construction on a line-item basis to one or more completed assets: o First. the system automatically separates the transactions from the previous years from the transactions from the current year. The transfer from the under-construction phase to completed asset is referred to here as capitalization of the asset under construction. o Post the settlement of line items to the specified receivers using the distribution rule. This FI document is not generated until the depreciation posting program is run. o Define distribution rules for these line items. the system does not create an FI document. This is done by using different transaction types. Assets in the under construction phase in FI-AA can be managed in the following ways o As a normal asset master record (=> for summary settlement) o As an asset master record with line item management When capitalizing the asset under construction. and you do not have to distribute 100% of each line item. the system recognizes that you want to perform manual depreciation. Note that this posting procedure settles all line items to which a distribution rule is assigned. Lesson 5 – Unplanned Depreciation   When you enter the relevant transaction type. assign a settlement profile to your company code o Select all line items that you want to settle in the same proportion to the same receiver. Page 14 of 45 . When you settle. you do not have to settle all line items at once.

Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 4 – Periodic Processing and Valuation Lesson 1 – Function of Assets class   If you want to plan primary costs on a cost center basis. o To calculate different values in a depreciation area for a specific purpose (for example. Investment support is a subsidy that a company receives for certain asset investments. you can periodically determine planned depreciation and interest and pass these on to primary cost planning in the CO system via a report. o Unplanned depreciation: This is concerned with unusual circumstances. process. o For reporting reasons only. and control periodically recurring activities. All specifications for claiming the investment support are stored in the definition of this key. schedule. You can now also use the Schedule Manager in FI-AA to define. and this percentage may be staggered within a tax concession period. Depreciation areas are identified in the system by a two-character numeric key. o To define which values have to be managed (for example. without taking the actual wear and tear on the asset into consideration. We can define Depreciation area for following reasons: o Define how to post the asset balance sheet values and depreciation to the general ledger accounts. APC or positive/negative net book values)? o To define how posting values and depreciation terms should or can be transferred to other areas. for cost accounting. o Unit-of-production depreciation: This allows you to take fluctuations in activity into account for the depreciation calculation. This form of depreciation usually allows for depreciating a percentage of the asset value. such as damage to the asset. The system supports the following depreciation types: o Ordinary depreciation: This is the planned reduction in asset value due to normal wear and tear. Inflation management is required in countries with high rates of inflation or deflation. but will not post any values to G/L accounts. for the balance sheet. It makes the amount of depreciation dependent upon seasonal usage of the asset (example: Driven kilometers of a truck or produced units of a machine) Specifications and parameters that the system requires to calculate depreciation amounts are entered in calculation methods which are assigned to the depreciation key Individual calculation methods are: o The base method o The declining-balance method o The maximum amount method o The multilevel method Page 15 of 45        . o Special depreciation: This represents a purely tax-based type of depreciation for wear and tear. Assets that are eligible for such a subsidy are marked in the asset master records with an investment support key. that lead to a permanent reduction in its value. You can post the claim manually or in a mass procedure. They will show values and calculate depreciation. or for taxes).

You can define whether interest should be calculated for the cost-accounting depreciation area.        The logic and method for working with time-dependent depreciation terms is comparable with the procedure for time-dependent data in the master data area. it must be implemented using the BAdI (Business Add-In) FAA_DC_CUSTOMER If time-dependent depreciation terms are not used. You make these specifications when you define the depreciation areas. and whether depreciation should continue below zero. a change would have the effect that all open (and future) fiscal years are/were recalculated. Changes to the settings of the depreciation keys (=> customizing changes) do not automatically lead to a correction of depreciation amounts for already posted/active assets.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani      o The period control method The depreciation terms are stored in the asset master record. you have to execute a recalculation of depreciation: With SAP Solution ERP 6.0 and active Enterprise Extension EA-FIN (=> Financial Extension) : o Depreciation calculation on the basis of period intervals/use of the Depreciation Engine o Time-dependent depreciation terms o Support for an (automatic) changeover method to period/months. the new way of calculating depreciation (=> nwc also mentions the use of the Depreciation Engine) does enable in principle a more exact and precise calculation of depreciation amounts. You can use index series for indexing the acquisition value and thus calculate a replacement value. Automatic calculation of Depreciation Indicator means: o Depreciation after planned life end: This indicates that you want the system to continue depreciation after the end of the planned useful life. (and active Enterprise Extension EA-FIN.0. However. this is not a standard method. The new logic of the depreciation calculation creates a new period interval for a mid-year changes to the term. For that to happen. Summary: Whats new in FI-AA deprecation calculation with ECC 6. Time-dependent changes can therefore also be defined by creating new intervals. The Asset Explorer displays the values and the depreciation for every transaction and each area. the calculation logic for depreciation changed from “transaction based calculation” to “calculation on the basis of period interval” Nonetheless. Page 16 of 45 . The system determines the depreciation start date using the asset value date and the period control method.

An indexed revaluation can also be calculated for accumulated depreciation and imputed interest (if the interest calculation key is based on replacement value). o Determine that interest should be posted for the company code and the corresponding depreciation area. you might have to calculate imputed interest on the capital tied up in assets. For each fiscal year. you can specify a default index series for calculating the replacement value in the asset or asset class. o If the calculation of the interest is based on a replacement value. you should specify index figures for the index series. o Use a depreciation key to which calculation methods for the depreciation type Interest are assigned. o Effective life after planned end (=> with curb): The actual. an additional account assignment can be made to the cost center or the internal order entered in each asset master record (as is the case with depreciation). Only real CO account assignment objects can be posted. The depreciation position program RAPOST2000 can be used to post (if required) o Ordinary depreciation (book depreciation and cost-accounting) o Tax depreciation. also) to additional account assignment objects. The depreciation area must allow negative net book value (=> a changeover key may be used). However. not the planned life determines the rate of depreciation. or also include depreciation/interest. Specify in the depreciation area if you want to post to the general ledger. For cost accounting. indicating whether you want to post revaluation of APC only. Furthermore. The system posts interest (periodically) during the periodic depreciation posting run. or allocation and write-off of reserves due to special tax depreciation o Unplanned depreciation (or other manually planned depreciation) o Imputed interest o Revaluation of APC or of accumulated depreciation Program RAPOST2000 posts without session directly to the G/L accounts and (if you want. statistical postings to other objects Page 17 of 45 . the system calculates indexed interest. the system switches to a simulated annual rate. If they are missing. It posts to the accounts that are entered in the account determination for each depreciation area. If revaluation (indexing) is used in a depreciation area. Specify the following settings: o Allow the calculation of imputed interest for the depreciation area. or define such a key user-specifically.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani          o Depreciation below book value: Set this indicator if you want the system to continue depreciation after the book value is zero. you can make additional.

you must start the report for periodic asset balance postings (=> RAPERB2000) (at least once in the update run). o If an area posts asset balances periodically to the general ledger. o If you change any depreciation values. Settings for using program RAPERB2000: o Define(new)document type: o Create number range interval: o Now create the new document type for your company code(s):     Page 18 of 45 . it can only be closed again once the year-end closing program RAJABS00 has been run again. o You can only process a fiscal year change to a subsequent year if the previous year has already been closed for business Year-End Closing (in Asset Accounting) .Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani  Carry out all essential checks during the test run. it updates the last closed fiscal year (for each depreciation area). and records any errors: o Incorrect account assignment objects (for example. or make adjustment postings. o You have to run the fiscal year change program for your whole company code. The report also locks all closed fiscal years against postings from the asset area. The year-end closing program (=> RAJABS00) checks whether: o Depreciation and asset balances are posted in full o Assets contain errors or are incomplete If the program does not find any errors. o The earliest you can start this program (in the production system) is in the last posting period of the current year. you must run depreciation posting again. a cost center that is locked in CO) o Account assignment types missing in Customizing for Asset Accounting. You receive the error message Account xxxx requires an assignment to a CO object o Accounts for depreciation posting missing o Posting period was entered incorrectly (related to the posting interval entered in Customizing) on the initial screen of RAPOST2000 o Settings missing for the depreciation posting cycle in the depreciation area Lesson 2 – Fiscal Year Change and Year End Closing in Assets  The fiscal year change program opens new annual value fields for each asset. you can carry out depreciation simulation or (bulk) changes. depreciation is posted. o If the final result is not satisfactory. If a closed fiscal year is subsequently released for posting.Preparations: o After the depreciation lists and asset history sheet have been checked.

and depreciation key. in this context. asset class.  Lesson 2 – Value Simulation     Use the Asset Explorer to create a preview of how the values for individual assets will develop by means of simulated transactions and/or simulated depreciation terms. just like any other report. This change can apply to a single asset. Important List Viewer functions: o Deleting and inserting columns o Arranging the values in columns in ascending or descending order o Calculating totals or subtotals across one or more columns within a list o Using layouts to save an individual report structure so that you can use it again later o Set filter: You can choose to have only those lines displayed that meet certain criteria.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 5 – Information System Lesson 1 – Report Selection   There is a new graphical design. Simulation. You can create it using various sort versions and totals at any group level. Lesson 3 – Assets History Sheet     The asset history sheet is a very important and comprehensive year-end report or intermediate report. the entire asset portfolio. Simulation versions allow you to simulate a change of depreciation logic. which makes it even simpler to process and display lists and reports using the ALV Grid Control. You can create a compact totals list that does not contain information on the individual assets. specifies which depreciation key and useful life should be chosen as alternatives for simulation. refers to an experimental change to depreciation parameters affecting the valuation of assets. or parts of it. o You can add any number of asset input fields to ALV reports in FI-AA using FIAA_SALVTAB_* structure A sort variant consists of a maximum of five sort levels which are determined via ABAP Dictionary fields. You can also define your own history sheet versions: Page 19 of 45 . For each area. The validity interval excludes assets with a capitalization date that lies outside that range.

Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani o Size: No more than 10 rows and 8 columns o Store the headers of the history sheet items o Define how the values are supplied to the history sheet items Page 20 of 45 .

If you select the only for background processing field. You can only set values using input help. you can use selection variables. Dynamic date calculations: The prerequisite for using these variables is that the corresponding selection criterion in the program is type D (date). open items up to a certain key date). System variants are only displayed in the catalog and not in F4 Input Help if you select the relevant indicator. the Name of Variables field is no longer ready for input. If you change the selection variable from type T to type D. If you do not select the field. o Reports are also included in role-based user menus. and then the Description. and/or intervals by choosing Maintain environment → Selection variables. The reports that start with RF are differentiated by account type. Accounts Receivable. RFS_____ (for G/L accounts).   Page 21 of 45 . o Under System. RFD_____ (for customers). then the variant is only permitted for background processing. but still want to display certain values up to the current date (for example. You must know name of that ABAP report. then only you can change the variant. Reports start with RFK_____ (for vendors). single values. Once you have maintained these selection variables in table TVARV. A variant is a selection memory for a specific quantity of saved selection criteria. you can use them in any other report variants and reports. Currently. If you select the Protect variant field. If you call up the report and use a variant. Accounts Receivable Accounting and Accounts Payable Accounting Lesson 1 – Information System  You can find the reports you require in various places in the system: o You can access important reports using the information system for each area (General Ledger.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 6 – Standard Reports in General Ledger Accounting.  Lesson 2 – Report Variant and Variables        You can define multiple report variants for one report. and RFB_____ (for document reports). Enter variant attributes for your variant. This means that when you save the attributes for the variant. choose System Services → Reporting. the variant is permitted for background and online processing. and Accounts Payable) and on the general report selection screen. These report variants contain different selection criteria. first a Variant name. you can maintain parameters in table TVARV that contain your selection options. the following two types of selection variables are supported (but not for each selection criterion): o Table variables from TVARV o Dynamic date calculation Table variables from TVARV: You use these variables when you store statistical information that can be used in different reports.

Using parameter IDs. o Summation: You can create totals and subtotals for specific values. The ALV classic list is the list that is displayed when no specific settings have been made. you can choose between the ALV classic list and the ALV grid control (grid design). refer to SAP Note 112312. o You can set and delete filters the same way. In addition to the display variants provided by SAP. If the work lists exist. based on their status and category o In addition. For more information. You can change the layout of lists without selecting data first and save the changed list layout in variants. Page 22 of 45  . you can carry out a mass change in the corresponding documents. The List Viewer standardizes and simplifies the use of lists in the SAP system by providing a uniform interface and list preparation function. when you select the Work list Input Fields Active field when you call up the selection screen for the line item display.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 7 – List Viewer Lesson 1 – SAP List Viewer Design  The SAP List Viewer is a generic display tool that creates a standard ergonomic list from predefined data.          Lesson 2 – Selections   You can use specific selection criteria to choose line items that you want to evaluate. If you require offsetting account information. You can also add special fields to the column set in addition to the fields that are already displayed. you can also create your own display variants. You can choose whether you want to branch to the document item view or the document overview of the document display. These selection criteria refer to: o The accounts in which you want to see line items in specific company codes o Selection criteria that you can choose using search help o The selection of line items themselves. this selection screen is displayed with input fields for work lists. Create totals by selecting the required column and then choosing the appropriate icon. You can use the List Viewer to display simple and hierarchical sequential lists. The accounting editing options contain a corresponding checkbox. refer to SAP Notes 215798 and 420591. and so on. you can also choose the following for the list output:  Layout  Maximum number of items If you select the Work lists Available field. Once you have selected multiple items. Some of the functions provided by the SAP List Viewer include the following generic crossapplication functions: o You can sort the list in ascending or descending order. The SAP List Viewer contains a number of interactive functions such as sorting. This is not a modification of the standard system. When you display the list. filters. but a business transaction event. summation. you can activate and deactivate the input fields for work lists on the selection screen for each line item list. This allows you to define your own specific view of a list. you can enter user default values in fields where the value usually remains constant.

 Page 23 of 45 . If you want to see open and cleared items. you select items that are or were open at a specific time. and number of customer) o Customer country/company code/account group o Customers with rental agreement o Customers for each sales group or with plant reference o Head office customers When you select open items. material. The current date is proposed by default. The following order applies: User-specific initial screen (set as default) has priority over general initial variant (set as default). You can choose a standard layout as your default layout. If you choose Cleared Items. choose All Items. city. the system offers input help for the vendor line item list: o General vendor data (search term. the system offers input help for the customer line item list: o General customer data (search term. name. or plant reference When you select items using search help. postal code. If you do not specify the clearing date and the key date. and number of vendor) o Vendor country/company code o Vendor by personnel number o Vendor by purchase. the system displays all the cleared items. the system provides input help for the G/L account line item list: o G/L account number in chart of accounts (also in combination with the company code specification) o G/L account name (G/L account long text) in chart of accounts (also in combination with the company code specification) o G/L accounts with deletion and block indicators o Keywords o Alternative account numbers When you select items using search help. Standard layouts start with a slash (/). postal code. If the indicator for a display variant is set as the initial variant. name. the system displays items that were cleared by the clearing date specified and that were still open on the key date.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani         If you select items using search help. this variant is always used for the list output unless you explicitly specify an alternative display variant. The assignment field can be a combination of up to four fields with a maximum of 18 characters. You can restrict this selection using the posting date The system automatically fills the assignment field for a line item according to the Sort Field entry in the master record when you post items. city. Lesson 3 – Changing the Screen Layout  SAP provides various standard layouts that you can supplement with other (standard) layouts.

      Lesson 2 – Characteristics and Key Figures    Characteristics specify the classification options for the dataset. and plan/actual indicator. A report is a number of interactive. You can create key figures from report rows and/or columns using an integrated formula interpreter. quarterly. You can carry out any number of variance analyses based on actual and plan data (annual. SAPmail. debt-equity ratio (external capital: stockholders‟ equity). and various printing functions are connected to drilldown reporting together with Microsoft Word for Windows and Microsoft Excel. or transfer them as files to Microsoft Word and Microsoft Excel. and AP databases. Examples of characteristics are company code. You can choose key figures either in the form or the report. A combination of characteristics and characteristic values is generally called an object in drilldown reporting.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 8 – Drilldown Reporting in Financial Accounting Lesson 1 – Architecture of Drilldown Reporting    Drilldown reporting is a dialog-oriented information system for evaluating data from the FI. it is later completed with characteristics and key figures when you define the report. Characteristic values are concrete forms of a characteristic. as a fax). ranked list. Drilldown reporting provides useful functions for navigating within the dataset . half-year. key figures. A form can be seen as a semifinished product for a report.It also contains several additional functions that can be used to process a report interactively (sorting. and forms. Page 24 of 45 . This is not the case for financial statement analysis reports. and so on). Reports for financial statement analysis: These reports are based on the financial statement versions defined in Financial Accounting. and underlining). period) is also a characteristic. GL. Drilldown reporting also contains functions for printing reports. the system takes into account only the financial statement items in the financial statement version that you need for the calculation of specific key figures. headers and footers. The time reference (fiscal year. display them on the Internet. The following report types can be used for G/L account evaluations: o 1. You can send report lists (for example. business area. AR. o 2. Financial statement version key figures could be for example. equity ratio (stockholders‟ equity: total equity). controllable report lists and graphics that are displayed on the screen. SAP Graphics. Characteristics appear in the form as well as in the report. specification of conditions. Key figure reports: For key figure reports. There are various print preparation Functions for you to structure your report as you require (such as page break. o 3. and monthly). and capitalization ratio (fixed assets: total assets). Balance display: You can use the following report types for customer or vendor drilldown reports: o a) Balance display o b) Line item analysis A report definition can contain characteristics. A form describes the basic content and formal structure of report lists.

prior year balance sheet value with variance). total debit postings. prior year. o Single-axis form with key figure If you are using a single-axis form with key figures. vehicles. sales/purchases o Quantity: Number of employees. and the key figures are contained in the rows. several objects (for example. When you access the initial screen. total credit postings) are in the first row and the characteristics that you selected in the form (for example. balance sheet value. assets under construction. total debit postings. balance sheet value. sales quantity o Calculation: Sales per employee. and chemicals for the business area). The detail list displays the results of a selected characteristic value (for example. vehicles. In a single-axis form with key figures. When you create a form. but also calculations involving these values and quantities with user-defined formulas. you define the name and the type of form that you want to process In a single-axis form with no key figures. the system displays an empty list containing rows and columns. you define either the form rows or columns with characteristics. the system displays an empty list with rows. You are free to define whether the rows contain key figures and the columns contain characteristics. o In a drilldown list. fiscal year balance sheet value. o In a detail list. o In the detail list. It depends on what you want to report. When you access the initial screen. the key figures are integrated with characteristics in the rows of the form (for example. plan/actual variance There are two types of list for displaying information: The detail list and the drilldown list. the key figures are in the columns of the list (for example. you define the form rows and the columns with key figures and characteristics. or vice versa. o The drilldown list contains a two-line column heading. total credit postings). and variance) are listed below. fiscal year. Lesson 3 – Form Types  The following form types exist: o Single-axis form without key figure If you are using a single-axis form without key figures. The key figures (for example. debit total. total debit postings. The following are examples of key figures: o Value: Balance sheet value. the characteristics chosen in the form are contained in the columns. The rows contain the characteristic values of all the characteristics that are drilled down. business area) is formatted for all key figures according to the form. assets under construction for business area). When you access the initial screen. o Dual-axis form with key figure If you are using a dual-axis form with key figures. total credit postings). you make selections only in the characteristics columns. you define either the form rows or columns with key figures and characteristics.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani    Key figures are not just values and quantities. and chemicals) are formatted using a selection of key figures. assets under construction. Usually. an individual object (for example. Usually. the key figures are in the rows of the detail list (for example. the system displays an empty list with columns. The values for the drilldown characteristics are in the rows (for example. Page 25 of 45    . balance sheet value.

Since you want to enter actual data in all the columns of your form. which you can use as templates to create your own forms. for single-axis forms with key figures. choose Drilldown list. Step for creating Form o Defining characteristics for all columns (general selections): o You first define the characteristics that you want to be valid for all columns in your form. and Period is drilled down for all characteristic values. assets under construction). financial statement item account number. Page 26 of 45 . The key figures have to be in either the rows or the columns of the form. A second dialog box appears. vehicles. chemicals. in which you can select Key figure with characteristics. assets under construction. business area. and the key figures are in the rows. and the values of the drilldown characteristics form the rows (for example. The two characteristics then change places: FS item is now available for selection in the navigation block. The navigation area for the drilldown list contains additional characteristics that you can use. The system then highlights all the free characteristics in the navigation block. and so on). you then choose only the drilldown characteristics (for example. o A dialog box appears for you to select the characteristics for the general selections. you can then define the characteristics of the individual columns. and so on) o The detail list has one column and contains the selected characteristic value for which you want to report (for example. o When you define the report. you can define this general characteristic by choosing Edit → General Selections. o A dialog box appears. account number. Choose a characteristic by clicking it. In the drilldown list. add the characteristic Record type to the table of selected characteristics and define the value 0 for actual data. only the drilldown characteristics are chosen (for example. In a form with two axes (matrix). Period. the key figure reflects the values of the balance sheet that you want to evaluate for your report.  Lesson 5 – Form & Report Definition   SAP delivers standard forms. Therefore. Lesson 4 – Navigation in Reports   If you want to switch from the drilldown list to the detail list. and you cannot use these names for your own forms. first click FS item and then Period. company code. for example. o Once you have defined the general characteristics. In this case. In the dialog box. The system then displays the drilldown list. and so on). business area. the key figures integrated with the characteristics are the columns of the form. the detail list is the first screen to be displayed when you execute your report. but you can enter the characteristics in the rows and the columns. both the rows and columns are defined using key figures or characteristics. If the basic list is defined as the detail list for a report. If you want to exchange the FS item with another characteristic. choose the Detail list symbol.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani  o In the report definition. the key figures are defined in the rows by default. The names for these standard forms are 0SAPBLNCE-01 through 0SAPBLNCE-NN. If you want to switch from the detail list to the drilldown list. Choose Balance sheet value (BILWERT) from the list of available key figures. All of the row selection symbols are then highlighted in a different color.

In the characteristic list. you must separate the two lines using a semicolon (. medium. each with a limited number of characteristics. or transactions. There are various options dependent on the report definition and the characteristic selected. and long text. If you do not make any of the restrictions described below. place the cursor on the third column and choose Edit → Element → Define Element. o On the Characteristics tab. o In the third column. you can later determine which text is used for each column.  You use a variable for characteristic values Lesson 6 – Report/Report Interface and Report Assignment  If you want to report on a number of characteristics or changing combinations of characteristics. The number of characteristics offered for selection is restricted by the selection criteria defined in the form. Steps for Creating Report o Enter the name of a new report or choose the name of the report whose definition you want to change.). and use the arrow buttons to add them to the report. The report/report interface enables you to link several individual reports. report portfolios. you can determine the order of the characteristics in the navigation block of the report list for the executed report. the system selects all the characteristic values when you run the report. Recipient objects can be other drilldown reports. Report Writer reports. o On the following screen. These are then used as the column headings for the elements. o Once you have selected a characteristic. The formula editor appears. ABAP reports. There are various ways of restricting the value quantity of a characteristic for output in the report. The characteristic and the characteristic value then appear above the navigation block on the report list and have been defined (that is. you can perform standard arithmetic operations (+. Using the formula editor. the system displays a list containing all the available characteristics. o To do this.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani  o Then define the characteristic values for the characteristics that you have selected. you would have to define a very comprehensive report that might not actually be executable online due to the large volume of data. -. you can restrict the characteristic values for each drilldown characteristic chosen. for example: o Link reports that contain different characteristics in an application. If you have already specified a characteristic in the form. o Using the Sort characteristics function. Page 27 of 45  . o On the Characteristics tab. Using the report-report interface you can. You can enter a short. you cannot use the characteristic as a drilldown characteristic).  You define a characteristic value for a characteristic. in which you define the formula that is to be used to calculate the variance. o Save the form. These characteristics are the drilldown characteristics that you use to navigate in the report. You can choose a reference report if necessary. it is no longer offered for selection. *. o You can enter three different lengths of text.  You do not make an entry. /) with any elements. This enables you to report on a larger number of characteristics than with individual reports. select the characteristics that you want to use for your evaluation in the report. If you want to enter a two-line heading. to perform flexible data evaluations online. Using the text type. all the values for this characteristic are included in the report. BW reports. choose Formula. you define the variance between the first and the second column.

drilldown report. You assign the recipient reports in the report definition by choosing Options. Report Writer. ABAP report.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani  o Link reports created in the different application classes. BW report. Choose Report Assignment and define the report type (report portfolio. Page 28 of 45 . or transaction).

Special G/L transactions can be divided roughly into three classes: o Down payments o Bills of exchange o Other transactions There are three ways (special general ledger types) of transferring special general ledger entries to the system. The alternative reconciliation account is debited or credited automatically. it is posted in the same way on the created reconciliation account. The payment program and the dunning program can access noted items for further processing. o Free offsetting entries are part of the financial statements.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 9 – Special GL Transactions Lesson 1 – Application view for Special GL Transactions  Transactions in the sub ledgers (accounts receivable and accounts payable. no zero balance check is made. The G/L account for the offsetting entry must be entered by the user Page 29 of 45     . Example: The bank posting of a received down payment. for example) are also posted on the reconciliation accounts in the general ledger. for example. To simplify the posting procedure. depending on the type of posting. a customer invoice or customer credit memo is entered on an account receivable. Example: Down payment request. the system clears the respective items in the offsetting account automatically. They are usually included in the notes to financial statements. which are displayed separately in the general ledger and the sub ledgers. Special G/L transactions defined as free offsetting entries create proper postings in the general ledger. These transactions are called statistical postings. They are postings with freely definable offsetting entries. Example: Posting of a guarantee of payment. If. No offsetting entry is Made. since they are generally only shown in the notes to the financial statements (or not at all). This may be necessary for internal reasons or for certain report purposes. When you clear open items in the respective account. The system then makes the offsetting entries automatically. the number of the account for the offsetting entry is defined in Customizing. As a result. The reconciliation account to be posted to is entered in each customer/vendor master record. Only one line item is updated if a noted item is created. The Reconciliation Account field can be found in the company code segment of the customer/vendor master record. o Noted items are individual account assignments that are only used to remind the respective department of due payments or payments to be made and are not intended to be displayed in the general ledger. Special G/L transactions are transactions in the accounts receivable and payable. Noted items are special G/L transactions with informational character which only remind the user about due payments or payments to be made and are not displayed in the general ledger or added to it. o Automatic offsetting entries (statistical) are transactions that are always posted on the same offsetting account.

meaning it is reversed. which means the bank charges interest. Description of the procedure for individual value adjustments: o The receivable is entered to the customer account. Bills of exchange are treated like special G/L transactions in the SAP system. They must not change the balance of the Receivables reconciliation account. If an invoice is paid with a bill of exchange. Clearing of the items during the payment of the customer‟s balance Disputed or doubtful receivables are entered as individual value adjustments when preparing the balance statements for year-end closing. o The final value adjustment is made after you ascertain that the receivable is uncollectable. o 5. o The individual value adjustment is cleared after the key date for the balance sheets. you can obtain an overview of the activities concerning bills of exchange at any time. It can be discounted at a bank prior to the due date. o Down payment received: Received down payments are displayed as payables on your accounts. you can pass on the bill of exchange to a third party to refinance it.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani  Down Payment in the Customer Area . the payment period is extended for your customers (for example. No special G/L account is used. You can post receivable and payable bills of exchange and incoming and outgoing checks and bills of exchange. Page 30 of 45      . They do not change any account balances. These transactions are therefore automatically recorded in the sub ledger. As a result. o Posting a down payment clearing with invoice: The down payment is no longer considered a down payment from this point. o The amount is posted to the account of the customer and the respective accounts cleared. In this case the Expenses for Uncollectable Receivables account are posted to.The procedure is as follows: o Down payment request: Down payment requests are noted items. o The collected amount is transferred to your company account. to three months). The amount should/must be displayed as payment on the normal reconciliation account. o The customer initiates the payment with a bill of exchange. since adjustment postings must be made on the regular customer reconciliation account. If you wish. Received down payments are administered in the Down Payments Received alternative reconciliation account. Example of a receivable bill of exchange free of charge as displayed above: o The receivable is entered to the customer account. and posted to a special G/L account. o The individual value adjustment (without tax) is entered. Bills of exchange are a type of short-term financing. Individual Value Adjustments for Receivables. You can issue dunning notices and make payments automatically based on down payment requests. o The bank collects the money from the account of the customer on a fixed date. The account balance is now registered as a receivable bill of exchange and not as the normal balance of the account receivable. The special general ledger procedure is suitable here. o Customer invoice: The customer receives an invoice whenever goods are supplied or services performed. in the Payables area on the financial statements. The expenses are now at the right place on the “Expense for Individual Value Adjustment” account for the income statement reporting. separately from other transactions. since the transaction is entered in the customer account as well as posted to the special G/L account.

The special G/L transactions in the standard system are assigned the posting keys 09. and 39. The target special G/L indicator is used in the standard system for down payment requests. the line item display is generally active for special G/L accounts.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Lesson 2 – Configuration of Special GL Transactions      Special G/L transactions are posted from the application side using special posting keys and special G/L indicators. The posting keys require a special configuration for this. For noted items. 19. Page 31 of 45 . you can set which special G/L indicators are allowed to be added as target special G/L indicators when entering (applying) a payment request. o Warning against commitments: You can define a warning message to notify the user of the existence of a special G/L transaction when posting to a customer or vendor account. o Target special G/L indicator: This entry is only relevant for noted items. All other transactions can be selected accordingly as desired by the user. a bill of exchange. or any other type of transaction. The special G/L indicator defines the particular configuration of a special G/L transaction and the account type (customer or vendor account). o Special G/L transaction class: The special G/L transaction class determines whether the transaction is a down payment. 29. The special G/L accounts have been defined as reconciliation accounts for the D or K account types. o Relevance for credit limit check: You can include special G/L transactions in the credit limit check for customers. Under properties of special GL. Noted items are generally not taken into account. This means a list of the line items can be displayed. o Posting key: Only these posting keys can be used with the respective special G/L indicators. In contrast to “normal” reconciliation accounts (customers/vendors).

Documents held by the system do not have to be complete. accounts payable. to continue entry at a later time. Data can be parked for accounts receivable. however. Page 32 of 45   . The only exception to this is cash management. such as transaction figures. When parking documents. can be updated when parking documents. Only receipts can be entered for assets. The tax amounts calculated on the basis of the parked document can be used to assert claims with regard to tax in due time at the tax authorities. The user departments looking for a way of temporarily saving the data entered up to the point of interruption. o PARKING documents Document parking enables you to enter incomplete documents in the SAP system without having to run the extensive input checks. approval procedures) o Work assignment using work lists (streamlining/acceleration of workflows) Ways of using document parking o • Customer accounts (invoices and credit memos) o • Vendor accounts (invoices and credit memos) o • G/L accounts (G/L account postings) The document change rules that are saved for documents posted in the system do not apply to parked documents. dual-control principle. The currency. Data from parked documents is available to the system for real-time evaluations. to resume entry at a later time. Substitutions are not supported by the document parking feature. If you want to use substitutions with parked documents. the system assigns a document number via the document type in the same way as with “normal” Financial Accounting postings. There are two different ways of saving documents (without performing proper Financial Accounting posting): o HOLDING documents The Hold Document function lets you save data that has been entered temporarily. No data. No document number is assigned. The person making the entries is asked to name the document after selecting the Hold Document function. and assets. The user must pass on the number if it has been assigned externally.     Lesson 2 –Parking Documents & Processing Parked Documents  Areas of use for document parking o Temporary storage of input values when parking documents o Helpful for displaying multilevel models when parking documents (for example. G/L accounts. and the company code cannot be changed. the document type/number. you have to turn them into accounting documents first.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 10 – Parking Documents Lesson 1 – Basics of Parking Documents   Document entry can be I interrupted for a variety of reason. No account balances are updated and the data of the document is not available for evaluation. Postings for down payments cannot be parked. The document can be found under this name at a later time.

the system . Individual steps can refer to methods of the BOR (Business Object Repository).performs all the tasks that were conceived when the process was defined. the data from that parked document is deleted. the workflow manager – that is. users are relieved of any avoidable organizational tasks and can concentrate on the aspects of their actual work. and the respective data (transaction figures and so on) is updated. The event-driven process chain (EPC) is used to display the process. The document number of the parked document becomes the number of the posted document. workflow means: The right work at the right time for the right employee. o For the right employee: The organizational level establishes a link to the organizational structure. the four process dimensions o Organizational structure (Who?) o Process structure (When? In what order? Under what circumstances?) o Function (What?) o Information (With which data? The process to be modeled as a workflow is saved in the system as parameters. During the process.for example. query conditions. The business process is stored in the workflow definition. Workflow Builder is the tool you use to maintain the process level. o The right work: Whatever you wish to do during the workflow. Simply. it must be implemented in the Business Object Repository as a method of a business object type. to enable loop-type processing. Numerous reports can evaluate parked documents. Page 33 of 45     . The workflow definition is the total of all steps put together. This modularization of components provides the foundation for a high degree of flexibility. a document is written to the document database. Document parking is linked to the account display and reporting functions in Financial Accounting. but they can also be used to control the process . o At the right time: The process level describes the business process as a sequence of individual steps. As a result. Lesson 3 –Document Parking and Workflow  In SAP Business Workflow. SAP Business Workflow has three-tier architecture. You can delete parked documents that you do not want to post. using a graphic definition tool.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani    Whenever a parked document is posted. or provide values in the interface (= container). Note that the document number of the deleted document cannot be reused in such cases. Single-step tasks are essential elements of the workflow definition. The document has status Z: Parked document that was deleted.

Like methods. The Business Workplace consists of three screen areas: o Selection tree: You can find the selection tree on the left side of the Business Workplace. independently of information that is only available at runtime. This is the group of employees at your company who come into question for carrying out the respective task. changed. WHAT Is Carried Out? Workflow-Related Tasks o • Posting invoices o • Releasing purchase requisitions o • Changing material masters o • Approving leave o • Creating customer accounts o • Deleting purchase orders o • Creating requirement coverage requests via the Internet Tasks represent steps of the business process.) o Are used to encapsulate the functions The processors responsible for a specific activity in the workflow are defined either by their assignment to an object of the organizational structure or by means of a rule. and displayed. o Work list: The work list is displayed at the top right of the Business-Workplace screen in case you want to mark the “Workflow” folder. The process you want to model must be broken down into individual tasks during the definition. Only one user can perform the work item. If you mark “Inbox” in the selection tree. however. you can select work items to be executed.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani           Single-step tasks Represent the SAP functions from a business point of view Every single-step task uses precisely one method The SAP Business Workflow is based on an object-oriented structure. function modules.. Rules are used to determine the responsible processors dynamically.. therefore. Events are used to display the changes in status of objects within the system. Objects are defined in the object repository provided by SAP. From here.for example. delete. It allows workflow definitions to be created. The Workflow Builder is the main tool of the Web Flow Engine. The system automatically puts the entries in groups in this folder. they are defined in the object repository for each object type. and documents. It is possible for the user to make a decision from within the work item preview. . The definition of the workflow determines the tasks and the order in which they are to be carried in the process. Each task must be assigned possible processors. All selected recipients can view the work item and perform it at their Business Workplace. o Work item preview: The work item selected from the work list is displayed in a preview at the bottom right of the screen. If. that is. The Web Flow Engine determines the recipients of the work item. Workflows are usually initiated by a triggering event. Events are triggered in the respective applications. the other recipients are unable to Page 34 of 45 . a user starts to perform the work item. reports. There are special folders in which you can find overdue work items or missed deadline work items. Object methods o Represent the SAP functions from the view of the business object (technical view . transparent interface for SAP functions (transactions. create. Not all functions of the work item display or workflow log are available. workflows you have started. you can see all work items and documents in this area of the screen. tested. change) o Provide a uniform.

the initial release group is then used for access. The release group is required to determine the release approval path at the time of processing. A recipient can accept a work item. Whether the document release is supposed to be active is specified here together with the minimum amount for which this is necessary. Page 35 of 45 . No documents are released if any company code is not assigned a workflow variant. The workflow variant and the corresponding company codes must have the same currency. The company codes can be assigned workflow variants. If no release group is defined. The sub workflows that is initiated by releasing the amount and who is to release are determined by the release approval path and the particular amount. The release approval path is determined by the workflow variant in connection with the document type and release group. An accepted work item can only be performed by the user who has accepted it.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani     execute this work item. Workflow variants can be created for document parking in Customizing of FI.

The following application areas use validations and substitutions: o FI Financial Accounting. the system replaces the values entered with other values. you can use only those numeric fields with which you primarily execute mathematical calculations. They also specify which message classes can be used for validation messages. o The validation/substitution must be defined. or rule. Boolean classes establish the dimensions that can be used in the definition of validations. o GL Special Purpose Ledger. At the Complete document call up point. o CS Consolidation (validations only).       Page 36 of 45 . o GA Allocations (FI-SL) (substitutions only) Call up points is specific places in an application that specify the exact location where a validation/substitution occurs. If the prerequisite is met.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 11 – Validation & Substitution Lesson 1 – Basics of Validation / Substitution    The validation function helps you to check the entered values and value intervals. o PC Profit Center Accounting (substitutions only). and rules. the Rule Manager validates the data according to the validation rules. o Correct call up point for the validation/substitution must be selected. o AM Asset Accounting. Document header o 2. substitution. In substitution. or rule is used. substitutions. o You must assign your validation/substitution to an appropriate organizational unit o activate it The application area is where the validation. o RE Real Estate. o CO Cost Accounting. the values entered into the SAP system are validated according to a prerequisite defined by the user. o PS Project System. substitution. Three call up points have been provided for FI: o 1. Document line o 3. Complete document The fields that are available for call up point 1 are also available here for possible cross-validations. The following measures are required to execute validation/substitution: o Decide for which area of application validation/substitution should apply. When data is entered in the system. The combination of application area and call up point determines the Boolean class for a validation.

All operands (such as table fields. o If you want to enter statements using the technical names of the operands rather than the descriptions. each with 3 parts: o Prerequisite o Check o Message Page 37 of 45 . the technical names of the operands are displayed. the statement field is ready for input. and so on) are displayed using their respective descriptions. Furthermore. the validation/substitution for the correct call up point must be activated. o By setting Expert mode. Validation consists of several steps (up to 999 are possible). You can work in the Formula Builder using three different settings: o The default setting when you call up the Formula Builder is Short descriptions. sets. In this case. o Inactive o Active for dialog and batch o Active except for batch input Lesson 2 – Definition and Execution of Validation in Financial Accounting   Validation enables the customer-specific validation of certain fields / field combinations / document types.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani    The formula editor provides a user-friendly interface for entering arithmetic and logical statements. Only one validation/substitution can be activated for one company code for a call up point.    You must assign your validation/substitution to an appropriate organizational unit it means a validation/substitution can be valid for several company codes at the same time. You can also enter a statement directly. The following elements are available to enter rules for the prerequisites (validation & substitution) and checks (validation): o Operands o Logical operators (Boolean terms) and o Comparison operators. exits. change the setting by choosing Settings → Technical names.

o 3.  If you want to execute such a partial check. Validate field contents for certain values:  In this example. a check is performed. o 4. A message can contain up to four fields. you can also use the + sign to represent a single character. You can choose between: o Constant value o Exit o Field-field assignment You can then later enter a constant value. Example: BSEG-HKONT: 3-: The system checks from digit 3 to the end of Account field to determine if a condition is TRUE. Substitution consists of several steps (up to 999 are possible). the document type must be SA. Check or compare only a part of the field. a dialog box appears in which you can define the substitution method. Compare fields with one another:  This statement is TRUE if the date in the document date field is not the same as the date in the posting date field. the system posts a message. Compare text patterns in your statements using the LIKE keyword.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani       If the prerequisite statement is satisfied (TRUE).  Example: BSEG-KOSTL LIKE „*3*3„ Within text pattern searches. each with two parts: o Prerequisite o Replacement If the prerequisite is satisfied (TRUE). enter the following: Example: BSEG-HKONT :3: The system checks only the third digit of the Account field to determine if a condition is TRUE. You can do the following in a logical statement: o 1. the name of an exit to be carried out at runtime or the name of a field. Messages can have different meanings: o I = Information o W = Warning o E = Error (requires the entry to be corrected) o A = Cancel The “&” character is used as a wildcard for field values to be output in the message. If the result of the check is FALSE. Example: BSEG-HKONT :1-3: The system checks only the first three digits of the Account field to determine if a condition is TRUE. Lesson 3 – Definition and Execution of Substitution in Financial Accounting     Substitution permits the customer-specific enhancement (substitution) of certain field contents. You can use a predefined message or create a new message for validation. the content of which is to be used for the substitution. substitution is performed. o 2. For each of the fields you selected. A substitution step contains the following components: o Prerequisite Page 38 of 45   .

If the prerequisite statement not fulfilled (false). To improve system performance. in currency conversion. A set is a flexible data structure for mapping ordered amounts and hierarchies. in roll-ups. and so on. in planning. Invalid account assignment combinations = Non-valid combinations Valid account assignment combinations = Valid combinations The validation type specifies whether the defined rules or account assignment entries are to be checked with regard to their validity. you should use basic or single-dimension sets rather than long lists of Boolean statements or user exits. You can use multisets (a combination of sets for various fields [dimensions]) to execute crossvalidation with values of different characteristics. Lesson 4 – Additional Technique for Substitution/Validation        A rule is a logical statement that you can use in a prerequisite statement. not during posting. the transaction is continued with the substituted value(s). during allocation (assessment / distribution). o Substitution value(s) The substitution value is a numerical value or a string of letters that replaces the value entered. or another rule. Lesson 5 – Validation Rule for Account Assignment combination  With introduction of new validation rule for account assignment.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani The prerequisite statement establishes which conditions must be fulfilled before the substitution can be performed. A single substitution process can replace more than one value. If the prerequisite statement is true. a prerequisite or check of a validation. Sets are maintained and administrated centrally.    Page 39 of 45 . The rule name can be a maximum of 11 characters long. substitution and ledger selection. A rule permits complex logic to be summarized.e. the transaction is continued without substitution. Technically. the validations for account assignment combinations are checked when simulating the FI documents. for example. They are used in almost every component of the FI-SL system: in Boolean logical formulas in validation. o The validation accesses the entry view and not the general ledger view (just as transaction code OB28).g you want to check / validate the presence of a segment this is performed without checking if the scenario Segmentation (FIN_SEGM) is assigned to a ledger. It also specifies how the system is to interpret the rule later. now we can do following o The validation is not scenario-dependent. a check. it can be reused. a rule is nothing more than. o In the application.

Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Page 40 of 45 .

archived data can be easily called up. o Deleting data: The deletion program first reads the data in the archive file and then deletes the corresponding records from the database. store all relevant table entries together elsewhere.      Data must be archived in such a manner that it can be called up at any time for queries. in other words. o A backup means storing the contents of the database to avoid data loss in case of system failures. The result is a lean database that can be administered efficiently and inexpensively. the write program generates one (or more) archive file(s). Then the data to be archived is read from the database and written to the archive file(s). all the table entries that characterize a data object are written to an archive file outside the database. o Only data from completed business processes can be archived. Archiving is not o Reorganization because during database reorganization. even after a system upgrade. they can be stored. This transferred data is saved to archive files that can be accessed at a later time. The actual data archiving process has three steps: o Generating the archive file(s): In the first step. Backups are generally made at fixed intervals and according to a fixed procedure.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Unit 12 – FI Archiving Lesson 1 – Basics of Parking Documents   Data archiving in SAP lets you safely remove application data that is no longer required for day-today activities from the database. Business consistency is ensured by SAP archiving programs that. based on archiving objects. Data archiving is the consistent transfer of data objects from SAP system database tables. the system does not have to be shut down during archiving. Reloading the saved data is called restoring. the SAP system then contains a link pointing to the externally stored document and permitting access. data is removed from and loaded back into the database to optimize the physical distribution of data on the hard disk. The goal is to restore the database as closely as possible to the condition it was in before the failure. Data is archived in online mode. Test data seldom reaches this status. o Storing the archive file(s): After the write program has finished generating the archive files. Page 41 of 45 . The documents are transferred to a document storage system. o The storage of documents is generally considered to be the electronic storage and administration of documents on storage systems outside of the SAP system. In this way. These queries can come from. for example. tax authorities. Data is archived independently of the version of the hardware and software (metadata is stored).

Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani Lesson 2 – Preparatory Activities – System Settings   A central element in data archiving is the archiving object. o A deletion program that deletes from the database all the data objects that could be read in the archive file beforehand. Therefore. (This is executed by Basis Support / System Administration employees. Among other things.Progress bars while processing archive files . It defines the smallest unit that can be archived in and deleted from the database in its entirety and describes how and which database objects must be accessed to completely archive a business object. In this way. a logical file path is defined if one does not already exist as a global path for data archiving and a physical path is assigned to it. The logical path is used merely as a bookmark for the physical path that is generated at runtime. Information provided by the data archiving monitor includes: . An archiving object is basically made up of three components: o Data declaration part o Customizing settings o Programs The data declaration part describes all the relevant database objects that characterize an application object. it can be ascertained that a master record is no Page 42 of 45 . these settings are executed by the Basis administrator. Here. Among other analyzing open alerts Step 3: Archiving Object-Specific Customizing The parameters that can be set here apply only to the corresponding archiving object. settings for the deletion program are maintained in addition to a logical file name for the specific archiving object. Basic logic is used in the programs for archiving Financial Accounting data. It should. only be possible to remove master data from the system if a deletion indicator has been set in the master record from the application side.) Step 2: Cross-Archiving Object Customizing The parameters set here apply to all application and archiving objects for using all archiving objects. one variant each for the test run and the production run is created and the maximum size of an archive file is specified in this area. In archiving object-specific Customizing. for instance.Detailed information about the individual archiving procedures .        Step 1: Basis Customizing In Basis Customizing (transaction FILE). archiving object programs include: o A write program that writes the data objects sequentially in the archive files. you can set whether the deletion program is to be executed automatically after an archive file is generated.Overview of all archiving objects that have run . and o A display program that permits archived data objects to be read. The Customizing settings are used to set archiving object-specific parameters for an archiving procedure.

for example. You can specify the minimum runtime in days depending on the document type in Customizing. You should determine the minimum runtime of documents. In the case of customers/vendors. Then every data object is checked whether it may be archived. The constraints that characterize a data object are considered here.Customer = ?vendor o .  Lesson 3 – Executing Archiving in Financial Accounting Using example   Generally. the documents are archived first (due to the checks executed during archiving). The specific archiving procedure is scheduled and processed as a background job. the data object is written to the Page 43 of 45 . you can also archive only documents over the long term. It selects the data objects from the database. there are also validations for: o . a check is made whether this minimum runtime has been maintained.        Deletion indicators can/must be set for customers/vendors not only in FI. If there is no entry or if a runtime value is empty. the system uses a minimum runtime of 9999 days. depending on either the account type or the account. When documents are archived. The correspondingly longer definition of the runtime (document types / account types) determines how long the document resides in the system. If these are removed from the system.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani longer required by the department and is thus available for archiving or is scheduled for archiving according to the wishes of the department. if all the accounts of an account type or if certain accounts are of interest. However. followed by the master data. If so.Alternative payee You can specify the minimum runtime for accounts in days in Customizing. When documents are archived. a check is made whether this minimum runtime has been maintained. but also in MM/SD. The data relevant for specifying the document runtime are the posting date (the clearing date in the case of open item-managed accounts) and the key date for the archiving procedure. the transaction figures are archived.

the number of processed table entries and the file sizes. However. and transaction figures. documents. the system generates administration data with information about the archived/regenerated data. or sample documents are not taken into account. a key date is used as a reference date. the affected tables. the archiving contents can be defined down to the document level. The system takes into account only cleared items or those without open item management. parked. They are used to read the archived data objects according to the selection criteria and to display them in a form suitable for the user. o Documents with a withholding tax remain in the system for at least 455 days. Users are asked whether they also want to view the archived data. The definition of the variant must also include whether a test run or a productive run is involved. In the SAP system. this can be specified for every program run. The document header must fulfill the following criteria before it can be archived: o The document type runtime must have been exceeded. The Archive Development Kit (ADK) stores the data in such a manner that read access is possible at any time.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani            archive file. During every archiving procedure. If no explicit key data is provided. archiving variants can be reused only if the associated jobs are deleted. If so. one transaction figure is usually maintained for credit and one for debit for each account. o The account type runtime must have been exceeded. An archiving procedure is scheduled using transaction SARA by pressing the Write pushbutton. A transaction figure is the total number of postings on an account in debit or credit. The financial statement of the company code is created according to these transaction figures. you can archive master records. The document position must fulfill the following criteria before it can be archived: o The document must no longer contain open items. for example. A requirement for this is the existence of suitable reading programs that are provided by the corresponding archiving object. As a rule. such as in the case of a complaint. the display is as user-friendly as access to data located in the system. Various system administration tools are available to monitor archiving procedures: o Background processing tools  Job logs  Spool lists (if generated) o System monitoring tools  Monitor for data archiving in the CCMS monitor sets The default log contains the number of archived data objects. Page 44 of 45 . FI provides very user-friendly access to previously archived data. it is set to the current execution date. for evaluations or for internal or external revisions. o Recurring. o The document must have been in the system for longer than the minimum number of days (minimum duration). the associated deletion procedure is started automatically when a file is closed. The most important requirement for archiving user data is that this data belongs to completed transactions/periods and are thus no longer required for current business processes. In application-specific logs. If Customizing is set so the deletion program is to run automatically. This is divided into 4 steps: o Create an archiving variant o Specify the execution user o Specify the start time o Define the spool parameters The data that are to be archived for the selected archiving object are specified in the archiving variants. For the runtimes. it may happen that this data needs to be accessed even after archiving. In FI. You can make the archived data available again using retrieval programs.

The deletion flag is one of the requirements that are checked by the system before master data are archived. The periods for posting must be closed for the entire period to be archived. This ensures that the department has no objections against archiving the master data. the deletion flag is set. If this master record is not required for a long time. a posting block is usually set as a first step. and bank data can be archived in Financial Accounting if the department agrees and the legal requirements have been fulfilled. If a master record is no longer required for postings by the department. The deletion flag shows a user who is processing the master record that this master record has been flagged for deletion.Financial Accounting TFIN 52 Summary Prepared by: Zeeshan R Haryani   Transaction figures can be archived only if periods open for posting are no longer in the period to be archived. Page 45 of 45 . it should be carefully checked which employees can receive the authorization for setting deletion flags when issuing these authorizations. customers. Therefore. G/L accounts. vendors.

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