Parle Agro Private Limited Implementation Project: Prepared by - Mr. Narayan Mohta Wipro - FICO Consultant

Parle Agro Private Limited Implementation Project
Prepared by Mr. Narayan Mohta Wipro FICO Consultant
Contents
Accounts Payable Accounting: Master Data Accounts Payable Accounting Down Payments Accounts Payable Accounting Posting Invoices Accounts Payable Accounting Invoice and Payment with Clearing Payment Program Accounts Receivable Accounting Master Data Accounts Receivable Accounting Down Payments Accounts Receivable Accounting Posting Accounts Receivable Accounting Account Maintenance General Ledger Accounting Master Record Closing Operations Accounting Document and Ledger details Printing Assets Accounting 3 8 15 21 29 37 41 47 53 58 64 83 86
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Master Data in Accounts Payable Accounting

Purpose
All business transactions are posted to and managed by means of accounts. You have to create a master record for each account that you need. The master record contains data that controls how business transactions are entered in the account and how posting data is processed. In the master record, you can also store all the data that you need for conducting business with the vendor. Vendor master records are used by both the financial accounting department (accounts payable processing) and the purchasing department (MM) in your company. This document, however, only discusses the general data in vendor master records and the financial accounting aspect of these.
Prerequisites
The settings have been made for accounts payable accounting.
Process Flow
You can execute the following transactions in master data processing
Create
Change Display Block/unblock Mark for deletion Display changes
Result
Vendor master records have been created and can be posted.
Creating a Vendor Master Record

Procedure
1. Call up the transaction as Menu path Transaction Code 2. follows: Accounting Financial Accounting Accounts Payable Master Records Create FK01
In the Create Vendor: Initial Screen, enter the required data. Field name Description Vendor R/O/C R/O User action and values 1115 Comment Example: Vendor account
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number as it is external number assignment Company code Account group R R PAPL PAPL Exter. no. assgnment
Choose Enter. 3. In the Create Vendor: Address screen, enter the required data. Field name Description Name Search term 1 Street/house number R/O/C R R O User action and values Ambala SarabhaiEnt Ltd Ambala Mahatma Gandhi Road Comment Example Example Example This is field must be filled, if you are going to use the Automatic Payment Program Example Example Assign Vendor State Example Example
Postal code/City Country Region Language Telephone Choose Enter. 4.
R R O R O
522000 / Bangalore IN 10 - Karnataka English 080-565998
In the Create Vendor: Control screen, enter the required data. Field name Description Customer Trading partner R/O/C O O User action and values (Customer) Comment Only if clearing required Only if the company is an affiliated company
Choose Enter.
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5.
In the Create Vendor: Payment Transactions screen, enter the required data (if you require bank details). Field name Description Country Bank key Bank account Account holder Collection authority Alternative payee R/O/C O O O O O O User action and values IN SBI 1234567 Ambala SarabhaiEnt Ltd Comment Example Example Vendor Bank Account Example Example Only if payment is to be made to a different vendor
Choose Enter. If the Bank details are not maintained in the system earlier, system proposes the pop window to enter the Bank name and address. 6. In the Create Vendor: Accounting Information Accounting screen, enter the required data. Field name Description Reconciliation account R/O/C R User action and values 13110000 Payable for Services - Domestic Comment Select the suitable Reconciliation Account Select from the list
Sort key
001
Choose Enter. 7. In the Create Vendor: Payment Transactions Accounting screen, enter the required data. Field name Description Payment terms R/O/C O User action and values 0001 Comment Select from the list the which is mostly used for this vendor If required
Payment methods Choose Enter.
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8.
In the Create Vendor: Correspondence Accounting screen, enter the required data.
Field name
Description Accounting clerk Account with vendor Clerk at vendor Accounting clerks telephone number
R/O/C O O O O
User action and values
Comment Example Example Example Example
9. In the Create Vendor: Withholding Tax Accounting screen for the country IN make the following entries, if the vendor subject to with holding tax:
Field name Wth.tax. Type W/Tax Code Liable Description With holding Tax Type R/O/C O User action and values Comment Select from the list based on the type of service Select from the list based on the rate of deduction If tax is deductible then activate the check box Even though you assigned the Withholding tax Type and Withholding tax code, if the check box not selected, system will not hold the tax Select based on the type of vendors. Based on this TDS challan will be updated Maintain the relevant Tax identification number If the vendor obtains the TDS exemption from
Withholding Tax Code
Liable
Rec.Type
Type of recipient
CO Corporates OT Others GO Government / no GO
W/TaxID
Tax identification no
Exemptio n number
Exemption Key
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the Tax Authorities assign the same Exem % Exemptio n Reason Exempt From Exempt To Descripti on Exemption percentage Reason for exemption Date from which exempted Date to which exempted Description of with holding tax Type O O O O O Percentage of Exempted Exempted Reason Date valid from Date valid upto Defaulted from the Withholding tax type
If the vendor services / supplies subject to with holding tax, only then should you maintain the above details System allows the multiple withholding tax codes. You can maintain all the applicable withholding tax codes. System proposes the tax codes assigned in the master record automatically at the time of document processing. If withholding tax not applicable to the particular transactions, the same Withholding tax type and withholding tax code can be removed before posting the document. 10. Save your entries. Create another Vendor Master Record with Vendor ID - 1115, without assigning any values in the Withholding Tax Accounting details tab.
Result
The vendor master record has been created under the number you entered. If you choose an account group with internal number assignment to create the vendor account, the system automatically assigns the next available number in the corresponding number range that has been assigned to the account group.
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Down Payment Processing

Purpose
Processing vendor down payments in a company involves many different transactions, some of which can be carried out automatically by the system. You first create a down payment request manually. This is a purely statistical document that you require to enable the system to post the down payments to your vendor automatically using the payment program or you can make the payment manually. Once the down payment request has been created, you can enable the system to post the down payments in the next automatic payment run. If the vendor invoice is later posted manually, the invoice is cleared with the down payment that has already been posted so that only the difference remains to be paid to the vendor. If the Vendor services or supplies are subject to withholding tax, the tax need to be deducted at the time of payment or at the time of invoice liability booking which ever is earlier. You have two types of withholding tax types defined in the system i.e. withholding tax type to deduct the TDS at the time of invoice liability and Withholding tax type to deduct the TDS at the time of Advance Payment. Use the applicable tax codes. This scenario explained without considering the Withholding tax.
Process Flow
This scenario shows the following steps Create Down Payment Request Post Down Payment Post Vendor Invoice Clear Down Payment
Down Payment Request

Use
Create a down payment request to make the down payment to the vendor.
Prerequisites
Vendor master record must be created using the Accounts Payable Accounting: Master Data and do not maintain any values in the Withholding Tax Accounting details screen.
Procedure
1. Access the transaction choosing one of the following navigation options: SAP R/3 Menu Transaction code Accounting Financial Accounting Accounts Payable Document Entry Down Payment Request F-47
2. On the Down Payment Request: Header Data screen, make the following entries: Field name User action and values Comment
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Document Date Posting Date Document Type Company Code Currency Reference Account Trg.Sp.G/L ind.
Todays date Todays date KA PAPL INR Request 453 1115 A Enter the Target Advance Payment Special G/L indicator to be posted at the time of clearing the down payment request. Advance Payment reference text Vendor document
Parle Agro Pvt Ltd
3. Choose Enter. 4. On the Down Payment Request: Add Vendor Item screen make the following entries: Field name Amount Bus.Pl/Secn.Code Due On Text User action and values 25000 Leave blank Todays date + 1 Advance Payment to the Vendor Enter Section code, if the vendor is subject to withholding tax Due date of the down payment Enter the relevant text applicable to this line item Comment
5. On the Down Payment Request: Add Vendor Item screen choose the Withholding tax push button. System will display the pop window Enter Withholding tax Information. With holding Tax codes will be default from the vendor master record. If the transaction is not relevant for withholding tax, remove the withholding tax code in the pop up screen and choose Enter. 6. To post the down payment request document Choose Document Post.
Result
The system displays the message Document 170000000x was posted in company code PAPL. Make a note of the document number.
Example
Document 1700000000 was posted in company code PAPL
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Posting Down Payment

Use
Down payments to vendors can be posted automatically using the payment program or manually. The process demonstrated is manual down payment.
Procedure
1. Access the transaction choosing one of the following navigation options: SAP R/3 Menu Transaction code Accounting Financial Accounting Accounts Payable Document Down Payment Down Payment F-48
2. On the Post Vendor Down Payment: Header Data screen make the following entries Field name Document Date Posting Date Type Company Code Currency Reference Account Sp.G/L ind. Bank Account Bank - Amount Value date Bank -Text User action and values Todays date Todays date KZ PAPL INR Adv Payment 453 1115 A 24520100 25000 Todays date C.No. 100 Todays date defaulted by the system, if required can be changed Enter the relevant reference data as required Enter the Special GL Indicator. Advance Payment reference text Bank Payment SBI Comment
Parle Agro Pvt Ltd
3. Choose the push button Requests to process further 4. On the Post Vendor Down Payment: Choose Requests screen select the down payment line item 5. Choose the Create Down Payments push button 6. System will display the overview of the document to be posted. 7. To save the document, use the menu Document Post or press Ctrl+S.
Result
The system displays the message Document 1500000000 was posted in company code PAPL. Make a note of the document number.
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Example
Posting an Invoice
1. To post a vendor invoice for office supplies, choose the following menu path: SAP R/3 Menu Transaction code Accounting Financial Accounting Accounts Payable Document Entry Invoice FB60
2. Enter the following data if it is not already defaulted in the system: Field name Company Code User action and values PAPL Comment
Parle Agro Pvt Ltd
3. If the Company code is not defaulted use the following option to assign PAPL as the company code. To change the company code, choose Edit Change Company Code. 4. Enter the following basic data: Field name Vendor Invoice Date Posting Date Reference Amount Currency Calculate Tax Bus.Place/Sectn Text Withholding Tax Tab Name of W/hld.Tx Typ Blank leave blank Stationery and other materials User action and values 1115 Todays date Todays date RE1210 50000 INR Comment
Ambala
Date of the vendor invoice Posting date in the SAP system Vendors invoice number Invoice amount Document/invoice currency The system calculates the input tax, if required Enter the Section code if the vendor is subject to withholding tax Enter the Text for the line item The Withholding Tax Type / W/Tax Code defaulted from the Vendor Master Record Example - Withholding tax type - Tax Deduction at the time of invoice posting has been defaulted from the vendor master record Example - Withholding Tax Type - Tax
Name of W/hld.Tx Typ
Blank
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Deduction at the time of payment posting has been defaulted from the Vendor master record W/tax Code Blank Example I1-INV-CONTS.CORP-TDS SEC.194C-2.10%. If the invoice is subject to withholding tax keep the Withholding Tax code on invoice posting. . If the services / supplies are not relevant for TDS remove withholding tax code I1. Example - System defaulted P1- PAY-CONTS. CORP- TDS SEC.194C-2.20%, This tax will be used to deduct the tax at the time of payments. Remove the P1 as tax deducted using the I1. System will default automatically while posting the document, the amount entered in the basic Data. If tax to be withheld on modified base amount use has to change the amount. System will calculate the Tax to be withheld based on the Tax code.
W/tax Code
Blank
W/Tax Base FC
Blank
With / tax Amt. FC
Blank
Other Field Values defaulted by the system in the Payment Tab (baseline date and Payment Terms). If required you can change the default value. If the Withholding tax information is not maintained in the Vendor Master Record, system will not display any data in the Withholding Tax tab 5. Enter the following data for the item: Field name G/L Acct D/C Amount in Doc. Curr. Tax Code Jurisdiction Code Text Cost Center User action and values 58102000 Debit 50000 V0 IN00 Stationery Items purchased Example 1201-Purchasing Enter the gross amount. The system calculates the input tax automatically. Input Tax Zero Jurisdiction code IN00 Enter the line item relevant text Enter the valid cost center, if the cost accounting assignment as applicable Comment Office supplies
6. To check the document before it is posted, choose Simulate (F9). 7. To post the document into the system use menu path Document Post or Choose Post (Ctrl+S).
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8. At the bottom of the screen, the system outputs the message: Document 1900000000 was posted in company code PAPL, are the sequential document numbers posted by the system. 9. Make a note of the invoice document number.
Results
You have posted the vendor invoice in Financial Accounting.
Example
Displaying a Document
1. To display the posted invoice document, choose the following menu path: SAP R/3 Menu Transaction code Enter the following data: Field name Document Number Company Code Fiscal Year Choose Enter. User action and values 1900000000 PAPL Current year Comment Accounting Financial Accounting Accounts Payable Document Display FB03
Enter the document number you noted previously.
On the screen that follows, the posted document is displayed in the document overview along with all the document header information (such as the document number, posting date, invoice date, and the individual posting lines). Double-Click one of the posting lines (or choose the magnifying glass icon) to display the details for that posting line. You can then choose Display Change (Shift+F1) to switch to the change mode and change certain details in the document, such as the terms of payment. Alternatively, you can also go directly from the document overview to the change mode of a posting line. To do so, position the cursor on the posting line you require and choose Change Row (Ctrl+Shift+F11).
You cannot change vendor or G/L accounts, amounts, tax amounts, or tax codes. If you detected an error when posting the document, you have to reverse it.
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Down Payment Clearing

You now want to clear the down payment with the invoice so that, in a later payment run, only the open difference remains to be paid.
SAP R/3 Menu Transaction code 1. Enter the following selection data: Field name Document Date Posting Date Company Code Currency Vendor Relevant Invoice User action and values Todays date Todays date PAPL INR 1115 1900000000 Enter the document number of the invoice that you have posted. Comment Accounting Financial Accounting Accounts Payable Document Entry Down Payment Clearing F-54
2. Choose Process Down Pmnts. The down payment document created by the payment program is then displayed. Choose the down payment document by clicking it twice, and then choose Save. The system now displays the document overview. At the bottom of the screen, a message appears requesting you to correct the marked line items. Choose the line item highlighted in color by double-clicking it, and enter the text Down payment clearing. Choose Post. The system displays the message Document 1700000001 was posted in company code PAPL.
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Posting and Reversing an Invoice

Purpose
You receive vendor invoices that must be posted manually in the SAP system. If an invoice has been posted to the wrong account or with the wrong amount, you have to reverse this invoice.
Prerequisites
SAP R/3 component involved: SAP FI and, if necessary, SAP LO-MM, depending on where the invoice is created. Create Vendor Master manually.
Process Flow
This scenario shows you how to enter a vendor invoice for office supplies in the SAP system and, if necessary, how to reverse this invoice. Each day, you receive vendor invoices that you have to post manually in the SAP system. Once you have posted the invoice, you display the posted document. This enables you to check whether you have posted the document correctly. If you detect any errors, you have to reverse the document and post a new, corrected document in the system.
Posting an Invoice
1. To post a vendor invoice, access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Payable Document Entry Invoice FB60
2. Enter the following data if the company code PAPL is not defaulted in the system: Field name Company Code 3. Choose Enter. To change the company code, choose Edit Change Company Code. User action and values PAPL Comment
Parle Agro Pvt Ltd
4. Enter the following basic data on the Enter Vendor Invoice: Company Code PAPL screen:
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Field name Vendor Invoice Date Posting Date Reference Amount Currency Bus.Place /Section Code Text Withholding Tax Tab Name of W/hld.Tx Typ
User action and values 1115 Vendor Invoice Date Todays date RE1210 25000 INR KR01 Supply of services
Comment
Date of the vendor invoice Posting date in the SAP system Vendors invoice number Invoice amount Document/invoice currency Select from the drop down Section Code Enter the text as a reference The Withholding Tax Type / W/Tax Code defaulted from the Vendor Master Record
INVCONTRACTORS. -TDS SEC.194C PAYMENTCONTRACTORS. -TDS SEC.194C
Example - Withholding tax type - Tax Deduction at the time of invoice posting has been defaulted from the vendor master record Example - Withholding Tax Type - Tax Deduction at the time of payment posting has been defaulted from the Vendor master record Example - I1-INV-CONTS.CORP-TDS SEC.194C-2.10%. If the invoice is subject to withholding tax keep the Withholding Tax code on invoice posting. . If the services / supplies are not relevant for TDS remove withholding tax code I1.
W/tax Code
W/tax Code
Blank
Example -System defaulted P1- PAY-CONTS. CORP- TDS SEC.194C-2.20%, This tax will be used to deduct the tax at the time of payments. Remove the P1 as tax deducted using the I1. System will default automatically while posting the document, the amount entered in the basic Data. If tax to be withheld on modified base amount use has to change the amount. System will calculate the Tax to be withheld based on the Tax code.
W/Tax Base FC
Blank
With / tax Amt. FC
Blank
Other Field Values defaulted by the system in the Payment Tab (baseline date and Payment Terms). If required you can change the default value. If the Withholding tax information is not maintained in the Vendor Master Record, system will not display any data in the Withholding Tax tab
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5. Enter the following data for the item: Field name G/L Acct User action and values 58100000 Comment Stationery, Printing - Manufacturing, select the relevant General Ledger account to be posted
D/C Amount in Doc. Curr. Tax Code
Debit 25000 V0 Enter the gross amount. The system calculates the input tax automatically. Zero % Input Tax. If the GL Account 58100000, is relevant for Taxes, then only tax code need to be entered Federal Tax Jurisdiction. If the GL Account 58100000, is relevant for Taxes, then only Jurisdiction Code need to be entered Printing of Packing Materials 110 Enter the relevant Text for the line item Management
Jurisdiction Code
Text Cost Center
6. To check the document before it is posted, choose Simulate (F9).
This enables you to display the document, including the Withholding Tax to be posted, on the screen. If required, you can edit the line items by using the Reset pushbutton. 7. Choose Post or (Ctrl+S). At the bottom of the screen, the system outputs the message: Document 1900000001 was posted in company code PAPL, are the sequential document numbers posted by the system.
8. Make a note of the invoice document number.

Message no. F5312
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Displaying a Document
2. To display the posted invoice document, access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Payable Document Display FB03
3. On the Display Document: Initial screen, enter the following data: Field name Document Number Company Code Fiscal Year Choose Enter. User action and values 1900000001 PAPL Current year Comment
Enter the document number you noted previously. (1900000001) Parle Agro Pvt Ltd Example 2005
On the screen that follows, the posted document is displayed in the document overview along with all the document header information (such as the document number, posting date, invoice date, and the individual posting lines) including the input tax line, which is posted automatically. Double-click one of the posting lines (or choose the magnifying glass icon) to display the details for that posting line. You can then choose Document Display <-> Change (Ctrl+F1) to switch to the change mode and change certain details in the document, such as the terms of payment, Base Line date, Assignment and Text can be changed. Alternatively, you can also go directly from the document overview to the change mode of a posting line. To do so, position the cursor on the posting line you require and choose Change Row (Ctrl+Shift+F11).
You cannot change vendor or G/L accounts, amounts, tax amounts, or tax codes. If you detected an error when posting the document, you have to reverse it.
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Reversing a Document
1. To reverse a vendor invoice, access the transaction choosing one of the following navigation options: Menu path Transaction code 2. Enter the following data: Field name Document Number Company Code Fiscal Year User action and values 19000000xx PAPL Current year Comment Accounting Financial Accounting Accounts Payable Document Reverse Individual Reversal FB08
Document number of the document to be reversed (1900000006) Parle Agro Pvt Ltd The document number -1900000001 posted on 09-08.2005 and the Fiscal Year is 2005 Reversal in current period
Reversal Reason
01
If you do not enter a posting date, the document is posted under todays date. You can use the search help function to find the number of the document to be reversed if you have forgotten it. Choose Find Documents (Shift+F8). You can display the document again to check it before you reverse it. To do so, choose Display Before Reversal (F5). Choose Post (Ctrl+S) to post the reversal document.
The system displays the message Document 1700000002 was posted in company code PAPL.
Make a note of the document number.
Note that a document that has been reversed cannot be reversed a second time. The original document should not contain any cleared line items.
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Displaying a Reversal Document

1. To display the reversal document that has been posted, access the transaction choosing one of the following navigation options: Menu path Transaction code 2. Enter the following data: Field name Document Number Company Code Fiscal Year User action and values 1700000002 PAPL Current year Comment Accounting Financial Accounting Accounts Payable Document Display FB03
Enter the document number you noted previously. (1700000002) Parle Agro Pvt Ltd 2005 Fiscal year in which document was posted
3. Choose Enter.
On the screen that follows, the posted reversal document is displayed in the document overview along with all the relevant information. In the document header (Reversal document for), you can see the original invoice document number that was reversed with this document.
The document header of the reversal document contains the number of the reversed invoice document. The document header of the invoice document contains the number of the reversal document. Double-click item 1. The document reversal date (in the Clearing field) and the reversal document number (clearing document) are displayed in the vendor item in the detail screen.
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Accounts Payable Accounting Invoice and Payment with Clearing

Purpose
This scenario describes the process of issuing a vendor invoice and explains how the invoice is paid by check
Process Flow
The process is divided as follows: 1. Create a vendor invoice 2. Outgoing Payment 3. Display the Payment Document 4. Display the Vendor Account
1 Posting Vendor Invoice

Use
Post the Vendor liability by using the Financial Accounting Accounts Payable Invoice posting option. The invoice can also be posted from MM module.
Prerequisites
SAP R/3 component involved: SAP FI and, if necessary, SAP LO-MM, depending on where the invoice is created. Create Vendor Master manually without Withholding Tax Assignment.
Procedure
1.Access the transaction choosing one of the following navigation options:
Formatted: Bullets and Numbering
SAP R/3 menu

Transaction code
Accounting Financial Accounting Accounts Payable Document Entry Invoice FB60

2.Enter the following data if the company code PAPL is not defaulted in the system: Field name Company Code 3.Choose Enter. To change the company code, choose Edit Change Company Code. Confidential Page 21 of 112 User action and values PAPL Comment
Parle Agro Pvt Ltd

4.Enter the following basic data on the Enter Vendor Invoice: Company Code PAPL screen: Field name Vendor Invoice Date Posting Date Reference Amount Currency Bus.Place /Section Code Text User action and values A2000 Vendor Invoice Date Todays date RE1210 30000 INR KR01 Date of the vendor invoice Posting date in the SAP system Vendors invoice number Invoice amount Document/invoice currency Select from the drop down Section Code, if the vendor liability is subject to withholding tax deduction. Enter the text as required Comment
Supply of services
If the Vendor is subject to Withholding tax, the following values will be defaulted from the vendor master record and enter the following values. If the vendor is not relevant to Withholding tax, keep the Withholding Tax Codes as blank. Field name Withholding Tax Tab Name of W/hld.Tx Typ User action and values Comment The Withholding Tax Type / W/Tax Code defaulted from the Vendor Master Record Withholding tax type - Tax Deduction at the time of invoice posting has been defaulted from the vendor master record Withholding Tax Type - Tax Deduction at the time of payment posting has been defaulted from the Vendor master record I1-INV-CONTS.CORP-TDS SEC.194C-2.10%. If the invoice is subject to withholding tax keep the Withholding Tax code on invoice posting. . If the services / supplies are not relevant for TDS remove withholding tax code I1. Blank System defaulted P1- PAY-CONTS. CORPTDS SEC.194C-2.20%, This tax will be used to deduct the tax at the time of payments. Remove the P1 as tax deducted using the I1. System will default automatically while posting the document, the amount entered in the basic
W/tax Code
W/tax Code
W/Tax Base FC
Blank
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Data. If tax to be withheld on modified base amount use has to change the amount. With / tax Amt. FC Blank System will calculate the Tax to be withheld based on the Tax code.
Other Field Values defaulted by the system in the Payment Tab (baseline date and Payment Terms). If required you can change the default value. 5.Enter the following data for the item: Field name G/L Acct User action and values 58100000 Comment Stationery, Printing - Manufacturing, select the relevant General Ledger account to be posted
D/C Amount in Doc. Curr. Tax Code
Debit 30000 V0 Enter the gross amount. The system calculates the input tax automatically. Zero % Input Tax. If the GL Account 58100000, is relevant for Taxes, then only tax code need to be entered Federal Tax Jurisdiction. If the GL Account 58100000, is relevant for Taxes, then only Jurisdiction Code need to be entered Printing of Packing Materials 110 Enter the relevant Text for the line item Management
Jurisdiction Code
Text Cost Center
6.To check the document before it is posted, choose Simulate (F9).
This enables you to display the document, including the Withholding Tax to be posted, on the screen. If required, you can edit the line items by using the Reset pushbutton. Choose Post or (Ctrl+S). At the bottom of the screen, the system outputs the message: Document 1900000002 was posted in company code PAPL, where xx are the sequential document numbers posted by the system.

Message no. F5312
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Outgoing Payment
Use Using this activity Vendor Open item will be cleared by making the outgoing payment. The payment can be made in the system Manual Outgoing payment, Post +Print, Automatic Payment Program. In the present process Manual outgoing payment with Standard payment process is being used. Procedure
1. Access the transaction choosing one of the following navigation options:
SAP R/3 menu

Transaction code
Accounting Financial Accounting Accounts Payable Document Entry Outgoing Payment Post F-53
2. On the Post Outgoing Payments: Header Data screen, make the following entries: Field name Document Date Posting Date Description Document Date Posting date of the document Document type to be used R/O/ C R R User action and values Todays date Todays date Comment Enter the document date Enter the document posting date Defaulted by the system. If you are using bank wise document types use the relevant document type.
Document Type
KZ Vendor Payment
Company Code Currency Reference
Company Code Document currency Reference
R R O
PAPL INR C.NO.100 Document Currency Enter reference text. Say Cheque no. etc. Enter common text for all line items in the document This text will be transferred to the clearing line item
Doc. Header Text
Document Header Text
Payment to Vendor
Clearing Text
Text for the clearing line item
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Bank Data Account Bank Account R 24510000 Cheques on hand and Remittance in Transi 30000 Todays date Payment to Vendor General Ledger Account where bank postings are to be made Amount payable to the vendor
Amount Value Date Text
Amount to be paid Value date Line item text
O R O
Open Item Selection Account Vendor Account Number R 1115 Vendor Account to whom outgoing payment is to be made Account Type of the Account assigned Default Standard OIs check box is activated.
Account Type
Account type
Standard OIs
Type of Open Items
Activate
3. Choose the Process Open Items push button 4. On the Post Outgoing payments; Process Open Items screen, check the line items are selected (active ) or not selected. If all are in active mode Select from menu Settings Commends on/ off. System will open a commend box for all the open line items. Enter the -* in the Commend box. Using the Editing options user defaults for open items processing can be set as selected or de-selected. T.code FB00, under open Items tab select the check box for Selected items initially inactive. With this option system will not propose the line items initially as selective. 5. Select the line item, by double click on the line item Amount. 6. Ensure the amount not assigned to Zero, in right and bottom side of the screen. 7. If required change the amount entered in the bank line item. 8. To check the document before it is posted, choose menu Document Simulate.
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This enables you to display the document, including the Withholding Tax to be posted, on the screen. If required, you can edit the line items by using the Reset pushbutton. Choose Post or (Ctrl+S). At the bottom of the screen, the system outputs the message: Document 15000000xx was posted in company codePAPL, where xx are the sequential document numbers posted by the system. Based on the document type you selected, system will assign the Document number. The default document type KZ generates the above document number.
Results
You have posted the outgoing payment document to a Vendor.
Example
Document 1500000001 was posted in company code PAPL.
3 Displaying a Document
1.To display the posted invoice document, access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Payable Document Display FB03
Formatted: Bullets and Numbering Formatted: Bullets and Numbering
2.On the Display Document: Initial screen, enter the following data: Field name Document Number User action and values 1500000001 Comment
Company Code Fiscal Year 3.Choose Enter.
PAPL Current year
Enter the document number you noted previously. (1500000001) Parle Agro Pvt Ltd Example 2005
On the screen that follows, the posted document is displayed in the document overview along with all the document header information (such as the document number, posting date, invoice date, and the individual posting lines) tax line items if any, which is posted automatically.
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Double-click one of the posting lines (or choose the magnifying glass icon) to display the details for that posting line. You can then choose Document Display <-> Change (Ctrl+F1) to switch to the change mode and change certain details in the document, such as Assignment and Text can be changed. In the Vendor Line item details screen you can notice the clearing document number and clearing document date will be assigned in the original invoice document.
Displaying Vendor Account Balance

Use
Displaying Vendor account balances.
Procedure
Menu path Transaction code Accounting Financial Accounting Accounts Payable Account Display Balances FK10N
2. In the Vendor Balance Display screen, enter the required data. Field name Description Vendor Company code Fiscal year 3. Choose Execute (F8). R/O/C R R R User action and values 1115 PAPL Current year Example - 2005 Comment Example
Result
The summary transaction figures are displayed posting period wise with debit, credit, balance, Cumulative balance, Sales / Purchases and at the end total. If you double click on any of the fields corresponding details will be displayed.
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Displaying and Changing a Line Item

Use
Displaying and changing line items in a Vendor account.
Procedure
Menu path Transaction code Accounting Financial Accounting Accounts Payable Account Display/Change Line Items FBL1N
2. In the Vendor Line Item Display screen, enter the required data. Field name Description Customer account Company code All items Type Normal Items R/O/C R R O R User action and values 1115 PAPL X Select the radio button X - Activate the Check box Example System will display the standard open items. If you want to view the details of Special GL Transactions select the other check box also and soon. Comment Example
3. Choose Execute (F8).
Result
If you choose All Items, the system displays all the account items. You can also choose to display only open items or cleared items in the line item selection radio button option.
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Payment Program
The payment methods used - C (check) Two house banks are created (CITI and SBI) and Payment Program configured for CITI. Bank accounts for method C is: 24520000 (CITI) is being used.
The printing function is not covered in this scenario due to vary in the Forms which are used from bank to bank.
Purpose
The payment program enables you to carry out automatic domestic and international payment transactions with vendors and customers. It creates the payment documents and makes the data available for the payment medium programs. These ABAP programs either print a payment list or payment form (checks, for example), or create data media/files, which can then be sent to the bank on disk or with special bank software. After a successful payment run, the open customer or vendor items are paid, the items cleared, and payment media created, which you can send to the bank or print a check and payment advice. In the open item, you can specify a payment currency different than the document currency. You can also specify an amount that is then paid instead of the gross amount of the item. This means that it represents the gross amount of the item in the payment currency.
Vendor items are paid using the payment method C.
Executing the Payment Program

Prerequisites
Master Data The methods used to pay the open items must be defined in the relevant vendor/customer master data. Please create the following vendor master data with address details that are used in this document:
Business partner Vendor P1000 Vendor P1001 Vendor P1002 Payment Method Payment terms
C C C
0001 0001 0001
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Before each payment run, specify which payment methods can be used in the payment run. If a payment method that is permitted for the payment run is explicitly specified in the open item or in the business partner master record, the payment program chooses this method. The payment method in the open item, therefore, has priority over a payment method in the master record.
If several payment methods are specified in the master record and none is specified in the item, the payment program chooses an appropriate method. The program checks the payment methods you specified for the payment run to determine whether they are permissible (they are checked in the same order you specified them).
For more information on creating customers and vendors, see the relevant documentation. Posting Open Items To execute the payment program, you first have to post a number of open vendor and customer items. Please create following vendor open invoices which will be used in this document (offset account is 58100000).
Business partner Vendor P1000 Vendor P1001 Vendor P1002 Invoice amount Posting Date
10000 INR 20000 INR 50000 INR
Todays date 2 month before today 20 days before today
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Procedure
Entering Parameters You enter the following information.
1. Call up the transaction as follows: Menu path Transaction code Accounting Financial Accounting Accounts Payable Periodic Processing Payments F110
2. Enter the required data in the Automatic Payment Transactions: Status screen. Field name Run Date Description The run date is used to identify the parameters and is the date on which the program is to be run. The program can also be run, however, at an earlier or later date. Additional identification feature, which can be used to differentiate between several runs with the same reconciliation key date. The ID is user defined. User action and values Note
Enter todays date.
Identification
Enter a unique alphanumeric ID ( P1, for example).
Status Tab Page The status of the payment run is displayed on the Status tab page, thereby enabling you to monitor which steps the payment program has carried out. Parameter Tab Page 1. Call up the Parameter tab page. 2. Enter the required data in the Automatic Payment Transactions: Parameters screen. Field name Posting Date Description Date under which the payment document is entered in accounting/cost accounting Date up until which open items are to be included in processing. User action and values Enter todays date. Comment
Docs Entered Up To
You normally enter todays date here.
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The day of entry rather than the posting date is important here. Customer Items Due By Date by which an open customer item must be due for it to be included in the payment run. If you do not make an entry here, the date on which the payment run was posted applies. If you also want to pay items that are not due until after the posting date, you have to enter a later date. In this field, you enter the company codes for which the payment run is to be started. List of payment methods that are to be used in the payment run. You enter the required payment methods (with no additional separators). The order of the keys determines which payment methods are to be used to pay the open items, without the need to specify a particular payment method in the open item or master record. Enter the date on which the next payment run is posted. The program uses this date to determine whether the open items are paid in this payment run or in the next payment run. Enter the account numbers of the vendors/customers that are to be included in this payment run. Enter todays date plus 7 days. All items that are due by next week are now paid. If you enter a date that deviates from the posting date by more than 14 days, the system displays a warning.
Company Codes
Enter the company code PAPL. Enter the string C. This means that the payment program will first attempt to use payment method C.
Pmt Meths
Next p/date
Enter todays date plus +7 days.
Accounts
Vendors: from 1000 to 1115
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Additional Log Tab Page 1. 2. Call up the Additional Log tab page. Enter the required data in the Automatic Payment Transactions: Additional Log screen.
Field name Due Date Check
Description Trace for determining the due date. This defines that the due date check for the open items is logged. Trace for selecting the payment method. This ensures that the payment method and banks selected are logged. Trace for payment documents. This ensures that all the posted documents are printed in the log with their line items. With payment proposals, the documents that were created in the subsequent payment are printed. In these fields, you enter the vendor numbers for which additional logs are to be created.
User action and values Activate
Comment
Payment Method Selection in All Cases Line Items of the Payment Documents
Activate
Activate
Vendors (From/To)
Vendors: 1000 1115
3. To save the parameters choose Save Icon or press Ctrl+S. 4. Check the status on the Automatic Payment Transactions: Status screen. It will display as Parameters have been entered.
Scheduling Proposals
Field name Description User action and values Choose Proposal or the following menu path: Edit Proposal Schedule Proposal. The Schedule Proposal dialog box is displayed. Start Date Start Time You can schedule the proposal run for this date and time. When you set this flag, the program starts The system proposes todays date, and the time is defaulted to 00:00:00. Comment
Start Immediately
Set flag Enter
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immediately. The status of the proposal run is indicated by Proposal run is running. Refresh the screen still you see the status as Payment proposal has been created Keep choosing Status until the status text changes to Payment proposal has been created. Then choose Edit Proposal Display Log to call up the proposal log. You can use the log to see whether items have been paid, or why they may not have been paid.
Call up the payment proposal list by choosing Edit Proposal Proposal List. The system displays the List Variant dialog box. Program Variant Program name Variant for program RFZALI20 RFZALI20 Blank
Choose Enter Payment Details will be displayed. After analysis go to the Automatic Payment Transactions: Status screen using the Back or press F3.
Editing Proposals
Field name Description User action and values In the screen for editing proposals, you can release or block items for payment. Choose Edit Proposal Edit. The system displays the Accounting Clerk dialog box. All Accounting Clerks When you choose this option, all the payments in a payment proposal run are selected for processing. The All Accounting Clerks radio button is selected by default. You can now edit all the documents displayed. For more information, see the documentation for the payment program. When all the required items have been changed, the payment run can be scheduled. Comment
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Scheduling Payment Runs

Field name Description User action and values Choose Pmnt Run or Edit Payments Schedule Payments. The system displays the Schedule Payment dialog box. Start Date Start Time Start Immediately You can schedule the payment run for this date and time. When you set this flag, the program starts immediately. The system proposes todays date, and the time is defaulted to 00:00:00. Set flag Choose Enter On the Automatic Payment Transactions: Status screen system will display the Payment run is running. Refresh the screen using the Status pushbutton. The status will be changed to Payment run has been carried out and Posting orders: XX generated, XX completed System posted necessary accounting documents to Vendor account and house bank account The status of the payment run is indicated by Payment run is running. Keep choosing Status until the status text changes to Payment run has been carried out. The following status text is then displayed: Posting orders: X generated, X completed. Then choose Edit Payments Display Log to call up the payment log. The log includes information such as: Items paid Payment document numbers You can call up the payment list by choosing Edit Proposal Proposal List. Based on the number vendors you are using for payment system will generate that many payment orders Comment
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The system displays the List Variant dialog box. Program Variant Program name Variant for program RFZALI20 RFZALI20 Enter
Create Payment Medium

Output Forms will vary from bank to bank and client to client. Necessary output forms need to developed and assigned in the configuration before printing of the Check and Payment advice.
Create Payment Medium
After the payment run has been completed, the payment media are created. This step can be scheduled by choosing this option. You can schedule the payment run for this date and time. When you set this flag, the program starts immediately. Assign the Print Job name. System will default as follows: F110-20031224-P1-? Make your identification at the end of the print job
Create Variant for the program RFFOUS_C and assign the Variant name in the Printout / data medium tab. The system proposes todays date, and the time is defaulted to 00:00:00. Set flag F110-20031224-P1-1
Start Date Start Time Start Immediately Job Name
Choose Enter System will display the following message Print job F110-20031224-P11 has been schedule. The print job can be viewed by the user in the own spool request (Transaction .code SP02) Exit the payment list with F3. Exit the payment program with F3.
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Master Data in Accounts Receivable Accounting

Purpose
All business transactions are posted to and managed by means of accounts. You have to create a master record for each account that you need. The master record contains data that controls how business transactions are entered in the account and how posting data is processed. In the master record, you can also store all the data that you need for conducting business with the customer. Customer master records are used by both the financial accounting department (accounts receivable processing) and the sale department (SD) in your company. This document, however, only discusses the general data in and the financial accounting aspect of customer master records.
Prerequisites
The accounts receivable accounting settings have been made.
Process Flow
You can execute the following transactions in master data processing:
Create
Change Display Block/unblock Set deletion flag Display changes made
Result
Customer master records have been created and can be posted. Before you start posting, check whether the company code has the required value (transaction code FB70). If not, set the required company code. (In this case, this would be PAPL.)
Creating a Customer Master Record

Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Master Records Create FD01
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2.
In the Create Customer: Initial Screen, enter the required data. Field name Description Account group R/O/C R User action and values 0009 Sold to Party - IN Comment External Assignment Account Group Account Group is external assignment, need to assign the Customer Account ID.
Customer
Company code Choose Enter.
PAPL
3. On the Address tab page in the Create Customer: General Data screen, enter the required data. Field name Description Name Search term 1 Street/house number Postal code/city Country Region Language R/O/C R R O R R R R User action and values Parle Sales Mumbai Mumbai (c & f) Main Street 522000 / Bangalore IN 10 Karnataka English Comment Example Example Example Example Example Select from the list Example
4. On the Control Data tab page in the Create Customer: General Data screen, enter the required data. Field name Description Vendor VAT registration number 5. On the Payment Transactions tab page in the Create Customer: Company Code Data screen, enter the required data if you require a bank connection. R/O/C O User action and values (Vendor) Comment Only if clearing required
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Field name
Description Country Bank key Bank account Account holder Collection authority
R/O/C O O O O O
Comment Example Example Example Example Example
Choose Company Code Data push button on the application menu tool bar. 6. On the Account Management tab page in the Create Customer: Company Code Data screen, enter the required data. Field name Description Reconciliation account Sort key Previous account number R/O/C R R O User action and values 24430000 009 Example Comment Example
7. On the Payment Transactions tab page in the Create Customer: Company Code Data screen, enter the required data. Field name Description Terms of payment Payment history record Payment methods R/O/C O R O User action and values 0001 X C If required Comment Example
8. On the Correspondence tab page in the Create Customer: Company Code Data screen, enter the required data. Field name Description Accounting Clerk R/O/C O User action and values 1 Comment Example
Save your entries.
Result
The customer master record C100 has been created. The account can now be posted.
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Creating another customer

Please create another customer, with customer ID C200, name Test customer, and other parameters remain the same.
Result
The customer master record C200 has been created. The account can now be posted.
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Down Payments
Purpose
Down payment requests and down payments are special general ledger transactions. These transactions are not posted to the G/L account defined in the customer master record but to an alternative G/L account.
Prerequisites
Alternative reconciliation accounts for posting the down payment requests and the down payments.
Process Flow
Down payment request
Down payment Invoice Down payment clearing Payment and clearing
Result
Unlike partial payments, down payments are reported separately in the balance sheet.
Posting a Down Payment Request

Use
Down payment requests are noted items that do not affect the balance sheet. They can be taken into consideration in the dunning program and in the payment program.
Prerequisites
Customizing for special general ledger transaction F with alternative general ledger account 70000300.
Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Request F-37
2. On the Customer Down Payment Request: Header Data screen, enter the required data.
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Field name
Description Document Date Posting Date Document Type Company Code Currency Reference Account Trg. SP. G/L Ind.
R/O/C R R R R R R R R
User action and values Todays date Todays date DZ PAPL INR Advance Request 9 A
Comment Example
Defaulted by the system
Example Example Enter the Target Special GL Transaction to be used this request
3. Choose New Item. 4. In the Customer Down Payment Request: Add Customer Item screen, enter the required data. Field Name Description Amount Due On Text R/O/C R R O User action and values 10000 Current date + 1 day Adv. Receivable from the customer against order No:345 Comment Example
5. Save your entries.
Result
The system posts the down payment request and assigns a document number based on the document type 1400000000.
Posting a Down Payment

Use
You can post down payments either manually or automatically (payment program SAPF110, automatic debit or bank direct debit payment method). The manual posting process is described in the following.
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Prerequisites
Customizing for a Reconciliation account 24430000 and special general ledger transaction A an alternative general ledger account 13140000 has been assigned.
Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Down Payment F-29
2. On the Post Customer Down Payment: Header Data screen, enter the required data. Field name Description Document Date Posting Date Company Code Currency Reference Customer: Account Special G/L Indicator Bank: Account R/O/C R R R R R R R R User action and values Todays date Todays date PAPL INR CNo:100 C100 A 24520100 Select the Bank Incoming Payment account Example Example Example Example Comment Example Example
Amount Value Date 3. Choose Requests push button.
R R
10000 Current date
4. In the Post Customer Down Payment: Choose Requests screen, select the required item. Save your entries.
If you post a down payment without a request, proceed as described in steps 1 and 2. Instead of Requests, choose New Item. 5. In the Post Customer Down Payment: Add Customer Item screen, enter the required data. Field name Description Amount R/O/C R User action and values 10000 Comment Example
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Due On
Date in the future
Save your entries.
Result
The document posts the bank account 24520100 on the debit side and the customer with the alternative reconciliation account 13140000 on the credit side.
Posting an Invoice
Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Invoice FB70
2. Enter the following data if the company code PAPL is not defaulted in the system: Field name Company Code Choose Enter. To change the company code, choose Edit Change Company Code. 3. In the Enter Customer Invoice screen, enter the required data. Field Name Description Customer Invoice Date Reference Amount Currency Text G/L Acct R/O/C R R R R R O R User action and values 9 Todays date Invoice no. 3456 10000 INR Invoice Raised on Customer 44300000 Enter the line item text Sale-Misc items, select the required GL Comment Example Example Example Example User action and values PAPL Comment
Parle Agro Pvt Ltd
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Account Tax Code R Blank Based on GL Account system will ask the Tax Code Based on GL Account system will ask the Jurisdiction Code
Jurisdiction Code
Blank
Amount in Document Curr. Text
R O
10000 Sale of Misc. Item Enter the line item text
4. The system outputs the message 10000.00- INR Down payment exist for further postings to account 9. 5. You can view the account document to be posted in the simulate mode. To see the same use menu Document Simulate. 6. Save your entries.
Result
The system posts the accounting document 1800000000.
Clearing
Use
After you have issued the final invoice, you can clear the down payment with the invoice. You carry out a transfer posting to the normal reconciliation account 24430000.
Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Down Payment Clearing F-39
2. In the Clear Customer Down Payment: Header Data screen, enter the required data. Field name Description Document Date Posting Date R/O/C R R User action and values Todays date Todays date Comment Example Example
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Document Type Company Code Currency Reference Account
R R R R R
DA PAPL INR Clearing Advance 9
Defaulted in the system
Example Enter the customer account from which Down Payment to be cleared Example 1800000000 which is posted in the previous step
Invoice Reference
Document number of the invoice
3. Choose Process Down Payments push button 4. On the Clear Customer Down Payment: Choose Down Payments screen select the corresponding down payment to be cleared by activating the check box to the line item. 4. Choose Save. A message then appears at the bottom of the screen requesting you to correct the marked line items. Choose the line item highlighted in color by double-clicking it. Enter the text Down payment clearing. 5. To save your entries choose Save icon or press Ctrl+S.
Result
The down payment is cleared and the balance of account 13140000 is zero again. The system posts a new item in the customer account and in account 24430000. The new item can now be handled as a partial payment, and included and cleared when an incoming payment is received or cleared individually.
Example
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Account Receivable Posting

Purpose
This document describes how invoices and credit memos without reference to the billing document are posted and how documents are reversed. All the documents concerned are FI documents. You can use these standard financial accounting functions to enter business transactions in general and subsidiary ledgers. During this process, the system generates accounting documents and updates the transaction figures in the general and subsidiary ledgers.
Prerequisites
Document types (DR, DG) are defined in Customizing The currency and exchange rate are maintained in Customizing Accounts and, if necessary, posting keys must be defined for automatically created items: taxes on sales/purchases, cash discount, correction of tax on sales/purchases when cash discount is used, realized exchange rate differences, and payment differences Document number intervals are created and are assigned to the validity period and document types Tax codes for tax on sales/purchases are created in the TAXINJ tax procedure, and account determination is maintained
Result
Once the system has successfully checked all of the data entered, the document is saved and stored in the database. During this process, the system updates the document file, the customer account balance, and the G/L account balance. You can change some of the fields in the documents that have already been posted. This, however, depends on certain conditions that are specified in the system. This is necessary, since any arbitrary changes you make to the documents can result in undesired manipulations and, consequently, you will not be able to carry out any reconciliation tasks.
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Customer Invoice
Use
This section describes the procedure for posting invoices without reference to SAP LOSD.
Procedure
1.Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Invoice FB70
Formatted: Bullets and Numbering Formatted: Bullets and Numbering
2.By default system will takes the Company Code ID as previously used by the user for posting of this transaction. For the First time user logging on to the screen, assign the Company Code as PAPL in the pop-up screen. To change the company code use menu option Edit Change Company Code and assign the Company Code as PAPL. 3.On the Basic Data tab page in the Enter Customer Invoice: Company Code PAPL screen, enter the required data. Field name Description Customer Invoice date Posting date Reference Amount Currency Text G/L acct R/O/C R R R R R R O R User action and values 9 Todays date Todays date Inv.No.789 25000 INR Customer invoice 44300000 Maintain the line item text Sale of Misc. Item GL account is being used as offsetting account. Select the relevant GL Account If required select the Tax code If required select the Tax code (IN00) Comment Example Example Example Example Example
Tax code Tax Jurisdiction Code
O O
Blank Blank
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Amount in document curr. Text
R O
25000 Sale of Misc item
Example Enter the line item text

4.Save your entries. When you post the document, the system assigns a document number. Make a note of this number because you will need it for the following transactions.
Result
The document is posted to the database and the G/L account and customer transaction figures are updated.
Example
Posting a Credit Memo with Reference to the Invoice

Use
You can use this function to create credit memos for invoices that have already been posted.
Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Credit Memo FB75
2. On the Basic Data tab page in the Enter Customer Credit Memo: Company Code PAPL screen, enter the required data. Field name Description Customer Document date R/O/C R R User action and values 9 Todays date Comment Example Example
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Reference Amount Currency G/L acct Amount in document curr
R R R R R
Inv No 789 1000 INR 44300000 1000
Example Example
Example
3. On the Payment tab page in the Enter Customer Credit Memo: Company Code XXXX screen, enter the required data. Field name Description Invoice reference R/O/C O User action and values Invoice document number Comment If invoice reference exists 1800000001
Save your entries.
Result
When you post the document, the system assigns a document number. The document is posted to the database and the G/L account and customer transaction figures are updated. If you post the credit memo with reference to the invoice, the system automatically transfers the terms of payment from the invoice to the credit memo.
Example
Document 1600000001 was posted in company code PAPL.
Reversing a Document Individual Reversal

Use
You can reverse a document that has been created in Financial Accounting.
Procedure
1. Call up the transaction as follows: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Document Reverse Individual Reversal FB08
2. In the Reverse Document: Header Data screen, enter the required data.
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Field name
Description Document number Company code Fiscal year Reversal reason
R/O/C R R R R
User action and values Enter document number PAPL Current year 01
Comment
Example Example
Save your entries.
Result
When you save your entries, the system reverses the source document. Depending on which reason for reversal you chose, a new document is posted in order to clear the transaction figures or the transaction figures are simply saved again (actual reversal).
Posting Customer Incoming Payment Manually

Use
When customer incoming payment received, debit bank clearing account, and clear customers open line items.
Prerequisites
Customer Invoice must be posted in the system. Post an customer invoice for an amount of Rs.40000/- using the Customer Invoice procedure.
Procedure
1. Access the transaction choosing one of the following navigation options:: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Document Entry Incoming Payment F-28
2. On the Post Incoming Payments: Header Data screen, make the following additional entries: Field name Description Document Date Posting Date Document Type Company Code R/O/C R R R R User action and values Todays date Todays date DZ PAPL Comment Example Example Defaulted
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Currency Reference Bank data Account
R O
INR C.NO.96332 Example enter reference data
24510000
Select the GL Account to post the incoming payment offsetting account Enter the Incoming payment amount Example
Amount
40000
Value Date Open Item Selection Customer Account Type
Todays date
R R
C100 D
Example Account type D to select the customer Accounts
Standard Open Items
Activate
3. 4.
Choose Process open items push button Choose the invoice item need to be cleared by double-click the line item amount, if all the line items are selected double-click on the line item amount to de-select the same. To save your entry, choose Save icon or press Ctrl+S.
5.
Result
The invoice has now been cleared and the corresponding items have been posted to bank clearing accounts.
Example
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Managing Customer Account

Purpose
The following procedures are described in this document:
Displaying a balance
Displaying and changing a line item Carrying out manual clearing Carrying out automatic clearing
Displaying a Balance
Use
Displaying customer account balances.
Procedure
8. Call Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Account Display Balances FD10N
2. In the Customer Balance Display screen, enter the required data. Field name Description Customer Company code Fiscal year 4. Choose Execute (F8). R/O/C R R R User action and values 9 PAPL Current year Example Comment Example
Result
The transaction figures are displayed.
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Displaying and Changing a Line Item

Use
Displaying and changing line items in a customer account.
Prerequisites
Line layout variants, totals variants, and selection fields have been maintained in Customizing.
Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Account Display/Change Line Items FBL5N
2. In the Customer Line Item Display screen, enter the required data. Field name Description Customer account Company code Line Item Selection / Status All items R/O/C R R User action and values 9 PAPL Line Item selection can be Open Items, Cleared Items or All Items. Choose the relevant radio button If you want to see Down Payment of Customer along with the normal items, select the check box Special G/L Transactions Comment Example
Normal Items
Activate the check box
4. Choose Execute (F8). 5. Review the Customer line items on the Customer Line Item Display screen.
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6. If you double click on any of the Customer line item displayed by the system, it will displays the detailed screen of that line item. 7. Press F3 to come of the screen
Result
If you choose All Items, the system displays all the account items. You can also choose to display only open items or cleared items.
Carrying out Manual Clearing

Use
Clear open items. If the balance of the items to be cleared is not 0, you can create a residual item for overpayments/underpayments.
Prerequisites
The system contains open items that can be cleared in the form of a customer invoice or a corresponding customer credit memo to the same amount, for example.
Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code Accounting Financial Accounting Accounts Receivable Account Clear F-32
2. In the Clear Customer: Header Data screen, enter the required data. Field name Description Account Company code Additional selections R/O/C R R O User action and values C100 PAPL Reference Example Comment
3. Choose Enter or Process Open Items.
Result
The open account items are now displayed and can be selected for clearing.
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Carrying out Automatic Clearing

Use
You can periodically clear open customer items if credit memos have been created for invoices, for example.
Prerequisites
The system contains open items that can be cleared in the form of a customer invoice or a corresponding customer credit memo to the same amount, for example. To perform the Automatic Clearing System will compare the input values of Assignment, Business Area and Trading partner fields in addition to the amount. The input field values have to be the same in the both line items to perform the Automatic clearing.
Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Accounting Financial Accounting Accounts Receivable Periodic Processing Automatic Clearing Without Specification of Clearing Currency F.13
Transaction code
2. In the Automatic Clearing without Definition of Clearing Currency (SAPF124) screen, enter the required data.
Field name Description Company code Fiscal year Select customers R/O/C R O O User action and values PAPL Current year X Select the account type Customer to execute the clearing Enter the customer account to clear Example Give the posting date of the clearing document Review the process in the Test run. After satisfying the results run the Comment
Customer Accounts
Clearing Date
Todays Date
Test Run
Activate the check box
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clearing in the Production mode
3. Choose Execute (F8). 4. Review the Clearing procedure log on the Automatic Clearing without Definition of Clearing Currency (SAPF124) screen. 5. Press F3 and remove the Test Mode check box and run the clearing process in the production mode.
Result
All the open items that have identical debit and credit amounts are cleared. A log is created.
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General Ledger Accounting Master Record

Purpose
Business transactions are posted and managed in the general ledger via accounts. Each master record contains settings that control the flow of financial transactions. The G/L accounts record the business transactions in line item and totals form. In the standard system, all business transactions, which are posted to G/L accounts, are updated in the general ledger.
Prerequisites
The settings have been made for General Ledger Accounting.
Process Flow
You can execute the following transactions in master data processing
Create
Change Display Block/unblock Mark for deletion General Ledger Account Master Record can be created as follows: Centrally Chart of Account Level creation and Company Code Level Creation In the procedure it has been discussed how to create centrally the General Ledger Account Master Record.
Result
General Ledger Account master records have been created and can be posted.
Creating General Ledger Accounting Master Record Centrally

Procedure
1.Access the transaction choosing one of the following navigation options:
SAP R/3 menu

Transaction code
AccountingFinancial AccountingGeneral Ledger Master records Individual Processing Centrally FS00

2.On the Edit G/L Account Centrally screen, make the following entries:
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Field name Account number
Description the account number of the G/L account that is being created
R/O/ C R
Comment Enter the 8 digit numeric number. CAIN Chart of Account of India, allows you to assign the maximum number digits for an account is 8.
Company code
the company code ID
PAPL
3.Choose Create icon to create a new General ledger Account.
Field Name Control in Chart of Accounts Account Group
Description The account group determines the fields for the entry screens if you create or change a master record in the company code. The account group also determines which number interval the account must be. Identified this account as an P+L statement account type
R/O/C R
User Action and Values Based on the type of account you are creating select the relevant account group, based on which fields will be displayed in GL Account master record at Company Code level
Comments Use the drop down menu.
P+L statement account type
Balance sheet account
Identifies this account for use in the balance sheet -
Either this field or the Balance Sheet account field must be filled Either this field or the P+L statement acct type field must be filled Enter the Short Title of the GL Account Enter the long Title of the GL Account
Description Short text
G/L acct long text
a short textual description of the G/L account The G/L account long text is used for online displays and evaluations
Consolidatio n Data in Chart of Accounts
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Trading partner
Company ID standard for the whole group
Blank
Choose the Control Data tab to continue. Account currency
Identifier of the currency in which the account will be managed
INR
The default currency is the one that is maintained in the Company Code PAPL. Use the drop down Menu to change
Only Balances in Local Currency Exchange Rate Difference Key Valuation group
Indicates that balance is updated only in local currency when users post items to this account. Key for calculating exchange rate differences
Use the drop down menu
Tax category
Posting w/o tax allowed Recon. account for account type
A valuation group can include a Number of GL accounts. It can be Seen as an equivalent to the Corporate group concept. Determines whether the account is tax relevant. Check box
2-digit symbol
Use the drop down menu
An entry in this field identifies this GL account as an reconciliation account. A reconciliation account ensures the integration of a Subledger account into a GL account.
Allows posting to accounts without indicating taxes Use the drop down menu to indicate if this is an Assets, Customer, Vendor.. Reconciliation account.
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Alternative account number
Account managed in ext. system
Inflation key
This is user defined. It may be use to indicate the account number from the legacy system. Accounts that are to be posted to in the local system but managed on an open item basis in the central system must be indicated in the local system. Use the inflation key if this account is to be revaluated using the inflation revaluation program. If the account is to be treated as a monetary account, then an inflation key with the appropriate indicator must be set. This is a user define field. Use this field to define appropriate treatment of differences arising from open item clearing.
Check box
Tolerance group
Account Management in Company Code Open item management
Set up accounts with open item management if offsetting entries are to be assigned to the postings made to these accounts. Postings to these accounts represent incomplete transactions. Description Do not set this indicator for accounts in which the number of
Check box if open items are managed for this account.
Field Name Line item display
R/O/C O
User Action and Values Check box if line item display is possible for this account.
Comments
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postings is so great that line item display online would not be advantageous, such as receivables and payables accounts. Sort key How line items are to be sorted based on the allocation field. O
Authorization group Accounting clerk Recovery Indicator
O The name of the accounting clerk. In global companies that belong to joint ventures, incurred costs are usually shared among different recovery indicators which can then be dealt with in different ways using the periodic settlement program. O O
Control of Document Creation Field status group Post automatically only
Click on the Create/Bank/Interest tab to continue. Determines the screen layout for document entry. Indicates that this account can only be posted to by the system using account determination tables. R Use the drop down menu Check box.
Supplement auto. postings Recon acct ready for input Bank/Financ ial Details Planning level Relevant to cash flow
Check box
This indicator is used in conjunction to the Fixed Asset Management.
This field is used to control displays in Cash Management.
Check box if this account is to be use in the statement of Cash
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Flow. House bank Indicator for the company bank Identifies House Banks. O Use the drop down menu. Use the drop down menu.
Account ID
Interest Calculation Information Interest indicator
Interest calc. Frequency
Field Name Key date of last int. calc
Enter an interest calculation indicator here if the account is to be included in automatic interest calculation. An entry in this field determines the intervals (in months) at which interest is to be calculated automatically for this account (account balance interest calculation). The interest calculation frequency is added to the date of the last interest calculation. Description The date in this field displays the last time the interest calculation program processed this account. This is generally the upper limit of the last interest run. The date of the last interest calculation for this account is noted here
Use the drop down menu.
R/O/C O
User Action and Values
Comments Use the drop down menu.
Date of last interest run
4. To save the entries choose save icon or press Ctrl+S.
Result
You have created the general ledger account master record and you can use to post the transactions. If required create the GL Account as Cost Element.
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Closing: Overview
Introduction to Preparing Financial Statements
The SAP R/3 System enables you to prepare various different financial statements: Accrual / deferral posting Recurring entries Foreign currency valuations Value adjustments Balance confirmations Balance Sheet and Profit and Loss generation
Current Assets and Other Asset Items

Recurring Entries
General Information
Purpose These are entries that are made on a regular basis by the recurring entry program and occur as a result of recurring entry documents. Recurring entries are similar to standing orders with banks for debiting rent, contribution payments, or loan repayments directly. You make recurring entries for business transactions that occur regularly (rent and insurance contributions). The following data does not usually change:
Posting key Account
Amounts You enter this data, which never changes, in a recurring entry document. This document does not result in transaction figures being updated. The recurring entry program uses this document to create accounting documents. Prerequisites If you want to use this method, you have to enter a recurring entry document, which the system uses as a reference. The recurring entry document is not an accounting document and, therefore, does not alter the account balance. Necessary master data created in the system.
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Processing a Recurring Entry Document

Entering a Document
You can enter recurring entry documents for customers, vendors, and the general ledger.
1. Access the transaction choosing one of the following navigation options:: Menu path Accounting Financial Accounting (e.g.) Accounts Payable Document Entry Reference Documents Recurring Entry Document FBD1
Transaction code
2. In the Enter Recurring Entry: Header Data screen, enter the required data.
Description R/O/C User action and values Comment
Company Code Recurring Entry Run First Run on
PAPL
01/04/current FY
Last Run on
03/31/current FY
Interval in Months
Run Date
1 9
Specifies when the recurring entry document is to be posted for the first time. Specifies when the recurring entry document is to be posted for the last time. Monthly
Specifies the day on which the document is posted as a posting date. In these fields, you enter the individual data for the document that is to be posted. The data for a lease installment payment has been defined as an example.
Document Header Information Document Type Currency/Rate Reference First line item PstKy Account 31 A3000 KR INR Rent-Office1
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Enter Amount Bus.Place /Sectn Section

code
Next entry screen

Enter the Section code if the Extended with holding tax is being used and TDS deduction is to be made for this vendor
500 KR01
Text PstKy Account
Leasing installment payment 40 58052000 Printing and Stationery Enter 500 V0

Assign the Tax code if the GL Account 58052000 is relevant for tax Assign the Jurisdiction code if the GL Account 58052000 is relevant for tax
Next entry screen
Amount Tax Code
Jurisdiction Code Cost Center Text
IN00
110 Copying machine hire
3. Save the document and make a note of the document number for the following transactions. Document 9100000000 was stored in company code PAPL
The document is now entered as a recurring entry document, but has not yet been posted to the vendor account and General Ledger Account. The document is assigned a separate document number.
Changing, Displaying, and Deleting a Document

1. Call up the transactions as follows: Menu path Accounting Financial Accounting (e.g.) Accounts Payable Document Reference Documents Recurring Document Change / Display / Delete FBD2/FBD3/F.56
Transaction code
2. To display or change a recurring entry document, enter the required data in the Display Recurring Document: Initial Screen or Change Recurring Document: Initial Screen.
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Description
R/O/C
Comment
Document Number Company Code
Enter the number you noted previously. PAPL Enter
The line items of the recurring entry document are displayed.

The Change Document function does not carry out an automatic check (check example: document balance debit / credit results in zero).
Before deleting a recurring entry document, you have to set the deletion indicator for the document in the Change Recurring Document: Recurring Entry Data dialog box by choosing View Recurring Entry Data. You can then call up the screen for deleting the document by choosing Document Delete. You have to specify the company code, document number, fiscal year, and the reference document type (D). Choose Test Run to display the documents before you delete them. When you start this program as an update run, the system will prompt you to reconfirm your entries. The above-mentioned points will not be illustrated in this example.
List of Recurring Entry Original Documents

1. Call up the transaction as follows: Menu path Accounting Financial Accounting (e.g.) Accounts Payable Periodic Processing Recurring Entries Lists F.15
Transaction code
2. In the Recurring Entry Documents screen, enter the required data. Description R/O/C User action and values Comment
Company Code Fiscal Year
PAPL Current FY Execute (F8)
The system displays a list of the existing recurring entry original documents. You can select documents that are still to be executed, and/or documents that will not be executed until the next time the recurring entry program is run. The list displays the date of the next posting run.
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Carrying Out Recurring Entries

1. Call up the transaction as follows: Menu path Accounting Financial Accounting (e.g.) Accounts Payable Periodic Processing Recurring Entries Execute F.14
Transaction code
2. In the Create Posting Documents from Recurring Documents screen, enter the required data. Description R/O/C User action and values Comment
Company Code Fiscal Year

General Selections
PAPL Current FY
Settlement Period
Output control
01/04/current FY 31/03/current FY RECURING You can also restrict the display to documents entered by just one user. The system displays the message Session RECURING was created.
Batch Input Session Name User Name
Execute (F8)
Running a Batch Input Session

1. Call up the transaction as follows: Menu path Transaction code System Services Batch Input Sessions SM35
2. Select the session RECURING and choose Process (F8).
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3. In the Process Session RECURING screen, enter the required data. Field name Process/ Foreground Display Errors Only Activate R/O/C User action and values Comment All the screens are displayed and have to be confirmed with Enter. The documents are not posted in the foreground; only documents with errors are displayed, which you can correct. The documents are not posted in the foreground. Documents with errors remain in the session and can then be processed and corrected in the foreground.
Background
4. Run the batch input session.
Please check manually whether all documents of a session were posted. You can see this is the session overview. If a session was processed in the foreground, the selection screen Session Successfully Processed appears after the posting. Confirm the selection screen with Enter.
Displaying a Posted Document

You can display the posted document via the list of open vendor items.
1. Call up the transaction as follows: Menu path Accounting Financial Accounting Accounts Payable Information System Reports for Accounts Payable Accounting Vendors: Items List of Vendor Open Items for Printing S_ALR_87012083
Transaction code
2. In the List of Vendor Open Items screen, enter the required data. Description R/O/C User action and values Comment
Vendor Account Company Code
1115 PAPL Execute (F8)
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3. To display the change to the source documents again, proceed as described previously (F.15) for the list of source documents. Here you can see that the date for the next execution has changed.
Regrouping GR/IR Accounts

General Information
The report analyzes GR/IR clearing accounts on a specified key date and, if necessary, creates adjustment postings. These ensure that the following business transactions are reported correctly in the balance sheet: Goods that have been delivered but not yet invoiced Goods that have been invoiced but not yet delivered The report selects all the items in a GR/IR clearing account that are open on the specified key date. If the balance of the open items for each purchase order number and item is not zero in the house currency, adjustment postings for these items are included in a batch input session. For a credit balance, the transaction is considered as delivered, not invoiced and, for a debit balance, as invoiced, not delivered. For more information, see the report documentation. Purpose
You only have to regroup GR/IR clearing accounts when postings are carried out in SAP FI from the integrated SAP R/3 component SAP LO-MM.
When the MM component is used, items are posted to the GR/IR clearing account. Example: Goods receipt = Balance sheet account to GR/IR clearing Invoice receipt = GR/IR clearing to vendor In this way, the GR/IR account is cleared with the correct purchase order and value quantity once the goods receipt and invoice receipt have been posted. Prerequisites You require an account for adjustment postings so that you can make a transfer posting for the GR/IR clearing account transactions. You display this account in a balance sheet item along with the GR/IR clearing account. You require two additional accounts so that you can display the transactions that are delivered, but not invoiced and invoiced, but not delivered in the balance sheet.
Preparations for Regrouping

Before you can regroup the GR/IR accounts, you have to carry out the following steps:
Clarify differences in the GR/IR accounts
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The system provides a report that displays the differences and enables you to clear them. This report is in the SAP R/3 component SAP LO-MM (for more information, see the Materials Management documentation). You should carry out this process on a regular basis and not just when you carry out closing operations.
Automatic Clearing of Open GR/IR Account Items
A further preparatory step involves clearing the items in the GR/IR account, which you can carry out using the automatic clearing program. The program uses the purchase order number and item to select and then clear the associated items. Before the system can do this, however, the differences in the GR/IR accounts must have been clarified.
1. Call up the transaction as follows: Menu path Accounting Financial Accounting General Ledger Periodic Processing Automatic Clearing Without Specification of Clearing Currency F.13
Transaction code
2. Enter the required data in the screen. Field name Company Code Fiscal Year Select G/L Accounts G/L Accounts User action and values PAPL 2003 -Current fiscal year Activate the Check box Example 13110100 - GR/IRclearing - ext procurement Dom. Assign the GR/IR clearing account Example Comment
Posting Parameters Clearing Date Test Run Output Control Detail List with Error Log For the test run, you are recommended to activate this so that the differences can be checked. A short log can also be printed later on. For detailed information on the fields, press F1. 31-03-2004/current FY for year-end clearing Activate the Check box Enter the Clearing document posting date Deactivate for update run
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Regrouping GR/IR Clearing Accounts

Once you have carried out all the preparatory steps, you can start regrouping the GR/IR accounts.
1. Call up the transaction as follows: Menu path Transaction code Accounting Financial Accounting General Ledger Periodic Processing Closing Regroup GR/IR Clearing F.19
2. Enter the required data in the screen. Field name User action and values Comment
G/L Account
Company Code Parameters
GR / IR Account PAPL 31-07-2005/current FY Activate the check box Activate GR/IR 31-07-2005/current FY
SA 31-07-2005/current FY 12 01-08-2005/current FY 5 For detailed information on the fields, press F1. Activate for update run only
Key Date GR/IR Clearing

Postings
Creating Postings
Name of Batch Input Session Document Date Document Type Posting Date Month Reversal Posting Date Reversal Period
Output List
The line item display lists all the documents in the GR/IR account for which transfer postings have been made. It also lists all the postings and displays error messages, if any.
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Foreign Currency Valuation

Valuating Foreign Currency Balance Sheet Accounts
Use To create your balance sheet, you have to valuate the foreign currency balance sheet accounts that have been posted in a foreign currency. In addition to the house currency accounts, you can define foreign currency balance sheet accounts. You create these accounts, for example, to process foreign currency payment transactions. The foreign currency balance sheet account is the equivalent of a foreign exchange account at your bank. For this reason, you create one foreign currency balance sheet account for each foreign exchange account. Create the GL accounts required to be maintained in the Foreign Currency and assign the same in the customizing settings to post the revaluation loss / gain. Change the General Ledger Account Currency to USD from INR to the following GL Account 12120000 Secured Loans - Foreign Curr Loan fm Fin inst (T.code FS00) Accounts for Exchange Rate Differences To valuate the balances in the foreign currency balance sheet accounts, you merely require one or more expense and revenue accounts for the exchange rate differences. The result of the valuation is then posted to the valuated account immediately. Gains and losses from exchange rate fluctuations are shown in separate accounts. To valuate foreign currency balances, you define expense accounts and revenue accounts under a key* for posting the exchange rate differences that result from the valuation.
*Exchange rate difference key (See also the Customizing documentation). Prerequisite The exchange rate table must be maintained on a regular basis (transaction OB08).
Valuation methods:
When valuating the accounts, the program requires a number of specifications, such as the exchange rate and procedure that are to be used for the valuation. You can use valuation methods to group these basic specifications together so that you do not have to keep reentering them. You enter the required valuation method during the valuation run. EVR =Always valuate
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Process Flow
To ensure that foreign currencies can be valuated, amounts must have been posted to the appropriate bank accounts.
1. Call up the transaction as follows: Menu path Transaction code 2. Enter the required data in the screen. Field name Document Date Type Company Code Posting Date Currency Rate Reference PstKy Account User action and values Today's date SA PAPL Today's date USD 46 AB-BewFWB1 40 58040000 Enter Amount Tax code Jurisdiction Code Cost Center Text PstKy Account 10000 V0 IN00 1101 Foreign currency valuation Document 50 12120000- Secured Loans - Foreign Curr Loan fm Fin inst Enter Enter if required based on GL Account Enter if required based on GL Account Enter if required based on GL Account Comment Accounting Financial Accounting General Ledger Document Entry General Posting F-02
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Amount Value Date
10000 Today's date System Proposes based on the field status of the GL Account, if required enter, otherwise ignore the field Text can be freely maintainable by the user as a narration to the line item
Text
Foreign currency valuation - Document
3. Post the document. If required, make further postings in the same way using higher or lower exchange rates and by swapping the debit/credit account assignments (swap the posting keys).
Balance Confirmations Customers / Vendors

General Information
Purpose You can use balance confirmations to check that receivables and payables via your business partners are correct. There may be discrepancies that have to be clarified with the business partner, or individual value adjustments that have to be posted. When you confirm balances, notify your business partner of the individual amounts he/she is to confirm. Ask for a confirmation, irrespective of whether any discrepancies exist or not.
Carrying Out Balance Confirmations

The sample data specified can be used for confirming balances manually. Balances confirmations can be printed for customers and vendors. 1. Call up the transactions as follows: Menu path Accounting Financial Accounting Accounts Receivable Periodic Processing Closing Check/Count Balance Confirmation: Print F.17
Transaction code
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Menu path
Accounting Financial Accounting Accounts Payable Periodic Processing Closing Check/Count Balance Confirmation: Print F.18
Transaction code
2. The first example illustrates a customer balance confirmation, and the second a vendor balance confirmation. Enter the required data in the screen. Field name User action and values Comment Example
Customer / Vendor Company Code Reconciliation Key Date

Further Selections
9 PAPL 31.07..2004/current FY Activate the Check box

K2 P4 Blank 01.08.2005/current FY
Individual Customers / Individual Vendors

Output Control Sort Var. for Correspondence Line Item Sorting Confirmation Procedure Date of Issue No Reply Date for Reply Reply to
Activate
01.08.2005 current FY
If you do not need a reply, activate this checkbox.
Address ID. In this field, you can define the external auditor, for example.
Print Control Printer for Form Set Printer for Check List Printer for Results Table Printer for Error List Printer for Selections Enter a valid printer name. E.g. HPP Enter a valid printer name. E.g. HPP Enter a valid printer name. E.g. HPP Enter a valid printer name. E.g. HPP Enter a valid printer
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name. E.g. HPP Execute (F8)
You need define your own firms towards balance confirmation letters. At present SAP R/3 pre-defined forms has been assigned.
You also have to maintain the company code address ID (enter manually to define the appropriate company data). If this address is not maintained in the company code, the program terminates. You have to maintain the address in Customizing.
Prepayments and Accrued Income / Accrued Expense and Deferred Income

Accrual / Deferral Posting
Use To fulfill the period definition of expenses, you can enter accrual / deferral documents and, in a subsequent step, cancel them (collective processing). The reversal date you define in the accrual / deferral document becomes the posting date of the canceling document. Reverse posting: The program creates a list of all documents and specifies whether a reverse posting is possible (test run) or has been made (update run). You can print the list out. After the test run, the reverse postings can be created from the list of all the documents for which a reverse posting is possible. Prerequisites You have posted a document in this fiscal year, but the expense, for example, also applies to the following year. For example, you post an invoice for rent amounting to INR 11,000.00, which is issued over a period from 01.03.current FY to 28.02.current FY+1.
1. Call up the transaction as follows: Menu path Accounting Financial Accounting Accounts Payable Document Entry Invoice
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Transaction code
FB60
2. In the Enter Vendor Invoice: Company Code PAPL screen, enter the required data. Description Company Code Vendor Invoice Date Posting Date Reference Amount G/L Acct D/C Tax Code Jurisdiction Code Amount in Doc. Curr. Cost Center 3. Post this document. 4. Call up the line items for account 58062000 as follows: Menu path Transaction code Accounting Financial Accounting General Ledger Account Display/Change Line Items FBL3N 12000 110 R/O/C User action and values PAPL 1115 09.08.Current FY 09.08.current FY User-defined text 12000 58062000 Debit V0 If required make the entry If required make the entry Comment
5. In the G/L Account Line Item Display screen, enter the required data. Description G/L Account Selection G/L Account Company Code Line Item Selection Status Select All Items Execute (F8) 58062000 PAPL R/O/C User action and values Comment
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The total expenditure pertains to the next financial year also debited in the current financial year. The amount pertains to the next financial year about Rs.11000/- to be transferred to next financial year by using the Accrual / Deferral postings option.
Entering Accrual / Deferral Postings

1. Call up the transaction as follows: Menu path Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Enter Accrual/Deferral Doc. FBS1
Transaction code
2. In the Enter Accrual/Deferral Doc.: Header Data screen, enter the required data. <<< Header Data >>> Description Document Date Posting Date Type Company Code Currency Reversal Reason R/O/C User action and values 31.03.current FY 31.03.current FY SA PAPL INR 05 Accrual / deferral posting Comment
Reversal Date PstKy Account
01/04/current FY 50 58062000 Enter First line item
Amount Tax Code Jurisdiction Code Cost Center PstKy Account
11,000.00 V0 IN00 110 40 24700000 Enter Second line item
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Amount Text
* Accrual / deferral posting
3. Post this document. 4. Call up the line items for account 58062000 of 31.03.of the current fiscal year as follows: Menu path Transaction code Accounting Financial Accounting General Ledger Account Display/Change Line Items FBL3N
5.
In the G/L Account Line Item Display screen, enter the required data. Description G/L Account Selection G/L Account Line Item Selection Status Posting Date Select All Items 31.03.current FY Execute (F8) 58062000 R/O/C User action and values Comment
Reversing Accrual / Deferral Postings

Prerequisites The document number for the next financial year has been defined. Posting period must be allowed to post the document. Procedure
1. Call up the transaction as follows: Menu path Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Reverse Accrual/Deferral Document
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Transaction code
F.81
2. In the Reverse Accrual/Deferral Documents screen, enter the required data. Description Company Code Fiscal Year Execute Test run Update run 3. Call up the line items for account 58062000 and compare with the descriptions provided in the previous steps. R/O/C User action and values PAPL Current fiscal year Comment
Closing Reports
Balance Sheets and P&L Statements
Prerequisites You have already made the preparatory postings for the balance sheets and P&L statements and valuated the foreign currency balance sheet accounts and open items in foreign currencies. For more information, refer to the documentation on preparing balance sheets. Every new account must be included in the financial statement version. Process Flow
1. Call up the transaction as follows: Menu path Accounting Financial Accounting General Ledger Information System General Ledger Reports Balance Sheet/ Profit and Loss Statement/ Cash Flow General Actual/Actual Comparisons Actual/actual comparison for year S_ALR_87012249
Transaction code
2. Enter the required data in the screen. Field name Company Code FIS Annual Rep.Struc User action and values PAPL BAIN Financial Statement Version India Comment
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Fiscal year
In this field, specify the year and period and the comparison year and period for which you want to create the report. Classic drilldown report Execute
Output Type
Result A financial statement version contains items that are particularly relevant to the financial statement report and general ledger information system. The retained earnings or losses and the P&L results are calculated by the report that creates the balance sheet and P&L statement. Under Accounts Not Assigned, the report also lists the accounts that have not been assigned to an item in the financial statement version. The retained earnings or losses are determined from the asset accounts, liabilities and owners equity accounts, as well as the accounts that could not be assigned. The balance of all the other accounts is derived from the P&L result. The report for creating balance sheets and P&L statements does not make any postings; it only calculates the balance sheet and P&L result and displays this in the balance sheet and P&L statement.
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Accounting Document and Ledger details Printing

Purpose
You can use these programs to print out the accounting documents and ledger details.
Prerequisites
Printing accounting documents
Printing ledger details
Result
The accounting documents or ledger details are printed out.
1 Printing accounting documents

Procedure
1. Access the transaction choosing one of the following navigation options: Menu path Transaction code System Services Reporting SA38
2. In the ABAP: Execute Program Screen, enter the required data. Field name Program Description Program name R/O/C R User action and values /SMB14/SE38_P001_J03 Comment
3. Choose Execute (F8). 4. Enter the required data. Field name Company code Posting date Documen t number Fiscal year Entry date Description Company code Posting date Document number Fiscal year Entry date R/O/C R O O R O E.g. 100000000 2005 Example User action and values PAPL Comment Example
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User name
User name
5. Choose Execute (F8). 6. Enter the printer name and choose Print.
Result
The accounting documents are printed out.
2 Printing ledger details

Procedure
1. Call up the transaction as follows: Menu path Transaction code System Services Reporting SA38
2. In the ABAP: Execute Program Screen, enter the required data. Field name Program Description Program name R/O/C R User action and values /SMB14/SE38_P002_J03 Comment
3. Choose Execute (F8). 4. Enter the required data. Field name Company code Documen t number Fiscal year Posting date Referenc e number Chart of account Posting period Currency GL Description Company code Document number Fiscal year Posting date Reference number Chart of account Posting period Currency key GL account R/O/C R O R O O R O O R E.g.: 24520100 Example CAIN Example Current year Example User action and values PAPL Comment Example
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account Business area
number Business area O
5. Choose Execute (F8).
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Assets Accounting Creating Asset Use

To create an Asset Master, which will uniquely identify the asset.
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code 2. Enter the required data. Field Name Asset Class Company Code Number of Similar Assets Description R/O/C R R R R User Action and Values 20200000 PAPL 1 Choose Enter or Master Data Several tab pages are displayed for you to enter the master data. To change to automatic number assignment, use transaction AS08. Remarks Plant and machinery Accounting Financial Accounting Fixed Assets Asset Create Asset AS01
Asset
System will assign number automatically
Description Cost Center Usfl Life
Area 01 Area 15 Area 20
Other fields
R R R R R O
Any 120 8 (years) 3 (years) 8 (years) You can enter data in all the other fields
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(optional). 3. In the Depreciation area tab, double click on row for depreication area 15. 4. On the Create Asset : Depreciation Area Tax bal.sht. Screen make the following entries: Remarks Enter the group asset for income tax depreciation calculation. All other entries on this screen are not relevant, as the value of this asset will be included in the goup asset for the purpose of depreciation area 15. 5. Save your entries. System issues a message with the number (Example: 60003-0) of the asset created. Field Name Group Asset Description R/O/C R User Action and Values 1/0
Result
The asset master record has been created under the number (Example: 60000-0) in company code PAPL and asset class 20200000. You can also use the following functions to maintain your fixed assets: SAP R/3 Menu Transaction Code Accounting Financial Accounting Fixed Assets Asset AS02 (Change Asset) AS03 (Display Asset) AS06 (Delete Asset) AS05 (Lock Asset) AS11 (Create Subnumber)
Prerequisite
Asset master records have been created and posted to in the system.
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code Accounting Financial Accounting Fixed Assets Asset Asset Explorer AW01N
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2. Enter the required data. Field Name Company Code Asset Fiscal Year Depreciation Area Description R/O/C R R R R User Actions and Values PAPL No. of the asset created Current fiscal year For example, 01 Book Depreciation Remarks
Result
The Planned Values tab page shows all the transactions that change the acquisition and production costs, all the depreciation values that have been calculated for the asset (including proportional value adjustments), the net book value, and any calculated interest.
Processing Fixed Assets

Acquisitions
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Accounting Financial Accounting Fixed Assets Posting Acquisition External Acquisition With Vendor F-90
Transaction Code 2. Enter the required data. Field Name Document Date Type Company Code Reference PstKy Account
Description
R/O/C R R R R
Posting Key Vendor
R R R
User Actions and Values Todays date, for example KR PAPL Any, for example, invoice number 31 Enter a vendor Enter
Remarks
Vendor invoice Enter an existing vendor code Takes you to the
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next screen Amount in Document Currency Calculate Tax PstKy G/L account Trans.Type Posting Key Asset Transaction type R 1,160
O R R R R
Activate 70 No. of the asset created 100 Enter 1,160
Automatic tax determination Debit asset
External asset acquisition Takes you to the next screen
Amount 3. Post the document.
Result
The asset has been capitalized with the amount specified. In the asset master record, the capitalization and depreciation start dates were set when the first acquisition was posted.
Acquisition with Automatic Offsetting Entry Procedure

1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Accounting Financial Accounting Fixed Assets Posting Acquisition External Acquisition Acquis. w/Autom. Offsetting Entry ABZON
Transaction Code 2. Enter the required data. Field Name Existing Asset Amount Posted Document Date 3. Post the document.
Description
R/O/C O R R
User Action and Values No. of the asset created 1,000 Today's date
Remarks
Result
The asset has been capitalized with the amount specified. In the asset master record, the capitalization and depreciation start dates were set when the first acquisition was posted.
Retirements
Retirement with Revenue and Customer
If you are also using the Financial Accounting component, you can post the receivable to the customer, the revenue, and the asset retirement in one transaction when you sell an asset. In the relevant posting transaction, you first have to post the revenue (customer to revenue from sale of asset) and then the asset retirement. An indicator in the posting transaction instructs the system to post an asset retirement after the revenue has been posted. The diagram below shows the retirement of 5000 APC with a revenue of 3000. The proportional value adjustment of 1250 yields a retirement net book value of 3750 and thus a loss of 750.
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Accounting Financial Accounting Fixed Assets Posting Retirement Retirement w/Revenue With Customer F-92
Transaction Code 2. Enter the required data. Field Name Document Date Type Company Code Reference PstKy Account Posting Key Customer Description
R/O/C R R R R R R
User Actions and Values Today's date DR PAPL Any, for example, invoice number 01 9
Remarks
Customer invoice
R Amount Revenue (sales price) R
Enter 100
Customer invoice Enter any existing customer Takes you to the next screen
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Calculate tax PstKy Account Posting Key Revenue clearing account
O R R R
Activate 50 40400000 Enter 100 Activate Enter No. of the asset created 260
Automatic tax determination Credit
Takes you to the next screen
Amount Asst Retirement
Revenue (sales price)
R R R
Takes you to the next screen Retirement of current-year acquisition with revenue
Asset Trans. Type
R R
Asset Val. Date Compl.Retire ment Amount Posted Percentage Rate Quantity
Retirement date
R O
Todays date, for example Activate
Amount of APC being retired with partial retirement Amount of APC being retired with partial retirement Number of assets being retired (collective management) with partial retirement
3. Post the document.
Result
A partial retirement has been recorded for the specified asset. The gains or losses realized were calculated automatically and posted to the accounts defined in Customizing. If the asset retirement was a complete retirement, the retirement date was set automatically in the asset master record upon posting.
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Retirement with Revenue Without Customer Procedure

1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Accounting Financial Accounting Fixed Assets Posting Retirement Retirement w/Revenue Asset Sale Without Customer ABAON
Transaction Code 2. Enter the required data. Field Name Asset Document Date Asset Val. Date Manual Value NBV from Area
Description
R/O/C R R R O O
Retirement date Revenue (sales price) Net book value from depreciation area as revenue
User Action and Values No. of the asset created Todays date, for example Todays date, for example 50
Remarks
Alternative entry to manual value Choose Partial Retirement (tab page) 200 Takes you to the next screen
R Amount Posted Amount of APC being retired with partial retirement Amount of APC being retired with partial retirement Number of assets being retired (collective management) with partial retirement O
Percentage Rate
Quantity
From Cur.Yr.Acq.
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Result
Retirement due to Scrapping

Retirement without revenue involves the removal of a complex fixed asset from a company's fixed assets without revenue being realized for the asset (as in the case of scrapping, for example). When an asset is retired without revenue, the system generates a loss for asset retirement without revenue equal to the retired net book value instead of the revenue and gain/loss posting.
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code Accounting Financial Accounting Fixed Assets Posting Retirement Asset Retirement by Scrapping ABAVN
2. Enter the required data. Field Name Asset Document Date Asset Val. Date Description R/O/C R R R R Amount Posted Amount of APC being retired with partial retirement Amount of APC being retired with O User Action and Values No. of the asset created Todays date, for example Todays date, for example Choose Partial Retirement (tab page) 50000 Remarks
Retirement date
Takes you to the next screen
Percentage Rate
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partial retirement Quantity Number of assets being retired (collective management) with partial retirement O
From Cur.Yr.Acq. 3. Post the document.
Activate
Result
Post-Capitalization
Use
Post-capitalization represents subsequent corrections to the acquisition and production costs (APC) of a fixed asset. An example of when you need this type of correction is if you neglect to add expenditures and costs linked with the acquisition or assembly of an asset to its APC in a fiscal year that is now closed. This example can apply to both part assets and entire complex fixed assets. The following example is based on an entire complex fixed asset.
Creating an Asset Master Record Procedure

1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code 2. Enter the required data. Field Name Description R/O/C User Action and Values Remarks Accounting Financial Accounting Fixed Assets Asset Create Asset AS01
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Asset Class Company Code Number of Similar Assets PostCapitalization
R R R O R
20200000
Machinery
PAPL
1
Activate Choose Enter or Master Data Several tab pages are displayed for you to enter the master data. To change to automatic number assignment, use transaction AS08.
Asset
System will automatically issue a number on posting
Description Capitalized on
Historical capitalization date of asset Area 01 Area 15 Area 30
R R
Any Date in a fiscal year that is already closed 120 8 (years) 10 (years) 8 (years) You can enter data in all the other fields (optional).
Cost Center Usfl Life
R R R R O
Other fields
3. Save your entries.
Assets Under Construction

Use
Assets under construction (AuC) are a special form of tangible asset. They are usually displayed as a separate balance sheet item and, therefore, require separate account determination and asset classes. During the phase in which an asset is under construction, all actual postings are assigned to the AuC. Once the asset is completed, a transfer is made to a master record that has to be created in the completed fixed assets.
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Settling Assets Under Construction Use

Assets under construction can be managed for summary settlement or by line item. In the case of summary management, the entire expenses incurred are transferred once or several times to the asset(s) in the completed tangible fixed assets at the time of completion. When assets under construction are managed by line item, you can enter settlement rules for every line item assigned to the AuC.
Prerequisites
The following example is based on assets under construction managed by line item. Asset class 29501000 has been identified in Customizing as managed by line item for this purpose. Asset class 29500000 is available for assets under construction managed for summary settlement. In the case of assets under construction managed for summary settlement, a transfer is made at the time of completion, as described above, using transaction ABUMN. First, create an asset master record in asset class 29500000, as described in the section on master data maintenance. Next, post an acquisition to this asset under construction. To do so, use one of the methods described in the section on acquisitions. Finally, create an asset master record in asset class 20200000. Alternatively, you can use asset 96 as the asset under construction and asset 7 as the completed asset once. The two assets are created with the LSMW. In the following example, it is assumed that the AuC has been completed and has yet to be transferred to the completed fixed assets.
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code 2. Enter the required data. Field Name Company Code Asset Description R/O/C R R User Action and Values PAPL No. of previously created AuC or asset 96 Remarks Accounting Financial Accounting Fixed Assets Posting Capitalize Asset u. Const. Distribute AIAB
3. Choose Execute 4. Select the item you posted and choose Enter (Shift+F6). You have to maintain the settlement rule here. Field Name
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Description
R/O/C
User Action and Values
Remarks
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Type Settlement Receivers %
Settlement receiver category
R R
FXA No. of previously created asset in class 20200000 100
Asset
Percentage Rate
Portion of AuC APC that can be capitalized
5. To go back to the line item overview, choose F3. To save the settlement rule, choose Save (F11). Then choose Settlement (Shift+F8). This calls up transaction AIBU (AuC Settlement). Field Name Company Code Asset Document Date Asset Val. Date Posting Date Test Run Detail List 6. Execute the settlement. Description R/O/C R R R R R O O User Action and Values PAPL No. of previously created AuC Todays date, for example Todays date, for example Todays date, for example Deactivate Activate Remarks
Result
When the settlement is carried out, an intracompany transfer is made between the asset under construction and the asset in the completed fixed assets. You can display the document for this intracompany transfer using the Asset Explorer (transaction AW01N). You can access this transaction from both the asset under construction and the completed asset.
Down Payments for Assets Under Construction Use

Down payments for assets under construction are fixed asset acquisitions that have to be capitalized and reported as a separate item on the balance sheet. For this reason, down payment postings use separate, special transaction types and are posted to separate accounts in the SAP R/3 System. The following transactions must be posted in connection with a down payment: Creating a down payment request for tangible assets (Accounts Payable Accounting only)
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Posting the down payment for tangible assets Posting the corresponding final settlement for tangible assets Clearing the down payment with the final settlement These transactions can be carried out with integration with Accounts Payable Accounting. Alternatively, you can display the down payment, final settlement, and settlement separately in Asset Accounting; in other words without integration with Accounts Payable Accounting. The following example is based on the integrated procedure.
Prerequisites
The transaction types for down payments must be permitted in Customizing for the asset under construction (AuC) classes. First, create an asset master record for an AuC in class 29500000
Post the Down Payment Request
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code 2. Enter the required data. Field Name Document Date Type Description R/O/C R R User Action and Values Todays date, for example KA Remarks Accounting Financial Accounting Accounts Payable Document Entry Down Payment Request F-47
Vendor down payment request
Company Code Posting Date Account Vendor
R R R R R
PAPL Todays date, for example 1115 M Enter 1115 For example, the first day of the next month
Trg.Sp.G/L Ind. Special G/L indicator
Enter an existing vendor Tangible asset down payment Takes you to the next screen
Amount Due on
Down payment amount
R R
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Asset
No. of the asset under construction created earlier
Result
The down payment request did not result in a posting to the asset. Posting the Down Payment
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code 2. Enter the required data. Field Name Document Date Type Company Code Posting Date Description R/O/C R R R R User Action and Values For example, first day of the next month KZ PAPL For example, first day of the next month Remarks Accounting Financial Accounting Accounts Payable Document Entry Down Payment Down Payment F-48
Vendor down payment India Best Practices Ltd The warning message about adjusting the period to the posting date can be ignored on posting.
Reference Account Vendor
R R R R R R
Reference number, for example 1115 M Example 245200000 For example, first day of the next month 150000
Special G/L Ind Special G/L indicator Account Bank account Value Date Amount Down payment amount
Enter an existing vendor Tangible asset down payment
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3. Choose Requests and then select the request you posted in the list. You can now post the down payment.
Result
An asset line item with transaction type 180 has been generated for the asset under construction as a result of the posting transaction described above. When you posted the down payment, a posting was made to the account for tangible asset down payments defined in Customizing for Asset Accounting rather than the balance sheet asset account. The offsetting account for this is the clear down payments on tangible assets account that is also defined in Customizing for Asset Accounting.
Posting the Final Settlement
Procedure
Next, use transaction F-90 to post the final settlement as described in the section on acquisitions integrated with Accounts Payable Accounting. Make a note of the document number.
Result
An asset line item with transaction type 100 has been generated for the asset under construction as a result of the posting transaction for the final settlement. Clearing the Down Payment
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code 2. Enter the required data. Field Name Document Date Type Description R/O/C R R User Action and Values For example, first day of the next month KA Remarks Accounting Financial Accounting Accounts Payable Document Entry Down Payment Clearing F-54
Company Code Posting Date
R R
PAPL For example, first day of the next month
Vendor down payment request BP Acc India The warning message about
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adjusting the period to the posting date can be ignored on posting. Account Invoice 3. Choose Enter. 4. Select the down payment you posted. In the Transfer Posting column, enter the amount to be cleared. Then choose Post. A message appears at the bottom of the screen requesting you to correct the relevant line items. Choose the highlighted line item by double-clicking it. You still have to enter a text here. Enter the text Down payment clearing. 5. Post the document. Vendor R R 1115 Document number of final settlement
Result
An asset line item with transaction type 181 has been generated for the asset under construction as a result of the posting transaction for the clearing the down payment described above.
Direct Capitalization Use

Asset investments that do not have an asset under construction (AuC) phase are usually capitalized directly in Asset Accounting. You might, however, want to manage cost accounting information at the same time. For example, you might want to manage planned values, budgets, and commitments in order to make target/actual comparisons. For this reason, the SAP FI-AA Asset Accounting component allows you to post asset transactions both directly to the asset and as statistics to an internal order at the same time. This is made possible by the Direct Capitalization component. Direct capitalization refers to asset acquisitions that do not have an under construction phase. Instead, they are capitalized and depreciated immediately. In the first step, you create a CO internal order. You can plan and/or budget this order. Next, you create an asset master record in the appropriate asset class. The CO internal order you created is stored in the asset master record. You post the acquisition directly to the asset master record. During this process, the internal order is updated statistically. This enables you to then make a plan (or budget)/actual comparison at internal order level.
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Prerequisites
The following conditions have to be fulfilled for automatic statistical posting to orders: The CO internal order must be entered in the asset master record as an investment account assignment (not as a maintenance order or cost order in the time-dependent data). The indicator for statistically updating the order has to be set in the definition of the transaction types used for asset transactions (Relevant to Budget indicator). This indicator is already set appropriately in the standard transaction types. The asset balance sheet accounts for the acquisition and production costs (APC) of the assets have to be entered in the FI-CO component as cost elements (cost element category 90). The Internal Order field has to be set as an optional entry field in the field status variant of the company code/asset balance sheet account for the APC of the asset.
You can use report RACKAR00 in Customizing to create all of the fixed asset balance sheet accounts in depreciation area 01 as statistical cost elements. Once you have executed the function in update mode, the balance sheet asset accounts are created as statistical cost elements with cost element category 90 = Statistical balance sheet account. The above prerequisites have been met in the system.
Periodic Processing
Purpose
The steps described in the following section must be carried out periodically at monthly or yearly intervals.
Prerequisites
The order in which the individual steps are carried out is determined by the other components in use, such as SAP FI-CO and SAP FI.
Depreciation Posting Runs

Use
A posting to a fixed asset initially causes the planned depreciation to change in Asset Accounting. The accumulated depreciation accounts and depreciation accounts of the balance sheet and profit and loss statement are not updated immediately, however. The total planned depreciation is not posted to Financial Accounting (only collective documents are created) until the periodic depreciation posting run is executed. The depreciation posting should be run periodically (annually, semi-annually, quarterly, or monthly). When executed as an update run, the program has to be started in the background.
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The system creates posting documents for each depreciation area and account group in accordance with the posting cycles specified in Customizing. As the posting date, the system uses The last day of the period for normal periods (no special periods) The last day of the fiscal year for special periods
Prerequisites
Document type AF has been defined in Customizing for posting depreciation. In the Customizing definition of the document type, number range 03 has been specified with external number assignment. The Customizing settings also specify that depreciation in depreciation areas 01 (book depreciation), and 20 (cost-accounting depreciation) is posted in the general ledger. You can define the depreciation posting cycle by specifying the length of time in posting periods between two posting runs. The system is set in such a way that depreciation is posted monthly. You do not have to keep strictly to this posting cycle. You can also choose an unplanned depreciation posting run using an indicator on the initial screen of the depreciation posting run. When you set this indicator, you can skip over several periods and post the total depreciation for all of the skipped periods in one period. The system supports two different procedures for distributing the forecasted depreciation over the posting periods. The difference between the two procedures becomes evident when you process acquisitions within the fiscal year or handle post-capitalization. With the catch-up method, depreciation due on a transaction within the fiscal year (from the depreciation start date, according to period control, up to the current period) is posted in one total. The depreciation posting program posts this amount in the period in which the posting date of the acquisition lies. With the smoothing method, the annual depreciation amount determined is distributed equally over the periods from the current posting period to the year end. The catch-up procedure is configured in the system for all depreciation areas. For each depreciation area, you have to specify whether depreciation is to be posted to the cost center and/or to the order. This information is taken from the asset master record and passed on to Financial Accounting as an additional account assignment. For depreciation area 20, the system is set to assign the cost-accounting depreciation and interest to the cost center
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code Accounting Financial Accounting Fixed Assets Periodic Processing Depreciation Run Execute AFAB
2. Enter the required data on the screens displayed.
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Field Name Company Code Fiscal Year Posting Periods Planned Posting Run Repeat Restart Unplanned Posting Run List Assets
Description
R/O/C R R R
User Action and Values PAPL Current fiscal year Current period
Remarks India Best Practices Ltd
Period for which the depreciation is to be posted
O O O O O Activate Activate
List of Manual Depreciation Test Run
Activate
See explanation See explanation See explanation See explanation All the assets are listed individually in the list. Manual depreciation is listed separately. You can only execute the update run in the background.
Explanations: Planned Posting Run You can post to the next period that is specified according to the posting cycle. During a regular posting run of this kind, the system does not allow you to limit the run to particular assets. Repeat Run You can request a repeat posting run for the last period posted. You might need to carry out a repeat run if the depreciation terms were changed for individual assets in connection with the year-end closing, for example. During a repeat posting run, the system only posts the differences that resulted between the first posting run and the repeat posting run. You can limit the run to particular assets. Restart If a posting run terminated for technical reasons and changes had already been made to the database, you have to restart the program in restart mode. Using the restart mode ensures that all system activities that were interrupted by the termination are repeated. Unplanned Posting Run
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If, for whatever reason, you want to skip over one or more posting periods, you can do this by specifying an unplanned posting run. The system then creates postings for all the periods that were skipped, as well as for the period entered. The posting period that you specify, however, must fit into the posting cycle. If you specify period 7 for a quarterly posting cycle, for example, no posting occurs. 3. Once you have made all the necessary entries, execute the depreciation posting run in the background (Program Execute in Background) 4. Enter the required data on the screens displayed. Field Name Output Device Print Immediately Description Printer name R/O/C R O User Action and Values Select an existing printer. Deactivate Remarks Select this checkbox if you want to print the list you created immediately. Takes you to the next screen The job is started immediately.
R Start Time dialog box R
Continue (Shift+F1) Choose Immediate
5. To start the depreciation posting run, save the start time values. You can monitor the job scheduled in the background as follows: 6. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code System Services Jobs Job Overview SM37
You can accept the default values on the selection screen. Choose F8 to execute the program. The job always appears under the name RAPOST2000. The Status column shows the current status of the job. Choose Refresh or F8 to update the information. As soon as the status of the job is "Finished", select your job and choose Spool. To go from the overview to your list, choose F6. When this list was generated, the fixed assets in question were also updated to include the posted depreciation. The planned depreciation for every complex fixed asset is not totaled for each posting level and posted directly to Financial Accounting until the periodic depreciation posting run has been executed.
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Result
The planned depreciation is posted to the accounts defined in Customizing. Note that the system always creates collective documents (not individual documents for each asset) when posting depreciation.
Posting Acquisition and Production Costs Values

Use
In addition to the posting of depreciation (using the depreciation posting run), the most important periodic processing you perform is the posting of changes to asset balance sheet values. These changes consist of all postings that affect the APC of the asset, including acquisitions, retirements, and so on. You have to post changes to asset balance sheet values from more than one depreciation area to the general ledger if one of the following applies: You need to create different balance sheet versions for internal and external purposes, for example. You can define any number of balance sheet versions per chart of accounts in FI (General Ledger) for this purpose. You have a group depreciation area in a foreign currency, and you need to post changes to asset balance sheet values from this area to the ledger of the corporate group. You calculate reserves for special depreciation or transferred reserves in a derived depreciation area. The third case applies in the system. For these derived areas, the program posts the proportional accumulated depreciation resulting from retirements, intracompany transfers, post-capitalization, and so on. The report RAPERB00 creates a batch input session.
Procedure
1. Access the activity choosing one of the following navigation options:
SAP R/3 Menu Transaction Code
Accounting Financial Accounting Fixed Assets Periodic Processing Periodic Posting ASKB
2. Enter the required data on the screens displayed. Field Name Company Code Document Type List Line Items Description R/O/C R R User Action and Values PAPL AB Remarks Document type used for the posting Lists the individual documents
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Test Run Main Asset Number/Asset Sub-Number Session Names Session Blocking Date
O O
R O
Any entry Date until which the session you created is blocked The session is kept after processing.
Keep Session
3. Execute the program. The procedure from this point onwards (job monitoring) is the same as for the depreciation run. You can process the batch input session as follows: 4. Access the activity choosing one of the following navigation options: SAP R/3 Menu System Services Batch Input Sessions Transaction Code SM35 Select your session and choose Process or F8. 5. Enter the required data on the screens displayed. Field Name Process/ Foreground Description R/O/C O User Actions and Values Remarks Each screen is displayed and has to be confirmed with Enter. The documents are not posted in the foreground; only documents with errors are displayed and can be corrected. The documents are not posted in the foreground. Documents with errors are written to a new batch
Display errors only
Activate
Background
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input session. 6. Run the batch input session.
Result
If assets with reserves for special depreciation or transferred reserves involve postings, such as retirements, that change the accumulated depreciation, the relevant accumulated depreciation postings are posted to the accounts defined in Customizing.
Depreciation Simulation/Primary Cost Planning

Use
You can use standard reports to help you forecast the planned depreciation of complex fixed assets over several years. In addition to the simple list display option, you can also post the planned depreciation as planned costs to the cost centers or internal orders to which the individual fixed assets are assigned.
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Accounting Financial Accounting Fixed Assets Information System Reports on Asset Accounting Depreciation Forecast Depreciation on Capitalized Assets (Depreciation Simulation) S_ALR_87012936
Transaction Code 2. Enter the required data. Field Name Company Code Report Date
Description
R/O/C R R
User Action and Values PAPL 31/03/2005
Remarks India Best Practices Ltd Specify here the number of years for which the simulation is to run.
Depreciation Area Simulation Version

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You can use simulation versions to simulate changes with regard to the types of asset valuation (depreciation key, useful life, for example). You have to define simulation versions in Customizing. In addition to the selection fields above, there are various other fields that you can use to limit the report to particular complex fixed assets. 3. Execute the report and analyze the result. The following section describes how to post the forecast depreciation as planned costs to the Controlling objects that are assigned to the assets. 4. Access the activity choosing one of the following navigation options: SAP R/3 Menu Accounting Financial Accounting Fixed Assets Periodic Processing Primary Cost Planning: Depreciation/Interest S_ALR_87099918
Transaction Code 5. Enter the required data. Field Name Company Code Depreciation Area Planning Periods Fiscal Year Planning Periods From Period To Plan Version Test Run Summary Report
Description
R/O/C R R R O
User Action and Values PAPL 20 Current fiscal year
Remarks India Best Practices Ltd
No restriction means from 1 to 12 0 Deactivate Deactivate
R O O
In addition to the selection fields above, there are various other fields that you can use to limit the report to particular complex fixed assets. 6. Execute the report. You can execute the report in the background. The section on depreciation posting runs contains information on monitoring the job and spool. You can execute the report more than once. The value that already exists in a Controlling object for the cost element and period is overwritten during this process.
Result
The system does not create a batch input session. The planned costs are posted directly to the assigned Controlling objects and can be evaluated by means of cost center reporting or internal order reporting. The cost element that is specified in Customizing for Asset Accounting as the expense account for the respective depreciation type is used.
Fiscal Year Change

Use
From a system perspective, a fiscal year change represents the creation of a new fiscal year for a company code. At the fiscal year change, the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year. Once the fiscal year change takes place, you can post to assets using value dates in the new fiscal year. At the same time, you can, however, continue to post in the previous fiscal year, provided this has not been closed as a result of the year-end closing.
Prerequisites
The fiscal year change can only be carried out (even in test mode) for the new fiscal year. The earliest that you can carry out a fiscal year change is in the last month of the old fiscal year. Before you can change to fiscal year YYYY, you must have already closed fiscal year YYYY-2. You can have a maximum of two fiscal years open for posting at one time. No business transactions can be posted in a new fiscal year before the fiscal year change. You can continue to post in the old fiscal year, even after the fiscal year change. The system automatically corrects any values that have already been carried forward and that are affected by postings in the past. The fiscal year change has to be carried out as background processing for performance reasons. You can carry out test runs with fewer than 1,000 assets in the foreground.
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code 2. Enter the required data. Field Name Company Code New Fiscal Year Test Run Description R/O/C R R O User Action and Values PAPL Current fiscal year + 1 Activate Remarks India Best Practices Ltd Accounting Financial Accounting Fixed Assets Periodic Processing Fiscal Year Change AJRW
If the company code has been set to production (company code status = blank), you cannot carry out the fiscal year change until the last month of the current fiscal year (in
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update mode). If the company code is a test company code (company code status = 2), you can change the fiscal year as and when required. You set the company code status in Customizing for Asset Accounting. No more than two fiscal years, however, can be open at the same time. Carry out the fiscal year change as a test run. If more than 1,000 assets exist in the system, you have to start the program by choosing Program Execute in Background. The section on depreciation posting runs contains information on monitoring the job and spool. If fewer than 1,000 assets exist in the system, you can also start the report online.
Result
If you started the report in update mode, the asset values from the previous fiscal year are carried forward cumulatively into the new fiscal year. Postings can now be made to the new fiscal year.
Year-End Closing
Use
You can use the year-end closing program to close the fiscal year for one or more company codes from an accounting perspective. Once the fiscal year is closed, you can no longer post or change values within Asset Accounting (for example, by recalculating depreciation). The fiscal year that is closed is always the year following the last closed fiscal year. You cannot close the current fiscal year. The year-end closing in Asset Accounting must be performed before the year-end closing in General Ledger Accounting. The fiscal year change has to be carried out in Asset Accounting before the year-end closing (SAP FI-AA).
Prerequisites
You have to carry out the year-end closing as background processing for performance reasons. Start the program, therefore, as a background job (on the selection screen for the program: Program Exec. in Background). You can carry out test runs with fewer than 1,000 assets in the foreground. The system only closes a fiscal year in a company code if The system found no errors during the calculation of depreciation (such as incorrectly defined depreciation keys) Planned depreciation from the depreciation areas to be posted has been completely posted to the general ledger Balances from depreciation areas that are posted periodically have been completely posted to the general ledger All assets acquired in the fiscal year have already been capitalized
Since this check does not make sense for assets under construction, you can prevent it from being performed for these assets by means of the asset class. All incomplete assets (master records) have been completed The system lists any assets that do not meet the above requirements in the year-end closing log. The log also shows the reason for the errors.
Procedure
1. Access the activity choosing one of the following navigation options: SAP R/3 Menu Transaction Code 2. Enter the required data. Field Name Company Code Asset Classes Asset u. Const. Description R/O/C R O User Action and Values PAPL Remarks Capitalization date not checked Accounting Financial Accounting Fixed Assets Periodic Processing Year-End Closing Execute AJAB
Fiscal Year to Fiscal year to be R Current fiscal year Be Closed closed Test Run O Activate 3. Execute the year-end closing and analyze the log. You can execute the report in the background. The section on depreciation posting runs contains information on monitoring the job and spool.
Result
If you have performed the year-end closing in update mode, you can no longer post to the closed fiscal year.
Confidential
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Parle Agro Private Limited Implementation Project: Prepared by - Mr. Narayan Mohta Wipro - FICO Consultant

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Prepared by Mr. Narayan Mohta Wipro FICO Consultant

Master Data in Accounts Payable Accounting

Change Display Block/unblock Mark for deletion Display changes

Creating a Vendor Master Record

Postal code/City Country Region Language Telephone Choose Enter. 4.

522000 / Bangalore IN 10 - Karnataka English 080-565998

Payment methods Choose Enter.

User action and values

Comment Example Example Example Example

Withholding Tax Code

CO Corporates OT Others GO Government / no GO

Down Payment Processing

Down Payment Request

Parle Agro Pvt Ltd

Posting Down Payment

Parle Agro Pvt Ltd

Parle Agro Pvt Ltd

Name of W/hld.Tx Typ

With / tax Amt. FC

Enter the document number you noted previously.

Down Payment Clearing

Posting and Reversing an Invoice

Parle Agro Pvt Ltd

INVCONTRACTORS. -TDS SEC.194C PAYMENTCONTRACTORS. -TDS SEC.194C

Name of W/hld.Tx Typ

With / tax Amt. FC

D/C Amount in Doc. Curr. Tax Code

Text Cost Center

6. To check the document before it is posted, choose Simulate (F9).

Document 1900000000 was posted in company code PAPL

Document 1700000002 was posted in company code PAPL

Displaying a Reversal Document

Accounts Payable Accounting Invoice and Payment with Clearing

1 Posting Vendor Invoice

SAP R/3 menu

Accounting Financial Accounting Accounts Payable Document Entry Invoice FB60

Parle Agro Pvt Ltd

Formatted: Bullets and Numbering

Name of W/hld.Tx Typ

D/C Amount in Doc. Curr. Tax Code

Text Cost Center

6.To check the document before it is posted, choose Simulate (F9).

Document 1900000002 was posted in company code PAPL

SAP R/3 menu

Company Code Currency Reference

Company Code Document currency Reference

Doc. Header Text

Document Header Text

Text for the clearing line item

Amount Value Date Text

Amount to be paid Value date Line item text

Type of Open Items

Company Code Fiscal Year 3.Choose Enter.

PAPL Current year

Displaying Vendor Account Balance

Displaying and Changing a Line Item

3. Choose Execute (F8).

Executing the Payment Program

0001 0001 0001

10000 INR 20000 INR 50000 INR

Todays date 2 month before today 20 days before today

Enter todays date.