Sap Fi General Ledger Frequently Used Procedures

General Ledgers
Business Process Procedures
Prepared by Eyad Badran & Hussam Abo Elsoud V 1.01
Contents
1. General Ledger Accounting .......................................................................................................... 4 1.1 1.2 1.3 1.4 1.5 1.6 1.7 1.8 1.9 1.10 1.11 1.12 1.13 1.14 1.15 1.16 1.17 1.21 1.22 1.23 1.24 1.25 1.26 Create a General Ledger Account ....................................................................................... 4 G/L Account Changes )Centrally( ........................................................................................ 8 Create a G/L Posting Document ......................................................................................... 10 Enter General G/L Account Posting .................................................................................. 13 Change Parked Documents................................................................................................. 17 Display Parked Document ................................................................................................... 19 Display Document Changes of Parked Document ........................................................ 21 Post or Delete Parked Documents .................................................................................... 23 Change Document ................................................................................................................. 26 Display Document Line Items ............................................................................................. 30 Display Changes in Document ........................................................................................... 32 Reverse a Document Entry .................................................................................................. 34 Clear G/L Account .................................................................................................................. 37 Reset Cleared Items .............................................................................................................. 42 Display G/L Accounts Balances (New) ............................................................................. 44 Display G/L Accounts Balances ......................................................................................... 48 Display/Change G/L Accounts Items (New) .................................................................... 51 Recurring Entries ................................................................................................................... 56 Change Recurring Documents ........................................................................................... 63 Display Recurring Documents............................................................................................ 67 Display Changes in Recurring Document ....................................................................... 68 Delete Reference Document (Recurring Entry).............................................................. 70 Evaluating Recurring Entry documents ........................................................................... 73 Page 2
General ledger Business Process Procedures
1.27 1.28 1.29 1.30 1.31
Execute Recurring Entry ...................................................................................................... 75 Running Batch Input Session ............................................................................................. 77 Process Automatic Clearing ............................................................................................... 79 Automatic Clearing with Clearing Currency Specified ................................................ 82 Cash Journal ........................................................................................................................... 84 Cash Journal Cash Receipt Transaction ............................................................. 85 Cash Journal Cash Payments Transaction ......................................................... 88
1.31.1 1.31.2
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1. 1.1
Use
General Ledger Accounting Create a General Ledger Account
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 .
Procedures
1. Access the transaction on SAP Graphical User Interface )SAP GUI)
SAP Easy Access Transaction code Accounting Financial Accounting General Ledger Master Records G/L Accounts Individual Processing Centrally FS00
2. In the Display G\L Account Centrally screen, enter information in the fields as specified in the table below:
Field Name Account number Company code
Description the account number of the G/L account that is being created the company code ID
R/O/C R R
User Action & Values
Note :On above table, in column R/O/C, R =Required, O =Optional, C =Conditional
3. Press Create
or With Template after filling the required data
4. Proceed through each of the tabbed screens:
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5. On the Type/Description Tab, enter information in the fields as specified in the table below :
Field Name
Account Group P+L statement account type Functional Area Balance sheet account Short text G/L acct long text
Description 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 This functional area is required to pull in the Profit and Loss statement in Financial Accounting using the cost of sale accounting method. Identifies this account for use in the balance sheet a short textual description of the G/L account The G/L account long text is used for online displays and evaluations
R/O/C
C R O
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6. On the Control Data Tab, make the following entries:
Field Name Account currency Only Balances in Local Currency Exchange Rate Difference Key Tax category Posting w/o tax allowed Recon .account for account type
Description Identifier of the currency in which the account will be managed Indicates that balance is updated only in local currency when users post items to this account. Key for calculating exchange rate differences Determines whether the account is tax relevant. Check box An entry in this field identifies this GL account as a reconciliation account .A reconciliation account ensures the integration of a Sub-ledger account into a GL account. 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. Do not set this indicator for accounts in which the number of postings is so great that line item display online would not be advantageous, such as receivables and payables accounts. How line items are to be sorted based on the allocation field.
R/O/C R
User Action & Values The default currency is the one that is maintained in the Company Code
O O O )-(Input tax )+(Output tax )*(all tax types Allows posting to accounts without indicating taxes Use the drop down menu to indicate if this is an Assets, Customer, and Vendor .Reconciliation account. Check box if open items are managed for this account.
Open item management
Line item display
Check box if line item display is possible for this account.
Sort key
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7.
On the Create\bank\interest Tab, make the following entries:
Field Name Field status group
Description Determines the screen layout for document entry. Indicates that this account can only be posted to by the system using account determination tables. This field is used to control displays in Cash Management .
R/O/C R
Post automatically only
Check box.
Planning level Relevant to cash flow House bank Account ID
O O Check box if this account is to be use in the statement of Cash Flow.
Indicator for the company bank Identifies House Banks.
O O
8. Press Save 9. Data was saved.
button
10. To perform any changes click the EDIT button
then press SAVE then press BACK
11. To display the GL account click the DISPLAY button 12. To Block the GL account click on Block button " ."
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1.2
Use
G/L Account Changes )Centrally(
This transaction shows changes that were made in a G/L account master record.
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI:) SAP Easy Access Transaction code Accounting Financial Accounting General Ledger Master Records G/L Accounts Display Changes Centrally FS04
2. On screen Central G/L Account Changes :Initial Screen, enter information in the fields as specified in the table below:
Field Name Account number Company Code From Change Date Changed By
Description Enter the general ledger account number to view all changes made to that account. The company code
R/O/C R
User Action and Values Enter account number
Comments Use drop down menu . Use drop down menu . User Defined . User Defined.
Enter company code Enter Date. OEnter name
The system only displays O changes, which were made as from this date. Name of user who made the change
( Note: On above table, in column "R/O/C; "R = "Required, "O = "Optional, "C = "Conditional )
3. Click on the Enter button. 4. The output screen G/L Account Changes :Changed Fields will appear. General ledger Business Process Procedures Page 8
5. Click on the All changes on the line items to view details:
button to view a listing of all changes .Double click
6.
Date of changes, Time of change, User name who changed the master record and fields that were changed with new and old content as well as a language used. For more details select the field you would like to display changes of and press will find the following: you
7.
8. Display the account changes and after that press the Back icon menu.
to go to the main
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1.3
Use
Create a G/L Posting Document
Every document consists of a document header and two or more line items .The document header contains information that is valid for the whole document, such as the document date and the document number .It also includes controlling information such as the document type. The line items only contain information on the particular item in question, for instance an account number and amount .Whether any additional information is present depends on the business transaction involved. The system creates the document, updates the transaction figures for the accounts affected, and in some cases, displays an internally assigned document number when the document is posted.
Procedure
1. Access the transaction on SAP Graphical User Interface (SAP GUI)
SAP Easy Access Transaction code Accounting Financial Accounting General Ledger Posting Enter G/L Account Document FB50
NOTES: The first time you access this function, a pop-up box requesting the company code will be displayed .After your first entry, the system will retain and display select field information, such as Company Code and Currency .Complete the company code information and hit the green check mark or press Enter
2. On the screen Enter GL Account Items (new :)Header Data, enter the information in the fields as specified in the table below:
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Field name Document Date Posting Date
Description Date of the document. Effective date of posting. Field used to enter user desired text
R/O/C R R
User action & values
Comment Enter the date of the Document. Defaults from the system date. Can make this a required field to enhance business processing
Reference
(Note: On above table, in column R/O/C; R =Required, O =Optional, C =Conditional)
3. On the Details screen enter the information in the fields as specified in the table below:
Note: There are many other fields which are to be used according to configuration rules, account dependencies, specific posting transactions, and company procedures .
Field Name General Ledger Account D/C Amount in Doc Currency Tax Code
Description The number of the G/L account to which the transaction will be posted. Debit or credit indicator The amount for this line. Required only if a tax category has been specified for the accounts master record. Used for Foreign Currency valuation date
R/O/C R R R
Comments
Value Date
4. Select the
icon.
5. Simulating the Posting Select the Simulate Button .This optional step will create any automatically generated document lines such as inter-company entries and allow you to view them before posting . Green arrow back to make any necessary changes to the lines (click ok at Automatically created line items will be deleted )or click the Save icon to post the document if satisfied .
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6. To save the data, select the Save
icon, select DocumentPost, or press F11.
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1.4
Use:
Enter General G/L Account Posting
Every document consists of a document header and two or more line items .The document header contains information that is valid for the whole document, such as the document date and the document number .It also includes controlling information such as the document type. The line items only contain information on the particular item in question, for instance an account number and amount .Whether any additional information is present depends on the business transaction involved. The system creates the document, updates the transaction figures for the accounts affected, and in some cases, displays an internally assigned document number when the document is posted.
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI:)
SAP Easy Access Transaction code Accounting Financial Accounting General Ledger Posting General Posting F-02
2. On the screen Enter GL Account Posting :Header Data, enter the information in the fields as specified in the table below:
Field Name Document Date
Description Date of the document
R/O/C R
User Action & Values NOTE :The document date is the date on which the original document was issued
Comments Enter the date of the Document.
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Field Name Type
Description Document type
R/O/C R
User Action & Values Accept default of SA for G/L Document Posting This field can have a value defaulted in from the User Parameters settings. Default is system date Enter either the local currency or another currency defined in your system Can be used to contain external document reference numbers . This is helpful as an additional document search criterion, and can be used in correspondence printing. Enter if necessary Enter key to identify this line properly and to post to the correct side of the account Enter the G/L account to be posted to
Comments Defaults from the system date. Can make this a required field to enhance business processing
Company Code
Company code of the first G/L account Posting date of the document which will determine the period it posts to Currency that the amounts will be entered into the system under
Posting Date
Currency/rate
The system defaults in the local currency
Reference
Field allocated to any extra numeric or name identifiers .
Doc text
.Header
Post Key
Account
Text that may be entered to apply to the entire document via the header Key that will determine the type of account to be posted to and whether it is a debit or credit G/L account number to post the first line of the invoice to
Special G/L
The G/L indicator determines how to handle special postings
Use system supplied or customized indicators if necessary
Configure the Special G/L Indicators to determine which alternative account to post the transaction to.
Trans type
The transaction type controls various system activities when business transactions are posted.
Enter if appropriate
Note :In column R/O/C of above table, R =Required, O =Optional, C =Conditional 3. Select the Enter
icon to proceed
4. On the Details Enter G/L Account Document :Add G/L account item screen enter the information in the fields as specified in the table below: General ledger Business Process Procedures Page 14
Field Name Amount in Doc Currency
Description The amount for the account entered on the previous screen Key that will determine the type of account to be posted to and whether it is a debit or credit G/L account number to post the subsequent lines of the invoice to
R/O/C R
User Action & Values Enter proper amount Enter key to identify this line properly and to post to the correct side of the account Enter the G/L account to be posted to Use system supplied or customized indicators if necessary
Comments
Post Key
Account
Special G/L
The G/L indicator determines how to handle special postings
Configure the Special G/L Indicators to determine which alternative account to post the transaction to.
Trans type
The transaction type controls various system activities when business transactions are posted.
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Note : There are many other fields which are to be used according to configuration rules, account dependencies, specific posting transactions, and company procedures .
5. Select the Enter icon to proceed to enter more lines until the debits equal the credits . When satisfied with your entry, proceed as described below. 6. Simulating the Posting Select DocumentSimulate .This optional step will create any automatically generated document lines such as inter-company entries and allow you to view them before posting and to verify your entries .You can drill down by double-clicking existing lines to change them or continue to enter more lines for this document at the bottom of the screen as described above. 7. To save the data, select the Save icon, select DocumentPost, or press F11.
Note: You can use T .Codes FV50, F-65 to park GL document which have the same screens.
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1.5
Use:
Change Parked Documents
Document parking can be used to enter and store (park )incomplete documents in the SAP System, without carrying out extensive entry checks .Parked documents can be completed, checked and then posted at a later date -if necessary by a different data entry clerk. Parked document may also be changed .Changing a parked document is broken up to two transaction codes :FBV2 and FBV4 .To change line items details transaction code FBV2 should be use while transaction code FBV4 is use to change header detail .This BPP will illustrate the process to change line item detail, transaction code FBV2 . Refer to BPP on Change Header Detail to view more information on changing a parked documents header detail.
Procedure:
SAP Easy Access Transaction code Accounting Financial Accounting Accounts Payables Document Parked Documents Change FBV2
2. On the Change Parked Document :Initial Screen screen, enter information in the fields as specified in the table below:
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Field name Company Code Document number Fiscal Year
Description 4 character identifier of an organizational unit within external accounting. Identifier for an accounting document. The year to which the park document was created.
R/O/C R
User action &values Enter company code. Enter the parked document number. Enter the fiscal year.
Comment Use the drop down menu.
R R
Use the drop down menu.
3. Press Enter to proceed. 4. On the screen Change Parked Document :Overview Double click the Line Item you want to Change.
5. Once all changes are complete, press Park Document icon
to post the changes.
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1.6
Use:
Display Parked Document
Document parking can be used to enter and store (park )incomplete documents in the SAP System, without carrying out extensive entry checks .Parked documents can be completed, checked and then posted at a later date -if necessary by a different data entry clerk. Parked documents may be display individually or via a list.
Procedure:
SAP Easy Access Transaction code Accounting Financial Accounting Accounts Payable Document Parked Documents Display FBV3
2. On the Display Parked Document :Initial Screen screen, enter information in the fields as specified in the table below:
Description R/O/C. User action &values Comment 4 character identifier of an Company Code R organizational unit within Enter company code Use drop down menu external accounting. Document Identifier for an accounting Enter the parked R number document document number. Identifies the period for Fiscal Year R which the company use to Enter the fiscal year. Use drop down menu create its balance sheet (Note :On above table, in column R/O/C; R =Required, O =Optional, C =Conditional) Field name
3. Press Enter
to display the parked document.
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Note:
Alternatively, a list of parked document may be display by leaving blank the Document number field and clicking on the Document List button located on the upper left corner of the display parked document screen .From the list of parked document, the user may drill down on specific parked document to view the details .
4. Display the document and after that press the Back icon
to go to the main menu.
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1.7
Use:
Display Document Changes of Parked Document
This transaction will allow the user to view the changes in a parked document.
Procedure:
SAP Easy Access Transaction code Accounting Financial Accounting Accounts Payables Document Parked Documents Display Changes FBV5
2. On the Parked Document Changes :Initial Screen screen, enter information in the fields as specified in the table below:
Field name Company Code Document number Fiscal Year From Change Date /time
Description 4 character identifier of an organizational unit within external accounting. Identifier for an accounting document. The year to which the park document was created. Date/time from which changes should be listed.
R/O/C.
User action &values Enter company code. Enter the parked document number. Enter the fiscal year. Enter a date/time the system will only display changes as from this date. Enter a SAP user name if you want to display changes made by a particular user.
Comment Use the drop down menu.
R R R
Use the drop down menu.
User Name
User name who made the changes.
3. Then Press Enter
to proceed.
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Notes: As standard when you enter the transaction, the last posted document made by any user appears automatically. Otherwise, you have to enter the document number that you need to view its changes in the Document Number field.
4. On screen Parked Document :Changed Fields, a list of changed fields should be displayed .Double-click on an entry to view the change date and old and new values of the field .From here, click 5. Press the All changes if you want to identify the user and time of the changes. icon to display all the changed fields.
Field name
Description Display which fields has been changed Display the fields where entries made Display the fields with deleted data
Comment
Date Field New Old
Creation date of the document. The Field that has been changed. The New value of the field. The Old value of the field. to go to the main
6. Display the document changes and after that press the Back icon menu.
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1.8
Use:
Post or Delete Parked Documents
Document parking can be used to enter and store (park )incomplete documents in the SAP System, without carrying out extensive entry checks .Parked documents can be completed, checked and then posted at a later date -if necessary by a different data entry clerk. Parked documents can be post either individually or via a list .To post several parked documents via a list, the system issues a list of parked document for you to choose from .From this list, you can then carry out any necessary post-processing to parked documents that could not be posted due to missing information such as a cost accounting assignment.
You cannot reuse the document number of a deleted document.
Procedure:
SAP Easy Access Transaction code Accounting Financial Accounting Account Payable Document Parked Documents Post/Delete FBV0
2. On the Post Parked Document :Initial Screen, enter information in the fields as specified in the table below:
Field name Company Code Document number Fiscal Year
Description 4 character identifier of an organizational unit within external accounting. Identifier for an accounting document Identifies the period for which the company use to create its balance sheet
R/O/C. R R R
User action &values Enter company code Enter the parked document number. Enter the fiscal year.
Comment
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(Note :On above table, in column R/O/C; R =Required, O =Optional, C =Conditional)
Notes: As standard when you enter the transaction, the last posted document made by any user appears automatically . If you know the document number that you need to change type the number direct in the Document Number field. If you do not know the Document number press appears: the following screen
3. From the above screen you can select documents by fields like, Posting date, Document date, Document Type etc and then press the Execute icon documents appear if found as below screen. , a list of
4. Double click the Parked Document you want to Post or Delete or press screen appears:
, the following
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5. Press Document in the menu bar and choose Delete to delete the document or Press the Post icon to post the document.
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1.9
Use:
Change Document
The system prevents the data in certain fields of a posted document from being changed . Examples are -the posting amount, account number, posting key, fiscal year and tax amount . Because account information fields and balances are updated on posting, these fields cannot be changed .Changing the data in these fields would entail a manipulation of the figures, with the result being it would no longer be possible to reconcile the documents and accounts .Some fields are changeable in a posted document .Whether or not data can be change in changeable fields depend on the following factors: The document changing rules defined by your system administrator Which other SAP applications, such as CO or MM, you have installed How the application is configured
The change document functionality may also be used to release down payments for payment by changing the Payment Block field .By cancelling the block indicator, down payments will automatically be released and cleared each time the payment program is run .The paying program clears by subtracting the down payment amount from the corresponding invoice amounts and paying the difference.
Procedure:
SAP Easy Access Transaction code Accounting Financial Accounting Accounts Payable Document Change FB02
2. On the Change Document :Initial Screen screen, enter information in the fields as specified in the table below:
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Field name Document Number Company Code
Description Number of the posted R/3 transaction Company code which the document was posted under If the number range that the document type uses is year dependent, you may use this field to be more specific.
R/O/C.
User action &values Enter the document number you wish to change. Document numbers are company code specific. Enter the appropriate fiscal year that the document was posted in.
Comment The system proposes the document number from the last processed document The system proposes the company code that was used in the previous function. If you do not enter a fiscal year and the number range used is year dependent, an additional window will appear if the document number exists in various years..
Fiscal Year
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3. From this screen you can select documents by fields like Document type, Posting
date, Entry date, etc and then press the Execute icon
appear if found.
, a list of documents
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4. Select the Document then press Choose( F9) to change, the following screen appears:
.Or Double click the Document you want
5. On the screen Document :Overview, select a line item by double-clicking on it or click once then selecting the Change Row icon .Only the fields which are not grayed out may be changed .If the line selected corresponds to a vendor posting and the Payment Block field is configured as changeable in the FI Configuration Document Change Rules, you may change the value of this field to release the vendor for payment .You may proceed to the other line items by using the up and down black arrows or the Save and +Next/Previous push buttons .You may also click on the Document Header icon to change selected fields in the document header.
6. Make the changes you need and press the Back button button .
Note:
then press the Save
or press F11
You cannot change the Document Header (Posting date, Document date, and Document type.) You cannot change Amount and Cost Centre or Order. You can change Text, Assignment, and Payment Method only . Page 29
1.10 Display Document Line Items

Use:
This process will display a previously created accounting document .To display a specific document, enter document number, company code and fiscal year (optional.)
Procedure:
SAP Easy Access Transaction code Accounting Financial Accounting Accounts Payable Document Display FB03
2. On the Display Document :Initial Screen screen, enter information in the fields as specified in the table below:
Field name Document Number Company Code
Description The system requires the number of the document you wish to display. The system requires the company code that the document was posted under. If the number range that the document type uses is year dependent, you may use this field to be more specific.
R/O/C.
User action &values Enter the document number you wish to change. Document numbers are company code specific. Enter the appropriate fiscal year that the document was posted in.
Comment The system proposes the document number from the last processed document. The system proposes the company code that was used in the previous function. If you do not enter a fiscal year and the number range used is year dependent, an additional window will appear if the document number exists in various years.
Fiscal Year
(Note :On above table, in column R/O/C; R =Required, O = Optional, C =Conditional) Notes: If you do not know the specific document number you wish to display, click on the List button, enter the parameters that you do know, and run the search in order to find the proper document .Then doubleclick on the desired document to display it.
3. Press Enter to proceed.
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4. On the screen Document Overview, you will see all line items for the document .If you wish to see more details for a specific line item, double click on it .You can also click on the Document Header icon or hit F5 to see the header information for the document .If you desire to make changes to the document, click the Display /Change icon or hit Shift +F1 . In order to return to the Document Overview screen, click on the Overview icon or click on the Back
5. To return to the Display Document :Initial Screen , press the Back icon F3.
or press
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1.11 Display Changes in Document

Use:
To view the last changes that have been made to a certain document and the fields that has been changed
Procedure:
Accounting Financial Accounting General Ledger Document
SAP Easy Access Transaction code
Display Changes
FB04
2. On the Document Changes :Initial Screen, make the following entries:
Field name Company Code
Description Enter Company Code you want to display its Doc .Changes. The Number of the document you want to display its changes . The year you are working in. Name of the User who Made the Change
R/O/C R
User action & values 100 or 200
Comments
Document Number Fiscal Year Period of change: Changed by
2008
3. Then Press Enter, the following screen appears:
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4. Double click the line you need to display the changes made in it or press All changes icon, the following screen appears:
, or press the
Field name Date Field New Old
Description Creation date of the document. The Field that has been changed. The New value of the field. The Old value of the field.
Comment
5. Display the document changes and after that press the Back icon menu.
to go to the main
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1.12 Reverse a Document Entry

Use:
If you have entered an incorrect document, you can reverse it .Note that R/3 can reverse a document only if the following conditions are met: Contains no cleared items Contains only vendor, customer, or G/L line items Was posted within the FI system Contains only valid values, such as business areas, cost centers, and tax codes
Ordinarily, you post a reversing document in the same period you posted the original document . The period of the original document must be open to post a reversing document .If the period is not open, you can overwrite the posting date field with a date in an open period, such as the current period.
Recommended:
Display the document before reversal. Or Press (F5)
Procedure:
SAP Easy Access Transaction code Accounting Financial Accounting Accounts Payable Document Reverse Individual Reversal
FB08
2. On the Reverse Document :Header Data screen, enter information in the fields as specified in the table below:
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Field name Document number Company code Fiscal year
Description The document number of the document to be reversed The company code identifier for the document to be reversed The fiscal year that the document was created in
R/O/C. R
User action &values Enter the document number Enter the proper company code Enter the fiscal year
Comment
You can select the drop down arrow to view a list of available choices
Reversal Reason
Reason for document
reversing
Enter the desired reversal reason
Select the drop down arrow to view a list of available choices . You can use the standard reason codes or enter new codes in configuration.
Posting date
If the reverse document cannot be posted to the same period as the original document, enter the posting date and the posting period of the Reversing document. Effective period of reversal posting Reason code for voiding a related check payment . This functionality can only be used provided the document in question is an accounting document for a check Payment.
Leave blank to accept the original documents posting date or enter the desired posting date
You can select the drop down arrow to view a calendar .
Posting period
Enter if different than the original documents period Codes 01 -03 can only be used automatically by the system .The user can use the others manually and also create their own customized codes.
Void reason code
Select the drop down arrow to view a list of available choices .
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3. On the Document List screen, screen you can select documents by fields like Ledger, Posting date, Document date, Document type, etc .You can use other fields for selecting the document like: 4. Then press the Execute icon , a list of documents appear if found
5. Double click the Document you want to reverse or press
, the first screen appears.
6. You can select the option Display before reversal to verify that the document you chose to reverse is the correct document .You must select the Back icon to return to the previous screen to either save the reversal entry or abort the reversing procedure. 7. Post the reversing document by selecting Document Post or press the Save icon . The system generates a reversing document posting the proper reversing debit and credit amounts .You will receive a message at the bottom of the screen stating Document XXXXXXXXX was posted in company code XXXX 8. Write down the Document number for your reference .Note that a document that has been reversed cannot be reversed a second time.
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1.13 Clear G/L Account

Use
Running the clearing program can clear open items on a G/L account .This program uses predefined criteria to group together open items per account .If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared. The program groups together those items from an account that have the same: Business area Trading partner ID Reconciliation account number Currency in which the General Ledger is updated Four additional criteria that is user-defined You can specify criteria for each account type based on a single account or an interval of accounts .These criteria let you select which items to process together and ensure that only those items that are part of the same business transaction are cleared with each other
Procedures
SAP Easy Access Transaction code F-03 Accounting Financial Accounting General Ledger Account Clear
2. On the Clear G/L Account :Header Data screen, enter information in the fields as specified in the table below:
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Field name Account
Description The number of the G /L account to have items cleared.
R/O/C. R
User action &values Enter in the G/L account number. Can default from settings in User Parameters .The system requires that you select a valid customercompany code combination.
Comment You may only clear items from one account at a time.
Company code
Up to 4-digit code in which the customer exists.
Clearing date
Date of transaction.
clearing
Defaults in as todays date .
Even if you change the clearing date to a date in the past, it will assign the default date as the clearing date.
Currency
Period
Normal Area
OI
The currency of the amounts involved in the transaction. 2 char identifier used indicate the period in which the posting will be placed. Indicates that only standard open items are to be taken into consideration during clearing.
Additional selections Area
A series of other document selection criteria.
Default to USD * -Can default by setting editing profile. Defaults to current period, based on the clearing date. Default is set so that only normal open items will be taken into consideration for clearing. The default selection is None. Click on any single selection option to limit the open item list generated.
(Note :On Above table in column R/O/C, R =Required, O =Optional, C =Conditional)
3. Press Enter
or the Process open items icon.
to continue
4. On screen Clear G/L Account :Process open items, double-click on the dollar amount field of the item(s )to be cleared.
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5. As you select each item from the list of open items (double-click), the total amount will appear in the Assigned field .For an acceptable clearing transaction situation, this field must equal zero before you post the transaction. 6. Press the Post icon to or press (Ctrl-S)post the payment
7. A system message will appear indicating that the clearing document has been created and a system-generated number will be attributed to that document . 8. You have four types of open items clearing : a. Standard Clearing: Standard Clearing means the payment amount is equal to the open item amount without any differences. b. Partial Payment A partial payment is a payment that is posted to an account without any open items being cleared .You assign this partial payment to an open item .When you post the partial payment, the system marks the document number of the original open item in the line item for the partial payment .The original open item and the partial payment remain open. c. Residual items A residual item results when a payment is made for less than the actual amount outstanding .You clear the original open item, and the system posts a new open item . This new open item is for the same amount as the original open item minus the amount paid. d. Withholding tax
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On the Clear G/L Account :Process open items screen, the Standard tab, make the following: 10. After entering the screen Clear G/L Account Process open items , by default all items 9. activated .To deactivate all items first choose Select all and then Deactivate items , in order .Afterwards you can choose Select and then Activate items to select the appropriate items, which you want to clear.
The activated items (represented in blue writing )can become afterwards cleared, if in the field Not assigned contains an amount of 0, 00 or the difference does not exceed the tolerance limit for users. 11. On the Editing Status, the following data appears:
Field name Number of items Display from item Display in clearing currency Amount entered Assigned Not assigned Description Number of items displayed in the list. First item to be displayed on the page. Shows the Display Status Amount to be cleared. Total of the active items displayed. Shows the difference between the amount to be cleared and the net total of the active open items selected for clearing. <Document Currency/Local Currency> <0> <0> Must be =ZERO Comment
12. In the table below there are some other options Icon Description Icon Document Overview Clearing Text Distribute difference Charge off difference Select Select Block Deselect All 13. Press the Document Overview
Description Field Content Search Find Amount Display Gross/Net Amount Display Currency Activate Cash Discount Deactivate Cash Discount
icon to display the document.
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Note :The Clearing Document may have no line items. 14. 15. Press the Post icon to post the clearing.
The following message appears where 100000063 is the clearing document number
16.
Write down the document number for your reference.
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1.14 Reset Cleared Items

Use
You can reset clearing procedures for individual documents .When resetting clearing postings, the clearing data is removed from the line items (and the reversal data, where it existed, is removed from the document header .)The document changes are logged and can be displayed in the change documents .Payment history and credit limit will be corrected, when needed, after resetting cleared items in Accounts Receivable .This process will be utilized for opening misapplied payments and for reversing and reissuing credit refunds .
Procedures
SAP Easy Access Transaction code Accounting Financial Accounting Accounts Payable Document Reset Cleared Items
FBRA
2. On the Reset Cleared Items screen, enter information in the fields as specified in the table below:
Field name
Description Number of the document with which the line item was cleared. Four-character identifier of company code.
R/O/C.
Clearing document
User action &values Enter in the 10-digit system-assigned number .This is the clearing document or the payment number, or offset number.
Comment
Make sure that you have the information of what payment or offset is to be reset .
Company code
the
Enter in the Can be set as default company code. parameter. Make sure you enter the current year, Enter year that the otherwise it will affect cleared item was the G/L reporting and posted. upper management reports regarding Page 42
Fiscal year
Defines a period, 12 months as a rule, for which the company is to create its inventory and balance sheet.
previous years. (Note :On Above table in column R/O/C, R =Required, O =Optional, C =Conditional) Notes: Click on the Accounts button company code. Click on the Items button to view customer account number and to view the documents you are about to reset .Place to view details. to view
the cursor at the displayed line items and click on Click on Accompanying Correspondence button correspondences.
3. If there is any correspondence that is currently in the queue to be printed, the system will ask you if you want to deactivate any open correspondence .You should click the Yes option. 4. Press Reset Cleared Items to reset the document(s.) 5. A dialog box will pop-up with 2 options :Resetting and Resetting and Reverse 6. Select Only resetting by double clicking on the selection box .This cancels and reopens documents cleared by payment allocation or other cleared items. 7. Select Resetting and reverse by double-clicking on the selection box .This will cancel credit refunds and reissue.
Notes: If the document is involved with another clearing document, the system will generate an error message that the document is not purely a clearing document. This error message will display the following: Diagnosis :the system will display what other items are involved and notify you that the document will not be reset. System response: notification that the payment cannot be reset. Procedure :the system will give you instructions to check your data and correct your entry .It will instruct you to reset the other items to be able to reset this one.
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If the items are archived, the system will check the archives and if the document is found it will be reset .Otherwise, the A/R control clerk will have to perform the following procedure: o If the payment is to be reset and cleared again, the clerk should utilize Post with clearing. o If the payment is to be reset and left open, the control clerk should utilize Post without clearing .The open items would then be resolved by the Credit department.
8. When selecting Resetting and Reverse, on the Reversal data box, enter the information from the table below:
Field name Reversal reason Description Reason for reversing a document. Date when a document is reversed. Period which corresponds to the reversal date. R/O/C. R User action &values Enter the proper reason code based on the process you will perform. Enter current date .This has to be todays date for auditing purposes. Enter current posting period .Enter the number of the current month. Comment
Posting date
Posting period
9.
Select the
in the Reversal data box. in the Information box to post the document. in the next Information box to complete the reset of cleared items.
10. Select the 11. Select the
12. If selecting Only resetting on the Reversal of clearing document box: 13. Click on the Only resetting button to reset the cleared item. 14. If resetting cleared documents that were cleared without posting, after entering the information on the Reset cleared items screen and selecting the Save button message will appear that the cleared documents were reversed. , a
1.15 Display G/L Accounts Balances (New)

Use:
You can display the balances of the individual posting periods for your G/L accounts .To do so, you specify the ledger for which you want to display the G/L account balances.
Procedure:
General ledger Business Process Procedures Page 44
1. Access the transaction on SAP Graphical User Interface (SAP GUI:) SAP Easy Access Transaction code Accounting Financial Accounting General Ledger Account Display Balances (New) FAGLB03
2. On the G/L Account Balance Display screen, enter the information in the fields as specified in the table below:
Field name Account Number Company Code Fiscal Year Ledger Grp
Description G/L account number that identifies it in the Chart of Accounts. Enter Company Code you need to display its balances. The year you are working in. The code that identifies the Ledger Group to be posted to.
R/O/C R R R C
Comment One G/L acct or Range One Company Code or Range
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Notes: If you want to change the Ledger, press the Choose Ledger icon .
You can display more than one account in the same time by pressing the Multiple selection button beside the Account Number field the following window opens:
Tab Select Single Values (1) Select Intervals Exclude Single Values Exclude Intervals
Description You can select single values

You can select ranges
You can remove single values You can remove ranges
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Note: If you need more details of the totals double click the number you need to see its details.
Result:
The balances for every period in the year are displayed.
To show the single document entries of a period, select the balance field of the period you want to display by double-clicking. To show all the documents of the year, select the total balance field by double-clicking.
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1.16 Display G/L Accounts Balances

Use:
The system displays the debit and credit balances of the individual posting periods as well as the cumulative balances of the G/L account The account balance displays the following:
The opening balance (the balance carried forward from the previous year ) The total of all transactions for each posting period, broken down into debit and credit
postings (transaction figures)
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI:) SAP Easy Access Transaction code
Accounting Financial Accounting General Ledger Account Display Balances
FS10N
2. On the G/L Account Balance Display screen, enter the information in the fields as specified in the table below:
Field name
Description
G/L account number that identifies it in the Chart of Accounts. Enter Company Code you need to display the account balance in it. The year you are working in.
R/O/C
Comment
One G/L acct .or Range
Account Number
Company Code Fiscal Year
One Company Code or range
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Notes: You can display more than one account in the same time by pressing the Multiple selection button beside the Account Number field the following window opens:
Tab Select Single Values (1) Select Intervals Exclude Single Values Exclude Intervals
Description You can select single values You can select ranges You can remove single value You can remove ranges
3. Press the Execute icon
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Note: The balances for every period in the year are displayed .If you need more details of the totals double click on the required period to see its details.
To show the single document entries of a period, select the balance field of the period you want to display by double-clicking. To show all the documents of the year, select the total balance field by double-clicking. 4. Select the line item you want to change by clicking the box at the start of the row and choose the Edit icon , if you want to display it choose the Display icon .
Note : Certain fields can be changed for each type of account. Fields to be changed differs whether the Line Item was posted, open or cleared. 5. Display the account balances and press the Back icon to go to the previous screen.
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1.17 Display/Change G/L Accounts Items (New)

Use:
In the general ledger view, you can display the line items together with the general ledger account assignments (General Ledger Line Items )and G/L account line items or document data for one or more G/L accounts. In the general ledger view, you cannot display any documents that are noted or parked because there are no general ledger line items for these documents .
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI:) SAP Easy Accounting Financial Accounting General Ledger Account Access Display/Change Items (New) Transaction FAGLL03 code 2. On the G/L Account Line Item Display G/L View screen, enter information in the fields as specified in the table below:
Note: If you want to change the Ledger, press the Choose Ledger icon
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4. A list of all the Line Items of this account is displayed. 5. Select the line item you want to change by clicking the box at the start of the row and choose the Edit icon , if you want to display it choose the Display icon .
Note : Certain fields can be changed for each type of account. Fields to be changed differs whether the Line Item was posted, open or cleared. 6. Make your changes and press the Save icon
Result:
The line items of an account have been displayed /changed.
Instead of switching to the entry view, you might want to display /change line items belonging to a specific ledger .Choose Ledger allows selecting different G/L-Ledgers and leads to the creation of a list, which contains the respective line items.
You cannot change accounts, amounts, tax amounts, or tax codes .If you get an error regarding these document contents after posting the document, you have to reverse it .
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1.18 Display or Change G/L Line Items

Use:
You can display the line items for one or more accounts. Line items are document items that were posted to a specific account .In contrast to a document item, a line item only contains the information from the document that is relevant from the account view.
Prerequisites
In order to display the line items for an account, the account must be managed with line item display .This means that you have set the indicator Line item display in the master data of the account.
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI:) Accounting Financial Accounting General Ledger SAP Easy Access Account Display/Change Line Items Transaction code FBL3N 2. On the G/L Account Line Item Display screen, enter information in the fields as specified in the table below:
Field name G/L account Company Code
Description G/L account number that identifies it in the Chart of Accounts. Enter Company Code you need to display its line item or change
R/O/C.
Comment
One G/L acct .or Range One Company Code or Range
3. For the Selection using search help: General ledger Business Process Procedures Page 53
Field name Search help ID Search String
Description Key that describes the search criteria
R/O/C.
User action & values <G/L account description in chart of accounts>
Comment
4. For the items to be Displayed or Changed:
Note: You have 3 options to display line items: Open items: you can display open items to a specific date (open items means items that not yet cleared.) Cleared items: you can display cleared items from a date to a specific date (cleared items means as example invoices paid.) All items: you can display all items (open and cleared )from a date to a specific date. 5. For the Line Items selection:
Note: You have 3 options: Normal items: Invoices, payments and credit memos. Noted items: Not used Parked items: documents not yet posted
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, a list of Line Items is displayed.
7. First you will find descriptions for some symbols in the screen: Icon Description Icon Means this item is still open.
Means this item is cleared.
Description
Means this document is not yet posted. Means this document was posted.
8. Second you have some icons in the toolbar: Icon Description Icon Display Document Change Document Display check information Account Master Data
Filter icon to filter by any category available.
Description
Sum icon to make sum to specific column.
Subtotal icon make subtotals to specific column

Sum icon to make sum to specific column.
Change layout icon used to change the columns displayed

Select layout icon used to change the layout by another saved layout Save layout icon used to save specific layout .
Sort ascending Sort in Descending Order 9.
To Display the Line Item click on the check box then press the Display icon .
10. To Change the Line Item click on the check box then Press the Change icon . Note : Certain fields can be changed for each type of account. Fields to be changed differs whether the Line Item was posted, open or cleared.
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1.21 Recurring Entries

Use:
Some business transactions are repeated regularly every period or quarter such as rent and insurance .SAP gives the Recurring Entry option to make this entry one time and run it every period and have the same financial effect. The following data never change in the Recurring Entry :Posting Key Account Line item Amounts. You enter the recurring data in a Recurring Entry original document and then run the Recurring Entry Program .
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI:) SAP Easy Access Transaction code
Accounting Financial Accounting General Ledger Posting Reference Documents Recurring Document FBD1
2. On the screen Enter Recurring Entry :Header data, enter information in the fields as specified in the table below:
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Field Name Company code First run on
Description Four-character identifier of the company code The first day that documents should be posted The last day that documents should be posted The number of months between the postings (run frequency) The day of the month that the accounting documents should be posted Plan which contains the required run dates for recurring entry original documents When generating accounting documents from recurring entry original documents in foreign currencies, usually only the currency fields are adopted .The local currency is calculated then according to the valid exchange rate at that time .If you want to generate documents using the historical rate, you need to set the corresponding indicator . This ensures that even local currency amounts will be adopted in the new accounting documents. Generally, only the currency fields are transferred when creating accounting documents from recurring entry original documents in foreign currency, and the local currency is predetermined according to the rate valid then .If,
R/O/C R
Last run on
User Action & Values Select the drop down arrow to select from the available choices. Select the drop down arrow to see a calendar. Select the drop down arrow to see a calendar. Select the drop down arrow to select from the available choices. Select the drop down arrow to see a calendar. Select the drop down arrow to select from the available choices.
Comments
Interval in months
R/C
Run date
R/C
Either the Interval in months or the Run date must be selected. Either the Interval in months or the Run date must be selected.
Run schedule
R/C
Transfer amounts in local currency
Select if appropriate
This indicator may also be useful for postings made in local currency, if more than one local currency is recorded or additional currencies are used in the special purpose ledger .If this indicator exists in local currency documents, the system transfers the value date in the document header . This means that additional currencies are translated at historical rates. When setting this indicator, also note the customizing of the company code in which this document is to be created .It can make sense, for example, to transfer the local currency amounts of the normal line items
Transfer tax amounts in local currency
Select if appropriate
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Field Name
Description however, you want to transfer the tax amounts with the "historical rate", then you should set this indicator.
R/O/C
Comments from the recurring entry original document, yet not the tax amounts, in the case of company codes which propose a separate date for the translation of the tax amounts .These are then always translated according to the current rate from the exchange rate table .If a manual rate is to be entered for the tax amounts, then this indicator should be set in order to transfer the amounts specifically . The tax rate set is then also transferred.
Copy texts
By selecting this parameter the recurring entry document long texts (in the document header and line items ) are transferred to the actual documents. Two-character identifier of the document type Two-character identifier of the currency used for the posting Translation date for determining the exchange rate that is to be used for translation . The exchange rates are stored in the system. The document header text contains explanations or notes that apply to the document as a whole, that is, not only for certain line items. This field contains the business area of the trading partner .Together with the business area to which the posting is R
Enter if desired
Document type Currency/rate
Select the drop down arrow to select from the available choices. Select the drop down arrow to select from the available choices. You do not need to enter a date unless the date in question is not the same as the document entry date.
Translation date
Document header text
Enter if desired
Trading partner BA
This relationship enables the elimination of IC sales at business area level within
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Field Name
Description made, there is a sender/receiver relationship in each line item. Two-digit numeric key that controls the entry of document line items Account (vendor )which is to be posted Identifies a special G/L transaction (i.e., down payments & bills of exchange )
R/O/C
Comments business area consolidation.
Posting key
Account
Select the drop down arrow to select from the available choices. Select the drop down arrow to select from the available choices. Select the drop down arrow to select from the available choices.
Sp .G/L
Note: In column R/O/C of above table, R =Required, O =Optional, C =Conditional
3. Select the Enter icon to proceed . 4. On screen Enter Recurring Entry :Add G/L or Vendor item, enter information in the fields as specified in the table below: Note :This view change depending on the account entered (expense account differs from current asset accountetc.)
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Field Name Amount
Description Amount of the posting to apply to the account entered on the previous screen Automatically calculates tax during simulation or posting.
R/O/C R
User Action & Values Enter the amount
Comments
Calculate tax Tax code
C C
Check if applicable Enter if necessary Conditional based on account Master records have separate areas for Financial Accounting, Sales, and Purchasing .You can specify different terms of payment keys in each of these areas .When you then enter a business transaction, the application in question will use the key specified in its area of the master record.
Payment terms
Key for defining payment terms composed of cash discount percentages and payment periods.
Select the drop down arrow to select from the available choices if entering for a vendor or customer account
Bline date
Date to which the periods for the cash discount deadline and the due date for net payment refer .This is the case for line items in open item accounts. For line items in G/L accounts, the item is due immediately on this date because there are no cash discount specifications. Period within which a payment must be made in order to take advantage of the first cash discount terms.
Accept proposed date or enter a different date
If the cash discount rates (and days )have not been entered, the baseline date for payment is the same as the due date.
Days%/
Accept proposed values or enter new values if applicable
Text
Contains an explanatory text on the line item.
Enter a text manually or transfer a standard text .To transfer a standard text you enter the corresponding text variable with a prefixed equals sign =(XXXX.) Select the drop down arrow to select from the available choices.
Texts with an asterisk at the first position are transferred into the line item list for the correspondence, for example, in dunning letters or payment confirmations .It is a requirement, that the field "Segment text "is present in the form for the correspondence. Only enter if this is not the previous account was not the last
Posting key
Two-digit numeric key that controls the entry of the next document line item .Use an
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Field Name
Account
Sp .G/L
Trans .Type
Description appropriate key to reflect if the next entry will be a debit or a credit and if it will be a vendor, customer or G/L account. Add either additional vendor accounts or enter the balancing G/L account (s )which is to be posted for the next line item Identifies a special G/L transaction (i.e., down payments & bills of exchange ) The transaction type in Asset Accounting classifies the business transaction.
R/O/C
Comments
Select the drop down arrow to select from the available choices.
Only enter if this is not the previous account was not the last
Select the drop down arrow to select from the available choices. Select the drop down arrow to select from the available choices.
Note :The fields listed above are all conditional based on which type of account is being entered and the R/3 configuration .The type of account is dependent on the Posting Key that was entered . Generally, for an Accounts Payable recurring entry, the first screen will be for a vendor account then subsequent screens can either be for additional vendors or for the balancing G /L accounts .If this is the last entry, then leave the Posting Key and Account fields blank and proceed as follows .Otherwise continue to select the Enter icon to continue entering line items.
4. Then Press Enter. 5. Next screen for the Second Line Item:
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Field name Amount Value Date
Description
R/O/C R
User action & values *
Comment The *represent the same amount of the First Line Item.
Used in Bank Accounts
6. Press Overview
icon to view the document.
7. On the Enter Recurring Entry Display Overview screen, you can see the document that is to be posted afterwards. 8. When satisfied with the results, select Document Post or Press the Post save the recurring entry and record the posted documents number.. 9. The following message appears where 9100000001 is the document number icon to
10. Write down the Recurring Document number for your reference.
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1.22 Change Recurring Documents

Use:
Changing a recurring document is similar to changing other FI documents except that all the line items in recurring documents are open for change .The document header information on the other hand is still very restrictive for changes .Recurring document may also be access in the General Ledger, Accounts Payable and Accounts Receivable .This BPP will demonstrate on how to change a recurring document in Accounts Payable .The procedures though are very similar in Accounts Payable, Accounts Receivable and General Ledger.
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI::)
SAP Easy Access Transaction code Accounting Financial Accounting General Ledger Document Reference Documents Recurring Entry Document Change FBD2
2. On screen Change Recurring Document :Initial Screen, enter information in the fields as specified in the below table:
Field Name Document number Company code
Description Number that uniquely identifies the document that was created for the recurring entry original document Identifier of the company code to which the document was posted
R/O/C R .
Comments
Use the drop down menu. Although the Fiscal year is not a required field, it should be enter here otherwise the system will prompt you to enter the fiscal year later on .
Fiscal year
Fiscal year in which document was posted
the
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3. From this screen you can select documents by fields like Document type, Posting date, Entry date, etc and then press the Execute icon found. , a list of documents appear if
4. Double click the Document you want to change or press the Choose icon
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5. Press
to continue.
6. On screen Document :Overview, edit one or more line items by double-clicking the line item and changing the data contained in it. To edit the document header information, select Goto Doc .Header .You can then add or change the Reference Number and Text fields in the document header. To edit the recurring entries data, such as the run schedule go into the Change Document overview screen and then select Goto Recurring entry data .You may change the Next Run Date, Last Run Date, Interval in months, Run date, Run schedule, Number of runs and Delete Code fields.
7. Double click the Line Item you want to change, for example the first line item.
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8. In order to change Recurring Entry Data select from the Menu Bar Goto Recurring Entry Data
Note :In case you need to delete the Recurring Document for any reason set the Deletion Indicator Field.
9. Make the changes you need and press the Back button button . Note: , the message
then press the Save
You cannot change the Document Header (Posting date, Document date, and Document type.) You cannot change Amount and Cost Centre or Order. You can change Text, Assignment, Terms of Payment, Base Line date, Payment Method only .
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1.23 Display Recurring Documents

Procedure:
1. Access the transaction on SAP Graphical User Interface (GUI:) Accounting Financial Accounting General Ledger SAP Easy Access Document Reference Documents Recurring Document Display Transaction code FBD3 2. Perform the same steps like the previous transaction, but only for displaying not changing the Document. 3. Double click the Recurring Document you want to Display, the following screen appears:
4. Display the document and after that press the Back icon
to go to the main menu.
5. In case you want to Display the Recurring Entry data, From Goto Recurring Data Entry the following screen appear:
6. Press
to exit this screen.
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1.24 Display Changes in Recurring Document

Use:
To view the last changes that have been made to a certain document and the fields that has been changed
Procedure
1. Access the transaction on SAP Graphical User interface (GUI:) Accounting Financial Accounting General Ledger Document Reference Documents Recurring Document Display Changes FBD4
SAP Easy Access Transaction code
2. On the Recurring Document Changes :Initial Screen, make the following entries:
Field name Company Code Document Number Fiscal Year Changed by
Description
Enter Company Code you need to display its recurring document changes in it. The Number of the document you want to display its changes The year you are working in. Name of the User who Made the Changes
R/O/C
R O R

100 or 200
Comments
2008
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7. Then Press Enter, the following screen appears:
8. Double click the line you need to display the changes made in it, or press the All changes icon, the following screen appears:
Field name
Description Display which fields has been changed Display the fields where entries made Display the fields with deleted data Display which fields has been changed Creation date of the document. The Field that has been changed. The New value of the field. The Old value of the field.
Comment
Date Field New Old
9. Display the document changes and after that press the Back icon
to go to the main.
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1.25 Delete Reference Document (Recurring Entry)

Use
You can only delete recurring entry documents that are flagged for deletion .The recurring entry program automatically flags recurring entry documents for deletion if the next run date determined by the program is after the last scheduled run date .The system thereby indicates that the recurring entry document is not to be used again .You can also set the deletion flag yourself in the recurring entry document. When you use a run schedule, the program flags a recurring document for deletion if there is no run date in the schedule which is later than the current run date .In this case the program tells you which recurring document has been flagged for deletion .You can remove this flag if, for example, you have not yet entered all run dates .Make sure you then complete the run schedule. The recurring entry program no longer uses recurring documents, which are marked for deletion.
Prerequisite:
Recurring documents can only be deleted if they have a delete flag in the document header.
Procedure:
1. Access the transaction on SAP Graphical User Interface (GUI:)
SAP Easy Access Transaction code F.56 Accounting Financial Accounting Accounts Payables Document Reference Documents Recurring Entry Document Delete
2. On the screen Delete Reference Documents, enter information in the fields as specified in the table below:
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Field Name
Description
R/O/C
Comments This field is optional . However you should enter a company code to avoid inadvertently deleting documents in other company codes.
Company code(s)
The company code(s )that contains the recurring document to be deleted. The document number(s )of the recurring document that is to be deleted. The fiscal year(s ), which contains the recurring document that, is to be deleted. The document type of the recurring document that is to be deleted.
Document number(s) Fiscal year(s) Reference document type
O D = Recurring documents M = Sample posting documents
Input Document type as defined. i .e .D or M
Select the test run field to generate a list of the recurring documents that are Test run O to be deleted before the actual deletion of the documents occurs. (Note :On above table, in column R/O/C; R =Required, O =Optional, C =Conditional)
3. For the indicator Test Run, check if you want to run this program in a test mode, where no changes are made. 4. Then Press the Execute icon .
5. List of the reference documents that can be deleted is displayed.
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6. Take a note with the Document Number you want to delete. 7. Press the Back icon and remove the Test run indicator.
8. Write the Document Number in the Document numbers filed and Press the Execute icon. 9. This following warning appears, Press Yes if you want to delete the document or No or Cancel if you dont want to delete it.
10.
This message appears has been deleted.
that means The document
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1.26 Evaluating Recurring Entry documents

Use:
You can evaluate recurring entries according to the following criteria:

Time period :To do this, enter a start and/or an end date .These dates refer to the specifications made as to the first and last run date stored in the recurring entry document. Documents not executed Documents to be considered in the future :To consider these documents for the next run of the recurring entry program, enter the required settlement period.
If required, you can restrict this evaluation to certain accounts.
Procedure:
1. Access the transaction on SAP Graphical User Interface (GUI:)
SAP Easy Access Transaction code Accounting Financial Accounting General Ledger Periodic Processing Recurring Entries Lists F.15
2. On the Recurring Entry Documents screen, make the following entries:
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Field name Company Code Document Number Fiscal Year
Description Enter Company Code you need to view its recurring documents. The Number of the document you want to display its recurring entry on it. The year you are working in.
R/O/C R O R
User action & values 100 or 200 Or from 100 -200
Comment Mandatory
2008
Further Selection Created by Non-filled documents Customer Accounts Vendor Accounts Display G/L Accounts The Name of the user who created the recurring documents If you want the recurring documents which have not yet been executed are also displayed. To display customer accounts that has recurring documents. To display Vendor accounts that has recurring documents. To display G/L accounts that has recurring documents.
Set indicator
If needed
Set indicator Set indicator Set indicator
If needed If needed If needed
4. 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. 5. The list displays the date of the next posting run.
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1.27 Execute Recurring Entry

Use:
In this step you create posting documents from the recurring documents. To create accounting documents from recurring entry original documents, you have to either run the recurring entry program or schedule it to be run .The run dates you enter in the original recurring entry documents are not sufficient to create accounting documents .You must run the recurring entry program at the appropriate intervals and specify, by entering a settlement period, which recurring entry original documents are to be included in the run. The recurring entry program generates a batch input session .This contains the accounting documents that are to be created .After running the recurring entry program, process this batch input session to carry out the postings.
Prerequisite:
Recurring documents have to be posted.
Procedure:
1. Access the transaction on SAP Graphical User Interface (GUI:) SAP Easy Access Transaction code
Accounting Financial Accounting General Ledger Periodic Processing Recurring Entries Execute F.14
2. On the Create Posting Documents from Recurring Documents screen, make the following entries:
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Field name Company Code Document Number Fiscal Year Settlement period
Description Enter Company Code need to make the run posting in it. The Number of document you want to the recurring entry on it. you the the run
R/O/C R
User action & values 100 or 200 Or from 100 -200
Comment Mandatory
O R <2008> <From :01.09.2008 To :> Default but can be change
The year you are working in. Enter the date of the period you run (form day 1 to day 31.)
Batch input Enter Batch Name which you session have authority on. name User name Note: You will run the batch input session to affect the financial statement 3. Press the Execute icon , a message should appear to you Session was created .This batch input session has to be processed so the actual documents are posted. Note: If this message does not appear, one of the following has happened: The recurring entry original document was not created correctly. Your selection for the recurring entry program was incorrect. Another person has generated your recurring entry. Enter your username.
Process only the session that you created by yourself.
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1.28 Running Batch Input Session

Use
This activity runs the batch input session .
Prerequisites
A batch input session must exist or be created.
Procedure
Carry out the following steps: 1. Access the transaction on the SAP Graphical User Interface (SAP GUI)
SAP ECC Menu Transaction Code System Services Batch Input Sessions SM35
2. On the Batch Input :Session Overview screen, select a session to process and choose Process Session( F8.)
3. On the Process Session Create screen, select a mode (Display errors only is preferred, but Process/foreground and Background also work.)
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4. Then choose Process
or Enter.
Process/foreground :All the screens are displayed and must be confirmed with Enter Display Errors Only :The documents are not posted in the foreground; only documents with errors are displayed, which you can correct . Background :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. Check manually whether all documents of a session were posted .You can see this in the session overview .If a session was processed in the foreground, the selection screen Session Successfully Processed displays after the posting .Confirm the selection screen with Enter. Correct any errors that show during processing.
Result
Accounting documents are posted and recurring documents are updated with processing data (next run on and number of runs .)To display a posted document, use transaction code FBL1N.
Debited Accounts G/L Accounts Vendors Customers Credited Accounts G/L Accounts Vendors Customers
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1.29 Process Automatic Clearing

Use
You can use the clearing program to clear open items from customer, vendor, and G/L accounts .This program uses predefined criteria to group together open items per account .If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.
Procedure
1. Access the transaction on SAP Graphical User Interface (SAP GUI)
SAP system menu Transaction code Accounting Financial Accounting General Ledger Periodic Processing Automatic Clearing Without Specification of Clearing Currency F.13
2. On the Automatic Clearing screen, enter information in the fields as specified in the below table GENERAL SELECTIONS area criteria can be specified as to which items to clear . For example, you can select various company codes, fiscal years, document numbers or posting dates .If you leave these selections blank, the system will select everything .
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Field name Company Code
Description Enter the company you need to make the clearing in it Enter the Fiscal year of the transactions you need to clear if you want to clear certain documents, select the numbers indicator Enter assignment if you need to clear special assignments (regularly not used) Enter posting date if you need to clear special posting dates (regularly not used) Assign this flag if you need to clear customers automatically Assign this flag if you need to clear a special customers transactions automatically
R/O/C R
User action & values <100>
Comment
Fiscal Year
<2008>
Document number Select G/L accounts Assignment
<Doc .No.>
Posting date
R/C
Special G/L IndicatorCustom Customer accounts
Enter special GL code Enter customers codes need to clear you R/C
Assign this flag if you need to clear vendors automatically Assign this flag if you need to clear a special vendors transactions automatically Special G/L IndicatorVend Vendors accounts Enter special GL code Enter vendors codes you need to clear Assign this flag if you need to clear GL accounts automatically G/L accounts Enter GL accounts codes you need to clear Assign this flag if you clear GR/IR account
R/C
<Set indicator>
3. Under the POSTING PARAMETERS area First perform a test run; the indicator is activated automatically.
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Field Name Clearing Date Test Run
Description The date the clearing will be effective. The Test Mode option is defaulted on the Parameter screen.
R/O/C R/C
User Action and Values Enter the relative period: i.e .End of Month--EOM Run the clearing program in Test Mode to review the data prior to a production run.
Comments Defaults to the current date.
4. Under the OUTPUT CONTROL area
Field Name Detail list with error log .
Description Allows for user to review accounts not cleared .
R/O/C R
Comments Defaults by the system.
(Note :On Above tables in column R/O/C, R =Required, O =Optional, C =Conditional)
5. Choose Execute or press (F8) 6. Choose Back or press (F3.)
7. Deselect the field test run, all further entries remain unchanged. 8. Choose Execute or press( F8) .You will perform the real run the system displays the warning :This program run is a production run.
9. Choose Enter to confirm the warning and to start the run.
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1.30 Automatic Clearing with Clearing Currency Specified

Use
You can use the clearing program to clear open items from customer, vendor, and G/L accounts .This program uses predefined criteria to group together open items per account .If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.
Procedures
SAP Easy Access Transaction code Accounting Financial Accounting General Ledger Periodic Processing Automatic Clearing With Specification of Clearing Currency F13E
2. On the Automatic Clearing screen, the same steps as transaction F.13, except for the Posting parameters make the following entries:
Field name
Description The date the clearing will be effective. Currency for the clearing You can specify clearing currency from assignment or enter a clearing currency The Test Mode option is defaulted on the Parameter screen.
R/O/C R/C R/C R/C
User action & values Enter the relative period: i.e .End of Month--EOM
Comment Defaults to the current date.
Clearing date
Clearing Currency Clearing curr . From assignment
Run the clearing program in Test Mode to review the data prior to a production run.
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3. Under the OUTPUT CONTROL area
Field Name Detail list with error log .
Description Allows for user to review accounts not cleared .
R/O/C R
Comments Defaults by the system.
(Note :On Above tables in column R/O/C, R =Required, O =Optional, C =Conditional)
4. Choose Execute or press (F8) . 5. Choose Back or press (F3.) 6. Deselect the field test run, all further entries remain unchanged. 7. Choose Execute or press( F8) .You will perform the real run the system displays the warning :This program run is a production run.
8. Choose Enter to confirm the warning and to start the run.
Result
A log of the program run is provided .Per General Ledger account all groups of open items are arranged, which show the same clearing amount in the debit and credit .If the clearing criteria agree a clearing date as well as a clearing document number is indicated, under that the clearing took place.
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1.31 Cash Journal

Use
The cash journal is a sub-ledger of Bank Accounting .It is used to manage a company's cash transactions .The system automatically calculates and displays the opening and closing balances, and the receipts and payments totals .You can run several cash journals for each company code .You can also carry out postings to G/L accounts, as well as vendor and customer accounts .The cash journal is a single-screen transaction .This means that you
can enter, display, and change cash journal documents on one screen.
Procedures
SAP Easy Access Transaction code AccountingFinancial Accounting General ledger Posting Cash Journal Posting FBCJ
2. In the Cash Journal 101 Company Code 100 screen, make the following entries:
Field name User action and values Comment
Data selection Press Today icon if you want the cash journal of the same day. You can change the cash journal and company code from this icon Balance display for display period This screen display the cash journal balance as soon as the data saved or posted
Display period
Cash journal
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1.31.1
Cash Journal Cash Receipt Transaction
1. In the Cash Journal 101 Company Code 100 screen, Cash receipts tab, make the following entries:
Field name
Description A company code accounting transaction contains the following information per transaction type :Payment/receipt (G/L account for the offsetting posting), Tax code(Transaction type), Cash transfers to/from the bank( :G/L account for the offsetting posting), Transaction type : (Customer/vendor posting) In case of you have more than one account in the same payment press this icon
R/O/C
Comment
Business transaction
Receipt account
from
bank
Press F4 to get the Bus . Trans.
Amount Split G/L Recpt recipient Text Filled it by actual recipient Description of the payment
R O R R O
5000
17000001
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2. Press Enter, the Doc .Stat. Icon will turn to red and there is no change in the Balance display for display period. 3. When you press Save icon the Doc .Stat. Icon will turn yellow and the window of Balance display for display period is affected.
4. Finally when everything is previewed you can post Icon will turn green.
the entry .The Doc .Stat.
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Icons
Description You can change the cash journal & the cocd while you are processing entries . You can print the entire cash journal entries posted in the time period displayed . If you want to Save several entries, select them then press this icon . If you want Post several entries, select the entries then press this icon . You can print the cash journal entries saved . You can also display the follow-on docs .arising for the cash journal entries posted.
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1.31.2
Cash Journal Cash Payments Transaction
1. In the Cash Journal 101 Company Code 100 screen, Cash payments tab, make the following entries:
Field name Business transaction Amount Tax code G/L Recpt recipient Text Vendors Cost Centre
Description
R/O/C R R
User action & values Expenses 5000
Comment Press F4 to get the Bus . Trans.
The tax code represents a tax category which must be taken into consideration when making a tax return to the tax authorities.
R R 30000001
Filled it by actual recipient Description of the payment Enter the vendor account which you pay to
R O R R 400005 1
2. Click on Save icon the Doc .Stat. Icon will turn yellow and the window of Balance display for display period is affected. 3. Finally when everything is previewed you can post Icon will turn green. General ledger Business Process Procedures the entry .The Doc .Stat.
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Sap Fi General Ledger Frequently Used Procedures

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Sap Fi General Ledger Frequently Used Procedures

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General Ledgers

Business Process Procedures

Prepared by Eyad Badran & Hussam Abo Elsoud V 1.01

General ledger Business Process Procedures

1.27 1.28 1.29 1.30 1.31

General ledger Business Process Procedures

General Ledger Accounting Create a General Ledger Account

Field Name Account number Company code

User Action & Values

Note :On above table, in column R/O/C, R =Required, O =Optional, C =Conditional

or With Template after filling the required data

4. Proceed through each of the tabbed screens:

General ledger Business Process Procedures

User Action & Values

General ledger Business Process Procedures

6. On the Control Data Tab, make the following entries:

Open item management

Line item display

Check box if line item display is possible for this account.

General ledger Business Process Procedures

On the Create\bank\interest Tab, make the following entries:

Field Name Field status group

User Action & Values

Post automatically only

Planning level Relevant to cash flow House bank Account ID

O O Check box if this account is to be use in the statement of Cash Flow.

Indicator for the company bank Identifies House Banks.

8. Press Save 9. Data was saved.

10. To perform any changes click the EDIT button

then press SAVE then press BACK

General ledger Business Process Procedures

G/L Account Changes )Centrally(

User Action and Values Enter account number

Enter company code Enter Date. OEnter name

5. Click on the All changes on the line items to view details:

button to view a listing of all changes .Double click

General ledger Business Process Procedures

Create a G/L Posting Document

General ledger Business Process Procedures

Field name Document Date Posting Date

User action & values

(Note: On above table, in column R/O/C; R =Required, O =Optional, C =Conditional)

User Action & Values

General ledger Business Process Procedures

6. To save the data, select the Save

icon, select DocumentPost, or press F11.

General ledger Business Process Procedures

Enter General G/L Account Posting

Field Name Document Date

Description Date of the document

Comments Enter the date of the Document.

General ledger Business Process Procedures

Field Name Type

Description Document type

The system defaults in the local currency

Field allocated to any extra numeric or name identifiers .

The G/L indicator determines how to handle special postings

Use system supplied or customized indicators if necessary

Field Name Amount in Doc Currency

The G/L indicator determines how to handle special postings

General ledger Business Process Procedures

General ledger Business Process Procedures

Change Parked Documents

General ledger Business Process Procedures