Professional Documents
Culture Documents
Prepared By Zeeshan Raza Haryani ACA, ACCA Finalist Certified FICOBW Zeeshan.haryani@gmail.com
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Contents
Unit 1 Organizational Structure ..................................................................................................................... 4 Lesson 1 Assignment Company Code - Chart of Accounts - Chart of Depreciation ................................ 4 Lesson 2 Cost Accounting Assignment ..................................................................................................... 5 Lesson 3 Introduction to Assets Class ....................................................................................................... 5 Unit 2 Master Data ......................................................................................................................................... 7 Lesson 1 Function of Assets class ............................................................................................................. 7 Lesson 2 Assets Master Record .................................................................................................................. 9 Lesson 3 Mass Change............................................................................................................................... 9 Unit 3 Assets Transactions........................................................................................................................... 11 Lesson 1 Assets Acquisition .................................................................................................................... 11 Lesson 2 Assets Retirement ..................................................................................................................... 12 Lesson 3 Intercompany & Intracompany Assets Transfer ....................................................................... 13 Lesson 4 Assets Under Construction ........................................................................................................ 13 Lesson 5 Unplanned Depreciation ........................................................................................................... 14 Unit 4 Periodic Processing and Valuation ................................................................................................... 15 Lesson 1 Function of Assets class ........................................................................................................... 15 Lesson 2 Fiscal Year Change and Year End Closing in Assets ............................................................... 18 Unit 5 Information System........................................................................................................................... 19 Lesson 1 Report Selection ....................................................................................................................... 19 Lesson 2 Value Simulation ...................................................................................................................... 19 Lesson 3 Assets History Sheet ................................................................................................................. 19 Unit 6 Standard Reports in General Ledger Accounting, Accounts Receivable Accounting and Accounts Payable Accounting ........................................................................................................................................ 21 Lesson 1 Information System .................................................................................................................. 21 Lesson 2 Report Variant and Variables ................................................................................................... 21 Unit 7 List Viewer ....................................................................................................................................... 22 Lesson 1 SAP List Viewer Design........................................................................................................... 22 Lesson 2 Selections .................................................................................................................................. 22 Lesson 3 Changing the Screen Layout..................................................................................................... 23 Unit 8 Drilldown Reporting in Financial Accounting ................................................................................. 24 Lesson 1 Architecture of Drilldown Reporting ....................................................................................... 24 Lesson 2 Characteristics and Key Figures ............................................................................................... 24 Lesson 3 Form Types ............................................................................................................................... 25 Lesson 4 Navigation in Reports ............................................................................................................... 26 Lesson 5 Form & Report Definition ........................................................................................................ 26 Lesson 6 Report/Report Interface and Report Assignment ..................................................................... 27 Unit 9 Special GL Transactions ................................................................................................................... 29 Lesson 1 Application view for Special GL Transactions ........................................................................ 29 Lesson 2 Configuration of Special GL Transactions ............................................................................... 31 Unit 10 Parking Documents ......................................................................................................................... 32 Lesson 1 Basics of Parking Documents ................................................................................................... 32 Lesson 2 Parking Documents & Processing Parked Documents .............................................................. 32 Lesson 3 Document Parking and Workflow ............................................................................................. 33
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Unit 11 Validation & Substitution ............................................................................................................... 36 Lesson 1 Basics of Validation / Substitution ........................................................................................... 36 Lesson 2 Definition and Execution of Validation in Financial Accounting ............................................ 37 Lesson 3 Definition and Execution of Substitution in Financial Accounting ......................................... 38 Lesson 4 Additional Technique for Substitution/Validation ................................................................... 39 Lesson 5 Validation Rule for Account Assignment combination ........................................................... 39 Unit 12 FI Archiving.................................................................................................................................... 41 Lesson 1 Basics of Parking Documents ................................................................................................... 41 Lesson 2 Preparatory Activities System Settings ................................................................................. 42 Lesson 3 Executing Archiving in Financial Accounting Using example ................................................ 43
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Assets are assigned to asset classes. Examples of asset classes are the Vehicles, Fixtures and Fittings and Machines classes. Asset classes consist of a master data section and a depreciation area section. Asset classes are created at client level. They are also assigned to at least one chart of depreciation *, so you can complete the asset class with default values for the depreciation terms for each depreciation area. For each depreciation area, you can propose the depreciation attributes for the assets; you can choose that they be specified by the system. If the depreciation attributes are specified by the system, they are not changeable. There is also at least one special asset class each for assets under construction and low value assets. This will be addressed in further detail in the next chapter. The technical management of assets is d one using (logistical) Plant Maintenance or Enterprise Asset Management (=> EAM).
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The Treasury system is used to manage financial assets. It is a part of Financial Supply Chain Management (=> FSCM). With FI-AA, you can manage different valuation approaches for each asset in depreciation areas. However, financial statements are not created / required for the values of all depreciation areas. When using the Account Approach (see Periodic Processing and Depreciation unit) , you have the following options: o (0) Area does not post (no values posted to FI) o (1) Area posts in real-time (asset values are posted to FI online periodic depreciation) o (2) Area posts asset values and depreciation periodically o (3) Area only posts depreciation (of course, periodically) o (4) Area posts asset values and depreciation (depreciation is, of course, posted periodically) o The settings (5) and (6) are only required when using the Ledger Approach in the New General Ledger. With periodic asset value posting (program RAPERB2000), you can post asset values from depreciation areas other than area 01 to the general ledger. Depreciation is always posted on a periodic basis. Program RAPOST2000 is used for this. You can also define depreciation areas for reporting purposes only, which do not post any values to the general ledger. You can post both the asset values and the depreciation values from the individual depreciation areas to separate financial statement accounts or profit and loss accounts. You specify in the financial statement version the financial statement item or the profit and loss statement item in which the account values should appear. In Customizing for Asset Accounting, you enter the financial statement versions to be used for each depreciation area, if the asset report is also to create financial statements items for these areas in FIAA Reporting.
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capitalization as part of an investment measure (when the IM component is also in use) or for (statistical) budget monitoring for asset purchases. You can specify a layout for the master data of each asset class. The layout defines: o The number of tab pages o The names of the tab pages o The logical field groups (groups / field group boxes, such as the visible logical field groups General data and Posting information in the figure above), that are to appear on the tab pages. In each asset class, you enter a screen layout rule for each depreciation area. These rules apply to the (input) fields of the in the depreciation data section / depreciation area. SAP supplies screen layout rules 1000 and 2000 in the standard system. These screen layout rules also contain a maintenance level. The maintenance level guarantees that depreciation is controlled uniformly. There are three options: o 1. Asset class: This maintenance level ensures uniform control of valuation at asset class level. o 2. Main asset number: The control of valuation is uniform at the level of the asset master record. The entries made in the asset class are adopted in the asset master record, and can be changed there. All asset sub numbers that belong to this asset master record adopt these values from the main number. o 3. Asset sub number: Valuation can be controlled more flexibly. Asset sub numbers can receive their own individual depreciation terms. Defining allowed entries for user fields and other information fields: In the asset master record the following fields are available as standard for general and user-specific structure of fixed assets: o Evaluation groups (evaluation group 1 to 5): These are asset master record fields that are used to map customer-defined / customer-specific information. o Environmental protection indicator: In this field you can save the reason for an environmental protection investment (for example, new climate-protection regulations). o Reason for investment: In this field you can enter an explanation for a capital investment (for example, replacement acquisition). o Asset super number: This can be assigned to an asset. This is useful, for example, if several assets are to be assigned to an asset super number (for example, business unit or production line). Assets under construction (AuC) require a separate asset class and corresponding G/L account, because they have to be shown separately in the financial statement. By choosing the standard depreciation key 0000 you can ensure that depreciation is not calculated for assets under construction in depreciation areas (at least for the depreciation areas in the financial statement). However, special tax depreciation and investment support are also possible for assets under construction. You can also enter down payments on assets under construction in accounts payable accounting processes. Even after an asset under construction has been fully capitalized, you can still post credit memos. For this to be possible you must permit negative (APC) values in the detail screen of the depreciation data section. Investment Management (IM) is available to help you manage more extensive asset investments. It integrates internal orders and projects with assets under construction. You can choose whether to manage low value assets (LVAs) using individual management or collective management. For each type of management, you have to set up a separate asset class. If you select collective management for low-value assets, a base unit of quantity must be specified for this asset class.
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o 1. Conditions that identify the records to be selected: You can create conditions using the Form Editor or in expert mode. To use expert mode, you have to know the (technical) field and table descriptions of the input fields involved. o 2. Substitutions (if the conditions are met) that identify the replacement values. These can be constant values, field-field assignments, or user exits
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The number range interval for the assignment of FI document numbers is defined in the document type. Although the document type is defined across all clients, the FI document number range interval should be created specifically for the company-code. Transaction types must be used with every posting. Transaction types identify acquisitions, retirements, and transfers, amongst other things. If asset acquisition postings are not integrated, you would normally use a clearing account. This should be a general ledger account with open item management to guarantee that you can clear the account (later). Reasons for not making integrated postings: o The invoice arrived before the asset o The asset has already been delivered and should be used, but the invoice has not been delivered. The first process steps in case of FI-AA and MM could proceed as follows: o Create Purchase Requisition (optional) o Create Asset Master Record if required o Create Purchase Order (from PReq) with assignment category A (=> A = asset). In the purchase order, you can specify an asset master record number in the Item Detail screen area. o Goods receipt When you enter the purchase order, you determine whether the asset is posted directly to Asset Accounting when the goods receipt is posted (=> valuated goods receipt), and thereby capitalized, or whether capitalization does not take place until the invoice (=> invoice receipt) is posted (non-valuated goods receipt).
o The under construction phase o The useful life phase The assets have to be shown in two different balance sheet items during these two phases. Therefore, they have to be managed using different objects or asset master records for the under-construction phase and for the completed asset(s). The transfer from the under-construction phase to completed asset is referred to here as capitalization of the asset under construction. Assets in the under construction phase in FI-AA can be managed in the following ways o As a normal asset master record (=> for summary settlement) o As an asset master record with line item management When capitalizing the asset under construction, the system automatically separates the transactions from the previous years from the transactions from the current year. This is done by using different transaction types. Proceed as follows to settle the asset under construction on a line-item basis to one or more completed assets: o First, assign a settlement profile to your company code o Select all line items that you want to settle in the same proportion to the same receiver. o Define distribution rules for these line items. o Post the settlement of line items to the specified receivers using the distribution rule. Note that this posting procedure settles all line items to which a distribution rule is assigned. When you settle, you do not have to settle all line items at once, and you do not have to distribute 100% of each line item.
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o The period control method The depreciation terms are stored in the asset master record. The system determines the depreciation start date using the asset value date and the period control method. The Asset Explorer displays the values and the depreciation for every transaction and each area. Changes to the settings of the depreciation keys (=> customizing changes) do not automatically lead to a correction of depreciation amounts for already posted/active assets. For that to happen, you have to execute a recalculation of depreciation: With SAP Solution ERP 6.0, (and active Enterprise Extension EA-FIN, the calculation logic for depreciation changed from transaction based calculation to calculation on the basis of period interval Nonetheless, the new way of calculating depreciation (=> nwc also mentions the use of the Depreciation Engine) does enable in principle a more exact and precise calculation of depreciation amounts.
The logic and method for working with time-dependent depreciation terms is comparable with the procedure for time-dependent data in the master data area. Time-dependent changes can therefore also be defined by creating new intervals. Summary: Whats new in FI-AA deprecation calculation with ECC 6.0 and active Enterprise Extension EA-FIN (=> Financial Extension) : o Depreciation calculation on the basis of period intervals/use of the Depreciation Engine o Time-dependent depreciation terms o Support for an (automatic) changeover method to period/months. However, this is not a standard method, it must be implemented using the BAdI (Business Add-In) FAA_DC_CUSTOMER If time-dependent depreciation terms are not used, a change would have the effect that all open (and future) fiscal years are/were recalculated. The new logic of the depreciation calculation creates a new period interval for a mid-year changes to the term. You can define whether interest should be calculated for the cost-accounting depreciation area, and whether depreciation should continue below zero. You make these specifications when you define the depreciation areas. You can use index series for indexing the acquisition value and thus calculate a replacement value. Automatic calculation of Depreciation Indicator means: o Depreciation after planned life end: This indicates that you want the system to continue depreciation after the end of the planned useful life.
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o Depreciation below book value: Set this indicator if you want the system to continue depreciation after the book value is zero. The depreciation area must allow negative net book value (=> a changeover key may be used). o Effective life after planned end (=> with curb): The actual, not the planned life determines the rate of depreciation. For cost accounting, you might have to calculate imputed interest on the capital tied up in assets. Specify the following settings: o Allow the calculation of imputed interest for the depreciation area. o Determine that interest should be posted for the company code and the corresponding depreciation area. o Use a depreciation key to which calculation methods for the depreciation type Interest are assigned, or define such a key user-specifically. o If the calculation of the interest is based on a replacement value, the system calculates indexed interest. The system posts interest (periodically) during the periodic depreciation posting run. It posts to the accounts that are entered in the account determination for each depreciation area. Furthermore, an additional account assignment can be made to the cost center or the internal order entered in each asset master record (as is the case with depreciation). If revaluation (indexing) is used in a depreciation area, you can specify a default index series for calculating the replacement value in the asset or asset class. For each fiscal year, you should specify index figures for the index series. If they are missing, the system switches to a simulated annual rate. An indexed revaluation can also be calculated for accumulated depreciation and imputed interest (if the interest calculation key is based on replacement value). Specify in the depreciation area if you want to post to the general ledger, indicating whether you want to post revaluation of APC only, or also include depreciation/interest. The depreciation position program RAPOST2000 can be used to post (if required) o Ordinary depreciation (book depreciation and cost-accounting) o Tax depreciation, or allocation and write-off of reserves due to special tax depreciation o Unplanned depreciation (or other manually planned depreciation) o Imputed interest o Revaluation of APC or of accumulated depreciation Program RAPOST2000 posts without session directly to the G/L accounts and (if you want, also) to additional account assignment objects. Only real CO account assignment objects can be posted. However, you can make additional, statistical postings to other objects
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Carry out all essential checks during the test run, and records any errors: o Incorrect account assignment objects (for example, a cost center that is locked in CO) o Account assignment types missing in Customizing for Asset Accounting. You receive the error message Account xxxx requires an assignment to a CO object o Accounts for depreciation posting missing o Posting period was entered incorrectly (related to the posting interval entered in Customizing) on the initial screen of RAPOST2000 o Settings missing for the depreciation posting cycle in the depreciation area
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Use the Asset Explorer to create a preview of how the values for individual assets will develop by means of simulated transactions and/or simulated depreciation terms. Simulation, in this context, refers to an experimental change to depreciation parameters affecting the valuation of assets. This change can apply to a single asset, the entire asset portfolio, or parts of it. Simulation versions allow you to simulate a change of depreciation logic. For each area, asset class, and depreciation key, specifies which depreciation key and useful life should be chosen as alternatives for simulation. The validity interval excludes assets with a capitalization date that lies outside that range.
o Size: No more than 10 rows and 8 columns o Store the headers of the history sheet items o Define how the values are supplied to the history sheet items
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Unit 6 Standard Reports in General Ledger Accounting, Accounts Receivable Accounting and Accounts Payable Accounting
Lesson 1 Information System
You can find the reports you require in various places in the system: o You can access important reports using the information system for each area (General Ledger, Accounts Receivable, and Accounts Payable) and on the general report selection screen. o Reports are also included in role-based user menus. o Under System, choose System Services Reporting. You must know name of that ABAP report. The reports that start with RF are differentiated by account type. Reports start with RFK_____ (for vendors), RFD_____ (for customers), RFS_____ (for G/L accounts), and RFB_____ (for document reports).
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Lesson 2 Selections
You can use specific selection criteria to choose line items that you want to evaluate. These selection criteria refer to: o The accounts in which you want to see line items in specific company codes o Selection criteria that you can choose using search help o The selection of line items themselves, based on their status and category o In addition, you can also choose the following for the list output: Layout Maximum number of items If you select the Work lists Available field, you can activate and deactivate the input fields for work lists on the selection screen for each line item list. If the work lists exist, when you select the Work list Input Fields Active field when you call up the selection screen for the line item display, this selection screen is displayed with input fields for work lists.
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If you select items using search help, the system provides input help for the G/L account line item list: o G/L account number in chart of accounts (also in combination with the company code specification) o G/L account name (G/L account long text) in chart of accounts (also in combination with the company code specification) o G/L accounts with deletion and block indicators o Keywords o Alternative account numbers When you select items using search help, the system offers input help for the vendor line item list: o General vendor data (search term, postal code, city, name, and number of vendor) o Vendor country/company code o Vendor by personnel number o Vendor by purchase, material, or plant reference When you select items using search help, the system offers input help for the customer line item list: o General customer data (search term, postal code, city, name, and number of customer) o Customer country/company code/account group o Customers with rental agreement o Customers for each sales group or with plant reference o Head office customers When you select open items, you select items that are or were open at a specific time. The current date is proposed by default. If you choose Cleared Items, the system displays items that were cleared by the clearing date specified and that were still open on the key date. If you do not specify the clearing date and the key date, the system displays all the cleared items. If you want to see open and cleared items, choose All Items. You can restrict this selection using the posting date The system automatically fills the assignment field for a line item according to the Sort Field entry in the master record when you post items. The assignment field can be a combination of up to four fields with a maximum of 18 characters.
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Key figures are not just values and quantities, but also calculations involving these values and quantities with user-defined formulas. The following are examples of key figures: o Value: Balance sheet value, debit total, sales/purchases o Quantity: Number of employees, sales quantity o Calculation: Sales per employee, plan/actual variance There are two types of list for displaying information: The detail list and the drilldown list. o In a drilldown list, several objects (for example, assets under construction, vehicles, and chemicals) are formatted using a selection of key figures. Usually, the key figures are in the columns of the list (for example, balance sheet value, total debit postings, total credit postings). The rows contain the characteristic values of all the characteristics that are drilled down. o In a detail list, an individual object (for example, business area) is formatted for all key figures according to the form. Usually, the key figures are in the rows of the detail list (for example, balance sheet value, total debit postings, total credit postings).
o In the report definition, only the drilldown characteristics are chosen (for example, business area, financial statement item account number, and so on). In the drilldown list, the key figures integrated with the characteristics are the columns of the form, and the values of the drilldown characteristics form the rows (for example, assets under construction, vehicles, chemicals, and so on) o The detail list has one column and contains the selected characteristic value for which you want to report (for example, assets under construction), and the key figures are in the rows. Therefore, for single-axis forms with key figures, the key figures are defined in the rows by default. In a form with two axes (matrix), both the rows and columns are defined using key figures or characteristics. The key figures have to be in either the rows or the columns of the form, but you can enter the characteristics in the rows and the columns. o When you define the report, you then choose only the drilldown characteristics (for example, business area, company code, account number, and so on).
o Then define the characteristic values for the characteristics that you have selected. o You can enter three different lengths of text. These are then used as the column headings for the elements. You can enter a short, medium, and long text. Using the text type, you can later determine which text is used for each column. If you want to enter a two-line heading, you must separate the two lines using a semicolon (;). o In the third column, you define the variance between the first and the second column. o To do this, place the cursor on the third column and choose Edit Element Define Element. o On the following screen, choose Formula. The formula editor appears, in which you define the formula that is to be used to calculate the variance. Using the formula editor, you can perform standard arithmetic operations (+, -, *, /) with any elements. o Save the form. Steps for Creating Report o Enter the name of a new report or choose the name of the report whose definition you want to change. You can choose a reference report if necessary. o On the Characteristics tab, the system displays a list containing all the available characteristics. In the characteristic list, select the characteristics that you want to use for your evaluation in the report, and use the arrow buttons to add them to the report. These characteristics are the drilldown characteristics that you use to navigate in the report. o Using the Sort characteristics function, you can determine the order of the characteristics in the navigation block of the report list for the executed report. The number of characteristics offered for selection is restricted by the selection criteria defined in the form. If you have already specified a characteristic in the form, it is no longer offered for selection. o Once you have selected a characteristic, all the values for this characteristic are included in the report. There are various ways of restricting the value quantity of a characteristic for output in the report. o On the Characteristics tab, you can restrict the characteristic values for each drilldown characteristic chosen. There are various options dependent on the report definition and the characteristic selected. You do not make an entry. If you do not make any of the restrictions described below, the system selects all the characteristic values when you run the report. You define a characteristic value for a characteristic. The characteristic and the characteristic value then appear above the navigation block on the report list and have been defined (that is, you cannot use the characteristic as a drilldown characteristic). You use a variable for characteristic values
o Link reports created in the different application classes. You assign the recipient reports in the report definition by choosing Options. Choose Report Assignment and define the report type (report portfolio, BW report, drilldown report, ABAP report, Report Writer, or transaction).
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Down Payment in the Customer Area - The procedure is as follows: o Down payment request: Down payment requests are noted items. They do not change any account balances. You can issue dunning notices and make payments automatically based on down payment requests. o Down payment received: Received down payments are displayed as payables on your accounts. They must not change the balance of the Receivables reconciliation account. Received down payments are administered in the Down Payments Received alternative reconciliation account, in the Payables area on the financial statements. o Customer invoice: The customer receives an invoice whenever goods are supplied or services performed. o Posting a down payment clearing with invoice: The down payment is no longer considered a down payment from this point. The amount should/must be displayed as payment on the normal reconciliation account. o 5. Clearing of the items during the payment of the customers balance Disputed or doubtful receivables are entered as individual value adjustments when preparing the balance statements for year-end closing. The special general ledger procedure is suitable here, since the transaction is entered in the customer account as well as posted to the special G/L account, Individual Value Adjustments for Receivables. Description of the procedure for individual value adjustments: o The receivable is entered to the customer account. o The individual value adjustment (without tax) is entered. The expenses are now at the right place on the Expense for Individual Value Adjustment account for the income statement reporting. o The individual value adjustment is cleared after the key date for the balance sheets, meaning it is reversed. o The final value adjustment is made after you ascertain that the receivable is uncollectable. In this case the Expenses for Uncollectable Receivables account are posted to. No special G/L account is used, since adjustment postings must be made on the regular customer reconciliation account. Bills of exchange are a type of short-term financing. If an invoice is paid with a bill of exchange, the payment period is extended for your customers (for example, to three months). If you wish, you can pass on the bill of exchange to a third party to refinance it. It can be discounted at a bank prior to the due date, which means the bank charges interest. Bills of exchange are treated like special G/L transactions in the SAP system. These transactions are therefore automatically recorded in the sub ledger, separately from other transactions, and posted to a special G/L account. As a result, you can obtain an overview of the activities concerning bills of exchange at any time. You can post receivable and payable bills of exchange and incoming and outgoing checks and bills of exchange. Example of a receivable bill of exchange free of charge as displayed above: o The receivable is entered to the customer account. o The customer initiates the payment with a bill of exchange. The account balance is now registered as a receivable bill of exchange and not as the normal balance of the account receivable. o The bank collects the money from the account of the customer on a fixed date. o The collected amount is transferred to your company account. o The amount is posted to the account of the customer and the respective accounts cleared.
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Whenever a parked document is posted, the data from that parked document is deleted, a document is written to the document database, and the respective data (transaction figures and so on) is updated. The document number of the parked document becomes the number of the posted document. You can delete parked documents that you do not want to post. Note that the document number of the deleted document cannot be reused in such cases. The document has status Z: Parked document that was deleted. Document parking is linked to the account display and reporting functions in Financial Accounting. Numerous reports can evaluate parked documents.
Single-step tasks Represent the SAP functions from a business point of view Every single-step task uses precisely one method The SAP Business Workflow is based on an object-oriented structure. Objects are defined in the object repository provided by SAP. Object methods o Represent the SAP functions from the view of the business object (technical view - for example, create, delete, change) o Provide a uniform, transparent interface for SAP functions (transactions, function modules, reports, ...) o Are used to encapsulate the functions The processors responsible for a specific activity in the workflow are defined either by their assignment to an object of the organizational structure or by means of a rule. Rules are used to determine the responsible processors dynamically, that is, independently of information that is only available at runtime. Workflows are usually initiated by a triggering event. Events are used to display the changes in status of objects within the system. Like methods, they are defined in the object repository for each object type. Events are triggered in the respective applications. WHAT Is Carried Out? Workflow-Related Tasks o Posting invoices o Releasing purchase requisitions o Changing material masters o Approving leave o Creating customer accounts o Deleting purchase orders o Creating requirement coverage requests via the Internet Tasks represent steps of the business process. The process you want to model must be broken down into individual tasks during the definition. The definition of the workflow determines the tasks and the order in which they are to be carried in the process. The Workflow Builder is the main tool of the Web Flow Engine. It allows workflow definitions to be created, changed, tested, and displayed. Each task must be assigned possible processors. This is the group of employees at your company who come into question for carrying out the respective task. The Business Workplace consists of three screen areas: o Selection tree: You can find the selection tree on the left side of the Business Workplace. From here, you can select work items to be executed, workflows you have started, and documents. o Work list: The work list is displayed at the top right of the Business-Workplace screen in case you want to mark the Workflow folder. The system automatically puts the entries in groups in this folder. There are special folders in which you can find overdue work items or missed deadline work items. If you mark Inbox in the selection tree, you can see all work items and documents in this area of the screen. o Work item preview: The work item selected from the work list is displayed in a preview at the bottom right of the screen. Not all functions of the work item display or workflow log are available. It is possible for the user to make a decision from within the work item preview. The Web Flow Engine determines the recipients of the work item. All selected recipients can view the work item and perform it at their Business Workplace. Only one user can perform the work item, however. If, therefore, a user starts to perform the work item, the other recipients are unable to
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execute this work item. A recipient can accept a work item. An accepted work item can only be performed by the user who has accepted it. Workflow variants can be created for document parking in Customizing of FI. Whether the document release is supposed to be active is specified here together with the minimum amount for which this is necessary. The company codes can be assigned workflow variants. No documents are released if any company code is not assigned a workflow variant. The workflow variant and the corresponding company codes must have the same currency. The release group is required to determine the release approval path at the time of processing. The release approval path is determined by the workflow variant in connection with the document type and release group. The sub workflows that is initiated by releasing the amount and who is to release are determined by the release approval path and the particular amount. If no release group is defined, the initial release group is then used for access.
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The formula editor provides a user-friendly interface for entering arithmetic and logical statements. You can work in the Formula Builder using three different settings: o The default setting when you call up the Formula Builder is Short descriptions. All operands (such as table fields, sets, exits, and so on) are displayed using their respective descriptions. o If you want to enter statements using the technical names of the operands rather than the descriptions, change the setting by choosing Settings Technical names. o By setting Expert mode, the technical names of the operands are displayed. You can also enter a statement directly. In this case, the statement field is ready for input. The following elements are available to enter rules for the prerequisites (validation & substitution) and checks (validation): o Operands o Logical operators (Boolean terms) and o Comparison operators.
You must assign your validation/substitution to an appropriate organizational unit it means a validation/substitution can be valid for several company codes at the same time. Only one validation/substitution can be activated for one company code for a call up point. Furthermore, the validation/substitution for the correct call up point must be activated. o Inactive o Active for dialog and batch o Active except for batch input
If the prerequisite statement is satisfied (TRUE), a check is performed. If the result of the check is FALSE, the system posts a message. You can use a predefined message or create a new message for validation. A message can contain up to four fields. Messages can have different meanings: o I = Information o W = Warning o E = Error (requires the entry to be corrected) o A = Cancel The & character is used as a wildcard for field values to be output in the message. You can do the following in a logical statement: o 1. Compare fields with one another: This statement is TRUE if the date in the document date field is not the same as the date in the posting date field. o 2. Validate field contents for certain values: In this example, the document type must be SA. o 3. Check or compare only a part of the field. If you want to execute such a partial check, enter the following: Example: BSEG-HKONT :3: The system checks only the third digit of the Account field to determine if a condition is TRUE. Example: BSEG-HKONT :1-3: The system checks only the first three digits of the Account field to determine if a condition is TRUE. Example: BSEG-HKONT: 3-: The system checks from digit 3 to the end of Account field to determine if a condition is TRUE. o 4. Compare text patterns in your statements using the LIKE keyword. Example: BSEG-KOSTL LIKE *3*3 Within text pattern searches, you can also use the + sign to represent a single character.
The prerequisite statement establishes which conditions must be fulfilled before the substitution can be performed. If the prerequisite statement not fulfilled (false), the transaction is continued without substitution. If the prerequisite statement is true, the transaction is continued with the substituted value(s). o Substitution value(s) The substitution value is a numerical value or a string of letters that replaces the value entered. A single substitution process can replace more than one value.
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Unit 12 FI Archiving
Lesson 1 Basics of Parking Documents
Data archiving in SAP lets you safely remove application data that is no longer required for day-today activities from the database. This transferred data is saved to archive files that can be accessed at a later time. The result is a lean database that can be administered efficiently and inexpensively. Data archiving is the consistent transfer of data objects from SAP system database tables; all the table entries that characterize a data object are written to an archive file outside the database. Business consistency is ensured by SAP archiving programs that, based on archiving objects, store all relevant table entries together elsewhere. Data is archived in online mode, in other words, the system does not have to be shut down during archiving. Archiving is not o Reorganization because during database reorganization, data is removed from and loaded back into the database to optimize the physical distribution of data on the hard disk. o A backup means storing the contents of the database to avoid data loss in case of system failures. The goal is to restore the database as closely as possible to the condition it was in before the failure. Backups are generally made at fixed intervals and according to a fixed procedure. Reloading the saved data is called restoring. o The storage of documents is generally considered to be the electronic storage and administration of documents on storage systems outside of the SAP system. The documents are transferred to a document storage system; the SAP system then contains a link pointing to the externally stored document and permitting access. o Only data from completed business processes can be archived. Test data seldom reaches this status.
Data must be archived in such a manner that it can be called up at any time for queries. These queries can come from, for example, tax authorities. Data is archived independently of the version of the hardware and software (metadata is stored). In this way, archived data can be easily called up, even after a system upgrade. The actual data archiving process has three steps: o Generating the archive file(s): In the first step, the write program generates one (or more) archive file(s). Then the data to be archived is read from the database and written to the archive file(s). o Storing the archive file(s): After the write program has finished generating the archive files, they can be stored. o Deleting data: The deletion program first reads the data in the archive file and then deletes the corresponding records from the database.
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Step 1: Basis Customizing In Basis Customizing (transaction FILE), a logical file path is defined if one does not already exist as a global path for data archiving and a physical path is assigned to it. The logical path is used merely as a bookmark for the physical path that is generated at runtime. (This is executed by Basis Support / System Administration employees.) Step 2: Cross-Archiving Object Customizing The parameters set here apply to all application and archiving objects for using all archiving objects. Therefore, these settings are executed by the Basis administrator. Information provided by the data archiving monitor includes: - Overview of all archiving objects that have run - Detailed information about the individual archiving procedures - Progress bars while processing archive files - help analyzing open alerts Step 3: Archiving Object-Specific Customizing The parameters that can be set here apply only to the corresponding archiving object. In archiving object-specific Customizing, settings for the deletion program are maintained in addition to a logical file name for the specific archiving object. Here, you can set whether the deletion program is to be executed automatically after an archive file is generated. Among other things, one variant each for the test run and the production run is created and the maximum size of an archive file is specified in this area. Basic logic is used in the programs for archiving Financial Accounting data. It should, for instance, only be possible to remove master data from the system if a deletion indicator has been set in the master record from the application side. In this way, it can be ascertained that a master record is no
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longer required by the department and is thus available for archiving or is scheduled for archiving according to the wishes of the department.
Deletion indicators can/must be set for customers/vendors not only in FI, but also in MM/SD. In the case of customers/vendors, there are also validations for: o - Customer = ?vendor o - Alternative payee You can specify the minimum runtime for accounts in days in Customizing. When documents are archived, a check is made whether this minimum runtime has been maintained. You should determine the minimum runtime of documents, depending on either the account type or the account, if all the accounts of an account type or if certain accounts are of interest. You can specify the minimum runtime in days depending on the document type in Customizing. When documents are archived, a check is made whether this minimum runtime has been maintained. If there is no entry or if a runtime value is empty, the system uses a minimum runtime of 9999 days. The data relevant for specifying the document runtime are the posting date (the clearing date in the case of open item-managed accounts) and the key date for the archiving procedure. The correspondingly longer definition of the runtime (document types / account types) determines how long the document resides in the system.
archive file. If Customizing is set so the deletion program is to run automatically, the associated deletion procedure is started automatically when a file is closed. An archiving procedure is scheduled using transaction SARA by pressing the Write pushbutton. This is divided into 4 steps: o Create an archiving variant o Specify the execution user o Specify the start time o Define the spool parameters The data that are to be archived for the selected archiving object are specified in the archiving variants. As a rule, archiving variants can be reused only if the associated jobs are deleted. The definition of the variant must also include whether a test run or a productive run is involved. In FI, for example, you can archive master records, documents, and transaction figures. You can make the archived data available again using retrieval programs. During every archiving procedure, the system generates administration data with information about the archived/regenerated data. Various system administration tools are available to monitor archiving procedures: o Background processing tools Job logs Spool lists (if generated) o System monitoring tools Monitor for data archiving in the CCMS monitor sets The default log contains the number of archived data objects, the affected tables, the number of processed table entries and the file sizes. In application-specific logs, the archiving contents can be defined down to the document level. The document header must fulfill the following criteria before it can be archived: o The document type runtime must have been exceeded. o The document must have been in the system for longer than the minimum number of days (minimum duration). o Documents with a withholding tax remain in the system for at least 455 days. o Recurring, parked, or sample documents are not taken into account. The document position must fulfill the following criteria before it can be archived: o The document must no longer contain open items. The system takes into account only cleared items or those without open item management. o The account type runtime must have been exceeded. For the runtimes, a key date is used as a reference date; this can be specified for every program run. If no explicit key data is provided, it is set to the current execution date. The most important requirement for archiving user data is that this data belongs to completed transactions/periods and are thus no longer required for current business processes. However, it may happen that this data needs to be accessed even after archiving, such as in the case of a complaint, for evaluations or for internal or external revisions. The Archive Development Kit (ADK) stores the data in such a manner that read access is possible at any time. A requirement for this is the existence of suitable reading programs that are provided by the corresponding archiving object. They are used to read the archived data objects according to the selection criteria and to display them in a form suitable for the user. FI provides very user-friendly access to previously archived data. Users are asked whether they also want to view the archived data. If so, the display is as user-friendly as access to data located in the system. A transaction figure is the total number of postings on an account in debit or credit. In the SAP system, one transaction figure is usually maintained for credit and one for debit for each account. The financial statement of the company code is created according to these transaction figures.
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Transaction figures can be archived only if periods open for posting are no longer in the period to be archived. The periods for posting must be closed for the entire period to be archived. G/L accounts, customers, vendors, and bank data can be archived in Financial Accounting if the department agrees and the legal requirements have been fulfilled. If a master record is no longer required for postings by the department, a posting block is usually set as a first step. If this master record is not required for a long time, the deletion flag is set. The deletion flag shows a user who is processing the master record that this master record has been flagged for deletion. The deletion flag is one of the requirements that are checked by the system before master data are archived. This ensures that the department has no objections against archiving the master data. Therefore, it should be carefully checked which employees can receive the authorization for setting deletion flags when issuing these authorizations.
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