General Ledger End User Manual 20090303

COST CENTER ACCOUNTING
GENERAL LEDGER
END USER TRAINING DOCUMENTS
Contents
Contents Page
Chapter 1 Account Line Item Analysis 2
Chapter 2 Account Clearing 7
Chapter 3 Closing operations 31
Chapter 4 Postings 76
Chapter 5 Reference documents 97
Chapter 6 Reporting 105
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Chapter 1 Account Line Item Analysis

FBL3N - Account Line Item Analysis
Functionality
This transaction code gives a G/L Account Line Item Display. This is an interactive report,
in the sense you interact with the report, you can hide some field, display some more fields
from the available list, sort the list based on any criteria, carry out total for a column field
carry out subtotal for a column field.
Scenario
You want to see a GL account line item display for a particular account.
Requirements
The GL master should have line item display switched on. There should be transactions
posted for the GL being displayed.
Menu Path Accounting → Financial Accounting → General Ledger →

Account → FBL3N - Display/Change Line Items
Transaction Code FBL3N
1. Double click on FBL3N - Display/Change Line Items
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G/L Account Line Item Display
2. Update the following fields:
Field Name Field Description Values

G/L account Code identifying a General 219917
Ledger account
Company code Code identifying a separate 9100
legal entity for which a separate
set of accounts is maintained
for external reporting purposes
You can display the following types line items:

a) only open items (at particular date),
b) only cleared items,
c) items posted at a key date or within a specified period of time.
You can also ask the system to display noted items or parked documents, and you can also select the
screen layout you prefer – just click on the relevant radio button.
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The SAP system during operation clearing always creates and stores a special clearing
document (including a clearing date). That’s why it is possible to display open line items
within a specified period of time even if they’re cleared at present.
3. To confirm your entries, click Enter .
4. Click Execute to display a report, according to entered criteria:
G/L Account Line Item Display
You can export your report to MS Excel or MS Word. Select from menu path List -> Export -
> Spreadsheet or Local file. The system will automatically open a requested MS Office
application or create a file in required format.
5. You can display document details you want to check. Simply double-click on the
document number (e.g. 100000019):
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Display Document: Line Item 002
6. Some fields in this document can be changed. To do so, click Display - Change
Button . Fields that can be changed are highlighted in red:
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Change Document: Line Item 002
7. To change line item description update the following field:
Field Name Description Values

Text Additional Line item description Month end provisions
8. To save your changes, Click Save Button. .
9. The message bar displays “Changes have been saved”.
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Chapter 2 Account Clearing
F-03 - GL Manual Account Clearing
Functionality
This Transaction clear open items on a single GL account.
Scenario
You want to clear postings on a GL account, which is open item managed and are showing
as uncleared.
Prerequisites
Open items on a GL account.

Account → F-03 - Clear
Transaction Code F-03
10. Double click on F-03 – Clear.
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Clear G/L Account: Header Data

Account Code identifying the General 111415
Ledger account
Clearing date Date when you want to post 05.02.2006
your clearing
Currency Code identifying the type of INR
currency used in a transaction
or for all transactions pertaining
to a specific account
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12. Click Process open items Button . The system will display open
items that fulfill previously entered criteria:
Clear G/L Account: Process open items
13. Now you need to choose and select the items you want to clear. Double click on each
of those items The system will highlight these items in blue. The value of the field “Not
assigned” is equal 0 and you can clear open items. If it is not zero, you the difference
in the amount must be treated as partial or residual items.
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14. You can check your document before postings. Select Document→Simulate.
Clear G/L Account: Display Overview
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. To post your entries, click Save Button. . No “real” posting took place, but the
system stored a clearing document.
15. The message bar displays: “Document XXXXXX as posted in company code 9100 ”.
If you want all your open items NOT TO BE SELECTED when you enter the clearing
transaction, perform the following steps:
Please note below give setting is only a one time setting.
16. On the screen above use the following menu path: Settings→Editing options.
Accounting Editing Options
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17. Click <tab button> Open items .
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Accounting Editing Options
18. Click <checkbox> Selected items initially inactive

.
19. Click Save Button. . The settings are now stored in user’s data.
20. Click Back Button . From now on, when you want to clear an account ( GL
account), all the items will be initially inactive. You need to click on the selected items
to activate them for clearing.
F-04 - GL Account Clearing

Functionality
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SAP offers the following methods to clear accounts with open item management:
Posting with clearing
You enter document line items and then select the open items to be cleared. The
system generates one or more offsetting postings for the open items to be cleared
Account clearing
You select open items that balance to zero from an account. The system then marks
these items as cleared. It enters a clearing document number and the clearing date
in the document items.
Automatic Clearing
This program clear open items from customer, vendor and G/L accounts. It 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.
Scenario
We perform post with clearing using transaction code F-04 (Manual clearing). There was a
wrong posting in the Bank account 111415 – interim posting which needs to be transferred
to 111419. GL 111415 is open item managed and hence the need to use this transaction.
Requirements
None

Document Entry → F-04 - Post with Clearing
Transaction Code F-04
21. Double click on F-04 - Post with Clearing
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Post with Clearing: Header Data

Document date Document date 05.02.2006
Company code Enter here required company 9100
code number
Period Number identifying a fiscal 2
month
Currency/rate Code identifying the currency INR
used in the transaction
PstKy Description of the PstKy. 50
Ledger, Vendor, or Customer
account
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23. Click Enter Button to confirm your entries.
Post with Clearing: Add G/L account item

Amount Amount of the line item 75000
25. Click Process open items Button .
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Post with Clearing: Select open items

Ledger, Vendor, or Customer
account
27. Click Process open items Button .
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Post with Clearing: Process open items
28. Double click
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29. Select Document→Simulate.
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Post with Clearing: Display Overview
30. Click Save Button. to post your document.
31. The message bar displays “Document XXXXX was posted in company code 9100”
F.13 - GL Account Automatic Clearing
Functionality
Automatic clearing clears many GL accounts in one transaction run. You can use a test
mode to check entries before posting takes place.
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In configuration you can define up to three fields that are treated by the system as the sort
criteria for clearing. For e.g. you can decide that all the documents with the same value in
the field “Assignment” can be cleared.
Scenario
GR/IR accounts, Freight clearing accounts which are managed on open item basis, have
debits & credits transactions. At the end of each month, you want to match (clear) certain
debits to credits automatically.
Requirements
The GL accounts must be flagged as open item.

Periodic Processing → Automatic Clearing → F.13 -
Without Specification of Clearing Currency
Transaction Code F.13
32. Double click on F.13 - Without Specification of Clearing Currency
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Automatic Clearing without Definition of Clearing Currency (SAPF124)

Fiscal year Fiscal year number 2006
34. Now click Select GL Accounts Button . You want to process only
general ledger accounts, so DO NOT SELECT other types of accounts.
35. Now enter the account number. You can enter a range of accounts (usual setting). In
this example to simplify presentation only one general ledger account is selected:
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General ledger Number of general ledger 219914
accounts account
36. At the bottom of the screen (you need to use a mouse to scroll the screen down)
there’s another radio button you need to select. Click Only docs which can be
cleared . This way the system will clear only the
documents that fulfill pre-defined clearing criteria (e.g. like the same assignment
number).
37. By default the system is in the test mode. Click Test run
button to turn it off.
38. You entered the selection criteria. Now click Execute Button to begin clearing
procedure.
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Automatic Clearing without Definition of Clearing Currency (SAPF124)
39. The message bar displays “Document number xxxxxxx posted in company code
9100”.
This is the clearing document number. No real posting took place.
FBRA - GL Reset Cleared Items
Functionality
The document which contains cleared items cannot be reversed directly. You need to first
reset cleared items. During clearing open items the system always creates a clearing
document. This document contains the information about cleared items, clearing date etc.
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Scenario
2 documents have been cleared against each other. Before they can be re-cleared to the
correct documents, they must be reset from the clearing of wrong documents.
Requirements
A previously posted clearing document.

Document → FBRA - Reset Cleared Items
Transaction Code FBRA
40. Double click on FBRA - Reset Cleared Items
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Reset Cleared Items

Clearing document Number of the document to be 100000015
reset
42. Click
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43. Click
44. You can display some details regarding the clearing document before resetting it.
Click e.g. Accounts Button .
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Accounts Included in Clearing
45. Click Enter Button to close this screen.
46. To reverse the clearing document click Save Button .
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Reversal of clearing document
47. You can choose to only reset cleared items or reset items and reverse the accounting
document that is connected with clearing operation. Click “Resetting and reverse”
button:
Reversal Data

Reversal reason Enter type of reversal (e.g. 01
negative posting in the same
period as original document)
Posting date Posting date 050206
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49. Click
50. The message bar displays “Document XXXXXX was posted in company code 9100”.
The system reset the cleared items and posted a reversal document.
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Chapter 3 Closing operations
F.05 - Foreign Currency Valuation
Functionality
At month end, you have to carry out a foreign currency valuation. This process valuates all
transactions posted in foreign currency. To perform the valuation you should enter an
exchange rate for the end of the month.
This valuation covers the following accounts and items:
1. Foreign currency balance sheet accounts –
2. Open items posted in foreign currency (Vendors and customers)
You have the following options for the foreign currency valuation:
a) You can carry out the valuation in local currency, (company code
currency),
b) You can valuate in parallel currency (for example, group currency).
You can also use different valuation methods (for example, lowest value principle).
The posting of valuation is done by a batch input session. It is recommended that you run
each valuation separately, for e.g. you will create a separate batch input for customer open
items, then another one for vendors and another one for GL.
Scenario
At every month end closing (where balance sheet and profit & loss account is reported
monthly) you need to perform a foreign currency valuation for GL, customer and vendor
open items.
Requirements
GL, Customer and Vendor Master, the accounting transactions posted in foreign currencies
(different than company code currency). Configuration done for foreign currency valuation.

Periodic Processing → Closing → Valuate → F.05 - Foreign
Currency Valuation
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51. Double click on F.05 - Foreign Currency Valuation.
Foreign Currency Valuation

Company code Company code 9100
Evaluation Key Date Key date for the foreign 31.01.2006
currency valuation.
Valuation method A unique key for determining a ZDCR
foreign currency valuation
method. This key can be valid
for cross-chart of accounts.
Batch input session Code identifying the batch FCV012006
name session that is created
Document date Date the transaction occurred 31.01.2006
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Posting date Date that the business 31.01.2006
transaction occurred
Posting period Fiscal month when the 1
transaction posts to the General
Ledger
Reversal posting date Date when you want to post a 01.02.2006
reverse. Normally the 1st day of
next month
53. Now you need to select the accounts you want to valuate. Click <tab button>
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54. Click Valuate vendor open items .
55. Click Valuate customer open items Button .
You can select only particular vendor / customer accounts to be valuated. If you leave the selection
fields empty (like in our example), all the accounts will be selected for valuation.
56. Click Execute Button to perform valuation. Note that the system does not create
the postings immediately but creates a batch input session instead.
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Note: The system displayed a report presenting valuated vendor and customer
open items. Press POSTINGS Button to display the accounting
documents that were created. These documents have not been posted yet; they’re
stored in a batch input session:
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57. Click Back Button .
58. To post the valuation, you need to process the Batch Input Session that you’ve just
created. You can open another SAP session. From the main menu choose System →
Services → Batch input → Sessions
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Batch Input: Session Overview
59. Select the session you want to process. (Select the row which contains your Batch
input session, e.g. FCV012006)
60. Click Process .
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61. Click <radio button>
62. Click Process Button to begin posting of documents.
63. As a result of valuation some accounting documents were posted. To display them
use the transaction FB03 (Document Display):
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Display Document: Initial Screen

Document number Number of the SAP R/3 100000020
document that is internally
assigned by SAP R/3 when
certain transactions are
completed
Company code Enter here company code 9100
number
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Display Document: Overview
Note: The above document shows zero balance because is displayed in Document
currency.
66. To display your document in local currency Click Display currency Button
.
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67. Click Enter Button.
68. Click Back Button .
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F.07 - Carry Forward Receivables/Payables

Functionality
This transaction carries forwards the balance of the vendor and customer from the current
year to the next year. This program should be run at the beginning of the new fiscal year.
Scenario
This transaction should be executed at the beginning of the next fiscal year. Further you
should run this program in every case when the discrepancies occur (end balance of the
vendor or customer account for the previous fiscal year is different that the opening balance
for the current year).
Prerequisites
Balances in Customer or Vendor Master Records
Menu Path Accounting → Financial Accounting → Accounts Payable →

Periodic processing → Closing → Carry forward → F.07 –
Balance Carryforward
69. Double click on F.07 - Balance Carryforward
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Carry Forward Receivables/Payables

Carryforward to fiscal Enter here a number of the 2007
year fiscal year you want to transfer
the balances to
71. Click Select customers .
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Customer Code identifying a customer 1
account
to 999999999
73. Click Select vendors .

Vendor Code identifying the vendor 1
account
to 99999999
75. Click Detail log Button to print additional program log
77. To carry forward balances, click Execute . The system will display a report:
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78. Click Back and deactivate the Test run radio button.
79. Click Execute to carry forward balances in the production mode.
F.16 - Balance carry forward of GL Accounts

Functionality
This transaction is used to carry forward the balances of the general ledger to the new
fiscal year. You can run this transaction multiple times. You should always run it if there are
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discrepancies between the balances of the GL accounts in the previous and the current
fiscal year.
The GL balances are carried forward as follows:

a) Balance sheet accounts are carried forward to the same account numbers.
b) P&L accounts are carried forward to the retained earnings account. The transaction
currencies are not transferred and are totaled in the local currency.
Scenario
You want to transfer GL account balance to the new fiscal year
Requirements
Transaction balance exists on various GL codes.

Periodic Processing → Closing → Carrying Forward → F.16
- Balance Carry Forward
80. Double click on F.16 - Balance Carry Forward.
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Balance carryforward

Ledger Standard GL ledger = 00. 00, L3, Z8
Since we use parallel
currency 1 and parallel
currency 2, we also have
ledger L3 & Z8
Carry forward to fiscal Enter here the fiscal year 2007
year number you want to carry the
balances to.
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82. If you want to display the individual balances of the P&L statement accounts which
are carried forward to this retained earnings account, click <checkbox> Balances in
retain.earng.acct .
84. Click Execute to carry forward balances and display a report:
85. You can display individual balances of the particular accounts. Click
to display balances of balance sheet accounts:
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Display of balance sheet accounts
86. Click Back .
87. Click button to display balances of P&L accounts:
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Display of retained earnings accounts
88. Click Back .
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Balance carryforward
89. The message bar displays “ ”
Similarly also carry forward balances for Parallel currency ledgers L3 and Z8.
F.19 - GR_IR Regrouping
Functionality
This transaction analyzes goods receipt/invoice receipt (GR/IR) clearing accounts at a

specified key date, and generates adjustment postings if necessary. These are needed in
order to display the following business transactions correctly in the balance sheet:
• Goods delivered, but not invoiced
• Goods invoiced, but not delivered
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The GR/IR account due to the above items shows a net debit or credit balance. This needs
to be separated into separate GL account so that debits items (Goods invoiced, but not
delivered can be shown) under Assets and credit items (Goods delivered, but not invoiced)
will show a credit balance, this need to be shown under liability side of balance sheet.
This exactly what the program does.
Scenario
GR/IR balances are to be regrouped at month end.
Prerequisites
Invoice verification done for goods not delivered and goods receipt done but no invoice
verification done.

Periodic Processing → Closing → Regroup → F.19 - GR/IR
Clearing
90. Double click on F.19 - GR/IR Clearing
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Analyze GR/IR Clearing Accounts and Display Acquisition Tax

G/L account Code identifying a General 219914
Ledger account
Company code Enter here company code 9100
number
Key Date Transaction Date 28.02.2006
92. Then define data selection: click Postings button:
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93. Click Creating postings .

Name of batch input Name of batch input session GRIR0206
session that will create postings
Document Date Date of the batch input session 28.02.2006
posting
Document type Code identifying the method SA
that the system uses to process
the transaction
Posting date Date when you want to post 28.02.2006
adjustment postings
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Reversal posting date Date when you want to reverse 01.03.2006
adjustment postings
95. Click Execute button to create a batch input session:
96. The system has displayed a report with transactions.
97. Click Postings Button to display the documents.
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98. Click Back .
99. To post the adjustments, you need to process your batch input session. Select from
the main menu: System→Services→Batch input→Sessions.
Batch Input: Session Overview
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100. Mark the required session and click Process .
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Process Session GR/IR06
101. Click
102. Click Process .
KALC - CO reconciliation with FI

Functionality
This transaction reconciles posting in CO to FI. Reconciliation differences occur between FI

& CO when many Company codes are linked to a single Controlling Area. This happens
when there are cross allocation between company codes in CO that is not posted via FI –
and hence not reflected in FI.
You use this transaction to transfer this cross-company code made in CO that are relevant
to FI, and to automatically create reconciliation postings in FI. You can make these
reconciliation ledger postings at month end.
This transaction should be executed after all the postings in CO and FI for the current
period are finished.
Scenario
You want to run the reconciliation ledger to run reconcile FI and CO.
Requirements
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Postings across company codes occur in CO, which need to be reconciled with postings to
FI.
Menu Path Accounting → Controlling → Cost Element Accounting →

Actual Postings → KALC - Reconciliation with FI
Transaction Code KALC
103. Double Click on KALC - Reconciliation with FI.
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Reconciliation Posting: Initial Screen

Company code Enter required CC here 9100
Period Enter here the period from which the reconciliation 2
ledger postings are to be read
Fiscal year Enter here the fiscal year from which the reconciliation 2006
ledger postings are to be read
105. Click Posting parameters Button to define what is the date for the
reconciliation posting and what kind of document you want to use:
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Reconciliation Posting: Posting Data

Posting date Date for posting the reconciliation 28.02.2006
Document type Enter here the document type you want SA
to use for posting
108. Click to remove test
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Reconciliation Posting: Initial Screen
109. Click Execute button to post the reconciliation.
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Reconciliation Posting: Display Reconciled Cost Flows
110. Click Back
MR11 - GR / IR Clearing Account Maintenance
Functionality
Quantity differences between goods receipt and invoice receipt for a purchase order result
in a balance on the GR/IR clearing account.
If the quantity invoiced is larger than the quantity received, the system then expects further
goods receipts for this purchase order to clear the balance.
If the quantity received is larger than the quantity invoiced, the system then expects further
invoices for this purchase order to clear the balance.
You can also clear differences for delivery costs.
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If no more goods or invoices are to be received, you can clear the balances through this
transaction.
Scenario
Perform clearing for differences for a particular PO
Requirements
None
Menu Path Logistics → Materials Management → Logistics Invoice

Verification → GR/IR Account Maintenance → MR11 -
Maintain GR/IR Clearing Account
Transaction Code MR11
111. Double click on MR11 - Maintain GR/IR Clearing Account
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Maintain GR / IR Clearing Account

Company Code An organizational unit within 9100
financial accounting
Posting Date Date which is used when 05.02.2006
entering the document
113. Click Execute .
The system will display a list of documents that can be cleared:
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114. You can select the item you want to clear: click on the check box, e.g. Button
115. To view the related Purchase Order, click Purchase Order Button .
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116. Click Back
117. To post the differences, click the Post .
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118. The system has posted the differences. To display posted accounting document,
follow the menu path (or transaction FB03 – Document Display):
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119. To Generate a list of all accounting documents Click

Company Code An organizational unit within 9100
financial accounting
Fiscal year Description of the Fiscal year. 2006
Entry date Date the document was entered 05.02.2006
into the system
121. Click
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Document List
122. Click on the required document, e.g. 4800000000.
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Display Document: Overview (Accounting document)
123. To view the original Document (MM document) Select Environment→ Document
Environment → Original document.
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Display/Cancel Account Maintenance Document
124. Click Back .
S_ALR_87003642 - Open and Close Posting Periods
Functionality
In this transaction you can open and close FI posting periods.

Two intervals are available for doing this (period 1 and period 2). For every interval, enter a
lower period limit, an upper period limit and the fiscal year.
You can specify separately G/L account number ranges (as well as sub ledger accounts).
To do this, you specify the subledger account type, such as D or K, and the corresponding
reconciliation account.
In this way you can, for instance, close postings for customer accounts, but allow postings
for vendors and GL accounts.
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Scenario
At month end, you need to close FI periods for Assets, AP, AR and GL ledgers.
Requirements
None

Environment → Current Settings → S_ALR_87003642 -
Open and Close Posting Periods
Transaction Code S_ALR_87003642
125. Double click on S_ALR_87003642 - Open and Close Posting Periods
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Change View "Posting Periods: Specify Time Intervals": Overview
126. To allow postings for all types of accounts (including sub ledgers) in January and
February 2006 for company code 9100 update the posting period variant 9100 with
the following

From per. 1 First Posting Period Allowed (in 1
Interval 1)
To period Last Posting Period Allowed (in 2
Interval 1)
128. Click Save .
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Chapter 4 Postings
FB02 - GL Document Change
Functionality
You wan to change an already posted document. You can change only fields like Text or
Assignment.
Scenario
You need to add more information to the automatically created financial documents, e.g.
Text field, via document change.
Requirements
A posted document.

Document → FB02 – Change
Transaction Code FB02
129. Double click on FB02 – Change
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Change Document: Initial Screen

Document number Enter here a number of the 1800000001
document you want to change
Fiscal year Number of the fiscal year 2006
If you don't know the document number, click button. The system will
display a search screen. Enter the required criteria and search for the document you
want to change.
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131. Click Enter .
Change Document: Overview
132. To change a line item, simply double click on it:
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Change Document: Line Item 001
133. The fields you can change are displayed in red. You can change the contents of the
following fields:

Assignment The assignment number is an Misc item
additional information reference.
Text Additional document description Sale of miscellaneous item
134. On the same screen you can change also some fields in the doc. header. Click
Document Header Button .
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Document Header: 5200 Company Code

Doc.header text Explanation or note that applies Sale of Misc item
to the document
Reference Explanation or note that applies Misc sales
to the document
137. To store your changes in the document, click Save
Functionality
This transaction allows you to display a posted FI document.
Scenario
You want to display an FI document.
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Requirements
Posted FI document.

Document → FB03 - Display
138. Double click on FB03 - Display
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139. Click to search for documents:
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the transaction
141. Click Execute to start searching.

142. The system will display a list of documents that fulfill your criteria:
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143. To display your document, simply double click on it. The system will display a
document overview:
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144. You can display your document in different currency. Click Display currency Button
.
Display currency for document
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145. Click
146. Click Enter
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147. You can display also other document details, like e.g. who posted this document.
Choose Document Header button. You can see that the user SAPUSER
posted this document on 04.02.2006– this date is derived from the system clock.
148. If you want to print this document, select from menu path” Document→Print Preview.
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Document Overview
149. You can print this report (just click on Print icon
FB08 - Individual Document Reversal

Functionality
A GL document was entered incorrectly. Need to reverse the document.
Scenario
A document was entered wrongly. You need to reverse the incorrect document
Requirements
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GENERAL LEDGER
Document to be reversed cannot include already cleared items. If you want to reverse
document that was already cleared, you need to reset all cleared items before posting a
reversal.

Document → Reverse → FB08 - Individual Reversal
150. Double click on FB08 - Individual Reversal.
151. If you don’t know the document number, click Button.


Fiscal year The Fiscal year number 2006
the transaction
153. Click Execute Button
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154. The system will display a list of documents:
155. Double Click on the document you want to reverse:
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Reverse Document: Header Data

Reversal reason Type of the reversal 01
Posting date Posting date 05.02.2006
There are defined five reversal reasons:

01 Reversal in current period
02 Reversal in closed period
03 Actual reversal in current period
04 Actual reversal in closed period
05 Accrual/deferral posting
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GENERAL LEDGER
Reasons 03 and 04 allow “negative” postings. To post a negative reversal, the following
prerequisites must be fulfilled:
a) The company code must be defined as allowing negative postings,

b) The document type must allow negative postings.
157. If you want to display the document before reversal, click Display before reversal
Button .
158. Click Back
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GENERAL LEDGER
Reverse Document: Header Data
159. If you want to reverse the document, click Save Button. . The system will post a
reversal document
160. The message bar displays “Document XXXXXX was posted in company code 9100”.
FB50 - Post GL Document

Functionality
This is an SAP Enjoy transaction used to post GL documents. A Journal entry can be
posted through this transaction. This transaction only allows GL posting, you cannot post to
any account e.g. customer or vendor, asset etc.
Scenario
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GENERAL LEDGER
You want to post a journal entry which affect only General ledger accounts.
Requirements
None

Document Entry → FB50 - Enter G/L Account Document
161. Double click on FB50 - Enter G/L Account Document.
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GENERAL LEDGER
Enter G/L account document: Company code 9100

Doc. date Date of the document 31.01.2006
Currncy Document currency INR
Reference Document description PROVISIONS
G/L acct GL Account number 440503
D/C Code identifying whether line Debit
item is a debit or a credit
Amount doc.curr. Amount to be posted for the line 100000
item
Cost center Cost center 9118000
G/L acct GL Account number 219928
D/C Code identifying whether line Credit
item is a debit or a credit
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GENERAL LEDGER
Amount doc.curr. Amount to be posted for the line *
item
163. Click Enter .
164. You can simulate document before posting. To do so, click Simulate Button
.
Document Overview
165. To post the document, click Save
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GENERAL LEDGER
Chapter 5 Reference documents
FBR2 - Posting with Reference Document
Functionality
This transaction code helps to post a new accounting document using a previously posted
FI document as a reference. You can use this option to speed up data entry.
Scenario
You frequently post similar GL documents i.e. the amounts are different, but GL accounts
are the same.
You want to use one of the previously posted FI documents as a reference.
Requirements
Previously posted GL document.

Document Entry → FB50 - Enter G/L Account Document
Transaction Code FBR2
166. Double click on FB50 - Enter G/L Account Document
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GENERAL LEDGER
Enter G/L account document: Company code 9100

Doc. date Document date 05.02.2006
Currncy Posting currency INR
168. Select from the menu path: Goto -> Post with Reference.
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GENERAL LEDGER
Post Document: Header Data

Document number This is the document number 100000004
you want to use as a reference
170. Click Do not propose amounts
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GENERAL LEDGER
171. Click .
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GENERAL LEDGER
Post Document: Header Data
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GENERAL LEDGER

Amount Amount of the first line item 21000
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GENERAL LEDGER
Post Document: Add G/L account item

Amount Amount of the second line item *
177. Click Enter Button to confirm your entries. The system will display a document
overview:
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GENERAL LEDGER
Post Document: Display Overview
178. Click Save .
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GENERAL LEDGER
Chapter 6 Reporting
S_ALR_87012284 - Financial Statements & Trial Balance
Functionality
This transaction code gives you the Balance Sheet and Profit & Loss account for a
company code. To run the report you need to select the relevant financial statement
version which is configured for your chart of accounts and company code.
Scenario
You want to generate a Balance sheet and Profit and Loss account for your company code.
Requirements
A Financial Statement Version is defined for your company code.

Periodic Processing → Closing → Report → General
Ledger Reports → Balance Sheet/ Profit and Loss
Statement / Cash Flow → General → Actual/Actual
Comparisons → S_ALR_87012284 - Balance Sheet /
Profit and Loss Statement
179. Double click on S_ALR_87012284 - Balance Sheet / Profit and Loss Statement.
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GENERAL LEDGER
Balance Sheet/P+L Statement

Company code Enter here required company 9100
code number
Financial statement Code identifying the type of YCCA
version report you need to display
Reporting Year First fiscal year number 2006
Reporting periods Enter here the required period. 1 -2
You can prepare a financial
statement regarding one month
or enter a range, e.g. Jan – July
Comparison year Year against which to compare 2005
the reporting period profits
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GENERAL LEDGER
Comparison periods Fiscal period against which to 6
compare the reporting period
profits
181. Click <radio button> Classical list .

Note: Now you can define your special requirements for this report (like choose the
balance sheet type or decide whether to include in the report the accounts with zero
balance).
182. Click <tab button> Special evaluations .
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GENERAL LEDGER

Balance sheet type This parameter controls which 3
periods flow into the reporting
and comparison period. The
following entries are possible:
1: This means that an
accumulated balance sheet is
created, that is, the balance is
calculated from the balance
carried forward plus the periods
01 to the upper limit of the
reporting and comparison
periods you have specified.
The lower limit specified in
these parameters is ignored in
this case. Balance sheet
accounts and P+L accounts are
treated the same.
2: This means that a flow of
funds analysis is created, that
is, the balance is calculated
from the reporting and
comparison periods you
specified.
The balance carried forward is
not taken into consideration.
Balance sheet accounts and
P+L accounts are treated the
same.
3: This means a combination of
possibilities "1" and "2". Here
balance sheet accounts are
dealt with as described under
balance sheet type 1, and P+L
accounts as described under
balance sheet type 2.
4: This means that an opening
balance sheet is created. Here
only the balance carried forward
is used for the reporting and
comparison periods. Accounts
which have not yet been posted
to or have a zero balance, are
also displayed in this variant.
It is recommended to select Balance Sheet Type number 3.
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GENERAL LEDGER
Note: You need to define the output of the report. For instance, you can determine
the level of detail of the balance sheet and P+L via your entry in the "Summary
report" field.
184. Click <tab button> Output control .
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GENERAL LEDGER

Company code The following entries are possible: 1
summarization 1 = A balance sheet is created per company code
2 = A consolidated balance sheet is created
covering all selected company codes.
Business area summarization The following entries are possible: 2
1 = A separate balance sheet is created for each
business area.
2 = A balance sheet and profit and loss is created
whereby the balance of an account is displayed
per business area.
3 = Business areas are summarized at account
level.
Summary report This parameter controls the output of summary <blank>
reports, where "1" creates the most summarized
list and blank the most detailed list. If you enter
"1", only the main points of a balance sheet such
as "assets", "liabilities", and "P+L" are printed. If
you enter blank (=default), the entire balance
sheet definition, including the accounts, is printed.
Scaling The output amount can be controlled using this 0/0
parameter. The default value 0/0 means that the
amounts are output in the right currency and in full
length. The entry 3/1 would mean that the
amounts would be output in thousands with one
decimal place.
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GENERAL LEDGER
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GENERAL LEDGER
187. Click Execute
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GENERAL LEDGER
Note: You can print this report or download it as a local file. To download it, select
from the menu path List -> Save -> File… and choose the required file format.
188. Click Back
S_ALR_87012289 - Compact Document Journal

Functionality
This transaction gives the list of document posted.
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GENERAL LEDGER
The information in the document display is divided into four groups:
1. Document header
2. Customer account/vendor account postings
3. Tax postings
4. G/L account postings
Scenario
You want to see a list of documents posted.
Requirements
GL Account Master Records, posted documents.

Information System → Information System → General
Ledger Reports → Document → General → Compact
Document Journal → S_ALR_87012289 - Compact
Document Journal
189. Double click on S_ALR_87012289 - Compact Document Journal.
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GENERAL LEDGER
Compact Document Journal

Posting date Date that the business 01.01.2006– 28.02.2006
191. Click <checkbox> Parked documents to avoid printing of parked

documents.
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GENERAL LEDGER
192. Click Execute to generate the report:
Compact Document Journal
193. You can print this report or download it as a local file. Select List→ Save->File……
194. Choose the file format:
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GENERAL LEDGER
Save list in file...
195. Click Enter Button.
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GENERAL LEDGER

File name Enter full path and name of your Journal
file, followed by the extension
197. Click
Page 118 of 118

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COST CENTER ACCOUNTING

Chapter 1 Account Line Item Analysis

Menu Path Accounting → Financial Accounting → General Ledger →

1. Double click on FBL3N - Display/Change Line Items

2. Update the following fields:

Field Name Field Description Values

You can display the following types line items:

3. To confirm your entries, click Enter .

4. Click Execute to display a report, according to entered criteria:

G/L Account Line Item Display

Display Document: Line Item 002

7. To change line item description update the following field:

Field Name Description Values

8. To save your changes, Click Save Button. .

9. The message bar displays “Changes have been saved”.

Chapter 2 Account Clearing

F-03 - GL Manual Account Clearing

This Transaction clear open items on a single GL account.

Open items on a GL account.

Menu Path Accounting → Financial Accounting → General Ledger →

10. Double click on F-03 – Clear.

Clear G/L Account: Header Data

11. Update the following fields:

Field Name Field Description Values

Clear G/L Account: Process open items

Clear G/L Account: Display Overview

Please note below give setting is only a one time setting.

Accounting Editing Options

17. Click <tab button> Open items .

18. Click <checkbox> Selected items initially inactive

F-04 - GL Account Clearing

Menu Path Accounting → Financial Accounting → General Ledger →

21. Double click on F-04 - Post with Clearing

Post with Clearing: Header Data

22. Update the following fields:

Field Name Field Description Values

23. Click Enter Button to confirm your entries.

Post with Clearing: Add G/L account item

24. Update the following fields:

Field Name Field Description Values

25. Click Process open items Button .

Post with Clearing: Select open items

26. Update the following fields:

Field Name Field Description Values

27. Click Process open items Button .

Post with Clearing: Process open items

28. Double click

29. Select Document→Simulate.

Post with Clearing: Display Overview

30. Click Save Button. to post your document.

F.13 - GL Account Automatic Clearing

The GL accounts must be flagged as open item.

Menu Path Accounting → Financial Accounting → General Ledger →

32. Double click on F.13 - Without Specification of Clearing Currency

Automatic Clearing without Definition of Clearing Currency (SAPF124)

33. Update the following fields:

Field Name Field Description Values

This is the clearing document number. No real posting took place.

FBRA - GL Reset Cleared Items

A previously posted clearing document.

Menu Path Accounting → Financial Accounting → General Ledger →

40. Double click on FBRA - Reset Cleared Items

41. Update the following fields:

Field Name Field Description Values