COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

Contents
Contents Chapter 1 Account Line Item Analysis Chapter 2 Account Clearing Chapter 3 Closing operations Chapter 4 Postings Chapter 5 Reference documents Chapter 6 Reporting Page 2 7 31 76 97 105

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

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 Transaction Code
1.

Accounting → Financial Accounting → General Ledger → Account → FBL3N - Display/Change Line Items FBL3N

Double click on FBL3N - Display/Change Line Items

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS G/L Account Line Item Display

2.

Update the following fields:
Field Name G/L account Company code Field Description Code identifying a General Ledger account Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes 219917 9100 Values

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. Page 3 of 118

COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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. 4.

To confirm your entries, click Enter 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display Document: Line Item 002

6.

Some fields in this document can be changed. To do so, click Display - Change . Fields that can be changed are highlighted in red: Button

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Change Document: Line Item 002

7.

To change line item description update the following field:
Field Name Text Description Additional Line item description Values Month end provisions

8.

To save your changes, Click Save Button.

.

9.

The message bar displays “Changes have been saved”.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

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. Menu Path
Transaction Code

Accounting → Financial Accounting → General Ledger → Account → F-03 - Clear
F-03

10.

Double click on F-03 – Clear.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Clear G/L Account: Header Data

11.

Update the following fields:
Field Name Account Clearing date Company code Field Description Code identifying the General Ledger account Date when you want to post your clearing Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Code identifying the type of currency used in a transaction or for all transactions pertaining to a specific account 111415 05.02.2006 9100 Values

Currency

INR

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

12.

Click Process open items Button items that fulfill previously entered criteria: Clear G/L Account: Process open items

. The system will display open

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

14.

You can check your document before postings. Select Document→Simulate.

Clear G/L Account: Display Overview

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

.

To post your entries, click Save Button. system stored a clearing document.

. No “real” posting took place, but the

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 Page 11 of 118

COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

17.

Click <tab button> Open items

.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Accounting Editing Options

18.

Click <checkbox> Selected items initially inactive .

19. 20.

Click Save Button.

. The settings are now stored in user’s data.

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 Page 13 of 118

COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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 Menu Path
Transaction Code

Accounting → Financial Accounting → General Ledger → Document Entry → F-04 - Post with Clearing
F-04

21.

Double click on F-04 - Post with Clearing

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post with Clearing: Header Data

22.

Update the following fields:
Field Name Document date Company code Period Currency/rate PstKy Account Field Description Document date Enter here required company code number Number identifying a fiscal month Code identifying the currency used in the transaction Description of the PstKy. Code identifying the General Ledger, Vendor, or Customer account 05.02.2006 9100 2 INR 50 111419 Values

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS
23.

Click Enter Button

to confirm your entries.

Post with Clearing: Add G/L account item

24.

Update the following fields:
Field Name Amount Field Description Amount of the line item 75000 Values

25.

Click Process open items Button

.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post with Clearing: Select open items

26.

Update the following fields:
Field Name Account Field Description Code identifying the General Ledger, Vendor, or Customer account 111415 Values

27.

Click Process open items Button

.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post with Clearing: Process open items

28.

Double click

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

29.

Select Document→Simulate.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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. Menu Path Accounting → Financial Accounting → General Ledger → Periodic Processing → Automatic Clearing → F.13 Without Specification of Clearing Currency F.13

Transaction Code

32.

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

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Automatic Clearing without Definition of Clearing Currency (SAPF124)

33.

Update the following fields:
Field Name Company code Field Description Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Fiscal year number 9100 Values

Fiscal year

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS
Field Name General ledger accounts Field Description Number of general ledger account 219914 Values

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). By default the system is in the test mode. Click Test run button to turn it off. You entered the selection criteria. Now click Execute Button procedure. to begin clearing

37.

38.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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. Menu Path
Transaction Code

Accounting → Financial Accounting → General Ledger → Document → FBRA - Reset Cleared Items
FBRA

40.

Double click on FBRA - Reset Cleared Items

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reset Cleared Items

41.

Update the following fields:
Field Name Clearing document Company code Field Description Number of the document to be reset Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Fiscal year number 100000015 9100 Values

Fiscal year

2006

42. Click

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

43.

Click You can display some details regarding the clearing document before resetting it. Click e.g. Accounts Button .

44.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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

48.

Update the following fields:
Field Name Reversal reason Field Description Enter type of reversal (e.g. negative posting in the same period as original document) Posting date 01 Values

Posting date

050206

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS
49.

Click The message bar displays “Document XXXXXX was posted in company code 9100”. The system reset the cleared items and posted a reversal document.

50.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

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.

Menu Path

Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Valuate → F.05 - Foreign Currency Valuation
F.05

Transaction Code

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS
51.

Double click on F.05 - Foreign Currency Valuation. Foreign Currency Valuation

52.

Update the following fields:

Field Name Company code Evaluation Key Date Valuation method

Field Description Company code Key date for the foreign currency valuation. A unique key for determining a foreign currency valuation method. This key can be valid for cross-chart of accounts. Code identifying the batch session that is created Date the transaction occurred 9100 31.01.2006 ZDCR

Values

Batch input session name Document date

FCV012006 31.01.2006

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS
Field Name Posting date Posting period Field Description Date that the business transaction occurred Fiscal month when the transaction posts to the General Ledger Date when you want to post a reverse. Normally the 1st day of next month 1 31.01.2006 Values

Reversal posting date

01.02.2006

53.

Now you need to select the accounts you want to valuate. Click <tab button>

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Foreign Currency Valuation

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. Click Execute Button to perform valuation. Note that the system does not create the postings immediately but creates a batch input session instead.

56.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Foreign Currency Valuation

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Foreign Currency Valuation

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

61. 62.

Click <radio button> 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

Display Document: Initial Screen

64.

Update the following fields:
Field Name Document number Field Description Number of the SAP R/3 document that is internally assigned by SAP R/3 when certain transactions are completed Enter here company code number Fiscal year number 100000020 Values

Company code Fiscal year

9100 2006

65.

Click Enter Button

to confirm your entries.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

67.

Click Enter Button. Display Document: Overview

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 F.07

Transaction Code
69.

Double click on F.07 - Balance Carryforward

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Carry Forward Receivables/Payables

70.

Update the following fields:
Field Name Company code Field Description Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Enter here a number of the fiscal year you want to transfer the balances to 9100 Values

Carryforward to fiscal year

2007

71.

Click Select customers

.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS
72.

Update the following fields:
Field Name Customer to Field Description Code identifying a customer account 1 999999999 Values

73.

Click Select vendors

.

74.

Update the following fields:
Field Name Vendor to Field Description Code identifying the vendor account 1 99999999 Values

75.

Click Detail log Button

to print additional program log

76.

Click Enter Button

to confirm your entries.

77.

To carry forward balances, click Execute

. The system will display a report:

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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. Menu Path Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Carrying Forward → F.16 - Balance Carry Forward F.16

Transaction Code
80.

Double click on F.16 - Balance Carry Forward.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Balance carryforward

81.

Update the following fields:
Field Name Ledger Field Description Standard GL ledger = 00. Since we use parallel currency 1 and parallel currency 2, we also have ledger L3 & Z8 Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Enter here the fiscal year number you want to carry the balances to. 00, L3, Z8 Values

Company code

9100

Carry forward to fiscal year

2007

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS
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 .

83. 84.

Click Enter Button Click Execute

to confirm your entries. 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display of balance sheet accounts

86.

Click Back

.

87.

Click

button to display balances of P&L accounts:

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display of retained earnings accounts

88.

Click Back

.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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. Menu Path Accounting → Financial Accounting → General Ledger → Periodic Processing → Closing → Regroup → F.19 - GR/IR Clearing
F.19

Transaction Code

90.

Double click on F.19 - GR/IR Clearing

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Analyze GR/IR Clearing Accounts and Display Acquisition Tax

91.

Update the following fields:
Field Name G/L account Company code Key Date Field Description Code identifying a General Ledger account Enter here company code number Transaction Date 219914 9100 28.02.2006 Values

92.

Then define data selection: click Postings

button:

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Analyze GR/IR Clearing Accounts and Display Acquisition Tax

93.

Click Creating postings

.

94.

Update the following fields:
Field Name Name of batch input session Document Date Document type Field Description Name of batch input session that will create postings Date of the batch input session posting Code identifying the method that the system uses to process the transaction Date when you want to post adjustment postings GRIR0206 28.02.2006 SA Values

Posting date

28.02.2006

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS
Field Name Reversal posting date Field Description Date when you want to reverse adjustment postings 01.03.2006 Values

95.

Click Execute button

to create a batch input session:

Analyze GR/IR Clearing Accounts and Display Acquisition Tax

96.

The system has displayed a report with transactions.

97.

Click Postings Button

to display the documents.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Analyze GR/IR Clearing Accounts and Display Acquisition Tax

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

100. Mark the required session and click Process

.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Postings across company codes occur in CO, which need to be reconciled with postings to FI. Menu Path
Transaction Code

Accounting → Controlling → Cost Element Accounting → Actual Postings → KALC - Reconciliation with FI
KALC

103. Double Click on KALC - Reconciliation with FI.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reconciliation Posting: Initial Screen

104. Update the following fields:
Field Name Company code Period Fiscal year Field Description Enter required CC here Enter here the period from which the reconciliation ledger postings are to be read Enter here the fiscal year from which the reconciliation ledger postings are to be read 9100 2 2006 Values

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reconciliation Posting: Posting Data

106. Update the following fields:
Field Name Posting date Document type Field Description Date for posting the reconciliation Enter here the document type you want to use for posting 28.02.2006 SA Values

107. Click Enter Button 108. Click to remove test

to confirm your entries.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reconciliation Posting: Initial Screen

109. Click Execute button

to post the reconciliation.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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 MR11

Transaction Code

111. Double click on MR11 - Maintain GR/IR Clearing Account

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Maintain GR / IR Clearing Account

112. Update the following fields:
Field Name Company Code Posting Date Field Description An organizational unit within financial accounting Date which is used when entering the document 9100 05.02.2006 Values

113. Click Execute

.

The system will display a list of documents that can be cleared:

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Maintain GR/IR Clearing Account

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

116. Click Back

117. To post the differences, click the Post

.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Maintain GR/IR Clearing Account

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS

Display Document: Initial Screen

119. To Generate a list of all accounting documents Click

120. Update the following fields:
Field Name Company Code Fiscal year Entry date Field Description An organizational unit within financial accounting Description of the Fiscal year. Date the document was entered into the system 9100 2006 05.02.2006 Values

121. Click

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Document List

122. Click on the required document, e.g. 4800000000.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display Document: Overview (Accounting document)

123. To view the original Document (MM document) Select

Environment→ Document

Environment → Original document.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Scenario At month end, you need to close FI periods for Assets, AP, AR and GL ledgers. Requirements None Menu Path Accounting → Financial Accounting → General Ledger → Environment → Current Settings → S_ALR_87003642 Open and Close Posting Periods S_ALR_87003642

Transaction Code

125. Double click on S_ALR_87003642 - Open and Close Posting Periods

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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
Field Name From per. 1 To period Field Description First Posting Period Allowed (in Interval 1) Last Posting Period Allowed (in Interval 1) 1 2 Values

127. Click Enter Button 128. Click Save

to confirm your entries.

.

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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. Menu Path
Transaction Code

Accounting → Financial Accounting → General Ledger → Document → FB02 – Change
FB02

129. Double click on FB02 – Change

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Change Document: Initial Screen

130. Update the following fields:
Field Name Document number Company code Field Description Enter here a number of the document you want to change Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Number of the fiscal year 1800000001 9100 Values

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Change Document: Line Item 001

133. The fields you can change are displayed in red. You can change the contents of the

following fields:
Field Name Assignment Text Field Description The assignment number is an additional information reference. Additional document description Misc item Sale of miscellaneous item Values

134. On the same screen you can change also some fields in the doc. header. Click

Document Header Button

.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Document Header: 5200 Company Code

135. Update the following fields:
Field Name Doc.header text Reference Field Description Explanation or note that applies to the document Explanation or note that applies to the document Values Sale of Misc item Misc sales

136. Click Enter Button

to confirm your entries.

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Requirements Posted FI document. Menu Path
Transaction Code

Accounting → Financial Accounting → General Ledger → Document → FB03 - Display
FB03

138. Double click on FB03 - Display

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display Document: Initial Screen

139. Click

to search for documents:

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140. Update the following fields:
Field Name Fiscal year Document type Field Description Fiscal year number Code identifying the method that the system uses to process the transaction Date that the business transaction occurred 2006 SA Values

Posting date

31.01.2006

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display Document: Overview

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

Display Document: Overview

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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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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. Menu Path
Transaction Code

Accounting → Financial Accounting → General Ledger → Document → Reverse → FB08 - Individual Reversal
FB08

150. Double click on FB08 - Individual Reversal. 151. If you don’t know the document number, click 152. Update the following fields:
Field Name Fiscal year Document type Field Description The Fiscal year number Code identifying the method that the system uses to process the transaction 2006 SA Values

Button.

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reverse Document: Header Data

156. Update the following fields:
Field Name Reversal reason Posting date Field Description Type of the reversal Posting date 01 05.02.2006 Values

There are defined five reversal reasons: 01 02 03 04 05 Reversal in current period Reversal in closed period Actual reversal in current period Actual reversal in closed period Accrual/deferral posting

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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 Display Document: Overview

.

158. Click Back

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS 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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS You want to post a journal entry which affect only General ledger accounts.

Requirements None Menu Path
Transaction Code

Accounting → Financial Accounting → General Ledger → Document Entry → FB50 - Enter G/L Account Document
FB50

161. Double click on FB50 - Enter G/L Account Document.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Enter G/L account document: Company code 9100

162. Update the following fields:
Field Name Doc. date Currncy Reference G/L acct D/C Amount doc.curr. Cost center G/L acct D/C Field Description Date of the document Document currency Document description GL Account number Code identifying whether line item is a debit or a credit Amount to be posted for the line item Cost center GL Account number Code identifying whether line item is a debit or a credit 31.01.2006 INR PROVISIONS 440503 Debit 100000 9118000 219928 Credit Values

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Field Name Amount doc.curr. Field Description Amount to be posted for the line item * Values

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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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. Menu Path Transaction Code Accounting → Financial Accounting → General Ledger → Document Entry → FB50 - Enter G/L Account Document FBR2

166. Double click on FB50 - Enter G/L Account Document

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Enter G/L account document: Company code 9100

167. Update the following fields:
Field Name Doc. date Currncy Posting date Field Description Document date Posting currency Date that the business transaction occurred 05.02.2006 INR 05.02.2006 Values

168. Select from the menu path: Goto -> Post with Reference.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post Document: Header Data

169. Update the following fields:
Field Name Document number Company code Field Description This is the document number you want to use as a reference Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Fiscal year number 100000004 9100 Values

Fiscal year

2006

170. Click Do not propose amounts

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171. Click

.

172. Click Enter Button

to confirm your entries.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post Document: Header Data

173. Click Enter Button

to confirm your entries.

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174. Update the following fields:
Field Name Amount Field Description Amount of the first line item 21000 Values

175. Click Enter Button

to confirm your entries.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post Document: Add G/L account item

176. Update the following fields:
Field Name Amount Field Description Amount of the second line item * Values

177. Click Enter Button

to confirm your entries. The system will display a document

overview:

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post Document: Display Overview

178. Click Save

.

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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. Menu Path Accounting → Financial Accounting → General Ledger → 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 S_ALR_87012284

Transaction Code

179. Double click on S_ALR_87012284 - Balance Sheet / Profit and Loss Statement.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Balance Sheet/P+L Statement

180. Update the following fields:
Field Name Company code Financial statement version Reporting Year Reporting periods Field Description Enter here required company code number Code identifying the type of report you need to display First fiscal year number Enter here the required period. You can prepare a financial statement regarding one month or enter a range, e.g. Jan – July Year against which to compare the reporting period profits 9100 YCCA 2006 1 -2 Values

Comparison year

2005

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Field Name Comparison periods Field Description Fiscal period against which to compare the reporting period profits 6 Values

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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183.

Update the following fields:
Field Name Balance sheet type Field Description This parameter controls which 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. 3 Values

It is recommended to select Balance Sheet Type number 3.

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Balance Sheet/P+L Statement

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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185. Update the following fields:
Field Name Company code summarization Field Description The following entries are possible: 1 = A balance sheet is created per company code 2 = A consolidated balance sheet is created covering all selected company codes. The following entries are possible: 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. This parameter controls the output of summary 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. The output amount can be controlled using this 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. 1 Values

Business area summarization

2

Summary report

<blank>

Scaling

0/0

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Balance Sheet/P+L Statement

186. Click Enter Button

to confirm your entries.

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187. Click Execute

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Balance Sheet/P+L Statement

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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS The information in the document display is divided into four groups: 1. 2. 3. 4. Document header Customer account/vendor account postings Tax postings G/L account postings

Scenario You want to see a list of documents posted. Requirements GL Account Master Records, posted documents. Menu Path Accounting → Financial Accounting → General Ledger → Information System → Information System → General Ledger Reports → Document → General → Compact Document Journal → S_ALR_87012289 - Compact Document Journal S_ALR_87012289

Transaction Code

189. Double click on S_ALR_87012289 - Compact Document Journal.

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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Compact Document Journal

190. Update the following fields:
Field Name Company code Field Description Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Date that the business transaction occurred 9100 Values

Posting date

01.01.2006– 28.02.2006

191. Click <checkbox> Parked documents

to avoid printing of parked

documents.

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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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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Save list in file...

195. Click Enter Button.

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196. Update the following fields:
Field Name File name Field Description Enter full path and name of your file, followed by the extension Journal Values

197. Click

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