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General Ledger End User Manual
General Ledger End User Manual
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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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
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS G/L Account Line Item Display
2.
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). Thats why it is possible to display open line items within a specified period of time even if theyre cleared at present.
3. 4.
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.
8.
9.
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10.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Clear G/L Account: Header Data
11.
Currency
INR
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12.
Click Process open items Button 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.
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To post your entries, click Save Button. 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:
16.
On the screen above use the following menu path: SettingsEditing options.
17.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Accounting Editing Options
18.
19. 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.
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.
Accounting Financial Accounting General Ledger Document Entry F-04 - Post with Clearing
F-04
21.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post with Clearing: Header Data
22.
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24.
25.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post with Clearing: Select open items
26.
27.
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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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29.
Select DocumentSimulate.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post with Clearing: Display Overview
30.
31.
The message bar displays Document XXXXX was posted in company code 9100
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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.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Automatic Clearing without Definition of Clearing Currency (SAPF124)
33.
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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36.
At the bottom of the screen (you need to use a mouse to scroll the screen down) theres 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.
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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.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reset Cleared Items
41.
Fiscal year
2006
42. Click
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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.
46.
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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.
Posting date
050206
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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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Menu Path
Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate F.05 - Foreign Currency Valuation
F.05
Transaction Code
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52.
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
FCV012006 31.01.2006
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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.
55.
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; theyre stored in a batch input session:
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Foreign Currency Valuation
57.
58.
To post the valuation, you need to process the Batch Input Session that youve just created. You can open another SAP session. From the main menu choose System
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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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61. 62.
63.
As a result of valuation some accounting documents were posted. To display them use the transaction FB03 (Document Display):
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64.
9100 2006
65.
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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.
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67.
68.
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Transaction Code
69.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Carry Forward Receivables/Payables
70.
2007
71.
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73.
74.
75.
76.
77.
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78.
Click Back
79.
Click Execute
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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.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Balance carryforward
81.
Company code
9100
2007
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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.
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
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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.
Similarly also carry forward balances for Parallel currency ledgers L3 and Z8.
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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.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Analyze GR/IR Clearing Accounts and Display Acquisition Tax
91.
92.
button:
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Analyze GR/IR Clearing Accounts and Display Acquisition Tax
93.
94.
Posting date
28.02.2006
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95.
96.
97.
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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: SystemServicesBatch inputSessions. Batch Input: Session Overview
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Process Session GR/IR06
101. Click
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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
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reconciliation Posting: Initial Screen
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
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reconciliation Posting: Initial Screen
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reconciliation Posting: Display Reconciled Cost Flows
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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
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Maintain GR / IR Clearing Account
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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 Maintain GR/IR Clearing Account
118. The system has posted the differences. To display posted accounting document,
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121. Click
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Document List
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display Document: Overview (Accounting document)
Environment Document
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display/Cancel Account Maintenance Document
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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
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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
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Change Document: Initial Screen
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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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
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Document Header: 5200 Company Code
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
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Display Document: Initial Screen
139. Click
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Posting date
31.01.2006
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
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145. Click
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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
DocumentPrint Preview.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Document Overview
icon
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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 dont 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.
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reverse Document: Header Data
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
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Reverse Document: Header Data
reversal document
160. The message bar displays Document XXXXXX was posted in company code 9100.
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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.
Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document
FB50
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Enter G/L account document: Company code 9100
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164. You can simulate document before posting. To do so, click Simulate Button
. Document Overview
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Enter G/L account document: Company code 9100
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
Fiscal year
2006
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COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post Document: Header Data
COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post Document: Add G/L account item
overview:
COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Post Document: Display Overview
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.
COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Balance Sheet/P+L Statement
Comparison year
2005
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).
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
Summary report
<blank>
Scaling
0/0
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.
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
COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Compact Document Journal
Posting date
01.01.2006 28.02.2006
documents.
193. You can print this report or download it as a local file. Select
List Save->File
COST CENTER ACCOUNTING GENERAL LEDGER END USER TRAINING DOCUMENTS Save list in file...
197. Click