PROJECT A-SURE

User Training Manual

Financial Accounting
GENERAL LEDGER
MONTH END ACCRUALS

CUSTOMER: PTCL
IMPLEMENTATION PARTNER: SIEMENS PAKISTAN

Date: 17 November, 2007
Author(s): Siemens Pakistan Engineering Company Limited

 

 
 

Document Number
Document Number

Document Date

FI-GL-002.01/001

17 November, 2007

Version History
Version Number

17 November
2007

01 / 001

 
FI‐GL‐002.01/001 
 

Version Date

Summary of Changes
NA

Ref: Minutes of Review
NA

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TABLE OF CONTENTS
1.  SAP EASY ACCESS .................................................................................................. 9 
1.1.  REQUIRED USER INPUT ......................................................................................................... 9 
1.2.  SAP SCREEN SNAP .............................................................................................................. 9 
1.3.  DESCRIPTION ........................................................................................................................ 9 

2.  DOCUMENT DATE .................................................................................................. 10 
2.1.  REQUIRED USER INPUT ....................................................................................................... 10 
2.2.  SAP SCREEN SNAP ............................................................................................................ 10 
2.3.  DESCRIPTION ...................................................................................................................... 10 

3.  DOCUMENT TYPE ................................................................................................... 11 
3.1.  REQUIRED USER INPUT ....................................................................................................... 11 
3.2.  SAP SCREEN SNAP ............................................................................................................ 11 
3.3.  DESCRIPTION ...................................................................................................................... 11 

4.  COMPANY CODE .................................................................................................... 12 
4.1.  REQUIRED USER INPUT ....................................................................................................... 12 
4.2.  SAP SCREEN SNAP ............................................................................................................ 12 
4.3.  DESCRIPTION ...................................................................................................................... 12 

5.  POSTING DATE ....................................................................................................... 13 
5.1.  REQUIRED USER INPUT ....................................................................................................... 13 
5.2.  SAP SCREEN SNAP ............................................................................................................ 13 
5.3.  DESCRIPTION ...................................................................................................................... 13 

6.  CURRENCY .............................................................................................................. 14 
6.1.  REQUIRED USER INPUT ....................................................................................................... 14 
6.2.  SAP SCREEN SNAP ............................................................................................................ 14 
6.3.  DESCRIPTION ...................................................................................................................... 14 

7.  DOCUMENT HEADER REFERENCE...................................................................... 15 

 
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7.1.  REQUIRED USER INPUT ....................................................................................................... 15 
7.2.  SAP SCREEN SNAP ............................................................................................................ 15 
7.3.  DESCRIPTION ...................................................................................................................... 15 

8.  DOCUMENT HEADER TEXT ................................................................................... 16 
8.1.  REQUIRED USER INPUT ....................................................................................................... 16 
8.2.  SAP SCREEN SNAP ............................................................................................................ 16 
8.3.  DESCRIPTION ...................................................................................................................... 16 

9.  REVERSAL REASON .............................................................................................. 17 
9.1.  REQUIRED USER INPUT ....................................................................................................... 17 
9.2.  SAP SCREEN SNAP ............................................................................................................ 17 
9.3.  DESCRIPTION ...................................................................................................................... 17 

10.  REVERSAL DATE.................................................................................................. 18 
10.1.  REQUIRED USER INPUT ..................................................................................................... 18 
10.2.  SAP SCREEN SNAP .......................................................................................................... 18 
10.3.  DESCRIPTION .................................................................................................................... 18 

11.  POSTING KEY ....................................................................................................... 19 
11.1.  REQUIRED USER INPUT ..................................................................................................... 19 
11.2.  SAP SCREEN SNAP .......................................................................................................... 19 
11.3.  DESCRIPTION .................................................................................................................... 19 

12.  ACCOUNT .............................................................................................................. 20 
12.1.  REQUIRED USER INPUT ..................................................................................................... 20 
12.2.  SAP SCREEN SNAP .......................................................................................................... 20 
12.3.  DESCRIPTION .................................................................................................................... 20 

13.  AMOUNT ................................................................................................................ 21 
13.1.  REQUIRED USER INPUT ..................................................................................................... 21 
13.2.  SAP SCREEN SNAP .......................................................................................................... 21 
13.3.  DESCRIPTION .................................................................................................................... 21 

14.  COST CENTER ...................................................................................................... 22 
 
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14.1.  REQUIRED USER INPUT ..................................................................................................... 22 
14.2.  SAP SCREEN SNAP .......................................................................................................... 22 
14.3.  DESCRIPTION .................................................................................................................... 22 

15.  FUNCTIONS ........................................................................................................... 23 
15.1.  REQUIRED USER INPUT ..................................................................................................... 23 
15.2.  SAP SCREEN SNAP .......................................................................................................... 23 
15.3.  DESCRIPTION .................................................................................................................... 23 

16.  PRODUCTS-TELECOM ......................................................................................... 24 
16.1.  REQUIRED USER INPUT ..................................................................................................... 24 
16.2.  SAP SCREEN SNAP .......................................................................................................... 24 
16.3.  DESCRIPTION .................................................................................................................... 24 

17.  CONTINUE ICON ................................................................................................... 25 
17.1.  REQUIRED USER INPUT ..................................................................................................... 25 
17.2.  SAP SCREEN SNAP .......................................................................................................... 25 
17.3.  DESCRIPTION .................................................................................................................... 25 

18.  POSTING FOR NEXT LINE ITEM.......................................................................... 26 
18.1.  REQUIRED USER INPUT ..................................................................................................... 26 
18.2.  SAP SCREEN SNAP .......................................................................................................... 26 
18.3.  DESCRIPTION .................................................................................................................... 26 

19.  ACCOUNT NUMBER FOR NEXT LINE ITEM ....................................................... 27 
19.1.  REQUIRED USER INPUT ..................................................................................................... 27 
19.2.  SAP SCREEN SNAP .......................................................................................................... 27 
19.3.  DESCRIPTION .................................................................................................................... 27 

20.  AMOUNT ................................................................................................................ 28 
20.1.  REQUIRED USER INPUT ..................................................................................................... 28 
20.2.  SAP SCREEN SNAP .......................................................................................................... 28 
20.3.  DESCRIPTION .................................................................................................................... 28 

21.  PROFIT CENTER ................................................................................................... 29 
 
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21.1.  REQUIRED USER INPUT ..................................................................................................... 29 
21.2.  SAP SCREEN SNAP .......................................................................................................... 29 
21.3.  DESCRIPTION .................................................................................................................... 29 

22.  LINE ITEM TEXT .................................................................................................... 30 
22.1.  REQUIRED USER INPUT ..................................................................................................... 30 
22.2.  SAP SCREEN SNAP .......................................................................................................... 30 
22.3.  DESCRIPTION .................................................................................................................... 30 

23.  SIMULATE .............................................................................................................. 31 
23.1.  REQUIRED USER INPUT ..................................................................................................... 31 
23.2.  SAP SCREEN SNAP .......................................................................................................... 31 
23.3.  DESCRIPTION .................................................................................................................... 31 

24.  SAVE ...................................................................................................................... 32 
24.1.  REQUIRED USER INPUT ..................................................................................................... 32 
24.2.  SAP SCREEN SNAP .......................................................................................................... 32 
24.3.  DESCRIPTION .................................................................................................................... 32 

25.  DOCUMENT ........................................................................................................... 33 
25.1.  REQUIRED USER INPUT ..................................................................................................... 33 
25.2.  SAP SCREEN SNAP .......................................................................................................... 33 
25.3.  DESCRIPTION .................................................................................................................... 33 

26.  DISPLAY................................................................................................................. 34 
26.1.  REQUIRED USER INPUT ..................................................................................................... 34 
26.2.  SAP SCREEN SNAP .......................................................................................................... 34 
26.3.  DESCRIPTION .................................................................................................................... 34 

27.  DISPLAY DOCUMENT - DATA ENTRY VIEW...................................................... 35 
27.1.  REQUIRED USER INPUT ..................................................................................................... 35 
27.2.  SAP SCREEN SNAP .......................................................................................................... 35 
27.3.  DESCRIPTION .................................................................................................................... 35 

NONE. ............................................................................................................................. 35 
 
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28.  SAP EASY ACCESS .............................................................................................. 36 
28.1.  REQUIRED USER INPUT ..................................................................................................... 36 
28.2.  SAP SCREEN SNAP .......................................................................................................... 36 
28.3.  DESCRIPTION .................................................................................................................... 36 

29.  COMPANY CODE .................................................................................................. 37 
29.1.  REQUIRED USER INPUT ..................................................................................................... 37 
29.2.  SAP SCREEN SNAP .......................................................................................................... 37 
29.3.  DESCRIPTION .................................................................................................................... 37 

30.  FISCAL YEAR ........................................................................................................ 38 
30.1.  REQUIRED USER INPUT ..................................................................................................... 38 
30.2.  SAP SCREEN SNAP .......................................................................................................... 38 
30.3.  DESCRIPTION .................................................................................................................... 38 

31.  REVERSE POSTING DATE................................................................................... 39 
31.1.  REQUIRED USER INPUT ..................................................................................................... 39 
31.2.  SAP SCREEN SNAP .......................................................................................................... 39 
31.3.  DESCRIPTION .................................................................................................................... 39 

32.  EXECUTE TEST RUN ............................................................................................ 40 
32.1.  REQUIRED USER INPUT ..................................................................................................... 40 
32.2.  SAP SCREEN SNAP .......................................................................................................... 40 
32.3.  DESCRIPTION .................................................................................................................... 40 

33.  LOG TEST RUN ..................................................................................................... 41 
33.1.  REQUIRED USER INPUT ..................................................................................................... 41 
33.2.  SAP SCREEN SNAP .......................................................................................................... 41 
33.3.  DESCRIPTION .................................................................................................................... 41 

34.  EXECUTE PRODUCTION RUN ............................................................................. 42 
34.1.  REQUIRED USER INPUT ..................................................................................................... 42 
34.2.  SAP SCREEN SNAP .......................................................................................................... 42 
34.3.  DESCRIPTION .................................................................................................................... 42 
 
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35.  LOG UPDATE ........................................................................................................ 43 
35.1.  REQUIRED USER INPUT ..................................................................................................... 43 
35.2.  SAP SCREEN SNAP .......................................................................................................... 43 
35.3.  DESCRIPTION .................................................................................................................... 43 

 
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1. SAP Easy Access
1.1. Required User Input
Enter transaction code "FBS1" in the command line and press enter.

1.2. SAP Screen Snap

1.3. Description
  
Follow the menu path as shown in the screen snap and double click on "FBS1 - Enter Accrual / Deferral
Document" OR Enter transaction code "FBS1" in the command line and press enter.

 
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2. Document Date
2.1. Required User Input
Enter document date then press tab.

2.2. SAP Screen Snap

2.3. Description
  
The document date is the date on which the original document was issued. The document date may not
be the same as the posting date on which G/L account balances or customer and vendor balances are
updated. The document date can be the issue date of an invoice or a payment, for example.

 
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3. Document type
3.1. Required User Input
Enter document type then press tab.

3.2. SAP Screen Snap

3.3. Description
  
The document type classifies the accounting documents. It is stored in the document header. Attributes
that control the entry of the document, or which are themselves noted in the document, are defined for
each document type.

 
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4. Company Code
4.1. Required User Input
Enter company code then press tab.

4.2. SAP Screen Snap

4.3. Description
  
The company code is an organizational unit within financial accounting. Enter "1100" for PTCL or "1300"
for Paknet.

 
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5. Posting Date
5.1. Required User Input
Enter posting date then press tab.

5.2. SAP Screen Snap

5.3. Description
  
Date which is used when storing the document in Financial Accounting or Controlling.

 
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6. Currency
6.1. Required User Input
Enter currency key then press tab.

6.2. SAP Screen Snap

6.3. Description
  
Currency Key represents the currency for amounts in the document.

 
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7. Document Header Reference
7.1. Required User Input
Enter document header reference then press tab.

7.2. SAP Screen Snap

7.3. Description
  
The reference document number can contain the document number of the customer/vendor. However it
may contain a different value. The reference document number is used as a search criterion when
displaying or changing documents. In correspondence, the reference document number is sometimes
printed in place of the document number.

 
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8. Document Header Text
8.1. Required User Input
Enter document header text then press tab.

8.2. SAP Screen Snap

8.3. Description
  
The document header text contains explanations or notes which apply to the document as a whole, that
is, not only for certain line items.

 
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9. Reversal Reason
9.1. Required User Input
Enter reversal reason and press tab.

9.2. SAP Screen Snap

9.3. Description
  
Reversl reason code is the reason for reversing a document. Press F4 to see and select possible values.

 
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10.

Reversal Date

10.1.

Required User Input

Enter reversal date then press tab.

10.2.

SAP Screen Snap

10.3.

Description

  
Enter planned date for the Reverse Posting. It is the date on which the reverse posting is to be made.

 
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11.

Posting key

11.1.

Required User Input

Enter posting key for GL account debit then press tab.

11.2.

SAP Screen Snap

11.3.

Description

  
Posting key specifies the nature of the account (e.g. GL account, Customer account, Vendor account etc.)
and controls the debit / credit indicator of the amount. Press F4 to see and select possible values.

 
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12.

Account

12.1.

Required User Input

Enter account number then press enter.

12.2.

SAP Screen Snap

12.3.

Description

  
Account number for which posting is to be made. Account number could be GL number, customer number
or vendor number depending on posting key selected.

 
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13.

Amount

13.1.

Required User Input

Enter 45000 then press tab.

13.2.

SAP Screen Snap

13.3.

Description

  
During document entry, enter the amount manually. In the last line item, you can enter a "*" - the amount
of the final line item is then the balance of all the line items previously entered. Amounts you enter may be
changed automatically by the system if automatic postings are made during postings e.g. Tax
adjustments, Cash discount adjustments.

 
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14.

Cost Center

14.1.

Required User Input

Enter "3091" as cost center number then press enter.

14.2.

SAP Screen Snap

14.3.

Description

  
Enter cost center number.

 
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15.

Functions

15.1.

Required User Input

Enter 110102 as function code then press tab.

15.2.

SAP Screen Snap

15.3.

Description

  
Enter function code if prompted by the system. The code will be used for function wise reporting of
expenses and income.

 
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16.

Products-Telecom

16.1.

Required User Input

Enter 120000 as product code then press enter.

16.2.

SAP Screen Snap

16.3.

Description

  
Enter product code if prompted by the system. The code will be used for product wise reporting of
expenses and income.

 
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17.

Continue icon

17.1.

Required User Input

Click on continue icon.

17.2.

SAP Screen Snap

17.3.

Description

  
Click on "Continue" icon to proceed.

 
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18.

Posting for next line item

18.1.

Required User Input

Enter "50" as posting key then press Enter.

18.2.

SAP Screen Snap

18.3.

Description

  
Enter posting key for next line item. Posting key specifies the nature of the account (e.g. GL account,
Customer account, Vendor account etc.) and controls the debit / credit indicator of the amount. Press F4
to see and select possible values.

 
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19.

Account number for next line item

19.1.

Required User Input

Enter 2231003 as GL account number and press enter.

19.2.

SAP Screen Snap

19.3.

Description

  
Enter account number for which next line item posting is to be made. Account number could be GL
number, customer number or vendor number depending on posting key selected. Use F4 to see and
select possible values.

 
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20.

Amount

20.1.

Required User Input

Enter "*" in the amout field then press Tab.

20.2.

SAP Screen Snap

20.3.

Description

  
During document entry, enter the amount manually. In the last line item, you can enter a "*" - the amount
of the final line item is then the balance of all the line items previously entered. Amounts you enter may be
changed automatically by the system if automatic postings are made during postings e.g. Tax
adjustments, Cash discount adjustments etc.

 
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21.

Profit Center

21.1.

Required User Input

Enter "903" as profit center and press tab.

21.2.

SAP Screen Snap

21.3.

Description

  
A profit center is a management-oriented organizational unit used for internal controlling purposes.
Dividing your company up into profit centers allows you to analyze areas of responsibility and to delegate
responsibility to decentralized units, thus treating them as "companies within the company". Press F4 to
see and select possible values. Always use controlling "1100" to search for profit center.

 
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22.

Line item text

22.1.

Required User Input

Enter "Electricity Expense" in line item text, then press Enter

22.2.

SAP Screen Snap

22.3.

Description

  
Line item text contains an explanatory text on the line item. Enter a text manually or transfer a standard
text. To transfer a standard text you enter the corresponding text variable with a prefixed equals sign
(=XXXX).

 
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23.

Simulate

23.1.

Required User Input

Choose "Simulate" from the document menu.

23.2.

SAP Screen Snap

23.3.

Description

  
To simulate the document click on Menu bar --> Document --> Simulate. It shows overview of accounting
document after execution of all Substitutions, execution of all validations and creation of automatically
created line Items.

 
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24.

Save

24.1.

Required User Input

Click icon to save entry

24.2.

SAP Screen Snap

24.3.

Description

  
Press save button to store accounting entries.

 
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25.

Document

25.1.

Required User Input

Select document from the menu bar.

25.2.

SAP Screen Snap

25.3.

Description

  
Note down the document number created. To display posted document go to Menu Bar --> Document -> Display.

 
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26.

Display

26.1.

Required User Input

Choose "Display" from the menu.

26.2.

SAP Screen Snap

26.3.

Description

  
Note down the document number created. To display posted document go to Menu Bar --> Document -> Display.

 
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27.

Display Document - Data Entry View

27.1.

Required User Input

None.

27.2.

SAP Screen Snap

27.3.

Description

None.

 
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28.

SAP Easy Access

28.1.

Required User Input

Enter transaction code "F.81" in the command line and press enter.

28.2.

SAP Screen Snap

28.3.

Description

  
Follow the menu path as shown in the screen snap and double click on "F.81 - Reverse Accrual / Deferral
Document" OR Enter transaction code "F.81" in the command line and press enter.

 
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29.

Company Code

29.1.

Required User Input

Enter "1100" as company code, then press Tab.

29.2.

SAP Screen Snap

29.3.

Description

  
The company code is an organizational unit within financial accounting. Enter company code "1100" for
PTCL or "1300" for Paknet.

 
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30.

Fiscal Year

30.1.

Required User Input

Enter "2008" as fiscal year, then press Tab.

30.2.

SAP Screen Snap

30.3.

Description

  
Period, 12 months as a rule, for which the company is to create its inventory and balance sheet.

 
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31.

Reverse posting date

31.1.

Required User Input

Enter "01.10.2007" as reverse posting date, then press Tab.

31.2.

SAP Screen Snap

31.3.

Description

  
Enter reverse posting date as selection criteria. It is the date on which the reverse posting is to be made.

 
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32.

Execute Test Run

32.1.

Required User Input

Click execute icon to run the test reversal.

32.2.

SAP Screen Snap

32.3.

Description

  
Ensure that check box of Test Run is marked and press execute button.

 
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33.

Log Test Run

33.1.

Required User Input

Click back button on standard toolbar to go back.

33.2.

SAP Screen Snap

33.3.

Description

  
Check the log to ensure that all documents can be reversed.

 
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34.

Execute production run

34.1.

Required User Input

Click on execute icon on the standard toolbar.

34.2.

SAP Screen Snap

34.3.

Description

  
Ensure that test run check box is not marked and press execute icon to start production run / update run
of accrual reversal.

 
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35.

Log Update

35.1.

Required User Input

35.2.

SAP Screen Snap

35.3.

Description

  
Check the document details. Ensure that all documents have been reversed.  

 
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