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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

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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.

1.

Menu Path

Accounting Financial Accounting General Ledger


Account FBL3N - Display/Change Line Items

Transaction Code

FBL3N

Double click on FBL3N - Display/Change Line Items

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G/L Account Line Item Display

2.

Update the following fields:


Field Name

Field Description

Values

G/L account

Code identifying a General


Ledger account

219917

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

9100

You can display the following types line items:


a) only open items (at particular date),
b) only cleared items,
c) items posted at a key date or within a specified period of time.
You can also ask the system to display noted items or parked documents, and you can also select the
screen layout you prefer just click on the relevant radio button.
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The SAP system during operation clearing always creates and stores a special clearing
document (including a clearing date). Thats why it is possible to display open line items
within a specified period of time even if theyre cleared at present.
3.

To confirm your entries, click Enter

4.

Click Execute

to display a report, according to entered criteria:

G/L Account Line Item Display

You can export your report to MS Excel or MS Word. Select from menu path List -> Export > Spreadsheet or Local file. The system will automatically open a requested MS Office
application or create a file in required format.
5.

You can display document details you want to check. Simply double-click on the
document number (e.g. 100000019):

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Display Document: Line Item 002

6.

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

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Change Document: Line Item 002

7.

To change line item description update the following field:


Field Name
Text

Description

Values

Additional Line item description

Month end provisions

8.

To save your changes, Click Save Button.

9.

The message bar displays Changes have been saved.

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Chapter 2 Account Clearing


F-03 - GL Manual Account Clearing
Functionality
This Transaction clear open items on a single GL account.
Scenario
You want to clear postings on a GL account, which is open item managed and are showing
as uncleared.
Prerequisites
Open items on a GL account.

10.

Menu Path

Accounting Financial Accounting General Ledger


Account F-03 - Clear

Transaction Code

F-03

Double click on F-03 Clear.

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Clear G/L Account: Header Data

11.

Update the following fields:


Field Name

Field Description

Values

Account

Code identifying the General


Ledger account

111415

Clearing date

Date when you want to post


your clearing

05.02.2006

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

9100

Currency

Code identifying the type of


currency used in a transaction
or for all transactions pertaining
to a specific account

INR

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12.

Click Process open items Button


items that fulfill previously entered criteria:

. The system will display open

Clear G/L Account: Process open items

13.

Now you need to choose and select the items you want to clear. Double click on each
of those items The system will highlight these items in blue. The value of the field Not
assigned is equal 0 and you can clear open items. If it is not zero, you the difference
in the amount must be treated as partial or residual items.

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14.

You can check your document before postings. Select DocumentSimulate.

Clear G/L Account: Display Overview

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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: SettingsEditing options.

Accounting Editing Options


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17.

Click <tab button> Open items

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Accounting Editing Options

18.

Click <checkbox> Selected items initially inactive


.

19.

Click Save Button.

. The settings are now stored in users data.

20.

Click Back Button


. From now on, when you want to clear an account ( GL
account), all the items will be initially inactive. You need to click on the selected items
to activate them for clearing.

F-04 - GL Account Clearing


Functionality
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SAP offers the following methods to clear accounts with open item management:
Posting with clearing
You enter document line items and then select the open items to be cleared. The
system generates one or more offsetting postings for the open items to be cleared
Account clearing
You select open items that balance to zero from an account. The system then marks
these items as cleared. It enters a clearing document number and the clearing date
in the document items.
Automatic Clearing
This program clear open items from customer, vendor and G/L accounts. It uses
predefined criteria to group together open items per account. If the balance of the
group of open items equals zero in local, foreign, and where applicable, the parallel
currency, the items are marked as cleared.
Scenario
We perform post with clearing using transaction code F-04 (Manual clearing). There was a
wrong posting in the Bank account 111415 interim posting which needs to be transferred
to 111419. GL 111415 is open item managed and hence the need to use this transaction.

Requirements
None

21.

Menu Path

Accounting Financial Accounting General Ledger


Document Entry F-04 - Post with Clearing

Transaction Code

F-04

Double click on F-04 - Post with Clearing

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Post with Clearing: Header Data

22.

Update the following fields:


Field Name

Field Description

Values

Document date

Document date

05.02.2006

Company code

Enter here required company


code number

9100

Period

Number identifying a fiscal


month

Currency/rate

Code identifying the currency


used in the transaction

INR

PstKy

Description of the PstKy.

50

Account

Code identifying the General


Ledger, Vendor, or Customer
account

111419

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23.

Click Enter Button

to confirm your entries.

Post with Clearing: Add G/L account item

24.

Update the following fields:


Field Name
Amount

25.

Field Description
Amount of the line item

Click Process open items Button

Values
75000

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Post with Clearing: Select open items

26.

Update the following fields:


Field Name
Account

27.

Field Description
Code identifying the General
Ledger, Vendor, or Customer
account

Click Process open items Button

Values
111415

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Post with Clearing: Process open items

28.

Double click

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29.

Select DocumentSimulate.

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Post with Clearing: Display Overview

30.

Click Save Button.

to post your document.

31.

The message bar displays Document XXXXX was posted in company code 9100

F.13 - GL Account Automatic Clearing


Functionality
Automatic clearing clears many GL accounts in one transaction run. You can use a test
mode to check entries before posting takes place.

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In configuration you can define up to three fields that are treated by the system as the sort
criteria for clearing. For e.g. you can decide that all the documents with the same value in
the field Assignment can be cleared.
Scenario
GR/IR accounts, Freight clearing accounts which are managed on open item basis, have
debits & credits transactions. At the end of each month, you want to match (clear) certain
debits to credits automatically.
Requirements
The GL accounts must be flagged as open item.

32.

Menu Path

Accounting Financial Accounting General Ledger


Periodic Processing Automatic Clearing F.13 Without Specification of Clearing Currency

Transaction Code

F.13

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

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Automatic Clearing without Definition of Clearing Currency (SAPF124)

33.

Update the following fields:


Field Name

Field Description

Values

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

9100

Fiscal year

Fiscal year number

2006

34.

Now click Select GL Accounts Button


. You want to process only
general ledger accounts, so DO NOT SELECT other types of accounts.

35.

Now enter the account number. You can enter a range of accounts (usual setting). In
this example to simplify presentation only one general ledger account is selected:

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Field Name
General ledger
accounts

Field Description
Number of general ledger
account

Values
219914

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).

37.

By default the system is in the test mode. Click Test run


button to turn it off.

38.

You entered the selection criteria. Now click Execute Button


procedure.

to begin clearing

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Automatic Clearing without Definition of Clearing Currency (SAPF124)

39.

The message bar displays Document number xxxxxxx posted in company code
9100.

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

FBRA - GL Reset Cleared Items


Functionality
The document which contains cleared items cannot be reversed directly. You need to first
reset cleared items. During clearing open items the system always creates a clearing
document. This document contains the information about cleared items, clearing date etc.

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Scenario
2 documents have been cleared against each other. Before they can be re-cleared to the
correct documents, they must be reset from the clearing of wrong documents.
Requirements
A previously posted clearing document.

40.

Menu Path

Accounting Financial Accounting General Ledger


Document FBRA - Reset Cleared Items

Transaction Code

FBRA

Double click on FBRA - Reset Cleared Items

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Reset Cleared Items

41.

Update the following fields:


Field Name

Field Description

Values

Clearing document

Number of the document to be


reset

100000015

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

9100

Fiscal year

Fiscal year number

2006

42. Click

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43.

44.

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

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Accounts Included in Clearing

45.

Click Enter Button

to close this screen.

46.

To reverse the clearing document click Save Button

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Reversal of clearing document

47.

You can choose to only reset cleared items or reset items and reverse the accounting
document that is connected with clearing operation. Click Resetting and reverse
button:

Reversal Data

48.

Update the following fields:


Field Name

Field Description

Reversal reason

Enter type of reversal (e.g.


negative posting in the same
period as original document)

Posting date

Posting date

Values
01

050206

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49.

50.

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

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Chapter 3 Closing operations


F.05 - Foreign Currency Valuation
Functionality
At month end, you have to carry out a foreign currency valuation. This process valuates all
transactions posted in foreign currency. To perform the valuation you should enter an
exchange rate for the end of the month.
This valuation covers the following accounts and items:
1. Foreign currency balance sheet accounts
2. Open items posted in foreign currency (Vendors and customers)
You have the following options for the foreign currency valuation:
a) You can carry out the valuation in local currency, (company code
currency),
b) You can valuate in parallel currency (for example, group currency).
You can also use different valuation methods (for example, lowest value principle).
The posting of valuation is done by a batch input session. It is recommended that you run
each valuation separately, for e.g. you will create a separate batch input for customer open
items, then another one for vendors and another one for GL.
Scenario
At every month end closing (where balance sheet and profit & loss account is reported
monthly) you need to perform a foreign currency valuation for GL, customer and vendor
open items.
Requirements
GL, Customer and Vendor Master, the accounting transactions posted in foreign currencies
(different than company code currency). Configuration done for foreign currency valuation.

Menu Path

Accounting Financial Accounting General Ledger


Periodic Processing Closing Valuate F.05 - Foreign
Currency Valuation

Transaction Code

F.05

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51.

Double click on F.05 - Foreign Currency Valuation.


Foreign Currency Valuation

52.

Update the following fields:

Field Name

Field Description

Values

Company code

Company code

9100

Evaluation Key Date

Key date for the foreign


currency valuation.

31.01.2006

Valuation method

A unique key for determining a


foreign currency valuation
method. This key can be valid
for cross-chart of accounts.

ZDCR

Batch input session


name

Code identifying the batch


session that is created

FCV012006

Document date

Date the transaction occurred

31.01.2006

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Field Name

53.

Field Description

Values

Posting date

Date that the business


transaction occurred

31.01.2006

Posting period

Fiscal month when the


transaction posts to the General
Ledger

Reversal posting date

Date when you want to post a


reverse. Normally the 1st day of
next month

01.02.2006

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

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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.

56.

Click Execute Button


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

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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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Foreign Currency Valuation

57.

Click Back Button

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

Services Batch input Sessions

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Batch Input: Session Overview

59.

Select the session you want to process. (Select the row which contains your Batch
input session, e.g. FCV012006)

60.

Click Process

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61.

Click <radio button>

62.

Click Process Button

63.

As a result of valuation some accounting documents were posted. To display them


use the transaction FB03 (Document Display):

to begin posting of documents.

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Display Document: Initial Screen

64.

Update the following fields:


Field Name

65.

Field Description

Document number

Number of the SAP R/3


document that is internally
assigned by SAP R/3 when
certain transactions are
completed

Company code

Enter here company code


number

Fiscal year

Fiscal year number

Click Enter Button

Values
100000020

9100
2006

to confirm your entries.

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Display Document: Overview

Note: The above document shows zero balance because is displayed in Document
currency.

66.

To display your document in local currency Click Display currency Button


.

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67.

Click Enter Button.


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

69.

Menu Path

Accounting Financial Accounting Accounts Payable


Periodic processing Closing Carry forward F.07
Balance Carryforward

Transaction Code

F.07

Double click on F.07 - Balance Carryforward

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Carry Forward Receivables/Payables

70.

Update the following fields:


Field Name

71.

Field Description

Values

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

9100

Carryforward to fiscal
year

Enter here a number of the


fiscal year you want to transfer
the balances to

2007

Click Select customers

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72.

Update the following fields:


Field Name
Customer

Field Description

Values

Code identifying a customer


account

to

999999999

73.

Click Select vendors

74.

Update the following fields:


Field Name
Vendor

Field Description

Values

Code identifying the vendor


account

to

99999999

75.

Click Detail log Button

to print additional program log

76.

Click Enter Button

77.

To carry forward balances, click Execute

to confirm your entries.

. The system will display a report:

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78.

Click Back

79.

Click Execute

and deactivate the Test run radio button.

to carry forward balances in the production mode.

F.16 - Balance carry forward of GL Accounts


Functionality
This transaction is used to carry forward the balances of the general ledger to the new
fiscal year. You can run this transaction multiple times. You should always run it if there are

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

80.

Menu Path

Accounting Financial Accounting General Ledger


Periodic Processing Closing Carrying Forward F.16
- Balance Carry Forward

Transaction Code

F.16

Double click on F.16 - Balance Carry Forward.

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Balance carryforward

81.

Update the following fields:


Field Name

Field Description

Values

Ledger

Standard GL ledger = 00.


Since we use parallel
currency 1 and parallel
currency 2, we also have
ledger L3 & Z8

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

9100

Carry forward to fiscal


year

Enter here the fiscal year


number you want to carry the
balances to.

2007

00, L3, Z8

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82.

If you want to display the individual balances of the P&L statement accounts which
are carried forward to this retained earnings account, click <checkbox> Balances in
retain.earng.acct
.

83.

Click Enter Button

84.

Click Execute

85.

You can display individual balances of the particular accounts. Click

to confirm your entries.


to carry forward balances and display a report:

to display balances of balance sheet accounts:

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Display of balance sheet accounts

86.

Click Back

87.

Click

button to display balances of P&L accounts:

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Display of retained earnings accounts

88.

Click Back

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Balance carryforward

89.

The message bar displays

Similarly also carry forward balances for Parallel currency ledgers L3 and Z8.

F.19 - GR_IR Regrouping


Functionality
This transaction analyzes goods receipt/invoice receipt (GR/IR) clearing accounts at a
specified key date, and generates adjustment postings if necessary. These are needed in
order to display the following business transactions correctly in the balance sheet:
Goods delivered, but not invoiced
Goods invoiced, but not delivered

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The GR/IR account due to the above items shows a net debit or credit balance. This needs
to be separated into separate GL account so that debits items (Goods invoiced, but not
delivered can be shown) under Assets and credit items (Goods delivered, but not invoiced)
will show a credit balance, this need to be shown under liability side of balance sheet.
This exactly what the program does.

Scenario
GR/IR balances are to be regrouped at month end.
Prerequisites
Invoice verification done for goods not delivered and goods receipt done but no invoice
verification done.

90.

Menu Path

Accounting Financial Accounting General Ledger


Periodic Processing Closing Regroup F.19 - GR/IR
Clearing

Transaction Code

F.19

Double click on F.19 - GR/IR Clearing

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Analyze GR/IR Clearing Accounts and Display Acquisition Tax

91.

Update the following fields:


Field Name

92.

Field Description

Values

G/L account

Code identifying a General


Ledger account

219914

Company code

Enter here company code


number

9100

Key Date

Transaction Date

28.02.2006

Then define data selection: click Postings

button:

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Analyze GR/IR Clearing Accounts and Display Acquisition Tax

93.

Click Creating postings

94.

Update the following fields:


Field Name

Field Description

Values

Name of batch input


session

Name of batch input session


that will create postings

GRIR0206

Document Date

Date of the batch input session


posting

28.02.2006

Document type

Code identifying the method


that the system uses to process
the transaction

SA

Posting date

Date when you want to post


adjustment postings

28.02.2006

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Field Name
Reversal posting date

95.

Field Description
Date when you want to reverse
adjustment postings

Click Execute button

Values
01.03.2006

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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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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100. Mark the required session and click Process

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Process Session GR/IR06

101. Click

102. Click Process

KALC - CO reconciliation with FI


Functionality
This transaction reconciles posting in CO to FI. Reconciliation differences occur between FI
& CO when many Company codes are linked to a single Controlling Area. This happens
when there are cross allocation between company codes in CO that is not posted via FI
and hence not reflected in FI.
You use this transaction to transfer this cross-company code made in CO that are relevant
to FI, and to automatically create reconciliation postings in FI. You can make these
reconciliation ledger postings at month end.
This transaction should be executed after all the postings in CO and FI for the current
period are finished.
Scenario
You want to run the reconciliation ledger to run reconcile FI and CO.
Requirements

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Postings across company codes occur in CO, which need to be reconciled with postings to
FI.
Menu Path

Accounting Controlling Cost Element Accounting


Actual Postings KALC - Reconciliation with FI

Transaction Code

KALC

103. Double Click on KALC - Reconciliation with FI.

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Reconciliation Posting: Initial Screen

104. Update the following fields:


Field Name

Field Description

Values

Company code

Enter required CC here

9100

Period

Enter here the period from which the reconciliation


ledger postings are to be read

Fiscal year

Enter here the fiscal year from which the reconciliation


ledger postings are to be read

2006

105. Click Posting parameters Button

to define what is the date for the


reconciliation posting and what kind of document you want to use:

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Reconciliation Posting: Posting Data

106. Update the following fields:


Field Name

Field Description

Posting date

Date for posting the reconciliation

Document type

Enter here the document type you want


to use for posting

107. Click Enter Button

Values
28.02.2006
SA

to confirm your entries.

108. Click to remove test

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Reconciliation Posting: Initial Screen

109. Click Execute button

to post the reconciliation.

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Reconciliation Posting: Display Reconciled Cost Flows

110. Click Back

MR11 - GR / IR Clearing Account Maintenance


Functionality
Quantity differences between goods receipt and invoice receipt for a purchase order result
in a balance on the GR/IR clearing account.
If the quantity invoiced is larger than the quantity received, the system then expects further
goods receipts for this purchase order to clear the balance.
If the quantity received is larger than the quantity invoiced, the system then expects further
invoices for this purchase order to clear the balance.
You can also clear differences for delivery costs.

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If no more goods or invoices are to be received, you can clear the balances through this
transaction.
Scenario
Perform clearing for differences for a particular PO
Requirements
None
Menu Path

Logistics Materials Management Logistics Invoice


Verification GR/IR Account Maintenance MR11 Maintain GR/IR Clearing Account

Transaction Code

MR11

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

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Maintain GR / IR Clearing Account

112. Update the following fields:


Field Name

Field Description

Company Code

An organizational unit within


financial accounting

Posting Date

Date which is used when


entering the document

113. Click Execute

Values
9100
05.02.2006

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

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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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116. Click Back

117. To post the differences, click the Post

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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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Display Document: Initial Screen

119. To Generate a list of all accounting documents Click

120. Update the following fields:


Field Name

Field Description

Values

Company Code

An organizational unit within


financial accounting

9100

Fiscal year

Description of the Fiscal year.

2006

Entry date

Date the document was entered


into the system

05.02.2006

121. Click

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Document List

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

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Display Document: Overview (Accounting document)

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

Environment Document

Environment Original document.

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Display/Cancel Account Maintenance Document

124. Click Back

S_ALR_87003642 - Open and Close Posting Periods


Functionality
In this transaction you can open and close FI posting periods.
Two intervals are available for doing this (period 1 and period 2). For every interval, enter a
lower period limit, an upper period limit and the fiscal year.
You can specify separately G/L account number ranges (as well as sub ledger accounts).
To do this, you specify the subledger account type, such as D or K, and the corresponding
reconciliation account.
In this way you can, for instance, close postings for customer accounts, but allow postings
for vendors and GL accounts.

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Scenario
At month end, you need to close FI periods for Assets, AP, AR and GL ledgers.
Requirements
None
Menu Path

Accounting Financial Accounting General Ledger


Environment Current Settings S_ALR_87003642 Open and Close Posting Periods

Transaction Code

S_ALR_87003642

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

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Change View "Posting Periods: Specify Time Intervals": Overview

126. To allow postings for all types of accounts (including sub ledgers) in January and

February 2006 for company code 9100 update the posting period variant 9100 with
the following
Field Name

Field Description

Values

From per. 1

First Posting Period Allowed (in


Interval 1)

To period

Last Posting Period Allowed (in


Interval 1)

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

Accounting Financial Accounting General Ledger


Document FB02 Change

Transaction Code

FB02

129. Double click on FB02 Change

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Change Document: Initial Screen

130. Update the following fields:


Field Name

Field Description

Document number

Enter here a number of the


document you want to change

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

Fiscal year

Number of the fiscal year

Values
1800000001
9100

2006

If you don't know the document number, click


button. The system will
display a search screen. Enter the required criteria and search for the document you
want to change.

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131. Click Enter

Change Document: Overview

132. To change a line item, simply double click on it:

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Change Document: Line Item 001

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

following fields:
Field Name

Field Description

Assignment

The assignment number is an


additional information reference.

Text

Additional document description

Values
Misc item
Sale of miscellaneous item

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

Document Header Button

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Document Header: 5200 Company Code

135. Update the following fields:


Field Name

Field Description

Values

Doc.header text

Explanation or note that applies


to the document

Sale of Misc item

Reference

Explanation or note that applies


to the document

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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Requirements
Posted FI document.
Menu Path

Accounting Financial Accounting General Ledger


Document FB03 - Display

Transaction Code

FB03

138. Double click on FB03 - Display

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Display Document: Initial Screen

139. Click

to search for documents:

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140. Update the following fields:


Field Name

Field Description

Values

Fiscal year

Fiscal year number

2006

Document type

Code identifying the method


that the system uses to process
the transaction

SA

Posting date

Date that the business


transaction occurred

141. Click Execute

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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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

DocumentPrint Preview.

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Document Overview

149. You can print this report (just click on Print

icon

FB08 - Individual Document Reversal


Functionality
A GL document was entered incorrectly. Need to reverse the document.
Scenario
A document was entered wrongly. You need to reverse the incorrect document
Requirements

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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

Accounting Financial Accounting General Ledger


Document Reverse FB08 - Individual Reversal

Transaction Code

FB08

150. Double click on FB08 - Individual Reversal.


151. If you dont know the document number, click

Button.

152. Update the following fields:


Field Name

Field Description

Values

Fiscal year

The Fiscal year number

2006

Document type

Code identifying the method


that the system uses to process
the transaction

SA

153. Click Execute Button

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154. The system will display a list of documents:

155. Double Click on the document you want to reverse:

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Reverse Document: Header Data

156. Update the following fields:


Field Name

Field Description

Reversal reason

Type of the reversal

Posting date

Posting date

Values
01
05.02.2006

There are defined five reversal reasons:


01

Reversal in current period

02

Reversal in closed period

03

Actual reversal in current period

04

Actual reversal in closed period

05

Accrual/deferral posting

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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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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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You want to post a journal entry which affect only General ledger accounts.

Requirements
None
Menu Path

Accounting Financial Accounting General Ledger


Document Entry FB50 - Enter G/L Account Document

Transaction Code

FB50

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

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Enter G/L account document: Company code 9100

162. Update the following fields:


Field Name

Field Description

Values

Doc. date

Date of the document

31.01.2006

Currncy

Document currency

INR

Reference

Document description

PROVISIONS

G/L acct

GL Account number

440503

D/C

Code identifying whether line


item is a debit or a credit

Debit

Amount doc.curr.

Amount to be posted for the line


item

100000

Cost center

Cost center

G/L acct

GL Account number

219928

D/C

Code identifying whether line


item is a debit or a credit

Credit

9118000

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Field Name

Field Description

Amount doc.curr.

163. Click Enter

Amount to be posted for the line


item

Values
*

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

Accounting Financial Accounting General Ledger


Document Entry FB50 - Enter G/L Account Document

Transaction Code

FBR2

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

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Enter G/L account document: Company code 9100

167. Update the following fields:


Field Name

Field Description

Doc. date

Document date

Currncy

Posting currency

Posting date

Date that the business


transaction occurred

Values
05.02.2006
INR
05.02.2006

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

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Post Document: Header Data

169. Update the following fields:


Field Name

Field Description

Document number

This is the document number


you want to use as a reference

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

Fiscal year

Fiscal year number

Values
100000004
9100

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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Post Document: Header Data

173. Click Enter Button

to confirm your entries.

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174. Update the following fields:


Field Name
Amount

175. Click Enter Button

Field Description
Amount of the first line item

Values
21000

to confirm your entries.

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Post Document: Add G/L account item

176. Update the following fields:


Field Name
Amount

177. Click Enter Button

Field Description
Amount of the second line item

Values
*

to confirm your entries. The system will display a document

overview:

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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

Transaction Code

S_ALR_87012284

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

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Balance Sheet/P+L Statement

180. Update the following fields:


Field Name

Field Description

Company code

Enter here required company


code number

Financial statement
version

Code identifying the type of


report you need to display

Reporting Year

First fiscal year number

Reporting periods

Enter here the required period.


You can prepare a financial
statement regarding one month
or enter a range, e.g. Jan July

Comparison year

Year against which to compare


the reporting period profits

Values
9100
YCCA
2006
1 -2

2005

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Field Name
Comparison periods

Field Description
Fiscal period against which to
compare the reporting period
profits

181. Click <radio button> Classical list

Values
6

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.

Values
3

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

Field Description

Values

Company code
summarization

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.

Business area summarization

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.

Summary report

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.

<blank>

Scaling

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.

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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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

Transaction Code

S_ALR_87012289

189. Double click on S_ALR_87012289 - Compact Document Journal.

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Compact Document Journal

190. Update the following fields:


Field Name

Field Description

Company code

Code identifying a separate


legal entity for which a separate
set of accounts is maintained
for external reporting purposes

Posting date

Date that the business


transaction occurred

191. Click <checkbox> Parked documents

Values
9100

01.01.2006 28.02.2006

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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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

Values
Journal

197. Click

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