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Financial Accounting

User Manual

INDEX
I. General Ledger Posting
II. Cash Journal
III. GL / Customer / Vendor Line Item Display/Change

IV. Bank Payments


V. Bank Receipts

I.

General Ledger Document Entry (Posting)

1.1.
To do General Ledger (Journal Vouchers) entries access
transaction means GL to GL posting by:Via Menu
By
Transaction
Code

Accounting Financial Accounting General Ledger Posting


Enter GL Account Document
FB50

1.2.
On the screen enter G/L account document enter the fields
as per table below:

Fields

Description

R/O

Doc. Date
Posting Date

Date of the document which is to entered in the system


Date on which Document is to be posed in the Books

R
R

Reference

D/C

Reference of document i.e. bill No./ Invoice No., Expense


reference etc. Which you want to track in future but its
always better to do the same in line item fields because
header text will not reflect in report auto mode.
GL Account no. to be debited and credited (drill down
available)
Debit or credit as the case

Amount

Amount

Assignment

Expense Reference text like Invoice Number, Telephone,


Cheque Number etc
Narration in both the line items.

GL Account

Text

R
R

Cost Center
Business
Area

In the case of Expenditure Heads debited as applicable R


(Drill down)
As and when you entered Cost Center, its automatically R
pick respective Business Area as per the case because
every Cost Center attached with One Business Area. You
can also manual fill the Business Area Field as Drill Down
available. System will not allow wrong assignment of
Business Area so its better to fill only correct Cost Center,
other cost object system will automatically pick.

If the entry is pending a Red dot


else a Green tick is displayed
Note :
i. If there more rows in a
tab.
ii. If a row is to be deleted
iii. If a row is to be copied
iv. To sort the Line Items use
v. To view the details of the
press the tab.

appears in the first column Status


document rows can be inserted by
press tab.
select the row and press the tab.
the tabs
line item select the line item and
vi.

To Change
the
company codes press
tab and we can change the company codes for document posting
purpose before the start of document entry.

1.3. For
Verifying/
Checking the entry is complete in all respects Press the
simulate tab and it will show the General entry to be passed as
displayed in the screen below and verify at this point that
whether the GL entry to be passed is correct or not.

After verifying the document to


be posted, press post/save icon and
system will give message that
Document------------was posted in
company code ------). Alternatively the document can be kept on hold by
Park option and which will be affected to the G/L only when it is posted.

2. Document Entry- Parked Document


In SAP we have the facility of parking a document. In this facility document
number is created but it is not posted in the accounts. However, parked
documents effect can be viewed in the accounts. In the case of parked
documents incomplete documents even a single line item can be entered. In
the case of incomplete document, before posting these have to be completed
first. Parked documents have to be posted later or unless deleted. In the case
of parked document even amount can be changed or deleted along with the
other fields unlike normal posted documents where only text and assignment
fields can be changed.
Parked documents can be completed, checked, and then posted at a later
date - if necessary by a different accounting clerk.
You can park data relating to customer, vendor,
There is an additional fast entry function for G/L
can only enter acquisitions. In addition, you can
special G/L indicators, although you cannot park
bills of exchange and down payments.

2.1.

To park GL Document

G/L, and asset accounts.


accounts. For assets, you
park tax information and
special G/L indicators for

Via Menu
By
Transaction
Code

Accounting Financial Accounting General Ledger


Posting Edit or Park GL Document
FV50

2.2.
On the screen enter G/L account document enter the fields
as per table below:-

Fields

Description

R/O

Doc. Date

Date of the document which is to entered in the system

Reference

Reference of document ie bill etc.

GL Account

D/C

GL Account no. to be debited and credited (drill down


available)
S -Debit or H -Credit as the case

Amount

Amount

Text

Narration in both the line items.

Cost Center

In the case of Expenditure Heads debited as applicable


(Drill down)

save icon and system will give message


------- was parked in company code----.

2.3.
that

Press
Document

Note : In the Case of


Parked
Documents
even single line items can be posted. In the case of Authorization
scenario where all the documents are required to be parked first and then
posted by some other person in that case it is recommended to use tab
for parking the document. By using this tab, for parking a document,
system will ensure that document to be parked is complete in all respect
i.e. all the required fields are populated.