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Project ‘Interconnect’

SAP END USER MANUAL


INDEX
VENDOR/EMPLOYEE RELATED TRANSACTIONS.....................................4
A) MEDICAL PAYMENTS PROCESS..............................................................................................................................4
B) TRAVEL ADVANCE................................................................................................................................................11
C) IMPREST ADVANCE TO EMPLOYEE.......................................................................................................................15
D) ADVANCE TO EMPLOYEE (HBA/ CONVEYANCE/ SCOOTER/ MISC)—THROUGH OFF CYCLE..............................17
E) LTA ADVANCE/ HOLIDAY HOME ADVANCE TO EMPLOYEE— THROUGH OFF CYCLE.........................................18
F) CONTINGENT ADVANCE TO EMPLOYEE................................................................................................................19
G) ANY OTHER REIMBURSEMENT PROCESSED BY HR THROUGH OFF-CYCLE..........................................................21
H) SETTLEMENT OF CONTINGENT & IMPREST ADVANCE.........................................................................................22
I) TRAVEL ADVANCE SETTLEMENT...........................................................................................................................24
BWS - MISC. BILLS..................................................................................................................................................29
BWS - AGAINST PURCHASE /WORK ORDER:...........................................................................................................32
DOWN PAYMENT TO VENDORS THROUGH CHEQUE...................................................................................................36
DOWN PAYMENT TO VENDORS BY E-BANKING........................................................................................................39
VENDOR DEBIT NOTE...............................................................................................................................................40
VENDOR CREDIT NOTE.............................................................................................................................................42
RECEIPT OF INSURANCE CLAIMS..............................................................................................................................44
POST AN INCOMING PAYMENT THROUGH VENDOR...................................................................................................45
INVOICE VERFICATION (INCL. CUSTOM DUTY INVOICE VERIFICATION):.................................................................46
INVOICE VERIFICATION ( FOR VENDORS FOREIGN PAYMENT)..................................................................................49
INVOICE VERIFICATION ( FOR DOMESTIC CONTRACTOR/SUPPLIER)........................................................................52
RECURRING ENTRIES................................................................................................................................................55
SECURITY DEPOSIT / RETENTION DEDUCTION AND RELEASE...................................................................................58
TDS/WCT DEDUCTION AND PAYMENT...................................................................................................................60
TDS PROVISIONING AT YEAR END............................................................................................................................63
CHECK PRINTING......................................................................................................................................................65
OTHER FREQUENTLY USED BANK TRANSACTIONS...................................................................................................66
Cheque Register..................................................................................................................................................66
Define Cheque Lots.............................................................................................................................................66
Cheque Void........................................................................................................................................................67
MANUAL CHECK DEPOSIT LIST (FF68)...................................................................................................................68
CHEQUE DISHONOR..................................................................................................................................................75
VENDOR STATISTICAL ENTRY:..................................................................................................................................75

CUSTOMER RELATED TRANSACTIONS.....................................................77


CREDIT MANAGEMENT.............................................................................................................................................77
CUSTOMER INVOICE.................................................................................................................................................79
CUSTOMER DOWN PAYMENT.....................................................................................................................................81
IF CLEARING OF RECEIPT AND SALES INVOICE SIDE BY SIDE..................................................................................82
CUSTOMER CREDIT NOTE.........................................................................................................................................82
CUSTOMER DEBIT NOTE...........................................................................................................................................83

FI REPORTS.........................................................................................................84
CUSTOMER LINE ITEM DISPLAY................................................................................................................................84
CUSTOMER ANALYSIS...............................................................................................................................................85
CUSTOMER MASTER DISPLAY..................................................................................................................................86
VENDOR LINE ITEM DISPLAY....................................................................................................................................89
VENDOR MASTER DISPLAY......................................................................................................................................90
GL LINE ITEM DISPLAY............................................................................................................................................92
G/L BALANCES REPORT............................................................................................................................................93
TRAIL BALANCE AS PER LEGACY ACCOUNT CODE..................................................................................................94

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TRAIL BALANCE AS PER SAP...................................................................................................................................95
COMPACT JOURNAL REPORT.....................................................................................................................................96
MIS REPORT ON TDS...............................................................................................................................................98
MIS REPORT ON E-RETURNS.................................................................................................................................100
TDS ANNUAL & QUARTERLY REPORT:..................................................................................................................102
SOME USEFUL DEVELOPED TRANSACTION............................................................................................................104
YRFS001 Voucher Printing...............................................................................................................................104
YRFS002 Deposit pay in slip............................................................................................................................104
YRFS003 Cheque Forwarding..........................................................................................................................104
YRFS004 Bank Receipt.....................................................................................................................................104
YRFS005 Document printing for IUT...............................................................................................................105
YRFS006 Credit Note (printing).......................................................................................................................105
YRFS007 Debit Note (Printing)........................................................................................................................105

CLOSING.............................................................................................................106
DAY END CLOSING.................................................................................................................................................106
Month End Closing................................................................................................................................................108

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Vendor/Employee Related Transactions

A) Medical Payments Process

Steps/ Transaction code to be processed for Medical Payment

1. ESS- Employee to fill up all the medical bills in ESS ( XXXX Intranet)
2. PA30 – Finance will check the medical bills in SAP
3. YRHR005- This will populate the Payable amount of all employees in Infotype 267 (Off-
cycle payments.
4. Off Cycle Run- HR will Process the Off cycle Run centrally
5. FBL1N- After Off cycle has been executed, finance will check the balance in FBL1N
6. F110- E-Payments of the employees will be done through F110

Flow chart

ESS – PA30 YRHR005


EMPLOYEE FINANCE SYSTEM
FILLS THE CHECKS & UPDATES ALL
MEDICAL APPROVES THE
DETAILS PROCESSED
BILLS TO
INFOTYPE 0267
(OFF CYCLE
PAYMENTS)

CHECK THE
ENTRIES IN T
OFFCYLE RUN
F110 CODE FBL1N &
BY HR
AUTOMATIC THEN PRINT
PAYMENT RUN THE
DOCUMENT BY
T CODE
YRFS001

Step 2. PA30
a. Enter the personnel Number
b. Enter the Period (From period To period)
c. Enter the Info type 9110 and click the Change mode Icon as shown in the image below

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The new screen will appear (As shown below)

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Check the details and if it is ok

Check the box “Data checked and approved by Finance” and provide the Finance Approved date.

In case of Medical Advance, employee will apply through ESS (Medical Advance) and same will
appear in PA30. FI user had to give Advance date, Advance Amount and Settlement Date.

Save the Transaction.

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Step3. YRHR005 (Updation by System in Infotype 0267)

Give the personnel no of employee and check on the “Approval”. Approval date will come and
give the approval date. If you have more than one personnel no, provide them in multiple
selections.

Execute the transaction.

In case of Advance, check the advance box and give the date. The system will provide the list of
all the employees along with the payable amount, may please check these entries with the bills
processed.

Off Cycle Run

This will be done centrally by ERP-HR.

Step4. After Off Cycle run, liability will be shown in the Vendor Account in FBL1N. And
payment if the same will be done through F110.

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ENTRIES PASSED BY OFF CYCLE RUN

1. Medical Exp/ adv. Dr


To Salary Clearing A/c Cr.

2. Salary Clearing A/c Dr


To Employee Vendor Cr

3. The above entries update Vendor ledger: FBL1N

Tcode: FK03 (CHECK the vendor master first for the bank account and house
bank).This is a one time exercise

Step 6. F110 - AUTOMATIC PAYMENT PROCESS/E-BANKING

1. Run date: date on which the Payment program is being carried out.
2. Identification: Any Description for the payment run.
3. Press the parameter tab
4. Enter the Company code
5. Enter the Payment method
6. Enter the Next payment date
7. Enter the Vendors/Employees to be paid.
8. Press the additional log screen
9. Place a “tick” on “due date check”, “payment method check if not
successful” and “line items of the payment documents”.
10. Save the parameters.
11. Come back to the initial screen again by pressing the STATUS tab.
12. The system will show that the “parameters is been entered”
13. Click on the “Proposal” radio button (on top)
14. Place a tick on “start immediately
15. Press enter.
16. Status shown on the screen as “Proposal has been created”.
17. Press the Edit proposal Tab
18. Check House Bank, Account ID, Vendor Code & amount and carry out the
changes if required by clicking on reallocate.
19. The system will show exception if it found some error in the payment line
item.
20. To rectify double click the same line item on which exception has been
shown and see the error message.
21. Common error message being “no valid payment method found or house
bank not found”
22. To rectify it click on the “Reallocate” button and enter the payment method
and house bank. It should be noticed that the line item which was showing

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error before has become blue which indicates that error has been
removed.
23. Save the changes made.
24. Come back to the status TAB again
25. Press the payment run Tab now.
26. In the pop up screen place a tick mark on “start immediately”.
27. Keep on pressing TAB “status” to get the status.
28. The status will be shown on the screen as “Payment run has been carried
out and ‘x’ documents generated and ‘y’ completed. Always ensure that
these two ‘x’ & ‘y’ are always same.
29. Press Printout button and click start Immediately, remove the ‘?’ and press
enter
30. Go to Menu Environment -----payment medium------DME administration
31. Download the file from there.
32. Remember that reference number has to be copied and pasted in place of
file name while downloading.
33. The system will download the e-banking file in your computer.

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TO DISPLAY PAYMENT VOUCHERS/PAYMENT LIST.

Go to EDIT--PAYMENT --PAYMENT LIST

1. The system generates output in two forms. One is the E-banking file generated in
step above.
2. It also create payment list which is the detail summary of all payment made in
that payment run. It also give detail of amount, Bank and the payee. And the third
is the payment voucher.

Voucher Printing

1. Tcode: YRFS001
2. Just enter the document number may be a payment or liability
3. Enter the company code
4. Enter fiscal year
5. Execute

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B) Travel Advance
FLOW CHART

ESS – PR05/PREC PRFI


EMPLOYEE FI PERSONNEL POSTING RUN
FILLS THE CHECK THE FOR THE
ADVANCE ENTRIES ENTRY
DETAILS FILLED BY CREATED &
EMPLOYEE DOCUMENT
TEMPERORILY
CRETAED

PRRW
YRFS001 F110 POSTING OF
VOUCHER AUTO. THE POSING
PRINTING PAYMENT RUN RUN DONE
&DOCUMENT
POSTED
(A/C DOC.
GENERATED)

ENTRIES PASSED
1) Tour Adv. Dr
To employee Cr
(This entry is generated automatically)

2) Employee Dr
To Bank Cr
(Entry passed after executing F110)

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ESS
1. Select ESS in HR menu in XXXX intranet.
2. Select Business Trip under ESS.
3. Client: 300
4. User login id (0000CPFno.)
5. Password to log in.
6. Click `Create Travel Expense Report’
7. Choose from the drop down list: Domestic Trip / Foreign trip / Local Conveyance.
8. In the `Travel Expenses’ screen fill as follows.
 General Trip Data: fill up the basic information on the ensuing trip.
 In case the trip is for only a day, the trip start time and the trip end time
must be filled up.
 In the Expense Receipts section select from the drop down list for an
advance before the tour is being performed
9. Amount relating to the above.
10. Save
11. The system will generate an internal trip number.
12. The Travel Expense Statement is mandatory required to be approved by the
supervisor in the ESS.

Steps to be followed by the Finance official while making payment of an advance


settling a claim.

T Code PR05 – For display, change & approve the TA Bill

1. Tcode: PR05 for processing the advance


2. Make any changes in Expense type or amount if required,
3. Save it
4. Press Settle and enter Settlement Period
5. Save the transaction.

PRFI for creating posting run


Use transaction code PRFI for creating posting run.

1. Enter Payroll Area ‘01’


2. Select Other Period
3. Enter Personnel number
4. Enter Trip number
5. Execute, a posting run will be generated.

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PRRW (Posting Run Management)
For posting of the accounting document

1. Tcode PRRW (Posting Run Management)


2. Press Execute
3. Select the latest transaction on the top.
4. Post the transaction to generate a FI/CO document.
5. Select the FI/CO document icon to view the financial entries.

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C) Imprest Advance to Employee
Flow Chart

F-43
IPMPREST ADV. F110
GIVEN TO AUTO.
EMPLOYEE PAYMENT RUN

YRFS001
VOUCHER
PRINTING

ENTRIES PASSED
1. Employee Spl g/l Dr
To employee Cr
(Manually passed in F-43)

2. Employee Dr
To Bank Cr
(Auto entry after executing F110)

Steps to be followed

Step 1. -Tcode: F-43


1. Enter the Document Date
2. Enter the Posting Date
3. Document Type: default KR
4. Enter the Company Code
5. Enter the Currency: INR

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6. Pst Ky:31(default)
7. Enter the Vendor code
8. Press enter
9. Enter the Amount
10. Enter the Business area
11. Enter the Section code
12. Text: Narration
13. Enter the Pst ky:29
14. Enter the Vendor Code
15. Enter the relevant advance spl g/l - “6”
16. Press enter
17. Enter the amount
18. Enter the Section code
19. Enter narration in the Text field
20. Go to Document and simulate the document

F110 and Yrfs001 see page 7&8

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D) Advance to Employee (HBA/ Conveyance/ Scooter/ Misc)—through
Off Cycle

Entry by HR Confirm the


department in liability in FBL1N
PA30 Infotype 45 & then process
& then off-cycle F110 for
run centrally Payment

YRFS001
VOUCHER
PRINTING

ENTRIES PASSED
1. Advance adv. Dr
To Salary Clearing A/c
(Entry generated by off cycle run)

2. Salary Clearing A/c Dr


To Employee Vendor
(Entry generated by off cycle run)

3. Employee Vendor A/c- Dr


To Bank A/c
.(Entry generated by F110)

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E) LTA Advance/ Holiday Home advance to Employee— through Off
Cycle

Liability for LTA


Advance will be F110
AUTO.
created through Off PAYMENT RUN
Cycle Processing

YRFS001
VOUCHER
PRINTING

ENTRIES PASSED
1. LTA adv/ Holiday Home Adv. Dr
To Salary Clearing A/c
(Entry generated by off cycle run)

2. Salary Clearing A/c Dr


To Employee Vendor
(Entry generated by off cycle run)

3. Employee Vendor A/c Dr


To Bank

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F) Contingent Advance to Employee

F-43
LIABILTY FOR F110
VENDOR IS AUTO.
CREATED PAYMENT RUN

YRFS001
VOUCHER
PRINTING

ENTRIES PASSED
1. Employee Spl g/l Dr
To employee

2. Employee Dr
To Bank

Tcode: F-43

1. Enter the Document Date


2. Enter the Posting Date
3. Document Type: default KR
4. Enter the Company Code
5. Enter the Currency: INR
6. Pst Ky:31(default)
7. Enter the Vendor code
8. Press enter

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9. Enter the Amount
10. Enter the Business area
11. Enter the Section code
12. Text: Narration
13. Enter the Pst ky:29
14. Enter the Vendor Code
15. Enter the relevant advance spl g/l “ :”
16. Press enter
17. Enter the amount
18. Enter the Section code
19. Enter narration in the Text field
20. Go to Document and simulate the document

F110 and Yrfs001 see page 7&8

G) Any other Reimbursement processed by HR through off-cycle

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RELEVANT
ENTRIES MADE F110
BY HR IN PA30 AUTO.
& THEN OFF PAYMENT RUN
CYCLE
PROCESSED
CENTRALLY BY
HR

YRFS001
VOUCHER
PRINTING

ENTRIES PASSED
1. Relevant Expense A/c Dr
To Salary Clearing A/c
(Entry generated by off cycle run)

2. Salary Clearing A/c Dr


To Employee Vendor
(Entry generated by off cycle run)

3. Employee Vendor A/c Dr


To Bank

H) Settlement of contingent & Imprest Advance

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CASE 1: WHEN EXPENSE IS MORE THAN ADVANCE

F-51 F110
Settlement of AUTO.
advance PAYMENT RUN

YRFS001
VOUCHER
PRINTING

ENTRIES PASSED

T Code :- F-51
1. Expense Dr With Actual exp. amount
To Employee with Spl G/L With adv. amount
To employee Money to be given to employee

T Code:- F110
2. Employee Dr
To Bank
(Entry by executing T Code F110)

CASE 2: WHEN EXPENSE IS LESS THAN ADVANCE


Advances are already given in T.Code: F-43

F-51 22 YRFS001
F-52
Settlement of VOUCHER
Incoming
advance receipts/payments
PRINTING
from vendors
ENTRIES PASSED

T Code:- F-51
1. Expense Dr With Actual exp. amount
To Employee with SplG/l With adv. amount
Employee Dr Money to be given to employee

T Code:- F-52
2. Bank Dr With the Cheque amount given by employee
To Employee

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I) Travel Advance Settlement
CASE 1: WHEN EXPENSE IS MORE THAN ADVANCE
Advances are already given in ESS

ESS -FILL THE


EXPENSES & PR05/PREC PRFI
ADVANCE CHECK THE POSTING RUN
SETTLEMENTS ENTRIES FROM FOR THE
BY CHANGING ESS ENTRY
THE SAME TRIP CREATED &
NO.(IF DOCUMENT
ADVANCE TEMPERORILY
TAKEN IN ESS) CRETAED
OTHERWISE
CREATE NEW
EXPENSE
REPORT

PRRW
YRFS001 F110 POSTING OF
VOUCHER AUTO. THE POSING
PRINTING PAYMENT RUN RUN DONE
&DOCUMENT
POSTED
(A/C DOC.
GENERATED)

ENTRIES PASSED
1. Expense Dr
To Tour Adv.
To Employee
(This settlement entry is generated automatically)

2. Employee Dr
To Bank

3. The above entries update Vendor ledger: FBL1N

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ESS
1. Select ESS in HR menu in XXXX intranet.
2. Select Business Trip under ESS.
3. Client: 300
4. User login id (0000CPFno.)
5. Password to log in.
6. Click List of all trips
7. Choose your trip no.
8. In the `Travel Expenses’ screen fill as follows.
9. All the expenses incurred on boarding, lodging, conveyance during the tour.
10. from the drop options put settlement amount same as advance amount
11. Save
12. The system will save the modified trip number.
13. The Travel Expense Statement is mandatory required to be approved by the
supervisor in the ESS.

Steps to be followed by the Finance official while making payment of an advance


settling a claim.

T Code PR05 – For display, change & approve the TA Bill

1. Tcode: PR05 for processing the bill


2. Make any changes in Expense type or amount if required,
3. Save it
4. Press Settle and enter Settlement Period
5. Save the transaction.

PRFI for creating posting run


Use transaction code PRFI for creating posting run.

1. Enter Payroll Area ‘01’


2. Select Other Period
3. Enter Personnel number
4. Enter Trip number
5. Execute, a posting run will be generated.

PRRW (Posting Run Management)


For posting of the accounting document

1. Tcode PRRW (Posting Run Management)


2. Press Execute
3. Select the latest transaction on the top.
4. Post the transaction to generate a FI/CO document.
5. Select the FI/CO document icon to view the financial entries.

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F110 and Yrfs001 see page 7&8

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CASE 2: WHEN EXPENSE IS LESS THAN ADVANCE
Advances are already given in ESS

ESS -FILL THE PR05/PREC PRFI


EXPENSES & CHECK THE POSTING RUN
ADVANCE ENTRIES FROM FOR THE
SETTLEMENTS ESS ENTRY
DETAILS IN CREATED &
YOUR TRIP NO. DOCUMENT
TEMPERORILY
CRETAED

PRRW
YRFS001 F-52 POSTING OF
VOUCHER Incoming THE POSING
PRINTING receipts/payments RUN DONE
from vendors &DOCUMENT
POSTED
(A/C DOC.
GENERATED)

ENTRIES PASSED
1. Expense Dr
To Tour Adv.
Employee Dr
(This settlement entry is generated automatically)

2. Bank Dr
To Employee

3. The above entries update Vendor ledger: FBL1N

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The procedure till PRRW is same as above, after that an entry for incoming payment
from vendor is passed in T Code F-52 as per steps below:-

1. Enter the Document Date


2. Doc. Type: default KZ
3. Enter the Company Code
4. Enter the Posting Date
5. Enter the Bank Account GL
6. Enter the amount
7. Enter the Cheque date and bank name
8. Enter the Cheque number in the assignment.
9. Enter the business area
10. Enter the Vendor Code
11. Special G/L: put if required relevant spl g/l
12. Click process open item
13. choose your relevant amount those should be in blue
14. document>simulate>save

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BWS - Misc. Bills

E-
BWS : FBVO: BANKING
MISC. POST BY F110 OR
BILLS PARKED CHEQUE
DOCUME PRINTING
NT FBZ5

Steps to be followed for Transaction FBV0


1. Click on Document list TAB
2. Enter the Company code, Fiscal year and the 25 digit BWS number

Execute the transaction

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Double click on the line item

1. Enter the Section Code


2. Enter Narration in the text field
3. Enter the Business area
4. Enter the House bank
5. Enter the baseline date
6. Check the Withholding Tax data if the vendor is applicable
7. Enter the Expense GL Account and the relevant cost center
8. Simulate the Document and if the document is correct
9. Post the document

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Accounting Entries:
1. Expenses A/C Dr.
To Vendor

2. Vendor A/c Dr.


To Bank Outgoing A/c.

3. The above entries will update the Vendor balances in FBLN.

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BWS - Against Purchase /Work Order:

BWS: AGAINST E-BANKING BY


PURCHASE MIR6: INVOICE
OVERVIEW F110 OR
/WORK ORDER CHEQUE
PRINTING BY
FBZ5

MRBR: IF THE
INVOICE IS BLOCKED
FOR PAYMENT, IT
WILL BE RELEASED
FOR PAYMENT
THROUGH MRBR.

Transaction Code used to call the BWS number: MIR6


 Enter the company code
 Enter the fiscal year
 Enter the 25 digit BWS number in the Document Header Text
 Click the held/parked button
 Click the parked button and execute
 Click the change Icon.

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Execute the transaction

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Process of Invoice Verification

 Enter the Section code


 Enter the Text Field
 Enter the payment baseline date which calculated the due date
 Enter the business area
 Enter the House bank from which the payment is to be made
 Enter the payment method of the relevant House bank
 Check the Quantity and the rate of the item
 Tick the Calculate tax option(LST,CST)
 Simulate the transaction and check the Accounting Entry
 If everything is OK click the post Icon.
 Invoice document will be generated(note the Invoice document number)
 Go to T.Code MIR4 put the invoice document number and the fiscal year
 Go to Follow on document and double click on the accounting document number you can view
the accounting document.
 Take the printout of the accounting document through T.Code YRFS001.

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Accounting Entry:

1. GR/ IR A/c Dr.


To Vendor A/c.
2. Vendor A/c Dr.
To Bank Outgoing A/c

3. The Above Entries will update the Vendor Balances in FBL1n.

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Down Payment to vendors through cheque

F – 48 YRFS001
Down payment to vendors Voucher printing

FBZ5
Cheque printing

Journal entries

1. Vendor with sp. gl A/C Dr


To Bank A/C

Note: Above entries update vendor ledger: FBL1N

Tcode: F-48
4. Enter the Document Date
5. Doc. Type: KZ
6. Enter the Company Code: Relevant
7. Enter the Posting Date
8. Enter the Vendor Code
9. Enter the Special G/L Indicator: Down Payment or any other relevant indicator.
10. Enter Bank Details
11. Enter Business Area
12. Enter the Amount
13. Enter Value Date
14. Enter Profit Center
15. Go to Overview

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16. Enter Amount
17. Enter Business Area
18. Enter Due on
19. Enter Profit Center
20. Go to Document>Simulate>Save

Cheque printing
1. Tcode: FBZ5

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2. Document No.: Put the document no.
3. company code: relevant
4. fiscal year: relevant
5. Payment method will be default “c” which stands for cheque
6. Cheque lot number: Enter the cheque lot number. This lot number is required to
be changed only when lot 1 is fully exahausted.
7. Print the cheque

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Down Payment to vendors By E-banking

F – 43 F – 110
Create liability for Automatic
vendor payment run

YRFS001
Voucher printing

Journal entries

a) Vendor spl. Gl A/C Dr


To Vendor A/C
b) Vendor A/C Dr
To Bank A/C

F-43: For this check Imprest Advance to Employee

F110: For this check Step 6 of Medical Payment Process

Note: Above entries update vendor ledger : FBL1N


All steps covered before.

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Vendor debit Note
Tcode: F-41

1. Enter the Document Date


2. Enter the Posting Date
3. Document Type: default KG
4. Enter the Company Code
5. Enter the Currency: INR
6. Enter Pst Ky:21
7. Enter the Vendor code
8. Press enter
9. Enter the Amount
10. Enter the Business area
11. Enter the Section Code.
12. Enter narration in the Text field
13. Enter Pst ky:50
14. Enter the GL Account : relevant G/L

15. Press enter

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16. Enter the amount
17. Enter the Business Area
18. Enter the Cost center if required
19. Enter the narration in text Field

20. Go to document and simulate and save the document

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Vendor credit Note

Tcode: F-41
1. Enter the Document Date
2. Enter the Posting Date
3. Document Type: default KG
4. Enter the Company Code
5. Enter the Currency: INR
6. Enter Pst Ky:31
7. Enter the Vendor code
8. Press enter
9. Enter the Amount
10. Enter the Business area
11. Enter the Section Code.
12. Enter House Bank in More Data Tab
13. Enter narration in the Text field
14. Enter Pst ky:40
15. Enter the GL Account : relevant G/L

16. Press enter

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17. Enter the amount
18. Enter the Cost center if required
19. Enter the narration in text Field

20. Go to document and simulate and save the document

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Receipt of Insurance claims
Entry on admission of the claim by Insurance Company & insurance company is taken
as vendor:
T.Code: F-41

1) Enter the Document Date


2) Enter the Posting Date
3) Document Type: default KG
4) Enter the Company Code
5) Enter the Currency: INR
6) Enter Pst Ky:21
7) Enter the Vendor code
8) Press enter
9) Enter the Amount
10)Enter the Business area
11) Enter the Section Code.
12)Enter narration in the Text field
13)Enter Pst ky:50
14)Enter the GL Account : relevant G/L
15)Press enter
16)Enter the amount
17)Enter the Cost center if required
18)Enter the narration in text Field
19)Go to document and simulate and save the document

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Post an incoming payment through Vendor
T. CODE- F-52

15. Enter the Document Date


16. Doc. Type: default KZ
17. Enter the Company Code
18. Enter the Posting Date
19. Enter the Bank Account GL
20. Enter the amount
21. enter the Cheque date and bank name
22. Enter the Cheque number in the assignment.
23. Enter the business area
24. Enter the Vendor Code
25. Special G/L: put if required relevant spl g/l
26. Click process open item
27. choose your relevant amount those should be in blue
28. Go to document and simulate and save

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Invoice Verfication (incl. Custom Duty Invoice Verification):
In Invoice verification, we compare Purchase order& Goods receipt and vendor invoices and
checked on 3 parameters i.e. Price, Quantity, and Content. For Invoice Verification we require
Purchase Order (Material)/Work Order (Services) and MIGO/Service Entry sheet. In SAP, we
can do MIRO before Goods Receipt (MIGO) e.g. MIRO for Custom duty.

1. Access Transaction Code via MIRO.

1) Go to T.Code MIRO
2) Change the Currency to INR
3) Change the Vendor code and put the Custom authority vendor code
4) Enter the Purchase Order number and press enter
5) Enter the Section code
6) Enter the Text Field
7) Take the printout of the accounting document through T.Code YRFS001

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1) Enter the payment baseline date which calculated the due date
2) Enter the business area
3) Enter the House bank from which the payment is to be made
4) Enter the payment method of the relevant House bank

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1) Enter the quantity and amount manually against relevant items
2) Simulate the transaction and check the Accounting Entry
3) If everything is OK click the post Icon.
4) Invoice document will be generated(note the Invoice document number)
5) Go to T.Code MIR4 put the invoice document number and the fiscal year
6) Go to Follow on document and double click on the accounting document number you can
view the accounting document.
7) Take the printout of the accounting document through T.Code YRFS001

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Invoice Verification ( For Vendors foreign payment)
In Invoice verification, we compare Purchase order& Goods receipt and vendor invoices and
checked on 3 parameters i.e. Price, Quantity, and Content. For Invoice Verification we require
Purchase Order (Material)/Work Order (Services) and MIGO/Service Entry sheet. In SAP, we
can do MIRO before Goods Receipt (MIGO) e.g. MIRO for Custom duty.

2. Access Transaction Code via MIRO.

1) Enter the Currency Rate


2) Go to T.Code MIRO
3) Enter the Purchase Order number and press enter
4) Enter the Section code
5) Enter the Text Field
6) Take the printout of the accounting document through T.Code YRFS001

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1) Enter the payment baseline date which calculated the due date
2) Enter the business area
3) Enter the House bank from which the payment is to be made
4) Enter the payment method of the relevant House bank

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1) Enter the quantity and amount manually against relevant items
2) Simulate the transaction and check the Accounting Entry
3) If everything is OK click the post Icon.
4) Invoice document will be generated(note the Invoice document number)
5) Go to T.Code MIR4 put the invoice document number and the fiscal year
6) Go to Follow on document and double click on the accounting document number you can
view the accounting document.
7) Take the printout of the accounting document through T.Code YRFS001

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Invoice Verification ( For Domestic Contractor/Supplier)
In Invoice verification, we compare Purchase order& Goods receipt and vendor invoices and
checked on 3 parameters i.e. Price, Quantity, and Content. For Invoice Verification we require
Purchase Order (Material)/Work Order (Services) and MIGO/Service Entry sheet. In SAP, we
can do MIRO before Goods Receipt (MIGO) e.g. MIRO for Custom duty.

3. Access Transaction Code via MIRO.

1) Go to T.Code MIRO
2) Enter the Purchase Order number and press enter
3) Enter the Section code
4) Enter the Text Field

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1) Enter the payment baseline date which calculated the due date
2) Enter the business area
3) Enter the House bank from which the payment is to be made
4) Enter the payment method of the relevant House bank
5) Check If TDS is to be deducted against the contractor

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1) Check the quantity and amount
2) Simulate the transaction and check the Accounting Entry
3) If everything is OK click the post Icon.
4) Invoice document will be generated(note the Invoice document number)
5) Go to T.Code MIR4 put the invoice document number and the fiscal year
6) Go to Follow on document and double click on the accounting document number you can view
the accounting document.
7) Take the printout of the accounting document through T.Code YRFS001

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Recurring Entries

FBD1
ENTER REFRENCE DOCUMENTS (RECURRING
ENTRIES)

FBD2
CHANGE
REFRENCE
DOCCUMENT
F14
CREATE POSTING DOCCUMENTS FROM
RECURRING DOCCUMENTS
FBD3
DISPLAY
REFERENCE
DOCCUMENT

SM35
RUN BATCH INPUT
SESSION

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RECURRING ENTRIES

A recurring document is a reference document which is used in case of entries which


are to be entered regularly at a fixed interval of time eg Rent, Consultancy Charges,
etc .To avoid making entries every time this entry can be executed using a reference
document. The below mentioned are the steps involved in it:

STEP 1: Creating a reference document (One time step)

1. Enter Co Code.
2. First Run Date: Enter the date from which first recurring entry should be carried
out.
3. Last Run date: Enter the date upto which recurring entries should be carried
out.
4. Interval in months :Interval in months between each runs of recurring entry.
5. Run Date : Calendar day on which the recurring entry is to be carried out
6. Document type : Choose the document type according to the nature of
transaction like SA, KA.
7. Currency/ Rate : The currency in which document is to be entered .
The above information is specific to enter a recurring document. The next TAB

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First Line
Item and all subsequent fields like
 Posting Key
 Account(G/L Account, Vendor account)
 Special G/L Indicator
 Amount
 Cost Center Code, etc
8. After all the posting have been made go to Document/Simulate to view the
document, whether Debit equals Credit.

9. Save the document using Ctrl+S.

10. A message displaying the document number shall be seen.

STEP 2: Execute the recurring document created in previous step T Code F.14:

1. Company code(s), Fiscal year, Document Number(s), Fiscal Year.

2. Document type,
3. Settlement Period
4. Run schedule: The schedule applicable to the recurring document
5. Batch input session name: Name a session name of your own.

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STEP 3: Execute the session through F8

STEP 4: A message will be displayed saying “Session <Session name> was created.”

STEP 5: Use Tcode (SM 35). It will pass an Accounting entry.

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The reference document can be changed using FBD2.

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Security deposit / Retention deduction and release

F-51, E-BANKING
TRANSFER BY F110 OR
WITH CHEQUE
CLEARING PRINTING BY
FBZ5 FOR
RESIDUAL
LINE ITEM

DOCUMENT
PRINTIG BY
YRFS001

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Accounting Entries:

1. Vendor A/c Dr. (Total Amount)


To Vendor Advance A/c (Security deposit amount)
To Vendor A/c (Residual Amount)

2. Vendor A/c Dr.(Residual Amount)


To Bank Outgoing Account.

The above mentioned accounting entries will update Vendor Account which can be viewed
by FBL1N.

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T.code :F-51

1. Enter the Document date, Posting date, Company code, Currency


2. Select Outgoing Payment Radio button and Select Document type KA.
3. Choose open item
4. Enter the Vendor Account
5. Press enter
6. Select the relevant amount it should be in blue rest everything should be in black
7. Click on the Document Overview icon
8. Enter the posting key 39
9. Enter the Vendor Code
10. Enter the Special GL indicator: put the relevant Spl. G/L indicator.
11. Press enter
12. Enter the Amount
13. Enter the Business area
14. Enter the Section code: put the relevant in the second field
15. Enter the Narration in the Text field
16. Enter the PstKy:31
17. Enter the Vendor Code
18. Press enter
19. Enter the Amount: rest of the amount to be paid
20. Enter the Business area
21. Enter the Section Code: put the relevant in the second field
22. Simulate the entry.
23. On saving it will generate a document number.

Steps for releasing security deposit:


1. T code: F-51
2. Select transfer posting with clearing option
3. Choose open item
4. Enter the Vendor code
5. Enter Spl G/l: relevant
6. Press enter
7. Select the relevant amount it should be in blue rest everything should be in black
8. Click on Document Overview icon
9. Enter the posting key 31
10. Enter the Vendor code
11. Press enter
12. Enter the amount
13. Enter the business area: relevant
14. Enter the Section Code: relevant
15. Enter the narration in the text Field
16. Then simulate the entry.
17. On saving it will generate a document number.
18. Release payment either through E-banking or issue cheque.

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TDS/WCT Deduction and Payment
1. TDS/WCT DEDUCTION AT THE STAGE OF INVOICE :

F-43 OR FB60 J1INCHLN, J1INBANK,


= TDS will be Create Enter Bank
deducted at this Remittance Challan.
stage. challan.

F-48(Vendor
Down
Payment) or F-
53 (Vendor
Outgoing J1INCERT,
Payment) or Print TDS
F110 (E- challan

Accounting Entries:

1. Expenses A/c Dr.


To Vendor A/c
To Other Liability TDS A/c
To Other Liability Education Cess A/c

2. Other Liability TDS A/c Dr.


Other Liability Education Cess A/C Dr.
To Other Liability TDS clearing Account

3. Other Liability Clearing Account Dr.


To Income tax Authority

4. Income Tax Authority Dr


To Bank Outgoing GL

Resolution of the problem of inconsistent withholding tax information in TDS

T Code : YRFU007

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EXTENDED WITHHOLDING TAX CYCLES

DEDUCTION OF TDS AND PRINTING OF TDS CERTIFICATES

The TDS is deducted at the time of payment or creation of liability whichever is earlier.

The TDS codes are entered in the vendor master in the withholding tax data portion of
master. Exemption details and exemption percentage etc, can also be defined in the
master.

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The TDS is deducted at the time of transactions depending upon the tax code fed in the
master. In case of multiple TDS codes in the master, irrelevant TDS codes can be
removed while doing transaction.

During transaction, even base amount can be changed and actual TDFS amount can be
put. The withholding tax tab during transaction screen appears like:

The subsequent steps required from remitting the TDS to certificate generation are as
follows :

Step1 The first step in this regard is to create remittance challan


1. T code J1INCHLN

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2. Company code,
3. Section code
4. Vendor recipient type (i.e. corporate, on corporate or government)etc.
5. Document Date: Current Date
6. Bank A/c: put 2013299
7. Execute
8. The system will show the screen same as it shows while processing open items.

67
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9. Assign the relevant amount and simulate the transaction and save. the system
will give an internal challan number and the clearing document will get generated

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Step 2 The next step is to enter the bank challan in the system.

1. Tcode-J1INBANK

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2. Company code
3. fiscal year

4. internal challan clearing no.: put the one generated in J1INCHLN

5. bank challan no.:

6. bank challan date

7. bank key: key of bank from which payment made

8. Finally after updation screen will be like this

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Step 3 Now the final step is to print the certificate.

1. Tcode J1INCERT.

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2. Company code
3. fiscal year

4. Business place/section code

5. section

6. posting dates

7. bank challan dates

8. rest fill the details according to he relevance

TDS DEDUCTION AND AND CERTIFICATE GENERATION AT THE TIME OF


PAYMENT

The TDS cycle is nothing different in case of payment. Except that now will be deducting
it at the time of payment. In any of the payment screen like advance payment (F-48) or
normal payment (F-53) the system will again give a pop up of TDS screen and now

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delete the tax codes not relevant. Now simulate the transaction and verify the deduction
of TDS.

REST ALL STEPS ARE SAME STEP 1 TO STEP Deduction of TDS at time for
Foreign Vendor at invoice and payment level

TDS DEDUCTION AND OTHER FORMALITIES IN RESPECT OF CUSTOMERS

The TDS cycle is nothing different in case of customers except that now will be
deducting in respect of customers and the T codes for creation of remittance challan
and certificate generation are different. TDS will be deducted from any T code which is
there for crediting the customer ( for example f-27)

T code J1INCHLC

T code J1INCC

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Deduction of TDS at time for Foreign Vendor at invoice and payment
level
1. On screen Enter Vendor invoice enter information like document date, posting date.
Company code.

The special consideration has to be given to the currency field which is to be the key for
foreign currency.

When the line item information starts enter the information like posting key(31 for
vendor credit)and the vendor SAP code.

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2. Enter into the next screen and fill up the fields like business area, section code and
amount. The screen will show up with the data of withholding tax. Remove those which
are not relevant.

3. Enter the next GL line item and place the posting key as 40)GL Debit).put the
relevant GL code of the expense item and fill up the same field as filled in step

4.Simulate the entry and the see the line items including that of TDS

5.In case of Foreign Vendor payments same procedure has to be followed as in case of
normal vendor payments except the currency has to be changed to the foreign currency.

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TDS provisioning at year end

Enter the work Enter the service At the year end


order with entry sheet for the enter into
transaction work with transaction code
ME21N Transaction ML81N J1INPR for
provision of taxes

The system will


automatically generate
the accounting entries
and the provision will be
made.

..

Entering Provisions

1. On the SAP Easy Access screen, choose Accounting ® Financial Accounting ®


Accounts Payable ® Withholding Tax ® India ® Extended Withholding Tax ®
Provisions for Tax on Services Received ® Enter.(J1INPR)

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2. Enter the following information:
 Data, such as company code and financial year
 The G/L accounts that you want to post provisions for.basically the GL accounts like
2010700
 Other information relating to the items that you want to adjust (for example, vendors or
purchase orders)
 Information relating to the posting document that the system will make the tax postings with
.This will help provisioning document by document

3. Choose .
A list appears, which shows you per purchase the following:
Column Information
Open amount The total amount of all services received that have yet to be invoiced,
irrespective of whether you have already calculated tax on them
Open provision The amount from goods receipts that you have already calculated tax
on.It indicates that to the extent of this amount tax has already been
accounted.
LC bas.amt (Base The amount on which tax still has to be calculated
amount in local
currency)

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4. You now have to specify how much tax has to be withheld. For each purchase order:
...

a. Enter the tax type and tax code of the tax that has to be applied
Use invoice tax types only.
b. Enter the section code.
c. Enter the business area, if required.
d. If you have made a down payment on the purchase order, reduce the tax
base amount by this amount.
1. 5. When you have entered all the data, save it.

The system will itself calculate the provisioning amount and post the entries to
accounting.
Following accounting entry is passed

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Claims recoverable Provision TDS adjustment (3719100) Dr
To TDS payable a/c Cr

The amount lying in Claims recoverable account can be transferred to recoverable special GL of vendors
for control and recovering the same from vendors accounts.

At the time of payment/ invoice verification of bills already provided with TDS deduction, the base amount
needs to be changes and such cases needs to be monitored and controlled manually

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Check Printing

The methods are:

Method 1 Creation of payment voucher and than going for cheque printing

Prerequisite: first prepare a payment document by Tcode F-53.After creation of payment


voucher we further have two options:

1) Preparation of cheque through cheque printer.

a)Tcode: FBZ5
b)Document No.: Put the document no.
c)company code: relevant
d)fiscal year: relevant
e)Payment method will be default “c” which stands for cheque
f)Cheque lot number: Enter the cheque lot number. This lot number is
required to be changed only when lot 1 is fully exahausted.
g) Print the cheque
2) Manual creation of Cheque.

a) Tcode: FCH5
b) company code: relevant
c) fiscal year: relevant
d) House bank
e) A/C Id:
f) Cheque No. check number which is to be used
g) Save
.
.
Method 2) Creation of payment voucher and printing of cheque simultaneously

This step is used to create check and payment document simultaneously


1. tcode F-58
2. the screen is combination of F-53 and FBZ5 (Tcode is the same screen as seen
in FBZ5.Enter the required information like house bank,. account ID.check lot
etc(as explained in method 1)
3. Press the tab “enters payments”.
4. Now this screen is same as the screen displayed in F-53.
5. Post the document. The printer will print the check.

Method 3) Creation of check through automatic payment process.

1. TCode: F110.
2. same transaction as for E-banking.

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3. The basic difference is that in E-Banking check printing is not required and the
output comes as a text file but here we need to print the check. So one additional
step is to be carried out.
4. enter into the screen “Printout/data medium” just after the “additional log screen”
5. Enter the name of the variant maintained for your site. don’t forget place a tick
mark on create payment medium box while creating proposal and making
payment run
6. Cheque will get automatically printed in the check printer.

This method is used to print the check simultaneously with automatic payment process.

Other frequently used Bank Transactions

1. Check Register FCHN


2. Define Check Lots FCHI
3. Check Void FCH3
4. Manual Bank Statement FF67
5. Edit Check Deposit List FF68
6. Reverse File Upload YRFU002

The description for the above mentioned transaction is as follows:

Cheque Register

1. Enter paying code, House Bank, Account Id.


2. Press F8
3. Check Register will be open.

Define Cheque Lots:

1. Enter Paying company code, house bank, Company code.


2. Press Shift + F5
3. If we want to create check lot press Shift+F5 or if we want to change existing
check lot press Shift+f4
4. Enter Lot Number
5. In next field , write short description about check lot
6. Enter the range of Cheque Number (from cheque number – to cheque
number).

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Cheque Void
There may be cases when a Cheque created has to be cancelled and a new
Cheque has to be created against the payment document

1. Access the transaction by Transaction by T code(FCH3).


2. Enter Paying Company Code, House Bank, Account ID.
3. Check Number from – to : A single or range of number to be voided
4. Void reason code: enter the void reason code.
5. Press the tab Void
6. A message will be displayed cheque is voided.

Similarly Issued Cheque can be voided using the T-Code FCH9 with the same menu
path and same input fields. The difference between Void Cheque and Void Issued
Cheque is that in case of void Cheque the system shall only void the last Cheque that
was created. However in case of Void Issued Cheque any Cheque can be voided. A
cheque number voided cannot be used again.

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Manual Check Deposit List (FF68)
Menu - Accounting®Financial Accounting®Banks®Incomings® Check deposit ® FF68 - Manual Entry
This is used for deposit of cheque(s)

Company Code - The code of the company in which the cheques need to be deposited
House Bank- Code of the House bank
Account ID - The ID of the bank.
Group - The Pay in slip Number
User Name - System User
Entry date - Date of the system
Transaction - Enter the nature of transaction - Eg,ADV-Advance from Customers, TFEE- Tender fees
received
Posting Date - Date of Posting
Value date
Currency – INR

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Amount - The amount of Cheque received
Cheque Number - The number of the Cheque
Customer - The account number of the customer
Allocation - Allocation number of the item to be cleared - Enter the SD Invoice Number
Business area

To save the transactions Press save and to create the batch press save again.

Execute the batch by T-Code SM35 or System/Services/Batch Input/Session and process the batch to
deposit the cheque(s)
The document posted can be viewed through T-Code FB03

85
FEBA_CHECK_DEPOSIT: The following are the steps involved in it.

1. Access Transaction Code via FEBA_CHECK_DEPOSIT

2. On selection screen enter Company Code, House Bank, Account ID.


3. Press Execute icon or F8.
4. A screen will appear,

86
5. Click on OTHER DISPLAY and this screen will appear. Red colour entries are outstanding while green
entries are cleared ones.

87
6.

7. Click on the marked place to select a row


8. After selecting row click on POST BUTTON.
9. System will take us to POST WITH CLEARING screen. And then Press Process open Items.

88
10. Select the relevant entries in the open items.

89
11. Simulate the document and Post it.
12. Clear all the entries accordingly
13. After all entries are cleared come again to SAP main menu
14. Go to FBL5N and verify the balances.

90
Cheque Dishonor

STEP 1: Reset the cleared items


1. Go to Transaction Code FBRA ( Reset cleared items):
2. Enter Clearing Document Number.
3. Enter Co. Code
4. Enter Fiscal Year.
5. Press Save icon
6. Press Resetting and Reverse.
7. Enter Reversal reason
8. Press Save it will generate a document number.
9. Go to FBL5N (Customer Line item display), it will show it as a Open line item.

STEP 2: Reversal of Incoming payment with reference to FI document

1. Go to Transaction code FB08.


2. Enter Document Number
3. Enter Co code
4. Enter Fiscal year.
5. Reversal reason.

STEP 3: Go to Transaction Code FBL5N, it will show that item as Open Item.

Vendor Statistical entry:

Statistical Entries are those entries which have no financial impact, but still are required
for record e.g. Income Tax claim, Sales Tax claim. These types of entries are booked in
Statistical GL codes. The below mentioned are the steps involved for its accounting:

1. Tcode: F-57(Vendor Noted Items).


2. Enter the following:
a. Document date
b. Posting date
c. Co code
d. Posting period
e. Document type (KA).
f. Posting key (39)
g. Special GL indicator(=) (or any other relevant one)
h. Account(Vendor)
i. Amount
j. Business Area,

91
k. Due on date and text.
3. Save the transaction by ctrl+s or press save icon.

The above document can be reversed via T-Code FBO8, if and when required.

92
CUSTOMER RELATED TRANSACTIONS

Credit Management

FD32
CREDIT EXPOSURE OF CUSTOMER IS MAINTAINED

F-22
RAISING OF INVOICE. FI INVOICE IS RAISED AND CUSTOMER A/C
IS UPDATED

FF68 & SM35


RECEIVING PAYMENT WITH CLEARING

FBL5N
CUSTOMER ACCOUNT IS CHECKED AND
CREDIT LIMIT IS INCREASED.

FBRA
CLEARED INVOICE AND PAYMENT RESET

FB08
REVERSAL OF INCOMING PAYMENT VOUCHER

FBL5N
INVOICE REMAINS OPEN AND CREDIT LIMIT
REDUCED.

93
CUSTOMER CREDIT MANAGEMENT (CREATION / CHANGE)

Customer credit management information will be created and can be changed


subsequently. We can use a procedure to set the credit limit and credit management
information.

1. FD32(Customer credit management change):


2. Enter Customer.
3. Credit control area(C001-Credit Control area for XXXX)
4. Select ‘Edit ® Select all’ and then press ‘Enter’
5. On screen “Customer Credit Management Change: Overview”, the customer’s
current credit management related information is displayed. Press ‘Enter.
6. On screen “Customer Credit Management Change: Central Data.
7. Enter Credit limit. The amount entered here represents an upper limit for the total
receivables and the foreseeable receivables from.
8. The amount entered must not exceed the max individual line item.
9. Select SAVE it will give message “Control Area date xxxx created”.

On every Invoicing with customer and receipts from customer SAP will check the
“Customer Credit Limit”.

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Customer Invoice

Enter

1. Enter the Document Date


2. Document type –DR
3. Enter the Company Code
4. Enter the Posting date
5. Enter the Currency – INR
6. Enter the Posting key – 01
7. Enter the customer Code

Press Enter

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1. Enter Amount
2. Enter the Business Area
3. Enter narration in Text
With this first line item is completed.

The next line item will start and user need to provide the
1. Enter the Posting Key - (50 for Cr GL of Misc. Income for e.g.)
2. Enter the Account – GL code for Misc. Income

Press enter.

Following screen will appear.

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1. Enter the Amount
2. Enter the Business Area
3. Enter the Profit Centre

Simulate the Transaction. Save it.

Customer down payment

Tcode: F-29
1. Enter Document Date
2. Doc. Type: default DZ
3. Enter the Company Code
4. Enter the Posting Date
5. Enter the Customer Code
6. Enter the Special G/L: put relevant spl g/l
7. Enter the Bank Account: incoming g/l code
8. Enter the Business area
9. Enter the Amount
10. Go to document and Simulate the document and save

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If clearing of receipt and Sales invoice Side by Side
Tcode: F-28
1. Enter the Document Date
2. Doc. Type: default DZ
3. Enter the Company Code
4. Enter the Posting Date
5. Enter the Bank Account: bank Incoming g/l
6. Enter the amount
7. Enter the Cheque date and bank name
8. Enter the Cheque number in the assignment.
9. Enter the business area
10. Enter the customer code
11. Click process open item
12. choose your relevant amount those should be in blue
13. Go to document and simulate than save

Customer Credit Note


Tcode: F-27

1. Enter Document Date


2. Enter the Posting Date
3. Document Type: default DG
4. Enter the Company Code
5. Enter the Currency: INR
6. Enter the Pst Ky:11
7. Enter Customer code
8. Press enter
9. Enter the Amount
10. Enter the Business area
11. Enter Narration in the Text field
12. Enter Pst ky:40
13. Enter the GL Account : relevant G/L
14. Press enter
15. Enter the amount
16. Enter the narration in the text field
17. Go to document and simulate and save the document

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Customer Debit Note
Tcode: F-27

1. Enter the Document Date


2. Enter the Posting Date
3. Document Type: default DG
4. Enter the Company Code
5. Enter the Currency: INR
6. Enter the Pst Ky:01
7. Enter Customer Code
8. Press enter
9. Enter the Amount
10. Enter the Business area
11. Enter the narration in Text field
12. Enter the Pst ky:50
13. Enter the GL Account : relevant G/L
14. Press enter
15. Enter the amount
16. Enter the narration in the text field
17. Go to document and simulate and save the document

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FI REPORTS

Customer Line Item display

 Menu Path: Accounting->Financial Accounting->Accounts Receivable ->


Account -> Display/change line items

This program lists customer line items. You can also display the items from more
than one customer account in a list

1. Tcode: FBL5N

2. Customer Account: customer code

3. Company Code

4. Note : For item display


 if you want to see open item then click on open items
 if you want to see cleared item then click on cleared items
 if you want to see all item then click on all items

5. Put the date from to

6. Check mark on normal items

7. If you want to see Spl g/l Check mark on Spl G/L

8. Click on clock

Similar screen would appear (PTO)

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Customer Analysis

 Menu Path: Accounting>Financial Accounting> Account


Receivables>Account>FD11

The above transaction is a comprehensive report which shows the total balances
and lines item of customer for the following items period wise:
 Account balances
 Sales
 Spl G/l Transactions
 Open items

1. Tcode: FD11

2. Customer: customer account

3. Company Code

4. Fiscal Year

5. Press Enter

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6. Click on the relevant Tab of which you want to see information

Similar screen would appear

Customer Master Display

 Menu Path: Accounting->Financial Accounting->Accounts Receivables->


Master Records -> Display

This transaction displays the master data of the vendor

1. Tcode: FD03

2. Customer Account: customer code

3. Company Code: relevant

4. Check the mark the data you want to see in the screen

5. Press enter

102
Similar screen would appear

103
Customer Account Analysis
7. Tcode: FD11
8. Customer: customer account
9. Company Code
10. Fiscal Year
11. Press Enter
12. Click on the relevant Tab of which you want to see information

Customer Credit Limit

1. Tcode: FD32
Steps given before

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Vendor Line Item display

 Menu Path: Accounting->Financial Accounting->Accounts Payable ->


Account -> Display/change line item

This program lists vendor line items. You can also display the items from more than
one vendor in a list.

Above screen shows the SAP Easy Access Menu Path which can be explored in
the similar manner for every transaction.

OR

The Tcode (transaction code) can be put directly.

1. Tcode: FBL1N

2. Vendor Account: Enter Vendor code

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3. Company Code: relevant Company code

4. Note : For item display


 if you want to see open item then click on open items
 if you want to see cleared item then click on cleared items
 if you want to see all item then click on all items

5. Put the date from to

6. Check mark on normal items

7. If you want to see Spl g/l Check mark on Spl G/L

8. Click on clock

Similar screen would appear

Vendor Master Display

 Menu Path: Accounting->Financial Accounting->Accounts Payable ->


Master Records -> Display

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This transaction displays the master data of the vendor

1. Tcode: FK03

2. Customer Account: customer code

3. Company Code: relevant

4. Check the mark the data you want to see in the screen

5. Press enter

Similar screen would appear

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GL Line Item display

 Menu Path: General Ledger -> Account -> Display/Change Line Items

This program lists G/L account line items. You can also display items from more than
one G/L account in a list.

1. Tcode:FBL3N

2. Account :G/L account

3. Company Code

4. Note : For item display


a. if you want to see open item then click on open items
b. if you want to see cleared item then click on cleared items
c. if you want to see all item then click on all items

5. Put the date from to

6. Check mark on normal items

7. Click on clock

Similar screen would appear (P.T.O)

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G/L balances report

 Menu Path: Accounting> Financial Accounting>General


Ledger>Account>Display Balances

This transaction displays the G/L balances per period

1. Tcode: FS10N

2. Company code

3. Fiscal Year

4. Business Area

Similar screen would appear (P.T.O)

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Trail balance as per Legacy Account Code

 Transaction Code: YRFR005

This is a report required to output data for upload into legacy. The expected output is
Legacy account Trial balance with the debit and credit balances.

1. T. Code: YRFR005

2. Chart of accounts: XXXX

3. G/L account

4. Company code

5. Fiscal year

6. Period: period for which the report may be taken

7. Click on Clock

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Similar screen would appear

Trail balance as per SAP

 Menu Path: Financial Accounting-> General Ledger->Periodic processing-


>Closing-> Report ->General Ledger Report->A/C Balances->general->Total
and balances->S_ALR_87012301

The output is SAP account Trial balance with the debit and credit balances. The output
may be shown both company code or business area wise.

1. TCode: S_ALR_87012301

2. Chart of accounts: XXXX

3. G/L account

4. Business area

5. Company code

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6. Reporting year

7. Reporting period

8. Click on Clock

Similar screen would appear

Compact Journal Report

 Menu Path : Financial Accounting-> General Ledger->Information System->


Document ->General -> Compact Document Journal-> Compact Document
Journal

The compact document journal displays the most important data from document
headers and items in table form for the selected documents. The list can be used as
a journal and for reconciliation with the lists of account balances (accounting
reconciliation).

1. TCode: S_ALR_87012289

2. Company Code:

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3. Document no.: if you want to put document

4. Fiscal year:

5. Check Standard Document

6. Check Parked document if you want to select parked document as well

7. Click on Clock

Similar screen would appear

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MIS Report on TDS
Step1: Use T-code J1INMIS is or go through SAP Menu> Accounting> Financial Accounting>
Accounts Payable> Withholding Tax> India> Extended Withholding Tax> Information System>
Withholding Tax

Step 2: The above screen will come, enter the following:


1. Company code
2. Fiscal Year
3. Posting Date (From – To)
4. for refined search use Document number, Vendor, customer, Section code and official
withholding tax code if available
5. Select Consolidated report to view complete report of TDS or If User wants to see Bank
Challan Status select bank challan status option or If User wants to see Certificate status select
Certificate status.
6. Execute after filling in the details through clock icon or pressing F8 key.

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Step 3:
1. After execution the above report will come which shows the status of the TDS (Challan
generated or not, Bank Payment and Certificate printing).
2. To save this report on to the hard drive use the circled icon above or press Ctrl+Shift+F9. This
will pop up a window with the options to save the report in different file format as shown below,
choose the desired format and save the file.

3. Thus, the final report is generated with line items of the vendors along with the TDS status and
the same can be saved. The report can be drilled down on the line items to look at the document.

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MIS Report on E-Returns
Pre-requisite: TDS challans are printed

Step1: Use T-code J1INEFILE file or go through SAP Menu> Accounting> Financial
Accounting> Accounts Payable> Withholding Tax> India> Extended Withholding Tax>
Reporting> E-returns

Step 2: The above screen will come, enter


a. Company code
b. Deductor status
c. Deductor State
d. Fiscal period (From – To)
e. Tax Deduction Account No
f. Section Code
g. Also enter the Status signatory details and Address Details
Execute after filling in the details.

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Step 3:
1. After execution the above report will come which shows all the details of the TDS
2. To save this report on to the hard drive use the circled icon above or press Ctrl+Shift+F9.
3. This will pop up a window with the options to save the report in different file format as
shown below, choose the desired format and save the file.

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4. Thus, the final report is generated with line items of the vendors and the same can be
saved.
5. The report can be drilled down on the line items to look at the document.

TDS Annual & Quarterly Report:

END USER MANUAL FOR TDS ANNUAL & QUATERLY RETURN REPORT:

1. Access the transaction by Tcode YFTD001.

2. On selection screen, enter Transaction Period, Company Code, Section Code, Fiscal Year
and Withholding Tax Type.
3. Press Execute icon or Shift+F8.
4. The report will be displayed like this.

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5. The Output will help User in filing annual as well as Quarterly return.
6. The User can convert this data into Microsoft excel.

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Some Useful Developed Transaction

YRFS001 Voucher Printing

1. TCode: YRFS001---Voucher Printing


2. Just enter the document number may be a payment, liability, JV etc.
3. Enter the company code
4. Enter fiscal year
5. Execute

YRFS002 Deposit pay in slip

1. TCode:YRFS002 Deposit pay in slip


2. Enter the following:
a. Company Code
b. House Bank
c. Account ID
d. Document Number from
e. Financial Year
f. Pay-in-Slip Number
g. Pay-in-Slip Date
3. Execute

YRFS003 Cheque Forwarding

1. TCode: YRFS003 Cheque Forwarding


2. Enter the following:
a. Document number
b. Company code
c. Fiscal year
d. Cheque number
3. Execute

YRFS004 Bank Receipt

1. TCode:YRFS004 Bank Receipt


2. Enter the following:
a. Company code
b. Fiscal Year
c. Document No
3. Execute

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YRFS005 Document printing for IUT

1. TCode:YRFS005 Document printing for IUT


2. Enter the following:
a. Company Code
b. Fiscal Year
c. Account Number of Vendor
d. Document Number
3. Execute

YRFS006 Credit Note (printing)

1. TCode:YRFS006 Credit Note(printing)


2. Enter the following:
a. Customer No.
b. Company Code
c. Document No.
d. Fiscal Year
3. Execute

YRFS007 Debit Note (Printing)

1. TCode:YRFS007 Debit Note(Printing)


2. Enter the following:
a. Customer No.
b. Company Code
c. Document No.
d. Fiscal Year
3. Execute

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Closing

Day End Closing

FCHN FBL3N
GENERATION GENERATION OF
CHECK REGISTER CASH BOOK

S_ALR_87012309
GENERATION
OF CASH
JOURNAL

FBV3
PROCESSING OF
PARK
DOCUMENTS

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Closing Activities Transaction code

Day end closing

1) Generation Check Register FCHN

Select Paying Company Code


Select House Bank
Select Account ID
Execute

2) Generation of Cash Book FBL3N

Select from……. GL Code to …..GL Code.


Select Company Code
Select for:
Open Items
Cleared Items
All items
Execute

3) Generation of Cash Journal S_ALR_87012309 -

GL Account Selection:
Select Chart of accounts
Select G/L account
Select Company code
Execute

4) List of Park Documents FBV3 – Display

Key for Parking


Select Company Code
Select Doc. Number
Select Fiscal Year
Click on Document List

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Month End Closing

FBV0
PROCESSING OF
PARK
DOCUMENTS

ASSET CLOSING
SETTLEMENT OF INTERNAL ORDER TO AUC KO02
SETTLEMENT OF PROJECT COST CENTER TO WBS KB11
SETTLEMENT OF WBS TO AUC CJ02
SETTLEMENT OF AUC TO ASSETS AIAB

AFAB
DEPRECIATION RUN

S_BCE_68000174
FOREIGN CURRENCY
VALUATION

F.05
VALUATE FOREIGN CURRENCY

F.13
GR/IR CLEARING AND OTHER
AUTOMATIC CLEARING

F.19
GR/IR ADJUSTMENT

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Month end closing Activities

1) Posting/Deletion of Park Document FBV0

Key for Parking


Select Company Code
Select Doc. Number
Select Fiscal Year
Click on Document List

2) Assets Closing

Settlement of Internal Order to AUC KO02


Settlement of Project cost center to WBS KB11
Settlement of WBS to AUC CJ02
Settlement of AUC to Assets AIAB
Depreciation Run AFAB

3) Foreign Currency Valuation S_BCE_68000174


Update Foreign Currency
Select Exchange Rate Type “M”
Select from Currency “USD”
Select Currency to “INR”
Select Valid From “Date”
Select & Copy (Can be selected as “Edit” or”New Entries”)

4) Valuate Foreign Currency F-05


Select Company Code
Select Posting Date
Select Document type
Select Currency/Rate
Select Translation Date
Select GL Account

Select other parameters required under different tabs in the main screen including valuation method

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5) GR/IR clearing and Automatic clearing F.13
Select Company Code
Select Posting Date
Select GL Account(s)
Enter GL Account(s)
Select ‘Only document can be cleared’
Execute

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6) GR/IR Adjustment F.19
Select GL Account(s)
Select Company Code
In Parameters Tab enter the following:
Key date - Documents which have not been cleared at this date, or whose clearing date is after this
date, are included in the program run.
GR/IR Clearing - If this parameter is selected, the GR/IR accounts are cleared.
In Postings Tab enter the following:
Select ‘Create Postings’ - Select this option to have the system create a batch input session for the
postings
Enter a name for the batch input session to be created.
Enter the Document Date / Posting date - Defaults to the Key date
Reversal Date - Defaults to opening date of next period
Document type (SA) - This document type is used for posting the documents.
Execute

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7) Regroup receivables/payables F101
Select Company Code
Select Posting Date
Select Document type
Select Reverse document type
Select reverse Posting date
Select GL Account

Select other parameters required under different tabs in the main screen including sort method

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