Sap Fi General Ledger Frequently Used Procedures PDF

General
Ledgers
Business Process
Procedures
Prepared by Eyad Badran &

Hussam Abo Elsoud
V 1.01
Contents
1. General Ledger Accounting .......................................................................................................... 4
1.1 Create a General Ledger Account ....................................................................................... 4
1.2 G/L Account Changes )Centrally( ........................................................................................ 8
1.3 Create a G/L Posting Document ......................................................................................... 10
1.4 Enter General G/L Account Posting .................................................................................. 13
1.5 Change Parked Documents................................................................................................. 17
1.6 Display Parked Document ................................................................................................... 19
1.7 Display Document Changes of Parked Document ........................................................ 21
1.8 Post or Delete Parked Documents .................................................................................... 23
1.9 Change Document ................................................................................................................. 26
1.10 Display Document Line Items ............................................................................................. 30
1.11 Display Changes in Document ........................................................................................... 32
1.12 Reverse a Document Entry .................................................................................................. 34
1.13 Clear G/L Account .................................................................................................................. 37
1.14 Reset Cleared Items .............................................................................................................. 42
1.15 Display G/L Accounts Balances (New) ............................................................................. 44
1.16 Display G/L Accounts Balances ......................................................................................... 48
1.17 Display/Change G/L Accounts Items (New) .................................................................... 51
1.21 Recurring Entries ................................................................................................................... 56
1.22 Change Recurring Documents ........................................................................................... 63
1.23 Display Recurring Documents............................................................................................ 67
1.24 Display Changes in Recurring Document ....................................................................... 68
1.25 Delete Reference Document (Recurring Entry).............................................................. 70
1.26 Evaluating Recurring Entry documents ........................................................................... 73
General ledger Business Process Procedures Page 2

1.27 Execute Recurring Entry ...................................................................................................... 75
1.28 Running Batch Input Session ............................................................................................. 77
1.29 Process Automatic Clearing ............................................................................................... 79
1.30 Automatic Clearing with Clearing Currency Specified ................................................ 82
1.31 Cash Journal ........................................................................................................................... 84
1.31.1 Cash Journal “Cash Receipt Transaction” ............................................................. 85
1.31.2 Cash Journal “Cash Payments Transaction” ......................................................... 88

1. General Ledger Accounting
1.1 Create a General Ledger Account

Use
Business transactions are posted and managed in the general ledger via accounts .Each
master record contains settings that control the flow of financial transactions .The G/L accounts
record the business transactions in line item and totals form .In the standard system, all
business transactions, which are posted to G/L accounts, are updated in the general ledger .
Procedures
1. Access the transaction on SAP Graphical User Interface )SAP GUI)
Accounting  Financial Accounting  General Ledger  Master Records  G/L
SAP Easy Access
Accounts  Individual Processing  Centrally
Transaction code FS00
2. In the “Display G\L Account Centrally“ screen, enter information in the fields as specified
in the table below:
Field Name Description R/O/C User Action & Values

the account number of the G/L
Account number R
account that is being created
Company code the company code ID R
Note :On above table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
3. Press “Create“ or “ With Template” after filling the required data
4. Proceed through each of the tabbed screens:

5. On the “Type/Description “Tab, enter information in the fields as specified in the table
below :

Determines the fields for the entry screens
if you create or change a master record in
Account Group the company code .The account group R
also determines which number interval the
account must be.
P+L statement Identified this account as an P+L
C
account type statement account type
This functional area is required to pull in
the Profit and Loss statement in Financial
Functional Area O
Accounting using the cost of sale
accounting method.
Balance sheet Identifies this account for use in the
C
account balance sheet
a short textual description of the G/L
Short text R
account
The G/L account long text is used for
G/L acct long text O
online displays and evaluations

6. On the “Control Data “Tab, make the following entries:

The default currency is
Account currency Identifier of the currency in which the
R the one that is maintained
account will be managed
in the Company Code
Only Balances in Indicates that balance is updated only
in local currency when users post O
Local Currency
items to this account.
Exchange Rate Key for calculating exchange rate
O
Difference Key differences
)-(Input tax
Determines whether the account is tax
Tax category O )+(Output tax
relevant.
)*(all tax types
Allows posting to
Posting w/o tax
Check box O accounts without
allowed
indicating taxes
An entry in this field identifies this GL Use the drop down menu
account as a reconciliation account .A to indicate if this is an
Recon .account for
reconciliation account ensures the O Assets, Customer, and
account type
integration of a Sub-ledger account Vendor .Reconciliation
into a GL account. account.
Set up accounts with open item
management if offsetting entries are to
Check box if open items
Open item be assigned to the postings made to
O are managed for this
management these accounts .Postings to these
account.
accounts represent incomplete
transactions.
Do not set this indicator for accounts in
which the number of postings is so Check box if line item
Line item display great that line item display online O display is possible for this
would not be advantageous, such as account.
receivables and payables accounts.
How line items are to be sorted based
Sort key O
on the allocation field.

7. On the “Create\bank\interest“ Tab, make the following entries:

Determines the screen layout
Field status group R
for document entry.
Indicates that this account can
only be posted to by the system
Post automatically only O Check box.
using account determination
tables.
This field is used to control
Planning level O
displays in Cash Management .
Check box if this account
Relevant to cash flow O is to be use in the
statement of Cash Flow.
House bank Indicator for the company bank O
Account ID Identifies House Banks. O
8. Press “Save” button
9. Data was saved.
10. To perform any changes click the EDIT button ” ” then press SAVE
11. To display the GL account click the DISPLAY button” ” then press BACK “ ”
12. To Block the GL account click on Block button " ."

1.2 G/L Account Changes )Centrally(
Use
This transaction shows changes that were made in a G/L account master record.
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI:)
Accounting  Financial Accounting  General Ledger  Master
SAP Easy Access
Records  G/L Accounts  Display Changes  Centrally
Transaction code FS04
2. On screen “Central G/L Account Changes :Initial Screen”, enter information in the fields
as specified in the table below:
Field Name Description R/O/C User Action and Values Comments

Enter the general ledger
Account account number to view all Use drop
R Enter account number
number changes made to that down menu .
account.
Company Use drop
The company code R Enter company code
Code down menu .
The system only displays
From
changes, which were made O Enter Date. User Defined .
Change Date
as from this date.
Changed By Name of user who made the change OEnter name User Defined.
( Note: On above table, in column "R/O/C”; "R = "Required, "O = "Optional, "C = "Conditional )
3. Click on the “Enter” button.
4. The output screen “G/L Account Changes :Changed Fields” will appear.

5. Click on the “All changes” button to view a listing of all changes .Double click
on the line items to view details:
6. Date of changes, Time of change, User name who changed the master record and fields
that were changed with new and old content as well as a language used.
7. For more details select the field you would like to display changes of and press you
will find the following:
8. Display the account changes and after that press the “Back” icon to go to the main
menu.

1.3 Create a G/L Posting Document
Use
Every document consists of a document header and two or more line items .The document
header contains information that is valid for the whole document, such as the document date
and the document number .It also includes controlling information such as the document type.
The line items only contain information on the particular item in question, for instance an
account number and amount .Whether any additional information is present depends on the
business transaction involved.
The system creates the document, updates the transaction figures for the accounts affected,
and in some cases, displays an internally assigned document number when the document is
posted.
Procedure
1. Access the transaction on SAP Graphical User Interface (SAP GUI)
Accounting  Financial Accounting  General Ledger  Posting  Enter
SAP Easy Access
G/L Account Document
Transaction code FB50
NOTES:
 The first time you access this function, a pop-up box requesting the company code will be
displayed .After your first entry, the system will retain and display select field information,
such as Company Code and Currency .Complete the company code information and hit the
green check mark or press “Enter”
2. On the screen “Enter GL Account Items (new :)Header Data”, enter the information in the
fields as specified in the table below:

Field name Description R/O/C User action & values Comment
Document Enter the date of

Date of the document. R
Date the Document.
Defaults from the
Posting Date Effective date of posting. R
system date.
Can make this a
Field used to enter user required field to
Reference C
desired text enhance business
processing
(Note: On above table, in column “R/O/C”; “R” =Required, “O” =Optional, “C” =Conditional)
3. On the Details screen enter the information in the fields as specified in the table below:
Note: There are many other fields which are to be used according to configuration rules, account
dependencies, specific posting transactions, and company procedures.
Field Name Description R/O/C User Action & Values Comments

The number of the G/L
General Ledger
account to which the R
Account
transaction will be posted.
D/C Debit or credit indicator R
Amount in Doc
The amount for this line. R
Currency
Required only if a tax
category has been specified
Tax Code O
for the account‟s master
record.
Used for Foreign Currency
Value Date O
valuation date
4. Select the icon.
5. Simulating the Posting
Select the “Simulate” Button .This optional step will create any automatically generated
document lines such as inter-company entries and allow you to view them before posting .
Green arrow back to make any necessary changes to the lines (click ok at „Automatically
created line items will be deleted‟ )or click the Save icon to post the document if satisfied .

6. To save the data, select the “Save” icon, select DocumentPost, or press F11.

1.4 Enter General G/L Account Posting
Use:
Every document consists of a document header and two or more line items .The document
header contains information that is valid for the whole document, such as the document date
and the document number .It also includes controlling information such as the document type.
The line items only contain information on the particular item in question, for instance an
account number and amount .Whether any additional information is present depends on the
business transaction involved.
The system creates the document, updates the transaction figures for the accounts affected,
and in some cases, displays an internally assigned document number when the document is
posted.
Procedure:
Accounting  Financial Accounting  General Ledger  Posting 
SAP Easy Access
General Posting
Transaction code F-02
2. On the screen “Enter GL Account Posting :Header Data”, enter the information in the

NOTE :The document
Document date is the date on Enter the date of
Date of the document R
Date which the original the Document.
document was issued

Accept default of „SA‟
Defaults from
Type Document type R for G/L Document
the system date.
Posting
Can make this a
This field can have a
required field to
Company Company code of the first value defaulted in from
R enhance
Code G/L account the User Parameters
business
settings.
processing
Posting date of the document
Posting Date which will determine the R Default is system date
period it posts to
Enter either the local
Currency that the amounts The system
currency or another
Currency/rate will be entered into the R defaults in the
currency defined in your
system under local currency
system
Can be used to contain
external document
reference numbers .
This is helpful as an
Field allocated to any extra
Reference C additional document
numeric or name identifiers .
search criterion, and
can be used in
correspondence
printing.
Text that may be entered to
Doc .Header
apply to the entire document O Enter if necessary
text
via the header
Key that will determine the Enter key to identify this
type of account to be posted line properly and to post
Post Key R
to and whether it is a debit or to the correct side of
credit the account
G/L account number to post Enter the G/L account
Account R
the first line of the invoice to to be posted to
Configure the
Special G/L
Indicators to
The G/L indicator determines Use system supplied or
determine which
Special G/L how to handle special O customized indicators if
alternative
postings necessary
account to post
the transaction
to.
The transaction type controls
various system activities
Trans type O Enter if appropriate
when business transactions
are posted.
Note :In column “R/O/C” of above table, “R” =Required, “O” =Optional, “C” =Conditional
3. Select the “Enter” icon to proceed
4. On the Details „Enter G/L Account Document :Add G/L account item‟ screen enter the
information in the fields as specified in the table below:

User Action &
Field Name Description R/O/C Comments
Values
The amount for the account
Amount in Enter proper
entered on the previous R
Doc Currency amount
screen
Enter key to
Key that will determine the identify this line
type of account to be posted properly and to
Post Key R
to and whether it is a debit or post to the
credit correct side of
the account
G/L account number to post Enter the G/L
Account the subsequent lines of the R account to be
invoice to posted to
Configure the
Special G/L
Use system
Indicators to
The G/L indicator determines supplied or
determine which
Special G/L how to handle special O customized
alternative account
postings indicators if
to post the
necessary
transaction to.
The transaction type controls

various system activities when Enter if
Trans type O
business transactions are appropriate
posted.

Note : There are many other fields which are to be used according to configuration rules, account
dependencies, specific posting transactions, and company procedures.
5. Select the “Enter” icon to proceed to enter more lines until the debits equal the credits .
When satisfied with your entry, proceed as described below.
6. Simulating the Posting

Select DocumentSimulate .This optional step will create any automatically generated
document lines such as inter-company entries and allow you to view them before posting
and to verify your entries .You can drill down by double-clicking existing lines to change
them or continue to enter more lines for this document at the bottom of the screen as
described above.
7. To save the data, select the “Save” icon, select DocumentPost, or press F11.
Note: You can use T .Codes FV50, F-65 to park GL document which have the same screens.

1.5 Change Parked Documents
Use:
Document parking can be used to enter and store (park )incomplete documents in the SAP
System, without carrying out extensive entry checks .Parked documents can be completed,
checked and then posted at a later date -if necessary by a different data entry clerk.
Parked document may also be changed .Changing a parked document is broken up to two
transaction codes :FBV2 and FBV4 .To change line items details transaction code FBV2
should be use while transaction code FBV4 is use to change header detail .This BPP will
illustrate the process to change line item detail, transaction code FBV2 . Refer to BPP on
“Change Header Detail” to view more information on changing a parked document‟s header
detail.
Procedure:
Accounting  Financial Accounting  Accounts Payables  Document 
SAP Easy Access
Parked Documents  Change
Transaction code FBV2
2. On the “Change Parked Document :Initial Screen” screen, enter information in the fields

Field name Description R/O/C User action &values Comment
4 character identifier of
an organizational unit Use the drop
Company Code R Enter company code.
within external down menu.
accounting.
Document Identifier for an Enter the parked
R
number accounting document. document number.
The year to which the
Use the drop
Fiscal Year park document was R Enter the fiscal year.
down menu.
created.
3. Press “Enter” to proceed.
4. On the screen “Change Parked Document :Overview” Double click the Line Item you want
to Change.
5. Once all changes are complete, press “Park Document” icon to post the changes.

1.6 Display Parked Document
Use:
Document parking can be used to enter and store (park )incomplete documents in the SAP
System, without carrying out extensive entry checks .Parked documents can be completed,
checked and then posted at a later date -if necessary by a different data entry clerk.
Parked documents may be display individually or via a list.
Procedure:
Accounting  Financial Accounting  Accounts Payable  Document 
SAP Easy Access
Parked Documents  Display
2. On the “Display Parked Document :Initial Screen” screen, enter information in the fields
Field name Description R/O/C. User action &values Comment

4 character identifier of an
Company Code organizational unit within R Enter company code Use drop down menu
external accounting.
Document Identifier for an accounting Enter the parked
R
number document document number.
Identifies the period for
Fiscal Year which the company use to R Enter the fiscal year. Use drop down menu
create its balance sheet
(Note :On above table, in column “R/O/C”; “R” =Required, “O” =Optional, “C” =Conditional)
3. Press “Enter” to display the parked document.

Note:
Alternatively, a list of parked document may be display by leaving blank the “Document number”
field and clicking on the “Document List” button located on the upper left corner of the display parked
document screen .From the list of parked document, the user may drill down on specific parked
document to view the details .
4. Display the document and after that press the “Back” icon to go to the main menu.

1.7 Display Document Changes of Parked Document
Use:
This transaction will allow the user to view the changes in a parked document.
Procedure:
SAP Easy Access
Parked Documents  Display Changes
2. On the “Parked Document Changes :Initial Screen” screen, enter information in the fields
R/O/C.
Field name Description User action &values Comment
Use the drop
Company Code organizational unit within R Enter company code.
down menu.
R
number document. document number.
The year to which the park Use the drop
Fiscal Year R Enter the fiscal year.
document was created. down menu.
Enter a date/time – the
From Change Date/time from which system will only display
R
Date /time changes should be listed. changes as from this
date.
Enter a SAP user name
User name who made the if you want to display
User Name O
changes. changes made by a
particular user.
3. Then Press “Enter” to proceed.

Notes:
 As standard when you enter the transaction, the last posted document made by any user
appears automatically.
 Otherwise, you have to enter the document number that you need to view its changes in the
“Document Number” field.
4. On screen “Parked Document :Changed Fields”, a list of changed fields should be

displayed .Double-click on an entry to view the change date and old and new values of the
field .From here, click if you want to identify the user and time of the changes.
5. Press the “All changes” icon to display all the changed fields.
Field name Description Comment

Display which fields has been changed
Display the fields where entries made
Display the fields with deleted data
Date Creation date of the document.
Field The Field that has been changed.
New The New value of the field.
Old The Old value of the field.
6. Display the document changes and after that press the “Back” icon to go to the main
menu.

1.8 Post or Delete Parked Documents
Use:
Document parking can be used to enter and store (park )incomplete documents in the
SAP System, without carrying out extensive entry checks .Parked documents can be
completed, checked and then posted at a later date -if necessary by a different data
entry clerk.
Parked documents can be post either individually or via a list .To post several parked
documents via a list, the system issues a list of parked document for you to choose
from .From this list, you can then carry out any necessary post-processing to parked
documents that could not be posted due to missing information such as a cost
accounting assignment.
You cannot reuse the document number of a deleted document.
Procedure:
Accounting  Financial Accounting  Account Payable  Document 
SAP Easy Access
Parked Documents  Post/Delete
2. On the “Post Parked Document :Initial Screen”, enter information in the fields as specified
in the table below:

Company
organizational unit within R Enter company code
Code
R
number document document number.
Identifies the period for
Fiscal Year which the company use to R Enter the fiscal year.
create its balance sheet

Notes:
appears automatically .
 If you know the document number that you need to change type the number direct in the
 If you do not know the Document number press the following screen
appears:
3. From the above screen you can select documents by fields like, “Posting date”, “Document
date”,” Document Type” … etc and then press the “Execute” icon , a list of
documents appear if found as below screen.
4. Double click the Parked Document you want to Post or Delete or press , the following
screen appears:

5. Press “Document” in the menu bar and choose “Delete” to delete the document or Press
the “Post” icon to post the document.

1.9 Change Document
Use:
The system prevents the data in certain fields of a posted document from being changed .
Examples are -the posting amount, account number, posting key, fiscal year and tax amount .
Because account information fields and balances are updated on posting, these fields cannot be
changed .Changing the data in these fields would entail a manipulation of the figures, with the
result being it would no longer be possible to reconcile the documents and accounts .Some
fields are changeable in a posted document .Whether or not data can be change in changeable
fields depend on the following factors:
 The document changing rules defined by your system administrator

 Which other SAP applications, such as CO or MM, you have installed
 How the application is configured
The change document functionality may also be used to release down payments for payment by
changing the “Payment Block” field .By cancelling the block indicator, down payments will
automatically be released and cleared each time the payment program is run .The paying
program clears by subtracting the down payment amount from the corresponding invoice
amounts and paying the difference.
Procedure:

SAP Easy Access
Change
2. On the “Change Document :Initial Screen” screen, enter information in the fields as
specified in the table below:

R/O/C. User action
&values
Enter the
Document The system proposes the
Number of the posted document
R document number from the
Number R/3 transaction number you wish
last processed document
to change.
Document The system proposes the
Company Company code which
numbers are company code that was
the document was R
Code company code used in the previous
posted under
specific. function.
If you do not enter a fiscal
If the number range that Enter the year and the number range
the document type uses appropriate fiscal used is year dependent, an
Fiscal Year is year dependent, you O year that the additional window will
may use this field to be document was appear if the document
more specific. posted in. number exists in various
years..
Notes:
appears:

3. From this screen you can select documents by fields like “Document type”, “Posting
date”, “Entry date”, etc and then press the “Execute” icon , a list of documents
appear if found.

4. Select the Document then press “Choose’( F9) .Or Double click the Document you want
to change, the following screen appears:
5. On the screen “Document :Overview”, select a line item by double-clicking on it or click

once then selecting the Change Row icon .Only the fields which are not grayed out may be
changed .If the line selected corresponds to a vendor posting and the Payment Block field
is configured as “changeable” in the FI Configuration Document Change Rules, you may
change the value of this field to release the vendor for payment .You may proceed to the
other line items by using the up and down black arrows or the Save and +Next/Previous
push buttons .You may also click on the Document Header icon to change selected fields
in the document header.
6. Make the changes you need and press the “Back” button then press the “Save”
button . or press F11
Note:
 You cannot change the Document Header (Posting date, Document date, and Document
type.)
 You cannot change Amount and Cost Centre or Order.
 You can change Text, Assignment, and Payment Method only .

1.10 Display Document Line Items
Use:
This process will display a previously created accounting document .To display a specific
document, enter document number, company code and fiscal year (optional.)
Procedure:
SAP Easy Access
Display
2. On the “Display Document :Initial Screen” screen, enter information in the fields as
R/O/C. User action

&values
Enter the
Document The system requires the The system proposes the
document
number of the document R document number from the
Number number you wish
you wish to display. last processed document.
to change.
The system requires the Document The system proposes the
Company company code that the numbers are company code that was
R
Code document was posted company code used in the previous
under. specific. function.
If you do not enter a fiscal
If the number range that Enter the year and the number range
the document type uses appropriate fiscal used is year dependent, an
Fiscal Year is year dependent, you O year that the additional window will
may use this field to be document was appear if the document
more specific. posted in. number exists in various
years.
(Note :On above table, in column “R/O/C”; “R” =Required, “O” = Optional, “C” =Conditional)
Notes:
If you do not know the specific document number you wish to display, click on the List button, enter
the parameters that you do know, and run the search in order to find the proper document .Then double-
click on the desired document to display it.
3. Press “Enter” to proceed.

4. On the screen “Document Overview”, you will see all line items for the document .If you
wish to see more details for a specific line item, double click on it .You can also click on the
Document Header icon or hit F5 to see the header information for the document .If you
desire to make changes to the document, click the Display /Change icon or hit Shift +F1 .
In order to return to the “Document Overview” screen, click on the Overview icon or click
on the Back
5. To return to the “Display Document :Initial Screen” , press the “Back” icon or press
F3.

1.11 Display Changes in Document
Use:
To view the last changes that have been made to a certain document and the fields that has
been changed
Procedure:
Accounting  Financial Accounting  General Ledger  Document 

SAP Easy Access
Display Changes
2. On the “Document Changes :Initial Screen”, make the following entries:
User action &

Field name Description R/O/C Comments
values
Enter Company Code you want to

Company Code R 100 or 200
display its Doc .Changes.
Document The Number of the document you

R
Number want to display its changes .
Fiscal Year The year you are working in. R 2008
Period of change: Name of the User who Made the

Changed by Change
3. Then Press “Enter”, the following screen appears:

4. Double click the line you need to display the changes made in it or press , or press the
“All changes” icon, the following screen appears:

5. Display the document changes and after that press the “Back” icon to go to the main
menu.

1.12 Reverse a Document Entry
Use:
If you have entered an incorrect document, you can reverse it .Note that R/3 can reverse a
document only if the following conditions are met:
 Contains no cleared items

 Contains only vendor, customer, or G/L line items
 Was posted within the FI system
 Contains only valid values, such as business areas, cost centers, and tax codes
Ordinarily, you post a reversing document in the same period you posted the original document .
The period of the original document must be open to post a reversing document .If the period is
not open, you can overwrite the posting date field with a date in an open period, such as the
current period.
Recommended:
Display the document before reversal. Or Press (F5)
Procedure:
SAP Easy Access
Reverse  Individual Reversal
2. On the “Reverse Document :Header Data” screen, enter information in the fields as

User action
Field name Description R/O/C. Comment
&values
The document number of
Document Enter the document
the document to be R
number number
reversed
You can select the
The company code identifier
Company Enter the proper drop down arrow to
for the document to be R
code company code view a list of available
reversed
choices
The fiscal year that the
Fiscal year R Enter the fiscal year
document was created in
Select the drop down
arrow to view a list of
available choices .
Reversal Reason for reversing a Enter the desired You can use the
R
Reason document reversal reason standard reason
codes or enter new
codes in
configuration.
If the reverse document
cannot be
posted to the same period Leave blank to
as the accept the original You can select the
Posting date original document, enter the O document‟s posting drop down arrow to
posting date or enter the view a calendar .
date and the posting period desired posting date
of the
Reversing document.
Enter if different than
Posting Effective period of reversal
O the original
period posting
document‟s period
Reason code for voiding a Codes 01 -03 can
related check payment . only be used
This functionality can only automatically by the
Void reason be used provided the system .The user
O arrow to view a list of
code document in question can use the others
available choices .
is an accounting document manually and also
for a check Payment. create their own
customized codes.
Notes:
appears:

3. On the “Document List” screen, screen you can select documents by fields like “Ledger”,
“Posting date”, “Document date”, “Document type”, … etc .You can use other fields for
selecting the document like:
4. Then press the “Execute” icon , a list of documents appear if found
5. Double click the Document you want to reverse or press , the first screen appears.
6. You can select the option “Display before reversal” to verify that
the document you chose to reverse is the correct document .You must select the “Back”
icon to return to the previous screen to either save the reversal entry or abort the
reversing procedure.
7. Post the reversing document by selecting Document  Post or press the “Save” icon .
The system generates a reversing document posting the proper reversing debit and credit
amounts .You will receive a message at the bottom of the screen stating “Document
XXXXXXXXX was posted in company code XXXX”
8. Write down the Document number for your reference .Note that a document that has been
reversed cannot be reversed a second time.

1.13 Clear G/L Account
Use
Running the clearing program can clear open items on a G/L account .This program 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.
The program groups together those items from an account that have the same:
 Business area
 Trading partner ID
 Reconciliation account number
 Currency in which the General Ledger is updated
 Four additional criteria that is user-defined
You can specify criteria for each account type based on a single account or an interval of
accounts .These criteria let you select which items to process together and ensure that only
those items that are part of the same business transaction are cleared with each other
Procedures
Accounting  Financial Accounting  General Ledger  Account
SAP Easy Access
 Clear
Transaction code
F-03
2. On the “Clear G/L Account :Header Data” screen, enter information in the fields as specified
in the table below:

You may only
The number of the G/L
Enter in the G/L account clear items from
Account account to have items R
number. one account at a
cleared.
time.
Can default from settings
in User Parameters .The
Company Up to 4-digit code in which system requires that you
R
code the customer exists. select a valid customer-
company code
combination.
Even if you
change the
clearing date to a
Clearing Date of clearing Defaults in as today‟s
R date in the past, it
date transaction. date .
will assign the
default date as
the clearing date.
The currency of the Default to USD * -Can
Currency amounts involved in the R default by setting editing
transaction. profile.
2 char identifier used Defaults to current period,
Period indicate the period in which R based on the clearing
the posting will be placed. date.
Indicates that only standard Default is set so that only
Normal OI open items are to be taken normal open items will be
Area into consideration during taken into consideration
clearing. for clearing.
The default selection is
Additional „None‟.
selections A series of other document Click on any single
R
Area selection criteria. selection option to limit
the open item list
generated.
(Note :On Above table in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional)
3. Press “Enter” or the “Process open items” icon. to continue

4. On screen “Clear G/L Account :Process open items”, double-click on the dollar amount
field of the item(s )to be cleared.

5. As you select each item from the list of open items (double-click), the total amount will
appear in the “Assigned” field .For an acceptable clearing transaction situation, this field
must equal zero before you post the transaction.
6. Press the “Post” icon to or press (Ctrl-S)post the payment

7. A system message will appear indicating that the clearing document has been created and a
system-generated number will be attributed to that document .
8. You have four types of open items clearing :

a. Standard Clearing:
Standard Clearing means the payment amount is equal to the open item amount without
any differences.
b. Partial Payment
A partial payment is a payment that is posted to an account without any open items
being cleared .You assign this partial payment to an open item .When you post the
partial payment, the system marks the document number of the original open item in the
line item for the partial payment .The original open item and the partial payment remain
open.
c. Residual items
A residual item results when a payment is made for less than the actual amount
outstanding .You clear the original open item, and the system posts a new open item .
This new open item is for the same amount as the original open item minus the amount
paid.
d. Withholding tax

9. On the” Clear G/L Account :Process open items” screen, the “Standard” tab, make the
following:
10. After entering the screen “Clear G/L Account Process open items “, by default all items
activated .To deactivate all items first choose “Select all” and then “Deactivate items”
.Afterwards you can choose Select and then “Activate items” , in order
to select the appropriate items, which you want to clear.
The activated items (represented in blue writing )can become afterwards cleared, if in the
field “Not assigned” contains an amount of 0, 00 or the difference does not exceed the
tolerance limit for users.
11. On the “Editing Status”, the following data appears:

Number of items Number of items displayed in the list.
Display from item First item to be displayed on the page.
<Document
Display in clearing
Shows the Display Status Currency/Local
currency
Currency>
Amount entered Amount to be cleared. <0>
Assigned Total of the active items displayed. <0>
Shows the difference between the amount to be
Not assigned cleared and the net total of the active open items Must be =ZERO
selected for clearing.
12. In the table below there are some other options
Icon Description Icon Description
Document Overview Field Content Search
Clearing Text Find Amount
Distribute difference Display Gross/Net Amount
Charge off difference Display Currency
Select Activate Cash Discount
Select Block Deactivate Cash Discount
Deselect All
13. Press the “Document Overview” icon to display the document.

Note :The Clearing Document may have no line items.
14. Press the “Post” icon to post the clearing.
15. The following message appears where “100000063” is the clearing document number
16. Write down the document number for your reference.

1.14 Reset Cleared Items
Use
You can reset clearing procedures for individual documents .When resetting clearing postings,
the clearing data is removed from the line items (and the reversal data, where it existed, is
removed from the document header .)The document changes are logged and can be displayed
in the change documents .Payment history and credit limit will be corrected, when needed, after
resetting cleared items in Accounts Receivable .This process will be utilized for opening
misapplied payments and for reversing and reissuing credit refunds .
Procedures
SAP Easy Access
Reset Cleared Items
Transaction code FBRA
2. On the “Reset Cleared Items”” screen, enter information in the fields as specified in the
table below:
User action
&values
Enter in the 10-digit
Number of the system-assigned
Make sure that you
document with which number .This is the
Clearing have the information of
the line item was R clearing document
document what payment or offset
cleared. or the payment
is to be reset .
number, or offset
number.
Four-character
Company Enter in the Can be set as default
identifier of the R
code company code. parameter.
company code.
Make sure you enter
Defines a period, 12
the current year,
months as a rule, for Enter year that the
otherwise it will affect
Fiscal year which the company is R cleared item was
the G/L reporting and
to create its inventory posted.
upper management
and balance sheet.
reports regarding

previous years.
Notes:
 Click on the “Accounts” button to view customer account number and

company code.
 Click on the “Items” button to view the documents you are about to reset .Place
the cursor at the displayed line items and click on to view details.
 Click on “Accompanying Correspondence” button to view

correspondences.
3. If there is any correspondence that is currently in the queue to be printed, the system will
ask you if you want to deactivate any open correspondence .You should click the „Yes‟
option.
4. Press “Reset Cleared Items” to reset the document(s.)

5. A dialog box will pop-up with 2 options :“Resetting” and “Resetting and Reverse”
6. Select “Only resetting” by double clicking on the selection box .This cancels and reopens
documents cleared by payment allocation or other cleared items.
7. Select “Resetting and reverse” by double-clicking on the selection box .This will cancel
credit refunds and reissue.
Notes:
 If the document is involved with another clearing document, the system will generate an
error message that the document is not purely a clearing document.
This error message will display the following:
Diagnosis :the system will display what other items are involved and notify you that the
document will not be reset.
System response: notification that the payment cannot be reset.
Procedure :the system will give you instructions to check your data and correct your entry .It will
instruct you to reset the other items to be able to reset this one.

 If the items are archived, the system will check the archives and if the document is found
it will be reset .Otherwise, the A/R control clerk will have to perform the following
procedure:
o If the payment is to be reset and cleared again, the clerk should utilize „Post with
clearing‟.
o If the payment is to be reset and left open, the control clerk should utilize „Post
without clearing‟ .The open items would then be resolved by the Credit
department.
8. When selecting “Resetting and Reverse”, on the “Reversal data” box, enter the
information from the table below:

Reason for reversing a Enter the proper reason
Reversal reason document. R code based on the process
you will perform.
Enter current date .This
Date when a document
Posting date R has to be today‟s date for
is reversed.
auditing purposes.
Period which Enter current posting
Posting period corresponds to the R period .Enter the number
reversal date. of the current month.
9. Select the in the “Reversal data” box.
10. Select the in the “Information” box to post the document.
11. Select the in the next “Information” box to complete the reset of cleared items.
12. If selecting “Only resetting” on the “Reversal of clearing document” box:
13. Click on the “Only resetting” button to reset the cleared item.
14. If resetting cleared documents that were cleared without posting, after entering the
information on the “Reset cleared items” screen and selecting the “Save” button , a
message will appear that the cleared documents were reversed.
1.15 Display G/L Accounts Balances (New)

Use:
You can display the balances of the individual posting periods for your G/L accounts .To do so,
you specify the ledger for which you want to display the G/L account balances.
Procedure:

Accounting  Financial Accounting  General Ledger 

SAP Easy Access
Account  Display Balances (New)
Transaction code FAGLB03
2. On the “G/L Account Balance Display” screen, enter the information in the fields as
User action
Field name Description R/O/C Comment
& values
Account G/L account number that identifies One G/L acct or
R
Number it in the Chart of Accounts. Range
Company Enter Company Code you need to One Company
R
Code display its balances. Code or Range
Fiscal Year The year you are working in. R
The code that identifies the Ledger

Ledger Grp C
Group to be posted to.

Notes:
 If you want to change the Ledger, press the “Choose Ledger” icon .
 You can display more than one account in the same time by pressing the Multiple selection
button beside the Account Number field the following window opens:
Tab Description
Select Single Values (1) You can select single values
Select Intervals You can select ranges
Exclude Single Values You can remove single values
Exclude Intervals You can remove ranges

Note:
If you need more details of the totals double click the number you need to see its details.
Result:
The balances for every period in the year are displayed.
To show the single document entries of a period, select the balance field of the period you want
to display by double-clicking.
To show all the documents of the year, select the total balance field by double-clicking.

1.16 Display G/L Accounts Balances
Use:
The system displays the debit and credit balances of the individual posting periods as well as
the cumulative balances of the G/L account
The account balance displays the following:
 The opening balance (the balance carried forward from the previous year )
 The total of all transactions for each posting period, broken down into debit and credit
postings (transaction figures)
Procedure:
Accounting  Financial Accounting  General Ledger  Account 
SAP Easy Access
Display Balances
Transaction code FS10N
2. On the “G/L Account Balance Display” screen, enter the information in the fields as
User action &

values
G/L account number that

Account One G/L acct .or
identifies it in the Chart of R
Number Range
Accounts.
Company Enter Company Code you

One Company
need to display the account R
Code Code or range
balance in it.
Fiscal Year The year you are working in. R

Notes:
 You can display more than one account in the same time by pressing the Multiple selection
button beside the Account Number field the following window opens:
Tab Description
Select Single Values (1) You can select single values
Select Intervals You can select ranges
Exclude Single Values You can remove single value
Exclude Intervals You can remove ranges
3. Press the “Execute” icon

Note:
 The balances for every period in the year are displayed .If you need more details of the
totals double click on the required period to see its details.
To show the single document entries of a period, select the balance field of the period you want
to display by double-clicking.
To show all the documents of the year, select the total balance field by double-clicking.
4. Select the line item you want to change by clicking the box at the start of the row and
choose the “Edit” icon , if you want to display it choose the “Display” icon .
Note :
 Certain fields can be changed for each type of account.
 Fields to be changed differs whether the Line Item was posted, open or cleared.
5. Display the account balances and press the “Back” icon to go to the previous screen.

1.17 Display/Change G/L Accounts Items (New)
Use:
In the general ledger view, you can display the line items together with the general ledger
account assignments (General Ledger Line Items )and G/L account line items or document data
for one or more G/L accounts.
In the general ledger view, you cannot display any documents that are noted or parked because
there are no general ledger line items for these documents .
Procedure:
SAP Easy Accounting  Financial Accounting  General Ledger  Account 
Access Display/Change Items (New)
Transaction
FAGLL03
code
2. On the “G/L Account Line Item Display G/L View” screen, enter information in the fields as
Note: If you want to change the Ledger, press the “Choose Ledger” icon

3. Press the “Execute” icon .
4. A list of all the Line Items of this account is displayed.
5. Select the line item you want to change by clicking the box at the start of the row and
choose the “Edit” icon , if you want to display it choose the “Display” icon .
Note :
6. Make your changes and press the “Save” icon
Result:
The line items of an account have been displayed /changed.
Instead of switching to the entry view, you might want to display /change line items belonging to
a specific ledger .Choose Ledger allows selecting different G/L-Ledgers and leads to the
creation of a list, which contains the respective line items.
You cannot change accounts, amounts, tax amounts, or tax codes .If you get an error
regarding these document contents after posting the document, you have to reverse it.

1.18 Display or Change G/L Line Items
Use:
You can display the line items for one or more accounts.
Line items are document items that were posted to a specific account .In contrast to a document
item, a line item only contains the information from the document that is relevant from the
account view.
Prerequisites
In order to display the line items for an account, the account must be managed with line item
display .This means that you have set the indicator Line item display in the master data of the
account.
Procedure:
SAP Easy Access
Account  Display/Change Line Items
Transaction code FBL3N
2. On the “G/L Account Line Item Display” screen, enter information in the fields as specified
in the table below:
User action
& values
G/L account number that
G/L One G/L acct .or
identifies it in the Chart of R
account Range
Accounts.
Company Enter Company Code you
One Company
need to display its line R
Code or Range
Code
item or change
3. For the “Selection using search help”:

User action &
values
<G/L account
Key that describes
Search help ID O description in chart
the search criteria
of accounts>
Search String O
4. For the items to be Displayed or Changed:
Note:
You have 3 options to display line items:
 Open items: you can display open items to a specific date (open items means items that
not yet cleared.)
 Cleared items: you can display cleared items from a date to a specific date (cleared items
means as example invoices paid.)
 All items: you can display all items (open and cleared )from a date to a specific date.
5. For the Line Items selection:
Note: You have 3 options:

 Normal items: Invoices, payments and credit memos.
 Noted items: Not used
 Parked items: documents not yet posted

6. Press the “Execute” icon , a list of Line Items is displayed.
7. First you will find descriptions for some symbols in the screen:
Means this item is still open. Means this document is not yet posted.
Means this item is cleared. Means this document was posted.
8. Second you have some icons in the toolbar:

Display Document Sum icon to make sum to specific column.
Subtotal icon make subtotals to specific
Change Document
column
Display check information Sum icon to make sum to specific column.
Change layout icon used to change the
Account Master Data
columns displayed
Filter icon to filter by any category Select layout icon used to change the layout by
available. another saved layout
Sort ascending Save layout icon used to save specific layout.
Sort in Descending Order
9. To Display the Line Item click on the check box then press the “Display” icon .
10. To Change the Line Item click on the check box then Press the “Change” icon .
Note :

1.21 Recurring Entries
Use:
Some business transactions are repeated regularly every period or quarter such as rent and
insurance .SAP gives the Recurring Entry option to make this entry one time and run it every
period and have the same financial effect.
The following data never change in the Recurring Entry :Posting Key – Account – Line item
Amounts.
You enter the recurring data in a Recurring Entry original document and then run the Recurring
Entry Program .
Procedure:
Accounting  Financial Accounting  General Ledger  Posting
SAP Easy Access
 Reference Documents  Recurring Document
Transaction code FBD1
2. On the screen “Enter Recurring Entry :Header data”, enter information in the fields as

User Action &
Values
Company Four-character identifier
R arrow to select from
code of the company code
the available choices.
The first day that Select the drop down
First run on documents should be R arrow to see a
posted calendar.
The last day that Select the drop down
Last run on documents should be R arrow to see a
posted calendar.
Either the „Interval in
The number of months Select the drop down
Interval in months‟ or the „Run
between the postings R/C arrow to select from
months date‟ must be
(run frequency) the available choices.
selected.
The day of the month Either the „Interval in
that the accounting months‟ or the „Run
Run date R/C arrow to see a
documents should be date‟ must be
calendar.
posted selected.
Plan which contains the
required run dates for
Run schedule R/C arrow to select from
recurring entry original
documents
When generating
This indicator may
accounting documents
also be useful for
from recurring entry
postings made in
original documents in
local currency, if
foreign currencies,
more than one local
usually only the currency
currency is recorded
fields are adopted .The
or additional
local currency is
currencies are used
calculated then
in the special
Transfer according to the valid
purpose ledger .If this
amounts in exchange rate at that O Select if appropriate
indicator exists in
local currency time .If you want to
local currency
generate documents
documents, the
using the historical rate,
system transfers the
you need to set the
value date in the
corresponding indicator .
document header .
This ensures that even
This means that
local currency amounts
additional currencies
will be adopted in the
are translated at
new accounting
historical rates.
documents.
Generally, only the When setting this
currency fields are indicator, also note
transferred when the customizing of
creating accounting the company code in
Transfer tax documents from which this document
amounts in recurring entry original O Select if appropriate is to be created .It
local currency documents in foreign can make sense, for
currency, and the local example, to transfer
currency is the local currency
predetermined according amounts of the
to the rate valid then .If, normal line items

User Action &
Values
however, you want to from the recurring
transfer the tax amounts entry original
with the "historical rate", document, yet not the
then you should set this tax amounts, in the
indicator. case of company
codes which propose
a separate date for
the translation of the
tax amounts .These
are then always
translated according
to the current rate
from the exchange
rate table .If a manual
rate is to be entered
for the tax amounts,
then this indicator
should be set in order
to transfer the
amounts specifically .
The tax rate set is
then also transferred.
By selecting this
parameter the recurring
entry document long
Copy texts texts (in the document Enter if desired
header and line items )
are transferred to the
actual documents.
Document Two-character identifier
R arrow to select from
type of the document type
Two-character identifier Select the drop down
Currency/rate of the currency used for R arrow to select from
the posting the available choices.
Translation date for You do not need to
determining the enter a date unless
Translation exchange rate that is to the date in question
R Enter if appropriate
date be used for translation . is not the same as
The exchange rates are the document entry
stored in the system. date.
The document header
text contains
explanations or notes
Document
that apply to the O Enter if desired
header text
document as a whole,
that is, not only for
certain line items.
This field contains the This relationship
business area of the enables the
Trading
trading partner .Together O Enter if appropriate elimination of IC
partner BA
with the business area to sales at business
which the posting is area level within

User Action &
Values
made, there is a business area
sender/receiver consolidation.
relationship in each line
item.
Two-digit numeric key Select the drop down
Posting key that controls the entry of R arrow to select from
document line items the available choices.
Account (vendor )which
Account R arrow to select from
is to be posted
Identifies a special G/L
transaction (i.e., down
Sp .G/L O arrow to select from
payments & bills of
exchange )
Note: In column “R/O/C” of above table, “R” =Required, “O” =Optional, “C” =Conditional
3. Select the  Enter icon to proceed .
4. On screen “Enter Recurring Entry :Add G/L or Vendor item”, enter information in the
Note :This view change depending on the account entered (expense account differs from
current asset account…etc.)

Amount of the posting
to apply to the account
Amount R Enter the amount
entered on the previous
screen
Automatically
Calculate
calculates tax during C Check if applicable
tax
simulation or posting.
Conditional based on
Tax code C Enter if necessary
account
Master records have
separate areas for Financial
Accounting, Sales, and
Key for defining Purchasing .You can
payment terms specify different terms of
arrow to select from
Payment composed of cash payment keys in each of
C the available choices if
terms discount percentages these areas .When you then
entering for a vendor
and payment periods. enter a business
or customer account
transaction, the application
in question will use the key
specified in its area of the
master record.
Date to which the
periods for the cash
discount deadline and
the due date for net
payment refer .This is If the cash discount rates
the case for line items (and days )have not been
Accept proposed date
in open item accounts. entered, the baseline date
Bline date C or enter a different
For line items in G/L for payment is the same as
date
accounts, the item is the due date.
due immediately on this
date because there are
no cash discount
specifications.
Period within which a Accept proposed

payment must be made values or enter new
Days%/ in order to take C values if applicable
advantage of the first
cash discount terms.
Enter a text manually Texts with an asterisk at the
or transfer a standard first position are transferred
text .To transfer a into the line item list for the
Contains an standard text you correspondence, for
explanatory text on the enter the example, in dunning letters
Text O
line item. corresponding text or payment confirmations .It
variable with a is a requirement, that the
prefixed equals sign field "Segment text "is
=(XXXX.) present in the form for the
correspondence.
Two-digit numeric key
Select the drop down Only enter if this is not the
that controls the entry
Posting key O arrow to select from previous account was not
of the next document
the available choices. the last
line item .Use an

appropriate key to
reflect if the next entry
will be a debit or a
credit and if it will be a
vendor, customer or
G/L account.
Add either additional
vendor accounts or
Select the drop down Only enter if this is not the
enter the balancing G/L
Account O arrow to select from previous account was not
account (s )which is to
the available choices. the last
be posted for the next
line item
Identifies a special G/L
transaction (i.e., down
Sp .G/L O arrow to select from
payments & bills of
exchange )
The transaction type in
Asset Accounting
Trans .Type O arrow to select from
classifies the business
transaction.
Note :The fields listed above are all conditional based on which type of account is being entered and the
R/3 configuration .The type of account is dependent on the Posting Key that was entered . Generally, for
an Accounts Payable recurring entry, the first screen will be for a vendor account then subsequent
screens can either be for additional vendors or for the balancing G /L accounts .If this is the last entry,
then leave the Posting Key and Account fields blank and proceed as follows .Otherwise continue to
select the  Enter icon to continue entering line items.
4. Then Press “Enter”.
5. Next screen for the Second Line Item:

The *represent the
Amount R * same amount of the
First Line Item.
Used in Bank
Value Date R
Accounts
6. Press “Overview” icon to view the document.
7. On the “Enter Recurring Entry Display Overview” screen, you can see the document that
is to be posted afterwards.
8. When satisfied with the results, select Document  Post or Press the “Post” icon to
save the recurring entry and record the posted document‟s number..
9. The following message appears where “9100000001” is the document number
10. Write down the Recurring Document number for your reference.

1.22 Change Recurring Documents
Use:
Changing a recurring document is similar to changing other FI documents except that all the line
items in recurring documents are open for change .The document header information on the
other hand is still very restrictive for changes .Recurring document may also be access in the
General Ledger, Accounts Payable and Accounts Receivable .This BPP will demonstrate on
how to change a recurring document in Accounts Payable .The procedures though are very
similar in Accounts Payable, Accounts Receivable and General Ledger.
Procedure:
1. Access the transaction on SAP Graphical User Interface (SAP GUI::)
Accounting  Financial Accounting  General Ledger  Document 
SAP Easy Access
Reference Documents  Recurring Entry Document  Change
2. On screen “Change Recurring Document :Initial Screen”, enter information in the fields
as specified in the below table:

Number that uniquely identifies
Document the document that was created
R .
number for the recurring entry original
document
Identifier of the company code
Company
to which the document was R Use the drop down menu.
code
posted
Although the Fiscal year is
not a required field, it
Fiscal year in which the should be enter here
Fiscal year O
document was posted otherwise the system will
prompt you to enter the
fiscal year later on .

Notes:
appears:
3. From this screen you can select documents by fields like “Document type”, “Posting date”,
“Entry date”, etc and then press the “Execute” icon , a list of documents appear if
found.
4. Double click the Document you want to change or press the “Choose” icon

5. Press to continue.
6. On screen “Document :Overview”, edit one or more line items by double-clicking the line
item and changing the data contained in it.
 To edit the document header information, select Goto Doc .Header .You can then add or change
the Reference Number and Text fields in the document header.
 To edit the recurring entries data, such as the run schedule go into the Change Document
overview screen and then select Goto Recurring entry data .You may change the Next
Run Date, Last Run Date, Interval in months, Run date, Run schedule, Number of runs and
Delete Code fields.
7. Double click the Line Item you want to change, for example the first line item.

8. In order to change Recurring Entry Data select from the Menu Bar “Goto  Recurring
Entry Data”
Note :In case you need to delete the Recurring Document for any reason set the “Deletion
Indicator” Field.
9. Make the changes you need and press the “Back” button then press the “Save”
button . , the message
Note:
 You cannot change the Document Header (Posting date, Document date, and Document
type.)
 You cannot change Amount and Cost Centre or Order.
 You can change Text, Assignment, Terms of Payment, Base Line date, Payment Method
only .

1.23 Display Recurring Documents
Procedure:
1. Access the transaction on SAP Graphical User Interface (GUI:)
SAP Easy Access Document  Reference Documents  Recurring Document 
Display
2. Perform the same steps like the previous transaction, but only for displaying not changing
the Document.
3. Double click the Recurring Document you want to Display, the following screen appears:
4. Display the document and after that press the “Back” icon to go to the main menu.
5. In case you want to Display the Recurring Entry data, From “Goto  Recurring Data
Entry” the following screen appear:
6. Press to exit this screen.

1.24 Display Changes in Recurring Document
Use:
To view the last changes that have been made to a certain document and the fields that has
been changed
Procedure
1. Access the transaction on SAP Graphical User interface (GUI:)

SAP Easy Access Document  Reference Documents  Recurring Document 
Display Changes
2. On the “Recurring Document Changes :Initial Screen”, make the following entries:
User action
Field name Description R/O/C Comments
& values
Enter Company Code you need
Company Code to display its recurring document R 100 or 200
changes in it.
Document The Number of the document
O
Number you want to display its changes
Name of the User who Made the

Changed by Changes

7. Then Press “Enter”, the following screen appears:
8. Double click the line you need to display the changes made in it, or press the “All changes”
icon, the following screen appears:

Display the fields where entries made
Display the fields with deleted data
9. Display the document changes and after that press the “Back” icon to go to the main.

1.25 Delete Reference Document (Recurring Entry)
Use
You can only delete recurring entry documents that are flagged for deletion .The recurring entry
program automatically flags recurring entry documents for deletion if the next run date
determined by the program is after the last scheduled run date .The system thereby indicates
that the recurring entry document is not to be used again .You can also set the deletion flag
yourself in the recurring entry document.
When you use a run schedule, the program flags a recurring document for deletion if there is no
run date in the schedule which is later than the current run date .In this case the program tells
you which recurring document has been flagged for deletion .You can remove this flag if, for
example, you have not yet entered all run dates .Make sure you then complete the run
schedule.
The recurring entry program no longer uses recurring documents, which are marked for
deletion.
Prerequisite:
Recurring documents can only be deleted if they have a delete flag in the document header.
Procedure:
SAP Easy Access
Reference Documents  Recurring Entry Document  Delete
Transaction code
F.56
2. On the screen “Delete Reference Documents”, enter information in the fields as specified
in the table below:

User Action &
Values
This field is optional .
However you should
The company code(s )that enter a company
Company
contains the recurring O code to avoid
code(s)
document to be deleted. inadvertently deleting
documents in other
company codes.
The document number(s )of
Document
the recurring document that O
number(s)
is to be deleted.
The fiscal year(s ), which
Fiscal contains the recurring
O
year(s) document that, is to be
deleted.
D = Recurring
Reference The document type of the Input Document
documents
document recurring document that is to R type as defined.
M = Sample posting
type be deleted. i .e .D or M
documents
Select the test run field to
generate a list of the
recurring documents that are
Test run O
to be deleted before the
actual deletion of the
documents occurs.
3. For the indicator “Test Run”, check if you want to run this program in a test mode, where no
changes are made.
4. Then Press the “Execute” icon .
5. List of the reference documents that can be deleted is displayed.

6. Take a note with the Document Number you want to delete.
7. Press the “Back” icon and remove the “Test run” indicator.
8. Write the “Document Number” in the “Document numbers” filed and Press the “Execute”
icon.
9. This following warning appears, Press “Yes” if you want to delete the document or “No” or
“Cancel” if you don‟t want to delete it.
10. This message appears that means “The document

has been deleted”.

1.26 Evaluating Recurring Entry documents
Use:
You can evaluate recurring entries according to the following criteria:
 Time period :To do this, enter a start and/or an end date .These dates refer to the
specifications made as to the first and last run date stored in the recurring entry document.
 Documents not executed
 Documents to be considered in the future :To consider these documents for the next run of
the recurring entry program, enter the required settlement period.
If required, you can restrict this evaluation to certain accounts.
Procedure:
Accounting  Financial Accounting  General Ledger  Periodic
SAP Easy Access
Processing  Recurring Entries  Lists
Transaction code F.15
2. On the “Recurring Entry Documents” screen, make the following entries:

Company Enter Company Code you need to 100 or 200
R Mandatory
Code view its recurring documents. Or from 100 -200
Document The Number of the document you want
O
Number to display its recurring entry on it.
Further Selection
The Name of the user who created the
Created by
recurring documents
If you want the recurring documents
Non-filled
which have not yet been executed are Set indicator If needed
documents
also displayed.
Customer To display customer accounts that has
Set indicator If needed
Accounts recurring documents.
Vendor To display Vendor accounts that has
Display G/L To display G/L accounts that has
3. Press the “Execute” icon .
4. The system displays a list of the existing recurring entry original documents .You can select
documents that are still to be executed, and/or documents that will not be executed until the
next time the recurring entry program is run.
5. The list displays the date of the next posting run.

1.27 Execute Recurring Entry
Use:
In this step you create posting documents from the recurring documents.
To create accounting documents from recurring entry original documents, you have to either run
the recurring entry program or schedule it to be run .The run dates you enter in the original
recurring entry documents are not sufficient to create accounting documents .You must run the
recurring entry program at the appropriate intervals and specify, by entering a settlement period,
which recurring entry original documents are to be included in the run.
The recurring entry program generates a batch input session .This contains the accounting
documents that are to be created .After running the recurring entry program, process this batch
input session to carry out the postings.
Prerequisite:
Recurring documents have to be posted.
Procedure:
SAP Easy Access
Processing  Recurring Entries  Execute
2. On the “Create Posting Documents from Recurring Documents” screen, make the
following entries:

User action &
values
Enter Company Code you
Company 100 or 200
need to make the run the R Mandatory
Code Or from 100 -200
posting in it.
The Number of the
Document
document you want to run O
Number
the recurring entry on it.
Fiscal Year The year you are working in. R <2008>
Enter the date of the period Default but

Settlement <From :01.09.2008
you run (form day 1 to day can be
period To :>
31.) change
Batch input
session Enter Batch Name which you
have authority on.
name
User name Enter your username.
Note:
You will run the batch input session to affect the financial statement
3. Press the “Execute” icon , a message should appear to you “Session … was created”
.This batch input session has to be processed so the
actual documents are posted.
Note:
If this message does not appear, one of the following has happened:
 The recurring entry original document was not created correctly.
 Your selection for the recurring entry program was incorrect.
 Another person has generated your recurring entry.
Process only the session that you created by yourself.

1.28 Running Batch Input Session
Use
This activity runs the batch input session .
Prerequisites
A batch input session must exist or be created.
Procedure
Carry out the following steps:
1. Access the transaction on the SAP Graphical User Interface (SAP GUI)
SAP ECC Menu System  Services  Batch Input  Sessions
Transaction Code SM35
2. On the Batch Input :Session Overview screen, select a session to process and choose
Process Session( F8.)
3. On the Process Session Create screen, select a mode (Display errors only is preferred, but
Process/foreground and Background also work.)

4. Then choose Process or Enter.
Process/foreground :All the screens are displayed and must be confirmed with Enter
Display Errors Only :The documents are not posted in the foreground; only documents with
errors are displayed, which you can correct .
Background :The documents are not posted in the foreground .Documents with errors remain
in the session and can then be processed and corrected in the foreground.
Check manually whether all documents of a session were posted .You can see this in the
session overview .If a session was processed in the foreground, the selection screen Session
Successfully Processed displays after the posting .Confirm the selection screen with Enter.
Correct any errors that show during processing.
Result
Accounting documents are posted and recurring documents are updated with processing data
(next run on and number of runs .)To display a posted document, use transaction code FBL1N.
Debited Accounts Credited Accounts

G/L Accounts G/L Accounts
Vendors Vendors
Customers Customers

1.29 Process Automatic Clearing
Use
You can use the clearing program to clear open items from customer, vendor, and G/L
accounts .This program 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.
Procedure
1. Access the transaction on SAP Graphical User Interface (SAP GUI)
SAP system menu Processing  Automatic Clearing  Without Specification of
Clearing Currency
2. On “the Automatic Clearing” screen, enter information in the fields as specified in the
below table GENERAL SELECTIONS area criteria can be specified as to which items to
clear .
For example, you can select various company codes, fiscal years, document numbers or
posting dates .If you leave these selections blank, the system will select everything .

Enter the company you need to
Company Code R <100>
make the clearing in it
Enter the Fiscal year of the

Fiscal Year R <2008>
transactions you need to clear
if you want to clear certain

Document number O <Doc .No.>
documents, select the numbers
Select G/L accounts indicator

Enter assignment if you need to
Assignment clear special assignments
(regularly not used)
Enter posting date if you need
Posting date to clear special posting dates
(regularly not used)
Assign this flag if you need to
R/C
clear customers automatically
clear a special customers
transactions automatically
Special G/L Indicator-
Enter special GL code
Custom
Enter customers codes you
Customer accounts
need to clear
R/C
clear vendors automatically
clear a special vendors
transactions automatically
Special G/L Indicator-
Enter special GL code
Vend
Enter vendors codes you need
Vendors accounts
to clear
R/C <Set indicator>
clear GL accounts automatically
Enter GL accounts codes you
G/L accounts
need to clear
Assign this flag if you clear
GR/IR account
3. Under the POSTING PARAMETERS area
First perform a test run; the indicator is activated automatically.

Field Name Description R/O/C User Action and Values Comments
The date the clearing will
Clearing Enter the relative period: Defaults to the
be effective. R/C
Date i.e .End of Month--EOM current date.
The “Test Mode” option is Run the clearing program in
Test Run defaulted on the Parameter O “Test Mode” to review the
screen. data prior to a production run.
4. Under the OUTPUT CONTROL area

Allows for user to review
Defaults by
Detail list with error log . accounts not cleared . R
the system.
(Note :On Above tables in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional)
5. Choose Execute or press (F8) .
6. Choose Back or press (F3.)
7. Deselect the field “test run”, all further entries remain unchanged.
8. Choose Execute or press( F8) .You will perform the real run the system displays the
warning :“This program run is a production run”.
9. Choose Enter to confirm the warning and to start the run.

1.30 Automatic Clearing with Clearing Currency Specified
Use
You can use the clearing program to clear open items from customer, vendor, and G/L
accounts .This program 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.
Procedures
SAP Easy Access Processing  Automatic Clearing  With Specification of Clearing
Currency
Transaction code F13E
2. On the “Automatic Clearing” screen, the same steps as transaction “F.13”, except for the
“Posting parameters” make the following entries:
Enter the relative Defaults

The date the clearing will be period: to the
Clearing date R/C
effective. current
i.e .End of Month--EOM date.
Clearing Currency Currency for the clearing R/C
You can specify clearing
Clearing curr .
currency from assignment or R/C
From assignment
enter a clearing currency
Run the clearing
The “Test Mode” option is
program in “Test Mode”
defaulted on the Parameter O
to review the data prior
screen.
to a production run.

3. Under the OUTPUT CONTROL area

Allows for user to review
Defaults by
Detail list with error log . accounts not cleared . R
the system.
(Note :On Above tables in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional)
4. Choose Execute or press (F8) .

5. Choose Back or press (F3.)
6. Deselect the field “test run”, all further entries remain unchanged.
7. Choose Execute or press( F8) .You will perform the real run the system displays the
warning :“This program run is a production run”.
8. Choose Enter to confirm the warning and to start the run.
Result
A log of the program run is provided .Per General Ledger account all groups of open items are
arranged, which show the same clearing amount in the debit and credit .If the clearing criteria
agree a clearing date as well as a clearing document number is indicated, under that the
clearing took place.

1.31 Cash Journal
Use
The cash journal is a sub-ledger of Bank Accounting .It is used to manage a company's cash
transactions .The system automatically calculates and displays the opening and closing
balances, and the receipts and payments totals .You can run several cash journals for each
company code .You can also carry out postings to G/L accounts, as well as vendor and
customer accounts .The cash journal is a single-screen transaction .This means that you
can enter, display, and change cash journal documents on one screen.
Procedures
AccountingFinancial Accounting  General ledger  Posting 
SAP Easy Access
Cash Journal Posting
Transaction code FBCJ
2. In the “Cash Journal 101 Company Code 100“ screen, make the following entries:
Field name User action and values Comment
Data selection
Press “Today” icon
if you want the cash
Display period journal of the same
day.
You can change the

cash journal and
Cash journal company code from
this icon
Balance display for display period
This screen display

the cash journal
balance as soon as
the data saved or
posted

1.31.1 Cash Journal “Cash Receipt Transaction”
1. In the “Cash Journal 101 Company Code 100” screen, “Cash receipts” tab, make the
following entries:

A company code accounting transaction
contains the following information per
transaction type :Payment/receipt (G/L Press F4
Business account for the offsetting posting), Tax Receipt from bank to get the
R
transaction code(Transaction type), Cash transfers account Bus .
to/from the bank( :G/L account for the Trans.
offsetting posting), Transaction type :
(Customer/vendor posting)
Amount R 5000
In case of you have more than one
Split account in the same payment press this O
icon
G/L R 17000001
Recpt
Filled it by actual recipient R
recipient
Text Description of the payment O

2. Press “Enter”, the “Doc .Stat.” Icon will turn to red and there is no change in the “Balance
display for display period”.
3. When you press “Save” icon the “Doc .Stat.” Icon will turn yellow and the window
of “Balance display for display period” is affected.
4. Finally when everything is previewed you can post “ ” the entry .The “Doc .Stat.
“Icon will turn green.

Icons Description
You can change the cash journal & the cocd while you are processing entries.
You can print the entire cash journal entries posted in the time period
displayed .
If you want to Save several entries, select them then press this icon .
If you want Post several entries, select the entries then press this icon .
You can print the cash journal entries saved.

You can also display the follow-on docs .arising for the cash journal entries
posted.

1.31.2 Cash Journal “Cash Payments Transaction”
1. In the “Cash Journal 101 Company Code 100” screen, “Cash payments” tab, make the
following entries:

Press F4 to
Business
R Expenses get the Bus .
transaction
Trans.
Amount R 5000
The tax code represents a tax
Tax code category which must be taken into R
consideration when making a tax
return to the tax authorities.
G/L R 30000001
Recpt
Filled it by actual recipient R
recipient
Text Description of the payment O
Enter the vendor account which you
Vendors R 400005
pay to
Cost Centre R 1
2. Click on “Save” icon the “Doc .Stat.” Icon will turn yellow and the window of
“Balance display for display period” is affected.
3. Finally when everything is previewed you can post “ ” the entry .The “Doc .Stat.
“Icon will turn green.

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General

Prepared by Eyad Badran &

1.1 Create a General Ledger Account ....................................................................................... 4

1.2 G/L Account Changes )Centrally( ........................................................................................ 8

1.3 Create a G/L Posting Document ......................................................................................... 10

1.4 Enter General G/L Account Posting .................................................................................. 13

1.5 Change Parked Documents................................................................................................. 17

1.6 Display Parked Document ................................................................................................... 19

1.7 Display Document Changes of Parked Document ........................................................ 21

1.8 Post or Delete Parked Documents .................................................................................... 23

1.9 Change Document ................................................................................................................. 26

1.10 Display Document Line Items ............................................................................................. 30

1.11 Display Changes in Document ........................................................................................... 32

1.12 Reverse a Document Entry .................................................................................................. 34

1.13 Clear G/L Account .................................................................................................................. 37

1.14 Reset Cleared Items .............................................................................................................. 42

1.15 Display G/L Accounts Balances (New) ............................................................................. 44

1.16 Display G/L Accounts Balances ......................................................................................... 48

1.17 Display/Change G/L Accounts Items (New) .................................................................... 51

1.21 Recurring Entries ................................................................................................................... 56

1.22 Change Recurring Documents ........................................................................................... 63

1.23 Display Recurring Documents............................................................................................ 67

1.24 Display Changes in Recurring Document ....................................................................... 68

1.25 Delete Reference Document (Recurring Entry).............................................................. 70

1.26 Evaluating Recurring Entry documents ........................................................................... 73

General ledger Business Process Procedures Page 2

1.28 Running Batch Input Session ............................................................................................. 77

1.29 Process Automatic Clearing ............................................................................................... 79

1.30 Automatic Clearing with Clearing Currency Specified ................................................ 82

1.31 Cash Journal ........................................................................................................................... 84

1.31.1 Cash Journal “Cash Receipt Transaction” ............................................................. 85

1.31.2 Cash Journal “Cash Payments Transaction” ......................................................... 88

General ledger Business Process Procedures Page 3

1.1 Create a General Ledger Account

Field Name Description R/O/C User Action & Values

3. Press “Create“ or “ With Template” after filling the required data

4. Proceed through each of the tabbed screens:

General ledger Business Process Procedures Page 4

Field Name Description R/O/C User Action & Values

General ledger Business Process Procedures Page 5

Field Name Description R/O/C User Action & Values

General ledger Business Process Procedures Page 6

Field Name Description R/O/C User Action & Values

8. Press “Save” button

9. Data was saved.

12. To Block the GL account click on Block button " ."

General ledger Business Process Procedures Page 7

Field Name Description R/O/C User Action and Values Comments

3. Click on the “Enter” button.

General ledger Business Process Procedures Page 8

General ledger Business Process Procedures Page 9

General ledger Business Process Procedures Page 10

Document Enter the date of

Field Name Description R/O/C User Action & Values Comments

4. Select the icon.

5. Simulating the Posting

General ledger Business Process Procedures Page 11

General ledger Business Process Procedures Page 12

Field Name Description R/O/C User Action & Values Comments

General ledger Business Process Procedures Page 13

3. Select the “Enter” icon to proceed

General ledger Business Process Procedures Page 14

The transaction type controls