AC260 Additional Features in Financial Accounting: R/3 System Release 46C 04/04/2001

AC260 Additional Features in Financial
Accounting
AC260
R/3 System Release 46C 04/04/2001
0
AC260 Additional Features in Financial Accounting....................................................................................................0-1
Copyright....................................................................................................................................................................0-2
Financial Accounting I...........................................................................................................................................0-4
Course Prerequisites...............................................................................................................................................0-5
Target group...........................................................................................................................................................0-6
Introduction: Contents................................................................................................................................................1-1
Course goal.............................................................................................................................................................1-2
Course Objectives...................................................................................................................................................1-3
Contents..................................................................................................................................................................1-4
Course Overview Diagram.....................................................................................................................................1-5
Business scenario...................................................................................................................................................1-6
Special G/L Transactions: Contents...........................................................................................................................2-1
Special G/L Transactions: Unit Objectives............................................................................................................2-2
Special G/L Trans - Alternate Reconciliation Acct................................................................................................2-4
Different Types of Business Transactions..............................................................................................................2-5
Special G/L Transaction Types..............................................................................................................................2-6
Sp. G/L Types: Stat.Offsetting Entry (Automatic).................................................................................................2-7
Special G/L Types: Noted Items............................................................................................................................2-8
Special G/L Types: Freely Definable Offsetting Entries.......................................................................................2-9
Down Payment Processing: Example...................................................................................................................2-10
Bad Debt Adjustment: Example...........................................................................................................................2-11
Bill of Exchange Example (Without Charges).....................................................................................................2-12
Configuration of Special G/L Transactions..........................................................................................................2-13
Special G/L Transactions:Definition of Properties and Accounts.......................................................................2-14
Automatic Statistical Offsetting-Posting..............................................................................................................2-15
Special G/L Transactions - Posting Key..............................................................................................................2-16
Special General Ledger: Account Control...........................................................................................................2-17
Special G/L Transactions: Summary....................................................................................................................2-18
Data Used in the Exercises...................................................................................................................................2-19
Special General Ledger Transactions Exercises...................................................................................................2-20
Special G/L Transactions Solutions.....................................................................................................................2-23
Correspondence..........................................................................................................................................................3-1
Correspondence: Topic Objectives.........................................................................................................................3-2
Correspondence: Business Scenario.......................................................................................................................3-4
Correspondence Overview.....................................................................................................................................3-5
Correspondence Function Overview......................................................................................................................3-6
Correspondence Process.........................................................................................................................................3-7
Correspondencefrom Correspondence Types to Forms.........................................................................................3-8
Correspondence Type: Individual Text..................................................................................................................3-9
Correspondence: Unit Summary..........................................................................................................................3-10
Correspondence Exercises....................................................................................................................................3-11
Correspondence Solutions....................................................................................................................................3-14
Interest Calculation: Contents....................................................................................................................................4-1
Interest Calculation: Unit Objectives.....................................................................................................................4-2
Interest Calculation: Business Scenario.................................................................................................................4-4
Kinds of Interest Calculation..................................................................................................................................4-5
Interest Calculation Configuration.........................................................................................................................4-6
Interest Calculation Indicator.................................................................................................................................4-7
General Terms........................................................................................................................................................4-8
Time-Dependent Interest Terms.............................................................................................................................4-9
Reference Interest Rates.......................................................................................................................................4-10
Reference Interest Rates Values...........................................................................................................................4-11
Account Determination........................................................................................................................................4-12
Running Interest Calculation................................................................................................................................4-13
Interest Calculation: Summary.............................................................................................................................4-14
Interest Calculation Exercises..............................................................................................................................4-15
Interest Calculation Solutions...............................................................................................................................4-17
Parallel Currencies: Contents.....................................................................................................................................5-1
Parallel Currencies: Unit Objectives......................................................................................................................5-2
Target Users of Parallel Currencies........................................................................................................................5-3
Local Currency.......................................................................................................................................................5-5
Update Currency.....................................................................................................................................................5-6
Additional Local Currencies...................................................................................................................................5-7
Definition of Additional Local Currencies.............................................................................................................5-8
Additional Local Currencies: Currency Type........................................................................................................5-9
Additional Local Currencies: Exchange Rate Types............................................................................................5-10
Additional Local Currencies: Detail - Output Currency and Translation Date....................................................5-11
Define Ledger for Additional Currencies.............................................................................................................5-12
Exchange Rate Tables..........................................................................................................................................5-13
Store Document for Parallel Currencies...............................................................................................................5-14
Financial Statements Using Additional Currencies..............................................................................................5-15
Integration FI-CO.................................................................................................................................................5-16
Parallel Currencies: Business Scenario................................................................................................................5-17
Business Scenario.................................................................................................................................................5-18
Parallel Currencies: Summary..............................................................................................................................5-19
Parallel Currencies Exercises...............................................................................................................................5-20
Parallel Currencies Solutions...............................................................................................................................5-23
A/P and A/R Information System: Contents..............................................................................................................6-1
A/P and A/R Information System: Unit Objectives...............................................................................................6-2
A/P and A/R Information System: Business Scenario...........................................................................................6-4
What is the Accounts Payable and Accounts Receivable Information System?....................................................6-5
Evaluations - A Two-Step Process.........................................................................................................................6-6
Customizing - Selecting Evaluations I...................................................................................................................6-7
Customizing - Selecting Evaluations II..................................................................................................................6-8
Customizing - Selecting Evaluations III.................................................................................................................6-9
Customizing - Selecting Evaluations IV..............................................................................................................6-10
Customizing - Selecting Evaluations V................................................................................................................6-11
Customizing: Variants for the Report Tree..........................................................................................................6-12
Creating Evaluations............................................................................................................................................6-13
Display Evaluation Results...................................................................................................................................6-14
Standard Evaluations............................................................................................................................................6-15
Due Date Analysis................................................................................................................................................6-16
Payment History...................................................................................................................................................6-17
Currency Analysis................................................................................................................................................6-18
Overdue Items......................................................................................................................................................6-19
Days Sales Outstanding Analysis.........................................................................................................................6-20
Terms Offered/Terms Taken................................................................................................................................6-21
Functions for Drilldown Lists..............................................................................................................................6-22
Report Tree and Access Paths..............................................................................................................................6-23
Report Tree: Characteristics................................................................................................................................6-24
A/P and A/R Information System: Summary.......................................................................................................6-25
A/P_A/R_Information System Exercises.............................................................................................................6-26
A/P_A/R_Information_System Solutions............................................................................................................6-30
Document Parking: Contents......................................................................................................................................7-1
Document Parking: Unit Objectives.......................................................................................................................7-2
Document Parking: Business Scenario...................................................................................................................7-4
What is Document Parking?...................................................................................................................................7-5
Document Parking: Functions................................................................................................................................7-6
Documents You Can Park......................................................................................................................................7-7
Entering Data and Parking Documents..................................................................................................................7-8
Changing a Parked Document................................................................................................................................7-9
Posting a Parked Document.................................................................................................................................7-10
Deleting a Parked Document................................................................................................................................7-11
Displaying Change Documents............................................................................................................................7-12
Reporting on Parked Documents..........................................................................................................................7-13
Authorizations and Workflow..............................................................................................................................7-14
Document Parking: Summary..............................................................................................................................7-15
Document Parking Exercises................................................................................................................................7-16
Document Parking Solutions................................................................................................................................7-19
FI Archiving: Contents...............................................................................................................................................8-1
FI Archiving: Unit Objectives................................................................................................................................8-2
FI Archiving: Business Scenario............................................................................................................................8-4
Archiving and Retrieval.........................................................................................................................................8-5
Archiving: FI Objects and Programs......................................................................................................................8-6
Archiving Logic.....................................................................................................................................................8-7
Customizing: Document Archiving........................................................................................................................8-8
Customizing: Document Life.................................................................................................................................8-9
Individual Customizing: Archiving......................................................................................................................8-10
Special Customizing: Archiving Objects.............................................................................................................8-11
FI Archiving: Summary........................................................................................................................................8-12
FI Archiving Exercises.........................................................................................................................................8-13
FI Archiving Solutions.........................................................................................................................................8-15
FI Data Transfer.........................................................................................................................................................9-1
Data Transfer: Topic Objectives............................................................................................................................9-2
Overview Diagram with Unit Highlighted.............................................................................................................9-3
Data Transfer: Business Scenario...........................................................................................................................9-4
Data Transfer to the R/3 System............................................................................................................................9-5
Direct Data Transfer...............................................................................................................................................9-6
Data Transfer Using Interfaces...............................................................................................................................9-7
Data Transfer Workbench......................................................................................................................................9-8
LSMW....................................................................................................................................................................9-9
Data Transfer with DX-WB.................................................................................................................................9-10
DX-WB Transfer Method....................................................................................................................................9-11
Business Object....................................................................................................................................................9-12
Transfer Methods.................................................................................................................................................9-13
Batch Input Method..............................................................................................................................................9-14
Overview: Batch Input Processing.......................................................................................................................9-15
Call Transaction Method......................................................................................................................................9-16
Direct Input Method.............................................................................................................................................9-17
BAPI Method.......................................................................................................................................................9-18
Data Transfer: Unit Summary..............................................................................................................................9-19
Data Transfer Exercises........................................................................................................................................9-20
Data Transfer Solutions........................................................................................................................................9-22
0
AC260 Additional Features in Financial Accounting
AC260
Additional Features
in Financial
Accounting
 SAP AG 1999
 SAP AG
 R/3 System
 Release 4.6B
 July 2000
 Material number 5003 8396
0.2
Copyright
Copyright 2000 SAP AG. All rights reserved.

Neither this training manual nor any part thereof may
be copied or reproduced in any form or by any means,
or translated into another language, without the prior
consent of SAP AG. The information contained in this
document is subject to change and supplement without prior
notice.
All rights reserved.
 SAP AG 1999
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0.3
Financial Accounting I
Level 2 AC200 3 days Level 3 AC205 2 days

General Ledger/ Financial Closing
Accounts Payable/
Accounts Receivable
Configuration AC260 1 day
AC010 5 days Additional Financial
Functionality
Financial Accounting and
Reporting
AC201 2 days
Periodic Processing in
@AC200a 2h Accounts Payable/
@AC010a 1h
Change Vendor Interest Accounts Receivable
Calculation of
or Customer
Master Data via @
open and/or
cleared items @ @ACxxxx xh
Internet
AC305 4 days
more
e-learnings @
HR051 1 day Asset Accounting
Human Resources
Essentials I
AC220 5 days
HR052 2 days Special Purpose Ledger
Human Resources AC270 3 days AC275 2 days
Essentials II Travel Management Travel Management
Travel Expenses Travel Planning
 SAP AG 1999
0.4
Course Prerequisites
 AC010 Financial Accounting and Reporting
 Professional experience in accounting
 SAP AG 1999
0.5
T arg et g rou p
 P articip an ts:
 P roject team m em bers respo nsible for Financial Accounting
 D u ratio n: 2 d ays
 S A P A G 1 999
Notes for participants:

 The training materials are not designed to be self-learning units. The materials are only complete
when enhanced by the explanations of the course instructor. There is space available on the pages to
write down additional information.
 You may not have time to complete all the exercises during the course. The exercises are additional
examples to enhance the material learned during the course. Using these examples, the participants can
improve their knowledge after completing the course.
1
Introduction: Contents
 Course goal
 Course objectives
 Contents
 Course overview diagram
 Business scenario
 SAP AG 1999
(C) SAP AG AC260 1

1.2
Course goal
This course will enable you to:

 Become aware of additional features within SAP's
Financial Accounting module
 SAP AG1999
(C) SAP AG AC260 2

1.3
Course Objectives
At the conclusion of this course, you will

be able to:
 Describe additional features in FI

 Configure additional functions in FI
 SAP AG 1999
(C) SAP AG AC260 3

1.4
Contents
Preface
Unit 1 Introduction Unit 6 A/P A/R Information

System
Unit 2 Special G/L
Transactions Unit 7 Document Parking
Unit 3 Correspondence Unit 8 FI Archiving
Unit 4 Interest Calculation Unit 9 Data Transfer
Unit 5 Parallel Currencies
Exercises
Solutions
 SAP AG 1999
(C) SAP AG AC260 4

1.5
Course Overview Diagram
Unit 1 Introduction
Unit 2 Special G/L Transactions
Unit 3 Correspondence
Unit 4 Interest Calculation

Unit 6 A/P A/R Information System
Unit 7 Document Parking
Unit 8 FI Archiving
Unit 9 FI Data Transfer
 SAP AG 1999
(C) SAP AG AC260 5

1.6
Business scenario
 In addition to the more common FI functions, the

users of the FI department need additional
functions. This includes, for example, A/RA/Pinfo
systems. There are also additional technical
functions that you might not use during the first
year your R/3 Systemis in operation or functions
that you might just need once, for example, data
transfer prior to your productive start.
 After the installation of your R/3 System, you as a
member of the project teamwill test these
additional FI functions.
 SAPAG1999
(C) SAP AG AC260 6

2
Special G/L Transactions: Contents
 What is a Special G/L Transaction?

 Special G/L Transactions: Overview
 Freely definable offsetting entries
 Noted items
 Statistical postings
 Configuration of Special G/L Transactions
 SAP AG 1999
(C) SAP AG AC260 1

2.2
Special G/L Transactions: Unit Objectives
At the conclusion of this unit, you will be able

to:
 Describe the special G/L transactions
 Describe the functions of the special G/L
transactions
 Perform special G/L transaction
configuration
 SAP AG 1999
(C) SAP AG AC260 2

2.3
Unit 1 Introduction

Unit 8 FI Archiving
 SAP AG 1999
(C) SAP AG AC260 3

2.4
Special G/L Trans - Alternate Reconciliation Acct
Customer Vendor
1000 Down 1000

Down payment
pymt 1000 1000
General ledger
Receivables Payables
140000 160000
1000 1000
Down pymts recvd Down pymts made

170000 159000
1000 1000
 SAP AG 1999
 Special G/L transactions are transactions in accounts receivable and accounts payable that are displayed
separately in the general ledger and the subsidiary ledger. This may be necessary for reporting or internal
reasons. For example, down payments must not be balanced with receivables and payables for goods and
services.
 Transactions involving subsidiary ledgers are tied to the general ledger through the reconciliation
account defined in the sub-ledger master record. Special general ledger indicators use the subsidiary
ledger master records but are connected to the general ledger via alternative reconciliation accounts. The
configuration of the special general ledger indicator determines if the posting will be an actual G/L
posting, a noted item in the general ledger, or a statistical entry.
(C) SAP AG AC260 4

2.5
Different Types of Business Transactions
 Down payment request With down

 Down payment payments
 Bill of exchange request

With bills
 Bill of exchange of exchange
 Check/bill exchange
 Ind. value adjustment

 Security deposit
Other
 Interest
 User-defined
 SAP AG 1999
 There are many uses for special G/L transactions. These transactions can be grouped into 3 basic
categories:
Down Payment Related: R/3 provides special pre-configured programs and screens which handle
the request, receipt and application of down payments. They can be used in the A/P or A/R
application components and are are contained on the standard R/3 menus. Down payment
processing has also been integrated into the R/3 dunning and payment processing programs.
Bill of Exchange Related: Bill of exchange processing is used to handle country-specific
requirements. R/3 contains special pre-configured programs and screens which use special G/L
transaction functions to meet these requirements. Bill of exchange options are contained on the
standard R/3 A/R and A/P menus and are integrated into other FI functions.
Other Transactions: Other miscellaneous types of business transactions use the special G/L
transaction functions. To access these types of transactions, there is an option under document
processing in A/P and A/R entitled "Other". It is also possible to direct individual financial
document line items to an alternate reconciliation account by using the special G/L indicator. This
will control the type of processing that will take place when the business transaction is entered.
(C) SAP AG AC260 5

2.6
Special G/L Transaction Types
There are three types of special G/L transactions, and their

relationship to the general ledger is the key distinction
Free
Free
offsetting
offsetting entry
entry
Automatic,
Automatic,
statistical
statistical Noted
Noted items
items
offsetting
offsetting entry
entry
 SAP AG 1999
 There are 3 ways that special G/L entries can be recorded in the system. This is controlled by the G/L
indicator of the line item being entered.
 Real Postings are part of the balance sheet. They are postings with a freely-definable offsetting entry.
Example: The posting of a down payment received.
 Automatic offsetting entries are transactions that are always posted to the same offsetting account.
They are typically part of the balance sheet appendix. Example: Posting a guarantee.
 Noted items are postings that are not intended to be displayed in the general ledger but are only to
remind you of outstanding payments due or to be made. Example: A down payment request.
(C) SAP AG AC260 6

2.7
Sp. G/L Types: Stat.Offsetting Entry (Automatic)
 Two line items with postings to a predefined offsetting

account
Guarantees
G/L acct. receivables paid
Reconc. account
10000 10000
888
CUST-ABC
Invoice 1 555
Invoice 2 333 Predf.offsttng
Predf.offsttngacct
acct
Guarantees
10000 10000
paid
Clearing account
10000 10000
Example: Security deposits
Guaranty of 10000 paid
Guaranty of 10000 offset
 SAP AG 1999
 With automatic statistical postings, you always post to the same offsetting account. To simplify the
posting procedure, you can define the number of the account required for the offsetting entry in the
system. The system then posts the offsetting entry automatically. When you clear open items in an open
item account, the system automatically clears the relevant open items in the offsetting account.
 These transactions are called statistical postings since they are generally not displayed on the balance
sheet or only in the appendix. For example, guarantees made are displayed in the appendix, while
guarantees received are not displayed. Nevertheless, for internal purposes it is a good idea to have an
overview of the guarantees that have been received.
 Example of Statistical Entry -Guarantee: You agree with a customer to stand as guarantor for an
amount of 100 000, therefore accepting the possibility that you may be liable for this amount. This
liability is shown in the customer account and the special G/L account Guarantees Made. The automatic
offsetting posting is made to the clearing account for guarantees made. When the liability no longer
exists, the guarantee would then be reversed.
(C) SAP AG AC260 7

2.8
Special G/L Types: Noted Items
 A line item is created without updating the account

balances in the general ledger
Spec. G/L receivables

reconciliation account
888 Down payment

CUST-ABC requests
10000
Invoice 1 555
Invoice 2 333
10000
Example:
Down payment request of 10000
 SAP AG 1999
 Noted items are informative special G/L transactions that are not intended to be displayed or included in
the general ledger but are only to remind users of outstanding payments due or to be made.
 There is only one line item produced when a noted item is entered. There is no offsetting entry made.
 The payment program and the dunning program can access noted items for additional processing.
 Noted items are managed as a line item in the open item account and the special G/L account. Therefore
you should always activate the line item display for these accounts.
 Examples of Noted Items: Down payment request, bill of exchange request
(C) SAP AG AC260 8

2.9
Special G/L Types: Freely Definable Offsetting
Entries
 Freely definable offsets are two line entries where the

offsetting line item account is entered at the time of the
entry.
G/L acct. receivables Down payments
reconciliation account received
10000
888
CUST-ABC
Invoice 1 555 Freely definable

Invoice 2 333 offsetting entries
10000 Bank
10000
Example: Down payment received

10000 Down payment received
 SAP AG 1999
 Special G/L transactions configured as freely definable offsets create a real entry in the general ledger.
The alternative reconciliation account is automatically debited or credited depending on the entry. The
user is required to enter the G/L account for the offsetting entry.
 Example of Freely Definable Offsetting Entry - Down Payment Receipt: Upon receipt of a down
payment request, a customer sends 100,000. The R/3 System registers the receipt of the payment in the
accounts receivable ledger as well as in the G/L reconciliation account (down payments received). The
account that will be debited for the cash received can be defined when the transaction is entered in the
R/3 System.
(C) SAP AG AC260 9

2.10
Down Payment Processing: Example
Customer Reconciliation account

(3) 12000 10000 (4) (3) 12000 10000 (4)
2000 (5) 2000 (5)
Down payment request

(1) [09F 10000] (1) [10000]
Down payment (+B)
(4) 09A 10000 19A 10000 (2) (4) 10000 10000 (2)
Output tax
Revenue
(4) 1304.35 1304.35 (2)
10434,78 (3)
1565.22 (3)
Bank
Output tax clearing
(2) 10000
(2) 1304.35 1304.35 (4)
(5) 2000
 SAP AG 1999
(1) Down payment request: A down payment request is a noted item. It does not change
any account balances. You can can dun and pay automatically on the basis of down payment
requests.
(2) Down payments received: A down payment received represents a liability on your
books. It thus may not change the balance of the "Receivables" reconciliation account. You
manage down payments received in the alternative G/L account "Down Payments
Received" in the payables area of the balance sheet.
(3) Customer invoice: When goods are delivered or services performed, the customer
receives an invoice.
(4) Apply Down Payment to Invoice: At this point the down payment is no longer a
down payment. Make the offsetting posting for it. Then it can be posted as a payment to
account.
(5) Clear the down payment from your accounts.
Note: The procedure for down payments paid is exactly the same as that for down payments
received. The down payment is actually made with the payment program.
(C) SAP AG AC260 10

2.11
Bad Debt Adjustment: Example
Customer Reconciliation account

(1) 11500 11500 (4) (1) 11500 11500 (4)
Individual adjustment
for receivables
(3) 09E 10000 19E 10000 (2) (3) 10000 10000 (2)
Without tax!
Bad debt expense

(2) 10000 10000 (3)
Expense for uncollectable accts

(4) 10000
Revenue Output tax

10000 (1) (4) 1500 1500 (1)
 SAP AG 1999
 Doubtful receivables are recorded as individual value adjustments when preparing the balance sheet in
year end closing procedures. The special general ledger method is suitable for this procedure since the
transaction is entered in the customer account but is also posted to a special G/L account, "Individual
Value Adjustments for Receivables".
 (1)Receivable is recorded in the customer's account.

 (2)Individual Value Adjustment ( post without tax) is recorded. The expense is now in place for
P&L reporting and will be entitled "Individual Value Adjustment Expense".
 (3)After the balance sheet key date, you clear the individual value adjustment in effect reversing
the adjustment.
 (4)A valuation adjustment is made if the receivable is determined to be un-collectable. This time
the account "Expense from non-recoverable receivables" is created. This entry does not use a
special G/L account since the regular A/R reconciliation account must be adjusted.
(C) SAP AG AC260 11

2.12
Bill of Exchange Example (Without Charges)
Reconciliation account
(1) 10000 10000 (2)
Customer
(1) 10000 10000 (2) Bill of exchange rec.
(2) 10000 10000 (5)
(2) 09W 10000 10000 (5) Revenue

8695.65 (1)
Output tax
1304.35 (1)
Bank
Bank bill collection (4) 10000
(3) 10000 10000 (4) Bill collection clearing

(5) 10000 10000 (3)
 SAP AG 1999
 Bills of exchange are a form of short-term financing. By paying an invoice by bill of exchange, your
customer receives a longer payment period (three months, for example). If you wish, you can pass this
bill on to third parties for refinancing . It can be discounted at a bank in advance of its due date in which
case the bank would charge you interest. See the online help for more information.
 Bills of exchange are treated as special G/L transactions in the FI system. These transactions are
therefore automatically recorded separately from other transactions in the sub-ledger and are posted to a
special G/L account in the general ledger. As a result, you can display an overview of bills of exchange
activity at any time. You can post bills of exchange receivable, bills of exchange payable, and outgoing
& incoming checks/bills of exchange.
 An example of a bill of exchange receivable without charges is illustrated above:
(1) The receivable is recorded in the customer's account.
(2) Customer initiates payment using bill of exchange. The balance is now tracked with
bills receivable rather than in normal A/R balance.
(3) The bank collects the funds from the customer's account on the date specified.
(4) The collected amount is deposited into your companies bank account.
(5) The amount is applied to the customer's account and the appropriate accounts are
cleared.
(C) SAP AG AC260 12

2.13
Configuration of Special G/L Transactions
 Special G/L transactions are already maintained in the standard system

/L
No
i a lG t
t ed
ec oun
Ite
m Sp acc
(?)
Pre-
configured
special G/L
indicators Do
w
of n P
ys Ex ym
ke ch
. o t, B
g Examples:
in r O ill
o st th
P A Down payment
G Guarantees
B Bill of exchange rec.
E Reserve for bad debt
 SAP AG 1999
 Special G/L transactions are contained in the standard system. However you might what to customize
further if you require changes to the standard transactions such as:
Different account numbers for the reconciliation accounts or the special G/L accounts
Other posting keys or special G/L indicators for the individual transactions
Other specifications for the automatic postings. These include the accounts to be posted, the posting
keys and the rules for account assignment with automatic postings.
 Special G/L transactions use the special G/L indicator which specifies the type of transaction, in
conjunction with the type of account (customer or vendor) to define a particular configuration.
 Example: Customer down payments and vendor down payments are configured separately.
 You can get to a list of special G/L transactions through the use of transaction code FBKP. Then choose
special G/L from the toolbar.
(C) SAP AG AC260 13

2.14
Special G/L Transactions:
Definition of Properties and Accounts
Account type Spec.G/L ID Name

__ __ _______________
Chart of acct.AAAA
Properties ----------- Type of special G/L Reconc. Special G/L

transaction account account
Noted item Down payment _______ _______

Rel. for credit limit check Bill of exchange _______ _______
Commitment warning Other
Target special G/L indicator
Posting key ------------------------------------------
Debit Credit
09 19
 SAP AG 1999
 The property screen defines the characteristics for each special G/L indicator/account type
Noted Items: You can specify that a special G/L transaction will not update account balances.
Relevance for credit limit check: Special G/L transactions can be included in customer credit
limit checks. Noted items are generally not considered. All other transactions can be marked
according to user specifications.
Commitment warning: You can specify that when you post to a vendor or customer account, a
message is issued warning the user that a special G/L transaction exists.
Example: When you post a vendor invoice, it is helpful to know that a down payment exists for that
vendor.
Target special G/L indicator: For noted items, you can set the special G/L indicators that are
permitted during document entry. The target special G/L indicator is used in the standard system for
down payment requests.
Special G/L Transaction Type: This defines whether the transaction is a down payment, bill of
exchange, or another type.
Posting keys: These are the only posting keys that will be allowed in combination with this special
G/L indicator.
(C) SAP AG AC260 14

2.15
Automatic Statistical Offsetting-Posting
FI configuration: Automatic postings
Name Transaction
Automatic statistical offsetting posting SGA
Chart of accounts AAAA
Acct.type/Spec G/L ID Account

DG 196110
DS 196210
KG 196410
KS 196210
 SAP AG 1999
 Statistical postings are postings that always post to the same offsetting account. It is based on a
combination of the account type (customer/vendor) and the special G/L indicator being used.
 It is therefore necessary to define that offsetting account to be used.
(C) SAP AG AC260 15

2.16
Special G/L Transactions - Posting Key
Customer
09 Debit
19 Credit
Posting key 09 Sp.G/L Debit/Credit

...
Other attribute ----------------------
sales-related ? ??
Special G/L ?
Reversal posting key 19
Payment transaction? ??
Field selection
Vendor
29 Debit
39 Credit
 SAP AG 1999
 The posting keys 09, 19, 29 and 39 are assigned to special G/L transactions in the standard system.
 The figure shows the configuration of posting key 09. Note that the selection button displays that this
posting is used with special G/L transactions.
(C) SAP AG AC260 16

2.17
Special General Ledger: Account Control
Master data in company code

Account control ----------------------------------------
...
Tax category ____
Recon.account for acct type (D/K)
...
Line item display ???
Sort key 31 Customer number
Document creation control -------------------
Field status group G031 down payments rcvd

...
 SAP AG 1999
 The special G/L accounts are defined as reconciliation accounts for account types D or K.
 In contrast to 'standard reconciliation accounts' (A/P A/R), special G/L accounts generally have line
item display capability.
 You can change the screen layout for entering postings via the field status group.
(C) SAP AG AC260 17

2.18
Special G/L Transactions: Summary
In this unit, you have learned how to:
 Explain what special G/L transactions are

 Distinguish between various types of special
G/L transactions
 Describe functions for special G/L
transactions
 Configure special G/L transactions
 SAP AG 1999
(C) SAP AG AC260 18

2.19Data Used in the Exercises
Data Data in training system Data in IDES System
(C) SAP AG AC260 19

2.20Special General Ledger Transactions Exercises
Unit: Special G/L Transactions
At the conclusion of these exercises, you will be able to:

 Process special G/L transactions, on the basis of down
payments
 Demonstrate the configuration of a special G/L transaction
using down payments as an example
You must prepare a simple demonstration to explain the

processing and configuration of a Special G/L Transaction.
1-1 For this course, create a customer with the name T-C1##. ## is the group number as
given to you by the course instructor. The customer should be created in company code
1000 using Cust-99 in company code 1000 as a reference.
1.1.1 Record the customer number and reconciliation account for your newly created
customer.
_____________________________________________________
1-2 You negotiated a contract with your customer for 10000, and the contract specifies a
10% down payment due immediately.
1-2-1 Post a down payment request for 1000 using today’s date in company code
1000. The target G/L indicator should be A. The payment is due today. The tax
code is A0.
(C) SAP AG AC260 20

1-2-2 What is the purpose of the Trg. SP. G/L ind field on this screen? (Use F1 to
obtain additional information)
____________________________________________________
____________________________________________________
1-2-3 Record the document number of the down payment request.

______________________
1-2-4 Review the configuration of a down payment request and a down payment by
executing transaction code FBKP and then selecting Special G/L from the
toolbar. The down payment request for customers uses account type D and
special G/L indicator F. The down payment uses account type D and special
G/L indicator A.
1-2-5 What is different about the configuration of these two transactions?

__________________________________________________
__________________________________________________
1-2-6 From the configuration screens determine the general ledger account number
that will be used when a down payment is received for a customer that uses
reconciliation account 140000.
__________________________________
1-2-7 Display the open line items for your customer making sure to include Special
G/L transactions.
AccountingFinancial Accounting Accounts Receivable Account 
Display/change line items…enter data, choose open items, cleared items and
items with special G/L transactions
1-2-8 What is the special G/L indicator for the down payment request?
______________
1-2-9 How many line items make up this transaction?
_______________________________
(C) SAP AG AC260 21

1-2-10 What is the reconciliation account for this line item?
____________________
1-2-11 Today, you receive a down payment of 1000 from your customer T-C1## and
post it to bank account 113100 with special G/L indicator A. From the menu,
choose down payments, once you have entered the data that assigns the down
payment to the correct down payment request.
Record the document number of the down payment received.
____________________________
G/L transactions and cleared items.
___________________________________________________
1-2-13 What is the status of the down payment request?
________________________
1-2-14 Display the document overview for the down payment received. Which General
Ledger account has been posted to?
_______________
Optional exercises:
1-3 Review the settings for individual value adjustments (Reserve for bad debt, Acct type
D, special G/L indicator E) and guarantees (acct type D, special G/L indicator G)
____________________________________________________
(C) SAP AG AC260 22

2.21Special G/L Transactions Solutions
Unit: Special G/L Transactions
1-1 For this course, create a customer with the name T-C1##. ## is the group number as
given to you by the course instructor. The customer should be created in company code
1000 using Cust-99 in company code 1000 as a reference.
Accounting Financial AccountingAccounts ReceivableMaster
RecordsCreate…….enter data…….Save
1-1-1 Record the customer number and reconciliation account for your newly created
customer.
T-C1##, reconciliation account 140000
1-2 You negotiated a contract with your customer for 10000, and the contract specifies a
10% down payment due immediately.
1-2-1 Post a down payment request for 1000 using today’s date in company code
1000. The target G/L indicator should be A. The payment is due today. The tax
code is A0.
AccountingFinancial AccountingAccounts ReceivableDocument
EntryDown PaymentRequest
1-2-2 What is the purpose of the Trg. SP. G/L ind field on this screen? (Use F1 for
help)
You determine the special G/L indicator for a down payment request in this
field with which the corresponding down payment is to be posted later.
1-2-3 Record the document number of the down payment request.

(document number)
1-2-4 Review the configuration of a down payment request and a down payment by
executing the transaction code FBKP and then selecting Special G/L from the
toolbar. The down payment request for customers uses account type D and
special G/L indicator F. The down payment uses account type D and special
G/L indicator A.
(C) SAP AG AC260 23
FBKP  Special G/L  Choose Down payment request (F) for account type
DChart of accounts: INTChoose Properties
FBKP  Special G/L  Choose Down payment (A) for account type
DChart of accounts: INTChoose Properties
1-2-5 What is different about the configuration of these two transactions?

The down payment request is a noted item, while the down payment creates
an actual entry.
The down payment request has only one posting key defined for it, while the
down payment has a debit and credit posting key defined for it.
1-2-6 From the configuration screens determine the general ledger account number
that will be used when a down payment is received for a customer that uses
reconciliation account 140000.
170000
G/L transactions.
1-2-8 What is the special G/L indicator for the down payment request?
F
1-2-9 How many line items make up this transaction? One line item
As above and then as follows: Double click line itemsChoose the Overview
symbol.
1-2-10 What is the reconciliation account for this line item? 196000
1-2-11 Today, you receive a down payment of 1000 from your customer T-C1## and
post it to bank account 113100 with special G/L indicator A. From the menu,
choose down payments, once you have entered the data that assigns the down
payment to the correct down payment request.
(C) SAP AG AC260 24

AccountingFinancial AccountingAccounts ReceivableDocument
EntryDown Payment Down Payment……enter data. Choose Requests
from the toolbar. Choose Down payment request, then choose Create down
payment from the toolbar. Save your data.
Record the document number of the down payment received. (document
number)
G/L transactions and cleared items.
1-2-13 What is the status of the down payment request? Cleared Status
1-2-14 Display the document overview for the down payment received. Which General
Ledger account has been posted to? 170000
Optional exercises:
1-3 Review the settings for individual value adjustments (Reserve for bad debt, Acct type
D, special G/L indicator E) and guarantees (acct type D, special G/L indicator G)
Return to the configuration menu for Special G/L transactions.
Transaction FBKPSpecial G/L …..enter data listed above
(C) SAP AG AC260 25

3
Correspondence
Contents:
 Settings for correspondence types
 Requesting correspondence
 Accessing correspondence
 SAP AG 1999
(C) SAP AG AC260 1

3.2
Correspondence: Topic Objectives
At the conclusion of this unit, you will be able to:
 Localize the setting options for the standard

correspondence in the IMG
 Set up your own correspondence type
 Request correspondence
 Evaluate correspondence
 SAP AG 1999
(C) SAP AG AC260 2

3.3
Unit 1 Introduction

Unit 8 FI Archiving
 SAP AG 1999
(C) SAP AG AC260 3

3.4
Correspondence: Business Scenario
 In your company, various types of correspondence

are used during daily operations. You want the
correspondence to be as automated as possible.
However, it should be possible to maintain
individual correspondence with your customers.
 SAP AG 1999
(C) SAP AG AC260 4

3.5
CorrespondenceOverview
SAPAG1999
 You can configure correspondence in connection with the dunning and payment programs in the
corresponding IMG areas.
 There are two types of interest calculation: account balance interest calculation with a fixed output list
and line item interest calculation with a form that you can adapt.
 The balance confirmation is also separate from the standard correspondence.
(C) SAP AG AC260 5

3.6
Correspondence Function Overview
Correspondence Type Individual Automatic

requirement
Request Payment information with line items X X

Payment information without line X X
items
Account statement X X
Open item list X X
Bill of exchange charges settlement X X
Internal document (such as: only documents from X X
recurring documents)
Individual correspondence X X
Document statement (credit memo) X X
Receipt (cash journal) X X
and so on...
Maintain requests (such as: maintain text, repeat print, individual deletion)
Print As standard, print mass data periodically
Delete requests (automatically after x days since print)
 SAP AG 1999
 All correspondence types can be requested individually or automatically, such as when posting a
document or a collective request for periodic account statements.
 The results of correspondence are normally displayed in a form with customer or vendor address,
document header and line item information.
 The internal document is different than other correspondence types in that the correspondence is for
internal use. Different than other correspondence types (except cash journal receipts), it does not contain
the customer/vendor address, document header, and document line item information.
(C) SAP AG AC260 6

3.7
Correspondence Process
Defining requests
Docs
Automatic Line
per period items Accts
RFKORK00 SAPF140P
Periodic acct. Maintain, Delete Forms
statements
SAPF140D
RFKORB00
Internal
documents
SAPF140
Trigger Variants of printer report

BKORM
program for: Payment information with line items
For business
transactions Payment information without line
items
Account statement
Cash journal
Open item list
Bill of exchange charges settlement

Bill of Account
exchange processing Internal
document
Individual correspondence
Incoming
payments Access options Document statement (credit memo)
Receipt (cash journal)
 SAP AG 1999 and so on...
(C) SAP AG AC260 7

3.8
Correspondence
from Correspondence Types to Forms
Company Correspondence Print Variant F Form

code type report ID name
SAP01 Pymnt info w/ LI RFKORD00 SAP01 ___ F140_PAY_CONF_01
SAP02 Pymnt info w/o LI RFKORD00 SAP02 ___ F140_PAY_CONF_01
SAP06 Account stmnt RFKORD10 SAP06 ___ F140_ACC_STAT_01
SAP08 Open item list RFKORD10 SAP08 ___ F140_ACC_STAT_01
SAP07 Bill of exch. settmnt. RFKORD20 SAP07 ___ F140_BILL_CHA_01
SAP10 Indiv. Correspndnce RFKORD40 SAP10 ___ F140_IND_TXT_01
Etc.. Etc...
Examples for enhancements

ZAP01 Pyment info Z140_PAY_CONF_01
with items and indiv.
RFKORD00 ZAP01 IT
text
RFKORD00 B1000 ___ F140_PAY_CONF_01
1000 SAP01 Pymnt info with items
and individual print assignment
 SAP AG 1999
 When creating your own correspondence type and form, note the naming conventions.
 Correspondence types: SAP01 to SAP05 and SAP07 cannot be changed. If you create copies of them,
these correspondence types can only be used for individual and not for automatic requests.
(C) SAP AG AC260 8

3.9
Correspondence Type: Individual Text
1st Step: Prepare correspondence type (example SAP10)

Correspondence Indiv. text Print report Standard Form
type default text name
SAP10 X RFKORD40 F140_IND_TEXT F140_IND_TEXT_01
2nd Step: Maintain standard default text F140_IND_TEXT
Text name F140_IND_TEXT

Text ID FIKO
Language D
Editor: &SGDH&
>>>> Individual text <<<<<<
&MFG&
3rd Step: Maintain standard forms F140_IND_TEXT_01
Text element: 510 INCLUDE &RF140-TDNAME& OBJECT BKORM

ID FIKO
LANGUAGE &RF140-TDSPRAS&
 SAP AG 1999
 Creating and maintaining individual texts:

In this activity, a default text is provided for editing. If the text is saved, a new text is generated (only
when creating) with the technical key: F140, User, Data, Time saved.
 Text element 510 in standard form F140_IND_TEXT_01:
Variable RF140-TDNAME insert the text belonging to this correspondence type (F140User,Date,
Time) during printing in the related area of the main window of the standard form
F140_IND_TEXT_01.
 Variable RF140-TDSPRAS identifies the language key of the text generated.
(C) SAP AG AC260 9

3.10
Correspondence: Unit Summary
You are now able to:

 Localize the Customizing of general
correspondence
 Make settings for you own correspondence type
 Request correspondence
 Evaluate correspondence
 SAP AG 1999
(C) SAP AG AC260 10

3.11Correspondence Exercises
Unit: Correspondence

 Localize Customizing for the standard correspondence
 Set up your own correspondence type
 Request correspondence for the application component
 Evaluate correspondence
In your company, various types of correspondence are used during daily

operations. You want the correspondence to be as automated as possible.
However, it should be possible to maintain individual correspondence
with your customers.
1-1 In company code 1000, create your own correspondence type ZAP## (## is your group
number). When creating correspondence, the entry of an account number should be
required. It should be a correspondence type for individual text entry.
Menu path in Customizing:
> Financial Accounting > Financial Accounting Global Settings > Correspondence
> Define Correspondence Types
1-2 Comprehension:
In order to print your individual text, you need the right print report. Where in the R/3
System would you find this information and what is the name of the print report?
Menu path for information in Customizing:
________________________________________________________________
_________________________________________________________________
Print report:_______________________
(C) SAP AG AC260 11

1-3 Enter the existing print report variant SAP10 and the standard default text
F140_IND_TEXT in Customizing for company code 1000 for your correspondence
type in the Print Report Assignment.
Menu path:
Financial Accounting > Financial Accounting Global Settings >Correspondence >
Assign Programs for Correspondence Type
1-4 In the IMG under Call Options, make certain you can enter your individual text as
correspondence during document creation and display.
Menu path:
> Determine Call-Up Functions
1-5 Post a credit memo in company code 1000 for customer T-C1## with tax code AN and
revenue account 800200 for 100 UNI.
Menu path:
Accounting > Financial Accounting > Accounts Receivable > Document entry >
Credit memo
Via > Environment > Correspondence, you can enter your request.
1-6 Request your individual correspondence when displaying the posted document.
Menu path:
Accounting > Financial Accounting > Accounts Receivable > Document > Display
In the document overview, the menu path:
Environment > Correspondence
Enter your own text between the variables &SGDH& and &MFG&.
Save your correspondence and exit the document display.
1-7 Evaluate you request by selecting with your user and placing your correspondence in the
spool file. Confirm the dialog box with yes and enter output device LP01.
Menu path:
Accounting >Financial Accounting >Accounts Receivable >Periodic processing
>Print correspondence > As per requests
1-8 Check your "ready to print" correspondence in the spool file.

Menu path:
System > Services > Output controller
(C) SAP AG AC260 12
(C) SAP AG AC260 13
3.12Correspondence Solutions
Unit: Correspondence
1-1 In company code 1000, create your own correspondence type ZAP## (## is your group
number). When creating correspondence, the entry of an account number should be
required. It should be a correspondence type for individual text entry.
Menu path in Customizing:
> Define Correspondence Types
New entries button:
Field name Value

Correspondence ZAP##
Correspondence type Definable text for group ##
Account req. switch Set
Indiv. text indicator Set
Save
1-3 Comprehension:
In order to print your individual text, you need the right print report. Where in the R/3
System would you find this information and what is the name of the print report?
Menu path for information in Customizing:
Double click on correspondence type SAP10
The print program:_______________________

RFKORD40_______________________
(C) SAP AG AC260 14

1-4 Enter the existing print report variant SAP10 and the standard default text
F140_IND_TEXT in Customizing for company code 1000 for your correspondence
type in the Print Report Assignment.
Menu path:
Button: New entries

Field name Value
Company code 1000
Correspondence ZAP##
Name of print program RFKORD40
Name of variant SAP10
Text F140_IND_TEXT
1-5 In the IMG under Call Options, make certain you can enter your individual text as
correspondence during document creation and display.
Menu path:
> Determine Call-Up Functions
Button: New entries
Field name Value

Company code 1000
Correspondence type ZAP##
Document display indicator Set
Document entry indicator Set
Save
1-6 Post a credit memo in company code 1000 for customer T-C1## with tax code AN and
revenue account 800200 for 100 UNI.
Menu path:
Accounting > Financial Accounting > Accounts Receivable > Document entry >
Credit memo
(C) SAP AG AC260 15

Field name Value
Company code 1000
Customer T-C1##
Document date Today's date
Amount 100
Currency UNI
Indicator: Calculate tax Set
G/L account 800200
Amount 100
Via > Environment > Correspondence, you can enter your request.
Save
1-7 Request your individual correspondence when displaying the posted document.
Menu path:
Accounting > Financial Accounting > Accounts Receivable > Document > Display
Field name Value

Doc Number Your document number
Company code 1000
Fiscal Year Current year
Enter
In the document overview, the menu path:
Environment > Correspondence
Field name Value

Company code 1000
Customer T-C1##
Continue
Enter your own text between the variables &SGDH& and &MFG&.
Save your correspondence and exit the document display.
Save
Green arrow (Back)
(C) SAP AG AC260 16

1-8 Evaluate you request by selecting with your user and placing your correspondence in
the spool file. Confirm the dialog box with yes and enter output device LP01.
Menu path:
Accounting >Financial Accounting >Accounts Receivable >Periodic processing
>Print correspondence > As per requests
Field name Value

Company code 1000
User Your user ID
1-9 Check your "ready to print" correspondence in the spool file.

Menu path:
System > Services > Output controller
Position the cursor on your correspondence and choose Display (glasses).
(C) SAP AG AC260 17

4
Interest Calculation: Contents
 Kinds of interest calculation

 Data required for interest calculation
 Configuration
 Interest indicator
 Terms
 Interest rates
 Account determination
 Running interest calculation
 SAP AG 1999
(C) SAP AG AC260 1

4.2
Interest Calculation: Unit Objectives
At the conclusion of this unit, you will be

able to:
 Identify data required for interest
calculation
 Configure R/3 to perform interest
calculation
 Explain the differences between balance
and interest on arrears calculation
 Run the interest calculation program
 SAP AG 1999
(C) SAP AG AC260 2

4.3
Unit 1 Introduction
Unit 4 Interest calculation
Unit 8 FI Archiving
 SAP AG 1999
(C) SAP AG AC260 3

4.4
Interest Calculation: Business Scenario
 The financial accountant responsible for

reconciliation of bank accounts requested
a means to verify interest charged by
banks.
 SAPAG1999
(C) SAP AG AC260 4

4.5
Kinds of Interest Calculation
Interest
InterestCalculation
Calculationin
inR/3
R/3
Balance
Balanceinterest
interest Interest
calculation
Interest calc. type Intereston
onArrears
Arrears
calculation
Accts
Acctsreceivable
receivable
G/L,
G/L,A/R,
A/R,A/P
A/P Normal Account
Accounts
Accountspayable
payable
Account
Accountbalances
balances Basis for calculation Item
Iteminterest
interestcalc.
calc.
 SAP AG 1999
 R/3 provides two kinds of interest calculation:

Balance interest calculation is applied to the entire balance of a G/L or customer account,
applying a particular interest rate for a specified period of time.
Interest on arrears is applied to individual items in accounts receivable or accounts payable. A
certain interest rate is applied to the items that are still open or unpaid at a specified date.
(C) SAP AG AC260 5

4.6
Interest Calculation Configuration
 Interest calculation indicator

 General terms
 Time-based terms
 Interest rates
 Account determination
 SAP AG 1999
 Configuring the interest programs involves working with five major areas:
Interest calculation types set basic parameters used in calculation. To calculate interest for an
account (G/L, customer, vendor), the master data for that account must include the interest
calculation indicator that applies.
General terms specify further parameters about how each interest calculation indicator works.
Time-based terms set validity dates and relationships to interest rates.
Interest rates establish reference interest rates (like LIBOR or Prime) that interest calculations can
be tied to.
Account determination establishes which accounts the results of an interest calculation will be
posted to (as needed).
(C) SAP AG AC260 6

4.7
Interest Calculation Indicator
Interest ID Description Interest calc. type Description

Description
01 Standard item int. calc. P Item
Item interest
interest calc.
calc.
02 Standard balance int. calc. S Balance

Balance interest
interest calc.
calc.
03 Balance int. calc. term 3 S Balance
Balance interest
interest calc.
calc.
04 Item interest calc. term 2 P Item

Item interest
interest calc.
calc.
05
05 Balance
Balance int.
int. calc.
calc. term
term 33 S
S Balance
Balance interest
interest calc.
calc.
 SAP AG 1999
 Interest calculation indicators establish basic parameters for R/3 to use when calculating interest. Note
that each interest ID must be assigned an interest calculation type, indicating whether it is used for
balance interest calculation or item interest calculation.
 Every account for which R/3 will calculate interest must have an interest indicator in its master record.
 R/3 requires a separate interest calculation indicator for each combination of interest variables, such as
calculation frequency, calendar type, currency, interest rate, etc.
(C) SAP AG AC260 7

4.8
General Terms
Sets major parameters for interest calculation
Interest 02 Specifies a particular set of

Interestcalc.
calc.indicator
indicator 02
interest terms
Interest 33 Determines how often interest

Interestcalc.
calc.frequency
frequency
is calculated
Settlement 11 Sets the day of the month that

Settlementday
day
interest is calculated on
Calendar
Calendartype
type GG Specifies interest calculation
base: 30/360, 30/365, actual/360,
actual/365
Other
Othersettings
settings
 SAP AG 1999
 General terms set financial parameters for each interest calculation indicator.
 For instance, each indicator uses a specific calendar type that governs the interest basis and period used
for interest calculation.
 Other general terms control maximum / minimum limits on interest postings, blocks on outgoing
payments, setting payment terms, and forms control.
(C) SAP AG AC260 8

4.9
Time-Dependent Interest Terms
Interest calculation ind. 01

01
Currency key UNI
UNI
Valid from 01.01.1998
01.01.1998
Sequence number 11
Term
Debit
Debit interest:
interest: Arrears
Arrears interest
interest calculation
calculation
Interest rates
Reference interest
Premium 3,000000
3,000000
Amount from
 SAP AG 1999
 Time-dependent interest terms differ from general terms in having validity dates.
 They set, for instance, the reference interest rate that a calculation is tied to, and the premium (or spread)
above that reference rate that applies. If the 3-month LIBOR rate (London Interbank offered rate) is
entered as the reference interest rate and a premium of 3.00% is entered, then with a LIBOR rate of
3.75%, the interest calculation rate will be 6.75%. When no reference interest rate is entered (as above),
the premium rate alone (3%) is used in the calculation.
 The "amount from" field specifies that the rate(s) apply only to balances above a certain dollar amount.
In conjunction with the sequence numbers, an R/3 user can use this feature to build "tiered' interest rates,
where interest on balances up to a given amount calculate at one rate, and balances above that amount
calculate at a different one.
(C) SAP AG AC260 9

4.10
Reference Interest Rates
Ref. Interest rate LIB_6_UNI

LIB_6_UNI
Additional details
Long text Six
Six month
month LIBOR
LIBOR rate
rate in
in UNI
UNI currency
currency
Short text LIBOR
LIBOR 6MO
6MO UNI
UNI
Valid from 01.01.1998
01.01.1998
Currency UNI
UNI
Financial center
 SAP AG 1999
 R/3 allows the user to set up reference interest rates. In addition to an interest rate ID, the user can
supply long and short text descriptions, an effective date, a currency and a financial center.
(C) SAP AG AC260 10

4.11
Reference Interest Rates Values
Reference Short text Valid from Interest rate

DISDM Discount 01.10.1998 8,5000000
DISDM Discount 01.06.1998 9,0000000
DISDM Discount 01.01.1998 10,0000000
LIB_6_UNI Libor 6 Month 01.10.1998 3,6762500
LIB_3_UNI Libor 3 Month 01.10.1998 3,5825000
 SAP AG 1999
 For each reference interest rate, a value and a validity date are entered periodically. Each rate value
remains in effect until a new validity date is entered for the same reference interest rate.
 In the illustration above, the DISDM interest rate is:
 10.0 % from 01/01/98 to 05/31/98
 9.0 % from 06/01/98 to 09/30/98
 8.5% for dates on or after 10/01/1998
(C) SAP AG AC260 11

4.12
Account Determination
Examples:
Business Transaction (predefined in R/3) 1030 - Int. Calc. Period Debit Interest
+ Optional modifiers
Company code 1000 - IDES AG
Interest indicator 01 - Standard item interest calculation
Business area 4000 - Chemicals
Posting Key and Account Symbols Posting key 40, account symbol 1000
Posting key 50, account symbol 0001
Account Symbols
+ Optional modifiers
INT - International Chart of Accounts
Chart of accounts
UNI - Chart of accounts - International
Currency
G/L account interest applied to, plus
Actual Account Assignment
account 273100 (Interest Income)
 SAP AG 1999
 Account determination in R/3 starts with predefined business transactions which are accessed when the
user runs the interest calculation programs.
Transaction 1030 in the example above if the user wants to calculate the interest for a certain period
and wants to debit the account for which interest is calculated.
 When the business transaction is combined with optional modifiers like the company code and interest
indicator, R/3 determines posting keys and account symbols.
 Account symbols, when combined with modifiers like the chart of accounts and currency, point to G/L
(or vendor or customer) accounts where the interest transactions are posted. The use of account symbols
allows companies with different charts of accounts and currencies to use the same business transactions.
Example: Business transactions

per account only one business transaction is relevant 1000 Interest received posting 2000 Interest paid
posting
"Splitting" is activated in the report selection screen. Two business transactions can be displayed.
1010 Minus debit interest past value date Separate Minus postings for a period for 2010 minus
credit interest for past value date Period for interest calculation already past
1020 Minus debit interest past value date Separate Minus postings for a period for 2020 (Plus)
credit interest value date in the past which interest have already been calculated 1030 Interest
calculation period debit interest 2030 Interest calculation period credit interest
(C) SAP AG AC260 12

4.13
Running Interest Calculation
You
Youcan
canmake
makedata
dataselections
selectionswith
withaavariety
varietyof
ofvariables,
variables,including:
including:
including:
G/L account Chart of accounts
Company code Business area
Currency Period for calculation
Interest calculation indicator
The
Theprogram
programalso
alsoprovides
providesother
othercontrols
controlsgoverning
governingcash
cashpooling,
pooling,
output, posting, and logs.
output, posting, and logs.
You
Youexecute
executethe
theprogram
programusing
usingone
oneof
ofthree
threeoptions:
options:
Execute in the foreground
Execute and print
Execute in batch mode (you must execute in batch to post transactions
automatically).
 SAP AG 1999
 Limit the number of accounts included in the interest calculation by entering intervals or individual
values for the chart, account number, company code, interest indicator and business area. Generally,
only accounts with an interest indicator in the master record and which are managed with line item
display are included.
 You can also enter the interest calculation period, date of last interest run, and other options.
 The output of the program displays an interest scale for each month. Select summarization levels to
determine how detailed the interest scale will be.
 To monitor the interest calculation run (or perhaps explore why it didn't run as expected), you can have
the system log the run. Limit the log to a few G/L accounts - the printout can be lengthy.
 Run the program as a background job. Set the "Post interest" indicator so that posting is completed
automatically.
(C) SAP AG AC260 13

4.14
Interest Calculation: Summary
 You can calculate and post interests for G/L

and AP/AR accounts
 Two different types of interest calculation are
available:
Individual item based and account balance
Value date based interest calculation
 In order to facilitate a successful program run,
the calculation indicator has to be entered in
the account master and the configuration has
to be accurate.
 SAP AG 1999
(C) SAP AG AC260 14

4.15Interest Calculation Exercises
Unit: Interest Calculation
At the conclusion of this exercise, you will be able to:

 Describe the interest calculation function in R/3
 Understand how to configure the system to calculate correctly and
post to appropriate accounts.
The accountant responsible for reconciling bank accounts has requested a

means to verify interest charged by banks. He has asked you to provide a
demonstration that R3 can meet his requirements.
1-1 True or False:

1-1-1 Account master data must contain an interest calculation indicator for interest
calculation to take place.
__________
1-1-2 On a given account, R3 cannot charge different interest rates based on the dollar
amounts of balances or items.
__________
1-1-3 R/3 can be configured so that interest charges are calculated for customers or
vendors that owe you money. You cannot, however, calculate interest if you
own the business partner money.
__________
1-2 Review interest calculation features and Customizing for interest calculation.
1-2-1 Name the two kinds of interest calculation R3 offers
________________________________________
1-2-2 What information do you need to set up a new interest calculation indicator?
________________________________________
(C) SAP AG AC260 15

1-3 Understand account determination for interest calculation.
1-3-1 For business transaction 1030 (interest calculation period debit interest), in
company code 1000, interest indicator 01, what posting key is used for debit
postings?
__________
1-3-2 Credit postings?

__________
1-3-2 What account symbol receives the debit posting?
__________
1-3-3 What account symbol receives the credit posting?
__________
1-3-4 To determine the G/L accounts R/3 posts to for this transaction, what other
information do you need to know?
________________________________________
1-3-5 Enter INT as the chart of accounts. What account does the debit entry post to?
____________________
1-3-6 What account does the credit entry post to?
____________________
1-3-7 What is the name of the account in 1-3-7?
____________________
(C) SAP AG AC260 16

4.16Interest Calculation Solutions
Unit: Interest calculation
1-1 True or False:

1-1-1 Account master data must contain an interest calculation indicator for interest
calculation to take place.
True
1-1-2 On a given account, R3 cannot charge different interest rates based on the dollar
amounts of balances or items.
False
1-1-3 R/3 can be configured so that interest charges are calculated for customers or
vendors that owe you money. You cannot, however, calculate interest if you
own the business partner money.
True
1-2 Review interest calculation features and Customizing for interest calculation.
1-2-1 Name the two kinds of interest calculation R3 offers
Balance calculation and interest on arrears

1-2-2 What information do you need to set up a new interest calculation indicator?
A 2-digit interest ID and an interest calculation type A name for the interest
calculation indicator is helpful, but optional.
1-3 Understand account determination for interest calculation.

In the IMG, go to Prepare G/L Account Balance Interest Calculation. All answers can
be found in this section.
1-3-1 For business transaction 1030 (interest calculation period debit interest), in
company code 1000, interest indicator 01, what posting key is used for debit
postings?
40 (just find business transaction 1030 – the other variables are all wild cards
and the answer works for all values)
(C) SAP AG AC260 17

1-3-2 Credit postings?
50 (same as 1-3-1)
1-3-3 What account symbol receives the debit posting?
1000 – G/L Acct Earned (in the case of interest earned) (same as 1-3-1)
1-3-4 What account symbol receives the credit posting?
0015 - Calc.per.int.earned Interest income (same as 1-3-1)

1-3-5 To determine the G/L accounts R/3 posts to for this transaction, what other
information do you need to know?
You need the chart of accounts used. When you select accounts, the system
prompts you to enter the chart of accounts.
1-3-6 Enter INT as the chart of accounts. What account does the debit entry post to?
It is reposted to the account that interest was calculated for. This is displayed
in found in the same row as the symbol 1000 and the row of pluses (+).
1-3-7 What account is the credit entry posted to?
273100 – the entry across from symbol 0015

1-3-8 What is the name of the account in 1-3-7?
Interest income
AccountingFinancial AccountingGeneral ledger
Master records Individual processing Edit G/L account centrally.
Enter the account number and company code, then execute.
(C) SAP AG AC260 18

5
Parallel Currencies: Contents
 Uses for additional currencies

 Types of currencies available within R/3
 Configuration of parallel currencies
 Displays and reports using parallel currencies
 SAP AG 1999
(C) SAP AG AC260 1

5.2
Parallel Currencies: Unit Objectives

to:
 Describe the following aspects of parallel
currencies:
 Currency types available
 Configuration of parallel currencies
 Discuss the role of parallel currencies
 Describe base currency and cross-rate
functions
 SAP AG 1999
(C) SAP AG AC260 2

5.3
Target Users of Parallel Currencies
 Companies that have to do

internal and/or external
reporting in one or two
additional currencies.
 Companies that are located in
countries with high inflation
 Multi-national groups
 SAP AG 1999
(C) SAP AG AC260 3

5.4
Unit 1 Introduction
Unit 4 Interest calculation
Unit 8 FI Archiving
 SAP AG 1999
(C) SAP AG AC260 4

5.5
Local Currency
Account balances and transaction figures are always available and

displayed in the local currency for all accounts
"Company Code Details"
Company code 1000

The local currency is
Company name IDES, AG
the currency of the
company code. It is
Additional Data
defined at the time
City Frankfurt the company code is
Country DE created.
Currency UNI
Language DE
 SAP AG 1999
 Since you enter the currency key in the company code area, each company code can use its own local
currency to manage its accounts. This is particularly important for international corporate groups since
subsidiaries may all use the same chart of accounts but must manage their accounts in local currency.
(C) SAP AG AC260 5

5.6
U
pda
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rr
enc
y
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ncy isthec
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ency,ina
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n tot
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ency
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inwh
ic
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ansac
tion f
igu
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ocume
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S
APA
G 1
999
 The account currency is the currency that is entered in the master record of the account. This can be the
local currency or the account can be managed in a foreign currency. NOTE: General Ledger accounts
that are managed in a foreign currency can only be posted to in that currency.
 The document currency is the currency that is entered in the document when posting.
 Since transaction figures and account balances of P&L accounts are updated with the document
currency, you can look at expenses and revenues separately per currency. With open item accounts, you
can analyze receivables and payables at account level by currency.
(C) SAP AG AC260 6

5.7
Additional Local Currencies
Besides the local currency and the document currency, accounts in FI

can be managed in two additional local currencies called parallel
currencies.
Storage of
Parallel Parallel
transaction figures and G/L Local Doc.curr.
account balances 1 2
000001
Local and Parallel
…...…
document currencies are

currencies always optional
available
999999
 SAP AG 1999
 The local and document currencies are stored in each document in FI. You can also choose to manage
documents in two additional currencies.
(C) SAP AG AC260 7

5.8
Definition of Additional Local Currencies
Additional local currencies for company code

Automatic
CoCd Company name City calculation of
Country
2000 IDES UK London additional
GB currencies
4000 IDES Canada Toronto CA
4200 IDES Australia Melbourne AU
5000 IDES Japan Tokyo JP
Additional local curr for company code: Detail
6000 IDES Mexico Mexico MX
Company Code 6000 IDES Mexico
1. Local Currency
Currency MX
Value of 1st Local
Currency Defaults from 2. Local currency
Company Code Currency USD
2nd and 3rd currency

3. Local currency
values must be defined in
configuration Currency UNI
 SAP AG 1999
 Two additional currencies can be defined for each company code in Customizing.
 Additional amounts do not have to be entered manually for the additional currencies. The system
calculates them using the exchange rate table. Depending on settings, either the update or local currency
is taken as a basis for the translation.
(C) SAP AG AC260 8

5.9
Additional Local Currencies: Currency Type
The currency type specifies the role of the currency to be kept in

parallel
Additional Local Curr for Company Code: Detail

Company code 6000 IDES Mexico
2. Local currency
40 Hard currency Currency USD

M Standard translation at average rate
Curr. type 1
KursEx.rt.type AusgSrce curr. Art TrsDte typ
Translation using the transaction currency as the basis
3 Transaction date
Example of currency types / Place of definition
 Group currency / client
 Global company currency / company master
 Hard currency / country master
 Index currency / country master
 SAP AG 1999
 The currency type is a key describing a currency with regard to :

Its role within the R/3 system
The valuation base with which the amount calculated, if you use functions for multiple valuation.
 You can define the currency type for the 2nd and 3rd additional local currency. The 1st local currency is
always the local currency of the company code.
 Examples of currency types:
 Group currency The currency that is specified in the client table and automatically defaults
 Global Company Currency: Currency used for a group
 Index-Based Currency: country-specific second currency that is used in countries with high
inflation; used for reporting
 Exchange rate differences are posted in the local currency of the company and in the additional
currencies
(C) SAP AG AC260 9

5.10
Additional Local Currencies: Exchange Rate Types
The exchange rate type determines which stored rate will be used for
the calculation of the additional amount fields.
Additional local currencies for company code: Detail
Company code 6000 IDES Mexico
2nd Local currency

Currency type 40 Hard currency Currency USD
Ex.rt.type M Standard translation at average rate
Srce curr. 1 Translation using the transaction currency as the basis
3 Transaction date
Exchange rate types overview
TrsDte
Type Usage Base Bcurr.
= from
Buy rate at Sell rate at INV EMU Fixed
curr.
M Standard trans.average USD
G Bank buy rate M

2013 Historical rate
Define base
currency for cross
rate function
 SAP AG 1999
 The exchange rate type determines which exchange rate stored in the system is used for the calculation
of the additional amount fields. As with the local currency, you can use the exchange rate type
M(average rate) or any other exchange rate type.
 Cross Rates: if foreign currency translation is necessary between many different currencies, you can
simplify the maintenance of the exchange rates by specifying a base currency. You will then only have
to specify for this exchange rate type the rates of all currencies in relation to the base currency. All
foreign currency translation is then carried out in two stages via the base currency.
 Base currency = From currency allows you to mange currency conversions that use the EURO as the
base currency more easily. With exchange rate relations within the EU the base currency must be the
From-currency according to legal directives.
 You can calculate the bank buying and selling rates using the the average rate and the spread. The
spread is the difference between the average rate and the bank buying rate, or between the average rate
and selling rates. Spreads are maintainable in R/3.
(C) SAP AG AC260 10

5.11
A d d itio n a l L o c a l C u r r e n c ie s : D e ta il - O u tp u t
C u r r e n c y a n d T r a n s la tio n D a te
A d d . lo c a l c u r r e n c ie s fo r c o m p a n y c o d e - d e ta il
C o m p a n y c o d e 6 0 0 0 ID E S M e x ic o
2 n d L o c a l c u rre n c y
C u rr. ty p e s 4 0 H a rd c u rre n c y C u rre n c y U S D

E x .r t.ty p e M S ta n d a r d tr a n s la tio n a t a v e r a g e r a te
O u t.c u r r . 1 T r a n s la tio n b a s e d o n th e tr a n s a c tio n c u r r e n c y
T y p e T r n .d te 3 T r a n s la tio n d a te
O u tp u t c u rre n c y fo r
D a ta fo r tr a n s la tio n tra n s la tio n
1 . D o c u m e n t d a te 1 . T r a n s a c tio n c u rre n c y a s b a s is
2 . P o s tin g d a te 2 . F ir s t lo c a l c u rre n c y a s b a s is
3 . T r a n s la tio n d a te
 S A P A G 1 9 9 9
 The source currency for translation can be taken from the update/transaction currency or the first local
currency (currency of the company code).
 The translation date type determines which date should be used for the translation of the amounts
according to the exchange rate table.
(C) SAP AG AC260 11

5.12
Define Ledger for Additional Currencies
If you manage parallel currencies other than the group currency,

you must specify in which ledgers the parallel currency amounts
are to be updated
Ledger 0
isDisplay
alwaysLedger: Overview
predefined
Choose Sort Criteria
Ld Ledger Name Table Valuation Second Currency Third Currency

Local currency
0 G/L acct trans fig GLT0 Legal Valu Group Currency
Index-Based
L1 G/L acct trans fig GLT0 Legal Valu Group Currency
Currency
L2 G/L acct trans fig GLT0 Legal Valu Group Currency
Hard currency
Ledgers that contain

additional currencies
must be defined
 SAP AG 1999
 The amounts of the currencies posted in parallel are stored in the documents and updated in the General
Ledger. The update currency, the local currency and the group currencies are updated in the predefined
ledger "00". This automatically takes place with no configuration necessary.
 However, if you manage parallel currencies other than the group currency you must specify in which
ledgers the currency amounts are to be updated. The corresponding default ledger settings are made in
Special Purpose Ledger. A Ledger would be defined with the desired parallel currencies capturing the
appropriate amounts. These ledgers are used for reporting.
(C) SAP AG AC260 12

5.13
Exchange Rate Tables
The exchange rate tables use the exchange rate types to determine
the appropriate rate for translation
Exchange Rates: Overview
Type From To Valid From Exch.Rate Fact. (From) : Factor (to)
M MXN USD 06/06/XX 12,57383 100 : 1

M MXN USD 06/06/XX 12,55490 100 : 1
M MXN USD 06/06/XX 12,88235 100 : 1
Example: On 06/06/XX
100000 Mexican Pesos = 12,573.83 USD00(100000 X 12.57383 / 100)
 SAP AG 1999
 Exchange rates are needed to:

Translate foreign currency amounts when posting or clearing, or to check an exchange rate which
has been entered manually.
Determine the gain and loss from exchange rate differences.
Evaluate open items in foreign currency, and evaluate foreign currency balance sheet accounts
 The system uses the "M" rate when posting and clearing documents.
(C) SAP AG AC260 13

5.14
Store Document for Parallel Currencies
The amounts of the currencies stored in parallel are stored in the individual
documents and can be displayed by choosing the desired currency
Display Document: Overview
Display currency
Doc. number 100000003 Company code 6000 Fisc.yr XXXX

Doc. date 06/06/XX Posting date 05.05.XX Period 5
Reference Cross CC No.
Currency MXN Text available
Line items in document currency
Ln.itm PK BusA Acct.No. Name Currency

TC Tax for doc.
Amount in MXN
display.
001 40 113101 Bank - Payables
002 50 113100 Bank - Domestic Transaction currency
Local currency
Hard currency
Group currency
 SAP AG 1999
 In order to view the stored currencies on the document, use the document display, display currency
functionality. The parallel currencies that have been defined will be available for viewing.
 To view all currencies simultaneously, you can define a line layout variant for currencies that are
managed in parallel. There are different layouts for displaying documents and displaying accounts. Refer
to R/3 documentation for more details on creating line layout variants.
(C) SAP AG AC260 14

5.15
Financial Statements Using Additional Currencies
Balance Sheet/P&L
Program Edit Goto System Help
Chart of Accounts INT to

G/L Account to
General
Selections
Company code 6000 to
Business area to
Currency type 40 Currency type
Curtype Short text
Financial
Financial statements
statements can
can be
be generated
generated 10 Company code currency
using
using the values stored for the
the values stored for the 30 Group currency
additional
additional currencies
currencies defined
defined for
for aa 40 Hard currency
particular company code using
particular company code using 50 Index-based currency
RFBILA00
RFBILA00 .. 60 Global company currency
 SAP AG 1999
 Reports using the values stored in additional currencies can be run using the standard Balance Sheet/
P&L.
 Additional user defined reporting is available using the additional ledgers that have been defined using
report writer / report painter techniques.
(C) SAP AG AC260 15

5.16
Integration FI-CO
Example: Mexican and Argentinean subsidiaries owned by a German

company
Argentina Controlling area

South America
FI CO
CCA TC OC CAC
TC LC GC HC
GBP ARS DEM USD GBP ARS USD
ITL MXN USD
Co-Area and Group
CO stores 3 currencies
Mexico 1. Transaction currency
FI 2. Object currency
3. CControlling area currency
TC LC GC HC
ITL MXN DEM USD
 SAP AG 1999
 If a controlling area contains only company codes with the same local currency, the object currency in
CO is freely definable.
 When the currencies of the company codes within one controlling area are different, as in the example
above, the object currency in CO is no longer freely definable. The object currency must be the local
currency.
(C) SAP AG AC260 16

5.17
Parallel Currencies: Business Scenario
 The chief financial officer has expressed a

desire to be able to have a common
currency between the subsidiary
companies within the international group
enterprise.
 SAPAG1999
(C) SAP AG AC260 17

5.18
Business Scenario
 The chief financial officer has expressed a

desire to be able to have a common
currency between the subsidiary
companies within the international group
enterprise.
International group currency: UNI
IDESMexico IDESUSA IDESJapan IDES AG
6000 3000 5000 1000
Local Curr MXN USD JPY UNI

Transaction curr ? ? ? ?
Group curr UNI UNI UNI UNI
Hardcurr USD
 SAPAG1999
(C) SAP AG AC260 18

5.19
Parallel Currencies: Summary
You should be able to describe the

following aspects of parallel
currencies:
 Types of currencies available
 Configuration of parallel currencies
 Discuss the role of parallel currencies
 SAP AG 1999
(C) SAP AG AC260 19

5.20Parallel Currencies Exercises
Unit: Parallel Currencies

 Discuss the role of parallel currencies in an international
organization.
 Explain how parallel currencies are configured in the system
The chief financial officer has expressed a desire to be able to

have a common currency for subsidiary companies in the
international group.
To define additional local currencies (parallel currencies) for a company

code, proceed as follows:
1. Decide which currency types will be needed
2. Configure R/3 to capture the appropriate currency in the desired
currency type
3. Configure each company code to use the appropriate currency
types
1-1 What is the purpose of the local currency or company code currency in R/3?
_____________________________________________________________
1-2 What two currencies are R/3 documents always stored in?
_____________________________________________________________
1-3 IDES has a company code in Mexico, company code 6000. What is the local or
company code currency for this company code? Where did you locate this information?
_____________________________________________________________
_____________________________________________________________
(C) SAP AG AC260 20

1-4 IDES will use the group currency to meet the CFO's desire to have a common
currency throughout the enterprise. What is the group currency for Mexico? Where did
you find this information?
_____________________________________________________________
1-5 IDES will use the Hard Currency function in Mexico. What is the purpose of a hard
currency? Where is the hard currency defined for Mexico and what is it?
_____________________________________________________________
1-6 What index currency is defined for Mexico, should IDES Mexico choose to use it?
_____________________________________________________________
1-7 Display the configuration of the additional currencies for company code 6000 in
Mexico. What additional local currency type has been defined for this company code?
Where did you locate this information?
_____________________________________________________________
1-8 Post a document in Company Code 6000 to record the receipt of an A/P invoice from
vendor 1095, Lopez S.A. in Mexico City. The amount of the invoice is 1000MXN. The
posting date should be today’s date. The debit should be posted to Miscellaneous,
account 476900, cost center 1000. Use the tax code V0. Record the FI document
number.
_____________________________________________________________
1-9 In how many currency types can this document be displayed? What are they? Make
certain that the "Document display not as list" option is activated.
_____________________________________________________________
_____________________________________________________________
1-10 For internal reporting purposes this transaction is checked in controlling area 6000.
What is the currency type and currency defined for controlling area 6000? Where did
you locate this information?
_____________________________________________________________
1-11 Display the controlling document for this FI document. (Hint: Choose Environment 
FI-Document, if you want to see the document overview). Record the CO document
number.
_____________________________________________________________
(C) SAP AG AC260 21

1-12 Display the actual cost line items for cost center 1000 using the Overhead Management
section of the Information System. Run the report for cost center 1000, cost element
476900. Today's data should line in the posting date area. Under further selection
criteria, enter the CO document number of the document posted in 1-10.
After executing the report, highlight the amount in Value COCurr associated with cost
center 1000, then select the Choose detail icon (magnifying glass) from the toolbar.
Answer the following questions to see the type of currency data that is stored in R/3.
1-12-1 What is the value in the CO document? _____________________
1-12-2 What is the CO area currency? ________
1-12-3 What is the CO object type? _______________________________
1-12-4 What is the object currency? __________________________
1-12-5 What is the value of the object currency? _________________
1-12-6 What is the transaction currency? ______________________
1-12-7 What is the value in the transaction currency? ____________
(C) SAP AG AC260 22

5.21Parallel Currencies Solutions
Unit: Parallel Currencies
1-1 What is the purpose of the local currency or company code currency in R/3?
Each company code defines its own currency to manage its accounts and produce
reports. This makes the data easy to enter and interpret for users of the company
code.
1-2 What two currencies are R/3 documents always stored in?
R/3 always stores document data in the currency of the company code as well as in
the update currency (transaction currency).
1-3 IDES has a company code in Mexico, company code 6000. What is the local or
company code currency for this company code? Where did you locate this
information?
Tools  Accelerated SAP  CustomizingEdit project  Display SAP Reference

IMG Financial Accounting  Financial Accounting Global Settings 
Company Code  Enter Global Parameters
Company Code 6000 uses MXN – Mexican Peso (new)
1-4 IDES will use the group currency to meet the CFO's desire to have a common
currency throughout the enterprise. What is the group currency for Mexico? Where
did you find this information?
ToolsAdministrationAdministrationClient AdministrationClient
Maintenance …view information related to the client you have been instructed to
use for this course
Group currency is the currency of the client. The client currency is UNI.
(C) SAP AG AC260 23

1-5 IDES will use the hard currency function in Mexico. What is the purpose of a hard
currency? Where is the hard currency defined for Mexico and what is it?
 Display SAP Reference IMG . General Settings  Set Countries  Define

Countries  Select MX
The hard currency is a country-specific currency used in countries with high

inflation. The hard currency defined for Mexico is USD.
1-6 What index-based currency is defined for Mexico, should IDES Mexico choose to
use it?
There is no index-based currency currently defined for IDES, Mexico.
Display SAP Reference IMG . General Settings  Set Countries  Define

Countries  Select MX
1-7 Display the configuration of the additional currencies for company code 6000 in
Mexico. What additional local currency type has been defined for this company code?
Where did you locate this information?
 Display SAP Reference IMG  Financial Accounting  Financial Accounting

Global Settings  Company Code Parallel Currencies Define Additional Local
Currencies
Company code 1. Local currency 2. Local currency 3. Local currency
6000 Type10-Local MXNType 40-Hard-USD Type 30-Group UNI
1-8 Post a document in Company Code 6000 to record the receipt of an A/P invoice from
vendor 1095, Lopez S.A. in Mexico City. The amount of the invoice is 1000MXN.
The posting date should be today’s date. The debit should be posted to Miscellaneous,
account 476900, cost center 1000. Use the tax code V0. Record the FI document
number.
AccountingFinancial AccountingAccounts PayableDocument

entryInvoice….Enter Data
(C) SAP AG AC260 24

Header data:
Company Code: 6000
Vendor: 1095
Invoice date: Today’s Date
Posting date: Today’s Date
Currency: MXN
Amount: 1000
Calculate tax X
G/L account: 476900

Amount: 1000
Tax Code: V0
Cost Center: 1000
Save the document number
1-9 In how many currency types can this document be displayed? What are they? Make
certain that the "Document display not as list" option is activated.
AccountingFinancial AccountingAccounts PayableDocumentDisplay…

enter Data, ….Choose the Display Currency option from the toolbar
Document currency MXN
Local currency MXN
Hard currency USD
Group Currency UNI
1-10 For internal reporting purposes this transaction is checked in controlling area 6000.
What is the currency type and currency defined for controlling area 6000? Where did
you locate this information?
 Display SAP Reference IMG  Enterprise Structure  Definition 

Controlling  Maintain Controlling Area  Maintain Controlling Area….Select
controlling area 6000
The currency of the controlling area is located in the definition of the controlling
area in the IMG.
The currency type for the controlling area is type 40, hard currency.
(C) SAP AG AC260 25

1-11 Display the controlling document for this FI document. (Hint: Choose Environment
 Accounting Documents when displaying the document in the overview). Record
the CO document number.
AccountingFinancial AccountingAccounts
PayableDocumentDisplay…enter Data…..EnvironmentAccounting
Documents Record the unique cost accounting document number.
1-12 Display the actual cost line items for cost center 1000 using the Overhead
Management section of the Information System. Run the report for cost center
1000, cost element 476900. Today's data should line in the posting date area. Under
further selection criteria, enter the CO document number of the document posted in
1-10.
After executing the report, highlight the amount in Value COCurr associated with
cost center 1000, then select the Choose detail icon (magnifying glass) from the
toolbar. Answer the following questions to see the type of currency data that is
stored in R/3.
Information SystemsAccountingControlling  Reports for Cost Center

Accounting  Line Items Cost Centers: Actual Line Items…enter data
Controlling area: 6000
Cost Center: 1000
Cost Element: 476900
Posting date: Today’s Date
Display Variant: 1SAP
Choose Additional selection criteria and enter your user ID under

documents/objects. Select your document and choose Detail (magnifying glass).
1-12-1 What is the value in the CO document? Depends on the Current exchange
rate
1-12-2 What is the CO area currency? USD
1-12-3 What is the CO object type? Cost Center
1-12-4 What is the object currency? MXN
1-12-5 What is the value of the object currency? 1000
1-12-6 What is the transaction currency? MXN
1-12-7 What is the value in the transaction currency? 1000
(C) SAP AG AC260 26

(C) SAP AG AC260 27
6
A/P and A/R Information System: Contents
 What is the Accounts Payable and Accounts Receivable

information system?
 Creating evaluations
 Displaying evaluations
 Evaluation types
 Navigation and access paths
 Customizing the information system
 SAP AG 1999
(C) SAP AG AC260 1

6.2
A/P and A/R Information System: Unit Objectives
At the conclusion of this unit, you will

be able to:
 Create evaluations in the information

system
 Understand the different options for
displaying evaluations
 Navigate in the AP/AR information system
tree structure and modify the structure
 Understand Customizing options and how
they affect evaluations
 SAP AG 1999
(C) SAP AG AC260 2

6.3
Unit 1 Introduction
Unit 8 FI Archiving
 SAP AG 1999
(C) SAP AG AC260 3

6.4
A/Pand A/RInformation System: Business
Scenario
 The Accounts Receivable and Accounts

Payable managers have asked you for
better reporting to support their areas. In
particular, they want to be able to evaluate
combinations of variables, such as
company, business area, credit control
area. They also want to be able to drill
down fromsummary data levels to
individual document details.
 You must demonstrate that R/3 will provide
the kindof reporting they want.
 SAPAG1999
(C) SAP AG AC260 4

6.5
What is the Accounts Payable and Accounts
Receivable Information System?
Options! Standard report tree
Accounts Receivable
- Information System
A/R Information System
+ Account Information
Standard reporting:
+ Adequacy / Document
System Services
etc. ...
Reporting
RFDABL00 Display Changes to Customers

RFDANZ00 List of Down Payments Open on Key Date
RFDAPO00 List of Cleared Customer Items
RFDAUB00 Recurring Entry Documents
etc...
 SAP AG 1999
 The AP/AR info system is a separate information system for evaluating Accounts Payable and Accounts
Receivable data. It corresponds to the other A/P and A/R reporting functions provided by the R/3
System. You can access both via the A/P and A/R report trees. The AP/AR information system provides
special evaluation types, such as
Due date breakdown
Payment history
Currency analysis
Overdue items
Days sales outstanding analysis
Terms offered/terms taken
 The R/3 System provides many Accounts Receivable and Accounts Payable reports besides the
information system. For some companies, these delivered reports may be sufficient. The AP/AR
information system provides more functions, however. It permits extensive combinations of variables
and allows you to break down the reports by document.
(C) SAP AG AC260 5

6.6
Evaluations - A Two-Step Process
Job
DATABASE
Master Line
A/R: RFDRRGEN A/P: RFKRRGEN
records items
DATA RETRIEVAL PROGRAMS Selection A/R: RFDRRSEL A/P: RFKRRSEL

Crte ev. A/R: RFDRRE01,02... A/P: RFKRRE01,02...
EVALUATION DATASET
RFRR
Selection: A/R: RFDRRANZ A/P: RFKRRANZ
EVALUATION DISPLAY PROGRAM Display: A/R: RFDRRI01,02,03,04,05,06

(with drilldown and other functions) A/P: RFKRRI01,03,04
 SAP AG 1999
 First, the data retrieval program collects selected data from the general database. A further program
stores this data as a drilldown list or a sorted list.
 Then the data selection program further processes the information and the evaluation program displays
the results on the screen.
 If the Customizing settings are complete, the system coordinates the execution of all programs to obtain
accurate results.
(C) SAP AG AC260 6

6.7
Customizing - Selecting Evaluations I
New entries Maintain variant
Evaluation views
----> Evaluation types
----> Evaluations
View AccTy Evaluation view description Retr. prog. Variant

SAP D Customer standard evaluation RFDRRSEL SAP_VARI
SAP K Vendor standard evaluation RFKRRSEL SAP_VARI
 SAP AG 1999
 Each table entry at the highest level "Evaluation view" automatically creates a separate branch in the
standard report tree.
 You can assign authorizations for each table entry.
 In the variant of the retrieval program that you maintain here, you define the maximum volume of data
that is available for display for each evaluation view.
Example of a customer evaluation:
You make three entries, one for company code Europe, a second for company code USA, and the third
entry is for both company codes. These definitions will automatically create three branches in the tree of
the A/R information system. Consequently, the corresponding selections (company codes) have to be
made in the three different variants of the retrieval program.
 Note: It is easier to make the settings by copying entries than by creating new entries. If you copy an
entry, the whole table hierarchy of the source entry is copied to the target entry.
(C) SAP AG AC260 7

6.8
Customizing - Selecting Evaluations II
New entries Predifined evaluation types:

01 Due date analysis (cust.,vend.)
Evaluation views 02 Payment history (cust.)
03 Currency analysis (cust.,vend.)
----> Evaluation types 04 Overdue items (cust.,vend.)
05 DSO analysis (cust.)
----> Evaluations 06 Terms offered/terms taken (cust.)
View AccTy Evaluation type Evaluation type description

SAP D 01 Due date analysis
SAP D 02 Payment history
 SAP AG 1999
 Depending on the selected account type, predefined evaluation types are available in the system.
 After having copied an entry on the preceding level (evaluation view level), you will find on this level
all the evaluation types that belong to the source entry. Simply delete the entries that you do not require
here.
(C) SAP AG AC260 8

6.9
Customizing - Selecting Evaluations III
New entries
Evaluation views
----> Evaluation types
----> Evaluations
View AccTy Eval.type Version Crte Name of the evaluation Created on

SAP D 01 A Due date analysis by company code 15.07.2000
SAP K 01 B Due date analysis by business area 15.07.2000
 SAP AG 1999
 At the lowest level of the table entries you can create your own versions of evaluations. Each entry uses
a different variant of the creation report, which is part of the data retrieval program.
Double-click on a standard entry to reach the screen for defining variants of the selection reports
(RFDRRE01,02,03,04,05).
(C) SAP AG AC260 9

6.10
Customizing - Selecting Evaluations IV
Maintain variant
Evaluation view SAP

Account type If you select this indicator, you can
D
Evaluation type 01 have the system generate the required
data during the next generation run.
Evaluation version A
General data
Create evaluation
Programs
Selection RFDRRE01 Variant SAP_D01A
Evaluations required
Tax data Attention: Activate this field if
Bank data
Credit control data Dunning data database field is defined as
grouping criterion in the variant.
 SAP AG 1999
 If you activate the "Create evaluation" checkbox, the data is generated during the subsequent generation
run.
 Attention: The relevant checkbox in the area "Evaluations required" must be activated if you wish to
define one of these database fields as a grouping criterion (Maintaining the variant).
This is necessary because the program does not otherwise read the following database fields:
KNA1-KNAS (VAT registration number, tax data)
KNA1-KNKA and KNA1-KNKK (Credit control data, control area data)
KNA1-KNBK (Bank data)
KNB1-KNB5 (Customer dunning master data)
This feature also applies to Accounts Payable (except that the credit control data does not exist here).
(C) SAP AG AC260 10

6.11
Customizing - Selecting Evaluations V
Grouping criterion: In this case

you can carry out evaluations
Variant attributes
"by company code".
Field for grouping KNB1-BUKRS While the report is running you can
Number of top customers 50 select the view of the top N customers.
List sorted by days 15 30 45
Depending on the evaluation, you can specify
a time interval for which the system is to break
Create - client down the selected items.
Create - credit control area You create reports "for each credit control area"
in every single company code.
Create - company code
Create - business area
 SAP AG 1999
(C) SAP AG AC260 11

6.12
Customizing: Variants for the Report Tree
Table entry level 1

- Customer standard evaluations
Table entry level 2
- Due date analysis
+ Evaluation by company code Text elements of program:

RFD(K)RRANZ
+ Evaluation by business area
- Evaluation by ctry
Variant: Selection report RFDRRE01:
- for group Field for grouping:KANA1-LAND1
- Client 999 Text in ABAP Dictionary
- for credit control area
Checkbox in the variant of selection report
Not assigned
RFDRRE01 is selected
1000 cred.ctrl area Europe
3000 cred.ctrl area N.America
+ for company code Credit control area table
+ for business area
 SAP AG 1999
(C) SAP AG AC260 12

6.13
Creating Evaluations
Run data retrieval programs:
DATABASE Job running: A/R: RFDRRGEN A/P: RFKRRGEN

with default variants: SAP_VARI
Master Line
records items
Selection: A/R: RFDRRSEL A/P: RFKRRSEL
with default variants: SAP_VARI
DATA RETRIEVAL
PROGRAMS Creation: A/R: RFDRRE01,02... A/P: RFKRRE01,02...
With default variants: SAPD01A

A,B etc...= version
EVALUATION DATA
D = customers 01 - 06
RFRR K = vendors = evaluation type
 SAP AG 1999
 To create an evaluation, the system analyzes the master data and line items of customer and vendor
accounts. This process can be very time-consuming if large data sets are involved. Evaluations must
therefore be run as background jobs.
 You can schedule the background processing for specific times and dates. You can have the system run
certain evaluations daily, weekly, or monthly.
 Note that evaluations can only ever be as current as the last data retrieval. If activities have been carried
out since the last data retrieval, the current customer or vendor information may not correspond exactly
to the evaluation.
 Changing data volume:
You must change the data volume if (1) an evaluation as currently configured does not provide the
required information, or (2) selection criteria, such as key date for open items, need to be updated
regularly.
(C) SAP AG AC260 13

6.14
Display Evaluation Results
Accounts Receivable
- Information System
Accounts Receivable Information System
+ Account information
+ Adequacy/Document
+ Other evaluations
+ Interest calculation
+ Bill of exchange processing
+ Credit management
You enter the A/P (or A/R) information system menu paths
via the report tree.
 SAP AG 1999
 Enter the Accounts Receivable (or Accounts Payable) information system via the main Accounts
Receivable (or Accounts Payable) report tree.
 Navigate through the AP/AR information system tree structure to reach the required evaluations.
Double-click on the required evaluation to execute it.
(C) SAP AG AC260 14

6.15
Standard Evaluations
- Standard customer evaluations

- Due date analysis
+ Evaluation by company code
+ For group
+ For credit control area
- For business area
Not assigned
7000 Electronic products
Due Date Analysis
Key date: 31.12.2000

Business area: Electronic products Values in: UNI
Company code Due Not due All OIs

IDES AG 16,223.46 2,597,785.75 16,223.46
IDES US Inc 1,241,752.44 0.00 3,839,538.19
Total 1,257,975.90 2,597,785.75 3,855,761.65
 SAP AG 1999
 Standard evaluations are provided with the R/3 software. They can be copied into a client system by
means of the Implementation Guide.
 Delivered R/3 evaluations combine
an evaluation type (or a predefined report type, such as due date analysis)
an "evaluation by" selection (such as company code)
an "evaluation for" selection (such as business area)
 An evaluation represents one evaluation type for one member of the "for" group, with data further
broken down by the "by" criterion.
(C) SAP AG AC260 15

6.16
Due Date Analysis
The basic list (all open items) for the selected business area displays the totals of
items due, items not due, and all open items for each company code.
View OI sorted list

The open item sorted list (overall or for one company code) shows due items
sorted by user-defined period intervals.
View Top n customers

Top n customers (overall or for one company code) lists customers, sorted by
items due, items not due, or all open items.
View Line item analysis View OI sorted list
Line item analysis (for one OI sorted list (for one customer)
customer) shows line items and calls up a dialog box listing due
a drilldown list by document. dates according to periods intervals.
 SAP AG 1999
 This evaluation is available for both customers and vendors.

 Note that the following information applies to all evaluations: When you drill down to line item level,
you access current database information that might differ from the totals from the preceding run of the
data retrieval program.
(C) SAP AG AC260 16

6.17
Payment History
The basic list displays for the selected credit control area the total per company
code of short-term days in arrears, medium-term days in arrears, and days in
arrears for open items. The data is selected for the evaluation key date.
View Days in arrears View Top n customers etc.

Days in arrears (overall or for one Top n customers (overall or for one
company code) calls up a dialog box, company code) calls up a list of
which explains how days in arrears individual customers, sorted by short-
are calculated in the R/3 System. term, medium-term, or open item days
in arrears, or short-term, medium-term,
View Line item analysis or open item interest calculation
numerators.
Line item analysis (for one
customer) shows line items and View Days in arrears
drilldown lists by document.
Days in arrears (for one customer) calls
up a dialog box, which explains how
days in arrears are calculated in the R/3
System.
 SAP AG 1999
 This evaluation is available for customers only.
(C) SAP AG AC260 17

6.18
Currency Analysis
The basic list displays for the selected business area

(1) the historical total of documents posted in a foreign currency, at the
exchange rate valid on the posting date
(2) the current total of the documents in (1), translated at the current exchange
rate valid on the evaluation key date
(3) the exchange rate difference, the difference between the historical and
current totals
View Top n customers View Currencies

Top n customers (overall or for Currencies (overall or for one company
one company code) displays a list code) displays historical, current, and
of customers affected by difference totals by currency.
exchange rate differences.
View Line item analysis
Line item analysis (for one
customer; on the line item selection
screen enter the company code,
switch to cleared items if required)
shows line items and drilldown lists
by document.
 SAP AG 1999
(C) SAP AG AC260 18

6.19
Overdue Items
The basic list displays for the selected business area the total per company code
for
(1) Interest calculation numerator
(2) Days in arrears
(3) Total amount of items overdue on the evaluation key date
View Top n documents
Top n documents (overall or for one company code) displays the totals, interest
calculation numerators, and days in arrears for documents with the highest
interest calculation numerators.
 SAP AG 1999
(C) SAP AG AC260 19

6.20
Days Sales Outstanding Analysis
The basic list displays the following values per company code for the selected
credit control area:
(1) Balance of outstanding open items in the customer accounts
(2) Average sales for the period selected
(3) DSO days - balance divided by average sales per month multiplied by 30
View Top n customers

Top n customers (overall or for one company code) displays the above values per
customer.

Line item analysis (for one customer) displays line items and drilldown lists by
document.
 SAP AG 1999
(C) SAP AG AC260 20

6.21
Terms Offered/Terms Taken
The initial screen displays the following for the selected business areas:
(1) Terms offered, in accordance with the terms of payment granted
(2) Terms taken, which reflect the customer's cash discount history
(3) Difference between days offered and actual days taken
View Payment methods View Top n customers
Payment methods (overall or for Top n customers (overall or for one
one company code) display the company code) displays the
same information as above, broken information as above, broken down by
down by terms: net, cash discount customer.
1, cash discount 2.
Line item analysis (for one customer)
displays line items and drilldown lists
by document.
 SAP AG 1999
(C) SAP AG AC260 21

6.22
Functions for Drilldown Lists
You can carry out the following functions for all drilldown lists:
 Printing the drilldown list
 Sorting the drilldown list by the displayed columns
 Displaying values graphically using SAP Business Graphics
 Displaying selection criteria
 Changing the display currency
 Representing percentages
 Setting up scaling (reports in thousands, for example)
 Modifying the line item display
 Specifying how headers should appear on printed lists
 SAP AG 1999
 You navigate directly to a drilldown list at the lowest level of the AP/AR information system tree
structure. The functions above are available in all drilldown lists.
(C) SAP AG AC260 22

6.23
Report Tree and Access Paths
Evaluation view
- Standard customer evaluations
+ Due date analysis
+ Payment history
- DSO analysis
+ Evaluation by company code
- Evaluation by country
+ For group
- For credit control area
Not assigned
1000 Credit control area Europe
3000 Credit control area N. America
Lowest level of report tree -

access evaluation lists from here
 SAP AG 1999
 To reach the A/P or A/R information system, expand the information system node.
 You determine which reports are displayed in the report tree and how the tree is structured in the Define
Evaluations activity in the Implementation Guide for Accounts Receivable and Accounts Payable.
 The "+" symbol in front of a node indicates that this node can be expanded.
 The "-" symbol in front of a node indicates that the branch that starts at this node can be compressed.
 You carry out evaluations at the lowest level of the report tree.
 You can create an alternative report tree and save both structures in your user-specific settings.
(C) SAP AG AC260 23

6.24
Report Tree: Characteristics
 You can create access paths to required evaluations or

drilldown lists within a tree structure.
 You can save access paths to the required drilldown lists when
you call up the AP/AR information systems. The tree structure
can be saved under the user name.
 You can change the direction in which you navigate through the
tree structure, branching from evaluation views to evaluation
levels. You can save a set of access paths for this direction as
well.
 You can navigate from node to node at the same level using
Next node and Previous node functions.
 SAP AG 1999
(C) SAP AG AC260 24

6.25
A/P and A/R Information System: Summary
 In this unit, you have learned how to:

 Explain how evaluations are carried out in the AP/AR
information system
 Navigate in the information system report tree
 Carry out and display evaluations and be familiar with

the relevant list functions
 Explain the Customizing options for the information
system
 SAP AG 1999
(C) SAP AG AC260 25

6.26A/P_A/R_Information System Exercises
Unit: A/P A/R Information System

 Create evaluations in the information system
 Describe the various options for displaying evaluations
 Navigate in and modify the A/R A/P Information System tree
structure
The A/P A/R managers have requested better reporting

capabilities to support their areas. In particular, they want to be
able to evaluate combinations of variables like company code,
business area, controlling area. They also want to be able to
drilldown from summary data levels to individual document
details.
You are to demonstrate that R/3 will provide the kind of reporting
they want.
1-1 Your instructor has demonstrated different A/P A/R evaluations in the system. In order
to know and to learn to navigate within the information system, log on to the R/3
System and run some A/P A/R evaluations.
Menu path:
1-2 In order to create and run your own evaluation view go into the customizing and create
your own variant for the data retrieval program RFDRRSEL.
Variant name: GR## (##=group number)
(C) SAP AG AC260 26

1-3 Copy an existing entry of the table containing the evaluation views.
Note: Note that it is easier to copy entries rather than create new entries. Use the
entries SAP and D as templates.
View: GR## (##=group number)
1-4 Create your own variant for program RFDRRGEN, selecting your evaluation view:
Variant: GR## (##=group number)
1-5 Start evaluation generation for your evaluation view as a background process within
the application.
Menu path:
(C) SAP AG AC260 27

Job name: Group ##
Job class: A
Check the status of your job:
Menu path:
This generation run might be a little time consuming because data for your evaluation
view is generated for all customers. This should take 3 to 5 minutes.
Choose Job log. Both views (the previous view ”SAP" and your new view ”gr##")
have been generated.
1-6 Display evaluation results

Once you have generated data for your evaluation view , you can then display your
generated data within the A/P A/R application components.
Menu path:
You now see that your evaluation view (group ##) is displayed as an additional branch
in the reporting tree.
Navigate in your generated evaluation view
(C) SAP AG AC260 28

1-7 Use the options "Change path" and "Focus path" within the A/P A/R Information
System. Save your settings, leave the reporting tree, log in again and verify that your
settings have been saved.
Having the A/R A/P reporting tree expanded:
Menu path for change path:
The main difference is that the evaluation type is now expanded on a lower level than
within the standard structure.
You can save the expanded level of both structures as user-defined settings.
Menu path for saving the changed path:
A further possibility is to set a focus within the reporting tree. This is useful if you
intend to always evaluate the same data selection.
Drilldown to the lowest level:
Menu path for setting the focus:
You can save this as your user-specific setting. Alternatively you can always access the
standard structure:
Menu path for accessing the standard structure:
(C) SAP AG AC260 29

6.27A/P_A/R_Information_System Solutions
Unit: A/P A/R Information System
1-1 Your instructor has demonstrated different A/P A/R evaluations in the system. In order
to know and to learn to navigate within the information system, log on to the R/3
System and run some A/P A/R evaluations.
 Accounting  Financial Accounting  Accounts Receivable

 Information system  Reports for Accounts Receivable Accounting
 Customer balances
Accounts Receivable Information System (double click)
1-2 In order to create and run your own evaluation view, access Customizing and create
your own variant for the data retrieval program RFDRRSEL.
 SAP Refer.-IMG.
 Financial Accounting  Accounts Receivable and Accounts Payable
 Information System  Accounts Receivable  Standard Evaluations
 Select Standard Evaluations
Create a new variant (GR00) for RFDRRSEL:
Mark first entry, then choose:
 Environment  Maintain variant
On the next screen:
Remove the "SAP_VARI" entry, then
 Variants  Create
New variant name: GR## (##= your group number) and choose "Create"
Accept the default selections
Choose Edit  Attributes
(C) SAP AG AC260 30

Description: Group ##
Select the "Selection variable" for the following parameter:
"Open item at key date"
Choose the "Selection variables" button
Click on the yellow light in column ”D" (Dynamic date calculation, green light
appears)
Click on the downward pointing arrow.
Choose "Current date"
Choose Save
Go back (green arrow) to the "Save Attributes of Variant GR##" screen.
Choose Save to save the variant.
Note that the key date can no longer be changed on this screen.
Go back twice (green arrow).
1-3 Copy an existing entry of the table containing the evaluation views.
Note: Note that it is easier to copy entries rather than create new entries.
Mark the first entry, then choose:

 Edit  Copy as
Overwrite the entries:
View: GR##
Account type: D (current value)
Evaluation view description: Customer evaluation group ##
Retr. prog. RFDRRSEL (accept entry)
Data retr. var.: GR## (the variant name that you created before).
Press Enter button.
Confirm message in dialog box and choose: "Copy all" (dependent entries)
Confirm information box by choosing continue.
Save table entry at the "Evaluation views" level.
1-4 Create your own variant for program RFDRRGEN, selecting your evaluation view:
 System  Services  Reporting
(C) SAP AG AC260 31

Program: RFDRRGEN
 Goto  Variants
Variant GR##
Choose: "Create"
Confirm dialog box by choosing "Continue"
Enter your evaluation view "GR##" (that you created in the preceding exercise)
Choose Edit  Attributes
Description: Evaluation view GR##.
Choose Save The system reports that your variant has been saved.
Choose save again to save the values of your variant.
1-5 Start evaluation generation for your evaluation view as a background process within
the application.
 Accounting  Financial Accounting  Accounts receivable  Information

system  Tools  Configure  Create evaluations
Confirm dialog box
Job name: Group ##
Job class: A
Choose Define steps button
ABAP program RFDRRGEN (accept default value)
Choose Variant list.
Select your variant "GR##"
Save.
Go back (green arrow)
Choose Specify start condition
Choose "Immediate"
Choose Save
Save the background job
(C) SAP AG AC260 32

Check the status of your job:
 System  Services  Jobs  Job overview
Accept your user selection and choose Enter.
This generation run may be time consuming, because data for your evaluation view is
generated for all customers. This should take 3 to 4 minutes. See status "Finished".
Choose Job log. Your new view "GR##" has been generated.
1-6 Display evaluation results

Once you have generated data for your evaluation view , you can then display your
generated data within the A/P A/R application components.
 Accounting  Financial Accounting  Accounts Receivable
 Information system  Reports for Accounts Receivable Accounting
 Customer balances
Accounts Receivable Information System (double click)
You now see that your evaluation view (group ##) is displayed as an additional branch
in the reporting tree.
Navigate in your generated evaluation view.
1-7 Use the options "Change path" and "Focus path" within the A/P A/R Information
System. Save your settings, leave the reporting tree, log on again and verify that your
settings have been saved.
Having the A/R A/P reporting tree expanded:

 Edit  Change path
See that the main difference is, that the evaluation type is now expanded on a lower
level than within the standard structure.
You can save the expanded level of both structures as user-defined settings.
 File access path  Save
A further possibility is to set a focus within the reporting tree. This is useful if you
intend to always evaluate the same data selection.
Drilldown to the lowest level:
 Edit  Set focus
You can save this as your user-specific setting. Alternatively you can always access
the standard structure by:
 Edit  Change path
(C) SAP AG AC260 33

7
Document Parking: Contents
 What is a document parking?

 Document parking
 Park
 Change
 Post
 Delete
 Display Changes
 Reporting on parked documents
 Workflow and authorizations
 SAP AG 1999
(C) SAP AG AC260 1

7.2
Document Parking: Unit Objectives
At the conclusion of this unit, you will

be able to:
 Describe the differences between
parked, held and posted documents
 Enter, change, delete and post parked
documents
 Understand options for reporting on
parked documents
 SAP AG 1999
(C) SAP AG AC260 2

7.3
Unit 1 Introduction
Unit 8 FI Archiving
 SAP AG 1999
(C) SAP AG AC260 3

7.4
Document Parking: Business Scenario
 The credit department has heard about the

concept of parked documents and believes
it will assist the Controller, as he must
approve all documents over a specified
dollar limit. Currently this process is done
manually and a bottleneck occurs when
posting documents at month's end. You are
to investigate this alternative method of
processing.
 SAPAG1999
(C) SAP AG AC260 4

7.5
What is Document Parking?
Document parking is an alternative way to enter

transaction documents in R/3.
Unlike "regular" posted documents:

 Transaction figures are not updated
 A user can review, change, and then repark
the document
 The document will eventually be posted or
deleted
Unlike "held" documents:

 Parking a document generates a
document number
 Parked data can be evaluated in various
R3 reports
 SAP AG 1999
 Using document parking, you can enter and store (park) incomplete documents in the R/3 system,
without extensive entry checks. You (or a different user) can complete, check and then post previously
parked documents at a later date.
 The advantage of document parking is that the data of these documents can be included in reports once
the data is entered in the system. That is, you do not have to wait until the documents are completed and
posted. For example, amounts from parked documents can be included in the advance tax on
sales/purchases report.
 In contrast to document parking, noted documents (held documents) merely allows you to interrupt your
data entry work on a document and save the data temporarily until you can resume posting. No
document number is issued, and data entered is not included in any evaluations.
(C) SAP AG AC260 5

7.6
Document Parking: Functions
 Entering data and parking a document

 Changing a parked document
 Posting a parked document
 Deleting a parked document
 Displaying change documents
 SAP AG 1999
(C) SAP AG AC260 6

7.7
Documents You Can Park
 Customer accounts (invoices and credit memos)

 Vendor accounts (invoices and credit memos)
 General ledger accounts (G/L postings)
 SAP AG 1999
 You can park documents relating to customer, vendor, and G/L accounts. R/3 provides an additional fast
entry function for G/L accounts.
(C) SAP AG AC260 7

7.8
Entering Data and Parking Documents
 Access data entry through a different menu path than for

regular documents
 Entry screens are the same as with regular documents
 Templates available for fast entry
 Can use account assignment models
 Validation and substitution not active
 SAP AG 1999
 R/3 only checks information entered as part of a parked document as to whether it exists. Only a few
fields - posting key and account number, for example - are required entry fields.
 No tolerance checks are carried out.
 When you save a parked document, the system does NOT update control totals nor does it generate
automatic postings.
(C) SAP AG AC260 8

7.9
Changing a Parked Document
 Change documents and subsequently complete them

 Can change most fields, including amount
 Change individual documents and line items
 Change several documents simultaneously via lists
 Change other values via line items
 Cannot change currency or company code
 SAP AG 1999
 A parked document can be changed, reparked repeatedly and be completed step by step. Users can
change a large number of header and item fields, including amounts.
 If you do not know the document number, use the document list function. Enter selection criteria and
execute. The system generates a list of parked documents you can select from.
(C) SAP AG AC260 9

7.10
Posting a Parked Document
 After all changes have been made, you can post a

parked document
 The document becomes a regular posted document
 Post individually or via a list of parked documents
 The number of the parked document becomes the
number of the posted document
 Can review change documents
 SAP AG 1999
 You can post documents individually or via a list. You can also create a batch input session to post
parked documents.
 Posting deletes the data in parked documents. The document is posted to the document database and the
appropriate data (transaction figures, etc.) is updated.
(C) SAP AG AC260 10

7.11
Deleting a Parked Document
 You can remove a parked document from the R/3 system

 Delete individually or via a list of parked documents
 Deleted parked document numbers cannot be reused
 SAP AG 1999
 To delete a document, you need to know the company code, document number, and fiscal year.
 To find a parked document number or to delete more than one document, use the document list function.
Enter appropriate selection criteria, and the system will generate a list of documents that match them.
(C) SAP AG AC260 11

7.12
Displaying Change Documents
All changes to parked documents are logged and can be displayed

before and after posting
Before posting: After posting:

 Display changes  Display changes
 Select document  Select document
 Shows changes to the  Displays changes to posted
parked document documents plus changes to
parked documents before
posting
 SAP AG 1999
 If the number of a document was changed - for example as part of changes to the document header - you
can search for changes made to the document under its original number.
(C) SAP AG AC260 12

7.13
Reporting on Parked Documents
 Many SAP R/3 delivered reports have options to include

parked documents
 You can include parked documents
in the document journal
 You can display parked documents in the line item
display screen
 SAP AG 1999
 Document parking is linked to the account display and reporting functions in Financial Accounting.
Many reports can evaluate transactions stored as parked documents.
(C) SAP AG AC260 13

7.14
Authorizations and Workflow
 Can set different authorizations for different users:

Some users can post documents, others can only
park them
 You can set up document parking to inform the users
whose job it is to review and complete parked
documents
 You can set up approvals at various levels: amount,
account assignment, completion, and so on
 SAP AG 1999
 Incomplete documents can be parked, then gradually completed with additional information. Every time
an incomplete document is parked, R/3 initiates a workflow containing a single task: "complete". Users
whose job it is to complete documents receive a message and can proceed to change the parked
document. The message stays in the inbox of every user concerned until one of them marks the
document as "complete".
 Other SAP courses deal with workflow functions in detail.
(C) SAP AG AC260 14

7.15
Document Parking: Summary
You should now be able to:
 Describe the differences between parked

documents and those held or posted
 Understand the functions for document
parking
 Demonstrate how to park, change, post,
delete and review changes to parked
documents
 SAP AG 1999
(C) SAP AG AC260 15

7.16Document Parking Exercises
Unit: Document Parking

 Describe the functions of document parking
 Understanding the differences between parking and other kinds of
document entry
The Controller has asked you to evaluate document parking as a means to

eliminate the manual backlog at month end when he must approve all
documents above a certain dollar limit. Among others, he asks the
following questions:
1-1 True or False:

1-1-1 You can see parked documents in a line item display
____________________________________________________________
1-1-2 A parked document and its eventual posted version will have the same
document number
____________________________________________________________
1-1-3 You can use substitution in parked documents
____________________________________________________________
1-1-4 You can use account assignment models in parked documents
____________________________________________________________
1-1-5 You can review changes made to a parked document even after you post it
____________________________________________________________
1-2 Summarize the advantages and features of document parking

1-2-1 Name two advantages of a parked document over a held document
____________________________________________________________
1-2-2 What kinds of documents can be parked?
____________________________________________________________
(C) SAP AG AC260 16

1-2-3 List 5 functions you can perform on a parked document
1-3 Demonstrate the differences between a parked document and a held document.
1-3-1 Enter the following information as part of a G/L document posting, then
hold the document:
Date: Today’s date

Company code: 1000
Document header text: Hold##1 where ## = group number
Debit (40) G/L account 100000 for 49 UNI
Credit (49) G/L account 110000 for 50 UNI
Enter the temporary document number.
1-3-2 Enter the following information as part of a G/L document, then park the
document:
Date: Today’s date

Company code: 1000
Debit (40) G/L account 100000 for 50 UNI
Credit (50) G/L account 110000 for 50 UNI
Enter your group number in the document header text field
When you park the document, write down the document number
____________________
1-3-3 Look at the line item display for account 100000, company code 1000 Be
sure that the Parked items indicator is set. Which document do you see?
____________________
1-3-4 Re-open the held document and change the amounts to 48 UNI. Re-hold the
document
1-3-5 Open the parked document and change the amounts to 51 UNI. Repark the
document
1-3-6 Post both documents: Note the document number for the originally ”held"
document:
_____________________
Also note the document number for the originally ”parked" document:
_____________________
1-3-7 Look in the line item display for account 110000, company code 1000 and
locate the documents you posted. Drilldown to the overview and review the
information available on the document changes. What information did you
change on the formerly parked document?
(C) SAP AG AC260 17
____________________
(C) SAP AG AC260 18

7.17Document Parking Solutions
Unit: Document Parking
1-1 True or False:

1-1-1 You can see parked documents in a line item display
True
1-1-2 A parked document and its eventual posted version will have the same
document number
True
1-1-3 You can use substitution in parked documents

False
1-1-4 You can use account assignment models in parked documents

True
1-1-5 You can review changes made to a parked document even after you post it
True
(C) SAP AG AC260 19

1-2 Summarize the advantages and features of document parking
1-2-1 Name two advantages of a parked document over a held document
A parked document generates a document number
A parked document can be evaluated in R3 reporting
A parked document can be used in conjunction with authorizations and
workflow to automate approval processes
(Others)
1-2-2 What kinds of documents can be parked?

Customer, vendor, and G/L documents
Or
Invoices, credit memos, and G/L postings
1-2-3 List 5 functions you can perform on a parked document

Park, change, post, view changes and delete
1-3 Demonstrate the differences between a parked document and a held document.
1-3-1 Enter the following information as part of a G/L document posting, then hold
the document:
Document entryG/L account posting
Enter the data, then select
DocumentHold
1-3-2 Enter information as part of a G/L document, then park the document
Document entryPark document
Enter the data, then select
DocumentPark document
1-3-3 Look at the line item display for account 100000, company code 1000
(C) SAP AG AC260 20

AccountDisplay line items
Be sure that the Parked items indicator is set.
You should find the document you parked in the "parked items" section
1-3-4 Retrieve the held document and change the amounts to 48 UNI. Hold the
document again.
Edit  Select held document
Make the necessary changes, then choose
DocumentHold
1-3-5 Open the parked document and change the amounts to 51 UNI. Repark the
document
DocumentParked documentsChange
Make the changes indicated, then choose Document Park
1-4 Post both documents
To post the ”held" document:

Edit  Select held document
Select the appropriate held document
DocumentPost
To post the "parked" document

DocumentParked documentsPost/delete
Select the parked document in question
DocumentPost
(C) SAP AG AC260 21

1-4-1 Look in the line item display for account 110000, company code 1000 and
locate the documents you posted. Drilldown to the overview and review the
information available on the document changes.
AccountDisplay/change line items
Enter the account and company code, then choose enter. Double click on your
transaction to view details. Then choose:
EnvironmentDocument changes
Neither document will show any changes on the first screen (which shows
changes made to the document after posting). Press enter again to view changes
made before posting the "parked" document. Then click on any of the fields to
see what changes were made.
(C) SAP AG AC260 22

8
FI Archiving: Contents
 Purpose of FI archiving
 FI Archiving functions
 Basic configuration of FI archiving
 SAP AG 1999
(C) SAP AG AC260 1

8.2
FI Archiving: Unit Objectives

to:
 Explain the concept of FI archiving
 Describe the FI archiving functions
 Describe the basic configuration of FI
archiving
 SAP AG 1999
(C) SAP AG AC260 2

8.3
Unit 1 Introduction
Unit 8 FI Archiving
 SAP AG 1999
(C) SAP AG AC260 3

8.4
FI Archiving: Business Scenario
 The accounting managers have decided to

keep the systemmanagement costs as low
as possible. This decision intends tokeep
the data volume as small as possible and the
system's performance at a good level.
 You as a member of the project teamwill find
out by talking with the accounting clerks
howlong FI documents andmaster records
have to be available within the R/3 systemin
order to archive themas soonas possible.
Having collected the different requirements,
you will start to set the parameters of the FI
archiving program.
 SAPAG1999
(C) SAP AG AC260 4

8.5
Archiving and Retrieval
SAP R/3
Archiving
Documents
Archive management
Info. per archiving/ \usr\sap\...

Master retrieval run
records
Retrieval
 SAP AG 1999
(C) SAP AG AC260 5

8.6
Archiving: FI Objects and Programs
Object
Archiving object Archiving program
Description
G/L accounts FI_ACCOUNT SAPF053

Accounts receivable FI_ACCPAYB SAPF058
Accounts payable FI_ACCREC SAPF056
Transaction figures FI_MONTHLY SAPF064
Banks FI_BANKS SAPF061
Documents FI_DOCUMNT SAPF048
Payment requests FI_PAYRQ SAPFPRQ0
Checks FI_SCHECK RFCHKA00
Deletion programs:
SAPFxxxD
RCHKA10
 SAP AG 1999
 Within FI you can archive master records and documents.

 Retrieval programs allow you to reload archived data.
 During every archive run the systems creates management data to give you information about the
archived/retrieved data.
 In order to get an overview of the objects which are relevant to archiving, use transaction code AOBJ.
Using this transaction code you can see for each archiving object, which tables are archived or just
deleted. Example: Related to archiving object FI_DOCUMNT the tables BSAD, BSAK, BSAS, BSIS
are deleted and not archived.
(C) SAP AG AC260 6

8.7
Archiving Logic
No logic Application logic Customizing
Transaction Banks: Documents:

figures: - Deletion flag is set? - Runtime definitions
- Still in use? - Item cleared? Not
- No logic
G/L Accounts: cleared?
- Deletion flags are set?
- Transaction figures already
archived?
- Documents already
archived?
Customers/ Vendors:
- Deletion flags are set in
SD,MM and FI ?
- Transaction figures already
archived?
- Documents in all
applications already
archived?
- Customer is also vendor?
- Alternative payee ?
 SAP AG 1999
 The transaction figures have to stay at least 2 years in the system before they can be archived.
(C) SAP AG AC260 7

8.8
Customizing: Document Archiving
Document archiving table: Account life
Company Account From account To account Life Secondary Archive

code type index length index length
* * 1 ZZZZZZZZZZ Period of time Length of time Length of time

until document until secondary for account-
is archived index is deleted related archive
index
Document archiving table: Document life

Company Document Document Archive index lifetime
code type lifetime
* * Length of time Length of document

until document related archive index
is archived
 SAP AG 1999
 You can make generic entries for company code, document type and account type. The more detail the
better.
 The customizing of the document type and account type includes a test function that checks an
individual document against the corresponding entries of the tables (transaction code: FB99).
 Archive Indices:
ARIX_BKPF: Document related archive index ARIX_BSAD: Customer account-related archive index.
ARIX_BSAK: Vendor account related archive index. ARIX_BSAS, ARIX_BSIS: GL -Account related
archive indices.
Note: The document oriented archive index is used by transaction code FB03. The account oriented
indices are not yet used in standard transactions and programs. However, they can be used for your own
developments.
 If you want to take advantage of the new archive indices with regard to old archives, you can use
program SAPF048X in order to create the new indices based on old archives.
(C) SAP AG AC260 8

8.9
Customizing: Document Life
Example: Document type life Account life
60 days 90 days
Posting date: 05.03.

Clearing date: 31.03.
Key date: 10.07.
60days 60
Line item 1 ...
Line item 2 ...
Account life
Document type life

March April May June July
10.07.
05.03.
31.03.
 SAP AG 1999
 The relevant dates for determining the life time of the document are the posting date (open item
managed accounts refer to the clearing date) and the key date.
 The longer life time definition determines the remaining time of the document in the system.
(C) SAP AG AC260 9

8.10
Individual Customizing: Archiving
Financial Accounting editing options: Document display
Search strategy
Single document drilldown 1

Search strategies only
for current document
display
Document archiving table: Document life

Strategy Short text
Ignore archive, database only

0 Strategy 1-4, until matches found
1 Search per archive index until matches found
2 If complete, search per archive index, otherwise archive administration
3 Search per archive administration until matches found
4 Completely search each archive until matches found
 SAP AG 1999
(C) SAP AG AC260 10

8.11
Special Customizing: Archiving Objects
Technical settings: Example object: FI_DOCUMNT
Size of archive file If maximum is exceeded,

a new archive file is opened
Size in MB 25
If this value is exceeded,
Maximum number of
30.000 a new archive file is opened
data objects
Settings for delete program Start object-related delete program

Start automatically after archiving program
Create index Performance is better for access of

archived data, for example, during
Commit Counter FB03, if an index was created
5.000
Number of processes to be
Productive and performed, before database
Test variants update occurs
Settings for post-processing programs
Depending on their lifetime
Start automatically definition, the secondary and
archive indices are deleted,
Productive variant normally after the document has
been archived
 SAP AG 1999
(C) SAP AG AC260 11

8.12
FI Archiving: Summary
 Explain the purpose and conception of the

FI archiving programs
 Describe the functions of FI archiving
 Explain the steps necessary for FI
archiving integration
 SAP AG 1999
(C) SAP AG AC260 12

8.13FI Archiving Exercises
Unit: FI Archiving

 Explain the concept of FI archiving
 Describe the functions in FI archiving
 Describe basic configuration of FI archiving
 The accounting managers have decided to keep the system

management costs as low as possible. They hope to keep the data
volume as small as possible and the system performance at a good
level.
 You, as a member of the project team, will find out by talking with the
accounting clerks how long FI documents and master records have to
be accessible within the R/3 system in order to archive them as soon
as possible. Having collected the different requirements, you will start
to set the parameters for the FI archiving program.
Your instructor has shown you an example of FI document archiving. In order to learn to
navigate in the archive management try to find the following information in the system:
1-1 What is the physical file name of the data archived by your instructor?
Menu path:
Physical file name:
1-2 How large is the archived file?
Same menu path as in 1-1:
(C) SAP AG AC260 13

Size in MB:
1-3 What is the date of the archived data?
Same menu path as in 1-1:
1-4 Which one of the four dates of a document belonging to an open item managed account
is relevant for archiving? Select the correct answers!
CPU date Yes No
Posting date Yes No
Clearing date Yes No
Document date Yes No
1-5 Can open items be archived or deleted?
1-6 Which objects relevant to FI archiving are defined in the system? Which transactions/
menu paths can you use to find out?
Transaction:
Menu path:
List of object names:
(C) SAP AG AC260 14

8.14FI Archiving Solutions
Unit: FI Archiving
Your instructor has shown you an example of FI document archiving. In order to learn to
navigate in the archive management, try to find the following information in the system:
1-1 What is the physical file name of the data archived by your instructor?
AccountingFinancial AccountingGeneral ledger  Periodic processing 

Archiving  Documents
Select Management and drilldown until the following appears:
Physical file name: D:\usr\sap\XYZ\sys\global\RFImmdd0
(XYZ = R/3 System)
1-2 How large is the archived file?
Same menu path as in 1-1

see size in MB
(Data may vary)
1-3 What is the creation date of the archive file?
Same menu path as in 1-1

Having drilled down to the lowest level, press the "File" icon. Scroll to your right to the
"Posting date" column.
The creation date is today's date.
1-4 Which one of the four dates of a document belonging to an open item managed account
is relevant for archiving? Select the correct answers!
CPU date Yes No
Posting date Yes No
(C) SAP AG AC260 15

Clearing date Yes No
Document date Yes No
1-5 Can open items be archived or deleted?
They are not archived. They are deleted. Only documents are archived.
1-6 Which objects relevant to FI archiving are defined in the system? Which transactions/
menu paths can you use to find out?
Transaction: AOBJ
Goto Position
Select object name: FI
List of archiving objects within FI:
FI_ACCOUNT
FI_ACCPAYB
FI_ACCRECV
FI_BANKS
FI_...
and so on...
(C) SAP AG AC260 16

9
FI Data Transfer
Contents:
 Data transfer concept
 Various transfer methods
 Retrieving information from the R/3 System
 SAP AG 1999
(C) SAP AG AC260 1

9.2
Data Transfer: Topic Objectives
 Describe the data transfer concept

 Describe various methods of data transfer
 Retrieve information from the R/3 System
 SAP AG 1999
(C) SAP AG AC260 2

9.3
Overview Diagram with Unit Highlighted
Unit 1 Introduction

Unit 8 FI Archiving
 SAP AG 1999
(C) SAP AG AC260 3

9.4
Data Transfer: Business Scenario
 Due to the pending old data transfer, you want to

become acquainted with the transfer methods.
Especially important for you as a member of the
project team is the entry of the first data in the R/3
System.
 SAP AG 1999
(C) SAP AG AC260 4

9.5
Data Transfer to the R/3 System
Legacy system
SAP System
Le
ga
cy
da
ta
SAP data
 SAP AG 1999
 Large data sets cannot be transferred manually from a legacy system to the R/3 System due to economic
considerations. This would be unacceptable for a company. Therefore you need a method of transferring
the data automatically in the background.
 Data transfer is necessary if:
Data should be transferred from your legacy system into the R/3 System during installation.
Data is transferred regularly from legacy systems to the R/3 System.
Example: If you have data input into your legacy system, and this data should be integrated into the
R/3 System.
 A way thus has to be found to transport data to the system, that is, to the database.
(C) SAP AG AC260 5

9.6
Direct Data Transfer
Legacy system
SAP System
STOP
SAP data
 SAP AG 1999
 To preserve the integrity of the data, you cannot directly import external data to the R/3 database.
(C) SAP AG AC260 6

9.7
Data Transfer Using Interfaces
Legacy system
SAP System
Sequential SAP
files interfaces / SAP data
checks
 SAP AG 1999
 When transferring data from your legacy system into your R/3 System, you must ensure the integrity of
the data.
 It is thus necessary to use the same validations for data transfer that are required for online use.
 Since the online checks in transactions are very extensive with the possibility of all involving multiple
applications, it is difficult to make the checks on your own.
 SAP provides interfaces for data transfer. These interfaces use parts of the transactions and their checks
to transfer the data to the SAP System.
(C) SAP AG AC260 7

9.8
Data Transfer Workbench
Legacy system
SAP System
DX-WB
LSMW
Sequential
file SAP data
 SAP AG 1999
 When transferring data from one SAP system or legacy system to a SAP System, you have the following
tools available:
- The Data Transfer Workbench, that is, the DX-WB
- The Legacy System Migration Workbench (LSMW)
 These tools cannot complete data transfer. They serve as the initial screen for data transfer and simplify
the transfer using the actual transfer programs of the applications.
(C) SAP AG AC260 8

9.9
LSMW
Conversion
PC
file SAP
Application
file
server
• Structure relationship
• Field assignments
• Conversion rules
• Source structure definitions
 SAP AG 1999
 The LSMW allows for data to be read from presentation servers (PC) or application servers. In order for
files to be read, the structure of the file, the source structure, has to be defined.
 The file contents are then imported into an internal format of the LSMW and stored as a LSMW file.
 You then have to define structure relationships and field assignments to specify which field of the
source structure is to be created in which field of the target structure.
 A conversion rule has to be defined for each source field that is to be entered in a field of the target
structure. You define how the field value of the source structure is to be transferred to the field of the
target structure.
 Based on these definitions, the contents of the LSMW file is converted in the target structure and can be
transferred with a transfer method.
(C) SAP AG AC260 9

9.10
Data Transfer with DX-WB
Legacy SAP format

format
USD
$ Data conversion
SAP DB
 SAP AG 1999
 When you transfer legacy data into the R/3 System, you need to ensure that it is in the SAP format. The
conversion can be completed in various manners:
 Converting the data in the legacy system has the advantage that the user is familiar with the
programming language that it uses (such as COBOL).
 Converting the data in the R/3 System using ABAP has the advantage of automatic type conversion.
You can use the structure definitions of the ABAP Dictionary directly.
 With Excel, simple and complex conversions are possible for flat structures.
 With the LSMW as a mapping tool
 With a certified non-SAP product
(C) SAP AG AC260 10

9.11
DX-WB Transfer Method
SAP format
SAP record
layout SAP IDoc
Structure structure
Standard
Transfer BAPI
program
such as RFBIBL00, RFBIDE00, RFBIKR00, RFBISA00
 SAP AG 1999
 The DX-WB cannot perform a data transfer on its own. It serves as a structure for simplifying the data
transfer.
 The DX-WB supports the following transfer methods:
 Standard transfer programs
 Transfer using BAPIs
(C) SAP AG AC260 11

9.12
Business Object
 Organization of Transfer Programs and BAPIs using BOR

Objects
Transfer
program
BAPI Transfer
program
BAPI BAPI
Business
object
BAPI
Transfer
program
 SAP AG 1999
 BAPI: Business Application Programming Interface

 Standardized program interfaces that allow external applications to access the business processes and
data of the R/3 System.
 BAPIs are defined in BOR as methods of SAP business object types that complete certain business
functions.
 For each BOR (business object repository) object, multiple transfer methods can exist. They can either
be BAPIs or transfer programs. Since the BAPIs are already identified via BOR objects, is makes sense
to have the standard programs identified in this manner as well. Thus, a BOR object identifies all
available transfer methods.
 The BOR forms the R/3 System's interface to external world and thus, all transfer programs are assigned
to BOR objects.
(C) SAP AG AC260 12

9.13
Transfer Methods
Data transfer
program Batch input
Batch input
Data transfer
program Call transaction CT
Direct input DI
BAPI
Data transfer
program Batch input
 SAP AG 1999
 Most applications provide a standard interface.

 In the SAP System, various methods of data transfer are supported. They are batch input, call
transaction, direct input, and BAPIs. The method supported is dependent on the application. The
anticipated amount of data plays an important role for the method supported.
(C) SAP AG AC260 13

9.14
Batch Input Method
SAP format
Legacy
format
Convert data
BI data transfer such as RFBIDE00
program
BI session
Online
transaction
 SAP AG 1999
 Batch input is a standard method with which data can be transferred to the R/3 System. The transaction
process is simulated and the data is transferred as if it had be entered online. The advantage of the
method is that all transaction checks are performed. This ensures data consistency.
 The batch input method has two phases:
1.) A batch input session in created. It contains all relevant data.
2.) The batch input session is processed and the data contained in it is imported to the R/3
System.
 Most of the SAP standard data transfer programs use the batch input method.
 Important: The online transaction is used to import and check the data.
(C) SAP AG AC260 14

9.15
Overview: Batch Input Processing
BI data transfer
program
such as RFBIDE00
BI sessions
BI monitor
Monitor
DB
 SAP AG 1999
 Batch input (or BDC, batch data communication) is an automatic procedure for the transfer of data to
SAP Systems without user prompts.
 To enable the same checks and posting as online, the method simulates a user dialog.
 The central component of this method is a batch input session.
 These sessions are provided with data by a batch input program and contain all data needed for the
simulation of a user dialog.
 You then process the sessions with the batch input monitor. From here, the data is sent to the database of
the R/3 System.
(C) SAP AG AC260 15

9.16
Call Transaction Method
SAP format
Legacy
format
Convert data
CT data transfer such as RFBIBL00
program
CT
Online
transaction
 SAP AG 1999
 Call transaction is a standard method with which data can be transferred to the R/3 System. The
transaction process is simulated and the data is transferred as if it had be entered online. The advantage
of the method is that all transaction checks are performed. This ensures data consistency.
 Call transaction posts the data directly via the online transaction.
 The method provides the options as the batch input method.
 Important: The online transaction is used to import and check the data.
(C) SAP AG AC260 16

9.17
Direct Input Method
SAP format
Legacy
format
Convert data
DI data transfer
such as RFBIBL00
program
 SAP AG 1999
 With direct input, data from the data transfer file is subjected to all necessary checks and is then directly
transferred to the R/3 System. The R/3 database is directly updated by the data transferred.
 Important: The import and check is performed by a program that carries out the same checks as the
online transaction. This ensures the integrity of the data.
 The online transaction is not used here.
(C) SAP AG AC260 17

9.18
BAPI Method
SAP IDoc
structure
Legacy
format
Convert data
Record by record
e.g. customer 1
BAPI
 SAP AG 1999
 BAPIs are standardized program interfaces that allow external access to business processes and data in
the R/3 System.
 Business application programming interfaces (BAPIs) are defined in the Business Object Repository
(BOR) as methods of SAP business objects or SAP interface types and provide and object-oriented view
of the business components (application components) or the R/3 System.
 By starting a BAPI of the related application, the data is transferred.
 Here as well, the same checks are performed as if online.
(C) SAP AG AC260 18

9.19
Data Transfer: Unit Summary

 Explain the concept of data transfer
 Describe various transfer methods
 Retrieve initial information from the R/3 System
 SAP AG 1999
(C) SAP AG AC260 19

9.20Data Transfer Exercises
Unit: Data Transfer

 Describe the data transfer concept
 Describe various methods of data transfer
 Retrieve information from the R/3 System for data transfer
Due to the pending legacy data transfer, you want to become acquainted
with the transfer methods. Especially important for you as a member of
the project team is the procurement of the first data in the R/3 System.
1-1 The data transfer procedure has changed considerably for Release 4.6.
1-1-1 Name the two access tools that simplify data transfer.
___________________________________________________________
___________________________________________________________
1-1-2 Which steps are supported within the access tools as related to data transfer?
__________________________________________________________
__________________________________________________________
1-2 SAP offers various transfer methods that you can use for data transfer depending on
your experience and system architecture.
1-2-1 Name these methods.
________________________________________________________
________________________________________________________
(C) SAP AG AC260 20

1-2-2 What are the main differences / similarities of the various methods?
Similarities:
______________________________________________________
______________________________________________________
Differences:
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________
1-3 There are various ways you can retrieve information for data transfer from the R/3
System.
1-3-1 In the data transfer workbench, retrieve information on posting methods when
transferring accounting documents.
Tools  Data Transfer Workbench...

_______________________________________________________
_______________________________________________________
_______________________________________________________
_______________________________________________________
(C) SAP AG AC260 21

9.21Data Transfer Solutions
Unit: Data Transfer
1-1 The data transfer procedure has changed considerably for Release 4.6.
1.1.1 Name the two access tools that simplify data transfer.
The two access tools are LSMW (Legacy Migration Migration Workbench) and
DX-WB (Data Transfer Workbench).
1-1-2 Which steps are supported within the access tools as related to data transfer?
Data conversion is performed in the LSMW. The BX-WB supports the import
of data to the SAP database.
1-2 SAP offers various transfer methods that you can use for data transfer depending on
your experience and system architecture.
1-2-1 Name these methods.
The methods are: Batch input, call transaction, direct input, and BAPIs
1-2-2 What are the main differences / similarities of the various methods?
Similarities:
Data has to be converted into the SAP format prior to transfer to the SAP
database, independent of the transfer method.
Differences:
The batch input method uses the online transactions for plausibility checks.
The call transaction method simulates the online transactions.
The direct input method uses the same calls as the online transaction.
The BAPI method starts function modules that use the same checks as the
online transactions.
1-3 There are various ways you can retrieve information for data transfer from the R/3
System.
1-3-1 In the data transfer workbench, retrieve information on posting methods when
transferring accounting documents.
Tools  Data Transfer Workbench
(C) SAP AG AC260 22

 Help  Application help
+ CA Data Transfer Workbench
+ Data Transfer Objects in Applications
FI Financial Accounting
+ Transferring Accounting Documents
+ Posting Documents (Legacy Data Transfer)
(C) SAP AG AC260 23

AC260 Additional Features in Financial Accounting: R/3 System Release 46C 04/04/2001

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AC260 Additional Features in Financial Accounting: R/3 System Release 46C 04/04/2001

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AC260 Additional Features in Financial

R/3 System Release 46C 04/04/2001

Copyright 2000 SAP AG. All rights reserved.

All rights reserved.

Level 2 AC200 3 days Level 3 AC205 2 days

 AC010 Financial Accounting and Reporting

 Professional experience in accounting

Notes for participants:

(C) SAP AG AC260 1

This course will enable you to:

(C) SAP AG AC260 2

At the conclusion of this course, you will

 Describe additional features in FI

(C) SAP AG AC260 3

Unit 1 Introduction Unit 6 A/P A/R Information

(C) SAP AG AC260 4

Unit 2 Special G/L Transactions

Unit 4 Interest Calculation

Unit 5 Parallel Currencies

Unit 7 Document Parking

Unit 9 FI Data Transfer

(C) SAP AG AC260 5

 In addition to the more common FI functions, the

(C) SAP AG AC260 6

 What is a Special G/L Transaction?

(C) SAP AG AC260 1

At the conclusion of this unit, you will be able

(C) SAP AG AC260 2

Unit 2 Special G/L Transactions

Unit 4 Interest Calculation

Unit 5 Parallel Currencies

Unit 7 Document Parking

Unit 9 FI Data Transfer

(C) SAP AG AC260 3

1000 Down 1000

Down pymts recvd Down pymts made

(C) SAP AG AC260 4

 Down payment request With down

 Bill of exchange request

 Ind. value adjustment

(C) SAP AG AC260 5

There are three types of special G/L transactions, and their

(C) SAP AG AC260 6

 Two line items with postings to a predefined offsetting

(C) SAP AG AC260 7

 A line item is created without updating the account

Spec. G/L receivables

888 Down payment

(C) SAP AG AC260 8

 Freely definable offsets are two line entries where the

Invoice 1 555 Freely definable

Example: Down payment received

(C) SAP AG AC260 9

Customer Reconciliation account

Down payment request

Down payment (+B)

(C) SAP AG AC260 10

Customer Reconciliation account

Bad debt expense

Expense for uncollectable accts

Revenue Output tax

 (1)Receivable is recorded in the customer's account.

(C) SAP AG AC260 11

Noted item Down payment _ _