S.NO.

PARTICULARS TRANSACTION PAGE

CODE Nos.
BASIC SETTINGS FOR FINANCIALS ( FI ) 2-37
1 DEFINE COMPANY (GROUP)- THIS STEP IS OX15
OPTIONAL
2 DEFINE COMPANY CODE OX02
3 ASSIGN COMPANY CODE TO COMPANY OX16
4 DEFINE SEGMENTS S_ALO_19000003
5 DEFINE CHART OF ACCOUNTS OB13
6 ASSIGN COMPANY CODE TO CHART OF ACCOUNTS OB62
7 DEFINE ACCOUNT GROUPS OBD4
8 DEFINE RETAINED EARNINGS ACCOUNT OB53
9 DEFINE FISCAL YEAR OB29
10 ASSIGN COMPANY CODE TO A FISCAL YEAR OB37
VARIANT
11 POSTING PERIODS
A. DEFINE VARIANTS FOR OPEN POSTING PERIODS OBBO
B. ASSIGN VARIANTS TO COMPANY CODE OBBP
C. OPEN AND CLOSE POSTING PERIODS OB52
D. POSTING PERIODS ENTRY AT END USER AREA S_ ALR_ 87003642
12 HOW TO VIEW TRANSACTION CODE WHEN WE GET
TRANSACTION CODE SPRO ON SCREEN
13 DOCUMENT TYPES AND NUMBER RANGE OBA7
14 FIELD STATUS VARIANT AND FIELD STATUS OBC4
GROUPS
15 ASSIGN COMPANY CODE TO FIELD STATUS OBC5
VARIANTS
16 TOLERANCE GROUP
I. G/L ACCOUNTING CLEARING TOLERANCE OBA0
II. DEFINE TOLERANCE GROUP FOR EMPLOYEES OB57
17 ASSIGN COUNTRY TO CALCULATION PROCEDURE OBBG
18 MAINTAIN CONTROLLING AREA OKKP
19 DEFINE PROFIT CENTER GROUP 0KE5
20 CLASSIFY G/L ACCOUNTS FOR DOCUMENT
SPLITTING
21 DEFINE DOCUMENT SPLITTING CHARACTERISTICS
FOR GENERAL LEDGER ACCOUNTING
22 ACTIVATE DOCUMENT SPLITTING
23 LEADING LEDGER
24 ENTER GLOBAL PARAMETERS OBY6

1
 BASIC SETTINGS FOR FINANCIALS (FI)

ENTERPRISE STRUCTURE (OR) ORGANIZATION STRUCTURE IN FI

NORMAL SAP
ACCOUNTING
GROUP COMPANY PERFECT GROUP
| | |
COMPANY COMPANY PERFECT INDUSTRIES LIMITED PERFECT STEELS LIMITED
CODE
| | | |
UNITS SEGMENTS HYDERABAD BANGALORE HYDERABAD BANGALORE
| |
DIVISIONS PROFIT STEEL CEMENT STEEL CEMENT STEEL CEMENT STEEL CEMENT
CENTERS DIVISION DIVISION DIVISION DIVISION DIVISION DIVISION DIVISION DIVISION

UPTO 4.7EE (OLD) VERSION -UNITS USED TO BE CREATED AS BUSINESS AREAS

FROM ECC6 (NEW ) VERSION -UNITS TO CREATE AS SEGMENTS .

THE CONSULTANTS DO SETTINGS (CUSTOMIZATION)AT COMPANY CODE LEVEL. COMPANY CODE

IS A LEGAL ENTITY ALL SETTINGS WILL BE DONE AT COMPANY CODE LEVEL. COMPANY OR
GROUP IS ONLY FOR INFORMATION.

IN THE BEGINNING THE CONSULTANTS WILL DO SETTINGS FOR ONE COMPANY CODE.
AFTERWARDS HE WILL COPY ALL SETTINGS INCLUDING ACCOUNTS TO OTHER COMPANY CODES
IN ONE STEP AND MAKE CHANGES WHEREVER REQUIRED.

IN THE BEGINNING WE ARE GOING TO DO CUSTOMIZATION FOR PERFECT INDUSTRIES LIMITED.

1.DEFINE COMPANY (GROUP) -THIS STEP IS OPTIONAL [T/C : OX15 ]

A COMPANY IN SAP IS REPRESENTED BY 6 CHARACTERS(NUMERICAL/ALPHABETS /ALPHA

NUMERIC ) CODE AND USUALLY REPRESENTS THE ENTERPRISE OR THE GROUP COMPANY.
THE CREATION OF COMPANY IN SAP IS OPTIONAL.
A COMPANY IS AN ORGANIZATIONAL UNIT IN ACCOUNTING WHICH REPRESENTS A BUSINESS
ORGANIZATION ACCORDING TO THE REQUIREMENTS OF COMMERCIAL LAW IN A PARTICULAR
COUNTRY.
A COMPANY CAN INCLUDE ONE OR MORE COMPANY CODES.

PATH:-

TOOLS -->CUSTOMIZING -->IMG (IMPLEMENTATION GUIDE)-->EXECUTE PROJECT (T/C : SPRO)

INTERVIEW QUESTION :-
SPRO STANDS FOR WHAT?
SPRO STANDS FOR "SAP PROJECT REFERENCE OBJECT "

SELECT SAP REFERENCE IMG BUTTON

WE GET CUSTOMIZATION AREA SCREEN (OR) CONFIGURATION AREA (OR) IMPLEMENTATION
AREA.
2
ALL CONSULTANTS DO CUSTOMIZATION HERE ONLY. BASED ON THE CUSTOMIZATION ENTRIES
WILL BE POSTED.
IN LIVE ENVIRONMENT IN PRODUCTION SERVER CLIENT NO ONE WILL HAVE ACCESS TO THIS
AREA.

SELECT ENTERPRISE STRUCTURE FOLDER-->SELECT DEFINITION FOLDER -->SELECT FINANCIAL

ACCOUNTING FOLDER--> DEFINE COMPANY
-->SELECT IMG ACTIVITY BUTTON
--> SELECT NEW ENTRIES BUTTON

COMPANY : PGP
COMPANY NAME : PERFECT GROUP
NAME OF COMPANY2 : BLANK
STREET : AMEERPET
POSTAL CODE : 500000
CITY : HYDERABAD
COUNTRY : SELECT DROP DOWN BUTTON OR PULL DOWN BUTTON
SELECT IN i.e., INDIA
LANGUAGE KEY : SELECT DROP DOWN BUTTON OR PULL DOWN BUTTON
SELECT EN FOR ENGLISH
CURRENCY : SELECT DROP DOWN BUTTON OR PULL DOWN BUTTON
SELECT INR i.e., INDIAN RUPEE
--> SELECT SAVE BUTTON OR CTRL+S

BY DEFAULT IT GIVES LATEST TRANSPORT REQUEST.

WE HAVE TO CREATE OUR OWN TRANSPORT REQUEST AND SAVE.

EARLIER WE HAVE DISCUSSED:

DEVELOPMENT SEVER PRODUCTION SERVER
| |
CLIENT CLIENT

WIPRO TEAM : DO CUSTOMIZATION TRANSPORT REQUEST -->

PERFECT TEAM : DO TESTING WE POST ACTUAL DATA

• ALL FI BASIC SETTINGS WILL BE SAVED IN 1ST TRANSPORT REQUEST

• ALL GENERAL LEDGER SETTINGS WILL BE SAVED IN 2ND TRANSPORT REQUEST
• ALL ACCOUNTS PAYABLE SETTINGS WILL BE SAVED IN 3RD TRANSPORT REQUEST
• ALL ACCOUNTS RECEIVABLE SETTINGS WILL BE SAVED IN 4TH TRANSPORT REQUEST
• ALL ASSET ACCOUNTING SETTINGS WILL BE SAVED IN 5TH TRANSPORT REQUEST
• ALL CONTROLLING SETTINGS WILL BE SAVED IN 6TH TRANSPORT REQUEST
✓ SELECT CREATE REQUEST BUTTON (OR) F8
✓ SHORT DESCRIPTION " FI BASIC SETTINGS FOR PERFECT INDUSTRIES LTD "
✓ PRESS ENTER
✓ ENTER ONCE AGAIN TO SAVE IN THE REQUEST
3
WE GET A MESSAGE DATA WAS SAVED

2. DEFINE COMPANY CODE [T/C : OX02 ]

• A COMPANY CODE IS THE SMALLEST ORGANIZATIONAL UNIT FOR WHICH WE CAN DRAW
INDIVIDUAL FINANCIAL STATEMENTS i.e., BALANCE SHEET AND PROFIT & LOSS ACCOUNT FOR
EXTERNAL REPORTING.
• IT IS DENOTED BY 4 CHARACTERS (NUMERICAL /ALPHABET /ALPHA NUMERIC) CODE .
• COMPANY CODE IS A LEGAL ENTITY. CREATION IS OF COMPANY CODE MANDATORY.
• ALL SETTINGS WILL BE DONE AT COMPANY CODE LEVEL AND ALL POSTINGS WILL BE DONE AT
COMPANY CODE LEVEL.

PATH :-
TOOLS -->CUSTOMIZING --> IMG (IMPLEMENTATION GUIDE ) --> EXECUTE PROJECT
(T/C : SPRO)
-->SELECT SAP REFERENCE IMG BUTTON
• NOW ONWARDS WE USE SPRO OR IMG
• WHEN WE USE SPRO OR IMG-PATH UPTO SELECT SAP REFERENCE IMG BUTTON IT IS SAME

• WHEN WE USE SPRO OR IMG : WE ARE DOING A CONSULTANT JOB

• WHEN WE DO NOT USE SPRO OR IMG: WE ARE DOING AN END USER JOB

ENTERPRISE STRUCTURE --> DEFINITION --> FINANCIAL ACCOUNTING-->

EDIT,COPY,DELETE,CHECK COMPANY CODE

--> SELECT IMG ACTIVITY BUTTON

-->DOUBLE CLICK ON EDIT COMPANY CODE DATA
-->SELECT NEW ENTRIES BUTTON

COMPANY CODE : PIL

COMPANY NAME : PERFECT INDUSTRIES LTD
CITY : HYDERABAD
COUNTRY : IN
CURRENCY : INR
LANGUAGE : EN

--> SELECT SAVE BUTTON OR CTRL+S

TITLE : SELECT COMPANY

NAME : PERFECT INDUSTRIES LTD
STREET : AMEERPET
POSTAL CODE /CITY :500000- HYDERABAD
COUNTRY : IN
--> PRESS ENTER

4
--> SELECT DROP DOWN BESIDE REQUEST NUMBER
-->SELECT YOUR REQUEST NUMBER
--> PRESS ENTER TO SAVE IN YOUR REQUEST

3.ASSIGN COMPANY CODE TO COMPANY :THIS STEP IS OPTIONAL [T/C :OX16 ]

PATH:
SPRO -->ENTERPRISE STRUCTURE -->ASSIGNMENT -->FINANCIAL ACCOUNTING -->ASSIGN
COMPANY CODE TO COMPANY

-->SELECT POSITION BUTTON

-->COMPANY CODE : PIL
--> PRESS ENTER
• FOR COMPANY CODE COMPANY
PIL PGP
-->SELECT SAVE BUTTION OR CTRL+S
--> PRESS ENTER TO SAVE IN YOUR REQUEST
4.DEFINE SEGMENTS (T/C: S_AL0_19000003)

THE SEGMENT IS DEFINED AS A SUB- AREA OF A COMPANY WITH ACTIVITIES THAT GENERATE
EXPENSES AND REVENUES WITH AN OPERATING RESULT. THIS IS REGULARLY USED BY
MANAGEMENT FOR PROFIT ASSESSMENT AND RESOURCE ALLOCATION PURPOSE. IN INDIA AS
PER INDIAN ACCOUNTING STANDARDS SEGMENTAL REPORTING IS REQUIRED IN THE
FOLLOWING CASES:

A) IF REVENUE OF A PARTICULAR SEGMENT IS MORE THAN 10% OF TOTAL REVENUES OF ALL

SEGMENTS .
B) IF PROFIT (OR) LOSS OF A PARTICULAR SEGMENT IS MORE THAN 10% OF TOTAL PROFIT (OR)
LOSS OF ALL SEGMENTS
C)IF ASSETS OF A PARTICULAR SEGMENT IS MORE THAN 10% OF TOTAL ASSETS OF ALL
SEGMENTS
PATH :-
SPRO -->ENTERPRISE STRUCTURE -->DEFINITION --> FINANCIAL ACCOUNTING --> DEFINE
SEGMENT

-->SELECT NEW ENTRIES BUTTION

SEGMENT DESCRIPTION
PILH HYDERABAD SEGMENT
PILB BANGALORE SEGMENT

-->SELECT SAVE BUTTION OR CTRL+S

--> PRESS ENTER TO SAVE IN YOUR REQUEST

5
NOTE :-

ASSIGNMENT OF SEGMENTS TO COMPANY CODE IS NOT REQUIRED.THE SAME SEGMENT CAN BE

USED BY NUMBER OF COMPANY CODES IN THE CLIENT i.e., CLIENT 800.

Eg:-
COMPANY CODES :-PERFECT INDUSTRIES LTD (PIL) PERFECT STEELS LTD (PSL)

A) PIL ACCOUNTANT IS POSTING A TRANSACTION.

AT THE TIME OF POSTING HE ENTERS-
COMPANY CODE : PIL
SEGMENT: HYD
IN REPORT PIL ACCOUNTANT ENTERS :-
COMPANY CODE : PIL
SEGMENT : HYD
HE GETS HYDERABAD DATA OF COMPANY CODE PIL

B) PSL ACCOUNTANT IS POSTING A TRANSACTION.

AT THE TIME OF POSTING HE ENTERS-
COMPANY CODE : PSL
SEGMENT : HYD
IN REPORT PSL ACCOUNTANT ENTERS:-
COMPANY CODE : PSL
SEGMENT : HYD
HE GETS HYDERABAD DATA OF COMPANY CODE PSL
C) HYDERABAD INCHARGE FOR PIL AND PSL
IN REPORT HE GIVES :-
COMPANY CODE : PIL AND PSL
SEGMENT : HYD
HE GETS HYDERABAD DATA OF COMPANY CODE PIL AND PSL

5. DEFINE CHART OF ACCOUNTS [T/C : OB13 ]

• A CHART OF ACCOUNTS IS THE LIST OF GENERAL LEDGER ACCOUNTS USED IN ONE MORE
COMPANY CODES. ALL THE GENERAL LEDGER ACCOUNTS IN A CHART OF ACCOUNTS WILL
HAVE AN ACCOUNT NUMBER, ACCOUNT NAME AND SOME CONTROL INFORMATION.
• THE CONTROL INFORMATION DECIDES HOW GENERAL LEDGER ACCOUNT CAN BE CREATED.
• IT IS DENOTED BY 4 CHARACTERS (NUMERICAL /ALPHABETS /ALPHA-NUMERIC)
• FOR GIVING ACCOUNT NUMBERS SAP HAS GIVEN 2 OPTIONS

COMPANY CODE : PIL PSL

OPTION : 1
ALL COMPANY CODES WILL USE SAME SET OF ACCOUNTS i.e., CHART OF ACCOUNTS.
IT MEANS ACCOUNT NUMBER IS SAME FOR ALL COMPANY CODES.

6
SALARIES ACCOUNT
NUMBER : A/C NO : 400000 A/C NO : 400000

WE CAN EASILY COMPARE OR CONSOLIDATE.

OPTION :2
EACH COMPANY CODE WILL USE SEPARATE SET OF ACCOUNTS i.e., CHART OF ACCOUNTS.
IT MEANS ACCOUNT NUMBER IS DIFFERENT FOR ALL COMPANY CODES.

SALARIES ACCOUNT
NUMBER : A/C NO : 400000 A/C NO : 300000

WE CAN NOT DIRECTLY COMPARE OR CONSOLIDATE. THEY WANT TO COMPARE OR

CONSOLIDATE. BY USING GROUP CHART OF ACCOUNTS WE CAN COMPARE OR CONSOLIDATE.

PIL PSL GROUP CHART

OF ACCOUNTS
SALARIES ACCOUNT 400000 300000 100000

WHEN WE CREATE ACCOUNT

WE HAVE TO SPECIFY 2 ACCOUNT
NUMBERS
-SALARIES ACCOUNT NUMBER:
COMPANY CODE A/C NO : 400000 300000
GROUP ACCOUNT NO : 100000 100000

WE COMPARE OR CONSOLIDATE WITH GROUP ACCOUNT NUMBER.

GENERALLY COMPANIES FOLLOW OPTION 1

IN THIS STEP WE SPECIFY :-

1. WHAT IS OUR CHART OF ACCOUNTS CODE
2.DESCRIPTION OF CHART OF ACCOUNTS
3.MAINTENANCE LANGUAGE
4.LENGTH OF ACCOUNTS NUMBER
MAX : 10 CHARACTERS
WE ARE USING 6 DIGITS
5.DO WE FOLLOW OPTION 1 OR OPTION 2

PATH:-
SPRO -->FINANCIAL ACCOUNTING (NEW)-->GENERAL LEDGER ACCOUNTING (NEW) -->MASTER
DATA -->G/L ACCOUNTS -->PREPARATIONS -->EDIT CHART OF ACCOUNTS LIST

-->SELECT NEW ENTRIES BUTTON

CHART OF ACCOUNTS : PIL

7
 DESCRIPTION : CHART OF ACCOUNTS FOR PERFECT GROUP
MAINT LANGUAGE : SELECT ENGLISH
LENGTH OF G/L ACCOUNT NUMBER : 6
GROUP CHART OF ACCOUNTS : --- [KEEP IT BLANK ]
DESELECT ( DO NOT SELECT ) -BLOCKED CHECK BOX
SELECT SAVE BUTTION
SAVE IN YOUR REQUEST

❖ WHY TO DESELECT BLOCKED CHECK BOX :-

ACCOUNTS CREATION IS GIVEN AT END USER AREA. THE USERS AT THE TIME OF POSTING WILL
NOT CHECK WHETHER ACCOUNT IS THERE OR NOT.THEY CREATE NEW ACCOUNTS AND POST
ENTRIES. WE WILL HAVE NUMBER OF DUPLICATE ACCOUNTS.
IN NORMAL ACCOUNTING PACKAGES WE CAN DELETE DUPLICATE ACCOUNTS .
IN SAP ONCE ACCOUNT IS CREATED AND POSTED THAT ACCOUNT CAN NOT BE DELETED.
IN LIVE ENVIRONMENT, ONCE ACCOUNTS ARE UPLOADED, WE SELECT BLOCKED CHECK BOX. NO
ONE CAN CREATE ANY ACCOUNT i.e., WHETHER ORIGINAL OR DUPLICATE. IF THERE IS A
NECESSITY TO CREATE A NEW ACCOUNT -WE DESELECT BLOCKED CHECK BOX AND CREATE
ACCOUNT -ONCE AGAIN SELECT BLOCKED CHECK BOX .
WE HAVE TO CREATE ACCOUNTS SO WE HAVE DESELECTED BLOCKED CHECK BOX.

PURPOSE :-TO AVOID DUPLICATE ACCOUNTS CREATION

6.ASSIGN COMPANY CODE TO CHART OF ACCOUNTS [T/C : OB62 ]

PATH : SPRO --> FINANCIAL ACCOUNTING (NEW)-->GENERAL LEDGER ACCOUNTING (NEW)-->

MASTER DATA -->G/L ACCOUNTS --> PREPARATIONS-->ASSIGN COMPANY CODE TO CHART OF
ACCOUNTS
-->SELECT POSITION BUTTON
-->COMPANY CODE : PIL
-->ENTER

COMPANY CODE COMPANY NAME CHART OF ACCOUNTS COUNTRY CHART OF

ACCOUNTS
PIL PERFECT INDUSTRIES PIL KEEP IT BLANK
LTD

-->SELECT SAVE BUTTION OR CTRL +S

-->PRESS ENTER TO SAVE IN YOUR REQUEST

7.DEFINE ACCOUNT GROUPS (T/C : OBD4)

• THE ACCOUNT GROUP OR GENERAL LEDGER ACCOUNT GROUP IS DENOTED BY 4

CHARACTERS. IT CAN BE NUMERICAL /ALPHABET /ALPHA-NUMERIC.
• TO CREATE GENERAL LEDGER ACCOUNT -ACCOUNT GROUP IS MANDATORY
• IT IS GROUPING OF SIMILAR NATURE OF GENERAL LEDGER ACCOUNTS.
• EACH GENERAL LEDGER ACCOUNT IS ASSIGNED TO ONLY ONE ACCOUNT GROUP.

8
• THE SAME ACCOUNT GROUP CAN BE USED BY MORE THAN ONE COMPANY CODE IF THEY USE
THE SAME CHART OF ACCOUNTS .
• THE ACCOUNT GROUP DETERMINES THE NUMBER INTERVAL THAT IS TO BE USED WHILE
CREATING THE MASTER RECORD.
• THE ACCCOUNT GROUP DETERMINES THE SCREEN LAYOUT THAT IS TO BE USED WHILE
CREATING THE MASTER IN THE COMPANY CODE AREA.
• WHILE DEFINING ACCOUNT GROUP, WE NEED TO DEFINE THE FIELD STATUS FOR EACH
ACCOUNT GROUP. THE FIELD IN FIELD STATUS CAN BE REQUIRED OR SUPPRESS OR
OPTIONAL.

❖ WHY ACCOUNT GROUPS ARE REQUIRED:-

WE HAVE CREATED GENERAL LEDGER ACCOUNTS

A/C NO : 100000 EQUITY SHARE CAPITAL
100001 CASH ACCOUNT
100002 PREFERENCE SHARE CAPITAL
100003 SBI CURRENT ACCOUNT

SAY WE HAVE CREATED AROUND 1000 ACCOUNTS

REQUIREMENT :-
WE WANT TO SEE ONLY CURRENT ASSETS BALANCES OR TRANSACTIONS
WE CANNOT GET DIRECTLY. WE HAVE TO VERIFY EACH AND EVERY ACCOUNT THEN ADD THE
RESPECTIVE ACCOUNTS. IN OUR EXAMPLE WE HAVE TO ADD ACCOUNT NUMBER 100001 CASH
ACCOUNT AND 100003 SBI CURRENT ACCOUNT WHICH ARE CURRENT ASSETS. THIS WILL TAKE
TIME
OR
WE ARE PREPARING BALANCE SHEET AND PROFIT &LOSS ACCOUNT. IN THE BALANCE SHEET
FOR SHARE CAPITAL ITEM WE HAVE TO ASSIGN THE RESPECTIVE ACCOUNTS. IN OUR EXAMPLE
ACCOUNTS NUMBER 100000 EQUITY SHARE CAPITAL AND 100002 PREFERENCE SHARE CAPITAL
ACCOUNT. THIS WILL TAKE TIME.
TO GET CURRENT ASSETS BALANCES OR TRANSACTIONS EASILY OR TO PREPARE BALANCE
SHEET EASILY SAP HAS GIVEN ACCOUNT GROUPS.

THE STRUCTURE IS : -
CHART OF ACCOUNTS ASSIGN TO COMPANY CODE
I
ACCOUNT GROUPS
I
ACCOUNTS

9
 Eg:
WE HAVE CREATED CHART ASSIGNED TO COMPANY CODE PIL
OF ACCOUNTS PIL
I
SHARE CAPITAL ACCOUNT 100000 - 100099
GROUP

CURRENT ASSETS ACCOUNT 200000 -200099

GROUP
I
ACCOUNTS

• CREATE CASH ACCOUNT WITH ANY ACCOUNT NUMBER WITHIN THE RANGE GIVEN FOR
CURRENT ASSETS 200000 - 200099
• CREATE SBI CURRENT ACCOUNT WITH ANY ACCOUNT NUMBER WITHIN THE RANGE GIVEN FOR
CURRENT ASSETS 200000 - 200099
• WHEN WE WANT TO SEE CURRENT ASSETS BALANCES OR TRANSACTIONS IN THE REPORT WE
GIVE ACCOUNT GROUP CURRENT ASSETS
• CREATE EQUITY SHARE CAPITAL WITH ANY ACCOUNT NUMBER WITHIN THE RANGE GIVEN
FOR SHARE CAPITAL ACCOUNT GROUP 100000 - 100099
• CREATE PREFERENCE SHARE CAPITAL WITH ANY ACCOUNT NUMBER WITHIN THE RANGE
GIVEN FOR SHARE CAPITAL ACCOUNT GROUP 100000 - 100099
• WHEN WE PREPARE BALANCE SHEET FOR SHARE CAPITAL ITEM WE GIVE RANGE 100000 -
100099. IF THE ACCOUNT BALANCE IS THERE IT APPEARS OTHERWISE IT WILL NOT APPEAR.
• IN LIVE ENVIRONMENT,WE TAKE COMPANY'S BALANCE SHEET AND CREATE ACCOUNT GROUPS.
AFTER SAP IMPLEMENTATION ALSO THE ACCOUNTS DEPARTMENT WANT TO SEE THE
BALANCE SHEET THE WAY THEY USED TO GET .
WE SUGGEST :-
ALL LIABILITY ACCOUNTS TO START WITH I SERIES
ALL ASSET ACCOUNTS TO START WITH 2 SERIES
ALL INCOME ACCOUNTS TO START WITH 3 SERIES
ALL EXPENDITURE ACCOUNTS TO START WITH 4 SERIES
• THE USER IS POSTING TO SALARIES ACCOUNT WHICH IS AN EXPENDITURE ACCOUNT. AT THE
TIME OF POSTING HE GIVES 4*-ONLY EXPENDITURE ACCOUNTS WILL APPEAR.
• THE USER IS POSTING TO CASH ACCOUNT WHICH IS AN ASSET ACCOUNT . AT THE TIME OF
POSTING HE GIVES 2*- ONLY ASSET ACCOUNTS WILL APPEAR.
PATH : -
SPRO -->FINANCIAL ACCOUNTING (NEW )-->GENERAL LEDGER ACCOUNTING (NEW) -->MASTER
DATA --> G/L ACCOUNTS -->PREPARATIONS --> DEFINE ACCOUNT GROUP
--> SELECT NEW ENTRIES BUTTION

10
CHART OF ACCOUNT NAME FROM TO
ACCOUNTS GROUP ACCOUNT ACCOUNT

LIABILITIES : -
PIL SCPL SHARE CAPITAL 100000 100099
PIL RSPL RESERVES &SURPLUS 100100 100199
PIL ACDN ACCUMULATED DEPRECIATION 100200 100299
PIL LONG LONG TERM LIABILITIES 100300 100399
PIL SHRT SHORT TERM LIABILITIES 100400 100499
PIL CLPR CURRENT LIABILITIES & 100500 100599
PROVISIONS
ASSETS :-

PIL FAST FIXED ASSETS 200000 200099

PIL CAST CURRENT ASSETS,LOANS & ADVANCES 200100 200199
INCOME : -

PIL SALE SALES 300000 300099

PIL OTHR OTHER INCOME 300100 300199
PIL INCR INCREASE / DECRESE IN STOCK 300200 300299
EXPENDITURE: -

PIL RMCN RAW MATERIAL CONSUMPTION 400000 400099

PIL PRSN PERSONNEL COST (STAFF COST ) 400100 400199
PIL MFRG MANUFACTURING COST 400200 400299
PIL ADMN ADMINISTRATION COST 400300 400399
PIL INTR INTEREST COST 400400 400499
PIL DEPR DEPRECATION 400500 400599
✓ SELECT SAVE BUTTON
✓ PRESS ENTER TO SAVE IN YOUR REQUEST
WHY WE ARE USING 6 DIGITS

6 DIGITS 4 10 DIGITS
DIGITS

100000 100099 SHARE CAPITAL 1000 1099 1000000000 1000000099

100100 100199 RESERVES 1100 1199
&SURPLUS
100200 100299 ACCUMULATED 1200 1299
DEPRECIATION
100300 100399 LONG TERM 1300 1399
LIABILITIES
100400 100499 SHORT TERM 1400 1499
LIABILITIES
100500 100599 CURRENT 1500 1599
LIABILITIES &
PROVISIONS
200000 200099 FIXED ASSETS 2000 2099

11
AFTER 5 YEARS WE REQUIRE WITH 1 SERIES 10 NEW ACCOUNT GROUPS. ALL 100 ACCOUNTS IN
THE ACCOUNT GROUPS ARE CONSUMED OR NEW ACCOUNT GROUPS HAVE COME .
Eg : - DEFERRED TAX LIABILITY

IF WE USE 4 DIGITS 6 DIGITS

LAST ACCOUNT NUMBER WITH 1 SERIES 1999 199999

LESS : - ALREADY USED -1599 -100599

ACCOUNT NUMBERS AVPILABLE WITH 1 400 99400

SERIES

FOR EACH GROUP WE ARE GIVING A GAP OF 100 ACCOUNTS 100 ACCOUNTS

ACCOUNT GROUPS WE CAN 400 ACCOUNTS/100= 99400 ACCOUNTS

CREATE WITH 1 SERIES 4 ACCOUNT GROUPS /100= 994 ACCOUNT
GROUPS

IF WE USE 4 DIGITS:
WE CAN NOT USE 2 SERIES / 3 SERIES /4 SERIES
WE HAVE TO GO FOR 5 SERIES
THE USER AT THE TIME OF POSTING TO LIABILITIES ACCOUNT FIRST HE GIVES 1* ---
IT THE ACCOUNT IS NOT THERE THEN HE HAS TO CHECK WITH 5*

IF WE USE 10 DIGITS: IF SOMEBODY ASKS ACCOUNT NUMBER IT IS DIFFICULT TO TELL.

MOST PREFERRED NUMBER - 6 DIGITS

FOR LONG TERM LIABILITIES ALL 100 ACCOUNTS ARE CONSUMED

LONG TERM LIABILITIES 2-- 100600 - 100699

8. DEFINE RETAINED EARNINGS ACCOUNT (T / C : OB53)

IN THE YEAR END :-

ALL PROFIT & LOSS ACCOUNT SURPLUS IN P &L ACCOUNT
BALANCES TRANSFER TO (RESERVES & SURPLUS ACCOUNT GROUP)

ALL BALANCE SHEET ACCOUNT

BALANCES CARRY FORWARD TO THE SAME ACCOUNT AS OPENING BALANCE

THIS STEP IS REQUIRED ONLY IN THE YEAR END . SAP HAS MADE MANDATORY THIS STEP
DURING IMPLEMENTATION. IF WE DO NOT CONFIGURE THIS STEP, SYSTEM WILL NOT ALLOW US
TO CREATE ACCOUNTS. IF THE CONSULTANT DOES NOT CONFIGURE THIS STEP SYSTEM CAN
NOT TRANSFER P & L ACCOUNT BALANCES TO SURPLUS IN P & L ACCOUNT AND BALANCE SHEET
ACCOUNT BALANCES CAN NOT BE CARRIED FORWARD TO NEXT YEAR AS OPENING BALANCE.

12
THOUGH ACCOUNTS ARE NOT CREATED SPECIFY ONE ACCOUNT FOR RETAINED EARNINGS
ACCOUNT PURPOSE. WE CAN SPECIFY ANY ACCOUNT NUMBER GIVEN FOR RESERVES &SURPLUS
ACCOUNT GROUP RANGE i.e.,100100 - 100199. GENERALLY WE SPECIFY 100100 WILL BE OUR
RETAINED EARNINGS ACCOUNT. WHEN WE START CREATING ACCOUNTS FIRST ACCOUNT TO
CREATE IS 100100 i.e., SURPLUS IN P & L ACCOUNT.
NOTE :- ONE COMPANY CODE CAN HAVE MULTIPLE RETAINED EARNINGS ACCOUNTS
PATH :

SPRO-->FINANCIAL ACCOUNTING (NEW)-->GENERAL LEDGER ACCOUNTING ( NEW ) -->

MASTER DATA --> G/L ACCOUNTS --> PREPARATIONS --> DEFINE RETAINED EARNINGS
ACCOUNT

--> CHART OF ACCOUNTS : PIL

--> ENTER

P & L ACCOUNT TYPE ACCOUNT

X 100100
-->SELECT SAVE BUTTON

-->WE GET A MESSAGE:- ACCOUNT 100100 NOT CREATED IN CHART OF ACCOUNTS PIL
-->IGNORE THE WARNING MESSAGE AND PRESS ENTER
--> SAVE IN YOUR REQUEST

9. DEFINE FISCAL YEAR [T/C : - OB29]

 IN NORMAL ACCOUNTING PACKAGES WE USE ACCOUNTING YEAR OR FINANCIAL YEAR.

 IN SAP IT IS CALLED FISCAL YEAR

FISCAL YEAR VARIANT

 INDIAN COMPANIES FOLLOW ACCOUNTING YEAR APR - MARCH

SAP HAS GIVEN APR - MARCH + 4 SPECIAL PERIODS V3
 US COMPANIES FOLLOW JAN TO DEC
SAP HAS GIVEN JAN - DEC + 4 SPECIAL PERIODS K4
 SOME COMPANIES FOLLOW JULY - JUNE
SAP HAS GIVEN JULY - JUNE +4 SPECIAL PERIODS V6
 SOME COMPANIES FOLLOW OCT -SEP
SAP HAS GIVEN OCT - SEP +4 SPECIAL PERIODS V9

Eg: - CURRENT YEAR APR ,21 - MAR ,22

IN NORMAL ACCOUNTING WE CALL IT AS ACCOUNTING YEAR 2021 - 2022
IN SAP WE CALL IT AS FISCAL YEAR 2021

JAN ,21 - DEC ,21 :- IN SAP WE CALL IT AS FISCAL YEAR 2021.

JULY,21-JUNE,22 :- IN SAP WE CALL IT AS FISCAL YEAR 2021.
OCT,21-SEP,22:- IN SAP WE CALL IT AS FISCAL YEAR 2022.

13
 2021 2022 FISCAL YEAR
APR,21 - MAR,22 9 3 2021
JAN,21- DEC,21 12 0 2021
JULY,21 - JUNE,22 6 6 2021
OCT,21 - SEP,22 3 9 2022
IF WE GET ABOVE 6MONTHS IN THE NEXT YEAR TAKE NEXT YEAR AS FISCAL YEAR .
OTHERWISE SAME YEAR AS FISCAL YEAR
FISCAL YEAR
CURRENT YEAR APR, 21 -MAR ,22 2021
IN SAP TO PRESENT 1,2021- 12 ,2021

SPECIAL PERIODS : -
--> FOR YEAR END ADJUSTMENTS PURPOSE SAP HAS GIVEN 4 EXTRA PERIODS
i.e., : SPECIAL PERIODS
-->USAGE OF SPECIAL PERIODS OPTIONAL.
--> TO GET PROFITABILITY AT DIFFERENT STAGES SAP HAS GIVEN SPECIAL PERIODS.
--> SPECIAL PERIODS ARE PART OF MARCH

PRESENTATION IN SAP : APR,21 -MAR,22 FISCAL YEAR 2021

1 - 12 13 14 15 16
NORMAL PERIODS SPECIAL PERIODS
--> WHEN WE HAVE 4 SPECIAL PERIODS IN SAP TO PRESENT
1, 2021-16,2021

LAST YEAR: APRIL,2020 TO MARCH,2021-IN SAP FISCAL YEAR 2020

TALLY : - POSTING DATE PERIOD FISCAL YEAR

ACCOUNTS DEPT
FINALIZED PROFITABILITY
FOR APR 20 TO MAR 21 ON 12 2020
10.04.2021
MANAGEMENT
ADJUSTMENT ENTRIES
POSTED BY ACCOUNTS 31.03.2021 12 2020
DEPT ON 25.04.2021.
WE GET PROFITABILITY
FINALIZED BY
MANAGEMENT.
AUDIT BY AUDITORS -
AUDITORS
RECTIFICATION ENTRIES 31.03.2021 12 2020
POSTED BY ACCOUNTS
DEPT ON10.05.2021.
WE GET PROFITABILITY
FINALIZED BY AUDITORS

14
REQUIREMENT ON 1.06.2021

WE WANT TO SEE PROFITABILITY FINALIZED BY ACCOUNTS DEPT .WE CAN NOT GET ACCOUNTS
DEPT PROFITABILITY. WE CAN GET ONLY PROFITABILITY FINALIZED BY AUDITORS.

IN SAP BY USING SPECIAL POSTING DATE PERIOD FISCAL YEAR

PERIODS : -

ACCOUNTS DEPT
FINALIZED PROFITABILITY
FOR APR 20 TO MAR 21 12 2020
ON 10.04.2021
MANAGEMENT
ADJUSTMENT ENTRIES
POSTED BY ACCOUNTS 31.03.2021 13 2020
DEPT ON 25.04.2021.
WE GET PROFITABILITY
FINALIZED BY
MANAGEMENT.
AUDIT BY AUDITORS -
AUDITORS
RECTIFICATION ENTRIES 31.03.2021 14 2020
POSTED BY ACCOUNTS
DEPT ON 10.05.2021.
WE GET PROFITABILITY
FINALIZED BY AUDITORS
REQUIREMENT ON 1.06.2021

WE WANT TO SEE PROFITABILITY FINALIZED BY ACCOUNTS DEPT.

IN REPORT WE GIVE 1,2020 - 12,2020 ACCOUNTS DEPT PROFITABILITY
1,2020 - 13,2020 PROFITABILITY FINALIZED BY MANAGEMENT
1,2020 - 14,2020 PROFITABILITY FINALIZED BY AUDITORS
13,2020 - 13,2020 ONLY MANAGEMENT ADJUSTMENT ENTRIES

SAP KNOWS ONLY CALENDAR YEAR PERIODS. IT DOES NOT KNOW OUR ACCOUNTING YEAR
PERIODS .HOW TO CONVERT CALENDAR YEAR PERIODS TO OUR ACCOUNTING YEAR PERIODS.

15
 Eg: - 1ACCOUNTING YEAR APR,21 - MARCH, 22-FISCAL YEAR 2021
MONTH DAY PERIOD YEAR
SHIFT
JAN 1 31 10 -1
FEB 2 29 11 -1
MAR 3 31 12 -1
APR 4 30 1 0
MAY 5 31 2 0
JUNE 6 30 3 0
JULY 7 31 4 0
AUG 8 31 5 0
SEP 9 30 6 0
OCT 10 31 7 0
NOV 11 30 8 0
DEC 12 31 9 0

APR ,21 -MAR,22 - FISCAL YEAR 2021

APR, 2021
I. IN WHICH CALENDAR YEAR IT IS COMING 2021
II. AS PART OF WHICH FISCAL YEAR WE ARE CALLING IN SAP 2021 .
 THERE IS NO CHANGE. YEAR SHIFT (2021 - 2021) 0
JAN , 2022
I. IN WHICH CALENDAR YEAR IT IS COMING 2022
II. AS PART OF WHICH FISCAL YEAR WE ARE CALLING IN SAP 2021
YEAR SHIFT (2021-2022)= -1
IF WE POST AN ENTRY WITH 01.01.2022 DATE IT HAS TO UPDATE FISCAL YEAR 2021 LEDGER
AND NOT 2022 LEDGER.

16
Eg : - 2 OCT,21 -SEP,22 - FISCAL YEAR 2022

MONTH DAY PERIOD YEAR SHIFT

JAN 1 31 4 0
FEB 2 29 5 0
MAR 3 31 6 0
APR 4 30 7 0
MAY 5 31 8 0
JUNE 6 30 9 0
JULY 7 31 10 0
AUG 8 31 11 0
SEP 9 30 12 0
OCT 10 31 1 +1
NOV 11 30 2 +1
DEC 12 31 3 +1

OCT,21 -SEP ,22 - FISCAL YEAR 2022

OCT, 2021
I. IN WHICH CALENDAR YEAR IT IS COMING -2021
II. AS PART OF WHICH FISCAL YEAR WE ARE CALLING IN SAP 2022.
YEAR SHIFT (2022 - 2021 )=+1
IF WE POST AN ENTRY WITH 01.10.2021 DATE IT HAS TO UPDATE FISCAL YEAR 2022
LEDGER AND NOT 2021 LEDGER.
JAN , 2022
I. IN WHICH CALENDAR YEAR IT IS COMING- 2022
II. AS PART OF WHICH FISCAL YEAR WE ARE CALLING IN SAP 2022
THERE IS NO CHANGE YEAR SHIFT (2022-2022) =0

PATH : SPRO-->FINANCIAL ACCOUNTING (NEW ) --> FINANCIAL ACCOUNTING GLOBAL SETTINGS

( NEW ) --> LEDGERS --> FISCAL YEAR AND POSTING PERIODS --> MAINTAIN FISCAL YEAR
VARIANT ( MAINTAIN SHORTENED FISCAL YEAR )

--> SELECT POSITION BUTTON

--> FISCAL YEAR VARIANT SELECT V3
--> PRESS ENTER
--> SELECT FISCAL YEAR VARIANT V3
--> DOUBLE CLICK ON PERIODS FOLDER
--> SELECT BACK ARROW (OR) F3
--> SELECT NEW ENTRIES BUTTON
FV DESCRIPTION
P1 APR-MAR ,4 SPL PERIODS

-->DESELECT( DO NOT SELECT ) YEAR DEPENDENT CHECK BOX

17
--> DESELECT ( DO NOT SELECT ) CALENDAR YEAR CHECK BOX
--> NUMBER OF POSTING PERIODS 12
--> NUMBER OF SPECIAL PERIODS 4
--> SELECT SAVE BUTTON OR CTRL+S
-->PRESS ENTER TO SAVE IN YOUR REQUEST
--> SELECT P1
-->DOUBLE CLICK ON PERIODS FOLDER
-->SELECT NEW ENTRIES BUTTON

MONTH DAY PERIOD YEAR SHIFT

1 31 10 -1
2 29 11 -1
3 31 12 -1
4 30 1 0
5 31 2 0
6 30 3 0
7 31 4 0
8 31 5 0
9 30 6 0
10 31 7 0
11 30 8 0
12 31 9 0

-->SELECT SAVE BUTTON

I. WHY TO DESELECT YEAR DEPENDENT CHECK BOX

IF WE SELECT YEAR DEPENDENT CHECK BOX, WHEN CREATE THE FISCAL YEAR VARIANT IT
WILL ASK THE CONVERSION IS FOR WHICH CALENDER YEAR. IF WE SPECIFY THE CONVERSION IS
FOR CALENDAR YEAR 2021, THIS CONVERSION IS AVPILABLE ONLY FOR THIS YEAR. EVERY YEAR
WE HAVE TO CREATE CONVERSION .
IF WE DESELECT YEAR DEPENDENT CHECK BOX, THE CONVERSION IS APPLICABLE FOR ALL
YEARS.

II. WHY TO DESELECT CALENDER YEAR CHECK BOX

IT WE SELECT CALENDAR YEAR CHECK BOX, SYSTEM TAKES JAN AS PERIOD 1 AND APRIL AS
PERIOD 4. OUR REQUIREMENT IS APRIL SHOULD BE PERIOD 1 AND JAN SHOULD BE PERIOD 10.
DESELECT CALENDAR YEAR CHECK BOX.

10.ASSIGN COMPANY CODE TO A FISCAL YEAR VARIANT (T/C :- OB37)

SAME PATH
SELECT POSITION BUTTON
--> COMPANY CODE PIL
--> ENTER

COMPANY CODE FISCAL YEAR VARIANT

PIL V3 OR P1
-->SELECT SAVE BUTTON
18
--> PRESS ENTER TO SAVE IN YOUR REQUEST

11.POSTING PERIODS
IN THIS STEP WE SPECIFY WHICH PERIODS ARE OPEN FOR POSTINGS. IN THE EARLIER STEP WE
HAVE SPECIFIED OUR ACCOUNTING YEAR IS APRIL TO MARCH .

CURRENT YEAR : APR,21 - MAR, 22 FISCAL YEAR 2021

IN SAP WE PRESENT 1,2021-12,2021
 ACCOUNTS DEPARTMENT RELEASED PROFITABILITY UPTO DEC,21 TO MANAGEMENT.
ONCE THE PROFITABILITY IS RELEASED THE FIGURES SHOULD NOT BE CHANGED.
 IT WE OPEN PERIODS FROM APR, 21 TO MARCH ,22 IF SOME ONE POSTS WITH APRIL 2021
DATE THE PROFITABILITY FIGURES WILL BE CHANGED.
 OPEN PERIODS FROM JAN,22 - MAR,22 FOR POSTINGS
IN SAP WE OPEN 10,2021 - 12,2021
IN SAP IT IS CALLED OPEN AND CLOSE POSTING PERIODS
OPEN MEANS FROM PERIOD JAN, 22
CLOSE MEANS TO PERIOD MAR ,22
SAP HAS GIVEN 2 OPTIONS FOR OPENING THE PERIODS
COMPANY CODE : PIL PSL

OPTION 1 : -

ALL COMPANY CODES OPEN JAN,2022 TO MARCH, 2022

AND CLOSE PERIODS AT THE
SAME TIME

I. DEFINE POSTING PERIOD

VARIANT SAY X
II. ASSIGN POSTING PERIOD X TO PIL X TO PSL
VARIANT TO COMPANY
CODE/CODES
III .DEFINE OPEN AND CLOSE FOR VARIANT X - 10 , 2021 -12,2021
POSTING PERIODS FOR USERS OF PIL AND PSL CAN POST ENTRIES IN SAP FROM
VARIANT X JAN,22 TO MARCH,22

COMPANY CODE : PIL PSL

OPTION 2 : -

EACH COMPANY CODE WILL JAN,22 TO MAR ,22 FEB,22 TO FEB,22

OPEN AND CLOSE PERIODS
SEPARATELY
I. DEFINE POSTING PERIOD
VARIANT SAY X AND Y

19
II. ASSIGN POSTING PERIOD X TO PIL Y TO PSL
VARIANT TO COMPANY
CODE/CODES

III .DEFINE OPEN AND CLOSE FOR VARIANT X - FOR VARIANT Y -

POSTING PERIODS FOR 10, 2021 -12,2021
VARIANT X AND Y USERS OF PIL CAN
POST ENTRIES IN SAP
FROM JAN,22 TO
MARCH,22
11, 2021 -11,2021
USERS OF PSL CAN
POST ENTRIES IN SAP
FROM FEB,22 TO
FEB,22

A. DEFINE VARIANTS FOR OPEN POSTING PERIODS [T/C : - OBBO ]

PATH :SPRO -->FINANCIAL ACCOUNTING ( NEW ) --> FINANCIAL ACCOUNTING GLOBAL

SETTINGS ( NEW )-->LEDGERS --> FISCAL YEAR AND POSTING PERIODS --> POSTING PERIODS --
> DEFINE VARIANTS FOR OPEN POSTING PERIODS
--> SELECT NEW ENTRIES BUTTON

VARIANT NAME
PIL POSTING PERIOD VARIANT FOR PIL

--> SELECT SAVE BUTTON

--> SAVE IN YOUR REQUEST

B. ASSIGN VARIANTS TO COMPANY CODE [T/C : - OBBP ]

--> SAME PATH

-->SELECT POSITION BUTTON
-->COMPANY CODE PIL
--> ENTER
COMPANY CODE ASSIGN VARIANT
PIL PIL
-->SELECT SAVE BUTTON
-->PRESS ENTER TO SAVE IN YOUR REQUEST

C. OPEN AND CLOSE POSTING PERIODS [T/C : - OB52 ]

SAP HAS GIVEN THE FACILITY TO OPEN 2 DIFFERENT PERIODS AT A TIME.

CURRENT YEAR : - APR,21 - MAR,22- FISCAL YEAR 2021

ACCOUNTS DEPARTMENT RELEASED PROFITABILITY UPTO DEC 21 TO MANAGEMENT. TO OPEN

PERIODS FROM JAN, 22 TO MAR 22 FOR POSTINGS.

FROM PERIOD- 1 MANDATORY

TO OPEN IN SAP JAN ,22 - MAR , 22
IN SAP TO PRESENT 10,2021 - 12 ,2021

20
LAST YEAR AUDIT IS NOT OVER. TODAY WE HAVE TO POST ENTRIES FOR LAST YEAR MARCH 21.
LAST YEAR : APR,20 -MAR ,21 FISCAL YEAR 2020

FROM PERIOD- 2 OPTIONAL

TO OPEN IN SAP MAR,21 - MAR ,21
IN SAP TO PRESENT 12,2020 - 12,2020
USERS CAN POST ENTRIES FOR MAR 21, OCT 21 AND UPTO MAR 22

SAME PATH
-->SELECT NEW ENTRIES BUTTON

VARIANT ACCOUNT TYPE FROM TO ACCOUNT FROM YEAR

ACCOUNT PERIOD 1
PIL SELECT + ---- ---- 10 2021
VALID FOR ALL
ACCOUNT
TYPES

TO YEAR FROM YEAR TO PERIOD YEAR AUGR

PERIOD PERIOD2
12 2021 12 2020 12 2020 -----
--> PRESS SAVE BUTTON
-->PRESS ENTER TO SAVE IN YOUR REQUEST

AUTHORIZATION GROUP : -
WE HAVE OPENED PERIODS FROM JAN 22 TO MAR 22. IF JAN 22 PROFITABILITY IS RELEASED
WE HAVE TO OPEN PERIODS FROM FEB 22 TO MAR 22. .THIS SCREEN IS REQUIRED EVERY
MONTH. WE HAVE DISCUSSED EARLIER - IN LIVE ENVIRONMENT NO ONE WILL HAVE ACCESS TO
CUSTOMIZATION AREA IN PRODUCTION SERVER CLIENT. SAP HAS GIVEN THE SAME SCREEN AT
END USER AREA. WHEN IT IS AVPILABLE AT END USER AREA, THE USERS WILL MISUSE THIS
SCREEN. SAP HAS GIVEN AUTHORIZATION GROUPS. THIS IS THE JOB OF BASIS CONSULTANT.
THE BASIS CONSULTANT WILL ASSIGN THIS SCREEN AUTHORIZATION OBJECT TO MANAGER
ACCOUNTS AND DEPUTY MANAGER ACCOUNTS USER IDs .
ONLY THE ABOVE USERS CAN MAKE CHANGES TO POSTING PERIODS AT END USER AREA .

D. PATH FOR POSTING PERIODS ENTRY AT END USER AREA [T/C : - S_ ALR_87003642 ]

PATH :ACCOUNTING-->FINANCIAL ACCOUNTING --> GENERAL LEDGER --> ENVIRONMENT -->

CURRENT SETTINGS--> OPEN AND CLOSE POSTING PERIODS
--> SELECT POSITION BUTTON
-->POSTING PERIOD VARIANT PIL
--> PRESS ENTER

21
12. HOW TO VIEW TRANSACTION CODE WHEN WE GET TRANSACTION CODE SPRO ON
SCREEN

PATH :SPRO -->ENTERPRISE STRUCTURE -->DEFINITION --> FINANCIAL ACCOUNTING-->

DEFINE COMPANY
--> KEEP THE CURSOR ON DEFINE COMPANY
--> FROM THE MENU BAR SELECT ADDITIONAL INFORMATION-->ADDITIONAL INFORMATION->
DISPLAY KEY --> IMG ACTIVITY
--> WE GET ADDITIONAL INFORMATION COLUMN
-->NOTE DOWN LAST 4 CHARACTERS i.e., OX15

13.DOCUMENT TYPES AND NUMBER RANGES [T/C :- OBA7 ]

IN NORMAL ACCOUNTING WE USE VOUCHERS.

IN SAP IT IS CALLED DOCUMENT .
IN NORMAL ACCOUNTING PACKAGES ACCOUNTS PERSON ONLY WILL POST ALL ENTRIES.
HE GETS DOCUMENT NUMBERS SERIALLY .

WE HAVE DISCUSSED AT THE TIME OF DEMO- IN SAP

ACCOUNTS PERSON STORES PERSON SALES PERSON
( AT CITY OFFICE ) ( AT FACTORY ) (AT BRANCH )
MATERIAL RECEIPT 1
PAYMENT TO VENDOR 2
SALES AT BRANCH 3
RECEIPT FROM CUSTOMER 4

ACCOUNTS PERSON DOES NOT KNOW WHICH DOCUMENTS HE HAS TO TAKE PRINTING . WE ARE
NOT GETTING DOCUMENT NUMBERS SERIALLY IN SAP. TO GET DOCUMENT NUMBERS SERIALLY
SAP HAS GIVEN DOCUMENT TYPES .

DOCUMENT TYPE SA (GENERAL LEDGER) RE (PURCHASES ) RV (SALES)

NUMBER RANGE 01 02 03
NUMBER RANGE 1 -- 100000 100001 -- 200000 200001 -- 300000
INTERVAL
 WHEN ACCOUNTS PERSON POSTS DOCUMENTS WITH DOCUMENT TYPE SA -- HIS
DOCUMENT NUMBERS WILL BE 1,2,3 ONWARDS.

 WHEN PURCHASE PERSON DOES PURCHASE INVIOCE VERIFICATION WITH DOCUMENT

TYPE RE -- THE DOCUMENT NUMBERS WILL BE 100001, 100002 , 100003 ONWARDS

ADVANTAGES : -
1.WE GET DOCUMENT NUMBERS SERIALLY IN ALL AREAS
2.BY SEEING THE DOCUMENT NUMBER WE CAN TELL WHERE THE DOCUMENT IS GENERATED.

IN A YEAR FOR DOCUMENT TYPE SA ALL 100000 DOCUMENT NUMBERS ARE CONSUMED.
WHEN THE USER POSTS ENTRIES WITH DOCUMENT TYPE SA IT GIVES AN ERROR MESSAGE -
NO NUMBER RANGE INTERVAL IS AVPILABLE.THEN WE GIVE AVPILABLE NUMBERS -

22
IN OUR EXAMPLE 300001 -- 400000.

PATH :SPRO -->FINANCIAL ACCOUNTING (NEW)--> FINANCIAL ACCOUNTING GLOBAL SETTINGS

( NEW ) --> DOCUMENT --> DOCUMENT TYPES --> DEFINE DOCUMENT TYPES FOR ENTRY VIEW

-->SELECT POSITION BUTTON

--> TYPE SA i.e., G/L ACCOUNT DOCUMENT
--> ENTER
--> SELECT DOCUMENT TYPE SA i.e., G/L ACCOUNT DOCUMENT
--> SELECT DETPILS BUTTON
--> NUMBER RANGE 01
-->SELECT NUMBER RANGE INFORMATION BUTTON
--> COMPANY CODE PIL
--> SELECT CHANGE INTERVALS BUTTON

NO.RANGE YEAR FROM NO TO NUMBER EXTERNAL

01 2021 1 100000 DESELECT [ ]
SELECT SAVE BUTTON

--> IGNORE THE MESSAGE

--> PRESS ENTER
-->WE GET A MESSAGE THE CHANGES WERE SAVED

NOTE: -
NUMBER RANGE INTERVAL WILL NOT BE TRANSPORTED TO PRODUCTION SERVER CLIENT.

1.WHY NUMBER RANGE INTERVAL WILL NOT BE TRANSPORTED TO PRODUCTION SERVER

CLIENT:
A. CONSULTANT IS AN OUTSIDER. HE DOES NOT KNOW HOW MANY DOCUMENT NUMBERS ARE
REQUIRED FOR EACH AREA.
B. ALL DEPARTMENTS WANT TO USE 1-100000 WHICH IS NOT POSSIBLE. IN LIVE ENVIRONMENT,
BEFORE GOING LIVE IN PRODUCTION SERVER CLIENT, ALL DEPARTMENT HEADS SIT TOGETHER
AND DECIDE:
 WHAT WILL BE GENERAL LEDGER DOCUMENT NUMBERS
 WHAT WILL BE PURCHASE DOCUMENT NUMBERS
 WHAT WILL BE SALES DOCUMENT NUMBERS
THE COMPANY CORE TEAM MEMBERS HAVE TO DO TESTING IN DEVELOPMENT SERVER CLIENT.
FOR THAT PURPOSE WE HAVE GIVEN NUMBER RANGE INTERVAL IN DEVELOPMENT SERVER
CLIENT.

2.WHY TO DESELECT EXT (EXTERNAL ) CHECK BOX

IF WE SELECT EXTERNAL CHECK BOX - AT THE TIME OF POSTING WE HAVE TO SPECIFY WHAT
SHOULD BE THE DOCUMENT NUMBER. DPILY USERS POST SO MANY DOCUMENTS. WE CAN NOT
TRACK WHICH DOCUMENT NUMBER IS USED AND WHICH DOCUMENT NUMBER IS NOT USED.

23
DESELECT EXTERNAL CHECK BOX. THE DOCUMENT NUMBER WILL BE TAKEN INTERNALLY .
FIRST POSTING DOCUMENT NUMBER WILL BE 1 AND NEXT POSTING DOCUMENT NUMBER WILL
BE 2. IT TAKES DOCUMENT NUMBERS INTERNALLY .

3.FOR GIVING DOCUMENT NUMBERS SAP HAS GIVEN 2 OPTIONS

OPTION 1 : -
YEAR SPECIFIC :
NO.RANGE FISCAL YEAR FROM TO ALREADY POSTED
01 2020 1 100000 50000 50001
01 2021 1 100000 20000 20001
A. USER IS POSTING AN ENTRY WITH POSTING DATE TODAY'S DATE
AT THE TIME OF POSTING :

POSTING DATE :TODAY'S DATE (WHICH COMES IN FISCAL YEAR 2021)

ENTRY DATE : TODAY'S DATE
IT TAKES DOCUMENT NUMBER 20001.

B.USER IS POSTING AN ENTRY WITH POSTING DATE 31.03.2021

AT THE TIME OF POSTING :

POSTING DATE 31.03.2021 (WHICH COMES IN FISCAL YEAR 2020)
ENTRY DATE : TODAY'S DATE
IT TAKES DOCUMENT NUMBER 50001.

OPTION 2 : -
COMMON FOR ALL YEARS
NO.RANGE FISCAL YEAR FROM TO ALREADY POSTED
01 9999 1 100000 70000

9999 MEANS ANY YEAR

A. USER IS POSTING AN ENTRY WITH POSTING DATE TODAY'S DATE

AT THE TIME OF POSTING :
POSTING DATE : TODAY'S DATE
ENTRY DATE :TODAY'S DATE
IT TAKES DOCUMENT NUMBER 70001.

B.USER IS POSTING AN ENTRY WITH POSTING DATE 31.03.2021

AT THE TIME OF POSTING :
POSTING DATE 31.03.2021
ENTRY DATE: TODAY'S DATE
IT TAKES DOCUMENT NUMBER 70002.

24
IF WE FOLLOW OPTION 2-WE DO NOT KNOW HOW MANY DOCUMENTS WE HAVE POSTED IN
EACH YEAR.

COMPANIES FOLLOW OPTION 1

14. FIELD STATUS VARIANT AND FIELD STATUS GROUPS [T/C : - OBC4 ]
AT THE TIME OF POSTING ON SCREEN WE GET AROUND 75 FIELDS
i.e., : -TEXT (NARRATION), QUANTITY, PROFIT CENTER , COST CENTER, VALUE DATE etc.,

FOR ANY POSTING WE WILL HAVE MINIMUM ONE DEBIT AND ONE CREDIT
DEBIT FIELDS 75
CREDIT FIELDS 75
TOTAL = 150

IF WE START FILLING IN EACH AND EVERY FIELD IT TAKES SO MUCH TIME TO POST ONE
DOCUMENT.
SAP HAS GIVEN THE FACILITY TO MAKE ANY FIELD AS

SUPPRESS REQUIRED OPTIONAL

QUANTITY

IF WE SELECT QUANTITY FIELD SUPPRESS - THE FIELD WILL NOT APPEAR ON SCREEN AT THE
TIME OF POSTING.

IF WE SELECT QUANTITY FIELD REQUIRED - THE FIELD WILL APPEAR WITH TICK MARK ON
SCREEN AT THE TIME OF POSTING. IF WE DONOT GIVE ANY VALUE TO THAT FIELD IT WILL NOT
ALLOW US TO GO TO NEXT SCREEN.

IF WE SELECT QUANTITY FIELD OPTIONAL-THE FIELD WILL APPEAR ON SCREEN. OUR CHOICE
TO ENTER VALUES TO THAT FIELD OR NOT .

THE FIELDS SELECTION IS NOT COMMON FOR ALL ACCOUNTS. ACCOUNT TO ACCOUNT IT VARIES.
FOR EXAMPLE FOR PURCHASE ACCOUNT AND SALES ACCOUNT QUANTITY IS REQUIRED AND
FOR VEHICLE REPAIRS ACCOUNT QUANTITY IS NOT REQUIRED.
SAY WE HAVE AROUND 1000 ACCOUNTS AND WE HAVE TO CREATE 1000 SCENARIOS
WHICH TAKES TIME . SAP HAS GIVEN SHORT-CUT METHOD i.e., FIELD STATUS GROUPS.
SAP HAS GIVEN COMMON FIELD STATUS GROUPS
 GENERAL
 BANK ACCOUNTS
 MATERIAL ACCOUNTS
 COST ACCOUNTS
STEPS : -
i. AT THE TIME OF CREATION OF GENERAL LEDGER ACCOUNT ASSIGN FIELD STATUS GROUP.
ii. FOR FIELD STATUS GROUP WE SPECIFY WHICH FIELD IS REQUIRED,WHICH FIELD IS OPTIONAL
AND WHICH FIELD IS SUPPRESS.

25
iii. AT THE TIME OF POSTING THE USER WILL SELECT ACCOUNT NUMBER THEN PRESS ENTER.
ON SCREEN THE FIELDS WILL APPEAR BASED ON FIELDS SELECTION TO THE FIELD STATUS
GROUP ,WHICH IS ASSIGNED IN ACCOUNT.
iv. FIELD STATUS GROUPS ARE CREATED UNDER FIELD STATUS VARIANT AND FIELD STATUS
VARIANT IS ASSIGNED TO COMPANY CODE/CODES.

Eg1:
A. CREATION OF GENERAL LEDGER ACCOUNT 300000 SALES ACCOUNT.ASSIGN MATERIAL
ACCOUNTS FIELD STATUS GROUP.
B. FOR FIELD STATUS GROUP MATERIAL ACCOUNTS SPECIFY QUANTITY FIELD REQUIRED ENTRY
FIELD.
C.USER IS POSTING TO 300000 SALES ACCOUNT. WHEN HE SELECTS ACCOUNT THEN ENTER ON
SCREEN QUANTITY FIELD WILL APPEAR WITH TICK MARK.

Eg2:
A. CREATION OF GENERAL LEDGER ACCOUNT 400300 VEHICLE REPAIRS ACCOUNT.ASSIGN COST
ACCOUNTS FIELD STATUS GROUP .
B.FOR FIELD STATUS GROUP COST ACCOUNTS SPECIFY QUANTITY FIELD SUPPRESS.
C. USER IS POSTING TO 400300 VEHICLE REPAIRS ACCOUNT. WHEN HE SELECTS ACCOUNT THEN
ENTER ON SCREEN QUANTITY FIELD WILL NOT APPEAR ON SCREEN.

AFTERWARDS WE CREATE 2 ACCOUNTS i.e., CASH ACCOUNT AND EQUITY SHARE CAPITAL
ACCOUNT AND PASS ENTRY
CASH A/C DR BANK ACCOUNTS
|
TEXT VALUE DATE PROFIT
TO EQUITY SHARE CENTER GENERAL
CAPITAL |
REQUIRED ENTRY FIELDS TEXT PROFIT CENTER
REQUIRED ENTRY FIELDS
PATH : -
SPRO --> FINANCIAL ACCOUNTING(NEW ) --> FINANCIAL ACCOUNTING GLOBAL SETTINGS
( NEW )-->LEDGERS --> FIELDS --> DEFINE FIELD STATUS VARIANTS

--> SELECT FIELD STATUS VARIANT 1000 i.e., IDES GROUP

-->SELECT COPY AS BUTTON OR F6
--> CHANGE FIELD STATUS VARIANT PIL
--> CHANGE FIELD STATUS NAME TO FIELD STATUS VAR FOR PIL
--> ENTER
--> SELECT COPY ALL BUTTON
--> WE GET A MASSAGE NUMBER OF DEPENDENT ENTRIES COPIED 49
--> PRESS ENTER
--> SELECT SAVE BUTTON
--> NOW SELECT YOUR REQUEST AND PRESS ENTER TO SAVE IN YOUR REQUEST
--> SELECT FIELD STATUS VARIANT PIL
--> DOUBLE CLICK ON FIELD STATUS GROUPS FOLDER

26
-->DOUBLE CLICK ON FIELD STATUS GROUP G001 i.e., GENERAL ( WITH TEXT, ALLOCATION )
-->DOUBLE CLICK ON GENERAL DATA
-->FOR TEXT SELECT REQUIRED ENTRY RADIO BUTTON
--> SELECT NEXT GROUP BUTTON OR SHIFT +F6
--> SELECT NEXT PAGE ( PAGE DOWN BUTTON )
--> PROFIT CENTER :SELECT REQUIRED ENTRY RADIO BUTTON
--> SAVE
--> DOUBLE CLICK ON G005 i.e., BANK ACCOUNTS ( OBLIGATORY VALUE DATE )
-->DOUBLE CLICK ON GENERAL DATA
-->FOR TEXT SELECT REQUIRED ENTRY RADIO BUTTON
--> SELECT NEXT GROUP BUTTON OR SHIFT +F6
--> SELECT NEXT PAGE (PAGE DOWN )BUTTON

-->FOR PROFIT CENTER: SELECT REQUIRED ENTRY RADIO BUTTON

--> SELECT NEXT GROUP BUTTON 2 TIMES
-->FOR VALUE DATE SELECT REQUIRED ENTRY RADIO BUTTON
--> SELECT SAVE BUTTON

WHAT IS THE USE OF VALUE DATE : -(EFFECTIVE DATE )

FOR CASH AND BANK ACCOUNTS WE ASSIGN BANK ACCOUNTS FIELD STATUS GROUP. FOR BANK
ACCOUNTS FIELD STATUS GROUP WE SPECIFY VALUE DATE REQUIRED ENTRY FIELD.

PIL HAS TAKEN TEAM LOAN FROM SBI ON 20.10.2021

PIL IS HAVING ACCOUNT IN IDBI BANK
SBI HAS GIVEN 20.10.2021 DATED CHEQUE TO PIL
PIL DEPOSIT SBI CHEQUE IN IDBI BANK TODAY.
AT THE TIME POSTING TODAY:
POSTING DATE :TODAY'S DATE-IT APPEARS BY DEFAULT. USER HAS POSTED THE ENTRY

IN SAP WE HAVE INTEREST CALCUATIONS. SBI CALCULATES INTEREST FROM 20.10.2021.

WHERE AS SAP CALCULATES INTEREST FROM TODAY.

THERE WILL BE MISMATCH IN INTEREST CALCULATIONS. WE HAVE SPECIFIED VALUE DATE

REQUIRED FIELD FOR FIELD STATUS GROUP BANK ACCOUNTS.

AT THE TIME OF POSTING ON TODAY:

POSTING DATE : - TODAY'S DATE-- AFTER POSTING THIS FIELD CAN NOT BE CHANGED.
VALUE DATE : - 20.10.2021-- AFTER POSTING THIS FIELD CAN BE CHANGED
IN SAP ALSO INTEREST WILL BE CALCULATED FROM 20.10.2021.

15. ASSIGN COMPANY CODE TO FIELD STATUS VARIANTS [T/C : - OBC5 ]

--> SAME PATH

--> SELECT POSITION BUTTON
--> COMPANY CODE PIL
--> PRESS ENTER

27
COMPANY CODE FIELD STATUS
VARIANTS
PIL PIL
--> SELECT SAVE BUTTON
--> SAVE IN YOUR REQUEST

16. TOLERANCE GROUP

SAP HAS GIVEN 3 TYPES OF TOLERANCES

I. G/L ACCOUNTING CLEARING TOLERANCE
II. EMPLOYEE TOLERANCE
III. CUSTOMER /VENDOR TOLERANCE

I. G/L ACCOUNTING CLEARING TOLERANCE [T/C : - OBA0 ]

 THIS IS USED FOR RECEIPTS / PAYMENTS TRANSACTIONS
 THIS IS MANDATORY AREA
FIRST WE DISCUSS OPEN ITEM MANAGEMENT IN SAP
OUTSTANDING EXPENSES ACCOUNT
SALARIES ACCOUNT 200000
WAGES ACCOUNT 500000
BANK ACCOUNT 25000 RENT ACCOUNT 25000

WHEN WE SEE THE ACCOUNT IN THE MONTH END OR YEAR END WE WILL HAVE SO MANY
CREDITS AND SO MANY DEBITS. WE DO NOT KNOW WHICH ITEM IS PENDING AND HOW MUCH IS
PENDING. SOMETIMES WE MAKE FULL PAYMENT AND SOMETIMES WE MAKE PART PAYMENT.
SAP HAS GIVEN OPEN ITEM MANAGEMENT CONCEPT. IT WE SELECT OUTSTANDING EXPENSES
ACCOUNT AS OPEN ITEM MANAGEMENT ACCOUNT AT THE TIME OF PAYMENT SYSTEM ASKS WE
ARE MAKING THE PAYMENT AGAINST WHICH PROVISION . WHEN WE SPECIFY THE AMOUNT IS
PAID AGAINST RENT PROVISION THE ITEM WILL BE CLEARED. AT ANY POINT OF TIME WE CAN
SEE PAYABLE ITEMS SEPARATELY AND PAID ITEMS SEPARATELY

IN THE ACCOUNT IF WE SELECT

A. OPEN ITEMS--> IT SHOWS PAYABLE TRANSACTIONS i.e., SALARIES AND WAGES
B.CLEARED ITEMS --> IT SHOWS PAID TRANSACTIONS i.e., RENT AND BANK
C. ALL ITEMS --> PAYABLE AND PAID

THE SAME LOGIC WILL APPLY FOR VENDORS AND CUSTOMERS ALSO. AT ANY POINT OF TIME WE
CAN SEE VENDORWISE BILLWISE PAYABLES AND CUSTOMERWISE BILLWISE RECEIVABLES.

TOLERANCES ARE DEFINED IN THE SYSTEM TO FACILITATE WITH THE DIFFERENCES ARISING
OUT OF ACCOUNTING TRANSACTIONS AND TO INSTRUCT THE SYSTEM ON HOW TO PROCEED
FURTHER
 TOLERANCE ARE REFERED AS PAYMENT DIFFERENCES
 IT CAN BE AMOUNT TOLERANCE , PERCENTAGE TOLERANCE OR BOTH
 IT CAN BE DEBIT OR CREDIT
STEPS : -

28
1.CREATE TOLERANCE GROUP AND SPECIFY AMOUNT OR PERCENTAGE OR BOTH.
TOLERANCE GROUP AMOUNT PERCENTAGE
A 100
B 5%
C 100 5%
D 0
2.ASSIGN TOLERANCE GROUP IN GENERAL LEDGER ACCOUNT AT THE TIME OF CREATION .
 ASSIGNED TOLERANCE GROUP A IN OUTSTANDING EXPENSES ACCOUNT .
3. TRANSACTIONS IN OUSTANDING EXPENSES ACCOUNT
OUTSTANDING EXPENSES ACCOUNT
SALARIES ACCOUNT 200000
WAGES ACCOUNT 500000
BANK 25000 RENT ACCOUNT 25000
COMMISSION 100001
4.WE ARE MAKING PAYMENT OF Rs. 100000/- AGAINST COMMISSION PROVISION
WHEN TOLERANCE GROUP IS NOT THERE
OUTSTANDING EXPENSES ACCOUNT :
SALARIES ACCOUNT 200000
WAGES ACCOUNT 500000
BANK 25000 RENT ACCOUNT 25000
BANK 100000 COMMISSION 100001
IN THE ACCOUNT COMMISSION ITEM WILL BE SHOWN PAYABLE Rs. 1- WHICH NEED NOT BE
PAID

IF TOLERANCE GROUP A IS ASSIGNED .

OUTSTANDING EXPENSES ACCOUNT :
SALARIES ACCOUNT 200000
WAGES ACCOUNT 500000
BANK 25000 RENT ACCOUNT 25000
BANK 100000 COMMISSION 100001

AT THE TIME OF PAYMENT SYSTEM CHECKS : -

COMMISSION PROVISION 100001
PAYMENT AMOUNT 100000
DIFFERENCE AMOUNT 1
IF THE DIFFERENCE AMOUNT Re. 1 IS LESS THAN TOLERANCE GROUP A AMOUNT i.e., : 100
SYSTEM TRANSFERS Re .1 TO PAYMENT DIFFERENCES ACCOUNT AND CLEARS THE
TRANSACTION
OUTSTANDING EXPENSES ACCOUNT
SALARIES ACCOUNT 200000
WAGES ACCOUNT 500000
BANK 25000 RENT ACCOUNT 25000
BANK 100000 COMMISSION 100001
PAYMENT DIFFERENCE 1

ENTRIES : -
A. COMMISSION PROVISION

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 COMMISSION A/C DR 100001
TO OUTSTANDING EXPENSES 100001
B. OUTGOING PAYMENT OF Rs. 100000
OUTSTANDING EXPENSES DR 100001 CLEARED
TO BANK 100000
TO PAYMENT DIFFERENCES 1
3
Eg: - 2
ASSIGNED TOLERANCE GROUP C i.e.,: - 100 Rs. AND 5%
IN OUTSTANDING EXPENSES ACCOUNT
COMMISSION PROVISION 100001
PAYMENT 99900
AT THE TIME OF PAYMENT SYSTEM CHECKS
PAYABLE AMOUNT 100001 ASSIGNED GROUP C i.e., :-100Rs. AND 5%
100 AND 5% 100001 = 5000.1
PAYMENT AMOUNT 99900
DIFFERENCE 101
FIRST CONDITION i.e.,: -Rs. 101 IS NOT WITHIN 100 AND SECOND CONDITION
i.e., :- Rs. 101 IS WITHIN 5000.1. FIRST CONDITION IS NOT SATISIFIED IT CAN NOT TRANSFER
THE DIFFERENCE TO PAYMENT DIFFERENCE ACCOUNT AUTOMATICALLY AND THE
TRANSACTION WILL NOT BE CLEARED AUTOMATICALLY .

DISADVANTAGES : -
A. THIS IS GIVEN AT ACCOUNT LEVEL AND NOT AT TRANSACTION LEVEL
OUTSTANDING EXPENSES A/C WE WANT TO GIVE
TOLERANCE AMOUNT
SALARIES A/C 200000 100
WAGES A/C 500000 500
RENT A/C 25000 50
BANK 25000 COMMISSION 100001 100
BANK 100000 COMMISSION -2 110 0
WE CAN NOT GIVE
B.THERE IS NO FLEXIBILITY

IF THE DIFFERENCE AMOUNT IS WITHIN TOLERANCE GROUP AMOUNT SYSTEM TRANSFERS

AUTOMATICALLY TO PAYMENT DIFFERENCES ACCOUNT AND CLEARS THE TRANSACTION
WITHOUT ASKING US. THIS IS TO BE DECIDED BY THE USER AND NOT BY THE SYSTEM .
IF WE ASSIGN TOLERANCE GROUP D i.e.,: 0
COMMISSION PROVISION 100001
PAYMENT 100000
DIFFERENCE 1

USER WILL DECIDE : -

WHETHER PAYABLE OR NOT PAYABLE

SHOW RS 100000 AS PART TRANSFER Rs .1 TO PAYMENT

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PAYMENT DIFFERENCES ACCOUNT
MANUALLY AND CLEAR THE
TRANSACTION

SAY WE HAVE 1000 GENERAL LEDGER ACCOUNTS,1000 VENDOR ACCOUNTS,1000 CUSTOMER

ACCOUNTS. IN ALL ACCOUNTS WE HAVE TO ASSIGN TOLERANCE D i.e.,: 0 WHICH TAKES TIME.

IN LIVE ENVIRONMENT : -
FOR COMPANY CODE :PIL
TOLERANCE GROUP : [ - ] (BLANK )
DEBIT AMOUNT : 0 DEBIT PERCENTAGE : 0
CREDIT AMOUNT : 0 CREDIT PERCENTAGE : 0
 WHEN WE CREATE ACCOUNTS WE KEEP TOLERANCE GROUP FIELD BLANK
 SYSTEM EXPECTS WE HAVE CREATED BLANK TOLERANCE GROUP AND ALREADY
ASSIGNED .

PATH :SPRO --> FINANCIAL ACCOUNTING( NEW ) -->GENERAL LEDGER ACCOUNTING ( NEW )
--> BUSINESS TRANSACTIONS--> OPEN ITEM CLEARING --> CLEARING DIFFERENCES
-->DEFINE TOLERANCE GROUPS FOR G/L ACCOUNTS
--> SELECT NEW ENTRIES BUTTON
--> COMPANY CODE :PIL
-->TOLERANCE GROUP : - (BLANK) DESCRIPTION : TOLERANCE GROUP FOR PIL
--> DEBIT AMOUNT : 0 DEBIT PERCENTAGE : 0
--> CREDIT AMOUNT : 0 CREDIT PERCENTAGE : 0
--> SAVE
--> PRESS ENTER TO SAVE IN YOUR REQUEST

II. DEFINE TOLERANCE GROUPS FOR EMPLOYEES

IN THIS STEP WE GIVE EACH EMPLOYEEWISE UPPER LIMITS FOR POSTING

 AMOUNT PER DOCUMENT
 AMOUNT PER OPEN ITEM ACCOUNT ITEM (VENDORS/CUSTOMERS/BALANCE SHEET
ACCOUNTS WHERE CLEARING IS REQUIRED )
 CASH DISCOUNT
 PAYMENT DIFFERENCES

SAY WE HAVE 1000 USERS ( EMPLOYEES). WE HAVE TO CREATE 1000 SCENARIOS WHICH TAKES
TIME. SAP HAS GIVEN SHORT-CUT METHOD i.e., EMPLOYEE TOLERANCE GROUPS

TOLERANCE TOLERANCE TOLERANCE

GROUP - A GROUP - B GROUP - C
100000 1000000 10000000 AMOUNT PER DOCUMENT
100000 1000000 10000000 AMOUNT PER OPEN ITEM ACCOUNT
ITEM
0 5 10 CASH DISCOUNT
0 0 0 PAYMENT DIFFERENCES

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IN ACCOUNTS DEPARTMENT : -

A. CITY OFFICE CASHIER

B.BRANCH CASHIER
C.FACTORY CASHIER } ASSIGN TOLERANCE GROUP A
D.ACCOUNTANT 1
E. ACCOUNTANT 2
F. ACCOUNTANT 3

G.DEPUTY MANAGER ACCOUNTS } ASSIGN TOLERANCE GROUP B

H.MANAGER ACCOUNTS

I.GENERAL MANAGER ACCOUNTS }ASSIGN TOLERANCE GROUP C

IN LIVE ENVIRONMENT /IN TRAINING INSTITUTES WE CREATE TOLERANCE GROUP BLANK

USER COMPANY CODE TOLERANCE GROUP TOLERANCE GROUP

SAPUSER PIL USED A CREATE BLANK
SAPUSER ABC TO USE A ONLY CREATE BLANK
SAPUSER XYZ TO USE A ONLY CREATE BLANK

PATH: SAME PATH

--> SELECT NEW ENTRIES BUTTON
-->GROUP : -- (KEEP IT BLANK )
-->COMPANY CODE :PIL
-->AMOUNT PER DOCUMENT- 9999999999 ( IT IS MAXIMUM AMOUNT )
--> AMOUNT PER OPEN ITEM ACCOUNT ITEM 9999999999
-->CASH DISCOUNT PER LINE ITEM :10
--> PERMITTED PAYMENT DIFFERENCES: - (BLANK)
--> SAVE
-->SAVE IN YOUR REQUEST

17.ASSIGN COUNTRY TO CALCULATION PROCEDURE [T/C :- OBBG ]

• CALCULATION PROCEDURE MEANS SALES TAX/GST CALCULATION PROCEDURE
• AT THE TIME OF DEMO WE HAVE DISCUSSED IN FI WE HAVE SUB - MODULES:
GENERAL ACCOUNTS ACCOUNTS ASSET
LEDGER PAYABLE RECEIVABLE ACCOUNTING

PURCHASES SALES
INPUT TAX OUTPUT TAX

• TAX PROCEDURE IS REQUIRED FOR ACCOUNTS PAYABLE AND ACCOUNTS RECEIVABLE.

• SAP HAS MADE MANDATORY ASSIGNMENT OF TAX PROCEDURE TO COUNTRY. IF WE DO
NOT ASSIGN TAX PROCEDURE WE CAN NOT POST ENTRIES FOR GENERAL LEDGER ALSO.
• ASSIGN TAX PROCEDURE AVPILABLE IN SAP - FOR COUNTRY INDIA i.e., TAXINN ( SALES
TAX INDIA )/TAXUS ( SALES TAX USA ) ( TEMPORARY ASSIGNMENT )

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PATH : SPRO -->FINANCIAL ACCOUNTING ( NEW ) --> FINANCIAL ACCOUNTING GLOBAL
SETTINGS ( NEW) -->TAX ON SALES/PURCHASES --> BASIC SETTINGS --> ASSIGN COUNTRY TO
CALCULATION PROCEDURE

--> SELECT POSITION BUTTON

--> COUNTRY IN
--> PRESS ENTER
-->FOR COUNTRY IN -ASSIGN PROCEDURE TAXUS OR TAXINN
--> SAVE
--> SAVE IN YOUR REQUEST

18.MAINTAIN CONTROLLING AREA [T/C : - OKKP ]

CONTROLLING AREA IS PART OF CO ( CONTROLLING). WE HAVE TO CREATE PROFIT CENTERS

UNDER CONTROLLING AREA. CONTROLLING AREA IS ASSIGNED TO COMPANY CODE

PATH : -
SPRO --> CONTROLLING --> GENERAL CONTROLLING --> ORAGANIZATION --> MAINTAIN
CONTROLLING AREA
--> DOUBLE CLICK ON MAINTAIN CONTROLLING AREA
--> SELECT NEW ENTRIES BUTTON
--> CONTROLLING AREA : PIL
--> NAME: PIL CONTROLLING AREA
--> COMPANY CODE TO CONTROLLING AREA:SELECT CONTROLLING AREA SAME AS COMPANY
CODE
-->CURRENCY TYPE: SELECT 10 i.e., COMPANY CODE CURRENCY
--> ONCE WE SELECT CURRENCY TYPE 10 CURRENCY FIELD, CHART OF ACCOUNTS FIELD AND
FISCAL YEAR VARIANT FIELD WILL BE UPDATED AUTOMATICALLY.

-->COST CENTER STANDARD HIERARCHY : PILHIER

--> SELECT SAVE BUTTON
--> SELECT YES BUTTON
-->PRESS ENTER TO SAVE IN YOUR REQUEST
-->SELECT BACK ARROW
-->SELECT PIL
-->DOUBLE CLICK ON ASSIGNMENT OF COMPANY CODE(S)
--> SELECT NEW ENTRIES BUTTON
--> COMPANY CODE PIL
--> SELECT SAVE BUTTON
--> DOUBLE CLICK ON ACTIVATE COMPONENTS /CONTROL INDICATORS
--> SELECT NEW ENTRIES BUTTON
--> FISCAL YEAR : 2021
--> COST CENTERS SELECT COMPONENT ACTIVE
 AA: ACTIVITY TYPE SELECT CHECK BOX
--> ORDER MANAGEMENT SELECT COMPONENT ACTIVE
 SELECT PROFIT CENTER ACCOUNTING CHECK BOX
--> SAVE

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--> IGNORE THE MESSAGE ENTER

19.DEFINE PROFIT CENTER GROUP [T/C : 0KE5 ]

WHEN WE CREATE PROFIT CENTERS WE HAVE TO SPECIFY PROFIT CENTER GROUP
PATH : -
SPRO --> CONTROLLING--> PROFIT CENTER ACCOUNTING --> BASIC SETTINGS-->SET
CONTROLLING AREA [ T/C : OKKS ]
--> CONTROLLING AREA : PIL
--> ENTER
-->SELECT CONTROLLING AREA SETTINGS FOLDER
-->SELECT MAINTAIN CONTROLLING AREA SETTINGS
--> STANDARD HIERARCHY :PILPCTRGRP
--> SELECT ELIMINATION OF INTERNAL BUSINESS VOLUME CHECK BOX
--> PROFIT CENTER LOCAL CURRENCY TYPE - SELECT DROP DOWN BUTTON
--> SELECT 20 i.e., CONTROLLING AREA CURRENCY
--> SELECT CONFIRM BUTTON
--> SELECT STORE TRANSACTION CURRENCY CHECK BOX
--> SELECT SAVE BUTTON

20.CLASSIFY G/L ACCOUNTS FOR DOCUMENT SPLITTING

PATH :SPRO --> FINANCIAL ACCOUNTING(NEW)-->GENERAL LEDGER ACCOUNTING (NEW) -->

BUSINESS TRANSACTIONS -->DOCUMENT SPLITTING --> CLASSIFY G/L ACCOUNTS FOR
DOCUMENT SPLITTING
--> CHART OF ACCOUNTS : PIL
--> ENTER
--> SELECT NEW ENTRIES BUTTON

ACCOUNT FROM ACCOUNT TO CATEGORY

100000 299999 SELECT 01000 BALANCE SHEET
ACCOUNT
300000 399999 SELECT 30000 REVENUE
400000 499999 SELECT 20000 EXPENSE
--> SAVE
--> SAVE IN YOUR REQUEST

21.DEFINE DOCUMENT SPLITTING CHARACTERISTICS FOR GENERAL LEDGER ACCOUNTING

--> SAME PATH
-->DESELECT ZERO BALANCE CHECK BOX AND DESELECT MANDATORY FIELD CHECK BOX
FOR BUSINESS AREA,PROFIT CENTER AND SEGMENT
-->SAVE
-->SAVE IN YOUR REQUEST
22.ACTIVATE DOCUMENT SPLITTING

--> SAME PATH

--> SELECT DOCUMENT SPLITTING CHECK BOX
--> SAVE

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23.LEADING LEDGER

FOR COMPANY CODE PIL - ASSIGNED FISCAL YEAR VARIANT V3 i.e., APR TO MARCH.
WHATEVER POSTINGS WE DO IT UPDATES LEDGER 0L i.e., LEADING LEDGER.

24.ENTER GLOBAL PARAMETERS [T/C OBY6 ]

PATH :
SPRO --> FINANCIAL ACCOUNTING (NEW ) --> FINANCIAL ACCOUNTING GLOBAL SETTINGS
(NEW) --> GLOBAL PARAMETERS FOR COMPANY CODE --> ENTER GLOBAL PARAMETERS

-->SELECT POSITION BUTTON

--> COMPANY CODE PIL
--> ENTER
--> SELECT COMPANY CODE PIL
--> SELECT DETPILS BUTTON

I) SELECT PROPOSE FISCAL YEAR CHECK BOX

IF WE SELECT PROPOSE FISCAL YEAR CHECK BOX, AT THE TIME OF DOCUMENT DISPLAY IT
PROPOSES CURRENT YEAR.

II) SELECT DEFINE DEFAULT VALUE DATE CHECK BOX

IF WE SELECT DEFINE DEFAULT VALUE DATE CHECK BOX IT PROPOSES TODAY'S DATE AS
VALUE DATE .

III) SELECT NEGATIVE POSTINGS PERMITTED CHECK BOX

IF WE SELECT NEGATIVE POSTINGS PERMITTED CHECK BOX WHEN WE REVERSE A

TRANSACTION IT REDUCES FROM THE SAME SIDE

SELECT ADDITIONAL DATA BUTTON

--> TDS NO : AAACG8605A

--> PAN NO : ASDFG1234R
--> SELECT BACK ARROW
-->SELECT SAVE BUTTON
-->PRESS ENTER TO SAVE IN YOUR REQUEST
A. PERMANENT ACCOUNT (PAN ) NUMBER
COMPANY CODE PIL
SEGMENTS HYD BGL
PROFIT CENTERS STEEL CEMENT STEEL CEMENT

35
WHEN WE FILE OUR INCOME TAX RETURN WE HAVE TO SPECIFY PAN NUMBER. PAN NUMBER IS
TO BE OBTAINED AT COMPANY CODE LEVEL. WHEN WE FILE FORM 49A INCOME TAX
DEPARTMENT GIVES PAN NUMBER.10 DIGITS ALPHA - NUMERIC CODE.

B.TAX DEDUCTION AT SOURCE (TDS /TAN ) NUMBER

WHEN WE FILE OUR TDS RETURNS WE HAVE TO SPECIFY TDS NO. (TAN NO.).
THIS CAN BE OBTAINED AT COMPANY CODE LEVEL / SEGMENT LEVEL /PROFIT CENTER LEVEL.
WHEN WE FILE FORM 49B INCOME TAX DEPT GIVES TDS NUMBER. 10 DIGITS ALPHA - NUMERIC
CODE.

36