Case Study Solution: Journal Entry and

Reconciliations

SAP Business One 10.0, version for SAP HANA

PUBLIC
CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

Suggested solutions for the Journal Entry and Reconciliations case study

Important note: when checking your work against the screenshots provided here, please compare only to
the fields mentioned in the exercise because your database may contain slightly different data or
configuration.
Tip: You can use the Look Up Menus function in SAP HANA or the Search function in SQL to find the
relevant paths.

TASK 1

In the Chart of Accounts, locate a bank account from the Asset drawer and a salary/ payroll account
from the Liabilities drawer.
Search the chart of accounts by the name: bank. Found bank account 161000.
Search the chart of account by the name: salary and found the Salary and Wages Payable account: 207060.

Create a suitable journal entry for the bonus payout.

TASK 2

Create a suitable journal entry for the balance transfer.

First check the balance of business partner C30000.

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

Note: The amount may be different in your system.

Then create the journal entry:

Use the CTRL+TAB keyboard combination to choose business partners or choose List of Business Partners
from the context menu.

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 CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

TASK 3

Create a recurring posting for the rental journal entry.`

Instance 0 means that this entry has not been posted yet.
Every month, the instance number increases by 1 once the journal entry is posted.

The transaction will

occur on the 10th of
every month

T The system calculates the

next execution run, but it
can be changed manually.

Set the frequency as shown in the image.

Then enter the General Setting window → Services tab, and ensure that the Display Recurring Postings on
Execution option is enabled.

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

What happens on the execution day?

On the 10th of the next month, the recurring postings window will open when Maria enters SAP Business
One.

She can now post all the recommended transactions in one go.

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

TASK 4

Add 4 accounts at level 5 in the liabilities drawer as follows:

Code Name

206101 Charity1

206102 Charity2

206103 Charity3

206104 Charity4

For each account:

1. Choose the desired header for the account to set its location
2. Switch to Add mode
3. Enter account details
4. Choose the Add button

Create a posting template, where each charity organization receives an equal share of the profit. You
can use expense account 655030 in the credit side.
In Financials → Posting Templates:

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

The amount to be donated this month is 10,000. Create a journal entry using the template you
created.

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

T First choose the T Then choose the

Percentage template type relevant template code

T Once the template code has been chosen,

the template is copied to the journal entry

In the Credit column, enter 10,000 instead of '100%'. Once you do that, all other row amounts are
automatically updated, according to the percentage indicated. In this case, each charity account will be
credited with 2500.

Finally, add the journal entry.

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

TASK 5

How can Maria amend the mistake?

A journal entry cannot be amended after it has been posted. Instead, Maria can only reverse the entry, and
create a new one.
Go to the original journal entry, and choose Cancel from the context menu.

Choose Yes.

The system automatically creates another journal entry that shows the same amounts, but with a negative
sign.
Add the journal entry.

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

INFORMATION: According to the defined settings, a reverse transaction can be created for the opposite
sides of the reversed entry (credit<->debit).

TASK 6

How can Maria save a draft of her journal entry?

Maria can create a Journal Voucher.
Financials → Journal Vouchers

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

Enter data and choose Add

to voucher

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

The voucher is added

Remember to update

To re-enter the voucher, double-click the voucher row.

Remember to update the window after every update.
Once you have entered all your information, choose the Post Voucher button to submit the voucher as a
regular journal entry.
TASK 7

Show Maria where she can view the reconciliation made between the invoices and payments.
Business Partners → Internal Reconciliations → Manage Previous Internal Reconciliations

Choose to view business

partner (BP) reconciliations

You can choose a specific

customer

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

The upper table shows the list of

reconciliations according to the
defined selection criteria

Reconciliation 2230 was generated manually.

The reconciliation comprises an invoice and a payment
.

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

TASK 8

Create an invoice in the amount of 150 for any customer.

Create an incoming payment for a partial amount of only 100.

The invoice amount Change to the actual payment of the invoice

The invoice amount left to pay

Enter the payment means

to complete the action

In the Payment Means window choose Bank Transfer tab, enter a bank account, a transfer date, and enter
the total amount. Add the incoming payment.

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

Create a suitable journal entry.

Reconcile the invoice balance with the journal entry that you just added.

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 CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

Choose the rows to reconcile The balance due of both

transactions is zeroed

Choose Reconcile to create

the reconciliation

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CASE STUDY SOLUTION: JOURNAL ENTRY AND RECONCILIATIONS PUBLIC

Find the reconciliation you made in the Manage Previous Internal Reconciliations window

How do you know this is a user reconciliation?

The reconciliation type = Manual. This means this is a user reconciliation.

TASK 9 (CHALLENGE)

What type of user reconciliation method would you suggest Maria use in order to reconcile such a
large quantity of opening balances and associated payments?

Maria should use the automatic user reconciliation method.

The system can easily match opening balances and payments when the amounts are similar or if they have
the same reference number.
Alternatively, she could use the semi-automatic user reconciliation method to see recommended
reconciliations before creating them.

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