General Ledger Accounting

FIGL 200


G/L Accounting


Course Content

• • • • • • • • •

Introduction Unit 1 – FI, FM, and CO Overview Unit 2 – Master Data Unit 3 – Document Handling Unit 4 – Reversing Documents Unit 5 – Create Recurring Entries Unit 6 – Create Accrual Entries Unit 7 – Additional Features of Document Processing Course Summary


G/L Accounting


Course Objectives (1)
You will be able to:

• • • • • • •

Explain the differences between FI, CO and FM Display various general ledger master records Execute general ledger account listings Park, create and maintain G/L documents Display G/L line items and balances Reverse G/L documents Drilldown from the G/L account to the line items


G/L Accounting


purdue.Course Objectives (2) You will be able to: • • • • Create and process recurring entries Create account assignment templates Create and reverse accrual entries Utilize features within the document entry programs 4 G/L Accounting 4 . 5 G/L Accounting 5 .Prerequisites and Roles • Prerequisites: SAP Overview & Navigation – NAV 050 FI/CO FM Process Overview – FICOFM 100 • Roles: G/L Accountants Accounting Clerks http://www.

Benefits • • • • Purchasing. A/P and G/L Integrated Real-time update of G/L Less reconciliation required Less time spent resolving issues Increase in automated entries Streamlining of process Online visibility to document flow Can track entries to originator for quick resolution Common master data 6 G/L Accounting 6 .

CO and FM http://www. CO and FM Overview • Topic 1: FI.Unit 1 – 7 G/L Accounting 7 .purdue.

and Controlling (CO) Explain the OnePurdue Enterprise Structure http://www. Funds Management (FM).Unit Objectives • At the end of this unit you will: Describe the difference between FI. and CO Describe the purpose of Financial Accounting (FI) 8 G/L Accounting 8 . FM.

OnePurdue System Tightly organized set of flexible usercentric applications that integrate all Purdue enterprise data. Single data repository for all Purdue enterprise data. Data from Legacy systems is often incompatible and requires special treatment to be used by other systems.Key Attribute Changes in OnePurdue Legacy System Loosely organized group of computer systems that allow the University to do business. http://www. information and processes.purdue. Many are 20-30 years old. Processing for most transactions is immediate or “real time".edu/onepurduehelp 9 G/L Accounting 9 . Processing is time delayed (batch environment) based on the system and the data needed to accomplish a given task.

OnePurdue Key Components BW PM TR GM PS CD CM FI WM SRM MM New Dimension Components PS CO HR FM OnePurdue Core Components 10 BW SRM PM WM MM TR PS HR GM PSCD CM FI CO FM Business Warehouse Supplier Relationship Management Plant Maintenance Warehouse Management Materials Management Treasury Project Systems Human Resources Grants Management Public Sector Collections and Disbursements Campus Management Financial Accounting Controlling Funds Management G/L Accounting 10 .purdue.

Financial Accounting (FI) • • General Ledger Accounting (GL) Provides a comprehensive picture of external accounting utilizing general ledger 11 G/L Accounting 11 . Accounts Receivable (AR) Records and manages accounting transactions for all customers (sponsors). It is also an integral part of grants management. Asset Accounting (AA) Manages assets from acquisition through retirement. interest and other values. FI • • http://www.purdue. It is also an integral part of the purchasing system. The system calculates depreciation. Accounts Payable (AP) Manages accounting transactions for vendors.

and business area http://www. liability. expense/revenue by G/L account number.purdue. fund. functional area. Net Assets. etc) General Ledger Accounting Accounts Payable Accounting Accounts Receivable Accounting Public Sector Collections and Disbursements Asset Accounting Treasury (Bank Accounting) • Financial Accounting records total asset. NACUBO. GAAP. company code.Financial Accounting (FI) • Financial Accounting manages all information in OnePurdue according to legal requirements ( 12 GASB – Governmental Accounting Standards Board GAAP – Generally Accepted Accounting Principles NACUBO – National Association College and University Business Officers G/L Accounting 12 .

Financial Accounting • FI tracks what expenses/revenues occurred through a general ledger account number. This is all that is required for the trial balance. business area and fund Detail Line Items Account Balance 13 The general ledger stores all transaction figures by G/L account number only. G/L Accounting 13 .purdue.

Ed. & Conferences) Statistical internal orders (DREF) Work orders (WL .EWOTS) CO • WBS Elements Used for larger capital projects like buildings 14 G/L Accounting 14 .purdue. Orders include: Real internal orders (Cont. Used to monitor costs.Controlling • • Cost Center Accounting (CCA) An area of responsibility for tracking revenue and expense by department Orders Orders are a cost collector.

edu/onepurduehelp 15 G/L Accounting 15 .Controlling (CO) The Controlling module captures a company’s flow of revenue and expenses. http://www.purdue.

purdue. Internal Order or WBS Element Purdue will not utilize the cost center reporting in CO.Controlling • • CO tracks where the expenses/revenues occurred through a Cost Center. This is accomplished using Cost Centers. Internal Orders and WBS 16 Unlike FI. G/L Accounting 16 . Fund center reports will be utilized Total Expense by Account and Order http://www. Controlling breaks down the transactions figures for reporting.

Budget Execution FM supports budget execution. funded program. including reporting and monitoring of actual and commitment activity. program. Budgetary Controls FM controls the commitment and spending of funds. FM is an additional component vital to meeting the requirements of public sector budgetary and financial reporting requirements G/L Accounting 17 . FM provides a budgetary view (actuals + commitments) of transactions by fund. revenue or budget. FM supports budget execution. including reporting and monitoring of actual activity. and nature of expense. fund center. view of transactions by fund. Budgetary Basis Reporting FM is the module for public sector budgetary and financial reporting requirements • FM • • http://www.Funds Management (FM) • Funds Accounting FM provides a 17 Funds Management (FM) FM supports budgetary controls over committing and spending funds. organization. commitment item and functional area. actual and commitment.

view of transactions by: Fund Funds Center Funded Program Commitment Item Functional Area Grant • • Fund Accounting or Funds Management .edu/onepurduehelp 18 G/L Accounting 18 . they are charged to a cost center and at the same time a commitment is made to a funds center http://www.the fund and funds center to which the commitment is posted Cost Center and Funds Center are linked by common numbering. actual and commitment. the funds center number is 4030004002 When you buy goods or services.Funds Management (FM) • Funds Management provides a budgetary. If the cost center number is 4030004002.purdue.

Funds Management • FM tracks where the 19 G/L Accounting 19 .purdue. actuals and commitments have been encumbered by funds center and by fund Total by fund and funds center http://www.

edu/onepurduehelp In OnePurdue 20 G/L Accounting 20 . Mainframe Program.purdue. Nav Menu Object Code Campus Fund Department Vendors. Cost Element.Key Terminology Changes Before OnePurdue Database. Screen. Process Tree Menu. Customers Project Functional Class Client Transaction Code SAP Easy Access Menu G/L Account. Window. Commitment Item Business Area Fund Cost Center/ Funds Center Business Partner Funded program/Real Internal Order/Fund Functional Area http://www.

It provides the means to budget internal orders. An object used to maintain details such as terms and conditions of funding and administration of a sponsor’s award. Funds centers represent the organizational areas of responsibility for budgetary monitoring and reporting. Funded Program enables an organization to record budget. Fund Centers will have a one-to-one relationship with cost centers. Funded program tracks budget for non-recurring projects or programs that are funded by multiple fund centers. There is a one to one relationship with a G/L Account. Used to classify budget and actual data by function for management reporting purposes. Funded program should provide a level of detail that will allow appropriate budgetary control and internal/external management information. Commitment Items represent budget classifications of revenues and expenditures in the Funds Management Module. Represents budget classifications of revenues and expenditures in the Funds Management module. transactions posted to the G/L account or revenue or cost elements are posted automatically to FM. and organizational units. funding sources. Commitment Item Functional Area Grant http://www. Commitment items are linked to the G/L account in FI and the revenue and cost elements in CO. With this link. discrete groups of activities. The funded program is used for detailed budgeting and expenditure control of temporary. Funds centers can be arranged in a multilevel hierarchy where a parent-child relationship is defined for reporting and/or controlling levels. The company will set up Funded Program for internal orders. can cross fiscal years.purdue. it can vary from simple activities to complex 21 Functional Area is used to classify budget and actual data by function for Management reporting purposes.Key Terminology for Financials OnePurdue Term Fund Funds Center Funded Program Definition A fund represents the lowest level source of funding required for budgeting and monitoring. Commitment Items also can be arranged in a multi-level hierarchy where the top nodes are defined for reporting and/or controlling levels. control postings. and monitor the performance of internal projects. An organizational unit within the Funds Management (FM) Module. Funds Center represents the lowest level area of responsibility for budgetary monitoring and controlling costs by area of responsibility. G/L Accounting 21 .

OnePurdue Terminology and Definitions Term Business Area Description Business Area in OnePurdue identifies the campus that “owns” the transaction. Includes: Real Internal Orders. Revenue and expenses posted to a G/L account are automatically posted to CO via the cost element of the same Cost Element Cost Center Order WBS Element 22 G/L Accounting 22 . (office supplies = 524125) An organizational unit in OnePurdue that defines the location where a cost is incurred such as a department. Statistical Internal Orders. A cost collector in OnePurdue used to monitor costs. Work Orders A capital project Example: construction of a new building on campus http://www.purdue. It enables financial reporting by campus. The equivalent of a G/L account within Controlling (CO).

Enterprise Structure and Financial Master Data FI (Financial) Company Code (3 Characters) Business Area (2 Characters) G/L Account (6 Characters) CO (Controlling) Controlling Area (3 Characters) Business Area (2 Characters) Cost Element (6 Characters) Commitment Item (6 Characters) Fund (8 Characters) Cost Center (10 Characters) Internal Order WBS Elements Functional Area (4 Characters) Funds Center (10 Characters) Funded Program (10 Characters) Functional Area (4 Characters) Grant (6 Characters) Grant (6 Characters) FM (Funds Management) Financial Mgmt Area (3 Characters) Business Area (2 Characters) Sponsored Class (5 Characters) Fund (8 Characters) Funds Center (10 Characters) Sponsored Program (10 Characters) GM (Grants Management) 23 G/L Accounting 23 .purdue.

purdue.Enterprise Structure Basics FI (Financial) Company Code (3 Characters) CO (Controlling) Controlling Area (3 Characters) FM (Funds Management) Funds Mgmt Area (3 Characters) In OnePurdue… • • • Company Code = PUR A legal entity (a balanced set of books) Controlling Area = PUR Captures a company’s flow of revenue and expenses Funds Management (FM) Area = PUR Represents the University’s actual spending compared to budget 24 G/L Accounting 24 .

purdue.Business Area FI (Financial) CO (Controlling) Business Area (2 Characters) Business Area (2 Characters) Purdue University has four Business Areas each representing a campus. 10 = Calumet 20 = Fort Wayne 30 = North Central 40 = West Lafayette 25 G/L Accounting 25 .

G/L Accounting 26 . FM.FI. FM is used for commitment accounting where the budget controls are established CO is used for management reporting. FI.purdue. and CO fields are required to enable posting in the modules. this is the module where certain cost allocations performed for internal reporting and reports for internal orders are generated. CO and FM Integration FI Financial Accounting Company Code CO Management Reporting FM Funds Management DATA Controlling Area Cost Center Internal Order Primary and Secondary Cost Elements DATA Financial Management Area Funds Center Fund Commitment Items Business Area General Ledger Accounts http://www. and CO modules at the same 26 FI is used for statutory reporting and provides balance sheets and income statements by both company code and business area. FM. Because a transaction is posted to the FI. including statistical internal orders.

Unit Review You are now able to: Describe the difference between FI. and Controlling (CO) Explain the OnePurdue Enterprise Structure http://www. Funds Management (FM). and CO Describe the purpose of Financial Accounting (FI). 27 G/L Accounting 27 .purdue.

Unit 2 – Master Data • • Topic 1: Master Data Topic 2: Chart of accounts listings and reports 28 G/L Accounting 28 .purdue.

Unit Objectives • At the end of this unit you will: Explain OnePurdue Master Data Look up G/L accounts Display and run report on G/L accounts 29 G/L Accounting 29 .purdue.

Accounts Receivable and Asset trade accounts Revenue.Key Terminology Changes Before OnePurdue Object Code Accounts 30 Pending / Clearing Accounts = Open Item Managed G/L accounts G/L Accounting 30 . Expense Fund Addition and Fund Deduction Clearing Accounts Audit Trail In OnePurdue G/L Account/Commitment Item Reconciliation Account P&L (Profit & Loss) Accounts Open Item Managed G/L accounts Audit Trail http://www.

Accounts handled differently in different modules (GM. CO.Key Process Changes Before OnePurdue Object code is five digits In OnePurdue GL account is six digits Manual journal entries parked in real time decentralized.purdue. FM. Entries automatically posted at transaction time Manual journal entries posted centrally All GL accounts handled on same system (FMIS) Some A/P and Purchasing postings were posted using on-line entry. FI) Integration with A/P and 31 G/L Accounting 31 . http://www. Posting is still centralized. 32 G/L Accounting 32 .Topic 1: Master Data • • Master Data Integration General Ledger Master Records http://www.

Vendor master data funnels information from SRM to FI Accounts Payable. Customer master data funnels information from GM to FI Accounts Receivable Material master data funnels information from SRM to FI for invoice postings. The Chart of Accounts contains the accounts that are valid within a company 33 GL account master data is comprised of Chart of Accounts Account Group (groups like g/l accounts together) GL account master data is assigned per company code which controls the entry of data to the account and the management of the account. G/L Accounting 33 .Master Data: Financial Accounting (FI) • • GL Accounts make up the GL specific master data FI master data is integrated with master data from other areas of One Purdue Vendor master Customer Master (Sponsor) Financial Accounting (FI) Master Record Vendor/ Customer General Ledger (GL) Accounts http://www.

Master Data • Data that is shared across applications: General Ledger Accounts Vendor Customer (Business Partner) Cost Centers Internal Orders Material (Part #) Asset 34 G/L Accounting 34 .purdue.

http://www. Office supplies = 524125 NOTE: Not all general ledger accounts have a one-to-one corresponding commitment item.Account Relationship (Master Data) Financial FI Accounting General Ledger Account 524125 Office Supplies DATA CO Revenue and Expense Collector FM Commitment Accounting Cost Element 524125 Office Supplies DATA Commitment Item 524125 Office Supplies Note: The number of the GL account. cost element and commitment item remains the same 524125! This is not always the case (asset numbers are different). G/L Accounting 35 35 FI Object Codes are now called general ledger Accounts in OnePurdue Transactions are posted in FI through the general ledger account A general ledger account has a corresponding commitment item in FM and a PCE (Primary Cost Element) in CO General ledger accounts represent the WHAT of a transaction in CO.

G/L Master Data • • • All accounts used by Purdue are in Chart of Accounts CPUR G/L accounts have corresponding commitment items in Funds Management (not always one-to-one) Revenue & expense accounts in G/L have an associated cost element in CO Postings to the general ledger flow to CO through a cost element and to a commitment item in FM • 36 G/L Accounting 36 .purdue.

WBS 37 G/L Accounting 37 .G/L Master Data • Postings to P&L G/L accounts that have an associated cost/revenue element require a cost center. or internal order Postings to A/P flow to the general ledger through a reconciliation account setup in the vendor or customer master record Automatic posting accounts are set up to prevent the general ledger from getting out of sync with the subsystems • • http://www.purdue.

FM. company code PUR is assigned to chart of accounts CPUR Accounts starting with 1. 2.FI-G/L Chart of Accounts • • Organized listing of all G/L accounts required to support financial management reporting In OnePurdue. 1-xxxx 2-xxxx 3-xxxx 4-xxxx 5-xxxx 6-xxxx 7-xxxx Assets Liabilities Net Assets Revenue Expense Budgeted Revenue Budgeted Expense 38 A company code can belong to only one chart of accounts. & CO modules (P&L) G/L Accounting 38 . G/L account ranges are as follows: FMIS (Legacy) OnePurdue 1YYYYY 2YYYYY 3YYYYY 4YYYYY 5YYYYY 4YYYYY 5YYYYY Assets Liabilities Net Assets Revenue Expense Budgeted Income Budgeted Expense http://www. & 3 only in the FI module (Balance Sheet) Accounts starting with 4 & 5 exist in both FI. Purdue uses one chart of Accounts—CPUR.purdue.

Lookup a G/L Account – FS00 • • • Used when there is a need or desire to display a G/L account because a user may not be familiar with the G/L account number displayed on a report or document Displays the G/L account and the account attributes that have been defined Will indicate if balance sheet or Income/Expense account http://www. it is always PUR G/L Accounting 39 39 Input Fields: G/L account: Key in the 6-digit number of the G/L account Company code: Enter the Company code.

Lookup a P&L Account – FS00 Enter the G/L Account number (beginning with a 4 or 5) and the Company Code 40 G/L Accounting 40 .

G/L Account Display – Important Fields • Determine if an account is: Balance Sheet or P&L Reconciliation Account Open Item Management (clearing accounts) Line Item Display (Drilldown) Not usually activated on Reconciliation 41 G/L Accounting 41 .purdue. The detail resides in the sub-ledger and can be viewed there Audit trail Records the before and after values in the changed field Records the date and time the field was changed Records the user id who changed the field http://www.

Topic 2: Chart of Accounts Listings & Reports • • Display G/L Account Numbers Reports of G/L Account Numbers 42 G/L Accounting 42 .purdue.

Reports in OnePurdue • Reports are: Run on request Allow users to specify selection criteria Allow users to change output format • Report Output can be: Viewed on the screen Sent to a printer Exported to MS Excel Reporting • Remember.purdue. some reporting data is sensitive – be cautious when downloading data 43 G/L Accounting 43 .

purdue.G/L Master Data Reports • • Two reports: S_ALR_87012326 – Chart of Accounts S_ALR_87012328 – G/L account List G/L Master Data reports have many options for data selection Individual Account Range of Accounts List of Accounts Accounts marked for deletion Balance Sheet Accounts only P&L Accounts only Accounting • Selection criteria can be saved for future use 44 G/L Accounting 44 .

All G/L accounts are valid on all Funds.purdue. It can be used for informational and documentation purposes You can specify selection criteria to limit the number of G/L accounts printed. Double click an account in the list to display additional master data. unlike 45 G/L Accounting 45 . The system displays the G/L account number and long text first.G/L Account Report – S_ALR_87012326 • • • • • Used to display G/L account master data and print out G/L account lists. http://www.

GL Chart of Account – S_ALR_87012326 Enter the G/L account number or a range of numbers Click on the Execute icon List with only Account and Account Description 46 Input Fields: G/L Account: Enter the 6 digit G/L account number.purdue. G/L Accounting 46 .

Instructor Demonstration • • Display a general ledger master record Execute the two reports discussed in this unit 47 G/L Accounting 47 .purdue.

Run a G/L Account List – S_ALR_87012328 http://www.purdue.1 .Unit Exercises • Exercise 2.Display a General Ledger Account – FS00 Display a P&L account Display a reconciliation account • • Exercise 2.Run a Chart of Account Report – S_ALR_87012326 Exercise 2.2 .edu/onepurduehelp 48 G/L Accounting 48 .3 .

Unit Review
You are now able to:

• •

Work with FI Master Data Execute reports utilizing various reporting functionality


G/L Accounting


Unit 3 – Document Handling

• • • • •

Topic 1: The Document Principle Topic 2: Park G/L documents Topic 3: Change and Display G/L documents Topic 4: Create G/L documents Topic 5: Execute various balance and line item displays


G/L Accounting


Unit Objectives

At the end of this unit you will:
Explain the OnePurdue document principle Describe automatic postings to the general ledger Park documents for later update Create manual entries to the general ledger Repost entries from one statistical internal order to another Execute various balance and line item displays


G/L Accounting


A G/L document can be a journal entry. Audit Trail – A record of all data 52 G/L Document – Documents are created in OnePurdue. Replaces FIJV’s. SA for G/L entry Document Number Range – Internal number assignments which are used for documents generated in the system. Document Type – A way to classify documents within OnePurdue. etc. All documents have a complete audit trail.Key Terminology Changes Before OnePurdue FIJV and Paper JV’s Transaction Code N/A Audit Trail N/A In OnePurdue G/L Document (KB61 and FV50) Document Type Document Number Range Audit Trail Parking a document http://www. DZ for payments.purdue. additions. corrective posting. and deletions for a particular entry. Parking a Document – Setting aside a journal entry/document within OnePurdue for any of the following reasons: Some information is missing so the document cannot be completed There are too many line items to complete at one time The entry is not balancing and the error has not been found Document is complete but is waiting to be approved by Central Accounting G/L Accounting 52 . changes. The classifications are: KR for invoices.

recharge cost centers FIJV process 53 G/L Accounting 53 .purdue.Key Process Changes Before OnePurdue FIJV process In OnePurdue Use KB61 to correct a posting to the incorrect statistical internal order Use FV50 to re-class expenditures.

Topic 1: The Document Principle • • • • • • Automated and manual entries in all OnePurdue Modules are called documents Documents have a complete audit trail Document types are used to identify the origin of a document Document types are used for every transaction to a G/L account Each document type is assigned to a number range All documents can be traced to the user ID. and time of entry http://www.purdue. transaction Documents Documents 54 G/L Accounting 54 .

Vendor Invoice KR Name: Amount: Type: KR # 18000001 Goods Receipt WE Name: Amount: Type: WE # 51000001 G/L Journal Entry SA Name: Amount: Type: SA # 1000701 http://www. Budget adjustment in FM G/L Accounting 55 . asset or G/L accounts). Assigning document numbers. material. The number range assigns the document number in a sequential 55 The document type has the following functions: Differentiating between business transactions. Vendor Invoice. for example. The document type tells the user instantly what sort of business transaction the document represents.purdue. The document type determines which account types that particular document can be posted to. Documents are a result of transactions carried out in the system. This is useful. customer. when displaying line items for an account and other reporting options. A number range is assigned to every document.Transactions = Documents Business Process Document Type Accounting Doc. reversing an FI document. The document type controls the posting to account types (vendor.

G/L Account Postings • • • Automated general ledger postings Manual general ledger postings Parking documents Business Process Processes 56 G/L Accounting 56 .purdue.

Automatic postings: From MM.purdue. Manual postings: Entered by end-user G/L Accounting 57 .) 2. Interface postings via batch feed from non-OnePurdue applications 3. and HR modules (ESA will be included when it goes live.Postings to the General Ledger OnePurdue HR Materials Management Batch feeds from legacy systems FI .edu/onepurduehelp 57 Three methods for posting to the general ledger: 1.GL Sales and Distribution (Grants) Student Manual Entry http://www. SD.

Automated G/L Postings • The following entries are all posted to the G/L and are immediately reflected in the Balance Sheet and P&L: Goods receipt – Credit to GR/IR and Debit to expense or inventory Invoice Entry – Credit to A/P (vendor) and Debit to GR/IR and entries to Tax and Freight accounts Payments – Debit to A/P and Credit to Cash 58 G/L Accounting 58 .purdue.

Parking and Posting Journal Entries • There are two t-codes for journal entries: FV50 – Parking a journal entry No financial update is made until the parked document is then posted Parking assists in the segregation of 59 G/L Accounting 59 . fund. cost center. etc. One user parks the document while another user posts the parked document FB50 – Post the document to the general ledger Updates the general ledger as well as all other affected modules The document must be reversed if there are errors in the general ledger account.purdue. http://www.

purdue.Topic 2: Park G/L documents – FV50 • • OnePurdue will use JV upload for entries like: CMIP UEP Other typical manual journals will be: Reclass expenditures Recharge cost centers Transfer funds from one B/S account to another Accounting 60 G/L Accounting 60 . http://www.

sign. and attaches appropriate back up http://www.purdue. System validates transaction Departmental personnel may only “Save as Completed” and not post the transaction Department will park transaction for Central Accounting to review and to approve using FV50. and forward to responsible accounting office. attach any appropriate back up. (Accounting Services) Departments prepare using online Word document Print form. department will make print screen of 61 G/L Accounting 61 .Key Process Changes – Parking a Document Before OnePurdue In OnePurdue Department personnel will enter the financial transaction in OnePurdue using FV50. Once complete. obtain approval signatures.

(Central Accounting) Responsible accounting office will review the G/L document in the system upon receiving the paper copy. http://www.Key Process Changes – Parking a Document Before OnePurdue Routes form to responsible accounting office for approval and data entry In OnePurdue The information will be forwarded to responsible accounting 62 G/L Accounting 62 . enter reference field to indicate accounting office approval and “Post” Responsible accounting office will also run periodic reports to ensure no old outstanding parked documents and follow up with creators or delete transaction Signed screen print with back up will be filed in Central Files. audit transaction.purdue.

They retain this number after they are posted http://www.Parking G/L Account Documents – FV50 Reasons for parking journal entries Do not have all information to complete entry Too many line items to complete at one time Accounting Doc. and displays a system generated document number when the document is parked. The system creates the document. The user needs to record this document number for future reference. Entry is not balancing and you can’t find error Entry is complete and you must wait for the Central Accounting office to review and post • PARK • Parked journal entries are given the next number in the G/L document sequence.purdue. Enter the ten line items in which two of the line items do not have cost centers associated with them. Park your document. parks the transaction figures for the accounts affected. G/L Accounting 63 .edu/onepurduehelp 63 Example: You are performing month-end closing entries. you realize you are missing two cost center numbers for a ten line item G/L document.

Tips and Tricks To insert today’s date in a date field. parking.Parking G/L Account Documents – FV50 • • • Parked journal entries can be viewed when displaying account balances if you choose Parked Documents in the Selection Criteria. use the key strokes F4 followed by F2 instead of using the drop-down calendar feature.purdue. Each function is designed for a specific business transaction. PARK http://www. sort and view the details of the line items. Enhance or correct the line item as needed. Enter the line items. Use the icons below to copy. The general ledger document entry function allows the user to post one or more debits along with one or more credits to G/L account balances. Park the document. G/L Accounting 64 . Enter the document header data. 64 Parking: Assigns a document number Visible on the general ledger account display (statistical or informational posting only) Does NOT update the financial system Does NOT perform on-line data validations Following are the most critical steps involved in entering and parking a document: Call up the required document entry function because the system offers several functions such as posting. etc. Be sure all parked documents have been posted or cancelled prior to month-end closing! Certain users will park completed documents before notifying the central accounting office that the documents are ready for final review and posting Accounting Doc.

purdue.Manual G/L Parking Screens Messaging and online validation of data entry Header and Header tabs Line items Line item icon maintenance 65 G/L Accounting 65 .

purdue. you can park the document by selecting from the Menu Bar Document / Park or press F8. Company Code: Enter company code (can be set up as a default) Currency: USD Reference: Required field used to enter user desired 66 When parking a document for Central Accounting to review. Place initials of central accounting office who will post the document in this field. you must click the Save As Completed button to validate the master data in the document. Header Text: Required field used to enter the description of the document Debit/Credit: Whether the line will be a debit or a credit Account: Appropriate G/L account number to which the transaction will be posted Cost Center: Required if using a P&L G/L account Fund: Required if using a balance sheet G/L account or a P&L account G/L Accounting 66 . Input Fields: Document Date: Date of the Document Posting Date: Defaults to system date Document Type: Examples: Accounting document. vendor invoice. This button does update FM which impacts the budget. if ALL data has been entered and the document is considered to be complete.Parking a Journal Entry – FV50 Click the Save as completed icon Message the document is parked http://www. If the document is not complete. Doc. etc.

use the ZPURDUE screen variant Removes fields that are not relevant to Purdue processes Click the Tree on push button to activate the tree structure http://www.Screen Variants .ZPURDUE • • Using the “tree on” 67 G/L Accounting 67 .

Posting a Parked Document – FV50 • • • Parked documents can be completed. and then posted at a later date by Central Accounting Parked documents can be posted either individually or via a list To post several parked documents via a list. audited. the system issues a list of parked documents from which to choose. reviewed. you can carry out any necessary processing to parked documents that could not be posted due to incorrect information. From this list.purdue. 68 G/L Accounting 68 . such as an inappropriate G/L account.

purdue. Input Fields: Document number: Enter the document number Fiscal year: Enter the fiscal year in which the document was entered G/L Accounting 69 . You may narrow your list of parked documents by populating any of the available fields on the screen. Save as completed – park the document with data validation 3. Post – post (financial transaction created) the document Note: Both the Save as completed and the Post push buttons all required fields with valid values must be completed http://www.Post a Parked Journal Entry – FV50 1. Park the document – no data validation performed 69 Tips & Tricks You will need to know the document number in order to do this transaction.

purdue.Instructor Demonstration • Create a parked journal entry – FV50 Highlight the posting icons (save and save as completed) Highlight the various screen components 70 G/L Accounting 70 .

For example. the copy line icon allows you to copy an entire line item. The Detail icon allows for the detail of a selection to be viewed.purdue. The Select blocks icon selects or de-selects lines in the 71 These icons save you time when maintaining line items. The Add/Delete icon inserts lines to or deletes lines from a document.Line Item Icons Detail Sort Select blocks Add/delete Duplicate lines/fields http://www. The Sort icon sorts selected columns either in order or reverse order. G/L Accounting 71 . saving time and keystrokes. The Duplicate lines/fields icon will duplicate selected information into a new line on a document.

Header Text

Reference and Header text


Text is used in various fields to describe a transaction or make notations of an event. The reference field at the header will be used to identify the document Text is also at the document level: access the document level text using the menu bar: Extras / Document Text

G/L Accounting


Data Validation and Messages


The system provides various messages to provide the user information regarding error and warning messages. The message will generally appear at the bottom of the screen. Depending upon the type of message, certain actions may be required to clear the message. An Information message provides some information regarding the transaction being processed that is pertinent to the entry. Information messages can be noted and then bypassed. The message will be denoted by a green circle containing a check mark. A Warning message alerts the user to potential issues with the entry or transaction. It allows for data to be corrected or changed before further processing or bypassed completely. The message will be denoted by a yellow circle containing an exclamation mark. An Error message stops processing and the transaction must be corrected prior to being completed or posted. The message will be denoted by a red circle containing an "x". An Abend message will appear when a transaction or program terminates under abnormal conditions. (rarely seen)

G/L Accounting


Instructor Demonstration

Create a parked journal entry – FV50 using the line item icons and features within the program


G/L Accounting


Doc. and document header text. verify for accuracy. The line items only contain information on the particular item in question. the system will retain and display select field information. such as the document date. After your first entry. CREATE http://www. certain fields will be completed automatically. Green checkmarks will appear in the Status column confirming that the entry was accepted by the system. such as the document 75 Example: Central Accounting receives the document and uses the information to review. such as Company Code and Currency.purdue. G/L Accounting 75 . It also includes controlling information. Cost accounts require a cost center or internal order A general ledger posting to a cost account will create an automatic posting to Controlling Accounting Doc.Creating Journal Entries – FV50 • • • Parking/posting of G/L account documents is necessary for the University’s daily business process and period end closing. Reference Field is user defined where the document will be filed. Header Text Field should contain the Journal Description The first time you access the “Enter G/L Account Document” screen. The document header contains information that is valid for the whole document. Whether any additional information is present depends on the business transaction involved. for instance a G/L account number and amount. and post the entry. reference.

Enter the document header data Enter the line items Enhance or correct the line item as needed Post the document The system creates the document. G/L Accounting 76 . Each function is designed for a specific business transaction. updates the transaction figures for the account affected.purdue. and displays an internally assigned document number when the document is posted or parked.Creating Journal Entries (2) – FV50 • • • • Incomplete documents can be parked and completed later Every G/L account document consists of a document header and two or more line items Only certain authorized users in Central Accounting or SPS will be able to post documents Decentralized users will be able to park documents. CREATE http://www. The general ledger document entry function is used to post debits and/or credits to G/L account master 76 Following are the most critical steps involved in entering and posting a document: Call up the required document entry function because the system offers several functions. but not post documents Accounting Doc.

and approvals are not needed.purdue. etc. you can “park” the document and save until you are ready to complete it 77 G/L Accounting 77 . you must reverse the document and repost The transaction looks much like the parking screen – FV50 If a journal entry is incomplete.).Topic 3: Post G/L documents – FB50 • • • • • • If you have been provided the security. fund. you can bypass the “parking” functionality and directly post to the general ledger using FB50 Immediate update to the general ledger and all affected modules Minimal changes can be made to a “posted” document If a change is needed (cost center.

This provides a good way to review the document before posting Input Fields: Document Date: Date of the document Posting Date: Defaults to today’s date Company code: Enter the company code PUR Currency: USD – will default from the company code PUR Reference: Where the document will filed Document Header Text: Description of the business transaction G/L Account: Appropriate G/L account number to which the transaction will be posted Debit/Credit: Whether the line will be a debit or a credit Amount: Enter the amount of the transaction Cost centers: Valid cost center NOTE: the cost center will “derive” the funds center in FM Fund: enter a valid fund Text: Enter a description for this line item. Header Text are both required fields Enter debits and credits until entry is balanced and then Save http://www. if appropriate G/L Accounting 78 .edu/onepurduehelp 78 Simulate – The Simulate push button is a dry-run and a user can view the document before posting.Create G/L Journal Entries FB50 Select Simulate if you wish to view the document before posting Reference and Doc.purdue.

Instructor Demonstration • • • Create a journal entry – FB50 Demonstrate the similarities and differences between FB50 and FV50 Park a journal entry from the FB50 transaction 79 G/L Accounting 79 .

1 – Park a G/L Account Document – FV50 Exercise 3.2 – Post a G/L Account Document – FV50 Exercise 3.Unit Exercises • • • Exercise 80 G/L Accounting 80 .purdue.3 – Enter G/L Account Posting – FB50 http://www.

edu/onepurduehelp 81 G/L Accounting 81 .purdue. and the incorrect order was charged.Topic 4 – Statistical Internal Orders • • • Statistical internal orders replace the current DREF’s Statistical internal orders will be created by decentralized staff and costs will be posted to them If an error occurs. simply charge the correct order using transaction code KB61 http://www.

Internal Order Definition • • CO Objects: Real 82 G/L Accounting 82 . Statistical A distinction is made between real (true) and statistical CO objects: Real objects: True objects can allocate their costs to other CO objects (cost centers) Used for Continuing Education and plant maintenance work orders REAL Statistical objects Cannot reallocate their costs and only bear their costs for information purposes Used for DREFs STATISTICAL http://www.purdue.

$4. access FIJV and BADR to change the DREF number Enter the document number (FI document number) Change the statistical internal order (SIO) to the desired SIO Save your changes and record your CO document number http://www.Key Process Changes – Changing a Statistical Order • • Scenario: It was discovered that in a financial transaction.purdue.000 of expenses were charged to the incorrect Statistical Internal Order (SIO) A correcting entry needs to be made Before OnePurdue In OnePurdue Go to transaction code KB61 in 83 G/L Accounting 83 . When a DREF needed to be changed in a transaction.

Internal Order Types Order Type CENC Number Range 5100000000 5199999999 5000000000 5099999999 Int. etc. – master data centralized Used by continuing education for seminars. or Real Real Usage and Responsibility Used by continuing education for seminars. Real RCPM Int. Int. Ext Int. 84 G/L Accounting 84 . – master data centralized CECR Real DEXP 7500000000 7599999999 7000000000 7099999999 8000000000 8099999999 6500000000 6599999999 Int. ONLY used by AG. Vet and CFS Used only for Grants Management FAPP GRNT Ext. etc. Stat. Stat.purdue. Stat. Used for DREF – master data decentralized Used for DREF – master data decentralized. Real Used by Calumet only for physical plant – master data – centralized at Calumet http://www.

Example: Order Type DEXP (Statistical) 1 Create IO From type KO01 2 Create & update IO Group KOH1 3 Plan on the order KO12 4 Release & post costs to the order 5 Run IO reports 6 Close Out Order KO02 • • • • • • Example: The School of Agriculture hired a new professor and start-up costs need to be tracked separately The cost center will be charged these costs but the statistical internal order will also be used so that these costs can easily be analyzed (the internal order allows the information to be posted into a different “bucket”).purdue. Create a statistical order using transaction code KO01 Use order type DEXP (statistical – DREF) Statistical orders are used to capture information only KO02 – to close out the internal order 85 G/L Accounting 85 .

Repost Costs to a Statistical Internal Order • • • If costs are posted to the incorrect statistical order.purdue. select transaction KB61 to correct the entry Change/enter the correct statistical order number Save your document and receive a CO document number • • Use KB63 to display your document KB64 to reverse your entries 86 G/L Accounting 86 .

Instructor Demonstration • • • Display an internal order master record – KO03 Move costs from one statistical order to another – KB61 View the results in the document display in CO 87 G/L Accounting 87 . 88 G/L Accounting 88 .4 – Order Concepts Exercise 3.5 – Move costs from one statistical internal to another – KB61 Display the results http://www.Unit Exercises • • • Exercise 3.

edu/onepurduehelp 89 G/L Accounting 89 .purdue. DISPLAY http://www.Topic 5: Change & Display Documents • There are various transaction codes to change and display documents Accounting Doc.


The following transaction codes are used when you wish to maintain a parked and/or posted document
Parked Documents FBV3 FBV2 FBV0 FAGLL03 Posted “FI” Documents FB03 FB02 N/A FAGLL03 Purpose Display a document Change a document (line item fields) Delete a parked document (cannot delete a FI document) Display line items by general ledger account(s)


G/L Accounting


Change & Display Documents

• • • •

Used to display a single document or a list of documents. List option provides a means to search for all documents created by a user ID, document type, reference field, etc. There are different transaction codes for displaying parked and posted documents Tip: After your first entry, the system will retain and display select field information, such as company code and fiscal year

Accounting Doc.


G/L Accounting


Display Document – FB03


Tips & Tricks: To display a G/L document, you will need the document number. If you don’t know the document number, first enter the Company Code, Fiscal Year, and Document Type. Click on the Document list button to set the desired search parameters to find your document. Input Fields: Document number: Key the Document Number of Accounting Document Company code: Enter the company code Fiscal year: Enter the fiscal year

G/L Accounting


Display a Parked Document – FBV3 • • The document display program for parked documents has a different look to it The document maintains the tab structure and the data entry layout 93 G/L Accounting 93 .purdue.

G/L Accounting 94 .purdue. However. Changes to amounts or accounts must be done by reversing the entry completely and re . FB02 is used only by authorized users who can post 94 Example: The header text was missing from one of the journal entries during review of the monthly ledger sheet. The user can add the header text via FB02. Example: If the user found out the reference field is incorrect. They can change it via FB02. This transaction will be used by all users who are authorized to post financial transaction in FI. CHANGE http://www. If the document number is unknown. documents can be searched by clicking on the document list button.entering it with the correct data.Change G/L Journal Entry – FB02 • • • • Used to make changes to a single document. Accounting Doc. only authorized users in Central Accounting are allowed to change header information.

Changing a G/L Journal Entry • It is not possible to change: Amounts G/L Accounts Cost Center Funds center Fund • It is possible to change: Text Fields Reference Field Header Text CHANGE 95 G/L Accounting 95 .purdue.

You may click on the document header icon to change selected fields in the document header. You may proceed to the other line item by using the up and down black arrows.purdue. NOTE: Only authorized users can change the fields in document 96 Note only the fields which are not grayed out may be changed. Input Fields: Document number: Number of a previously posted document Company code: Enter the appropriate company code Fiscal year: Fiscal year in which the document was posted Fields that are changeable: Text Reference G/L Accounting 96 . Company and Fiscal Year Change Text or Assignment fields http://www.Change G/L Journal Entry – FB02 Enter the Document Number.

All the fields in white can be changed. G/L Accounting 97 .Change a Parked Document – FBV2 • Most fields are changeable on a parked document http://www. Unlike a posted document. most of the fields can be changed because it has not been posted to the general ledger and other integrated 97 This screen looks like the Display Parked document screen.

edu/onepurduehelp 98 The “Multiple Display” option provides a means to search for all documents changed by a user ID.purdue. DISPLAY CHANGES http://www. as well as many other selections Only the reference and text fields can be changed using this transaction. If the document number is unknown. documents can be searched by clicking on the document list button Changes to amounts or accounts must be done by reversing the entry completely and re-entering it with the correct data Accounting Doc.Document Changes – FB04 • • • Used to display changes to a single document or a list of documents. G/L Accounting 98 .

double-click on that line in the overview screen.purdue.Document Changes – FB04 Enter the Company Code. Document Number. then press Enter Double-click to view details. and Fiscal Year. time and user who made the change 99 To display the details of any change. you can view the date. Input Fields: Document number: Key document number Company code: Enter company code Fiscal year: Enter fiscal year From change date: Enter the change date G/L Accounting 99 . If you drill-down again.

several documents will be created To view the various documents from 100 G/L Accounting 100 . go to the menu bar: Environment / Document Environment http://www. one transaction can affect many modules and therefore.Document Integration (1) • • In OnePurdue.

three documents. in addition to the FI document were created Three modules were updated: CO (Controlling).edu/onepurduehelp 101 Double-click on any of the documents in the dialog box to navigate to the desired document and see the details.purdue.Document Integration (2) • • In this example. G/L Accounting 101 . and GM (Grants Management) CO document FM document GM document http://www. FM (Funds Management).

edu/onepurduehelp 102 G/L Accounting 102 .Instructor Demonstration • • Change a journal entry after it has been posted Create or display a journal entry to illustrate the document integration http://www.purdue.

8 – Change a G/L document – FB02 Exercise 103 G/L Accounting 103 .purdue.6 – Display a G/L document – FB03 Exercise 3.10 – Display document changes – FB04 http://www.Unit Exercises • • • • • Exercise 3.9 – Change a parked document – FBV2 Exercise 3.7 – Display a parked document – FBV3 Exercise 3.

Use this transaction to display G/L account— 525325 – Animal Care Supplies and run a report to get the data G/L Accounting 104 .purdue.Topic 6: Execute various balance and line item displays • • G/L Account Balance Display New (FAGLB03) Organizes data by total: Debits Credits Current Year Balance Accumulated Balance • • Drilldown on any of the columns to see the list of line items that make up the balance View by account and by period http://www. so they can report it to the EVP for 104 Example: Administrative staff needs to know how much the University spent on animal care for research in August.

edu/onepurduehelp 105 To see more data about a particular line of information.purdue. G/L Accounting 105 . double-click on the item and the system will display more detail. This should be used only to revenue and expense accounts.Display Balances New (FAGLB03) Enter account number and enter the business area if you wish to narrow your selection Drill down on any balance http://www. Use the Overview icon Input Fields: G/L Account: Enter the G/L account number or use the drop-down menu to find the G/L account number Company code: Enter the company code Fiscal year: Enter the fiscal year that you want to view Business area: Enter the business area if you only want to view the data from a particular business area. to display the original document posting. For balance sheet accounts must use SPL.

“Check Mark On” Parked Items option and execute report.G/L Line Item Display/Change Line Items (New) – FAGLL03 • • • Change the display format to meet your needs Add fields to the display: Cost Center Eliminate fields For example: Assignment Posting Key Currency • Double-click a line item to drill down to further detail 106 Not all accounts require line item display. To select parked documents click on the Entry View Icon. G/L Accounting 106 . Some cases in which line item display is not necessary are: Reconciliation accounts A/R and A/P Asset accounts This is the report where parked data is selected and displayed. Parked items will be designated by a yellow triangle in the status column.

click on the Next or Previous icon to move through the rest of the line items. to review the Header information G/L Accounting 107 .purdue. Click on the Overview icon Click on the Hat icon to review the document. After you have drilled down to the individual line item level.G/L Line Item Display/Change Line Items (New) – FAGLL03 Enter account number or range of account numbers Requested data is displayed 107 Click on the Eyeglass icon to display the document.

purdue. the display can be changed Sort Download Drilldown Filter Add/delete columns Totals and sub-totals 108 G/L Accounting 108 .Changing the Display Format • Through a series of icons.

purdue. http://www.Reporting Toolbar • You can use the reporting toolbar to customize the report The reporting toolbar displays the most common functions that appear on most reports as well as some report-specific icons. Not all icons will appear on the reporting toolbar for all 109 G/L Accounting 109 .

Click to view additional information 3 1 Check the box next to the row on which you want to drill-down http://www.Drilldown into Report Details You can drilldown to greater levels of detail from the report data and view the source document 2 Click to view the source document. View the details of the selected 110 G/L Accounting 110 .

purdue. sort the data by posting date in ascending order 2 Click to sort the selected column in ascending order or click to sort in descending order Select the column by which you want to sort the report data. For example. 1 111 G/L Accounting 111 .Sort Report Data • You can sort the report data in ascending or descending order by a selected column.

you want to view data for only a few funds centers 2 Click to select the filter values Select a column by which you want to filter report data.Filter Report Data • You can filter the report data to restrict the display to one or more values in a selected column For example. 1 112 G/L Accounting 112 .

Sub-totals and Print Preview Total: Select a column with numbers and then click this icon to calculate the total amount for all the rows.Totals. For 113 G/L Accounting 113 . Print Preview: Use this icon to view the report on line before printing http://www. select the Vendor column to view invoice amounts for each vendor. Subtotals: Select a column and then click this icon to subtotal the data by the selected column.purdue.

and Graphing Microsoft Excel View: Calls up interactive excel You can view data in an Excel format ABC Analysis: not used Graph: Graph the results – rarely used Word Processing: Use this icon to view the report on line before printing Local File: Send to a local file Send: Sent this report to another OnePurdue user or to their MS Outlook address http://www. G/L Accounting 114 .MS Office 114 The Send icon allows you to send this report to another OnePurdue user or to their Outlook email address.purdue. Send.

Note: Do not confuse display variants with selection criteria 115 G/L Accounting 115 .purdue. A customized report layout is called a display variant.Display Variants • You can change or customize the layout of a report by: Changing the position of the columns Changing the width of the columns Hiding columns Adding columns • • Once you have customized the report layout to meet your needs. http://www. you can save the layout for future use.

Click to change the layout of the report.Create Display Variant Complete the following steps to save a customized report 1 layout as a display variant. 2 3 Select a column that you want to . 4 Click to continue. hide and click Note: If any columns appear in the Hidden fields pane you can unhide them by selecting the column and clicking . The report layout will reflect the changes made here. as 116 G/L Accounting 116 .purdue. Change the position and length of the columns. http://www.

3 Note: Refer to the “Name a New Selection or Display Variant” slide for information on variant naming conventions http://www. 2 Click to continue.purdue. The layout will be saved as a display 117 G/L Accounting 117 . Enter a Layout name and a Description of the display variant and check the User-specific box. 1 Click to save the current layout of the report. you can save it as a display variant.Save Display Variant Once you have customized the report layout.

edu/onepurduehelp 118 G/L Accounting 118 . The report data will be automatically displayed according to the saved layout. A report can have several different display variants. with each display variant using a different layout.Using Display Variants • You do not need to re-enter your selection criteria each time you open a report. You can “recall” the display variant the next time you execute the report. Display variants save time! http://www. You can use a display variant instead.purdue.

Instructor Demonstration • Execute the line item and balance displays discussed in this unit 119 G/L Accounting 119 .purdue.

purdue.Unit Exercises • • Exercise 120 G/L Accounting 120 .12 – Display Balances (New) – FAGLB03 http://www.11 – Display/Change Items (New) – FAGLL03 Exercise 3.

Unit Review • You are now able to: Explain the OnePurdue document principle Describe automatic postings to the general ledger Park documents for later update Create manual entries to the general ledger Repost entries from one statistical internal order to another Execute various balance and line item displays 121 G/L Accounting 121 .

Unit 4 – Reversing and Clearing Documents • Topic 1: Reverse a Document 122 G/L Accounting 122 .purdue.

edu/onepurduehelp 123 G/L Accounting 123 .Unit Objectives • At the end of this unit you will: Reverse an FI document http://www.purdue.

A new document number is created for the 124 Reasons The amount is wrong The G/L account is wrong The cost center is wrong The entry should not have been made Example: Central Accounting user found out that document 100000097 was posted incorrectly. and it must be reversed in the current posting period. Certain rules apply to reversals Document must have been created in FI Reversal can only take place in an open period The document can be displayed prior to reversal. cost centers. and funds http://www.purdue. You can view the reversal document via transaction FB03. This transaction will allow the user to reverse the document and keep a proper audit trail by document number.” for “100000097 / 2006” There are several reversal reasons to choose – normally use 01 to reverse in the current period. On the header of the reversal document. such as business area. You should always keep documentation as why you need to reverse the document and whether any new document is posted. customer.Topic 1: Reverse Document (FB08) (1) • • Reasons for reversing a document: Incorrect document is posted in the system Can be reversed only if the these conditions are met: Contains no clearing items Contains only vendor. you need to be sure the period is open. or G/L line items Originally posted within FI system Contains only valid values. If you need to reverse an entry in a prior period. G/L Accounting 124 . there is a message indicating that it is a “Rev. doc.

Reverse Document (FB08) (2) • • • Documents are usually reversed in the same period as the original document was posted The reversal document can be viewed via FB03 Reversing an entry creates a new document with opposite debits and 125 G/L Accounting 125 . A new document number is created Reversal is displayed in the G/L account http://www.purdue.

the system displays the message.Reverse a Document – FB08 Use Reversal reason 01 to reverse in the current period http://www. Input Fields: Company code: Enter the company code Document number: Enter the document number that is to be reversed Fiscal year: Enter the fiscal year Document type: Enter the document type G/L Accounting 126 . “Document 100000110 was posted in company code PUR” Tips & Tricks Place the cursor on any field and right click to identify some “F-key” which will assist in problem solving or use the help feature for an explanation of that 126 The system generates a reversing document posting the proper reversing debit and credit amount After saving the reversal.

Instructor Demonstration • • Reverse a document Display the document before the reversal process 127 G/L Accounting 127 .purdue.

purdue.2 – Display your document – FB03 http://www.Unit Exercises • • Exercise 4.1 – Reverse a document – FB08 Exercise 128 G/L Accounting 128 .

edu/onepurduehelp 129 G/L Accounting 129 .purdue.Unit Review • You are now able to: Reverse an FI document Clear open items on a general ledger account http://www.

Unit 5 – Create Recurring Documents • • Topic 1: Recurring Entries Topic 2: Account Assignment Templates 130 G/L Accounting 130 .

edu/onepurduehelp 131 G/L Accounting 131 .Unit Objectives • At the end of this unit you will: Create Recurring Entries Post Recurring Entries via a batch session Delete Recurring Entries Create Account Assignment Templates Use Account Assignment Templates http://www.purdue.

Key Terminology Changes Before OnePurdue Recurring Entry Batch N/A In OnePurdue Recurring entry Batch Sessions Account Assignment Templates 132 G/L Accounting 132 .

Topic 1: Recurring Entries • Recurring entries are standard entries that are set up to repeat for a specified period of time Monthly Quarterly On a specific schedule • • Recurring entries always have the same dollar amount and accounts During month-end processing.purdue. The job can be run more frequently if required 133 G/L Accounting 133 . all recurring entries can be posted by a batch job.

edu/onepurduehelp 134 G/L Accounting 134 .Recurring Entry Process • To create a recurring entry: Identify the need for a recurring entry Create in OnePurdue (similar to creating a journal entry) Identify posting frequency Save the entry http://www.purdue.

or vendors The following data never changes in recurring entries: Posting Key (object which identifies the account.Enter Recurring Entry – FBD1 • Recurring entries are business transactions that are repeated regularly. Via the recurring posting document. such as rent and leases for facilities. vendor. The user also can specify the exact day for the posting by entering a day of a month. G/L Accounting 135 . vehicle leases for Purdue owned cars and vans and month end recharges Recurring entries can be defined for G/L accounts. and debit or credit of the line item) Account Line item amounts • • http://www. customers. the user can specify a certain posting frequency in the recurring posting document by entering a period in 135 The user enters this recurring data into a recurring posting document that does not update the transaction figures. To set the dates for the recurring entries. G/L account. etc. the user can specify exactly when the system should carry out a posting using the data contained within it.purdue. The recurring entry posting program uses this document as a basis for creating accounting documents.

purdue. such as weekly Copy Texts (Checkbox): Copies entered texts into the posting document when it is created Document type: Enter the document type for the transaction Reference: Where the original document is stored Document Header Text: Description or explanation of the transaction Posting Key 40 – G/L Debit 50 – G/L Credit Account G/L Account G/L Accounting 136 . between each run of the recurring 136 Input Fields: Company code: Enter the 4-digit company code First run on: Enter the date from which the first recurring entry is to be carried out Last run on: Enter the date to which the last recurring entry is to be carried out Interval in months: Interval in months.Enter a Recurring Entry – FBD1 SA is used for G/L Recurring Entries http://www. This will post on same date each month (start date is used) Run date: Calendar date on which the recurring entry is to be carried out Run schedule: Any schedule not based on month.

The prepaid expense needs to be allocated to various cost centers. G/L Accounting 137 . the Central Accounting user must post the recurring entries for the Computer service maintenance contract.14 • • Used when there is a need to post the recurring entry on a monthly basis Two ways of setting the dates for the recurring entry: Specify a certain frequency in the recurring posting document by entering a number indicating a period of months.Create Postings – F.purdue. The user will use this transaction to post the recurring entry. the exact day of posting can be specified (Limited) Define a run schedule http://www. By also entering a day of a 137 Example: During the closing process for the month of May.

so it is not realistic to press Enter for every line item.14 triggers a batch input session which needs to be completed in the next step http://www.14 F. The advantage to foreground processing is that it makes it easy to detect 138 Input Fields: Company code: Enter the company code Document number: Enter the recurring document number which is to be posted Fiscal year: Enter the fiscal year Document type: Enter the document type to be posted Settlement period: Enter the settlement period for the entry to be posted Settlement period to: Settlement period to date Processing in the background means the system will process in the background automatically. The document number for the most recent recurring entry you have posted will be displayed by the system. some recurring documents have hundreds of lines. G/L Accounting 138 . you will know which step has an error.Create Posting Documents – F. and you will need to press ENTER to proceed to the next step.purdue. and you will get a message once it is finished. However. You also can view this document by typing FB03 in the Command box. Processing in the foreground means you will see every step in the process.

the transaction figures of the accounts posted to are updated. Document Type SA recurring entries must start with FA. and the recurring entry documents themselves are 139 Recurring entries do not get posted when they are entered into the system. F. This transaction is one of the scheduled month end programs http://www. Transaction SM35 is used to process the batch input session created. Using SM35 requires additional security via naming conventions. Once SM35 is run. A separate transaction.Recurring Entries – Batch Session SM35 brings you to this screen to process your batch input session NOTE: Typically a system administrator will execute this transaction. G/L Accounting 139 . This transaction will create a batch session in the SAP system.purdue.14 needs to be executed on a regular interval. which must be processed further using transaction SM35. the accounting documents are posted.

Delete a Recurring Entry – 140 The deletion can be done in test mode to be sure you are affecting only the documents you wish to delete G/L Accounting 140 .56 • • Delete a recurring entry when: Amounts or accounts have changed You no longer need the entry Deleting a recurring entry requires two steps: Mark the entry for deletion using the Change transaction This prevents the entry from being included in the batch update Perform actual deletion using the Delete transaction This step removes the entry from OnePurdue http://www.purdue. 141 G/L Accounting 141 .Instructor Demonstration • • • Create a recurring entry document Execute the “batch” to generate the recurring entry Execute the batch session http://www.

edu/onepurduehelp 142 G/L Accounting 142 .purdue.2 – Create the batch – F.1 – Create a recurring entry template – FBD1 Exercise 5.Unit Exercises • • • Exercise 5.14 Exercise 5.3 – Execute the bath session – SM35 http://www.

“Account assignment model was saved. Click the Save icon. Instead of keying the same journal entry every month. enter the model name on the Account Assignment Model: Initial Screen and then click on the Display Change icon. Change Line Items screen. To change an existing account assignment model. When finished. G/L Accounting 143 . such as cash transmittal 143 Example: A business services manager who is responsible for Engineering accounting must record the accounts receivable for bad debt allowance.Topic 2: Account Assignment Templates – FV50 or FB50 • • • • Used to create a template for daily journal entries. Click on the Line Items icon to open the Account Assignment Model.purdue. Any of the fields may be changed. every month. the user can create an account assignment model for the monthly journal entry and use it multiple times. Changes can be made each time before posting the transaction Can be utilized by any user who is authorized to enter journal entry http://www. etc. The system displays the message. Account Assignment Model is a journal entry template. A template can be created with the account assignments and saved as a model to be used each time.

Using Account Assignment Templates • There are two ways to use Account Assignment templates within the FB50 transaction By using the Edit menu By using the “Tree On” 144 G/L Accounting 144 . 145 G/L Accounting 145 . Assignment Templates – FV50 Choose Edit / Account Assignment Templates / Select Account Assignment Template Choose the correct template to automatically fill in the line items http://www.Using Acct.

edu/onepurduehelp 146 G/L Accounting 146 . Assignment Templates – FV50 Click to turn on the tree view Double-click on the appropriate Account Assignment template to choose http://www.Using Acct.purdue.

Instructor Demonstration • • Create an account assignment template Create a journal entry using the account assignment template 147 G/L Accounting 147 .purdue.

4 – Create an account assignment template – FV50 Exercise 5.Unit Exercises • • • Exercise 5.5 – Park a document using your account assignment template – FV50 Exercise 5.purdue.FV50 148 G/L Accounting 148 .6 – Change the account assignment template .

edu/onepurduehelp 149 G/L Accounting 149 .Unit Review • You are now able to: Create a recurring entry Change a recurring entry Create the batch session to generate the entries Describe the batch execution process Create an account assignment template Create a parked journal entry using your account assignment template http://www.purdue.

Unit 6 – Create Accrual Entries • • • Topic 1 – Create Accrual Entries Topic 2 – Change and Display Accrual Entries Topic 3 – Reverse Accrual Entries 150 G/L Accounting 150 .

Unit Objectives • At the end of this unit you will: Create accrual documents Change and display accrual documents Reverse accrual documents 151 G/L Accounting 151 .purdue.

Then you will only need to modify the amount on the account assignment and post it. G/L Accounting 152 . Treasury Services must record the banking fee for the month of June on an accrual 152 Example: At fiscal year end. etc. Receivables include refunds or revenues that were earned in the month or fiscal year. and deferrals must be set up at the close of each month or fiscal year. or using the fast data entry if it has many line items http://www. but will not be paid until the next month or next fiscal year. An accrual entry can be posted by keying the document. but the funds are not received until next month or next fiscal year.Enter Accrual/Deferral Doc – FBS1 • • Used for things such as Continuing Education receivables and other miscellaneous receivables & payables at fiscal year-end. Deferrals are prepayments from customers or funds that have already been received in the month or fiscal year. so that the University’s financial statement will reflect the appropriate expense and liabilities. so payables. using an account assignment model if it is a recurring entry. the invoice for the month of June’s banking service fee will not be received until July.purdue. receivables. Tips & Tricks: For the recurring entries. you can create an account assignment model. Payables are created to account for expenses or liabilities that have been incurred in the month or fiscal year. but we will provide the services in the future. The University is based on accrual accounting.

G/L Account: G/L account number. Use the drop-down menu or enter the G/L account number Fund: Type of fund. Document number: System generated Doc. Use the drop-down menu or enter the Fund Cost center: Cost center number. Use the drop-down menu or enter the cost center G/L Accounting 153 . Use the drop-down menu or enter the posting 153 Input Fields: Document date: The date of the document Document type: Accrual posting – AB Company code: Will default to PUR Posting date: The day the document is entered. Header Text: Description or explanation of the transaction Reversal reason: Reason for reversal of the document – use 05 Reversal date: The date on which the document is to be reversed Posting key: Indicate debit or credit.purdue. The system will determine this based on the Posting date. The system will default to today’s date Reference: Identifying the document or entry Period: The accounting period to be updated.Enter Accrual/Deferral Doc – FBS1 Use 05 for the Reversal reason http://www.

edu/onepurduehelp 154 G/L Accounting 154 .Change or Display an Accrual Document • To change or display an accrual document go to the menu bar within the FBS1 transaction code Document / Change or Display In FBS1.purdue. select Document on the Menu Bar http://www.

so the University can pay the actual invoice and the same fee won’t be booked twice. This entry will need to be reversed when the invoice for the banking service fee is received in the month of July. G/L Accounting 155 .81 • • • • Used to reverse the accrual entries for the prior posting period Performed by Central Accounting Can be reversed individually or via a list Typically part of the closing schedule and executed at month end http://www.Reverse Accrual/Deferral Documents – 155 Example: The Treasury Service accrued the June monthly banking service fee based on the contract with the bank at the closing of last fiscal year.

81 http://www.Reverse Accrual/Deferral Documents – 156 Input Fields: Company code: Enter the company code Document number: Enter the document number that is to be reversed Fiscal year: Enter the fiscal year Document type: Enter the document type G/L Accounting 156 .purdue.

81 http://www.Instructor Demonstration • • • Create an accrual document – FBS1 Change/Display an accrual document – FBS1 Reverse an accrual document – 157 G/L Accounting 157 .

1 – Create an accrual document – FBS1 Exercise 6.purdue.Unit Exercises • • Exercise 158 G/L Accounting 158 .2 – Reverse an accrual document – F.81 http://www.

edu/onepurduehelp 159 G/L Accounting 159 .purdue.Unit 7 – Additional Features of Document Processing • • Topic 1 – Features in FB50 Topic 2 – Editing Options – FB00 http://www. 160 G/L Accounting 160 .Unit Objectives • At the end of this unit you will: Create journal entries using the various features in FB50 Change your personal settings using FB00 http://www.

edu/onepurduehelp 161 All the features described in this topic for FB50 work identically for FV50.purdue.Topic 1 – Features in FB50 • • • • Using screen variants Tree on and tree off Utilizing text Menu bar options http://www. G/L Accounting 161 .

purdue.ZPURDUE • • Using the “tree on” 162 Screen Variant.Screen Variants . also available in FV50. use the ZPURDUE screen variant Removes fields that are not relevant to Purdue processes http://www. ZPURDUE. G/L Accounting 162 .

edu/onepurduehelp 163 G/L Accounting 163 .Tree on • • It is also possible to use the tree on to access account assignment templates.purdue. When not in use. close the tree to allow more screen area http://www.

edu/onepurduehelp 164 Three types of text within FI documents Document level – access using the menu bar: Extras / Text Header level – located in the header. below the reference field Line item level – located in the line item Use the text features to eliminate phone calls between departments G/L Accounting 164 .Available Text in Documents • • • If document level text exists. the checkbox “text exists” will be activated Can view while using transaction code FB03 Enter text at the: document level header level line item level http://www.purdue.

To print document level text you must display the document level text and select the printer icon G/L Accounting 165 .edu/onepurduehelp 165 This process addresses document level text only. go to the menu bar Extras / Document texts Choose a text category and double click on the category To print document level text use the printer icon http://www.Entering and Printing Document Level Text • • • To enter document level text. print the document in the “display as list” mode. To print header and line item text.purdue. Both header text and line item text are printing when you print the document in the “display as list” mode.

edu/onepurduehelp 166 G/L Accounting 166 .purdue.Duplicating Line Item Text • • There are tools within SAP that save you time and keystrokes Use the “+” to copy line item text from one line item to the next input the text in the first line item in the 2nd line item input a “+” press enter http://www.

Menu Bar Functions • • Quickly move from create to change and display Post with reference – use this feature to copy an existing document Any document can be used as a reference Saves time and eliminates keystroke errors • Document Texts 167 G/L Accounting 167 .

edu/onepurduehelp 168 G/L Accounting 168 .Topic 2 – Editing Options – FB00 • • Editing options are a convenient way to “customize” your settings Benefits: view reports with a more features Eliminate fields in data entry programs that are not relevant to Purdue Set defaults for displays. etc. • • They are user specific Access FB00 http://www.purdue.

FB00 Example

In this example, the document display is set to classic display. For additional reporting functionality, change it to the ALV classic list or the ALV grid control Additional features include, sorting line items by column, totals and sub-totals, etc.


G/L Accounting


Instructor Demonstration

• •

Create G/L documents using the various functionality in the unit Change Editing Options


G/L Accounting


Unit Exercises

• •

Exercise 7.1 – Create G/L documents - FB50 Exercise 7.2 – Change your Editing Options – FB00


G/L Accounting


edu/onepurduehelp 172 G/L Accounting 172 .purdue.Unit Review You are now able to: • • Create documents using the features within the OnePurdue System Change settings in Editing Options http://www.

purdue.Course Summary (1) You are now able to: • • • • • • • Explain the differences between FI. create and maintain G/L documents Display G/L line items and balances Reverse G/L documents Drilldown from the G/L account to the line items http://www. CO and FM Display various general ledger master records Execute general ledger account listings 173 G/L Accounting 173 .

purdue.Course Summary (2) You are now able to: • • • • Create and process recurring entries Create account assignment templates Create and reverse accrual entries Utilize features within the document entry programs 174 G/L Accounting 174 .

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