Define company

In this step you can create companies. A company is an organizational unit in Accounting which represents a business organization according to the requirements of commercial law in a particular country. You store basic data for each company in company definition. You only specify particular functions when you customize in Financial Accounting. Company G0000 is preset in all foreign key tables. In the SAP system, consolidation functions in financial accounting are based on companies. A company can comprise one or more company codes. When you create a company you should bear in mind the following points relating to group accounting:

If your organization uses several clients, the companies which only appear as group-internal business partners, and are not operational in each system, must be maintained in each client. This is a precondition for the account assignment of a group-internal trading partner. Companies must be cataloged in a list of company IDs which is consistent across the group. The parent company usually provides this list of company IDs. It is also acceptable to designate legally dependent branches 'companies' and join them together as a legal unit by consolidation.

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Recommendation SAP recommends that you keep the preset company ID G00000 if you only require one company. In this way you reduce the number of tables which you need to adjust. Activities Create your companies. Further notes All company codes for a company must work with the same operational chart of accounts and fiscal year. The currencies used can be different.

Define Credit Control Area
In this step, you define your credit control areas. The credit control area is an organizational unit that specifies and checks a credit limit for customers. Note A credit control area can include one or more company codes. It is not possible to assign a company code to more than one control control area. Within a credit control area, the credit limits must be specified in the same currency. Standard settings The credit control area 0001 is defined in the SAP standard system. Activities Define your credit control areas.

Edit, Copy, Delete, Check Company Code
In this activity you create your company codes. The company code is an organizational unit used in accounting. It is used to structure the business organization from a financial accounting perspective. We recommend that you copy a company code from an existing company code. This has the advantage that you also copy the existing company code-specific parameters. If necessary, you can then change certain data in the relevant application. This is much less time-consuming than creating a new company code. See "Recommendations" for more details about copying a company code. If you do not wish to copy an existing company code, you can create a new company code and make all the settings yourself. You define your company codes by specifying the following information:

Company code key You can select a four-character alpha-numeric key as the company code key. This key identifies the company code and must be entered when posting business transactions or creating company code-specific master data, for example.

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Company code name Address data The address data is necessary for correspondence and is printed on reports, such as the advance return for tax on sales/purchases.

Country currency Your accounts must be managed in the national currency. This currency is also known as the local currency or the company code currency. Amounts that are posted in foreign currency are translated into local currency.

Country key The country key specifies which country is to be seen as the home country; all other countries are interpreted as "abroad". This is significant for business and payment transactions because different forms are used for foreign payment transactions. This setting also enables you to use different address formatting for foreign correspondence.

Language key The system uses the language key to determine text automatically in the language of the relevant country. This is necessary when creating checks, for example.

You do not specify the functional characteristic of the company code until configuring the relevant application. You can set up several company codes per client to manage the accounts of independent organizations simultaneously. At least one company code must be set up in each client. To take full advantage of SAP system integration, you must link company codes to the organizational units of other applications. If, for example, you specify a CO account assignment (for example, cost center or internal order) when entering a document in FI, then the system must determine a controlling area to transfer this data to CO. You must specify how the system is to determine the appropriate controlling area.

The system derives the controlling area from the company code if you assign it directly to a company code. You can also assign several company codes to one controlling area. Standard settings Company code 0001 has already been created in clients 000 and 001 for the country DE (Germany). All country-specific information ("parameters") is preset in this company code, such as the payment methods, tax calculation procedures, and chart of accounts typical for this country. If you want to create a company code for the USA and its legal requirements, you must first of all run the country installation program in client 001. The country of company code 0001 is then set to "US" and all country-specific parameters related to it are set to the USA. For more information, see the Set Up Clients activity under "Basic Functions" in the Customizing menu. Recommendation You should keep the preset company code number 0001 if you only require one company code. This keeps to a minimum the number of tables you need to set up. You can copy a company code using a special Customizing function. Company code-specific specifications are copied to your new company code. The target company code must not yet be defined, it is defined automatically during the copying procedure. SAP recommends the following procedure when creating company codes: 1. Create the company code using the function "Copy Company Code". 2. Enter special company code data with the function "Edit Company Code Data". You can also use the function "Edit Company Code Data" to create a company code. However, in this instance, the company code "global data" is not copied. If you create a company code using the "Copy" function, most of the "global data" is also copied. Further notes You should create a company code according to tax law, commercial law, and other financial accounting criteria. As a rule, a company code in the SAP system represents a legally independent company. The company code can also represent a legally dependent operating unit based abroad if there are external reporting requirements for this operating unit, which can also be in the relevant local currency. For segment reporting according to Anglo-American accounting practices, you need to represent the regions in which the company has significant dealings. This reporting data can be generated entirely on the basis of company codes. For processing company codes, there are extended functions that you can access with the function call "administer" or "Copy, delete, check company code". The entry in the company code table is processed in these functions as well as all dependent Customizing and system tables in which the plant is a key. For more information on the extended functions, see Copy/Delete/Check/Process Project IMG. In addition to these functions, there is also the "Replace" function. You use this function if you want to change a company code key. This is only possible if no postings have been made in the company code that is to be replaced. You should therefore only use this function for newly-created company codes. Activities

1. Create your company codes based on the reference (company code 0001) delivered with the standard system. SAP recommends using the function "Copy Company Code" to create your company codes. 2. Go to the activity "Edit Company Code Data" and change the name, description, address, and currency. Maintain the company code data that has not been copied. 3. Use the project IMG view to postprocess data that is changed automatically. You can also carry out postprocessing at a later stage since the system keeps the generated project view.

Further notes For more information about business areas. you can set up several business areas to which the system can assign the postings made in all company codes defined in this client. A business area is an organizational unit within accounting that represents a separate area of operations or responsibilities in a business organization. see the SAP Library under Financial Accounting -> General Ledger Accounting -> Business Area. You make all other specifications for your business areas in the Financial Accounting Implementation Guide. . In a client. To ensure consistency in document entry. you enter a four-character alphanumeric key and the name of the business area. When defining a business area. you should give business areas the same name in all company codes. Activities If necessary.Define Business Area Use In this section you create business areas. create business areas.

Activities Create the functional areas you require. Administration and Research & Development. . Production. Example Typical functional areas are Sales.Define Functional Area In this activity you create your functional areas. Marketing.

In the SAP system. you execute the functions for consolidating business areas based on consolidation business areas. A consolidation business area is an accounting organizational unit that represents a central business segment within a business organization and that has a balance sheet which can be included in business area consolidation.Maintain consolidation business area In this activity you create consolidation business areas. Activities Define consolidation business areas by assigning them 4-character IDs. .

Assign company code to company In this step you assign the company codes which you want to include in the group accounting to a company. Requirements You must have first completed the steps Create company code and Create company. Activities Assign the company codes to a company. .

. Assign each of the company codes to a credit control area as you require. You determine the credit limits via the Accounts Receivable area menu. you assign company codes to a credit control area.Assign company code to credit control area In this step. Standard settings Examples of company codes assigned to credit control areas have been defined in the SAP standard system. Activities 1. 2. Requirements You must first have performed the steps "Create company codes" and "Create credit control area". Ensure that the appropriate credit limit is specified for the credit control areas and/or for the individual customers.

Requirements You must first perform the steps Create business area and Create consolidation business area. . as required for consolidation. Activities Allocate the business areas to the consolidation business areas in a 1:1 or N:1 ratio.Assign business area to consolidation business area In this step you allocate the business areas to consolidation business areas.

These are the standard posting keys for G/L account postings.e. There are other factors. cost centers or orders) are only possible if data can be entered in the corresponding fields. The field status group you enter in the reconciliation accounts affects postings to the related customer or vendor accounts. which have an influence on the field status. and which are hidden during document entry. Field status groups are already defined for this variant. You must define a field status group in the company code-specific area of each G/L account. This allows you a more accountspecific screen layout. via the G/L account number in their master records. however. Bear in mind that additional account assignments (i. The situation with reconciliation accounts is different.Define Field Status Variants In this activity you can define and edit field status variants and groups. Standard settings Field status variant 0001 is entered for company code 0001 in the standard SAP software. Among these are: • the field status defined for the posting key. Activities . since there are only two such keys for postings to G/L accounts. Recommendation Designate field status via the field status groups in the G/L accounts. You cannot enter a field status group in the customer or vendor accounts. for example. You can specify here that a reference number and document header text must always be entered. You cannot differentiate by posting key. You can. which are required entry fields. You can also define and process field status groups. The field status group determines which fields are ready for input. switch between required and optional entry field designations in the document type for some of these header fields. You use the debit and credit posting keys instead. You do not make any differentiated field status definition via the master record for these special G/L accounts. This allows you to work with the same field status groups in any number of company codes. such as those in the document header. besides the field status group itself. Note You cannot attach a field status to some fields. The "optional entry field" status has no effect on the field status. • Specifications for the document type. The status "optional entry field" was assigned to posting keys 40 and 50 in the standard system. Field status groups are determined for customer and vendor accounts from their respective reconciliation accounts. You group several field status groups together in one field status variant. You assign the field status variants to a company code in the activity Assign Company Code to Field Status Variants.

When copying field status variants. 3.1. 2. select Edit -> Copy as . 4. . You do not make this definition for each account. If necessary. the accompanying field status groups are also copied. You can also use the copy function to create new field status variants. This is why you may want to adapt the field status groups included in the standard system. or define your own for each field status variant. Create new field status variants using Edit -> New entries . 5. but rather for groups of accounts. You can delete field status variants that are no longer required via Edit -> Delete . The accompanying field status groups will also be deleted. Look at the standard field status groups. change the standard field status groups. Find out which fields on the entry screens should be o o o ready for input required entry fields hidden for the G/L accounts in your company. To do this.

Assign Company Code to Field Status Variants Use In this IMG activity. Standard settings In the SAP standard. you assign the company codes in which you want to work with identical field status groups to the same field status variant. For more information. a field status variant of the same name is assigned to company code 0001. . You define your field status group per field status variant. Activities Assign the company codes concerned to the same field status variant. see Define Field Status Definition Groups.

Standard settings The following fiscal year variants have been created in the standard system: • • • Variants in which the fiscal year is the same as the calendar and has up to four special periods Variants for shortened fiscal years. and the periods themselves.. select your fiscal year variant and select Periods on the navigation screen. It is also possible to determine names for the periods of a non-year-specific fiscal year variant. To define your posting periods.Maintain Fiscal Year Variant (Maintain Shortened Fisc. see Defining shortened fiscal years. you first enter the number of your posting periods in the Number posting per. select your fiscal year variant and choose Period texts on the navigation screen. You then enter the month and day of the period end for each of your periods. o Your fiscal year is not the same as the calendar year and is not year-dependent In this case. February. For more information on shortened fiscal years. On this screen. Year) You can define the following characteristics for a fiscal year variant: • • • how many posting periods a fiscal year has how many special periods you need how the system is to determine the posting periods when posting When defining your fiscal year. enter the month and the day of the period end and the period in each case. The system asks for which calendar year your year-dependent fiscal year variant is valid. To do so. Feb. Mar. o Your fiscal year is not the same as the calendar year and is year-dependent Enter the number of your posting periods in the field Number posting periods and select the field Year-dependent.) and a 20-character long text (January. you have the following options: o Your fiscal year is the calendar year In this case. select your fiscal year variant and select Periods on the navigation screen. March). You can specify a threecharacter abbreviation (Jan.. To define your posting periods. field. you must only select the Calendar year field. Variants for non-calendar fiscal years: o o o April to March with four special periods July to June with four special periods October to September with four special periods .

Caution The fiscal year variant is used in several application components of the SAP system. but for which year-end closing must be carried out. it can contain a shortened year with nine periods (from 001 to 009). Specify the number of periods for the fiscal year variant (12 in the example above). FI. You must always define an entire calendar year when defining a fiscal year variant. 2. see the Asset Accounting documentation. Change the existing variants. The definition of a shortened fiscal year is always year-dependent. the calendar year-dependent definition of fiscal periods and years is still required if the shortened fiscal year is already in the past. specify the periods and the number of periods the shortened fiscal year has. Year-dependent definitions will be deleted as soon as you convert the fiscal year variants from year-dependent to year-independent. If such a shortened fiscal year . Check the standard fiscal year variants. Defining shortened fiscal year A shortened fiscal year is a fiscal year having less than twelve months. HR. There are two ways to define a shortened fiscal year: • If you only use Financial Accounting (FI) without Asset Accounting (FI-AA). Assign periods 001 to 003 of the new fiscal year to the months October-December. you can begin a fiscal year with any period. Activities 1. you can assign periods 004 to 012. • If you also implement the Asset Accounting (FI-AA) component or another component such as Materials Management (MM) or Controlling (CO). SD. Example If you define a fiscal year with twelve periods. each fiscal year of the variant can begin with period 001. Note Keep in mind that the last period of a fiscal year must correspond to the number of periods in that year. since it represents a yearrelated exception.• Variants that are set up on a weekly basis. Example If your shortened year goes from January to September. For a fiscal year variant. This means that if you want to define 12 periods. This way. You need to keep the year-dependent fiscal year variant for as long as you are posting in or prior to a shortened fiscal year. the last period in that year must be number 12. but also other periods from the previous or subsequent fiscal year. Bear in mind that you generally need to ensure that it is possible to post to previous fiscal years. CO. For more information about implementing the Asset Accounting component. for example. Note You define your shortened year and the following normal fiscal years under the same fiscal year variant. or create your own variants. FI-AA. to allow asset depreciation calculations to be carried out accurately. each fiscal year must begin with period number 001. The remaining calendar year contains the first three periods of the new fiscal year (periods 001 to 003). or if you are transferring old data from this period. MM. In some application components. The year-related fiscal year variant therefore contains not only the periods from the shortened fiscal year. if necessary. These variants can only be used in the Special Purpose Ledger (FI-SL) application.

To define the shortened year for Asset Accounting. You must not change this setting under any circumstances. and variant AM for shortened years when Asset Accounting is in use. even if the shortened fiscal year is already in the past. select Navigation -> Shortened fisc.yr.exists in your system. first determine which of the two options above will be used. Activities 1. it must always be indicated as year-specific. 2. If you need to define a shortened fiscal year. Standard settings Two shortened fiscal year variants are provided with the standard system: variant R1 for a Financial Accounting shortened year. Define the shortened fiscal year. .

Standard settings The standard company code is assigned to the fiscal year variant that corresponds to the calendar year and uses four additional special periods.Assign Company Code to a Fiscal Year Variant For every company code. you must specify which fiscal year variant is to be used. see Maintain Fiscal Year Variant. Requirements You have defined the relevant fiscal year variant. . The variant does not contain more than 16 periods. For more information. Activities Assign a fiscal year variant to each company code.

Delete the variants no longer required. 3. Every company code is allocated to this variant with the same name. to this variant. you must change the default settings as described in the "Activities" section. Standard settings In the standard setting. for which you want to use identical variants for open posting periods. The name of this variant is identical to the company code name. you want to use identical variants in several company codes. If however. Activities 1. Change the name in one of the variants. . if you manage with only a few company codes). Detailed information on this can be found in the chapter "Allocate company code to variant". If you want to and can continue working on this basis (for example. you do not have to make any changes in the configuration. you can define variants for open posting periods. a separate variant for posting periods is defined for every company code. Allocate all company codes. Thus nothing has changed in the system yet: Every company code has its own variant.Define Variants for Open Posting Periods In this activity. 2.

. Activities Assign the same variant to the corresponding company codes. you assign the same variant key to the company codes you want to group together. you make the specification that is necessary to be able to work in several company codes with the same variant for open posting periods.Assign Variants to Company Code In this activity. For this reason.

You define the permitted posting periods for the subledger accounting accounts using the relevant reconciliation accounts. specify a period lower limit. To do this. Note Specify G/L account numbers for your specifications. The authorization group only has an effect on time period 1. The authorization object is F_BKPF_BUP (Accounting document: Authorizations for posting periods). . You have two time intervals (time period 1 and time period 2). For more information about assigning authorizations. This means that in month-end or year-end closing for example. you can open some posting periods for specific users only.Open and Close Posting Periods In this activity. you can specify which periods are open for posting for each variant. You can also assign authorization groups for permitted posting periods. You close a period by selecting the period specifications so that the period to be closed does not fall within them. and the fiscal year. and the relevant reconciliation account. a period upper limit. specify the account type for the subledger accounting. In each interval. such as D or K. see the corresponding section for User Maintenance.

Caution There must be a minimum entry for each variant. 2. and the columns From Account and To Account must not contain entries. With further entries. First enter the periods permitted for posting for all variants (minimum entry). Specify the periods permitted for posting. In the columns for the posting periods. Activities 1. you define more specifically which periods are to be open for which accounts. . 4. This entry must have + in column K. 3. In addition. specify the periods you want to always be open in this variant. enter an authorization group for each time period 1 in order to limit user access. Then add entries for account types or account areas if the periods are to be further restricted for specific accounts.

The country which you need is then entered as the country of company code 0001 and all the country-specific parameters associated with it are also converted to this country. G/L Account Posting. For further information see "Create company code". Number Range 12 In the case of postings that do not have the same effect on all ledgers. Number Range 12 • If you work with a leading ledger and with non-leading ledgers. G/L Account Document. Read the chapter "Set up client" within your Customizing project. Activities • If you only work with one ledger (the leading ledger). Example: Document Type SA. Activities You can look at the most important specifications. proceed as follows: Since the majority of postings has the same effect in all ledgers. for example. the chart of accounts and the fiscal year variant. For general information about defining document types. see Define Document Types. This documentation describes the special procedure for setting up document types for New General Ledger Accounting. Also assign a number range to the document types. Define Document Types for Entry View Use In this activity.Enter Global Parameters In this activity. you can make various global specifications for the company code. define for all postings the document types for the documents in the entry view. Document types are used to differentiate the business transactions and to manage how document are stored. G/L Account Document. among other things. Number Range 01 Document Type SB. Requirements You have created the organizational unit "Company code" in the "Enterprise Structure" section of the Implementation Guide. proceed as follows: . You make these specifications later from other activities. the tax calculation procedures and the chart of accounts most frequently used in Germany. define in this IMG activity the document types for the entry view for postings that affect all ledgers. the payment methods. such as. the global parameters for Germany have already been set. Number Range 01 Document Type SB. Standard settings For the standard company code 0001. you must first of all run the country installation program in client 001. In addition. This includes. If you need a company code for a different country and the corresponding legal requirements. For example: Document Type SA. you can look at the most important specifications of the company code at any time in the overview. you define your document types. Also assign a number range to the document types. G/L Account Posting. proceed as follows: In this activity.

Assign a unique number range to this document type. for example customer payment. the leading ledger) in a separate number range. you distinguish the postings according to the different business transactions. Document Number Ranges A number range must be assigned to each document type in the SAP System. Closing Postings.o Postings only for the leading ledger: Define a separate document type for these postings. for example to invoices or to credit memos. To store documents separately according to document types. By segregating the ledger-related postings (here. and so on. . vendor credit memo. Number Range 90 o Note Postings for non-leading ledgers: You make these settings under Define Document Types for Entry View in a Ledger. Via the document types. you ensure the contiguous assignment of document numbers at the ledger level for each number range. Example: Document Type SX. you must assign a separate number range to each document type.

This is the case. Define Document Number Ranges for Entry View In this IMG activity you create number ranges for documents. This means you can differentiate documents by document type but combine them again for filing the original documents. for recurring entry documents with key X1. You must therefore ensure that you do not skip any numbers when entering numbers manually (for organizational reasons). One example of a case where external number assignment would be suitable is when you transfer documents into your SAP system from a non-SAP system. The number range becomes effective via the document type specified in document entry and posting. Number ranges for documents are company code-dependent. You can use one number range for several document types.fiscal years (the limit up to which a number range is still valid). namely with the same number range key. For each document type you should check whether a separate number range must be used and which type of number assignment is most appropriate. If you want to define number ranges which are independent of the to-fiscal year. The number range is not displayed with external numbers. If you use year-dependent number ranges. provided you store your original documents under the EDP document number. with vendor invoices. enter 9999 in the to. For each number range you specify (among other things): • • a number interval from which document numbers are selected the type of number assignment (internal or external) You assign one or more document types to each number range.fiscal year field. you can specify the same interval with the same key several times for different to. use a number range with key X2. You should use internal number assignment if the original documents do not have a unique document number. These keys may not be used for other number ranges.In the following activities: • • • You define your document number ranges. You must therefore create your number ranges for each company code in which the document type is used. Note The type of number assignment is of special importance. The numbers must be unique. You can determine which intervals of document number ranges are to be copied from one company code into another. You can determine which intervals of document number ranges are to be copied from one fiscal year into another. Caution For sample documents. Recommendation . The number intervals must not overlap. for example.

only the intervals you export are present. The number statuses are imported with their values at the time of export. All intervals for the selected number range object are deleted in the target system first. you define among other things: • • which side of an account can be posted to. the original document for a business transaction can be found at any time. In this way. and . Users specify a posting key before entering a line item. Dependent tables are not transported or converted. After the import. Activities 1. For each posting key. 3. Define your number ranges accordingly. The posting key controls how the line item is entered and processed. Determine how document filing is to be carried out in your company codes. 2.Store your original documents (paper documents) under the EDP number of the SAP System. Notes on transporting You transport number range objects as follows: Choose Interval -> Transport in the accounting document Number Range screen. Define Posting Keys In this activity you define posting keys. Make sure that the number ranges are assigned to the corresponding document types. You should write the EDP document number on the original document. which type of account can be posted to.

using tolerance groups. Recommendation Use the posting keys delivered with the standard system. You can also additionally differentiate these settings by company code. In this respect you define: • • the amounts or percentage rates up to which the system is to automatically post to a separate expense or revenue account if it is not possible to correct the cash discount or up to which difference amounts the system is to correct the cash discount. you predefine various amount limits for your employees with which you determine: • • • • the maximum document amount the employee is authorized to post the maximum amount the employee can enter as a line item in a customer or vendor account the maximum cash discount percentage the employee can grant in a line item the maximum acceptable tolerance for payment differences for the employee. This way the system can post the difference by correcting the cash discount or by posting to a separate expense or revenue account. The system also uses the field status group you specify in a G/L account to determine the status of fields in document entry. There must be at least one entry for every company code. Define Tolerance Groups for Employees In this activity. Note You can also define tolerances without specifying a tolerance group. In this case the cash discount is automatically increased or decreased by the difference. Field status groups are defined within a field status variant. Modify them if necessary. Check the standard settings. Leave the field Grp empty in this case. enter the values for employee groups. 2. The stored tolerances are then valid for all employees who are not allocated to a group. you may need to make changes to customer and vendor posting keys if a different field status is required. Since the same rules usually apply to a group of employees.• Note which fields the system displays on the entry screens and whether an entry must be made (field status). Activities 1. In particular. You can then enter amount limits and tolerances per employee group and company code. Payment differences are posted automatically within certain tolerance groups. .

you then have to assign your employees to a certain tolerance group. sample tolerances are defined for the standard company codes. This is where you enter your employees under the relevant groups. If you have defined differing tolerance groups. specify the amount limits for each of the groups. . To do this. Activities 1. find out which tolerances are to be determined and whether a differentiation according to employee group is necessary. The lower limits from the customer/vendor specifications and employee group are taken in each case during clearing. If you want to define different tolerances for your employees. select the activity "Assign users to tolerance groups". leave the "group" field empty. If the tolerance limits are to apply to all employees. Define the tolerances correspondingly. 2.You can also specify tolerances for clearing procedures depending on your customers or vendors. 3. Standard settings In the system. For every company code.

see Define Tolerances (Vendors) Activities Enter your employees under the required group. Tolerances are defined for a group for posting and clearing documents or line items. Note For employees that you do not assign to a group. For more information on this. you must define tolerance values for which you leave the Group field blank and only specify the company code.Assign User/Tolerance Groups In this activity. . you assign Financial Accounting employees to whom you wish to give special tolerances to a group.

2. Your cost accounting operations are currently carried out in financial accounting. Identify the accounts which are no longer required. You want to extend the length of the account numbers. Decide which ones you want to include in your chart of accounts. This may be necessary because: • • • • You want to reduce the number of G/L accounts you are already using. Edit Chart of Accounts List In the chart of accounts list you enter the charts of accounts that you want to use in your organization (at client level). but you now want them all to use the same chart of accounts in the R/3 System. Charts of accounts GKR and IKR. You can find the program under Accounting -> Financial accounting -> General ledger -> Information system -> General Ledger Reports -> Master Data -> -> Chart of Accounts Chart of Accounts. Determine the account classification (such as account system) you want to use to structure your chart of accounts with. have been entered for Germany. 2. enter it in the chart of accounts list. Your current organization has several legally independent companies using different G/L accounts. Standard settings The list already contains sample charts of accounts for some countries. 3. Activities Prior to creating a chart of accounts and G/L accounts in the system. analyze the charts of accounts delivered with the standard system. Activities 1. Additional Information The Financial Accounting documentation describes those G/L accounts that are specially needed in the R/3 System from a business perspective. . Determine which particular accounts are used for automatic postings or special G/L transactions in the R/3 System. you can display the charts of accounts on the screen or print them out using the "Chart of Accounts" program. you may have to revise your existing G/L chart of accounts. To do this. If you want to create your own chart of accounts.Revise Chart of Accounts Before you prepare for G/L account creation in the R/3 System. Find out from your employees which G/L accounts are needed for which business transactions and which accounts they currently post to. 1. for example. 4. Check whether you can use one of the charts of accounts supplied with the standard system. but in the future you want to implement cost accounting as a separate component. you should go through the following activities to find out which accounts your organization requires. To do this.

you must specify an account group. asset account group and material account group). Activities Check and change the standard account groups as needed. If you set up your own charts of accounts. . Note Account groups for G/L accounts are based on the chart of accounts. You use account groups to combine accounts according to the above criteria (for example. It enables you to control the layout of screens. The account group determines: • • • the interval in which the account number must be which fields are required and optional entries when creating and changing master records which fields are suppressed when creating and changing master data. a P&L account group.Define Account Group When creating a G/L account. Standard settings Account groups are defined for the standard charts of accounts. you must specify account groups for them.

. Requirements The chart of accounts must be specified in the chart of accounts list. you must specify the P&L statement account type(s) and the retained earnings accounts for each new chart of accounts you set up. Change the standard settings if necessary. using the key "X" respectively. 2. If you do not use one of the standard charts of accounts. Note Your specification depends on the chart of accounts. the system carries forward the balance of the P&L account to the retained earnings account. Activities 1. You can define one or more P&L statement account types per chart of accounts and assign them to retained earnings accounts. Make sure the accounts you specify are created.Define Retained Earnings Account You assign a retained earnings account to each P&L account by specifying a P&L statement account type in the chart of accounts area of each P&L account. At the end of a fiscal year. Standard settings Account 332000 was defined for chart of accounts IKR and account 900000 was defined for GKR.

You can select the criteria that determine which items the accounts are displayed in. for a group chart of accounts. you can also assign functional area intervals at the lowest level of the structure. • You then determine the financial statement items for your version.area allowed" indicator. instead of account intervals. Alternatively.Define Financial Statement Versions In this activity: • You define the versions you need to create a balance sheet and profit and loss statement. You must explicitly define financial statement versions to which functional areas are assigned as such. accounts or groups of accounts can be assigned to particular items based on their balance. Either account intervals or functional area intervals can be assigned to a financial statement item. Activities Define the necessary versions and maintain the financial statement items. You do this by setting the "Fun. For example. Further notes For more information on defining financial statement versions. This financial statement version can then also be used by the notes to financial statement in the G/L account information system. or without any specific assignment. . You can define versions for a specific chart of accounts. see the FI Closing and Reporting documentation. You assign groups of accounts to the items at the lowest levels of the hierarchy.

The reconciliation account field is defined as a required field since a reconciliation account must also be specified for the one-time accounts.Define Account Groups with Screen Layout (Customers) In this step. You define the status of this field in the company code-dependent data area. You determine the account number interval and the type of number assignment using the number ranges. • Changing the field status definition . It is recommended that you control the field status via the account groups. you determine the account groups for customers. You can specify a reference account group under "Control" in the "General data" part of a one-time account's master data. certain fields are displayed as required fields or are hidden. one-time accounts. all fields of the one-time account screen are ready for input during document entry. Note on changing the account group You may only delete an account group from the system if there are no master records referencing this account group. Otherwise you can no longer display or change the master record. you must specify an account group. it can make sense to control the field status either dependent on company code or dependent on transaction. You use the account group to determine: • • • • the interval for the account numbers whether the number is assigned internally by the system or externally by the user (type of number assignment) whether it is a one-time account which fields are ready for input or must be filled when creating and changing master records (field status) Example: You want to hide the address. Otherwise all corresponding fields are shown. This field is company code-dependent. then. If you do not specify a reference account group. for example. communication and bank data fields for the one-time accounts. You can use these to control the fields of the one-time account screen so that. do not forget to maintain the field status. you group accounts together according to the criteria mentioned above. With the account groups. When creating a customer account. You can also define reference account groups for one-time accounts. In exceptional cases. You determine the field status in the general data area for these fields since the fields are contained in this area. Note If you create new account groups. as previously. for example.

You can do this via special master record fields. Standard settings Sample account groups have been defined. The numbers of the new master records must then be contained in the new area. Make sure that the number ranges specified for the account groups have been created. 2. You can allocate a new number range to the account group.If you hide a field at a later stage in which you had already made an entry. . the field contents are still valid. Therefore do not attempt to allocate the accounts to accounting clerks via the account groups or to group customers together according to countries. Recommendation Do not use the account groups to group the customer accounts according to content. Activities 1. Check and change the standard account groups if necessary. • Changing number ranges You can increase the upper limit of the number interval as long as there is no other interval containing the required numbers.

you should use the internal number assignment. specify the following under a two-character key: • • A number interval from which the account number for the customer accounts is to be selected The type of number assignment (internal or external number assignment) Allocate the number ranges to the account groups for customers. Creating the master records under new numbers assigned by the SAP system (internal assignment: the system assigns a number when creating the master records). Create these number ranges. Note The type of number assignment is especially important. see the "FI Document Posting" document. The SAP system offers a number of help functions to determine an account number. field in the customer/vendor master record. . Therefore the account numbers no longer have to be "mnemonic". To do this. The following are possible: • • Transferring the numbers of your customers/vendors from an existing system or a pre-system (external assignment: you enter a number when creating a master record). Dependent tables are not transported or converted. Find out which number ranges are needed. After the import. only the intervals you export are present. Additional information For more information on this topic. for example. Activities 1. The number statuses are imported with their values at the time of export. is useful if you transfer master data from a pre-system. All intervals for the selected number range object are deleted in the target system first. In all other cases. 2. External number assignment.acct no. Notes on transport You transport number range objects as follows: Choose Interval -> Transport in the accounting document Number Range screen. The help functions include the matchcode or the Prev.Create Number Ranges for Customer Accounts In this activity you create the number ranges for the customer accounts.

. Activities Assign the required number ranges to the account groups.Assign Number Ranges to Customer Account Groups In this step you assign the number ranges you created in the preceding step to the account groups for customers. You can use one number range for several account groups.

Otherwise you can no longer display or change the master record.Define Account Groups with Screen Layout (Vendors) In this step you determine the account groups for vendors. you group accounts together according to the criteria mentioned above. In exceptional cases it may make sense to control the field status by company code or transaction. . Note Do not forget to maintain the field status when you create new account groups. for example. The field is company code-dependent so you define the status for this field in the company data section. These enable you to control the fields in the one-time account screen. for example. When creating a vendor account. all fields in the one-time account screen for document entry are ready for input (as before). With the account groups. You determine the account number interval and the type of number assignment by using number ranges. all the corresponding fields are displayed. make certain fields required fields and suppress others. You can. You can enter a reference account group in the "General data" section of the one-time account master record under "Control data". Notes on changing the account group You can only delete an account group from the system if no master record refers to this account group. We recommend that you control the field status by account group. If you do not specify a reference account group. You can also define reference account groups for one-time accounts. These fields are part of the general data and so you set the field status in the general data section. one-time accounts. If you do not mark a status for a field group. communication and bank detail fields. Via the account group you determine • • • • The interval for the account numbers Whether the number is assigned internally by the system or externally by the user (type of number assignment) Whether it is a one-time account Which fields are ready for input or must be filled when creating and changing master records (field status) Example: In the one-time accounts you want to suppress the address. Define the reconciliation account as a required field since this is a required entry for one-time accounts as well. an account group must be specified.

do not attempt to assign the accounts via the account groups to accounting clerks or to group vendors together according to countries. The numbers of the new master records must then be within the new range. Activities 1. You can do this via special master record fields. Check and change the standard account groups if necessary. Default settings Sample account groups have been defined. the field content is still effective. • Changing number ranges You can increase the upper limit of the number range interval as long as no other interval contains the required numbers. Recommendation Do not use the account groups to group the vendor accounts according to content i. .e. Make sure that the number ranges specified for the account groups have been created.• Changing the field status definition If you suppress a field which you have already filled in at an earlier date. You can assign a new number range to the account group. 2.

if you transfer master data from a pre-system. the matchcode or the field Prev. Activities 1.Create Number Ranges for Vendor Accounts In this activity you create the number ranges for vendor accounts. In all other cases. only the intervals you export are present. Notes on transport You transport number range objects as follows: Choose Interval -> Transport in the accounting document Number Range screen. you should use the internal number assignment. After the import. in the vendor master record. To do this. Find out which number ranges are needed. The following is possible: • • Transferring the numbers of your vendors from an existing system or a pre-system (external assignment) Creating the master records under new numbers assigned by the SAP System (internal assignment) External number assignment is useful.acct no. 2. The number statuses are imported with their values at the time of export. Create these number ranges. The SAP System offers a number of help functions to determine an account number. Additional information . for example. Dependent tables are not transported or converted. Note The type of number assignment is especially important. This includes. All intervals for the selected number range object are deleted in the target system first. Therefore the account numbers no longer have to be "mnemonic". specify the following under a two-character key: • • A number interval from which the account number for the vendor accounts is to be selected The type of number assignment (internal or external number assignment) Assign the number ranges to the account groups for vendors. among other things.

Assign Number Ranges to Vendor Account Groups In this step you allocate the number ranges you created in the preceding step to the account groups for vendors. . see the FI Document Posting document. You can use one number range for several account groups. Activities Allocate the required number ranges to the account groups.For more information on this topic.

only the holdback/retainage payment terms are displayed under "Explanations" in so far as you have defined them. In the current step "Maintain terms of payment". SAP recommends. Activities . The rules are stored under a four-character key. Note You can specify a key in the master data area for Financial Accounting and Sales + Distribution.Maintain Terms of Payment In the step Maintain terms of payment. unless you want to: • • • • Enter a separate help text for a payment term which deviates from the explanations created automatically Exclude an account type for a payment term (in the standard system. you can define rules with which the system can determine the required terms of payment automatically. the day limit or the payment period baseline date. read the section "Define terms of payment for holdback/retainage". for example. This. These include specifications on the payment conditions. You can use the same key for the terms of payment for both customers and vendors who have the same payment terms. for example. then has an advantage if the sales department of your company changes a payment term for a customer. You can then adapt the accompanying customer terms of payment key without vendors being affected by the same terms of payment. however. You assign the terms of payment specified to the vendors in the master record via the key. The key and the terms determined with it are proposed when entering a document to the vendor account. a payment term applies to all account types of the business partner) Change the payment conditions for a payment term Indicate that it has to do with a holdback/retainage payment In this case you must also define the holdback/retainage payment partial amounts in the subsequent step. You should use the same key. that you use different terms of payment keys for customers and vendors and limit the permitted account type correspondingly within the terms of payment. Recommendation You do not normally have to make any additions or changes to the default settings. Standard settings The most usual terms of payment have already been set in the standard system. For more information on this.

1. For these terms of holdback/retainage payment. You have already defined this previously in the step "Maintain terms of payment" as well as set the "Holdback/retainage payment" indicator under the payment conditions. If you then post an invoice with terms of holdback/retainage payment. . Ensure that the key is entered in the vendor master record which represents the specified terms of payment. Ensure that the terms of payment key is entered in the vendor master record which represents the specified terms of payment. You might have to change or extend the default settings. the system generates the corresponding number of line items due to your specifications for the holdback/retainage. Activities 1. Requirements You make your specifications under a particular terms of payment key. 2. Define Terms of Payment for Installment Payments In this step you can determine whether an invoice amount is to be divided into partial amounts with different due dates. you must determine the amount of the holdback/retainage in percent and the terms of payment for each holdback/retainage payment. Define your partial amounts in percent for each terms of payment key affected. Check whether you can use the default settings as they are without making any changes. Make sure that you number the individual partial amounts consecutively. 2.

• • Specifying the net payment due date at which a particular dunning level is reached. They determine the dunning interval. Tips Before defining several dunning procedures and forms. you should check whether you can fulfill all your requirements using one dunning procedure and one form. notice? for the last dunning level so that items at this level are not skipped. Activities . You should select Always dunn. You can store the header and footer texts separately for your dunning notices. Dunning procedures are company code independent. You specify these company codes when configuring the dunning program. you can remove the windows for these texts in the form you define using SAPscript. You have to define one or more forms for the notice. If your letter paper already contains these specifications. Specifying the dunning notice you want to send to your customers.Define Dunning Procedures In this activity you enter the settings that control the dunning program by: • Specifying the company codes to include in dunning. • Setting the dunning charges. the grace periods for the due date determination. You can also set the dunning level at which you want to list all due items from an account in the dunning notice. To exclude an account from dunning. You can either specify a fixed charge or have the system calculate the charge on the basis of a percentage rate you specify. • Setting up the dunning procedure you want to use. Note An account is only included in dunning if it assigned a dunning procedure. you can set a dunning block for it. and the number of dunning levels.

also enter the dunning amount. First enter the currency and then enter the dunning charges for the different dunning levels. If you want to define dunning charges dependent on the dunnable amount. choose Goto -> Minimum amounts in the dunning procedure. Specify these company codes by choosing Environment -> Company code data. 6. choose New procedure. 3. choose Edit -> Other currency. Enter the dunning level and the minimum amounts and/or the minimum percentage rates. Define your dunning procedures. To specify minimum amounts for dunning notices. You can also specify a minimum amount for the interest calculation for each dunning level. choose Goto -> Dunning charges in the dunning procedure. To determine sort fields. Further notes For more information on the dunning program. o o o 4. . o o To create new dunning procedures. choose Environemnt -> Sort fields in the dunning procedures. Create these forms and specify one or more forms for each dunning procedure. If you want to define charges in other currencies. Enter the number of days in arrears for each dunning level.1. Find out which company codes to include in dunning. The system proposes values which you can overwrite. choose Goto -> Dunning levels in the dunning procedure. Find out which forms should be used for dunning. Find out how the dunning procedure should be set up and whether several dunning procedures are necessary. see the FI Accounts Receivable and Accounts Payable documentation. To maintain the dunning levels. To maintain the dunning charges. 2. Make sure a dunning procedure is entered in the master records of the customers/vendors who are to be taken into consideration for dunning. 5.

you can define your dunning areas. 2. The system enters the dunning area into the master record automatically with the corresponding data. The individual dunning areas can use different procedures or the same dunning procedure. These organizational units are referred to as dunning areas. to a profit center. 3. specify in the company code-specific specifications for dunning that you want to dun separately according to dunning areas. Dunning areas are used if several organizational units are responsible for carrying out dunning within one company code. Requirements If the field for the dunning area in the line item is to be ready for input. The dunning area is then entered in the line item. The dunning area can correspond. if you use different dunning procedures for the individual dunning areas. Note The use of dunning areas is optional.Define Dunning Areas In this step. Otherwise. Make sure that the required dunning areas are entered into the master records of the business partners with the dunning procedures. Make sure that you specify for the required company codes that you want to dun according to dunning areas . the system uses the standard dunning procedure. a sales organization or a business area. Also read "Setting up dunning program". a distribution channel. Activities 1. . Define your dunning areas if you want to use them. for example. • • The dunning areas with the required dunning procedures are to be entered into the customer or vendor master record if you use different dunning procedures.

Activities Define your dunning keys. With the dunning keys. you can limit the dunning level of an item. .Define Dunning Keys Define your dunning keys in this step. Define either instead of or in addition to the dunning key whether the items with a dunning key are to be displayed separately in the dunning letter.

alphanumeric). specify a field from the line item whose contents are to comprise the main criteria for the group. As a result. In special cases. indicating according to which criterion items are grouped together for dunning. it can be useful to group together the open items of a business partner according to certain aspects and dun these items together. 2. To do this. Define the required grouping keys. Ensure that a grouping key for open items is specified in the relevant business partner master records. In order to group items together for dunning notices. Example You are using the Financial Assets Management system and want to send your business partner a separate dunning notice for each leased property. For each key.Define Dunning Groupings Dunning notices are generally created per business partner. Items whose contents in this field are identical. Activities 1. . you define a grouping key referring to the contract number field. open items with the same contract number can be dunned together. you need to define grouping keys (two-character. are dunned together.

every account at a house bank by an account ID. For Belgium. you use the bank ID and the account ID to specify bank details.Define House Banks Each house bank of a company code is represented by a bank ID in the SAP system. the first three house bank ID items must be numeric. Activities 1. you should enter the bank number in the "bank key" field and for foreign banks. 2. These specifications are used. Work out the specifications you have to enter in the system for your house banks. for automatic payment transactions to determine the bank details for payment. Do not forget to create a G/L account for the specified bank account. Additional information If you have already carried out the step "Copy bank directory". The G/L account is to be managed in the same currency as the account at the bank. you have already created house banks in the system or have updated the house bank data that already existed. in this step you only have to create the house banks that were not created in the "Copy bank directory" step. you should enter the SWIFT code in this field. You can also add any data that may be required to house banks that were copied along with the bank directory. Define your house banks and the corresponding accounts in the system under a bank ID or an account ID. Standard settings Several house banks are supplied as examples in the standard system in order to enable configuration of the payment program. If this is the case. . Note For domestic banks. In the SAP system. for example.

Activities 1. Standard settings The numbers of the post office bank branches in Switzerland and Germany are contained in the system. Add missing numbers if necessary. 2. . Check the numbers of the post office bank branches specified in the system.Check Post Office Bank Branch Numbers ( NOT RELEVANT) Specify the valid numbers of the post office bank branches for each country. These specifications are used to check the post office bank current account numbers.

the name of the Building Society must be entered in the data carrier. In order to guarantee that every transaction is carried out within two days. This is valid for Great Britain. Activities Please enter the name of the Building Society to make indentification of the bank key and account number easier. .Enter Name of Building Society In this step. you enter the name of the Building Society for each bank or bank account.

i. Activities 1. for example) . If you cannot. Z or 9). not dependent on certain business partner bank details (general search) dependent on the business partner (recipient-specific search) with which fields and in which order Standard settings The SAP standard system contains a number of standard procedures (scenarios).Define Scenario Use In this activity you define scenarios for determining bank chains. If. because secondary indexes have only been created for the relevant database tables for the scenarios provided. A scenario specifies the way in which a bank chain is to be determined: • • • generally. 2. You cannot make changes to the standard system. define your own scenario in a separate name range (starting with Y. you should copy the standard delivery and adjust the copy to meet your requirements.e. a) Choose Edit -> New entries. b) Enter the data necessary for defining a a scenario: o o an ID for the scenario (0003. however you need to make only minor changes. Check whether you can use one of the scenarios provided. If you want to create indexes. Note Please note that this can slow performance considerably. you should contact SAP. for example) a description of the scenario (general bank chain determination.

or whether to define a new scenario. the system first runs a search for a recipient-specific (that is. Example: Scenario Ranking SenderBank RecipCntry RecipBank Currency 0003 0 yes yes yes yes 0003 1 yes yes yes 0003 2 yes yes 0003 3 yes Further notes For more information on bank chains. you specify that a bank chain is to be determined for a payment. and then for a general bank chain. In the activity Define Scenario.Financial Accounting -> Bank Accounting -> Bank Chains.Search if payments to be made are not dependent on the partner's bank details. Select the defined scenario. Activate Bank Chain Use In this activity you activate the bank chain function. Enter the necessary data. you decided whether to use an existing scenario to determine the bank chain.Financial Accounting -> Bank Accounting -> Bank Chains. Activities Enter the required scenario (such as 0003) for determining the bank chain for the current client.Search if the payments are to be dependent on the bank details. In doing so.3. partner-dependent) bank chain. Note If you select both search options when determining the bank chain. You specify that scenario here. Further notes For more information on bank chains. 4. Select Gen. see the SAP Library under FI . and choose Scenario characteristics by double-clicking. and Rec. see the SAP Library under FI . .

Example: .ctry Corr. Activities 1. then choose Bank chain.Create General Bank Chain Use In this activity you define general bank chains. Enter the required data. Define the sequence of banks and the accounts from which payments are to be made.bank key Bank acct 00001 1 1 DE 111555 123123123 00001 2 2 US 222444 456456456 00001 3 3 US 333666 321321321 2. This means that payments can be processed via a general bank chain and are not dependent on the business partner's bank details. Define the bank chain to be used for a predefined combination of the following criteria: o o o o o o Currency Sender bank country Sender bank key Recipient bank country Recipient bank key Payment method supplement Choose Edit -> New entries and enter the required data. Select the line containing the data you have entered. Example: BankChn No. Cat Corr.

. see the SAP Library under FI .Crcy BankCtryS BankKeyS RecipCtry BankKeyR Bank chain DEM 00001 Further notes For more information on bank chains.Financial Accounting -> Bank Accounting -> Bank Chains.

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