SAP FI

General Ledger

May 2012

2006, Cognizant Technology Solutions. All Rights Reserved.

The information contained herein is subject to change without notice.
Table of Contents

GL Overview

Sub Processes
Master Data
Transaction Processing
Account Analysis

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Table of Contents

GL Overview

Sub Processes
Master Data
Transaction Processing
Account Analysis

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Financial Accounting Organization structure

Client Operating
Concern

Chart of Credit Control Chart of Controlling

Depreciation Area Accounts Area

Dunning Area Company

Code

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Chart of Accounts
The Chart of Accounts

COA An organized list of all GL

ACCA accounts used by one or more
company codes
Many company codes may use
the same COA
Create Chart of Accounts : OB13

Company Code Company Code

5100 A Ltd 5200 A1 Ltd

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Variant Principle Fiscal Year Variant
Variant Principle:
It is a three step method to assign
properties to one / more objects
Define variant (K4 Fiscal year variant)
Determine values for the variant
defined.
Assign variant to objects : Assign
variant K4 to object company code
Fiscal Year Variant
SAP allows up to 16 posting periods which
reflect 12 months of the year & 4 special periods
used for year end adjustments
Fiscal Year normally has 12 posting period & 4
special period for year end closing transactions
Fiscal year can be Calendar Year ( Jan to Dec) /
Not Calendar Year ( Apr to March)
SAP standard Fiscal Year Variant : K4 (Jan to
Dec), V3 (Apr to March)
Create a Fiscal Year Variant : OB29

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Variant Principle Posting Period Variant
Posting Period Variant
A separate variant for posting period is defined for every company code
One Posting period variant can be assigned to multiple company codes
System derives posting period from posting date.
To prevent documents from being posted to an incorrect posting period, we can
close certain posting periods. Several company codes can use the same Posting
period variant.
The account type + must be open for all periods that are supposed to be open for
all other account types. However a/c type (S/D/K/M) may / may not be open
Tcode : OBBO

Open & Close Posting Period

Here we specify which periods (Jan, Feb, Mar ...) are open for posting for each
Posting period variant
Tcode : OB52

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General Ledger Master Data

Master Data

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Master Data
Account Groups

General Ledger Accounts

Creation
Change
Block

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GL Account Groups

Different types of accounts (Asset, Expense, Revenue) can be

bundled into different account groups
By assigning a number range to an account group, we can ensure that
accounts of the same type are within the same number range
Create GL Account Group : Tcode : OBD4

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GL Account - Creation
The GL account master record is divided into two segments: A chart of accounts
segment and a company code segment. General Ledger
Balance P&L
The chart of accounts segment contains the data that is valid for all company
codes T T T T T
T T T T T

t :
The company code segment contains data that is valid only for that company code.

gm p
T T T T T

M rou
Thus individual company codes can control their business processing

al g
ri t
requirements.

te un
o
Tcode to create a GL account:

cc
A

da l r
a

e tro be
FS00: centrally

nc n m

ta
re c nu
FSP0: in chart of accounts

fe g t
o
re in n
FSS0: in company code

u
er o co
Compan

th P c
t
O ut. k a
s
A an
y code

B
segmen
t

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G/L Accounts - Blocking
G/L Accounts are blocked at two levels
Chart of Accounts level
Company Code level

Chart of accounts level

GL account creation in the Company Code
GL account for posting
Tcode : FSP0

Company Code level

GL account for posting
Tcode : FSS0

Block GL Account Centrally : FS00

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General Ledger Transaction Processing

Transaction Processing

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The Accounting Documents
Each document consists of two segments: header and line items
Header :
The document header contains information that applies to the entire document
Dates, Document Type, Company Code, Currency, Reference
Line items represents an individual transaction posted to an account

Document Type
Document Type is defined at client level & applicable for all company codes
Document Type Controls:
Document Number Range
Reverse Document Type
Account Types Allowed (Asset, Vendor, Customer, Material, GL)
Required during document Entry ( Reference, Document Header text)
Tcode : OBA7

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Document Number Ranges
Each document Type is assigned a number range.

Number range can be internal / external

Up to a Future Fiscal Year : Beginning of next fiscal year system uses number following
the last number of the current fiscal year

For Each Fiscal Year: System starts with a new number each fiscal year

A document number range can be assigned to multiple document types

Tcode : FBN1

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Posting keys
A two-digit numeric key that controls the entry of document line
items. Specifies the following:

The account type to be posted (Customer, Vendor, GL, Asset,

Material)

Whether it is a debit or credit posting

Which fields of the line item may have or require an entry (Field
status : Suppress, Required, Optional)

Tcode : OB41

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Posting in Foreign Currency

Local currency - Functional currency of the company code

Document currency - Currency of the document
Group currency - Alternative currency for group reporting

For every Company Code there is defined a company code currency. This is the local
currency.
Every document, posted in a currency other than company code currency, is processed
as a foreign currency document.
The foreign currency is converted to local currency and both are stored in the document
along with the exchange rate
Exchange rate can be entered manually or derived from Exchange Rates Table
(TCURR)

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Parking / Holding a GL Document
After entering the document it is possible:
To post it immediately
To park the document
To hold the document

Park:
Document number is assigned
It is considered for reports
Document can be found with any user ID

Hold:
Document is incomplete
No document number is assigned
It is not considered for reports
Document can be found under user ID which created it

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Reverse a GL document
Document is entered incorrectly and need to be reversed

This Document can be reversed can be reversed in Tcode FB08

Reversal Reasons: The reason for the reverse posting is noted in the reversed
document. The field is used only as information as to why a reversal was necessary

Documents with cleared items cannot be reversed. For this first reset the cleared
items in FBRA

Individual document reversal : FB08

Mass document reversal : F.80

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Transaction Demonstration
Perform standard GL account posting (F-02)

Enter GL Account posting Fast Entry (FB50)

Display GL account posting (FB03)

Change posted GL document (FB02)

Reverse posted GL document (FB08)

Reset and reverse a GL cleared document (FBRA)

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General Ledger Master Data

Account Analysis

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GL Account Clearing
Automatic
Payment

Bank Statement

A typical example of an open item is, for instance, a bank clearing account.
A transaction is cleared when an offset value is posted to an item or group of
items, so that the resulting balance of the items is zero.

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Automatic Clearing Program
Open items for G/L Accounts, Vendors and Customers can be cleared
automatically by running the Clearing Program

There are five criterias that can be configured for automatic clearing. Normal
practice is giving ZUONR (Assignment) as one criterion. The sort key in the
vendor master defines the assignment field in the document.

Tcode for configuring automatic clearing : OB74

Tcode for running automatic clearing : F.13

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 GL Account Analysis : Transactions

Display G/L account balance : FD10N

Display G/L line items : FBL1N

Manual Open Item Clearing account : F-03

Automatic Open Item Clearing account : F.13

Reset and Reversal of Clearing : FBRA

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General Ledger : Revision
Company code
Chart of Accounts
G/L Account Group
G/L Account creation
Fiscal Year Variant
Posting Period Variant
Open and Close Posting Period Variant
Document Type
Posting Keys
G/L document Posting / Hold / Park / Display
Manual Clearing
Automatic Clearing
Reset a Cleared document
Reverse a G/L document
Display G/L account Balance
Display G/L Line item balance

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 Thank You

26

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