Document Types and

Number Ranges
 Document
 Document is an end result of a posting or Transaction. For every Document
system generates a Unique Identification Number. Documents represent the link
between the business transaction and posting in accounting.

 A Document consists of Document Header and Document Line Items

 Document Header: The document header is a part of the document that contains
information that applies to the entire document, such as the document date and
document number. It also includes controlling information such as the document type.
 Document Line Item: The document line item is a part of the document that contains
information on an item. This includes the amount, an account number, whether the
item is a debit or credit, and additional information depending on the transaction to
be posted. A document line item can also contain additional account assignments (for
example, profit center, cost center) and an explanatory text.
 Document Type
 The Document Type is a Key that is used to classify the accounting documents and
distinguish between business transactions to be posted. The Document type is
entered in the document header and applies to the whole document.

 Document types are defined at Client level and are therefore valid for all Company
Codes. It is a two Digit Alphanumeric Key.

 Document type controls the number range of the document number and the
account types allowed for posting.

 It also further controls the field status of the header fields “Text” and “Reference
Number”.

 It also controls the Reversal Document Type.

 Document Types in the Standard System
 Document types have already been defined in the standard system. The most
important document types are:

Document Type Description Number Range

AB General Document 01
DG Customer Credit Memo 16
DZ Customer Payment 14
DR Customer Invoice 18
KZ Vendor Payment 15
KG Vendor Credit Memo 17
KR Vendor Invoice 19
SA General G/L Document 01
 Document Types in the Standard System
 These Document types are shortcuts from German terms, like
 D = Debtor (=Customer)
 K = Kreditor (=Vendor)
 S = Sachkonto (=G/L Account)

 First digit talks about whom the transaction belongs to and the Second
digit talks about what kind of transaction it is.
 A – Assets R – Invoice
 D – Customers G – Credit Note
 K – Vendors Z – Payment
 M – Material A – Journal Transactions
 S – General Ledger

 Document type AB allows postings to all account types

 Document Types in the Standard System

 All other document types limit the types of accounts you can post to. Document
type DG, for example, allows you to post to customer (D) and G/L accounts (S)
only.
 So whenever we see a doc type DG then we can recognize its a Customer Credit
Note. 
 Normally Processing docs like Invoice posting and credit memos we will make the
text and  Reference field as mandatory. 
 Creation of Document Type
 Transaction Code: OBA7
 NAVIGATION PATH
SPRO → IMG → Financial Accounting (New) → Financial Accounting Global
Settings (New) → Document → Document Types → Define Document Types for
Entry View → Execute

 If we want to create new Document Type, Click on New Entries

 If we want to copy from the existing predefined Document Type, Select the
Document Type and click on Copy As Icon.
 Once you post a document in Financial Accounting, the system updates the
transaction figures. If this indicator is set, you can use this document type to
reverse incorrect postings item-by-item by making negative postings and thus
eliminate their effect on transaction figures.
 A negative posting reduces the transaction figures for the account posted to in
the general ledger. A debit posting as negative posting therefore does not lead
to an increase of the debit transaction figures; it leads to a reduction of the
credit transaction figures.
 For example, Normal Entry
Bank A/c Dr 50,000
To Sales A/c 50,000

Reversal Entry
Sales A/c Dr 50,000
To Bank A/c 50,000
 Sales A/c

Particulars Amount Particulars Amount

By Bank A/c 50,000

Total 50,000

Sales A/c
Particulars Amount Particulars Amount
To Bank A/c 50,000

Total 50,000

Sales A/c
Particulars Amount Particulars Amount
By Bank A/c 50,000
By Bank A/c 50,000-
Total 0
 Document Number Ranges
 Document Number Range defines the allowable range in which a document number
must be positioned and cannot overlap.
 Document type contains Number Range Group and Number Range Group Contains
Number Range Interval.
 One number range can be assigned to several document types.
 There are two types of number assignment.
 Internal Numbering: The system stores the last used document from the number range
and the takes the subsequent number for the next document.
 External Numbering: The user enters the original document number or the number is
transferred from a pre-invoicing system. These numbers are usually not used in
sequence. The numbers may be alphanumeric.
 The document number range has to be defined for the year in which it is used.
 Document Number Ranges can be defined for several years or for each fiscal year.
 Document Number Ranges
 For Several Fiscal Years: At the beginning of each fiscal year, the system
continuous to take the next number after the current number. It doesn’t restart
at the lower level. For this you must specify a year which lies far into the future,
for example “9999”
 For Each Fiscal Year: At the beginning of each fiscal year, the document
numbering starts again at the lower limit. This helps to avoid reaching the upper
limit. The same document numbers are assigned in each fiscal year, but are
uniquely identified by the year specification.
 We can change the specifications for a number range (for example, the number
interval or the validity period). Changes may be necessary if a number range is
not large enough.
 In this case, you can increase the upper limit of the number range or specify a
new lower limit as long as another range does not already have the desired
numbers and assign a new number range to the document type.
 Document Number Ranges
 Example: When number range exhausted and there is no availability of next series, then create a
new number range for the document type.
Created number range like this for document types

SA 10000 – 19999
DZ 20000 – 29999 Number range exhausted and no
KZ 30000 – 39999 availability of next series

 Number range is exhausted but next series is available, go to NR Status and edit Number range.
Created number range like this for document types
SA 10000 – 19999
DZ 30000 – 39999 Number range exhausted but next
KZ 50000 – 59999 series is available
 Creation of Document Number Range

 TRANSACTION CODE: FBN1

 NAVIGATION PATH
SPRO → IMG → Financial Accounting (New) → Financial Accounting Global
Settings (New) → Document → Document Number Ranges → Documents in Entry
View → Define Document Number Ranges in Entry View → Execute

 Enter Company Code, Click on Change Intervals.

 Posting Keys
 Posting keys are used either to debit the account or credit account. With
definition of posting keys we can also control field status of accounts and type of
account.
 The key determines how the item is posted. Posting keys are defined at client
level and therefore apply to all company codes.
 Posting key field status is used to control the line item.
 Posting Keys
 SAP has already defined the posting keys, we can use those as it is. Otherwise if
the client specifically requests you to create defined postings, we can define
them as per the request.
 The following are the important posting keys:

Account Type Debit Posting Credit Posting

Key Key
General Ledger 40 50
Vendor 25 31
Customer 01 15
Asset 70 75
 Creation of Posting Keys
 TRANSACTION CODE: OB41

 NAVIGATION PATH
SPRO → IMG → Financial Accounting (New) → Financial Accounting Global
Settings (New) → Document → Define Posting Keys → Execute

Create
THANK
YOU