SAP

Course contents in SAP Journey

ERP
SAP HISTORY SAP MODULE SAP SERVERS
 What is ERP?
ERP stands for Enterprise Resource Planning.

Enterprise Resources Planning

Money

Machine

Labour
 Ankita Limited Departments are in my Ankita Ltd company

Finance
HR
Production
Sales
Purchase

There are different types of resources used in those departments so here ERP is used which can monitor
and work on all those platforms as a one unit.
ERP Vendors

 People soft- HR
 Oracle finance- finance
 JD Edwards- Sales
 Ban- Production

The Integration of these departments is not possible. So SAP is introduced to

work on all these departments where it is integrated with HR, Finance sales and
production as so on as works as one ERP
SAP stands for Systems applications Products in data Processing
Earlier full form- System analysis and Program development
SAP is introduced by 5 IBM employees in 1972.
These 5 employees created one company and taken the
requirements of all kinds of company small or large for example
customer creation at a global level and include it in ERP
application
 Company
SCOA Chart of
AnkiVed accounts

Company
code AT1 AT2

Business
areas

Hyderabad Mumbai Pune

COA is the main account group of financial accounting under which we can create
Gl .It is defined at client level and assigned to each company code

Business areas are not assigned to any organizational values. Business areas cut across
company codes. Any company code can post into any business area. However, you can
restrict it through validation. Write validation in GGB0 and assign the same in OB28 to
your company code.

SAP Project Reference Object

SAP FI ( Organizational Structure)
1. Define Company – tcode OX15
SPRO-sap ref img- enterprise structure- definition- Financial accounting- define company
2. Define Company code – Tcode OX02
Spro-sap ref img- enterprise structure- definition- FA – edit,copy,delete,check company code
3. Assign company code to company – tcode OX16

4. Define Business area – tcode OX03

Spro- img- enterprise structure-definition-FA- Define business area
5. Define Chart of Accounts – tcode –OB13
Spro- img- Financial accounting(new)-General Ledger accounting New-
master data-g/l account-preparation- edit COA
6. Assign COA to company code – tcode OB62
Spro- img- Financial accounting(new)-General Ledger accounting New-
master data-g/l account-preparation- Assign COA to company code
7. Define account group – OBD4
Spro- img- Financial accounting(new)-General Ledger accounting New-
master data-g/l account-preparation- Define account Group
8. Define retained Earnings account – OB53
Spro- img- Financial accounting(new)-General Ledger accounting New-
master data-g/l account-preparation- retained earning account
 9. Define Fiscal year variant (Financial year ) OB29

Spro- sap ref img- Financial acc (new)-FA Global settings- Ledgers-fiscal year and posting period-
Maintain fiscal year variant

10. Define Fiscal year variant to company code (OB37)

Spro- sap ref img- Financial acc (new)-FA Global settings- Ledgers-
fiscal year and posting period- assign fiscal year variant to company
code
11. Define posting period variant ( OBBO )

Spro- sap ref img- financial acc ( new)- FA Global settings- Ledgers –fiscal year and posting period-
posting periods-Define variant for open posting period

variant Name

Ankived PPV for Ankived

12. Assign Posting Period Variant to company code ( OBBP)

Spro- sap ref img- financial acc ( new)- FA Global settings- Ledgers –fiscal year and posting period- posting
periods-Assign variant to company code
 13. Define open and close period ( OB52)
Spro- sap ref img- financial acc ( new)- FA Global settings- Ledgers –fiscal year and
posting period- posting periods- Open and close posting period

to account
from from period From
variant A account 1 year to period 1 year period 2 year to period 2 year
Ankived + 100000 999999 1 2020 12 2020 13 2020 16 2020
Ankived A 200000 299999 1 2020 12 2020 13 2020 16 2020
Ankived D zzzzzzz 1 2020 12 2020 13 2020 16 2020
Ankived K zzzzzzz 1 2020 12 2020 13 2020 16 2020
Ankived M zzzzzzz 1 2020 12 2020 13 2020 16 2020
Ankived S zzzzzzz 1 2020 12 2020 13 2020 16 2020

14. Define Field status Variant (OBC4)

Spro- sap ref img- Financial accounting (new)- FA Global settings (new)-ledgers-
fields- Define field status variant
FStV Field Statusname
Ankived Fieldstatus variant for Ankived

15.Assign field status variant to company code

(OBC5)
Spro- sap ref img- Financial accounting (new)- FA Global settings (new)-ledgers-
fields- Assign field status variant to company code
 15. Define document type and number range

Spro-sap ref img- Financial accounting New-FA Global setting-Document –Document type

16. Define Number range ( OBA7 )

Spro-sap ref img- Financial accounting New-FA Global setting-Document- document number
range- doc entry view-define doc number range for entry view
Number range is used in posting to define the document number will exist from which
range- to copy all Number range – go to copy to company code (0001)- standard SAP
company code- then copy to our current fiscal year
 17. Define Tolerance Group For Employee (amt Authorisation Limit) ( OBA4)
Spro- Sap ref img-financial accounting New- General ledger accounting (new)-business transactions-open item clearing-clearing difference-
Define tolerance group for employees.
Examples:

Note :For G/L account clearing, tolerance groups define

the limits which differences are accepted and posted to
predefined accounts automatically. The
defined groups can be assigned in the general
ledger account master record.
 18. General Ledger Posting (FS00)
Sap Easy access- accounting-Financial accounting-General ledger – Master record-G/L account-
Individual Processing-centrally
SCOA Chart of
Account
Date Entry Amount amount
01.12.2020 Started Business with cash
Cash A/c …………DR 500000 Share Capital 100000 199999
To share Capital A/c 500000 Assets 200000 299999
Liabilities 300000 399999
01.12.2020 Paid Office Exp in Cash
Expenses 400000 499999
Office Exp A/c ………Dr 25000
To Cash A/c 25000 Income 500000 599999

01.12.2020 Paid Office rent in Cash

Rent Exp A/c ……………Dr 50000
To Cash A/c 50000

01.12.2020 Received Professional Fee in cash

Cash A/c ………………….Dr 100000
To Professional Fee 100000

01.12.2020 Cash depost in Bank

Bank A/c…………………..Dr 100000
To Cash A/c 100000

19. How to post accounting doc ( FB50) ( F-02)

Sap Easy access- accounting-Financial accounting-General ledger- document entry –enter G/L
account document
Note: While doing posting you will receive many errors: such as tolerance group error, required field
status error, document clearing error

Example: There is no item category assigned to account 200000/AT1

this is doc splitting error : Path : Financial accounting (New) – General Ledger Accounting ( New) –
Business transaction- Document Splitting- classify G/L account for doc Splitting
Accounts Payable
 Vendor Groups ( OBD3 )
 Spro- financial acc new-accounts Receivable and payable-vendor accounts-mastar data-preparation for
creating vendor master data- define account groups with screen layout
While creating vendor group always keep reconciliation account (under account
management field status group ) as required entry
Number range for vendor group (XKN1)
Spro- financial acc new-accounts Receivable and payable-vendor accounts-mastar data-preparation for creating vendor
master data-create number range
Assign number range to vendor group (OBAS)
Spro- financial acc new-accounts Receivable and payable-vendor accounts-mastar data-preparation for creating
vendor master data-assign number range to vendor group
Vendor creation ( XK01/FK01)
SAP easy access-accounting-FA-Accounts Payable-Master records-FK01
Reconciliation Account of Vendor / Sundry creditor ( FS00)
Sap Easy access- accounting-Financial accounting-General ledger – Master record-G/L account-Individual Processing-
centrally
Tolerance group for Vendor ( OBA3)
Menu Path: – SPRO > SAP Reference IMG > SAP Customizing Implementation guide –> Financial Accounting (New) —> Accounts Receivable &
Accounts Payable —-> Business Transactions —–> Outgoing Payments ——> Manual Outgoing Payments ——-> Define Tolerances for customers
and vendors.
Note: Tolerance Groups deals with adequate, allowable differences and authorizations given to the user
of the organisation to post a document easily. Tolerance group allows the users to process transaction
with the gain or loss payment difference for customers or vendors in SAP.
 Vendor Invoice Entry in SAP ( FB60)
Sap easy access- accounting-FA-accounts payable-document entry FB60
Example Entry

Purchase Account ….. Dr

To Vendor A/c
First create a GL under expenses for Purchase account

To display vendor balance tcode FK10N

Vendor Payment Manually ( F-53)
Sap easy access- FA-accounts Payable-Document entry- outgoing payment –F-53
Partial and Residual Payment ( F-53)
Sap easy access- FA-accounts Payable-Document entry- outgoing
payment –F-53
Automatic Payment Programme ( FBZP)
Spro- IMG- FA (new) – Accounts Receivable and Payable- Business transactions- Outgoing Payment-
Automatic Payment Program-PaymentMethod / Bank selection for Payment Program

After completing the configuration of FBZP run the automatic Payment Program through F110
 Downpayment to Vendor (F-48)

Sap easy access-accounting-FA-accounts payable- doc entry- Down payment- F-48

First create GL in Fs00 Asset side : Advance to Vendor : Field status G067

After creation of GL, maintain accounting config

 Spro- FA(new)- Accounts Payable-Business transaction-Downpayment made-

in firstDefine
tab take alternative
sundry creditor reconciliation account
GL and opposite column forcreated
special GL downpayments
newly for downpayment i.e Advance to Vendor GL should take after completing all the steps do down payment
through tcode F-48 and once posted the down payment do post a normal invoice of vendor through FB60

Example:

After posting entry of advance to vendor then post a normal invoice through FB60
 Clear Vendor downpayment (F-54)

Sap easy access-accounting-FA-accounts payable- doc entry- Down payment- F-54

Clearing the vendor down payment with the original invoice( here we remove the special
GL indicator)

After removing the special GL indicator we post vendor outgoing payment through F-53
The below entry is example:
What is Accounts Receivable in SAP?

Accounts Receivable (AR) is an important application of SAP FICO module that

helps to record and manage accounting data of all the customers.
It handles customer invoices, approvals, payments and other allied
activities.
Any postings made in Accounts Receivable is updated in General Ledger G/L
as well.
In SAP, sundry debtor are accounts receivable. Account Receivables (AR)
are treated as current assets on the balance sheet.
 Customer Account ….. Dr
To SalesA/c
First create a GL under income for sales account
To display customer line item balance tcode FBL5N and To display customer balance tcode FD10N

Cash and bank A/C…… Dr

To customer A/c

First create GL in liabilities i.e advance from customer G067 and maintain recon account as customer

After creation of GL, maintain accounting config

Spro- FA(new)- Accounts Payable-Business transaction-Downpayment received- Define reconciliation account for customer downpayments
 Entries for customer down payment

 After passing the downpayment entry do post a normal invoice through FB70

After passing the above entry check in customer line item by selecting special GL indicator. After this
we need to remove the special GL indicator by clearing the customer account through F-39
After this we need to receive the remaining amount from customer by posting incoming payments
Dunning
 Path for SAP Dunning in IMG

Financial Accounting > Accounts Receivable and Accounts Payable > Business Transactions > Dunning .
 To perform the dunning we can create dunning procedure in FBMP.
 We can assign dunning procedure to customer account with transaction code XD02 in company code area. We can
also define dunning block, dunning recipient, dunning level and other data related to dunning to customer here only.
Terms of Payment (OBB8)
Path --> Financial Accounting --> Accounts Receivables and Accounts Payables --> Business Transactions -->
Maintain Terms of Payment

 Terms of payment is used in SAP to determine the due date and discount calculation. Terms of payment is
maintained in vendor master and customer master to default at invoice level however this can be changed at invoice
level as well.
 For FI invoices payment terms is defaulted from “Accounting View” for customer and vendor. FB60/FB70
 For Purchasing invoices payment term is defaulted from “Purchasing View” in Purchase Order / MIRO Invoices
 For Customer Invoices from SD side the payment is defaulted from “Sales Data” view.
Payt Terms: This field contains four characters alphanumeric identifier for payment term key.

Sales text: Maintain the short text for explanation. The explanation can be maintained up to 30 characters. This field
validates the account type “Customer”. If you maintain the text here and account type “Customer” is not “Selected”
system will give you an error as below.

 Day limit: This field is used to specify the particular term of payment is valid from which particular date. Example as below –
 Example 1 – Payment Term T001
 Day Limit – 20
 Discount – 5 %
As per above details system will consider this payment terms for the invoices posted in system ON or BEFORE 20 th date in every month
and applies 5% cash discount. The discount won’t be applicable for invoices posted after 20th in month.
 Example 2 – Payment Term T001
 Day Limit – 31
 Discount – 2 %
As per above details system will consider the invoices for 21st to 31st and applies the 2% discount.
This perfectly suits where the requirement is – the invoices posted upto 20th should have 5% discount and invoices posted in
date range of 21st to 31st should apply discount of 2%
 Own explanation: This field is used to give detail explanation of the payment term. Be careful while using this field because this
field overrides the explanation automatically generated by system based on discount percentage and days entered.
 Account Type –
 Customer: If payment term is intended to use for “Customer” please select this check box.
 Vendor: If payment term is intended to use for “Vendor” please select this check box.
 Baseline Date Calculation –
 Fixed day: This field signifies the “calendar fix day” for base line date calculation.
 Additional Months: Value maintained here is used to add the calendar month for base line date calculation.
Pmnt block/pmnt method default –

Block Key: The value maintained in this field signifies the block key for payment. If block key is
maintained here the system proposes the block key along with terms of payment.
Payment Method: If user wants to maintain the payment method here other than customer/vendor
master it can be maintained here as an identifier.

Default for baseline date –

No Default: Selecting “No Default” here means system prompts user to enter baseline date as own.
Posting date: Selecting this means posting date mentioned will be same as “Baseline Date”.
Document date: Selecting this means document date mentioned will be same as “Baseline Date”.
Entry date: Selecting this means “Systems Date” will be same as “Baseline Date”.

Payment terms –

Installment payment: Check this field if user wants to break down the invoice line items with different
due dates.Use the installment payment term functionality to achieve this.
Rec Entries:Supplement fm Master: Selecting this indicator means, for recurring entries the payment is
term is fetched from master record if does not found in line item.
Percentage: The percentage rate which will be used to calculate the discount.
No. of days: Maintain the number of days for the discount rate is valid. Like if payment received within
10 days 3% discount will be granted. So maintain the 3% in percentage field and 10 days in “No. of days”
field.
Fixed date: This field is used to determine the fix day of the calendar month as due date.
Additional months: Enter the value here if you want to add the months to fix day.
After creation of GL assign GLs to accounting key For example below:
SAP FI Withholding Tax (TDS)
 Cost center Creation ( ks01)

SAP path : – Accounting > Controlling > Cost center accounting >> Master data > Cost center > Individual
processing > Create. Step 1 : – Enter SAP Tcode “KS01” in the SAP command field and enter. Step 2 : – Now
the system asking for entering the controlling area for which you like to create cost centers in SAP.

Cost center standard heirachy ( OKENN)

Cost center hierarchy consists of groups of cost centers in a tree structure within a controlling area.
The menu path is as follows: ACCOUNTING • CONTROLLING • COST CENTER ACCOUNTING • MASTER
DATA • STANDARD HIERARCHY • CHANGE (OKEON) / DISPLAY (OKENN)