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FI GL account
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SAP FIGeneral Ledger
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Table of Contents
GL Overview
Sub Processes
Master Data
Transaction Processing
Account Analysis / Reconciliation
Periodic Processing
Reporting
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SAP Modules - Overview
Sales &Distribution
SD
MM
PP
QM
PM
HR
FI
CO
AM
PS
OC
IS
MaterialsMgmt.
ProductPlanning
QualityMgmt.
Plant Maint.
HumanResources
FinancialAccounting
Controlling
Fixed AssetMgmt.
ProjectSystem
Office &Comm.
IndustrySolutions
SAP R/3
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FI Financial Accounting Modules
FI - Financial Accounting Modules
FI
Accounts Payable
Cash Management
Special Ledger
LCLegalConsolidation
TMTravelManagement
Asset and InvestmentManagement
General Ledger
Accounts Receivable
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Financial Accounting / Controlling
Financial Accounting Legal / Statutory Accounts
Standard Ledgers
Master Data Integrates with Controlling
Controlling Management Accounts
Manage Budget Expenditure
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General Ledger - Integration
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A Group Hierarchical Structure
A Grp CommonChart of Accounts
(YCCA)
Company
Chart of Accounts
Company Codes
Financial Management Area A Grp FM Area(9100)
A Ltd (9100)A1 Ltd (9200)
A Group
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Chart of Accounts
TheChart of Accounts Contains the definitions of
all G/L accounts in an
ordered form
Each general ledger is set
up according to a Chart of
Accounts
Many company codes may
use the same COA
All A Grp. organizationalunits use the same Chart
of Accounts: YCCA.
COAYCCA
Company Code
9100 A Ltd
Company Code
9200 A1 Ltd
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Company Code
Company Code It is an independent accounting entity. A company code is assigned
to a chart of accounts.
Each company code in A Group uses the G/L accounts from onlyone chart of accounts for account validation. This is called the
operating chart of accounts.
A chart of accounts can be used by multiple companies provided
they have the same basic account requirements.
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General Ledger Process Overview
TransactionProcessing
MasterData
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Master Data
Account Groups
Maintenance Creation at 2 Levels
Chart of Accounts Data
Company Code Data
Change
Block
Delete
Cost Elements
Creation
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GL Account Groups
YCCA AA 120001 120299 Fixed Assets Accounts
YCCA CASH 110000 118999 Liquid Funds Accounts
YCCA EXP 400000 499999 Expense Accounts
YCCA G.BS 100000 399999 General Balance Sheet Accounts
YCCA MAT 100000 899999 Material Management Accounts
YCCA REV 800000 899999 Revenue Accounts
A Grp COA
Account Groups
Number Ranges
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GL Account Master Record
Item managementPosting control...
CurrencyTax-related
Acct number: 119430
Inventory Fin ished goods
Bal. sheet acct:Inc. statem. acct:
Chart ofaccountssegment
Companycode
segment
Description:
(Balance c/fwd)
General LedgerBalance P< T T T TT T T T TT T T T T
Balance P< T T T TT T T T TT T T T T
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Blocking of G/L Accounts
G/L Accounts are blocked at two levelsChart of Accounts level
Company Code level
In Chart of accounts you block
A master from creating in the Company CodeAn account for posting
In Company Code you block
An account for posting
NOTE: You can set or cancel the posting indicator at any time
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Mark G/L Accounts for Deletion
G/L Accounts are not physically deleted without takingpreparatory steps
Mark it for Deletion
Specify that record must be archived
Archive the transaction data attached to that master record
Execute the G/L deletion program
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9
ControllingControlling
Revenue
elements
1 2 3
Assets
4
Liabilities Equity
Financial AccountingFinancial Accounting
Expenseaccounts
8
Revenue
Profit Center AccountingProfit Center Accounting
1Currentfinancialassets
andshort-termcapital
2Non-opera-tingcosts,revenue
3Materialinventory
Cost Elements Chart of Accounts
A Grp. Chart of Accounts - YCCA
Primarycostelements
Secondarycostelements
4 8
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Primary cost elements
Primary cost elementExternalorder settlement
Secondary cost elements
Internal activity allocationAssessmentOverheadsInternal order settlement
Revenue elements
Revenue element
Sales deductionRevenue account
Expense accounts Accounts postedto directly, such asbank accounts
Accounts posted
to indirectly, suchas reconciliation
accounts
Balance sheetaccounts
P & Laccounts
G/L
accounts
FIFICOCO
The Cost Element
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General Ledger Process Overview
TransactionProcessing
MasterData
General
Ledger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Transaction Processing
SAP R/3 supports the following transactions:
Journal (JV) Processing Document Principle
Document Structure
Foreign Currency documents
Parked documentsPosting with Reference
Reversing / Canceling documents
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Document Posting: Activity Flow
Create G/L
account postingCreate G/L Posting
Fast Entry
Simulate
(Enough Info
to Complete Posting?)
No
Posted Entry
Post Manual
Journal
Create/Display a Parked
Document
Post/Release a
Parked Document
Yes
Holding an incomplete
document
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The Accounting Documents
Header
Line items
Document No: 123456Date: 6/5/1000xCompany Code: 5200Currency: US$ ,,,,
Total:
Debit Credit
1,000,000
800,000200,000
1,000,0001,000,000
Each document consists of two segments: header and line items.
After posting it receives a unique document number.
A Grp. will use the standard document types of SAP. The system
assigns the document numbers automatically.
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Document Number Ranges
0000000000
1000000000
2000000000
3000000000
4000000000
5000000000
6000000000
7000000000
8000000000
9000000000
9999999999
00
01
02
Internalnumberingdefined per fiscalyear
External numbering
Internal numberingdefined until fiscalyear in the future
Current numbers
1998
Current numbers
1999 2000 2001...
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The ocuments Header Dates:
Document Date,
Posting Date,
Translation Date,
Entry Date (automatic),
Period.
Document Type
Company Code
Currency
Additional information:
Reference,
Short text.
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Posting keysField
?
Priority
Account
yes
nosuppress
Posted with whichposting key?
Posted onwhich account?
PK ...
PK ...
Relevant for postingson accounts of this type?
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Line items
During document entry, certain fields need to befilled in. For example, when posting expenses, a
cost center and tax information is usually
required.
Tax fields are only ready for entry if the generalledger account is set up as tax-relevant.
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Posting a document
Document entered
correctly
You can now:
Simulate your document - press the Simulate button:
Or post it immediately - press Save button (F11)
Posting functions
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Posting in Foreign CurrencyLocal currency - Functional currency of the company code
Document currency - Currency of the document
Group currency - Alternative currency for group reporting
For every Company Code theres defined a company code currency, ie,
every company code has a local currency.
Every document, posted in different currency than company codecurrency, is processed as a foreign currency document.
Accounting documents can be posted in a foreign currency
The foreign currency is converted to local currency and both are stored
in the document along with the exchange rate
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Posting in Foreign Currency1.
3.
2.
1. Exchange rate can be entered manually,
2. Or derived from Exchange Rates Table
3. System automatically translates the foreign currency
into CC currency.
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Parking / Holding a Document
After entering the document it is possible:
To post it immediately
To park the document
To hold the document
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Reference DocumentsHeader: 01/03/2003 Comp. Code: 5200
Document # 1 (Reference Document):
Line Items:
PK Account Amount40 123000 500050 345560 200050 907902 3000
Document # 2:
Line Items:
PK Account Amount40 123000 5000
50 345560 200050 907902 3000
Reference documents are either accounting documents or sample
documents that are used as a reference to post an accounting document.
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Reverse a GL document
Document entered incorrectly
Document corrected by Reversal:Reverse with a standard reversal
posting
Reverse with a negative posting
Document re-entered correctly
Balance sheetAssets
Liabilities
Shared equity
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Mass Reversal of Documents
Many documents may be reversed at the same time,
Process may be scheduled to be performed in the background.
Mass ReversalProcedure
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General Ledger Process Overview
TransactionProcessing
MasterData
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Account Analysis / Reconciliation
SAP R/3 supports the following transactions:
Display G/L account balance
Display G/L line items
G/L account analysis functions
Clear outstanding items on G/L account
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Account: balance and line items
Account balanceAccount Balances display
Opening Balance (Carry forward Balance from previous year)
Totals of all transactions for each posting period broken down for
Debits and Credits
From these figures the system calculates the following for theaccount balance function
Balance per posting period
Accumulated balance for the account
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Account: balance and line items
Line items
Line items can be displayed on G/L accounts which are managed
with Line Item display
Line items are displayed on-lineLine Items can be totaled and sorted according to user requirements
Additional fields can be added to the Line Item display screen
Alternative custom defined Line Layouts can be defined
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Account Analysis Functions
Functions supporting
account analysis are
grouped on the
Application toolbar
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Open Item Clearing1 2
3
The balance of an open item managedaccounts are the reconciliation items.
Open itemsrepresenttransactions
that areincomplete.
You can onlyclear open itemsfor accounts that
are open itemmanaged.
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Reversal of Clearing
Reversal of documents that were cleared before is not possible,
First the clearing operation must be reset.
Display cleared items
Reversal of clearing
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General Ledger Process Overview
TransactionProcessing
MasterData
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Period End Processing
SAP R/3 supports the following transactions:
Fiscal Year variants & Posting Period
Clear open items, both manually and automatically
Create, maintain and process accrual/deferral transactions
Recurring Entries
Revalue balances in foreign currencies
Reconciliation of documents with monthly debits & credits
Roll over of closing balances to form opening balances can be
performed multiple times and after the beginning of the new fiscal year.
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Posting Periods
Every transaction that is posted is
assigned to a particular posting
period
K4 Same as Calendar Year
Shortened Fiscal Year
V3 Non-Calendar Fiscal Year
Company Code Data Fiscal Year Variants
Company Code 0001
FY Variant R1 R1
Calendar Year
Year 2003
Periods
FY Variants
Mo. Day Period Year01 31 10 -102 28 11 -103 31 12 -1
04 30 01:12 31 09
Properties
FY Variants
Calendar YearYear-Dependent CNo. of Post. Per. 12No. of Special Per. 2
R1 R1
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GL Account Clearing
Bank Statement
AutomaticPayment
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 ProgramOpen items for G/L Accounts, Vendors and Customers can be
cleared automatically by running the Clearing ProgramSet up predefined criteria for automatic clearing (Configuration)
Program groups those items from an account that have the same
Trading Partner ID
Reconciliation Number
Currency in which the General Ledger is updatedFour freely definable criteria
Accounts
xxxxxx----
----------------
----
----------------
xxxxxx--------------------
--------------------
xxxxxx----
----------------
----
----------------
xxxxxx--------------------
--------------------
Automatic clearingprogram
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Deferrals Accruals Accruals and deferrals can be handled automatically by the SAP R/3
system
Accrual/Deferral Documents are created on a monthly basis to recordexpenses/income which were anticipated but not yet realized
Once a transaction has been approved, it can be set up and runautomatically each month.
The recurring entry program helps to maintain Accruals / Deferrals
postings Standard Journal Posting
Has a reversing date
Reversal Date can be any date in the future
Monthly job is scheduled to reverse all Accrual/Deferral Documents automatically
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Recurring Entry Document
Posting Parameters
First run onLast run onInterval in monthsRun DateRun Schedule
01/01/200212/01/2002
0115
____
Document ________________________________________________________
03/01/2002
_________________________________________________________
02/01/2002_________________________________________________________
01/01/2002_________________________________________________________
Batch InputSession
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Recurring Entry Document (2)Dates when the first and the last recurring entries are to be
carried out
Document sHeader
Line items
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General Ledger Process Overview
TransactionProcessing
MasterData
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Reporting SAP system offers number of reports that help analyzing
entered business transactions:
Financial Statement Version (Balance Sheet and P&L)
Account Balances
Line Items
Documents
Master Data
Report can be:
Printed out directly to the printer,
Saved as a local file (txt format, Excel file etc.)
Sent by e-mail
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Reporting Requirements
Balance
Sheet Income
Statement
Cash
Flow
Internal Reporting
External Reporting
FI
CO
Product
Cost
Cost
Center Profit
Center
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Financial Statement VersionFinancial Statement Versions are set up to represent the balancesheet and P+L statement according to your own specific requirements
Can be created for different legal entitiesCan be created in different Languages
Are executed in desired currency i.e. Local, Group
Using the Financial Statement you specify
Line items to be included in the Financial StatementSequence the line items are displayed
The COA and the accounts that are displayed in the Financial Statement
The totals that are presented on the Financial Statement
Balance
Sheet
Income
Statement
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Report Tree
2
1
SAP Menu
Transaction SA38
A user can run the required report in two ways:
Directly from Report Tree
Using transaction SA38, provided the he knows the report name
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Report Tree
2
1
SAP Menu
Transaction SA38
A user can run the required report in two ways:
Directly from Report Tree
Using transaction SA38, provided the he knows the report name
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Report Execution
Selection of Report Parameters
Report Execution
Variant Selection Dynamic selection
A report can be executed directly or scheduled in the
background
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Report Variant
1) Enter the requiredcriteria on the selectionscreen
1
2
3
2) Press Save button
3) Enter the variantsname
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General Ledger Process Overview
TransactionProcessing
MasterData
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
Process decompositions are the starting
point for our process documentation.
They summarise what is involved in a
the GL process at a high level
PeriodicProcessing
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