Module 6

Setupfor

Posting

Document

In SAP, a document is an electronic record of a business transaction

Documents are the link between the business transaction and the posting in accounting.

Documents typically consist of two major components: Header data

Data valid for entire document e. g. document date and number

At least two line itemsNeed a debit and a credit

Depending on the transaction, these components are presented differently

Purchase Order Document

This represents the latest style of screen layout in the SAP R/3 system:

Can open up:HeaderItem overviewItem detail

G/L Documents

Older-design screens use Header, Item Overview and Detail icons:

Header Item Overview Details

Currently displayingItem Overview, can useicons to see header ordetails

Document Type

Classifies transactions Uses a particular number range Determines what type of accounts the document can

be posted to

Document Number Ranges

Defined for a particular year Each transaction has a unique document number

within a company code and fiscal year Can be externally assigned

Document Number Ranges

Must Be Unique

Document No.

1900000023

Fiscal Year

2004

Company Code

00FS

Combination of Document Number, Fiscal Yearand Company Code must be unique

Posting Periods

1 2 3 4 5 6 7 8 9 10 11 12

13 14 15 16

Note: In Module 1, we selected fiscal year variant K1-calendar year with one special period

In Module 6, we define when these periods are open

Regular Periods

Special Periods

Special Periods

Special Periods allow for corrections to periods that are now past.

For example, a sales person may have incurred travel expenses in December, but won’t be able to complete an expense report until January. The expenses should be applied to the previous years accounting records, not the current year when the report was submitted.

Special Period Example

An employee gets a $1,000/month pay increase effective the previous month: Old salary: $5,000 per month New salary: $6,000 per month

Two scenarios Salary increase effective May 1, entered into

system June 1. Salary increase effective Dec. 1, entered

into system January 1.

Effective May 1, entered June 1.

June: Posting Period 6

Salaries

7,000

W&S to be paid

7,000

Effective Dec. 1, entered Jan. 1.

January: Posting Period 1

Salaries

6,000

W&S to be paid

7,000

Clearing

1,000

Previous Year: Posting Period 13

Salaries

1,000

W&S to be paidClearing

1,000

Open Posting Periods

Can define when periods are available for posting

Can set by account type Can’t post to regular period until the system date is in that period

Tolerance Groups for Account Postings

Amount limits for your employees which control 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

Tolerance Groups for Account Postings

Can define any number of tolerance groups Assign users to

tolerance groups

in customizing Define default

tolerance group

by leaving group

field blank

Set up Payment Program

This configuration activity determines items like: Which company codes are included in payment

transactions and which company codes make payments.

Which payment methods can be used (check, bill of exchange, bank transfer, etc.)

Specifications dependent on the country or paying company code.

From which bank accounts payment is made according to defined rules