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PricewaterhouseCoopers INDIA

Project EPCOS FI/CO Training

PROJECT EPCOS

SAP FINANCE

CORE TEAM TRAINING 2004


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Client - Company Code

Client

EPCOS (parent)

Company Code

Epcos Ferrites


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Client - Chart of Accounts -

Company Code

Chart of Accounts

Eg. CAGL

Epcos (parent)

EFL


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Company Code Creation Methods

EFL1

Create Company CodeCopy Company Code

Delete Company Code Transport Company Code


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Company Code Definition

Accounting Organization

Chart of accounts IND

Credit control area CCUS

Fiscal year variant GL

VAT registration number _

Processing Parameters

Field status variant 0001

Posting period variant XXXX

Max. exchange rate deviation ___%

Workflow variant ____CoCd -> Co area 1

Company Code: EFL1 Company XX India

Country key: IN Currency: INR Language: E


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Human ResourcesControlling

Benefits of the

Organizational Structure

Client

CompanyCode

PurchasingOrganization

PersonnelArea

Production Planning

Sales and Distribution Materials Management

Financial Accounting

SalesArea

ControllingArea

Plant


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General Ledger & Sub-Ledgers

G/L Accounts

Accounts Receivable

11,000

Accounts Payable

11,000

Revenue

10,000

Expenses

10,000

Output Tax

1,000

Input Tax

1,000

Sub-Ledgers

Customers (A/R)

11,000

Vendors (A/P)

11,000



Data

Transaction Data

Incominginvoice

Payment

Request fordown payment

Credit memo

Master Data

G/L Account8000XX

Customer000000

VendorAllied_XX

BankBanamex



NEXT

MASTER RECORDS



Master RecordsGeneral Information

G/L Account Customer Vendor

Create in ...

Chart of Accounts

andCompany Code

Client

andCompany Code

Activities

CreateDisplayChange



Integration Points in Master

Records

SD

FI

MM

Vendor

Master Recordscan be maintainedin AP and inpurchasing

Customer

Master Recordscan be maintained

in AR andin SD



Chart of Accounts

Client

Chart of AccountsChart of Accounts

CompanyCode

CompanyCode

CompanyCode



Master RecordsAccount Group

Account Group

AGUS

United StatesCustomers

AGEUEuropean

Customers

AGCACanadian

Customers

Number Range

03300000-399999

02200000-299999

01100000-199999

Account Types

DCustomer

DCustomer

DCustomer

I tried tocreatean MR

withoutan acctgroup



Account Group

Account Group

One-Time Account

Number Range

Account managementPayment transactionsCorrespondenceInsurance (not in Vendor Master)

Address

Control data

Paymenttransactions

Address Mandatory Optional

Name 1 XTitle XSearch term X

General dataCompany code dataSales data

Field Status



Account Group Number Ranges



COA Data

Short textG/L acct long text

Balance sheet acctP+L statement

acct typeAccount groupSample account

Trading partner

Company Data

Account currencyTax category

Line item displaySort key

Field status group

Name

Control

Consolidation Doc entry control

Acct management

Acct controlAccount Number

is includedin both

G/L Account Data Levels



G/L AccountsMonthly Debits and Credits

ESPSpanish Peseta

FRFFrench Franc

ITLItalian Lira

NLGDutch Guilder

GBPBritish Pound

SGDSingapore Dollar

CurrencyKey



Centrally

Account number XXXCompany code GLT1

Step-by-Step

Account number XXX

Company code GLT1

Create a masterrecord in theCOA or in

the client

Menu Path: Master Record/Create

*** This creates the MRsimultaneously in the COAor client and in the company code

Create a masterrecord in thecompany code

Creating a Master Record



Field Status DefinitionsFor G/L Accounts

Field Status Variant 0001 Group G005Bank accounts (obligatory value data)

General Data Suppress Required Optional Entry

Allocation numberTextInvoice referenceHedgingCollective invoice

Select Group

General data TaxesAdditional account assign. Foreign paymentsMaterials management ConsolidationPayment transactions Real estate management

Asset accounting Financial assets management



Customer Master Record

Account management: recon acct; int calc; reference data Payment transactions: pymt data; automatic pymt trans Correspondence: dunning data; correspondence; pymt notices to Insurance: export credit insurance

Company Code Data

Address: address & communication Control data: acct control; tax info; reference data Payment transactions: bank details

Account NumberCompany Code(Account Group)

General Data

Sales Data

Customer Master Record (All


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Customer Master Record (AllFields)

Company Code-RelatedField Selection

Account Group-RelatedField Selection

Activity Type-RelatedField Selection

Screen Layout

This will determine if a field is:

Not displayed;For display only;Read/write possible:Data entry mandatory.


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15001100

Client Level

Company CodeLevel

General Data: Address

SafmarineCape Town8001

Bank DataSA 0123456789

.

.

Company Code Data

Reconciliation account 16000Payment terms 0010Sort line items 003

Company Code Data

Reconciliation account 16000Payment terms 0009Sort line items 004

Vendor Master Record


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Bank Directory

BNKA

Creation of BankThrough IMG

Automatic Transferfrom SAPF160

Customer/VendorBank Data

Document EntryOne-Time Account


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House Bank Country Bank Key200 IN 123456789BANK IN 021000021.. .. ..

House Banks

House bank dataBank country INBank key 123456789

AddressBank Bank IndiaRegion West BengalStreet 13623 Bluff CircleCity Kolkata

Control data

Bank Directory

Company Code IN01

House Banks


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Mark Master Record forDeletion

This is markedfor deletion inboth the COA

and thecompany code


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NEXT

SAP DOCUMENTS / TRANSACTIONS


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Data Structure of a


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Debits = Credits

Document Header

Document date Document typePosting date CurrencyDocument number

Data Structure of a

Document

Line Item 1Posting key Account Amount

01 ABC Sandwiches 60

Line Item 2

Posting key Account Amount50 Sales revenue 60


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Document Types


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Document Number Ranges

MaintainIntervals

ChangeStatus

ExternallyDefined

InternallyDefined


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Posting Periods

Var. A From Acc. To Acc. From Per 1 Year To Per. Year

0001 + 1 1996 12 1996

0001 D 0 ZZZZZZZZZZ 1 1996 1 1996

0001 K AAAAAAAAAA ZZZZZZZZZZ 1 1996 1 1996

The variant ties the posting period to the company code.

The account type defines the accounts (+, A, C, D, G, K, M, S)that can post to the specified period.

* The account type + means that the posting period is valid for allaccount types.


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Fiscal Year Variant

Fiscal Year Variant Description

K2 Calendar year, 2 spec. periodsK4 Calendar year, 4 spec. periodsR1 Shortened fiscal year


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Posting Key

Posting Key Description Debit/Credit Account Type01 Invoice Debit Customer40 Debit entry Debit G/L account50 Credit entry Credit G/L account15 Incoming payment Credit Customer. . . .

. . . .


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P ti K


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Posting KeysField Status Group


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Screen Layout Link Rules

The Field is:

M MandatoryO OptionalD DisplayedS Suppressed

S D M O

S S S S S

D S D D D

M S D M M

O S D M O

Li It T t


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Line Item Texts

Step 1: Line Item Text Definition

Step 2: When posting a document, press the down arrow to see the

options. The Document Line Item will retrieve the line items definedso that one can be chosen for the document.

Language Identifier Text Edit Format Control Display

E LEAS Leasing fee


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Examples of Automatic Line Items

Exchange rate differences

Cash discount

Down payments

Taxes

Payment program

Bank transactions

Check/bill of exchange

Clearing between company codes. . .

A t ti Li It


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Automatic Line ItemsClearing between Company Codes

Posted in CoCd 9999 Cleared with CoCd 1234

Clearing account - Accounts receivable 9999999999Clearing account- Accounts payable 9999999999

Posted in CoCd 1234 Cleared with CoCd 9999

Clearing account - Accounts receivable 9999999999Clearing account- Accounts payable 9999999999

Company Code 1 9999 Company Code 2 1234

I t T ti


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Intercompany TransactionsExample: Central Purchasing

CoCd 9999 - First Document

Accounts Payable

330

Raw Material200

From CC 9999To CC 1234

110

Input Tax

20

Line Items

CoCd 1234 - Second Document

From CC 1234To CC 9999

110

Input Tax

10

Line Items

Raw Material

100

D t


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Document

Document Header

Document date Document typePosting date CurrencyDocument number

Line Item 1Posting key Account Amount

01 ABC Sandwiches 60

Line Item 2

Posting key Account Amount50 Sales revenue 60

POST DOCUMENT PUSH BUTTON

General Entry


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General EntryDocument Header

General Entry


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General EntryFirst Line Item

Di l i G/L A t B l


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Displaying G/L Account Balances

Parameters for displaying G/L account balances:

Account number Fiscal year Transaction currency Company code

Period Debit Credit DC Bal. Account Balance...9 0,00 8.000,00 8.000,00- 8.000,00-

10 0,00 0,00 0,00 ...

*** 0,00 8.000,00 8.000,00- 8.000,00-

Displa ing C stomer/Vendor


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Displaying Customer/Vendor

Account Balances

Parameters for displaying customer/vendor account balances: Customer/vendor Fiscal year Company code

Period Debit Credit DC Bal. Account Balance...6 1.000,00 0,00 1.000,00 1.000,00

7 600,00 200,00 400,00 1.400,00...

*** 1.600,00 200,00 1.400,00 1.400,00

Di l i Li It


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Stores line itemsfor each account number

Displaying Line Items

The yellow lines show the relationships that make drill-down possible

Stores line items foreach document

In this case, the line itemsof one document will hit

different accounts

Account 1Doc. 1 Line item 2 50.00Doc. 4 Line item 1 100.00Doc. 5 Line item 1 200.00

Index Table Documents

Display Line Items


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Validations and Substitutions


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Validations and Substitutions

G/L Account 12345

User JKUELLER

E: JKUELLER cannot post to G/L

account 12345

Customer 6789

Customer 9876Customer 6789

Substitutions

Validations

Reversing a Document


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Reversing a Document

Document A

Document B

Reverse

PK Account Amount

40 123 15050 456 150

(Reversed by Document B)

PK Account Amount

40 456 15050 123 150

(Reference to Document A)

Postings Based on Previous Postings


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Postings Based on Previous Postings

Original Document

Header# 1234 date: 11/11/96

Line item 1 PK 40 acc: 111111111 amt :999 cur: USDLine item 2 PK 50 acc: 1234567890 amt :999 cur: USD

Copy

Header# 1234 date: 11/11/96

Line item 1 PK 40 acc: 111111111 amt :999 cur: USDLine item 2 PK 50 acc: 1234567890 amt :999 cur: USD

Solutions to Repetitive Postings


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Solutions to Repetitive PostingsSample Documents

Characteristics:You cannot add line itemsYou can only use one at a time

Advantages:Simplifies data entryReduces errors



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Account Assignment Model

Characteristics:

Flexible You can change all fields You can add line items You can use more than one at a time Document doesnt have to be complete

Flexibility of Account Assignment


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Flexibility of Account Assignment

Model

Header

Account PK Amount

Line item 1 xxxxxxxxxx 50 1500Line item 2 xxxxxxxxxx 40 1500

Original Document

Copy

CanBe

Edited

Header

Account PK Amount


Account Assignment Model


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Account Assignment ModelDocument Entry

MenuPath

PushButton

PostingKey 00Or Or

Account Assignment Model Identification

Currency

Company code

Account PK Amount


Multiple Models within One


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pDocument

User

Account assignment model 1





Manual entry

Document

AccountAssignment

Models


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Posting with Clearing


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Posting with Clearing

Customer

2,000.00

3,000.00

5,000.00

Can Be Cleared

Incoming Payment


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Incoming PaymentSteps for Clearing

Bank data

Selection?for searching open items

Open items Selection? Processing

Post

Document headerStep 1

Step 2

Step 3

Step 4

Step 5

Selecting Open Items to Process


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Selecting Open Items to Process

Part 1: Document headerPart 2: Bank data

Part 3: Selection

Partial Payment/Residual Payment


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Partial Payment/Residual Payment

If a payment doesnt match, you can still accept it throughpartial payment or residual payment.

Leaves original invoice intact (full amount)

Credits an account for the difference No items are cleared

Clears the original invoice Creates a new invoice with the residual item

Same document number and new date

Partial Payment

Residual Payment

Clearing Open Items with an


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Clearing Open Items with an

Exchange Rate Difference

Amount in BRR - 4,800Amount in USD - 5,000

Step 1 - Invoice

Amount in BRR - 4,800Amount in USD - 5,200

Step 2 - Payment400 USD

Difference

The exchange rate difference is posted by the System automatically.

Clearing Customers Who Are


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Clearing Customers Who Are

Also Vendors

Customer

Cash disc.granted

VendorBank

Cash disc. taken

10,000 20,000

300 600

9,700


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NEXT

CREDIT MANAGEMENT

Credit Management


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Credit Management

CustomerCustomerSales Rep.

CreditCheck

CustomerCreditLimits

Accept order Request down

payment Refuse order

Example: Customer Sales Representative receiving a sales order and checking thecustomers credit limits in the system so that the order can be accepted or not.

Used to Set and Control Credit Limits for Customers

SalesOrder

CustomerCredit Info.

Check

Credit Control Area


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Credit Control Area

Organizational unit used to set and control credit limits for customers

Epcos

(parent)

CC Area: CCAA CC Area: CCBB

BRAU GLT1 OR

Customer A Customer ACustomer ACustomer B Customer C

ClientCredit

Cont AreaCompany

CodeCustomer

Example:


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Assigning Credit Limits Per Customer


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Assigning Credit Limits Per Customer

2 levels of credit limit:Globally across all credit control areasPer credit control area

Example: Customer A Global Limit: $15,000 CCArea Limit: $7,500

Epcos (parent)

CCAA CCBB

BRAU GLT1

Customer A Customer A

CCAA < = $ 7,500CCBB < = $ 7,500

CCAA +CCBB < = $ 15,000

Maintaining Credit Limits Per


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Customer

Maximum amountthat can be assigned

per credit control area

Maximum sum amountthat can be assigned

across all creditcontrol areas

Maximum limit assignedfor an individual credit

control area (CCCH)

Maximum limit already

assigned across allcredit control areas

Monitoring Credit Limits for


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Customer

Postings: increase these amountsClearings: decrease these amounts

Special G/Ltransactions suchas down payment

Receivablesfrom sales

Open orders,deliveries and

billing docs. Total receivables,special G/L trans.and outstanding

order value


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next

FOREIGN EXCHANGE

Foreign Currencies


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Foreign Currencies

ParallelCurrencies

BaseCurrency

Revaluation

Translation

LocalCurrency

Reverse

ForeignCurrencies

ObjectCurrency

ExchangeRates

Exchange Rate Types


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Exchange Rate Types

Type

Type Usage

B Bank buying rate

M Average rate

G Bank selling rate

Rate

Currencies and Exchange Rates


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Currencies and Exchange Rates

RelationSetup

Validity Period RelationDefault

CurrencyCodes

Two Additional Currencies in FIE l f C T i M lti ti l


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US Germany Mexico

Transaction currencyLocal currencyGroup currencyHard currency

Example of Currency Types in a Multinational

Group:

XXXUSD

USD

XXXDEM

USD

XXXMXP

USD

DEM

US GroupGroup Currency

USD

Possible Additional Currencies (FI)


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oss b e dd t o a Cu e c es ( )

Group currency

Global company currency

Hard currency

Index currency

Parallel Currencies


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FI Document No. 157

Amount 1000 USDTransaction Currency

FI Document No. 157

Amount 67 FRFLocal Currency

FI Document No. 157

Amount 10000 JPYAdditional Currency

FI Document No. 157

Amount 200 ECUAdditional Currency

Automatic Line Items


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Exchange Rate Differences

Document No. XXX

Account 113101Amount: 950 DEM

Document No. XXY

Account 113101

Amount: 720 DEM

Nov 30, 1996Account 113101

Balance $900Balance 1503 DEM

Nov 22, 1996Account 113101

Balance $1000Balance 1670 DEM

Revaluing Balance Sheet Accounts


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g

Managed in Foreign Currency

Item 1 100 FC Exchange rate .80Item 2 100 FC Exchange rate .75

Exchange rate .70200 FC = 140 LC

100 FC 80 LC100 FC 75 LC

200 FC 155 LC

FC Account

Loss from ExchangeRate Difference

15 LC


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next

CLOSING PROCESSES


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Adjustment Postings for a


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Balance Sheet

Balance Sheet

G/L Accounts

Revaluate Foreign Currency

Open Items Foreign Accounts

Exchange RateDifference Table

Evaluate Open Items

Vendor and customer accountsReconciliation accountsClearing accountsExpense and revenue accounts

SAPF101


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Day-End Closing/Back-Up


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y g p

TechnicalRequirements/Option:

Back-up data

Business Requirements/Options:

Compacting documentjournal

Posting totals

Exception lists

Automatic correspondence

Invoice for bill exchange and

bank fees

Period-End Closing


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g

Technical Requirements Close old month/

open new month

Business Requirements Taxes on sales/purchases report

Foreign trade report Prepare balance sheet

Valuate open items/accounts Open item analysis

Run monthly financial statements

Document reconciliation

Year-End Closing


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g

Technical Requirements Transfer customer/vendor balances Transfer G/L account balances

Business Requirements Run closing programs Prepare balance sheet

Valuate open items/accounts Open item analysis

Run annual financial statements

Wrap-Up and Review


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Questions