SAP FI - General Ledger

© 2006, Cognizant Technology Solutions. All Rights Reserved. The information contained herein is subject to change without notice.

SAP FIGeneral Ledger

May 2012

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Table of Contents

GL Overview

Sub Processes Master Data Transaction Processing Account Analysis


Table of Contents

GL Overview

Sub Processes Master Data Transaction Processing Account Analysis


Financial Accounting Organization structure

Client Operating Concern

Chart of Depreciation

Credit Control Area

Chart of Accounts

Controlling Area

Company Code

Dunning Area


Chart of Accounts The Chart of Accounts

An organized list of all GL accounts used by one or more company codes

Many company codes may use the same COA

Create Chart of Accounts : OB13

COA“ACCA”

Company Code

5100 A LtdCompany Code

5200 A1 Ltd


Variant Principle – Fiscal Year Variant Variant Principle:

It is a three step method to assign properties to one / more objects

Define variant (K4 Fiscal year variant) Determine values for the variant

defined. Assign variant to objects : Assign

variant K4 to object company code

Fiscal Year Variant SAP allows up to 16 posting periods which

reflect 12 months of the year & 4 special periods used for year end adjustments

Fiscal Year normally has 12 posting period & 4 special period for year end closing transactions

Fiscal year can be Calendar Year ( Jan to Dec) / Not Calendar Year ( Apr to March)

SAP standard Fiscal Year Variant : K4 (Jan to Dec), V3 (Apr to March)

Create a Fiscal Year Variant : OB29


Variant Principle – Posting Period Variant Posting Period Variant

A separate variant for posting period is defined for every company code One Posting period variant can be assigned to multiple company codes System derives posting period from posting date. To prevent documents from being posted to an incorrect posting period, we can

close certain posting periods. Several company codes can use the same Posting period variant.

The account type + must be open for all periods that are supposed to be open for all other account types. However a/c type (S/D/K/M) may / may not be open

Tcode : OBBO

Open & Close Posting Period Here we specify which periods (Jan, Feb, Mar ...) are open for posting for each

Posting period variant Tcode : OB52


General Ledger – Master Data

Master Data


Master Data

Account Groups

General Ledger Accounts Creation Change Block


GL Account Groups

Different types of accounts (Asset, Expense, Revenue…) can be bundled into different account groups

By assigning a number range to an account group, we can ensure that accounts of the same type are within the same number range

Create GL Account Group : Tcode : OBD4


GL Account - Creation

Company code

segment

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The GL account master record is divided into two segments: A chart of accounts segment and a company code segment.

The chart of accounts segment contains the data that is valid for all company codes

The company code segment contains data that is valid only for that company code. Thus individual company codes can control their business processing requirements.

Tcode to create a GL account: FS00: centrally FSP0: in chart of accounts FSS0: in company code


G/L Accounts - Blocking

G/L Accounts are blocked at two levels Chart of Accounts level Company Code level

Chart of accounts level GL account creation in the Company Code GL account for posting Tcode : FSP0

Company Code level GL account for posting Tcode : FSS0

Block GL Account Centrally : FS00


General Ledger – Transaction Processing

Transaction Processing


The Accounting Documents Each document consists of two segments: header and line items Header :

The document header contains information that applies to the entire document Dates, Document Type, Company Code, Currency, Reference

Line items represents an individual transaction posted to an account

Document Type Document Type is defined at client level & applicable for all company codes Document Type Controls:

Document Number Range Reverse Document Type Account Types Allowed (Asset, Vendor, Customer, Material, GL) Required during document Entry ( Reference, Document Header text)

Tcode : OBA7


Document Number Ranges

Each document Type is assigned a number range.

Number range can be internal / external

Up to a Future Fiscal Year : Beginning of next fiscal year system uses number following the last number of the current fiscal year

For Each Fiscal Year: System starts with a new number each fiscal year

A document number range can be assigned to multiple document types

Tcode : FBN1


Posting keys

A two-digit numeric key that controls the entry of document line items. Specifies the following:

The account type to be posted (Customer, Vendor, GL, Asset, Material)

Whether it is a debit or credit posting

Which fields of the line item may have or require an entry (Field status : Suppress, Required, Optional)

Tcode : OB41


Posting in Foreign Currency

Local currency - Functional currency of the company code

Document currency - Currency of the document

Group currency - Alternative currency for group reporting

For every Company Code there is defined a company code currency. This is the local currency.

Every document, posted in a currency other than company code currency, is processed as a foreign currency document.

The foreign currency is converted to local currency and both are stored in the document along with the exchange rate

Exchange rate can be entered manually or derived from “Exchange Rates Table” (TCURR)


Parking / Holding a GL Document

After entering the document it is possible: To post it immediately To park the document To hold the document

Park: Document number is assigned It is considered for reports Document can be found with any user ID

Hold: Document is incomplete No document number is assigned It is not considered for reports Document can be found under user ID which created it


Reverse a GL document

Document is entered incorrectly and need to be reversed

This Document can be reversed can be reversed in Tcode FB08

Reversal Reasons: The reason for the reverse posting is noted in the reversed document. The field is used only as information as to why a reversal was necessary

Documents with cleared items cannot be reversed. For this first reset the cleared

items in FBRA

Individual document reversal : FB08

Mass document reversal : F.80


Transaction Demonstration

Perform standard GL account posting (F-02)

Enter GL Account posting Fast Entry (FB50)

Display GL account posting (FB03)

Change posted GL document (FB02)

Reverse posted GL document (FB08)

Reset and reverse a GL cleared document (FBRA)


General Ledger – Master Data

Account Analysis


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.


Automatic Clearing Program

Open items for G/L Accounts, Vendors and Customers can be cleared automatically by running the Clearing Program

There are five criteria’s that can be configured for automatic clearing. Normal practice is giving ZUONR (Assignment) as one criterion. The sort key in the vendor master defines the assignment field in the document.

Tcode for configuring automatic clearing : OB74

Tcode for running automatic clearing : F.13


GL Account Analysis : Transactions

Display G/L account balance : FD10N

Display G/L line items : FBL1N

Manual Open Item Clearing account : F-03

Automatic Open Item Clearing account : F.13

Reset and Reversal of Clearing : FBRA


General Ledger : Revision Company code Chart of Accounts G/L Account Group G/L Account creation Fiscal Year Variant Posting Period Variant Open and Close Posting Period Variant Document Type Posting Keys G/L document Posting / Hold / Park / Display Manual Clearing Automatic Clearing Reset a Cleared document Reverse a G/L document Display G/L account Balance Display G/L Line item balance


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