SAP FI General Ledger

5/24/2018 SAP FI General Ledger

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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&LT T T T TT T T T TT T T T T

Balance P&LT 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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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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MasterData

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing


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Account Analysis / Reconciliation


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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MasterData

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting

FinancialAccounting

PeriodicProcessing


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Period End Processing


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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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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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