Monday, June 28, 2010



Define Group Company OX15

Define Company code OX02

Edit COA OB13


Assign Company code to COA Ob62

Define account group OBD4

Define Retained earnings OB53

Maintain Fiscal Year Variant OB29

Assign Company code to FYV OB37

Define Posting Period Variant OBBO

Change Fiscal Period OB52

Assign PPV to company code OBBP

Create number range for company code FBN1

Define document type OBA7

Define document posting keys OB41

G/L a/c default setting OBU1

Define rules to change text in a field OB32

Maintain Field Status Variant OBC4

Assign Field status variant to company code OBC5

Define Tolerance Group for employees OBA4

Maximum Exchange Rate difference OB64

Company code Global parameters OBY6

Document Change SE38- RFBABL00

Define Additional Local currencies OB22

Assign Company code to Company OX16

Check Tax calculation procedure OBYZ

Assign Tax Procedure to Company code OBBG

Check Access sequence OBYZ

Define Tax code for sales & purchase FTXP

Configure automatic (F.13) clearing OB74

GL a/c for clearing differences OBXZ

Define Foreign Currency valuation method OB59

Define Adjustment a/c for GRIR clearing OBYP

FI integration with CO OBYB

FI integration with MM OBYC

FI integration with SD VKOA

Create GL a/c centrally FS00

Copy GL a/c from source company code to target company code FS15

GL a/c posting F-02

Post incoming payments F-06

G/L a/c line item display FBL3N

G/L a/c analysis display FS10N


Post outgoing payment F-07

Change posted GL document FB02

Display GL document FB03

Individual document reversal FB08

Mass document reversal F.80

Post / Park / Hold GL a/c document FB50


Display GL hold document FB11

Copy GL a/c to company code OBY2

Automatic a/c determination FBKP

GL post with clearing F-04

Automatic clearing F.13

User master data settings FB00

Reset cleared items FBRA

Recurring entry documents FBD1 / FBD2 / FBD3

Display forex exchange rate OB08

Post Accruals (Prepaid expense/ Accrual Income) FBS1

Reverse accruals, if automatic reversal not selected F.81

Cross company code documents display FBU3

• FI module receive posting from MM, SD & HR module. It feeds data to CO modules Cost center accounting, Profit center accounting & Profitability Analysis module. FI module is geared for external reporting BS & P/L.

1.2 Define Group Company

• Tcode: OX15

• Explanation

o A company is an organization unit. A company can comprise one / more company codes.

o All company codes for a company must work with same Operational COA & Fiscal year

o Company codes can use different currencies

1.3 Define Company code

• Tcode: OX02

• Copy company code along with all data : EC01

• Explanation

o Legal entity. Separate BS & PL can be maintained

o Two options 1) Copy co. code 2) Edit co. code

o In copy co. code all Config, tables, assignments get copied. Edit them as per need. Copy co. code 0001. In 2nd option manually configure all assignments

o Currency: This is local/ company code currency. All accounts are managed in this currency. All other currencies treated as FC.

o Local currency: Currency defined in company code

o Country Key: Specifies which country to be regarded as home country. System regards all other countries as foreign countries

o Company code 1000 contains all necessary data. So copy and use company code 1000

1.4 Edit Chart of Accounts

• Tcode: OB13

• Tcode (Copy Chart of Accounts) : OBY7

• Tcode ( Copy from an existing company code): EC01

• Directory of GL Accts in COA: SE38 - RFSKPL00 / RFSKVZ00

• Display COA: S_ALR_87012328

• Explanation

o Copy CAUS

o Define : COA key, Maintenance Language (English), Length of GL acct number(1-10), Manual / Automatic creation of CE, Group COA, Blocked ( A COA that is not completed can be blocked)

o Directory of GL Accts in COA: SE38 - RFSKPL00 / RFSKVZ00

o COA accts grouped under account groups.

o Acct Group control number range, Field status

o Reconciliation Acct.:

o Open Item Management: To be used for

 Bank clearing acct,

 Salary clearing acct.,

 Goods / Invoice receipt clears acct.

 For these accts (clearing accounts) also select line item display

o Only balances in local currency: Selected for clearing accounts

o Group COA: Multiple CC. Some CC use different operational COA. Create a Group COA. Group COA contain a/c from all operation COA. This Group COA assigned to all operational COA. In FS00 enter group COA a/c number

o Steps in creating a new COA:

 Define Chart of Account

 Define the properties of COA

 Assign COA to company code

o If company codes intend to use cross-company code controlling, they must use the same chart of accounts.

o For balance sheet accounts, the balance is carried forward to the same account.

o For profit and loss statement accounts, the balance is carried forward to a retained earnings account and the profit and loss statement account is set to zero. A key (for example, X) is assigned to the account to which the balance is carried forward. You enter this key in the field "P&L Statement Type" in the chart of accounts segment.

o The field status enables you to control the display and maintenance of an account's master data.

 You can assign fields that you do not use the status Hide.

 Fields whose values must not be changed can have the status Display

 For fields where you must enter a value, you can define the status Required Entry.

 Fields that can contain an entry, but are not required, can be set to Optional Entry

o Reconciliation Account:

 All posting to sub ledger accts. (AP/AR/AA) are automatically posted to reconciliation GL accts. For this specify "Reconciliation Acct Type". There can be a same reconciliation account for a number of sub reconciliation accounts. Line items are managed in sub ledger accounts

 To see the business partner accounts assigned to reconciliation account: SE38-RFDKVZ00

 Note: You cannot post amounts directly to reconciliation accounts.

o Internal Reporting:

o If company codes want to use cross company code controlling, they must use the same operational chart of accounts

o Group COA: If company codes use different operational chart of accounts they can have group chart of accounts for consolidated reporting.

 The group chart of accounts must be assigned to each operational chart of accounts. After you have done this, the Group Account Number field in the operational charts of accounts becomes a required entry field.

o Country COA: Company codes use same operational COA. But they have local reporting requirements. So use country COA. Country COA GL a/c number is assigned in alternative reconciliation account no. Also since all company codes use same operational COA we can have cross company code controlling

1.5 Assign Company code to Chart of Accounts

• Tcode: OB62

• Explanation

o For each company code specify which COA to be used.

o Several company codes can use same COA.

o Operative COA : COA assigned to company code

o Country Specific COA: COA structures as per country legal requirements

o Group COA : COA structured as per consolidation requirements

1.6 Define Account Groups

• Tcode: OBD4

• Explanation

o Account group used to combine GL a/c's with similar functions. E.g. expenses, asset accounting, Cash etc

o Account Group determines:

 GL a/c number interval in FS00 for the GL A/C created

 Fields in GL master records (Required/ optional/hidden)

1.7 Define Retained Earnings
• Tcode: OB53

• Explanation

o At the end of Fiscal year system carries P/L balance to retained earnings a/c. This account appears in BS as P/L carry forward.

o For this you define one/more P/L statement a/c type (X, Y, Z…) & assign these PL statement a/c types to GL a/c ( retained earnings a/c) in the COA

1.8 Maintain Fiscal Year Variant

• Tcode: OB29

• Data : K4 ( Jan to Dec)

• Explanation

o Fiscal Year normally has 12 posting period & 4 special period for yearend closing transactions

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

o Fiscal Year (Not Calendar Year) can be year dependent or Not year dependent

o Year dependent fiscal year variant are used: If the start and end date of the posting periods differ from year to year. If one fiscal year has fewer posting periods than the others (shortened fiscal year)

o SAP standard FYV : K4 ( Jan to Dec), V3 ( Apr to March)

1.9 Assign Company code to Fiscal Year Variant

• Tcode: OB37

• Explanation:

o This control which periods the company code will post

1.10 Define Posting Period Variant

• Tcode: OBBO

• Explanation:

o A separate variant for posting period is defined for every company code

o One PPV can be assigned to multiple company codes

o Total 16 periods. 12 normal periods & 4 special periods.

o System derives posting period from posting date. If a transaction posting date falls in normal period can be posted in special posting period.

o Variant Principle: Define Variant-Determine value for variant-Assign variant to object

o If start & end date of each period is same every year, it is year independent PPV. If the period reconcile with calendar months it is calendar year PPV else non calendar year PPV.

o If the start & end date of period differ each year it is year dependent PPV

o To prevent documents from being posted to an incorrect posting period, we can close certain posting periods. We can have as many posting periods open as desired. Several company codes can use the same posting period variant.

o 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

1.11 Open & Close Posting Period

• Tcode: OB52

• Explanation:

o Here specify which periods (Jan, Feb, Mar ...) are open for posting for each variant (100). There are 2 time intervals for both specify lower limit period, Upper limit period & Fiscal year.

o First enter periods permitted for posting for all variants. Next add entries for a/c type (D, K, A...) if periods to be restricted for specific a/c's

o At the end of each calendar month, this transaction is executed to close the sub ledgers (accounts receivable, accounts payable, fixed assets) so that the financial month-end close process can begin. Once the financial month-end close process is completed and statutory and management reports have been published, this transaction is executed a second time to close the general ledger for the period. This transaction is also used to reopen fiscal periods in the event that prior period adjustments are necessary. Once the fiscal periods are changed, the inventory accounting period must also be changed to allow posting of goods issues and goods receipts in the new fiscal period.

1.12 Assign Posting Period Variant to Company Code

• Tcode: OBBP

1.13 Create number range for Company code

• Tcode: FBN1

• Explanation:

o Here we create number ranges

o Each number range specify a interval from which document numbers are selected

o Number range can be internal / external

o Assign one / more document types to each number range

o Number range assigned to document types. Doc types specified during doc. entry. Thus number range for this doc. type becomes effective for this document entry

o Number range for doc. is company code dependent

o Year dependent Number range: can specify same number interval with the same key again in different fiscal year

o Year Independent Number Range: Enter 9999 in the to fiscal year field

o Sample Doc's No. range Key: X2

o Recurring Entry Doc: No. range key: X1

o Transport: Interval – Transport

1.14 Define document type & assign document number range

• Tcode: OBA7

• Explanation:

o Create doc type for Customer, Vendor & GL business transactions

o Specify a number range for each document type. Can use one number range key for several doc. types? Document numbers are chosen from this number range.

o Doc. Types valid for all clients

o Assign an individual reverse doc. Type for each doc. type.

o Required during doc. entry: Can specify whether Reference number / document header text are mandatory during doc. entry

o Use standard sap doc. Types

• Key Document Types:

Sub Component Use Default Document Type

Asset Accounting Asset Posting AA

Depreciation AF

General Ledger Journal SA

Accounts Receivable Customer Invoice DR

Customer Payment DZ

Internal Transfer from billing RV

Payment Clearing ZV

Accounts Payable Vendor Invoice KR

Vendor Payment KZ

Goods Issue WA

Goods Receipt WE

• Key fields in Document Types Screen

Field Usage

Account Types Select account type that uses this document type. Document type KR ( Vendor invoice) don’t select D thus this document cannot be used for customers

Reversal Document Type Can specify the reversal document type

Reference Number Can select & make reference field mandatory in this document type

Document Header text Can select & make reference field mandatory in this document type

Batch input only Can select & ensure document type used only through batch

Ex. Rate for foreign crncy docs. If not specified here transaction in FC for this document types will be according to avg rate M

1.15 Define Document Posting Keys

• Tcode: OB41

• Explanation:

o SAP Config. Allows you to use different posting keys per transaction type. Use default posting keys. Here we can Config additional posting keys

• Explanation: Posting key determine:

o To which type of account(S/D/K) line item can be posted

o Whether item posted as debit / credit

o Field status of additional fields

1.16 GL A/c default settings & layouts

• Tcode : OBU1

• Explanation:

o These values are populated when enter the Tcode initially.

1.17 Updating Layout for Document Entry Screen

• Tcode: Enter the Tcode. Say FB60. Now select change screen layout button – Administrator – Do the changes – Transport button

1.18 Define Rules to change data / text in a field:

• Tcode: OB32

• Explanation:

o Here we define what can be changed in a field

1.19 Maintain Field Status Variant

• Tcode: OBC4

• Explanation:

o FS Group determine what fields are available for entry during GL posting

o Here define & edit Field status variant & Field status group

o Document screen fields are grouped under Field status group

o Several field status groups are grouped under Field Status variant

o Field Status Variant is assigned to company code

o Field Status Group determine which fields are Required/ Optional/ Hidden during document entry

o Copy FSV 0001

1.20 Assign Field Status Variant to Company code

• Tcode: OBC5

1.21 Define Tolerance groups for employees

• Tcode: OBA4

• Explanation:

o Here you define various amt. limits for your employees:

o Maximum document amt. employee is authorized to post

o Maxi amt. employee can enter as line item in Vendor/ Customer a/c

o Maxi cash dis. % an employee can grant in a line item

o Can also define tolerance w/o specifying tolerance group. Leave group field blank. Valid for all employees not allocated to a group.

o User id’s to be assigned to the tolerance group in the next step (OB57)

o Can create as many tolerance groups as required (OBA4). Every user can be explicitly assigned to a tolerance group (OB57). If a user is not assigned to any special tolerance group, then entries in the blank tolerance group are valid for him.

1.22 Assign user Tolerance group

• Tcode: OB57

• In our example we have define blank tolerance group for company code 100. Thus all unassigned users will be able to post this company code.

1.23 Maximum Exchange Rate Difference

• Tcode: OB64

• Explanation:

o Specifications are company code dependent

o Here we define how much the exchange rate manually entered in the doc. Header may differ in terms of % from the one stored in the system

o If deviation occur a warning appear

1.24 Check co. code settings in global parameters
• Tcode: OBY6

• Explanation:

o Check important company code settings here

o No FC diff when clearing in LC: FC documents are cleared in the LC.

o Tax base is net value : Discount is deducted from the base amount in sales documents before calculating taxes

o Discount base net value: Tax on sale/purchase not included in amount for calculating discount

• Data:

Company code Currency COA Credit control Area FYV FSV PPV

1000 EUR INT 1000 K4 1000 1000

1.25 Document Change

• Display document changes for all documents: SE38 - RFBABL00

• Create new document change rule: SPRO - Financial Accounting → Financial Accounting Global Settings → Document → Line Item → Document Change Rules, Line Item → New Entries

• Explanation:

o Users can change documents that have already been posted. However, based on different rules, only certain fields can be changed. These rules can either be predefined by the system or be user-specific.

o Document header: Only the reference number and text fields can be changed

o Line items: The system does not permit changes to the amount, the posting key, the account, or any other fields that would affect the reconciliation of a posting.

1.26 Define Additional Local currencies

• Tcode: SPRO-FA-FAGS-Co. Code-

Currencies-Define Additional local currencies

• Tcode: OB22

• Explanation:

o Here we define additional currencies for company code

o Can define two more

currencies for a company code. Thus we can have three currencies for a company code.

o Currency Types :

 Group Currency: Currency Specified in the client table

 Hard Currency: Country specific 2nd currency used in countries with inflation

 Global Co. currency: Currency used for an internal trading partner

o For Addl currencies define following data:

 Currency Type: Define role of the currency. e.g.: Group currency/ hard currency

 Exchange rate type for translation: Define which exchange rate stored in the system is used for calculating additional amount field (additional local currency). e.g.: M (average exchange rate) or any other exchange rate.

 Base Currency: The amount in the additional currencies can be calculated based on the document currency (USD, INR..) or local currency (INR).

 Date for translation: Date on which exchange rate translation is done. Can be document date, Posting date, Translation date.

 Valuation: Can select valuation 1 only if currency and valuation profile configured in the controlling area. Can select valuation 2 if there is profit center valuation view. Valuation 1 & 2 require two additional ledgers to store data

• OB22 Explanation:

o Company Code: Enter the four-digit identifier of the company code that you wish to configure.

o 1st Local Currency: These fields will fill in automatically with default information based on the currency defined in the company code definition.

o 2nd and 3rd Local Currency: As explained earlier, each company code can have two additional parallel currencies that can be used in conjunction with local currency defined for the company code

o Curr. Type: The currency type field specifies which type of parallel currency you want to configure. The following options are available.

o Group Currency: Group currencies are defined at the client level in table T000. Group currencies are used to enable cross-company postings in controlling for company codes that use different company code currencies.

o Hard Currency: Hard currencies are used for subsidiaries in countries with a lot of inflation. Hard currencies allow you to better valuate transactions in an inflationary economic environment.

o Index-Based Currency: Index-based currencies are used for statutory reporting purposes for subsidiaries in some countries that have extreme amount of inflation.

o Ex. Rt. Type: The exchange rate type determines how foreign currencies are revalued at the time of foreign currency revaluation and translation. The number of possible entries is too numerous to list here J

o Srce Curr: Enter the source currency that the foreign currency is to be translated against. The possible entries are as follows:

o Translation taking transaction currency as basis: This option always tries to translate the parallel current against the transaction currency of the document.

o Translation Taking First Local Currency as Basis: This option always translates the parallel currency against the first local currency (company code currency).

o TrsDte Typ: This setting is used to determine which date is used for foreign currency translations. The available options are as follows:

o 1. Document Date: Select this option if you want the translation calculation to use the exchange rate that was In effect on the day the document was dated.

o 2. Posting Date: Select this option if you want the translation calculation to use the exchange rate that was in effect on the posting date in the document.

o 3. Translation Date: Select this option if you want the translation calculation to use the exchange rate that is in effect on the date of the foreign currency translation.

1.27 Define Additional Local currencies for Ledgers( Revisit After CCA)

• Tcode: SPRO-FA-FAGS-Co. Code-

Currencies-Define Additional local currencies

• Explanation:

o Since valuation 1 & 2 selected earlier, need to configure additional ledgers

o Here we define additional currencies for company code

o Can define two more

currencies for a company code. Thus can have three currencies

o Currency Types :

 Group Currency: Currency Specified in the client table

 Hard Currency: Country specific 2nd currency used in countries with inflation

1.28 Assign Company code to Company

• Tcode: OX16

1.29 Automatic clearing settings

• Tcode: SPRO-FA-GL-BT-OI Clearing-Prepare Automatic clearing

• Tcode ;OB74

o There are five criteria’s you can mention. Normal practice is giving ZUONR (Assignment) as one criterion. The sort key in the vendor master defines the assignment field in the document. A meaningful sort key should be used to facilitate the automatic clearing process. Use tcode OB74 to check automatic clearing settings.

o Clearing program clears open items grouped together if their balance is zero in local & foreign currency ( Check local currency & group currency)

o Grouping criteria to be entered:

 Account Type ( D, K, S)

 Account Interval ( 1 to 999999)

 If possible also provide fields (ZUONR.) which are in table BSEG, BKPF, BSIS, BSID, and BSIK.

1.30 Define Tolerance groups for GL Accounts

• Tcode: SPRO-FA-GL-BT-OI Clearing – Clearing diff. – Define tolerance group for G/L accounts

1.31 GL accts for clearing diff

• Tcode: OBXZ

• Explanation:

o Tolerance group define the limit within which differences are accepted

o Here assign the GL a/c to which these diff. are posted

o SAP delivers an exp./ rev a/c in COA INT for this assignment

1.32 Define Foreign Currency Valuation Method

• Tcode: OB59

• Explanation:

o Here we define foreign currency valuation method for the open item

o SAP uses exchange rate type M to value all foreign currency items

o In the valuation method we group together specifications used for valuation

o Before every valuation run we specify the valuation method

o M is the average rate of any F

1.33 Assign GL Accts for foreign currency valuation difference

• Tcode: OBA1

• Explanation:

o GL account to which exchange rate differences due to valuation are posted

o Double click KDB:

 Exchange Rate difference key: It can be kept blank. If entered same has to be updated in the GL Account control data tab (Exchange rate difference key) to revalue the foreign currency account

 Expense Account: Enter GL Account for unrealized foreign exchange loss. Loss is unrealized and automatically reversed next month.

 E/R gains: GL Account for unrealized foreign exchange gain. Can be same as expense account

o Exchange Rate difference in open items (A/R, A/P) KDF : Enter GL codes for accounts receivable/ accounts payable (reconciliation accounts)

 GL Account: GL account mapped to customer in customer master

 Loss : GL Account for exchange rate loss realized

 Gain: GL Account for exchange gain realized

 Val. Loss1: GL account for unrealized exchange loss on valuation of open items (AR, AP)

 Val. Gain 1 : GL account for unrealized exchange gain on valuation of open items (AR, AP)

 Bal. sheet adj. 1: << Ask>>

 SAP system supports two valuation areas in parallel. This account used for first valuation area. First valuation shows local view of company code.

o A currency key must be assigned to every currency used

o For every combination of currencies there can be different exchange rate types (M...)

o Exchange rate is maintained as translation ratio

o Report RFTBFF00: Can update exchange rate table by uploading a exchange rate file in multicash form

o Exchange rate tool: Use a Base currency for exchange rate M. Use the exchange rate spread (-) for buying & (+) for selling.

o Direct Quotation: 1 unit of FC quoted for local currency. 1 USD = 47 INR

o Indirect Quotation: 1 unit of LC quoted for FC.

o Exchange rate table: TCURR

1.34 Define Adjustment for GR/IR clearing acct

• Tcode: OBYP

• Explanation:

o Goods receipt / invoice receipt clearing account is a provisional account & is posted to when we receive goods not invoiced or receive invoice for goods not received.

o Adjustment entries have to be made at the BS date.

o Tcode F.19 analyze GR/IR clearing account and post adjustment entries for goods received but not invoiced & invoice received but goods not received.

 Reconciliation Account

 Adjustment Account

 Target Account

1.35 Integration with OH Cost Controlling

• Tcode: OBYB

• Explanation:

o FI integration with CO, MM, SD

o Allocation happens between two company codes in the controlling module. No FI postings for this in both the company codes. For FI postings to take place following configuration required

o Here define GL a/c's in COA for controlling transactions (Actual CC accrual, Actual settlement, Actual Price calculation) for which no accounts exists in FI

1.36 Integration with material management

• Tcode: OBYC

• Data :

o BSX: Valuation Class (RM) : 3000

o BSX: Valuation Class (WIP) : 7900

o BSX: GL Account (RM) : 119400

o BSX: GL Account (WIP) : 119430

o GBB: Change in Raw Material: 400000

o GBB: Change in WIP: 462001

• Explanation:

o All transactions happening in the MM such as goods receipt, goods issue to cost centers & Production orders trigger FI posting

o Specify GL a/c for MM transactions used in automatic posting in FI

o Valuation Modiff: If selected can maintain GL codes plant wise

o Valuation Class: If selected can maintain GL codes valuation class wise. E.g.: RM, WIP, spare parts etc

o BSX: Here we need to update inventory GL codes.

o BSV : Here we update GL a/c for change in stock a/c

1.37 Integration with Sales & Distribution

• Tcode: VKOA

• Data: ERL : 800000 (Sales Revenue Dom),

• : 800500 ( Sales Revenue deferred)

• Explanation:

o All billing transactions in the SD module will trigger FI posting

o Here we assign GL a/c in COA for revenue a/c determination

1.38 Create GL Acct centrally

• Tcode: FS00

• Explanation:

o Create and Maintain (change, display, block and mark for deletion) GL Accounts Centrally

o Activate the field "Recon. account for acct. type" for accounts considered as reconciliation account e.g. A/R select customer recon account type ,A/P select vendor recon account type ... etc,.

o To lock/ unlock account: Select your account and click Lock/Unlock Button .

 Click Blocked for creation. ( At Chart Of Accounts Level )

 Click Blocked for posting. ( At Chart Of Accounts Level )

 Click Blocked for planning. ( At Chart Of Accounts Level )

 Click Blocked for posting. ( At Company Code Level)

o The GL account may be deleted only if no posting has been made to this account. The GL account deletion process is performed be a special program

 Click Delete Button

 Click Mark for deletion. ( At Chart Of Accounts Level )

 Click Mark for deletion. ( At Company Code Level)

• Explanation:

o Create and maintain GL a/c centrally ( create, change, display, block & mark for deletion)

o Can also create GL A/C with reference to sample a/c

o Type / Description: Data at COA level.

o Control data : At company code level

o Recon a/c : AR select customer recon, AP select vendor recon

o Block GL a/c: Click (lock) - block at COA / co. code level

o Mark GL a/c for deletion: Click (del dustbin icon) - GL a/c deleted by a spl program

o Maintenance / change of GL a/c

1.39 Create Sample account

• Tcode: FSM1

• Explanation:

o A sample account is a master record containing data that is transferred when you create G/L account master records in the company code area.

o Sample accounts are dependent on the chart of accounts.

o You must not enter sample accounts in the chart of accounts as G/L account master records

o Cannot post to a sample a/c

o Change sample a/c : FSM2

o Display sample a/c : FSM3

o Delete sample a/c : FSM5

1.40 Copy GL master data from Source company code to Target company code

• Tcode: FS15

1.41 Mass maintenance of GL a/c

• Tcode: OB_GLACC11

• Tcode: OB_GLACC12

• Tcode: OB_GLACC13

• Explanation:

o If individual change in GL a/c use FS00

o If mass change in GL a/c use OB_GLACC11. Can change a/c group, nature of a/c

o Mass maintenance of GL a/c (FS00) company code data. i.e. Field status group, Currency, Tax category use OB_GLACC12

o For name change OB_GLACC13

1.42 GL a/c posting

• Tcode: F-02

• Explanation:

o Can post to any General Ledger & sub ledger (Vendor/Customer/AA) using proper posting key

o PstKy Determine: This key determines several factors: account type (K, D, S, A) type of posting (debit or credit) and layout of entry screens. Fields : Type SA Identifying the type of doc. Posted

1.43 Posting with Reference Document

• Tcode: FBR2

• Explanation:

o Allows you to post a new accounting document using a previously posted FI document as a reference

1.44 Incoming Payment

• Tcode: F-06

• Explanation:

o Post incoming payment.

o DR Bank A/c. CR Customer / Vendor / GL a/c.

o Clear OI on this a/c

o e.g.: payment received from customer, cleared against customer invoice. During clearing, the system enters a clearing document number and the clearing date in these items. In this way, invoices in a customer account are indicated as paid, and items in a bank clearing account are indicated as cleared

o To post your entry, click Save Button. The system stored two documents:

 A payment document,

 A separated clearing document that contains the information about cleared documents.

1.45 GL Account line item analysis

• Tcode: FBL3N

• Explanation:

o Report allows to display & change GL line items provided

 This G/L accounts is managed with line item display

 The account master is not defined as a Reconciliation account.

o Double-click on the document number to display document details

1.46 GL Account analysis

• Tcode: FS10N

• Explanation:

o The account balance displays:

o The opening balance (the balance carried forward from the previous year)

o The total of all transactions for each posting period, broken down into debit and credit postings (transaction figures)

1.47 GL manual a/c clearing

• Tcode: F-03

• Explanation:

o There are some postings on GL account that are not cleared. You want to clear these postings manually

o To clear open line items in GL accounts

o You can clear also the transactions posted in different currencies. The system will automatically calculate and post exchange rate differences

1.48 Outgoing payment

• Tcode: F-07

• Explanation:

o Post outgoing payment

o You credit your bank account and on the debit side you can post a GL, Customer or Vendor account and clear open item(s) on this account.

o Typical example of an open item is a vendor invoice that has not been settled

o During clearing, the system enters a clearing document number and the clearing date in these items. In this way, invoices in a vendor account are indicated as paid, and items in a bank clearing account are indicated as cleared

1.49 Change a posted GL document

• Tcode: FB02

• Explanation:

o To add more information to already created documents like change text or assignment field.

1.50 Display GL Document

• Tcode: FB03

• To find any document in the system: SE38 - RFBUEB00 and RFBUEB01

• To find gaps in document number assignment: SE38 - RFBNUM00

• Explanation:

o Display a previously posted document and print it. You can display any document that was posted in FI module (including document that was created e.g. in Logistics, but it was followed by automatic FI document posting).

o You can display your document in different currency. Click Display currency Button.

o You can display also other document details, like e.g. who posted this document. Choose Document Header button. You can see that the user SBTP000197 posted this document on 18th July 2002

• Document type define following:

o Number ranges for document

o Account types(S/D/K/M) permitted for postings

o The field status of the document header fields (Display, Hide...)

Document Type Purpose

AB Posting to all document types

DG Posting to customer / GL accounts

RV Sales Order billing

RE Material Management billing

1.51 Individual Document Reversal

• Reverse Individual Document: FB08

• Check which reversal reasons can be used to perform reversal by negative postings / Alternative posting date allowed : SPRO- Financial Accounting→General Ledger Accounting -Business Transactions → Adjustment Posting/Reversal → Define Reasons for Reversal

• Explanation:

o If you don’t know the document number, click Find documents Button .

o The system provides a function to reverse G/L, customer, and vendor documents both individually or in a mass reversal. When you reverse a document, you have to enter a reversal reason that explains the reversal. Documents with cleared items cannot be reversed. The document must first be reset (FBRA)

o Reversal Reasons:

 01 Reversal in current period

 02 Reversal in closed period

 03 Actual reversal in current period

 04 Actual reversal in closed period

 05 Accrual/deferral posting

 Reasons 03 and 04 allow “negative” postings. To post a negative reversal, the following prerequisites must be fulfilled: The company code must be defined as allowing negative postings (OBY6). The document type must allow negative postings.

1.52 Mass Reversal of Documents

• Tcode: F.80

• Explanation:

o Document to be reversed cannot include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal

1.53 Post /Hold / Park/Edit / GL Doc.

• Tcode: FB50 ( Post/Hold / Park)

• Tcode: FV50 ( Edit & Post Park documents)

• FB11 (To see Hold document)

• Explanation:

o Can hold a doc before posting it. Can be a single entry doc. Can be edited & posted.

o Hold doc to be converted using. SE16-RFTMPBL4

o To post a hold doc. - FB50 / FB11-Tree on- Select hold doc.-edit- post

o Diff. between hold & Park doc.: Hold has user defined number & can be edited & posted by same user. Park has number range derived number & can be edited & posted by other users

o Table name to check MIRO held documents: RBKP

o Press Push Button Editing Option- Here we can select doc type option and other master data options

o Maximum Line item allowed is 999. For more line items need to create routine which will split the incoming entry into more than one document.

o Can park a doc before posting it

1.54 Copying GL Accounts to Company Code

• Tcode: OBY2

• Explanation:

o Transfer GL A/C master data from source co. code to target co. code.

o Create a batch to copy GL a/c from source co. code to target co. code

o Execute batch in SM35

1.55 Display T codes

• Tcode: SAP Easy access- Extras - Settings - Display technical names

1.56 Create new company code by copying existing co. code

• Tcode: EC01

• Explanation:

o Imp all dependent tables get copied. Copy 0001/1000/3000

1.57 Automatic Acct determination

• Tcode: FBKP

1.58 Create reference document for GL entry

• Tcode: FKMT

• Explanation:

o It can contain any number of G/L account items and can be changed at any time. In contrast to sample documents, the G/L account items for account assignment models may be incomplete

• Posting with reference to Account assignment model:

o FB50 – Environment - Complex posting - Act assgnmt model

1.59 GL post with clearing

• Tcode: F-04

• Explanation:

o Using the posting with clearing function, you enter document line items and then select the open items to be cleared. Once you have fulfilled all the prerequisites for clearing, the system clears the open items

• With manual clearing there are 3 way of clearing an open item (full , partial , residual)

• Residual & Partial Clearing:

o A residual item results when a payment is made for less than the actual amount outstanding. You clear the original open item, and the system posts a new open item. This new open item is for the same amount as the original open item minus the amount paid

o A partial payment is a payment that is posted to an account without any open items being cleared. You assign this partial payment to an open item. The original open item and the partial payment remain open.

o For automatic clearing there are 2 transaction codes :

 F.13 - Without Specification of Clearing Currency

 F13E - With Clearing Currency Specified.

1.60 GL account automatic clearing

• Tcode: F.13

• Tcode : F13E ( Automatic clearing with clearing currency specified)

• Configure F.13 : OB74

• Explanation:

o Automatic clearing allows you to clear many GL accounts in one transaction run. In customizing we can define up to three fields that are treated by the system as the sort criteria for clearing. For instance, we can decide that all the documents with the same value in the field “Assignment” can be cleared

o Automatic clearing is run through batch job nscfia3946_786-pgrir5. When we run F.13 for GR/IR acct 20802000 systems considers the matching amount for clearing. Then it matches the assignment field for these amounts. Further the sort key in the GL master defines the assignment field in the document. For GL acct 20802000 sort key is 014 (Purchase Order) thus if PO number matches for these two amounts the amounts are cleared against each other.

o The GL account for automatic clearing of items must be flagged as open item

o Activate check box include tolerances if you want the system to clear the GL a/c line item balances within the tolerances defined

o Check the tolerance group assigned to the GL a/c in FS00, under tolerance group.

o Now check the GL a/c tolerance in OBA0

o The tolerances will be maintained in Tcodes as below.

 GL: OBA0

 Vendor/Customer - OBA3

 Employee - OBA4

o There are five criteria’s you can mention. Normal practice is giving ZUONR (Assignment) as one criterion. The sort key in the vendor master defines the assignment field in the document. A meaningful sort key should be used to facilitate the automatic clearing process. Use tcode OB74 to check automatic clearing settings.

1.61 Accounting Editing Options

• Tcode : FB00

• Explanation:

o You can set-up your system settings to speed up data processing or just to make the system more “friendly” for a user. All settings you enter here are stored in your user master data and are user-dependant

1.62 FBRA GL Reset Cleared items

• Tcode : FBRA

• Explanation:

o The document that contains cleared items cannot be reversed directly. You need to first reset cleared items. During clearing open items the system always creates a clearing document

o If you don't know the clearing document number, open another SAP session, select transaction code FB03 (document display) and press List button to search for the required document

o You can display some details regarding the clearing document before resetting it. Click e.g. Accounts Button . The system will display all the accounts involved in clearing operation:

o Click Items Button to display documents cleared by the clearing operation

o You can choose to only reset cleared items or reset items and reverse the accounting document that is connected with clearing operation

o Tables to check Clearing documents in SE16 / ZSE16N:

Table name Category

BSAK Vendor

BSAD Customer


1.63 Recurring Entry

• Create Recurring Entry : FBD1

• Display Recurring entry : FBD3

• Change Recurring entry : FBD2

• Explanation:

o The recurring entry function helps to automate postings of transactions that repeat every months (with the same amount) e.g. Accruals / Deferrals postings. The system uses the recurring entry original document that you’ve entered as a reference. It is not an ‘real’ accounting document and therefore does not affect the account balance. However, at a specified date, when a recurring entry document will be processed, it will generate automatically the accounting documents and postings will affect account balances.

1.64 Enter translation rates

• Display forex exchange rates: OB08

• Tcode: S_BCE_68000174

• Explanation:

o Exchange rates are defined in the system. Exchange rate is important because we have to:

 Translate foreign currency amounts when posting or clearing

 Determine the gain and loss from exchange rate differences

 Evaluate open items in foreign currency

o The exchange rates are defined by period ("valid from)

o By default, the system uses the type M exchange rates for foreign currency translation when posting and clearing documents.

1.65 Enter accrual & deferral documents

• Tcode: FBS1

• Explanation:

o Accruals Expenditure/ Prepaid Expense: Any expenditure before the closing key date which represents an expense for any period after this date.

o Deferrals Income: Deferred income is any receipts before the closing key date that represent revenue for any period after this date.

o The accruals can be reversed later automatically or manually using F.81

1.66 Reverse Accrual/Deferral documents

• Tcode: F.81

• Explanation:

o Reverse previously posted accrual / deferral. The system posts a reversal by entering an identical amount to the opposite side of the account, thereby offsetting the original amount.

1.67 Cross Company Code Document

• FBU2 - Cross Company Code Document – Change

• FBU3 - Cross Company Code Document – Display

• FBU8 - Cross Company Code Document – Reverse

• Explanation:

o These documents allow posting for more than one company code. It is possible to involve several companies in a cross-company code transaction. The system posts a separate document with its own document number in each of the company codes

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