45110sap fi general ledger
TRANSCRIPT
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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 • Legal / Statutory Accounts
• Standard Ledgers
• Master Data Integrates with Controlling
Controlling• Management Accounts
• Manage Budget Expenditure
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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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The Chart of Accounts
• Contains the definitions ofall G/L accounts in anordered form
• Each general ledger is setup according to a Chart ofAccounts
• Many company codes mayuse the same COA
• All A Grp. organizationalunits use the same Chartof Accounts: YCCA.
COA“YCCA”
Company Code
9100 A Ltd
Company Code
9200 A1 Ltd
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Company Code
• It is an independent accounting entity. A company code is assignedto 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 theoperating chart of accounts.
• A chart of accounts can be used by multiple companies providedthey have the same basic account requirements.
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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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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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• Item management• Posting control...
• Currency• Tax-related
Acct number: 119430
Inventory – Finished goods
Bal. sheet acct:Inc. statem. acct:
Chart ofaccountssegment
Company
codesegment
Description:
(Balance c/fwd)
General LedgerBalance P< T T T TT T T T TT T T T T
Balance P< 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 levels• Chart of Accounts level
• Company Code level
In Chart of accounts you block
• A master from creating in the Company Code• An 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
Controlling Controlling
Revenue
elements
1 2 3
Assets
4
Liabilities Equity
Financial Accounting Financial Accounting
Expense accounts
8
Revenue
Profit Center Accounting Profit Center Accounting
1Current financial assets
and short - term capital
2Non - opera - ting costs, revenue
3Material inventory
Cost Elements – Chart of Accounts
A Grp. Chart of Accounts - YCCA
Primary cost elements
Secondary costelements
4 8
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Primary cost elements
Primary cost element External order settlement
Secondary cost elements
Internal activity allocation Assessment Overheads Internal order settlement
Revenue elements
Revenue element
Sales deduction Revenue account
Expense accounts Accounts postedto directly, such as
bank accounts
Accounts posted
to indirectly, suchas reconciliation
accounts
Balance sheetaccounts
P & Laccounts
G/L
accounts
FI FICO CO
The Cost Element
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TransactionProcessing
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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Create G/Laccount posting
Create G/L PostingFast Entry
Simulate(Enough Info
to Complete Posting?)
No
Posted Entry
Post ManualJournal
Create/Display a ParkedDocument
Post/Release aParked Document
Yes
Holding an incomplete
document
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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 systemassigns the document numbers automatically.
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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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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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Field
?
P r i or i t y
Account
yes
nosuppress
Posted with whichposting key?
Posted onwhich account?
PK ...
PK ...
Relevant for postingson accounts of this type?
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During document entry, certain fields need to befilled in. For example, when posting expenses, acost center and tax information is usuallyrequired.
Tax fields are only ready for entry if the generalledger account is set up as tax-relevant.
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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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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’s 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 storedin the document along with the exchange rate
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1.
3.
2.
1. Exchange rate can be entered manually,
2. Or derived from “Exchange Rates Table”
3. System automatically translates the foreign currencyinto CC currency.
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After entering the document it is possible:
• To post it immediately
• To “park” the document
• To hold the document
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Header: 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 sampledocuments that are used as a reference to post an accounting document.
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Document entered incorrectly
Document corrected by Reversal:Reverse with a standard reversal
posting
Reverse with a negative posting
Document re-entered correctly
Balance sheet Assets
Liabilities
Shared equity
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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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TransactionProcessing
MasterData
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Account Analysis / Reconciliation
SAP R/3 supports the following transactions:
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 Account 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 the
account balance function
• Balance per posting period
• Accumulated balance for the account
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Line items
Line items can be displayed on G/L accounts which are managedwith Line Item display
• Line items are displayed on-line• Line 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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Functions supportingaccount analysis aregrouped on the“Application toolbar”
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1 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 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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TransactionProcessing
MasterData
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Period End Processing
SAP R/3 supports the following transactions:
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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Every transaction that is posted isassigned 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 Year 01 31 10 -102 28 11 -103 31 12 -1
04 30 01:12 31 09
Properties
FY Variants
Calendar Year Year-Dependent CNo. of Post. Per. 12No. of Special Per. 2
R1 R1
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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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Open 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 updated• Four freely definable criteria
Accounts
xxxxxx----
----------------
----
----------------
xxxxxx--------------------
--------------------
xxxxxx----
----------------
----
----------------
xxxxxx--------------------
--------------------
Automatic clearingprogram
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Accruals and deferrals can be handled automatically by the SAP R/3system
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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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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Dates when the first and the last recurring entries are to becarried out
Document „s Header
Line items
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TransactionProcessing
MasterData
GeneralLedger
AccountAnalysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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SAP system offers number of reports that help analyzingentered 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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Balance
Sheet Income
Statement
Cash
Flow
Internal Reporting
External Reporting
FI
CO
Product
Cost
Cost
Center Profit
Center
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Financial 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 entities• Can 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 Statement• Sequence 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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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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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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Selection of Report Parameters
Report Execution
Variant Selection Dynamic selection
A report can be executed directly or scheduled in thebackground
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1) Enter the requiredcriteria on the selectionscreen
1
2
3
2) Press “Save” button
3) Enter the variant‟s
name
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TransactionProcessing
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