sap basic concepts

THE SANDESH LTD- PROJECT PARIVARTAN-SAP END USER MANUAL-FI BASIC CONCEPTS

FI-BASIC CONCEPTS

PREPARED BY S AMJAD ALI

SL DESCRIPTION1. SAP-BRIEF DESCRIPTION2. SAP LOG IN & LOG OFF SCREEN3. DOCUMENT DATE4. POSTING DATE5. PERIOD6. DOCUMENT TYPE7. POSTING KEY8. COST CENTRE9. INTERNAL ORDER10. PROFIT CENTRE11. SPECIAL GL INDICATOR12. SHORT CUTS13. T CODES

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1. SAP- BRIEF INTRODUCTION

SAP stands for Systems, Application and Products in Data Processing. Presently, SAP is the world’s largest business software company which was founded in 1972 by 5 former IBM engineers. The company’s main product is SAP ERP. The current version is SAP ERP 6.0

2. SAP LOG IN & OFF SCREEN

3. DOCUMENT DATE

This is the date as mentioned upon the document which is being posted. Generally, it happens to be the bill date in case of invoice booking. In case of interest etc, the calculation is done by the system considering this date only irrespective of the posting date.

PREPARED BY S AMJAD ALI 2


4. POSTING DATE

This is the date in which the document is posted by the user irrespective of the date of document. This date effects the ledger of GL.

5. PERIOD

This is the Fiscal year of 12 months starting from 1 to 12. Period 1 indicates April and so on. There is functionality of additional 3 period which are 13/14 and 15 and is used for working at year end in back dates.

6. DOCUMENT TYPE

These are the attributes which control the entry of the document and are themselves stored in the document. In other words, it classifies the accounting documents as per their nature. The number range assigned to various document is determined on the basis of the document type. There are a number of document type available in SAP under which the document is entered and booked. The list of major document type in FI is as under :-

PREPARED BY S AMJAD ALI

SL DOCUMENT TYPE DESCRIPTION1. AA Asset Posting2. AB Accounting Document3. DA Customer Document4. DG Customer Credit Memo5. DR Customer Invoice6. DZ Customer Payment7. KA Vendor Document8. KG Vendor Credit Memo9. KR Vendor Invoice

10. KZ Vendor Payment11. RV Billing Document Transfer12. SA GL Account Document13. UE Data Transfer (Opening Balance)14. ZR Bank Reconciliation15. FF Depreciation Posting

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7. POSTING KEY

Posting Keys are used in SAP to instruct the system whether the concerned line item will be debited or credited. These are totally dependant upon the document type being used in the transaction. Separate PK are defined for various document types for both Debit as well as Credit transactions. The list of important PK can be summarized as under :-

SL DOCUMENT TYPE DEBIT/CREDIT POSTING KEY1 Vendor Debit 212 Vendor Credit 313 Vendor Debit with Spl. GL 294 Vendor Credit with Spl. GL 395 Customer Debit 016 Customer Credit 117 Customer Debit with Spl. GL 098 Customer Credit with Spl. GL 199 GL A/c Debit 4010 GL A/c Credit 5011 Asset Debit 7012 Asset Credit 75

8. COST CENTRE

Cost centre is a unit which captures the cost while entering any document. These are of Opex nature and have been derived on the basis of department. The basis of formulation of cost centre can be understood by following example :-

1st 2 digit Segment Sandesh Press 10Next 2 digit Publication Sandesh Daily 10Next 2 digit Location Ahmedabad 10Next 2 digit Department Production 04Last 2 digit Sub-Dept. Electrical 01



Hence, the Cost Center of Electrical Sub Dept. under Production Dept. of Sandesh Press situated at Ahmedabad location would be 1010100401.

Likewise, the cost centres for other segment like Agro, Finance, Construction situated at other places can also be derived. The sum of digits before Department will be collectively called as Profit Centre. In above case, the profit centre would be 101010.

9. INTERNAL ORDER

Internal Order is also a unit which captures the cost but it can capture sales as well as cost. Hence, then profitability of any event, survey, bureau etc. can be determined on the basis of internal order.

10. PROFIT CENTRE

Profit Centre is also a unit which displays Revenue, Cost & Profit. In case of Profit Centre we can have certain Balance Sheet values also.

11. SPECIAL GL INDICATOR

A special GL indicator defines the items posted to Special GL Accounts. This is used for posting the document which are not normal in nature but for any specific purpose, eg. if the user has received any advance payment from the customer, the entry will be booked under Spl. GL A and so on. The list of major Spl. GL Indicator in FI is as under :-

SL SPL. GL INDICATOR DESCRIPTION1 A Down Payment2 H Security Deposit3 T TDS Receivable from Customer4 C Cheque Bounce



12. SOME SHORT CUT KEYS

SL SHORT CUT KEYS DESCRIPTION1 /n It calls another transaction in the same

session. It also ends the current transaction but unsaved changes are lost without warning.

2 /* It recalls the initial screen in the same session.3 /o It shows the overview of the sessions on the

screen.4 /I It deletes the current running session.

5 /ns It ends the current transaction and shows the screen of starting menu.

6 /nend This command logs off from system with the confirmation message from user whether he wants to log off or not.

7 /nex This command logs off from system without the confirmation message from user whether he wants to log off or not.

13. T CODE

These are called Transaction Code in SAP by which the document of a particular nature is posted. There have been assigned various T Codes for entering document as well as for viewing reports etc. The list of important T Codes can be summarized as under :-

T CODE DESCRIPTIONF.01 Financial Statements (Trial Balance)F-02 Enter GL A/c DocumentF-03 Clear GL A/cF-04 Post with clearingFS00 GL A/c CreationFS04 Change in GL A/cKA01 Cost Element



FB50 Enter GL A/c DocumentFB03 Display GL DocumentFB02 Change GL DocumentFBV3 View Parked documentsFBV0 Posting of Parked DocumentsFAGLB03 Display BalancesFS10N Display BalancesFAGLL03 GL A/c Line Item wise BalanceFBD1 Enter Recurring Document (One Time)F.14 Post Recurring DocumentSM35 Batch Input MonitoringFKMT Account Assignment ModelFB08 ReversalF.80 Mass ReversalFBRA Reversal of Cleared ItemS_ALR_87012326 Chart of Account ListS_ALR_87012333 GL Account ListS_ALR_87012289 Compact Document JournalFD01 Customer Master CreationFD02 Customer Master ChangeFD03 Customer Master DisplayF-37 Security Deposit RequestF-29 Down Payment of Security DepositF-39 Security Deposit ClearingFB70 Customer InvoiceF-28 Incoming PaymentFD10N Period wise Customer BalanceFBL5N Line Item wise Customer BalanceF.13 Auto Clearing of CustomerF-32 manual Clearing of CustomerFBCJ Cash JournalFK01 Vendor Master CreationFK02 Vendor Master ChangeFK03 Vendor Master DisplayF-47 Vendor Down Payment RequestF-48 Vendor Down PaymentFB60 Vendor Invoice



F-54 Vendor Advance Payment ClearingF-53 Vendor Outgoing PaymentF-44 Vendor ClearingFK10N Vendor Period wise balanceFBL1N Vendor Line Item wise balanceF110 Auto Payment RunSP01 Spool RequestFBZ5 Individual ChequeFCHN Cheque RegisterFCHI Cheque LotsAS01 Asset CreationAS02 Asset DisplayAS03 Asset ChangeF-90 Asset AcquisitionKO01 Internal Order CreateKO02 Internal Order ChangeKO03 Internal Order DisplayKO24 Budget in Internal OrderKO25 Display of budget in Internal OrderKO24 Addition in budget in Internal OrderKO25 Display of change of budget in I/OKO88 Settlement of AUCS_ALR_87013019 Report- Budget Vs. Exps in I/OKOB1 Report- Internal Order ListAR01 Asset RegisterAFAB Depreciation RunABUMN Transfer of AssetAB08 Reversal of Asset Document
