sap fi sample document user manual
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PROJECT A-SURE
User Training Manual
Financial Accounting GENERAL LEDGER
SAMPLE DOCUMENT
CUSTOMER: PTCL
IMPLEMENTATION PARTNER: SIEMENS PAKISTAN
Date: 17 November, 2007
Author(s): Siemens Pakistan Engineering Company Limited
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FI‐GL‐002.08/001 Page 2 Version 001
Document Number
Document Number Document Date
FI-GL-002.08/001 17 November, 2007
Version History
Version Number Version Date Summary of Changes Ref: Minutes of Review
01 / 001 17 November 2007 NA NA
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TABLE OF CONTENTS
1. SAP EASY ACCESS .................................................................................................. 8
1.1. REQUIRED USER INPUT ......................................................................................................... 8 1.2. SAP SCREEN SNAP .............................................................................................................. 8 1.3. DESCRIPTION ........................................................................................................................ 8
2. DOCUMENT DATE .................................................................................................... 9
2.1. REQUIRED USER INPUT ......................................................................................................... 9 2.2. SAP SCREEN SNAP .............................................................................................................. 9 2.3. DESCRIPTION ........................................................................................................................ 9
3. DOCUMENT TYPE ................................................................................................... 10
3.1. REQUIRED USER INPUT ....................................................................................................... 10 3.2. SAP SCREEN SNAP ............................................................................................................ 10 3.3. DESCRIPTION ...................................................................................................................... 10
4. COMPANY CODE .................................................................................................... 11
4.1. REQUIRED USER INPUT ....................................................................................................... 11 4.2. SAP SCREEN SNAP ............................................................................................................ 11 4.3. DESCRIPTION ...................................................................................................................... 11
5. POSTING DATE ....................................................................................................... 12
5.1. REQUIRED USER INPUT ....................................................................................................... 12 5.2. SAP SCREEN SNAP ............................................................................................................ 12 5.3. DESCRIPTION ...................................................................................................................... 12
6. CURRENCY .............................................................................................................. 13
6.1. REQUIRED USER INPUT ....................................................................................................... 13 6.2. SAP SCREEN SNAP ............................................................................................................ 13 6.3. DESCRIPTION ...................................................................................................................... 13
7. DOCUMENT HEADER TEXT ................................................................................... 14
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7.1. REQUIRED USER INPUT ....................................................................................................... 14 7.2. SAP SCREEN SNAP ............................................................................................................ 14 7.3. DESCRIPTION ...................................................................................................................... 14
8. POSTING KEY ......................................................................................................... 15
8.1. REQUIRED USER INPUT ....................................................................................................... 15 8.2. SAP SCREEN SNAP ............................................................................................................ 15 8.3. DESCRIPTION ...................................................................................................................... 15
9. ACCOUNT ................................................................................................................ 16
9.1. REQUIRED USER INPUT ....................................................................................................... 16 9.2. SAP SCREEN SNAP ............................................................................................................ 16 9.3. DESCRIPTION ...................................................................................................................... 16
10. AMOUNT ................................................................................................................ 17
10.1. REQUIRED USER INPUT ..................................................................................................... 17 10.2. SAP SCREEN SNAP .......................................................................................................... 17 10.3. DESCRIPTION .................................................................................................................... 17
11. COST CENTER ...................................................................................................... 18
11.1. REQUIRED USER INPUT ..................................................................................................... 18 11.2. SAP SCREEN SNAP .......................................................................................................... 18 11.3. DESCRIPTION .................................................................................................................... 18
12. FUNCTIONS AND PRODUCTS - TELECOM ........................................................ 19
12.1. REQUIRED USER INPUT ..................................................................................................... 19 12.2. SAP SCREEN SNAP .......................................................................................................... 19 12.3. DESCRIPTION .................................................................................................................... 19
13. LINE ITEM TEXT .................................................................................................... 20
13.1. REQUIRED USER INPUT ..................................................................................................... 20 13.2. SAP SCREEN SNAP .......................................................................................................... 20 13.3. DESCRIPTION .................................................................................................................... 20
14. POSTING FOR NEXT LINE ITEM .......................................................................... 21
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14.1. REQUIRED USER INPUT ..................................................................................................... 21 14.2. SAP SCREEN SNAP .......................................................................................................... 21 14.3. DESCRIPTION .................................................................................................................... 21
15. ACCOUNT .............................................................................................................. 22
15.1. REQUIRED USER INPUT ..................................................................................................... 22 15.2. SAP SCREEN SNAP .......................................................................................................... 22 15.3. DESCRIPTION .................................................................................................................... 22
16. AMOUNT ................................................................................................................ 23
16.1. REQUIRED USER INPUT ..................................................................................................... 23 16.2. SAP SCREEN SNAP .......................................................................................................... 23 16.3. DESCRIPTION .................................................................................................................... 23
17. PROFIT CENTER ................................................................................................... 24
17.1. REQUIRED USER INPUT ..................................................................................................... 24 17.2. SAP SCREEN SNAP .......................................................................................................... 24 17.3. DESCRIPTION .................................................................................................................... 24
18. SAVE ...................................................................................................................... 25
18.1. REQUIRED USER INPUT ..................................................................................................... 25 18.2. SAP SCREEN SNAP .......................................................................................................... 25 18.3. DESCRIPTION .................................................................................................................... 25
19. DOCUMENT NUMBER .......................................................................................... 26
19.1. REQUIRED USER INPUT ..................................................................................................... 26 19.2. SAP SCREEN SNAP .......................................................................................................... 26 19.3. DESCRIPTION .................................................................................................................... 26
20. SAP EASY ACCESS .............................................................................................. 27
20.1. REQUIRED USER INPUT ..................................................................................................... 27 20.2. SAP SCREEN SNAP .......................................................................................................... 27 20.3. DESCRIPTION .................................................................................................................... 27
21. POST WITH REFERENCE ..................................................................................... 28
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21.1. REQUIRED USER INPUT ..................................................................................................... 28 21.2. SAP SCREEN SNAP .......................................................................................................... 28 21.3. DESCRIPTION .................................................................................................................... 28
22. DOCUMENT NUMBER .......................................................................................... 29
22.1. REQUIRED USER INPUT ..................................................................................................... 29 22.2. SAP SCREEN SNAP .......................................................................................................... 29 22.3. DESCRIPTION .................................................................................................................... 29
23. COMPANY CODE .................................................................................................. 30
23.1. REQUIRED USER INPUT ..................................................................................................... 30 23.2. SAP SCREEN SNAP .......................................................................................................... 30 23.3. DESCRIPTION .................................................................................................................... 30
24. FISCAL YEAR ........................................................................................................ 31
24.1. REQUIRED USER INPUT ..................................................................................................... 31 24.2. SAP SCREEN SNAP .......................................................................................................... 31 24.3. DESCRIPTION .................................................................................................................... 31
25. CONTINUE ............................................................................................................. 32
25.1. REQUIRED USER INPUT ..................................................................................................... 32 25.2. SAP SCREEN SNAP .......................................................................................................... 32 25.3. DESCRIPTION .................................................................................................................... 32
26. ENTER .................................................................................................................... 33
26.1. REQUIRED USER INPUT ..................................................................................................... 33 26.2. SAP SCREEN SNAP .......................................................................................................... 33 26.3. DESCRIPTION .................................................................................................................... 33
27. MARKED LINE ITEM ............................................................................................. 34
27.1. REQUIRED USER INPUT ..................................................................................................... 34 27.2. SAP SCREEN SNAP .......................................................................................................... 34 27.3. DESCRIPTION .................................................................................................................... 34
28. CHECK ACCOUNT ASSIGNMENT AND BACK ................................................... 35
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28.1. REQUIRED USER INPUT ..................................................................................................... 35 28.2. SAP SCREEN SNAP .......................................................................................................... 35 28.3. DESCRIPTION .................................................................................................................... 35
29. SAVE ...................................................................................................................... 36
29.1. REQUIRED USER INPUT ..................................................................................................... 36 29.2. SAP SCREEN SNAP .......................................................................................................... 36 29.3. DESCRIPTION .................................................................................................................... 36
30. DOCUMENT NUMBER. ......................................................................................... 37
30.1. REQUIRED USER INPUT ..................................................................................................... 37 30.2. SAP SCREEN SNAP .......................................................................................................... 37 30.3. DESCRIPTION .................................................................................................................... 37
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1. SAP Easy Access
1.1. Required User Input Enter transaction code "F-01" in the command line and press enter.
1.2. SAP Screen Snap
1.3. Description Follow the menu path as shown in the screen snap and double click on "F-01 - Sample Document" OR Enter transaction code "F-01" in the command line and press enter.
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2. Document Date
2.1. Required User Input Enter document date then press tab.
2.2. SAP Screen Snap
2.3. Description The document date is the date on which the original document was issued. The document date may not be the same as the posting date on which G/L account balances or customer and vendor balances are updated. The document date can be the issue date of an invoice or a payment, for example.
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3. Document type
3.1. Required User Input Enter document type then press tab.
3.2. SAP Screen Snap
3.3. Description The document type classifies the accounting documents. It is stored in the document header. Attributes that control the entry of the document, or which are themselves noted in the document, are defined for each document type.
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4. Company Code
4.1. Required User Input Enter company code then press tab.
4.2. SAP Screen Snap
4.3. Description The company code is an organizational unit within financial accounting. Enter "1100" for PTCL or "1300" for Paknet.
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5. Posting Date
5.1. Required User Input Enter posting date then press tab.
5.2. SAP Screen Snap
5.3. Description Date which is used when storing the document in Financial Accounting or Controlling.
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6. Currency
6.1. Required User Input Enter currency key then press tab.
6.2. SAP Screen Snap
6.3. Description Currency Key represents the currency for amounts in the document.
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7. Document Header Text
7.1. Required User Input Enter document header text then press tab.
7.2. SAP Screen Snap
7.3. Description The document header text contains explanations or notes which apply to the document as a whole, that is, not only for certain line items.
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8. Posting key
8.1. Required User Input Enter posting key for GL account debit then press tab.
8.2. SAP Screen Snap
8.3. Description Posting key specifies the nature of the account (e.g. GL account, Customer account, Vendor account etc.) and controls the debit / credit indicator of the amount. Press F4 to see and select possible values.
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9. Account
9.1. Required User Input Enter account number then press enter.
9.2. SAP Screen Snap
9.3. Description Account number for which posting is to be made. Account number could be GL number, customer number or vendor number depending on posting key selected.
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10. Amount
10.1. Required User Input Enter "350000" then press Tab.
10.2. SAP Screen Snap
10.3. Description During document entry, enter the amount manually. In the last line item, you can enter a "*" - the amount of the final line item is then the balance of all the line items previously entered. Amounts you enter may be changed automatically by the system if automatic postings are made during postings e.g. Tax adjustments, Cash discount adjustments.
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11. Cost Center
11.1. Required User Input Enter "1044" as cost center number then press enter.
11.2. SAP Screen Snap
11.3. Description Enter cost center number.
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12. Functions and Products - Telecom
12.1. Required User Input Click on "Button".
12.2. SAP Screen Snap
12.3. Description Enter function code if prompted by the system. The code will be used for function wise reporting of expenses and income. Use F4 to see and select allowed values. Enter product code if prompted by the system. The code will be used for product wise reporting of expenses and income. Use F4 to see and select allowed values. Click on "Continue" button to proceed.
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13. Line item text
13.1. Required User Input Enter "Accrued Bank Charges" in line item text, then press Enter
13.2. SAP Screen Snap
13.3. Description Line item text contains an explanatory text on the line item. Enter a text manually or transfer a standard text. To transfer a standard text you enter the corresponding text variable with a prefixed equals sign (=XXXX).
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14. Posting for next line item
14.1. Required User Input Enter "50" as posting key then press Enter.
14.2. SAP Screen Snap
14.3. Description Enter posting key for next line item. Posting key specifies the nature of the account (e.g. GL account, Customer account, Vendor account etc.) and controls the debit / credit indicator of the amount. Press F4 to see and select possible values.
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15. Account
15.1. Required User Input Enter "2471011" GL account number then press enter.
15.2. SAP Screen Snap
15.3. Description Account number for which posting is to be made. Account number could be GL number, customer number or vendor number depending on posting key selected.
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16. Amount
16.1. Required User Input Enter "*" then press Tab.
16.2. SAP Screen Snap
16.3. Description During document entry, enter the amount manually. In the last line item, you can enter a "*" - the amount of the final line item is then the balance of all the line items previously entered. Amounts you enter may be changed automatically by the system if automatic postings are made during postings e.g. Tax adjustments, Cash discount adjustments.
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17. Profit Center
17.1. Required User Input Enter "901" as profit center and press tab.
17.2. SAP Screen Snap
17.3. Description A profit center is a management-oriented organizational unit used for internal controlling purposes. Dividing your company up into profit centers allows you to analyze areas of responsibility and to delegate responsibility to decentralized units, thus treating them as "companies within the company". Press F4 to see and select possible values. Always use controlling "1100" to search for profit center.
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18. Save
18.1. Required User Input Click icon to save entry
18.2. SAP Screen Snap
18.3. Description Press save button to store accounting entries.
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19. Document Number
19.1. Required User Input Note document number for future reference.
19.2. SAP Screen Snap
19.3. Description Note document number for future reference.
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20. SAP Easy Access
20.1. Required User Input Enter transaction code "F-02" in the command line and press enter.
20.2. SAP Screen Snap
20.3. Description Follow the menu path as shown in the screen snap and double click on "F-02 - General Posting" OR Enter transaction code "F-02" in the command line and press enter.
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21. Post With Reference
21.1. Required User Input Click on "Post with reference" Button.
21.2. SAP Screen Snap
21.3. Description Click on "Post With Reference" button to create document using a reference document.
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22. Document Number
22.1. Required User Input Enter "9900000003" then press tab.
22.2. SAP Screen Snap
22.3. Description Enter document number of the reference document. Both "samle document" and "actual document" can be used as reference document.
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23. Company Code
23.1. Required User Input Enter company code then press tab.
23.2. SAP Screen Snap
23.3. Description Enter fiscal year of the reference document. The company code is an organizational unit within financial accounting. Enter "1100" for PTCL or "1300" for Paknet.
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24. Fiscal year
24.1. Required User Input Enter "2008" then press Tab.
24.2. SAP Screen Snap
24.3. Description Enter fiscal of the reference document.
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25. Continue
25.1. Required User Input Click on continue icon.
25.2. SAP Screen Snap
25.3. Description Ensure checkbox of "Enter GL account items" is marked. Click on continue icon to proceed.
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26. Enter
26.1. Required User Input Press Enter.
26.2. SAP Screen Snap
26.3. Description Keep pressing Enter till you see document overview screen.
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27. Marked Line Item
27.1. Required User Input Double click on marked line item.
27.2. SAP Screen Snap
27.3. Description Double click on marked line item (highlighted in blue) for automatic default of account assignments from reference document. You have to perform this step on all line items highlighted in blue.
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28. Check Account Assignment and Back
28.1. Required User Input Click on "Back" button.
28.2. SAP Screen Snap
28.3. Description Check account assignments defaulted from reference document and make changes, if required. Click on bank button to go to document overview screen.
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29. Save
29.1. Required User Input Click where shown.
29.2. SAP Screen Snap
29.3. Description Press save button to post accounting document.
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30. Document Number.
30.1. Required User Input Note document number for future reference.
30.2. SAP Screen Snap
30.3. Description Note document number for future reference.