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SAP Financials Real Time Issues and Tips

1. SAP FINANCIALS ISSUES AND TIPS REAL TIME ISSUES ALONG WITH SOLUTIONPrepared By: Ms.Pramila Nagaraj First Class MBA Finance

Graduate (2009-10) Global Academy of Technology, Bangalore (VTU- Belgaum) Trained up in SAP FICO @ SAPTAC Bangalore (FRESHER) ©2010-2012 ALL RIGHTS RESERVED

1.

2. 1. How to zero out an account balance in local currency?On occasion you may run into a situation where an account has a balance in local currencybut

not in foreign currency.This may happen for numerous reasons such as problems with the revaluation process,leftovers from a data conversion or someother issue. Figure 1 Account line item display (FBL3N)See Figure 1 for an example of such an account summarized by document currency. Thelocal

currency of the company code is EUR and we have balances in local currency of USDand EUR but the balance in document currency is zeroIf you try to

enter a transaction using FB01, if the transaction currency equals the localcurrency (EUR), you will not have an option to enter the local currency value.SAP willdefault the value entered in the amount field into the amount in local currency, see Figure 2.If the transaction currency is different than the localcurrency for example USD, SAP will notallow you to enter a zero value in the document currency field. © 2010-2012 ALL RIGHTS RESERVED

2.

3. Figure 2 Journal entry in local currencyThe solution to this is to use transaction code FBB1. This transaction code is the same onethat is used by therevaluation program to enter transactions with a zero value in the amountfield of a financial transaction.Using tcode FBB1 allows you to enter an amount

of zero in the different currencyamount fieldsSee Figure 3 for an example of using this transaction. In this case I have entered a zerovalue in the amount

field and 775.19 in the amount in local currency field. Note that if youmanage additional currencies such as group currency you need to handle them aswell. Figure 3 Transaction entered using FBB1Figure 4 Account line item display (FBL3N) after journal entry If you now take a look atFigure 4, the GL

account detail (FBL3N) you will see that the amount in local currency for © 2010-2012 ALL RIGHTS RESERVED

3.

4. currency USD is zero. Of course, as always you should check this in your test environmentto understand the impact on your account balance and therevaluation program. Figure 4 Account line item display (FBL3N) after journal entry2. Why are my invoices not selected in F110?Often times users in

SAP are puzzled by why a certain vendors invoices are not selected bythe payment run. There may be many reasons for this and I will cover them in asubsequentissue but today, I will touch on one reason that is easy to identify and resolve. When runninga payment proposal SAP blocks the vendorswhose invoices have been selected in anotherproposal. The savvy user will check the payment proposal log where he will be able to seevendors that are

blocked by another proposal. Figure 1 Automatic payment proposalIn this case I have run a proposal on the 18th but for some reason vendor 1000sinvoicesare not showing up. By pressing the proposal log button from within the payment run, Figure1, the proposal log will be displayed, Figure 2. When

examining the log, I will easily see that, © 2010-2012 ALL RIGHTS RESERVED

4.

5. that vendor 1000 is contained in a different proposal. At this point I have two options, eithercomplete the other proposal or delete it to release the blocked invoices. Figure 2 Proposal logQuery on table REGUS allows you to identify vendors that were blocked in apayment proposalBut what if you

want to see all the vendors that are blocked by different proposals not justthe ones that have been selected for payment in a specific proposal.In this case

you can query table REGUS: Accounts blocked by payment proposalBy querying the different rows in this table you will be able to obtain a listing of allthevendors that have been blocked in a proposal. Figure 3 displays the output of table REGUS. Figure 3 Identification of vendors blocked in table

REGUS © 2010-2012 ALL RIGHTS RESERVED

5.

6. By reviewing the contents of this table you will be able to see the “Run On” and“Ident ification” fields required for finding the payment proposals thatare blocking payment toyour vendors.3. How to post to a VAT account?In certain cases you may need to make an entry in the VAT account. This may be

requiredwhen you need to make an adjustment to the VAT account directly. Another reason may bethat you do not post automatically from the SAP

6.


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standard VAT report “S_ALR_87012357Advance Return for Tax on Sales/Purchases” and need to post to the VAT payable accountmanually. Figure 1VAT Input tax accountAs you may know, if your VAT accounts are configured correctly as displayed in Figure 1,when posting to a VAT account SAP will

request you to enter a VAT code and the baseamount as displayed in Figure 2. © 2010-2012 ALL RIGHTS RESERVED7. Figure 2 Journal entry to tax accountThis is not recommended since it will require maintaining a special tax code for this reasonand also since it willneed to be excluded when running the standard SAP VAT report.The solution to this is to use transaction code FB41. This transact ion code is the same

onethat is used by the standard SAP VAT program to post to the tax payable accounts.Using tcode FB41 allows you to post to the VAT accountWhen

using this transaction you do not need to enter a VAT code or a tax base amount. SeeFigure 3 below. Note that the tax code and checkbox for calculatingthe base amount are notpart of this screen. See Figure 4 for the posted document. © 2010-2012 ALL RIGHTS RESERVED

7.

8. Figure 3 Transaction entered using FB41 Figure 4 Posted Document4. Modifying Header Text in Line Item ReportsThe G/L Account, Vendor andCustomer line item reports are some of the most frequentlyused reports by accounting personnel, see Figure 1. As such, users often times want tomodifythe layout and display of these reports. Users are not always familiar with the factthat the header of these reports can also be changed. In the following

pages I will show youa simple way to make such a change. Figure 1 Vendor Line Item Display Report (FBL1N) © 2010-2012 ALL RIGHTS RESERVED

8.

9. To add a field to the report header section, you need to navigate from the top menu bar to:Settings, Layout and then Current Header rows. See Figure2. Figure 2 Current Header Rows A Simple Way to Change the Header Rows of the Line Item ReportsThis will place you in the “Change Headers”screen and allow you to modify the report header,as demonstrated in Figure 3. From this point you can make a change to a general variable suchas date

or page number. You can also make changes to characteristics, which are vendor masterdata related such as address and name etc . Figure 3 ChangeHeaders for Vendor Line Item ReportIn Figure 4, I am inserting the “Date of Output” general variable to the report header, which isdisplayed between

<brackets> © 2010-2012 ALL RIGHTS RESERVED

9.

10. Figure 4 Insert of Date General Text VariableModification to Header Rows Impacts the Report Throughout the Organization; Therefore,Care should be Exercised. After saving, the change will be immediately reflected in the report as shown in Figure 5. Figure 5 Report after the inserting on the date

variable © 2010-2012 ALL RIGHTS RESERVED

10.

11. To have the header data repeat for each vendor the sort order must be set as displayed inFigure 6, otherwise you will get asterisks (*) for the header data. The account field needs tobe included and a page feed must be selected. Figure 6 Setting of Sort OrderNote that the change of header rows impact

anyone running the report in the organization socare must be taken when making these changes.5. Drill Down Reporting in SAP FIIn this article I willintroduce some basic FI reporting capabilities. For example, AccountsReceivables provides several out-of-the-box reports for Balance and Line ItemAnalysis. Thesereports can be accessed by using transaction code FDI0, see Figure 1. Figure 1 AR Drill down reports FDI0By running the due data

analysis reports you will obtain the report as displayed in Figure 2. © 2010-2012 ALL RIGHTS RESERVED

11.

12. Figure 2 Due Date Analysis ReportDrill Reporting in FI, tcodes: FDI0 FKI0 FSI0At this point you have several options: (1) drill down to the customer line item report, (2)change the leading column on the report and (3)filter and sort. To drill down to thecustomer line item report you place the mouse

pointer on the cell you wish to drill downon and then press the ‘call up report button, see Figure 3. This will bring up thecustomer line items report.Figure 3 Drilling Down to the Line Item Report © 2010-2012 ALL RIGHTS RESERVED

12.

13. Another feature of this report is the ability to display the data by the differentcharacteristics of the report. These are the values that appear on the

upper left handpart of the report , in our case, they include: Document Type, Company Code, Countryand Posting Key. For example, if I would like todisplay the receivables by country, Ipress the customer field which changes color to orange and the press the country keywhich will switch the

summarization of the report between customer and country. On thenext page I will explain how to do this.Displaying the report by a differentattributeFirst press the customer f ield and then the country field as can be seen in Figure 4 andthe new output in Figure 5. Figure 4 Selecting CountryCharacteristic on Report © 2010-2012 ALL RIGHTS RESERVED

13.

14. Figure 5 Report Summarized by Country Changing Report DefaultsTo change the select ion characteristics of the report you can change the report .

Whileselecting the report, select, Drilldown report, change from the drop down menu. Thiswill bring up a screen that a llows you to changecharacteristics, output type andadditional options. Note that you should do this on your Z version of the report. SeeFigure 6. On the left you will see the

existing characteristics and on the right theavailable ones. For example, we can add Acctg Clerk to the report if we wish to trackreceivables by thischaracteristic. Figure 6 Changing Report Defaults © 2010-2012 ALL RIGHTS RESERVED

14.

15. There are many other settings that can be made in this report change area. I have justdemonstrated a small part of the options and you will need to

experiment with the rest.Note that there is also the option of creat ing your own report layouts but this topic is outof the scope of this article.6. Posting toan Asset Reconciliation AccountIn this article I will introduce transaction code, ABF1, which allows posting directly to anasset reconciliation account.

This may be required when there is a difference betweenthe value in the asset sub-ledger and the balance in the related general ledger account.This canoccur due to many reasons such as incorrect reconciliation after ‘go live or aprogram error for example. As you may know, you cannot post directly toan assetreconciliation account, see error message in Figure 1. You can use transaction OAMK tochange the status of the account, but only if the company

code is not in active status;you also run the risk of someone else inadvertently posting to the asset reconciliationaccount when it is open for posting.

Figure 1 Error when posting to reconciliation account SAP provides transaction ABF1 which allows you to post directly to the assetreconciliationaccount without specifying an asset number as you would need to inFB01. In Figure 2 you can see how this posting is carried out. © 2010-2012 ALLRIGHTS RESERVED

15.

16. Figure 2 Using Transaction ABF1Using ABF1 to post to an asset reconciliation accountNote that I am using posting ‘Key 70 to debit thereconciliation account 218100. Forcrediting the account use 75. Pressing enter will send you to the next screen in whichthe asset number field is filled

with an asterisk, see Figure 3. Pay attention that if youmanage multiple currencies you need to post the correct amount in the differentcurrencies. The

posted document can be seen in Figure 4. Figure 3 Asset Number Displayed as “*” © 2010-2012 ALL RIGHTS RESERVED

16.

17. Figure 4 Document after postingTo summarize, you need to be especially careful when using this transaction since itimpacts the reconciliation between the asset sub-ledger and the general ledger. Makesure to reconcile the two after making any such posting.7. Maintaining an IBANIn this article I

will discuss how to maintain an IBAN (International Bank AccountNumber) in table TIBAN. If you work with vendor bank accounts in Europe you

know thatthe IBAN is used as the primary bank account identifier in most European countries. TheIBAN is composed of a two digit country code, twocheck digits and then the basic bankaccount number. See Figure 1, for an example of an IBAN for a German bank. Whenyou delete an IBAN that isassigned to the bank account it is not deleted from the TIBANtable. Figure 1 Vendor IBAN © 2010-2012 ALL RIGHTS RESERVED

17.

18. This may cause problems since when you maintain the same bank information in thevendor SAP will bring up this IBAN which is associated with the

vendor which may notbe what you require, it may also cause problems in bank statement import. In the pastyou needed to use SM30 with viewV_TIBAN to delete the IBAN. An alternat ive istransaction FIBAN which can now be used to maintain the IBAN data. See Figure 2. Figure 2 Using

Transaction FIBANUsing FIBAN to maintain the IBAN in table TIBANI checked extended selection and am presented with the selection screen in

Figure 3 inwhich I entered the IBAN I want to maintain. Figure 3 IBAN selection screen © 2010-2012 ALL RIGHTS RESERVED

18.

19. Figure 4 Maintenance screen for IBANAfter pressing enter I can maintain or de lete the IBAN, as seen in Figure 4.8. Searching by Reference

NumberIn this article, I will discuss how to search for a f inancial document by the referencenumber (no.).This is useful, for example, when you need to

search for a vendor invoiceby the vendors invoice number (see Figure 1), and you dont know the SAP documentnumber. Every finance user knows howto display a financial document by using theFB03 display document transaction. Figure 1 Vendors Invoice NumberA simple accounting editing option

allows you to switch on the search by ‘Reference no.option. To do this, use transaction FB00 to display the accounting editing option (seeFigure 2). ©

2010-2012 ALL RIGHTS RESERVED

19.

20. Figure 2 Accounting Editing OptionsUsing FB00 to allow search by Reference no.Selecting this checkbox adds the Refe rence no. field to FB03 (see20.


33 9/2/2015



Figure 3), whichallows searching by this field.In Figure 3, I entered the Reference no. 123456 and was able to search by this field. Figure 3 DisplayDocument Using Reference noIf more than one document has the same Reference no. you will receive a message thatseveral documents exist and by

pressing enter you will receive the list as displayed inFigure 4. © 2010-2012 ALL RIGHTS RESERVED21. Figure 4 List of Documents With the Same Reference No.Double clicking on a document in Figure 4 will display it in detail. Note thatsomeorganizations limit access to FB00 so you may need technical support in performing thischange.ACCOUNTS PAYABLESQuestion: Problem in

running a automatic payment program. Suppose we have abalance of $125000 in my bank account and today we running an Automatic paymentrun.

Total payment of the run is $175000. So when we run Automatic payment run it isnot giving any error message. What to do with this problem.Answer:The Automatic Payment Program does not check the Balance of your BankAccount. (GL A/c. Bal.) What it does check is the min & max amounts that

you havemaintained in your customization.In Bank determination (FBZP), you have to fill in the available amounts for each Bank.This is the maximumamount up to which payments will be generated by the Auto. Pay.Run.So if you want to ensure that on any single day the payment run does not pay morethanbank balance, you have to update on a daily basis available balance to match with yourbank balance.Accounts Receivables:A. How SAP handles the

Dunning process?In SAP system there are 9 predefined payment reminder notices which we can directlyuse as a notice for the particular customer

relating to one dunning area (OB61)You define your dunning levels in the dunning procedure (FBMP), and you may defineas many as 9 dunning levels.To simplify, dunning levels may be understood as counterfor the dunning notices you send to your customers:- for dunning level 1 you will send him akind payment reminder- for dunning level 2 you send him a reminder (not so kind)- for dunning level 3 you add to the reminder a deadline for payment

etc... © 2010-2012 ALL RIGHTS RESERVED

21.

22. So the dunning levels will reflect the number of lette rs sent, also the number of days theitems is overdue (Interest will be calculated based on number

of days & amount –OB42,and dunning charges will be calculated based on overdue due amount specified innotice),and dunning text(type of notice

–Reminder/formal/with interest/) will be specifiedper dunning level Following a dunning run (F150), the dunning procedure/area/level/block reasons, isupdated in the customer master record (FD01) and in the open items.B. Lock BoxQuestion: We are using partial payment option in lockbox (OB10) and

we have 0tolerance at both customer and user level.The customer has an open invoice of $82500 and that he pays $95000 towards thisinvoice.When

tested this scenario- the check status as applied and- the Invoice and the payment document is still open.What is the reason for this situation?Answer:The check status applied is that because of ‘0 tolerances, lockbox applied thecash to that invoice. If we had any tolerances then overpayment beyond

the toleranceamount is not allowed and that the amount sits on the account.Coming to the point b, because the customer is overpaying the invoice (notexact invoiceamount) the invoice is still open.Asset Accounting:What is unplanned Depreciation and when we post it?Unplanned depreciation(ABAA)Use this procedure to post an unplanned depreciation manually. Ordinary depreciationreflects the deduction for wear and tear during the normal

use of the asset. Unusualinfluences, such as damage that leads to a permanent decrease in the value of theasset, are covered by unplanned depreciation.

© 2010-2012 ALL RIGHTS RESERVED

22.

23. CO-PAQuestion: Client requires the CO - PA report (KE30) match with their Profit & LossAccount ( F.01). Our doubt is the revenues we can get

from SD, But other Incomes (ex :Interest recd, Excess Expenses paid recovered, Excess Taxes paid recovered etc ) andthe Expenses how can we get thevalues in our CO - PA report. So, overall we want theCO-PA report like Profit and loss account. How it can be achieved?Answer:1. For a complete

reconciliation between FI P&L with COPA, the best way is to activateAccount based COPA and develop reports. Also ensure that all the P&L GL

accountshave to be created as Cost elements or2. All FI postings which were not flown to CO-PA through PA transfer structure can beuploaded directlyinto CO-PA through T code: KEFC, but prior caution is needed whilepreparing the upload file where appropriate value fields are to be selected. This way

wecan run the KE30 report in close proximity to F.01 report. © 2010-2012 ALL RIGHTS RESERVED

23.

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