10 4.6fi_Document Configuration

Document Configuration4.6fi_10.1

Chapter 10Document Configuration

• The system is based on the Document Principle which states that every business transaction creates a document. Document configuration through the IMG defines the structure of each type of document.

• Chapter Objectives– Provide a detailed understanding of what a system

document is, how it is structured, and for what it is used.

– Be able to configure the system such that documents (which represent business transactions) are created and appear as desired.


Document - FINumber: 9999999999

Line items:

DR. ABC Sandwiches $60CR. Sales Revenue $60

One financial transaction generates one FI documentwith a unique Document Number.

Invoice - SDNumber: 999

To: ABC SandwichesFrom: Fruits & Vegetables Ltd.

1 box of tomatoes $60

Total $60

The Document Principle


Debits = Credits

Document HeaderDocument Number Document TypePosting Date Company CodeDocument Date Currency

Line Item 1Posting Key Account Amount

Line Item 2Posting Key Account Amount

Structure of a Document


Document Types


Document Type Net Vendor Invoice...

Account Types...

Net Document Type

Document Type Billing Document. Transfer from SD..

Account Types Reverse Document Type...

ASK

KN

ADS

RV

AB

Special Document Types


Document Number Ranges


Posting Key

Posting Key Description Debit/Credit Account Type

01 Invoice Debit Customer 40 Debit Entry Debit G/L Account 50 Credit Entry Credit G/L Account 15 Incoming Pmt Credit Customer


G/L AccountsDebits Credits40 Debit entry 50 Credit entry

VendorsDebits Credits21 Credit memo 31 Invoice22 Reverse invoice 32 Reverse credit

memo25 Outgoing payment 35 Incoming payment

CustomersDebits Credits01 Invoice 11 Credit memo02 Reverse credit memo 12 Reverse invoice05 Outgoing payment 15 Incoming payment

Examples of Posting Keys


Transaction Doc. Type Post. Key

F-02 Enter G/L Account Posting SA 40F-64 Park Customer Invoice DR 01F-66 Park Vendor Credit Memo KG 21F-67 Park Customer Credit Memo DG 11

Default Values for Document Processing


Company Code Acct type Doc. Type

XXPH G/L Accounts SA

XXPH Customers DR

XXPH Vendors KR

Default Values for Enjoy PostingsDOCUMENT TYPES FOR ENJOY TRANSACTIONS

POSTING KEYS FOR ENJOY TRANSACTIONSTransaction Debit Credit

SAK - G/L account posting 40 50

AGD - Cust. item - outgoing invoice 01 31

AGS - G/L item - outgoing invoice 40 50

ETC.


G/L Account is assigned to Field Status GroupG/L Account is assigned to Field Status Group

Field Status Group is assigned to the Field Status VariantField Status Group is assigned to the Field Status Variant

G/L Account Field Status Group113000 Citibank-Checks G005420000 Office Supplies G004 . . .

Fld Status Group TextG004 Cost AccountsG005 Bank accounts . . .

Field Status

Field Status Variant is allocated to Company CodeField Status Variant is allocated to Company CodeCC Company Name City Fld. Stat. Var.0001 SAP Inc. Philadelphia 0001US01 Company Template New York 1000 . . .


Configuring Field Status


Link Rules

Suppress Sup. N/A1 Sup.Required N/A1 Req. Req.Optional Sup. Req. Opt.

Supp

ress

Req

uire

d

Opt

iona

l

Posting Key Field Status Groupvs.

G/L Account Master Record Field Status Group

If a conflict occursIf a conflict occurs

Then link rules are appliedThen link rules are applied

Screen Layout Link Rules


Enjoy Postings - Screen Variants


ALPHA bills………..Company Code 9999 $3000Company Code 1234 $2000

Company Code 9999 pays both billsCompany Code 1234 owes CoCd 9999 $2000

1 2

3

Company Code Account Debit Credit9999 Alpha 30001234 Alpha 20009999 Internal Receivable 20009999 Cash 50001234 Internal Payable 2000

Resulting Journal Entry………..

Intercompany TransactionsExample: Central Payables


Company Codes

9999

1234

1234

9999

Company Codes

Internal Receivable

Internal Receivable

Internal Payable

Internal Payable

Intercompany TransactionsExample: Central Payables


Validation/SubstitutionDocument

System Check

Data Entry

Validations and SubstitutionsEnsuring Data Integrity


If Company Code = 9999Then BusinessArea = BS01

If Company Code = 9999Then BusinessArea <> BS02

Company CodeCompany Code 99999999

Business AreaBusiness Area BS02BS02

Substitutions (Data Entry)

Validations (Data Entry)

Validation Validation

Substitution Substitution

Company Code 9999Company Code 9999

Business AreaBusiness Area

E: Company Code ‘9999’ cannotpost to Business Area ‘BS02’.

Substitution (Result)

Company Code 9999Business Area

BS01

Validation and Substitution Example


Call Up Point Application Description0001 FI Document Header0002 CO Document Line Item0003 GL Entire Document / Matrix Validation

AM

FI

PC

CO

KCGL GR PS GS GU

LC

MC

Validations and SubstitutionsValidations and Substitutions

IntegrationApplication Area/Callup Point


Condition AAccount=

56000

Condition BCost Center

=3300

MessageExit/

Document Posted

True

False

False

True

Transaction Data

If false, then a message results. If false, then a message results. Different types of messages can beDifferent types of messages can beconfigured.configured.

PrerequisitePrerequisite<BSEG>$HKONT=‘56000’<BSEG>$HKONT=‘56000’

CheckCheck<BSEG>$KOSTL=‘3300’<BSEG>$KOSTL=‘3300’

Validation Steps


Creating a Validation


Prerequisite:Prerequisite:If the Account is 123000 and the If the Account is 123000 and the

Business Area is 202Business Area is 202

If prerequisite is met, then substituteIf prerequisite is met, then substituteCost Center 501Cost Center 501

Substitution Steps


Creating a Substitution


Exit

User Exits


Results of ValidationW: Account 123000 must be...

FB01: PostingDoc. Date Comp. CodePosting Date

PK AccountW: Account 123000 must be...

One starts the Trace One starts the Trace function from the IMGfunction from the IMGand can be started in and can be started in a parallel session.a parallel session.

Trace Function


Document Configuration Chapter Summary

• Key Terms:– Document Principle– Document Structure– Document Header– Posting Date– Document Date– Document Type– Posting Key– Noted Item


• Key Terms:– Document Number Range– Account Type– Field Status– Field Status Group– Link Rules– Screen Variant– Default Values– Intercompany Document



• Key Terms:– Validation– Substitution– Rule– User Exit– Callup Point– Trace Function– Enjoy Posting– Complex/General Posting


10 4.6fi_Document Configuration

Documents