Introduction To SAP
Introduction To SAPSAP is the world's number one ERP
application. 'SAP' which is pronounced as 'S.A.P' stands for
Systems Applications and Products in Data Processing. In 1970, 5
IBM engineers developed this software for Business Enterprises.SAP
was released in 1972 Its head quarters is in Germany
The Advantages of SAP Platform is independent SAP. International
Applicability Functionality Integration User FriendlinessRealitme,
i.e. you can go to the lowest piece of information.SAP is available
for almost all businesses.90% of fortune 500 companies have
implemented SAP.
Organization structure
SAP------------------------------------------------- | | Group
Company | | Company Company code | | Units Businesses Area
Nestle
----------------------------------------------------------------------------------
| | | NUSA NPPC NWNA | | | | | | HYD BGL HYD BGL HYD BGL
Company Code & UseThe company code is the organizational
unit that allows you to structure your enterprise from a financial
accounting perspective.Any specific rules that control business
processes such as payment transactions or correspondence.A company
code should be depicted from a tax law, commercial or other
financial accounting standpoint. It usually corresponds to a
legally independent company.A company code possesses specific
information that is important for accounting purposes.
Fiscal Year VariantThe fiscal year variant contains the number
of posting periods in the fiscal year and the number of special
periods.
In day to day life, we are following the year starting from
January to December. This is called calendar year. But while
maintaining financial records, some business organizations,
maintain records from April to March, some January to December or
some in other way. The period from which the financial records are
maintained is called Fiscal year. Hence we need to define Fiscal
year as per the need of our business organization.A Fiscal year is
divided into posting periods. Each posting period is defined by a
start and a finish date. Before you can post documents, you must
define posting periods, which in turn define fiscal year.In
addition to the posting period, you can also define special periods
for year-end closing. In General Ledger Accounting , a fiscal year
can have maximum of 12 posting periods and 4 special periods.
Defining fiscal year is obligatory. One fiscal year can be used by
several company codes.
When defining your fiscal year, you have the following
options:-1) Your fiscal year is the calendar yearIn this case, you
must only select the Calendar year field.2) Your fiscal year is not
the same as the calendar year and is not year-dependentIn this
case, you first enter the number of your posting periods in the
Number posting per. field. To define your posting periods, select
your fiscal year variant and select Periods on the navigation
screen. On this screen, enter the month and the day of the period
end and the period in each case.3) Your fiscal year is not the same
as the calendar year and is year-dependentEnter the number of your
posting periods in the field Number posting periods and select the
field Year-dependent. To define your posting periods, select your
fiscal year variant and select Periods on the navigation screen.
The system asks for which calendar year your year-dependent fiscal
year variant is valid. You then enter the month and day of the
period end for each of your periods, and the periods themselves.It
is also possible to determine names for the periods of a
non-year-specific fiscal year variant. To do so, select your fiscal
year variant and choose Period texts on the navigation screen. You
can specify a three-character abbreviation (Jan, Feb, Mar...) and a
20-character long text (January, February, March).
Posting period VariantA period within a fiscal year for which
transaction figures are updated.Every transaction that is posted is
assigned to a particular posting period. The transaction figures
are then updated for this period.
Open & Close Posting Periods In this activity you specify
for each variant which posting periods are open for posting. Two
intervals are available for doing this (period 1 and period 2). For
every interval, enter a lower period limit, an upper period limit
and the fiscal year.You close periods by selecting the period
specifications so that the periods to be closed are no longer
contained.
Fields of this Screen
a) Var (Col) :(Posting Period Variant. This describes the
specifications for a posting period (for example, beginning and
end). Each company code refers to exactly one variant. Therefore,
as many company codes as you require can use the same variant.b) A
(Col) :(Account Type or Mask )+ (for all Accounts)A AssetsD
DebtorsK CreditorsM MaterialsS GLc) From Acct (col):(This field,
together with the specified year, produces the beginning of the
allowed posting period interval.)d) To Account (col):e) From Per.1
(col) :f) Year (col) :g) To Period (col) : (The value in this field
and the specified year result in the end of the permitted posting
period.)-k) AuGr : (Authorisation groupA posting period can be made
available to only a limited set of users using the authorization
group.A posting period can be successively restricted. If, e.g. 10
users have the posting period authorization with authorization
group '0001', and 3 of these 10 users also with authorization group
'0002'.If the period is only to be accessible to the 10 selected
users the authorization group '0001' is entered in the posting
period variant. Access can later be restricted to the remaining 3
users by entering '0002'.)
CHART OF ACCOUNTSChart of Accounts is a list of all G/L Accounts
used by one or several company codes. For G/L Account, the chart of
accounts contains the account number, account name, and the
information that controls how an account functions and how a G/L
account is created in a company code. There are three types of
chart of accounts.1).Operating chart of accounts (obligatory) : The
operating chart of accounts contains the G/L accounts that you use
for posting in your company code during daily activities. Financial
Accounting and Controlling both can use this chart of accounts.
2).Group chart of accounts : This contains the G/L accounts, that
are used by the entire corporate group. 3).Country specific chart
of accounts : This contains the G/L accounts needed to meet the
countrys legal requirements.
GRAPHICAL PRESENTATION OF CLIENTS, COMPANY CODE AND CHART OF
ACCOUNTSThe following diagram shows the relationship among the
client, Company code, Chart of Account, Account group and GL
Account. The highest level of entity being Client followed by
Company code and chart of account, the Account group and at lowest
level is the General Ledger Master.
DEFINING ACCOUNT GROUPIn order to organize and manage a large
number of G/L Accounts better, they are arranged in account group.
So when creating a G/L account, you must specify an account
group.The accounts of an account group normally have similar
business functions. You could, for example have an account group
for cash accounts, one for Expenses accounts, one for revenue
accounts, and one for other balance sheet accounts etc.The account
group determines:-The interval in which the account number must
beWhich fields are required and optional entries when creating and
changing master recordsWhich fields are suppressed when creating
and changing master data.It enables you to control the layout of
screens.Account groups for G/L accounts are based on the chart of
accounts.
CREATION OF G/L MASTER RECORDWe will create a Salary Account
which false under EXPENSES Account Groups. The number range for
EXPENSES Account group is 4000000000 to 4999999999. As we are
creating the first G/L master in this account group, its number
will be 4000000000.
TOLERANCE GROUPS FOR EMPLOYEESThis activity control the record
(document) maintenance activities of the employees of the
organization. The tolerance group defines - the maximum document
amount the employee is authorized to post- the maximum amount the
employee can enter as a line item in a customer or vendor account-
the maximum cash discount percentage the employee can grant in a
line item- the maximum acceptable tolerance for payment differences
for the employee.
Fields of this screen a) Amount per document : (Maximum
permitted posting amount per document for this user group. The
posting amount is the total of all debit items or, similarly, the
total of all credit items) b) Amount per open Item Account Item :
(Maximum posting amount permitted per customer or vendor item for
this user group. Note that the restriction does not apply to
automatically created line items , for example, during payment
settlements. c) Cash Discount per Line Item : (Maximum cash
discount percentage rate which may be assigned by an employee of
the user group. The percentage rate is checked during the entry,
change and clearing of open items.)
d) Permitted payment differences :(Payment differences to our
advantage are allowed up to the amount entered here. The amount
always refers to the local currency. Payment differences up to the
amount entered here are posted automatically by the system as
increasing the profit. The system creates line items to show this.
Note :- In addition to the amount, you also enter a percentage rate
in the Percent field. The lower limit is valid. If you only want to
use absolute amounts or percentage specifications, then you must
enter the maximum value in every other field. Note that you define
these limits for your customers/vendors and your employees. The
lower limit is valid. Example The local currency is USD. You have
entered 30 USD in the Revenue field and 1 in the Percent field. For
incoming payments up to 3000 USD, you accept an overpayment of a
maximum of 1 percent. That means, amounts of 0 to a maximum of 30
USD are tolerated, depending on the incoming payment amount. For
incoming payments over 3000 USD, you accept an overpayment of up to
a maximum of 30 USD.
Functions of the Reconciliation Account: Vendor Master
RecordsWhen you post items to a subsidiary ledger, the system
automatically posts the same data to the general ledger (see the
following illustration). Each subsidiary ledger has one or more
reconciliation accounts in the general ledger. These reconciliation
accounts ensure that the balance of G/L accounts is always zero.
This means that you can draw up balance sheets at any time without
having to transfer totals from the sub ledgers to the general
ledger.
You have to specify a reconciliation account in every vendor
master record. Settings made in a reconciliation account also
affect the vendor accounts:You can use the reconciliation account
to configure the screens for posting items to vendor accounts. You
can also use the reconciliation account to specify which currencies
you can use in posting to the corresponding vendor accounts.
Vendor: Account GroupWhen you create a vendor master record, you
are required to enter an account group. The account group
determines: How numbers are assigned (externally by you or
internally by the system) and the number range from which they are
assigned Whether the vendor is a one-time vendor Which fields
appear on the screen and whether the user can or must make an entry
Whether there are any other levels on which data can be retained
below the purchasing organization level (site and/or vendor
sub-range), and if so, what these are In Customizing, you define
the account groups that are to be available.
One-Time VendorsYou can create special one-time master records
for vendors from which you only order goods once or very
rarely.When you create a one-time vendor master record, you have to
enter a one-time account group. The vendor-specific fields are then
switched off. Information that the system usually provides as
default data when you create documents does not appear and has to
be entered manually.Unlike other master records, one-time master
records are used for a number of different vendors so that you do
not have to create an unnecessarily large number of master records.
This is why no vendor-specific data is stored in the master record.
When you create a purchasing document using a one-time vendor, the
system automatically branches to a master data screen for you to
enter vendor-specific data such as name, address, or bank details.
This information is then stored in the document.
How to Create a Vendor
Enter FK01 into the SAP transaction code box
In the next SAP screen, leave the Vendor field blank. The system
will assign a number when the data is saved.Enter the Company
CodeEnter the Account groupOptional In the Reference section: In
the Vendor field, you can enter a reference Vendor if the details
are similar to the new Vendor.In the Company Code field, you can
enter the reference Vendors company codewe will create a vendor
without a reference.
Post Outgoing Payments(T.code-F-53)
MANUAL CHECK CREATION (T.codeFCH5)
Display Check Register (T.code-FCHN)
CHECK ENCASHMENT DATE UPDATION (T.CodeFCH6)
UNISSUED CHECK CANCELATION(T.Code-FCH3)
DELECTION OF CHECK ENCASHMENT DATE DATA(T.code-FCHG)
Maintain payment program: APP (T.code FBZP)There are six steps
in this configuration: Configuration for company code.
Configuration for paying company code. Configuration for payment
method in country. Configuration for payment method in company
code. Configuration for bank determination. Configuration for House
bank.
Payment method for company code
All company codes
Paying company codes
Creation of sequential check lots (T.code-FCHI)
Bank determination
Assign payment method in vendor Master (T.code-xko2)
Post Vendor Invoice (T.code-F-43)
While analyzing accounts, the user found that certain document
numbers are not appearing or are missing.For example, number range
17 is assigned to document type KA, which has the range
17000000001799999999 valid up to 9999.The current status shows that
the next available number is 1790000000. During analysis, the user
found that documents 17800000001780000010 are missing. The user
wants to know why document numbers are missing.
??There are several reasons for missing document numbers. Here
are two scenarios for this issue: 1. One possible reason could be
that these documents were initially parked and later deleted. In
this case, those document numbers cannot be reused. 2. The
documents probably dont exist. SAP solutions will set aside numbers
for use when the system detects multiple document creation. If
someone is creating documents, the system will make available, for
example, the next 10 numbers, reserving them, in essence. If the
user only creates eight documents, two document numbers will be
missing. You may use the following programs/reports to find out the
reason for the missing documents: n Program RFVBER00 provides a
list of transactions that failed while updating the database. n
Program RFBNUM00 shows gaps in the FI number range.
The client printed 50 checks, of which 10 checks are spoiled or
torn. Now the client wants to reprint the checks using the same
APP. Is this possible? Or do you have to void those checks that are
spoiled or torn? There may be times when the payment run has
successfully posted payment documents and generated checks, but for
some reason or other, the checks are not valid. In this situation,
you have to void all of the printed checks and reprint them. To
void and reprint
Follow these steps: 1. Execute transaction code FCH7 . You may
navigate to FCH7 through the payment run. 2. Execute transaction
code F110 , enter the payment run ID and run date, then follow the
menu path: Environment Check information ChangeReprint Check
(t-codeFCH7). 3. Enter the following details: n Paying company ode
n House bank n Account ID n Number of the check to be voided n Void
reason code n New check number 4. Choose the path: Check Reprint
from the menu. You must follow this process in a situation where
you have issued checks, but the checks are lost in post.
The user has executed transaction code F110 to pay 50 vendors,
but he only has 20 checks left. Hence, when he ran the program, it
printed the checks with random numbers. Now the problem is he is
unable to cancel the payments, as there is no check number. How can
he reprint or cancel the checks? The check printing program
generated more checks than there are available check numbers. To
handle this issue, follow these steps: 1. Before proceeding, ensure
that you have maintained a new check lot through transaction code
FCHI. Be sure to correct your check lot before you do anything. 2.
In transaction code F110, enter the payment run ID and payment run
date.
To handle this issue, follow these steps: 1. Before proceeding,
ensure that you have maintained a new check lot through transaction
code FCHI. Be sure to correct your check lot before you do
anything. 2. In transaction code F110, enter the payment run ID and
payment run date. 3. Go to the Printout/data medium tab and place
the mouse curser on variant field against print program. 4. From
the system menu, choose EnvironmentMaintain Variants as shown in
Figure 3.7. FIGURE 3.7 Using transaction code F110 5. SAP R/3 will
show the Maintain variant: XXXX screen, at the bottom of which you
will see the section shown in Figure 3.8. FIGURE 3.8 Using
transaction code F110 6. Select Void and reprint checks from
payment run already printed . This procedure will void all of the
checks generated through this particular payment program. If you
want to void and regenerate a particular set of checks, enter the
check numbers you want to void along with a void reason code. 7.
Save the variant and come back to the payment run screen. Click on
to generate the desired checks.Thank You