SAP FI General Ledger
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SAP FI General Ledger
Table of Contents
GL OverviewSub Processes
Master Data
Transaction Processing
Account Analysis / Reconciliation
Periodic Processing
Reporting
Financial Accounting / Controlling
Financial Accounting • Legal / Statutory Accounts• Standard Ledgers• Master Data Integrates with Controlling
Controlling• Management Accounts• Manage Budget Expenditure
General Ledger - Integration
The general ledger holds all accounts for balance sheet and income (profit and loss) statements.
The general ledger contains a number of sub ledgers: Accounts Payable records all accounting transactions for dealings
with suppliers. Much of its data is obtained from procurement (Materials Management).
Accounts Receivable records all accounting transactions for dealings with customers. Much of its data is obtained from Sales and Distribution.
Asset Accounting records all accounting transactions relating to the management of assets.
Bank ledger supports the posting of cash flows. All general ledger account postings that post to business expense
accounts automatically send the expenses as costs to Controlling. The balances of general ledger accounts are used to calculate financial statements.
A Group Hierarchical Structure
A Grp CommonChart of Accounts
(YCCA)
Company
Chart of Accounts
Company Codes
Financial Management Area A Grp FM Area(9100)
A Ltd (9100)A1 Ltd (9200)
A Group
Chart of Accounts
The Chart of Accounts
• Contains the definitions of all G/L accounts in an ordered form
• Each general ledger is set up according to a Chart of Accounts
• Many company codes may use the same COA
• All A Grp. organizational units use the same Chart of Accounts: YCCA.
COA“YCCA”
Company Code
9100 A Ltd
Company Code
9200 A1 Ltd
Company Code
Company Code• It is an independent accounting entity. A company code is assigned
to a chart of accounts.• Each company code in A Group uses the G/L accounts from only
one chart of accounts for account validation. This is called the operating chart of accounts.
• A chart of accounts can be used by multiple companies provided they have the same basic account requirements.
General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
Master Data
Account Groups Maintenance
• Creation at 2 Levels
• Chart of Accounts Data• Company Code Data
• Change• Block• Delete
Cost Elements• Creation
GL Account Groups
YCCA AA 120001 120299 Fixed Assets Accounts
YCCA CASH 110000 118999 Liquid Funds Accounts
YCCA EXP 400000 499999 Expense Accounts
YCCA G.BS 100000 399999 General Balance Sheet Accounts
YCCA MAT 100000 899999 Material Management Accounts
YCCA REV 800000 899999 Revenue Accounts
A Grp COA
Account Groups
Number Interval
GL Account Master Record
• Item management• Posting control...
• Currency• Tax-related
Acct number: 119430 Acct number: 119430
Inventory – Finished goodsInventory – Finished goods
Bal. sheet acct:Bal. sheet acct:Inc. statem. acct:Inc. statem. acct:
Chart of Chart of accounts accounts segmentsegment
Company code
segment
Description:Description:
)Balance c/fwd()Balance c/fwd(
General LedgerBalance P< T T T TT T T T TT T T T T
Balance P&LBalance P< T TT T T T TT TT T TT T T T TT TT T TT T T T TT T
Account g
roup:
Mat
eria
l Mgm
t
Bank
acco
unt num
ber
Aut. Post
ing c
ontrol
Oth
er re
fere
nce d
ata
Blocking of G/L Accounts
G/L Accounts are blocked at two levels• Chart of Accounts level• Company Code level
In Chart of accounts you block• A master from creating in the Company Code• An account for posting
In Company Code you block• An account for posting
NOTE: You can set or cancel the posting indicator at any time
Mark G/L Accounts for Deletion
G/L Accounts are not physically deleted without taking preparatory steps
• Mark it for Deletion• Specify that record must be archived• Archive the transaction data attached to that master record• Execute the G/L deletion program
9
ControllingControlling
Revenue elements
1 2 3
Assets
4
Liabilities Equity
Financial AccountingFinancial Accounting
Expenseaccounts
8
Revenue
Profit Center AccountingProfit Center Accounting
1 Currentfinancialassetsandshort-termcapital
2 Non-opera-tingcosts,revenue
3 Materialinventory
Cost Elements – Chart of Accounts
A Grp. Chart of Accounts - YCCA
Primarycostelements
Secondarycost elements
4 8
Primary cost elements
Primary cost elementExternal order settlement
Secondary cost elements
Internal activity allocationAssessmentOverheadsInternal order settlement
Revenue elements
Revenue elementSales deduction
Revenue account
Expense accounts Accounts posted to directly, such as bank accounts
Accounts posted to indirectly, such as reconciliation accounts
Balance sheet accounts
P & L accounts
G/L accounts
The Cost Element
COFI
General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
Transaction Processing
SAP R/3 supports the following transactions: Journal (JV) Processing
• Document Principle• Document Structure
Foreign Currency documents Parked documents Posting with Reference Reversing / Canceling documents
Document Posting: Activity Flow
Create G/Laccount posting
Create G/L PostingFast Entry
Simulate)Enough Info
to Complete Posting?(
No
Posted Entry
Post ManualJournal
Create/Display a ParkedDocument
Post/Release aParked Document
Yes
Holding an incompletedocument
The Accounting Documents
Header
Line items
Document No: 123456Document No: 123456Date: 6/5/1000xCompany Code: 5200Currency: US$ ,,,,
Total:
Debit Credit
1,000,000800,000200,000
1,000,0001,000,000
Each document consists of two segments: header and line items.
After posting it receives a unique document number. A Grp. will use the standard document types of SAP. The system
assigns the document numbers automatically.
Document Number Ranges
Each type of document is assigned to a number range. The document number range is the key which identifies each document
in a company code and defines the allowable range in which a document number must be positioned and cannot overlap.
The document number range has to be defined for the year in which it is used. Document number ranges can be defined: Until a fiscal year in the future: At the beginning of each fiscal year
the system continues to take the next number after the “current number”. It does not restart at the lower limit.
Per fiscal year: At the beginning of each fiscal year the document numbering starts again at the lower limit. This helps to avoid reaching the upper limit of a range.
One number range can be assigned to several document types.
The Document’s Header
Dates:• Document Date,• Posting Date,• Translation Date,• Entry Date (automatic),• Period.
Document Type Company Code Currency Additional information:
• Reference,• Short text.
Posting keys
Field
Account-
dependent
field status
Posting key-
dependent field
status
?
Prio
rity
Account
yes
no suppress
Posted with which posting key?
Posted on which account?
PK ...
PK ...
Relevant for postings on accounts of this type?
Line items
During document entry, certain fields need to be filled in. For example, when posting expenses, a cost center and tax information is usually required.
Tax fields are only ready for entry if the general ledger account is set up as tax-relevant.
Posting a document
Document entered correctly
You can now: Simulate your document - press the “Simulate” button: Or post it immediately - press “Save” button (F11)
Posting functions
Posting in Foreign Currency
Local currency - Functional currency of the company code
Document currency - Currency of the document
Group currency - Alternative currency for group reporting
For every Company Code there’s defined a company code currency, ie, every company code has a “local” currency.
Every document, posted in different currency than company code currency, is processed as a foreign currency document.
Accounting documents can be posted in a foreign currency The foreign currency is converted to local currency and both are stored
in the document along with the exchange rate
Posting in Foreign Currency
1.
3.
2.
1. Exchange rate can be entered manually,
2. Or derived from “Exchange Rates Table”
3. System automatically translates the foreign currency into CC currency.
Parking / Holding a Document
After entering the document it is possible:• To post it immediately• To “park” the document• To hold the document
Reference Documents
Header: 01/03/2003 Comp. Code: 5200
Document # 1 )Reference Document(:
Line Items:
PK Account Amount40 123000 500050 345560 200050 907902 3000
Document # 2:
Line Items:PK Account Amount40 123000 500050 345560 200050 907902 3000
Reference documents are either accounting documents or sample documents that are used as a reference to post an accounting document.
Reverse a GL document
Document entered incorrectly
Document corrected by Reversal:Reverse with a standard reversal
posting
Reverse with a negative posting
Document re-entered correctly
Balance sheetAssets
Liabilities
Shared equity
Mass Reversal of Documents
Many documents may be reversed at the same time, Process may be scheduled to be performed in the background.
Mass Reversal Procedure
Mass Reversal Procedure
General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
Account Analysis / Reconciliation
SAP R/3 supports the following transactions:
Display G/L account balance
Display G/L line items
G/L account analysis functions
Clear outstanding items on G/L account
Account: balance and line items
Account balance Account Balances display
• Opening Balance (Carry forward Balance from previous year)
• Totals of all transactions for each posting period broken down for • Debits and Credits
From these figures the system calculates the following for the account balance function
• Balance per posting period• Accumulated balance for the account
Account: balance and line items
Line items
Line items can be displayed on G/L accounts which are managed with Line Item display
• Line items are displayed on-line• Line Items can be totaled and sorted according to user requirements• Additional fields can be added to the Line Item display screen• Alternative custom defined Line Layouts can be defined
Account Analysis Functions
Functions supporting account analysis are grouped on the “Application toolbar”
Open Item clearing
Open items are incomplete transactions, such as an invoice for which goods or services have not yet been received.
In order for an open item transaction to be considered complete, the transaction must be cleared. A transaction is considered cleared when an offset value is posted to it, so that the resulting balance of the items is zero.
In the above example: Two invoices are posted to the Customer account. These invoices
are regarded as the open items because at this point the corresponding payment has not been received.
The payment is received and the invoices are set off against it. The transaction is now cleared and the resulting balance is zero.
Reversal of Clearing
Reversal of documents that were cleared before is not possible, First the clearing operation must be reset.
Display cleared items
Reversal of clearing
General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
Period End Processing
SAP R/3 supports the following transactions:
Fiscal Year variants & Posting Period
Clear open items, both manually and automatically
Create, maintain and process accrual/deferral transactions
Recurring Entries
Revalue balances in foreign currencies
Reconciliation of documents with monthly debits & credits
Roll over of closing balances to form opening balances can be performed multiple times and after the beginning of the new fiscal year.
Posting Periods
Every transaction that is posted is assigned to a particular posting period
K4 Same as Calendar YearShortened Fiscal Year
V3 Non-Calendar Fiscal Year
Company Code Data Fiscal Year Variants
Company Code 0001FY Variant R1 R1
Calendar Year
Year 2003
Periods
FY Variants
Mo. Day Period Year01 31 10 -102 28 11 -103 31 12 -104 30 01:12 31 09
Properties
FY Variants
Calendar YearYear-Dependent CNo. of Post. Per. 12No. of Special Per. 2
R1 R1
GL Account Clearing
Bank Statement
AutomaticPayment
A typical example of an open item is, for instance, a bank clearing account.
A transaction is cleared when an offset value is posted to an item or group of items, so that the resulting balance of the items is zero.
Automatic Clearing Program
Open items for G/L Accounts, Vendors and Customers can be cleared automatically by running the Clearing ProgramSet up predefined criteria for automatic clearing (Configuration)Program groups those items from an account that have the same
• Trading Partner ID• Reconciliation Number• Currency in which the General Ledger is updated• Four freely definable criteria
Accounts
xxxxxx--------------------
--------------------
xxxxxx--------------------
--------------------
xxxxxx--------------------
--------------------
xxxxxx--------------------
--------------------
Automatic clearing program
Deferrals & Accruals
Accruals and deferrals can be handled automatically by the SAP R/3 system
Accrual/Deferral Documents are created on a monthly basis to record expenses/income which were anticipated but not yet realized
Once a transaction has been approved, it can be set up and run automatically each month.
The recurring entry program helps to maintain Accruals / Deferrals postings
• Standard Journal Posting• Has a reversing date• Reversal Date can be any date in the future• Monthly job is scheduled to reverse all Accrual/Deferral Documents automatically
Recurring Entry Document
Posting ParametersPosting Parameters
First run on Last run onInterval in monthsRun DateRun Schedule
01/01/200212/01/2002
0115
____
01/01/200212/01/2002
0115
____
Document ________________________________________________________
Document ________________________________________________________
03/01/2002_________________________________________________________
03/01/2002_________________________________________________________
02/01/2002_________________________________________________________
02/01/2002_________________________________________________________
01/01/2002_________________________________________________________
01/01/2002_________________________________________________________
Batch Input Session
Recurring Entry Document (2)
Dates when the first and the last recurring entries are to be carried out
Document ‘sHeader
Line items
General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
Reporting
SAP system offers number of reports that help analyzing entered business transactions:• Financial Statement Version (Balance Sheet and P&L)• Account Balances• Line Items• Documents• Master Data
Report can be:• Printed out directly to the printer,• Saved as a local file (txt format, Excel file etc.)• Sent by e-mail
Reporting Requirements
Balance
Sheet Income
Statement
Cash Flow
Internal Reporting
External Reporting
FI
CO
Profit Center
Cost Center
Product Cost
Financial Statement Version
Financial Statement Versions are set up to represent the balance sheet and P+L statement according to your own specific requirements
• Can be created for different legal entities• Can be created in different Languages• Are executed in desired currency i.e. Local, Group
Using the Financial Statement you specify• Line items to be included in the Financial Statement• Sequence the line items are displayed• The COA and the accounts that are displayed in the Financial Statement• The totals that are presented on the Financial Statement
Balance
Sheet
Income
Statement
Report Tree
2
1
SAP Menu
Transaction SA38
A user can run the required report in two ways:• Directly from “Report Tree”• Using transaction SA38, provided the he knows the report name
Report Tree
2
1
SAP Menu
Transaction SA38
A user can run the required report in two ways:• Directly from “Report Tree”• Using transaction SA38, provided the he knows the report name
Report Execution
Selection of Report Parameters
Report Execution
Variant Selection Dynamic selection
A report can be executed directly or scheduled in the background
Report Variant
1( Enter the required criteria on the selection screen
1
2
3
2( Click “Save” button
3( Enter the variant’s name
General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
Process decompositions are the starting point for our process documentation.
They summarise what is involved in a the GL process at a high level
PeriodicProcessing
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