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SAP FINANCIAL (FI) NOTES

FULL CUSTOMIZATION PART WITH END USER AREA

WRITTEN BY: MAHESHNAIDU M.B.A., SAP

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INTRODUCTION SAP stands for System Application and Products in data Processing FI stands for Financials CO stands for Controlling Version : ECC6 ECC stands for ERP Central Component SAP was released in 1972 – It head quarters in Germany What is ERP? ERP stands for Enterprise Resource planning, it is integrated all functions in one system. Organization | --------------------0---------------------------------------------------------------------- | | | | Purchase Dept. Store Dept. Production Dept. Accounts Dept. Will have no of departments in organization. ERP integrate all the functions into one system. It will facilitate free flow of data among the departments. Advantages: Once stores person updates in the system – It can be shared by account person. No mismatch in reporting – Data Source is only one once updation. Store Department at Factory: Where the material is received are updates his records send the bill to account person. Accounts department at City office : Pass an entry in the books

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CUSTOMISATION PART 1. DEFINE COMPANY: Path: Tools - Customizing –IMG (implementation guide) - Execute project (trns.code SPRO) SPRO stands for SAP Project Reference Object Select SAP reference IMG button: This is called customization area or configuration area or implementation area Select IMG activity button Path: SPRO- Enterprise structure - Definition - Financial accounting - Define company (Tr code is OX15) It we select IMG activity documentation button: It gives description part about company To select IMG activity button: To do customization Select new entries button

Company : VMH

Company name : MAHESHNAIDU GROUP OF COMPANY

Name of company2 : Blank

Street : Ameerpet

Postal code : 500034

Country : IN

Language key : EN

Currency : INR

Select save button or Ctrl+s By default it gives the latest request we have to create our own request and afterwards to transport to production clients Select create request button (F8) Give the short description : FI basic settings for MAHESH NAIDU Mills Ltd Press enter

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Press enter once again to save in the request. We get a message data was saved: Data was saved in two places: 1. Development client 800 2. In Transport request 2. DEFINE COMPANY CODE ( Tr code is OX02) Path: Enterprise structure - Definition- financial accounting - edit, copy, delete, check company code Edit company code data Select new entries button Give company code : VMH City : Hyderabad Country : IN Currency : INR Language : EN Select save button or Ctrl+s Title : Select company Name : MAHESH NAIDU mills ltd Street : Ameerpet Post code : 500034 City : Hyderabad Country : IN Press enter To select our request number select dropdown button beside request number. We can see here number of requests. Select request number by seeing the description. Press enter to save in the request. Description can be same should be different 3. ASSIGN COMPANY CODE TO COMPNAY Path: SPRO - Enterprise structure - Assignment - Financial accounting - Assign company code to company ( Tr code is OX16) Select position button give the company code VMH enter

For company VMH assign company VMH

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Select save button or Ctrl+s

Select dropdown beside request number

Select your request number & Press enter to save in the request

4.Define Business Areas path: SPRO- Enterprise structure- Definition -financial accounting- define business area ( Tr code is OX03) Select new entries button Business area : VMHH Description : Hyderabad VMH Business area : VMHB Description : Bangalore VMH Select save button or C trl+s Press enter to save in your request 5. CREATION OF CHART OF ACCOUNTS

path: SPRO - Financial accounting- General ledger accounting - GL accounts - Master Data-Preparation - Edit chart of accounts list (TR.CODE.OB13) Select new entries button. Chat of accounts : VMH Description : Chart of Accounts for MAHESH NAIDU group Maintenance language : English Length of GL account no. : 6 (min 6 max 10) Controlling integration : select manual creation of cost elements Group chart of accounts : Blank Under status deselect blocked check box (do not select blocked check box) Select save button or Ctrl+s Select your request and press enter to save in your request 6. ASSIGN COMPANY CODE TO CHART OF ACCOUNTS Path: SPRO- Financial accounting - General ledger accounting- GL Accounting- Master data-Preparation-Assign company code to chart of accounts. (Tr .code OB62) Select position button

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Give the company code : VMH Press Enter Select save button or Ctrl+s Press enter to save in your request 7. DEFINE ACCOUTN GROUP

CUSTOMIZATION (TR.CODE.OBD4) path: SPRO-Financial accounting-General ledger accounting- GL accounts-master data-preparations-Define account group select new entries button Chart of accounts

Account group

Name From account

To account

VMH SCPL Share Capital 100000 100099 VMH RSPL Reserves & Surplus 100100 100199 VMH ACDN Accumulated depreciation 100200 100299 VMH SCLN Secured Loans 100300 100399 VMH UNSL Unsecured loan 100400 100499 VMH CLPL Current Liabilities and

Provisions 100500 100599

VMH FAST Fixed Assets 200000 200099 VMH CAST Current Assets loans &

Advances 200100 200199

VMH SALE Sales 300000 300099 VMH OTHER Other Income 300100 300199 VMH INCR Increase / Decrease in

stocks 300200 300299

VMH RMCL Raw material consumption 400000 400099 VMH PRSN Personnel cost 400100 400199 VMH MFRG Manufacturing Expenses 400200 400299 VMH ADMN Administration Expenses 400300 400399 VMH INTR Interest 400400 400499 VMH DEPR Depreciation 400500 400599 Select save button on Ctrl+s Select your request and press enter and save in your request 8. Retained earnings accounts: Path: SPRO – Financial accounting – General ledger accounting – GL Accounts – Master Data – Preparations – Define retained earnings account.

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Give you chart of accounts VMH enter. The transaction code is OB53 . Account assignment P & L Statement type ‘X’ Account 100100 Select save button or Ctrl+s Press enter to save in your request 9. Fiscal year Fiscal year Fiscal year variant Indian companies periods April to March +4 special periods V3 US Companies Jan to Dec.+4 Special Periods K4 July to June+4 Special periods V6 Oct. to Sep+4 special periods V9 SAP known only calendar year periods –we have to convert calendar year periods to our accounting year periods. Month Days Periods Year shift January 1 31 10 -1 February 2 29 11 -1 March 3 31 12 -1 April 4 30 1 0 May 5 31 2 0 June 6 30 3 0 July 7 31 4 0 August 8 31 5 0 September 9 30 6 0 October 10 31 7 0 November 11 30 8 0 December 12 31 9 0 Path: SPRO – Financial accounting – Financial accounting Global settings – Fiscal year – Maintain fiscal year variant (Maintain shortened fiscal year) (Trs.code is OB29) Select position button fiscal variant V3 Press enter Select fiscal variant V3 Double click on period’s folder

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Select back arrow Select new entries button No. of posting periods : 12 No. of special periods : 4 Select save button or Ctrl+s Select your request press enter and press enter save in your request. Select Fiscal year variant :B1 Double click on period’s folder. Select new entries button First column Month Second column Day Third column Period Last column Year shift Month Day Period Year Shift 1 31 10 -1 2 29 11 -1 3 31 12 -1 4 30 1 0 5 31 2 0 6 30 3 0 7 31 4 0 8 31 5 0 9 30 6 0 10 31 7 0 11 30 8 0 12 31 9 0 Select save button 10. Assign company code to a Fiscal year variant Path: SPRO – Financial accounting – Global settings – Fiscal year – Assign company code to a Fiscal year variant (Trs.code is OB37) Select position button Give your company code : VMH Press enter For company code : VMH

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Assign fiscal variant : V3 Select save button Ignore the warning message press enter and press enter to save in the request. 11. POSTING PERIODS Define variants for open posting periods: Path: SPRO – Financial accounting global setting – Document – posting periods-Define variants for open posting periods (tc is obbo) Select new entries button Variant Name VMH posting period variant for VMH Ctrl+s, press enter in save Assign posting period variant to company code: Path: SPRO-Financial Accounting- Financial accounting global settings- Document – posting periods – assign posting period variant company code. (tc is obbp) Select position button Give the company code VMH For company code VMH assign variant VMH select save button or Ctrl+s Press enter to save in your request. Define open and closed posting periods for variant:: Path: SPRO – Financial accounting Global settings – Document – Posting periods- open and close posting periods.(tc is ob52) Select new entries button. Vare : Select VMH Account type (A): Select + (valid for all accounts type) From Account Blank To account Blank From period one (1) 1 Year 2008

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To period 12 Year (Fiscal year) 2008 From period2 13 Year 2008 To period 16 Year 2008 Second column is option (from period 2) Authorization group (Au.Gr): Blank Select save button or Ctrl+s Select your request and press & enter to save in your request. 12. Document type and no. ranges Path: SPRO-Financial accounting-Financial accounting Global settings –Document –Document Header-Define Document Types (Tr.code:OBA7) Select position button Document type select : SA

GL Account document

Press Enter

Select type : SA

Select details button (Ctrl+shift+F2)

Number range : 01

Select number range information button

Give the company code : VMH

Select change intervals button (↓)

Select interval button

No. range : 01

Year : 2008

From number : 1

To Number : 100000

Current number : 0

Deselect external (Ext) check box

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If we select external check box, we have to give at the time of posting what should be the document number. Select press enter. Select save button or Ctrl+s Ignore warning message press enter 13. Field status variant and field status groups Path: SPRO- Financial accounting – Financial global settings – Document –Line item-Controls- Define filed status variants (OBC4) Select field status variant 1000 that is IDES group

Select copy as button (F6)

Change filed status variant (FSTV) to VMH

Change field status name to field status VAR for VMH

Press enter

Select copy all button

We get a message number of dependent entries copies 49

Press enter

Select save button or Ctrl+s

Select your request and press enter to save in your request.

Select field status variant : VMH

Double click on field status group’s folder

Double click field status on G001 that general (with, text, allocation)

Double click on General data

Text make it required entry filed

Select next group button

Select next page or page down button two times.

Business areas make it as required entry field

Select Save

Double click on field status group G005

That is Bank A/c obligatory value date

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Double click on General data

Texts make it as required entry field

Select next group button

Select next page or page down button two times.

Business area makes it as required entry field.

Select next group button two times,

Value date make it as required entry filed.

Select Save button

Press enter to save in your request 14. Assign company code to field status variant : Path: SPRO-Financial accounting-Financial accounting Global settings-Document – Line time-Controls-Assign company code to field status variants. (OBC5) Select position button

Give the company code : VMH

Press enter

For company code : VMH

Assign field status variant : VMH

Select save button or Ctrl+s

Press enter to save in your request

TOLERANCE GROUPS: 15. Define Tolerance group G/L Accounts Path :SPRO – Financial accounting – General Leger Accounting –Business transactions-open item clearing –clearing difference- Define tolerance groups for G/L Accounts(OBA0) Company code : VMH Tolerance group : Blank Description : Tolerance group for VMH Debit posting : 0 Credit posting : 0 Debit percentage : 0

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Credit percentage : 0 Select Save button Select your request and press enter and save in your request. 16. Tolerance group for employees. Path: SPRO-Financial Accounting –General Ledger Accounting –Business transactions – Open Item clearing - Clearing differences – Define tolerance groups for employees.(OBA4) Select new entries button Group : Blank Company code : VMH Upper limits for posting Amount per document (Maximum Amount 9999999999) Amount per open item account item 9999999999 cash discount per line item 10 Permitted payment difference : Blank Select Save Press enter to save in your request. 17. ASSIGN TOLERANCE GROUP FOR COUNTRY SPRO-Financial accounting –Financial accounting global settings-Tax on sales / Purchases - Basic settings - Assign country calculation procedure (OBBG) Select position button Give the country IN for India Press enter For country IN assign procedure TaxUS Sales Tax – USA Select save button or Ctrl+s Press enter to save in your request. 18. Maintain controlling area path :- →controlling → general controlling → organization → maintain controlling area → double click on maintain controlling area (OKKP) Select new entries button Controlling area : VMH Assignment control : controlling area same as company code Currency setting : Currency type : 10 (company code currency) Other settings :

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Cctr.std. hierarchy : VMHHIER Select save button If we got message Select “yes” button Press enter to save in your request Double click on activate components /control indicators Select new entries button Controlling area for : VMH Fiscal year : 2013 Cost centers : component active Select ■ AA.activity type check box Order management : component active Profit center ACCTG: check box select ■ Select save button If we get message Press enter Maintain controlling area settings SPRO→ controlling → profit center accounting → basic settings → controlling area settings → maintain controlling area settings → maintain controlling settings (OKKS FOR YOUR COMPANY) (TC IS 0KE5) Controlling area : VMH (okks) Controlling area : VMH Standard hierarchy : VMHPCTRGR NAME; controlling are for VMH Select Elim. Of int. business vol : check box FCTR local currency type : 20 (controlling area currency Select STORE transaction currency check box Profit center local currency : inr (it will come automatically) Select save button Classify G/L Account for document splitting s Spro : financial Accounting (NEW) → general ledger Accounting (NEW)→ business transactions → document splitting → classify G/L Accounts for document splitting Chart of Account : VMH Press enter Select new entries button Select three columns

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Acct from Acct To cat description 100000 299999 01000 300000 399999 30000 it will come automatically 400000 499999 20000 Select save button Press enter to save in your request DEFINE DOCUMENT SPLITTING CHARACTERISTIC FOR GENERAL LEDGER ACCOUNTING SAME FATH AND NEXT STEP Deselect all check boxes Select save button Press enter to save in your request ACTIVITE DOCUMENT SPLITTING SAME PATH AND NEXT STEP Select document splitting check box■ Select save button leading ledger MAINTAIN GLOBAL PARAMATERS Path: →spro→ financial Accounting→ financial Accounting global settings → company code → enter global parameters (OBY6) Select position button Company code : VMH Press enter Select company code : VMH Select details button Select propose fiscal year ■ check box Select defened default value data ■ check box Select negative posting permitted ■ check box Select Additional data button TDS NO ABCD 1213456 TAN NO 123456 ABCD

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Select back arrow Select save button Press enter to save in your request CREATION OF GENERAL LEDGER MASTERS Path: Accounting →Financial accounting –General Ledger-Master records –GL Accounts-Individual Processing –Centrally (Tr. Code is FS00)

1) 100100 RESERVES AND SURPLUS Give the GL account 100100 Company code VMH From the menu select → GL Account →create Account group: select reserves & surplus Select balance sheet account radio button ●

Short text: surplus in P & L Account

GL Account Large text: Surplus in profit & Loss Account

Select control data tab

Select only balances in local currency in check box■

We have kept

Tolerance group: Blank

Select line item display check box■

Short key select 001 posting data

Select create / bank / interest

Field status group G001 General (with text, allocation)

Select Save button

2) 100000 SHARECAPITAL GL Account : 100000

Company code : VMH

Select with template button

GL Account : 100100 (Surplus in P & L Account)

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Company code : VMH

Press enter

Change account group to Share capital

Select balance sheet a/c radio button●

Change short text to : equity Share capital

Change GL account long text to : Equity share capital

Other filed are common & select save button

3) 200100 CASH ACCOUNT (current assets and loans and advances ) GL Account 200100

Company code : VMH

Select with template button

Give the GL Account 100100 surplus in P & L account

Company code : VMH

Press enter

Change account group to current assets, loans & advances

Change short text to Cash account

Select balance sheet a/c radio button

Change GL account long text to Cash account

Select create / bank / interest tab

Change filed status group to: G005 bank accounts (Obligatory value date)

Select relevant cash flow check box,

Select save button or Ctrl+s

To view the accounts created

4) 400100 SALARIES ACCOUTN (personal cost)

Creation of GL masters (FS00) Give the GL Account 400100

Company code : VMH

Select with template button

Give the GL Account 100000 (Equity share capital )

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Company code : VMH

Press enter

Change account group to personnel cost (Staff cost)

Select P & L statement radio button

Change short text to : Salaries A/c

Change long text to : Salaries A/c

Other fields are common

Select save button or Ctrl+s

5) 400300 RENT ACCOUTN (administration cost) GL A/c No : : 400300

Company code : VMH

Select with template button

Give the GL account : 400100 salaries

Company code : VMH

Press enter

Change account group to Administration

Change short text to : Rent account

Change long text to : Rent account

Other fields are common

Select save button or Ctrl+s

6) 100500 OUTSTANDING EXPENCES(current liabilities and provisions)

GL Account : 100500

Company code : VMH

Select with template button

Give the GL account : 100000 (Equity share capital)

Company code : VMH

Press enter

Account group to: Current liability & Provisions.

Change short text to : Outstanding expenses

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Change GL Account: Outstanding expenses

Select control data tab

Select open item management check box Select save button

7) 100300 SECURED LOANS Give the GL account no. : 100300

Company code : VMH

Select with template button

Give the GL Account no. : 100000 Equity share capital

Company code : VMH

Press enter

Change the account group to : secured loans

Change short text to : SBI rupee term loan

Change GL account long text to : SBI rupee term loan

Change GL Account text to SBI rupees term loan

Select Create / Bank / Interest tab

Field status group change to : G005

Interest indicator select : G1

Select save button

8) 400400 UNSECURED LOANS

GL Account no. : 400400

Company code : VMH

Select with template button

Give the GL account no. : 400100 salaries account

Company code : VMH

Press enter

Select type / Description tab

Change account group to interest

Change short text to interest a/c

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GL account long text: Interest account

Select save button

9) 100301 SBI RUPEE TERM LOAN

Give the GL account no.100301 Company code : VMH

Select with template button

Give the GL account no : 100300 (SBI Rupee Term Loan)

Company code : VMH

Press enter

Change short text and long test to : SBI FC term loan

Select control data tab

Account currency change to USD

Deselect only balance and loan currency check box

Select create / bank / Interest tab

Interest indicator : Blank

Delete the dates

Select save button

10) 300100 OTHER INCOME GL Account : 300100

Company code : VMH

Select with template button

Give the GL account no. : 400300 Rent account

Company code : VMH

Press enter

type/ Description Select tab

Change account group to : other income

change short text and GL account long text to : exchange gain

Select save button

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11) 400301 EXCHANGE LOSS

GL Account : 400301

Company code : VMH

Select with template button

Give the GL account no.400300 rent account

Company code : VMH

Press enter

Change short text and GL account long text to : exchange loss

Select save button

12) 200120 RAWMATERALS Give the GL account no.200120

Company code : VMH

Select with template button

Give the GL account no.200100 Cash A/c

Company code : VMH

Press enter

Change short text and GL A/c long text to:

Inventory RM (Raw material)

Select create /bank /interest tab

Field status group change to : G001

Deselect relevant to cash flow check box

Select save button

13) 100501 SUNDRY CREDITORS TO RAW MATERIALS GL Account No.100501

Company code : VMH

Select with template button

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Give the GL A/c No.100500 (Outstanding exp)

Company code : VMH

Press enter

Select type/ Description tab

Change short test and GL account long test to : Sundry Creditor to RM

Select control data tab

Deselect only balances in local currency check box

Reconciliation account for account type select vendor

Deselect open item management check box

Sort key :Select : 012 vendor number

Select create /bank /interest tab

Field status group change to : G067 (reconciliation accounts)

Select save button

14) 200105 SBI CURRENT ACCOUNT

Give the GL account no.200105 Company code : VMH Select with template button Give the GL account no. : 200100 Cash A/c Company : VMH Press enter Change short text and GL account long text SBI current A/c Select save button

15) 200150 CURRENT ASSETS AND LOANS AND ADVANCES

(Advance to vendors) GL A/c No. : 200150

Company code : VMH

Select with template button

Give the GL account no.100501 (Sundry creditor’s raw material)

Company code : VMH

Press enter

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Change account group to: current assets loans & advances

Change short text and GL account long text to : Advance to vendors

Other fields are common

Select save button or Ctrl+s

16) 300101 Cash discount received other income Give the GL A/c no. : 300101

Company code : VMH

Select with template button

Give the GL account 300100 exchange gain

Company code : VMH

Press enter

Change short text and GL account long text to cash discount received.

Select save button

17) 200110 SUNDRY DEBITORS Give the GL account no. : 200110

Company code : VMH

Select with template button

Give the GL account no.200150 advance to vendors

Company code : VMH

Press enter

Change short text and GL account long text to ; Sundry Debtors

Select control data tab

Change reconciliation account for account type to customers

Change sort key to 031 customer number

Select Create / Bank / Interest tab

Field status group : G067

Select save button

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18) 300000 SALES ACCOUNT

GL account no : 300000

Company code : VMH

Select with template button

Change GL account 300100 Exchange gain

Company code : VMH

Press enter

Select type/description tab

Change the account group to sales/.

Change short text and GL account loge text to : sales account

Other fields are common

Select save button or Ctrl+s

19) 100502 advance from customer current liabilities & provisions Give the GL account no. : 100502

Company code : VMH

Select with template button

Give the GL account no. : 200110 Sundry debtors

Company code : VMH

Press enter

Change account group to : current liability & provisions

Change short & GL account long text : advance from customers

Select save button

20) 200111 current assets & loans & advances (Sundry debtor’s bill of exchange)

Give the GL account no. : 200111

Company code : VMH

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Select with template

Give the GL account no.200110 Sundry debtors

Company code : VMH

Press enter

Change short text to sundry debtor’s bill of exchange

Change GL account long text to sundry debtors (bill of exchange)

Other fields are common

Select save button or Ctrl+s

21) 100302 SBI BILL DISCOUNTING

GL account no. : 100302

Company code : VMH

Select with template with button

Give the GL account no. : 100300 SBI Rupee Term loan

Company code : VMH

Change short text and GL account long text to SBI bill discounting

Select control data tab

Select open item management check box

Select create /bank /interest tab

Select post automatically only check box

Select save button

22) CREATE 3 GL MASTERS

1. VAT receivable Current assets, 2. VAT payable Loans & Advances Current liability

Give the GL account no. : 200155

Company code : VMH

Select with template button

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Give the GL account no. : 200120 (Inventory RM)

Company code : VMH

Press enter

Change short and GL long text to VAT receivable

Select create / Bank /Interest tab

Field status group change to G041 (Tax office clearing accounts)

Select save button

VAT PAYABLE Give the GL account no.100505

Company code : VMH

Select with template button

Give the GL account no. : 200155

Company code : VMH

Press enter

Select type/Description tab

Change account group to current liability and provisions

Change short text and GL account long text to VAT payable

Select save button

Give the GL account no. : 200120

Company code : VMH

From the menu select GL account change

Select control data tab

Tax category : Select * (All tax types allowed)

Select posting without tax allowed check box

Select save button

Ignore the warning message press enter

GL Account 300000 Sales A/c

Company code VMH

From the menu select GL account change

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Tax category : select *

Select posting without tax allowed check box

Select save button

Ignore the message press enter

22) 200130 WAGES ACCOUTS

Give the GL A/c no. : 200130 Wages A/c

Company code : VMH

Select with template button

Give the GL A/c no.200105 SBI A/c

Company code : VMH

Press enter

Change short text and GL Account long text to IDBI main bank

Select save button

23) 200131 SBI CHECK ISSUE

GL A/c No. : 200131

Company code : VMH

Select with template button

Give the GL A/c NO.200130

Company code : VMH

Press enter

Change short text and GL A/c long text to IDBI check issue

Select control data tabs

Select open item management check box Select save button

23) 200132 DBI CHECK DEPOSIT GL A/c No. : 200132

Company code : VMH

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Select with template button

Give the GL A/c No. : 200131

Company code : VMH

Press enter

Select type/description tab Change short text and GL A/c long text to IDBI check deposit

Select save button

24) 400304 BANK CHARGES GL A/c No. : 400304

Company code : VMH

Select with template button

Give the GL A/c No. : 400300 Rent A/c

Company code : VMH

Press enter

Change GL A/c short text and GL A/c long text to Bank charges

Select save button

25. 400200 MANUFACTRING COST

1. Conversion charges under manufacturing group 2. TDS on contractors under Current Liabilities & Provision group

MANUFACTRING COST Give the GL A/c No. : 400200

Company code : VMH

Select with template button

Give the GL A/c : 400100 Salaries A/c

Company code : VMH

Press enter

Change the A/c group to manufacturing expenses

Change short text and GL A/c long text to Conversion changes

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Select save button

TAX DEDECTION SYSTEM

Give the GL Account no. : 100510

Company code : VMH

Select with template button

Give the GL A/c No.100500 outstanding exp.

Company code : VMH

Press enter

Change short text and GL account long text to TDS on Contractors

Select save button

Creation of 15 General ledger master FS00

S.No. GL Account No.

Account No. to copy

Parameters to Maintain

1 200000 Land

200110 Sundry debtors

-Account group –Fixed assets -200000-20009 -Change the account group Fixed Assets -Sort key -018 Asset number Reconciliation A/c for account type –Asset -Field status group 067 Reconciliation accounts.

2 200005 Buildings

200000Land -Do -

3. 200010 Plant & Machinery

-Do- -Do -

4. 200015 Furniture & Fixtures

-Do- -Do -

5. 200020 Vehicles

-Do- -Do -

6. 200025 -Do-

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Capital work in progress

-Do -

7 100200 Accumulate depreciation- Building

-Do- Account group-Accumulate depreciation -100200-100299 -Sort key -018 Asset number -Reconciliation A/c for account type –Assets -Field Status group- 067 Reconciliation accounts

8 100205 Accumulated depreciation –Plant & Machinery

100200 Depreciation -Buildings

-Do -

9. 100210 Accumulated depreciation –Furniture & Fixtures

-Do- -Do-

10 100215 Accumulated depreciation –Vehicles

-Do- -Do-

11. 300102 Assets sales 300100 Exchange gain

Account group –other income 300100-300199 Sort key -018Asset number Field status group G052

12 300103 Profit on asset sale

-Do- -Account group other Income -300100-300199 -Sort key 018 Asset number -Field status group -G001

13 400302 Loss on asset sale

-Do-

-Do-

14 400303 Loss due to scrapping

-Do- -Do-

15 400500 Depreciation Change the Account group Depreciation

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400500-400599 Sort key -018 Asset number Filed status group-G001

CREATION OF PROFIT CENTER PATH →Accounting financial accounting general ledger master records profit center individual processing create (tc is ke 51) Profit center : 1000 Press enter Analysis period 01.04.2013 (establish meant date) Name : export Long text : export Person response : Mr. Maheshnaidu Profit center group: VMHPCTRGRP Segment: VMHH (H means Hyderabad) Select activate button (I) ANOTHER PROFIT CENTER Profit center : import Copy Copy from profit center : export Press enter Change name: import Change long text: import center for import Change person response: Mr. Mahesh NOTE: other fields are common Select activate button ( i ) NOTE: message will appear profit center import has been created

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Posting of transactions Path: Accounting – Financial Accounting –General Ledger→ document entry→ enter general posting for ledger (tc is FB01L) Posting transaction : today date

Document date : In case of purchases document date will be party bill date-

we can enter manually 30.09.2008 or select F4- It gives calendar and select F-2 – It

selects today’s date .

Posting date : Ledger updation will be based on posting date period will

appeal automatically based on

Posting date : 30.09.2008 (today states)

Reference : Party bill No

Doc No : 1

Normal cases

Document date (F4) : 30.09.2008

Posting date: will come automatically this is server date.

Type : SA

Company code : VMH

Currency : INR

System does not know debits and credits to differentiate between debit and credit SAP

Has given posting keys

Posting key 40 GL account Debit

Positing key 50 GL Account Credit

Posting key: Select 40

Account select the drop down button

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GL long text : *Cash*

Company code : VMH

GL Account : 2*

Press enter

Select account No.200100 Press enter 200100 Cash account – Filed status GRP-G005 Text Business Area Value date required

In enter global parameters select define default value date check box

Amount : 400000 Business area : VMHH (profit center) Text : Equity share capital receipt Posting key : Select 50 Select account : 100000 Equity share capital Press enter Amount enters : *(star) Note: * (star) Means debits and credits equal Business area : VMHH Text Enter : + ‘+ ‘(plus) mean copies the last line item narration in the same document. Press enter From the menu select document simulate (Shift +F9) In one document we can have 999 line items. Select save button or Ctrl+s We get a message document 1 was posted in company code: VMH How to view the last posted document 1. From the menu select document display. Select display document header button or (F5)

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Display document Path: Accounting – Financial accounting – General ledger-Document –Display (Tr.Code:FB03) Select document list button

Give the company code : VMH

Document type : SA

Select executive button (F8)

To view last one week posted document 24/09/2008 to 1/10/2008

Select execute button

To view self (documents posted by us)

Select own documents only check box

To view documents posted by a specific user

From the menu select –> Edit –> Dynamic –> Selections (Shift +F4)

User name: SAPUSER

Select execute (F8) button

Double click on document no.1

Change document : Path: Accounting – Financial Accounting –General ledger-Document –Change (Trs.code is FB02)

Document No. : 1

Company code : VMH

Fiscal year : 2008

Press enter

Double click on first line item cash account

We can change only value date filed assignment filed and text filed.

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Account display: Path: Accounting – Financial Accounting –General ledger – Account – Display balances (Trs.code is FS10N) To view more than one account transactions select multiple selection button beside GL Account no. We want to view random account numbers transactions. Press select single value tab. Give the account no. 100100 200100 Select copy button To view continuous account numbers transactions Press select ranges tab Low limit : 100000 Upper limit : 100099 Select copy button Select exclude single value tab Singe value : 100050 Select copy button select exclude intervals tab

Low limit : 100050

Upper limit : 100059

Select copy button

To view only one account

Select drop down button beside GL Account

Give the company code : VMH

Press enter

Select account no.100000 Equity share capital

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Company code : VMH

Fiscal year : 2008

Business area : VMHH

Select execute (F8) button

Double click on cumulate balance amount Double click on document No.1 Select call up document overview button (F9) Select back arrow (F3) Display will come like this Document Number Posting date Text Amount

1 100000 2 200000 3 300000

----------- Total Amount 600000

====== How to create our own line layout: Select change layout button (Ctrl+F8) Select the field which are not required Select right arrow or hide selected fields button From hidden fields column Select posting date Select left arrow show select field’s button change column positions Column Pos Length Document No. 1 10 Amount in local currency 4 20 Text 3 35 Posting date 2 10 Change text length 35 characters for amount in local currency select total check box Select copy button How save the layout: Select save layout button (Ctrl+s) Option 1 Option 2 Common to User specific All Layout : / VMH Deselect user – specific check box Description : Standard layout for VMH

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Select save button Select back arrow two times Select execute button Double click cumulate balance amount How to choose our layout: Press select layout button (Ctrl+s) Select : VMH How to make default line layout: From the menu select settings – layout - Administration

Keep the cursor on /VMH

Select define default setting button

Select save button

Select back arrow three times

Give the account no.200100 cash account

Execute (F8)

Double click on cumulative balance amount

Sample document: Steps:

1. Create 3GL masters A) Salaries A/c Personnel cost B) Rent A/c Administration C) Outstanding expenses – Current liabilities & Provision

2. Difference no. range interval for no. range X2 3. Creation of sample document 4. posting of transaction by copying sample document

To check account groups for giving account numbers. The transaction code is OBD4 (Check GL masters)

2. Define no. range interval for no. range X2: Path: SPRO – Financial accounting –Financial accounting global settings – Document – Document number ranges- (Trs.code is FBN1) Give the company code : VMH

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Select change intervals button

Select interval button

No. range : X2

Year : 2008

From number : 500001

To number : 500100

Press enter & save button

Ignore the message press enter

3. Creation of sample document templates Path: Accounting – Financial accounting – General ledger - Posting – Reference documents – Sample document (F-01) Document date : 30.09.2008

Posting date : 30.09.2008

Type : SA

Company code : VMH

Posting key : 40

Accounting : 400100 (salaries a/c)

Press enter

Ignore the warning message press enter

Amount : 500000

Business area : VMHH

Text : Salaries provision for the month

Posting key : 40

Account : 400300 (Rent account)

Enter

Account : 75000

Business area : VMHH

Text : Rent provision for the month

Posting key : 50

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Account no. : 100500 (outstanding exp)

Press enter

Amount enters : * Business area : VMHH

Text : Provision for the month

Select save button or Ctrl+s

We get a message document 500001 was stored in company code: VMH

4. Posting of transaction by coping sample document : F-02) From the menu select document post with reference.

Give the document no. : 500001

Company code : VMH

Fiscal year : 2008

Select display line items check box

Press enter

Change the document date : 31.10.2008

Posting date : 31.10.2008

Press enter

Ignore the warning message press enter

Change the amount to 600000

Text : Add October (Salaries for the month of October)

Amount : 0

Press enter

Line item having zero will not update records

Ignore the warning message

Amount enters : * (star)

For text : Add October

From the menu select document simulate

Select save button or Ctrl+s

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Hold Document It is a temporary document This is user for adjustment purpose or at the time of posting we do not know either debit or credit. This document can be deleted there is no tracking for this document.

A) Loans to Directors Create as hold document a once he gives money back delete the document.

B) Payment to a party –purpose of payment we don’t know Cash balance = Account balance +/ Hold documents Hold documents will not update records Steps:

1. Run a program called “RFTMBLU” for conversion of hold documents 2. Creation of hold documents 3. Delete / complete hold documents

1. Run a program called “RFTMBLU” for conversion of hold documents Path: Tools – ABAP Workbench- Development –ABAP Editor (SE38) Program : give the program name: RFTMPBLU Select execute button Select no. termination for read error check box ■ Select execute button Message will come: no conversion necessary all held document are correct 2. Creation of hold documents Use the transaction code (F-02) (FB01L)

Document no 1 Document date : Today date

Type : SA

Company code: VMH

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Posting key : 50

Account no. : 200100 (cash account)

Press enter

Give the amount : 5000

Business area : VMHH

Text : Amount paid to Mr.X

From the menu select document hold

Tem parry document no. : VMH

Select hold document button

We get a message document VMH was held

Second document 2 Give the document date: Today date

Type : SA

Company code : VMH

Posting key : 40

Account 200100 (Cash account)

Press enter

Give the amount 20000

Business area : VMHH

Text : Hold document testing

Posting key : 50

Account no. : 100000 (Equity share capital)

Press enter

Amount enters : * (Star)

Business area : VMHH

Text : +

From the menu select Document –> Hold

Give the temporary document no. 123456 (give any number)

Select hold document button

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3. Delete / Complete hold document (tc is FB01L) Select hold document button Select document list button Keep the cursor on document number 123456

Select delete button

select yes button

select back arrow (F3)

select document list button

4. Hold document and complete document (FB01L)

Select hold document button

Select document list button

Select document no 12345 (double click)

Select choose button

Give posting key : 40

Account no. : 100000 Equity share

Press enter

Amount Enter : * (Star)

Business Area : VMHH (profit center)

Text : +

From the menu select document →Simulate and save button

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Park Documents (This is used for approvals Cashier)

Steps: 1. Posting of packed document by cashier 2. Informed to Sr. person for release –Be cashier 3. Display packed document and change date and amount 4. After change, inform to Cashier about approval 5. Display changes to packed document

1. Posting of Parked Document

Path: Accounting – Financial accounting – General Ledger- Posting-General document parking (F-65)

Give the document date : Today date

Document type : SA

Company code : VMH

Posting key : 40

Account : 200100 (Cash account)

Press enter

Amount : 9999

Business area : VMHH

Text : park document testing

Posting key : 50

Account : 100000 (Equity share capital)

Press enter

Amount enters : * (Star)

Business area : VMHH

Text : +

From the menu select – Document – Park document

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2. To check whether parking updates record or not:- A/C number : 400100 Company code : VMH Fiscal year : 2012 Select execute button Double click on cumulate balance amount 3. Informed to Senior Person for release parked document

From the menu select system –>short message

Give the title : Please release Doc.No.3

Receipt user id of senior person (sap user)

Recipient type : Select SAP logon name

Select express mail check box (Screen down right side)

Select send button (Shift+F8)

From the menu select system –> Create session

4. Display parked document and change date and amount then release

Path: Accounting –Financial accounting – General ledger-Document – parked documents- post / delete (FBV0)

Select document list button

Give the company code : VMH

Enter by user ID : Cashier

Execute (F8)

Double click on document no.3

To change the date

Select document header button

Change document date and posting date to 5.10.2008

Select back arrow

Select fast data enter button

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Change amount 6000 Debit

6000 Credit

Select back arrow

From the menu select document post

5. System messages send cashier about release From the menu select –System –>Short message.

Title document no.3 released

Recipient User Id of Cashier

Recipient type

Select SAP logon name

Select express mail check box

Select send button (left side upper)

From the menu select system –> Create session

Change account group to Current liability & Provisions.

Change short text to outstanding expenses 4 .Display changes made to parked (released) document” Path: Accounting –Financial accounting – General ledger-Document - Parked Documents-Display changes (FBV5) Company code : VMH Document No : 3 Fiscal year : 2008 Press enter Select all changes button TO VIEW USER ID NAME PATH “””MENU BAR →SYSTEM→USER ID →OWN DATA

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FOREIGN CURRENCY TRANSACTIONS

1. Check exchange rate type Bank buying Exports G type Bank selling Imports / Expenditure B type Average rate MM /SD users’ type Path: SPRO-SAP Net weaver- General Settings – Currencies – Check

exchange rate types Select position button Exchange rate type: B (enter B) Enter 2. Define translation rates for currency translation: Giving conversion factors for two currencies

Path: SPRO – SAP Net weaver- General settings – Currencies – Define translation

Ratios for currency translation The message select yes button. Select new entries button Exchange rate type from to valid (from) Ratio (from) Ratio (to) G (Bank buying) USD INR 01.10.2008 1 1 B (Bank selling) USD INR 01.10.2008 1 1 M (Average rate) USD INR 01.10.2008 1 1 Select save button or Ctrl+s Press enter Create your request Short text: G/L customization for VMH (description) Press enter to save in your request 3. Enter exchange rates: Path: SPRO- SAP Net weaver- General settings- currencies – Enter exchange rates Forex Table We can enter Daily quotations / Week end quotations / Month end quotations.

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For each day end for each type we can enter only one rate. Select new entries button Exchange type Valid from R from currency Director Quotation To G 10.10.2008 1 USD 47.00 INR B 10.10.2008 1 USD 47.50 INR M 10.10.2008 1 USD 47.10 INR Press enter and save button and enter to save in your request. Exchange rates entry at the End User Area: Path: Accounting – Financial accounting – General ledger-Environment – Current settings – Enter translation rates) (S_BSE_68000174) Select position button Exchange rate type : g From currency : usd To currency : inr Valid from : 5.3.2012 Foreign currency postings for end user area: SCENARIO :1 SCENARIO 2 When exchange rate is not entered at When exchange rate is entered at the the time of posting. Time of posting

a. IF we don’t enter the rate at the time of posting, it takes rate from Forex table

b. If take the latest date rate

01.10.2008 45 10.10.2008 47

Enter date : 15.10.2008 Posting date : 09.10.2008

c. To enter default exchange rate type based on document type. General ledger posting : SA Bank selling rate Purchase INV posting (FI purchases) : KR Bank selling rate MM Purchases : RE Bank selling rate Sales invoice posting (FI Sales) DR Bank buying rate SD sales RV Bank buying rate

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If we do not specify system takes average rate.

1. To enter default exchange rate type B (Bank selling rate) for document type ‘SA’

Use the Tr. Code is OBA7 Select type : SA Select details button Under default values exchange rate type for foreign currency documents. Select B (Bank selling rate) Save

2. Posting of transaction (FB01L)

Give the document date : To days date

Type : SA

Company code : VMH

Currency : USD

Rate : Blank

Posting key : 40

Account : 400100 (salary)

Press enter

Give the amount : 1000

Business area : VMHH

Text : Salary payment

Press enter

Posting key : 50

Account : 200100 (cash account)

Press enter

Amount : *

Business area : VMHH

Text : +

From the menu select Document ->Simulate

Select save button

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Month end provision

Option 1: Accrual / Deferral document : Steps 1. Creation of reversal reason and reversal reason should allow us to reverse on any day. 2. Enter accrual / Deferral documents A) Rent Provision 08.10.2008 B) Salary provision 31.10.2008 3. Reversal of accrual / deferral documents in one step 1.Creation of reversal reason and reversal reason should any day. Path: SPRO- Financial accounting –General ledger accounting-Business transactions –Adjustment posting / Reversal - Define reason for reversal Select new entries button Reason : 11 Text : Real / Deferral Reversal reason for VMH Select neg. posting check box ■ Select alternative position date check box ■ Select save button or Ctrl+s Save in your request CREATION OF ACCURAL / DEFFERAL DOCUMENT (Rent provision) Path: Accounting – Financial Accounting – General ledger –Periodic processing – Closing – Valuate- Enter Accrual / Deferral Document (FBS1) Document date : Today date

Type : SA

Company code : VMH

Reversal reason : Select 11

Reversal date : 1.11.2008 (next month’s)

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Posting key : 40

Amount : 400300 (Rent A/c)

Press enter

Amount : 50000

Business area : VMHH

Text : Rent provision for October

Posting key : 50

Account no. : 100500 (outstanding exp)

Press enter

Amount : *(star)

Business area : VMHH

Text : +

From the menu select document –>Simulate and save

Salaries provision: (Tr. Code is FBS1) Document date : 3110.2008

Posting date : 31.10.2008

Type : SA

Company code : VMH

Reversal reason : 11

Reversal date : 01.11.2008

Posting key : 40

Account : 400100 (Salaries A/c)

Press enter

Ignore the warning message press enter

Give the amount 100000

Business area VMHH

Text : Salaries provision for the month of October

Posting key : 50

Account : 100500 (outstanding exp.)

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Press enter

Amount : *

Business area : VMHH

Text : +

From the menu select document –> Simulate and save

Reversal accrual / Deferral document

( display ) Path: Accounting – Financial Accounting – General Ledger – Periodic processing – Closing –Valuate – Reverse accrual / Deferral Document ( F.81)

Give the company code : VMH

Reverse posting date : 01.11.2008

Select text run check box

Execute (F8)

Select reversal documents button

Select back arrow

OPTION 2 : Open Item Management (FB01L) This is used vendors customers / Balance Sheet items where clearing is required. We have to select open item management check box While crating the GL accounts Outstanding Expenses Salaries A/c 500000 Wagers A/c 300000 Bank 25000 Rent a/c 25000 We can see the account in 3 ways

1. Open items: Payable – Salaries and wages 2. cleared items : Paid rent and bank 3. All items : Payable + paid

3. Scenarios 1st Scenario 2nd Scenario 3rd Scenario

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Full Clearing Partial clearing Residual items method Provisional and payment – Same amounts

A) Rent Provision

Document Date & posting date : 13.10.2008

Type : SA

Company code : VMH

Posting key : 40

Account no. : 400300 (Rent A/c.)

Press enter

Give the amount : 15000

Business area : VMHH

Text : Rent provision

Posting key : 50

Account no. : 100500 (outstanding exp)

Press enter

Amount : * (enter star)

Business area : VMHH

Text : +

From the menu select Document –> Simulate and save

B) How to view open item managed account transactions: Path: Accounting – Financial Accounting – General Ledger - Account – Display / Change line items (new) (Tr. Code is FAGLL03) Give the GL Account : 100500 (outstanding exp)

Company code : VMH

Select open items radio button

Select normal items check box

Select execute (F8)

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OUT GONG PAYMENT WITH CLEARING: Path: Accounting – Financial Accounting – General Ledger - Posting – Outgoing payments (F-07) Give the document date : Today’s date

Type : SA

Company code : VMH

Clearing text : outgoing payment

Account Under bank data : 200100 (Cash A/c.)

Business Area (profit center) : VMHH

Amount : 15000

Text : Outgoing payment

Account under open item selection: 100500 (outstanding expenses)

Amount type : S(S is default) (S: Stands for GL Accounts)

Select process open items button

Select partial payment tab Double click on payable amount 15000

Document – > Simulate and save

How to view open item account transactions Tr.Code is (FAGLL03) Give the GL Account no : 100500 (outstand expenses)

Company code : VMH

Select cleared items radio button

Clearing data : Today’s date

Select normal items check box

Execute (F8)

Select back arrow

Select open item radio button

Execute

(-*- This symbol is open item (document no. below))

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We test how to view bill wise outstanding: Rent Provision (FB01L) Document date : Today date

Type : SA

Company code : VMH

Reference : 3456

Posting key : 40

Account No. : 400300 (Rent a/c)

Press enter

Amount : 40000

Business Area : VMHH

Text : Rent provision

Posting key : 50

Account No. : 100500 (Outstanding exp.)

Press enter

Amount : * (enter star)

Text : +

From the menu select Document –Simulate and save

Outgoing payment using partial clearing method: ( Tr. Code F-07) Document Date : Today’s Date

Type : SA

Company code : VMH

Reference : 3456

Clearing text : Outgoing payment

Account under bank data: 200100 (Cash a/c)

Business area : VMHH

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Account : 5000

Text : Outgoing payment

Account under open item selections 100500 (outstanding exp)

Select process open items button

Keep the cursor on the amount field of line item against which we want to adjust.

Select partial payment tab

Creates payment amount column

Double click amount 40000

Double click on payment amount 40000

From the menu select Document – >Simulate

Gives a message correct the marked Line items

Double click on blue font line items

Text enters : +

Select save button or Ctrl +S

Go and see open item account transactions The Transaction is code is FAGLL03 Give the GL account : 100500 (outstanding Exp.)

Company code : VMH

Select open items radio button.

Select normal items check box

Select execute button

To view bill wise outstanding

Select change layout button (Ctrl+F8)

From the hidden fields column

Select reference field

Select amount in local currency under column contain.

Select left arrow or show selected field’s button

Select copy button

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Keep the cursor on reference

Select subtotal button

To make balance payment of 35000 and cleared provision and part payment (F-07) Give the document date : Today date

Type : SA

Company code : VMH

Reference : 3456

Clearing Text : Outgoing payment

Amount under bank date : 200100 (Cash A/c)

Business Area : VMHH

Amount : 35000

Text : Outgoing payment

Account : Under open item selection 100500(outstanding exp)

Account type : S

Select process open item button

Double click on provision 40000

Double click on part payment 5000

From the menu select document –> Simulate and save

Go and see open item managed account transactions (FAGLL03) Give the GL Account o. : 100500(outstanding exp)

Company code : VMH

Select cleared items radio button

Select normal items check box

Select execute button

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Residual items method: Rent provision FB01L Give the document date : Today date

Type : SA

Company code : VMH

Posting key : 40

Account no. : 400300 (Rent account)

Press enter

Amount : 30000

Business area : VMHH

Text : Rent provision

Posting key : 50

Account no. : 100500 (outstanding exp)

Press enter

Amount : *

Business area : VMHH

Text : +

From the menu select Document ->Simulate and save

Outgoing Payment Using Residual Items Method: (F-07) Give the document date : SA

Company code : VMH

Clearing Text : outgoing payment

Account under bank date : 200100 (Cash a/c)

Business area : VMHH

Amount : 2000

Text : outgoing payment

Account type : S (default comes)

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Select process open item button

Account : Under open item selection 100500 (outstanding exp)

Keep the cursor on the amount filed of the line item against which we want

adjust.

Select residual items tab

It creates residual items column

Double click on next amount 30000

Double click on residual items amount

From the menu select Document –> Simulate

It gives the message correct the marked line items.

Double click on blue font line item.

Text enters : +

Select save button

Go and see the open item managed account transactions (FBL3N): Give the GL Account no. : 100500 (outstanding exp.)

Company code : VMH

Select open items radio button

Select normal items check box

Select execute button

REVERSELS 1. Individual Document Reversal 2. Reversal of Reversed document 3. Mass Reversal 4. Clearance Items Reversal

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5. Account Deferral document reversal 1. Individual Document Reversal

Path: Accounting – Financial Accounting – General ledger – Document – Reverse – Individual Reversal (FB08) Give the document no. : 1

Company code : VMH

Fiscal year : 2008

Select 01 reversal reason

Posting date : Blank

Select display before reversal button

Select back arrow

Select save button or Ctrl+s

From the menu select Document –>Display Select Go to Display document Head button (F5) Double click on document no.1 Select display document header button 1. Posted Documents 1 2 3 4 5

6 Reversals for 1 7 Reversals for 2

2. Document type and no./ranges : OBA7 Select type : SA Select details button Number range : 01 Reversal Doc.type : AB 3. Document display : FB03 Company code : VMH Doc. Type : SA original documents AB Reversed documents

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2. Reversal of Reversed Document

To reverse Doc No.2 By mistake we have reversed Doc.No.1 and it has generated

Doc.No.18

Use transaction code FB01L

From the menu select post with reference

Give the document no. : 18

Company code : VMH

Fiscal year : 2008

Select generate reverse posting check box ■

Select display line items check box ■

Press enter

Enter once again

Change the text to reversal for Doc No.18

Press enter

Text : +

Press enter

Select save button

Press enter From the menu select Document ->Display Select display document header button 3. Mass Reversal A)To reverse more than one document at time we use mass reversal. B) The documents to be reversed can be continuous numbers or random numbers. Path: Accounting – Financial accounting – General ledger – Document – Reverse – Mass reversal (F.80)

Give the company code : VMH To reverse random numbers Select multiple selection buttons beside document no. (-->) Under single values Give document no .2 4 Select copy button Reason for reversal 01

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Select test run check box ■ Select execute button Select reverse documents button

4. Cleared Items Reversal

1. Go and see open item managed account transactions (FAGLL03)

Give the GL Account Number 100500 (outstanding exp) Company code : VMH Select clear items radio button Select execute button

2. Reset cleared items Path: Accounting – Financial accounting – General ledger-Document –Reset clear items (Trs.code is FBRA)

Clearing document : 10

Company code : VMH

Fiscal year : 2008

Press enter

Select save button or Ctrl +S

Select resetting and reverse button

Reversal reason : 01

Press enter

We get a message clearing 10 reset

Press enter

Go and see open item managed account transactions Tr code is FBL3N Give the GL Account no.100500 outstanding expenses Company code : VMH Select open item radio button ● Select execute button

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INTEREST CALCULATIONS

Balance Interest calculation Item interest calculation S Type P Type GL Account Vendor / Customers

Define interest calculation type:

Path: SPRO- Financial accounting – General ledger accounting- Business transactions – Bank account interest calculation – Interest calculation Global settings – Define interest calculation types

Select new entries Interest indication : G1

Name : 10% Monthly

Interest calculation type : Select S

(Balance interest calculation (s)

Press enter to save in your request

Prepare account balance interest calculation: Path: SPRO- Financial accounting – General ledger accounting- Business transactions – Bank account interest calculation – Interest calculation Global settings- prepare account balance interest calculation (Tr. Code OBAA) Select new entries button

Interest calculation indicator : G1

Interest calculation frequency : Select 01 (monthly)

Calendar type : Select G (28,,,,,,,31/365)

Output control

Select balance plus interest check box

Select save button

Press enter to save in your request

Calendar Type In case of rupee loans we use G Calendar In case of foreign currency loans we

use F calendar.

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Define reference interest rates: Path: SPRO – Financial accounting – General ledger accounting – Business transaction –Bank account interest calculation – Interest calculation –Define reference interest rates (Tr code is OBAC) Select new entries button

Ref int.rate : G2

Long text : Credit balance 10% interest

Description also credit balance 10% interest

Date from : 01.04.2008

Currency : INR

Select save button

Press enter to save in your request

Select next entry button Ref.int.rate : G3

Long text : Debit balance 8% interest

Description : Dr. Bal 8% int

Date from : 01.04.2008

Currency : INR

Select save button

Press enter to save in your request

Define Time – Dependent Terms Path: SPRO – Financial accounting – General ledger accounting – Business transaction – Bank account interest calculation – Interest calculation- Define time – Dependent Terms (tc is OB81) Select new entries button

Interest calculation indicator : G1

Currency key : INR

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Effective from : 01.04.2008

Sequential number :1

Terms : Select credit interest balance Interest

Calculation

Ref.interst rate : G2

Select save button

Press enter to save in your request

Select next entry button (F8) Interest calculation indication : G1

Currency key : INR

Effective from : 01.04.2008

Sequential number : 2

Term : Select debit interest balance interest

Calculation

Reference rate : G3

Select save button

Enter Interest Values Same path as above (Tr code is OB83) Select new entries button

Reference interest rate : G2

Valid from : 01.04.2008

Interest rate : 10 (one month)

Reference interest rate : G3

Valid from : 01.04.2008

Interest rate : 8

Select save button

Press enter to save in your request

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Assignment accounts for automatic postings: Path: SPRO- Financial accounting – General Accounting – Business Transactions – bank account interest calculation- Interest Posting – prepare GL Account balance interest calculation (Tr.Code OBV2) Select symbols button Select account button Chart of accounts : VMH Press enter Account symbol : 0002 Interest rate Currency : inr GL account : 400400 Account symbol : 2000 GL Account (paid) Currency : inr G/L account : ++++++++++ (10 Times plus) (10 times + (plus) mean any account number) Select save button or Ctrl +S Press enter to save in your request End user area Open Posting period (OB52) To open posting periods for April 2008

Select position button

Give the posting period variant : VMH

Press enter

For Variant : VMH

From the period 1 is :1

Select save button or Ctrl+s

Press enter to save in your request

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SBI rupee term loan receipt posting FB01L 10.04.2008 SBI cheque date 100000 12.04.2008 cheque deposit in bank Document date :12.01.2008 Posting date : 12.04.2008 Interest calculation in SAP from 12.04.2008 Whereas bank calculates from 10.04.2008 We are giving value date 10.04.2008 Now SAP also calculates interest from 10.04.2008 Document date & posting date : 10.04.2008

Type : SA

Company code : VMH

Posting key : 40

Account : 200100 (Cash a/c)

Press enter

Ignore the warning message press enter

Amount : 100000

Business area : VMHH

Value date : 10.04.2008

Text : SBI Term loan receipt

Posting key : 50

Account key : 100300 SBI Rupee term loan

Press enter

Amount : *

Business area : VMHH

Value date : 10.04.2008

Text : +

From the new select document simulate and save.

Term loan repayment (FB01L) Due date : 10.09.2008

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Cheque date : 10.09.2008 To bank credit in SBI books only on 12.09.2008 interest credit will be in our books 10.09.2008 SBI gives credit from 12.09.2008 Cheque date : 07.09.2008 Value date : 10.09.2008 F-02 Give the document date & posting date 07.09.2008

Type : SA

Company code : VMH

Currency : INR

Posting key : 40

Account no. : 100300 SBI rupee term loan

Press enter

Ignore the warning message press enter

Amount : 10000

Business area : VMHH

Value date : 10.09.2008

Text : SBI Term Loan Repayment

Posting key : 50

Account : 200100 (Cash account)

Press enter

Amount enters : *

Business area : VMHH

Value date : 10.09.2008

Text : +

From the menu select document –>Simulate and save

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Balance Interest calculations: Path: Accounting – Financial accounting – General ledger- periodic processing- Interest calculation-Balance interest calculation (F.52) Company code : VMH

Give the GL account : 100300 ( SBI Rupee Term Loan)

Calculation period : 01.04.2008 to 31.03.2009

Select execute button

Select back arrow

To view line item wise interest

Select additional balance line check box ■

Select execute button

Select bank arrow

How to give effect for floating rate of Interest Interest rate change from 10% to 12% from 01.06.2008 On 100000 from 10/04/2008 to 31/05/2008 @10% On 100000 from 01.06.2008 to 09.09.2008 @12% On 90000 from 10/09.2008 to 31/03/2009 @12% Open one more session with SPRO Path: SPRO- Financial accounting – General ledger accounting – Business transactions- Bank account interest calculation – Interest calculation- Enter Interest Values (OB83) Select new entries button

Reference interest rate : G2

Valid from : 01.06.2008

Interest rate : 12

Select save button

Press enter to save in your request come to the first session

Select save button and press enter to save in your request

Come to the first section

Select back arrow

Interest postings to accounts:

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Change the calculation period : 01.04.2008 to 30.04.2008

Select post interest settlements check box

Select update master records check box

Session name : VMH

Posting to business area : VMHH

Posting date of session : 30.04.2008

Posting segment text : Interest for April 2008

Select execute button

To view the batch input session

From the menu select system – >Services –> Batch input Session

Select session name : VMH Select process button Select display errors only radio button Select process button We get a message processing of batch input session completed Select exit batch input button To view the document posted use the (Tr. Code FB03)

1. Simple interest 2. Compound interest Path: Accounting – Financial Accounting – General ledger – Environment – User parameter- Editing options (Tr. Code is FB00) Select open items tab Select selected items initially inactive check box Select save button Creation of 3 GL Masters A) SBI FC Term loan Secured loans B) Exchange again other income C) Exchange loss Administration To check account groups for giving account no.OBD4 Select position button

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Give the chat of accounts : VMH Press enter Note the other income range 300100 to 300199 DEFINE ACCOUNT PRINCIPLES Path: SPRO- Financial accounting (new)-Financial accounting global setting (new)-Ledgers-Parallel accounting-Define accounting principles Select new entries button

Accounting principle : B

Name / Description of accounting principle. INDIAN ACCOUNTING STANDARDS

Press enter to save in your request

Assignment accounting principle to ledger groups Same path as above Select new entries button

Accounting principle : B1

Target ledger group : 0L

Select save button

Press enter to save in your request

Define valuation methods Path: SPRO- Financial accounting (new)- General ledger accounting (new)-Periodic processing – Valuate- Define valuation methods Select new entries button

Valuation method : VMH1

Description : FC valuation bank selling method for VMH

Select always evaluate radio button

Document type : SA

Exchange rate type for debit balance : B (bank selling rate)

Exchange rate type for credit balance : B

Select determine exchange rate of ratio button

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Select save button

Press enter to save in your request

Define Valuation Areas Same path

Select new entries button

Valuation area : BA

Valuation method : VMH1

Currency type : Select company code currency

Select save button

Press enter to save in your request

Assign valuation areas and accounting principles Same path

Select new entries button

Valuation area : BA

Accounting principle : B1

Select save button

Press enter to save in your request

Prepare automatic postings for foreign currency valuation: Path: Up to valuate the path is same-Foreign currency valuation-Prepare automatic posting for foreign currency valuation (Tr code is OBA1) Double click on exchange rate difference using exchange rate key

Give you chart of accounts : VMH

Select change valuation area or right arrow button (F7)

Give the valuation area : BA

Press enter

Exchange rate difference key : USD

expenses account : 400301

Exchange rate gains account : 300100

Select save button or Ctrl+s

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Press enter to save in your request

Delete ledgers (other than OL) for Ledger Group – OL April –March OL Leading ledger (India) Jan- Dec G1 Non leading ledger 1(US) July – June GL Non leading ledger 2(Australia) At the time of posting – FI we don’t give ledger group it updates all the ledgers automatically Indian accounting standards / US Accounting Australian accounting standards standards (US GAAP) FC revaluation Add to asset Creation of ledger groups OL G1 Assign ledgers OL and GI G1 Delete ledgers assigned to ledger group OL other than OL Path: SPRO-Financial accounting (new)- Financial accounting Global settings (new) – Ledger- Ledger-Define ledger group- Select ledger group: 0L

Double click ledger assignment folder

Select ledgers other than OL

From the menu select delete

Ignore the message press enter and save

Press enter to save in your request

Assign exchange rate difference key in GL Master (FS00) Give the GL 100301 SBI FC Term loan

Company code : VMH

From the menu select GL Account change

Select control data tab

Exchange rate difference key: Select USD

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Select save button or Ctrl+s

Foreign currency term loan receipt (FB01L) Give the document date : Today’s date

Type : SA

Company code : VMH

Currency : USD

Rate : 47

Posting key : 40

Account : 200100 ( Cash account)

Enter

Ignore the warning message press enter

Amount : 100000

Business area : VMHH

Text : SBI FC Term Loan Receipt

Enter

Posting key : 50

Account : 100301 SBI FC Term loan

Enter

Amount enters :*

Business area : VMHH

Text : +

From the menu select Document Simulate and Save

Enter year end exchange rate in Forex table – OB08 Select new entries button Exchange rate Valid from From Direct quotation To G 31.03.2009 USD 49.50 INR B 31.03.2009 USD 50.00 INR Select save button

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If you have message press enter Select position button Exch. Rate type : g From currency : usd To currency : inr Valid from : 31.3.2013 Change direct quotation to 54 Select position Exch. Rate type : B From currency : usd To currency : inr Valid from : 31.32013 Press enter Change direct cal to 55rs Select save button Foreign Currency Revolution Path: Accounting – Financial accounting-General ledger-Periodic processing-closing-valuate-foreign currency valuation (new) (Tr.code is FAGL_FC_VAL) Give the company code : VMH

Valuation key date : 31.03.2009

Valuation area : BA

Select GL balance tab

Select valuate GL Account balance check box

GL account 100301 SBI FC term loan

Select postings button

Give the batch input session name :VMH

Select execute button

Select 1postings button

Select back arrow two times

Month end revaluation Diff 23.10.2008 100000 47 31.10.2008 47.50 0.50 5000 30.11.2008 49 2.00 200000

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Exchange Loss Option 2 31.10.2008 50000 30.11.2008 200000 01.11.2008 50000 SBI FC Term loan 23.10.2008 100000 4700000 31.10.2008 50000 01.11.2008 500000 30.11.2008 200000 Loss for October 50000 Loss for November 150000 --------- Loss up to Nov. 200000 ====== procedure for month end revaluation: (Tr code is FAGL_FC_VAL)

Enter month end exchange rates in Forex table

Company code : VMH

Valuation key date : Month end date

Valuation area : BA

Select crate posting check box

Select reverse posting check box

Select execute button

Procedure for year end revaluation

Enter year exchange rate in Forex table

Company code : VMH

Valuation key date year end date

Valuation area : BA

Select create posting check box

Reversal posting date :Blank

Deselect reverse posting check box

Select execute button

From the menu select System –-> Services-Batch input – Sessions

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Select session FAGL_FC_VALU

Select process button

Give the business area : VMHH

Press enter

Second Business area : VMHH

Press enter

We get a message processing of batch in put session completed

Select exit batch input button

To view the document posted view the Tr.Code FB03

Press enter

Select display currency button

End user area customization area SPRO

SAP easy access screen)

How to view path when transaction code is given

In command filed enter search – SAP- menu

Search –SAP-Menu

Press enter

Search text entry : F-02

Press enter

CUSTOMIZATION AREA: Use the SPRO Select find button (Ctrl+F) Search term : Fiscal year Enter Select fiscal year in area financial accounting global settings Enter

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ACCOUNT PAYABLE Basic settings for account payable:

1. Creation of vendor account groups a) we create FI vendors services parties b) MM vendors -Reconciliation account

Material parties -Required entry field 2. Create number range for vendor accounts: 3. Assign number range group to vendor account group. 4. Define tolerance group for vendors. 5. Creation of 2GL masters.

a) Inventory raw material - Current assets, loans & advances b) Sundry creditors – RM -Current liabilities & Provisions

6. Creation of vendor master 7. Document type and no.ranges KR: Vendor invoices KZ: Vendor payment KA: Vendor document for transfers / Reversals 8. Posting keys :31 Vendor credit :25 Vendor debit Creation of vendor accounts groups: Path :SPRO –Financial accounting –Accounts receivable and accounts payable-Vendor accounts-Master data-preparation for creating vendor master data- Define account groups with screen layout (vendors) Select new entries button

Account group :VMH1

Name :FI vendors for VMH

Double click on company code data

Double click on account management

Reconciliation account make it required entry field

Cash management group make it suppress

select save button

select create request button

short description :AP customization for VMH

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press enter

press enter to save in your request

select next entry button

account group VMH2

Name :MM vendor for VMH

Double click on : company code data

Double click on : account management

Reconciliation account : Make it required entry filed.

Cash management group select ::: suppress

Select save button

Create number range for vendors account : Up to preparation for creating vendor master data path is same Create number ranges for vendors account.(Transaction code is XKN1) Select change intervals button

Select interval button

Number range : 13

From no. : 4200001

To no. : 4300000

Press enter

Select interval button once again

No.range : 14

From No. : 4300001

To no : 4400000

Press enter

Select save button

Ignore the warning message press enter

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Assign number range to vendor account groups: Same path Select position button

Account group : VMH1

Press enter

For account group : VMH1

Number range : 13

Account group VMH2

Number range : 14

Press enter to save in your request

Define tolerance group for vendor Path :SPRO-Financial accounting-Account receivable and account payable-Business truncations-Outgoing payments-manual outgoing payments-Define tolerances(Vendors) Select new entries button Company code : VMH Tolerance group : Blank Description : Tolerance group for VMH Press enter Press enter save in your request Creation of vendor master: Path: Accounting-Financial accounting –Account payable-Master records-Maintain centrally-Create (XK01) Give the company code : VMH

Account group : VMH1

press enter

Title : Select company

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Name : Birla Chemicals Limited

Street : Ameerpet

Post : 500082

City : Hyderabad

Country : In(India)

Telephone no. : 040123456

Select next screen button three times

Reconciliation account : Select 100501 (sundry creditors raw materials)

Sort key : 012 Vendor no

Select next screen button

Payment terms : Select 0001 (payable immediately)

Tolerance group : Blank

Select check double invoice check box

Select save button

MM Module Purchase order | Goods receipt

| Invoice verification9999 FI Module Document date :Party bill date 01.10.2008 Posting date 31.10.2008 07.11.2008 Reference vendor no. party bill no.

1234 1234

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| | Save save

Doc no.100001 System gives a wrong message no.100001 is posted to the party with the same amount. Do you want to post once again. Provided we select check double invoice check box (If MM module is not implemented and same bill two times entry) Document types and no. ranges (OBA7) Select type KR Vendor invoice Select details button

Number range 19 (Note down the no.range)

Select number range information button

Give the company code : VMH

Select change intervals button

Select interval button

No.range : 19

Year : 2008

From no. : 100001

To no. : 200000

Enter and save

Ignore the warning message press enter

Select back arrow 3 times

Select type -KZ vendor payment

Select d etails button

No. range 15 (note down the no.range)

Select no.range information button

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Give the company code : VMH

Select change intervals button

Select interval button

No.range year From no. To no.

15 2008 200001 300000

Enter and save

Ignore the warning message press enter

Select back arrow 3 times

Select type – KA vendor document

Select details button

No.range 17

Select no.range information button

Company code : VMH

Select change interval button

Select interval button

No.range :17

Year :2008

Form no. :300001

To no. :400000

Enter and save

Ignore the message press enter

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HOUSE BANK WE HAVE TO SPECIFY Bank branch name Bank Address Contact person Telephone no. Steps:

1) Creation of GL Master SBI current account Under Current assets , Loans & Advances

2) Define House bank 3) Creation of check lots check from no., check to no.

* In SAP check mean cheque

1. Define house banks

Path: SPRO-Financial accounting –Bank accounting-Bank accounts –Define house banks ( fi 12 )FI 12

Give the company code : VMH

Press enter

Select new entries button

House bank : SBI

Bank country : IN

Bank key : VMH1 (text field)

Select save button

Bank name : State Bank of India

Street : Bank Street

City : Hyderabad

Bank branch : Main branch

Press enter

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Press enter to save in your request

Double click on bank account folder

Select new entries button

Account ID : SBI1

Description : SBI current A/c no.1

Bank account no. : VMH1234

Currency : INR

G/L Account no. : 200105 SBI current a/c

Select save button

2. Creation of check lots:

Path :Accounting –Financial accounting-Accounts Payable –Periodic Processing -payments (F110) From the menu select Environment check Information Number ranges (FCHI) Paying company code : VMH

House bank : SBI

Account ID : SBI1

Select change button (Shift +F5)

Select create button

Lot no. : 1

Check no : 500001

To no. : 500100

Select –Non sequential check box

Short information : SBI

Purchase date : Today’s date i.e Check box issue date

Enter and save

Manual payment Automatic payment 1. We can issue any check any time System will issue check one after

another 2. Sequential or Non-sequential Sequential

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Purchase invoice posting Path : Accounting-Financial accounting-Account payable –Document entry-

Invoice general (Transaction code F-43)

Give the document date : Todays date

Type : KR(Vendor)

Company code : VMH

Posting key : 31 (Vendor credit)

Account : 4200001 (Vendor no.)

Press enter

Give the amount : 500000

Business area : VMHH

Text : Purchase invoice posting

Posting key : 40

Account no. : 200120 (Inventory raw material)

Press enter

Amount : *

Business area : VMHH

Text : +

From the menu select document Simulate and save

2. How to view vendor account transactions Path: Accounting –Financial accounting-Account payable-Account –Display change line items (Transaction code is FBL1N)

Give the vendor account :4200001

Company code :VMH

Select open items radio button

Select normal items check box

Select execute button

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3. To view general ledger sundry creditor raw material –Transaction code is (FAGLB03)

Give the GL account no. :100501 Sundry creditor raw material

Company code : VMH

Fiscal year :2008

Business area :VMHH

Select execute button

Double click on cumulate balance amount

To view vendor wise Select change layout button Select assignment field from the hidden fields column Select amount in local currency (under column content) Select left arrow Select copy button 100501 Sundry creditors RM Sort key :012 Vendor number Sort key updates assignment field automatically Outgoing payment with clearing Path :Accounting – Financial accounting-Accounts payable -Document entry–Outgoing payment –Post (F-53)

Give the document date : Todays date

Type :KZ

Company code :VMH

Clearing text :Outgoing payment

Account under bank date :200105 (SBI current account)

Amount :5000

Business area :VMHH

Text :Outgoing payment

Account under open item select :4200001

Account type :K comes by default (K stands for Vendors)

Select process open items button

Double click on payable amount :5000

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Document Simulate

Select save button or Ctrl+s

Go and see the vendor account truncation (Tr.code is FBL1N) Give the vendor account no. :4200001

Company code :VMH

Select cleared item radio button

Select normal items check box

Select execute button

Creation of manual check Path :Accounting –Financial accounting –Accounts payable –Environment –Check information –Create –Manual checks (Tr code FCH5) House bank :SBI Account ID :SBI1 Give the check no. :500025 Select save button Display check resister Upto check information the path is same Display –Check register (Tr code is FCHN) Give the paying company code :VMH select execute button Double click on check no. :500025 Select accompany documents button

Path A/c

Bill no. Amount Payment Payment doc.no. Check 1 5000 5000 200005 500001 2 5000 3 15000 4 5000 5000 200001 500025 payment history 5 5000 5000 200010 500005 Assignment of check no.to payment no.payment doc no.is cleared will be number

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Check encashment date updating: Based on bank statement we update check encashment date. Advantage 1

1. We know on which date the check is encased by the party 2. Bank reconciliation is easier 3. upto check information the path is same change –Additional info/Cash

(Tr code is FCH6)

paying company code :VMH House bank :SBI Account ID :SBI1 Check no. :500025 Press enter Give the check encashment :20.11.2008 Select save button Go and see check register FCHN give the paying company code :VMH select execute button Sort date wise –FI the encashment date is bank or offer 30.11.2008 Checks issued but not presented. Unissued checks cancellation Some time while writing check we commit mistake before issuing to party – we cancel check Up to check information the path is same void –unused checks (Tr code is FCH3) Give the paying company code :VMH House bank :SBI Account id :SBI1 Check no.from :500001 Void reason code :Select 06 destroyed select void button (Shift+F5) Go and see the check register (FCHN) Give the paying company code :VMH

Select execute button

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Once the check lot is over all check keep the cursor and cheque no.from to select

sort in ascending order button (Ctrl +F5)

If any number is missing between the check is misused.

How to create void reason code Path :SPRO-Financial accounting –Accounts receivable and accounts payable-Business truncations-Outgoing payments –Automatic outgoing payments-Payment media –check management –Define void reason codes (Tr code is FCHV) Select new entries button Reason :15 Void reason code :Stop payment for VMH Select save button or Ctrl+s Press enter to save in your request How to delete encashment date data: 500019 we have to give encashment date 20.11.2008 for 500019.by mistake we

have given for 500020 500025 20.11.2008 to delete encashment date 500021 500022 Path :up to check information the path is same – Delete –Reset data (Tr.code is FCHG) Give the paying company code :VMH House bank :SBI Account id :SBI1 Check number :500025 Select reset cashing data radio button Select execute button Select yes button for the message to reset data Go and see the check register (FCHN) Give the paying company code :VMH Select execute button

Issued check cancellation System will not permit to cancel encashed checks. Vendor account a) Invoice posting (F-43) a) 01 (open items) b) Outgoing payment with clearing (F-53) b) Bank 5000 Dr a)5000 Cr c) Manual check creation (FCH5) CI (Clearing items)

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A) 5000 Cr B) 5000 Dr d)Display check register (FCHN) e) Issued check cancellation 1) Reset cleared items –Delinking bill amount and payment amount Vendor Account 01 B) Bank 5000 Dr A) 5000 Cr 2) Reverse payment Vendor account 01

A) 5000 Cr Cancel check Path :upto check information the path is same –Void-Cancel payment (Tr.Code is FCH8) Paying company code :VMH

House bank :SBI

Account ID :SBI1

Check number :select 500025

Void reason code :15 (stop payment for VMH)

Reversal reason :select 01(reversal in current period)

Select cancel payment button

Go and seethe vendor account FBL1N Give the vendor account no. :4200001 Company code :VMH Select open items radio button Select normal items check box Select execute button Go and see the check register FCHN Give the paying company code :VMH Select execute button

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Advance payments to vendors (down payments to vendors)

Sundry creditors Purchase Advance Advance to vendors (current liabilities) (current assets) Payment purchase There are 3 scenarios

1) Advance amount bill amount same 2) Advance amount bill amount loss 3) Advance amount bill amount more

1) Advance amount bill amount same

Link between sundry creditors and advance to vendors: Path :SPRO-Financial accounting-Accounts receivables and accounts payables – Business transactions-Down payment made-Define alternative reconciliation account for down payments (Tr code is OBYR) Double click on A or down payment on current assets

Give the chart of accounts :VMH

Enter

Reconciliation account :100501

Special GL account :200150

Select save button or Ctrl+s

Press enter to save in your request

Advance payment posting: Path :Accounting –Financial accounting –Account payable –Document entry-down payment –Down payment (F-48) Document date :Todays date

Type :KZ

Company code :VMH

Vendor account :4200001

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Special GL indicator :A

Bank account :200105 SBI current account

Business area :VMHH

Amount :25000

Text :Advance payment posting

Press enter

Amount :*

Business area :VMHH

Text :+

From the menu select Document –Simulate and save button

Go and see the vendor account transaction (Tr.code is FBL1N) Give the vendor account no. :4200001 Company code :VMH Select open items radio button Select special GL transaction check box select execute button Purchase invoice posting (F-43) Give the document date :Today’s date

Type :KR

Company code :VMH

Posting key :31

Account no :4200001

Press enter

Amount :25000

Business area :VMHH

Text :purchase invoice posting

Posting key :40

Account no. :200120 inventory raw material

Press enter

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Amount :*

Business area :VMHH

Text :+

From the menu select document –simulate and save

Go and see the vendor account (Truncation code FBL1N) Give the vendor account no. :4200001

Company code :VMH

Select open item radio button

Select normal items check box

Select execute

Select back arrow

Select special GL truncation check box along with normal items

Select execute

Transfer of advance from special GL to normal by clearing special GL items Path :Accounting –Financial accounting-Accounts payable-Document entry-Down payment –Clearing (F-54) Give the document date :Today’s date

Document type :KA

Company code :VMH

Vendor account :4200001

Text :Advance transfer to normal

Select process down payments button

Transfer posting :25000

Select save button

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Go and see the vendor account transactions FBL1N Give the vendor account no. :4200001

Company code :VMH

Select clearing items radio button

Select special GL transaction check box

Select execute button

Select back arrow

Select open items radio button

Select normal items check box

Select execute button

Clearing of normal items: Path: Accounting –Financial accounting –Accounts payable –Account –Clear (F-44) Give the account no. :4200001 Company code :VMH Select process open items button Double click on credit 25000 Double click on debit 25000 Select save button Go and see the vendor accounts (Transaction code .FBL1N) Give the vendor account no. :4200001 Company code :VMH Select cleared items radio button Select normal items check box Select execute button 2nd Scenario Advance more bill less Advance 200000 Bill amount 50000

A) Advance payment posting (F-48) B) Purchase in voice posting (F-43)

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C) Transfer of advance of Rs.500000 from special GL to normal (F-54) Vendor A/c normal items D C 50000 B 50000 Special GL items A 200000 C 50000 D) Clearing of normal items (F-44) Final result Vendor special GL shows a balance of Rs.1500000 – Advance to vendors To be cleared against future bills. 3rd Scenario Advance bill more Advance 9000 Bill amount 90000 Vendor A/c

normal items A) Advance payment posting (F-48) B) Purchase invoice posting (F-43) C 9000 B 90000 C) Transfer of advance from special GL to normal

by clearing Special GL Items

Special GL (F-54) A 9000 C 9000 D) While making balance payment Of Rs.81000 double click on bill Amount 900000 and payment amount Rs.9000. All the 3 line items will go to Clearing items (f-53) TERMS OF PAYMENT

01 Payable immediately - Due net Path: SPRO-Financial accounting –Accounts receivable and accounts payable –Business transactions-Incoming invoices / Credit memos – Maintain terms of payment Select new entries button Payment terms :VMH1 Select customer check box Select vendor check box

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Default for base line date No default :No.of purchases during the month base line date at

the time of Invoice posting –Blank For all purchases during the month give month end

date. Document date :Party bill date Posting date :Goods receipt date Entry date :Quality approval date Payment terms :If the payment is made within 10 days -3% cash

discount If the payment is made within 20 days -2% ash

discount payable within 30 days Under default for baseline date: Select posting date radio button Percentage No.of days Term 1 3 10 Term2 2 20 Term3 - 30 Press enter Select save button or Ctrl+s Press enter to save in your request Cash Discount Received Trade discounts are to be adjusted to purchases where as cash discounts are to be shown under other income. Assignment of account for automatic postings: Path :SPRO-Financial accounting-Accounts receivable and Accounts payable-Business transactions-Outgoing payments-Outgoing payments global settings –Define accounts for cash discount taken. (Tr Code is OBXU) Give the Chart of Accounts :VMH Press enter Select save button Give the account no.300101 cash discount received Press enter Press enter to save in your request

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Purchase invoice posting (F-43) Document date :25.10.2008

Posting date :01.11.2008

Entry date :Today’s date

Type :KR

Company code :VMH

Currency :INR

Posting key :31

Account :4200001

Press enter

Amount :100000

Payment terms :Select VMH1

Text :Purchase invoice posting

Press enter

Ignore the warning message press enter

Posting key :40

Account no. :200120 Inventory raw material

Press enter

Amount :*

Business area :VMHH

Text :+

From the menu select document –Simulate and Save

Go and see the vendor account (Transaction code is FBL1N): Vendor account :4200001

Company code :VMH

Select open item radio button

Select normal items check box

Select execute button

Form the menu select change layout button

Form the hidden fields column

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Select current cash discount amount

Select amount in document currency under column-contain

Select left arrow or show selected fields button

Select copy button

Outgoing payment with clearing (F-53) Document date :Today’s date

Type :KZ

Company code :VMH

Clearing text :Outgoing payment

Account under bank data :200105 SBI current account

Business area :VMHH

Amount :97000

Text :outgoing payment

Account :Under open item selection 4200001

Select process open items button

Ignore the message press enter

Double click on payable amount :100000

From the menu select document Simulate

We get a message correct the marked line items.

Double click on blue font

Text enter :+

Select save button

To post entries for 1st of april 2013 to carry forward vendor balances to next year as opening balances PATH → financial accounting → account payable → periodic processing → closing → carry forward → balance carry forward (f.07) Company code : VMH Corry forward to fiscal year :2013 Select select vendor check box De select customer check box

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Select detail log check box Select execute button To carry forward gl balances Path → accounting → financial accounting → general ledger → periodic processing → closing → carrying forward → balance carry forward (new) (FAGLGVTR) Ledger : 0L Company code : VMH Carry forward to fiscal year : 2013 De select test run check box Select out put line of rest check box Select balance in retain earning account check box Select execute botton Select retained earning accounts button Select back arrow Select balance sheet account button To copy number range intervals for next year PATH → financial accounting → financial accounting global settings → document → document number ranges → copy to fiscal year (OBH2) Ignore the messages press enter Company code : VMH To fiscal year : 2012 (source fiscal year details ) To fiscal year : 2013 ( target fiscal year details ) Select execute button Ignore the messages press enter To open posting periods for fiscal year 2013 (OB52) Select position button Pos.per.variant :VMH Press enter Form period to : 1 Year : 2013 To period : 12 Year : 2013 Select save button Save in your request G/L CUSTOMIZATION FOR VMH

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Automatic payment program (APP)

Setup payment methods for country for payment transactions Path :SPRO –Financial accounting-Account receivable and account payable –Business transactions-Outgoing payments –Automatic outgoing payments -Payment method /Bank selection for payment program-Setup payment method per country for payment transactions Select new entries button

Country :IN

Payment method :B

Description :Check

Select outgoing payments radio button

Select check radio button

Document type for payment :KZ

Clearing document type :KZ

Payment medium program :RFFOUS_C

Name of print date set :LIST1S

Select save button

Press enter to save in your request

Setup payment methods per company code for payment transactions: Same path

Select new entries button

Paying company code :VMH

Payment method :B

Minimum amount :10

Maximum amount :9999999999

Select payment per due day check box

Select from data button

From for the payment medium: F110_PRENUM_CHECK

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Drawer on the form : for MAHESH NAIDU Mills Limited

Authorized signatory

Select save button

Press enter to save in your request

Setup all company codes for payment transactions: Same path Select new entries button Company code :VMH Paying company code :VMH Separate payment per business area check box Outgoing payment with cash discount from : Bank interest rate 1.5% per month 18% per annum Payment term: If we make the payment within 30 days we get -1% cash discount Due within 60 days System will payment 60 days since discount is less than bank interest rate. Within 30 days :Interest for month 1.5 Within 60 days :Interest for month 1.5+1.5 Payment terms: If we make the payment within 30 days we get 2% cash discount. Due with in 60 days System will within 30 days since discount more than bank interest rate. Maximum cash discount: Payment term: If we make the payment within 30 days we get 1% cash discount. Due within 60 days. Though we are not entitled, system claims 1% cash discount and make the balance payment only even if it is paid with 60 days. Special GL transaction to be paid under vendors : Select A (Advances) Select save button Press enter to save in your request Setup paying company codes for payment transactions: Same path Select new entries button

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Paying company code :VMH

Select forms button

From for the payment advise F110_D_AVIS

Select sender details button

Text ID :Select ST (ST stands for Text)

Letter header :F_0001_HEADER

Footer :F_0001_FOOTER

Sender :F_0001_SENDER

Save and Press enter to save in your request

Creation of sequential check lots (FCHI) Paying company code :VMH

House bank :SBI

Account ID :SBI1

Select change button

Select create button

Lot number :2

Check number :800001

To :801000

Deselect non-sequential check box

Short information :SBI

Purchase date :Today’s

Enter and save

Assign payment methods in vendor master: Path :Accounting-Financial accounting –Accounts payable-Master records –Maintain centrally-Change (XK02) Give the vendor no. :4200001 Company code :VMH Select payment transaction check box under company code data Press enter Payment methods :Select ‘B’

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Payment block :If we don’t want to make the payment to this party in this run, select -Skip account

Alternative payee :We have purchased from Birla Chemicals Limtied –BCL has to make the payment to party XYZ –BCL instructs us to make the payment to XYZ-in alternative payee give XYZ no. when we run APP ,check will be in the name of XYZ and party clearing will be BCL

House bank :BCL in having account in ICICI –It instructs us to issue

check from ICICI only – We give house bank ICICI- check we issued only form ICICI.

Individual payment :When we run APP, it will issue one check only for all the

bills due –some parties ask us to issue separate check for each bill.

Select individual payment check box. Separate check will be issued for each bill. Select save button or Ctrl+s END USER AREA Purchase invoice posting (F-43) Document date :Today’s date

Type :KR

Company code :VMH

Posting key :31

Account no. :4200001

Press enter

Give the amount :9999

Business area :VMHH

Text :Purchase invoice posting

Posting key :40

Account no. :200120 Inventory raw material

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Press enter

Amount :*

Business area :VMHH

Text :+

Document –Simulate and save

Setup bank determination: Path :Accounting –Financial accounting –Accounts payable-Periodic processing-Payments (Tr code is FBZP) From the menu select Environment maintain -Configuration Automatic payment program –Customization one –Screen FBZP

Select bank determination button

Select position button

Paying company code :VMH

Press enter

Select VMH

Double click on ranking order folder

Select new entries button

Payment method :B

Currency :INR

Bank order :1

House bank :SBI

Select save button

Press enter to save in your request

Double click on bank accounts folder

Select new entries button

House bank :SBI

Payment method :B

Currency :INR

Account ID :SBI1

Bank sub account :200105 (SBI current account)

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Business area :VMHH

select save button

Double click available amounts folder

Select new entries button

House bank :SBI

Account ID :SBI1

Days :999

Currency :INR

available for outgoing payment :1000000

Select save button

Automatic payment program run (Tr code is F110) Path :Up to periodic processing the path is same- Payments (Tr code is F110) Run date :Today’s date Identification :VMH1 Select parameter tab Company codes :VMH Payment methods :B Though we have given the date, we can run tomorrow it self Payment term :If we make the payment within 10 days we get 2% cash discount (Dues within

30 days) Purchase today :07.11.2008 If we make the payment to day -2% If we make the payment on 14.11.2008 2% System will not issue check today’s – It will issue in the next run since the discount amount is same. It control the cash flows Party bill date :07.11.2008 Payment term :VMH2 30 days credit 07-12-2008 APP run today : It asks next Posting date :14.11.2008 APP run2 :14.11.2008 21.11.2008 Next payable date :14.11.2008 Next posting date :14.11.2008 Vendor from :4200001 Vendor to :4300000 Select save button

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Select bank arrow

Select proposal button (Shift +F1)

Select start immediately check box

Press enter

Go on press enter (Basic Tr code box green tick mark box)

Till we get the message payment Proposal has been created

Select edit the proposal button (Select any proposal button enter (Shift +F4) )

Double click on vendor no.

To block on invoice for payment Double click on document no. :100001

Payment block :Select A (Block for payment )

Press enter

To change bank for second bill

Double click on document no. :100004

Select reallocation button

Payment method :B

House bank :SBI

Account ID :SBI1

Press enter

Select save button

Select bank arrow two times

We get a message payment proposal has been edited

Select payment run button

Press enter

Go on press enter .

It we get the message payment run has been carried out.

To take check printing: Select printout / data medium tab for the program RFFOUS_C

Give the variant :A1

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Select maintain variants button

Select for all selection screen radio button

Select continue button

Program run date :07.11.2008

Identification feature :VMH1

Paying company code :VMH

Payment method :B

Business area :VMHH

House bank :SBI

Account id :SBI1

Check lot no. :2

Select print checks check box

Printer :LP01

Select print immediately check box

Select print payment advice notes check box printer :LP01

Select print immediately check box

Select print payment summary check box

Printer :LP01

Select print immediately check box

No.of sample print outs :0

Select don’t void any checks check box

Select attributes button (F5)

Meaning :SBI check printing date 08.11.2008

Select save button

Select back arrow

Save once again

Select bank arrow

Select print out button

Select start immediately check box

For job name –in place of question of mark –Give variant A1 A1 Company code :VMH Business area :VMHH

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Bank :SBI Account ID :SBI1 Check lot no. :2 Parameters are saved in the variant in place of question mark A1 Press enter Enter once again To view check printing From the menu select system –Services output control

Select execute button

Select spool no.check box for check

Select display contents (F6)

Go and see the vendor Account FB11N Give the vendor account :4200001

Company code :VMH

Select cleared items radio button

Select normal items check box

Select execute button

Double click on document type :KZ

For the amount :9999

Select call up document overview button (F9)

Select display document header button

Press enter

From the menu select Environment check information

Go and see the check register (FCHN) Give the paying company code :VMH Execute

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Credit memo postings Purchase from Birla Chemicals Limited If the material is not good Return the material or reduce the amount (Price) BCL will issue credit note to mail or VMH raises Debit note on BCL Both are same Doc type :KG (Credit memo) KA No.range 17 17 No need to give no.range interval already we have given earlier Path :Accounting- Financial accounting –Accounts payable –Document entry –Credit memo general (F-41) Document date :Today’s date

Type :KG (Vendor credit memo)

Company code :VMH

Posting key :21 Credit memo

Account :4200001

Press enter

Give the amount :1000

Business area :VMHH

Text : Credit memo posting

Posting key :500

Account no. :200120 Inventory raw material

Press enter

Amount :*

Business area :VMHH

Text :+

From the menu select Document –Simulate and save

Note: Cash journal postings – not accept negative balances Normal postings Accept negative postings

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ACCOUNTS RECEIVABLE (A/R) BASIC SETTINGS FOR ACCOUNTS RECEIVABLE: 1.Creation Of Customer Account Groups A)FI Customers Asset Sale/Scrap Sale/RM Sale Reconciliation account field Parties B)SD CUSTOMERS Required Entry field PRODUCT SALE PARTIES 2.Create number ranges for customer accounts 3.Assign number ranges to customer account groups 4.Creation of 2 GL masters A)Sundry Debtors- "Current Assets,Loans&Advances" B)Sales Account Sales 5.Creation Of Customer Master 6. Document Types AndNo.Ranges OBA7 DR Customer Invoice DZ Customer Payment DA Customer Document For Transfers/Reversals 7.Posting Keys 01 Customer Debit 15 Customer Credit We test a scenario where vendor is a customer Party BCL Party BCL Purchase 100000 Sales 100000 Sales 20000 Purchase 20000 -------- ------- Net Payable 80000 Net Receivable 80000 When we Pay/Receive net amount we have to clear vendor transactions and customer transactions at a time

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Note : Create receipt terms (if any cash discount debit - Debit expenses ) Creation of customer account groups Path: SPRO- Financial Accounting- Account Receivables and accounts payables customer accounts – Master data- Preparation for creating customer master data- Define account groups with screen layout (customers) Select new entries button

Account group : VMH1

Name : FI Customers for VMH

Double lick company code data

Double click account management

Reconciliation account make it required entry filed

Select save button

Select create request button

Short description for AR customization for VMH

Press enter

Enter once again to Save in your request

Select next entry button

Account group : VMH2

Name : SD customers for VMH

Double click on company code data

Double click on account management

Reconciliation account make it required entry filed.

Select save button

Create No. range for customer accounts: Path :Upto preparation for creating customer master data the path is same.-Create no. range for customer accounts (Tr.code is XDN1) Select change intervals button

Select interval button

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No. range :23

From no. :6600001

To no. :6700000.

Press enter

Select interval button once again

No.range :24

From no. :6700001

To no. :6800000

Enter and Save

Ignore the warning message press enter

Assign Number ranges to customer account groups: Same path

Select position button

Account group : VMH1

Press enter

For VMH1 Assign no.range :23

For VMH2 Assign no.range :24

Select save button

Press enter to save in your request

Define tolerance group for Customer Path :SPRO-Financial accounting-Account receivable and account payable-Business truncations-incoming payments-manual incoming payments-Define tolerances(Customers) Select new entries button Company code :VMH Tolerance group : Blank Description :Tolerance group for VMH Select save button Press enter save in your request

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Creation of customer master Path: Accounting- Financial accounting –Accounts receivables-Master records-Maintain Centrally-Create (Tr.Code is XD01) Account group :select FI customer for VMH

Company code :VMH

Press enter

Title : : select Company

Name : BIRLA Chemicals Limited

Country : IN for India

Select control data tab

Vendor :4200001

Select company code data button

Ignore the message

Press enter

Reconciliation account :200110 Sundry debtors

Sort key :031 (Customer no.)

Select payment transaction tab

Terms of payment :0001 payable immediately due net

Tolerance group : blank

Select save button

We will get message “customer ( ) has been created for company code ;VMH Document type number ranges (OBA7) Select type Drcustomer invoice

Select details button

No.range :18

Select no.range information button

Company code :VMH

Select change intervals button

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Select intervals button

No.range :18

Year :2008

Form no. :400001

To no. :500000

Enter and save

Ignore the warning message press enter

Select back arrow 3 times

Select type :DZ (Customer payment )

Select details button

No. range :14

Select no.range information button

Company code ::VMH

Select change intervals button

Select interval button

No.range :14

Year :2008

From no. :500001

To no. :600000

Enter and save

Ignore the message press enter

Select back arrow three times

Select type :DA (customer document)

Select details button

No.range :16

Select no.range information button

Company code :VMH

Select change interval button

Select interval button

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No.range :16

Year :2008

Form no. :600001

To no. :700000

Enter and save

Ignore the warning message press enter

ENTER USER AREA Sales invoice posting: Path accounting – Financial accounting –Account receivable- Document entry-Invoice –General (F-22) Give the document date :Today’s date

Type :DR

Company code :VMH

Posting key :01 Invoice (Customer debit) C:Customer D: Debit

Account : select 6600001

Press enter

Give the amount :500000

Business area : VMHH

Text : Sales Invoice posting

Posting key :50

Account :300000 (sales account)

Press enter

Account :*

Business area :VMHH

Text :+

From the menu select document Simulate and save

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2.How To View Customer Account Transactions- Path :Accunting – Financial accounting – Accounts receivable- Account-Display / Change line items (Tr.code is FBL5N) Give the customer account no. :6600001

Company code :VMH

Select open items radio button

Select normal items check box

Select execute button

Select back arrow

To view vendor and customer transactions together Select vendor items check box along with normal items Select execute button 3.Incoming payment and clear vendor and customertransactions together Step A)Document type DZ should allow vendor transactions Document types and no. Ranges-OBA7 Select doc type: DZ Select doc type: kz Select details button Select details button Below no.Range- Below no. Range- Account type: Account type: A Assets A assets D Customers selected D customers to select K Vendors to select K vendors selected M Materials M materials S GL accounts selected S GL accounts selected Normal receipt entry: Normal payment entry: Bank A/c DR GL vendor a/c DR Vendor To customer customer To Bank GL

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use the Tr.code OBA7 Select document type : DZ (customer payment ) select details button select vendor check box select save button Incoming Payment : Path :Accounting – Financial accounting – Accounts receivable- Document entry- Incoming payments – (Tr.Codes is F-28) Give the document date : Today’s date

Type : DZ Customer payment

Company code : VMH

Clearing text : Incoming payment

Account under bank data : 200105 (SBI current account)

Business area : VMHH

Amount : 496000

Text : Incoming payment

Account under open item selection : Select 6600001

Account type : D comes by default (D stands for

customers)

Select other accounts check box

Select process open item button

Select standard open items check box

Account type : Select K (Vendors)

Company code :VMH

Account :4200001

Select continue button

Double click on all open items

Document Simulate and save

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Go And See The Customer Account Transactions (Tr.code is FBL5N)

Give the customer account no. :6600001

Company code :VMH

Select cleared items radio button

Select normal items check box

Select vendor items check box

Select execute button

Advance Receipts From Customers (Down Payment Receipts From Customers) Sundry Sale Advance Advance from Debtors Customers (Current (Current Liabilities) Asset) Receipt Sale

1. Creation Of GL Master-Advance From Customers- under Current Liabilities & Provisions (FS00)

2. Link between Sundry Debtors and advance from Customers

A (Advance) Special GL Indicator

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/\ Sundry debtors Advance from customers

(Reconciliation Account) (Alternative reconciliation account or special GL account) 3.Advance Receipt Posting 4. Sales invoice posting 5. Transfer of advance from special GL to normal by clearing special GL items 6. Clearing of normal items a)Customer account two parts b) Special GL items

1. Link between Sundry Debtors and advance from Customers

Path :SPRO-Financial accounting-Accounts receivable and accounts payable-Business transactions-Down payment received –Define reconciliation accounts for customer down payments(OBXR)

Double click on special GL indicator A

Give a your chart of accounts :VMH

Press enter

Reconciliation account :200110

Special GL account :100502

Select save button or Ctrl+s

Press enter to save in your request

END USER AREA Advance receipt posting: Path :Accounting- Financial accounting –Accounts receivable-Document entry-Down payment –Down payment (Tr.code is F-29) Give the document date :Today’s date

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Type :DZ

Company code :VMH

Customer account :6600001

Special G/L indicator :A

Bank account :200105 SBI current account

Business area :VMHH

Amount :12000

Text :Advance receipt posting

Press enter

Amount :*

Business area :VMHH

Text :+

From the menu select –Document –Simulate and save

Go and see the customer account transaction (FBL5N) Give the customer account no. :6600001

Company code :VMH

Select open items radio button

Select special GL transactions check box

Select execute button

Sales (customer) invoice posting ( Tr code is F-22) Give the document date :Today’s date

Type :DR customer invoice

Company code :VMH

Posting key :01

Account :6600001

Press enter

Amount :12000

Business area :VMHH

Text :Sales invoice posting

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Posting key :50

Account no. :300000 Sales A/c

Press enter

Amount enter :*

Business area :VMHH

Text :+

Form the menu select document –Simulate and save

Go and see the customer account transaction (FBL5N) Give the customer account no. :6600001

Company code :VMH

Select open items radio button

Select normal items check box

Select execute button

Select back arrow

Select special G/L transactions check box■ along with normal items check box ■

Select execute button

Transfer of advance from special GL to normal by clearing special GL items: Path :Accounting-Financial accounting –Accounts receivable-Document entry-

Down payment clearing (F-39) Give the document date :Today’s date

Type :DA

Company code :VMH

Customer account :6600001

Text :Advance receipt clearing

Select process down payment button

Transfer posting :12000

Select save button

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Go and see the customer account transactions (FBL5N) Give the customer account no. :6600001

Company code :VMH

Select cleared items radio button

Select special GL transactions check box

Select execute button

Select bank arrow

Select open items radio button

Select normal items check box

Select execute button

Clearing of normal items: Path :Accounting- Financial accounting –Accounts receivable –Account –Clear

(F-32) Give the account no. :6600001

Company code :VMH

Select process open item button

Double click on debit :12000

Double click on credit :12000

Select save button

Go and see the customer account transactions FBL5N Give the customer account no. :6600001 Company code :VMH Select cleared items radio button Select normal items check box Select execute button

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BILL DISCOUNTING Bill discounted with bank Creation of 2 GL masters Sundry debtors (Bill exchange under current assets, loans & advances. SBI bill discounting Secured loans Fund based limits and non-fund base limits First change on current asset and second change on fixed assets. Link between sundry debtors and sundry debtors bill of exchange Path:SPRO-Financial account-Bank account –Business transactions-Bill of exchange transactions-Bill of Exchange receivable-Post bill of change receivable-Define alternative reconcile –Actual for Bills/Exchange receivable (Tr code is OBYN) Double click on special GL indicator :W (Bill of Exchange receivable)

Give the chart of accounts :VMH

Press enter

Reconciliation account :200110

Special GL account :200111 Sundry debtors (Bill of exchange)

Select save button

Press enter to save in your request

Link for Bank current account, Sundry debtors Account and bank bill discounting account Path: up to the bill of exchange receivable at bank-Define bank sub accounts(Tr code is OBYK) Select new entries button

Chart of accounts :VMH

Bank account :200105 SBI current account

Usage select discounting special GL indicator :W

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Customer reconciliation account :200110(sundry debtors)

Bank sub account for liability :100302 (SBI bill discount)

Select save button

Press enter to save in your request

END USER AREA Sales invoice posting (F-22) Give the document date :Today’s date

Type :DR

Company code :VMH

Select posting key :01

Account no. :6600001

Press enter

Amount :100000

Business area :VMHH

Payment terms :Select NT 30 Net 30 (30 days credit)

Text :sales invoice posting

Posting key :50

Account :300000 Sales account

Press enter

Ignore the warning message press enter

Amount :*

Business area :VMHH

Text :+

From the menu select document –Simulate and save

Bill of exchange payment: Path :Accounting –Financial accounting- Accounts receivable –Document entry-Bill of exchange –Payment (F-36) Give the document date :Today’s date

Type :DZ

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Company code :VMH

Posting key :09 Customer special debit

Account no. :6600001

Special GL indictor :W

Press enter

Amount :100000

Business area :VMHH

Text :Bill of exchange payment

Due on :14.12.2008 (30 days due date)

Placement usage :select discounting

Domicile :SBI

Control bank location :Main Branch, HYD

select choose open item button

Select process open item button

Double click on receivable :100000

From the menu select document –Simulate and save

Note the document no.500003

Bill of exchange discounting: Path :Accounting –Financial accounting- Accounts receivable- Document entry –Bill of exchange –Discounting (F-33) Give the document date :Today’s date

Type :DA

Company code :VMH

Bank account :200105 (SBI current account)

Business area :VMHH

Amount :95000

Text :SBI bill discounting

Posting key :40

Account no. :400400 Interest account

Press enter

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Amount :500000

Business area :VMHH

Text :+

Press select bill of exchange button

Doc no. :500003

Document –Simulate and save

Report to view customer wise bill wise, document wise and bank wise outstanding: Path :Accounting –Financial accounting-Accounts receivable-Periodic processing –Bill of exclude processing –Korea-Bill of exchange management (Tr codes S_ALR_87012213) Give the chart of accounts :VMH

GL account :200111 Bill of exchange

Company code :VMH

Special GL indicator :W

Usage :select D (Discounting)

Select discounted /Collected radio button

Select executer button

Select current layout button

Keep the fields due date, document no, customer received form, document data-

Domicile.

Amount in local currency

Select copy button

Reverse contingent liability : Path :Accounting-Financial accounting –Accounts receivable-Document entry- Bill of exchange –Reverse contingent liability (F-20) Give the document date& Posting date :13.12.2008 Type :DA Company code :VMH GL account :200111 (Sundry debtors bill of exchange) Usage :Select discounting

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Due by :31.12.2008 Customer :6600001 Select edit line items button Ignore the all warning message and press enter Select drop down button for command column + Set items to active ++ Set items is blocks to active - Set items to inactive - Set items in blocks to inactive Customer made payment for 2,3 and 4 bills. Bill No or or

– 2 + ++ 3 + 4 + ++ 5 - Customer made payment for 1 and 5 bills Bill no. or or 1 + 2 - - 3 - 4 - - 5 + Command filed select + Select save button From the menu select document –Display If bill is dishonored: Contingent liability becomes actual liability base step E reverse contingent liability additional entry to be passed. Customer account Dr To SBI current account (Sundry debtors)

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Dunning (Reminder) If the customer does not make the payment as per terms of payment system will issue dunning letters. We are not programmers we use system given dunning letter formats. Dunning area: Company code as a whole /Regional wise / location wise Only to his area customers. Here we create each session as one dunning area . Small companies –one marketing head for all the regions. Company code will be the dunning area. (Cash credit : Loan from bank and after sales we discharge the liability export sales order , packing credit loan from bank , bill discounting after sale) Dunning levels type of letters Maximum :9 levels We are using :4 levels Dunning intervals (Frequency) :10 days Grace period :3 days Dunning charges: For sending the letter we can collect dunning charges form the customer. It can be level based / amount Based It can be fixed percentage amount It will be shown only in the letter It will not be posted the accounts Define dunning areas: Path :SPRO-Financial accounting-Accounts receivable and account payable-Business transactions –Dunning –Basic settings for dunning –Define dunning areas. Select new entries button

Company code :VMH

Area :Blank

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Text :Dunning area to VMH

Select save button

Ignore the warning message press enter

Press enter to save in your request

Define dunning procedures: Path :Up to dunning the path is same –Dunning procedures-Define procedures (Tr code is FBMP) Select new procedure button

Dunning procedure :VMH

Name :Dunning procedure for VMH

Dunning interval in days:10

No.of dunning levels :4

Line item grace periods :3 days

Interest indicator :Select 01 standard item interest calculation

Select standard transactions dunning check box

Ignore the warning message press enter

Dunning texts button

Company code :VMH

Select customer radio button

Press enter

Select new company code button

Give the company code :VMH

Press enter

For company code :VMH select separate notice per dunning level check box

Select back arrow two times

Select Yes button for the message to save date

Press enter to save in your request

Select dunning levels button

Select always dun check box for all the four levels

Select charges button (F6)

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Give the currency :INR

Press enter

Company code :VMH

Select customer radio button

Press enter

Open one more session with transaction code :FBMP Double click on procedure 0001

Select dunning text button

Give the company code :0001

Select customer radio button

Press enter

Come to the first session

Dunning level 1

From F150-Dunn -01

Dunning level 2

Select pagedown button (right side)

Dunning level 3

Form F150_dunn_02

Dunning level 4th

Form F150_dunn_02

Now select charges button

Give the currency :INR

Press enter

Select back arrow

Select save button

Ignore the warning message press enter

Press enter to save in your request

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Assign dunning procedure in customer master: Path :Accounting-Financial accounting-Accounts receivable –Master records-Maintain centrally-Change (Tr code is XD02) Give the customer account no. :660001

Company code :VMH

Press enter

Select company code date button

Select correspondence tab

Dunning procedure :select VMH

Select save button

END USER AREA Sale invoice posting (F-22) Give the document date & posting date :10.11.2008

Type :DR

Company code :VMH

Posting key :01

Account :6600001

Press enter

Amount :1111

Business area :VMHH

Text :Sales invoice posting

Posting key :50

Account no. :300000 Sales account

Press enter

Amount :*

Business area :VMHH

Text :+

From the menu Select Document –Simulate and save

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Dunning run Path: Accounting –Financial accounting-Accounts receivable Periodic processing-Dunning-(Tr code F150) Run on :Today’s date

Identification :VMH1

Select parameter tab

Dunning date :Todays date

Documents posted up to :Today date

Company code :VMH

Customer :6700000

Select save button

Select back arrow

Select schedule button

Select start immediately check box

Output devise :LP01

Select schedule button

Go on press enter till we get the message ‘ Dun selection is complted’

Select dunning print out button

Output device :LP01

Select continuous button

Select print button

Go on press enter till we get the message dunning print out is completed

Select dunning history button

Give your company code :VMH

Select Execute buttn (F8)

Keep the cursor on 1111

Select display dunning notice button

Keep the cursor on the document no.

Select print preview button

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Go and see the customer master (XD02) Customer :6600001 Company code :VMH Press enter Its updates automatically Last dunned date :17.11.2008 and dunning level.

SALES TAX

VAT means valued added tax or LST Local Sales Tax CST mans Central Sales Tax

Purchase Sales (Output tax) Input tax

1 2 3 4 Local outside Local Outside purchases state Sales State sales

VAT/CST CST purchase VAT /L CST sales Purchase

Basic 100 100 200 200 Excise 8% 8 8 20 20 VAT 4% 4.32(B+E) 2.16(CST2%) 27.50(VAT12.5%) 4.4(CST2%) --------- -------- --------- --------- Bill amount 112.32 110.16 247.50 224.40 ====== ===== ===== ====== Payment to sales Department 1. Local sales –Local purchases 27.50-4.32=23.18 2. Local sales –CST purchases 27.50=27.50 3. CST sales –Local purchases 4.4-4.32=0.08 4. CST sales –CST purchases=4.4=4.4 At the time of local purchases, tax paid on purchases, can be adjusted –to tax payable at the time of sales. (Local sales /CST sales)

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At the time of CST purchase, tax paid on purchases can not be adjusted –to add to inventory. Excises rates are based on products Excise rates are given central excise tariff, in central excise tariff we have 8 digits chapter ID. 52000000 Textiles 8% Central excise will be covered in the end. We are testing now without excise duty. Customization of sales tax 1. Define tax procedure

Path :SPRO-Financial accounting –Financial accounting global settings-Tax on sales /purchases-Basic settings-Check calculation procedure.

Double click on define procedures

Select new entries button

Procedure :H Tax

Description :Sales tax India

Select save button

Press enter to save in your request

Select H Tax

Double click control data folder

Select new entries data folder

Select new entries button

Step Co C Type Description From To Account key

10 0 Select BASB Base amount

20 0 MWVS Input tax 10 10 Select VST -Input tax

30 0 MWAS Output tax 10 10 MWS output tax

Select save button

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Assign country to calculation procedure Up to basic settings the path is same Assign country to calculation procedure Select position button

Give the country :IN for India

Select save button

For country IN assign procedure H tax

Select save button

Press enter to save in your request

Define tax codes for sales and purchases Up to tax on sales of purchases the path is same-Calculation –Define-Tax codes for sales and purchases. (Tr.code is FTXP) Give the country :IN for India

Press enter

Give the tax code :Vo

Press enter

Description :0% input tax

Tax type :Select V input tax

Press enter

Input tax, tax percent rate : 0

Keep the cursor on ouput tax, tax percent rate

Select deactivate line (F5) button

Select save button

Tax code :V1

Press enter

Description :4% input tax

Tax type :select V input tax

Press enter

Input tax, tax % rate 4

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Keep the cursor out put tax, tax percent rate

Select deactivate line button

Select save button

Tax code :A0

Press enter

Description :0% output tax

Tax type :select A output tax

Press enter

Output tax, tax percent rate 0

Keep the cursor our input tax, tax percent rate

Select deactivate line button

Select save button

Tax code :A1

Press enter

Description :12.5% output tax

Tax type :Select A out put tax

Press enter

Output tax, tax percent rate 12.5%

Keep the cursor on input tax, tax percent rate

Select deactivate line button

Select save button

Assign tax codes for non-taxable transactions Path :Up to tax on sales/purchases the path is same Posting-Assign tax codes for non-taxable transactions (Tr code is OBCL) Select position button Give your company code :VMH Enter For VMH select input tax V0 Out put tax Vo Select save button Press enter save in your request

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Assignment of accounts for automatic postings: Path :SPRO-Financial accounting –Financial accounting global settings-Tax on sales/purchases-posting-Define tax accounts (OB40) Double click on transactions VST (input tax)

Give the Chart of Accounts :VMH

Press enter

Select save button or Ctrl+s

Give the account :200155 VAT receivable

Select save button

Press enter to save in your request

Select back arrow

Double click on transactions MWS(output tax)

Select save button

Give the account no.100505 VAT table

Select save button

Press enter to save in your request

In line environment FI consultant’s job: Customization Creation of Tax procedure Creation of tax codes Creation of GL accounts Assignment of GL accounts MM module: Purchase order material no.RM1 Purchase order vendor 1234 Purchase order Qty 1 Kg Purchase order Rate 100 Purchase order tax code V1 (4% input tax) Goods receipt Tax procedure: Base amount 100 (1* 100) inventory Account Input tax on base amount 4 VST -200155 VAT receivable (V1-4% ) ----- Vendor credit 104 === SD module: Sales order Customer no. 9876 Material FG1

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Qty 1Kg Rate 200 Tax code A1 (12.5%) output tax Tax procedure Base amount 200 sales account Output tax on base amount 25 MWS -100505 VAT payable At 12.5% ----- Customer debit 225 === In FI for sales: Customer account Dr 225 To sales 200 To VAT payable 25 Select save button Sales invoice posting Tr code is F-22 Give the document date :Today’s date

Company code :VMH

Posting key :01 customer debit

Account :6600001

Press enter

Give the amount :225

Select calculate tax check box

Text :Tax sales invoice posting

Posting key :50

Account no. :300000 (Sales a/c)

Press enter

Amount :*

Tax code :Select A1

Business area :VMHH

Text :+

From the menu select Document- Simulate

Double click on VAT payable line item

Business area :VMHH

Text :+

Select save button

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ASSET ACCOUNTING

Bad debits: 1. Creation of GL Master :Provision for bad debts reconciliation A/c No.200112 2. Link between sundry debtors and provision for bad debts :OBXY

3. Sales invoice posting F-22 4. Transfer from customer normal to customer special GL

E F-30

Customer special GL E ER Dr Provision for bad debt To customer with clearing Sundry debtors

5. After 3 years bad debtors Dr F-30 To Customer special GL Provision for bad debt Asset accounting: This is sub ledger (subsidiary ledger) Chart of Depreciation Asset accounting customization will be done for Chart of Depreciation will be assigned to company code/codes. We have to copy either Germany chart of depreciation or Indian Chart of Depreciation. Depreciation areas: Book depreciation (Postings to accounts) Income tax depreciation | Group depreciation | Only for information Costing depreciation | Depreciation methods; Straight Line Method depreciation method (SLM) Written down value depreciation method (WDV) Depreciation keys Rate +Method ….5% SLM Rate 5% WDV Rate Transaction types 100 External acquisition

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110 In-house production \ 210 Retirement with revenue Asset debit The debit can be use of External acquisition (Outside purchase) /In house production/Inter unit transfer/Inter company purchase. With transaction type we will come to know because of what it is debited. Posting keys: 70 Asset Debit 75 Asset Credit Asset accounting is based on 4 rules: 1. Sub asset master is to be created with reference to main asset master. 2. Main asset master is to be created with reference to asset class 3. Account determination is specified in asset class 4. For account determination we assign GL accounts based on the nature of transaction. Additions to specific mechanical will be created as sub asset masters. Main asset will be have always sub number zero. Crate machine no.1 Master 1-0 Motor to machine no.1 1-1 Addition to machine no.1 1-2 If we give 1-0 it gives main asset value If we give 1-1 it gives motor value If we give 1 it gives machines 1 with additions Why we call Land /Buildings etc. as account determinations. These items will determine the GL accounts to be posted automatically. Motor purchase: . Motor A/c Dr SL 500000 Transaction type :100 2000000 P & M 500000 GL To Bank GL 500000 Select save button

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CUSTOMIZATION Copy reference Chat of Depreciation /Depreciation Area: Path :SPRO-Financial accounting-Asset Accounting –Organizational structures –Copy reference Chart of Depreciation /Depreciation area (Tr code is EC08) Double click on copy reference Chart of Depreciation

From the menu select organizational object

Copy org. object (F6)

From Chart of Depreciation : Select ODE

(Maximum valuation: Germany)

To chart of Depreciation : VMH

Press enter

Ignore the message press enter

Select create request button

Short depreciation : Asset customization for VMH

Press enter

Press enter once again to save in your request

We get a message chart of depreciation ODE copy to VMH

Press enter

Select back arrow

Double click on specify depreciation of Chart of Depreciation

Select position button

Chart of Depreciation : VMH

Press enter

Change the description to Chart of Depreciation for VMH

Press enter to save in your request

Select back arrow

Double click copy /delete depreciation areas

Give the Chart of Depreciation : VMH

Press enter

Select areas 3,10,15,20,31,32,41 &51

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From the menu select Edit Delete

Select save button

Ignore the warning message press enter

Press enter to save in your request

Assign Chart of Depreciation to Company code Path :Up to organization structure the path is same –Assign Chart of Depreciation to company code (Tr code is OAOB) Select position button

Give the company code : VMH

Press enter

For company code VMH Chart of Depreciation VMH

Select save button

Press enter to save in your request

Specify account determination Path :Up to the organizational structure the path is same –Asset Class-Specify account determination Select new entries button Account determination

Description

VMH10000 Land VMH11000 Building VMH20000 Plant & Machinery VMH30000 Furniture & Fixtures VMH31000 Vehicles VMH40000 Capital work in progress Select save button Press enter to save in your request

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Create screen layout rule Same path Select screen layout 1000

Select screen layout 1100

Select screen layout 2000

Select screen layout 2100

Select screen layout 2500

Select screen layout 3000

Select copy as button

Change screen layout 1000 to VMH1

Name :Land

Change screen layout 1100 to VMH2

Name : Buildings

Change screen layout 2000 to VMH3

Name : Plant & Machinery

Change screen layout 2100 to VMH4

Name : Furniture & Fixtures

Change screen layout 2500 to VMH5

Name : Vehicle

Change the screen layout 2600 to VMH6

Name : Capital work in progress

Press enter and select save button

Press enter to save in your request

Define number range intervals Path: Same path (Tr code is AS08) Company code :VMH

Select change intervals button

Select interval button

Number range : 01

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From number : 100000

Press enter

Select interval button once again

No.range : 02

From no. : 100001

To no. : 200000

Press enter

Select interval button

No.range : 03

From no. : 200001

To no. : 300000

Press enter

Select interval button

No.range : 04

From no. : 300001

To no. : 400000

Press enter

Select interval button

No.range : 05

From no. : 400001

To no. : 500000

Press enter

Select interval button

No.rage : 06

From no. : 500001

To no. : 600000

Press enter

Slect save button

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Define asset classes: Path :Same path (Tr code is OAOA) Select new entries button

Asset class : VMH1000

Description : Free hold land

Short text also : Free hold land

Account determination : select VMH10000 Land

Screen layout rule : select VMH1 Land

No.rage : 01

Select included asset under inventory data

Select no.AUC or Summary Management of AUC

Select save button

Press enter to save in your request

Note: AUC stands for Asset Under Construction

Select next entry button (F8)

Asset class : VMH1100

Description : Factory Buildings

Short text : Factory Buildings

Account determination : select VMH11000 Buildings

Screen layout rule : VMH2

Number rage : 02

Select include asset under inventory data check box

Select no.AUC or Summary Management of AUC

Select save button

Select next entry button (F8)

Asset class : VMH2000

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Description : Dept A

Short text : Dept A

Account determination : select VMH20000 P & M

Screen layout rule : VMH3

Number rage : 03

Select include asset under inventory data check box

Select no.AUC or Summary Management of AUC

Select save button

Select next entry button (F8)

Asset class : VMH3000

Description : Furniture & Fixtures

Short text : Furniture & Fixtures

Account determination : select VMH30000 Furniture & Fixtures

Screen layout rule : VMH4

Number rage : 04

Select include asset under inventory data check box

Select no.AUC or Summary Management of AUC

Select save button

Select next entry button (F8)

Asset class :VMH3100

Description : Vehicles and others

Short text : Vehicles and others

Account determination :select VMH31000 Vehicles and others

Screen layout rule :VMH5

Number rage :05

Select include asset under inventory data check box

Select no.AUC or Summary Management of AUC

Select save button

Select next entry button (F8)

Asset class : VMH4000

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Description : Capital Work in Progress -General

Short text : Capital Work in Progress -General

Account determination : select VMH40000 CWIP-General

Screen layout rule : VMH6

Number rage : 06

Select include asset under inventory data check box

Select line item settlement radio button

Select save button

Select include asset under inventory data check box: Inventory means fixed inventory, whatever assets we create they will be included in fixed assets inventory. As per companies auditors report order (CARO) – the auditor will state whether fixed assets have been physically verified by management or not. Incase of big companies physical verification in a phased manner

When we create an asset master – There is a field called last verification date Asset nos Last verification date

1 31.03.2008 2 31.03.2007 3 31.03.2008 4 31.03.2008 5 31.03.2007

In the report we give the report date – From 01.04.2007 to 31.03.2008 we get the list of asset verified during the year

1 31.03.2008 2 31.03.2008 3 31.03.2008 4 31.03.2008

We have not selected for capital work in progress We can not verify every that assets –once they are commissioned they will be shown under respective head and not under capital work in progress For capital work progress general –Select line item settlement radio button Machinery Debit to Asset commissioned on 22.11.2008

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01/11/2008 CWIP as machine no.10 Fright AMT 15/11/2008 Settle from Capital Work In Progress to machine no.10 line item wise Commissioning charges 22/11/2008 Determine areas in the asset class Path :SPRO-Financial accounting –Asset accounting-Valuation –Determine depreciation areas in the asset class (Tr.Code is OAYZ) Give the chat of depreciation : VMH

Press enter

Select position button

Asset class : VMH1000 (Free hold land)

Press enter

Select VMH1000 (Free hold land)

Double click depreciation areas folder

Deselect deactivation check box for area 01 Book depreciation

Layout : Select 2000 depreciation on asset sub-no level

For area 01 layout 2000

For area 02 layout 2000

For area 30 layout 2000

Select save button

Press enter to save in your request Select back arrow The same procedure the followed for asset class VMH1100 Factory building VMH2000 Dept A VMH3000 Furniture & Fixtures VMH3100 Vehicles & other VMH4000 Capital work in progress Deselect deactivation check box for area 01 for land there is no depreciation In asset master creation-Capitalization date –required Land purchase details registration date

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Depreciation key(Rate) 0% For area 01- Select 2000 – Depreciation on asset sub number level Asset no. Sub.no. Machine 10 1 - 0 10/08/2005 Motor 1 - 1 22/11/2008 Creation of 15 General ledger master FS00 Go and search

Assignment of accounts for automatic postings: Path :SPRO-Financial accounting –Asset accounting-Integration with the general ledger-Assign GL accounts. Give the your Chat of Depreciation : VMH Enter The Transaction code is AO90 Select chant of accounts : VMH

Double click on account determination folder Select account determination : VMH10000 Land

Double click on Balance sheet accounts folder Acquisition column : Acquisition and production costs Give the A/c No.:200000 Land

Loss made on asset retirement w/o revenue.(w/o revenue mean scrap)

Give the account no.400303 loss to scraping

Clearing account revenue from asset sale : 300102

Gain from asset sale : 300103

Loss from asset sales : 400302

Press enter

Select save button

Ignore the warning message press enter

Press enter to save in your request

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Double click on account determination folder Select account determination : VMH11000 Buildings

Double click on Balance Sheet accounts folder

Acquisition column acquisition and production cost a/c no.200005

Loss made on asset retirement w/o revenue : 400303

Clearing account revenue from asset sale : 300102

Gain from asset sale : 300103

Loss from asset sale : 400302

Select save button

Ignore the message press enter

Double click on depreciation folder Accumulated depreciation for ordinary depreciation 100200 accumulated depreciation

buildings

Expense account for ordinary depreciation 400500 Depreciation account

Select save button

Ignore the message press enter

Double click on account determination folder

Select account determination : VMH 20000 P & M

Double click on Balance Sheet accounts folder

Acquisition column acquisition and production cost Give the GL account no.:200010

Loss made on asset retirement (without) w/o revenue 400303

Clearing account revenue from asset sales : 300102

Gain from asset sale : 300103

Loss from asset sale : 400302

Select save button or Ctrl+s

Double click on depreciation folder Accumulated depreciation account for ordinary depreciation a/c no.100205

Expense account for ordinary deprecation : 400500

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Select save button

Ignore the message press enter

Double click on account determination folder

Select account determination : VMH30000 Furniture & Fixtures

Double click on balance sheet account folder

Acquisition : Acquisition and production costs 200015 (Furniture & Fixtures a/c)

Loss made on asset retirement w/o revenue : 400303

Clearing account revenue from asset sale : 300102

Gain from asset sale : 300103

Loss from asset sale : 400302

Select save button

Ignore the message press enter

Double click on depreciation folder Accumulated depreciation account for ordinary depreciation 100210

Expense for ordinary deprecation : 400500

Select save button

Ignore the message press enter

Double click on account determination folder

Select account determination : VMH 31000 vehicles

Double click on Balance Sheet accounts folder

Acquisition: Acquisition production costs : 200020

Loss made on asset retirement w/o revenue : 400303

Clearing account revenue from asset sale : 300102

Gain from asset sale : 300103

Loss from asset sale : 400302

Select save button

Ignore the message press enter

Double click on depreciation folder Accumulate depreciation for ordinary depreciation : 100215

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Expenses account for ordinary depreciation : 400500

Select save button

Ignore the message press enter

Double click on account determination folder Select account determination :VMH40000 Capital Work In progress

Double click on Balance Sheet accounts folder

Acquisition :Acquisition and production cost :200025

Loss made on asset retirement w/o revenue :400303

Clearing accounts revenue from asset sale :300102

Gain from asset sale :300103

Loss from asset sale :400302

Select save button or Ctrl+s

Ignore the message press enter

Specify document type for posting of deprecation: Up to integration with general ledger the path is same –Post-Deprecation to the GL –Specify Document type for posting deprecation-Double click on define document type (Tr code is OBA7) Select type AF Deprecation postings

Select details button

Note the number range : 04

Select number range information button

Give the company code : VMH

Select change intervals button

Select intervals button

Number range : 04

Year : 2008

From no. : 700001

To no. : 800000

Select external check box

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Enter and save

Ignore the warning message press enter As per SAP documentation : From ECC5 onwards Not to select external check box Up to 4.7 EE Select external check box

When we select external check box, we have to give what should be the document number at the time of posting. There is an exception –for deprecation postings also we have to select external check box In normal postings we are posting are document at a time. Incase of deprecation / when we run depreciation number of documents will be generated at a time based on account determination 04-2008 -700001 -800000 Select external check box VMH 10000 Land VMH11000 Buildings Depreciation account VMH20000 Plant & Machinery Assessment for VMH30000 Furniture & Fixtures Account determination VMH31000 Vehicles VMH40000 Capital work in Progress When we run depreciation 4 documents will be generated automatically every month. 700001 Depreciation DR To Acc Dep Buildings 700002 Depreciation DR To Acc. Dep-Plant & Machinery 700003 Depreciation DR To Acc Dep Furniture & Fixtures 700004 Depreciation DR To Acc Dep –Vehicles Specify intervals and posting rules: Same path (next step) (Tr code is OAYR)

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Select company code VMH

Double click on posting rules folder

Select monthly posting radio button

Select save button

Press enter to save in your request

Specify rounding for net book value and /or deprecation: Path :SPRO-Financial accounting-Asset accounting-Valuation –Amount specifications (company code/Deprecation area) –Specify rounding of net book value and /or deprecation Ignore the message press enter

Select company code : VMH

Double click on rounding specifications folder

Select area : 01 book deprecation

Select details button

Select automatically calculated depreciation check box

Select arithmetic rounding radio button

Select save button

Press enter to save in your request

Define screen layout for asset master data: Path :SPRO-Financial accounting-Asset accounting-Master data-Screen layout-Define screen layout for asset master data Double click on define screen layout for asset master data

Select layout : VMH1 Land

Double click on logical fields groups folder

Select 2 posting information

Double click on field group rules folder

Capitalization data make it required entry field

Select main number check box

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Select sub-no check box

Select copy check box

We have created VMH1 by copying layout 1000

Afterwards we create XYZ layout by copying

VMH1 what ever fields we have chosen for VMH1 should be copied XYZ

Select save button or Ctrl+s

Press enter to save in your request

Select back arrow

Select 3 time dependent date

Double click on filed group rules folder

Business area make it required entry field

Select main no.check box, sub no.check box

Select save button

Select back arrow two times The same procedure is to the followed for layout VMH 2 Buildings VMH 3 Plant & Machinery VMH10 Furniture & Fixtures VMH5 Vehicles VMH6 Capital Work in Progress Define screen layout for asset deprecation areas: Same path (Tr code is AO21)

Select screen layout 2000 deprecation on asset sub no.level

Double click on field groups folder

Depreciation keys make it required entry filed

Select main no.check box

Select sub-no.check box

Select copy check box

Select save button

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Deprecation keys creation (Rate+ Methods)

1. Define base methods 2. Define declining balance method 3. Define period control methods 4. Define period control methods 5. Maintain deprecation key

First steps will be assigned in 5th step and 5th step will be assigned in Asset master.

1. Define base methods:

Path :SPRO –Financial accounting-Asset accounting-Depreciation –Valuation methods –Depreciation key-Calculation methods –Define base methods

Base method : 0014 Ordinary :Explicit percentage (after end of life)

A) Ordinary deprecation B) Explicit percentage –creation percentages rate given in Companies Act

Schedule XIV C) After end of line –If the next box value becomes zero no depreciation should be

calculated.

Define declining balance methods Same path Give the Char of Depreciation VMH Press enter Note down decimal balance 001 002 Decimal factor 2 Max percentage 20 Beginning years : Wear and tear will be less Acquisition value 100000 Rate of depreciation 5% First year 5 Second year 5 Third year 5 Fourth year 5 --- 20 First 4 years :100000*5% *98% (2% discount as per companies act) 5th year onwards :100000*5%

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Define multi level methods: (Tr code is AFAMS) same path select new entries button

multilevel method : A

Description : 5% SLM

Validity star : Select from ordinary deprecation on star date

Select save button

Press enter to save in your request

Double click on levels folder

Select new entries button

Acquisition year : 9999

Year : 999

Periods : 12

Base value : Select 01 Acquisition value

Percentage : 5

Select save button

Acquisition year :9999 We have given say any year 2008- This rate is applicable for the assets purchased in the year 2008 –Next year also we are purchasing an asset having 5% rate-we have to create acquisition year once again in the next year. When we give 9999 purchase can be in the year 2. Years 999

A) 5% SLM rate 20 years (100/5) B) 5% WDV rate ? C) 1% SLM rate 100 years (100/1) D) 1% WDV rate ? 999 max no. of year

In base method –once the net book value becomes zero –Do’t calculate depreciation . In some countries. First 5 years 5% Next 5 years 10% Next 5 years 15%

3. Periods 12 months 4. Base value 01 Acquisition value in case of SLM

24 Net book value incase of WDV 5. Percent 5 rate of depreciation 6. Reduction 1 Acquisition vale 100000

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1% Scrap value 1000 ------ 99000 Dep 5% only on 99000 7. Remine life Percentage method Useful life method India Machine no.1-In year 2003 Useful life :20 Years Going for SAP in 2008 Select rem life Asset master -15 Years Select acquisition year 9999 Double click on Multi level method folder Select next entry button Multilevel method A2 Description : 5% WDV Validity star : From ordinary depreciation star date Select save button Select acquisition year 9999 Double click on levels folder Select new entries button Acquisition year : 9999 Year : 999 Periods : 12 Base value : Select 24 net book value Percent : 5 Select save button Maintain period control methods: Same path Give the Chart of deprecation : VMH

Press enter

Select new entries button

Period method : 006

Description : VMH period control method

Acquisition year : Select 01 pro rate at period start date

Add year : Select 01

Retirement year : 01 (Retirement mean sale)

Transfer year : 01

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Press enter to save in your request

Maintain deprecation key: Same path Tr code is AFAMA Select new entries button

Depreciation key : VMH1

Description : 5% Straight line dep.method

Select period control according to fiscal year check box

Select dep. to the day check box

Select save button

Ignore the warning message press enter

Press enter to save in your request

Double click on assignment of calculation methods folder

Select new entries button

Depreciation type : Select ordinary deprecation

Phase : Select from the start of depreciation

Base method : 0014

Declare balance method : 001

Period control method : 006

Multilevel method : A1

Class : Select straight line depreciation

Select save button

Select back arrow 4 times

Select depreciation key : VMH1

Select activate button

Select save button

Select new entries button

Depreciation key : VMH2

Depreciation : 5% written Down Value Deprecation method

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Period control according to Fiscal year check box

Select depreciation to the day check box

Select save button

Ignore the warning message press enter

Double click assignment of calculation methods folder

Select new entries button

Depreciation type : Select ordinary depreciation

Phase : Select from the start of depreciation

Base method : 0014

Declare balance method : 001

Period control method : 006

Multilevel method : A2

Class : Select declining –balance depreciation

Select save button

Select back arrow four times

Select depreciation key VMH2

Select activate button

Select save button

Select first page control page up button

Select depreciation key : 0000(no depreciation no interest )

Select activate button

Select save button

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FI END USER AREA: Create of main asset master: Path :Accounting-Financial accounting-Fixed assets-Asset –Crete –Asset (The Transaction code is AS01) Asset class : Select VMH2000 Department A

Company code : VMH

Enter

Give the description : Machine no.1

Capitalized on : 18.04.2008

Select time dependent tab

Business area :VMHH

Select depreciation area tab

Depreciation key : Select VMH1

Useful life : 15 years

Period : 6 months

Ordinary depreciation start date : 18.04.2008

Note: Commissioning date –Indian system, sum countries is next month first day

Eg. 01/05/2008)

Select save button

Creation of sub asset master Path :Up to fixed assets the path is same-Asset-Create-Sub number –Asset(The transaction code is AS11) Asset : 200001

Company code : VMH

Press enter

Description : Motor

Capitalized on : 29.11.2008

Select time dependent tab

Select deprecation area tab

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Change the depreciation key VMH2

Useful life : 15 years

Period : 01

Ordinary depreciation : 29.11.2008

Select save button

Main asset purchase posting: Path :Accounting-Financial accounting-Fixed asset –Posting-Acquisition-External acquisition -With vendor (Transaction code is F-90) Give the document date and posting date : 18.04.2008

Type : KR (Vendor invoice)

Company code : VMH

Posting key : 31 Vendor credit

Account : 4200001

Press enter

Ignore the warning message press enter

Amount : 500000

Business area : VMHH

Text : Machinery purchase posting

Posing key : 70 Debit asset

Account : Select 200001 -0 Machine no.

Transaction type : Select 100 External asset acquisition

Press enter

1st Rule: Sub asset master with reference to main asset master 200001-1 with reference to 200001 2nd Rule Main asset with reference to asset also 200001 with reference to VMH2000 Dept A 3rd Rule Account determination is specified in asset class VMH200000 Plant & Machinery specified in VMH2000 Dept A

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4th Rule For account determination we assign accounts based on the nature of transaction For VMH2000-Incase of acquisition-2000010 Plant & Machinery Amount enter : * Text : + From the menu select document Simulate and save Sub asset purchase posting (F-90) Give the document date : Today’s date

Type : KR

Company code : VMH

Posting key : 31

Account no. : 4200001

Press enter

Amount : 100000

Business area : VMHH

Text : Motor purchase posting

Posting key : 70

Account : 200001-1 that motor

Transaction type : 100

Press enter

(Applicable 1st rule)

Amount : *

Text : +

From the menu select document –Simulate and save

REPORT TO VIEW SUB ASSET WISE, YEAR WISE VALUES Path :Accounting –Financial accounting –Fixed assets –Asset –Asset explorer (Tr code is AWO1N) Give the company code : VMH

Asset no. : 200001

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Sub No. : 0

Fiscal year : 2008

Press enter

Select Display depreciation calculation button

Select period information button

Select back arrow

Select compression tab

Change the asset to 200001

Sub no. :1

Press enter

Select planned values tab

Change the fiscal year to 2009

Press enter

Select display depreciation calculation button

2nd Report Report to view for all assets for particular period Path :Accounting-Financial accounting –Fixed assets –Information system –Reports on asset accounting –Asset balances –Balance lists –Once again asset balances –By business area (Tr code is S_ALR_87011965 Press all selections button (Shift +F7)

Give the company code : VMH

Report date : 31.12.2008

Select execute button

Double click on Dept A

Double click on Machine no.1

Select back arrow 3 times

Change the report date to 30.04.2008

Select execute button

Double click on Dept A

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Depreciation run: Path :Accounting –Financial accounting –Fixed assets -period processing –depreciation run –Execute (Tr code is AFAB) Give the company code : VMH

Fiscal year : 2008

Posting period : 1

Select planned posting run radio button

Select test run check box

(Note :If you run in middle of year select unplanned posting run radio button)

Select execute button

Ignore the warning message press enter

Select error list button (F7) (Right side corner)

Select back arrow

Deselect text run check box

From the menu select program Execute in back ground

Press enter

Select continue button

To schedule in the rights select date /time button

Give the schedule start date :01.12.2008

Time :Give HR 23.00

Select save button

To post immediately select immediate button

Select save button

Note down get a message background job was scheduled for program RA POST 2000

To check whether the job or not from the menu select System –Jobs-Job overview-

Services –select execute button

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To view the document posted: (Tr code is FB03) Select document list button Give the company code : VMH Document type : AF Execute Double click on document no. Use the Tr code is AFAB Company code : VMH Fiscal year : 2008 Before Dep run for May 2008 and after Dep run for April 2008 we have commissioned an asset with back date 200002-0 Machine no.2 25.04.2008 Posted period 2

1. select planned posting run radio button posting as per plan (earlier we have selected monthly posting)

2. For 200001-0 from 1st May 2008 to 31st May 2008 For 200002-0 for 25th April 2008 to 31st May 2008 Report run: Before run for May Posting period Select report run System checks which assets are commissioned in April and not posted depreciation. 200002-0 from 25th April 2008 to 30th April 2008 Once it is completed Posting period 2 Select planned posting run 200001-0 From 1st May 2008 to 31st May 2008 200002-0 from 1st May 2008 to 31st May 2008 Repeat run is possible only after planned posting run We have run depreciation up to October 2008 -now we have commissioned an asset with April date repeat run is possible only for last planned posting run-In this example only for October.

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Restart Rare cases –server is down during processing time system gives message restart. Unplanned posting run: Posting run not as per plan, We have run for April We want to run May to November Dep. At a time. Posting period 8 Select unplanned posting run Depreciation will be posted from May to no.at at time. Asset sales : 200001-0 Machine no.1 Acquisition value 500000 Acquisition depreciation 890 --------- Net book value 30.04.2008 499110 Asset sales on 01.05.2008 501000 ---------- Profit on asset sale 1890 1to check fields status for field status group G052 use the Tr code is OBC4 Select field status variant :VMH Double click on filed status groups folder Double click on field status group G052 Accounts for fixed assets retirement Double click on Asset accounting Asset retirement make it required entry field Select save button Press enter to save in your request

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ASSET SALE Path :Accounting –financial Accounting –Fixed assets –Posting –Retirement –Retirement with revenue –with customer (F-92) Give the document date & Posting date : 01.05.2008

Type : DR

Company code : VMH

Posting key : 01

Account no. : 6600001

Press enter

Ignore the message press enter

Give the amount : 501000

Business area : VMHH

Text : Asses sale

Posting key : 50

Account no. : 300102 Asset sale

Press enter

Amount : *

Business area : VMHH

Text : +

Select asset retirement check box

From the menu select document –Simulate

Press enter Asset no. : 200001 Sub number : 0 Transaction type : 210 comes by default

(210 stand for retirement with revenue)

Give the asset value (Capitalization date):01.05.2008 Select complete retirement check box

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Press enter

Contra

01 Customer 501000 70 Account Dep P & M 200001-0 890 40 Asset Sale 501000 75 Plant & Machinery 2000001-0 500000 50 Profit on asset sale 1890 01 Customer 501000 50 P & M 501000 We get a message correct the marked line item. Double click on blue font line item Select display document overview button Asset sale on 20.05.2008 Sale 2000001-0 Machine 01 Customer 501000 Acquisition value 500000 70 Acc Dept P & M 1500 Acc Dep up to 19.05.2008 1500 2000001-0 ---------- Net book value 19.05.2008 4985000 40 Asset sale 501000 50 Asset sale 501000 75 Plant & Machinery 500000 Asset sale on 20.05.2008 501000 2000001-0 CONTRA ---------- 50 Profit on asset sale 2500 profit on asset sale 25000 Depreciation A/c Accumulated Depreciation account 3014 890 DR 2015 1500 3014 890 3115 610 DR 3115 610 (Dep up to 19/05/2008)

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ASSET TRANSFER When we transfer an asset from one unit to another unit with the company code –we have to transfer at cost HYD BGL 200001-0 Capitalization date 20/04/2008 To transfer asset on 01.05.2008 to BGL To transfer acquisition value To transfer accumulated depreciation from the date of receipt (From 01/08) depreciation will be calculated in Bangalore unit 1st Method 2d Method Two step procedure one step procedure A) Creation of asset master in BGL (AS01) Creation of asset master and transfer values B) Transfer values Path: Accounting –Financial accounting –Fixed assets –Posting –Transfer –Transfer with in company code (ABUMN) Give your company code : VMH

Press enter

Give the asset no. 200001 Sub No.0

Document date : 01.05.2008 |

Posting date : 01.05.2008 | Today’s date

Asset value date : 01.05.2008 |

Text : Asset Transfer

Select new asset radio button

Give the description : Machine no.1

Asset class : VMH2000 Dept A

Select master data button

Give the business area : VMHB

Select additional data button

Give the capitalized on 01.05.2008

Select depreciation area tab

Give the depreciation key : VMH1

Useful life : 20 years

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Period : 5 months

Ordinary depreciation date : 01.05.2008

Select back arrow

Press enter

Select save button or Ctrl+s

Go and see the document FB03

Give the document no.30

Company code : VMH1

Fiscal year : 2008

Press enter

1) When we want to transfer no. of assets at a time go for two step procedure 2) When the asset has to be created in the receiving unit as a sub asset goes for

two step procedure. Asset scrapping 200000-1 Motor in Hyderabad unit 29.11.2008 This can’t be sold transferred /used we can scrap the asset Scrap asset on 01.01.2009 It calculates depreciation up to 31.12.2008 The net book value will be charged to P & L Account Impairment of assets (AS28) If the expected relation of the asset is less than net book value and future cash flows are negative, we have to impair the asset for the difference. To check motor value as on 31.12.2008 (Tr code is S_ALR_87011965) Press all selections button

Give the company code : VMH

Business area : VMHH

Report date : 31.12.2008

Select execute button

Double click on Dept A

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Asset Scrapping: Path :Accounting –Financial accounting –Fixed Assets –Posting –Retirement- Asset retirement by scrapping (Tr code ABAVN) Give the asset no.200001 Sub No.1 Document date : 01.01.2009 Posting date : 01.01.2009 Asset value date : 01.01.2009 Text : Asset scrapping Select save button Go and see the document (FB03) Document no. : 31 Company code : VMH Fiscal year : 2008 Press enter Capital work in progress line item settlement Machinery 01.11.2008 Debit to CWIP Machine No.5 Freight charges 05.11.2008 Asset commissioned as machine no.5 on 31.12.2008 We settle from CWIP to respective asset Commissioning charges This is linked with CO this will be covered in the 30.11.2008 end

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REPORTS:

Step 1.How to create a folder?

Keep the cursor and favorites from the menu select Favorites –Insert folder Give the folder name FI reports Press enter

Step 2. How to attach the report to folder ?

Keep the cursor on FI reports folder from the menu select Favorites –Insert truncation tr code is (S_ALR_87011965) Double click on asset balances report

Step 3. How to attach the report on desktop?

Go to report –Asset balances on right top select generates a short cut button System description : ECC6 Press enter Select OK button Close SAP Icon desktop Double click on asset balances Icon Give the password : oracle (SAP password)

Step 4: How to create variant? Go to asset balances report

Give the company code : VMH

Report date : 30.11.2008

From the menu select go to variant --Save as variant

Give the variant name : VMH

Date : 30.11.2008.

Select save button

Now close SAP

Double click on asset balances Icon on desktop

Give the password : oracle

Press enter

Select get variant button (Select asset balances S_ALR_87011965)

Select execute button

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Select : VMH

Chart of Accounts List Path :Accounting –Financial accounting –General ledger –Information system –General ledger reports –Master data –Chart of account- Chart of account (S_ALR_87012326) Give your chart of accounts : VMH Select execute button TRAIL BALANCE Path: Up to general ledger report the path is same -Account balances –Korea-Trail Balance (Tr code is (S_ALR_87012310) Country : Korea

Trail balance : South Korea

Give the company code : VMH

Select execute button

Ignore the warning message press enter

Select current layout button

Keep the fields

GL account

GL account long text

Closing balances

Press enter

To down lead to excel from the menu select list export –spread sheet

Press enter

List –>Export local file

Select spread sheet radio button

Press enter

See directory file name : VMH.xls

Select generate button

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LEDGER: Path :Accounting –Financial accounting –General ledger –Periodic processing closing –Document –Balances audit trail –All accounts -General ledger from the document file (Tr code is S_ALR_87100205) Give the company code : VMH Select execute button (Select menu bar –Settings-Layout –Current button )

or Select current layout button(Ctrl+F8)

Keep the fields document no.

Posting date

From the hidden fields column

Select text fields

Select left arrow

Select debit amount in local currency

Select left arrow

Select credit amount in local currency

Select cumulative balances

Select left arrow

Select total check box for debit amount in local currency, Credit amount in local

currency

Select copy button

To go the document level

Double click an amount no.

Select call up document over view button

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VENDORS LIST Path :Accounting –Financial accounting –Accounts payable –Information system -Reports for accounts payable accounting –Mater data –Vendor list (Tr code is S_ALR_87012086) Give the company code : VMH Select address and telecom check box Select execute button Vendor wise patches Path: Up to report for account payable accounting the path is same -Vendor balances vendor business (S_ALR_87012093) Give the company code : VMH Select execute button Each vendor wise Outstanding lit of vendors: Path :up to reports for accounts payable accounting the path is same Vendor Items- List of Vendors Open item for printing (S_ALR_87012083) Give the company code : VMH Select execute button Age wise analysis of vendors: Path :Up to vendors column item the path is same -Vendor payment history with open item sorted list (S_ALR_87012085) Give the company code : VMH

Summarization level : 0

Select days overdue squirted list check box

Select execute button

Vendor advances report Path :Up to vendors column items the path is same –List of Down payments open on key date vendors (S_ALR_87012105)

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Give the company code : VMH Select execute button Vendor ledger: Path :Open and cleared up to vendors: Item the path is same –List of vendor line item (S_ALR_87012103) Give the company code : VMH Select execute button Depreciation fore cost Path :Accounting –Financial accounting –Fixed Assets –Information system -Reports are asset accounting –Depreciation fore cost-Depreciation on Capitalized Assets (Depreciation simulation) (S_ALR_87012936) Give the company code : VMH Report date : 31.03.2011 (Give the any month end date) Select execute button Fixed assets schedule as per schedule VI of Companies Act Path :Information system –Accounting –Financial accounting –Fixed assets -Asset history sheet (Tr code is AR02) Give the company code : VMH Report date : 31.03.2009 Select group totals only radio button Select execute button Select assets button Double click on asset retirements

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DATA TAKEOVER Master uploading Balance uploading Master uploading: GS Master : FS00 Vendor masters : XK01 Customer masters : XD01 Asset masters : AS01 Material master : MM01 Create an excel file conversion to text file Up loading to SAP

Legacy System Migration Work bench (LSMW)

Batch data Communication (BDC)

Computer aided testing tool (CATT)

ABAP : They teach all 3 methods LSMW : Job of functional consultant Open an excel file and note down for which fields values are to be uploaded

GL Account no.

Company code

Account Group

P & L Statement A/c

Balance Sheet A/c

Short Text

Long Text

Account currency

Only Balance in local currency

Line item display

Sort key

Field status group

100001

VMH SCPL X PREF –Share cap.

PREF Share Cap.

INR X X 001

G001

200125

VMH CAST X Inventory –Stores

Inventory –Stores

INR X X 001

G001

300005

VMH SALE X Sales trading

Sales Trading

INR X X 001

G001

400101

VMH PRSN X Wages account

Wages account

INR X X 001

G001

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Delete above column headings

Delete other sheets (like sheet 2 , sheet 3)

Select complete sheet

Press right mouse button

Select format cells

Select number Category Text

Select ok button

From the menu select file save as

Save type : select Text (tab delimited)

File name : VMH Text

Select save button

Select no button

Select cancel button

From the menu select file close

Select no button

3. Open an excel file and not down technical name of each filed technical name shall be noted down as per step one order

Open an excel file Component Data type length Open SAP FS00

Give the GL No.100000 Equity share capital

Company code : VMH

Press enter

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Keep the cursor on GL A/c press F1

Select technical information button

Double click field name SAKNR

Copy component SAKNR in excel 1 component column

Data type : C

Length : 10

Copy component BUKRS that is company code in excel component column

Data type : C

Length : 4

Select back arrow in SAP

Keep the cursor on account group

Press F1

Select technical information button

Double click on filed name KTOKS

Copy component KTOKS that is account group in excel component column

Data type : C

Length : 4

Copy component XPLACCT That is P & L statement account in excel component

column

Data type : C

Length : 1

Copy component XBILK that is I Balance Sheet A/c in excel component column

Data type : C

Length : 1

Copy TXT20-ML That is GL A/c short text in excel component column

Data type : C

Length : 20

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Copy component TXT50_ML That is GL long text in excel component column

Data type : C

Length : 50

Select back arrow

Select control data tab

Keep the cursor on account currency press F1

Select technical information button

Double click on filed name WAERS

Copy component WAERS that is account currency in excel component column

Data type : C

Length : 5

Copy XSALH that is only balance in local currency in excel component column

Data type : C

Length : 1

Line item display :copy component XKRES that is line item display in excel

component column

Data type : C

Length : 1

Sort key: copy component ZUAWA that is sort key in excel component column Data type : C Length : 3 Copy component FSTAG that is field status group in excel component Data type : C Length : 4 Save the file an ex file, file VMH

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Up loading of master in SAP (Tr code is LSMW)

Note: LSMW used for create No. of GL accounts at a time. Ignore the message press enter Project : VMH

Subproject : FI

Object : GLMaster

Select create entry button

Description : VMH Project

Press enter

Sub project description FI Area

Press enter

Object name : GL master up loading

Press enter

Select continue button (F8)

Select double click Display click change button (Shift +F7)

Select execute button

Select batch in put recording radio button

From the menu select Goto recording Overview

Select create recording button (Ctrl +F1)

Give the recording name : VMHGL

Description : GL Master uploading

Press enter

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BALANCES UP LOADING Company going live in SAP from 1st December 2008 unloads – take balances as on 30th November 2008 and enter in SAP – P & L Account balances as well as Balance Sheet Account balances. Company going live in SAP from 1st April 2008 on wards, - Take Balance Sheet account balances as on 31.03.2008 in SAP don’t enter all the transactions – Reasons: 1. In normal accounting all vendors, Customers, Assets are part of General

Ledger where as in SAP we have sub ledger concept. 2. In normal accounting –for vendors/ customers –Purchases /Sales

transactions and advances will be entered in one account where as in SAP we have normal items and special GL Item.

3. In normal accounting for Fixed Assets- We have account wise acquisition

value and accumulated depreciation where as in SAP for Fixed Assets, we have each sub asset wise acquisition value and accumulated depreciation.

4. In normal accounting depreciation in a provisional figure where as in SAP it is

actually calculated figure.

5. In normal accounting raw material consumption is a derived figure.

Opening stock +Purchases –Closing stock whereas in SAP we maintain each material wise quantity, rate and amount and raw material consumption is actually calculated figure.

6. In normal accounting we will not pass production entries and delivery entries

where as in SAP, system pass production entries and delivery entries with production cost.

Procedure

1) We should enter day to day date in SAP production client till balances are up loaded and tallied.

2) Incase of Vendors /Customers we have to prepare a statement showing only

open items which should match with trail balance figure.

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3) Incase of Assets, prepare a statement showing each asset wise acquisition value

and accumulated depreciation which should match with trail balance figure. 4) Incase of materials, prepare as a statement showing Material wise, Quantity ,

Rate and Amount which should match with Trail Balance figure.

5) We have to create 5 dummy accounts under any account group.

A) GL Clearing B) Vendor clearing C) Customer clearing D) Asset clearing E) Stock taking F)

6) After uploading balances, if the above 5 clearing accounts become zero, Then our date takeover is correct

Trail Balance (For opening balances)

Debit Credit Equity share capital 500000 Party A/c 100000 Accumulated Dep. P & M Machine no.40 300000 Sales 400000 P & M –Machine no.40 500000 Party X 200000 Inventory RM 100000 Cash account 150000 RM Consumption 350000 --------- ---------- 1300000 1300000. ======= ======= 1. GL clearing A/c 2. Vendor clearing A/c 3. Customer clearing A/c 4. Asset clearing A/c 5. Stock taking A/c

1. To take GL Credit side items:Tr code F-02) GL clearing A/c Dr 1300000 To Equity share capital a/c 500000 To Vendor clearing a/c 100000

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To Asset clearing a/c 300000 To Sales a/c 400000 2. To take GL debit side items (F-02) Asset clearing Dr 500000 Customer Dr 200000 Stock taking Dr 100000 Cash account Dr 150000 Raw material consumption Dr 350000 To GL Clearing 1300000 4. A) Prepare a statement showing each vendor wise bill wise open item and

advances which showed match with trail balance . Party A Bill no.1 400000 Cr Bill no.2 50000 Cr Bill no.3 30000 Cr Advance 20000Dr 100000 Cr

B) Entry for Vendors (f-43)

Vendor clearing Dr 115000 Party A (SPLGLA) Dr 200000 advances to vendor

To party A-BIL1 No.1 400000 } Sundry creditors To party A-BIL1No.2 500000 } To party A-Bill No.3 45000 30000 Sundry creditors

4 (A) Prepare a statement showing each customer wise bill wise open items and advances which should match with trail balances

Party X

Bill no.1 50000 Dr Bill No.2 1800000 Dr Advance 30000 Cr 200000 Cr

4 (B) Customer balances F-22

Party X- Bill no.1 Dr 50000 Sundry debtors Party X-Bill no.2 Dr 180000 Sundry debtors

To party X (SPL GLA) 300000 Advances from customer To Customer clearing 200000 Advance from customer 5(A) To make fixed assets P & M GL account and accumulated depreciation

plant & Machinery GL Account as non-reconciliation accounts and pass. F-02

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40 Plant & Machinery 500000 50 Accumulated Depreciation P & M 300000 50 Asset clearing 200000 Non-reconciliation means in FS00 For Plant & Machinery GL A/c and accumulated depreciation P & M GL A/c Reconciliation a/c type –Assets remove 5 (B) Creation of asset masters:

| | AS01 LSMW

Use the Tr code is AS01 Asset class : VMH2000 Dept A Company code : VMH Description : Machine no.40 Give the capitalized date : 20.06.2006 Select time dependent tab Business area : VMHH Select depreciation areas tab Depreciation key : VMH1 Use life : 15 years Period 4 months Ordinary deprecation date : 01.04.2008 Save 5 (C ) To take over acquisition value and accumulated depreciation for asset

2000004-0 It will not updated our GL Accounts since account for account type –Assets.

Path :SPRO-Financial accounting –Asset Accounting –Asset data transfer –manual online transfer –Create/Change /Display legacy asset (The Tr code is AS92) Double click on change legacy asset Give the asset no. : 200004 Sub number : 0 Company code : VMH Select takeover values button Ignore the warning message press enter Cumulated acquisition value : 500000 Accumulate ordinary deprecation : 30000 No book values : 200000 Save

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5. D) To make fixed assets P & M A/c and accumulated depreciation P & M

account as reconciliation accounts. Path :SPRO-Financial accounting –Asset accounting –Preparing for production start up-Production start up-Set or reset reconciliation accounts (Tr code is OAMK) Select company code : VMH Double click on change control of reconciliation account folder From the menu select Edit –selections –select all Select set reconciliation indicators for all accounts button Select save button Press enter to save in your request 6 (A) To propose a statement showing each material –match with trail balance. Material Qty Rate Amount RM1 2000 20 40000 RM2 7000 5 35000 RM3 2500 10 25000 --------- 100000 ====== 6 (B) Creation of material masters (Transaction code MM01) –and in accounting

view –For moving average price RM1 20 RM2 5 RM3 10 Use the transaction code MB1C Movement type : 561 Qty RM1 2000 Kgs RM2 7000 Kgs RM3 25000 Kgs Select save button Accounting entry will be generated automatically Inventory RM Dr 1000000 BSX To stock taking 1000000 GBB BSA Closing procedure

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In the year end what steps we have to do April 2008 –March 2008 fiscal year 2008 In last week of March 2009

1. To carry forward Vendor and Customer balances to next year.

Path Accounting –Financial accounting-Accounts payable –Periodic processing –Closing –Balance carry forwarded ( Tr code is F.07)

Give the company code : VMH Carry forwarded fiscal year :2009 Select , select customer check box Select , select vendors check box Deselect detail log check box Select save button Ignore the warning message press enter One time exercise for each year

2. To carry forwarded asset balances We can open 2 years at a time

2007 2008 To open 2009 we have to close 2007

A) To check which year is closed for asset accounting Path :Accounting -Financial accounting –Fixed assets –Periodic processing –year end closing –Undo-Entire company code (Tr code is 0AAQ)

Select position button Give the company code : VMH Press enter

To close fiscal year 2008 (not mandatory step) Up to periodic processing the path is same –Year end closing –Execute (Tr code is AJAB)

Company code : VMH

Fiscal year to be closed 2008

Deselect text run check box

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Form the menu select Program- Execute in back ground

Press enter

Select immediately button

Select save button (down side)

We get a message Back ground job was scheduled for program RAJABS00

To check whether the job is processed or not

From the menu select System –Services-Jobs –Job overview Select execute button To view result of the job Select job RAJABS00 check box Select spool button Select spool no .check box Select display content button To close only year for asset a accounting we have to post depreciation for all assets and for all months C) To open fiscal year 2009 for asset accounting Path :Up to period processing the path is same –Fiscal year change (Tr code is AJRW) Give the company code : VMH

New fiscal year : 2009

Deselect test run check box

From the menu select program execute in back ground

Press enter

Select immediate button

Select save button

We get a message back ground job was scheduled for program RAJAWE_00

To check whether the job is processed or not From the menu select System Services Jobs job overview

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Select execute button

To view the result of job

Select job RAJAWE00 check box

Select SPOOL button

Select SPOOL no.check box

Select display contents button

3. To carryforward GL Balances Path :Accounting –Financial accounting –General Ledger –Periodic processing –Closing –Carryforward-Balances carryforward new Tr cod is FAGLGVTR Ledger : select OL leading ledger

Company code : VMH

Carryforward fiscal year : 2009

Deselect test run check box

Select output list of results check box

Select balances in retired earning check box

Select execute button

Select retired earning accounts button

Select back arrow

Select Balances sheet accounts button

To copy number range interval for next year Path :SPRO-Financial accounting –Financial accounting global settings –Document –Document number ranges –copy to fiscal year (Tr code is OBH2) Ignore the message press enter Company code : VMH To fiscal year details under source fiscal year : 2008

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To fiscal year under target fiscal year details : 2009 Select execute button Select Yes button To open periods for next year April 2009-March 2010 April 2009-April 2009 Fiscal year 2009 1st 1, 2009-1,2009 | April 2008-March 2009 | Mandatory 2nd March 2009-March 2009 Optional 12, 2008-12,2008 Path :Up to document the path is same –Posting periods –Open and close posting periods Select position button

Posting period variant : VMH

Press enter

For VMH

From period 1 is 1 (April )

Year : 2009

To period : 1

Year : 2009

From period : 2

Period : 12 March to March

Year : 2008

To period : 12

Year : 2008

Select save button or Ctrl+s

Press enter Save in your request

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How to open special periods On 15.04.2008 –Accounts Dept Finalized profitability management, management adjustment entries. To post in special periods April 2009 –March 2010 Fiscal year 2009 April 2009 –April 2009 1st 1, 2009 -1, 2009 April 2008 –March 2009 Fiscal year March 2009-March 2009 13,2008 -13,2008 Same path :OB52 For variant : VMH From the period2 : 13 Year : 2008 To period : 13 Year : 2008 Select save button How to post to special periods (F-02) (Adjustment of management entries ) Document date & Posting date : 28.03.2009

Type : SA

Company code : VMH

Posting key : 40

Account no. : 400100 Salaries A/c

Press enter

Change the period to 13

Press enter

Ignore the warning message press enter

Amount : 500000

Business area : VMHH

Text : Salaries provision

Posting key : 50

Account no. : 100500 Outstanding exp

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Press enter

Amount : *

Business area : VMHH

Text : +

Select document –Simulate and Save

Go and see the GL A/c FS10N Give the GL A/c No. : 400100 Salaries A/c Fiscal year : 2008 Business area : VMHH Company code : VMH Select execute button

BANK RECONCILIATION Check Deposit Bank statement | | -------------------- ------------------ | | | | Manual Electronic Manual Electronic Manual check deposit /manual bank statement For each current account we have to create ¾ accounts Account no. should with 1. Main bank account 0 2. Check issue account Open item 1 3. Check deposit A/c Open item 2 4. clearing account Open item 3 5. Bank Changes

If we have 100 Bank current accounts instead of assigning accounts 100 times –we assign only one time using masking. 1. Main bank account +++++++++0 2. check issue account +++++++++1 3. check deposit a/c +++++++++2 4.clearing account +++++++++3 Always main bank account balance and bank statement balance will be same.

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Flow: Sales:

1. Sales invoice posting F-22

Customer A/c Dr 100000 To Sales 100000

2. Check deposit A) Bank key B) Bank account C) Pay slip no. D) Transaction type E) Customer F) Bill no. G) Amount and Save

IDBI Check deposit a/c Dr 100000 To Customer with clearing 100000 3. Enter manual bank statement

A) If the check deposit credit is not there –open items in bank check deposit A/c-Checks Deposited but not credited

B) If the check deposit credit comes in bank statement

A) Pay slip no. B) Bank key C) Bank account D) Transaction type E) Amount and save

IDBI main bank A/c Dr 100000 To IDBI Check deposit a/c 100000

(with clearing) Purchases : 4. Purchase invoice posting F-43

Inventory RM Dr 200000 To Party A/c 200000

5 Outgoing payment with clearing F-53 Party A/c Dr with clearing 200000 To IDBI check issue A/c 200000

6. Manual check creation

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Assign check no.to payment doc.no.

7. Enter manual bank statement A) If the check debit is not there open items in bank check is issue A/c check

issued but not presented. B) If the check issue debit is there

A) Bank key B) Bank account C) Transaction type D) Check number E) Amount and save

IDBI check issue Dr with clearing 200000 To IDBI Bank a/c 200000 Bank charges direct debits

8. Enter manual bank statement A) Bank Key B) Bank account C) Transaction type D) Amount and save Bank charges Dr 5000

To IDBI main bank a/c 5000 IDBI main bank A/c IDBI bank statement 3 10000 7 B) 20000 7 B) 20000 3 B) 100000 Cr 8) 500 8) 500 DR IDBI check Dept A/c 2. 100000 3. 100000 IDBI Check issue A/c 7 B) 20000 5 20000 Define House Bank (FI12) Give the company code : VMH

Press enter

Select new entries button

House bank : IDBI

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Bank country : IN

Bank key : VMHIDBI1

Select save button

Give the name IDBI bank limited

Street : Bank Street, Koti

City : Hyderabad

Bank branch : Main branch

Press enter

Press enter to save in your request

Double click on bank accounts folder

Select new entries button

Account ID :IDBI1

Description : IDBI current no.1

Bank account no . : VMHIDBI1234

Currency : INR

GL A/c No. : 200130 IDBI Main bank

Select save button

3. Creation of Check lots (Tr code is FCHI)

Give the paying company code : VMH

House bank : IDBI

Account ID : IDBI1

Select change status button

Select create button (shift+F5) beside details button

Lot no. :1

Check no. : 100001

To no. : 100100

Select non-sequentional check box

Short information : IDBI bank

Purchase date : Today’s date

Enter and save

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Define posting keys and posting rules for check deposit Path :SPRO-Financial accounting –Bank accounting –Business transactions –Check deposit –Define posting keys and posting rules for check deposit Chart of accounts : VMH

Press enter

Select new entries button

Accounts symbol : VMHA

Text : Main Bank

Accounts symbol : VMHB

Text : check issue

Accounts symbol : VMHC

Text : Check deposit

Accounts symbol : VMHD

Text : Bank charges

Select save button

press enter to save in your request

double click on assign accounts to account symbol folder

select new entries button

accounts symbol : VMHA

Account symbol Currency GL A/c VMHA INR +++++++++0 (9 times plus) VMHB INR +++++++++1 (9 times plus) VMHC INR +++++++++2 (9 times plus) VMHD INR 400304 –Bank Charges A/c Select save button Double click create keys for posting rules folder Select new entries button Posing rule Text VMH1 Check receipt –Clear customer

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VMH2 Check deposit clearing in Bank VMH3 Check issue clearing in Bank VMH4 Bank charges direct debit by banks Save Double click on define posting rules folder Select new entries button Notes: Check receipt –clear customer VMH1-Check receipt clear customer IDBI check deposit Dr GL To Customer –with clrg SL Doc.Type DZ Posting rule : VMH1 Posting area : select 2 sub ledger accounting Debit posting key : 40 Account symbol : VMHC (check deposit) Document type : DZ Posting type : select 8 sub ledger a/c Select next entry button Posting rule : select VMH2 (check deposit clearing in bank) Notes: VMH2 : Check deposit clearing in bank IDBI1 Main account Dr GL To IDBI check deposit with clearing GL Doc .type : SA Posting area : select 1 Bank accounting Debit posting key : 40 Accounts symbol : VMHA main bank a/c Document type : SA (GL account document) Posting type : select 5 clear credit GL Account Select next entry button Posting rule : VMHB check issue clearing in bank VMH3 Check issue clearing in Bank IDBI check issue with clrg DR GL

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To IDBI main bank A/c Doc .type : SA Posting area : select 1 bank accounting Debit account symbol : VMHB Credit posting key : 50 Account symbol : VMHA Main bank Document type : SA Posting type : select 4 clear debit GL Account Select next entry button Posting rule : VMH4 Bank charges : Direct debit by bank Bank charges Dr GL To IDBI Main bank A/c GL

Doc type :SA Posting area : select 1 Bank accounting Debit posting key : 40 Account symbol : VMHD Credit posting key : 50 Account symbol : VMHA Document type : SA Posting type : select 1 post to GL A/c Select save button Create and assign business transactions : Path :Up to business transactions the path is same –Check deposit –Create and assign business transactions (Tr code is OT53) Select new entries button

Transaction : VMH1

+/- : +

Posting rule : VMH1

Text : Check receipt clear customer

Transaction : VMH1

+/- : - (for posting revenues)

Posting rule : VMH1

Text : Check receipt clear customer reversal

Select save button

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Select cancel button

Select Yes button

Select save button

Press enter to save in your request

Define variants for check deposit Same path ( Tr code is OT45) Select create button Variant : VMH1 Name : check deposit variant for VMH Press enter From the possible fields column Double click on reference document no.(selection) Press enter Column Offset Length 1 3 2 20 16 3 37 4 4 52 10

Select save button Select create request button short description : Work Bench request for VMH press enter press enter to save in your request kept the customer on VMH1 select activate button create and assign business truncation for manual bank statement path :up to business truncation the path is same –Payment transactions –manual bank statement –Create and assign business transactions select new entries button Transaction +/- Posting rule Interpretation

algorithm Text

VMH2 + VMH2 Check deposit VMH2 - VMH2 Check deposit

clearing in bank reversal

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VMH3 - VMH3 011 (Outgoing check :Check no. different from payment doc.no.

Check issue clearing in Bank

VMH3 + VMH3

11 Check issue clearing in bank (Reversal)

VMH4 - VMH4 Bank charges direct debit by bank

VMH4 + VMH4 Bank charges direct debit by bank (reversal)

Save Press enter to save in your request 011- Check no. different from payment doc.no. purchases 1. Purchase invoice posting F-43

Inventory RM DR 200000 To Party A/c 200000 Doc no.1

2. Outgoing payment with clearing F-53 Party A/c DR with clearing 200000 To IDBI Check issue A/c 200000 Doc no.200001 3. Manual check creation FCH5 Assign check no. to payment doc no. Assign check no.100001 to payment Doc no.200001 Check no. and payment Doc no. are different

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Define variants for manual bank statement Same path (Tr cod is OT43) Select create button

Variant : VMH2

Name : Manual bank statement variant for VMH

Press enter

From the possible fields column double click on reference doc .number (selection)

Press enter

4the column (20+16) :36

From the possible field column double click on bank reference

Press enter

From the possible fields column double click on business area

Enter (53+13+4):67

Select save button

Press enter to save in your work bench request

Keep the cursor on VMH2 : select activate button

To make text field optional field for field status groups G001 and G005 (Tr code is OBC4) Select field status variant : VMH

Double click on field status group folder

Double click on : G001

Double click on general data

Text make it optional entry field

Select save button

Press enter to save in your request

Double click on : G005

Double click on General data

Text make it optional entry field

Select save button

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SALES Sales invoice posting (F-22) Give the document date : Today’s date

Type : DR

Company code : VMH

Posting key : 01

Reference bill no. : 2345

Account : 6600001

Press enter

Amount : 1 00000

Business area : VMHH

Text : Sales invoice posting

Posting key : 50

Account no. : 300000 Sales a/c

Press enter

Amount : *

Business area : VMHH

Text : +

Document –simulate & Save

Manual check deposit Path :Accounting –financial accounting –Banks –Incomings –check deposit –manual entry (FF68) From the menu select settings Specifications Start variant : select VMH1

Press enter

Bank key : VMHIDBI1

Bank account ; VMHIDBI1234

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Currency : INR

Group : 1 (paying slip no.)

Transaction : select VMH1 (check receipt clear customer )

Posting date : Today’s date

Value date : Today’s date

Currency : INR

Press enter

Amount :100000

Reference no. : 2345 (bill no.)

Business area : VMHH

Customer no. : 6600001

Enter & save Press enter to Save once again

From the menu select System –>services Batch input Sessions select session

name : IDBI-IDBI1

Select process button

Select Display errors only radio button

Select process button

We get a message processing of batch in put session completed

Select exit batch input button

Go and See the customer A/c FBL5N Give the customer no.6600001 Company code : VMH Select cleared items radio button Select normal items check box Select execute button Double click on type DZ Select column document overview button

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Check deposit credit in bank statement Path :Accounting –Financial accounting –Banks-Incoming –Bank statement –manual entry (Tr code is FF67) From the menu select settings –specifications Start variant : select VMH2

Press enter

Bank key : VMHIDBI1

Bank account : VMHIDBI1234

Currency : INR

Give the statement no. : 1

Statement date : Today’s date

Opening balance : 0

Closing balance : 100000

Posting date : Today’s date

Press enter

Ignore the warning message press enter

Transaction : select VMH2 check deposit in bank

Value date : Today’s date

Amount : 100000

Give the reference doc no. : 1 (That is paying slip no.)

Business area : VMHH

Enter & Save Save once again

From the menu select System –Services –Batch input session

Select session name : IDBI –IDBI1

Select process button

Select display errors only radio button

Select process button

Ignore the message and exit batch input button

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Go and see the IDBI check deposit A/c (FBL3N) Give GL A/c No. : 200132

Company code : VMH

Select cleared items radio button

Select normal items check box

Select execute button

Double click credit 100000

Select call up document overview button

1. Purchases

Purchase invoice posting F-43

Give the document date :Today’s date

Type :KR

Company code :VMH

Posting key :31

Account no. :4200001

Press enter

Give the amount :20000

Business area :VMHH

Text :Purchase invoice posting

Posting key :40

Account no. :200120 Inventory RM

Press enter

Amount :*

Business area :VMHH

Text :+

Document –Simulate and Save

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2. Outgoing payment with clearing (Tr code is F-53) Give the document date :Today’s date

Type :KZ

Company code :VMH

Clearing text :Outgoing payment

Account under bank data :200131 (IDBI cheque issue date)

Business area :VMHH

Amount :20000

Text :Outgoing payment

Account under open item selection :4200001

Select process open item button

Double click on payable amount :20000

From the menu select Document --Simulate & Save

3. Manual check creation (FCH5) Give the check no.100010 Select save button 4. Enter manual bank statement (FF67) Select overview button (F8) Keep the cursor on VMH IDBI Bank Ltd

Select new statement button

Closing balance (100000-200000)=800000

Posting date :today’s date

Press enter

Transaction :VMH3 check issue clearing in Bank

Value date :today’s date

Amount :20000 with minus

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Bank reference :100010 (cheque no.)

Business area :VMHH

Press enter

Select save button , save once again

From the menu select System –Service –Batch input –Sessions

Select session name :IDBI-IDBI

Select process button

Select Display errors only radio button

Select process button

Ignore the message exit batch input button

Go and see IDBI cheque issue account (FBL3N) Give the GL account :200131 IDBI cheque issue account

Company code :VMH

Select cleared items radio button

Select normal items check box

Select Execute button

Double click on debit 20000

Select call up document overview button

Bank charges Direct debits Enter manual bank statement FF67

Select overview button

Keep the cursor on VMH IDBI Bank Ltd

Select new statement button

Give the closing balance :79500

Posting date :Today’s date

Press enter

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Transaction :VMH4 Bank charges direct debits

Value date :Today’s date

Amount :500-

Business area :VMHH

Enter & Save

Save once again

From the menu select System –Services –Batch input –Session

Select session name :IDBI –IDBI-1

Select process button

Select display errors only radio button

Select process button

Ignore the message and select exit batch input button

To view the document posted (FB03) Press enter To view bank statements in SAP FF67 Select overview button Double click on VMH IDBI Bank Ltd To view the transactions in the statement Double click on statement no.

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CASH JOURNAL

1) To view daily cash and ban opening balances, Receipts , Payments and closing balance

2) GL Cash account accepts negative cash balance –Cash Journal will not accept negative cash balance

3) For petty cash purpose

1. Creation of GL master –Petty cash account –Current assets-Loans & Advances (FS00)

Give the GL A/c No. :200101

Company code :VMH

Select with template button

Give the GL A/c No. :200100

Company code :VMH

Press enter

Change short text and GL a/c long text to Petty Cash A/c

Select create /bank /interest tab

Select post automatically only check box

Select save button

Define number rage intervals for cash journal documents Path :SPRO-Financial accounting –bank accounting –Business transactions-Cash journal –Define number range intervals for Cash journal Documents (FBCJC1) Give the company code :VMH

Select change intervals button

Select interval button

No.range :01

From no. :500001

To no. :600000

Enter & Save

Ignore the warning message press enter

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Setup cash journal (FBCJC0) Same path Select new entries button

Company code :VMH

Cash journal no. :0001

GL A/c No. :200101

Currency :INR

Document type for GL A/c :SA

Document type vendor payment :KZ

Document type vendor receipt :KZ

Document type customer payment :DZ

Cash Journal name, :VMH HYD petty cash

Select save button

Press enter to save in your request

Create ,Change delete business truncations (FBCJC2) Same path

Select new entries button

Company code :VMH

Business transaction type :select R Revenue

G/L A/c :300000

Cash journal business transaction :Revenue

Select account modifiable check box

Company code :VMH

Business transaction type :select E Expenses

GL A/c No. :400100 Salaries A/c

Cash journal Business transaction :Expenses

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Select account modifiable check box

Select save button

Press enter to save in your request

Setup print parameters for cash journal Select new entries button Company code :VMH

Cash journal print program name :RFCASH00

Report variant :DEMOEN (Demo English)

Correspondence :select SAP18 Cash document

Select save button

Press enter to save in your request

Posting to Cash journal Path :Accounting –Financial accounting –General ledger –Posting –Cash journal posting (FBCJ) From the menu select Extras Change Cash journal

Give your company code :VMH

Cash journal :0001

Press enter

Select cash receipts tab

Business transaction :select Revenue

Amount :5000

Business area :VMHH

G/L A/c :300000 Sales A/C

Text :Cash sales

Select save button

Select post button

Select print cash journal button

Ignore the message press enter

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WITH HOLDING TAX (TDS

TDS: Tax deducted at source on Vendors/ Contractors/Local and professional charges TCS: Tax collected at source –on Customers/ scrap sale /waste sale TDS is part of CIN (Country India Version) TDS two types Classic with holding Tax Extended withholding tax Up to 4.6 C SAP CIN from 4.7 EE on words CIN is part of SAP

SAP was released in India 1995 –SA and CIN

February 1996 Finance Budget Govt. made changes to TDS for the changes in Budget.

SAP releases –Patch (program) February 1997 finance budget changes February 1998 Finance budget changes

February 1991 Finance budget changes

Released extended with holding tax Original CIN program modified with the

budget changes Number changes A) Education cess B) Higher and Secondary Education

cess C) Return –Contractors –annual Return

–form 26C D) Changed to annual return Form 26 E) Changed to quarterly return –Form

26Q F) ETDS TDS on contractors/Professional

charges /Rent/Interest other than salaries

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TDS on contractors (Income Tax Section 194C) 1 Status –Company /Partnership firm Individual 2. TDS Rates Basic 2%

Surcharges 10% on 2% ED 3% on (basic +Surcharges )

10% on 2% contract value in the whole year exceed 10 Lakhs other wise NIL 3% on Basic +Surcharge (Note :contract value in the whole year exceeds 1 core other wise NIL)

4. TDS is to be deducted at the time of invoice posting or advance payment posting

whichever is earlier

5. If each contract value is less than 20000 and all contract value in the whole year

is less than 50000 –No TDS is to be deducted.

6. To create only one code for invoice postings and one code for advance postings

(Max codes can be created 99)

7. If the contractor does not have taxable income he for lower rate of deduction or

NIL rate of deduction . Company has to deduct at lower rate or Nil rate –

Exemption certificate will be given by Income Tax Dept for each year.

8. In the bill amount includes material cost and conversion charges – (composite

contacts) To deduct TDS only conversion charges.

9. TDS deducted should be deposited within 7 days from the month end incase of

year end credits TDS to deposit within 2 months from the year end.

If 7th day comes on public holiday –choice to make the payment day before or

after.

10. Issue TDS certificate in form 16A to the contractor –It can be a monthly certificate

or consolidated certificate for the whole year.

11. File quarterly return in form 26Q earlier annual return Form 26

12. Permanent Account Number (PAN) will be allotted at company code level where

as Tax Deduction at Source (TDS No./TAN can be obtained at company code

level/Business area level/Business places level.

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Maintain calendar Path :SPRO-SAP Net weaver –General settings –Maintain calendar Select public holidays radio button

Select change button

Select create button

Select with fixed date radio button

Select create button

Day : 1

Month : select 05 May day

Short holiday name : May day

Long holiday name : May day

Press enter

Ignore the message select Yes button

Ignore the message press enter

Select back arrow

Select holiday calendar radio button

Select change button

Select create button

Calendar ID : A1 (VMH HYD Factory Holiday calendar)

Select assign holiday button

Select May day check box

Select assign public holiday button

Select save button

Ignore the message press enter

Select back arrow two times

Select factory calendar radio button

Select change button

Select create button

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Factory calendar ID : A2

Description : VMH HYD Factory calendar

Holiday calendar ID : A1

Work days select Monday to Saturday check boxes

Select save button

Ignore the message press enter

Check withholding tax countries Path :SPRO-Financial Accounting –Financial accounting global settings-With holding tax-Extended withholding tax-basic settings-Check with holding tax countries Select new entries button

Country : IN

Withholding tax country : IN

Description : India

Select save button or Ctrl+s

Save in account payable customization request

Define withholding tax keys Same path Give the country key : In for India Press enter Select new entries button Official withholding tax : 194C Name : TDS contractors Select save button Press enter to save in your request Define Business places (section code ) Path :Up to extend with holding tax the path is same -Basic settings India Define business places

Select new entries

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Company code : VMH

Section code : VMHF

Name : VMH HYD factory

Select save button

Give the name : VMH HYD Factory

Press enter to save in your request

Assign factory calendars to section code (Business places) Same path

Select new entries button

Company code : VMH

Section code : VMHF

Factory calendar ID : A2

Rule : select day before

Select save button

Press enter to save in your request

Define business place Path: Form the menu select System –Services –Table maintenance –Extended table maintenance (Tr cod is SM30) Table/view : J_1BBRANCV

Select maintain button

Give the company code : VMH

Press enter

Select new entries button

Business place : VMHF

Description : VMH Hyderabad factory

Select save button

Give the name : VMH Hyd factory

Press enter to save in your request

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Assign section code to business place (Tr code is SM30) Table /View : V_seccode

Select maintain button

Give the company code : VMH

Press enter

For section code : VMHF

Business place : AMF

Select save button

Press enter to save in your request

Define withholding tax type for Invoice posing: Path: Up to Extended with holding tax the path is same –Calculation –With holding tax type –Define with holding tax type for invoice posing Give the country key : IN

Press enter

Select new entries button

With holding tax type : D1

Description : section sec 194C contractors Invoice posting

Select gross amount radio button

Select with holding tax commercial rounding radio button

Select post with hold tax amount check box

Select no accumulation radio button

Select save button

Press enter to save in your request

Define withholding tax for payment posing Same path Give the country key : IN

Press enter

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Select new entries button

With holding tax type : DA

Description : Sec 194 C contractors –Advance posting

Select gross amount radio button

Select withhold tax commercial rounding radio button

Select no accumulation radio button

Select post with holding tax amount check box

Select central invoice propitiate radio button

Select save button or Ctrl+s

Press enter to save in your request

Why to select central invoice proportionate for advance payments

2.266% 1. Advance payment F-48 20.11.2008 Party special GL (A) Dr 100000 To Bank 97734 To TDS (To deposit before 07.12.2008) 2266 2. Purchase invoice posting F-43 14.12.2008 Conversion charges Dr 300000 To party 293202 To TDS (to Deposit before 07.12.2009) 6798

3. Transfer of advance from special GL to normal by clearing special GL -54

14.12.2008 Party Dr 97734 TDS Dr 2266 auto debit To Party special GL (A) 100000

TDS payable on 07.12.2008 on 07.12.2008 2266 TDS payable on 07.12.2009 4532 (6798-2266) Define withholding tax codes Path :Up to extend with holding tax the pat is same –Calculation With hold tax codes Define with holding tax codes

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Give the country key : IN

Press enter

Select new entries button

With holding tax type : D1

With hold code : D1

Description : section 194C contractors Invoice (2.266%)

Official with holding tax : section 194 C

Base amount percentage subject to tax : 100

With holding tax rate : 2.266%

Posing indicator : selection 1 (standard posting :Bank /Vendor

/Customer line item reduced

Select save button

Press enter to save in your request

Select back arrow

Select with holding tax type : D1

Select copy as button

Change with holding tax type : D1 to DA

Change with hold tax code : from D1 to DA

Description : sec 194 C (contractors –Advance 2.266% )

Enter and Save

Check recipient type Path :Up to extended with hold tax the path is same –Basic settings –Check recipient types Give the country key : In for India

Press enter

Select new entries button

With holding tax type : D1

Recipient type : CO

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Text : company

One more

With holding tax type : DA

Recipient type : CO

Text : Company

Select save button

Press enter to save in your request

Maintain tax due dates Path :Up to extend with holding tax the path is same –Basic settings –India Maintain tax due dates Select new entries button Country : IN Official with holding tax key : 194C Recipient type : CO No.of days unit tax due date : 777 Select save button ] Assign withhold tax types to company code Path :Up to Extend with holding tax the path is same –company code Assign with holding tax types to company code Select new entries button

Company code : VMH

Withholding tax type : D1

Recipient type : CO

Select with hold tax agent check box

Withholding tax obligated firm : 01.04.2008

Obligated to with hold tax until : 31.03.2009

Select save button

Press enter to save in your request

Select back arrow

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Select company code VMH with tax type D1

Select copy as button

Change the With holding tax type to DA

Enter & Save Activate extended withholding tax : Same path

Select position button

Give the company code : VMH

Press enter

For company code VMH select extended with holding tax check box

Select save button

Ignore the warning message press enter

Press enter to save in your request

Combined with holding tax code Path: up to Extend with holding tax the path is same –Calculation –India –surcharges –Maintain surcharge rates (Surcharges combined with basic withholding tax codes) Select new entries button

Company code : VMH

Withholding tax code : D1

Recipient type : CO

Surcharge rate : 10

Company code : VMH

Withholding tax code : DA

Recipient type : CO

Surcharge : 10

Select save button

Press enter to save in your request

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Assignment of accounts for Automatic postings: Path :Up to Extended with holding tax the path is same –Posting –Accounts for withholding tax –Define accounts for withholding tax to paid over Give the Chart of Accounts : VMH

Press enter

Select with holding tax code check box

And with withholding tax type check box

Select save button

Withholding tax type : D1

Withholding tax code : D1

Account : 100510

Withholding tax type : DA

Withholding tax code : DA

Account : 100510

Select save button

Press enter to save in your request

Maintain company code settings Path :SPRO-Logistic- General –Tax on goods movement –India –Basic settings –Maintain company code settings Select new entries button Give the company code VMH and Save Press enter to save in your request Specify document type for remittance challans Remittance challans TDS on contractors 1 CO 1000 (Company) 2 OT 2000 (Individual)

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3 CO 3000 4 CO 4000 5 TO 5000 When we make TDS payment –we have to prepare two challans 1 for Companies 2 for Individuals In remittance challan screen recipient type Company (CO) 1 CO 1000 3 CO 3000 4 CO 4000 TDS on contractors Dr-With Clg 8000 GL To Bank 8000 GL Doc .Type :SA Path :Up to Extended with holding tax the path is same –Posting –India –Remittance challans –Document types –Specify document type (Accounts payable)

Select new entries button

Company code : VMH

Remittance challan document type : SA

Select save button

Press enter to save in your request

Maintain number groups: Same path

Select new entries button

Company code : VMH

Section code : VMHF

Official withholding tax key : 194C

Number group : 08

Select save button

Press enter to save in your request

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Assign number ranges to Number groups: ( Tr code is J1INO) Same path Select new entries button Internal number range group : 08 Internal challan : 08 Select save button Maintain number ranges:(Tr code is J1INUMBER) Same path Select maintain groups button

Select group without tax having 08 check box

From the menu select Interval Maintain

Give the company code : VMH

Press enter

Select interval button

Year : 2008

From no. : 1

To number : 100000

Enter & Save Ignore the message press enter

Assign remittance challan number group to Business place Tr code is (SM30) Give the Table /View : J_1IEWTNUMGR

Select maintain button

Select new entries button

Company code : VMH

Business place : VMHF

Official with holding : 194C Tax key

Number group : 08

Select save button

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Assign remittance challan number group to section code :(SM30) Table /view : J_1IEWTNUMGR_1

Select maintain button

Select new entries button

Company code : VMH

Selection code : VMHF

Official withholding : 194C Tax key

Number group : 08

Select save button

Press enter to save in your request

Maintain number groups and SAP script forms Path :Up to Extend with holding tax the path is same –Postings –India –Withholding tax certificates for Vendors and Customers –Maintain number groups as SAP script forms Select new entries button

Company code : VMH

Section code : VMHF

Official withholding tax key : 194C

Form : J_11EWT_CERT

No group : 09

Select save button

Press enter to save in your request

Assign number ranges to number groups Same path Select new entries button Number group : 09 Internal number range : 09 Select save button Press enter to save in your request

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Maintain number ranges Sam path

Select maintain groups button

Select group without text having 09 check box

From the menu select interval maintain

Company code : VMH

Press enter

Select interval button

Year : 2008

From number : 100001

To number : 200000

Enter & Save

Ignore the message press enter

Assign withholding tax code in Vendor master Path :Accounting –Financial accounting –Accounts payable –Master records-Maintain centrally –change (Tr code is XK02) Give the vendor no. : 4200001

Company code : VMH

Select with hold tax check box

Press enter

Give the withhold tax country : IN (India)

With holding tax type : D1

Withholding tax code : D1

Select liable check box

Recipient type : CO

Withholding tax type : DA

Withholding tax code : DA

Select liable check box

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Recipient type : CO

Select CIN details button

Ignore the warning message press enter

Select withholding tax tab

Give the PAN of vendor : AP4C12345C

Select back arrow

Select save button

END USER AREA Conversion charges posting (F-43) Document type : Today’s date

Type : KR

Company code : VMH

Posting key : 31

Account no. : 4200001

Press enter

Give the amount : 100000

Business area : VMHH

Business place /section code : select VMHF

Press enter

Text : Conversion charges posting

Posting key : 40

Account : 400200 conversion charges account

Press enter

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Conversion charges Option 1 Option 2 Option 3 If the bill value is less than 20000 and whole year contract value is less than 50000

If the value consists of material 30000 and conversion charges 70000

If the bill amount is only for conversion charges

No TDS A) For D1 with –holding tax base amount enter 70000 TDS will be deducted on 70000

A) Remove DA

Remove D1 and DA B) Remove DA Remove with hold tax code : DA Press enter Amount : * Business area : VMHH Text : + From the menu select Document Simulate and Save Note : If you get a error message once check it Activate extended withholding tax /

Document splitting Create remittance challan Path :Accounting –Financial accounting –Accounts payable –With holding tax –India –Extended with holding tax –Remittance of withholding tax-Create remittance challan (Tr code is J1INCHLN) Company code : VMH

Fiscal year : 2008

Business plane/ Second code : VMHF

Posting date : 01.01.2009 to 31.01.2009

Section : 194 C

Recipient type : CO

Document date : 07.02.2009

Posting date : 07.02.2009

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Bank account : 200105 SBI CA

Execute (F8)

Press enter

Business area : VMHH

Text : Conversion charges amount

Double click on all open items (by default one rupee can not see in SAP zero)

Select document overview button

Double click on the line item

SBI current A/c with one rupee

Amount : *

Select save button

Select clearing document button

Select back arrow

Enter Bank challan Path: Same path ( Tr code is J1INBANK)

Give the company code : VMH

Fiscal year : 2008

Challan clearing number : select document no.37

(Once we select challan clearing number, Internal challan number and internal challan

date will be update automatically)

Base challan no . : 789

Bank challan date : 07.02.2009

Bank key : select SBI

Select execute button

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Print TDS Certificate Path :Up to extend with holding tax the path is same –Certificates –Print (J1INCERT) Company code ; VMH

Fiscal year : 2008

Business area /Section code : VMHF

Section : 194C

Posting dates : 01.04.2008 to 31.03.2009

Bank challan dates : 01.05.2008 to 30.04.2009

Certificate date : 30.04.2009

Signatory : Mr X

Designation : Manager

Place of printing : Hyderabad

Select Execute button

Select print button

Output device : LP01

Select print button

To view the print out From the menu select –System –Services –Output control Select execute button Select spool no.check box Select display contents button Quarterly return ( Tr code J1INQEFILE) Path for Entering acknowledgement numbers. In TDS certificate we have to specify acknowledgment number for each quarterly return field.

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Path :System –Service –Table maintenance –Extended table maintenance (Tr code is SM30) Table /View J_1IET_ACKN_N Select maintain button Select new entries button Company code : VMH Year : 2008 Section code : VMHF Period : select second quarter ACK No. : 123 Select save button Note: Quarterly return not working in pirated software’s patches updated in genuine

SAP software Advance posting:

1. Advance payment posting F-48

15.12.2008 50000 1133 TDS to deposit before 07.01.2009 2. Conversion charges posting F-43

02.01.2009 200000 4532 3. Transfer of advance from special GL to normal by clearing special GL F-54

02.01.2009 1133 Auto debit will come before 07.02.2009 to deposit 4532-1133=3399

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Assignment of accounts for automatic postings: Path :SPRO-Financial accounting –Asset accounting-Integration with the general ledger-Assign GL accounts. Give the your Chat of Depreciation :VMH Enter The Transaction code is AO90 Select chant of accounts :VMH

Double click on account determination folder

Select account determination :VMH10000 Land

Double click on Balance sheet accounts folder

Acquisition column:Acquisition and production costsGive the A/c No.:200000 Land

Loss made on asset retirement w/o revenue.(w/o revenue mean scrap)

Give the account no.400303 loss to scraping

Clearing account revenue from asset sale :300102

Gain from asset sale :300103

Loss from asset sales :400302

Press enter

Select save button

Ignore the warning message press enter

Press enter to save in your request

Double click on account determination folder

Select account determination :VMH11000 Buildings

Double click on Balance Sheet accounts folder

Acquisition column acquisition and production cost a/c no.200005

Loss made on asset retirement w/o revenue :400303

Clearing account revenue from asset sale :300102

Gain from asset sale :300103

Loss from asset sale :400302

Save

Ignore the message press enter

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Double click on depreciation folder

Accumulated depreciation for ordinary depreciation 100200 accumulated depreciation

buildings

Expense account for ordinary depreciation 400500 Depreciation account

Save

Ignore the message press enter

Double click on account determination folder

Select account determination :VMH 20000 P & M

Double click on Balance Sheet accounts folder

Acquisition column acquisition and production costGive the GL account no.:200010

Loss made on asset retirement (without) w/o revenue 400303

Clearing account revenue from asset sales :300102

Gain from asset sale :300103

Loss from asset sale :400302

Select save button or Ctrl+s

Double click on depreciation folder

Accumulated depreciation account for ordinary depreciation a/c no.100205

Expense account for ordinary deprecation :400500

Save

Ignore the message press enter

Double click on account determination folder

Select account determination :VMH30000 Furniture & Fixtures

Double click on balance sheet account folder

Acquisition :Acquisition and production costs 200015 (Furniture & Fixtures a/c)

Loss made on asset retirement w/o revenue :400303

Clearing account revenue from asset sale :300102

Gain from asset sale : 300103

Loss from asset sale :400302

save

Ignore the message press enter

Double click on depreciation folder

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Accumulated depreciation account for ordinary depreciation 100210

Expense for ordinary deprecation :400500

Save

Ignore the message press enter

Double click on account determination folder

Select account determination :VMH 31000 vehicles

Double click on Balance Sheet accounts folder

Acquisition: Acquisition production costs :200020

Loss made on asset retirement w/o revenue :400303

Clearing account revenue from asset sale :300102

Gain from asset sale :300103

Loss from asset sale :400302

Save

Ignore the message press enter

Double click on depreciation folder

Accumulate depreciation for ordinary depreciation :100215

Expenses account for ordinary depreciation :400500

Save

Ignore the message press enter

Double click on account determination folder

Select account determination :VMH40000 Capital Work In

progress

Double click on Balance Sheet accounts folder

Acquisition :Acquisition and production cost :200025

Loss made on asset retirement w/o revenue :400303

Clearing accounts revenue from asset sale :300102

Gain from asset sale :300103

Loss from asset sale :400302

Select save button or Ctrl+s

Ignore the message press enter


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