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SAP FIGeneral Ledger
May 2012
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Table of Contents
GL Overview
Sub Processes Master Data Transaction Processing Account Analysis
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Table of Contents
GL Overview
Sub Processes Master Data Transaction Processing Account Analysis
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Financial Accounting Organization structure
Client Operating Concern
Chart of Depreciation
Credit Control Area
Chart of Accounts
Controlling Area
Company Code
Dunning Area
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Chart of Accounts The Chart of Accounts
An organized list of all GL accounts used by one or more company codes
Many company codes may use the same COA
Create Chart of Accounts : OB13
COA“ACCA”
Company Code
5100 A LtdCompany Code
5200 A1 Ltd
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Variant Principle – Fiscal Year Variant Variant Principle:
It is a three step method to assign properties to one / more objects
Define variant (K4 Fiscal year variant) Determine values for the variant
defined. Assign variant to objects : Assign
variant K4 to object company code
Fiscal Year Variant SAP allows up to 16 posting periods which
reflect 12 months of the year & 4 special periods used for year end adjustments
Fiscal Year normally has 12 posting period & 4 special period for year end closing transactions
Fiscal year can be Calendar Year ( Jan to Dec) / Not Calendar Year ( Apr to March)
SAP standard Fiscal Year Variant : K4 (Jan to Dec), V3 (Apr to March)
Create a Fiscal Year Variant : OB29
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Variant Principle – Posting Period Variant Posting Period Variant
A separate variant for posting period is defined for every company code One Posting period variant can be assigned to multiple company codes System derives posting period from posting date. To prevent documents from being posted to an incorrect posting period, we can
close certain posting periods. Several company codes can use the same Posting period variant.
The account type + must be open for all periods that are supposed to be open for all other account types. However a/c type (S/D/K/M) may / may not be open
Tcode : OBBO
Open & Close Posting Period Here we specify which periods (Jan, Feb, Mar ...) are open for posting for each
Posting period variant Tcode : OB52
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General Ledger – Master Data
Master Data
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Master Data
Account Groups
General Ledger Accounts Creation Change Block
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GL Account Groups
Different types of accounts (Asset, Expense, Revenue…) can be bundled into different account groups
By assigning a number range to an account group, we can ensure that accounts of the same type are within the same number range
Create GL Account Group : Tcode : OBD4
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GL Account - Creation
Company code
segment
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The GL account master record is divided into two segments: A chart of accounts segment and a company code segment.
The chart of accounts segment contains the data that is valid for all company codes
The company code segment contains data that is valid only for that company code. Thus individual company codes can control their business processing requirements.
Tcode to create a GL account: FS00: centrally FSP0: in chart of accounts FSS0: in company code
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G/L Accounts - Blocking
G/L Accounts are blocked at two levels Chart of Accounts level Company Code level
Chart of accounts level GL account creation in the Company Code GL account for posting Tcode : FSP0
Company Code level GL account for posting Tcode : FSS0
Block GL Account Centrally : FS00
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General Ledger – Transaction Processing
Transaction Processing
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The Accounting Documents Each document consists of two segments: header and line items Header :
The document header contains information that applies to the entire document Dates, Document Type, Company Code, Currency, Reference
Line items represents an individual transaction posted to an account
Document Type Document Type is defined at client level & applicable for all company codes Document Type Controls:
Document Number Range Reverse Document Type Account Types Allowed (Asset, Vendor, Customer, Material, GL) Required during document Entry ( Reference, Document Header text)
Tcode : OBA7
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Document Number Ranges
Each document Type is assigned a number range.
Number range can be internal / external
Up to a Future Fiscal Year : Beginning of next fiscal year system uses number following the last number of the current fiscal year
For Each Fiscal Year: System starts with a new number each fiscal year
A document number range can be assigned to multiple document types
Tcode : FBN1
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Posting keys
A two-digit numeric key that controls the entry of document line items. Specifies the following:
The account type to be posted (Customer, Vendor, GL, Asset, Material)
Whether it is a debit or credit posting
Which fields of the line item may have or require an entry (Field status : Suppress, Required, Optional)
Tcode : OB41
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Posting in Foreign Currency
Local currency - Functional currency of the company code
Document currency - Currency of the document
Group currency - Alternative currency for group reporting
For every Company Code there is defined a company code currency. This is the local currency.
Every document, posted in a currency other than company code currency, is processed as a foreign currency document.
The foreign currency is converted to local currency and both are stored in the document along with the exchange rate
Exchange rate can be entered manually or derived from “Exchange Rates Table” (TCURR)
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Parking / Holding a GL Document
After entering the document it is possible: To post it immediately To park the document To hold the document
Park: Document number is assigned It is considered for reports Document can be found with any user ID
Hold: Document is incomplete No document number is assigned It is not considered for reports Document can be found under user ID which created it
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Reverse a GL document
Document is entered incorrectly and need to be reversed
This Document can be reversed can be reversed in Tcode FB08
Reversal Reasons: The reason for the reverse posting is noted in the reversed document. The field is used only as information as to why a reversal was necessary
Documents with cleared items cannot be reversed. For this first reset the cleared
items in FBRA
Individual document reversal : FB08
Mass document reversal : F.80
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Transaction Demonstration
Perform standard GL account posting (F-02)
Enter GL Account posting Fast Entry (FB50)
Display GL account posting (FB03)
Change posted GL document (FB02)
Reverse posted GL document (FB08)
Reset and reverse a GL cleared document (FBRA)
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General Ledger – Master Data
Account Analysis
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GL Account Clearing
Bank Statement
AutomaticPayment
A typical example of an open item is, for instance, a bank clearing account. A transaction is cleared when an offset value is posted to an item or group of
items, so that the resulting balance of the items is zero.
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Automatic Clearing Program
Open items for G/L Accounts, Vendors and Customers can be cleared automatically by running the Clearing Program
There are five criteria’s that can be configured for automatic clearing. Normal practice is giving ZUONR (Assignment) as one criterion. The sort key in the vendor master defines the assignment field in the document.
Tcode for configuring automatic clearing : OB74
Tcode for running automatic clearing : F.13
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GL Account Analysis : Transactions
Display G/L account balance : FD10N
Display G/L line items : FBL1N
Manual Open Item Clearing account : F-03
Automatic Open Item Clearing account : F.13
Reset and Reversal of Clearing : FBRA
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General Ledger : Revision Company code Chart of Accounts G/L Account Group G/L Account creation Fiscal Year Variant Posting Period Variant Open and Close Posting Period Variant Document Type Posting Keys G/L document Posting / Hold / Park / Display Manual Clearing Automatic Clearing Reset a Cleared document Reverse a G/L document Display G/L account Balance Display G/L Line item balance