AC200 Accounts Receivable And Payable Processing

AC200 4.6 / Accounts Receivable
and Payable Processing
AC200
Release 470 04/11/2006

© SAP AG 1999
AC200 4.6 / Accounts Receivable and Payable
Processing
© SAP AG
AC200
AC200
Business Partner
Accounting
Business Partner
Accounting
„ R/3 System
„ Release 4.6C
„ November 2000
„ Material number: 5004 2206

© SAP AG 2003
Copyright
Copyright 2004 SAP AG. All rights reserved.
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© SAP AG 1999
Financial Accounting I
Financial Accounting and
Reporting
AC010 5 days
Asset Accounting
AC305 4 days
Special Purpose Ledger
Human Resources
Essentials I
HR051 1 day
Level 3
Level 2
Travel Management
Travel Expenses
AC270 3 days
Travel Management
Travel Planning
AC275 2 days
@ACxxxx
more
e-learnings
@AC010a
Change Vendor
or Customer
Master Data via
Internet
Human Resources
Essentials II
HR052 2 days
@
@
@
@
1 h
General Ledger/
Accounts Payable/
Accounts Receivable
Configuration
AC200 3 days
Periodic Processing in
Accounts Payable/
Accounts Receivable
AC201 2 days
Financial Closing
AC205 2 days
x h
AC220 5 days
Additional Financial
Functionality
AC260 1 day
@AC200a
Interest
Calculation of
open and/or
cleared items @
@
2 h

© SAP AG 1999
Course Prerequisites
z AC010 - Financial Accounting and Reporting
z Basic knowledge in Financial Accounting

© SAP AG 1999
Target Group
z Audience:
„ Project team members responsible for the basic configuration
of the R/3-FI-module
„ Project team members responsible for the configuration of FI-
GL/AP/AR
z Duration: 5 days
Notes to the user
„ The training materials are not teach-yourself programs. They complement the course instructor's
explanations. On the sheets, there is space for you to write down additional information.

(C) SAP AG AC200 1-1
© SAP AG 1999
Introduction
z Course Goals
z Course Objectives
z Course Content
z Course Overview Diagrams
z Main Business Scenario

© SAP AG 1999
This course will enable you to:
Course Goals
z carry out the core configuration of R/3’s
financial accounting module
z perform core business processes

© SAP AG 1999
At the conclusion of this course, you will be able
to:
Course Objectives
z create financial accounting organizational units
z maintain financial accounting master data
z influence creation and display of financial
transactions
z generate automatic financial data transactions
z perform financial data analysis

© SAP AG 1999
Chapter 5 Posting Control
Chapter 6 List Viewer and
Table Control
Chapter 7 Clearing
Chapter 8 Cash Journal
Chapter 1 Introduction
Chapter 2 Basic Settings
Chapter 3 Master Data
Chapter 4 Document Control
Appendix
Contents

© SAP AG 1999
Main Business Scenario
z Your company “GR##” is bidding for a consulting
contract. In order to do this, your company has to
prepare a prototype to present to the prospective
client’s steering committee. The client will award
the contract to a consulting company based upon
the quality of this presentation.
z You are a part of the team which is responsible
for configuring the core FI component.

© SAP AG 1999
Symbols Used in this Course (1)
Company code or
company code segment
Business area
Fiscal year or
fiscal year variant
Client or
Client level
Document
Tax ID
Document header
Document line item
Jan.
Feb.
Mar.
Apr.
May
June
July
Aug.
Sept.
Oct.
Nov.
Dec.
01
02
03
04
05
06
07
12
11
10
09
08
Tax ID
A0 V0
0O 0I 0I
D Acct 1
C Acct 2
Line items
Document

© SAP AG 1999
Symbols Used in this Course (2)
£ Currencies
Chart of accounts, account,
or chart of account segment
Account groups
House bank
Partner bank
Document type
DT
Posting key
PK
PK

© SAP AG 1999
Basic Settings
z Organizational Units
Š Company Codes
Š Business Areas
z The Variant Principle
z The Fiscal Year
z Currencies
Š Currency Codes
Š Exchange Rate Types
Š Maintaining Exchange Rates

© SAP AG 1999
At the conclusion of this unit, you will be able to:
Basic Settings: Objectives
z map the accounting structure of your company to
an R/3-FI-Structure by using R/3-organizational
units
z define a R/3-fiscal year
z maintain exchange rates using different tools

© SAP AG 1999
Basic Settings: Business Scenario
z Your prospective client wants to ensure that its
organizational structure can be replicated in the
R/3-system and asks you to verify this for the
financial accounting application.
z The head accountant wishes to know how
posting periods are defined in R/3 and how
postings are assigned to them.
z The enterprise has a number of foreign
customers and vendors and therefore postings
in different currencies must be possible. You
must verify that R/3 can handle foreign
currency postings.

© SAP AG 1999
At the conclusion of this topic, you will be able to:
Organizational Units: Objectives
z describe the meaning of organizational units
“company code” and “business area” and
determine their differences
z create a company code using the “copy company
code” functionality

© SAP AG 1999
Organizational Units in R/3 FI
Client 000
Company
Code 1000
Business area 1000
Business area 1000
Company
Code 2000
Company
Code 3000
Company
Code 4000
Business area 2000
Business area 2000
Client 001
Client 400
...
„ The client is the highest level in the R/3 system hierarchy. Specifications or data which shall be valid for
all organizational units in all R/3 applications are entered at the client level, eliminating the need to enter
this information more than once (e.g. exchange rates). Each client is a self-contained unit which has
separate master records and a complete set of tables and data. Users must enter a client key and have a
user master record in the client in order to log on to the system.
„ Main FI organizational units:
y Company code (external purposes)
A Company Code represents an independent balancing/legal accounting entity. An example would be
a company within a corporate group. Balance sheets and profit/loss statements required by law, can be
created at the company code level. Therefore, a company code is the minimum structure necessary in
R/3 FI.
In an international business, operations are often scattered across numerous countries. Since most
government and tax authorities require the registration of a legal entity for every company, a separate
company code is usually established per country.
y Business area (internal purposes)
Business areas represent separate areas of operation within an organization and can be used across
company codes. They are balancing entities which are able to create their own set of financial
statements for internal purposes. The use of business areas is optional.

© SAP AG 1999
Creating a Company Code
z the definition
z global parameters
z customizing tables (approx. 315 tables)
z general ledger accounts (if desired)
z account determination
After using this function, only the desired changes between the
original and the new company code have to be maintained.
To create a company code copy an existing company code
using the organization copy function, which copies:
„ Note : The IMG suggests the order
y Copy, delete, check company code
y Edit company code data
„ Copy the company code from an existing company code. This has the advantage that you also copy the
existing company code-specific parameters. After copying, you can edit data in your new company code.
„ You have to select a four-character alpha-numeric key as the company code key. This key identifies the
company code and must be entered later when posting business transactions or creating company code-
specific data.
„ Note : The use of the organization copy function is not required. It is also possible to define the
company code and fill the customizing tables from scratch.

© SAP AG 1999
Company Code Components
z Definition of a company code
„ 4 character company code key
„ Company name
„ City
„ Country
„ Currency
„ Language
„ Address
z Global Parameters
„ Chart of accounts
„ Fiscal year
„ Company code defaults
„ The editing of the company code data includes:
y The address data is required for correspondence and is recorded on evaluation reports.
y For each company code a currency must be specified. Accounts are managed in the company code
currency. All other currencies are indicated as foreign. The system converts the amounts posted in a
foreign currency into this currency. The currency defined in the company code is known as the local
currency within R/3.
y The country key specifies which country is to be regarded as the home country. The system interprets
all other countries as foreign. This is important with business or payment transactions, since different
forms are needed for foreign payment transactions, and the system supports different formats for
addresses for foreign correspondence.
y A language key must be entered so that the system can create texts automatically in the correct
language; for example, when issuing checks.
„ When defining a business area, only a 4 digit alpha-numeric key and a short description are needed.

© SAP AG 1999
Country Templates
CC 0001
CC 1000
etc.
US01
FR01
GB01 JP01
DE02
(chart IKR)
DE01 (chart
GKR)
etc.
„ In the R/3-standard system company code 0001 is a template for a general company code with chart of
accounts INT and no special country-specifications.
„ If you need a company code in a country for which a country template exists, you can use the country
version program which copies the country-specific customizing tables from the specific country
template into company code 0001. Upon completion, company code 0001 will be customized for the
selected country. You should then copy this company code into your new desired company code. You
may then start the country version program again to create a template for another country and so on.
„ Note: The country version program not only creates a country-specific company code template but also a
country-specific template for controlling areas, plants, purchasing organizations, sales organizations,
credit control areas, financial management areas,etc.
„ Attention: Do not forget to copy the template before you proceed further. Do not use company code
0001 as your productive company code because the country version program always uses this company
code as the target company code. Furthermore, you should run the country version program only in a
new installation of R/3 and not in an upgrade installation because the structure of the country-specific
customizing may have changed from one R/3 release to another.

© SAP AG 1999
The Variant Principle: Objectives
z explain the use and advantages of the variant
principle

(C) SAP AG AC200 2-10
© SAP AG 1999
The Variant Principle
The variant principle is a three step method used in R/3 to assign
special properties to one or more R/3 objects. The three steps are:
1. Define the variant,
2. Populate the variant with values,
3. Assign the variant to R/3-objects.
z This principle is used for
„ field status
„ posting periods
„ fiscal years
„ ....
„ The variant principle is a widely used method in R/3 to assign special properties to one or more R/3-
objects.
„ For example using creating a company code as an example;
y Define the variant: K4 is our fiscal year variant
y Populate the variant with values: we define the properties of K4 to be “calendar year”
y Assign the variant to R/3 objects: we assign K4 to multiple company codes that use that calendar
„ The main advantage for using variants is that it is easier to maintain properties which are common
among several business objects.
„ Note: On this slide the variant principle is discussed in general so that you will recognize it in other areas
of the course.

(C) SAP AG AC200 2-11
© SAP AG 1999
The Fiscal Year: Objectives
z explain the necessity and use of a fiscal year
variant and the different types of posting periods
z define a fiscal year variant which matches your
requirements
z assign the fiscal year variant to a company code

(C) SAP AG AC200 2-12
© SAP AG 1999
The Fiscal Year
z The fiscal year can be defined
as...
z Year-independent
„ ==> the same number and dates
for the periods every year
z Year-dependent
„ ==> periods can vary from year to
year
15
14 16
13
01
02
03
04
05
06
07
12
11
10
09
08
„ To separate business transactions into different periods, a fiscal year with posting periods has to be
defined. The fiscal year is defined as a variant which is assigned to the company code.
„ The fiscal year variant contains the definition of posting periods and special periods. Special periods
are used for postings which are not assigned to time periods, but to the process of year-end closing. In
total,16 periods can be used.
„ The system derives the posting period from the posting date. When the posting date falls within the last
normal posting period, the transaction may be posted into one of the special periods.
„ Example: Above you see a fiscal year with 12 posting periods and 4 special periods. If the posting date
falls in the 12th period, the transaction can instead be posted in one of the four special periods.
„ Standard fiscal year variants are already defined in the system and can be used as templates.
„ Note: The fiscal year variant does not include the information as to whether a period is open or closed;
this is maintained in another table. The fiscal year variant only defines the amount of periods and their
start and finish dates.

(C) SAP AG AC200 2-13
© SAP AG 1999
The Year - Independent Fiscal Year Variant
Calendar year = Fiscal year Calendar year different than
fiscal year
The posting periods
correspond to the months in
the year
Jan.
Feb.
Mar
Apr.
May
June
July
Aug.
Sept.
Oct.
Nov.
Dez.
01
02
03
04
05
06
07
12
11
10
09
08
Apr.
May
June
July
Aug.
Sept.
Oct.
Nov.
Dec.
Jan.
Feb.
Mar
01
02
03
04
05
06
-1
-1
-1
Begin: April/1/2000
End: March/31/2001
Which fiscal year and posting period
was used on Jan.15, 2000 for
postings?
These postings were completed
in posting period 5 of the previous
fiscal year
„ If each fiscal year of a fiscal year variant uses the same number of periods, and the posting periods
always start and end at the same day of the year, the variant is called year-independent. A year-
independent fiscal year variant can be defined as
y the calendar year
y a non-calendar year
„ If the fiscal year is defined as the calendar year, the posting periods are equal to the months of the year.
Therefore a calendar year variant must have 12 posting periods.
„ If the fiscal year is defined as a non-calendar year, the posting periods need to be defined by assigning
ending dates to each period. A non-calendar year can have between 1 and 16 posting periods. If the non-
calendar year does not start at January 1st the periods of the year which belong to the former or the
coming fiscal year must get an annual displacement indicator (-1, +1).
„ The example above on the right shows a non-calendar year with 6 posting periods which goes from April
to March. The months January to March therefore still belong to the old fiscal year and need to have the
annual displacement indicator ”-1”.
„ If the fiscal year differs from the calendar year, but the posting periods correspond to calendar months,
the day limit for February should be 29 to be prepared for leap years.
„ Fiscal years are normally year-independent.

(C) SAP AG AC200 2-14
© SAP AG 1999
The Year - Dependent Fiscal Year Variant
Full years with different period dates Shortened fiscal year
199a 199b
199d
199c
01
02
03
04
01
02
03
04
01
02
03
04
01
02
03
04
01
02
03
04
05
06
07
08
199e
„ A fiscal year variant has to be defined as ”year-dependent” if the start and the end date of the posting
periods of some fiscal years will be different from the dates of other fiscal years, and/or if some fiscal
years shall use a different number of posting periods.
„ If all of the years of a year-dependent fiscal year variant have the same number of periods, only the
different period dates for the different years have to be defined (see example to the left).
„ If one year of a fiscal year variant has less posting periods than the others, it is called a ”shortened fiscal
year” (see example on the right). This could be required if closing has to be made before the end of the
normal fiscal year; (e. g. if the beginning of the fiscal year should be changed or if the company was
sold). The shortened fiscal year and its number of posting periods has to be specified before definition of
the period dates. For this year only a lesser number of posting periods can be assigned.

(C) SAP AG AC200 2-15
© SAP AG 1999
Currencies: Objectives
z define currencies in the R/3-system
z explain the meaning of different exchange rate
types
z maintain exchange rates
z use the different tools which help in exchange rate
maintenance
z define direct or indirect quotation as the standard
quotation for the exchange rate

(C) SAP AG AC200 2-16
© SAP AG 1999
USD
USD
z historical rate
z bank selling rate
z bank buying rate
z average rate
z the rate on certain key dates
z ...
0
1
0,5
time
rate
GBP
GBP JPY
JPY
Currency Codes, e.g.
Exchange rate types:
Currency and Exchange Rate Types
„ Every currency which will be used has to be identified by a currency code. Most of the world's
currencies are already defined in the SAP R/3-System. Each currency code can have a validity date.
„ For every combination of two currencies, different exchange rates can be maintained which are
distinguished by an exchange rate type. These different exchange rates can be used for various purposes
such as: valuation, translation, conversion, planning, etc.

(C) SAP AG AC200 2-17
© SAP AG 1999
Translation factors
1
100
1
1
„ The relation between currencies have to be maintained per exchange rate type and currency pair in the
translation factors. This usually has to be performed only once.
„ Because inflation can dramatically change the relationship between currencies, translation factors can be
maintained on a time-dependent basis (since 4.0A).

(C) SAP AG AC200 2-18
© SAP AG 1999
Maintaining Exchange Rates
Exchange
rate type
From
Every
used
exchange
rate
type
!
Every currency
combination !
Every
day
? A lot of daily work!
==> tools offer help
To Valid from Exchange rates
„ Maintaining exchange rates is an on-going task.
„ To reduce maintenance, R/3 offers several tools. For each exchange rate type one of the following tools
can be used:
y Inversion (of the tools available, inversion is the oldest and is seldom used today)
y Base Currency
y Exchange Rate Spreads
„ Note: Just one of these three tools can be used per exchange rate; however, for different exchange rate
types different tools can be used.
„ Furthermore: the program RFTBFF00 maintains the exchange rate table automatically by uploading an
input file in multicash-format.
„ Another option for transferring exchange rates is offered by the program RFTBDF07, which uses a data-
feed interface to transfer data in real-time, if the external data-feed supports real-time exchange rate
supply. With Remote Function Call (RFC), a direct connect is set up directly between an external system
and a SAP System. You can find information on the file format, data suppliers, file structures and so on
in the documentation for this program.

(C) SAP AG AC200 2-19
© SAP AG 1999
Exchange Rate Spreads
Selling
rate B
Average
rate M
Buying
rate G
+ spread
- spread
Exchange
rate spread
Exchange
rate spread
„ Exchange rate spreads between the bank buying/selling rate and average rate usually remains constant.
If the exchange rate spread of an exchange rate type is entered into the system, only the average rate has
to be maintained since the buying and the selling rate can be derived by adding/subtracting the exchange
rate spread to/from the average rate.
„ Combination of base currency and exchange rate spreads:
A very efficient combination of the exchange rate tools is
y Using a base currency for the average rate (M)
y Using the exchange rate spreads to calculate the buying and selling rates (B and G)

(C) SAP AG AC200 2-20
© SAP AG 1999
Base Currency
£
Average rate
To maintain:
Average rate
Calculated:
£
£
„ A base currency can be assigned to an exchange rate type. It is then only necessary to maintain exchange
rates for all other currencies into this base currency. An exchange rate between two foreign currencies is
calculated by combining the two rates between each currency and the base currency.
„ Note: A base currency can only be used for an average rate (e.g. M), not for a selling or buying rate.
„ Until 4.0A it was only possible to use one base currency per exchange rate type. Legal requirements may
make it necessary to use different base currencies for the exchange rates with different currencies.
y Example: The base currency of the group is USD. One company code of the group lies in Mexico. In
Mexico it is a legal requirement that all company codes have to use the local currency MXN as the
base currency.
y Solution: To all currency pairs with MXN of the normal exchange rate type a derived exchange rate
type gets assigned which has the base currency MXN. Normally the base currency USD is used;
however, for all exchange rates with the currency MXN, the base currency MXN is used.

(C) SAP AG AC200 2-21
© SAP AG 1999
EURO
z Base currency switches to EURO
„ derived exchange rate types are used in translation
z Special translation regulations
„ no inversion calculations
„ no cross rates
„ six significant figures
z Fixed exchange rates between participating currencies
„ At the beginning of the currency union, the base currency has to be switched to EURO. This can be done
by defining a new exchange rate type with the base currency EURO valid from the day of the beginning
of the European Monetary Union (EMU). This new exchange rate type then has to be entered as the
derived exchange rate type of the former exchange rate type.
„ Special translation regulations for the EMU have to be followed, e.g. rounding rules. For each exchange
rate type you can choose whether these regulations should be followed or not.
„ The exchange rates of an exchange rate type can be “fixed,” i.e. the system checks whether the manually
entered exchange rate varies from the fixed exchange rate.

(C) SAP AG AC200 2-22
© SAP AG 1999
Triangulation as of January 1, 1999
French FRF
German DEM
Euro EUR
„ Since January 1, 1999 in EU countries, officially you may only calculate rates via the EURO. There are
no longer any direct exchange rate relations between the participating countries.
„ Please see Note No. 91481 and 99271.
„ EURO Conversion with the SAP System is set up, is covered in the course CA990.

(C) SAP AG AC200 2-23
© SAP AG 1999
Direct/Indirect quotation of exchange rates
0,92000
1
Direct
Quotation
1,08696
1
Indirect
Quotation
Base Currency = Euro
€
€
„ All R/3 applications and functions process exchange rates using the direct quotation as well as the
indirect quotation. Whether the exchange rate is defined or communicated using the direct or indirect
method of quotation depends on the market standard or the individual business transaction. The use of
indirect quotation is neither application nor country-specific - it affects all the components in which
exchange rates are used.
„ The direct quotation is also known as the price notation: The currency value is expressed in the local
currency per unit of foreign currency. The indirect quotation is also known as the volume notation:
The currency value is expressed in units of the foreign currency per unit of the local currency. Example:
y local currency: EUR, foreign currency: USD
- direct quotation: 1 USD = 0.92000EUR
One unit of foreign currency USD costs the displayed number of units of local currency
- indirect quotation: 1 EUR = 1.08696 USD
For one unit of the local currency EUR you will receive the displayed number of units of the
foreign currency.
„ For each currency pair you can define either the direct quotation or the indirect quotation as the standard
notation for the exchange rate. If the exchange rate you enter does not have the same quotation as the
standard quotation set up here, the exchange rate is highlighted to show this.

(C) SAP AG AC200 2-24
© SAP AG 1999
Design of exchange rate in different quotations
Curr/ExchRate USD 0,92000
Transaction with exchange rate in Direct Quotation
(local currency EUR): 1 USD = 0,92000 EUR
Transaction with exchange rate in Indirect Quotation
(local currency EUR): 1 EUR = 1,08696 USD
Curr/ExchRate USD /1,08696
„ Exchange rates can be entered as a direct or indirect quotation. You can maintain two prefixes that can
be used to differentiate between direct and indirect quotations exchange rates during input and display. If
you don´t set up a prefix, the standard setting is valid:
y “” (blank, without a prefix) for direct quotation exchange rates
y “/” for indirect quotation exchange rates
„ Scenario 1: If you use mainly direct quotation exchange rates and indirect quotation occurs seldom, use
the default configuration. In this way you can enter direct quotation exchange rates without a prefix.
„ Scenario 2: If, in addition to direct quotation exchange rates, the handling of indirect quotation is
required, you should define a prefix that is not “blank” for both quotation types, e.g.:
y “*” for direct quotation exchange rates, “/” for indirect quotation exchange rates
y If you follow this suggestion, the configuration does not allow exchange rates to be entered without a
prefix, an error message occurs. Thus users are forced to consider which the correct quotation is and
enter the rate with a valid prefix.
„ Scenario 3: If indirect quotation is the major notation at your company, you can configure the settings
this way:
y “*” for direct quotation exchange rates, “ ” (blank) for indirect quotation exchange rates
y This configuration allows indirect quotation exchange rates to be entered without a prefix whereas the
less used direct quotation exchange rates have to be entered with a prefix.

(C) SAP AG AC200 2-25
© SAP AG 1999
Basic Settings: Summary
z The main organizational units in R/3-financial
accounting are the company code and business
area.
z Posting periods and special periods are defined in
a fiscal year variant.
z For conversion of currencies exchange rates have
to be maintained in the system. R/3 offers several
tools to facilitate maintenance.

(C) SAP AG AC200 2-26
Basic Settings Exercises
Unit: Basic Settings
Topic: Organizational Units
At the conclusion of this exercise, you will be able to:
• Create a company code
The company of your client is a medium sized enterprise based in the
course country. The enterprise is a single legal entity.
1-1 Create a company code GR## that reflects the enterprise of your client. In the rest of
this course, you will be working within this company code.
1-1-1 The company code 0001 already contains the country specifics for your
country. Copy company code 0001 into your new company code GR##.
Don’t copy the general ledger accounts at this point! We will do this at a later
stage.
1-1-2 Change the definitions of your company code GR##:
Company name: Group ##
Country: Course country
Currency: Local currency
Language: Local language
You are free to complete the other fields.
1-1-3 Review the global parameters for your company code that were copied when
you created your company code.
1-2 Find all of the organizational elements that a company code can be assigned to using
the IMG.
Use the Binoculars Icon, , to search for “assign company code.”

(C) SAP AG AC200 2-27
1-3 T/F: You can assign a company code to a business area. __________________

(C) SAP AG AC200 2-28
Topic: The Fiscal Year
• Create a calendar year based fiscal year variant and to assign it to your
company code
• Create a quarter based fiscal year variant
The enterprise operates in a fiscal year that corresponds to the calendar
year. The head accountant wants four special periods for postings
concerning year-end closing.
2-1 Which of the predefined fiscal year variants are
- calendar-year? ________________________
- year-dependent? _______________________
2-2 For what purposes are year-dependent fiscal year variants usually used?
________________________________________________________________
________________________________________________________________
________________________________________________________________
2-3 Create a calendar year variant ## for your company with 12 posting periods and four
special periods
Add 30 to your group number since some of the existing data begins
with 01, 02, etc. For example, if your group number is 02, you
would add 02 + 30 and enter 32 for your fiscal year variant.
2-4 Assign the fiscal year variant that you created to your company code GR##.
2-5 Create a fiscal year variant ## + 40 for a fiscal year with just four posting periods and
one special period. The length of one posting period is three months. The fiscal year
runs from April to March

(C) SAP AG AC200 2-29
Topic: Currencies
• Check your knowledge about the possibility of maintaining exchange
rates in R/3
The enterprise has customers and vendors in several foreign countries.
The head accountant is worried that it will be a substantial amount of
daily work to keep the exchange rates up-to-date within the system. You
need to convince him that it is much less work than expected if the tools
R/3 offers are used.
3-1 Name the tools for maintaining the exchange rates:
________________________________________________________________
________________________________________________________________
3-2 In R/3, currencies are defined by _________________.
3-3 Name three commonly used exchange rate types and what they are used for:
________________________________________________________________
________________________________________________________________
________________________________________________________________
3-4 List the IMG path where base currency is defined?
________________________________________________________________
3-5 What is the difference between a participating and non-participating currency?
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________
________________________________________________________________

(C) SAP AG AC200 2-30
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(C) SAP AG AC200 2-32
Basic Settings Solutions
Topic: Organizational Units
1-1 Create a company code GR## that reflects the enterprise of your client. In the rest of
this course you will be working within this company code.
1-1-1 IMG Menu Path Options:
IMG Menu Path: Tools → AcceleratedSAP → Customizing → Edit Project → SAP
Reference IMG Pushbutton
IMG Transaction Code: SPRO
Copy company code:
IMG: Enterprise Structure → Definition → Financial Accounting → Define, copy, delete,
check company code → Copy, delete, check company code
Organizational object → Copy org.object
Field Name or Data Type Values
From Company code 0001
To Company code GR##
Select Enter.
G/L accounts in company codes No !!!
Change local currency No
Reply to the information message, “Certain data was not copied” dialog
window by selecting Enter.
Confirm any information messages by selecting Enter and continue copying.
Confirm the “Enter intervals without overlap” dialog box by selecting the red
X.
1-1-2 Select the green arrow to return to the dialog box and select Edit company code
data or follow the next menu path.

(C) SAP AG AC200 2-33
Change definition of company code:
IMG: Enterprise Structure → Definition → Financial Accounting → Define, copy, delete,
check company code → Edit company code data
Select GR##.
Company name Group ##
City any city
Country Your country
Currency Local currency
Language Local language
Select Save.
1-1-3 Review the global company code parameters.
IMG: Financial Accounting → Financial Accounting Global Settings → Company Code
→ Enter Global Parameters
Drill down on your company code to review the global parameters.
Checklist
Congratulations! You have just created your own company code!
1-2 Search for elements that are assigned to a company code.
Use the Binoculars Icon, , to search for “assign company code”!
Assign Company Code
Assign Company Code Workflow Variant for Release for Payment
Assign Company Code for EDI Incoming Invoice
Assign Company Code for EDI Payment Advice Notes
Assign Company Code to Chart of Accounts
Assign Company Code to Document Date for Tax Determination

(C) SAP AG AC200 2-34
Assign Company Code to Field Status Variants
Assign Company Code to Plant
Assign Company Code to Rule Type
Assign Company Code to a Fiscal Year Variant
Assign Company Codes to Correspondence Company Codes
Assign Company Codes to Tax on Sales/Purchases Group
Assign company code to company
Assign company code to controlling area
Assign company code to credit control area
Assign company code to financial management area
1-3 False. Business areas are not assigned to company codes. They can report across
company codes.

(C) SAP AG AC200 2-35
Topic: The Fiscal Year
2-1 Verify properties of fiscal year variants.
IMG: Financial Accounting → Financial Accounting Global Settings → Fiscal Year →
Maintain Fiscal Year Variant (Maintain Shortened Fisc. Year)
Calendar year: 01, K1, K2, K3, K4
Year-dependent: AA, AM, R1, UL, WK
2-2 Purposes of the year-dependent fiscal year variants.
The year-dependent fiscal year variants are used:
- if start and end date of the posting periods differ from year to year
- if one fiscal year has fewer posting periods than the others (shortened fiscal year)
2-3 Create calendar year variant.
Edit → New entries
FV ## + 30
Add 30 to your group number since some of the existing data begins
with 01, 02, etc. For example, if your group number is 02, you would
add 02 + 30 and enter 32 for your fiscal year variant.
Description Calendar year variant ##
Calendar-yr X
Number of posting periods 12

(C) SAP AG AC200 2-36
No.of special periods 4
Select Save.
2-4 Assign fiscal year variant to company code.
Assign Company Code to a Fiscal Year Variant
Fiscal year variant ##
Select Save.
2-5 Define a fiscal year variant with 4 posting periods and one special period.
Edit → New entries
FV ## + 60
Description 4 periods Group ##
No. posting periods 4
No. special periods 1
Select Save. Select the green arrow to return to the Overview screen
Define period dates:
Highlight Fiscal year variant ## + 60.
Under the Dialog Structure, drill down on Periods.
Edit → New Entries
Month Day Period Year shift
03 31 4 -1
06 30 1 0
09 30 2 0

(C) SAP AG AC200 2-37
12 31 3 0
Select Save.
Checklist You just created a calendar-year fiscal year variant, assigned it to
your company code.
You also created a non-calendar fiscal year variant.

(C) SAP AG AC200 2-38
Topic: Currencies
3-1 Inversion
Base Currency
Exchange Rate Spreads
3-2 Currency Code
3-3 M: Average rate for posting and clearing
B: bank buying rate
S: bank selling rate
Euro: fixed exchange rate type for countries in the EMU
3-4 General Settings → Currencies → Check exchange rate types
3-5 A participating currency is the currency of the country participating in the European
Monetary Union. As of January 2000, those countries include: Austria, Belgium,
Finland, France, Germany, Ireland, Italy, Luxembourg, Netherlands, Portugal and
Spain.
A non-participating currency is the currency of a country not participating in the
EMU.

© SAP AG 1999
Master Data
z G/L Accounts
„ Chart of Accounts
„ Account Groups
„ Reconciliation Accounts
z Customer/Vendor Accounts
„ Types of Maintenance
„ Account Groups
„ Number Ranges
„ Relations between Customer/Vendor Accounts
z Bank Master Data

© SAP AG 1999
At the conclusion of this unit, you will be able to
create, maintain and control:
Master Data: Objectives
z G/L Accounts
z Customer/Vendor Accounts
z Bank Master Data

© SAP AG 1999
Master Data: Business Scenario
z The accounting department uses some data
which remains unchanged for long periods of
time and which is often referred to by other
data. This data is called master data.
z In FI, master data includes general ledger and
sub ledger accounts, as well as bank master
records.
z The head accountant wishes to know how
accounts are structured, how they can be
influenced, and how they may relate to each
other.

© SAP AG 1999
G/L - Accounts: Objectives
z define and use a chart of accounts
z describe the structure of a G/L account
z control the appearance of a G/L account
z name and explain different types of G/L accounts
z create G/L accounts using different methods
z discuss methods to change multiple GL accounts
simultaneously
z explain advantages and disadvantages of group
and country charts of accounts

© SAP AG 1999
Chart of Accounts
The three steps to create and use a chart of accounts :
z Define the chart of accounts,
z Define the properties of the chart of accounts,
z Assign the chart of accounts to company codes.
CAUS
IKR
INT
„ The chart of accounts is a variant which contains the structure and the basic information about general
ledger accounts.
„ You define the chart of accounts with a 4 character identifier.
„ You define the components of the chart of account, e.g. language, length of the G/L account number,
group chart of accounts, status.
„ The chart of accounts has to be assigned to every company code which would like to create accounts
based on the defined structure.

© SAP AG 1999
Define Chart of Accounts
The definition of a chart of accounts contains:
z Chart of accounts key
z Description
General Information
z Maintenance language
z Length of the G/L account number
Controlling Integration
z Manual or automatic creation of
cost elements
Consolidation
z Group chart of accounts
Status
z “Blocked” indicator
INT
„ The maintenance language is the language in which account descriptions are maintained.
„ The length of the G/L account number can be from 1 to 10 digits.
„ Using the type of integration between G/L accounts and cost elements, you can control how the cost
element master data is maintained when maintaining the master records of G/L accounts. You can
manually maintain the cost elements, but it is also possible to have the cost elements automatically be
created when creating G/L accounts. However, this is only possible if a default value has been entered
for the cost element type, since the system assume that no cost element needs to be created if no default
value exists.
„ A group account number can be entered into a G/L-account. This group account number is used for
reporting across company codes which use different charts of accounts. If a group chart of accounts is
entered into the chart of accounts, the system makes this field a required entry in the G/L master account
and verifies that the group account number entered exists in the group chart of accounts.
„ A chart of accounts which is not yet completed can be blocked so that no company code can use it until
ready.
„ You can create a directory of G/L accounts in your chart of accounts for information or documentation
purposes using the program RFSKPL00. The G/L chart of accounts is used to display G/L account
master records and for printing G/L account lists.

© SAP AG 1999
CC1000
CC2000
CC3000
INT
CAUS
Assign Chart
„ Every single company code needs to have a chart of accounts assigned to it. Several company codes can
share the same chart of accounts (variant principle).
„ The R/3 CO component uses the same chart of accounts as the FI module. If company codes intend to
use cross company code controlling, they must use the same chart of accounts. In the example above,
company codes 1000 and 2000 can do cross company code controlling,but company codes 2000 and
3000 cannot.
„ Via program RFSKVZ00, you can create a G/L account directory with chart of accounts and company
code specific data.

© SAP AG 1999
Chart of accounts - segments
000001
Chart of Accounts Segment
Consolidation
Control
Name
000002
Consolidation
Control
Name
000003
Consolidation
Control
Name
„ The chart of accounts contains basic information about the accounts. Information per account is bundled
into what is called the chart of account-segment.
„ It contains the:
y Account number
y Name of the account (as short and as long text)
y Control fields (discussed on the following slides)
y Consolidation fields
„ You can translate the chart of accounts into other languages in order to be able to display the account
name in the appropriate logon language when displaying master data and posting. If the chart of
accounts has not been translated into the appropriate logon language, the account name appears in the
maintenance language.
„ Texts with different information can be assigned to each chart of accounts-segment.

© SAP AG 1999
G/L Account
G/L texts in chart of accounts
Language Key
Information in chart of accounts
Type/Description
z Control in chart of accounts
z Description
z Consolidation data in chart of
accounts
Key Word/Translation
z Key words in chart of accounts
z Translation
Information
z Information in chart of accounts
z G/L texts in chart of accounts
The Chart of Account segment consists of
several groups of fields:
Fields in the Chart of Account Segment
Chart of accounts
001111
INT
Created on
Description
1st line
More text indicator
Other language indicator
Created by
Group chart of accts
Translation
Language Key
Language
Key words in chart of accounts
001111
INT
Chart of accounts
G/L Account
Key Word
Short text
Long Text
G/L Account
Description
Short text
Account group
Control in chart of accounts
Trading partner
Consolidation in chart of accounts
001111
INT
Chart of accounts
Group account number
G/L account long text
Sample account
P+L statement account type
Balance Sheet account
„ The information entered in the Chart of Account segment is unique whether users have one or multiple
company codes. This is how the name remains the same and is consistent across company codes.
„ The information is entered once. Whenever you enter information for a company code for an account
number, the information from the Chart of Account segment is accessed automatically, so you do not
have to enter it again.
„ Texts entered for the Chart of Account segment are managed by text ID and language. Texts can be
display using the program “Account assignment manual”(RFSKTH00).
„ Key words facilitate the search for account numbers.
„ You can define and change the layout of the tab pages for individual processing of G/L account master
data. You can define:
y The number of tab pages
y The title of the tab pages
y The field groups desired and their position on the tab pages
The layouts can be selected for central processing, processing in the chart of accounts area, and for
processing in the company code area. The standard system includes layouts with the naming
convention starting with SAP; you can copy them, change them as needed, and then assign them to
your chart of accounts or account groups.

(C) SAP AG AC200 3-10
© SAP AG 1999
000001
...
000003
...
000002
...
Account 000001 Account 000003
Company
Code-Segment
Company
Code-Segment
The Company Code
does not use account
000002
Company Code Segment
„ To use one of the accounts from the assigned chart of accounts in your company code, a “company
code-segment” has to be created. This “company code-segment” is added to the chart of account-
segment, and together they form the account.
„ Information in the company code segment is specific for this company code. This information controls
entry of accounting documents and management of accounting data.
„ In the example on the slide, the company code does not use account 000002, although a different
company code in the group may use it. It could be, for example, a foreign currency account in the
currency of a country in which the company code shown does not have any business partners, although a
different company code might.

(C) SAP AG AC200 3-11
© SAP AG 1999
G/L Account
Information
G/L Account texts
Control Data
z Account control
z Account Management
z Joint Venture
Bank/interest
z Document Creation
z Bank/Financial Details
z Interest Calculation
Information
z Information
z G/L Account texts
The Company Code segment consists of several
groups of fields:
Fields in the Company Code Segment
Chart of accounts
Company Code
INT
001111
Created On
Created By
Chart of Ac
Country Ch
Country
FM area
CO area
Account As
Accounting
Additional I
1000
G/L Account
Control of document creation
Bank/Financial Details
Interest Calculation information
001111
Chart of accounts
Company Code
INT
1000
Field status gr
Auto Posting
Supplement
Planning Leve
Rel.Cash Flow
Commitment I
House Bank
Interest Indic.
Int.calc.freq.
G/L Account
Joint Venture
Account Control
Account Management
1000
001111
Chart of accounts
Company Code
INT
Acct currency
Tax category
Altern. account
OI Management
Line Items
Sort Key
Authorization
Recovery Ind.
„ The Company Code segment for the same G/L account can be different depending on the needs of the
company code. For example, one company code may collect tax when using expense accounts and
would flag the tax category field, whereas another company code may not.
„ You define the information that is pertinent to each company code:
y Currency
y Tax
y Reconciliation account
y Line item display
y Sort key
y Field status group
y House bank
y Interest calculation information
„ As mentioned before in the Account Chart segment, texts are managed by text ID and language. Texts
can be displayed by the report “Account assignment manual”.

(C) SAP AG AC200 3-12
© SAP AG 1999
Account 000001
in CC 1000
000001
Account 000001
in CC 2000
Company Company
One Chart of Accounts, Several Company Codes
Code-Segment
Code-Segment
...
„ Every company code that needs to use an account from the assigned chart of accounts has to create its
own company code segment. Because the number and name of the account is maintained at the chart of
account level, the account will have the same name and number in all assigned company codes.

(C) SAP AG AC200 3-13
© SAP AG 1999
000001
P+L statement acct type
Balance sheet account
000002
P+L statement acct type
Balance sheet account
000001
yy
Carry
forward
000001
yy
000001
yy
000001
0
900000
yy
X := 900000
Balance Sheet and P+L Statement Accounts
„ In the chart of accounts-segment, it is necessary to indicate whether the account will be a balance sheet
or a profit+loss statement account.
„ These two types of accounts are treated differently in the closing procedure.
y For balance sheet accounts, the balance is carried forward to the same account.
y For P+L statement accounts, the balance is carried forward to a retained earnings account and the P+L
statement account is set to zero. The account to which the balance is carried forward is assigned to a
key (e.g. x) and this key is entered in the field ”P+L statement account type” in the chart of accounts-
segment.
„ In customizing, users define the retained earnings account and during G/L master record creation, it is
assigned to expense accounts. If there is only one retained earnings account, R/3 will automatically use
the one defined in customizing. If there are more than one retained earnings account, during master
record creation, the user will have the option to choose the retained earnings account per P+L account.

(C) SAP AG AC200 3-14
© SAP AG 1999
Account Groups for the G/L Accounts
z The number ranges of the
accounts
Account group
control
C
General
Ledger
Cash
Matl
P/L
Liab
...
000000-099999
100000-199999
200000-299999
300000-399999
400000-499999
500000-599999
600000-699999
Cash accounts
Asst
Cash
Konto 001111
000000-099999 Account
group
Chart of accts sgmnt
Company code segment
z The field status of the fields
in the company code
segment of the master
record
„ Since a chart of accounts contains many different types of accounts, they can be bundled into different
“account groups”. Usually one account group bundles accounts with the same tasks within the general
ledger, e. g. cash accounts, material accounts, asset accounts, profit and loss accounts,...
„ By assigning a number range to an account group, you can ensure that accounts of the same type are
within the same number range. Number intervals for G/L account master records can overlap.
„ The account group has to be entered in the chart of accounts-segment and controls the appearance of the
company code segment of a G/L account. For example, for all of your cash accounts, you want to be able
to view all of the detailed line items. In customizing, for your “Cash Accounts” account group, you
would alter the field status to make “line item display” a required entry.
„ R/3 delivers predefined account groups.

(C) SAP AG AC200 3-15
© SAP AG 1999
The Field Status
Each field has one of the
following properties:
?
z Suppressed
z Display
z Required entry
z Possible entry
G/L account
Joint Venture
Account control
Account management
1000
001111
Chart of accounts
Company code
INT
Account currency
Tax category
Alternative account number
Open item management
Line item display
Sort key
Authorization group
Cost type
G/L account
Name
Short text
Account group
Partner company
001111
INT
Chart of accounts
Sample account
P&L account
Balance sheet acct
Chart of accts segment Company code segment
„ The field status makes it possible to influence the appearance of an account's master data.
y Fields which are not used can be suppressed.
y Fields which have an entry that should not be changed can be set to display only (even in change
mode)
y Fields which must have an entry can be made required fields.
y Fields that can be entered, but are not required, can be set to optional entry.
„ Certain fields are grouped together and their field status is valid for the entire group, e. g. interest
calculation indicator, interest cycle, and last interest calculation key date.
„ The fields “Currency” and ”Field status group” are always required fields. Their status cannot be
changed.
„ Note: Fields which are suppressed may contain values and these values still take effect!

(C) SAP AG AC200 3-16
© SAP AG 1999
Field
Used
in
which
account group?
Account group-
dependent field
status
?
Cash
Account 001111
000000-099999 Account
Group
Master Data Field Status (1)

(C) SAP AG AC200 3-17
© SAP AG 1999
Create
Master Data
Field
Used with
which
transaction?
Used
in
which
account group?
Account group-
dependent field
status
Transaction-
dependent
field status
?
Priority
Cash
Account 001111
000000-099999 Account
Group
Master Data Field Status (2)
Change
Display
„ The fields displayed on the general ledger master record are not only controlled by the account group,
but also by the master data transaction that you are using (transaction dependent control) i.e. create,
change, display. Once the master record is created and you do not want sensitive fields changed, on the
master record change transaction in customizing, you specify that a certain field is not changeable. For
example, you want the currency of your cash account to be GBP and you do not want it to be changed,
customize the master record change transaction to have the field be display only.
„ For each field, the field status definitions from the account group and the transaction are taken into
consideration and the one with higher priority is used. The priorities are (starting with the highest):
y suppress
y display
y required entry
y optional entry
„ Fields which are accessed with the transaction master record display are always either displayed or
suppressed since you cannot make an entry in a display transaction.
„ If you do not want to use the transaction dependent field status control, set all field status definitions as
optional entry, as this has the lowest priority and will therefore not conflict with the account group
control.

(C) SAP AG AC200 3-18
© SAP AG 1999
Trade Receivables
aa bb
Recon. account. for
acct type: D
Trade Payables
cc dd
Recon. Account. for
acct type: K
General
Ledger
Sub-ledge
rs
Customer
aa bb
Accts
Rec.
Accts
Pay.
Vendor
cc dd
Reconciliation Accounts
„ Reconciliation accounts are general ledger accounts assigned to the business partner master records to
record all transactions in the sub-ledger.
„ Any postings to the sub-ledger accounts automatically updates the balances of the assigned
reconciliation accounts. In this way, the general ledger is always up-to-date.
„ You define a G/L-account as a reconciliation account by entering the type of reconciliation account that
it is into the field ”Recon.account for acct type”.
y D for customers
y K for vendors
„ The reconciliation account is then only valid for the specified account type.
„ Typical reconciliation accounts are the accounts “Trade Receivables” and ”Trade Payables”.
„ Note: It is not possible to post to reconciliation accounts directly.
„ If you want to view the related business partner accounts of a certain reconciliation account, you can
select the field for the reconciliation account as a dynamic selection in the customer or vendor list
(RFDKVZ00 or RFKKVZ00).

(C) SAP AG AC200 3-19
© SAP AG 1999
Account without
line item display
Transaction
figure / debit
Transaction
figure / credit
Account with line item
display
Doc. X, item 1
Doc. Y, item 9
Doc. Z, item 4
...
Doc. A, item 3
Doc. B, item 2
Doc. C, item 7
...
Transaction figure / debit Transaction figure / credit
Further
important
fields
+
Further
important
fields
+
Index to
documents
Line Item Display
„ Transaction figures are the sums of line items on the debit or credit side. The balance is the difference
between the debit and the credit transaction figure.
„ The field “line item display” is a control field in the company code segment of an account.
y For accounts without “line item display” only the transaction figures are updated when a document is
posted to this account. When a user wants to look at this account on-line, they will only be able to
view the balance.
y For accounts with “line item display” the most important data from the posted line items is stored in a
special index table. Because this data is also stored in the documents, it is redundant and needs
additional storage and system time. When a user wants to look at this account on-line, they will be
able to view both the balance and the individual line item details.
„ Because of system resources which are needed by the line item display, it should not be used for
accounts where the line item data can be more easily accessed in another way, e.g.
y Reconciliation accounts (line items are managed in the sub-ledgers)
y Sales revenue accounts (line items are managed by the SD-application)
y Material stock accounts (line items are managed by the MM-application)
y Tax accounts (Tax items make sense only in connection with the document; the tax amounts were
already checked when the document was posted.)

(C) SAP AG AC200 3-20
© SAP AG 1999
Account without open item management
Doc. X, item 1 Doc. A, item 3
Further
important
fields
+
Further
important
fields
+
Account with open item management
further
important
fields
+
further
important
fields
+
Open Item Management
Doc. Y, item 9
Doc. Z, item 4
...
Doc. B, item 2
Doc. C, item 7
...
Doc. X, item 1
Doc. Y, item 9
Doc. Z, item 4
...
Doc. A, item 3
Doc. B, item 2
Doc. C, item 7
...
„ Items in accounts with open item management are specified as open or cleared.
„ Accounts with open item management must have line item display activated.
„ General ledger accounts should be administered with open item management when you need to check
whether there is an offsetting posting for a given business transaction. Open and cleared items can be
displayed separately, and therefore it is easy to see which business transactions still need to be cleared.
„ You should use open item management for:
y bank clearing accounts,
y clearing accounts for goods receipt/invoice receipt, and
y salary clearing accounts.
„ You can only set or cancel open item management if the account has a zero balance.

(C) SAP AG AC200 3-21
© SAP AG 1999
Account in local currency
Debit
Transferred
amounts
Posted amounts
(transaction currency)
Account in Local Currency
Doc. X, item 1,
Doc. Y, item 9
Doc. Z, item 4
Transaction
figures / debit
local c. curr. 1
local c.
local c.
curr. 2
curr. 3
curr. 3
curr. 2
curr. 1
„ The account currency can be either
y the local currency, or
y a foreign currency.
„ The local currency is defaulted as the account currency when a G/L account is created.
„ If the account currency is the local currency, the account can be posted to in any currency. In the
line item, the amount is transferred into the local currency.
„ Transaction figures are kept per currency, i.e.
y local currency (sum of all amounts transferred to local currency)
y currency 1 (sum of all amounts posted in currency 1, may be the local currency)
y currency 2 (sum of all amounts posted in currency 2)
y currency 3 (sum of all amounts posted in currency 3)
y etc.
„ This is valid whether or not line item display is activated.

(C) SAP AG AC200 3-22
© SAP AG 1999
Account in local currency
Doc. X, item 1,
Debit
Transferred
amounts
Posted amounts
Only Balances in Local Currency
Transaction
figures / debit local c.
...
curr. 3
local c.
Doc. Z, item 4
local c. curr. 2
Doc. Y, item 9 local c. curr. 2
curr. 1
local c.
„ If the box “Only balances in local currency” is marked in the master data record, only transaction
figures for amounts transferred to local currency are managed.
„ This indicator should be set for clearing accounts from which you wish to be able to clear items simply
by zero-balancing the amounts in local currency. Then no difference postings caused by exchange
rate differences have to be made.
„ The indicator has to be set in cash discount and GR/IR clearing accounts.
„ It must not be set in reconciliation accounts for customers or vendors.
„ The indicator is usually set in balance sheet accounts which are not kept in foreign currencies and not
managed on an open item basis.

(C) SAP AG AC200 3-23
© SAP AG 1999
Account in foreign currency
Debit
Transferred
amounts
Posted amounts
Account in Foreign Currency
Doc. X, item 1,
Doc. Y, item 9
Doc. Z, item 4 local c.
for. c.
Transaction
figures / debit
local c.
local c.
for. c.
for. c.
local c. for. c.
„ Accounts having a foreign currency as its account currency can only be posted to in this foreign
currency.

(C) SAP AG AC200 3-24
© SAP AG 1999
Methods for Creating G/L Accounts
z Manual
„ Two-Step:
Š 1. Chart of Accounts Segment, 2. Company
Code Segment
Š One-Step: Create both segments
simultaneously
z Copying
„ Copying an individual GL account with reference to
another GL account
„ Copy the entire company code segment
„ Copy the entire chart of accounts segment
z Data Transfer
„ Upload a new chart of accounts from an external
system e.g. flat file
„ Manual Creation:
y With the two step method, the chart of accounts segment is created separately from the company code
segment. This allows for creating the GL account only in the chart of accounts or in multiple company
codes.
y Use the one step method to create a GL account in a specified company code. Repeat step 2 of the two
step method, create in the company code segment, to create the GL account in additional company
codes as needed.
„ Creating GL accounts by copying :
y To create an account that has the same properties as an existing account, i.e. another cash account,
create the new account with reference to the existing account and change the account title accordingly.
y If all of the GL accounts in an existing company code are required in another company code, the entire
company code segment can be copied to the new company code.
y The entire chart of accounts can be copied into a new chart of accounts as well, including account
determination. The financial statement version can also be copied.
„ Data Transfer:
y To reduce data entry, programs like RFBISA00, Batch Input Interface for G/L Account Master Data,
can be modified by the ABAP team to accommodate uploading new chart of accounts information.

(C) SAP AG AC200 3-25
© SAP AG 1999
G/L Account 001113
Chart of accounts INT
Description
Short text
Account group
Sample account
Trading partner
Special
G/L Account 001112
Description
Short text
Account group
Sample account
Trading partner
Special
G/L Account 001111
Description
Short text
Account group
Sample account
Trading partner
Special
You can change collectively the following information:
Collective Processing
z Chart of Accounts
z Company Code
z Description
„ The SAP R/3 System provides collective processing functions for the G/L account master.
„ You can change the master data in the chart of accounts area, company code specific data or the names
of several G/L accounts at the same time. The G/L accounts can be from different charts of accounts.
„ You can make changes to the displayed G/L accounts:
y You can select the fields to be changed
y You can change the values of the fields displayed. Enter the new values in the header New to replace
the existing values. For all G/L accounts selected, the old value is replaced with the new value
„ NOTE: Changes to existing G/L accounts are effective once saved and could have extensive
consequences. You should thus verify your changes before saving.

(C) SAP AG AC200 3-26
© SAP AG 1999
00010
Operational Chart of Accounts CAUS
00020
CC1000
CC2000
Internal
Reporting
External
Reporting
0001 0002
Operational Chart of Accounts CAFR
?
?
Group Chart of Accounts (1)

(C) SAP AG AC200 3-27
© SAP AG 1999
00010
Operational Chart of Accounts CAUS
00020
CC1000
CC2000
Internal
Reporting
External
Reporting
000001
Group Chart of Accounts INT
000002
0001 0002
Operational Chart of Accounts CAFR
Group Chart of Accounts (2)
... ...
group account
number: 000002
group account
number: 000001
group account
number: 000001
group account
number: 000002
„ For internal purposes, reporting over several company codes may be desirable, e.g a balance sheet shall
be generated which contains the financial positions of several company codes.
„ This is no problem as long as all company codes use the same chart of accounts. However, some
company codes may have to use special charts of accounts because of legal requirements. If this is the
case for internal reporting, then:
y a group chart of accounts can be used. This chart has to contain all of the group accounts.
y the group chart of accounts has to be assigned to each operational chart of accounts. If this is done, the
field ”group account number” in the chart of account segments of the operational charts of accounts
becomes a required entry field.
y in the chart of account-segment of every operational account, the group account number has to be
entered. Different accounts of one operational chart of accounts can point to the same group account.
y a financial statement version, for the group chart of account, has to be used.
„ Disadvantage: Because the company codes use different operational charts of accounts, no inter-
company code controlling can be performed.

(C) SAP AG AC200 3-28
© SAP AG 1999
Country Chart of Accounts (1)
Internal
Reporting
000001
Operational Chart of Accounts INT
000001
Company Code -Segments CC2000
External
Reporting
CC1000
CC2000
Company Code-Segments CC1000
+
+
+ +
?
?
... ...

(C) SAP AG AC200 3-29
© SAP AG 1999
Country Chart of Accounts (2)
Internal
Reporting
000001
Operational Chart of Accounts INT
000001
Altern. Acc. no.
0001
Company Code -Segments CC2000
Altern. Acc. no.
0002
External
Reporting
CC1000
CC2000
0001
Country Chart of Accounts CAFR
0002
Altern. Acc. no.
00010
Altern. Acc. no.
00020
Company Code-Segments CC1000
00010
Country Chart of Accounts CAUS
00020
+
+
+ +
... ...
... ...
... ...
„ An alternative to using a group chart of accounts is to use a country charts of accounts. While every
company code uses the same operational chart of accounts, the company codes which require a different
chart of accounts for external reporting can:
y have a country chart of accounts assigned
y have the country chart of account number (alternative number) entered in every company code
segment. Every country account number can only be used once.
„ Note: Since all company codes post into the same operational chart of accounts, cross-company code
controlling is possible.
„ Disadvantage: Accounting clerks who may be familiar with the country charts of accounts may have to
get used to using the operational chart of accounts.

(C) SAP AG AC200 3-30
© SAP AG 1999
Scenario: Group Charts of Accounts
Spain USA Canada
Germany England
Operating chart of accounts Operating chart of accounts
Group chart of accounts
INT CAUS
Country-specific charts of accounts
CAES GKR CAGB CANA CACA
„ In the scenario of an international group as shown on the slide, cross-company code controlling is
possible for the European company codes, since the company codes in Spain, Germany and Italy all use
the same operating chart of accounts. The European company codes all use chart of accounts INT as
their operating chart of accounts.
„ Cross-company code controlling is also possible in North America. the company code in the United
States and the one in Canada both use chart of accounts CAUS as their operating chart of accounts.
„ To enter reports using the country chart of accounts, the board of the group has decided to enter country-
specific charts of accounts for the company codes.
„ The board also decided that the group could do without Controlling for Europe and North America
combined, but that they would like consolidation to take place. For this reason, a group chart of accounts
(CONS) was set up for the operating charts of accounts INT and CAUS.

(C) SAP AG AC200 3-31
© SAP AG 1999
Customer/Vendor Accounts: Objectives
z describe the structure of customer and vendor
accounts
z discuss the similarities and differences between
customer and vendor accounts
z control and maintain customer and vendor
accounts
z name and explain different relationships between
customer/vendor accounts

(C) SAP AG AC200 3-32
© SAP AG 1999
12345
address
General data
...
Account 12345
in CC 1000
Company Code-
Segment CC1000
Account 12345
in CC 2000
Client
level
Company Code
Segment CC2000
The FI - View of the Customer/Vendor Account
„ Like G/L accounts, customer/vendor accounts have two segments:
y A segment with general data on the client level. This data can be accessed throughout the whole
organization.
y A segment with company code specific data on the company code level. Any company code who
wishes to do business with a specific customer or vendor has to create a company code segment for
him. By doing this, a customer/vendor account is created.
„ Using program RFBIDE10/RFBIKR10, you can transfer maintained customer/vendor master records
from a source company code to a different company code.

(C) SAP AG AC200 3-33
© SAP AG 1999
12345
address
General data
...
Account 12345
in sales area 001
Sales area segment
Sales area 001
Account 12345
in sales area 002
Client
level
Sales area segment
Sales area 002
A A
A
A A
A
The SD - View of the Customer Account
„ Because the sales and distribution department also stays in contact with a customer and has to know
specific data about this customer, a sales area segment can be created for each customer.
„ Any sales area which wants to do business with a customer has to create a sales area segment first. The
sales area segment contains sales area specific data.

(C) SAP AG AC200 3-34
© SAP AG 1999
12345
address
General data
...
Account 12345 in
Purchasing Org 001
Purchasing
Organization
segment
Account 12345 in
Purchasing Org 002
Client
level
Purchasing
Organization
segment
The MM - View of the Vendor Account
„ Just as there is a sales area segment for customers, there are purchasing organization segments for
vendors.
„ Any purchasing organization which wants to do business with a vendor has to create a purchasing
organization segment first. The purchasing organization segment contains purchasing organization
specific data.

(C) SAP AG AC200 3-35
© SAP AG 1999
Account 12345
in CC 1000
Account 12345
in sales area 001
12345
address
General data
...
Client
level
Company Code-
Segment CC1000
Sales area segment
Sales area 001
A A
A
The Complete Customer Account
„ A complete customer account consists of the following three segments:
y General data at the client level
y Company code segment
y Sales area segment
„ Usually at a minimum, the sales area segment of the sales area which is assigned to the company code
has to be created. Note: There may be other sales areas doing business with the customer as well.
„ The account number is assigned to the customer at the client level. This ensures that the account number
for a customer is the same for all company codes and sales areas.

(C) SAP AG AC200 3-36
© SAP AG 1999
Account 12345
in CC 2000
Company Code-
Segment CC2000
Account 12345 in
Purchasing Org 002
12345
address
General data
...
Client
level
Purchasing
Organization
segment
The Complete Vendor Account
„ A complete vendor account consists of the following three segments:
y General data at the client level
y Company code segment
y Purchasing organization segment
„ Usually at at minimum, the purchasing organization segment of the purchasing organization which is
assigned to the company code has to be created. Note: There may be other purchasing organizations
doing business with the vendor as well.
„ The account number is assigned to the vendor at the client level. This ensures that the account number
for a vendor is the same for all company codes and purchasing organizations.

(C) SAP AG AC200 3-37
© SAP AG 1999
Accts
Rec.
Company
Code-
Segment
Sales area
segment
AA
A
Company
Code-
Segment
+
+
Sales area
segment
AA
A
+
+
Central Maintenance Central Maintenance
SD
Maintenance
FI
Maintenance
Accounts Receivable Sales and Distribution
Central Versus De-central Maintenance (AR)
Gen.
data
Client
level
Gen.
data
Client
level
Gen.
data
Client
level
„ The system offers separate functions for maintaining customer master records depending on the
requirements of your organization. They can be maintained centrally for all areas or separately for
Financial Accounting and Sales and Distribution.
„ For the rest of this course we will focus just on the FI-side of the customer master record.
„ Note: when implementing both Accounts Receivable and Sales and Distribution, members of both of
these implementation teams must work together to decide how to configure customer master records and
who will be responsible for their maintenance.

(C) SAP AG AC200 3-38
© SAP AG 1999
Accts
Pay.
Company
Code-
Segment
Company
Code-
Segment
+
+ +
Central Maintenance Central Maintenance
MM
Maintenance
Accounts Payable Purchasing
Purch. Org.
Segment
+
Purch. Org.
Segment
FI
Maintenance
Central Versus De-central Maintenance (AP)
Gen.
data
Client
level
Gen.
data
Client
level
Gen.
data
Client
level
(decentral
maintenance
)
(decentral
maintenance
)
„ Just as with customer master data, vendor master data can be maintained centrally for all areas or
separately for Financial Accounting and Materials Management.
„ For the rest of this course we will focus just on the FI-side of the vendor master record.
„ Note: when implementing both Accounts Receivable and Materials Management, members of both of
these implementation teams must work together to decide how to configure customer master records and
who will be responsible for their maintenance.

(C) SAP AG AC200 3-39
© SAP AG 1999
Compare Master Data
Incomplete customer accounts
Incomplete vendor accounts
Sales area
segment
AA
A
+ +
?
Company
code
segment
+ +
?
General
data
Client level
General
data
Client level
+ +
Purchase
org.
segment
?
Company
code
segment
+ +
?
General
data
Client level
General
data
Client level
„ When using MM and/or SD, customers and vendors need to be maintained for all modules. It is easiest
to create customer/vendor master records centrally to ensure that they are set up correctly. However, in
some cases, MM/SD creates their segments of the master record and then FI creates their segments of the
master record. In this case, there is the risk of creating incomplete or duplicate master records. To find
and correct these incomplete accounts, you can run report RFDKAG00, Customer Master Data
Comparison, or RFKKAG00, Vendor Master Data Comparison, and make the necessary corrections.
„ Creation of duplicate accounts can be prevented by:
y using the matchcode before creating a new account
y switching on automatic duplication check

(C) SAP AG AC200 3-40
© SAP AG 1999
Customer
Company Data
z Accounting Information
z Payment Transactions
z Correspondence
z Insurance
z Withholding Tax
+ Texts
General Data
z Address
z Control Data
z Payment Transactions
+ Texts
Each account segment consists of several pages with different groups of fields:
Pages of the Customer/Vendor Account
Customer
Customer
Address
1000
Control Data
1000
1000 Paym. Trans.
Customer
Group 1
...
Group 2
...
1000 Acc. Info.
0001
Company Code
Paym. Trans.
Correspondence
Insurance
Withholding Tax.
Customer 1000
0001
Company Code
Customer 1000
0001
Company Code
Customer 1000
0001
Company Code
Customer 1000
0001
Company Code
„ If you want to change or display an account, you can go directly to every page by selecting it on the
initial display screen.
„ Important fields are:
y Search term: should be filled with a short version of the vendor name according to company
rules/desires. New to 4.6 is an additional search field.
y Group key: Customers or vendors who belong to one corporate group can be bundled together by a
user-defined group key. This group key can be used for running reports, transaction processing or for
matchcodes.
y Accounting clerk: The accounting clerk's name has to be stored under an ID and this ID can be entered
in the customer/vendor master record of the account he or she is responsible for. The accounting
clerk's name is then printed on correspondence and his ID is used to sort dunning and payment
proposal lists.
„ Explanatory texts can be entered in every segment.
„ Line item display and open item management are always preset to “on” for every customer/vendor
account.
„ New customer and vendor master records can also be created with reference to an existing master record.
Only non-customer/ vendor specific data is copied from the reference account into the new account, i.e.
no address information, etc. Copied data should be checked and changed, if necessary, before saving the
record. It is a good idea to create a template account for every account group.

(C) SAP AG AC200 3-41
© SAP AG 1999
The account group controls:
z The number ranges of the
accounts,
z The status of the fields in the
master record,
z If the account is a one time
customer or vendor.
C
Accounts
Payable
AP
Dom.
For.
CPD
0001
...
000000-099999
100000-199999
200000-299999
300000-399999
400000-499999
500000-599999
600000-699999
AP
accounts
C
Accounts
Receivable
AR
Dom.
For.
CPD
0001
...
000000-099999
100000-199999
200000-299999
300000-399999
400000-499999
500000-599999
600000-699999
AR
accounts
AP/AR Account Groups
„ When creating customer/vendor master records, the account group is entered on the initial create screen.
In financial accounting, once the customer/vendor account is created, its account group cannot be
changed. However, when using partner functions in sales and distribution, in some cases the account
group can be changed from, for example, an ordering address to a ship-to address. Please refer to the
SAP Library in Sales and Distribution for more details.

(C) SAP AG AC200 3-42
© SAP AG 1999
0000000000
1000000000
2000000000
3000000000
4000000000
5000000000
6000000000
7000000000
8000000000
9000000000
9999999999
00
01
02
internal numbering
external numbering
internal numbering
CPD
Acc. 8000001234
8000000000-
9999999999
Account
Group
For.
Acc. 52563245234
4000000000-
7999999999
Account
Group
Dom.
Acc. 2560301438
0000000000-
3999999999
Account
Group
Current
number
AP/AR Number Ranges
„ There are separate number ranges for customer and vendor accounts. The range of possible account
numbers is divided into smaller number ranges. Number ranges are not allowed to overlap.
„ For each number range you can set whether the numbering will be internally or externally assigned.
Internal number assignment means that the numbers are assigned by R/3 in sequential order. With
external number assignment, the numbers are entered manually by the user creating the master record.
External numbers can be alphanumeric.
„ With internal numbering for a new account the system always assigns the next number available in the
range. Therefore, it can display the “current number” which informs you how many numbers are still left
within a given number range.
„ With external numbering, the user chooses the account number. Numbers don't have to be assigned in
sequence; therefore, a current number cannot be displayed.
„ Each number range can be assigned to one or more account groups.

(C) SAP AG AC200 3-43
© SAP AG 1999
no customer/vendor specific
information (no bank details, ...)
Document Document
+ other customer/vendor specific
information (bank details, etc.)
+ customer/vendor specific
information (bank details,...)
Account 1000
Address
Communication
Account CPD
Address
Communication
Regular Versus One-Time Accounts
Name
Street
City
...
Language
Telephone
...
Name
...
Language
...
Address Address
„ For all customers or vendors with whom you rarely do business, a special customer and a special vendor
master record should be created. Those master records are for “one-time accounts”. In contrast to other
master records, no data specific to a single customer/vendor is stored in the one-time master record,
since this account is used for more than one customer/vendor. Therefore, the customer-specific fields
should be suppressed.
„ The customer/vendor specific data for one time customers/vendors are entered into the document at the
time of posting.

(C) SAP AG AC200 3-44
© SAP AG 1999
Field Status of Fields in Master Record
...
Account management
Int.calc.
...
Interest ID
Interest cycle
Reconc.acct
Central
Authorization
...
Cust. plan
Account 1000
Sales organization 1000
Dist.channel 10 Divi. 00
Price determ./Statistics
Salesperson group
Customer area
Sales office
Price group
Order
AA
A
Cust.
...
Account 1000
Address
Communication
Name
Street
City
...
Language
Telephone
Address
Account group
...
Account 1000
Company code 0001
„ The account group is used to control the fields displayed in the master record. For example, to ensure
that all correspondence has complete address information, alter the field status so that all address fields
are marked as “required entry”.

(C) SAP AG AC200 3-45
© SAP AG 1999
Field
0001
Account 001111
000000-099999 Account
Group
Used
in
which
account
group?
Account
group-
dependent
field
status
?
Priority
Priority
Control of the Field Status (1)

(C) SAP AG AC200 3-46
© SAP AG 1999
Create
Master Data
Used
with which
transaction?
Transaction-
dependent field
status
0001
Account 001111
000000-099999 Account
Group
Used
in
which
account
group?
Account
group-
dependent
field
status
?
Priority
Priority
Field
Display
Change

(C) SAP AG AC200 3-47
© SAP AG 1999
Create
Change
Display
Master Data
Used
with which
transaction?
Used
in
which
com
pany code?
Com
pany
code-
dependent field
status
Transaction-
dependent field
status
0001
Account 001111
000000-099999 Account
Group
Used
in
which
account
group?
Account
group-
dependent
field
status
?
Priority
Priority
Field
„ The layout of customer/vendor master data screens can be affected by several factors:
„ Account group control : Usually the field status is controlled only by the account group. This way all
accounts of one account group will have the same screen layout.
„ Transaction dependent control : If desired, the field status can also depend on the master data
transaction “Create”, “Change”, and “Display”. The transaction dependent field status should be set on
“display” for the transaction “change” if the field should not be changed after creation, e.g. the field
“reconciliation account”.
„ Company code dependent control : The field status can also be controlled per company code. Fields
which are not used in one company code can be suppressed while they are entry fields in others.
„ Field status definitions of account groups, the transaction, and company code are combined and the one
which has highest priority is used.
„ Fields which are accessed with the transaction “display” are always either displayed or suppressed since
you cannot make an entry in a display transaction.
„ If you do not want to use transaction dependent or company code dependent field status control, set all
field status definitions as optional entry since this has the lowest priority and will therefore not conflict
with the account group control.

(C) SAP AG AC200 3-48
© SAP AG 1999
Dual Control Principle
...
Account 1000
Company code 0001
Account control
Interest
...
Interest ID
Interest cycle
Recon.acct.
Central
Authorization
...
...
Cust.pric.proc.
Account 1000
Sales organization 1000
Distr.channel 10 Divsn 00
Sales group
Sales district
Sales office
Order
Pricing/Statistics
Price group
AA
A
...
Account 1000
Address
Communication
Name
Street
City
...
Language
Telephone
Address
„ You now can have one person making changes to a customer or vendor while another person is
responsible for validating the changes, usually for critical customer/vendor changes.
„ First you have to define the fields for dual control in the customer/vendor master records in the IMG.
„ If you define a field in the customer/vendor master record as “sensitive”, the corresponding
customer/vendor is blocked for payment if the entry is changed. The block is removed when a second
person with authorization checks the change and confirms or rejects it.
„ The confirmation for the changes can be made for a single customer/vendor or you can get a list. This
list can be restricted by:
y Customer/Vendor
y Company code
y Accounts not yet confirmed
y Accounts refused
y Accounts to be confirmed by me.
y You can display the changes to customer and vendor master records for multiple accounts using
the reports RFDABL00 or.

(C) SAP AG AC200 3-49
© SAP AG 1999
and and
Cust. A
10 10
Vend. B
10
10
Cust. A
Client
level
Account control
Vendor
Vend. B
Client
level
Account control
Customer
Autom. Paym. Tr.
Clrg with vend.
Autom. Paym. Tr.
Clrg with cust.
Clearing Customer/Vendor
9 9 9 9
Vend. B Cust. A
X X
„ If a customer is also a vendor, or vice versa, the payment and the dunning program can clear open items
against each other. Open items of the assigned account can also be displayed on the line item display and
the open item selection screen.
„ To use this clearing, the following steps must be taken:
y The vendor account number must be entered into the customer account and the customer account
number must be entered into the vendor account
y Each company code can decide separately whether it wants to clear a customer with a vendor. If
clearing is to be used, the field ”Clrg with vend.” in the customer account must be marked and vice
versa.
„ In you set the “Account control and status” indicator in the “Further selections” section of the programs
for the customer and vendor directories (RFDKVZ00 or RFKKVZ00), you can view the partner relations
of the customer or vendor in the output of the report.

(C) SAP AG AC200 3-50
© SAP AG 1999
or or
Cust. A
10
Vend. B
10
10
bank account
of Y or Z
To address or
bank account of
M or N
10
Client
level
Cust. A
Alt. Payer Cust. Y
Paym. Trans.
+
Alt. Payer Cust. Z
Autom. Paym. Tr.
Client
level
Vend B.
Alt. Payee Vend. M
Paym. Trans.
+
Alt. Payee Vend. N
Autom. Paym. Tr.
Alternative Payer/Payee
9 9 9
9
„ At the client and company code level, an alternative payer/payee can be entered. The input into the
company code segment has higher priority than at the client level.
„ There are several options to use this functionality within the master record. If you select the “Individual
specification” field, during invoice entry, you can enter individual payee/payer information on a
customer/vendor that is not created in R/3. If the alternative payee/payer is an existing customer or
vendor, the vendor/customer number(s) can be entered on the master record as a permitted payee/payer.
During invoice entry, one of these payer(s)/payee(s) can be chosen using matchcodes.
„ If an alternative payer is entered, the money to clear the due open items of the account is collected from
the alternative payer.
„ If an alternative payee is entered, the money the company has to pay to clear the items due is sent or
transferred to the alternative payee (the amount normally sent to the vendor would be sent, for example
to the company managing the bankruptcy).
„ If you set the “Payment data” indicator in the report for the customer of vendor directory (RFDKVZ00
or RFKKVZ00) in the “Additional selections” section, you can see the alternative payer/payee for the
customer of vendor.

(C) SAP AG AC200 3-51
© SAP AG 1999
Cust. A
Client
level
Vend. B
Client
level
and and
Cust. X
10
Cust. A Vend. Y
10
Vend. B
Head Office Cust. X
Accounting Inform.
Head Office Vend. Y
Accounting Inform.
Head Office/Branch
...
...
M
M
M
Filiale
Filiale
M
M
M
Filiale
Branch
Zentrale
Headquarters Zentrale
Headquarters
M
M
M
Filiale
Filiale
M
M
M
Filiale
Branch
„ Customers in some industries place orders locally (i.e. via their branches), but pay invoices centrally
(from headquarters). This can be reflected in R/3 via head office and branch accounts.
„ All items posted to a branch are automatically transferred to the head office account. Usually, it is the
head office which is dunned and has to pay or has to be paid. But if the field “decentralized processing”
is marked in the head office master record, the branch account is used by the dunning and payment
programs instead.
„ If you set the “account control and status” indicator in the further selections area in the report for the
customer or vendor directory (RFDKVZ00 or RFKKVZ00), you can see the possible headquearters for
the branches in the output.

(C) SAP AG AC200 3-52
© SAP AG 1999
Bank Master Data: Objectives
z create bank master data
z define your house banks
z define your accounts within your house banks
z maintain the link between bank and G/L accounts

(C) SAP AG AC200 3-53
© SAP AG 1999
Bank country
Client
level
Address
...
Control data
...
Bank Master Data
Banks
Bank key
Bank Master Data (1)
Bank Directory
Contains addresses and general
control data
„ You have to enter bank master data for every bank used in the system (such as house banks and banks of
customers and vendors.
„ Bank master data is saved centrally in the bank directory (report RFBKVZ00 provides a list of banks -
table BNKA - with their master data). Each land is uniquely identified by its country and bank key. Bank
master data includes address information and control data such as the SWIFT code, postal account data
and bank group (for bank optimization).
„ You can display changes to the bank master data using the report RFBKABL0.

(C) SAP AG AC200 3-54
© SAP AG 1999
Bank country
Client
level
Address
Control data
Bank Master Data
Banks
Bank key
House bk comm. data
House Bank Data
+ DME/EDI-data
House bank data
Bank country
Company Code
Bank key
...
House Bank-ID
...
...
„ Banks used by your company to complete transactions are defined as house banks. House banks are
created in Customizing and contain information such as bank master data, data for electronic payments,
the bank accounts for each house bank and the G/L accounts per bank account.
„ Based on the house bank ID and the bank types (suggestion: use, if possible, logical abbreviations for
the house bank ID and bank types to simplify the use for other users) the payment program determines
the banks to be used.

(C) SAP AG AC200 3-55
© SAP AG 1999
Customer/Vendor Master Data
Bank country
Client
level
Address
Control data
Bank Master Data
Customer/Vendor
Client
level
Bank Details
Banks
Bank key
House bk comm. data
House Bank Data
+ DME/EDI-data
House bank data
Bank country
Company Code
Bank key
House Bank-ID
...
...
...
Ctry Bank key Account
Collection
Bank type
„ Bank master data can be created four ways:
y When entering bank information in the customer or vendor master record, or in the house bank
configuration:
y Using the Create Bank transaction in the Accounts Receivable/Payable master record menu
y The bank directory can be imported from disk or tape using program RFBVALL_0, Country Specific
Transfer of Bank Data. The disk with the bank directory can be obtained from one of the country’s
banking organizations. It should be updated regularly.
y For customers using the lockbox functionality, a batch input session can be created that automatically
updates customer banking information in the master record.
„ When entering bank information in customer or vendor master records, you can use the information
already stored in the bank directory for previously entered banks. You merely have to enter the country
and the bank key; the system then establishes the name and address of the bank.
„ In customer and vendor master records, the “Bank type” field is used to distinguish between different
banks. If invoices are being processed and the customer/vendor has more than one bank, the user can
select one of the banks in the partner bank field using the match code.

(C) SAP AG AC200 3-56
© SAP AG 1999
Bank Account in SAP System
Bank acc. data
House Bank-ID
Account-ID
Currency
G/L-Account
Bank account
Bank Accounts (1)
Bank account
at house bank
„ Each bank account is represented in the SAP System via a combination of house bank ID and account
ID. This combination is entered in a G/L account (next slide), which represents the bank account in the
General Ledger.

(C) SAP AG AC200 3-57
© SAP AG 1999
Bank Accounts (2)
G/L Account
Bank/Fin. details
House bank
Account control
Account no
Account currency
Bank acc. data
House Bank-ID
Account-ID
Bank Account
Currency
G/L-Account
Bank account
Account ID
Bank account
at house bank
„ Bank accounts that are managed by house banks have to be defined as well. The accounts can be
identified by an account-ID, which is unique per house bank. The bank account data contains the number
of the account at your bank, the account currency and the G/L account which reflects the postings on
your bank account in the general ledger.
„ For every bank account, a G/L account must be created. This G/L account is assigned to the bank
account and vice versa. Both accounts have to have the same account currency.

(C) SAP AG AC200 3-58
© SAP AG 1999
Master Data: Summary
z G/L accounts consist of a chart of account
segment and a company code segment
z Customer/vendor accounts consists of general
data, company code data and sales/purchasing
data.
z Account groups control the appearance of master
records.
z Bank master data must be defined for all bank
details used in the system.

(C) SAP AG AC200 3-59
Master Data Exercises
Unit: Master Data
Topic: General Ledger Accounts
In this exercise you will
• Create and use a chart of accounts
• Create general ledger accounts
• Create account groups
• Check your knowledge about general ledger accounts
The accounting executive has requested the enterprise’s chart of accounts
be based on the standard R/3 template for its country.
The accounting department requires additional general ledger accounts to
handle authorized travel expenses and disbursements. An authorized
travel expense is an expense over 10,000 units local currency approved
by the accounting executive. The expense account numbers must fall
within the range of AE0000 to AE9999. The disbursement account
numbers must fall within the range CD0000 to CD9999.
1-1 A G/L account consist of which segments?
________________________________________________________________
1-2 Create the chart of accounts segment, C##, for your company code by copying the
standard template for your country. Use the description "Chart ##." Next, assign your
company code GR## to chart of accounts C##.
You will then see a message stating “You have not printed the
proposal list yet. It can only be printed prior to copying. Do you still
want to copy?
Select Yes!
Afterwards, assign company code GR## to your chart of accounts C##.
1-3 The accounts in an existing company code are already configured for your country. To
create the accounts, copy that company code’s segments to GR##. Your instructor will
provide you with the company code to copy from. Perform a test run first, then a
productive run.

AC200 Accounts Receivable And Payable Processing

AC200 Accounts Receivable And Payable Processing

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