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SAP SPECIAL GENERAL LEDGER TRANSACTIONS

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This document relates Introduction to SAP Special General Ledger Transactions, Different Types of Special General Ledger Transactions, Configuration of Special General Ledger Transactions in SAP FI. Copy Rights © 2012-2013 SAPTAC BANGALORE

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  • But if i remove the noted items selection, then my system allowed to save. Also in step 3, you have selected account type as "D" and written description as "Down payment one time Vendor". As "D" stands for customer, do you mean here an individual being both vendor and customer?
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  • The diagnosis given by system is " You selected the noted items as the attribute for the special G/L indicator 9. This special G/L account indicator is a down payment/down payment request indicator. This combination is only permitted foe special G/L indicator F".
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  • The system says " Down payments and noted items not possible for special G/L indicator 9"
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  • Hello.. I was trying to follow your configuration steps. But getting a error message.
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  • Pramila, would you be kind enough to send this document to me - ceecilj@yahoo.com. These are easy and good to learn.
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SAP SPECIAL GENERAL LEDGER TRANSACTIONS

  1. 1. SAP FINANCIALS SPECIAL GENERAL LEDGER TRANSACTIONSPrepared By: Ms.Pramila Nagaraj First Class MBA Finance Graduate (2009-10) Global Academy of Technology, Bangalore (VTU- Belgaum Trained up in SAP FICO @ SAPTAC Bangalore 2011 (FRESHER/TRAINEE)
  2. 2. SAP FINANCIALSSAP SPECIAL GENERAL LEDGER TRANSACTIONSIntroduction to SAP Special General Ledger TransactionsAll the transactions carried out by a business must be reflected in the general ledger accounts in order forthem to be available and displayed in the financial statements like the balance sheet or the profit and lossstatement. The vendor and customer accounts are created as sub ledger accounts. These are linked to thegeneral ledger by means of the vendor and customer reconciliation accounts respectively.Therefore, if any entry is passed to any of the vendor or the customer account, then a duplicate entry ispassed to the corresponding reconciliation account in the general ledger.It is necessary at times to post some special transactions related to vendors and customers to general ledgeraccounts, other than the vendor and customer reconciliation accounts. This allows the special transactionsto be displayed separately in the general ledger as well as the sub ledger. Such a requirement may arisebecause of statutory reporting requirements or for some other internal reasons.For example, in normal general ledger transactions, the accounts payable is netted against the accountsreceivable for a partner who acts both as a vendor as well as a customer while executing the automaticpayment program. But in case of certain special transactions like down payments, the down paymentamount must not be netted with the receivables or payables. Therefore, a transaction like down paymentmust be considered as a special general ledger transaction.In order to record the special general ledger transactions separately from the normal general ledgertransactions, alternative reconciliation accounts are defined. The special general ledger transactions arethen posted to these alternative reconciliation accounts in the general ledger. This allows the balance ofthese transactions to be displayed separately on the balance sheet.The following major special general ledger transactions are available in the standard SAP system. Thespecial general ledger indicators used to identify the special general ledger transactions are mentioned inthe brackets:  Down payments (A)  Down payment requests (F)  Bills of exchange receivable (B)  Letter of Credit (L)  Payment requests (P)  Guarantees (G)  Reserves for bad debt (E)  Security deposits (H) Copy Rights © 2012-2013 SAPTAC BANGALORE
  3. 3. SAP FINANCIALSDifferent Types of Special General Ledger TransactionsThe special general ledger transactions are categorized into different types on the basis of business as wellas technical factors. This results in two different classifications of special general ledger transactions.The business related factors represent the main purposes of the special general ledger transactions are used.On the basis of the business related factors the special general ledger transactions can be categorized intothe following three types:  RELATED TO DOWN PAYMENTS: The down payment requests and down payments are the special general ledger transactions provided by SAP to deal with business scenarios where an advance payment is made by a customer or is made to a vendor, for future delivery or receipt of products and services respectively.  RELATED TO BILLS OF EXCHANGE: Bills of exchange are used by businesses when transporting goods across countries. These special ledger transactions are provided by SAP to deal with business scenarios where businesses are involved in exchange of goods across countries via the banking channel using bills of exchange.  OTHER SPECIAL GENERAL LEDGER TRANSACTIONS: SAP allows other special general ledger transactions such as Security deposits, etc. to be configured as per the requirements of the business. These configurations can be done by defining the special G/L indicator, posting keys and the alternative reconciliation accounts.On the basis of technical factors the special general ledger transactions can be classified into the followingthree categories:  REAL POSTINGS: These are special general ledger transactions which have freely definable offsetting entry account. They usually form an item on the balance sheet. E.g. down payments. These postings are reflected in the line- item display of the sub ledger accounts and affect the overall balance of the sub ledger accounts.  STATISTICAL POSTINGS: These are special general ledger transactions where the offsetting account always remains the same. The offsetting account can be defined while configuration of a statistical special general ledger posting. The system then posts the offsetting entry automatically to the offsetting account defined during the configuration.  NOTED ITEMS: These items serve as a reminder about the payments which are to be made or payments which are to be received. They are not displayed in the accounts but can be processed using a Dunning or payment program. These special general ledgers postings do not update the account balances and merely appear in the account line-item reports as an open item. These open items act as a reminder about the pending payments. Copy Rights © 2012-2013 SAPTAC BANGALORE
  4. 4. SAP FINANCIALSConfiguring Special General Ledger TransactionsSTEP 1: The special general ledger transactions are identified by means of special G/L indicators. Executethe transaction code FBKP to display the screen as shown below.FIGURE 1 (EXECUTE THE TRANSACTION CODE FBKP) Copy Rights © 2012-2013 SAPTAC BANGALORE
  5. 5. SAP FINANCIALSSTEP 2: Click on the special G/L link to display all the special general ledger transactions as shown in thescreenshot below.FIGURE 2 (LIST OF SPECIAL G/L INDICATORS)STEP 3: Click on the create button to define a new special general ledger transaction. Enter the details inthe pop-up window as shown in the screenshot below. Copy Rights © 2012-2013 SAPTAC BANGALORE
  6. 6. SAP FINANCIALSFIGURE 3 (DEFINE THE NEW SPECIAL G/L INDICATOR)STEP 4: Click on the continue button and enter the details as shown in the screenshot below. Theselections shown below indicate that the new G/L indicator is of the type down payment and is treated as anoted item. The posting key 09 will be used for making a debit entry and the posting key 19 will be used tomake a credit entry when using this transaction. The posting key also defines the account type (customer orvendor) to which the posting is made.FIGURE 4 (ENTER THE DETAILS FOR THE NEW SPECIAL G/L INDICATOR) Copy Rights © 2012-2013 SAPTAC BANGALORE
  7. 7. SAP FINANCIALSSTEP 5: Click on the accounts button to define the alternate reconciliation accounts. The alternativereconciliation accounts are mapped to the vendor or customer reconciliation accounts as shown in thescreenshot below.FIGURE 5 (DEFINE THE ALTERNATIVE GENERAL LEDGER ACCOUNT)STEP 6: Click on the save button to save the new configuration. A success message indicating the changeshave been saved is displayed. Whenever a posting is now made with the newly defined special G/Lindicator, the accounting entries are posted to the alternate general ledger account. Copy Rights © 2012-2013 SAPTAC BANGALORE

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