2. General Ledger Accounting
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What is ERP?
ERP stands for Enterprise Resources Planning. ERP system was originally used in
manufacturing company as it has a complicated business processes. Today, ERP system
has been applied in various companies, such as manufacturing, retail, oil and gas,
banking, telecommunication, and many more. ERP software system has an objective to
integrate all of the business data and process so it can be managed in most effective and
efficient way.
If organizations donât have ERP then it has to use different types of other software.
īˇ Accounting Software
īˇ Payroll Software
īˇ Purchasing Software
īˇ Asset Accounting Software
īˇ Inventory Control Software
īˇ Sales Software
īˇ Invoicing Software
īˇ Supply chain management Software
īˇ Project management Software
Now each software has their own database and system. Mostly they are
of different system and itâs hard to synchronize among them all. So, one systemâs data
cannot be used by another.
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ERP software integrates all the data from all the business departments and makes
assure data synchronization in all departments. Also this data can lead to another
process in another department.
What is SAP?
What does SAP stands for in simple words, SAP is the leading Enterprise Information
and Management Package worldwide. Use of this package makes it possible to track
and manage, in real-time, sales, production, finance accounting and human resources
in an enterprise.
SAP the company was founded in Germany in 1972 by five ex-IBM engineers. In
case youâre ever asked, what is sap, SAP stands for System, Andwen dungen,
Produkte in der Datenverarbeitung which â translated to English â means Systems,
Applications, Products in Data Processing.
FUNCTIONAL MODULES IN SAP
Financial Modules: Financial Accounting (FI), Controlling (CO), Investment
Management (IM), Treasury (TR), Enterprise Control (EC).
FI â stands for Financials
CO â stands for Controlling
ECC â stands for ERP Central Component
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Organization Flow Chart
Purchase Dept., Store Dept., Production Dept., Accounts Dept. Will have no of
departments in organization. ERP integrate all the functions into one system.
SAP FI/CO Flow Diagram
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GENERAL LEDGER ACCOUNTING
SAP is Access in two ways
1. To Transaction code
2. To Path wise
Enterprise Structure
Define company (OX15)
SAP menuī Toolsī Customizingī IMGī Execute Projectī Click SAP Reference button
(SPRO stands for SAP Project Reference Object) (we called UPTOSPRO)
Enterprise Structureī Definitionī Financial Accountingī Define company
Select execute button
Select New entries button
Define Company code (OX02)
Up to SPRO Same path
Enterprise Structureī Definitionī Financial Accountingī Edit, Copy, Delete, Check
Company Code
Select execute button
Double click on edit company code data
Select New entries button
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Click Save
Click enter
Define business area (OX03)
Up to SPRO Same path
Enterprise Structureī Definitionī Financial Accountingī Define business area
Select execute button
Select New entries button
Assign company code to company (OX16)
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Up to SPRO Same path
Enterprise Structureī Assignmentī Financial Accountingī Assign company code to
company
Select execute button
Select position button
Click enter
Financial Accounting
Variants
1. Fiscal Year Variant
2. Field Status Variant
3. Posting Period Variant
Fiscal year variant
Generally in an accounting year there are only 12months where as in sap
we are having 12+4 periods (12normal periods+4Special periods). The total of 16
periods we called as fiscal year in SAP.
There are three types of fiscal year
1. Calendar Year
a. Jan â Dec
2. Non Calendar year
a. Apr â Mar
b. Jul â Jun
c. Oct â Set
3. Short end fiscal year
It Rises in an Organization
a. When the company/Organization is start at the middle of the year.
b. If the company/ Organization wants to change from fiscal year to
another.
4 Special Periods
ī Accounts/Finance Adjustments
ī Tax Adjustments
ī Management Adjustments
ī Auditor Adjustments
Year Shift
Current Year we called 0
Next Year -1
Previous Year +1
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Converting one Fiscal Year to another
Month Days Period Year Shift
1 31 10 -1
2 28/29 11 -1
3 31 12 -1
4 30 1 0
5 31 2 0
6 30 3 0
7 31 4 0
8 31 5 0
9 30 6 0
10 31 7 0
11 30 8 0
12 31 9 0
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Maintain Fiscal Year Variant (OB29)
Up to SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Ledgersī
Fiscal Year and Posting Periodsī Maintain Fiscal Year Variant (Maintain Shortened Fisc.
Year)
Select execute button
Select New entries button
Select Fiscal year variant (FV)
Double click on Periods
Select new entries button
Assign Company Code to a Fiscal Year Variant (OB37)
Up to SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Ledgersī
Fiscal Year and Posting Periods ī Assign Company Code to a Fiscal Year Variant
Select execute button
Select Position button
Click enter
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Define Variants for Open Posting Periods (OBBO)
Up to SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Ledgersī
Fiscal Year and Posting Periods ī Posting Periodsī Define Variants for Open Posting
Periods
Select execute button
Select new entries button
Assign Variants to Company Code (OBBP)
Up to SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Ledgersī
Fiscal Year and Posting Periods ī Posting Periods ī Assign Variants to Company Code
Select execute button
Select Position button
Click enter
Open and Close Posting Periods (OB52)
Up to SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Ledgersī
Fiscal Year and Posting Periods ī Posting Periods ī Open and Close Posting Periods
Select execute button
Select New entries button
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+ Given to Valid for all account types
Maintain Field Status Variants (OBC4)
Up to SPRO Same path
Financial Accounting ī Financial Accounting Global Settings ī Documentī Line Itemī
Controlsī Maintain Field Status Variants
Select execute button
Select 0001(FSTV)
Click on copy as icon
Rename FSTV (0001 â MSMS)
Click enter
Select copy all button
Click enter
It gives message total 41 entries copied
Select MSMS
Double click on Field Status groups
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Click Save
Same procedure for G005 (Bank accounts), G067 (Reconciliation accounts)
Assign Company Code to Field Status Variants (OBC5)
Up to SPRO Same path
Financial Accounting ī Financial Accounting Global Settings ī Documentī Line Itemī
Controlsī Assign Company Code to Field Status Variants
Select execute button
Select Position button
Click enter
Define Tolerance Groups for Employees (OBA4)
Up to SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Business
Transactionsī Open Item Clearingī Clearing Differencesī Define Tolerance Groups for
Employees
Select Execute button
Select New entries button
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Define Tolerance Groups for G/L Accounts (OBA0)
Up to SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Business
Transactionsī Open Item Clearingī Clearing Differencesī Define Tolerance Groups for
G/L Accounts
Select Execute button
Select New entries button
Define Document Types (OBA7)
Up to SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī
Documentī Document Headerī Define Document Types for Entry View
Select Execute button
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Select SA (G/L account document)
Select Details button
Select Number range information button
Select Change Interval button
Select insert interval button
Click enter
Assign Country to Calculation Procedure (OBBG)
Up to SPRO Same path
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Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Tax on
Sales/Purchasesī Basic Settingsī Assign Country to Calculation Procedure
Select Execute button
Select Position button
Click enter
Chart of Accounts
Chart of accounts means List of Accounts. There are three types of Chart
of Accounts
1. Country Specific Chart of Accounts
2. Operative/Operational Chart of Accounts
3. Group Chart of Accounts
Country specific Chart of Accounts are optional and
Operative/Operational Chart of Accounts is compulsion
Group Chart of Accounts are used to get group reports in the company
We can create Chart of Accounts in three levels
i. Company code level
ii. Chart of accounts level
iii. Centrally level
Edit Chart of Accounts List (OB13)
Up to SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Master Dataī G/L
Accountsī Preparationsī Edit Chart of Accounts List
Select Execute button
Select New entries button
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Assign Company Code to Chart of Accounts (OB62)
Up to SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Master Dataī G/L
Accountsī Preparationsī Assign Company Code to Chart of Accounts
Select Execute button
Select Position button
Click enter
Define Account Group (OBD4)
Up to SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Master Dataī G/L
Accountsī Preparationsī Define Account Group
Select Execute button
Select New entries button
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Define Retained Earnings Account (OB53)
Up to SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Master Dataī G/L
Accountsī Preparationsī Define Retained Earnings Account
Select Execute button
Click enter
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Click save Ignore the message (Enter)
Define Ledger Group
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī
Ledgersī Ledgerī Define Ledger Group
Classify G/L Accounts for Document Splitting
Up to SPRO Same path
Financial Accounting (New) ī General Ledger Accounting (New) ī Business
Transactionsī Document Splitting ī Classify G/L Accounts for Document Splitting
Select Execute button
Select New Entries
Activate Document Splitting
Up to SPRO Same path
Financial Accounting (New) ī General Ledger Accounting (New) ī Business
Transactionsī Document Splitting ī Activate Document Splitting
Select Execute button
20. General Ledger Accounting
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Double Click on Deactivation per Company Code
Click on (Inactive)
Enter Global Parameters (OBY6)
Up to SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Global
Parameters for Company Codeī Enter Global Parameters
Select Execute button
Select Position button
Click enter
Select company click on details button
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Maintain Controlling Area (OKKP)
Up to SPRO Same path
Controllingī General Controllingī Organizationī Maintain Controlling Area
Select Execute Button
Double Click on Maintain Controlling Area
Select New entries Button
Double Click on Assign Company Codes (Folder)
Select New Entries Button
Double Click on Activate components/control indicators (Folder)
New Entries
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Maintain Versions (OKEQ)
Up to SPRO Same path
Controllingī General Controllingī Organizationī Maintain Versions
Select Execute Button
Select 0 Plan Version
Double Click on Settings for Profit Center Accounting (Folder)
Click Enter
Select New Entries Button
Maintain Controlling Area Settings (0KE5)
Up to SPRO Same path
Controllingī Profit Center Accountingī Basic Settingsī Controlling Area
Settingsī Maintain Controlling Area Settings
Select Execute button
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Creation of Profit Center KE51
Accountingī Financial Accountingī General Ledgerī Master Recordsī Profit
Centerī Individual Processingī Create
Click on Master data
Click on Activate button
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Creation of General Ledger Accounts (FS00)
Accountingī Financial Accountingī General Ledgerī Master Recordsī Individual
Processingī Centrally
Creation of Capital Accounts
Enter G/L Account Number
Select Create button
Select Control data tab
Select Create/bank/interest tab
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Display of General Ledger document (FB03/FB03L)
Accountingī Financial Accountingī General Ledgerī Documentī Display
Click enter
Display of General Ledger Balance (FS10N)
Accountingī Financial Accountingī General Ledgerī Accountī Display Balances
33. General Ledger Accounting
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PARKED DOCUMENTS
These documents are used mostly to get approval from the superior officers.
Eg:
We know that there are 3 levels employee in a company and the company has
rested some limits to the employees to post a document. If the exceed that limit they
has to get approval from the superior officers for that purpose used the parked
documents.
Creation of 2 G/L Accounts FS00
Creation of Rent Account (400100)
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Park a G/L documents (F-65)
Accountingī Financial Accountingī General Ledgerī Document Entryī General
Document Parking
Click enter
Click enter
37. General Ledger Accounting
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Select document over screen
Click save (Document 3 Was Parked)
Display of G/L Balance (Park doc. Balance Posted or Not) FS10N
Send a Message to Superiors SO00
SAP Easy Access ī System ī Short Message
Post/Delete Park document (FBV0)
Accountingī Financial Accountingī General Ledgerī Documentī Parked
Documentsī Post/Delete
Click enter
38. General Ledger Accounting
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If you want to delete Documentī Delete
It you want to post
Select Fast entry button
Click save (Doc. 3 was Posted)
Send A Message to Subordinate SO00
SAP Easy Access ī System ī Short Message
Display changes in park document (FBV5)
Accountingī Financial Accountingī General Ledgerī Documentī Parked
Documentsī Display Changes
39. General Ledger Accounting
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Click enter
Select all changes button
SAMPLE DOCUMENTS
These documents are used as template.
Create number range sample document (FBN1)
Up to SPRO same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Documentī
Document Number Rangesī Documents in Entry Viewī Define Document Number Ranges
for Entry View
Select Execute button
Select Change interval button
Select Insert interval button
Create Sample Document(F-01)
Accountingī Financial Accountingī General Ledgerī Document Entryī Reference
Documentsī Sample Document
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RECURRING DOCUMENTS
These documents are used when they are repeating transactions.
Create number range for recurring documents (FBN1)
Up to SPRO same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī Documentī
Document Number Rangesī Documents in Entry Viewī Define Document Number Ranges
for Entry View
Select Execute button
Select Change interval button
Select Insert interval button
Create Recurring Document (FBD1)
Accountingī Financial Accountingī General Ledgerī Document Entryī Reference
Documentsī Recurring Document
Click enter
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Click enter
Click save (Document no 2001 was store)
List of Recurring Documents (F.15)
Accountingī Financial Accountingī General Ledgerī Periodic Processing ī Recurring
Entries ī Lists
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Execution of recurring documents (F.14)
Accountingī Financial Accountingī General Ledgerī Periodic Processing ī Recurring
Entries ī Execute
Select execute button
It give message session SAPF120 was created
Select system menu ī Servicesī Batch inputī Sessions
Select out session
Click on process
Select display errors only
Click on process
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HOLD DOCUMENTS
It is a temporary document. This is user for adjustment purpose or at the time of posting
we do not know either debit credit.
This document can be deleted there is no tracking for this document.
A. Loans to Directors
Create as hold document a once he gives money back delete the document.
B. Payment to a party âpurpose of payment we donât know
Cash balance = Account balance +/ Hold documents
Hold documents will not update records
Post a G/L document (F-02/FB01L)
Click Enter
Click Enter
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Click on Document Overview
Goto document in menu barī Click on Hold
It give the Temporary doc. Number (any number)
Click on Hold document button
Post/Delete hold document (F-02/FB01L)
Click on Held document
Give the temporary document number
48. General Ledger Accounting
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If you want to delete click on delete button
If you post the document click on enter button (Click Save button)
Run a program called âRFTMBLUâ for conversion of hold documents
Path: Tools â ABAP Workbench- Development âABAP Editor (SE38)
Program: give the program name: RFTMPBLU
Select execute button
Select no. termination for read error check box â
Select execute button
Message will come: no conversion necessary all held document are correct
Reversal Documents
i. Individual Reversal
ii. Mass Reversal
Individual Reversal FB08
It can reverse single document
Accountingī Financial Accountingī General Ledgerī Documentī Reverseī
Individual Reversal
Mass Reversal F.80
It can reverse multiple documents
Accountingī Financial Accountingī General Ledgerī Documentī Reverseī
Mass Reversal
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General Ledger Posting (F-02/FB01L)
Accounting ī Financial Accountingī General Ledgerī Document Entryī Enter
General Posting for Ledger Group
(Provide Salaries Outstanding Entry)
Display of G/L Outstanding (FBL3N/FAGLL03)
Accounting ī Financial Accountingī General Ledgerī Accountī Display/Change
Items (New)
53. General Ledger Accounting
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Select Execute button
Open item is used when the account needs clearing. There are three types of
Payments
i. Standard payments (Full Amount Clearing)
ii. Partial payments (Partial Amount Clearing)
iii. Residual items (Residual Item Method Clearing)
Standard Payments
G/L outgoing Payment (F-07)
Accountingī Financial Accountingī General Ledgerī Document Entryī Outgoing
Payments
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Go & View G/L open Item (FBL3N)
Select Execute button
Partial Payment
Post a G/L document (F-02/FB01L)
Provide Rent Outstanding Amount of 20000/-
40 Rent 20000
50 O/S Exps 20000
Go & View G/L open Item (FBL3N/FAGLL03)
G/L Outgoing payment (F-07)
Select Process open item button
56. General Ledger Accounting
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Double click on Payment Amount
Click Save
Double Click on blue line item & give the required fields
Go & View G/L open Item (FBL3N)
Select Execute button
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Residual Payments
Post a G/L document (F-02/FB01L)
Provide Rent Outstanding Amount of 20000/-
40 Rent 20000
50 O/S Exps 20000
Go & View G/L open Item (FBL3N/FAGLL03)
Select Execute button
G/L Outgoing payment (F-07)
Select Process open item button
58. General Ledger Accounting
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Double click on Payment Amount
Click Save
Double Click on blue line item & give the required fields
Go & View G/L open Item (FBL3N)
Select Execute button
59. General Ledger Accounting
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Accrual/Deferral documents
Define Reasons for Reversal
Upto SPRO same path
Financial Accountingī General Ledger Accountingī Business Transactionsī
Adjustment Posting/Reversalī Define Reasons for Reversal
Select Execute Button
Select New Entries Button
Creation of Number range for Accrual/Deferral documents FBN1
Up to SPRO same path
Financial Accountingī Financial Accounting Global Settingsī Documentī Document
Number Rangesī Define Document Number Ranges
Select Execute button
Select Change interval button
Select Insert interval button
Creation of Accrual/Deferral Documents FBS1
Accountingī Financial Accountingī General Ledgerī Periodic Processingī
Closingī Valuateī Enter Accrual/Deferral Doc.
60. General Ledger Accounting
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Display of G/L Outstanding (FBL3N/FAGLL03)
Accounting ī Financial Accountingī General Ledgerī Accountī Display/Change
Items (New)
Select Execute button
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Display of Reverse Accrual/Deferral Document F.81
Accountingī Financial Accountingī General Ledgerī Periodic Processingī
Closingī Valuateī Reverse Accrual/Deferral Document
Select Execute Button
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BANK INTEREST CALCULATION
Description Type Accounts
Balance Interest Calculation S G/L Accounts
Item Interest Calculation P Customers/Vendors
Creation of 2 G/L Accounts (FS00)
Bank Loan (100300)
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Define interest indicator (OB46)
Upto SPRO same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Business
Transactionsī Bank Account Interest Calculationī Interest Calculation Global
Settingsī Define Interest Calculation Types
Select execute button
Select new entries button
Prepare Account Balance Interest Calculation (OBAA)
Upto SPRO same path
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Financial Accounting (New)ī General Ledger Accounting (New)ī Business
Transactionsī Bank Account Interest Calculationī Interest Calculation Global Settingsī
Prepare Account Balance Interest Calculation
Select execute button
Select new entries button
Define Reference Interest Rates(OBAC)
Upto SPRO same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Business
Transactionsī Bank Account Interest Calculationī Interest Calculationī Define Reference
Interest Rates
Select execute button
Select new entries button
Define Time-Dependent Terms (OB81)
Upto SPRO same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Business
Transactionsī Bank Account Interest Calculationī Interest Calculationī Define Time-
Dependent Terms
Select execute button
Select new entries button
67. General Ledger Accounting
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Select next entry button
Enter Interest Values (OB83)
Upto SPRO same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Business
Transactionsī Bank Account Interest Calculationī Interest Calculationī Enter Interest
Values
Select execute button
Select new entries button
Prepare G/L Account Balance Interest Calculation (OBV2)
Upto SPRO same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Business
Transactionsī Bank Account Interest Calculationī Interest Postingī Prepare G/L Account
Balance Interest Calculation
Select execute button
Select Accounts Button
68. General Ledger Accounting
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Click enter
Assign interest indicator to G/L Accounts (FS00)
G/L Account (100300)
Select change button
Select create/bank/interest tab
Post a G/L document (F-02)
40 Cash (200100) 100000
50 ICICI Bank Loan (100300) 100000
Interest calculation(F.52)
Accountingī Financial Accountingī General Ledgerī Periodic Processingī Interest
Calculationī Balances
69. General Ledger Accounting
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Select execute button
Systemī Serviceī Batch inputī Session
Select our Session
Click on process
Select Display errors only
Click on Process
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EXCHANGE RATES
M Average Exchange Rate
B Selling Exchange Rate
G Buying Exchange Rate
Check Exchange Rate Types OB07
Upto SPRO same path
SAP NetWeaverī General Settingsī Currenciesī Check Exchange Rate Types
Select Execute button
Select New Entries Button
Define Translation Ratios for Currency Translation OBBS
Upto SPRO same path
SAP NetWeaverī General Settingsī Currenciesī Define Translation Ratios for Currency
Translation
Select Execute button
Select New Entries Button
Enter Exchange Rates OB08
Upto SPRO same path
SAP NetWeaverī General Settingsī Currenciesī Enter Exchange Rates
Select Execute button
Select New Entries Button
72. General Ledger Accounting
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Assign Exchange Rate to document Type OBA7
Post the G/L Document Using Exchange Rate when Currency is known
F-02 (USD/62)
Post the G/L Document Using Exchange Rate when Currency is
Unknown F-02 (USD/**)
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Define Accounting Principles
Upto SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī
Ledgersī Parallel Accountingī Define Accounting Principles
Assign Accounting Principle to Ledger Groups
Upto SPRO Same path
Financial Accounting (New)ī Financial Accounting Global Settings (New)ī
Ledgersī Parallel Accountingī Assign Accounting Principle to Ledger Groups
New Entries
Define Valuation Methods OB59
Upto SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Periodic
Processingī Valuateī Define Valuation Methods
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Define Valuation Areas
Upto SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Periodic
Processingī Valuateī Define Valuation Areas
Assign Valuation Areas and Accounting Principles
Upto SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Periodic
Processingī Valuateī Assign Valuation Areas and Accounting Principles
Prepare Automatic Postings for Foreign Currency Valuation OBA1
Upto SPRO Same path
Financial Accounting (New)ī General Ledger Accounting (New)ī Periodic
Processingī Valuateī Foreign Currency Valuationī Prepare Automatic Postings
for Foreign Currency Valuation
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Select Execute button
Double click on KDB
Chart of Accounts R101
Click on Change Valuation area
Enter Valuation area (M1)
Click Enter