The new cash journal is a Banking-Related Accounting sub-ledger for the management of petty cash in a business. You can use it independently of other posting transactions and it does not have to update the G/L. The cash journal is a single screen transaction, which means that you can create, display, and change cash documents on one screen. For non-Accounting users, the complexity can be totally hidden - they just select a type of transaction name such as “TAXI” and the system creates the debits and credits behind the scenes. If you select “expert mode”, you can make postings to G/L accounts, as well as to vendor and customer accounts.
Cash Journals are defined by company code Multiple cash journals may be assigned to one company code. A separate cash journal is required for each currency
Opening and closing balances, as well as total receipts and payments are automatically calculated and displayed. Cash Journal Entries and Transaction Receipts can be printed at the touch of a button. - Prints all transactions that were posted during the Display Period - Prints a receipt for the selected entry Status - Entry saved posted to the General Ledger - Entry saved in the Cash Journal - Data entry checks performed Accounting Documents - Drills down to the Accounting Documents for entries that have been posted to the General Ledger
The cash journal supports the following accounting transactions: Cash Receipts - Cash sales revenue, cash transfers from the bank to the cash account, vendor invoice payments, and customer invoice repayments. Note: A cash journal must always have a balance of at least zero. Cash Payments - Cash expenses, cash transfers from the cash account to the bank, customer invoice payments, and vendor invoice repayments Cash journal entries may post to customer, vendor and general ledger accounts Within the cash journal, business transactions control journal postings. These transactions may be pre-configured in the IMG or created when making a journal entry. Below are standard accounting transaction types and their associated postings: Debit Credit Expense (E) Expense Cash Revenue (R) Cash Revenue Cash transfer: Cash journal to bank (B) Bank Cash Bank to cash journal (C) Cash Bank Accounts receivable (D): Customer-incoming payment Cash A/R Customer-outgoing payment A/R Cash Accounts payable (K): Vendors-outgoing payment A/P Cash Vendors-incoming payment Cash A/P
This new cross-application tool replaces Financial Calendar, Period End Partner (4.5) and the Consolidation Monitor. It is a convenient, easy to understand tool for managing the processes such as the month-end close cycle. You set up a task list such as the one shown above, and you can use drag and drop to schedule jobs at the appropriate date/time.
To schedule jobs, you can drag and drop tasks into the schedule (from the Task List) or move them around within the schedule. If you have event-driven or complex jobs (e.g., Job B starts when Job A is complete), use worklists (discussed later). The Daily Overview shows scheduled jobs AND completed jobs/transactions. Double-click in the Daily Overview to go to the job details. A Job Wizard is available to help build and schedule jobs.
A sample task list is delivered - you can copy and change this list to get started. The task list is the structure of your process(es). It may include any of the following items: Worklists (job strings) Background jobs Online jobs Transactions Text reminders You can use drag and drop functionality to restructure the task list. You can store documentation on each task as long text or as integrated MS office documents.
The Monitor allows you to check detailed job status info, branch to spool lists and job log, etc. Using the report interface, you can go to the reports, which detail costs/qty posted to objects, etc. (see menu option in the Monitor to assign reports). The Job Management function allows you to view job details as well as stop, release, or delete a job.
Use Worklists (flow definitions) to schedule a series of jobs that are run sequentially or for complex job definitions. Scheduler branches you to the Workflow Editor to create/edit. Multi-level worklist advantages: Can specify selection criteria once for all steps Better handling of errors that occur in previous steps for a particular object. Faulty objects do not go on to the next step. They are collected in a worklist, and you can review them and decide if each one can go on to the next step anyway.
Travel management is used to efficiently plan travel, collect the travel information as easily as possible, and calculate and post the trip costs and trip reimbursement amounts. The trip expenditures are transferred from Travel Management to FI, and the reimbursement amount could, for example, be paid to the employee by the accounts payable department.
Employee data is saved as HR master data . Since the HR master data file can be quite large, the data is stored in data groups that are organized based on contents. One such data group is an infotype . For example, since city, street, and street number are part of the address of an employee, they are saved (along with other data) in the infotype Addresses . Companies, which do not use SAP HR, are able to create smaller version of the HR master data record in Travel Management. This record is called a mini-master record . The FI-TV mini-master record only contains the following infotypes: Personnel actions (a list of all completed personnel actions) Organizational assignment (e.g., company code, business area, and cost center) Personal information Addresses Bank Details Travel privileges (control parameters used for assigning travel restrictions to the employee and determining travel reimbursements) Travel preferences (a row of infotypes for the support of travel planning)
A personnel action includes all infotypes that are processed as part of a personal procedure, such as hiring, organizational change, promotion, and so on. To ensure that no important information is forgotten, the relevant infotypes are made available for processing one after another. Each completed action is entered in the ”action&quot; infotype, so that the ”actions&quot; infotype has a log of all procedures completed for this person. Personnel actions are normally completed in HR. If HR is not implemented, FI-TV offers two actions for maintaining FI-TV mini-master records: Create TV mini-master records Organizational change When completing the &quot;Create TV mini-master record&quot; action, the infotypes &quot;measures&quot;, &quot;organizational assignment&quot;, &quot;personal information&quot;, and &quot;travel privileges&quot; are made available. When using the &quot;Organizational change&quot; action, only the infotypes ”actions&quot; and &quot;organizational assignment&quot; are made available. Travel preferences must be manually entered if Travel Management is to be implemented.
Employees are reimbursed for travel expenses using the payment program in Financial Accounting. In order for the reimbursement process to work, a vendor master record has to be created for every employee who travels. These personnel-related vendor records can be created automatically using Transaction PRAA. The program creates a batch input session, which must then be run. The personnel number in the HR/FI-TV master record is used as the identifier in the vendor master record.
In Travel Manager, the employee has a complete overview of all his/her travel and the related travel objects. There are three types of travel objects: travel requests, travel plans, and travel reimbursement. Each of these objects can be created or changed with the Travel Manager. Depending on how travel management is organized in the company, all travel objects or only part of them can play a role in the travel process. With a travel request, the employee notifies the company that he/she needs to take a business trip. Depending on configuration, the request can be sent to an internal travel office. The travel plan is used to plan the details of a trip and to book the means of travel. The travel plan takes the travel preferences that are saved as infotypes into consideration. A travel plan may be entered by an internal travel agent or by the employee. Travel expenses are a collection of expense-related travel information. They are the basis for the calculation of travel reimbursement according to country-specific regulations as well as the posting made in Financial Accounting. If the amounts are taxable for the employee, they can be transferred to Human Resources.
Travel Expenses are the central object in the travel process. Travel information is entered manually or can be obtained from the travel request or travel plan and then corrected. Although travel requests and travel plans offer optional functions, travel expenses are necessary for Travel Management. Prior to the actual calculation, the results can be simulated. Travel expenses can be entered by the employee or by the expense department. If the data was entered by the employee then prior to payment, the accounting department has to check and approve the submitted documents. For the settlement, the system calculates a total amount to be paid based on the travel information, reimbursement records, and settlement rules, and saves this information in the database. The settlement calculations are sent to FI using a special posting run.
SAP FI Special Topics | http://sapdocs.info
<ul><li>In this chapter, you will learn about the following: </li></ul><ul><ul><li>Cash Journal - a Banking-Related Accounting sub-ledger for the management of petty cash in a business. </li></ul></ul><ul><ul><li>Schedule Manager - allows users to schedule and execute transactions and programs in a single location </li></ul></ul><ul><ul><li>Travel Management - tracks and reimburses employee travel expenses </li></ul></ul><ul><li>Chapter Objectives </li></ul><ul><ul><li>Understand the functionality of Cash Journal, Schedule Manager, and Travel Management </li></ul></ul>Chapter 30. Special Topics
Cash Journal Accounting I nteraction V isual Appearance <ul><li>User does not need any accounting skills </li></ul><ul><li>Filling two fields is sufficient to complete a cash transaction </li></ul><ul><li>Personalization of screen through drag & drop </li></ul><ul><li>Immediate receipt printing </li></ul>P ersonalization
Creating Cash Journal Transactions Pre-configure in IMG Directly in Cash Journal
Schedule Manager: Benefits Benefits provided by the Schedule Manager <ul><li>Event driven processing means that the R/3 System automatically performs the necessary steps </li></ul><ul><li>Complex processes are more transparent and easier to handle </li></ul><ul><li>Total processing time is minimized by optimized worklist processing </li></ul><ul><li>Worklist driven error analysis and integrated error handling procedures reduce the time needed for error correction </li></ul><ul><li>Monitoring the complete process is convenient </li></ul>
Schedule Manager P ersonalization I nteraction V isual Appearance <ul><li>Easy to navigate screen design makes building and managing processes more convenient. </li></ul><ul><li>The online documentation will guide you through your first steps. Close the window if you don’t need it anymore. </li></ul>
Schedule Manager - Scheduler <ul><li>Schedule tasks with drag and drop. </li></ul><ul><li>Monitor the status of scheduled tasks. </li></ul><ul><li>Adjust the status if required and comment your action. </li></ul>I nteraction V isual Appearance
Schedule Manager - Task List <ul><li>Maintain the task list to structure your process using: </li></ul><ul><ul><li>Workflow </li></ul></ul><ul><ul><li>Background jobs </li></ul></ul><ul><ul><li>Online programs or transactions </li></ul></ul><ul><ul><li>Reminders for actions taking place outside the R/3 System. </li></ul></ul>V isual Appearance
Schedule Manager - Monitor <ul><li>The tree provides you with status and runtime information. </li></ul><ul><li>Check the details of a job including spool lists and job log. </li></ul><ul><li>View the messages in the message list. </li></ul><ul><li>Set filters to concentrate on the essentials. </li></ul>V isual Appearance
Schedule Manager - Worklists <ul><li>Make your mass processing more effective! </li></ul><ul><li>Gain performance in multi-step processes. </li></ul><ul><li>The worklist monitor helps you to find and correct errors efficiently. </li></ul>V isual Appearance I nteraction
Overview Diagram: Travel Management SD CO General ledger FI-GL FI-AA FI-AP FI-TV FI-BL FI-AR MM Balance sheet P&L ... ... ...
Personnel Master Data in HR and in FI-TV Personnel number 1000 (Completed) personnel actions Bank information Travel privileges Addresses Organi-zational assignment Trip Cost Mini Master Record in FI-TV Contract elements Leave entitlement Planned work time Basic pay HR MASTER RECORD ... and many additional Infotypes Personal information Travel preferences
Actions (Completed) personnel actions Personal information Organizational assignment Personnel number 1000 Actions in mini master record: Enter trip costs (Mini master record) Organizational change Trip costs- Mini master record FI-TV Bank information Travel privileges Addresses Travel preferences
Vendor Master Record for an Employee Vendor X Personnel number 1000 Personnel number: 1000 Report and batch input FI-AP FI-TV Infotypes
Travel Expenses Open travel expenses Travel request Travel plans Simulation Approval Transfer to FI Travel expense x Calculation Vendor x
Travel Planning Enhancements <ul><li>PNR Synchronization (4.6B): </li></ul><ul><ul><li>Those employees who continue to use the travel agency for booking trips can still have their travel planning information transferred to R/3 </li></ul></ul><ul><li>Value Pricer: </li></ul><ul><ul><li>The system will compare the selected booking (e.g., flight) price to the lowest cost fares on other carriers for the same dates. </li></ul></ul>
Travel Accounting Localization Austria Belgium Denmark France Germany Great Britain USA Canada Mexico* Japan Norway* Netherlands Spain Sweden* Switzerland * New in 4.6