sap-fi-bootcamp-training-day1.ppt

Copyright © 2007 Accenture All Rights Reserved. Accenture, its logo, and High Performance Delivered are trademarks of Accenture.
Copyright © 2007 Accenture All rights reserved. Accenture, its logo, and High Performance Delivered are trademarks of Accenture.
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SAP Financial Accounting (FI)
Bootcamp
Day 1

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Course Objectives
• Provide overview of SAP Financial Accounting (FI)
functionalities and integration with other modules
• Introduce FI Organisation structure, master data,
business transactions, and reporting
• Provide hands-on experience with basic FI business
transactions
• Provide hands-on experience with basic FI
configuration
• Share SAP project experience

3
• Course Introduction
• Financial Accounting
• General Ledger – Master Data
• Enterprise Structure
• General Ledger – Business Transactions & Open and
Cleared Items
Agenda – Day 1

4
• Ground Rules
– Participate - Ask questions!
– Learn From Everyone’s Comments
– Please Turn Off Cellular Phones
– Honor Time Schedule
– Relax and Have Fun!
• Introduce Yourself
– Name, Operating Group, Location
– Your SAP FI Bootcamp Objective(s)
Course Introduction

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• Reference Material
– SAP Familiarisation Guide
• SAP Navigation Assistance
– SAP Quick Reference Guide
• Provides transaction codes and description
– SAP Table Structure Overview
Reference Material

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Course Agenda
• Financial Accounting Day 1
• General Ledger Day 1/2
• Bank Accounting – House Banks Day 2
• Accounts Receivable Day 2
• Accounts Payable Day 3
• Bank Accounting – Electronic Statements Day 3
• Asset Accounting Day 4
• New GL Online Document Splitting Day 4
• Integration with Other Modules Day 5
• Case Studies Day 5

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• Where does the course fit in Accenture Delivery Method
(ADM) for SAP?
https://methodology.accenture.com/finder/Scenarios/homepage/m_accentured
eliverymethods.asp#sap_group.xml
3100 Design Application
How This Course Fits in ADM

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Course Overview (1 of 5)
–Overview
• General Ledger
–General Ledger – Master Data
−Enterprise Structure
−General Ledger – Business Transactions & Open and
Cleared Items
−General Ledger – Period End Closing & Reporting
• Bank Accounting
−House Bank/s

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• Accounts Receivable
− Key Concepts
− Organisation Structure
− Master Data
− Configuration
− Business Transactions
− Reporting and Conversion Tips

10
• Accounts Payable
− Overview
− Master Data
− Invoice Processing
− Payment Processing
− Reporting and Conversion Tips
− Withholding Tax
• Bank Accounting
− Electronic Bank Statement

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• Asset Accounting
− Key Concepts & Organisation Structure
− Master Data
− Business Transactions
− Period End Closing & Reporting
• New GL Online Document Splitting

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• Integration with Other Modules
− Overview
− Integration with Material Management (MM)
− Integration with Sales and Distribution (SD)
− Integration with Controlling (CO)
• Case Studies
• Course Closing

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Cleared Items
Agenda – Day 1

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Source: SAP AC010: Financial Accounting & Reporting
SAP Solution Map

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FI and Statutory Reporting
• What is Financial Accounting (FI)?
– The module in SAP used to support financial statutory reporting
of legal entities
• What is included in statutory reporting?
– Balance sheet – reports the Assets, Liabilities and Equity (value)
of a company
– Profit and loss statement – reports revenue, expenditure and
profit/loss made year to date. At the end of a fiscal year all
accounts in the P&L are reset to zero with the profit/loss
transferred to equity in the balance sheet
– Tax Reports – BAS statements
– Other reports include Company cash flow

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• What is the FI module used for?
– FI is used for reporting a company’s financial position and
activity to statutory bodies and other external parties
• For example, Company Balance Sheet (B/S), Profit and Loss
(P&L) and tax reporting  FI
• What is the CO module used for?
– CO is used for internal company reporting (e.g., showing
what areas/departments within the company are making
money and where the money is being spent (controlling
expenditure)).
• For example, Department expenditure actual vs. budget 
CO
Financial Accounting (FI) vs.
Controlling (CO)

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• Legal requirements dictate content, format and
structure of reports in FI
• The content, format and structure of CO reports are
determined by the company
• All financial reporting must adhere to standard
Accounting practices and principles
Financial Accounting (FI) vs.
Controlling (CO) (cont.)

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• The general ledger is a list of account balances for a specific
company. It is used to produce legal financial statements and
other statutory reports.
• All accounting transactions relevant to a company are
recorded in the General Ledger; then, if applicable, P&L
transactions are posted through to CO.
• Where it is not practical to list all accounts of a specific
category in the GL, e.g., customers, they are totalled and
rolled up into one account (reconciliation account). The list of
customer accounts (AR) is then a sub ledger of the general
ledger. Other sub ledgers are vendors (AP), fixed assets,
material stock balances, work orders and capital projects.
General Ledger and Sub Ledgers
(1 of 3)

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• Transactions posted to sub ledgers are automatically
rolled up into the General Ledger reconciliation
accounts
• Customer (AR) and vendor (AP) reconciliation accounts
cannot be posted to directly. All other reconciliation
accounts need to be set up as post automatically only
• All transactions from other modules that have a financial
impact are integrated with the FI and CO modules; e.g.,
Material Management - goods receipt
(2 of 3)

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• GL and Sub Ledgers: Reconciliation Account
Accounts
Payable
Accounts
Receivable
Asset
Accounting
• Manage entire lifetime of assets and
depreciation
• Manage accounting data for customer
• Manage accounting data for vendor/supplier
Sub Ledger General Ledger
Vendor No
e.g., 70042 XYZ Ltd
A/P Reconciliation Account
A/R Reconciliation Accounts
Customer No
e.g., 50033 ABC Holding
Asset No
e.g., 5022 Welding
machine
e.g., 211000 A/P Trade 3rd Party
Detailed information about vendor/customer/asset
e.g., 113000 A/R Trade
e.g., 131003 Fixed Asset – Machinery
138003 Accumulated Dep. Machinery
Balance summary per account  Financial Statement
Asset Reconciliation Accounts
(3 of 3)

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• FI Integration Example – Purchase to Pay
Goods
Receipt
Purchase
Order
Invoice
Verification
Material Management
Accounts Payable
Module
impacted
General Ledger
Purchase
Requisition
Project System
Mtrl Resource
Planning
PP
Payment
Example: FI Integration

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History of SAP in the Marketplace
Mainframe
Architecture
SAP R/2
Automation
Client Server
Architecture
SAP R/3
Integrated Business
Processes
Enterprise Services
Architecture
mySAP ERP
Adaptable
Business
Efficiency
& Control
Strategic Value

Leverage
x
Replace
Advancement in Technology
Business
Requirements
Internal Business
Process Focus
Inter-Enterprise
Co-operation
Shared Business
Scenarios

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Changes to SAP Financials in
mySAP ERP with New GL
Classic GL New GL

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Classic GL vs. New GL
• SAP’s R/3 Enterprise GL is now called Classic GL
• Both Classic and New GL are available to our clients
– You will have to be familiar with both of them
• Throughout this course, we will point out New GL
functionality
• Core concepts of Enterprise Structure, Chart of
Accounts, AR, AP, and Banking have not changed.

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• We can add new nodes through the configuration
(for example, for customized reports)
SAP Menu

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• SAP Configuration – Implementation Guide (SPRO)
SAP Configuration

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• Refer to System Walkthrough 1.1 – SAP
Configuration in your Faculty Guide.
– Navigation for FI transactions within SAP Easy
Access Menu and Implementation Guide (SPRO)
– Structure of various transactions within the FI menu
tree, transaction codes, IMG keys
– Login, use of icons, and menus
• Refer to SAP Familiarisation Guide.doc, as needed
System Walkthrough 1.1 –
SAP Configuration

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Cleared Items
Agenda – Day 1

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Core Concepts
• Chart of Accounts
– Sometimes referred to as the “what”
– Describes the nature of an account
– Examples: Sales, Consulting Expense, Accounts Receivable
– Sometimes referred to as the “where”
– Describes “where” in the enterprise a transaction occurred
– Examples: Accenture’s OG’s, SI&T, etc.
– Use multiple objects for different views (more later!!)
• Together they provide the details required to meet the
reporting requirements of the Enterprise.

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Company Code: Basis of
Enterprise Structure
• Company code represents a legal entity of the organisation.
Configure one company code for each legal entity.
• Financial statements and statutory reporting (B/S, P&L,
taxation reporting, etc.) are produced per company code
• SAP company code configuration includes:
– Defining the company code, an alphanumeric field of 4 characters
(for example, A001, 0700)
– Assigning country, currency, language, chart of accounts, fiscal
year, tax procedure, posting period variant & field status variant
Note: Company configuration is only required if consolidations is being used.

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• Chart of Accounts
• Account Groups
• Retained Earnings
• Field Status Groups
• GL Master Data and
Maintenance
– Account Groups
– Field Status Groups
– Account Currency
– Tax Category
– Reconciliation Account
– Line item Display
– Open Item Management
– Automatic Posting
– Sort Key
General Ledger – Master Data
• GL Account Maintenance
• FI Document Structure
• FI Document Header
• FI Document Line Items
• Document Number Range
• Tolerance Groups

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• The Chart of Accounts (COA) is a list of all accounts used in
the General Ledger; i.e., B/S and P&L accounts
• At a minimum the COA must have the accounts required to
support the statutory reporting requirements and standard
account practices. More accounts can be added for more
detail and control
• The COA is assigned to company code in company code
parameters configuration
• Accounts are only to represent the” what” not the “where and
what”. The where is captured in the Enterprise Structure.
– For example, an account for “maintenance labour” is incorrect. Account for
“labour” is correct.
Chart of Accounts (1 of 4)

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• One chart of accounts can be used for > 1 company code.
– If an Organisation has multiple company codes, it is
recommended that each company use the same COA; i.e., a
standard COA. It ensures apples are being compared to
apples when external and internal company consolidated
reports are created.
– The New GL functionality allows only one COA.

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• Typical account structure
C – Account class: 1 = Assets
2 = Liabilities
3 = Equities
4 = Sales
5 = Cost of Sales
6 = Expense, etc.
G1 – Account group, a breakdown of each account class (1, 2, 3, 4, etc.)
G2 – Subgroup, a breakdown of each account group (1, 2, 3, 4, etc.)
NNN – sequential number
C G1 G2 N N N

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• Balance Sheet and Profit & Loss
– There are two types of accounts in the GL master
record: Balance Sheet accounts and P & L Statement
accounts.
– These two types of accounts are treated differently in
the closing procedure:
• For balance sheet accounts, the balance is carried forward
to the same account. Balance Sheet represents the
Organisation financial data at any given time; i.e.,
accumulative figure
• For P & L statement accounts, the balance is carried forward
to a retained earnings account and the P & L statement is
set to zero. Profit & Loss represents financial data for a
certain period.

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• Account groups are used to simplify report design
and other processing.
• Define Account Group - OBD4
– IMG Path: General Ledger Accounting>GL Accounts>Master Records>Preparations>
Define Account Group
Account Group
Account Group is
defined per Chart
of Account
Account range
restriction can be
defined or left
blank

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Retained Earning Account
• Retained earnings account is assigned to each P&L
account by specifying a P&L statement account type
in the chart of accounts area of each P&L account
• At the end of a fiscal year, the system carries forward
the balance of the P&L account to the retained
earnings account. You can define one or more P&L
statement account types per chart of accounts and
assign them to retained earnings accounts
• Note: It is chart of accounts dependent

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Field Status Group
• Not all GL accounts require the same information to be
collected for business transactions
• Configuration of field status groups determines which fields are
populated for which accounts
• Screen layouts are the screens that users will see with
selected fields available for use. Different GL accounts may
need a certain field that another set of accounts requires.
• Determines the screen layout for document entry

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Field Status Group (cont.)
• Fields can have the following statuses:
• Optional entry – you can enter data in the field
• Mandatory entry – you must enter data in the field
• Suppressed – the field does not appear on the screen
• Use
– Enter the field status group in the master record of a GL account. When
you enter a document, the definitions stored for the group are effective
• Dependencies
– The field status when you create a document also depends on the
posting key
– The field status groups available are those grouped together in a field
status variant and assigned to your company code

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• GL accounts are split into two levels: Chart of Accounts
level and Company Code level
• Chart of Accounts level holds information that is valid for
all company codes assigned to the Chart of Accounts
while company code level setup is only applicable for the
company code
• Chart of Accounts level:
– Account Number and Description
– B/S or P& L account
– Account Group
GL Master Data Creation and
Maintenance

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• Company Code level:
– Account Group
– Field Status Group
– Account Currency
– Tax Category
– Reconciliation account
– Line Item Display
– Open Item Management
– Automatic Posting
– Sort Key
• GL accounts can only be used by company codes where the
company code view has been created
GL Master Data Creation and
Maintenance (cont.)

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• Account group: Validates the number range and
determines the screen layout (which fields are
mandatory/optional/suppressed) when creating a GL
account
• Field status group: Determines the screen layout
(which fields are mandatory/optional/suppressed)
when the account is used in a transaction
GL – Master Data (1 of 6)

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• Account currency: Determines allowable currency for
the account
– Local  Account can be posted to in any currencies.
Foreign amounts that are posted are converted to local
currency
– Foreign  Account can be posted to in ONLY the
nominated foreign currency
− Balance in Local Currency  determines whether a foreign
exchange gain or loss will be posted when clearing in
different currencies (must be an open item-managed
account). Transaction figures will only be kept in local
currency for the account that has this setting on

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• Tax category: Determines allowable tax code for the
account
– Can be specific tax code or can be group of tax codes;
for example,
S1  account should be posted with tax code S1
(Note: S1 is configurable)
+  only output tax allowed (tax on goods sold; i.e.,
assign to revenue accts)
-  only input tax allowed (tax on goods bought;
i.e., assign to expense accounts)
*  all tax types allowed
– Posting without tax allowed option

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• Reconciliation account: Defines it as roll-up account
from either AR, AP, or asset sub ledgers and prevents
it being posted to directly
• Line item display: Allows the individual entries posted
to the account to be displayed rather than just the
account balance
– System allows this setting to be changed; however,
line items will only be available for documents posted
when the line item display is checked

47
• Open item management: Used to help with reconciling an
account balance. Accounts with this option have each
entry flagged as either open or cleared item. Cleared
items are a group of debit and credit entries that have
been linked together as their total is zero. All clearing
accounts need open item management switched on; e.g.,
bank clearing
– As long as the account has any balance; i.e., has some
accounting postings to it, system does not allow this setup
to be changed
– Only applicable to balance sheet accounts
– Line item display must also be activated on the account
– Cannot be a reconciliation account

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• Automatic posting: Accounts with this option could not be
directly posted to that the postings should be generated
automatically from sub-modules; i.e., reconciliation
accounts
• Supplement for automatic postings: Indicates line items
that are generated automatically by the system for this
account can be supplemented manually
• Sort key: Determine default entries in the Assignment
field for the account line items for additional
reference/informational purpose
– For example, posting date, document date

49
• GL accounts can be blocked to prevent any journals
being posted to it. It can be unblocked later on, if
necessary
- For example, conversion accounts
• GL Mark for deletion is the flag used by the archiving
run to determine which accounts are to be removed.
If the account to be marked for deletion is a balance
sheet account, it MUST have a zero balance
• Blocking and mark for deletion can be set at the
either the company code or COA levels
GL – Accounts Maintenance

50
• Every transaction is recorded in at least one FI
document. The document will have unique number
per fiscal year
- The document number range is set up in the
configuration as internally or externally/user
defined
- External numbering is not widely used because
users need to keep track of the last number
outside the system. Can be used if it is desirable
to have “intelligent” numbering
FI Document Structure

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• FI document consists of header and line items
Document header
General data applicable to
entire document
Document line item
• Debits and credits
• Posted journal will have
balanced debit and
credit; i.e., debit amount
= credit amount
• Max 999 lines
Note: There are other documents in SAP; e.g., CO
document, MM document, SD document, etc. Each will
have its own numbering and rules
FI Document Structure (cont.)

52
• Document type:
– Used to identify the type of transaction for the benefit of
searching, reporting and analysis
Examples: DR Customer Invoice
DZ Customer Payment
KR Vendor Invoice
KZ Vendor Payment
SA GL Journal
– Document number ranges are assigned in configuration
per doc type. Keep SAP standard where possible
– Can control the type of accounts that can be used with that
document type
• For example, prevent entering a vendor in customer invoice
FI Document Structure: Header

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FI Document Structure: Header
(cont.)
• Posting date: Determines the posting period the
transaction is posted to
• Document date: Identifies the date of the original
document that is used as a basis of posting into the
system; e.g., the invoice issue date

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FI Document Structure: Line
Items
• Posting key: Determines the following for line items:
–If the line item is debit or credit
–Type of account that can be entered
• D – Debtors; i.e., customers
• K – Creditors; i.e., vendors
• S – General Ledger
• A – Assets
• M – Materials
–Layout of entry screen; i.e., which fields are optional,
mandatory, suppressed
Example:
Debit 01 Customer Invoice
21 Vendor Credit Memo
40 Debit GL
Credit 11 Customer Credit Memo
31 Vendor Invoice
50 Credit GL

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FI Document Structure: Line
Items (cont.)
• Account: Indicates the account the entry is posted to
(i.e., customer account, vendor account, GL account
or asset number)

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• Accounting Document Number Range (FBN1)
IMG Path: Financial Accounting>Financial
Accounting Global Settings> Document>
Document Number Ranges> Overview
Number Ranges is
year dependent
User should manually
specify the doc number if
the External Numbering is
checked
Last FI document posted
within the number range
Document Number Range

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Tolerance Groups
• In this activity, you predefine various amount limits for
your employees with which you determine:
–Maximum document amount the employee is
authorized to post
–Maximum amount the employee can enter as a line
item in a customer or vendor account
–Maximum cash discount percentage the employee can
grant in a line item
–Maximum acceptable tolerance for payment differences
for the employee

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Tolerance Groups (cont.)
• Payment differences are posted automatically within certain
tolerance groups. This way the system can post the difference by
correcting the cash discount or by posting to a separate expense or
revenue account
• In this respect you define:
– The amounts or percentage rates up to which the system is to
automatically post to a separate expense or revenue account if it is not
possible to correct the cash discount or
– Up to which difference amounts the system is to correct the cash
discount. In this case the cash discount is automatically increased or
decreased by the difference. using tolerance groups.
• Note: The same rules usually apply to a group of employees, enter the
values for employee groups. You can then enter amount limits and
tolerances per employee group and company , so you can also additionally
differentiate these settings by company code

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System Walkthrough 1.2 – Master
Data
• Refer to System Walkthrough 1.2 – Master Data in
your Faculty Guide.
–GL Account Maintenance (FS00)
–Account Balance (FS10N)
–Account Line Item Display (FBL3N)
–Field Status Group (SPRO)
–Account Group (OBD4)

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• Account Balance – FS10N
Account Balance
Double click on the cell to
display the line items (this is
only applicable if the account is
managed per line item - refer to
the GL master data setup)

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• Account Line Item Display – FBL3N
Account Line Item Display
Open and cleared
indicators are only
available for account
managed as open item
(refer to the GL master
data setup)
- Status column - Open
items are in red &
cleared items are in
green

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• Refer to Exercise 1.1 – Create a GL Account in
your Participant Workbook
– Your task is to create a GL account
Exercise 1.1 – Create a GL
Account

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• Refer to Exercise 1.2 – Create a GL Account with
Reference in your Participant Workbook
– Your task is to create a GL account with Reference
Exercise 1.2 – Create a GL
Account with Reference

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• Refer to Exercise 1.3 – Change a GL Account in
– Your task is to change the description on an
existing GL account
Exercise 1.3 – Change a GL
Account

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• Refer to Exercise 1.4 – Configuration: Change
Field Status in your Participant Workbook
– Your task is to modify the field status on an existing
account
Exercise 1.4 – Configuration:
Change Field Status

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Cleared Items
Agenda – Day 1

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• Key Concepts and Organisation Structure
– Company Code
– Business Area
– Cost Centre & Profit Centre
– Fiscal Year Variant
– Posting Period Variant
– Tax Procedure
– Reports
– New General Ledger
• Profit Centre
• New Segment fields
• General Ledger Extensions
• Parallel Accounting
• Real Time Integration
Enterprise Structure

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• The company code represents a legal entity of the
Organisation. Configure one company code for each legal
entity
• Financial statements and statutory reporting (B/S, P&L,
taxation reporting, etc) are produced per company code
• SAP configuration includes:
- Defining the company code, an alphanumeric field of 4 characters
(for example, A001, 0700)
- Assigning: country, currency, language, chart of accounts, fiscal
year, tax procedure, posting period variant & field status variant
Note: Company configuration is only required if consolidations is being used.
Company Code: A Review

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• Used to break up a company code into mini-companies
• Financial reporting (B/S, P&L) can be produced per business
area
• One business area can belong to >1 company code
• User-defined 4-digit alphanumeric field
Chart of Accounts
CoCd 2 CoCd 3
Business Area 1
e.g. Victoria
Business Area 2
e.g. NSW
CoCd 1
Business Area

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ABC Limited
Manufacturing
• Victoria Site
• New South Wales Site
• Western Australia Site
Marketing & Trading
• Victoria Representative Office
• Singapore Representative Office
Freight Forwarder
• Victoria Branch
• New South Wales Branch
• Western Australia Branch
Head Office
• Victoria
Company Code 1
• Business Area Vic
• Business Area NSW
• Business Area WA
Company Code 2
Company Code 3
Company Code 4
• Business Area NSW
• Business Area WA
EC-CS Consolidation
& Controlling Modules
Sample Enterprise Structure 1

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Cost Centre
• Cost Centre is an organisational unit within a company that is
used to track where costs occurred within the Organisation
(i.e., as a cost collector)
– Cost Centre hierarchy needs to be defined in the system
– The hierarchy represents cost Organisation structure of the
company
– If Profit Centre is implemented in the system, the Cost Centre is
assigned to the Profit centre. Many cost centres can be assigned
to the same profit centre.
– Part of Cost Controlling (CO) - Overhead Management

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Profit Centre
• Profit Centre provides information to measure the profitability
within the Organisation
– Record cost/expense (from the Cost Centre or any other cost
object), revenue, and B/S items
– Profit Centre structure/hierarchy is defined based on the company
Organisation structure
– Profit Centre can go across company codes
– Part of Cost Controlling (CO) – Profit Centre Accounting (Classic
GL) or part of General Ledger (New GL)
Note: Define Segment so that you can enter an associated
segment in the master record of a profit Centre. The segment is
then derived from the assigned Profit Centre during posting within
New GL.

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ABC Limited
New South Wales
• Manufacturing
• Freight Forwarder
Company Code 2
• Profit Centre Product A (setup in CO)
• Profit Centre Product B (setup in CO)
Company Code 3
• Profit Centre Product C (setup in CO)
EC-CS Consolidation
& Controlling Modules
Company Code 1
Victoria
• Head Office
• Manufacturing
• Marketing & Trading
Western Australia
• Manufacturing
Singapore
• Marketing & Trading
Company Code 4
Sample Enterprise Structure 2
Classic GL

75
Brisbane CC Hierarchy
Unit Process Y
Product
Company Code Brisbane Melbourne
Controlling Area
Cost Centre Hierarchy
AUSTRALIA Profit Centre Hierarchy
ABC Ltd - AUS
Product
Product
Profit Centre Hierarchy
Unit Process Z
Unit Process X
G/A
G/A
Company Code – Profit Centre – Cost Centre
Enterprise Structure Example
Segment 1
Segments* Segment2
* Segments will be covered in New GL section. Segments do not apply to Classic GL.

76
• Fiscal Year
- Fiscal Year Variant – Impacts how data is reported to regulatory,
authorities and shareholders.
– The fiscal year can be configured as a calendar year or user defined
• For example, Accenture’s fiscal year begins at 1st Sept
– A fiscal period can be calendar months or user defined
– SAP provides 4 special posting periods. These are for use during year
end close. Each time the year end figures are reviewed, the
adjustments can be posted into a new special period. The use of them
is optional. They can only be posted to if the posting date falls in the last
fiscal period
– Periods are closed in the system to prevent documents from being
posted to an incorrect posting period after the period closing
Fiscal Year Variant (1 of 3)

77
• Maintain Fiscal Year Variant (OB29)
IMG Path:
Financial
Accounting>Finan
cial Accounting
Global
Settings>Fiscal
Year>Maintain
Fiscal Year Variant
12 normal periods
and 4 special
periods

78
• Assign Company Code to Fiscal Year Variant (OB37)
IMG Path:
Financial
Accounting>Finan
cial Accounting
Global
Settings>Fiscal
Year> Assign
Company Code to
a Fiscal Year
Variant

79
Posting Period Variant
• Posting Period
– A function for controlling which accounting periods can
be updated as new transactions are posted
– First we define the Variant for Open period posting and
attach the same to the company code, one posting
period can be attached to more than one company
code
– Then we attach this variant to the period and year
combination which are open for financial posting
– We can also assign the GL account numbers which
will be available for posting during that period

80
Posting Period Variant (cont.)
• Posting Period (Screen Shot)
– With variant we attach the account type for which posting period
will be open, the GL account no., period and fiscal year

81
• Tax Procedure
– Calculate and accurately book tax liabilities for sales
and use or VAT type taxes in the GL at the time of GR
or IR
• Extended Tax Witholding will be covered in Accounts
Payable on Day 3
Taxes

82
• Tax configuration is setup at country level. One country is
assigned to one Calculation Procedure
– The tax procedure for Australia is TAXAU
– Calculation procedure consists of condition types i.e. types
of tax applicable for the procedure
• For example, GST output tax (selling goods), GST input tax
(buying goods)
• Condition type is attached to Account key
• Tax code identifies the tax types
– Tax code is also setup at country level
– The tax code is user defined
– Typical configuration: create a tax code for each relevant G
code in the BAS statement
Tax Procedure

83
• The Tax code is linked to a tax account
- The tax calculated by the tax procedure is posted to
tax accounts in the GL through Account key in Tcode
OB40
- The system derives the GL account from the tax
types (e.g., output tax, input tax) and tax codes
- Typically, we have 2 tax accounts; i.e., one for input
tax, the other for output
• The tax base amount can be configured to be before or
after discounts are applied
Tax Procedure (cont.)

84
Standard FICO Reports
• One report that can be taken for GL account balances, Tcode
S_PL0_86000030 is shown below.

85
Taking Report Output
• Output from report is shown below, based on profit
centre

86
Unified View of the New GL
• The new GL creates a unified view of the GL and eliminates
the need for many additional ledgers
– However, special ledgers and other tools can still be used, if required
Classic GL New GL

87
• Profit centre as part of New GL
• New Segment fields
• General ledger extensions
• Parallel accounting
• Real time integration
• Online document splitting (covered later in this
course)
New GL Functionality

88
Profit Centre Integration with
New GL

89
New Segment Fields (1 of 5)
• New “Segment” Account Assignment Object
– Segment is a new account assignment object that you can use
to segregate your financial position and performance
– Balanced books per segment can be created
– Segments are defined to provide financial information by line of
business, or by geographical area or management area

90
– Segment is a new cost object that can be used for
segment reporting
– Segment information can be populated either manually
or automatically
• Assign segment field in the profit centre master data to derive
segment automatically
• If profit centre master data is not used, custom derivation rules can
be defined with BADIFAL_DERIVE_SEGMENT to derive segment
automatically
• Manually update segment information at the time of the financial
posting

91
• It is recommended to populate segment field by assigning
segments to profit centres

92
• You cannot change segments in the Profit Centre master
once they’re created and used
• Segments can be assigned in Profit Centre master data

93
• To activate segments in the IMG:
– Define segments
– Derive the segments
– Maintain the field status group in the FI accounts:
• The Segment field can be found in group Additional Accounts
assignments
– Maintain the field Status of the corresponding posting key
– Maintain scenarios:
• The segmentations scenario have to be defined for the
corresponding ledger

94
Highlights and Key Functionality
of ECC 5.0/6.0
• New: General Ledger extensions:
– Features:
• Organisations can add dimensions to General Ledger as needed or
as business evolves
• Extendible General Ledger that uses standard data structure
• Maintains existing functionality from your current General Ledger in
SAP R/3 or R/3 Enterprise
– Benefits
• Quickly modify General Ledger to fit business needs
• Reduce requirements for technical migration or training
• Eliminates need to maintain separate special ledgers
Financials Financial Accounting
Management
Accounting
Financial Supply Chain
Management
Corporate
Governance

95
One Version of the Truth
• New: Parallel Ledger
– Features:
• Provides additional functionality for “parallel ledgers” to support
parallel accounting and to reduce costs
• Organisations can use an identical interface and identical functions
to process all ledgers in the general ledger, as well as update
ledgers individually or simultaneously
– Benefits:
• Reduces manual postings to individual ledgers
• Enables greater efficiency of accounting staff
• Document numbering improves internal control for managing
parallel ledgers
Management
Accounting
Management
Accounting
Management
Corporate
Governance

96
Parallel Ledgers
• Any number of parallel ledgers
• Same user interface for all ledgers (data entry, functions,
reporting)
• Almost the same functionality for all ledgers
• Online posting to multiple ledgers
• Postings per specific ledger
• Closing activities can be run in parallel ledgers simultaneously
• Standard reporting for multiple ledgers
• The use of parallel accounts is still supported within the
Sanctioned Party List (SPL)

97
Multiple Ledgers
• One Leading ledger and multiple non-leading
ledgers can be created in the client
• Features of leading ledger:
– Leading Ledger represents the accounting policy and
basic books of accounts of the company code
– Local/Parallel currencies and fiscal year of the leading
ledger are adopted from the company code
– Leading ledger is the default ledger for all postings
– The leading ledger is based on the same accounting
principle as that of the consolidated financial statement.
It is integrated with all subsidiary ledgers and is updated
in all company codes (if posting is not ledger specific)

98
Multiple Ledgers (cont.)
• Features of non-leading ledger:
– Creation of non-leading ledgers is optional
– One or more non-leading ledgers may be created to:
• Maintain books of accounts for a fiscal year different from
company's code fiscal year
• Post reporting entries, revaluations, readjustments only to the
non-leading ledger
– Non-leading ledger can follow other the accounting
principles/standards applicable for a company code
– For each ledger that you create, a ledger group of the
same name is automatically created

99
Ledger Configuration
• Multiple ledgers – one ledger is defined as leading
ledger

100
Currencies for the Leading
Ledger
• Define currencies of leading ledger
– Specify the currencies to be applied in the leading
ledger. You can make the following settings for each
company code:
• The local currency (as company code currency) is specified in
the company code settings
• You can define one or two additional local currencies that you
store per company code parallel to the first local currency

101
Additional Local Currencies for
Company Code
• Additional local currencies for company code
– Change the Additional Local Currencies for Company
Code view

102
Non-Leading Ledger
• Define and Activate Non-leading ledger
– Activate the non-leading ledgers in the company code.
– Define additional currencies beyond that of the leading ledger. The first
currency of a non-leading ledger is always the currency of the leading
ledger. For the second and third currencies of a non-leading ledger,
you can only use currency types that you have specified for the leading
ledger
– Different fiscal year variant other than leading ledgers can be assigned
to non-leading ledger. If you do not enter a fiscal year variant, the
fiscal year variant of the company code is used automatically

103
Assign Scenarios & Custom
Fields to Ledgers
• We assign to our ledgers the following based on our
requirement:
– Scenarios
• Determines what fields in a ledger are updated when it receives
posting from other application components
– Custom Fields
• Enables you add custom fields (that you have already defined)
to the ledger
– Versions
• Enables you to make general version settings for the ledger
that depend on the fiscal year. In the versions, you specify
whether actual data is recorded, whether manual planning is
allowed, and whether planning integration with Controlling is
activated

104
Activate Cost Of Sales
Accounting
• In Europe, all publicly-traded companies must submit their
consolidated financial statements according to International
Financial Reporting Standards (IFRS), some companies can
choose to report under the Cost of Sales Method
• Cost of Sales Accounting
– Identifies where costs originate in a company
– Identifies the economic reason for a particular expense
– Expenses are classified by functional area
• Activating the Cost of Sales Accounting is an optional setting

105
Activate Cost Of Sales
Accounting (cont.)
• Impacts for Cost of Sales Accounting
– Cost of Sales Accounting must be activated
– Functional areas must be used to sort your operating expenses
– Settings to activate Cost of Sales are:
• Define your functional areas
• Assign a functional area to the master data of the account
assignment objects
• Derive functional areas for postings, and define substitutions
• Define the ledger for cost of sales
• By activating Cost of Sales accounting, the functional areas are
derived and updated in the ledger

106
Ledger Group
• While posting accounting document, ledger group
determines which ledgers would get posted
• One or more ledgers can be added in the ledger
group
• The system creates a ledger group for every ledger

107
Ledger Group (cont.)
• In the ledger group:
– A single ledger has to be identified as representative
ledger
– If the ledger group has leading ledger, then leading
must always be defined as representative ledger
– If all the ledgers in the ledger group have a different
fiscal year variant than that of the company code, you
can designate any ledger as the representative ledger
– If on ledger in the ledger group has the same fiscal
year variant as that of the company code, then that
ledger must be defined as the representative ledger

108
Parallel Accounting
• In one entity, different accounting principles can be
applicable so that need can be handled through Parallel
accounting where we can create different accounting
principles that are applicable to the entity
• Assign the accounting principle to the ledger group so
that reports based on the principle can be taken

109
Example: Parallel Ledgers –
Posting to a Specific Ledger
Group
• New transaction allows you to post an FI document to a
specific ledger group
– Example: post statutory adjustments for ledgers used to
produce financial statements based upon different
accounting principals
• Enter GL Acct Document for Ledger Group
Use new Tcode
FB50L to post to a
specific ledger

110
Document Splitting
• New: Online splits
– Features:
• Allows Organisations to simplify the generation of financial
statements and reports on segments or dimensions that are unique
to their industry
• Documents are automatically balanced online by any chosen
dimension
– Benefits:
• Supports transparency and fast closes
• Simplifies ability to report by industry-specific requirements
• Greater internal control when generating industry-specific financial
statements
Management
Accounting
Management
Accounting
Management
Corporate
Governance

111
Online Integration between FI and
CO Modules
• New: Real-time integration
– Features:
• Supports real-time integration of financial and management
accounting in mySAP ERP
• Any postings from management accounting (e.g., cost centre
allocations) are automatically reflected in the general ledger at the
appropriate level of detail
– Benefits
• Eliminates need for separate reconciliation ledger
• Eliminates reconciliation processes between financial and
managerial accounting
• Increases opportunity to close month end books faster
Management
Accounting
Management
Accounting
Management
Corporate
Governance

112
Example – Classic GL Versus
New GL
Note:
• The PCA tables are no longer used with
the New GL; therefore, the PCA reports
are not available
• You may need to create some custom
reports if the Profit Centre reporting in
the GL is not sufficient
New GL
Classic GL

113
• Refer to System Walkthrough 1.3 – Key Concept &
Organisation Structure in your Faculty Guide.
− FI Document Display (FB03)
– Open & Close Posting Period (OB52)
– Company Code (OBY6)
– Maintain Fiscal Year Variant (OB29)
– Assign Company Code to Fiscal Year Variant
(OB37)
– Accounting Document Number Range (FBN1)
System Walkthrough 1.3 – Key
Concept & Organisation
Structure

115
Cleared Items
Agenda – Day 1

116
• Document Posting
– Direct
– Automatic
– Recurring
– Post with Reference
– Account Assignment Templates
– Validation
– Substitution
– Park
– Reverse
– Re-set Open Items
• Maintain Exchange Rates
• Open and Cleared Items
General Ledger – Business
Transactions & Open and Cleared
Items

117
• FI Document Posting
– Once the document is posted, the system only allows limited
fields to be changed
• Posting Date, Document type, Currency, Exchange Rate,
Posting Key, Accounts, Amount, Cost object  cannot be
changed
• Reference, Assignment, Text  can be changed
– A document posting may update multiple parts of SAP
Financials
– New GL documents can post to one or multiple ledgers
– Examples: Classic GL – FI & PCA, New GL – parallel ledgers
– An error message will not permit posting; the user must stop
– A warning message will allow the user to still proceed by
pressing Enter.
FI Document Posting

118
• Direct posting:
– Directly posted in GL
– Can only be done to accounts without Automatic Entry
option
– Document type SA, Tcode FB50/FB01
– E.g., tax adjustment posting, bank reconciliation
• Automatic posting:
– From sub-ledger or other modules
– For accounts with Automatic Entry setup in the master
data
– For example, depreciation (from Asset Management),
vendor invoice (from MM)
FI Document Posting (cont.)

119
• Recurring entry (Tcode F.14)
– For posting the same journal into the system (same
posting keys, accounts, and amount)
– Scheduled to run on certain date or periodically for the
certain period of time
– E.g., amortization journal, loan repayment journal,
rental payment
Post with reference (Tcode F-01)
– System will auto populate the fields according to the
reference document; i.e., another FI document that has
already been posted
FI Document Posting – Direct
Posting with Template

120
• Account assignment model (Tcode FKMT)
– Journal template that is created and stored in the
system. User selects the account assignment upon
posting
– The account assignment does not need to be
balanced. Checking will only be done by the system
at document posting
FI Document Posting – Direct
Posting with Template (cont.)

121
• Validation can be set up in the configuration where users
should enter certain value(s) for certain kind of posting
– Set in the configuration using Tcode OB28
– Help control data integrity
– If the validation criteria are not met, error or warning
messages could be set up
– Validation examples:
• For document type KR, reference field at the document
header should be populated
• For posting in local currency, only payment term XXX could
be used
• GL account xxxxxx could only be posted to cost centre ABC
Question: What is the difference between warning and error message?
FI Document Posting – Validation

122
• Substitution is to replace one value with another
automatically upon document posting
– Set in the configuration using Tcode OBBH
– Help control data integrity
– Performed before validation; i.e., the values are
substituted first and then validated
– Has no messages
– Transparent to the users
– Substitution examples:
• All postings to cost centre A in company code 0100 need
to be booked to cost centre B
FI Document Posting – Substitution

123
• Park document
– Park transaction can be used if the accounting
document is to be saved, but it is not desirable to
post the document yet; e.g., the document needs
to be reviewed by a supervisor, complete
supporting document has not been received yet,
etc.
– Park document does not update GL until the
document is released
– If park facilities is utilized, checking of park
document list should be included in the month end
activities
Other Transactions (1 of 3)

124
• Reverse document (Tcode FB08)
– System will cancel the accounting document; i.e.,
generate opposite entries for the items
– Reversal will clear accounts that are managed as open
items
– Reversal cannot be undone
– Reversal in FI can only be done if the document
• Contains no cleared items
• Was posted directly from Financial Accounting (documents
that were posted from other modules such as MM or SD
need to be cancelled/reversed in the originated module)
• All entered values (such as cost centre and tax code) are
still valid

125
• Reverse document (cont.)
– Reversal Reason
• Must be entered
• Control whether the reversal date is allowed to be different from the
original posting date
• Defined in the configuration
• Reset open item (Tcode FBRA)
- Breaking the grouping between cleared items and clearing
document
- System does not allow cleared items to be reversed until the
clearing is reset
- Use Reset and reverse option to break the link and reverse the
clearing document

126
• Maintain Exchange Rate (Tcode OB08)
– There could be more than one valid exchange rate in the system for
different purposes; i.e., accounting, tax reporting, costing
– Accounting will use exchange rate type “M” for translating document
currency (i.e., currency specified at the document header) to local
currency (i.e., currency specified at company code definition)
Exchange
rate type
Validity
date
Support of Multiple Currencies

127
Maintain Exchange Rate
• Below is the print shot that shows the exchange rate,
which is picked from Tcode OB08 table; i.e., 1 USD =
44 INR

128
• Open and Cleared Items
– SAP provides functionality to link and match one item to
another (i.e., customer invoice with payment, vendor
invoice with payment, invoice with credit memo) to help
manage account reconciliation
– Open items: unfinished transactions. Open items need to
be matched/cleared against a clearing document to be
settled and become cleared items
• Are line items in an account that have not be grouped with any
other line item.
• E.g., an invoice needs payment to be completed  open items in
the system in this case indicate unpaid invoice or payment that
has not been applied to any invoices
Setting Accounts for Open Item
Management

129
– Cleared items: the transactions are completed.
• Cleared items are a group of debit and credit line items in
an account that have been linked together and their total
is zero
• The entries are grouped by the clearing document
number
• Clearing can be done manually by user selection or
automatically as set up in the configuration
– All clearing and provision accounts should have the open
item management flag turned on in the GL account
master data
Setting Accounts for Open Item
Management (cont.)

130
• Refer to System Walkthrough 1.4 – Business Transactions
in your Faculty Guide.
− FI Document Posting (FB50)
− Display Document (FB03)
− Change Document (FB02)
− Display Changes to FI Document (FB03)
− Park and Release Document (F-65  FBV0)
− Reverse Document (FB08)
− Post with Reference (FB01)
− Account Assignment Model: Create (FKMT) and Create Journal
(F-02)
− Configuration: Create document header validation (OB28)
− Maintain Exchange Rate (OB08)
System Walkthrough 1.4 –
Business Transactions

131
• IMG Path: Financial Accounting Global
Settings>Document>Document Header> Validations in
Accounting Document
Validation is
assigned to
company code
Can be
1 – Header
validation
2 – Line item
validation
3 – Both
Needs to be
activated; i.e.,
status = 1
Double click
on the
validation cell
to display the
validation rule.
Create Document Header
Validation (OB28)

132
One validation
can have more
than one step
Document
header validation
is created under
this node
Line item
validation is
created under this
node
If
Then
Else (if the
check is not
satisfied)
Create Document Header
Validation (OB28) (cont.)

133
• Refer to Exercise 1.5 – Post FI Document in your
Participant Workbook
– Your task is to post a document to correct an error in
a previous posting
Exercise 1.5 – Post FI Document

134
• Refer to Exercise 1.6 – Change FI Document in your
– Your task is to change an FI document
Exercise 1.6 – Change FI
Document

135
• Refer to Exercise 1.7 – Park FI Document in your
– Your task is to enter a journal for an account and
park the document
Exercise 1.7 – Park FI Document

136
• Refer to Exercise 1.8 – Post Parked Document in
– Your task is to review and post parked documents
Exercise 1.8 – Post Parked
Document

137
• Refer to Exercise 1.9 – Reverse Document in your
– Your task is to reverse a document that was entered
twice in error
Exercise 1.9 – Reverse Document

138
• Refer to Exercise 1.10 – Post with Reference in your
– Your task is to make a correction posting with
reference to another document
Exercise 1.10 – Post with
Reference

140
Knowledge Check (1 of 3)
1. Define the following terms covered:
− Company code
− Cost Centre
− Profit Centre
− Leading Ledger

141
Knowledge Check (2 of 3 )
2. True or False:
− One leading ledger and one non-leading ledger can
be created in the client.
− Segment is a new account assignment object that
you can use to segregate your financial position and
performance.
− Tax configuration is set up at company level.

142
3. Define Account Group.
4. Where do you predefine various amount limits for
your employees?
5. Explain how to create a GL account.
6. Explain how to post a parked document and the
reason for parked documents.
7. Describe at least one difference between Classic
GL and New GL.
Knowledge Check (3 of 3)

144
• Use of Financial Accounting module and differences
with Controlling module
• Master data elements in the General Ledger
• Organisation structure for the General Ledger
• Configurations related to Organisation structure and
master data setup
• New GL functionality
• Different business transactions
• Open and cleared Items
End of Day 1 Lessons Learned

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