4. Enable improved business performance
Cycle Time Reduction
Inventory Reduction
Order Execution Improvement
Align with extended business partners
Support business growth requirements
New Products
New Markets
Provide integrated real-time system
Better responsiveness across organization
Eliminate limitations in legacy systems
Enterprise Resource Planning - Drivers
5. “Systems, Applications & Products in data processing”
Founded in 1972 by 5 former IBM employees
Head-Quartered in Waldorf, Germany
SAP - What does it stand for ?
6. R/3
Client / Server
ABAP/4
FI
Financial
Accounting
CO
Controlling
AM
Fixed Assets
Mgmt.
PS
Project
System
WF
Workflow
IS
Industry
Solutions
MM
Materials
Mgmt.
HR
Human
Resources
SD
Sales &
Distribution
PP
Production
Planning
QM
Quality
Mgmt. PM-CS
Plant
Maintenance
Integrated
solutions
Open
systems
Client / server
architecture
Enterprise data
model
Designed
for all types
of business
Multinational
Comprehensive
functionality
Country Version
SAP R3 Modules
7. Financial accounting (FI)
Controlling (CO)
Asset management (AM)
Treasury (TR)
Materials management (MM)
Sales and Distribution (SD)
Production Planning (PP)
Quality management (QM)
Plant maintenance (PM) & Customer Service (CS)
Project system (PS)
Human resources (HR)
Workflow (WF)
Industry solutions (IS)
SAP R/3 Application Modules
8. Designed for automated management and external
reporting of general ledger, accounts receivable,
accounts payable, and other sub-ledger accounts with a
user-defined Chart of Accounts
Key elements of the FI application module include :
General ledger
Accounts payable
Accounts receivable
Asset Management
Special Purpose Ledger (FI-SL)
Legal consolidation
Accounting Information System
Module - FI (Financial accounting)
9. Module - CO (Controlling)
Represents the company’s flow of cost and revenue
Management instrument for organizational decisions
Key elements of the CO application module include :
Cost center accounting
Product cost Planning
Product Costing
Profitability analysis
Profit center accounting
Activity based costing
Enterprise controlling
10. Module –AM (Asset Management)
Designed to manage and supervise individual aspects of
fixed assets
Key elements of the AM application include :
Traditional asset accounting
Asset Acquisitions
Asset replacement
Depreciation
Investment management
Technical asset management and plant maintenance
Maintenance
Repair
11. Module – MM (Materials Management)
Supports the procurement and inventory functions occurring
in day-to-day business operations.
Key elements of the MM application include :
Materials procurement (purchasing)
Inventory management
Invoice verification
Material valuation
Vendor evaluation
External Services management
Purchasing Information System (PurchIS) and Inventory
Controlling Information system
12. Module – SD (Sales & Distribution)
Helps to optimize all the tasks and activities carried out
in sales, delivery and billing
Key elements of the SD application module include :
Pre-sales support
Inquiry processing
Quotation processing
Sales order processing
Delivery processing
Warehouse management
Billing
Credit Management
Sales Information system
13. Module – PP (Production Planning)
Used to plan and control the manufacturing activities of a company
Key elements of the PP application module include :
Bill of Material (BOM)
Routings
Work Centers
Sales and Operations planning (SOP)
Master Production Scheduling (MPS) – Capacity Planning
Materials Requirement Planning (MRP)
Shop Floor Control (SFC)
Production orders
Product costing, activity-based costing
Work in process
Kanban
Production planning for process industries (PP-PI)
Repetitive Manufacturing
14. Module - QM (Quality Management)
A quality control and information system supporting quality
planning, inspection, and control for manufacturing, costing, and
procurement
Key elements of the QM application module are :
Quality planning
Quality during procurement, production, distribution
Quality Management Information Quality inspection
Information System (QMIS)
15. Module – PM / CS
(Plant Maintenance / Customer Service)
Supports planning, processing and completion of the plant
maintenance tasks.
Helps keep track of maintenance cost and resources
Provides information to facilitate decision-making about plant
maintenance concerns
Key elements of the PM / CS application include :
Installed base management
Maintenance notification by date or counters
Maintenance Orders management
Maintenance planning
Maintenance Bill of materials
Plant maintenance Information system
Service management of Warranties, Repairs, Service orders,
notifications, Billing
16. Module - PS (Project system)
Designed to support planning, control, and monitoring of long
term, highly complex projects with defined goals
Key elements of the PS application module include :
Project WBS – Plan, Budget and Monitor
Network Management
Activity monitoring, Material Planning, Milestones,
Capacities Scheduling
Project Management Information System
17. Module - HR (Human resources)
A complete integrated system for the planning and control of
personal activities across applications
Key elements of the HR application module include :
Personnel administration and payroll accounting
Recruitment
Personnel Administration
Payroll
Time management
Travel Expense accounting
Benefits
Personnel planning and development
Workforce planning
Training administration
Organization management
18. Module – IS (Industry Solution)
IS combines the SAP R/3 application modules and
additional industry-specific functionality
IS is a result of the efforts of the industry Centers expertise
(ICOE) which include the following :
Consumer Packaged Goods
Utilities & Telecommunication
Healthcare
Process industries (Chemical & Pharmaceutical)
Oil and Gas
High Tech and Electronics
Automotive
Apparel and Footwear
……..
19. 3 Tier Client / Server Architecture
The SAP R/3 architecture is based on a 3-tier client/server principle
Presentation Server
Application Server
Database Server
Dedicated Servers are linked by Communication Networks
Perform tasks without sacrificing data integration and processes within
the system, as a whole
20. R/3 Technology Environment
DB2 for
OS/390
ADABAS D
DB2 for AIX
INFORMIX-OnLine
ORACLE
Windows 3.1, Windows 95, Windows NT,
OSF/Motif *, OS/2 Presentation Manager (PM),
Macintosh *, Java
ADABAS D
MS SQL Server
INFORMIX-OnLine
ORACLE
ABAP/4, C, C++, HTML, Java
DB2 for
OS/400
OS/390
AIX
Digital UNIX
HP-UX
Reliant
UNIX (SINIX)
SOLARIS
Windows NT OS/400
Hardware Bull/Zenith
Compaq
Data General
...
NCR
Sequent
SNI
Digital
HP (Intel)
IBM (Intel)
Bull
Digital
HP
IBM
SNI
SUN
UNIX Systems
IBM
AS/400
Operating
systems
Dialog
SAPGUI
Languages
Databases
IBM
S/390
21. SAP Specific Features
Organizational Units
Master data
Match-codes
Documents
Customization
Security
22. A mechanism to represent a company’s organizational
structure in the SAP R/3 system
Data in the system is entered, stored and reported based on
your organizational elements
Example of organizational data
Company
Plant
Sales organization
Cost Center
Storage location
Business area
Organizational Units
23. Master data is records that remain in the database over an extended
period of time (e.g. Customer Master, Material master, Account
master)
Master data is centrally stored (shared across application modules)
and processed to eliminate data redundancy).
Customer master is used for sales order processing, delivery,
invoicing, etc.
Master data has an organizational aspect For eg, a material used in
2 plants have to be created twice
Master Data
24. Match codes are query tools used to find specific records
Match codes are search term characters, such as name, city,
description, etc.
For example, you can search for a material in the system by
description without having to remember its code
Match codes
25. Demonstrate evidence of a business activity
Provide distinction between Sap R/3 documents and original
source documents such as :
Printed invoices
Customer payments
Contain the following :
Header and line items
Document type (invoice, journal entry, etc.)
Provide audit trail to the originating source document and the
internal SAP R/3 document
Documents
26. Defined as the Configuration of the system to represent the
client’s business need (feature of all ERP packages)
“Source modification through parameters” - No programming
knowledge required.
SAP R/3 has specific tool know as the IMG (Implementation Guide)
which assist in customizing.
Major component in an SAP R/3 implementation
Customization
27. Security in the SAP R/3 system is administered with objects, profiles
and authorizations :
Authorization : Assignment of profiles to users to determine what
privileges they have within an object or a group of
Profiles : A collection of objects used to control system access
privileges
Objects : Describe various business and system related groupings
such as accounting documents, customer and vendor accounts,
business areas, etc.
Security
28. SAP R/3 - Benefits of Integration
Integrated processes, data and organizational elements
Operational, financial and managerial principals are satisfied
simultaneously
Common database
Application integration
One point of data entry
Consistency for the user across applications
Technical integration
On-line interactive edit and update
Elimination of redundant data
Data integrity
29. SAP Advantage
Common use of master data across modules
Single data entry – flow to all modules
Integrated document flow
Multi level secured transactions
Easy configurations
32. Organization units – MM
Plant
The site at which value addition to the production happens and
stocks are handled. A Plant is a place where either materials are
produced or goods & services are provided
Storage Location
A location where a group of materials are physically handled
Purchasing Organization
Unit responsible for procurement of materials and services and
negotiates with vendors
Purchase Groups
Buyers responsible for purchases who handles specific group of
materials or vendors
33. Organization Units – SD
External:
Sales Organization - represents the unit responsible for selling
Distribution Channel – defines different ways of reaching customer
Division – Segment responsibility of products
Sales Area – the combination of Sales Org/DC/Division
Credit Control Area - Area of an organization grouped from credit
perspective
Internal:
Sales District – Sales territories in an organization
Sales Office – method of representing internal subdivisons
Sales Groups – further internal divisions of people in sales office
Sales Employee - an employee carrying out sales
Shipping Point – location in a plant from where deliveries happen
Loading Point – Part of a shipping point where physical delivery is
handled
34. Organization units - FI
Company
A group of statutory entities for consolidating results
Company Code
The statutory entity for which financial statements are made
Business Area
Lines of business within a company code for which financial
statements are required
Funds Management Area
Unit in an organization from where funds are monitored and
controlled
35. Organization units - CO
Operating Concern
Highest level from where sales and profits are analyzed in an enterprise
with revenue, cost amalgamation. Can include many controlling areas
Controlling Area
The unit for whom costs are planned and monitored and has company
code (s) assigned to it
Cost Centers
Lowest place at which cost are planned and collected. Represents a unit
within a company by area of responsibility or location
Profit Centers
Subsection of the business for which profit is ascertained like Product
bases, region based, business based
36. Assignments of Organization Units
Enables integration of enterprise across functions
Assignment of Organization units in Logistics to FI
required to facilitate transaction flow
38. Organizational Units FI
Organizational units used to structure business functions and for reporting.
Organizational units of Financial Accounting are used for external reporting
purposes, like statutory compliance as well as management requirements
39. Organizational Units in FI
Organizational unit
Client Obligatory
Company Optional
Company code Obligatory
Business area Optional
FM Area Optional
40. Client
A commercially, organizationally, and technically self-contained unit
within an SAP System.
Have their own master records and set of tables.
Is the highest level in the SAP System hierarchy.
Specifications that you make, or data that you enter at this level are
valid for all company codes and for all other organizational structures.
You therefore only need to make these specifications, or enter this data
once. This ensures that the data is consistent.
CAUTION: Some customizations are client independent and hence
extreme care to be taken to create/change in those cases. ABAP
programs developed are client independent in the respective
environments.
41. Company
The organizational unit for which individual financial
statements are created according to the relevant management
requirements. A company can include one or more company
codes
The definition of the company organizational unit is optional
which is mainly used for Consolidation
All of the company codes within a company must use the same
chart of accounts and fiscal year. However, each company code
can have a different local currency.
42. Company Code
Represent the legal entity for which a complete, self-contained set of
accounts can be created. This includes the entry of all transactions that
must be posted and the creation of all items for legal individual financial
statements, such as the balance sheet and the profit and loss statement.
The definition of the company code organizational unit is obligatory.
The company code is the central organizational unit of external
accounting within the SAP System. You must define at least one company
code before implementing the Financial Accounting component.
Business transactions relevant for FI are entered, saved, and evaluated at
company code level.
Configuration:
A company code is generally created by copying from an existing company
codes so that all relevant tables will get copied.
Global settings are to be maintained for company codes
43. Business Area
Organizational unit of external accounting that corresponds to a
specific business segment or area of responsibility in a company.
Financial statements can be created for business areas for internal
purposes.
The definition of the business area organizational unit is optional.
Business areas are used in external segment reporting (over and above
company codes), based on the significant areas of operation of a
company (for example, product lines, branches)
Configuration
Business Area Balance sheet is enabled at Company code global
settings
44. Assignments - FI Organization Units
Company code to Company
Company code to credit control area
Company code to controlling area
Company code to FM area
Plants to company code
Sales organization to company code
Company code to business areas
45. Global Settings
Calendar
Public Holidays
Holiday Calendar
Factory Calendar
Unit of Measurements
Currencies
Currency codes
Conversions (quotations)
Exchange Rate Type
Rates
Rounding rules
46. Calendar
Use calendar maintenance to maintain and display the components of the calendar
system
Define Public Holidays
Define Holiday Calendar
a combination of a yearly 12-month calendar and a list of all public holidays that
fall within a calendar year.
gives an overview of all working days and all days off for a calendar year. It can be
created to cover a validity period of several years.
can be defined according to the country or region in which they are to be
implemented, and adapted to suit individual business requirements
Define Factory Calendar
Calendar in which working days are numbered sequentially.
Defined on the basis of a public holiday calendar. The validity period of a factory
calendar must be within the validity period of the public holiday calendar.
The weekdays that are working days must also be specified in this calendar.
Examples:
Monday through Friday are working days.
Saturday, Sunday and public holidays are non-working days.
47. Unit of Measurement
Enables calculations with quantities and physical units.
Units of measurement are needed for internal conversions (such as
kilogram <-> gram, but also centimetre <-> inch).
The international system of units (SI) is used for this.
UOMs are held centrally in the SAP System for all applications.
Conversion factors are stored in the system with a unique internal key.
Unit of measurement can be created according to requirements.
CAUTION: Extra care to be taken for any creation as this global setting
can affect the whole system performance
48. Currencies
Legal means of payment in a country.
You can manage ledgers in two parallel currencies in
addition to the local currency
49. Currency settings
Currency codes
SAP maintains about 187 currencies. If any transaction in a new
currency will happen for the organization, that currency to be
maintained
Standard quotation
Can specify direct or indirect quotation. System by default will take
direct quotes.
Conversion factors
Mention the conversion for currency to currency. For example, INR
To Yen will 1:100
Rounding rules
ensures that the amounts in this currency are always rounded to
this unit
50. Exchange Rate Type
Exchange Rate Type is used for different business purposes where
multiple rates can be maintained for a pair of currencies
The following exchange rate types exist
Buying rate (G)
Bank selling rate (B)
Average rate (M)
Historical exchange rate
Key date exchange rate
Default exchange rate types can be maintained in document types
For posting and clearing, the system uses the exchange rate type M
(average rate). This exchange rate type must be entered in the system
and you must also enter the exchange rates for this type.
51. Exchange Rate
Exchange rates in the system for the following purposes
Posting and Clearing
To translate amounts posted or cleared in foreign currency, or to check a
manually entered exchange rate during posting or clearing.
Exchange Rate Differences
To determine gains or losses from exchange rate differences.
Foreign Currency Valuation
To valuate open items in foreign currency and foreign currency balance
sheet accounts as part of the closing operations.
Valuation of Purchase Documents, Sales documents and Commitments
Exchange rates maintained for a exchange rate type for an effective date
between two currencies
52. Hands on session
Create Company Code, Business Area
Create Calendar
Create UOM
Create new Currency, Exchange rate type, exchange rates
53. Basic Settings in FI
Chart of Accounts
Fiscal year
Account group
Account type
Field Status Groups
54. Chart of Accounts
This is a list of all G/L accounts used by one or several company
codes.
For each G/L account, the chart of accounts contains the account
number, account name, and the information that controls how
an account functions and how a G/L account is created in a
company code.
You can use the same chart of accounts for all company codes
55. Types of Chart Of Accounts
Operating chart of accounts
Operating chart of accounts contains the G/L accounts that you use for posting in your
company code during daily activities. Financial Accounting and Controlling both use
this chart of accounts.
You have to assign an operating chart of accounts to a company code.
Group chart of accounts
The group chart of accounts contains the G/L accounts that are used by the entire
corporate group. This allows the company to provide reports for the entire corporate
group.
The assigning of an corporate group chart of accounts to a company code is optional.
Country-specific chart of accounts
The country-specific chart of accounts contains the G/L accounts needed to meet the
country's legal requirements. This allows you to provide statements for the country's
legal requirements.
The assigning of an country-specific chart of accounts to a company code is optional.
56. Fiscal Year
Usually a period of twelve months for which a company regularly creates
financial statements and checks inventories.
The fiscal year may correspond exactly to the calendar year, but this is not
obligatory.
Under certain circumstances a fiscal year may be less than twelve months
(shortened fiscal year) or more than 12 months
A fiscal year is divided into posting periods. Each posting period is defined
by a start and a finish date. Before you can post documents, you must define
posting periods, which in turn define the fiscal year.
In addition to the posting periods, you can also define special periods for
year-end closing . For example. For fiscal periods additional 4 periods can be
provides as special periods
Configuration: Fiscal Year Variants to be created and assigned to the
company code
57. Account Group
Homogenous grouping of accounts
A summary of accounts based on criteria that effects how master records are
created.
Group represents a number of GL accounts
The account group determines:
The number interval from which the account number is selected when a G/L
account is created.
The screen layout for creating G/L accounts in the company code-specific area
Examples:
FA – Fixed Assets
IN – Investments
CL – Current Liabilities
SF – Shareholders Funds
58. Account Types
System uses four account types to control postings.
A – Assets
V – Vendors
C – Customers
M – Materials
During document types, you ascertain to which account types that can be
used
59. Field Status Group
This define which fields are displayed when you post accounting
transactions to a G/L account. A field may have one of the following
statuses:
Hidden (suppressed)
Entry required (required field)
Ready for input (optional field)
Display
Field Status group has to synchronize with Account, posting key
60. Hands on session
Create a new Chart of account
Create Fiscal years and periods
Create Account Group
Create a Fields Status Group
61. Day 2
FI Basic Settings
Document types
Number ranges
Posting keys
Master Data:
GL Account creation
Reconciliation Accounts
Bank Master
Customer Master
Vendor Master
Material Master (Accounting / Costing views)
62. Document
Result of a posting in Financial Accounting. There are two types of
documents: Original documents and processing documents
Examples of original documents
Receipts
Invoices
Checks
Bank statements
Examples of processing documents
Accounting documents
Sample documents
Recurring entry documents
The accounting document represents the original document in the system.
63. Document Type
A key that is used to classify accounting documents and distinguish
between business transactions to be posted
Document type is entered in the document header and applies to the
whole document.
Document type has the following functions
Differentiating between business transactions.
Determines which account types that particular document can be
posted to.
Assigning document numbers.
In document type, specify number range, revenue determination,
exchange rate type, besides the Account type applicable like Asset,
Vendor, Customer, Material
64. Document Line Item
The part of a document that contains information about an
item.
Line item includes an amount, an account number, the
credit or debit assignment (posting key), account
assignments like Cost Center, and additional details specific
to the transaction being posted.
A document can have multiple line items (maximum 999)
65. Number ranges
For each document type, number range to be created.
One number range can be assigned to more than one document type
When creating number range, specify the number interval and whether
internal or external and the fiscal year
Number range can be copied from fiscal years for easy maintenance every
year
Number ranges cannot overlap
Number ranges for documents are company code dependant
System used default number ranges for Recurring documents as X1 and
Sample documents as X2
66. Posting Key
Two-character numerical key that controls the entry of line items. The posting
key determines
Account type
Debit/credit posting
Layout of entry screens
Posting keys are automatically derived for most of the logistics transactions
while manual entry of posting key possible for FI transactions
When you enter a posting, enter a posting key for each item. This key
determines how the item is posted. Posting keys are defined at client level and
therefore apply to all company codes. The posting key determines
The data you can enter in the line item
How data you post is processed
How the system updates the data you enter
CAUTION: It is advisable to use standard posting keys instead of
creating a new one
68. Hands on session
Create a document type
Create number range for the document type
69. G/L Account Master Records
GL Account contain data needed by the general ledger to determine the
account's function.
GL account control the posting of accounting transactions to G/L
accounts and the processing of the posting data.
Structure
G/L account master records are divided into two areas so that company
codes with the same chart of accounts can use the same G/L accounts.
Chart of accounts area
This contains the data that is valid for all company codes, such as the account
number, description
Company code specific area
This contains data that may vary from one company code to another, such as
the currency in which the account may be posted.
70. G/L Master Record - Chart of Accounts Area
G/L account master data in the chart of accounts area contains
information about the G/L account that is valid for all company
codes.
The chart of accounts area also contains data that controls how a G/L
account is created in the company code-specific area.
Information contained in the chart of accounts area of a G/L account
The chart of accounts
The account number and account name (short and long text)
The indicator that specifies whether the account is a balance sheet account
or an P&L statement account.
The account group
71. G/L Master Record - Company Code Area
The company code specific area of a G/L account contains data that is
only valid for one company code
The following information is contained in the chart of accounts area of
a G/L account master record.
Account Currency
Defining Balances in Local Currency Only
Defining the Tax Category
Defining Posting Without Tax Allowed
Define Reconciliation Account for Account Type
Defining Open Item Management
Defining Line Item Display
Assigning Authorizations
Automatic Postings
72. Concept - Posting Without Tax Allowed
If this indicator is selected in GL account , no tax code needs to be
entered when posting to this account. If a tax code is entered, it is
checked according to the tax category for this account.
This is normally used if taxable and non-taxable postings are to be
entered to an account at the same time. In such a case, you normally
set up your own tax code to allow for non-taxable transactions
73. Concept - Reconciliation Account for
Account Type
This field to indicate G/L accounts as being reconciliation accounts
For each sub-ledger account , you must keep at least one reconciliation
account in the general ledger.
When you post to an account in the sub-ledger, the system
automatically posts to the corresponding reconciliation account.
74. Concept - Open Item Management
For accounts where open items / cleared items need to be managed,
the "Open item management" indicator in the master record is set for
that account
Balance of an account with open item management is equal to the
balance of the open items.
GL accounts are kept with open item management if you need to
check whether there is an offsetting posting for a given business
transaction
75. Concept - Line Item Display
To use "Line item display" indicator in the master record for an
account, when all line items that have been posted to this
account are to be displayed
Use line item display to display the document line items from
the account. For line item display, the system lists all the line
items for an account.
Should not use line item display for the following accounts:
Reconciliation accounts
Sales revenue accounts
Material accounts
Tax accounts
76. Different Options to Create GL Account
Copy from Chart of Accounts
Copy from Company Code
Copy with reference to a range of accounts
Copy from a Sample account
Manual creation of account
77. Hands on session
Create new GL accounts for an Asset, Liability,
Income, Expense account
78. Reconciliation Account
When posting items to a subsidiary ledger like Customers / Vendors,
the SAP system automatically posts the same data to the general
ledger at the same time.
This facilitates preparing financial statements at any time without
having to transfer totals from the sub-ledgers to the general ledger.
Each subsidiary ledger has one or more reconciliation accounts in the
general ledger. For example, you can have one recon account for
Domestic customers and another recon account for Export customers
Each customer or Vendor account is assigned to a reconciliation
account
80. Hands on session
Create new Reconciliation accounts for Domestic
Vendors, Overseas Vendors
81. Bank Master
Create House Bank for each Bank account to be maintained
For each bank, to maintain a Bank key, Acct ID, Bank Account no and
GL Account no. besides other details
Each house bank of a company code is represented by a Bank ID
Every account at a house bank is represented by an account ID. Using
bank ID and account ID to specify bank details
83. Customer Master
Has 3 Data views
General data - data assigned directly at client level and available to
the other two areas.
Sales data - data specific to sales, e.g. sales, distribution, shipping.
(SD)
Company Code data - financial accounting data (FI)
Reconciliation account
Terms of payment
Dunning procedure
Customer master to be extended for each Sales Areas where
transaction will happen
84. Customer Master – Company code data
Name 1
Name 2
Address
Telephone
DE 500 500 10 123 456 78
Name 1Name 1
Name 2Name 2
AddressAddress
TelephoneTelephone
DE 500 500 10 123 456 78DE 500 500 10 123 456 78
General Data
Company Code Data
Reconciliation account nnnn
Terms of payment ZB01
Item sorting 0005
Dunning procedure 0001
:
Company Code Data
Reconciliation account nnnn
Terms of payment ZB20
Item sorting 0001
Dunning procedure 0002
:
Client
Company Codes
Bank Information
30001000
85. Customer Master - Account Groups
Account Group codes define what information will be needed;
what fields will be required (control the fields that will appear in
the customer master)
A payer only needs address information, etc, while a sold-to
party needs an address plus delivery address, etc.
Using Account group, you can classify a homogenous groups of
customers, like Domestic customers, export customers, etc
86. Customer Master - Selecting Fields using
Account Groups
Account groups are already set up in the R/3 system
Sold-to party
Specific fields are selected for each of these account groups
The selection of fields depends on the functionality of the partner function needed.
Account group
0001
Sold-to party
Sales
Shipping
Billing
Partner usage
Documents
Account group
0002
Ship-to party
Sales 1
Shipping
Billing 2
- - - - -
Documents
Account group
0003
Payer
Sales 1
- - - - -
Billing
- - - - -
Documents
Account group
0004
Bill-to party
Sales 1
- - - - -
- - - - -
- - - - -
Documents
1. Controlling for authorization 2. Tax information
87. Vendor Master
A vendor master contains information on an enterprise's
vendors
Contains General data, Purchasing data and Accounting data
The record contains the following information:
Name and address of the vendor
Vendor's currency
Terms of payment
Contact persons (sales personnel)
Accounting data (for example, a control account, payment related
information, Withholding tax related information, etc).
88. Material Master
Contains the key information a company needs to
manage a material.
Defines how a product is sold, manufactured, purchased,
inventoried, accounted and costed.
Information in the material master is grouped into views
that are organized by business function.
Material master has more than 22 views+ which are
mostly at plant level other than the Basic view
89. Material Master
Contains all data required to define and manage a specific
item of material
Integrates data from
Inventory Control (MM)
Manufacturing (PP)
Sales and Distribution (SD)
Accounting (FI and CO)
And other departments
Each materials will have a unique view depending on the
usage and purpose
90. Material Master
Basic Views
Contains data relevant across Client, like Code, Description, UOM
Other Views
Purchasing related (relevant for procured materials)
Sales related (relevant for semi finished and finished / trading
goods)
Production Related (relevant for semi finished and finished
goods)
Storage related (relevant for all types of materials
Quality related (relevant for all types of materials)
Accounting related (relevant for all types of materials)
Costing relates (relevant for all types of materials)
91. Materials Master
Accounting View
Valuation Class – used to classify different types of
materials
Valuation type - Mainly used for split valuations
Price indicator -– V or S – Moving average / Std price
Prices - Different types of prices
Costing view
Lot sizes
Origin – for costing purposes
Prices – for update with Standard cost estimates
93. Day 3
FI Transactions
FI Document posting
Recurring Entry
Account Assignment Model
Sample Document
Document Parking
Cash Journal
94. FI Document Posting
During postings to G/L accounts, enter document header data (usually
document date, document type, company code, posting date, and
currency) as well as a posting key, G/L account number, and the first
line item
Posting key and the field status group for the G/L account determine
which fields are displayed on the next screen.
Posting key appear by default based on customization depending on
the transaction like, FI posting, FI invoice, etc.
SAP provides two variants for carrying out G/L account postings:
Standard transaction: Accounting Financial accounting General
ledger Document entry Other General posting.
Single screen transaction: Accounting Financial accounting
General ledger Document entry ( Enjoy Transactions)
95. FI Document Posting
Useful for Cash transactions, accruals of costs/ revenues, Journal
entries
Each GL document will have a header data and multiple line items
(maximum 999)
Once after the line items entered tallies for Debit / Credit, system will
allow saving and posting of the document
Document cannot be cancelled ; it can only be reversed
Document can be displayed in transaction currency as well as in
company code currency
97. Recurring Entries
Definition
Recurring entries are business transactions that are
repeated regularly, such as rent or insurance.
Following data never changes in recurring entries:
Posting key
Account
Amounts
98. Recurring Entries
First, create a Recurring entry template specifying amount, account,
period , etc.
In the recurring entry document, need to define when a posting is
to be created (periods) with this document.
Two options exists for scheduling Postings - periodically or on a
specific date:
For periodic postings, specify the first and last day of execution, as
well as the interval in months.
To post recurring entry documents, need to set up a separate
number range (x1) for the company codes that use them. The
system takes numbers for the recurring entry original document
from this number range.
Recurring entries are posted after periodic recurring entry run.
If you want to specify certain dates, enter a run schedule in the recurring
entry original document. Store the required dates in the
Implementation Guide (IMG). Choose Financial Accounting Global
Settings Document Recurring Entries Define Run
Schedules/Enter Run Dates.
Cross-company code transactions cannot be posted with the recurring
entry program
100. Account Assignment Model
A reference template for document entry that provides
default values for posting business transactions.
An account assignment model contain any number of
G/L account items and can be changed or supplemented
at any time.
In contrast to sample documents, the G/L account items
for account assignment models may be incomplete.
101. Account Assignment Model
In Creating Screen Template for Account Assignment Model,
following information to be provided
Currency (optional)
Chart of Accounts
Sample Text (explanatory text)
Authorizations
can limit authorization for an account assignment model to
certain users by specifying an authorization group.
Calculate tax
Selecting this field, enables the system to calculate taxes
automatically during posting.
Equivalence to
Select this field to distribute a total amount to several items using
equivalence numbers. When you use this account assignment
model, you enter an amount, which is then distributed to the
items according to the equivalence numbers specified.
102. Hands on session
Create Account Assignment Template
Create FI document using Account Assignment
Template
103. Posting with a Sample Document
Procedure
First create a Sample document with details of Company code,
amount. GL account, posting keys, document types, etc.
Then post with reference to a sample document
To post with a sample document, proceed as follows
From the General Ledger, Accounts Receivable, or Accounts Payable
screen, select Document Entry and then a business transaction.
Then select Document Posting with reference.
Enter the document number (such as 1000186), the company code
(for example. US01), and the fiscal year (optional).
104. Posting with a Sample Document
Following options exists when posting a sample document
1. Enter G/L account items
2. Do not propose amounts
3. Recalculate days/percentages
4. Display line items
5. After confirming entries, the screen with the copied header data
appears.
6. If selected Display line items option , all the copied items are
displayed. Which can be corrected, if required
7. Once all items have been copied, an overview screen appears.
8. When the accounts and amounts are correct, and the debits equal the
credits, post the document by selecting the Post function.
106. Parking Documents
Document parking is used to enter and store (park)
incomplete documents without carrying out extensive
entry checks.
Parked documents can be completed, checked, and then
posted at a later date
Caution: Document number serial of parked documents
will be part of the regular number range of the document
type. This can result in overlapping between dates /
periods
107. Document Parking
Accounting Financial accounting General ledger/Accounts
receivable/Accounts payable Document entry Others
General document parking/Invoice parking - general/Credit
memo parking - general. Document Header screen appears.
Enter the document header and line item data.
To save the parked data, choose Document Park.
The message Document xxx (document number) was
parked appears. Document numbers are assigned in the same
way as in the standard document entry function.
109. Cash Journal
Cash journal is a sub-ledger of Bank Accounting to manage a company's cash
transactions
Cash Journal automatically calculates and displays the opening and closing
balances, and the receipts and payments totals.
Can run several cash journals for each company code.
Can also carry out postings to G/L accounts, as well as vendor and customer
accounts.
Should run a separate cash journal for each currency.
Can use the cash journal independently of other posting transactions.
Can enter amounts in different currencies
Cash Journal is a two step procedure – First save the entries and then Post
the entries
110. Cash Journal
Prerequisites
Settings required for setting up a cash journal.
Number ranges are required to be set up for Cash Journals
Need to create Business transaction like Customer Receipt,
Bank drawl, Supplier payments, Employee payment in
customization along with corresponding GL accounts. This
business transaction is used during Cash journal
transactions.
Identify the Bank accounts and assign to cash journals
111. Cash Journal Features
Features
Cash journal is a single-screen transaction. C
Can enter, display, and change cash journal documents on one screen.
Entering, saving, and posting cash journal entries
Can save cash journal entries locally in the cash journal. The system also
calculates the balances. The cash journal entries saved are then posted to
the general ledger.
For a cash journal document, you can carry out CO account assignments,
and have taxes, including withholding taxes, calculated by the system with
reference to business transactions
Displaying follow-on documents
Printing
Can print all of the cash journal entries posted in the time period displayed.
Can print receipts for each receipts
Customization for printing to be maintained for printing cash journals and
receipts
.
112. Posting Documents in the Cash Journal
Procedure
To get to the cash journal document entry screen, proceed as follows
from the SAP R/3 screen: Accounting Financial accounting
General ledger Document entry Cash journal posting or Banks
Input or Outgoing Cash journal.
Enter a company code and a cash journal number.
Choose Continue.
The system notes your entries and user settings.
Depending on what entries you want to make, select either the
Receipts or Payments tab
Enter a business transaction, an amount, and depending on the
business transaction, either a customer or a vendor. These are
required entry fields. The other fields are optional entry fields. Enter
account assignments if required
Choose Enter to make the cash journal entry (document status light
is red). Choose Save to save the cash journal entry (document status
light is yellow). Choose Post to post the cash journal entry
(document status light is green).
113. Hands on session
Create a Cash Journal
Create a transaction using cash journal
114. Day 4
Clearing GL Open Items
Automatic Account Assignments (OKB9)
GL Account Line item display
Creation of Display Variants
GL Work List
Tax on Purchases / Sales
115. Clearing GL Open items
Can be done manually by matching the debit and
credit items in a GL account by ensuring that the net
balance is zero
Clearing items will appear separately in the GL
account
Automatic clearing of open debit and credit items
possible by defined criteria like amount, dates, etc.
Items get cleared automatically if they meet the
criteria and balance reach out to zero
116. Hands on session
Create GL entries with debit and credit in a GL account
Match GL open items
117. Automatic Account Assignment (OKB9)
Transaction to facilitate automatic assignment of Cost objects
like Cost Center, Profit Center, Profitability Segment to GL
account
Essential for integrated transactions like MM account
differences, scrapping, cash discounts, forex difference
production variances, etc.
Default account assignment for specified Cost centers
eliminates error during FI postings
Caution: Very important to maintain as interface posting will
stop with error if system is unable to ascertain cost objects for
an expense account
118. Hands on session
Create an Automatic Cost center assignment for a GL
account – expense account
Create a GL account and post
119. Line Item Display
Line items are document items that were posted to a specific account.
In contrast to a document item, a line item only contains the
information from the document that is relevant from the account
view.
Can display the following line items:----
Open items
Cleared items
Noted items
Parked items
Items with special G/L transactions (in Accounts Receivable and
Accounts Payable)
Items with customer or vendor items (in Accounts Receivable and
Accounts Payable)
120. Creation of Display variants
Display variants enable you to have GL account
display according to the need of individual GL
account
User can self define as many display variants
Selection of fields has to be done in the order in
which display of the account to appear in a GL
account
121. Hands on session
Create a GL Display variant
Display GL account using variants
122. GL Work Lists
Enables viewing the balances for a group of accounts
Work lists represents the grouping of GL accounts to
display balances
Mainly used for information system
124. Tax Definition Steps
Tax Procedure Country Specific
Tax Category
Assigned in Customer/Vendor MasterTax Classification
Condition type (Tax
Type)
Assigned in Logistics pricing procedure
and assigned to Process Key / Tax codes
Process Key Assign Tax GL account
Assigned to Classification
Tax Jurisdiction
code
Tax Code
Specifies the customer / vendor State
Assigned to Region/State
Maintained for a combination of Tax Jurisdiction code
and Tax type for an effective date
125. Taxes
Tax functions cover
Tax calculation
- system calculates tax amounts based on the tax base amount
net of discounts
- Tax codes are used to calculate and check the amounts.
Tax posting
- system posts the tax amounts to defined tax accounts
automatically
Adjustments
-system corrects tax amounts, in the case of cash discount or
other deductions
Tax reporting
Can use the system to create tax returns through program
development
Tax amount is checked by the system at document level
126. Tax Calculation Procedure
A calculation procedure is defined for each country, containing the
specifications required to calculate and post tax on sales/purchases.
Each calculation procedure contains several tax types (condition types)
.For example, for India it is TAXINJ
system defaults condition types when you define a tax code.
Condition type (such as input or output tax) specifies the base amount
on which the tax is calculated and the account key that is used to post
the tax.
Specifications necessary for calculating and posting tax have been
defined for the condition type and account key.
128. Tax Classification
Specifies tax liabilities of vendor / customer / material
Maintained in vendor / customer / material master
129. Tax Category
Identifies the condition that the system uses to
determine country specific taxes automatically
during pricing
Define Tax category for Customers , Vendors, for eg,
Exempted vendors, Chargeable Vendors
Tax classification are assigned to Tax categories
130. Condition Type (Tax Type)
Use the tax type to specify whether the tax is an input tax or
output tax.
Assigned in Logistics pricing procedure
Assigned to process keys
System uses the tax type to check that you are posting to an
account with an allowed code. An error message is output if
necessary. This happens, for example, if you enter a tax code
for input tax when posting to a customer account for which
only output tax codes are allowed.
For every individual tax type, there are country-specific
definitions for whether the tax amount fields and the fields
for the percentage specifications are ready for input.
131. Condition Type (Tax Type)
Define the following information for each condition type:
Condition type and condition class. For example, where tax is to be
calculated, the condition type might be "base amount" (K) or "tax" (D),
and the condition class "base amount" (A) or "tax" (D).
Calculation rule: Either "percentage included" (A) or "percentage
separate" (I)
Debit/Credit side of the account to which the tax amount is posted. This
need only be specified for additional taxes, since these (in contrast to
input, output, and acquisition tax) can be posted to either side of the
account. If you want tax to be posted to the opposite side of the account,
select the +/- sign field.
Whether it is possible to change the tax amounts and percentages (which
are displayed on a special screen) during document entry. To make this
possible, choose the Manual entries field, then choose either Rate/percent
(to make the percentages changeable), or Value (to make the tax amounts
changeable).
132. Specifications for the Tax Type
During tax codes creation, the system defaults certain tax
types that have been defined in the system for specific
countries like Input tax, output tax, and non-deductible
input tax
System determines which tax types are to be displayed by
means of the country key.
A calculation procedure is specified for each country key,
and this procedure contains the country-specific
specifications for calculating and posting the different tax
types.
133. Process Key
The process key contains the following properties:
Tax type: This is required for reporting purposes, to be able to determine where
the individual tax line items in a document are to be displayed. As tax type you
can specify either output tax ( 1 ), input tax ( 2 ), additional tax ( 3 ) or not
relevant to tax ( 4 ).
Non-deductible input tax. This specification is also required for reporting.
When input tax and non-deductible input tax is posted, separate line items are
created if the non-deductible part is not to be distributed to the G/L account
line items and asset line items. For tax reporting, must indicate the input tax
line items that do not display the non-deductible portion of input tax.
Posting indicator. You specify whether the tax amount is posted separately ( 2 )
or distributed between expense and revenue line items 3 The system posts tax
to the tax accounts automatically. Can specify tax account numbers for each
process key. This is not necessary for process keys for which it has been
specified that the tax amount is to be distributed (posting indicator 3 ).
Therefore, these keys are not offered in the function for entering the tax
account numbers.
134. Process Key
The system posts tax to the tax
accounts automatically. Can
specify tax account numbers for
each process key. This is not
necessary for process keys for
which it has been specified that
the tax amount is to be
distributed (posting indicator 3
). Therefore, these keys are not
offered in the function for
entering the tax account
numbers.
135. Tax Jurisdiction Codes
Defined for each authority that imposes tax
Maintained in customer / vendor master
Tax codes are created for a jurisdiction code
Based on jurisdiction code, system determines tax
codes during transactions
136. Tax Codes
Tax codes are used to:
Check the tax on sales/purchases amount in the document
Calculate the amount of tax on sales/purchases automatically on
request
Calculate the non-deductible input tax portion
Check if a tax account with tax type (input or output tax) can be
posted to
Determine the tax account
Tax codes are created for a combination of Tax Jurisdiction code,
Tax Type with a validity date
137. Automatic Tax Posting
When posting a document, the system creates the tax items
automatically. The data required to do this, the posting key,
and the account number of the tax account must be defined in
the system.
The posting keys are already defined in the system. The
accounts vary according to the chart of account, and to post
taxes in the system you must therefore define the account
numbers of your chart of accounts.
To enable the tax accounts to be specified, an account key has
been assigned to the tax types. You enter your tax accounts in
the system for each chart of accounts and account key
138. Tax Flow
Customer Master
Jurisdiction
Classification
Sale order
Customer
Material
Condition Type
Based on Country of customer, system identifies the Tax procedure
Based on customer / material tax classification, system identifies
applicability
Based on condition type in Sale order pricing, and jurisdiction code of
customer, system identifies the process Key and applicable tax codes
Based on the tax code applicable, system determines the tax rate
During posting, GL account determined based on the tax codes
140. Day 5
Accounts Receivable / Accounts Payable
Payment Terms
FI Invoice / Credit Memo
Special GL Transactions
Down Payments
141. Payment Terms
Decides the payment term rules which are assigned to vendor /
customers
Limit the permitted account type like Customers, Vendors,
Baseline date specified – the date from which credit days are
calculated by the system – could be fixed day in a month or no. of
days
Can specify the discount rates / period in the terms of payment
Can be with installment periods (called retainage) where % and
terms of payment key can be specified
Terms of payment coming as default in the transaction can be
changed
142. Hands on session
Create a Terms of payment for Vendor / Customer
Create a terms of payment with retainage
143. FI Invoice / Credit Memo
Mainly used for handling invoices from vendors or to
customers for non-logistics transactions
Can select the correct transaction like Invoice or Credit
Memo or fast entry screen
Enter header data and then Item details by selecting the
correct posting key depending on the transactions. Enter
vendor or customer accounts as required.
Select the correct GL account for corresponding debit /
credit
Once the debit / credit amount equals for the line items ,
post the document
Can change the payment terms, baseline dates defaulted
by the system
144. Hands on session
Create an FI Invoice for a customer
Create an Credit memo (actually a debit note) on a
vendor
145. Special G/L Transactions
Also Called alternative reconciliation account
Special G/L transactions are special transactions in accounts
receivable and accounts payable that are displayed separately in the
general ledger and the sub-ledger. This may be necessary for
reporting or for internal reasons.
Example Down payments must not be balanced with receivables and
payables for goods and services. Consequently, they are treated as
special G/L transactions in the General Ledger (FI-GL) Accounts
Payable (FI-AP) and Accounts Receivable (FI-AR) application
components
This enables separate identity of such transactions in GL
Special GL can also be for statistical reasons For eg. To monitor the
list of guarantees given to a customer
146. Special GL Transactions
Special GL are created for Account types Customer, Vendor
separately
In creation, specify the Recon account and Special GL account
Has indicators for noted item (statistical), credit limit
warning, commitment check, Planning level for cash
management, Posting keys Dr / Cr
Some transactions that could be under special GL are:
LC received from customers, Guarantees received from
customers, Security deposits received, etc
147. Down Payments
Refers to advances paid to vendors or received from
customers
Down payments are special GL transactions – thereby
can be classified separately in any Vendor or
Customer accounts
Down payments are to be created as special GL in
customization for Customers and Vendors
148. Hands on session
Create a Down payment to a Vendor
Create a Special GL for Vendor
Create an FI invoice with Special GL
149. Day 6
Incoming payments
Accounts for Discounts / Exch differences / Bank charges
With clearing
Without clearing
Outgoing payments
Accounts for Cash Discounts
Accounts for Exchange rate differences
Payment Blocks
Manual payment
Payment Forms
Check management
Automatic payment program
150. Customizations Through Automatic
Postings
Define accounts for Cash discounts
System posts to cash discount GL Accounts when clearing open
items . Specify a GL account for discount for each Tax code
(SKT)
Define accounts for exchange rate differences
Exchange rate differences arise due to realization and valuations
Realization happens during payments or receipts
Valuation happens during period end for open items
For each GL account, Recon account wherever foreign currency
transactions could happen, exchange loss / gain account to be
specified for Realization and Valuation
Define accounts for rounding off differences
Define accounts for Bank charges (customers)
151. Posting Key Incoming payment
When posting an incoming payment, the system requires a posting key to
generate the offsetting entry for the open items selected. To generate this
offsetting entry, it uses the customer credit posting key that is specified for
the clearing posting.
All the other posting keys are used for special situations that may occur when
posting an incoming payment:
The customer debit posting key specified for the clearing posting is required
if an incoming payment is posted across different business areas.
If you select, for example, an invoice and a credit memo from different
business areas for the clearing transaction, the system has to make a debit
posting to clear the credit memo as well as a credit posting to clear the
invoice.
Vendor posting keys are required so that offsetting entries can be made to the
vendor account when open items are cleared between a customer and vendor.
152. Posting Key Incoming payment
Posting keys are required for special G/L transactions (for example, down payments)
if you want to clear, for example, an invoice and a down payment in a single clearing
transaction.
The system can also deal with payment differences when you post and clear items,
but requires a posting key to do this. You can treat payment differences as follows:
Can post the payment as a partial payment. The system does not mark the open items
you selected as cleared. The partial payment is posted to the customer account with
an invoice reference. This enables you to link the invoice to the partial payment at any
time. For partial payments, the system uses the posting keys defined for clearing open
items. The posting key defined in the standard system for customer partial payments
is posting key "15".
Post the remaining receivable to the customer account as a residual item. The original
receivable is cleared automatically. To post the residual item, the system uses the
posting keys specified for the residual item balance.
The posting keys specified for the Transfer posting with clearing transaction are used
for the general clearing function and, if the system has to make internal transfer
postings, for the account clearing function as well.
The payment program and the special functions for outgoing and incoming payments
use the posting keys defined for the incoming payment and outgoing payment
transactions.
154. Incoming Payment With Clearing
Using the posting with clearing function, you enter
document line items and then select the open items to
be cleared. The system generates one or more
offsetting postings for the open items to be cleared.
Select the open items and ensure balance is zero before
clearing
Tolerance can be set off for clearing as % or amount
during clearing. These differences can be taken to a GL
account with customization.
156. Incoming Payment Without Clearing
Can post incoming payments to customer directly
with no clearing of open items
157. Hands on session
Create an Incoming payment from a customer with
clearing of open items
Create an incoming payment without clearing
158. Outgoing Payments
Accounts for Cash Discounts / Exch rate differences, etc
Default accounts to be specified for cash discount
received, lost cash discount, exchange rate differences,
rounding off differences Vendor bank charges similar to
Incoming payments
159. Payment Blocks
Can use to block invoices for payment
For each payment block, can specify if changes are
allowed in the payment proposal
Can specify if it is a manual block
System will ignore line items with payment block
during payment program
160. Manual Payment
Can make payments to individual vendors
Select the transaction for manual payment and enter
details of bank, amount and select option items to be
paid
Can post with printing of cheques or directly
161. Payment Forms
For printing of cheques, payment forms are to be
developed
These forms are to be attached to the automatic
payment programs
162. Cheque Management
Can maintain cheque Lot details for each house bank
Provision to enter the cheque numbers exist
Voided / cancelled cheques can be entered in system
Cheque Stock register can be viewed from system
163. Hands On Session
Create Manual payments
Create Cheque Lot for a House bank
164. Automatic Payment Programme
Customizing the Payment Program program configuration involves
determining:
What is to be paid - To do this, need to specify rules according to
which the open items are selected and grouped for payment.
When payment is carried out - due date of the open items
determines when payment is carried out. However, can specify
the payment deadline in more detail via configuration.
To whom the payment is made. – specifying the payee.
How the payment is made - determining rules that are used to
select a payment method.
From where the payment is made - determine rules that are
used to select a bank and a bank account for the payment.
165. Automatic Payment Programme
Payment Control is divided into 3 areas
Company Code Parameters
Specifying company codes involved in automatic
payments and company code making payments
Maintain general information
Payment Method Parameters
Bank Parameters
168. Automatic Payment Programme House Bank
Banks with which a company (company code) maintains a
bank account are referred to as house banks.
House banks are under a house bank key (bank ID). Store
the accounts that you maintain at these banks under an
account ID along with a GL account
Bank master data is used generally and uses address data,
SWIFT Code.
Bank master data maintained for Customer and Vendors
banks also
By specifying the country and a country-specific key, such as
the bank number or the SWIFT code, connection between
house banks and the bank master data is established
170. Automatic Payment Programme House Bank
Selection
Bank Details in Customer / Vendor Master Record
In the master record of the customer/vendor, can have as many
bank detail entries . If the payment transactions should always be
carried out by a customer/vendor's bank, only specify this bank.
If only one house bank to carry out payment transactions with a
customer/vendor, enter this bank in the master record of the
customer/vendor
can specify the bank details of the business partner in the open
items simply by entering a bank type in the item. The bank type is
a feature that you can assign freely for all of your customer or
vendor's banks. If a bank type is specified in the item, a bank with
the same bank type is selected from the master record for
payment.
172. Automatic Payment Programme
House Bank Selection
The payment program determines the house bank in the same
sequence:
First it determines the bank ID (house banks) based on the
payment method and currency. If it finds no entry for the
combination, it checks the bank for payment method without
currency specification, if such an entry exists.
It determines the account ID on the basis of the bank ID, the
payment method and the currency.
Finally, it finds out whether sufficient amounts are available for
both bank ID and account ID.
173. Automatic Payment Programme
House Bank Selection
During the payment run the payment program therefore attempts to
determine a house bank and a bank account that has a sufficient amount
available for payment. This may result in the following possibilities:
No house bank is found that fulfills all terms. The payment cannot then be
made with the payment method with which the check was carried out. The
checks are carried out for the next possible bank. If no bank is determined,
the payment method can not be used. If another method is available, it will
then be checked as well. This is noted in the log for the payment run.
One house bank only is determined. The payment is made via this house
bank.
The program produces a list with house banks. The payment is made from
the house bank with the highest priority according to the defined ranking
order of the banks. This is not the case if payment optimization has been
specified.
174. Automatic Payment Programme
Available Amount in House Bank Selection
The payment program checks whether the selected bank accounts have
sufficient funds for payment.
For accounts at the house banks can specify available amounts
separately for incoming payments and outgoing payments For
outgoing payments, can define the size of the amount that can be
paid. For incoming payments, can specify the amount up to which
such payments can be made to a bank account. If this limit is
exceeded, the payment program selects another bank. The
specifications given concerning available amounts determine which
bank account should pay. You should ensure that these amounts are
up-to-date before every payment run.
The payment program does not carry out amount splitting. If the
amount on a bank account is not sufficient for a payment, the
payment program selects another bank account. If it finds no bank
account from which it can post the entire amount for a payment, it
does not carry out the payment.
175. Automatic Payment Programme
Available Amount in House Bank Selection
Can specify the amounts based on currency and probable value date
(days) at the bank. The value dates are the difference between the
posting date of the payment run and the probable value date (value
date at the bank).
Can use value dates to plan available amounts on a graduated time
scale. You generally only need this facility if you post payments by bill
of exchange before the due date. In all other cases, you can enter 999 .
The specified value dates are the maximums in each case.
176. Automatic Payment Programme
Payment Method
The payment method is the procedure such as check, transfer, or bill
of exchange, by which payments are made.
The following payment methods are usual in Accounts Payable and
Accounts Receivable:
Payment Methods in the System
Accounts Payable
Check, Transfer, Postal Giro transfer, Bills of Exchange, Check/Bills of
Exchange
Accounts Receivable
Bank collection, Bank direct debit, Refund by check, Refund by bank
transfer, Bank Bills, Bill of Exchange payment request
Payment method defined in two steps:
First, define payment method for each country.
Define the payment methods you use for each company code
178. Automatic Payment Programme
Country-Specific Definitions for the Payment
Method
Classify a payment method by selecting the characteristics that are to
apply to it (see (1) of the graphic). The program uses this information
to determine the data required for the payment forms and data media.
Must also define which information from the customer/vendor master
record is to be used to determine the payment method (see (2) of the
diagram). If this information is missing from the customer/vendor
master record, the payment method cannot be used.
For the payment method "check", document type "KA" is used and
the print program RFFOD_S. In Previous Screen, to list all the
standard payment medium programs available, proceed as follows:
Choose System Services Reporting. Enter RFFO* and select the
function Utilities Find.
180. Automatic Payment Programme
Company Code-Specific Definitions for the
Payment Method
Enter a minimum and a maximum amount for a payment (1). This tells the
program the value range within which the payment method can be selected
by the payment program. Note that unless a maximum amount is specified
, the payment method cannot be used at all
Can also specify whether the payment method can be used for foreign
payment transactions. You specify whether payment is made if : a)
customer or vendor is based abroad (2) b) bank to which the payment is
made is based abroad(3)
Specify whether it is possible to use the payment method in question to pay
in foreign currency (4) in which case any currency can be used.
Can also specify particular currencies per payment method and country. If
this payment method is selected, payments are only processed in one of the
currencies specified.
If need to define particular currencies, choose the function Currencies in
the country-specific details for each payment method
181. Automatic Payment Programme
Bank Sub account
Can use the bank sub accounts function, create sub
accounts with whatever degree of differentiation you
require. You can, for example, create a bank sub account
for each bank or for each bank and a group of payment
methods. The charts of accounts supplied along with this
package provide a reference for such differentiation.
Can specify the account number so that the payment
program can post to the appropriate bank sub account
(see the figure above). This posting is made on the basis
of bank ID, payment method, and possibly currency.
183. Running a Payment Program
Procedure
From the SAP Easy Access Menu, choose Accounting Financial Accounting
Accounts receivable/Accounts payable Periodic Processing Payments. The
Automatic Payment Transactions screen appears.
Enter the following data:
Date of Execution
Run identification
Parameters Tab - either enter payment parameters or copy parameters from a previous payment
run (choose ).
Otherwise, enter the following data:
Posting date
Documents entered up to
Due date
Company code
Payment methods
Next Posting date
Account restrictions
185. Specifying the Payment Medium Program
and Variants
There is one payment medium program for each payment method.
This program prints the payment forms or creates the data media on
disk. Can specify different payment medium programs for the payment
methods you specify in the payment parameters.
Procedure
On the Automatic Payment Transactions screen, select the Printout/data
medium tab.
Enter one or more variants for every payment medium program used to
print the payment data for a payment method.
You can also specify variants for creating the payment proposal list
(RFZALI00) and exception list (RFZALI10) on this screen.
186. Creating a Payment Medium Report
Variant
1. Choose System Services Reporting. This takes you to the initial screen for
report processing.
2. Enter the name of the payment medium program for which you want to create a
variant and choose Goto Variants. You reach the screen for maintaining variants.
3. Enter a variant name and choose Variants Create.
4. Select the field Data medium exchange, then enter the name of the printer. This is
necessary so that the system can prepare the form for the accompanying sheet that
is created during DME. Also select the field Print immediately if required.
5. Select the field Issue payment advices (if this field exists), then enter the name of the
printer. Also select the field Print immediately if required.
6. Select the field Print payment summary, then enter the name of the printer. Also
select the field Print immediately if required.
7. Make an entry in the field File name (for DME) as follows: For outputting into the
file system, enter the name under which the file generated is to be stored in the file
system (as long as you have elected not to have the system generate a name).
8. For outputting into the SAP system, enter the name which, if required, is to be
proposed later when running the download.
9. Choose Variant and Save.
188. Day 7
Clearing Open items
Manual clearing
Automatic clearing
Business Area clearing
Dunning procedure
Correspondence
Interest Calculation
Worklist for Vendors / Customers
189. Clearing
Prerequisites for Clearing
The accounts must be managed on an open item basis.
The accounts that can be cleared automatically must be defined in
Customizing for Financial Accounting.
The items to be cleared cannot trigger a posting, for example, cash
discounts or exchange rate differences.
The items cannot be special G/L transactions. You use special
functions to clear these items.
The standard system contains a clearing transaction for each clearing
function that creates documents.
The clearing transactions are:
Incoming payment
Outgoing payment
Transfer posting with clearing
190. Clearing Functions in the General
Ledger
Posting transaction Example
Business transaction
Choose
Incoming payment Credit memo for a check
deposited at the bank
Document entry Incoming
payment
Outgoing payment Debit memo for an issued
check
Document entry Outgoing
payment
Post with clearing Clearing the GR/IR clearing
account
Document entry Post with
clearing
191. Clearing Functions in Accounts Receivable
Posting transaction Example
Business transaction
Choose
Incoming payment Customer payment Document entry Incoming
payment or Payment fast entry
Outgoing payment Debit memo procedure
Cash payments
Document entry Other Outgoing
payment Post
Internal transfer posting Invoice posted as credit memo
due to a product defect
Document entry Others Internal
transfer posting With clearing
Outgoing payment with printed
form
Immediate payment by check Document entry Other Outgoing
payment Post + print forms
Online check printing Automatically generated check
damaged during print
Document More
functions Print payment forms
192. Clearing Functions in Accounts Payable
Posting transaction Example
Business transaction
Choose
Outgoing payment Debit memo Document entry Outgoing
payment Post
Outgoing payment with printed
form
Immediate payment by check Document entry Outgoing
payment Post + print forms
Internal transfer posting Invoice cleared due to a
product defect
Document entry Others
Internal transfer posting
With clearing
Incoming payment Refund from your vendor, for
example, annual quantity
discount
Document entry Others
Incoming payment
194. The Clearing Process
Clearing open items process includes:-
Entering the document header for clearing transactions
Selecting a clearing transaction
Entering line items(optional)
Selecting open items to be cleared
Processing open items
Posting the clearing document
During clearing, system generates a clearing document that consists of A
document header
Line items you entered
Line items the system generated for clearing the selected and activated items
Other line items generated automatically, for example, cash discounts, tax adjustments,
or gains/losses from exchange rate differences
195. Clearing Transactions
Enter header data with document date, company code
and currency
Select one of the clearing transaction like, incoming
payment
Enter one or more line items. Once you have entered
the posting key and account at the bottom of the
screen, can enter the line items as you normally would
Select open items as given in next slide
196. Manual Clearing Process
Select open items to be cleared
Select the options, Account and Account type, (or through work lists)
Normal items, special GL items
Enter payment advice reference
Other accounts - To clear line items of more than one account, select this field and then
enter the accounts on the next screen.
Distribute by age - The system distributes the clearing amount entered so that the open
items with the greatest number of days in arrears are cleared first.
Automatic search - The system attempts to find open items that correspond to the
clearing amount entered or are closest to it.
Additional selection - can even choose specific types of open items to be cleared. For
example, can choose open items by document number or open items within a range of
amounts. To use this option if need to process accounts with several open items.
Search use additional selection like Gross amount, Document number, Posting date,
Other fields depending on the system configuration
Then go to-> Open items to view the line items
Then Overview the document and post
197. Open Item Management
Specification that items in an account have to be cleared by other items
in the account.
Customer and vendor accounts are always managed in this way. This
allows you to monitor your outstanding receivables and payables at any
time. You have to define open item management for G/L accounts in the
master record.
Open item accounts also called clearing accounts or interim accounts
usually contains debit and credit items that exactly match .
Example : Assume we post a check received to a clearing account for cash
in transit . Now bank clears the check and credit your account in their
records for the full amount of the check . You then post the entry in the
bank statement to the accounts for cash at bank and cash in transit . You
can then clear ( Close ) items in the cash in transit account .
198. Clearing Between a Customer and
Vendor
If selected a customer who is also a vendor when
processing a clearing transaction, such as an
incoming/outgoing payment or account
maintenance, the system also selects the open vendor
items automatically, provided that :-
The vendor number was entered in the customer
master record and
The Clearing with vendor indicator has been set.
The same rule applies if you select a vendor that is also
a customer during a clearing transaction.
199. Manual Account Clearing
In this clearing procedure, can manually select open
items that balance to zero from an account.
The following are examples of situations where you would
carry out clearing manually:
For bank sub accounts and clearing accounts
Where you have agreed a debit memo procedure
If your vendor is making a refund
200. Automatic Clearing
To execute the clearing program from the General Ledger, Accounts
Payable, or Accounts Receivable menu :-
1. Choose Periodic processing Automatic clearing. The initial screen for
entering parameters for clearing appears (Automatic Clearing
with/without Definition of Clearing Currency).
2. Specify the accounts you want to clear, select the lists you want the
program to generate under Output control, and specify whether the
program should clear the items.
3. If you select the parameter Test run (default), the system outputs a list of
the items to be cleared. Clearing is only carried out however, if you have
not selected the field Test run.
4. Choose Program Execute, Execute and print, or Execute in background.
201. Automatic Clearing Program
Result
1. Clearing is carried out as long as you have not
selected the test run parameter.
2. The system outputs lists that evaluate the clearing
transaction:
A line item list, which can be output in either
short form or detailed form.
Additional log. This contains information about
the line items that were not selected, and any
system messages about the account types for
which no items were selected.
3. You can print the lists by choosing List Print.
202. Business Area clearing
Normally the account clearing function is used without
creating a posting. However, the system may have to
automatically make transfer postings in some cases. This
is necessary for example, if you are clearing in several
business areas, since you have to carry out clearing
between the individual business areas.
Example : need to clear items in a clearing account. The
items assigned were posted to different business areas.
When clearing the items, the system has to generate a
document since it has to generate a clearing posting for
each business area.
204. Account Clear (Single account)
This function differs from posting with a clearing transaction or posting with
a payment in the following ways:-
No need to enter a document header
Can only clear open items from one account
Procedure
1. From the Accounts Receivable, Accounts Payable, or General Ledger
menu, choose Account Clear. The screen for entering header data
appears.
2. Enter the account number in the Account field and if necessary, also enter
a currency key for the clearing document in the Currency field. If you do
not enter a currency key, the company code’s local currency is used. The
company code and clearing date is proposed by the system.
3. To display the open items for processing, choose Edit ® Open items.
4. You have the option of searching for specific items for clearing. To do
this, select a field (for example, amount) and choose Enter. The next
screen prompts you to specify which open items to select.
5. Process the open items as described in Open item processing.
6. Once the debits equal the credits, choose Account
205. Hands on Session
Clearing of single account open items
Clearing through manual process
Automatic clearing process
206. Dunning
Dunning means REMINDER (or) Follow up used for Customer and
Vendor
Through automatic dunning, statements and letters can be sent
Dunning levels represents the intensity of follow up from a simple
letter to legal notice- determines the relevant text. Minimum one
dunning level to specify (Maximum - 9) . Can specify maximum /
minimum amounts for dunning .
Dunning Areas – represent organization units like Sales Orgn,
Division, Business Area, etc to process the dunning program
can levy charges and interest for dunning notices and print them out
on the dunning notices. The amounts are not posted
For the interest calculation, can specify an interest indicator in the
master record of the customer/vendor and per dunning procedure .
The specification in the master record has higher priority
207. Dunning Procedure
Defines how business partners are dunned
important specifications set in procedure
Defines the frequency and/or the dunning interval with which
accounts are dunned
Dunning procedure is set in master record – Can also have dunning
block to exclude such customers / vendors
Dunning notices are printed separately for every account per company
code
The dunning program checks whether the amount to be dunned is
equal to or exceeds the minimum amount and the minimum
percentage rate . If not, no dunning notice is created
To enable line items to be assigned to a dunning area, a dunning area
must be entered in the customer or vendor line item. This dunning area
can be entered in the appropriate field during document entry, or can
be transferred from other business transactions in other applications.
Dunning keys enable you to limit the dunning level for an item
Can send dunning notice to alternate recipient
208. Customer and Vendor Clearing
If you dun customers who are also vendors and want to
clear the items, the dunning program lists both the overdue
customer items and the overdue vendor items in the
dunning proposal, and determines a joint balance.
When you dun a customer who is also a vendor, only the
master record information of the customer is relevant.
The items can only be cleared if the same dunning
procedure has been defined in the standard dunning area
for both customer and vendor.
209. Creating Dunning Proposals
This is the result of dunning run which contact all items and accounts
for which notices can be issued
Before you can start the dunning run, you have to enter dunning
parameters. You use these parameters to define when, for which period,
which company code, which business partners, and so on should be
considered by the dunning program
Enter data like date of execution, identification, start date/time, print
parameters
Can schedule printing of each dunning notice
211. Correspondence
All evaluations and reports you send to your business partners by mail
are considered correspondence
Correspondence for both customers and vendors includes:
Account statements and open items lists in letter form
Individual letters and standard letters
Balance confirmations
Document extracts
Correspondence for customers only includes:
Payment notices
Statements of bill of exchange charges
Generally used correspondence are Account statement and Open items
list
Correspondence types – Notices with line items / without line items
To create correspondence, in the master record, need to set account
statement key (1 for weekly / 2 for monthly)
212. Printing Correspondence
Printing Correspondence With the Request Program SAPF140, to print your
correspondence
To print the account statements, open item lists, standard and individual
letters, enter the following:
correspondence type
company code
account type for customers ( D ) or
account type for vendors (K)
customer or vendor account numbers, as required
Choose Program - Execute or Execute and print.
The letters are sent to the print spool. From there you can send it to a printer.
You can display the entries in the printer spool by choosing System - Services -
Queue .
213. Hands on session
Print sample Account statement for a customer with
line items
214. Interest Calculations
Interest can be calculated on customer and vendor accounts in two ways:
Calculation of interest on arrears
Account balance interest calculation
Interest is calculated using the debit interest rate defined for the interest indicator. Credit
interest rates are used when interest is being calculated on items paid prior to their due date.
Different ways of calculating interest
calculate interest on cleared items only and post this interest
To calculate interest on open and cleared items and post the interest
To calculate interest on open and/or cleared items without posting the interest
Interest calculation is controlled by settings made in the interest indicator. You assign an
interest indicator to the master records of the customer and vendor accounts . Last interest
run date is updated by system in the master
Interest is calculated based on number of days limit specified in the run and the net due dates
of line items
Can exclude particular items from interest calculation, by blocking them by placing an X in
the Interest block field in the line item
When executing an interest calculation run, can give further specifications that also affect the
run and sometimes have priority over the settings in the interest indicator.
215. Interest Customization Steps
Create Interest indicator with the calculation type
For each indicator, specify period determination, the
interest determination, the interest processing, the output
controls, and the payment terms
Define interest rates with effective dates
Define interest rate determination with sequence number,
reference interest, currency key, validity date
Define interest values %
Specify GL account for interest posting for each interest
indicator for
216. Executing The Interest Calculation
Program
On Arrears
Select the Interest Calculation – Arrears and selection
options
Without / With open items / Without postings / Free
selections
In selection criteria, specify
Interval for accounts and company codes
Calculation period / last date of interest calculation
Select forms
Select posting indicator
Execute test run, actual run and post
217. Hands on session
Create an interest indicator and other settings
Attach to a customer master
Create an Interest run for that customer
218. Balance Interest Calculation
Used to calculate interest on GL balances with open item
display. Can be used to cross check the bank interest
calculation
Balance interest calculation program is controlled using the
following specifications:-
Data from the G/L account master record.
Specifications stored in the interest indicator. These include, among
other things, the interest rates to be used.
Specifications made for the balance interest calculation run, such as
selection criteria which limit the accounts to be included in the run
Fields in GL accounts master:
Interest indicator, Interest calculation frequency, Key date of
interest run, Last int calc run
219. Balance Interest Calculation
Specifications Stored Under the Interest Indicator
Note that, under certain circumstances, no interest is
calculated for an account:-
If a maximum amount is specified under the interest
indicator, an interest scale is only displayed if the interest
amount calculated exceeds this.
If you have specified under the interest indicator that no
credit interest payments should be made, interest is only
calculated if the account is in debit.
The account must be specified for interest calculation either
in the interest calculation period which you specified or that
determined by the system.
220. Balance Interest Calculation
Determining the Interest Calculation Period
The interest calculation period is demarcated by an upper and a lower
limit (i.e. dates). The days in between these two dates are those for
which interest is calculated.
There are two methods for determining the interest calculation period
in the SAP system:
Determine the interest calculation period manually by entering the
period. Do not set key date of last int calc in this case
System determine interest calculation period automatically .
221. Balance Interest Calculation
Automatic Determination of Interest Calc. Per.
For automatic interest calculations, following pre requisites should exist:
Entering the interest calculation period.
Field Key date of last int.calc in the account master record must have an entry.
interest calculation frequency specified in the master record, or in interest
indicator
Should have an interest calculation day under the interest indicator
Running Interest run
In GL, Balance int calculation run, specify parameters like chart of accounts,
G/L account number, company code, interest indicator, and business area, or an
individual value, Interest Calculation period, Day of last interest run, reference
date, calculation calendar, Output , update master record,
Test Run, check, Actual run and post
222. Hands on Session
Create a Balance interest indicator
Create a interest run for a Loan account