Professional Documents
Culture Documents
JayanthMaydipalle
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CONTENTS:
1. GeneralledgerAccounting
1.1CreateGeneralledgermasterrecords(410)
1.2G/LMasterrecordchanges(Centrally)(1113)
1.3CreateaG/LPostingdocuments
/nF02(SingleEntryPosting)(1420)
/nFB50(MultiplelineitemsPosting)(2123)
1.4ParkDocuments
1.4.1Createparkdocuments(2425)
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1.4.2Changeparkeddocuments(2627)
1.4.3Displayparkeddocuments(2829)
1.4.4Displaydocumentchangesofparkeddocuments(3031)
1.4.5Post/Deleteparkeddocuments(3234)
1.5ReverseDocumentEntry
1.5.1Individual/MassReversals(3538)
1.5.2ReversalofaReversedDocument(39)
1.6 ChangeDocument(4043)
1.7 DisplayDocumentLineItems(4445)
1.8 DisplaychangesinDocument(4647)
1.9 DisplayG/LAccountsbalances(4850)
1.10Display/ChangeG/LAccountsitems(5154)
1.11ClearG/LAccount(5559)
1.12ResetClearedItems(6062) 2
1.13ProcessAutomaticClearing(6365)
1.14AutomaticClearingwithClearingCurrencySpecified(6667)
1.15RecurringEntries
1.15.1RecurringEntries(6874)
1.15.2ChangeRecurringDocuments(7578)
1.15.3DisplayRecurringDocuments(79)
1.15.4DisplaychangesinRecurringDocuments(8081)
1.15.5DeleteReferenceDocument(RecurringEntry)(8283)
1.15.6EvaluatingRecurringentryDocuments(8485)
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1.15.7ExecuteRecurringEntry(8687)
1.15.8RunningBatchInputSession(8889)
1.16ClosingProcedures
1.16.1Reports(90)
1.16.2PostingKeys(90)
1.17FrequentlyUsedTransactionCodes
1.17.1GeneralLedger(9194)
1.17.2AccountsPayable(9596)
1.17.3WithholdingTax(TDS)(96)
1.17.4AssetAccounting(9798)
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1.GENERALLEDGERACCOUNTING
1.1CreateGeneralledgermasterrecords:
Businesstransactionsarepostedandmanagedinthegeneralledgerviaaccounts.Eachmasterrecordcontainssettingsthat
controltheflowoffinancialtransactions.TheG/Laccountsrecordthebusinesstransactionsinlineitemandtotalsform.Inthe
standardsystem,allbusinesstransactions,whicharepostedtoG/Laccounts,areupdatedinthegeneralledger.
Procedures
1.AccessthetransactiononSAPGraphicalUserInterface(SAPGUI)
SAPEasy Accounting>FinancialAccounting>GeneralLedger>MasterRecords>G/LAccounts>
Access IndividualProcessing>Centrally
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Transaction FS00
code
2.IntheDisplayG\LAccountCentrallyscreen,enterinformationinthefieldsasspecifiedinthetablebelow:
3. PressCreateorWithTemplateafterfillingtheG/LAccount&CompanyCode.
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4.OntheType/DescriptionTab,enterinformationinthefieldsasspecifiedinthetablebelow:
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Note:Onbellowtable,incolumnR/O/C,R=Required,O=Optional,C=Conditional
changeamasterrecordinthecompanycode.Theaccount
groupalsodetermineswhichnumberintervaltheaccount
mustbe.
P+Lstatement IdentifiedthisaccountasanP+Lstatementaccounttype C
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accounttype
FunctionalArea ThisfunctionalareaisrequiredtopullintheProfitandLoss O
statementinFinancialAccountingusingthecostofsale
accountingmethod.
Balancesheet Identifiesthisaccountforuseinthebalancesheet C
account
Shorttext AshorttextualdescriptionoftheG/Laccount R
G/Lacctlongtext TheG/Laccountlongtextisusedforonlinedisplaysand O
evaluations
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5. OntheControlDataTab,makethefollowingentries:
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Input:(PTO)
Note:Onbellowtable,incolumnR/O/C,R=Required,O=Optional,C=Conditional Sortkey
Rate
Difference
Key
Taxcategory Determineswhethertheaccountistaxrelevant. O ()Inputtax
(+)Outputtax
(*)alltaxtypes
Postingw/o Checkbox O Allowspostingtoaccountswithout
taxallowed indicatingtaxes
Recon AnentryinthisfieldidentifiesthisGLaccountas O Usethedropdownmenuto
.accountfor areconciliationaccount.Areconciliationaccount indicateifthisisanAssets,
accounttype ensurestheintegrationofaSubledgeraccount Customer,andVendor.
intoaGLaccount. Reconciliationaccount
Openitem Setupaccountswithopenitemmanagementif O Checkboxifopenitemsare
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6. OntheCreate\bank\interestTab,makethefollowingentries:
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FieldName Description R/O/C UserAction&Values
Fieldstatusgroup Determinesthescreenlayoutfordocumententry. R
only thesystemusingaccountdeterminationtables.
Planninglevel ThisfieldisusedtocontroldisplaysinCash O
Management.
Relevanttocash O Checkboxifthisaccount
flow istobeuseinthe
statementofCashFlow.
Housebank Indicatorforthecompanybank. O
AccountID IdentifiesHouseBanks. O
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Note:Onabovetable,incolumnR/O/C,R=Required,O=Optional,C=Conditional
7.PressSave button
8.Datawassaved.
9.ToperformanychangesclicktheEDITbutton thenpressSAVE
10.TodisplaytheGLaccountclicktheDISPLAYbutton thenpressBACK
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11.ToBlocktheGLaccountclickonBlockbutton ."
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1.2G/LMasterrecordchanges(Centrally):
Use
ThistransactionshowschangesthatweremadeinaG/Laccountmasterrecord.
Procedure:
1.AccessthetransactiononSAPGraphicalUserInterfaceSAPGUI:
SAPEasy Accounting>FinancialAccounting>GeneralLedger>MasterRecords>G/LAccounts>
Access DisplayChanges>Centrally
Transaction FS04
code
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2.OnscreenCentralG/LAccountChanges:InitialScreen,enterinformationinthefieldsasspecifiedinthetablebelow:
Input:(PTO)
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Note:Onbellowtable,incolumnR/O/C,R=Required,O=Optional,C=Conditional
number allchangesmadetothataccount.
Company Thecompanycode. R Entercompanycode.
Code
FromChange Thesystemonlydisplayschanges,whichwere O EnterDate.
Date madeasfromthisdate.
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ChangedBy Nameofuser. Entername.
3. ClickontheEnterbutton.
4. TheoutputscreenG/LAccountChanges:ChangedFieldswillappear.
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5.ClickontheAllchanges buttontoviewalistingofallchanges.Doubleclickonthelineitemstoviewdetails:
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6. Dateofchanges,Timeofchange,Usernamewhochangedthemasterrecordandfieldsthatwerechangedwithnew
andMaydipalleoldcontentaswellasalanguageused.
7. Formoredetailsselectthefieldyouwouldliketodisplaychangesofandpressyouwillfindthefollowing:
8.DisplaytheaccountchangesandafterthatpresstheBack icontogotothemainmenu. 13
1.3CreateaG/LPostingdocuments: /nF02(SingleEntryPosting):
Use:
Everydocumentconsistsofadocumentheaderandtwoormorelineitems.Thedocumentheadercontains
informationthatisvalidforthewholedocument,suchasthedocumentdateandthedocumentnumber.It
alsoincludescontrollinginformationsuchasthedocumenttype.
Thelineitemsonlycontaininformationontheparticulariteminquestion,forinstanceanaccountnumberand
amount.Whetheranyadditionalinformationispresentdependsonthebusinesstransactioninvolved.
Thesystemcreatesthedocument,updatesthetransactionfiguresfortheaccountsaffected,andinsome
cases,displaysaninternallyassigneddocumentnumberwhenthedocumentisposted.
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Procedure:
1.AccessthetransactiononSAPGraphicalUserInterfaceSAPGUI:
SAPEasy Accounting>FinancialAccounting>GeneralLedger>Posting>General
Access Posting
Transaction F02
code
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2.OnthescreenEnterGLAccountPosting:HeaderData,entertheinformationinthefieldsasspecifiedin
thetablebelow:
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Input: Note:Onbellowtable,incolumnR/O/C,R=Required,O=Optional,C=Conditional
FieldName Description R/O/C UserAction&Values Comments
Document Dateofthedocument. R NOTE:Thedocumentdateis Enterthedateof
DocumentPosting. systemdate.
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FieldName Description R/O/C UserAction&Values Comments
CompanyCode CompanycodeofthefirstG/Laccount. R Thisfieldcanhaveavalue Canmakethisa
defaultedinfromtheUser requiredfieldto
Parameterssettings. enhancebusiness
processing.
PostingDate Postingdateofthedocumentwhichwill R Defaultissystemdate.
determinetheperioditpoststo.
Currency/rate Currencythattheamountswillbeentered Entereitherthelocal Thesystemdefaults
intothesystemunder. currencyoranother inthelocalcurrency.
currencydefinedinyour
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system.
Reference Fieldallocatedtoanyextranumericor C Canbeusedtocontain UserHastoprovide
nameidentifiers. externaldocument referenceName/Num
referencenumbers.Thisis foreasyentry
helpfulasanadditional tracking.
documentsearchcriterion.
Doc.Header Textthatmaybeenteredtoapplytothe C Enterifnecessary.
text entiredocumentviatheheader.
PostKey Keythatwilldeterminethetypeof R Enterkeytoidentifythis
accounttobepostedtoandwhetheritisa lineproperlyandtopostto
debitorcredit. thecorrectsideofthe
account.
Account G/Laccountnumbertopostthefirst R EntertheG/Laccounttobe
lineoftheinvoiceto. postedto.
SpecialG/L TheG/Lindicatordetermineshowto O Usesystemsuppliedor ConfiguretheSpecial
handlespecialpostings. customizedindicatorsif G/LIndicatorsto
necessary. determinewhich
alternativeaccountto
postthetransaction 16
to.
Transtype Thetransactiontypecontrolsvarious O Enterifappropriate.
3.SelecttheEntersystemactivitiesicontowhenproceedbusiness
transactionsareposted.
4. OntheDetailsEnterG/LAccountDocument:AddG/Laccountitemscreenentertheinformationinthefields
asspecifiedinthetablebelow:
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5.SelecttheEnter icontoproceed
Note:Therearemanyotherfieldswhicharetobeusedaccordingtoconfigurationrules,accountdependencies,specific
postingtransactions,andcompanyprocedures.
Input:
Currency previousscreen.
CostCentre ProvideCostCenter/Deptdetails,CostCenter R SelectDeptNum.
accountingisusedtoidentifythecosts
incurred.
InternalOrder ProvideInternalordernum/ProjectIDdetails R EnterOrder/ProjectDetails.
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Activity Activitytypesareusedtodescribethevarious R EnterActivityNum.
formsofactivitythatareperformedatacost
center.
PostKey Keythatwilldeterminethetypeofaccountto R Enterkeytoidentifythisline
bepostedtoandwhetheritisadebitorcredit. properlyandtoposttothecorrect
sideoftheaccount.
Account G/Laccountnumbertopostthesubsequentlines R EntertheG/Laccounttobepostedto.
oftheinvoiceto.
6. SelecttheEnter.Tobeproceedtonextscreen.
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7. Put(*)inamountcheckboxandput(+)SigninTextcheckboxthatcapturespreviousscreenshotamountfigureand
TextDescriptionprovidedbytheUser.
8. GotoDocumentandClickOnSimulate(Document>Simulate).Youwillgetbellowmentionedscreenshot.
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9.MakesureDebitequalstoCreditandbalanceshouldbezeroasmentionedbellow.
10.Tosavethedata,selecttheSave icon,selectDocument>Post,orpressF11.
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1.3CreateaG/LPostingdocuments:/nFB50(MassPosting):
Procedure:
1.AccessthetransactiononSAPGraphicalUserInterfaceSAPGUI:
SAPEasyAccess Accounting>FinancialAccounting>GeneralLedger>Posting>EnterG/L
A/cDocument
Transaction FB50
code
NOTES:
Thefirsttimeyouaccessthisfunction,apopupboxrequestingthecompanycodewillbedisplayed.Afteryour
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firstentry,thesystemwillretainanddisplayselectfieldinformation,suchasCompanyCodeandCurrency
.Completethecompanycodeinformationandhitthegreencheckmark orpressEnter.
2. OnthescreenEnterG/LAccountDocument:CompanyCode3300,entertheinformationinthefieldsas
specifiedinthetablebelow:
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Note:Onbellowtable,incolumnR/O/C,R=Required,O=Optional,C=Conditional
FieldName Description R/O/C Comments
DocumentDate Dateofthedocument. R EnterthedateoftheDocument.
enhancebusinessprocessing
Doc.HeaderText Mentiondescriptionofthedocument. C
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3.OntheDetailsscreenentertheinformationinthefieldsasspecifiedinthetablebelow:
Input:(PTO)
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Note:Onbellowtable,incolumnR/O/C,R=Required,O=Optional,C=Conditional
FieldName Description R/O/C Comments
General ThenumberoftheG/Laccounttowhichthetransactionwillbe R
Ledger posted.
Account
D/C Debitorcreditindicator. R
Amountin Theamountforthisline. R
DocCurrency
CostCentre ProvideCostCenter/Deptdetails,CostCenteraccountingisusedto R SelectDeptNum.
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identifythecostsincurred.
InternalOrder ProvideInternalordernum/ProjectIDdetails. R EnterOrder/Project
Details.
Activity Activitytypesareusedtodescribethevariousformsofactivity R EnterActivityNum.
4.Selectthe icon.
thatareperformedatacostcenter.
5. SimulatingthePosting
SelecttheSimulateButton.Thisoptionalstepwillcreateanyautomaticallygenerateddocumentlinessuchasintercompanyentries
andallowyoutoviewthembeforeposting.Greenarrowbacktomakeanynecessarychangestothelines(clickokatAutomaticallycreated
lineitemswillbedeleted)orclicktheSaveicontopostthedocumentifsatisfied.
6.Tosavethedata,selecttheSave icon,selectDocument>Post,orpressF11.
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1.4ParkDocuments
1.4.1Createparkdocuments(F65):
Use:
Documentparkingcanbeusedtoenterandstore(park)incompletedocumentsintheSAPSystem,without
carryingoutextensiveentrychecks.Parkeddocumentscanbecompleted,checkedandthenpostedatalater
date.
Procedure:
1.AccessthetransactiononSAPGraphicalUserInterfaceSAPGUI:
SAPEasyAccess AccountingFinancialAccountingGeneralLedgerPostingGeneralDocument
Parking
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Transactioncode F65
2. OntheParkDocument:DocumentHeaderscreen,enterinformationinthefieldsasspecifiedin
thetablebelow:
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3.SelecttheEnter icontoproceed.
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4.Enteramount,Costcentre,Order&Text,SelecttheEnter Icontoproceednextscreenshot.
5. Put(*)inamountcheckboxand(+)signintextcheckboxforcapturingthepreviousamountcheckboxandtextcheckbox.
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6. GotoDocumentParkDocument.
1.4.2Changeparkeddocuments:
Aparkeddocumentcanbechangedandgraduallycompleted.Alargenumberofheaderanditemfieldscanbe
changedduringthisprocess,includingtheamounts.Certainofthevaluesyoucannotchangearethecurrencyandthe
companycode.
Youcanmakechangesto:
Individualdocuments
Individualitems
Severaldocumentssimultaneouslyviaalist
Othervaluesviathelineitems
Tcode:FBV2 screen,enterinformationinthefieldsasspecifiedinthetable
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1.OntheChangeParkedDocument:InitialScreen
below:
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Input: Description R/O/C UserAction&Values
FieldName
CompanyCode 4characteridentifierofanorganizationalunit Entercompanycode.
withinexternalaccounting. R
Documentnumber Identifierforanaccountingdocument. R Entertheparkeddocument
number.
FiscalYear Theyeartowhichtheparkdocumentwascreated. R Enterthefiscalyear. 26
2.PressEnterorclickon toproceed.
3.Clickon Execute .
4. DoubleclicktheLineItemyouwanttoChange.
5. OnthescreenChangeParkedDocument:Overview.Makethechanges
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6.Onceallchangesarecomplete,pressParkDocument icontopostthechanges.
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1.4.3Displayparkeddocuments:
Documentparkingcanbeusedtoenterandstore(park)incompletedocumentsintheSAPSystem,withoutcarrying
outextensiveentrychecks.Parkeddocumentscanbecompleted,checkedandthenpostedatalaterdate.
Parkeddocumentsmaybedisplayindividuallyorviaalist.
Tcode:FBV3
1.OntheDisplayParkedDocument:InitialScreenscreen,enterinformationinthefieldsasspecifiedinthetable
below:
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Input:FieldName Description R/O/C UserAction&Values
CompanyCode 4characteridentifierofanorganizationalunit Entercompanycode.
withinexternalaccounting. R
Documentnumber Identifierforanaccountingdocument. R Entertheparkeddocument
number.
FiscalYear Theyeartowhichtheparkdocumentwascreated. R Enterthefiscalyear.
2. PressEnterorclickon toproceed.
3.ClickonExecute .
4. DoubleclicktheLineItemyouwanttoChange. 28
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5.DisplaythedocumentandafterthatpresstheBack icontogotothemainmenu.
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1.4.4Displaydocumentchangesofparkeddocuments:
Thistransactionwillallowtheusertoviewthechangesinaparkeddocument.
TCode:FBV5
1.OntheParkedDocumentChanges:InitialScreenscreen,enterinformationinthefieldsasspecifiedinthe
tablebelow:
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Input:
FieldName Description R/O/C UserAction&Values
CompanyCode 4characteridentifierofanorganizationalunit Entercompanycode.
withinexternalaccounting. R
Documentnumber Identifierforanaccountingdocument. R Entertheparkeddocumentnumber.
FiscalYear Theyeartowhichtheparkdocumentwascreated. R Enterthefiscalyear.
/time onlydisplaychangesasfromthis
date.
2.ThenPressEnter toproceed. 30
Notes:
Asstandardwhenyouenterthetransaction,thelastposteddocumentmadebyanyuserappearsautomatically.
Otherwise,youhavetoenterthedocumentnumberthatyouneedtoviewitschangesintheDocument
Numberfield.
3. OnscreenParkedDocument:ChangedFields,alistofchangedfieldsshouldbedisplayed.Doubleclickonan
entrytoviewthechangedateandoldandnewvaluesofthefield.Fromhere,click ifyouwanttoidentifytheuser
andtimeofthechanges.
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4.PresstheAllchanges icontodisplayallthechangedfields.
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5.DisplaythedocumentchangesandafterthatpresstheExit icontogotothemainmenu.
1.4.5Post/Deleteparkeddocuments:
ThistransactionwillallowtheusertoPost/Deleteaparkeddocument.
Procedure:
1.Access the transaction on SAP Graphical User Interface SAP GUI :
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerDocumentParked
DocumentPost/Delete
Transactioncode FBV0
2. OnthePostParkedDocument:InitialScreen,enterinformationinthefieldsasspecifiedinthetablebelow:
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Input:
Notes:
Asstandardwhenyouenterthetransaction,thelastposteddocumentmadebyanyuserappearsautomatically 32.
IfyouknowthedocumentnumberthatyouneedtochangetypethenumberdirectintheDocumentNumberfield.
IfyoudonotknowtheDocumentnumberpress thefollowingscreenappears:
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3.Fromtheabovescreenyoucanselectdocumentsbyfieldslike,Postingdate,Documentdate,
Document
TypeetcandthenpresstheExecuteicon ,alistofdocumentsappeariffoundasbelowscreen.
4.DoubleclicktheParkedDocumentyouwanttoPostorDeleteorpress ,thefollowingscreenappears:
(PTO) 33
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Ordinarily,youpostareversingdocumentinthesameperiodyoupostedtheoriginaldocument.Theperiodof
theoriginaldocumentmustbeopentopostareversingdocument.Iftheperiodisnotopen,youcanoverwrite
thepostingdatefieldwithadateinanopenperiod,suchasthecurrentperiod.
Procedure:
1.Access the transaction on SAP Graphical User Interface SAP GUI :
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerDocumentReverse
IndividualReversal
Transactioncode FB08
PleaseNote:ForIndividualReversaluse:FB08,formassreversalsuse:F.80
(PTO)
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2. OntheReverseDocument:HeaderDatascreen,enterinformationinthefieldsasspecifiedinthetablebelow:
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Input:
reason. availablechoices.Youcanusethestandard
reasoncodesorenternewcodesinconfiguration.
Ifthereversedocumentcannotbeposted Leaveblanktoacceptthe Youcanselectthedropdownarrowtoviewa
Postingdate O
tothesameperiodastheoriginal originaldocumentsposting calendar.
document,enterthepostingdateandthe dateorenterthedesired
postingperiodoftheReversingdocument. postingdate. 36
Postingperiod Effectiveperiodofreversalposting Enterifdifferentthanthe
Note:Onbellowtable,incolumnR/O/C,R=Required,O=Optional,C=Conditional
O originaldocumentsperiod
3.Clickon toviewtheDocumentbeforereversalorpressF5.
Notes:
Asstandardwhenyouenterthetransaction,thelastposteddocumentmadebyanyuserappearsautomatically.
IfyouknowthedocumentnumberthatyouneedtochangetypethenumberdirectintheDocumentNumber
field.
IfyoudonotknowtheDocumentnumberpress thefollowingscreenappears:
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Note:GivetheDocumentnumberthatyouwanttoreverse,followthescreenappearsbellow.
4.ThenpresstheExecuteicon ,DoubleclickonbellowmentionedDocumentnumberlineitem.
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5.AfterdoubleclickingonDocumentnumberlineitemyouwillgetthebellowmentionedscreenshot.
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6.PostthereversingdocumentbyselectingDocumentPostorpresstheSave icon.
Note:ForMassReversalpleaseuseF.80&Followthesameprocedure.
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1.5.2ReversalofaReversedDocument:
Use:
Suppose,ifwereversedanentrywithwrongaccountnumordata,wecanusethisoptiontoreverseareversed
document.
Note:Pleasenotethatweusethisoptiontoreversetheonlyreverseddocument.
8.
Procedure: Goto
Document
T.Code:FBR2 Postorclick
on
Icon
.
1. EnterproperDocumentNumberofareversalentry.
2. EnterCompanycode.
3. FiscalYear.
4. SelectGeneratereversepostingcheckbox
5. Clickon
6. Document
7. PressEnter
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1.6 ChangeDocument:
Use:
Thesystempreventsthedataincertainfieldsofaposteddocumentfrombeingchanged.Examplesaretheposting
amount,accountnumber,postingkey,fiscalyearandtaxamount.Becauseaccountinformationfieldsand
balancesareupdatedonposting,thesefieldscannotbechanged.Changingthedatainthesefieldswouldentaila
manipulationofthefigures,withtheresultbeingitwouldnolongerbepossibletoreconcilethedocumentsand
accounts.Somefieldsarechangeableinaposteddocument.Whetherornotdatacanbechangeinchangeablefields
dependonthefollowingfactors:
Thedocumentchangingrulesdefinedbyyoursystemadministrator
WhichotherSAPapplications,suchasCOorMM,youhaveinstalled
Howtheapplicationisconfigured
ThechangedocumentfunctionalitymayalsobeusedtoreleasedownpaymentsforpaymentbychangingthePayment
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Block field .By cancelling the block indicator, down payments will automatically be released and cleared each time
thepaymentprogramisrun.Thepayingprogramclearsbysubtractingthedownpaymentamountfromthe
1.Access thetransaction on SAPGraphical UserInterface (SAP GUI):
correspondinginvoiceamountsandpayingthedifference.
Procedure:
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerDocumentChange
Transactioncode FB02
2. OntheChangeDocument:InitialScreenscreen,enterinformationinthefieldsasspecifiedinthetablebelow:
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Input: (PTO)
FieldName Description R/O/C UserAction&Values Comments
Document Thesystemrequiresthenumberofthe R Enterthedocument Thesystemproposesthe
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variousyears.
h
Note:Onabovetable,incolumnR/O/C;R=Required,O=Optional,C=Conditional
Notes:
Asstandardwhenyouenterthetransaction,thelastposteddocumentmadebyanyuserappearsautomatically.
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IfyouknowthedocumentnumberthatyouneedtochangetypethenumberdirectintheDocumentNumber
e
field.
IfyoudonotknowtheDocumentnumberpress thefollowingscreenappears:
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3. Fromthisscreenyoucanselect documentsbyfieldslikeDocumenttype,Postingdate,Entrydate,etcand
thenpresstheExecute icon,alistofdocumentsappeariffound.
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4.SelecttheDocumentthenpressChoose (F9).OrDoubleclicktheDocumentyouwanttochange,the
followingscreenappears:
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5. OnthescreenDocument:Overview,selectalineitembydoubleclickingonitorclickoncethenselectingthe
ChangeRowicon.Onlythefieldswhicharenotgrayedoutmaybechanged.Ifthelineselectedcorrespondstoa
vendorpostingandthePaymentBlockfieldisconfiguredaschangeableintheFIConfigurationDocument
ChangeRules,youmaychangethevalueofthisfieldtoreleasethevendorforpayment.Youmayproceedtothe
otherlineitemsbyusingtheupanddownblackarrowsortheSaveand+Next/Previouspushbuttons.Youmay
alsoclickontheDocumentHeadericontochangeselectedfieldsinthedocumentheader.
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6.MakethechangesyouneedandpresstheBack buttonthenpresstheSave button.orpressF11
Note:
YoucannotchangetheDocumentHeader(Postingdate,Documentdate,andDocumenttype.)
YoucannotchangeAmountandCostCentreorOrder.
YoucanchangeText,Assignment,andPaymentMethodonly.
7.Toviewtheuserdetailsorformoredetailsclickon .
8.TogobacktoDataentryviewclickon .
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1.7 DisplayDocumentLineItems:
Use:
Thisprocesswilldisplayapreviouslycreatedaccountingdocument.Todisplayaspecificdocument,enterdocument
number,companycodeandfiscalyear.
Procedure:
SAPEasyAccess AccountingFinancialAccountingGeneralLedgerDocumentDisplay
Transactioncode FB03
1.OntheDisplayDocument:Initial screen,enterinformationinthefieldsasspecifiedinthetablebelow:
Screen
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Input:
FieldName Description R/O/C UserAction&Values Comments
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4.ToreturntotheDisplayDocument:InitialScreen,presstheBackicon orpressF3.
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1.8 DisplaychangesinDocument:
Use:
Toviewthelastchangesthathavebeenmadetoacertaindocumentandthefieldsthathasbeenchanged.
Procedure:
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerDocumentDisplayChanges
Transactioncode FB04
1.OntheDocumentChanges:InitialScreen,makethefollowingentries:
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Input:
CompanyCode EnterCompanyCodeyouwanttodisplayitsDocChanges. R
Document TheNumberofthedocumentyouwanttodisplayits R
Number
changes .
FiscalYear Theyearyouareworkingin. R
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Periodof NameoftheUserwhoMadetheChange. O
change:
2.ThenPressEnter,thefollowingscreenappears:(PTO),
Changedby
3. Doubleclickthelineyouneedtodisplaythechangesmadeinitorpress ,orpresstheAllchanges
icon,thefollowingscreenappears:
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Field Description
name
Date Creationdateofthedocument.
Field TheFieldthathasbeenchanged.
New TheNewvalueofthefield.
Old TheOldvalueofthefield.
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4.DisplaythedocumentchangesandafterthatpresstheBack icontogotothemainmenu
1.9 DisplayG/LAccountsbalances:
Use:
Thesystemdisplaysthedebitandcreditbalancesoftheindividualpostingperiodsaswellasthe
cumulativebalancesoftheG/Laccount
Theaccountbalancedisplaysthefollowing:
Theopeningbalance(thebalancecarriedforwardfromthepreviousyear)
The total of all transactions for each posting period, broken down into debit
and credit postings (transaction figures).
Procedure:
AccountingFinancialAccountingGeneralLedgerAccountDisplayBalances
SAPEasyAccess
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Transactioncode FS10N
1.OntheG/LAccountBalanceDisplayscreen,entertheinformationinthefieldsasspecifiedinthetablebelow:
Input:
Description R/O/C Comment
Fieldname
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Input:
Tab Description
SelectSingle Youcanselectsinglevalues
Values(1)
SelectIntervals Youcanselectranges
ExcludeSingle Youcanremovesinglevalue
Values
ExcludeIntervals Youcanremoveranges
2. PresstheExecuteicon.TheFollowingscreenappears. 49
(PTO)
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Note:
Thebalancesforeveryperiodintheyeararedisplayed.Ifyouneedmoredetailsofthetotalsdouble
clickontherequiredperiodtoseeitsdetails.
Toshowthesingledocumententriesofaperiod,selectthebalancefieldoftheperiodyouwantto
displaybydoubleclicking.
Toshowallthedocumentsoftheyear,selectthetotalbalancefieldbydoubleclicking.
3.Selectthelineitemyouwanttochangebyclickingtheboxatthestartoftherowandchoosethe
Edit
icon,ifyouwanttodisplayitchoosetheDisplay icon.
Note:
Certainfieldscanbechangedforeachtypeofaccount.
FieldstobechangeddifferswhethertheLineItemwasposted,openorcleared. 50
4.DisplaytheaccountbalancesandpresstheBack icontogotothepreviousscreen.
1.10Display/ChangeG/LAccountsitems:
Use:
Youcandisplaythelineitemsforoneormoreaccounts.
Lineitemsaredocumentitemsthatwerepostedtoaspecificaccount.Incontrasttoadocumentitem,alineitem
onlycontainstheinformationfromthedocumentthatisrelevantfromtheaccountview.
Prerequisites
Inordertodisplaythelineitemsforanaccount,theaccountmustbemanagedwithlineitemdisplay.Thismeans
thatyouhavesettheindicatorLineitemdisplayinthemasterdataoftheaccount.
Procedure:
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerAccountDisplay/Changeline
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items
Transactioncode FBL3N
1.OntheG/LAccountLineItemDisplayscreen,enterinformationinthefieldsasspecifiedinthetablebelow:
Input:
Fieldname Description R/O/C Comment
Input:
chartofaccounts>
SearchString o
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3.FortheitemstobeDisplayedorChanged:
Note:
Youhave3optionstodisplaylineitems:
Openitems:youcandisplayopenitemstoaspecificdate(openitemsmeansitemsthatnotyetcleared).
Cleareditems:youcandisplaycleareditemsfromadatetoaspecificdate(cleareditemsmeansasexample
invoicespaid) 52
Allitems:youcandisplayallitems(openandcleared)fromadatetoaspecificdate.
(PTO)
4.FortheLineItemsselection:
Note:
Youhave3options:
Normalitems:Invoices,paymentsandcreditmemos.
Noteditems:Notused.
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Parkeditems:documentsnotyetposted.
5. PresstheExecuteicon,alistofLineItemsisdisplayed.
53
(PTO)
6.Firstyouwillfinddescriptionsforsomesymbolsinthescreen:
IconDescription Icon Description
Meansthisitemisstillopen. Meansthisdocumentisnotyetposted.
Meansthisitemiscleared. Meansthisdocumentwasposted.
7.Secondyouhavesomeiconsinthetoolbar:
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ChangeDocument Subtotaliconmakesubtotalstospecificcolumn
Displaycheckinformation Changelayouticonusedtochangethecolumns
displayed.
AccountMasterData Selectlayouticonusedtochangethelayoutby
anothersavedlayout.
Filtericontofilterbyanycategoryavailable. Savelayouticonusedtosavespecificlayout.
Sortascending SortinDescendingOrder
8.ToDisplaytheLineItemclickonthecheckboxthenpresstheDisplay icon.
9.ToChangetheLineItemclickonthecheckboxthenPresstheChange icon.
Note:
Certainfieldscanbechangedforeachtypeofaccount.
FieldstobechangeddifferswhethertheLineItemwasposted,openorcleared.
54
1.11ClearG/LAccount:
Use
RunningtheclearingprogramcanclearopenitemsonaG/Laccount.Thisprogramusespredefinedcriteriato
grouptogetheropenitemsperaccount.Ifthebalanceofthegroupofopenitemsequalszeroinlocal,foreign,and
whereapplicable,theparallelcurrency,theitemsaremarkedascleared.
Procedures :
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerAccountClear
Transactioncode F03
1.OntheClearG/LAccount:HeaderDatascreen,enterinformationinthefieldsasspecifiedinthetablebelow:
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55
(PTO)
Fieldname Description R/O/C Useraction&values Comment
Account ThenumberoftheG/Laccounttohave R EnterintheG/Laccount Youmayonlyclearitems
ya
Ja
nt
clearingdate.
thetransaction. defaultbysettingediting
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profile.
Period 2charidentifierusedindicatetheperiod R Defaultstocurrentperiod,
inwhichthepostingwillbeplaced. basedontheclearingdate.
NormalOIArea Indicatesthatonlystandardopenitems R Defaultissetsothatonly
aretobetakenintoconsiderationduring normalopenitemswillbe
clearing. takenintoconsiderationfor
clearing.
Additionalselections Aseriesofotherdocumentselection R Thedefaultselectionis
Area criteria.
None.
Clickonanysingle
selectionoptiontolimitthe
Note:OnAbovetableincolumnR/O/C,R=Required,O=Optional,C=Conditional
openitemlistgenerated.
2.PressEnterortheProcessopenitems icon.tocontinue
(PTO) 56
3. OnscreenClearG/LAccount:Processopenitems,doubleclickonthedollaramountfieldoftheitem(s)tobe
cleared.
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4. Asyouselecteachitemfromthelistofopenitems(doubleclick),thetotalamountwillappearintheAssigned
field.Foranacceptableclearingtransactionsituation,thisfieldmustequalzerobeforeyoupostthetransaction.
5.PressthePost icontoorpress(CtrlS)postthepayment
6. Asystemmessagewillappearindicatingthattheclearingdocumenthasbeencreatedandasystemgenerated 57
numberwillbeattributedtothatdocument.
(PTO)
7. Youhavefourtypesofopenitemsclearing:
a.StandardClearing:
StandardClearingmeansthepaymentamountisequaltotheopenitemamountwithoutany
differences.b.PartialPayment
Apartialpaymentisapaymentthatispostedtoanaccountwithoutanyopenitemsbeingcleared.Youassignthispartial
paymenttoanopenitem.Whenyoupostthepartialpayment,thesystemmarksthedocumentnumberoftheoriginal
openiteminthelineitemforthepartialpayment.Theoriginalopenitemandthepartialpaymentremainopen.
c.Residualitems
Aresidualitemresultswhenapaymentismadeforlessthantheactualamountoutstanding.Youcleartheoriginalopen
item,andthesystempostsanewopenitem.Thisnewopenitemisforthesameamountastheoriginalopenitemminus
theamountpaid.
d.Withholdingtax
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8. OntheClearG/LAccount:Processopenitemsscreen,theStandardtab,makethefollowing:
9. AfterenteringthescreenClearG/LAccountProcessopenitems,bydefaultallitemsactivated.Todeactivateall
Maydipal
itemsfirstchooseSelectall andthenDeactivateitems .AfterwardsyoucanchooseSelectandthen
le
Activateitems, inordertoselecttheappropriateitems,whichyouwanttoclear.
10.Theactivateditems(representedinbluewriting)canbecomeafterwardscleared,ifinthefieldNotassignedcontainsan
amountof0,00orthedifferencedoesnotexceedthetolerancelimitforusers.
11.OntheEditingStatus,thefollowingdataappears: Comment
Fieldname Description
Numberofitems Numberofitemsdisplayedinthelist.
Displayfromitem Firstitemtobedisplayedonthepage.
currency Currency/Local
Currency>
Amountentered Amounttobecleared. <0>
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Assigned Totaloftheactiveitemsdisplayed. <0>
DocumentOverview FieldContentSearch
ClearingText FindAmount
Distributedifference DisplayGross/NetAmount
Chargeoffdifference DisplayCurrency
Select ActivateCashDiscount
SelectBlock DeactivateCashDiscount
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13.PresstheDocumentOverview Icontodisplaythedocument.
Note:TheClearingDocumentmayhavenolineitems.
14. PressthePosticontoposttheclearing.
15. Thefollowingmessageappearswhere100000059istheclearingdocumentnumber
16. Writedownthedocumentnumberforyourreference.
59
1.12ResetClearedItems:
Use
Youcanresetclearingproceduresforindividualdocuments.Whenresettingclearingpostings,theclearingdatais
removedfromthelineitems(andthereversaldata,whereitexisted,isremovedfromthedocumentheader.)The
documentchangesareloggedandcanbedisplayedinthechangedocuments.Paymenthistoryandcreditlimitwill
becorrected,whenneeded,afterresettingcleareditemsinAccountsReceivable.Thisprocesswillbeutilizedfor
openingmisappliedpaymentsandforreversingandreissuingcreditrefunds.
Procedure
SAPEasyAccess
AccountingFinancialAccountingAccountsPayableDocumentResetClear
Document
Transactioncode FBRA
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1.OntheResetClearedItemsscreen,enterinformationinthefieldsasspecifiedinthetablebelow:
2. Ifthereisanycorrespondencethatiscurrentlyinthequeuetobeprinted,thesystemwillaskyouifyouwanttodeactivateanyopencorrespondence.YoushouldclicktheYesoption.
3.PressResetClearedItems toresetthedocument(s.)
4. Adialogboxwillpopupwith2options:ResettingandResettingandReverse
5. SelectOnlyresettingbydoubleclickingontheselectionbox.Thiscancelsandreopensdocumentsclearedby
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paymentallocationorothercleareditems.
6. SelectResettingandreversebydoubleclickingontheselectionbox.Thiswillcancelcreditrefundsand
reissue.
Notes:
Ifthedocumentisinvolvedwithanotherclearingdocument,thesystemwillgenerateanerrormessagethatthe
documentisnotpurelyaclearingdocument.
Thiserrormessagewilldisplaythefollowing:
Diagnosis:the system will display what other items are involved and notify you that the document will not be
reset. 61
Systemresponse:notificationthatthepaymentcannotbereset.
Procedure:thesystemwillgiveyouinstructionstocheckyourdataandcorrectyourentry.Itwillinstructyouto
resettheotheritemstobeabletoresetthisone.
Iftheitemsarearchived,thesystemwillcheckthearchivesandifthedocumentisfounditwillbereset
.Otherwise,theA/Rcontrolclerkwillhavetoperformthefollowingprocedure:
oIfthepaymentistoberesetandclearedagain,theclerkshouldutilizePostwithclearing.
oIfthepaymentistoberesetandleftopen,thecontrolclerkshouldutilizePostwithoutclearing.TheopenitemswouldthenberesolvedbytheCreditdepartment.
7. WhenselectingResettingandReverse,ontheReversaldatabox,entertheinformationfromthetable
below:
Fieldname Description R/O/C Useraction&values
Reversalreason Reasonforreversingadocument. R Entertheproperreasoncode
basedontheprocessyouwill
perform.
Postingdate Datewhenadocumentisreversed. R Entercurrentdate.Thishasto
betodaysdateforauditing
purposes.
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Fiscalyear Definesaperiod,12monthsasarule, R Enteryearthatthecleareditem
forwhichthecompanyistocreateits wasposted.
inventoryandbalancesheet.
Note:OnAbovetableincolumnR/O/C,R=Required,O=Optional,C=Conditional
8.Selecttheinthe Reversaldatabox.
9.Selecttheinthe Informationboxtopostthedocument.
10.Selectthe inthenextInformationboxtocompletetheresetofcleareditems.
11. IfselectingOnlyresettingontheReversalofclearingdocumentbox:
12. ClickontheOnlyresettingbuttontoresetthecleareditem.
13. Ifresettingcleareddocumentsthatwereclearedwithoutposting,afterenteringtheinformationontheResetcleared
itemsscreenandselectingtheSavebutton,amessagewillappearthatthecleareddocumentswerereversed.
62
1.13ProcessAutomaticClearing:
Use
Youcanusetheclearingprogramtoclearopenitemsfromcustomer,vendor,andG/Laccounts.Thisprogram
usespredefinedcriteriatogrouptogetheropenitemsperaccount.Ifthebalanceofthegroupofopenitems
equalszeroinlocal,foreign,andwhereapplicable,theparallelcurrency,theitemsaremarkedascleared.
Procedure
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerPeriodicProcessAutomatic
ClearingWithoutSpecificationofClearingCurrency
Transactioncode F.13
1. OntheAutomaticClearingscreen,enterinformationinthefieldsasspecifiedinthebelowtable
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GENERALSELECTIONSareacriteriacanbespecifiedastowhichitemstoclear.
Forexample,youcanselectvariouscompanycodes,fiscalyears,documentnumbersorpostingdates.Ifyou
leavetheseselectionsblank,thesystemwillselecteverything.
63
Input:
Fieldname Description R/O/C Useraction&values
CompanyCode Enterthecompanyyouneedtomaketheclearinginit. R <3300>
SelectG/Laccounts Indicator.
Assignment Enterassignmentifyouneedtoclearspecialassignments(regularly
notused).
Postingdate Enterpostingdateifyouneedtoclearspecialpostingdates
(regularlynotused).
Assignthisflagifyouneedtoclearcustomersautomatically. R/C
Assignthisflagifyouneedtoclearaspecialcustomerstransactions
automatically.
SpecialG/LIndicator EnterspecialGLcode.
Custom
Customeraccounts Entercustomerscodesyouneedtoclear.
Assignthisflagifyouneedtoclearvendorsautomatically. R/C
Assignthisflagifyouneedtoclearaspecialvendorstransactions
automatically.
SpecialG/LIndicatorVend EnterspecialGLcode.
Vendorsaccounts Entervendorscodesyouneedtoclear.
G/Laccounts EnterGLaccountscodesyouneedtoclear
AssignthisflagifyouclearGR/IRaccount
64
Note:OnAbovetableincolumnR/O/C,R=Required,O=Optional,C=Conditional
3. UnderthePOSTINGPARAMETERSarea
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effective. i.e.EndofMonthEOM. date.
TestRun TheTestModeoptionis O RuntheclearingprograminTestMode
defaultedontheParameter toreviewthedatapriortoaproduction
screen. run.
4.UndertheOUTPUTCONTROLarea
5. ChooseExecuteorpress(F8).
6. ChooseBackorpress(F3).
7. Deselectthefieldtestrun,allfurtherentriesremainunchanged.
65
8. ChooseExecuteorpress(F8).Youwillperformtherealrunthesystemdisplaysthewarning:Thisprogramrunisa
productionrun.
9.ChooseEntertoconfirmthewarningandtostarttherun.
1.14AutomaticClearingwithClearingCurrencySpecified:
Use
Youcanusetheclearingprogramtoclearopenitemsfromcustomer,vendor,andG/Laccounts.Thisprogramuses
predefinedcriteriatogrouptogetheropenitemsperaccount.Ifthebalanceofthegroupofopenitemsequalszero
inlocal,foreign,andwhereapplicable,theparallelcurrency,theitemsaremarkedascleared.
Procedure
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerPeriodicProcessAutomatic
ClearingWithSpecificationofClearingCurrency
Transactioncode F13E
1.OntheAutomaticClearingscreen,thesamestepsas F.13,exceptforthePosting
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transactionmakethefollowingentries: parameters
ClearingCurrency Currencyfortheclearing
Clearingcurr. Youcanspecifyclearingcurrency
Fromassignment fromassignmentorentera
66
clearingcurrency
TheTestModeoptionis RuntheclearingprograminTest
defaultedontheParameterscreen. Modetoreviewthedatapriortoa
productionrun.
3.UndertheOUTPUTCONTROLarea.
errorlog accountsnotcleared.
4. ChooseExecuteorpress(F8).
5. ChooseBackorpress(F3).
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6. Deselectthefieldtestrun,allfurtherentriesremainunchanged.
7. ChooseExecuteorpress(F8).Youwillperformtherealrunthesystemdisplaysthewarning:Thisprogramrunis
aproductionrun.
8. ChooseEntertoconfirmthewarningandtostarttherun.
Result
Alogoftheprogramrunisprovided.PerGeneralLedgeraccountallgroupsofopenitemsarearranged,whichshowthe
same clearing amount in the debit and credit .If the clearing criteria agree a clearing date as well as a clearing
documentnumberisindicated,underthattheclearingtookplace.
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1.15RecurringEntries:
1.15.1RecurringDocuments:
Use:
Somebusinesstransactionsarerepeatedregularlyeveryperiodorquartersuchasrentandinsurance.SAPgives
theRecurringEntryoptiontomakethisentryonetimeandruniteveryperiodandhavethesamefinancialeffect.
ThefollowingdataneverchangeintheRecurringEntry:PostingKeyAccountLineitemAmounts.
YouentertherecurringdatainaRecurringEntryoriginaldocumentandthenruntheRecurringEntryProgram.
Procedure:
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerPostingReferenceDocuments
RecurringDocument
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TransactioncodeFBD1
1.OnthescreenEnterRecurringEntry:Headerdata,enterinformationinthefieldsasspecifiedinthetable
below:
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Input:(PTO)
Fieldname Description R/O/C Useraction&values Comment
Copytexts
Documentty
Currency/ra
Translation
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Documenthe
text
Tradingpart
BA
Postingkey
Account
Sp.G/L
I
n
c
o
69 l
u
m
n
/O/Cofabovetable,R=Required,O=Optional,C=Conditional
2.Selectthe Entericontoproceed.
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7
0
3. OnscreenEnterRecurringEntry:AddG/LorVendoritem,enterinformationinthefieldsasspecifiedinthe
tablebelow
Note:Thisviewchangedependingontheaccountentered(expenseaccountdiffersfromcurrentassetaccountetc.)
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Input: Description R/O/C Useraction Comment
Field
name &values
Amount Amountofthepostingtoapplytotheaccount R Entertheamount
enteredonthepreviousscreen.
Calculate Automaticallycalculatestaxduring C Checkifapplicable
tax simulationorposting.
Taxcode C Enterifnecessary. Conditionalbasedonaccount.
Ifthecashdiscountrates
(anddays)havenotbeen
entered,thebaselinedatefor
paymentisthesameasthe
Textswithanasteriskatthe
firstpositionaretransferred
intothelineitemlistforthe
correspondence,forexample,
Jayanthindunningletters
orpaymentconfirmations.It
isarequirement,thatthe
"Segmenttext"ispresent
theformforthe
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Onlyenterifthisisnot
thepreviousaccountwas
correspondence.
notthelast.
Onlyenterifthisisnot
thepreviousaccountwas
notthelast.
72
Fieldname Description R/O/C Useraction&values
Blinedate Datetowhichtheperiodsforthecashdiscount C Acceptproposeddateorenter
deadlineandtheduedatefornetpaymentrefer adifferentdate.
.Thisisthecaseforlineitemsinopenitem
accounts.
ForlineitemsinG/Laccounts,theitemisdue
immediatelyonthisdatebecausetherearenocash
discountspecifications.
Days% Periodwithinwhichapaymentmustbemadein C Acceptproposedvaluesor
ordertotakeadvantageofthefirstcashdiscount enternewvaluesif
terms. applicable.
Text Containsanexplanatorytextonthelineitem. R Enteratextmanuallyor
transferastandardtext.To
transferastandardtextyou
enterthecorrespondingtext
variablewithaprefixed
equalssign=(XXXX.)
5. NextscreenfortheSecondLine
Item:(PTO)
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Comment
6.PressOverview icontoviewthedocument.
73
7. OntheEnterRecurringEntryDisplayOverviewscreen,youcanseethedocumentthatistobepostedafterwards.
8.Whensatisfiedwiththeresults,selectDocumentPostorPressthePost icontosavetherecurringentryand
recordtheposteddocumentsnumber.
9. Thefollowingmessageappearswhere100000059isthedocumentnumber
10. WritedowntheRecurringDocumentnumberforyourreference.
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74
1.15.2ChangeRecurringDocuments:
Use:
ChangingarecurringdocumentissimilartochangingotherFIdocumentsexceptthatallthelineitemsinrecurring
documentsareopenforchange.Thedocumentheaderinformationontheotherhandisstillveryrestrictiveforchanges
.RecurringdocumentmayalsobeaccessintheGeneralLedger,AccountsPayableandAccountsReceivable.ThisBPP
willdemonstrateonhowtochangearecurringdocumentinAccountsPayable.Theproceduresthoughareverysimilarin
AccountsPayable,AccountsReceivableandGeneralLedger.
Procedure:
SAPEasyAccess AccountingFinancialAccountingGeneralLedgerDocumentReference
DocumentsRecurringEntryDocumentChange
Transactioncode FBD2
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1.OnscreenChangeRecurringDocument:InitialScreen,enterinformationinthefieldsasspecifiedinthebelowtable:
75
(PTO)
Notes:
Asstandardwhenyouenterthetransaction,thelastposteddocumentmadebyanyuserappearsautomatically.
IfyouknowthedocumentnumberthatyouneedtochangetypethenumberdirectintheDocumentNumberfield.
IfyoudonotknowtheDocumentnumberpress thefollowingscreenappears:
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2. FromthisscreenyoucanselectdocumentsbyfieldslikeDocumenttype,Postingdate,Entrydate,etcandthen
presstheExecuteicon,alistofdocumentsappeariffound.
3. DoubleclicktheDocumentyouwanttochangeorpresstheChooseicon
4.Press tocontinue.
5. OnscreenDocument:Overview,editoneormorelineitemsbydoubleclickingthelineitemandchangingthe
datacontainedinit.
Toeditthedocumentheaderinformation,select Goto Doc.Header.YoucanthenaddorchangetheReferenceNumberand
Textfieldsinthedocumentheader. 76
Toedittherecurringentriesdata,suchastherunschedulegointotheChangeDocumentoverviewscreenandthenselectGotoRecurringentrydata.YoumaychangetheNext
RunDate,LastRunDate,Intervalinmonths,Rundate,Runschedule,NumberofrunsandDeleteCodefields
6.DoubleclicktheLineItemyouwanttochange,forexamplethefirstlineitem.
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7.InordertochangeRecurringEntryDataselectfromtheMenuBarGotoRecurringEntryData
77
Note:IncaseyouneedtodeletetheRecurringDocumentforanyreasonsettheDeletionIndicatorField
8.MakethechangesyouneedandpresstheBack buttonthenpresstheSave button,themessage
Note:
YoucannotchangetheDocumentHeader(Postingdate,Documentdate,andDocumenttype.)
YoucannotchangeAmountandCostCentreorOrder.
YoucanchangeText,Assignment,TermsofPayment,BaseLinedate,PaymentMethodonly.
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78
1.15.3DisplayRecurringDocuments:
Procedure:
SAPEasyAccess AccountingFinancialAccountingGeneralLedgerDocumentReference
DocumentsRecurringEntryDocumentDisplay
Transactioncode FBD3
1. Performthesamestepsliketheprevioustransaction,butonlyfordisplayingnotchangingtheDocument.
2. DoubleclicktheRecurringDocumentyouwanttoDisplay
3.DisplaythedocumentandafterthatpresstheBack icontogotothemainmenu.
4. IncaseyouwanttoDisplaytheRecurringEntrydata,FromGotoRecurringDataEntrythefollowingscreenappear:
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5.Press toexitthisscreen.
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1.15.4DisplaychangesinRecurringDocuments:
Use:
Toviewthelastchangesthathavebeenmadetoacertaindocumentandthefieldsthathasbeenchanged.
Procedure:
SAPEasyAccess
AccountingFinancialAccountingGeneralLedgerDocumentReference
DocumentsRecurringEntryDocumentDisplayChanges
Transactioncode FBD4
1.OntheRecurringDocumentChanges:InitialScreen,makethefollowingentries:
MaydipalleJayanth
Fieldname Description R/O/C Useraction&values
CompanyCode EnterCompanyCodeyouneed R
todisplayitsrecurringdocument
changesinit.
DocumentNumber TheNumberofthedocument R
youwanttodisplayits
changes
FiscalYear Theyearyouareworkingin. R
2.ThenPressEnter,thefollowingscreenappears: 80
3.Doubleclickthelineyouneedtodisplaythechangesmadeinit,orpresstheAllchanges icon.
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4.DisplaythedocumentchangesandafterthatpresstheBack icontogotothemain.
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1.15.5DeleteReferenceDocument(RecurringEntry):
Use
Youcanonlydeleterecurringentrydocumentsthatareflaggedfordeletion.Therecurringentryprogram
automaticallyflagsrecurringentrydocumentsfordeletionifthenextrundatedeterminedbytheprogramisafter
thelastscheduledrundate.Thesystemtherebyindicatesthattherecurringentrydocumentisnottobeused
again.Youcanalsosetthedeletionflagyourselfintherecurringentrydocument.
Whenyouusearunschedule,theprogramflagsarecurringdocumentfordeletionifthereisnorundateinthe
schedulewhichislaterthanthecurrentrundate.Inthiscasetheprogramtellsyouwhichrecurringdocumenthas
beenflaggedfordeletion.Youcanremovethisflagif,forexample,youhavenotyetenteredallrundates.Make
sureyouthencompletetherunschedule.
Therecurringentryprogramnolongerusesrecurringdocuments,whicharemarkedfordeletion.
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Prerequisite:
Recurringdocumentscanonlybedeletediftheyhaveadeleteflaginthedocumentheader.
Procedure:
SAPEasyAccess AccountingFinancialAccountingGeneralLedgerDocumentReference
DocumentsRecurringEntryDocumentDelete
Transactioncode F.56
1.OnthescreenDeleteReferenceDocuments,enterinformationinthefieldsasspecifiedinthetablebelow:
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Note:Onbellowtable,incolumnR/O/C;R=Required,O=Optional,C=Conditional
Fieldname Description R/O/C Useraction&values Comment
Companycode(s) Thecompanycode(s)thatcontainstherecurring R Thisfieldisoptional.Howeveryou
documenttobedeleted. shouldenteracompanycodeto
avoidinadvertentlydeleting
documentsinothercompanycodes.
Documentnumber(s) Thedocumentnumber(s)oftherecurring R
documentthatistobedeleted.
Fiscalyear(s) Thefiscalyear(s),whichcontainstherecurring R
documentthat,istobedeleted.
Referencedocument Thedocumenttypeoftherecurringdocument R InputDocumenttypeas D=Recurringdocuments
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recurringdocumentsthataretobedeleted
beforetheactualdeletionofthedocuments
occurs.
2. FortheindicatorTestRun,checkifyouwanttorunthisprograminatestmode,wherenochangesaremade.
pall
Ma
ydi
3. ThenPresstheExecute icon.
4. Listofthereferencedocumentsthatcanbedeletedisdisplayed.
5.TakeanotewiththeDocumentNumberyouwanttodelete.
6. PresstheBack iconandremovetheTestrunindicator.
7. WritetheDocumentNumberintheDocumentnumbersfiledandPresstheExecute icon.
8. Thisfollowingwarningappears,PressYesifyouwanttodeletethedocumentorNoorCancelifyoudontwantto
deleteit.
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9.Thismessageappears thatmeansThedocumenthasbeendeleted.
1.15.6EvaluatingRecurringentryDocuments:
Use:
Youcanevaluaterecurringentriesaccordingtothefollowingcriteria:
Timeperiod:Todothis,enterastartand/oranenddate.Thesedatesrefertothespecificationsmadeastothefirst
andlastrundatestoredintherecurringentrydocument.
Documentsnotexecuted
Documentstobeconsideredinthefuture:Toconsiderthesedocumentsforthenextrunoftherecurringentry
program,entertherequiredsettlementperiod.
Ifrequired,youcanrestrictthisevaluationtocertainaccounts.
Procedure:
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SAPEasyAccess AccountingFinancialAccountingGeneralLedgerPeriodicProcessing
RecurringEntriesLists
Transactioncode F.15
1. OntheRecurringEntryDocumentsscreen,makethefollowingentries:
84
Fieldname Description R/O/CUseraction Comment
&values
CompanyCode EnterCompanyCodeyouneedtoviewitsrecurring R Mandatory
documents.
DocumentNumber TheNumberofthedocumentyouwanttodisplayits O
recurringentryonit.
FiscalYear Theyearyouareworkingin. R
FurtherSelection
Createdby TheNameoftheuserwhocreatedtherecurring
documents.
Nonfilleddocuments Ifyouwanttherecurringdocumentswhichhavenot Setindicator Ifneeded
yetbeenexecutedarealsodisplayed.
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CustomerAccounts Todisplaycustomeraccountsthathasrecurring Setindicator Ifneeded
documents.
VendorAccounts TodisplayVendoraccountsthathasrecurring Setindicator Ifneeded
documents.
DisplayG/LAccounts TodisplayG/Laccountsthathasrecurring Setindicator Ifneeded
documents.
2.PresstheExecuteicon
3. Thesystemdisplaysalistoftheexistingrecurringentryoriginaldocuments.Youcanselectdocumentsthatarestill
tobeexecuted,and/ordocumentsthatwillnotbeexecuteduntilthenexttimetherecurringentryprogramisrun.
4. Thelistdisplaysthedateofthenextpostingrun.
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1.15.7ExecuteRecurringEntry:
Use:
Inthisstepyoucreatepostingdocumentsfromtherecurringdocuments.
Tocreateaccountingdocumentsfromrecurringentryoriginaldocuments,youhavetoeitherruntherecurring
entryprogramorscheduleittoberun.Therundatesyouenterintheoriginalrecurringentrydocumentsarenot
sufficienttocreateaccountingdocuments.Youmustruntherecurringentryprogramattheappropriateintervals
andspecify,byenteringasettlementperiod,whichrecurringentryoriginaldocumentsaretobeincludedinthe
run.
Therecurringentryprogramgeneratesabatchinputsession.Thiscontainstheaccountingdocumentsthatareto
becreated.Afterrunningtherecurringentryprogram,processthisbatchinputsessiontocarryoutthepostings.
Prerequisite:
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Recurring documents have to be posted.
Procedure:
AccountingFinancialAccountingGeneralLedgerPeriodicProcessing
SAPEasyAccess
RecurringEntriesExecute
Transactioncode F.14
2. OntheCreatePostingDocumentsfromRecurringDocumentsscreen,makethefollowingentries:
86
Fieldname Description R/O/C Useraction&values Comment
CompanyCode EnterCompanyCodeyouneedtomakethe R Mandatory
runthepostinginit.
DocumentNumber TheNumberofthedocumentyouwanttorun O
therecurringentryonit.
FiscalYear Theyearyouareworkingin. R
Settlementperiod Enterthedateoftheperiodyourun(formday Defaultbutcanbechange
1today31)
Batchinputsessionname EnterBatchNamewhichyouhaveauthority
on.
Note:
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Youwillrunthebatchinputsessiontoaffectthefinancialstatement
2.PresstheExecute icon,amessageshouldappeartoyouSessionwascreated.
Thisbatchinputsessionhastobeprocessedsotheactualdocumentsareposted.
Note:
Ifthismessagedoesnotappear,oneofthefollowinghashappened:
Therecurringentryoriginaldocumentwasnotcreatedcorrectly.
Yourselectionfortherecurringentryprogramwasincorrect.
Anotherpersonhasgeneratedyourrecurringentry.
Processonlythesessionthatyoucreatedbyyourself.
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1.15.8RunningBatchInputSession:
Use
Thisactivityrunsthebatchinputsession.
Prerequisites
Abatchinputsessionmustexistorbecreated.
Procedure
SAPEasyAccess
SystemServicesBatchInputSessions
Transactioncode SM35
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1.OntheBatchInput:SessionOverviewscreen,selectasessiontoprocessandchooseProcessSession(F8).
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2. OntheProcessSessionCreatescreen,selectamode(Displayerrorsonlyispreferred,butProcess/foregroundand
Backgroundalsowork.)
3.ThenchooseProcess orEnter.
Process/foreground:AllthescreensaredisplayedandmustbeconfirmedwithEnter Maydipalle
DisplayErrorsOnly:Thedocumentsarenotpostedintheforeground;onlydocumentswitherrorsaredisplayed,which
youcancorrect.
Background:Thedocumentsarenotpostedintheforeground.Documentswitherrorsremaininthesessionandcanthen
beprocessedandcorrectedintheforeground.
Checkmanuallywhetheralldocumentsofasessionwereposted.Youcanseethisinthesessionoverview.Ifasession
wasprocessedintheforeground,theselectionscreenSessionSuccessfullyProcesseddisplaysaftertheposting.Confirm
theselectionscreenwithEnter.
Correctanyerrorsthatshowduringprocessing.
Result
Accountingdocumentsarepostedandrecurringdocumentsareupdatedwithprocessingdata(nextrunonandnumberof
runs
.)Todisplayaposteddocument,usetransactioncodeFBL1N.
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1.15ClosingProcedures:
1.15.1Reports
Reports
Posting KEYS
Posting Debit\Cre Account
keys Name dit Types
General Ledger 40 Debit Entry Debit G\L Account
Balance sheet and Profit & Loss F.01 50 Credit Entry Credit G\L Account
account S_ALR_87012284
Trail Balance S_ALR_87012310 8 Payment Clearing Debit G\L Account
Ledger S_ALR_87100205 10 G\L postings Debit G\L Account
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G/L Account Balances S_ALR_87012277 81 Cost Debit G\L Account
Cash Flow Statement S_ALR_87012253 86 GR\IR Debit Debit G\L Account
Document Journal at summary l S_ALR_87012287 96 GR\IR Credit Credit G\L Account
Document Journal at line item le S_ALR_87012291
GL Account List S_ALR_87012328 14 Other Payables Credit Vendor
Display Changes to GL Accounts S_ALR_87012308 21 Credit Memo Debit Vendor
Check Number Ranges S_P99_41000102 22 Reverse Invoice Debit Vendor
Chart of Accounts S_ALR_87012326 24 Other Receivables Debit Vendor
VAT Return S_ALR_87012357
25 Outgoing payment Debit Vendor
Periods S_ALR_87013642
26 Payment Difference Debit Vendor
27 Clearing Debit Vendor
Accounts Payable
28 Payment Clearing Debit Vendor
Vendor List S_ALR_87012086
Vendor Wise Purchases S_ALR_87012093 29 SPL G\L Debit Debit Vendor
Vendor Outstanding List S_ALR_87012083 31 Invoice Credit Vendor
Age wise Analysis of Vendors S_ALR_87012085 32 Reverse Credit Memo Credit Vendor
Advance Report S_ALR_87012105 34 Other Payables Credit Vendor
Vendor's Ledger S_ALR_87012103 35 Incoming payment Credit Vendor
36 Payment Difference Credit Vendor
Asset 37 Other Clearing Credit Vendor
Asset History Wise S_ALR_87011965 39 SPL G\L Credit Credit Vendor
Asset History By Asset Wise S_ALR_87012075
Depreciation Run AFAB
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70 Debit Asset Debit Asset
Depreciation Forecast S_ALR_87012936
75 Credit Asset Credit Asset
3 Bank Charges Debit Asset
1.17FrequentlyUsedTransactionCodes:
SL Particulars Transactio
No nCode General Ledger
I DocumentPosting
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Document
Display Document FB03
Managed A/cs
Block GL Account FS00
Unblock GL Account FS00
IIDocumentParking
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Define Document Change Rules OB32
IV Reversals
VI SampleDocuments
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Creation of Sample Document F-01
Run)
SLNo Particulars Transaction
Code
VIII TaxonSales/Purchases
Define Tax Procedures OBQ3
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Transactions
Creation of "VAT Pool A/c" G/L Account FS00
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SLNo Particulars Transaction
Code
I Transactions Accounts Payable
Posting of Vendor Invoice F-43
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Vendor Credit Memo - Enjoy Transaction FB65
II Banks(HouseBanks)
CreationofCheckLots FCHI
ManualCheckUpdates FCH5
DisplayCheckRegister FCHN
ChangeCheckIssueDate/Check FCH6
EncashmentDateUpdating
CreationofVoidReasonCode FCHV
VoidCheck/UnissuedCheckCancellation FCH3
III AdvancePaymentsorDown
Payments
Down Payment Request (Noted Item) F-47
Down Payment Made F-48
Purchase Invoice Posting F-43
Transfer of Advance from Special G/L to F-54
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IV AutomaticPaymentProgram
Assign Payment Method in Vendor Master XK02
Creation of Check Lots FCHI
Payment Run F110
v ExtendedWithholdingTax
Vendor Master
Purchase Invoice Posting F-43
Create Remittance Challan J1INCHLN
CreationofAssetMaster AS01
CreationofSubAssetMaster AS11
MainAssetPurchasePosting F90
SubAssetPurchasePosting F90
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AssetExplorer AW01N
AssetHistorySheet S_ALR_870
11965
DepreciationRun AFAB
II SettlementofCapitalWorkin
Progress
CreationofCapitalWorkinProgressAsset AS01
Master
PostingofTransactions(Commissioning F90
Charges)
CreationofMainAssetMastertowhich AS01
AssetUnderConstructionistobesettled
SettlementofCapitalWorkinProgress AIAB
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SLNo Particulars Transaction
Code
III OtherTransactions
Transfer of APC Asset Values - Periodic Asset ASKB
Postings
Reconciliation of Assets with General Ledger ABST2
Sale of Asset F-92
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Transfer of Asset ABUMN
936
Fixation of the Schedule as per the Indian AR02
Company's Act (or) Asset History Sheet
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JayanthMaydipalle
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