General Ledger Accounting Training Manual

Transcription

1 General Ledger Accounting Training Manual Author: Ask SAP Expert Note: This Training material has been prepared taking reference from SAP Best Practice documentation from SAP. Some business process has been updated, modified according to Juniper specific Requirement

2 Icons Icon Meaning Caution Example Note Recommendation Syntax External Process Business Process Alternative/Decision Choice Contents General Ledger... 4

3 1 Purpose Prerequisites Master Data FS00 Create GL Account Centrally Display GL Account: Change GL Account Post GL Document General Posting Posting with Reference Document GL Document Change Display GL Document Individual Document Reversal GL Reset Cleared Items GL Manual Account Clearing Account Line Item Analysis Account Balance Display Period End Processing Open Close Posting Period Maintain Exchange Rate Recurring Entries Account Maintenance: Automatic Clearing Account Maintenance: Manual Clearing Accrual Posting FOREX Evaluation Year End Processing GL Balance Carrying Forward... 76

4 General Ledger 1 Purpose The central task of G/L accounting is to provide a comprehensive picture of external accounting and accounts. Recording all business transactions in a software system that is fully integrated with all the other operational areas of a company ensures that the accounting data is always complete and accurate. The SAP FI General Ledger Accountant has the following features: Free choice of level: corporate group or company Automatic and simultaneous posting of all subledger items in the appropriate General Ledger Accountant accounts (reconciliation accounts) Simultaneous updating of General Ledger Accountant and cost accounting areas Real-time evaluation of and reporting on current accounting data, in the form of account displays, financial statements with different financial statement versions and additional analyses. Essentially, the General Ledger Accountant serves as a complete record of all business transactions. It is the centralized, up-to-date reference for the rendering of accounts. Actual individual transactions can be checked at any time in real-time processing by displaying the original documents, line items, and transaction figures at various levels such as: Account information Journals Totals/transaction figures Balance sheet/profit and loss evaluations 2 Prerequisites The business roles have been assigned to the user who is testing this scenario. 3 Master Data Functionality This Transaction will create/change/display a GL account centrally Scenario To create a GL account and extend to company code. To Display, Change, Block and Delete GL Account after Creation. Prerequisites Chart of Account and Account Group have been defined.

5 3.1 FS00 Create GL Account Centrally Menu Path Transaction Code Accounting Financial Accounting General Ledger Master Records FS00 Centrally FS00 1. Double click on FS00 Centrally. LIST OF ACCOUNT GROUP Chart of Accts Account Group From account To account Description OCOA Share Holders Fund OCOA Secured Loan OCOA Unsecured Loan OCOA Long Term Provision OCOA Others Non Current Liabiliti OCOA Accounts Payable OCOA Current Liabilities OCOA Short Term Provision OCOA Statutory Dues Payables OCOA Clearing Account OCOA Fixed Assets OCOA Investment

6 OCOA Cash & Bank OCOA Account Receivables OCOA Inventories OCOA Current Assets OCOA Revenue OCOA Operating Expenses OCOA Finance Cost & Charges OCOA Depreciation OCOA Labor & Compensation OCOA Other Expenses OCOA Non Operating Expenses 2. Update GL Account Number and select the corresponding Account Group. Top Right hand side of the screen looks as follows with multiple icons. Each of the icons are described as follows: Click on this to display a GL Account Click on this to change a GL Account Click on this to create a GL Account existing GL Account. Click on this to create a GL Account with reference to an Click on this to block a GL Account for posting and creation Click on this to delete a GL Account Step 3. Select Create Button

7 Select create Account Group button and update the following fields: Labor and Compensation GL Code Company Code PL or BS Account SPCL Check PL Short Text Test 123 Long Text Test 123 Field Status Group Currency OI Management G001 Leave blank if foreign currency not required Check for all clearing Accounts Line Item Display Sort Key 001 Post Automatic Tax Category * / + / - Check for all accounts except Recon Account Check if do not require to post manually. Post without tax code Recon Account Check to allow posting without tax code If the GL is a Reconciliation Account then select as Follows: A: Asset K : Vendor D : Customer

8 Account Group: This provides number range and controls field status of the GL Master Data. Account Currency: Defaulted with company code currency. Change if difference currency required.

9 Field Status Group: This controls field status of the GL Line Item in an Accounting Document Save to create the GL Account. Result: GL Account has been created in the company code You can also change and display GL Account centrally using transaction code FS00. Else individually FSP0 and FSS0.

10 3.2 Display GL Account: Update GL Account and Company Code then Display Button. Click on to display a GL Account

11 3.3 Change GL Account Update GL Account number and Company code then select change button. Click on to change a GL Account

12 4 Post GL Document Functionality This is an SAP Enjoy transaction used to post GL documents. A Journal entry can be posted through this transaction. This transaction only allows GL posting, you cannot post to any account e.g. customer or vendor, asset etc. Scenario You want to post a journal entry which affect only General ledger accounts. Requirements None Menu Path Transaction Code Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document FB50 2. Double click on FB50 - Enter G/L Account Document. Enter G/L account document: Company code SPCL

13 3. Update the following fields: Field Name Field Description Values Doc. date Date of the document Posting Date Date of Accounting Currncy Document currency INR Doc. Header Text Header description Test FB50 Reference Document description Test FB50 G/L acct GL Account number D/C Amount doc.curr. Code identifying whether line item is a debit or a credit Amount to be posted for the line item Debit 1000 Cost center Cost center MEG1 G/L acct GL Account number D/C Amount doc.curr. Cost Center Code identifying whether line item is a debit or a credit Amount to be posted for the line item Credit 1000 MEG1 4. Click Enter.

14 5. You can simulate document before posting. To do so, click Simulate Button Document Overview. 6. To post the document, click Save 5 General Posting Functionality This is an SAP Enjoy transaction used to post GL documents. A Journal entry can be posted through this transaction. This transaction only allows GL posting, you cannot post to any account e.g. customer or vendor, asset etc. Scenario You want to post a journal entry which affect only General ledger accounts. Requirements None Menu Path Transaction Code F Double click on F-02 - Enter G/L Account Document. Enter G/L account document: Company code SPCL Accounting Financial Accounting General Ledger Document Entry F-02 - General Posting

15 8. Update the following fields: Field Name Field Description Values Doc. Date Date of the document Posting Date Date of Accounting Document Type Type of Posting SA Currency Document currency INR Reference Document description Test Posting Key Code identifying whether line item is a debit or a credit G/L acct GL Account number Amount document currency Amount to be posted for the line item Cost center Cost center MEG1 G/L acct GL Account number D/C Amount doc.curr. Code identifying whether line item is a debit or a credit Amount to be posted for the line item will be defaulted. If posting more than two lines then * can be given in the last line to get the balance amount in the last line item. 50 *

16 Click Enter item. To go to next line Click Enter. To go to next line item

17 9. You can simulate document before posting. To do so, click Simulate Button Go to document in the menu and select simulate.

18 Document Overview 10. To post the document, click Save 6 Posting with Reference Document Functionality This transaction code helps to post a new accounting document using a previously posted FI document as a reference. You can use this option to speed up data entry. Scenario You frequently post similar GL documents i.e. the amounts are different, but GL accounts are the same. You want to use one of the previously posted FI documents as a reference. Requirements Previously posted GL document. Menu Path Transaction Code Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document FBR2 11. Double click on FB50 - Enter G/L Account Document Enter G/L account document: Company code SPCL

19 12. Update the following fields: Field Name Field Description Values Doc. date Document date Currncy Posting currency INR Posting date Date that the business transaction occurred Select from the menu path: Goto -> Post with Reference. You can directly reach to this screen using transaction code FBR2. Post Document: Header Data

20 14. Update the following fields: Field Name Field Description Values Document number Company code This is the document number you want to use as a reference Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes SPCL Fiscal year Fiscal year number Click Do not propose amounts 16. Click. 17. Click Enter Button to confirm your entries. Post Document: Header Data

21 18. Click Enter Button to confirm your entries. General Ledger Accounting

22 19. Update the following fields: Field Name Field Description Values Amount Amount of the first line item Click Enter Button to confirm your entries. Post Document: Add G/L account item 21. Update the following fields: Field Name Field Description Values Amount Amount of the second line item * 22. Click Enter Button to confirm your entries. The system will display a document overview:

23 Post Document: Display Overview 23. Click Save.

24 7 GL Document Change Functionality You wan to change an already posted document. You can change only fields like Text or Assignment. Scenario You need to add more information to the automatically created financial documents, e.g. Text field, via document change. Requirements A posted document. Menu Path Transaction Code Accounting Financial Accounting General Ledger Document FB02 Change FB Double click on FB02 Change Change Document: Initial Screen

25 s25. Update the following fields: Field Name Field Description Values Document number Company code Enter here a number of the document you want to change Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes SPCL Fiscal year Number of the fiscal year 2012 If you don't know the document number, click button. The system will display a search screen. Enter the required criteria and search for the document you want to change. 26. Click Enter. Change Document: Overview 27. To change a line item, simply double click on it: Change Document: Line Item 001

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27 28. The fields you can change are displayed in red. You can change the contents of the following fields: Field Name Field Description Values Assignment The assignment number is an additional information reference. Misc item Text Additional document description Test GL Posting 1 for training 29. On the same screen you can change also some fields in the doc. header. Click Document Header Button. Document Header: SPCL Company Code

28 30. Update the following fields: Field Name Field Description Values Doc.header text Reference Explanation or note that applies to the document Explanation or note that applies to the document Test GL Posting TEST Click Enter Button to confirm your entries. 32. To store your changes in the document, click Save

29 8 Display GL Document Functionality This transaction allows you to display a posted FI document. Scenario You want to display an FI document. Requirements Posted FI document. Menu Path Transaction Code Accounting Financial Accounting General Ledger Document FB03 - Display FB Double click on FB03 - Display Display Document: Initial Screen Press enter to display the document.

30 34. Click to search for documents: General Ledger Accounting

31 35. Update the following fields: Field Name Field Description Values Fiscal year Fiscal year number 2012 Document type Posting date Code identifying the method that the system uses to process the transaction Date that the business transaction occurred SA to Click Execute to start searching. 37. The system will display a list of documents that fulfill your criteria:

32 38. To display your document, simply double click on it. The system will display a document overview:

33 Display Document: Overview 39. You can display your document in different currency. Click Display currency Button. Display currency for document 40. Click 41. Click Enter

34 Display Document: Overview 42. You can display also other document details, like e.g. who posted this document. Choose Document Header SAPUSER button. You can see that the user posted this document on this date is derived from the system clock. 43. If you want to print this document, select from menu path Document Print Preview.

35 Document Overview 44. You can print this report (just click on Print icon 9 Individual Document Reversal Functionality A GL document was entered incorrectly. Need to reverse the document. Scenario A document was entered wrongly. You need to reverse the incorrect document Requirements Document to be reversed cannot include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal. Menu Path Transaction Code Accounting Financial Accounting General Ledger Document Reverse FB08 - Individual Reversal FB08

36 45. Double click on FB08 - Individual Reversal. 46. If you don t know the document number, click Button. 47. Update the following fields: Field Name Field Description Values Fiscal year The Fiscal year number 2012 Document type Code identifying the method that the system uses to process the transaction SA

37 48. Click Execute Button 49. The system will display a list of documents: 50. Double Click on the document you want to reverse:

38 Reverse Document: Header Data 51. Update the following fields: Field Name Field Description Values Reversal reason Type of the reversal 01 Posting date Posting date There are defined five reversal reasons: 01 Reversal in current period 02 Reversal in closed period 03 Actual reversal in current period 04 Actual reversal in closed period 05 Accrual/deferral posting

39 Reasons 03 and 04 allow negative postings. To post a negative reversal, the following prerequisites must be fulfilled: a) The company code must be defined as allowing negative postings, b) The document type must allow negative postings. 52. If you want to display the document before reversal, click Display before reversal Button. Display Document: Overview 53. Click Back Reverse Document: Header Data 54. If you want to reverse the document, click Save Button.. The system will post a reversal document

40 10 GL Reset Cleared Items Functionality The document which contains cleared items cannot be reversed directly. You need to first reset cleared items. During clearing open items the system always creates a clearing document. This document contains the information about cleared items, clearing date etc. Scenario 2 documents have been cleared against each other. Before they can be re-cleared to the correct documents, they must be reset from the clearing of wrong documents. Requirements A previously posted clearing document. Menu Path Transaction Code Accounting Financial Accounting General Ledger Document FBRA - Reset Cleared Items FBRA 55. Double click on FBRA - Reset Cleared Items Reset Cleared Items 56. Update the following fields: Field Name Field Description Values Clearing document Number of the document to be reset

41 Company code Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes SPCL Fiscal year Fiscal year number Click 58. Click 59. You can display some details regarding the clearing document before resetting it. Click e.g. Accounts Button. Accounts Included in Clearing 60. Click Enter Button to close this screen.

42 61. To reverse the clearing document click Save Button. Reversal of clearing document 62. You can choose to only reset cleared items or reset items and reverse the accounting document that is connected with clearing operation. Click Resetting and reverse button: Reversal Data 63. Update the following fields: Field Name Field Description Values Reversal reason Enter type of reversal (e.g. negative posting in the same period as original document) Posting date Posting date

43 64. Click Clearing reset for the document number The message bar displays Document was posted in company code SPCL. The system reset the cleared items and posted a reversal document. 11 GL Manual Account Clearing Functionality This Transaction clear open items on a single GL account. Scenario You want to clear postings on a GL account, which is open item managed and are showing as uncleared. Prerequisites Open items on a GL account. Menu Path Transaction Code F-03 Accounting Financial Accounting General Ledger Account F-03 - Clear 66. Double click on F-03 Clear.

44 Clear G/L Account: Header Data 67. Update the following fields: Account Field Name Field Description Values Clearing date Company code Code identifying the General Ledger account Date when you want to post your clearing Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes SPCL

45 Currency Code identifying the type of currency used in a transaction or for all transactions pertaining to a specific account INR 68. Click Process open items Button. The system will display open items that fulfill previously entered criteria: Clear G/L Account: Process open items 69. Now you need to choose and select the items you want to clear. Double click on each of those items The system will highlight these items in blue. The

46 value of the field Not assigned is equal 0 and you can clear open items. If it is not zero, you the difference in the amount must be treated as partial or residual items. 70. You can check your document before postings. Select Document Simulate. Clear G/L Account: Display Overview

47 . To post your entries, click Save Button.. No real posting took place, but the system stored a clearing document. 71. The message bar displays: Document posted in company code SPCL. If you want all your open items NOT TO BE SELECTED when you enter the clearing transaction, perform the following steps: Please note below give setting is only a one time setting.

48 72. On the screen above use the following menu path: Settings Editing options. Accounting Editing Options 73. Click <tab button> Open items.

49 Accounting Editing Options 74. Click <checkbox> Selected items initially inactive. 75. Click Save Button.. The settings are now stored in user s data. 76. Click Back Button. From now on, when you want to clear an account ( GL account), all the items will be initially inactive. You need to click on the selected items to activate them for clearing.

50 12 Account Line Item Analysis Functionality This transaction code gives a G/L Account Line Item Display. This is an interactive report, in the sense you interact with the report, you can hide some field, display some more fields from the available list, sort the list based on any criteria, carry out total for a column field carry out subtotal for a column field. Scenario You want to see a GL account line item display for a particular account. And change Document from the report directly. Requirements The GL master should have line item display switched on. There should be transactions posted for the GL being displayed. Menu Path Transaction Code Accounting Financial Accounting General Ledger Account FBL3N - Display/Change Line Items FBL3N 77. Double click on FBL3N - Display/Change Line Items

51 G/L Account Line Item Display 78. Update the following fields: Field Name Field Description Values G/L account Company code Code identifying a General Ledger account Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes SPCL You can display the following types line items:

52 a) only open items (at particular date), b) only cleared items, c) items posted at a key date or within a specified period of time. You can also ask the system to display noted items or parked documents, and you can also select the screen layout you prefer just click on the relevant radio button. The SAP system during operation clearing always creates and stores a special clearing document (including a clearing date). That s why it is possible to display open line items within a specified period of time even if they re cleared at present. 79. To confirm your entries, click Enter. 80. Click Execute to display a report, according to entered criteria: G/L Account Line Item Display You can export your report to MS Excel or MS Word. Select from menu path List -> Export -> Spreadsheet or Local file. The system will automatically open a requested MS Office application or create a file in required format. 81. You can display document details you want to check. Simply double-click on the document number (e.g ):

53 Display Document: Line Item Some fields in this document can be changed. To do so, click Display - Change Button. Fields that can be changed are highlighted in red:

54 Change Document: Line Item To change line item description update the following field: Field Name Description Values Text Additional Line item description Test GL Docuemnt Reversal 84. To save your changes, Click Save Button The message bar displays Changes have been saved.

55 13 Account Balance Display Functionality This transaction code gives a G/L Account Line Item Display. This is an interactive report, in the sense you interact with the report, you can hide some field, display some more fields from the available list, sort the list based on any criteria, carry out total for a column field carry out subtotal for a column field. Scenario You want to see a GL account line item display for a particular account. And change Document from the report directly. Requirements The GL master should have line item display switched on. There should be transactions posted for the GL being displayed. Menu Path Transaction Code Accounting Financial Accounting General Ledger Account FBL3N - Display/Change Line Items FBL3N 86. Double click on FBL3N - Display/Change Line Items

56 2. Update the following GL Account Number, Company code, fiscal year and execute. 3. GL Balance displayed 14 Period End Processing 14.1 Open Close Posting Period Functionality This transaction will be used to open and close Financial Posting Period. Scenario You want to open current Financial Posting Period and close previous period.

57 Prerequisites All the required business transition have been processed and closing activities are initiated. Procedures: 1. Access the transaction choosing one of the following navigation options: SAP ECC Menu Transaction code Accounting Financial Accounting General Ledger Information System General Ledger Reports (New) OB52 2. On the Compact Document Journal screen, make the following entries: Field name Description User action and values Comment Posting Period Varian SP01 Account Type +, S, A, K, D, M From Account To Account From period 01 From year 2014 To Period 12 To Year Save to open and close the posting period Note: 1. Posting period is required to open against a posting period variant. Posting period valiant SP01 has been assigned to the company code.

58 2. Different Posting period variant have been created and assigned to non- leading ledger for the ledger specific closing. This is not required for the SPCL. 3. Different Account Types are as follows. Result: Posting period has been closed and open Maintain Exchange Rate Functionality This transaction will be used to maintain exchange rate. Scenario You want to maintain exchange rate for different exchange rate types to make business transaction. This rate will be triggered during business transaction for translation and for the Foreign Currency Evaluation during the Period End. Prerequisites Exchange Rate Types and translation ratio have been maintained. Procedures: 4. Access the transaction choosing one of the following navigation options: SAP ECC Menu Accounting Financial Accounting General Ledger Transaction code OB08

59 5. On the Compact Document Journal screen, make the following entries: Field name Description User action and values Comment Exchange Rate Type M Valid From Date Rate From Currency USD To Currency INR 6. Save to update. Result: Posting period has been closed and open Recurring Entries Functionality This functionality supports postings that can periodically be created on a regular basis. Recurring entries are similar to standing orders with banks for debiting rent, contribution payments, or loan repayments directly. The postings are done by the recurring entry program on basis of the recurring entry documents. In the area of G/L accounting, recurring entries can be used for example, for periodic posting of deferrals and accruals, if there are fixed amounts to be posted. The following data of a recurring entry document remains unchanged: Posting key Account Amounts

60 You enter the data that only changes occasionally in a recurring entry document. This document does not result in transaction figures being updated. The recurring entry program uses this document to create accounting documents. Scenario You want to post same financial document in each period as recurring expenses. Prerequisites To use this method, you must enter a recurring entry document that the system uses as a reference. The recurring entry document is not an accounting document and, therefore, does not affect the account figures. Process Flow Enter the recurring entry document. The SAPF120 program uses the recurring entry documents to create the accounting documents. You must start the program at regular intervals. It checks each recurring entry document to determine whether a document must be created. Run the batch input session. Recurring entries must be checked again during year-end closing. Result: If the date stored in the recurring entry document on which the process is next due to be carried out, matches the date for the calculation period, or is within the specified range, the program transfers the posting data to the specified batch input session. In each program run, only one accounting document is created for each recurring entry document, so a long calculation period does not result in any more than one accounting document Processing a Recurring Entry Document Need to post reference document for the recurring document posting. This document will be required during posting of the Recurring document. Create this referring document and use to post the document as part of the period end activities. Procedure 1. Access the transaction choosing one of the following navigation options: SAP ECC Menu Transaction code Accounting Financial Accounting General Ledger Document Entry Reference Documents Recurring Document FBD1 2. On the Enter Recurring Entry: Header Data screen, enter the following data: Field name Description User action and values Comment

61 Company Code #1000 Company Code SPCL Recurring Entry Run First Run On Last Run On Interval in Months Run Date Document Header Information Document Type <date of the first run> <date of the last run> <select interval> <the day of the run in the month> SA Specifies when the recurring entry document is to be posted for the first time. Specifies when the recurring entry document is to be posted for the last time. For example, <1> for monthly For example, 01 (Specifies the day on which the document is posted as a posting date.) In these fields, you enter the individual data for the document that is to be posted. The data for a lease installment payment has been defined as an example. Currency Reference First line item USD Posting Key 40 Account <reference text> <G/L account number> For example, Accruals For example, Choose Enter. Confirm any warning messages (yellow) regarding the date of the first run. Field name Description User action and values Comment Amount <amount> For example, 500 Tax Code <select tax code> Necessary if the account is tax code relevant Calculate tax Cost Center <select> * (if the account is a cost center) Select, if the account is tax code relevant For example, 1000 Text <text> For example, <monthly accrual> Next line item Posting Key 50

62 Field name Description User action and values Comment Account <G/L account> For example, Choose Enter. Confirm any warning messages (yellow) regarding tax relevance. Field name Description User action and values Comment Amount * choose <*> or enter the amount above (for example, 500) 5. Save the document (Ctrl+S). 6. Make a note of the document number for the following transactions:. Result: A recurring document is processed. The document is now entered as a recurring entry document, but has not yet been posted to the accounts. The document is assigned a separate document number range. The posting of this recurring entry document is described in section Carrying Out Recurring Entries. Example: G/L Account Cost Center Amount Date <current data> G/L Account Amount List of Recurring Entry Original Documents Functionality This list shows you all the recurring entry documents. Scenario You want display the list of the recurring reference document posted with status of each document. Prerequisites Recurring entry documents have been posted. Procedure: 1. Access the transaction choosing one of the following navigation options: SAP ECC Menu Transaction code Accounting Financial Accounting General Ledger Periodic Processing Recurring Entries Lists F On the Recurring Entry Documents screen, make the following entries:

63 Field name Description User action and values Comment Company Code #1000 Fiscal Year <fiscal year> for example, current year 3. Choose Execute (F8). 4. The system displays a list of the existing recurring entry original documents. You can select documents that are still to be executed, and/or documents that are not executed until the next time the recurring entry program is run. 5. The list displays the date of the next posting run. Result: The system displays a list of the existing recurring entry original documents. You can select documents that are still to be executed, and/or documents that are not executed until the next time the recurring entry program is run. The list displays the date of the next posting run Carrying Out Recurring Entries Functionality In this activity, you create posting documents from the recurring documents. Scenario You want to post recurring document. Prerequisites Recurring documents have to be posted. Procedure: 1. Access the transaction choosing one of the following navigation options: SAP ECC menu Accounting Financial Accounting General Ledger Periodic Processing Recurring Entries Execute Transaction code F On the Create Posting Documents from Recurring Documents: screen, make the following entries: Field name Description User action and values Comment Company Code #1000 Fiscal Year <fiscal year> For example current year Further Selections Settlement mm/dd/yyyy Date may need to be adjusted for the next

64 Period mm/dd/yyyy run (for example, 01/01/ /31/2010) Batch Input Session Name * For example, Rec-Test With this parameter, you can freely choose the name of batch input session to be created. If you do not assign a separate name, the batch input session name SAPF120 is set by the program. User Name * With this parameter, you can choose the user freely. If you do not specify a separate user ID, SAPF120 is set by the users program. 3. Choose Execute (F8). 4. Only SAP Graphical User Interface (SAP GUI): Choose System Services Batch-Input Sessions. 5. Only SAP NetWeaver Business Client (SAP NWBC): Choose General Ledger Closing and periodic activities Batch-Input Monitoring. 6. Select Session name SAPF120 (or your own entry) and choose Process session (F8). 7. On the Process Session SAPF120 (or parameter name) screen make the following entries: Field name Description User action and values Comment Display errors only Process 8. Save your entries. Result: Selected Selected The system creates the recurring document in the background Account Maintenance: Automatic Clearing Functionality In this activity, you clear periodically open G/L account items. Prerequisites The system contains open items that can be cleared. This means that the open items must match with the criteria described in the documentation of transaction F.13: Clearing takes place when, for the group of line items selected according to the criteria company code, account number and currency key, the balance in updating currency is zero. Procedure Use this transaction for testing with specified document number ranges (or specific document numbers, so that you can use the next step: Manual clearing). If you run this transaction without any specification, no further documents are there to clear manually. 1. Access the transaction choosing one of the following navigation options:

65 SAP ECC Menu Transaction code Accounting Financial Accounting General Ledger Periodic Processing Automatic Clearing Without Specification of Clearing Currency F On the Automatic Clearing without Definition of Clearing Currency (SAPF124): screen, make the following entries: Field name Description User action and values Company Code #1000 Comment Fiscal Year <fiscal year> for example current year Document number To Select G/L accounts <document number> <document number> X To clear certain documents, select the numbers To clear certain documents, select the numbers 3. Ensure that you perform this as a test run. The system sets the checkbox automatically. Choose Execute (F8). 4. Perform the run with the Test run checkbox deselected. Choose Execute (F8). Intermediate Result: A log of the test run is provided. Per General Ledger account, all groups of open items are arranged that show the same clearing amount in the debit and credit. If the standard clearing criteria (company code, account number and currency key) and the further grouping characteristics/ user criteria (here assignment and trading partner number) agree, in the clearing column a clearing date is indicated. 5. Choose Back (F3). 6. Deselect the field test run, all further entries remain unchanged. 7. Choose Execute (F8). 8. Confirm the message This program run is a production run with Enter. Result: A log of the program run is provided. Per General Ledger account, all groups of open items are arranged that show the same clearing amount in the debit and credit. If the clearing criteria agree, a clearing date and a clearing document number is indicated, under that the clearing took place. If, in the output control, you have selected that documents that can be cleared or documents that cannot be cleared are to be output, you receive a detailed list. If you have not set either of the indicators, you receive a short list. The detail list is a list of the line items and gives information about the open or cleared (or clearable) line items selected. Group of items that comply with the system criteria and the user criteria are summarized optically. If the clearing conditions have been fulfilled, the clearing date and, in an update run, also the clearing document number are displayed if the clearing transaction was successful. If an error occurred during clearing, the message No clearing displays.

66 The short list of the open and cleared items provides a summary of the results of the program run. The number of open items selected per account are displayed, the number of those that can be cleared, and the items actually cleared are displayed. From the error log, you can see which errors occurred during clearing of a group (according to the system criteria and user criteria). Customizing allows adding five additional criteria for grouping of open items Account Maintenance: Manual Clearing Functionality The transaction is used to clear open items manually. If the balance of the items to be cleared is not 0, you can create a residual item for overpayments/underpayments. Prerequisites The system contains open items that can be cleared. Procedure 1. Access the transaction choosing one of the following navigation options: SAP ECC Menu Transaction code Accounting Financial Accounting General Ledger Account Clear F On the Clear G/L Account: Header Data: screen, make the following entries: Field name Description User action and values Comment Account Company Code * (account with open item management) #1000 Select the account that you want to clear, for example, Choose Process Open Items. 4. On the Clear G/L Account Process open items screen, all items are activated. To deactivate all items, choose Select all and then choose Deactivate items. Afterwards, you can choose Select and then choose Activate items to select the appropriate items that you want to clear. If the Not assigned field has an amount of 0.00 or the difference does not exceed a tolerance limit, the activated items (in blue text) may become cleared. 5. One residual item is left. You must specify the open items that are to be fully cleared, and the open items for which a residual item is to be created. Choose Residual Items and enter the required data. Field name User action and values Comment

67 Field name Residual Items User action and values Difference amount Comment Enter the difference amount of all the selected open items for at least one open item. 6. To perform a difference posting, make the following entries. All of the selected open items are cleared. A new open item is created for the difference in the account. Field name Difference Postings 7. Save your entries. User action and values Difference amount Comment Enter the difference amount of all the selected open items. 8. On the Clear G/L Account Display Overview screen, the system displays the message Correct the marked line items. 9. Double-click the marked items. 10. In the Value Date field, enter today's date. 11. Save your entries. Result: The open items selected in the account have been cleared. If a difference is determined, a residual item or a new open item is created Accrual Posting Enter Accrual/Deferral Doc. Functionality This is an SAP Enjoy transaction used to post accrual documents. An accrual entry can be posted through this transaction. You want to post a accrual journal entry which affect only General ledger accounts. Prerequisites Company Code, Document Type, Fiscal Year, etc. have been configured and Master data like GL Account, Cost Center, Profit Center, etc. have been defined. Exchange rate maintained and Posting Period is open. Procedure Menu Path Transaction Code Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Enter Accrual/Deferral Doc. FBS1

68 87. Double click on FBS1 1. Update the following information. If a dialog box displays, enter the following data if not already defaulted by the system: Field name Description User action and values Company Code Document Type Document Date SPCL SA Current Date Comment for example, Today s date Posting Date Current Date for example, Today s date Currency USD for example, USD for Domestic Currency 2. On the Enter G/L Account Document: Company Code #1000: screen, make the following entries: Field name Description User action and values Comment Reversal Reason Reversal date Update Reversal Reason as 04 Date on which accrual document will be reversed

69 3. Enter the following data for the first line item: Field name Description User action and values Comment G/L Account Bonus D/C Amount in Document Currency Tax Code S-Debit 1000 I0 I0- tax exempt I1- taxable Cost Center FNP1 Cost Center FNP1

70 9. Enter the following data for the other line items: Field name Description User action and values Comment G/L Account Prepaid Expenses D/C Amount in Document Currency H-Credit Choose Save to post. 11. In the lower area of the screen, the system displays the message Document xxxxx was posted in company code yyyy, where xxxxx is the sequential document number assigned by the system. 12. Make a note of the document number:. Result: Accrual document has been posted. Document was posted in company code SPCL Reverse Accrual/Deferral Document Functionality This is an SAP Enjoy transaction used to reverse accrual documents. An accrual reversal entry can be posted through this transaction. Scenario You want to revers already posted accrual document

71 Prerequisites Accrual documents have to be posted. Procedures: Menu Path Transaction Code F.81 Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Reverse Accrual/Deferral Document 88. Double click on F Update the following information Field name Description User action and values Comment Company Code Document Number SPCL Fiscal Year 2013 This can be kept blank to reverse all the accrual document posted in the company code and corresponding Fiscal Year. This is required for the selection of the accrual document. This is required for the selection of the accrual document. Document SA. This can be kept blank. This is This is required for the

72 Type required for the selection. selection of the accrual document. Posting Date Posting Period Reversal Reason Date or date range to get the accrual document for the reversal. Period in which document will be reversed. This can be kept blank as the period will be derived from the accrual document 04 This can be kept blank as the period will be derived from the accrual document This is required as further selection parameter for the accrual document. 2. Check Test Run 3. Check Do not post 4. Press F8 to execute in the test run 5. Remove Test run and check Process 6. Press F8 to execute in real run

73 7. Display document reverse using transaction code FB03 or Display the GL Line Item to check the reversal document. Use the steps mentioned in related section. Result: Posted Accrual document has been reversed.

74 14.7 FOREX Evaluation Functionality This is an SAP Enjoy transaction used to post Foreign Currency Valuation for GL Line Item, AP Line Item, AR Line Items and GL Balance in Foreign currency. Scenario You want to valuate foreign currency open line items in a GL Account Line Items and GL Balances in foreign currency. Prerequisites Document posted in Foreign Currency to the GL Account and Line items are not cleared. Procedures: Menu Path Transaction Code Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Foreign Currency Valuation (New) FAGL_FC_VAL 89. Double click on FAGL_FC_VAL 2. Update the following information Field name Description User action and values Comment

75 Company Code SPCL Valuation Key Date Valuation Area SP Execute in Test Run Check Reverse posting Date 1 st day of the next period Reverse Posting Period Next period 3. Go to Open Item GL Account TAB Page and update the following information Field name Description User action and values Comment Valuate GL Account G/L Account Check this to valuate GL Account Update range of GL or a single to valuate if required. 4. Execute to simulate the Valuation 5. Go Back 6. Select Post Valuation Immediatley and execute

76 7. Valuation documents posted in the current period and reversed in the next period. Note: 8. Check Reset valuation and execute to reset the already executed valuation 9 if there is some issue) 1. When there is any error, system will not post the valuation document one batch input session will be created. We need to rectify the missing data or configuration then execute the batch input session to post the Valuation document. 2. If you want to valuate Profit and Loss Account, which is maintained in the Foreign Currency then check the following two option in the screen 15 Year End Processing 15.1 GL Balance Carrying Forward Functionality Scenario

77 Prerequisites Menu Path Transaction Code Accounting Financial Accounting General Ledger Periodic Processing Closing Carrying Forward Balance Carry forward (New) FAGLGVTR 90. Double click on FAGLGVTR 2. Update the following Field name Description User action and values Comment Ledger Company code Carry forward to fiscal year Test Run 0L SPCL 2013 Check when not the update run and remove during the update run

78 3. Execute to simulate the carry forward. 4. Go back and remove test run then execute 5. Go back and remove test run then execute for the update run Gl Balances carried forward to the year 2013.