SAP FI notes part 2..

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1.2.1 SAP Organization

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Short end fiscal year:

A shortened fiscal year results when you change from a normal fiscal year to a non-calendar fiscal year, or the other way around.  Short fiscal year is when there is less then 12 months in a fiscal year. 

This is used when there is a need by company’s business requirement and regulation.

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1.2.2 SAP FI Masters (1)

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Requirements to create a GL account Master Record:

Specify the Account Group for which GL Account is being created.

Based on the Account Group selected, the system would then :

·         Determined the subsequent data entry screen as well as those required for future maintenance.

·         Control the GL account numbering.

COA must be created first.

Views of GL account Master:

·         Chart of Account Specific Views.

·         Company Code Specific Views.

Reconciliation account in GL Master

Reconciliation Account is a sub ledger while any transaction posting related to customer cannot be posted directly to the Customer Master. 

Important fields in Sales area data of customer master Record:

·         Sales Organization

·         Distribution Channel

·         Division

Tcodes to create GL account master data and Customer master data.

·         FS00 è GL Account

·         XD01 è Customer

Important component of COA is:

·         COA Code

·         Description

·         Language

·         Length of GL account number

·         Controlling integration

·         Chart of Account Group

g. What is Operating Chart of Accounts?

The Operating Chart of Accounts in SAP contains a set of GL accounts which are used by a company for posting routine Business transactions.

Both Financial Accounting and Controlling Application Components use this chart of accounts.

It is mandatory to assign an Operating Chart of Accounts to a Company Code.

Standard SAP delivers a COA (Chart Of Accounts) by name INT which can be copied and customized for using it as an Operational Chart of Accounts.

When does the country specific chart of accounts is used?

For reporting as per the country requirements.

This is used when:

·         It needs a different country’s legal requirements.

·         Allow country to provide financial statements which are compliance with legal and financial standards of the country in which it is reporting.

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1.2.3 SAP FI Masters (2)

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Mandatory fields for a house bank are:

·         Company Code.

·         House Bank.

·         Bank Country.

b. What are the areas in vendor master data while creating centrally?

A Vendor master record can be created centrally for both the Purchasing and the Accounting departments or just for accounting.  It involves the details for Accounting as well as for purchasing in one step.

Customer/Vendor Master Data: Dual Control

Every change made to an important field has to be confirmed by another person who is authorized to do so. The master data account is blocked from the payment run until the field change has been confirmed.

Make the settings in the Financial Accounting Implementation Guide under the following activities:

Important fields in Purchase Organization data of Vendor Record:

1. Purchasing data:

·         Default Order Currency.

·         Default Terms of payment.

·         Default Inco-terms.

·         Minimum order value if applicable.

·         Vendor schema group.

·         Sales person and contact details.

·         GR based invoice verification indicator.

·         Service based invoice verification

·         Acknowledgement required indicator.

·         Vendor Class.

·         Purchase Group.

·         Planned Delivery time.

2. Partner Functions: 

·         Ordering Party

·         Delivery Party,

·         Invoicing Party

Tcodes

FI12 è Bank Account Master Data        

FK01 è Vendor Master Data

The invoicing party is a vendor which will send us their invoice.

Each House Bank of a Company Code is represented by a Bank ID in SAP system, short key for a Bank.  The House Bank is used for the automatic payment program, check deposit and Bank reconciliation.  Thus it is necessary to create a House Bank for a Bank account.

Purchasing organization data is important with regards to enterprise’s purchasing activities and it is kept at a purchasing organization level (such as contact person or terms of delivery).

If we don’t have this data, we will not able to invoice appropriately to the vendor.

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1.2.4 SAP FI Documents

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Below are the benefits of the New GL:

·         Document splitting

·         Segment reporting to ensure statutory requirements

·         Real time integration between FI and CO

·         Parallel Accounting

·         Reduce TCO by Faster Period Close Activities

·         Extended Data Structure provides flexibility

What are the scenarios assigned to leading ledger?

One or many non leading ledger maybe created using different currency, fiscal year variants, revaluations and readjustments.

Non leading ledger is allowed to follow other accounting principles for company code.

c. Components of Document splitting.

·         Document creation :The SAP are updated accordingly and reconciled with the general-ledger accounting information

·         Accounting interface: Account assignment is copied from base rows to target rows.

Reason for common error after implementation of document split “Balancing field in Profit Center in line item XXX not filled”.

When you enter documents, the system checks whether the minimum account assignments have been made, for example, document date, posting date, document type, posting key, account number, and amount. If you enter a key that is not defined in the system, the system issues an error message. You have to correct your entry before you can enter any more documents. These checks prevent incorrect, inconsistent, or incomplete entries from being made.

Procedure for the Recurring Entries.

Access the transaction Accounting → Financial Accounting → General Ledger → Posting → Reference Documents → Recurring Document FBD1

·         First Run on-Start date of recurring entry

·         Last Run On-Closing Date of Recurring Entry

·         Recurring Interval-Interval in months

·         Run Date-Date on which recurring entry should be posted

·         Document type-Type of recurring entry

·         Currency

·         Document header text

·         To identify the entry when there are and number of recurring entries.

·         Posting Key

·         Posting key describing the document type

·         Account No- Account no GL(Insurance-466000)

·         Posting Key-Posting key describing the document type

·         Account No-GL-ABNAmro-112600

Transaction code for procurement of material to the payment to the vendor is MIR7.

FI document triggers at:

·         Goods Received

·         Service Rendered

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1.2.5 SAP FI Documents (2)

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Parking document is when an accounting clerk is posting an Incoming Payment in SAP system and realizes that he needs to attend some other work.  An accounting clerk would need to check a document before posting it.

You can use document parking to enter and store (park) incomplete documents in the SAP System without carrying out extensive entry checks.  Parked documents can be completed, checked and then posted at a later date – if necessary by different accounting clerk.

When documents are parked, data (for example, transaction figures) is not updated.

b. What are the fields required before parking an invoice?

Below are the lists of required fields before we can park a document:

·         Company code.

·         Document date

·         Posting date

·         Document type

·         GL account number

·         Debit or Credit

·         Amount

c. How the workflow function on parking and posting an invoice?

If several accounts payable clerks participate in the document parking process flow, you can use a workflow to control document parking.

Function	Customizing for Logistics Invoice Verification
In document parking, an employee parks invoice documents. Then another employee receives a work item in his or her inbox to continue processing these parked invoice documents.	Document Parking ® Activate Workflow Template for Document Completion
In document parking, an employee saves invoice documents as complete for posting. If the invoice document is subject to release, the person responsible for releasing it receives a work item in his or her inbox to approve the invoice document.	Document Parking ® Define Release Criteria Document Parking ® Activate Workflow Template for Release for Posting

d. From a FI document posted what are the steps to go to original document, Take Example of From RE document to Purchase order.

Go to display Doc. in MIGO>>Go to Doc. Info>> Click on FI Doc. you will get Accounting Document.  Below is the snap shot.

Below are the transaction code related to line item records.

MIRO	Enter Incoming Invoice	MM - Invoice Verification
FBL1N	Vendor Line Items	FI - Information System
VA01	Create Sales Order	SD - Sales
VA02	Change Sales Order	SD - Sales
SP01	Output Controller	Basis - Print and Output Management
FBL3N	G/L Account Line Items	FI - Information System
MIGO	Goods Movement	MM - Inventory Management
FBL5N	Customer Line Items	FI - Information System
WCM	Work Clearance Management	PM - Work Clearance Management
FS00	G/L acct master record maintenance	FI - Basic Functions
ME22N	Change Purchase Order	MM - Purchasing
VOV7	Maintain Item Categories	SD - Basic Functions
ME21N	Create Purchase Order	MM - Purchasing
ME23N	Display Purchase Order	MM - Purchasing
VF01	Create Billing Document	SD - Billing
MD04	Display Stock/Requirements Situation	PP - Master Data
F110	Parameters for Automatic Payment	FI - Financial Accounting

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1.2.6 SAP FI Account Receivables

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A typical Sales Cycle on SAP SD Comprises of the following activities:

·         Creating Inquiry

·         Creating Quotation

·         Performing Credit Check

·         Creating Sales Order

·         Creating and Processing Delivery

·         Picking

·         Packing

·         Transportation Planning and Execution

·         Posting Goods Issue

·         Billing

Documents related to SAP SD Sales Cycle are:

·         Inquiry

·         Quotation

·         Purchase Order

·         Order Acknowledge / Confirmation

·         Shipment Documents

·         Invoices

·         Credit Notes

·         Payment Receipt

Important business partners in Sales Cycle are:

·         Selling Organization

·         Customer

·         Transporter

·         Banks

·         C & F Agent

In SAP Account Assignment is carried out using the following elements:

·         Chart of accounts of the company code

·         Sales organization

·         Account assignment group of the customer

·         Account assignment group of the material

·         Account key ( from the pricing procedure)

e. List 10 transaction codes for SAP FI Account Receivables.

	TCode	Description
1	XD01 XD02 XD03 XD05 XD06	Create Customer (Centrally) Change Customer (Centrally) Display Customer (Centrally) Block customer (centrally) Mark customer for deletion (Centrally)
2	OB52	C FI Maintain Table T001B (Period)
3	FTXP	Maintain Tax Code
4	VD03	Display Customer (Sales)
5	VD05 VD06	Block customer (sales) Mark customer for deletion (sales)
6	F-60 F-62	Maintain Table: Posting Periods Maintain Table: Exchange Rates
7	FBZG	Failed Customer Payments
8	XDN1	Maintain Number Ranges (Customer)
9	FD09	Confirm Customer List (Accounting)
10	V-08 V-04 V-05 V-06	Create payer (Centrally) Create invoice recipient (Sales) Create payer (Sales) Create consignee (Sales)