Category: SAP FI

Preface – This post is part of the SAP FI series.

Introduction

Journal Entry posting in SAP FI is the process that takes a batch, validates it for consistency, then generates appropriate FI documents and posts entries in line-item accounts required for subsequent business processing.

In this article, we will learn about G/L posting.

How to perform G/L posting

T-code: FB50

Path:

SPRO -> SAP Reference IMG -> Display IMG -> Financial Accounting -> General Ledger -> Posting -> FB50 – Enter G/L Account Document -> Double click

Steps:

1. Enter t-code FB50

Or go to the path described above

2. Enter Company code

3. Provide header data

Enter required details: Document date, Posting date, Header text.

4. Provide item data. Enter required details:

• Enter debit account (G/L account)
• Select Debit
• Enter debit amount
• Enter credit account (G/L account)
• Select Credit
• Enter credit amount

5. Check status in the Amount Information Section (for success, the status indicator will be green)

6. Click on Save

7. The status bar shows the generated document number and confirms the posting.

Preface – This post is part of the SAP FI series.

Introduction

The Posting Period Variant is used to maintain the opening and closing period in the fiscal year for posting purposes. To learn how to a create Posting Period Variant, click < link to Create Posting Period Variant>

In this article, we will learn how to open and close periods in Posting Period Variant.

How to open and close periods in Posting Period Variant?

T-code: S_ALR_87003642

Path:

SPRO → SAP Reference IMG → Financial Accounting → Financial Accounting Global Setting → Posting Periods → Open and Close Posting Periods → Execute.

Steps:

1. Go to the t-code or follow the path.

2. Click on New Entries.

3. Provide details:

1. 1. Var: Posting period variant
   2. Account type
      1. ++=Valid for all account types (masking)
      2. A = Asset
      3. D = Customers
      4. K = Vendors
      5. M = Materials
      6. S = General Ledger Account
   3. From Account/To Account: Account range
   4. From per.1: Starting Period
   5. Year: Year
   6. To Period: Ending period
   7. From Period2: First special period
   8. To period: Period
   9. Authorization Group: To open a period for a particular user.

Note: All the other periods will remain close for posting for the defined account number range.

4. Click on Save

 

Preface – This post is part of the SAP FI series.

Introduction

SAP Financial Accounting (FI) posting period variants are used to maintain the accounting periods. These accounting periods are open for posting and thus balance all the closed periods. Also, one or more company codes can be assigned to these posting periods.

How to create posting period variants in SAP FI?

T-code: OBBO

Path:

SPRO → SAP Reference IMG → Financial Accounting → Financial Accounting Global Setting → Document → Posting Periods → Define Variant for open Posting Periods → Execute.

Steps:

1. Go to t-code or follow the path mentioned above.

2. Click on New Entries

3. Enter the details: Posting period variant key and description.

4. Click on save.

 

Preface – This post is part of the SAP FI series.

Introduction

SAP has provided a tool to assign the same properties to multiple objects, often termed a field status variant tool. The field status variant defines the input fields such as cost centre, plant etc.

The field status group defines field type as a mandatory, option or suppressed. The field status variant groups the field status group and are assigned to the company code.

In this article, we will learn:

• How to define Field Status Variant and Field Status Group
• How to assign Field Status Variant to Company Code

Difference between Field Status Variant and Field Status Group

• Field status groups are maintained in G/L accounts and define the fields when posting to G/L.
• The field status group is assigned to a field status variant.

How to define Field Status Variant and Field Status Group?

Path:

SPRO → SAP Reference IMG → Financial Accounting (New) → Financial Accounting Global Settings (New) → Define Field Status Variant

Steps:

1. Go to the path.

2. Click on execute icon provided on the left side of Define Field Status Variants.

3. Click on the new icon.

4. Provide the details- Field Status Variant key, description

5. Select the new field status variant and click on Field Status Group Folder.

6. Enter Field Status Group to be assigned and click on Field Status.

7. Select Field Group.

8. Maintain the field status for group fields.

9. Press back and click on save.

How to assign Field Status Variant to Company Code?

Path:

SPRO → SAP Reference IMG → Financial Accounting (New) → Financial Accounting Global Settings (New) → Assign Company Code to Field Status Variant

Steps:

1. Go to the path.

2. Maintain the Field status variant to the Company code list

3. Click on Save

Preface – This post is part of the SAP FI series.

Introduction

In this article, we will learn:

• List of Account Types in SAP
• List of Standard Document Types in SAP
• How to define Document Type
• How to describe a Number Range

List of Account Types in SAP

Account Type	Description
A	Asset
D	Customer
K	Vendors
M	Material
S	General Ledger Accounts

List of Standard Document Types in SAP

Document Type	Description
AA	Asset Posting
AB	Accounting Document
AE	Accounting Document
AF	Dep. Posting
AN	Net Asset Posting
C1	Closing GR/IR accts
CI	Customer Invoice
CP	Customer Payment
DA	Customer
DB	Cust. Recurring entry
DE	Customer Invoice
DG	Customer Credit Memo
DR	Customer Invoice
DZ	Customer Payment
KA	Vendor Document
KG	Vendor Credit Memo

How to define Document Type?

Path:

SPRO -> IMG -> Financial Accounting -> Financial Accounting Global Setting -> Document -> Document Types -> Define Document Types -> Execute

1. Go to the path mentioned above

2. Click on New Entries

3. Provide the details.

1. 1. Document Type Key
   2. A number range for the Document Type
   3. An Account type which you would like to do posting
   4. Also enter an Appropriate Selection in the Control Data Section

4. Click on Save

How to describe a Number Range?

1. Press the ‘Number range Information’ Button in the properties section.

2. Provide details.

1. 1. Company Code
   2. Intervals

3. Click on insert interval

4. Provide details.

1. 1. Unique number range key
   2. Fiscal year
   3. Start and End Number of range without overlapping other Number Ranges
   4. Mark checkbox External if you want to insert the Document number manually during document creation
   5. Click Insert button

5. The new number range is listed.

NOTE: You can assign a number range to one or more document types.

Preface – This post is part of the SAP FI series.

Introduction

Financial statement versions (FSV) help to group related accounts prepare the balance sheet and income statements for reporting purposes. SAP has provided a standard financial statement version for all the countries. As per the requirement, you can use the SAP standard FSV or you can create your financial statement version.

How to create Financial Statement Versions in SAP?

T-code : OB58

Path to FSV:

SPRO -> SAP Reference IMG -> Display IMG -> Financial Accounting -> General Ledger Accounting -> Business Transactions -> Closing -> Document -> Define Financial Statement Versions

Steps to create Financial Statement Versions in SAP:

1. Go to T-code OB58

2. Select New Entries

3. Provide the details.

1. 1. Fin. Stmt.Version: It identifies the financial statement versions in SAP. Enter the new four digits key.
   2. Name: Enter the descriptive name of the FSV.
   3. Maint. language: It describes the language in which your financial statement is to be maintained. Enter the language key.
   4. Item Keys Auto: It determines whether the item keys be assigned automatically or manually. Item keys are linked to financial statement items in the FSV. For the automatic assignment, it is recommended to mark this option.
   5. Chart of Accounts: Enter the COA to tag to FSV.
   6. Group Account number: Use this indicator to account number from the group chart of accounts to account number. This option is only valid if we are using consolidation.
   7. Fun.area.perm.: Use this indicator to use organizational elements for the functional area. It helps maintain alternative group costs.

4. Click on Save.

5. Click on “Fin. Statement items” to configure financial statement items.

There are seven nodes we need to maintain here. By clicking Create item, we can add a new item or delete it by clicking Delete item.

Basic nodes:

1. Financial Statement Notes
2. Not Assigned
3. P+L result
4. Net result : loss
5. Net result : profit
6. Liabilities+Equity
7. Assets

• We can maintain node texts by clicking on the nodes.
• We can create sub-nodes for the given nodes by clicking on nodes and clicking on the “Create Items” button.
• We can assign Accounts or groups of accounts to given nodes by selecting a node and clicking on the “Assign Accounts” button.

Example

Let us take the Assets node. We will maintain the Assets text, create sub-nodes, and assign Accounts.

1. Double click on “No text exists” and maintain texts.

2. Select Asset and click in Create Item button to create sub-nodes. Add all the Asset items.

After successful maintenance, the configuration screen will look like this.

We can also create sub-nodes for Asset sub-nodes.

1. To assign Accounts, select node and double click on Assign Items.

Enter the details and select both Debit/Credit indicator

2. After maintaining, click on save.

We have successfully assigned the Account to the node.

Preface – This post is part of the SAP FI series.

What is a Retained Earnings Account?

The retained earnings account is used to post the income and expenditure for the year. It holds the balance of the previous fiscal year over into the next fiscal year. In the year’s balance sheet, retained earnings are reflected as reserves and surplus. In the chart of accounts (COA), each P&L account can be assigned a Retained Earning Account. You can define P&L statements as per COA and assign them to retained earning accounts in order to carry the balance forward to the next fiscal year.

How to define a Retained Earnings Account?

First Approach: T-code: OB53

Second Approach: T-code: SPRO

Path: SPRO → SAP Reference IMG → Financial Accounting → General Ledger Accounting → G/L Accounts → Preparations → Define Retained Earnings Account → Execute.

1. Go to Define Retained Earnings Account

2. Enter Chart of Accounts to maintain retained earnings account.

3. In the next screen, select New Entries

4. Provide the following details:

Important Note:  If you create a P&L account, you must enter the account type for the retained earnings account for each P&L account.

5. Enter the G/L account that is being used for Retained Earnings

6. Provide posting key by selecting Posting key in Application menu

7. Click on Save.

Preface – This post is part of the SAP FI series.

General ledger payroll posting involves posting the payroll results to the appropriate General Ledger accounts and cost centers. Following a payroll run, one of the following steps is posting payroll results to Accounting. Typically, it occurs after each payroll period and after each off-cycle payroll run.

As part of GL posting, we do the following:

• Information relevant to payroll postings is grouped.
• Generates a summary of documents.
• Posts information to appropriate GL accounts and cost centers.

Posting GL

It is a two steps process.

Step 1: Create a Posting Run

T-code: PC00_M99_CIPE

An accompanying posting document is created due to this step, containing a distinctive number, a run type PP, and the payroll results. It ensures payroll results are posted only once for an employee. Upon successful posting, the status is changed to Documents Created; for unsuccessful posting, the status is Incorrect Documents with an appropriate error message in the output log.

Steps:

1. Go to T-code PC00_M99_CIPE
2. Enter the required details.

Mode of Execution

• Test run without documents (T)
• Simulation run with simulation documents (S)
• Productive run (P)

Test (T) mode

As part of a test run, the system checks only whether the expenses and payables balances are zero.

Simulation (S) mode

When performing simulations alongside production runs, the system verifies that all HR and RT tables are present and if the posting information is consistent.

Productive (P) mode

On Execution. It performs the following tasks:

• Calculates and evaluates the payroll results of selected employees.
• Create a posting run.
• Create a posting document.

Output log

This log displays whether the posting run for all personnel numbers was successful. The list of all employees will be shown in red (for errors) or else green. If the posting run was successful, the Document Creation field indicates error-free; for unsuccessful posting, the Document Creation will indicate Incorrect status. Note the posting run number. You can access the document overview screen by selecting the Document Overview button or double-clicking the Doc. creation line.

Figure 1: Output Log screen

Step 2: Editing Posting Run

T-code: PCP0

This step provides an overview of all the documents created during the posting process. The Document Overview can also be found in the Create Posting Run log by selecting the Document Overview button or double-clicking on the Document Creation line. It is possible to identify the reasons for unsuccessful posting runs resulting in errors (i.e., with an “Incorrect” status) by drilling down through these documents.

Posting Run Status

• The initial status of the posting run should be Documents created.
• If the status is No documents created, again Create a Posting Run. Once all errors have been resolved status will change to Document Created.
• After clicking Post Documents, the status will change to Documents Posted.

Figure 2: Display posting run screen

 

Preface – This post is part of the SAP FI series.

Introduction

The SAP FI chart of accounts represents the list of the company’s GL accounts used to meet the daily needs and legal requirements of a company in the country in which it operates. Master charts of accounts are assigned to each company code.

Types of Chart of Accounts (COA):

Chart of accounts are classified into three categories:

• Operating Chart of Accounts: It contains all General Ledger accounts that a business needs to operate on a daily basis.
• Country Chart of Accounts: This document lists all General Ledger accounts that have to comply with the legal requirements of the operating country.
• Chart of Accounts Group: The COA group contains a list of all the G/L accounts that are used throughout the organization.

How to create a new Chart of Accounts?

First Approach: T-code: OB13

1. Go to T-code OB13 or Finance Accounting -> G/L Accounts.

2. Click on New Entries and create a new Chart of Accounts.

Second Approach: T-code: SPRO

Path to create a new Chart of Accounts: SPRO → SAP Reference IMG → Financial Accounting → General Ledger Accounting → G/L accounts → master data → Preparations → Edit Chart of Account Lists → Execute → New Entries to create a new chart of accounts.

 

NOTE: Controlling integration is used for manual creation of cost elements or automatic creation of cost elements. Group Charts of Accounts are used to consolidate reports.

How to define a Chart of Accounts Group?

In order to manage and control a large number of G/L accounts effectively, you should use COA groups.

First Approach: T-code: OBD4

Second Approach: T-code: SPRO

Path: SPRO → SAP Reference IMG → Financial Accounting → General Ledger Accounting → G/L Accounts → Preparations → Define Account Group → Execute → New window will open → New Entries.

1. Go to Define Account Group

2. Click on New Entries

3. Provide details

4. Click on Save Configuration