SAP FI
DOCUMENT CONTROL DOCUMENT STRUCTURE
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Basics Document Structure
Hundreds of financial documents are
created in a company daily. Hence there
needs to be a structure to identify each
type of document. (e.g. expenses, payroll,
invoices, etc.)
This can be done by giving each document
a Document Type ID and a number. This
will make it easier for both internal and
external auditors as well as for the local
finance team to perform auditing and
tracking.
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Document Principle
In SAP each document is uniquely identified by
Document Number
Company Code
Fiscal Year
Each document will have a Header (info that applies to the whole document) and
Line Items.
The maximum number of line items has to be less than 1000.
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Control Keys
There are two important control keys in a document
1)Document Type (controls the Header)
2)Posting Key (controls the Line Items)
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Document Type..
Controls the Header and used to identify business
transactions
oIts created at Client level, hence valid for all Company
Codes.
oDocument Types define:
oNumber Range
oAccount Types (C, V, A, M, G)
oField Status of the Doc Header fields
oBatch Input only
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Document Type
IMG >> Financial Accounting (New) >> Financial Accounting Global Settings (New)
>> Document >> Document Types >> Document Types for Entry View (OBA7)
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Document Number Range
IMG >> Financial Accounting (New) >> Financial Accounting Global
Settings (New) >> Document >> Document Number Ranges >> Define
Document Number Ranges for Entry View (FBN1)
Internal Number Range, External Number Range
Number Range is defined at Company Code level
Number Range must be defined for the year
For each fiscal year
Up to a future fiscal year
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Posting Key
Controls the functions within the Line Items
o Its created at Client level, hence valid for all Company
Codes.
o Posting Key controls:
o What type of Accounts it can post to (C, V, A, M, G)
o Is the line item posted as a Debit or Credit
o The Field Status of the additional details
Its recommended not to create or change any Posting Key
details in SAP!
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Posting Key..
IMG >> Financial Accounting (New) >> Financial
Accounting Global Settings (New) >> Document >>
Document Number Ranges >> Define Posting Keys
(OB41)
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Posting Key
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Recap
o Document Principle (Header, Line Item)
o Document Identification (Doc No., Company Code, FY)
o Document Type (NR, Acct Type, Field Status, etc.)
o Posting Key (Acct Type, D/C, Additional Fields)
o Doc Type, Posting Key at Client Level
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Resources
Assignment
o Check the existing Document Type Settings
o Check the existing Posting Key settings
o Copy the Document Number Range from company
code 0001 to your newly created company code
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Resources
