SAP FI-GL

End User –GL Step by step training

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CONTENTS:
1. General ledger Accounting
1.1 Create General ledger master records (4 -10)
1.2 G/L Master record changes (Centrally) (11-13)
1.3 Create a G/L Posting documents
-/nF-02 (Single Entry Posting) (14-20)
-/nFB50 (Multiple line items Posting)(21-23)
1.4 Park Documents
1.4.1 Create park documents(24-25)
1.4.2 Change parked documents(26-27)
1.4.3 Display parked documents(28-29)
1.4.4 Display document changes of parked documents(30-31)
1.4.5 Post/Delete parked documents(32-34)
1.5 Reverse Document Entry
1.5.1 Individual / Mass Reversals (35-38)
1.5.2 Reversal of a Reversed Document (39)
1.6 Change Document (40-43)
1.7 Display Document Line Items (44-45)
1.8 Display changes in Document (46-47)
1.9 Display G/L Accounts balances (48-50)
1.10 Display/Change G/L Accounts items (51-54)
1.11 Clear G/L Account (55-59)
1.12 Reset Cleared Items (60-62) 2
1.13 Process Automatic Clearing (63-65)
1.14 Automatic Clearing with Clearing Currency Specified (66-67)
1.15 Recurring Entries
1.15.1 Recurring Entries (68-74)
1.15.2 Change Recurring Documents (75-78)
1.15.3 Display Recurring Documents (79)
1.15.4 Display changes in Recurring Documents (80-81)
1.15.5 Delete Reference Document(Recurring Entry) (82-83)
1.15.6 Evaluating Recurring entry Documents (84 -85)
1.15.7 Execute Recurring Entry (86-87)
1.15.8 Running Batch Input Session (88-89)
1.16 Closing Procedures
1.16.1 Reports (90)
1.16.2 Posting Keys (90)
1.17 Frequently Used Transaction Codes
1.17.1 General Ledger (91-94)
1.17.2 Accounts Payable (95-96)
1.17.3 Withholding Tax (TDS) (96)
1.17.4 Asset Accounting (97-98)

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1. GENERAL LEDGER ACCOUNTING

1.1 Create General ledger master records :

Business transactions are posted and managed in the general ledger via accounts .Each master record contains settings that
control the flow of financial transactions .The G/L accounts record the business transactions in line item and totals form .In the
standard system, all business transactions, which are posted to G/L accounts, are updated in the general ledger .
Procedures
1. Access the transaction on SAP Graphical User Interface (SAP GUI)

SAP Easy Accounting >Financial Accounting > General Ledger >Master Records >G/L Accounts >
Access Individual Processing > Centrally
Transaction FS00
code

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2. On the “Type/Description “Tab, enter information in the fields as specified in the table below :

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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

Field Name Description R/O/C User Action

& Values

Account Group Determines the fields for the entry screens if you create R
or change a master record in the company code .The
account group also determines which number interval
the account must be.
P+L statement Identified this account as an P+L statement account type C
account type

Functional Area This functional area is required to pull in the Profit and Loss O
statement in Financial Accounting using the cost of sale
accounting method.

Balance sheet Identifies this account for use in the balance sheet C
account

Short text R
A short textual description of the G/L account

G/L acct long text The G/L account long text is used for online displays and O
evaluations

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3. On the “Control Data “Tab, make the following entries:

Input : (PTO)
Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
Field Name Description R/O/C User Action & Values

Account Identifier of the currency in which the account will R The default currency is the
currency be managed one that is maintained in the
Company Code
Only Balances Indicates that balance is updated only in local O
in Local currency when users post items to this
Currency account.

Exchange Key for calculating exchange rate differences O

Rate
Difference
Key
Tax category Determines whether the account is tax relevant. O (-)Input tax
(+)Output tax
(*)all tax
types
Posting w/o Check box O Allows posting to accounts without
tax allowed indicating taxes
Recon An entry in this field identifies this GL account as O Use the drop down menu
.account for a reconciliation account .A reconciliation account to indicate if this is an
account type ensures the integration of a Sub-ledger account Assets, Customer, and
into a GL account. Vendor.
Reconciliation account
Open item Set up accounts with open item management if O Check box if open items
management offsetting entries are to be assigned to the are managed for this
postings made to these accounts .Postings to these account.
accounts represent incomplete transactions.
ine item Do not set this indicator for accounts in which the O Check box if line item display is
display number of postings is so great that line item possible for this account. 8
display online would not be advantageous, such
as receivables and payables accounts.
Sort key How line items are to be sorted based on the O
allocation field.
4. On the “Create\bank\interest“ Tab, make the following entries:

Field Name Description R/O/C User Action & Values

ield status group Determines the screen layout for document entry. R

Post automatically Indicates that this account can only be posted to by O Check box.
only the system using account determination tables.
Planning level This field is used to control displays in Cash O
Management .
Relevant to cash O Check box if this account
flow is to be use in the
statement of Cash Flow.
House bank Indicator for the company bank . O
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Account ID Identifies House Banks. O

Note :On above table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
5. Press “Save” button

6. Data was saved.

7. To perform any changes click the EDIT butto n ” then press SA V “

8. To display the GL account click the DISPLAY butto n ” then press BA C “ ”

9. To Block the GL account click on Block butto n ."

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1.2 G/L Master record changes (Centrally) :

Use
This transaction shows changes that were made in a G/L account master record.
Procedure:
1. Access the transaction on SAP Graphical User Interface SAP GUI:

SAP Easy Accounting > Financial Accounting > General Ledger > Master Records >G/L Accounts >
Access Display Changes > Centrally
Transaction FS04
code

2. On screen “Central G/L Account Changes :Initial Screen”, enter information in the fields as specified in the table below:

Input: (PTO) 11
Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
Field Name Description R/O/ User Action and
C Values

Account Enter the general ledger account number to R Enter account number .
number view all changes made to that account.
Company The company code. R Enter company code.
Code
From Change The system only displays changes, which were O Enter Date.
Date made as from this date.
hanged By Name of user. Enter name.

3. Click on the “Enter” button.

4. The output screen “G/L Account Changes :Changed Fields” will appear.

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5. Click on the “All change s button to view a listing of all changes .Double click on the line items to view details:

6. Date of changes, Time of change, User name who changed the master record and fields that were changed with new and
old content as well as a language used.
7. For more details select the field you would like to display changes of and pr e you will find the following:

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8. Display the account changes and after that press the “Ba c icon to go to the main menu.
1.3 Create a G/L Posting documents : /nF-02 (Single Entry Posting) :

Use:
Every document consists of a document header and two or more line items .The document header contains
information that is valid for the whole document, such as the document date and the document number
.It also includes controlling information such as the document type.
The line items only contain information on the particular item in question, for instance an account
number and amount. Whether any additional information is present depends on the business transaction
involved.
The system creates the document, updates the transaction figures for the accounts affected, and in some
cases, displays an internally assigned document number when the document is posted.

Procedure:
1. Access the transaction on SAP Graphical User Interface SAP GUI :

SAP Easy Accounting > Financial Accounting > General Ledger >Posting>General
Access Posting
Transaction F-02
code

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2. On the screen “Enter GL Account Posting :Header Data”, enter the information in the fields as specified in
the table below:

“Ent
Input: Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
Field Name Description R/O/C User Action & Values Comments

Document Date of the document. R NOTE :The document date is Enter the date of
Date the date on which the the Document.
original document was
issued.
Type Document type. R Accept default of “SA‟ for G/L Defaults from the 15
Document Posting. system date.
Field Name Description R/O/C User Action & Values Comments

pany Code Company code of the first G/L account. R This field can have a value Can make this a
defaulted in from the User required field to
Parameters settings. enhance business
processing.
Posting Date Posting date of the document which will R Default is system date.
determine the period it posts to.
Currency/rate Currency that the amounts will be entered Enter either the local The system defaults
into the system under. currency or another in the local currency.
currency defined in your
system.
Reference Field allocated to any extra numeric C Can be used to contain User Has to provide
or name identifiers . external document reference Name/Num
reference numbers . This for easy entry
is helpful as an additional tracking.
document search criterion.
Doc .Header Text that may be entered to apply to the C Enter if necessary.
text entire document via the header.
Post Key Key that will determine the type of R Enter key to identify this
account to be posted to and whether it is line properly and to post to
a debit or credit. the correct side of the
account.
Account G/L account number to post the first R Enter the G/L account to be
line of the invoice to. posted to.
Special G/L The G/L indicator determines how to O Use system supplied or Configure the Special
handle special postings. customized indicators if G/L Indicators to
necessary . determine which
alternative account to
post the transaction
to.
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Trans type The transaction type controls various O Enter if appropriate.
sy m activities when business
transactions are posted.
3. Select the er”s icon to
4. On the Details “Enter G/L Account Document :Add G/L account item” screen enter the information in the fields as
specified in the table below:

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5. Select the “Enter” icon to proceed

Note : There are many other fields which are to be used according to configuration rules, account dependencies, specific posting
transactions, and company procedures.
Input:

Field Name Description R/O/C User Action & Values

Amount in Doc The amount for the account entered on the R Enter proper amount.
Currency previous screen.
Cost Centre Provide Cost Center/Dept details, Cost R Select Dept Num.
Center accounting is used to identify the
costs incurred.
Internal Order Provide Internal order num/Project ID details R Enter Order/Project Details.
Activity Activity types are used to describe the various R Enter Activity Num.
forms of activity that are performed at a cost
center.
Post Key Key that will determine the type of account to R Enter key to identify this line
be posted to and whether it is a debit or credit. properly and to post to the correct
side of the account.
Account G/L account number to post the subsequent lines R Enter the G/L account to be posted to.
of the invoice to.

6. Select the “Ent e To be proceed to next screen.

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7. Put ( *) in amount checkbox and put (+) Sign in Text checkbox that captures previous screenshot amount figure and Text
Description provided by the User.

8. Go to Document and Click On Simulate (Document > Simulate). You will get bellow mentioned screenshot.

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9. Make sure Debit equals to Credit and balance should be zero as mentioned bellow.

10. To save the data, select the “Sav e icon, select Document > Post, or press F11.

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1.3 Create a G/L Posting documents: /nFB50 (Mass Posting):
Procedure:
1. Access the transaction on SAP Graphical User Interface SAP GUI :
SAP Easy Access Accounting > Financial Accounting > General Ledger >Posting>Enter G/L
A/c Document
Transaction FB50
code

NOTES:
The first time you access this function, a pop-up box requesting the company code will be displayed .After your
first entry, the system will retain and display select field information, such as Company Code and Currency
.Complete the company code information and hit the gre check mark or press “Enter” .

2. On the screen “Enter G/L Account Document: Company Code 3300”, enter the information in the fields as
specified in the table below:

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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
Field Name Description R/O/C Comments

Document Date Date of the document. R Enter the date of the Document.
Posting Date Effective date of posting. R Defaults from the system date.

Reference Field used to enter user desired text R Can make this a required field to
enhance business processing
Doc. Header Text Mention description of the document. C

3. On the Details screen enter the information in the fields as specified in the table below:

Input : (PTO)
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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

Field Name Description R/O/C Comments

General The number of the G/L account to which the transaction will be R
Ledger posted.
Account
D/C Debit or credit indicator. R

Amount in The amount for this line. R

Doc Currency

Cost Centre Provide Cost Center/Dept details, Cost Center accounting is used to R Select Dept Num.
identify the costs incurred.
Internal Order Provide Internal order num/Project ID details. R Enter Order/Project
Details.

Activity Activity types are used to describe the various forms of activity R Enter Activity Num.
4. Select the cothat are performed at a cost center.
5. Simulating the Posting
Select the “Simulate” Button .This optional step will create any automatically generated document lines such
as inter-company entries and allow you to view them before posting . Green arrow back to make any necessary
changes to the lines (click ok at “Automatically created line items will be deleted‟) or click the Save icon to post
the document if satisfied .
6. To save the data, select the “Save ” icon, select Document>Post, or press F11.

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1.4 Park Documents
1.4.1 Create park documents (F-65):
Use:
Document parking can be used 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.
Procedure:
1. Access the transaction on SAP Graphical User Interface SAP GUI :
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Posting⇒ General Document
Parking
Transaction code F-65

2. On the “ Park Document :Document Header” screen, enter n the fields as specified in the
information i table below:

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3. Select the “Enter” icon to proceed.

4. Enter “amount , Cost centre, Order &Text “, Select the “E n r” Icon to proceed next screenshot.

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5. Put (*) in amount checkbox and (+) sign in text checkbox for capturing the previous amount check box and text checkbox.
6. Go to Document ⇒ Park Document.
1.4.2 Change parked documents:
A parked document can be changed and gradually completed. A large number of header and item fields can be
changed during this process, including the amounts. Certain of the values you cannot change are the currency and the
company code.
You can make changes to :
• Individual documents
• Individual items
• Several documents simultaneously via a list
• Other values via the line items
T-code: FBV2
1. On the “Change Parked Document :Initial Screen” screen, enter information in the fields as specified in the table
belo

I npu
Field Name Description R/O/C User Action & Values

Company Code 4 character identifier of an organizational Enter company code.

unit within external accounting. R
Document number Identifier for an accounting document. R Enter the parked
document number. 26
Fiscal Year The year to which the park document was created. R Enter the fiscal year.
2. Press “Enter” or click o n to proceed.
3. Click on “Execute ” .
4. Double click the Line Item you want to Change.

5. n the screen “Change Parked Document :Overview”. Make the changes

6. Once all changes are complete, press “Park Document ” icon to post the changes.

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1.4.3 Display parked documents:
Document parking can be used 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.
Parked documents may be display individually or via a list.
T-code: FBV3
1. On the “Display Parked Document :Initial Screen” screen, enter information in the fields as specified in the
table below:

Inpu
Field Name Description R/O/C User Action & Values

Company Code 4 character identifier of an organizational Enter company code.

unit within external accounting. R
Document number Identifier for an accounting document. R Enter the parked document
number.
Fiscal Year The year to which the park document was created. R Enter the fiscal year.

2. Press “Enter” or cl i on to proceed.

3. Click on “Execute” . 28
4. Double click the Line Item you want to
5. Display the document and after that press the “Bac k icon to go to the main menu.

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1.4.4 Display document changes of parked documents:
This transaction will allow the user to view the changes in a parked document.

T-Code: FBV5
1. On the “Parked Document Changes :Initial Screen” screen, enter information in the fields as specified in the
table below:

Input:
Field Name Description R/O/C User Action & Values

Company Code 4 character identifier of an organizational Enter company code.

unit within external accounting. R
Document number Identifier for an accounting document. R Enter the parked document number.

Fiscal Year The year to which the park document was created. R Enter the fiscal year.

From Change Date Date/time from which changes should be listed. R Enter a date/time – the system
/time will only display changes as from
this date.
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2. Then Press “Enter” to proceed.
Notes:
 As standard when you enter the transaction, the last posted document made by any user appears automatically.
 Otherwise, you have to enter the document number that you need to view its changes in the “Document Number”
field.

3. On screen “Parked Document :Changed Fields”, a list of changed fiel ds hould be displayed .Double-click on an
entry to view the change date and old and new values of the field .From s e, click if you want to identify the
user
and time of the

4. Press the “All changes” icon to display all the changed

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5.Display the document changes and after that press the “Exit” icon to go to the main menu.
1.4.5 Post/Delete parked documents:
This transaction will allow the user to Post/Delete a parked document.
Procedure:
1. Access the transaction on SAP Graphical User Interface SAP GUI :
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Parked
Document ⇒ Post/Delete
Transaction code FBV0

2. On the “Post Parked Document :Initial Screen”, enter information in the fields as specified in the table below:

Input:

Field Name Description R/O/C User Action & Values

Company Code 4 character identifier of an organizational Enter company code.

unit within external accounting. R
Document number Identifier for an accounting document. R Enter the parked
document number.
Fiscal Year The year to which the park document was created. R Enter the fiscal year.

Notes:

 As standard when you enter the transaction, the last posted document made by any user appears automatically .
3 2
 If you know the document number that you need to change type the number direct in the “Document Number” field.
 If you do not know the Document number pres s the following screen appears:
3. From the above screen you can select documents by fields like, “Posting date”, “Document date”,” Document
Type” etc and then press the “Execu te con , a list of documents appear if found as below screen.

4. Double click the Parked Document you want to Post or Delete or pres , the following screen appears:

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(PTO)
5. Press “Document” in the menu bar and choose “Delete” to delete the document or Press the “Post” i c to
post the document.
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1.5 Reverse a Document Entry
1.5.1 Individual / Mass Reversals.
Use:
If you have entered an incorrect document, you can reverse it .Note that R/3 can reverse a document only if
the following conditions are met:
o Contains no cleared items
o Contains only vendor, customer, or G/L line items
o Was posted within the FI system
o Contains only valid values, such as business areas, cost centers, and tax codes
Ordinarily, you post a reversing document in the same period you posted the original document . The period of
the original document must be open to post a reversing document .If the period is not open, you can overwrite
the posting date field with a date in an open period, such as the current period.
Procedure:
1. Access the transaction on SAP Graphical User Interface SAP GUI :

SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Reverse ⇒
Individual Reversal
Transaction code FB08

Please Note: For Individual Reversal use :FB08 , for mass reversals use : F.80

(PTO)

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2. On the “Reverse Document :Header Data” screen, enter information in the fields as specified in the table below:

Input:
Field Name Description R/O/C User Action & Comments
Values
Document The document number of the document to R Enter the document
number be reversed. number.
Company code The company code identifier for the R Enter the proper company You can select the drop down arrow to view a list
document to be reversed code. of available choices.
Fiscal year The fiscal year that the document was R Enter the fiscal year.
created in.
Reversal Reason Reason for reversing a document. R Enter the desired reversal Select the drop down arrow to view a list of
reason. available choices . You can use the standard
reason codes or enter new codes in configuration.

Posting date If the reverse document cannot be posted O Leave blank to accept the You can select the drop down arrow to view a
to the same period as the original original document’s posting calendar.
document, enter the posting date and the date or enter the desired
posting period of the Reversing document. posting date. 36

Posting period Effective period of reversal posting O Enter if different than the
original document’s period
Note :On table, in column “R/O/C”, “R” Requi d, “O” =Optional, =Condition
3. Click on to view the Document before reversal or press F5.
Notes:
 As standard when you enter the transaction, the last posted document made by any user appears automatically .
 If you know the document number that you need to change type the number direct in the “Document
Number” field.
 If you do not know the Document number press the following screen appears:

Note: Give the Document number that you want to reverse, follow the screen ppears bellow.

4. Then press the “Execute” icon , Double click on bellow mentioned ocument number line item. 37
5. After double clicking on Document number line item you will get the bellow mentioned screenshot.

6. Post the reversing document by selecting Document ⇒ Post or press the “Sa v icon.

Note: For Mass Reversal please use F.80 & Follow the same procedure.

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1.5.2 Reversal of a Reversed Document:
Use:
Suppose, if we reversed an entry with wrong account num or data, we can use this option to reverse a reversed
document.
Note: Please note that we use this option to reverse the only reversed document.
Procedure:
T.Code: FBR2

1. Enter proper Document Number of a reversal entry.

2. Enter Company code .
3. Fiscal Year.
4. Select “ Ge rate reverse posting” check box
5. Click on 39
6. Document
7. Press “Enter”
8. Goto Document ⇒ Post or click on Icon.
1.6 Change Document:
Use:
The system prevents the data in certain fields of a posted document from being changed . Examples are - the posting
amount, account number, posting key, fiscal year and tax amount . Because account information fields and
balances are updated on posting, these fields cannot be changed .Changing the data in these fields would entail a
manipulation of the figures, with the result being it would no longer be possible to reconcile the documents and
accounts .Some fields are changeable in a posted document .Whether or not data can be change in changeable
fields depend on the following factors:
 The document changing rules defined by your system administrator
 Which other SAP applications, such as CO or MM, you have installed
 How the application is configured
The change document functionality may also be used to release down payments for payment by changing the “Payment
Block” field .By cancelling the block indicator, down payments will automatically be released and cleared each time
the payment program is run .The paying program clears by subtracting the down payment amount from the
corresponding invoice amounts and paying the difference.
Procedure:

1.Access
SAP EasytheAccess on SAP Graphical User Interface (SAP GUI
Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Change
Transaction code FB02

2. On the “Change Document :Initial ” screen, enter information in the fields as specified in the table below:

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Input: (PTO)
Field Name Description R/O/C User Action & Values Comments

Document The system requires the number of the R Enter the document The system proposes the
Number document you wish to display. number you wish to document number from the last
change. processed document.
Company Code Company code which the document R Document numbers are The system proposes the
was posted under. company code specific. company code that was used in
the previous function.
Fiscal Year If the number range that the R Enter the appropriate fiscal If you do not enter a fiscal
document type uses is year dependent, year that the document year and the number range
you may use this field to be more was posted in. used is year dependent, an
specific. additional window will appear
if the document number exists
in various years.

Note :On above table, in column “R/O/C”; “R” =Required, “O” =Optional, “C” =Conditional
Notes:
 As standard when you enter the transaction, the last posted document made by any user appears automatically .
 If you know the document number that you need to change type the number direct in the “Document Number”
field.
 If you do not know the Document number press the following reen appears:

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3. From this screen you can select documents by fields like “Document type”, “Posting date”, “Entry date”, etc and
then press the “Exe cu ” icon, a list of documents appear if found.

4. Select the Document then press “Choose’ ( F9) .Or Double click the Document you want to change, the
following screen appears:

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5. On the screen “Document :Overview”, select a line item by double-clicking on it or click once then selecting the
Change Row icon .Only the fields which are not grayed out may be changed .If the line selected corresponds to a
vendor posting and the Payment Block field is configured as “changeable” in the FI Configuration Document
Change Rules, you may change the value of this field to release the vendor for payment .You may proceed to the
other line items by using the up and down black arrows or the Save and +Next/Previous push buttons .You may
also click on the Document Header icon to change selected fields in the document header.

6.Make the changes you need and press the “Back” button then press the “Sa v ” button . or press F11
Note:
 You cannot change the Document Header (Posting date, Document date, and Document type.)
 You cannot change Amount and Cost Centre or Order.
 You can change Text, Assignment, and Payment Method only .
7.To view the user details or for more details click o .
8. To go back to Data entry view click o n .
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1.7 Display Document Line Items:
Use:
This process will display a previously created accounting document .To display a specific document, enter document
number, company code and fiscal year.
Procedure:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Display
Transaction code FB03
1. On the “Display Document :Initial Screen” screen, enter information in the fields as specified in the table below:

Input:

Field Name Description R/O/C User Action & Values Comments

Document The system requires the number of R Enter the document The system proposes the
Number the document you wish to display. number you wish to document number from the
change. last processed document.
Company Code Company code which the document R Document numbers are The system proposes the
was posted under. company code specific. company code that was used
in the previous function.
Fiscal Year If the number range that the R Enter the appropriate If you do not enter a fiscal
document type uses is year fiscal year that the year and the number
dependent, you may use this field document was posted in. range used is year
to be more specific. dependent, an additional 44
window will appear if the
document number exists
in various years.
Notes:
If you do not know the specific document number you wish to display, click on the List button, enter the
parameters that you do know, and run the search in order to find the proper document .Then double- click on the
desired document to display it.
2. Press “Enter” to proceed.
3. On the screen “Document Overview”, you will see all line items for the document .If you wish to see more details
for a specific line item, double click on it .You can also click on the Document Header icon or hit F5 to see the
header information for the document .If you desire to make changes to the document, click the Display / Change
icon or hit Shift +F1 . In order to return to the “Document Overview” screen, click on the Overview i c n or
on the Back

click

4. To return to the “Display Document :Initial Screen” , press the “Back” icon or press F3.

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1.8 Display changes in
Document: Use:
To view the last changes that have been made to a certain document and the fields that has been changed.
Procedure:

SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Display Changes
Transaction code FB04
1.On the “Document Changes :Initial Screen”, make the following entries:

nput:

Field name Description R/O/C

Company Code Enter Company Code you want to display its Doc Changes. R

Document The Number of the document you want to display its R

Number
changes .
Fiscal Year The year you are working in. R
46

Period of Name of the User who Made the Change. O

change:
2. Then Press
Changed by nter”, the following screen appears:
3. Double click the line you need to display the changes made in it or pre s , or press the “All chang e
icon, the following screen appears:

Old
The Old value of
Field Description
name

Date Creation date of the document.

Field The Field that has been changed.

New The New value of the field.

47
4. Display the document changes and after that press the “Ba c icon to go to the main menu
1.9 Display G/L Accounts balances:
Use:
The system displays the debit and credit balances of the individual posting periods as well as the cumulative
balances of the G/L account
The account balance displays the following:
 The opening balance (the balance carried forward from the previous year )
 The total of all transactions for each posting period, broken down into debit and credit postings (transaction
figures).
Procedure:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒ Display Balances

Transaction code
1.On the “G/L Account Balance Display” screen, enter the information in the fields as specified in the table below:

Inp
Field name Description R/O/C Comment

Account Number G/L account number that identifies it in the Chart of R One G/L acct .or Range
Accounts.
Company Code Enter Company Code you need to display the R One Company Code
account balance in it. or range
Fiscal Year The year you are working in. R
Notes:
 You can display more than one account in the same time by pressing the Multiple selection bu tt
Account Number field the following window opens: beside the

on
Input:
Tab Description

Select Single You can select single values

Values (1)
Select Intervals You can select ranges

Exclude Single You can remove single value

Values
Exclude Intervals You can remove ranges

2. Press the “Execute ” icon. The Following screen

49
appears. (PTO)
Note:
 The balances for every period in the year are displayed .If you need more details of the totals double
click on the required period to see its details.
 To show the single document entries of a period, select the balance field of the period you want to
display by double-clicking.
 To show all the documents of the year, select the total balance field by double-clicking.
3. Select the line item you want to change by clicking the box at the start of the row and choose the “E d ”
icon, if you want to display it choose the “Displa y icon .
Note :
 Certain fields can be changed for each type of account. 50
 Fields to be changed differs whether the Line Item was posted, open or cleared.

4. Display the account balances and press the “Back” icon to go to the previous screen.
1.10 Display/Change G/L Accounts items:
Use:
 You can display the line items for one or more accounts.
 Line items are document items that were posted to a specific account .In contrast to a document item, a line
item only contains the information from the document that is relevant from the account view.
Prerequisites
 In order to display the line items for an account, the account must be managed with line item display .This
means that you have set the indicator Line item display in the master data of the account.
Procedure:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒ Display/Change line
items

Transaction code FBL3N

1. On the “G/L Account Line Item Display” screen, enter information in the fields as specified in the table below:

Input:
Field name Description R/O/C Comment

G/L account G/L account number that identifies it in the Chart of R One G/L acct .or Range
Accounts.
Company Code Enter Company Code you need to display R One Company Code or range
the account balance in it.
51
(PTO)
2. For the “Selection using search help”:

Input:

Field name Description R/O/C User action & values

Search help ID Key that describes the search criteria o <G/L account description in
chart of accounts>
Search String o

3. For the items to be Displayed or Changed:

Note:
You have 3 options to display line items:
 Open items: you can display open items to a specific date (open items means items that not yet cleared) .
 Cleared items: you can display cleared items from a date to a specific date (cleared items means as
example invoices paid) 52
 All items: you can display all items (open and cleared )from a date to a specific date.
(PTO)
4. For the Line Items selection:

Note:
You have 3 options:
 Normal items: Invoices, payments and credit memos.
 Noted items: Not used.
 Parked items: documents not yet posted.

5. Press the “Execute ” icon, a list of Line Items is displayed.

53

(PTO)
6. First you will find descriptions for some symbols in the screen:
Icon Description Icon Description
Means this item is still open. Means this document is not yet posted.

Means this item is cleared. Means this document was posted.

7. Second you have some icons in the toolbar:

Icon Description Icon Description

Display Document Sum icon to make sum to specific column.

y”
Change Document Subtotal icon make subtotals to specific column

Display check information Change layout icon used to change the

columns displayed.
Account Master Data Select layout icon used to change the layout
by another saved layout.
Filter icon to filter by any category available. Save layout icon used to save specific layout.

Sort ascending Sort in Descending Order

8. To Display the Line Item click on the check box then press the “Disp la icon .
9. To Change the Line Item click on the check box then Press the “Chang e icon .
Note :
 Certain fields can be changed for each type of account.
 Fields to be changed differs whether the Line Item was posted, open or cleared.
54
1.11 Clear G/L Account:
Use
Running the clearing program can clear open items on a G/L account .This program uses predefined criteria to
group together open items per account .If the balance of the group of open items equals zero in local, foreign, and
where applicable, the parallel currency, the items are marked as cleared.
Procedures :

SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒Clear

Transaction code F-03
1. n the “Clear G/L Account :Header Data” screen, enter information in the fields as specified in the table below:

55

(PTO)
Field name Description R/O/C User action &values Comment

Account The number of the G/L account to have R Enter in the G/L You may only clear items
items cleared. account number. from one account at a
time.
Company code Up to 4-digit code in which the customer R Can default from settings
exists. in User Parameters. The
system requires that you
select valid customer-
company code combination.
Clearing date Date of clearing transaction. R Defaults in as today’s date. Even if you change the
clearing date to a date in
the past, it will assign the
default date as the
clearing date.
Currency The currency of the amounts involved R Default to USD - Can
in the transaction. default by setting
editing profile.
Period 2 char identifier used indicate the period R Defaults to current
in which the posting will be placed. period, based on the
clearing date.
Normal OI Area Indicates that only standard open items R Default is set so that only
are to be taken into consideration during normal open items will be
clearing. taken into consideration for
clearing.
Additional selections A series of other document selection R The default selection is
Area criteria. „None‟.
Click on any single
selection option to limit the
Note :On Above table olumn “R/O/C”, “R” =Required, “O” ional, =Condition
open item list generated.
2. s Press “Enter” or the “Process open item icon. to continue

56
(PTO)
3. On screen “Clear G/L Account :Process open items”, double-click on the dollar amount field of the item(s )to be
cleared.

4. As you select each item from the list of open items (double-click), the total amount will appear in the “Assigned”
field .For an acceptable clearing transaction situation, this field must equal zero before you post the transaction.
5. Press the “Post” icon to or press (Ctrl-S)post the payment
6. A system message will appear indicating that the clearing document has been created and a system-generated 57
number will be attributed to that document.
(PTO)
7. You have four types of open items clearing :
a. Standard Clearing:
Standard Clearing means the payment amount is equal to the open item amount without any differences.
b. Partial Payment
A partial payment is a payment that is posted to an account without any open items being cleared .You assign this partial
payment to an open item .When you post the partial payment, the system marks the document number of the original open
item in the line item for the partial payment .The original open item and the partial payment remain open.
c. Residual items
A residual item results when a payment is made for less than the actual amount outstanding .You clear the original open
item, and the system posts a new open item . This new open item is for the same amount as the original open item minus the
amount paid.
d. Withholding tax
8. On the” Clear G/L Account :Process open items” screen, the “Standard” tab, make the following:
9. After entering the s een “Clear G/L Account Pr ocess pen items “, by default all items activated .To deactivate all
items first choose “Select all” and then “Deactivate items” .Afterwards you can choose Select and then
“Activate items”, in order to select the appropriate items, which you want to clear.
10. The activated items (represented in blue writing )can become afterwards cleared, if in the field “Not assigned”
contains an amount of 0, 00 or the difference does not exceed the tolerance limit for users.

1 1. On the “Editing us”, the following data

Field name Description Comment
Number of items Number of items displayed in the list.

Display from item First item to be displayed on the page.

Display in clearing Shows the Display Status. <Document

currency Currency/Local
Currency>
Amount entered Amount to be cleared. <0> 58
Assigned Total of the active items displayed. <0>
Not assigned Shows the difference between the amount to be cleared Must be =ZERO
and the net total of the active open items selected for
clearing.
(PTO)
12. In the table below there are some other options

Icon Description Icon Description

Document Overview Field Content Search

Clearing Text Find Amount

Distribute difference Display Gross/Net Amount

Charge off difference Display Currency

Select Activate Cash Discount

Select Block Deactivate Cash Discount

13. Press the “Document Overview ” Icon to display the document.

Note :The Clearing Document may have no line items.

14. Press the “Post” icon to post the clearing.

15. The following message appears where “100000059” is the clearing document number

16. Write down the document number for your reference.

59
1.12 Reset Cleared Items:
Use
You can reset clearing procedures for individual documents .When resetting clearing postings, the clearing data is
removed from the line items (and the reversal data, where it existed, is removed from the document header .)The
document changes are logged and can be displayed in the change documents .Payment history and credit limit will
be corrected, when needed, after resetting cleared items in Accounts Receivable .This process will be utilized for
opening misapplied payments and for reversing and reissuing credit refunds .
Procedure

SAP Easy Access Accounting ⇒ Financial Accounting ⇒Accounts Payable ⇒ Document ⇒ Reset Clear
Document
ransaction code FBRA
1. On the “Reset Cleared Items” screen, enter information in the fields as specified in the table below:

Field name Description R/O/C User action &values Comment

Clearing document Number of the document with which R Enter in the 10-digit system- Make sure that you have
the line item was cleared. assigned number .This is the the information of what
clearing document or the payment or offset is to be
payment number, or offset reset.
number.
Company Code Four-character identifier of the R Enter in the company code. Can be set as default
company code. parameter.
Fiscal year Defines a period, 12 months as a rule, R Enter year that the cleared item Make sure you enter the 60
for which the company is to create its was posted. current year, otherwise it
inventory and balance sheet. will affect the G/L
reporting and upper
management reports
regarding.
Notes:
 Click on the “Accounts” button to view customer account number and company code.
 Click on the “Items ” button to view the documents you are about to reset .Place the cursor at the displayed
line items and click on to view details.
 Click on “Accompanying Correspondence” button to view correspondences.

2. If there is any correspondence that is currently in the queue to be printed, the system will ask you if you want to
deactivate any open correspondence .You should click the „Yes‟ option.
3. Press “Reset Cleared Items ” to reset the document(s.)
4. A dialog box will pop-up with 2 options :“Resetting” and “Resetting and Reverse”
5. Select “Only resetting” by double clicking on the selection box .This cancels and reopens documents cleared
by payment allocation or other cleared items.
6. Select “Resetting and reverse” by double-clicking on the selection box .This will cancel credit refunds and
reissue.

Notes:
 If the document is involved with another clearing document, the system will generate an error message that the
document is not purely a clearing document.
This error message will display the following:
Diagnosis :the system will display what other items are involved and notify you that the document will notbe
reset. 61
System response: notification that the payment cannot be reset.
Procedure :the system will give you instructions to check your data and correct your entry .It will instruct you
to reset the other items to be able to reset this one.
 If the items are archived, the system will check the archives and if the document is found it will be reset
.Otherwise, the A/R control clerk will have to perform the following procedure:
o If the payment is to be reset and cleared again, the clerk should utilize „Post with clearing‟.
o If the payment is to be reset and left open, the control clerk should utilize „Post without clearing‟ .The
open items would then be resolved by the Credit department.
7. When selecting “Resetting and Reverse”, on the “Reversal data” box, enter the information from the table
below:
Field name Description R/O/C User action &values
Reversal reason Reason for reversing a document. R Enter the proper reason code
based on the process you will
perform.
Posting date Date when a document is reversed. R Enter current date .This has to
be today’s date for auditing

Fiscal year
purposes.

Note :On Above table in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional

8. Select the in the “Reversal data” box.

9. Select the i n e “Information” box to post the document.
10. Select the in the next “Information” box to complete the reset of cleared items.
11. If selecting “Only resetting” on the “Reversal of clearing document” box:
12. Click on the “Only resetting” button to reset the cleared item.
13. If resetting cleared documents t h were cleared without posting, after entering the information on the “Reset
cleared items” screen and selecting the “Save” button, a message will appear that the cleared documents were
reversed.

62
1.13 Process Automatic Clearing:
Use
You can use the clearing program to clear open items from customer, vendor, and G/L accounts .This program
uses predefined criteria to group together open items per account .If the balance of the group of open items
equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.
Procedure
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Periodic Process ⇒ Automatic
Clearing ⇒Without Specification of Clearing Currency
Transaction code F.13

1. On “the Automatic Clearing” screen, enter information in the fields as specified in the below table
GENERAL SELECTIONS area criteria can be specified as to which items to clear .
 For example, you can select various company codes, fiscal years, document numbers or posting dates .If
you leave these selections blank, the system will select everything .

63
Input:
Field name Description R/O/C User action & values

Company Code Enter the company you need to make the clearing in it. R <3300>

Fiscal Year Enter the Fiscal year of the transactions you need to clear. R <2012>

Document number if you want to clear certain documents, select the numbers. O <Doc .No.>

Select G/L accounts Indicator.

Assignment Enter assignment if you need to clear special assignments (regularly

not used).
Posting date Enter posting date if you need to clear special posting dates
(regularly not used).
Assign this flag if you need to clear customers automatically. R/C

Assign this flag if you need to clear a special customers transactions

automatically.
Special G/L Indicator- Enter special GL code.
Custom
Customer accounts Enter customers codes you need to clear.

Assign this flag if you need to clear vendors automatically. R/C

Assign this flag if you need to clear a special vendors transactions
automatically.
Special G/L Indicator- Vend Enter special GL code.

Vendors accounts Enter vendors codes you need to clear.

Assign this flag if you need to clear GL accounts automatically. R/C <Set indicator>

G/L accounts Enter GL accounts codes you need to clear

64
Assign this flag if you clear GR/IR account

Note :On Above table in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
3. Under the POSTING PARAMETERS area

Field name Description R/O/C User action &values Comment

Clearing Date The date the clearing will R/C Enter the relative period: Defaults to the current
be effective. i.e .End of Month-EOM. date.
Test Run The “Test Mode” option is O Run the clearing program in “Test Mode”
defaulted on the to review the data prior to a production
Parameter
4. Under the OUTPUT screen.area
CONTROL run.

Field name Description R/O/C Comment

Detail list with Allows for user to review R Defaults by the system.
error log accounts not cleared.

5. Choose Execute or press (F 8

6. Choose Back or press (F3 )
7. Deselect the field “test run”, all further entries remain unchanged. a 65
8. Choose Execute or press( F8) .You will perform the real run the system displays the warning :“This program run is
production run”.

9. Choose Enter to confirm the warning and to start the run.

1.14 Automatic Clearing with Clearing Currency Specified:
Use
You can use the clearing program to clear open items from customer, vendor, and G/L accounts .This program
uses predefined criteria to group together open items per account .If the balance of the group of open items
equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.
Procedure
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Periodic Process ⇒ Automatic
Clearing ⇒With Specification of Clearing Currency
Transaction code F13E

1.On the “Automatic Clearing” screen, the same steps as transaction “F.13”, except for the “Posting parameters”
make the following entries:

Field name Description R/O/C User action &values Comment

Clearing date The date the clearing will be Enter the relative period: i.e .End of Defaults to the current
effective. Month-EOM date.

Clearing Currency Currency for the clearing

Clearing curr . You can specify clearing

From assignment currency from assignment or
enter a clearing currency 66
The “Test Mode” option is Run the clearing program in “Test
defaulted on the Parameter Mode” to review the data prior to a
screen. production run.
3. Under the OUTPUT CONTROL area.

Field name Description R/O/C Comment

Detail list with Allows for user to review R Defaults by the system.
error log accounts not cleared.

4. Choose Execute or press (F8).

5. Choose Back or press (F3).
6. Deselect the field “test run”, all further entries remain unchanged.
7. Choose Execute or press( F8) .You will perform the real run the system displays the warning :“This program run is a
production run”.

8. Choose Enter to confirm the warning and to start the run.

Result
A log of the program run is provided .Per General Ledger account all groups of open items are arranged, which show
the same clearing amount in the debit and credit .If the clearing criteria agree a clearing date as well as a clearing
document number is indicated, under that the clearing took place.

67
1.15 Recurring Entries:
1.15.1 Recurring Documents:
Use:
 Some business transactions are repeated regularly every period or quarter such as rent and insurance .SAP gives
the Recurring Entry option to make this entry one time and run it every period and have the same financial
effect.
 The following data never change in the Recurring Entry :Posting Key – Account – Line item Amounts.
 You enter the recurring data in a Recurring Entry original document and then run the Recurring Entry Program .
Procedure:

SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Posting⇒ Reference Documents
⇒ Recurring Document

w:
Transaction code FBD1
1.On the screen “Enter Recurring Entry :Header data”, enter information in the fields as specified in the table
belo

68
Input: (PTO)
Field name Description R/O/C User action &values Comment

Company code Four-character identifier of the company R Select the drop down arrow to
code. select from the available choices.
irst run on The first day that documents should be R Select the drop down arrow to see
posted. a calendar.
Last run on The last day that documents should be R Select the drop down arrow to see
posted. a calendar.
Interval in The number of months between the R/C Select the drop down arrow to Either the “Interval in months”
months postings (run frequency). select from the available or the “Run date“ must be
choices. selected.
Run date The day of the month that the accounting R/C Select the drop down arrow to see Either the “Interval in months”
documents should be posted. a calendar. or the “Run date“ must be
selected.
Run schedule Plan which contains the required run R/C Select the drop down arrow to
dates for recurring entry original select from the available
documents. choices.
Transfer When generating accounting documents from O Select if appropriate. This indicator may also be useful
amounts in recurring entry original documents in foreign for postings made in local
local currency currencies, usually only the currency fields are currency, if more than one local
adopted .The local currency is calculated then currency is recorded or additional
according to the valid exchange rate at that time currencies are used in the special
.If you want to generate documents using the purpose ledger .If this indicator
historical rate, you need to set the corresponding exists in local currency documents,
indicator . This ensures that even local currency the system transfers the value date
amounts will be adopted in the new accounting in the document header . This
documents. means that additional currencies
are translated at historical rates.

Transfer tax Generally, only the currency fields are O Select if appropriate. When setting this indicator, also
amounts in transferred when creating accounting note the customizing of the
local currency documents from recurring entry original company code in which this
documents in foreign currency, and the local document is to be created .It can
currency is predetermined according to the rate make sense, for example, to
valid then .If, however, you want to transfer the transfer the local currency amounts
tax amounts with the "historical rate", then you of the normal line items from the
should set this indicator. recurring entry original document,
yet not the tax amounts, in the case
of company codes which propose a
separate date for the translation of
the tax amounts .These are then
always translated according to the 69
current rate from the exchange
rate table .If a manual rate is to be
entered for the tax amounts, then
this indicator should be set in
order to transfer the amounts
specifically
. The tax rate set is then also
transferred.
Field name Description R/O/C User action &values Comment

Copy texts By selecting this parameter the O Enter if desired

recurring entry document long texts (in
the document header and line items )
are transferred to the actual documents.
Document type Two-character identifier of the document R Select the drop down arrow to
type. select from the available
choices.
Currency/rate Two-character identifier of the currency R Select the drop down arrow to
used for the posting. select from the available
choices.
Translation date Translation date for determining R Enter if appropriate You do not need to enter a
the exchange rate that is to be used date unless the date in
for translation . The exchange rates question is not the same as the
are stored in the system. document entry date.
Document header The document header text contains O Enter if desired
text explanations or notes that apply to the
document as a whole, that is, not only
for certain line items.
Trading partner This field contains the business area O Enter if appropriate This relationship enables
BA of the trading partner .Together with the elimination of IC sales at
the business area to which the posting business area level within
is made, there is a sender/receiver business area consolidation.
relationship in each line item.
Posting key Two-digit numeric key that controls the R Select the drop down arrow to
entry of document line items. select from the available choices.
Account Account (vendor )which is to be posted. R Select the drop down arrow to
select from the available
choices.
Sp .G/L Identifies a special G/L transaction O Select the drop down arrow to
(i.e., down payments & bills of select from the available
exchange ). choices.
In column “R/O/C” of above table, “R” =Required, “O” =Optional, “C” =Conditional

2. Select the Enter icon to proceed.

70
3. On screen “Enter Recurring Entry :Add G/L or Vendor item”, enter information in the fields as specified in the table
below

Note :This view change depending on the account entered (expense account differs From current asset account…etc.)

ut:
In p
Field Description R/O/C User action Comment
name &values
Amount Amount of the posting to apply to the account R Enter the amount
entered on the previous screen.

Calculate Automatically calculates tax during C Check if applicable

tax simulation or posting.
Tax code C Enter if necessary. Conditional based on account.

Payment Key for defining payment terms composed of cash C Select the drop down Master records have separate areas for 71
terms discount percentages and payment periods. arrow to select from Financial Accounting, Sales, and Purchasing
the available choices if .You can specify different terms of payment
entering for a vendor or keys in each of these areas .When you then
customer account. enter a business transaction, the application
in question will use the key specified in its
area of the master record.
Field name Description R/O/C User action &values Comment

Bline date Date to which the periods for the cash discount C Accept proposed date or enter If the cash discount rates
deadline and the due date for net payment refer a different date. (and days )have not been
.This is the case for line items in open entered, the baseline date for
item accounts. payment is the same as the
For line items in G/L accounts, the item is due due date.
immediately on this date because there are no cash
discount specifications.
Days% Period within which a payment must be made in C Accept proposed values or
order to take advantage of the first cash enter new values if
discount terms. applicable.
Text Contains an explanatory text on the line item. R Enter a text manually or Texts with an asterisk at the
transfer a standard text .To first position are transferred
transfer a standard text you into the line item list for the
enter the corresponding text correspondence, for example,

“Ente
variable with a prefixed in dunning letters or payment
equals sign =(XXXX.) confirmations .It is a
requirement, that the field
"Segment text "is present in
the form for the
correspondence.

Posting key Two-digit numeric key that controls the entry of the R Select the drop down arrow Only enter if this is not the
next document line item .Use an appropriate key to to select from the available previous account was not the
reflect if the next entry will be a debit or a credit choices. last.
and if it will be a vendor, customer or G/L account.
Account enter the balancing G/L account (s )which is to R Select the drop down arrow Only enter if this is not the
be posted for the next line item. to select from the available previous account was not the
choices. last.
Sp .G/L Identifies a special G/L transaction (i.e., O Select the drop down arrow
down payments & bills of exchange ). to select from the available
choices.
Trans .Type The transaction type in Asset Accounting classifies O Select the drop down arrow
the business transaction. to select from the available
choices.
4. Then Press r
5. Next screen for the Second Line Item:
72
(PTO)
Field name Description R/O/C User action Comment
&values
Amount R * The *represent the same amount of the First Line
Item.
Value Date Used in Bank Accounts R

6. Press ” icon to view the me

73
7. On the “Enter Recurring Entry Display Overview” screen, you can see the document that is to be posted afterwards.
8. When satisfied with the results, select Document ⇒ Post or Press the “P icon to save the recurring entry and
record the posted document’s number . os

9. The following message appears where “100000059” is the document number

10. Write down the Recurring Document number for your reference.

74
1.15.2 Change Recurring Documents:
Use:
Changing a recurring document is similar to changing other FI documents except that all the line items in recurring
documents are open for change .The document header information on the other hand is still very restrictive for changes
.Recurring document may also be access in the General Ledger, Accounts Payable and Accounts Receivable .This BPP will
demonstrate on how to change a recurring document in Accounts Payable .The procedures though are very similar in
Accounts Payable, Accounts Receivable and General Ledger.
Procedure:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference
Documents ⇒ Recurring Entry Document ⇒ Change
Transaction code FBD2

1. On screen “Change Recurring Document :Initial Screen”, enter information in the fields as specified in the below table:

Field Name Description R/O/C User Action & Values

Company Code Identifier of the company code to which the Enter company code.
document was posted R
Document number Number that uniquely identifies the document R
that was created for the recurring entry original
document.
Fiscal Year Fiscal year in which the document was posted R Enter the fiscal year.
75

(PTO)
Notes:
 As standard when you enter the transaction, the last posted document made by any user appears automatically .
 If you know the document number that you need to change type the number direct in the “Document Number” field.
 If you do not know the Document number pres s the following screen appears:

xe
2. From this screen you can select documents by fields like “Document type”, “Posting date”, “Entry date”, etc and then
press the “ E cute” icon, a list of documents appear if found.
3. Double click the Document you want to change or press the “Choose” ic o
4. Press to continue.

5. On screen “Document :Overview”, edit one or more line items by double-clicking the line item and changing the data
contained in it.
 To edit the document header information, select Go to ⇒ Doc .Header .You can then add or change the Reference Number and
Text fields in the document header. 7
 To edit the recurring entries data, such as the run schedule go into the Change Document overview screen and then
select Goto ⇒ Recurring entry data .You may change the Next Run Date, Last Run Date, Interval in months, Run date, Run
schedule, Number of runs and Delete Code fields
6. Double click the Line Item you want to change, for example the first line item.

7. In order to change Recurring Entry Data select from the Menu Bar “Goto ⇒ Recurring Entry Data”

77
Note :In case you need to delete the Recurring Document for any reason set the “Deletion Indicator” Field
8. Make the changes you need and press the “Back ” button then press the “Sa v button, the mess a
Note:
 You cannot change the Document Header (Posting date, Document date, and Document type.)
 You cannot change Amount and Cost Centre or Order.
 You can change Text, Assignment, Terms of Payment, Base Line date, Payment Method only.

78
1.15.3 Display Recurring Documents:
Procedure:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference
Documents ⇒ Recurring Entry Document ⇒ Display
Transaction code FBD3

1. Perform the same steps like the previous transaction, but only for displaying not changing the Document.
2. Double click the Recurring Document you want to Display
3. Display the document and after that press the “Back ” icon to go to the main menu.
4. In case you want to Display the Recurring Entry data, From “Goto ⇒ Recurring Data Entry” the following
screen appear:

5. Press to exit this screen.

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1.15.4 Display changes in Recurring Documents:
Use:
To view the last changes that have been made to a certain document and the fields that has been changed.
Procedure:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference
Documents ⇒ Recurring Entry Document ⇒ Display Changes
Transaction code FBD4

1. On the “Recurring Document Changes :Initial Screen”, make the following entries:

Field name Description R/O/C User action &values

Company Code Enter Company Code you need R

to display its recurring
document changes in it.
Document Number The Number of the R
document you want to
display its changes
Fiscal Year The year you are working in. R

2. Then Press “Enter”, the following screen appears:

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3. Double click the line you need to display the changes made in it, or press the “All chang e icon.

4. Display the document changes and after that press the “Bac k icon to go to the main.

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1.15.5 Delete Reference Document(Recurring Entry):
Use
 You can only delete recurring entry documents that are flagged for deletion .The recurring entry program
automatically flags recurring entry documents for deletion if the next run date determined by the program is
after the last scheduled run date .The system thereby indicates that the recurring entry document is not to be
used again .You can also set the deletion flag yourself in the recurring entry document.
 When you use a run schedule, the program flags a recurring document for deletion if there is no run date in the
schedule which is later than the current run date .In this case the program tells you which recurring document
has been flagged for deletion .You can remove this flag if, for example, you have not yet entered all run
dates .Make sure you then complete the run schedule.
 The recurring entry program no longer uses recurring documents, which are marked for deletion.
Prerequisite:
 Recurring documents can only be deleted if they have a delete flag in the document header.
Procedure:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference
Documents ⇒ Recurring Entry Document ⇒Delete
Transaction code F.56

1.On the screen “Delete Reference Documents”, enter information in the fields as specified in the table below:

82
Note :On bellow table, in column “R/O/C”; “R” =Required, “O” =Optional, “C” =Conditional
Field name Description R/O/C User action &values Comment

Company code(s) The company code(s )that contains the recurring R This field is optional . However
document to be deleted. you should enter a company code
to avoid inadvertently deleting
documents in other company codes.
Document number(s) The document number(s )of the recurring R
document that is to be deleted.
Fiscal year(s) The fiscal year(s ), which contains the recurring R
document that, is to be deleted.
Reference document The document type of the recurring document R Input Document type as D = Recurring documents
type that is to be deleted. defined. i .e .D or M M = Sample posting documents

u
Test run Select the test run field to generate a list of the O
recurring documents that are to be deleted
before the actual deletion of the documents
2. For the indicator occurs.
“Test Run”, check if you want to run this prog ram in a test mode, where no changes are m
a
3. Then Press the “Execute” icon .
4. List of the reference documents that can be deleted is displayed.
5. Take a note with the Document Number you want to delete.

6. Press the “Back” icon and remove the “Test run” indicator.

7. Write the “Document Number” in the “Document numbers” filed and Press the “Exe c te” icon.
8. This following warning appears, Press “Yes” if you want to delete the document or “No” or “Cancel” if you don’t want to delete
i

83

9. This message appears that means “The document has been deleted”.
1.15.6 Evaluating Recurring entry Documents:
Use:
 You can evaluate recurring entries according to the following criteria:
 Time period :To do this, enter a start and/or an end date .These dates refer to the specifications made as to the first
and last run date stored in the recurring entry document.
 Documents not executed
 Documents to be considered in the future :To consider these documents for the next run of the recurring
entry program, enter the required settlement period.
 If required, you can restrict this evaluation to certain accounts.
Procedure:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Periodic Processing ⇒
Recurring Entries ⇒ Lists
Transaction code F.15

1. On the “Recurring Entry Documents” screen, make the following entries:

84
Field name Description R/O/C User action Comment
&values
Company Code Enter Company Code you need to view its R Mandatory
recurring documents.
Document Number The Number of the document you want to display its O
recurring entry on it.
Fiscal Year The year you are working in. R

Further Selection
Created by The Name of the user who created the
recurring documents.
Non-filled documents If you want the recurring documents which have not Set indicator If needed
yet been executed are also displayed.
Customer Accounts To display customer accounts that has Set indicator If needed
recurring documents.
Vendor Accounts To display Vendor accounts that has Set indicator If needed
recurring documents.
Display G/L Accounts To display G/L accounts that has Set indicator If needed
recurring documents.

2. Press the “Execute” ico n

3. 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 will not be executed until the next time the recurring entry program
is run.
4. The list displays the date of the next posting run.

85
1.15.7 Execute Recurring Entry:
Use:
 In this step you create posting documents from the recurring documents.
 To create accounting documents from recurring entry original documents, you have to either run the recurring
entry program or schedule it to be run .The run dates you enter in the original recurring entry documents are not
sufficient to create accounting documents .You must run the recurring entry program at the appropriate intervals
and specify, by entering a settlement period, which recurring entry original documents are to be included in the
run.
 The recurring entry program generates a batch input session .This contains the accounting documents that are to
be created .After running the recurring entry program, process this batch input session to carry out the postings.
Prerequisite:

e:
 Recurring documents have to be posted.

Procedur
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Periodic Processing ⇒
Recurring Entries ⇒ Execute
Transaction code F.14

2. O n the “Create Posting Documents from Recurring Documents” screen, ake the following entries:

86
Field name Description R/O/C User action &values Comment

Company Code Enter Company Code you need to make R Mandatory

the run the posting in it.
Document Number The Number of the document you want to run O
the recurring entry on it.
Fiscal Year The year you are working in. R
Settlement period Enter the date of the period you run (form day Default but can be change
1 to day 31)
Batch input session name Enter Batch Name which you have authority
on.

Note:

”.
 You will run the batch input session to affect the financial statement

2. Press the “Execute” icon, a message should appear to you “Session … was create d
This batch input session has to be processed so the actual documents are posted.
Note:
 If this message does not appear, one of the following has happened:
 The recurring entry original document was not created correctly.
 Your selection for the recurring entry program was incorrect.
 Another person has generated your recurring entry.

 Process only the session that you created by yourself.

87
1.15.8 Running Batch Input Session:
Use
 This activity runs the batch input session .
Prerequisites
 A batch input session must exist or be created.
Procedure
SAP Easy Access System⇒ Services ⇒Batch Input ⇒ Sessions
Transaction code SM35

1. On the Batch Input :Session Overview screen, select a session to process and choose Process Session ( F8).

88
2. On the Process Session Create screen, select a mode (Display errors only is preferred, but Process/foreground and Background
also work.)

3. Then choose Process or Enter.

 Process/foreground :All the screens are displayed and must be confirmed with Enter
 Display Errors Only :The documents are not posted in the foreground; only documents with errors are displayed, which you
can correct .
 Background :The documents are not posted in the foreground .Documents with errors remain in the session and can then be
processed and corrected in the foreground.
 Check manually whether all documents of a session were posted .You can see this in the session overview .If a session
was processed in the foreground, the selection screen Session Successfully Processed displays after the posting .Confirm
the selection screen with Enter.
 Correct any errors that show during processing.
Result
 Accounting documents are posted and recurring documents are updated with processing data (next run on and number of runs
.)To display a posted document, use transaction code FBL1N.
89
1.15 Closing Procedures:

1.15.1 Reports

eports 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
account S_ALR_87012284 50 Credit Entry Credit G\L Account
Trail Balance S_ALR_87012310 8 Payment Clearing Debit G\L Account
Ledger S_ALR_87100205 10 G\L postings Debit G\L Account
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 29 SPL G\L Debit Debit Vendor
Vendor Wise Purchases S_ALR_87012093 31 Invoice Credit Vendor
Vendor Outstanding List S_ALR_87012083 32 Reverse Credit Memo Credit Vendor
Age wise Analysis of Vendors S_ALR_87012085 34 Other Payables Credit Vendor
Advance Report S_ALR_87012105 35 Incoming payment Credit Vendor
Vendor's Ledger S_ALR_87012103 36 Payment Difference Credit Vendor
37 Other Clearing Credit Vendor
Asset 39 SPL G\L Credit Credit Vendor
Asset History Wise S_ALR_87011965
Asset History By Asset Wise S_ALR_87012075 70 Debit Asset Debit Asset 90
Depreciation Run AFAB 75 Credit Asset Credit Asset
Depreciation Forecast S_ALR_87012936 3 Bank Charges Debit Asset
1.17 Frequently Used Transaction Codes:

SL Particulars Transactio
No n Code General Ledger
I Document Posting

G/L Document Posting F-02

Post Outgoing Payment for G/L Accounts F-07

G/L Account Posting - Enjoy Transaction FB50

Posting a Document with reference to another FBR2

Document

Display Document FB03

Change Document
FB02

Display G/L Account Balances FS10N

Display G/L Account Balances for Open FBL3N

Item Managed A/c’s
Block GL Account FS00

Unblock GL Account FS00

II Document Parking

Creation of Parked Document F-65

Send System Message SO00

91
Display Parked Documents FBV0
SL No Particulars Transaction
Code
III Recurring Documents

Creation of Recurring Document FBD1

Change Recurring Document FBD2

Display of Recurring Document FBD3

Display changes in Recurring Document FBD4

Define Document Change Rules OB32

Delete Reference Document F.56

Execute Recurring Entry F.14

Evaluating Recurring entry Documents F.15

Running Batch Input Session SM35

IV Reversals

Individual Reversal FB08

Mass Reversal F.80

Reversal of a Reversed Document FBR2

Reversal of a Cleared Item FBRA 92

Accrual/Deferral Reversal F.81
SL No Particulars Transaction
Code

V Accrual/Deferral Documents

Creation of Reversal Reason

Creation of Accrual/Deferral Document FBS1

Reversal of Accrual/Deferral Document F.81

VI Sample Documents

Creation of Sample Document F-01

Display Sample Documents FBM3

Posting of a Document with reference to FBR2

Sample Document (or) F-02 : From the Menu
Document Post with Reference
VII Foreign Currencies Balances
Revaluation
Define Valuation Methods OB59

Creation of G/L Accounts FS00

Prepare Automatic Postings OBA1

Term Loan Receipt in Foreign Currency F-02

Enter Exchange Rates OB08

93
Foreign Currency Balances Revaluation (Forex F.05
Run)
SL No Particulars Transaction
Code

VIII Tax on Sales/Purchases

Define Tax Procedures OBQ3

Assign Country to Calculation Procedures OBBG

Define Tax Codes FTXP

Assign Tax Codes for Non-Taxable OBCL

Transactions
FS00
Creation of "VAT Pool A/c" G/L Account

Define Tax Accounts OB40

Assign Tax Codes in G/L Accounts FS00

Posting of Sale or Purchase Invoice to Check F-22/F-43

Input and Output Taxes
IX Other Transactions

Define Posting Keys OB41

Define Fast Entry Screens O7E6

FBU3
Display Intercompany Document

94
SL No Particulars Transaction
Code

I Transactions Accounts Payable

Posting of Vendor Invoice F-43

Posting Outgoing Payment F-53

Posting Vendor Invoice - Enjoy Transaction FB60

To View Vendor Account FBL1N

Vendor Credit Memo F-41

Vendor Credit Memo - Enjoy Transaction FB65

II Banks (House Banks)

Creation of Check Lots FCHI

Manual Check Updates FCH5

Display Check Register FCHN

Change Check Issue Date/Check FCH6

Encashment Date Updating
Creation of Void Reason Code FCHV

Void Check/Unissued Check Cancellation FCH3

Remove Check Encashment Date Data FCHG 95

Issued Check Cancellation FCH8

SL No Particulars Transaction
Code

III Advance Payments or Down

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

Normal by clearing Special G/L a/c

Clearing of Normal Item - Account Clear F-44

IV Automatic Payment Program

Assign Payment Method in Vendor Master XK02

Creation of Check Lots FCHI
Payment Run F110

v Extended Withholding Tax

Assign PAN & TAN Numbers OBY6

Assign Extended Withholding Tax Codes in XK02

Vendor Master
Purchase Invoice Posting F-43

J1INCHLN
Create Remittance Challan

Enter Bank Challan J1INBANK

Creation of TDS Certificate J1INCERT
96
Creation of Annual Return J1INAR
SL No Particulars Transaction Asset Accounting
Code

I Transactions

Creation of Asset Master AS01

Creation of Sub-Asset Master AS11

Main Asset Purchase Posting F-90

Sub-Asset Purchase Posting F-90

Asset Explorer AW01N

Asset History Sheet S_ALR_870
11965

Settlement
Depreciation Run AFAB

II Settlement of Capital Work-

in- Progress
Creation of Capital Work-in-Progress Asset AS01
Master
Posting of Transactions (Commissioning F-90
Charges)
Creation of Main Asset Master to which AS01
Asset Under Construction is to be
settled

97
SL No Particulars Transaction
Code

III Other Transactions

Transfer of APC Asset Values - Periodic Asset ASKB

Postings
Reconciliation of Assets with General Ledger ABST2

Sale of Asset F-92

Sale of Asset Without Customer ABAON

Transfer of Asset ABUMN

Transfer of Asset - Inter company ABT1N

Scrapping of Asset ABAVN

Post Capitalization of Asset ABNAN

Manual Depreciation ABMA

Unplanned Depreciation ABAA

Depreciation Forecast S_ALR_87012

936
Fixation of the Schedule as per the Indian AR02
Company's Act (or) Asset History Sheet

98