SAP FICO User Guide
SAP FICO User Guide
USER GUIDE
Prepared By:
Jayachandran.KS
MBA (Fin), SAP FI
Contents
1. INTRODUCTION
1.1 Financial Accounts Overview1
1.2 Structures in SAP Finance2
2. GENERAL LEDGER
2.1 Finance Organisational Structures & Master Data General Ledger Accounting..4
2.2 Accounting Transactions in General Ledger
2.2.1 Park Document 6
2.2.2 Post parked Document 7
2.2.3 Enter General Ledger Account Document 9
2.2.4 Change General Ledger Accounting Document.. 11
2.2.5 Display General Ledger Document.. 12
2.2.6 General Ledger Document Reversal .. 14
2.2.7 Clear General Ledger Account.. 16
2.2.8 Post with Clearing.. 18
2.3 GL Period End Closing
2.3.1 Create Recurring Entry Document 21
2.3.2 Change Recurring Document 23
2.3.3 Create Posting from Recurring Documents.. 25
2.3.4 Delete Recurring Document . 27
2.3.5 Enter Accrual / Deferral Document . 29
2.3.6 Reversing Posting for Accruals / Deferred Documents. 31
2.3.7 Foreign Currency Valuation . 33
2.4 General Ledger Reporting
2.4.1 Execute Financial Statements. 37
2.4.2 Display G/L Balances.. 38
2.4.3 GL Account Line Item Display.. 39
3. ACCOUNTS PAYABLE
3.1 Accounting Transactions in AP
3.1.1 Vendor Invoice Parking. 42
3.1.2 Change Parked document.. 44
3.1.3 Display Parked Document.. 45
3.1.4 Posting / Delete Parked Document .46
3.1.5 Vendor Invoice 47
3.1.6 Park / Edit Credit Memo.. 49
3.1.7 Post Credit Memo... 51
3.1.8 Post Outgoing payment 53
3.1.9 Display Accounting document. 56
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3.2
3.3
3.4
3.5
4. ACCOUNTS RECEIVABLE
4.1 Accounting Transactions in Accounts Receivable
4.1.1 Park Customer Invoice.. 92
4.1.2 Post Customer Invoice.. 93
4.1.3 Post Customer Credit Memo 95
4.1.4 Change Parked Document. 96
4.1.5 Display Accounting Document 97
4.1.6 Post Incoming Payments 99
4.1.7 Reset Cleared Items 101
4.1.8 Document Reversal 103
4.1.9 Clear Customer Account. 104
4.2 Customer Account Reports
4.2.1 Customer Balance Display.. 107
4.2.2 Customer Account Analysis . 109
4.2.3 Display / Change Line Items . 110
5. BANK AND CASH TRANSACTIONS
5.1 Cash Journal (Petty Cash Transactions)
5.1.1 Recording a Cash Receipt 113
5.1.2 Enter an Expense Transaction 115
5.1.3 Reverse Cash Journal. 117
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1. INTRODUC TION
1.1
The Financial Accounting (FI) application component fulfills all the international
requirements that must be met by the financial accounting department of an
organization. It provides the following features:
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Features
The Financial Accounting application component comprises the following subcomponents:
Ledgers
New General Ledger Accounting, unlike Classical general ledgers, enable parallel
accounting to meet the requirements of several, varying accounting principle
requirements. For example in a globalized environment, an international business
may produce one Statement to suit IFRS, GAAP, etc. SAP has only one leading
ledger (that corresponds to the local accounting principle eg. IFRS) yet at the same
time may have Non-Leading Ledger to enable reporting to meet GAAP
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General ledger accounts are master data that is used in day to day transaction
processing in various modules of the SAP ERP system.
The chart of
The
definitions consist mainly of the account number, account name, and the type of
G/L account, that is, whether the account is a P&L type account of a balance
sheet type account.
accounting transactions from a business point of view in the G/L accounts. In order
to keep a clear overview, the general ledger often only contains collective postings.
In such cases, the information posted is displayed in more detail in the subsidiary
ledgers, which provide their information to the general ledger in summarized form.
There are various methods of creating the general ledger master record but before
its creation there are requirements that need to be fulfilled first:
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You can comfortably create and post a G/L account document using a one-screen
transaction. The entry screen is divided into the following areas:
Header data (here, the data for the document header is compiled) Line item
information (here, the line items for the document are entered)
Information area (here, the debit and credit totals are displayed) Apart from
the single screen general ledger accounting transactional processing SAP
also offer the general parking and posting methods and it is necessary to
have a good command of how it operates.
In the initial screen, you enter the data for the document header. Additionally, you
enter the posting key and the account for the first line item.
provides the system with information regarding the account type (G/L account,
customer, vendor, asset, material) and determines the layout of the entry screen for
the line item.
With this information, the entry screen for the first line item is set up. You enter the
data for the first line item and access the next screen by entering the posting key
and account for the next line item.
In the next screen, you enter the information for the second line item and continue
to the next line item(s) as needed in the same manner.
Journals can also be processed in foreign currency in the general ledger.
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Journals that have been parked need to be checked before they are posted
(approved) in the system. The system allows you to change parked document in the
event that it contains some errors.
Steps:
1. Access transaction by:
SAP Access Menu
Transaction code
FV50
Description
Doc. Date
Currency
Document currency
Posting Date
Date of entry
Reference
Document description
Document Header
Journal Description
Text
G/L acct
GL Account Number
D/C
Amount doc.curr.
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button
6
changes.
4. A message will appear on the status bar: Document xxxxxxx was parked
5. Click on the Back
Menu
Transaction code
FBV0
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Description
Company code
Document Number
Fiscal year
3. Click on the
Enter button:
4. Click on Simulate
button
button
7. A message will appear informing you that a document number was posted in
company XXXX.
Note : you can post other journals from this screen without exiting to the post
document initial screen.
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8. Click on the
button
9. Click on the
arrow
button
12. A message will appear informing you that a document beginning with
number XXX was posted in Company code XXXX
13. Click on the Enter
button
displayed
The SAP System allows you to carry out postings direct into the General Ledger
accounts without going through the parking functionality please note that this
depends on the roles assigned to you.
Steps :
1. Access transaction by :
SAP Access Menu
Transaction code
FB50
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Description
Doc. Date
Currency
Document currency
Reference
Document description
Journal Description
G/L acct
GL Account Number
D/C
Amount doc.curr.
button
button.
6. The system will generate a document number please take note of that
number.
7. Click on the Exit
screen.
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Menu
Document Change
Transaction
FB02
code
button to proceed.
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button or press F5
Description
Reference
12. A message will appear on the status bar informing you of what has
happened to the document you changed.
13. Click on the Exit
Screen.
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SAP Access
Menu
Document Display
Transaction
FB03
code
button to proceed.
6. Click on the
Note : the system will show you more fields not shown under entry view
7. Click on the Document header
button
button to leave
Use document search function : when you dont know the document
number.
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button.
check box
button to proceed and a list of the documents
The General ledger journal you posted earlier was posted to the wrong accounts.
Reverse the journal and re park and post to the correct accounts. The reversal
document posts opposite entries to the ledger.
The system offers various ways of reversing journals the automatic reversal process
or the manual reversal process. The manual process involves (credit memo) parking,
checking and posting with complete opposite posting keys to the original
document.
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Transaction code
FB08
2. Update the required and optional fields by capturing the necessary data:
Field Name
Description
Company
Company code for which the parked document has been created
code
Document
Number
Fiscal year
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4. Click the
button
button or press Ctrl+S to post the reversal.
7. A message will appear on the status bar: Document XXXX was posted in
Company Code XXXX
8. Click on the Exit
screen.
Some GL Accounts are managed as Open Item accounts. The system provided a
clearing function that allows assigning and clearing of debits to credits based on
legitimate assignment reasons. Unmatched items therefore remain on the account
as OPEN and represent the balance of the account to be reconciled. The clearing
can be made at the time of the second posting, or alternatively later on after the
debit and credit have been posted to the account.
Note: For the general ledger account to be cleared OPEN item management must
be active. Refresh memory g/l master data creation
There are some postings in G/L (General Ledger) that have not been cleared. You
want to clear these posting.
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Steps :
1. Access transaction by:
SAP Access
Menu
Transaction code
F-03
Field Name
Description
Account
Company
Code
Currency
3. Click on the
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4. Choose and select the items you want to clear. Double click on each of the
items. The system will highlight these items in blue. When the value in the field
Not assigned is equal to 0, you can clear open items. If the value is not
zero, the difference in the amount must be treated as partial or residual items.
5. Check your document before posting. Select Document Simulate.
6. Click on Save
7. A message will appear on the status bar that document XXXX was posted in
company Code XXXX
8. Click on the Back
9. Click on the Exit
button or press F3
button or press Shift+F3 to return to the SAP Easy Access
screen
The SAP system allows you to post a transaction and at the same time clear the
account(s) that are involved.
Steps :
1. Access transaction by:
SAP Access
Menu
Transaction code
F-04
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Description
Doc.date
Currency
Document currency
Company Code
Company Code
Reference
Document description
Document
Payment of
Header Text
button
button or press Enter
button
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button
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button.
button.
16. The message bar displays: Document xxxxxxx was posted in company code
XXXX
17. Click on the Exit
screen.
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Pre-Close activities ensure that all necessary entries have been posted in the
General Ledger (G/L), including entries from feeder systems/sub ledgers and
accruals and recurring entries posted directly to the G/L. Pre-close activities
occur in both the old and new months.
It will
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Steps :
1. Access transaction by:
SAP Access
Menu
Transaction
FBD1
code
Description
Company Code
First run on
Date from which the first recurring entry will be carried out
Last run on
Interval in
Months
Document Type
Reference
Document
Header text
apply to the document as a whole, that is, not only for certain line
items
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Description
PK
DR/CR indicator
Account
GL account
Amount
PK
DR/CR indicator
Account
GL account
Amount
button.
Note : A message will appear on the status bar informing you that document
xx0000xx was stored in Company Code XXXX
5. Click on the Exit
screen.
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Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FBD2
Description
Company
Code
Document
number
Fiscal Year
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button.
screen.
Transaction code
F.14
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Description
Company Code
Document number
Fiscal Year
Settlement Period
3. Press Execute
Description
Created by
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button.
button
9. Click on the
for each screen until you reach the final screen where the
document. Note:- Before performing this, go to FBD2 (Change) give the recurring
entry document number that you want to delete then click view select Recurring
Entry Data and set the deletion indicator and save it.
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Transaction code
F.56
Description
Company Code
Document Number
Fiscal year
Test run
button
Note : The screen lists the Recurring Documents with deletion indicators selected will
be displayed.
4. Click the Back
button
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button
7. A message will appear that this is a production run. Press enter to accept.
8. Click on the Execute
successful.
9. Click on the Exit
screen.
Transaction code
FBS1
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Description
Document date
Type
Posting date
Period
Reversal reason
Reversal date
Posting key
In this field, the posting key which the next document line
item should be entered is specified
Account
Description
Amount
Cost center
Posting Key
In this field, the posting key which the next document line
item should be entered is specified
Account
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Field Name
Description
Values
Amount
Cost center
8. A message will appear on the status bar: document XXXXXX was posted in
Company Code XXXX
9. Click on the Exit
screen.
This function allows you to reverse previously posted accrual / deferral. The system
posts a reversal by entering an identical amount to the opposite side of the
account, thereby offsetting the original amount.
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Steps :
1. Access transaction by:
SAP Access Menu
Accounting
Financial
Accounting
Periodic
F.81
Description
Company code
Document number
3. Click in the
4. Click Execute
check box.
button. The system will display a list of documents that are
to be reversed.
button or press F3
check box
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button
screen.
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Closing
Valuate Foreign
FAGL_FC_VAL
Description
Company code
Company code
Valuation method
Create Posting
Posting date
Posting period
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tab
4. Select
5. Select
You can select only particular General Ledger / General Ledger accounts to be
valuated.
If you leave the selection fields empty (like in our example), all the
Note: The system does not create the postings immediately but creates a batch
input session instead.
7. Click on the Back
button or press F3
8. To post the valuation, you need to process the Batch Input Session that
youve just created. You can open another SAP session. From the main menu
choose System Services Batch input Sessions
9. Select the session you want to process. (Select the row that contains your
Batch input session, , e.g FAGL_FC_VAL
10. Click on the
button
button
button to begin the posting of documents
13. Once the session is processed, you need to check the results. To analys your
batch input session, follow the menu path:
14. From the main menu choose System Services Batch input Sessions
15. Select the row that contains your Batch Input Session FAGL_FC_VAL
16. The analysis
button or press F3
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Field Name
Description
Document number
Company code
Fiscal year
button
button or press Shift+F3 to return to the SAP Easy Access
screen
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Menu
Information systems
S_ALR_87012284 / F.01
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button
button or press Shift+F3 to return to the SAP Easy Access
screen.
Transaction code
FAGLB03
button.
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6. Click on the
button.
7. A pop up screen will be displayed within the main screen and will contain a
listing of the General ledger accounts.
account double Click the G/L account number within the below screen.
8. A listing of General Ledger line items will be displayed.
9. Click
button
button
13. Your report will be adjusted to incorporate the changes you have made
14. Click on the Exit
screen.
Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FBL3N
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button.
screen.
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3. ACCOUNTS PAYABLE
Accounts Payable records all accounting transactions for dealings with suppliers.
Much of its data is obtained from procurement (Materials Management)
incomplete document.
Steps :
1. Access transaction by:
SAP
Menu
Transaction code
F-63
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Description
Document Date
Date of Invoice
Company code
Posting Date
Currency
Invoice Currency
Reference
Posting Key
In this field, the posting key with which the next document
line item should be entered is specified
Vendor
Vendor Code
9. Enter a * (star) in the Amount field for the Second item then press enter to
adopt the amount from the first line item.
10. Select Tax Code in the Tax code field
11. Enter Cost Center in cost center field.
12. +(plus) in the text field then press Enter to adopt the text from the first line
item.
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button
15. The System will display a message at the status bar: Document Number : xxx
as parked in Company Code XXXX.
16. Click on the Exit
screen.
Menu
Transaction
FBV2
code
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Field Name
Description
Company code
Fiscal Year
button
4. Enter Reference in the Reference field (in the Edit Parked Document Screen)
5. Change data in the text field
6. Click on the Save
displayed.
Menu
Transaction
FBV3
code
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Description
Company code
Document
Number
Fiscal Year
button.
button to display
data.
5. To exit this transaction, click on the Exit
A vendors Invoice was parked twice for the same service however it was picked
before it was posted. In the SAP system a parked document can be deleted but
once a document is posted it can not be deleted. It will only be regularized by
entering a reversal document.
You can choose to post the parked document in this environment or choose to
delete it.
Delete the parked document
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Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FBV0
2. You can choose from the menu Document Select parked document
3. Update the required and optional fields :
Field Name
Description
Company code
Document Number
Fiscal Year
button.
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Accounting
Financial
Accounting
Accounts
FB60
2. Click on the
Description
Vendor
Invoice date
Invoice date
Reference
Amount
Invoice Amount
Text
G/L Account
D/C
Text
Cost Center
Cost Center
4. Click on the
tab.
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Access Screen.
Using the standard accounting function, you can enter a credit memo in the system
without posting the Accounts Payable sub ledger.
Menu
Transaction
F-66
code
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Description
Document Date
Date of Invoice
Company code
Posting Date
Currency
Invoice Currency
Reference
Posting Key
In this field, the posting key with which the next document line
item should be entered is specified
Vendor
Vendor Code
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button.
13. The system will display the number of the document generated by this
Invoice.
Document Number xxxxxxx was parked in the Company Code xxxx
14. Click on the Exit
screen.
Menu
Transaction code
FB65
2. Click on the
field.
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Description
Vendor
Document date
Posting Date
Reference
Amount
Amount to be posted to
Calculate Tax
Tax Code
G/L Account
D/C
Amount
Curr.
Text
Cost Center
Cost Center
5. Click on the
Tab
Field Name
Description
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8. A message will appear on the status bar that Data was copied.
9. Click on the
before posting.
10. Click on the Save
11. The System will display the number of the document generated by this
Invoice.
Document Number : xxxxx was posted in Company Code
12. Click on the Exit
screen.
Menu
Transaction
F-53
code
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Description
Document date
Company Code
Posting Date
Reference
Clearing Text
This text is copied into all clearing entries which are created
within the current processing
Field Name
Description
Amount
Value Date
The value date is used in bank account and bank sub-accounts. This
is a date at which the payments will be honored by the bank
Description
Account
Account
Type
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button
6. All open items are selected by default. To deselect the items first click the
Select All
button.
10. You can check your document before postings. Select Document
Simulate.
11. To post your entries, click the Save
button.
12. The message bar displays : Document XXXX was posted in company code
13. Click on the Exit
Screen.
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Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FB03
2. If you know the required document number, enter it in the field document
number . If you dont , click
3. The system will display a screen where you can enter your search criteria:
4. Update the following required and optional fields
Field Name
Description
Company Code
Fiscal Year
Document Type
Code identifying the method that the system uses to process the
transaction
Posting date
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6. The system will display a list of documents that fulfill your criteria
7. To display your document, simply double click on it. The system will display a
take you to document overview:
Or from the initial screen display Vendor Document
8. Enter the Document number you have on hand.
9. Enter the Company code XXXX
10. Enter the Fiscal Year XXXXXX or leave field blank,.
11. Click on the Enter
button to proceed
Note : the system will show you more fields not shown under entry and you
can be able to and a change your document from this document display
screen.
13. Click on the menu Document Display Change
14. Click on the Document Header
details
15. Identify fields that can be changed and change header text
16. Analys it and Click on the Enter continue / Confirm
button
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Menu
Account Clear
Transaction code
F-44
Description
Account
Clearing date
Company code
Currency
Currency code
Note : you can clear also the transactions posted in different currencies. The
system will automatically calculate and post exchange rate differences.
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button.
4. All open items are selected by default . To deselect the items first click the
Select all
button.
8. You can check your document before postings. Select Document Simulate
9. To post your entries, click the Save
screen.
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Steps :
1. Access transaction by:
SAP
Menu
Transaction code
FBRA
Description
Clearing
document
Company
code
Fiscal Year
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button to continue
button to display documents cleared by the clearing
operation
6. Click on the Save
Only Resetting will remove the clearing from the document that was
cleared and changes the documents status from cleared item to open
item
The clearing document also changes status to an open item and this has
effect on the overall Vendor Account
Resetting and reversing will reset the cleared line items and also reverses
the clearing document.
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button
13. A message will appear that document XXXXX was posted in Company code
XXXX
14. Click on the Exit
screen
Transaction code
FB08
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Description
Document no
Reversal Reason
button or
press F5
button or F3
button or press Ctrl + S
6. The system will post a reversal document and a message will appear on the
status bar Document xxxxxx was posted in Company Code xxxx
7. Click on the Exit
screen
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Accounting
Financial
Accounting
Accounts
F-47
Description
Document date
Type
Document type
Company code
Posting date
Currency / date
Reference
Doc. Description
Account
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Description
Amount
Calculate Tax
Due on
8. A message will appear on the status bar informing you that Document XXXX
was posted in company code XXXXX
9. Click on the Exit
screen
Menu
Transaction
F-48
code
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Description
Document date
Type
Document type
Company code
Posting date
Currency / date
Reference
Doc. Description
Account
Account
Amount
3. You can use an existing down payment request to post the down payment.
Click the Request
button.
4. Select the Down payment request number, by selecting the row containing
the document number like XXXXX by clicking anywhere on that row.
5. Click on the
document overview
7. The message bar displays Document XXXX was posted in company code
XXXX
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screen.
This function allows you to post a clearing document manually. You can use it e.g.
to clear a down payment (posted with special GL transaction) with another vendor
document (e.g. vendor invoice)
Steps :
1. Access transaction by:
SAP
Menu
Transaction
F-54
code
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Description
Document date
Type
Document type
Company code
Posting date
Currency / date
Reference
Doc. Description
Account
Invoice
Line item
Enter here the line item number you want to clear a down
payment with
Fiscal year
Note : If you dont know the vendor invoice number, you can open another SAP
session (Press Create New Session
4. Select the Down payment request number, by selecting the row containing
the document number like XXXXX and by clicking anywhere on that row.
5. Click the Enter
amount in the field Transfer posting. (Side scroll to the right to see this entry)
6. Click the Save
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screen.
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Steps :
1. Access transaction by:
SAP Access Menu
Accounting
Financial
Accounting
Accounts
F110
Description
Run date
Identification
3. Click on the
tab.
70
Description
Posting date
This specified the date upto which open items are taken
into account during processing
Company Code
Payment Methods
Next P/Date
Vendor
5. Click on the
tab.
check box.
7. Click in the
Check box
8. Click in the
check box
9. Click on the
program
button.
12. A message
status bar
13. Click on the Back
button.
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14. A message will appear in the status box: Parameters have been entered
15. Click on the
button
button.
18. A message will appear in the status box: Proposal is ready to be started.
19. Click on the Status
24. To display the proposal log Go to Edit ProposalDisplay log, a detailed log
will be displayed.
Job Log Entries for F110-xxxx /xxxx
25. Click the Back
Click on the
button
repeatedly until the message Payment run has been carried out and
Posting orders: XXX generated, XXX completed
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job
name
within
pop
screen
that
comes
up
i.e.
F110
xxxxxxxxPayment run
30. This screen indicates that the payment program ran successfully and Financial
Accounting documents created in Company code XXXX
Job Log Entries for F110-XXXXXX/ XXXX
31. The screen will list the accounts cleared, the clearing documents and the
related amounts.
32. Click the Back
option on the Schedule print popup box. Replace the (Question mark)? With
F1 or any character you prefer.
34. Click the Enter
Job Overview
37. The job will appear with the status finished in green imples that the job has
been correctly executed
38. Click in the Check
button
button.
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button.
button.
button.
Note : Before you command the printing make sure that your checks are properly
aligned and the correct leaf of the pre-numbered check is at the beginning
screen.
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T-code
FCH3
9. A message will appear on the status bar: checks XXXx to XXXX have been
voided.
10. Click on the Exit
screen.
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Accounting
Payable
Environment
Financial
Accounting
Payments
Accounts
Check
FCH9
9. The details of the check you about to cancel will be displayed. Check and
please satisfy yourself that it is the correct check to be voided / cancelled.
10. Click on the
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button twice.
button
2. A message will appear on the status bar : Checks 000xxxxx voided Payment
document not reversed.
3. Click on the Exit
screen.
Checks can be cancelled before they are printed due to various reasons: Soiled,
stolen destroyed and these reasons warrant the cancellation in order to maintain
the correct sequence of pre-numbered checks in the check lot. This functionality
allows for the cancellation of the Check and at the same time reversing the clearing
document.
Steps :
1. Access transaction by:
SAP
Menu
Transaction
FCH8
code
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8. Click on the
button.
9. A message will appear on the status bar: Payment for check XXXXX was
cancelled, reverse document XXXX
10. Click on the Exit
screen.
Menu
Transaction
FCHN
code
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or Select Radio
button
screen.
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Accounting
Financial
Accounting
Accounts
FB12
button
Description
Vendor
Postings from
Postings to
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6. Click on the
button.
7. A message will appear on the status bar: Account Statement was requested
8. Click on the Exit
screen.
Account
Periodic
Processing
F.61
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button to continue
81
Yes
to proceed
screen.
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Transaction code
FAGL_FC_VAL
Description
Company code
Company code
Valuation method
Document date
Posting date
Posting period
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tab
by clicking in the check box
by clicking in the check box, if required so
83
Note : The system does not create the postings immediately but creates a
batch input session instead
7. Click on the Back
button or press F3
8. To post the valuation, you need to process the Batch Input session that
youve just created.
You can open another SAP session. From the main menu choose System
Services Batch input Sessions
9. Select the session you want to process. (Select the row that contains your
Batch input session , e.g. FAGL_FC_VAL
10. Click on the
button
button
13. Once the session is processed, you need to check the results. To analys your
batch input session, follow the menu path:
14. From the main menu choose SytemServices Batch input Sessions
15. Select the row that contains your Batch Input Session FAGL_FC_VAL
16. Click the Analysis
button.
screen.
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Accounting
Financial
Accounting
Accounts
FK10N
Description
Vendor
Company code
Fiscal year
4. You can display the line items or even particular document directly from this
report. For instances, to display all the documents for period 4 mark this row
on the report screen (it will be highlighted in yellow) and click the Call up line
item report button. You can now see all the documents posted in Period 4.
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button to return
Or
7. If you there is need, you can change some of the fields. Click the Display
Change
they will be white. For instance you can add the description of the field
Text
Description
Text
10. You can also export the account balance to a local file. Select from the
menu path: List Export Local file.
11. Select the
button
to continue
12. Click on the Match Code
Select the Desktop as the location and update the following required field
Field Name
Description
Directory
File name
Values
and
Settings\......
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screen.
16. Go to the desktop environment of your look for the file Vendors Balances you
exported from SAP.
17. Double click on it; you can format this file the way you like.
Accounting
Financial
Accounting
Accounts
FBL1N
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7. To display the details of a particular line item simply double-click on any listed
document the system will display this line item.
button to return
Or
9. If you there is need, you can change some of the fields. Click the Display
Change
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10. Update the following required and optional fields of the invoice.
Field Name
Description
Text
12. You can also export the account balance to a local file. Select from the
menu path: List Export Local file.
13. Select the
button
to continue
14. Click on the Match Code
Select the Desktop as the location and update the following required field
Field Name
Description
Directory
File name
Values
Settings\......
Example
and
Vendor
Balance.xls
screen.
18. Go to the desktop environment of your look for the file Vendors Balances you
exported from SAP.
Double click on it; you can format this file the way you like.
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Accounting
Financial
Accounting
Accounts
Vendor Items
S_ALR_87012085
Description
Vendor
Company Code
Fiscal Year
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button.
button press Shift+F8
Screen
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ACCOUNTS RECEIVABLE
In Accounts Receivable, much of its data is obtained from Sales and Distribution to
be available in the second phase.
Master data must be maintained centrally to ensure data integrity.
Using this standard accounting function you can enter Invoice in the system without
posting to the Accounts Receivable sub ledger. The PARKED invoice is subsequently
subjected to checking, approval and posting to Accounts Receivable.
Steps :
1. Access transaction by:
SAP Access Menu
Accounting
Financial
Accounting
Accounts
FV70
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Description
Customer
Customer #
Invoice date
Date of invoice
Reference
Posting date
Currency
Invoice Currencdy
Amount
Invoice amount
G/L Acct
GL Account number
D/C
Text
button
button.
Simulation button enables the user to review the Invoice as if it had been
posted including any system generated postings. The system also validates
the posting data.
5. Click on the Back
button
button.
7. The message at the status bar informs you that Invoice number xxxx was
PARKED
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Accounting
Financial
Accounting
Accounts
FB70
2. Update the following required and optional fields for 1st line item by clicking
tab button:
Field Name
Description
Customer
Customer #
Invoice date
Date of invoice
Reference
Posting date
Amount
Invoice amount
3. Update the following required and Optional Fields for 2nd line item
Field Name
Description
L Account
D/C
Amount
Text
document before posting. The system will display the document overview.
5. Click on the Save
6. The
Invoice.
7. Click on the Exit
screen
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The SAP ERP system allows you to post a document with a complete opposite entries
to the original customer invoice. This function can be used when a customer returns
goods sold
Note : An account that was once debited will be credited and the other once
credited will be debited.
Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FB75
Description
Customer
Customer #
document date
Posting date
Reference
Amount
Invoice amount
G/L acct
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Field Name
Description
Note : The message bar displays Document XXXX was posted in company
code xxxx
8. The system will display the number of the document generated by this
Invoice.
9. Click on Exit
screen.
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Accounting
Financial
Accounting
Accounts
FB70
2. Click on the
3. Click on the
button
7. A message will appear on the status bar informing you what has happened
to the document you changed.
8. To exit this transaction, click on the Exit
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Transaction code
FB03
button to
3. The system will display a screen where you can enter your search criteria:
4. Update the following required and optional fields.
Field Name
Description
Fiscal year
Document type
Posting date
5. Click Execute
6. The system will display a list of documents that fulfill your criteria:
7. To display your document, simply double click on it. The system will display
the document.
8. Click on the Exit
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button to proceed
Note : the system will show you more fields not shown under entry view
15. Click on the menu Document Display Change
16. Click on the Document header
button
17. Identify fields that can be changed and change header text
18. To store your changes in the document, click Save
19. Analyse it and click on the Enter Continue / Confirm
button.
button to leave
The SAP ERP system allows to process customer payment and will match the two
documents i.e. the invoice and the incoming payment documents and at the same
time perform the (reconciling) clearing procedures.
Processing of incoming
payment can also be done by normal parking and posting then executing a
separate manual clearing function at a later stage.
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Transaction code
F-28
Description
Document Date
Company Code
Currency
Currency code
Reference
Account
Amount
Account Customer
3. Click on the
button
button.
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Select Document
Simulate
9. To post your entries, click the Save
button.
10. The message bar displays: Document XXXx was posted in company code
xxxxxx
11. Click on the Exit
Screen.
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Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FBRA
Description
Clearing Document
Company Code
Fiscal Year
button to continue
operation
6. Click on the Save
Only Resetting will remove the clearing from the document that was
cleared and changes the documents status from cleared item to open
item
The clearing document also changes status to an open item and this has
effect on the overall Customer Account.
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Resetting and reversing will reset the cleared line items and also reverses
the clearing document.
button to continue
14. A message will appear that document xxxxx was posted in Company Code
xxxx
15. Click on the Exit
screen.
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Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FB08
2. Update the required and optional fields by capturing the necessary data:
Field Name
Description
Document Number
Fiscal year
button or
button or F3
button or press Ctrl+S to post the reversal.
6. The system will post a reversal document and a message will appear on the
status bar Document XXXX was posted in Company Code XXXX
7. Click on the Exit
screen.
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Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
F-32
2. Update the required and optional fields by capturing the necessary data:
Field Name
Description
Account
Clearing date
Company Code
Currency
Currency code
Note : You can clear also the transactions posted in different currencies. The system
will automatically calculate and post exchange rate differences
3. Click the Enter
button.
button.
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8. You can check your document before postings. Select Document Simulate
9. To post your entries, click the Save
screen.
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Documents update Customer Balances when posted. Authorised users can view
Customer Account Balances online using the Account Balance enquiry and
entering the Customer account number.
Transaction code
FD10N
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Description
Customer
Customer Number
Company Code
Fiscal Year
3. Click Execute
button
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Double click balance figure under credit column. This function will allow to
view individual documents line items.
of the report. The report above can be printed sent by e-mail, downloaded to
various PC applications and can be displayed graphically.
7
screen.
This transaction allows you to carry out an in depth Customer account analysis, such
as business volumes analysis, open items due date analysis.
Steps :
1. Access transaction by:
SAP Access Menu
Transaction Code
FD11
Description
Customer
Company Code
Fiscal Year
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button.
109
screen
The display/change line item of Customer transactional report offers a different view
of customer documents, also allow you to view and analyse the status of each
customer documents.
Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FBL5N
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Description
Customer
Company Code
3. Click on the
Radio button
box
be displayed.
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8. Customer documents are also updated with Net due date symbols and these
are derived from payment terms entered on the document during capturing.
The report displayed above can be printed sent by e-mail, downloaded to various
PC applications
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The petty cash journal will take care of such small expenses for example postage
expenses etc.
typical cash journal documents and cash report for a specified period.
For every company code there can be defined different cash journals.
Steps :
1. Access transaction by:
SAP Access Menu
Transaction code
FBCJ
2. When you double click FBCJ Cash Journal (if you are accessing it for the first
time the system will prompt a small window, you need to enter company
code and your relevant code of cash journal Type)
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3. Click on the
this posting.
4. Update the following required and optional fields:
Field Name
Description
Company Code
Cash Journal
6. Click on the
tab
Description
Business Transaction
Transaction number
Amount
Amount to be reimbursed
Reference
Profit Center
Description of Transaction
button.
Financial
Accounting.
9. Click on the Post
10. The Financial Accounting document can be displayed via selection of the
button.
11. A sub screen like the one below will be displayed double click on Document
number XXXX
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button.
button or press Shift+F3 to return to the SAP Easy Access
Transaction code
FBCJ
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button.
Description
Company Code
Cash Journal
4. Click on the
tab.
Description
Business Transaction
Office Expense
Amount
Amount
G/L Account
will be
coded
Cost Center
Description of Transaction
button.
button.
button or press Shift+F3 to return to the SAP Easy Access
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Transaction code
FBCJ
button.
button.
Yes
button
Description
Reversal
Enter the reversal code for the transaction, this is the reason why
Reason
button.
Note : An additional line item is displayed for the reversal with the document status
symbol, the original document also has this status.
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want to view.
11. Double click on the Accounting Document
button.
button
button or press Shift+F3 to return to the SAP Easy Access
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6. ASSET MANAGEMENT
6.1
Asset accounting is a subsidiary ledger of the general ledger and is used to manage
and document in detail fixed asset transactions. In fixed Asset accounting, you can
update depreciation and changes to asset balance sheet values in asset
accounting.
You can also make various account assignments to cost accounting for these
transaction types.
Accounting (FI-AA) transfers data directly to and from other SAP AG components.
For example, you can post from the retirements fiscal year data a component
directly to FI-AA.
Title
Asset
Description
master
Creation
It also covers
Asset
Master
Record This
Maintenance
process
covers
asset
master
record
Where
Locking an Asset
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Asset
Master
Deletion
Asset Acquisition
Asset Retirement
Transfer
assets
between
company
codes,
regions or areas
8
Depreciation
This
process
covers
the
calculation
and
The depreciation
Manual
Correction
10
Asset
Reversal
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has been
Transaction code
AS01
Description
R/O/C Comments
Asset Class
Use
drill-down
locate
the
to
asset
class
Company code
Number of similar
assets
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This allows to
create multiple
121
4. Navigate through the tabs and complete the required and optional fields
5. Save when completed
6. A message bar will show as message like:
Asset xxxxxxx x is created
Asset creation process is completed
Transaction code
AS02
Description
Asset
The
R/O/C Comments
asset
number
to
main R
be
Changed
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to be changed
Company code
Transaction code
AS03
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Description
R/O/C Comments
Asset
A number can be
displayed
chosen
drop
by
using
down
Function
Sub-number
displayed
Company code
icon Then
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Transaction code
F-90
Description
R/O/C Comments
Header Information
Doc. Date
Enter
document
date
Document Type
Company code
Posting date
Date
for
document
accounting.
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posting
to
R
a
financial
This
will
125
which
(also
posting
fiscal
known
as
period)
the
transaction is recognized
Reference
at
later
retrieval date.
Line item information
Posting Key
Creit
entry
of
any
account type
Account
screen
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Field Name
Description
R/O/C Comments
Posting Key
Enter
Asset
Account
Transaction Type
Enter
Accounting
the
Transaction
The
Type (100)
business
classified
transaction.
transaction
type
the
control
transactions
are
posted
Transaction Code
AW01N
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