figl 200 manual

G/L Accounting 1

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General Ledger Accounting

FIGL 200

G/L Accounting 2


Course Content

• Introduction

• Unit 1 – FI, FM, and CO Overview

• Unit 2 – Master Data

• Unit 3 – Document Handling

• Unit 4 – Reversing Documents

• Unit 5 – Create Recurring Entries

• Unit 6 – Create Accrual Entries

• Unit 7 – Additional Features of Document Processing

• Course Summary

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Course Objectives (1)

You will be able to:

• Explain the differences between FI, CO and FM

• Display various general ledger master records

• Execute general ledger account listings

• Park, create and maintain G/L documents

• Display G/L line items and balances

• Reverse G/L documents

• Drilldown from the G/L account to the line items

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Course Objectives (2)

You will be able to:

• Create and process recurring entries

• Create account assignment templates

• Create and reverse accrual entries

• Utilize features within the document entryprograms

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Prerequisites and Roles

• Prerequisites:SAP Overview & Navigation – NAV 050 FI/CO FM Process Overview – FICOFM 100

• Roles:G/L AccountantsAccounting Clerks

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Benefits

• Purchasing, A/P and G/L IntegratedReal-time update of G/LLess reconciliation required

• Less time spent resolving issuesIncrease in automated entries Streamlining of process

• Online visibility to document flowCan track entries to originator for quick resolution

• Common master data

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Unit 1 – FI, CO and FM Overview

• Topic 1: FI, CO and FM

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Unit Objectives

• At the end of this unit you will: Describe the difference between FI, FM, and CODescribe the purpose of Financial Accounting (FI), Funds Management (FM), and Controlling (CO)Explain the OnePurdue Enterprise Structure

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Key Attribute Changes in OnePurdue

Single data repository for all Purdue enterprise data.

Data from Legacy systems is often incompatible and requires special treatment to be used by other systems.

Processing for most transactions is immediate or “real time".

Processing is time delayed (batch environment) based on the system and the data needed to accomplish a given task.

Tightly organized set of flexible user-centric applications that integrate all Purdue enterprise data, information and processes.

Loosely organized group of computer systems that allow the University to do business. Many are 20-30 years old.

OnePurdue SystemLegacy System

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OnePurdue Key Components

BW

SRM

OnePurdue Core ComponentsNew Dimension Components

COPSCD

HR

WM

FM

GM FIPM

PS

TR

CMMM

BW Business WarehouseSRM Supplier Relationship ManagementPM Plant MaintenanceWM Warehouse ManagementMM Materials ManagementTR TreasuryPS Project SystemsHR Human ResourcesGM Grants ManagementPSCD Public Sector Collections and DisbursementsCM Campus ManagementFI Financial AccountingCO ControllingFM Funds Management

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Financial Accounting (FI)

• General Ledger Accounting (GL)Provides a comprehensive picture of external accounting utilizing general ledger accounts.

• Accounts Payable (AP)Manages accounting transactions for vendors. It is also an integral part of the purchasing system.

• Accounts Receivable (AR)Records and manages accounting transactions for all customers (sponsors). It is also an integral part of grants management.

• Asset Accounting (AA)Manages assets from acquisition through retirement. The system calculates depreciation, interest and other values.

FI

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Financial Accounting (FI)

• Financial Accounting manages all information in OnePurdue according to legal requirements (GASB, GAAP, NACUBO, etc)

General Ledger AccountingAccounts Payable AccountingAccounts Receivable AccountingPublic Sector Collections and DisbursementsAsset AccountingTreasury (Bank Accounting)

• Financial Accounting records total asset, liability, Net Assets,expense/revenue by G/L account number, company code, fund, functional area, and business area

GASB – Governmental Accounting Standards BoardGAAP – Generally Accepted Accounting PrinciplesNACUBO – National Association College and University Business Officers

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Financial Accounting

• FI tracks what expenses/revenues occurred through a general ledger account number, business area and fund

Detail Line Items

Account Balance

The general ledger stores all transaction figures by G/L account number only. This is all that is required for the trial balance.

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Controlling

• Cost Center Accounting (CCA)An area of responsibility for tracking revenue and expense by department

• Orders Orders are a cost collector. Used to monitor costs. Orders include:

Real internal orders (Cont. Ed. & Conferences)Statistical internal orders (DREF)Work orders (WL - EWOTS)

• WBS ElementsUsed for larger capital projects like buildings

CO

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Controlling (CO)

The Controlling module captures a company’s flow of revenue and expenses.

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Controlling

• CO tracks where the expenses/revenues occurred through a Cost Center, Internal Order or WBS Element

• Purdue will not utilize the cost center reporting in CO. Fund center reports will be utilized

Total Expense by Account and

Order

Unlike FI, Controlling breaks down the transactions figures for reporting. This is accomplished using Cost Centers, Internal Orders and WBS Elements.

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FM

Funds Management (FM)

• Funds AccountingFM provides a budgetary, actual and commitment, view of transactions by fund, fund center, funded program, commitment item and functional area.

• Budgetary ControlsFM controls the commitment and spending of funds.

• Budget ExecutionFM supports budget execution, including reporting and monitoring of actual and commitment activity.

• Budgetary Basis ReportingFM is the module for public sector budgetary and financial reporting requirements

Funds Management (FM)FM supports budgetary controls over committing and spending funds.FM supports budget execution, including reporting and monitoring of actual activity.FM provides a budgetary view (actuals + commitments) of transactions by fund, program, organization, and nature of expense, revenue or budget.FM is an additional component vital to meeting the requirements of public sector budgetary and financial reporting requirements

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Funds Management (FM)

• Funds Management provides a budgetary, actual and commitment, view of transactions by:

FundFunds CenterFunded ProgramCommitment ItemFunctional Area Grant

• Fund Accounting or Funds Management - the fund and funds center to which the commitment is posted

• Cost Center and Funds Center are linked by common numbering. If the cost center number is 4030004002, the funds center number is 4030004002

When you buy goods or services, they are charged to a cost center and at the same time a commitment is made to a funds center

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Funds Management

• FM tracks where the costs; actuals and commitments have been encumbered by funds center and by fund

Total by fund and funds center

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Key Terminology Changes

Functional AreaFunctional Class

Funded program/Real Internal Order/FundProject

Business PartnerVendors, Customers

Cost Center/ Funds CenterDepartment

ClientDatabase, Mainframe

Transaction CodeProgram, Screen, Window, Process

SAP Easy Access MenuTree Menu, Nav Menu

G/L Account, Cost Element, Commitment ItemObject Code

Business AreaCampus

FundFund

In OnePurdueBefore OnePurdue

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Key Terminology for Financials

An object used to maintain details such as terms and conditions of funding and administration of a sponsor’s award.

Grant

Represents budget classifications of revenues and expenditures in the Funds Management module. There is a one to one relationship with a G/L Account.

Commitment Item

The funded program is used for detailed budgeting and expenditure control of temporary, discrete groups of activities.

Funded Program

Funds centers represent the organizational areas of responsibility for budgetary monitoring and reporting.Funds Center

A fund represents the lowest level source of funding required for budgeting and monitoring.Fund

Used to classify budget and actual data by function for management reporting purposes. Functional Area

DefinitionOnePurdue Term

Functional Area is used to classify budget and actual data by function for Management reporting purposes. Commitment Items represent budget classifications of revenues and expenditures inthe Funds Management Module. Commitment items are linked to the G/L account in FI and the revenue and cost elements in CO. With this link, transactions posted to the G/L account or revenue or cost elements are posted automatically to FM. Commitment Items also can be arranged in a multi-level hierarchy where the top nodes are defined for reporting and/or controlling levels.Funds Center represents the lowest level area of responsibility for budgetary monitoring and controlling costs by area of responsibility. Funds centers can be arranged in a multilevel hierarchy where a parent-child relationship is defined for reporting and/or controlling levels. Fund Centers will have a one-to-one relationship with cost centers. An organizational unit within the Funds Management (FM) Module.Funded Program enables an organization to record budget, control postings, and monitor the performance of internal projects; it can vary from simple activities to complex projects, can cross fiscal years, funding sources, and organizational units. Funded program tracks budget for non-recurring projects or programs that are funded by multiple fund centers. The company will set up Funded Program for internal orders. Funded program should provide a level of detail that will allow appropriate budgetary control and internal/external management information. It provides the means to budget internal orders.

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OnePurdue Terminology and Definitions

A capital project

Example: construction of a new building on campus

WBS Element

An organizational unit in OnePurdue that defines the location where a cost is incurred such as a department.

Cost Center

Business Area in OnePurdue identifies the campus that “owns” the transaction. It enables financial reporting by campus.

Business Area

A cost collector in OnePurdue used to monitor costs. Includes: Real Internal Orders, Statistical Internal Orders, Work Orders

Order

The equivalent of a G/L account within Controlling (CO). Revenue and expenses posted to a G/L account are automatically posted to CO via the cost element of the same number. (office supplies = 524125)

Cost Element

DescriptionTerm

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Enterprise Structure and Financial Master Data

Grant(6 Characters)

Grant(6 Characters)

Functional Area(4 Characters)

Functional Area(4 Characters)

Sponsored Program(10 Characters)

Funded Program(10 Characters)

Internal OrderWBS Elements

Funds Center(10 Characters)

Funds Center(10 Characters)

Cost Center(10 Characters)

Fund(8 Characters)

Fund(8 Characters)

Sponsored Class(5 Characters)

Commitment Item(6 Characters)

Cost Element(6 Characters)

G/L Account(6 Characters)

Business Area(2 Characters)



Financial Mgmt Area(3 Characters)

Controlling Area(3 Characters)

Company Code(3 Characters)

GM(Grants Management)

FM(Funds Management)

CO(Controlling)

FI(Financial)

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Enterprise Structure Basics

Funds Mgmt Area(3 Characters)

Controlling Area(3 Characters)

Company Code(3 Characters)

FM(Funds

Management)

CO(Controlling)

FI(Financial)

In OnePurdue…

• Company Code = PUR A legal entity (a balanced set of books)

• Controlling Area = PURCaptures a company’s flow of revenue and expenses

• Funds Management (FM) Area = PURRepresents the University’s actual spending compared to budget

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Business Area



CO(Controlling)

FI(Financial)

Purdue University has four Business Areas each representing a campus.

10 = Calumet20 = Fort Wayne30 = North Central40 = West Lafayette

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FI, CO and FM Integration

General Ledger Accounts

Business Area

Company Code

FinancialAccountingFI

DATA

Primary and Secondary Cost

Elements

Cost CenterInternal Order

ControllingArea

ManagementReporting

CommitmentItems

Funds CenterFund

Financial Management Area

FundsManagementCO FM

DATA

FI is used for statutory reporting and provides balance sheets and income statements by both company code and business area.FM is used for commitment accounting where the budget controls are establishedCO is used for management reporting, this is the module where certain cost allocations performed for internal reporting and reports for internal orders are generated, including statistical internal orders. Because a transaction is posted to the FI, FM, and CO modules at the same time. FI, FM, and CO fields are required to enable posting in the modules.

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Unit Review

You are now able to:Describe the difference between FI, FM, and CODescribe the purpose of Financial Accounting (FI), Funds Management (FM), and Controlling (CO)Explain the OnePurdue Enterprise Structure

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Unit 2 – Master Data

• Topic 1: Master Data

• Topic 2: Chart of accounts listings and reports

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Unit Objectives

• At the end of this unit you will: Explain OnePurdue Master DataLook up G/L accountsDisplay and run report on G/L accounts

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P&L (Profit & Loss) AccountsRevenue, Expense Fund Addition and Fund Deduction

Open Item Managed G/L accountsClearing Accounts

Audit TrailAudit Trail

Reconciliation AccountAccounts Payable, Accounts Receivable and Asset trade accounts

G/L Account/Commitment ItemObject Code


Pending / Clearing Accounts = Open Item Managed G/L accounts

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Key Process Changes

Manual journal entries parked in real time decentralized. Posting is still centralized.

Manual journal entries posted centrally

Integration with A/P and Purchasing. Entries automatically posted at transaction time

Some A/P and Purchasing postings were posted using on-line entry.

Accounts handled differently in different modules (GM, FM, CO, FI)

All GL accounts handled on same system (FMIS)

GL account is six digitsObject code is five digits


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Topic 1: Master Data

• Master Data Integration

• General Ledger Master Records

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Master Data: Financial Accounting (FI)

• GL Accounts make up the GL specific master data

• FI master data is integrated with master data from other areas of One Purdue

Vendor masterCustomer Master (Sponsor)

Master RecordVendor/

Customer

FinancialAccounting

(FI)

General Ledger (GL) Accounts

GL account master data is comprised ofChart of AccountsAccount Group (groups like g/l accounts together)

GL account master data is assigned per company code which controls the entry of data to the account and the management of the account.The Chart of Accounts contains the accounts that are valid within a company code. Vendor master data funnels information from SRM to FI Accounts Payable.Customer master data funnels information from GM to FI Accounts ReceivableMaterial master data funnels information from SRM to FI for invoice postings.

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Master Data

• Data that is shared across applications:General Ledger AccountsVendorCustomer (Business Partner)Cost CentersInternal OrdersMaterial (Part #)Asset

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Account Relationship (Master Data)

524125Office Supplies

General Ledger Account

FinancialAccountingFI

DATA 524125Office Supplies

Cost Element

Revenue and Expense Collector

524125Office Supplies

Commitment Item

CommitmentAccounting

DATA

Note: The number of the GL account, cost element and commitment item remains the same 524125!

This is not always the case (asset numbers are different).

FMCO

FI Object Codes are now called general ledger Accounts in OnePurdueTransactions are posted in FI through the general ledger accountA general ledger account has a corresponding commitment item in FM and a PCE (Primary Cost Element) in CO General ledger accounts represent the WHAT of a transaction in CO. Office supplies = 524125

NOTE: Not all general ledger accounts have a one-to-one corresponding commitment item.

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G/L Master Data

• All accounts used by Purdue are in Chart of Accounts CPUR

• G/L accounts have corresponding commitment items in Funds Management(not always one-to-one)

• Revenue & expense accounts in G/L have an associated cost element in CO

• Postings to the general ledger flow to CO through a cost element and to a commitment item in FM

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G/L Master Data

• Postings to P&L G/L accounts that have an associated cost/revenue element require a cost center, WBS element, or internal order

• Postings to A/P flow to the general ledger through a reconciliation account setup in the vendor or customer master record

• Automatic posting accounts are set up to prevent the general ledger from getting out of sync with the sub-systems

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FI-G/L Chart of Accounts

• Organized listing of all G/L accounts required to support financial management reporting

• In OnePurdue, G/L account ranges are as follows:

Budgeted Income4YYYYYBudgeted Revenue6-xxxx

Budgeted Expense5YYYYYBudgeted Expense7-xxxx

Expense5YYYYYExpense5-xxxx

Revenue4YYYYYRevenue4-xxxx

Net Assets3YYYYYNet Assets3-xxxx

Liabilities2YYYYYLiabilities2-xxxx

Assets1YYYYYAssets1-xxxx

OnePurdueFMIS (Legacy)

A company code can belong to only one chart of accounts. Purdue uses one chart of Accounts—CPUR, therefore, company code PUR is assigned to chart of accounts CPURAccounts starting with 1, 2, & 3 only in the FI module (Balance Sheet)Accounts starting with 4 & 5 exist in both FI, FM, & CO modules (P&L)

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Lookup a G/L Account – FS00

• Used when there is a need or desire to display a G/L account because a user may not be familiar with the G/L account number displayed on a report or document

• Displays the G/L account and the account attributes that have been defined

• Will indicate if balance sheet or Income/Expense account

Input Fields:G/L account: Key in the 6-digit number of the G/L accountCompany code: Enter the Company code, it is always PUR

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Lookup a P&L Account – FS00

Enter the G/L Account number (beginning with a 4 or 5) and the Company Code

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G/L Account Display – Important Fields

• Determine if an account is:Balance Sheet or P&LReconciliation AccountOpen Item Management (clearing accounts)Line Item Display (Drilldown)

Not usually activated on Reconciliation Accounts. The detail resides in the sub-ledger and can be viewed there

Audit trailRecords the before and after values in the changed fieldRecords the date and time the field was changedRecords the user id who changed the field

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Topic 2: Chart of Accounts Listings & Reports

• Display G/L Account Numbers

• Reports of G/L Account Numbers

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Reports in OnePurdue

• Reports are:Run on requestAllow users to specify selection criteriaAllow users to change output format

• Report Output can be:Viewed on the screenSent to a printerExported to MS Excel

• Remember, some reporting data is sensitive – be cautious whendownloading data

Reporting

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G/L Master Data Reports

• Two reports:S_ALR_87012326 – Chart of AccountsS_ALR_87012328 – G/L account List

• G/L Master Data reports have many options for data selection

Individual AccountRange of AccountsList of Accounts Accounts marked for deletionBalance Sheet Accounts onlyP&L Accounts only

• Selection criteria can be saved for future use

Accounting

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G/L Account Report – S_ALR_87012326

• Used to display G/L account master data and print out G/L account lists.

• It can be used for informational and documentation purposes

• You can specify selection criteria to limit the number of G/L accounts printed.

• The system displays the G/L account number and long text first. Double click an account in the list to display additional master data.

• All G/L accounts are valid on all Funds, unlike legacy.

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GL Chart of Account – S_ALR_87012326

Enter the G/L account number or a

range of numbersClick on the Execute icon

List with only Account and Account Description

Input Fields:G/L Account: Enter the 6 digit G/L account number.

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Instructor Demonstration

• Display a general ledger master record

• Execute the two reports discussed in this unit

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Unit Exercises

• Exercise 2.1 - Display a General Ledger Account –FS00

Display a P&L accountDisplay a reconciliation account

• Exercise 2.2 - Run a Chart of Account Report –S_ALR_87012326

• Exercise 2.3 - Run a G/L Account List –S_ALR_87012328

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Unit Review

You are now able to:

• Work with FI Master Data

• Execute reports utilizing various reporting functionality

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Unit 3 – Document Handling

• Topic 1: The Document Principle

• Topic 2: Park G/L documents

• Topic 3: Change and Display G/L documents

• Topic 4: Create G/L documents

• Topic 5: Execute various balance and line item displays

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Unit Objectives

• At the end of this unit you will: Explain the OnePurdue document principle

Describe automatic postings to the general ledger

Park documents for later updateCreate manual entries to the general ledger Repost entries from one statistical internal order to anotherExecute various balance and line item displays

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Audit TrailAudit Trail

Parking a documentN/A

Document TypeTransaction Code

Document Number RangeN/A

G/L Document (KB61 and FV50)FIJV and Paper JV’s


G/L Document – Documents are created in OnePurdue. A G/L document can be a journal entry, corrective posting, etc. Replaces FIJV’s.Document Type – A way to classify documents within OnePurdue. The classifications are: KR for invoices; DZ for payments; SA for G/L entryDocument Number Range – Internal number assignments which are used for documents generated in the system.Audit Trail – A record of all data input, changes, additions, and deletions for a particular entry. All documents have a complete audit trail.Parking a Document – Setting aside a journal entry/document within OnePurdue for any of the following reasons: Some information is missing so the document cannot be completed

There are too many line items to complete at one timeThe entry is not balancing and the error has not been foundDocument is complete but is waiting to be approved by Central Accounting

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Key Process Changes

Use FV50 to re-class expenditures, recharge cost centers

FIJV process

Use KB61 to correct a posting to the incorrect statistical internal order

FIJV process


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Topic 1: The Document Principle

• Automated and manual entries in all OnePurdue Modules are called documents

• Documents have a complete audit trail

• Document types are used to identify the origin of a document

• Document types are used for every transaction to a G/L account

• Each document type is assigned to a number range

• All documents can be traced to the user ID, transaction code, and time of entry

Documents

Documents

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Transactions = Documents

Name:Amount:Type: KR

Name:Amount:Type: WE

Name:Amount:Type: SA

# 18000001

# 51000001

# 1000701

Accounting Doc.Business Process

Vendor Invoice

Goods Receipt

G/L Journal Entry

KR

Document Type

WE

SA

The document type has the following functions:Differentiating between business transactions. The document type tells the user instantly what sort of business transaction the document represents. This is useful, for example, when displaying line items for an account and other reporting options.The document type controls the posting to account types (vendor, customer, material, asset or G/L accounts). The document type determines which account types that particular document can be posted to.Assigning document numbers. A number range is assigned to every document. The number range assigns the document number in a sequential order.Documents are a result of transactions carried out in the system. Vendor Invoice, reversing an FI document, Budget adjustment in FM

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G/L Account Postings

• Automated general ledger postings

• Manual general ledger postings

• Parking documents

Business Process

Processes

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FI - GL

HR

Student

MaterialsManagement

Sales andDistribution

(Grants)

OnePurdue

Batch feeds fromlegacy systems

ManualEntry

Postings to the General Ledger

Three methods for posting to the general ledger:

1. Automatic postings: From MM, SD, and HR modules (ESA will be included when it goes live.)

2. Interface postings via batch feed from non-OnePurdue applications3. Manual postings: Entered by end-user

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Automated G/L Postings

• The following entries are all posted to the G/L and are immediately reflected in the Balance Sheet and P&L:

Goods receipt – Credit to GR/IR and Debit to expense or inventory

Invoice Entry – Credit to A/P (vendor) and Debit to GR/IR and entries to Tax and Freight accounts

Payments – Debit to A/P and Credit to Cash

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Parking and Posting Journal Entries

• There are two t-codes for journal entries:FV50 – Parking a journal entry

No financial update is made until the parked document is then postedParking assists in the segregation of duties. One user parks the document while another user posts the parked document

FB50 – Post the document to the general ledgerUpdates the general ledger as well as all other affected modulesThe document must be reversed if there are errors in the general ledger account, cost center, fund, etc.

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Topic 2: Park G/L documents – FV50

• OnePurdue will use JV upload for entries like:CMIPUEP

• Other typical manual journals will be:Reclass expendituresRecharge cost centersTransfer funds from one B/S accountto another

Accounting Doc.

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Key Process Changes – Parking a Document

Once complete, department will make print screen of document, attach any appropriate back up, obtain approval signatures, and forward to responsible accounting office. (Accounting Services)

Print form, sign, and attaches appropriate back up

Department personnel will enter the financial transaction in OnePurdue using FV50. System validates transaction

Departmental personnel may only “Save as Completed” and not post the transaction

Department will park transaction for Central Accounting to review and to approve using FV50.

Departments prepare using online Word document


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Key Process Changes – Parking a Document

Signed screen print with back up will be filed in Central Files.

Responsible accounting office will also run periodic reports to ensure no old outstanding parked documents and follow up with creators or delete transaction

The information will be forwarded to responsible accounting office. (Central Accounting)

Responsible accounting office will review the G/L document in the system upon receiving the paper copy, audit transaction, enter reference field to indicate accounting office approval and “Post”

Routes form to responsible accounting office for approval and data entry


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Parking G/L Account Documents – FV50

• Reasons for parking journal entriesDo not have all information to complete entryToo many line items to complete at one timeEntry is not balancing and you can’t find errorEntry is complete and you must wait for the Central Accounting office to review and post

• Parked journal entries are given the next number in the G/L document sequence. They retain this number after they are posted

Accounting Doc.

PARK

Example: You are performing month-end closing entries, you realize you are missing two cost center numbers for a ten line item G/L document. Enter the ten line items in which two of the line items do not have cost centers associated with them. Park your document.The system creates the document, parks the transaction figures for the accounts affected, and displays a system generated document number when the document is parked. The user needs to record this document number for future reference.

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Parking G/L Account Documents – FV50

• Parked journal entries can be viewed when displaying account balances if you choose Parked Documents in the Selection Criteria.

• Be sure all parked documents have been posted or cancelled prior to month-end closing!

• Certain users will park completed documents before notifying the central accounting office that the documents are ready for final review and posting

Accounting Doc.

PARK

Parking:Assigns a document numberVisible on the general ledger account display (statistical or informational posting only)Does NOT update the financial systemDoes NOT perform on-line data validations

Following are the most critical steps involved in entering and parking a document:Call up the required document entry function because the system offers several functions such as posting, parking, etc. Each function is designed for a specific business transaction. The general ledger document entry function allows the user to post one or more debits along with one or more credits to G/L account balances.Enter the document header data.Enter the line items.Enhance or correct the line item as needed.Park the document.

Tips and TricksTo insert today’s date in a date field, use the key strokes F4 followed by F2 instead of using the drop-down calendar feature.Use the icons below to copy, delete, sort and view the details of the line items.

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Manual G/L Parking Screens

Header and Header tabs

Messaging and on-line validation of

data entry

Line item icon maintenance

Line items

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Parking a Journal Entry – FV50

Click the Save as completed icon

Message the document is parked

When parking a document for Central Accounting to review, if ALL data has been entered and the document is considered to be complete, you must click the Save As Completed button to validate the master data in the document. This button does update FM which impacts the budget.If the document is not complete, you can park the document by selecting from the Menu Bar Document / Park or press F8.Input Fields:

Document Date: Date of the DocumentPosting Date: Defaults to system dateDocument Type: Examples: Accounting document, vendor invoice, etc.Company Code: Enter company code (can be set up as a default)Currency: USDReference: Required field used to enter user desired text. Place initials of central accounting office who will post the document in this field.Doc. Header Text: Required field used to enter the description of the documentDebit/Credit: Whether the line will be a debit or a creditAccount: Appropriate G/L account number to which the transaction will be postedCost Center: Required if using a P&L G/L accountFund: Required if using a balance sheet G/L account or a P&L account

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Screen Variants - ZPURDUE

• Using the “tree on” functionality, use the ZPURDUE screen variant

• Removes fields that are not relevant to Purdue processes

Click the Tree on push button to

activate the tree structure

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Posting a Parked Document – FV50

• Parked documents can be completed, reviewed, audited, and then posted at a later date by Central Accounting

• Parked documents can be posted either individually or via a list

• To post several parked documents via a list, the system issues a list of parked documents from which to choose. From this list, you can carry out any necessary processing to parked documents that could not be posted due to incorrect information, such as an inappropriate G/L account.

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Post a Parked Journal Entry – FV50

1. Park the document – no data validation performed

2. Save as completed – park the document with data validation

3. Post – post (financial transaction created) the document

Note: Both the Save as completed and the Post push buttonsall required fields with valid values must be completed

Tips & TricksYou will need to know the document number in order to do this transaction.You may narrow your list of parked documents by populating any of the available fields on the screen.

Input Fields:Document number: Enter the document numberFiscal year: Enter the fiscal year in which the document was entered

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• Create a parked journal entry – FV50Highlight the posting icons (save and save as completed)Highlight the various screen components

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Detail

Line Item Icons

Add/delete Duplicate lines/fields

Sort

Select blocks

These icons save you time when maintaining line items. For example, the copy line icon allows you to copy an entire line item, saving time and keystrokes.

The Detail icon allows for the detail of a selection to be viewed.The Select blocks icon selects or de-selects lines in the document.The Add/Delete icon inserts lines to or deletes lines from a document.The Duplicate lines/fields icon will duplicate selected information into a new line on a document.The Sort icon sorts selected columns either in order or reverse order.

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Reference and Header text

Header Text

Text is used in various fields to describe a transaction or make notations of an event.The reference field at the header will be used to identify the documentText is also at the document level: access the document level text using the menu bar: Extras / Document Text

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Data Validation and Messages

The system provides various messages to provide the user information regarding error and warning messages. The message will generally appear at the bottom of the screen. Depending upon the type of message, certain actions may be required to clear the message.An Information message provides some information regarding the transaction being processed that is pertinent to the entry. Information messages can be noted and then bypassed. The message will be denoted by a green circle containing a check mark.A Warning message alerts the user to potential issues with the entry or transaction. It allows for data to be corrected or changed before further processing or bypassed completely. The message will be denoted by a yellow circle containing an exclamation mark.An Error message stops processing and the transaction must be corrected prior to being completed or posted. The message will be denoted by a red circle containing an "x".An Abend message will appear when a transaction or program terminates under abnormal conditions. (rarely seen)

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• Create a parked journal entry – FV50 using the line item icons and features within the program

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Creating Journal Entries – FV50

• Parking/posting of G/L account documents is necessary for the University’s daily business process and period end closing.

• Cost accounts require a cost center or internal order

• A general ledger posting to a cost account will create an automatic posting to Controlling

Accounting Doc.

CREATE

Example: Central Accounting receives the document and uses the information to review, verify for accuracy, and post the entry.The document header contains information that is valid for the whole document, such as the document date, reference, and document header text. It also includes controlling information, such as the document type.The line items only contain information on the particular item in question, for instance a G/L account number and amount. Whether any additional information is present depends on the business transaction involved.Reference Field is user defined where the document will be filed.Doc. Header Text Field should contain the Journal DescriptionThe first time you access the “Enter G/L Account Document” screen, certain fields will be completed automatically. After your first entry, the system will retain and display select field information, such as Company Code and Currency.Green checkmarks will appear in the Status column confirming that the entry was accepted by the system.

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Creating Journal Entries (2) – FV50

• Incomplete documents can be parked and completed later

• Every G/L account document consists of a document header and two or more line items

• Only certain authorized users in Central Accounting or SPS will be able to post documents

• Decentralized users will be ableto park documents, but not postdocuments

Accounting Doc.

CREATE

Following are the most critical steps involved in entering and posting a document:Call up the required document entry function because the system offers several functions. Each function is designed for a specific business transaction. The general ledger document entry function is used to post debits and/or credits to G/L account master records.Enter the document header dataEnter the line itemsEnhance or correct the line item as neededPost the documentThe system creates the document, updates the transaction figures for the account affected, and displays an internally assigned document number when the document is posted or parked.

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Topic 3: Post G/L documents – FB50

• If you have been provided the security, and approvals are not needed, you can bypass the “parking” functionality and directly post to the general ledger using FB50

• Immediate update to the general ledger and all affected modules

• Minimal changes can be made to a “posted” document

• If a change is needed (cost center, fund, etc.); you must reverse the document and repost

• The transaction looks much like the parking screen – FV50

• If a journal entry is incomplete, you can “park” the document and save until you are ready to complete it

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Create G/L Journal Entries FB50

Enter debits and credits until entry is balanced and then Save

Reference and Doc. Header Text are both

required fields

Select Simulate if you wish to view the document

before posting

Simulate – The Simulate push button is a dry-run and a user can view the document before posting. This provides a good way to review the document before posting

Input Fields:Document Date: Date of the documentPosting Date: Defaults to today’s dateCompany code: Enter the company code PURCurrency: USD – will default from the company code PURReference: Where the document will filedDocument Header Text: Description of the business transactionG/L Account: Appropriate G/L account number to which the transaction will be postedDebit/Credit: Whether the line will be a debit or a creditAmount: Enter the amount of the transactionCost centers: Valid cost center NOTE: the cost center will “derive” the funds center in FM Fund: enter a valid fundText: Enter a description for this line item, if appropriate

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• Create a journal entry – FB50

• Demonstrate the similarities and differences between FB50 and FV50

• Park a journal entry from the FB50 transaction

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Unit Exercises

• Exercise 3.1 – Park a G/L Account Document – FV50

• Exercise 3.2 – Post a G/L Account Document – FV50

• Exercise 3.3 – Enter G/L Account Posting – FB50

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Topic 4 – Statistical Internal Orders

• Statistical internal orders replace the current DREF’s

• Statistical internal orders will be created by decentralized staff and costs will be posted to them

• If an error occurs, and the incorrect order was charged, simply charge the correct order using transaction code KB61

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Internal Order Definition

• CO Objects: Real vs. Statistical

• A distinction is made between real (true) and statistical CO objects:

Real objects:True objects can allocate their costs to other CO objects (cost centers)Used for Continuing Education and plantmaintenance work orders

Statistical objects Cannot reallocate their costs and only bear their costs for information purposesUsed for DREFs

REAL

STATISTICAL

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Key Process Changes – Changing a Statistical Order

• Scenario: It was discovered that in a financial transaction, $4,000 of expenses were charged to the incorrect Statistical Internal Order (SIO)

• A correcting entry needs to be made

Go to transaction code KB61 in Controlling.

Enter the document number (FI document number)

Change the statistical internal order (SIO) to the desired SIO

Save your changes and record your CO document number

When a DREF needed to be changed in a transaction, access FIJV and BADR to change the DREF number


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Internal Order Types

65000000006599999999

80000000008099999999

70000000007099999999

75000000007599999999

50000000005099999999

51000000005199999999

Number Range

Int.

Int.

Ext.

Int.

Int.

Int.

Int.

Ext

Used only for Grants ManagementRealGRNT

Used by Calumet only for physical plant – master data –centralized at CalumetRealRCPM

Used for DREF – master data decentralized. ONLY used by AG, Vet and CFSStat.FAPP

Used for DREF – master data decentralizedStat.DEXP

Used by continuing education for seminars, etc. – master data -centralizedRealCECR

Used by continuing education for seminars, etc. – master data -centralizedRealCENC

Usage and ResponsibilityStat. or Real

Order Type

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Example: Order Type DEXP (Statistical)

• Example: The School of Agriculture hired a new professor and start-up costs need to be tracked separately

• The cost center will be charged these costs but the statistical internal order will also be used so that these costs can easily be analyzed (the internal order allows the information to be posted into a different “bucket”).

• Create a statistical order using transaction code KO01

• Use order type DEXP (statistical – DREF)

• Statistical orders are used to capture information only

• KO02 – to close out the internal order

Create IOFrom type

KO01

Create &update IO

GroupKOH1

Release & post costs

to the order

Run IO reports

1 2 4 5Close Out

OrderKO02

6Plan on

the orderKO12

3

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Repost Costs to a Statistical Internal Order

• If costs are posted to the incorrect statistical order, select transaction KB61 to correct the entry

• Change/enter the correct statistical order number

• Save your document and receive a CO document number

• Use KB63 to display your document

• KB64 to reverse your entries

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• Display an internal order master record – KO03

• Move costs from one statistical order to another – KB61

• View the results in the document display in CO

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Unit Exercises

• Exercise 3.4 – Order Concepts

• Exercise 3.5 – Move costs from one statistical internal to another – KB61

• Display the results

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Topic 5: Change & Display Documents

• There are various transaction codes to change and display documents

Accounting Doc.

DISPLAY

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Documents

• The following transaction codes are used when you wish to maintain a parked and/or posted document

Delete a parked document(cannot delete a FI document)N/AFBV0

Display line items by general ledger account(s)FAGLL03FAGLL03

Change a document (line item fields)FB02FBV2

Display a documentFB03FBV3

PurposePosted “FI”Documents

Parked Documents

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Change & Display Documents

• Used to display a single document or a list of documents.

• List option provides a means to search for all documents created by a user ID, document type, reference field, etc.

• There are different transaction codesfor displaying parked and posted documents

• Tip: After your first entry, the system will retain and display select field information, such as company code and fiscal year

Accounting Doc.

DISPLAY

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Display Document – FB03

Tips & Tricks:To display a G/L document, you will need the document number. If you don’t know the document number, first enter the Company Code, Fiscal Year, and Document Type. Click on the Document list button to set the desired search parameters to find your document.

Input Fields:Document number: Key the Document Number of Accounting DocumentCompany code: Enter the company codeFiscal year: Enter the fiscal year

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Display a Parked Document – FBV3

• The document display program for parked documents has a different look to it

• The document maintains the tab structure and the data entry layout

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Change G/L Journal Entry – FB02

• Used to make changes to a single document.

• If the document number is unknown, documents can be searched by clicking on the document list button.

• Changes to amounts or accounts must be done by reversing the entry completely and re - entering it with the correct data.

• This transaction will be used by all users who are authorized to post financial transaction in FI. However, only authorized users in Central Accounting are allowed to change header information.

Accounting Doc.

CHANGE

Example: The header text was missing from one of the journal entries during review of the monthly ledger sheet. The user can add the header text via FB02.FB02 is used only by authorized users who can post document.Example: If the user found out the reference field is incorrect. They can change it via FB02.

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Changing a G/L Journal Entry

• It is not possible to change:AmountsG/L AccountsCost CenterFunds centerFund

• It is possible to change:Text FieldsReference FieldHeader Text

CHANGE

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Change G/L Journal Entry – FB02

Change Text or Assignment fields

Enter the Document Number, Company and

Fiscal Year

Note only the fields which are not grayed out may be changed. You may proceed to the other line item by using the up and down black arrows.You may click on the document header icon to change selected fields in the document header. NOTE: Only authorized users can change the fields in document header.Input Fields:

Document number: Number of a previously posted documentCompany code: Enter the appropriate company codeFiscal year: Fiscal year in which the document was posted

Fields that are changeable:TextReference

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Change a Parked Document – FBV2

• Most fields are changeable on a parked document

This screen looks like the Display Parked document screen.All the fields in white can be changed. Unlike a posted document, most of the fields can be changed because it has not been posted to the general ledger and other integrated modules.

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• Used to display changes to a single document or a list of documents.

• If the document number is unknown, documents can be searched by clicking on the document list button

• Changes to amounts or accounts must be done by reversing the entry completely and re-entering it with the correct data

Document Changes – FB04

Accounting Doc.

DISPLAY CHANGES

The “Multiple Display” option provides a means to search for all documents changed by a user ID, as well as many other selectionsOnly the reference and text fields can be changed using this transaction.

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Enter the Company Code, Document Number, and Fiscal

Year, then press Enter

Double-click to view details. If you drill-down again, you can view the date, time and user who

made the change

Document Changes – FB04

To display the details of any change, double-click on that line in the overview screen.Input Fields:

Document number: Key document numberCompany code: Enter company codeFiscal year: Enter fiscal yearFrom change date: Enter the change date

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Document Integration (1)

• In OnePurdue, one transaction can affect many modules and therefore, several documents will be created

• To view the various documents from FB03, go to the menu bar: Environment / Document Environment

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Document Integration (2)

• In this example, three documents, in addition to the FI document were created

• Three modules were updated: CO (Controlling), FM (Funds Management), and GM (Grants Management)

CO documentFM documentGM document

Double-click on any of the documents in the dialog box to navigate to the desired document and see the details.

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• Change a journal entry after it has been posted

• Create or display a journal entry to illustrate the document integration

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Unit Exercises

• Exercise 3.6 – Display a G/L document – FB03

• Exercise 3.7 – Display a parked document – FBV3

• Exercise 3.8 – Change a G/L document – FB02

• Exercise 3.9 – Change a parked document – FBV2

• Exercise 3.10 – Display document changes – FB04

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Topic 6: Execute various balance and line item displays

• G/L Account Balance Display New (FAGLB03)

• Organizes data by total:DebitsCreditsCurrent Year BalanceAccumulated Balance

• Drilldown on any of the columns to see the list of line items that make up the balance

• View by account and by period

Example: Administrative staff needs to know how much the University spent on animal care for research in August, so they can report it to the EVP for Research. Use this transaction to display G/L account— 525325 – Animal Care Supplies and run a report to get the data

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Drill down on any balance

Display Balances New (FAGLB03)

Enter account number and enter the business area if you wish to narrow your selection

To see more data about a particular line of information, double-click on the item and the system will display more detail.Use the Overview icon to display the original document posting.Input Fields:

G/L Account: Enter the G/L account number or use the drop-down menu to find the G/L account numberCompany code: Enter the company codeFiscal year: Enter the fiscal year that you want to viewBusiness area: Enter the business area if you only want to view the data from a particular business area. This should be used only to revenue and expense accounts. For balance sheet accounts must use SPL.

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G/L Line Item Display/Change Line Items (New) – FAGLL03

• Change the display format to meet your needs

• Add fields to the display:Cost Center

• Eliminate fields For example:

AssignmentPosting Key Currency

• Double-click a line item to drill down to further detail

Not all accounts require line item display. Some cases in which line item display is not necessary are:

Reconciliation accounts A/R and A/PAsset accounts

This is the report where parked data is selected and displayed. To select parked documents click on the Entry View Icon. “Check Mark On” Parked Items option and execute report.Parked items will be designated by a yellow triangle in the status column.

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Enter account number or range of account

numbers

Requested datais displayed

G/L Line Item Display/Change Line Items (New) – FAGLL03

Click on the Eyeglass icon to display the document.

After you have drilled down to the individual line item level, click on the Next or Previous icon to move through the rest of the line items.

Click on the Overview icon to review the document.

Click on the Hat icon to review the Header information

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Changing the Display Format

• Through a series of icons, the display can be changedSortDownloadDrilldownFilterAdd/delete columnsTotals and sub-totals

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Reporting Toolbar

• You can use the reporting toolbar to customize the report

The reporting toolbar displays the most common functions that appear on most reports as well as some report-specific icons.Not all icons will appear on the reporting toolbar for all reports.

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Drilldown into Report Details

You can drilldown to greater levels of detail from the report data and view the source document

Click to view the source document.

2

Check the box next to the row on which you want to drill-down

1

View the details of the selected document. Click to view additional information

3

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Sort Report Data

• You can sort the report data in ascending or descending order by a selected column.

For example, sort the data by posting date in ascending order

Select the column by which you want to sort the report data.

1

Click to sort the selected column in ascending order or click to sort in descending order

2

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Filter Report Data

• You can filter the report data to restrict the display to one or more values in a selected column

For example, you want to view data for only a few funds centers

Select a column by which you want to filter report data.

1

Click to select the filter values

2

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Totals, Sub-totals and Print Preview

Total: Select a column with numbers and then click this icon to calculate the total amount for all the rows.

Subtotals: Select a column and then click this icon to subtotal the data by the selected column. For example, select the Vendor column to view invoice amounts for each vendor.

Print Preview: Use this icon to view the report on line before printing

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MS Office Icons, Send, and Graphing

Microsoft Excel View:Calls up interactive excel

You can view data in an Excel format

ABC Analysis: not used

Graph: Graph the results – rarely used

Send: Sent this report to another OnePurdue user or to their MS Outlook address

Word Processing: Use this icon to view the report on line before printing

Local File: Send to a local file

The Send icon allows you to send this report to another OnePurdue user or to their Outlook email address.

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Display Variants

• You can change or customize the layout of a report by:Changing the position of the columnsChanging the width of the columnsHiding columnsAdding columns

• Once you have customized the report layout to meet your needs, you can save the layout for future use.

• A customized report layout is called a display variant.

Note: Do not confuse display variantswith selection criteria variants.

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Create Display Variant

Complete the following steps to save a customized report layout as a display variant. Click to change the layout of the report.

Change the position and length of the columns, as needed.

Click to continue. The report layout will reflect the changes made here.

2

Select a column that you want to hide and click . Note: If any columns appear in the Hidden fields pane you can unhide them by selecting the column and clicking .

3

4

1

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Save Display Variant

Once you have customized the report layout, you can save it as a display variant.

Click to save the current layout of the report.

Enter a Layout name and a Description of the display variant and check the User-specific box.

Click to continue. The layout will be saved as a display variant.

1

2

3

Note: Refer to the “Namea New Selection or Display Variant” slide for information on variant naming conventions

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Using Display Variants

• You do not need to re-enter your selection criteria each time you open a report. You can use a display variant instead.

You can “recall” the display variant the next time you execute the report.The report data will be automatically displayed according to the saved layout.A report can have several different display variants, with each display variant using a different layout.

Display variants save time!

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• Execute the line item and balance displays discussed in this unit

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Unit Exercises

• Exercise 3.11 – Display/Change Items (New) –FAGLL03

• Exercise 3.12 – Display Balances (New) – FAGLB03

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Unit Review

• You are now able to:Explain the OnePurdue document principle

Describe automatic postings to the general ledger

Park documents for later updateCreate manual entries to the general ledger Repost entries from one statistical internal order to anotherExecute various balance and line item displays

G/L Accounting 122


Unit 4 – Reversing and Clearing Documents

• Topic 1: Reverse a Document

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Unit Objectives

• At the end of this unit you will: Reverse an FI document

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Topic 1: Reverse Document (FB08) (1)

• Reasons for reversing a document:Incorrect document is posted in the system

• Can be reversed only if the these conditions are met:Contains no clearing itemsContains only vendor, customer, or G/L line itemsOriginally posted within FI systemContains only valid values, such as business area, cost centers, and funds

Reasons The amount is wrongThe G/L account is wrongThe cost center is wrongThe entry should not have been made

Example: Central Accounting user found out that document 100000097 was posted incorrectly, and it must be reversed in the current posting period. This transaction will allow the user to reverse the document and keep a proper audit trail by document number.You should always keep documentation as why you need to reverse the document and whether any new document is posted.Certain rules apply to reversalsDocument must have been created in FIReversal can only take place in an open periodThe document can be displayed prior to reversal.A new document number is created for the reversal. You can view the reversal document via transaction FB03. On the header of the reversal document, there is a message indicating that it is a “Rev. doc.” for “100000097 / 2006”There are several reversal reasons to choose – normally use 01 to reverse in the current period. If you need to reverse an entry in a prior period, you need to be sure the period is open.

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Reverse Document (FB08) (2)

• Documents are usually reversed in the same period as the original document was posted

• The reversal document can be viewed via FB03

• Reversing an entry creates a new document with opposite debits and credits.

A new document number is createdReversal is displayed in the G/L account

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Reverse a Document – FB08

Use Reversal reason 01 to reverse in the current period

The system generates a reversing document posting the proper reversing debit and credit amountAfter saving the reversal, the system displays the message, “Document 100000110 was posted in company code PUR”Tips & Tricks

Place the cursor on any field and right click to identify some “F-key” which will assist in problem solving or use the help feature for an explanation of that field.

Input Fields:Company code: Enter the company codeDocument number: Enter the document number that is to be reversedFiscal year: Enter the fiscal yearDocument type: Enter the document type

G/L Accounting 127



• Reverse a document

• Display the document before the reversal process

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Unit Exercises

• Exercise 4.1 – Reverse a document – FB08

• Exercise 4.2 – Display your document – FB03

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Unit Review

• You are now able to:Reverse an FI document

Clear open items on a general ledger account

G/L Accounting 130


Unit 5 – Create Recurring Documents

• Topic 1: Recurring Entries

• Topic 2: Account Assignment Templates

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Unit Objectives

• At the end of this unit you will: Create Recurring Entries

Post Recurring Entries via a batch session

Delete Recurring Entries

Create Account Assignment Templates

Use Account Assignment Templates

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Batch SessionsBatch

Account Assignment TemplatesN/A

Recurring entryRecurring Entry


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Topic 1: Recurring Entries

• Recurring entries are standard entries that are set up to repeat for a specified period of time

MonthlyQuarterlyOn a specific schedule

• Recurring entries always have the same dollar amount and accounts

• During month-end processing, all recurring entries can be posted by a batch job. The job can be run more frequently if required

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Recurring Entry Process

• To create a recurring entry:

Identify the need for a recurring entry

Create in OnePurdue (similar to creating a journal entry)

Identify posting frequency

Save the entry

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Enter Recurring Entry – FBD1

• Recurring entries are business transactions that are repeated regularly, such as rent and leases for facilities, vehicle leases for Purdue owned cars and vans and month end recharges

• Recurring entries can be defined for G/L accounts, customers, or vendors

• The following data never changes in recurring entries:Posting Key (object which identifies the account; vendor, G/L account, etc. and debit or credit of the line item)AccountLine item amounts

The user enters this recurring data into a recurring posting document that does not update the transaction figures. The recurring entry posting program uses this document as a basis for creating accounting documents.Via the recurring posting document, the user can specify exactly when the system should carry out a posting using the data contained within it.To set the dates for the recurring entries, the user can specify a certain posting frequency in the recurring posting document by entering a period in months.The user also can specify the exact day for the posting by entering a day of a month.

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Enter a Recurring Entry – FBD1

SA is used for G/L Recurring

Entries

Input Fields:Company code: Enter the 4-digit company codeFirst run on: Enter the date from which the first recurring entry is to be carried outLast run on: Enter the date to which the last recurring entry is to be carried outInterval in months: Interval in months, between each run of the recurring entry. This will post on same date each month (start date is used)Run date: Calendar date on which the recurring entry is to be carried outRun schedule: Any schedule not based on month, such as weeklyCopy Texts (Checkbox): Copies entered texts into the posting document when it is createdDocument type: Enter the document type for the transactionReference: Where the original document is storedDocument Header Text: Description or explanation of the transaction

Posting Key40 – G/L Debit 50 – G/L Credit

AccountG/L Account

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Create Postings – F.14

• Used when there is a need to post the recurring entry on a monthly basis

• Two ways of setting the dates for the recurring entry:Specify a certain frequency in the recurring posting document by entering a number indicating a period of months. By also entering a day of a month, the exact day of posting can be specified(Limited) Define a run schedule

Example: During the closing process for the month of May, the Central Accounting user must post the recurring entries for the Computer service maintenance contract. The prepaid expense needs to be allocated to various cost centers. The user will use this transaction to post the recurring entry.

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Create Posting Documents – F.14

F.14 triggers a batch input session which needs to be completed in the

next step

Input Fields:Company code: Enter the company codeDocument number: Enter the recurring document number which is to be postedFiscal year: Enter the fiscal yearDocument type: Enter the document type to be postedSettlement period: Enter the settlement period for the entry to be postedSettlement period to: Settlement period to date

Processing in the background means the system will process in the background automatically, and you will get a message once it is finished. Processing in the foreground means you will see every step in the process, and you will need to press ENTER to proceed to the next step. The advantage to foreground processing is that it makes it easy to detect errors; you will know which step has an error. However, some recurring documents have hundreds of lines, so it is not realistic to press Enter for every line item.You also can view this document by typing FB03 in the Command box. The document number for the most recent recurring entry you have posted will be displayed by the system.

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Recurring Entries – Batch Session

SM35 brings you to this screen to process your

batch input session

NOTE: Typically a system administrator will execute this transaction. This transaction is one of the scheduled

month end programs

Recurring entries do not get posted when they are entered into the system. A separate transaction, F.14 needs to be executed on a regular interval. This transaction will create a batch session in the SAP system, which must be processed further using transaction SM35. Transaction SM35 is used to process the batch input session created. Once SM35 is run, the accounting documents are posted, the transaction figures of the accounts posted to are updated, and the recurring entry documents themselves are updated.Using SM35 requires additional security via naming conventions. Document Type SA recurring entries must start with FA.

G/L Accounting 140


Delete a Recurring Entry – F.56

• Delete a recurring entry when:Amounts or accounts have changedYou no longer need the entry

• Deleting a recurring entry requires two steps:Mark the entry for deletion using the Change transaction

This prevents the entry from being included in the batch update

Perform actual deletion using the Delete transactionThis step removes the entry from OnePurdue

The deletion can be done in test mode to be sure you are affecting only the documents you wish to delete

G/L Accounting 141



• Create a recurring entry document

• Execute the “batch” to generate the recurring entry

• Execute the batch session

G/L Accounting 142


Unit Exercises

• Exercise 5.1 – Create a recurring entry template –FBD1

• Exercise 5.2 – Create the batch – F.14

• Exercise 5.3 – Execute the bath session – SM35

G/L Accounting 143


Topic 2: Account Assignment Templates– FV50 or FB50

• Used to create a template for daily journal entries, such as cash transmittal postings.

• A template can be created with the account assignments and saved as a model to be used each time.

• Changes can be made each time before posting the transaction

• Can be utilized by any user who is authorized to enter journal entry

Example: A business services manager who is responsible for Engineering accounting must record the accounts receivable for bad debt allowance, etc. every month. Instead of keying the same journal entry every month, the user can create an account assignment model for the monthly journal entry and use it multiple times.To change an existing account assignment model, enter the model name on the Account Assignment Model: Initial Screen and then click on the Display Change icon. Click on the Line Items icon to open the Account Assignment Model. Change Line Items screen. Any of the fields may be changed. When finished. Click the Save icon. The system displays the message, “Account assignment model was saved.Account Assignment Model is a journal entry template.

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Using Account Assignment Templates

• There are two ways to use Account Assignment templates within the FB50 transaction

By using the Edit menuBy using the “Tree On”

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Using Acct. Assignment Templates – FV50

Choose Edit / Account Assignment Templates / Select Account

Assignment Template

Choose the correct template to automatically

fill in the line items

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Using Acct. Assignment Templates – FV50

Click to turn on the tree view

Double-click on the appropriate Account

Assignment template to choose

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• Create an account assignment template

• Create a journal entry using the account assignment template

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Unit Exercises

• Exercise 5.4 – Create an account assignment template – FV50

• Exercise 5.5 – Park a document using your account assignment template – FV50

• Exercise 5.6 – Change the account assignment template - FV50

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Unit Review

• You are now able to:Create a recurring entry

Change a recurring entry

Create the batch session to generate the entries

Describe the batch execution process

Create an account assignment template

Create a parked journal entry using your account assignment template

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Unit 6 – Create Accrual Entries

• Topic 1 – Create Accrual Entries

• Topic 2 – Change and Display Accrual Entries

• Topic 3 – Reverse Accrual Entries

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Unit Objectives

• At the end of this unit you will: Create accrual documents

Change and display accrual documents

Reverse accrual documents

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Enter Accrual/Deferral Doc – FBS1

• Used for things such as Continuing Education receivables and other miscellaneous receivables & payables at fiscal year-end, etc.

• An accrual entry can be posted by keying the document, using an account assignment model if it is a recurring entry, or using the fast data entry if it has many line items

Example: At fiscal year end, the invoice for the month of June’s banking service fee will not be received until July. Treasury Services must record the banking fee for the month of June on an accrual basis, so that the University’s financial statement will reflect the appropriate expense and liabilities.The University is based on accrual accounting, so payables, receivables, and deferrals must be set up at the close of each month or fiscal year. Payables are created to account for expenses or liabilities that have been incurred in the month or fiscal year, but will not be paid until the next month or next fiscal year.Receivables include refunds or revenues that were earned in the month or fiscal year, but the funds are not received until next month or next fiscal year.Deferrals are prepayments from customers or funds that have already been received in the month or fiscal year, but we will provide the services in the future.Tips & Tricks:

For the recurring entries, you can create an account assignment model. Then you will only need to modify the amount on the account assignment and post it.

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Enter Accrual/Deferral Doc – FBS1

Use 05 for the Reversal reason

Input Fields:Document date: The date of the documentDocument type: Accrual posting – AB Company code: Will default to PURPosting date: The day the document is entered. The system will default to today’s dateReference: Identifying the document or entryPeriod: The accounting period to be updated. The system will determine this based on the Posting date.Document number: System generatedDoc. Header Text: Description or explanation of the transactionReversal reason: Reason for reversal of the document – use 05Reversal date: The date on which the document is to be reversedPosting key: Indicate debit or credit. Use the drop-down menu or enter the posting key.G/L Account: G/L account number. Use the drop-down menu or enter the G/L account numberFund: Type of fund. Use the drop-down menu or enter the FundCost center: Cost center number. Use the drop-down menu or enter the cost center

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Change or Display an Accrual Document

• To change or display an accrual document go to the menu bar within the FBS1 transaction code

Document / Change or Display

In FBS1, select Document on the Menu Bar

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Reverse Accrual/Deferral Documents – F.81

• Used to reverse the accrual entries for the prior posting period

• Performed by Central Accounting

• Can be reversed individually or via a list

• Typically part of the closing schedule and executed at month end

Example: The Treasury Service accrued the June monthly banking service fee based on the contract with the bank at the closing of last fiscal year. This entry will need to be reversed when the invoice for the banking service fee is received in the month of July, so the University can pay the actual invoice and the same fee won’t be booked twice.

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Reverse Accrual/Deferral Documents – F.81

Input Fields:Company code: Enter the company codeDocument number: Enter the document number that is to be reversedFiscal year: Enter the fiscal yearDocument type: Enter the document type

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• Create an accrual document – FBS1

• Change/Display an accrual document – FBS1

• Reverse an accrual document – F.81

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Unit Exercises

• Exercise 6.1 – Create an accrual document – FBS1

• Exercise 6.2 – Reverse an accrual document – F.81

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Unit 7 – Additional Features of Document Processing

• Topic 1 – Features in FB50

• Topic 2 – Editing Options – FB00

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Unit Objectives

• At the end of this unit you will: Create journal entries using the various features in FB50

Change your personal settings using FB00

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Topic 1 – Features in FB50

• Using screen variants

• Tree on and tree off

• Utilizing text

• Menu bar options

All the features described in this topic for FB50 work identically for FV50.

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Screen Variants - ZPURDUE

• Using the “tree on” functionality, use the ZPURDUE screen variant

• Removes fields that are not relevant to Purdue processes

Screen Variant, ZPURDUE, also available in FV50.

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Tree on

• It is also possible to use the tree on to access account assignment templates.

• When not in use, close the tree to allow more screen area

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Available Text in Documents

• If document level text exists, the checkbox “text exists”will be activated

• Can view while using transaction code FB03

• Enter text at the:document levelheader levelline item level

Three types of text within FI documentsDocument level – access using the menu bar: Extras / TextHeader level – located in the header, below the reference fieldLine item level – located in the line item

Use the text features to eliminate phone calls between departments

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Entering and Printing Document Level Text

• To enter document level text, go to the menu bar Extras / Document texts

• Choose a text category and double click on the category

• To print document level text use the printer icon

This process addresses document level text only.Both header text and line item text are printing when you print the document in the “display as list” mode.To print header and line item text, print the document in the “display as list” mode.To print document level text you must display the document level text and select the printer icon

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Duplicating Line Item Text

• There are tools within SAP that save you time and keystrokes

• Use the “+” to copy line item text from one line item to the next

input the text in the first line itemin the 2nd line item input a “+”press enter

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Menu Bar Functions

• Quickly move from create to change and display

• Post with reference – use this feature to copy an existing document

Any document can be used as a referenceSaves time and eliminates keystroke errors

• Document Texts

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Topic 2 – Editing Options – FB00

• Editing options are a convenient way to “customize”your settings

• Benefits: view reports with a more features Eliminate fields in data entry programs that are not relevant to PurdueSet defaults for displays, etc.

• They are user specific

• Access FB00

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FB00 Example

• In this example, the document display is set to classic display. For additional reporting functionality, change it to the ALV classic list or the ALV grid control

• Additional features include, sorting line items by column, totals and sub-totals, etc.

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• Create G/L documents using the various functionality in the unit

• Change Editing Options

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Unit Exercises

• Exercise 7.1 – Create G/L documents - FB50

• Exercise 7.2 – Change your Editing Options – FB00

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Unit Review


• Create documents using the features within the OnePurdue System

• Change settings in Editing Options

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Course Summary (1)


• Explain the differences between FI, CO and FM

• Display various general ledger master records

• Execute general ledger account listings

• Park, create and maintain G/L documents

• Display G/L line items and balances

• Reverse G/L documents

• Drilldown from the G/L account to the line items

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Course Summary (2)


• Create and process recurring entries

• Create account assignment templates

• Create and reverse accrual entries

• Utilize features within the document entryprograms