sap f1 general ladger
TRANSCRIPT
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SAP FI General Ledger
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Table of Contents
GL Overview Sub Processes
Master Data
Transaction Processing
Account Analysis / Reconciliation
Periodic Processing
Reporting
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SAP Modules - Overview
Sales &Distribution
SD
MM
PP
QM
PM
HR
FI
CO
AM
PS
OC
IS
MaterialsMgmt.
ProductPlanning
QualityMgmt.
Plant Maint.
HumanResources
FinancialAccounting
Controlling
Fixed AssetMgmt.
ProjectSystem
Office &Comm.
IndustrySolutions
SAP R/3
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FI – Financial Accounting Modules
FI - Financial Accounting Modules
FI
APAccounts Payable
CM
Cash Management
SLSpecial Ledger
LC
Legal Consolidation
TMTravel Management AM
&
IM Asset and Investment Management
General LedgerGL
ARAccounts Receivable
GL
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Financial Accounting / Controlling
Financial Accounting • Legal / Statutory Accounts• Standard Ledgers• Master Data Integrates with Controlling
Controlling• Management Accounts• Manage Budget Expenditure
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General Ledger - Integration
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A Group Hierarchical Structure
Rusan OperatingChart of Accounts
(YAIN)
Company
Chart of Accounts
Company Codes
Business Area
Rusan Pharma LTD (1000)Rusan Healthcare LTD (2000)
Rusan
1000-RPL-ANK 1100-RPL-KDL
1200-RPL-DOON 9000-RPL-HEAD OFFICE
2000-RHCPL-HO
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Chart of Accounts
The Chart of Accounts
• Contains the definitions of all G/L accounts in an ordered form
• Each general ledger is set up according to a Chart of Accounts
• Many company codes may use the same COA
• All A Grp. organizational units use the same Chart of Accounts: YAIN.
COA“YAIN”
Company Code
1000- RUSAN PHARMA LTD
Company Code
2000- RUSAN HEALTHCARE
PVT LTD
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Company Code
Company Code• It is an independent accounting entity. A company code is assigned
to a chart of accounts.• Each company code in A Group uses the G/L accounts from only
one chart of accounts for account validation. This is called the operating chart of accounts.
• A chart of accounts can be used by multiple companies provided they have the same basic account requirements.
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General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Master Data
Account Groups Maintenance
• Creation at 2 Levels• Chart of Accounts Data
• Company Code Data
• Change• Block• Delete
Cost Elements• Creation
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GL Account Groups
YAIN AA 99999999 Fixed Assets Accounts
YAIN CASH 99999999 Liquid Funds Accounts
YAIN EXP 99999999 Expense Accounts
YAIN G.BS 99999999 General Balance Sheet Accounts
YAIN MAT 99999999 Material Management Accounts
YAIN REV 99999999 Revenue Accounts
A Grp COA
Account Groups
Number Ranges
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GL Account Master Record
• Item management• Posting control...
• Currency• Tax-related
Acct number: 22201100 Acct number: 22201100
Inventory – Finished goodsInventory – Finished goods
Bal. sheet acct:Bal. sheet acct:Inc. statem. acct:Inc. statem. acct:
Chart of Chart of accounts accounts segmentsegment
Company code
segment
Description:Description:
)Balance c/fwd()Balance c/fwd(
General LedgerBalance P< T T T TT T T T TT T T T T
Balance P&LBalance P< T TT T T T TT TT T TT T T T TT TT T TT T T T TT T
Account g
roup:
Mat
eria
l Mgm
t
Bank
acco
unt num
ber
Aut. Post
ing c
ontrol
Oth
er re
fere
nce d
ata
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Blocking of G/L Accounts
G/L Accounts are blocked at two levels• Chart of Accounts level• Company Code level
In Chart of accounts you block• A master from creating in the Company Code• An account for posting
In Company Code you block• An account for posting
NOTE: You can set or cancel the posting indicator at any time
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Mark G/L Accounts for Deletion
G/L Accounts are not physically deleted without taking preparatory steps
• Mark it for Deletion• Specify that record must be archived• Archive the transaction data attached to that master record• Execute the G/L deletion program
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9
ControllingControlling
Revenue elements
1 2 3
Assets
4
Liabilities Equity
Financial AccountingFinancial Accounting
Expenseaccounts
8
Revenue
Profit Center AccountingProfit Center Accounting
1 Currentfinancialassetsandshort-termcapital
2 Non-opera-tingcosts,revenue
3 Materialinventory
Cost Elements – Chart of Accounts
A Grp. Chart of Accounts - YAIN
Primarycostelements
Secondarycost elements
4 8
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Primary cost elements
Primary cost elementExternal order settlement
Secondary cost elements
Internal activity allocationAssessmentOverheadsInternal order settlement
Revenue elements
Revenue elementSales deduction
Revenue account
Expense accounts Accounts posted to directly, such as bank accounts
Accounts posted to indirectly, such as reconciliation accounts
Balance sheet accounts
P & L accounts
G/L accounts
FIFICOCO
The Cost Element
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General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Transaction Processing
SAP R/3 supports the following transactions: Journal (JV) Processing
• Document Principle• Document Structure
Foreign Currency documents Parked documents Posting with Reference Reversing / Canceling documents
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Document Posting: Activity Flow
Create G/Laccount posting
Create G/L PostingFast Entry
Simulate)Enough Info
to Complete Posting?(
No
Posted Entry
Post ManualJournal
Create/Display a ParkedDocument
Post/Release aParked Document
Yes
Holding an incompletedocument
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The Accounting Documents
Header
Line items
Document No:5105600502Document No:5105600502 Date: 23.06.2010Company Code: 1000Currency: INR
Total:
Debit Credit
25,00025,000
25,00025,000
Each document consists of two segments: header and line items.
After posting it receives a unique document number. A Grp. will use the standard document types of SAP. The system
assigns the document numbers automatically.
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Document Number Ranges
0000000000
1000000000
2000000000
3000000000
4000000000
5000000000
6000000000
7000000000
8000000000
9000000000
9999999999
00
01
02
Internal numbering defined per fiscal year
External numbering
Internal numbering defined until fiscal year in the future
Current numbers
1998
Current numbers
EX
02
SB
01
DR
00
1999 2000 2001...
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The Document’s Header
Dates:• Document Date,• Posting Date,• Translation Date,• Entry Date (automatic),• Period.
Document Type Company Code Currency Additional information:
• Reference,• Short text.
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Posting keys
Field
Account-
dependent
field status
Posting key-
dependent field
status
?
Prio
rity
Account
yes
no suppress
Posted with which posting key?
Posted on which account?
PK ...
PK ...
Relevant for postings on accounts of this type?
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Line items
During document entry, certain fields need to be filled in. For example, when posting expenses, a cost center and tax information is usually required.
Tax fields are only ready for entry if the general ledger account is set up as tax-relevant.
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Posting a document
You can now: Simulate your document - press the “Simulate” button: Or post it immediately - press “Save” button (F11)
Posting functions
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Posting in Foreign Currency
Local currency - Functional currency of the company code
Document currency - Currency of the document
Group currency - Alternative currency for group reporting
For every Company Code there’s defined a company code currency, ie, every company code has a “local” currency.
Every document, posted in different currency than company code currency, is processed as a foreign currency document.
Accounting documents can be posted in a foreign currency The foreign currency is converted to local currency and both are stored
in the document along with the exchange rate
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Posting in Foreign Currency
1.
3.
2.
1. Exchange rate can be entered manually,
2. Or derived from “Exchange Rates Table”
3. System automatically translates the foreign currency into CC currency.
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Parking / Holding a Document
After entering the document it is possible:• To post it immediately• To “park” the document• To hold the document
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Reference Documents
Header: 20/06/2010 Comp. Code: 1000
Document # 1 )Reference Document(:
Line Items:
PK Account Amount40 123000 500050 345560 200050 907902 3000
Document # 2:
Line Items:PK Account Amount40 123000 500050 345560 200050 907902 3000
Reference documents are either accounting documents or sample documents that are used as a reference to post an accounting document.
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Reverse a GL document
Document entered incorrectly
Document corrected by Reversal:Reverse with a standard reversal
posting
Reverse with a negative posting
Document re-entered correctly
Balance sheetAssets
Liabilities
Shared equity
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Mass Reversal of Documents
Many documents may be reversed at the same time, Process may be scheduled to be performed in the background.
Mass Reversal Procedure
Mass Reversal Procedure
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General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Account Analysis / Reconciliation
SAP R/3 supports the following transactions:
Display G/L account balance
Display G/L line items
G/L account analysis functions
Clear outstanding items on G/L account
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Account: balance and line items
Account balance Account Balances display
• Opening Balance (Carry forward Balance from previous year)
• Totals of all transactions for each posting period broken down for • Debits and Credits
From these figures the system calculates the following for the account balance function
• Balance per posting period• Accumulated balance for the account
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Account: balance and line itemsLine items
Line items can be displayed on G/L accounts which are managed with Line Item display
• Line items are displayed on-line• Line Items can be totaled and sorted according to user requirements• Additional fields can be added to the Line Item display screen• Alternative custom defined Line Layouts can be defined
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Open Item Clearing
1 2
3
The balance of an open item managed accounts are the reconciliation items.
Open items represent transactions that are incomplete.
You can only clear open items for accounts that are open item managed.
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Reversal of Clearing
Reversal of documents that were cleared before is not possible, First the clearing operation must be reset.
Display cleared items
Reversal of clearing
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General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Period End Processing
SAP R/3 supports the following transactions:
Fiscal Year variants & Posting Period
Clear open items, both manually and automatically
Create, maintain and process accrual/deferral transactions
Recurring Entries
Revalue balances in foreign currencies
Reconciliation of documents with monthly debits & credits
Roll over of closing balances to form opening balances can be performed multiple times and after the beginning of the new fiscal year.
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Posting Periods
Every transaction that is posted is assigned to a particular posting period
K4 Same as Calendar YearShortened Fiscal Year
R1 Non-Calendar Fiscal Year
Company Code Data Fiscal Year Variants
Company Code 1000FY Variant V3 V3
Calendar Year
Year 2010
Periods
FY Variants
Mo. Day Period Year01 31 10 -102 28 11 -103 31 12 -104 30 01:12 31 09
Properties
FY Variants
Calendar YearYear-Dependent CNo. of Post. Per. 12No. of Special Per. 2
V3 V3
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GL Account Clearing
Bank Statement
AutomaticPayment
A typical example of an open item is, for instance, a bank clearing account.
A transaction is cleared when an offset value is posted to an item or group of items, so that the resulting balance of the items is zero.
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Automatic Clearing Program
Open items for G/L Accounts, Vendors and Customers can be cleared automatically by running the Clearing ProgramSet up predefined criteria for automatic clearing (Configuration)Program groups those items from an account that have the same
• Trading Partner ID• Reconciliation Number• Currency in which the General Ledger is updated• Four freely definable criteria
Accounts
xxxxxx--------------------
--------------------
xxxxxx--------------------
--------------------
xxxxxx--------------------
--------------------
xxxxxx--------------------
--------------------
Automatic clearing program
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Deferrals & Accruals
Accruals and deferrals can be handled automatically by the SAP R/3 system
Accrual/Deferral Documents are created on a monthly basis to record expenses/income which were anticipated but not yet realized
Once a transaction has been approved, it can be set up and run automatically each month.
The recurring entry program helps to maintain Accruals / Deferrals postings
• Standard Journal Posting• Has a reversing date• Reversal Date can be any date in the future• Monthly job is scheduled to reverse all Accrual/Deferral Documents automatically
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General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
PeriodicProcessing
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Reporting
SAP system offers number of reports that help analyzing entered business transactions:• Financial Statement Version (Balance Sheet and P&L)• Account Balances• Line Items• Documents• Master Data
Report can be:• Printed out directly to the printer,• Saved as a local file (txt format, Excel file etc.)• Sent by e-mail
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Reporting Requirements
Balance
Sheet Income
Statement
Cash
Flow
Internal Reporting
External Reporting
FI
CO
Product
Cost
Cost
Center Profit
Center
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Financial Statement Version
Financial Statement Versions are set up to represent the balance sheet and P+L statement according to your own specific requirements
• Can be created for different legal entities• Can be created in different Languages• Are executed in desired currency i.e. Local, Group
Using the Financial Statement you specify• Line items to be included in the Financial Statement• Sequence the line items are displayed• The COA and the accounts that are displayed in the Financial Statement• The totals that are presented on the Financial Statement
Balance
Sheet
Income
Statement
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Report Tree
2
1
SAP Menu
Transaction SA38
A user can run the required report in two ways:• Directly from “Report Tree”• Using transaction SA38, provided the he knows the report name
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Report Tree
2
1
SAP Menu
Transaction SA38
A user can run the required report in two ways:• Directly from “Report Tree”• Using transaction SA38, provided the he knows the report name
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Report Execution
Selection of Report Parameters
Report Execution
Variant Selection Dynamic selection
A report can be executed directly or scheduled in the background
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Report Variant
1( Enter the required criteria on the selection screen
3
2( Press “Save” button
3( Enter the variant’s name
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General Ledger Process Overview
TransactionProcessing
Master Data
GeneralLedger
Account Analysis &
Reconciliation
Reporting
FinancialAccounting
Process decompositions are the starting point for our process documentation.
They summarise what is involved in a the GL process at a high level
PeriodicProcessing