AC050_EN_Col62_FV_Part_A4 (第3页) | ERP软件技术分享

第 79 页 / 共 689 页

AC050 Lesson: GL Master Records

Task 6: Create a G/L account

Foraplannedincreaseincapital,IDESGermany(companycode1000)needsa

new G/L account.

1. Check the chart of accounts.

The parent company is responsible for assigning account numbers and

maintainingthechartsofaccountsfor theIDESgroup. Basedonthenew

requirement,theparentcompanyshouldcreateG/Laccount1200##inchart

ofaccountsINT.Checkwhetherthisaccounthasbeencreated. Ifnot,create

the account withreferencetoaccount120000.

Note: ## is your group number.

Task 7: Maintain the company code-specific settings

CreatethecompanycodesegmentforG/Laccount1200##.

1. Before postings can be made to account 1200## in company code 1000,

youneedtocreatethecompanycode-specificsettings. Theaccountshould

have a structure similar to that of account 120 000. For this reason, use

this account as a reference.

Make certain that the account in Company Code 1000 uses the EUR

currency,lineitemdisplayandopenitemmanagementisactivated,sortkey

001isentered,andthealternativeaccountnumberisremoved.

SavetheaccountandremainintheG/Lmasterrecordscreenforthenexttask.

Task 8: Maintain the financial statement version

EnterthenewG/Laccount1200##inthefinancialstatementversionINTsothat

itappearsinanappropriatelocationwhenthebalancesheetisrun.

1. ThenewaccounthastobeenteredinfinancialstatementversionINT.Enter

itinthesamefinancialstatementitemasreferenceaccount120000.

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Unit3: GeneralLedgerAccounting AC050

Solution 2: General Ledger Account

Master Data

Task 1: Display the chart of accounts

Displaythechartofaccountsreportandthendisplaythedetailsofaccount113100

within that chart.

1. Display the chart of accounts INT.

a) ChooseAccounting →FinancialAccounting→GeneralLedger →

Informationsystem→GeneralLedgerreports(new)→MasterData

→ Chart of Accounts

Field Name Value

Chart of Accounts INT

b) Run the report by choosingExecute .

2. Displaythedetailsofaccount113100withinthechart.

WhatisthelongdefinitionofthisG/Laccountinthemaintenancelanguage?

a) Drill down on line 113100.

Hint: UseSearch tofindtheaccount. IntheFinddialog

box enter 113100 and choose Search again. Put your

cursorontheyellowhighlightedaccount, 113100. Thiswill

takeyoutothelocationof account113100inthelistofG/L

accounts. Drill down toaccount 113100bydoubleclicking

or choose Select .

You should see the following:

G/LaccountlongtextDeutsche Bank (domestic)

3. Whatistheaccountgroup for thisG/Laccount?

a) AccountGroup: Liquid funds accounts (CASH)

4. Checkwhetheritispossibletotranslatethenameofthisaccountintoother

languages,andwhetheryoucancreatekeywordstosearchforthisaccount.

a) SelecttheKeyword/translationtab. Here,youcantranslatetheaccount

nameandenterkeywordsbylanguagetosearchfortheaccount.

Continued on next page

Field Name	Value
Chart of Accounts	INT

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AC050 Lesson: GL Master Records

5. CanyouaddotherinformationtotheG/L account?

a) Yes. Select the Information tab. Here, you can enter G/L texts for

various purposes.

6. Thedefinitionoftheaccountcontainssomecontrolparameters. Here,for

instance, youdefinewhether theaccountisaP&Lstatementaccount ora

balancesheetaccount. Whattypeofaccountisaccount113100?

a) SelecttheType/Descriptiontab. TheaccountismarkedasaBalance

sheet account.

b) Returntothe SAPEasyAccessmenu by typing /Ninthecommand

field.

Task 2: Observe company code-specific settings

CompanycodedatahastobecreatedforaG/Laccount inorder toprovidethe

settingsspecifictoacompanycode. Withoutthecompanycode-specificsettings

foraG/Laccount,theaccountcannotbepostedtointhatcompanycode.

1. Lookatthecompany-codesettingsofG/Laccount113100incompanycodes

1000and2000. Whatistheaccountcurrencyincompanycode1000?

Continued on next page

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Unit3: GeneralLedgerAccounting AC050

Company code 2000?

a) ChooseAccounting →FinancialAccounting→GeneralLedger →

Master Records → G/L Accounts → Individual Processing → In

Company code.Tcode FSS0

Field Name Value

G/L account no. 113100

Company Code 1000

b) Choose the Display icon .

The account currency isEUR.

c) Remaininthesamescreen. Enterthefollowingdata.

Field Name Value

G/L account no. 113100

Company Code 2000

d) Choose the Display icon .

The account currency is GBP.

e) Remain in thisscreen for thenext task.

Continued on next page

Field Name	Value
G/L account no.	113100
Company Code	1000

Field Name	Value
G/L account no.	113100
Company Code	2000

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AC050 Lesson: GL Master Records

Task 3: Identify reconciliation accounts

Identifyreconciliationaccountsforsub-ledgeraccounts.

1. View the company code specific settings for G/L account 160000 in

company code 1000. Is this account a reconciliation account? If so, for

whichsubsidiaryledger? Makethesamedeterminationforaccounts140000

and 2000.

a) If you returned to the SAP Easy Access menu in the previous task,

choose Accounting → Financial Accounting →General Ledger →

Master records → G/L Accounts → Individual Processing → In

Company code.TCode FSS0

Field Name Value

G/L account no. 160000

Company Code 1000

b) Choose the Display icon .

ThereconciliationaccountfortheAccounttypefieldisintheControl

datatabintheCompanycodesection. ThevalueVendorsisentered

inthisfield. Thus,thisaccountisareconciliationaccountforaccounts

payable.

c) Determineifaccounts140000and2000arereconciliationaccountsby

repeating the steps above.

Account140000: Reconciliationaccountforcustomers.

Account2000: Reconciliationaccountforassets.

2. CanyoumakeG/Laccountpostingstotheseaccounts?

a) No. Reconciliation accounts can not be posted to directly in the

GeneralLedger. Theycanonlybepostedtoindirectlywiththehelpof

sub-ledgers. Wewilllearnmoreabouthowreconciliationaccountsare

posted to in the AR and AP units.

b) ReturntotheSAPEasyAccessmenubytyping/Ninthecommandfield.

Continued on next page

Field Name	Value
G/L account no.	160000
Company Code	1000

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Unit3: GeneralLedgerAccounting AC050

Task 4: Display a G/L account list

Display aG/L account list for a company code.

1. CreatetheG/Laccountlistofcompanycode3000(IDESUSA).Doesthis

tellyouwhichoperatingchartofaccountsisusedbythiscompanycode?

a) ChooseAccounting →FinancialAccounting→GeneralLedger →

InformationSystem→GeneralLedgerReports(new)→MasterData

→ G/L Account List .

Field Name Value

Company code 3000

b) Run the report by choosingExecute .

c) Yes. Thenameofthechartofaccountsisinthethirdlineoftheheader

data: CAUS.

d) ReturntotheSAPEasyAccessmenubytyping/Ninthecommandfield.

2. WhatisthedifferencebetweenachartofaccountslistandaG/Laccountlist?

a) Thechartofaccountslistcontainstheaccountsforwhichthechartof

accountssegment hasbeen created. The chart of accountssegment

contains general information about the account that pertains to all

companycodesthatcanposttotheaccountsinthelist.

TheG/Laccountlistisusuallyasubsetofthechartofaccountslist. It

liststheaccountsforwhichthecompanycode-specificsettingshave

beencreatedforaspecificcompanycode. Unlikethechartofaccounts

list, however, it isnot a drilldown report.

Continued on next page

Field Name	Value
Company code	3000

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AC050 Lesson: GL Master Records

Task 5: Determine the placement of account 160000 in

financial statement version INT

Thebalancesheetandincomestatementreportcanberunusingdifferentversions,

calledfinancialstatementversions. Someversionscanbeverydetailed, such

asforthecontroller, and otherscanbeverysummaryinnature, such asfor the

boardofdirectors. Inorderforanaccounttoshowupataproperlocationinthe

balance sheet or P&L statement, it must beincludedin thefinancial statement

versionusedwhenthebalancesheet/P&Lstatementisrun. Ifitisnotputinthe

financialstatementversion,itwillshowupatthebottomof theP&Lstatement

under a category called Unassigned Accounts.

1. The financial statement version we will use when we run the balance

sheet/P&L statement for company code 1000 is INT, the same name as

thechartofaccounts. Notethelocationofaccount160000inthefinancial

statementversionINT.Noteitsfinancialstatementitemnameandallitems

aboveitinthefinancialstatementversionhierarchy.

a) Choose Accounting→FinancialAccounting→GeneralLedger →

Master Records → G/L Accounts → Individual Processing → In

Company Code.TCode FSS0

Field Name Value

G/L account 160000

Company Code 1000

b) Choose the Display icon .

c) Choose Edit financial statement version.

Field Name Value

Financialstatementversion INT

d) Choose Continue .

e) Account160000isfoundinthefinancialversionasfollows:

Liabilities→Payables→AccountsPayable→Duewithinoneyear

f) ReturntotheSAPEasyAccessmenu by typing /Ninthecommand

field.

Continued on next page

Field Name	Value
G/L account	160000
Company Code	1000

Field Name	Value
Financialstatementversion	INT

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Unit3: GeneralLedgerAccounting AC050

Task 6: Create a G/L account

Foraplannedincreaseincapital,IDESGermany(companycode1000)needsa

new G/L account.

1. Check the chart of accounts.

The parent company is responsible for assigning account numbers and

maintainingthechartsofaccountsfortheIDESgroup. Basedonthenew

requirement,theparentcompanyshouldcreateG/Laccount1200##inchart

ofaccountsINT.Checkwhetherthisaccounthasbeencreated. Ifnot,create

theaccountwithreferencetoaccount120000.

Note: ## is your group number.

a) ChooseAccounting →FinancialAccounting→GeneralLedger →

MasterRecords→G/LAccounts→IndividualProcessing→InChart

of AccountsTCode FSP0

Field Name Value

G/L account no. 1200##

Chart of accounts INT

b) Choose the display icon .

The account does not exist.

c) ChoosetheCreatewithtemplateicon w.Template

In the reference account box enter

Field Name Value

G/L Account 120000

Chart of accounts INT

Select the continue icon

. Change the G/L Acct long text to say Loans to staff group ##.

Save with

d) Return to the SAP Easy Access menu.

Continued on next page

Field Name	Value
G/L account no.	1200##
Chart of accounts	INT

Field Name	Value
G/L Account	120000
Chart of accounts	INT

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AC050 Lesson: GL Master Records

Task 7: Maintain the company code-specific settings

CreatethecompanycodesegmentforG/Laccount1200##.

1. Before postings can be made to account 1200## in company code 1000,

youneedtocreatethecompanycode-specificsettings. Theaccountshould

have a structure similar to that of account 120 000. For this reason, use

this account as a reference.

Make certain that the account in Company Code 1000 uses the EUR

currency,lineitemdisplayandopenitemmanagementisactivated,sortkey

001isentered,andthealternativeaccountnumberisremoved.

Continued on next page

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Unit3: GeneralLedgerAccounting AC050

SavetheaccountandremainintheG/Lmasterrecordscreenforthenexttask.

a) ChooseAccounting →FinancialAccounting→GeneralLedger →

Master Records → G/L Accounts → Individual Processing → In

Company Code.TCode FSS0

Field Name Value

G/L account no. 1200##

Company Code 1000

b) ChooseCreatewith template w.Template.

c) Fill in the following data.

Field Name Value

G/L Account 120000

Company Code 1000

d) Choose Enter .

e) Check that thedefault entriesarecorrect

Field Name Value

Account currency EUR

Alternativeaccountno. Blank

openitemmanagement Select

line item display Select

Sort Key 001

f) Choose Save .

g) Remain in this screen.

Task 8: Maintain the financial statement version

EnterthenewG/Laccount1200##inthefinancialstatementversionINTsothat

itappearsinanappropriatelocationwhenthebalancesheetisrun.

1. ThenewaccounthastobeenteredinfinancialstatementversionINT.Enter

itinthesamefinancialstatementitemasreferenceaccount120000.

Continued on next page

Field Name	Value
G/L account no.	1200##
Company Code	1000

Field Name	Value
G/L Account	120000
Company Code	1000

Field Name	Value
Account currency	EUR
Alternativeaccountno.	Blank
openitemmanagement	Select
line item display	Select
Sort Key	001

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AC050 Lesson: GL Master Records

a) If youdid not remain inthepreviousscreen, fromthemenuchoose

Accounting →Financial Accounting→General Ledger →Master

Records→ G/L Accounts →Individual processing→In Company

CodeTCode FSS0.

Fill in the following data.

Field Name Value

G/L account no. 1200##

Company Code 1000

b) Choose Change .

c) Select Edit financial statement version.

d) EnterthefollowingintheSelectFinancialStatementVersiondialog

box.

Field Name Value

Financialstatementversion INT

e) Click Choose .

Ifyoudidremaininthescreenfromthepreviousexercise,thefinancial

statement should be automaticallyexpanded toshowyouwherethe

referenceaccount,120000,islocatedinthefinancialstatementversion.

f) SelectOtherReceivablesandchooseAssignaccountsatthetopofthe

screen. InsertinthelineFromacct. Toacct. theinterval1200## to

1200##. SelectD&C(fordebitandcreditbalance).

Note: Ifyoudonotseeafreelinetoenteryouraccount,use

theNextpageiconatthebottomofthedialogueboxtomove

to ablank lineto enter your account. Do not type overan

existingaccount,asyouwillreplaceitwithyouraccount!

g) Choose Continue .

h) Choose Save .

Note: Ifyouexitedthescreenfromthepreviousexerciseand

thenre-enteredthecompanycodescreenofthemasterrecord,

thefinancialstatementversionisnotautomaticallyexpanded

Continued on next page

Field Name	Value
G/L account no.	1200##
Company Code	1000

Field Name	Value
Financialstatementversion	INT

第 90 页 / 共 689 页

Unit3: GeneralLedgerAccounting AC050

atthereferenceaccount120000. Inthiscase,youmustcarry

out the following steps, after you have selectedFinancial

statement version for INT.

• PutyourcursoronthetoplineINTandthenchoosethe

Expandsubtreeicon (atthetopleftofthescreen).

• The financial statement version will be expanded

completely. UseFind tosearchforaccount120000

(Loanstostaff). Enteraccount120000inthefindpop–up

boxandthenclickFind . Positionyourcursoronthe

yellow highlighted 120 000 (loans to staff) and click.

Theaccountisfoundunderthefinancialstatementitem

Other Receivables.

• SelectOtherReceivablesandchooseAssignaccounts.

Inserttheintervalof1200## to 1200##. SelectD

& C(fordebit andcreditbalance).

• Choose Continue .

• Choose Save .

• ReturntotheSAP EasyAccessmenu.

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AC050 Lesson: GL Master Records

Lesson Summary

You should now be able to:

• Display a chart of accounts

• Display the G/L account directory

• Create G/L accounts

• Describethespecialroleofreconciliationaccounts

• Maintain a financial statement version

• Discusstheuseofcountryandgroupchartsofaccounts

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Unit3: GeneralLedgerAccounting AC050

Lesson: General Ledger transactions

Lesson Overview

In this lesson, we will learn how to create GL postings using both the Enjoy

andthetraditional complexpostingscreen. Weshalllookatthestructureof an

accountingdocument. WewillalsoseehowexternalandinternalAccountingare

integratedbyusingcostelements. Thenweshallcreatearecurringjournal.

Lesson Objectives

After completingthislesson, you will beable to:

• PerformGLpostingsusingtheEnjoytransactionscreenandthetraditional,

complex screen

• Explain howan FI document isstructured

• Understand what document splitting means

• Create a Recurring Journal

Business Example

Accountants create many journal entries as part of their daily work. In SAP,

accountants can use a single-entry Enjoy screen for most of their postings. In

somecases, thetraditional complex screen isused.

AforeignemployeefromoneoftheothersubsidiariesisjoiningIDESAG.The

company is going to lend him some money to purchase a car. This business

transactionwillbereflectedinanewGLpostingtotheemployeeloansaccount.

IDESAGalsohastoorganiseaccommodationforhim. Alocallettingagencyhas

beenusedtofindanapartment. TherentontheapartmentwillbeEUR2,000per

month. Toensurethattherentisaccountedforonamonthly basis, thefinance

departmentisgoingtousetherecurringentriesprogram.

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AC050 Lesson: General Ledger transactions

General Ledger Single Screen postings

Figure 42: Single Screen Transactions

Beginning with R/3 Release 4.6 , you can comfortably create and post a GL

accountdocumentusingasingle-screentransaction. Theentryscreenisdivided

into the following areas:

Work templates

Here,youcanselectscreenvariants,accountassignmenttemplates,orheld

documentsasreferences. Ahelddocumentisadocumentthatausersaves

without posting it, with the idea that the user will complete and post the

held document later.

ToreturntotheoriginallinelayoutoftheGLpostingtable,right-clickonthe

screen, and choose Reset screen variant.

Header data

Header data applies to the whole document, such as posting date and

documenttype. Someof theheaderdatacanbeindisplayformatonly,or

hidden from the user via editing options.

Line item information

Here, thelineitemsofthedocumentareentered.

Information area

Here,thedebitandcreditbalancesaredisplayedbyusingatrafficlighticon.

第 94 页 / 共 689 页

Unit3: GeneralLedgerAccounting AC050

Figure 43: GL Posting Enjoy Screen

When entering an expenseitem for an operating expense, you must also enter

onerealManagementAccountingobject,suchasacostcenterorinternalorder.

Thismeansthatwhentheitemisposted,aCOdocumentandanFIdocumentare

created. AprimarycostelementmustexistfortheGLaccountinorderforthis

to happen. The CO document posts the costs corresponding to the expense to

management Accounting object.

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AC050 Lesson: General Ledger transactions

Figure 44: CO Account Assignment Logic

In addition to the real CO object, you can also enter additional statistical CO

objectstowhichthecostsarestatisticallypostedforinformationpurposes(which

means they are non-allocatable).

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Unit3: GeneralLedgerAccounting AC050

Posting using the single screen transaction

1. Access the transaction by transaction code FB50L or menu

pathAccounting>FinancialAccounting>GeneralLedger>Posting

>EnterG/LAccountdocumentforLedgerGroup

YoumaybepromptedforaCompanyCodeatthistime. Ifsoenterthe

CompanyCodewhenprompted. Ifthepromptdoesnotappear,oncein

thetransactionandpriortostartingentryyoucanchangetheCompany

CodebyclickingontheCompanyCodebutton.

2. Complete the Header Information.

• Enteringadocumentdateandapostingdate. Thepostingdateis

the date the ledger will be updated.

• Enterthetransactioncurrencyofthedocumentyouareposting.

• IfyouarepostingtoaspecificLedgerorLedgerGroup,enterthe

Ledger Group in the Ledger Grp field.

• You may also enter a document reference and Header Text at

this point.

3. SelecttherelevantScreenVariantthatyouwouldliketouse. Clickthe

Treeonbuttonand open theScreenVariantsfor itemsFolder by

clicking on the arrowhead. Select therelevant variant by double

clicking.

4. Enterthelineitemdata. Ifyouhavedatatoenterfor anyfieldsthat

arenotdisplayed,doubleclickonthelineitemtobringupextrafields.

Once you have entered the additional data click to return to the

front screen.

Thetrafficlightatthetopofthepage willturngreenwhenthe

documentisinbalance. Theiconsatthebottomofthescreencanbe

used to delete or copy existing lines.

5. Save the document by selecting .

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AC050 Lesson: General Ledger transactions

Standard Postings

Figure 45: General/Complex Postings

Complexorgeneralpostingscorrespondtotheold,moredifficultstandardposting

transaction, FB01L or F-02.

Onthefirstscreenyouenterthedataforthedocumentheaderandthefirstpartof

the first line item.

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Unit3: GeneralLedgerAccounting AC050

Figure 46: Standard GL Posting first screen

Onthenextscreenyouenterthedetailsforthefirstlineitemandthepostingkey

andaccount number for the following line item.

Figure 47: Standard GL Posting second screen

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AC050 Lesson: General Ledger transactions

Figure 48: Important Standard Document Types

InordertodistinguishbetweenthevariousFItransactions,documenttypesare

used. Eachdocumentisassignedtoonedocumenttype,whichisenteredinthe

document header. Document numbersare provided by the document number

rangesassigned tooneor more document types.

ForGLaccountpostings,documenttypeSAismostoftenused,althoughother

document types are possible, such as accrual/deferral documents, valuation

documents, and so on.

Figure 49: Posting Key

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Unit3: GeneralLedgerAccounting AC050

Eachdocumentlineitemcontainsonepostingkey. Thisisaninstrumentthatis

usedforinternalcontrolandisenteredinthecomplexpostingscreentotellthe

system:

• Which account type is being posted to

• Whetherthelineitemisadebit or credit posting

Inthe Enjoy transaction, youno longer need toenter thepostingkey. Instead,

debit represents posting key 40 and credit represents posting key 50. These

postingkeysappearinthedocumentandtheircontrolfunctionsarestillrelevant.

Figure 50: Standard Posting Keys

In the SAP system, there are a large number of standard posting keys. Each

postingkeyisusedforpostingeitheradebitoracredittooneaccounttype.

Forpostingsinthegeneralledger,youneedonlytwopostingkeys:

• 40 40, for debit items

• 50 for credit items

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AC050 Lesson: General Ledger transactions

Posting using the Standard Transaction

1. Access the transaction by transaction code FB01L or F-02or menu

pathAccounting>FinancialAccounting>GeneralLedger>Posting

>EnterGeneral posting forLedger Group

2. Complete the Header Information.

• Enter adocument date anda posting date. The posting dateis

the date the ledger will be updated. The posting period will

automaticallybedeterminedfromthepostingdate.

• EnteraDocumentType. Thismaybepopulatedautomatically

based ondefaults intheconfiguration.

• EntertheCompanyCodetowhichyouwanttopost

• Enterthetransactioncurrencyofthedocumentyouareposting.

The transaction currency may have defaulted in from the

CompanyCodeyouarepostingtoorfromtheprevioustransaction

you posted. You may override it at this stage. You may enter

an exchange rate to be used in the case of foreign currency.

Otherwisetherateasat the posting datewill automatically be

used. A translationdate mayberelevant if you wish tousean

exchangeratevalidonanalternativedatetothepostingdate.

• IfyouarepostingtoaspecificLedgerorLedgerGroup,enterthe

Ledger Groupin the Ledger Grp field.

• You may also enter a document reference and Header Text at

this point.

3. Enterthepostingkeyandtheaccountforthefirstlineitem.

• Thepostingkeyprovidesthesystemwithinformationregarding

the account type (GL account, customer, vendor, asset and

material)andcaninfluencethelayoutoftheentryscreenforthe

lineitem,whichwillbeseeninthenextscreen.

• Thekeydriverofthelayoutoftheentryscreenforthelineitem

isthefieldstatusgroupoftheaccount thatisbeingpostedto.

The field status group is in the company code segment of GL

master record.

• Usetheenterkeyor tomovetothenextpage

4. Enter the line item data.

Thefieldsdisplayedwillvarydependingontheaccountyouareposting

to. Mandatoryfieldswillhavetobefilledbeforeyoucanmovetothe

nextscreen. Entertheamountandaddanyadditionaldatathatmaybe

relevant suchasataxcode, costcenteror text

Continued on next page

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Unit3: GeneralLedgerAccounting AC050

5. At the bottom of the second screen, you enter the posting key and

account for the second line item of the posting. When you choose

Enter, you proceed to the third screen, which contains theAmount

field and Additional account assignment fields for the second line

item. You continuewiththissameprocessforallthelineitemsthat

make up the posting.

6. WhenyouhavefinishededitingdatayoucanclicktheOverviewicon

toseeanoverviewofalltheentriesyouhavemade. Youcanchoose

Document>Simulatetosimulateanyautomatedentriesthatmaybe

created by the system at the time of posting and also Document >

SimulateGeneralLedgertosimulatetheresultsofDocumentSplitting.

7. Save the document by selecting .

Document Splitting

Figure 51: Document Splitting - Entry View

TheOnlineSplitcanbeusedwhenyouwanttosplitexpensesbetweensegments,

cost centers, profit centers or business areas.

ThefigureshowstheDisplayDocument: EntryViewforOnlineSplit.

Currently, SAP supports derivation of the segment from the Profit Center.

However,theProfitCenteritselfcanbederivedfromotherentitiessuchasaCost

Center, an Internal Order or a Project.

YoumustactivateDocumentSplittingtoensurethatthecharacteristicSegment

(orindeedanyotherentity)issplitconsistently. Uniformsegmentationmeansthat

azerobalanceisachievedforeachdocumentfortherelevantentity.

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AC050 Lesson: General Ledger transactions

Figure 52: Document Splitting - General LedgerView

The figure clearly shows not only how the segment is split but also how it is

inheritedbythevendorlineitemsandtaxlineitemsofthedocument.

Note: Documentsplittingcanalsobeappliedtosubsequentprocesses,

suchaspayments. Cashdiscountsreceivedandcashdiscountspaidare

distributedtotheentitiesaccordingtotheamountoftheoriginalpostings

totheexpenseaccount(incaseofanoriginalVendorinvoice). Customer

invoices in which the revenuesaredistributed acrossdifferent entities

are treated in the same way.

The Recurring Entry Program

Forpostings,whicharerepeatedatregularintervals,forexamplerentpayments,

as well as payments of fees and property taxes, you can use the recurring

entry program. With this program, the necessary documents are generated

automatically.

Recurringbusinesstransactionsmustbestoredinthesystemasrecurringentry

originaldocumentsforthistobepossible. Eachrecurringentryoriginaldocument

contains the date of the first and last postings, the frequency at which posting

shouldbemade,andthedateofthenextplannedposting.

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Unit3: GeneralLedgerAccounting AC050

Figure 53: The Recurring Entry Program

Therecurringentryprogrammustbestartedatregularintervalswithinaspecified

period. Theprogramselectsallrecurringentryoriginaldocumentsinwhichthe

date of the next posting falls within the specified period, and then generates

a batch input session.

When the batch session is processed, an FI document that corresponds to the

original document isposted, and the dateof thenext posting ischanged in the

recurring entry original document.

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AC050 Lesson: General Ledger transactions

Creating a Recurring Entry and posting it

1. Create the Recurring Entry Document

1. CreatetherecurringentrydocumentbyusingmenupathAccounting>

FinancialAccounting>Posting>ReferenceDocuments>Recurring

Document or transaction code FBD1

2. EntertheCompanyCodethatyouwishtopostto

3. Enter the Recurring Entry Run Data

• FirstRunonFieldisthedateyoufirstwanttherecurringentry

to be posted

• Last Run onfieldis the last timeyouwant the recurring entry

to be posted

• Intervalinmonthsisthefrequencyatwhichyouwanttheposting

to be repeated

• rundateisthedateinthatyouwantthedocumenttobeposted.

IfnorundateisenteredthenthedateontheFirstRunOnfield

will be used.

• RunSchedulescanbeusediftheintervalatwhichthepostingis

toberepeatedisnotinmultiplesofmonths. Theyhavetobeset

uppriortothecreationoftherecurringdocument.

• transferamountsandtransfertaxamountsinlocalcurrencyare

onlyrelevantiftherecurringentryisinforeigncurrency. Ifthisis

thecaseandyouselecttheseoptionsthelocalcurrencyfieldsof

theposteddocumentswillbepopulatedwiththelocalcurrency

amount on the recurring entry document rather than being

recalculatedbasedontheexchangeratesatthetimeofposting.

• copytextsallowslongtextontherecurringentrydocumenttobe

copiedintoeachactuallyposteddocument.

4. Completethedocumentheaderinformation. Thedocumentheaderis

thesameasthatofanynormalaccountingdocument. Thefieldsshould

becompletedinthesamewayasifyouwerepostingamanualjournal.

5. Enterthelineitemstobeposted. Theseareenteredasforastandard

traditional journal.

6. Display the overviewby selecting . Then Save thedocument by

clicking .

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Unit3: GeneralLedgerAccounting AC050

2. Execute the Recurring Entry Program

1. AccesstheprogramviamenupathAccounting>FinancialAccounting

> General Ledger > Periodic Processing > Recurring Entries >

Execute or transaction code F.14.

2. EntertheCompanyCodeorCodesforwhichyouhaverecurringentries

to process and enter the settlement period for the documents. The

settlementperiodisthedateonwhichtherecurringentriesaretobe

postedsoforexampleyoucouldputinarangeforthemonthandpick

upallrecurringentriestobepostedinthatmonth.

3. Enter a batch Input session name and a User ID. The batch session

nameissothatyoucanidentifythebatchthatiscreated. Ifyoudon't

givethebatchanamethenitwillbegiventhenameoftheprogram.

Theuserisusedforauthorizationchecks,ifthebatchinputsessionis

processedinbatch. Thebatchisthelistofdocumentstobeposted.

4. Youmayalsoenteradditionalcriteriatonarrowwhichrecurringentries

arepickedforprocessing. Select toruntheprogram.

3. Post the batch input session

1. Togotobatchinputsessionprocessing,followthemenupathSystem>

Services>BatchInput>SessionsorusetransactioncodeSM35.

2. Selectyourrecurringentrybyclickingonthesquarebuttontotheleft

ofyourbatchsessionname. Select Processtoprocessthebatch.

3. Theprocessingmodesarehowyouwanttopostthebatch. Processing

inforegroundmeansthatthesystemwillpresentthetransactionstothe

screenandlookforvalidationateachstepofthetransaction,justasif

youwereprocessingmanually. Largebatchesshouldnotbeprocessed

in foreground. Processing in background does not tie up the users

screen. Thesystemprocessesthebatchbyitself. Anyproblemswillbe

recordedinanerrorlogthatwillsubsequentlyneedtobeinvestigated.

Display errors only is a halfway house. The transactions will post

automaticallybut theprogramwill stopandwaitfor instructionif it

encountersanerror. Theproblemwillbebroughttothescreenofthe

person who executed the batch.

Select the Process button

4. If you process in foreground or display errors only you will get a

messageattheendtosayprocessingofbatchinputsessioncompleted.

Click SessionOverviewtoreturntotheSM35screenorExitbatch

Input to go back to the standard menu.

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AC050 Lesson: General Ledger transactions

4. Review the Recurring Entry Document

1. Access the recurring entry document by following menu path

Accounting>FinancialAccounting>General Ledger>Document

> Reference Documents > Recurring Document > Displayor using

transaction code FBD3.

2. EntertheRecurringdocumentnumber,CompanyCodeandfiscalyear

of therecurring document. then select .

3. FollowmenupathGoTo>RecurringEntryData. Therecurringentry

dataisnowdisplayedonthescreenwithoneextrafield. Thenextrunon

dateisthenexttimetherecurringdocumentshouldbepostedfollowing

theintervalsmaintained. Thisfieldischeckedwhentherecurringentry

programisrun. Thisensuresthatanentrycannotbepostedtwicefor

thesamedate,eveniftheprogramisrunmorethanonce.

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Unit3: GeneralLedgerAccounting AC050

100

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AC050 Lesson: General Ledger transactions

Exercise 3: Accounting Transactions in

the General Ledger

Exercise Objectives

After completingthisexercise, youwillbeableto:

• PostG/Laccountdocumentsusingboththeenjoyandcomplexscreens

• Complete an account query

• Run the balance sheet

• Understand the role of cost elements and observe a cost element from a

G/L master record

Business Example

AforeignemployeefromoneoftheothersubsidiariesisjoiningIDESAG.Inline

withthenewHRpolicy,thebusinessisgoingtolendhimsomemoneytowards

the purchase a car.

IDESAGalsohastoorganiseaccommodationforhim. Alocallettingagencyhas

beenusedtofindanapartment. TherentontheapartmentwillbeEUR2,000per

month. Toensurethattherentisaccounted for onamonthlybasis, thefinance

departmentisgoingtousetherecurringentryprogram.

Task 1: Post a journal using the Enjoy Screen

Post the car loan entry forEUR 10,000using the enjoy transaction. The debit

shouldbetotheLoanstostaff account1200##. Thecredit entrycanbeposted

to the bank account 113100.

UsetheAC050screenvariant. PostthetransactiontoCostCenterCC##.

EnterStaff Loan group ## for theshort text.

1. Enter the journal using the Enjoy screen.

2. Display the document.

Task 2: Create a complex posting

Postthesameaccountingtransaction(staffloan)asyoudidinTask1usingthe

General postingtransaction. UsedocumenttypeSA.

1. Post the car loan entry for EUR 10,000 using the General posting

transaction. ThedebitshouldbetotheLoanstostaffaccount1200##. The

creditentrycanbepostedtothebankaccount113100. Postthetransactionto

Cost Center CC##.

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101

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Unit3: GeneralLedgerAccounting AC050

UsedocumenttypeSAandenterStaffLoanGroup##astheHeaderText

Task 3: Create recurring entries

The rent is 2,000 EUR per month and is due on the 15th of every month. The

rentalpaymentsshouldstart next month. Therentalagreementhasthenumber

## and isvalid for exactly one year, since theemployee will thenreturn to his

nativecountry. Toensurethatthepostingandpaymentoftheopenrentitemisnot

forgotten, theopenitemshouldbegeneratedautomatically.

1. Createarecurringentrydocumentfortherentpayable. Thedocumentshould

bedocumenttypeSA.Enter##astheReference. Usethetexteditformat

RENT for the item text. The expense entry is made to account 470000

(occupancycosts). Debittherenttothisaccount. Theemployeeworksfor

costcenterCC##. Theoffsettingentryistotheaccrualaccount1912##.

2. The recurring entry program must be run once a month so that actual

documentsaregeneratedfromthemonthlyrecurringentrydocuments.

Start the recurring entry program.

3. Youwillnowpostyourrecurringentriesforthecurrentmonth.

Note: Itisimportantthatyouuseonlytherecurringentrydocuments

foryourownuser,AC050-##,soeachgroupcancarryoutitsown

recurring entries.

4. Therecurringentry program generatesabatch inputsession that must be

processedsotheactual documentsare posted.

Havethesystemprocessthebatchinputsession intheforegroundsoyou

canseehowbatchinputprocessingworks. Thebatchinputsessionwould

normally be much larger (depending on the number of recurring entry

documents),andwouldbeprocessedinthebackground.

Caution: Processonlythesessionthatyoucreatedyourself.

Task 4: View cost elements

Viewthecostelementforanexpenseaccount. Acostelementmustbecreatedin

ordertoposttoobjectsincontrolling,suchascostcentersand/orinternalorders.

AprimarycostelementcanbegeneratedintheSAPsystemwhencreatinganew

P&Laccount. DisplaythecostelementforG/Laccount475000.

1. Display account 475000 centrally.

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AC050 Lesson: General Ledger transactions

Solution 3: Accounting Transactions in

the General Ledger

Task 1: Post a journal using the Enjoy Screen

Post the car loan entry forEUR 10,000using the enjoy transaction. The debit

shouldbetotheLoanstostaff account1200##. Thecredit entrycanbeposted

to the bank account 113100.

UsetheAC050screenvariant. PostthetransactiontoCostCenterCC##.

EnterStaff Loan group ## for theshort text.

1. Enter the journal using the Enjoy screen.

a) Choose Accounting → Financial accounting → General ledger

→ Posting → Enter G/L Account Document for Ledger Group or

transaction FB50L.

b) Company code dialog box:

Ifthedialogboxforthecompanycodeappears,entercompanycode

1000

Field Name Value

Company code 1000

Note: You may not need to enter a company code if the

company code has already been determined during the last

postingmade. Youcanchangethecompanycodeintheheader

bychoosingEdit→Changecompanycodefromthetopofthe

Posting screen.

c) Choose Continue (enter).

d) Header data:

Field Name Value

Document date <today’s date>

Posting date <today’s date>

Doc Header Text Staff Loan Group ##

e) IfnoscreenvariantsappearontheleftchoosetheTree-onicon .

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103

Field Name	Value
Company code	1000

Field Name	Value
Document date	<today’s date>
Posting date	<today’s date>
Doc Header Text	Staff Loan Group ##

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Unit3: GeneralLedgerAccounting AC050

OpentheScreenvariantsforitemsfolderbyclickingonthearrowhead

. Intheleftcolumn,selecttheZ_AC050_0100screenvariant.

Hint: If thescreen variant does not appear in the list hover

over theScreenVariantsforItemsfolder andright click.

ChooseScreenVariants>AddScreenVariantandsearchfor

thevariantZ_AC050_0100usingthematchcode. Doubleclick

toselectthevariantandthenpresstheContinuebutton.

1. First Line Item

Field Name Value

G/L account 1200##

D/C Debit

Amount indoc. curr. 10,000

Business Area BA##

Profit Center PC##

Hit enter or click

Hint: Ifyougetanywarningmessagesabouttaxjusthitenter

to move through them.

2. Second Line Item

Field Name Value

G/L account 113100

D/C Credit

Amount indoc. curr. 10,000

Hit enter or click to validatetheentry.

f) Choose Post .

Note: TheSaveiconbecomesthePosticonwhencreatinga

transaction.

g) Makea noteof the document number.

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104

Field Name	Value
G/L account	1200##
D/C	Debit
Amount indoc. curr.	10,000
Business Area	BA##
Profit Center	PC##

Field Name	Value
G/L account	113100
D/C	Credit
Amount indoc. curr.	10,000

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AC050 Lesson: General Ledger transactions

2. Display the document.

Hint: Ifyouwanttodisplaythelastdocumentposted,choose

the following above from theposting screen: Document→

Display. Orfollowthefullmenupathgiveninbelow.

Choose Accounting → Financial Accounting→ General ledger →

Document→Display. Thelastdocumentyoupostedshoulddefault

intotheDocumentnumberfield. ChooseEnter toseethedocument.

b) Returntothe SAPEasyAccessmenu by typing /Ninthecommand

field.

Task 2: Create a complex posting

Postthesameaccountingtransaction(staffloan)asyoudidinTask1usingthe

General postingtransaction. UsedocumenttypeSA.

1. Post the car loan entry for EUR 10,000 using the General posting

transaction. ThedebitshouldbetotheLoanstostaffaccount1200##. The

creditentrycanbepostedtothebankaccount113100. Postthetransactionto

Cost Center CC##.

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105

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Unit3: GeneralLedgerAccounting AC050

UsedocumenttypeSAandenterStaffLoanGroup##astheHeaderText

a) Choose Accounting → Financial accounting→ General ledger →

Posting→EnterGeneralpostingforLedgerGroup.

Field Name Value

Document date <today’s date>

Document type SA

Company code 1000

Posting date <today’s date>

Period Current period

Currency EUR

Doc Header Text Staff Loan Group##

Posting key 40

Account 1200##

b) Choose Enter .

Field Name Value

Amount 10,000

Business area BA##

Profit Center PC##

Posting key 50

Account 113100

c) Choose Enter .

Field Name Value

Amount 10,000

d) Choose Post .

e) ReturntotheSAPEasyAccessmenubyentering/N.

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106

Field Name	Value
Document date	<today’s date>
Document type	SA
Company code	1000
Posting date	<today’s date>
Period	Current period
Currency	EUR
Doc Header Text	Staff Loan Group##
Posting key	40
Account	1200##

Field Name	Value
Amount	10,000
Business area	BA##
Profit Center	PC##
Posting key	50
Account	113100

Field Name	Value
Amount	10,000