AC202_EN_Col92_FV_Part_A4 (第1页) | ERP软件技术分享

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AC202

Accounting Customizing II: Special

G/L Transactions, Document

Parking, Substitutions/Validations,

Archiving FI

SAP ERP - Financials

Date

Training Center

Instructors

Education Website

Participant Handbook

Course Version: 92

Course Duration: 2 Day(s)

Material Number: 50093169

An SAP course - use it to learn, reference it for work

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About This Handbook

Thishandbookisintendedtocomplementtheinstructor-ledpresentationofthis

course,andserveasasourceofreference. Itisnotsuitableforself-study.

Typographic Conventions

American English is the standard used in this handbook. The following

typographic conventions are also used.

Type Style Description

Example text Wordsorcharactersthatappearonthescreen. These

includefieldnames,screentitles,pushbuttonsaswell

asmenunames, paths, andoptions.

Alsousedforcross-referencestootherdocumentation

both internal and external.

Example text Emphasizedwords or phrases in bodytext, titlesof

graphics, and tables

EXAMPLETEXT Names of elements in the system. These include

reportnames,programnames,transactioncodes,table

names, andindividualkey wordsof aprogramming

language,whensurroundedbybodytext,forexample

SELECT and INCLUDE.

Example text Screenoutput. Thisincludesfileanddirectorynames

and their paths, messages, names of variables and

parameters, and passages of the source text of a

program.

Example text Exactuserentry. Thesearewordsandcharactersthat

youenterinthesystemexactlyastheyappearinthe

documentation.

<Example text> Variableuserentry. Pointedbracketsindicatethatyou

replacethesewordsandcharacterswithappropriate

entries.

iii

Type Style	Description
Example text	Wordsorcharactersthatappearonthescreen. These includefieldnames,screentitles,pushbuttonsaswell asmenunames, paths, andoptions. Alsousedforcross-referencestootherdocumentation both internal and external.
Example text	Emphasizedwords or phrases in bodytext, titlesof graphics, and tables
EXAMPLETEXT	Names of elements in the system. These include reportnames,programnames,transactioncodes,table names, andindividualkey wordsof aprogramming language,whensurroundedbybodytext,forexample SELECT and INCLUDE.
Example text	Screenoutput. Thisincludesfileanddirectorynames and their paths, messages, names of variables and parameters, and passages of the source text of a program.
Example text	Exactuserentry. Thesearewordsandcharactersthat youenterinthesystemexactlyastheyappearinthe documentation.
<Example text>	Variableuserentry. Pointedbracketsindicatethatyou replacethesewordsandcharacterswithappropriate entries.

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AboutThisHandbook AC202

Icons in Body Text

The following iconsareused in thishandbook.

Icon Meaning

Formoreinformation,tips,orbackground

Noteorfurtherexplanationofpreviouspoint

Exception or caution

Procedures

Indicatesthattheitemisdisplayedintheinstructor's

presentation.

Icon	Meaning
	Formoreinformation,tips,orbackground
	Noteorfurtherexplanationofpreviouspoint
	Exception or caution
	Procedures
	Indicatesthattheitemisdisplayedintheinstructor's presentation.

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Contents

Course Overview......................................................... vii

Course Goals...........................................................vii

Course Objectives .....................................................vii

Unit 1: Special G/L Transactions.......................................1

Application Area for Special G/L Transactions......................2

Configuration of Special G/L Transactions ........................34

Integration – Purchasing/Materials Management.................48

Integration – Sales and Distribution................................59

Unit 2: Parking Documents............................................ 69

Basics of Document Parking Versus Hold Document............70

Parking Documents and Processing Parked Documents........85

Document Parking and Workflow...................................97

Unit 3: Validations/Substitutions....................................119

Basics of Validations/Substitutions ................................121

Definition and Execution of Validations in Financial

Accounting ........................................................130

Definition and Execution of Substitutions in Financial

Accounting ........................................................146

Additional Techniques for Substitutions/Validations.............159

Validation Rule for Account Assignment Combination..........172

Unit 4: Archiving FI.....................................................177

Basics and Classification of Data Archiving......................178

Preparatory Activities – System Settings.........................184

Executing Archiving in Financial Accounting Using Examples.200

Unit 5: Appendix ........................................................239

Additional Information Concerning Substitutions/Validations ..240

Index .......................................................................253

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Contents AC202

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Course Overview

ThiscoursesupplementsthecourseAC200-FinancialAccountingFundamentals:

General Ledger, Accounts Receivable, Accounts Payable, and describes other

functionsin thefield of Financial Accounting.

AsofColl. 92, thecourseAC202isheldonasystemwith activenewGeneral

LedgerAccounting. TheinstructorofAC202mustthereforebefamiliarwiththe

specialfeaturesandsettingsofthenewG/L (attendanceofAC210 andAC200

(Coll.92).

ThefunctionsandareasofapplicationofspecialG/Ltransactionsareexplained

andthe functionsintroduced whichareusedto park and hold documents. The

overallpictureisroundedoffbyvalidations/substitutionsandarchivingconcerning

financial accounting.

Target Audience

Thiscourseisintendedforthefollowing audiences:

• Members of the team which is responsible for the introduction and

configurationofthefunctionstrainedinthecourse.

Course Prerequisites

Required Knowledge

• AC010–BusinessProcessesofFinancialAccounting

• AC200–FinancialAccountingFundamentals: GeneralLedger, Accounts

Receivable, Accounts Payable

Recommended Knowledge

• Good knowledgeon financial accounting

Course Goals

This course will prepare you to:

• Describethetrainedfunctionsandidentifyappropriateareasofapplication

• Configurethetrainedfunctionsinfinancialaccounting

Course Objectives

After completingthiscourse, youwillbeable to:

vii

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CourseOverview AC202

• Display special G/L transactionsin the system

• Use the document parking function within the system and define it

appropriately

• Applysubstitutionsandvalidationstofinancialaccounting

• UsethearchivingfunctionsinSAPERP Financials

viii

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Unit 1

Special G/L Transactions

Unit Overview

FirstofalltheorganizationalareaofthespecialG/Ltransactionsisintroduced.

The system settings are dealt with in the following. The last two lessons deal

with the integration.

Unit Objectives

After completing thisunit, you will beableto:

• Describe special G/L transactions

• ExplaintheparticularitiesofspecialG/Ltransactions

• Explainthefunctionsofspecial G/Ltransactions

• ConfigurespecialG/Ltransactionsorchecktheirconfiguration

• CreateyourownspecialG/Ltransactionsasneeded

• Explainandunderstandtheintegrationwithregardtodownpaymentwithin

specialG/Ltransactions(FinancialsPurchasing/MaterialsManagement)

• Explain the integration with regard to the special G/L transactions of

downpaymentrequests/downpayments(FinancialAccounting-Salesand

Distribution)

Unit Contents

Lesson: Application Area for Special G/L Transactions ......................2

Exercise 1: Guarantee Made (Customer)................................17

Exercise 2: Down Payment Request, Received Down Payment,

Customer Invoice and Clearing............................................21

Exercise 3: Individual Value Adjustment - Optional.....................29

Lesson: Configuration of Special G/L Transactions.........................34

Exercise 4: Configuration of Special G/L Transactions.................41

Lesson: Integration – Purchasing/Materials Management .................48

Exercise 5: Integration – Purchasing/Materials Management.........51

Lesson: Integration – Sales and Distribution.................................59

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Unit1: SpecialG/LTransactions AC202

Lesson: Application Area for Special G/L Transactions

Lesson Overview

The application area for special G/L transactions in financial accounting is

introducedinthislessonbymeansofselectedexamples. Itisexplainedwhyand

whenitispossibleorappropriatetoworkwithspecialG/Ltransactions.

Lesson Objectives

After completingthislesson, you will beable to:

• Describe special G/L transactions

• ExplaintheparticularitiesofspecialG/Ltransactions

• Explainthefunctionsof specialG/Ltransactions

Business Example

Certainbusinesstransactionsshouldbedisplayedseparatelyinthegeneralledger

andsubledgerinfinancialaccounting. Inthiscontext,downpaymentsanddown

paymentrequestsandindividualvalueadjustmentsofdoubtful receivables, for

example, shouldbedisplayedinfinancialaccounting.

What are reconciliation accounts?

Transactionsinthesubledgers(e.g. accountsreceivable/payable)arealsoposted

onthereconciliationaccountsinthegeneralledger. Theaimistohavethevalues

availableinformoftotalsaswellinthegeneralledgerinordertobeabletoquickly

createafinancial/incomestatement. Todeterminethepayables/receivables,the

balancesofthereconciliationaccountscanbedirectlydisplayedinsteadofhaving

to search for the values in the subledger.

The reconciliation account to be posted to is entered in each customer/vendor

masterrecord. TheReconciliationAccountfieldcanbefoundinthecompany

codesegment of thecustomer/vendormasterrecord.

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AC202 Lesson: Application Area for Special G/L Transactions

Figure1: DisplayCustomer: CompanyCodeSegment-AccountManagement

Postings in the Subledger

If, for example, a customer invoice or customer credit memo is entered on an

account receivable, it is posted in the same way on the created reconciliation

account. Theaccountnumberofthereconciliationaccountpostedtocanbeseen

on the FI document. The transaction figures are updated on thereconciliation

account in concern.

Figure 2: Enter Customer Invoice

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Unit1: SpecialG/LTransactions AC202

Sp. G/L Transactions – Alternative Reconciliation

Accounts

SpecialG/Ltransactionsaretransactionsintheaccountsreceivableandpayable,

whicharedisplayedseparatelyinthegeneralledgerandthesubledgers. Thismay

benecessaryforinternalreasonsorforcertainreportpurposes. Downpayments,

for example, maynotfigureinthebalancesheettogether with receivablesand

payables for goods and services.

Transactionsinthesubledgersarelinkedtothegeneralledgerbythereconciliation

accountdefinedinthesubledgermasterrecord. Ifsubledgeraccountassignments

aremadeusingaspecialG/Lindicator,thepostingsareperformedonalternative

reconciliationaccounts(specialG/Laccounts)toallowthesetransactionstobe

able to be displayed separately.

Figure3: Sp. G/LTransactions–AlternativeReconciliationAccounts

Special General Ledger Classes

SpecialG/Ltransactionscanbedividedroughlyintothreeclasses:

• Down payments

• Bill of exchange

• Other transactions

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AC202 Lesson: Application Area for Special G/L Transactions

Figure 4: Special General Ledger Classes

The numerous purposes of special G/L transactions can be divided into three

classes:

• Transactions in connection with down payments: The SAP system

provides special preconfigured programs and entry screens for the

administation of requested, receivedand used downpayments. Theycan

be used for accounts receivable or payable and can be called up via the

respectivestandardmenus. Furthermore,theprocessingofdownpayments

isintegratedinthedunningandpaymentprograms.

• Transactionsinconnectionwithbillsofexchange: Billsofexchangeare

processedin order to beableto deal with country-specificparticularities.

TheSAPsytemcontainsspecialpreconfiguredprogramsandentryscreens

whichutilizethefunctionsofspecialG/Ltransactionsinordertomeetthese

requirements. Optionsforprocessingbillsofexchangeareavailableinthe

standardmenusfortheaccountsreceivableandpayable.

• Other transactions: The functions of the special G/L transactions are

usedforthemostdifferentofbusiness tranactions. Thesetransactionsare

controlledbymeansofthe“Other”optionintheDocumententrymenuin

accountsreceivableandpayable. Withthespecialmainledgerindicatorit

is possible to pass on documents for individual items to a reconciliation

account. Thetypeofprocessingtobeperformedafterenteringthebusiness

transaction is regulated in this way.

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Unit1: SpecialG/LTransactions AC202

Special General Ledger Types

Figure 5: Special General Ledger Types

Therearethreeways(specialgeneralledgertypes)oftransferringspecialgeneral

ledgerentriestothesystem. WhetherthepostingisafreeG/Laccountposting,

a noted item or a posting with automatic offsetting entry is determined in the

configuration of the special G/L indicator.

1. Automaticoffsettingentries(statistical)aretransactionswhicharealways

postedonthesameoffsettingaccount. Theyareusuallyincludedinthenotesto

financialstatements. Example: postingofaguaranteeofpayment.

2. Noteditemsareindividualaccountassignmentswhichareonlyusedtoremind

therespectivedepartmentofduepaymentsorpaymentstobemadeandarenot

intended to bedisplayedin the general ledger.

Example: down payment request.

3. Freeoffsettingentriesarepartofthefinancialstatements. Theyarepostings

with freely definable offsetting entries.

Example: thebankpostingofareceiveddownpayment.

1. Automatic Offsetting Entry (Statistical)

Automaticoffsettingentries(statistical)arealwaysmadeonthesameoffsetting

account. To simplifythe posting procedure, thenumber of the account for the

offsettingentryisdefinedinCustomizing. Thesystemthenautomaticallymakes

theoffsettingentries. Ifyouclearopenitemsintherespectiveaccount,thesystem

alsoautomaticallyclearstherespectiveitemsintheoffsettingaccount.

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AC202 Lesson: Application Area for Special G/L Transactions

Thesetransactionsarecalledstatisticalpostings,sincetheyaregenerallyeither

notdisplayedatallinthefinancialstatementsoronlyinthenotestothefinancial

statements. Guarantees of payment made, for example, are displayed in the

appendix,butnotguaranteesreceived. Forinternalpurposeshowever, itmakes

sensetohaveanoverviewof theguaranteesreceived.

Figure 6: Overview: Automatic OffsettingEntry (Statistical)

Figure 7: Posting: Automatic Offsetting Entry (Statistical)

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Unit1: SpecialG/LTransactions AC202

Exampleof a statistical posting – guarantee of payment: You agreewith a

customertoguaranteeforanamountof10,000andconsequentlyacceptthatyou

canbemadeliablefor thisamount. Yourliabilityisdisplayedonthecustomer

account and on thespecial G/L account, “Guarantees of Payment Made”. The

automaticoffsettingentriesaremadeontheclearingaccountfortheguaranteesof

payment made. Theguaranteeof paymentiscancelledonceyouare no longer

liable.

2. Noted Items

NoteditemsarespecialG/Ltransactionswithinformationalcharacterwhichonly

remindtheuseraboutduepaymentsorpaymentstobemadeandarenotdisplayed

in the general ledger or added to it.

Only onelineitem isupdated if a noted item is created. No offsetting entry is

made. That iswhynozero balancecheck ismade.

The payment program and the dunning programm can access noted items for

further processing.

Noteditemsareadministeredasopenitemsintheaccountspayable/receivable

andthespecialG/Laccount. Youshouldthereforealwaysactivatethelineitem

display for these accounts.

Figure 8: Overview: Noted Item

Examples of noted items: downpayment requests, bill of exchange payment

requests.

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AC202 Lesson: Application Area for Special G/L Transactions

Adownpaymentrequestisa“reminder”,astatisticalnoteditemwhichissupposed

toremindyoutomakeadownpayment. Notransactionfiguresareupdatedfor

downpaymentrequests. LikealldownpaymentspecialG/Ltransactions,down

paymentrequestscanbepaidanddunnedautomatically. Allinformationrequired

by thepayment or dunning program isavailable.

Therearecustomerandvendordownpaymentrequests. Theobjectiveofcustomer

downpaymentrequestsistoallowdownpaymentstobeprocessedautomatically

bythepaymentprogram(prerequisite: collectionauthorizationfromthecustomer).

The down payment request entered in the system is supposed to allow one

customerpersystem(automaticprocess)toberemindedaboutadownpaymentor

tocreateareminderaboutadownpayment. Vendordownpaymentrequestsare

requiredtoregulatedownpaymentsbymeansofthepaymentprogram.

Figure 9: Posting: Noted Item

Displaying Noted Items in the General Ledger

Notransactionfiguresareupdatedwhenenteringnoteditems. Thismeansthatthe

itemscanbefoundonthelineitemlist,butdonotaffectthedisplayedbalance

ofthecustomerandthatthespecialG/Laccountpostedtoalsoalwaysdisplays

a balance of zero.

3. Free Offsetting Entry

SpecialG/Ltransactionsdefinedasfreeoffsettingentriescreateaproperposting

inthegeneralledger. Thealternativereconciliationaccountisdebitedorcredited

automatically,dependingonthetypeofposting. TheG/Laccountmustbeentered

by the user for the offsetting entry.

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Unit1: SpecialG/LTransactions AC202

Figure 10: Overview: Free Offsetting Entry

Exampleofafreeoffsettingentry–incomingdownpayment: Thecustomer

respondstoadownpaymentrequestwithapaymentof11,000EUR.TheSAP

system registers the incoming payment both in the subledger account of the

customer as well as in the alternative reconciliation account (received down

payments)ofthegeneralledger. Thebankbalancesheetaccount(whichvaries

depending on the bank and account number) to be credited with the incoming

paymentcanbeselectedintheSAPsystemduringthetransaction.

A down payment made by the customer prior to the performance of a service

isapayableandmaythereforenot changethereceivablesof thereconciliation

account. Thespecial G/L account (alternativereconcilationaccount) for down

paymentsmadeisdisplayedonthefinancialstatementsinthepayablesarea.

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AC202 Lesson: Application Area for Special G/L Transactions

Figure 11: Posting: Free Offsetting Entries

Thedownpaymentmustbetransferredorwrittenoffaftergeneratingtheinvoice.

Down Payment in the Customer Area

The procedure is as follows:

1. Down payment request: Downpaymentrequestsarenoteditems. They

donotchangeanyaccountbalances. Withdownpaymentrequestsyoucan

automaticallyissuedunningnoticesandmakepayments.

2. Down payment received: Received down payments are displayed as

payables on your accounts. They may not change the balance of the

“Receivables” reconciliation account. Received down payments are

administeredinthe“DownPaymentsReceived”alternativereconciliation

accountinthePayablesareaonthefinancialstatements.

3. Customerinvoice: Thecustomerreceivesaninvoicewhenevergoodsare

supplied or services performed.

4. Postingadownpaymentclearingwithinvoice: Atthispointoftimethe

downpaymentisnolongeradownpayment. Theamountshould/mustbe

displayedaspaymentonthenormalreconciliationaccount.

5. Clearingoftheitemsduringthepaymentofthecustomer'sbalance

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Unit1: SpecialG/LTransactions AC202

Figure12: DownPaymentsintheCustomerArea–Example

Down Payments in the Customer Area

Theprocedureforcustomerdownpaymentsisasfollows:

1. The down payment request is posted.

2. The down payment made is entered.

3. The vendor invoice is created.

4. The down payment is cleared.

5. Thepaymentisclearedduringthepaymentofthebalance.

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AC202 Lesson: Application Area for Special G/L Transactions

Figure13: Down Paymentsinthe CustomerArea–Example

Another Example for Special G/L Transactions: The

Individual Value Adjustment

Disputedordoubtfulreceivablesareenteredasindividualvalueadjustmentswhen

preparingthebalancestatementsforyear-endclosing. Thespecialgeneralledger

procedureissuitablehere,sincethetransactionisenteredinthecustomeraccount

as well as posted to the special G/L account, Individual Value Adjustments

for Receivables.

Descriptionoftheprocedureforindividualvalueadjustments:

1. Thereceivableisenteredtothecustomeraccount.

2. Theindividualvalueadjustment(withouttax)isentered. Theexpensesare

nowattherightplaceonthe“Expensefor Individual Value Adjustment”

account for theincome statement reporting.

3. Theindividualvalueadjustmentisclearedafterthekeydateforthebalance

sheets, meaning it is reversed.

4. The final value adjustment is made after ascerting that the receivable is

uncollectable. In this case the Expenses for Uncollectable Receivables

account is posted to. No special G/L account is used, since adjustment

postingsmustbemadeontheregularcustomerreconciliationaccount.

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Unit1: SpecialG/LTransactions AC202

Figure 14: Individual Value Adjustment– Example

Guarantees of Payment - Customer (Guarantees of

Payment Made)

The subject of guarantees of payments was already introduced briefly during

thepresentationofthespecialgeneralledgertypeofstatisticaloffsettingentries

(automatic).

Figure15: GuaranteesofPayment-Customer(GuaranteeofPaymentMade)

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AC202 Lesson: Application Area for Special G/L Transactions

Youhavemadeanagreementwithacustomerforyoutotakeovertheguarantee

of payment for a fee of 10,000 EUR. There is a risk of having to account for

thefulfillmentoftheclaims. Thistransactionisdisplayedontheaccountofthe

customer and on a special G/L account. Guaranteesmade are displayedin the

notes to the financial statements.

Postingtransaction(1)showsthepostingoftheguaranteemade.

Postingtransaction(2)showsthecancellationoftheguaranteemade.

GuaranteesofpaymentarestoredinSAPastransactionswithautomaticoffsetting

entries.

Guarantees of Payment – Vendor (received guarantees

of payment)

Youhavemadeanagreementwithavendorforthevendortomaketheguarantee

for you. This transaction is displayed on the vendor account and on a special

G/L account.

Postingtransaction(1)showsthepostingoftheguaranteemade.

Postingtransaction(2)showsthecancellationoftheguaranteemade.

Figure 16: Guarantees of Payment – Vendor (Received Guarantee of

Payment)

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Unit1: SpecialG/LTransactions AC202

Bills of Exchange - Optional

Billsofexchangeareatypeofshort-termfinancing. Ifaninvoiceispaidwitha

billofexchange,thepaymentperiodisextendedforyourcustomers(e.g. tothree

months). If you wish, you can pass on the bill of exchange to a third party in

ordertorefinanceit. Itcanbediscountedatabankpriortotheduedate,which

means the bank charges interest.

Bills of exchange are treated like special G/L transactions in the SAP

system. Thesetransactionsarethereforeautomaticallyrecordedinthesubledger,

separately from other transactions, and posted to a special G/L account. As a

result,youcanobtainanoverviewoftheactivitiesconcerningbillsofexchangeat

anytime. Youcanpostreceivableandpayablebillsofexchangeandincomingand

outgoing checks and bills of exchange.

Exampleofareceivablebillofexchangefreeofchargeasdisplayedabove:

1. Thereceivableisenteredtothecustomer account.

2. The customer initiates the payment with a bill of exchange. Theaccount

balance is now registered as a receivable bill of exchange and not as the

normal balance of the account recivable.

3. Thebankcollectsthemoneyfromtheaccountofthecustomeronafixed

date.

4. Thecollectedamountistransferredtoyourcompanyaccount.

5. The amount is posted to the account of the customer and the respective

accounts cleared.

Figure 17: Bill ofExchange – Example (Free ofCharge)

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AC202 Lesson: Application Area for Special G/L Transactions

Exercise 1: Guarantee Made (Customer)

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Enter a guarantee made to the system

Business Example

Guaranteesmademustbedisplayedinthenotestothefinancialstatements.

Task:

Enter a guarantee made to the system.

1. Enteraguaranteemadeof6,000EUR(duein12months)onyouraccount

receivable AC202-##C in your company code AC## on the first of the

current month.

2. Displaytheguaranteesmadeinthelineitem list.

3. Reversethestatisticalposting(guaranteeofpaymentmade).

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Unit1: SpecialG/LTransactions AC202

Solution 1: Guarantee Made (Customer)

Task:

Enter a guarantee made to the system.

1. Enteraguaranteemadeof6,000EUR(duein12months)onyouraccount

receivable AC202-##C in your company code AC## on the first of the

current month.

a) Choose SAP Easy Access → Accounting → Financial Accounting

→ Accounts Receivable→DocumentEntry →Other→ Statistical

Posting (F-38)

Enter the following values:

DocumentDate Firstdayofthecurrentmonth

Posting Date Firstdayofthecurrentmonth

DocumentType DA

Currency EUR

Company Code AC##

Posting Key 09

Special G/L ind G

Account (customer) AC202-##C

Amount 6,000

Due on In 12 months

Text Guaranteemadeaccording to

agreement

Save/Post the entered data.

Thesystemconfirmstheassigneddocumentnumber.

Displaythedocument. Inthemenu,chooseDocument→Display.

Hint: Thedocumentispostedtothealternativereconciliation

account196100. Theoffsettingaccountautomaticallyposted

toistheClearingofGuaranteesMadeAccount(196110).

Continued on next page

DocumentDate	Firstdayofthecurrentmonth
Posting Date	Firstdayofthecurrentmonth
DocumentType	DA
Currency	EUR
Company Code	AC##

Posting Key	09
Special G/L ind	G
Account (customer)	AC202-##C
Amount	6,000
Due on	In 12 months
Text	Guaranteemadeaccording to agreement

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AC202 Lesson: Application Area for Special G/L Transactions

2. Displaytheguaranteesmadeinthelineitem list.

a) ChooseSAPEasyAccess→Accounting→FinancialAccounting→

AccountsReceivable→Account→Display/ChangeLineItems. Select

All itemsandSpecial G/Ltransactions.

3. Reversethestatisticalposting(guaranteeofpaymentmade).

a) Choose SAP Easy Access → Accounting → Financial Accounting

→ Accounts Receivable → Document → Special General Ledger

Transaction →ReverseStatistical Posting.

Enter the following values:

Document Date Current date

Posting Date Current date

Document Type DA

Company Code AC##

General Ledger 196100

Save/Post the document.

Document Date	Current date
Posting Date	Current date
Document Type	DA
Company Code	AC##
General Ledger	196100

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Unit1: SpecialG/LTransactions AC202

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AC202 Lesson: Application Area for Special G/L Transactions

Exercise 2: Down Payment Request,

Received Down Payment, Customer

Invoice and Clearing

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Enter a down payment request

• Post the received down payment

• Enter a corresponding customer invoice

• Clear the down payment

Business Example

A down payment request is a “reminder” (a statistical noted item) which is

supposed to remind you to make a down payment. No transaction figures are

updated for down payment requests. Down payment requests can be paid and

dunned automatically. All information required by the payment or dunning

program is available.

A down payment made by the customer prior to the performance of the

respectiveserviceisapayableandmaythereforenotchangethereceivablesof

the reconciliation account. The special G/L account (alternative reconcilation

account) for down payments made is displayed on the financial statements in

the payables area.

The down payment is no longer a down payment once an invoice has been

generated. Theamountmustbepostedtotheaccountaspayment.

Task 1:

Enteradownpaymentrequesttothesystemforacustomer.

1. Enter a down payment request of 11,000 EUR to the system for your

customeraccountAC202-##inyourcompanycodeAC##. Thedocument

dateandpostingdatearetoday. Theitemisduenow.

2. Display the down payment request in the line item list of your customer

account.

Continued on next page

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Unit1: SpecialG/LTransactions AC202

Task 2:

Nowpostareceiveddownpaymentwhiletakingintoaccounttheexistingdown

paymentrequest. Thenenteracustomerinvoice. Thecustomerinvoiceshouldbe

cleared after posting it.

1. Postareceiveddownpaymentof 11,000EURtoyourcustomeraccount

AC202-## in your company code AC##. Check, if there are any down

paymentrequestsinthesystemand,ifso,takethemintoaccount. Postthe

cashreceipt toyour bankclearingaccount113109.

2. Display thedownpaymentin thelineitemlist.

3. Postacustomerinvoiceof33,000EURtoyourcustomeraccountAC202-##

inyour companycodeAC##(document/postingdateoftoday; makesure

the ZB00 payment term is used). You can post to account 800200 as the

sales revenue account.

4. Clearthecustomerinvoiceandreceiveddownpayment.

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AC202 Lesson: Application Area for Special G/L Transactions

Solution 2: Down Payment Request,

Received Down Payment, Customer

Invoice and Clearing

Task 1:

Enteradownpaymentrequesttothesystemforacustomer.

1. Enter a down payment request of 11,000 EUR to the system for your

customeraccountAC202-##inyourcompanycodeAC##. Thedocument

dateandpostingdatearetoday. Theitemisduenow.

a) ChooseSAPEasyAccess→Accounting→FinancialAccounting→

AccountsReceivable→DocumentEntry→DownPayment→Request

Enter the following values:

Field NameorData Type Value

Documentdate/Posting date Today

Company Code AC##

Currency EUR

Customer AC202-##

Trg. sp. G/L ind. A

Select Enter.

Field Nameor DataType Value

Amount 11,000

Tax 1O(10%courseoutput

tax)

Calculate Tax X

Due on Today

Select Save/Post.

Continued on next page

Field NameorData Type	Value
Documentdate/Posting date	Today
Company Code	AC##
Currency	EUR
Customer	AC202-##
Trg. sp. G/L ind.	A

Field Nameor DataType	Value
Amount	11,000
Tax	1O(10%courseoutput tax)
Calculate Tax	X
Due on	Today

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Unit1: SpecialG/LTransactions AC202

2. Display the down payment request in the line item list of your customer

account.

a) Displaythenoteditemontheaccount: SAPEasyAccess→Accounting

→ Financial Accounting → Accounts Receivable → Account →

Display/Change Line Items

FieldNameorDataType Values

Customer AC202-##

Company Code AC##

Open items Select

Open at key date Today

Normal Items Do not select

Noted Items Select

Select Execute.

Continued on next page

FieldNameorDataType	Values
Customer	AC202-##
Company Code	AC##
Open items	Select
Open at key date	Today

Normal Items	Do not select
Noted Items	Select

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AC202 Lesson: Application Area for Special G/L Transactions

Task 2:

Nowpostareceiveddownpaymentwhiletakingintoaccounttheexistingdown

paymentrequest. Thenenteracustomerinvoice. Thecustomerinvoiceshouldbe

cleared after posting it.

1. Postareceiveddownpaymentof11,000EURtoyourcustomeraccount

AC202-## in your company code AC##. Check, if there are any down

paymentrequestsinthesystemand,ifso,takethemintoaccount. Postthe

cashreceipttoyourbankclearingaccount 113109.

a) Choose SAP Easy Access → Accounting → Financial Accounting

→ Accounts Receivable→ Document Entry → Down Payment →

Down Payment

FieldNameorDataType Value

Documentdate/Postingdate Today

Company Code AC##

Customer - Account AC202-##

Special G/L ind. A

Bank clearing account 113109

Amount 11,000

Click on the Requests pushbutton.

Theexistingdownpaymentrequestsareselectedanddisplayed.

Selectthedesireddownpaymentrequestusingtheswitchontheleft

sideofthescreenandclickontheAddDownPaymentspushbutton.

Save/Post the entries (disk pushbutton).

Thecleareddownpaymentrequestisnolongerdisplayedasopenitem

onthecustomeraccount. Trytoselectthedownpaymentrequestusing

the noted items display.

You can still display the down payment request while taking into

account the cleared items.

Continued on next page

FieldNameorDataType	Value
Documentdate/Postingdate	Today
Company Code	AC##
Customer - Account	AC202-##
Special G/L ind.	A
Bank clearing account	113109
Amount	11,000

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Unit1: SpecialG/LTransactions AC202

2. Display thedownpaymentin thelineitemlist.

a) Choose:

SAPEasyAccess→Accounting→FinancialAccounting→Accounts

Receivable→Account→Display/ChangeLineItems

FieldNameorDataType Value

Customer AC202-##

Radio button Open Items

Open at key date Today

Normal Items Do not select

SpecialG/Ltransactions: Select

Noted Items Do not select

Select Execute.

Continued on next page

FieldNameorDataType	Value
Customer	AC202-##
Radio button	Open Items
Open at key date	Today
Normal Items	Do not select
SpecialG/Ltransactions:	Select
Noted Items	Do not select

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AC202 Lesson: Application Area for Special G/L Transactions

3. Postacustomerinvoiceof33,000EURtoyourcustomeraccountAC202-##

inyourcompanycodeAC##(document/postingdateof today; makesure

the ZB00 payment term is used). You can post to account 800200 as the

sales revenue account.

a) SAPEasyAccess→Accounting→FinancialAccounting→Accounts

Receivable→Document Entry →Invoice.

FieldNameorDataType Value

Company Code AC##

Customer AC202-##

DocumentDate/PostingDate Today

Amount 33,000

Tax Code 1O(10%courseoutputtax)

Calculate Tax X

Asystemmessageisissuedindicatingadownpayment!

Switch to the Paymenttab page and make sure the ZB00 payment

term has been set.

On the line item level, assign the down payment to the following

account:

FieldNameorDataType Value

Account 800200

Amount *

Pleasesavethedocumentandmakeanoteofthedocumentnumber.

Itisrequiredasinvoicereferenceforclearing.

Continued on next page

FieldNameorDataType	Value
Company Code	AC##
Customer	AC202-##
DocumentDate/PostingDate	Today
Amount	33,000
Tax Code	1O(10%courseoutputtax)
Calculate Tax	X

FieldNameorDataType	Value
Account	800200
Amount	*

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Unit1: SpecialG/LTransactions AC202

4. Clearthecustomerinvoiceandreceiveddownpayment.

a) Choose: SAP Easy Access → Accounting → Financial Accounting

→ Accounts Receivable→ Document Entry → Down Payment →

Clearing

Please enter the following values:

FieldNameorDataType Value

Documentdate/Postingdate Today

Company Code AC##

Currency EUR

Customer - Account AC202-##

Relevantinvoice-Invoiceref. Yournotedcustomerinvoice

number

Fiscal Year Current fiscalyear

ClickontheProcessDownPaymentpushbutton.

Double-clickintotheamountfield(transferposting)and11,000EUR

will appear there.

Select Save.

The down payment is cleared.

Hint: ThesameentryismadeintheAssignmentfieldforthe

clearing and the outgoing invoice.

Inpracticeitistheinvoicenumber,ordernumberordelivery

number. FortrainingpurposesthisistheFinancialsdocument

number of the outgoing invoice.

FieldNameorDataType	Value
Documentdate/Postingdate	Today
Company Code	AC##
Currency	EUR
Customer - Account	AC202-##
Relevantinvoice-Invoiceref.	Yournotedcustomerinvoice number
Fiscal Year	Current fiscalyear

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AC202 Lesson: Application Area for Special G/L Transactions

Exercise 3: Individual Value Adjustment -

Optional

Exercise Objectives

After completingthisexercise, youwillbeableto:

• Enter an invoice

• Adjusttheindividualvalueofadoubtfulreceivable

Business Example

Individual disputed or doubtful receivables are entered as individual value

adjustments when preparing the balance statements for year-end closing. The

specialgeneralledgerprocedureissuitablehere,sincethetransactionisentered

inthecustomeraccountaswellaspostedtothespecialG/Laccount,Individual

Value Adjustments for Receivables.

Task:

First post a customer invoice in your company code. On the basis of secure

information, then make an individual value adjustment using a special G/L

transaction.

1. Postacustomerinvoiceof11,000EUR(incl.tax)toyourcustomeraccount

AC202-##Binyour companycodeAC##(postingdate/documentdateof

6 months ago).

2. UsethespecialG/LtransactionEtomakeanindividualvalueadjustment

of 10,000EUR for theenteredinvoice(dueonthelast dayof the current

period;accountexpensesfromindividualvalueadjustment: 210100).

3. Cleartheindividualvalueadjustmentafterthekeydateforthefinancial

statements. Reverse the document.

4. Displaythelineitemlistofyourcustomeraccount.

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Unit1: SpecialG/LTransactions AC202

Solution 3: Individual Value Adjustment -

Optional

Task:

First post a customer invoice in your company code. On the basis of secure

information, then make an individual value adjustment using a special G/L

transaction.

1. Postacustomerinvoiceof11,000EUR(incl.tax)toyourcustomeraccount

AC202-##Binyour companycodeAC##(postingdate/documentdateof

6 months ago).

a) Choose: SAPEasyAccess→Accounting→FinancialAccounting→

AccountsReceivable→DocumentEntry→Invoice.

in the company code AC##.

Please enter the following values:

Customer AC202-##B

Invoice date Today - 6 months

Posting date Today - 6 months

Amount 11,000 (includingVAT)

Currency EUR

Calculate tax Check

Tax code 1O(10%courseoutputtax)

G/L account 800200

D/C Credit

Amount *

Save/Post your entries.

2. UsethespecialG/LtransactionEtomakeanindividualvalueadjustment

of 10,000 EURfor theenteredinvoice (dueonthelast dayof thecurrent

period;accountexpensesfromindividualvalueadjustment: 210100).

a) SAPEasyAccess→Accounting→FinancialAccounting→Accounts

Receivable→DocumentEntry→Other→TransferWithoutClearing

Please enter the following values:

Continued on next page

Customer	AC202-##B
Invoice date	Today - 6 months
Posting date	Today - 6 months
Amount	11,000 (includingVAT)
Currency	EUR
Calculate tax	Check
Tax code	1O(10%courseoutputtax)
G/L account	800200
D/C	Credit
Amount	*