SAP GL Dilip Sadh

Line Item Configuration
The system can generate Line Items automatically when a transaction is processed that requires additional Line Items to balance. Chapter Objectives Provide a basic understanding of how the system generates Automatic Line Items. Discuss the most frequently used transactions that require the generation of automatic Line Items.
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Configure Fast-Entry Line Structure

G/L Account Line Items PK 40 50 01 50 50 Account 476000 113101 Cust_01 113100 1131XX Amount 300,00 300,00 3590.00 3000.00 590.00 Bus Area BEU1 BEU2 Co. Code EUXX EUXX USXX USXX USXX
Line Item Texts

Step 1: Line Item Text Definition Language E Identifier LEAS Text Edit Format Leasing fee Control Display
Step 2: When users create a Line Item when posting a document, they can choose a text for the Line Item based on the above definition by pressing the down arrow.
Automatic Line Items

Examples
Exchange Rate Differences Cash Discount Down Payments Taxes Payment Program Bank Transactions Check / Bill of Exchange
Line Item Configuration Chapter Summary

Key Terms: Fast-Entry Screen Automatic Line Item Additional Account Assignment Automatic Posting
Chapter 10 Document Configuration

The system is based on the Document Principle which states that every business transaction creates a document. Document configuration through the IMG defines the structure of each type of document. Chapter Objectives Provide a detailed understanding of what a system document is, how it is structured, and for what it is used. Be able to configure the system such that documents (which represent business transactions) are created and appear as desired.
The Document Principle

One financial transaction generates one FI document with a unique Document Number.
Invoice - SD Number: 999 Document - FI Number: 9999999999
To: ABC Sandwiches From: Fruits & Vegetables Ltd. 1 box of tomatoes $60 Total $60
Line items: DR. ABC Sandwiches CR. Sales Revenue $60 $60
Structure of a Document
Document Header Document Number Posting Date Document Date Line Item 1 Posting Key Account Amount Document Type Company Code Currency
Line Item 2 Posting Key Account Amount
Debits = Credits
Document Types
Special Document Types

Document Type
. . .
KN ASK
Net Vendor Invoice
Account Types
. . .
Net Document Type RV ADS
Document Type
. . .
Billing Document Transfer from SD Reverse Document Type AB
Account Types
. . .
Document Number Ranges
Posting Key
Posting Key Description 01 40 50 15
Debit/Credit Account Type Debit Debit Credit Credit Customer G/L Account G/L Account Customer
Invoice Debit Entry Credit Entry Incoming Pmt
Examples of Posting Keys

G/L Accounts Debits___________________Credits
40 Debit entry 50 Credit entry
Vendors Debits
21 22 25 Credit memo Reverse invoice Outgoing payment
Credits
31 32 35 Invoice Reverse credit memo Incoming payment
Customers Debits
01 02 05 Invoice Reverse credit memo Outgoing payment
Credits
11 12 15 Credit memo Reverse invoice Incoming payment
Default Values for Document Processing
Transaction F-02 Enter G/L Account Posting F-64 Park Customer Invoice F-66 Park Vendor Credit Memo F-67 Park Customer Credit Memo
Doc. Type SA DR KG DG
Post. Key 40 01 21 11
Default Values for Enjoy Postings

DOCUMENT TYPES FOR ENJOY TRANSACTIONS
Company Code XXPH XXPH XXPH Transaction SAK - G/L account posting AGD - Cust. item - outgoing invoice AGS - G/L item - outgoing invoice ETC.
Acct type G/L Accounts Customers Vendors
Doc. Type SA DR KR Debit 40 01 40 Credit 50 31 50
POSTING KEYS FOR ENJOY TRANSACTIONS
Field Status
Field Status Variant is allocated to Company Code CC 0001 US01 Company Name SAP Inc. Company Template City Philadelphia New York Fld. Stat. Var. 0001 1000 . . .
Field Status Group is assigned to the Field Status Variant Fld Status Group G004 G005 Text Cost Accounts Bank accounts . . .
G/L Account is assigned to Field Status Group G/L Account 113000 Citibank-Checks 420000 Office Supplies Field Status Group G005 G004 . . .
Configuring Field Status
Screen Layout Link Rules

If a conflict occurs Posting Key Field Status Group vs. G/L Account Master Record Field Status Group Then link rules are applied
Link Rules
Suppress
Required
Suppress Required Optional
Sup. N/A1 N/A1 Req. Sup. Req.
Sup. Req. Opt.

Optional
Enjoy Postings - Screen Variants
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Intercompany Transactions
Example: Central Payables
ALPHA bills..
Company Code 9999 Company Code 1234 $3000 $2000 Company Code 9999 pays both bills Company Code 1234 owes CoCd 9999 $2000
Resulting Journal Entry.. Company Code 9999 1234 9999 9999 1234 Account Alpha Alpha Internal Receivable Cash Internal Payable Debit 3000 2000 2000 Credit
5000 2000
Intercompany Transactions
Example: Central Payables
Company Codes
9999 1234
Internal Receivable
Internal Payable
Company Codes
1234 9999
Internal Receivable
Internal Payable
Validations and Substitutions

Ensuring Data Integrity
System Check
Document
Data Entry
Validation/ Substitution
Validation and Substitution Example

Validation
If Company Code = 9999 Then Business Area <> BS02 Validations (Data Entry)
Company Code 9999 Business Area E: Company Code 9999 cannot post to Business Area BS02.
Substitution
If Company Code = 9999 Then Business Area = BS01 Substitutions (Data Entry) Company Code Business Area 9999 BS02 Substitution (Result) Company Code 9999 Business Area BS01
Integration
Application Area/Callup Point
GL FI CO AM
GR
PS
GS
GU
KC LC MC PC
Validations and Substitutions
Call Up Point 0001 0002 0003
Application FI CO GL
Description Document Header Document Line Item Entire Document / Matrix Validation
Validation Steps
Transaction Data
Prerequisite <BSEG>$HKONT=56000
Condition A Account= 56000 False
Check <BSEG>$KOSTL=3300
True
If false, then a message results. Different types of messages can be configured.
Condition B Cost Center =3300 False Message Exit/ Document Posted
True
Creating a Validation
Substitution Steps
Prerequisite: If the Account is 123000 and the Business Area is 202
If prerequisite is met, then substitute Cost Center 501
Creating a Substitution
User Exits
Exit
Trace Function
Results of Validation W: Account 123000 must be... FB01: Posting Doc. Date Posting Date PK Account Comp. Code One starts the Trace function from the IMG and can be started in a parallel session.
W: Account 123000 must be...
Document Configuration Chapter Summary

Key Terms: Document Principle Document Structure Document Header Posting Date Document Date Document Type Posting Key Noted Item

Key Terms: Document Number Range Account Type Field Status Field Status Group Link Rules Screen Variant Default Values Inter-company Document

Key Terms: Validation Substitution Rule User Exit Callup Point Trace Function Enjoy Posting Complex/General Posting
Chapter 11. Document Entry

The previous chapter defined the configuration needed for the entry of business transactions into the system. This chapter discusses the application side of the system where users actually enter the documents in the system. Chapter Objectives Provide a detailed understanding of two ways how a document is entered in the system. Enter/Post several types of documents
The FI Document
Document Header Document Date Posting Date Document Number Line Item 1 Posting Key Account Amount Document Type Currency/Rate Company Code
Line Item 2 Posting Key Account Amount
Document Entry - Complex (General) Posting

Document Header
Document Entry - Complex (General) Posting First

Line Item

Second Line Item

Simulate / Post
Document Entry - Enjoy Posting
Document Entry - Enjoy Posting Simulate / Post
Document Entry: System Checks
If Cost Center 2000, then post to Profit Center 2500 Data Entry Substitution Derivation
Coding Block
Validation
Check Master Data

Document Posting - Chapter Summary

Key Terms: Posting Simulate System Checks
Chapter 12 Reference Documents

During the normal course of business, repetitive periodic accounting transactions must be processed. Many of which contain a large number of line items. To minimize input errors and data entry time, the system offers several solutions to repetitive document posting. Chapter Objectives Provide an understanding of Reference Documents. Compare and contrast the advantages and disadvantages of each type of Reference Document. Create each type of Reference Document
Solutions to Repetitive Postings
COMPLEX POSTING
Recurring Documents Sample Documents Account Assignment Model

ENJOY POSTING
Account Assignment template
Recurring Document
(Recurring Entry)
Posting Key
Account
Cannot Change
Amount
Recurring Document
(Recurring Entry)
Procedure Steps 1) Enter data 2) Run Recurring Posting Program 3) Execute batch input session (Accounting Document created)
Recurring Document (Recurring Entry)

Features
Sample Documents
Characteristics of a sample document: Only the amounts can be changed Line Items can not be added to the Sample Doc itself Only one can be used in an actual posting document Does not have to be a balanced entry Uses a special Document Type (X2)
Account Assignment Model
Characteristics: Flexible All fields can be changed Line items can be added More than one at a time can be used Does not have to be complete Named by the user
Flexibility of Account Assignment Model

Account Assignment Model (template)
Header Account Line item 1 Line item 2 xxxxxxxxxx xxxxxxxxxx Copy PK 50 40 Amount 1500 1500
Accounting Document
Header Account Line item 1 Line item 2 xxxxxxxxxx xxxxxxxxxx PK 50 40 Amount 3000 3000
Can Be Edited
Account Assignment Model

Document Entry
Menu Path
Or
Push Button
Or
Posting Key 00
Account Assignment Model Identification Currency Company Code Account PK Amount Line item 1 xxxxxxxxxx 50 1500 Line item 2 xxxxxxxxxx 40 1500
Multiple Models within One Document

Document
Account Assignment Models
Account Assignment Model 1 Account Assignment Model 2 Account Assignment Model 2 Account Assignment Model 3 Account Assignment Model 4 Manual Entry
Account Assignment Template for Enjoy Posting
Characteristics: Flexible Does not allow user-defined screen templates All fields can be changed Line items can be added More than one at a time can be used Does not have to be complete Named by the user
Other Solutions to Repetitive Postings

1. Post With Reference
A similar document has been posted previously The Document Number is known
2. Hold / Set Data

Hold Data: Data from the previous transaction is defaulted and is editable Set Data: Data from the previous transaction is defaulted and is not editable
Reference Documents - Chapter Summary

Key Terms: Reference Documents Recurring Document (Recurring Entry) Sample Document Account Assignment Model Account Assignment Template Hold / Set Data
Chapter 13 Preliminary Postings

Previous chapters have discussed the immediate posting of documents. However, business issues such as authorization and incomplete data often require a document to be stored by the system so it may be posted when all the required information is available. Chapter Objectives Provide an understanding of Parked and Held Documents and their uses. Compare and contrast the advantages and disadvantages of Parked and Held Documents. Provide an understanding of Workflow technology Utilize Park and Hold functionality
Preliminary Postings
Document
Issue Identified
Park / Hold
Issue Resolved
Post
Features of Parked Documents
Parking Documents
Links to Reports
Checks
Cross Company Trans.
How to Park a Document
Posting a Parked Document

Parked Documents Database Parked Document 1234 Complete Parked Document 1234
Documents Posting Database
Accounting Document 1234
Post
The Parked Document Number is transferred to the posted document. The Parked Document is deleted from the Parked Documents Database and an Accounting Document is created in the Documents Posting Database.
Approval for Parked Documents
Clerk
Contact
Supervisor Approval
Manually Through Workflow
Post
Parked Documents and Workflow

Parked Document
Document
Park
Approved Posted Document

Post Approval Amounts for Release
Not Approved Originators Mailbox
Holding Incomplete Documents

Incomplete Document
Park Internally assigned Document Number Can be viewed in Account Display Can be viewed/changed by any user
Hold
Hold User-assigned Document Number Cannot be viewed in Account Display Cannot be viewed/changed by other users
Preliminary Documents Chapter Summary

Key Terms: Preliminary Postings Parked Document Held Document Workflow
Chapter 14 Document/Account Maintenance

Errors discovered after a document has been posted can be corrected by changing the document or by reversing it and posting a corrected document. Additionally, accounts become difficult to manage over time as large numbers of documents are posted. The process of clearing optimizes account management. Chapter Objectives Provide an understanding of document maintenance. Provide an understanding of account clearing and how it is used. Reverse incorrect documents Clear G/L, Customer, and Vendor Accounts
Changing a Document
Document
Changed
Change
Document Database
Document
Document Change Rules
Reversing a Document
Document A PK 40 50
Account 123 456
Amount 150 USD 150 USD
(Reversed by Document B)
Reverse
Document B PK 40 50
Account 456 123
Amount 150 USD 150 USD
(Reference to Document A)
Reversing a Document True Reversal

Traditional Reversal: Transaction figures before reversal Account 1 debit credit 100 0 Account 2 debit credit 0 100 True Reversal: Transaction figures before reversal Account 1 debit credit 100 0 Account 2 debit credit 0 100
Transaction figures after reversal Account 1 debit credit 0 100 Account 2 debit credit 100 0
Transaction figures after reversal Account 1 debit credit 0 0 Reversal

Account 2 debit credit 0 0
Reversal
Negative Postings Additional Use
NEGATIVE POSTINGS ARE ALSO USED:

for non-reversal postings (negative posting indicator set for each line item individually) in SD and MM (no control over the negative posting indicator by a user, defaulted automatically)
Clearing Line Items
Customer ABC
(1) 2,000.00 (2) 3,000.00 5,000.00 (3)
Can Be Cleared
Total of Debits (1) and (2) = Total of Credits (3)
Clearing an Account
1
Control of Clearing
Standard criteria for breakdown (like company code, business area)
Open Items
Create Clearing Document
Payment Items
Customized criteria
Clearing Customers Who Are Also Vendors
Customer
Vendor
9,700
2A 2B
Bank/Cash
9,700
2B
10,000
1
10,000
2A
20,000
1
10,300
Cash disc. granted

300
2A
Cash disc. taken

600
2B
Tolerances for G/L Account Clearing
Company code G/L TOLERANCE GROUP FI&&
Tolerance group GLTG
Debit cl.dif. Crd cl.dif Debit % 1 1 .5
Credit % .5
OR
FI&& 999 999 99 99
G/L ACCOUNT MASTER RECORD
G/L account - company code segment (FI&&) Tolerance group: GLTG
OR
Tolerance group:
Tolerances for G/L Account Clearing - (Continued)

The tolerances per user and per account control whether the system: Posts the differences automatically or Issues an appropriate error message if the difference is too large.
Chapter 14 - Document Maintenance Chapter Summary

Key Terms: Document Change Rules Document Reversal Clearing
Chapter 15 Display Accounts & Documents

The system offers easy access to information on a real-time basis. Financial information can be reviewed by displaying the account balances and their line items as well as the documents that have been posted. Chapter Objectives Provide an understanding of the systems ability to display financial information. Display the Balances and Line Items in G/L, Customer and Vendor Accounts. Display documents. Understand Sort Key configuration and what it is used for.
Displaying Account Balances
Displaying Line Items
This is the screen on the application side that users see when they want to view Line Items in an Account.
Line Item Display

Line item display utilizes a dynamic selection if the intial selection screen does not provide enough options.
Page 81
Line Item Display

Document & Master Record Maintenance Display Variant controls Assignment Field
Line Item Display:

Configuring the Assignment Field and Sort Key
Display Variant (Line Layout) for Line Item Display
DISPLAY VARIANT Line 1 Line 2 Line 3 Col.content Pos. Assignment 1 Doc. Number 2 Amount 3 Currency 4 Doc. Type 5 Text 6 . .
Length 18 10 20 5 2 12
HIDDEN FIELDS Col.content Length Asset 12 Posting Key 2 Tax Code 2 Clearing document 10 Order 12 Posting Date 10 Line Item 2 Account 10 Profit Center 10 etc.. .
Document Display
Page 85
Display Accounts & Documents Chapter Summary

Key Terms: Sort Key Assignment Field Selection Criteria Display Variant (Line Layout)

SAP GL Dilip Sadh

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Line Item Configuration

Think Tree Technologies , Inc

Configure Fast-Entry Line Structure

Line Item Texts

Think Tree Technologies , Inc

Automatic Line Items

Think Tree Technologies , Inc

Line Item Configuration Chapter Summary

Think Tree Technologies , Inc

Chapter 10 Document Configuration

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The Document Principle

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Line Item 2 Posting Key Account Amount

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Special Document Types

Net Vendor Invoice

Net Document Type RV ADS

Billing Document Transfer from SD Reverse Document Type AB

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Document Number Ranges

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Posting Key Description 01 40 50 15

Invoice Debit Entry Credit Entry Incoming Pmt

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Examples of Posting Keys

Default Values for Document Processing

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Default Values for Enjoy Postings

Acct type G/L Accounts Customers Vendors

Doc. Type SA DR KR Debit 40 01 40 Credit 50 31 50

POSTING KEYS FOR ENJOY TRANSACTIONS

Configuring Field Status

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Screen Layout Link Rules

Suppress Required Optional

Sup. N/A1 N/A1 Req. Sup. Req.

Sup. Req. Opt.

Enjoy Postings - Screen Variants

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Validations and Substitutions

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Validation and Substitution Example

Validations and Substitutions

Call Up Point 0001 0002 0003

If false, then a message results. Different types of messages can be configured.

Condition B Cost Center =3300 False Message Exit/ Document Posted

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If prerequisite is met, then substitute Cost Center 501

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W: Account 123000 must be...

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Document Configuration Chapter Summary

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Document Configuration Chapter Summary

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Document Configuration Chapter Summary

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Chapter 11. Document Entry

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