Fi GL End User Training

FBL3N - Account Line Item Analysis
Functionality You can display & change documents posted to a particular account provided that: a) This G/L accounts is managed with line item display b) The account master is not defined as a Reconciliation account. This document covers G/L Account Line Item Display. This report allows you to: a) Display and change line items, b) Print a report or export it in MS Office document formats (Excel or Word). Scenario You want to check and print account line items.
Requirements
Defined GL Master record(s). Posted documents.
Menu Path Transaction Code
Accounting Financial Accounting General Ledger Account FBL3N - Display/Change Line Items FBL3N
1.
Double click on FBL3N - Display/Change Line Items
G/L Account Line Item Display
2.
Update the following fields:

Field Name G/L account Company code Field Description Code identifying a General Ledger account Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Values Example: 219917 Example: 1200
This screen requires additional explanation. You can display the following types line items:
a) only open items (at particular date), b) only cleared items, c) items posted at a key date or within a specified period of time.
You can also ask the system to display noted items or parked documents, and you can also select the screen layout you prefer just click on the relevant radio button.
The SAP system during operation clearing always creates and stores a special clearing document (including a clearing date). Thats why it is possible to display open line items within a specified period of time even if theyre cleared at present.
3. 4.
To confirm your entries, click Enter Click Execute
to display a report, according to entered criteria:
G/L Account Line Item Display
Tip: You can export your report to MS Excel or MS Word. Select from menu path List -> Export -> Spreadsheet or Local file. The system will automatically open a requested MS Office application or create a file in required format.
5.
You can display document details you want to check. Simply double-click on the document number (e.g. 10001013): Display Document: Line Item 002
6.
Some fields in this document can be changed. To do so, click Display - Change Button . Fields that can be changed are highlighted in red:
Change Document: Line Item 002
7.
To change line item description update the following field:

Field Name Text Description Additional Line item description Values Example: TEST GL ACCOUNT ANALYSIS 2 - change
8.
To save your changes, Click Save Button.
9.
The message bar displays Changes have been saved.
F-03 - GL Manual Account Clearing
Functionality This function allows you to clear open items on the GL account. It differs from posting with a clearing transaction or posting with a payment in the following ways: You do not need to enter a document header You can only clear open items from one account Scenario There are some postings on GL account that are not cleared. You want to clear these postings.
Prerequisites
Open items on GL account.
Menu Path
Transaction Code
Accounting Financial Accounting General Ledger Account F-03 - Clear

F-03
10.
Double click on F-03 Clear.
Clear G/L Account: Header Data
11.

Field Name Account Clearing date Company code Field Description Code identifying the General Ledger account Date when you want to post your clearing Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Code identifying the type of currency used in a transaction or for all transactions pertaining to a specific account Values Example: 114005 Example: 030702 Example: 5200
Currency
Example: USD
Tip: You can clear also the transactions posted in different currencies. The system will automatically calculate and post exchange rate differences.
12.
Click Process open items Button items that fulfill previously entered criteria: Clear G/L Account: Process open items
. The system will display open
13.
Now you need to choose and select the items you want to clear. Double click on each of those items. E.g. choose documents 01110111 and 140000009. The system will highlight these items in blue. The value of the field Not assigned is equal 0 and you can clear open items. If it is not zero, you the difference in the amount must be treated as partial or residual items.
14.
You can check your document before postings. Select DocumentSimulate.
Clear G/L Account: Display Overview
To post your entries, click Save Button. system stored a clearing document.
. No real posting took place, but the
15.
The message bar displays: Document XXXXXX as posted in company code 5200.
Tip: If you want all your open items NOT TO BE SELECTED when you enter the clearing transaction, perform the following steps:
Clear Vendor: Header Data
16.
On the screen above use the following menu path: SettingsEditing options.
Accounting Editing Options
17.
Click <tab button> Open items
Accounting Editing Options
18.
Click <checkbox> Selected items initially inactive .
19. 20.
Click Save Button.
. The settings are now stored in users data.
Click Back Button . From now on, when you want to clear an account (Vendor, or GL account), all the items will be initially inactive. You need to click on the selected items to activate them for clearing.
F-04 - GL Account Clearing
Functionality SAP System offers the following methods to clear accounts with open item management: Posting with clearing Using the posting with clearing function, you enter document line items and then select the open items to be cleared. Once you have fulfilled all the prerequisites for clearing, the system clears the open items. The system generates one or more offsetting postings for the open items to be cleared Account clearing In this clearing procedure, you select open items that balance to zero from an account. The system then marks these items as cleared. It enters a clearing document number and the clearing date in the document items. The clearing date can be the current date or a date that you enter manually. The clearing document number is the number of the most recent document involved in the clearing transaction. Automatic Clearing You can use the Automatic clearing program to clear open items from customer, vendor, and G/L accounts. This program uses predefined criteria to group together open items per account. If the balance of the group of open items equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared. Scenario In this scenario we performed post with clearing using transaction code F-04 (Manual clearing) with Partial clearing function. You can perform the same clearing for GL Account without posting using F-03.
Requirements
None
Menu Path
Transaction Code
Accounting Financial Accounting General Ledger Document Entry F-04 - Post with Clearing
F-04
21.
Double click on F-04 - Post with Clearing
Post with Clearing: Header Data
22.

Field Name Document date Company code Period Currency/rate PstKy Account Enter here required company code number Number identifying a fiscal month Code identifying the currency used in the transaction Description of the PstKy. Code identifying the General Ledger, Vendor, or Customer account Field Description Values Example: 08.06.2002 Example: 5200 Example: 06 Example: USD Example: 40 Example: 114000
23.
Click Enter Button
to confirm your entries.
Post with Clearing: Add G/L account item
24.

Field Name Amount Field Description Amount of the line item Values Example: 100
25.
Click Process open items Button
Post with Clearing: Select open items
26.

Field Name Account Field Description Code identifying the General Ledger, Vendor, or Customer account Values Example: 119210
27.
Click Process open items Button
Post with Clearing: Process open items
Note: All open items are selected. You need to deselect them first:
28.
Click Select all F7 Button
29.
Click Items Button
. Deactivate Items
30.
Click 20020527 Button
. Line Item To be Cleared
31.
Click Select Button
32.
Click <tab button> Partial pmt Post with Clearing: Enter partial payments
Note: With manual clearing only there are 3 way of clearing an open item (full , partial , residual) . A residual item results when a payment is made for less than the actual amount outstanding. You clear the original open item, and the system posts a new open item. This new open item is for the same amount as the original open item minus the amount paid A partial payment is a payment that is posted to an account without any open items being cleared. You assign this partial payment to an open item. When you post the partial payment, the system marks the document number of the original open item in the line item for the partial payment. The original open item and the partial payment remain open. For automatic clearing there are 2 transaction codes :
F.13 - Without Specification of Clearing Currency F13E - With Clearing Currency Specified.
33.

Field Name Payment amount Field Description Description of the Payment amount. Values Enter value in Column Payment amount. Example: 100
34.
Click Enter Button
35.
Select DocumentSimulate.
Post with Clearing: Display Overview
36.
The line 002 is highlighted in blue some additional data must be entered. Double click on this line and enter the required information.
37.
Click Save Button.
to post your document.
38.
The message bar displays Document 10001101 was posted in company code 5200
F.13 - GL Account Automatic Clearing
Functionality Automatic clearing allows you to clear many GL accounts in one transaction run. You can use a test mode to check your entries before posting takes place. In customizing you can define up to three fields that are treated by the system as the sort criteria for clearing. For instance, you can decide that all the documents with the same value in the field Assignment can be cleared. Scenario Certain GL accounts, e.g. accrual, that are managed on open item basis, have debits & credits transactions. At the end of each month, you want to match (clear) certain debits to credits automatically.
Requirements
The GL accounts must be flagged as open item.
Menu Path
Accounting Financial Accounting General Ledger Periodic Processing Automatic Clearing F.13 Without Specification of Clearing Currency F.13
Transaction Code
39.
Double click on F.13 - Without Specification of Clearing Currency
Automatic Clearing without Definition of Clearing Currency (SAPF124)
40.

Field Name Company code Field Description Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Fiscal year number Values Example: 5200
Fiscal year
Example: 2002
41.
Now click Select GL Accounts Button . You want to process only general ledger accounts, so DO NOT SELECT other types of accounts.
42.
Now enter the account number. You can enter a range of accounts (usual setting). In this example to simplify presentation only one general ledger account is selected:
Field Name General ledger accounts
Field Description Number of general ledger account
Values Example: 114005
43.
At the bottom of the screen (you need to use a mouse to scroll the screen down) theres another radio button you need to select. Click Only docs which can be cleared . This way the system will clear only the documents that fulfill pre-defined clearing criteria (e.g. like the same assignment number). By default the system is in the test mode. Click Test run button to turn it off.
44.
45.
You entered the selection criteria. Now click Execute Button clearing procedure.
to begin
Automatic Clearing without Definition of Clearing Currency (SAPF124)
46.
The message bar displays Document number xxxxxxx posted in company code 5200.
This is the clearing document number. No real posting took place.
FBRA - GL Reset Cleared Items
Functionality The document that contains cleared items cannot be reversed directly. You need to first reset cleared items. During clearing open items the system always creates a clearing document. This document contains the information about cleared items, clearing date etc.
Scenario A few documents have been cleared against each other. Before they can be re-cleared to the correct documents, they must be reset from the clearing of wrong documents.
Requirements
A previously posted clearing document. Menu Path

Transaction Code
Accounting Financial Accounting General Ledger Document FBRA - Reset Cleared Items
FBRA
47.
Double click on FBRA - Reset Cleared Items
Reset Cleared Items
48.

Field Name Clearing document Company code Field Description Number of the document to be reset Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Fiscal year number Values Example: 10001055 Example: 5200
Fiscal year
Example: 2002
Tip: If you don't know the clearing document number, open another SAP session, select transaction code FB03 (document display) and press List button to search for the required document. , double click on the required file and display the line item of the document you want to clear.
Display document: Line item
49.
When you updated the required fields, click Enter Button to confirm your entries (only certain fields can be changed like assignment & text fields) You can display some details regarding the clearing document before resetting it. Click e.g. Accounts Button . The system will display all the accounts involved in clearing operation:
50.
Accounts Included in Clearing
51.
Click Enter Button
to close this screen.
Reset Cleared Items
52.
Click Items Button
to display documents cleared by the clearing operation:
Reset cleared items
53.
Click Back Button
to close this screen:
Reset Cleared Items
54.
To reverse the clearing document click Save Button
This particular clearing document includes also another accounting document. Typical example of such document is posting an outgoing payment for vendor invoice. You post a bank document (real posting takes place) and at the same time system creates a separated clearing document. So, when you try to reset a clearing document, you can in the same transaction run post a reversal of outgoing payment document.
Reversal of clearing document
55.
You can choose to only reset cleared items or reset items and reverse the accounting document that is connected with clearing operation. Click Resetting and reverse button:
Reversal Data
56.

Field Name Reversal reason Field Description Enter type of reversal (e.g. negative posting in the same period as original document) Example: 03 Values
57.
The message bar displays Document XXXXXX was posted in company code 5200. The system reset the cleared items and posted a reversal document.
F.05 - Foreign Currency Valuation
Functionality In order to create your financial statements, you have to carry out a foreign currency valuation. This process valuates all transactions posted in foreign currency per company code and parallel currency transactions. To perform the valuation you should use an exchange rate for the end of the month. This valuation covers the following accounts and items: 1. Foreign currency balance sheet accounts - the G/L accounts that you run in foreign currency. The balances of the G/L accounts in foreign currency are valuated. 2. Open items posted in foreign currency. The line items in foreign currency are valuated. You have the following options for the foreign currency valuation: a) You can carry out the valuation in local currency, (company code currency), b) You can valuate in parallel currency (for example, group currency). You can also use different valuation methods (for example, lowest value principle). The posting of valuation is done by the batch input session. It is recommended that you run each valuation separately, so e.g. you will create a separated batch input for customer open items, then another one for vendors and another one for GL. Scenario Before year-end closing you need to perform a foreign currency valuation for GL, customer and vendor open items. To perform valuation of balances in GL (for GL accounts with no open item management) your have to change your selection to activate the related fields.
Requirements
GL, Customer and Vendor Master, the accounting transactions posted in foreign currencies (different than company code currency). Defined in Customizing GL accounts for valuation postings.
Menu Path
Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate F.05 - Foreign
Currency Valuation
Transaction Code F.05
58.
Double click on F.05 - Foreign Currency Valuation. Foreign Currency Valuation
59.
Field Name Company code
Field Description Company code
Values Example: 5200
Field Name Evaluation Key Date Valuation method
Field Description Key date for the foreign currency valuation. A unique key for determining a foreign currency valuation method. This key can be valid for cross-chart of accounts. Using valuation areas instead of Valuation in Curr type simplifies the process ie instead of running Forex valuation 3 times for each currency type, we only run it one time for 3 currency type simultaneously. For SABIC theres defined the valuation area SA. SA includes (1) Company code currency (2) Group currency Group valuation (3) Group currency Profit Center valuation Code identifying the batch session that is created Date the transaction occurred Date that the business transaction occurred Fiscal month when the transaction posts to the General Ledger Date when you want to post a st reverse. Normally the 1 day of next month Posting period for reversal
Values Example: 310702 Example: EVR
Valuation area
Example: SA
Batch input session name Document date Posting date Posting period
Example: FCV0620021 Example: 310702 Example: 310702 Example: 7
Reversal posting date
Example: 010802
Reverse post. period
Example: 08
60.
Now you need to select the accounts you want to valuate. Click <tab button> Selections .
Foreign Currency Valuation
61.
Click Valuate vendor open items
62.
Click Valuate customer open items Button .
You can select only particular vendor / customer accounts to be valuated. If you leave the selection fields empty (like in our example), all the accounts will be selected for valuation.
63.
Click Execute Button to perform valuation. Note that the system does not create the postings immediately but creates a batch input session instead.
Note: The system displayed a report presenting valuated vendor and customer open items. Press POSTINGS Button to display the accounting documents that were created. These documents have not been posted yet; theyre stored in a batch input session:
64.
Click Back Button
65.
To post the valuation, you need to process the Batch Input Session that youve just created. You can open another SAP session. From the main menu choose
System Services Batch input Sessions
SAP Easy Access
Batch Input: Session Overview
66.
Select the session you want to process. (Select the row which contains your Batch input session, e.g. FCV0620021)
67.
Click Process Button
Process Session FCV0620021
68.
Click <radio button> Background
69.
to begin posting of documents.
70.
Once the session was processed, you need to check the results. To analyze your batch input session, follow the menu path:
From the main menu choose System Services Batch input Sessions
SAP Easy Access
71.
Select Row which contains your Batch input session FCV0620021
72.
Click Analysis Button . The system will display the details regarding the session that was processed:
Analysis of Session FCV0620021
73.
Click Back Button
74.
As a result of valuation some accounting documents were posted. To display them use the transaction FB03 (Document Display):
SAP Easy Access
Display Document: Initial Screen
75.

Field Name Document number Field Description Number of the SAP R/3 document that is internally assigned by SAP R/3 when certain transactions are completed Enter here company code number Fiscal year number Values Example: 10001250
Company code Fiscal year
Example: 5200 Example: 2002
76.
Click Enter Button
Display Document: Overview
Note: The above document shows zero balance because is displayed in Document currency.
77.
To display your document in local currency Click Display currency Button .
78.
Click Enter Button. Display Document: Overview
79.
Click Back Button
F.07 - Carry Forward Receivables/Payables
Functionality This program calculates the balance carried forward for customers and/or vendors. The balances of the previous year are carried forward to the New Year. If the account has not yet been posted in the new year and no balance carried forward has been carried out for this account, the account is opened in the new year with the 1st balance carried forward; otherwise, the balance carried forward of the account is stored in the new year if changes result. This program should be run at the beginning of the new fiscal year. If the program is already run at the end of the last fiscal year, postings which are posted after this to the last fiscal year, do not result in automatic adjustment of the balance carried forward because it is not a "posting to a previous year". In such a case, it is necessary to let the program run again after these postings to carry forward the postings entered later. The program can be started as often as desired. Scenario This program should be used on the beginning of the next fiscal year. Also you should run this program in every case when the discrepancies occur (end balance of the vendor or customer account for the previous fiscal year is different that the opening balance for the current year).
Prerequisites
Customer or Vendor Master Records
Menu Path
Accounting Financial Accounting Accounts Payable Periodic processing Closing Carry forward F.07 Balances F.07
Transaction Code
80.
Double click on F.07 Balances.
Carry Forward Receivables/Payables
81.

Field Name Company code Field Description Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Enter here a number of the fiscal year you want to transfer the balances to Values Example: 5200
Carryforward to fiscal year
Example: 2003
By default the program is in the test mode. Always try this program first in the test mode, check the results and then run it again in the production mode.
82.
Click Select customers
83.

Field Name Customer to Field Description Code identifying a customer account Example: 1 Example: 999999999 Values
84.
Click Select vendors
85.

Field Name Vendor to Field Description Code identifying the vendor account Example: 1 Example: 99999999 Values
86.
Click Detail log Button log
to print additional program
87.
Click Enter Button
88.
To carry forward balances, click Execute Button report:
. The system will display a
Carry Forward Receivables/PayaFor the Year 2003 Test Run
89.
Click Back
and deactivate the Test run radio button.
90.
Click Execute
to carry forward balances in the production mode.
F.16 - Balance carry forward of GL Accounts
Functionality This program is used to carry forward the balances of the general ledger to the new fiscal year. You can run this transaction multiple times. You should always run it if there are discrepancies between the balances of the GL accounts in the previous and the current fiscal years. The GL balances are carried forward as follows: a) Balance sheet accounts are transferred with all additional account assignments to the same account numbers. b) P&L accounts are carried forward to the retained earnings account. Additional account assignments are not transferred. The transaction currencies are not transferred and are totaled in the local currency. Scenario You want to generate a report because there are discrepancies between the balances of the GL accounts in the previous and the current fiscal years.
Requirements None.
Menu Path
Accounting Financial Accounting General Ledger Periodic Processing Closing Carrying Forward F.16 - Balance Carry Forward F.16
Transaction Code
91.
Double click on F.16 - Balance Carry Forward.
Balance carryforward
92.

Field Name Ledger Field Description Standard GL ledger = 00. Since we use parallel currency 1 and parallel currency 2, we also have ledger P1 & P2 Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Enter here the fiscal year number you want to carry the balances to. 00, P1, P2 Values
Company code
Example: 5200
Carry forward to fiscal year
Example: 2003
93.
If you want to display the individual balances of the P&L statement accounts which are carried forward to this retained earnings account, click <checkbox> Balances in retain.earng.acct .
Tip: This process, as many processes in SAP, can be run in test or production mode.
94.
Click Enter Button
95.
Click Execute button
to carry forward balances and display a report:
Balance carry forward Ledger 00 for the year 2003 Test run
96.
You can display individual balances of the particular accounts. Click to display balances of balance sheet accounts:
Display of balance sheet accounts
Tip: You can print this report or exported to MS Excel.
97.
Click Back Button
98.
Click
button to display balances of P&L accounts:
Display of retained earnings accounts
99.
Click Back Button
Balance carryforward
100.
The message bar displays Balance carryforward to fiscal year 2003 successful
F.19 - GR_IR Regrouping
Functionality This transaction analyzes goods receipt/invoice receipt (GR/IR) clearing accounts at a specified key date, and generates adjustment postings if necessary. These are needed in order to display the following business transactions correctly in the balance sheet:
Goods delivered, but not invoiced Goods invoiced, but not delivered The program selects all items in GR/IR clearing accounts that are open at the specified key date. If the open items per purchase order number and item in local currency do not balance out to zero, adjustment postings are created in a batch input session for these items. With a credit balance, the transaction is seen as "delivered, but not invoiced". With a debit balance, the transaction is seen as "invoiced, but not delivered". Scenario In this scenario you prepare a clearing for the GR/IR balances at 30.06.2002 to present in the financial statements in the right categories.
Prerequisites
GL account, posted transactions
Menu Path
Accounting Financial Accounting General Ledger Periodic Processing Closing Regroup F.19 - GR/IR Clearing
F.19
Transaction Code
101.
Double click on F.19 - GR/IR Clearing
Analyze GR/IR Clearing Accounts and Display Acquisition Tax
102.

Field Name G/L account Company code Key Date Field Description Code identifying a General Ledger account Enter here company code number Transaction Date Values Example: 219914 Example: 5200 Example: 30.06.2002
103.
Then define data selection: click Postings
button:
104.
Click Creating postings
105.

Field Name Name of batch input session Document Date Document type Field Description Name of batch input session that will create postings Date of the batch input session posting Code identifying the method that the system uses to process the transaction Date when you want to post adjustment postings Values Example: GR/IR06 Example: 30.06.2002 Example: SA
Posting date
Example: 30.06.2002
Field Name Month Reversal posting date Reversal period
Field Description Period for which you want to post adjustment postings Date when you want to reverse adjustment postings Period for which you want to post reversal of adjustment postings Example: 6
Values
Example: 01.0702002 Example: 7
106.
to create a batch input session:
107.
The system has displayed a report with transactions.
108.
Click Postings Button
to display the documents.
Tip: This function allows you to display the documents before you proceed the batch input session. These postings are not done yet, so you can always repeat the transaction, e.g. using different criteria.
109.
Click Back
110.
To post the adjustments, you need to process your batch input session. Select from the main menu: SystemServicesBatch inputSessions.
111.
Mark the required session and click Process Button
Process Session GR/IR06
112.
Click Background
113.
Analysis of Session GR/IR06
Note: As shown in the above screen several documents are generated.
114.
Click Back
115.
Click Back Button
KALC - CO reconciliation with FI
Functionality This functions reconciles posting in FI to CO. Reconciliation differences occurs between FI & CO because we use one Controlling Area linked to many Company codes. This means there are posting between company codes or functional area in CO (eg via allocation) that is not posted via FI and hence not reflected in FI.
You can use reconciliation postings to transfer these cross-company code; or crossfunctional area postings made in CO that are relevant to FI, and to automatically create reconciliation postings in FI. You can make these reconciliation ledger postings at month end. This transaction should be performed after all the postings in CO and FI for the current period are finished. Scenario You need to run the reconciliation ledger and automatically post results.
Requirements
Postings across company codes or Functional Area occur in CO, which need to be reconciled with postings to FI.
Menu Path
Transaction Code
Accounting Controlling Cost Element Accounting Actual Postings KALC - Reconciliation with FI
KALC
116.
Double Click on KALC - Reconciliation with FI.
Reconciliation Posting: Initial Screen
117.

Field Name Company code Period Fiscal year Field Description Enter required CC here Enter here the period from which the reconciliation ledger postings are to be read Enter here the fiscal year from which the reconciliation ledger postings are to be read Values Example: 1000 Example: 08 Example: 2002
118.
Click Posting parameters Button to define what is the date for the reconciliation posting and what kind of document you want to use:
Reconciliation Posting: Posting Data
119.

Field Name Posting date Posting period Document type Field Description Date for posting the reconciliation Fiscal month when the transaction posts to the General Ledger Enter here the document type you want to use for posting Values Example: 310802 Example: 08 Example: RL
120.
Click Enter Button
Reconciliation Posting: Initial Screen
121.
to post the reconciliation.
You can perform the transaction in the Test run first (recommended), before creating postings in FI.
Reconciliation Posting: Display Reconciled Cost Flows
The system displays the report that shows the postings. You can print this report or download it as a local file.
122.
Click Back Button
to exit the transaction.
To display or change the posted documents, proceed as follows:
123.
Enter the transaction code FB03.
SAP Easy Access
124.
Click List Button reconciliation.
to search for the documents you posted during
Document List
125.

Field Name Company code Entry date Field Description Enter your company code here Date the document was entered into the system Values Example: 1000 Example: 190802
126.
Click Own documents only Button display only the documents youve posted.
to
127.
to display documents, which fulfill your search criteria:
Document List
128.
The system has displayed the list of documents. Click Back Button this screen,
to close
MR11 - GR / IR Clearing Account Maintenance
Functionality
Quantity differences between goods receipt and invoice receipt for a purchase order result in a balance on the GR/IR clearing account. If the quantity invoiced is larger than the quantity received, the system then expects further goods receipts for this purchase order to clear the balance. If the quantity received is larger than the quantity invoiced, the system then expects further invoices for this purchase order to clear the balance. You can also clear differences for delivery costs. If no more goods or invoices are to be received, you must clear the balance manually. Scenario Performed clearing for differences for a particular PO
Requirements
None
Menu Path
Logistics Materials Management Logistics Invoice Verification GR/IR Account Maintenance MR11 Maintain GR/IR Clearing Account MR11
Transaction Code
129.
Double click on MR11 - Maintain GR/IR Clearing Account
Maintain GR / IR Clearing Account
130.

Field Name Company Code Posting Date Field Description An organizational unit within financial accounting Date which is used when entering the document Values Enter value in Company Code Example: 5200 Enter value in Posting Date Example: 14.07.2002
131.
Click Execute button to perform clearing. The system will display a list of documents that can be cleared:
Maintain GR/IR Clearing Account
132.
You can select the item you want to clear: click on the check box, e.g. 4500000023 Button .
133.
To view the related Purchase Order, click Purchase Order Button .
Standard PO 4500000023 Created by
134.
Click Back Button
135.
To post the differences, click the Post Button
Maintain GR/IR Clearing Account
136.
The system has posted the differences. To display posted accounting document, follow the menu path (or transaction FB03 Document Display):
SAP Easy Access
137.

Field Name Company Code Fiscal year Entry date Field Description An organizational unit within financial accounting Description of the Fiscal year. Date the document was entered into the system Values Example: 5200 Example: 2002 Example: 14.07.02
138.
To Generate a list of all accounting documents Click List Button
Document List
139.
Click on the required document, e.g. 480000003.
Display Document: Overview (Accounting document)
140.
To view the original Document (MM document) Select EnvironmentOriginal
document.
Display/Cancel Account Maintenance Document
141.
Click Back Button
142.
Click Back
143.
Click Back
S_ALR_87003642 - Open and Close Posting Periods
Functionality In this activity you specify for each variant which posting periods are open for posting. Two intervals are available for doing this (period 1 and period 2). For every interval, enter a lower period limit, an upper period limit and the fiscal year. You can specify separately G/L account number ranges (as well as sub ledger accounts). To do this, you specify the subledger account type, such as D or K, and the corresponding reconciliation account. In this way you can, for instance, close postings for customer accounts, but allow postings for vendors and GL accounts. Scenario At month end, after Assets, AP, AR and GL ledgers are ready to be closed, maintain this transaction accordingly. Specify the periods allowed for posting.
Requirements
None
Menu Path
Accounting Financial Accounting General Ledger Environment Current Settings S_ALR_87003642 Open and Close Posting Periods S_ALR_87003642
Transaction Code
144.
Double click on S_ALR_87003642 - Open and Close Posting Periods
Change View "Posting Periods: Specify Time Intervals": Overview
145.
To allow postings for all types of accounts (including sub ledgers) in July and August 2002 point a cursor in the row 001. Update the following fields:
Field Name From per. 1 To period Field Description First Posting Period Allowed (in Interval 1) Last Posting Period Allowed (in Interval 1) Example: 7 Example: 8 Values
146.
147. 148. 149.
Click Enter Button
to confirm your entries. .
To update the database, click Save Button The message bar displays Data saved
FB02 - GL Document Change
Functionality Sometimes you need to change an already posted document. Typical examples are fields like Text (a document description) or Assignment. Of course you cannot change the line items amounts! For this you need to post a reversal. Scenario Certain transactions, especially from logistics, lack certain information. We need to add more information. You need to add more information to the automatically created financial documents, e.g. Text field, via document change.
Requirements
A posted document.
Menu Path
Transaction Code
Accounting Financial Accounting General Ledger Document FB02 Change

FB02
150.
Double click on FB02 Change
Change Document: Initial Screen
151.

Field Name Document number Company code Field Description Enter here a number of the document you want to change Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Number of the fiscal year Values Example: 150000002 Example: 5200
Fiscal year
Example: 2002
Tip: If you don't know the document number, click List button. The system will display a search screen. Enter the required criteria and search for the document you want to change.
152.
Click Enter Button
. The system will display a document overview:
Change Document: Overview
153.
To change a line item, simply double click on it:
154.
The fields you can change are displayed in red. You can change the contents of the following fields:
Field Name Assignment Text Field Description The assignment number is an additional information reference. Additional document description Values Example: bank doc # Example: you can add here additional description
155.
On the same screen you can change also some fields in the doc. header. Click Document Header Button .
Document Header: 5200 Company Code
156.

Field Name Doc.header text Reference Field Description Explanation or note that applies to the document Explanation or note that applies to the document Values Example: add doc. header Example: and reference
157.
Click Enter Button
158.
Click Next Line Button some changes:
to switch to the next line item. Here you can also apply
159.

Field Name Assignment Field Description Note that applies to the document Values Example: another line
160.
Click Enter.
161.
To store your changes in the document, click Save
162.
The message bar displays Changes have been saved.
Functionality This transaction allows you to display a previously posted document. You can display any document that was posted in FI module (including document that was created e.g. in Logistics, but it was followed by automatic FI document posting). Scenario You posted a complex GL document. Your supervisor asked you to print for him a copy of this document.
Requirements
Posted FI document.
Menu Path
Transaction Code
Accounting Financial Accounting General Ledger Document FB03 - Display

FB03
163.
Double click on FB03 - Display
164.
If you know the required document number, enter it in the field Document number. If you dont, click List Button to search for documents:
165.
The system will display a screen where you can enter your search criteria:
166.

Field Name Fiscal year Document type Field Description Fiscal year number Code identifying the method that the system uses to process the transaction Date that the business transaction occurred Values Example: 2002 Example: SA
Posting date
Example: 180602
167. 168.
Click Execute Button
to start searching.
The system will display a list of documents that fulfill your criteria:
Document List
169.
To display your document, simply double click on it. The system will display a document overview:
170.
You can display your document in different currency. Click Display currency Button .
Display currency for document
171.
Click Local currency
172.
Click Enter
173.
You can display also other document details, like e.g. who posted this document. Choose Document Header button. You can see that the user SBTP000197 posted this document on 18th July 2002 this date is derived from the system clock.
174.
If you want to print this document, select from menu path DocumentDispl ay as list.
Document Overview
Tip: You can select a different list variant (different fields are displayed). Simply click Choose display variant button.
175.
You can print this report (just click on Print icon). But you can also export (download) this report as a MS Office file. Select DocumentExport.
Document Overview
176.
Now choose Local File
Save list in file...
177.
Click Spreadsheet
178.
Click Enter Button . Now the system asks you to enter a file name (full path is selected by default, but you can change it).
Transfer DAT to a Local File
179.

Field Name File name Field Description Enter your file name here Values Example: C:\Documents and Settings\help1\SAPwork dir\document.xls
180.
Click Transfer Button
. The system saved your report as a MS Excel file.
FB08 - Individual Document Reversal
Functionality The previously entered GL document was entered incorrectly. Need to reverse the document. Scenario A user made a mistake during document entry. Now he wants to reverse the incorrect document and post a new document again.
Requirements
Document to be reversed cannot include already cleared items. If you want to reverse document that was already cleared, you need to reset all cleared items before posting a reversal.
Menu Path
Transaction Code
Accounting Financial Accounting General Ledger Document Reverse FB08 - Individual Reversal
FB08
181. 182.
Double click on FB08 - Individual Reversal. If you dont know the document number, click Find documents Button . Note: The system will display the screen where you can enter the search criteria.
183.

Field Name Fiscal year Document type Field Description The Fiscal year number Code identifying the method that the system uses to process the transaction Values Example: 2003 Example: SA
184.
Click Execute Button
185.
The system will display a list of documents:
186.
Click on the document you want to reverse: .
Reverse Document: Header Data
187.

Field Name Reversal reason Field Description Type of the reversal Example: 03 Values
There are defined five reversal reasons: 01 02 03 04 05 Reversal in current period Reversal in closed period Actual reversal in current period Actual reversal in closed period Accrual/deferral posting
Reasons 03 and 04 allow negative postings. To post a negative reversal, the following prerequisites must be fulfilled:
a) The company code must be defined as allowing negative postings, b) The document type must allow negative postings.
188.
If you want to display the document before reversal, click Display before reversal Button .
189.
Click Back
Reverse Document: Header Data
190.
If you want to reverse the document, click Save Button. reversal document
. The system will post a
Depending on the configuration, a reversal document can be the same type of a document or a different one.
Another way to reverse a document is to post a new document using a negative posting option. This option is different than the regular document reversal you can hide the line items when you analyze the account. You can also find the negative posting option useful when you posted a document containing several line items and you need to reverse only one of them. In such case it might be easier to post an additional document using the negative posting then reverse the whole document and post it again with the correct figures.
191.
The message bar displays Document XXXXXX was posted in company code 5200.
FB50 - Post GL Document
Functionality This is an SAP Enjoy transaction used to post GL documents. Using this transaction you can also post so-called cross-company code documents. For instance, if you want to post an entry that includes data relevant for company code 1000 to 5200: a) In the document header enter company code 1000 b) In the relevant line item put code 5200, amount and other relevant data, c) In another line make posting for company code 1000. In order to balance debit and credit the system will automatically generate two other line items to post to the clearing accounts in each of company codes. Scenario A user wants to post a GL document, using transaction FB50 (direct posting). Examples of this are journal entries.
Requirements
None
Menu Path
Transaction Code 192.
Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document
FB50
Double click on FB50 - Enter G/L Account Document.
Enter G/L account document: Company code 1000
193.

Field Name Doc. date Currncy Reference G/L acct D/C Amount doc.curr. G/L acct D/C Amount doc.curr. Field Description Date of the document Document currency Document description GL Account number Code identifying whether line item is a debit or a credit Amount to be posted for the line item GL Account number Code identifying whether line item is a debit or a credit Amount to be posted for the line item Values Example: 040602 Example: USD Example: refer Example: 114000 Example: Debit Example: 1200 Example: 119702 Example: Credi Example: *
194.
Click Enter
Note: If you select an expense account, a cost object should be entered (cost center, profit center or internal order).
195.
You can simulate document before posting. To do so, click Simulate Button .
Document Overview
196.
To post the document, click Save Button.
..
197.
The message bar displays Document number XXXXx has been posted in company code 5200
FBR2 - Posting with Reference Document
Functionality This function allows you to post a new accounting document using a previously posted FI document as a reference. You can use this option to speed up data entry. Scenario You post frequently similar GL documents: the amounts are different, but GL accounts are the same. You want to use one of the previously entered documents as a reference.
Requirements
Previously posted GL document or sample document.
Menu Path Transaction Code
Accounting Financial Accounting General Ledger Document Entry FB50 - Enter G/L Account Document FBR2
198.
Double click on FB50 - Enter G/L Account Document
Enter G/L account document: Company code 5200
199.

Field Name Doc. date Currncy Posting date Field Description Document date Posting currency Date that the business transaction occurred Values Example: 300702 Example: USD Example: 300702
200.
Select from the menu path: Goto -> Post with Reference.
Post Document: Header Data
201.

Field Name Document number Company code Field Description This is the document number you want to use as a reference Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Fiscal year number Values Example: 10001386 Example: 5200
Fiscal year
Example: 2002
202.
Click Do not propose amounts
203.
Click Copy texts
204.
Click Enter Button
205.
Click Enter Button
206.

Field Name Amount Field Description Amount of the first line item Values Example: 350
207.
Click Enter Button
Post Document: Add G/L account item
208.

Field Name Amount Field Description Amount of the second line item Example: * Values
209.
Click Enter Button document overview:
to confirm your entries. The system will display a
Post Document: Display Overview
210.
You can now save the document or park it. Click Save Button
211.
The message bar displays Document XXXXXX 5200 was posted.
S_ALR_87012284 - Financial Statements & Trial Balance
Functionality As part of the year-end closing, individual companies create financial statements according to country-specific regulations. SAP allows you to create the following financial statements: Balance Sheet: Form of a comparison of assets and capital (liabilities and owner's equity). Assets and capital reflect the same total value. Profit and Loss Statement: Comparison of revenue and expenditure of a period to determine the results for the company and the sources of these results To generate the report, you need to define the Financial Statement Version that includes the BS and P&L structure and the required GL accounts. Scenario You want to generate a financial statement report for company code 5200 for a particular period of time.
Requirements
Define a Financial Statement Version.
Menu Path
Accounting Financial Accounting General Ledger Periodic Processing Closing Report General Ledger Reports Balance Sheet/ Profit and Loss Statement / Cash Flow General Actual/Actual Comparisons S_ALR_87012284 - Balance Sheet / Profit and Loss Statement S_ALR_87012284
Transaction Code
212.
Double click on S_ALR_87012284 - Balance Sheet / Profit and Loss Statement.
Balance Sheet/P+L Statement
213.

Field Name Chart of accounts Field Description A chart of accounts contains the G/L accounts. A chart of accounts must be assigned to each company code. This chart of accounts is the operative chart of accounts and is used in both financial accounting and cost accounting. Enter here required company code number Code identifying the type of report you need to display First fiscal year number Values Example: SUCA
Company code Financial statement version Reporting Year
Example: 5200 Example: SUCA Example: 2002
Field Name Reporting periods
Field Description Enter here the required period. You can prepare a financial statement regarding one month or enter a range, e.g. Jan July Year against which to compare the reporting period profits Fiscal period against which to compare the reporting period profits Example: 7
Values
Comparison year Comparison periods
Example: 2002 Example: 6
If you want to generate the Trial Balance, select TB variant in the field Financial statement version.
214.
Click <radio button> Classical list
Note: Now you can define your special requirements for this report (like choose the balance sheet type or decide whether to include in the report the accounts with zero balance).
215.
Click <tab button> Special evaluations
216.

Field Name Balance sheet type Field Description This parameter controls which periods flow into the reporting and comparison period. The following entries are possible: 1: This means that an accumulated balance sheet is created, that is, the balance is calculated from the balance carried forward plus the periods 01 to the upper limit of the reporting and comparison periods you have specified. The lower limit specified in these parameters is ignored in this case. Balance sheet accounts and P+L accounts are treated the same. 2: This means that a flow of funds analysis is created, that is, the balance is calculated from the reporting and comparison periods you specified. The balance carried forward is not taken into consideration. Balance sheet accounts and P+L accounts are treated the same. 3: This means a combination of possibilities "1" and "2". Here balance sheet accounts are dealt with as described under balance sheet type 1, and P+L accounts as described under balance sheet type 2. 4: This means that an opening balance sheet is created. Here only the balance carried forward is used for the reporting and comparison periods. Accounts which have not yet been posted to or have a zero balance, are also displayed in this variant. Example: 3 Values
It is recommended to select Balance Sheet Type number 3.
Note: You need to define the output of the report. For instance, you can determine the level of detail of the balance sheet and P+L via your entry in the "Summary report" field.
217.
Click <tab button> Output control
218.

Field Name Company code summarization Field Description The following entries are possible: 1 = A balance sheet is created per company code 2 = A consolidated balance sheet is created covering all selected company codes. The following entries are possible: 1 = A separate balance sheet is created for each business area. 2 = A balance sheet and profit and loss is created whereby the balance of an account is displayed per business area. 3 = Business areas are summarized at account level. This parameter controls the output of summary reports, where "1" creates the most summarized list and blank the most detailed list. If you enter "1", only the main points of a balance sheet such as "assets", "liabilities", and "P+L" are printed. If you enter blank (=default), the entire balance sheet definition, including the accounts, is printed. The output amount can be controlled using this parameter. The default value 0/0 means that the amounts are output in the right currency and in full length. The entry 3/1 would mean that the amounts would be output in thousands with one decimal place. Values Example: 1
Business area summarization
Example: 2
Summary report
Example: <blank>
Scaling
Example: 0/0
219.
Click Enter Button
220.
Press Execute button
to generate a report.
Note: You can print this report or download it as a local file. To download it, select from the menu path List -> Save -> File and choose the required file format.
221.
Click Back Button
S_ALR_87012289 - Compact Document Journal
Functionality The compact document journal displays the data from document headers and document items for the selected documents. This report can be used as a journal and for reconciliation with the lists of account balances (accounting reconciliation). The information in the document display is divided into four groups: 1. 2. 3. 4. Document header Customer account/vendor account postings Tax postings G/L account postings
The system creates an individual list for each document status (normal documents, recurring entry documents, sample documents, statistical documents). The document status can be seen from the list heading. Scenario You want to generate a list of documents posted by a certain employee.
Requirements
GL Account Master Records, posted documents.
Menu Path
Accounting Financial Accounting General Ledger Information System Information System General Ledger Reports Document General Compact Document Journal S_ALR_87012289 - Compact Document Journal S_ALR_87012289
Transaction Code
222.
Double click on S_ALR_87012289 - Compact Document Journal.
Compact Document Journal
223.

Field Name Company code Field Description Code identifying a separate legal entity for which a separate set of accounts is maintained for external reporting purposes Fiscal year number Date that the business transaction occurred Values Example: 5200
Fiscal year Posting date
Example: 2002 Example: 010502 310502
224.
Click <checkbox> Parked documents parked documents.
to avoid printing of
225.
Click Execute
to generate the report:
Compact Document Journal
226.
You can print this report or download it as a local file. Select List Save-
>File
227.
Choose the file format:
Save list in file...
228.
Click Enter Button.
Transfer DAT to a Local File
229.

Field Name File name Field Description Enter full path and name of your file, followed by the extension Values Example: C:\Documents and Settings\help1\SAPwork dir\journal.doc
230.
Click Transfer Button

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FBL3N - Account Line Item Analysis

Defined GL Master record(s). Posted documents.

Menu Path Transaction Code

Double click on FBL3N - Display/Change Line Items

G/L Account Line Item Display

Update the following fields:

To confirm your entries, click Enter Click Execute

to display a report, according to entered criteria:

G/L Account Line Item Display

Change Document: Line Item 002

To change line item description update the following field:

To save your changes, Click Save Button.

The message bar displays Changes have been saved.

F-03 - GL Manual Account Clearing

Open items on GL account.

Accounting Financial Accounting General Ledger Account F-03 - Clear

Double click on F-03 Clear.

Clear G/L Account: Header Data

Update the following fields:

. The system will display open

You can check your document before postings. Select DocumentSimulate.

Clear G/L Account: Display Overview

. No real posting took place, but the

Clear Vendor: Header Data

Accounting Editing Options

Click <tab button> Open items

Accounting Editing Options

Click <checkbox> Selected items initially inactive .

Click Save Button.

. The settings are now stored in users data.

F-04 - GL Account Clearing

Double click on F-04 - Post with Clearing

Post with Clearing: Header Data

Update the following fields:

Click Enter Button

to confirm your entries.

Post with Clearing: Add G/L account item

Update the following fields:

Click Process open items Button

Post with Clearing: Select open items

Update the following fields:

Click Process open items Button

Post with Clearing: Process open items

Click Select all F7 Button

Click Items Button

Click 20020527 Button

. Line Item To be Cleared

Click Select Button

Update the following fields:

Click Enter Button

to confirm your entries.

Post with Clearing: Display Overview

Click Save Button.

to post your document.

F.13 - GL Account Automatic Clearing

The GL accounts must be flagged as open item.

Double click on F.13 - Without Specification of Clearing Currency

Automatic Clearing without Definition of Clearing Currency (SAPF124)

Update the following fields:

Field Name General ledger accounts

Field Description Number of general ledger account

Values Example: 114005