Professional Documents
Culture Documents
CUSTOMIZATION DOCUMENT
FINANCIAL ACCOUNTING
Table of Contents
1 INTRODUCTION.............................................................................................5
4 GLOBAL SETTINGS......................................................................................9
4.2 CURRENCIES..............................................................................................................11
4.2.1 Check currency codes..............................................................................................11
4.2.2 Set decimal places for currencies............................................................................11
4.2.3 Check exchange rate type........................................................................................12
4.2.4 Maintain exchange rate spreads...............................................................................12
4.2.5 Define rounding rules for currencies.......................................................................12
4.2.6 Define conversion factors for currency conversion.................................................12
4.2.7 Enter exchange rates................................................................................................15
5 ENTERPRISE STRUCTURE........................................................................18
6 FINANCIAL ACCOUNTING..........................................................................22
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6.1.5.3 Posting.................................................................................................................51
6.1.6 Correspondence.......................................................................................................52
6.1.6.1 Define correspondence types...............................................................................52
6.1.6.2 Allocate programs for correspondence types.......................................................52
6.1.6.3 Define forms for correspondence.........................................................................52
6.1.6.4 Define form names for correspondence print.......................................................52
6.1.6.5 Define sender details for correspondence............................................................52
6.1.6.6 Determine call-up functions.................................................................................53
6.1.6.7 Develop enhancements for correspondence.........................................................53
6.1.6.8 Define sort variants for correspondence..............................................................53
6.1.6.9 Define sort variants for line items........................................................................53
6.1.7 Financial Calendar..................................................................................................53
6.1.7.1 Define tasks in financial calendar........................................................................53
6.1.7.2 Define schedule for financial calendar.................................................................53
6.1.7.3 Allocate tasks to schedule for financial calendar.................................................54
6.1.8 Delete transaction data............................................................................................54
6.1.9 Tools........................................................................................................................54
6.1.9.1 Data Transfer.......................................................................................................54
6.1.9.2 Delete transaction data.........................................................................................54
6.1.10 Authorization Management.....................................................................................54
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1 Introduction
1.1 Scope of the Document
The Financial Accounting System Document contains the configuration details of the Financial Accounting
(FI) module.
Page 5 of 135
2 Overview of the Proposed System
In order to work with the SAP R/3 system, the corporate structure of the user organization has to be
suitably mapped into the R/3 system. R/3 system provides various organizational entities that are used to
represent the user organization.
2.1.1 Client
The client is the highest hierarchical level in the SAP system. Specifications that you have to make or data
that you enter at this level are valid for all company codes and for all other organisational structures, such
as sales organisation and purchase organisation. Consequently, these specifications are to be entered only
once. Central maintenance ensures standardised data. For example, Customer addresses are stored at client
level so that all company codes can access this central data. Different functional areas also use this data
like the customer’s address used for sending out an order confirmation as well as for printing a dunning
notice (reminder letter).
Each client is a self-contained unit with separate master records and a complete set of tables. A client key
is used in all master records, which ensures that they are stored per client. Each user must specify a client
key when he or she logs on to the system. By doing this, the user specifies the client in which he or she
wishes to work. All entries are stored per client. Data processing and analysis are carried out per client.
For example, it is not possible to produce a report on customer Accounts from different clients in one
dunning notice run. Access authorization is assigned per client. A user master record must be created for
each user in the client where he or she wishes to work.
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2.1.2 Company Code
Each company code represents an independent Accounting unit. The balance sheet and the profit and loss
statement, which are required by law, are prepared at company code level.
The customer master and vendor master records are maintained in the SD and MM modules respectively.
The GL accounts, exchange rates, customer and vendor details can be added / changed by the users without
going through the customisation process. The system will not allow addition or modification of any master
data which will create business or technical inconsistencies.
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3 Configuration for FI Module
The configuration values or parameters are documented under the following conditions:
A new value or a set of values has been added in the system. Example: Chart of Accounts or Business
areas or Tax codes.
A specific value has been chosen when many options were available. Example: Date Format
Important SAP default settings are used without change. In this case the default settings are just
mentioned. The details of the settings may be omitted. Example: Posting Keys.
The configuration values or parameters are not documented (or only a representative set may be
documented) under the following conditions:
The values are dynamic in nature and are likely to change within a short time frame. Example:
Currency Exchange Rates. In these cases the users will be able to add / modify the necessary master
data without going through customisation.
The values are irrelevant to the current configuration. Example: VAT registration number.
Abbreviation Description
JV Journal Voucher
AA Asset Accounting
AR Accounts Receivable
AP Accounts Payable
AM Asset Management
APC Acquisition and Production Costs
AuC Assets Under Construction
CC Company Code
FI Financial Accounting module
LVA Low Value Assets
XYZ XYZ Chart of Accounts
XYZ XYZ Chart of Depreciation
XYZ XYZ INDUSTRIES Ltd.
SPRO SAP transaction which gives the normal customizing menu. This documentation
follows the SPRO structure.
LI Line Item
OI Open Item
INR Indian Rupee
USD US Dollar
CoArea Controlling Area
Page 8 of 135
4 Global Settings
4.1 Set countries
General data
Foreign trade characteristics
Further test data
Bank data
Postal data
Control data
Page 9 of 135
Part of address
Tax reporting in FI
Pricing in SD (only for tax)
There are about 190 country codes defined in the SAP standard delivery system. The ISO standard is used
for the country key in accordance with "Define countries".
Page 10 of 135
4.1.5 Country codes - telephone: Define exceptions
4.2 Currencies
Table 1
Currency Description Decimal Places
DEM German Mark 5
GBP British Pound 5
JPY Japanese Yen 4
USD American Dollar 5
XEU European Currency Unit 5
(E.C.U.)
Page 11 of 135
4.2.3 Check exchange rate type
The exchange rate type is used to store exchange rates for different purposes for the same date in the
system. Existing entries may not be deleted.
The system uses the exchange rate type "M" for foreign currency translation when posting and clearing
documents. This exchange rate type must be contained in the system.
You can calculate the bank buying or selling rates using the average rate and the spread. By spread, we
refer to the difference between the average rate and the bank buying rate, or between the average and
selling rates.
To make this calculation for the buying or selling rate, enter the rate type for the average rate corresponding
to that buying or selling rate.
The standard system includes the exchange rate types for the bank buying rate (G), bank selling rate
(B) and average rate (M).
Page 12 of 135
Type From To Translation Ratio Alt Exch Valid from
Rt
M DEM INR 1 1 00.00.0000
M FRF INR 1 1 00.00.0000
M GBP INR 1 1 00.00.0000
M INR INR 1 1 00.00.0000
M ITL INR 1,000 1 00.00.0000
M JPY INR 100 1 00.00.0000
M USD INR 1 1 00.00.0000
Table 2
EURB DEM EUR 100 1
EURB DEM INR 1 1
EURB EUR DEM 1 1
EURB EUR INR 1 1
EURB EUR ITL 1 1
EURB INR DEM 1 1
EURB INR EUR 1 1
EURB INR ITL 1 1
EURB ITL EUR 10,000 1
EURB ITL INR 1 1
EURG DEM EUR 100 1
EURG DEM INR 1 1
EURG EUR DEM 1 1
EURG EUR INR 1 1
EURG EUR ITL 1 1
EURG INR DEM 1 1
EURG INR EUR 100 1
EURG INR ITL 1 1
Page 14 of 135
EURG ITL EUR 10 1
EURG ITL INR 1 1
EURO ATS EUR 1 1
EURO BEF EUR 1 1
EURO DEM EUR 100 1
EURO ESP EUR 1 1
EURO EUR ATS 1 1
EURO EUR BEF 1 1
EURO EUR DEM 1 1
EURO EUR ESP 1 1
EURO EUR FIM 1 1
EURO EUR FRF 1 1
EURO EUR IEP 100 1
EURO EUR ITL 1 1
EURO EUR LUF 1 1
EURO EUR NLG 1 1
EURO EUR PTE 1 1
EURO FIM EUR 100 1
EURO FRF EUR 100 1
EURO IEP EUR 1 1
EURO ITL EUR 10 1
EURO LUF EUR 1 1
EURO NLG EUR 100 1
EURO PTE EUR 1 1
EURX DEM EUR 100 1
EURX DEM INR 1 1
EURX EUR DEM 1 1
EURX EUR INR 1 1
EURX EUR ITL 1 1
EURX INR DEM 1 1
EURX INR EUR 100 1
EURX INR ITL 1 1
EURX ITL EUR 10 1
Translate foreign currency amounts when posting or clearing or to check an exchange rate entered
manually
Determine the gain and loss from exchange rate differences
Evaluate open items in foreign currency and the foreign currency balance sheet accounts
The system have been set to buying & selling rates (B,G,EURX, EURB) exchange rates for foreign
currency translation when posting and clearing documents. An entry must exist in the system for this
exchange rate type. The exchange rates apply to all company codes.
The exchange rate relations for currency translation are maintained here. Read the chapter "Define
translation factors" for information on the actual maintenance.
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Note
The rates currently in the system may not be relevant in the production system. This will have to be
maintained by the users as & when required to keep the rates upto-date. The maintenance of these rates is
possible through Accounting menu also.
Page 16 of 135
Public holidays: Definitions for public holidays: Calculation rule for date, religious denomination etc.
Public holiday calendar: Any composition of public holiday rules.
Factory calendar: Definition of workdays including special regulations, under the assignment of a
particular public holiday calendar.
Other than the above mentioned days all other days are working.
None
5.2.1 Definition
Company ABC
Name of the company ABC INDIA LIMITED
Name of company 2
Street
P.O. box
Postal code
City
Country IN
Language E
Currency INR
Company XYZ
Name of the company XYZ INDUSTRIES LIMITED
Name of company 2
Street
P.O. box
Postal code
City
Country IN
Language E
Currency INR
Page 18 of 135
Setting Description
Credit area GCCA
Description XYZ Credit Control Area
Currency INR
Update 000012
Fiscal variant V3
Risk category
Credit limit
Rep. Group
You must also enter a country key and a language key for each company code. You do not specify the
functional characteristic of the company code until configuring the relevant application.
You can set up several company codes per client to manage the accounts of independent organizations
simultaneously. At least one company code must be set up in each client.
You can also assign several company codes to one controlling area.
Setting Description
Company code ABC
Company name ABC. India Limited
City HYDERABAD
Cntry IN
Currency INR
Language E
Page 19 of 135
1000 Business Area
1100 Coimbatore Business Area
1200 Calcutta Business Area
1300 Medak Spinning Business Area
1400 PUNE Business Area
1500 Medak Doubling Business Area
1600 YPU Shadnagar Business Area
1700 Mumbai Business Area
5000 ABC Business Area
No Settings done
5.2.2 Assignment
Page 21 of 135
6 Financial Accounting
6.1 Financial Accounting Global Settings
Accounting organization
Chart of Accounts XYZ XYZ
Credit control area GCCA GCCA
FM area
Fiscal year variant V3 V3
Processing parameters
Document entry screen variant 2 2
Field status variant GFS GFS
Posting Period Variant ABC XYZ
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6.1.1.4 Parallel Currencies
Not relevant to the current system. No settings have been done under this heading.
Page 23 of 135
6.1.3.2 Allocate company code to a fiscal year variant
For every company code, you must determine which fiscal year variant is to be used.
6.1.4 Document
Variant Name
ABC Variant for ABC
XYZ Variant for XYZ
There must be at least one entry for each variant. This entry must have + in column A; the columns "From
acct" and "To account" may not be filled. In the columns for the posting periods, you specify the periods
which are to be opened for the variant. Via further entries, you determine more specifically which periods
are to be opened for which accounts.
Var. Acct From To From per.1 Year To Year From Year To Year AuGr
acct account period per.2 period
XYZ + 12 1994 12 2005 1 1998 16 1998
ABC + 12 1994 12 2005 1 1998 16 1998
Note
The above mentioned settings can be changed by the authorized user to close or open the
posting periods as and when required.
Page 24 of 135
6.1.4.1.3 Allocate company code to variant
CC Variant
ABC ABC
XYZ XYZ
Initially the variant has only the period March 1998 open to facilitate the entry of balances as on 310399,
which should be changed later.
For sample documents, use a number range with key X2, for recurring entry documents with key X1. These
keys may not be used for other number ranges.
-Edit
Page 26 of 135
51 9999 5100000000 5199999999 0
99 1998 9900000000 9900900000 0
99 1999 9900000000 9900900000 0
99 9999 9900000000 9900900000 0
X1 1998 9100000000 9199999999 0
X1 1999 9100000000 9199999999 0
X1 9999 9100000000 9199999999 0
X2 1998 9200000000 9299999999 0
X2 1999 9200000000 9299999999 0
X2 9999 9200000000 9299999999 0
X3 1998 9990000000 9999999999 0
X3 1999 9990000000 9999999999 9990000010
X3 9999 9990000000 9999999999 0
Not required
Note
This option may be used in future for copying number ranges from one fiscal year to another.
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AA Asset posting 2 ADKMS
AB Accounting document 4 ADKMS
AF Dep. postings 3 AS
AN Net asset posting 1 AKMS
BA -JRNL VCHR BA ADKS
BB -CASH PAY VCHR BB ADKS
BC -CASH REC VCHR BB ADKS
BD -CUST.INVOICE BD ADKS
BE -CUST.PAYMT. BE ADKS
BF -VEND.INVOICE BF ADKS
BG -VEND.PAYMT. BG ADKS
CA COIMB-JRNL VCHR CA ADKS
CB COIMB-CASH PAY VCHR CB ADKS
CC COIMB-CASH REC VCHR CB ADKS
CD COIMB-CUST.INVOICE CD ADKS
CE COIMB-CUST.PAYMT. CE ADKS
CF COIMB-VEND.INVOICE CF ADKS
CG COIMB-VEND.PAYMT. CG ADKS
CP Cash Payments 6 ADKS
CR Cash Receipts 6 ADKS
DA Customer document 16 DS
DC Delivery costs X3 AKMS
DG Customer credit memo 16 DS
DR Customer invoice 18 ADKMS
DZ Customer payment 14 DKS
EX External number 2 DKS
HA MDK.DBL-JRNL VCHR HA ADKS
HB MDK.DBL-CASH PAY VCH HB ADKS
HC MDK.DBL-CASH REC VCH HB ADKS
HD MDK.DBL-CUST.INVOICE HD ADKS
HE MDK.DBL-CUST.PAYMT. HE ADKS
HF MDK.DBL-VEND.INVOICE HF ADKS
HG MDK.DBL-VEND.PAYMT. HG ADKS
KA Vendor document 17 AKMS
KG Vendor credit memo 17 AKMS
KN Net vendor document 1 ASK
KP Account maintenance 48 ASM
KR Vendor invoice 19 AKMS
KZ Vendor payment 15 AKMS
LA CALCUTA-JRNL VCHR LA ADKS
LB CALCUTA-CASH PAY VCH LB ADKS
LC CALCUTA-CASH REC VCH LB ADKS
LD CALCUTA-CUST.INVOICE LD ADKS
LE CALCUTA-CUST.PAYMT. LE ADKS
LF CALCUTA-VEND.INVOICE LF ADKS
LG CALCUTA-VEND.PAYMT. LG ADKS
MA MDK.SPN-JRNL VCHR MA ADKS
MB MDK.SPN-CASH PAY VCH MB ADKS
MC MDK.SPN-CASH REC VCH MB ADKS
Page 28 of 135
MD MDK.SPN-CUST.INVOICE MD ADKS
ME MDK.SPN-CUST.PAYMT. ME ADKS
MF MDK.SPN-VEND.INVOICE MF ADKS
MG MDK.SPN-VEND.PAYMT. MG ADKS
ML ML settlement 47 MS
NA PUNE-JRNL VCHR NA ADKS
NB PUNE-CASH PAY VCHR NB ADKS
NC PUNE-CASH REC VCHR NB ADKS
ND PUNE-CUST.INVOICE ND ADKS
NE PUNE-CUST.PAYMT. NE ADKS
NF PUNE-VEND.INVOICE NF ADKS
NG PUNE-VEND.PAYMT. NG ADKS
PA MUMBAI-JRNL VCHR PA ADKS
PB MUMBAI-CASH PAY VCHR PB ADKS
PC MUMBAI-CASH REC VCHR PB ADKS
PD MUMBAI-CUST.INVOICE PD ADKS
PE MUMBAI-CUST.PAYMT. PE ADKS
PF MUMBAI-VEND.INVOICE PF ADKS
PG MUMBAI-VEND.PAYMT. PG ADKS
PR Price change 48 MS
RA Sub.cred.memo stlmt 51 AKMS
RE Invoice receipt 51 AKMS
RN Net invoice receipt 51 AKMS
RV Billing doc.transfer 1 ADS
SA G/L account document 1 ADKMS
SB G/L account posting 12 DS
SK Cash document 13 S
SU Readjustment doc. 1 S
TD TDS DOCUMENT 5 KS
WA Goods issue 49 AMS
WE Goods receipt 50 AMS
WI Inventory document 49 AMS
WL Goods issue/delivery 49 AMS
WN Net goods receipt 50 AMS
YA VIZAG-JRNL VCHR YA ADKS
YB VIZAG-CASH PAY VCH YB ADKS
YC VIZAG-CASH REC VCH YB ADKS
YD VIZAG-CUST.INVOICE YD ADKS
YE VIZAG-CUST.PAYMT. YE ADKS
YF VIZAG-VEND.INVOICE YF ADKS
YG VIZAG-VEND.PAYMT. YG ADKS
ZP Payment posting 20 ADKMS
ZV Payment clearing 20 ADKMS
A = Asset Accounts
D= Customer Accounts
Page 29 of 135
K= Vendor Accounts
M= Material Accounts
S= General Ledger Accounts
Prerequisite
Check
Prerequisite
Check
Typ E No. 001 Text Business area '$' not allowed for document type '$'
Prerequisite
Check
Typ E No. 001 Text Business area '$' not allowed for document type '$'
Prerequisite
Check
Typ E No. 001 Text Business area '$' not allowed for document type '$'
Page 31 of 135
Validation step 004 DOCUMENT TYPES FOR BUS AREA 1300
Prerequisite
Check
Typ E No. 001 Text Business area '$' not allowed for document type '$'
Prerequisite
Check
Typ E No. 001 Text Business area '$' not allowed for document type '$'
Prerequisite
Page 32 of 135
Check
Typ E No. 001 Text Business area '$' not allowed for document type '$'
Prerequisite
Check
Typ E No. 001 Text Business area '$' not allowed for document type '$'
Prerequisite
Check
Typ E No. 001 Text Business area '$' not allowed for document type '$'
Prerequisite
Page 33 of 135
<BSEG> $BSCHL = '50' and
<BSEG> $HKONT = '223000' or
<BSEG> $BSCHL = '50' and
<BSEG> $HKONT = '223001' or
<BSEG> $BSCHL = '50' and
<BSEG> $HKONT = '223002' or
<BSEG> $BSCHL = '50' and
<BSEG> $HKONT = '223003' or
<BSEG> $BSCHL = '50' and
<BSEG> $HKONT = '223005'
Check
Page 34 of 135
0001 Substitute Tax
0002 Telephone charges paid
0003 Payment to party against inv no.
0004 Conveyance charges paid
0005 Reimbursement of charges
0006 Rent paid
0007 Negotiation of bill against invoice no.
0008 Power bill paid
0009 Travelling expenses paid
0010 Acquisition of new fixed asset
0011 Sale of yarn
0012 Bill accepted by customer
0013 Bill negotiated with bank
0014 Bill contingent liability reversed
0015 Purchases made from vendor
0017 Down payment made to Vendor
0018 TDS on payments to Contractor
0019 TDS on payments to Consultant
016 Part payment made to the vendor
In this step, you define, per company code, a maximum difference between exchange rates for postings in
foreign currency. To do this, you specify how much the exchange rate entered manually in the document
header may differ in terms of percent from the one stored in the system.
If an exchange rate or the local and the foreign currency amount were entered manually during document
entry, then a comparison is made with the exchange rates stored in the system. If a deviation does occur and
it exceeds the percentage rate specified here, then a warning appears.
Page 35 of 135
6.1.4.3.8.2 Define maximum exchange rate difference per foreign
currency
In this step, you can specify a maximum difference between exchange rates for the foreign currency/local
currency exchange rate in terms of percent.
6.1.4.4.1 Controls
The field status of a field is also determined by the field status group which is defined in the G/L account.
You define the field status group via the field status variant.
Page 36 of 135
27 Clearing Debit Vendor
28 Payment clearing Debit Vendor
29 Special G/L debit Debit Vendor
31 Invoice Credit Vendor
32 Reverse credit memo Credit Vendor
34 Other payables Credit Vendor
35 Incoming payment Credit Vendor
36 Payment difference Credit Vendor
37 Other clearing Credit Vendor
38 Payment clearing Credit Vendor
39 Special G/L credit Credit Vendor
40 Debit entry Debit G/L account
50 Credit entry Credit G/L account
70 Debit asset Debit Asset
75 Credit asset Credit Asset
80 Inventory taking Debit G/L account
81 Costs Debit G/L account
83 Price difference Debit G/L account
84 Consumption Debit G/L account
85 Change in stock Debit G/L account
86 GR/IR debit Debit G/L account
89 Stock inwrd movement Debit Material
90 Inventory taking Credit G/L account
91 Costs Credit G/L account
92 Inventory difference Credit G/L account
93 Price difference Credit G/L account
94 Consumption Credit G/L account
95 Change in stock Credit G/L account
96 GR/IR credit Credit G/L account
99 Stock outwd movement Credit Material
The following variant has been defined for ABC and XYZ
Page 37 of 135
G007 Asset accts (w/o accumulated depreciatn)
G008 Assets area clearing accounts
G009 Bank accounts (obligatory due date)
G010 General (for Cost centre & IO mandatory)
G011 Clearing accounts (with settlement per.)
G012 Receivables/payables clearing
G013 General (obligatory text)
G014 MM adjustment accounts
G017 Freight/customs provisions/clearing (MM)
G018 Scrapping (MM)
G019 Other receivables/payables
G023 Plant maintenance accounts
G025 Inventory adjustment accounts
G026 Accounts for down payments made
G029 Revenue accounts
G030 Change in stock accounts
G031 Accounts for down payments received
G032 Bank accounts (obligat.value/due dates)
G033 Cost accounts for external services
G036 Revenue accts (with cost center)
G039 Accts for pmnts on acct made for assets
G040 Personnel clearing accounts
G041 Tax office clearing accounts
G045 Goods/invoice received clearing accounts
G049 Manufacturing costs accounts
G050 Central control clearing accounts
G052 Accounts for fixed asset retirement
G056 Amortization accounts
G059 Inventory accounting material stock acct
G062 Investment support accounts
G064 Other cost accounts (obligatory text)
G067 Reconciliation accounts
Note
Refer the system for the details of the field status variants.
The field statuses are by and large similar to the SAP standard settings. But changes have been made to
enable postings to the following modules:
Treasury
CO (Cost Accounting assignments)
Asset Accounting
Materials Management
Sales and Distribution
Please note the following
Business Area has been made mandatory wherever possible as Business Area balance sheet has been
enabled.
Field status of a line item is also controlled by the Posting keys. Most of these settings are ‘optional’.
Certain fields are controlled by SAP irrespective of the settings done. Certain fields in a line item are
controlled by the setting for the corresponding GL account. For example the tax related fields are
controlled by the tax settings done for the GL account.
If the field status changes result in a conflict between Posting key and GL account then the system
might give a runtime error. Any change which makes a field ‘Mandatory’ or ‘Suppressed’ must
be done with care.
Page 38 of 135
6.1.4.4.1.3 Allocate company code to field status variants
In this step, you allocate the company codes in which you want to use identical field status groups, to the
same field status variant.
Payment differences are posted automatically within certain tolerance groups. This way the system can post
the difference by correcting the cash discount or by posting to a separate expense or revenue account.
In this respect you define:
the amounts or percentage rates up to which the system is to automatically post to a separate expense
or revenue account if it is not possible to correct the cash discount or
up to which difference amounts the system is to correct the cash discount. In this case the cash discount
is automatically increased or decreased by the difference using tolerance groups.
You can also additionally differentiate these settings by company code. Since the same rules usually apply
to a group of employees, enter the values for employee groups. You can then enter amount limits and
tolerances per employee group and company code.
You can also define tolerances without specifying a tolerance group. Leave the field Grp empty in this
case. The stored tolerances are then valid for all employees who are not allocated to a group. There must be
at least one entry for every company code.
You can also specify tolerances for clearing procedures depending on your customers or vendors. The
lower limits from the customer/vendor specifications and employee group are taken in each case during
clearing.
Page 39 of 135
Group 1000
Company code ABC
Company code XYZ
Currency INR
In this step, you define the line layout variants for document posting by specifying which information you
want to have available onscreen (i.e., document number, account number, company code). You can also
assign a display format to each field.
01 Account
A1 Account / description
AA Posting key/acct/bus.area/desc.
BB Account / allocation / description
CC Company code / document
Page 40 of 135
6.1.4.4.7 Select standard line layout for document change/display
In this step, you select standard line layout default values for displaying or changing documents. These
variants are used when the display or change functions are first called up, if you do not select any other
variant.
In this step, you determine under which circumstances fields within posted documents can be changed.
For a number of fields, the system itself determines that they can no longer be changed after posting. This
includes all fields which are central to the principles of orderly accounting, for example, the amount posted
and the account.
The system also prevents the update objects from being changed in documents which have already been
posted, independent of the document change rules. Update objects are elements in the system for which
transaction figures or line items are updated, for example, business area or cost centers (if cost center
accounting is used in the SAP system). Update objects are entered as additional account assignments during
posting.
Variant : 0001
Lines :2
Description : Travelling expense
Page 41 of 135
4 39 Business area
5 44 Value date
6 55 Company code
7 60 Plant
8 65 Personnel number
Variant : 0002
Lines :2
Description : Postage & telephone
Variant : 0003
Lines :2
Description : Printing & Stationery
Variant : 0005
Lines :2
Description : Factory expenses
Page 42 of 135
6.1.4.5 Default Values for Document Processing
In this step you define your own screen temnplates for line-by-line document entry via acccount assignment
model, similar to the fast entry of G/L account items.
To do this, you select the fields you require for your screen template by double-clicking on them from a list
of available fields.
Page 44 of 135
6.1.4.7.2 Define run schedules
Postings which recur time and time again can be made using the recurring entry program. To do this, you
enter a recurring entry document, and then execute the recurring entry program at certain intervals or
schedule it for execution.
Run Name
Schedule
01 Recurring cycle for lease rent HP Payment - on the last day of every month
100 SCHEDULE FOR OUTSTANDING EXP
ELEC MONTHLY PRPVISION FOR ELECTRICITY CHARGES
Note
Page 45 of 135
6.1.4.8.1 Define field groups for documents
No settings have been done.
Condition Types
Page 46 of 135
JIN5 LST Surcharg TAXJ 2 A D No limitation on amount/percentage or value
JOCT AR OCTROI TAXJ 1 A D No limitation on amount/percentage or value
ZCES AR CESS TAXJ 1 A D No limitation on amount/percentage or value
ZCVD AR CVD TAXJ 1 A D No limitation on amount/percentage or value
JIPX A/P CST Inv Inc TAXJ 1 A D No limitation on amount/percentage or value
Disc
Access Sequences
The following are the details of the access sequence maintained for XYZ INDUSTRIES Ltd.
Tax Procedure
The calculation procedure TAXINJ has been maintained for company code ABC
Step Co Cond From To Man Req Sub Stat Alt calc Alt Acct A Print M Description
No. unt type step step ual tot type Cond key c line a
er only Base c n
Val r dt
Page 48 of 135
VS4 2X 2
VS5 2 2
VST 2 2
ZUG 4 3
ZUS 3 2
ZV1 2X 3
ZV2 2X 3
DiN Indicates that tax on sales/purchases is not included in the base amount
used for calculating cash discount.
TxN Indicates that the cash discount amount is deducted from the base amount
used for calculating taxes on sales/purchases.
6.1.5.2 Calculation
For ABC India Ltd., the document date is the baseline date.
For XYZ INDUSTRIES Ltd., the document date is the baseline date.
Page 50 of 135
6.1.5.2.3 Specify base amount
In this step, you determine for every company code whether the base amount is to be reduced by the cash
discount part for the calculation of the taxes on sales/purchases.
If taxes are calculated using jurisdiction codes, the settings in the company code table do not have any
effect. Base amount determination is controlled in the jurisdiction code definition. This type of tax
calculation is used, for example, in the US.
This option is not set and not relevant for ABC India Limited.
6.1.5.3 Posting
Page 51 of 135
Company Code Company Name Input Tax Output Tax Jurisdiction
Code
ABC ABC India Ltd. V0 P1 9900
XYZ XYZ INDUSTRIES V0 P1 9900
Ltd.
6.1.6 Correspondence
Page 52 of 135
6.1.6.6 Determine call-up functions
No settings done
Schedule ABC
Name ABC India Ltd.
Organization object
Dependent Units
Factory cal.ID PC
Holiday cal.ID PH
Page 53 of 135
6.1.7.3 Allocate tasks to schedule for financial calendar
All the standard tasks have been allocated to the schedule ABC ABC India Limited
6.1.9 Tools
6.1.10Authorization Management
The authorizations are maintained by the System Administrators. No settings have been done under this
heading.
Page 54 of 135
6.2 General Ledger Accounting
Page 55 of 135
6.2.1.1.2.4.3 Define screen layout per account group (G/L accounts)
When creating a G/L account, you must specify an account group.
Via the account group, you determine
The interval in which the account number must be
Which fields are ready for input or must be filled when creating and changing master records
With the account groups, you group accounts together according to the above-mentioned criteria (group of
the profit and loss statement accounts, group of the asset accounts, group of the material accounts, for
example).
Account Groups
Page 56 of 135
XYZ PMPF 420200 420399 POWER & FUEL
XYZ PMRB 423000 423599 REPAIRS & MAINTENANCE
XYZ PMWC 422500 422999 FACTORY EXPENSES
XYZ POEI 460000 464999 OTHER EXPENSES
XYZ POIC 311200 311399 CONVERSION/PROCESSING INCOME
XYZ POII 310000 311199 OTHER INCOME
XYZ PPCP 410200 410399 PF & ESI CONTRIBUTION
XYZ PPMR 410900 410999 MANAGERIAL REMUNERATION
XYZ PPSW 410000 410199 SALARIES, WAGES & BONUS
XYZ PPWE 410400 410899 WELFARE EXPENSES
XYZ PSDB 440000 440799 SALES & DISTRIBUTION
XYZ PSEI 301000 301199 EXPORT INCENTIVE
XYZ PSFE 300000 300999 SALES
XYZ PYAD 330000 330199 PRIOR YEAR ADJUSTMENTS
XYZ RSAL 111800 112999 ACCUMULATED DEPRECIATION
XYZ RSCR 110000 111799 RESERVES & SURPLUS
XYZ SCEC 100000 100199 EQUITY SHARE CAPITAL
XYZ SCPC 100200 100399 PREFERENCE SHARE CAPITAL
XYZ SHAR 227400 227419 ADVANCE TO SUBSIDIARIES
XYZ SHMR 240000 240099 SHARE MONEY RECEIVABLE
XYZ SLRT 405000 405199 SALES RETURNS
XYZ STBP 320000 321199 INC / DEC IN INVENTORY
XYZ STFR 120000 121999 SECURED TERM LOANS
XYZ SWBP 122000 124499 WORK CAP LOANS - BANKS
XYZ UCDV 147500 147599 UNCLAIMED DIVIDEND
XYZ ULFD 130000 130599 UNSEC LOANS - FIXED DEPOSITS
XYZ ULSB 130600 131399 SHORT TERM LOANS & ADVANCES
All the fields are optional for all the three transactions listed above. This is the SAP
standard.
6.2.1.1.2.4.5 Develop functional enhancements for G/L accounts
No settings done.
Page 57 of 135
At the change of the fiscal year, the balance of the income statement account is carried forward to the
retained earnings account. Per chart of accounts, you can define one or more income statement account
types and allocate them to the retained earnings account.
The posting keys which the system uses for automatic posting are also maintained in this step.
For XYZ CHART OF ACCOUNTS the following account is defined for the Process BIL Balance
carryforward
Accounts were created using the Accounting menu option. No settings done under this heading. Refer
Appendix C for details of the GL accounts in XYZ
Note
Accounts were created using the Accounting menu option. No settings done under this heading.
6.2.1.1.3 Delete
No settings done under this heading.
6.2.1.1.6 Matchcodes
Apart from standard SAP match codes, one new match code with extended account description display has
been created.
Page 59 of 135
6.2.1.2 Line Items
Page 60 of 135
055 Fiscal year, month
060 Test0
061 Test1
065 Test5
100 Material no.
101 Cash discnt clearing
Page 61 of 135
6.2.1.2.1.4 Choose selection fields
In this step, you specify the fields via which the system is to make selections when displaying line items.
In addition to standard SAP fields, following has been added:
No settings have been done. Work lists can be created using transaction menu.
Page 64 of 135
6.2.1.2.2.3 Choose selection fields
In this step, you specify the fields via which the system is to make selections when processing line items.
Standard settings have been retained
No settings have been done. Work lists can be created using transaction menu.
6.2.1.3 Balances
No settings have been done. Work lists can be created using transaction menu.
Page 65 of 135
6.2.2.1.3 Correspondence: Internal Document
Documented under the section Correspondence.
No settings have been done. Not relevant for the current system.
G/L Curr Bal.sheet Real.ex. Real.ex. Transl.l Transl. Val.loss Val.gain Bal.sheet Bal.sheet
account adj. losses gains oss 1 gain 1 1 1 adj.gain adj.loss
Page 66 of 135
140600 140250 453000 300401 453000 300401
222000 222090 453000 300401 453000 300401
222001 222090 453000 300401 453000 300401
Note
If the currency code and the type have been omitted in the above settings, means that the account settings
are applicable for all currencies and types. This is done as no requirement exists for having different
account settings for different currencies or types.
SAP standard settings have been used for the following procedures.
Page 67 of 135
6.2.2.4 Bank Account Interest Calculation
For ABC Interest calculation indicator the following settings are used:
Int.calc.indicator P2
Interest calc.freq. 1
Settlement day 1
Int.calc.indicator P4
Page 68 of 135
Interest calc.freq. 1
Settlement day
Calendar type G
Int.calc.indicator P5
Interest calc.freq. 1
Settlement day 1
Calendar type G
Int.calc.indicator PP
Interest calc.freq. 01
Settlement day
Calendar type G
Page 70 of 135
Reference Short text Valid from Int rate
No interest posting is planned. But the following settings have been made.
6.2.2.5 Planning
No settings done.
No settings done.
Page 72 of 135
6.2.2.6 Closing
6.2.2.6.1 Valuate
SAP standard
Valuation method KTO
Description FC bal.per acct,a/c bal -always val- G and B
Document type SA
Display By Line Item
Debit bal.exch.rate type G
Credit bal.exch.rate type B
Principle Always Valuate
Determine rate type from Account Balance
Refer section 6.2.2.3.1 Define accounts for exchange rate differences” for details.
6.2.2.6.2 Regroup
Page 74 of 135
Trnasfer postings will be required at the balance sheet key date in order to reflect the invoiced - but not
delivered - and the delivered - but not invoiced - goods deliveries. The program which analyzes the GR/IR
clearing account makes adjustments to it by posting amounts to the adjustment account. The offsetting
entry is made to the account for showing the delivered but not invoiced goods and/or the account reflecting
invoiced but not delivered goods (target account).
No requirement exists for the account settings for the following processes.
6.2.2.6.3 Document
Page 76 of 135
Financial stmt vers. Financial statement version name
XYZ1 FINANCIAL STATEMENT VERSION (ROC) FOR XYZ (detail)
XYZ2 FINANCIAL STATEMENT VERSION (ROC) FOR XYZ (detail)
ABC1 FINANCIAL STATEMENT VERSION (ROC) FOR ABC (detail)
ABC2 FINANCIAL STATEMENT VERSION (ROC) FOR ABC (detail)
The Balance Sheet version “ABC1” has been created for XYZ Chart of Accounts. Refer the Appendix A for
the details. (appendix.doc)
Note
It is possible to create other versions of the balance sheet with the same chart of accounts. This version
“ABC1” should not be changed as it provides a reference for the location of various GL accounts in the
Balance Sheet items. Only corrections, if any, can be carried out in this version.
6.2.2.6.4 Report
Page 77 of 135
Refer the Appendix B for the details of the tax codes. (appendix.doc)
No settings done.
Page 78 of 135
6.2.2.6.4.3.8 Withholding Tax Return to Vendor
In the following steps, you define the necessary information for printing the withholding tax return.
No settings have been done under this heading. The existing layout sets may be copied and modified in
case of future enhancements.
Page 79 of 135
6.2.2.7 Integration
6.2.2.8 Integration
Process
Process
Process BO1
Rebates
Process
Process
Process
Process CVD
CVD paid
Process
Process
Process
Process
Process
Account
150001
Process
Process
Process
Process
Account
400470
Page 83 of 135
Process
Val.gp.cde Account
ABC 420003
Process
Process
Process
Debit 81
Credit 91
Process
Process
Account
400460
Process
Account
150005
Process
Process
Process
Process
Process
Page 87 of 135
RUE
Prov.
misc.del.c
osts
Process
Process
Process
Val.gp.cde Account
ABC 150000
Process
Page 88 of 135
6.2.3 Data Transfer
No settings done.
6.2.4.3.1 Form
SAP standard settings used under this heading.
6.2.4.3.2 Report
SAP standard settings used under this heading.
6.2.4.3.3 Constants
No settings done.
Page 89 of 135
6.2.5 Bank-Related Accounting
Page 90 of 135
House Acct ID Bank Control Curr. G/L acct Discount
bank acct key acct
Page 91 of 135
ANZ01 ANZ01 4 1 INR 224040 452300
ANZFC ANZFC 11 USD 122160 452300
ANZPC ANZPC 12 INR 122020 452300
CBI01 CBI01 1 1 INR 224000 452300
CBI02 CBI02 5 1 INR 224050 452300
CBI03 CBI03 6 1 INR 224060 452300
CBI04 CBI04 7 1 INR 224070 452300
CBIFC CBIFC 13 USD 122150 452300
CBIPC CBIPC 14 INR 122000 452300
ICICI ICICI 10 1 INR 224110 452300
IDBI1 IDBI1 9 1 INR 224100 452300
SBI01 SBI01 2 1 INR 224010 452300
SBI02 SBI02 8 1 INR 224080 452300
SBIPC SBIPC 15 INR 122010 452300
SBT01 SBT01 3 1 INR 224030 452300
SBTPC SBTPC 16 INR 122100 452300
No settings done.
Page 93 of 135
6.3 Accounts Receivable and Accounts Payable
Page 94 of 135
6.3.1.2.1.10 Choose sort fields
Standard settings retained
No settings have been done. Work lists can be created using accounting menu.
Page 95 of 135
6.3.1.2.3 Correspondence
6.3.1.3 Balances
No settings have been done. Work lists can be created using accounting menu.
Page 96 of 135
6.3.2 Vendor Accounts
Field status
General data
Address
Name 1 X
Form of address X
Search term X
Name 2 X
Name 3, name 4 X
Postal code, city X
Street X
Location X
Region X
P.O. box
P.O. box postal code X
Country X
P.O. Box city X
Communication
Telex, fax, tel. X
Teletex X
Telebox X
Data line X
Language X
Control
Customer X
Corporate group X
Tax code 1 X
Sales equalization tax X
International location number X
Page 97 of 135
Fiscal address X
Industry X
VAT registration number X
Train station X
Existing quality assur.systems X
Authorization X
Trading partner X
Reference account group (OTA) X
Tax jurisdiction code X
Tax code 2 X
Taxes on sales/purchases X
Sole proprietor X
Person subject to withhold.tax X
Carrier details X
Credit information X
Transportation zone X
Payment transactions
Bank details X
Alternative payee account X
Alternative payee in document X
DME details X
POR subscriber number X
Account management
Reconciliation account X
Planning group X
Previous account number X
Sort key X
Head office X
Authorization X
Subsidy (preference) ID X
Minority indicator X
Withholding tax code X
Wthld.tax exempt.no.limited to X
Interest calculation X
Withh.tax cat., exempt.reason X
Withholding tax country X
Personnel number X
Release approval group X
Terms of payment X
Double invoice validation X
Payment block X
Payment methods X
Alternative payee account X
Clearing with customer X
Bill of exchange limit X
Cashed checks duration X
Page 98 of 135
Invoice verification tol.group X
Tolerance group X
House bank X
Payment advice via EDI X
Single pmnt, grp key, PM supl. X
Correspondence
Acctng clerk's fax/Internet X
Dunning data X
Local processing X
Account at vendor X
Accounting clerks X
Users at vendor X
Account memo
Purchasing data
Purchase order currency X
Terms of payment X
Incoterms X
Minimum order value X
Name, tel. (salesperson) X
ABC indicator X
Goods-receipt-based inv.verif. X
Order acknwl. reqmt. X
Autom.generated purchase order X
Vendor schema group X
Mode of transport X
Office of exit X
Control pricing date X
Order-item-based settlement X
Purchasing group X
Planned deliv. time X
Price marking X
Rack-jobbing X
PO entry: vendor X
Subsequent settlement X
Subsequent settlement index X
Bus.vol.comparison/agrmnt nec. X
Partner usage
Business partner assignment X
Page 99 of 135
6.3.2.2 Line Items
Reference doc.
Document number
Posting key
Business area
Days in arrears
6.3.2.2.3 Correspondence
6.3.2.3 Balances
Pmnt Own explanatn Days Cash Days Cash Days Acct Hold-
terms from disc % from disc from type back
baseline rate baseline % rate baseline
date for 1 date for 2 date for
payment payment payment
1 2 3
In this step you can determine whether an invoice amount is to be divided into partial amounts with
different due dates.
30 1 90 20
30 2 10 26
31 1 90 20
31 2 10 27
32 1 90 20
32 2 10 28
33 1 90 20
33 2 10 29
34 1 90 24
34 2 10 26
35 1 90 24
35 2 10 27
36 1 90 24
36 2 10 28
37 1 90 24
37 2 10 29
39 1 90 26
39 2 10 28
40 1 90 26
40 2 10 27
41 1 90 26
41 2 10 29
D004 1 20 D001
D004 2 50 D002
XYZ X
ABC X
6.3.3.1.10 EDI
No settings done.
G/L acct CurrBal. Real.ex. Real.ex. Transl. Transl. Val. Val. Bal.sheet Bal.sheet
sheet losses gains loss 1 gain 1 loss 1 gain 1 adj.gain adj.loss
adj.
120500 USD 120500 453000 300401 499511 499511
120501 120501 453000 300401 499512 499512
120502 120502 453000 300401 499513 499513
120505 120505 453000 300401 499516 499516
120800 120800 453000 300401 499501 499501
120801 120801 453000 300401 499502 499502
120802 120802 453000 300401 499503 499503
120803 120803 453000 300401 499504 499504
120804 120804 453000 300401 499505 499505
120805 120805 453000 300401 499506 499506
120806 120806 453000 300401 499507 499507
120807 120807 453000 300401 499508 499508
121400 121400 453000 300401 499517 499517
121850 120800 453000 300401 499509 499509
140000 140250 453000 300401 453000 300401
140201 140250 453000 300401 453000 300401
140400 140250 453000 300401 453000 300401
140500 140250 453000 300401 453000 300401
140600 140250 453000 300401 453000 300401
222000 222090 453000 300401 453000 300401
222001 222090 453000 300401 453000 300401
Account
452300
6.3.3.3.2.2 Overpayment/Underpayment
No settings done.
Not relevant.
Amounts
Accounts
Amounts
Accounts
Account
440106
For XYZ XYZ Chart of Accounts and for process BSP, account 452300 has been set up.
6.3.3.5.1.8 Overpayment/Underpayment
Standard settings retained
6.3.3.6 Dunning
Which company codes are to be taken into consideration for dunning. You specify these company
codes when configuring the dunning program.
With which dunning procedure you want to dun. The dunning procedure is independent of company
code and determines the dunning interval, the grace periods for the due date determination and the
number of dunning levels. You can also set the dunning level as of which all due items from an
account are listed for creating a dunning notice.
Which dunning charges are to be levied. For this, you can either specify a fixed charge or the system
calculates the charge on the basis of a percentage rate which you specify
As of which due date for net payment a particular dunning level is reached
Which dunning letter is sent to the customer For this, you define one or more layout sets.
DUNNING PROCEDURE
Dunn.procedure XYZ
Name DUNNING PROCEDURE FOR XYZ INDUSTRIES
Dunning interval in days 10
No.of dunning levels 4
Total due items from dung level
Min.days in arrears (acct) 7
Line item grace periods
Interest indicator P1 Standard itm int.cal
Public hol.cal.ID
Standard transaction dunning
Dun special G/L transactions ABZ (for Customers)
Ref.dun.proced. 0001 - Four-level dunning notice, every two weeks
DUNNING PROCEDURE
Spec Level 1
Days in Arrears 5
Calculate Interest
Always Dunn notice Yes
Print All items Yes
Payment Deadline
Minimum amount 1000
INR
D A 222000 140610 FF
D A 222001 140620 FF
The settings for the procedures are SAP standard. No accounts have been set up for Tax clearing.
K A 140000 225601 FF
K A 140100 225601 FF
K A 140200 225800 FF
K A 140201 225800 FF
K A 140300 225800 FF
K A 140310 225800 FF
K A 140400 226000 FF
K A 140500 226000 FF
K A 140600 225900 FF
K A 140800 225800 FF
K F 140000 225800 FF
K F 140200 225800 FF
K F 140400 226000 FF
K F 140600 225800 FF
K F 140800 225800 FF
R 222000 222100 FW
R 222001 222101 FW
W 222000 222100
W 222001 222101
Not relevant.
122003 D B 180000
122003 D W 180000
122003 I B 180200
122003 I W 180200
122013 D B 180010
122013 D W 180010
122013 I B 180010
122013 I W 180010
122023 D B 180020
122023 D W 180020
122023 I B 180020
122023 I W 180020
122033 D B 180030
122033 D W 180030
122033 I B 180030
122033 I W 180030
122043 D B 180040
122043 D W 180040
122043 I B 180040
122043 I W 180040
122103 D B 180050
122103 D W 180050
122103 I B 180050
122103 I W 180050
122153 D B 180000
122153 D W 180000
122153 I B 180200
122153 I W 180200
No settings done.
No settings done.
D G 222000 140700
D G 222001 140700
D X 222000 222100 FW
D X 222001 222101 FW
K G 140000 225850
K G 140050 225850
K G 140075 225850
K G 140100 225850
K G 140200 225850
K G 140201 225850
K G 140300 225850
K G 140310 225850
K G 140400 225850
K G 140500 225850
K G 140600 225850
K P 140000 225801 FF
K P 140200 225801 FF
K P 140201 225801 FF
K P 140400 225801 FF
K P 140600 225801 FF
K P 140800 225801 FF
No settings required.
No settings required.
No interest posting is planned. But the following settings have been made.
Specifications
Symbols
Accounts
No settings done.
1 XYZ F_DUZI_01
1 ABC F_DUZI_01
2 XYZ F_D_INT_SCALE_00
2 ABC F_D_INT_SCALE_00
3 XYZ F_D_INT_SCALE_00
3 ABC F_D_INT_SCALE_00
4 XYZ F_DUZI_01
4 ABC F_DUZI_01
5 XYZ F_DUZI_01
5 ABC F_DUZI_01
B1 XYZ F_D_INT_SCALE_00
B1 ABC F_D_INT_SCALE_00
P1 XYZ F_DUZI_02
P1 ABC F_DUZI_02
P2 XYZ F_D_INT_SCALE_00
P2 ABC F_D_INT_SCALE_00
P3 XYZ F_DUZI_01
P3 ABC F_DUZI_01
P4 XYZ F_DUZI_01
6.3.3.17 Closing
6.3.3.17.1 Count
6.3.3.17.2 Valuate
Valuation 2
Determ.exch.rate type fr.acct bal. X X X X
Exch.rate type from invoice reference X X X
Exchange hedging
Debit bal. E/R type B G G B B G G
Credit bal. E/R type B B B B B G G
Lowest value prncple X
Exchange hedging
Method Description
KTO FC bal.per acct,a/c bal -always val- G and B
KTO1 FC bal. always valuate-OI- G & B types-OI
ABC FC val exchange rate type B-always valuate-a/c bal
ABC1 FC val exch rate type B-open item-always-a/c bal
ABC5 FC valuation exchange rate type g-always-a/c bal
ABC6 FC valuation exchange rate type G For open item
E/R diff. key E/R loss acct E/R gains acct Roll.val.exp. Roll.val.rev.
6.3.3.17.3 Regroup
No settings done.
6.3.3.18 Integration
No settings done.
6.3.4 Tools
No settings done.