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R/3 USERS MANUAL GENERAL LEDGER

INDEX
CREATING A NEW ACCOUNT .........................................................................................................................................2 CREATING AN ACCOUNT AS COST ELEMENT ..........................................................................................................5 ENTERING G/L ACCOUNT DOCUMENT........................................................................................................................6 CANCELLING A DOCUMENT /PERIODIZE .................................................................................................................................8 REGISTERING A REMITTANCE INTO VENDORS CREDIT NOTE.......................................................................10 ROUNDING THE FIGURES .....................................................................................................................................................12 CHANGE OF POSTING PERIOD .....................................................................................................................................12 OPENING AND CLOSING POSTING PERIODS ...........................................................................................................................13 GR/IR CLEARING................................................................................................................................................................13 GR/IR REGROUP .................................................................................................................................................................14 CURRENCY VALUATION OF BANK ACCOUNTS ......................................................................................................................15 TURN OF THE YEAR.........................................................................................................................................................17 BALANCE CARRY FORWARD...............................................................................................................................................17 ZEROING TAX ACCOUNTS IN TURN OF THE YEAR .................................................................................................................18 REPORTS .............................................................................................................................................................................18 DOCUMENT JOURNAL .........................................................................................................................................................18 ACCOUNT STATEMENT 1 .....................................................................................................................................................18 ACCOUNT STATEMENT 2 .....................................................................................................................................................19 BALANCE LIST.....................................................................................................................................................................19 LINE ITEMS .........................................................................................................................................................................19 ARVONLISVEROLASKELMA ...............................................................................................................................................19 VAT REPORT (TAX CODES BY ACCOUNTS)..........................................................................................................................19 VAT REPORT (TAX CODE + CUSTOMER/SUPPLIER CODE) ....................................................................................................19 BALANCE AND INCOME STATEMENTS..................................................................................................................................19

CREATING A NEW ACCOUNT

Accounting Centrally

Financial accounting -> General ledger

Master records

Individual Processing

G/L account number Company code

Number of account to be created (FICO Aspro Power Supplies )

Click on

Or

, if you want the account to be based on an existing account.

Account group PL statement acct Balance sheet account Short text G/L acct long text

Account group (the following screen filled based on it) Select, if a profit and loss account Select, if a balance sheet account Short name of account Full name of account

Account currency Only balances in local crcy Exchange rate difference key Tax category Posting without tax allowed Recon.acct for acct type Alternative account no. Open item management Line item display Sort key

Currency Select, if you want to see transactions only in RMBs SALC on foreign exchange bank accounts Allowed tax codes for this account Select, if posting without a tax code allowed Type of Reconciliation account Number of alternative account Displays data in lines, not e.g. tax accounts and claim accounts Sort key (usually 008)

Field status group

Defining fields, which are filled when the document is created (compulsory, optional, hidden fields) ( sales receivables = G067; accounts = G068; travels = G069) An account line can be complemented Related to treasury

Post automatically only Supplement auto.postings Planning level Relevant to cash flow Save the document by clicking on

Note! Remember to update the account scheme in Documentum!

CREATING AN ACCOUNT AS COST ELEMENT

Accounting Controlling Cost Element Accounting Individual Processing Create Primary Master Data Cost Element

Cost element Valid from to Reference

Account number

If you want the cost element to be based on an existing cost element .

Press Enter or click on

CEIem category

1 11 12

Primary cost element Revenue element Sales deduction

If you want to define a default cost center or order number for the cost element, fill in this screen. Save the work by clicking on .

ENTERING G/L ACCOUNT DOCUMENT

1. Accounting Document Financial Accounting General Ledger Document Entry Enter G/L Account

Doc.date Currncy Posting date Calc.tax Reference Shrt txt Doc.type

Document date

Amount of tax is calculated automatically Reference number of receipt Text fields which applies to the whole document Document type

Exchange rate Translation date Calc.tax Fill in data into rows.

Date of the exchange rate, if the own rate is used Amount of tax is calculated

You can view postings of the document with automatical entries (VAT) by clicking on If the document is ok, save it by clicking on

2. Accounting Posting

Financial Accounting

General Ledger

Document Entry

Others

General

Document date Type Company code Posting date Period Currency/rate Document number Translation dte Reference Doc.header text PstKy Account Sp.G/L Trans.type

Document type 0008

(Leave this blank, is filled in automatically) Date of exchange rate, if the own rate is used Documents reference number

Posting key, defines type and sign of entry Account number Used in e.g. down payments Used in AM

Amount Tax code Calculate tax Business area Cost center Order Sales order More Purchasing doc. Text PstKy Account Sp.G/L Trans.type

Amount of tax is calculated automatically

Text field for the whole row Posting key, defines type and sign of entry Account number Used in e.g. advance payments, bills of exchange Used in AM

Fill in the following screen in the same way. You can view postings of the document with automatical entries (VAT) by clicking on If the document is ok -> Save -> You get a document number

Cancelling a document /periodize

Accounting

Financial accounting

General ledger

Document

Reverse

Individual Reversal

Cancelling an individual document

Document no. Company code Fiscal year Reversal reason Posting date Posting period

(FICO) (not necessary, filled in automatically according to document number)

Posting date of reversal (default: date of original document) Posting period (default: period of original document)

Mass Reversal

Cancelling the whole document type / several document numbers

(Note! Document type 76 cancellations are automatically done with document type 77)

Company code Document number Document type Posting date Reason for reversal Posting date Posting period Test run

FICO If you want to cancel all documents made with a document type Posting date of cancelled document, if you want to select documents posted at certain date Posting date of reversal (default: date of original document) Posting period (default: period of original document) Select, if you first want to check documents to be cancelled

If the document has been cleared already, cancel it in the following way: Accounting Financial accounting General ledger Document Reset cleared items

Clearing document Company code

(FICO)

Shows all documents referred to that clearing document. Click on

Only resetting Resetting and revers

Cancels only clearing Cancels clearing and clearing document

REGISTERING A REMITTANCE INTO VENDORS CREDIT NOTE

Accounting Financial accounting General Ledger Document entry Incoming payment

Document date Type Company code Posting date Period Currency/rate Document number Translation dte Reference Doc.header text Clearing text Account Business area Amount Bank charges Text Account Account type Standard OIs

(FICO)

(Leave blank, is filled in automatically) Documents reference number Text field for the rows Bank account

Text field for G/L account row Supplier code K = supplier (Select)

Additional selections More selections for open items

Select wanted item(s) with a double-click. Note! Sum in Not assigned field must be 0. You can check the document: Document -> Simulate To save the document, click on .

Rounding the figures Go to Res.items screen doubleclick the payment row change the amount of rounding into Residual items field by doubleclicking the field or entering the amount manually. In RCd field, select reason code 4 (rounding is done to account 8349 0000) and click on . If you want to view all posting Document Simulate

When the posting is ok, click on

CHANGE OF POSTING PERIOD

Opening and closing posting periods Accounting Financial accounting and close posting periods General ledger Environment Current settings Open

Account type * All account types A Assets D Customers K Vendors S G/L accounts From - to account Define open accounts From per.1 - to period Define periods

GR/IR Clearing Accounting Financial Accounting General Ledger Without Specification of Clearing Currency Periodic Processing Automatic Clearing

Company code Fiscal year Select G/L accounts G/L accounts Clearing date Detail list with error log Only docs which can be cleared

(FICO) (Note! Leave blank!) (Select) 26405000 (GR/IR clearing account) (Select) (Select, you get a list of documents which can be cleared)

First select Test run

check the list

unselect Test run

GR/IR regroup Accounting Financial accounting General ledger GR/IR clearing Search for variant "Aspro" Periodic processing Closing Regroup

G/L account Company code Key date GR/IR clearing

GR/IR account (FICO) The last day of period (Select)

Document date Document type Posting date Month Reversal posting date Reversal period Click on Check the list. Note! You can view postings by clicking on Go back to Posting screen, select "Creating postings" and click on Then start Batch Input. See instructions on page 17. Currency valuation of bank accounts Accounting Financial accounting Foreign Currency Valuation General ledger Periodic processing Closing Valuate . .

Search for variant "Aspro balances" by clicking on

Company code Evaluation key date Valuation method Valuation in curr.type Postings Batch input session name Document date Posting date Posting period Selections

(FICO) First day of a new period (Nore! You can enter data for new period only after currency valuation!) (KTO2) (10)

(VALUATION)

Valuate G/L account balances G/L account

(Select)

Click on Select your own display variant: Settings Check the list. Go back to "Postings" screen, select Creating postings and click on To print out the list, click on . . Display variant Choose select /bal.valuation

Then start the actual posting: System

Services

Batch input

Sessions

Select your own session and click on

Process/foreground Display errors only Background

Select, if you want to view process of postings Select, if you want postings to stop only when errors occur Select, if you want postings to process in the background

Click on If you select Process/foreground, accept screen by clicking Enter. You can also correct postings at this stage.

Click on If necessary, you can cancel the batch input in the following way: System Services Batch input Cancel

TURN OF THE YEAR

Balance Carry Forward Accounting Financial Accounting General Ledger Carrying Forward Balance Carry Forward Periodic Processing Closing

Note! You must close Asset accounting before General Ledger!

Company code Carryforward to fiscal year

(FICO)

Aja ensin testiajona eli tpp 'Test run' kohdassa. Tarkista tulos ja suorita uudelleen ilman 'Test run':ia.

Zeroing tax accounts in turn of the year

Accounting Financial Accounting Post Tax Payable

General Ledger

Periodic Processing

Closing

Report

REPORTS

Document journal Accounting Financial accounting General Ledger Periodic Processing Closing Report Report Selection Adequacy and documentation Document Document journal (1)

Account statement 1 Accounting Financial accounting General Ledger Periodic Processing Report Selection Lists Account Account statement Closing Report

Account statement 2 Accounting Financial accounting General Ledger Periodic Processing Closing Report Report Selection Adequacy and documentation Balance audit trail G/L accounts From document General Ledger from the Document File

Balance list Accounting Financial accounting General Ledger Periodic Processing Closing Report Selection Adequacy and documentation Account Totals balances Report

Line items Accounting Financial accounting General Ledger Periodic Processing Report Selection Adequacy and documentation Account Line items Closing Report

Arvonlisverolaskelma Accounting -> Financial accounting -> General Ledger -> Periodic Processing -> Closing -> Report -> Report Selection -> Reporting -> Tax reports -> General -> Generate advance return

VAT report (tax codes by accounts) Accounting Financial Accounting General Ledger Periodic Processing Closing Report Selection Reporting Tax reports General Tax advance return (add.list) Report

VAT report (tax code + customer/supplier code) Accounting Financial Accounting General Ledger Reporting Tax reports General Advance return for tax on sales/purchases Advance return for tax on sales/purchases Select variant VENDOR/CUSTOMER all tax codes Change period and enter tax code if you dont want to list

Balance and income statements Accounting Financial accounting General Ledger Periodic Processing Closing Report Report Selection Adequacy and documentation Account Balance sheet/P+L statement

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