SAP Overview Training FI Overview

SAP Overview Training
FI Overview
Table of Content
Objective
Overview FI & CO Modules
Overview General Ledger (G/L)
Overview (AR & AP)
Overview Asset Accounting (AA)
Overview CO Modules
Integrated Process in MM
Integrated Process in SD
Q &A
Strictly Confidential: Internal used only Page 2 © 2008 ABeam Consulting

Objective
Review functions of Financial Accounting (FI) which are

related to MM & SD
Better understanding of SAP FI concept in order to post
transaction in SAP.

Table of Content
Objective
Overview FI Modules
Overview (AR & AP)
Q &A

SAP ERP Modules

FI Integration
KT phải trả (AP) Mua hàng (MM)
KT tiền (CA)
Kho hàng (MM)

SỔ CÁI (GL)
Tài sản
cố định (AA) Bán hàng (SD)
KT phải thu (AR)
FI and CO : External VS Internal
EC-
PCA
CO Internal Accounting
Controlling
Profit Center Accounting

Cost Accounting
Management Accounting
Different Valuations
Flexibility
FI External Accounting
Financial Tax Financial Statements
Accounting audit Legal Requirements

Table of Content
Objective
Overview (AR & AP)
Q &A

G/L : Daily Process
Chart of
accounts
1. Maintain G/L 2. Accounting 3. Hold / Park

Account Code Voucher Posting Document
Petty Cash
5. Daily 4. Handle Petty Cash

Report Process

G/L : Month-End Process
INV
120
10 10 10 10 10 10 10 10 10 10 10
Expenses
Periods
3. Revaluate 4. Post & Reverse

1. Create Account 2. Post Recurring
Foreign Currency Accrued
Assignment Model Journal Entries
Bank Account Expense/Revenue
P&L Statement
Input Tax Report
Balance Sheet
8. Create 7. Prepare Input/ 5. Clearing & reclassify

Financial Statements Output Vat Report Account

FI Organization Structure
Client 001
Chart of Account AA Chart of Account BB
Company code Company code Company code

1000 2000 3000

Company code
A company code is the smallest organizational unit of Financial Accounting

for which a complete self-contained set of accounts can be drawn up for
purposes of external reporting.
This includes recording of all relevant transactions and generating all

supporting documents required for financial statements.

Chart of Accounts and Chart of Accounts Assignment
A chart of accounts provides a A chart of accounts must be
framework for the recording of assigned to each company code.
values to ensure an orderly This chart of accounts is the
rendering of accounting data. operative chart of accounts and is
The G/L accounts it contains used in both financial accounting
are used by one or more and cost accounting.
company codes.

Company Code Specific Settings
Sample Data in Chart of Account Level

- Name
- B/S or P&L
- Account group
- Consolidation data
Sample data in Company code level

- Currency
- Line item
- Open item
- Tax category
- Field status group

Document Principle
1 Business Transaction = 1 Document
Tax Invoice
To THS 015/8796
From ABC Company Document No. 1300001234
Dr. Expense 100
Supplies
Dr. Tax 7
= Cr. Cash 107
3 Bottles of
chemicals 100
Tax 7% 7
107
1300001234
Date

Structure of a Document
Overview Detail
Document Number Company Code Fiscal Year Document DT

Document Date Posting Date Period Header
Currency … …
Items
Account
001 PK Acct Description Amount +
Line Item 1 / PK
002 PK Acct Description Amount – Amount
. . . . . Tax Code
. . . . . Additional Details
Business Area
Cost Center
Text
…

Document Type
The document type determines where Number In particular, the number range assigned to
the document is stored as well as of Postings the relevant documents is determined on
the account types to be posted. (2 to 999) the basis of the document type
Outgoing Incoming Bank

invoice invoice
XXXXX XXXXXXXXX
DR KR SB
Acct type D, S
Customers
Doc. No. 1800000025

Function of Posting Keys
Doc Type DR Posting Key
Company 01 Outgoing Invoice
Air Conditioners Inc.
Invoice 1800000025 Debit Entry

from 25/03/YYYY
Account Type D
Goods 50,000
Tax 3,500
Sales-related
Total 53,500
The Posting Key has control functions within the

line items. It controls: 50 G/L Entry
1. On which type of account the line item can
be posted to Account Type S
2. If the item is posted as a debit or credit
3. The field status of additional details Credit Entry

Standard Posting Keys
Debit Credit
Customer 01 11
Vendor 21 31
G/L 40 50
Asset 70 75
Material 89 99
Posting Periods
DR
Posting Date Cust. Air Conditioners

Company 25/03/YYYY
Air Conditioners - Master Records -
Balances YYYY
Invoice 1800000025 Period 01

0203
from 25/03/YYYY 04+ 53,500
16
03 04 open posting per.

Fiscal Year YYYY
01 02 03 04 05 06 07 08 09 10 11 12 13 14 15 16
Closing periods
((
((
01 02 03 04 05 06 07 08 09 10 11 12 Calendar year ((

Taxes and Tax Code
Input Tax Output Tax
- Deferred Purchase Tax rate 7% (D7) - Deferred Output Tax rate 7% (DS)
- Purchase Tax rate 0% (V0) - Output tax rate 0% (Export) (O0)
- Purchase tax rate 7% (V7) - Output Tax rate 7% (O7)
- Purchase tax rate 10% (V1) - Output Tax rate 10% (O1)
- Unclaimed Purchase Tax rate 7% - Output Tax rate 0% (non tax
(incl.Assets&Exp.) (U7) relevant) (OX)
- Unclaimed Purchase Tax rate 7% Etc.
(can't to exp.) (N7)
Etc.

Posting Foreign Currency
Local Currency THB
Doc. Header Exchange Rates Table
Doc. Currency USD 30/05/YYYY USD THB 42

Conversion Date 31/05/YYYY 31/05/YYYY USD THB 40
Line Items
Check exchange rate type

Amount 100 USD L/C Amount 4,000 THB derivation in MM & SD
(100x40)
- Bank selling rate
- Bank buying rate

Reversing Documents
Company-A Account 1 Step for reversing document
Document 2,050
____ _____ 1. Document entered incorrectly
____ _____ 1.
Account 2
____ _____ 2. Document corrected by Reversal
2,500 2,050
3. Document re-entered correctly
Company-A Account 1
Document 2,050
____ _____
____ _____ 2. Account 2
____ _____ Note: If the document is posted from
2,050
2,500 MM or SD modules, It cannot be
reversed and re-entered directly in FI
Company-A
module.
Account 1
Document 2,500
____ _____
____ _____ 3.
____ _____ Account 2
2,500 2,500

Account Information
Link to
original
document
in MM &
SD

Closing Period
MM Period FI Period Period Lock

Closing Closing in CO
After check that all After be informed that After run allocation
transactions are transaction for each process and all
already posted in the sub module has been transactions already
system record completely posted
* Cannot re-open Open/close/re-open all Open/close/re-open

period time base on company all time base on
policy company policy

Change
 Review G/L Account for MM and SD especially for Automatic Account
Assignment
 Create new document type for MM and SD such as Goods Issue, Delivery,
Inventory Document, Invoice, Credit Note and Debit Note etc.
 If the document is posted from MM or SD modules, It cannot be reversed
and re-entered directly in FI module.
 Close period in MM before FI then close in CO also.

Table of Content
Objective
Overview (AR & AP)
Overview CO Modules
Q &A

A/P : Daily Process
Invoice
1. Handle Vendor 2. Manage Vendor 3. Post

Invoice, C/N, D/N Down Payment Outgoing Payment
6. Print W/T Certificate 4. Print

5. Check Preparation
Payment Voucher

A/P : Periodic Processing
Month End
1. Run Automatic 2. Print Check 3. Prepare PND 4. Revaluate Foreign

Payment Register Report 3,53,54 Report Currency Invoices
Year End
Aging
A/P Balance
1. Print Balance
2. Print 3. Carry Forward
Confirmation
A/P Reports Vendor Balances
Letter

A/R : Daily Process
Invoice
1. Handle Customer 2. Manage Customer

Invoice, C/N, D/N Down Payment
5. Customer Credit 4. Print 3. Receive

Review Receipt Voucher Customer Payment

A/R : Periodic Processing
Month End
Bill for Collection
1. Print 2. Dunning Letter 3. Calculate Overdue 4. Revaluate Foreign

Bill for Collection Processing Invoice Interest Currency Invoices
Year End
Aging
A/R Balance
1. Print Balance 2. Print 3. Carry Forward

Confirmation Letter A/R Reports Customer Balances

Reconciliation Account
Accounts Receivable/Accounts Payable
Customer 1 Customer 2
1,000 500
General Ledger
Domestic Receivables
1,000 500

The Complete Vendor Account
Client 12345
Address
Level General Data
Account 12345 in Account 12345 in

CC 1000 Purchasing Org 001
Company Code Purchasing

Segment CC1000 Organization
segment

The Complete Customer Account
Client 12345
Address
Level General Data
Account 12345 in Account 12345 in

CC 1000 Sales area 01
Company Code Sales area

Segment CC1000 segment

Pages of the Vendor/Customer Account
Customer 1000 Address
General Data Customer 1000 Control Data
- Address Customer 1000 Paym. Trans.

Customer 1000 Acc. Info.
- Control Data
Company code 0001
- Payment Transaction Customer 1000 Payment Trans.
+ Texts Company code 0001
Customer 1000 Correspondence
Company code 0001
Company Data
Customer 1000 Insurance
- Accounting Information Company code 0001
- Payment Transactions Customer 1000 WithholdingTax.

Company code 0001
- Correspondence Group 1
Group 1
- Insurance …
- Withholding Tax
Group 2
+ Texts …

AP/AR Account Groups
AR AP The account group controls

100000-199999 100000-199999
Dom. Dom. 1. The number ranges of the

200000-299999 200000-299999
accounts
For. For. 2. The status of the fields in
300000-399999 300000-399999 the master record
3. If the account is a one
OT OT
400000-499999 400000-499999
time customer or vendor.
0001 0001
500000-599999 500000-599999
…… ……
600000-699999 600000-699999

Special General Ledger Transactions
Down payment request Special G/L indicators are used

for posting of specific customer
Down payment or vendor transactions such as
short term loan, down payment.
Bill of exchange request
When post customer or vendor
entry with a special G/L
Bill of exchange indicator, the entry will be
posted to other reconciliation
Check/Bill of exchange account (which is pre-defined to
that G/L indicator) but not to be
Ind. Value adjustment posted to the corresponding
G/L reconciliation account
Guarantees defined in the master record.
Interest

Controlling Special G/L Transactions
Posting key
09
19
Special G/L Indicator
29
39
D Down payment received

R Down payment request
I Down payment on intangible assets
T Down payment on tangible assets
B Bill of exchange
... ...

Change
 Maintain Customer master data, General view and Sales view in SD and
Company code view in FI-AR
 Maintain Vender master data, General view and Purchasing view in SD
and Company code view in FI-AP
 Some business process such as down payment process.

Table of Content
Objective
Overview (AR & AP)
Overview CO Modules
Q &A

Activity Processing
1. Asset Acquisition 2. Asset Transfer 3. Asset Retirement 4. Asset Sales

Month-End & Year-End Processing
1. Calculate & Post 2. Take Physical 4. Carry Forward Asset

3. Print Legal Reports Balances
Depreciation Inventory
Month-End Proc.
Year-End Processing

Chart of Accounts & Chart of Depreciation
Client
Chart(s) of accounts Chart(s) of depreciation
Company code Company code Company code Company code

1000 2000 3000 4000
Chart of Chart of Chart of Chart of
accounts CA1 accounts CA2 accounts GCA accounts ICA
Chart of Chart of Chart of Chart of
depreciation US1 depreciation CN1 depreciation MX1 depreciation GB1

Depreciation Areas
Chart of Depreciation
Depreciation area 01 BOOK DEPRECIATION
Depreciation area 02 TAX DEPRECIATION
Depreciation area 03 SPECIAL RESERVES.
Depreciation area 20 COST ACCOUNTING DEP.
: :
: :

Asset Class
Asset Class Asset Class

1000 Building 2010 Machines
Asset Main number 10001

Asset Class Functions
Asset classes
Screen Account Number Asset- Default

layout allocation assignment type values
Asset Master Record

Screen Layout of Asset Master Data
Field
Asset Screen Layout Maintenance Levels Copy
Groups
Fork Lift Reg. Opt. Sup. Displ. Class Main no. Sub-no.
1 x (x) x x
2 x x
Asset Class
Vehicles 3 x (x) x
:
Screen Layout Asset Master Record
3000
1 Description ?
2 Inventory Number
3 Cost Center ?
Relation in Asset Accounting
Balance
A B Sheet
G/L
Accounts
Asset
Classes
Asset
Master
Records

Asset Accounting as Subsidiary Ledger
General Ledger
Assets Liabilities
1000 1000
Asset Account Vendor

1000 1000

Asset Acquisition: Integration with AP
- integrated with vendor -
Simplified example:
Posting without cash discount and without VAT on 9/1/YYYY
ENTRY
PK Account Amnt. TTy AVdate
70 ASSET 1,000 100 9/1/YYYY
ACCOUNT
31 VENDOR 1,000 --- S
ASSET VENDOR
1,000 1,000
Automatic
Assets Liabilities
entries
1,000 1,000

Asset Acquisition with MM Integration
- integrated with MM Purchasing-
PURCH. ORDER GOOD INVOICE ASSET

RECEIPT RECEIPT
Capitalized on
9/1/YY
CAR, Ltd. DD.MM.YYYY
........
Vendor: 1 ........
Account assign-: A 20000,- Acquisition value
ment category
20000.-
car
Asset no. X Goods receipt
Invoice receipt

Table of Content
Objective
Overview (AR & AP)
Overview CO Modules
Q &A

Integrated MM-FI
Goods receipt (1) Material stock or
Material consumption
Document
document
Line Items
1
Goods Material
receipt GR/IR
MM
Purchase
Order MM FI
GR/IR
Order 1
2
Amount
Invoice receipt (2)
Document
Invoice
FI Line Items
Verification
No document document GR/IR Vendor
Input Tax
Vendor 2
MM FI

Table of Content
Objective
Overview (AR & AP)
Overview CO Modules
Q &A

Integrated SD-FI
Delivery (1) COGS
Material
document
Document 1
Line Items
Goods Cost of goods sold

receipt Material
SD Material stock
Sales
Order SD FI 1
Order
Amount
Customer
Billing (2)
Document
FI Invoice 2
Line Items
Verification
No document document Customer
Revenue Revenue
Out put Tax
2
SD FI

Q&A
Thank You

SAP Overview Training FI Overview

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Strictly Confidential: Internal used only Page 2 © 2008 ABeam Consulting

Review functions of Financial Accounting (FI) which are

Strictly Confidential: Internal used only Page 3 © 2008 ABeam Consulting

Strictly Confidential: Internal used only Page 4 © 2008 ABeam Consulting

Strictly Confidential: Internal used only Page 5 © 2008 ABeam Consulting

KT phải trả (AP) Mua hàng (MM)

Kho hàng (MM)

Profit Center Accounting

Strictly Confidential: Internal used only Page 7 © 2008 ABeam Consulting

Strictly Confidential: Internal used only Page 8 © 2008 ABeam Consulting

1. Maintain G/L 2. Accounting 3. Hold / Park

5. Daily 4. Handle Petty Cash

Strictly Confidential: Internal used only Page 9 © 2008 ABeam Consulting

3. Revaluate 4. Post & Reverse

8. Create 7. Prepare Input/ 5. Clearing & reclassify

Strictly Confidential: Internal used only Page 10 © 2008 ABeam Consulting

Chart of Account AA Chart of Account BB

Company code Company code Company code

Strictly Confidential: Internal used only Page 11 © 2008 ABeam Consulting

A company code is the smallest organizational unit of Financial Accounting

This includes recording of all relevant transactions and generating all

Strictly Confidential: Internal used only Page 12 © 2008 ABeam Consulting

Strictly Confidential: Internal used only Page 13 © 2008 ABeam Consulting

Sample Data in Chart of Account Level

Sample data in Company code level

Strictly Confidential: Internal used only Page 14 © 2008 ABeam Consulting

1 Business Transaction = 1 Document

Strictly Confidential: Internal used only Page 15 © 2008 ABeam Consulting

Document Number Company Code Fiscal Year Document DT

Strictly Confidential: Internal used only Page 16 © 2008 ABeam Consulting

Outgoing Incoming Bank

Strictly Confidential: Internal used only Page 17 © 2008 ABeam Consulting

Invoice 1800000025 Debit Entry

The Posting Key has control functions within the

Strictly Confidential: Internal used only Page 18 © 2008 ABeam Consulting

Posting Date Cust. Air Conditioners

Invoice 1800000025 Period 01

03 04 open posting per.

Strictly Confidential: Internal used only Page 20 © 2008 ABeam Consulting

Input Tax Output Tax

Strictly Confidential: Internal used only Page 21 © 2008 ABeam Consulting

Local Currency THB

Doc. Header Exchange Rates Table

Doc. Currency USD 30/05/YYYY USD THB 42

Check exchange rate type

Strictly Confidential: Internal used only Page 22 © 2008 ABeam Consulting

Strictly Confidential: Internal used only Page 23 © 2008 ABeam Consulting

Strictly Confidential: Internal used only Page 24 © 2008 ABeam Consulting

MM Period FI Period Period Lock

* Cannot re-open Open/close/re-open all Open/close/re-open

Strictly Confidential: Internal used only Page 25 © 2008 ABeam Consulting

Strictly Confidential: Internal used only Page 26 © 2008 ABeam Consulting

Strictly Confidential: Internal used only Page 27 © 2008 ABeam Consulting

1. Handle Vendor 2. Manage Vendor 3. Post

6. Print W/T Certificate 4. Print

Strictly Confidential: Internal used only Page 28 © 2008 ABeam Consulting

1. Run Automatic 2. Print Check 3. Prepare PND 4. Revaluate Foreign

Strictly Confidential: Internal used only Page 29 © 2008 ABeam Consulting

1. Handle Customer 2. Manage Customer

5. Customer Credit 4. Print 3. Receive

Strictly Confidential: Internal used only Page 30 © 2008 ABeam Consulting

Bill for Collection