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General Ledger SAP Best Practices
©2013 SAP AG. All rights reserved.2 Purpose, Benefits, and Key Process Steps Purpose This scenario provides a comprehensive picture of external accounting and accounts. Benefits Recording all business transaction ensures complete and accurate accounting data. Key Process Steps Posting General Ledger Account Documents Displaying the Document Journal Displaying G/L Balances (List) Carrying Out Recurring Entries Account Maintenance: Automatic and Manual Clearing
©2013 SAP AG. All rights reserved.3 Required SAP Applications and Company Roles Required Enhancement package 6 for SAP ERP 6.0 Company Roles General Ledger Accountant Finance Manager
©2013 SAP AG. All rights reserved.4 Detailed Process Description General Ledger The central task of G/L accounting is to provide a comprehensive picture of external accounting and accounts. Recording all business transactions (primary postings as well as settlements from internal accounting) in a software system that is fully integrated with all the other operational areas of a company ensures that the accounting data is always complete and accurate. The SAP FI General Ledger has the following features: –Free choice of level: corporate group or company –Automatic and simultaneous posting of all sub-ledger items in the appropriate general ledger accounts (reconciliation accounts) –Simultaneous updating of general ledger and cost accounting areas –Real-time evaluation of and reporting on current accounting data, in the form of account displays, financial statements with different financial statement versions and additional analyses. Essentially, the general ledger serves as a complete record of all business transactions. It is the centralized, up-to-date reference for the rendering of accounts. Actual individual transactions can be checked at any time in realtime processing by displaying the original documents, line items, and transaction figures at various levels such as: –Account information –Journals –Totals/transaction figures –Balance sheet/profit and loss evaluations
©2013 SAP AG. All rights reserved.5 Process Flow Diagram General Ledger General Ledger Accountant Finance Manager Event G/L = General Ledger Process Decision Posting (FI)ReversalDisplaying Posting G/L Account Document Displaying and Changing Line Items Displaying a Document Displaying the Compact Document Journal Displaying the Document Journal Display Balances Reversing a Document Processing a Recurring Entry Document List of Recurring Entry Original Documents Carrying Out Recurring Entries Clearing Process Decision Displaying G/L Balances (List) Displaying and Change Process Decision Account Maintenance: Automatic Clearing Account Maintenance: Manual Clearing Reversing a Document – Individual Reversal Reversing a Document – Mass Reversal
©2013 SAP AG. All rights reserved.6 Legend SymbolDescriptionUsage Comments To next / From last Diagram: Leads to the next / previous page of the Diagram Flow chart continues on the next / previous page Hardcopy / Document: Identifies a printed document, report, or form Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Financial Actuals: Indicates a financial posting document Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Budget Planning: Indicates a budget planning document Does not correspond to a task step in a document; instead, it is used to reflect a document generated by a task step; this shape does not have any outgoing flow lines Manual Process: Covers a task that is manually done Does not generally correspond to a task step in a document; instead, it is used to reflect a task that is manually performed, such as unloading a truck in the warehouse, which affects the process flow. Existing Version / Data: This block covers data that feeds in from an external process Does not generally correspond to a task step in a document; instead, this shape reflects data coming from an external source; this step does not have any incoming flow lines System Pass / Fail Decision: This block covers an automatic decision made by the software Does not generally correspond to a task step in the document; instead it is used to reflect an automatic decision by the system that is made after a step has been executed. Externalto SAP Business Activity / Event Unit Process Process Reference Sub- Process Reference Process Decision Diagram Connection Hardcopy / Document Financial Actuals Budget Planning Manual Process Existing Version / Data System Pass/Fail Decision SymbolDescriptionUsage Comments Band: Identifies a user role, such as Accounts Payable Clerk or Sales Representative. This band can also identify an organization unit or group, rather than a specific role. The other process flow symbols in this table go into these rows. You have as many rows as required to cover all of the roles in the scenario. Role band contains tasks common to that role. External Events: Contains events that start or end the scenario, or influence the course of events in the scenario. Flow line (solid): Line indicates the normal sequence of steps and direction of flow in the scenario. Flow line (dashed): Line indicates flow to infrequently-used or conditional tasks in a scenario. Line can also lead to documents involved in the process flow. Connects two tasks in a scenario process or a non-step event Business Activity / Event: Identifies an action that either leads into or out of the scenario, or an outside Process that happens during the scenario Does not correspond to a task step in the document Unit Process: Identifies a task that is covered in a step-by-step manner in the scenario Corresponds to a task step in the document Process Reference: If the scenario references another scenario in total, put the scenario number and name here. Corresponds to a task step in the document Sub-Process Reference: If the scenario references another scenario in part, put the scenario number, name, and the step numbers from that scenario here Corresponds to a task step in the document Process Decision: Identifies a decision / branching point, signifying a choice to be made by the end user. Lines represent different choices emerging from different parts of the diamond. Does not usually correspond to a task step in the document; Reflects a choice to be made after step execution
©2013 SAP AG. All rights reserved.7 No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. National product specifications may vary. These materials are provided by SAP AG and its affiliated companies ("SAP Group") for informational purposes only, without representation or warranty of any kind, and SAP Group shall not be liable for errors or omissions with respect to the materials. The only warranties for SAP Group products and services are those that are set forth in the express warranty statements accompanying such products and services, if any. Nothing herein should be construed as constituting an additional warranty. SAP and other SAP products and services mentioned herein as well as their respective logos are trademarks or registered trademarks of SAP AG in Germany and other countries. Please see for additional trademark information and notices.http://www.sap.com/corporate-en/legal/copyright/index.epx#trademark
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