Configuring SAP to Post Documents

Slide 2 Where are we? So far, you have configured much of the master data Company structure G / L Vendors Material master data In this section, you will perform the configuration for G/L transactional data

Slide 3 What is a Document? It’s a record of a business transaction Something akin to a general journal transaction It connects a business transaction with the corresponding accounting posting In this context, we are referring to a FI document There are many transactional documents in other functional subsystems

Slide 4 Document Segments Header data applies to the entire document Document date Document number Descriptive metadata Line items The balancing debits and credits There must be at least two line items

Slide 5 Document Segments (Illustration - Header)

Slide 6 Document Segments (Illustration – Line Items)

Slide 7 Document Screens There are two styles The new style has drop-down sections The old style has icons to display the individual screens G/L documents use this old style

Slide 8 Document Types Every accounting document has a document type Field BLART Based on the document type, you can only posed to certain types of accounts Several document types are predefined Per-company custom document types can also be created Each document type has a number range

Slide 9 Document Types (List)

Slide 10 Document Types (Defining 1)

Slide 11 Document Types (Defining 2) Each document type is associated with a number range (in a moment)

Slide 12 Document Types (Defining 3) Associated number ranges

Slide 13 Document Numbering Every FI document has a unique document number This is the primary key used to access the document in the accounting system Document numbers are unique per (composite key) (field BELNR) Company code Fiscal year Document number

Slide 14 Document Number Ranges Remember that every document has a unique number Document numbers can be internally or externally assigned Use external assignment to import non-SAP document numbers Use internal assignment to create documents based on a set of rules

Slide 15 Document Number Ranges (Ways to create) You can define custom document ranges You can copy an existing range from another company code You can copy an existing range from the same company code from one fiscal year to another

Slide 16 Document Number Range (Custom) Number intervals must not overlap

Slide 17 Document Number Ranges (Process) Create custom document number range, if necessary Copy document ranges to company code or to the current fiscal year

Slide 18 Posting Periods Recall that we talked about posting periods already Regular posting periods Special periods exist for corrections or “after the fact transactions In the first lab you selected variant K1 for posting period (calendar year with 1 special period) Here, we indicate when these posting periods are open (when you can post to the accounts)

Slide 19 Special Posting Periods (Example 1) An employee gets a retroactive salary increase (previous month)

Slide 20 Special Posting Periods (Example 2) January: Posting Period 1 Salaries 6,000 W&S to be paid 7,000 Clearing 1,000 Previous Year: Posting Period 13 Salaries 1,000 W&S to be paidClearing 1,000

Slide 21 Posting Period Setup Define (create) posting period variant Define posting periods for the above variant Assign the variant to a company code

Slide 22 Posting Period (Illustration)

Slide 23 Tolerance Groups (Introduction) A tolerance group is used to limit amounts and variances that an employee is allowed to post Tolerance groups appear in many places but here we look at FI Thus, they are an employee control function

Slide 24 Tolerance Groups (Examples) Maximum document that an employee is allowed to post Maximum line item amount Cash discount amounts allowed Allowable payment differences

Slide 25 Tolerance Groups (Implementing) Define tolerance groups Define default tolerance groups for all users Define other tolerance groups for groups of users or individual users Tolerance groups are applied from the general to the specific Differences are handled by posting to corresponding expense / revenue account

Slide 26 Defining Tolerance Groups Use the IMG to create a tolerance group for employees Leave the Group blank to create a “default” tolerance group

Slide 27 Defining Tolerance Groups You can also define tolerance groups for GL accounts

Slide 28 Payments We also need to define who makes payments One company code can make payments for many company codes Central payment processing One company code can make payments for one company code

Slide 29 Payments (Example)