CUSTOMIZATION (TR.CODE.OBD4)
path: SPRO-Financial accounting-General ledger
accounting- GL accounts-master data-preparations-Define account group
select new
entries button
|
Chart of accounts
|
Account group
|
Name
|
From account
|
To account
|
|
AML
|
SCPL
|
Share
Capital
|
100000
|
100099
|
|
AML
|
RSPL
|
Reserves
& Surplus
|
100100
|
100199
|
|
AML
|
ACDN
|
Accumulated
depreciation
|
100200
|
100299
|
|
AML
|
SCLN
|
Secured
Loans
|
100300
|
100399
|
|
AML
|
UNSL
|
Unsecured
loan
|
100400
|
100499
|
|
AML
|
CLPL
|
Current
Liabilities and Provisions
|
100500
|
100599
|
|
AML
|
FAST
|
Fixed
Assets
|
200000
|
200099
|
|
AML
|
CAST
|
Current
Assets loans & Advances
|
200100
|
200199
|
|
AML
|
|
Sales
|
300000
|
300099
|
|
AML
|
OTHER
|
Other
Income
|
300100
|
300199
|
|
AML
|
INCR
|
Increase /
Decrease in stocks
|
300200
|
300299
|
|
AML
|
RMCL
|
Raw
material consumption
|
400000
|
400099
|
|
AML
|
PRSN
|
Personnel cost
|
400100
|
400199
|
|
AML
|
MFRG
|
Manufacturing
Expenses
|
400200
|
400299
|
|
AML
|
ADMN
|
Administration
Expenses
|
400300
|
400399
|
|
AML
|
INTR
|
Interest
|
400400
|
400499
|
|
AML
|
DEPR
|
Depreciation
|
400500
|
400599
|
Select save
button on Crtl+S
Select your
request and press enter and save in your request
6 digits
1000000 100099 share
capital 1000-1099 100000000-1000000099
Reserves
& Surplus
Accumulated
Depreciation
Unsecured
loans
Current
Liabilities & Provision
Fixed
Assets
Afterwards we
require liabilities account groups with 1 series –10 account groups.
How many
groups we can crate with 1sries . available accounts (1999-1599)=400 accounts.
New account groups with 1series we can create 400/100=4 groups .
Now we have
to go for –5 series .
The user at
the time of posting first the will give 1*
If the
account is not there then he will check with 5*
When we use 6 digits:
Afterwards we
require liabilities account groups with 1 series to 10 account groups. How many
groups we can create with 1 series available accounts (199999-100599=99400)
accounts.
For each
account group we are assigning 100 accounts new account groups with 1 series.
We can create 99400/100=944 accounts groups. 5/6/7/8/ digits.
Retained
earnings accounts:
In the
year end: P & L account balances transfer to
surplus in P & L A/c Reserves & Surplus (100100-100199) Balance Sheet
A/c balances –carry forward to next year as opening balance.
This is
required in the year end and not during the implementation. SAP has made
mandatory this step during the implementation. If the consultant does not do
this step, we will have problems in the year end.
Though
accounts are not yet created assign on account for retained earnings account
purpose. We can specify retained earnings account any account number which is
with in range 100100-100199.
Generally we
specify the first account i.e.100100 as Retained earnings account and when we
start creating the accounts the first account to be created is 100100 surplus
in P & L Account.
Path: SPRO – Financial accounting – General ledger
accounting – GL Accounts – Master Data – Preparations – Define retained
earnings account.
Give you
chart of accounts AML enter. The transaction code is OB53 .
Account
assignment
P & L
Statement type ‘X’
Account
100100
Select save
button or Ctrl+S
We get a
warning message account 100100 not created in chart of accounts AML.
Ignore the
warning the message press enter. Press enter once again to save in the request.
Accounts
creation is at end user area and the transaction code is FS00
P
& L type Account
No.
400300 Rent Account
P & L A/c X 100100
Balance Sheet
A/c.
In the year
end the balance will go to account no.100100
100000 Equity
share capital
P & L A/c
Balance Sheet
A/c. Select
In the year
end the balance will go to the same account as opening balance 1 and 2 series
for Balance Sheet Accounts 3 and 4
series for P & L Accounts.
a)
Net
operating profit (operating income – operating expenses.
b)
Net
non-operating profit (non-operating income non operating expenses)
400300 Rent account P & L Account
No.
Type
Select X 100100 Net
operating profit
P & L
Statement A/c type X
Y 100101 Net
non operating profit
Balance Sheet
A/c. Profit
In the year
end the balance will go to account no.100100
300100 profit
or sale of shares.
P & L A/c.
P& L
Statement A/c. type Y
In the year
end the balance will go to account no.100101.
Fiscal
year Fiscal
year variant
Indian
companies periods April
to March +4 special periods V3
US Companies Jan
to Dec.+4 Special Periods K4
July
to June+4 Special periods V6
Oct.
to Sep+4 special periods V9
April 2007 –
March 2008 Accounting year 2007-08.
In SAP we
will call it as fiscal year 2007.
July
2007-June 2008 Fiscal
year 2007
Oct.2007
–Sep.2008 Fiscal
year 2008
2007 2008 Fiscal year
April
2007-March 2008 9 3 2007
July
2007-June 2008 6 6 2007
October
2007-September 2008 3 9 2008
It is above 6
months in next year take next year otherwise same year.
April 2007 March 2008 Fiscal
year 2007
1 12 13 14 15 16
(Normal
periods) (Special
periods)
For year end
adjustment purpose SAP has given special periods .
Special
periods are part of March
March will
have total 5 periods 1noraml period 4 special periods.
To get the
profitability and different stages SAP has given special periods.
Why special periods are required:
20th
March 2008 we have declared profitability upto February 2008 to the management
profitability figures should not be changed.
Users should
be allowed to post transactions only for March 2008.
April
2007-March 2008 Fiscal year 2007.
Open periods March 2008-March 2008
For posting 12,2007 - 12,2007
No user can
post transaction before March 2008 and after March 2008.
30.03.2008 April
2007- March 2008 Fiscal year
2007
April 2008- March 2009 Fiscal year 2008.
Open periods March 2008-March 2009
12,2007 -12,2008
15/04/2008
accounts dept. finalized profitability for the year ended 31/03/2008
Management
adjustment entries
Entry Date 05/05/2008
Periods date 31/03/2008
to update last year ledger.
We get
profitability finalized by management audits by Auditors.
20/05/2008
No.of ratification entries
Entry Date 22/05/2008
Posting date 31/03/2008 to update last year ledger.
We get
profitability finalized by auditors. To day we want to see profitability
finalized by accounts department . we can not got March 2008 includes normal
entries .
Management
adjustments and auditors rectification entries.
Auditor is
asking to show rectification entries list we can not get the list separately.
To get
profitability separately or to get the rectification entries list separately
SAP has given special periods.
Usage of
special periods is optional.
Special
periods can come in the same month or different months.
Here stage
means department profitability, Management profitability and Auditors
profitability – the state can come in the same month or different months.
Accounts
Dept. profitability April
2008
Management
adjustments and
Auditors
rectification entries May
2008
How special
periods will be used:
April
2007-March 2008 Fiscal
year 2007
20th
March 2008 open periods for posting March
2008-March 2008
12,2007….12,2007
No
user can post transactions
before March
2008 and after March 2008.
April
2007-March 2008 F.Y 2007
April
2008-March 2009 F.Y.2008
15/04/2008
accounts dep. finalized profitability for the year end 31/03/2008 Management
adjustment entries.
05/05/2008 March 2008……..March 2009
Open periods 13,2007………12,2008
Entry date :05/05/2008
Posting date
:31/03/2008 to update last year ledger period 13
We get
profitability finalized by Management audit by a auditors.
22/05/2008
no.of rectification entries.
Open periods March 2008 …. March 2009
14,2007
…… 12,2008
Entry date :22/05/2008
Posting date :31/03/2008 to update last year
ledger
Periods 14
We get
profitability finalized by auditors.
Accounts dep.
Profitability : 1-12
Management
Profitability 1-13
Auditors
finalized profitability 1-14
List of
auditors rectification entries 14-14
SAP known
only calendar year periods –we have to convert calendar year periods to our
accounting year periods.
Month Days Periods Year
shift
January 1 31 10 -1
February 2 29 11 -1
March 3 31 12 -1
April 4 30 1 0
May 5 31 2 0
June 6 30 3 0
July 7 31 4 0
August 8 31 5 0
September 9 30 6 0
October 10 31 7 0
November 11 30 8 0
December 12 31 9 0
April 2008
April 2008 –
March 2009 F.Y.2008
In which year
it is coming 2008
As which year
we are calling in SAP 2008
Year shift 0
January 2009
In which year
it is coming 2009
As which year
we are calling in SAP 2008
Year shift -1
Posting
05/01/2009 update 2008
Ledger not
2009 ledger
Oct.2008-Sep 2009 F.Y.2009
Month Days Periods Year shift October 2008
1 31 4 0 In which year it is coming as which
2008
2 29 5 0 year we are calling in SAP 2009
3 31 6 0 year shift +1
4 30 7 0
5 31 8 0 January 2009
6 30 9 0 in which year it is coming 2009
7 31 10 0 as which year we are calling
8 31 11 0 in SAP 2008
9 30 12 0 year shift +1
10 31 1 0
11 30 2 0 posting 05/10/2008 update 2009 ledger
12 31 3 0 not 2008 ledger
Path : SPRO – Financial accounting – Financial
accounting Global settings – Fiscal year – Maintain fiscal year variant
(Maintain shortened fiscal year) (Trs.code is OB29
Select
position button fiscal variant V3
Enter
Select fiscal
variant V3
Double click
on periods folder
Select back
arrow
Select new
entries button
FV : B1
Description April to March 4 Special periods
Do not select
year depend check box
If we select
year depend check box – when we save it will ask for year – when we give year
2008 – The conversion is applicable only for the year each year we have to
create the conversion.
If we
deselect year dependent check box – The conversion is common for all years.
Deselect
calendar year check box
If we select
calendar year check box – It takes
Month 1
(Jan)will be as period 1
Month 4(April
) wil be as period 4
Where as we
require month 4(April) should be as period 1 so deselect calendar year check
box.
No. of
posting periods :12
No.of special
periods :4
Select save
button or Ctrl+S
Select your
request press enter and press enter save in your request.
Select Fiscal
year variant :B1
Double click
on periods folder.
Select new
entries button
First column Month
Second column Day
Third column Period
Last column Year shift
Month Day Period Year Shift
1 31 10 -1
2 29 11 -1
3 31 12 -1
4 30 1 0
5 31 2 0
6 30 3 0
7 31 4 0
8 31 5 0
9 30 6 0
10 31 7 0
11 30 8 0
12 31 9 0
save
Assign company code to a Fiscal year variant
Path: SPRO –
Financial accounting – Global settings – Fiscal year – Assign company code to a
Fiscal year variant (Tr.code is OB37)
Select
position button
Give your
company code:AML
Enter
For company
code:AML
Assign fiscal
variant :V3
Select save
button
Ignore the
warning message press enter and press enter to save in the request.
OPEN AND CLOSE POSTING PERIODS
Fiscal year : April 2008 – March 2009 – F.Y
2008
August 2008 –
March 2009
5,2008 –
12,2008
Open means:
from August 2008
Close means:
to March 2009
Company codes : AML ASL
AIL
All company
codes
Fallow the
same
Open and
close periods
Option 1
A)
Define
posting periods
Variant ……………
X
B)
Assign
posting period
Variant to
company codes
X……….AML
X……….ASL
X……….AIL
C)
Define
open and close periods for variant X
For X,5 2008
– 12,2008
Option-2
Each company
code
having
separate open
And close
posting period variant X Y Z
Assign
posting period variant to company codes
X
to AML Y to ASL Z to AIL
Period for
variant
July
2008-March 2009 April 2008 to March 2009 Sep. 2008 to Sep. 2008
For X For
Y For
Z
04,2008 12,2008 06,2008
In this step
we are defining which periods are open for posting.
Define variants for open posting
periods:
Path : SPRO
– Financial accounting global setting – Document – posting periods-Define
variants for open posting periods
Select
new entries button
Variant Name
AML posting
period variant for AML
Ctrl+S, press enter in save
Assign posting period variant to company code:
Path : SPRO-Financial Accounting- Financial
accounting global settings- Document – posting periods – assign posting
period variant company code.
Select position button
Give the company code AML
For company code AML assign variant AML select
save button or Ctrl+S
Press enter to save in your request.
Define open and closed posting periods for
variant::
Path: SPRO – Financial accounting Global settings –
Document – Posting periods- open and close posting periods.
Select
new entries button.
Vare :
Select AML
Account type (A): Select + (valid for all accounts type)
From Account Blank
To account Blank
From period one (1) 1
Year 2008
To period 12
Year (Fiscal year) 2008
From period2 13
Year 2008
To period 16
Year 2008
Second column is option (from period 2)
Authorization group (Au.Gr): Blank
Select save button or Ctrl+S
Select your request and press enter to save in
your request.
Authorization Group:
This screen is required every month in
production client nobody will have access for customization areas.
The same screen is given at user level when it
is available at user level, the users will misuse.
SAP has given authorization group.
BASIS Administrator gives authorization group
say X and X will be assigned to user IDs manager accounts and deputy manager
accounts.
When we open the system with the above user
IDs then only we can change the periods at the user level.
Posting periods entry at end user area:
Path:
Accounting –Financial accounting –General Ledger - Environment –Current
settings-open and close posting periods ( Transaction code :S_ALR_87003642)
Select position button
Posting period variant: AML
Enter
Document type and no. ranges
In normal accounting, account person only will
pass all the entries. He will get voucher no’s continuously. In SAP voucher we
call it as document.
FI Accounts Person MM Stores Person SD
Material Receipt 1
Payment 2
Sales 3
Receipt 4
To get document number serially SAP has given
document type
Doc.type SA RE RV
No.Range 01 02 03
No.Range interval 1-100000 100001-200000 200001-300000
We are getting the document no’s continuously
by seeing the document number we can tell where it is generated.
In a year 100000 vouchers are consumed system
gives a message we give available numbers 300001-400000
Path:SPRO-Financial
accounting-Financial accounting Global settings –Document –Document
Header-Define Document Types (Tr.code:OBA7)
Select position button
Document type select : SA
GL Account document
Enter
Select type :SA
Select details button
(Ctrl+Shift+F2)
Number range :01
Select number range
information button
Give the company code : AML
Select change intervals
button (↓)
Select interval button
No.range :01
Year :2008
From number :1
To Number :100000
Current number :0
Deselect external(Ext)
check box
If we select external check box, we have to
give at the time of posting what should
be the document number.
Select press enter.
Select save button or Ctrl+S
Ignore warning message press enter
Number range interval can’t be transported to
production client – what ever number for development client for testing.
1. Consultant is an outsider – he does not know how many document numbers
are required for each area.
2. All the departments want to have 1—100000 which is not possible. In
live environment, before going live all the department heads sit together and
decide for production client.
What should be FI document number
What should
be MM document number
What should be SD document number.
SAP have given two options.
Opetion1: Year specific Option 2: Common to all
years
01-2007-1-100000 500000 500001 01-9999-1-100000
01-2008-1-100000 3000 3001 53000-53001-53002
1st Entry
Date:24.09.2008 9999 means any year
Posting date:24.09.2008 in 2nd option we don’t know
how many
2nd Entry
Entry date:29.09.2008 Documents we have posted for each
year
Posting date:31.03.2008
Note: companies follow 1st option.
Field status variant and field status groups
At the time of posting on screen we get around
70 fields. Fields are quality, text (Narration), business area, value date
Debit 70 Filed
Credit 70 Filed
------
140 Filed
====
If we
start filling up all the fields it takes so much time to post one document.
SAP has given a facility to make any filed as
1. Suppress 2. Required
3. Optional
1. Suppress:
The filed will not be visible on screen a the time of posting.
2. Required: We have to enter values to the field
compulsory. The field value will appear with question mark or tick mark-without
entering the values we can not go to next screen.
3. Optional: The
field will be visible on screen our choice to enter values or not the fields
selection is not common to all accounts. It depends on the account what we are
using. In case of sales account quantity filed is required. In case of repairs account quantity filed is not
required, we have 1000 accounts – we have to create 1000 scenarios. In stead of
creation of 1000 scenarios SAP have given field status groups.
Filed status Group Suppress required optional
Repairs A/c General
Equity share capital
Sales A/c materials
quantity select
Purchase A/c
Cash A/c Bank
Accounts
Bank A/c cost
Accouts
- When we create accounts we have to assign
field status group.
- For filed status group we is field is
suspected and which filed is optional.
- At the time of posting by the user-he gives
the account number the screen will appear based on the fields selection to
the field status group which is assigned in account number.
- Filed status groups are created under field
status variant and field status variant is assigned to company code /
codes.
Afterwards:
Cash account Dr
To
Equity share capital
Bank accounts
|
Value date text Business area
|
Required Entry
General
^
Text Business area
|
Required entry
Screen layout at the time of posting
Path:SPRO-
Financial accounting – Financial global settings – Document –Line
item-Controls- Define filed status
variants
Select field status
variant 1000 that is IDES group
Select copy as button
(F6)
Change filed status
variant (FSTV) to AML
Change field status name
to field status VAR for AML
Press enter
Select copy all button
We get a message number
of dependent entries copies 47
Enter
Select save button or
Ctrl+S
Select your request and
press enter to save in your request.
Select field status
variant : AML
Double click on field
status groups folder
Double click field status
on G001 that general (with,text, allocation)
Double click on General
data
Text make it required
entry filed
Select next group button
Select next page or page
down button two times.
Business areas make it as
required entry field
Save
Double click on field
status group G005
That is Bank A/c
obligatory value date
Double click on General
data
Text make it as required
entry field
Select next group button
Select next page or page
down button two times.
Business area make it as
required entry field.
Select next group button
two times,
Value date make it as
required entry filed.
Save.
Value date( Effective date):
Term loan from IDBI :20.09.2008
Deposit by us in our bank :22.09.2008
Document date :22.09.2008
Posting date :22.09.2008
In SAP we have interest calculations, Interest
calculations in our book from 22.09.2008 where as IDBI calculates from
20.09.2008. There will be mismatch.
Interest calculations:
Value date :Required
entry filed
Document date :22.09.2008
Posting date :22.09.2008
Value date: 20.09.2008
field is modifiable after posting .
In our books also interest will be calculated
from 20.09.2008
Value date :31.08.2008
DOC & POS
Assign company code to field status variant :
Path:
SPRO-Financial accounting-Financial accounting
Global settings-Document – Line time-Controls-Assign company code to
field status variants.
Select position button
Give the company code :AML
Enter
For company code :AML
Assign field status
variant :AML
Select save button or
Ctrl+S
Press enter to save in
your request
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