Monday, July 23, 2012

SAP CUSTOMIZATION notes



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
SALE
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 Sales Person
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

  1. When we create accounts we have to assign field status group.
  2. For filed status group we is field is suspected and which filed is optional.
  3. 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.
  4. 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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