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Section: Billing

SAP AG 1999

(C) SAP AG TASD41 5-1


0.2
Basic Accounting Principles

Double-Entry Accounting
Balance sheet accounts
P&L accounts
SD Example
MM Example

SAP AG 1999

(C) SAP AG TASD41 5-2


0.3
Double-Entry Accounting

Account name

Debit Credit

Each business transaction is posted to at least two different accounts

Debit postings always appear on the left hand side of a T account


Credit postings always appear on the right hand side of a T account

Total debit postings = Total credit postings

SAP AG 1999

The basic principle of double-entry accounting is that every business transaction is posted to at least
two different accounts, and is therefore posted at least twice. In the most simple cases, only two
accounts are affected.
The most important thing to remember in this context is Debit to Credit.
This means that you should post a transaction to the debit side in one account, but to the credit side
in another.
Basic principle:
The total for debit postings is always the same as the total for credit postings, regardless of the
number of accounts affected.

(C) SAP AG TASD41 5-3


0.4
Account Types - Balance Sheet Accounts

Property accounts

Additions are entered on the debit side


Disposals are entered on the credit side
Examples: Stock, cash, bank, receivables

Capital and debtor accounts

Additions are entered on the credit side


Disposals are entered on the debit side
Examples: Payables

SAP AG 1999

Business transactions are posted to accounts (= invoices kept on two sides, in which movements are
registered).
In a double entry accounting system it is possible to separate the accounts into different types of
basic accounts, which themselves are divided into two partial accounts:
Balance sheet accounts (property accounts and capital and debtor accounts), to which stocks and
changes to these stocks are posted.
P&L accounts (expense/cost accounts and revenue/sales accounts), to which transactions affecting
net income are posted.
The following basic equation applies to the structure of all accounts:
Opening balance + addition - disposal = closing balance
However, the basic accounts above differ in which side the opening balance, addition, disposal and
closing balance are posted to.

(C) SAP AG TASD41 5-4


0.5
Account Types - P&L Accounts

Revenue accounts

Additions are entered on the credit side


Disposals are entered on the debit side
Example: Sales revenue

Expense accounts

Additions are entered on the debit side


Disposals are entered on the credit side
Example: Cost of materials, price difference

SAP AG 1999

(C) SAP AG TASD41 5-5


0.6
SD Example

Sales order 10 pieces at $ 12 per piece


Goods issue: 10 pieces delivered, standard price $ 10 per piece
Invoice: 10 pieces at $ 12 per piece
Incoming payment: $ 120

SAP AG 1999

(C) SAP AG TASD41 5-6


0.7
SD Example: Postings

Material usage Stock


Goods issue: (Expenses) (Assets)

100 100

Receivables Sales revenue


Invoice: (Assets) (Revenues)

120 120

Receivables Bank
Incoming payment: (Assets) (Assets)

120 120

SAP AG 1999

In the example of an SD business transaction, an accounting document is created at the point of


goods issue and/or invoice creation.
At the point of goods issue, the goods physically leave the warehouse. This results in a stock-related
and value-related posting. This means that the stock is reduced and the materials used increased. The
posting is therefore called "Materials used to stock".
At the point of billing, receivables are accumulated by the customer, and additions are posted to sales
revenues (posting record: Receivables to sales revenues).
If the incoming payment is made in FI, the receivables are reduced again and the amount of the cash
inflow is posted to a bank account (posting record: Bank to receivables).
Posting output tax has been ignored for the purposes of this simplified example.

(C) SAP AG TASD41 5-7


0.8
MM Example

Vendor

Purchase order: 10 pieces at $ 10 per piece


Goods receipt: 10 pieces received, standard price $ 10 per piece
Invoice: 10 pieces at $ 10 per piece
Payment: $ 100

SAP AG 1999

(C) SAP AG TASD41 5-8


0.9
MM Example: Postings

Stock
Goods receipt: (Assets) GR/IR clearing account

100 100

Creditors
Invoice: Payable GR/IR clearing account

100 100

Creditors Bank
Payment: Payable (Assets)

100 100

SAP AG 1999

In the example of an MM business transaction, an addition to stock occurs at the point of goods
receipt. The clearing entry is made against a special goods receipt/invoice receipt clearing account
(stock to GR/IR clearing account).
Provided that standard prices are used for valuation, it may be necessary to post to a price difference
account the amount of the difference between costs for purchasing and valuation.
At the point of invoice creation, the GR/IR account is credited and payables accumulated by the
relevant creditor (GR/IR clearing account to creditors).
The payables are reconciled in the payment run, and a disposal is is entered in the bank account
(payables to bank).
Posting the tax due has been ignored for the purposes of this simplified example.

(C) SAP AG TASD41 5-9

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