SAP GL Accounting

SAP ECC6
FI-CO
GENERAL LEDGER
ACCOUNTING
with
CUSTOMIZATION
Prepared by
M.S.N.D.Prasad
Vijayawada
+91 9177648745/7207242947
msndurgaprasad@gmail.com
https://www.facebook.com/pages/Online-Tutorial-Point/302010406619928
General Ledger Accounting
What is ERP?
ERP stands for Enterprise Resources Planning. ERP system was originally used in
manufacturing company as it has a complicated business processes. Today, ERP system
has been applied in various companies, such as manufacturing, retail, oil and gas,
banking, telecommunication, and many more. ERP software system has an objective to
integrate all of the business data and process so it can be managed in most effective and
efficient way.
If organizations don’t have ERP then it has to use different types of other software.
 Accounting Software
 Payroll Software
 Purchasing Software
 Asset Accounting Software
 Inventory Control Software
 Sales Software
 Invoicing Software
 Supply chain management Software
 Project management Software
Now each software has their own database and system. Mostly they are
of different system and it’s hard to synchronize among them all. So, one system’s data
cannot be used by another.
msndurgaprasd@gmail.com +91 91776 48745

ERP software integrates all the data from all the business departments and makes
assure data synchronization in all departments. Also this data can lead to another
process in another department.
What is SAP?
What does SAP stands for in simple words, SAP is the leading Enterprise Information
and Management Package worldwide. Use of this package makes it possible to track
and manage, in real-time, sales, production, finance accounting and human resources
in an enterprise.
SAP the company was founded in Germany in 1972 by five ex-IBM engineers. In
case you’re ever asked, what is sap, SAP stands for System, Andwen dungen,
Produkte in der Datenverarbeitung which – translated to English – means Systems,
Applications, Products in Data Processing.
FUNCTIONAL MODULES IN SAP

Financial Modules: Financial Accounting (FI), Controlling (CO), Investment
Management (IM), Treasury (TR), Enterprise Control (EC).
FI – stands for Financials
CO – stands for Controlling
ECC – stands for ERP Central Component

Organization Flow Chart
Purchase Dept., Store Dept., Production Dept., Accounts Dept. Will have no of
departments in organization. ERP integrate all the functions into one system.
SAP FI/CO Flow Diagram

GENERAL LEDGER ACCOUNTING

SAP is Access in two ways
1. To Transaction code
2. To Path wise
Enterprise Structure
Define company (OX15)
SAP menuToolsCustomizingIMG Execute ProjectClick SAP Reference button
(SPRO stands for SAP Project Reference Object) (we called UPTOSPRO)
Enterprise StructureDefinitionFinancial AccountingDefine company
Select execute button
Select New entries button
Define Company code (OX02)

Up to SPRO Same path
Enterprise StructureDefinitionFinancial Accounting Edit, Copy, Delete, Check
Company Code
Double click on edit company code data

Click Save
Click enter
Define business area (OX03)
Enterprise StructureDefinitionFinancial Accounting Define business area
Assign company code to company (OX16)


Enterprise Structure AssignmentFinancial Accounting Assign company code to
company
Select position button
Click enter
Financial Accounting
Variants
1. Fiscal Year Variant
2. Field Status Variant
3. Posting Period Variant
Fiscal year variant
Generally in an accounting year there are only 12months where as in sap
we are having 12+4 periods (12normal periods+4Special periods). The total of 16
periods we called as fiscal year in SAP.
There are three types of fiscal year
1. Calendar Year
a. Jan – Dec
2. Non Calendar year
a. Apr – Mar
b. Jul – Jun
c. Oct – Set
3. Short end fiscal year
It Rises in an Organization
a. When the company/Organization is start at the middle of the year.
b. If the company/ Organization wants to change from fiscal year to
another.
4 Special Periods
 Accounts/Finance Adjustments
 Tax Adjustments
 Management Adjustments
 Auditor Adjustments
Year Shift
Current Year we called 0
Next Year -1
Previous Year +1
Converting one Fiscal Year to another

Month Days Period Year Shift
1 31 10 -1
2 28/29 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

Maintain Fiscal Year Variant (OB29)

Financial Accounting (New) Financial Accounting Global Settings (New)Ledgers
Fiscal Year and Posting Periods Maintain Fiscal Year Variant (Maintain Shortened Fisc.
Year)
Select Fiscal year variant (FV)

Double click on Periods
Select new entries button
Assign Company Code to a Fiscal Year Variant (OB37)

Fiscal Year and Posting Periods  Assign Company Code to a Fiscal Year Variant
Select Position button
Click enter

Define Variants for Open Posting Periods (OBBO)

Fiscal Year and Posting Periods  Posting Periods Define Variants for Open Posting
Periods
Assign Variants to Company Code (OBBP)

Fiscal Year and Posting Periods  Posting Periods  Assign Variants to Company Code
Click enter
Open and Close Posting Periods (OB52)

Fiscal Year and Posting Periods  Posting Periods  Open and Close Posting Periods

+ Given to Valid for all account types
Maintain Field Status Variants (OBC4)

Financial Accounting  Financial Accounting Global Settings  Document Line Item
Controls Maintain Field Status Variants
Select 0001(FSTV)
Click on copy as icon

Rename FSTV (0001 – MSMS)
Click enter
Select copy all button

Click enter
It gives message total 41 entries copied
Select MSMS
Double click on Field Status groups

Double click on G001

Double click on General data
Select Back arrow one time

Double click on Additional account assignments

Click Save
Same procedure for G005 (Bank accounts), G067 (Reconciliation accounts)
Assign Company Code to Field Status Variants (OBC5)
Financial Accounting  Financial Accounting Global Settings  Document Line Item
Controls Assign Company Code to Field Status Variants
Click enter
Define Tolerance Groups for Employees (OBA4)

Financial Accounting (New) General Ledger Accounting (New)Business
TransactionsOpen Item ClearingClearing DifferencesDefine Tolerance Groups for
Employees
Select Execute button

Define Tolerance Groups for G/L Accounts (OBA0)

TransactionsOpen Item ClearingClearing Differences Define Tolerance Groups for
G/L Accounts
Define Document Types (OBA7)

Financial Accounting (New) Financial Accounting Global Settings (New)
DocumentDocument Header Define Document Types for Entry View

Select SA (G/L account document)

Select Details button
Select Number range information button
Select Change Interval button

Select insert interval button
Click enter
Assign Country to Calculation Procedure (OBBG)

Financial Accounting (New) Financial Accounting Global Settings (New) Tax on

Sales/Purchases Basic Settings Assign Country to Calculation Procedure
Click enter
Chart of Accounts
Chart of accounts means List of Accounts. There are three types of Chart
of Accounts
1. Country Specific Chart of Accounts
2. Operative/Operational Chart of Accounts
3. Group Chart of Accounts
Country specific Chart of Accounts are optional and
Operative/Operational Chart of Accounts is compulsion
Group Chart of Accounts are used to get group reports in the company
We can create Chart of Accounts in three levels
i. Company code level
ii. Chart of accounts level
iii. Centrally level
Edit Chart of Accounts List (OB13)
Financial Accounting (New) General Ledger Accounting (New) Master Data G/L
Accounts Preparations Edit Chart of Accounts List

Assign Company Code to Chart of Accounts (OB62)

AccountsPreparations Assign Company Code to Chart of Accounts
Click enter
Define Account Group (OBD4)

AccountsPreparations Define Account Group

Define Retained Earnings Account (OB53)

Accounts Preparations Define Retained Earnings Account
Click enter

Click save Ignore the message (Enter)

Define Ledger Group
LedgersLedger Define Ledger Group
Classify G/L Accounts for Document Splitting

Financial Accounting (New) General Ledger Accounting (New) Business
TransactionsDocument Splitting Classify G/L Accounts for Document Splitting
Select New Entries
Activate Document Splitting

Financial Accounting (New) General Ledger Accounting (New) Business
TransactionsDocument Splitting Activate Document Splitting

Double Click on Deactivation per Company Code
Click on (Inactive)
Enter Global Parameters (OBY6)

Financial Accounting (New) Financial Accounting Global Settings (New) Global
Parameters for Company Code Enter Global Parameters
Click enter
Select company click on details button

Maintain Controlling Area (OKKP)

Controlling General Controlling Organization Maintain Controlling Area
Select Execute Button
Double Click on Maintain Controlling Area
Select New entries Button
Double Click on Assign Company Codes (Folder)

Select New Entries Button
Double Click on Activate components/control indicators (Folder)

New Entries

Maintain Versions (OKEQ)

Controlling General Controlling Organization Maintain Versions
Select 0 Plan Version
Double Click on Settings for Profit Center Accounting (Folder)
Click Enter
Maintain Controlling Area Settings (0KE5)

Controlling Profit Center Accounting Basic Settings Controlling Area
Settings Maintain Controlling Area Settings

Creation of Profit Center KE51

Accounting Financial Accounting General Ledger Master Records Profit
Center Individual Processing Create
Click on Master data
Click on Activate button


Creation of General Ledger Accounts (FS00)

Accounting Financial Accounting General Ledger Master Records Individual
ProcessingCentrally
Creation of Capital Accounts
Enter G/L Account Number
Select Create button
Select Control data tab
Select Create/bank/interest tab

Creation of Profit & Loss


Creation of Cash Account

Define Posting Keys OB41

Upto SPRO Same Path
Financial Accounting Financial Accounting Global Settings Document Line Item
Controls Define Posting Keys
See all Posting Keys
General Ledger Posting (F-02/FB01L)

AccountingFinancial AccountingGeneral LedgerDocument EntryGeneral Posting
Posting Keys 40 (G/L Debit), 50 (G/L Credit)

Click enter
Click enter
Select Document over screen button

Display of General Ledger document (FB03/FB03L)

AccountingFinancial AccountingGeneral LedgerDocument Display
Click enter
Display of General Ledger Balance (FS10N)

AccountingFinancial AccountingGeneral Ledger Account Display Balances


PARKED DOCUMENTS
These documents are used mostly to get approval from the superior officers.
Eg:
We know that there are 3 levels employee in a company and the company has
rested some limits to the employees to post a document. If the exceed that limit they
has to get approval from the superior officers for that purpose used the parked
documents.
Creation of 2 G/L Accounts FS00
Creation of Rent Account (400100)

Creation of Salaries Account (400200)


Park a G/L documents (F-65)

AccountingFinancial AccountingGeneral LedgerDocument Entry General
Document Parking
Click enter
Click enter

Select document over screen

Click save (Document 3 Was Parked)
Display of G/L Balance (Park doc. Balance Posted or Not) FS10N
Send a Message to Superiors SO00

SAP Easy Access System Short Message
Post/Delete Park document (FBV0)

Accounting Financial Accounting General Ledger Document Parked
DocumentsPost/Delete
Click enter

If you want to delete DocumentDelete

It you want to post
Select Fast entry button
Click save (Doc. 3 was Posted)

Send A Message to Subordinate SO00
SAP Easy Access System Short Message
Display changes in park document (FBV5)

Accounting Financial Accounting General Ledger Document Parked
DocumentsDisplay Changes

Click enter
Select all changes button
SAMPLE DOCUMENTS
These documents are used as template.
Create number range sample document (FBN1)
Up to SPRO same path
Financial Accounting (New) Financial Accounting Global Settings (New) Document
Document Number Ranges Documents in Entry View Define Document Number Ranges
for Entry View
Select Change interval button

Select Insert interval button
Create Sample Document(F-01)

AccountingFinancial AccountingGeneral LedgerDocument EntryReference
DocumentsSample Document

Click enter
Click enter
Then the document was stored (Doc. 1001)

Post other document using sample document (F-02)

Click on Post with Reference Button
Click enter
If can you change text, date & amount

RECURRING DOCUMENTS
These documents are used when they are repeating transactions.
Create number range for recurring documents (FBN1)
Financial Accounting (New) Financial Accounting Global Settings (New) Document
Document Number Ranges Documents in Entry View Define Document Number Ranges
for Entry View

Create Recurring Document (FBD1)

Accounting Financial Accounting General Ledger Document Entry Reference
DocumentsRecurring Document
Click enter

Click enter
Click save (Document no 2001 was store)

List of Recurring Documents (F.15)
Accounting Financial Accounting General Ledger Periodic Processing  Recurring
Entries Lists


Execution of recurring documents (F.14)

Accounting Financial Accounting General Ledger Periodic Processing  Recurring
Entries Execute

It give message session SAPF120 was created
Select system menu ServicesBatch inputSessions
Select out session

Click on process
Select display errors only
Click on process

HOLD DOCUMENTS
It is a temporary document. This is user for adjustment purpose or at the time of posting
we do not know either debit credit.
This document can be deleted there is no tracking for this document.
A. Loans to Directors
Create as hold document a once he gives money back delete the document.
B. Payment to a party –purpose of payment we don’t know
Cash balance = Account balance +/ Hold documents
Hold documents will not update records
Post a G/L document (F-02/FB01L)
Click Enter
Click Enter

Click on Document Overview

Goto document in menu bar Click on Hold
It give the Temporary doc. Number (any number)

Click on Hold document button
Post/Delete hold document (F-02/FB01L)
Click on Held document
Give the temporary document number

If you want to delete click on delete button

If you post the document click on enter button (Click Save button)
Run a program called “RFTMBLU” for conversion of hold documents
Path: Tools – ABAP Workbench- Development –ABAP Editor (SE38)
Program: give the program name: RFTMPBLU
Select no. termination for read error check box ■
Message will come: no conversion necessary all held document are correct
Reversal Documents
i. Individual Reversal
ii. Mass Reversal
Individual Reversal FB08
It can reverse single document
Accounting Financial Accounting General Ledger Document Reverse
Individual Reversal
Mass Reversal F.80

It can reverse multiple documents
Accounting Financial Accounting General Ledger Document Reverse
Mass Reversal

Click on Execute button


Month End Closing

Open Item Management
Creation of G/L Account FS00
Outstanding expenses (100500)

General Ledger Posting (F-02/FB01L)

Accounting  Financial Accounting General Ledger Document Entry Enter
General Posting for Ledger Group
(Provide Salaries Outstanding Entry)
Display of G/L Outstanding (FBL3N/FAGLL03)

Accounting  Financial Accounting General Ledger Account Display/Change
Items (New)

Open item is used when the account needs clearing. There are three types of
Payments
i. Standard payments (Full Amount Clearing)
ii. Partial payments (Partial Amount Clearing)
iii. Residual items (Residual Item Method Clearing)
Standard Payments
G/L outgoing Payment (F-07)
AccountingFinancial AccountingGeneral Ledger Document EntryOutgoing
Payments

Select Process Open item button
Click save

Go & View G/L open Item (FBL3N)

Partial Payment
Provide Rent Outstanding Amount of 20000/-
40 Rent 20000
50 O/S Exps 20000
Go & View G/L open Item (FBL3N/FAGLL03)
G/L Outgoing payment (F-07)
Select Process open item button

Double click on Payment Amount

Click Save
Double Click on blue line item & give the required fields

Residual Payments
Provide Rent Outstanding Amount of 20000/-
40 Rent 20000
50 O/S Exps 20000
Go & View G/L open Item (FBL3N/FAGLL03)

G/L Outgoing payment (F-07)
Select Process open item button

Double click on Payment Amount

Click Save
Double Click on blue line item & give the required fields

Accrual/Deferral documents
Define Reasons for Reversal
Upto SPRO same path
Financial Accounting General Ledger Accounting Business Transactions
Adjustment Posting/Reversal Define Reasons for Reversal
Creation of Number range for Accrual/Deferral documents FBN1

Financial AccountingFinancial Accounting Global SettingsDocumentDocument
Number RangesDefine Document Number Ranges

Creation of Accrual/Deferral Documents FBS1

AccountingFinancial AccountingGeneral LedgerPeriodic Processing
ClosingValuateEnter Accrual/Deferral Doc.

Display of G/L Outstanding (FBL3N/FAGLL03)

Accounting  Financial Accounting General Ledger Account Display/Change
Items (New)

Display of Reverse Accrual/Deferral Document F.81

AccountingFinancial AccountingGeneral LedgerPeriodic Processing
ClosingValuate Reverse Accrual/Deferral Document


BANK INTEREST CALCULATION

Description Type Accounts
Balance Interest Calculation S G/L Accounts
Item Interest Calculation P Customers/Vendors
Creation of 2 G/L Accounts (FS00)

Bank Loan (100300)

Interest Paid (400300)

Define interest indicator (OB46)

Upto SPRO same path
TransactionsBank Account Interest CalculationInterest Calculation Global
SettingsDefine Interest Calculation Types
Prepare Account Balance Interest Calculation (OBAA)

Upto SPRO same path


TransactionsBank Account Interest CalculationInterest Calculation Global Settings
Prepare Account Balance Interest Calculation
Define Reference Interest Rates (OBAC)

Upto SPRO same path
TransactionsBank Account Interest Calculation Interest Calculation Define Reference
Interest Rates
Define Time-Dependent Terms (OB81)

Upto SPRO same path
TransactionsBank Account Interest Calculation Interest Calculation Define Time-
Dependent Terms

Select next entry button
Enter Interest Values (OB83)

Upto SPRO same path
TransactionsBank Account Interest Calculation Interest Calculation Enter Interest
Values
Prepare G/L Account Balance Interest Calculation (OBV2)

Upto SPRO same path
TransactionsBank Account Interest Calculation Interest Posting Prepare G/L Account
Balance Interest Calculation
Select Accounts Button

Click enter
Assign interest indicator to G/L Accounts (FS00)

G/L Account (100300)
Select change button
Select create/bank/interest tab
Post a G/L document (F-02)

40 Cash (200100) 100000
50 ICICI Bank Loan (100300) 100000
Interest calculation (F.52)
AccountingFinancial AccountingGeneral LedgerPeriodic ProcessingInterest
Calculation Balances


SystemServiceBatch inputSession
Select our Session
Click on process
Select Display errors only
Click on Process


EXCHANGE RATES
M Average Exchange Rate
B Selling Exchange Rate
G Buying Exchange Rate
Check Exchange Rate Types OB07
Upto SPRO same path
SAP NetWeaver General Settings Currencies Check Exchange Rate Types
Define Translation Ratios for Currency Translation OBBS

Upto SPRO same path
SAP NetWeaverGeneral SettingsCurrenciesDefine Translation Ratios for Currency
Translation
Enter Exchange Rates OB08

Upto SPRO same path
SAP NetWeaverGeneral SettingsCurrencies Enter Exchange Rates

Assign Exchange Rate to document Type OBA7
Post the G/L Document Using Exchange Rate when Currency is known
F-02 (USD/62)
Post the G/L Document Using Exchange Rate when Currency is

Unknown F-02 (USD/**)

FOREIGN CURRENCY VALUATION

Creation of 3G/L Accounts FS00
Creation Bank FC Loan (100305)

Exchange Loss (400205)

Exchange Gain (300100)


Define Accounting Principles

Upto SPRO Same path
Ledgers Parallel Accounting Define Accounting Principles
Assign Accounting Principle to Ledger Groups

Upto SPRO Same path
Ledgers Parallel Accounting Assign Accounting Principle to Ledger Groups
New Entries
Define Valuation Methods OB59

Upto SPRO Same path
Financial Accounting (New) General Ledger Accounting (New) Periodic
Processing Valuate Define Valuation Methods

Define Valuation Areas

Upto SPRO Same path
Processing Valuate Define Valuation Areas
Assign Valuation Areas and Accounting Principles

Upto SPRO Same path
Processing Valuate Assign Valuation Areas and Accounting Principles
Prepare Automatic Postings for Foreign Currency Valuation OBA1

Upto SPRO Same path
Processing Valuate Foreign Currency Valuation Prepare Automatic Postings
for Foreign Currency Valuation


Double click on KDB
Chart of Accounts R101
Click on Change Valuation area
Enter Valuation area (M1)

Click Enter

Assign Foreign currency valuation to G/L account FS00
Post G/L documents when currency is known F-02 (Currency

USD/65)

Post G/L documents when currency is unknown F-02 (Currency

USD/**)
Foreign Currency Valuation (New) FAGL_FC_VAL

Accounting Financial Accounting General Ledger Periodic Processing
Closing Valuate Foreign Currency Valuation (New)


Goto SystemServicesBatch inputSession
Select our session (Siva)

Click on Process
Select display errors only
Click on Process

SAP GL Accounting

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SAP ECC6

msndurgaprasd@gmail.com +91 91776 48745

FUNCTIONAL MODULES IN SAP

msndurgaprasd@gmail.com +91 91776 48745

Organization Flow Chart

SAP FI/CO Flow Diagram

msndurgaprasd@gmail.com +91 91776 48745

GENERAL LEDGER ACCOUNTING

Define Company code (OX02)

msndurgaprasd@gmail.com +91 91776 48745

Assign company code to company (OX16)

Up to SPRO Same path

Converting one Fiscal Year to another

msndurgaprasd@gmail.com +91 91776 48745

Maintain Fiscal Year Variant (OB29)

Select Fiscal year variant (FV)

Assign Company Code to a Fiscal Year Variant (OB37)

msndurgaprasd@gmail.com +91 91776 48745

Define Variants for Open Posting Periods (OBBO)

Assign Variants to Company Code (OBBP)

Open and Close Posting Periods (OB52)

msndurgaprasd@gmail.com +91 91776 48745

+ Given to Valid for all account types

Maintain Field Status Variants (OBC4)

Click on copy as icon

Select copy all button

msndurgaprasd@gmail.com +91 91776 48745

Double click on G001

Select Back arrow one time

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Define Tolerance Groups for Employees (OBA4)

msndurgaprasd@gmail.com +91 91776 48745

Define Tolerance Groups for G/L Accounts (OBA0)

Define Document Types (OBA7)

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Select SA (G/L account document)

Select Number range information button

Select Change Interval button

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Financial Accounting (New) Financial Accounting Global Settings (New) Tax on

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Assign Company Code to Chart of Accounts (OB62)

Define Account Group (OBD4)

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Define Retained Earnings Account (OB53)

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Click save Ignore the message (Enter)

Classify G/L Accounts for Document Splitting

Select New Entries

Activate Document Splitting

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Double Click on Deactivation per Company Code

Enter Global Parameters (OBY6)

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Maintain Controlling Area (OKKP)

Double Click on Assign Company Codes (Folder)

Double Click on Activate components/control indicators (Folder)

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Maintain Versions (OKEQ)

Double Click on Settings for Profit Center Accounting (Folder)

Maintain Controlling Area Settings (0KE5)

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Creation of Profit Center KE51