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Project EPCOS FI/CO Training
PROJECT EPCOS
SAP FINANCE
CORE TEAM TRAINING 2004
PricewaterhouseCoopers INDIA
Client - Company Code

Client
EPCOS (parent)
Company Code
Epcos Ferrites
Client - Chart of Accounts Company Code

Epcos (parent)
Chart of Accounts
Eg. CAGL
EFL
Company Code Creation Methods
Copy Company Code
Create Company Code
EFL1
Delete Company Code Transport Company Code
Company Code Definition
Company Code: EFL1
Company XX India
Country key:
IN
Currency: INR
Language:
Accounting Organization Chart of accounts IND Credit control area CCUS Fiscal year variant GL VAT registration number _
Processing Parameters Field status variant Posting period variant Max. exchange rate deviation Workflow variant CoCd -> Co area
0001 XXXX ___% ____ 1
Benefits of the Organizational Structure

Production Planning Financial Accounting
Company Code
Plant
Controlling
Controlling Area
Client
Human Resources
Personnel Area
Sales and Distribution
Materials Management
Sales Area
Purchasing Organization
General Ledger & Sub-Ledgers

G/L Accounts
Accounts Receivable 11,000 Revenue 10,000 Output Tax 1,000 Accounts Payable 11,000 Expenses 10,000 Input Tax 1,000
Sub-Ledgers
Customers (A/R) 11,000 Vendors (A/P) 11,000
Data
Master Data
G/L Account 8000XX
Transaction Data
Incoming invoice
Customer 000000
Vendor Allied_XX Bank Banamex
Payment
Request for down payment Credit memo
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MASTER RECORDS
Master Records
General Information
G/L Account
Customer
Vendor
Create in ...
Chart of Accounts and Company Code
Activities Create Display Change
Client and Company Code
Integration Points in Master Records

SD
Customer Master Records can be maintained in AR and in SD
FI
Vendor Master Records can be maintained in AP and in purchasing
MM
Chart of Accounts
Client
Chart of Accounts
Chart of Accounts
Company Code
Company Code
Company Code
Master Records
Account Group
Account Group AGUS United States Customers AGEU European Customers AGCA Canadian Customers
Number Range 01 100000-199999 02 200000-299999 03 300000-399999
Account Types D Customer D Customer D Customer
I tried to create an MR without an acct group
Account Group
Number Range Account Group One-Time Account Field Status General data Company code data Sales data Address Address Control data Payment transactions Mandatory Optional
Name 1 Title Search term
X X X
Account management Payment transactions Correspondence Insurance (not in Vendor Master)
Account Group Number Ranges
G/L Account Data Levels

COA Data
Name Short text G/L acct long text Control Balance sheet acct P+L statement acct type Account group Sample account Account Number is included in both
Company Data
Acct control Account currency Tax category Acct management Line item display Sort key
Consolidation
Trading partner
Doc entry control

Field status group
G/L Accounts
Monthly Debits and Credits
ESP
Spanish Peseta
FRF
French Franc
ITL
Italian Lira
Currency Key
NLG
Dutch Guilder
GBP
British Pound
SGD
Singapore Dollar
Creating a Master Record

Centrally
Account number XXX Company code GLT1 Menu Path: Master Record/Create
*** This creates the MR simultaneously in the COA or client and in the company code
Step-by-Step
Account number XXX Company code GLT1
Create a master record in the COA or in the client
Create a master record in the company code
Field Status Definitions For G/L Accounts

Select Group
General data Additional account assign. Materials management Payment transactions Asset accounting Taxes Foreign payments Consolidation Real estate management Financial assets management
Field Status Variant 0001 Bank accounts (obligatory value data)

General Data Suppress Required
Group G005
Optional Entry
Allocation number Text Invoice reference Hedging Collective invoice
Customer Master Record

Account Number Company Code (Account Group) General Data Address: address & communication Control data: acct control; tax info; reference data Payment transactions: bank details
Company Code Data

Account management: recon acct; int calc; reference data Payment transactions: pymt data; automatic pymt trans Correspondence: dunning data; correspondence; pymt notices to Insurance: export credit insurance Sales Data
Customer Master Record (All Fields)
Activity Type-Related Field Selection Screen Layout

This will determine if a field is:
Company Code-Related Field Selection
Not displayed; For display only; Read/write possible: Data entry mandatory.
Account Group-Related Field Selection
Vendor Master Record

Client Level
General Data: Address Safmarine Cape Town 8001 Bank Data SA 0123456789 . .
Company Code Level 1100

Company Code Data Reconciliation account Payment terms Sort line items
1500
Company Code Data Reconciliation account Payment terms Sort line items
16000 0010 003
16000 0009 004
Bank Directory
Customer/Vendor Bank Data Document Entry One-Time Account
BNKA
Creation of Bank Through IMG
Automatic Transfer from SAPF160
House Banks
Company Code IN01
House Banks House Bank 200 BANK .. Bank Directory Country IN IN .. Bank Key 123456789 021000021 ..
House bank data Bank country Bank key Address Bank Region Street City Control data
IN 123456789 Bank India West Bengal 13623 Bluff Circle Kolkata
Blocking a Master Record
This master record is blocked only in selected company codes
Mark Master Record for Deletion
This is marked for deletion in both the COA and the company code
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SAP DOCUMENTS / TRANSACTIONS

The Document Principle

One business transaction generates one FI document with a unique number.
Invoice Number: 999 Document Number: 9999999999
To: ABC Sandwiches From: Fruits & Vegetables Ltd. 1 box of tomatoes 60 Total 60
Line items: ABC Sandwiches60 Sales revenue 60
Document #: 9999999999
Data Structure of a Document

Document Header Document date Document type Posting date Currency Document number Line Item 1 Posting key 01 Line Item 2 Posting key 50 Account Sales revenue Amount 60 Account ABC Sandwiches Amount 60
Debits = Credits
Document Types
Document Number Ranges
Change Status
Maintain Intervals
Externally Defined
Internally Defined
Posting Periods
Var. 0001 0001 0001
A + D K
From Acc.
To Acc.
From Per 1 1 1 1
Year 1996 1996 1996
To Per. 12 1 1
Year 1996 1996 1996
0 ZZZZZZZZZZ AAAAAAAAAA ZZZZZZZZZZ
The variant ties the posting period to the company code. The account type defines the accounts (+, A, C, D, G, K, M, S) that can post to the specified period. * The account type + means that the posting period is valid for all account types.
Fiscal Year Variant
Fiscal Year Variant K2 K4 R1
Description Calendar year, 2 spec. periods Calendar year, 4 spec. periods Shortened fiscal year
Posting Key
Posting Key
01 40 50 15 . .
Description
Invoice Debit entry Credit entry Incoming payment . .
Debit/Credit
Debit Debit Credit Credit . .
Account Type
Customer G/L account G/L account Customer . .
Examples of Posting Keys

Debits
40 Debit entry
G/L Accounts Credits

50 Credit entry
Vendors Debits
21 22
25
Credits
31 32
35
Credit memo Reverse invoice

Outgoing payment
Invoice Reverse credit memo Incoming payment
Customers Debits
01 02 05 Invoice Reverse credit memo Outgoing payment
Credits
11 12 15 Credit memo Reverse invoice Incoming payment
Posting Keys
Field Status Group
Screen Layout Link Rules

The Field is: M O D S S S D M O S S S S D S D D D Mandatory Optional Displayed Suppressed M S D M M O S D M O
Line Item Texts

Step 1: Line Item Text Definition Language E Identifier LEAS Text Edit Format Leasing fee Control Display
Step 2: When posting a document, press the down arrow to see the options. The Document Line Item will retrieve the line items defined so that one can be chosen for the document.
Examples of Automatic Line Items

Exchange rate differences Cash discount Down payments Taxes Payment program Bank transactions
Check/bill of exchange
Clearing between company codes ...
Automatic Line Items

Clearing between Company Codes
Company Code 1
Posted in CoCd
9999
9999
Company Code 2
Cleared with CoCd 9999999999 9999999999
1234
1234
Clearing account - Accounts receivable Clearing account- Accounts payable
Posted in CoCd
1234
Cleared with CoCd 9999999999 9999999999
9999
Clearing account - Accounts receivable Clearing account- Accounts payable
Intercompany Transactions
Example: Central Purchasing
CoCd 9999 - First Document Line Items
Accounts Payable 330 Raw Material 200 Input Tax 20
CoCd 1234 - Second Document Line Items

Raw Material 100
From CC 1234 To CC 9999 110
From CC 9999 To CC 1234 110
Input Tax 10
Document
Document Header Document date Posting date Document number Line Item 1 Posting key 01 Line Item 2 Posting key 50 Account Sales revenue Amount 60 Account ABC Sandwiches Amount 60 Document type Currency
POST DOCUMENT PUSH BUTTON
General Entry
Document Header
General Entry
First Line Item
Displaying G/L Account Balances

Parameters for displaying G/L account balances: Account number Fiscal year Transaction currency Company code
Period . . . 9 10 . . . ***
Debit
Credit
DC Bal.
Account Balance
0,00 0,00
8.000,00 0,00
8.000,000,00
8.000,00
0,00
8.000,00
8.000,00-
8.000,00-
Displaying Customer/Vendor Account Balances

Parameters for displaying customer/vendor account balances: Customer/vendor Fiscal year Company code Period . . . 6 7 . . . *** Debit Credit DC Bal. Account Balance
1.000,00 600,00
0,00 200,00
1.000,00 400,00
1.000,00 1.400,00
1.600,00
200,00
1.400,00
1.400,00
Displaying Line Items

Index Table Documents
Stores line items for each account number
Stores line items for each document In this case, the line items of one document will hit different accounts
Display Line Items

Account 1 Doc. 1 Line item 2 50.00 Doc. 4 Line item 1 100.00 Doc. 5 Line item 1 200.00
The yellow lines show the relationships that make drill-down possible
Validations and Substitutions in FI
System Check
Document
Data Entry
Validation/ Substitution
Validations and Substitutions

Validations
G/L Account User 12345 JKUELLER
E: JKUELLER cannot post to G/L account 12345
Substitutions Customer Customer 9876 6789
Customer
6789
Reversing a Document
Document A PK 40 50
Account 123 456
Amount 150 150
(Reversed by Document B)
Reverse
Document B PK
40 50
Account
456 123
Amount
150 150
(Reference to Document A)
Postings Based on Previous Postings

Original Document
Header# 1234 Line item 1 Line item 2 date: 11/11/96 PK 40 PK 50 acc: 111111111 amt :999 acc: 1234567890 amt :999 cur: USD cur: USD
Copy
Header# 1234 Line item 1 Line item 2
date: 11/11/96 PK 40 PK 50 acc: 111111111 amt :999 acc: 1234567890 amt :999 cur: USD cur: USD
Solutions to Repetitive Postings

Sample Documents
Characteristics: You cannot add line items You can only use one at a time Advantages: Simplifies data entry Reduces errors
Solutions to Repetitive Postings Account Assignment Model
Characteristics: Flexible You can change all fields You can add line items You can use more than one at a time Document doesnt have to be complete
Flexibility of Account Assignment Model

Original Document
Header Account Line item 1 Line item 2 xxxxxxxxxx xxxxxxxxxx Copy PK 50 40 Amount 1500 1500
Header Account Line item 1 Line item 2 xxxxxxxxxx xxxxxxxxxx PK 50 40 Amount 1500 1500
Can Be Edited
Account Assignment Model

Document Entry
Menu Path
Or
Push Button
Or
Posting Key 00
Account Assignment Model Identification Currency Company code Account PK Amount Line item 1 xxxxxxxxxx 50 1500 Line item 2 xxxxxxxxxx 40 1500
Multiple Models within One Document

Document
Account Assignment Models
Account assignment model 1 Account assignment model 2 Account assignment model 2 Account assignment model 3 Account assignment model 4 Manual entry
User
Recurring Entries
Posting Key
Steps:
1) Enter data
Account
Cannot Change
2) Run recurring program periodically 3) Execute batch input session (accounts are updated)
Amount
Posting with Clearing
Customer
2,000.00 5,000.00
3,000.00
Can Be Cleared
Incoming Payment
Steps for Clearing
Step 1 Step 2 Step 3
Document header Bank data Selection? for searching open items Open items Selection? Processing Post
Step 4
Step 5
Selecting Open Items to Process

Part 1: Document header Part 2: Bank data Part 3: Selection
Partial Payment/Residual Payment

If a payment doesnt match, you can still accept it through partial payment or residual payment.
Partial Payment
Leaves original invoice intact (full amount)

Credits an account for the difference No items are cleared Residual Payment Clears the original invoice Creates a new invoice with the residual item Same document number and new date
Clearing Open Items with an Exchange Rate Difference

Step 1 - Invoice Amount in BRR - 4,800 Amount in USD - 5,000
Difference
Step 2 - Payment Amount in BRR - 4,800 Amount in USD - 5,200
400 USD
The exchange rate difference is posted by the System automatically.

Clearing Customers Who Are Also Vendors

Customer
10,000
Vendor
20,000
Ban k
9,700
Cash disc. granted

300
Cash disc. taken

600
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CREDIT MANAGEMENT
Credit Management
Used to Set and Control Credit Limits for Customers
Example: Customer Sales Representative receiving a sales order and checking the customers credit limits in the system so that the order can be accepted or not.
Customer
Sales Order
Customer Sales Rep.
Check
Customer Credit Limits

Customer Credit Info.
Credit Check
Accept order Request down payment Refuse order
Credit Control Area

Organizational unit used to set and control credit limits for customers
Client
Credit Cont Area
Company Code
Customer
Example:
Epcos (parent)
CC Area: CCAA
CC Area: CCBB
BRAU
GLT1
OR
Customer A Customer B Customer A Customer C
Customer A
Defining a Credit Control Area

Step 1: Define a credit control area
Step 2: Assign company codes to the credit control area
Assigning Credit Limits Per Customer

2 levels of credit limit: Globally across all credit control areas Per credit control area
Example: Customer A Global Limit: $15,000 CCArea Limit: $7,500
Epcos (parent)
CCAA
BRAU Customer A
CCBB
GLT1 Customer A
CCAA < = $ 7,500 CCBB < = $ 7,500 CCAA + CCBB < = $ 15,000
Maintaining Credit Limits Per Customer

Maximum limit already assigned across all credit control areas Maximum limit assigned for an individual credit control area (CCCH)
Maximum amount that can be assigned per credit control area
Maximum sum amount that can be assigned across all credit control areas PricewaterhouseCoopers INDIA
Monitoring Credit Limits for Customer

Special G/L transactions such as down payment Receivables from sales
Open orders, deliveries and billing docs.
Total receivables, special G/L trans. and outstanding order value
Postings: increase these amounts Clearings: decrease these amounts

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FOREIGN EXCHANGE
Foreign Currencies
Parallel Currencies Exchange Rates
Base Currency
Reverse
Revaluation
Foreign Currencies
Object Currency Translation
Local Currency
Exchange Rate Types

Type Usage
B M G
Type
Bank buying rate Average rate Bank selling rate
Rate
Currencies and Exchange Rates
Validity Period
Relation Default
Currency Codes Relation Setup
Two Additional Currencies in FI

Example of Currency Types in a Multinational Group:
US Group
Group Currency USD
US Transaction currency Local currency Group currency Hard currency

XXX USD USD
Germany
XXX DEM USD
Mexico
XXX MXP USD DEM
Possible Additional Currencies (FI)

Group currency Global company currency Hard currency Index currency
Parallel Currencies
FI Document No. 157

Amount 1000 USD Transaction Currency
FI Document No. 157

Amount 67 FRF Local Currency
FI Document No. 157
FI Document No. 157
Amount 10000 JPY Additional Currency
Amount 200 ECU Additional Currency
Automatic Line Items

Exchange Rate Differences
Document No. XXX
Account 113101 Amount: 950 DEM
Nov 22, 1996 Account 113101

Balance $1000 Balance 1670 DEM Nov 30, 1996 Account 113101 Balance $900 Balance 1503 DEM
Document No. XXY Account 113101 Amount: 720 DEM
Revaluing Balance Sheet Accounts Managed in Foreign Currency

Item 1 Item 2 100 FC 100 FC Exchange rate Exchange rate .80 .75
FC Account
100 FC 100 FC 200 FC 80 LC 75 LC 155 LC Exchange rate .70 200 FC = 140 LC
Loss from Exchange Rate Difference 15 LC
next
CLOSING PROCESSES
What is Closing?
Closing refers to the processes that are performed at period-end to freeze further posting to the period.
Adjustment Postings for a Balance Sheet

Revaluate Foreign Currency
Open Items
Foreign Accounts
G/L Accounts
Exchange Rate Difference Table SAPF101 Balance Sheet
Evaluate Open Items

Vendor and customer accounts Reconciliation accounts Clearing accounts Expense and revenue accounts
GR/IR Clearing Account - Allocation

GR/IR Account
A Single Balance Sheet Item
1000
2
2000
1
GR/IR Correction Account
Balance Sheet Account Target Account 2000

1
1000
3
1000
4
Goods Delivered but Not Invoiced

1000
4
Vendor 1000
2
1000
3
Day-End Closing/Back-Up
Technical Requirements/Option: Back-up data
Business Requirements/Options: Compacting document journal Posting totals Exception lists Automatic correspondence Invoice for bill exchange and bank fees
Period-End Closing
Technical Requirements Close old month/ open new month
Business Requirements Taxes on sales/purchases report Foreign trade report Prepare balance sheet Valuate open items/accounts Open item analysis Run monthly financial statements Document reconciliation
Year-End Closing
Technical Requirements Transfer customer/vendor balances Transfer G/L account balances
Business Requirements Run closing programs Prepare balance sheet Valuate open items/accounts Open item analysis Run annual financial statements
Wrap-Up and Review

Questions

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Project EPCOS FI/CO Training

Client - Company Code

Client - Chart of Accounts Company Code

Company Code Creation Methods

Copy Company Code

Create Company Code

Company Code Definition

Company Code: EFL1

0001 XXXX ___% ____ 1

Benefits of the Organizational Structure

Sales and Distribution

General Ledger & Sub-Ledgers

Request for down payment Credit memo

Chart of Accounts and Company Code

Activities Create Display Change

Client and Company Code

Integration Points in Master Records

Number Range 01 100000-199999 02 200000-299999 03 300000-399999

Account Types D Customer D Customer D Customer

I tried to create an MR without an acct group

Name 1 Title Search term

Account management Payment transactions Correspondence Insurance (not in Vendor Master)

Account Group Number Ranges

G/L Account Data Levels

Doc entry control

Creating a Master Record

Create a master record in the COA or in the client

Create a master record in the company code

Field Status Definitions For G/L Accounts

Field Status Variant 0001 Bank accounts (obligatory value data)

Allocation number Text Invoice reference Hedging Collective invoice

Customer Master Record

Company Code Data

Customer Master Record (All Fields)

Activity Type-Related Field Selection Screen Layout

Company Code-Related Field Selection

Account Group-Related Field Selection

Vendor Master Record

Company Code Level 1100

16000 0010 003

16000 0009 004

Creation of Bank Through IMG

Automatic Transfer from SAPF160

IN 123456789 Bank India West Bengal 13623 Bluff Circle Kolkata

Blocking a Master Record

This master record is blocked only in selected company codes

Mark Master Record for Deletion

SAP DOCUMENTS / TRANSACTIONS

The Document Principle

Line items: ABC Sandwiches60 Sales revenue 60

Data Structure of a Document

Document Number Ranges

Var. 0001 0001 0001

Year 1996 1996 1996

Year 1996 1996 1996

0 ZZZZZZZZZZ AAAAAAAAAA ZZZZZZZZZZ

Fiscal Year Variant

Fiscal Year Variant K2 K4 R1

Examples of Posting Keys

G/L Accounts Credits

Credit memo Reverse invoice

Invoice Reverse credit memo Incoming payment

Screen Layout Link Rules

0001 XXXX _% __ 1