SAP FI NOTES

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 SAP FI NOTES
INDEX

PARTICULARS Page No.

Introduction 3
Enterprise Structure 11
1. Chart of Accounts 15
2. Accounts groups customization 1
3. Open and Close Posting Periods 2!
Sales "a# Procedures 3%
1. "olerance $roups 3%
$eneral &edger Accounts '$& Accounts( -1
1.)egati*e Postings -1
2. Creation of $& +asters -3
3. Par,ed document 5-
oreign Currenc/ "ransaction 'C"( !2
1. 0e*ersal of 0e*ersed document !!
2. +ass 0e*ersal !
3. alance Interest calculation !
-. Accounts Principles 2
Accounts Pa/ale 'AP( 

4ouse an, 17%

1. &in, eteen sundr/ creditors and Ad*ance to *endors 115
2. Purchase In*oice Posting 11%
3. "erm of Pa/ments6+a#imum Cash discount 11
-. Automatic pa/ment Program'APP( 12
5. Chec, printing 137
%. Credit +emo 132
Accounts 0ecei*ale 'A0( 13-
1. Sales In*oice Posting 135
2. Incoming pa/ment 1-2
3. &in, eteen sundr/ detors and ad*ance from 1--
customers

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 -. Ad*ance 0eceipt posting 1--
ill of 8iscounting 'ill of E#change( 1-
1. 8efine dunning areas 15%
Sales "a# 1%2
Asset Accounting 'AA( 1!7
1.Chart of 8epreciation 1!2
2. Asset Classes 1!%
3. Asset Sale 9"ransfer9Scrapping 192719272

0eports 27-
1.Chart of Accounts &ist 27-
2."rail alance 9 &edger 9:endors &ist 275927%
3. 8ata "a,eo*er 27
-.;p loading of master in SAP '&S+<( 212
5.alances uploading 21!

an, 0econciliation Statement '0S( 22

1.4ouse an, 231
2.Chec, &ots 232
3.Sales and Purchase In*oices posting 2-1
Cash =ournal 'C=( 2-5
<ithholding "a#'"8S9"CS( 2-
1.+aintain Calendar 2-
2.<ithholding ta# codes 25-
3.Create 0emittance Challan 2%-
-.Print "8S Certificate 2%5
5.>uaterl/ 0eturn 2%%

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INTRODUCTION

SAP stands for S/stem Application and Products in data Processing

FI stands for Financials

CO stands for Controlling

:ersion ? ECC6

ECC stands for E0P Central Component

SAP as released in 1!2 @ It head uarters in $erman/

<hat is E0PB

E0P stands for Enterprise 0esource planning it is integrated all functions in one
s/stem.

Organization
D
666666666666666666666666666666666666666666666666666666666666666666666666666666666666666666
D D D D
Purchase 8ept. Store 8ept. Production 8ept. Accounts 8ept.

<ill ha*e no of departments in organization. E0P integrate all the functions into one
s/stem.

It ill facilitate free flo of data among the departments.

Advantages:
Once stores person updates in the s/stem @ It can e shared / account person.
)o mismatch in reporting @ 8ata Source is onl/ one once updation.

Store 8epartment at actor/? <here the material is recei*ed are updates his records
send the ill to account person.
Accounts department at Cit/ office ? Pass an entr/ in the oo,s

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Disadvantages:
8uplicate o
"ime gap.

E0P Pac,ages?

SAP Oracle inancials Peoples soft AA)  =.8.Edards

1!26 SAP 091 @ 0eal time data processing
176SAP @ 092 Included no.of countires and no.of currencies
17 @ SAP 0936 093 stands for
8ata Structure

1.Application Ser*er
2.8ata ased ser*er
3.Presentation
1 @ +/ SAP.com @ <e aed
277- @ )et ea*er @ Integrates information people and process.

Areas to e co*ered under I 9CO

I?
1. $eneral &edger accounting
2. Accounts pa/ale
3. Accounts recei*ale
-. Asset accounting

CO?

1. Cost element accounting

2. Cost center accounting
3. Internal orders
4. Profit center accounting
5. Product costing
6. Profitailit/ anal/sis

Integration of?

1. +aterial +anagement +odule to inancials '++ to I(

2. Sale F 8istriution module to inancial module integrate 'S8 to I(
3. 8ata ta,e o*er'rom )on6SAP to SAP(
-. Closing procedure

0eports?

In all the module s/stems gi*es around 2777 reports

Gou can attachH the reports to fa*orites

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Some important reports /ou can attach the reports on des, top.

Cross compan/ code transactions?

India *ersion? "8S  E#cise and sales ta#

Companies Act?15%? as per Schedule :I alance sheet and Profit F &oss A9c

<hat are difference eteen SAP EE -.! and ECC %.7B

SAP EE 4.7 SAP ECC 6.

Stands for Enterprise Edition Stands for Enterprise Central Compound
)o )etare concept 'Offline( )etare concept 'Online(
Segment ise report is not possile Is it possile
Onl/ one currenc/ +ultiple ledgers in currencies
8ocument splitting
oreign currenc/ re*aluation ased on
accounting principles

0ole of I 9CO Consultant

1. Proect +anger
2. Senior Consultant
3. =unior consultant 'Each proect 3 to % memers(
-. Support Consultant 'Eg.I+ Accenture(
5. Core "eam +emers
%. End ;ser

4o to Open SAP

Open? 8oule lic, on SAP &ogon Icon

8oule Clic, ECC % Ser*er

irst Screen?
irst ield ? Client ?2 Clients
1. 8e*elopment client
2. Production client

In the implementation SAP

1. Consultants
2. Compan/ staff 'Core "eam +emers(

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"he consultant the/ do the customization in de*elopment client
"he compan/ staff ill do the testing.
"he customization ill e transferred to client through transport reuests.
In the production client /ou enter da/ to da/ transaction.

Some companies the/ ill gi*e 3 clients?

1. 8e*elopment client
2. "esting client
3. Production client

Client? 779777917 @ Gou can cop/ and gi*e an/ numer

;ser? Cost of pac,age ill depend on the no.of users licenses.

177 users license @used / 1777 emplo/ees

It fi#es the responsiilit/ on emplo/ee.

;ser I8? SAP user? Gou can use small or capital letters 'Its not case sensiti*e(

Passord? "he length of passord @ +in3 @ +a# 

'it can e numeric Alpha )umeric  Alphaets and Special characters.(
Passord is not case sensiti*e
)ot possile to change passord more than once in a da/
&atest 5 passords can not e used
Passord can not e restored

• +one/ is the passord.

<hat is clientB

Ara*ind $roup <ipro

'Ara*ind Industries &td( 'Consluting irm(
'Ara*ind Steel &td(

"o Purchase Sap Pac,age rom Sap India angalore <ipro <ill Customize'+ap(
Ara*ind 0euirement In SAP

ARA!IND "IPRO
Proect +anager Proect manager
Core team accounts manager I Consultant
Cost accountant CO Consultant
Purchase +anager ++ Consultant
Sales +anager S8 Consultant
It staff AAP programmer
ASIS Administrator

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Ara*ind ?Core "eam As is ProcessJ<hat Is 0euested rom SAP

<ipro ?"o e Process <hat Should e 8one In SAP

8e*elopment Production
Client Client

<ipro Customization 6 "ransport 0euest

Ara*ind Core "eam 6 "esting

After testing / Ara*ind core team customization ill e transported to production client
through transport reuest

Production client is li*e client here e enter da/ to da/ transactions

If the consultant do customization once again in production client if the/ commit an/
mista,e all the postings ill go rong here as de*elopment client customization is
tested customization / the Ara*ind core team and corrected / <ipro team.

<e ill not get an/ mista,es in the de*elopment client customization.

In li*e en*ironment e should ha*e minimum 2 clients some companies the/ ,eep 3
clients

8e*elopment Client "esting ualit/ Client Production Client

<ipro Customization  "ransport 0euest 6K

Ara*ind Core "eam 6K "esting

L<hen SAP is purchased from SAP India e get clients li,e 7777717%! and 77L
asis consultant copies 777 client and gi*e the numer reuired / Ara*ind care team

Client ?77 '8e*elopment Client(

;ser ? Cost of pac,age ill e ased on numer of user licenses

;ser Id Creation Is "he =o of ASIS Administrator

A( Cost actor

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( ;ser Id i#es 0esponsiilit/ on Emplo/ee

SAP ;ser? It Is )ot Case sensiti*e 'Capital &etters Or Small &etters(

Passord? Passord Is Case Sensiti*e 'rom Ecc 5 Onards(

&ength of Passord? +inimum % +a#imum -7

L<e can use alphaets )umerical alphanumeric special characters6li,eL

)ot possile to change passord more than once in a da/.

S/stem ill not permit to use latest pre*ious 5 passords

E$? 1.7.277 AC123

5.7.277 MGNAC
12.7.277 AC123 s/stem ill not permit

Passord can not e restored

ASIS Administrator deletes old passord and gi*es a ne passord ? oracle

&anguage ? -1 &anguages

If e do not specif/ an/ language it ta,es English / default or e can use E) for
English

If e user id ? "he menu ill e in $erman

Client? 77

;ser? SAP;SE0
Passord? oracle

Press enter

)o open SAP

Select and choose the radio utton depend on necessit/.

Emplo/ee1 Emplo/ee2
1st 0adio utton Can not or, Can or,
2nd 0adio utton <or, Can or,
3rd 0adio utton Can or, Can not or,

In training institutes e ha*e to select 2nd radio utton

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"hough accounts are not /et created assign on account for retained earnings account
purpose. <e can specif/ retained earnings account an/ account numer hich is ith
in range 17717761771.

$enerall/ e specif/ the first account i.e.177177 as 0etained earnings account and
hen e start creating the accounts the first account to e created is 177177 surplus in
P F & Account.

Path: SP3  Financial accounting  .eneral ledger accounting  .' %ccounts

 &aster Data  Preparations  De!ine retained earnings account)

$i*e /ou chart of accounts A+& enter. "he transaction code is O52 .
Account assignment

P F & Statement t/pe UM

Account 177177
Select sa*e utton or CtrlS

<e get a arning message account 177177 not created in chart of accounts A+&.

Ignore the arning the message press enter. Press enter once again to sa*e in the
reuest.

Accounts creation is at end user area and the transaction code is FS

P F & t/pe Account )o.

-77377 0ent Account

P F & A9c M 177177

alance Sheet A9c.

In the /ear end the alance ill go to account no.177177

177777 Euit/ share capital

P F & A9c
alance Sheet A9c. Select

In the /ear end the alance ill go to the same account as opening alance 1 and 2
series for alance Sheet Accounts 3 and - series for P F & Accounts.

a( )et operating profit 'operating income @ operating e#penses.

( )et non6operating profit 'non6operating income non operating e#penses(

-77377 0ent account PF& Account )o.

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 "/pe
Select M 177177 )et operating profit
P F & Statement A9c t/pe M G 177171 )et non operating profit
alance Sheet A9c. Profit

In the /ear end the alance ill go to account no.177177

377177 profit or sale of shares.

P F & A9c.
PF & Statement A9c. t/pe G

In the /ear end the alance ill go to account no.177171.

iscal /ear iscal /ear *ariant

Indian companies periods April to +arch - special periods :3

;S Companies =an to 8ec.- Special Periods -
=ul/ to =une- Special periods :%
Oct. to Sep- special periods :

April 277! @ +arch 277 Accounting /ear 277!67.

In SAP e ill call it as fiscal /ear 277!.

=ul/ 277!6=une 277 iscal /ear 277!

Oct.277! @Sep.277 iscal /ear 277

277! 277 iscal /ear

April 277!6+arch 277  3 277!

=ul/ 277!6=une 277 % % 277!
Octoer 277!6Septemer 277 3  277

It is ao*e % months in ne#t /ear ta,e ne#t /ear otherise same /ear.

April 277! +arch 277 iscal /ear 277!

1 12 13 1- 15 1%
')ormal periods( 'Special periods(

or /ear end adustment purpose SAP has gi*en special periods .
Special periods are part of +arch
+arch ill ha*e total 5 periods 1noraml period - special periods.
"o get the profitailit/ and different stages SAP has gi*en special periods.

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"(8 s-e%ia9 -e&iods a&e &e)i&ed:

27th +arch 277 e ha*e declared profitailit/ upto eruar/ 277 to the management
profitailit/ figures should not e changed.

;sers should e alloed to post transactions onl/ for +arch 277.

April 277!6+arch 277 iscal /ear 277!.

Open periods +arch 2776+arch 277

or posting 12277! 6 12277!

)o user can post transaction efore +arch 277 and after +arch 277.

37.73.277 April 277!6 +arch 277 iscal /ear 277!

April 2776 +arch 277 iscal /ear 277.

Open periods +arch 2776+arch 277

12277! 612277

1597-9277 accounts dept. finalized profitailit/ for the /ear ended 319739277

+anagement adustment entries

Entr/ 8ate 759759277

Periods date 319739277 to update last /ear ledger.

<e get profitailit/ finalized / management audits / Auditors.

279759277 )o.of ratification entries

Entr/ 8ate 229759277
Posting date 319739277 to update last /ear ledger.

<e get profitailit/ finalized / auditors. "o da/ e ant to see profitailit/ finalized /
accounts department . e can not got +arch 277 includes normal entries .

+anagement adustments and auditors rectification entries.

Auditor is as,ing to sho rectification entries list e can not get the list separatel/.

"o get profitailit/ separatel/ or to get the rectification entries list separatel/ SAP has
gi*en special periods.

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;sage of special periods is optional.

Special periods can come in the same month or different months.

4ere stage means department profitailit/ +anagement profitailit/ and Auditors

profitailit/ @ the state can come in the same month or different months.

Accounts 8ept. profitailit/ April 277

+anagement adustments and

Auditors rectification entries +a/ 277

4o special periods ill e used?

April 277!6+arch 277 iscal /ear 277!

27th +arch 277 open periods for posting +arch 2776+arch 277
12277!V.12277!
)o user can post transactions
efore +arch 277 and after +arch 277.
April 277!6+arch 277 .G 277!
April 2776+arch 277 .G.277

1597-9277 accounts dep. finalized profitailit/ for the /ear end 319739277
+anagement adustment entries.

759759277 +arch 277VV..+arch 277

Open periods 13277!VVV12277

Entr/ date ?759759277

Posting date ?319739277 to update last /ear ledger period 13

<e get profitailit/ finalized / +anagement audit / a auditors.

229759277 no.of rectification entries.

Open periods +arch 277 V. +arch 277

1-277! VV 12277

Entr/ date ?229759277

Posting date ?319739277 to update last /ear ledger
Periods 1-

<e get profitailit/ finalized / auditors.

Accounts dep. Profitailit/ ? 1612
+anagement Profitailit/ 1613

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OPEN AND CLOSE POSTIN3 PERIODS

iscal /ear ? April 277 @ +arch 277 @ .G 277

August 277 @ +arch 277
5277 @ 12277

Open means? from August 277

Close means? to +arch 277

Compan/ codes ? A+& AS& AI&

All compan/ codes

allo the same
Open and close periods
Option 1
A( 8efine posting periods
:ariant VVVVV M
( Assign posting period
:ariant to compan/ codes
MVVV.A+&
MVVV.AS&
MVVV.AI&
C( 8efine open and close periods for *ariant M
or M5 277 @ 12277
Option62

Each compan/ code

ha*ing separate open
And close posting period *ariant M G N

Assign posting period *ariant to compan/ codes

M to A+& G to AS& N to AI&

Period for *ariant

=ul/ 2776+arch 277 April 277 to +arch 277 Sep. 277 to Sep. 277

or M or G or N

7-277 12277 7%277

In this step e are defining hich periods are open for posting.

Deine va&iants o& o-en -osting -e&iods:

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Path : SP3  Financial accounting global setting  Document  posting periods-
De!ine 6ariants !or open posting periods

Select ne entries utton

:ariant )ame
A+& posting period *ariant for A+&

CtrlS press enter in sa*e

Assign -osting -e&iod va&iant to %o-an8 %ode:

Path : SP3-Financial %ccounting- Financial accounting global settings-

Document  posting periods  assign posting period 6ariant company code)

Select position utton

$i*e the compan/ code A+&

or compan/ code A+& assign *ariant A+& select sa*e utton or CtrlS
Press enter to sa*e in /our reuest.

Deine o-en and %9osed -osting -e&iods o& va&iant::

Path: SP3  Financial accounting .lobal settings  Document  Posting

periods- open and close posting periods)

Select ne entries utton.

:are ? Select A+&

Account t/pe 'A(? Select  '*alid for all accounts t/pe(
rom Account lan,
"o account lan,
rom period one '1( 1
Gear 277
"o period 12
Gear 'iscal /ear( 277
rom period2 13
Gear 277
"o period 1%
Gear 277

Second column is option 'from period 2(

Authorization group 'Au.$r(? lan,

Select sa*e utton or CtrlS

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Select /our reuest and press enter to sa*e in /our reuest.

A)t(o&i;ation 3&o)-:

"his screen is reuired e*er/ month in production client nood/ ill ha*e access for
customization areas.

"he same screen is gi*en at user le*el hen it is a*ailale at user le*el the users ill
misuse.

SAP has gi*en authorization group.

ASIS Administrator gi*es authorization group sa/ M and M ill e assigned to user I8s
manager accounts and deput/ manager accounts.

<hen e open the s/stem ith the ao*e user I8s then onl/ e can change the
periods at the user le*el.

Posting -e&iods ent&8 at end )se& a&ea:

Path: %ccounting Financial accounting .eneral 'edger - En6ironment Current

settings-open and close posting periods ( $ransaction code :S<%'<=;0098>2

Select position utton

Posting period *ariant? A+&
Enter

Do%)ent t8-e and no. &anges

In normal accounting account person onl/ ill pass all the entries. 4e ill get *oucher
nos continuousl/. In SAP *oucher e call it as document.

I Accounts Person ++ Stores Person S8 Sales Person

+aterial 0eceipt 1
Pa/ment 2
Sales 3
0eceipt -

"o get document numer seriall/ SAP has gi*en document t/pe

8oc.t/pe SA 0E 0:
)o.0ange 71 72 73

)o.0ange inter*al 16177777 1777716277777 2777716377777

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<e are getting the document nos continuousl/ / seeing the document numer e can
tell here it is generated.

In a /ear 177777 *ouchers are consumed s/stem gi*es a message e gi*e a*ailale
numers 3777716-77777

Path:SP3-Financial accounting-Financial accounting .lobal settings 

Document Document ?eader-De!ine Document $ypes ($r)code:3%;

Select position utton

8ocument t/pe select ? SA
$& Account document
Enter
Select t/pe ?SA
Select details utton 'CtrlShift2(
)umer range ?71
Select numer range information utton
$i*e the compan/ code ? A+&
Select change inter*als utton 'W(
Select inter*al utton
)o.range ?71
Gear ?277
rom numer ?1
"o )umer ?177777
Current numer ?7
8eselect e#ternal'E#t( chec, o#

If e select e#ternal chec, o# e ha*e to gi*e at the time of posting hat should e
the document numer.
Select press enter.
Select sa*e utton or CtrlS
Ignore arning message press enter

)umer range inter*al cant e transported to production client @ hat e*er numer for
de*elopment client for testing.

1. Consultant is an outsider @ he does not ,no ho man/ document

numers are reuired for each area.

32
2. 0euired? <e ha*e to enter *alues to the field compulsor/. "he field *alue ill
appear ith uestion mar, or tic, mar,6ithout entering the *alues e can not go
to ne#t screen.

3. Optional? "he field ill e *isile on screen our choice to enter *alues or not the
fields selection is not common to all accounts. It depends on the account hat
e are using. In case of sales account uantit/ filed is reuired. In case of
repairs account uantit/ filed is not reuired e ha*e 1777 accounts @ e ha*e
to create 1777 scenarios. In stead of creation of 1777 scenarios SAP ha*e gi*en
field status groups.

iled status $roup Suppress reuired optional

0epairs A9c $eneral

Euit/ share capital

Sales A9c materials uantit/ select
Purchase A9c
Cash A9c an, Accounts
an, A9c cost Accouts

1. <hen e create accounts e ha*e to assign field status group.

2. or filed status group e is field is suspected and hich filed is optional.
3. At the time of posting / the user6he gi*es the account numer the screen ill
appear ased on the fields selection to the field status group hich is assigned in
account numer.
-. iled status groups are created under field status *ariant and field status *ariant
is assigned to compan/ code 9 codes.

Afterards?

Cash account 8r
"o Euit/ share capital

an, accounts
D
:alue date te#t usiness area
D
0euired Entr/

$eneral
Y
"e#t usiness area
D
0euired entr/

34
Screen la/out at the time of posting

Path:SP3- Financial accounting  Financial global settings  Document 'ine

item-Controls- De!ine !iled status 6ariants

Select field status *ariant 1777 that is I8ES group

Select cop/ as utton '%(
Change filed status *ariant 'S":( to A+&
Change field status name to field status :A0 for A+&
Press enter
Select cop/ all utton
<e get a message numer of dependent entries copies -!
Enter
Select sa*e utton or CtrlS
Select /our reuest and press enter to sa*e in /our reuest.
Select field status *ariant ? A+&
8oule clic, on field status groups folder
8oule clic, field status on $771 that general 'ithte#t allocation(
8oule clic, on $eneral data
"e#t ma,e it reuired entr/ filed
Select ne#t group utton
Select ne#t page or page don utton to times.
usiness areas ma,e it as reuired entr/ field
Sa*e
8oule clic, on field status group $775
"hat is an, A9c oligator/ *alue date
8oule clic, on $eneral data
"e#t ma,e it as reuired entr/ field
Select ne#t group utton
Select ne#t page or page don utton to times.
usiness area ma,e it as reuired entr/ field.
Select ne#t group utton to times

35
:alue date ma,e it as reuired entr/ filed.
Sa*e.

:alue date' Effecti*e date(?

"erm loan from I8I ?27.7.277

8eposit / us in our an, ?22.7.277
8ocument date ?22.7.277
Posting date ?22.7.277

In SAP e ha*e interest calculations Interest calculations in our oo, from 22.7.277
here as I8I calculates from 27.7.277. "here ill e mismatch.

Interest calculations?
:alue date ?0euired entr/ filed
8ocument date ?22.7.277
Posting date ?22.7.277
:alue date? 27.7.277 field is modifiale after posting .
In our oo,s also interest ill e calculated from 27.7.277

:alue date ?31.7.277

8OC F POS

Assign %o-an8 %ode to ie9d stat)s va&iant :

Path: SP3-Financial accounting-Financial accounting .lobal settings-

Document  'ine time-Controls-%ssign company code to !ield status 6ariants)

Select position utton

$i*e the compan/ code ?A+&
Enter
or compan/ code ?A+&
Assign field status *ariant ?A+&
Select sa*e utton or CtrlS
Press enter to sa*e in /our reuest

36
 SALES TAX PROCEDURE

$eneral ledger Accounts pa/ale Accounts recei*ale and Assets accounting

asic
E#cise
:A" 9CS"
"o do normal posting also sales ta# procedure is reuired.
A( Create procedure
( Create ta# codes
C( Create accounts
8( 8esign accounts

Assign for countr/ in6ta# ;S ' Sales ta# ;SA(

"a# I) 'sales ta# India( "emporar/ assignment
or our compan/ an/ code? Countr/ I)
)ote the path this one
SP3-Financial accounting Financial accounting global settings-$ax on sales @
Purchases - asic settings - %ssign country calculation procedure

Select position utton

$i*e the countr/ I) for India
Enter
or countr/ I) assign procedure "a#;S
Sales "a# @ ;SA
Select sa*e utton or CtrlS
Press enter to sa*e in /our reuest.

TOLERANCE 3ROUPS:

"his is to t/pes

1.$& Accounts 2.Emplo/ee

a( 0eceipts 9 Pa/ment transactions

( +andator/ area

0etained area called open item management.

37
 usiness Area ? A+&4
"e#t ?
rom the menu select document @Simulate and sa*e

Pa&< Do%)ents :
"his is used for appro*als Cashier

Enter the document he ill Informs to S0 person S0 person he can ma,e changes
par, in the s/stem appro*al to the document form amount 9
8ate 9 head of account efore
release
Accounts ill not e And release document
updated
Account ill not e updated Once he release the document
ill e posted and updates
records

Ste-s:
1. Posting of pac,ed document / cashier
2. Informed to Sr. person for release @e cashier
3. 8ispla/ pac,ed document and change date and amount
-. After change inform to Cashier aout appro*al
5. 8ispla/ changes to pac,ed document

@. Posting o Pa%<ed Do%)ent

Path : %ccounting  Financial accounting  .eneral 'edger- Posting-.eneral
document paring (F-85

$i*e the document date ? "oda/ date

8ocument t/pe ? SA
Compan/ code ? A+&
Posting ,e/ ?-7
Account ?277177 'Cash account(
Enter
Amount ?
usiness area ? A+&4
"e#t ? par, document testing

55
Posting ,e/? ?57
Account ?177777 'Euit/ share capital(
Enter
Amount enter ? R'Star(
usiness area ?A+&4
"e#t ?

From the menu select  Document  Par document

1. Ino&ed to Senio& Pe&son o& &e9ease

From the menu select system short message

$i*e the title ? Please release 8oc.)o.3
0eceipt user id of Senior person 'sap user(
0ecipient t/pe ? Select SAP logon name
Select e#press mail chec, o# 'Screen don right side(
Select send utton 'Shift(
From the menu select system –> Create session

4. Dis-9a8 -a%<ed do%)ent and %(ange date and ao)nt

Path :%ccounting Financial accounting  .eneral ledger-Document  pared

documents- post @ delete (F0

Select document list utton

$i*e the compan/ code ?A+&
Enter / user I8 ?Cashier
E#ecute '(
8oule clic, on document no.3
"o change the date
Select document header utton
Change document date and posting date to 5.17.277
Select ac, arro
Select fast data enter utton
Change amount %777 8eit

56
 %777 Credit
Select ac, arro
rom the menu select document post
Inform to cashier aout appro*al
rom the menu select @S/stem @KShort message.
"itle document no.3 released
0ecipient ;ser Id of Cashier
0ecipient t/pe
Select SAP logon name
Select e#press mail chec, o#
Select send utton 'left side upper(
From the menu select system –> Create session

4 .Dis-9a8 %(anges to -a%<ed do%)ent

Path: %ccounting Financial accounting  .eneral ledger-Document - Pared

Documents-Display changes (F5

Compan/ code ? A+&

8ocument )o ?3
iscal /ear ?277
Enter
Select all changes utton

Sa-9e do%)ent:

"his is used for month end pro*isions

Salaries A9c 8r. 177777
0ent 8r 57777
<ages 8r 577777
"o outstanding %57777

Create a sample document and store in the s/stem e*er/ month / coping sample
document numer and / changing date and amount e an post the pro*isions e ill
not forget an/ pro*isions.

Ste-s:
1. Create 3$& masters
A( Salaries A9c Personnel cost
( 0ent A9c Administration

57
 C( Outstanding e#penses @ Current liailities F Pro*ision
2. 8ifference no.range inter*al for no.range M2
3. Creation of sample document
-. posting of transaction / cop/ing sample document

"o chec, account groups for gi*ing account numers. "he transaction code is O8-

Select position utton

$i*e the chart of accounts ? A+&
Enter
"he personnel cost is -771776-771
Administration range -773776-773
Current liailities F Pro*ision range is 17757761775

C&eation o 3L aste&s *FS,

$i*e the $& Account -77177

Compan/ code ?A+&
Select ith template utton
$i*e the $& Account 177777 'Euit/ share capital (
Compan/ code ?A+&
Enter
Change account group to personnel cost 'Staff cost(
Select P F & statement radio utton
Change short te#t to Salaries A9c
Change long te#t to Salaries A9c
Other fields are common
Select sa*e utton or CtrS
$& A9c )o? .-77377
Compan/ code ?A+&
Select ith template utton
$i*e the $& account ?-77177 salaries
Compan/ code ?A+&
Enter
Change account group to Administration
Change short te#t to 0ent account

58
Option 1? Accrual 9 8eferral document ?
Steps
1.Creation of re*ersal reason and re*ersal reason should allo us to re*erse on an/
da/.
2. Enter accrual 9 8eferral documents
A( 0ent Pro*ision 7.17.277
( Salar/ pro*ision 31.17.277

3.0e*ersal of accrual 9 deferral documents in one step

1.C&eation o &eve&sa9 &eason and &eve&sa9 &eason s(o)9d an8 da8.

Path : SP3- Financial accounting .eneral ledger accounting-usiness

transactions %d+ustment posting @ e6ersal - De!ine reason !or re6ersal

Select ne entries utton

0eason ?11
"e#t ? 0eal 9 8eferral 0e*ersal reason for A+&
Select neg. posting chec, o#
Select alternati*e position date chec, o#
Select sa*e utton or CtrlS
Sa*e in /our reuest

If e do not select alternati*e posting date chec, o#

31.17.277
Salaries 8r
"o out standing

S/stem ill allo /ou to re*erses onl/ 31.17.277

<e ant to re*erse ne#t month 1 st select alternati*e posting date chec, o#

Rent -&ovision:

Path : %ccounting  Financial %ccounting  .eneral ledger Periodic processing

 Closing  aluate- Enter %ccrual @ De!erral Document ($r)Code is FS*

8ocument date ? "oda/ date

"/pe ?SA
Compan/ code ? A+&
0e*ersal reason ? Select 11
0e*ersal date ?1.11.277 'ne#t months(
Posting ,e/ ?-7

63
Amount ?-77377 '0ent A9c(
Enter
Amount ?57777
usiness area ?A+&4
"e#t ? 0ent pro*ision for Octoer
Posting ,e/ ?57
Account no. ?177577 'out standing e#p(
Enter
Amount ? R'star(
usiness area ? A+&4
"e#t ?
rom the menu select document @KSimulate and sa*e

Sa9a&ies -&ovision:
"r.Code is S1

8ocument date ?3117.277

Posting date ?31.17.277
"/pe ?SA
Compan/ code ?A+&
0e*ersal reason ?11
0e*ersal date ?71.11.277
Posting ,e/ ?-7
Account ?-77177 'Salaries A9c(
Enter
Ignore the arning message press enter
$i*e the amount 177777
usiness area A+&4
"e#t ?Salaries pro*ision for the month of Octoer
Posting ,e/ 57
Account ?177577 'outstanding e#p.(
Enter

64
Amount ?R
usiness area ?A+&4
"e#t ?
rom the menu select document @K Simulate and sa*e

Reve&sa9 a%%&)a9 + Dee&&a9 do%)ent :

Path : %ccounting  Financial %ccounting  .eneral 'edger  Periodic

processing  Closing aluate  e6erse accrual @ De!erral Document ($r)Code
is F)=*

$i*e the compan/ code ? A+&

0e*erse posting date ?71.11.277
Select te#t run chec, o#
E#ecute '(
Select re*ersal documents utton
Select ac, arro

OPTION 1 : O-en Ite /anageent

"his is used *endors customers 9 alance Sheet items here clearing is reuired. <e
ha*e to select open item management chec, o#

<hile crating the $& accounts

Out standing E#penses

Salaries A9c 577777
<agers A9c 377777
an, 25777 0ent a9c 25777

<e can see the account in 3 a/s

1. Open items? Pa/ale @ Salaries and ages
2. cleared items ? Paid rent and an,
3. All items ? Pa/ale  paid

3. Scenarios
1st Scenario 2 nd Scenario 3 rd Scenario

ull Clearing Partial clearing 0esidual items method

65
Pro*isional and pa/ment @
Same amounts

A( Rent P&ovision B*T&ansa%tion %ode F?1,

8ocument 8ate F posting date ?13.17.277
"/pe ? SA
Compan/ code ? A+&
Posting ,e/ ?-7
Account no. ?-77377 '0ent A9c.(
Enter
$i*e the amount ?15777
usiness area ?A+&4
"e#t ? 0ent pro*ision
Posting ,e/ ?57
Account no. ?177577 'outstanding e#p(
Enter
Amount ?R 'enter star(
usiness area ?A+&4
"e#t ?
rom the menu select 8ocument @K Simulate and sa*e

5, #o$ to vie$ o-en ite anaged a%%o)nt t&ansa%tions:

Path : %ccounting  Financial %ccounting  .eneral 'edger- %ccount  Display @

Change line items ( Tr. Coe is F'9

$i*e the $& Account ?177577 'outstanding e#p(

Compan/ code ? A+&
Select open items radio utton
Select normal items chec, o#
E#ecute '(

OUT 3ON3 PA0/ENT "IT# CLEARIN3:

66
Path : %ccounting  Financial %ccounting  .eneral 'edger - Posting  3ut going
payments (F-0;

$i*e the document date ? "oda/s date

"/pe ? SA
Compan/ code ? A+&
Clearing te#t ? outgoing pa/ment
Account ;nder an, data ?277177 'Cash A9c.(
usiness Area ?A+&4
Amount ? 15777
"e#t ? Outgoing pa/ment
Account under open item selection ?177577 'out standing e#penses(
Amount t/pe ? S'S is default( 'S? Stands for $& Accounts(
Select process open items utton

Reve&sed do%)ents $i99 not a--ea& o& %9ea&ing:

8oule clic, on pa/ale amount 15777

8ocument @ K Simulate and sa*e
$o and see open item account transactions "r.Code is &3)
$i*e the $& Account no ?.177577 'outstand e#penses(
Compan/ code ?A+&
Select cleared items radio utton
Clearing data ? "oda/s date
Select normal items chec, o#
E#ecute '(
Select ac, arro
Select open item radio utton
E#ecute
'6R6 "his s/mol is open item'document no. elo((

2nd Scenario 3rd Scenario

Partial Clearing 0esidual items method

67
<hen e ma,e part pa/ment e can use either partial clearing or residual items
method.

Out standing e#p. Outstanding E#p.

OI OI
0ent -7777 Cr 0ent 37777 2777 Cr
Cash 5777 8r
6666666 6666666
35777 Cr 2777 Cr
TTTTT TTTTTTT
CI ?
0ent 37777 Cr
0ent 37777 Cr
66666666666666
7
TTTTT

A( 0ent Pro*ision A( 0ent Pro*ision

0ent 8r -7777 0ent A9c 8r 37777
"o Outstanding -7777 Outstanding 37777

( Part pa/ment ( Pa/ment 0s.2777

Out standing 8r 5777 Outstanding 8r 37777 cleared

"o Cash 5777 "o Cash 2777
"o Outstanding 2777

0esidual? alance pa/ale

)ote ? OI means Open Items

CI +eans Cleared Items

Companies follo 1 st method

"e test (o$ to vie$ i99 $ise o)tstanding:

Rent P&ovision F?1

8ocument date ? "oda/ date

"/pe ? SA
Compan/ code ? A+&

68
0eference ?3-5%
Posting ,e/ ?-7
Account )o. ?-77377 '0ent a9c(
Enter
Amount ? -7777
usiness Area ? A+&4
"e#t ? 0ent pro*ision
Posting ,e/ ? 57
Account )o. ?177577 'Outstanding e#p.(
Enter
Amount ? R 'enter star(
"e#t ?
rom the menu select 8ocument @Simulate and sa*e

O)t going -a8ent )sing -a&tia9 %9ea&ing et(od: * T&. Code F?7,

8ocument 8ate ? "oda/s 8ate

"/pe ? SA
Compan/ code ? A+&
0eference ? 3-5%
Clearing te#t ?Outgoing pa/ment
Account under an, data? 277177 'Cash a9c(
usiness area ? A+&4
Account ? 5777
"e#t ? Outgoing pa/ment
Account under open item selections 177577 'outstanding e#p(
Select process open items utton
eep the cursor on the amount filed of line item against hich e ant to adust.
Select partial pa/ment ta
Creates pa/ment amount column
8oule clic, amount -7777
8oule clic, on pa/ment amount -7777

69
rom the menu select 8ocument @ KSimulate
$i*es a message correct the mar,ed &ine items
8oule clic, on lue font line items
"e#t enter ?
Select sa*e utton or Ctrl S

3o and see o-en ite a%%o)nt t&ansa%tions

$he $ransaction is code is F'9

$i*e the $& account ?177577 'outstanding E#p.(

Compan/ code ? A+&
Select open items radio utton.
Select normal items chec, o#
Select e#ecute utton
"o *ie ill ise outstanding
Select change la/out utton 'Ctrl(
rom the hidden fields column
Select reference field
Select amount in local currenc/ under column contain.
Select left arro or sho selected fields utton
Select cop/ utton
eep the cursor on reference
Select su total utton

"o ma,e alance pa/ment of 35777 and cleared pro*ision and part pa/ment *F?7,

$i*e the document date ? "oda/s date

"/pe ? SA
Compan/ code ? A+&
0eference ?3-5%
Clearing "e#t ? Out going pa/ment
Amount under an, date ?277177 'Cash A9c(

70
 usiness Area ?A+&4
Amount ?35777
"e#t ? Outgoing pa/ment
Account ? ;nder open item selection 177577'out standing e#p(
Account t/pe ?S
Select process open item utton
8oule clic, on pro*ision -7777
8oule clic, on part pa/ment 5777
rom the menu select document @K Simulate and sa*e

$o and see open item managed account transactions *F5L2N(

$i*e the $& Account o. ?177577'out standing e#p(

Compan/ code ? A+&
Select cleared items radio utton
Select normal items chec, o#
E#ecute

Resid)a9 ites et(od:

0ent pro*ision 672

$i*e the document date ? "oda/s date

"/pe ? SA
Compan/ code ? A+&
Posting ,e/ ? -7
Account no. ?-77377 '0ent account(
Enter
Amount ?37777
usiness area ?A+&4
"e#t ? 0ent pro*ision
Posting ,e/ ?57
Account no. ?177577 ' outstanding e#p(
Enter

71
Amount ?R
usiness area ? A+&4
"e#t ?
rom the menu select 8ocument 6KSimulate and sa*e

O)t 3oing Pa8ent Using Resid)a9 Ites /et(od: *F?7,

$i*e the document date ? "o da/s date

"/pe ? SA
Compan/ code ? A+&
Clearing "e#t ? out going pa/ment
Account under an, date ? 277177 'Cash a9c(
usiness area ? A+&4
Amount ?2777
"e#t ? out going pa/ment
Account t/pe ?S 'default comes(
Select process open item utton
Account ? ;nder open item selection 177577 'out standing e#p(
eep the cursor on the amount filed of the line item against hich e ant
adust.
Select residual items ta
It creates residual items column
8oule clic, on ne#t amount 37777
8oule clic, on residual items amount
rom the menu select 8ocument @K Simulate
It gi*es the message correct the mar,ed line items.
8oule clic, on lue font line item.
"e#t enter ?
Sa*e

3o and see t(e o-en ite anaged a%%o)nt t&ansa%tions *F5L2N,:

72
alance Interest calculation Item interest calculation
S "/pe P "/pe
$& Account :endor 9 Customers

Deine inte&est %a9%)9ation t8-e:

Path : SP3- Financial accounting  .eneral ledger accounting- usiness

transactions  an account interest calculation  ,nterest calculation .lobal
settings  De!ine interest calculation types

Interest indication ? $1
)ame ? 17Z +onthl/
Interest calculation t/pe ? Select S
alance interest calculation
Press enter to sa*e in /our reuest

P&e-a&e a%%o)nt a9an%e inte&est %a9%)9ation:

Path : SP3- Financial accounting  .eneral ledger accounting- usiness

transactions  an account interest calculation  ,nterest calculation .lobal
settings- prepare account balance interest calculation ($r)Code 3%%

Select ne entries utton

Interest calculation indicator ? $1
Interest calculation freuenc/ ? Select 71
Calendar t/pe ? Select $ '2 3193%5(
Select alance plus interest chec, o#
Sa*e
Press enter to sa*e in /our reuest

Ca9enda& T8-e
In case of rupee loans e use $ Calendar In case of foreign currenc/ loans e
use  calendar.
C &oan from SI &IO0 2Z

81
 '&IO0 +ean &ondon Inter an, Offer
0ate(
or interest calculations the
denomination ill e ala/s 3%7 da/s

IO0 @ ran,furt Inter an, Offer 0ate

+I 6 +umai Inter an, Offer 0ate

Deine Ree&en%e Inte&est Rates ?

SI rupees term loan 1797-9277 177777

17979277 17777
Interest calculation for the /ear

1st method
On 177777 from 1797-9277 to 319739277 at 17Z 15777
On 177777 from 17979277 to 319739277 at 17Z 63777
66666666
12777

2nd +ethod
On 17777 from 1797-9277 to 7979277 at 17Z 5777
On 7777 from 17979277 to 319739277 at 17Z !777
666666
12777
TTTTT
If the account is ha*ing credit alance 17Z
If the account is ha*ing deit alance Z
&oan account @ Interest indicator Account Credit alance reference
interest rate ? $2617Z
Account deit alance reference interest
rate $36Z

A( Interest rates are gi*en to reference interest rate '$2 and $3(
( 0eference interest rates are specified separatel/ if there is a credit alance and if
there is a deit alance and it ill e assigned to interest indicator
C( Interest indicator ill e specified in loan account.

Deine &ee&en%e inte&est &ates:

82
Path : SP3  Financial accounting  .eneral ledger accounting  usiness
transaction an account interest calculation  ,nterest calculation De!ine
re!erence interest rates ($r code is 3%C

Select ne entries utton

0ef int.rate ? $2
&ong te#t ? Credit alance 17Z interest
8escription also credit alance 17Z interest
8ate from ?71.7-.277
Currenc/ ? I)0
Sa*e
Press enter to sa*e in /our reuest
Select ne#t enter utton
0ef.int.rate ? $3
&ong te#t ? 8eit alance Z interest
8escription ? 8r. al Z int
8ate from ? 71.7-.277
Currenc/ ? I)0
Sa*e

Deine Tie B De-endent Te&s

Path : SP3  Financial accounting  .eneral ledger accounting  usiness

transaction  an account interest calculation  ,nterest calculation- De!ine time
 Dependent $erms

Select ne entries utton

Interest calculation indicator ? $1
Currenc/ ,e/ ? I)0
Effecti*e from ? 17.7-.277
Seuential numer ?1
"erms ? Select credit interest alance interest calculation
0ef.interst rate ? $2
Sa*e

83
Press enter to sa*e in /our reuest
Select ne#t entr/ utton '(
Interest calculation indication ? $1
Currenc/ ,e/ ? I)0
Effecti*e from ?71.7-.277
Seuential numer ?2
"erm ? Select deit interest alance interest
calculation
0eference rate ? $3
Sa*e

Ente& Inte&est !a9)es

Same path as ao*e ' Tr coe is 3=9

Select ne entries utton

0eference interest rate ? $2
:alid from ? 71.7-.277
Interest rate ? 17 'one month(
0eference interest rate ? $3
:alid from ? 71.7-.277
Interest rate ?
Sa*e
Press enter to sa*e in /our reuest

C&eation O 1 39 /aste&s

A .SI rupees term loan Secured loans

. Interest account Intrest

"o chec, account groups for gi*ing account numers O5D4

Select position utton
$i*e the chart of accounts ? A+&
Enter
Secured loan range ?177377 61773
Interest range ? -77-776-77-

84
C&eation O 39 /aste&s *Fs,

$i*e the $& account no. ?177377

Compan/ code ? A+&
Select ith template utton
$i*e the $& Account no. ?177777 Euit/ share capital
Compan/ code ? A+&
Enter
Change the account group to secured loans
Change short te#t to SI rupee term loan
Change $& account long te#t to SI rupee term loan
Change $& Account te#t to SI rupees term loan
Select Create 9 an, 9 Interest ta
ield status group change to $775
Interest indicator select $1
Sa*e

"r.Code?FS

$& Account no. ?-77-77

Compan/ code ? A+&
Select ith template utton
$i*e the $& account no. ?-77177 salaries account
Compan/ code ? A+&
Enter
Select t/pe 9 8escription ta
Change account group to interest
Change short te#t to interest a9c
$& account long te#t? Interest account
Sa*e

Assignent a%%o)nts o& a)toati% -ostings:

85
Path : SP3- Financial accounting  .eneral %ccounting  usiness
$ransactions  ban account interest calculation- ,nterest Posting  prepare .'
%ccount balance interest calculation ($r)Code 32

Select s/mols utton

7772 Interest paid
2777 $& Account 'paid(
Interest account 8r 7772 -77-77
"o SI rupees term loan 2777 177377
If more than term loan 2777  ' 17 "imes plus(

'17 times 'plus( mean an/ account numer(

&ength of account no. ma#imum 17 digits

<e are using % digits @ h/ can not e use  '% times plus(
<hen e post a transaction @ Cash account 8r

Credit to euit/ share capital and hen e gi*e the account numer 277177 for cash
account and 177777 for Euit/ Share Capital @ It ta,es in the eginning 7777277177
8eit and 7777177777 Credit and hen e sa*e it sa*es ith 277177 and 177777.

If e gi*es % times plus @ hen e simulate for loan it ta,es 777717 and it can not
sa*e.

SI rupees term loan 177377

I8I rupees term loan 177371
ICICI rupees term loan 177372

At the time of interest calculation e gi*e for hich loan account interest is to e
calculated. )o e are as,ing the s/stem to calculate interest for 177371 @ I8I rupees
term loan account 177371 ill e replaced in 

Select accounts utton

$i*e the Chat of Accounts ? A+&
Enter

Accounts s/mol Currenc/ $& A9c

7772 I)0 -77-77
2777 I)0 

Select sa*e utton or Ctrl S

Press enter to sa*e in /our reuest

O-en Posting -e&iod *T&.Code is O51,

86
"o open posting periods for April 277
Select position utton
$i*e the posting period *ariant ? A+&
Enter
or :ariant ? A+&
rom the period 1 is ?1
Select sa*e utton or CtrlS
Press enter to sa*e in /our reuest

SI rupee term loan receipt : F?1

17.7-.277 SI cheue date 177777
12.7-.277 cheue deposit in an,
8ocument date ?12.71.277
Posting date ?12.7-.277

Interest calculation in SAP from 12.7-.277

<here as an, calculates from 17.7-.277
<e are gi*ing *alue date 17.7-.277
)o SAP also calculates interest from 17.7-.277

8ocument date F posting date ?17.7-.277

"/pe ? SA
Compan/ code ? A+&
Posting ,e/ ?-7
Account ?277177 'Cash a9c(
Enter
Ignore the arning message press enter
Amount ?177777
usiness area ? A+&4
:alue date ?17.7-.277
"e#t ? SI "erm loan receipt
Posting ,e/ ?57
Account ,e/ ?177377 SI 0upee term loan
Enter

87
Amount ?R
usiness area ? A+&4
:alue date ?17.7-.277
"e#t ?
rom the ne select document simulate and sa*e.

Te& 9oan &e-a8ent *F?1,

8ue date ?17.7.277
Cheue date ?17.7.277
"o an, credit in SI oo,s onl/ on 12.7.277 interest credit ill e in our oo,s
17.7.277
SI gi*es credit from 12.7.277
Cheue date ?7!.7.277
:alue date ?17.7.277

F?1
$i*e the document date F posting date 7!.7.277
"/pe ? SA
Compan/ code ? A+&
Currenc/ ? I)0
Posting ,e/ ?-7
Account no. ?177377 SI rupee term loan
Enter
Ignore the arning message press enter
Amount ?17777
usiness area ? A+&4
:alue date ?17.7.277
"e#t ? SI "erm &oan 0epa/ment
Posting ,e/ ?57
Account ?277177 'Cash account(
Enter
Amount enter ?R
usiness area ? A+&4
:alue date ?17.7.277
"e#t ?

88
rom the menu select document @KSimulate and sa*e

5a9an%e Inte&est %a9%)9ations:

Path: %ccounting  Financial accounting  .eneral ledger- periodic processing-

,nterest calculation-alance interest calculation (F)52

Compan/ code ?A+&

$i*e the $& account ?177377 ' SI 0upee "erm &oan(
Calculation period ?71.7-.277 to 31.73.277
E#ecute
Select ac, arro
"o *ie line item ise interest
Select additional alance line chec, o#
E#ecute
Select an, arro

#o$ to give ee%t o& 9oating &ate o Inte&est

Interest rate change from 17Z to 12Z from 71.7%.277
On 177777 from 1797-9277 to 319759277 ]17Z
On 177777 from 71.7%.277 to 7.7.277 ]12Z
On 7777 from 1797.277 to 319739277 ]12Z

Open one more session ith SP0O

Pat( ?SPRO? Financial accounting  .eneral ledger accounting  usiness

transactions- an account interest calculation  ,nterest calculation- Enter
,nterest alues (3=9

Select ne entries utton

0eference interest rate ? $2
:alid from ?71.7%.277
Interest rate ?12
Sa*e
Press enter to sa*e in /our reuest come to the first session
E#ecute
Select ac, arro

89