General Ledger

End User Training Documents

Introduction to FI Module:

- Fi is used to present an organization financial information in form of financial statements.

- Represent the financial position if the organization in the last fiscal year.
- Its users are the Investors, Creditors, Shareholders …
- Must be subjected to Accounting standard such as (GAAP, IFRS).

- CO for internal reporting to report the companies’ costs, revenues and profit and help the
management in decision making.

- Its users are internal users (Board directors, Management).

- No need to be subjected to Accounting standard such as FI.

❖ Short cut in SAP:

- /O +T-code -----> Open new screen without ending the current screen.
- /N +T-Code -----> Open new screen and end the current screen.
- /I --------> End current screen.
- /NEND ---------> End all the opened screens with warning.
- /NEX --------- > End all the opened screens without any warnings.
- Press F1 on the field for explanation.
- Press F4 on the field for search help.

❖ System message types:

1- Information: Just information to inform you that the processing is done.
2- Warning: the system tries to warn you about something and You can avoid it by Enter.
3- Error: The system will not allow you to continue without solving the error.

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❖ SAP Servers:
1- IDES: for training
2- Development (DEV): For the configuration.
3- Quality assurance (QAS): For testing and customer training.

4- Production (PRD): Go live.

- User menu: Display the transactions that the user is authorized to use.
- SAP menu: Display all SAP transactions.

❖ SAP Levels:
• Client Level: The highest level Such as (Document typesand Exchange rate)
- Each client is an independent unit that contains separate master record.
- Client level means a group of affiliated companies.
- Data entered at client level is valid for all the organizational structure and no need to be
redefined at any other levels.

• Company: (Optional)
- The trading partner or the holding.
- Used to make transaction between 2 or more company codes and to prepare consolidation
financial statements.

• Company code (mandatory)

- The legal entity, Balance sheet and P&L required by law are made at company code level.
- Assigned to the company.
- You can assign multiple company codes to the same company.

❖ Chart of Accounts: We have 3 types of COA as the following:

• Operative COA: (mandatory)
- It’s used to post the daily financial transactions.
- Each company code must be assigned to an operative Chart of Accounts.
- You can assign multiple company codes to the same COA.
• Group COA:
- Contains the corporate G/L Accounts
- Purely for the consolidation reporting for the group.
- Not assigned to the company code but assigned to the operative COA.
• Country COA: Optional
- Its important when a company in corporate group is required by law to produce a financial
report specifically to meet a country reporting requirements.

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General Ledger Account master data

Menu Path Accounting → Financial Accounting → General Ledger→ Master Records

G/L Accounts → Individual Processing→ FS00 - Centrally
Transaction Code FS00

• The G/L Account is created at 2 levels (Company code level (FSP0)-Chart of Account level
(FSS0)
• FS00 merged the 2 levels together in 1 screen.

• Press on create
▪ the company code and the G/L
Account that you want to create.

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 Type/ Description (Chart of account level):
1- G/L Account type: We Have 4 types:
o X ------> Balance sheet (The Asset and Liabilities accounts)
o B ------> Cash With (cash accounts such as banks and petty cash)
o N ------> Nonoperating Expense or income (P&L Accounts that is no need to
track it in co and used in FI only such as gain or Loss from Asset sale
Account.
o P-------> Primary costs or revenues (FICO Posting track the value in co such
as salary expenses and operating expenses)
o S -------> Secondary cost (Only co) such as cost allocation.

2- Account Group: Classifying the G/L Account and which number range interval the
account number must be.
3- Short and long text for the G/L Account

Control Data (Company Code Level)

1- Account Currency: If the Account is maintained at company code currency it will accept all
currencies but if it maintained in different currency, it will accept only this foreign currency
2- Balance in local currency: With Account that does not subject to foreign currency valuation such
as inventory accounts.
3- Tax category You decide whether you want to use the account for tax-relevant postings set * to
accept all tax codes.
4- Posting without tax allowed: It should be possible to post both taxable and non-taxable items to an
account

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5- Reconciliation Account: The reconciliation account ensures the integration of a subledger account into
the general ledger (Customer, Vendors and Assets).

6- Tolerance Group: Is a limitation for treatment of differences when clearing open items to the
account.

7- Open Item Management: Determines that journal entry line items are managed on an open item
basis for this G/L account.

8- Sort Key: For purpose, determine which information is to be taken from the document header or from
the document line item and placed in the field.

9- Authorization Group: The authorization group allows extended authorization protection among the
users.

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 Create Bank Interest: (Company Code)
• Field status Group: Determines the screen layout for document entry (Optional, Mandatory
or Suppressed)
• Account only Posted to Automatically: Indicates that this account can only be posted
Such as Petty cash account.
• Planning Level: The planning level is used to control displays in Cash Management.
• Relative to Cash Flow: determines that the G/L account is a cash flow account such as bank
account.
• House Bank and Account ID.

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 Key Word translation: To define the G/L Account in more than language.
The information (C/A) and (cocd): Information about the time of the G/L Account
creation, change and the user who did that.

❖ Collective Processing: To make mass change in multiple G/L Accounts.

Menu Path Accounting → Financial Accounting → General Ledger→ Master Records

G/L Accounts → Collective Processing → OB_GLACC12 - Company Code
Data
Transaction Code OB_GLACC12

• Set the company code and the G/L Account range the press execute.
• From select fields you can choose more fields that you want to mass process as the following:

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 • Select relative to cash flow flag then press on mass processing you will find all G/L Accounts will
be changed then press save

FV50 – Edit or Park G/L Document

Functionality: -
This is an SAP Enjoy transaction used to Park GL documents. This transaction only
allows GL Parking, you Can not park to any account e.g. Customer, Vendor, Asset etc.

Scenario
You Want to park a Journal Entry which effect only General Ledger accounts.

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Requirements
None

Menu Path Accounting → Financial Accounting → General Ledger→ Document Entry

FBv0 → FV50 - Edit or Park G/L Document
Transaction Code Fv50

1. Double Click on Fv50

2. Update the Following Fields:

Field Name Field Description Values

Company Code Company Code 1100

Press on Save as completed.

You can display it from T-Code FBV0

You can change from T-Code FBV2

You can Post or delete from T-Code FBV0

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FB50 – Post GL Document

Functionality: -
This is an SAP Enjoy transaction used to Post GL documents. This transaction only
allows GL Posting, you Cannot post to any account e.g. Customer, Vendor, Asset etc.

Scenario
You Want to Post A Journal Entry which effect only General Ledger accounts.

Requirements
None
Menu Path Accounting → Financial Accounting → General Ledger→ Document Entry
FB50 → Enter G/L Account Document.
Transaction Code FB50

3. Double Click on FB50 – Enter G/L Account Document.

4. Update the Following Fields:

Field Name Field Description Values

Company Code Company Code 1100

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5. Update the Following Fields:

6. Click Enter

7. You Can do Simulate before Posting. Click Simulate Button

Document Overview

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 8. To Post the Document click on Save.

FB03 – GL Document Display

Functionality: -
You Want to Change an already Posted Document. You Can Change only fields like Text or
Assignment.

Scenario
You need to add More Information to the automatically created financial documents.

Requirements
A Posted Document.

Menu Path Accounting → Financial Accounting → General Ledger → Document

FB03 - Change
Transaction Code FB03

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 1. Double click on FB03 – Display

2. Update the Following fields

If you don’t know the document number, click on button.

System will display a search screen. Enter the required criteria and search for the document you
want.

3. Click Enter

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4. To Change line item, simply double click on it and select document – change

5. The fields you can change are reference, text header, Assignment and text
- You can not change the amount, Posting date, Document date, G/L Account

6. On the same screen you can change also same fields in the doc. Header

Click Document Header Button

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 7. Click Enter to Confirm

8. To store your changes, click on save

FB08 – individual Document Reversal

Functionality: -
A GL Document was entered incorrectly, need to reverse the document.

Menu Path Accounting → Financial Accounting → General Ledger → Document

Reverse → FB08 – Individual Processing
Transaction Code FB08

1. Double click om FB08 – Individual Processing.

2. Update the following fields and click on Save

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 3. You can choose the document from document list Button.

4. The Message bar displays “Document XXXXX was posted in company code
1100

FAGLL03 – Display / Change Items or FNL3N

Functionality: -
This transaction code gives A G/L Account Line Item Display. This is an interactive
report, In the sense you interact with the report, you can hide, display more fields from
available list.
Menu Path Accounting → Financial Accounting → General Ledger → Account
FAGLL03 – Display / Change items (New)
Transaction Code FAGLL03

1. Double click on FAGLL03

2. Update the following fields and click on Execute Button (F8)

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You can export the report to MS Excel. Select from menu path List -> Export ->
Spreadsheet or local file, System will automatically open a requested MS Office Excel.

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FAGLB03 – Display Balances (New).

Menu Path Accounting → Financial Accounting → General Ledger → Account

FAGLB03 – Display Balances (New).
Transaction Code FAGLB03

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S_ALR_87012284 – Financial Statements & Trial Balance

Functionality: -
This transaction code gives you Balance Sheet and Profit & Loss account for A
Company Code.
To run the report, you need to select the relevant Financial Statement Version which is
configured for the chart od accounts and Company Code.

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Menu Path Accounting → Financial Accounting → General Ledger → Periodic
Processing → Closing → Report → General Ledger Reports (New)
Financial Statement / Cash Flow → General → Actual / Actual Comparisons
→ S_ALR_87012284 – Financial Statement

Transaction Code S_ALR_87012284

1. Click radio Button “Classical List”

2. In Special evaluation select recommended to select Balance sheet type Number
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3. Click Enter to Confirm the Entries and Execute (F8).

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