Sap fico fi notes by Hafil Ibn Rahoof

SAP FI NOTES INDEX PARTICULARS Introduction Enterprise Structure 1. Chart of Accounts 2. Accounts groups customization 3. Open and Close Posting Periods Sales Tax Procedures 1. Tolerance Groups General Ledger Accounts (GL Accounts) 1.Negative Postings 2. Creation of GL Masters 3. Parked document Foreign Currency Transaction (FCT) 1. Reversal of Reversed document 2. Mass Reversal 3. Balance Interest calculation 4. Accounts Principles Accounts Payable (AP)

Page No. 3 11 15 19 27 36 36 41 41 43 54 72 77 78 87 92 99

House Bank 1. Link between sundry creditors and Advance to vendors 2. Purchase Invoice Posting 3. Term of Payments-Maximum Cash discount 4. Automatic payment Program(APP) 5. Check printing 6. Credit Memo Accounts Receivable (AR) 1. Sales Invoice Posting 2. Incoming payment 3. Link between sundry debtors and advance from customers 4. Advance Receipt posting

106 115 116 119 128 130 132 134 135 142 144 144 148 156 162 170 172 176 199/201/202

Bill of Discounting (Bill of Exchange) 1. Define dunning areas Sales Tax Asset Accounting (AA) 1.Chart of Depreciation 2. Asset Classes 3. Asset Sale /Transfer/Scrapping Reports

204 204 205/206 209 212 217

1.Chart of Accounts List 2.Trail balance / Ledger /Vendors List 3. Data Takeover 4.Up loading of master in SAP (LSMW) 5.Balances uploading Bank Reconciliation Statement (BRS) 1.House Bank 2.Check Lots 3.Sales and Purchase Invoices posting Cash Journal (CJ) Withholding Tax(TDS/TCS) 1.Maintain Calendar 2.Withholding tax codes 3.Create Remittance Challan 4.Print TDS Certificate 5.Quaterly Return

228 231 232 241 245 248 249 254 264 265 266

INTRODUCTION SAP stands for System Application and Products in data Processing FI stands for Financials CO stands for Controlling Version : ECC6 ECC stands for ERP Central Component SAP was released in 1972 – It head quarters in Germany What is ERP? ERP stands for Enterprise Resource planning, it is integrated all functions in one system. Organization | -----------------------------------------------------------------------------------------| | | | Purchase Dept. Store Dept. Production Dept. Accounts Dept. Will have no of departments in organization. ERP integrate all the functions into one system. It will facilitate free flow of data among the departments. Advantages: Once stores person updates in the system – It can be shared by account person. No mismatch in reporting – Data Source is only one once updation. Store Department at Factory: Where the material is received are updates his records send the bill to account person. Accounts department at City office : Pass an entry in the books Disadvantages: Duplicate job Time gap. ERP Packages: SAP, Oracle, Financials, Peoples soft, BAAN , J.D.Edwards 1972- SAP R/1 – Real time data processing 1980-SAP – R/2 Included no. of countries and no. of currencies 1990 – SAP R/3- R/3 stands for Data Structure 1.Application Server 2.Data based server 3.Presentation 1999 – My SAP.com – Web baed 2004 – Net weaver – Integrates information, people and process. Areas to be covered under FI /CO FI: 1. General Ledger accounting 2. Accounts payable 3. Accounts receivable 4. Asset accounting CO: 1. Cost element accounting 2. Cost center accounting 3. Internal orders 4. Profit center accounting 5. Product costing

Profitability analysis

Integration of: 1. Material Management Module to Financials (MM to FI) 2. Sale & Distribution module to Financial module integrate (SD to FI) 3. Data take over(From Non-SAP to SAP) 4. Closing procedure Reports: In all the module systems gives around 2000 reports You can attachĂŠ the reports to favorites Some important reports you can attach the reports on desk top. Cross company code transactions: India version: TDS , Excise and sales tax Companies Act:1956: as per Schedule VI Balance sheet and Profit & Loss A/c What are difference between SAP EE 4.7 and ECC 6.0? SAP EE 4.7 Stands for Enterprise Edition No Netware concept (Offline) Segment wise report is not possible Only one currency

SAP ECC 6.0 Stands for Enterprise Central Compound Netware concept (Online) Is it possible Multiple ledgers in currencies Document splitting Foreign currency revaluation based on accounting principles

Role of FI /CO Consultant 1. 2. 3. 4. 5. 6.

Project Manger Senior Consultant Junior consultant (Each project 3 to 6 members) Support Consultant (Eg.IBM, Accenture) Core Team Members End User

How to Open SAP Open: Double lick on SAP Logon Icon Double Click ECC 6 Server First Screen: First Field : Client :2 Clients 1. Development client 2. Production client In the implementation SAP 1. Consultants 2. Company staff (Core Team Members) The consultant they do the customization in development client The company staff will do the testing. The customization will be transferred to client through transport requests. In the production client you enter day to day transaction. Some companies they will give 3 clients:

1. Development client 2. Testing client 3. Production client Client:

800/000/810 – You can copy and give any number

User:

Cost of package will depend on the no.of users licenses. 100 users license –used by 1000 employees It fixes the responsibility on employee.

User ID: SAP user: You can use small or capital letters (It’s not case sensitive) Password: The length of password – Min3 – Max 8 (it can be numeric, Alpha Numeric , Alphabets, and Special characters.) Password is not case sensitive Not possible to change password more than once in a day Latest 5 passwords can not be used Password can not be restored •

Money is the password.

What is client? Aravind Group (Aravind Industries Ltd) (Aravind Steel Ltd)

Wipro (Consulting Firm)

To Purchase Sap Package From Sap India Bangalore Wipro Will Customize(Map) Aravind Requirement In SAP ARAVIND Project Manager Core team accounts manager Cost accountant Purchase Manager Sales Manager It staff

WIPRO Project manager FI Consultant CO Consultant MM Consultant SD Consultant ABAP programmer BASIS Administrator

Aravind :Core Team As is Process _What Is Requested From SAP Wipro :To Be Process What Should Be Done In SAP Development Client Wipro Customization Aravind Core Team

Production Client - Transport Request - Testing

After testing by Aravind core team customization will be transported to production client through transport request. Production client is live client where we enter day to day transactions. If the consultant do customization once again in production client, if they commit any mistake all the postings will go wrong where as development client customization is tested customization by the Aravind core team and corrected by Wipro team. We will not get any mistakes in the development client customization. In live environment we should have minimum 2 clients some companies they keep 3 clients Development Client

Testing quality Client

Production Client

Wipro Customization

Transport Request

ď&#x192;

Aravind Core Team

Testing

"When SAP is purchased from SAP India we get clients like 000,001,067 and 800" Basis consultant copies 000 client and give the number required by Aravind care team Client :800 (Development Client) User

: Cost of package will be based on number of user licenses

User Id Creation Is The Job of BASIS Administrator A) Cost Factor B) User Id Fixes Responsibility on Employee SAP User:

It Is Not Case sensitive (Capital Letters Or Small Letters)

Password:

Password Is Case Sensitive (From Ecc 5 Onwards)

Length of Password: Minimum 6 Maximum 40 "We can use alphabets, Numerical, alphanumeric, special characters-like" Not possible to change password more than once in a day. System will not permit to use latest previous 5 passwords EG:

1.09.2008 5.09.2008 12.09.2008

ABC123 XYZABC ABC123

system will not permit

Password can not be restored BASIS Administrator deletes old password and gives a new password : oracle Language

: 41 Languages

If we do not specify any language it takes English by default or we can use EN for English If we user id : The menu will be in German Client: 800 User: SAPUSER Password: oracle Press enter Now open SAP Select and choose the radio button depend on necessity. 1st Radio button 2nd Radio button 3rd Radio button

Employee1 Can not work Work Can work

Employee2 Can work Can work Can not work

In training institutes we have to select 2nd radio button Enter 1st raw is called menu bar

Menu Edit ,Favorites ,Extras 2nd raw is called standard tool bar 3rd row is called in title bar 4th is called application tool bar 5th & last is called status bar The second row the tick is called enter, beside tick box is called is command field." One employee can work in number of sessions (windows) at a time -the maximum is 6 sessions How to create a new session? Path: From the menu bar - Select system- Create session To move from one session to another session (alt+tab) How to end session? Path :From the menu bar - select system- End session To view which version we are using? Path : From menu bar - Select system- Status-Sap system data How to use transaction codes (T/C)? We want posting of transaction. option-1 Go through the path and post the transaction Path: Accounting --> Financial accounting -> General ledger-->Posting ->General posting

option-2 Use transaction code in command field and press enter we can create our own transaction codes they should start with Y or Z

To go back to SAP easy access screen: Use: /n in command field and press enter. For Posting Transaction: Document (Voucher) entry (F-02)

Account display (FS10N)

After posting we want to view the ledger. a) Use:/n (changing) in command field and enter - to back to sap easy access screen b) Use FS10N in command field and press enter- to go to account display Instead use:/NFS10N in command field and press enter change session with new transaction code. use /OFS10N in command field and press enter- create session with new transaction code. ./N for change ./O for create How to activate transaction codes in sap menu? Path :From the menu bar - select extras - Settings - Display technical names- Enter HOW TO SET A START TRANSCTION? To make one screen as beginning screen

Path: From menu bar select extras - set start transactions (transaction code is

F-02)

Enter Give a message transaction F-02 set as start transaction HOW TO CLOSE SAP? Path: From the menu bar select system - log off - select ‘yes’ button for the message to logoff Select yes button to log off HOW TO UNLOCK THE TRANSACTION CODE? At the time of customization -screen will come with display mode not enter mode Path:Tools-Administrator- Monitor-Lock entries (tr.code is SM12) Select list button- Message - No lock entries found Path: From the menu bar select lock entry- Delete all-select’ yes’ button for the message Delete all lock entries - Enter. Organization structure: SAP ---------| | Group Company | | Company Company code | | Units Businesses Area Creation of Project: Group --> Companies Units In SAP – Group is called as company Company is called as company code Unit is called as Business area ARAVIND GROUP(AVG) | ---------------------------------------------------------------------------------| | | Aravind Mills Ltd(AML) Aravind Steels Ltd(ASL) Aravind Industries ltd(AIL) | | | | | | HYD BGL HYD BGL HYD BGL FI consultant will do customization at company code level -company or group is only for information. We do customization for Aravind Mills Ltd after words we copy customization including accounts to other company codes in one step and make modifications where ever required. ENTERPRISE STRUCTURE

DEFINE COMPANY: Path: Tools - Customizing â&#x20AC;&#x201C;IMG (implementation guide) - Execute project (trns.code SPRO) SPRO stands for SAP Project Reference Object Select SAP reference IMG button : This is called customization area or configuration area or implementation area Path:SPRO-

Enterprise structure - Definition - Financial accounting - Define company ( Tr code is OX15)

It we select IMG activity documentation button: It gives description part about company To select IMG activity button: To do customization Select IMG activity button Select new entries button Company

: AVG

Company name :Aravind group name of company2

:blank

street

:Ameerpet

postal code

:500034

country

:For country select dropdown(pull down) button, select in for india"

Language key :select drop down button select EN for English Currency

:For currency select drop down button here 218. Select INR for Indian rupees

Select save button or Ctrl+s Development client | consultant -

production client Customization Transport requestâ&#x2020;&#x2019;

By default it gives the latest request we have to create our own request and afterwards to transport to production client For each step we need not create separate request. For Basic settings :1st request For General ledger :2nd request rd For Account payable :3 request For Accounts receivable:4th request For Asset accounting :5th request For Controlling :6th request Select create request button (F8) Give the short description :FI basic settings for Aravind Mills Ltd Press enter Press enter once again to save in the request. We get a message data was saved: Data was saved in two places:1.Development client 800 2. In Transport request

2.DEFINE COMPANY CODE: Path:

( Tr code is OX02)

Tools - Customizing - IMG- executive project (SPRO)

Select sap reference button IMG SPRO - path upto select sap reference IMG button is same.

SPRO No SPRO Consultant job End user job Note the path SPRO Path: Enterprise structure - Definition- financial accounting - edit, copy, delete, check company code Edit company code data Select new entries button Give company code :AML City :Hyderabad Country :IN Currency :INR Language :EN Select save button or Ctrl+S Title Name Street Post code City Country

:Select company :Aravind mills ltd :Ameerpet :500034 :Hyderabad :IN

Press enter To select our request number select dropdown button beside request number. We can see here number of requests. Select request number by seeing the description. Press enter to save in the request. Description can be same should be different 3.ASSIGN COMPANY CODE TO COMPNAY Path: SPRO - Enterprise structure - Assignment - Financial accounting - Assign company code to company ( Tr code is OX16) Select position button give the company code AML enter For company AML assign company AVG Select save button or Crtl+S Select dropdown beside request number Select your request number Press enter to save in the request 4.Define Business Areas path:

SPRO- Enterprise structure- Definition -financial accountingdefine business area ( Tr code is OX03)

Select new entries button Business area: AMLH Description :Hyderabad AML Bangalore business area link this number Select save button or C trl+s

Press enter to save in your request *Assignment of business areas to company code is not required Aravind Group | Aravind Mills Ltd Aravind Steels Ltd | | HYD BGL HYD BGL AML accounts person

Aravind Industries ltd | HYD BGL

ASL accounts person

At the time of posting Company code : Business area :

AML HYD

ASL HYD

* Without giving company code we can not pass to business area At the time of request generation: Company code AML Business area HYD We get HYD data of company Code AML only

ASL HYD HYD data of company code ASL only

Some business area can be used by number of company codes in the client assignment of business area to company code is not required. HYD incharge for AML, ASL and AIL in the report Company code AML +ASL+AIL Business area HYD Hyderabad data for all company codes we have Hyderabad business area separately for each company code. HYD Hyderabad business area HYD1 Hyderabad business area HYD2 Hyderabad business area AML accounts person Company code Business area

:AML :HYD/HYD1

ASL HYD1/HYD2

There will be a mix up. CHART OF ACCOUNTS: Company Codes: Option-1 when we want to compare or consolidate we can have same set of accounts (chart of accounts) -i.e.,

AML

ASL

Accounts coding will be same. Conveyance account no. Option-2 Each company code has their on set of accounts conveyance account no.

400000 400000 400000

AIL

Compare or consolidate by using group Chart of Accounts

400000 300000 200000

when we create conveyance account no we use 2 numbers Company code no. Group no.

400000 300000 100000 100000 100000 100000

We are comparing or consolidating by using group account number. Companies following option1 Chart of Accounts name Description of chart of accounts Maintenance language English Length of account number most 10 digits (we are using 6 digits) CREATION OF CHART OF ACCOUNTS) path: SPRO - Financial accounting- General ledger accounting - GL accounts - Master Data-Preparation - Edit chart of accounts list (TR.CODE.OB13 The other way to give transaction code is from the menu bar -> Select system - Status Select new entries button. Chat of accounts Description Maintenance language Length of GL account no. Controlling integration Group chart of accounts

:AML :Chart of Accounts for Aravind group :English :6 (min 6 max 10) :select manual creation of cost elements :Blank

Under status deselect blocked check box (do not select blocked check box) Select save button or Ctrl+S Select your request and press enter to save in your request

Controlling integration: select manual creation of cost elements. FI (Financials) CO (Controlling) expenditure When we past to expenditure accounts in FI it updates, CO automatically provided. We create expenditure accounts as cost elements. All expenditure accounts need not be cost elements expenditure accounts like interest, Depreciation, Non-operating expenses -will not be consolidated for costing -they are debatable.

Manual

Cost elements creation Automatic

When we select manual, when expenditure account is created and posted in FI, we want that expenditure to update cocreate that expenditure account as CO element. If we do not want to update co-records that expenditure create expenditure account only and not to create as cost element -here we have flexibility. If we choose automatic, when we create an expenditure account automatically cost element will be created. When we post to that expenditure account in FI, automatically CO records will be updated-no flexibility. UNDER STATUS DESLECT BLOCKED CHECK BOX:

Accounts creation is at end user area, users at the time of posting, they will not check whether account is there as not they create new account and post accounts. We will have number of duplicate accounts in SAP once we create an account and past transaction-IT can not be deleted In live environment after up leading accounts - select blocked check box. No body can create any accountwhether original account or duplicate account. When there is a necessity to create a new account an authorized person say accounts manager deselects the blocked check box, create the account and afterwards select blocked check box. We have to create the accounts now. We are deselecting the blocked check box. ASSIGN COMPANY CODE TO CHART OF ACCOUNTS path: SPRO- Financial accounting - General ledger accounting- GL Accounting- Master data-PreparationAssign company code to chart of accounts. (Tr.code OB62) Select position button Give the company code : Enter

AML

For company code AML assign chart of accounts AML Select save button or Ctrl+S Press enter to save in your request. Accounts groups 100000 Equity share capital 100001 Cash account 100002 Preference share capital 100003 SBI current Account We have created 1000 accounts We want to view current assets balance or transaction. We can not get directly-we have to verify each and every account and add the respective accounts- in this example account no.100001 and 100003 We are preparing balance sheet on liabilities we have items like share capital, Reserves & surplus-We have to verify each and every account and assign to the respective items-it takes so much time to assign accounts. To get account balances directly or to assign accounts easily SAP has given account groups. Chart of accounts | Accounts groups | Accounts

AML Share capital (100000 - 100099) | Current assets (200000-200099)

When we create the accounts, we create within the range. Cash account will be created within the range of 200000200099." Equity share capital will be created within the range of 100000-100099. When we want to see current assets balances-we give current assets or at the time of crating balance sheet for Share capital-we give the range 100000-100099. While crating account groups we take client's balance sheet and crate the groups-after implementation also we wants to see the way he used to get. WHILE CREATING THE ACCOUNTS GROUPS: 1 Series for liabilities

2.Series for assets 3.Series for income 4.Series for expenditure We have 1000 accounts the user at the time of posting to expenditure account he need not see all accounts he gives 4 only expenditure accounts will appear. CUSTOMIZATION (TR.CODE.OBD4) path: SPRO-Financial accounting-General ledger accounting- GL accounts-master data-preparations-Define account group select new entries button Chart of accounts AML AML AML AML AML AML AML AML AML AML AML AML AML AML AML AML AML

Account group

Name

SCPL RSPL ACDN SCLN UNSL CLPL FAST CAST SALE OTHER INCR RMCL PRSN MFRG ADMN INTR DEPR

Share Capital Reserves & Surplus Accumulated depreciation Secured Loans Unsecured loan Current Liabilities and Provisions Fixed Assets Current Assets loans & Advances Sales Other Income Increase / Decrease in stocks Raw material consumption Personnel cost Manufacturing Expenses Administration Expenses Interest Depreciation

From account 100000 100100 100200 100300 100400 100500 200000 200100 300000 300100 300200 400000 400100 400200 400300 400400 400500

To account 100099 100199 100299 100399 100499 100599 200099 200199 300099 300199 300299 400099 400199 400299 400399 400499 400599

Select save button on Crtl+S Select your request and press enter and save in your request 6 digits 1000000

100099 share capital 1000-1099 100000000-1000000099 Reserves & Surplus Accumulated Depreciation Unsecured loans Current Liabilities & Provision Fixed Assets

Afterwards we require liabilities account groups with 1 series –10 account groups. How many groups we can crate with 1sries . available accounts (1999-1599)=400 accounts. New account groups with 1series we can create 400/100=4 groups . Now we have to go for –5 series . The user at the time of posting first the will give 1* If the account is not there then he will check with 5*

When we use 6 digits: Afterwards we require liabilities account groups with 1 series to 10 account groups. How many groups we can create with 1 series available accounts (199999-100599=99400) accounts.

For each account group we are assigning 100 accounts new account groups with 1 series. We can create 99400/100=944 accounts groups. 5/6/7/8/ digits. Retained earnings accounts: In the year end: P & L account balances transfer to surplus in P & L A/c Reserves & Surplus (100100-100199) Balance Sheet A/c balances –carry forward to next year as opening balance. This is required in the year end and not during the implementation. SAP has made mandatory this step during the implementation. If the consultant does not do this step, we will have problems in the year end. Though accounts are not yet created assign on account for retained earnings account purpose. We can specify retained earnings account any account number which is with in range 100100-100199. Generally we specify the first account i.e.100100 as Retained earnings account and when we start creating the accounts the first account to be created is 100100 surplus in P & L Account. Path: SPRO – Financial accounting – General ledger accounting – GL Accounts – Master Data – Preparations – Define retained earnings account. Give you chart of accounts AML enter. The transaction code is OB53 . Account assignment P & L Statement type ‘X’ Account 100100 Select save button or Ctrl+S We get a warning message account 100100 not created in chart of accounts AML. Ignore the warning the message press enter. Press enter once again to save in the request. Accounts creation is at end user area and the transaction code is FS00 P & L type

Account No.

100100

400300 Rent Account P & L A/c Balance Sheet A/c. In the year end the balance will go to account no.100100 100000 Equity share capital P & L A/c Balance Sheet A/c. Select In the year end the balance will go to the same account as opening balance 1 and 2 series for Balance Sheet Accounts 3 and 4 series for P & L Accounts. a) Net operating profit (operating income – operating expenses. b) Net non-operating profit (non-operating income non operating expenses) 400300 P & L Statement A/c type Balance Sheet A/c.

Rent account Select X

P&L X Y

Account No. Type 100100 Net operating profit 100101 Net non operating profit Profit

In the year end the balance will go to account no.100100 300100 profit or sale of shares. P & L A/c. P& L Statement A/c. type Y

In the year end the balance will go to account no.100101. Fiscal year

Fiscal year variant

Indian companies periods US Companies

April to March +4 special periods V3 Jan to Dec.+4 Special Periods K4 July to June+4 Special periods V6 Oct. to Sep+4 special periods V9

April 2007 â&#x20AC;&#x201C; March 2008 Accounting year 2007-08. In SAP we will call it as fiscal year 2007. July 2007-June 2008 Oct.2007 â&#x20AC;&#x201C;Sep.2008

Fiscal year 2007 Fiscal year 2008 2007

April 2007-March 2008 9 July 2007-June 2008 6 October 2007-September 2008 3

2008 3 6 9

Fiscal year 2007 2007 2008

It is above 6 months in next year take next year otherwise same year. April 2007 March 2008 1 12 (Normal periods)

Fiscal year 2007 13 14 15 (Special periods)

For year end adjustment purpose SAP has given special periods . Special periods are part of March March will have total 5 periods 1noraml period 4 special periods. To get the profitability and different stages SAP has given special periods. Why special periods are required: 20th March 2008 we have declared profitability upto February 2008 to the management profitability figures should not be changed. Users should be allowed to post transactions only for March 2008. April 2007-March 2008 Fiscal year 2007. Open periods For posting

March 2008-March 2008 12,2007 - 12,2007

No user can post transaction before March 2008 and after March 2008.

30.03.2008

April 2007- March 2008 Fiscal year 2007 April 2008- March 2009 Fiscal year 2008.

Open periods

March 2008-March 2009 12,2007 -12,2008

15/04/2008 accounts dept. finalized profitability for the year ended 31/03/2008 Management adjustment entries

Entry Date 05/05/2008 Periods date 31/03/2008 to update last year ledger. We get profitability finalized by management audits by Auditors. 20/05/2008 No.of ratification entries Entry Date Posting date

22/05/2008 31/03/2008

to update last year ledger.

We get profitability finalized by auditors. To day we want to see profitability finalized by accounts department . we can not got March 2008 includes normal entries . Management adjustments and auditors rectification entries. Auditor is asking to show rectification entries list we can not get the list separately. To get profitability separately or to get the rectification entries list separately SAP has given special periods. Usage of special periods is optional. Special periods can come in the same month or different months. Here stage means department profitability, Management profitability and Auditors profitability – the state can come in the same month or different months. Accounts Dept. profitability

April 2008

Management adjustments and Auditors rectification entries

May 2008

How special periods will be used: April 2007-March 2008

Fiscal year 2007

20th March 2008 open periods for posting

March 2008-March 2008 12,2007….12,2007 No user can post transactions

before March 2008 and after March 2008. April 2007-March 2008 F.Y 2007 April 2008-March 2009 F.Y.2008 15/04/2008 accounts dep. finalized profitability for the year end 31/03/2008 Management adjustment entries. 05/05/2008 Open periods

March 2008……..March 2009 13,2007………12,2008

Entry date :05/05/2008 Posting date :31/03/2008 to update last year ledger period 13 We get profitability finalized by Management audit by a auditors. 22/05/2008 no.of rectification entries. Open periods

March 2008 …. March 2009 14,2007 …… 12,2008

Entry date Posting date Periods

:22/05/2008 :31/03/2008 to update last year ledger 14

We get profitability finalized by auditors. Accounts dep. Profitability : 1-12 Management Profitability 1-13

Auditors finalized profitability List of auditors rectification entries

1-14 14-14

SAP known only calendar year periods –we have to convert calendar year periods to our accounting year periods. January February March April May June July August September October November December

Month 1 2 3 4 5 6 7 8 9 10 11 12

Days 31 29 31 30 31 30 31 31 30 31 30 31

Periods 10 11 12 1 2 3 4 5 6 7 8 9

Year shift -1 -1 -1 0 0 0 0 0 0 0 0 0 April 2008

April 2008 – March 2009 F.Y.2008 In which year it is coming 2008 As which year we are calling in SAP 2008 Year shift

In which year it is coming As which year we are calling in SAP Year shift Posting 05/01/2009 update 2008 Ledger not 2009 ledger Month 1 2 3 4 5 6 7 8 9 10 11 12

Days 31 29 31 30 31 30 31 31 30 31 30 31

Periods Year shift 4 0 5 0 6 0 7 0 8 0 9 0 10 0 11 0 12 0 1 0 2 0 3 0

0 January 2009 2009 2008 -1

Oct.2008-Sep 2009 F.Y.2009 October 2008 In which year it is coming as which 2008 year we are calling in SAP 2009 year shift +1 January 2009 in which year it is coming as which year we are calling in SAP year shift

2009 2008 +1

posting 05/10/2008 update 2009 ledger not 2008 ledger

Path : SPRO – Financial accounting – Financial accounting Global settings – Fiscal year – Maintain fiscal year variant (Maintain shortened fiscal year) (Trs.code is OB29 Select position button fiscal variant V3 Enter Select fiscal variant V3 Double click on periods folder Select back arrow Select new entries button FV

Description

April to March 4 Special periods

Do not select year depend check box If we select year depend check box – when we save it will ask for year – when we give year 2008 – The conversion is applicable only for the year each year we have to create the conversion. If we deselect year dependent check box – The conversion is common for all years. Deselect calendar year check box If we select calendar year check box – It takes Month 1 (Jan)will be as period 1 Month 4(April ) wil be as period 4 Where as we require month 4(April) should be as period 1 so deselect calendar year check box. No. of posting periods :12 No.of special periods :4 Select save button or Ctrl+S Select your request press enter and press enter save in your request. Select Fiscal year variant Double click on periods folder. Select new entries button First column Second column Day Third column Last column

Month

Month 1 2 3 4 5 6 7 8 9 10 11 12

Period 10 11 12 1 2 3 4 5 6 7 8 9

Day 31 29 31 30 31 30 31 31 30 31 30 31

:B1

Period Year shift Year Shift -1 -1 -1 0 0 0 0 0 0 0 0 0

save Assign company code to a Fiscal year variant Path: SPRO – Financial accounting – Global settings – Fiscal year – Assign company code to a Fiscal year variant (Tr.code is OB37) Select position button Give your company code:AML Enter For company code:AML Assign fiscal variant :V3 Select save button Ignore the warning message press enter and press enter to save in the request.

OPEN AND CLOSE POSTING PERIODS Fiscal year : April 2008 – March 2009 – F.Y 2008 August 2008 – March 2009 5,2008 – 12,2008 Open means: from

August 2008

Close means: to

March 2009

Company codes

: AML

ASL

AIL

All company codes Fallow the same Open and close periods Option 1 A) Define posting periods Variant …………… X B) Assign posting period Variant to company codes X……….AML X……….ASL X……….AIL C) Define open and close periods for variant X For X,5 2008 – 12,2008 Option-2 Each company code having separate open And close posting period variant

X to AML

Y to ASL

Z to AIL

Assign posting period variant to company codes Period for variant July 2008-March 2009 April 2008 to March 2009 For X 04,2008

Sep. 2008 to Sep. 2008

For Y 12,2008

For Z 06,2008

In this step we are defining which periods are open for posting. Define variants for open posting periods: Path : SPRO – Financial accounting global setting – Document – posting periods-Define variants for open posting periods Select new entries button Variant AML

Name posting period variant for AML

Ctrl+S, press enter in save Assign posting period variant to company code: Path : SPRO-Financial Accounting- Financial accounting global settings- Document – posting periods – assign posting period variant company code. Select position button Give the company code AML

For company code AML assign variant AML select save button or Ctrl+S Press enter to save in your request. Define open and closed posting periods for variant:: Path: SPRO – Financial accounting Global settings – Document – Posting periods- open and close posting periods. Select new entries button. Vare : Select AML Account type (A): Select + (valid for all accounts type) From Account Blank To account Blank From period one (1) 1 Year 2008 To period 12 Year (Fiscal year) 2008 From period2 13 Year 2008 To period 16 Year 2008 Second column is option (from period 2) Authorization group (Au.Gr): Blank Select save button or Ctrl+S Select your request and press enter to save in your request. Authorization Group: This screen is required every month in production client nobody will have access for customization areas. The same screen is given at user level when it is available at user level, the users will misuse. SAP has given authorization group. BASIS Administrator gives authorization group say X and X will be assigned to user IDs manager accounts and deputy manager accounts. When we open the system with the above user IDs then only we can change the periods at the user level. Posting periods entry at end user area: Path: Accounting –Financial accounting –General Ledger - Environment –Current settings-open and close posting periods ( Transaction code :S_ALR_87003642) Select position button Posting period variant: AML Enter Document type and no. ranges In normal accounting, account person only will pass all the entries. He will get voucher no’s continuously. In SAP voucher we call it as document. FI Accounts Person Material Receipt Payment Sales

MM Stores Person 1

SD Sales Person

2 3

Receipt

To get document number serially SAP has given document type Doc.type No.Range

SA 01

RE 02

No.Range interval 1-100000

RV 03

100001-200000 200001-300000

We are getting the document no’s continuously by seeing the document number we can tell where it is generated. In a year 100000 vouchers are consumed system gives a message we give available numbers 300001-400000 Path:SPRO-Financial accounting-Financial accounting Global settings –Document –Document Header-Define Document Types (Tr.code:OBA7) Select position button Document type select

: SA

GL Account document Enter Select type

:SA

Select details button (Ctrl+Shift+F2) Number range

:01

Select number range information button Give the company code

: AML

Select change intervals button (↓) Select interval button No.range

:01

Year

:2008

From number

To Number

:100000

Current number

Deselect external(Ext) check box If we select external check box, we have to give at the time of posting what should be the document number. Select press enter. Select save button or Ctrl+S Ignore warning message press enter Number range interval can’t be transported to production client – what ever number for development client for testing. 1. 2.

Consultant is an outsider – he does not know how many document numbers are required for each area. All the departments want to have 1—100000 which is not possible. In live environment, before going live all the department heads sit together and decide for production client.

What should be FI document number What should be MM document number What should be SD document number. SAP have given two options. Opetion1: Year specific 01-2007-1-100000

Option 2: Common to all years 500000 500001

01-9999-1-100000

01-2008-1-100000

3000

3001

53000-53001-53002

1st Entry Date:24.09.2008 Posting date:24.09.2008

9999 means any year in 2nd option we donâ&#x20AC;&#x2122;t know how many

2nd Entry Entry date:29.09.2008 Posting date:31.03.2008

Documents we have posted for each year

Note: companies follow 1st option.

Field status variant and field status groups At the time of posting on screen we get around 70 fields. Fields are quality, text (Narration), business area, value date Debit Credit

70 Filed 70 Filed -----140 Filed ==== If we start filling up all the fields it takes so much time to post one document.

SAP has given a facility to make any filed as 1.

Suppress

Required

Suppress: The filed will not be visible on screen a the time of posting.

Required: We have to enter values to the field compulsory. The field value will appear with question mark or tick mark-without entering the values we can not go to next screen.

Optional: The field will be visible on screen our choice to enter values or not the fields selection is not common to all accounts. It depends on the account what we are using. In case of sales account quantity filed is required. In case of repairs account quantity filed is not required, we have 1000 accounts â&#x20AC;&#x201C; we have to create 1000 scenarios. In stead of creation of 1000 scenarios SAP have given field status groups. Filed status Group

Repairs A/c Equity share capital Sales A/c Purchase A/c Cash A/c Bank A/c

Optional

Suppress required optional

General materials quantity select Bank Accounts cost Accouts

1. When we create accounts we have to assign field status group. 2. For filed status group we is field is suspected and which filed is optional. 3. At the time of posting by the user-he gives the account number the screen will appear based on the fields selection to the field status group which is assigned in account number. 4. Filed status groups are created under field status variant and field status variant is assigned to company code / codes. Afterwards: Cash account Dr To Equity share capital

Bank accounts | Value date text Business area | Required Entry General ^ Text

Business area | Required entry Screen layout at the time of posting Path:SPRO- Financial accounting – Financial global settings – Document –Line item-Controls- Define filed status variants Select field status variant 1000 that is IDES group Select copy as button (F6) Change filed status variant (FSTV) to AML Change field status name to field status VAR for AML Press enter Select copy all button We get a message number of dependent entries copies 47 Enter Select save button or Ctrl+S Select your request and press enter to save in your request. Select field status variant

AML

Double click on field status groups folder Double click field status on G001 that general (with,text, allocation) Double click on General data Text make it required entry filed Select next group button Select next page or page down button two times. Business areas make it as required entry field Save Double click on field status group G005 That is Bank A/c obligatory value date Double click on General data Text make it as required entry field Select next group button Select next page or page down button two times. Business area make it as required entry field. Select next group button two times, Value date make it as required entry filed. Save.

Value date( Effective date): Term loan from IDBI :20.09.2008 Deposit by us in our bank :22.09.2008 Document date :22.09.2008 Posting date :22.09.2008 In SAP we have interest calculations, Interest calculations in our book from 22.09.2008 where as IDBI calculates from 20.09.2008. There will be mismatch. Interest calculations: Value date :Required entry filed Document date :22.09.2008 Posting date :22.09.2008 Value date: 20.09.2008 field is modifiable after posting . In our books also interest will be calculated from 20.09.2008 Value date DOC & POS

:31.08.2008

Assign company code to field status variant : Path: SPRO-Financial accounting-Financial accounting Global settings-Document â&#x20AC;&#x201C; Line time-Controls-Assign company code to field status variants. Select position button Give the company code :AML Enter For company code

:AML

Assign field status variant

:AML

Select save button or Ctrl+S Press enter to save in your request

SALES TAX PROCEDURE General ledger, Accounts payable, Accounts receivable and Assets accounting Basic Excise VAT /CST To do normal posting also, sales tax procedure is required. A) Create procedure B) Create tax codes C) Create accounts

D) Design accounts Assign for country in-tax US ( Sales tax USA) Tax IN (sales tax India) Temporary assignment For our company any code: Country IN Note the path this one SPRO-Financial accounting –Financial accounting global settings-Tax on sales / Purchases - Basic settings Assign country calculation procedure Select position button Give the country IN for India Enter For country IN assign procedure TaxUS Sales Tax – USA Select save button or Ctrl+S Press enter to save in your request. TOLERANCE GROUPS: This is two types 1.GL Accounts

2.Employee

a) Receipts / Payment transactions b) Mandatory area Retained area called open item management. This is used for vendors, customers and balance sheet accounts where clearing is required. Outstanding expenses A/c Salaries Bank 15000

Rent Wages

500000 15000 100000

If we see the account in the month end or year end-we will have no of credits and no. of debits. We don’t know which item is pending and how much is pending. As per SAP open item management –At the time of making payment –System will as against which provision we are making the payment. When we specify the payment is being made against rent provision. It clears the transaction. The advantage is we can see the account in 3 ways. 1) If we select open items payable Eg.Salaries and Wages. 2) If we select cleared items :paid Eg.Rent and bank 3) If we select all items: Payable + paid The same way we use for vendors and customers and also. Bank – For 1 Bank –For 2 Bank-For3 Bank for 4 Bank for 5

Vendors X A/c 100 200 300 400 500

1 2 3 4 5

1000 2000 3000 4000 5000

Bill wise out standings we can see for vendor. We can have tolerances (payment differences). It can be amount tolerance or percentage tolerance or both it can be debit amount or credit amount. Outstanding expenses A/c

Salaries Rent

500000 15000

Bank 15000 Wages Bank 100000 Commission

100000 100005

There is difference of Rs.5 in the account for commission which need not be paid. We can difference tolerances. Tolerance Group A B

Amount percentage 100 5%

A) We have to assign tolerance group in account â&#x20AC;&#x201C;in outstanding expenses A/c we have assigned tolerance group A B) At the time of making payment system checks Provision 100005 Payment 100000 Difference 5 If the difference of Rs.5 is within tolerance group amount. i.e.100 system will clear the provision and transfer to sundry balances written off account at time of making payment. Disadvantages: 1. Tolerance group is given at account level and not at the transaction level. Outstanding expenses A/c. Salaries Bank

15000 Rent

15000 Wages 100000

Bank

Diff to give 200

500000

100000 Commission 100005

15 500 100

2. There is not flexibility amount percentage tolerance group. A 100 B 5% C 0 Outstanding Expenses A/c. Salaries 500000 Rent 15000 Wages 100000 Commission 100005

Bank 15000 Bank 100000

If we give tolerance group A in outstanding expenses account if the difference is less than tolerance group amount and transferring sundry balances written of account automatically. When we give tolerance group C instead of A in outstanding expenses account. Outstanding expenses A/c. Bank Bank Bank

100000 15000 100000

Salaries Rent Commission

500000 15000 100005

Provision Payment Difference

100005 100000 ----------5 =======

Not payable Transfer 5

payable Now Rs.100000 as part payment

To sundry balances off a/c and clear the transaction. This is mandatory area.

Bank

Tolerance Group A B C

Amount 100

Percentage 5%

Instead of crating group C - keep the filed blank and give amount zero. While creating 1000 GL accounts, Vendor accounts and customer accounts. Keep tolerance group field blank, system expects we have created blank Tolerance group and already assigned. For our company code: we are creating bank tolerance group wit amount zero so that no need to assign. Tolerance group while creating the accounts. Path :SPRO – Financial accounting – General Leger Accounting –Business transactions-open item clearing – clearing difference- Define tolerance groups for G/L Accounts Company code Tolerance group Description Debit posting Credit posting Debit percentage Credit percentage Save

: AML :Blank :Tolerance group for AML :0 :0 :0 :0

Select your request and press enter and save in your request. Tolerance group for employees. User wise upper limits for posting Tolerance Group A 100000 100000

B C 10000000 Amount per document 10000000 Amount per open item account item 0 5 10 Cash Discount 0 0 0 Payment Differenced We have 1000 users distance – we have to create 1000 scenarios (short cut method) 100000 100000

Accounts Dept: 1. City office cashier 2. Factory cashier 3. Branch cashier 4. Account 1 A 5. Account 2 6. Deputy Manager Accounts 7. Manager Accounts 8. DGM Accounts In live environment / training institutes

B C

SAP User SAP User SP userABC

AML XYZ

A Use only Use only A

Blank A

Path: SPRO-Financial Accounting –General Ledger Accounting –Business transactions – Open Item clearing Clearing differences – Define tolerance groups for employees. Select new entries button Group : Blank Company code : AML Upper limits for posting Amount per document (Maximum Amount 9999999999) Amount per open item account item 9999999999 cash discount per line item 10 Permitted payment difference : Blank Save Press enter to save in your request. ENTER GLOBAL PARAMETERS: Path :SPRO-Financial accounting -Financial accounting global settings-Company code-Enter global parameters Select position button Give the company code Enter Select company code Select details button (F2)

:AML :AML

Select business area financial statements check box Select propose fiscal check box Select define default value date check box Select negative posting permitted check box Select addition data button Company code : AML Business Area : HYD BGL Business place :City factory City office Factory Permanent Account No. (PAN) – At company Code level(Form 49A) 10 Digits Alpha numeric code Tax Deduction at Source No (In SAP TDS No. / TAN) Form 49B -10 Digits alpha numeric code At company code level / business area level / at business place level (GIR No.: General Identification Number) TDS No.ABCDE 35467N PAN NO.BBBBB5678N Select back arrow, then Save Press enter to save in your request

Negative postings: In case of reversals if we select negative postings check box it reduces from the same side. In SAP, when we post a wrong entry, we can’t change the document. We have to go for reversal or pass rectification entry. 1. Equity share capital receipt: Cash account Dr To Equity share capital

400000 400000 Doc.No.1

2. Preference share capital receipt: Cash account Dr To Equity share capital Reversal 3. Equity Share capital To Cash account

100000 Doc No.2

100000 100000 Doc.No.3

4.Cash Account To Preference share Capital Rectification 3. Equity share capital To Preference Share capital Account No.100000 Company code Fiscal year Period 1 2 3 4 5 6 7

100000

100000 100000 Doc No.4

100000 100000 Doc.No.3

Ledger summary AML 2008

Debit Amount

Credit Amount Balance

100000

500000

Cash flow statement Opening cash and bank balances Add: Inflows Equity share capital Preference share capital Less:Out flows Equity share capital

Cumulative Balance

400000 Cr -100000

400000 Cr

1 Reversal without selecting negative postings 0

2 Reversal by selecting negative postings

3 Rectifications

500000

100000

500000

50000

500000

wrong

correct

Wrong

100000 Closing Cash and bank balances

To check transport request:: Path: Enter

Tools â&#x20AC;&#x201C; ABAP work bench-Overview-Transport Organization (Tr.Code :SE09)

Select find request (Ctrl+F) Execute Find company code (Ctrl+F) Double click on define company code

GENERAL LEDGER MASTERS CREATIONS

1 2 3 4. 5 6.

1 Chart of Accounts level GL Account Number Company code

2 Company code level Account currency Only balances in local currency

3 Centrally

Account group Whether it s P & L Account Whether it is a Balance Sheet A/c Description a) Short text – Max 20 b) Long text –Max20

Tolerance group Line item display Open item Management Sort key

+ Company code fields

Chart of accounts fields

Field status group

Accounts to be created: 1. Surplus in P & L Account – Reserves & Surplus 2. Equity share capital – Share capital 3. Cash account –current assets, loans & advances To check accounts groups for giving account numbers. Path: SPRO – Financial Accounting – General ledger accounting – GL Accounts –Master Data- PreparationsDefine Account group (Tr.Code:OBD4) Select position button Give your chart of accounts AML Enter Reserves & Surplus

100100-100199

Share capital

100000-100099

Cash account-current assets

200100-200199

1. To check account-Group for giving account numbers. 2. Creation of General CREATION OF GENRAL Path : Accounting-Financial accounting –General Ledger-Master records –GL Accounts-Individual Processing – Centrally (Tr. Code is FS00) Give the GL account 100100 Company code AML From the menu select -> GL Account create Account group: select reserves & surplus Select balance sheet account radio button Short text: surplus in P & L Account GL Account Large text: Surplus in profit & Loss Account Select control data tab Select only balances in local currency in check box We have Tolerance group: Blank

Select line item display check box Short key select 001 posting data Select create / bank / interest Field status group G001 General (with text, allocation) Save GL Account Company code

:100000 : AML

Select with template button GL Account Company code

:100100 (Surplus in P & L Account) : AML

Enter By mistake save button Your can not save Change account group to Share capital Select balance sheet a/c radio button Change short text to equity Share capital Change GL account long text to Equity share capital Other filed common select save button GL Account 200100 Company code

:AML

Select with template button Give the GL Account 100100 surplus in P & L account Company code

: AML

Enter Change account group to current assets, loans & advances Change short text to Cash account Select balance sheet a/c radio button Change GL account long text to Cash account Select create / bank / interest tab Change filed status group to G005 bank accounts (Obligatory value date) Select relevant cash flow check box, Select save button or Ctrl+S To view the accounts created Select drop down button beside GL account Match Code: Give the company code Enter Short text GL account long text

: AML : At the time of entry : At the time of General ledger display

Posting of transactions

Path: Accounting – Financial Accounting –General ledger –posting –General posting (Tr.Code is F-02) Posting transaction Document date

:10/07/2008 : In case of purchases document date will be party bill date- we can enter manually 30.09.2008

or select F4- It gives calendar and select F-2 – It selects today’s date . Posting date

: Ledger updation will be based on posting date period will appeal automatically based

on Posting date

: 30.09.2008

Reference

:Party bill No.

Doc No

Normal cases Document date (F4)

:30.09.2008

Posting date: will come automatically this is server date. Type

:SA

Company code

:AML

Currency

: INR

System does not know debits and credits to differentiate between debit and credit SAP Has given posting keys Posting key

GL account Debit

Positing key

GL Account Credit

Posting key: Select 40 Account select the drop down button GL long text Company code

:*Cash* : AML

GL Account

: Z*

Enter Select account No.200100 Enter 200100 Cash account – Filed status GRP-G005 Text

Business Area Value date Required In enter global parameters select define default value date check box Amount :400000 Business area :AMLH Text : Equity share capital receipt Posting key : Select 50 Account select drop down button Give the company code AML and press enter Select account :100000 Equity share capital Press enter Amount enter :*(star) Note:

* (star) Means debits and credits equal

Cash A/c Dr To Equity To Preference

500000 300000 *

Business area :AMLH Text Enter :+ ‘ + ‘(plus) mean copies the last line item narration in the same document. Salaries A/c (Salaries provision for Sep.)

100000

Wages A/c Dr (Wages provision for Sep.) To outstanding Exp We can not use * Press enter From the menu select document simulate (Shift +F9) In one document we can have 999 line items. Debit will be posted without any assign and credit amount will be posted with minus sign. Select save button or Ctr+S We get a message document 1 was posted in company code:AML How to view the last posted document 1. From the menu select document display. Select display document header button or (F5) Display document Path: Accounting – Financial accounting – General ledger-Document –Display (Tr.Code:FB03) Select document list button Give the company code

:AML

Document type

:SA

Select executive button (F8) To view last one week posted document 24/09/2008 to 1/10/2008 Select execute button To view self (documents posted by us) Select own documents only check box To view documents posted by a specific user From the menu select –> Edit –> Dynamic –> Selections (Shift +F4) User name :SAPUSER Select execute (F8) button Double click on document no.1 Change document : Path:

Accounting – Financial Accounting –General ledger-Document –Change (Tr.code is FB02)

Document No.

Company code

:AML

Fiscal year

:2008

Enter Double click on first line item cash account We can change only value date filed assignment filed and text filed. Account display: Path: Accounting – Financial Accounting –General ledger – Account – Display balances ( Tr.code is FS10N) To view more than one account transactions select multiple selection button beside GL Account no. We want to view random account numbers transactions. Press select single value tab. Give the account no.100100 200100 Select copy button To view continuous account numbers transactions Press select intervals tab Low limit :100000 Upper limit :100099 Select copy button Account no.100050 To exclude an account from the range Select exclude single value tab Singe value : 100050 Select copy button To exclude a range of accounts :select exclude intervals tab Low limit

:100050

Upper limit

:100059

Select copy button To view only one account Select drop down button beside GL Account Give the company code

:AML

Enter Select account no.100000 Equity share capital Company code

:AML

Fiscal year Business area

:2008 :AMLH

Select execute (F8) button Double lick on cumulate balance amount Double click on document No.1 Select call up document overview button (F9) Select back arrow (F3) Document Number

Posting date

Text

Amount

1 2 3 Total Amount

100000 200000 300000 ----------600000 ======

We can create our own line layout How to create our own line layout: Select change layout button (Ctrl+F8) Select the filed which are not required Select right arrow or hide selected fields button From hidden fields column Select posting date Select left arrow show select fields button change column positions Column Pos Document No. 1 Amount in local currency Text Posting date

Length 10 4 3 2

20 35 10

Change text length 35 characters for amount in local currency select total check box Select copy button How save the layout: Select save layout button (Ctrl+S) Option 1 Common to All A) Deselect user specific Check box B) We have to save with any number or name

Option 2 User specific A) Select user specific check box B) we can save will any number or Name

Layout : / AML Deselect user â&#x20AC;&#x201C; specific check box Description : Standard layout for AML Select save button Select back arrow two times Execute Double click cumulate balance amount How to choose our layout: Press select layout button (Ctrl+S) Select : AML How to make default line layout: From the menu select settings â&#x20AC;&#x201C; layout - Administration Keep the cursor on /AML Select define default setting button Save Select back arrow three times Give the account no.200100 cash account Execute (F8) Double click on cumulative balance amount Hold Document: It is a temporary document

This is user for adjustment purpose or at the time of posting we do not know either debit or credit. This document can be deleted there is no tracking for this document. A) Loans to Directors Create as hold document an 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 Steps: 1. Run a program called “RFTMBLU” for conversion of hold documents 2. Creation of hold documents 3. Delete / complete hold documents 1.

Run a program called “RFTMBLU” for conversion of hold documents

Path : Tools – ABAP Workbench- Development –ABAP Editor (SE38) Program : give the program name :RFTMBLU” Select execute button Select no. termination for read error check box Execute 2. Creation of hold documents Use the transaction code (F-02) Document date

: Today date

Type

:SA

Company code: AML Posting key

:50

Account no.

:200100 (cash account)

Enter Give the amount Business area

: 5000 :AMLH

Text

:Amount paid to Mr.X

From the menu select document hold Tem parry document No.

:AML

Select hold document button We get a message document AML was held Second F-02 Give the document date: Today date Type Company code

:SA :AML

Posting key

: 40

Account 200100 (Cash account) Enter Give the amount 20000

Business area

:AMLH

Text

: Hold document testing

Posting key:

: 50

Account no.:

100000 (Equity share capital)

Enter Amount enter

:* (Star)

Business area

: AMLH

Text

From the menu select Document –> Hold Give the temporary document no. 123456 (give any number) Select hold document button 3. Delete / Complete hold document (F-02) Use the transaction code f-02 From the menu select Path :Document – Get held document –Select document list button Keep the cursor on document number 123456 Select delete button select yes button select back arrow (F3) select document list button Keep the cursor on document no.

:AML

select choose button Give posting key

:40

Account no.

:100000 Equity share

Enter Amount Enter

:*(Star)

Business Area

: AMLH

Text

From the menu select document –Simulate and save

Park Documents : This is used for approvals Cashier Enter the document he will park in the system

Informs to SR person approval

SR person he can make changes to the document form amount / Date / head of account before release And release document Once he release the document will be posted and updates records

Accounts will not be updated Account will not be updated

Steps: 1. Posting of packed document by cashier 2. Informed to Sr. person for release –Be cashier

3. Display packed document and change date and amount 4. After change, inform to Cashier about approval 5. Display changes to packed document 1. Posting of Packed Document Path : Accounting – Financial accounting – General Ledger- Posting-General document parking (F-65) Give the document date

: Today date

Document type

: SA

Company code

: AML

Posting key

:40

Account

:200100 (Cash account)

Enter Amount

:9999

Business area

: AMLH

Text

: park document testing

Posting key:

:50

Account

:100000 (Equity share capital)

Enter Amount enter

: *(Star)

Business area

:AMLH

Text

From the menu select – Document – Park document 2. Informed to Senior Person for release From the menu select system –>short message Give the title

: Please release Doc.No.3

Receipt user id of Senior person (sap user) Recipient type

: Select SAP logon name

Select express mail check box (Screen down right side) Select send button (Shift+F8) From the menu select system –> Create session 4. Display packed document and change date and amount Path :Accounting –Financial accounting – General ledger-Document – parked documents- post / delete (FBV0) Select document list button Give the company code Enter by user ID

:AML :Cashier

Execute (F8) Double click on document no.3 To change the date Select document header button Change document date and posting date to 5.10.2008

Select back arrow Select fast data enter button Change amount 6000 Debit 6000 Credit Select back arrow From the menu select document post Inform to cashier about approval From the menu select –System –>Short message. Title document no.3 released Recipient User Id of Cashier Recipient type Select SAP logon name Select express mail check box Select send button (left side upper) From the menu select system –> Create session 4 .Display changes to packed document Path: Accounting –Financial accounting – General ledger-Document - Parked Documents-Display changes (FBV5) Company code : AML Document No :3 Fiscal year :2008 Enter Select all changes button Sample document: This is used for month end provisions Salaries A/c Dr. 100000 Rent Dr 50000 Wages Dr 500000 To outstanding 650000 Create a sample document and store in the system every month by coping sample document number and by changing date and amount we an post the provisions we will not forget any provisions. Steps: 1. Create 3GL masters A) Salaries A/c Personnel cost B) Rent A/c Administration C) Outstanding expenses – Current liabilities & Provision 2. Difference no.range interval for no.range X2 3. Creation of sample document 4. posting of transaction by copying sample document To check account groups for giving account numbers. The transaction code is OBD4 Select position button Give the chart of accounts : AML Enter The personnel cost is 400100-400199 Administration range 400300-400399 Current liabilities & Provision range is 100500-100599

Creation of GL masters (FS00) Give the GL Account 400100 Company code

:AML

Select with template button Give the GL Account 100000 (Equity share capital ) Company code

:AML

Enter Change account group to personnel cost (Staff cost) Select P & L statement radio button Change short text to Salaries A/c Change long text to Salaries A/c Other fields are common Select save button or Ctr+S GL A/c No: Company code

.400300 :AML

Select with template button Give the GL account

:400100 salaries

Company code

:AML

Enter Change account group to Administration Change short text to Rent account Change long text to Rent account Other fields are common Select save button or Ctrl+S GL Account Company code

:100500 :AML

Select with template button Give the GL account

:100000 (Equity share capital)

Company code

: AML

Enter Change account group to Current liability & Provisions. Change short text to Outstanding express Change GL Account Outstanding express Select control data tab Select open item management check box Save Define no. range interval for no. range X2: Path: SPRO – Financial accounting –Financial accounting global settings – Document – Document number ranges- (Tr.Code is FBN1) Give the company code :AML

Select change intervals button Select interval button No. range

:X2

Year

:2008

From number

:500001

To number

:500100

Enter & Save Ignore the message press enter Creation of sample document Path: Accounting – Financial accounting – General ledger - Posting – Reference documents – Sample document (F-01) Document date :30.09.2008 Posting date

:30.09.2008

Type

:SA

Company code :AML Posting key

:40

Accounting

:400100 (salaries a/c)

Enter Ignore the warning message ,press enter Amount

:500000

Business area : AMLH Text

: Salaries provision for the month

Posting key:

:40

Account

:400300 (Rent account)

Enter Account

:75000

Business area : AMLH Text

: Rent provision for the month

Posting key:

:50

Account no.

:100500 (out standing exp)

Enter Amount enter

Business area :AMLH Text

: Provision for the month

Select save button or Ctrl+S We get a message document 500001 was stored in company code : AML 5. Posting of transaction by coping sample document : F-02) From the menu select document post with reference. Give the document no.

:500001

Company code

:AML

Fiscal year

:2008

Select display line items check box Enter Change the document date

:31.10.2008

Posting date

:31.10.2008

Enter Ignore the warning message press enter Change the amount to 600000 Text

:Add October (Salaries for the month of October)

Amount

Enter Line item having zero will not update records Ignore the warning message Amount enter

:*(star )

For text

: Add October

From the menu select document simulate Select save button or Ctrl+S Month end provisions: Option 1: Accrual / Deferral document

Option 2 Open item management

Option 1: Accrual Deferral document 31.10.2008 Salary provision Salaries Dr To out standing

01.11.2008 reversal next month 1st Outstanding Dr To Salaries

100000 100000

100000

05.11.2008 Payment of salaries Salaries Dr To Bank

100000 105000 105000

31.10.2008 05.11.2008

Salaries A/c 100000 105000 01.11.2008

01.11.2008

Outstanding Expenses A/c 31.10.2008 100000

100000

Profitability effect:: For October For November because October

100000 5000

Option 2: open item management 31.10.2008 Salaries provision Salaries Dr To out standing

100000 100000

05.11.2008 Salaries payment Out standing Dr Salaries Dr To Bank

100000 5000 105000

Salaries A/c 31.10.2008 5.11.2008

100000 5000 Outstanding Expenses A/c 31.10.2008

01/11/2008

100000

Profitability effect For October For Nov. because of October salaries

100000 5000

Companies follow 1st option (other than year end) In case of option 2 – the person who makes the provision is accountant and the person who is making the payment and clearing is Cashier - Cashier has to track the provision and clear against the provision. Option 1: Accrual / Deferral document : Steps 1.Creation of reversal reason and reversal reason should allow us to reverse on any day. 2. Enter accrual / Deferral documents A) Rent Provision 08.10.2008 B) Salary provision 31.10.2008 3.Reversal of accrual / deferral documents in one step 1.Creation of reversal reason and reversal reason should any day. Path : SPRO- Financial accounting –General ledger accounting-Business transactions –Adjustment posting / Reversal - Define reason for reversal Select new entries button Reason :11 Text : Real / Deferral Reversal reason for AML Select neg. posting check box Select alternative position date check box Select save button or Ctrl+S Save in your request If we do not select alternative posting date check box 31.10.2008 Salaries Dr To out standing System will allow you to reverses only 31.10.2008 We want to reverse next month 1st select alternative posting date check box

Rent provision: Path : Accounting – Financial Accounting – General ledger –Periodic processing – Closing – Valuate- Enter Accrual / Deferral Document (Tr.Code is FBS1) Document date

: Today date

Type Company code

:SA : AML

Reversal reason Reversal date

: Select 11 :1.11.2008 (next months)

Posting key

:40

Amount

:400300 (Rent A/c)

Enter Amount Business area

:50000 :AMLH

Text

: Rent provision for October

Posting key

:50

Account no.

:100500 (out standing exp)

Enter Amount Business area

: *(star) : AMLH

Text

From the menu select document –>Simulate and save Salaries provision: Tr.Code is FBS1 Document date

:3110.2008

Posting date

:31.10.2008

Type

:SA

Company code

:AML

Reversal reason Reversal date

:11 :01.11.2008

Posting key

:40

Account

:400100 (Salaries A/c)

Enter Ignore the warning message press enter Give the amount Business area

100000 AMLH

Text

:Salaries provision for the month of October

Posting key

Account

:100500 (outstanding exp.)

Enter Amount

Business area

:AMLH

Text

From the menu select document –> Simulate and save

Reversal accrual / Deferral document : Path : Accounting – Financial Accounting – General Ledger – Periodic processing – Closing –Valuate – Reverse accrual / Deferral Document (Tr.Code is F.81) Give the company code

: AML

Reverse posting date

:01.11.2008

Select text run check box Execute (F8) Select reversal documents button Select back arrow OPTION 2 : Open Item Management This is used vendors customers / Balance Sheet items where clearing is required. We have to select open item management check box While crating the GL accounts Out standing Expenses Salaries A/c Wagers A/c Bank 25000 Rent a/c

500000 300000 25000

We can see the account in 3 ways 1. Open items: Payable – Salaries and wages 2. cleared items : Paid rent and bank 3. All items : Payable + paid 3. Scenarios 1st Scenario

2nd Scenario

Full Clearing

Partial clearing

3rd Scenario Residual items method

Provisional and payment – Same amounts A) Rent Provision –(Transaction code F-02) Document Date & posting date :13.10.2008 Type Company code

: SA : AML

Posting key

:40

Account no.

:400300 (Rent A/c.)

Enter Give the amount Business area Text

:15000 :AMLH : Rent provision

Posting key

:50

Account no.

:100500 (outstanding exp)

Enter Amount

:* (enter star)

Business area

:AMLH

Text

From the menu select Document –> Simulate and save B) How to view open item managed account transactions: Path : Accounting – Financial Accounting – General Ledger- Account – Display / Change line items (Tr. Code is FBL3N) Give the GL Account

:100500 (outstanding exp)

Company code

: AML

Select open items radio button Select normal items check box Execute (F8) OUT GONG PAYMENT WITH CLEARING: Path : Accounting – Financial Accounting – General Ledger - Posting – Out going payments (F-07) Give the document date

: Today’s date

Type

: SA

Company code

: AML

Clearing text

: outgoing payment

Account Under bank data

:200100 (Cash A/c.)

Business Area

:AMLH

Amount

: 15000

Text

: Outgoing payment

Account under open item selection :100500 (out standing expenses) Amount type

: S(S is default) (S: Stands for GL Accounts)

Select process open items button Reversed documents will not appear for clearing: Double click on payable amount 15000 Document – > Simulate and save Go and see open item account transactions Tr.Code is FBL3N Give the GL Account no :.100500 (outstand expenses) Company code

:AML

Select cleared items radio button Clearing data

: Today’s date

Select normal items check box Execute (F8)

Select back arrow Select open item radio button Execute (-*- This symbol is open item(document no. below)) 2nd Scenario Partial Clearing

3rd Scenario Residual items method

When we make part payment we can use either partial clearing or residual items method. Out standing exp. OI Rent 40000 Cr Cash 5000 Dr ------35000 Cr =====

Outstanding Exp. OI Rent 30000 28000 Cr ------28000 Cr ======= CI : Rent 30000 Cr Rent 30000 Cr -------------0 =====

A) Rent Provision Rent To Outstanding

Dr 40000 40000

B) Part payment Out standing Dr 5000 To Cash 5000

A) Rent Provision Rent A/c Outstanding

Dr 30000 30000

B) Payment

Rs.2000

Outstanding Dr 30000 cleared To Cash 2000 To Outstanding 28000

Residual: Balance payable Note : OI means Open Items CI Means Cleared Items Companies follow 1st method We test how to view bill wise outstanding: Rent Provision F-02 Document date

: Today date

Type Company code

: SA : AML

Reference

:3456

Posting key

:40

Account No.

:400300 (Rent a/c)

Enter Amount

: 40000

Business Area

: AMLH

Text

: Rent provision

Posting key

: 50

Account No.

:100500 (Outstanding exp.)

Enter Amount

: * (enter star)

Text :+ From the menu select Document –Simulate and save Out going payment using partial clearing method: ( Tr. Code F-07) Document Date

: Today’s Date

Type

: SA

Company code

: AML

Reference

: 3456

Clearing text

:Outgoing payment

Account under bank data: 200100 (Cash a/c) Business area

: AMLH

Account

: 5000

Text

: Outgoing payment

Account under open item selections 100500 (outstanding exp) Select process open items button Keep the cursor on the amount filed of line item against which we want to adjust. Select partial payment tab Creates payment amount column Double click amount 40000 Double click on payment amount 40000 From the menu select Document – >Simulate Gives a message correct the marked Line items Double click on blue font line items Text enter

Select save button or Ctrl +S

Go and see open item account transactions The Transaction is code is FBL3N Give the GL account

:100500 (outstanding Exp.)

Company code

: AML

Select open items radio button. Select normal items check box Select execute button To view bill wise outstanding

Select change layout button (Ctrl+F8) From the hidden fields column Select reference field Select amount in local currency under column contain. Select left arrow or show selected fields button Select copy button Keep the cursor on reference Select sub total button To make balance payment of 35000 and cleared provision and part payment (F-07) Give the document date

: Todays date

Type

: SA

Company code

: AML

Reference

:3456

Clearing Text Amount under bank date

: Out going payment :200100 (Cash A/c)

Business Area

:AMLH

Amount

:35000

Text

: Outgoing payment

Account

: Under open item selection 100500(out standing exp)

Account type

Select process open item button Double click on provision 40000 Double click on part payment 5000 From the menu select document â&#x20AC;&#x201C;> Simulate and save Go and see open item managed account transactions (FBL3N) Give the GL Account o.

:100500(out standing exp)

Company code

: AML

Select cleared items radio button Select normal items check box Execute Residual items method: Rent provision F-02 Give the document date

: Todays date

Type

: SA

Company code

: AML

Posting key

: 40

Account no.

:400300 (Rent account)

Enter

Amount Business area

:30000 :AMLH

Text

: Rent provision

Posting key

:50

Account no.

:100500 ( outstanding exp)

Enter Amount Business area

:* : AMLH

Text

From the menu select Document ->Simulate and save

Out Going Payment Using Residual Items Method: (F-07) Give the document date

: To days date

Type

: SA

Company code

: AML

Clearing Text

: out going payment

Account under bank date

: 200100 (Cash a/c)

Business area

: AMLH

Amount

:2000

Text

: out going payment

Account type

:S (default comes)

Select process open item button Account

: Under open item selection 100500 (out standing exp)

Keep the cursor on the amount filed of the line item against which we want adjust. Select residual items tab It creates residual items column Double click on next amount 30000 Double click on residual items amount From the menu select Document â&#x20AC;&#x201C;> Simulate It gives the message correct the marked line items. Double click on blue font line item. Text enter

Save Go and see the open item managed account transactions (FBL3N): Give the GL Account no. Company code

:100500 (out standing exp.) : AML

Select open items radio button Select normal items check box Execute

FOREIGN CURRENCY TRANSACTIONS 1. Check exchange rate type Bank buying Bank selling

Exports Imports / Expenditure

G type B type

Average rate MM /SD users type Path : SPRO-SAP Net weaver- General Settings – Currencies – Check exchange rate types Select position button Exchange rate type: B (enter B) Enter Define translation rates for currency translation: Giving conversion factors for two currencies: USD 1 JPY 100 ERO 1 : GBP1 ITL1 JPY 100

: : INR1 : : :

INR 1 INR 1

0.01

JPY=Japanese - Yen

INR1 INR1 INR1 37Rs

GBP=Great Britain -Pound ITL=Italian -Lira

Or 1

0.37

Once we follow one conversion factor follow continuously for all the years. Don’t change in between if we change in between it gives wrong results. This is given at client level and not at company code level (Client 800) Path: SPRO – SAP Net weaver- General settings – Currencies – Define translation ratios for currency translation Ignore the message select yes button. Select new entries button Exchange rate type G (Bank buying) B (Bank selling) M (Average rate)

From USD USD

INR USD

To valid (from) INR 01.10.2008 01.10.2008 1 INR 01.10.2008

Ratio (from) 1 1 1

Ratio (to) 1 1

Select save button or Ctrl+S Press enter to save in your request. Enter exchange rates: Path: SPRO- SAP Net weaver- General settings- currencies – Enter exchange rates Forex Table We can enter Daily quotations / Week end quotations / Month end quotations. For each day end for each type we can enter only one rate. Select new entries button Exchange type Valid from R G 10.10.2008

From currency Director quotation 1 USD 47.00

To INR

B M

10.10.2008 10.10.2008

1 1

USD USD

47.50 47.10

INR INR

Press enter and save in your request. Exchange rates entry at the End User Area: Path: Accounting – Financial accounting – General ledger-Environment – Current settings – Enter translation rates (S_BSE_68000174) Foreign currency postings for end user area: SCENARIO :1 When exchange rate is not entered at the time of posting.

SCENARIO 2 When exchange rate is entered at the Time of posting

a. IF we don’t enter the rate at the time of posting, it takes rate from Forex table b. If take the latest date rate 1.10.2008 10.10.2008 Enter date Posting date c.

45 47

:15.10.2008 :09.10.2008

To enter default exchange rate type based on document type. General ledger posting : SA Bank selling rate Purchase INV posting (FI purchases) :KR Bank selling rate MM Purchases :RE Bank selling rate Sales invoice posting (FI Sales) SD sales

DR Bank buying rate RV Bank buying rate

If we do not specify system takes average rate. 1. To enter default exchange rate type B (Bank selling rate) for document type ‘SA’ Use the Tr. Code is OBA7 Select type : SA Select details button Under default values exchange rate type for foreign currency documents. Select B (Bank selling rate) Save 2. Posting of expenditure in USD F-02 Give the document date

: To days date

Type

: SA

Company code

:AML

Currency

: USD

Rate

: Blank

Posting key

:40

Account

: 400100 (salary)

Enter Give the amount Business area

:1000 : AMLH

Text

: Salary payment

Enter Posting key

: 50

Account

:200100 (cash account)

Enter Amount

Business area

: AMLH

Text

From the menu select Document ->Simulate To view in INR Select display currency button Save

When exchange rate is extend at the time of posting Expenditure posting Tr.Code is F-02 Document date

: To days date

Type Company code

: SA : AML

Currency

: USD

Rate

:50

Posting key

:40

Account no.

:400100 (salary account)

Enter It gives the warning message exchange rate 50 deviates from table rte 47.50 by 5.26% Ignore the warning message press enter Amount Business area

:10000 USD : AMLH

Text

: Salary payment

Enter Posting key

:50

Account no.

:200100 (Cash account)

Enter Amount Business area Text

:* :AMLH :+

From the menu select Document ->Simulate and save REVERSELS: 1. Individual Document Reversal 2. Reversal of Reversed document 3. Mass Reversal

4. Clearance Items Reversal 5. Account Deferral document reversal 1. Individual Document Reversal A) To reverse one document at the time B) To give reversal reason C) At the time of reversal, it we do not give reversal date it takes original document posting. Date incase, that period should be open 1. Document posted on 10th April 2008 Doc.No.1 Generated 2. Now, we have open the periods from September 2008 to October 2008 6,2008 – 7,2008 3.

Ledger scrutiny - Doc.No.1 is wrong

Document No. Reversal reason Reversal date Save

Blank

It takes original document posting date 10/04/2008 It can not reverse, since the April period is not open Path : Accounting – Financial Accounting – General ledger – Document – Reverse – Individual Reversal (FB08) Give the document no.

Company code

:AML

Fiscal year

:2008

Select 01 reversal reason Posting date

: Blank

Select display before reversal button Select back arrow Select save button or Ctrl+S From the menu select Document –>Display Select Go to Display document Head button (F5) Double click on document no.1 Select display document header button 1. Posted Documents 1 2 3 4 5 6 Reversal for 1 7 Reversal for 2 2. Document type and no./ranges : OBA7 Select type : SA Select details button Number range :01 Reversal Doc.type : AB 3. Document display Company code Doc. Type

: FB03 : AML : SA original documents AB Reversed documents

2. Reversal of Reversed Document

Indirect method (work around) To reverse Doc No.2 By mistake we have reversed Doc.No.1 and it has generated Doc.No.18 Use transaction code F-02 From the menu select post with reference Give the document no.

:18

Company code

:AML

Fiscal year

:2008

Select generate reverse posting check box Select display line items check box Enter Enter once again Change the text to reversal for Doc No.18 Enter Text

Enter Save Enter From the menu select Document ->Display Select display document header button 3. Mass Reversal A)To reverse more than one document at time we use mass reversal. B) The documents to be reversed can be continuous numbers or random numbers. Path: Accounting – Financial accounting – General ledger – Document – Reverse – Mass reversal (F.80) Give the company code : AML To reverse random numbers Select multiple selection button beside document no.(-->) Under single values Give document no .2 4 Select copy button Reason for reversal 01 Select test run check box Execute Select reverse documents button Cleared Items Reversal

1. Go and see open item managed account transactions (FBL3N) Give the GL Account Number 100500 (out standing exp) Company code : AML Select clear items radio button Execute

Out standing exp A/c 01 10 Bank

15000

Rent

15000

CI 9 Rent 10 Bank Stop payment instructions to the banker

15000 Cr 15000 Dr

A) Reset cleared items – Delink between the provision and payment. Out standing expenses A/c 01 10 Bank

15000

Rent

B) Reverse cheque transaction Out standing expenses A/c 01 9 Rent

15000

Path: Accounting – Financial accounting – General ledger-Document –Reset clear items (Tr.Code is FBRA) Clearing document Company code

: 10 : AML

Fiscal year

: 2008

Select save button or Ctrl +S Select resetting and reverse button Reversal reason

:01

Enter We get a message clearing 10 reset Enter Go and see open item managed account transactions Tr code is FBL3N Give the GL Account no.100500 outstanding expenses Company code : AML Select open item radio button Execute Interest Calculations Balance Interest calculation S Type GL Account

Item interest calculation P Type Vendor / Customers

Define interest calculation type: Path : SPRO- Financial accounting – General ledger accounting- Business transactions – Bank account interest calculation – Interest calculation Global settings – Define interest calculation types Interest indication

: G1

Name

: 10% Monthly

Interest calculation type

: Select S

Balance interest calculation Press enter to save in your request

Prepare account balance interest calculation: Path : SPRO- Financial accounting – General ledger accounting- Business transactions – Bank account interest calculation – Interest calculation Global settings- prepare account balance interest calculation (Tr.Code OBAA) Select new entries button Interest calculation indicator

: G1

Interest calculation frequency

: Select 01

Calendar type

: Select G (28

31/365)

Select balance plus interest check box Save Press enter to save in your request Calendar Type In case of rupee loans we use G Calendar

In case of foreign currency loans we use F calendar. FC Loan from SBI LIBOR +2% (LIBOR Mean London Inter Bank Offer Rate) For interest calculations the denomination will be always 360 days FIBOR – Frankfurt Inter Bank Offer Rate MIB - Mumbai Inter Bank Offer Rate

Define Reference Interest Rates: SBI rupees term loan

10/04/2008 10/09/2008 Interest calculation for the year

100000 10000

1st method On 100000 from 10/04/2008 to 31/03/2009 at 10% On 100000 from 10/09/2008 to 31/03/2009 at 10%

15000 -3000 -------12000

2nd Method On 10000 from 10/04/2008 to 09/09/2008 at 10% On 90000 from 10/09/2008 to 31/03/2009 at 10%

5000 7000 -----12000 =====

If the account is having credit balance 10% If the account is having debit balance 8% Loan account – Interest indicator Account Credit balance reference interest rate : G2-10% Account debit balance reference interest rate G3-8% A) Interest rates are given to reference interest rate (G2 and G3) B) Reference interest rates are specified separately if there is a credit balance and if there is a debit balance and it will be assigned to interest indicator C) Interest indicator will be specified in loan account.

Define reference interest rates: Path : SPRO – Financial accounting – General ledger accounting – Business transaction –Bank account interest calculation – Interest calculation –Define reference interest rates (Tr code is OBAC) Select new entries button Ref int.rate

: G2

Long text

: Credit balance 10% interest

Description also credit balance 10% interest Date from

:01.04.2008

Currency

: INR

Save Press enter to save in your request Select next enter button Ref.int.rate

: G3

Long text

: Debit balance 8% interest

Description

: Dr. Bal 8% int

Date from

: 01.04.2008

Currency

: INR

Save

Define Time – Dependent Terms Path : SPRO – Financial accounting – General ledger accounting – Business transaction – Bank account interest calculation – Interest calculation- Define time – Dependent Terms Select new entries button Interest calculation indicator

: G1

Currency key

: INR

Effective from

: 10.04.2008

Sequential number Terms

:1 : Select credit interest balance interest calculation

Ref.interst rate

: G2

Save Press enter to save in your request Select next entry button (F8) Interest calculation indication

: G1

Currency key Effective from

: INR :01.04.2008

Sequential number Term

: Select debit interest balance interest calculation

Reference rate

: G3

Save

Enter Interest Values Same path as above (Tr code is OB83) Select new entries button Reference interest rate

: G2

Valid from

: 01.04.2008

Interest rate

: 10 (one month)

Reference interest rate

: G3

Valid from

: 01.04.2008

Interest rate

Save Press enter to save in your request

Creation Of 2 Gl Masters A .SBI rupees term loan B. Interest account

Secured loans Intrest

To check account groups for giving account numbers OBD4 Select position button Give the chart of accounts : AML Enter Secured loan range :100300 -100399 Interest range : 400400-400499 Creation Of Gl Masters (Fs00) Give the GL account no.

:100300

Company code

: AML

Select with template button Give the GL Account no. Company code

:100000 Equity share capital : AML

Enter Change the account group to secured loans Change short text to SBI rupee term loan Change GL account long text to SBI rupee term loan Change GL Account text to SBI rupees term loan Select Create / Bank / Interest tab Field status group change to G005 Interest indicator select G1 Save Tr.Code:FS00 GL Account no.

:400400

Company code

: AML

Select with template button Give the GL account no.:400100 salaries account

Company code

: AML

Enter Select type / Description tab Change account group to interest Change short text to interest a/c GL account long text: Interest account Save Assignment accounts for automatic postings: Path : SPRO- Financial accounting – General Accounting – Business Transactions – bank account interest calculation- Interest Posting – prepare GL Account balance interest calculation (Tr.Code OBV2) Select symbols button 0002 Interest paid 2000 GL Account (paid) Interest account Dr 0002 To SBI rupees term loan 2000 If more than term loan 2000

400400 100300 ++++++++++ ( 10 Times plus)

(10 times +(plus) mean any account number) Length of account no. maximum 10 digits We are using 6 digits – why can not we use ++++++ (6 times plus) When we post a transaction – Cash account Dr Credit to equity share capital and when we give the account number 200100 for cash account and 100000 for Equity Share Capital – It takes in the beginning 0000200100 Debit and 0000100000 Credit and when we save it saves with 200100 and 100000. If we gives 6 times plus – when we simulate for loan it takes 000010 and it can not save. SBI rupees term loan 100300 IDBI rupees term loan 100301 ICICI rupees term loan 100302 At the time of interest calculation, we give for which loan account interest is to be calculated. Now we are asking the system to calculate interest for 100301 – IDBI rupees term loan account 100301 will be replaced in ++++++++++ Select accounts button Give the Chat of Accounts Enter

: AML

Accounts symbol 0002 2000

Currency INR INR

GL A/c 400400 ++++++++++

Select save button or Ctrl +S Press enter to save in your request Open Posting period (Tr.Code is OB52) To open posting periods for April 2008 Select position button Give the posting period variant : AML Enter

For Variant

: AML

From the period 1 is

Select save button or Ctrl+S Press enter to save in your request SBI rupee term loan receipt : F-02 10.04.2008 SBI cheque date 100000 12.04.2008 cheque deposit in bank Document date :12.01.2008 Posting date :12.04.2008 Interest calculation in SAP from 12.04.2008 Where as bank calculates from 10.04.2008 We are giving value date 10.04.2008 Now SAP also calculates interest from 10.04.2008 Document date & posting date

:10.04.2008

Type Company code

: SA : AML

Posting key

:40

Account

:200100 (Cash a/c)

Enter Ignore the warning message press enter Amount Business area

:100000 : AMLH

Value date

:10.04.2008

Text

: SBI Term loan receipt

Posting key

:50

Account key

:100300 SBI Rupee term loan

Enter Amount

Business area

: AMLH

Value date

:10.04.2008

Text

From the new select document simulate and save. Term loan repayment (F-02) Due date :10.09.2008 Cheque date :10.09.2008 To bank credit in SBI books only on 12.09.2008 interest credit will be in our books 10.09.2008 SBI gives credit from 12.09.2008 Cheque date :07.09.2008 Value date :10.09.2008 F-02 Give the document date & posting date 07.09.2008 Type Company code

: SA : AML

Currency

: INR

Posting key

:40

Account no.

:100300 SBI rupee term loan

Enter Ignore the warning message press enter Amount

:10000

Business area

: AMLH

Value date

:10.09.2008

Text

: SBI Term Loan Repayment

Posting key

:50

Account

:200100 (Cash account)

Enter Amount enter

Business area

: AMLH

Value date

:10.09.2008

Text

From the menu select document –>Simulate and save Balance Interest calculations: Path: Accounting – Financial accounting – General ledger- periodic processing- Interest calculation-Balance interest calculation (F.52) Company code

:AML

Give the GL account

:100300 ( SBI Rupee Term Loan)

Calculation period

:01.04.2008 to 31.03.2009

Execute Select back arrow To view line item wise interest Select additional balance line check box Execute Select bank arrow How to give effect for floating rate of Interest Interest rate change from 10% to 12% from 01.06.2008 On 100000 from 10/04/2008 to 31/05/2008 @10% On 100000 from 01.06.2008 to 09.09.2008 @12% On 90000 from 10/09.2008 to 31/03/2009 @12% Open one more session with SPRO Path :SPRO- Financial accounting – General ledger accounting – Business transactions- Bank account interest calculation – Interest calculation- Enter Interest Values (OB83) Select new entries button Reference interest rate : G2 Valid from

:01.06.2008

Interest rate

:12

Save Press enter to save in your request come to the first session Execute Select back arrow Interest postings to accounts: Change the calculation period

: 01.04.2008 to 30.04.2008

Select post interest settlements check box Select update master records check box Session name

: AML

Posting to business area

: AMLH

Posting date of session

:30.04.2008

Posting segment text

: Interest for April 2008

Select execute button To view the batch input session From the menu select system – >Services –> Batch input Session Select session name : AML Select process button Select display errors only radio button Select process button We get a message processing of batch input session completed Select exit batch input button To view the document posted use the (Tr. Code FB03) Go and see the GL maser (FS00) Give the GL Account no. :100300 (SBI rupee T.L) Company code : AML From the menu select GL account –->Display –-> Select create / Bank / Interest tab Key date of last interest calculation :30.04.2008 Date of last interest run :20.10.2008 On which date we have to run 1. Simple interest SBI rupee term loan 10.04.2008 100000 0002-400400 Interest A/c 2000-100510 Interest payable a/c For may it calculates on 100000

2. Compound interest SBI rupee term loan 10.04.2008 100000 30.4.2008 For may it calculates on 100575

Interest also to post to separate accounts 400400 Interest on SBI Rupee Term Loan 400401 Interest on IDBI Rupee Term Loan 400402 Interest on ICICI Rupee Term Loan 0002-400400 interest on SBI rupee term loan, we are calculating interest for IDBI rupee term loan In batch input session – select process forward radio button Deselect display errors only radio button 40

400400 Interest on SBI Term Loan 1000 Change account no to 400401

575

How to make open items initially inactive: Clearing 1 1000 Cr 2 2000 Cr 3 3000 Cr Payment 1000 Dr The difference is too large for clearing all items are initially inactive 1 1000 Cr 2 2000 Cr 3 3000 Cr Payment 1000 Dr Path : Accounting – Financial Accounting – General ledger – Environment – User parameter- Editing options (Tr.code is FB00) Select open items tab Select selected items initially inactive check box Save Foreign Currency Balance Revaluation FC term loan (Foreign currency TL) | Long term working capital

21.10.2008 13.10.2008

100000 USD 100000 USD

47 50

Fixed assets purchase | Local assets Imported assets 4700000 5000000 ----------300000 ========

As per accounting standard 11 (ASII) Balance to be revaluated and change to profit & loss account. Creation of 3 GL Masters A) SBI FC Term loan B) Exchange again C)Exchange loss

Secured loans other income Administration

To check account groups for giving account no.OBD4 Select position button Give the chat of accounts : AML Enter Note the other income range 300100 to 300199 Create of GL masters FS00 Give the GL account no.100301 Company code : AML Select with template button Give the GL account no

:100300 (SBI Rupee Term Loan)

Company code

: AML

Enter Change short text and long test to SBI FC term loan Select control data tab Account currency change to USD

Deselect only balance and loan currency check box Select create / bank / Interest tab Interest indicator

: Blank

Delete the dates Save GL Account Company code

:300100 : AML

Select with template button Give the GL account no.

:400300 Rent account

Company code

: AML

Enter Select type/ Description tab Change account group to other income change short text and GL account long text to exchange gain Save GL Account Company code

: 400301 : AML

Select with template button Give the GL account no.400300 rent account Company code

: AML

Enter Change short text and GL account long text to exchange loss Save DEFINE ACCOUNT PRINCIPLES Path : SPRO- Financial accounting(new)-Financial accounting global setting (new)-Ledgers-Parallel accountingDefine accounting principles Select new entries button Accounting principle

Name / Description of accounting principle.: INDIAN ACCOUNTING STANDARDS Press enter to save in your request Assignment accounting principle to ledger groups Same path as above Select new entries button Accounting principle

: B1

Target ledger group

:0L

Save Press enter to save in your request Define valuation methods Path: SPRO- Financial accounting (new)- General ledger accounting (new)-Periodic processing â&#x20AC;&#x201C; Valuate- Define valuation methods Select new entries button

Valuation method

: AML1

Description

: FC valuation bank selling method for AML

Select always evaluate radio button Document type

: SA

Exchange rate type for debit balance

: B (bank selling rate)

Exchange rate type for credit balance

Select determine exchange rate of ratio button Save Press enter to save in your request Define Valuation Areas Same path Select new entries button Valuation area

: BA

Valuation method Currency type

: AML1 : Select company code currency

Save Press enter to save in your request Assign valuation areas and accounting principles Same path Select new entries button Valuation area

: BA

Accounting principle

: B1

Save Press enter to save in your request Prepare automatic postings for foreign currency valuation: Path :Upto valuate the path is same-Foreign currency valuation-Prepare automatic posting for foreign currency valuation (Tr code is OBA1) Double click on exchange rate difference using exchange rate key Give you chart of accounts

: AML

Select change valuation area or right arrow button Give the valuation area

: BA

Enter Exchange rate difference key

: USD

expenses account Exchange rate gains account

:400301 :300100

Select save button or Ctrl+S Press enter to save in your request Delete ledgers (other than OL) for Ledger Group â&#x20AC;&#x201C; OL

April –March OL Jan- Dec G1 July – June GL

Leading ledger (India) Non leading ledger 1(US) Non leading ledger 2(Australia)

At the time of posting – FI we don’t give ledger group it updates all the ledgers automatically Indian accounting standards / Australian accounting standards

US Accounting standards (US GAAP)

FC revaluation Creation of ledger groups OL Assign ledgers OL and GI

Add to asset G1 G1

Delete ledgers assigned to ledger group OL other than OL Path :SPRO-Financial accounting (new)- Financial accounting Global settings (new) – Ledger-Define ledger groupSelect ledger group :0L Double click ledger assignment folder Select ledgers other than OL From the menu select delete Ignore the message press enter and save Press enter to save in your request Assign exchange rate difference key in GL Master (FS00) Give the GL 100301 SBI FC Term loan Company code

: AML

From the menu select GL Account change Select control data tab Exchange rate difference key: Select USD Select save button or Ctrl+S

Foreign currency term loan receipt (F-02) Give the document date

: Today’s date

Type

: SA

Company code

: AML

Currency

: USD

Rate

:47

Posting key

:40

Account

:200100 ( Cash account)

Enter Ignore the warning message press enter Amount Business area Text

:100000 :AMLH :SBI FC Term Loan Receipt

Enter Posting key

:50

Account

:100301 SBI FC Term loan

Enter Amount enter

Business area

:AMLH

Text

From the menu select Document Simulate and Save

Enter year end exchange rate in Forex table – OB08 Select new entries button Exchange rate G B

Valid from 31.03.2009 31.03.2009

From USD USD

Direct quotation 49.50 50.00

To INR INR

Save Foreign Currency Revolution Path: Accounting – Financial accounting-General ledger-Periodic processing-closing-valuate-foreign currency valuation (new) (Tr.code is FAGL_FC_VAL) Give the company code

: AML

Valuation key date

:31.03.2009

Valuation area

: BA

Select GL balance tab Select valuate GL Account balance check box GL account 100301 SBI FC term loan Select postings button Give the batch input session name

:AML

Select execute button Select 1postings button Select back arrow two times Month end revaluation Diff 23.10.2008 31.10.2008 30.11.2008 Exchange Loss 31.10.2008 30.11.2008 SBI FC Term loan 23.10.2008 31.10.2008 01.11.2008 Loss for October

100000

47 47.50 49

0.50 2.00

5000 200000

Option 2 50000 200000

01.11.2008

50000

30.11.2008

4700000 50000 200000

100000 500000 50000

Loss for November 150000 --------Loss up to Nov. 200000 ====== procedure for month end revaluation: (Tr code is FAGL_FC_VAL) Enter month end exchange rates in Forex table Company code Valuation key date

: AML : Month end date

Valuation area

: BA

Select crate posting check box Select reverse posting check box Select execute button Procedure for year end revaluation Enter year exchange rate in Forex table Company code

: AML

Valuation key date year end date Valuation area

: BA

Select create posting check box Reversal posting date

:Blank

Deselect reverse posting check box Select execute button From the menu select System –-> Services-Batch input – Sessions Select session FAGL_FC_VALU Select process button Give the business area

: AMLH

Enter Second Business area

: AMLH

Enter We get a message processing of batch in put session completed Select exit batch input button To view the document posted view the Tr.Code FB03 Enter Select display currency button End user area

customization area SPRO

SAP easy access screen) How to view path when transaction code is given In command filed enter search – SAP- menu Search –SAP-Menu

Press enter Search text entry : F-02 Enter CUSTOMIZATION AREA: Use the Tr.code is SPRO Select find button (Ctrl+F) Search term : Fiscal year Enter Select fiscal year in area financial accounting global settings Enter

ACCOUNT PAYABLE This is subledger (subsidiary ledger). This is used when material management (MM) module is not implemented for all type purchases material purchase services. When Material Management(MM) module is implemented. This is used for services where TDS is to be deducted. Eg.Job work charges /legal and professional charges In normal accounting for raw material purchases. Purchase A/c To party

In SAP :for Raw material purchases Inventory RM Dr General ledger To party Sub ledger –Sundry creditors –General ledger | Reconciliation account on control account Trail balance will not match –when we post to party automatically it updates sundry creditors –RM Basic settings for account payable: 1. Creation of vendor account groups a) we create FI vendors services parties b) MM vendors -Reconciliation account Material parties -Required entry field 2. Create number range for vendor accounts: 3. Assign number range group to vendor account group. 4. Define tolerance group for vendors. 5. Creation of 2GL masters. a) Inventory raw material - Current assets, loans & advances b) Sundry creditors – RM -Current liabilities & Provisions 6. Creation of vendor master 7. Document type and no.ranges KR: Vendor invoices KZ: Vendor payment KA: Vendor document for transfers / Reversals 8. Posting keys :31 Vendor credit :25 Vendor debit

Creation of vendor accounts groups: Path :SPRO –Financial accounting –Accounts receivable and accounts payable-Vendor accounts-Master datapreparation for creating vendor master data- Define account groups with screen layout (vendors) Select new entries button Account group

:AML1

Name

:FI vendors for AML

Double click on company code data Double click on account management Reconciliation account make it required entry field Cash management group make it suppress select save button

select create request button short description :AP customization for AML enter press enter to save in your request select next entry button account group AML2 Name

:MM vendor for AML

Double click on company code data Double click on account management Reconciliation account :

Make it required entry filed.

Cash management group select suppress Save Create number range for vendors account : Up to preparation for creating vendor master data path is same Create number ranges for vendors account.(Transaction code is XKN1) Select change intervals button Select interval button Number range

:13

From no.

:4200001

To no.

:4300000

Enter Select interval button once again No.range

:14

From No.

:4300001

To no

:4400000

Enter Save Ignore the warning message press enter

Assign number range to vendor account groups: Same path Select position button Account group

:AML1

Enter For account group Number range

:AML1 :13

Account group AML2 Number range

:14

Press enter to save in your request

Define tolerance group for vendor Path :SPRO-Financial accounting-Account receivable and account payable-Business truncations-Outgoing payments-manual outgoing payments-Define tolerances(Vendors) Select new entries button Company code :AML Tolerance group : Blank Description :Tolerance group for AML Save Press enter save in your request Creation 2GL masters (FS00) Give the GL account no.200120 Company code

:AML

Select with template button Give the GL account no.200100 Cash A/c Company code

: AML

Enter Change short text and GL A/c long text to Inventory RM (Raw material) Select create /bank /interest tab Field status group change to G001 Deselect relevant to cash flow check box Save One more A/c GL Account No.100501 Company code

:AML

Select with template button Give the GL A/c No.100500 (Outstanding exp) Company code

:AML

Enter Select type/ Description tab Change short test and GL account long test to Sundry Creditor to RM Select control data tab Deselect only balances in local currency check box Reconciliation account for account type select vendor Deselect open item management check box Sort key

:Select 012 vendor number

Select create /bank /interest tab Field status group change to G067 (reconciliation accounts) Save Creation of vendor master: Path : Accounting-Financial accounting â&#x20AC;&#x201C;Account payable-Master records-Maintain centrally-Create (Transaction code is XK01)

Give the company code :AML Account group

:AML1

Enter Title

:Select company

Name

:Birla Chemicals Limited

Street

: Ameerpet

Post

:500082

City

:Hyderabad

Country

:In(India)

Telephone no.

:040123456

Select next screen button three times Reconciliation account :Select 100501 (sundry creditors raw materials) Sort key

:012 Vendor no

Select next screen button Payment terms

:Select 0001 (payable immediately)

Tolerance group

:Blank

Select check double invoice check box Save MM Module Purchase order | Goods receipt | Invoice verification

FI Module Document date :Party bill date

01.10.2008

Posting date 31.10.2008 Reference vendor no. party bill no. 1234 | Save Doc no.100001

07.11.2008 1234 | save

System gives a wrong message no.100001 is posted to the party with the same amount. Do you want to post once again. Provided we select check double invoice check box (If MM module is not implemented and same bill two times entry) Document types and no. ranges (OBA7) Select type ď&#x192; KR ď&#x192; Vendor invoice Select details button Number range

19 (Note down the no.range)

Select number range information button Give the company code : AML Select change intervals button Select interval button No.range

:19

Year

:2008

From no.

:100001

To no.

:200000

Enter and save Ignore the warning message press enter Select back arrow 3 times Select type

-KZ vendor payment

Select details button No. range

15 (note down the no.range)

Select no.range information button Give the company code :AML Select change intervals button Select interval button No.range

year

From no.

2008

200001

To no. 300000

Enter and save Ignore the warning message press enter Select back arrow 3 times Select type â&#x20AC;&#x201C; KA vendor document Select details button No.range

Select no.range information button Company code : AML Select change interval button Select interval button No.range

:17

Year

:2008

Form no.

:300001

To no.

:400000

Enter and save Ignore the message press enter

HOUSE BANK Bank branch name Bank Address Contact person Telephone no. Senario1 1. House bank  No.of account ID’s (Identification)

SBI Main branch Current A/c No.1

Current A/c No.2

Current C/A No.3

Scenario 2 2 House banks Account ID

SBI Main branch | Current A/c No.

BI Begumpet Branch | Current A/c No.

Steps:

1) Creation of GL Master  SBI current account  Under Current assets , Loans & Advances 2) Define House bank 3) Creation of check lots  check from no., check to no. * In SAP check mean cheque 1. Creation of GL Master (FS00) Give the GL account no.200105 Company code :AML Select with template button Give the GL account no.: 200100 Company : AML Enter Change short text and GL account long text save

Cash A/c  SBI current A/c

2. Define house banks Path : SPRO-Financial accounting –Bank accounting-Bank accounts –Define house banks (FI12) Give the company code

: AML

Enter Select new entries button House bank

:SBI

Bank country

:IN

Bank key

:AML1 (text field)

Save Bank name

:State Bank of India

Street

:Bank Street

City

:Hyderabad

Bank branch

:Main branch

Enter Press enter to save in your request Double click on bank account folder Select new entries button Account ID

:SBI1

Description

:SBI current A/c no.1

Bank account no.

:AML1234

Currency

:INR

G/L Account no.

:200105 SBI current a/c

Select save button 3. Creation of check lots: Path :Accounting –Financial accounting-Accounts Payable –Periodic Processing -payments (F110) From the menu select  Environmentcheck Information  Number ranges (FCHI) Paying company code :AML House bank

:SBI

Account ID

:SBI1

Select change button (Shift +F5) Select create button Lot no.

Check no

:500001

To no.

:500100

Select –Non sequential check box Short information Purchase date

:SBI :Today’s date i.e Check box issue date

Enter and save

Manual payment Automatic payment 1. We can issue any check any time System will issue check one after another 2. Sequential or Non-sequential Sequential Purchase invoice posting Path : Accounting-Financial accounting-Account payable –Document entry- Invoice general (Transaction code F-43) Give the document date

:Todays date

Type Company code

:KR(Vendor) :AML

Posting key

:31 (Vendor credit)

Account

:4200001 (Vendor no.)

Enter

Give the amount

:500000

Business area

:AMLH

Text

:Purchase invoice posting

Posting key

:40

Account no.

:200120 (Inventory raw material)

Enter Amount

Business area

:AMLH

Text

From the menu select document  Simulate and save How to view vendor account transactions Path: Accounting –Financial accounting-Account payable-Account –Display change line items (Transaction code is FBL1N) Give the vendor account Company code

:4200001

:AML

Select open items radio button Select normal items check box Select execute button 3.

To view general ledger sundry creditor raw material –Transaction code is FS10N Give the GL account no.:100501 Sundry creditor raw material Company code

: AML

Fiscal year Business area

:2008 :AMLH

Select execute button Double click on cumulate balance amount To view vendor wise Select change layout button Select assignment field from the hidden fields column Select amount in local currency (under column content) Select left arrow Select copy button 100501 Sundry creditors RM Sort key :012 Vendor number Sort key updates assignment field automatically Outgoing payment with clearing Path :Accounting – Financial accounting-Accounts payable -Document entry–Outgoing payment –Post (F-53) Give the document date

: Todays date

Type Company code

:KZ :AML

Clearing text

:Outgoing payment

Account under bank date

:200105 (SBI current account)

Amount

:5000

Business area

:AMLH

Text

:Outgoing payment

Account under open item select :4200001 Account type

:K comes by default (K stands for Vendors)

Select process open items button Double click on payable amount

:5000

Document Simulate Select save button or Ctrl+S Go and see the vendor account truncation (Tr.code is FBL1N) Give the vendor account no. Company code

:4200001

:AML

Select cleared item radio button Select normal items check box Execute Creation of manual check Path :Accounting –Financial accounting –Accounts payable –Environment –Check information –Create – Manual checks (Tr code FCH5) House bank Account ID Give the check no. Save

:SBI :SBI1 :500025

Display check resister Upto check information the path is same Give the paying company code :AML Execute Double click on check no. Select accompany documents button Bill no. 1 2 3 4 5

Amount 5000 5000 15000 5000 5000

Display –Check register (Tr code is FCHN)

:500025

Payment 5000

Path A/c Payment doc.no. Check 200005 500001

5000 5000

200001 200010

500025 payment history 500005

Assignment of check no.to payment no.payment doc no.is cleared will be number Check encashment date updating: Based on bank statement we update check encashment date.

Advantage 1 1. We know on which date the check is encased by the party 2. Bank reconciliation is easier 3. upto check information the path is same change –Additional info/Cash (Tr code is FCH6) paying company code :AML House bank :SBI Account ID :SBI1 Check no. :500025 Enter Give the check encashment :20.11.2008 Save Go and see check register FCHN give the paying company code :AML Execute Sort date wise –FI the encashment date is bank or offer 30.11.2008 Checks issued but not presented. Unissued checks cancellation Some time while writing check we commit mistake before issuing to party – we cancel check Up to check information the path is same void –unused checks (Tr code is FCH3) Give the paying company code House bank Account id Check no.from Void reason code

:AML :SBI :SBI1 :500001 :Select 06 destroyed select void button (Shift+F5)

Go and see the check register (FCHN) Give the paying company code

:AML

Select execute button Once the check lot is over all check keep the cursor and cheque no.from to select sort in ascending order button (Ctrl +F5) If any number is missing between the check is misused. How to create void reason code Path :SPRO-Financial accounting –Accounts receivable and accounts payable-Business truncationsOutgoing payments –Automatic outgoing payments-Payment media –check management –Define void reason codes (Tr code is FCHV) Select new entries button Reason Void reason code Select save button or Ctrl+S Press enter to save in your request

:15 :Stop payment for AML

How to delete encashment date data: 500019 we have to give encashment date 20.11.2008 for 500019.by mistake we have given for 500020 500025 20.11.2008 to delete encashment date 500021 500022 Path :up to check information the path is same – Delete –Reset data (Tr.code is FCHG)

Give the paying company code :AML House bank :SBI Account id :SBI1 Check number :500025 Select reset cashing data radio button Execute Select yes button for the message to reset data Go and see the check register (FCHN) Give the paying company code Execute

:AML

Issued check cancellation System will not permit to cancel encashed checks. Vendor account a) Invoice posting (F-43) a) 01 (open items) b) Outgoing payment with clearing (F-53) b) Bank 5000 Dr a)5000 Cr c) Manual check creation (FCH5) CI (Clearing items) A) 5000 Cr B) 5000 Dr d)Display check register (FCHN) e) Issued check cancellation 1) Reset cleared items â&#x20AC;&#x201C;Delinking bill amount and payment amount Vendor Account 01 B) Bank 5000 DrA) 5000 Cr 2) Reverse payment Vendor account 01 A) 5000 Cr Cancel check Path :upto check information the path is same â&#x20AC;&#x201C;Void-Cancel payment (Tr.Code is FCH8) Paying company code

:AML

House bank

:SBI

Account ID

:SBI1

Check number

:select 500025

Void reason code

:15 (stop payment for AML)

Reversal reason

:select 01(reversal in current period)

Select cancel payment button Go and seethe vendor account FBL1N Give the vendor account no.:4200001 Company code :AML Select open items radio button Select normal items check box Select execute button Go and see the check register FCHN Give the paying company code Select execute button

:AML

Advance payments to vendors (down payments to vendors)

Sundry creditors (current liabilities)

Purchase

Advance

Advance to vendors (current assets)

Payment purchase 1. Creation of GL master –Advance to vendors –Current assets, Loans & Advances 2. Link between sundry creditors ands advances to vendors A (Advance special GL indicator) ^ Sundry creditors Advance to vendors Reconciliation account Alternative reconciliation account or special GL Account 100501 200150 Vendor A/c 4200001 – BirlaChemals Limited -100501 At the time of making payment –we know the purpose of payment. If it is payment against a bill -4200001 100501-Sundry creditors If it is payment as an advance 4200001 A 4200001 – Birla Chemicals Limited -100501 A(Advance (Special GL indicator)) ^ 100501 200150 Advance payment posting Purchase invoice posting Transfer of advance from special GL to normal by clearing special GL items. Clearing of normal items. Vendor account have two parts 1) Normal items 2) Special GL items Creation of GL master advance to vendors (FS00) GL A/c No. Company code

:200150 :AML

Select with template button Give the GL account no.100501 (Sundry creditors raw material) Company code

:AML

Enter Change account group to current assets loans & advances Change short text and GL account long text to Advance to vendors Other fields are common Select save button or Ctrl+S Link between sundry creditors and advance to vendors: Path :SPRO-Financial accounting-Accounts receivables and accounts payables – Business transactions-Down payment made-Define alternative reconciliation account for down payments (Tr code is OBYR) Double click on A or down payment on current assets Give the chart of accounts

:AML

Enter Reconciliation account Special GL account

:100501 :200150

Select save button or Ctrl+S

Press enter to save in your request Advance payment posting: Path :Accounting –Financial accounting –Account payable –Document entry-down payment –Down payment (F48) Document date

:Todays date

Type Company code

:KZ :AML

Vendor account

:4200001

Special GL indicator

Bank account

:200105 SBI current account

Business area

:AMLH

Amount

:25000

Text

:Advance payment posting

Enter Amount Business area Text

:* :AMLH :+

From the menu select Document –Simulate and save Go and see the vendor account transaction (Tr.code is FBL1N) Give the vendor account no. :4200001 Company code :AML Select open items radio button Select special GL transaction check box Execute Purchase invoice posting (F-43) Give the document date

:Today’s date

Type Company code

:KR :AML

Posting key

:31

Account no

:4200001

Enter Amount Business area

:25000 :AMLH

Text

:purchase invoice posting

Posting key

:40

Account no.

:200120 inventory raw material

Enter Amount Business area Text

:* :AMLH :+

From the menu select document –simulate and save Go and see the vendor account (Truncation code FBL1N) Give the vendor account no.

:4200001

Company code

:AML

Select open item radio button Select normal items check box Execute Select back arrow Select special GL truncation check box along with normal items Execute Transfer of advance from special GL to normal by clearing special GL items Path :Accounting –Financial accounting-Accounts payable-Document entry-Down payment –Clearing (F-54) Give the document date

:Today’s date

Document type

:KA

Company code

:AML

Vendor account

:4200001

Text

:Advance transfer to normal

Select process down payments button Transfer posting

:25000

Save Go and see the vendor account transactions FBL1N Give the vendor account no.

:4200001

Company code

:AML

Select clearing items radio button Select special GL transaction check box Execute Select back arrow Select open items radio button Select normal items check box Execute

Clearing of normal items: Path : Accounting –Financial accounting –Accounts payable –Account –Clear Give the account no. :4200001 Company code :AML Select process open items button Double click on credit 25000 Double click on debit 25000

(F-44)

Save Go and see the vendor accounts (Transaction code .FBL1N) Give the vendor account no. :4200001 Company code :AML Select cleared items radio button Select normal items check box Execute

25000

Advance to vendor

Vendor account | Normal / Items 425000 Sundry creditors C/L Special GL items 25000 5 25000

2nd Scenario Advance more bill less Advance 200000 Bill amount 50000 A) Advance payment posting (F-48) B) Purchase in voice posting (F-43) C) Transfer of advance of Rs.500000 from special GL to normal (F-54) Vendor A/c normal items D C Special GL items A 200000

50000

B C

50000

D) Clearing of normal items (F-44) Final result Vendor special GL shows a balance of Rs.1500000 – Advance to vendors To be cleared against future bills. 3rd Scenario Advance bill more Advance 9000 Bill amount 90000 Vendor A/c normal items A) Advance payment posting (F-48) B) Purchase invoice posting (F-43) C 9000 C) Transfer of advance from special GL to normal by clearing Special GL (F-54)

90000

9000

Special GL Items C 9000

D) While making balance payment Of Rs.81000 double click on bill Amount 900000 and payment amount Rs.9000. All the 3 line items will go to Clearing items (F-53) TERMS OF PAYMENT 1 Payable immediately - Due net Path : SPRO-Financial accounting –Accounts receivable and accounts payable –Business transactionsIncoming invoices / Credit memos – Maintain terms of payment

Select new entries button Payment terms :AML1 Select customer check box Select vendor check box Default for base line date No default :No.of purchases during the month base line date at the time of Invoice posting –Blank For all purchases during the month give month end date. Document date :Party bill date Posting date :Goods receipt date Entry date :Quality approval date Payment terms

:If the payment is made within 10 days -3% cash discount If the payment is made within 20 days -2% ash discount payable within 30 days

Under default for baseline date: Select posting date radio button Percentage No.of days Term 1 3 10 Term2 2 20 Term3 30 Press enter Select save button or Ctrl+S Press enter to save in your request Cash Discount Received Trade discounts are to be adjusted to purchases where as cash discounts are to be shown under other income. Creation of GL master –Cash discount received other income (FS00) Give the GL A/c no. Company code

:300101 :AML

Select with template button Give the GL account 300100 exchange gain Company code

:AML

Enter Change short text and GL account long text to cash discount received. Save Assignment of account for automatic postings: Path :SPRO-Financial accounting-Accounts receivable and Accounts payable-Business transactionsOut going payments-Out going payments global settings –Define accounts for cash discount taken. (Tr Code is OBXU) Give the Chart of Accounts :AML Enter Save Give the account no.300101 cash discount received Save Press enter to save in your request Purchase invoice posting (F-43) Document date

:25.10.2008

Posting date

:01.11.2008

Entry date

:Today’s date

Type

:KR

Company code

:AML

Currency

:INR

Posting key

:31

Account

:4200001

Enter Amount

:100000

Payment terms

:Select AML1

Text

:Purchase invoice posting

Enter Ignore the warning message press enter Posting key

:40

Account no.

:200120 Inventory raw material

Enter Amount

Business area

:AMLH

Text

From the menu select document –Simulate and Save

Go and see the vendor account (Transaction code is FBL1N): Vendor account

:4200001

Company code

:AML

Select open item radio button Select normal items check box Execute Form the menu select change layout button Form the hidden fields column Select current cash discount amount Select amount in document currency under column-contain Select left arrow or show selected fields button Select copy button Outgoing payment with clearing (F-53) Document date

:Today’s date

Type

:KZ

Company code

:AML

Clearing text

:Out going payment

Account under bank data

:200105 SBI current account

Business area

:AMLH

Amount

:97000

Text

:out going payment

Account

:Under open item selection 4200001

Select process open items button Double click on payable amount

:100000

From the menu select document Simulate We get a message correct the marked line items. Double click on blue font Text enter

Save

Automatic payment program (APP) System will

-Check due dates -Issue check -Pass the enter and cleared party account -Generate payment advance - update check register The check lot should be sequential –we are not programmer –system given payment program. Check format and payment advice format APP will be used by cash rich companies They run weekly / for every 10 days /For every 15 days At the time of APP run, we have to give bankwise ranking with available amounts. SBI 1 1000000 IDBI 2 500000 ICICI 3 300000 It will issue checks from SBI upto 10 lakhs. Then afterwards it issued form IDBI upto 500000 – Then it goes to ICICI and issued up to 3000000 After run, it gives a proposal – In the proposal it shows for which parties for which bills from which bank it is going to issue to checks. We can edit proposal

Due

Party X 1 2 3 4 5

By blocking some invoices for payment Or By charging bank Party Y 1 2 3 4 5

Black invoices 4,5 and make the payment for 1,2 and 3 use the fund for party bill payments. System is issuing form SBI for party X 3 bills –party is having account in ICICI-Change bank from SBI to ICICI.

Setup payment methods for country for payment transactions Path :SPRO –Financial accounting-Account receivable and account payable –Business transactions-Outgoing payments –Automatic outgoing payments -Payment method /Bank selection for payment program-Setup payment method per country for payment transactions Select new entries button Country

:IN

Payment method

Description

:Check

Select outgoing payments radio button Select check radio button Document type for payment

:KZ

Clearing document type

:KZ

Payment medium program

:RFFOUS_C

Name of print date set

:LIST1S

Save Press enter to save in your request

Setup payment methods per company code for payment transactions: Same path Select new entries button Paying company code :AML Payment method

Minimum amount

:10

Maximum amount

:9999999999

Select payment per due day check box Select from data button From for the payment medium: F110_PRENUM_CHECK Drawer on the form

: for Aravind Mills Limited

Authorized signatory Save Press enter to save in your request Setup all company codes for payment transactions: Same path Select new entries button Company code :AML Paying company code :AML Separate payment per business area check box Out going payment with cash discount from : Bank interest rate 1.5% per month 18% per annum Payment term: If we make the payment within 30 days we get -1% cash discount Due within 60 days

System will payment 60 days since discount is less than bank interest rate. Within 30 days :Interest for month 1.5 Within 60 days :Interest for month 1.5+1.5 Payment terms: If we make the payment within 30 days we get 2% cash discount. Due with in 60 days System will within 30 days since discount more than bank interest rate. Maximum cash discount: Payment term: If we make the payment within 30 days we get 1% cash discount. Due within 60 days. Though we are not entitled, system claims 1% cash discount and make the balance payment only even if it is paid with 60 days. Special GL transaction to be paid under vendors : Select A (Advances) Save Press enter to save in your request Setup paying company codes for payment transactions: Same path Select new entries button Paying company code

:AML

Select forms button From for the payment advise F110_D_AVIS Select sender details button Text ID :Select ST (ST stands for Text) Letter header

:F_0001_HEADER

Footer Sender

:F_0001_FOOTER :F_0001_SENDER

Save and Press enter to save in your request Creation of sequential check lots (FCHI) Paying company code

:AML

House bank

:SBI

Account ID

:SBI1

Select change button Select create button Lot number Check number

:2 :800001

:801000

Deselect non-sequential check box Short information Purchase date

:SBI :Todayâ&#x20AC;&#x2122;s

Enter and save Assign payment methods in vendor master:

Path :Accounting-Financial accounting –Accounts payable-Master records –Maintain centrally-Change (XK02) Give the vendor no. :4200001 Company code :AML Select payment transaction check box under company code data Enter Payment methods :Select ‘B’ Payment block :If we don’t want to make the payment to this party in this run, select -Skip account Alternative payee

:We have purchased from Birla Chemicals Limtied –BCL has to make the payment to party XYZ –BCL instructs us to make the payment to XYZ-in alternative payee give XYZ no. when we run APP ,check will be in the name of XYZ and party clearing will be BCL

House bank

:BCL in having account in ICICI –It instructs us to issue check from ICICI only – We give house bank ICICI- check we issued only form ICICI. Individual payment :When we run APP, it will issue one check only for all the bills due –some parties ask us to issue separate check for each bill. Select individual payment check box. Separate check will be issued for each bill. Select save button or Ctrl+S END USER AREA Purchase invoice posting (F-43) Document date

:Today’s date

Type Company code

:KR :AML

Posting key

:31

Account no.

:4200001

Enter Give the amount Business area

:9999 :AMLH

Text

:Purchase invoice posting

Posting key

:40

Account no.

:200120 Inventory raw material

Enter Amount Business area

:* :AMLH

Text

Document –Simulate and save Setup bank determination: Path :Accounting –Financial accounting –Accounts payable-Periodic processing-Payments (Tr code is FBZP) From the menu select Environment maintain -Configuration Automatic payment program –Customization one –Screen FBZP Select bank determination button Select position button Paying company code :AML

Enter Select AML Double click on ranking order folder Select new entries button Payment method

Currency

:INR

Bank order

House bank

:SBI

Save Press enter to save in your request Double click on bank accounts folder Select new entries button House bank

:SBI

Payment method

Currency

:INR

Account ID

:SBI1

Bank sub account

:200105 (SBI current account)

Business area

:AMLH

save Double click available amounts folder Select new entries button House bank

:SBI

Account ID

:SBI1

Days

:999

Currency

:INR

available for outgoing payment :1000000 Save Automatic payment program run (Tr code is F110) Path :Up to periodic processing the path is same- Payments (Tr code is F110) Run date Identification Select parameter tab Company codes Payment methods

:Today’s date :AML1 :AML :B

Though we have given the date, we can run tomorrow it self Payment term

:If we make the payment within 10 days we get 2% cash discount (Dues within 30 days)

Purchase today

:07.11.2008

If we make the payment to day -2% If we make the payment on 14.11.2008 2% System will not issue check today’s – It will issue in the next run since the discount amount is same.

It control the cash flows Party bill date Payment term APP run today

:07.11.2008 :AML2 30 days credit 07-12-2008 : It asks next Posting date :14.11.2008

APP run2 Next payable date Next posting date

:14.11.2008 :14.11.2008 :14.11.2008

Vendor from Vendor to Save

:4200001 :4300000

21.11.2008

Select bank arrow Select proposal button (Shift +F1) Select start immediately check box Enter Go on press enter (Basic Tr code box green tick mark box) Till we get the message payment Proposal has been created To edit the proposal -Select any proposal button enter (Shift +F4) Double click on vendor no. To block on invoice for payment Double click on document no.

:100001

Payment block

:Select A (Block for payment )

Enter To change bank for second bill Double click on document no.

:100004

Select reallocation button Payment method

House bank

:SBI

Account ID

:SBI1

Enter Save Select bank arrow two times We get a message payment proposal has been edited Select payment run button Enter Go on press enter . It we get the message payment run has been carried out. To take check printing: Select printout / data medium tab for the program RFFOUS_C Give the variant

:A1

Select maintain variants button Select for all selection screen radio button Select continue button Program run date

:07.11.2008

Identification feature

:AML1

Paying company code

:AML

Payment method Business area

:B :AMLH

House bank

:SBI

Account id

:SBI1

Check lot no.

Select print checks check box Printer

:LP01

Select print immediately check box Select print payment advice notes check box printer :LP01 Select print immediately check box Select print payment summary check box Printer

:LP01

Select print immediately check box No.of sample print outs

Select don’t void any checks check box Select attributes button (F5) Meaning

:SBI check printing date 08.11.2008

Save Select back arrow Save once again Select bank arrow Select print out button Select start immediately check box For job name –in place of question of mark –Give variant A1 A1 Company code :AML Business area :AMLH Bank :SBI Account ID :SBI1 Check lot no. :2 Parameters are saved in the variant in place of question mark A1 Press enter Enter once again To view check printing From the menu select system –Services output control Select execute button Select spool no.check box for check Select display contents (F6)

Go and see the vendor Account FB11N Give the vendor account Company code

:4200001 :AML

Select cleared items radio button Select normal items check box Execute Double click on document type :KZ For the amount

:9999

Select call up document overview button (F9) Select display document header button Enter From the menu select Environment check information

Go and see the check register (FCHN) Give the paying company code :AML Execute Credit memo postings Purchase from Birla Chemicals Limited If the material is not good Return the material or reduce the amount (Price) BCL will issue credit note to mail or AML raises Debit note on BCL Both are same Doc type :KG (Credit memo) KA No.range 17 17 No need to give no.range interval already we have given earlier Path :Accounting- Financial accounting –Accounts payable –Document entry –Credit memo general (F-41) Document date

:Today’s date

Type Company code

:KG (Vendor credit memo) :AML

Posting key

:21 Credit memo

Account

:4200001

Enter Give the amount Business area

:1000 :AMLH

Text

: Credit memo posting

Posting key

:500

Account no.

:200120 Inventory raw material

Enter Amount Business area

:* :AMLH

Text

From the menu select Document –Simulate and save Note:

Cash journal postings – not accept negative balances Normal postings Accept negative postings

ACCOUNTS RECEIVABLE (A/R) This is also a Sub Ledger (Subsidiary Ledger) This is used when Sales & Distribution (SD) Module Is not implemented-All types of sales. Eg: Product Sale/Raw Material Sale/Scrap Sale When Sales & Distribution(SD) Module is implemented-This is used for Raw Material Sale /Scrap Sale/Asset Sale-(Other than Product Sale) At the time of sale: Customer Account Dr

Sub ledger |

General Ledger

Sundry Debtors(General Ledger) | TO SALES

| | | Reconciliation Account

Or Control Account BASIC SETTINGS FOR ACCOUNTS RECEIVABLE: 1.Creation Of Customer Account Groups A)FI Customers Asset Sale/Scrap Sale/RM Sale Parties

Reconciliation account field

B)SD CUSTOMERS

Required Entry field

PRODUCT SALE PARTIES 2.Create number ranges for customer accounts 3.Assign number ranges to customer account groups 4.Creation of 2 GL masters A)Sundry Debtors-

"Current Assets,Loans&Advances"

B)Sales Account 5.Creation Of Customer Master 6. Document Types And No.Ranges

Sales OBA7

DR DZ DA 7.Posting Keys

Customer Invoice Customer Payment Customer Document For Transfers/Reversals 01

Customer Debit 15 Customer Credit

We test a scenario where vendor is a customer Party BCL Party BCL Purchase 100000 Sales 100000 Sales 20000 Purchase 20000 -------------Net Payable 80000 Net Receivable 80000 When we Pay/Receive net amount we have to clear vendor transactions and customer transactions at a time Note : Create receipt terms (if any cash discount debit - Debit expenses ) 1.SALES INVOICE POSTING: Creation of customer account groups Path: SPRO- Financial Accounting- Account Receivables and accounts payables customer accounts â&#x20AC;&#x201C; Master data- Preparation for creating customer master data- Define account groups with screen layout (customers) Select new entries button Account group : AML1 Name

: FI Customers for AML

Double lick company code data Double click account management Reconciliation account make it required entry filed Save Select create request button Short description for AR customization for AML Press enter Enter once again to Save in your request Select next entry button Account group

: AML2

Name

: SD customers for AML

Double click on company code data Double click on account management Reconciliation account make it required entry filed. Save. Create No. range for customer accounts: Path :Upto preparation for creating customer master data the path is same.-Create no. range for customer accounts (Tr.code is XDN1) Select change intervals button Select interval button

No. range

:23

From no.

:6600001

To no.

:6700000.

Enter Select interval button once again No.range

:24

From no.

:6700001

To no.

:6800000

Enter and Save Ignore the warning message press enter Assign Number ranges to customer account groups: Same path Select position button Account group

: AML1

Enter For AML1

Assign no.range :23

For AML2

Assign no.range :24

Save Press enter to save in your request Define tolerance group for Customer Path :SPRO-Financial accounting-Account receivable and account payable-Business truncations-incoming payments-manual incoming payments-Define tolerances(Customers) Select new entries button Company code :AML Tolerance group Description Save Press enter save in your request

: Blank :Tolerance group for AML

Creation of GL Masters (FS00): Give the GL account no.

:200110

Company code

:AML

Select with template button Give the GL account no.200150 advance to vendors Company code

: AML

Enter Change short text and GL account long text to Sundry Debtors Select control data tab Change reconciliation account for account type to customers

Change sort key to 031 customer number Select Create / Bank / Interest tab Field status group

:G067

Save GL account no

:300000

Company code

:AML

Select with template button Change GL account 300100 Exchange gain Company code

:AML

Enter Select type/description tab Change the account group to sales/. Change short text and GL account loge text to sales account Other fields are common Select save button or Ctrl+S Creation of customer master Path: Accounting- Financial accounting â&#x20AC;&#x201C;Accounts receivables-Master records-Maintain Centrally-Create (Tr.Code is XD01) Account group

:select FI customer for AML

Company code

:AML

Enter Title :

: select Company

Name

: BIRLA Chemicals Limited

Country

: IN for India

Select control data tab Vendor

:4200001

Select company code data button Reconciliation account

:200110 Sundry debtors

Sort key

:031 (Customer no.)

Select payment transaction tab Terms of payment

:0001 payable immediately due net

Save

Document type number ranges (OBA7) Select type Dr customer invoice Select details button No.range

:18

Select no.range information button Company code

:AML

Select change intervals button

Select intervals button No.range

:18

Year

:2008

Form no.

:400001

To no.

:500000

Enter and save Ignore the warning message press enter Select back arrow 3 times Select type

:DZ (Customer payment )

Select details button No. range

:14

Select no.range information button Company code

::AML

Select change intervals button Select interval button No.range

:14

Year

:2008

From no.

:500001

To no.

:600000

Enter and save Ignore the message press enter Select back arrow three times Select type

:DA (customer document)

Select details button No.range

:16

Select no.range information button Company code

:AML

Select change interval button Select interval button No.range

:16

Year

:2008

Form no.

:600001

To no.

:700000

Enter and save Ignore the warning message press enter

ENTER USER AREA Sales invoice posting: Path accounting – Financial accounting –Account receivable- Document entry-Invoice –General (F-22) Give the document date

:Today’s date

100

Type

:DR

Company code

:AML

Posting key

:01 Invoice (Customer debit) C:Customer D: Debit

Account

: select 6600001

Enter Give the amount

:500000

Business area

: AMLH

Text

: Sales Invoice posting

Posting key

:50

Account

:300000 (sales account)

Enter Account

Business area

:AMLH

Text

From the menu select document  Simulate and save

2.How To View Customer Account TransactionsPath : Accunting – Financial accounting – Accounts receivable- Account-Display / Change line items (Tr.code is FBL5N) Give the customer account no. :6600001 Company code

:AML

Select open items radio button Select normal items check box Select execute button Select back arrow To view vendor and customer transactions together Select vendor items check box along with normal items Execute 3.Incoming payment and clear vendor and customer transactions together Step A)Document type DZ should allow vendor transactions Document types and no. Ranges-OBA7 Select doc type: DZ Select details button Below no. RangeAccount type: A Assets D Customers selected K Vendors to select M Materials S GL accounts selected Normal receipt entry: Bank A/c DR

Select doc type: kz Select details button Below no. RangeAccount type: A assets D customers to select K vendors selected M materials S GL accounts selected Normal payment entry: vendor a/c DR Vendor

101

To customer

customer

use the Tr.code OBA7 Select document type select details button select vendor check box save

To Bank

: DZ (customer payment )

Incoming Payment : Path :Accounting – Financial accounting – Accounts receivable- Document entry- Incoming payments – (Tr.Codes is F-28) Give the document date

: Today’s date

Type Company code

: DZ Customer payment : AML

Clearing text

: Incoming payment

Account under bank data

: 200105 (SBI current account)

Business area

:AMLH

Amount

:496000

Text

: Incoming payment

Account under open item selection

: Select 6600001

Account type

:D comes by default (D stands for customers)

Select other accounts check box Select process open item button Select standard open items check box Account type Company code

: Select K (Vendors) :AML

Account

:4200001

Select continue button Double click on all open items Document  Simulate and save Go And See The Customer Account Transactions (Tr.code is FBL5N) Give the customer account no.

:6600001

Company code

:AML

Select cleared items radio button Select normal items check box Select vendor items check box Execute Advance Receipts From Customers (Down Payment Receipts From Customers) Sundry Sale Advance

Advance from

102

Debtors (Current Asset)

Customers (Current Liabilities) Receipt Sale

1. Creation Of GL Master-Advance From Customers-

under Current Liabilities & Provisions (FS00)

2. Link between Sundry Debtors and advance from Customers

A (Advance) /\ Sundry debtors Advance from customers

Special GL Indicator

(Reconciliation Account)(Alternative reconciliation account or special GL account) 3.Advance Receipt Posting 4. Sales invoice posting 5. Transfer of advance from special GL to normal by clearing special GL items 6. Clearing of normal items a)Customer account two parts b) Special GL items 1.

Creation of GL master â&#x20AC;&#x201C;advance from customer current liabilities & provisions (FS00) Give the GL account no.:100502 Company code

:AML

Select with template button Give the GL account no.:200110 Sundry debtors Company code

:AML

Change account group to current liability & provisions Change short & GL account long text advance from customers Save 3. Link between Sundry Debtors and advance from Customers Path :SPRO-Financial accounting-Accounts receivable and accounts payable-Business transactionsDown payment received â&#x20AC;&#x201C;Define reconciliation accounts for customer down payments(OBXR) Double click on special GL indicator A Give a your chart of accounts

:AML

Enter Reconciliation account Special GL account

:200110 :100502

Select save button or Ctrl+S Press enter to save in your request END USER AREA Advance receipt posting:

103

Path :Accounting- Financial accounting –Accounts receivable-Document entry-Down payment –Down payment (Tr.code is F-29) Give the document date

:Today’s date

Type

:DZ

Company code

:AML

Customer account

:6600001

Special G/L indicator

Bank account

:200105 SBI current account

Business area

:AMLH

Amount

:12000

Text

:Advance receipt posting

Enter Amount

Business area

:AMLH

Text

From the menu select –Document –Simulate and save Go and see the customer account transaction (FBL5N) Give the customer account no. :6600001 Company code

:AML

Select open items radio button Select special GL transactions check box Execute Sales invoice posting ( Tr code is F-22) Give the document date :Today’s date Type Company code

:DR customer invoice :AML

Posting key

:01

Account

:6600001

Enter Amount Business area

:12000 :AMLH

Text

:Sales invoice posting

Posting key

:50

Account no.

:300000 Sales A/c

Enter Amount enter

Business area

:AMLH

Text

Form the menu select document –Simulate and save

104

Go and see the customer account transaction (FBL5N) Give the customer account no. :6600001 Company code

:AML

Select open items radio button Select normal items check box Execute Select back arrow Select special G/L transactions check box along with normal items Execute Transfer of advance from special GL to normal by clearing special GL items: Path :Accounting-Financial accounting –Accounts receivable-Document entry-Down payment clearing (F-39) Give the document date

:Today’s date

Type Company code

:DA :AML

Customer account

:6600001

Text

:Advance receipt clearing

Select process down payment button Transfer posting

:12000

Save Go and see the customer account transactions (FBL5N) Give the customer account no. :6600001 Company code

:AML

Select cleared items radio button Select special GL transactions check box Execute Select bank arrow Select open items radio button Select normal items check box Execute Clearing of normal items: Path :Accounting- Financial accounting –Accounts receivable –Account –Clear (F-32) Give the account no.

:6600001

Company code

:AML

Select process open item button Double click on debit

:12000

Double click on credit

:12000

105

Save Go and see the customer account transactions FBL5N Give the customer account no. :6600001 Company code :AML Select cleared items radio button Select normal items check box Execute

BILL DISCOUNTING Fund based limits (Money will be given physically by the bank) 1. Cash credit 2. Packing credit 3.Bank overdraft 4.Bill discounting Bill discounting mechanism

Non fund based limits (Money will no be given physically by the bank to the company) 1. Bank Guarantees (BG) 2. Letter of credit (LC)

Local Sales order Export sales orders

AML

Sale 500000 on 12.11.2008 Term of payment â&#x20AC;&#x201C;30 Days Credit

AML Discounts the bill With the bank | Bank will charge 30 days | On due date, bank will collect From customer | ----------------------------------------------------------------------------------------| | Customer makes the customer does not make the payment to the bank Payment to bank liability to AML No liability to AML

Liability to AML Contingent liabilities Liability is uncertain

Year end:

This is shown in notes to accounts â&#x20AC;&#x201C;Under contingent liabilities

Bills discounted with bank

106

Normal Accounting A) Incase of sales Customer A/c Dr To Sales B) Bill of exchange payment - No entry C) Bill discounting Bank current A/c Dr To Bank bill discounting D) Report view customer wise /BIllwise due date wise/Bankwise out standings available in SAP E) Reverse contingent liability Bank bill discounting Dr To Customer

SAP Accounting Customer A/c Dr (Sundry debtors) To Sales Customer special GL (W) Dr (Sundry debtors bill of exchange) To customer a/c with clearing (Sundry debtors) Bank current A/c Dr To Interest A/c To Bank Bill discounting

Bank bill discounting (with clearing) Dr To Customer special GL(W) with clearing (sundry debtors will of exchange)

Presentation in Balance sheet: Sundry debtors=Sundry debtors Sundry debtors (Bill of exchange) Bank bill discounting

Debit } Net Zero Credit

Or Donâ&#x20AC;&#x2122;t plot sundry debtors bill of exchange and bank discounting in balance sheet-It is required only for notes to accounts. Customer A/c Normal items A) 100000

SBI bill discounting OP BAL B)100000

E)100000

300000 C)100000 ---------400000

Special GL B)100000

E)100000

Limits with banks: Bill discounting limit Already discounted Limit available Bill discounted as per C Limit available Payment by customer as per E Now limit available

300000

SBI 5000000 3000000 ------------2000000 ======= 1000000 ----------1000000 1000000 ----------2000000 ======

IDBI 2000000 2000000 -----------0

Creation of 2 GL masters Sundry debtors (Bill exchange under current assets, loans & advances. SBI bill discounting

Secured loans

107

Fund based limits and non-fund base limits First change on current asset and second change on fixed assets. Creation of GL account (FS00) Give the GL account no.:200111 Company code

:AML

Select with template Give the GL account no.200110 Sundry debtors Company code

:AML

Enter Change short text to sundry debtors Bill of Exchange Change GL account long text to sundry debtors (Bill of exchange) Other fields are common Select save button or Ctrl+S GL account no.

:100302

Company code

:AML

Select with template with button Give the GL account no.100300 SBI Rupee Term loan Company code

:AML

Change short text and GL account long text to SBI bill discounting Select control data tab Select open item management check box Select create /bank /interest tab Select post automatically only check box Save Link between sundry debtors and sundry debtors bill of exchange Path:SPRO-Financial account-Bank account â&#x20AC;&#x201C;Business transactions-Bill of exchange transactions-Bill of Exchange receivable-Post bill of change receivable-Define alternative reconcile â&#x20AC;&#x201C;Actual for Bills/Exchange receivable (Tr code is OBYN) Double click on special GL indicator

:W (Bill of Exchange receivable)

Give the chart of accounts

:AML

Enter Reconciliation account

:200110

Special GL account

:200111 Sundry debtors (Bill of exchange)

Save Save in your request Link for Bank current account, Sundry debtors Account and bank bill discounting account Path: up to the bill of exchange receivable at bank-Define bank sub accounts(Tr code is OBYK) Select new entries button Chart of accounts

:AML

108

Bank account

:200105 SBI current account

Usage select discounting special GL indicator

Customer reconciliation account :200110(sundry debtors) Bank sub account for liability :100302 (SBI bill discount) Save Press enter to save in your request END USER AREA Sales invoice posting (F-22) Give the document date

:Today’s date

Type

:DR

Company code

:AML

Select posting key

:01

Account no.

:6600001

Enter Amount

:100000

Business area

:AMLH

Payment terms

:Select NT 30 Net 30 (30 days credit)

Text

:sales invoice posting

Posting key

:50

Account

:300000 Sales account

Enter Ignore the warning message press enter Amount

Business area

:AMLH

Text

From the menu select document –Simulate and save Bill of exchange payment: Path :Accounting –Financial accounting- Accounts receivable –Document entry-Bill of exchange –Payment (F36) Give the document date

:Today’s date

Type

:DZ

Company code

:AML

Posting key

:09 Customer special debit

Account no.

:6600001

Special GL indictor

Enter Amount Business area Text

:100000 :AMLH :Bill of exchange payment

109

Due on

:14.12.2008 (30 days due date)

Placement usage

:select discounting

Domicile

:SBI

Control bank location

:Main Branch, HYD

select choose open item button Select process open item button Double click on receivable

:100000

From the menu select document –Simulate and save Note the document no.500003 Bill discounting: Path :Accounting –Financial accounting- Accounts receivable- Document entry –Bill of exchange –Discounting (F-33) Give the document date

:Today’s date

Type

:DA

Company code

:AML

Bank account

:200105 (SBI current account)

Business area

:AMLH

Amount

:95000

Text

:SBI bill discounting

Posting key

:40

Account no.

:400400 Interest account

Enter Amount Business area

:500000 :AMLH

Text

Press select bill of exchange button Doc no.

:500003

Document –Simulate and save Report to view customer wise bill wise, document wise and bank wise outstanding: Path :Accounting –Financial accounting-Accounts receivable-Periodic processing –Bill of exclude processing – Korea-Bill of exchange management (Tr codes S_ALR_87012213) Give the chart of accounts

:AML

GL account

:200111 Bill of exchange

Company code

:AML

Special GL indicator

Usage

:select D (Discounting)

Select discounted /Collected radio button Execute Select current layout button Keep the fields due date, document no, customer received form, document data-Domicile.

110

Amount in local currency Select copy button Reverse contingent liability : Path :Accounting-Financial accounting –Accounts receivable-Document entry- Bill of exchange –Reverse contingent liability (F-20) Give the document date & Posting date Type Company code :AML GL account Usage Due by Customer Select edit line items button Ignore the all warning message and press enter

:13.12.2008 :DA :200111 (Sundry debtors bill of exchange) :Select discounting :31.12.2008 :6600001

Select drop down button for command column + ++ -

Set items to active Set items is blocks to active Set items to inactive Set items in blocks to inactive

Customer made payment for 2,3 and 4 bills. Bill No 2 3 4 5

or + + +

or –

++ ++ -

Customer made payment for 1 and 5 bills Bill no. or or 1 + 2 3 4 5 +

Command filed select + Save From the menu select document –Display If bill is dishonored: Contingent liability becomes actual liability base step E reverse contingent liability additional entry to be passed. Customer account Dr To SBI current account (Sundry debtors) Dunning (Reminder) If the customer does not make the payment as per terms of payment system will issue dunning letters.

111

We are not programmers we use system given dunning letter formats. Dunning area: Company code as a whole /Regional wise / location wise Eg.Big companies Separate marketing heads For East

For West

For North

For South

Only to his area customers. Here we create each session as one dunning area . Small companies –one marketing head for all the regions. Company code will be the dunning area. (Cash credit : Loan from bank and after sales we discharge the liability export sales order , packing credit loan from bank , bill discounting after sale) Dunning levels type of letters Maximum We are using Dunning intervals (Frequency) Grace period

:9 levels :4 levels :10 days :3 days

Eg: 1st Letter 2nd Letter 3rd Letter 4th Letter Sale on 17.11.2008 after after after after Payment terms 0001 20.11.2008 30.11.2008 10.12.2008 20.12.2008 Payable immediately Dunning charges: For sending the letter we can collect dunning charges form the customer. It can be level based / amount Based It can be fixed percentage amount It will be shown only in the letter It will not be posted the accounts Define dunning areas: Path :SPRO-Financial accounting-Accounts receivable and account payable-Business transactions – Dunning –Basic settings for dunning –Define dunning areas. Select new entries button Company code

:AML

Area

:Blank

Text

:Dunning area to AML

save Ignore the warning message press enter Press enter to save in your request Define dunning procedures: Path :Up to dunning the path is same –Dunning procedures-Define procedures (Tr code is FBMP) Select new procedure button Dunning procedure :AML Name

:Dunning procedure for AML

Dunning interval in days:10

112

No.of dunning levels

Line item grace periods

:3 days

Interest indicator

:Select 01 standard item interest calculation

Select standard transactions dunning check box Ignore the warning message press enter Dunning texts button Company code

:AML

Select customer radio button Enter Select new company code button Give the company code :AML Enter For company code :AML select separate notice per dunning level check box Select back arrow two times Select Yes button for the message to save date Press enter to save in your request Select dunning levels button Select always dun check box for all the four levels Select charges button (F6) Give the currency

:INR

Enter Company code

:AML

Select customer radio button Enter Open one more session with transaction code :FBMP Double click on procedure

0001

Select dunning text button Give the company code

:0001

Select customer radio button Enter Come to the first session Dunning level 1 From F150-Dunn -01 Dunning level 2 Select pagedown button (right side) Dunning level 3 Form F150_dunn_02 Dunning level 4th Form F150_dunn_02 Now select charges button

113

Give the currency :INR Enter Select back arrow Save Ignore the warning message press enter Press enter to save in your request Assign dunning procedure in customer master: Path :Accounting-Financial accounting-Accounts receivable –Master records-Maintain centrally-Change (Tr code is XD02) Give the customer account no.

:660001

Company code

:AML

Enter Select company code date button Select correspondence tab Dunning procedure

:select AML

Save END USER AREA Sale invoice posting (F-22) Give the document date & posting date :10.11.2008 Type Company code

:DR :AML

Posting key

:01

Account

:6600001

Enter Amount Business area

:1111 :AMLH

Text

:Sales invoice posting

Posting key

:50

Account no.

:300000 Sales account

Enter Amount Business area Text

:* :AMLH :+

From the menu Select Document –Simulate and save

Dunning run Path: Accounting –Financial accounting-Accounts receivable Periodic processing-Dunning-(Tr code F150)

114

Run on

:Today’s date

Identification

:AML1

Select parameter tab Dunning date

:Todays date

Documents posted up to

:Today date

Company code

:AML

Customer

:6700000

Save Select back arrow Select schedule button Select start immediately check box Output devise

:LP01

Select schedule button Go on press enter till we get the message ‘ Dun selection is complted’ Select dunning print out button Select print button Go on press enter till we get the message dunning print out is completed Select dunning history button Give your company code

:AML

Execute (F8) Keep the cursor on 1111 Select display dunning notice button Keep the cursor on the document no. Select print preview button Go and see the customer master (XD02) Customer Company code :AML Enter Its updates automatically Last dunned date

:6600001

:17.11.2008 and dunning level.

115

SALES TAX VAT means valued added tax or LST Local Sales Tax CST mans Central Sales Tax Purchase Input tax 1 Local purchases VAT/CST Purchase Basic 100 Excise 8% 8 VAT 4% 4.32(B+E) --------Bill amount 112.32 110.16 ====== =====

Sales (Output tax) 2 outside state

3 Local Sales

4 Outside State sales

CST purchase

VAT /L

CST sales

100 8 2.16(CST2%) --------

200 200 20 20 27.50(VAT12.5%) 4.4(CST2%) ----------------247.50 224.40 ===== ======

Payment to sales Department 1. Local sales –Local purchases 27.50-4.32=23.18 2. Local sales –CST purchases 27.50=27.50 3. CST sales –Local purchases 4.4-4.32=0.08 4. CST sales –CST purchases=4.4=4.4 At the time of local purchases, tax paid on purchases, can be adjusted –to tax payable at the time of sales. (Local sales /CST sales) At the time of CST purchase, tax paid on purchases can not be adjusted –to add to inventory. Excises rates are based on products Excise rates are given central excise tariff, in central excise tariff we have 8 digits chapter ID. 52000000 Textiles 8% Central excise will be covered in the end. We are testing now without excise duty. Customization of sales tax

1. Define tax procedure Path :SPRO-Financial accounting –Financial accounting global settings-Tax on sales /purchases-Basic settings-Check calculation procedure. Double click on define procedures Select new entries button

116

Procedure :H Tax Description :Sales tax India Save Press enter to save in your request Select H Tax Double click control data folder Select new entries data folder Select new entries button Step

C Type

Description

From

Select BASB

Base amount

MWVS

Input tax

MWAS

Output tax

Account key

Select VST -Input tax

MWS output tax

Save Assign country to calculation procedure Up to basic settings the path is same Assign country to calculation procedure Select position button Give the country

:IN for India

Enter For country IN assign procedure H tax Save Press enter to save in your request

Define tax codes for sales and purchases Up to tax on sales of purchases the path is same-Calculation â&#x20AC;&#x201C;Define-Tax codes for sales and purchases. (Tr.code is FTXP) Give the country

:IN for India

Enter Give the tax code

:Vo

Enter Description

:0% input tax

Tax type

:Select V input tax

Enter Input tax, tax percent rate 0 Keep the cursor on ouput tax, tax percent rate Select deactivate line (F5) button Save Tax code

:V1

Enter

117

Description

:4% input tax

Tax type

:select V input tax

Enter Input tax, tax % rate 4 Keep the cursor out put tax, tax percent rate Select deactivate line button Save Tax code

:A0

Enter Description

:0% output tax

Tax type

:select A output tax

Enter Output tax, tax percent rate 0 Keep the cursor our input tax, tax percent rate Select deactivate line button Save Tax code

:A1

Enter Description

:12.5% output tax

Tax type

:Select A out put tax

Enter Output tax, tax percent rate 12.5% Keep the cursor on input tax, tax percent rate Select deactivate line button Save Assign tax codes for non-taxable transactions Path :Up to tax on sales/purchases the path is same Posting-Assign tax codes for non-taxable transactions (Tr code is OBCL) Select position button Give your company code :AML Enter For AML select input tax V0 Out put tax Vo Save Press enter save in your request Creation of GL master FS00 1. VAT receivable 2. VAT payable

Current assets, Loans & Advances

Current liability Tr code is FS00 Give the GL account no. Company code

:200155 :AML

118

Select with template button Give the GL account no.

:200120 (Inventory RM)

Company code

:AML

Enter Change short and GL long text to VAT receivable Select create / Bank /Interest tab Field status group change to G041 (Tax office clearing accounts) Save One more account Give the GL account no.100505 Company code

:AML

Select with template button Give the GL account no.

:200155

Company code

:AML

Enter Select type/Description tab Change account group to current liability and provisions Change short text and GL account long text to VAT payable Save Give the GL account no.:200120 Company code

:AML

From the menu select GL account change Select control data tab Tax category

:Select * (All tax types allowed)

Select posting without tax allowed check box Save Ignore the warning message press enter GL Account

300000

Company code

AML

Sales A/c

From the menu select GL account change Tax category

:select *

Select posting without tax allowed check box Save Ignore the message press enter Assignment of accounts for automatic postings: Path :SPRO-Financial accounting â&#x20AC;&#x201C;Financial accounting global settings-Tax on sales/purchases-postingDefine tax accounts (OB40) Double click on transactions ď&#x192; VST (input tax) Give the Chart of Accounts :AML Enter Select save button or Ctrl+S

119

Give the account :200155 VAT receivable Save Press enter to save in your request Select back arrow Double click on transactions MWS(output tax) Save Give the account no.100505 VAT table Save Press enter to save in your request In line environment FI consultantâ&#x20AC;&#x2122;s job: Customization Creation of Tax procedure Creation of tax codes Creation of GL accounts Assignment of GL accounts MM module: Purchase order material no.RM1 Purchase order vendor 1234 Purchase order Qty 1 Kg Purchase order Rate 100 Purchase order tax code V1 (4% input tax) Goods receipt Tax procedure: Base amount Input tax on base amount (V1-4% ) Vendor credit

100 4 ----104

=== SD module: Sales order Customer no. 9876 Material Qty Rate Tax code

(1* 100) inventory Account VST -200155 VAT receivable

FG1 1Kg 200 A1 (12.5%) output tax

Tax procedure Base amount 200 sales account Output tax on base amount 25 MWS -100505 VAT payable At 12.5% ----Customer debit 225 === In FI for sales: Customer account Dr 225 To sales 200 To VAT payable 25 Save Sales invoice posting Tr code is F-22 Give the document date :Todayâ&#x20AC;&#x2122;s date Company code Posting key Account

:AML :01 customer debit :6600001

120

Enter Give the amount

:225

Select calculate tax check box Text

:Tax sales invoice posting

Posting key

:50

Account no.

:300000 (Sales a/c)

Enter Amount

Tax code

:Select A1

Business area

:AMLH

Text

From the menu select Document- Simulate Double click on VAT payable line item Business area

:AMLH

Text

Save

ASSET ACCOUNTING Bad debits: 1. Creation of GL Master :Provision for bad debts reconciliation A/c No.200112 2. Link between sundry debtors and provision for bad debts :OBXY E /\ 200110 3. Sales invoice posting

Reserve for bad debt 200112 F-22

121

4. Transfer from customer normal to customer special GL E Customer special GL E ER Dr To customer with clearing

F-30 Provision for bad debt Sundry debtors

5. After 3 years bad debtors Dr To Customer special GL

F-30 Provision for bad debt

Asset accounting: This is sub ledger (subsidiary ledger) Chart of Depreciation Asset accounting customization will be done for Chart of Depreciation will be assigned to company code/codes. We have to copy either Germany chart of depreciation or Indian Chart of Depreciation. Depreciation areas: Book depreciation (Postings to accounts) Income tax depreciation Group depreciation Costing depreciation

| |ď&#x192; Only for information |

Depreciation methods; Straight Line Method depreciation method (SLM) Written down value depreciation method (WDV) Depreciation keys 5% SLM Rate 5% WDV Rate

Rate +Method

Transaction types 100 External acquisition 110 In-house production \ 210 Retirement with revenue Asset debit The debit can be use of External acquisition (Outside purchase) /In house production/Inter unit transfer/Inter company purchase. With transaction type we will come to know because of what it is debited. Posting keys: 70 Asset Debit 75 Asset Credit Asset accounting is based on 4 rules: 1. Sub asset master is to be created with reference to main asset master. 2. Main asset master is to be created with reference to asset class 3. Account determination is specified in asset class 4. For account determination we assign GL accounts based on the nature of transaction.

Purchase 200000 P & M 200000 P& M Profit on asset sale

Account determination

Asset class

1.Land 2.Building

Free hold Lease hold Factory Non factory Machine no.1 15.05.2003

Dept A

Main asset master

Sub asset master

Motor

122

3. Plant & Machinery Loss on asset Sale Loss due to scrapping Depreciation Accumulation depreciation

Machine no.2

Dept B Dept C 4. Furniture & Fixtures 5. Vehicles 6. Capital work in progress

20.11.2008

Furniture & Fixtures Heavy , Others General Expansion 1 Expansion 2

Additions to specific mechanical will be created as sub asset masters. Main asset will be have always sub number zero. Crate machine no.1 Master Motor to machine no.1 Addition to machine no.1

1-0 1-1 1-2

If we give 1-0 it gives main asset value If we give 1-1 it gives motor value If we give 1 it gives machines 1 with additions Why we call Land /Buildings etc. as account determinations. These items will determine the GL accounts to be posted automatically. Motor purchase: . Motor A/c Dr

500000 Transaction type :100 2000000 P & M 50000 GL 500000

To Bank GL Save CUSTOMIZATION

Copy reference Chat of Depreciation /Depreciation Area: Path :SPRO-Financial accounting-Asset Accounting â&#x20AC;&#x201C;Organizational structures â&#x20AC;&#x201C;Copy reference Chart of Depreciation /Depreciation area (Tr code is EC08) Double click on copy reference Chart of Depreciation From the menu select organizational object Copy org. object (F6) From Chart of Depreciation :Select ODE (Maximum valuation: Germany) To chart of Depreciation

:AML

Enter Ignore the message press enter Select create request button Short depreciation :Asset customization for AML Enter Press enter once again to save in your request We get a message chart of depreciation ODE copy to AML Enter

123

Select back arrow Double click on specify depreciation of Chart of Depreciation Select position button Chart of Depreciation

:AML

Enter Change the description to Chart of Depreciation for AML Press enter to save in your request Select back arrow Double click copy /delete depreciation areas Give the Chart of Depreciation :AML Enter Select areas 3,10,15,20,31,32,41 &51 From the menu select Edit Delete Save Ignore the warning message press enter Press enter to save in your request Assign Chart of Depreciation to Company code Path :Up to organization structure the path is same –Assign Chart of Depreciation to company code (Tr code is OAOB) Select position button Give the company code :AML Enter For company code AML Chart of Depreciation AML Save Press enter to save in your request

Specify account determination Path :Up to the organizational structure the path is same –Asset Class-Specify account determination Select new entries button Account determination AML10000 AML11000 AML20000 AML30000 AML31000 AML40000

Description Land Building Plant & Machinery Furniture & Fixtures Vehicles Capital work in progress

Save Press enter to save in your request Create screen layout rule Same path

124

Select screen layout

1000

Select screen layout

1100

Select screen layout

2000

Select screen layout

2100

Select screen layout

2500

Select screen layout

3000

Select copy as button Change screen layout 1000 to AML1 Name

:Land

Change screen layout 1100 to AML2 Name

:Buildings

Change screen layout 2000 to AML3 Name

:Plant & Machinery

Change screen layout 2100 to AML4 Name

:Furniture & Fixtures

Change screen layout 2500 to AML5 Name

:Vehicle

Change the screen layout 2600 to AML6 Name

:Capital work in progress

Enter & Save Press enter to save in your request Define number range intervals Path :Same path (Tr code is AS08) Company code :AML Select change intervals button Select interval button Number range :01 From number

:100000

Enter Select interval button once again No.range

:02

From no.

:100001

To no.

:200000

Enter Select interval button No.range

:03

From no.

:200001

To no.

:300000

Enter Select interval button

125

No.range

:04

From no.

:300001

To no.

:400000

Enter Select interval button No.range

:05

From no.

:400001

To no.

:500000

Enter Select interval button No.rage

:06

From no.

:500001

To no.

:600000

Enter & Save Define asset classes: Path :Same path (Tr code is OAOA) Select new entries button Asset class

:AML1000

Description

:Free hold land

Short text also :Free hold land Account determination :select AML10000 Land Screen layout rule No.rage

:select AML1 Land :01

Select included asset under inventory data Select no.AUC or Summary Management of AUC Save Press enter to save in your request Note: AUC stands for Asset Under Construction Select next entry button (F8) Asset class

:AML1100

Description

:Factory Buildings

Short text

: Factory Buildings

Account determination :select AML11000 Buildings Screen layout rule Number rage

:AML2 :02

Select include asset under inventory data check box Select no.AUC or Summary Management of AUC Save Select next entry button (F8)

126

Asset class

:AML2000

Description

: Dept A

Short text

: Dept A

Account determination :select AML20000 P & M Screen layout rule Number rage

:AML3 :03

Select include asset under inventory data check box Select no.AUC or Summary Management of AUC Save Select next entry button (F8) Asset class

:AML3000

Description

: Furniture & Fixtures

Short text

: Furniture & Fixtures

Account determination :select AML30000 Furniture & Fixtures Screen layout rule Number rage

:AML4 :04

Select include asset under inventory data check box Select no.AUC or Summary Management of AUC Save Select next entry button (F8) Asset class

:AML3100

Description

: Vehicles and others

Short text

: Vehicles and others

Account determination :select AML31000 Vehicles and others Screen layout rule

:AML5

Number rage

:05

Select include asset under inventory data check box Select no.AUC or Summary Management of AUC Save Select next entry button (F8) Asset class

:AML4000

Description

: Capital Work in Progress -General

Short text

: Capital Work in Progress -General

Account determination :select AML40000 CWIP-General Screen layout rule

:AML6

Number rage

:06

Select include asset under inventory data check box Select line item settlement radio button Save Select include asset under inventory data check box:

127

Inventory means fixed inventory, whatever assets we create they will be included in fixed assets inventory. As per companies auditors report order (CARO) – the auditor will state whether fixed assets have been physically verified by management or not. Incase of big companies  physical verification in a phased manner When we create an asset master – There is a field called last verification date Asset nos Last verification date 1 31.03.2008 2 31.03.2007 3 31.03.2008 4 31.03.2008 5 31.03.2007 In the report we give the report date – From 01.04.2007 to 31.03.2008 we get the list of asset verified during the year 1 2 3 4

31.03.2008 31.03.2008 31.03.2008 31.03.2008

We have not selected for capital work in progress We can not verify every that assets –once they are commissioned they will be shown under respective head and not under capital work in progress For capital work progress general –Select line item settlement radio button Machinery 01/11/2008

Debit to CWIP

Asset commissioned on 22.11.2008 as machine no.10

Fright AMT 15/11/2008 Settle from Capital Work In Progress to machine no.10 line item wise Commissioning charges 22/11/2008 Determine areas in the asset class Path :SPRO-Financial accounting –Asset accounting-Valuation –Determine depreciation areas in the asset class (Tr.Code is OAYZ) Give the chat of depreciation

:AML

Enter Select position button Asset class :AML1000 (Free hold land) Enter Select AML1000 (Free hold land) Double click depreciation areas folder Deselect deactivation check box for area 01 Book depreciation Layout

:Select 2000 depreciation on asset sub-no level

For area 01 layout 2000 For area 02 layout 2000 For area 30 layout 2000 Save

128

Press enter to save in your request Select back arrow The same procedure the followed for asset class AML1100 AML2000 AML3000 AML3100 AML4000

Factory building Dept A Furniture & Fixtures Vehicles & other Capital work in progress

Deselect deactivation check box for area 01 for land there is no depreciation In asset master creation-Capitalization date –required Land purchase details registration date Depreciation key(Rate)

For area 01- Select 2000 – Depreciation on asset sub number level Asset no. 1 1 -

Machine 10 Motor

Sub.no. 0 1

10/08/2005 22/11/2008

Creation of 15 General ledger master FS00 S.N o. 1

2 3. 4. 5. 6.

GL Account No. 200000 Land

200005 Buildings 200010 Plant & Machinery 200015 Furniture & Fixtures 200020 Vehicles 200025 Capital work in progress

100200 Accumulate depreciationBuilding

100205 Accumulated depreciation – Plant & Machinery 100210 Accumulated depreciation – Furniture & Fixtures 100215 Accumulated depreciation –Vehicles

9. 10

Account No.to copy 200110 Sundry debtors

200000 Land

Parameters to Maintain -Account group – Fixed assets -200000-20009 -Change the account group Fixed Assets -Sort key -018 Asset number Reconciliation A/c for account type –Asset -Field status group 067 Reconciliation accounts. -Do -

-Do-

-Do -

-Do-

-Do -

-Do-

-Do -

-Do-Do -Do-

Account group-Accumulate depreciation -100200-100299 -Sort key -018 Asset number -Reconciliation A/c for account type –Assets -Field Status group- 067 Reconciliation accounts

100200 Depreciation -Buildings -Do-

-Do -Do-

-Do-

129

11.

300102 Assets sales

300103 Profit on asset sale

-Do-

13 14

400302 Loss on asset sale 400303 Loss due to scrapping 400500 Depreciation

-Do-Do-

300100 Exchange gain

Account group â&#x20AC;&#x201C;other income 300100-300199 Sort key -018 Asset number Field status group G052 -Account group other Income -300100-300199 -Sort key 018 Asset number -Field status group -G001 -Do-DoChange the Account group Depreciation 400500-400599 Sort key -018 Asset number Filed status group-G001

Assignment of accounts for automatic postings: Path :SPRO-Financial accounting â&#x20AC;&#x201C;Asset accounting-Integration with the general ledger-Assign GL accounts. Give the your Chat of Depreciation Enter The Transaction code is AO90 Select chant of accounts

:AML

Double click on account determination folder Select account determination

:AML10000 Land

Double click on Balance sheet accounts folder Acquisition column :Acquisition and production costs Give the A/c No.:200000 Land Loss made on asset retirement w/o revenue.(w/o revenue mean scrap) Give the account no.400303 loss to scraping Clearing account revenue from asset sale

:300102

Gain from asset sale

:300103

Loss from asset sales

:400302

Press enter Select save button Ignore the warning message press enter Press enter to save in your request Double click on account determination folder Select account determination

:AML11000 Buildings

Double click on Balance Sheet accounts folder Acquisition column acquisition and production cost a/c no.200005 Loss made on asset retirement w/o revenue

:400303

Clearing account revenue from asset sale

:300102

Gain from asset sale

:300103

Loss from asset sale

:400302

Save

130

Ignore the message press enter Double click on depreciation folder Accumulated depreciation for ordinary depreciation 100200 accumulated depreciation buildings Expense account for ordinary depreciation 400500 Depreciation account Save Ignore the message press enter Double click on account determination folder Select account determination

:AML 20000 P & M

Double click on Balance Sheet accounts folder Acquisition column acquisition and production cost Give the GL account no.:200010 Loss made on asset retirement (without) w/o revenue 400303 Clearing account revenue from asset sales

:300102

Gain from asset sale

:300103

Loss from asset sale

:400302

Select save button or Ctrl+S Double click on depreciation folder Accumulated depreciation account for ordinary depreciation a/c no.100205 Expense account for ordinary deprecation

:400500

Save Ignore the message press enter Double click on account determination folder Select account determination

:AML30000 Furniture & Fixtures

Double click on balance sheet account folder Acquisition :Acquisition and production costs 200015 (Furniture & Fixtures a/c) Loss made on asset retirement w/o revenue

:400303

Clearing account revenue from asset sale

:300102

Gain from asset sale

: 300103

Loss from asset sale

:400302

save Ignore the message press enter Double click on depreciation folder Accumulated depreciation account for ordinary depreciation 100210 Expense for ordinary deprecation

:400500

Save Ignore the message press enter Double click on account determination folder Select account determination

:AML 31000 vehicles

Double click on Balance Sheet accounts folder Acquisition: Acquisition production costs

:200020

Loss made on asset retirement w/o revenue

:400303

Clearing account revenue from asset sale

:300102

Gain from asset sale

:300103

131

Loss from asset sale

:400302

Save Ignore the message press enter Double click on depreciation folder Accumulate depreciation for ordinary depreciation

:100215

Expenses account for ordinary depreciation

:400500

Save Ignore the message press enter Double click on account determination folder Select account determination

:AML40000 Capital Work In progress

Double click on Balance Sheet accounts folder Acquisition :Acquisition and production cost

:200025

Loss made on asset retirement w/o revenue

:400303

Clearing accounts revenue from asset sale

:300102

Gain from asset sale

:300103

Loss from asset sale

:400302

Select save button or Ctrl+S Ignore the message press enter Specify document type for posting of deprecation: Up to integration with general ledger the path is same –Post-Deprecation to the GL –Specify Document type for posting deprecation-Double click on define document type (Tr code is OBA7) Select type AF Deprecation postings Select details button Note the number range 04 Select number range information button Give the company code :AML Select change intervals button Select intervals button Number range

:04

Year

:2008

From no.

:700001

To no.

:800000

Select external check box Enter and save Ignore the warning message press enter  As per SAP documentation :  From ECC5 onwards  Up to 4.7 EE

Not to select external check box Select external check box

When we select external check box, we have to give what should be the document number at the time of posting. There is an exception –for deprecation postings also we have to select external check box In normal postings we are posting are document at a time.

132

Incase of deprecation / when we run depreciation number of documents will be generated at a time based on account determination 04-2008 -700001 -800000 Select external check box AML 10000 Land AML11000 Buildings Depreciation account AML20000 Plant & Machinery Assessment for AML30000 Furniture & Fixtures Account determination AML31000 Vehicles AML40000 Capital work in Progress When we run depreciation 4 documents will be generated automatically every month. 700001 Depreciation DR To Acc Dep Buildings 700002 Depreciation DR To Acc. Dep-Plant & Machinery 700003 Depreciation DR To Acc Dep Furniture & Fixtures 700004 Depreciation DR To Acc Dep -Vehicles Specify intervals and posting rules: Same path (next step) (Tr code is OAYR) Select company code

AML

Double click on posting rules folder Select monthly posting radio button Save Press enter to save in your request Specify rounding for net book value and /or deprecation: Path :SPRO-Financial accounting-Asset accounting-Valuation â&#x20AC;&#x201C;Amount specifications (company code/Deprecation area) â&#x20AC;&#x201C;Specify rounding of net book value and /or deprecation Ignore the message press enter Select company code

:AML

Double click on rounding specifications folder Select area 01 book deprecation Select details button Select automatically calculated depreciation check box Select arithmetic rounding radio button Save Press enter to save in your request Define screen layout for asset master data:

133

Path :SPRO-Financial accounting-Asset accounting-Master data-Screen layout-Define screen layout for asset master data Double click on define screen layout for asset master data Select layout

:AML1 Land

Double click on logical fields groups folder Select 2 posting information Double click on field group rules folder Capitalization data make it required entry field Select main number check box Select sub-no check box Select copy check box We have created AML1 by copying layout 1000 Afterwards we create XYZ layout by copying AML1 what ever fields we have chosen for AML1 should be copied XYZ Select save button or Ctrl+S Press enter to save in your request Select back arrow Select 3 time dependent date Double click on filed group rules folder Business area make it required entry field Select main no.check box, sub no.check box Save Select back arrow two times The same procedure is to the followed for layout AML 2 Buildings AML 3 Plant & Machinery AML10 Furniture & Fixtures AML5 Vehicles AML6 Capital Work in Progress Define screen layout for asset deprecation areas: Same path (Tr code is AO21) Select screen layout 2000 deprecation on asset sub no.level Double click on field groups folder Depreciation keys make it required entry filed Select main no.check box Select sub-no.check box Select copy check box Save Deprecation keys creation (Rate+ Methods) 1. 2. 3. 4. 5.

Define base methods Define declining balance method Define period control methods Define period control methods Maintain deprecation key

134

First steps will be assigned in 5th step and 5th step will be assigned in Asset master. 1. Define base methods: Path :SPRO –Financial accounting-Asset accounting-Depreciation –Valuation methods –Depreciation keyCalculation methods –Define base methods Base method :0014 Ordinary :Explicit percentage (after end of life) A) Ordinary deprecation B) Explicit percentage –creation percentages rate given in Companies Act Schedule XIV C) After end of line –If the next box value becomes zero no depreciation should be calculated. Define declining balance methods Same path Give the Char of Depreciation AML Enter Note down decimal balance 001 002 Decimal factor 2 Max percentage 20 Beginning years :Wear and tear will be less Acquisition value 100000 Rate of depreciation 5% First year 5 Second year 5 Third year 5 Fourth year 5 --20 First 4 years :100000*5% *98% (2% discount as per companies act) 5th year onwards :100000*5% Define multi level methods: (Tr code is AFAMS) same path select new entries button multilevel method

Description

:5% SLM

Validity star

:Select from ordinary deprecation on star date

Save Press enter to save in your request Double click on levels folder Select new entries button Acquisition year

:9999

Year

:999

Periods

:12

Base value

:Select 01 Acquisition value

Percentage

Save

Acquisition year

:9999

135

We have given say any year 2008- This rate is applicable for the assets purchased in the year 2008 –Next year also we are purchasing an asset having 5% rate-we have to create acquisition year once again in the next year. When we give 9999 purchase can be in the year 2. Years 999 A) 5% SLM rate 20 years (100/5) B) 5% WDV rate ? C) 1% SLM rate 100 years (100/1) D) 1% WDV rate ? 999 max no. of year In base method –once the net book value becomes zero –Do’t calculate depreciation . In some countries. First 5 years Next 5 years Next 5 years

5% 10% 15%

3. Periods 12 months 4. Base value 01 Acquisition value in case of SLM 24 Net book value incase of WDV 5. Percent 5 rate of depreciation 6. Reduction 1 Acquisition vale 100000 1% Scrap value 1000 -----99000 Dep 5% only on 99000 7. Remine life

Percentage method India

Useful life method Machine no.1-In year 2003 Useful life :20 Years Going for SAP in 2008 Select rem life Asset master -15 Years

Select acquisition year 9999 Double click on Multi level method folder Select next entry button Multilevel method A2 Description :5% WDV Validity star :From ordinary depreciation star date Save Select acquisition year 9999 Double click on levels folder Select new entries button Acquisition year :9999 Year :999 Periods :12 Base value :Select 24 net book value Percent :5 Save Maintain period control methods: Same path Give the Chart of deprecation :AML Enter

136

Select new entries button Period method

:006

Description

:AML period control method

Acquisition year

:Select 01 pro rate at period start date

Add year

:Select 01

Retirement year

:01 (Retirement mean sale)

Transfer year

:01

Press enter to save in your request Maintain deprecation key: Same path Tr code is AFAMA Select new entries button Depreciation key

:AML1

Description

:5% Straight line dep.method

Select period control according to fiscal year check box Select dep. to the day check box Save Ignore the warning message press enter Press enter to save in your request Double click on assignment of calculation methods folder Select new entries button Depreciation type

:Select ordinary deprecation

Phase

:Select from the start of depreciation

Base method

:0014

Declare balance method Period control method

:001

:006

Multilevel method

:A1

Class

:Select straight line depreciation

Save Select back arrow 4 times Select depreciation key :AML1 Select activate button Save Select new entries button Depreciation key

:AML2

Depreciation

:5% written Down Value Deprecation method

Period control according to Fiscal year check box Select depreciation to the day check box Save Ignore the warning message press enter Double click assignment of calculation methods folder

137

Select new entries button Depreciation type

:Select ordinary depreciation

Phase

:Select from the start of depreciation

Base method

:0014

Declare balance method:001 Period control method :006 Multilevel method

:A2

Class

:Select declining –balance depreciation

Save Select back arrow four times Select depreciation key AML2 Select activate button Save Select first page control page up button Select depreciation key :0000(no depreciation no interest ) Select activate button Save FI END USER AREA: Create of main asset master: Path :Accounting-Financial accounting-Fixed assets-Asset –Crete –Asset (The Transaction code is AS01) Asset class Company code

:Select AML2000 Department A :AML

Enter Give the description

:Machine no.1

Capitalized on

:18.04.2008

Select time dependent tab Business area

:AMLH

Select depreciation area tab Depreciation key

:Select AML1

Useful life

:15 years

Period

:6 months

Ordinary depreciation start date :18.04.2008 Note: Commissioning date –Indian system, sum countries is next month first day

Eg. 01/05/2008)

save Creation of sub asset master Path :Up to fixed assets the path is same-Asset-Create-Sub number –Asset(The transaction code is AS11) Asset

:200001

Company code :AML Enter

138

Description

:Motor

Capitalized on :29.11.2008 Select time dependent tab Select deprecation area tab Change the depreciation key AML2 Useful life Period

:15 years :01

Ordinary depreciation:29.11.2008 Save Main asset purchase posting: Path :Accounting-Financial accounting-Fixed asset â&#x20AC;&#x201C;Posting-Acquisition-External acquisition -With vendor (Transaction code is F-90) Give the document date and posting date

:18.04.2008

Type

:KR (Vendor invoice)

Company code

:AML

Posting key

:31 Vendor credit

Account

:4200001

Enter Ignore the warning message press enter Amount

:500000

Business area

:AMLH

Text

:Machinery purchase posting

Posing key

:70 Debit asset

Account

:Select 200001 -0 Machine no.

Transaction type

:Select 100 External asset acquisition

Enter 1st Rule: Sub asset master with reference to main asset master 200001-1 with reference to 200001 2nd Rule Main asset with reference to asset also 200001 with reference to AML2000 Dept A 3rd Rule Account determination is specified in asset class AML200000 Plant & Machinery specified in AML2000 Dept A 4th Rule For account determination we assign accounts based on the nature of transaction For AML2000-Incase of acquisition-2000010 Plant & Machinery Amount enter :* Text :+ From the menu select document Simulate and save Sub asset purchase posting (F-90) Give the document date

:Todayâ&#x20AC;&#x2122;s date

139

Type Company code

:KR :AML

Posting key

:31

Account no.

:4200001

Enter Amount Business area

:100000 :AMLH

Text

:Motor purchase posting

Posting key

:70

Account

:200001-1 that motor

Transaction type

:100

Enter (Applicable 1st rule) Amount

Text

From the menu select document –Simulate and save REPORT TO VIEW SUB ASSET WISE, YEAR WISE VALUES Path :Accounting –Financial accounting –Fixed assets –Asset –Asset explorer (Tr code is AWO1N) Give the company code

:AML

Asset no.

:200001

Sub No.

Fiscal year

:2008

Enter Select Display depreciation calculation button Select period information button Select back arrow Select compression tab Change the asset to 200001 Sub no.

Enter Select planned values tab Change the fiscal year to 2009 Enter Select display depreciation calculation button 2nd Report Report to view for all assets for particular period Path :Accounting-Financial accounting –Fixed assets –Information system –Reports on asset accounting – Asset balances –Balance lists –Once again asset balances –By business area (Tr code is S_ALR_87011965 Press all selections button (Shift +F7)

140

Give the company code :AML Report date

:31.12.2008

Execute Double click on Dept A Double click on Machine no.1 Select back arrow 3 times Change the report date to 30.04.2008 Execute Double click on Dept A

Depreciation run: Path :Accounting –Financial accounting –Fixed assets -period processing –depreciation run –Execute (Tr code is AFAB) Give the company code

:AML

Fiscal year

:2008

Posting period

Select planned posting run radio button Select test run check box (Note :If you run in middle of year select unplanned posting run radio button) Execute Ignore the warning message press enter Select error list button (F7) (Right side corner) Select back arrow Deselect text run check box From the menu select program Execute in back ground Enter Select continue button To schedule in the rights select date /time button Give the schedule start date :01.12.2008 Time :Give HR 23.00 Save To post immediately select immediate button Save Note down get a message background job was scheduled for program RA POST 2000 To check whether the job or not from the menu select System –Jobs-Job overview-Services –select execute button To view the document posted: (Tr code is FB03) Select document list button Give the company code :AML Document type :AF Execute Double click on document no. Use the Tr code is AFAB

141

Company code :AML Fiscal year :2008 Before Dep run for May 2008 and after Dep run for April 2008 we have commissioned an asset with back date 200002-0 Machine no.2 25.04.2008 Posted period 2 1. select planned posting run radio button posting as per plan (earlier we have selected monthly posting) For 200001-0 from 1st May 2008 to 31st May 2008 For 200002-0 for 25th April 2008 to 31st May 2008 Report run: Before run for May Posting period Select report run System checks which assets are commissioned in April and not posted depreciation. 200002-0 from 25th April 2008 to 30th April 2008 Once it is completed Posting period 2 Select planned posting run 200001-0 From 1st May 2008 to 31st May 2008 200002-0 from 1st May 2008 to 31st May 2008 Repeat run is possible only after planned posting run We have run depreciation up to October 2008 -now we have commissioned an asset with April date repeat run is possible only for last planned posting run-In this example only for October. Restart Rare cases â&#x20AC;&#x201C;server is down during processing time system gives message restart. Unplanned posting run: Posting run not as per plan, We have run for April We want to run May to November Dep. At a time. Posting period 8 Select unplanned posting run Depreciation will be posted from May to no.at at time. Asset sales : 200001-0 Machine no.1 Acquisition value Acquisition depreciation Net book value 30.04.2008 Asset sales on 01.05.2008 Profit on asset sale

500000 890 --------499110 501000 ---------1890

1to check fields status for field status group G052 use the Tr code is OBC4 Select field status variant :AML Double click on filed status groups folder Double click on field status group G052 Accounts for fixed assets retirement Double click on Asset accounting Asset retirement make it required entry field Save

142

Press enter to save in your request ASSET SALE Path :Accounting –financial Accounting –Fixed assets –Posting –Retirement –Retirement with revenue –with customer (F-92) Give the document date & Posting date :01.05.2008 Type

:DR

Company code

:AML

Posting key

:01

Account no.

:6600001

Enter Ignore the message press enter Give the amount

:501000

Business area

:AMLH

Text

:Asses sale

Posting key

:50

Account no.

:300102 Asset sale

Enter Amount

Business area

:AMLH

Text

Select asset retirement check box From the menu select document –Simulate Enter Asset no. Sub number Transaction type

:200001 :0 :210 comes by default (210 stand for retirement with revenue)

Give the asset value (Capitalization date):01.05.2008 Select complete retirement check box Enter Contra 01 70 40 75 50 01 50

Customer Account Dep P & M 200001-0 Asset Sale Plant & Machinery 2000001-0 Profit on asset sale Customer P&M

501000 890 501000 500000 1890 501000 501000

We get a message correct the marked line item. Double click on blue font line item Select display document overview button Asset sale on 01 Customer 70 Acc Dept P & M

20.05.2008 501000 1500

Sale 2000001-0 Machine Acquisition value 500000 Acc Dep up to 19.05.2008 1500

143

2000001-0 Net book value 19.05.2008 40 Asset sale 501000 50 Asset sale 501000 75 Plant & Machinery 500000 2000001-0 50 Profit on asset sale 2500

Asset sale on 20.05.2008 CONTRA profit on asset sale

Depreciation A/c 3014 890 DR 2015 3115 610 DR (Dep up to 19/05/2008) ASSET TRANSFER

---------4985000

501000 ---------25000

Accumulated Depreciation account 1500 3014 890 3115 610

When we transfer an asset from one unit to another unit with the company code –we have to transfer at cost HYD BGL 200001-0 Capitalization date 20/04/2008 To transfer asset on 01.05.2008 to BGL To transfer acquisition value To transfer accumulated depreciation from the date of receipt (From 01/08) depreciation will be calculated in Bangalore unit 1st Method Two step procedure A) Creation of asset master in BGL (AS01) B) Transfer values

2d Method one step procedure Creation of asset master and transfer values

Path: Accounting –Financial accounting –Fixed assets –Posting –Transfer –Transfer with in company code (ABUMN) Give your company code

:AML

Ente Give the asset no.

200001 Sub No.0

Document date :01.05.2008

Posting date

:01.05.2008

|  Today’s date

Asset value date

:01.05.2008

Text

:Asset Transfer

Select new asset radio button Give the description

:Machine no.1

Asset class

:AML2000 Dept A

Select master data button Give the business area :AMLB Select additional data button Give the capitalized on 01.05.2008 Select depreciation area tab Give the depreciation key

:AML1

Useful life

:20 years

Period

:5 months

Ordinary depreciation date :01.05.2008 Select back arrow Enter

144

Select save button or Ctrl+S Go and see the document FB03 Give the document no.30 Company code :AML1 Fiscal year

:2008

Enter 1) When we want to transfer no. of assets at a time go for two step procedure 2) When the asset has to be created in the receiving unit as a sub asset goes for two step procedure. Asset scrapping 200000-1 Motor in Hyderabad unit 29.11.2008 This can’t be sold transferred /used we can scrap the asset Scrap asset on 01.01.2009 It calculates depreciation up to 31.12.2008 The net book value will be charged to P & L Account Impairment of assets (AS28) If the expected relation of the asset is less than net book value and future cash flows are negative, we have to impair the asset for the difference. To check motor value as on 31.12.2008 (Tr code is S_ALR_87011965) Press all selections button Give the company code :AML Business area

:AMLH

Report date

:31.12.2008

Select execute button Double click on Dept A Asset Scrapping: Path :Accounting –Financial accounting –Fixed Assets –Posting –Retirement- Asset retirement by scrapping (Tr code ABAVN) Give the asset no.200001 Sub No.1 Document date :01.01.2009 Posting date :01.01.2009 Asset value date :01.01.2009 Text :Asset scrapping Save Go and see the document (FB03) Document no. :31 Company code :AML Fiscal year :2008 Enter Capital work in progress line item settlement Machinery 01.11.2008 Debit to CWIP Machine No.5 Freight charges 05.11.2008 Asset commissioned as machine no.5 on 31.12.2008 We settle from CWIP to respective asset Commissioning charges end

This is linked with CO this will be covered in the 30.11.2008

145

REPORTS: Step 1.How to create a folder? Keep the cursor and favorites from the menu select Favorites –Insert folder Give the folder name FI reports Enter Step 2. How to attach the report to folder ? Keep the cursor on FI reports folder from the menu select Favorites –Insert truncation tr code is (S_ALR_87011965) Double click on asset balances report Step 3. How to attach the report on desktop? Go to report –Asset balances on right top select generates a short cut button System description :ECC6 Enter Select OK button Close SAP Icon desktop Double click on asset balances Icon Give the password :oracle (SAP password) Step 4: How to create variant? Go to asset balances report Give the company code :AML Report date

:30.11.2008

From the menu select go to variant --Save as variant Give the variant name :AML Date

:30.11.2008.

Save Now close SAP Double click on asset balances Icon on desktop Give the password

:oracle

Enter Select get variant button (Select asset balances S_ALR_87011965) Execute Select

:AML

Chart of Accounts List

146

Path :Accounting –Financial accounting –General ledger –Information system –General ledger reports – Master data –Chart of account- Chart of account (S_ALR_87012326) Give your chart of accounts Execute

:AML

TRAIL BALANCE Path: Up to general ledger report the path is same -Account balances –Korea-Trail Balance (Tr code is (S_ALR_87012310) Country

:Korea

Trail balance

:South Korea

Give the company code :AML Execute Ignore the warning message press enter Select current layout button Keep the fields GL account GL account long text Closing balances Enter To down lead to excel from the menu select list export –spread sheet Enter List –>Export local file Select spread sheet radio button Enter See directory file name :AML.xls Select generate button LEDGER: Path :Accounting –Financial accounting –General ledger –Periodic processing closing –Document – Balances audit trail –All accounts -General ledger from the document file (Tr code is S_ALR_87100205) Give the company code Execute

:AML

(Select menu bar –Settings-Layout –Current button ) or Select current layout button(Ctrl+F8) Keep the fields document no. Posting date From the hidden fields column Select text fields Select left arrow Select debit amount in local currency Select left arrow

147

Select credit amount in local currency Select cumulative balances Select left arrow Select total check box for debit amount in local currency, Credit amount in local currency Select copy button To go the document level Double click an amount no. Select call up document over view button VENDORS LIST Path :Accounting –Financial accounting –Accounts payable –Information system -Reports for accounts payable accounting –Mater data –Vendor list (Tr code is S_ALR_87012086) Give the company code :AML Select address and telecom check box Execute Vendor wise patches Path :Up to report for account payable accounting the path is same -Vendor balances vendor business (S_ALR_87012093) Give the company code Execute Each vendor wise

:AML

Out standing lit of vendors: Path :up to reports for accounts payable accounting the path is same Vendor Items- List of Vendors Open item for printing (S_ALR_87012083) Give the company code Execute

:AML

Age wise analysis of vendors: Path :Up to vendors column item the path is same -Vendor payment history with open item sorted list (S_ALR_87012085) Give the company code

:AML

Summarization level

Select days overdue squirted list check box Execute Vendor advances report Path :Up to vendors column items the path is same –List of Down payments open on key date vendors (S_ALR_87012105) Give the company code Execute

:AML

Vendor ledger:

148

Path :Open and cleared up to vendors: Item the path is same –List of vendor line item (S_ALR_87012103) Give the company code :AML Execute Depreciation fore cost Path :Accounting –Financial accounting –Fixed Assets –Information system -Reports are asset accounting –Depreciation fore cost-Depreciation on Capitalized Assets (Depreciation simulation) (S_ALR_87012936) Give the company code :AML Report date Execute

:31.03.2011 (Give the any month end date)

Fixed assets schedule as per schedule VI of Companies Act Path :Information system –Accounting –Financial accounting –Fixed assets -Asset history sheet (Tr code is AR02) Give the company code :AML Report date Select group totals only radio button Execute Select assets button Double click on asset retirements

:31.03.2009

DATA TAKEOVER Master uploading Balance uploading Master uploading: GS Master Vendor masters Customer masters Asset masters Material master :MM01

:FS00 :XK01 :XD01 :AS01

Create an excel file  conversion to text file  Up loading to SAP Legacy System Migration Work bench (LSMW)

Batch data Communication (BDC)

Computer aided testing tool (CATT)

ABAP :They teach all 3 methods LSMW:Job of functional consultant Open an excel file and note down for which fields values are to be uploaded

149

GL Accoun t no.

Comp any code

Accou nt Group

100001

AML

200125

P& L State ment A/c

Balanc e Sheet A/c

Short Text

Long Text

Acco unt curre ncy

Line item displa y

Sor t key

Field status group

INR

Only Balance in local currenc y X

SCPL

PREF – Share cap.

PREF Share Cap.

001

G001

AML

CAST

Inventory –Stores

Inventory – Stores

INR

001

G001

300005

AML

SALE

400101

AML

PRSN

Sales trading Wages account

Sales Trading Wages account

INR

001

G001

INR

001

G001

Delete above column headings Delete other sheets (like sheet 2 , sheet 3) Select complete sheet Press right mouse button Select format cells Select number  Category  Text Select ok button From the menu select file save as Save type

:select Text (tab delimited)

File name

:AML Text

Select save button Select no button Select cancel button From the menu select file  close Select no button 2. Open an excel file and not down technical name of each filed technical name shall be noted down as per step one order Open an excel file Component

Data type

length

Open SAP FS00 Give the GL No.100000 Equity share capital Company code :AML Enter Keep the cursor on GL A/c press F1 Select technical information button Double click field name SAKNR Copy component SAKNR in excel 1 component column Data type

150

Length

:10

Copy component BUKRS that is company code in excel component column Data type Length

:C :4

Select back arrow in SAP Keep the cursor on account group Press F1 Select technical information button Double click on filed name KTOKS Copy component KTOKS that is account group in excel component column Data type

Length

Copy component XPLACCT That is P & L statement account in excel component column Data type Length

:C :1

Copy component XBILK that is I Balance Sheet A/c in excel component column Data type Length

:C :1

Copy TXT20-ML That is GL A/c short text in excel component column Data type Length

:C :20

Copy component TXT50_ML That is GL long text in excel component column Data type Length

:C :50

Select back arrow Select control data tab Keep the cursor on account currency press F1 Select technical information button Double click on filed name WAERS Copy component WAERS that is account currency in excel component column Data type Length

:C :5

Copy XSALH that is only balance in local currency in excel component column Data type Length

:C :1

Line item display

:copy component XKRES that is line item display in excel component column

Data type

Length

Sort key: copy component ZUAWA that is sort key in excel component column Data type :C Length :3 Copy component FSTAG that is field status group in excel component

151

Data type :C Length :4 Save the file an ex file, file AML Up loading of master in SAP (Tr code is LSMW) Note: LSMW used for create No. of GL accounts at a time. Ignore the message press enter Project

:AML

Subproject

:FI

Object

:GLMaster

Select create entry button Description

:AML Project

Enter Sub project description FI Area Enter Object name

:GL master up loading

Enter Select continue button (F8) Select double click Display click change button (Shift +F7) Select execute button Select batch in put recording radio button From the menu select Goto recording ď&#x192; Overview Select create recording button (Ctrl +F1) Give the recording name

:AMLGL

Description

:GL Master uploading

Enter FS00 Give the GL Account Company code

:100305 :AML

From the menu select GL Account create Account group select secured loans Select balance sheet account radio button Short text and GL account long text :IDBI rupee term loan Select control data tab Select only balances in local currency check box Select line display check box Sort key

:001

Posting date

Select create 1 bank /Interest tab Field status group

:G005 Bank Accounts

Save Keep the cursor on FS00

152

Select default all button Save Select back arrow two times Give the recording name

:AMLGL

Enter and save Select back arrow Execute Select create a structure button Source structure

:AMLSTR

Description

:AML GL Structure

Enter and save Select back arrow Execute Keep the cursor on AMLSTR Select table maintain button Copy from AML excel component column in SAP field name column Copy from excel AML excel data type column in SAP type column Copy AML excel length column in SAP length column Verify the copies data some data not copied copy to next page Save Select back arrow Select back arrow once again Select save button or Ctrl+S Execute Select back arrow Execute Kept the cursor on AMLGL Save Back arrow Execute From the menu select â&#x20AC;&#x201C;Extras-Auto field mapping Press enter Go on select accept proposal button (Press Accept proposal button many times) Till we get the message Auto field mapping completed Enter and save Select back arrow

153

Skip maintain fixed values, transactions user defined routines Select specify files radio button Execute Keep the cursor on the PC (Fronted) Select add entry button Select file

:AML text

Name

:GL Master uploading

Select tabulator radio button Enter & Save Select back arrow Execute Save Select back arrow Execute Execute once again Select back arrow two times Skip display read data Select convert data radio button Execute Execute once again Select back arrow two times SKIP Display converted data Select create batch input folder session Execute Execute once again We get a message /batch input folder With 4 transactions created Ignore the message press enter Execute Select session name GL master Select process button Select display errors only button Select process button We get a message processing of batch input session completed Select exit batch input button To view accounts created (Tr code is FS00) Selected drop down button for GL A/c No. Company code :AML Enter (Note: check it uploaded GL Accounts 100001, 200125,300005,400101)

154

BALANCES UP LOADING Company going live in SAP from 1st December 2008 unloads – take balances as on 30th November 2008 and enter in SAP – P & L Account balances as well as Balance Sheet Account balances. Company going live in SAP from 1st April 2008 on wards, - Take Balance Sheet account balances as on 31.03.2008 in SAP don’t enter all the transactions – Reasons: 1. In normal accounting all vendors, Customers, Assets are part of General Ledger where as in SAP we have sub ledger concept. 2. In normal accounting –for vendors/ customers –Purchases /Sales transactions and advances will be entered in one account where as in SAP we have normal items and special GL Item. 3. In normal accounting for Fixed Assets- We have account wise acquisition value and accumulated depreciation where as in SAP for Fixed Assets, we have each sub asset wise acquisition value and accumulated depreciation. 4. In normal accounting depreciation in a provisional figure where as in SAP it is actually calculated figure. 5. In normal accounting raw material consumption is a derived figure. Opening stock +Purchases –Closing stock whereas in SAP we maintain each material wise quantity, rate and amount and raw material consumption is actually calculated figure. 6. In normal accounting we will not pass production entries and delivery entries where as in SAP, system pass production entries and delivery entries with production cost. Procedure 1) We should enter day to day date in SAP production client till balances are up loaded and tallied. 2) Incase of Vendors /Customers we have to prepare a statement showing only open items which should match with trail balance figure. 3) Incase of Assets, prepare a statement showing each asset wise acquisition value and accumulated depreciation which should match with trail balance figure.

155

4) Incase of materials, prepare as a statement showing Material wise, Quantity , Rate and Amount which should match with Trail Balance figure. 5) We have to create 5 dummy accounts under any account group. A) GL Clearing B) Vendor clearing C) Customer clearing D) Asset clearing E) Stock taking F) 6) After uploading balances, if the above 5 clearing accounts become zero, Then our date takeover is correct Trail Balance (For opening balances) Debit Equity share capital Party A/c Accumulated Dep. P & M Machine no.40 Sales P & M â&#x20AC;&#x201C;Machine no.40 Party X Inventory RM Cash account RM Consumption

Credit 500000 100000 300000 400000

500000 200000 100000 150000 350000 --------1300000 =======

1. 2. 3. 4. 5.

---------1300000. =======

GL clearing A/c Vendor clearing A/c Customer clearing A/c Asset clearing A/c Stock taking A/c

1. To take GL Credit side items:Tr code F-02) GL clearing A/c Dr To Equity share capital a/c To Vendor clearing a/c To Asset clearing a/c To Sales a/c

1300000 500000 100000 300000 400000

2. To take GL debit side items (F-02) Asset clearing Dr 500000 Customer Dr 200000 Stock taking Dr 100000 Cash account Dr 150000 Raw material consumption Dr 350000 To GL Clearing 1300000 3. A)

Prepare a statement showing each vendor wise bill wise open item and advances which showed match with trail balance . Party A Bill no.1400000 Cr Bill no.250000 Cr Bill no.330000 Cr Advance 20000Dr 100000 Cr

B) Entry for Vendors (f-43)

156

Vendor clearing Dr 115000 Party A (SPLGLA) Dr 200000  advances to vendor To party A-BIL1 No.1 400000 } Sundry creditors To party A-BIL1No.2 500000 } To party A-Bill No.3 45000 30000 Sundry creditors 4 (A)

Prepare a statement showing each customer wise bill wise open items and advances which should match with trail balances Bill no.1 Bill No.2 Advance

Party X 50000 Dr 1800000 Dr 30000 Cr 200000 Cr

4 (B)

Customer balances F-22 Party X- Bill no.1 Dr 50000 Sundry debtors Party X-Bill no.2Dr 180000 Sundry debtors To party X (SPL GLA) 300000 Advances from customer To Customer clearing 200000 Advance from customer

5(A)

To make fixed assets P & M GL account and accumulated depreciation plant & Machinery GL Account as non-reconciliation accounts and pass. F-02

40 Plant & Machinery 500000 50 Accumulated Depreciation P & M 50 Asset clearing

300000 200000

Non-reconciliation means in FS00 For Plant & Machinery GL A/c and accumulated depreciation P & M GL A/c Reconciliation a/c type –Assets remove 5 (B)

Creation of asset masters: | | AS01 LSMW

Use the Tr code is AS01 Asset class :AML2000 Dept A Company code :AML Description :Machine no.40 Give the capitalized date :20.06.2006 Select time dependent tab Business area :AMLH Select depreciation areas tab Depreciation key :AML1 Use life :15 years Period 4 months Ordinary deprecation date :01.04.2008 Save 5 (C )

To take over acquisition value and accumulated depreciation for asset 2000004-0 It will not updated our GL Accounts since account for account type –Assets.

Path :SPRO-Financial accounting –Asset Accounting –Asset data transfer –manual online transfer – Create/Change /Display legacy asset (The Tr code is AS92) Double click on change legacy asset Give the asset no. :200004 Sub number :0 Company code :AML Select takeover values button Ignore the warning message press enter

157

Cumulated acquisition value :500000 Accumulate ordinary deprecation :30000 No book values :200000 Save 5. D)

To make fixed assets P & M A/c and accumulated depreciation P & M account as reconciliation accounts.

Path :SPRO-Financial accounting –Asset accounting –Preparing for production start up-Production start up-Set or reset reconciliation accounts (Tr code is OAMK) Select company code :AML Double click on change control of reconciliation account folder From the menu select Edit –selections –select all Select set reconciliation indicators for all accounts button Save Press enter to save in your request 6 (A) To propose a statement showing each material –match with trail balance. Material RM1 RM2 RM3

Qty 2000 7000 2500

Rate 20 5 10

Amount 40000 35000 25000 --------100000 ======

6 (B) Creation of material masters (Transaction code MM01) –and in accounting view –For moving average price RM1 RM2 RM3

20 5 10

Use the transaction code MB1C Movement type :561 RM1 RM2 RM3 Save

Qty 2000 Kgs 7000 Kgs 25000 Kgs

Accounting entry will be generated automatically Inventory RM Dr 1000000 BSX To stock taking 1000000 GBB BSA Closing procedure In the year end what steps we have to do April 2008 –March 2008 fiscal year 2008 In last week of March 2009 1. To carry forward Vendor and Customer balances to next year. Path Accounting –Financial accounting-Accounts payable –Periodic processing –Closing –Balance carry forwarded ( Tr code is F.07) Give the company code :AML Carry forwarded fiscal year Select , select customer check box Select , select vendors check box Deselect detail log check box

:2009

158

Execute Ignore the warning message press enter One time exercise for each year

2. To carry forwarded asset balances We can open 2 years at a time 2007 2008 To open 2009 we have to close 2007 A)

To check which year is closed for asset accounting

Path :Accounting -Financial accounting –Fixed assets –Periodic processing –year end closing –Undo-Entire company code (Tr code is 0AAQ) Select position button Give the company code Enter

:AML

To close fiscal year 2008 (not mandatory step) Up to periodic processing the path is same –Year end closing –Execute (Tr code is AJAB) Company code

:AML

Fiscal year to be closed 2008 Deselect text run check box Form the menu select Program- Execute in back ground Enter Select immediately button Select save button (down side) We get a message Back ground job was scheduled for program RAJABS00 To check whether the job is processed or not From the menu select System –Services-Jobs –Job overview Select execute button To view result of the job Select job RAJABS00 check box Select spool button Select spool no .check box Select display content button To close only year for asset a accounting we have to post depreciation for all assets and for all months C) To open fiscal year 2009 for asset accounting Path :Up to period processing the path is same –Fiscal year change (Tr code is AJRW) Give the company code

:AML

New fiscal year

:2009

Deselect test run check box From the menu select program execute in back ground Enter

159

Select immediate button Select save button We get a message back ground job was scheduled for program RAJAWE_00 To check whether the job is processed or not From the menu select System  Services  Jobs job overview Select execute button To view the result of job Select job RAJAWE00 check box Select SPOOL button Select SPOOL no.check box Select display contents button 3. To carryforward GL Balances Path :Accounting –Financial accounting –General Ledger –Periodic processing –Closing –CarryforwardBalances carryforward new Tr cod is FAGLGVTR Ledger

:select OL leading ledger

Company code

:AML

Carryforward fiscal year

:2009

Deselect test run check box Select output list of results check box Select balances in retired earning check box Execute Select retired earning accounts button Select back arrow Select Balances sheet accounts button To copy number range interval for next year Path :SPRO-Financial accounting –Financial accounting global settings –Document –Document number ranges –copy to fiscal year (Tr code is OBH2) Ignore the message press enter Company code :AML To fiscal year details under source fiscal year To fiscal year under target fiscal year details Execute Select Yes button

:2008 :2009

To open periods for next year April 2009-March 2010 April 2009-April 2009 Fiscal year 2009 1st

1, 2009-1,2009 | April 2008-March 2009 |

 Mandatory

160

2nd March 2009-March 2009 12, 2008-12,2008

 Optional

Path :Up to document the path is same –Posting periods –Open and close posting periods Select position button Posting period variant

:AML

Enter For AML From period 1 is 1 (April ) Year To period

:2009 :1

Year From period

:2009 :2

Period

:12

Year

:2008

To period

March to March

:12

Year

:2008

Select save button or Ctrl+S Save in your request How to open special periods On 15.04.2008 –Accounts Dept Finalized profitability management, management adjustment entries. To post in special periods April 2009 –March 2010 Fiscal year 2009 April 2009 –April 2009 1st 1, 2009 -1, 2009 April 2008 –March 2009 Fiscal year March 2009-March 2009 13,2008 -13,2008 Same path :OB52 For variant :AML From the period2 :13 Year To period :13 Year Save

:2008 :2008

How to post to special periods (F-02) (Adjustment of management entries ) Document date & Posting date

:28.03.2009

Type

:SA

Company code

:AML

Posting key

:40

Account no.

:400100 Salaries A/c

Enter

161

Change the period to 13 Enter Ignore the warning message press enter Amount

:500000

Business area

:AMLH

Text

:Salaries provision

Posting key

:50

Account no.

:100500 Outstanding exp

Enter Amount

Business area

:AMLH

Text

Select document â&#x20AC;&#x201C;Simulate and Save Go and see the GL A/c FS10N Give the GL A/c No. :400100 Salaries A/c Fiscal year :2008 Business area :AMLH Company code :AML Execute

BANK RECONCILIATION Check Deposit | -------------------| | Manual Electronic

Bank statement | -----------------| | Manual Electronic

162

Manual check deposit /manual bank statement For each current account we have to create ¾ accounts 1. 2. 3. 4. 5.

Main bank account Check issue account Check deposit A/c clearing account Bank Changes

Open item Open item Open item

Account no. should with 0 1 2 3

If we have 100 Bank current accounts instead of assigning accounts 100 times –we assign only one time using masking. 1. Main bank account +++++++++0 2. check issue account +++++++++1 3. check deposit a/c +++++++++2 4.clearing account +++++++++3 Always main bank account balance and bank statement balance will be same. Flow: Sales: 1. Sales invoice posting F-22 Customer A/c Dr To Sales 2. Check deposit A) Bank key B) Bank account C) Pay slip no. D) Transaction type E) Customer F) Bill no. G) Amount and Save

100000 100000

IDBI Check deposit a/c Dr To Customer with clearing

100000 100000

3. Enter manual bank statement A) If the check deposit credit is not there –open items in bank check deposit A/c-Checks Deposited but not credited B) If the check deposit credit comes in bank statement A) Pay slip no. B) Bank key C) Bank account D) Transaction type E) Amount and save IDBI main bank A/c Dr 100000 To IDBI Check deposit a/c 100000 (with clearing) Purchases : 4. Purchase invoice posting F-43 Inventory RM Dr To Party A/c 5

200000 200000

Outgoing payment with clearing F-53 Party A/c Dr with clearing 200000 To IDBI check issue A/c 200000

6. Manual check creation

163

Assign check no.to payment doc.no. 7. Enter manual bank statement A) If the check debit is not there open items in bank check is issue A/c check issued but not presented. B) If the check issue debit is there A) Bank key B) Bank account C) Transaction type D) Check number E) Amount and save IDBI check issue Dr with clearing To IDBI Bank a/c Bank charges direct debits

200000 200000

8. Enter manual bank statement A) Bank Key B) Bank account C) Transaction type D) Amount and save Bank charges Dr To IDBI main bank a/c 5000 IDBI main bank A/c 3

5000

IDBI bank statement

10000 7 B) 20000 8) 500

7 B) 20000 500 DR

3 B) 100000 Cr

IDBI check Dept A/c 2. 100000 3. 100000 IDBI Check issue A/c 7 B) 20000

20000

1. Creation of GL masters (FS00) Give the GL A/c no. Company code

:200130 Wages A/c :AML

Select with template button Give the GL A/c no.200105 SBI A/c Company code

:AML

Enter Change short text and GL Account long text to IDBI main bank Save GL A/c No. Company code

:200131 :AML

Select with template button Give the GL A/c NO.200130 Company code

:AML

Enter Change short text and GL A/c long text to IDBI check issue Select control data tabs

164

Select open item management check box Save GL A/c No. Company code

:200132 :AML

Select with template button Give the GL A/c No. Company code

:200131 :AML

Enter Select type/description tab Change short text and GL A/c long text to IDBI check deposit Save GL A/c No. Company code

:400304 :AML

Select with template button Give the GL A/c No. Company code

:400300 Rent A/c :AML

Enter Change GL A/c short text and GL A/c long text to Bank charges Save Define House Bank (FI12) Give the company code :AML Enter Select new entries button House bank Bank country

:IDBI :IN

Bank key

:AMLIDBI1

Save Give the name IDBI bank limited Street

:Bank Street, Koti

City

:Hyderabad

Bank branch

:Main branch

Enter Press enter to save in your request Double click on bank accounts folder Select new entries button Account ID

:IDBI1

Description

:IDBI current no.1

Bank account no.

:AMLIDBI1234

Currency

:INR

GL A/c No.

:200130 IDBI Main bank

Save

165

3. Creation of Check lots (Tr code is FCHI) Give the paying company code :AML House bank

:IDBI

Account ID

:IDBI1

Select change status button Select create button (shift+F5) beside details button Lot no.

Check no.

:100001

To no.

:100100

Select non-sequentional check box Short information

:IDBI bank

Purchase date

:Today’s date

Enter and save Define posting keys and posting rules for check deposit Path :SPRO-Financial accounting –Bank accounting –Business transactions –Check deposit –Define posting keys and posting rules for check deposit Chart of accounts

:AML

Enter Select new entries button Accounts symbol

:AMLA

Text

:Main Bank

Accounts symbol

:AMLB

Text

:check issue

Accounts symbol

:AMLC

Text

:Check deposit

Accounts symbol

:AMLD

Text

:Bank charges

save press enter to save in your request double click on assign accounts to account symbol folder select new entries button accounts symbol

:AMLA

Account symbol Currency GL A/c AMLA INR AMLB INR AMLC INR AMLD INR Save Double click create keys for posting rules folder Select new entries button Posing rule

+++++++++0 (9 times plus) +++++++++1 (9 times plus) +++++++++2 (9 times plus) 400304 –Bank Charges A/c

Text

166

AML1 AML2 AML3 AML4 Save

Check receipt –Clear customer Check deposit clearing in Bank Check issue clearing in Bank Bank charges direct debit by banks

Double click on define posting rules folder Select new entries button Notes: Check receipt –clear customer AML1-Check receipt clear customer IDBI check deposit Dr GL To Customer –with clrg SL Doc.Type

Posting rule Posting area Debit posting key Account symbol Document type Posting type

:AML1 :select 2 sub ledger accounting :40 :AMLC (check deposit) :DZ :select 8 sub ledger a/c

Select next entry button Posting rule

:select AML2 (check deposit clearing in bank)

Notes: AML2

:Check deposit clearing in bank

IDBI1 Main account Dr GL To IDBI check deposit with clearing GL Doc .type :SA Posting area :select 1 Bank accounting Debit posting key :40 Accounts symbol :AMLA main bank a/c Document type :SA (GL account document) Posting type :select 5 clear credit GL Account Select next entry button Posting rule :AMLB check issue clearing in bank AML3 Check issue clearing in Bank IDBI check issue with clrg DR GL To IDBI main bank A/c Doc .type :SA Posting area :select 1 bank accounting Debit account symbol :AMLB Credit posting key :50 Account symbol :AMLA Main bank Document type :SA Posting type :select 4 clear debit GL Account Select next entry button Posting rule :AML4 Bank charges :Direct debit by bank Bank charges Dr GL To IDBI Main bank A/c GL

167

Doc type :SA Posting area Debit posting key Account symbol :AMLD Credit posting key Account symbol :AMLA Document type :SA Posting type Save

:select 1 Bank accounting :40 :50 :select 1 post to GL A/c

Create and assign business transactions : Path :Up to business transactions the path is same â&#x20AC;&#x201C;Check deposit â&#x20AC;&#x201C;Create and assign business transactions (Tr code is OT53) Select new entries button Transaction

:AML1

+/-

Posting rule

:AML1

Text

:Check receipt clear customer

Transaction

:AML1

+/-

:- (for posting revenues)

Posting rule

:AML1

Text

:Check receipt clear customer reversal

Select save button Select cancel button Select Yes button Save Press enter to save in your request Define variants for check deposit Same path ( Tr code is OT45) Select create button Variant :AML1 Name :check deposit variant for AML Enter From the possible fields column Double click on reference document no.(selection) Enter Column 1 2 3 4

Offset 3 20 37 52

Length 16 4 10

Save Select create request button short description :Work Bench request for AML Enter press enter to save in your request kept the customer on AML1

168

select activate button create and assign business truncation for manual bank statement path :up to business truncation the path is same –Payment transactions –manual bank statement –Create and assign business transactions select new entries button Transaction +/-

Posting rule

AML2 AML2

+ -

AML2 AML2

AML3

AML4

Interpretation algorithm

011 (Outgoing check :Check no. different from payment doc.no. 11

Save Press enter to save in your request 011- Check no. different from payment doc.no. purchases

1. Purchase invoice posting F-43 Inventory RM DR To Party A/c Doc no.1 2. Outgoing payment with clearing

200000 200000 F-53

Party A/c DR with clearing To IDBI Check issue A/c Doc no.200001 3. Manual check creation

200000 200000

FCH5

Assign check no. to payment doc no. Assign check no.100001 to payment Doc no.200001 Check no. and payment Doc no. are different Define variants for manual bank statement Same path (Tr cod is OT43) Select create button Variant

:AML2

169

Text Check deposit Check deposit clearing in bank reversal Check issue clearing in Bank Check issue clearing in bank (Reversal) Bank charges direct debit by bank Bank charges direct debit by bank (reversal)

Name

:Manual bank statement variant for AML

Enter From the possible fields column double click on reference doc .number (selection) Enter 4the column (20+16) :36 From the possible field column double click on bank reference Enter From the possible fields column double click on business area Enter (53+13+4):67 Save Press enter to save in your work bench request Keep the cursor on AML2

:select activate button

To make text field optional field for field status groups G001 and G005 (Tr code is OBC4) Select field status variant :AML Double click on field status group folder Double click on G001 Double click on general data Text make it optional entry field Save Press enter to save in your request Double click on G005 Double click on General data Text make it optional entry field Save SALES Sales invoice posting (F-22) Give the document date

:Todayâ&#x20AC;&#x2122;s date

Type

:DR

Company code

:AML

Posting key

:01

Reference bill no.

:2345

Account

:6600001

Enter Amount

:100000

Business area

:AMLH

Text

:Sales invoice posting

Posting key

:50

Account no.

:300000 Sales a/c

Enter

170

Amount

Business area

:AMLH

Text

Document –simulate & Save Manual check deposit Path :Accounting –financial accounting –Banks –Incomings –check deposit –manual entry (FF68) From the menu select settings  Specifications Start variant

:select AML1

Enter Bank key

:AMLIDBI1

Bank account

;AMLIDBI1234

Currency

:INR

Group

:1 (paying slip no.)

Transaction

:select AML1 (check receipt clear customer )

Posting date

:Today’s date

Value date

:Today’s date

Currency

:INR

Enter Amount

:100000

Reference no.

:2345 (bill no.)

Business area

:AMLH

Customer no.

:6600001

Enter & save Save once again From the menu select System –>services  Batch input  Sessions  select session name :IDBI-IDBI1 Select process button Select Display errors only radio button Select process button We get a message processing of batch in put session completed Select exit batch input button Go and See the customer A/c FBL5N Give the customer no.6600001 Company code :AML Select cleared items radio button Select normal items check box Execute Double click on type DZ Select column document overview button Check deposit credit in bank statement Path :Accounting –Financial accounting –Banks-Incoming –Bank statement –manual entry (Tr code is FF67)

171

From the menu select settings –specifications Start variant

:select AML2

Enter Bank key

:AMLIDBI1

Bank account

:AMLIDBI1234

Currency

:INR

Give the statement no.

Statement date

:Today’s date

Opening balance

Closing balance

:100000

Posting date

:Today’s date

Enter Ignore the warning message press enter Transaction

:select AML2 check deposit in bank

Value date

:Today’s date

Amount

:100000

Give the reference doc no.

:1 (That is paying slip no.)

Business area

:AMLH

Enter & Save Save once again From the menu select System –Services –Batch input session Select session name

:IDBI –IDBI1

Select process button Select display errors only radio button Select process button Ignore the message and exit batch input button Go and see the IDBI check deposit A/c (FBL3N) Give GL A/c No. Company code

:200132 :AML

Select cleared items radio button Select normal items check box Execute Double click credit 100000 Select call up document overview button 1.

Purchases

Purchase invoice posting Give the document date

F-43 :Today’s date

172

Type

:KR

Company code

:AML

Posting key

:31

Account no.

:4200001

Enter Give the amount

:20000

Business area

:AMLH

Text

:Purchase invoice posting

Posting key

:40

Account no.

:200120 Inventory RM

Enter Amount

Business area

:AMLH

Text

Document –Simulate and Save 2.

Outgoing payment with clearing (Tr code is F-53)

Give the document date

:Today’s date

Type

:KZ

Company code

:AML

Clearing text

:Outgoing payment

Account under bank data

:200131 (IDBI cheque issue date)

Business area

:AMLH

Amount

:20000

Text

:Outgoing payment

Account under open item selection :4200001 Select process open item button Double click on payable amount

:20000

From the menu select Document --Simulate & Save 3.

Manual check creation (FCH5)

Give the check no.100010 Save 4.

Enter manual bank statement (FF67)

Select overview button (F8) Keep the cursor on AML IDBI Bank Ltd Select new statement button Closing balance (100000-200000)=800000 Posting date

:today’s date

Enter

173

Transaction

:AML3 check issue clearing in Bank

Value date

:today’s date

Amount

:20000 with minus

Bank reference

:100010 (cheque no.)

Business area

:AMLH

Enter Select save button , save once again From the menu select System –Service –Batch input –Sessions Select session name

:IDBI-IDBI

Select process button Select Display errors only radio button Select process button Ignore the message exit batch input button Go and see IDBI cheque issue account (FBL3N) Give the GL account Company code

:200131 IDBI cheque issue account :AML

Select cleared items radio button Select normal items check box Execute Double click on debit 20000 Select call up document overview button Bank charges Direct debits Enter manual bank statement FF67 Select overview button Keep the cursor on AML IDBI Bank Ltd Select new statement button Give the closing balance

:79500

Posting date

:Today’s date

Enter Transaction

:AML4 Bank charges direct debits

Value date

:Today’s date

Amount

:500-

Business area

:AMLH

Enter & Save Save once again From the menu select System –Services –Batch input –Session Select session name :IDBI –IDBI-1 Select process button

174

Select display errors only radio button Select process button Ignore the message and select exit batch input button To view the document posted (FB03) Enter To view bank statements in SAP FF67 Select overview button Double click on AML IDBI Bank Ltd To view the transactions in the statement Double click on statement no.

CASH JOURNAL 1) To view daily cash and ban opening balances, Receipts , Payments and closing balance 2) GL Cash account accepts negative cash balance –Cash Journal will not accept negative cash balance 3) For petty cash purpose 1. Creation of GL master –Petty cash account –Current assets-Loans & Advances (FS00) Give the GL A/c No. :200101 Company code

:AML

Select with template button Give the GL A/c No. Company code

:200100 :AML

Enter Change short text and GL a/c long text to Petty Cash A/c Select create /bank /interest tab Select post automatically only check box Save Define number rage intervals for cash journal documents Path :SPRO-Financial accounting –bank accounting –Business transactions-Cash journal –Define number range intervals for Cash journal Documents (FBCJC1) Give the company code

:AML

Select change intervals button Select interval button No.range

:01

From no.

:500001

To no.

:600000

Enter & Save Ignore the warning message press enter

175

Setup cash journal (FBCJC0) Same path Select new entries button Company code

:AML

Cash journal no.

:0001

GL A/c No.

:200101

Currency

:INR

Document type for GL A/c

:SA

Document type vendor payment

:KZ

Document type vendor receipt

:KZ

Document type customer payment

:DZ

Cash Journal name,

:AML HYD petty cash

Save Press enter to save in your request Create ,Change delete business truncations (FBCJC2) Same path Select new entries button Company code

:AML

Business transaction type

:select R Revenue

G/L A/c

:300000

Cash journal business transaction

:Revenue

Select account modifiable check box Company code

:AML

Business transaction type

:select E Expenses

GL A/c No.

:400100 Salaries A/c

Cash journal Business transaction :Expenses Select account modifiable check box Save Press enter to save in your request Setup print parameters for cash journal Select new entries button Company code

:AML

Cash journal print program name Report variant

:RFCASH00

:DEMOEN (Demo English)

Correspondence

:select SAP18 Cash document

Save Press enter to save in your request

176

Posting to Cash journal Path :Accounting –Financial accounting –General ledger –Posting –Cash journal posting (FBCJ) From the menu select Extras  Change Cash journal Give your company code

:AML

Cash journal

:0001

Enter Select cash receipts tab Business transaction

:select Revenue

Amount

:5000

Business area

:AMLH

G/L A/c

:300000 Sales A/C

Text

:Cash sales

Save Select post button Select print cash journal button Ignore the message press enter

WITH HOLDING TAX (TDS TDS: Tax deducted at source on Vendors/ Contractors/Local and professional charges TCS: Tax collected at source –on Customers/ scrap sale /waste sale TDS is part of CIN (Country India Version) TDS two types Classic with holding Tax Up to 4.6 C SAP CIN from 4.7 EE on words CIN is part of SAP SAP was released in India 1995 –SA and CIN February 1996 Finance Budget Govt. made changes to TDS for the changes in Budget. SAP releases –Patch (program) February 1997 finance budget changes February 1998 Finance budget changes February 1991 Finance budget changes

Extended withholding tax

Released extended with holding tax Original CIN program modified with the budget changes Number changes A) Education cess B) Higher and Secondary Education cess C) Return –Contractors –annual Return –form 26C D) Changed to annual return Form 26 E) Changed to quarterly return –Form 26Q F) ETDS TDS on contractors/Professional charges

177

/Rent/Interest other than salaries

TDS on contractors (Income Tax Section 194C) 1 2.

Status –Company /Partnership firm TDS Rates Basic 2% Surcharges 10% on 2% ED 3% on (basic +Surcharges )

Individual 10% on 2% contract value in the whole year exceed 10 Lakhs other wise NIL 3% on Basic +Surcharge (Note :contract value in the whole year exceeds 1 core other wise NIL)

4. TDS is to be deducted at the time of invoice posting or advance payment posting whichever is earlier 5. If each contract value is less than 20000 and all contract value in the whole year is less than 50000 –No TDS is to be deducted. 6. To create only one code for invoice postings and one code for advance postings (Max codes can be created 99) 7. If the contractor does not have taxable income he for lower rate of deduction or NIL rate of deduction . Company has to deduct at lower rate or Nil rate –Exemption certificate will be given by Income Tax Dept for each year. 8. In the bill amount includes material cost and conversion charges – (composite contacts) To deduct TDS only conversion charges. 9. TDS deducted should be deposited within 7 days from the month end incase of year end credits TDS to deposit within 2 months from the year end. If 7th day comes on public holiday –choice to make the payment day before or after. 10. Issue TDS certificate in form 16A to the contractor –It can be a monthly certificate or consolidated certificate for the whole year. 11. File quarterly return in form 26Q earlier annual return Form 26 12. Permanent Account Number (PAN) will be allotted at company code level where as Tax Deduction at Source (TDS No./TAN can be obtained at company code level/Business area level/Business places level. Maintain calendar Path :SPRO-SAP Net weaver –General settings –Maintain calendar Select public holidays radio button Select change button Select create button Select with fixed date radio button Select create button Day

Month

:select 05 May day

Short holiday name :May day Long holiday name :May day Enter Ignore the message select Yes button

178

Ignore the message press enter Select back arrow Select holiday calendar radio button Select change button Select create button Calendar ID

:A1

(AML HYD Factory Holiday calendar)

Select assign holiday button Select May day check box Select assign public holiday button Save Ignore the message press enter Select back arrow two times Select factory calendar radio button Select change button Select create button Factory calendar ID

:A2

Description

:AML HYD Factory calendar

Holiday calendar ID

:A1

Work days select Monday to Saturday check boxes Save Ignore the message press enter Check withholding tax countries Path :SPRO-Financial Accounting –Financial accounting global settings-With holding tax-Extended withholding tax-basic settings-Check with holding tax countries Select new entries button Country

:IN

Withholding tax country

:IN

Description

:India

Select save button or Ctrl+S Save in account payable customization request Define withholding tax keys Same path Give the country key :In for India Enter Select new entries button Official withholding tax :194C Name :TDS contractors Save Press enter to save in your request Define Business places (section code ) Path :Up to extend with holding tax the path is same -Basic settings  India  Define business places Select new entries

179

Company code

:AML

Section code

:AMLF

Name

:AML HYD factory

Save Give the name

:AML HYD Factory

Press enter to save in your request Assign factory calendars to section code (Business places) Same path Select new entries button Company code

:AML

Section code

:AMLF

Factory calendar ID

:A2

Rule

:select day before

Save Press enter to save in your request

Define business place Path: Form the menu select System –Services –Table maintenance –Extended table maintenance (Tr cod is SM30) Table/view

:J_1BBRANCV

Select maintain button Give the company code

:AML

Enter Select new entries button Business place Description

:AMLF :AML Hyderabad factory

Save Give the name

:AML Hyd factory

Press enter to save in your request Assign section code to business place (Tr code is SM30) Table /View

:V_seccode

Select maintain button Give the company code

:AML

Enter For section code

:AMLF

Business place

:AMF

Save Press enter to save in your request Define withholding tax type for Invoice posing:

180

Path: Up to Extended with holding tax the path is same –Calculation –With holding tax type –Define with holding tax type for invoice posing Give the country key

:IN

Enter Select new entries button With holding tax type Description

:D1 :section sec 194C contractors Invoice posting

Select gross amount radio button Select with holding tax commercial rounding radio button Select post with hold tax amount check box Select no accumulation radio button Save Press enter to save in your request Define withholding tax for payment posing Same path Give the country key

:IN

Enter Select new entries button With holding tax type Description

:DA :Sec 194 C contractors –Advance posting

Select gross amount radio button Select withhold tax commercial rounding radio button Select no accumulation radio button Select post with holding tax amount check box Select central invoice propitiate radio button Select save button or Ctrl+S Press enter to save in your request Why to select central invoice proportionate for advance payments 2.266% 1. Advance payment F-48 Party special GL (A) Dr To Bank To TDS (To deposit before 07.12.2008) 2266

20.11.2008 100000 97734

2. Purchase invoice posting F-43 14.12.2008 Conversion charges Dr 300000 To party 293202 To TDS (to Deposit before 07.12.2009) 6798

3. Transfer of advance from special GL to normal by clearing special GL -54 14.12.2008 Party TDS

Dr Dr

97734 2266 auto debit

181

To Party special GL (A)

100000

TDS payable on 07.12.2008 on 07.12.2008 2266 TDS payable on 07.12.2009 4532 (6798-2266) Define withholding tax codes Path :Up to extend with holding tax the pat is same –Calculation  With hold tax codes  Define with holding tax codes Give the country key

:IN

Enter Select new entries button With holding tax type

:D1

With hold code

:D1

Description

:section 194C contractors Invoice (2.266%)

Official with holding tax

:section 194 C

Base amount percentage subject to tax

:100

With holding tax rate

:2.266%

Posing indicator

:selection 1 (standard posting :Bank /Vendor /Customer line item reduced

Save Press enter to save in your request Select back arrow Select with holding tax type :D1 Select copy as button Change with holding tax type

:D1 to DA

Change with hold tax code :from D1 to DA Description

:sec 194 C (contractors –Advance 2.266% )

Enter and Save Check recipient type Path :Up to extended with hold tax the path is same –Basic settings –Check recipient types Give the country key

:In for India

Enter Select new entries button With holding tax type

:D1

Recipient type

:CO

Text

:company

One more With holding tax type

:DA

Recipient type

:CO

Text

:Company

182

Save Press enter to save in your request

Maintain tax due dates Path :Up to extend with holding tax the path is same –Basic settings –India  Maintain tax due dates Select new entries button Country :IN Official with holding tax key :194C Recipient type :CO No.of days unit tax due date :777 Save Assign withhold tax types to company code Path :Up to Extend with holding tax the path is same –company code  Assign with holding tax types to company code Select new entries button Company code

:AML

Withholding tax type

:D1

Recipient type

:CO

Select with hold tax agent check box Withholding tax obligated firm

:01.04.2008

Obligated to with hold tax until

:31.03.2009

Save Press enter to save in your request Select back arrow Select company code AML with tax type D1 Select copy as button Change the With holding tax type to DA Enter & Save Activate extended withholding tax : Same path Select position button Give the company code

:AML

Enter For company code AML select extended with holding tax check box Save Ignore the warning message press enter Press enter to save in your request Combined with holding tax code Path : up to Extend with holding tax the path is same –Calculation –India –surcharges –Maintain surcharge rates (Surcharges combined with basic withholding tax codes)

183

Select new entries button Company code

:AML

Withholding tax code

:D1

Recipient type

:CO

Surcharge rate

:10

Company code

:AML

Withholding tax code

:DA

Recipient type

:CO

Surcharge

:10

Save Press enter to save in your request Creation of 2 GL masters (FS00) 1. Conversion charges under manufacturing group 2. TDS on contractors under Current Liabilities & Provision group FS00 Give the GL A/c No. Company code

:400200 :AML

Select with template button Give the GL A/c Company code

:400100 Salaries A/c :AML

Enter Change the A/c group to manufacturing expenses Change short text and GL A/c long text to Conversion changes Save One more Give the GL Account no. Company code

:100510

:AML

Select with template button Give the GL A/c No.100500 out standing exp. Company code

:AML

Enter Change short text and GL account long text to TDS on Contractors Save Assignment of accounts for Automatic postings: Path :Up to Extended with holding tax the path is same –Posting –Accounts for withholding tax –Define accounts for withholding tax to paid over Give the Chart of Accounts :AML Enter Select with holding tax code check box

184

And with withholding tax type check box Save Withholding tax type

:D1

Withholding tax code

:D1

Account

:100510

Withholding tax type

:DA

Withholding tax code

:DA

Account

:100510

Save Press enter to save in your request

Maintain company code settings Path :SPRO-Logistic- General –Tax on goods movement –India –Basic settings –Maintain company code settings Select new entries button Give the company code AML and Save Press enter to save in your request Specify document type for remittance challans Remittance challans TDS on contractors 1 2 3 4 5

CO OT CO CO TO

1000 2000 3000 4000 5000

(Company) (Individual)

When we make TDS payment –we have to prepare two challans 1 for Companies 2 for Individuals In remittance challan screen recipient type 1 3 4

CO CO CO

Company (CO) 1000 3000 4000

TDS on contractors Dr-With Clg 8000 GL To Bank 8000 GL Doc .Type :SA Path :Up to Extended with holding tax the path is same –Posting –India –Remittance challans –Document types –Specify document type (Accounts payable) Select new entries button Company code

:AML

Remittance challan document type

:SA

Save Press enter to save in your request

185

Maintain number groups: Same path Select new entries button Company code

:AML

Section code

:AMLF

Official withholding tax key

:194C

Number group

:08

Save Press enter to save in your request Assign number ranges to Number groups: ( Tr code is J1INO) Same path Select new entries button Internal number range group :08 Internal challan :08 Save Maintain number ranges:(Tr code is J1INUMBER) Same path Select maintain groups button Select group without tax having 08 check box From the menu select Interval ď&#x192; Maintain Give the company code :AML Enter Select interval button Year

:2008

From no.

To number

:100000

Enter & Save Ignore the message press enter

Assign remittance challan number group to Business place Tr code is (SM30) Give the Table /View

:J_1IEWTNUMGR

Select maintain button Select new entries button Company code

:AML

Business place

:AMLF

Official with holding Number group

:194C Tax key :08

Save

186

Assign remittance challan number group to section code :(SM30) Table /view

:J_1IEWTNUMGR_1

Select maintain button Select new entries button Company code

:AML

Selection code

:AMLF

Official withholding Number group

:194C Tax key :08

Save Press enter to save in your request Maintain number groups and SAP script forms Path :Up to Extend with holding tax the path is same –Postings –India –Withholding tax certificates for Vendors and Customers –Maintain number groups as SAP script forms Select new entries button Company code

:AML

Section code

:AMLF

Official withholding tax key

:194C

Form

:J_11EWT_CERT

No group

:09

Save Press enter to save in your request Assign number ranges to number groups Same path Select new entries button Number group :09 Internal number range :09 Save Press enter to save in your request Maintain number ranges Sam path Select maintain groups button Select group without text having 09 check box From the menu select interval maintain Company code

:AML

Enter Select interval button Year From number To number

:2008 :100001 :200000

187

Enter & Save Ignore the message press enter Assign withholding tax code in Vendor master Path :Accounting –Financial accounting –Accounts payable –Master records-Maintain centrally –change (Tr code is XK02) Give the vendor no. Company code

:4200001 :AML

Select with hold tax check box Enter Give the withhold tax country :IN (India) With holding tax type

:D1

Withholding tax code

:D1

Select liable check box Recipient type

:CO

Withholding tax type

:DA

Withholding tax code

:DA

Select liable check box Recipient type

:CO

Select CIN details button Ignore the warning message press enter Select withholding tax tab Give the PAN of vendor

:AP4C12345C

Select back arrow Save END USER AREA Conversion charges posting (F-43) Document type

:Today’s date

Type Company code

:KR :AML

Posting key

:31

Account no.

:4200001

Enter Give the amount

:100000

Business area

:AMLH

Business place /section code

:select AMLF

Enter Text

:Conversion charges posting

Posting key

:40

Account

:400200 conversion charges account

188

Enter

Conversion charges Option 1 If the bill value is less than 20000 and whole year contract value is less than 50000 No TDS

Option 2 If the value consists of material 30000 and conversion charges 70000 A) For D1 with –holding tax base amount enter 70000 TDS will be deducted on 70000 B) Remove DA

Remove D1 and DA

Option 3 If the bill amount is only for conversion charges A) Remove DA

Remove with hold tax code :DA Enter Amount :* Business area :AMLH Text :+ From the menu select Document  Simulate and Save Note : If you get a error message once check it Activate extended withholding tax / Document splitting Create remittance challan Path :Accounting –Financial accounting –Accounts payable –With holding tax –India –Extended with holding tax –Remittance of withholding tax-Create remittance challan (Tr code is J1INCHLN) Company code

:AML

Fiscal year Business plane/ Second code

:2008 :AMLF

Posting date

:01.01.2009 to 31.01.2009

Section

:194 C

Recipient type

:CO

Document date

:07.02.2009

Posting date Bank account

:07.02.2009 :200105 SBI CA

Execute (F8) Enter Business area

:AMLH

Text

:Conversion charges amount

Double click on all open items (by default one rupee can not see in SAP zero) Select document overview button Double click on the line item SBI current A/c with one rupee Amount

Save Select clearing document button Select back arrow

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Enter Bank challan Path: Same path ( Tr code is J1INBANK) Give the company code

:AML

Fiscal year

:2008

Challan clearing number

:select document no.37

(Once we select challan clearing number, Internal challan number and internal challan date will be update automatically) Base challan no .

:789

Bank challan date

:07.02.2009

Bank key

:select SBI

Execute Print TDS Certificate Path :Up to extend with holding tax the path is same –Certificates –Print (J1INCERT) Company code

;AML

Fiscal year Business area /Section code

:2008 :AMLF

Section Posting dates

:194C :01.04.2008 to 31.03.2009

Bank challan dates Certificate date

:01.05.2008 to 30.04.2009 :30.04.2009

Signatory

:Mr X

Designation

:Manager

Place of printing

:Hyderabad

Execute Select print button Output device

:LP01

Select print button To view the print out From the menu select –System –Services –Output control Select execute button Select spool no.check box Select display contents button Quarterly return ( Tr code J1INQEFILE) Path for Entering acknowledgement numbers. In TDS certificate we have to specify acknowledgment number for each quarterly return field. Path :System –Service –Table maintenance –Extended table maintenance (Tr code is SM30)

190

Table /View J_1IET_ACKN_N Select maintain button Select new entries button Company code :AML Year Section code Period ACK No. Save Note:

:2008 :AMLF :select second quarter :123

Quarterly return not working in pirated softwareâ&#x20AC;&#x2122;s patches updated in genuine SAP software

Advance posting: 1. Advance payment posting F-48 15.12.2008 50000 1133 TDS to deposit before 07.01.2009 2. Conversion charges posting F-43 02.01.2009 200000 4532 3.

Transfer of advance from special GL to normal by clearing special GL F-54 02.01.2009 1133 Auto debit will come before 07.02.2009 to deposit

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4532-1133=3399