General Ledger Accounting Training Manual: Author: Ask SAP Expert

General Ledger Accounting

Training Manual
Author: Ask SAP Expert
Note: This Training material has been prepared taking reference from SAP Best Practice
documentation from SAP. Some business process has been updated, modified according to
Juniper specific Requirement
Icons
Icon Meaning
Caution
Example
Note
Recommendation
Syntax
External Process
Business Process Alternative/Decision Choice
Contents
General Ledger ..................................................................................................................................... 4

1 Purpose ......................................................................................................................................... 4
2 Prerequisites.................................................................................................................................. 4
3 Master Data ................................................................................................................................... 4
3.1 FS00 – Create GL Account Centrally ..................................................................................... 5
3.2 Display GL Account: ............................................................................................................. 10
3.3 Change GL Account ............................................................................................................. 11
4 Post GL Document ...................................................................................................................... 12
5 General Posting ........................................................................................................................... 14
6 Posting with Reference Document .............................................................................................. 18
7 GL Document Change ................................................................................................................. 24
8 Display GL Document ................................................................................................................. 29
9 Individual Document Reversal..................................................................................................... 35
10 GL Reset Cleared Items .......................................................................................................... 40
11 GL Manual Account Clearing ................................................................................................... 43
12 Account Line Item Analysis ...................................................................................................... 50
13 Account Balance Display ......................................................................................................... 55
14 Period End Processing ............................................................................................................ 56
14.1 Open Close Posting Period .............................................................................................. 56
14.2 Maintain Exchange Rate .................................................................................................. 58
14.3 Recurring Entries .............................................................................................................. 59
14.4 Account Maintenance: Automatic Clearing ...................................................................... 64
14.5 Account Maintenance: Manual Clearing........................................................................... 66
14.6 Accrual Posting ................................................................................................................. 67
14.7 FOREX Evaluation ........................................................................................................... 74
15 Year End Processing ............................................................................................................... 76
15.1 GL Balance Carrying Forward .......................................................................................... 76
General Ledger
1 Purpose
The central task of G/L accounting is to provide a comprehensive picture of external accounting and
accounts. Recording all business transactions in a software system that is fully integrated with all the
other operational areas of a company ensures that the accounting data is always complete and
accurate.
The SAP FI General Ledger Accountant has the following features:
 Free choice of level: corporate group or company
 Automatic and simultaneous posting of all subledger items in the appropriate General
Ledger Accountant accounts (reconciliation accounts)
 Simultaneous updating of General Ledger Accountant and cost accounting areas
 Real-time evaluation of and reporting on current accounting data, in the form of account
displays, financial statements with different financial statement versions and additional
analyses.
Essentially, the General Ledger Accountant serves as a complete record of all business
transactions. It is the centralized, up-to-date reference for the rendering of accounts. Actual
individual transactions can be checked at any time in real-time processing by displaying the original
documents, line items, and transaction figures at various levels such as:
 Account information
 Journals
 Totals/transaction figures
 Balance sheet/profit and loss evaluations
2 Prerequisites
The business roles have been assigned to the user who is testing this scenario.
3 Master Data
Functionality
This Transaction will create/change/display a GL account centrally
Scenario
To create a GL account and extend to company code.
To Display, Change, Block and Delete GL Account after Creation.
Prerequisites
Chart of Account and Account Group have been defined.
3.1 FS00 – Create GL Account Centrally
Menu Path Accounting  Financial Accounting  General Ledger 

Master Records  FS00 – Centrally
Transaction Code FS00
1. Double click on FS00 – Centrally.
LIST OF ACCOUNT GROUP
Chart of Account From

Accts Group account To account Description
OCOA 1010 101000 102999 Share Holders Fund
OCOA 1030 103000 103299 Secured Loan
OCOA 1040 103300 103399 Unsecured Loan
OCOA 1045 104000 104599 Long Term Provision
OCOA 1050 105000 105999 Others Non Current Liabiliti
OCOA 1060 106000 106999 Accounts Payable
OCOA 1070 107000 108999 Current Liabilities
OCOA 1090 109000 109999 Short Term Provision
OCOA 1100 110000 159999 Statutory Dues Payables
OCOA 1200 160000 169999 Clearing Account
OCOA 2100 210000 229999 Fixed Assets
OCOA 2300 230000 239999 Investment
OCOA 2400 240000 249999 Cash & Bank

OCOA 2500 250000 259999 Account Receivables
OCOA 2600 260100 279999 Inventories
OCOA 2800 280000 299999 Current Assets
OCOA 4000 400000 499999 Revenue
OCOA 5000 500000 549999 Operating Expenses
OCOA 5500 550000 569999 Finance Cost & Charges
OCOA 5700 570000 579999 Depreciation
OCOA 6200 620000 620499 Labor & Compensation
OCOA 6205 620500 620999 Other Expenses
OCOA 6210 621000 699999 Non Operating Expenses
2. Update GL Account Number and select the corresponding Account Group.

Top Right hand side of the screen looks as follows with multiple icons.
Each of the icons are described as follows:
Click on this to display a GL Account
Click on this to change a GL Account
Click on this to create a GL Account
Click on this to create a GL Account with reference to an

existing GL Account.
Click on this to block a GL Account for posting and creation
Click on this to delete a GL Account
Step 3. Select Create Button

Select create button and update the following fields:

Account Group Labor and Compensation
GL Code 620101
Company Code SPCL

PL or BS Account Check PL
Short Text Test 123
Long Text Test 123
Field Status Group G001
Currency Leave blank if foreign currency not
required
OI Management Check for all clearing Accounts
Line Item Display Check for all accounts except

Recon Account
Sort Key 001
Post Automatic Check if do not require to post
manually.
Tax Category */+/-
Post without tax code Check to allow posting without tax
code
Recon Account If the GL is a Reconciliation
Account then select as Follows:
A: Asset
K : Vendor
D : Customer
Account Group:
This provides number range
and controls field status of
the GL Master Data.
Account Currency:
Defaulted with company
code currency. Change if
difference currency required.
Field Status Group:

This controls field status
of the GL Line Item in an
Accounting Document
Save to create the GL Account.
Result:
GL Account has been created in the company code 1000.

You can also change and display GL Account centrally using transaction code
FS00. Else individually FSP0 and FSS0.
3.2 Display GL Account:
Update GL Account and Company Code then Display Button.
Click on to display a GL Account

3.3 Change GL Account

Update GL Account number and Company code then select change button.
Click on to change a GL Account

4 Post GL Document
Functionality
This is an SAP Enjoy transaction used to post GL documents. A Journal entry can
be posted through this transaction. This transaction only allows GL posting, you
cannot post to any account e.g. customer or vendor, asset etc.
Scenario
You want to post a journal entry which affect only General ledger accounts.
Requirements
None

Document Entry  FB50 - Enter G/L Account Document
Transaction Code FB50
2. Double click on FB50 - Enter G/L Account Document.

Enter G/L account document: Company code SPCL
3. Update the following fields:
Field Name Field Description Values

Doc. date Date of the document 02.02.2013
Posting Date Date of Accounting 02.02.2013
Currncy Document currency INR
Doc. Header Text Header description Test FB50
Reference Document description Test FB50
G/L acct GL Account number 620101
D/C Code identifying whether line Debit
item is a debit or a credit
Amount doc.curr. Amount to be posted for the line 1000
item
Cost center Cost center MEG1
D/C Code identifying whether line Credit
Amount doc.curr. Amount to be posted for the line 1000
item
Cost Center MEG1
4. Click Enter .
5. You can simulate document before posting. To do so, click Simulate Button
.
Document Overview
6. To post the document, click Save
5 General Posting
Functionality
This is an SAP Enjoy transaction used to post GL documents. A Journal entry can
be posted through this transaction. This transaction only allows GL posting, you
cannot post to any account e.g. customer or vendor, asset etc.
Scenario
You want to post a journal entry which affect only General ledger accounts.
Requirements
None
Document Entry  F-02 - General Posting
Transaction Code F-02
7. Double click on F-02 - Enter G/L Account Document.


Doc. Date Date of the document 28.01.2013
Posting Date Date of Accounting 28.01.2013
Document Type Type of Posting SA
Currency Document currency INR
Reference Document description Test
Posting Key Code identifying whether line 40
Amount document Amount to be posted for the line 1000
currency item
Cost center Cost center MEG1
D/C Code identifying whether line 50
Amount doc.curr. Amount to be posted for the line *
item will be defaulted. If posting
more than two lines then * can
be given in the last line to get
the balance amount in the last
line item.
Click Enter . To go to next line

item
Click Enter . To go to next line item

9. You can simulate document before posting. To do so, click Simulate Button
Go to document in the menu and select simulate.

Document Overview
10. To post the document, click Save
6 Posting with Reference Document

Functionality
This transaction code helps to post a new accounting document using a previously
posted FI document as a reference. You can use this option to speed up data entry.
Scenario
You frequently post similar GL documents i.e. the amounts are different, but GL
accounts are the same.
You want to use one of the previously posted FI documents as a reference.
Requirements
Previously posted GL document.

Document Entry  FB50 - Enter G/L Account Document
Transaction Code FBR2
11. Double click on FB50 - Enter G/L Account Document


Doc. date Document date 02.02.2013
Currncy Posting currency INR
Posting date Date that the business 02.02.2013
transaction occurred
13. Select from the menu path: Goto -> Post with Reference.
You can directly reach to this screen using transaction code “FBR2”.
Post Document: Header Data


Document number This is the document number 100000125
you want to use as a reference
Company code Code identifying a separate SPCL
legal entity for which a separate
set of accounts is maintained
for external reporting purposes
Fiscal year Fiscal year number 2012
15. Click Do not propose amounts
16. Click .
17. Click Enter Button to confirm your entries.
Post Document: Header Data



Amount Amount of the first line item 5000
Post Document: Add G/L account item

Amount Amount of the second line item *
22. Click Enter Button to confirm your entries. The system will display a
document overview:
Post Document: Display Overview
23. Click Save .

7 GL Document Change
Functionality
You wan to change an already posted document. You can change only fields like
Text or Assignment.
Scenario
You need to add more information to the automatically created financial documents,
e.g. Text field, via document change.
Requirements
A posted document.

Document  FB02 – Change
24. Double click on FB02 – Change

Change Document: Initial Screen
s25. Update the following fields:

Document number Enter here a number of the 1000000120
document you want to change
Fiscal year Number of the fiscal year 2012
If you don't know the document number, click button. The

system will display a search screen. Enter the required criteria and search for
the document you want to change.
26. Click Enter .
Change Document: Overview
27. To change a line item, simply double click on it:
Change Document: Line Item 001

28. The fields you can change are displayed in red. You can change the contents
of the following fields:

Assignment The assignment number is an Misc item
additional information reference.
Text Additional document description Test GL Posting 1 for training
29. On the same screen you can change also some fields in the doc. header.
Click Document Header Button .
Document Header: SPCL Company Code


Doc.header text Explanation or note that applies Test GL Posting
to the document
Reference Explanation or note that applies TEST 123
to the document
32. To store your changes in the document, click Save

8 Display GL Document
Functionality
This transaction allows you to display a posted FI document.
Scenario
You want to display an FI document.
Requirements
Posted FI document.

Document  FB03 - Display
33. Double click on FB03 - Display

Display Document: Initial Screen
Press enter to display the document.

34. Click to search for documents:


Document type Code identifying the method SA
that the system uses to process
the transaction
Posting date Date that the business 01.01.2013 to 31.01.2013
transaction occurred
36. Click Execute to start searching.
37. The system will display a list of documents that fulfill your criteria:
38. To display your document, simply double click on it. The system will display a
document overview:
Display Document: Overview
39. You can display your document in different currency. Click Display currency
Button .
Display currency for document
40. Click
41. Click Enter

42. You can display also other document details, like e.g. who posted this
document. Choose Document Header button. You can see that the user
SAPUSER
posted this document on 04.02.2006– this date is derived from the system
clock.
43. If you want to print this document, select from menu path” DocumentPrint
Preview.
Document Overview
44. You can print this report (just click on Print icon
9 Individual Document Reversal

Functionality
A GL document was entered incorrectly. Need to reverse the document.
Scenario
A document was entered wrongly. You need to reverse the incorrect document
Requirements
Document to be reversed cannot include already cleared items. If you want to

reverse document that was already cleared, you need to reset all cleared items
before posting a reversal.

Document  Reverse  FB08 - Individual Reversal
45. Double click on FB08 - Individual Reversal.
46. If you don’t know the document number, click Button.

Fiscal year The Fiscal year number 2012
Document type Code identifying the method SA
that the system uses to process
the transaction
48. Click Execute Button
49. The system will display a list of documents:
50. Double Click on the document you want to reverse:

Reverse Document: Header Data

Reversal reason Type of the reversal 01
Posting date Posting date 02.02.2013
There are defined five reversal reasons:
01 Reversal in current period
02 Reversal in closed period
03 Actual reversal in current period
04 Actual reversal in closed period
05 Accrual/deferral posting
Reasons 03 and 04 allow “negative” postings. To post a negative reversal, the

following prerequisites must be fulfilled:
a) The company code must be defined as allowing negative postings,

b) The document type must allow negative postings.
52. If you want to display the document before reversal, click Display before
reversal Button .
53. Click Back
Reverse Document: Header Data
54. If you want to reverse the document, click Save Button. . The system will
post a reversal document
10 GL Reset Cleared Items

Functionality
The document which contains cleared items cannot be reversed directly. You need
to first reset cleared items. During clearing open items the system always creates a
clearing document. This document contains the information about cleared items,
clearing date etc.
Scenario
2 documents have been cleared against each other. Before they can be re-cleared
to the correct documents, they must be reset from the clearing of wrong documents.
Requirements
A previously posted clearing document.

Document  FBRA - Reset Cleared Items
Transaction Code FBRA
55. Double click on FBRA - Reset Cleared Items

Reset Cleared Items

Clearing document Number of the document to be 100000125
reset

57. Click
58. Click
59. You can display some details regarding the clearing document before
resetting it. Click e.g. Accounts Button .
Accounts Included in Clearing
60. Click Enter Button to close this screen.

61. To reverse the clearing document click Save Button .

Reversal of clearing document
62. You can choose to only reset cleared items or reset items and reverse the
accounting document that is connected with clearing operation. Click
“Resetting and reverse” button:
Reversal Data

Reversal reason Enter type of reversal (e.g. 01
negative posting in the same
period as original document)
Posting date Posting date 02.02.2013
64. Click
Clearing reset for the document number 100000125.

65. The message bar displays “Document 100000126 was posted in company
code SPCL”. The system reset the cleared items and posted a reversal
document.
11 GL Manual Account Clearing
Functionality
This Transaction clear open items on a single GL account.
Scenario
You want to clear postings on a GL account, which is open item managed and are showing as
uncleared.
Prerequisites
Open items on a GL account.

Account  F-03 - Clear
Transaction Code F-03
66. Double click on F-03 – Clear.

Clear G/L Account: Header Data

Account Code identifying the General 140006
Ledger account
Clearing date Date when you want to post 02.02.2013
your clearing
Currency Code identifying the type of INR

currency used in a transaction
or for all transactions pertaining
to a specific account
68. Click Process open items Button . The system will display
open items that fulfill previously entered criteria:
Clear G/L Account: Process open items
69. Now you need to choose and select the items you want to clear. Double click
on each of those items The system will highlight these items in blue. The
value of the field “Not assigned” is equal 0 and you can clear open items. If it
is not zero, you the difference in the amount must be treated as partial or
residual items.
70. You can check your document before postings. Select DocumentSimulate.
Clear G/L Account: Display Overview

. To post your entries, click Save Button. . No “real” posting took place, but
the system stored a clearing document.
71. The message bar displays: “Document posted in company code SPCL.
If you want all your open items NOT TO BE SELECTED when you enter the clearing transaction,
perform the following steps:
Please note below give setting is only a one time setting.

72. On the screen above use the following menu path: SettingsEditing
options.
Accounting Editing Options
73. Click <tab button> Open items .

Accounting Editing Options
74. Click <checkbox> Selected items initially inactive

.
75. Click Save Button. . The settings are now stored in user’s data.
76. Click Back Button . From now on, when you want to clear an account ( GL
account), all the items will be initially inactive. You need to click on the
selected items to activate them for clearing.
12 Account Line Item Analysis

Functionality
This transaction code gives a G/L Account Line Item Display. This is an interactive report, in the
sense you interact with the report, you can hide some field, display some more fields from the
available list, sort the list based on any criteria, carry out total for a column field carry out subtotal
for a column field.
Scenario
You want to see a GL account line item display for a particular account.
And change Document from the report directly.
Requirements
The GL master should have line item display switched on. There should be transactions posted for
the GL being displayed.

Account  FBL3N - Display/Change Line Items
Transaction Code FBL3N
77. Double click on FBL3N - Display/Change Line Items

G/L Account Line Item Display

G/L account Code identifying a General 620101
Ledger account
You can display the following types line items:

a) only open items (at particular date),

b) only cleared items,
c) items posted at a key date or within a specified period of time.
You can also ask the system to display noted items or parked documents, and you can also select
the screen layout you prefer – just click on the relevant radio button.
The SAP system during operation clearing always creates and stores a special
clearing document (including a clearing date). That’s why it is possible to display
open line items within a specified period of time even if they’re cleared at present.
79. To confirm your entries, click Enter .
80. Click Execute to display a report, according to entered criteria:
G/L Account Line Item Display
You can export your report to MS Excel or MS Word. Select from menu path List -> Export ->
Spreadsheet or Local file. The system will automatically open a requested MS Office application or
create a file in required format.
81. You can display document details you want to check. Simply double-click on
the document number (e.g. 100000122):
Display Document: Line Item 002
82. Some fields in this document can be changed. To do so, click Display -
Change Button . Fields that can be changed are highlighted in red:
Change Document: Line Item 002
83. To change line item description update the following field:
Field Name Description Values

Text Additional Line item description Test GL Docuemnt Reversal
84. To save your changes, Click Save Button. .
85. The message bar displays “Changes have been saved”.

13 Account Balance Display

Functionality
This transaction code gives a G/L Account Line Item Display. This is an interactive report, in the
sense you interact with the report, you can hide some field, display some more fields from the
available list, sort the list based on any criteria, carry out total for a column field carry out subtotal
for a column field.
Scenario
You want to see a GL account line item display for a particular account.
And change Document from the report directly.
Requirements
The GL master should have line item display switched on. There should be transactions posted for
the GL being displayed.

Account  FBL3N - Display/Change Line Items
Transaction Code FBL3N
86. Double click on FBL3N - Display/Change Line Items

2. Update the following GL Account Number, Company code, fiscal year and execute.
3. GL Balance displayed
14 Period End Processing
14.1 Open Close Posting Period

Functionality
This transaction will be used to open and close Financial Posting Period.
Scenario
You want to open current Financial Posting Period and close previous period.
Prerequisites
All the required business transition have been processed and closing activities are initiated.
Procedures:
1. Access the transaction choosing one of the following navigation options:
SAP ECC Accounting → Financial Accounting → General Ledger → Information
Menu System → General Ledger Reports (New) →
Transaction OB52
code
2. On the Compact Document Journal screen, make the following entries:

Field name Description User action and values Comment
Posting Period Varian SP01
Account Type +, S, A, K, D, M
From Account
To Account
From period 01
From year 2014
To Period 12
To Year 2014
3. Save to open and close the posting period
Note:
1. Posting period is required to open against a posting period variant. Posting period valiant SP01
has been assigned to the company code.
2. Different Posting period variant have been created and assigned to non- leading ledger for the
ledger specific closing. This is not required for the SPCL.
3. Different Account Types are as follows.
Result:
Posting period has been closed and open.
14.2 Maintain Exchange Rate

Functionality
This transaction will be used to maintain exchange rate.

Scenario
You want to maintain exchange rate for different exchange rate types to make business transaction.
This rate will be triggered during business transaction for translation and for the Foreign Currency
Evaluation during the Period End.
Prerequisites
Exchange Rate Types and translation ratio have been maintained.
Procedures:
SAP ECC Menu Accounting → Financial Accounting → General Ledger →
Transaction code OB08
5. On the Compact Document Journal screen, make the following entries:

Exchange Rate Type M
Valid From Date 01.01.2013
Rate 63.10
From Currency USD
To Currency INR
6. Save to update.
Result:
Posting period has been closed and open.
14.3 Recurring Entries

Functionality
This functionality supports postings that can periodically be created on a regular basis. Recurring
entries are similar to standing orders with banks for debiting rent, contribution payments, or loan
repayments directly. The postings are done by the recurring entry program on basis of the recurring
entry documents.
In the area of G/L accounting, recurring entries can be used for example, for periodic posting of
deferrals and accruals, if there are fixed amounts to be posted.
The following data of a recurring entry document remains unchanged:
 Posting key
 Account
 Amounts
You enter the data that only changes occasionally in a recurring entry document. This document
does not result in transaction figures being updated. The recurring entry program uses this
document to create accounting documents.
Scenario
You want to post same financial document in each period as recurring expenses.
Prerequisites
To use this method, you must enter a recurring entry document that the system uses as a reference.
The recurring entry document is not an accounting document and, therefore, does not affect the
account figures.
Process Flow
 Enter the recurring entry document.
 The SAPF120 program uses the recurring entry documents to create the accounting documents.
You must start the program at regular intervals. It checks each recurring entry document to
determine whether a document must be created.
 Run the batch input session.
 Recurring entries must be checked again during year-end closing.
Result:
If the date – stored in the recurring entry document – on which the process is next due to be carried
out, matches the date for the calculation period, or is within the specified range, the program
transfers the posting data to the specified batch input session. In each program run, only one
accounting document is created for each recurring entry document, so a long calculation period does
not result in any more than one accounting document.
14.3.1 Processing a Recurring Entry Document
Need to post reference document for the recurring document posting. This document will be required
during posting of the Recurring document. Create this referring document and use to post the
document as part of the period end activities.
Procedure
SAP ECC Accounting → Financial Accounting → General Ledger → Document
Menu Entry → Reference Documents → Recurring Document
Transaction FBD1
code
2. On the Enter Recurring Entry: Header Data screen, enter the following data:
Field name Description User action Comment
and values
Company #1000 Company Code SPCL

Code
Recurring
Entry Run
First Run On <date of the Specifies when the recurring entry
first run> document is to be posted for the first
time.
Last Run On <date of the Specifies when the recurring entry
last run> document is to be posted for the last
time.
Interval in <select For example, <1> for monthly
Months interval>
Run Date <the day of the For example, 01 (Specifies the day on
run in the which the document is posted as a
month> posting date.)
Document In these fields, you enter the individual
Header data for the document that is to be
Information posted. The data for a lease installment
payment has been defined as an
example.
Document SA
Type
Currency USD
Reference <reference For example, Accruals
text>
First line item
Posting Key 40
Account <G/L account For example, 630020
number>
3. Choose Enter. Confirm any warning messages (yellow) regarding the date of the first run.
Amount <amount> For example, 500
Tax Code <select tax code> Necessary if the account is tax
code relevant
Calculate <select> Select, if the account is tax code
tax relevant
Cost Center * (if the account is a cost For example, 1000
center)
Text <text> For example, <monthly accrual>

Next line
item
Posting Key 50

Account <G/L account> For example, 217200
4. Choose Enter. Confirm any warning messages (yellow) regarding tax relevance.
Field Description User action and Comment
name values
Amount * choose <*> or enter the amount above
(for example, 500)
5. Save the document (Ctrl+S).
6. Make a note of the document number for the following transactions: ____________________.
Result:
A recurring document is processed. The document is now entered as a recurring entry document,
but has not yet been posted to the accounts. The document is assigned a separate document
number range.
The posting of this recurring entry document is described in section Carrying Out Recurring Entries.
Example:
G/L Account Cost Center Amount Date
630020 1101 500 <current data>
G/L Account Amount

217200 500
14.3.2 List of Recurring Entry Original Documents

Functionality
This list shows you all the recurring entry documents.

Scenario
You want display the list of the recurring reference document posted with status of each document.
Prerequisites
Recurring entry documents have been posted.

Procedure:
SAP ECC Accounting → Financial Accounting → General Ledger → Periodic
Menu Processing → Recurring Entries → Lists
Transaction F.15
code
2. On the Recurring Entry Documents screen, make the following entries:

Company Code #1000
Fiscal Year <fiscal year> for example, current year
3. Choose Execute (F8).
4. The system displays a list of the existing recurring entry original documents. You can select
documents that are still to be executed, and/or documents that are not executed until the next
time the recurring entry program is run.
5. The list displays the date of the next posting run.
Result:
The system displays a list of the existing recurring entry original documents. You can select
documents that are still to be executed, and/or documents that are not executed until the next time
the recurring entry program is run.
The list displays the date of the next posting run.
14.3.3 Carrying Out Recurring Entries

Functionality
In this activity, you create posting documents from the recurring documents.
Scenario
You want to post recurring document.
Prerequisites
Recurring documents have to be posted.
Procedure:
menu Processing → Recurring Entries → Execute
Transaction F.14
code
2. On the Create Posting Documents from Recurring Documents: screen, make the following
entries:
Field name Description User action Comment
and values
Company #1000
Code
Fiscal Year <fiscal year> For example current year
Further
Selections
Settlement mm/dd/yyyy – Date may need to be adjusted for the next
Period mm/dd/yyyy run (for example, 01/01/10.- 12/31/2010)

Batch Input * For example, Rec-Test
Session
With this parameter, you can freely
Name
choose the name of batch input session to
be created. If you do not assign a
separate name, the batch input session
name SAPF120 is set by the program.
User Name * With this parameter, you can choose the

user freely. If you do not specify a
separate user ID, SAPF120 is set by the
users program.
4. Only SAP Graphical User Interface (SAP GUI): Choose System  Services  Batch-Input 
Sessions.
5. Only SAP NetWeaver Business Client (SAP NWBC): Choose General Ledger  Closing and
periodic activities  Batch-Input Monitoring.
6. Select Session name SAPF120 (or your own entry) and choose Process session (F8).
7. On the Process Session SAPF120 (or parameter name) screen make the following entries:
Display errors only Selected
Process Selected
8. Save your entries.
Result:
The system creates the recurring document in the background.
14.4 Account Maintenance: Automatic Clearing

Functionality
In this activity, you clear periodically open G/L account items.
Prerequisites
The system contains open items that can be cleared. This means that the open items must match
with the criteria described in the documentation of transaction F.13:
Clearing takes place when, for the group of line items selected according to the criteria company
code, account number and currency key, the balance in updating currency is zero.
Use this transaction for testing with specified document number ranges (or specific
document numbers, so that you can use the next step: Manual clearing). If you run this
transaction without any specification, no further documents are there to clear manually.
Procedure

Menu Processing → Automatic Clearing → Without Specification of Clearing
Currency
Transaction F.13
code
2. On the Automatic Clearing without Definition of Clearing Currency (SAPF124): screen, make the
following entries:
Field name Description User action and Comment
values
Company Code #1000
Fiscal Year <fiscal year> for example current year
Document <document To clear certain documents,
number number> select the numbers
To <document To clear certain documents,
number> select the numbers
Select G/L X
accounts
3. Ensure that you perform this as a test run. The system sets the checkbox automatically. Choose
Execute (F8).
4. Perform the run with the Test run checkbox deselected. Choose Execute (F8).
Intermediate Result:
A log of the test run is provided. Per General Ledger account, all groups of open items are arranged
that show the same clearing amount in the debit and credit. If the standard clearing criteria
(company code, account number and currency key) and the further grouping characteristics/ user
criteria (here assignment and trading partner number) agree, in the clearing column a clearing date
is indicated.
5. Choose Back (F3).
6. Deselect the field test run, all further entries remain unchanged.
8. Confirm the message This program run is a production run with Enter.
Result:
A log of the program run is provided. Per General Ledger account, all groups of open items are
arranged that show the same clearing amount in the debit and credit. If the clearing criteria agree, a
clearing date and a clearing document number is indicated, under that the clearing took place.
If, in the output control, you have selected that documents that can be cleared or documents that
cannot be cleared are to be output, you receive a detailed list. If you have not set either of the
indicators, you receive a short list.
The detail list is a list of the line items and gives information about the open or cleared (or clearable)
line items selected. Group of items that comply with the system criteria and the user criteria are
summarized optically. If the clearing conditions have been fulfilled, the clearing date and, in an
update run, also the clearing document number are displayed if the clearing transaction was
successful. If an error occurred during clearing, the message No clearing displays.
The short list of the open and cleared items provides a summary of the results of the program run.
The number of open items selected per account are displayed, the number of those that can be
cleared, and the items actually cleared are displayed.
From the error log, you can see which errors occurred during clearing of a group (according to the
system criteria and user criteria).
Customizing allows adding five additional criteria for grouping of open items.
14.5 Account Maintenance: Manual Clearing

Functionality
The transaction is used to clear open items manually. If the balance of the items to be cleared is not
0, you can create a residual item for overpayments/underpayments.
Prerequisites
The system contains open items that can be cleared.
Procedure
SAP ECC Menu Accounting → Financial Accounting → General Ledger → Account →
Clear
Transaction F-03
code
2. On the Clear G/L Account: Header Data: screen, make the following entries:
Account * (account with open Select the account that you want
item management) to clear, for example, 152070
Company #1000
Code
3. Choose Process Open Items.

4. On the Clear G/L Account Process open items screen, all items are activated. To deactivate all
items, choose Select all and then choose Deactivate items.
Afterwards, you can choose Select and then choose Activate items to select the appropriate
items that you want to clear.
If the Not assigned field has an amount of 0.00 or the difference does not exceed a tolerance
limit, the activated items (in blue text) may become cleared.
5. One residual item is left. You must specify the open items that are to be fully cleared, and the
open items for which a residual item is to be created. Choose Residual Items and enter the
required data.
Field name User action and Comment
values

values
Residual Difference amount Enter the difference amount of all the selected open
Items items for at least one open item.
6. To perform a difference posting, make the following entries. All of the selected open items are
cleared. A new open item is created for the difference in the account.
values
Difference Difference amount Enter the difference amount of all the selected
Postings open items.
8. On the Clear G/L Account Display Overview screen, the system displays the message Correct
the marked line items.
9. Double-click the marked items.
10. In the Value Date field, enter today's date.
Result:
The open items selected in the account have been cleared. If a difference is determined, a residual
item or a new open item is created.
14.6 Accrual Posting

14.6.1 Enter Accrual/Deferral Doc.
Functionality
This is an SAP Enjoy transaction used to post accrual documents. An accrual entry
can be posted through this transaction.
You want to post a accrual journal entry which affect only General ledger accounts.
Prerequisites
Company Code, Document Type, Fiscal Year, etc. have been configured and
Master data like GL Account, Cost Center, Profit Center, etc. have been defined.
Exchange rate maintained and Posting Period is open.
Procedure

Periodic Processing  Closing Valuate  Enter
Accrual/Deferral Doc.
Transaction Code FBS1
87. Double click on FBS1
1. Update the following information. If a dialog box displays, enter the following data if not
already defaulted by the system:
values
Company SPCL
Code
Document SA
Type
Document Current Date for example, Today’s date
Date
Posting Date Current Date for example, Today’s date
Currency USD for example, USD for Domestic
Currency
2. On the Enter G/L Account Document: Company Code #1000: screen, make the following
entries:
Reversal Update Reversal Reason as 04
Reason
Reversal date Date on which accrual document will be
reversed
3. Enter the following data for the first line item:

values
G/L Account 620001 Bonus
D/C S-Debit
Amount in Document 1000
Currency
Tax Code I0- tax exempt
I0 I1- taxable
Cost Center FNP1 Cost Center
FNP1
9. Enter the following data for the other line items:

values
G/L Account 280300 Prepaid
Expenses
D/C H-Credit
Amount in Document 1000
Currency
10. Choose Save to post.

11. In the lower area of the screen, the system displays the message Document xxxxx was posted
in company code yyyy, where xxxxx is the sequential document number assigned by the system.
12. Make a note of the document number: ____________________.
Result:
Accrual document has been posted.

Document 100000077 was posted in company code SPCL
14.6.2 Reverse Accrual/Deferral Document

Functionality
This is an SAP Enjoy transaction used to reverse accrual documents. An accrual reversal entry can
be posted through this transaction.
Scenario
You want to revers already posted accrual document
Prerequisites
Accrual documents have to be posted.
Procedures:

Periodic Processing  Closing Valuate  Reverse
Accrual/Deferral Document
Transaction Code F.81
88. Double click on F.81
1. Update the following information

Company SPCL This is required for the
Code selection of the
accrual document.
Document This can be kept blank to reverse This is required for the
Number all the accrual document posted in selection of the
the company code and accrual document.
corresponding Fiscal Year.
Fiscal Year 2013
Document SA. This can be kept blank. This is This is required for the
Type required for the selection. selection of the

accrual document.
Posting Date or date range to get the This is required as
Date accrual document for the reversal. further selection
parameter for the
accrual document.
Posting Period in which document will be
Period reversed. This can be kept blank as
the period will be derived from the
accrual document
Reversal 04
Reason
This can be kept blank as the
period will be derived from the
accrual document
2. Check Test Run

3. Check Do not post
4. Press F8 to execute in the test run
5. Remove Test run and check Process
6. Press F8 to execute in real run

7. Display document reverse using transaction code FB03 or Display the GL Line Item
to check the reversal document. Use the steps mentioned in related section.
Result:
Posted Accrual document has been reversed.

14.7 FOREX Evaluation

Functionality
This is an SAP Enjoy transaction used to post Foreign Currency Valuation for GL Line Item, AP Line
Item, AR Line Items and GL Balance in Foreign currency.
Scenario
You want to valuate foreign currency open line items in a GL Account Line Items and GL Balances in
foreign currency.
Prerequisites
Document posted in Foreign Currency to the GL Account and Line items are not cleared.
Procedures:

Periodic Processing  Closing Valuate  Foreign
Currency Valuation (New)
Transaction Code FAGL_FC_VAL
89. Double click on FAGL_FC_VAL
2. Update the following information

Company Code SPCL

Valuation Key Date 30.11.2013
Valuation Area SP
Execute in Test Run Check
st
Reverse posting Date 1 day of the next period
Reverse Posting Period Next period
3. Go to Open Item GL Account TAB Page and update the following information
Valuate GL Check this to valuate GL Account
Account
G/L Account Update range of GL or a single to valuate
if required.
4. Execute to simulate the Valuation
5. Go Back
6. Select Post Valuation Immediatley and execute
7. Valuation documents posted in the current period and reversed in the next period.
8. Check Reset valuation and execute to reset the already executed valuation 9 if there is some
issue)
Note:
1. When there is any error, system will not post the valuation document one
batch input session will be created. We need to rectify the missing data or
configuration then execute the batch input session to post the Valuation
document.
2. If you want to valuate Profit and Loss Account, which is maintained in the
Foreign Currency then check the following two option in the screen
15 Year End Processing

15.1 GL Balance Carrying Forward
Functionality
Scenario
Prerequisites

Periodic Processing  Closing Carrying Forward 
Balance Carry forward (New)
Transaction Code FAGLGVTR
90. Double click on FAGLGVTR
2. Update the following

Ledger 0L
Company code SPCL
Carry forward to 2013
fiscal year
Test Run Check when not the update run and
remove during the update run
3. Execute to simulate the carry forward.
4. Go back and remove test run then execute
5. Go back and remove test run then execute for the update run
Gl Balances carried forward to the year 2013.

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General Ledger Accounting

General Ledger Accounting

Business Process Alternative/Decision Choice

General Ledger ..................................................................................................................................... 4

This Transaction will create/change/display a GL account centrally

3.1 FS00 – Create GL Account Centrally

Menu Path Accounting  Financial Accounting  General Ledger 

1. Double click on FS00 – Centrally.

LIST OF ACCOUNT GROUP

Chart of Account From

OCOA 2400 240000 249999 Cash & Bank

2. Update GL Account Number and select the corresponding Account Group.

Each of the icons are described as follows:

Click on this to display a GL Account

Click on this to change a GL Account

Click on this to create a GL Account

Click on this to create a GL Account with reference to an

Click on this to block a GL Account for posting and creation

Click on this to delete a GL Account

Step 3. Select Create Button

Select create button and update the following fields:

Company Code SPCL

Line Item Display Check for all accounts except

Field Status Group:

Save to create the GL Account.

GL Account has been created in the company code 1000.

3.2 Display GL Account:

Update GL Account and Company Code then Display Button.

Click on to display a GL Account

3.3 Change GL Account

Click on to change a GL Account

Menu Path Accounting  Financial Accounting  General Ledger 

2. Double click on FB50 - Enter G/L Account Document.

3. Update the following fields:

Field Name Field Description Values

6. To post the document, click Save

7. Double click on F-02 - Enter G/L Account Document.

8. Update the following fields:

Field Name Field Description Values

Click Enter . To go to next line

Click Enter . To go to next line item

Go to document in the menu and select simulate.

10. To post the document, click Save

6 Posting with Reference Document

Previously posted GL document.

Menu Path Accounting  Financial Accounting  General Ledger 

11. Double click on FB50 - Enter G/L Account Document

12. Update the following fields:

Field Name Field Description Values

Post Document: Header Data

14. Update the following fields:

Field Name Field Description Values

15. Click Do not propose amounts

17. Click Enter Button to confirm your entries.

Post Document: Header Data

18. Click Enter Button to confirm your entries.

19. Update the following fields:

Field Name Field Description Values

20. Click Enter Button to confirm your entries.

Post Document: Add G/L account item

21. Update the following fields:

Field Name Field Description Values

Post Document: Display Overview