ORGANISATION STRUCTURE

CLIENT: A Commercially, Organizationally and Technically self Contained unit within an SAP system. It has its own master records and set of tables. COMPANY: The Smallest Organizational unit for which individual financial statements are created according to legal requirements. A Company can include one or more company Codes. CUSTOMISATION OF BASIC SETTTINGS

1. Organization structure Settings

2. Fiscal Year Settings (Financial Year) 3. Chart of Accounts 4. Account Groups 5. Retained Earnings Accounts 6. Posting Period 7. Document Types and number Ranges 8. Tolerance Groups 9. Field status Groups & Variants 10. Global Parameters

HOW TO START THE SERVER:

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Double click the SAP logon In Logon Client is 800 (always work on this) Give User Name and Password For Closing SAP Click stop in the same way where we found start

SAP R/3 Logon Window

User: User means who logon into SAP (User Name) Pass Word: Password means logon user secrete password it can be create by own. Languages: Language code two digit code in alpha default English is EN.

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NOTE: ALWAYS SELECT SECOND OPTION ONLY.

SAP EASY ACCESS MENU

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Enter SPRO and Enter,

Double click on SAP Reference IMG or press F5 button, it will take you to Display IMG From Now onwards it will be referred IMG menu where we configure our settings as per the requirement.

1. DEFINE COMPANY: Path: SAP Reference IMG Enterprise Structure Definition Financial Accounting Define Company STEPS: Double click on the button Select New Entries Button and fill the details. Company Maximum 6 characters (Numeric, Alpha or Alpha numeric)

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SAVE. (Ctl+S) After Saving you will find the below screen.

Select create Button and give Short description and SAVE.

2.DEFINE COMPANY CODE: Path: Sap Reference IMG Definition Financial Accounting Edit, Copy, Delete, Check Company Code

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Double Click on Edit, Copy, Delete, Check Company Code Button Click New Entries Button and fill the details. Company code - Maximum 4 characters (Numeric, Alpha or Alpha numeric)

And select

(Address maintenance button and fill the details)

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Click Save button Note: In this way you can create as many company codes as you require under client/company group. You can maintain as many company codes, as you require but at least one company code you have to create. The address data is required for correspondence and is recorded on evaluation reports. For each company code a currency must be specified. Accounts are managed in the company code currency, which is known as the local currency within R/3. All other currencies are indicated as foreign currency. The country key specifies which country is to be regarded as the home country. The system interprets all the other countries as foreign countries A Language key must be entered so that the system can create text automatically in the correct language for example, when issuing checks. 3.ASSIGN COMPANY CODE TO COMPANY: Path: Sap Reference IMG Enterprise Structure Assignment Financial Accounting Assign Company Code to Company

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Select the

( position button)and Enter the company code in

the dialog box Select the continue button or Enter Give your company name(i.e number of the company)

Click Save button or Ctrl + S 4.BUSINESS AREA (Branch Accounts): Organizational unit or external accounting that corresponds to a specific business segment or area of responsibility in a company. Financial statements can be created for business areas for internal purposes. They are primarily used to facilitate external segment reporting across company codes covering the main operation of a company(product lines Branches). The Business area may be the branches of the Company or product lines it deals with. Path: Sap Reference IMG Enterprise Structure Definition Financial Accounting Define Business Area Click New Entries button Business Area CAL Click Save button

Description California Business Area

Note: We can add any number of business areas. No need of Assigning Company code to business area. 5.Fiscal Year: Usually a period of 12 months for which a company regularly creates financial statements and check inventories. A fiscal year is divided into posting periods. A start and a finish date define each posting period. In addition to posting periods, you can also define special posting periods for year opening and closing. In order to assign business

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transaction year is obligatory. Define fiscal year as fiscal year variant then assign to company code. One fiscal year variant can be used by several company codes. Options for defining the fiscal year variant Fiscal year as colander year(Jan 1st to Dec 31st ) Other then colander year, i.e., It may start from any moth, any date, (i.e., April to March, July to June, Oct to Sept). In General Ledger Accounting, a Fiscal year can have a maximum of 12 posting periods and four Special periods. The system saves the transaction figures for all accounts for each period and each special period separately according to debits and credits. Path: Sap Reference IMG Financial Accounting Global Settings Fiscal Year Maintain Fiscal Year Variant(Transaction Code:OB29) Click New Entries button, and give the following details

SAVE. Select line item K4

And Double click and select New Entries button and fill the details as under

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SAVE In the system you can find some standard variants . For Ex. V3 ------------------------April to March V9-------------------------October to September V6-------------------------July to June K4 ------------------------ Jan to Dec You can select any one you require or you can define your own variant 6.ASSIGN COMPANY CODE TO FISCAL YEAR VARIANT: Path: SPRO Sap Reference IMG Financial Accounting Global Setting Fiscal Year Assign Company Code to Fiscal Year Variant Select Position Button and give company code and Enter

SAVE 7.Define Variants for Open Posting Periods Path: Sap Reference IMG Financial Accounting Financial Accounting Global Settings Documents Posting Periods Define Variants for Open Posting Periods Click New Entries Button

SAVE Define Open and Close Posting Periods Path: Sap Reference IMG Financial Accounting Financial Accounting Global Settings Documents Posting Periods Open Posting Periods Select New Entries and fill as under.

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SAVE ASSIGN VARIANTS TO COMPANY CODE: Path: Sap Reference IMG Financial Accounting Financial Accounting Global settings Document Posting Period Assign Variants to company code Select Position Button and Enter Company Code in dialog Box and assign

SAVE.

Define Field Status Variants

Path: Sap Reference IMG Financial Accounting Financial Accounting Global settings Document Line Item Controls Define Field Status Variants

Select line item change the required fields

and select

button Or F6and

and Save. The System

asks for the following Here Select Copy all By Prakash Reddy. kvrpreddy@gmail.com 11

Enter and SAVE

Assign Company Code to Field Status Variants

Path: Sap Reference IMG Financial Accounting Financial Accounting Global settings Document Line Item Controls Assign Company Code to Field Status Variants Select New Entries and Enter our company code in dialog box and Enter

SAVE.

CHART OF ACCOUNTS (this is the list of accounts): This is a list of all general ledger used by one or several company code. For each GL account it contains the account number, account name and the information, that controls how an account function and how a GL account is created in the company code. It is a Variant. The chart of accounts has to be assigned to every company code, which would like to create accounts. Chart of Accounts

Accounts Groups

Accounts By Prakash Reddy. kvrpreddy@gmail.com 12

(Note:- Chart of Accounts code is maximum 4 digits)

Creation of Chart of Accounts:

Path: Sap Reference IMG Financial Accounts General Ledgers A/c General Accounts Master Records Preparations Edit Chart of Accounts List (Transaction Code: OB13) Select New Entries and give the details as follows

Enter chart of accounts key Enter the description of chart of accounts Maintain language Key: EN Length of G/L Account Number:6(Maximum 10) Controlling Integration: Manual Creation of Cost Elements SAVE ASSIGN COMPANY CODE TO CHART OF ACCOUNTS: Path: Sap Reference IMG Financial Accounting General Ledger Accounts Master Records Preparations Assign Company code to Chart of Accounts (Transaction Code:OB62) Select and give company code in the dialog Box,

SAVE DEFINE ACCOUNT GROUPS:

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Account group is a summary of accounts based on criteria that effect when master records are created. Path: Sap Reference IMG General Ledger Accounting General Accounts Master Records Preparations Define Accounts Group(Transaction Code:OBD4) Select New Entries button., Create your Own Account Groups.

SAVE DEFINE RETAINED EARNINGS ACCOUNT: At the end of fiscal year the balance in the profit & Loss account must be transferred to balance sheet account. To automatically carry forward the balance by the system to the retained accounts define one or more profit & loss statement account types per chart of accounts and assign them to retained earnings account. Path: Sap Reference IMG Financial Accounting General Ledger Accounting Master Records Preparations Define Retained Earnings Accounts (Transaction Code:OB53) Enter the Chart of accounts Key in the Dialog box

(Ignore the Warning)and Enter SAVE

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Define Document type and number Range: Path: Sap Reference IMG Financial Accounting Financial Accounting Global Settings Documents Document Headers Define Document Types (Transaction Code:OBA7)
Select SA, and Double Click on line item SA OR (Details Button)

You will get the Below Screen

Double Click on (Change Intravels) Click Change intervals

, give Company Code and Click on

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Select Insert Intervals, This will take you to the next Screen, there You Select And give the details as Shown,

SAVE

ENTER. Note: While giving number ranges see that it should not be Overlapped.

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DEFINE TOLERANCE GROUPS(Transaction Code:OBA0): Define Tolerance Groups for General Ledger Accounts: Path: Sap Reference IMG Financial Accounting Financial Accounting Global Settings Documents Line Item Define Tolerance Groups for Employees For G/L account clearing, tolerance groups define the limits within which differences are accepted and automatically posted to predefined accounts. Select New Entries button Enter Company Code Keep Tolerance Group Blank

SAVE In this activity you can define different amount limits for your employees. You use these limits to determine:

The maximum amount for which an employee is permitted to post a document The maximum line item amount an employee is permitted to enter in a customer, vendor or general ledger account The percentage amount an employee can enter in a line item The maximum acceptable payment difference

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Payment differences within certain tolerance groups are posted automatically. The system either adjusts the discount or posts the difference to a separate expense or revenue account. To do this, you have to define:

The maximum amounts or percentage rates that the system should automatically post to a separate expense or revenue account if an adjustment to the discount is not possible, and/or The difference amounts for which the system should adjust the discount. In this case the discount is automatically increased or reduced by the amount of the difference.

You can also differentiate according to company codes. Since the same limits usually apply for a group of employees, enter the limits for employee groups. You then define the amount limits and tolerances per employee group and company code. Note: You can also define tolerances without defining a tolerance group. In this case, leave the field Grp blank. The tolerances so defined then apply to all employees that are not assigned to a group. There must be at least one entry for each company code. You can also define tolerances for clearing transactions in the Customer Vendors or G/L account master records. The lower limits from the specifications for the trading partner and the employee group then apply for clearing. Standard settings Example tolerances are defined in the system for the standard company codes delivered. Activities 1. For each company code, establish whether tolerances should be defined and whether differentiation according to employee group is required. If you want to define different tolerances for your employees, specify different amount limits for different groups. If the tolerance limits are to apply to all employees, leave the field "Group" blank. 2. Define the tolerances accordingly. 3. If you have defined different tolerance groups, you must then assign your employees to a specific tolerance group. To do this, select the activity Assign User Tolerance Groups.

CREATION OF GENERAL LEDGER A/C:

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Path: SAP Reference IMG Financial AccountingGeneral Ledger G/L AccountsMaster Data G/L Account Creation and Processing Edit G/L Account (Individual Processing) Edit G/L Account Centrally (Transaction Code: FS00) Enter G/L Account No: 1 Company Code : 200 Click Menu Bar G/L Account Command Icon Click Create

Select Control Data tab and fill the details,

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Select Create/Bank/Interest tab

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Select Fields Status Group from list (F4) and give G001 SAVE Similarly Create Other G/L Accounts Bank Account Select Field Status group as G001.

DOCUMENT POSTING: Business transactions are entered in the General Ledger and Sub Ledgers via standard accounting function - posting. In doing so a document is created and saved in the database. All the transactions are stored in the form of a document in SAP system. A document is the result of posting in financial accounting. There are two types of documents. 1 Original document Receipts, Invoices, Checks, Bank Statements 2 Processing documents Accounting documents, recurring documents and sample documents

The accounting documents represent the original document and the other two documents can be used to simplify the document entry. Documents are link between business transactions and posting.

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Structure: Every document consists of a document header and at least two or more line items. The document header contains information that is valid for the whole document, such as the data and the document number. It also includes controlling information such as the document type. Line items only contain information on the particular item in question, for instance a posting key, account number and amount. Whether any additional information is present depends on the business transactions involved. Document Type: Every document contains a document type in its header. This document type is defaulted when you are entering the document; If you do not agree with the default document type you can enter one yourself The document type has the following functions: 1. Differentiating between business transactions. The document type tells you instantly what sort of a business transaction is in question. This is useful, for example, when displaying line items. 2. Controlling the posting to accounts (vendor, customer or General Ledger accounts). The document type determines which accounts that particular document can be posted to. 3. Issuing document numbers and controlling documents storage . Every document type has a number range allocated to it from which the number for the SAP documents you create are taken. The original documents from one number range should be stored together. In this way, the document type controls document storage. 4. The document type can also specify that the document should be posted using the net posting procedure. This means that any discount and the net amount are calculated(and posted) at the time of posting. You can find further information on this FI Accounts Payable.

Posting Keys:
Users specify a posting key before entering a line item. The posting key controls how the line item is entered and processed.

For each posting key, you define among other things:

Which side of an account can be posted to which type of account can be posted to and which fields the system displays on the entry screens and whether an entry must be made (field status).
AR System Delivered Posting Keys Transaction 1. Invoice/Credit Memo 2. Reverse Invoice Credit Memo 3. Bank Charges/ Reverse Bank Charges 4. Other Receivable/ Payables 5. Outgoing/Incoming Payment 6. Payment Difference Dr - 0 01 02 03 04 05 06 Cr - 1 11 12 13 14 15 16 Dr - 2 21 22 24 25 26 AP Cr -3 31 32 34 35 36 Dr - 4 GL Cr - 5

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7. Other Clearing 8. Payment Clearing 9. Spl. GL Transactions 10. G.L Debit 11. G.L Credit 12. Asset Debit System Delivered Posting Keys Transaction 13. Asset Credit 14. Inventory taking 15. Inventory cost 16. Inventory Difference 17. Prince Difference 18. Consumption 19. Changes in Stock 20. GR/IR 21. Stock Inward Movement

07 08 09

17 18 19

27 28 29

37 38 39 40 50 70

AR Dr - 0

AP Cr - 1

GL Dr - 2

Cr -3

Dr - 4 80 81 82 83 84 85 86 89

Cr - 5 75 90 91 92 93 94 95 96 99

DOCUMENTS

1. General Posting of A transaction: Path: Accounting Financial Accounting General Ledger Posting General Posting (Transaction Code:F-02)

Steps: 1 2 3 4

Document Date Document Type Company Code Posting Date

: This is the date of business transaction hold on : Enter document type SA : 200 : Enter the date of posting the business transaction

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5 6

Posting Period date Currency

: The posting period automatically update using the posting : Enter Currency in which the document is posting

Enter

Document Simulate or (Shift + F9)

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SAVE

General Ledger Balance Display or Showing: Path: Accounting Financial Accounting General Ledger Accounts Display Balance (Transaction Code:FS10N)

Program Execute or F8

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Double Click which month u want,

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