General Ledger Accounting (FI-GL) L G I F . P L E H Release 4.6C General Ledger Accounting (FI-GL) SAP AG Copyright © Copyright 2001 SAP AG. All rights reserved. No part of this publication may be reproduced or transmitted in any form or for any purpose without the express permission of SAP AG. The information contained herein may be changed without prior notice. Some software products marketed by SAP AG and its distributors contain proprietary software components of other software vendors. Microsoft®, WINDOWS®, NT®, EXCEL®, Word®, PowerPoint® and SQL Server® are registered trademarks of Microsoft Corporation. IBM®, DB2®, OS/2®, DB2/6000®, Parallel Sysplex®, MVS/ESA®, RS/6000®, AIX®, S/390®, AS/400®, OS/390®, and OS/400® are registered trademarks of IBM Corporation. ORACLE® is a registered trademark of ORACLE Corporation. INFORMIX®-OnLine for SAP and Informix® Dynamic ServerTM are registered trademarks of Informix Software Incorporated. 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All other products mentioned are trademarks or registered trademarks of their respective companies. 2 April 2001 SAP AG General Ledger Accounting (FI-GL) Icons Icon Meaning Caution Example Note Recommendation Syntax April 2001 3 General Ledger Accounting (FI-GL) SAP AG Contents General Ledger Accounting (FI-GL)................................................................12 Cost of Sales Accounting..........................................................................................................14 Functional area............................................................................................................................15 Activating Cost of Sales Accounting........................................................................................16 Functional Area in Master Data................................................................................................17 Functional Area in Internal Orders......................................................................................19 Deriving the Functional Area.....................................................................................................20 Reconciliation of Controlling and Financial Accounting........................................................22 Creating a Profit and Loss Statement with Cost of Sales Accounting..................................23 G/L Account Master Records.....................................................................................................25 Environment: G/L Account Master Records.............................................................................27 Chart of Accounts List................................................................................................................29 Chart of Accounts.....................................................................................................................31 Cost Accounting and Chart of Accounts..................................................................................33 Translating a Chart of Accounts...............................................................................................35 Changing the Chart of Accounts List.......................................................................................36 G/L Master Record in the Chart of Accounts...........................................................................37 Account group..........................................................................................................................38 Defining the Number Interval..............................................................................................39 Defining the Screen Layout.................................................................................................41 Example: Defining the Screen Layout................................................................................43 Field Status Definition.........................................................................................................44 Field Status Definitions for Transactions:...........................................................................46 Changing the Account Group..............................................................................................47 G/L Account Master Records in the Company Code...............................................................49 Defining the Account Currency................................................................................................50 Defining....................................................................................................................................52 Defining the Tax Category.......................................................................................................53 Defining....................................................................................................................................54 Define.......................................................................................................................................55 Defining....................................................................................................................................57 Defining....................................................................................................................................58 Defining the Field Status Group...............................................................................................59 Assigning Authorizations...........................................................................................................60 Automatic Postings.....................................................................................................................61 Functions for Editing G/L Account Master Records................................................................62 Creating and Editing G/L Account Master Records.................................................................63 Creating G/L Accounts with Reference...............................................................................65 Collective Processing of G/L Account Master Records......................................................66 Editing G/L Account Master Records Individually...............................................................68 Entering Texts................................................................................................................70 Changing G/L Account Master Records..................................................................................72 Displaying Changes............................................................................................................74 Requesting a Master Data Change in the Intranet/Internet (AC).............................................76 4 April 2001 SAP AG General Ledger Accounting (FI-GL) Processing Request Forms................................................................................................81 Processing a Request in the SAP System..........................................................................84 Processing Notifications................................................................................................85 Process Notification..................................................................................................86 Processing Notifications Using Worklist...................................................................88 Task Processing............................................................................................................89 Processing Tasks Using Worklist.............................................................................90 Processing Tasks Using Workflow...........................................................................91 Status Query For Request..................................................................................................92 Blocking a G/L Account Master Record...................................................................................93 Archiving and Deleting a G/L Account Master Record............................................................94 Marking a G/L Account Master Record for Deletion...........................................................95 Search Function: G/L Account Master Records......................................................................96 Special Features in P&L Statement Accounts.........................................................................98 Using Several Retained Earnings Accounts: Example............................................................99 Sample Account And Data Transfer Rules.............................................................................101 Sample Account.....................................................................................................................102 Data Transfer Rules...............................................................................................................103 Sample Account And Data Transfer Rule: Example..............................................................105 Differences Between Account Group, Reference, and Sample Account...............................107 How Do Changes Take Effect?..............................................................................................108 Account Balances and Line Items...........................................................................................109 G/L Account Balances..............................................................................................................110 Displaying G/L Account Balances..........................................................................................111 Displaying Line Items from the G/L Account Balance Display...............................................112 Changing the Currency..........................................................................................................113 Displaying Business Area Balances......................................................................................114 Line Item Display.......................................................................................................................115 Line Item Display with the SAP List Viewer (ALV).................................................................117 Displaying Account Line Items..........................................................................................118 Functions in the Line Item Display....................................................................................120 Displaying the Document for a Line Item.....................................................................123 Displaying Account Master Data.................................................................................124 Classic Line Item Display.......................................................................................................125 Displaying Account Line Items..........................................................................................126 Editing Selection Criteria.............................................................................................128 Noting Selection Criteria..............................................................................................129 Functions in the Line Item Display....................................................................................130 Displaying the Document for a Line Item.....................................................................132 Searching for Line Items..............................................................................................133 Sorting Line Items........................................................................................................135 Changing the Sort Sequence.................................................................................136 Creating Totals for Line Items.....................................................................................139 Totals Variants........................................................................................................141 Changing the Line Layout............................................................................................143 Line Layout Variants...............................................................................................144 Adding Additional Fields..............................................................................................146 April 2001 5 General Ledger Accounting (FI-GL) SAP AG Displaying List Levels..................................................................................................147 Selecting Currencies....................................................................................................148 Displaying Account Master Data.................................................................................149 Displaying Totals Sheets.............................................................................................150 Posting (FI).................................................................................................................................151 Document...................................................................................................................................152 Document Header..................................................................................................................154 Entering Document Headers.............................................................................................155 Line Items...............................................................................................................................157 Editing Line Items.............................................................................................................158 Generating Line Items Automatically................................................................................159 Adding Details to Automatically Generated Line Items...............................................160 Document Types....................................................................................................................161 Differentiating Between Business Transactions Using the Document Type....................163 Defining Authorizations for Document Types...................................................................165 Defining the Document Type for the Vendor Net Procedure............................................166 Document Types for Postings to Affiliated Companies....................................................167 Document Number Assignment.............................................................................................168 Validity Period for the Document Number Interval............................................................170 Defining Number Ranges..................................................................................................171 Defining Number Ranges for Recurring Entry and Sample Documents..........................173 Changing and Deleting Number Ranges..........................................................................174 Organizing Document Storage...............................................................................................175 Controlling Document Storage Using the Document Type....................................................177 Document Entry......................................................................................................................179 Default Values in Document Entry....................................................................................180 Editing Options - Enjoy Transactions................................................................................181 Editing Options..................................................................................................................183 Holding and Setting Data..................................................................................................184 Fast Entry of G/L Account Line Items...............................................................................185 Control Functions for Entering and Posting Documents...................................................186 Displaying Control Totals.............................................................................................188 Entering Totals.......................................................................................................189 Entering Opening Balances....................................................................................190 Holding Documents...........................................................................................................191 Completing Held Documents.......................................................................................192 Deleting Held Documents............................................................................................193 Simulating Documents......................................................................................................194 Parking Documents...........................................................................................................196 Document Parking.......................................................................................................198 Displaying Parked Documents....................................................................................200 Displaying Changes to Parked Documents............................................................201 Posting Parked Documents.........................................................................................202 Parking Documents.....................................................................................................203 Changing Parked Documents......................................................................................204 Deleting Parked Documents........................................................................................206 6 April 2001 SAP AG General Ledger Accounting (FI-GL) Document Release......................................................................................................207 Document Release: Settings in Customizing.........................................................209 The Document Parking Process with Document Release: Example.....................211 Amount Release.....................................................................................................212 Account Assignment Approval...............................................................................213 Completing the Entries in a Document Using Workflow..............................................214 Workflow Settings for Completing Parked Documents..........................................215 Document Parking and Release with Workflow...........................................................216 Displaying Documents...........................................................................................................218 Document Overview..........................................................................................................220 Line Layout Variants.........................................................................................................221 Line Item Display...............................................................................................................223 Line Layout Variants for the Line Item Display............................................................225 Totals Variants.............................................................................................................227 Fields for Selecting, Sorting, and Searching...............................................................229 Sort Sequence.............................................................................................................230 Changing Documents.............................................................................................................233 Defining Document Change Rules...................................................................................235 Changing Documents.......................................................................................................237 Mass Changes to Line Items............................................................................................238 Archiving Documents.............................................................................................................240 Posting Key................................................................................................................................241 Processing Posted Data...........................................................................................................243 Updating Entered Data..............................................................................................................244 Automatic Postings...................................................................................................................245 What Can You Do Before Posting a Document?....................................................................246 Screen Layout............................................................................................................................247 Screen Layout Using the Posting Key...................................................................................248 Using Field Status Definitions for Screen Layout...................................................................250 Defining Field Status.........................................................................................................252 Linking Field Status Definitions...................................................................................254 Recommendations for Defining Field Status...............................................................256 Reference Methods for Posting...............................................................................................257 Posting with Reference Documents.......................................................................................258 Posting with Account Assignment Models.............................................................................259 Account Assignment Models.............................................................................................260 Creating or Changing Account Assignment Models.........................................................261 Using Account Assignment Models for Document Entry..................................................263 Posting with Sample Documents...........................................................................................264 Entering Sample Documents............................................................................................265 Displaying Sample Documents.........................................................................................266 Changing Sample Documents..........................................................................................267 Deleting Sample Documents............................................................................................268 Posting with a Sample Document.....................................................................................269 Recurring Entries...................................................................................................................270 Recurring Entries Process Flow........................................................................................271 April 2001 7 General Ledger Accounting (FI-GL) SAP AG Entering and Posting Recurring Documents.....................................................................272 Displaying Recurring Entry Documents............................................................................273 Changing Recurring Entry Documents.............................................................................274 Deleting Recurring Entry Documents...............................................................................275 Carrying Out Recurring Entries.........................................................................................276 Processing Batch Input Sessions Manually......................................................................277 Evaluating Recurring Entry Documents............................................................................278 Posting Documents in Foreign Currency...............................................................................279 Translating Foreign Currency.................................................................................................281 Cross-Company Code Transactions.......................................................................................282 Prerequisites for Cross-Company Code Transactions..........................................................284 Clearing Accounts for Cross-Company Code Transactions..................................................285 Clearing Account for Cross-Company Code Transactions: Example...............................286 Displaying Cross-Company Code Transactions....................................................................287 Changing Cross-Company Code Transactions.....................................................................288 Reversing Cross-Company Code Transactions.....................................................................289 Posting Business Transactions in General Ledger Accounting..........................................290 Entering Business Transactions in General Ledger Accounting.........................................291 Entering G/L Account Line Items (General Ledger)...............................................................292 Required Entry Fields for G/L Account Line Items (General Ledger)....................................294 G/L Account Number (General Ledger).................................................................................295 Additional Account Assignments (General Ledger)...............................................................296 Additional Data for G/L Account Line Items (General Ledger)..............................................297 Posting Valuation Differences Manually................................................................................298 Carrying Out Transfer Postings..............................................................................................299 Posting Documents in General Ledger Accounting..............................................................300 Document Parking - Enjoy Transaction.................................................................................301 Parking Documents - Enjoy Transaction..........................................................................304 Posting Parked Documents - Enjoy Transaction..............................................................305 Creating Screen Variants - Enjoy Transaction..................................................................306 G/L Account Posting - Enjoy Transaction..............................................................................307 Entering G/L Account Documents - Enjoy Transaction....................................................311 Editing Line Items - Enjoy Transactions...........................................................................313 Posting G/L Account Documents - Enjoy Transaction......................................................314 Cross-Company Code G/L Account Posting..........................................................................315 Clearing......................................................................................................................................317 Clearing Functions in the General Ledger..............................................................................319 Clearing Functions in Accounts Payable...............................................................................320 Clearing Functions in Accounts Receivable..........................................................................321 The Clearing Program...............................................................................................................323 Prerequisites for Clearing.......................................................................................................325 Open Item Management...................................................................................................326 Selection Criteria for Running the Program......................................................................328 Posting with Clearing.............................................................................................................329 Manual Account Clearing.......................................................................................................331 Running the Clearing Program..............................................................................................333 Clearing Transactions...............................................................................................................334 Transaction for Account Clearing...........................................................................................335 8 April 2001 SAP AG General Ledger Accounting (FI-GL) Transactions for Posting with Clearing..................................................................................337 Self-Defined Clearing Transactions.......................................................................................340 Changing Clearing Transactions............................................................................................341 Clearing Postings...................................................................................................................342 Clearing Document................................................................................................................343 The Clearing Process................................................................................................................344 Entering Document Headers for Clearing Transactions........................................................346 Entering Line Items................................................................................................................347 Selecting Open Items.............................................................................................................348 Searching for Open Items......................................................................................................350 Clearing Between a Customer and Vendor...........................................................................351 Fast Assignment of Open Items (R/3)....................................................................................352 Assigning Open Items via the Internet...................................................................................353 Assigning Open Items via the Internet..............................................................................356 Editing Internet Assignments in the SAP System.............................................................357 Processing Open Items..........................................................................................................358 Processing Open Items with Commands..........................................................................359 Processing Open Items with Menus or Function Keys.....................................................361 Processing Open Items with the Mouse...........................................................................362 Setting Editing Options (Open Items)...............................................................................363 Displaying Open Items...........................................................................................................364 Editing the Open Item Display................................................................................................365 Changing the Line Layout (Open Items)...........................................................................366 Changing the Line Layout (Open items)...........................................................................367 Searching for Open Items.................................................................................................368 Searching for Amounts.....................................................................................................369 Overview of Cleared Accounts..........................................................................................370 Displaying Account Names...............................................................................................371 Processing Open Items According to the Payment Advice Note......................................372 Distributing the Clearing Amount by Age..........................................................................374 Sorting Open Items...........................................................................................................376 Switching Between Gross and Net Amount......................................................................377 Switching Between Foreign and Local Currency..............................................................378 Posting Partial Payments..................................................................................................379 Posting Residual Items.....................................................................................................380 Noting Open Items as Payment Advice Notes.......................................................................381 Correcting Errors....................................................................................................................382 Payment Differences.................................................................................................................383 Differences Within Tolerance Limits......................................................................................385 Differences Exceeding Tolerance Limits................................................................................387 Reason Codes.......................................................................................................................388 Explaining Differences...........................................................................................................390 Automatic Posting for Clearing Transactions........................................................................391 Gains or Losses from Under/Overpayments..........................................................................392 Bank Charges.........................................................................................................................393 Bank Direct Debit...................................................................................................................394 Automatic Clearing.................................................................................................................395 Bank Subaccounts....................................................................................................................396 Posting Checks Received: Example......................................................................................398 April 2001 9 General Ledger Accounting (FI-GL) SAP AG Specifications for Processing Open Items.............................................................................399 Fields for the Selection, Search, and Sort Functions.............................................................401 Standard Sort Sequence........................................................................................................402 Line Layout (Open items).......................................................................................................403 Cross-Company Code Clearing...............................................................................................406 Cross-Company Code Clearing: Example.............................................................................407 Clearing Open Items in Foreign Currency..............................................................................408 Translation of All Amounts into Local Currency.....................................................................410 Using Historical Values in Local Currency.............................................................................411 Clearing Open Items with a Future Posting Date: Example..................................................412 Outgoing Payments with Printed Forms.................................................................................413 Clearing Open Items and Printing Payment Media................................................................414 Printing Checks for Cleared Items.........................................................................................415 Clearing Accounts.....................................................................................................................416 Resetting Clearing.....................................................................................................................417 Reversal......................................................................................................................................418 Negative Postings.....................................................................................................................419 Reversing Documents..............................................................................................................422 Internal Correspondence..........................................................................................................423 Internal Documents...................................................................................................................424 Requesting Internal Documents..............................................................................................425 Requesting Internal Docs and Doc. Extracts Within a Function............................................426 Requesting Internal Documents when Not in a Function.......................................................427 Editing Correspondence Requests.........................................................................................428 Maintaining Correspondence Requests.................................................................................429 Deleting Correspondence Requests......................................................................................430 Printing Correspondence.........................................................................................................431 Printing Correspondence with the General Print Program.....................................................432 Printing Internal Documents Without a Request....................................................................433 Chart of Accounts and Account List.......................................................................................434 Account Statement....................................................................................................................435 Listing Programs for Evaluations............................................................................................436 Balance Interest Calculation....................................................................................................437 Introduction to Interest Calculation........................................................................................438 Interest Calculation: Fields in the Master Record..................................................................439 Specifications Stored Under the Interest Indicator...............................................................441 Determining the Interest Calculation Period..........................................................................442 Defining the Interest Calculation Period Manually.................................................................443 Automatic Determination of Interest Calc. Per.......................................................................444 Interest Calculation...................................................................................................................446 Modifying Interest Rates........................................................................................................447 Running the Interest Calculation Program.............................................................................448 Information System...................................................................................................................450 Forms..........................................................................................................................................451 Characteristic.............................................................................................................................452 Key Figures................................................................................................................................453 Variable.......................................................................................................................................454 Constants...................................................................................................................................456 10 April 2001