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Optimal Confidential and Proprietary Information

Presentation on SAP Finance ModuleBy

Nagaraja G



Training Agenda

Optimal Confidential and Proprietary Information

Asset Accounting

Bank Accounting

Start up

Accounts Receivable

Accounts Payable

Organizational Structure

General Ledger



Maintain Posting period variant



Document Types



Field Status Group



Fields Status Grup



General Ledger



GL Overview

Sub Processes

Master

Data

Transaction Processing

Reconciliation

Periodic Processing

Reporting



� The Chart of Accounts

� Group of G/L Account

called Chart of Accounts

� Many company codes may

use the same COA� All A Grp. organizational

units use the same Chart of

Accounts: 1000.

COA³1000´

Company Code

1000

Company Code

2000

Chart of Accounts



TransactionProcessing

Master Data

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting

Financial Accounting

PeriodicProcessing

General Ledger Process Overview



Account Groups

Maintenance

� Creation at 2 Levels

� Chart of Accounts Data� Company Code Data

� Change

� Block

� Delete

Cost Elements

� Creation

Master Data



Chart of Accnt. Accnt Grp. Name From Number To Number

1000 Assts. Assets 100000 199999

1000 Lialts. Liabilities 200000 299999

1000 Incm Incomes 300000 399999

1000 Expn Expense 400000 499999

1000 Clrn Clearing Accounts 600000 699999

G/L Account Groups



GL M ASTER

Chart Of Accounts

SEGMENT

Company Code

SEGMENT

� Account number

�GL description

� Account currency

�Field Status group

GL Account Master R ecord



G/L Accounts are blocked at two levels

� Chart of Accounts level

� Company Code level

In Chart of accounts you block� A master from creating in the Company Code

� An account for posting

In Company Code you block

� An account for posting

NOTE: You can set or cancel the posting indicator at any time

Blocking of G/L Accounts




Master Data

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing




SAP R/3 supports the following transactions:

Journal (JV) Processing

Post Documents

Parked documents

Posting with Reference

Reversing / Canceling documents

Transaction Processing



Create G/L

account posting

Create G/L Posting

Fast Entry

Simulate

(Enough Info

to Complete Posting?)

No

Posted Entry

Post Manual

Journal

Create/Display a Parked

Document

Post/Release a

Parked Document

Yes

Holding an incomplete

document

Document Posting: Activity Flow



Header

Line items

Document No: 123456Document No: 123456Date: 6/5/1000xCompany Code: 5200Currency: US$ ,,,,

Total:

Debit Credit

1,000,000800,000200,000

1,000,0001,000,000

Each document consists of two segments: header and line items.

After posting it receives a unique document number.

A Grp. will use the standard document types of SAP. The system

assigns the document numbers automatically.

The Accounting Documents



Each type of document is assigned to a number range.

The document number range is the key which identifies each document

in a company code and defines the allowable range in which a

document number must be positioned and cannot overlap.

The document number range has to be defined for the year in which it is

used. Document number ranges can be defined:

± Until a fiscal year in the future: At the beginning of each fiscal year

the system continues to take the next number after the ³current

number´. It does not restart at the lower limit.

± Per fiscal year: At the beginning of each fiscal year the document

numbering starts again at the lower limit. This helps to avoid

reaching the upper limit of a range.

One number range can be assigned to several document types.

Document Number Ranges



Dates:

� Document Date,

� Posting Date,

� Translation Date,

� Entry Date (automatic),

� Period.

Document Type

Company Code

Currency

Additional information:

� Reference,

� Short text.

The Document¶s Header



Document enteredcorrectly

� You can now:

Simulate your document - press the ³Simulate´ button:

Or post it immediately - press ³Save´ button (F11)

Posting functions

Posting a document



After entering the document it is possible:

� To post it immediately

� To ³park´ the document

� To hold the document

Parking / Holding a Document



Document entered incorrectly

Document corrected by Reversal:

Reverse with a standard reversal

posting

Reverse with a negative posting

Document re-entered correctly

R everse a GL document



� Reversal of documents that were cleared before is not possible,

� First the clearing operation must be reset.

Display cleared items

Reversal of clearing

R eversal of Clearing




Master Data

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing





Display G/L account balance

Display G/L line items

G/L account analysis functions

Clear outstanding items on G/L account

Analysis & R econciliation



Open items are incomplete transactions, such as an invoice

for which goods or services have not yet been received.

In order for an open item transaction to be considered

complete, the transaction must be cleared. A transaction is

considered cleared when an offset value is posted to it, so

that the resulting balance of the items is zero.

In the above example:

± Two invoices are posted to the Customer account. These invoices

are regarded as the open items because at this point thecorresponding payment has not been received.

± The payment is received and the invoices are set off against it.

± The transaction is now cleared and the resulting balance is zero.

Open Item clearing




Master Data

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing





Fiscal Year variants & Posting Period

Clear open items, both manually and automatically

Recurring Entries

Revalue balances in foreign currencies

Reconciliation of documents with monthly debits & credits

Period End Processing



Manually or Automatically can be cleared Open items for G/L

Accounts, Vendors and Customers

Manual and Automatic Clearing Program



�Recurring entries are very effective in streamlining data processing

for transactions that occur on a regular basis.

�To save time and streamline month-end processing, you use

recurring entries to post these transactions.

R ecurring Entry Document




Master Data

GeneralLedger

AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing




SAP system offers number of reports that help analyzing entered business

transactions:

� Financial Statement Version (Balance Sheet and P&L)

� Account Balances

� Line Items

� Documents

� Master Data

Report can be:

� Printed out directly to the printer,

� Saved as a local file (txt format, Excel file etc.)

� Sent by e-mail

R eporting



Accounts Payable



InvoiceProcessing

�Sundry�Logistics

Master Data

AccountsPayable

Payments /Disbursements

AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing

Accounts Payable Process Overview



General data

� Address

� Control data

� Payment Transactions

Company Code data

� Account Management


� Correspondence

Purchasing Organization

� Purchasing Data

� Partner functions

Vendor Master

Master Data: Structure



InvoiceProcessing


Master Data

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting


Process decompositions are the starting

point for process documentation. They summarise what is involved in a

the AP process at a high level

PeriodicProcessing




Business Transactions included in Process:

Sundry

� Invoice

� Credit Memo

� Down Payment (Special G/L)

� Foreign Currency

� Cancel/Reverse Document

Invoice Processing



� All required data on one screen,

� A user can use ³tabs´ to switch between sub-screens

Screen Tab

Enter company code

Document Entry ± Basic Data



DocumentSimulation

OR

Posting a document



� The parkeddocument

may be:

± Posted, ± Edited,

± Saved as

completed,

± Deleted.

Save the document

Edit your document

Processing of Parked Documents



Determinationof reqmts.

Sourcedetermination

Vendor

selection

POmonitoring

Goods

receipt

Invoiceverification

Paymentprocessing

Purchaserequisition

Quotation

1020

10

20

Purchaseorder

1020

Purchaseorder

Invoice

1

2

3

7

6

5 4

8

POprocessing

Procurement Cycle



Goto MIRO or MIR7 and MIR

The user must enter the following data:

� document date, purchase order number

� invoiced amount, terms of payment (if necessary)

The following items are copied from the purchase order:

� vendor, terms of payment, invoice items

The following items are transferred from the purchase order history:

� quantity, amount

� account determination.

The bank information is stored in the vendor master record.

A Vendor Invoice



InvoiceProcessing


Master Data

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting



point for process documentation.

They summarise what is involved in athe AP process at a high level

PeriodicProcessing




Outgoing Payments

Manual payments

Automatic Payment Run

� Reports

Payments / Disbursements



� This transaction is being used to post vendor outgoing payments

that have not been cleared by the automatic payment program,

� All data on one screen, no posting keys required.

Open items

Manual outgoing payment



Create Pay. Run &maintain

Parameters

ProposalList

Edit Proposal

Proposal

Approval

SchedulePayment

Print PaymentMedium

ScheduleProposal

AutomaticPayment Run

Post OutgoingPayment With

Printout

Checks /Transfer

Approval

Send transfersto Banks and/or

checks toVendors

N o

Invoices, CreditMemos,PaymentRequests

Yes

Automated Outgoing Pay.-Activity Flow



Invoices are paidInvoices areproposed for

payment

Open invoices areanalysed

Invoices or paymentrequests

areentered

Payments aremodified

Payments areapproved

Payment

documents

are printed

Automatic Payment Process



InvoiceProcessing


Master Data

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing





Accounts Balance

�Line Item display

Account Clearing

�Internal Post with Clearing

�Clearing with Customer

Account Analysis / R econciliation



� Account balance displays totals of transactions, per

month as well as cumulative values

� The report may be printed or saved as a local file

Display Account Balance



� ³Line items´ report displays particular transactions,

� It it possible to change the documents directly from this screen,


Display Account Line items



� Reversal of documents that have been cleared before is not possible,

� First the clearing operation must be reset and then you can reverse a

document.

Display of cleared items

Reversal of clearing

R eversal of Clearing



InvoiceProcessing


Master Data

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting





PeriodicProcessing





LIV invoice variances

�Invoice differences

�Blocked invoices

�Tolerances (not configured)

GR/IR Account Maintenance

Vendor Correspondence

�Standard Letters

�Balance Confirmation

Periodic Processing



InvoiceProcessing


Master Data

AccountsPayable


AccountAnalysis &

Reconciliation

Reporting





MonthEnd

Processing





Standard Reports

�Open Items List

�Cleared Items List� Account List

� Account Balance List

Customised Reports� Aged Open Items List

R eporting



Accounts Receivable



InvoiceProcessing

Master Data /Credit

Management

AccountsReceivable

CashReceipting /Payments

AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing

Accounts R eceivable Process Overview



Maintenance

� ChangeCreation 3 Levels

� General Data (name, address)

� Company Data (reconciliation acct, payment term)

� Sales Data (SO currency, incoterms)

� Block

� Delete

Account Groups

Intercompany

One-time customers

Master Data



Customer Master

� General data� Address

� Control data

� Marketing

� Export data

� Contact persons

� Company Code data� Account Management


� Correspondence

� Insurance

� Sales Area data� Sales

� Shipping

� Billing document

� Partner functions

Master Data: Structure



InvoiceProcessing

Master Data /Credit

Management

AccountsReceivable


AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing





Sundry

� Invoice

� Credit/Debit Notes

� Down Payment

SD Billing

Inter-company postings

Invoice Processing



� Terms of payment are arrangements made with a

Customer governing financial settlement with respect to

goods supplied and services performed, e.g. cash on

delivery, payment within 30 days.

� Within payment terms, cash discounts and periods

allowed for payment are defined.

Payment Terms



InvoiceProcessing

Master Data /Credit

Management

AccountsReceivable


AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing





Customer Payments

� Manual Checks

� Clear Customer Accounts

� Post processing transactions

Inter-company Payments

Cash R eceipting / Payments



InvoiceProcessing

Master Data /Credit

Management

AccountsReceivable


AccountAnalysis &

Reconciliation

Reporting



point for our process documentation.

They summarise what is involved in a

the AR process at a high level

PeriodicProcessing





Display Customer¶s account balance and line items

Clear outstanding items on Customer¶s

Post Customer¶s documents with clearing

Perform automatically clearing procedures

Reverse documents

Account Analysis / R econciliation



� Account balance displays totals of transactions, per

month as well as cumulative values


Display Account Balance



� ³Line items´ report displays particular transactions,

� It it possible to change the documents directly from this screen,


Display Account Line items



Open items are incomplete transactions, such as an

invoice for which goods or services have not yet been

received.

In order for an open item transaction to be considered

complete, the transaction must be cleared. Atransaction is considered cleared when an offset

value is posted to it, so that the resulting balance of

the items is zero.

Open Item Clearing



InvoiceProcessing

Master Data /Credit

Management

AccountsReceivable


AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing





Dunning

Period End Processing



Customer OpenItems

Customer Master Record

Dunning

Program

Print Dunning

Notices

Update

Update

Dunning - Process Overview



InvoiceProcessing

Master Data /Credit

Management

AccountsReceivable


AccountAnalysis &

Reconciliation

Reporting


PeriodicProcessing




SAP system offers number of reports that help analyzing entered business

transactions:

� Open Items List

� Cleared Items List

� Account List

� Account Balance List

Customised Reports

� Aged Open Items List

Report can be:

� Printed out directly to the printer,

� Saved as a local file (txt format, Excel file etc.)

� Sent by e-mail

R eporting



Bank Accounting



Bank Master Data

Check Processing

Bank statement

Cash Journal Master Data

Cash Journal Posting & Reports

Table of Contents



Bank Master Data



House bank

Bank Account in the SAP system

Account number

Account ID

Bank GL accounts - master data

Account ID

Bank Account number at the house bank

Bank Master Data - Bank Accounts



Bank account for House Bank

House banks for

company code 1000

Bank Master Data - an Example



Check Processing



Upon completion of this module, you will be able

to:

± Explain the procedure for depositing checks,

± Post the checks and clear the Customer Accounts,

± Run post processing transactions,

± Print Check Register,

± Change Check Information (renumber, change

assignment etc.),

± Void checks.

Manual Check Deposit - Objectives



PrintPrint

Preview

Overview

Printing and Overview



Cash Journal Master Data



Upon completion of this module, you will be able to:

± Describe Cash Journals for your company code,

± Explain types of documents used for postings cash journal documents,

± Describe how to create Business Transactions for Cash Journal.

Cash Journal - Master Data - Objectives



A cash journal for a

company code includes

the following data:

the 3 digit cash journal

identification and name,

the G/L accounts to which

you want to post the cash

journal accounting

transaction

the currency in which you

want to run the cash journal

the document types for

posting cash outflows and

inflows

Cash Journal001 - Gen. Serv.

Cash Account

110000

Cash Journal - Master Data (2)



CompanyCode1000

Cash Journal - Master Data

Cash Journal

Number Cash Journal Name

1 Petty Cash - CHQ

2 Petty Chash - Dhaka

3 Petty Cash- Pabna



Tran.no Type G/L acct Business transaction

1 E 440601 JANITORIAL LABOR

2 E 446002 COURIER & POSTAGE

3 E 446602 MAINTENANCE H/W & S/W

4 E 446603 COMPUTER SUPPLIES

5 E 450002 PRINTING &OFFICE SUPPLIES

6 E 450003 VISA &PASSPORT

7 E 450015 MEALS & ENTERTAINMENT

8 E 450016 LODGING EXPENSES

9 E 450017 AUTO EXPENSES

10 E 450018 OTHER TAXES

11 E 480002 PROMOTIONAL BROCH/GIFTS

12 E 480003 PARTIES AND FUNCTIONS

13 C 114351 REPLENISHMENTBY CHECK JPM

Cash Journal - Transactions



Posting & Reports



Upon completion of this module, you will be able to:

± Save & Post Cash Journal documents,

± Delete & Reverse Documents,

± Print Cash Report for a certain period of time

Postings & R eports - Objectives



Cash Journal

Document

Post or Save

Post Save

Print a

Document

FI DB

FI GL Account

Customer /

Vendor Sub

Ledger

Postings & R eports - Activity Flow



Fixed Assets



AA Overview

Chart of Depreciation

Asset Accounting as a Sub-ledger

Asset Class

Master Data

Create/Change Asset Master Record

Acquisitions

Settlement of an Asset Under Construction (AUC)

Retirement

Depreciation

Asset Accounting



Transfers

Period / Year End Closing

Reporting

Asset Accounting



Asset Accounting is a subsidiary ledger of Financial Accounting.The appropriate General Ledger accounts are updated each timeyou post.

Asset account Vendor

Assets Liabilities

General Ledger

1000 1000

1000 1000

Overview: Asset Accounting as a Sub-Ledger



Generalledger

accounts

Balancesheet

Assetclasses

Assetmaster

records

A L

Vehicles Fixtures andfittings

Buildings Assets under construction

Asset Class



Asset Classes Configured

110000 Land

120001 Building

130002 Plant and

Machinery

140003 Vehicles

150004 Asset under construction

Asset Classes



Assets under construction in this asset class are managed with the option

for final line item settlement to receiving assets or cost centers. As a result:

On the capitalized asset, you can then see the relationship between the

capitalized asset and original postings to the asset under construction - you

can accurately identify the origin of the postings.

AUC¶s can be settled to multiple final assets / asset classes

Assets under Construction with Line item settlement



Chart of accounts Chart of depreciation

Financial AccountingCompany Code

+

Data for Asset Accounting

Asset Accounting CompanyCode

==

Asset Accounting Company Code



Master Data



using a referenceusing asset class

taking over the default

values from the asset class

'copying' an

existing asset

Createasset

Creating the Asset Master R ecord



Asset Acquisitions



Asset Retirement



Assets can be retired:With RevenueWithout Revenue (scrapped)

R etirement



Depreciation



SAP supports the following direct types of depreciation:

Ordinary Depreciation: planned reduction in asset value

due to normal wear and tear.

Special Depreciation: depreciation that is solely based ontax regulations.

Unplanned Depreciation: depreciation resulting fromunusual circumstances, such as damage to the asset,that lead to a permanent reduction in its value.

Depreciation



Transfers



Assets can be transferred within a company code or acrosscompanies within the Group

Transf ers



Asset transfers can be one of the following scenarios:

1. Transfer within same Company CodeEg. From one asset class to another

2. Inter-company transfers between companies in SAPEg. From one company to another

1

2

Transfer within Company Code (ABUMN)

N)1Intercompnay Transfer (ABT

Asset Transf ers



Period End Closing



Thank YouThank You