sample key-user-guide-to-sap-fi

Process note

1.Vendor Master Creation

2.Customer Creation

3.Defining the Exchange rate

4.Opening and closing posting periods

5.Info record maintaing

6. Master Data Upload through LSMW(Legacy system migration workbench)

7.House bank configuration

8. General Ledger A/C creation

9.Cost centre creation

10.Profit centre creation

11.Investment order creation

12.Budget allocation

13. Cash journal defining

14. Change in condition records

15. Defining Margin and tax as per vendor and Merchandising category

1.Vendor Master Creation-

The vendor master record contains all the information a company needs for its business

relationships with vendors. This data controls the posting transaction as well as the

processing of posting data. Both the accounting and purchasing departments use the

master record for this purpose. Vendor master records are centrally stored in the system.

This ensures that data is always consistent, up-to-date and without duplication.

In SAP we have to define every vendor related to its Account group(variant to define a

vendor).For that we use the external No.range. (user assigns the No.)

Vendors with their relevant A/C group-

Vendor Account Group Description

Vendor Account Group

CoCode

Trade Domestic Vendors ZVTD

Non-trade Domestic Vendors ZVNT

Trade Import Vendors ZVTI

Non-trade Import Vendors ZVNI

CAPEX Domestic Vendors ZVCD

CAPEX Import Vendors ZVCI

Service Vendors ZVSE

Rental Vendors ZVRE

Trade - Group Companies ZVGT

Non Trade - Group Companies ZVGN

Employee Vendors ZVEM

T.code-FK01

First screen after entering T.code is-

1.vendor no.

2.Company code

3.Purchasing Organisation

4.Account Group and press enter

After entering the following parameters we need to fill the entire details of the

vendor like Name,Address,Search term,Postal code,city,Region,Contact no.,Email

id,Etc. on the following screen

Press enter and following screen will appear-

Vat no.,Service tax no.,PAN no.

Press enter and following screen will appear on which Reconciliation A/C no.Field

is Mendatory.

Reconciliation A/C no.

On the following screen Payment transaction details are filled.Payment term and

Payment method fields are mendatory.

1.Payment Terms

2.Payment Methods

In the following screen Correspondence related information is filled.No field is

mendatory here.

On the following screen Information related to withholding tax is filled like

withholding tax type,W/H tax code, and liable for tax.

Save the screen.

This is how the vendor is created In SAP.

1.order currency

Customer creation-

T.code-FD01

1.Account group-Institutional

2.New customer A/C no.

3.Company code-1000

4.Sales organization-1000

5.D.Channel-01 or 03

6.Division-01

After maintaining all the parameters following screen will appear.

In address field we need to fill the

entire details related to customer

like Name,Address,Country,Region,

Postal code,PO box,Telephone

no.,Email id,Etc.

Now we have to fill the control data related to customer

Press control data Tab

If the customer is also a

vendor,we need to fill this

field with the respective

vendor code

After entering the control data payment transaction field is to be filled on the

following screen like bank details of the customer and name of account holder.

After entering all the parameters we have to go to the sales area data.

Select Sales area data

After selecting the sales area tab following screen will appear

Currency-INR

Cust.pricing procedure-1(standard)

Select the shipping tab and maintain the following parameters.

Select shipping tab

1.Delivery priority-0

2Shipping conditions-01

3.Delivering site-Store code

Select the Billing Document Tab and maintain the following parameters-

1.Incoterm-CIF

2.Terms of payment-Varies from

customer to customer

Taxes-Select tax category from the

menu,Country and Press enter

Select Billing Document Tab

Select the Parter function field and press enter.following screen will appear-

Now save the customer and one message will display like customer created with

Customer code #########

Select Partner Functions

tab

Select Partner function field

and it should be always

SP,BP,PY,Sh

Define new exchange rate-

We have to define the exchange rate in SAP for the particular month on 1st of

every month.This we have to define on production client which is 300 in our

company.

T.code-OB08

Menu path-SPRO in easy access command field →SAP reference IMG or F5 →SAP

netweaver →General Settings →Currencies →Enter Exchange Rates

Enter SPRO

Following Screen will appear-

SAP Reference IMG

Following screen will appear on which we have to follow the particular path

Enter Exchange rates

Following screen will appear-

Press Position Tab or Shift+F7



1.Exch.Rate Type-M

2.From Currency-USD/GBP/HKD

3.To currency-INR

1.Select the top most row

2.Select Copy TAB


This exchange rate we have to define for 3 Currencies-

GBP-INR

USD-INR

HKD-INR

1.Enter effective change exchange

Date.

2.Enter the new effective exchange

rate.

3.Save

Opening and closing Posting periods-

On the first day of every month we need to open the Period First because without

opening the period system will not accept any entry for the same month.

On the easy Access Screen Press SPRO in Command Field and Press Enter

Enter SPRO and Press enter

Following screen Will appear-

Select SAP Ref. IMG or Press F5


Menu Path-Financial accounting(New)→Financial Accounting Global

Settings→Ledgers→Fiscal years and Posting Periods→Posting Periods→Open and

Close Posting Periods

Select the ICON

Example-Like if we want to open the posting period for the month of September

only in 2010 then we have to change the period for each account type Like the

Following screen.6 stands for September’s posting periods. In FROM field we have

to enter the period by which we want to enter the transactions and in TO field we

have to enter the current month’s period.

After Making all changes we have to save the screen.

Info Record Maintaining-

For Margin Uploading:-

T.code-

Create-MEK1

To create condition records-

T.code-MEK1

Following screen will appear in which we have to specify condition type which is

ZDC1

Condition type-

ZDC1

On the following screen select vendor if vendor is providing material for one

particular Co.

If vendor is selected than following screen will appear.

Select P.Org.-1000

In that we have to enter purchase Organization which is 1000 or 3000.

Details of Vendor and Amount(Basic amount) will be provided by the respective

brand dept.In bracket Valid From we have to enter the date on which margin is

uploaded.Press enter and Save.

To make changes in MRP-

MRP Uploading is done by respective brand dept.

To make any changes following procedure have to be followed.

T.code-MEK2

Condition type-DMRP

DMRP

After pressing enter following screen will appear in which we have to select

Article Info Record.

We nave to enter following parameters.

Vendor,Article,Purc.organization as shown in the below screen

In the following screen we have to change the margin in amount column.and will

have to mail the particular brand dept.for their approval.

Process Note For Tax Uploading

T.code-FV11

JIPS for local vendor

We have to select site/vendor/mdse cat as shown below.

On the following screen we have to specify site, vendor code, mdse cat., amount

which will be provided by Brand Dept. and in Valid From field we have to enter

the date on the tax is uploaded.

Save the Document

Uploading of ZVAT

T.code-MEK1

Mention ZVAT in condition type.Press enter and following screen will appear.

ZVAT

Select Mdse cat/vendor/site.

Press enter

Following screen will appear on which we have to maintain the following

parameters

The following details will be provided by the Brand Dept.like Merchandise

Categogy,Vendor & Site. in Valid From field we have to enter the date on the tax

is uploaded.Than Save

For CST billing Tax Upload

T.code-FV11

Mention condition type as JIPC

JIPC

On the following screen Select site/vendor/mdse cat.from the following options

We have to maintain the same parametes like we maintained for ZVAT condition

type

Select save.

For ZCST-T.code-MEK1

Enter ZCST in condition type.

ZCST

Press Enter.Following screen will appear

Select & Save.

Master data upload through LSMW(legacy system Migration workbench)

We have to maintain the net price and input tax-M1 in the system for that we use

the LSMW tool to enter data in a lot.

Procedure for LSMW

Process for LSMW for creating Info Record for Consignment Article

TCode: LSMW

Go to LSMW enter the following Inputs.

Project Name : ZME11_NEW

Subproject : ME11

Object : ME11

Then Click on Execute button

In Next Screen Select on Specify File Radio Button. Then Click on Execute

Select

Specify

Files

Click on

Execute

Click on the Path shown in next screen then Click on Change/Display button

Then double click on the Path, and then in next screen please specify the path of

the format file that you have created for uploading the Info Records.

First Click on this

path.

Click here and then

double click on the

path to change the

path

Please specify the path of the file

which you have create for uploading

the Info record

Specify the name of the

file here with extension

like filename.txt Delimiter should be

Tabulator

Then click here

In the above screen you have to specify the path of the file which you have

created for uploading the Info record for consignment articles and in Name field

enter the file name with the extension like <filename>.txt, then in delimiter

section please select Tabulator and then click on tick button. After that you will be

on the earlier screen of LSM workbench Specify Files (Change)

Here click on save button then click on back button this will get you to the LSM

workbench screen. In this screen Assign files radio button will automatically

selected you just have to click on Execute. In the next screen just click

Change/Display Button then click on save and then back button. Now the next

radio button of Read Data will automatically selected. Click on Execute.

This will get you to the next screen of Import data here just click on execute. This

will get you to the screen with the number of articles read from the file that you

are uploading.

Click on save then Click

on Back Button

Click on back button

Then Click on Back button and on the next screen again click on back button this

will get back to the initial screen of the LSM Workbench. Now the next radio

button of Display Read Data will be selected automatically.

Now, here click on execute. In the next Screen click on tick button.

In next window just click on Back Button

When you clicked on Back button it will again get you to the Initial screen of LSM

Workbench here you will find that next radio button of Convert data is

automatically selected then click on Execute button. In next screen of LSM

Workbench; Convert data again click on Execute button.

Click here

Click here

In next screen click on back button then again click on back button.


Workbench here you will find that next radio button of Display Converted Data is

automatically selected here click on Execute button. In next window just click on

tick button.

Click here

Click here

In Next Screen Click on back button


Workbench here you will find that next radio button of Create Batch Input is

automatically selected here click on Execute button.

In next screen please click on execute button. This will throw a dialog box of batch

created just click on tick button.

When you clicked on Tick button it will again get you to the Initial screen of LSM

Workbench here you will find that next radio button of Run Batch Input session is

automatically selected here click on Execute button.

Click here

Click here

In Next Screen Select the latest session from the list and click on process button.

When you click on Process button then one window of Process Session ME11 will

appear on the screen. Deselect the “Dynpro standard size” and select “Extended

log” and “Expert Mode” and you can the select one of the option of Foreground

processing and Background processing then click on Process Button. This will start

uploading the Info record.

Step 1. Select Latest

Session from here

Step 2. Click on Process

Deselect this option

Select extended log and

Expert mode

Click on Process to start

uploading the Info

records.

House Bank Configuration-

Whenever we open a A/C in new bank for that first we have to define the

house bank in Development server which is 110 in our organization.

T.code-FI12

Menu path-first click on command field and press SPRO.

Following screen would appear.

Click on SAP Reference IMG Tab

Following screen will appear on which follow the given path-

Menu path-Financial accounting (new)→Bank Accounting→Bank

Accounts→Define house bank

Click on symbol


Insert 1000 and

press enter

1.Select row

2.Select Copy


1.Insert House Bank No.and

Press Save option

Create


1.Enter the Bank Details

2.Select


Select bank account

Insert Bank A/C no.

G/L A/c no.which we have

to create Before Inserting

this Through FS00

Save

After Pressing Save Option we should Check that every field is filled or

not.Account ID is always 01.

This entire procedure should be done on Client 110 and than it should be

transported To testing Server and After doing testing several times by user it

should be transported to Client 300.For that particular UAT(user acceptance Test)

has to be signed and submit it to IT Deptt.

General Ledger A/C creation-

T.code-FS00

On the Following screen we have to maintain the particular parameters.

1.New G/L a/c no. And Co.Code

5.Select control data

2.select account group

4.Give short and Long Text

3.Select check box


1.INR

2.Select Both the Check boxes

3.Select Create/Bank/Interest


After saving the following screen One message would be displayed like-

G/L account created with No.######

1.This is the mandatory field so

we have to select it as G001

2.Select Check box

3.Save

Cost Centre Creation-

Definition-Cost Center in SAP is an organisational unit within a company that is used to track where costs occurred within the Organisation or it is divisions that add to the cost of the organization, but only indirectly add to the profit of the company. In our Organisation Cost centre is Our stores as well as the HO.

KS01-Creation of cost centre

KS02-Changes in cost centre

KS03-Display in cost centre

Menu-Accounting→Controlling→Cost centre accounting→Master Data→Cost centre→Individual Processing→KS01-Create

Press enter

On the following screen particular parameters have to be maintained.

Press Enter

Cost centre no.to be Created

Date from which cost centre is

to be affected to 9999

On the Following screen enter the following parameters

1.Enter the name and description

of cost centre

2.Name of the respective brand

3.Cost centre category should be

‘H’

4.Hierarchy should be brand only

and co.code should be 1000

5.Currency should be INR and In

Profit centre field it should be

linked with particular Profit Centre

which is the same as cost centre

no.in our company 6.Select Control Tab

On the following screen select the particular check boxes

After entering all this save the screen.

Process note For Profit Centre Creation-

Profit centre is first created On development Client which is 110 In our respective

organization.Than the request is transported to Testing Client which is 130.There

it is tested Severally by User and if the user find that it is proper than it is Created

on Production client which is 300.

KE51-To create Profit Centre

KE52-To change Profit Centre

KE53-To display Profit Centre

Menu Path-Accounting→Financial Accounting→General Ledger→Master

Records→Profit Centre→Individual Processing→ KE51 Create

On the following Screen In Controlling area fill PR00

Press Enter

On the Following screen Fill the Profit centre which we want to create like we are

creating 1751.Press enter

On the following screen maintain the particular parameters.

1.Analysis period should always be from

January to December,starting from the

current year till 9999.

2.Name and long text for particular Profit

centre.

3.Person Res.should be the Brand Itself

4.Pr.Ctr group is also according to Brand

Press Enter

5.Select Company code

On the Following Screen maintain the particular parameters.

Save the following screen.

1.Select the check box against

co.code

2.Press Basic Data tab

Investment order creation-

T.code-KO01

Enter PR10

Following screen will appear on which we need to maintain the following

parameters-

2.Select Investment

Profit centre-Store code

1.Select

1000

3.Control Data

On the following screen maintain the currency and select statistical order and

commitment update check box

Save

After maintain all the parameters system will generate a Order no.

Currency-INR

Order Category-1

Statistical order

Commitment profile

Budget Allocation-

T.code-KO22

Mention the internal order

No.and press enter

On the following screen we have to maintain the amount which we want to

allocate to particular order.

Save the screen and Budget would be allocated.

Amount to be allocated to

Order

Define Cash Journal-

Whenever In planet any new stores comes for that we have to create new cash

journal. We need to create this first on Development and transport it to Testing

client. After testing it several times we should transport it to production server.

Path->SPRO-Sap Reference IMG-Financial accounting(New)-Bank accounting-

Business transactions-Cash Journal-Set up cash journal

Set up cash journal

On the following screen we need to maintain the following parameters

New entries

Following screen will appear on which we need to maintain the following

parameters-

Save the screen and Transport the Request from 110(Development) to 130

(testing) and test the cash journal both payment and receipt and generate the

document no.After testing we have to Give the Duly signed UAT(user Acceptance

Test Form) to IT department with request no.they will Transport it to Production.

1.Co.code-1000

2.Cash journal no-(Store No.)

3.G/L a/c No.-241501

4.Cur-INR

5.DT gl a/c-SX

sample key-user-guide-to-sap-fi

Economy & Finance