step by step sap gl user manual

General Ledger

Zee Entertainment Enterprises Ltd & Zee News LimitedDoc. No.:-

Version No. :-Date of issue :-

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Table of Contents for General Ledger

1. General scope 2

2. Posting 3

3. Document 4

4. Account 7

5. Master Records 8

6. Statistical Key Figures 9

7. Periodic Processing 10

8. Corrections 11

9. Reporting 12

10. Information System 13

11. Environment 14

Prepared by : Allwyn Tauro, Johnson T F & Venkateswarlu KApproved by : Mehul Shah, Dinesh Garg & Sivananda L

Classification: For Internal Use Only

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1. Scope of General Ledger1.1. Purpose

The central task of G/L accounting is to provide a comprehensive picture for external accounting and accounts. Recording all business transactions (primary postings as well as settlements from internal accounting) in a software system that is fully integrated with all the other operational areas of a company ensures that the accounting data is always complete and accurate.

Genera

1.2. FeaturesThe SAP FI General Ledger has the following features: Free choice of level: corporate group or company Automatic and simultaneous posting of all sub-ledger items

in the appropriate general ledger accounts (reconciliation accounts)

Simultaneous updating of general ledger and cost accounting areas



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Real-time evaluation of and reporting on current accounting data, in the form of account displays, financial statements with different financial statement versions and additional analyses.Essentially, the general ledger serves as a complete record of all business transactions. It is the centralized, up-to-date reference for the rendering of accounts. Actual individual transactions can be checked at any time in realtime processing by displaying the original documents, line items, and transaction figures at various levels such as: Account information Journals Totals/transaction figures Balance sheet/profit and loss evaluations

1.3. Scope & Objectives To capture the financial data in the system. To Record all types of accounting entries. To create a better control on Accounts & Finance. To make an error free atmosphere through consolidated

account. To prepare all types of reports as and when required by the

management. To enable end-users friendly with each and every screen of

the system. To create integrated, live, centralized data, reports & useful

information available at every center.



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1. Master Records

1.4. G/ L AccountsDefinitionG/L account master records contain the data that is always needed by the general ledger to determine the account's function. The G/L account master records control the posting of accounting transactions to G/L accounts and the processing of the posting data.UseBefore you can make postings to a G/L account, you have to create a master record in the system for the account.StructureG/L account master records are divided into two areas so that company codes with the same chart of accounts can use the same G/L accounts.

1.5. Master Records -Individual Processing Centrally (T.Code= FS00)

Centrally created data is updated to the Chart of Accounts and the Company code area and can be extended to Controlling area.

Chart of accounts area (T.Code= FSP0)The chart of accounts area contains the data that is valid for all company codes, such as the account number. For ZEEL/ZNL Common Chart of Account -1000 has been created, while for ZEEL, ZNL, DISH TV & WWIL the Group Chart of Account –ESEL has been created in the system.

Company code specific area (T.Code =FSS0)The company code specific area contains data that may vary from one company code to another, such as the currency in which the account may be posted.

It is always advisable to create the General Ledgers Centrally.



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1.6. Master Record -Creation

1.6.1. To Create General Ledger Master Record the transaction path is by:

Via Menu Accounting Financial Accounting General Ledger Master Records G/L Accounts Individual Processing Centrally

By Transacn Code

FS00

1.6.2.On the screen Settings click on Hierarchy displayThis will display the accounts in navigation tree of the Account Groups created in a Alphabetical format. This helps in knowing the last G/L Account number generated for that group.

Account Groups have been created for Balance Sheet and Profit & Loss A/c and error message will be prompted if any G/L account No. specified does not fit in the Account Group Range.



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1.6.3.Standard icons used in SAP

1. Find

2. Create

3. Display

4. Change

5. Copy

6. Block

7. Set for deletion

8. Change Company code

9. Update

10. Print view



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1.6.4.Edit G/L Account Centrally fill the fields as per table below

Click on option Create icon and the following Screen will be displayed



Specify the G/ L Account No. & Company Code

Select Account Group for which the G/L Account is to be created

Choose between P&L statement acct and Balance

Sheet Account

Specify a G/L Acct Short Text (Width -20 char) & Long Text (Width -50 char)

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1.6.5.Press Control Data tab and fill the fields on the screen display below as per table below

Fields Description R/OAccount Currency

INR or as applicable to the company code R

Only Balance in Local Currency

This is required to be filled in Balance Sheet Accounts where we do not want to update the account with any other currency.

O



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Tax Category Accounts which are relevant to tax are assigned with tax category. * is assigned for all type of taxes and Account also can be created for input tax or output tax only. Select from the drill down option.

O

Posting Without Tax allowed

If posting without tax is to be allowed then tick it O

Reconciliation Account for Account Type

This field is required to be populated only when account to be opened is a reconciliation account for Vendors - K, Receivables - D or Assets – A. Select the required indicator.

O

Line Item display

Select. Where line item display is not required do not tick it as its required in Reconciliation accounts

R

Sort Key As applicable , drill down available O



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Press create/ bank/ interest tab and fill the fields as per table below

Fields Description R/OField Status Group

As applicable. Drill down available. It determines the screen layout for document entry.Following Field Status Group will be populated for selection purposeGeneralReceivables/payables clearingAsset accts (w/o accumulated depreciation)Revenue accountsExpense AccountsMaterial consumption accountsBank accounts (obligatory value date)General (with text, assignment)Material accounts

R



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General (obligatory text)Asset Retirement Accounts

Post automatically only

It is required to be selected when transaction in the account are generated automatically. Like Tax Accounts, Inventory Accounts etc.

O

Relevant to Cash Flow

It is required to be selected only in the case of Cash and Bank Accounts.

O

House Bank Populate it when Bank is opened as House Bank Also.

O

Account ID Populate it when Bank is opened as House Bank Also.

O

Press save icon and system will give message that “Data Saved”.

Note : (i) On the first screen itself : Edit Financial Statement version and Edit Cost Element tab are available. These can also be updated simultaneously.

(ii) GL Master can be created by with reference also. In that case press with reference tab and give the GL account no and company code and all the fields of reference account number will get filled and change the necessary fields for new master and press save icon.



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2. Master Record – ChangeTo Change General Ledger Master Record access transaction by


By Transaction Code

FS00

On the screen Edit G/L Account Centrally either select from the list appearing in the left had side or manually enter the GL account number to be changed and company code as shown in the screen displayed

below. Click Change icon all the fields will become white and scroll through all the screens like control data, create/bank/interest and make the changes required and press save icon and system will give message that “Data saved”.



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3. Master Record – Display

1.7. To display General Ledger Master Record access transaction by :-


By Transaction Code

FS00

1.8. On the screen Edit G/L Account Centrally fill GL account

number to be displayed and company code. Press display tab and by pressing Control data, Create/bank/interest tab all the master data fields can be viewed.



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4. Master Records -Collective Processing

This method can be used for changing many objects created can be changed simultaneously in mass maintenance. When you save your changes, the system checks them for consistency. They then take immediate effect for all objects chosen. You should use this function is you want to make systematic changes to multiple G/L account master records, such as changing the P&L statement account type of multiple P&L accounts. With collective processing, you can change the master records of existing G/L accounts. Note :- You cannot create G/L accounts, you can only change the ones already created.

Via Menu Accounting Financial Accounting General Ledger Master Records G/L Accounts Collective Processing

By Transaction Code

OB_GLACC11 - Chart of Accounts DataWith this function, you can change the master data in the chart of accounts area of multiple G/L accounts.OB_GLACC12 - Company Code DataWith this function, you can change the master data in the company code specific area of multiple G/L accountsOB_GLACC13 – DescriptionsWith this function, you can change the account names of multiple G/L accounts, which can even be in different charts of accounts

First Select the Range of G/L Accounts to be changed –



Click Execute

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After making the necessary changes to the Short & long Text click on

Save .



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5. Master Records -Display Changes

1.9. To display change made General Ledger Master Records access transaction by

Via Menu Accounting Financial Accounting General Ledger Master Records G/L Accounts Display Changes Centrally

By Transaction Code

FS04

1.10. On the Central G/L Account Changes: Initial screen write the account number and company code in which changes are to be viewed and from change date, changed by and time fields can also be filled optionally to restrict the changes to be displayed as shown in screen displayed below:



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1.11. Press ENTER or green tick the following screen will be displayed.

1.11.1. Press the tab and all the changes made in the GL Master will be displayed



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1.11.2. Select any field by clicking the cursor on it and press tab or F2. User name and time etc. by whom the changes are made will be displayed.



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6. General Ledger – Document Entry (Posting)

1.12. To do General Ledger (Journal Vouchers) entries access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Posting Enter GL Account Document

By Transaction Code

FB50

1.13. On the screen enter G/L account document enter the fields as per table below:



We can change the Currency from default INR to the Document entry currency, Local currency amount in INR picked up automatically from rates maintained

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Fields Description R/ODoc. Date Date of the document which is to entered in the

systemR

Posting Date

Date on which Document is to be posed in the Books

R

Reference Reference of document i.e. bill No./ Invoice No., Expense reference etc. Which you want to track in future but its always better to do the same in line item fields because header text will not reflect in report auto mode.

O

GL Account GL Account no. to be debited and credited (drill down available)

R

D/C Debit or credit as the case R

Amount Amount RAssignment Expense Reference text like Invoice Number,

Telephone, Cheque Number etc O

Text Narration in both the line items. O

Cost Center

In the case of Expenditure Heads debited as applicable (Drill down)

R

Profit Center

As and when you entered Cost Center, it’s automatically pick respective Profit Center as per the case because every Cost Center assigned to one Profit Centre. You can also manual fill the Profit Center Field as Drill Down available. System will not allow wrong assignment of profit Center so it’s better to fill only correct Cost Center, other cost object system will automatically pick.

R

Business Area

As and when you entered Cost Center, it’s automatically pick respective Business Area as per the case because every Cost Center attached with One Business Area. You can also manual fill the Business Area Field as Drill Down available. System will not allow wrong assignment of Business Area so it’s better to fill only correct Cost Center, other cost object system will automatically pick.

R

If the entry is pending a Red dot appears in the first column –Status

else a Green tick is displayed Note :



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i. If there more rows in a document rows can be inserted by tab.

ii. If a row is to be deleted press tab.

iii. If a row is to be copied select the row and press the tab.

iv. To sort the Line Items use the tabsv. To view the details of the line item select the line item and press

the tab.

vi. To Change the company codes press tab and we can change the company codes for document posting purpose before the start of document entry.

1.14. For Verifying/ Checking the entry is complete in all respects

Press the simulate tab and it will show the General entry to be passed as displayed in the screen below and verify at this point that whether the GL entry to be passed is correct or not.

After verifying the document to be posted, press post/save icon and system will give message that “Document------------was posted in company code ------). Alternatively the document can be kept on hold by Park option and which will be affected to the G/L only when it is posted.



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7. General Ledger – Document Entry (General Posting)

1.15. Another method to do General Ledger (Journal Vouchers) entries/ Vendor Invoices/ Customer Invoices etc. is by:

Via Menu Accounting Financial Accounting General Ledger Posting General Posting

By Transaction Code

F-02



Sample list of Document Types that can be selected is given below:-Doc. Type

Doc. Description Doc. Type

Doc. Description

DA Customer Document KA Vendor DocumentDG Customer Credit Memo KG Vendor Credit MemoDR Customer Invoice KN Net VendorsDZ Customer Payment KP Account MaintenanceHR HR Payroll Posting KR Vendor InvoiceSA G/L Account Document

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1.16. In the next screen fill in the relevant details for amounts, tax details, narration etc.

Fields Description R/OAmount Amount RTax Code Select the relevant Tax Code, if applicable, from the

drop down list Eg:-S1 for Service TaxO

Calculate Tax

The check box should always be ticked where Tax calculations are applicable.

O

Business Place

Business Place to be selected for the TAN area from where the e-TDS is going to be filed.

R

Business Area

Common business area “1000” has been defined for ZEEL/ZNL

R

Cost All expense entries require a Cost Centre to be R



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Center mentioned to which the costs will be accountedWBS Element

Select the appropriate WBS element fr booking Project Costs pertaining to Commissioned Programmes, events, movies etc.

O

Assignment Expense Reference text like Invoice Number, Telephone, Cheque Number etc

O

Text Narration in both the line items. O

Cost Center


R

Profit Center

As and when you entered Cost Center, it’s automatically pick respective Profit Center as per the case because every Cost Center assigned to one Profit Centre. You can also manual fill the Profit Center Field as Drill Down available. System will not allow wrong assignment of profit Center so it’s better to fill only correct Cost Center, other cost object system will automatically pick.

R

Business Area

As and when you entered Cost Center, it’s automatically pick respective Business Area as per the case because every Cost Center attached with One Business Area. You can also manual fill the Business Area Field as Drill Down available. System will not allow wrong assignment of Business Area so it’s better to fill only correct Cost Center, other cost object system will automatically pick.

R



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1.17. Similarly the details for the next line need to be entered; multiple line entry is possible in the same documents. Verify the entry by clicking on Documents Simulate



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Verify the Contents of the Document and click on Save option, the document will be saved and message appears at the left-hand side bottom

of the screen



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8. Document Entry- Parked DocumentIn SAP we have the facility of parking a document. In this facility document number is created but it is not posted in the accounts. However, parked documents effect can be viewed in the accounts. In the case of parked documents incomplete documents even a single line item can be entered. In the case of incomplete document, before posting these have to be completed first. Parked documents have to be posted later or unless deleted. In the case of parked document even amount can be changed or deleted along with the other fields unlike normal posted documents where only text and assignment fields can be changed.

Parked documents can be completed, checked, and then posted at a later date - if necessary by a different accounting clerk.

You can park data relating to customer, vendor, G/L, and asset accounts. There is an additional fast entry function for G/L accounts. For assets, you can only enter acquisitions. In addition, you can park tax information and special G/L indicators, although you cannot park special G/L indicators for bills of exchange and down payments.

1.18. To park GL Document

Via Menu Accounting Financial Accounting General Ledger Posting Edit or Park GL Document

By Transaction Code

FV50

1.19. On the screen enter G/L account document enter the fields as per table below:-



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Fields Description R/ODoc. Date Date of the document which is to entered in the

systemR

Reference Reference of document ie bill etc. O

GL Account GL Account no. to be debited and credited (drill down available)

R

D/C S -Debit or H -Credit as the case R

Amount Amount RText Narration in both the line items. O

Cost Center


O



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1.20. Press save icon and system will give message that Document ------- was parked in company code----.

Note : In the Case of Parked Documents even single line items can be posted. In the case of Authorization scenario where all the documents are required to be parked first and then posted by some other person in that case it is recommended to use

tab for parking the document. By using this tab, for parking a document, system will ensure that document to be parked is complete in all respect i.e. all the required fields are populated.



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9. Account Assignment ModelA reference/ template for document entry that provides default values for posting business transactions. An account assignment model can contain any number of G/L account items and can be changed or supplemented at any time. In contrast to sample documents, the G/L account items for account assignment models may be incomplete.

1.21. To create Account assignment model:

Via Menu Accounting Financial Accounting General Ledger Posting Reference documents Account Assignment Model

Transaction Code

FKMT



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Fields DescriptionAcct assignment model Give Name here for identificationCurrency INR

Company Code As Applicable

Sample text If you want to provide an explanatory text for the account assignment model

Calculate tax Put a tick n the Check box if Taxes are to be calculated automatically during posting.

1.22. In the entry screen select the Post Key (PK) as 40 –Debit entry & 50 –Credit entry and Company Code (CoCd) -1000 alongwith the G/L accounts and Cost Centres like shown below:



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Click on Save button and the following message appears.

. The template can only be used for G/L accounts. Using Posting option F-02 - General Posting, we can enter the Document date & Reference and select the Acct model through the

button.



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10. Document –ChangeIn the case of posted documents only text and assignment fields can be changed.

1.23. To change document access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Document Change

By Transaction Code

FB02

1.24. On the screen change document: initial screen enter G/L document number to be changed, company code and fiscal year as displayed in screen below. Alternatively the Document No. can also be searched from the Document list.

1.25. Press ENTER or Green tick and the following screen Change Document: Data Entry view will be displayed :



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1.26. Double click on the line item and make the changes required in assignment field and text fields as displayed below (only field available for entry will be displayed in white and the rest are in blue depicting that they cannot be changed)



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1.27. Press save icon and system will give message that “Changes have been saved”.

Note : In the Posted Document only Assignment and Text Field can be changed marked in red. NO other Field Can be changed in the Posted Documents.



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11. Document -Change Line item

1.28. We can also specify the exact Line item (Rows) of the document to be changed; it displays a single row for changing.

Via Menu Accounting Financial Accounting General Ledger Document Change line items

By Transaction Code

FB09

1.29. On the screen change document: initial screen enter G/L document number to be changed, company code, fiscal year and in the Item Number Mention the Line item Row number as displayed in screen below. Alternatively the Document No. can also be searched from the Document list.

Make the necessary changes and Press save icon and system will give message that “Changes have been saved”.



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12. Document -Display

1.30. To Display document access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Document Display

By Transaction Code

FB03

1.31. On the screen Display document: initial screen enter G/L document number to be displayed, company code and fiscal year as displayed in screen below :-

Press enter or green tick and the Display Document Document Entry View will be displayed.



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1.32. By double clicking on the line item line item can be displayed as displayed in the screen below :-



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Note : i. If Text or Assignment is required to be changed, it can be changed by pressing the icon.ii. By pressing the header tab, document header can be displayed which will also display along with other entries, entry date, entered by, time of entry, parked by etc.iii. By selecting the display another document tab, we can switch to another document.

iv. By pressing the tab line items can be switched over.



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The Scanned Documents such as Invoice, Delivery Challans etc. can be attached to the Document through FB-03 option.The document first needs to be converted into a PDF format and then click

on appearing on the left hand top corner, next to “Display Document: Data Entry View”, the following mini screen will appear -

Click on the attachment list icon and the following screen will appear –

Click on Create New icon “Create Attachment”, browse/ search for the file and attach the file, a message will be displayed at the bottom

right hand corner .



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13. Document- Display Changes

1.33. To Display document access transaction by:

Via Menu Accounting Financial Accounting General Ledger Document Display Changes

By Transaction Code

FB04

1.34. On the screen “Document Changes: Initial Screen” write company code, document number, fiscal year as displayed in the screen below. Write the changed by to view the changes made by particular person and from change date to further restrict the changes.

1.35. Press ENTER or green tick and the Document Changes: Changed Fields screen will be displayed.



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1.36. Press ALL CHANGES tab and changes made will be displayed as displayed below :-

1.37. Select the line item by clicking once on it and press or f2, date, Details of changes like Time of Change and changed by etc. will be displayed.



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14. Parked Document – Post/Delete

1.38. To post parked documents access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Document Parked Documents Post/Delete

By Transaction Code

FBV0

1.39. On Post parked document: initial screen write company code, parked document number to be posted and fiscal year as displayed in the screen below. By pressing document list all the parked documents list can be obtained.



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1.40. Press enter by mentioning the Document No. and double click the highlighted Document No. for going into Edit Parked GL document screen will be displayed as displayed below :-



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1.41. Press save/post icon and the system will give message that document was posted in company code.



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Note: Here parked document can be deleted also. To delete parked document instead of pressing post/save icon from Document drill down and select Delete parked document tab and system will ask for confirmation and document will be deleted.

Only parked documents can be deleted.

Posted documents cannot be deleted these can be changed only.



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15. Parked Document – ChangeYou can change a parked document and complete it step by step. A large number of header and item fields can be changed during this process, including the amounts.You can make changes to: Individual documents. Individual items. Several documents simultaneously using a list. Other values via the line items

1.42. To change parked documents access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Document Parked Documents Change

By Transaction Code

FBV2

On Change parked document: initial screen write company code, parked document number to be change and fiscal year as displayed in the screen below. By pressing list tab all the parked documents list can be obtained.

Press enter or green tick and the following screen will be displayed:



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1.43. Change the required fields as per requirement. Here even Account Number and amount etc. can also be changed unlike the normal posted documents where only assignment field and text field can be changed.



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1.44. Press Save/Post icon and system will give message that Preliminary posted document-----------was changed.



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16. Parked Document – Display

1.45. To display parked documents access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Document Parked Documents Display

By Transaction Code

FBV3

1.46. On Display Parked document: initial screen write company code, document number to be displayed and fiscal year as displayed in the screen below. By pressing list tab all the parked documents list can be obtained.

1.47. Press ENTER and the following screen will be displayed :-



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1.48. By double clicking on the line item line item data can be viewed.



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17. Parked Document – Display Changes

1.49. To display changes made in parked documents procedure is same as explained in Document display changes.

To access transaction:-

Via Menu Accounting Financial Accounting General Ledger Document Parked Documents Display Changes

By Transaction Code

FBV5

1.50. On the screen “Parked Document Changes: Initial Screen” write company code, document number, fiscal year as displayed in the screen below. Write the changed by to view the changes made by particular person and from change date to further restrict the changes.



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1.51. Press ENTER or green tick and the Document Changes: Changed Fields screen will be displayed.

1.52. Press ALL CHANGES tab and changes made will be displayed as displayed below:-

1.53. Select the line item by clicking once on it and press or f2, date, Details of changes like Time of Change and changed by etc. will be displayed:-



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18. Document –Recurring Document

Recurring Entries are entries, which are to be posted regularly in the system. In such cases we can create the entries once and periodically runs can be executed to post the entries. This process is comparable to the standing order you give to your bank to deduct your rent, premium payments, or loan repayments. The following data never changes in recurring entries: Posting key Account Amounts

1.54. To create Recurring Entries access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Posting Reference Documents Recurring Entries

By Transaction Code

FBD1



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Fields Description R/OFirst Run on Date on which first run is to be executed R

Date of Last Run Date on which Last run is to be executed RInterval in month As applicable RRun date The date on which the Recurring entry should

run onO

Document Type SA if GL Account or as applicable R

Reference Name of the party as applicable OPosting Key 40 for Debit GL Account R

Account GL Account number to be debited R



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1.55. Press Enter and the following screen will be displayed and fill the fields as per table below:-

Fields Description R/O

Amount Amount to be posted RCost Center Cost Center to be debited RAssignment As Applicable O

Text As Applicable OPosting Key 50 for GL and as applicable for the account

typeR



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Account Account to be credited (Say Vendor/ Prepaid Expenses/ Accrued Expenses.)

R

1.56. Press Enter and on the second entry fill the fields as table below:-



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Fields Description R/O

Amount As Applicable R

Assignment As applicable O

Text As Applicable RMore Data Reference Key 1,2,3

As Applicable (we can input reference text in these field for future references like in case of AMC, Prepaid Expenses etc Start date, End Date, Nature etc)

R



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1.57. Press the simulate tab and it will show the General entry to be passed as displayed in the screen below:-



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1.58. Press Save Icon and system will give message that Document------------------was stored in company code.

.

19. Recurring Entries- Post

1.59. To post recurring entries access transaction by :-Via Menu Accounting Financial Accounting General Ledger

Periodic Processing Recurring Entries ExecuteTransaction Code

F.14

1.60. On the screen Create Posting Document from Recurring Documents enter fields as per table below:-



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Fields Description R/OCompany Code As Applicable RRecurring Document No.

Recurring document to be posted, range can also be given

R

Settlement Period Range of period from which Recurring Doc. To be selected. Say 01.02.2010 to 28.02.2010

R

Batch Input Session

Batch Input session Name O



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1.61. Press Execute icon and system will generate the batch input

session and going through System –Services-Batch input (SM35) run the batch input session and document will be posted in the system. Session can be run in foreground or Display error mode of Back Ground. It is recommended to run the batch in Display error mode so that any discrepancies can be rectified.



Select the Session & Press the Process TAB

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The system will create the FI document, hit enter at all stages until the following screen appears:-



Press the Process button

Press this button to complete the session and press back arrow key to come out of screen. Accounting document posted.

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20. Recurring Entries- List

1.62. To display a list of all the recurring documents with their Next due date access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Periodic Processing Recurring Entries Lists

Transaction Code

F.15

1.63. On the screen Recurring Entry Documents write the company code and Fiscal year as displayed below, list of all the recurring documents created during the fiscal will be displayed. List can be restricted by filling the further selection parameters.

1.64. Press EXECUTE tab or F8 list will be generated displaying all the detail of Recurring document as displayed below :-



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21. Recurring Documents – Change/Display/Display ChangesRecurring document can also be displayed, changed, deleted. Transaction is done the same way as the normal documents.

1.65. To Access transaction

Recurring Document

Accounting Financial document General Ledger Document Reference Document Recurring Document FBD2 – ChangeFBD3 – DisplayFBD4 - Display Changes

F.56 – Delete



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22. Document – Reverse

1.66. To reverse general ledger document access transaction by :-

Via Menu Accounting Financial Accounting General Ledger Document Reverse Individual Reversal

By Transaction Code

FB08 - Individual Reversal ORF.80 - Mass Reversal

1.67. On the screen “Reverse Document: Header Data” write the document number to be reversed, company code, fiscal year and reversal reason and posting date of reversal as displayed in the screen below :-



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1.68. Press Enter or and the document to be reversed will be displayed.

1.69. After verifying the document to be reversed come back by

pressing the tab and press save/post icon and system will give message that “Document------ was posted in company code -----“. Reversal posts a new document exactly opposite the document to be reversed.Note: i. Reversal Document no. gets populated in the Header of the

Reversed Document and on the document display screen (FB03) it can be viewed in the header portion and by pressing

the Icon reversal document can be displayed.



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23. Account – Display Balances

1.70. To display Gl Account balances access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Account Display Balances

By Transaction Code

FS10N - Display Balances ORFAGLB03 - Display Balances (New)

1.71. On the G/L Account display balances screen write GL account to be displayed, Company Code and Fiscal year.

1.72. Press EXECUTE TAB and the GL Account Balance Display Screen will be displayed



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1.73. By double clicking on the Debit / Credit or Cum balance column detail of transaction can be obtained as detailed below

1.74. On this screen all the dynamic menus for display, change, sorting and summations etc. available. All the functions can be used as per requirement. Layout of displaying the Line item can be changed as per requirement by pressing the Change Layout tab and same can be saved also.By double clicking on the line item Document can be displayed



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24. Account -Display /change Line Items

1.75. To display GL Account Line Items access transaction by

Via Menu Accounting Financial Accounting General Ledger Account Display /change Line Items

By Transaction Code

FAGLL03

1.76. On the GL Account display line items write GL Account, Company code and open items key date and tick box Normal items as displayed on the screen below. Other items can be selected as per requirement. Ledger can also be changed by selecting the

tab. To view Country Specific ledger it can be used.



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1.77. Press Execute icon or F8 Key system will display the line items as displayed below :-



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1.78. By double clicking on the line item document can be displayed and all the facilities for sorting, changing, summations etc. are available. Display line items variant can also be changed and fields for display can be selected as per requirement.



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25. Periodic Processing

1.79. Period End Accrual PostingThis transaction will be useful for making those month end provision for MIS Purpose which later on need to be reverse on the first date of next month after finalization MIS for the last month. With the help of this transaction Code, reversal of this type of provisions can be automated while posting provision in last month.

1.80. To Post Period End Accrual Posting Document access transaction by:-

Via Menu Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Enter Accrual/ Deferral Document

Transaction Code

FBS1

1.81. On the screen Accrual/Deferral Document entry screen will be displayed as below:-



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1.82. Press Enter, in the Next Screen fill the necessary information



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1.83. Simulate the document through the dropdown menu in Document and below screen is display

1.84. Save the Document it will show document posted



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26. Reverse Accrual/Deferral Document

Via Menu Accounting Financial Accounting General Ledger Periodic Processing Closing Valuate Reverse Accrual/Deferral Document

Transaction Code

F.81

1.85. Type F.81 and press enter following screen will be displayed



Enter the Reason for Reversal

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1.86. Press the execute Tab button above the screen, document reversal will be done in system.

Note : Double click the line item to see the entry.



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27. ReportingThe Tax Reports function will be used for transferring Deferred Service Tax Liability to Actual Service Tax Liability A/c on the basis of Payments made to Vendors/ Receipts from Customers.

1.87. To transfer Service Tax GL Account Line Item balances access transaction by :-

Via Menu Accounting Financial Accounting General Ledger Reporting Tax Reports General Deferred Tax Deferred Tax Transfer (New)

By Transaction Code

S_AC0_52000644

1.88. At the initial run click “Do not update” in the Type of Run and

hit Enter or click on the Execute Tab.



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1.89. The following Output will be displayed :-



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1.90. Then change and click the Options as shown in screen below:-

1.91. Then through batch processing, transaction code “SM35”, process the batch name “RFUMSV50”.



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28. Information System

Various Number of standard reports are available in General Ledger for Balance Sheet, Account Balance, Line Items, Master Record which can be viewed as per requirement.

Via Menu Accounting Financial Accounting General Ledger Information System General Ledger Reports (New)

S_PL0_86000028S_ALR_87012284S_PL0_86000029S_ALR_87012277S_PL0_86000030S_PL0_86000031S_ALR_87012301S_PL0_86000032S_ALR_87012282S_ALR_87012332S_AC0_52000887S_AC0_52000888

------------

Financial Statement Actual/Actual ComparisonFinancial StatementFinancial Statement Plan/Actual ComparisonGL Account BalancesGL Account Balances (New)Transactions Figures : Account BalanceTotals and BalancesStructured Account BalancesG/L Line Items, List for PrintingG/L Account StatementsReceivables: Profit CenterPayables: Profit Center



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Press the execute Tab button above the screen.



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29. Environment

1.92. Enter Translation Rates

1.92.1. The Exchange Rates for translating the Transaction currency into the Local Currency i.e. Company Code currency is by :-

Via Menu Accounting Financial Accounting General Ledger Environment Current Settings Enter Translation Rates

By Transaction Code

S_BCE_68000174



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1.92.2. By selecting the Exchange Rate type “M”, enter the Valid from and Currency rate from “USD” to “INR”



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1.93. Open and Close Posting period

Via Menu Accounting Financial Accounting General Ledger Environment Current Settings Open and Close Posting Periods

By Transaction Code

S_ALR_87003642

1.94. Specify the Account Type which needs to be closed alongwith the From/ To Period & Year.



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30. Functional Defecits

1.95. The system does not provide for the following :-

1.95.1. Cash Flow Statement as per AS – 3

1.95.2. Projected Cash Flow Statement



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31. Developments

1.96. Following are the developments which are being developed -.

1 Detailed General Ledger Balances Statement

2 Profit Centre wise and Cost Centre wise -monthly expenses Statement Summary

3 Booking of FMS Expenses episode wise4 Inter Profit centre Movie Pricing based on Policy5 Month wise summary of Revenue balances6 Employee wise Advance Statement alongwith Currency

7 Loan Summary giving details of Loans Taken, Interest Paid/ Payable and Loans Repaid

8 Details of Balances in GRIR & SRIR Provision accounts

9 Details of Investments made, dividend recd, investments sold, profit/ (loss) on sale of investments etc.

10 Employee wise Reimbursement paid details11 Programme wise details of Direct Exps. Accounted

12 Travel Statement for each employee exps. Incurred alongwith currency & provisions

13 Activity/ Programme wise details of Marketing Expenses

14 Debit Note Register15 Credit Note Register16 Journal & Reversible Journal Register



step by step sap gl user manual

Documents

gl master

master record display

general entry

scope of general ledger

master data fields

press tab

screen display

master record change