Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 19 of 45 Unit 5 Information System Lesson 1 Report Selection There is a new graphical design, which makes it even simpler to process and display lists and reports using the ALV Grid Control. Important List Viewer functions: oDeleting and inserting columns oArranging the values in columns in ascending or descending order oCalculating totals or subtotals across one or more columns within a list oUsing layouts to save an individual report structure so that you can use it again later oSet filter: You can choose to have only those lines displayed that meet certain criteria. oYou can add any number of asset input fields to ALV reports in FI-AA using FIAA_SALVTAB_* structure A sort variant consists of a maximum of five sort levels which are determined via ABAP Dictionary fields. Lesson 2 Value Simulation Use the Asset Explorer to create a preview of how the values for individual assets will develop by means of simulated transactions and/or simulated depreciation terms. Simulation, in this context, refers to an experimental change to depreciation parameters affecting the valuation of assets. This change can apply to a single asset, the entire asset portfolio, or parts of it. Simulation versions allow you to simulate a change of depreciation logic. For each area, asset class, and depreciation key, specifies which depreciation key and useful life should be chosen as alternatives for simulation. The validity interval excludes assets with a capitalization date that lies outside that range. Lesson 3 Assets History Sheet The asset history sheet is a very important and comprehensive year-end report or intermediate report. You can create it using various sort versions and totals at any group level, just like any other report. You can create a compact totals list that does not contain information on the individual assets. You can also define your own history sheet versions: A sort variant consists of a maximum of five sort levels which are determined via ABAP Dictionary Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 20 of 45 oSize: No more than 10 rows and 8 columns oStore the headers of the history sheet items oDefine how the values are supplied to the history sheet itemsSize: No more than 10 rows and 8 columnsFinancial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 21 of 45 Unit 6 Standard Reports in General Ledger Accounting, Accounts Receivable Accounting and Accounts Payable Accounting Lesson 1 Information System You can find the reports you require in various places in the system: oYou can access important reports using the information system for each area (General Ledger, Accounts Receivable, and Accounts Payable) and on the general report selection screen. oReports are also included in role-based user menus. oUnder System, choose System Services Reporting. You must know name of that ABAP report.The reports that start with RF are differentiated by account type. Reports start with RFK_____ (for vendors), RFD_____ (for customers), RFS_____ (for G/L accounts), and RFB_____ (for document reports). Lesson 2 Report Variant and Variables You can define multiple report variants for one report. These report variants contain different selection criteria. A variant is a selection memory for a specific quantity of saved selection criteria. Enter variant attributes for your variant; first a Variant name, and then the Description. If you select the only for background processing field, then the variant is only permitted for background processing. If you do not select the field, the variant is permitted for background and online processing. If you select the Protect variant field, then only you can change the variant.System variants are only displayed in the catalog and not in F4 Input Help if you select the relevant indicator. If you call up the report and use a variant, but still want to display certain values up to the current date (for example, open items up to a certain key date), you can use selection variables. Currently, the following two types of selection variables are supported (but not for each selection criterion): oTable variables from TVARV oDynamic date calculation Table variables from TVARV: You use these variables when you store statistical information that can be used in different reports. This means that when you save the attributes for the variant, you can maintain parameters in table TVARV that contain your selection options, single values, and/or intervals by choosing Maintain environment Selection variables. Once you have maintained these selection variables in table TVARV, you can use them in any other report variants and reports. Dynamic date calculations: The prerequisite for using these variables is that the corresponding selection criterion in the program is type D (date). If you change the selection variable from type T to type D, the Name of Variables field is no longer ready for input. You can only set values using input help. If you call up the report and use a variant, but still want to display certain values up to the current date (for example, open items up to a certain key date), you can use selection variables.System variants are only displayed in the catalog and not in F4 Input Help if you select the rFinancial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 22 of 45 Unit 7 List Viewer Lesson 1 SAP List Viewer Design The SAP List Viewer is a generic display tool that creates a standard ergonomic list from predefined data. The List Viewer standardizes and simplifies the use of lists in the SAP system by providing a uniform interface and list preparation function. You can use the List Viewer to display simple and hierarchical sequential lists. The SAP List Viewer contains a number of interactive functions such as sorting, summation, filters, and so on. You can change the layout of lists without selecting data first and save the changed list layout in variants. Once you have selected multiple items, you can carry out a mass change in the corresponding documents. You can choose whether you want to branch to the document item view or the document overview of the document display. The accounting editing options contain a corresponding checkbox. Some of the functions provided by the SAP List Viewer include the following generic cross-application functions: oYou can sort the list in ascending or descending order.oYou can set and delete filters the same way. oSummation: You can create totals and subtotals for specific values. Create totals by selecting the required column and then choosing the appropriate icon.In addition to the display variants provided by SAP, you can also create your own display variants. This allows you to define your own specific view of a list. You can also add special fields to the column set in addition to the fields that are already displayed. For more information, refer to SAP Notes 215798 and 420591. If you require offsetting account information, refer to SAP Note 112312. This is not a modification of the standard system, but a business transaction event. When you display the list, you can choose between the ALV classic list and the ALV grid control (grid design). The ALV classic list is the list that is displayed when no specific settings have been made. Using parameter IDs, you can enter user default values in fields where the value usually remains constant. Lesson 2 Selections You can use specific selection criteria to choose line items that you want to evaluate. These selection criteria refer to: oThe accounts in which you want to see line items in specific company codes oSelection criteria that you can choose using search help oThe selection of line items themselves, based on their status and category oIn addition, you can also choose the following for the list output: Layout Maximum number of items If you select the Work lists Available field, you can activate and deactivate the input fields for work lists on the selection screen for each line item list. If the work lists exist, when you select the Work list Input Fields Active field when you call up the selection screen for the line item display, this selection screen is displayed with input fields for work lists. hical sequential lists. The SAP List Viewer contains a number of interactive functions such as sorting, summation, filters, and so on. You can change the layout of lists without selecting data first You can sort the list in ascending or descending order. You can set and delete filters the same way.Summation: You can creUsing parameter IDs, you can enter user default values in fields where the value usually remains constant.The ALV classic list is the list that is dFinancial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 23 of 45 If you select items using search help, the system provides input help for the G/L account line item list:oG/L account number in chart of accounts (also in combination with the company code specification) oG/L account name (G/L account long text) in chart of accounts (also in combination with the company code specification) oG/L accounts with deletion and block indicators oKeywords oAlternative account numbers When you select items using search help, the system offers input help for the vendor line item list:oGeneral vendor data (search term, postal code, city, name, and number of vendor) oVendor country/company code oVendor by personnel number oVendor by purchase, material, or plant reference When you select items using search help, the system offers input help for the customer line item list: oGeneral customer data (search term, postal code, city, name, and number of customer) oCustomer country/company code/account group oCustomers with rental agreement oCustomers for each sales group or with plant reference oHead office customers When you select open items, you select items that are or were open at a specific time. The current date is proposed by default. If you choose Cleared Items, the system displays items that were cleared by the clearing date specified and that were still open on the key date. If you do not specify the clearing date and the key date, the system displays all the cleared items. If you want to see open and cleared items, choose All Items. You can restrict this selection using the posting date The system automatically fills the assignment field for a line item according to the Sort Field entry in the master record when you post items. The assignment field can be a combination of up to four fields with a maximum of 18 characters. Lesson 3 Changing the Screen Layout SAP provides various standard layouts that you can supplement with other (standard) layouts. Standard layouts start with a slash (/). You can choose a standard layout as your default layout. If the indicator for a display variant is set as the initial variant, this variant is always used for the list output unless you explicitly specify an alternative display variant. The following order applies: User-specific initial screen (set as default) has priority over general initial variant (set as default). Standard layouts start with a slash (/). You can choose a standard layout as your default layout. If the The following order applies: User-specific initial screen (set as default) has priority over general initial variant (set as default).Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 24 of 45 Unit 8 Drilldown Reporting in Financial Accounting Lesson 1 Architecture of Drilldown Reporting Drilldown reporting is a dialog-oriented information system for evaluating data from the FI, GL, AR, and AP databases.SAP Graphics, SAPmail, and various printing functions are connected to drilldown reporting together with Microsoft Word for Windows and Microsoft Excel. The following report types can be used for G/L account evaluations: o1. Reports for financial statement analysis: These reports are based on the financial statement versions defined in Financial Accounting. You can carry out any number of variance analyses based on actual and plan data (annual, half-year, quarterly, and monthly). o2. Key figure reports: For key figure reports, the system takes into account only the financial statement items in the financial statement version that you need for the calculation of specific key figures. This is not the case for financial statement analysis reports. Financial statement version key figures could be for example, equity ratio (stockholders equity: total equity), debt-equity ratio (external capital: stockholders equity), and capitalization ratio (fixed assets: total assets). You can create key figures from report rows and/or columns using an integrated formula interpreter. o3. Balance display: You can use the following report types for customer or vendor drilldown reports: oa) Balance display o b) Line item analysisA report definition can contain characteristics, key figures, and forms. A report is a number of interactive, controllable report lists and graphics that are displayed on the screen. Drilldown reporting provides useful functions for navigating within the dataset .It also contains several additional functions that can be used to process a report interactively (sorting, specification of conditions, ranked list, and so on). You can send report lists (for example, as a fax), display them on the Internet, or transfer them as files to Microsoft Word and Microsoft Excel. Drilldown reporting also contains functions for printing reports. There are various print preparationFunctions for you to structure your report as you require (such as page break, headers and footers, and underlining). A form describes the basic content and formal structure of report lists. A form can be seen as a semi-finished product for a report; it is later completed with characteristics and key figures when you define the report. Characteristics appear in the form as well as in the report. You can choose key figures either in the form or the report. Lesson 2 Characteristics and Key Figures Characteristics specify the classification options for the dataset. Examples of characteristics are company code, business area, and plan/actual indicator. The time reference (fiscal year, period) is also a characteristic. Characteristic values are concrete forms of a characteristic. A combination of characteristics and characteristic values is generally called an object in drilldown reporting.The following report types can be used for G/L account evaluations:1. Reports for financial statement analysis: These reports are based on the2. Key figure reports: For key figure reports, the system takes into account only3. Balance display:A report definition can contain characteristics, key figures, and forms. A report is a number of several additional functions that can be used to process a report interactively (sorting, specification of conditions, ranked list, and so on). You can send report lists (for example, as a fax), display them reporting also contains functions for printing reports. There are various print preparationA form describes the basic content and formal structure of report lists. A form can be seen as a semidefine the report. Characteristics appear in the form as well as in the report. You can choose key figures either in the form or the report.Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 25 of 45 Key figures are not just values and quantities, but also calculations involving these values and quantities with user-defined formulas. The following are examples of key figures: oValue: Balance sheet value, debit total, sales/purchases o Quantity: Number of employees, sales quantityoCalculation: Sales per employee, plan/actual variance There are two types of list for displaying information: The detail list and the drilldown list. oIn a drilldown list, several objects (for example, assets under construction, vehicles, and chemicals) are formatted using a selection of key figures. Usually, the key figures are in the columns of the list (for example, balance sheet value, total debit postings, total credit postings). The rows contain the characteristic values of all the characteristics that are drilled down. oIn a detail list, an individual object (for example, business area) is formatted for all key figures according to the form. Usually, the key figures are in the rows of the detail list (for example, balance sheet value, total debit postings, total credit postings). Lesson 3 Form Types The following form types exist:oSingle-axis form without key figure If you are using a single-axis form without key figures, you define either the form rows or columns with characteristics. When you access the initial screen, the system displays an empty list with columns.oSingle-axis form with key figure If you are using a single-axis form with key figures, you define either the form rows or columns with key figures and characteristics. When you access the initial screen, the system displays an empty list with rows.oDual-axis form with key figure If you are using a dual-axis form with key figures, you define the form rows and the columns with key figures and characteristics. When you access the initial screen, the system displays an empty list containing rows and columns. You are free to define whether the rows contain key figures and the columns contain characteristics, or vice versa. It depends on what you want to report. When you create a form, you define the name and the type of form that you want to process In a single-axis form with no key figures, you make selections only in the characteristics columns. oThe drilldown list contains a two-line column heading. The key figures (for example, balance sheet value, total debit postings, total credit postings) are in the first row and the characteristics that you selected in the form (for example, fiscal year, prior year, and variance) are listed below. The values for the drilldown characteristics are in the rows (for example, assets under construction, vehicles, and chemicals for the business area). oIn the detail list, the characteristics chosen in the form are contained in the columns, and the key figures are contained in the rows. The detail list displays the results of a selected characteristic value (for example, assets under construction for business area). In a single-axis form with key figures, the key figures are integrated with characteristics in the rows of the form (for example, fiscal year balance sheet value, prior year balance sheet value with variance).In a drilldown list, several objects (for In a detail list, an individual object (for example, business area) is formatted for all key Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 26 of 45 oIn the report definition, only the drilldown characteristics are chosen (for example, business area, financial statement item account number, and so on). In the drilldown list, the key figures integrated with the characteristics are the columns of the form, and the values of the drilldown characteristics form the rows (for example, assets under construction, vehicles, chemicals, and so on) oThe detail list has one column and contains the selected characteristic value for which you want to report (for example, assets under construction), and the key figures are in the rows. Therefore, for single-axis forms with key figures, the key figures are defined in the rows by default. In a form with two axes (matrix), both the rows and columns are defined using key figures or characteristics. The key figures have to be in either the rows or the columns of the form, but you can enter the characteristics in the rows and the columns. oWhen you define the report, you then choose only the drilldown characteristics (for example, business area, company code, account number, and so on). Lesson 4 Navigation in Reports If you want to switch from the drilldown list to the detail list, choose the Detail list symbol. All of the row selection symbols are then highlighted in a different color. If the basic list is defined as the detail list for a report, the detail list is the first screen to be displayed when you execute your report. If you want to switch from the detail list to the drilldown list, choose Drilldown list. The system then highlights all the free characteristics in the navigation block. Choose a characteristic by clicking it. The system then displays the drilldown list. The navigation area for the drilldown list contains additional characteristics that you can use. If you want to exchange the FS item with another characteristic, for example, Period, first click FS item and then Period. The two characteristics then change places: FS item is now available for selection in the navigation block, and Period is drilled down for all characteristic values. Lesson 5 Form & Report Definition SAP delivers standard forms, which you can use as templates to create your own forms. The names for these standard forms are 0SAPBLNCE-01 through 0SAPBLNCE-NN, and you cannot use these names for your own forms. Step for creating Form oDefining characteristics for all columns (general selections): oYou first define the characteristics that you want to be valid for all columns in your form. Since you want to enter actual data in all the columns of your form, you can define this general characteristic by choosing Edit General Selections. oA dialog box appears for you to select the characteristics for the general selections. In the dialog box, add the characteristic Record type to the table of selected characteristics and define the value 0 for actual data. oOnce you have defined the general characteristics, you can then define the characteristics of the individual columns. oA dialog box appears, in which you can select Key figure with characteristics. A second dialog box appears. Choose Balance sheet value (BILWERT) from the list of available key figures. In this case, the key figure reflects the values of the balance sheet that you want to evaluate for your report. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 27 of 45 oThen define the characteristic values for the characteristics that you have selected. oYou can enter three different lengths of text. These are then used as the column headings for the elements. You can enter a short, medium, and long text. Using the text type, you can later determine which text is used for each column. If you want to enter a two-line heading, you must separate the two lines using a semicolon (;). oIn the third column, you define the variance between the first and the second column.oTo do this, place the cursor on the third column and choose Edit Element Define Element. oOn the following screen, choose Formula. The formula editor appears, in which you define the formula that is to be used to calculate the variance. Using the formula editor, you can perform standard arithmetic operations (+, -, *, /) with any elements. oSave the form. Steps for Creating Report oEnter the name of a new report or choose the name of the report whose definition you want to change. You can choose a reference report if necessary. oOn the Characteristics tab, the system displays a list containing all the available characteristics. In the characteristic list, select the characteristics that you want to use for your evaluation in the report, and use the arrow buttons to add them to the report. These characteristics are the drilldown characteristics that you use to navigate in the report. oUsing the Sort characteristics function, you can determine the order of the characteristics in the navigation block of the report list for the executed report. The number of characteristics offered for selection is restricted by the selection criteria defined in the form. If you have already specified a characteristic in the form, it is no longer offered for selection. oOnce you have selected a characteristic, all the values for this characteristic are included in the report. There are various ways of restricting the value quantity of a characteristic for output in the report. oOn the Characteristics tab, you can restrict the characteristic values for each drilldown characteristic chosen. There are various options dependent on the report definition and the characteristic selected. You do not make an entry. If you do not make any of the restrictions described below, the system selects all the characteristic values when you run the report. You define a characteristic value for a characteristic. The characteristic and the characteristic value then appear above the navigation block on the report list and have been defined (that is, you cannot use the characteristic as a drilldown characteristic). You use a variable for characteristic values Lesson 6 Report/Report Interface and Report Assignment If you want to report on a number of characteristics or changing combinations of characteristics, you would have to define a very comprehensive report that might not actually be executable online due to the large volume of data. The report/report interface enables you to link several individual reports, each with a limited number of characteristics, to perform flexible data evaluations online. Recipient objects can be other drilldown reports, report portfolios, BW reports, ABAP reports, Report Writer reports, or transactions. Using the report-report interface you can, for example: oLink reports that contain different characteristics in an application. This enables you to report on a larger number of characteristics than with individual reports. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 28 of 45 oLink reports created in the different application classes. You assign the recipient reports in the report definition by choosing Options. Choose Report Assignment and define the report type (report portfolio, BW report, drilldown report, ABAP report, Report Writer, or transaction). Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 29 of 45 Unit 9 Special GL Transactions Lesson 1 Application view for Special GL Transactions Transactions in the sub ledgers (accounts receivable and accounts payable, for example) are also posted on the reconciliation accounts in the general ledger. The reconciliation account to be posted to is entered in each customer/vendor master record. The Reconciliation Account field can be found in the company code segment of the customer/vendor master record. If, for example, a customer invoice or customer credit memo is entered on an account receivable, it is posted in the same way on the created reconciliation account.Special G/L transactions are transactions in the accounts receivable and payable, which are displayed separately in the general ledger and the sub ledgers. This may be necessary for internal reasons or for certain report purposes. Special G/L transactions can be divided roughly into three classes: oDown payments oBills of exchange oOther transactions There are three ways (special general ledger types) of transferring special general ledger entries to the system. oAutomatic offsetting entries (statistical) are transactions that are always posted on the same offsetting account. They are usually included in the notes to financial statements. Example: Posting of a guarantee of payment. To simplify the posting procedure, the number of the account for the offsetting entry is defined in Customizing. The system then makes the offsetting entries automatically. When you clear open items in the respective account, the system clears the respective items in the offsetting account automatically. These transactions are called statistical postings, since they are generally only shown in the notes to the financial statements (or not at all). oNoted items are individual account assignments that are only used to remind the respective department of due payments or payments to be made and are not intended to be displayed in the general ledger. Example: Down payment request. Noted items are special G/L transactions with informational character which only remind the user about due payments or payments to be made and are not displayed in the general ledger or added to it. Only one line item is updated if a noted item is created. No offsetting entry is Made. As a result, no zero balance check is made. The payment program and the dunning program can access noted items for further processing. oFree offsetting entries are part of the financial statements. They are postings with freely definable offsetting entries. Example: The bank posting of a received down payment. Special G/L transactions defined as free offsetting entries create proper postings in the general ledger. The alternative reconciliation account is debited or credited automatically, depending on the type of posting. The G/L account for the offsetting entry must be entered by the user Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 30 of 45 Down Payment in the Customer Area - The procedure is as follows: oDown payment request: Down payment requests are noted items. They do not change any account balances. You can issue dunning notices and make payments automatically based on down payment requests. oDown payment received: Received down payments are displayed as payables on your accounts. They must not change the balance of the Receivables reconciliation account. Received down payments are administered in the Down Payments Received alternative reconciliation account, in the Payables area on the financial statements. oCustomer invoice: The customer receives an invoice whenever goods are supplied or services performed. oPosting a down payment clearing with invoice: The down payment is no longer considered a down payment from this point. The amount should/must be displayed as payment on the normal reconciliation account. o5. Clearing of the items during the payment of the customers balance Disputed or doubtful receivables are entered as individual value adjustments when preparing the balance statements for year-end closing. The special general ledger procedure is suitable here, since the transaction is entered in the customer account as well as posted to the special G/L account, Individual Value Adjustments for Receivables. Description of the procedure for individual value adjustments: oThe receivable is entered to the customer account. oThe individual value adjustment (without tax) is entered. The expenses are now at the right place on the Expense for Individual Value Adjustment account for the income statement reporting. oThe individual value adjustment is cleared after the key date for the balance sheets, meaning it is reversed. oThe final value adjustment is made after you ascertain that the receivable is uncollectable. In this case the Expenses for Uncollectable Receivables account are posted to. No special G/L account is used, since adjustment postings must be made on the regular customer reconciliation account. Bills of exchange are a type of short-term financing. If an invoice is paid with a bill of exchange, the payment period is extended for your customers (for example, to three months). If you wish, you can pass on the bill of exchange to a third party to refinance it. It can be discounted at a bank prior to the due date, which means the bank charges interest. Bills of exchange are treated like special G/L transactions in the SAP system. These transactions are therefore automatically recorded in the sub ledger, separately from other transactions, and posted to a special G/L account. As a result, you can obtain an overview of the activities concerning bills of exchange at any time. You can post receivable and payable bills of exchange and incoming and outgoing checks and bills of exchange. Example of a receivable bill of exchange free of charge as displayed above: oThe receivable is entered to the customer account. oThe customer initiates the payment with a bill of exchange. The account balance is now registered as a receivable bill of exchange and not as the normal balance of the account receivable. oThe bank collects the money from the account of the customer on a fixed date. oThe collected amount is transferred to your company account. oThe amount is posted to the account of the customer and the respective accounts cleared. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 31 of 45 Lesson 2 Configuration of Special GL Transactions Special G/L transactions are posted from the application side using special posting keys and special G/L indicators. The posting keys require a special configuration for this. The special G/L transactions in the standard system are assigned the posting keys 09, 19, 29, and 39. The special G/L accounts have been defined as reconciliation accounts for the D or K account types. In contrast to normal reconciliation accounts (customers/vendors), the line item display is generally active for special G/L accounts. This means a list of the line items can be displayed. The special G/L indicator defines the particular configuration of a special G/L transaction and the account type (customer or vendor account). Under properties of special GL,oRelevance for credit limit check: You can include special G/L transactions in the credit limit check for customers. Noted items are generally not taken into account. All other transactions can be selected accordingly as desired by the user. oWarning against commitments: You can define a warning message to notify the user of the existence of a special G/L transaction when posting to a customer or vendor account. oTarget special G/L indicator: This entry is only relevant for noted items. For noted items, you can set which special G/L indicators are allowed to be added as target special G/L indicators when entering (applying) a payment request. The target special G/L indicator is used in the standard system for down payment requests. oSpecial G/L transaction class: The special G/L transaction class determines whether the transaction is a down payment, a bill of exchange, or any other type of transaction. oPosting key: Only these posting keys can be used with the respective special G/L indicators. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 32 of 45 Unit 10 Parking Documents Lesson 1 Basics of Parking Documents Document entry can be I interrupted for a variety of reason. The user departments looking for a way of temporarily saving the data entered up to the point of interruption, to resume entry at a later time. There are two different ways of saving documents (without performing proper Financial Accounting posting): oHOLDING documents The Hold Document function lets you save data that has been entered temporarily, to continue entry at a later time. Documents held by the system do not have to be complete. No account balances are updated and the data of the document is not available for evaluation. No document number is assigned. The person making the entries is asked to name the document after selecting the Hold Document function. The document can be found under this name at a later time. oPARKING documents Document parking enables you to enter incomplete documents in the SAP system without having to run the extensive input checks. When parking documents, the system assigns a document number via the document type in the same way as with normal Financial Accounting postings. The user must pass on the number if it has been assigned externally. Data from parked documents is available to the system for real-time evaluations. Data can be parked for accounts receivable, accounts payable, G/L accounts, and assets. Only receipts can be entered for assets, however. Postings for down payments cannot be parked. No data, such as transaction figures, can be updated when parking documents. The only exception to this is cash management. The tax amounts calculated on the basis of the parked document can be used to assert claims with regard to tax in due time at the tax authorities. Substitutions are not supported by the document parking feature. If you want to use substitutions with parked documents, you have to turn them into accounting documents first. Lesson 2 Parking Documents & Processing Parked Documents Areas of use for document parking oTemporary storage of input values when parking documents oHelpful for displaying multilevel models when parking documents (for example, dual-control principle, approval procedures) oWork assignment using work lists (streamlining/acceleration of workflows) Ways of using document parking o Customer accounts (invoices and credit memos) o Vendor accounts (invoices and credit memos) o G/L accounts (G/L account postings) The document change rules that are saved for documents posted in the system do not apply to parked documents. The currency, the document type/number, and the company code cannot be changed. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 33 of 45 Whenever a parked document is posted, the data from that parked document is deleted, a document is written to the document database, and the respective data (transaction figures and so on) is updated. The document number of the parked document becomes the number of the posted document. You can delete parked documents that you do not want to post. Note that the document number of the deleted document cannot be reused in such cases. The document has status Z: Parked document that was deleted. Document parking is linked to the account display and reporting functions in Financial Accounting. Numerous reports can evaluate parked documents. Lesson 3 Document Parking and Workflow In SAP Business Workflow, the four process dimensions oOrganizational structure (Who?) oProcess structure (When? In what order? Under what circumstances?) oFunction (What?) oInformation (With which data? The process to be modeled as a workflow is saved in the system as parameters, using a graphic definition tool. During the process, the workflow manager that is, the system - performs all the tasks that were conceived when the process was defined. As a result, users are relieved of any avoidable organizational tasks and can concentrate on the aspects of their actual work. Simply, workflow means: The right work at the right time for the right employee. SAP Business Workflow has three-tier architecture. This modularization of components provides the foundation for a high degree of flexibility. oThe right work: Whatever you wish to do during the workflow, it must be implemented in the Business Object Repository as a method of a business object type. oAt the right time: The process level describes the business process as a sequence of individual steps. The workflow definition is the total of all steps put together. Individual steps can refer to methods of the BOR (Business Object Repository), but they can also be used to control the process - for example, to enable loop-type processing, query conditions, or provide values in the interface (= container). Workflow Builder is the tool you use to maintain the process level.oFor the right employee: The organizational level establishes a link to the organizational structure. The business process is stored in the workflow definition. The event-driven process chain (EPC) is used to display the process. Single-step tasks are essential elements of the workflow definition. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 34 of 45 Single-step tasks Represent the SAP functions from a business point of view Every single-step task uses precisely one method The SAP Business Workflow is based on an object-oriented structure. Objects are defined in the object repository provided by SAP. Object methods oRepresent the SAP functions from the view of the business object (technical view - for example, create, delete, change) oProvide a uniform, transparent interface for SAP functions (transactions, function modules, reports, ...) oAre used to encapsulate the functions The processors responsible for a specific activity in the workflow are defined either by their assignment to an object of the organizational structure or by means of a rule. Rules are used to determine the responsible processors dynamically, that is, independently of information that is only available at runtime.Workflows are usually initiated by a triggering event. Events are used to display the changes in status of objects within the system. Like methods, they are defined in the object repository for each object type. Events are triggered in the respective applications. WHAT Is Carried Out? Workflow-Related Tasks o Posting invoices o Releasing purchase requisitions o Changing material masters o Approving leave o Creating customer accounts o Deleting purchase orders o Creating requirement coverage requests via the Internet Tasks represent steps of the business process. The process you want to model must be broken down into individual tasks during the definition. The definition of the workflow determines the tasks and the order in which they are to be carried in the process.The Workflow Builder is the main tool of the Web Flow Engine. It allows workflow definitions to be created, changed, tested, and displayed. Each task must be assigned possible processors. This is the group of employees at your company who come into question for carrying out the respective task. The Business Workplace consists of three screen areas: oSelection tree: You can find the selection tree on the left side of the Business Workplace. From here, you can select work items to be executed, workflows you have started, and documents. oWork list: The work list is displayed at the top right of the Business-Workplace screen in case you want to mark the Workflow folder. The system automatically puts the entries in groups in this folder. There are special folders in which you can find overdue work items or missed deadline work items. If you mark Inbox in the selection tree, you can see all work items and documents in this area of the screen. oWork item preview: The work item selected from the work list is displayed in a preview at the bottom right of the screen. Not all functions of the work item display or workflow log are available. It is possible for the user to make a decision from within the work item preview. The Web Flow Engine determines the recipients of the work item. All selected recipients can view the work item and perform it at their Business Workplace. Only one user can perform the work item, however. If, therefore, a user starts to perform the work item, the other recipients are unable to Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 35 of 45 execute this work item. A recipient can accept a work item. An accepted work item can only be performed by the user who has accepted it. Workflow variants can be created for document parking in Customizing of FI. Whether the document release is supposed to be active is specified here together with the minimum amount for which this is necessary. The company codes can be assigned workflow variants. No documents are released if any company code is not assigned a workflow variant. The workflow variant and the corresponding company codes must have the same currency. The release group is required to determine the release approval path at the time of processing. The release approval path is determined by the workflow variant in connection with the document type and release group. The sub workflows that is initiated by releasing the amount and who is to release are determined by the release approval path and the particular amount. If no release group is defined, the initial release group is then used for access. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 36 of 45 Unit 11 Validation & Substitution Lesson 1 Basics of Validation / Substitution The validation function helps you to check the entered values and value intervals. When data is entered in the system, the Rule Manager validates the data according to the validation rules. In substitution, the values entered into the SAP system are validated according to a prerequisite defined by the user. If the prerequisite is met, the system replaces the values entered with other values. The following measures are required to execute validation/substitution: oDecide for which area of application validation/substitution should apply. oCorrect call up point for the validation/substitution must be selected.oThe validation/substitution must be defined. oYou must assign your validation/substitution to an appropriate organizational unitoactivate it The application area is where the validation, substitution, or rule is used. The following application areas use validations and substitutions:oFI Financial Accounting,oCO Cost Accounting,oAM Asset Accounting,oGL Special Purpose Ledger,oCS Consolidation (validations only),oPS Project System,oRE Real Estate,oPC Profit Center Accounting (substitutions only),oGA Allocations (FI-SL) (substitutions only) Call up points is specific places in an application that specify the exact location where a validation/substitution occurs. The combination of application area and call up point determines the Boolean class for a validation, substitution, or rule. Boolean classes establish the dimensions that can be used in the definition of validations, substitutions, and rules. They also specify which message classes can be used for validation messages. Three call up points have been provided for FI: o1. Document header o2. Document line o3. Complete document The fields that are available for call up point 1 are also available here for possible cross-validations. At the Complete document call up point, you can use only those numeric fields with which you primarily execute mathematical calculations. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 37 of 45 The formula editor provides a user-friendly interface for entering arithmetic and logical statements. You can work in the Formula Builder using three different settings: oThe default setting when you call up the Formula Builder is Short descriptions. All operands (such as table fields, sets, exits, and so on) are displayed using their respective descriptions. oIf you want to enter statements using the technical names of the operands rather than the descriptions, change the setting by choosing Settings Technical names. oBy setting Expert mode, the technical names of the operands are displayed. You can also enter a statement directly. In this case, the statement field is ready for input. The following elements are available to enter rules for the prerequisites (validation & substitution) and checks (validation): oOperands oLogical operators (Boolean terms) and oComparison operators. You must assign your validation/substitution to an appropriate organizational unit it means a validation/substitution can be valid for several company codes at the same time. Only one validation/substitution can be activated for one company code for a call up point. Furthermore, the validation/substitution for the correct call up point must be activated. oInactive oActive for dialog and batch oActive except for batch input Lesson 2 Definition and Execution of Validation in Financial Accounting Validation enables the customer-specific validation of certain fields / field combinations / document types. Validation consists of several steps (up to 999 are possible), each with 3 parts:oPrerequisite oCheck oMessage Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 38 of 45 If the prerequisite statement is satisfied (TRUE), a check is performed. If the result of the check is FALSE, the system posts a message. You can use a predefined message or create a new message for validation. A message can contain up to four fields.Messages can have different meanings: oI = Information oW = Warning oE = Error (requires the entry to be corrected) oA = Cancel The & character is used as a wildcard for field values to be output in the message. You can do the following in a logical statement: o1. Compare fields with one another: This statement is TRUE if the date in the document date field is not the same as the date in the posting date field. o2. Validate field contents for certain values: In this example, the document type must be SA. o3. Check or compare only a part of the field. If you want to execute such a partial check, enter the following: Example: BSEG-HKONT :3: The system checks only the third digit of the Account field to determine if a condition is TRUE. Example: BSEG-HKONT :1-3: The system checks only the first three digits of the Account field to determine if a condition is TRUE. Example: BSEG-HKONT: 3-: The system checks from digit 3 to the end of Account field to determine if a condition is TRUE. o4. Compare text patterns in your statements using the LIKE keyword. Example: BSEG-KOSTL LIKE *3*3 Within text pattern searches, you can also use the + sign to represent a single character. Lesson 3 Definition and Execution of Substitution in Financial Accounting Substitution permits the customer-specific enhancement (substitution) of certain field contents. Substitution consists of several steps (up to 999 are possible), each with two parts: oPrerequisite oReplacement If the prerequisite is satisfied (TRUE), substitution is performed. For each of the fields you selected, a dialog box appears in which you can define the substitution method. You can choose between: oConstant value oExit oField-field assignment You can then later enter a constant value, the name of an exit to be carried out at runtime or the name of a field, the content of which is to be used for the substitution. A substitution step contains the following components: oPrerequisite Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 39 of 45 The prerequisite statement establishes which conditions must be fulfilled before the substitution can be performed. If the prerequisite statement not fulfilled (false), the transaction is continued without substitution. If the prerequisite statement is true, the transaction is continued with the substituted value(s). oSubstitution value(s) The substitution value is a numerical value or a string of letters that replaces the value entered. A single substitution process can replace more than one value. Lesson 4 Additional Technique for Substitution/Validation A rule is a logical statement that you can use in a prerequisite statement, a check, or another rule. A rule permits complex logic to be summarized; it can be reused. Technically, a rule is nothing more than, for example, a prerequisite or check of a validation. The rule name can be a maximum of 11 characters long. A set is a flexible data structure for mapping ordered amounts and hierarchies. Sets are maintained and administrated centrally. They are used in almost every component of the FI-SL system: in Boolean logical formulas in validation, substitution and ledger selection, during allocation (assessment / distribution), in planning, in roll-ups, in currency conversion, and so on. To improve system performance, you should use basic or single-dimension sets rather than long lists of Boolean statements or user exits. You can use multisets (a combination of sets for various fields [dimensions]) to execute cross-validation with values of different characteristics. Lesson 5 Validation Rule for Account Assignment combination With introduction of new validation rule for account assignment, now we can do following oThe validation is not scenario-dependent.e.g you want to check / validate the presence of a segment this is performed without checking if the scenario Segmentation (FIN_SEGM) is assigned to a ledger. oIn the application, the validations for account assignment combinations are checked when simulating the FI documents, not during posting. oThe validationaccesses the entry view and not the general ledger view (just as transaction code OB28). Invalid account assignment combinations = Non-valid combinations Valid account assignment combinations = Valid combinations The validation type specifies whether the defined rules or account assignment entries are to be checked with regard to their validity. It also specifies how the system is to interpret the rule later. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 40 of 45 Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 41 of 45 Unit 12 FI Archiving Lesson 1 Basics of Parking Documents Data archiving in SAP lets you safely remove application data that is no longer required for day-to-day activities from the database. This transferred data is saved to archive files that can be accessed at a later time. The result is a lean database that can be administered efficiently and inexpensively. Data archiving is the consistent transfer of data objects from SAP system database tables; all the table entries that characterize a data object are written to an archive file outside the database. Business consistency is ensured by SAP archiving programs that, based on archiving objects, storeall relevant table entries together elsewhere. Data is archived in online mode, in other words, the system does not have to be shut down during archiving. Archiving is not oReorganization because during database reorganization, data is removed from and loaded back into the database to optimize the physical distribution of data on the hard disk. oA backup means storing the contents of the database to avoid data loss in case of system failures. The goal is to restore the database as closely as possible to the condition it was in before the failure. Backups are generally made at fixed intervals and according to a fixed procedure. Reloading the saved data is called restoring. oThe storage of documents is generally considered to be the electronic storage and administration of documents on storage systems outside of the SAP system. The documents are transferred to a document storage system; the SAP system then contains a link pointing to the externally stored document and permitting access. oOnly data from completed business processes can be archived. Test data seldom reaches this status. Data must be archived in such a manner that it can be called up at any time for queries. These queries can come from, for example, tax authorities. Data is archived independently of the version of the hardware and software (metadata is stored). In this way, archived data can be easily called up, even after a system upgrade. The actual data archiving process has three steps: oGenerating the archive file(s): In the first step, the write program generates one (or more) archive file(s). Then the data to be archived is read from the database and written to the archive file(s). oStoring the archive file(s): After the write program has finished generating the archive files, they can be stored. oDeleting data: The deletion program first reads the data in the archive file and then deletes the corresponding records from the database. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 42 of 45 Lesson 2 Preparatory Activities System Settings A central element in data archiving is the archiving object. It defines the smallest unit that can be archived in and deleted from the database in its entirety and describes how and which database objects must be accessed to completely archive a business object. An archiving object is basically made up of three components: oData declaration part oCustomizing settings oPrograms The data declaration part describes all the relevant database objects that characterize an application object. The Customizing settings are used to set archiving object-specific parameters for an archiving procedure. Among other things, archiving object programs include: oA write program that writes the data objects sequentially in the archive files, oA deletion program that deletes from the database all the data objects that could be read in the archive file beforehand, and oA display program that permits archived data objects to be read. Step 1: Basis Customizing In Basis Customizing (transaction FILE), a logical file path is defined if one does not already exist as a global path for data archiving and a physical path is assigned to it. The logical path is used merely as a bookmark for the physical path that is generated at runtime. (This is executed by Basis Support / System Administration employees.) Step 2: Cross-Archiving Object Customizing The parameters set here apply to all application and archiving objects for using all archiving objects. Therefore, these settings are executed by the Basis administrator. Information provided by the data archiving monitor includes: - Overview of all archiving objects that have run - Detailed information about the individual archiving procedures - Progress bars while processing archive files - help analyzing open alerts Step 3: Archiving Object-Specific Customizing The parameters that can be set here apply only to the corresponding archiving object. In archiving object-specific Customizing, settings for the deletion program are maintained in addition to a logical file name for the specific archiving object. Here, you can set whether the deletion program is to be executed automatically after an archive file is generated. Among other things, one variant each for the test run and the production run is created and the maximum size of an archive file is specified in this area. Basic logic is used in the programs for archiving Financial Accounting data. It should, for instance, only be possible to remove master data from the system if a deletion indicator has been set in the master record from the application side. In this way, it can be ascertained that a master record is no Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 43 of 45 longer required by the department and is thus available for archiving or is scheduled for archiving according to the wishes of the department. Deletion indicators can/must be set for customers/vendors not only in FI, but also in MM/SD. In the case of customers/vendors, there are also validations for: o- Customer = ?vendor o- Alternative payee You can specify the minimum runtime for accounts in days in Customizing. When documents are archived, a check is made whether this minimum runtime has been maintained. You should determine the minimum runtime of documents, depending on either the account type or the account, if all the accounts of an account type or if certain accounts are of interest. You can specify the minimum runtime in days depending on the document type in Customizing. When documents are archived, a check is made whether this minimum runtime has been maintained. If there is no entry or if a runtime value is empty, the system uses a minimum runtime of 9999 days. The data relevant for specifying the document runtime are the posting date (the clearing date in the case of open item-managed accounts) and the key date for the archiving procedure. Thecorrespondingly longer definition of the runtime (document types / account types) determines how long the document resides in the system. Lesson 3 Executing Archiving in Financial Accounting Using example Generally, the documents are archived first (due to the checks executed during archiving). If these are removed from the system, the transaction figures are archived, followed by the master data.However, you can also archive only documents over the long term, for example. The specific archiving procedure is scheduled and processed as a background job. It selects the data objects from the database. The constraints that characterize a data object are considered here. Then every data object is checked whether it may be archived. If so, the data object is written to the Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 44 of 45 archive file. If Customizing is set so the deletion program is to run automatically, the associated deletion procedure is started automatically when a file is closed. An archiving procedure is scheduled using transaction SARA by pressing the Write pushbutton. This is divided into 4 steps: oCreate an archiving variant oSpecify the execution user oSpecify the start time oDefine the spool parameters The data that are to be archived for the selected archiving object are specified in the archiving variants. As a rule, archiving variants can be reused only if the associated jobs are deleted. Thedefinition of the variant must also include whether a test run or a productive run is involved. In FI, for example, you can archive master records, documents, and transaction figures. You can make the archived data available again using retrieval programs. During every archiving procedure, the system generates administration data with information about the archived/regenerated data. Various system administration tools are available to monitor archiving procedures: oBackground processing tools Job logs Spool lists (if generated) oSystem monitoring tools Monitor for data archiving in the CCMS monitor sets The default log contains the number of archived data objects, the affected tables, the number of processed table entries and the file sizes. In application-specific logs, the archiving contents can be defined down to the document level. The document header must fulfill the following criteria before it can be archived: oThe document type runtime must have been exceeded. oThe document must have been in the system for longer than the minimum number of days (minimum duration). oDocuments with a withholding tax remain in the system for at least 455 days. oRecurring, parked, or sample documents are not taken into account. The document position must fulfill the following criteria before it can be archived: oThe document must no longer contain open items. The system takes into account only cleared items or those without open item management. oThe account type runtime must have been exceeded. For the runtimes, a key date is used as a reference date; this can be specified for every program run. If no explicit key data is provided, it is set to the current execution date. The most important requirement for archiving user data is that this data belongs to completed transactions/periods and are thus no longer required for current business processes. However, it may happen that this data needs to be accessed even after archiving, such as in the case of a complaint, for evaluations or for internal or external revisions. The Archive Development Kit (ADK) stores the data in such a manner that read access is possible at any time. A requirement for this is the existence of suitable reading programs that are provided by the corresponding archiving object. They are used to read the archived data objects according to the selection criteria and to display them in a form suitable for the user. FI provides very user-friendly access to previously archived data. Users are asked whether they also want to view the archived data. If so, the display is as user-friendly as access to data located in the system. A transaction figure is the total number of postings on an account in debit or credit. In the SAP system, one transaction figure is usually maintained for credit and one for debit for each account. The financial statement of the company code is created according to these transaction figures. Financial Accounting TFIN 52Prepared by:SummaryZeeshan R Haryani Page 45 of 45 Transaction figures can be archived only if periods open for posting are no longer in the period to be archived. The periods for posting must be closed for the entire period to be archived. G/L accounts, customers, vendors, and bank data can be archived in Financial Accounting if the department agrees and the legal requirements have been fulfilled. If a master record is no longer required for postings by the department, a posting block is usually set as a first step. If this master record is not required for a long time, the deletion flag is set. The deletion flag shows a user who is processing the master record that this master record has been flagged for deletion. The deletion flag is one of the requirements that are checked by the system before master data are archived. This ensures that the department has no objections against archiving the master data. Therefore, it should be carefully checked which employees can receive the authorization for setting deletion flags when issuing these authorizations.