Bank Accounting Enduser Training Manual

Saudi Arabian Airlines
BANK
ACCOUNTING
FI_06
USER TRAINING MANUAL
2008
Version: 01
FI_06 Bank Accounting Version 1
Bank Accounting
Contents
Course Overview: FI06 Bank Accounting.................................................................. 3
1. Course Introduction .................................................................................................. 4
2. Curriculum................................................................................................................ 5
1.1 Pre Requisite Training ................................................................................. 5
1.2 Finance Course Curriculum ......................................................................... 5
3: Business Processes Overview ................................................................................. 6
4:Business Impact........................................................................................................ 8
3.1 Key Impacts................................................................................................. 8
3.2 Glossary ...................................................................................................... 8
5: Practical Component ................................................................................................ 9
5.1: Unit 1: Master data in Bank Accounting .............................................................. 10
5.1.1: Create Bank Master Data FI01 ........................................................... 11
5.1.2: Change Bank Master Record FI02 ..................................................... 12
5.1.3: Display Bank Master Record FI03 ...................................................... 13
5.2: Unit 2: Cash journal (Petty Cash Transactions) .................................................. 14
5.2.1: Recording a cash receipt - FBCJ........................................................... 15
5.2.2: Enter an Expense Transaction-FBCJ .................................................... 17
5.2.3: Reverse Cash Journal -FBCJ ................................................................ 19
5.3 : Unit 3. Manual and Automatic Bank Statement Entry Process Overview........... 21
5.3.1: Manual bank statement processing ....................................................... 22
5.3.2: Import an electronic Bank Statement -FF_5 .......................................... 26
5.3.3: Re- Process Bank Statement ................................................................ 27
5.3.4: Displaying the Cheque Register - FCHN ............................................... 28
5.3.5: Display Electronic or Manual Statement-FF_6 ...................................... 29
Course Overview: FI06 Bank Accounting

Course Version: 2008 - Version 1
Duration
2 Days
Course Goals
At the completion of the course the delegates should be able to;
Explain Finance organizational structures
To Maintain Master data in Bank Accounting
Process Cash journal (Petty Cash Transactions)
Manual and Automatic Bank Statement Entry Process Overview
View check registers
Target Audience
Finance staff : SAP End Users
Prerequisites
Essential
PC Literacy
Knowledge of basic accounting
SAP 01 Course
FI_01 General Ledger Accounting
Course Content
1. Unit 1 : Finance Organizational Structures and Bank Master Records
2. Unit 2 : Cash journal (Petty Cash Transactions)
3. Unit 3 : Manual and Automatic Bank Statement Entry Process Overview
1. Course Introduction
This course will focus on how SAP Bank accounting module manages bank transactions and
activities.
The starting point of the course will introduce the concept of Bank Master Records creation
and will give explanations with regards as to how they will relate to transactional processes.
The course will also touch on the structures of Bank Accounting record and their significance
to processes that are critical to bank accounting in the recording of accounting transactions
such as bank reconciliations.
In SAP, the bank master record is stored centrally in the Bank Directory. The Bank Directory
must contain the master data of all banks that you require for payment transactions with your
business partners. This includes your banks and banks of your business partners (both
domestic and foreign banks). Bank key master data is maintained at client level and the
same master data will be used by all company codes.
The course will also cover such issues as processing of bank statements (bank
reconciliations) and cash journal (petty cash) functions.
2. Curriculum
1.1 Pre Requisite Training
Course
Content
SAP 01
Sap Basics and Sap Navigation

Training
1.2 Finance Course Curriculum

FI_01
FI_02
FI_03
FI_04
FI_05
FI_06
FI_07
GL Accounting
Accounts Payable
Accounts Receivable
Fixed Assets
Funds Management
Bank Accounting
FI Executive & Management
3: Business Processes Overview
4:Business Impact
3.1 Key Impacts
Business Process
Impact
Bank Master Data (Bank Key)

Maintenance
Bank master data will now be maintained in SAP. The master data should
be maintained centrally for the entire Organisation.
House Bank & Account ID Data

Maintenance
House Bank & Account ID maintenance will be done in the SAP. House
Bank and Account IDs are created for each company code.
Bank Reconciliation
The bank reconciliation process will still be required but the reconciling
items will be maintained on SAP. The accounts will be open item managed.
Posting Petty Cash Expense
All Petty Cash Holders will use the standard SAP cash journal functionality
to manage and track petty cash posting.
3.2 Glossary
Terminology
Meaning
SAP
Software being used for business processes : System Application Products
Parking
Capturing /introducing a Journal, Invoice, Credit notes into the SAP system
Posting
Approval of Accounting Documents
Cash Journal
Petty Cash
3.3 Post Go Live Support Process

Any queries:
Contact Telephone: 4000
E-mail: ithelpdesk@saudiairlines.com.sa
LAN : http://ahd.sv.net
5: Practical Component
The following Unit will focus on exercises that will help you learn how to apply the SAP Bank
Accounting Business Tools to your Job.
There are a series of exercises relating to Business Scenarios, with detailed instructions and
notes.
If at anytime you have any questions, please feel free to stop the Trainer and ask questions
5.1: Unit 1: Master data in Bank Accounting

In SAP, the bank master record is stored centrally in the Bank Directory. The Bank Directory
must contain the master data of all banks that you require for payment transactions with your
business partners. This includes your banks and banks of your business partners (both
domestic and foreign banks). Bank key master data is maintained at client level and same
master data will be used by all company codes.
It is recommended to control the maintenance of bank key master data by central function
rather than by individual company codes. The configuration is company code specific
10
5.1.1: Create Bank Master Data FI01

This is bank data that will be used in Saudia in processing outgoing and incoming payments.
Treasury department will maintain bank accounts master on request from various Company
codes under Saudia
1.
To create Bank Master record, follow the menu path given below or use transaction
code FI01 :
Accounting Financial Accounting Banks Master Data Bank Master
Record FI01-Create
2.
Update the following required and optional fields:

Field Name
Description
Values
Bank Country
Identifies the Country in which the bank is located
Example: SA
Bank Key
bank number
SABAxx
Bank Name
Name Of Your Bank
Trainee xxx
Street where your bank is located
Street
Street name
City where your bank is found
City
Jeddah
branch name of the financial institution
Bank Branch
Bank Number
Main Branch
This field contains the bank number or the bank code
SABAxx
Click on the address
button and enter the address details of the bank.
Click on the Enter
button to confirm your entries and continue.
5.
Click on the Save
button.
6.
Message will appear on the Status bar: Bank SA SABAxx was created.
7.
Click on the Exit

screen.
button or press Shift+F3 to return to the SAP Easy Access
The system task is complete.
11
5.1.2: Change Bank Master Record FI02
This function can be used to make some changes to Bank master records. You are going to
change the bank number field by adding extra numbers to the bank number.
1.
To change a bank record master follow the Menu pathos use the transaction code
FI02:
Record FI02-Change
2.

Field Name
Description
Values
Bank Country
Example: SA
Bank Key
bank number
SABAxx
3.
Click on the Enter
4.
Change the bank number field by adding -01 after the bank number.
Click on the Enter
6.
Click on the Save
button.
7.
A message will appear on the status bar: Bank SA SABAxx was changed.
Click on the Exit

screen.
12
5.1.3: Display Bank Master Record FI03
This function can be used to view Bank master record details
1.
To display bank master records follow the menu pathos use the transaction code
FI03:
Record FI03-Display
2.

Field Name
Description
Values
Bank Country
Example: SA
Bank Key
bank number
Example: SABA02
3.
Click the Enter
4.
Click on the address
5.
Click on the Enter (Close)
button.
6.
Click on the
button to view changes made to Bank Master Record.
7.
Click once on any line items displayed then Click on the
8.
Changes will be displayed showing the changed fields and the values changed.
9.
Click on the Exit button

screen.
button to confirm your entries and continue

button and view the address details of the bank.
button.
or press Shift+F3 to return to the SAP Easy Access
13
5.2: Unit 2: Cash journal (Petty Cash Transactions)

SAP provides a standard function for the management of petty cash referred to as the Cash
Journal.
Posting the journal will update the general ledger. The journal will be available for
subsequent display for future reference or audit purposes.
Cash journals are company code specific
The petty cash journal will take care of such small expenses for example postage expenses
and the trainees will have the opportunity to
14
5.2.1: Recording a cash receipt - FBCJ
Cash Journal allows you to post cash documents (like expenses, cash inflows etc.) in a
simple way. Instead of typical accounting transactions for posting (e.g. FB50) you can use
pre-defined business transactions. This function also allows you to print typical cash journal
documents and cash report for a specified period.
For every company code there can be defined different cash journals.
1.
To Record cash receipt in the Cash Journal follow the Menu path or use transaction
code FBCJ :
Accounting Financial Accounting General Ledger Posting
Cash Journal
2.
FBCJ
When you double click FBCJ - Cash Journal (if you are accessing it for the first
time the system will prompt a small window, you need to enter company code 1100
and your
relevant code of cash journal 10xx)
3.
Click on the
posting
button to select the correct Journal type for this
4.

Field Name
Description
Values
Company code
Code identifying a separate legal entity
Example: 1100
Cash journal
Required cash journal ID
Example : 10xx
5.
Click the Enter
6.
Click on the
7.
tab
Field Name
Description
Values
Business transaction
Transaction number
Example
:
(Replenishment)
Amount
Amount to be reimbursed
10,000
Reference:
The cash request voucher reference details
Trainee xx
15
8.
9.
Field Name
Description
Values
Profit Center
Relevant profit centre
110010
Line Item Text
Description of transaction
Reimbursement
Click on the Save

button. The balance is now updated in the cash
management sub-ledger but no postings have been made to Financial Accounting.
Click on the Post
icon. Financial Accounting will be updated.
10. The Financial Accounting document can be displayed via selection of the
button.
11.
A sub screen below will be displayed double click on Document number 89000000xx.
.
12.
The accounting Document will be displayed
13.
Click on the cancel
14.
button.
16
5.2.2: Enter an Expense Transaction-FBCJ

For every Company code, cash journal transactions have been pre-defined: Expenses - type
E, in this exercise you will record expense transaction for a particular cash journal.
Before performing the exercise, make sure that cashier has enough balance in the
cash journal to incur expense.
1.
To enter an expense cash journal

FBCJ:
follow the Menu pathos use transaction code
Accounting Financial Accounting

- Cash Journal
Banks
2.
Click on the Change Cash Journal
3.
Update the following required and optional fields;
Out goings
Posting
FBCJ
button.
Field Name
Description
Values
Company code
Code identifying a separate legal entity
Example : 1100
Cash journal
Required cash journal ID
Example : 10xx
4.
Click on the
tab.
5.
Click the Enter
6.
button to confirm the entries
Field Name
Description
Values
Business Transaction
Transaction number 2 corresponds to POSTAGE EXPENSES
Example : 2
Amount
Amount
500
G/L Account
This is the GL account to which the expense will be coded.
No need to enter system

will
default
it
automatically
Cost center
Cost center number
11111130
Line Item Text
Description of transaction
Payment for Postage

Bahrain
17
7.
Click on the Save

button. The balance is now updated in the cash
management sub-ledger but no postings have been made to Financial Accounting.
8.
Click on the Post
button. The Financial Accounting document can be
displayed via selection of the
follow-on document button.
Record the document number 8900000xxx

9.
Click on the cancel
10.
Click on the Exit
button.
button or press Shift+F3 to return to the SAP Easy Access.
18
5.2.3: Reverse Cash Journal -FBCJ
The cash journals documents youve entered can be posted directly or only saved in the
database (and you can post them later).
The saved documents can be deleted from the database. The posted documents can also
be deleted, but in such case the system posts automatically a reversal document.
In this exercise you need to reverse the expense transaction youve posted previously
1.
To reverse cash journal follow the Menu pathos Use transaction code FBCJ:
Accounting
Journal
2.
Financial Accounting
Click on the Change Cash Journal
General Ledger
Posting
FBCJ - Cash
button.
15.
Enter Company 1100 Code.
16.
Enter Cash Journal number or search for the cash journal number.
5.
Select the line item to be reversed
6.
Click Delete Row
7.
Click on the
8.
button.
button.
Field Name
Description
Values
Reversal Reason
Enter the reversal code for the transaction, this is the

reason why and during which period the document is
being reversed
01
19
9.
Click on the Enter (continue)
button
Note: An additional line item is displayed for the reversal with the Document
Status symbol
, the original document also has this status
10.
Click Follow-on doc

view.
or double click on the line item you want to
11.
Double click on the
12.
The accounting Document will be displayed.
13.
Click on the back
button.
14.
Click on the cancel
button.
15.
20
5.3 : Unit 3. Manual and Automatic Bank Statement Entry Process Overview
SAP provides functionality for the input of bank statements. A statement is entered for every
house bank/ account ID combination, either electronically or manually In the SAP
environment bank statements should be entered daily.
The benefits of the SAP bank statement input process are:
An electronic record of all bank statements is retained on-line.
The daily input of statements will result in the view presented by the FI-GL bank
statement accounts being as meaningful as possible
At any time a specific bank statement can be displayed on screen. In this way SAUDIA will
have a complete audit trail of all statements entered.
In this unit trainees will be taught how to capture the manual and electronic bank statements
and post process the captured statements
21
5.3.1: Manual bank statement processing
This transaction (Manual Bank Statement Entry - FF67) allows the user to enter bank
statements manually to SAP. Statement entry is usually a two-step process
First, enter the account line items into SAP. The row format for entering individual
transactions can be varied via the selection of alternative
input consistency.
variants
. SAP check data
The second step is to post the line items.

Before capturing the bank statement the following steps are necessary: Have a Bank
Statement and verify all the entries before capturing and errors should be corrected before
capturing the statement on the SAP system.
1.
To enter a manual bank statement, choose the following menu path or use
transaction code FF67:
Accounting Financial Accounting Banks Incoming Bank Statement
FF67 -- Manual Entry
A specification screen must pop up it is your first time to process a manual bank
statement
If the specification screen did not pop up and it is the first time to log in the Bank
reconciliation screen, the following menu path may be used in the same background
screen: Setting-> Specifications
2.
Update the following required and optional fields.

Field Name
Description
Values
Int. Bank Determin.
Control whether the bank account is determined using the

internal ID
Start Variant
The variant name used to start the recording process
Z0001
Cust. Matchcode ID.
Customer match code used in searching for customer

memo record processing.
in
Processing Type
Use this field to control whether postings via batch input are
carried out online or as a background job.
Transfer Value Date
If you select this field, then the system transfers the value date
when posting the documents in Financial Accounting.
22
3.
4.
Click the Enter
button to confirm the entries.
Update the following required and optional fields if its the first time, if not please fill
in the first 3 fields only
Field Name
Values
Company Code
1100
House Bank
SA001
Account ID
CA01
Statement Number
Shown on Statement
Statement Date
Shown on Statement
Posting Date
Todays Date
Opening Balance
Amount
Closing Balance
amount
Control Checks
The SAP system performs a number of checks prior to the user being able to
process beyond this point the checks include:
1) The statement number must not have been already entered and must be
sequential if the last statement number is not known the system can assign it for
you
2) The opening balance must correspond to the closing balance of the previous
statement.
3) The bank Key and bank account specified must correspond to a valid house
bank/bank account
6.
Click on the
all statements.
7.
Select the Bank account for which the reconciliation is to be done, choose you
account by double clicking on it.
button from the initial screen will provide an overview of
8.
Click on the
button.
9.
Note: that the Statement number, Statement date and Beginning balance will
automatically default Check the Closing Bank Statement balance and enter it in the
Ending balance field. This balance is the one reflected on the bank statement.
23
10.
Click the Enter
button
11.

Field Name
Values
Bank Posting Date (BkPostDate)
Date on which the item was posted at the bank
Bank reference
Cheque number if transaction is cheque related
Transaction Code
25
Value date
Todays date
Bank Posting Date (BkPostDate)
Date on which the item was posted at the bank
Bank reference
Transaction Code
24
Value date
Todays date
Amount
xxxx
Note: The amounts for checks or payments out will entered with a minus
(payment)
The amounts for deposits or incoming payments will be entered as they are
(Receipt)
12.
The total value of the items input appears at the bottom of the screen amount entered
equals the amount on bank statement field.
13.
Click on the Save

button. The bank statement is now saved. The user is
returned to the initial parameters screen.
14.
To post bank statement number xx Select bank Statement

Statement
Post
Individual
24
15.
The below screen will be displayed.
Note: Note that the number of postings made will be indicated either under the FB01
or FB05 column. If there are any errors in posting, they will be shown in the Errors
column. If there are deposits, the postings will be indicated in the FB01 column.
16.
You can run the General ledger display line items reports S_ALR_87012282 to view
the posting created by the bank reconciliation and view the cheque register
:transaction code FCHN to check on cashed cheques
17.
Click on the Exit

screen.
25
5.3.2: Import an electronic Bank Statement -FF_5

This transaction is used to import an electronic bank statement file into SAP. The file format
in this example is MT940. To import the file into the SAP system it must be in a format that is
accepted by the system.
1.
To import an electronic bank statement, choose the following menu path or use
transaction code FF_5:
Accounting Financial Accounting Banks Incoming
Statement FF_5- Import
2.
Bank

File specifications:
Field Name
Description
Values
Import data
Check the box
Elect.
Bank
statement format
I SWIFT MT940 international format (field 86

unstructured)
I SWIFT MT940 international

format (field 86 unstructured)
Statement file
Workstation upload
Specify the file location.

In this example the file is being uploaded from the
desktop
Posting Parameters
Assign value date
3.
Click on the Execute
Check the box

X
This selection will result in the value date being

passed to FI
button. The bank statement will be imported.
Note: In the event that the statement has already been imported the message will be
popup by the system.
4.
Click on the Exit

screen.
.
26
5.3.3: Re- Process Bank Statement
This transaction is used to re-process a bank statement and gives the user the ability to
change the configured behavior of the system during the posting process. This could be
achieved by executing the post transaction via batch but often users will not have access to
batch processing (transaction SM35).
1.
To post an electronic bank statement, choose the following menu path or use
transaction code FEBA_BANK_STATEMENT:
Accounting Financial AccountingBanks Incoming Bank Statement
FEBA_BANK_STATEMENT- Re-process
Header data:
Field Name
Values
Company Code
1100
House bank ID
SA001
Bank account ID
CA01
Statement number
xx
button.
2.
3.
Position the cursor on the

example
4.
Set the posting mode to In Foreground: Go to Edit Posting Mode In

Foreground
5.
Select post:
record for which posting has not been executed
for
The user can go step by step through each posting screen changing the input if
required. Once
posting is complete the red light will turn to green.
6.
Click on the Exit

screen.

27
5.3.4: Displaying the Cheque Register - FCHN
You can use this transaction to view a list of cashed checks; this report is updated by the
bank reconciliation process
1.
To display a check register follow the menu path or use transaction code FCHN:
Accounting Financial Accounting Accounts Payable Environment
Check information Display FCHN Check Register.
2.
Enter 1100 in the Paying Company Code field.
3.
Enter SA001 in the House Bank Field.
4.
Enter CA01 in the Account ID (Account Identification).
5.
Select Radio
button if you want to view a check listing only or Select
button if you want to view a check listing which includes the

Radio
list of documents that make up the payment.
6.
7.
Click on the Exit

screen.
button.
The lesson is complete.
28
5.3.5: Display Electronic or Manual Statement-FF_6
This transaction is used to display an electronic or manual bank statement. The bank
statement must exist.
1.
To display a bank statement, choose the following menu path use transaction code
FF_6:
Accounting Financial Accounting
FF_6- Display
Banks
2.
Select Program Title: Print Bank Statement
3.
Update the following required optional fields.
Incoming
Bank
Field Name
Description
Values
Application
0001 is for bank statement display.
0001
Company Code
1100
House bank ID
SA001
Bank account ID
CA01
Statement
4.

button. The bank statement/s conforming to the specified
selection parameters will be displayed.
5.
Click on the Exit

screen.
29

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Saudi Arabian Airlines

USER TRAINING MANUAL

FI_06 Bank Accounting Version 1

FI_06 Bank Accounting Version 1

Course Overview: FI06 Bank Accounting

FI_06 Bank Accounting Version 1

FI_06 Bank Accounting Version 1

Sap Basics and Sap Navigation

1.2 Finance Course Curriculum

FI_06 Bank Accounting Version 1

3: Business Processes Overview

FI_06 Bank Accounting Version 1

FI_06 Bank Accounting Version 1

Bank Master Data (Bank Key)

House Bank & Account ID Data

Posting Petty Cash Expense

Software being used for business processes : System Application Products

Approval of Accounting Documents

3.3 Post Go Live Support Process

FI_06 Bank Accounting Version 1

FI_06 Bank Accounting Version 1

5.1: Unit 1: Master data in Bank Accounting

FI_06 Bank Accounting Version 1

5.1.1: Create Bank Master Data FI01

Update the following required and optional fields:

Identifies the Country in which the bank is located

Name Of Your Bank

Street where your bank is located

branch name of the financial institution

Click on the address

button and enter the address details of the bank.

Click on the Enter

button to confirm your entries and continue.

Click on the Save

Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

FI_06 Bank Accounting Version 1

5.1.2: Change Bank Master Record FI02

Update the following required and optional fields:

Identifies the Country in which the bank is located

Click on the Enter

Click on the Enter

button to confirm your entries and continue.

Click on the Save

Click on the Exit

button to confirm your entries and continue.

button or press Shift+F3 to return to the SAP Easy Access

The system task is complete.

FI_06 Bank Accounting Version 1

5.1.3: Display Bank Master Record FI03

This function can be used to view Bank master record details

Update the following required and optional fields:

Identifies the Country in which the bank is located

Click the Enter

Click on the address

Click on the Enter (Close)

button to view changes made to Bank Master Record.

Click once on any line items displayed then Click on the