User Manual

For

General Ledger Master Data

(Central Maintenance)

By
Kiran Thakur

Definition
G/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.
Before you can make postings to a G/L account, you have to create a master record in the system for
the account.

Structure
G/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.

Chart of accounts area

The chart of accounts area contains the data that is valid for all company codes, such as the
account number.

Company code specific area

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.

The General Ledger Master Data Creation can be done by two methods i.e. With Reference and
Without Reference

Creation without reference

SAP ECC Menu

Accounting Financial Accounting General Ledger Master Records

G/L Accounts Individual Processing Centrally

Transaction code

FS00

This method should be adopted when you wish to create a new G/L Account without referring to any
existing General Ledger Account. In case of this method, you need to think about every field in the
Master Data.
Back to creation of G/L Account:
After entering above T Code, system will navigate you to the following screen. Enter the G/L Code to
be created and Company Code and click on
to create new G/L Account. Here, as you can see,
the screen is divided into certain logical parts. This is to differentiate the data in various tabs based
on the nature of information to be stored. Hence, we will go through relevant tabs one by one.

Type/Description

This tab contains Chart of Account level data. This data remains common throughout the company
codes where this master is extended. This data, if changed, will change for all the company codes at
the same time.
Fields
Field

Description

G/L Account

Enter the G/L Account code

Company Code

Enter Company Code

Account Group

Select appropriate Account Group

Note: that the number range is specific to the Account Group

Functional Area

Do not enter any data here

P&L Statement acct

Select this Radio Button if the G/L is Profit & Loss Account

Balance Sheet acct

Select this Radio Button if the G/L is Balance Sheet Account

Short Text

Enter Short Text for the Account

G/L Acct Long Text

Enter Long Text for the Account

Trading Partner

Do not enter any data here

Control Data
All the tabs here onwards contain Company Code level data. This data pertains only to the company
code in picture, and does not affect to any other company code if changed.
This data has to be maintained separately for every company code.

Fields
Field

Description

Account currency

The currency in which this G/L Account will be posted

Only Balances in
Local Currency

Use this field if you want the balance of G/L Account only in Local
Currency of the company

Tax category

This field decides the nature of taxes that can be posted in the G/L
Account. For e.g. If you want to restrict the G/L Account for Input Tax

Field

Description
then enter - here. But maintaining this - sign will not allow you to
book any entry without Tax.

Posting without tax

allowed

If you want the G/L Account to book any entries without using Tax code
then select this button.

Recon. account for

acct type

In this field you specify whether the G/L Account will be used as a
Reconciliation Account. For e.g. Vendor Recon., Customer Recon., Asset
Recon. Account.

Open Item
Management

This field enables Open Item Management. This field should be used in
case of G/L Accounts where you want to track the Debit against Credit by
clearing them against each other. This field is used mostly in case of
clearing accounts. For e.g. GR/IR Account, CENVAT Clearing Account.

Line Item Display

This field is used in most of the G/L Accounts where line items are
available for viewing at Sub-Ledger level like Vendor, Customer or Asset
Reconciliation Accounts.

Sort key

This key defines what data will be entered by the system in Assignment
field of the G/L Account line item.

Create/bank/interest

Fields
Field

Description

Field status group

You need to select the relevant Field Status Group. This field
determines what fields will be available while posting a transactions in
this G/L Account. Given below is the list of available Field Status Groups

Post Automatically
Only

In case of G/L Accounts where manual intervention is not required, this

field should be ticked. For e.g. Stock Accounts

Recon acct. Ready

for Input

Select this option in the case of Reconciliation Accounts (Vendor) where

you want an option to change the G/L Account of Vendor booking
during transaction processing.
Note: Further configurations are required for this, please get in touch
with the consultant for further information

Key word/translation
This tab contains description which can be maintained in multiple languages (provided required
configurations are done) we will skip it and go to the next tab.

Information (Chart of Accounts)

This tab contains history of G/L Account creation / change

Fields
Field

Description

Created On

Date of creation of the G/L Account

Created by

User id of the creator

Change document

Click this button if you want to see the changes done to this G/L
Account

Note: The already created G/L account can be edited using same T Code i.e. FS00, in that case, just
enter the G/L Account and Company code and click on pencil button. This will allow you to do
the changes in mater data. But please be cautious while changing master data as any changes
in G/L account master after posting of transactions may cause problem in future.

Information (Company Code)

System provides one more tab which contains creation and change history of Company Code Data.

Creation with reference

SAP ECC Menu

Accounting Financial Accounting General Ledger Master Records

G/L Accounts Individual Processing Centrally

Transaction code

FS00

In cases where you want to create a G/L account which is similar in nature to some existing account,
we can use the functionality of creating G/L with reference.

In this case, enter the new G/L account to be created with the company code and click on

After clicking the button, system will ask you to enter the reference G/L Account and Company Code
from where the information is to be copied

Click on

or press enter and system will copy all the data from this G/L Account as shown below:

Verify all the data copied in the new G/L account. Do necessary changes and then save.

Block General Ledger Master Data

SAP ECC Menu

Accounting Financial Accounting General Ledger Master Records

G/L Accounts Individual Processing Centrally

Transaction code

FS00

Enter the G/L Account and press enter, system will provide all the details regarding G/L Account.

Click on

button and system will navigate to the following screen:

Fields on the screen

Fields

Description

Block in chart of accounts

Blocked for Creation

Mark this option if you do not want the G/L Account to be created in any
Company Code

Blocked for Posting

Mark this option if you do not want any transactions to be posted in the
G/L Account in any of company codes

Blocked for Planning

Mark this option if you do not want planning to be done in the G/L
Account in any of company codes

Block in Company Code

Blocked for posting

Mark this option if you do not want any transactions to be posted in the
G/L Account in current company codes

Mark on appropriate option and click on save button in order to block postings in the G/L Account.