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7)
IMG Menu Path :- SAP Implementation Guide > Financial accounting –> G/L
Accounting –> GL Accounts –> Master Data–> Preparations –> Define Account
Groups
While assigning From & To numbers for Accounts group, starting number
1=Liabilities, 2=Assets, 3=Income and 4=Expenses category. This Account
Group represents P&L Account & Balance Sheet.
Interview Q
What does Account Group Represent?
This Account Group represents P&L Account & Balance Sheet.
An Account group controls the data that needs to be entered at the time of
creation of a master record. Account groups exist for the definition of a GL
account, Vendor and Customer master. It basically controls the fields which
pop up during master data creation in SAP
We maintain two types of Accounts and both are used differently in closing
procedure. For balance sheet, the balance is carried forwarded to the same
Account in the next year. But, in case of profit and loss statement, balance
is carried forward to a retained earning account in SAP and the profit and
loss Account is set to zero. we can define one or two Retained Earning
Eg
To By
Balance Sheet
Liabilities Assets
Here we have defined Account No. 100100, because this Retained Earnings A/c
ledger falls under Reserves and Surplus Account Group, hence we have defined
first Ledger Number of Accounts Group.( of reserve & surplus account group)
Here, ‘X’ is SAP delivered key. It activates carry forwards of Profit to Balance
Sheet and it also activates to create P&L Ledgers.
Step 7
Note : Variant means when you want to execute transaction in SAP then
there are certain field present in the screen that comes after running the
transaction, the information you fill in the screen field can be saved for
future .
the save data or screen is called varient.
9) Define Posting Period Variant T C:/NOBBO
SAP FI posting periods are used to open and close periods of a financial year.
Posting periods are maintained in a posting period variant that is assigned to
a company code. One posting period variant can be assigned to more than one
company code.
Posting periods can be maintained for each account type, i.e. Assets (A),
Customers (D), Vendors (K), Materials (M), G/L Accounts (S), and Contract
Accounts (V). It is not mandatory to maintain the posting periods for each
account type because by specifying account type “+” (all account types)
posting periods can be maintained for all account types in a company code.
For technical reasons, for each posting period variant you need an
entry .+. that is valid for all account types. The columns for the account
number interval must be empty.
The period intervals defined for the .+. entry specify the periods that can
be posted to in a variant. When you enter the posting date in the
document header, the system uses the entry for the account type .+. to
check whether the period determined can be posted to. If all account
types are to be open at the same time, the minimum entry .+. is
sufficient.
(Practically this posting periods will be open by each month-wise. In
the period 1 column define Current Month and Current Year and period
2 define Current Month and Current Year with ‘+’ mark in Account
Type and Save. Now End user can make entries only in that Current
Month and not permitted to post in the previous/next month. And for
special posting periods there will be no such restrictions.) Open Posting
Period for Current Month only:
Assign posting period variant to company code
Different Company Codes can be assigned with same posting period variant
provided, all Company Codes uses the same Accounting year.
Select Position
Company code 7878
Enter
Type Company code 7878 Save
Scenario 2 :
Scenario 3
If you want to allocate the account group in posting period how to do
that ? and what are its effect.
A)
Go to /nob52
Enter : company code : 7878
In Account from & To Account ( mention the Account group that you
want) & save
But it not recommended.( reason it would take only that account group
transaction through out the year). Its always better to keep it blank or
mentioning (zzzz ie is infinity) in to account.
Note : period 3 would be used for Co secondary posting .
In FICO : table are saved at level such as BKPF/BSEG/BSIK.
Know in s4hana : table are save at ACDOCA. Know we are not
defining separate period for cost element & CO.
Document Type: /noba7
Document types are defined at the client level so document types are apply
for all company codes. Document type key is used to classify accounting
documents and distinguish between business transactions to be posted.
Standard SAP system delivers the standard document types. So we can use
this standard document types or define new document types as per business
requirements.
Document type control account type & number range.
Note : Header level is control by document type.
& item level is control by posting key.
Step C
Properties
NUMBER RANGE
Number range object will be maintained at the document type level. Number
ranges will be maintained at the company code,
AUTHORISATION GROUP
ASSETS
CUSTOMER
VENDOR
MATERIAL
G/L ACCOUNT
By selecting this checkbox, a document type allows G/L account transactions.
It is not mandatory to choose all the account types or specific account types.
As per the requirements of a company you should choose respective account
types.
Control Data
This checkbox is applicable only for accounts payable to deduct cash discounts
while booking invoices. It is optional.
CUSTOMER/VENDOR CHECK
By selecting this checkbox, the SAP systems helps to reverse incorrect postings
for each item to remove the effect on transaction figures.
INTER-COMPANY POSTINGS
To restrict document type only for batch input postings, this checkbox to be
selected. For example, if a document to be restricted for manual postings and
to allow only batch input postings, then this check box to be selected.
Joint Venture
DEBIT REC.INDIC AND REC.IND. CREDIT
These checkboxes are applicable for joint venture accounting only. To share
incurred costs, these indicators to be defined at the document type level. The
costs will be settled through periodic settlement.
TC:/NFBN1/NOBA7
(You can define in FBN1 if you know document type number directly.)
01 (system defined) and Document Type SA, both are same, stands for G L
Entries.
X1 stands for Recurring Entries (means End-user use this option to make
entries which will occur every month, like Rent payments, loan Payments,
where the End users store ready-made journal entries in SAP, and while
making entries, just they will change Date and post it.)
X2 stands for Sample Document entries. (This option will be used by End-user
for storing Provisional Entries).
Step 1
Go to document type (/NOBA7), select “position”. type Doc. Type SA, Enter.
Select SA, click on 2nd icon (Details icon). Remember No. Range 01 (system
define), now click on No. range information.
Step 2
Step 1
This is just for information : it is the interview question
What is The Meaning of "Net document type"
Answer)
When you post a vendor invoice, you use the document type to specify
whether you want to use the vendor net procedure. In this procedure, the
system automatically splits the offsetting postings into the net amount and the
cash discount due. This is done when the document is posted
Eg
Say you have a vendor invoice and the payment terms are 2% discount if they
pay within 30days
when you enter the invoice with document type KN (Net doc type) then the
discount is calculated and posted to the account defined in config
Ex:
Cr Vendor $100
Dr Expense $98
Dr Discounts $2
Interview question
Can you make a field mandatory at document type level & which are those ?
A)
Yes we can make 2 field mandatory at document type level ie reference
number & Document header text.
In accounting, tolerances are divided into three groups. The three tolerance
groups are:
1. Employee tolerances
2. General ledger account tolerances
3. Customer or vendor tolerances
Configuration step :
Select New Entries
Enter Company Code
Ignore Tol Group
In per document column enter 9999999999
In item document column enter 99999999
In percentage column enter 5%
Now Save data.
1Eg
While posting the transaction.
B
Payment difference are applicable at the time of making payment or receiving
the payment from customer.
2Eg:
Amount per document determines that the user has a privilege to post a
transaction maximum up to the specified amount per document/invoice.
Amount per open item pertains only to Customer/Vendor line items (F-43,F-
22) and not to G/L line items (F-02) Percentage specified in Cash discount field
determines the upper limit of discount which user is authorized to process.
This permitted payment difference apply to the open item managed g/l
clearing account and during Customer/Vendor payment clearing. During
clearing process system considers which ever is the lowest whether the
specified amount or the percentage.
(We do this authorization of SAP End user postings at the time of Go-
Live.)
Accounting clerks:
Accounting manager:
@Field status variant control the field of transaction at a line item level.
During document entry, field status group controls which fields are required for entry and
which fields are set to optional and suppress. The field status groups are available under
field status variant and it will be assigned to company codes in SAP.
@ Sap provides pre-defined filed status group which can be copied to create our own.
@ Field status variant can be created by following the 3-step method of variant
principle.
Scenario
At the time of posting on the SAP screen, we get 70 fields approximately like quantity, Text, Cost
Center, profit center, value, date, etc.
For any postings we will have a debit entries and credit entries, so we will have 70debit fields and
70redit fields. It is not easy to update all the 140 fields and post a document. In order to overcome
this issue, SAP has provided the option to make the fields as required, optional and suppress.
Example : – Quantity
Suppress: – If you choose quantity as suppress, at the time of posting this quantity field will not
visible on the screen.
Required: – If you choose quantity as required, at the time of posting quantity field will appear on
the screen and you have to give value in the quantity field. Required means mandatory, so without
quantity value you cannot go to next screen.
Optional: – If you selected quantity as optional, at the time of posting the quantity field appears on
the screen and it is your choice to update value or not. Without giving value you can go to next
screen.
The field selection is not common for all accounts, it varies from account to account. For example for
sales account quantity is required and for salaries account quantity is not required.
Important Rules of Field Status Variant
1. We need to assign field status group at the time of general ledger master
record creation.
2. In field status group, we need to specify which field is required, optional and
suppress.
3. At the time of postings, the users gives G/L account number. The fields
appears on the screen based on field status groups assigned to G/L.
Select standard FSV 0001 (Select means you have to click before 0001
column) and then
Press F6
Delete 0001, and type 7878 (Company Code) Enter
Step 14
Currency setting .
Posting Keys :– Posting key in SAP is a two digits numerical key that
determines the type of transaction entered in a line item.
Posting Keys – Scenarios
1. Standard SAP system delivers the standard posting keys, you can use the
standard posting and modify or change as per business organization
requirements
2. Posting keys in SAP controls the entries in a line item of document
entries.
3. It determines account type to post i.e. amount should be posted on
debit side or credit side.
Posting Keys Determines :-
1. Account Types ( A, D, K, M, S )
2. Type of postings i.e Debit or Credit
Account Types in SAP :-
1. Assets
2. General Ledger
3. Customer
4. Vendor
5. Material
Account Type Customer posting keys :-
Posting Account Type
Key Description Debit/Credit
Account Type General Ledger Posting Keys
Posting Account Type
Key Description Debit/Credit
40 Debit entry G/L Debit
50 Credit entry G/L Credit
Stock initial
80 entry G/L Debit
81 Costs G/L Debit
Price
83 difference G/L Debit
84 Consumption G/L Debit
Change in
85 stock G/L Debit
86 GR/IR debit G/L Debit
Stock initial
90 entry G/L Credit
91 Costs G/L Credit
Price
93 difference G/L Credit
94 Consumption G/L Credit
Change in
95 stock G/L Credit
G/L Credit
96 GR/IR credit
Interview Questions :-
What is posting key and what does it control?
Posting key in SAP is a two digits numerical key that determines the type of
transaction entered in a line item.
Posting keys in SAP controls the entries in a line item of document entries
currency
account
posting date
amount
company code
Answer : BDE
Document Splitting
Often this function is used to get the financial statements correctly for
segment reporting.
Splitting of account group according to the category (assets/ liability/ income /
expenses).
Document splitting enables you to draw up complete financial statements for
the following dimensions at any time:
Segments
Profit centre
Business areas
Funds
Receivables
Customer-defined dimension (customer field)
Menu IMG- Financial accounting new- GL Account new- business transaction-
document splitting- classify gl account for document splitting.
Controlling
Save.
Double click on Activate components/control indicators
Select New Entries
Enter Fiscal year 2021
Cost Centers: Component Active (select)
Select AA: Activity type Check box
Order Management: Component Active (Select)
Select Profit Centre Check Box