Eep Fico BK

Project Abay
User Training Manual
For
Module: Finance & Controlling
Process: Cash and Bank Accounting
June 2021
ABOUT THIS MANUAL
This manual provides information and specific instructions on how to use the SAP S/4HANA FICO
– General Ledger (GL) module configured for the EEP. Using the manual, the user will be able to
apply the functions provided in the General Ledger (GL) to conduct his/her day-to-day
responsibilities in the general ledger accounting function.
The manual is intended to serve both as a training manual and a reference.
Typographic Conventions
The standard used in this handbook is American English. The following typographic
conventions are also used.
Type Style Description

e.g., Italics e.g., Tips
ETHOPIAN ELECTRIC POWER
Cash and Bank Accounting User Manual
Icons Used
The following icons are used.
Icon Meaning
Caution / warning
Example
Note
Recommendation
Syntax
Save
TECO (technically complete)
Release
About This Manual 3 @2021 All rights reserved.

Created for EEP by ET
REVISION HISTORY
Document Revision History
Version Date Author Name Reviewed / Nature of Changes

Approved by
V1.0 18/02/2021 Samson Asgedom N/A
Revision History iv @2021 All rights reserved.

OVERVIEW
SAP FI Accounts Payable is used to manage and record accounting data for all vendors that deal
with the company. All invoices and deliveries are managed based on vendor requests. Payables
are managed according to payment programs and payments can be made using checks,
transfer, electronic transfers, etc.
Postings that are made in the Account Payable function are also updated in the General Ledger
simultaneously. The system also maintains forecasts and standard reports that can be used to
keep track of all the open items.
Target Audience
This manual shall primarily be used by;
 Finance department – Cash and Banking function

 Management and staff members in all other departments who must carry out payables
accounting related activities
Pre-Requisites
Required Knowledge
 Working knowledge of Microsoft Office and Internet browsers

 Familiarity with navigating the SAP
Recommended Knowledge
 Working knowledge of the Cash and Bank business processes
Terms, Acronyms, Abbreviations Page 5 of 39 @2021 All rights reserved.

Objectives
Using this manual, you will be able to:
 Creation of Bank Key

 Creation of house bank
 Creation of Check Lots
 Issue of Check
 Print payment DocumentT
 Check Void without payment reversal
 Check Void with payment reversal
 Manual Bank Statement
 Petty Cash Transactions
Term / Acronym / Abbreviation Definition/ Description

Contents
ABOUT THIS MANUAL..................................................................................................................................................ii
Typographic Conventions................................................................................................................................ii
Icons Used...........................................................................................................................................................iii
REVISION HISTORY....................................................................................................................................................iv
OVERVIEW.................................................................................................................................................................... 5
Target Audience.................................................................................................................................................5
Pre-Requisites.....................................................................................................................................................5
Objectives.............................................................................................................................................................6
BANK MASTER DATA MAINTENANCE........................................................................................................................8
FI01 - Bank Master Record.............................................................................................................................8
FI03 - Bank Master Data - Display Bank..................................................................................................11
CASH JOURNAL...........................................................................................................................................................15
FBCJ - Cash Journal Posting.........................................................................................................................15
CHECK PROCESSING..................................................................................................................................................24
FCHI - CREATION OF CHEQUE LOT............................................................................................................24
FCH9 - Cancellation of Issued Checks......................................................................................................28
FCH5 - Create Manual Checks......................................................................................................................31
FBZ5 – Manual Check Print...........................................................................................................................36
FCH8 - Reverse Check Payment..................................................................................................................38

BANK MASTER DATA MAINTENANCE
FI01 -
Functionality
Bank Master Records are stored in the bank directory. Their details are stored also in Customer /
Vendor Master Data and are used by payment program to prepare payment documents. You can
create new Bank Master Record using transaction FI01 or you during maintaining Cust. / Vendor
Master Data.
Scenario
You want to store in the system the details of a new bank.
Requirements
No.
Menu Path Accounting  Financial Accounting  Banks  Master

Data  Bank Master Record  FI01 - Create
Transaction Code FI01
1. Double click on FI01 – Create.

Create bank: Initial screen
2. Update the following fields:
Field Name Field Description Values

Bank country Enter country code here Example: ET
Bank key Bank key is the bank code. This Enter value in Bank key.
field is country specific. Usually, Example: 083000108
the bank key consists of first 8
digits of your full bank account
number and is followed by
“hyphen” -
3. Click Enter Button . The system will ask you to enter bank details:

Create bank: Detail screen

Bank name Name of the bank Example: Commercial Bank of
Ethiopia
Region Country specific field. Enter a state code here Example: AA
Street Street name Example: Gambia Street
City City in which the bank is located Example: Addis Ababa
Branch Name identifying the branch of the bank, if the Example: Finfine
bank is part of a multi branch system
5. Click Enter Button .
6. Your entry is ready. Click Save Button to store bank details in the database.
FI03 -
Functionality
Bank Master Records are stored in the bank directory. Their details are stored also in Customer /
Vendor Master Data and are used by payment program to prepare payment documents. You can
create new Bank Master Record using transaction FI01 or you during maintaining Cust. / Vendor
Master Data.
Scenario
You want to display bank master.
Requirements
Created previously bank master record.
Menu Path Accounting  Financial Accounting  Banks  Master

Data  Bank Master Record  FI03 – Display.
Transaction Code FI03
1. Double click on FI03 – Display.

Display bank: Initial screen
2. First you need to select the bank master you want display. Enter bank country (e.g., US)
and press tab to switch to the field Bank key. Press [F4] or click the button in the Bank
key field.
3. The system will display a search screen. Enter your search criteria or just click Enter
Button :
Bank Address
4. The system will display a list of Bank Masters that fulfill your search criteria:

Bank data (1) 4 Entries found
5. Select the required bank master from the list – double click on the field Name of Bank
(e.g., US - 083000108 - First Union Bank & Trust).
6. The selected bank master number will be entered to the field Bank key:
Display bank: Initial screen
7. Click Enter Button to confirm your entries.

Display bank: Detail screen
8. The system displays bank details.
Tip: On this screen the following buttons are available: Change documents
and edit. You can use them to display bank master changes or
edit bank master respectively.

CASH JOURNAL
FBCJ -
Functionality
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.
Scenario
You want to process different transactions, relating to a cash journal. You can post different
types of documents, using implemented transaction types.
A) Expenses (E)
B) Revenues (R)
C) Cash transfer
Requirements
Defined cash journals per company code. Transferred opening balances for GL.
Menu Path Accounting  Financial Accounting  Banks  Incomings

 FBCJ - Cash Journal
Transaction Code FBCJ
1. Double click on FBCJ - Cash Journal.

Cash journal 001 company code EEP1
2. Before you begin to enter a transaction, you need to select proper cash journal. Let’s
assume you want to post some transactions in the company code EEP1. For this company
code there are defined two cash journals:
3. Click Change Cash Journal button to choose your cash journal for posting. The system
will display cash journal initial data:

Cash Journal: Initial Data

Company code Code identifying a separate Example: EEP1
legal entity for which a separate
set of accounts is maintained
for external reporting purposes
Cash journal Required cash journal ID Example: 002
5. Click Enter Button.

6. Click Cash receipts tab. You can now enter a cash receipt transaction. Some
transactions are pre-defined in the system, but you can also create a new one. To do so,
simply type a name of your new transaction in the field “Business transaction”:


Business transaction Transaction code Example: CHECK
7. Click Enter Button . The system did not find transaction “CHECK” in the database
(since is not defined yet). So now it will allow you to create a new transaction:
New Business Transaction

G/L acct for offsetting For every transaction you need to define a GL Example: 114350
pstg account (except if you choose Vendor or
Customer posting). For the transaction “CHECK”
enter your bank GL account – the posting will be
as follows:
A) Dt cash journal,
B) Ct – this bank account
Receipt from the bank Mark this radio button. As you can see, only
transactions relevant for cash receipt are
available for posting.
9. The new business transaction is completed. To save it in the database for future use, click
Create button.


Amount Amount of the line item Example: 5000
Recpt. Recipient Name of the Receipt Recipient Example: John Weber
11. You can save your entry before postings. Click Save sel. Button .
12. There is now some money on our cash account and we can start to post expenses. Click
Cash payments tab:


Business Transaction Business transaction code Example: STAMPS2
14. Click Enter Button . This transaction is also not defined in the system, so you will be
now asked to create it:

New Business Transaction

G/L acct for offsetting For every transaction you need to define a GL account Example: 450002
pstg (except if you choose Vendor or Customer posting).
For the transaction “STAMPS2” enter your cost
account – the posting will be as follows:
C) CT cash journal,
D) Dt – this cost account
Expenses Mark this radio button. As you can see, only
transactions relevant for cash payments are available
for posting.
16. Click Create to complete your entry.


Amount Amount of the line item Example: 1000
Cost Center Cost Center number Example: 5211000
18. To save your entry, click Save sel. button.

19. Both transactions: cash receipt (5.000, -) and cash payment (1.000, -) are saved in the
system. To post them, simply mark them by pressing Select all button. Then press
Post selection button. All selected items will be posted.
20. Cash journal also allows you to print a cash report. Click Print cash journal Button
. The system will display a report of cash transactions for a specified
period.

Cash Journal

CHECK PROCESSING
FCHI - CREATION OF CHEQUE LOT
Menu Path Accounting  Financial Accounting  Accounts Payable 

Accounting  Financial Accounting  Accounts Payable 
Periodic Processing  Payments
Transaction Code FCHI
On the “Check Lots” screen, enter information in the fields as specified in the below table:
Field Name Field Description R/O/C User Action and Values Comments
Paying In this field you find the company R Enter company code EEP1
Company code which processes the
Code payment transactions (possibly
for other company codes too).
House bank Short key for a house bank R Enter house bank using the Enter house
pull-down menu bank or bank
key

Account ID This ID together with the ID for R Enter account ID using pull
the house bank uniquely defines down menu
a bank account.
Click on the Change Icon
Click on Create Icon on the Create Lot window enter the information in the fields as specified in
the below table:

Lot Number Checks are divided into check R Enter your lot number EEP1
lots which are separated
(physically and logically). Checks
which are supplied by a house
bank or printers are divided this
way in different printer locations
or they are in part for the
automatic printing process, in
part for a manual filling out. If
different lots are to be used in a
certain sequence, a subsequent
lot is to be specified.
Check Starting check number R Enter the number of the first
Number check in your lot
To Last check number R Enter the number of the last
check in your lot

Click on SAVE ICON

FCH9 - Cancellation of Issued Checks
Checks printed but not yet issued to the vendor are for any reasons required to be reprinted then
the following process is to be followed.
For the same there are to methods:
Start the transaction using the menu path or transaction code FCH9.
SAP Easy Access
Double-click (FCH9 Issued Cheques) to start the transaction.

Enter information in the fields as specified in the following table
Field Name Description R/O/C User action and values Comments

Paying Company Code for which you R Select the Company Code Defaults from the first
Company Code want to cancel the unused screen
Check
House Bank House Bank in the Company R Select the house Bank Defaults from the first
Code screen
Account ID Account ID uniquely defines a R Defaults from the first

System will list down the Account
bank account under a House screen
IDs under the House Bank. Select
Bank
the Account ID for which you want
to cancel the check
Bank Key Key under which Bank Data for O
respective country is
maintained
Bank Account Number under which account O
is managed at the Bank
Checks to be Voided
Press Enter and Click on Void button

The system displays the message “Check no…. Voided, payment document not reversed”.
Double click on the message the system will display the document number against which the
check was voided.

You can issue a fresh check using transaction code FCH5. By default, the document number
against which the check has been voided will be displayed. Enter a new check number and save
the entry. A new check has been issued against the above document number.

FCH5 -
Functionality
This function allows you to link manually issued checks with the payment documents. In order to
keep the use and management of manually created checks separate from those created
automatically, a separate number range should be reserved for them.
Scenario
The automatic payment run was made without having the relevant check lot in the system. You
have to enter the check details in the check register manually.
Requirements
You need to manually post a payment document before you can use this transaction.

Environment  Check information  Create  FCH5 -
Manual checks
Transaction Code FCH5
1. Double click on FCH5 - Manual checks.

Create Check Information

Payment document Number of payment document you want to Example: 150000020
number create a check for
Paying company code The company code which processes the Example: EEP1
payment transactions
Fiscal year Fiscal year number Example: 2002
House bank Identification number for the house bank to Enter value in House bank.
which the transaction corresponds Example: CITI
Account ID Code identifying the account to which the Enter value in Account ID.
General Ledger account corresponds Example: OP001
Check number The unique check number per company Example: 1000015
code, bank, and account number


Amount paid Amount for which the check is Example: 10000
written
Payee name Name of the vendor being paid Example: Enter Payee name here
5. You can display, if you want, the payment document details. Click Payment document
Button .

Display Document: Overview
6. Click Back Button .

7. Click Save Button. to create the check data for the payment document.
8. The message bar displays “Check EEP1 CITI OP001 1500000015 created manually”.

FBZ5 –
Enter the following details in the screen
 Document Number 
 Company Code 
 Fiscal Year 
 Payment Method 
 Printer For Forms 
 Pmt Advice Printer
Then Click on Print as shown


FCH8 -
Functionality
The system allows you to cancel a check and reverse a payment in a one transaction run. The
check in question will be marked as void in the system, the payment document reversed and the
invoices reopened for payment again.
Scenario
You have forgotten to block a check payment when processing the payment proposal, or if the
wrong invoice was selected for the online check print.
Requirements
A posted check and a payment.

Environment  Check information  Void  FCH8 -
Cancel payment
Transaction Code FCH8
1. Double click on FCH8 - Cancel payment.
Cancel Check Payment


Paying company code The company code which Example: EEP1
processes the payment
transactions
House bank Identification number for the Example: CITI
house bank to which the
transaction corresponds
Account ID Bank account ID Example: OP001
Check number The unique check number per Example: 1000018
company code, bank, and
account number
Void reason code Code identifying the reason for Example: 07
voiding a check number
Reversal reason Reason for reversing a Example: 03
document.
4. Click Cancel payment Button to cancel the check payment.

5. The message bar displays “Payment for check XXXXX was cancelled, reverse document
XXXXXXX”.


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Project Abay

User Training Manual

Module: Finance & Controlling

Process: Cash and Bank Accounting

The manual is intended to serve both as a training manual and a reference.

Type Style Description

Cash and Bank Accounting User Manual

TECO (technically complete)

About This Manual 3 @2021 All rights reserved.

Cash and Bank Accounting User Manual

Version Date Author Name Reviewed / Nature of Changes

V1.0 18/02/2021 Samson Asgedom N/A

Revision History iv @2021 All rights reserved.

Cash and Bank Accounting User Manual

 Finance department – Cash and Banking function

 Working knowledge of Microsoft Office and Internet browsers

 Working knowledge of the Cash and Bank business processes

Terms, Acronyms, Abbreviations Page 5 of 39 @2021 All rights reserved.

Cash and Bank Accounting User Manual

Using this manual, you will be able to:

 Creation of Bank Key

Term / Acronym / Abbreviation Definition/ Description

Terms, Acronyms, Abbreviations Page 6 of 39 @2021 All rights reserved.

Cash and Bank Accounting User Manual

Terms, Acronyms, Abbreviations Page 7 of 39 @2021 All rights reserved.

Cash and Bank Accounting User Manual

BANK MASTER DATA MAINTENANCE

You want to store in the system the details of a new bank.

Menu Path Accounting  Financial Accounting  Banks  Master

1. Double click on FI01 – Create.

Terms, Acronyms, Abbreviations Page 8 of 39 @2021 All rights reserved.

Cash and Bank Accounting User Manual

Create bank: Initial screen

2. Update the following fields:

Field Name Field Description Values

Terms, Acronyms, Abbreviations Page 9 of 39 @2021 All rights reserved.

Cash and Bank Accounting User Manual

Create bank: Detail screen

4. Update the following fields:

Field Name Field Description Values

5. Click Enter Button .

Cash and Bank Accounting User Manual

You want to display bank master.

Created previously bank master record.

Menu Path Accounting  Financial Accounting  Banks  Master

1. Double click on FI03 – Display.

Terms, Acronyms, Abbreviations Page 11 of 39 @2021 All rights reserved.

Cash and Bank Accounting User Manual

Display bank: Initial screen

Terms, Acronyms, Abbreviations Page 12 of 39 @2021 All rights reserved.

Cash and Bank Accounting User Manual

Bank data (1) 4 Entries found

Display bank: Initial screen

7. Click Enter Button to confirm your entries.

Terms, Acronyms, Abbreviations Page 13 of 39 @2021 All rights reserved.

Cash and Bank Accounting User Manual

Display bank: Detail screen