Chapter 3 New General Ledger

CHAPTER 3 NEW GENERAL LEDGER
Contents
1. New General Ledger......................................................................................................................2
2. Ledgers...........................................................................................................................................3
2.1 Define Currencies of Leading Ledger.......................................................................................4
2.2 Define and Activate Non-Leading Ledgers...............................................................................5
2.3 Assign Scenarios and Customer Fields to Ledgers....................................................................6
2.4 Activate Cost of Sales Accounting............................................................................................8
2.5 Define Ledger Group.................................................................................................................9
2.6 Define Document Types for Entry View in Ledger.................................................................10
2.7 Define Document Types for Entry View in Ledger.................................................................11
2.8 Define Number Ranges for Entry View...................................................................................11
2.9 Activate New General Ledger Accounting..............................................................................12
3. Parallel Accounting......................................................................................................................13
3.1 Accounting Principles..............................................................................................................13
3.2 Assign Accounting Principles to Ledger Groups.....................................................................13
4. Document Splitting......................................................................................................................14
4.1 Define Document splitting Characteristics..............................................................................16
4.2 Activate Document splitting....................................................................................................17
4.3 Classify GL Accounts for Document splitting........................................................................18
4.4 Define Zero-Balance Clearing Account...................................................................................19
5.1 Define Valuation methods.......................................................................................................21
5.2 Define Valuation Areas............................................................................................................22
5.3 Assign Valuation Areas and Accounting Principles................................................................22
5.4 Foreign Currency Valuation- Account Determination............................................................23
6. Real time integration of Controlling with Financial Accounting................................................25
5.5 Define Variants for Real time integration................................................................................26
5.6 Assign Variant for Real time integration to Company code....................................................27
5.7 Account Determination for Real time integration...................................................................27
1
1. New General Ledger
Let us understand this concept of SAP New GL structure and its use. Typically in SAP you can depict
parallel accounting. Which means you can carry out valuations and closing operations for a company
code according to local accounting principle and a second accounting principle (parallel) i.e. the group
accounting principle.
Till version 4.7 you could carry out the parallel accounting only by using
Additional accounts.
Certain GL accounts are common between 2 the accounting areas. Certain GL accounts applicable only
for local reporting Certain GL accounts applicable only for group reporting.
This kind of a set up requires 2 retained earnings accounts. The disadvantage of this set ups is lot of GL
accounts are required and sometimes reconciliations become difficult.
To do away with the above approach SAP has now introduced the SAP New GL
structure. In this approach parallel accounting is depicted using an Additional ledger.
The data for one accounting principle is stored in the general ledger. This ledger is known as the Leading
ledger or Leading valuation view. For each additional (parallel) accounting principle, you create an
additional ledger
The advantages of this approach are:-

1) You do not have to create any additional G/L accounts
2) You manage a separate ledger for each accounting principle
3) You can use the standard reporting functions to create a financial statement
4) You can have different fiscal year variants attached to each of the additional ledger.
5) You can make manual postings to any of the additional ledgers.
Configuration Scenario:
ABC Group of companies (Parent company) is a multinational company with companies across the world
with base in Germany. The company has decided to implement SAP for its subsidiary ABC Electronics
located in USA. ABC Group of companies have to use the common chart of accounts. The currency in
USA is USD. The Parent company wants the accounts to be prepared based on Calendar year January to
December. The Financial reporting should be in EURO.
ABC Electronics Inc has a local reporting requirement as per Corporate Law
Based on the above requirements we need to configure the following using the SAP New GL
structure
Company code created 1009 – ABC Electronics Inc. The
company code currency– USD
Parallel currencies to be implemented – EURO
Common chart of accounts – COA
Ledger 0L (leading valuation view) reporting period – Jan to Dec for group reporting
Ledger L9 (additional ledger) for local reporting under Corporate Law.
2
2. Ledgers
Define Ledgers for General Ledger Accounting
You define the ledgers that you use in General Ledger Accounting. The ledgers are based on a totals
table. SAP recommends using the delivered standard totals table FAGLFLEXT.
The following types of ledgers are available:
Leading Ledger
The leading ledger is based on the same accounting principle as that of the consolidated financial
statement. It is integrated with all subsidiary ledgers and is updated in all company codes. You must
designate one ledger as the leading ledger.
In each company code, the leading ledger automatically receives the settings that apply to that company
code: the currencies, the fiscal year variant, and the variant of the posting periods.
In our scenario the group reporting is handled by the Leading
Ledger. Non-Leading Ledger

The non-leading ledgers are parallel ledgers to the leading ledger. They can be based for
example on local accounting principles.
You must activate a non-leading ledger by company code.
For each ledger that you create, a ledger group of the same name is automatically created.
In our scenario the local reporting is handled by the Non- leading ledger.
Via Menus IMGFinancial Accounting( new) Financial Accounting Global

Settings(new) Ledgers LedgerDefine Ledgers for General Ledger
Accounting
Via Transaction Code SPRO
0L is the Leading Ledger (if already activated in your training system, no need to activate it again)
Click on
3
Update the following:-
Click on
2.1 Define Currencies of Leading Ledger

Via Menus IMGFinancial Accounting( new)  Financial Accounting Global
Settings(new) Ledgers LedgerDefine Currencies for Leading
Ledger
Here you specify the currencies to be applied in the leading ledger. You can make the following settings
for each company code
Click on
Click
For company code 1009 USD has been defined as local currency and EUR as additional currency.
4
2.2 Define and Activate Non-Leading Ledgers
Via Menus IMGFinancial Accounting( new)  Financial Accounting Global Settings
(new) Ledgers Ledger Define and Activate Non- Leading
Ledgers
Here you make the following settings for the non-leading ledgers for each Company code:
You activate the non-leading ledgers in the company code.
You can define additional currencies beyond that of the leading ledger.
The first currency of a non-leading ledger is always the currency of the leading ledger (and
hence that of the company code). For the second and third currencies of a non- leading ledger,
you can only use currency types that you have specified for the leading ledger.
You can define a fiscal year variant that differs from that of the leading ledger. If you do not
enter a fiscal year variant, the fiscal year variant of the company code is used automatically.
You can specify a variant of the posting periods.
Click on Update the following:-
Click on
5
2.3 Assign Scenarios and Customer Fields to Ledgers
Settings(new) Ledgers Ledger Assign Scenarios and Customer
Fields to Ledgers
In this IMG activity, you assign the following to your ledgers:

Scenarios:
This determines what fields in a ledger are updated when it receives posting from other
application components.
Custom Fields:
You can add custom fields (that you have already defined) to the ledger.
Versions:
This enables you to make general version settings for the ledger that depend on the fiscal year. In the
versions, you specify whether actual data is recorded, whether manual planning is allowed, and
whether planning integration with Controlling is activated.
Select
Click
6
To assign Profit center update you need to have profit center module active.
Click on
Click on
Click on and click on and
7
Select
Click on
Click on
Click on
2.4 Activate Cost of Sales Accounting

Settings(new)Ledgers Ledger Activate Cost of Sales Accounting
Cost of Sales Accounting: A type of profit and loss statement that matches the sales revenues to the
costs or expenses involved in making the revenue (cost of sales).
The expenses are listed in functional areas such as:
Manufacturing
Management
Sales and distribution
Research and development
Cost of sales accounting displays how the costs were incurred. It represents the economic outflow
of resources.
Click on
8
2.5 Define Ledger Group
Settings(new) Ledgers Ledger Define Ledger Group
Here you define ledger groups. A ledger group is a combination of ledgers for the purpose of applying
the functions and processes of general ledger accounting to the group as a whole.
When posting, for example, you can restrict the update of individual postings to a ledger group so that
the system only posts to the ledgers in that group.
You can combine any number of ledgers in a ledger group. In this way, you simplify the tasks in the
individual functions of General Ledger Accounting.
When a ledger is created, the system automatically generates a ledger group with the same name. In this
way, you can also post data to an individual ledger or access it when using functions where you can only
enter a ledger group and not ledgers.
You can change the name of the ledger group that was taken from the ledger.
You only have to create those ledger groups in which you want to combine several ledgers for joint
processing in a function.
You do not need to create a ledger group for all ledgers because the system
automatically posts to all ledgers when you do not enter a ledger group in a function.
Representative Ledger of a Ledger Group
The system uses the representative ledger of a ledger group to determine the posting period and to
check whether the posting period is open. If the posting period for the representative ledger is open, the
system posts in all ledgers of the group, even if the posting period of the non-representative ledgers is
closed. Each ledger group must have exactly one representative ledger:
If the ledger group has a leading ledger, the leading ledger must always be identified as the
representative ledger.
If the ledger group does not have a leading ledger, you must designate one of the ledgers as the
representative ledger. If the ledger group has only one ledger, this ledger is then the representative
ledger. If the ledger group has more than one ledger, the system checks during posting whether the
representative ledger was selected correctly. This check is based on the fiscal year variant of the
company code:
We do not want to group the ledgers; therefore we do not do any configuration here.
9
Select
Double click
Similarly, you can check L9 Ledgers.( No need to change anything here )
2.6 Define Document Types for Entry View in Ledger

Settings(new)Document Document Types Define Document
Types for Entry View in Ledger
Select your Non Leading Ledger
Press Enter and Provide below details
Click on
10
2.7 Define Document Types for Entry View in Ledger

Settings(new)Document Document Types Define Document
Types for General Ledger View
Select your Non Leading Ledger
Press Enter and provide below details
Click on
Similarly add all other document types for number range 99.
2.8 Define Number Ranges for Entry View

Settings(new)Document Document Types Document Number
ranges for Entry View
Provide Company code
Click on
11
Click and Click on
2.9 Activate New General Ledger Accounting

Via Menus IMGFinancial Accounting  Financial Accounting Global Settings
Activate New General Ledger Accounting
Via Transaction Code FAGL_ACTIVATION
By activating New General Ledger Accounting, you achieve the following:
1) The functions for new General Ledger Accounting become available.

2) In the SAP Reference IMG, the previous Financial Accounting menu is replaced by the
Financial Accounting (New) menu. Under Financial Accounting Global Settings (New) and
General Ledger (New), you can make the settings for New General Ledger Accounting.
3) You activate the tables of new General Ledger Accounting so that your posting data is written
to them.
If the New General Ledger is already activated in your system, this screen may not appear, then you can
ignore this step.
If you already use classic General Ledger Accounting in your production system, you need to perform
the migration of this data before you activate
12
3. Parallel Accounting
3.1 Accounting Principles

(new)Ledgers Parallel Accounting Define Accounting principles
Here, you define your accounting principles. You then assign the desired ledger group to the
accounting principles. For performance reasons, you can combine several different accounting principles
in one entry; for example, you create one accounting principle for IAS/US GAAP. This can be useful if,
in an application, you have to create the data for each accounting principle, even if the postings derived
from the data are identical for each accounting principle.
Caution: The accounting principles that you have defined are available in various functions in
Financial Accounting, such as in the report for foreign currency valuation, in Manual Accruals. SAP
therefore advises you not to delete accounting principles.
Click on and update the below details:
Click on
3.2 Assign Accounting Principles to Ledger Groups

(new)  Ledgers Parallel Accounting Assign Accounting principles to
Ledger Groups
Click on
13
4. Document Splitting
You can use the document splitting procedure to split up line items for selected dimensions (such as
receivable lines by profit center) or to affect a zero balance setting in the document for selected
dimensions (such as segment). This generates additional clearing lines in the document. Using the
document splitting procedure is the prerequisite for as well as an essential tool for drawing up completes
financial statements for the selected dimensions at any time.
You can choose between displaying the document with the generated clearing lines either in its original
form in the entry view or from the perspective of a ledger in the general ledger views.
For document splitting to be possible, the individual document items and the documents must be
classified. Each classification corresponds to a rule in which it is specified how document splitting is to
occur and for which line items. SAP delivers a set of
standard rules that should usually prove sufficient. If not, you can define your own set of rules and adapt
these according to your needs.
14
Document Splitting Method

The document splitting method defines how document splitting is performed.
For each document splitting method, you specify how the individual item categories are handled in the
individual business transactions. This includes, for example, whether the account assignment of the
customer item is copied from the revenue item in a customer invoice.
By assigning a document splitting method to a ledger, you activate document splitting for this ledger
according to the settings made in this method.
Business Transaction
A business transaction is an event that leads to value changes and thereby to data being updated in
Accounting.
For each business transaction, you can determine which item categories (can) appear in the transaction.
Business transactions are only used in document splitting of New General Ledger Accounting
Business Transaction Variant

A business transaction variant is a special version of a business transaction.
In a business transaction variant, you can further limit the item categories that were specified in the
business transaction. Business transaction variants are only used in document splitting of New General
Ledger Accounting
Item category
The item category characterizes the items of an accounting document. It is derived from the account type
(such as asset and customer). In the G/L account area, there can be more than one possible item category.
An assignment has to be defined by means of the G/L account number for the derivable item categories
that are not automatically defined.
The item category is currently only used in document splitting in the General Ledger.
Example 1: Invoice
Suppose a vendor invoice containing the following items is entered:
Posting Key Account Segment Amount
31 Payables -100
40 Expense 0001 40
40 Expense 0002 60
Document splitting then creates the following document in the General Ledger view:
31 Payables 0001 -40

31 Payables 0002 -60
40 Expense 0001 40
40 Expense 0002 60
15
Example 2: Payment
The payment for the above vendor invoice then contains the following items when entered:
50 Bank -95
25 Payables 100
50 Cash Discount Received -5
Document splitting then creates the following document in the General Ledger view:
50 Bank 0001 -38

50 Bank 0002 -57
25 Payables 0001 40
25 Payables 0002 60
50 Cash Discount Received 0001 -2
50 Cash Discount Received 0002 -3
4.1 Define Document splitting Characteristics

Via Menus IMGFinancial Accounting( new)  General Ledger (New) 
Business Transactions Document Splitting  Define Document
Splitting Characteristics for General Ledger Accounting
In case of ABC Group, we have selected the following characteristics as criteria for document splitting.
Click on
16
Define Zero-Balance Clearing Account
For account assignment objects for which you want to have a zero balance setting, the system checks
whether the balance of account assignment object is zero after document splitting.
If this is not the case, the system generates additional clearing items. In this activity, you have to create a
clearing account for these additional clearing items.
You do not directly post to the zero balance clearing account. This is a system generated posting
to balance the books per segment or Profit center.
For example Dr Expense (Profit center PC1) and Cr Liabilities (Profit center PC2) then the system
balances not just the entry at the document level but also at the profit center level
So system generates an entry Dr
expense PC1
Cr zero balancing account PC1
Dr Zero balancing account PC2 Cr
Liabilities PC2
Mandatory Field after Document Splitting

Specifies that the selected field must be filled with a value after document splitting.
Select the fields for which you require a complete balance statement and for which you cannot accept
any inaccuracies through unassigned postings.
If the indicator is set, then all postings where no value is set for the specified field after
document splitting are rejected with an error message.
4.2 Activate Document splitting

Via Menus IMGFinancial Accounting( new)  General Ledger (New)  Business
Transactions Document Splitting  Activate Document Splitting
Slitting method used here is a SAP delivered method, which contains splitting rules for different
transactions.
Click on
17
4.3 Classify GL Accounts for Document splitting
Business Transactions Document Splitting  Classify GL Accounts for
Document Splitting
Each business transaction that is entered is analyzed during the document splitting procedure. In this
analysis, the system determines for each line item whether it is an item that remains unchanged or an
item that should be split.
In order that document splitting recognizes how the individual document items are to be handled, you
need to classify them. You do this by assigning them to an item category. The item category is
determined by the account number. In this IMG activity, you need to assign the following accounts in the
system:
Revenue account
Expense account
Bank account/cash account
Balance sheet account
The classification of all other accounts is known to the system, so you do not have to enter them
here. You can enter an account interval since the system recognizes SAP-specific classifications and
does not allow SAP settings to be overwritten by your own settings.
Standard settings
Item categories are included in the standard SAP System. You can not define any additional item
categories. If the item categories included in the system do not meet your needs, contact SAP
Click on and provide Chart of Accounts
Update below details:
18
Click on
4.4 Define Zero-Balance Clearing Account

Business Transactions Document Splitting  Define Zero Balance
Clearing Account
If this is not the case, the system generates additional clearing items. In this activity, you have to create
a clearing account for these additional clearing items.
Select 000 and click on
19
Click on
Click on
Example for Posting to Zero-Balance Clearing Account
If this is not the case, the system generates additional clearing items. In this activity, you have to create a
clearing account for these additional clearing items.
This is a document splitting functionality which ensures that the Debit and Credit for the profit center is
equal with the help of zero balancing account. This account is used to create additional line item to
balance the entries for profit center in terms of Debit and Credit. Take an example of entry without zero
balance-
Debit: Customer 100 Profit Center 50

Credit: Sales 100 Profit Center 100
Here the balance sheet for the profit center will not tally as there is difference in debit and credit. When
balancing field profit center is activated with zero balance account the entry will be-
Debit: Customer 100 Profit Center 50

Debit: Zero Balance account 100 Profit Center 100
Credit: Sales 100 Profit Center 100
Credit: To Zero Balance Acct 100 Profit Center 50
Thus the profit center balance sheet will always tally and the zero balance account will have zero
balance.
20
5. Valuation Methods and areas
5.1 Define Valuation methods

In this IMG activity, you define your valuation methods for the open items. With the valuation
method, you group specifications together which you need for the balance and individual valuation.
Via Menus IMGFinancial Accounting ( New)  General Ledger Accounting (New)
 Periodic processing  Valuate Define valuation methods
Click on
Click on
The valuation is only displayed if the valuation difference between
the local currency amount and the valued amount is negative that is an exchange loss has taken
place. The valuation is carried out per item total.
The valuation is only displayed if, as a consequence, the new
valuation has a greater devaluation and/or a greater revaluation for credit entries than the previous
valuation. The valuation is calculated per item total.
If you select this procedure, revaluations are also taken into consideration.
21
If you select this method system only does a revaluation if applicable but does not
do devaluation where there is exchange loss.
5.2 Define Valuation Areas

Via Menus IMGFinancial Accounting ( New)  General Ledger Accounting (New)
 Periodic processing  Valuate  Define valuation areas
Click on
Click on
5.3 Assign Valuation Areas and Accounting Principles

Via Menus IMGFinancial Accounting ( New)  General Ledger Accounting (New) 
Periodic processing  Valuate  Assign Valuation Areas and Accounting
Principles
Click on
Click on
22
5.4 Foreign Currency Valuation- Account Determination
Via Menus Financial Accounting ( New)  General Ledger Accounting (New) 
Periodic processing  Valuate  Foreign Currency valuation
Preparation for Automatic Postings for Foreign Currency Valuation
Via Transaction Code OBA1
Create below GL Accounts in FS00 before performing this step
Double click on Transaction KDF and provide Chart of Accounts
23
Click on
Note: Similarly assign these Loss/Gain accounts for all the account for which you would like to
revaluate.
Loss: Here you enter the GL code for exchange loss, which is realized
Gain: Here you enter the GL code for exchange gain, which is realized.
Val. loss 1: Here you enter the GL code for unrealized exchange Loss on revaluation of open items i.e.
accounts receivable and accounts payable
Val. gain 1: Here you enter the GL code for unrealized exchange gain on revaluation of open items i.e.
accounts receivable and accounts payable
Bal. Sheet adj.1: Here you enter the GL code to which the receivable and payables adjustment is
posted during foreign currency valuation of open items.
24
6. Real time integration of Controlling with Financial Accounting
CO-FI real time reconciliation keeps the FICO books in harmony and data between them remains
reconciled. If you assign cross-PC or Business Area in CO, it posts data to FI and FI and CO
reports same balances PC wise and Bus Area wise. This is the reason behind creation of FI
document as you observed.
Why do we need CO-FI Reconciliation? A good receipt posting of Rs.100 has occurred on
internal order 1, which is assigned to company code one hundred percent of the value of internal
order No.1 is settled to internal order 2. This is assigned to company code 2.
A Settlement cost element is used for the settlement posting. When an order Settlement is run,
internal order 1 is credited with Rs.100 and internal order 2 is debited with Rs.100. The balances of
internal order 1 and internal order 2 are 0 and Rs.100, respectively. However, the balances of
company code 1 and 2 remain as they were prior to settlement. The reason: settlement activity was
internal to CO. No FI update occurred.
To place the FI company codes back in balance, the CO-FI reconciliation will be helpful. The
resulting FI postings would credit company code 1 for Rs.100 and debit company code 2 for Rs.100.
The internal CO activity will now have been accounted for in FI and company codes are now in
balance.
Posting Logic used in Reconciliation of CO with FI
Component Company Code Posting Account/Cost Amount

Element
FI 0001 Primary 400000 +500 USD

CO 0001 Primary 400000 +500 USD
CO-FI 0001 No reconciliation
necessary
CO 0001 Primary (reposting) 400000 -300 USD
CO 0002 Primary (reposting) 400000 +300 USD
FI-CO 0002 Reconciliation 400000 +300 USD
Posting
FI 0002 Offsetting posting in 200000 1) -300 USD
FI
CO 0001 Secondary 600000 -200 USD
CO 0002 Secondary 600000 +200 USD
FI-CO 0002 Reconciliation 210000 2) +200 USD
Posting
FI 0002 Offsetting posting in 215000 1) -200 USD
FI
25
1. For the reconciliation posting, the system creates an offsetting entry in FI in a company code
clearing account.
2. For secondary postings in CO, you must determine a clearing account in FI using account
determination, as secondary cost elements do not have an equivalent in FI. For primary cost
elements, you can specify a clearing account in the account determination, to obtain a better
overview of the reconciliation postings for example. However, this is only strictly necessary for
secondary postings.
The reconciliation posting was made here for company code 0002 only.
5.5 Define Variants for Real time integration

Via Menus IMGFinancial Accounting( new)  Financial Accounting Global Settings(
new) Ledgers  Real-time integration of controlling with
Financial Accounting Define Variants for Real Time Integration
Click on
26
5.6 Assign Variant for Real time integration to Company code

Settings( new)Ledgers  Real-time integration of controlling with
Financial Accounting Assign Variants for Real Time Integration to
Company code
Click on
5.7 Account Determination for Real time integration
Via Menus IMGFinancial Accounting( new)  Ledgers  Real-time integration of

controlling with Financial Accounting  Account Determination for Real
Time IntegrationDefine Account Determination for Real-Time
Integration
Click on and update below details.
Click on
27

Chapter 3 New General Ledger

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Chapter 3 New General Ledger

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CHAPTER 3 NEW GENERAL LEDGER

The advantages of this approach are:-

In our scenario the group reporting is handled by the Leading

Ledger. Non-Leading Ledger

Via Menus IMGFinancial Accounting( new) Financial Accounting Global

2.1 Define Currencies of Leading Ledger

Via Transaction Code SPRO

You activate the non-leading ledgers in the company code.

You can specify a variant of the posting periods.

Click on Update the following:-

In this IMG activity, you assign the following to your ledgers:

Click on and click on and

2.4 Activate Cost of Sales Accounting

Representative Ledger of a Ledger Group

Similarly, you can check L9 Ledgers.( No need to change anything here )

2.6 Define Document Types for Entry View in Ledger

Press Enter and Provide below details

Via Menus IMGFinancial Accounting( new)  Financial Accounting Global

Press Enter and provide below details

2.8 Define Number Ranges for Entry View

Provide Company code

Click and Click on

2.9 Activate New General Ledger Accounting

By activating New General Ledger Accounting, you achieve the following:

1) The functions for new General Ledger Accounting become available.

3.1 Accounting Principles

Click on and update the below details:

3.2 Assign Accounting Principles to Ledger Groups

Click on and update the below details:

Document Splitting Method

Business Transaction Variant

Suppose a vendor invoice containing the following items is entered:

Posting Key Account Segment Amount

31 Payables 0001 -40

Posting Key Account Segment Amount

Posting Key Account Segment Amount

50 Bank 0001 -38

4.1 Define Document splitting Characteristics

So system generates an entry Dr

Mandatory Field after Document Splitting

4.2 Activate Document splitting

Bank account/cash account

Balance sheet account

Click on and provide Chart of Accounts

Update below details:

4.4 Define Zero-Balance Clearing Account

Select 000 and click on

Example for Posting to Zero-Balance Clearing Account

Debit: Customer 100 Profit Center 50

Debit: Customer 100 Profit Center 50

5. Valuation Methods and areas

5.1 Define Valuation methods

5.2 Define Valuation Areas

5.3 Assign Valuation Areas and Accounting Principles

Double click on Transaction KDF and provide Chart of Accounts

Posting Logic used in Reconciliation of CO with FI

Component Company Code Posting Account/Cost Amount

FI 0001 Primary 400000 +500 USD

5.5 Define Variants for Real time integration

Click on and update the below details:

Via Menus IMGFinancial Accounting( new)  Financial Accounting Global

Click on and update the below details:

5.7 Account Determination for Real time integration