-: Contents : Document Types & Number Ranges Document Structures Posting Document Clearing Document Integration with GL Accounting

Created by Parag Sawale. Dt.7th June,2005

Document Types
Each document type is identified by a two-digit abbreviation in connection with a description. The document type classifies the document Each document type is allocated to a number range. Document number intervals are specified for the corresponding document type using the number range. The number range also determine whether document numbers are assigned internally or externally. Document number ranges are specified depending on the volume of the business process.

DT

Description

NR

Number Range

IN

INVOICE

01

010000000000 - 019999999999

Number Range for Mass Processing

In addition to the document number ranges for manual posting , number ranges must be defined for business transactions that results from parallel mass processing. E.g. Invoicing , Payment run. The key for mass processing number range must begin with a letter. Parallel background processes take their document numbers from these number range intervals. These document number ranges must be specified depending on the volume of the business processes and the number of the parallel processes.

DT

NR
02

Number Range
020000000000 - 029999999999

P1 Z1 P2

030000000000 - 039999999999

040000000000 - 049999999999

P3

050000000000 - 059999999999

Define Document Types

Document Structure
Document Header Contains General Data :
Document Number Document Category Document Date Posting Date Currency Reconciliation Key

Business Partners item / GL :

Amount Specification on Due Date Dunning Data Clearing Data Cash Management Data.

Business Partners Item

Offsetting Items (GL)

Posting Document
When posting document with tax , entries can be made in two different ways :
Manual Entry Automatic Calculation of Taxes

The user can set the entry type required in his option. This setting can be changed in the initial screen during document entry. The document overview displays all entered document items on one screen( e.g. Business partners item & GL items )

Screen Variants
You can select various freely definable screen variants in the list for entering business partner items. Screen Variants are specified in customizing of the documents. Screen Variants are defined for :
Business Partners Item GL items

Examples : SAP01 SAP02

Standard ( One Line ) Standard ( Two Line )

Define by Entergy ENT 01 Miscellaneous Posting ENT 03 Payment On Account

IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Screen Preparations -> Define Screen Variants for BP items ( FQZ4 )

Screen Variant

IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Screen Preparations -> Define Screen Variants for GL items (FQZ5)

Tolerance Group
You can define tolerance groups for amounts in customizing. Users can then be assigned to these groups. In tolerance group we can define :
Maximum amount per document level Maximum amount per line Item level

Example
Upper Limit For Posting Transaction
Maximum amount per document Maximum amount per line item Document Posting : $1099 Amount Check Line item level 599.00 < 600.00 OK 500.00 < 600.00 OK Amount check Document level 599.00 500.00 1099.00 $ 1000.00 $ 600.00

Posting not Possible because amount limit exceeded

IMG : Financial Accounting -> Contract A/c Receivable & Payables -> Basic Functions -> Postings & Documents -> Documents -> Tolerance groups for amt. limit -> Define tolerance groups

Clearing Document
After posting document system will create clearing document. Various new line items can be generated by the allocation of clearing amount to open items such as
Tax after cash discount cash discount revenue Minor differences Down payment

Clearing in Different Currency

It is possible to clear open items in different currency. For example receivables can be cleared in EURO with an incoming payment in USD All selected open items are recalculated in the clearing currency if they have different document currency. The calculation is carried out in two steps using the posting date of clearing document. The clearing currency and clearing amount are stored in cleared item.

Integration With GL

Reconciliation Key Structure

Various business processes create a reconciliation key in the system. The reconciliation key is identified by the current day in the business year Reconciliation key that have been created manually are closed automatically at the end of the business process. The system also proposes reconciliation key for manual business transaction. You must close them before transferring to general ledger. The reconciliation key can be structure user / group specifically for posting in dialog. Reconciliation key used for :
Invoicing Payment Run Interest Run Payment Lot Return Lot

Transfer to GL Account
FICA Document Amount 500 Reconciliation Key 9819000656 Post Document Summary Record 140000 S 500 800000 C 500 Reconciliation Key 9819000656 FI Documents 40 140000 500 50 800000 500 Reference Key 9819000656 Reference Transaction FKKSU

Steps to transfer Documents to General Ledger Close Reconciliation Key : FPG4 Transfer FICA Posting to GL : FPG1

THANK YOU !