Year: 2013
Document Number Assignment
In the SAP System, every document is assigned a number that identifies it uniquely within a fiscal year and company code.
There are two types of number assignment:
- External (by the user)- Need Auto generated Number confirmed by VR.
The accounting clerk enters the number of the original document during document entry. A prerequisite is that the document numbers are unique. The system checks whether the number entered already exists and prevents users from assigning the same number twice. Numbers assigned to documents that have been archived however, can be reused.
- Internal (by the system)
The system automatically assigns a sequential number.You use a number range to define how the document number is assigned. Each document type has a specific number range from which the document number is selected.
Internal number assignments would be assigned to all document types as per best practice. As company requirements yearly intervals will be created.
| Document Type | Description | Number Ranges |
| AA | Asset Posting | 0100000000-0199999999 |
| AB | Accounting Document | 0200000000-0299999999 |
| AF | Depreciation Postings | 0300000000-0399999999 |
| AN | Net Asset Posting | 0400000000-0499999999 |
| AP | Periodic Asset Post | 0500000000-0599999999 |
| BP | Bank Payment | 0600000000-0699999999 |
| BR | Bank Receipt | 0700000000-0799999999 |
| CH | Contract Settlement | 0800000000-0899999999 |
| DA | Customer Document | 0900000000-0999999999 |
| DG | Customer Credit Memo | 1100000000-1199999999 |
| DR | Customer Invoice | 1200000000-1299999999 |
| DZ | Customer Payment | 1300000000-1399999999 |
| EU | Euro Rounding Diff. | 1400000000-1499999999 |
| KA | Vendor Document | 1500000000-1599999999 |
| KG | Vendor Credit Memo | 1600000000-1699999999 |
| KR | Vendor Invoice | 1700000000-1799999999 |
| KZ | Vendor Payment | 1800000000-1899999999 |
| ML | ML Settlement | 1900000000-1999999999 |
| RA | Sub.Cred.Memo Stlmt | 2100000000-2199999999 |
| RE | Invoice – Gross | 2200000000-2299999999 |
| RN | Invoice – Net | 2300000000-2399999999 |
| RV | Billing Doc.Transfer | 2400000000-2499999999 |
| SA | G/L Account Document | 2500000000-2599999999 |
| SB | G/L Account Posting | 2600000000-2699999999 |
| SK | Cash Document | 2700000000-2799999999 |
| SU | Adjustment Document | 2800000000-2899999999 |
| UE | Data Transfer | 2900000000-2999999999 |
| WA | Goods Issue | 3000000000-3099999999 |
| WE | Goods Receipt | 3100000000-3199999999 |
| WI | Inventory Document | 3200000000-3299999999 |
| WL | Goods Issue/Delivery | 3300000000-3399999999 |
| WN | Net Goods Receipt | 3400000000-3499999999 |
| X1 | Recurring Documents | 9100000000-9199999999 |
| Y1 | Sample Documents | 9200000000-9299999999 |
Recurring Entries
- Some business transactions are repeated regularly every period or quarter such as rent and insurance .SAP gives the Recurring Entry option to make this entry one time and run it every period and have the same financial effect.
- The following data never change in the Recurring Entry : Posting Key – Account – Line item Amounts.
- You enter the recurring data in a Recurring Entry original document and then run the Recurring Entry Program
Enter Recurring Entry: FBD1
Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Posting⇒ Reference Documents ⇒ Recurring Document (FBD1)
Update the document as below,
After posting this entry you will get an message like : Doc:9100000000 was stored under 3300 company code,
Now we need to execute the Document Under F.14
Before execution F.14 just visit at FBD3 TCode with your recurring document number.
Give Document Number & Company code then press Enter
Then click on Goto menu then press Recurring Entry Data, then you will get Display recurring Doc Popup box, what ever date you mentioned under First and Last Run date, same Date we have to key under F.14 Settlement period
Execute Recurring Document : (F.14)
Click On Execute,
Then we ll get message “Session xxxxxx was Created”
Then Go to System menu ⇒ Select ⇒ Batch Input ⇒ Sessions
Then select the line item as below and Click on PROCESS
After that we ll get one more popup as shown below Click on Process
- Accounting documents are posted and recurring documents are updated with processing data (next run on and number of runs .)To display a posted document, use transaction code FBL1N.
| Particulars | Transaction Code |
| Recurring Documents | |
| Creation of Recurring Document | FBD1 |
| Change Recurring Document | FBD2 |
| Display of Recurring Document | FBD3 |
| Display changes in Recurring Document | FBD4 |
| Define Document Change Rules | OB32 |
| Delete Reference Document | F.56 |
| Execute Recurring Entry | F.14 |
| Evaluating Recurring entry Documents | F.15 |
| Running Batch Input Session | SM35 |
FBR2 – Post With Reference
1. Suppose we posted a document and now we post one more document resembles like the earlier document we posted with same date same account except some values changed.To post a new document in reference with an old document click post with reference in FB02 –> it will be directed to FBR2 automatically.
2. We can also reverse the document by selecting ” Generate reverse posting”
Difference between cost center and work center.
Cost center is place where you incur your costs.
Work center is a place where an operation is performed by a person/machine (group).
Link between them:
The activities performed at or by the work center are valuated using charge rates which are defined/determined by cost centers and activity types.
Credit Memo
Credit Memo/Sales Returns (FB75/F-27)
Follow the below mentioned screen,
Press “Enter”, That takes u to next screen,
Now We can post the document,
Document > Simulate
Click on “SAVE”
Cash Discounts in SAP
Create a GL A/c of “Discount Allowed” under “Indirect Expenses” (FS00), Assign Field status group :G001
Follow the below mentioned path to configure “Terms of Payment” (OBB8)
Click on “Maintain Terms of Payment” ,The following screen Appears
Click on “New Entries”, follow the next screen
Terms of payment has been created,
Now we need to configure for Cash Discount (OBXI) or Follow below mentioned path
In this step, you define the account numbers for your cash discount expense accounts. The system posts the cash discount amount to these accounts when clearing open items.
Note
Your specifications are dependent on the chart of accounts. You can additionally distinguish your specifications by tax code.
Activities
- 1. Specify your accounts.
- 2. Make sure that the accounts are created.
Chart of Accounts: “Company Code”
Click on “Accounts”
Click on “SAVE”
Now we need to “Modify Customer Master Data with Discount Term” (FD02)
- Select the “Customer”
- Click on “Company Code Data”
- Select “Payment Transactions”
- Terms of Payment : “Company Code”
- Click on “Save”.
Raise Sales Invoice Under F-22
Retain the “Payment Term” to allow Discount or else delete the term not to allow the Discount
Post the entry.
Incoming Payment (F-28)
fill the data as mentioned above with full amount
Press”ENTER”
Click on “Charge of Diff” ,the following screen appears
Double click on Bank line item(HDFC Bank)
Amount: Modify Amount,100000*5%=5000
=100000-5000 =95000
Click On Document & Simulate, Finale entry ll be
The entry is missing from table T043G
Follow below mentioned Path to clear the error (OBA3)
Click on Define tolerances ( Customers), The following screen appears
Change “0001” as your ” Company Code”
press “Enter” and Click on “Save”
Automatic Creation of Primary and Secondary Cost Elements
Part of SAP Controlling module is Cost Element Accounting. It is under this area where you maintain directly master data of cost elements. Just to refresh your mind about cost element.
There are two types of cost elements in Controlling, namely; primary and secondary cost element. Primary cost elements are use to transfer P&L account postings in Financial (FI) to Controlling (CO). It is a requirement that all P&L accounts should have a primary cost elements; otherwise, transactions can not be posted involving P&L accounts in FI. On the other hand, secondary cost elements are use only for allocation and assessment purposes as period-end process.
Some might have created already a cost element. The question now is, how did you create the cost element? You could have created manually for each P&L Account. My dear readers, it’s really a tedious activity to create cost element manually.
Now here is the tip. You can create primary cost elements automatically for all P&L accounts. You just follow this procedure:
1. First, set-up the settings in your Chart of Accounts. Follow this configuration path:
IMG → Financial Accounting (New) →General Ledger Accounting (New) → Master Data → G/L Accounts → Preparations → Edit Chart of Accounts List.
Transaction Code: OB13
The “Change View List of All Chart of Accounts: Details ” screen appears.
Set the Controlling Integration to “2 Automatic creation of cost elements” (see highlighted item), and save your work.
2. Second step, Specify the default cost elements that will be automatically created. Follow this configuration path:
IMG → Controlling → Cost Element Accounting → Master Data → Cost Elements → Automatic Creation of Primary and Secondary Cost Elements → Make Default Settings.
Transaction Code: OKB2
3. Third step, Create Batch Input Session for the automatic creation of cost elements. Follow this configuration path:
IMG → Controlling → Cost Element Accounting → Master Data → Cost Elements → Automatic Creation of Primary and Secondary Cost Elements → Create Batch Input Session.
Transaction Code: OKB3
4. Fourth step, Execute Batch Input Session.
Transaction Code: SM35
Result: The cost elements specified in step 2 will be automatically created.
Activate Profitability Analysis – SAP
When you create a Controlling Area, Profitability Analysis is not automatically activated. If you want to use Profitability Analysis function of SAP, then it should be activated. Note that Profitability Analysis still not active upon creation of the Controlling Area, as shown in this screen shot:
To activate the Profitability Analysis, follow this helpful and effective instruction:
Transaction code: KEKE
Path: IMG → Controlling → Profitability Analysis → Flows of Actual Values → Activate Profitability Analysis.
The Change Veiew “CO-PA: Active Flag for Profitability Analysis”: Overview screen appears. Choose ’2 Component active for costing-based Profitability Analysis′, code for Profitability Analysis Active. Then save your entry.
Note that Profitability Analysis in the Controlling Area is now active,
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