SAP FI/CO TRAINING MATERIAL

B.JYOTIRADITYA,9885863446 EMAIL ID:bjyotiraditya@yahoo.com

SAP-FI/CO

SAP: Systems, application and products in data processing

FI: Financials: co: controlling

Version: 4.7 EE (Enterprise edition)

No. of co. working with 4.6b

4.6c

SAP Started in 1972 à Head quarters in Germany

ERP: Enterprise Resource Planning

ERP integrated all the function

It facilitate free flow of data among the functions/departments

ERP Packages:

SAP, Oracle, financials, peoples soft, BAAN, J. D. Edwards

1972 – SAP R/1 – Real time data processing

1980 – SAP R/2 – Included No. of countries and No. of currencies

1990’s – SAP R/3 – R/3 Stands for

Data structure:

1. Application server

2. Data base server

3. Presentation

1999 – My SAP.com – Web based

2004 – Net weaver - Integrates information, people and processes.

Areas to be covered under FI/CO

FI:

1. General ledger accounting

2. Accounts payable

3. Account receivable

4. Asset accounting

CO:

1. Cost element accounting

2. Cost centre accounting

3. Internal orders

4. Profit centre accounting

5. Product costing

6. Profitability analysis.

Integration of

1. Material Management Module to Financial

2. Sales & distribution module to financial module integrate

3. Production planning module to controlling module integration

4. Data take over

5. Closing Procedure

Reports:

In all the module systems gives around 2000 reports

You can attach the reports to favorites

Some important reports you can attach the reports on desk top.

Cross company code transactions:

India version: T. D. S, Excise and sales tax.

Companies Act: Schedule VI: Balance sheet and profit & loss A/C

Basic Settings:

Fiscal Year: Indian companies à April to March + 4 special periods

U. S à January to December

Example: Account year à April 2005 to March 2006

(12 + 4)

25/04/06 – Profitability by Account dept – 13

10/05/06 – Profitability by Management – 14

05/06/06 – Profitability finalized by Auditors – 15

Create a project

Customization with different scenarios

Testing

SMB (Small and medium business companies)

How to Open SAP

Open: Double click on SAP Logon Icon

Then double click on SAP class

First screen;

First field: Client: 2 clients

1. Development Client

2. Production Client

In the Implementation SAP

1. Consultants

2. Company Staff (Core Team Members)

The consultants they do the customization in development client.

The company staff will do the testing.

The customization will be transferred to client through transport requests.

In the production client you enter your day to day transaction.

Some companies they will give 3 clients

1. Development client

2. Testing client

3. Production client

Client: 800/000/810 – You can copy and give any number.

User: Cost of Package will depend on the No. of users Licenses.

100 Users License - used by 1000 Employees

It fixes the responsibility on employee.

User ID: SAP user: You can use small or capital letters (It’s not case sensitive)

Password: The length of password – Min3 – Max8.

(It can be Numeric, Alpha Numeric, Alphabets, and special characters.

Password is not case sensitive

Not possible to change password more than once in a day.

Latest 5 passwords can not be used

Password can not be restored.

* Money is the password.

Language: Along with the packages you can get 41 languages.

If the language not given or EN – Default English

If you give DE – all fields on screens in German.

Once you complete press Enter.

One user can work in Number of sessions at a time (window)

Maximum is six (6)

1^st Row is called Menu Bar

2^nd Row – standard tool bar.

3^rd Row is called Title bar.

4^th Row is called Application tool bar

5- SAP Menu

Last Row is called Status bar

√ (Tick) is called Enter.

Beside Tick there is Box  called command field.

To open a new session from to Menu bar select systems à Create session.

To move from one session to another session

Use Alt + Tab

To close the session the path is from Menu Bar Systems à End session

How to use Transaction codes (TC)

Standard codes one common in all over the world

To go back to SAP easy access screen

Use /N in command field and press enter

Example:

For posting of Transaction:

F-02 Account display

(FS10N)

/N is command field and press enter à Easy Access

Use FS10N in command field – you can directly enter into Accounts display

/N FS10N – change session with new transaction code.

/o FS10N – create session with new transaction code.

How to close the system:

*From the Menu bar select system Log off.

Select yes button to Log off

How to unlock screens:

*Tools à Administration à Monitor à Lock Entries (Transaction code is /NSM12)

Select list button

From the Menu bar select Lock entry delete all.

Press yes button to delete all lock entries.

How to activate Transaction codes

Path: From the Menu select extras à setting à Display Technical Name (check) Box à Enter

Set start Transaction You can make screen as default screen

How to set start transaction:

From the Menu select extras set start transaction

Give the transaction code ‘f-02’ (start Transaction)

Press enter

Creation of project

Group à Companies à Units

In SAP – Group is called as company

Company is called as company code.

Unit is called as Business areas. Aravind group

Aravind Mills Ltd (AML companies Ltd) ()

Aravind Steels Ltd (ASL)

Aravind Chemicals (ACL)

Hyd

Mumbai

Bangalore

Hyd

Mumbai

Bangalore

Hyd

Mumbai

Bangalore

.The consultant does customization at company code level

The company or group is only for information.

Define Company:

Path; SPRO à Enterprises Structure à Definition à Financial AccountsàDefine Company. (T.CODE-/NOX15)

The company or Groups is only for Information

This is called customization area (or) configuration area (or) Implementation area.

1^st button is called IMG documentation (Description path about Company)

2^nd button is called IMG activity.

If you want to customization select IMG Activity.

Double click on IMG Activity Button

Select New Entries Button.

Enter company name AVG (optional)

Company name is Aravind group

Name of the Company2 à if groups has any second Name

Street à Ameerpet

Postal Code à 500 000

City à Hyderabad

Country à one button is called drop down button or pull down button

For country select drop down button à 236 Countries

Select IN à for India.

Language key: select drop down button à 41 languages

Select EN for English

Currency: select the drop down button – 183 Currencies.

Select INR – Indian Rupee.

Select Save button or (ctrl + s)

Before saving, the screen gives you latest transport request

Select create request button (F8)

Short description - FI Basic settings for Aravind Mills Ltd

Press enter à Press Enter once again to saving the request.

You can see the system data saved.

It can saved in client 800 AML Company

Define Company code:

Tools à Customizing à IMGà Edit Project à SAP reference IMG buttonà

(SPRO) à Enterprises structure à definition à Financial Accounting à Edit, copy, delete, check company code. (T.CODE-/NOX02)

Double click on IMG Activity button.

Double click on Edit company code data

Select new entries button.

Company code à AML (Max 4 characters)

Company Name à Aravind Mills Ltd

City à Hyd

Country à IN

Currency à INR

Language à EN

Once you can complete the data, select save button or (ctrl + s).

It gives a big screen

Title: Company

Name: Aravind Mills Ltd.

Address: Street à Ameerpet

Postal code à 500 000

City à Hyd

Country à IN

Once you complete press Enter

You can enter it gives you latest request

To choose your request à select drop down button beside

Requests number à it gives the entire request.

Select your request number à press Enter to save in the request.

It saved in two places

1. Client 800

2. Request

Assign company code to company: (T.CODE-/NOX16)

Path is SPRO à Enterprise structure à Assignment à Financial Accounting à Assign company code to company.

Double click on IMG Activity button.

Shortcut:

Select position button à Give you company code AML press Enter.

For company code (AML) Assign Company (AVG) select save button or (ctrl + s)

Press Enter to save your request.

Define Business Areas: (T.CODE-/NOX03)

Business Areas assignment to company code is not required.

The same Business area can be used by any company code.

Path: SPRO à Enterprises structure à definition à financial accounting à define business area

Double click on IMG Activity button

Select new entries button.

Code May be numerical or Characters – Max 4

Code: AMH à Hyderabad business Area.

AMB à Bangalore Business Area

AMM à Mumbai Business Area

Select save button or (ctrl + s)

Select drop Box.

Press enter to save in your request.

Chart of Accounts:

1. Common set of Accounts à accounting coding should be same, and then only you can compare and consolidate between company code or business areas.

2. Separate set of Accounts:

3. Group chart of Accounts:

In this case you have to give 2 No (Company code Number + Group code Number)

*Companies they follow common set of Accounts

Chart of Accounts name

Description

Maintenance language

Length of the Account Number à Max 10 digits

But companies are normally using 6 digits.

Path of chart of Accounts

SPRO à Financial Accounting à General Ledger Accounting

G/L Accounts à Master Records à Preparation à Edit chart of Accounts list

Double click on IMG Activity button (T.Code OB13)

From the Menu select system status à short cut

Select New Entries button

Chart of Accounts ---> AML (Max 4 characters)

Description à Chart of Accounts for Aravind Group

Maintenance Language --> Select English

Length of G/L Account no: enter 6

Controlling integration à Select Manual creation of cost element

Group chart of Accounts à Blank

Under status à Blocked à Deselect Blocked Check Box

Use of Block is to avoid duplicate Accounts creation.

Once you complete you can select save button

Press Enter to save in your request.

Assign Company Code to chart of Accounts:

Path: SPRO àFinancial Accounting à General Ledger AccountàG/L Accounts à Master Records à Preparations à Assign company code to chart of Accounts. (T. code OB62)

Select Position Button

Give the Company code AML à press Enter.

For the company code AML assign chart of accounts AML

Select save button or (ctrl + s) button

Press Enter to save your request.

Account Groups:

1. Liabilities - 1.series

2. Assets - 2.series

3. Income- 3.series

4. Expenditure- 4.series

Path: SPRO à SAP Ref IMG à Financial Accounting à General Ledger Accounting à G/L Accounts à Master Records à Preparations à Define Account Group (Transaction code OBD4)

Select New Entries button.

Chart of Accounts:

Give the chart of Accounts --> AML

Chart of accounts	Account group	Name	From Account	To Account
AML	SCPL	Share Capital	100000	100099
AML	RSPL	Reserves & Surplus	100100	100199
AML	ACDN	Accumulated depreciation	100200	100299
AML	SCLN	Secured Loans	100300	100399
AML	UNSL	Unsecured Loans	100400	100499
AML	CLPR	Current liabilities &provisions	100500	100599
AML	FAST	Fixed assets	200000	200099
AML	CAST	Current Assets, Loans and advance	200100	200199
AML	SALE	Sales	300000	300099
AML	OTHR	Other Income	300100	300199
AML	INCR	Increase/Decrease in stocks	300200	300299
AML	RMCN	Raw Material consumption	400000	400099
AML	PRSN	Personnel Cost (Staff cost)	400100	400199
AML	MFRG	Manufacturing	400200	400299
AML	ADMN	Administration	400300	400399
AML	INTR	Interest	400400	400499
AML	DEPR	Depreciation	400500	400599

Once you complete select save button or (ctrl +s) save in your request.

Retained Earnings Account:

Year Ending

P&L Account Balance à Surplus in P&L A/Cs transfer to Reserves & Surplus.

Balance sheet Account balance à carry forwards to next year à Opening Balance for next year.

Assign one Account for retained earnings à 100100.

Path: SPRO à Financial Accounting à General Ledger Accounting à G/L Accounts à Master Records à Preparations à Define Retained Earnings Accounts. (T. Code OB53

Give your chart of Accounts AML

Press Enter.

P&L Statements Accounts Type Account

X 100100

Select save button or (ctrl + s)

It gives the Message, Account 100100 not created in chart of Accounts AML

Ignore the message press Enter. Press Enter once again to save in your request.

Fiscal Year

Indian Company – Apr to March + 4 Special Periods –V3

U.S.Company - Jan to Dec + 4 Special Periods -K4

How to convert Calendar your Periods to Accounting your periods

Path: SPROà. Financial Accounting à Financial Accounting Global settings à fiscal year à Maintain fiscal year variant (Maintain shortened fiscal year) (T. Code OB29)

Select position button

Give fiscal year variant –V3

Enter

Select fiscal year variant – V3

Double click on period’s folder

Select back arrow (or) F3

Select new entries button

Fiscal variant à Give A3 - Max 2 characters

Description à April – March + 4 special periods

Deselect- year dependant check Box

Deselect calendar year check Box

No. of posting periods 12

No. of special periods 4

Once you complete select save button (or) (ctrl +s)

Save in your request

Select fiscal year variant: A3

Double click on period’s folder

Select new entries button.

Conversion table:

Month	Days	Period	Year shift
January (1)	31	10	-1
February (2)	29	11	-1
March (3)	31	12	-1
April (4)	30	1	0
May (5)	31	2	0
June (6)	30	3	0
July (7)	31	4	0
August (8)	31	5	0
September(9)	30	6	0
October (10)	31	7	0
November (11)	30	8	0
December (12)	31	9	0

Once you complete select save button or (ctrl + s)

Assign company code to a fiscal year variant

SPRO à Financial Accounting à Global Settings à Fiscal Year à Assign Company Code to a fiscal year variant (T.Code is OB37)

Select position Button

Ignore the Message press Enter

Give your Company Code AML

Press Enter

For company code AML, Assign Fiscal Year variant V3 (or) A3

Select save button (or) (ctrl + s)

Ignore the Warning Message Press Enter

Press Enter to save in your request.

Document Types and No. Ranges

Stores (factory)	Sales (Depot)	Accounts(City office)
RE	RV	SA	Document type
03	02	01	Number Range
200001 To 300000	100001 To 200000	1 To 100000	Number Range Intervals

Path: SPRO à Financial Accounting à Financial Accounting Global Settings à Document à Document Header à Define document types. (T. Code OBA7).

Select position Button

Give the document type SA.

Press Enter.

Select Type: SA

Select details button

Note down to No. Range 01

Select No. Range Information button.

Give your company code AML

Screen Shows:

Intervals à It show what no. we are give

Status à Change status à how many documents we have posted.

Intervals à Change intervals à to give document Number.

Select change Intervals button.

Select Intervals button.

Give the Number Range – 01.

Year – 2006

From Number1 to Number 100000

Current Number – 0

Deselect External check box.

Press Enter

Select save button.

Number range intervals can not be transferred to production client.

Ignore the message. Press Enter.

SAP also gives voucher numbers in two ways.

Example:

Scenario: - I

01	2006	1 – 100000
01	2007	1 – 100000
01	2008	1 - 100000

Same session for each year.

Scenario: -II

01

9999 (Any year)

(We do not know how many document we have posted in each year)

Note: Companies normally follows Scenario I.

Field status variant & field status groups

At the time of entry the system gives 70 fields.

Examples: Quantity, text, business area, value date.

(Around 140 fields to use, all the fields are (70 debits + 70 credits).

You can make any field as

1. Surplus field – Field will not be visible.

2. Required field – To enter the values.

3. Optional field – Choice to enter or not enter.

Entry lay out based on field’s selection in the field status group which is assigned to G/L Account.

Field Status group one Created under field status variants and field status variant is assigned to company code:

Example: Cash A/C Dr

To Share Capital A/C

Equity share capital (General)	Text & Business area	Required fields
Cash Account	Text & Business area	Required fields
Bank Account	Text & Business area & Value date	Required fields

Path: SPRO à Financial Accounting à Financial Accounting Global settings à document à Line Item à Controls à Maintain field status variants.

Select field status 1000

Select copy as button

Change the field status variant AML

Field status name:

Field status variant for AML

Press Enter

Select copy all button.

No. of dependent entries copied 45.

Enter.

Select save button (or) (ctrl + s).

Save in your request

Select field status variant AML

Double click field status group folder

Select G001 – General and double click on General data.

Text make it required entry field.

Select next group button.

Select next page or page down button.

Select required entry for business area.

Select save button (or) (ctrl + s).

Select 005 Bank Accounts and double click.

Double click on general data.

Text field make it required entry field.

Select new group button.

Select next page (or) page down button.

Business area make it required entry field.

Select next group button 2 times.

Value date make it required entry field.

Press save button

Assign company code to field status variant:

Path: SPRO à Financial Accounting à Financial Accounting Global settings à document à Line item à controls à Assign company code to field status variants.

Select position button.

Give your company code AML.

Enter.

For company code AML, Assign field status variant AML

Save, save in your request.

Posting periods:

a. Define posting period variant.

b. Assign posting periods to company code.

c. Define open and close periods for variant.

April, 2006 to March 2007 à Fiscal year 2006

If company is completed quarterly results

July 2006 to March 2007

(4, 2006) to (12, 2006)

Define posting period variant:

Path: SPRO à financial accounting à financial accounting Global settings à document à posting periods à define variants open posting periods.

Select new entries button.

Give the variant AML.

Give the name à posting period variant for AML.

Select save button (or) (ctrl + s).

Save in your request

Assign variants to company code:

Path: SPRO à Financial Accounting à Financial Accounting Global settings à document à posting periods à Assign variants to Company code.

Select position button.

Give your company code AML.

Press Enter.

For Company code AML – Assign variant AML.

Save, save in your request.

Define open and close posting periods:

Path: SPRO à Financial Accounting à Financial Accounting Global settings à document à Posting periods à Open and close posting periods.

Select New Entries button.

Select variant AML.

A – for Account Type.

Select + variant for all accounts type

From Account – Blank

To Account – Blank.

From period 1 is = 4 (July)

Year is 2005.

To period is = 12 (March)

Year is 2006.

If Audit is not over (March 2006 to March to 2006)

(13, 2005) (13, 2005)

From period 13 (special Period) – Year 2005

To Period 13 (Special Period) –Year 2005

Authorization Group:

Authorization will give to some persons like Manager (Accounts) –ID,

Dy. Managers (Accounts) – ID at user level.

Once you complete select save button (or) (ctrl + s).

Press enter to save in your request.

Path for posting periods at user level:

Path: Accounting à Financial Accounting à General Ledger à Environment current setting à Open and close posting periods (T. Code is S _ALR _ 87003642).

How to give the transaction code when you get SPRO

Path: SPRO à from the Menu select additional information, once again additional function à display key à IMG activity.

Note down the last 4 (OBBO) (OB52) (OBBP).

OB52 (is open and closing periods).

Open Item Management

Used for vendors/customers/Balance sheet Accounts where clearing is required

Out standing expenses A/C

Bank cash	15,000	Salaries	1,00,000
		Wages	1,00,000
		Rent	15,000

We can see the items in three ways:

1. Open Item: We can see only outstanding – Payable Item.

2. Cleared: We can see only cleared Item – Paid Item.

3. All: We can see all items included Paid/Payable Items.

Tolerance Group:

	Amount	Percentage
A	1000	0%
B	0	5%
C

If you commission is payable 100020à only paid 100000 the remaining balance (20/-) may be transferred to payment difference Account (or) payable (Partial payment).

Disadvantages:

a. It given at account level and not at transaction level

b. No flexibility.

Path: SPRO à Financial Accounting à General Ledger Accounting à Business transactions à Open item clearing à clearing differences à define Tolerance group for G/L Accounts.

Select new entries button.

Company code: AML

Tolerance group: Blank.

Name of tolerance group: Tolerance group for AML.

Debit amount – 0

Credit amount – 0

Percentage of debit – 0

Percentage of credit – 0

Deselect value date (VD) check box

Select save button (or) (ctrl + s)

Save in your request

Value date (effective date)

If I received term loan from I.D.B.I on 15/07/06

If I deposited in Bank on 17/07/06

Document date: 17/07/06

Posted date: 17/07/06

*Value date: 15/07/06 à(effective date)

Tolerance group for employees

Here we give user wise upper limits for posting

Amount per document

Amount per open item Account item

Open item: Vendors/customers.

Cash discount

Payments difference we can accept.

*Path: SPRO à Financial Accounting à General Ledger Accounting à business transactions à Open item clearing à clearing differences à

Select new entries button

Group Blank

Company Code à AML

Amount document – 9999999999

Amount for open item account item – 9999999999

Cash discount per line item: 10%

Permitted payment differences: Blank

Select save button or save button

Press enter to save your request.