Sap fi-gl-step-by-step-material

1
SAP FI-GL
End User –GL Step by step training
JayanthMaydipalle

CONTENTS:
1. General ledger Accounting
1.1 Create General ledger master records (4-10)
1.2 G/L Master record changes (Centrally) (11-13)
1.3 Create a G/L Posting documents
-/nF-02 (Single Entry Posting) (14-20)
-/nFB50 (Multiple line items Posting)(21-23)
1.4 Park Documents
1.4.1 Create park documents(24-25)
1.4.2 Change parked documents(26-27)
1.4.3 Display parked documents(28-29)
1.4.4 Display document changes of parked documents(30-31)
1.4.5 Post/Delete parked documents(32-34)
1.5 Reverse Document Entry
1.5.1 Individual / Mass Reversals (35-38)
1.5.2 Reversal of a Reversed Document (39)
1.6 Change Document (40-43)
1.7 Display Document Line Items (44-45)
1.8 Display changes in Document (46-47)
1.9 Display G/L Accounts balances (48-50)
1.10 Display/Change G/L Accounts items (51-54)
1.11 Clear G/L Account (55-59)
1.12 Reset Cleared Items (60-62)
1.13 Process Automatic Clearing (63-65)
1.14 Automatic Clearing with Clearing Currency Specified (66-67)
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1.15 Recurring Entries
1.15.1 Recurring Entries (68-74)
1.15.2 Change Recurring Documents (75-78)
1.15.3 Display Recurring Documents (79)
1.15.4 Display changes in Recurring Documents (80-81)
1.15.5 Delete Reference Document(Recurring Entry) (82-83)
1.15.6 Evaluating Recurring entry Documents (84-85)
1.15.7 Execute Recurring Entry (86-87)
1.15.8 Running Batch Input Session (88-89)
1.16 Closing Procedures
1.16.1 Reports (90)
1.16.2 Posting Keys (90)
1.17 Frequently Used Transaction Codes
1.17.1 General Ledger (91-94)
1.17.2 Accounts Payable (95-96)
1.17.3 Withholding Tax (TDS) (96)
1.17.4 Asset Accounting (97-98)
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1. GENERAL LEDGER ACCOUNTING
1.1 Create General ledger master records :
Business transactions are posted and managed in the general ledger via accounts .Each master record contains settings that
control the flow of financial transactions .The G/L accounts record the business transactions in line item and totals form .In the
standard system, all business transactions, which are posted to G/L accounts, are updated in the general ledger .
Procedures
1. Access the transaction on SAP Graphical User Interface (SAP GUI)
2. In the “Display GL Account Centrally“ screen, enter information in the fields as specified in the table below:
3. Press “Create“ or “ With Template” after filling the G/L Account & Company Code.
4
SAP Easy
Access
Accounting >Financial Accounting > General Ledger >Master Records >G/L Accounts >
Individual Processing > Centrally
Transaction
code
FS00
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4. On the “Type/Description “Tab, enter information in the fields as specified in the table below :
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Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
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Field Name Description R/O/C User Action
& Values
Account Group Determines the fields for the entry screens if you create or
change a master record in the company code .The account
group also determines which number interval the account
must be.
R
P+L statement
account type
Identified this account as an P+L statement account type C
Functional Area This functional area is required to pull in the Profit and Loss
statement in Financial Accounting using the cost of sale
accounting method.
O
Balance sheet
account
Identifies this account for use in the balance sheet C
Short text
A short textual description of the G/L account
R
G/L acct long text The G/L account long text is used for online displays and
evaluations
O
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5. On the “Control Data “Tab, make the following entries:
Input : (PTO)
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Field Name Description R/O/C User Action & Values
Account
currency
Identifier of the currency in which the account will
be managed
R The default currency is the one
that is maintained in the
Company Code
Only Balances
in Local
Currency
Indicates that balance is updated only in local
currency when users post items to this account.
O
Exchange
Rate
Difference
Key
Key for calculating exchange rate differences O
Tax category Determines whether the account is tax relevant. O (-)Input tax
(+)Output tax
(*)all tax types
Posting w/o
tax allowed
Check box O Allows posting to accounts without
indicating taxes
Recon
.account for
account type
An entry in this field identifies this GL account as
a reconciliation account .A reconciliation account
ensures the integration of a Sub-ledger account
into a GL account.
O Use the drop down menu to
indicate if this is an Assets,
Customer, and Vendor.
Reconciliation account
Open item
management
Set up accounts with open item management if
offsetting entries are to be assigned to the postings
made to these accounts .Postings to these accounts
represent incomplete transactions.
O Check box if open items are
managed for this account.
Line item
display
Do not set this indicator for accounts in which the
number of postings is so great that line item
display online would not be advantageous, such as
receivables and payables accounts.
O Check box if line item display is
possible for this account.
Sort key How line items are to be sorted based on the
allocation field.
O
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6. On the “Createbankinterest“ Tab, make the following entries:
Note :On above table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
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Field status group Determines the screen layout for document entry. R
Post automatically
only
Indicates that this account can only be posted to by
the system using account determination tables.
O Check box.
Planning level This field is used to control displays in Cash
Management .
O
Relevant to cash
flow
O Check box if this account
is to be use in the
statement of Cash Flow.
House bank Indicator for the company bank . O
Account ID Identifies House Banks. O
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7. Press “Save” button
8. Data was saved.
9. To perform any changes click the EDIT button ” ” then press SAVE “ “
10. To display the GL account click the DISPLAY button” ” then press BACK “ ”
11. To Block the GL account click on Block button “ ."
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1.2 G/L Master record changes (Centrally) :
Use
This transaction shows changes that were made in a G/L account master record.
Procedure:
1.Access the transaction on SAP Graphical User Interface SAP GUI:
2.On screen “Central G/L Account Changes :Initial Screen”, enter information in the fields as specified in the table below:
Input: (PTO)
11
SAP Easy
Access
Accounting > Financial Accounting > General Ledger > Master Records >G/L Accounts >
Display Changes > Centrally
Transaction
code
FS04
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3. Click on the “Enter” button.
4. The output screen “G/L Account Changes :Changed Fields” will appear.
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Field Name Description R/O/
C
User Action and
Values
Account
number
Enter the general ledger account number to view
all changes made to that account.
R Enter account number .
Company
Code
The company code. R Enter company code.
From Change
Date
The system only displays changes, which were
made as from this date.
O Enter Date.
Changed By Name of user. Enter name.
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5. Click on the “All changes” button to view a listing of all changes .Double click on the line items to view details:
6. Date of changes, Time of change, User name who changed the master record and fields that were changed with new and
old content as well as a language used.
7. For more details select the field you would like to display changes of and press you will find the following:
8. Display the account changes and after that press the “Back” icon to go to the main menu. 13
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1.3 Create a G/L Posting documents : /nF-02 (Single Entry Posting) :
Use:
Every document consists of a document header and two or more line items .The document header contains
information that is valid for the whole document, such as the document date and the document number .It
also includes controlling information such as the document type.
The line items only contain information on the particular item in question, for instance an account number
and amount. Whether any additional information is present depends on the business transaction involved.
The system creates the document, updates the transaction figures for the accounts affected, and in some
cases, displays an internally assigned document number when the document is posted.
Procedure:
1.Access the transaction on SAP Graphical User Interface SAP GUI :
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SAP Easy
Access
Accounting > Financial Accounting > General Ledger >Posting>General
Posting
Transaction
code
F-02
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2.On the screen “Enter GL Account Posting :Header Data”, enter the information in the fields as specified in
the table below:
Input: Note :On bellow table, in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
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Field Name Description R/O/C User Action & Values Comments
Document
Date
Date of the document. R NOTE :The document date is
the date on which the original
document was issued.
Enter the date of
the Document.
Type Document type. R Accept default of “SA‟ for G/L
Document Posting.
Defaults from the
system date.
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3. Select the “Enter” icon to proceed
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Company Code Company code of the first G/L account. R This field can have a value
defaulted in from the User
Parameters settings.
Can make this a
required field to
enhance business
processing.
Posting Date Posting date of the document which will
determine the period it posts to.
R Default is system date.
Currency/rate Currency that the amounts will be entered
into the system under.
Enter either the local
currency or another
currency defined in your
system.
The system defaults
in the local currency.
Reference Field allocated to any extra numeric or
name identifiers .
C Can be used to contain
external document
reference numbers . This is
helpful as an additional
document search criterion.
User Has to provide
reference Name/Num
for easy entry
tracking.
Doc .Header
text
Text that may be entered to apply to the
entire document via the header.
C Enter if necessary.
Post Key Key that will determine the type of
account to be posted to and whether it is a
debit or credit.
R Enter key to identify this
line properly and to post to
the correct side of the
account.
Account G/L account number to post the first
line of the invoice to.
R Enter the G/L account to be
posted to.
Special G/L The G/L indicator determines how to
handle special postings.
O Use system supplied or
customized indicators if
necessary .
Configure the Special
G/L Indicators to
determine which
alternative account to
post the transaction
to.
Trans type The transaction type controls various
system activities when business
transactions are posted.
O Enter if appropriate.
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4. On the Details “Enter G/L Account Document :Add G/L account item” screen enter the information in the fields as
specified in the table below:
5. Select the “Enter” icon to proceed
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Note : There are many other fields which are to be used according to configuration rules, account dependencies, specific posting
transactions, and company procedures.
Input:
6. Select the “Enter”. To be proceed to next screen.
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Amount in Doc
Currency
The amount for the account entered on the
previous screen.
R Enter proper amount.
Cost Centre Provide Cost Center/Dept details, Cost Center
accounting is used to identify the costs
incurred.
R Select Dept Num.
Internal Order Provide Internal order num/Project ID details R Enter Order/Project Details.
Activity Activity types are used to describe the various
forms of activity that are performed at a cost
center.
R Enter Activity Num.
Post Key Key that will determine the type of account to
be posted to and whether it is a debit or credit.
R Enter key to identify this line
properly and to post to the correct
side of the account.
Account G/L account number to post the subsequent lines
of the invoice to.
R Enter the G/L account to be posted to.
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7. Put ( *) in amount checkbox and put (+) Sign in Text checkbox that captures previous screenshot amount figure and Text
Description provided by the User.
8. Go to Document and Click On Simulate (Document > Simulate). You will get bellow mentioned screenshot.
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9. Make sure Debit equals to Credit and balance should be zero as mentioned bellow.
10.To save the data, select the “Save” icon, select Document > Post, or press F11.
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1.3 Create a G/L Posting documents: /nFB50 (Mass Posting):
Procedure:
NOTES:
The first time you access this function, a pop-up box requesting the company code will be displayed .After your
first entry, the system will retain and display select field information, such as Company Code and Currency
.Complete the company code information and hit the green check mark or press “Enter” .
2. On the screen “Enter G/L Account Document: Company Code 3300”, enter the information in the fields as
specified in the table below:
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SAP Easy Access Accounting > Financial Accounting > General Ledger >Posting>Enter G/L
A/c Document
Transaction
code
FB50
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3. On the Details screen enter the information in the fields as specified in the table below:
Input : (PTO)
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Field Name Description R/O/C Comments
Document Date Date of the document. R Enter the date of the Document.
Posting Date Effective date of posting. R Defaults from the system date.
Reference Field used to enter user desired text R Can make this a required field to
enhance business processing
Doc. Header Text Mention description of the document. C
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4. Select the icon.
5. Simulating the Posting
Select the “Simulate” Button .This optional step will create any automatically generated document lines such
as inter-company entries and allow you to view them before posting . Green arrow back to make any necessary
changes to the lines (click ok at “Automatically created line items will be deleted‟) or click the Save icon to post
the document if satisfied .
6. To save the data, select the “Save” icon, select Document>Post, or press F11.
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Field Name Description R/O/C Comments
General
Ledger
Account
The number of the G/L account to which the transaction will be
posted.
R
D/C Debit or credit indicator. R
Amount in
Doc Currency
The amount for this line. R
Cost Centre Provide Cost Center/Dept details, Cost Center accounting is used to
identify the costs incurred.
R Select Dept Num.
Internal Order Provide Internal order num/Project ID details. R Enter Order/Project
Details.
Activity Activity types are used to describe the various forms of activity
that are performed at a cost center.
R Enter Activity Num.
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1.4 Park Documents
1.4.1 Create park documents (F-65):
Use:
Document parking can be used to enter and store (park )incomplete documents in the SAP System, without
carrying out extensive entry checks .Parked documents can be completed, checked and then posted at a later
date.
Procedure:
2. On the “ Park Document :Document Header” screen, enter information in the fields as specified in the
table below:
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SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Posting⇒ General Document
Parking
Transaction code F-65
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3. Select the “Enter” icon to proceed.
4. Enter “amount , Cost centre, Order &Text “, Select the “Enter” Icon to proceed next screenshot.
5. Put (*) in amount checkbox and (+) sign in text checkbox for capturing the previous amount check box and text checkbox.
6. Go to Document ⇒ Park Document.
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1.4.2 Change parked documents:
A parked document can be changed and gradually completed. A large number of header and item fields can be
changed during this process, including the amounts. Certain of the values you cannot change are the currency and the
company code.
You can make changes to :
• Individual documents
• Individual items
• Several documents simultaneously via a list
• Other values via the line items
T-code: FBV2
1.On the “Change Parked Document :Initial Screen” screen, enter information in the fields as specified in the table
below:
Input:
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Company Code 4 character identifier of an organizational unit
within external accounting. R
Enter company code.
Document number Identifier for an accounting document. R Enter the parked document
number.
Fiscal Year The year to which the park document was created. R Enter the fiscal year.
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2. Press “Enter” or click on to proceed.
3. Click on “Execute” .
4. Double click the Line Item you want to Change.
5. On the screen “Change Parked Document :Overview”. Make the changes
6. Once all changes are complete, press “Park Document” icon to post the changes.
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1.4.3 Display parked documents:
Document parking can be used to enter and store (park )incomplete documents in the SAP System, without carrying
out extensive entry checks .Parked documents can be completed, checked and then posted at a later date.
Parked documents may be display individually or via a list.
T-code: FBV3
1.On the “Display Parked Document :Initial Screen” screen, enter information in the fields as specified in the table
below:
Input:
2. Press “Enter” or click on to proceed.
3. Click on “Execute” .
4. Double click the Line Item you want to Change. 28
Enter company code.
number.
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5. Display the document and after that press the “Back” icon to go to the main menu.
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1.4.4 Display document changes of parked documents:
This transaction will allow the user to view the changes in a parked document.
T-Code: FBV5
1.On the “Parked Document Changes :Initial Screen” screen, enter information in the fields as specified in the
table below:
Input:
2. Then Press “Enter” to proceed.
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Enter company code.
Document number Identifier for an accounting document. R Enter the parked document number.
From Change Date
/time
Date/time from which changes should be listed. R Enter a date/time – the system will
only display changes as from this
date.
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Notes:
 As standard when you enter the transaction, the last posted document made by any user appears automatically.
 Otherwise, you have to enter the document number that you need to view its changes in the “Document Number”
field.
3. On screen “Parked Document :Changed Fields”, a list of changed fields should be displayed .Double-click on an
entry to view the change date and old and new values of the field .From here, click if you want to identify the user
and time of the changes.
4. Press the “All changes” icon to display all the changed fields.
5.Display the document changes and after that press the “Exit” icon to go to the main menu.
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1.4.5 Post/Delete parked documents:
This transaction will allow the user to Post/Delete a parked document.
Procedure:
2. On the “Post Parked Document :Initial Screen”, enter information in the fields as specified in the table below:
Input:
Notes:
 As standard when you enter the transaction, the last posted document made by any user appears automatically .
 If you know the document number that you need to change type the number direct in the “Document Number” field.
 If you do not know the Document number press the following screen appears:
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SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Parked
Document ⇒ Post/Delete
Transaction code FBV0
Enter company code.
number.
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3. From the above screen you can select documents by fields like, “Posting date”, “Document date”,” Document
Type” etc and then press the “Execute” icon , a list of documents appear if found as below screen.
4. Double click the Parked Document you want to Post or Delete or press , the following screen appears:
(PTO) 33
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5. Press “Document” in the menu bar and choose “Delete” to delete the document or Press the “Post” icon to
post the document.
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1.5 Reverse a Document Entry
1.5.1 Individual / Mass Reversals.
Use:
If you have entered an incorrect document, you can reverse it .Note that R/3 can reverse a document only if
the following conditions are met:
o Contains no cleared items
o Contains only vendor, customer, or G/L line items
o Was posted within the FI system
o Contains only valid values, such as business areas, cost centers, and tax codes
Ordinarily, you post a reversing document in the same period you posted the original document . The period of
the original document must be open to post a reversing document .If the period is not open, you can overwrite
the posting date field with a date in an open period, such as the current period.
Procedure:
Please Note: For Individual Reversal use :FB08 , for mass reversals use : F.80
(PTO)
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SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Reverse ⇒
Individual Reversal
Transaction code FB08
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2. On the “Reverse Document :Header Data” screen, enter information in the fields as specified in the table below:
Input:
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Field Name Description R/O/C User Action &
Values
Comments
Document
number
The document number of the document to
be reversed.
R Enter the document
number.
Company code The company code identifier for the
document to be reversed
R Enter the proper company
code.
You can select the drop down arrow to view a list
of available choices.
Fiscal year The fiscal year that the document was
created in.
R Enter the fiscal year.
Reversal Reason Reason for reversing a document. R Enter the desired reversal
reason.
Select the drop down arrow to view a list of
available choices . You can use the standard
reason codes or enter new codes in configuration.
Posting date If the reverse document cannot be posted
to the same period as the original
document, enter the posting date and the
posting period of the Reversing document.
O Leave blank to accept the
original document’s posting
date or enter the desired
posting date.
You can select the drop down arrow to view a
calendar.
Posting period Effective period of reversal posting O Enter if different than the
original document’s period
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3.Click on to view the Document before reversal or press F5.
Notes:
 If you know the document number that you need to change type the number direct in the “Document Number”
field.
Note: Give the Document number that you want to reverse, follow the screen appears bellow.
4. Then press the “Execute” icon , Double click on bellow mentioned Document number line item.
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5. After double clicking on Document number line item you will get the bellow mentioned screenshot.
6. Post the reversing document by selecting Document ⇒ Post or press the “Save” icon.
Note: For Mass Reversal please use F.80 & Follow the same procedure.
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1.5.2 Reversal of a Reversed Document:
Use:
Suppose, if we reversed an entry with wrong account num or data, we can use this option to reverse a reversed
document.
Note: Please note that we use this option to reverse the only reversed document.
Procedure:
T.Code: FBR2
1. Enter proper Document Number of a reversal entry.
2. Enter Company code .
3. Fiscal Year.
4. Select “Generate reverse posting” check box
5. Click on
6. Document
7. Press “Enter”
8. Goto Document ⇒ Post or click on Icon.
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1.6 Change Document:
Use:
The system prevents the data in certain fields of a posted document from being changed . Examples are - the posting
amount, account number, posting key, fiscal year and tax amount . Because account information fields and balances
are updated on posting, these fields cannot be changed .Changing the data in these fields would entail a
manipulation of the figures, with the result being it would no longer be possible to reconcile the documents and
accounts .Some fields are changeable in a posted document .Whether or not data can be change in changeable fields
depend on the following factors:
 The document changing rules defined by your system administrator
 Which other SAP applications, such as CO or MM, you have installed
 How the application is configured
The change document functionality may also be used to release down payments for payment by changing the “Payment
Block” field .By cancelling the block indicator, down payments will automatically be released and cleared each time
the payment program is run .The paying program clears by subtracting the down payment amount from the
corresponding invoice amounts and paying the difference.
Procedure:
1.Access the transaction on SAP Graphical User Interface (SAP GUI ) :
2. On the “Change Document :Initial Screen” screen, enter information in the fields as specified in the table below:
Input: (PTO)
40
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Change
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Note :On above table, in column “R/O/C”; “R” =Required, “O” =Optional, “C” =Conditional
Notes:
 If you know the document number that you need to change type the number direct in the “Document Number”
field.
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Document
Number
The system requires the number of the
document you wish to display.
number you wish to
change.
The system proposes the
document number from the last
processed document.
Company Code Company code which the document
was posted under.
R Document numbers are
company code specific.
company code that was used in
the previous function.
Fiscal Year If the number range that the
document type uses is year dependent,
you may use this field to be more
specific.
R Enter the appropriate fiscal
year that the document was
posted in.
If you do not enter a fiscal year
and the number range used is
year dependent, an additional
window will appear if the
document number exists in
various years.
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3. From this screen you can select documents by fields like “Document type”, “Posting date”, “Entry date”, etc and
then press the “Execute” icon, a list of documents appear if found.
4. Select the Document then press “Choose’ ( F9) .Or Double click the Document you want to change, the
following screen appears:
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5. On the screen “Document :Overview”, select a line item by double-clicking on it or click once then selecting the
Change Row icon .Only the fields which are not grayed out may be changed .If the line selected corresponds to a
vendor posting and the Payment Block field is configured as “changeable” in the FI Configuration Document
Change Rules, you may change the value of this field to release the vendor for payment .You may proceed to the
other line items by using the up and down black arrows or the Save and +Next/Previous push buttons .You may
also click on the Document Header icon to change selected fields in the document header.
6.Make the changes you need and press the “Back” button then press the “Save” button . or press F11
Note:
 You cannot change the Document Header (Posting date, Document date, and Document type.)
 You cannot change Amount and Cost Centre or Order.
 You can change Text, Assignment, and Payment Method only .
7.To view the user details or for more details click on .
8. To go back to Data entry view click on .
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1.7 Display Document Line Items:
Use:
This process will display a previously created accounting document .To display a specific document, enter document
number, company code and fiscal year.
Procedure:
1.On the “Display Document :Initial Screen” screen, enter information in the fields as specified in the table below:
Input:
44
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Display
Document
Number
The system requires the number of
the document you wish to display.
number you wish to
change.
document number from the
last processed document.
Company Code Company code which the document
was posted under.
R Document numbers are
company code specific.
company code that was used
in the previous function.
Fiscal Year If the number range that the
document type uses is year
dependent, you may use this field to
be more specific.
R Enter the appropriate
fiscal year that the
document was posted in.
If you do not enter a fiscal
year and the number range
used is year dependent, an
additional window will
appear if the document
number exists in various
years.
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Notes:
If you do not know the specific document number you wish to display, click on the List button, enter the parameters
that you do know, and run the search in order to find the proper document .Then double- click on the desired
document to display it.
2. Press “Enter” to proceed.
3. On the screen “Document Overview”, you will see all line items for the document .If you wish to see more details
for a specific line item, double click on it .You can also click on the Document Header icon or hit F5 to see the
header information for the document .If you desire to make changes to the document, click the Display / Change
icon or hit Shift +F1 . In order to return to the “Document Overview” screen, click on the Overview icon or click
on the Back .
4.To return to the “Display Document :Initial Screen” , press the “Back” icon or press F3.
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1.8 Display changes in Document:
Use:
To view the last changes that have been made to a certain document and the fields that has been changed.
Procedure:
1.On the “Document Changes :Initial Screen”, make the following entries:
Input:
2. Then Press “Enter”, the following screen appears: (PTO),
46
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Document⇒ Display Changes
Field name Description R/O/C
Company Code Enter Company Code you want to display its Doc Changes. R
Document
Number
The Number of the document you want to display its
changes.
R
Fiscal Year The year you are working in. R
Period of
change:
Changed by
Name of the User who Made the Change. O
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3. Double click the line you need to display the changes made in it or press , or press the “All changes”
icon, the following screen appears:
4. Display the document changes and after that press the “Back” icon to go to the main menu 47
Field
name
Description
Date Creation date of the document.
Field The Field that has been changed.
New The New value of the field.
Old The Old value of the field.
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1.9 Display G/L Accounts balances:
Use:
The system displays the debit and credit balances of the individual posting periods as well as the cumulative
balances of the G/L account
The account balance displays the following:
 The opening balance (the balance carried forward from the previous year )
 The total of all transactions for each posting period, broken down into debit and credit postings (transaction
figures).
Procedure:
1.On the “G/L Account Balance Display” screen, enter the information in the fields as specified in the table below:
Input:
48
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒ Display Balances
Transaction code FS10N
Field name Description R/O/C Comment
Account Number G/L account number that identifies it in the Chart of
Accounts.
R One G/L acct .or Range
Company Code Enter Company Code you need to display the account
balance in it.
R One Company Code or
range
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Notes:
 You can display more than one account in the same time by pressing the Multiple selection button beside the
Account Number field the following window opens:
Input:
2. Press the “Execute” icon. The Following screen appears.
(PTO)
49
Tab Description
Select Single
Values (1)
You can select single values
Select Intervals You can select ranges
Exclude Single
Values
You can remove single value
Exclude Intervals You can remove ranges
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Note:
 The balances for every period in the year are displayed .If you need more details of the totals double
click on the required period to see its details.
 To show the single document entries of a period, select the balance field of the period you want to
display by double-clicking.
 To show all the documents of the year, select the total balance field by double-clicking.
3. Select the line item you want to change by clicking the box at the start of the row and choose the “Edit”
icon, if you want to display it choose the “Display” icon .
Note :
 Certain fields can be changed for each type of account.
 Fields to be changed differs whether the Line Item was posted, open or cleared.
4. Display the account balances and press the “Back” icon to go to the previous screen.
50
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1.10 Display/Change G/L Accounts items:
Use:
 You can display the line items for one or more accounts.
 Line items are document items that were posted to a specific account .In contrast to a document item, a line item
only contains the information from the document that is relevant from the account view.
Prerequisites
 In order to display the line items for an account, the account must be managed with line item display .This means
that you have set the indicator Line item display in the master data of the account.
Procedure:
1.On the “G/L Account Line Item Display” screen, enter information in the fields as specified in the table below:
Input:
(PTO) 51
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒ Display/Change line
items
Transaction code FBL3N
G/L account G/L account number that identifies it in the Chart of
Accounts.
R One G/L acct .or Range
Company Code Enter Company Code you need to display the
account balance in it.
R One Company Code or range
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2. For the “Selection using search help”:
Input:
3. For the items to be Displayed or Changed:
Note:
You have 3 options to display line items:
 Open items: you can display open items to a specific date (open items means items that not yet cleared) .
 Cleared items: you can display cleared items from a date to a specific date (cleared items means as example
invoices paid)
 All items: you can display all items (open and cleared )from a date to a specific date.
(PTO)
52
Field name Description R/O/C User action & values
Search help ID Key that describes the search criteria o <G/L account description in
chart of accounts>
Search String o
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4. For the Line Items selection:
Note:
You have 3 options:
 Normal items: Invoices, payments and credit memos.
 Noted items: Not used.
 Parked items: documents not yet posted.
5. Press the “Execute” icon, a list of Line Items is displayed.
(PTO)
53
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6. First you will find descriptions for some symbols in the screen:
7. Second you have some icons in the toolbar:
8. To Display the Line Item click on the check box then press the “Display” icon .
9. To Change the Line Item click on the check box then Press the “Change” icon .
Note :
 Certain fields can be changed for each type of account.
 Fields to be changed differs whether the Line Item was posted, open or cleared.
54
Icon Description Icon Description
Means this item is still open. Means this document is not yet posted.
Means this item is cleared. Means this document was posted.
Display Document Sum icon to make sum to specific column.
Change Document Subtotal icon make subtotals to specific column
Display check information Change layout icon used to change the columns
displayed.
Account Master Data Select layout icon used to change the layout by
another saved layout.
Filter icon to filter by any category available. Save layout icon used to save specific layout.
Sort ascending Sort in Descending Order
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1.11 Clear G/L Account:
Use
Running the clearing program can clear open items on a G/L account .This program uses predefined criteria to
group together open items per account .If the balance of the group of open items equals zero in local, foreign, and
where applicable, the parallel currency, the items are marked as cleared.
Procedures :
1.On the “Clear G/L Account :Header Data” screen, enter information in the fields as specified in the table below:
(PTO)
55
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Account⇒Clear
Transaction code F-03
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Note :On Above table in column “R/O/C”, “R” =Required, “O” =Optional, “C” =Conditional
2. Press “Enter” or the “Process open items” icon. to continue
(PTO) 56
Field name Description R/O/C User action &values Comment
Account The number of the G/L account to have
items cleared.
R Enter in the G/L account
number.
You may only clear items
from one account at a
time.
Company code Up to 4-digit code in which the customer
exists.
R Can default from settings
in User Parameters. The
system requires that you
select valid customer-
company code combination.
Clearing date Date of clearing transaction. R Defaults in as today’s date. Even if you change the
clearing date to a date in
the past, it will assign the
default date as the
clearing date.
Currency The currency of the amounts involved in
the transaction.
R Default to USD - Can
default by setting editing
profile.
Period 2 char identifier used indicate the period
in which the posting will be placed.
R Defaults to current period,
based on the clearing date.
Normal OI Area Indicates that only standard open items
are to be taken into consideration during
clearing.
R Default is set so that only
normal open items will be
taken into consideration for
clearing.
Additional selections
Area
A series of other document selection
criteria.
R The default selection is
„None‟.
Click on any single
selection option to limit the
open item list generated.
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3. On screen “Clear G/L Account :Process open items”, double-click on the dollar amount field of the item(s )to be
cleared.
4. As you select each item from the list of open items (double-click), the total amount will appear in the “Assigned”
field .For an acceptable clearing transaction situation, this field must equal zero before you post the transaction.
5. Press the “Post” icon to or press (Ctrl-S)post the payment
6. A system message will appear indicating that the clearing document has been created and a system-generated
number will be attributed to that document.
(PTO)
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7. You have four types of open items clearing :
a. Standard Clearing:
Standard Clearing means the payment amount is equal to the open item amount without any differences.
b. Partial Payment
A partial payment is a payment that is posted to an account without any open items being cleared .You assign this partial
payment to an open item .When you post the partial payment, the system marks the document number of the original open
item in the line item for the partial payment .The original open item and the partial payment remain open.
c. Residual items
A residual item results when a payment is made for less than the actual amount outstanding .You clear the original open
item, and the system posts a new open item . This new open item is for the same amount as the original open item minus the
amount paid.
d. Withholding tax
8. On the” Clear G/L Account :Process open items” screen, the “Standard” tab, make the following:
9. After entering the screen “Clear G/L Account Process open items “, by default all items activated .To deactivate all
items first choose “Select all” and then “Deactivate items” .Afterwards you can choose Select and then
“Activate items”, in order to select the appropriate items, which you want to clear.
10. The activated items (represented in blue writing )can become afterwards cleared, if in the field “Not assigned” contains an
amount of 0, 00 or the difference does not exceed the tolerance limit for users.
11. On the “Editing Status”, the following data appears:
(PTO)
58
Field name Description Comment
Number of items Number of items displayed in the list.
Display from item First item to be displayed on the page.
Display in clearing
currency
Shows the Display Status. <Document
Currency/Local
Currency>
Amount entered Amount to be cleared. <0>
Assigned Total of the active items displayed. <0>
Not assigned Shows the difference between the amount to be cleared
and the net total of the active open items selected for
clearing.
Must be =ZERO
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12. In the table below there are some other options
13. Press the “Document Overview” Icon to display the document.
Note :The Clearing Document may have no line items.
14. Press the “Post” icon to post the clearing.
15. The following message appears where “100000059” is the clearing document number
16. Write down the document number for your reference.
59
Document Overview Field Content Search
Clearing Text Find Amount
Distribute difference Display Gross/Net Amount
Charge off difference Display Currency
Select Activate Cash Discount
Select Block Deactivate Cash Discount
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60
1.12 Reset Cleared Items:
Use
You can reset clearing procedures for individual documents .When resetting clearing postings, the clearing data is
removed from the line items (and the reversal data, where it existed, is removed from the document header .)The
document changes are logged and can be displayed in the change documents .Payment history and credit limit will
be corrected, when needed, after resetting cleared items in Accounts Receivable .This process will be utilized for
opening misapplied payments and for reversing and reissuing credit refunds .
Procedure
1.On the “Reset Cleared Items” screen, enter information in the fields as specified in the table below:
SAP Easy Access Accounting ⇒ Financial Accounting ⇒Accounts Payable ⇒ Document ⇒ Reset Clear
Document
Transaction code FBRA
Clearing document Number of the document with which
the line item was cleared.
R Enter in the 10-digit system-
assigned number .This is the
clearing document or the
payment number, or offset
number.
Make sure that you have
the information of what
payment or offset is to be
reset.
Company Code Four-character identifier of the
company code.
R Enter in the company code. Can be set as default
parameter.
Fiscal year Defines a period, 12 months as a rule,
for which the company is to create its
inventory and balance sheet.
R Enter year that the cleared item
was posted.
Make sure you enter the
current year, otherwise it
will affect the G/L reporting
and upper management
reports regarding.
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Notes:
 Click on the “Accounts” button to view customer account number and company code.
 Click on the “Items” button to view the documents you are about to reset .Place the cursor at the displayed
line items and click on to view details.
 Click on “Accompanying Correspondence” button to view correspondences.
2. If there is any correspondence that is currently in the queue to be printed, the system will ask you if you want to
deactivate any open correspondence .You should click the „Yes‟ option.
3. Press “Reset Cleared Items” to reset the document(s.)
4. A dialog box will pop-up with 2 options :“Resetting” and “Resetting and Reverse”
5. Select “Only resetting” by double clicking on the selection box .This cancels and reopens documents cleared by
payment allocation or other cleared items.
6. Select “Resetting and reverse” by double-clicking on the selection box .This will cancel credit refunds and
reissue.
Notes:
 If the document is involved with another clearing document, the system will generate an error message that the
document is not purely a clearing document.
This error message will display the following:
Diagnosis :the system will display what other items are involved and notify you that the document will not be
reset.
System response: notification that the payment cannot be reset.
Procedure :the system will give you instructions to check your data and correct your entry .It will instruct you to
reset the other items to be able to reset this one.
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 If the items are archived, the system will check the archives and if the document is found it will be reset
.Otherwise, the A/R control clerk will have to perform the following procedure:
o If the payment is to be reset and cleared again, the clerk should utilize „Post with clearing‟.
o If the payment is to be reset and left open, the control clerk should utilize „Post without clearing‟ .The open
items would then be resolved by the Credit department.
7. When selecting “Resetting and Reverse”, on the “Reversal data” box, enter the information from the table
below:
8. Select the in the “Reversal data” box.
9. Select the in the “Information” box to post the document.
10. Select the in the next “Information” box to complete the reset of cleared items.
11. If selecting “Only resetting” on the “Reversal of clearing document” box:
12. Click on the “Only resetting” button to reset the cleared item.
13. If resetting cleared documents that were cleared without posting, after entering the information on the “Reset cleared
items” screen and selecting the “Save” button, a message will appear that the cleared documents were reversed.
62
Field name Description R/O/C User action &values
Reversal reason Reason for reversing a document. R Enter the proper reason code
based on the process you will
perform.
Posting date Date when a document is reversed. R Enter current date .This has to
be today’s date for auditing
purposes.
Fiscal year Defines a period, 12 months as a rule,
for which the company is to create its
inventory and balance sheet.
R Enter year that the cleared item
was posted.
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1.13 Process Automatic Clearing:
Use
You can use the clearing program to clear open items from customer, vendor, and G/L accounts .This program
uses predefined criteria to group together open items per account .If the balance of the group of open items
equals zero in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.
Procedure
1. On “the Automatic Clearing” screen, enter information in the fields as specified in the below table
GENERAL SELECTIONS area criteria can be specified as to which items to clear .
 For example, you can select various company codes, fiscal years, document numbers or posting dates .If you
leave these selections blank, the system will select everything .
63
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Periodic Process ⇒ Automatic
Clearing ⇒Without Specification of Clearing Currency
Transaction code F.13
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Input:
64
Field name Description R/O/C User action & values
Company Code Enter the company you need to make the clearing in it. R <3300>
Fiscal Year Enter the Fiscal year of the transactions you need to clear. R <2012>
Document number if you want to clear certain documents, select the numbers. O <Doc .No.>
Select G/L accounts Indicator.
Assignment Enter assignment if you need to clear special assignments (regularly
not used).
Posting date Enter posting date if you need to clear special posting dates
(regularly not used).
Assign this flag if you need to clear customers automatically. R/C
Assign this flag if you need to clear a special customers transactions
automatically.
Special G/L Indicator-
Custom
Enter special GL code.
Customer accounts Enter customers codes you need to clear.
Assign this flag if you need to clear vendors automatically. R/C
Assign this flag if you need to clear a special vendors transactions
automatically.
Special G/L Indicator- Vend Enter special GL code.
Vendors accounts Enter vendors codes you need to clear.
Assign this flag if you need to clear GL accounts automatically. R/C <Set indicator>
G/L accounts Enter GL accounts codes you need to clear
Assign this flag if you clear GR/IR account
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3. Under the POSTING PARAMETERS area
4. Under the OUTPUT CONTROL area
5. Choose Execute or press (F8).
6. Choose Back or press (F3).
7. Deselect the field “test run”, all further entries remain unchanged.
8. Choose Execute or press( F8) .You will perform the real run the system displays the warning :“This program run is a
production run”.
9. Choose Enter to confirm the warning and to start the run.
65
Clearing Date The date the clearing will be
effective.
R/C Enter the relative period:
i.e .End of Month-EOM.
Defaults to the current
date.
Test Run The “Test Mode” option is
defaulted on the Parameter
screen.
O Run the clearing program in “Test Mode”
to review the data prior to a production
run.
Detail list with
error log
Allows for user to review
accounts not cleared.
R Defaults by the system.
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1.14 Automatic Clearing with Clearing Currency Specified:
Use
You can use the clearing program to clear open items from customer, vendor, and G/L accounts .This program uses
predefined criteria to group together open items per account .If the balance of the group of open items equals zero
in local, foreign, and where applicable, the parallel currency, the items are marked as cleared.
Procedure
1.On the “Automatic Clearing” screen, the same steps as transaction “F.13”, except for the “Posting parameters”
make the following entries:
66
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Periodic Process ⇒ Automatic
Clearing ⇒With Specification of Clearing Currency
Transaction code F13E
Clearing date The date the clearing will be
effective.
Enter the relative period: i.e .End of
Month-EOM
Defaults to the current
date.
Clearing Currency Currency for the clearing
Clearing curr .
From assignment
You can specify clearing currency
from assignment or enter a
clearing currency
The “Test Mode” option is
defaulted on the Parameter screen.
Run the clearing program in “Test
Mode” to review the data prior to a
production run.
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3. Under the OUTPUT CONTROL area.
4. Choose Execute or press (F8).
5. Choose Back or press (F3).
6. Deselect the field “test run”, all further entries remain unchanged.
7. Choose Execute or press( F8) .You will perform the real run the system displays the warning :“This program run is a
production run”.
8. Choose Enter to confirm the warning and to start the run.
Result
A log of the program run is provided .Per General Ledger account all groups of open items are arranged, which show the
same clearing amount in the debit and credit .If the clearing criteria agree a clearing date as well as a clearing document
number is indicated, under that the clearing took place.
67
Detail list with
error log
Allows for user to review
accounts not cleared.
R Defaults by the system.
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1.15 Recurring Entries:
1.15.1 Recurring Documents:
Use:
 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 .
Procedure:
1.On the screen “Enter Recurring Entry :Header data”, enter information in the fields as specified in the table
below:
Input: (PTO)
68
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Posting⇒ Reference Documents
⇒ Recurring Document
Transaction code FBD1
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Company code Four-character identifier of the company
code.
R Select the drop down arrow to
select from the available choices.
First run on The first day that documents should be
posted.
R Select the drop down arrow to see
a calendar.
Last run on The last day that documents should be
posted.
R Select the drop down arrow to see
a calendar.
Interval in
months
The number of months between the
postings (run frequency).
R/C Select the drop down arrow to
Either the “Interval in months”
or the “Run date“ must be
selected.
Run date The day of the month that the accounting
documents should be posted.
R/C Select the drop down arrow to see
a calendar.
Either the “Interval in months”
or the “Run date“ must be
selected.
Run schedule Plan which contains the required run dates
for recurring entry original documents.
R/C Select the drop down arrow to
Transfer
amounts in
local currency
When generating accounting documents from
recurring entry original documents in foreign
currencies, usually only the currency fields are
adopted .The local currency is calculated then
according to the valid exchange rate at that time
.If you want to generate documents using the
historical rate, you need to set the corresponding
indicator . This ensures that even local currency
amounts will be adopted in the new accounting
documents.
O Select if appropriate. This indicator may also be useful
for postings made in local currency,
if more than one local currency is
recorded or additional currencies
are used in the special purpose
ledger .If this indicator exists in
local currency documents, the
system transfers the value date in
the document header . This means
that additional currencies are
translated at historical rates.
Transfer tax
amounts in
local currency
Generally, only the currency fields are
transferred when creating accounting
documents from recurring entry original
documents in foreign currency, and the local
currency is predetermined according to the rate
valid then .If, however, you want to transfer the
tax amounts with the "historical rate", then you
should set this indicator.
O Select if appropriate. When setting this indicator, also
note the customizing of the
company code in which this
document is to be created .It can
make sense, for example, to
transfer the local currency amounts
of the normal line items from the
recurring entry original document,
yet not the tax amounts, in the case
of company codes which propose a
separate date for the translation of
the tax amounts .These are then
always translated according to the
current rate from the exchange rate
table .If a manual rate is to be
entered for the tax amounts, then
this indicator should be set in order
to transfer the amounts specifically
. The tax rate set is then also
transferred.
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Copy texts By selecting this parameter the
recurring entry document long texts (in
the document header and line items ) are
transferred to the actual documents.
O Enter if desired
Document type Two-character identifier of the document
type.
Currency/rate Two-character identifier of the currency
used for the posting.
Translation date Translation date for determining the
exchange rate that is to be used for
translation . The exchange rates are
stored in the system.
R Enter if appropriate You do not need to enter a
date unless the date in
question is not the same as the
document entry date.
Document header
text
The document header text contains
explanations or notes that apply to the
document as a whole, that is, not only for
certain line items.
O Enter if desired
Trading partner
BA
This field contains the business area of
the trading partner .Together with the
business area to which the posting is
made, there is a sender/receiver
relationship in each line item.
O Enter if appropriate This relationship enables the
elimination of IC sales at
business area level within
business area consolidation.
Posting key Two-digit numeric key that controls the
entry of document line items.
Account Account (vendor )which is to be posted. R Select the drop down arrow to
Sp .G/L Identifies a special G/L transaction (i.e.,
down payments & bills of exchange ).
O Select the drop down arrow to
70
In column “R/O/C” of above table, “R” =Required, “O” =Optional, “C” =Conditional
2. Select the Enter icon to proceed.
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3. On screen “Enter Recurring Entry :Add G/L or Vendor item”, enter information in the fields as specified in the table
below
Note :This view change depending on the account entered (expense account differs from current asset account…etc.)
Input:
71
Field
name
Description R/O/C User action
&values
Comment
Amount Amount of the posting to apply to the account
entered on the previous screen.
R Enter the amount
Calculate
tax
Automatically calculates tax during
simulation or posting.
C Check if applicable
Tax code C Enter if necessary. Conditional based on account.
Payment
terms
Key for defining payment terms composed of cash
discount percentages and payment periods.
C Select the drop down
arrow to select from
the available choices if
entering for a vendor or
customer account.
Master records have separate areas for
Financial Accounting, Sales, and Purchasing
.You can specify different terms of payment
keys in each of these areas .When you then
enter a business transaction, the application
in question will use the key specified in its
area of the master record.
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4. Then Press “Enter”.
5. Next screen for the Second Line Item:
(PTO) 72
Bline date Date to which the periods for the cash discount
deadline and the due date for net payment refer
.This is the case for line items in open item
accounts.
For line items in G/L accounts, the item is due
immediately on this date because there are no cash
discount specifications.
C Accept proposed date or enter
a different date.
If the cash discount rates (and
days )have not been entered,
the baseline date for payment
is the same as the due date.
Days% Period within which a payment must be made in
order to take advantage of the first cash discount
terms.
C Accept proposed values or
enter new values if
applicable.
Text Contains an explanatory text on the line item. R Enter a text manually or
transfer a standard text .To
transfer a standard text you
enter the corresponding text
variable with a prefixed
equals sign =(XXXX.)
Texts with an asterisk at the
first position are transferred
into the line item list for the
correspondence, for example,
in dunning letters or payment
confirmations .It is a
requirement, that the field
"Segment text "is present in
the form for the
correspondence.
Posting key Two-digit numeric key that controls the entry of the
next document line item .Use an appropriate key to
reflect if the next entry will be a debit or a credit
and if it will be a vendor, customer or G/L account.
R Select the drop down arrow
to select from the available
choices.
Only enter if this is not the
previous account was not the
last.
Account enter the balancing G/L account (s )which is to be
posted for the next line item.
R Select the drop down arrow
choices.
Only enter if this is not the
previous account was not the
last.
Sp .G/L Identifies a special G/L transaction (i.e., down
payments & bills of exchange ).
O Select the drop down arrow
choices.
Trans .Type The transaction type in Asset Accounting classifies
the business transaction.
O Select the drop down arrow
choices.
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6. Press “Overview” icon to view the document.
73
Field name Description R/O/C User action
&values
Comment
Amount R * The *represent the same amount of the First Line
Item.
Value Date Used in Bank Accounts R
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7. On the “Enter Recurring Entry Display Overview” screen, you can see the document that is to be posted afterwards.
8. When satisfied with the results, select Document ⇒ Post or Press the “Post” icon to save the recurring entry and
record the posted document’s number .
9. The following message appears where “100000059” is the document number
10. Write down the Recurring Document number for your reference.
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1.15.2 Change Recurring Documents:
Use:
Changing a recurring document is similar to changing other FI documents except that all the line items in recurring
documents are open for change .The document header information on the other hand is still very restrictive for changes
.Recurring document may also be access in the General Ledger, Accounts Payable and Accounts Receivable .This BPP will
demonstrate on how to change a recurring document in Accounts Payable .The procedures though are very similar in
Accounts Payable, Accounts Receivable and General Ledger.
Procedure:
1.On screen “Change Recurring Document :Initial Screen”, enter information in the fields as specified in the below table:
(PTO)
75
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger⇒ Document ⇒ Reference
Documents ⇒ Recurring Entry Document ⇒ Change
Company Code Identifier of the company code to which the
document was posted R
Enter company code.
Document number Number that uniquely identifies the document that
was created for the recurring entry original
document.
R
Fiscal Year Fiscal year in which the document was posted R Enter the fiscal year.
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Notes:
 If you know the document number that you need to change type the number direct in the “Document Number” field.
2. From this screen you can select documents by fields like “Document type”, “Posting date”, “Entry date”, etc and then
press the “Execute” icon, a list of documents appear if found.
3. Double click the Document you want to change or press the “Choose” icon
4. Press to continue.
5. On screen “Document :Overview”, edit one or more line items by double-clicking the line item and changing the data
contained in it.
 To edit the document header information, select Go to ⇒ Doc .Header .You can then add or change the Reference Number and
Text fields in the document header.
 To edit the recurring entries data, such as the run schedule go into the Change Document overview screen and then select
Goto ⇒ Recurring entry data .You may change the Next Run Date, Last Run Date, Interval in months, Run date, Run
schedule, Number of runs and Delete Code fields
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6. Double click the Line Item you want to change, for example the first line item.
7. In order to change Recurring Entry Data select from the Menu Bar “Goto ⇒ Recurring Entry Data”
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Note :In case you need to delete the Recurring Document for any reason set the “Deletion Indicator” Field
8. Make the changes you need and press the “Back” button then press the “Save” button, the message
Note:
 You cannot change the Document Header (Posting date, Document date, and Document type.)
 You cannot change Amount and Cost Centre or Order.
 You can change Text, Assignment, Terms of Payment, Base Line date, Payment Method only.
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1.15.3 Display Recurring Documents:
Procedure:
1. Perform the same steps like the previous transaction, but only for displaying not changing the Document.
2. Double click the Recurring Document you want to Display
3. Display the document and after that press the “Back” icon to go to the main menu.
4. In case you want to Display the Recurring Entry data, From “Goto ⇒ Recurring Data Entry” the following
screen appear:
5. Press to exit this screen.
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Documents ⇒ Recurring Entry Document ⇒ Display
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1.15.4 Display changes in Recurring Documents:
Use:
To view the last changes that have been made to a certain document and the fields that has been changed.
Procedure:
1.On the “Recurring Document Changes :Initial Screen”, make the following entries:
2. Then Press “Enter”, the following screen appears:
80
Documents ⇒ Recurring Entry Document ⇒ Display Changes
Field name Description R/O/C User action &values
Company Code Enter Company Code you need
to display its recurring document
changes in it.
R
Document Number The Number of the document
you want to display its
changes
R
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3. Double click the line you need to display the changes made in it, or press the “All changes” icon.
4. Display the document changes and after that press the “Back” icon to go to the main.
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1.15.5 Delete Reference Document(Recurring Entry):
Use
 You can only delete recurring entry documents that are flagged for deletion .The recurring entry program
automatically flags recurring entry documents for deletion if the next run date determined by the program is after
the last scheduled run date .The system thereby indicates that the recurring entry document is not to be used
again .You can also set the deletion flag yourself in the recurring entry document.
 When you use a run schedule, the program flags a recurring document for deletion if there is no run date in the
schedule which is later than the current run date .In this case the program tells you which recurring document has
been flagged for deletion .You can remove this flag if, for example, you have not yet entered all run dates .Make
sure you then complete the run schedule.
 The recurring entry program no longer uses recurring documents, which are marked for deletion.
Prerequisite:
 Recurring documents can only be deleted if they have a delete flag in the document header.
Procedure:
1.On the screen “Delete Reference Documents”, enter information in the fields as specified in the table below:
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Documents ⇒ Recurring Entry Document ⇒Delete
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Note :On bellow table, in column “R/O/C”; “R” =Required, “O” =Optional, “C” =Conditional
2. For the indicator “Test Run”, check if you want to run this program in a test mode, where no changes are made.
3. Then Press the “Execute” icon .
4. List of the reference documents that can be deleted is displayed.
5. Take a note with the Document Number you want to delete.
6. Press the “Back” icon and remove the “Test run” indicator.
7. Write the “Document Number” in the “Document numbers” filed and Press the “Execute” icon.
8. This following warning appears, Press “Yes” if you want to delete the document or “No” or “Cancel” if you don’t want to delete
it.
9. This message appears that means “The document has been deleted”.
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Company code(s) The company code(s )that contains the recurring
document to be deleted.
R This field is optional . However you
should enter a company code to
avoid inadvertently deleting
documents in other company codes.
Document number(s) The document number(s )of the recurring
document that is to be deleted.
R
Fiscal year(s) The fiscal year(s ), which contains the recurring
document that, is to be deleted.
R
Reference document
type
The document type of the recurring document
that is to be deleted.
R Input Document type as
defined. i .e .D or M
D = Recurring documents
M = Sample posting documents
Test run Select the test run field to generate a list of the
recurring documents that are to be deleted
before the actual deletion of the documents
occurs.
O
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1.15.6 Evaluating Recurring entry Documents:
Use:
 You can evaluate recurring entries according to the following criteria:
 Time period :To do this, enter a start and/or an end date .These dates refer to the specifications made as to the first
and last run date stored in the recurring entry document.
 Documents not executed
 Documents to be considered in the future :To consider these documents for the next run of the recurring entry
program, enter the required settlement period.
 If required, you can restrict this evaluation to certain accounts.
Procedure:
1. On the “Recurring Entry Documents” screen, make the following entries:
84
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Periodic Processing ⇒
Recurring Entries ⇒ Lists
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2. Press the “Execute” icon
3. The system displays a list of the existing recurring entry original documents .You can select documents that are still
to be executed, and/or documents that will not be executed until the next time the recurring entry program is run.
4. The list displays the date of the next posting run.
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Field name Description R/O/C User action
&values
Comment
Company Code Enter Company Code you need to view its recurring
documents.
R Mandatory
Document Number The Number of the document you want to display its
recurring entry on it.
O
Further Selection
Created by The Name of the user who created the recurring
documents.
Non-filled documents If you want the recurring documents which have not
yet been executed are also displayed.
Set indicator If needed
Customer Accounts To display customer accounts that has recurring
documents.
Vendor Accounts To display Vendor accounts that has recurring
documents.
Display G/L Accounts To display G/L accounts that has recurring
documents.
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1.15.7 Execute Recurring Entry:
Use:
 In this step you create posting documents from the recurring documents.
 To create accounting documents from recurring entry original documents, you have to either run the recurring
entry program or schedule it to be run .The run dates you enter in the original recurring entry documents are not
sufficient to create accounting documents .You must run the recurring entry program at the appropriate intervals
and specify, by entering a settlement period, which recurring entry original documents are to be included in the
run.
 The recurring entry program generates a batch input session .This contains the accounting documents that are to
be created .After running the recurring entry program, process this batch input session to carry out the postings.
Prerequisite:
 Recurring documents have to be posted.
Procedure:
2. On the “Create Posting Documents from Recurring Documents” screen, make the following entries:
86
SAP Easy Access Accounting ⇒ Financial Accounting ⇒General Ledger ⇒ Periodic Processing ⇒
Recurring Entries ⇒ Execute
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Note:
 You will run the batch input session to affect the financial statement
2. Press the “Execute” icon, a message should appear to you “Session … was created” .
This batch input session has to be processed so the actual documents are posted.
Note:
 If this message does not appear, one of the following has happened:
 The recurring entry original document was not created correctly.
 Your selection for the recurring entry program was incorrect.
 Another person has generated your recurring entry.
 Process only the session that you created by yourself.
87
Company Code Enter Company Code you need to make the
run the posting in it.
R Mandatory
Document Number The Number of the document you want to run
the recurring entry on it.
O
Settlement period Enter the date of the period you run (form day
1 to day 31)
Default but can be change
Batch input session name Enter Batch Name which you have authority
on.
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1.15.8 Running Batch Input Session:
Use
 This activity runs the batch input session .
Prerequisites
 A batch input session must exist or be created.
Procedure
1.On the Batch Input :Session Overview screen, select a session to process and choose Process Session ( F8).
88
SAP Easy Access System⇒ Services ⇒Batch Input ⇒ Sessions
Transaction code SM35
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2. On the Process Session Create screen, select a mode (Display errors only is preferred, but Process/foreground and Background
also work.)
3. Then choose Process or Enter.
 Process/foreground :All the screens are displayed and must be confirmed with Enter
 Display Errors Only :The documents are not posted in the foreground; only documents with errors are displayed, which you
can correct .
 Background :The documents are not posted in the foreground .Documents with errors remain in the session and can then be
processed and corrected in the foreground.
 Check manually whether all documents of a session were posted .You can see this in the session overview .If a session was
processed in the foreground, the selection screen Session Successfully Processed displays after the posting .Confirm the
selection screen with Enter.
 Correct any errors that show during processing.
Result
 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.
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1.15 Closing Procedures:
1.15.1 Reports
90
Reports Posting KEYS
Posting
keys Name
DebitCre
dit
Account
Types
General Ledger 40 Debit Entry Debit GL Account
Balance sheet and Profit & Loss
account
F.01
S_ALR_87012284 50 Credit Entry Credit GL Account
Trail Balance S_ALR_87012310 8 Payment Clearing Debit GL Account
Ledger S_ALR_87100205 10 GL postings Debit GL Account
G/L Account Balances S_ALR_87012277 81 Cost Debit GL Account
Cash Flow Statement S_ALR_87012253 86 GRIR Debit Debit GL Account
Document Journal at summary levelS_ALR_87012287 96 GRIR Credit Credit GL Account
Document Journal at line item levelS_ALR_87012291
GL Account List S_ALR_87012328 14 Other Payables Credit Vendor
Display Changes to GL Accounts S_ALR_87012308 21 Credit Memo Debit Vendor
Check Number Ranges S_P99_41000102 22 Reverse Invoice Debit Vendor
Chart of Accounts S_ALR_87012326 24 Other Receivables Debit Vendor
VAT Return S_ALR_87012357 25 Outgoing payment Debit VendorOpen / Close Accounting
Periods S_ALR_87013642 26 Payment Difference Debit Vendor
27 Clearing Debit Vendor
Accounts Payable 28 Payment Clearing Debit Vendor
Vendor List S_ALR_87012086 29 SPL GL Debit Debit Vendor
Vendor Wise Purchases S_ALR_87012093 31 Invoice Credit Vendor
Vendor Outstanding List S_ALR_87012083 32 Reverse Credit Memo Credit Vendor
Age wise Analysis of Vendors S_ALR_87012085 34 Other Payables Credit Vendor
Advance Report S_ALR_87012105 35 Incoming payment Credit Vendor
Vendor's Ledger S_ALR_87012103 36 Payment Difference Credit Vendor
37 Other Clearing Credit Vendor
Asset 39 SPL GL Credit Credit Vendor
Asset History Wise S_ALR_87011965
Asset History By Asset Wise S_ALR_87012075 70 Debit Asset Debit Asset
Depreciation Run AFAB 75 Credit Asset Credit Asset
Depreciation Forecast S_ALR_87012936 3 Bank Charges Debit Asset
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1.17 Frequently Used Transaction Codes:
General Ledger
91
SL
No
Particulars Transactio
n Code
I Document Posting
G/L Document Posting F-02
Post Outgoing Payment for G/L Accounts F-07
G/L Account Posting - Enjoy Transaction FB50
Posting a Document with reference to another
Document
FBR2
Display Document FB03
Change Document
FB02
Display G/L Account Balances FS10N
Display G/L Account Balances for Open Item
Managed A/c’s
FBL3N
Block GL Account FS00
Unblock GL Account FS00
II Document Parking
Creation of Parked Document F-65
Send System Message SO00
Display Parked Documents FBV0
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SL No Particulars Transaction
Code
III 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
IV Reversals
Individual Reversal FB08
Mass Reversal F.80
Reversal of a Reversed Document FBR2
Reversal of a Cleared Item FBRA
Accrual/Deferral Reversal F.81
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93
Code
V Accrual/Deferral Documents
Creation of Reversal Reason
Creation of Accrual/Deferral Document FBS1
Reversal of Accrual/Deferral Document F.81
VI Sample Documents
Creation of Sample Document F-01
Display Sample Documents FBM3
Posting of a Document with reference to
Sample Document (or) F-02 : From the Menu
Document Post with Reference
FBR2
VII Foreign Currencies Balances
Revaluation
Define Valuation Methods OB59
Creation of G/L Accounts FS00
Prepare Automatic Postings OBA1
Term Loan Receipt in Foreign Currency F-02
Enter Exchange Rates OB08
Foreign Currency Balances Revaluation (Forex
Run)
F.05
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94
Code
VIII Tax on Sales/Purchases
Define Tax Procedures OBQ3
Assign Country to Calculation Procedures OBBG
Define Tax Codes FTXP
Assign Tax Codes for Non-Taxable
Transactions
OBCL
Creation of "VAT Pool A/c" G/L Account
FS00
Define Tax Accounts OB40
Assign Tax Codes in G/L Accounts FS00
Posting of Sale or Purchase Invoice to Check
Input and Output Taxes
F-22/F-43
IX Other Transactions
Define Posting Keys OB41
Define Fast Entry Screens O7E6
Display Intercompany Document
FBU3
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Accounts Payable
95
Code
I Transactions
Posting of Vendor Invoice F-43
Posting Outgoing Payment F-53
Posting Vendor Invoice - Enjoy Transaction FB60
To View Vendor Account FBL1N
Vendor Credit Memo F-41
Vendor Credit Memo - Enjoy Transaction FB65
II Banks (House Banks)
Creation of Check Lots FCHI
Manual Check Updates FCH5
Display Check Register FCHN
Change Check Issue Date/Check
Encashment Date Updating
FCH6
Creation of Void Reason Code FCHV
Void Check/Unissued Check Cancellation FCH3
Remove Check Encashment Date Data FCHG
Issued Check Cancellation FCH8
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Code
III Advance Payments or Down
Payments
Down Payment Request (Noted Item) F-47
Down Payment Made F-48
Purchase Invoice Posting F-43
Transfer of Advance from Special G/L to
Normal by clearing Special G/L a/c
F-54
Clearing of Normal Item - Account Clear F-44
IV Automatic Payment Program
Assign Payment Method in Vendor Master XK02
Creation of Check Lots FCHI
Payment Run F110
v Extended Withholding Tax
Assign PAN & TAN Numbers OBY6
Assign Extended Withholding Tax Codes in
Vendor Master
XK02
Purchase Invoice Posting F-43
Create Remittance Challan
J1INCHLN
Enter Bank Challan J1INBANK
Creation of TDS Certificate J1INCERT
Creation of Annual Return J1INAR
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Asset Accounting
97
Code
I Transactions
Creation of Asset Master AS01
Creation of Sub-Asset Master AS11
Main Asset Purchase Posting F-90
Sub-Asset Purchase Posting F-90
Asset Explorer AW01N
Asset History Sheet S_ALR_870
11965
Depreciation Run AFAB
II Settlement of Capital Work-in-
Progress
Creation of Capital Work-in-Progress Asset
Master
AS01
Posting of Transactions (Commissioning
Charges)
F-90
Creation of Main Asset Master to which
Asset Under Construction is to be settled
AS01
Settlement of Capital Work-in-Progress AIAB
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Code
III Other Transactions
Transfer of APC Asset Values - Periodic Asset
Postings
ASKB
Reconciliation of Assets with General Ledger ABST2
Sale of Asset F-92
Sale of Asset Without Customer ABAON
Transfer of Asset ABUMN
Transfer of Asset - Inter company ABT1N
Scrapping of Asset ABAVN
Post Capitalization of Asset ABNAN
Manual Depreciation ABMA
Unplanned Depreciation ABAA
Depreciation Forecast S_ALR_87012
936
Fixation of the Schedule as per the Indian
Company's Act (or) Asset History Sheet
AR02
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