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- 1. SAP • SYSTEM • APPLICATION • PRODUCT IN DATA PROCESSING 1972 Germany • 4 IBM employees SAP.AG • It is an Erp software • Enterprise • Resource • Planning
- 2. Advantages of SAP • It processes data in real time • It reduces data duplication/redundancy -1001,1002 • It updates data instantly • It stores data in database layer • It is an integrated software • GL-200051-Cash A/c-Master data • Document No is a unique no-10000251
- 3. Three tier of Architecture Laptop/ Desktop •Presentation layer Stores the data •Database layer •Application layer
- 4. Integrated Software FI/ CO MM SD HCM PS PM PP MIGO-inventory A/c Dr GR/IR A/c Cr Post goods issues PGI- COGS A/c Dr Inventory A/c Cr Pay roll run- Diff. Exp(HRA,DA,TA) A/c Dr Salary payable A/c Cr Project System-WBS Project Exp A/c Dr Initial equipments A/c Cr
- 6. Client(Server) Development 100 • All types of configuration Quality 200 • All types of testing Production 300 • End-User Activity(Customer)
- 7. TR (Transport request) Dev.Server Quality Productio n BCDK1000251 Sucess Tcode for movement of TR (STMS_IMPORT)
- 8. Role of a consultant SLA (Service level Agreement) 1. Join Kick-off meeting • From customer Side-10 member • From Company Side-10 member(Project Manager, Module Lead, Technical Lead, Functional consultant for each module) Knowing the existing process • Project Preparation (Business blueprint preparation) AS-IS Process (Existing/Legacy process) TO-BE Process (What needs to be done in SAP) • Realization(All types of configuration and testing (Unit testing, UAT) needs to be done in this phase) • Data Migration (Opening and closing balance of GL, Vendor master data, Customer master data, Asset master data, Bank master data etc.) LSMW, LTMC, BDC • Training Activity • GO Live and hyper care support
- 9. ECC VS S4Hana 2023 • ERP Central component (Oracle, Db2, Informix) • SAP Business Suite 4 SAP HANA(Own database software)- 2015 • Data analysing speed is high • Data uploading speed is high • It stores data in row and column based
- 10. SAP FI/CO FI • General Ledger • GST • Withholding TAX (TDS) • Accounts Payable-Vendor • Accounts Receivable- Customer • Bank Accounting-House Bank • Asset Accounting • Business Partner • Material Ledger • Integration with MM • Integration with SD CO • Cost Center-01(Cost element category) • Profit Center-11 • Internal Order
- 11. Organization/Enterprise Structure Company Code 2255 Business area/Segment 2 2253 Business area/Segment 1 2252 Company Mah15 Controlling Area 2255 Cost Center 101 Profit Center 105 Client 100
- 12. Configuration Parts OB29 fiscal year variant OX03 Business Area OX02 J100 Company OX15 JINDAL
- 13. Fiscal Year variant/Object • Variant is an object in which some values are defined Fiscal Year Year Independent Year Dependent Calendar Year/Non Calendar Year Year Specific Jan-Dec(K3/K4), Apr-Mar(V3), Jul-Jun(V6) This financial year changes frequently
- 14. Periods • Every Month is considered as period • Normal Posting period Apr • 1st Posting Period May • 2nd Posting Period Jun • 3rd Posting period Mar • 12th Posting period
- 16. Types of Project • IMPLEMENTATION • SUPPORT (Ticketing tools-Jeera, Service now, Remedy etc.) • ROLL-OUT
- 17. Screen Locked(In case) • Go to the t.code SM12 to unlock the screen. • Assignment of company with company code OX19 Year Shift= Fiscal Year – Current Year Assigning FY with CCd-OB37
- 18. Posting Period Variant-OBBO • This is the variant on which we post the transaction for that particular period to prevent wrong posting. • Assigning PPV with CCD-OBBP Open and Close Posting Period-OB52 1 2 3 4 5 6 7 8 9 10 11 12
- 19. Open & Close Posting Period
- 20. Account Key It is the classification of the accounts like • Vendor-K • Customer-D • Material-M • General Ledger-S • Asset-A • For all-+
- 21. Chart of Accounts-OB13 Assigning-OB62 • List of GL account is called chart of accounts • Operative COA • Mandatory Day to Day Transaction recorded • Country Specific COA It is validate for the country which are in outside • Maximum 2 chart of accounts we can assign with one ccd. • Op-COA • CS-COA • Group COA For consolidated reporting purpose
- 22. Document Types-OBA7 It is the classification of accounting document. K • KR-Vendor Invoice-19 • KZ-Vendor Payment-15 • KA-Vendor other Documents-17 D • DR- Customer Invoice-18 • DZ-Incoming Payment-14 • DA-Customer Other Document-16 S • SA-01 M • WA-Goods Issues-49 • WE-Goods Receipt-50 A • AF-Depreciation Posting-03 • AA-Asset Posting-01 Account Key Document Types
- 23. Number Range-FBN1 • The number range is an interval on which we set a range i.e., from & To. Before posting any accounting document we have to set a number range because the number which is generated after posting accounting document will be taken from this number range. It is a year specific. A. Internal-Document no. will come automatically based on sequence. B. External- We have to give the number for an accounting document.
- 24. Account Group-OBD4 • Account group is the classification of accounts whether it is Balance Sheet account or P/L account. The A/C group must have at least two variety i.e, B/S and P/L. Before creation of the G/L we have to define the account group because the no. which is created for GL account will be taken from this account group.
- 25. Chart of Account Account Group Description Range J100 FIAS Fixed Asset 200000-200999 J100 CUAS Current Asset 201000-201999 J100 CAPL Capital Funds 100000-100999 Exp/Losses 4 Income 3 Assets 2 Liabilities 1
- 26. Retained Accounting • It is compulsory to create a retain earning account in SAP because at the year the balance whether profit/loss has to be carry forward from P/L A/C to Balance sheet. • Carry forward t.code- FAGLGVTR
- 27. Document posting classification Header Data Company code, Currency, Document date, posting date, document type, period, reference no, document header text. Line Item Data Posting Key, Account no., Amount, narration, value date, assignment, business place or business area.
- 28. Posting Key • Posting key determines the line item whether it is debit line item or credit line item. Rent A/C Dr 40 Cash A/C Cr 50
- 30. Field Status Variant-obc4 • Field status variant is a set of field status group, during entry of accounting transactions different fields are displayed depending on the transaction entry. It also determines which fields are optional, mandatory or suppressed.
- 31. Tolerance Group • Tolerance group for GL • Tolerance group for employees • Tolerance group for vendor/customer • Open Item-Pending item-FBL1N-Vendor Line item
- 32. Tolerance Group for GL-OBA0 • Setting the maximum limit equal to which or below which the differences in balance sheet GL account are automatically transferred to the profit & loss account or any predefined account like Sundry balance written-off account. • Debit Posting-10000 • Credit Posting-20000 Gl-100000-XYZ
- 33. Tolerance Group For Employees • For the employees of the accounting department we define the upper limit for the posting procedure. With the help of the tolerance group, we can control: 1. The amount of the document an employee can post in the GL/Vendor/Customer/Asset account 2. The amount of open items they can deal with. 3. The percentage of cash discount he can offer. 4. The amount of payment difference he can accept or pay.
- 34. Group A • 10000 0 • 50000 • 2% • 1000 Group B • 20000 0 • 10000 0 • 3% • 2000 Group C • 30000 0 • 20000 0 • 4% • 3000 Group D • 50000 0 • 40000 0 • 5% • 5000
- 35. Ledger It is underlying ledger of leading ledger. Extension It is the parallel ledger of leading ledger. It will be created based the business requirements. Non- Leading 0L(When ever you post the transaction in accounting all are going to be posted in leading ledger. It’s mandatory for all company to maintain one leading ledger. Leading
- 36. Leading Ledger Asset Accounting(Ledger) 0L Leading Ledger FI-SD Posting(Ledger) Bank Accounting(Ledger) FI-MM Posting(Ledger)
- 37. Controlling • Controlling is an organizational unit which is used for internal reporting like cost center reporting, profit center reporting and internal order reporting.-OKKP Cost elements 1. Primary cost elements- It flows from FI to CO • Revenue-11 • Expenses-01 2. Secondary cost elements- It only recognized in CO like canteen cost, overhead cost and generally used for allocation and settlement.
- 39. Global Parameter-OBY6 • The configuration which we have done before creation of GL master will pop up in global parameter like- fiscal year variant, posting period variant, chart of accounts, controlling area, field status variant etc. Value date- It is date of realization of amount that credited in to bank accounts.
- 40. Currency Types 00-Document Currency 10- Company Code Currency 20- Controlling Area Currency 30- Group Currency 40- Index Based Currency 50- Hard Currency-OY01 60- Global Currency
- 41. Classify GL account for document splitting-GSp_LZ2 • Balance Sheet-1000-2000-Category-1000(B/S) • Vendor-03000 • Customer-4000 • Revenue-30000 • Expenses-20000
- 42. Retained Earning Account-OB53 At the year-end, the net balances of profit and loss are transferred into this account.
- 43. Master data/Transactional Data • Master data is the type of data without which any transaction cannot be implemented and therefore it is mandatory for every organization. Master data gives detailed information about the things that interact when the transaction occurs. It remains unchanged over a period of time e.g., GL master, Vendor master, customer master, Asset master, Bank master, Cost center profit center, Material master etc. Master Data • Transaction data are business documents which are created using master data i.e., GL posting, Vendor invoice/payment posting, customer invoice/payment posting, Asset acquisition/retirement/depreciation posting, Material sales/purchase posting. It changes over period of time and this is not constant. Transactional Data
- 44. GL Master Centrally-FS00 Company Code Level-FSS0 Chart of Account Level-FSP0
- 45. Company Code & COA Level CC Currency, Tax code, balance in local currency, open item management, reconciliation account type. Field status variant, tolerance group, cost element category, sort keys COA GL code, GL name, Short text, Long text, account group, GL account types.
- 46. Hierarchy of Controlling Area J100_CC J100_MK T J100_Adv J100_Sal J100_PR D J100_WC KSH1 OKKP
- 47. • FB03-Transaction/Document View • FBL3N/FAGLL03-Line item Display • FS10N-GL Balance Display(OB, D/C, CB) • Open Item Clearing-F-03(GL) • Vendor-F-44 • Customer-F-32
- 48. Reverse Functionality • Single Reversal-FB08-One by one • Mass Reversal-F.80-All • Clearing Reversal-FBRA Bank Incoming(Open) Dr-5000 Customer A/c Cr-5000 Main Bank A/c Dr-5000 Bank Incoming A/c Cr-5000 BRS
- 50. Park Document • The document which are pending due to certain circumstances i.e. un-authorization access to post the document. • If we park one document it will not be posted rather that storing. TL. Sr. Sr. Jun. Sr. Jun.
- 51. AP(Accounts Payable) • This component is used to record and process business transactions with vendors. Vendor Master Data • For every account we should create master record that controls how the business transactions are processed. Master Data Contains 3 Segments It contains reconciliation account no., payment terms and payment methods, with-holding tax etc. Company Code Data • Name, address, language, telephone no., bank data, contact person etc. General Data • It is used by the purchase department of the co. • It includes purchase org., order currency, terms of delivery etc. Purchase Data
- 52. BP(Business Partner) BP Roles(General, FI-Customer/Vend or, MM, SD) BP Category(Person, organization, Group) Grouping(Marriag e or shared apartment)
- 53. Reconciliation Account • Reconciliation is a type of control account that is used for reconciliation purposes, we can not post transactions directly into this account it is a type of sub-ledger that is used for every vendor’s master data. The balance would be taken from this account when preparing B/S under the head of the Sundry debtor or sundry creditor, etc. Reconciliation Vendo r 3 Vendo r 1 Vendo r 2
- 54. Payment Terms • Payment terms determine the due to date for making payment to the vendor or receive payment from the customer. e.g., Pay immediately, 10 days, 20 days and 30days. 5% Dis. 2.5% Dis. Nil Dis.
- 55. Account Group-OBD3 • Account group is the classification of the accounts and it determines which fields are required, optional or suppressed. Vendor-31—1000-1500 BP-31-1000-1500
- 56. Internal/External No. Range • Internal number range is used to generate accounting documents or master data automatically in sequence-wise by the system itself. • 1-500 • External number range is used to generate accounting documents or master data as per your convenient • 501-1000
- 57. GST Input GST Output GST It will applicable for purchasing of goods and services It will applicable for selling of goods and services CGST, SGST, IGST
- 58. • Steps • Define Condition Types-OBYZ • Define Account Key-OBCN • Define GST Procedure-OBYZ • Assign Tax procedure with Country-OBBG • Define Tax codes-FTXP • Define GL Account-FS00 • Assigning of GL Account with Account Key-OB40
- 59. Goods Purchase Purchase of RM Dr 1000 Input CGST Dr 10 Input SGST Dr 10 RCM CGST Cr 10 RCM SGST Cr 10 Vendor Cr 1000
- 60. Vendor Payment Manual Automati c Part payment Residual payment
- 61. Partial Payment VS Residual Payment Vendor—100000 Vendor-100000 Partial-40000 Residual-40000 Remaining-60000 Show in system-40000
- 62. House Bank • The house bank are the banks that our company has an account with. We can use them to process payment transactions. • We can create multiple house bank under one company code • We also can assign multiple bank accounts under one house bank We will use 3 GLs for each account. • Main bank GL-Reconciliation Purpose • Incoming GL • Outgoing GL • Main Bank GL is used to reconcile the transactions that are posted in Incoming and outgoing GL • The GL that we are going to assign in each bank account is MAIN bank GL account. • We always prefer Main bank GL, Incoming GL, and outgoing account shall end with “0”, “1” and “2” respectively. • We have to create an account I’d for each bank account i.e., Current account, saving account, loan account
- 63. NWBC • This functionality is used to create bank account and assigning G/L account in different platform/browser.
- 64. Special GL • Special GL is used for posting transactions for vendors or customers in case of any advance payment exists. • Vendor A/c(adv to vend) Dr Special GL CA • Bank A/c Cr Raw material A/c Dr Normal Entry Vendor A/c Cr • Vendor A/c Dr Bal. transfer from special GL to normal GL • Vendor A/c Cr Adv paid to vendor
- 65. Payment Terms • Payment terms are used to determine the due date of making payment to the vendor or receiving payment from the customer • OBB8-0-10 Days-5% Discount • 11-20 Days-2.5% • 21-30 Days- Net(No discount) Vendor Invoice-FB60 Vendor adv- F-48 Vendor payment-f-53, transfer posting from spl. Gl to nor gl-f-54, vendor clearing-f-44 Discount received GL-OBXU
- 66. Customer • Customer invoice-FB70 • Customer Incoming paymrnt-F-28, payment terms-obb8 • Customer adv, payment-f-29, transfer bal. from spl gl to nor- f-39, cust.clearing- F-32 • Discount paid gl assignment-OBXI
- 67. Document Splitting(New GL) Document splitting split the line items based on the characteristics we define in the system i.e., profit center, business area or segment. There are three types of document splitting • Active document splitting-It splits the invoices • Passive document splitting- It splits the payment document • Zero balance splitting- When the system cannot find Dr line item or credit line item, the system creates an additional line item to balance dr and Cr line items.
- 68. Active Document Splitting Entry View: Raw material A/c Dr PC01 5000 Raw material A/c Dr PC02 3000 Vendor A/c Cr 8000 General Ledger View: Raw material A/c Dr PC01 5000 Raw material A/c Dr PC02 3000 Vendor A/cCr 5000 Vendor A/c Cr 3000
- 69. Passive Document Splitting Vendor A/c Dr 8000 Bank A/c Cr PC01 8000 Vendor A/c Dr 5000 Zero Balance A/c Cr 5000 Vendor A/c Dr 3000 Zero Balance A/c Cr 3000 Bank A/c Cr 8000
- 70. Zero Balance Splitting Rent A/c Dr 1000 CC01 PC01 Rent A/c Cr 1000 CC02 PC02 Rent A/c Dr 1000 Zero balance splitting Cr 1000 Rent A/c Cr 1000 Zero Balance SplittingDr 1000
- 71. Cash Journal • Petty Cash-All types of expenses that are incurred in cash mode. • Vendor Payment • Customer payment received • Contra • Bank deposit • Bank withdrawal • Asset purchase • Number Range-CJ/SK • Print parameter Name-RFCASH20
- 72. Cheque Register • Cheque Lot • Manual cheque updation • Cheque print