SAP FICO

USER GUIDE

Prepared By:
Jayachandran.KS
MBA (Fin), SAP FI

Strictly for Internal Circulation for Flemingo International Limited

FICO USER MANUAL

Contents
1. INTRODUCTION
1.1 Financial Accounts Overview1
1.2 Structures in SAP Finance2
2. GENERAL LEDGER
2.1 Finance Organisational Structures & Master Data General Ledger Accounting..4
2.2 Accounting Transactions in General Ledger
2.2.1 Park Document 6
2.2.2 Post parked Document 7
2.2.3 Enter General Ledger Account Document 9
2.2.4 Change General Ledger Accounting Document.. 11
2.2.5 Display General Ledger Document.. 12
2.2.6 General Ledger Document Reversal .. 14
2.2.7 Clear General Ledger Account.. 16
2.2.8 Post with Clearing.. 18
2.3 GL Period End Closing
2.3.1 Create Recurring Entry Document 21
2.3.2 Change Recurring Document 23
2.3.3 Create Posting from Recurring Documents.. 25
2.3.4 Delete Recurring Document . 27
2.3.5 Enter Accrual / Deferral Document . 29
2.3.6 Reversing Posting for Accruals / Deferred Documents. 31
2.3.7 Foreign Currency Valuation . 33
2.4 General Ledger Reporting
2.4.1 Execute Financial Statements. 37
2.4.2 Display G/L Balances.. 38
2.4.3 GL Account Line Item Display.. 39
3. ACCOUNTS PAYABLE
3.1 Accounting Transactions in AP
3.1.1 Vendor Invoice Parking. 42
3.1.2 Change Parked document.. 44
3.1.3 Display Parked Document.. 45
3.1.4 Posting / Delete Parked Document .46
3.1.5 Vendor Invoice 47
3.1.6 Park / Edit Credit Memo.. 49
3.1.7 Post Credit Memo... 51
3.1.8 Post Outgoing payment 53
3.1.9 Display Accounting document. 56

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3.2

3.3

3.4

3.5

3.1.10 Clear Vendor Account 58

3.1.11 Reset Cleared items 60
3.1.12 Document Reversal 62
Advance Payments in Accounts Payable
3.2.1 Down Payment Request. 64
3.2.2 Post Vendor down payment . 65
3.2.3 Clear Vendor down payment 67
Automatic outgoing Payment process & Check voiding
3.3.1 Automatic payment Run Process.. 70
3.3.2 Voiding of Unused Checks. 75
3.3.3 Void Issued checks 76
3.3.4 Cancel Check payment. 77
3.3.5 Display the Check Register. 78
Correspondences & Foreign Currency Revaluation
3.4.1 Vendor Correspondence Request. 80
3.4.2 Maintain Correspondence. 81
3.4.3 Foreign Currency Revaluation. 82
Vendor Report
3.5.1 Display Vendor Balance 85
3.5.2 Vendor Line Item Display 87
3.5.3 Vendor payment History with IO Sorted List 90

4. ACCOUNTS RECEIVABLE
4.1 Accounting Transactions in Accounts Receivable
4.1.1 Park Customer Invoice.. 92
4.1.2 Post Customer Invoice.. 93
4.1.3 Post Customer Credit Memo 95
4.1.4 Change Parked Document. 96
4.1.5 Display Accounting Document 97
4.1.6 Post Incoming Payments 99
4.1.7 Reset Cleared Items 101
4.1.8 Document Reversal 103
4.1.9 Clear Customer Account. 104
4.2 Customer Account Reports
4.2.1 Customer Balance Display.. 107
4.2.2 Customer Account Analysis . 109
4.2.3 Display / Change Line Items . 110
5. BANK AND CASH TRANSACTIONS
5.1 Cash Journal (Petty Cash Transactions)
5.1.1 Recording a Cash Receipt 113
5.1.2 Enter an Expense Transaction 115
5.1.3 Reverse Cash Journal. 117

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6. ASSET MANAGEMENT
6.1 Overview of Acquire To Retire process 119
6.2 Asset Master Maintenance
6.2.1 Creating Fixed Asset Master Data. 121
6.2.2 Change Asset Master. 122
6.2.3 Display Asset Master..123
6.2.4 Lock Fixed Asset. 124
6.3 Asset Accounting Business Transactions
6.3.1 Asset Acquisition.. 125
6.3.2 View Asset Values 127

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1. INTRODUC TION
1.1

Financial Accounting Overview

The Financial Accounting (FI) application component fulfills all the international
requirements that must be met by the financial accounting department of an
organization. It provides the following features:

Management and representation of all accounting data

All business transactions are recorded according to the document principle,
which provides an unbroken audit trail from the financial statements to the
individual documents.

Open and integrated data flow

Data flow between Financial Accounting and the other components of the
SAP System is ensured by automatic updates.
Data is available in real time within Financial Accounting. Postings made in
the subledgers always generate a corresponding posting in the general
ledger.

Preparation of operational information to assist strategic decision-making within

the organization

Integration of Financial Accounting with other components

All accounting-relevant transactions made in Logistics (LO) or Human Resources (HR)
components are posted real-time to Financial Accounting by means of automatic
account determination. This data can also be passed on to Controlling (CO).
This ensures that logistical goods movements (such as goods receipts and goods
issues) are exactly reflected in the value-based updates in accounting.

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Integration within Financial Accounting
Every posting that is made in the subledgers generates a corresponding posting to
the assigned G/L accounts. This ensures that the subledgers are always reconciled
with the general ledger.

Features
The Financial Accounting application component comprises the following subcomponents:

General Ledger (FI-GL)

Accounts Payable (FI-AP)

Accounts Receivable (FI-AR)

Bank Accounting (FI-BL)

Asset Accounting (FI-AA)

Funds Management (FI-FM)

Travel Management (FI-TV)

Special Purpose Ledger (FI-SL)

1.2 Structures in SAP Finance

Ledgers
New General Ledger Accounting, unlike Classical general ledgers, enable parallel
accounting to meet the requirements of several, varying accounting principle
requirements. For example in a globalized environment, an international business
may produce one Statement to suit IFRS, GAAP, etc. SAP has only one leading
ledger (that corresponds to the local accounting principle eg. IFRS) yet at the same
time may have Non-Leading Ledger to enable reporting to meet GAAP

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Chart of Accounts and Company code

Chart of Accounts is a variant that contains parameters for General Ledgers. These
are assigned to the Company Code before the Company Code can be used.

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2. GENERAL LEDGER

2.1 Finance Organizational Structures & Master Data General Ledger

Accounting

General ledger accounts are master data that is used in day to day transaction
processing in various modules of the SAP ERP system.

Each general ledger is set up according to a chart of accounts.

The chart of

accounts contains the definitions of all G/L accounts in an ordered form.

The

definitions consist mainly of the account number, account name, and the type of
G/L account, that is, whether the account is a P&L type account of a balance
sheet type account.

The general ledger contains a record of all relevant

accounting transactions from a business point of view in the G/L accounts. In order
to keep a clear overview, the general ledger often only contains collective postings.
In such cases, the information posted is displayed in more detail in the subsidiary
ledgers, which provide their information to the general ledger in summarized form.
There are various methods of creating the general ledger master record but before
its creation there are requirements that need to be fulfilled first:

Master data must be maintained centrally to ensure data integrity

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2.2. Accounting Transactions in General Ledger

Transaction processing in General Ledger will relate to processing of General Ledger

journals and performing account enquiries in the General Ledger.

You can comfortably create and post a G/L account document using a one-screen
transaction. The entry screen is divided into the following areas:

Header data (here, the data for the document header is compiled) Line item
information (here, the line items for the document are entered)

Information area (here, the debit and credit totals are displayed) Apart from
the single screen general ledger accounting transactional processing SAP
also offer the general parking and posting methods and it is necessary to
have a good command of how it operates.

In the initial screen, you enter the data for the document header. Additionally, you
enter the posting key and the account for the first line item.

The posting key

provides the system with information regarding the account type (G/L account,
customer, vendor, asset, material) and determines the layout of the entry screen for
the line item.
With this information, the entry screen for the first line item is set up. You enter the
data for the first line item and access the next screen by entering the posting key
and account for the next line item.

In the next screen, you enter the information for the second line item and continue
to the next line item(s) as needed in the same manner.
Journals can also be processed in foreign currency in the general ledger.

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2.2.1 Park Document FV50

Journals that have been parked need to be checked before they are posted
(approved) in the system. The system allows you to change parked document in the
event that it contains some errors.

Steps:
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Posting Edit / Park GL document

Transaction code

FV50

1. Update the following required and optional fields

Field Name

Description

Doc. Date

Date of the document

Currency

Document currency

Posting Date

Date of entry

Reference

Document description

Document Header

Journal Description

Text
G/L acct

GL Account Number

D/C

Code identifying whether line item is a debit or a credit

Amount doc.curr.

Amount to be posted for the line item

2. Click on the Enter

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Edit Parked G/L Account Document

3. Click on Save as Completed

button to record you

changes.
4. A message will appear on the status bar: Document xxxxxxx was parked
5. Click on the Back

button to go back to SAP Easy Access screen.

2.2.2. Post Parked Document FBV0

Posting is similar to signing a document and is a supervisory function therefore you

are also required to subject the parked journal to scrutiny before approving by
posting.
After parking journals are checked, and if they are correct they will be posted.
Steps :
1. Access transaction by:
SAP Access

Accounting Financial Accounting General Ledger

Menu

Documents Parked Documents Post/Deletet

Transaction code

FBV0

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2. Update the following required and optional fields:

Field Name

Description

Company code

Company code for which the parked document has

been created

Document Number

The parked document number

Fiscal year

The fiscal year in which the parked document

3. Click on the

Enter button:

4. Click on Simulate

5. Click on the Back

6. Click on the Post

button to simulate the posting

button
button

7. A message will appear informing you that a document number was posted in
company XXXX.
Note : you can post other journals from this screen without exiting to the post
document initial screen.

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8. Click on the

button

9. Click on the

arrow

10. Select the Parked document to be posted by double clicking on it.

11. Click on the Post

button

12. A message will appear informing you that a document beginning with
number XXX was posted in Company code XXXX
13. Click on the Enter

14. Click on the Exit

button

button or press Shift-F3 until the SAP Easy Access screen is

displayed

2.2.3. Enter General Ledger Account Document FB50

The SAP System allows you to carry out postings direct into the General Ledger
accounts without going through the parking functionality please note that this
depends on the roles assigned to you.
Steps :
1. Access transaction by :
SAP Access Menu

Accounting Financial Accounting General

Ledger Posting Enter GL Account Document

Transaction code

FB50

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2. Update the following required and optional fields:

Field Name

Description

Doc. Date

Date of the document

Currency

Document currency

Reference

Document description

Document Header Text

Journal Description

G/L acct

GL Account Number

D/C

Code identifying whether line item is a debit or a

credit

Amount doc.curr.

Amount to be posted for the line item

3. You can simulate document before posting. To do so, click Simulate

button. Simulation enables the user to review the journal as if it
had been posted including any system generated postings. The system also
validates the posting data.
4. Click Back

button

5. To Post the document, click Save

button.

6. The system will generate a document number please take note of that
number.
7. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

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2.2.4. Change General Ledger Accounting Document-FB02

Transaction fed in by other modules especially from logistics, lack certain
information.
You are required to add more information to the automatically created financial
documents, e.g. Text field, via document change. SAP system allows you to change
certain fields these are text, assignment, document header text and reference fields.
However, amount and account fields cannot be changed.
Steps :
1. Access transaction by :
SAP Access

Accounting Financial Accounting General Ledger

Menu

Document Change

Transaction

FB02

code

2. Enter the document number xx0000xxx

3. Enter the Company Code XXXX
4. Enter the Fiscal Year XXXX or leave field blank
5. Click on the Enter

button to proceed.

6. Double click on the first line item to make changes.

7. You can change the contents of the following fields:

Field Name Description

Assignment The Assignment number is an additional information reference
Text

Additional document description

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8. Click on the Document header

button or press F5

9. You can change the contents of the following fields:

Field Name

Description

Document header text

Explanation or note that applies to the whole

document

Reference

Explanation or note that applies to the document

10. Click on the Continue

11. Click on the Save

button or press Enter

button or press Ctrl+S

12. A message will appear on the status bar informing you of what has
happened to the document you changed.
13. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

Screen.

2.2.5. Display General Ledger Document FB03

Journals can be displayed by authorized users at any time by using display GL

Journal transaction. Users can search for the specific journal using a number of
search criteria including document number, journal date, type, user and generally
any other information on the original journal.
This function aids users in executing general ledger document queries and users can
display single journal or journal lists.

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Display a journal document.
Steps:
1. Access transaction by:

SAP Access

Accounting Financial Accounting General Ledger

Menu

Document Display

Transaction

FB03

code

2. Enter the Document Number xx000000xx

3. Enter the Company Code XXXX
4. Enter the Fiscal Year XXXX or leave field blank.
5. Click on the Enter

button to proceed.

6. Click on the

button to change you screen view.

Note : the system will show you more fields not shown under entry view
7. Click on the Document header

button

8. Analyze it and Click on the Enter Continue / Confirm

button to leave

the displayed document header sub screen.

9. Click on the Back

button to the display document initial screen.

Use document search function : when you dont know the document
number.

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10. Click on the

button.

11. Enter the Company Code XXXX

12. Enter the Fiscal Year XXXXX
13. Enter in the dd.mm.yyyy to dd.mm.yyyy posting date field.
14. Click in the
15. Click on the Execute

check box
button to proceed and a list of the documents

that you processed will be displayed

16. Double click on the Document number to view other details

17. To exit this transaction, click on the Exit

button or press Shift-F3 until the

SAP Easy Access screen is displayed.

2.2.6. General Ledger Document Reversal FB08

The General ledger journal you posted earlier was posted to the wrong accounts.
Reverse the journal and re park and post to the correct accounts. The reversal
document posts opposite entries to the ledger.
The system offers various ways of reversing journals the automatic reversal process
or the manual reversal process. The manual process involves (credit memo) parking,
checking and posting with complete opposite posting keys to the original
document.

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Document Reverse Individual Reversal

Transaction code

FB08

2. Update the required and optional fields by capturing the necessary data:
Field Name

Description

Company

Company code for which the parked document has been created

code
Document

The parked document number

Number
Fiscal year

The fiscal year in which the parked document

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3. Click the Enter

button to confirm the entries.

4. Click the

button to have an overview of the document

you about to reverse.

5. Click on the Back

6. Click on the Save

button
button or press Ctrl+S to post the reversal.

7. A message will appear on the status bar: Document XXXX was posted in
Company Code XXXX
8. Click on the Exit

button or press Shift + F3 to return to the SAP Easy Access

screen.

2.2.7. Clear General Ledger Account F-03

Some GL Accounts are managed as Open Item accounts. The system provided a
clearing function that allows assigning and clearing of debits to credits based on
legitimate assignment reasons. Unmatched items therefore remain on the account
as OPEN and represent the balance of the account to be reconciled. The clearing
can be made at the time of the second posting, or alternatively later on after the
debit and credit have been posted to the account.
Note: For the general ledger account to be cleared OPEN item management must
be active. Refresh memory g/l master data creation
There are some postings in G/L (General Ledger) that have not been cleared. You
want to clear these posting.

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Steps :
1. Access transaction by:
SAP Access

Accounting Financial Accounting General Ledger

Menu

Account F-03 Clear

Transaction code

F-03

2. Update the following required and optional fields:

Note :- This function differs from posting with a clearing transaction or posting with a
payment in the following ways: You do not need to enter a document header. You
can only clear open items from one general ledger account.

Field Name

Description

Account

Code identifying the General Ledger account

Company

Code identifying a separate legal entity

Code
Currency

Code identifying the type of currency used in a transaction or for all

transaction pertaining to a specific account

3. Click on the

button or press Shift+F4. The system will display

open items that fulfill previously entered criteria:

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4. Choose and select the items you want to clear. Double click on each of the
items. The system will highlight these items in blue. When the value in the field
Not assigned is equal to 0, you can clear open items. If the value is not
zero, the difference in the amount must be treated as partial or residual items.
5. Check your document before posting. Select Document Simulate.
6. Click on Save

button or press Ctrl + S

7. A message will appear on the status bar that document XXXX was posted in
company Code XXXX
8. Click on the Back
9. Click on the Exit

button or press F3
button or press Shift+F3 to return to the SAP Easy Access

screen

2.2.8. Post with Clearing F-04

The SAP system allows you to post a transaction and at the same time clear the
account(s) that are involved.
Steps :
1. Access transaction by:
SAP Access

Accounting Financial Accounting General Ledger

Menu

Posting Post with Clearing

Transaction code

F-04

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2. Update the following required fields :

Field Name

Description

Doc.date

Date of the document

Currency

Document currency

Company Code

Company Code

Reference

Document description

Document

Payment of

Header Text

3. Click on the Radio

4. Click on the Continue

button
button or press Enter

5. Enter amount xxxxxx in the amount field.

6. Enter appropriate profit Centre.
7. Click on the

button

8. Enter General Ledger account xxxx in the account field

9. Click on the

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Post with Clearing Process open items

10. All open items are selected by default. To deselect the items first click the
Select All

button.

11. Then click Deactivate items

button. All the open items are now

deactivated (they are no longer highlighted in blue)

12. Now you need to choose and select the items you want to clear. Double
click on the Gross field for each of those items to be cleared.
13. You will need to select one or more documents to balance this clearing Scroll
through the remaining documents and select this document.
Note : The system will highlight these items in blue. When the value of the field
not assigned is equal 0 and you can clear open items. See scree below

14. To check your document before posting. Select Document Simulate.

15. Click the Save

button.

16. The message bar displays: Document xxxxxxx was posted in company code
XXXX
17. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

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2.3 GL Period End Closing

The closing of a period is performed in three sets of steps: pre-closing, managerial

closing and financial closing.

Pre-Close activities ensure that all necessary entries have been posted in the
General Ledger (G/L), including entries from feeder systems/sub ledgers and
accruals and recurring entries posted directly to the G/L. Pre-close activities
occur in both the old and new months.

Managerial Close activities involve the re-assignment of costs throughout the

entire organization, using the allocation and settlement functionality provided
within Controling (CO).

Financial Close activities include final adjustments to valuations and balances

prior to the final close and preparation of reports. Adjustments from the cost
flows recorded in the managerial closing activities are updated to FI through
the reconciliation ledger posting.

2.3.1. Create Recurring Entry Document FBD1

The recurring entry document function automates postings of transactions that
repeat every month (same amount, same account) such as payments for rent or
interest, legal fees, and property taxes,. It is not a real accounting document and
therefore does not affect the account balance.
The system uses the recurring entry original document that you create as a
reference when you execute the recurring postings at period end.

It will

automatically generate the accounting documents and postings.

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Steps :
1. Access transaction by:
SAP Access

Accounting Financial Accounting General Ledger

Menu

Posting Reference Documents Recurring Document

Create

Transaction

FBD1

code

2. Update the following required fields :

Field Name

Description

Company Code

Code identifying a separate legal entity

First run on

Date from which the first recurring entry will be carried out

Last run on

Date to which the final recurring entry is to be carried out.

Interval in

Intervals, in months, between each run of the recurring entry

Months
Document Type

The document type classified accounting documents. It is noted

in the document header.

Reference

The reference document number can contain the document

number of the customer/vendor. However it may contain a
different value

Document

The document header text contains explanations or notes which

Header text

apply to the document as a whole, that is, not only for certain line
items

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3. Call up fast entry screen by clicking on Fast Data Entry button.

Field Name

Description

PK

DR/CR indicator

Account

GL account

Amount

Amount of Line item

PK

DR/CR indicator

Account

GL account

Amount

Amount of Line item

4. Click the Post

button.

Note : A message will appear on the status bar informing you that document
xx0000xx was stored in Company Code XXXX
5. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

2.3.2. Change Recurring Document FBD2

The recurring entry document function automates postings of transactions that

repeat every month (same amount, same account) e.g. Accruals / Deferrals
postings. It is not a real accounting document and therefore does not affect the
account balance.

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Document Reference Documents Recurring
Document CFDB2 - Change

Transaction code

FBD2

2. Update the following required fields :

Field Name

Description

Company

Code identifying a separate legal entity

Code
Document

Recurring document number

number
Fiscal Year

Description of the Fiscal year

3. Click on the Continue

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4. Double click on the one of the document line items.

5. Click on the Document Header

button.

6. Make the modification in the document header field

7. Click the Save

button. A message will appear on the status bar informing

you that document xxxx has been changed

8. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

2.3.3. Create Postings from Recurring Documents F.14

Recurring Journals are reference documents that have been created. They contain
posting information that will be used by the recurring document posting program.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Periodic Processing Recurring Entries Execute

Transaction code

F.14

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2. Update the following required fields :
Field Name

Description

Company Code

Code identifying a separate legal entity

Document number

Enter a number of the document you want to change

Fiscal Year

Number of the Fiscal year

Settlement Period

Accounting dates for selection of due Recurring documents

3. Press Execute

button the system will generate a message Session

SAPF120 has been created.

4. Click on the menu System Services Batch Input Sessions

5. Update the following required and optional fields:

Field Name

Description

Created by

User ID who created Batch Session

Note : Processing Options

Process Foreground: the system will immediately generate the documents online.
You will have to confirm every entry screen generated. Only recommended if you
have a law volume of transactions and screens (see # of screens above) and you
wish to verify the same of the transaction details directly.
Display Errors only: the system will process the transactions without displaying them
online. However if there are any errors or problems (e.g. GL account does not exist)
the system will display this for corrective action.
Background: the system processes the transactions in background mode. This is
generally the normal action and a low priority processing option. The system will
process the data during times of low system activity/priority. The system processes

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the job. Users have to check the job status and job log to verify that processing has
been completed and without errors.
6. If there are several batches under your user select the one you want to
process by clicking on it once.
7. Click on the

button.

8. Select the Radio

button

9. Click on the

button to commence processing.

Realize Recurring Entry : Header Data

10. Press Enter

for each screen until you reach the final screen where the

system generates the message Batch input has been completed.

The system generates the transactions and screens based on the original
recurring document.

11. Click on the

button to return to the SAP Easy Access screen.

2.3.4. Delete Recurring Document F.56

The recurring entry document function automates postings of transactions that

repeat every month (same amount, same account) e.g. Accruals / Deferrals
postings. It is not a real accounting document and therefore does not affect the
account balance.
A recurring document is no longer required.

You will now delete the recurring

document. Note:- Before performing this, go to FBD2 (Change) give the recurring
entry document number that you want to delete then click view select Recurring
Entry Data and set the deletion indicator and save it.

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Document Reference Documents Recurring Document
Delete

Transaction code

F.56

2. Update the following required and optional fields:

Field Name

Description

Company Code

Code identifying a separate legal entity

Document Number

Recurring document number

Fiscal year

Description of Fiscal Year

Test run

This will display the documents but not delete them

3. Click on the Execute

button

Note : The screen lists the Recurring Documents with deletion indicators selected will
be displayed.
4. Click the Back

button

5. Deselect the Test Run indicator

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6. Click on the Execute

button

7. A message will appear that this is a production run. Press enter to accept.
8. Click on the Execute

button to check whether your deletion was

successful.
9. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

2.3.5 Enter Accrual/Deferral Document FBS1

This function allows you to automatically post accruals and deferrals:
Accruals an accrual is any expenditure before the closing key date, which
represents an expense for any period after this date.
Deferrals Deferred income is any receipts before the closing key date that
represent revenue for any period after this date.
Accrual/deferral documents are created and have a reversal date. The accruals
can be reversed automatically.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Periodic Processing Closing Valuate Enter Accrual /
Deferral Doc

Transaction code

FBS1

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2. Update the following required and optional fields:
Field Name

Description

Document date

Date the transaction occurred

Type

Document type code

Posting date

Date that the business transaction occurred

Period

Number identifying a fiscal month

Reversal reason

Code of reversal reason

Reversal date

Date on which the reverse posting is to be made. Normally

the 1st day of next month

Posting key

In this field, the posting key which the next document line
item should be entered is specified

Account

Code identifying the General Ledger, Vendor, or General

Ledger Account

3. Click on the Enter

button to confirm your entries.

Enter Accrual/Deferral Doc. Correct G/L account item

4. Update the following required and optional fields:

Field Name

Description

Amount

Amount of the line item

Cost center

Code identifying an organizational unit to which costs or

asses are assigned

Posting Key

In this field, the posting key which the next document line
item should be entered is specified

Account

Code identifying the General Ledger, Vendor, or General

Ledger account

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5. Click on the Enter

button or press Enter to confirm your entries.

Field Name

Description

Values

Amount

Amount of the line item

Cost center

Code identifying an organizational Example : Only required for

unit to which costs or assets are posting to P/L accounts
assigned

6. Select form the menu Document Simulate

Enter Accrual/Deferral Doc. Display Overview

7. Click on the Save

button or press Ctrl + S

8. A message will appear on the status bar: document XXXXXX was posted in
Company Code XXXX
9. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

2.3.6 Reversing Posting for Accruals / Deferred Documents F.81

This function allows you to reverse previously posted accrual / deferral. The system
posts a reversal by entering an identical amount to the opposite side of the
account, thereby offsetting the original amount.

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Periodic

Processing Closing Valuate EF.81 Accrual /

Deferral Document
Transaction code

F.81

2. Update the following required and optional fields:

Field Name

Description

Company code

Enter required company code

Document number

Number of the SAP Accrual document

3. Click in the
4. Click Execute

check box.
button. The system will display a list of documents that are

to be reversed.

Reverse Posting of Selection Documents : Log Test run

5. Click on the Back
6. Deselect

button or press F3
check box

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7. Click Execute

button

Reverse Posting of Selection Documents : Log Test run

8. A list will be displayed showing the original documents together with their
reversal documents.
Note : a message will appear on the status bar: All documents were
reversed.

9. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

2.3.7. Foreign Currency Valuation FAGL_FC_VAL

You carry out the foreign currency valuation before you can create the financial
statements.
The valuation includes the following accounts and items:
Foreign currency balance sheet accounts, that is, G/L accounts that you run in
foreign currency (the balances of the G/L accounts in foreign currency are
valuated) Open items (customers, vendors, G/L accounts) posted in foreign
currency (the line items are valuated)

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts Payable

Periodic Processing

Closing

Valuate Foreign

Currency Valuation of open items New)

Transaction code

FAGL_FC_VAL

2. Update the following required and optional fields:

Field Name

Description

Company code

Company code

Evaluation Key Date

Key date for the foreign currency valuation

Valuation method

A unique key for determining a foreign currency

valuation method. This key can be valid for crosschart of accounts.

Create Posting

Check the checkbox to select

Batch input session Name

Code identifying the batch session that is Created

Posting date

Date that the business transaction occurred

Posting period

Fiscal month when the transaction posts to the

General Ledger

Reversal posting date

Date when you want to post a reverse. Normally the

1st day of next month

Reverse posting period

Posting period for reversal

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3. Click on the

tab

4. Select

by clicking in the check box.

5. Select

by clicking in the check box, if so required.

You can select only particular General Ledger / General Ledger accounts to be
valuated.

If you leave the selection fields empty (like in our example), all the

accounts will be selected for valuation.

6. Click on the Execute

button to perform valuation.

Note: The system does not create the postings immediately but creates a batch
input session instead.
7. Click on the Back

button or press F3

8. To post the valuation, you need to process the Batch Input Session that
youve just created. You can open another SAP session. From the main menu
choose System Services Batch input Sessions
9. Select the session you want to process. (Select the row that contains your
Batch input session, , e.g FAGL_FC_VAL
10. Click on the

button

11. Click in the Radio

12. Click on the

button
button to begin the posting of documents

13. Once the session is processed, you need to check the results. To analys your
batch input session, follow the menu path:
14. From the main menu choose System Services Batch input Sessions
15. Select the row that contains your Batch Input Session FAGL_FC_VAL
16. The analysis

button the system will display the details regarding the

session that was processed

17. Click on the Back

button or press F3

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18. As a result of valuation some accounting documents were posted. To display
them record one document number and use the transaction FB03
(Document Display):
19. Update the following required and optional fields:

Field Name

Description

Document number

Number of the document

Company code

Enter here company code number

Fiscal year

Fiscal year number.

20. Click on the Enter

button or press Enter to confirm your entries

21. In order to display your document in local currency, click on the

button
22. Click on the Enter
23. Click on the Exit

button
button or press Shift+F3 to return to the SAP Easy Access

screen

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2.4. General Ledger Reporting

A general ledger is kept in order to provide the information needed to create a
balance sheet and a profit and loss statement.

2.4.1. Execute Financial Statements

Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting General Ledger

Menu

Information systems

General Ledger Reports (New)

General Actual Comparisons Financial Statement

Transaction code

S_ALR_87012284 / F.01

2. Enter 8888 in the chart of accounts field.

3. Enter one or range XXXXXX to XXXXXX in the company code field.
4. Select the currency (blank for default)
5. Select the financial statement version field.
6. Enter XXXX in the Reporting year field.
7. Enter 1 to 12 in the Reporting period fields.

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8. Enter XXXXX in the Comparison year field
9. Enter 1 to 12 in the Comparison year fields.
10. Click Execute
11. Click on the Exit

button
button or press Shift+F3 to return to the SAP Easy Access

screen.

2.4.2. Display G/L Balances FAGLB03

The SAP system offers a functionality which enables you to have a quick view of the
General Ledger accounts balances; you have been tasked analyse and report on
the balances in one of the accounts under your department
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Account Display Balances (new)

Transaction code

FAGLB03

2. Enter xxxxxxxx to xxxxxxxx in account number fields

3. Enter XXXX in Company code field
4. Enter YYYY in Fiscal year field.
5. Click Execute

button.

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6. Click on the

button.

7. A pop up screen will be displayed within the main screen and will contain a
listing of the General ledger accounts.

To view balances in a single G/L

account double Click the G/L account number within the below screen.
8. A listing of General Ledger line items will be displayed.
9. Click

button to change layout of the displayed items.

10. Select Column content you want to remove or add.

11. Click on the hide selected fields
fields

button or Click on the show selected

button

12. Click on the

button

13. Your report will be adjusted to incorporate the changes you have made
14. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

2.4.3. GL Account Line Item Display FBL3N

FBL 3N enables users to gather and display information on GL Account Line items.
Users can view information on all items, or narrow the transaction to include open or
cleared ones only. Further, screen option allows you to establish vairnats to use
regularly and select specific criteria for this display.

Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Account Display / Change Line items

Transaction code

FBL3N

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2. Enter xxxxxxxx to xxxxxxxx in account number fields

3. Enter XXXX in Company code field
4. Select the Line Item Selection Radio Button

5. Select the check box for Normal / Noted / Parked items

6. The Dynamic Selection Criteria

allows you to narrow the parameters of

the selection even further.

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7. Click Execute

button.

8. Double click on individual document number to see additional details .

9. Click

button to change layout of the displayed items.

10. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

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3. ACCOUNTS PAYABLE
Accounts Payable records all accounting transactions for dealings with suppliers.
Much of its data is obtained from procurement (Materials Management)

3.1 Accounting Transactions in AP

3.1.1 Vendor Invoice Parking
Using this standard accounting function, you can enter invoice in the system without
posting the Accounts Payable sub ledger.

The PARKED Invoice is subsequently

checked, approved and posted to Accounts Payable.

You can also park an

incomplete document.

Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Entry Document Parking Park Document

Transaction code

F-63

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2. Update the required and optional fields :
Field Name

Description

Document Date

Date of Invoice

Company code

Company code is an organizational unit within financial

accounting

Posting Date

Date for posting to Ledger

Currency

Invoice Currency

Reference

Vendor Invoice Number

Doc Header Text

The document header text contains explanations or notes

which apply to the document as a whole, that is, not only
for certain line items.

Posting Key

In this field, the posting key with which the next document
line item should be entered is specified

Vendor

Vendor Code

3. Click on the Enter

button to confirm the entries.

4. Enter value in the amount field for the first item.

5. Enter Text that describes the transaction in the text field.
6. Enter Posting Key 40 in the PstgKey field.
7. Enter General Ledger Account xxxxxxx being charged/debited in the
account field.
8. Click the Enter

button to confirm the entries.

9. Enter a * (star) in the Amount field for the Second item then press enter to
adopt the amount from the first line item.
10. Select Tax Code in the Tax code field
11. Enter Cost Center in cost center field.
12. +(plus) in the text field then press Enter to adopt the text from the first line
item.

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13. Click on the Document overview

14. Click on the Save

button

button or press Ctrl+S to park the Invoice.

15. The System will display a message at the status bar: Document Number : xxx
as parked in Company Code XXXX.
16. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

3.1.2. Change Parked document.

* Parked Vendors invoices need to be verified before they are posted; therefore
errors can be corrected before being posted. A document had been parked but
did not contain adequate text and also that there were no reference details
entered on the document.
* You are required to correct the document before posting.
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Entry Document Parking Park / Edit Invoice

Transaction

FBV2

code

2. Update the required and optional fields :

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Field Name

Description

Company code

Company code is an organizational unit within financial

accounting

Fiscal Year

The fiscal year in which the parked document

3. Click on the Enter

button

4. Enter Reference in the Reference field (in the Edit Parked Document Screen)
5. Change data in the text field
6. Click on the Save

button to record you changes.

7. A message will appear on the status bar; a preliminary posted document

XXXXXX has been changed
8. Click on the Exit

button or press Shift+F3 until the SAP Easy Access screen is

displayed.

3.1.3. Display parked Document

A parked document is subject to a verification process before it can be posted, the

SAP system allows for the display of such documents so that this process can be
fulfilled.
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Entry Document Parking Park / Edit Invoice

Transaction

FBV3

code

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2. Update the required and optional fields :

Field Name

Description

Company code

Company code is an organizational unit within financial

accounting

Document

The parked document number

Number
Fiscal Year

The fiscal year in which the parked document

3. Click on the Enter

button.

4. Click on the each tab

button to display

data.
5. To exit this transaction, click on the Exit

button or press Shift+F3 until the

SAP Easy Access screen is displayed

3.1.4 Posting / Delete Parked Document (FB60) / (F-43)

A vendors Invoice was parked twice for the same service however it was picked
before it was posted. In the SAP system a parked document can be deleted but
once a document is posted it can not be deleted. It will only be regularized by
entering a reversal document.
You can choose to post the parked document in this environment or choose to
delete it.
Delete the parked document

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts Payable

Document Parked Document Post/Delete

Transaction code

FBV0

2. You can choose from the menu Document Select parked document
3. Update the required and optional fields :
Field Name

Description

Company code

Company code is an organizational unit within financial

accounting

Document Number

The parked document number

Fiscal Year

The fiscal year in which the parked document

4. Click on the Enter

button.

5. Select from menu Document Delete parked document

6. A message will appear on the status bar: Parked document xxxxxxx deleted..
7. To exit this transaction, click on the Exit

button or press Shift+F3 until the

SAP Easy Access screen is displayed.

3.1.5 Vendor Invoice

This transaction allows you to enter vendor invoices. It creates postings in Accounts
Payable Sub Ledger and updates also the relevant GL Accounts (e.g. reconciliation
account). You can use this transaction to post the invoices that do not pass through
Purchasing Department, Instances of when a vendor invoice will be posted by AP
will be payments for electricity bills, telephone charges etc.

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Accounts

Payable Document Entry Invoice

Transaction code

FB60

2. Click on the

button and Enter company code

3. Update the required and optional fields :

Field Name

Description

Vendor

Code identifying the vendor account

Invoice date

Invoice date

Reference

Additional document description

Amount

Invoice Amount

Text

Description of line item

G/L Account

The account being charged or debited

D/C

Code identifying whether line item is a debit or credit

Amount in doc Curr

Amount to be posted for the line item

Text

Description of line item

Cost Center

Cost Center

4. Click on the

tab.

5. Enter new Payment terms

6. Enter Payment method
7. Click on the button to replicate an overview of a document before
posting.
8. Click on the Save

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9. The system will display the number of the document generated by this
Invoice.
Document Number : xxxxxxx was posted in Company Code
10. Click on the Exit

button or press Shift+F3 to return to the SAP Easy

Access Screen.

3.1.6 Park / Edit Credit Memo F-66

Using the standard accounting function, you can enter a credit memo in the system
without posting the Accounts Payable sub ledger.

The Parked credit memo is

subsequently checked, approved and posted to Accounts Payable.

Credit memos have the effect have reducing our liabilities under the vendors
accounts. Vendors normally issues credit notes when we return purchased goods or
if we had overpaid them.
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Entry Document Parking Credit Memo parking

Transaction

F-66

code

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2. Update the required and optional fields :

Field Name

Description

Document Date

Date of Invoice

Company code

Company code is an organizational unit within financial

accounting

Posting Date

Date for posting to Ledger

Currency

Invoice Currency

Reference

Vendor Invoice Number

Doc Header Text

The document header text contains explanations or notes which

apply to the document as a whole, that is, not only for certain
line items.

Posting Key

In this field, the posting key with which the next document line
item should be entered is specified

Vendor

Vendor Code

3. Click the Enter

button to confirm the entries.

4. Enter value in the amount field.

5. Enter Text that describes the transaction in the text field.
6. Enter Posting key 50 in the PstgKey field
7. Enter General Ledger Account xxxxx being charged / debited in the account
field.
8. Click the Enter

button to confirm the entries.

9. Enter * a start in the Amount field.

10. Enter Cost Center in cost center field.

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11. Click on the Document overview
12. Click on the Save

button.

button or press Ctrl+S to park the invoice

13. The system will display the number of the document generated by this
Invoice.
Document Number xxxxxxx was parked in the Company Code xxxx
14. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

3.1.7 Post Credit Memo FB65

The vendor invoiced for an excess amount and vendor issued a credit memo to
correct this mistake. So here we need to post the received vendor credit memo.
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Entry Credit Memo

Transaction code

FB65

2. Click on the

button and Enter Company code xxxx in the

field.

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3. On the main screen Update the following required and optional fields :
Field Name

Description

Vendor

Code identifying the vendor account

Document date

Credit note date

Posting Date

Date that the business transaction occurred

Reference

Vendor Invoice Number

Amount

Amount to be posted to

Calculate Tax

Indicator whether tax is to be calculated

Tax Code

Represent the tax chargeable

G/L Account

The Account being charged or debited

D/C

Code identifying whether line item is a debit or credit

Amount

doc. Document currency. By default system proposes the Company

Curr.

code currency, but a user can change it.

Text

Description of line item

Cost Center

Cost Center

4. Click on the Enter

button to confirm the entries.

5. Click on the

Tab

6. Update the following required and optional fields:

Field Name

Description

Inv. Ref (Invoice)

Enter the Document Number which refers to a original

invoice. Entering the original invoice will copy the invoice
details from the original invoice. Imp Note: This will facilitate
in clearing the vendor account at a later point in time.

Inv. Ref (Fiscal Year)

The fiscal year the invoice was created in

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7. Click on the Enter

button to confirm the entries.

8. A message will appear on the status bar that Data was copied.
9. Click on the

button to replicate an overview of a document

before posting.
10. Click on the Save

button or press Ctrl+S to post the invoice

11. The System will display the number of the document generated by this
Invoice.
Document Number : xxxxx was posted in Company Code
12. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

3.1.8 : Post Outgoing Payment F-53

This functionality is used to process outgoing vendor payment but can only process
single vendor accounts at any time.
A request has been made for the processing of an urgent payment which cannot
wait for the normal payment run process. Invoices have been parked checked and
approved (posted) process the payment
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Entry Other Outgoing Payment Post

Transaction

F-53

code

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2. Update the following required and optional fields :

Field Name

Description

Document date

Date of the invoice

Company Code

The company code is an organizational unit within financial

accounting.

Posting Date

Date for posting to Ledger

Reference

Vendor Invoice Number

Doc Header Text

The document header text contains explanations or notes which

apply to the document as a whole, that is, not only for certain
line items.

Clearing Text

This text is copied into all clearing entries which are created
within the current processing

3. Update the following fields under

bank data box

Field Name

Description

Amount

Amount to be paid in total

Value Date

The value date is used in bank account and bank sub-accounts. This
is a date at which the payments will be honored by the bank

4. Update the following required and optional fields under

box.
Field Name

Description

Account

Vendor Account to be cleared

Account

The account type determines whether the general ledger or one of

Type

the sub ledger issued

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5. Click on the

button

6. All open items are selected by default. To deselect the items first click the
Select All

button.

7. Then click on Deactivate Items

button. All the open items are now

deactivated (they are no longer highlighted in blue).

8. Now you need to choose and select the items youwant to clear. Double
click on the Gross Group field for each of those items to be cleared.
9. You will need to select one or more documents to balance this clearing.
Scroll through the remaining documents and select this document.
Note : The system will highlight these items in blue. When the value of the field not
assigned is equal 0 and you can clear open items. See Screen below

10. You can check your document before postings. Select Document
Simulate.
11. To post your entries, click the Save

button.

12. The message bar displays : Document XXXX was posted in company code
13. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

Screen.

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3.1.9 Display Accounting Document FB03
Documents entered in the system can be viewed as and when they are required.
You are required to display a Vendors document. This function will you allow to
quickly address queries pertaining to individual invoices / documents.

Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts Payable

Document Display

Transaction code

FB03

2. If you know the required document number, enter it in the field document
number . If you dont , click

Button to search for documents.

3. The system will display a screen where you can enter your search criteria:
4. Update the following required and optional fields
Field Name

Description

Company Code

The company code is an organizational unit within financial

accounting

Fiscal Year

Fiscal year number

Document Type

Code identifying the method that the system uses to process the
transaction

Posting date

Date that the business transaction occurred

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5. Click Execute

button to start searching

6. The system will display a list of documents that fulfill your criteria

7. To display your document, simply double click on it. The system will display a
take you to document overview:
Or from the initial screen display Vendor Document
8. Enter the Document number you have on hand.
9. Enter the Company code XXXX
10. Enter the Fiscal Year XXXXXX or leave field blank,.
11. Click on the Enter

button to proceed

12. Click on the

button to change you screen view

Note : the system will show you more fields not shown under entry and you
can be able to and a change your document from this document display
screen.
13. Click on the menu Document Display Change
14. Click on the Document Header

button if you want to change header

details
15. Identify fields that can be changed and change header text
16. Analys it and Click on the Enter continue / Confirm

button to leave the

displayed document header sub screen

17. To store your changes in the document, click Save
18. To exit this transaction, click on the Exit

button

button or press Shift-F3 until the

SAP Easy Access screen is displayed.

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3.1.10 Clear Vendor Account F-44

The function allows you to clear open items on Vendor account. You have to
identify open items that can be matched in terms of debits and credits.
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Account Clear

Transaction code

F-44

2. Update the following required and optional fields

Field Name

Description

Account

Code identifying the Vendor account

Clearing date

Date when you want the transaction to be cleared. It is used

later in a header of a clearing document

Company code

Number of the company code that the vendor belogs to

Currency

Currency code

Note : you can clear also the transactions posted in different currencies. The
system will automatically calculate and post exchange rate differences.

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3. Click the Enter

button.

The system will display open items that fulfill

previously entered criteria :

4. All open items are selected by default . To deselect the items first click the
Select all

button.

5. Then click Deactivate items

button. All the open items are now

deactivated (they are no longer highlighted in blue).

6. Now you need to choose and select the items you want to clear. Double
click on the Gross field for each of those items to be cleared.
7. You will need to select one more document to balance this clearing. Scroll
through the remaining documents and select this document.
Note : The system will highlight these items in blue. When the value of the field not
assigned is equal 0 and you can clear open items. See screen below

8. You can check your document before postings. Select Document Simulate
9. To post your entries, click the Save

button. No real posting took place,

but the system stored a clearing document.

10. The message bar displays: Document xxxxxx was posted in company code
xxxx
11. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

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3.1.11. Reset Cleared Items FBRA

A Posting with clearing had been made to a wrong Vendor account due to
similarities in name therefore the outgoing payment document has to be reversed to
enable the correct transaction to take place.
Note : An Accounting Document that contains line items have cleared been cannot
be reversed it requires that the cleared items be reset first.
Display the clearing document and its line items, and then reset the cleared
document.

Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Reset Cleared Items

Transaction code

FBRA

2. Update the following required and optional fields

Field Name

Description

Clearing

Number of the document to be reset

document
Company

Code identifying a separate legal entity

code
Fiscal Year

Fiscal year number

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3. Click the Accounts

button. The system will display all the accounts

involved in clearing operation:

4. Click the Continue
5. Click the Items

button to continue
button to display documents cleared by the clearing

operation
6. Click on the Save

button or press Ctrl+S to post the resetting

7. A screen reversal of clearing document will be displayed with 2(two) options

to select from.
-

Only Resetting will remove the clearing from the document that was
cleared and changes the documents status from cleared item to open
item

The clearing document also changes status to an open item and this has
effect on the overall Vendor Account

Resetting and reversing will reset the cleared line items and also reverses
the clearing document.

8. Click on Only Resetting button

Note : Only resetting will remove the clearing document from the cleared
document and restore it to its pre-clearing state i.e. open item stage. The
clearing document will also be found under the open items of the Vendor
Account and must be removed from this environment by the reversal process.
A message will appear on the status bar clearing document xxxxxxxxx reset.
9. Click on the Exit

button or press Shift+F3

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Note : if you choose the later button the system will reset and reverse the clearing
document in one transaction. For you to carry out a transaction where you are
going to select on resetting and reversing you have to start with a new document.
Otherwise the above resetting transaction is complete.
If you choose to Click on Resetting and Reversing button you will proceed as follows
10. Enter 01 in the Reversal Reason field.
11. A message clearing reset will appear
12. Click the continue

button

13. A message will appear that document XXXXX was posted in Company code
XXXX
14. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen

3.1.12. Document Reversal (Individual Reversal) document FB08

Sometimes posted document contains incorrect information. This function allows
you to reverse an incorrect document. A document to be reversed cannot include
already cleared items. If you want to reverse document that was already cleared,
you need to reset all cleared items before posting a reversal.
This is also a function that allows mass document reversal (Transaction code), unlike
resetting clearing documents which only allow resetting one clearing document at a
time.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts Receivable

Document Reverse Individual Reversal

Transaction code

FB08

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2. Update the following required and optional fields

Field Name

Description

Document no

The document that is to be reversed

Reversal Reason

The reason the document will be reversed

3. Click the Display document before reversal

button or

press F5

4. Click the Back

5. Click on the Save

button or F3
button or press Ctrl + S

6. The system will post a reversal document and a message will appear on the
status bar Document xxxxxx was posted in Company Code xxxx
7. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen

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3.2 Advance Payments in Accounts Payable

3.2.1 Down Payment Request F-47
Down payment request function does not create posting but only stores information
in the systems that can be used later to post a normal down payment manually or
using the automatic payment program.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Accounts

Receivable Document Entry Down Payment

Request
Transaction code

F-47

2. Update the following required and optional fields

Field Name

Description

Document date

Date the transaction occurred

Type

Document type

Company code

Code identifying a separate legal entity

Posting date

Date that the business transaction occurred

Currency / date

Code identifying the currency used in the transaction

Reference

Doc. Description

Account

Code identifying the vendor account

Trg. Sp. G/L ind.

Special GL transaction code. You determine the special

G/L indicator for a down payment request in this field with
which the corresponding down payment is to be posted
later

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3. Click the New item

button to enter Down Payment line item.

4. Update the following required and optional fields

Field Name

Description

Amount

Amount of the line item

Calculate Tax

The system calculates the taxes automatically

Due on

Date when the down payment is due

5. Click the Enter

button to confirm your entries

6. Click the Overview

7. Click the Save

button to display a document before posting

button to post the down payment request

8. A message will appear on the status bar informing you that Document XXXX
was posted in company code XXXXX
9. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen

3.2.2. Post Vendor down payment F-48

A down payment is an advance payment for a service or goods and down
payment is a function that allows you to post the document to an alternative GL
account instead of normal vendors reconciliation account.
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Entry Down Payment F-48 down payment

Transaction

F-48

code

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2. Update the required and optional fields

Field Name

Description

Document date

Date the transaction occurred

Type

Document type

Company code

Code identifying a separate legal entity

Posting date

Date that the business transaction occurred

Currency / date

Code identifying the currency used in the transaction

Reference

Doc. Description

Account

Code identifying the vendor account

Special G/L ind

Enter the required special GL transaction code

Account

Bank account number

Amount

Amount of the line item

3. You can use an existing down payment request to post the down payment.
Click the Request

button.

4. Select the Down payment request number, by selecting the row containing
the document number like XXXXX by clicking anywhere on that row.
5. Click on the

button. The system will display a

document overview

Post Vendor Down Payment Display Overview

6. Click on the Save

button to post the down payment

7. The message bar displays Document XXXX was posted in company code
XXXX

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Note : Before proceeding to clear down payment you are required to post
vendor invoice (FB60) so that invoice and down payment can clear. In case if
the invoice amount is more than down payment then rest of the balance will be
paid through normal payment and the clearing will automatically take place for
the balance
8. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

3.2.3 Clear Vendor down payment F-54

This function allows you to post a clearing document manually. You can use it e.g.
to clear a down payment (posted with special GL transaction) with another vendor
document (e.g. vendor invoice)
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Document Entry Down Payment Down Payment Clearing

Transaction

F-54

code

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2. Update the following required and optional fields
Field Name

Description

Document date

Date the transaction occurred

Type

Document type

Company code

Code identifying a separate legal entity

Posting date

Date that the business transaction occurred

Currency / date

Code identifying the currency used in the transaction

Reference

Doc. Description

Account

Code identifying the vendor account

Invoice

Enter here an invoice number you want to clear a down

payment with

Line item

Enter here the line item number you want to clear a down
payment with

Fiscal year

Fiscal year number

Note : If you dont know the vendor invoice number, you can open another SAP
session (Press Create New Session

button) and display the vendor open items

transaction code FBL1N

3. Click on the

button to process down payments.

4. Select the Down payment request number, by selecting the row containing
the document number like XXXXX and by clicking anywhere on that row.
5. Click the Enter

button to confirm your entries. The system will enter the

amount in the field Transfer posting. (Side scroll to the right to see this entry)
6. Click the Save

button to post a clearing document.

Clear Vendor Down Payment Display Overview

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7. Line item 002 is highlighted in blue. Some additional data must be entered.
Double click on this line.
8. Enter Text describing the down payment.
9. Click the Enter
10. Click the Save

button to confirm your entries.

button. (Please confirm the information message that

appears on the status bar with enter)

11. The message bar displays Document XXXX was posted in company code
XXXX
This transaction clears only down payment posting and stores information in the
system which amount of the invoice was cleared.
12. To display / Change Vendor Open Items execute Transaction FBL1N. As you
can see, the newly posted clearing document is still outstanding and you
need to clear it with the invoice using the account clearing process
(Transaction F-44).
13. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

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3.3 Automatic outgoing payment process &

Check Voiding
3.3.1. Automatic Payment Run Process F110
This SAP functionality allows for the clearing of Vendors Account line items that are
due for payment. The process involves posting to relevant sub ledgers and the
general ledger but this happens through an automated process which involves
selection of Vendors with open items that are due, reviewing and editing payment
proposal and execution of the actual payment run.

Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Accounts

Payable Periodic processing Payments

Transaction code

F110

2. Update the following required and optional fields

Field Name

Description

Run date

The run date is used for identifying the parameters

Identification

Freely definable the identification to distinguish between

several runs with the same run date

3. Click on the

tab.

Automatic Payment Transactions : Parameters

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4. Update the following required and optional fields:
Field Name

Description

Posting date

Date which is used when entering the document in

Financial Accounting

Docs entered upto

This specified the date upto which open items are taken
into account during processing

Company Code
Payment Methods

Company Code Number

List of payment methods that should be used in the
payment run

Next P/Date

The date when the next payment run is scheduled.

Vendor

Vendor account to paid

5. Click on the

tab.

Automatic Payment Transactions : Additional Log

6. Click in the

check box.

7. Click in the

Check box

8. Click in the

check box

9. Click on the

data medium tab.

Automatic Payment Transactions: Printout and DME

10. Enter FIL_PAY1 in the variant field against
11. Click on the Save

program

button.

12. A message

will appear on the

status bar
13. Click on the Back

button.

Automatic Payment Transactions : Status

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14. A message will appear in the status box: Parameters have been entered
15. Click on the

button

16. Click in the

check box to schedule your proposal.

17. Click on the Schedule

button.

18. A message will appear in the status box: Proposal is ready to be started.
19. Click on the Status

button repeatedly the prior message will be

updated and now reads Payment proposal has been created.

20. Click on the Display

button to view the proposal list

Display Payment Proposal : Payments

21. The green traffic light on the Indicator: Payment / Exception field indicates
that there are no errors.
22. Double click on the record for a breakdown of the component documents
23. Click on the Back

button twice to return to the status tab

24. To display the proposal log Go to Edit ProposalDisplay log, a detailed log
will be displayed.
Job Log Entries for F110-xxxx /xxxx
25. Click the Back

button to return to the Status tab

26. Click on the

button to schedule the payment run. A pop up

screen will be displayed.

27. Click on the
Then select the Schedule

check box to schedule your payment run.

button.

28. You will be returned to the status tab.

Click on the

button

repeatedly until the message Payment run has been carried out and
Posting orders: XXX generated, XXX completed

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29. Click on the Payments
your

job

name

button to view log. Then double click on

within

pop

screen

that

comes

up

i.e.

F110

xxxxxxxxPayment run
30. This screen indicates that the payment program ran successfully and Financial
Accounting documents created in Company code XXXX
Job Log Entries for F110-XXXXXX/ XXXX
31. The screen will list the accounts cleared, the clearing documents and the
related amounts.
32. Click the Back

button to return to the Status tab.

33. Click the Schedule Print

button. Select the Start Immediately

option on the Schedule print popup box. Replace the (Question mark)? With
F1 or any character you prefer.
34. Click the Enter

icon. The payment media will now be created. SAP will

return you to the status screen.

35. A message will appear on the status bar
Print Job xxxxxx has been scheduled

To view the job Log proceed as follows :

36. Select from the menu System Own Jobs:

Job Overview
37. The job will appear with the status finished in green imples that the job has
been correctly executed
38. Click in the Check

box against your job log then click

button

for details of the job execution.

39. The system will display the below screen showing you the details of your job.
40. Click on the Back

button.

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Job Overview
41. Click on the

button.

Output Controller : List of Spool Requests

42. Click in the

box against your spool for checks

43. Click on the Display Contents

button.

Print Preview of LP01 Page 0001 of 0002

44. Individual Checks together with the remittances will be displayed its always
advisable to have a print preview before executing the printing function.
45. Click the Back

button.

Output Controller : List of Spool Requests

46. Click on the Print immediately

button to start your actual printing.

Note : Before you command the printing make sure that your checks are properly
aligned and the correct leaf of the pre-numbered check is at the beginning

47. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

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3.3.2 Voiding of Unused checks FCH3

Checks can be cancelled before they are printed due to various reasons: Soiled,
stolen, destroyed etc. These reasons warrant the cancellation in order to maintain
the correct sequence of pre-numbered checks in the check lot.
Steps :
1. Access transaction by:
Field Name
Transaction code

T-code
FCH3

2. Enter Company code in the paying company code field.

3. Enter bank key in the House Bank field.
4. Enter Account ID field
5. Enter XXXX the Check(s) to be cancelled in the Check number field from to
fields.
6. Enter the void reason code.
7. Click on the Enter
8. Click on the

button to confirm your entries.

button.

9. A message will appear on the status bar: checks XXXx to XXXX have been
voided.
10. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

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3.3.3. Void Issued Checks FCH9
This function allows you to cancel a Check that was issued to a vendor and was not
presented to the bank until it went stale.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Payable

Environment

Financial

Accounting

Payments

Accounts
Check

information Void Issued Checks

Transaction code

FCH9

2. Enter Company Code in the Paying company code field.

3. Enter bank key in the House Bank field
4. Enter Account ID field
5. Enter the Check number field
6. Enter the Void reason code
7. Click on the Enter
8. Click on the

button to confirm your entries

button to display the check you are about to cancel.

9. The details of the check you about to cancel will be displayed. Check and
please satisfy yourself that it is the correct check to be voided / cancelled.
10. Click on the

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Check line items

11. The Check line items will be displayed
12. Click on the Back

button twice.

Void Issued Checks

1. Click on the

button

2. A message will appear on the status bar : Checks 000xxxxx voided Payment
document not reversed.
3. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

3.3.4 Cancel Check Payment FCBH8

Checks can be cancelled before they are printed due to various reasons: Soiled,
stolen destroyed and these reasons warrant the cancellation in order to maintain
the correct sequence of pre-numbered checks in the check lot. This functionality
allows for the cancellation of the Check and at the same time reversing the clearing
document.
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Environment Check information Void Cancel payment

Transaction

FCH8

code

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1. Enter Company code in the Paying company code field

2. Enter Bank key in the House Bank field
3. Enter the Account ID field.
4. Enter the Check to be cancelled in the Check number field.
5. Enter the void reason code Field.
6. Enter 01 in the Reversal Reason Field.
7. Click on the Enter

to confirm your entries.

8. Click on the

button.

9. A message will appear on the status bar: Payment for check XXXXX was
cancelled, reverse document XXXX
10. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

3.3.5 Display the check Register FCHN

You can use this transaction to view a list of checks. It lists those that were cashed,
voided (cancelled), yet to be presented to the bank for payment and those that
have just been printed.
Steps :
1. Access transaction by:
SAP

Access Accounting Financial Accounting Accounts Payable

Menu

Environment Check information Display Check Register

Transaction

FCHN

code

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2. Enter the Paying company code field

3. Enter Bank key in the House Bank Field
4. Enter the Account ID (Account Identification)
5. Select Radio

button if you want to view a check listing only

or Select Radio

button if you want to view a check listing

which includes the list of documents that make up the payment

6. Click on the Execute
7. Click on the Exit

button

button or press Shift+F3 to return to the SAP Easy Access

screen.

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3.4 Correspondences & Foreign
Currency Revaluation
3.4.1 Vendor correspondence request FB12
Correspondence are business documents such as Vendor account statements,
Payment notice with line items, Payment notice to accounting department,
Payment notice to legal department
These documents can be requested and be printed any time but are usually printed
at the end of the month.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Accounts

Payable Account Correspondence Request

Transaction code

FB12

2. Enter Company code field

3. Click the Enter

button

4. Double Click on SAP06 Account Statement

5. Update the following required and optional fields.
Field Name

Description

Vendor

Account for Vendor

Postings from

Start Date to your Selection

Postings to

End date to your selection

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6. Click on the

button.

7. A message will appear on the status bar: Account Statement was requested
8. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

3.4.2 Maintain Correspondence F-61

Correspondence are business documents such as Vendor account statements,

Payment notice with line items, Payment notice to accounting department,
Payment notice to legal department
These documents can be requested and be printed any time, print the
correspondences.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts Payable

Account

Periodic

Processing

print

Correspondence s per Request

Transaction code

F.61

Trigger for Correspondence

2. Enter FILC in Correspondence Field.
3. Enter the company code field.
4. Click on the Execute

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5. A message will appear within a pop up screen : A correspondence was
issued

would you like to issue a request ?

6. Click on the button

Yes

to proceed

7. Enter printer name LP01 in the output device field.

8. Click on the Continue button

Trigger for Correspondence

9. A log will be issued for triggered correspondences
10. Select from the menu System Services Output Controller

Output Controller : Spool Request Selection screen

11. Click on display contents Press F6

Print Preview of LP01 Page 0001 of 0002

12. Press F3 to exit the display view screen
13. Click the on Print directly
14. Click on the Exit

button Press Ctrl + Shift + F8 to send to the printer

button or press Shift+F3 to return to the SAP Easy Access

screen.

3.4.3 Foreign currency Revaluation procedure FAGL_FC_VAL

You carry out the foreign currency valuation before you create the financial
statements. The valuation includes the following accounts and items.
Foreign currency balance sheet accounts, that is, G/L accounts that you run in
foreign currency (the balances of the G/L accounts in foreign currency are
valuated) Open Items (customers, vendors, G/L accounts) posted in foreign
currency (the line items are valuated)

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Payable Periodic processing Closing Valuate
Foreign Currency Valuation of open items (New)

Transaction code

FAGL_FC_VAL

2. Update the following required and optional fields

Field Name

Description

Company code

Company code

Evaluation Key Date

Key date for the foreign currency valuation

Valuation method

A unique key for determining a foreign currency

valuation method. This key can be valid for cross-chart
of accounts

Batch input session

Code identifying the batch session that is Created

Document date

Date the transaction occurred

Posting date

Date that the business transaction occurred

Posting period

Fiscal month when the transaction posts to the General

Ledger

Reversal Posting date

Date when you want to post a reverse . Normally the 1st

day of next month

Reverse posting period

Posting period for reversal

3. Click the Open items

4. Select
5. Select

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You can select only a particular General Ledger / General Ledger accounts to
be evaluated. If you leave the selection fields empty (like in our example), all the
accounts will be selected for valuation.
6. Click on the Execute

button to perform valuation.

Note : The system does not create the postings immediately but creates a
batch input session instead
7. Click on the Back

button or press F3

8. To post the valuation, you need to process the Batch Input session that
youve just created.
You can open another SAP session. From the main menu choose System
Services Batch input Sessions
9. Select the session you want to process. (Select the row that contains your
Batch input session , e.g. FAGL_FC_VAL
10. Click on the

button

11. Click on the Radio

12. Select the

button

button to begin the posting of documents

13. Once the session is processed, you need to check the results. To analys your
batch input session, follow the menu path:
14. From the main menu choose SytemServices Batch input Sessions
15. Select the row that contains your Batch Input Session FAGL_FC_VAL
16. Click the Analysis

button.

The system will display the details

regarding the session that was processed.

17. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

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3.5 Vendor Reports

3.5.1 Display Vendor Balances FK10N

This function allows you to display vendor balances (both per month and
cumulative). You can also display balances for more than one vendor account
cross-company code in a list.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Accounts

Payable Account Display Balances

Transaction code

FK10N

2. Update the following required and optional fields

Field Name

Description

Vendor

Code identifying the vendor account

Company code

Code identifying a separate legal entity

Fiscal year

Fiscal year number

3. Click the Execute

button to display a report.

4. You can display the line items or even particular document directly from this
report. For instances, to display all the documents for period 4 mark this row
on the report screen (it will be highlighted in yellow) and click the Call up line
item report button. You can now see all the documents posted in Period 4.

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Vendor Line Item Display
5. To display the details of a particular line item simply double-click on any listed
document the system will display this line item.

6. Click the Back

button to return

Or
7. If you there is need, you can change some of the fields. Click the Display
Change

button. The fields that can be changed are highlighted in red or

they will be white. For instance you can add the description of the field
Text

8. Update the following required and optional fields of the invoice.

Field Name

Description

Text

Additional document description

9. Click the Save

button to update this document

10. You can also export the account balance to a local file. Select from the
menu path: List Export Local file.
11. Select the

radio button and click the Continue

button

to continue
12. Click on the Match Code

button to select the location to save thefile

Select the Desktop as the location and update the following required field
Field Name

Description

Directory

Enter the path where you would C:\Docuemnts

File name

Values
and

like to save the file

Settings\......

Enter here the name of your file

Example : Vendor Balance.xls

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13. Click on the

button to begin export

14. The message bar displays xxx Bytes transferred.

15. Click on the Exit

button or press shift +F3 to return to the SAP Easy Access

screen.
16. Go to the desktop environment of your look for the file Vendors Balances you
exported from SAP.
17. Double click on it; you can format this file the way you like.

3.5.2 Vendor Line Item Display FBL1N

This function allows you to display Open / Closed vendor items. Selection criteria
include vendor, company and many of the data sets on the vendor master record.
Drill-down capability into actual vendor document is available, as are various list
formatting options. You can also display balances for more than one vendor
account cross-company code in a list.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Accounts

Payable Account Display / Change Line Items

Transaction code

FBL1N

2. Enter the Vendor Code and Company code.

3. Enter the Company Code

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4. Select the Line Item Selection

5. Select the Account Type Check box

6. Click the Execute

button to display a report.

7. To display the details of a particular line item simply double-click on any listed
document the system will display this line item.

8. Click the Back

button to return

Or
9. If you there is need, you can change some of the fields. Click the Display
Change

button. The fields that can be changed are highlighted in red or

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they will be white. For instance you can add the description of the field
Text

10. Update the following required and optional fields of the invoice.
Field Name

Description

Text

Additional document description

11. Click the Save

button to update this document

12. You can also export the account balance to a local file. Select from the
menu path: List Export Local file.
13. Select the

radio button and click the Continue

button

to continue
14. Click on the Match Code

button to select the location to save thefile

Select the Desktop as the location and update the following required field
Field Name

Description

Directory

Enter the path where you would like C:\Docuemnts

File name

Values

to save the file

Settings\......

Enter here the name of your file

Example

and

Vendor

Balance.xls

15. Click on the

button to begin export

16. The message bar displays xxx Bytes transferred.

17. Click on the Exit

button or press shift +F3 to return to the SAP Easy Access

screen.
18. Go to the desktop environment of your look for the file Vendors Balances you
exported from SAP.
Double click on it; you can format this file the way you like.

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3.5.3. Vendor Payment History with 0I (Open items) Sorted list
This evaluation is used for determining, as accurately as possible, the current
payment status for vendors requiring special attention. As criteria for this evaluation,
you can use current data from the master database such as Balances on an open
item basis or special G/L balances.
In addition to the payment status analysis, the program carries out an analysis of the
vendor open items for the report.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Accounts

Payable Reporting Information System Reports

for Accounts Payable Accounting

Vendor Items

Vendor Payment History with OI (Open items) sorted List

Transaction code

S_ALR_87012085

2. Update the following required and optional fields

Field Name

Description

Vendor

Vendors Account Number

Company Code

Code identifying a separate legal entity

Fiscal Year

The year you want to report on

Open items at key The up to date

date

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3. Click the Execute

button to display a report

Create Document and Send

4. The report can be send to anyone on the SAP System. Click on the menu
System List Send
5. Type in your message to the person(s) you want to mail that document to.
6. Type in the Receivers name (XXXX) under Receipient field and place an *at
the end.
7. Click on the Continue
8. Click on the Send

button.
button press Shift+F8

Vendor Appraisal with OI Sorted List

9. The document has been sent to the chosen recipients.
10. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

Screen

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ACCOUNTS RECEIVABLE

In Accounts Receivable, much of its data is obtained from Sales and Distribution to
be available in the second phase.
Master data must be maintained centrally to ensure data integrity.

4.1 Accounting transactions in Accounts Receivable

4.1.1 Park Customer Invoice FV70

Using this standard accounting function you can enter Invoice in the system without
posting to the Accounts Receivable sub ledger. The PARKED invoice is subsequently
subjected to checking, approval and posting to Accounts Receivable.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting

Financial

Accounting

Accounts

Receivable Document entry Document Parking

Edit / Park AR Invoice
Transaction code

FV70

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2. Update the following required and optional fields:
Field Name

Description

Customer

Customer #

Invoice date

Date of invoice

Reference

Customer Invoice number

Posting date

Date for posting to Ledger

Currency

Invoice Currencdy

Amount

Invoice amount

G/L Acct

GL Account number

D/C

Code identifying whether line item is a debit or a credit

Amount doc. Curr.

Amount to be posted for the line item

Text

Description of line item

3. Click on the Enter

button

4. Simulate invoice before posting. To do so, click Simulate

button.

Simulation button enables the user to review the Invoice as if it had been
posted including any system generated postings. The system also validates
the posting data.
5. Click on the Back

button

6. To park the Invoice, click Save Parked Invoice

button.

7. The message at the status bar informs you that Invoice number xxxx was
PARKED

4.1.2 Post Customer Invoice FB70

This transaction creates postings in Accounts Receivable Sub Ledger and updates
also the relevant GL Accounts (e.g reconciliation account)
Steps :
1. Access transaction by:

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SAP Access Menu

Accounting

Financial

Accounting

Accounts

Receivable Document entry Invoice

Transaction code

FB70

2. Update the following required and optional fields for 1st line item by clicking
tab button:
Field Name

Description

Customer

Customer #

Invoice date

Date of invoice

Reference

Additonal document description

Posting date

Date for posting to Ledger

Amount

Invoice amount

3. Update the following required and Optional Fields for 2nd line item
Field Name

Description

L Account

Code of the account this is being charged or debited

D/C

Code identifying whether line item is a debit or a credit

Amount

Amount to be posted for the line item

Text

Description of line item

4. Click the Simulate

button to replicate an overview of the

document before posting. The system will display the document overview.
5. Click on the Save
6. The

button or press Ctrl+S to post the invoice

system will display the number of the document generated by this

Invoice.
7. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen

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4.1.3 Post Customer Credit Memo FB75

The SAP ERP system allows you to post a document with a complete opposite entries
to the original customer invoice. This function can be used when a customer returns
goods sold
Note : An account that was once debited will be credited and the other once
credited will be debited.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Receivable Document entry Credit memo

Transaction code

FB75

2. Update the following required and optional fields:

Field Name

Description

Customer

Customer #

document date

Credit note date

Posting date

Date for posting to Ledger

Reference

Credit note number

Amount

Invoice amount

G/L acct

Account to which posting is related

Amount doc. Curr.

Document currency. By default system proposes the

Company code currency, but user can change it

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3. Click the Enter

button to confirm the entries

4. Click the Payment

tab and update the following field.

Field Name

Description

Inv. Ref (Invoice)

Number / description which refers to a original invoice.

Entering the original invoice will copy the invoice details
from the original invoice. Imp Note. This will facilitate in
clearing the customer account at a later point in time

Inv. Ref (Fiscal Year)

The fiscal year the invoice was created in

5. Click the Enter

button to confirm the entries

6. Click the Simulate

button to simulate the posting. The system will

display document overview

7. Click on the Save

button or press Ctrl+S to post the document.

Note : The message bar displays Document XXXX was posted in company
code xxxx
8. The system will display the number of the document generated by this
Invoice.
9. Click on Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

4.1.4 Change Parked Document FV70

The SAP ERP system allows users to change parked Customer documents since
invoices need to be verified for correctness before they are posted; therefore errors
on documents can be corrected before being posted.
Steps :
1. Access transaction by:

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SAP Access Menu

Accounting

Financial

Accounting

Accounts

Receivable Document Entry Document Parking

Edit / Park
Transaction code

FB70

2. Click on the

button and the tree will be displayed

3. Click on the

button

4. A listing of parked documents will be displayed, double click on the

document you want to change / edit. The details of the parked document
will be populated in the relevant field: Add extra text.
5. Enter any detail in the Reference field.
6. Click on the Save

button to record you changes

7. A message will appear on the status bar informing you what has happened
to the document you changed.
8. To exit this transaction, click on the Exit

button or press Shift+F3 until the

SAP Easy Access Screen is displayed

4.1.5 Display Accounting Document FB03

Documents entered in the system can be viewed as and when they are required
and you are also able to make changes to the document. Please note that your
changes will be limited to certain fields.

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The system offers you a function which allows you to search for a document number
in case you dont know the number of the document you want to display.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Customer

Document Documents Display

Transaction code

FB03

2. If you dont know the document number, click

button to

search for documents.

3. The system will display a screen where you can enter your search criteria:
4. Update the following required and optional fields.
Field Name

Description

Fiscal year

Fiscal year number

Document type

Code identifying the method that the system uses to

process the transaction

Posting date

5. Click Execute

Date that business transaction occurred

button to start searching

6. The system will display a list of documents that fulfill your criteria:

7. To display your document, simply double click on it. The system will display
the document.
8. Click on the Exit

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9. if you know the document number you can display the accounting
document the following way

10. Enter the Document Number you have on hand

11. Enter the company Code
12. Enter the Fiscal Year XXXx or leave field blank.
13. Click on the Enter

button to proceed

14. Click on the

button to change you screen view

Note : the system will show you more fields not shown under entry view
15. Click on the menu Document Display Change
16. Click on the Document header

button

17. Identify fields that can be changed and change header text
18. To store your changes in the document, click Save
19. Analyse it and click on the Enter Continue / Confirm

button.
button to leave

the displayed document header sub screen

20. To exit this transaction, click on the Exit

button or press Shift-F3 until the

SAP Easy Access screen is displayed.

4.1.6 Post Incoming payments F-28

The SAP ERP system allows to process customer payment and will match the two
documents i.e. the invoice and the incoming payment documents and at the same
time perform the (reconciling) clearing procedures.

Processing of incoming

payment can also be done by normal parking and posting then executing a
separate manual clearing function at a later stage.

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To process the incoming payment successfully using this transaction there must be
an invoice(s) on the customers account. However the post incoming payment will
take care of Process the incoming payment.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Receivable Document Entry Post Incoming
Payments

Transaction code

F-28

2. Update the following required and optional fields.

Field Name

Description

Document Date

The document date is the date on which the original

document was issued

Company Code

Company code that the customer belongs to

Currency

Currency code

Reference

The document number of the customer

Account

Bank Account number

Amount

Incoming payment amount

Account Customer

A number that identified the Customer in the system

3. Click on the

button

Post Incoming Payments Process Open Items

4. All open items are selected by default. To deselect the items first click the
Select All

button.

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5. Then click Deactivate items

button. All the open items are now

deactivated (they are no longer highlighted in blue)

6. Now you need to choose and select the items you want to clear. Double
click on the Gross field for each of those items to be cleared.
7. You will need to select one more document to balance this clearing. Scroll
through the remaining documents and select this document.
Note : The system will highlight these items in blue. When the value of the field not
assigned is equal 0 and you can clear open items. See scree below

8. You can check your document before postings.

Select Document

Simulate
9. To post your entries, click the Save

button.

10. The message bar displays: Document XXXx was posted in company code
xxxxxx
11. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

Screen.

4.1.7 Reset Cleared Items FBRA

A posting with clearing had been made to a wrong customer account due to
similarities in names therefore the incoming payment document has to be reversed
to enable the correct transaction to take place.
Note : An accounting document that contains line items have cleared been cannot
be reversed it requires that the cleared items be reset first.

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Receivable Document Reset Cleared Items

Transaction code

FBRA

2. Update the following required and optional fields.

Field Name

Description

Clearing Document

Number of the document to be reset

Company Code

Code identifying a separate legal entiry

Fiscal Year

Fiscal year number

3. Click the Accounts

button. The system will display all the accounts

involved in clearing operation.

4. Click the Continue

button to continue

5. Click the Items

button to display documents cleared by the clearing

operation
6. Click on the Save

button or press Ctrl+S to post the resetting

7. A screen reversal of clearing document will be displayed with 2(two) options

to select from.
-

Only Resetting will remove the clearing from the document that was
cleared and changes the documents status from cleared item to open
item

The clearing document also changes status to an open item and this has
effect on the overall Customer Account.

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-

Resetting and reversing will reset the cleared line items and also reverses
the clearing document.

8. Click on Only Resetting button.

9. A message will appear on the status bar Clearing xxxxxxx reset.
Note : If you choose Resetting and Reversal a popup screen will appear
requiring completion (For you to complete this option you have to process
another post with clearing transaction)
10. Click on the Resetting and Reversal
11. Enter 01 in the Reversal Reason field, and date
12. A message clearing xxxxxxxx reset will appear
13. Click the Continue

button to continue

14. A message will appear that document xxxxx was posted in Company Code
xxxx
15. Click on the Exit

button or press Shift+F3 to return to the SAP Easy Access

screen.

4.1.8 Document Reversal (Individual Reversal) FB08

Sometimes posted document contains incorrect information. This function allows
you to reverse an incorrect document. A document to be reversed cannot include
already cleared items. If you want to reverse document that was already cleared,
you need to reset all cleared items before posting a reversal.

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Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Receivable Document Reverse Individual Reversal

Transaction code

FB08

2. Update the required and optional fields by capturing the necessary data:
Field Name

Description

Document Number

The parked document number

Fiscal year

The fiscal year in which the parked document

3. Click the Display document before reversal

button or

press F5 to have an overview of the document you about to reverse.

4. Click on the Back

5. Click on the Save

button or F3
button or press Ctrl+S to post the reversal.

6. The system will post a reversal document and a message will appear on the
status bar Document XXXX was posted in Company Code XXXX
7. Click on the Exit

button or press Shift + F3 to return to the SAP Easy Access

screen.

4.1.9 Clear Customer Account F-32

Authorized Users can access Open Item Customer Accounts and assign and clear
debits and credits. The user will use the Account Clear Transaction; select the items
to be assigned to each other and then post. The system will record the clearing
information (document numbers, date) on the original document.

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This function allows you to clear matching open items on Customer account.

Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Receivable Account Clear

Transaction code

F-32

2. Update the required and optional fields by capturing the necessary data:
Field Name

Description

Account

Code identifying the Customer account

Clearing date

Date when you want the transaction to be cleared.

Company Code

Number of the Company code that the Customer belongs

to

Currency

Currency code

Note : You can clear also the transactions posted in different currencies. The system
will automatically calculate and post exchange rate differences
3. Click the Enter

button.

The system will display open items that fulfill

previously entered criteria:

4. All open items are selected by default. To deselect the items first click the
Select All

button.

5. Then click Deactivate Items button

button. All the open items are

now deactivated (they are no longer highlighted in blue).

6. Now you need to choose and select the items you want to clear. Double
click on the Gross field for each of those items to be cleared.
7. You will need to select one more document to balance this clearing. Scroll
through the remaining documents and select this document.

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Note : The system will highlight these items in blue. When the value of the field
not assigned is equal 0 and you can clear open items. See screen below

8. You can check your document before postings. Select Document Simulate
9. To post your entries, click the Save

button. No real posting took place,

but the system stores a clearing document.

10. The message bar displays : Document xxxxxx was posted in Company code
xxxxx.
11. Click on the Exit

button or press Shift + F3 to return to the SAP Easy Access

screen.

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4.2 Customer Account Reports

Authorised Users can view the Customer Account details (line items posted) using
the Customer Account Line item display transaction, or by drilling down on the
account balance from the Display Customer Account balance transaction

Documents update Customer Balances when posted. Authorised users can view
Customer Account Balances online using the Account Balance enquiry and
entering the Customer account number.

4.2.1. Customer Balance Display FD10N

The SAP system allows you to display the Account Balances of the customer at any
given time and this report also allows you to navigate backwards (drill down) to the
individual document line items that make up the total in any of the columns you wish
to analyse.
Run the balances report
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Receivable Account Display Balances

Transaction code

FD10N

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2. Update the required and optional fields by capturing the necessary data:
Field Name

Description

Customer

Customer Number

Company Code

Number of the Company code that the Customer belongs

to

Fiscal Year

3. Click Execute

Fiscal Year number

button

4. A report below be displayed

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5

Double click balance figure under credit column. This function will allow to
view individual documents line items.

Click on the Display Graphic

button to display the graphic presentation

of the report. The report above can be printed sent by e-mail, downloaded to
various PC applications and can be displayed graphically.
7

Click on the Exit

button or press shift+F3 to return to the SAP Easy Access

screen.

4.2.2 Customer Account Analysis FD11

This transaction allows you to carry out an in depth Customer account analysis, such
as business volumes analysis, open items due date analysis.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Receivable Account Account Analysis

Transaction Code

FD11

2. Update the following required and optional fields.

Field Name

Description

Customer

The customer Number

Company Code

Code identifying a separate legal entiry

Fiscal Year

Fiscal year number

3. Click on the Enter

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4. Click on the Open Items net

tab to view the open items analysis.

Open items - Net Payment Due Date Account Analysis

5. Double click on a figure under All receivables field line items which make up
all receivables will be displayed.

6. Click on the Exit

button or press Shift+F3 or return to the SAP Easy Access

screen

4.2.3 Display / Change Line items FBL5N

The display/change line item of Customer transactional report offers a different view
of customer documents, also allow you to view and analyse the status of each
customer documents.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Accounts

Receivable Account Display / Change line items

Transaction code

FBL5N

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2. Update the following required and optional fields.
Field Name

Description

Customer

The Customer Number

Company Code

Code identifying a separate legal entiry

3. Click on the

Radio button

4. Click on the Normal Items Check

5. Click on the Execute

box

button to start the process. And the below report will

be displayed.

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6. Double click on any one line item and see where it will take you.
7. Each document is categorized depending on its current status;

Cleared / Open Items Symbol

Open Items : The item was posted by the key date
It was either cleared after the key date or has not been cleared
Cleared items : The item had been posted and cleared by the
Key data
Parked items

8. Customer documents are also updated with Net due date symbols and these
are derived from payment terms entered on the document during capturing.

Net Due Date Symbol

The symbol indicates the due date for the net payment for the
items open on the key date
Item is overdue : The due date for net payment has been exceeded
on the key date. The payment is in arrears
item is due: The item is due for payment without deductions on
the key date
Item is not due: The due date for net payment is after the key
date

The report displayed above can be printed sent by e-mail, downloaded to various
PC applications

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5. BANK AND CASH TRANSACTIONS

5.1 Cash Journal (Petty Cash Transactions)
SAP Provides a standard function for the management of petty cash referred to as
the Cash Journal Posting the journal will update the general ledger. The journal
will be available for subsequent display for future reference or audit purposes.

Cash journals are company code specific

The petty cash journal will take care of such small expenses for example postage
expenses etc.

5.1.1 Recording a Cash Receipt FBCJ

Cash journal allows you to post cash documents (like expenses, cash inflows etc.) in
a simple way. Instead of typical accounting transactions for posting (E.g. FB50) you
can use pre-defined business transactions.

This function also allows you to print

typical cash journal documents and cash report for a specified period.
For every company code there can be defined different cash journals.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Posting FBCJ Cash Journal

Transaction code

FBCJ

2. When you double click FBCJ Cash Journal (if you are accessing it for the first
time the system will prompt a small window, you need to enter company
code and your relevant code of cash journal Type)

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3. Click on the

button to select the correct journal type for

this posting.
4. Update the following required and optional fields:
Field Name

Description

Company Code

Code identifying a separate legal entity

Cash Journal

Required cash Journal ID

5. Click the Enter

button to confirm your entries and continue

6. Click on the

tab

7. Update the following required and optional fields

Field Name

Description

Business Transaction

Transaction number

Amount

Amount to be reimbursed

Reference

The cash request voucher reference details

Profit Center

Relevant profit Center

Line item Text

Description of Transaction

8. Click on the Save

button.

The balance is now updated in the cash

management sub-ledger but no postings have been made to

Financial

Accounting.
9. Click on the Post

icon. Financial Accounting will be updated

10. The Financial Accounting document can be displayed via selection of the
button.
11. A sub screen like the one below will be displayed double click on Document
number XXXX

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12. The accounting document will be displayed

13. Click on the Cancel
14. Click on the Exit

button.
button or press Shift+F3 to return to the SAP Easy Access

5.1.2 Enter an Expense Transaction FBCJ

For Every company code, cash journal transactions have been pre-defined:
Before performing this, make sure that cashier cash enough balance in the cash
journal to incur expense.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Posting FBCJ Cash Journal

Transaction code

FBCJ

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2. Click on the Change Cash Journal

button.

3. Update the following required and optional fields:

Field Name

Description

Company Code

Code identifying a separate legal entity

Cash Journal

Required cash Journal ID

4. Click on the

tab.

5. Click the Enter

button to confirm the entries

6. Update the following required and optional fields.

Field Name

Description

Business Transaction

Office Expense

Amount

Amount

G/L Account

This is the GL Account to which the expense

will be

coded
Cost Center

Cost center number

Line item text

Description of Transaction

7. Click on the Save

button. The balance is now updated in the cash

management sub-ledger but no postings have been made to Financial

Accounting.
8. Click on the Post

button. The financial Accounting document can be

displayed via selection of the Follow-on document

9. Click on the Cancel
10. Click on the Exit

button.

button.
button or press Shift+F3 to return to the SAP Easy Access

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5.1.3 Reverse Cash Journal FBCJ

The cash journals documents youve entered can be posted directly or only saved in
the database (and you can post them later).
The saved documents can be deleted from the database. The posted documents
can also be deleted, but in such case the system posts automatically a reversal
document.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting General Ledger

Posting FBCJ Cash Journal

Transaction code

FBCJ

2. Click on the Change Cash Journal

button.

3. Enter Company code

4. Enter Cash Journal number or search for the cash journal number
5. Select the line item to be reversed
6. Click Delete Row
7. Click on the

button.

Yes

button

8. Update the following required and optional fields:

Field Name

Description

Reversal

Enter the reversal code for the transaction, this is the reason why

Reason

and during which period the document is being reversed

9. Click on the Enter (continue)

button.

Note : An additional line item is displayed for the reversal with the document status
symbol, the original document also has this status.

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10. Click Follow-on doc

or double click on the line item you

want to view.
11. Double click on the Accounting Document

12. The accounting document will be displayed.

13. Click on the Back

button.

14. Click on the Cancel

15. Click on the Exit

button
button or press Shift+F3 to return to the SAP Easy Access

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6. ASSET MANAGEMENT
6.1

Overview of Acquire To Retire process

Asset accounting is a subsidiary ledger of the general ledger and is used to manage
and document in detail fixed asset transactions. In fixed Asset accounting, you can
update depreciation and changes to asset balance sheet values in asset
accounting.

You can also make various account assignments to cost accounting for these
transaction types.

As a result of the integration in the SAP AG System, Asset

Accounting (FI-AA) transfers data directly to and from other SAP AG components.
For example, you can post from the retirements fiscal year data a component
directly to FI-AA.

Locking, reversal and scrapping including updating changes,

company codes and asset number information with or without vendors.

Business Process in Asset Accounting are :
No.

Title

Asset

Description
master

Record This process covers the creation of single and

Creation

multiple asset master records.

It also covers

assigning newly created assets to project

settlement rules.
2

Asset

Master

Record This

Maintenance

process

covers

asset

master

record

changes. Where there is a change in location

E.g Between regions or cost centres, the master
data can be changed accordingly.

Where

there is a change between asset classes, a

transfer should be performed.
3

Locking an Asset

This process covers the asset Lock functionality

in SAP. Locked asset cannot receive any

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financial postings.
4

Asset

Master

Record This process covers asset that must be deleted.

Deletion

This can only be performed on assets with NO

transactional data. Where this is not the case,
the asset must first be retired and after one
year in the system it can be deleted.

Asset Acquisition

This process covers the capitalization of costs to

Fixed Assets. Capitalization using asset under
construction as well as direct capitalization
processes are covered.

Asset Retirement

This process covers the removal of an asset or

part of an asset from the asset portfolio. This
removal of an asset (or part of an asset) is
posted from a bookkeeping perspective as an
asset retirement.

Transfer

This process covers the transfer of assets

between classes or areas.

Either when the

incorrect asset class was used or if the asset

was capitalized to unclassified assets and later
transferred to classified assets. It is also used to
transfer

assets

between

company

codes,

regions or areas
8

Depreciation

This

process

covers

the

calculation

and

execution of asset depreciation based on the

remaining asset useful life and depreciation
method. i.e. Straight line.

The depreciation

costs are posted to the assigned assets cost

centre on a monthly basis
9

Manual

value This process will cover the value correction

Correction
10

Asset

using standard transactions provided by SAP

Document Incorrect posted transactions can be reversed

Reversal

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in SAP. Audit trail of reversal is maintained in

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the System
11

Year End Closing

This process covers the opening and closing of

asset fiscal year. This process checks that all
depreciation in a given period
posted.

has been

It also checks if there are errors or

incomplete entries for any assets

6.2 Asset Master Maintenance

6.2.1 Creating Fixed Asset Master Data
If we acquire a new fixed asset for the business which has no master data existing in
the system, you need to create the master data for the asset in the system before
you can create any transactions against this asset.
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Fixed Assets

Asset Create Asset

Transaction code

AS01

2. fill in the Required and optional fields

Field Name

Description

R/O/C Comments

Asset Class

Classification of the asset

Use

drill-down

locate

the

to

asset

class
Company code

Enter Company Code

Number of similar
assets

Number of similar asset you

want to create in the system

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This allows to
create multiple
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when you save
Reference

The reference asset that you O

similar assets in one

master transaction
Check the data

are copying from

before you copy

3. Press Enter to open the asset master screen

4. Navigate through the tabs and complete the required and optional fields
5. Save when completed
6. A message bar will show as message like:
Asset xxxxxxx x is created
Asset creation process is completed

6.2.2 Change Asset Master AS02

Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Fixed Assets

Asset Change Asset

Transaction code

AS02

2. On screen Change Asset: Initial Screen, enter information in the fields as

specified in the table below:
Field Name

Description

Asset

The

R/O/C Comments

asset

number

to

main R

Enter the asset number

be

Changed

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Sub-number

The asset sub-number O

No need to enter any

to be changed

number in this field. The

system will default zero.

Company code

Enter company code

Use the icon on the side

for help

3. Enter data in the required fields displayed

4. Press <Enter> or click on the

icon on required tab.

5. Change the required data by overwriting it or adding to it when in the tab

labels above.

6.2.3 Display Asset Master AS03

Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Fixed Assets

Asset Display Asset

Transaction code

AS03

2. On screen Display Asset: Initial Screen, enter information in the fields as

specified in the table below:

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Field Name

Description

R/O/C Comments

Asset

The asset main number to be R

A number can be

displayed

chosen
drop

by

using
down

Function
Sub-number

The asset sub-number to be O

Default value Zero

displayed
Company code

Enter company code

3. Press <Enter> or click on the

icon Then

4. The following screen will be displayed

6.2.4 Lock Fixed Asset : AS05

This transaction is used to blocking an asset for further acquisitions may be useful if
the asset will be retired, e.g. in a few weeks, or if an AUC (Asset Under Construction)
should be closed. This option may be utilized for the VQs whole room concept for
main asset number (sub-assets would not be blocked)

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6.3 Asset Accounting Business Transactions F-90

6.3.1 Asset Acquisition
To acquire or the Asset acquisition with vendor use the Transaction code F-90 or use
the following menu path:
Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Fixed Assets

Posting Acquisition External Acquisition With Vendor

Transaction code

F-90

2. On screen Acquisition from purchase with Vendor screen, enter information

in the fields as specified in the table below:
Field Name

Description

R/O/C Comments

Source document date

Header Information
Doc. Date

Enter

document

date
Document Type

The default document type R

for this screen is KR . do not
change it

Company code

Enter Company Code

Posting date

Date

for

document
accounting.

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posting
to

R
a

financial
This

will
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determine
period

which

(also

posting

fiscal

known

as

period)

the

transaction is recognized
Reference

One of the key fields that R

can be used to search for
documents

at

later

retrieval date.
Line item information
Posting Key

Posting key represent Debit R

or

Creit

entry

of

any

account type
Account

Enter the Vendor account R

Number

3. Press <Enter> or click on the icon

you will be prompted with the following

screen

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4. Enter the debit or credit amount and other necessary data like business area,
cost center (for items), tax code (if the item is subjected to GST) , item text,
etc.
5. Go to the next line item

Field Name

Description

R/O/C Comments

Posting Key

Enter the Posting key to debit R

Enter

Asset

Posting key (70)

Account

Enter Asset Number

Transaction Type

The transaction Type in Asset R

Enter

Accounting

the

Transaction

The

Type (100)

business

classified

transaction.

transaction

type

the

control

various system activities when

business

transactions

are

posted

5. To verify the entry press the Save

icon button. Following message will be

appeared at the bottom of your screen

Document XXXXXXx was posted in company code XXXX

6.3.2 View Asset Values

Steps :
1. Access transaction by:
SAP Access Menu

Accounting Financial Accounting Fixed Assets

Asset Display Asset Explorer

Transaction Code

AW01N

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The screen below is displayed. Take note of the following values:
Planned values:
Posted Values :
Note : If the asset has areas defined the following message and screen will be
displayed

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