CN TD&L EDGE

SAP CoE

Finance in SAP

Empowering Delivery for Growth and Excellence

Objectives
At the end of this module, you will be able to:
• Describe the Financial Accounting (FI) and Controlling (CO)
processes in SAP.
• Describe the FI-CO sub-processes.
• List the difference between the FI and CO processes.
• Identify the integration points between FI-CO and other SAP
modules.
• Recognise the different reports used in the FI-CO processes.

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Agenda
The following topics will be discussed in this module:

Overview of Finance in SAP

Financial Accounting and Controlling Processes

Financial Accounting and Controlling Reports

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Overview of Finance in SAP 4
Financial and Accounting Management Overview
What is Financial and Accounting Management?
Financial and Accounting Management is the process of:
• Recording financial transactions
• Summarising transaction details
• Publishing financial information for proprietors, investors
and government agencies.

The financial information, available in the form of Balance

Sheets and Profit & Loss statements, help in making decisions
in an organisation.

In SAP, Finance includes FI, which stands for Financial

Accounting and CO, which stands for Controlling (also known
as Management Accounting).
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Finance Functions in SAP
How do the SAP Finance functions help an organisation?

The SAP Finance functions help an organisation to achieve the following

objectives:
• Acquire transparent insights into the organisational performance through
timely and reliable information
• Formulate effective and efficient management decisions
• Ascertain use and application of effective controls
• Apply profitability, accountability and performance measures
• Comply with the applicable legislation and government regulations

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Features of SAP Finance
Features of SAP Finance

The following features of SAP Finance enable an organisation to achieve its

objectives:
• A single set of Finance processes and metrics
• The defined roles and responsibilities
• The common financial core processes and measures
• A central governance using standard organisational objects
• The use of transparent performance metrics and controlled environment

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 Key Finance Modules in SAP Architecture
The SAP honeycomb structure displays all the process areas, popularly known as modules. The
Finance modules are highlighted below:

SAP ERP Central These are the Finance

Component (ECC) is modules in SAP. In addition,
an enterprise Bank Accounting and
resource planning Treasury Management are
software. The key also under the purview of
business areas are Finance.
classified as
modules to enable
organisations to
control their
business processes.

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Processes Supporting SAP Finance Enablement
The following processes ensure that the SAP Finance modules or process areas are enabled in an
organisation to produce the desired outcome:
Process It is an organisation's capability to define, follow and improve processes. It involves following the
Discipline defined processes to achieve the desired results.

Accurate Accurate data entry is essential in Finance. Incorrect postings or reporting can impact an
and Timely organisation’s financial position or result in significant financial penalties. It is important to ensure
Data Entry that processes are completed in a timely manner to produce correct financial statements.

Test Runs Test runs are performed before the actual month-end processing begins on the penultimate
working day of the month. Any error identified in the run is resolved prior to the processing. The
and Detective detective reports validate the accounts, transaction types, taxes and account balances in the SAP
Reporting system to ascertain that data is accurate at the source before processing.

It is important to understand any risks associated with the access rights in SAP and processes that
Risk
lack controls. Without mitigating the risks, financial transactions will not yield the desired results.
Mitigation The Process Discipline metric is used for mitigating these risks.
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Benefits of Using SAP Finance
Benefits of Using SAP Finance
The benefits of using SAP finance are:
• Simplified and automated Finance processes
• Standardised processes and data
• Effective analytical capability
• Efficient management accountability and performance measures
• Effective contribution to organisation’s profitability by managing accountability
and providing performance measurement insights
• Centralised governance with consistent use of SAP organisational objects and a
strong controlled environment to ensure process sustainability

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Financial Accounting and Controlling Processes 11
Financial Accounting Overview
What is Financial Accounting (FI) in SAP?
The FI module in SAP is used to support the Financial and Statutory (F&S)
reporting of legal entities. It reports the financial position and activity of an
organisation to the statutory bodies and other external parties.

Financial and Statutory (F&S) plays a very important role in the collection
and dissemination of information. It is responsible for the overall integrity
of the financial statements, such as the Balance Sheet and Income
Statement.

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FI Master Data
The SAP system stores and processes information in the form of data,
which is categorised into three types:
• Master Data
Organisational
• Transactional Data Data
• Organisational Data
Transactional Master
Data Data
Master Data is the static, shared data used to record transactions in
SAP. It is used across all the business processes in an organisation.

F&S and FI-CO processes use the Financial Master Data to store
information for financial details. Master Data enables calculation and
application of Financial Master Data.

Financial Master
Data

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FI Master Data – Organisational Structure
In SAP, there is an organisational structure that constitutes multiple organisational elements. An
organisational element is a unit of the organisational structure in SAP.

Sample Organisational Structure Example of an Organisational Structure

Client Accenture
(Technical)

Strategy Digital
Company

Controlling Area Controlling Area Middle

India China
1 2 East

Finance and
Company Code Company Code Capability Enterprise Health and
1 2 Network (CN) Performance Public Services

Plant 1 Plant 2 Gurgaon Mumbai Bangalore

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Organisational Structure – Client
A Client is the top-level structural unit of an organisation. Client
(Technical)

The Client is an environment where Organisational Data and

Master Data are available. Company

The Client can be sub-divided into one or more legally Controlling Controlling
Area 1 Area 2
independent Companies. For example, Accenture is
sub-divided into five discrete Companies, such as Strategy, Company Code Company Code
1 2
Consulting, Digital, Technology and Operations.

Plant 1 Plant 2
The Client allows you to manage the accounting data for all
the independent Companies at the same time.

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Organisational Structure – Company
A Company is a central unit that collects and classifies financial Client
results for reporting and data analysis. (Technical)

The Company can be individual market or profitability segments Company

that are defined by common characteristics, such as the product
group, customer group, country or distribution channel. Controlling Controlling
Area 1 Area 2

The Company can also be the different legal entities that belong Company Code Company Code
to an organisation/Client. 1 2

Multiple Controlling Areas tie up to form one Company. This Plant 1 Plant 2

allows the user to:

• Analyse costs against revenues
• Calculate the operating profits for any market segment or
legal entity
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Organisational Structure – Controlling Area
A Controlling Area is a unit that enables an organisation to Client
execute CO or Management Accounting processes. It determines (Technical)

the basic settings of the CO module, such as the:

• Chart of Accounts (COA) Company

• Fiscal Year
• Currency Controlling Controlling
Area 1 Area 2
• Taxes
• Standard Hierarchies Company Code Company Code
1 2

Controlling Areas allow cross-company cost reporting. Internal

business transactions are performed in the Controlling Area. Plant 1 Plant 2

Revenues are also calculated at the Controlling Area level.

The SAP system allocates direct and overhead costs to different

Controlling Areas according to the internal allocation techniques.
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Controlling Area Settings
Let’s learn about the different Controlling Area settings applied in SAP Finance.

COA is the systematically ordered list of all the account master records Settings for
for posting purposes. The records contain the account number, Controlling Area
account name and control information for each master record.
COA
Data in the COA is maintained at two levels:
• Global COA Level
• Company Code Level Fiscal Year

Fiscal Year is a saved data in SAP. Known as FY Variant, it is divided into Currency
posting periods. Each posting period is defined by a start and finish
date. It is used at the Controlling Area level and assigned back to a
Company Code. Taxes

Currency is another saved data in SAP. It is used to define the local and Standard
Hierarchies
foreign currencies that will account for the costs in a Company Code.

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Controlling Area Settings (Continued)

Settings for
Tax is another SAP saved data for Controlling Area. Taxes on sales and Controlling Area
purchases are applied to al the sales and posting transactions as per the
norms of Value Added Tax (VAT). The rules apply to the input and output COA
taxes.
Fiscal Year
Standard Hierarchy is a structural unit of the Controlling Area. It contains
all the organisational units of the CO module (Management Accounting) Currency
that set up internal controls. It is represented as a tree structure.
Taxes

Standard
Hierarchies

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Organisational Structure – Company Code
A Company Code represents the smallest organisational unit. Client
It comprises a complete set of accounts for the purpose of (Technical)

external reporting.
Company

A Company Code represents a legal entity as defined by the

Legal Department. All the costs roll up to the Company Code Controlling Controlling
Area 1 Area 2
level.
Company Code Company Code
1 2
Each Company Code must be assigned a single COA in the
Controlling Area. It is identified by four numeric characters.
Plant 1 Plant 2

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Organisational Structure – Plant
A Plant is a unit that sub-divides an organisation according to Client
the functional aspects. (Technical)

For example, the different Plants of a manufacturing company Company

can be the production unit, procurement unit, maintenance

unit and materials planning unit. Controlling Controlling
Area 1 Area 2

A Plant code is identified by four numeric characters. Company Code Company Code
1 2

Plant 1 Plant 2

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FI Master Data – General Ledger Master Record
A General Ledger (GL) is a business record to keep track of all the financial transactions.

A GL master record is set up and maintained at the Company Code level and COA level. The record
comprises information that is valid for all the Company Codes assigned to a COA, such as the Account
number, Account name and description, Account type (B/S or P&L), Account Group and Consolidation.

The GL record also comprises information specific to a single Company Code, such as the Currency,
Taxes, Reconciliation account and so on.

There are two types of accounts in the GL master record:

GL Master Record at COA/Company Code

Balance Sheet (B/S) Income Statement (P&L)

accounts accounts

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FI Master Data – Posting Period and Posting Keys

A Posting Period is an SAP saved data. It defines the 12 monthly periods and four
special periods for financial postings. A monthly open period is done for posting
in one or more Company Codes. Combined monthly and yearly periods are used
for financial posting using available GL accounts.

A Posting Key has the ability to control financial postings in GL accounts. It

controls the type of account in which a posting is done. In the standard
transactions, posting keys are labeled Debit and Credit. The Posting Key defines if
a posting will be done as a debit item or a credit item.

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FI Master Data – Document Types and Document Number Range

Document types differentiate various business transactions. These document

type are defined at the Client/organisation level in SAP. For example, customer
payments and vendor payments are two different transactions. Therefore, two
types of documents will identify these transactions.

A Document Number in SAP identified each transaction carried out in a financial

year within a Company Code. Number Ranges for documents define how certain
combination of numbers can be assigned to a transaction for identification. Every
number range is denoted in two character codes, includes a validity period and
reflects an interval from which the numbers are assigned.

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 FI Processes
The FI module covers the following processes:

Accounts Receivable Accounts Payable Financial Budgeting

GL Accounting Period End Closing
(AR) (AP) and Forecasting
• The GL Accounting • The AR process • The AP process • The Financial • The Period End Closing
process records all the records and manages records and manages Budgeting and process defines the
financial transactions accounting data of all the accounting data of Forecasting process is sequence of tasks
performed in an the customers and all the suppliers, used for long-term required to close the
organisation. their payments. vendors and/or and short-term book of accounts at
employees. planning of the the end of accounting
• It is also a single • It involves creation of • It is integrated with operating budget, periods, such as
source of data for invoices, processing of the purchasing such as revenues and month-end and
creating financial customer receipts, and module to manage expenses, and capital year-end.
reports. managing received vendor/supplier budget to forecast
payments, queries and deliveries and annual cost/spend. • It consolidates the
mismatches. invoices. supply, production,
• It reports revenues marketing and
• All the AR postings are • AP postings are and expenses using financial closing
recorded directly in maintained in the Cost Statement, processes for
the GL account. vendor-specific GL Balance Sheet and reporting purposes.
accounts. Cash Flow Statement.

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 FI Processes (Continued)
Let’s continue to learn about the other FI processes.

Management and Joint Venture Fixed Asset

Project Accounting Tax Accounting
Statutory Reporting Accounting (JVA) Accounting
• The Global • The JVA process • The Fixed Asset • The Project • The Tax Accounting
Management and captures all the Accounting process Accounting process process outlines the
Statutory Reporting expenses and other manages the life cycle manages the financial processes required to
process fulfills the joint venture of fixed assets. and control aspects of comply with the tax
reporting transactions used by capital and legislation of countries
requirements for the operating and one • The process starts at operational projects. in which the
the point of asset
internal stakeholders or more non-operating acquisition, manages organisation operates.
(Management partners of the the cost of
Reporting) during organisation. maintaining the assets
monthly period-ends. and ends with their
• It uses FI, CO, Asset disposal.
• It also provides Management,
reporting capability for Materials
external stakeholders Management, Plant
(Statutory Reporting) Maintenance and
during half-year and Project System data.
year-end processing.

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FI Processes (Continued)
Let’s continue to learn about the other FI processes.

Financials Monitoring Expense Governance Risk and

Royalty Accounting
and Controlling Management Compliance (GRC)
• The Financials • The Expense • The Royalty • The GRC process
Monitoring and Management process Accounting process evaluates the efficacy
Controlling process manages Corporate manages of internal controls.
ensures that Finance Cards and related usage-based
targets and objectives queries. payments. • The evaluation
are consistently met in • These royalties or reduces the risk of
an effective and • It also manages the payments comprise a data inaccuracy in the
efficient manner. registration, financial percentage of the financial statements.
processing and revenues brought in
• It analyses the reimbursement of by the assets. • GRC is for audit
performance data of Corporate Cards compliance.
an organisation, through SAP. • The accounting details
evaluates gaps and of a royalty
closes those gaps agreement, as
through monitoring included in the
and controlling actions contract, dictate how
and initiatives. royalties are
calculated.

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New Functions in FI
New GL SAP Segment

The New GL is a newly introduced Finance The SAP Segment is an object in the New
function. It offers: GL. It is used to identify financial position
• Real-time integration between FI and CO and performance by line of business,
• Built-in reporting capabilities based on the geographical area or management area.
functional area
• Multi-ledger adopted with improved It is an organisational unit that is
Generally Accepted Accounting Principles independent of Company Code. A single
(GAAP), International Financial Reporting segment can record and report financial
Standards (IFRS), Legal and Local statutory performance across multiple Company
reporting capabilities Codes.
• Real-time slicing and dicing of documents to
create balance sheets for the selected
scopes
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Controlling (CO) Overview
What is SAP CO?
The CO process manages, records, collects, allocates, analyses
and reports costs incurred by an organisation. It ensures
accurate and timely cost allocation and reporting process. It
also enables users to access costing data across the
organisation. It records both the consumption of production
elements and the services provided by an organisation.

Using SAP CO, some of the functions an organisation can

perform are:
• Track organisational costs via cost center reporting
• Track costs related to specific jobs, projects or events
• Plan and track overhead costs within the organisational
structure
• Perform allocations and loadings
• Analyse planned versus actual performance
Copyright © 2016 Accenture All rights reserved. 29
Organisational Structure – Controlling Area
In the organisational structure previously discussed in Client
this module, Controlling Area is below a Company in the (Technical)

hierarchy.
Company

Financial accounting information from the FI module

feeds into the Controlling Area in the form of business Controlling Controlling
Area 1 Area 2
transactions. Similarly, any transactions from other SAP
modules that have a profit and loss impact feed into CO. Company Code Company Code
1 2

Therefore, with the flow of information from various

modules, the Controlling Area allows for cross-company Plant 1 Plant 2

cost monitoring and reporting. All data from Controlling

is used for internal management accounting.

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CO Master Data Elements
Before we discuss the CO processes, let’s review some of the key master data elements relevant to
CO. Each of these master data elements provide the basis for transactional posting in CO. With CO,
you can also manage and configure master data.

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Cost Centers / Cost Center Groups / Cost Center Hierarchies
Cost Centers /
Groups /
Hierarchies

• In an organisation, Cost Centers are business units to which costs are charged. Cost centers
add to the cost of the organisation, without producing any direct profit. These are generally
defined at the department or corporate level and are the fundamental master data
elements that track costing in CO.
• Cost Center Groups are used to group Cost Centers for reporting or for allocation purposes.
• Cost Center Groups can then be organised into Cost Center Hierarchies to provide structure
and allow for easier reference.

These groupings facilitate reporting, allocations and budgeting and planning.

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Profit Centers

Profit Centers

A Profit Center is a business unit that produces revenue for the organisation. Results for Profit
Centers are analysed using either the cost-of-sales or the period accounting approach.

Profit Centers can include cost objects such as Cost Centers or internal orders. All these
elements roll up to the Profit Center in the organisational structure.

Copyright © 2016 Accenture All rights reserved. 33

Primary Cost Elements

Primary Cost
Elements

A primary cost element is a revenue-relevant item in the SAP CO module that is equivalent to
an expense GL account in the SAP FI module. This master data element is used to record
financial postings and budgeting in CO.

The primary cost element helps ensure that the FI and CO modules are reconciled.

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Secondary Cost Elements

Secondary Cost
Elements

A secondary cost element is used as a part of internal cost flows between cost objects (e.g.
from one cost center to another, in settlements, and so on). They do not have corresponding
GL Accounts in FI and are defined only in the SAP CO module.

A secondary cost element moves costs between cost objects without impacting costs posted in
FI.

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Cost Element Groups

Cost Element
Groups

Cost element groups are used to group cost elements with similar characteristics together. By
using cost element groups, hierarchical cost element structures can be built.

Cost element groups are used to easily reference several cost elements in reporting, allocations
and budgeting & planning.

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Internal Orders

Internal Orders

Internal orders are a collection of costs and are used to record and monitor costs of a work
order or task. All costs collected on internal orders are settled to Cost Centers or GL accounts at
period-end.

Internal orders monitor costs of jobs, tasks, activities, or small-scale projects and are temporary
in nature. They are assigned to a responsible Cost Center and linked to a Work Breakdown
Structure (WBS) element to facilitate cost reporting.

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Activity Types

Activity Types

The activities performed in Cost Centers are expressed using activity types. The prices of the
activity types can be either manually entered or automatically calculated based on the costs
allocated to the activities.

For example, in organisations, activity types could represent a classification of labour. The
activity type is then used to record time/labour postings on Cost Centers and internal orders
using a rate and a quantity.

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Statistical Key Figures

Statistical Key
Figures (SKF)

SKFs are used to capture non-financial data and can be used as the basis for performing
allocations.

SKFs can be configured as fixed values or as variable values.

• Fixed value – applied for the rest of the fiscal year and does not require constant change
(e.g. square footage, employee headcount)
• Variable value – applied only for a particular fiscal period in cases where the value is
expected to change (e.g. energy consumption per month)

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 Allocations, Assessments and Settlements
To further understand the cost flow between cost objects and how they are processed, let’s
briefly review the concepts below.
• The SAP CO module provides • An assessment is a method of
functions for allocating costs Allocations Assessments automatic allocation. It can be
among all cost objects. used to manage and post
• Allocations can be performed allocations at period-end. It is
either manually or automatically. also used to clear costs between
• You can use manual allocation to: two or more cost centers.
• Avoid the need for Settlements • The cost object from which the
complicated custom settings cost originates is known as a
for simple allocations sender, whereas the cost object
• Manually transfer external that receives the cost is known as
data a receiver.
• Make simple adjustments to Settlements are used to clear costs • Assessments are organised into
incorrect secondary postings. between an internal order and a cost cycles that store the sender and
center, a GL Account or another internal receiver cost centers and manage
order. Settlements with a cost the basis for allocation.
center/internal order use secondary cost
elements; settlements with a GL Account
Copyright © 2016 Accenture All rights reserved. use primary cost elements. 40
Relationship Between SAP FI and SAP CO
Though SAP FI and SAP CO are independent modules in SAP, there is regular data flow between them. This
data flow, along with specific differences between the modules, is summarised below:

SAP FI is used for SAP CO is used for

Financial Accounting Management
and external reporting. Accounting and
internal reporting.
Balance Sheet
Accounts and
Revenue All primary cost elements
Accounts are in SAP CO are linked to GL
housed within expense accounts in SAP
the Chart of FI.
Accounts and are All secondary cost
not linked to CO elements are housed
elements. within CO and do not
impact accounts in FI.
Copyright © 2016 Accenture All rights reserved. 41
CO Processes
Let’s now review the components or processes within CO.

Cost Center Profit Center

Product Costing Internal Orders Profitability Analysis
Accounting Accounting
• Cost Center • Profit Center • Product Costing is • Internal Orders are • Profitability Analysis is
Accounting is used for Accounting is used to used to evaluate the used to plan, collect, used to evaluate
Controlling purposes monitor profit within cost of materials, and settle the costs of market segments,
to ensure individual organisation products and services. internal jobs and which can be classified
transparency of costs units that are set up as tasks. per the organisation’s
within the profit centers. requirement. For
organisation. • Planned costs are example, classify by
compared to actual • The SAP system products, customers,
• Planning is managed • It allows you to costs and the enables you to track orders or any
by comparing planned determine profits and difference is internal orders combination of these.
versus actual costs. losses using either calculated using throughout their
period accounting or variance analysis. entire life-cycle; from • It supports both cost-
• It tracks and manages the cost-of-sales creation, through the based and
costs in functional approach. planning and posting account-based
areas of an • The results are used to profitability analysis.
make management of costs, to the final
organisation, e.g. Cost
Center and Internal decisions and settlement. • It provides an external
Order. determine market view.
profitability.

Copyright © 2016 Accenture All rights reserved. 42

Financial Accounting and Controlling Reports 43
FI-CO Reporting

Usage The SAP FI module is used for external reporting in an organisation. For example, FI helps you generate
reports that can be used for tax purposes. You can draw balance sheet statements, profit and loss
statements and so on to meet your external reporting requirements.

The SAP CO module is used for internal reporting. Using reports from CO, an organisation can take
informed managerial decisions.

Integration Each of these modules are integrated with other modules in SAP so that reporting can be performed in
real time. You will learn more about this integration on the following slide.

Reports within FI and CO are available for various sub-modules. For example, GL reports, AR reports, CO-
Availability PA reports (profitability analysis) and so on.

You can run reports based on criteria such as:

• Fiscal Year
• Period
• Date Ranges
• Account
• Company Codes

Copyright © 2016 Accenture All rights reserved. 44

Integration Between SAP FI and CO Modules for Reporting
The FI and CO modules require inputs The FI and CO modules require inputs from
from the MM and PP modules to the SD and PS modules to perform the
perform financial accounting, measure financial accounting process, measure the
the cost flow and execute reporting revenue flow to make business decisions,
functionality. and execute the reporting functionality.

The MM and PP modules require The SD module requires inputs from the
inputs from the FI and CO modules FI and CO modules for setting the price
for the Purchasing and Inventory and tolerance control on sales activities.
Management processes.

The PS module requires inputs from the

FI module to capture commitments, such
as Purchase Orders and actual costs. It
The HCM module requires inputs also requires inputs from the CO module
from the FI and CO modules for to capture financial data.
the budget for recruitment and
resource positioning activities.

The BI module requires inputs from all

the other SAP modules to analyse
inputs and generate reports.
Copyright © 2016 Accenture All rights reserved. 45
FI Reports
Let’s review a few important FI reports.
• Use this report to create Statements for Customers / Vendors / GL Accounts. It can
G/L Account Statements be used to produce item lists for GL accounts without line item display in the entry
view.

Financial Statement: • Use this report to compare actual data within a certain period to reference data
Actual/Actual Comparison from another period.

• Use this report to display GL account master data that is not specific to the company
Chart of Accounts
code and print out GL account lists.

Asset Balances • Use this report to create an Asset Balance and display values of fixed assets.

Vendor Balances • Use this report to show how vendor balances have changed during a specific period.

Copyright © 2016 Accenture All rights reserved. 46

CO Reports
Let’s review a few important CO reports.

Controlling Documents: • Use this report to display actual cost documents. A report is created with all actual
Actual Costs costs as required.

Cost Centers: Planning

• Use this report to create a planning overview for all cost centers.
Overview

Orders: • Use this report to create an overview of actual and planned data on internal orders
Actual/Plan/Variance in the reporting time frame for each cost element.

Multilevel BOM: Value /

• Use this report to create a list of Bill of Materials (BOMs).
Amount / Status

Copyright © 2016 Accenture All rights reserved. 47

Course Summary
At the end of this module, you have learnt to:
• Describe the Financial Accounting (FI) and Controlling (CO)
processes in SAP.
• Describe the FI-CO sub-processes.
• List the difference between the FI and CO processes.
• Identify the integration points between FI-CO and other SAP
modules.
• Recognise the different reports used in the FI-CO processes.

Copyright © 2016 Accenture All rights reserved. 48

Congratulations!

You have completed the course.

For any queries, log in to the SAP COE

Circle and post your questions.

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